HRM Latest 2012 PDF

VOLUME-I
CONTENTS
SI. NO. DESCRIPTION PAGE
SECTION-I EMPLOYMENT & SERVICE CONDITIONS
1 Policy Statement on Manpower Recruitment 1
2 Direct Recruitment Procedure Manual 17
3 Awarding Job Contracts to Retired Govt. /CPSEs Employees 43
4 Service Rules 49
5 Transfer Policy 67
6 CDA Rules 75
7 Grievance Procedure 115
8 Policy Regarding Promotion of Executives 127
9 Policy Regarding Promotion of Supervisors 145
10 Policy Regarding Promotion of Workmen 161
11 Channels of Promotion in Workmen Category 175
SECTION-II PAY AND ALLOWANCES
12 Pay Fixation Rules 205
13 Pay & Allowances 223
14 Cafeteria of Perks and Allowances 231
15 Location Based Allowances 243
16 House Rent Allowance Rules 247
17 Dress Code Allowance 253
18 Incentive Scheme for Serving at Non-family Stations 259
19 Nightshift Allowance 266
20 Non-Practicing Allowance 267
21 Cash Handling Allowance 267
22 Free Electricity 267
23 Perks and Benefits to Executive/Engineer Trainees 269
26 Reimbursement of Expenditure on Local Travel 271
27 Performance Related Pay 283
28 Rules for Posting in Nepal/Bhutan 293
29 TA/DA Rules 307
Volume-II
SECTION-III EMPLOYEE BENEFITS/FACILITIES
30 Leave Travel Concession Rules 357
31 Medical Attendance Rules 385
32 Leave Rules 439
33 Company Leased Residential Accommodation Rules 485
34 Allotment of Residential Accommodation Rules 511
35 Incentive Scheme for promoting Small Family Norms 527
36 Company Vehicle Rules 539
37 Amenities to Sr. Executive 555
38 Scheme for providing Laptop to Executives 567
SECTION-IV TERMINAL/INSURANCE BENEFITS
39 Employee’s Provident Fund Rules 577
40 Gratuity Rules 647
41 Voluntary Retirement Scheme 681
42 Group Insurance Scheme 691
43 Group Personal Accident Insurance Scheme 695
44 SJVN Employee’s (self contributory) Superannuation Scheme 709
45 Group Saving Linked Insurance Scheme 725
46 Financial Relief in the event of Death/Permanent Disablement 735
47 Group Insurance (HBA) Scheme 745
Volume-III
SECTION-V ADVANCES
48 House Building Advance Rules 753
49 Conveyance Advance Rules 861
50 Multi-Purpose Advance Rules 895
51 Furniture Advance Rules 903
52 Computer Advance Rules 915
53 Children Higher Education Loan Rules 937
SECTION-VI HRD
54 Scheme for Sponsoring Executives for Higher Study 951
55 Apprenticeship Scheme 961
56 Foreign Visit Scheme 971
57 Scheme for Providing Vocational Education 985
58 Scheme for Appointing of Mentor for Trainees 991
59 Scheme for Payment of Honorarium 997
60 Scheme for Exit interview for employees 1009
SECTION-VII INDUSTRIAL RELATION
62 Scheme for Participative Management 1023
63 Scheme for Meeting With Union/Associations 1029
64 Suggestion Scheme 1035
SECTION-VIII ADMINISTRATIVE POLICIES
65 Functions of Full-time Directors 1045
66 Working Hours & Attendance system at Corporate Centre 1049
67 Policy regarding Closed & Restricted Holidays 1051
68 Procedure regarding movement of files 1052
69 Procedure Regarding Maintenance of Files and Official Records 1053
70 Guidelines for providing Guest House/Transit Camp 1055
71 Guidelines for providing Transit Camp, New Delhi 1058
72 Norms for Office Space, Furniture and Stationary Items 1060
73 Policy Regarding Telephone at Residence and Mobile Phone 1064
74 Perks & Benefits on Promotion 1070
75 Procedure of Handing over the Charge While an 1071
Executive is on Leave
76 Furnishing of Material /Correspondence with outside Agency 1072
77 Farewell Party and Gift to Retiring Employees 1073
78 Briefcase Policy 1074
79 Matching Contribution to Group of Employees 1075
POLICY STATEMENT ON
MANPOWER
RECRUITMENT
1
2
CONTENTS
RULE TITLE PAGE
Preamble 5
1.0 Preliminary 5
2.0 Human Resources Planning 5
3.0 Creation of posts 6
4.0 Job title, job specifications, role outline and pay scales 6
5.0 Induction Levels 7
6.0 Agencies for recruitment 7
7.0 Recruitment Sources 7
8.0 Selection from within 8
9.0 SC/ST/Ex-Servicemen, displaced persons etc. 9
10.0 Application formalities 9
11.0 Forwarding the applications of candidates from 9
Government Public Undertakings
12.0 Requisition for manpower 10
13.0 Processing of applications 10
14.0 Selection procedure and constitution of Selection Board 11
15.0 Selection Board 12
16.0 Operation of Select Panel 13
17.0 Appointment Letter 13
18.0 Health Standards 14
19.0 Formalities at the time of joining 14
20.0 Interpretation and Amendments 14
21.0 Annexure-I Guidelines for Recruitment of Non- 15
Executives
3
POLICY STATEMENT ON MANPOWER RECRUITMENT
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Preamble:
SJVN’s precious Assets would be its Human Resources. SJVN would, therefore,
pick-up best talented manpower, nurture and develop this resource upto its
maximum potential to ensure efficiency, effectiveness and success of the
Organization. SJVN also resolves to ensure manpower availability at the right
time, in right number and with the objective of ensuring their optimum and effective
utilization. SJVN has also resolved to create conducive environment where each
individual develops to its maximum potential and contributes to the organizational
development.
Keeping the above objective in view, SJVN hereby makes the following policy
statements to be called ‘SJVN Recruitment Policy and Procedure’ to govern,
regulate and facilitate recruitment of Personnel in the Corporation.
1.0 Preliminary:
1.1 This policy statement and the rules and procedure made hereunder will be applicable
to recruitment and selection of employees of all classes and categories irrespective
of whether they are against regular, temporary or trainee posts, unless specifically
stated otherwise. While making recruitment, the Corporation will keep in view the
provisions related to absorption as per agreement with State Governments.
2.0 Human Resources Planning:
2.1 With reference to the tasks and targets laid down for the Company and with reference
to specific individual targets for different divisions and projects of the Company,
each division and department will review the manpower requirement for the
following financial year to determine the requirement of manpower both in
qualitative and quantitative terms.
2.2 Based on the requirement of the additional manpower of the individual department,
the detailed manpower plan for the financial year will be prepared by the Human
Resource Development Group, in the Corporate Personnel Department for the
Company as a whole giving specific details of each new post other than the casual
posts with justification thereof and its manpower plan will form a part of the overall
Human Resource Budget of the Company. While drawing up the Human Resource
Budget, each department will indicate the cost of additional manpower required.
2.3 Annual Human Resource Budget including the additional manpower requirement
along with all relevant details and estimated cost involved for all the divisions/
projects will form a part of the Annual Human Resource Budget to be submitted
for approval of the Board of Directors.
2.4 On approval by the Board, the Human Resource Plan will constitute sanction for
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creation for posts including post of trainees and form the general basis of manpower
recruitment during the financial period.
3.0 Creation of posts:
3.1 Specific sanction for each new post from the competent authority will be necessary
for initiation of action for filling the post and the competent authority will issue
the necessary sanction depending on the requirement from time to time during the
year within the approved budget sanction and manpower plans subject, however,
to policies and directives that will be issued by the Board of Directors.
3.2 The competent authority for creation of posts and approving appointments within
the approved budget to such post will be as follows. The competent authority will
be referred to hereinafter as the appointing authority.
Posts Appointing Authority

a) Top post of General Manager and above Board of Directors
excluding the posts to which the
appointments are made by the President.
b) All posts other than those included in CMD
(a) above Director (personnel)
c) Executive trainee/Supervisory trainee CMD
and Artisan trainees Director (personnel)
3.3 The appointing authority will have the flexibility to re-appropriate posts as between
various functions under his control subject to overall provisions in the budget.
4.0 Job title, job specifications, role outline and pay scales:
4.1 Job specifications indicating the eligibility requirement in terms of minimum

educational and/or professional qualifications, length, nature, quality of experience,
upper age limit etc. and a general outline of the role and responsibility will be laid
down in respect of each job title along with pay scales. These will be issued by the
Corporate Personnel Department from time to time with the approval of the Director
(Personnel)/Chairman.
4.2 No appointment shall be made to any post in the Company unless the person fulfills
the minimum eligibility requirement and conforms to the specifications prescribed
for the post except where general relaxations are made in the cases of reserved
vacancies for the candidates belonging to SC, ST, Ex-servicemen and other special
categories. CMD/Director (Personnel) will be authorized in special and
exceptional cases, to grant relaxation in the prescribed specification where the
appointing authority is satisfied that such relaxation is relaxation in the interest of
the Company.
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5.0 Induction Levels:
5.1 During the formative stage of company, recruitment in the initial years may take
place at all levels of organizational hierarchy.
5.2 At the appropriate stage of the growth of the Organization, recruitment will be
restricted, by and large, to the induction levels as specified below so as to ensure
that career growth prospects of the existing employees are in no way impaired.
Category Level
Artisan Trainees W3
Diploma/Supervisory Trainees S1
Engineer/Officer Trainees E2
5.3 Infusion of new blood to the executive, supervisory and artisan cadres will be
through the respective training schemes under which training based on specific
requirement of the Company will be imparted to the fresh Engineering graduates,
diploma holders and ITI’s. In non-technical disciplines also, trainees will be trained
for Executive, Supervisory cadres.
6.0 Agencies for recruitment:
6.1 All recruitment to the executive cadre inclusive of executive trainees will be
centralized in the Corporate Personnel Department.
6.2 In respect of non-executive trainees, recruitment will be made by the Personnel
Department of the project concerned by associating Corporate Personnel Division.
6.3 Arrangement for executive trainees will be made by Corporate Personnel
Department. Arrangement for non-executive trainees will be responsibility of the
Project Personnel Department after the training module is approved by the Corporate
Personnel Division.
7.0 Recruitment Sources:
7.1 For executive cadre including executive trainees, selection will be made on ‘All
India Basis’ and for that purpose, the posts will be notified through press
advertisements, company notice boards and/or circulars issued to Government
departments and Public Sector Undertakings where suitable candidates of the
required expertise are expected to be available.
7.2 In respect of recruitment to non-executive posts in the Workmen category up to the
level of W6, all vacancies will be notified to the Employment Exchanges of the
state in which the Project is located as per the terms of Employment Exchange
(Compulsory Notification of vacancies) Act, 1959. Keeping in view administrative/
budgetary conveniences the vacancy may be published in the Employment News
as per DPE OM no. DPE24(11)/96(GL-010)GM dated 2nd Nov 1998.Only persons
whose names are registered on live register of any Employment Exchange located
in the State in which project is located, may apply against the advertisement so
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that recruitment takes place from amongst the candidates whose names are registered
in Employment Exchange in the state in which project is located. In respect of
recruitment to reserved vacancies, incase suitable candidates are not available from
the lists sponsored by the Employment Exchanges of the State, notification will
also be issued to concerned associations with simultaneous notification to Central
Employment Exchange, Government and Semi-Government Organizations and/
or the positions may be advertised to the local press.
7.3 In respect of recruitment to non-executive posts above W6 level, recruitment will
be made from the region comprising the State in which the division/project/
establishment concerned is located and the neighbouring States and for this purpose
notification for filling up the vacancies will be issued in the newspapers and also
to the Employment Exchanges of the region though the Central Employment
Exchange in addition to the notice board of the company. Provided that recruitment
may be made to such posts from outside the region where the appointing authority
is satisfied that suitable candidates in adequate number will not be available within
the region. Provided further that to facilitate recruitment to the reserved vacancies,
copies of such notifications will also be issued to the various agencies and
associations, as stated above.
7.3.1 Recruitment of non-executives shall be further subject to the guidelines
circulated vide Office Order No. CC/Pers/12(47) dated 10th August, 1993, as
at Annexure-I.
7.4 In addition to the above, induction of executives and specialist non-executives
may be made as deemed necessary and appropriate by the appointing authority
from one or more of the following sources: -
a) Deputation from Central/State Governments/Electricity Boards and Public
Sector Organizations where suitable personnel on terms offered by the
company may be available.
b) Campus interview and recruitment to the posts at the induction level of
executive trainees from reputed Engineering/Management Institutions viz
IIMs, IITs.
c) Candidates located through personal contacts and talent survey only in respect
of posts requiring specialist knowledge and expertise and/or exceptional
qualification and merit subject to the approval by the CMD/Director
(personnel).
8.0 Selection from within:
8.1 Internal candidates fulfilling all eligibility requirement may be considered along
with outside candidates subject to the conditions that earlier they should not have
been considered by recruitment committee in any of the departments/units of the
company and found unsuitable in the course of one year preceding the time of the
current interview date.
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Provided further that internal candidate employees in the next lower grade only
will be eligible for consideration to the next higher grade subject to fulfillment of
minimum eligibility requirement and other criteria prescribed from time to time
and subject further to the condition that no vigilance and/or disciplinary case is
pending against him.
8.2 Applications of all internal candidates will be forwarded to the Personnel
Department by the Head of the Department indicating whether or not candidate
can be released in case he is selected without detriment to the job currently being
held by him.
9.0 SC/ST/Ex-Servicemen, displaced persons etc.:
9.1 Directive of the Government concerning reservation of vacancies and special
concessions to be given to such candidates will be strictly and conscientiously
adhered to.
9.2 The concerned P&A Department will implement the reservations for other
Backward Classes as per Office Memorandum No. 36012/22/93-Estt(SCT) dated
15.11.1993 of the Ministry of Personnel, Public Grievances & Pensions, including
amendments, that may be made later on. A roster of 200 points need to be maintained
and no deviation is to be made which will be the personal responsibility of the
Head of the Recruitment Department.
10.0 Application formalities:
10.1 No appointment will be made in the company except on the basis of an application
giving details and particulars as may be prescribed from time to time.
10.2 For all recruitment, application should be in the prescribed form. However,
applications on plain paper may also be resorted to whenever necessary, keeping
in view the urgency for manning the post and the lead time involved. In such cases,
the candidate will be required to submit an application on the prescribed form at
the time of interview.
10.3 All applications for positions in the company will be accompanied by postal order/
bank draft of the value of Rs.100/- for executive posts including trainees and
Rs.50/- for non-executive posts including trainees. Candidates whose names have
been sponsored by the Employment Exchange will not be required to pay any
money. Similarly, candidates belonging to SC/ST/Ex-servicemen and Handicapped
categories will be exempted from payment of application fee. However, appointing
authority will have power to exempt payment of money in any case of direct
recruitment.
11.0 Forwarding the applications of candidates from Government Public
Undertakings:
11.1 Consistent with the guidelines issued by Bureau of Public Enterprises vide BPE’s
Memo No.2(172)/71-BPE (GM) dated August 18, 1971, SJVN will accept
application only if they are forwarded through proper channel in respect of persons
employed in Central and State Governments and in those Public Undertaking whose
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rules provide for carry-forward of gratuity, PF, Leave and other benefits of transfer
on movement to another organization/Public Sector with the consent of both the
Organizations concerned.
Provided, however, that application from candidates hailing from Public
Undertakings referred to above may be accepted without being forwarded through
proper channel if the candidate submits a declaration along with an application
stating that if he/she is selected for appointment in SJVN on terms acceptable to
him:
a) He will be agreeable to forego the benefits of carry-forward of leave, PF,
Gratuity etc.
b) He will be able to secure due release from his present organization within the
stipulated notice period and produce an evidence at the time of joining services
of SJVN.
11.2 In respect of candidates from Public Undertaking, who despite the afore-mentioned
guidelines from Bureau of Public Enterprises, do not provide for carry-forward of
leave, gratuity, PF and other benefits even in respect of persons whose applications
are forwarded through proper channel, applications may be entertained directly as
in the case of candidates from Private Sector Undertakings and requirement of
proper channel will not apply.
12.0 Requisition for manpower:
12.1 Head of the department will forward their manpower requirement in prescribed
‘Requisition Form’ to the concerned Personnel Department through the respective
competent authority (competent to sanction creation of posts) indicating therein
the last date by which placement of personnel is desired for different posts keeping
in view the normal lead time for recruitment.
12.2 The requirement will be examined with reference to the sanctioned manpower.
Personnel Department will decide whether the post(s) can be filled:
a) Out of personnel from other Departments/Units/Approved Selection Panels
already available.
b) Inter-functional adjustment of posts.
c) Redeployment of surplus staff.
d) Trainees recruited through various training schemes.
13.0 Processing of applications:
13.1 All applications received against a specific notification/advertisement will be
subject to a preliminary scrutiny by the Personnel Department, who will ensure
that :
a) all applications are duly completed and accompanied by the prescribed
application fee.
b) age of the applicant is within the prescribed limit.
c) in case of applications from reserved categories, application is accompanied
by certificate to that effect from the Competent Authority.
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13.2 Personnel Department will list applications and forward them to the concerned
department for scrutiny with a view to selecting for test/interview. Only those
candidates who are considered suitable in terms of qualification, experience, nature
and quality of technical knowledge, professional expertise required for each
specific post.
13.3 On completion of the screening by the concerned department, the Head of the
Department will forward to the Personnel Department a list of candidates considered
eligible for test/interview, spelling out clearly the criteria adopted for screening
and the basis of rejection of application in each case.
13.4 The applications will be screened by a duly authorized Officer nominated by the
Head of the Department.
13.5 After the applications are finally screened, Personnel Department will prepare a
final list of eligible candidates indicating levels for which the candidate should be
called for interview, keeping in view the reserved vacancies and special relaxation
for candidates belonging to SC/ST etc. and this shortlist after approval by the
competent authority or the officer to whom powers are delegated will form the
basis for candidates to be called for selection test and/or interview.
14.0 Selection procedure and constitution of Selection Board:
14.1 Personnel Department will decide applying various selection techniques like trade
test, written test, group discussions etc.
14.2 Selection will be made only on recommendation by a duly constituted Selection
Board/Committee.
14.3 Selection to executive cadre including executive trainees will be made on the
recommendations of the SJVN Central Selection Board, which will be constituted
as follows:-
a) One member from amongst persons to eminence and integrity with a suitable
background in selection of personnel. He could be appointed on part time
basis like consultant or on a fee-and-expense basis.
b) CMD of SJVN or any of his nominee from amongst officers in the senior
most managerial cadre in the Corporate Office.
c) Head of Division concerned.
d) One of the Specialist(s) Advisor in the concerned specialization whether from
within or out of the Corporation.
e) Director (Personnel) or his representative.
f) Secretary (MPP & Power) or his nominee.
Chairman of the Selection Board will be the member from (a) above or in his
absence in special cases, Chairman of the Corporation or any of his nominees not
below the rank of General Manager.
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14.4 All appointment to posts in various non-executive categories including supervisory
trainees and other trainees will be made on the basis of recommendations of
Selection Committees constituted for the purpose, which must include
representatives from the following sources at the appropriate executive level
depending on the post.
a) Concerned department/function.
b) Personnel Department
c) Expert (s) from other Public Enterprises/Professional Institute/Government
Department.
d) SC/ST representatives, wherever required.
e) Secretary (MPP & Power) or his nominee.
14.5 The Selection Board/Committees will be constituted by the Personnel Department
in each case with the approval of the appointing authority.
14.6 Honorarium and reimbursement for board and lodging expenses may be made to
members of Selection Board/Committee from outside the organization, as per rules
framed by the Corporate Personnel Department from time to time.
15.0 Selection Board:
15.1 The short listed candidates will be called upon to undergo selection process which
may consist of:
a) an interview by the Selection Board or
b) a test and/or group discussion followed by an interview by the Selection Board.
c) an elimination test and/or group discussion followed by interview of only
those candidates, who qualify in test/group discussion.
15.2 Candidates appearing for interview will be given journey expenses as per clause
15 of TA/DA Rules.
15.3 The call letters to the candidates for appearing for the interview will be mailed at
least 10 clear days before the date of interview through certificate of posting.
15.4 In case of recruitment for vacancies reserved exclusively for SC/ST, separate
interviews will be held and in the Selection Board, a member belonging to these
communities will be included as a member of the Selection Board.
15.5 Personnel Department will make following documents available to the Selection
Board:
a) a copy of the advertisement/notification.
b) a copy of the Bio-data of each candidate.
c) applications in original.
d) wherever available, appraisal reports of the candidates.
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e) results of test/group discussion held prior to interview.
15.6 The personnel department apart from participating in the Selection Board, will
have the following specific responsibilities: -
a) briefing the members of the Selection Board on the specific requirements,
responsibilities and remuneration for each post, approximate number of suitable
candidates to be selected and empanelled for immediate and future
requirements and any other matter connected with the selection.
b) while the technical members will judge the suitability of the candidates in
terms of knowledge, skill, expertise and professional competence, the
Personnel representative will be responsible to call the attention of the Board
to the attitudinal, motivational and personality aspects relating to the job
requirement.
15.7 The Selection Board, after taking into account qualification, experience, result of
test/group discussion, if any, and performance at the interview relating to skill,
professional competence and overall personality factors, will assign the final ranking
based on consensus to each candidate considered suitable and recommend a panel
of names of candidates in order of merit on the basis of ranking so assigned. For
reserved categories, separate panels will be drawn.
15.8 The Selection Board while making its recommendations, may also indicate remarks
regarding accelerated promotion to the next higher grade in exceptional candidates,
who are too senior to start afresh, in the grade selected and not senior enough for
selection to the higher grade for reasons of internal company policy, area/areas of
specialization where the candidate would be best suited and any other
recommendations/remarks considered relevant in respect of any candidate.
16.0 Operation of Select Panel:
16.1 The panel of candidates as recommended by the Selection Board will be approved
by the appointing authority whereafter it will remain valid for initial period of one
year. This can be extended by the appointing authority at his discretion for a further
period of six months.
16.2 Based on the approved panel, the Personnel Department will issue offer of
appointment in the order given in the panel depending on the number of posts
sanctioned by the appointing authority from time to time. However, the candidates
belonging to SC/ST etc. and other reserved categories will be given priority in
appointment, as per the instructions of the Government from time to time.
17.0 Appointment Letter:
17.1 Personnel Department will issue appointment letters in the prescribed format in
duplicate alongwith requisite proforma such as Attestation Form, Declaration,
Character Certificate, SC/ST certificate etc. and the candidate will be expected to
return one copy of the contract of appointment duly accepted and signed by him.
The appointment letter will indicate the last date by which the candidate must join
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the company failing which the offer of appointment will deem to have been
withdrawn, unless extension of the last date has been granted by the appointing
authority.
18.0 Health Standards:
All appointment will be subject to the medical examination by the Company’s
authorized Medical Officer, as per medical fitness standard prescribed by the
Company from time to time. However, candidates joining from other Public Sector
Undertakings and Government Department who have been examined and declared
fit at the time of appointment will be exempted from Company’s medical
examination.
19.0 Formalities at the time of joining:
19.1 At the time of joining, the candidate will be required to give following documents
to the Personnel Department:-
a) Joining Report.
b) A written undertaking regarding his marital status, immovable property,
hometown and employment of spouse in an Embassy or foreign mission.
c) Medical fitness certificate.
d) Bio-data on the prescribed application form.
e) Attested copies of certificates and testimonials.
f) A character certificate from a gazetted officer.
g) Release and pay certificate in case of employees from Government/Public
Sector Undertakings.
h) Attestation form for verification of antecedent.
i) Declaration of relationships etc.
Those appointed as trainees will be required to execute and furnish bond/undertaking to
complete the training course and thereafter to serve the Company for minimum period, as
laid down in the bond.
19.2 On appointment of a person, the District authorities concerned will be requested
to verify and report on the antecedent of the person in the prescribed attestation
form, as per directives issued by the Government form time to time, provided,
however, that such verification may not be insisted in the case of persons coming
from Govt./Semi -Govt./Public Sector Undertakings immediately after prior to
appointment in SJVN subject to production of evidence in support of the fact that
due verification of the antecedent was made at the time of their appointment.
20.0 Interpretation and Amendments:
In case of any doubt arising with regard to any of the above provisions and in the
cases uncovered by these rules, the final authority of interpretation will vest in the
CMD/Director (personnel) whose decision will be final.
*****
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ANNEXURE-I
GUIDELINES FOR RECRUITMENT OF NON-EXECUTIVES
The recruitment of non-executives, in critical categories, will be handled at Project Site.
The appointment of daily rated is totally banned. Before recruitment action is taken, the
vacancies of non-executive categories every time have to be got cleared from the Director
(personnel) by giving reference of the Manpower Budget and by giving full justification
of the need to induct fresh hand.
Recruitment to the vacancies of non-executive categories in critical areas will be strictly
in accordance with approved Recruitment Policy and the SJVN job specifications. No
relaxation in the job specification will be made without the prior approval of the Director
(Personnel).
Keeping in view the Agreement signed between GOHP and SJVN, following guidelines
are to be adhered to-
a) All posts requiring notification to the Employment Exchange in non-executive
category should be notified to the concerned Employment Exchange,
Director(Rehabilitation and Resettlement), Notice Board of SJVN, HODs and
HPSEB duly indicating reservation for Physically Handicapped, SC/ST. Under
no circumstances posts reserved for SC/ST are to be de-reserved. This applies to
all categories of staff. The notifications should also be sent to recognised SC/ST
Associations with an advise to Association that candidates may be advised to
forward their application through concerned Employment Exchange and in such
cases, name forwarded by Employment Exchange should be considered.
Notification to HPSEB should clearly indicate that they can forward names of
regular employees fulfilling job specification directly to SJVN, whereas in case
of daily rated fulfilling job specification, they may advise them to apply through
concerned Employment Exchange. Similarly, notifications displayed on Notice
Boards should indicate that regular employees on deputation can forward their
application through proper channel directly to SJVN Personnel Department
and daily rated should approach the concerned Employment Exchange.
b) In case of non-executive vacancies, not notifiable to the Employment Exchange,
this should be advertised in the newspaper(s) at regional level, as per Recruitment
Policy with copies to HPSEB with similar advice. The draft advertisement may
be got approved from HRM Department.
All copies of notification and advertisements should be sent to Corporate HRM Division.
The selection should be made by duly constituted Selection Committee as per guidelines
indicated in the approved Recruitment Policy and before issuing offer, the same be got
approved by the Director (Personnel).
*****
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16
DIRECT RECRUITMENT
PROCEDURE
MANUAL
17
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CONTENTS
RULE TITLE PAGE
Section-I
1.0 Objectives 21
2.0 Scope of Coverage 21
3.0 Definitions 21
4.0 Sources of Recruitment 21
5.0 Reservation & Rosters for SC/ST & OBC 22
6.0 Relaxations & Concessions to SC/ST/OBC 23
7.0 Relaxations & Concessions to Physically Handicapped 24
8.0 Reservations to Ex-Servicemen 25
Section-II
9.0 Planning for Advertisement 26
10.0 Window Advertisement 26
11.0 Publication of Advertisement 27
12.0 Notification to the Employment Exchanges 27
13.0 Receiving/Registration of Applications 27
14.0 Screening of Applications 28
15.0 Proposal for Holding of Test/Interview 29
16.0 Written Examination 29
16.2.1 Syllabus for Written Test 29
16.2.2 Question Paper Setting 30
16.2.3 Question paper Printing 30
16.2.4 Data Processing & Issuance of Call Letters 30
16.2.5 Conduct of Examination 31
16.2.6 Evaluation of Answer Sheet 31
16.2.7 Declaration of Results 31
17.0 Constitution of Selection Board/Committee 32
18.0 Despatch of Call-Letters 32
19.0 Intimation to Selection Board Members 33
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RECRUITMENT PROCEDURES MANUAL
RULE TITLE PAGE
20.0 Preparation for Interview 33
20.2 Synopsis of Candidates 33
Section-III
21.1 Selection of Executive Trainees 33
21.2 Selection of Other Trainees 34
21.3 Verification of Documents 34
22.0 Criteria for Assessment – Group Discussion & Interview 34
23.0 Principles of Empanelment for Trainees & Selection for 35
the post other than Trainees
24.0 General Instructions for Interview 35
25.0 Separate Panel for SC/ST/OBC 36
26.0 Operation of Selection Panel 36
27.0 Issuance of Offer of Appointment 36
28.0 Fixation of Pay on Initial Appointment 37
Section-IV
29.1 Joining 37
30.0 Induction & Placement 38
31.0 Transfer of Records 38
32.0 Secrecy & Custody of Records 38
33.0 Statistics 39
34.0 Reports & Returns 39
35.0 Schedule for Recruitment 39
Section-V
36.0 Job Specifications for Recruitment of Executives 39
including ETs
37.0 Interpretation & Amendments 42
20
SECTION – I : GENERAL
1.0 OBJECTIVES :
Recruitment activities are centralised at Corporate Centre and are undertaken by
Corporate Recruitment Group. However, with the prior approval of the Appointing
Authority, recruitment to non-executive posts may be carried out by Project
Personnel Department also. Objective of this Manual is to provide step by step
processes and procedures for the guidance of the officials making recruitment.
The user of this Manual should be well familiar with the provisions of SJVN
Recruitment Rules for its effective use.
2.0 SCOPE OF COVERAGE :
2.1 Various processes and procedures laid down in the manual shall apply to the
appointments by Direct Recruitment either through open advertisement and/or from
within the organisation and/or Employment Exchanges as required under
Employment Exchanges (Compulsory Notification of Vacancies) Act, 1959.
2.2 These provisions will not apply to recruitment on casual or contract basis for specific
assignment and period. Recruitment of Consultants and appointment on absorption
basis shall also be outside the purview of these provisions and shall be guided by
the relevant rules applicable from time to time.
3.0 DEFINITIONS :
(i) ‘Organisation’ means SJVN, includes Corporate/Co-ordination Offices/
Projects/Units under its administrative control.
(ii) ‘Recruitment Rules’ means SJVN Recruitment Rules titled ‘Policy
Statement on Manpower Recruitment’ to govern, regulate and facilitate
recruitment in the Organisation.
(iii) ‘Appointing Authority’ means authorities competent to make and approve
appointments to the posts within the approved manpower budget as referred
to at Clause 3.2 of the Recruitment Rules and also in delegation of Powers.
(iv) ‘Posts’ means a position duly created and approved by the Appointing
Authority for making appointment.
(v) ‘Job Specifications’ means the eligibility requirements in terms of
educational / professional qualifications, length and nature of experience
and age criteria in respect of each post as indicated in Job Specifications
Manual for Executives, Supervisors and Workmen.
(vi) ‘Standard Designations’ means the designations as given in Job
Specification to which recruitment will be made.
(vii) ‘Pay’ means Basic Pay plus Dearness Allowance.
4.0 SOURCES OF RECRUITMENT:
4.1 Recruitment shall be in adherence to the overall manpower budget and will be
made only against the sanctioned posts. Once the manpower requirement is finalised,
recruitment process starts with advertisement/notification of posts depending upon
21
the source of recruitment i.e. from Open Market and/or through Employment
Exchanges.
4.2 Following will be the sources of recruitment:-
Posts Source
(i) Post in the Executive • By advertisement on All India Basis.
Cadre including Executive
Trainees (E2 to E9)
(ii) Posts in Non-Executive • By Notification to all the Employment
Cadre in the Workmen Exchanges of the State in which the
Categories upto W-6 Project is located.
Level including Trainees. • By publication in the Employment News.
In such case, only persons whose names are
registered with any of the Employment
Exchanges located in the State in which
Project is located, shall be considered
• By notification to Central Employment
Exchanges/Local Press if it is felt that
sufficient number of reserved category
candidates may not be available in the
State where the Project is located.
(iii)Posts in Non-Executive • By notification to the Regional
Cadre other than those Employment Exchanges.
at (ii) above. • By advertisement in the Newspapers.
• From outside the Region if it is felt that
suitable candidates in adequate number
will not be available within the Region.
5.0 RESERVATION & ROSTERS FOR SC/ST & OBC :
5.1 As per the Reservation Policy of the Govt. of India, certain percentage of posts
under its control are reserved for SC/ST & OBC. In order to determine the number
of vacancies for SCs, STs & OBCs, in a particular recruitment, Reservation Rosters
have been prescribed. The following are the percentage of reservations and
corresponding model rosters in various methods of Direct Recruitment:
Type of Recruitment SC ST OBC Model
Roster
(i) By open competition on 15% 7.5% 27% 200
All India Basis. Points
(ii) Otherwise than by open competition 16.66% 7.5% 25.84% 120
on All India Basis. Points
(iii) Local / Regional Recruitment 25% 5% 20% 100
(Himachal Pradesh) Points
22
OBC Reservation is effective from 08.09.1993.
Note: ‘By Open Competition’ would mean recruitment where the element of written
examination is involved as part of selection process. Any recruitment not made
through written examination would mean recruitment otherwise than by open
competition.
5.2 In SJVN, recruitment is generally made by Interview. Of late, Written Tests were
also resorted to as elimination tool to shortlist candidates to be called for Interview.
As such, recruitments in SJVN fall under ‘otherwise than by Open Competition
on All India basis’ with reservation for SC – 16.66%, ST – 7.5% & OBC – 25.84%,
as per 120 points roster. Following rosters for direct recruitment are presently in
operation in the organisation:-
Group Category Model Roster
i) Group ‘A’ All Executive posts including Trainees. 120 Points Roster
ii) Group ‘B’ All posts at S2,S3 & S4.
a) Technical - 1 Roster.
b) Non Technical – 1 Roster. 120 Points Roster
iii) Group ‘C’ All posts in Workmen category
from W3 to W6 & S1.
a) W3 to W6 Secretarial / 100 Points
Ministerial – 1 Roster. Roster for HP.
b) W3 to W6 Technical /
Paramedical – 1 Roster.
c) S1 – All - 1 Roster.
iv) Group ‘D’ All posts in Workmen Category 100 Points (HP)
at W1 & W2 levels.
Note: (i) In case the Written Test constitute the weightage in overall selection, in such
cases the Roster of 200 points will be applicable, i.e. 15% for SC, 75% for ST
and 25.84% for OBC.
(ii) The recruitment is centralised at Corporate Office, all Rosters will be
maintained/centralised by Corporate Recruitment Group. However, with the
prior approval of Appointing Authority, if the recruitment of non-executive
category is undertaken at project level, the reservation applicable in such cases
will be obtained from Corporate Recruitment Group by the respective P&A
Department.
6.0 RELAXATIONS & CONCESSIONS TO SC/ST/OBC:
Age : Upper age limit is relaxable by 05 years for SC/ST and by 03 year for OBC
candidates. Physically Handicapped persons belonging to SC/ST will be eligible
for relaxation of 10 years over and above the above age relaxation.
23
Fee: SC/ST candidates will be exempted from payment of application fee.
Reservation:
(i) Posts to be filled on All India Basis (SC-16.66%, ST- 7.5% & OBC-25.84%).
(ii) Post to be filled by Open Competition on All India Basis ( SC- 15%, ST7.5% &
OBC-27%)
(iii) Posts to be filled on Regional Basis for the State of HP (SC-20%, ST-5% &
OBC- 25%).
Educational/Professional Qualification: No relaxation to SC/ST/OBC in the prescribed

qualification criteria. However, 5% relaxation in minimum prescribed percentage of marks/
grade in the educational qualification will be allowed.
Broadcast on AIR: Vacancies reserved for SC/ST may be notified to appropriate stations
of AIR for announcement.
Selection: If adequate number of SC/ST candidates are not available to fill the reserved
posts, the minimum standard set for selection in Written Examination/Interview may be
relaxed for selection of SC/ST candidates provided they are not considered unfit to hold
the post. The extent of relaxation in the minimum standard is not prescribed. However,
this may be from 5% to 10% depending upon the requirement.
Experience: Relaxation in the length of experience prescribed will be given to SC/ST

candidates by one year where the requirement is more than three years.
Separate Interview: The Interview of SC/ST and OBC candidates shall be held on a
separate day or sitting of the Selection Board so that the SCs/STs and OBCs are not judged
in comparison with General candidates.
7.0 RESERVATION & CONCESSIONS TO PHYSICALLY HANDICAPPED:
7.1 In addition to the reservation of posts for SC/ST/OBC in direct recruitment, 3%

posts have been reserved for persons with physical disabilities (Physically
Handicapped) of which 1% each for persons with following disabilities:-
i) Blindness or Low Vision (Visually Handicapped).
ii) Hearing Impairment (Hearing Handicapped).
iii) Locomotor Disability or Cerebral Palsy (Orthopaedically Handicapped).
7.2 Reservation may start with any category of disability. It will, however, be ensured
that there is proper rotation of reservation among the categories of disabilities.
7.3 Reservation for Physically Handicapped to various groups of posts will be as under:-
24
Group ‘C’ & ‘D’ Posts - With reference to total strength.
Group ‘A’ & ‘B’ Posts - With reference to the identified posts as suitable for PH.
Note : Posts in Workmen category from W3 to W6 and S1 have been grouped in Group
‘C’, W1 and W2 in Group ‘D’, Supervisory posts from S2 to S4 in Group ‘B’ and
all Executive posts from E0 to E9 in Group ‘A’. At present, the following posts
have been identified as suitable for Physically Handicapped in Group ‘A’ and ‘B’.
Group ‘A’- AE (Design Engineering)/Asstt. Officers (P&A / F&A /

Training / IT&C / Hindi / PR).
Group ‘B’- Supervisor Grade – I/II/III (P&A / F&A / Training / IT & C

Hindi / PR).
7.4 The Physically Handicapped persons appointed will be placed in the SC/ST/OBC
Reservation Roster in the appropriate category, i.e., SC/ST/OBC or General
depending upon the category to which they belong. This 3% reservation will be
within the prescribed percentage of reservation for SC/ST/OBC and will not result
in increase in overall reservation for SC/ST/OBC.
7.5 The upper age limit will be relaxable by 10 years for appointment to Group ‘C’ &
‘D’ posts and by 05 years for Group ‘A’ & ‘B’ posts.
7.6 The candidates with Physical disability will be exempted from payment of
application fee.
8.0 RESERVATION TO EX-SERVICEMEN:
8.1 Reservation of posts in Group ‘C’ and ‘D’ to be filled by direct recruitment for Ex-
Servicemen to the following extent has been prescribed :-
Group ‘C’ Posts - 10%
Group ‘D’ Posts - 20%
8.2 As in the case of Physically Handicapped the percentage of reservation for Ex-
Servicemen is within the overall percentage of reservation for SC/ST/OBC and
will be shown against relevant categories, viz., SC/ST/OBC or General.
8.3 Ex-Servicemen who have put in not less than six month’s continuous service in
armed forces shall be allowed to deduct the period of such service from his actual
age and if the resultant age does not exceed the prescribed maximum age by more
than three years, he shall be deemed to satisfy the condition regarding age limit.
Note: Any change notified by Govt. of India in the Reservation Policy will be made
applicable.
25
SECTION – II : RECRUITMENT
9.0 PLANNING FOR ADVERTISEMENT:
9.1 Posts to be filled from Open Market will be advertised giving full information
regarding the nature and duties of the post, qualifications, experience and age
limit, prospects of promotion and other relevant information in the Employment
News and SJVN Website. If the selection process comprises Written Test, the
same may be clearly indicated in the advertisement. While planning the
advertisement following points may be kept in mind:-
• Each advertisement will have a distinct identification number, like 35/
2004. First two digits denote the serial number of advertisement released
so far followed by the year in which advertisement is being released.
• Brief introduction of the organisation.
• Details of post, discipline, level, number of posts (including reservation
for SC/ST/OBC, etc.), age requirement, scale of pay and reservation status.
• Educational/Professional qualification requirement.
• Experience criteria - length and nature.
• Compensation package.
• Application fee details.
• Clear-cut mention of relaxation and number of vacancies reserved for
SC/ST/OBC.
• General/Special conditions of recruitment, if any.
• Format of application.
• Mode of Transport for reimbursement of TA.
• Last date for receipt of applications. The applications received after the
closing date will not be entertained.
• Address for receiving applications.
• The closing date to be clearly specified.
An advertisement to be drafted on the above lines is got to be approved from
director (Personnel)/Appointing Authority from time to time.
9.2 The cut-off date for qualification, experience and age will be the closing date for
receipt of applications. In such cases where candidates expecting their final results
are to be allowed should be clearly indicated in the advertisement, subject to the
obtaining of prescribed percentage of marks. Full advertisement alongwith Format
of the application will be hosted on the official Website of the organisation to be
downloaded by the candidates for use.
10.0 WINDOW ADVERTISEMENT:
As the advertisement of posts involves huge expenditure, it is desirable to resort to
Window Advertisement in order to curtail the expenditure. While the full
advertisement will be published in a scheduled newspaper, say, in the Employment
News, a Window Advertisement may be carried out in the leading National/Regional
26
dailies giving brief description of the posts proposed to be filled up advising the
readers to refer to the full advertisement in the scheduled newspapers and the
official Website of the Organisation. The Window Advertisement is also got to be
approved from Director (Personnel)/Appointing Authority from time to time.
11.0 PUBLICATION OF ADVERTISEMENT :
11.1 Draft advertisement will be approved by the Appointing Authority alongwith
estimated budget before publication in the media. The clause of sending the
applications through ordinary post accompanied with application fee may invariably
be mentioned in the advertisement. Depending upon the targeted candidates, the
advertisement will be published in the national /regional newspapers. For
recruitment on All India Basis, the advertisement will be published in two leading
newspapers and in the Employment News (Hindi, English and Urdu) through
Corporate Communications Department within the approved budget.Artwork of the
advertisement should be checked to ensure conformity with the approved draft
advertisement. On publication of the advertisement, copies of the same be obtained
and kept for record. On receipt of bills from the advertising agency, the bills will
be certified for payment.
11.2 One copy of the advertisement should be circulated to the Central PSUs/State
Electricity Boards. A copy should also be put up on the Organisation’s Notice Boards
in its offices under Corporate Centre and Project Offices. A copy should also be sent
to the recognised associations of SC/ST/OBC and agencies for Physically
Handicapped/Ex-Servicemen as the case may be. The entire notification alongwith
application format should also be hosted on the official website of the organisation.
12.0 NOTIFICATION TO THE EMPLOYMENT EXCHANGES :
12.1 Posts meant to be filled through Employment Exchanges under Employment
Exchange (Compulsory Notification of Vacancies) Act, 1959, will be sent to all
the Employment Exchanges in Himachal Pradesh or to the Regional/Central
Employment Exchanges, as the case may be, giving full details as required in the
prescribed requisition form given as Format ‘I’. Employment Exchanges will be
allowed 21 clear days for sponsoring the names of the applicants registered with
them. It should be clearly indicated in the requisition form that in case, no names
are sponsored within stipulated 21 days, the Corporation will be free to resort to
recruitment from open market. In such a case, ‘Non-Availability Certificate’ (NAC)
should invariably be obtained before initiating recruitment from the open market/
any other sources than Employment Exchanges.
13.0 RECEIVING/REGISTRATION OF APPLICATIONS :
13.1 Once the posts are advertised in the press or requisition sent to Employment
Exchanges, proper arrangement for receiving applications will be made. For this
purpose, a big box may be conveniently placed at the Security Post where the
Postman/Candidates may drop the applications. At the end of the day, applications
will be collected and segregated post-wise, discipline-wise and be arranged in
separate folders for each post. Each application will be given a distinct registration
number alongwith date of receipt.
27
13.2 Registration of applications will involve the following steps:-
• Opening of applications and segregating on the basis of posts and category
of candidates.
• Giving registration number with date.
• Segregation of postal orders / demand drafts and sending them to Finance
for necessary action.
• Data entry of applications.
13.3 Registration of applications should be completed within fortnight from the closing
date.Depending upon the quantum of applications, the work of registration may
be assigned to outside agencies.
14.0 SCREENING OF APPLICATIONS :
14.1 Once the data entry of applications is over, screening of applications will be done
on the prescribed registration sheet itself strictly as per the advertised job
specifications with no deviations. Preliminary screening will be done by a person
in the Recruitment Department not below the rank of Jr. Officer, which will also
be seen by the concerned executive in the department for the final scrutiny. It will
be ensured that the candidate meets the following criteria:-
• He is within the prescribed age limit.
• He has the prescribed educational/professional qualification for the post.
• He has total and next below level experience for the post.
• He has enclosed prescribed application fee.
14.2 Candidates found meeting the prescribed job specification should be shortlisted as
eligible in the relevant column. Similarly, those not meeting the specifications
should be shown accordingly. In such a situation, reasons in brief for disqualification
be recorded. Reserved category candidates who may have applied against General
posts may also be considered subject to their meeting prescribed criteria against
General posts without relaxation admissible to them.
14.3 For the posts other than Trainees, Personnel Department after preliminary scrutiny
will forward the applications to concerned Department for scrutiny with a view to
screen for interview. List of only those candidates who are considered suitable in
terms of qualification, experience, nature and quality of technical knowledge,
professional expertise required for each specific post shall be compiled.
14.4 On completion of the screening by the concerned department, the Head of the
Department will forward to the Personnel Department a list of candidates eligible
for interview, spelling out clearly the criteria adopted for screening and the basis
of rejection of application in each case. The applications will be screened by a
duly authorised Officer nominated by the Head of the Department. After the
applications are finally screened, Personnel Department will prepare a final list of
eligible candidates indicating levels for which the candidate should be called for
interview, keeping in view the reserved vacancies and special relaxation for
28
candidates belonging to SC/ST etc. and this shortlist after approval by the competent
authority or the officer to whom powers are delegated will form the basis for
candidates to be called for selection interview.
14.5 Qualification requirement will not be relaxed in any case. However, the criteria of
age and length of experience in deserving cases may be relaxed with the approval
of Appointing Authority.
15.0 PROPOSAL FOR HOLDING OF WRITTEN TEST / INTERVIEW :
15.1 Screening of applications being completed, a proposal will be made seeking
approval of the Appointing Authority for holding of Written Test, if any, and
Interview of the candidates found eligible for the post in the final screening. The
proposal will be accompanied by a list of eligible candidates to be called for Test/
Interview clearly indicating the post for which they are to be considered alongwith
screening sheet and applications of such candidates. Date, venue and time of Test/
Interview will be proposed.
16.0 WRITTEN EXAMINATION :
The induction at Trainee level in different cadre will be through Written Test
consisting of General Ability and the respective Subject. The minimum required
percentage in the prescribed qualification will be 50% for SC/ST/Internal
Candidates and 55% for Others for recruitment of all types of Trainees in Executive
and Jr. Officer. For Workmen level the percentage may be fixed as per requirement
with the approval of Director (Personnel).
Note: If the number of applications received is less than 50 in any discipline, the holding
of Written Test will not be economical and the selection in such discipline will be
carried out through Group Discussion carrying weightage of 30% and Interview
carry weightage of 70% with the approval of Director (Personnel). If the Selection
Interview Committee feels, they may conduct a short Written Test of 50 marks
which will be part of Interview process.
16.1 Generally, subject to the prescribed qualifying marks in the Test, 05 candidates
will be called against one post from the Merit List. The number of candidates may
be extended not beyond 07 with the prior approval of the appointing authority.
16.2 The procedure to be followed for holding Written Test is given below:-
16.2.1 Syllabus for Written Test:
The Syllabus to be followed for various subjects/disciplines will be as under:-
(i) Engineering Discipline: The syllabus of Indian Engineering Services
(UPSC) will be followed for setting the question
paper for the test. However, comments of HODs
of respective subject will be obtained for any
addition/deletion in the syllabus.
(ii) Other Discipline: The syllabus for other discipline is to be devised
by Recruitment in association with the respective
Department from time to time.
29
Note: The disciplines in which Recruitment is to be made, the syllabus of the same should
be hosted on SJVN official Website along with advertisement and format for the
reference of the candidates.
16.2.2 Question Paper Setting:
The question paper as per the details in Para 16.2.1 will be made only through
National Level Institutes, i.e. for Engineering discipline Indian Institute of
Technology and for other disciplines (HR, F&A, PR, etc.) IIMS, XLRI, Jamshedpur,
TISS, Bombay, FMS, D.U., MDI, HP University or Sr. Faculty Members of these
Institutes or similar level Institutes. The question paper for Supervisory and
Workmen category will be made through the Institutes/Sr. Faculty Members of
repute with the approval of Director (Personnel) from time to time.
16.2.3 Question Paper Printing:
Normally the responsibility of printing of Question Paper will be entrusted to the
agency for setting of question papers and in case the same is not possible due to
shortage of time or any other reason, a team of two officer, one from Recruitment
and one from other department will be constituted by name with the approval of
Director (Personnel) who will be responsible for printing of required number of
question papers and also maintaining the secrecy. In such a situation, the agency
setting the questions will be directed to handover the questions in the form of
proper question paper in a sealed cover containing one set of hard copy and one
CD which will be collected from them by authorised representative of SJVN. The
same sealed cover will be opened in Printing press in the presence of all the members
nominated who will sign on the sealed cover and record that the seal found intact
and opened in their presence. The signature of the Director/Owner of the press
will be obtained. All the codel formalities of printing of confidential matter will
be followed without any lapse.
In order to maintain the confidentiality, the job can be done on Single Tender basis
by maintaining proper account or/alternatively through the agency shortlisted by
SJVN, for its printing work on the rates quoted by them. The printing of question
papers in appropriate quantity should be ready atleast four days before the date of
the Written Test. The name of Printing Press will be kept secret and same press
will not be used more than two times in a block of five years.
16.2.4 Data Processing and Issuance of Roll Number & Call Letters:
The Head of Recruitment Section will be responsible for initiating the proposal
for engagement of external agency for data processing as and when required. The
due care should be taken to allocate Roll Number, Date and Centre of Exam, Time,
etc., besides issuing of Call Letters to eligible candidates to the address of
communication indicated by them in application format giving 15-20 clear days
before the date of the Written Test.
30
16.2.5 Conduct of Exam:
The conduct of Written Test at any Venue will be joint responsibility of the
Superintendent of the Venue and SJVN Observers. The Recruitment Section will
initiate the proposal of nominating SJVN Observers to each Venue atleast one
week prior to the date of Written Test and also arrange briefing session of Observer
with Director (Personnel). The manual indicating Important Telephone Numbers,
Venue Address, Role & Responsibility of Observer, Instructions to the Invigilators,
Regulation at the Venue, etc. will be handed over to SJVN Observer one day prior
to the briefing session with Director (Personnel).
Each centre will have atleast one Observer. One officer will be made overall
Incharge of the examination. Flying Squads will be constituted as per requirement.
Observers will initial and stamp each Answer Sheet. Only candidates with valid
Admission Cards with photographs will be allowed In case a candidates reaches
wrong centre, he may be sent to his centre if time permits. In genuine cases
Observers may allow the candidate to appear in examination in the same centre if
there is no time. No outsider will be allowed in the centre and full strictness will
be observed. Scientific calculator may be allowed. No mobile phones will be
allowed in the Examination Hall.
After examination, the Answer Sheet will be sealed in envelopes in the examination
hall with signatures of Observers and Invigilators on the envelope. Thereafter, the
envelopes will be sealed in a locker/steel alamirah in SJVN Office in the presence
of five SJVN Executives.
16.2.6 Evaluation of Answer Sheet:
Evaluation of Answer Sheet will be done within one week of the test. This will be
done by a team consisting of SJVN Executives approved by Director (Personnel)
in a closed hall/room. Entry of no other persons or exit would be allowed while the
marking is being done. An independent person preferably retired Session Judge or
Judicial Officer of above rank will preside over the evaluation work and will sign
the final result sheet. Full security will be provided for this purpose. The answer
sheets will be subject to 5% sample rechecking by SJVN Senior Officers of DGM
and above rank.
16.2.7 Declaration of Result:
Subject to the minimum percentage and number of posts (1:5), the successful
candidates will be called for Interview within three weeks from the date of the
Written Test.
31
17.0 CONSTITUTION OF SELECTION BOARD / COMMITTEE:
17.1 Constitution of Selection Board/Committee for the Interviews will be as under:-
i) Board for selection in Executive cadre including Trainees:-
Chairman An eminent person of the level of Ex-Chairman of PSU/SEB/Addl.
Secy. (GOI)
Member CMD of SJVN or his nominee.
Director (Personnel), SJVN or his nominee.
Head of Division/Department concerned.
01 Expert Member of appropriate level from the concerned area
from within or outside the organisation.
SC/ST/OBC & Minorities representative of the level of
Dy. Secretary.
HP Govt. Nominee.
ii) For Selection in Non-Executive Cadre including Trainees.
Chairman Head of Department/Function concerned.
Member Representative of Personnel Department to be nominated by
Director (Pers.).
01 Expert Member of appropriate level from within or outside the
organisation.
Secretary (MPP&P), HP Govt. or his nominee as HP Govt.
Representative.
SC/ST/OBC & Minorities Representative of the appropriate level.
17.2 Selection Board/Committee for interviewing candidates constituted as provided
above will be proposed for approval of the Appointing Authority. Any change in
composition of the Selection Committee at a later stage may invariably be approved
by the Appointing Authority. The names of the members will be kept confidential.
18.0 DESPATCH OF CALL LETTERS :
18.1 On approval of the proposal for holding the Interview on a scheduled date, Call-
Letters advising eligible candidates for appearing in the Personal Interview with
SJVN Selection Committee may be sent well in time so as to ensure that candidates
get sufficient time for planning journeys and making other relevant arrangements/
preparations. Generally, it should be/ is to 20 clear days before the date of Interview.
In exceptional cases, the time gap may be reduced but in no case it should be less
than 15 days.
18.2 Call Letter should be accompanied by Personal Resume form specifically indicating
the following :-
Post to which a candidate is being considered for Interview with area and
level, such as, General Manager (HRD)/E8, Assistant Personnel Officer/
E2, Jr. Officer (IT&C)/S1, Jr. Steno Typist (English)/W3, etc.
32
Scale of Pay of that post.
Venue of Interview.
Date and Time of Interview.
Documents/certificates in support of qualification, experience, age, caste,
etc. for verification during Interview.
Mode of class for travel for the purpose of reimbursement of travelling
allowances (TA Form be attached).
Note: A special mention that the candidates are being considered for the post provisionally
should invariably be there in the Interview Call-Letters so as to have a room for
elimination of candidates who do not possess the required job requirements.
19.0 INTIMATION TO THE INTERVIEW/SELECTION COMMITTEE
MEMBERS :
19.1 After confirming the availability of the members of the Selection Committee, they
should be informed in writing about the Interview with date, venue and time. They
should clearly be informed about the rate of honorarium for their association in
the selection proceedings, their travel and staying arrangements.
20.0 PREPARATION FOR INTERVIEW :
20.1 Between the time of despatch of Call-Letters and date of Interview, there are certain
preparations to be made.
20.2 Synopsis of Candidates :
This is meant for Interview Board members to have relevant information about the
candidates being interviewed with the name, age, qualification and work experience
of the candidates in brief. The Synopsis of a particular candidate will be placed in
a folder, which will also contain a copy of advertisement and a rating sheet for
marking performance of the candidates during the Interview.
20.3 A particular room should also be identified and booked for the date of Interview
before hand. Finance department be supplied with a list of candidates appearing
in Interview with their addresses to which Call-Letters had been sent for the purpose
of making TA reimbursement. Travel and staying arrangements in respect of
participating outstation Board Members need also be made in advance.
SECTION – III : SELECTION
21.0 Once the pre-recruitment activities as mentioned in Section-II are over, the process
of selection, most important of the recruitment processes, starts. The following
method are used for selection of the candidates:-
21.1 Selection of Executive Trainees:
The candidates who are declared successful in Written Test which carry weightage
of 75% are further required to appear in Group Discussion carrying weightage of
10% followed by Interview carrying weightage of 15%. However, the overall
marks of Written Test will be 150 (80% questions from subject and 20% questions
of General Ability, i.e. Logical Reasoning, Intelligence Test, etc) and Selection
board will award marks for Group Discussion and Interview out of 20 marks and
33
30 marks respectively. The number of questions may be increased after the approval
of Appointment Authority.
21.2 Selection for Other Trainees:
Other than Executive Trainees, the selection will be on the basis of Written Test
carrying weightage of 70% and Interview carrying weightage of 30%. However,
the overall marks of Written Test will be 70 (80% questions from subject and 20%
questions of General Ability, i.e. Logical Reasoning, Intelligence Test, etc) and
Selection board will award marks for Interview, out of 30 marks. The number of
questions may be increased after the approval of Appointment Authority.
21.3 Receiving of Candidates and Verification of Documents:
It is during interview when a candidate first comes into real contact with the
organisation. They should be properly received on their arrival and seated at the
pre-appointed place/room. A welcome notice may preferably be placed at the main
gate with a staff of Recruitment Cell having relevant information about the interview
to guide the candidates. Arrangement for drinking water and tea will also be made.
Representative of Recruitment Cell will address them welcoming to the interview.
21.4 After the preliminaries being over, the verification of documents for ensuring their
candidature for interview will start. As this is the last opportunity to ascertain their
eligibility, verification should be done with utmost care with respect to advertised
educational/professional qualifications, experience, age and caste as the case may.
Those found meeting the prescribed conditions based on the verification will be
allowed to appear in Group Discussion / Interview. The official doing verification
should invariably sign the Personal Resume form of the candidate while clearing
him for Interview or otherwise.
21.5 Those not in a position to produce documentary evidence for their claim to the
post, but where the personnel representative is satisfied about his candidature,
may be allowed for Interview against an undertaking to furnish required documents
within a fortnight.
21.6 Those not meeting the criteria should be denied interview forthwith and no claim
for reimbursement of TA of such candidates be entertained.
21.7 TA claims of the candidates will simultaneously be verified and forwarded to
Finance department, duly signed by an official of Personnel Department.
21.8 At any point of time, at least three candidates will be kept ready for interview.
21.9 After the interview of a candidate is over, he/she should be advised to collect TA
from Finance and leave. He will not be allowed to mingle with the candidates
waiting for Interview.
22.0 CRITERIA FOR ASSESSMENT:
22.1 Group Discussion:
The Selection Committee will judge the candidates in Group Discussion and award
marks for the skills of communications, originality in thoughts, initiative and team
spirit exhibited in the Group Discussions.
34
22.2 Personal Interview:
The Selection Committee will judge the candidates in Personal Interview on depth
of knowledge in respective discipline, leadership qualities, adaptability, physical
agility, experience, aptitude for project, value and communication skills.
23.0 PRINCIPLE OF EMPANELMENT:
23.1 The final merit list will be drawn on the basis of the following principles:
a) For Executive Trainees:
i. Marks obtained in Written Test will carry 75% weightage
(Total marks 150).
ii. Marks obtained in Group Discussion will carry 10% weightage
(Total marks 20).
iii. Marks obtained in Personal Interview will carry 15% weightage
(Total marks 30).
b) For Other Trainees:
i. Marks obtained in Written Test will carry the weightage of 70%.
ii. Marks obtained in Personal Interview will carry the weightage of 30%.
Based on the above criteria, final merit list will be drawn for empanelling the
candidates for selection.
23.2 Selection for the Posts other than Trainees:
The marks obtained in Personal Interview will be taken as a basis for drawing final
merit and empanelling the candidates for selection.
23.3 General Conditions of Empanelment :
(i) No candidate securing overall less than 50% marks will be empanelled.
SC/ST candidates will be required to secure at least 40% marks for their
empanelment.
(ii) Empanelment will be made in order of merit.
(iii)In case of a tie in the overall marks, the order will be decided on the basis
of dates of birth, followed by Govt. guidelines in case of further references.
24.0 GENERAL INSTRUCTIONS FOR INTERVIEW:
24.1 The Selection Board Members will be provided a folder containing Synopsis of
the candidates, a copy of advertisement, personal resume of the candidate,
applications in original, etc.
24.2 The representative of Recruitment Cell will brief the Chairman and Members of
the Selection Board about number of posts, job requirements, reservation status,
parameters for selection and principles of empanelment before the start of interview.
24.3 After the interview based on the assessment of the candidates by individual
members, the Selection Committee will arrive at a consensus and draw a panel of
suitable candidates in order of merit recommending them for appointment. If on
35
consensus, they feel that a particular candidate deservers weightage in terms of
higher salary, they may indicate the same as recommendations. Such
recommendations, however, shall not be binding on the Appointing Authority.
24.4 The panel of candidates will be signed by each member of the Selection Board and
handed over to the concerned executive in the Personnel Department. After the
interview is over, Board members will be paid their honorarium.
25.0 SEPARATE PANEL FOR SC/ST/OBC (COMMON FOR ALL POSTS):
25.1 As provided in the Reservation Policy of Government of India, candidates belonging
to SC/ST will be judged in Group Discussion/Interview separately on a particular
date or sitting and a separate panel for each of such categories will be drawn.
If sufficient number of reserved category candidates are not available for interview,
their interview will precede the interview of General candidate so as to avoid the
tendency of comparison of such candidates against General candidates. Selection
committee may also consider their selection on relaxed standard as compared to
their counter-parts belonging to General category.
25.2 The SC/ST candidates selected on merit (without any concession/ relaxation) will
not be considered against reserved category.
26.0 OPERATION OF SELECTION PANEL :
26.1 Panel once drawn is valid for an initial period of one year which can be extended
with prior approval of Appointing Authority for another period of six months for
reasons to be recorded in writing. Relevant panel will be operated in order of
merit as per the number of posts notified in the advertisement. Each time a
recruitment is proposed, this will need approval of the Appointing Authority.
27.0 ISSUANCE OF OFFER OF APPOINTMENT:
27.1 Offer of appointment from the panel will be released in order of merit with the
approval of Appointing Authority. For this purpose, Corporate Recruitment
Department will make a proposal giving reference of the advertisement number,
name & category of the candidate, post, scale of pay and place of posting of his
posting. The proposal will be accompanied by personal resume of the candidate
and a copy of relevant select panel. The letter of appointment will have Annexures
giving detailed terms and conditions of appointment of the candidate.
27.2 Once the offer of appointment is issued to a candidate, a Personal File will be
created for him. All relevant papers pertaining to his appointment will be kept in it.
27.3 Offer of appointment will be issued to the candidate at his mailing address furnished
by him in his personal resume. The candidate will be allowed joining time of 15
days with an advice to convey his acceptance or otherwise to the offer of
appointment within 07 days. If no intimation is received within this time frame, a
reminder may be sent both at his correspondence as well as permanent address
advising him to join within a fortnight, failing which Management may consider
to withdraw and cancel the appointment made to him.
36
27.4 On the request of the candidate, Management may consider to allow suitable
extension to the candidates in joining time.
27.5 If the candidate does not respond, his offer of appointment will formally be closed
with the approval of the Appointing Authority and the decision of withdrawal and
cancellation of offer be invariably sent to the concerned candidate. Thereafter, a
replacement offer to the next candidate in the respective panel may be offered
with the approval of the Appointing Authority.
28.0 FIXATION OF PAY ON INITIAL APPOINTMENT :
The initial basic pay of a new entrant shall be fixed at the minimum of the scale of
the post to which he is appointed, except the cases of pay protection at intermediate/
higher level recruitment which will be dealt as per Pay Fixation rules of the Nigam.
SECTION – IV : JOINING
29.1 Once the candidate has confirmed his joining, he will report for joining to the
concerned authority within the scheduled/extended period of joining at the pre-
determined location. Normally, all joining will be accepted at Corporate Recruitment
Department. His joining may be accepted subject to the following conditions: -
He has to produce a relieving certificate from his previous employer,
if in employment.
Medical fitness certificate from the prescribed authorities. As provided
in Recruitment Rules, if he was in employment with Government
Department/PSUs, no such requirement will be insisted upon. However,
he will have to produce a statement from his previous employer that during
his appointment there, he had been declared medically fit.
Certificate in the prescribed proforma in support of his claim to belong to
SC/ST/OBC category. However, even if there is a doubt about his caste,
he may be allowed to join provisionally and at a later date the office will
write to the concerned authorities for certification of his caste. The
candidate will not be denied joining on this account.
Attestation Form duly filled. The specific attention be paid whether he
has ever been convicted under the Court of Law, if so, he will not be
allowed joining.
29.2 If the candidate fulfils the above conditions, he will be given a set of papers required
to be filled by him on joining. A set of such papers called Joining Set is available
in the Recruitment Cell.
29.3 On completion of joining formalities, his joining report will be accepted by
allocating him an identification numbers which will be his identity for CPF
Membership and will be attached to him for the tenure of his employment in the
organisation. His joining report will be signed by an executive so authorised in the
Recruitment Section.
37
30.0 INDUCTION AND PLACEMENT:
30.1 The newly joined employee will be inducted to the concerned department. A
representative of the Recruitment Section alongwith his papers will escort him to
the concerned Head of the Department.
30.2 Recruitment Department in consultation with Corporate Training Department will
chalk out an orientation programme for a suitable duration during which the new
entrant will be introduced to the functioning of various departments before his
placement in the department for which he has been recruited.
31.0 TRANSFER OF RECORDS:
31.1 Once the placement of the new entrant is done, the Recruitment Department will
forward relevant documents to the Establishment Section for maintaining and
regulating his appointment with the organisation. Following papers may be
forwarded to Establishment Section: -
Copy of offer of appointment.
Personal Resume.
Copies of Educational/Professional Certificates.
Medical Certificate.
Attestation Forms.
Caste Certificate.
Dependency Certificate for the purpose of Medical and LTC Claims.
Home Town Declaration.
CPF Enrolment and Nomination Form.
Any other documents which may be required in the Establishment Section.
31.2 The proposals/approvals pertaining to his appointment, review in his terms of
appointment, etc. will not be parted with. These will remain with the Recruitment
Department itself.
32.0 SECRECY & CUSTODY OF RECORDS:
32.1 Recruitment is a very sensitive issue and should be carried out with abundant care
/ precaution and utmost secrecy. Constitution of Selection Board, preparation of
Merit List, Issuance of Offers, etc. are highly confidential and no information
should be given on these issues. However, once the approval for issue of offer is
received, information about a candidate getting an offer or not can be given.
32.2 All relevant papers will be kept under lock and key in the Recruitment Section in
the charge of the sectional head. Incidental records, such as, applications, test
papers, etc. will be maintained for a period of two years after the selection is made
and thereafter destroyed with the approval of the Appointing Authority. Screening
Sheets and various proposals pertaining to recruitment and selection panels will
be maintained without time bar.
38
33.0 STATISTICS :
33.1 Proper statistics as regards post notified, number of applications received, number
of SC/ST/OBC, PH, Ex-Servicemen, Minorities & Women among them and those
selected may be compiled and kept handy for furnishing various reports/returns.
33.2 Similarly, details of expenditure incurred on a particular recruitment, such as,
expenditure on account of advertisement, holding of test (if any), TA, honorarium,
hospitality, etc., should be compiled and record maintained.
34.0 REPORTS & RETURNS:
34.1 After the recruitment and selection is over, following periodic reports and returns
are required to be furnished to the concerned authorities:-
Quarterly return to the Employment Exchanges.
Quarterly return regarding recruitment of Minorities.
Half Yearly return regarding recruitment of Physically Handicapped.
Half Yearly return regarding recruitment of Ex-Servicemen.
Annual return regarding recruitment of SC/ST/OBC.
35.0 SCHEDULE FOR RECRUITMENT :
35.1 Schedule of various activities starting from advertisement of posts till issuance of
offers and joining of candidates will be worked out in advance and adhered to.
Normally, the entire process should be completed within a period of three months
as per the following schedule:-
Preparation and approval of draft advertisement Within 5 days
Release of Advertisement Within 15 days
Receipt of Applications Within 25 days
Processing of Applications/Despatch of Call Letters Within 15 days
Interview Within 20 days
Release of Offers Within 5 days
35.2 All out effort will be made to complete the recruitment processes as per the above
schedule within the scheduled period of three months.
SECTION – V
JOB SPECIFICATIONS FOR RECRUITMENT OF EXECUTIVES
36.0 In ‘SJVN’ there are ten levels in ‘Executive Category’ from E2 to E9, i.e. from the
level of Executive to Executive Director. During the formative stage of SJVN, the
recruitment in the initial years was done at all levels. After the commissioning of
NJHEP and undertaking the new projects, the career growth prospects of existing
employees can be ensured only by restricting the recruitment at induction level,
i.e. Executive Trainee-E2 level. The induction at intermediate level during the
39
construction phases of new projects may be made with the approval of Appointing
Authority. The job specifications for the recruitment of executives will be as under:-
36.1 The job specifications i.e. Level, Total Post Qualification Experience, Upper Age
Limit will be as per the details shown in the following Table:-
LEV DESIGNATION MINIMUM POST- UPPER
ELS QUALIFICATION AGE
RELEVANT EXECUTIVE LIMIT
EXPERIENCE
E-9 Executive 25 yrs. out of which at least 02 yrs in the
Director immediate lower grade/scale (IDA/CDA) 55
E-8 General 23 yrs out of which at least 2 yrs in the
Manager immediate lower grade/scale (IDA/CDA) 55
E-7A Addl. General 21 yrs out of which at least 2 yrs in the
E-7 Dy. General 18 yrs out of which at least 3 yrs in the
E-6 Sr. Manager 15 yrs out of which at least 3 yrs in the
immediate lower grade/scale (IDA/CDA) 45
E-5 Manager 12 yrs out of which at least 3 yrs in the
E-4 Dy. Manager 9 yrs out of which at least 3 yrs in the
E-3 Sr. Officer/ 6 yrs out of which at least 3 yrs in the
Engineer immediate lower grade/scale (IDA/CDA) 35
E-2 A Officer/ 3 yrs after acquiring requisite professional
Engineer qualification. 30
E-2 Asstt. Officer/A.E. 1 yr after acquiring requisite professional
qualification 30
E-2 Executive Trainee No experience. 30
Note: Pay Scales as approved by MOP (GOI) from time to time corresponding to the
levels shown above will be mentioned in the advertisement, as well as in the offers
of appointment. In case final Scales are not approved, Adhoc Scales will be indicated.
36.2 The qualification requirements are shown in the following Table for induction of
ETs and Executives at intermediate level in different disciplines:-
SN Discipline Qualification
1. Personnel & Graduate with two years full time MBA/ MSW/ Post
Administration Graduate Diploma with specialisation in Personnel/HR
will be the main qualification.
2. Publication Graduate with Two years full time Post Graduate
Relations Diploma in Journalism or Public Relations or Mass
Communications from recognised University/Institute.
40
3. Law Graduate with three years full time Graduate Degree
in Law from a recognised University/Institute.
4. Vigilance Graduate with Post Graduate Degree in Law from
recognised University/Institute.
5, Official Graduate with Two years full time Post-Graduate
Language Degree in Hindi with English as a subject in the Degree
Examination from a recognised University / Institute.
6. Medical MBBS / MD recognised by MCI.
7. Company Graduate and qualified Company Secretary with
Secretary membership of the Institute of the Company Secretary
of India. Graduate Degree in Law or MBA will be
preferred.
8. Finance & CA/ICWA/Two years full time MBA with specialisation
Accounts in Finance will be the main qualification. However, on
specific requirement we may induct two years full
time Master Degree in Financial Control / ICFA from a
recognised University / Institute. One or more out of the
above mentioned qualifications may be indicated
in the advertisement as per requirement.
9. Information B.E. / B. Tech. (Computer Science / Computer Engg.) /
Technology MCA or DOEACC ‘B’ Level from a recognised
University / Institute.
10. Industrial Degree in Engineering (Civil /Mechanical / Electrical)
Safety with Diploma in Industrial Safety recognised under
Industrial Safety / Factory’s Act.
11. Environment Degree in Engineering two years full time Post
Graduate Degree in Environmental Engineering /
Environmental Science from a recognised University /
Institute of India.
12. Relief & Graduate with two years full time Post Graduate
Rehabilitation Degree in Rural Management or Social Work from a
recognised University / Institute of India .
13. Geology M.Sc. (Geology / Applied Geology / Geophysics) with
Engineering Geology as the main subject or M.Sc. in
Engineering Geology from recognised Insititute of India.
14. Engineering Degree in respective Engineering discipline from a
Disciplines recognised University / Institute of India.
- Civil
- Electrical
- Mechanical
- Electronics &
Communication
-Control &
Instrumentation
41
36.3 For internal candidates AMIE in relevant Engineering discipline will be considered
as recognised qualification. In Architect Discpline, AMIE/Associate Membership
of the Indian Institute of Architects (by examination) and in Non Techinical
Discpline, courses awarded/recognised by IGNOU will also be considered.
However in repect of IGNOU cources duration of the course must match with the
duration of qualification prescribed for external candidates.
36.4 For internal candidates, there is no age bar and the minimum qualifying percentage
of marks will also be relaxed by 5% as applicable to external applicants.
36.5 The induction at E2 level will be through Written Test, Group Discussion and
Personal Interview. However, the requirement of minimum percentage of marks
in prescribed qualification for the induction of Executive Trainees will be 50%
for SC/ST/internal candidates and 55% for Others.
36.6 Reservation and relaxation in age for SC/ST/OBC/PH will be applicable as per
the Government Directives.
36.7 Relaxation in experience for SC/ST will be given by one year where experience
requirement is 3 years or more.
37.0 INTERPRETATION & AMENDMENTS:
37.1 Chairman/Director (Personnel) will be authorized in special and exceptional cases
other than that of Executive Trainees to grant relaxation in prescribed specifications
where the Appointing Authority is satisfied that such relaxation is in the interest
of the Nigam.
37.2 In case of any doubt arising with regard to any of the above provisions and in the
cases uncovered by these rules, the final authority of interpretation will vest in the
Chairman/ Director (Personnel) whose decision will be final.
*****
42
GUIDELINES FOR
AWARDING JOB
CONTRACTS TO RETIRED
GOVT. CPSUs / PSUs / SEBs
EMPLOYEES
43
44
CONTENTS
RULE TITLE PAGE
1.0 Objectives 47
2.0 Coverage 47
3.0 Eligibility 47
4.0 Mothly Remuneration & Other Benefits 47
5.0 Procedure 48
6.0 Appointment of Consultants 48
7.0 General 48
45
AWARDING JOB CONTRACT
46
GUIDELINES FOR AWARDING JOB CONTRACTS TO RETIRED GOVT. /
CPSU EMPLOYEES
1.0 Objectives
1.1 To employ retired Govt./CPSUs/ PSUs/ SEBs Employees on contract basis, for
various assignments related to Erection, Commissioning, Construction, Consultancy
etc. in India/Abroad.
2.0 Coverage
2.1 Employees of Govt./CPSUs/ PSUs/ SEBs, who have attained the age of
superannuation shall be covered under these guidelines.
3.0 Eligibility
3.1 Retired employees who have served on the regular rolls of Govt./CPSU/PSU/SEBs
for a minimum period of five years shall be eligible for awarding job contracts.
3.2 Such retired employees should not be engaged after five years of his applicable
age of superannuation except under special circumstances.
4.0 Monthly Remuneration & other Benefit
4.1 Monthly remuneration payable will be equivalent to last pay (i.e. Basic Pay+ DA)
drawn by the employee before superannuation.
4.2 However in no case the amount under Para 4.1 plus pension if any, shall exceed
the last pay drawn by the employee before superannuation.
4.3 In case of assignments abroad Basic pay last drawn and FCA of equivalent rank
will be paid. In such cases, Clause 4.2 will not be applicable.
4.4 If the engagement is not for the whole month then it shall be calculated on
proportionate basis.
4.5 In case of full Time Job Contract following facilities on the basis of merit and
requirement can be extended with the approval of Director (Personnel).
i) Telephone at Office
ii) Reimbursement of expenditure towards mobile phone subject to monthly
ceiling of Rs. 1000/-
iii) Reimbursement of monthly conveyance expenditure on the same terms
and conditions as are admissible to serving employee of equivalent rank.
4.6 No Company accommodation for family will be provided, however, at project
bachelor accommodation will be given, if available. In exceptional cases the family
accommodation may also be provided with the approval of Director (Pers.) for
which he shall bear HRR as notified from time to time. No Company Leased
Residential Accommodation will be allowed.
4.7 Traveling expenses shall be allowed as per SJVN TA/DA Rules as applicable to
serving employees of equivalent level.
47
5.0 Procedure
5.1 Concerned Department which requires the services shall submit the proposal after
the approval of concerned Director by indicating the following:
i) Job profile, area in which job contract is to be awarded.
ii) Time frame for which employee is to be hired.
iii) Whether full time job contract is required or part time.
iv) Urgency of work.
v) Whether the same can be done internally by transferring employee from
other department or not.
vi) Level of consultant & reporting pattern.
5.2 Corporate P&A Deptt, on receipt of the above, shall submit a proposal after
examining the same vis-à-vis the provision of the rule and whether any other
alternative is available.
5.3 Before engaging on job contract, it should be ensured that the job specification is
not inferior to regular employees working in the respective field at equivalent level.
5.4 The Corporate P&A Deptt. (Recruitment Cell) will issue offer for job contract by
specifying the following:
i) Period of engagement
ii) Duties, Responsibilities and reporting
iii) Monthly remunerations
iv) TA/DA, Telephone, Conveyance Charges etc.
v) Any other Special Terms and conditions.
6.0 Appointment of Consultants
6.1 The appointment of consultant shall be made with specific approval of Board.
While doing so adequate justification leading to such appointment will form an
integral part of the proposal on which approval of Board is to be obtained.
7.0 General
7.1 In the cases of full time Job Contract, he or she will not be permitted to take up any
other assignment during the period of job contract. However, acceptance of
honorarium in participation/delivering lectures in Workshops, Seminars and
Conferences etc. may be permitted. While allowing it should be ensured that the
work of the Company would not suffer. In the case of part time consultant there
will be no objection to his undertaking other jobs.
7.2 He/she will not be eligible to exercise any of the Financial/Administrative powers
except for signing of routine leave/TA/LTC claims of the regular employees posted
under him.
7.3 These provisions are not applicable for engagement on retainership basis or
engagement of corporate bodies/ consultancy organizations.
*****
48
SJVN SERVICE RULES
49
50
CONTENTS
RULE TITLE PAGE
1 Short Title 53
2 Definitions 53
3 Classification of Employees 54
4 Scope and Application 54
5 Exhibition of Service Rules 55
6 Amendments to and Interpretation of Service Rules 55
7 Appointments 55
8 Liability for Service 56
9 Probation and Confirmation 56
10 Training 57
11 Hours of Work and Attendance 58
12 Holidays 58
13 Entry and Exit 58
14 Identity Card 58
15 Change of Address 59
16 Payment of Wage During Employment 59
17 Overtime 60
18 Pursuing Higher Studies 60
19 Official Tours 60
20 Removal of Books, Drawings and other Papers etc. outside 60
Corporation’s Premises
21 Inventions 60
22 Safety 61
22.A Visit abroad-issue of NOC for passport 61
23 Forwarding of Application for Employment elsewhere 61
24 Termination of Service 62
25 Issue of Service Certificate on Termination of Service 65
26 Return of Corporation’s Property, Equipment, Tools etc. 65
27 Vigilance Clearance 66
51
SERVICE RULES
52
SJVN SERVICE RULES
1. Short Title:
1.1 These Rules may be called SJVN Limited Services Rules.
2. Definitions:
In these rules, unless there is anything repugnant in the subject or context:
a) “Appointing Authority” in relation to an employee means the authority
empowered by the management to make appointment to the category or
grade of post in which the employee for the time being is included or to
the post which the employee for the time being holds.
b) “Board” means the Board of Directors of the Corporation.
c) “The Corporation” means SJVN Limited.
d) “Competent Authority” -with reference to the exercise of any power under
the Rules means ‘Executive’ or ‘Authority’ to whom such powers are
delegated by the Management either in general or in particular.
e) “Management” means the Board of Directors, the Chairman, Director
(personnel) or any other Executive of the Corporation so authorized.
f) “Apprentice/Trainee” means a learner who is paid a stipend during the
period of his apprenticeship/training excluding Apprentices taken under
Apprentices Act 1961. The terms and conditions of employment and the
period of training of all apprentices/trainees will also be governed by the
contract of apprenticeship/employment and service bond subject to the
rules or orders framed by the Management from time to time.
g) “Casual Employee” means an employee whose employment is of
occasional or casual nature.
h) “Daily Rated Employee” means a casual employee appointed on daily
wage rates.
i) “Employee” means a person appointed to a regular post in the corporation
to do any work.
j) “Part-time Employee” means an employee who is not appointed to work
on full-time basis.
k) “Probationer” means an employee who is provisionally employed with a
view to being considered for appointment on the regular establishment of
the Corporation.
l) “Regular Employee” means an employee who has been engaged in a
vacancy on the regular establishment of the Corporation and except in the
cases of those who are exempted from probation as laid down hereunder,
has been declared in writing to have satisfactorily completed his probation
period in one or the other post.
53
SERVICE RULES
m) “Temporary Employee” means an employee who has been engaged on a
temporary basis or against a temporary post for a specified period or for
work, which is of an essentially temporary nature, likely to be completed
within a specified period.
n) “Employee on Deputation/Foreign Service” when an employee of some
other organization is deputed for service in the Corporation at its request
or vice versa, he is said to be on “Deputation/Foreign Service”.
o) “Notice” means any communication in writing given or affixed on the
Notice Board.
p) “Notice Board” means the Notice Board specially maintained in a
conspicuous place at or near the main entrance or entrances of the
establishment for the purpose of displaying notices.
q) “Executive” means an employee holding a post in the executive cadre of
the Corporation.
r) “Non-executive” means an employee who is not an executive.
3. Classification of Employees:
3.1 The employees of the Corporation shall be classified as:
a) Regular
b) Probationer
c) Temporary
d) Casual/Daily Rated/Muster Roll
e) Part-time
f) Apprentice/Training
g) On Foreign Service
These employees are further categorized as Executives and Non-executives.
4. Scope and Application:
These Rules shall be applicable to all employees of SJVN Limited except:
a) Employees governed by the Standing Orders framed under the Industrial
Employment (Standing Orders) Act, 1946 to the extent of the provisions
of the said Standing Orders.
b) Employees on deputation and/or Foreign Service from the Government,
Public Sector Undertaking or Semi-Government Organization unless the
terms of deputation/foreign service otherwise stipulate.
c) Casual/Daily Rated/Muster Roll/Part-time employees in whose case, Rules
6, 11, 12, 13, 14,20, 22, 24 and 26 and other provisions of the other Rules
specifically made applicable, wholly or partially, to such employees shall,
however, apply.
d) Any other employee who may be excluded, at the discretion of the
Management, from operation of any or all of these Rules, wholly or
partially.
54
SERVICE RULES
5. Exhibition of Service Rules:
A copy of these Service Rules (and order passed by the management in pursuance
thereof) shall be affixed on the Notice Board.
6. Amendments to and Interpretation of Service Rules:
6.1 These Service Rules may be amended, modified, altered or rescinded form time to
time by the Board and shall take effect in accordance with the orders issued.
6.2 All amendments, modifications, alternations or additions made to these Service
Rules and any notices, orders or instructions issued there under shall be notified
from time to tome and affixed on the Notice Board.
6.3 If any doubts arise relating to the correct interpretation of these Rules, the decision
of the Management thereon shall be final and binding.
6.4 These Rules shall be subject to the Corporation’s Articles of Association.
7 Appointments:
Subject to the SJVN Recruitment Policy and Procedure, the following conditions
shall apply to all appointments in the Corporation.
7.1 Age.
7.1.1 The age of person at the time of appointment to the service of the Corporation
shall not be less than 18 years and shall not exceed the upper age limit including
any relaxation thereof, as prescribed by the management.
7.1.2 Every employee must declare on his first appointment his date of birth according
to the Christian Era, and produce confirmatory evidence i.e. Matriculation or School
Leaving Certificate.
7.2 Conviction by Court etc.
7.2.1 The fact about any criminal proceedings pending in any court of law, conviction
by court of law or any other fact which could debar him from entering into the
service of the Government/Public Undertaking or existence of any subsisting
contract of service with any other employer must be clearly conveyed at the time
of making application and subsequently, if such a thing has happened after
submission of the application obtaining appointment or joining the service of the
Corporation.
7.3 Medical fitness:
Every candidate appointed to a post in the Corporation shall be required to undergo
a medical examination by the Corporation’s authorized doctor/medical board. His/
Her appointment will be subject to his medical fitness as per prescribed standards
for the post. The opinion of the Corporation’s authorized doctor/medical board in
this regard shall be final. This shall, however, not apply to an internal candidate of
the Corporation or to the candidate who comes from Central/State Governments or
Public Sector Undertaking who has already been medically examined and declared
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SERVICE RULES
at the time of his initial appointment. His confirmation on initial appointment,
however, will be made only after it has been ascertained with the previous employer
viz. Central/State Government of Public Sector Undertaking as the case may be,
that he had been medically examined and found fit. An employee shall be liable to
be medically examined any time during the period of the employment with the
Corporation.
7.4 Verification of character and antecedents:
Confirmation on initial appointment in the Corporation shall be subject to
satisfactory verification of character and antecedents in the prescribed form by the
prescribed authorities in accordance with the directives issued by the government
from time to time, except in the case of employees who are selected from
government/semi-government/public sector undertakings, provided however that
in such cases, copies of the verification reports or a certificate to that effect is
obtained from his previous employer before the employee is confirmed in the service
of the Corporation. Such verification if considered necessary, may be obtained
subsequently at any time during the course of employment.
8. Liability for Service:
8.1 An employee in the service of the Corporation shall be liable to be transferred to any
of its Project, Division, office or any other place or location or job where he may be
posted for any of the Company’s work in any part of the country or abroad as may
be required by the competent authority. Transfer policy is detailed in chapter 5.
8.2 An employee shall be liable to be transferred on deputation/foreign service to any
Department of the Government or any of the Public Sector Undertaking anywhere
in India or abroad at the discretion of the management subject to the condition that
the terms and conditions in the totality on such transfer shall not be inferior to
those applicable to him in the Corporation immediately prior to the transfer.
8.3 Liability for Defence Service.
All Engineering or Medical Graduates appointed to any post in the Corporation, if
so required by the appointing authority, be liable to serve in any of the Defence
Services or in posts connected thereto for a period upto four years including the
period spent on training, if any. Provided that unless the Govt. of India decides
otherwise, such persons shall not:
a) be required to serve as aforesaid after the expiry of ten years from the date
of their appointment;
b) ordinarily be required to serve as aforesaid after attaining the age of 40
years in the case of Engineering Graduates and after attaining the age of
45 years in the case of Medical Graduates.
9. Probation and Confirmation:
9.1 Unless otherwise provided in the terms of appointment or any other agreement or
award, the following rules shall govern the probation and confirmation of an
employee:
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SERVICE RULES
9.1.1 All employees on first appointment in the service of the Corporation including
employees appointed to a higher grade on the basis of an open selection shall be
placed on probation for a period of one year during which period their performance
will be watched with a view to determining their suitability for confirmation against
the regular post.
9.1.2 The following categories of employees shall be exempted from the requirement of
probation:
9.1.2.1 Permanent employees of the Government and Semi -Government organizations
and regular employees of public sector undertakings who join initially on
deputation/foreign service for a period prior to their permanent absorption in the
service of the Corporation.
9.1.2.2 Permanent employees of the Government and Semi-Government organizations
and regular employees of public sector undertakings who are entitled to retain lien
in the previous posts as per rules of the said organizations provided they surrender
their lien on the service of the previous employer.
9.1.2.3 Employees appointed to posts of General Manager or equivalent rank and above.
9.1.3 An employee who is on deputation/foreign service or an employee who retains
lien on the service of the previous employer shall be deemed to be confirmed as a
regular employee with effect from the date he surrenders his lien on the service of
the previous employer. In respect of other employees who are exempted from
probation under these rules, they shall be deemed to be confirmed as regular
employees with effect from the date of joining the service of the Corporation.
9.1.4 The period of probation may be extended at the discretion of the competent
authority, but will not be extended by more than one year save for exceptional
reasons to be recorded in writing.
9.1.5 Unless exempted under these Rules, every employee appointed in the Corporation’s
service will be issued a formal order of confirmation on satisfactory completion of
probationary period or the extended period of probation, as may be applicable.
The employee will be deemed to be on probation until so confirmed in writing.
9.1.6 An order relating to confirmation or extension of probation will normally be
communicated within one month from the date of completion of the probationary
period or extended period of probation. Non- compliance of this stipulation will
not, however, result in automatic confirmation of the employee.
9.1.7 If during the probationary period or extended period of probation, the performance,
progress and general conduct of the employee are not found satisfactory or upto
the standard required for the post, his services are liable to be terminated at any
time by giving such notice/or payment of salary in lieu thereof without assigning
any reason provided hereinafter.
10. Training:
10.1 Employees are liable to undergo such training/induction/refresher course for such
period and undertake such examination/tests, as may be prescribed by the
management from time to time.
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SERVICE RULES
11. Hours of Work and Attendance:
11.1 Every employee shall comply with such instruction as are issued from time to time
relating to attendance, arrival and departure, the period and hours of work for
different classes of employees. Every employee shall be at work at the time fixed
and notified by the competent authority from time to time.
11.2 Attendance shall be marked daily according to the method prescribed by the
Management from time to time.
11.3 Employees who are required to sign in attendance register will mark the time of
reporting for duty as per instructions issued by the competent authority from time
to time.
11.4 Absence from duty including absence due to late coming, shall be reckoned as
follows:
11.4.1 An employee who does not report for duty on time may not be taken on work, and
his absence for the day will be treated at the discretion of the Competent Authority,
as leave with or without pay or as absence from duty.
11.4.2 Nothing in this rule shall prejudice the right of the Management/Corporation for
deduction of wages for the period of absence and/or for taking disciplinary action
against the delinquent employee as per Conduct, Discipline & Appeal Rules.
12. Holidays:
12.1 The list of festival/closed holidays shall be notified by the management in the
beginning of the year any time thereafter, if necessary.
12.2 Casual employees will be entitled only to the three National Holidays subject to
their being on duty on the working day preceding and succeeding the holiday.
13. Entry and Exit:
Every employee shall enter and leave the Corporation’s premises by such gates as
may be prescribed. Employees entering or leaving the premises are liable to be
detained and searched by such staff as may be authorized for this purpose by the
management.
14. Identity Card:
14.1 Every employee of the Corporation would be provided with an identity card.
14.2 Every employee shall show his identity card if required to do so by the
representative(s) of the Corporation authorized to check the card and regulate
entry of persons to the premises of the Corporation.
14.3 The first issue of the card will be free of charge. Loss of the card shall immediately
be reported by the employee to the management. A new card shall be issued on
payment of such charges as may be prescribed from time to time.
14.4 Every employee leaving the service of the Corporation for any reason whatsoever
shall surrender his identity Card.
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SERVICE RULES
15. Change of Address:
Every employee must notify to the management his residential address on joining
the Corporation’s service and must also notify any changes therein.
16. Payment of Wage During Employment:
16.1 Wages due to an employee shall be paid before the expiry of the seventh/tenth day
after the last day of the wage period in respect of which the wages are payable in
accordance with provisions of the Law.
16.2 Any wages due to an employee but not paid on the prescribed day on account of
their being unclaimed shall be paid on subsequent working days on demand by the
employee during the time fixed by the Management.
16.3 All claims for unclaimed wages must be submitted within three years from the
date on which the wages became due to the employees. If no claim is made for the
unclaimed wages within a period of three years, the claim would be treated as
time-barred.
1 6.4 Deduction from Wage Bills:
16.4.1 Deductions from the wages of an employee may be made for the following purposes:
i) For house accommodation provided by the Corporation.
ii) For amenities and services supplied by the Corporation.
iii) For recovery of advances or for adjustment of over-payments.
iv) Income tax or any other tax levied by the Government.
v) Deduction required to be made by orders of a Court or other authority
competent to make such order.
vi) For refund of any advance taken from the Employee’s Provident Fund.
vii) Deductions made with the written authorization of the employee for:
1) Payment of Life insurance premium or for the purpose of purchase
of Government securities or investment in Small Savings Securities
or the like as may be decided by the Corporation.
2) Payment of subscription or other charges due to any of Employee’s
Clubs duly recognized by the Corporation.
3) Payment of subscription or contribution to Provident Fund or any
other Fund sponsored or approved by the Corporation or to comply
with any statutory requirement.
viii) Deduction of amounts due to the Corporation from an employee on any
account.
ix) Any other deductions made with the written authorization of the employee
concerned.
x) Fines.
xi) For unauthorized absence from duty.
xii) For damage to or loss of goods expressly entrusted to the employee for
custody or for loss of money for which he is required to account.
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SERVICE RULES
17. Overtime:
The management reserves the right to require any employee to work overtime
including work on weekly holidays and festival holidays in accordance with the
instructions of the management issued from time to time. He is also liable to be
called for-duty at any time. For such overtime work done, compensatory off or
overtime allowance payment, as admissible under the rules/law, will be allowed to
such categories of employees and at such rates as may be specified by the
management from time to time.
18. Pursuing Higher Studies:
An employee who wishes to acquire higher/additional qualifications by pursuing
any course of education/training in any institution either by attending such course(s)
personally or through postal coaching, may do so only after obtaining specific
sanction of the Management. Such permission will not be accorded in case it is
considered that the same will interfere with the proper performance of his duties.
19. Official Tours:
An employee shall be liable to proceed on tour in the course of his official duty to
any place within India or abroad as and when so required by the management for
which he shall be paid as per TA rules of the Corporation.
20. Removal of Books, Drawings and other Papers etc. outside Corporation’s
Premises:
20.1 No employee shall carry with him outside the Office/Project premises any papers,
books, drawings, photographs, instruments, apparatus, documents or any other
property of the Corporation except with the approval of the competent authority.
20.2 Any documentation or information received or obtained by an employee, during
the course of his official duty, from outside sources shall be the property of the
Company.
21. Inventions:
21.1 Within one month of taking up employment with the Corporation, it shall be
incumbent on every employee who has taken out or applied for, either individually
or jointly with any other party, patents or is in possession of any inventions/
discoveries, to furnish to the Corporation a list of such patents taken out or applied
for and the titles and nature of the invention/discoveries in his possession and
demonstrate if so required by the management.
21.2 In the course of any investigation undertaken by him in the employment of the
Corporation or within a period of five years after the termination of his employment
with the Corporation, if any employee makes any invention or discovery which
can be reasonably deemed to be in consequence of his employment in the
Corporation, he shall hold them in trust on behalf of the Corporation and shall
forthwith disclose to the Corporation full and complete description and nature of
the said invention and the mode of performing the same. He shall not publicise the
results without the approval of the Corporation. The Corporation shall have the
absolute discretion to adopt, use, permit, assign, change or transfer patents for
such inventions/discoveries.
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SERVICE RULES
22. Safety:
Employees shall be bound to observe safety rules as notified from time to time by
the management and to use safety equipment and take other precautions as are
necessary. Breach of safety regulations shall be deemed to be misconduct and the
employee shall be liable to punishment.
22. A Visits abroad -issue of NOC for passport:
For facilitating the employees to obtain Indian Passports for visiting abroad,
issuance of No Objection Certificates for obtaining passports should be regulated
as under:
a) The request of the employee for issuance of NOC should be forwarded
through proper channel and should contain the certificate of the
controlling officer to the effect that he has got no objection for the
employee visiting abroad.
b) The employee should indicate the purpose for which the passport is sought
to be obtained.
c) The likely duration of visit abroad and necessary details like estimated
financial expenditure on the proposed visit, the person who shall bear
the financial liability, the sources of funds etc. should also be indicated
by the employee.
d) There should be no vigilance/disciplinary case pending/contemplated
against the employee.
Subject to the above, the aforesaid NOCs can be issued by executives of the P&A
department at the Dy. Manager level.
23. Forwarding of Application for Employment elsewhere:
23.1 For employment outside SJVN:
23.1.1 During probation period, no application will be forwarded.
23.1.2 Subject to 23.1.3, after an employee has been promoted, no application will be
forwarded during the first year after promotion. Thereafter one application per
year may be forwarded subject to exigency of work.
23.1.3 No application will be forwarded during the first one year till an employee completes
probation on initial appointment. Thereafter, one application per year can be
forwarded subject to exigency of work. In cases of employees whose probations
are deemed to have been satisfactorily completed by the competent authority, but
where closure of probation is withheld on account of non-receipt of character and
antecedent verification reports from the District Authorities, forwarding of
application may be permitted as per Rules.
23.1.4 Regular employees of SJVN who have completed 5 years service and are selected
for appointment in other Government/Public Sector Organization against
applications duly forwarded by the Corporation may, on specific request, be
permitted at the discretion of the management to retain lien in SJVN for a period
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SERVICE RULES
of one year extendable by one more year, subject to the condition that leave salary
contribution and CPF contribution (both the employee’s and employer’s shares)
are paid to SJVN either by the employee himself or by the new employer.
23.1.5 Application from persons who have executed service bonds with SJVN will not be
forwarded during the period for which they are liable to serve the Corporation in
terms of the service bond.
23.1.6 Applications from employees who remain in the same scale of pay for a period of
five years or more, may be forwarded without any restriction on the number of
applications.
23.2 For employment in Corporation’s Projects and Corporate Centre:
23.2.1 Applications of departmental candidates in response to open advertisement or
internal circulars for appointment to the next higher grade may be considered if
the applicant fulfills the job specifications advertised and has completed probation
period.
24. Termination of Service:
24.1 Eventualities: Subject to the provisions of law for the time being in force, an
employee’s services may be terminated in anyone of the following ways:-
a) termination in terms of service contract
aa) termination on unsatisfactory performance during the period of probation.
b) resignation
c) retrenchment
d) retirement
e) medical unfitness
t) death
g) dismissal or removal from service as a result of disciplinary action.
24.2 In terms of service contract, the service of an employee may be terminated by
giving such notices or pay in lieu thereof as may be prescribed in the contract of
his service. In the absence of any such specific provision in the contract of service,
the services of the employee may be terminated in the following manner:
24.2.1 Services of a temporary employee shall stand automatically terminated at the end
of the period as specified in the order of appointment or on completion of work for
which he was engaged whichever is earlier. The services of such an employee may
be terminated even before expiry of the specified period or before completion of
the said work by one month’s notice on either side or payment of salary in lieu
thereof. If the unexpired period out of the specified period is less than one month,
the notice period or pay in lieu thereof will be correspondingly reduced.
24.2.2 The services of a casual employee can be terminated without assigning any reason
or giving any notice.
24.2.3 The services of a fresh recruit on probation can be terminated without assigning
any reason by giving three month’ s notice on either side in case of executives and
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SERVICE RULES
one month’s notice on either side in case of non- executives or payment of salary
consisting of pay and dearness allowance in lieu thereof.
24.2.4 The services of a regular employee, unless otherwise provided in the service contract
can be terminated by either side giving three month’s notice if he is an executive
or one month’s notice if he is a non- executive or payment of salary consisting of
pay and dearness allowance in lieu thereof.
24.3 Resignation:
24.3.1 An employee resigning from the services of the Corporation shall be required to
give such notice as is prescribed in his service contract or in the absence thereof
three month’s notice in case of executives and one month’s notice in case of non-
executives.
24.3.2 Under no circumstances shall the resignation tendered by an employee whose
conduct is under investigation, be accepted, without the sanction of the authority
competent to dismiss him.
24.4 Retrenchment:
When it becomes necessary to resort to termination by way of retrenchment, the
same shall be carried out in accordance with procedures as prescribed in the
relevant law.
24.5 Retirement:
The date of retirement for the employees of the Corporation shall be last date of
the month in which he/she attains the age of 60 years. However, in respect of
employees whose date of birth is the 1st of the month shall retire from the service
on the afternoon of the preceeding month on attaining the age of 60 years.
24.6 Medical unfitness:
An employee is liable to be discharged at any time from service on being found
medically unfit to continue in the service of the Corporation.
24.7 Death:
Pay and allowances of an employee may be drawn in his name upto the day of his
demise.
24.8 As a result of disciplinary action:
Employees may be removed or dismissed from the service of the Corporation as a
result of disciplinary action in accordance with the SJVN Conduct, Discipline and
Appeal Rules.
24.9 Pre-mature Retirement in Public Interest:
24.9.1 Notwithstanding anything contained in these rules, the appointing authority shall,
if it is of the opinion that it is in the public interest to do so, have the absolute right
to retire any employee by giving him notice of not less than 3 months in writing or
3 months pay and allowances in lieu of such notice:
i) If he is an employee in the executive or supervisory category who had
entered the service before attaining the age of 35 years and if he has
attained the age of 50 years; and
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ii) In all other cases, after he has attained the age of 55 years.
24.10 Pre-mature retirement of inefficient, corrupt and medically unfit employees (except
those covered under the Industrial Disputes Act, 1947):
24.10.1 Employees (except those covered by the Industrial Disputes Act, 1947) who have
attained the age of 50 years and are considered to be medically unfit, inefficient or
of doubtful integrity may be pre-maturily retried by the appointing authority.
24.10.2 The criteria for judging the medical unfitness, inefficiency or doubtful integrity of
employees proposed to be pre-maturily retired shall be as follows:
i) Medical unfitness:
a) If an employee has been on leave continuously on medical grounds
for a period of 12 weeks (including Sundays and holidays) or he
has been on leave for reasons of sickness for a total period of 120
days (including Sundays and holidays) or more during a continuous
period of 6 months or if a person though attending duties is found
to be mentally deranged, the concerned Head of Department will
refer his case to the concerned Personnel Department who will get
the employee examined by a duly constituted Medical board for a
thorough medical check-up and report:
- the disease he is suffering from
- whether it is curable or incurable
- whether the disease is infectious/contagious
- in case of curable disease whether the person is likely to be fit
to resume his normal duties within a period of 12 months.
b) If the person is not fit to resume his duties within a period of 12
months and in case of employees suffering from incurable and
infectious/ contagious disease or suffering from lunacy or mental
derangement and whose service cannot be utilised by the company
or whose attendance in office is likely to pose health hazard to others,
as may be certified by the medical board, premature retirement
will be considered by the appointing authority on the
recommendations of the concerned Personnel Department.
c) The premature retirement on medical grounds is independent of
and without prejudice to the right of the company under contract of
employment to dispense with the services of an employee on
3 months notice on ground of medical unfitness in case of an
employee who might not have attained the age of 50 years, as at
Rule 24.6.
ii) Inefficiency
Inefficiency would be evaluated on the basis of the appraisal report. An
employee who has secured unsatisfactory appraisal reports consecutively
for 3 years may be deemed as fit case for premature retirement.
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iii) Doubtful Integrity
An employee who gets adverse comments consecutively for 3 years on
his integrity in his appraisal report would be recommended for premature
retirement.
24.10.3 Benefits Payable on pre-mature retirement
An employee who has been pre-maturity retired will be entitled to the following
benefits:
a) Pay for the notice period of one/three months as may be applicable to
him under his terms and conditions of service plus leave salary for the
unavailed earned leave. The quantum of leave salary will not exceed the
maximum limit upto which earned leave can be accumulated under the
Leave Rules applicable to the employee.
b) Full Provident fund contribution of the employer with interest thereon
in the account of the employee subject to the provisions of the Provident
Fund Rules applicable to him.
c) Gratuity for each completed year of service or part thereof as admissible
under the Gratuity Rules.
d) Transfer benefits for self and family for proceeding to home town or to
the place where he intends to settle in India as admissible under the TA
Rules.
24.10.4 For the purpose of considering the case of employees to be pre-maturity retired on
grounds of inefficiency or doubtful integrity, appraisal reports of employees who
have been graded unsatisfactory or whose integrity has been considered doubtful
will be put up every year to the appointing authority, if such reports have not
otherwise been put up to him as reviewing officer or as higher authority.
25. Issue of Service Certificate on Termination of Service:
On receipt of a request, every employee may be furnished with a Service Certificate
at the time of discharge, dismissal, termination of his service, resignation or
retrenchment, giving duration of his employment in the Corporation, posts held
by the employee, pay scale of the last post held and pay drawn by the employee at
the time of his leaving the Corporation.
26. Return of Corporation’s Property, Equipment, Tools, etc.:
Every employee leaving the service of the Corporation shall, before leaving, return
all property or equipment or tools belonging to the Corporation issued or lent to
him in connection with his employment in the Corporation. The cost of such
property, equipment or tools not so returned shall be deducted from his pay or the
amount due to him or recovered otherwise.
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27. Vigilance Clearance
Vigilance Clearance shall be secured in the event of followings:
a) Before giving NOC for passport.
b) Closing of probation period.
c) Forwarding of application to another organization.
d) Before promotion.
e) Before sponsoring for foreign training/deputation.
f) At the time of superannuation.
g) At the time of resignation.
h) At the time of proposing the name of an employee for any national award/
certificate.
*****
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SERVICE RULES
SJVN TRANSFER POLICY
67
68
CONTENTS
RULE TITLE PAGE
1.0 Objectives 71
2.0 Scope and Application 71

3.0 Definition 71
4.0 Mode of Transfer 72
5.0 Tenure 72
6.0 Transfer from Corporate Office to Project/ 72
Plant and Vice-Versa
7.0 Transfer from one Project/Plant to another Project/Plant 73
8.0 Transfer within the Project 73

9.0 Transfer from Non-family Station to Family Station 73
10.0 General Terms 73
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TRANSFER POLICY
70
SJVN TRANSFER POLICY
1.0 OBJECTIVES:
1.1 Transfer Policy has been formulated with the following objectives:
a)To provide stability of tenure to an employee at the place of posting for a
specific period.
b) To bring about transparency and clarity to the employees with respect
to their transfers from one project to another or from project to
Corporate Office.
c) To encourage specialization in a particular field while also making
available wider exposure for the growth of all individuals.
d) To meet the organizational requirements while accommodating the
aspirations of the individual.
2.0 SCOPE AND APPLICATION
2.1 This will be applicable to all employees of SJVN in all the three categories i.e.
Workman, Supervisor & Executive including Deputationists and those posted at
non-family stations.
2.2 The transfer of employees from one location to another becomes necessary to
meet the organisational needs as well as employee development and personal needs.
The various considerations could, broadly, be classified as under: -
a) To meet organizational requirements, as envisaged in the manpower
budget and to meet the exigencies of Company’s work. To meet the needs
at a particular location requiring specialized knowledge/experience.
b) On Administrative grounds.
c) Career development of employees through job-rotation.
d) To take care of pressing personal problems of employees to the extent
feasible.
3.0 DEFINITION:
In these rules, unless the context otherwise requires: -
a) “Transfer” means Change of Head Quarter/Station but does not include
rotation from one Deptt. to another Deptt. at the same Head Quarter/
Station.
b) “Non-Family Station” means a non-family station declared under Para
2.7 of HRA Rules.
c) “Power Plant” means a power-generating unit including Dam areas under
construction as well as running.
d) “Competent Authority” means:
i) D(P) for all Transfers.
ii) HOP for transfers within the Project for employees upto E3 level.
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TRANSFER POLICY
e) “Field Posting” means posting at Project/Power Plant where work
involves Construction, Operation & Maintenance and excludes personnel
posted in Design, Planning, Monitoring, Contracts etc.
f) “Corporate Office” means offices at Shimla, Parwanoo & Delhi or
any offices other than offices at project/plant site.
g) “Project” means area/place where construction, execution, erection &
commissioning including Survey/DPR works with respect to Power
Project is carried out.
4.0 MODE OF TRANSFER
4.1 Transfer will be effected in the following heads:
a) From Corporate Office to Project/plants and Vice –Versa
b) Within the same Project/plant.
c) One Project/plant to another Project/plant
d) From Non-family Station to Family Station.
5.0 TENURE:
5.1 The normal tenure of posting will be as under for all stations:
Executives and Supervisors - 3 years
Workmen - 5 years
5.2 On completion of tenure employee will be considered for transfer. However,
employees may be transferred before expiry of tenure on medical grounds and in
exigency of work. While considering transfer on medical ground, Competent
Authority may refer the case to Company Medical Doctor/Specialist/Medical
Board, for opinion.
6.0 Transfer from Corporate Office to Project/Plant and Vice –Versa
6.1 On Completion of tenure employee working at Project/plant/Corporate Office will
be considered for transfer against vacancy and administrative requirement. In Design
& Contracts disciplines employees above E3 level may be allowed longer tenure in
view of specialization/exigency. An employee would generally be rotated from
field posting to Corporate Office and vice-versa after each complete tenure,
depending upon availability of post and administrative requirement. Employees
desirous of moving from Corporate Office to field and vice-versa may apply Six
months prior to completion of their tenure. If sufficient posts are not available for
rotation preference for movement from field to Corporate Office would be given to
those who have never worked in the Corporate Office. Similarly efforts would be
made to ensure that all employees particularly Supervisors and Executives do atleast
one tenure in the field. Further efforts would be made to ensure field tenure before
an executive reaches E4 after which he/she may specialize in certain area which
may restrict his/her rotation.
6.2 Technical Staff engaged in O&M will be considered for posting in the respective
areas as far as feasible in order to ensure specialization.
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TRANSFER POLICY
7.0 Transfer from one Project/Plant to another Project/Plant.
7.1 On completion of tenure employee will be eligible for transfer from one project/
plant to another project/plant. The O&M staff will be generally transferred against
O&M only.
7.2 An employee may give his choice for posting 6 months prior to completion of his/
her tenure in case he/she has a choice. Transfer to a specific place can not be
claimed as a right
8.0 Transfer within the Project.
8.1 Within project/plant employees in exigency of work can be transferred in other
areas, irrespective of their tenure.
9.0 Transfer from Non-family Station to Family Station.
9.1 Employee will be transferred after completion of tenure as indicated at Clause 5.1.
However, service rendered in one or more non-family stations shall be clubbed
together for reckoning the tenure.
9.2 However, employee belonging to such a cadre where such cadre/post is not available
at any family stations in such cases employees are liable to continue for a longer
period at Non-family Station.
9.3 From Non-family Stations, an employee will be generally considered for transfer
to a family station after completion of tenure.
9.4 Interested employees will submit their request for transfer through proper channel
alongwith advance copy to Competent Authority. The request may be submitted 6
months prior to Completion of tenure. Transfer to a specific place cannot be claimed,
as right however, the same will be considered as far as possible.
9.5 Once an employee is transferred from non-family station to family station and
transfer is not effected due to reasons attributed to concerned employee or employee
has opted to remain at non-family station after completion of tenure in such cases
he shall not be eligible for transfer for a period of one year.
9.6 If an employee, who has already worked for a complete tenure at non-family station,
will not be transferred to another non-family station for a period of next 3 years
from the date of his release from the last non-family station as far as possible.
10.0 GENERAL TERMS:
10.1 The transfer of employees will be made against requirement as per the sanctioned
manpower strength. Criticality of manpower for both the donor and the recipient
department shall also be kept in view. While affecting transfers specialization will
also be an important criteria for consideration.
10.2 Corporate Establishment will put up the list based on the criteria spelt out in the
policy alongwith the application received by January of every year so that the list
is finalized in February/March and the transfer is made effective before the academic
session starts. However transfer can take place at anytime of the year if Company’s
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TRANSFER POLICY
exigencies so warrant. Employee will send their application through proper channel
to Competent Authority.
10.3 If both husband and wife are working in SJVN or one of them is in any other
Government service/PSU, efforts will be made to post them at the same location,
subject to requirement and availability of vacancy.
10.4 An employee who has 2 years of service remaining for superannuation may be
considered for posting of his own choice subject to vacancy.
10.5 In case of request of an employee for transfer to a particular place, the same may
be considered on merit of each case, keeping in view the vacancy and requirement
of the organization.
10.6 In case an employee is transferred on promotion, promotion will not be effective
till the employee reports at the new place of posting.
10.7 The management will take appropriate disciplinary action against an employee
who brings in outside influence, either orally or in writing, for his transfer in
violation of Rule 17 of SJVN Conduct, Discipline and Appeal Rules. Apart from
disciplinary action under SJVN CDA Rules/Standing Orders, as the case may be,
while considering promotion by DPC, 5 marks will be deducted.
10.8 All employees in respect of whom orders of transfer are issued will be released
promptly by the Controlling Officer. However, in case it is not done the employees
will automatically stand released on completion of 1 month from the date of issue
of the transfer order.
10.9 Employees who are trained for a period of 3 months or more in a particular area/
discipline will be placed in the job of similar nature as far as feasible for a period
of at least 2 years.
10.10 If some cadre/posts are available at one station or at few stations in such cases
employee will be transferred against these cadres/posts only. Thus the employee
may continue at the same station for a longer period as per requirement.
10.11 Tenure on sensitive posts will be determined as per CVC guidelines circulated
from time to time.
11.0 Management shall reserve the right to modify/amend the provision or repeal the
scheme.
11.1 CMD/Director (P) will be competent to interpret in case any doubt arises and
their decision will be final.
*****
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TRANSFER POLICY
SJVN CONDUCT,
DISCIPLINE AND APPEAL
RULES
75
76
CONTENTS
RULE TITLE PAGE
1 Short title and commencement 79
2 Applications 79
3 Definitions 79
4 General 80
5 Misconduct 80
6 Employment of near relatives of the employees of the 81
Company in any Company or firm enjoying patronage
of the Company
7 Taking part in demonstration 82
8 Connection with Press or Radio 82
9 Criticism of Government and the Company 82
10 Evidence before committee or any other authority 83
11 Unauthorized communication of information 83
11A Representations to external agencies 83
12 Gifts 83
12A. Dowry 84
12B. Prohibition of sexual harassment of working women 84
13 Private Trade or employment 85
13A Conduct of Employees regarding IPO/FPO/Equity Holdings 85
14 Investment, lending and borrowing 86
15 Insolvency and habitual indebtedness 86
16 Movable, immovable and valuable property 86
17 Canvassing of non-official or other influence 87
18 Marriages 87
19 Consumption of intoxicating drinks and drugs 88
19A Observance of small family norms as per National 88
Population Policy
20 Suspension 88
21 Subsistence Allowance 89
22 Treatment of the period of suspension 90
23 Penalties 90
24 Disciplinary Authority 92
25 Procedure for imposing major penalties 92
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CONDUCT, DISCIPLINE AND APPEAL RULES
26 Action on the Inquiry Report 95
27 Procedure for imposing minor penalties 95
28 Supply of Enquiry Report to Delinquent Employees 96
28A Communication of order 96
29 Common Proceedings 96
30 Special procedures in certain cases 96
30A-(i) Disciplinary proceeding after retirement 96
30A-(ii) Withholding payment of Gratuity 97
31 Employees on deputation from the Central Government or 97
the State Government or deputation from HPSEB etc.
32 Appeals 97
33 Reviews 98
34 Service of orders, notice etc. 98
35 Power to relax time limit and to condone delay 99
36 Savings 99
37 Clarification of Disciplinary Authority and Competent Authority 99
38 Procedure for disciplinary cases having vigilance overtones 99
39 Removal of Doubts 101
40 Amendment 101
Annexure- Schedule of Delegation of Power in Respect of Disciplinary 103
I Matters Under SJVN Conduct, Discipline and Appeal Rules
for Employees in the Executive Cadre Below Board Level
Annexure- Schedule for SJVN Conduct, Discipline and Appeal Rules, 105
II Delegation of Powers in Respect of Disciplinary Matters for
Non-Executive Employees in Supervisory Cadre
Annexure- Schedule for Delegation of Power in Respect of Disciplinary 107
III Matters for Non-Executive Employees Below Supervisory
Level i.e. Workmen Covered Under Industrial
Employment (S.O.) Act.
Annexure- Application form for intimation/seeking sanction in respect 109
IV of transaction/proposed transaction in immovable/
movable property.
Annexure- Statement of Immovable property on 1st January of each year. 113
V
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SJVN CONDUCT, DISCIPLINE AND APPEAL RULES
Rule 1 Short title and commencement:
i) These rules may be called SJVN Conduct, Discipline and Appeal Rules.
ii) They shall come into force on and apply to all employees employed before
the date of issuance of these Rules, also including Employees on deputation
from HPSEB in whose case terms of deputation will be kept in view.
Rule 2 Applications:
These rules shall apply to all employees including Employees on deputation from
HPSEB except:-
i) those in casual employment or paid from contingencies;
ii) those governed by the Standing Orders under the Industrial Employment
(Standing Orders) Act, 1946.
Rule 3 Definitions:
In these, rules unless the context otherwise requires:-
a) “Employee” means a person in the employment of the Corporation other than
the casual, work charged or contingent staff or workman defined in the
Industrial Employment (Standing Orders) Act, 1946, but includes a person on
deputation to the Company.
b) “Workman” means a person as defined in the Industrial Employment (Standing
Orders) Act, 1946, and to whom the provisions of these Rules shall not apply.
c) “Company” means the SJVN LIMITED.
d) “Board” means the Board of Directors of the Company and includes, in relation
to exercise of powers, any committee of the Board/Management or any officer
of the Company to whom the Board delegates any of its powers.
e) “Chairman/Managing Director” means the Chairman/Managing Director of
the Company.
f) “Disciplinary Authority” means the authority specified in the Schedule
appended to these Rules and competent to impose any of the penalties specified
in Rule 23.
g) “Competent Authority” means the Chairman, Director (Personnel) or any other
authority empowered by Board of Directors by any general or special rule or
order to discharge the function or use the powers specified in the Rule or
Order.
h) “Government” means the Government of India.
i) “Appellate Authority” means the authority specified in the Schedule appended
to these Rules.
j) “Reviewing Authority” means the authority specified in the Schedule attached
to these Rules.
k) “Family Members” in relation to an employee includes:-
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i) the wife or husband as the case may be of employee, whether residing
with him or not but does not include a wife or husband as the case may be
separated from the employee by a decree or order of a competent court.
ii) Sons or Daughters or step-sons or step-daughters of the employee and
wholly dependent on him, but does not include a child or step-child who
is no longer dependent on the employee or of whose custody the employee
has been deprived by or under any law (Employee shall declare names of
such child who are not dependent).
iii) any other person, related whether by blood or marriage to the employee
or to such employee’s wife or husband and wholly dependent on such
employee.
l) “Public Servant” shall mean and include a person as mentioned in Section 21
of Indian Penal Code as amended from time to time.
m) Movable Property means:
i) Jewellery, insurance policies, the annual premia of which exceeds (Rs.
10,000) or one-sixth of the total annual emoluments, whichever is less,
shares, securities and debentures;
ii) All loans, whether secured or not, advanced or taken by the employee
from outside agencies.
iii) Motor cars, motor cycles, scooter, horses or any other means of
conveyance; and
iv) Refrigerators, radios (Radiograms and television sets).
Rule 4 General:
1) Every employee of the Company shall at all times:-
i) maintain absolute integrity;
ii) maintain devotion to duty; and
iii) do nothing which is unbecoming of a public servant.
2) Every employee of the Company holding a supervisory post shall take all
possible steps to ensure the integrity and devotion to duty of all employees
for the time being under his control and authority.
Rule 5 Misconduct:
Without prejudice to the generality of the term “misconduct”, the following acts
of omission and commission shall be treated as misconduct :-
1) Theft, fraud or dishonesty in connection with the business or property of the
Company or of property of another person within the premises of the company.
2) Taking or giving bribes or any illegal gratification.
3) Possession of pecuniary resources or property disproportionate to the known
sources of income by the employee or on his behalf by another person, which
the employee cannot satisfactorily account for.
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4) Furnishing false information regarding name, age, father’s name, qualifications,
ability or previous service or any other matter germane to the employment at
the time of employment or during the course of employment.
5) Acting in a manner prejudicial to the interests of the Company.
6) Willful insubordination or disobedience, whether or not in combination with
others, of any lawful and reasonable order of his superior.
7) Absence without leave or over-staying the sanctioned leave for more that four
consecutive days without sufficient grounds or proper or satisfactory
explanation.
8) Habitual late or irregular attendance.
9) Neglect of work or negligence in the performance of duty including malingering
or slowing down of work.
10) Damage to any property of the Company.
11) Interference or tampering with any safety devices installed in or about the
premises of the Company.
12) Drunkenness or riotous or disorderly or indecent behaviour in the premises of
the Company or outside such premises where such behaviour is related to or
connected with the employment.
13) Gambling within the premises of the establishment.
14) Smoking within the premises of the establishment where it is prohibited.
15) Collection without the permission of the competent authority of any money
within the premises of the Company except as sanctioned by any law of the
land for the time being in force or rules of the Company.
16) Sleeping while on duty.
17) Commission of any act, which amounts to a criminal offence involving moral
turpitude.
18) Absence from the employee’s appointed place of work without permission or
sufficient cause.
19) Purchasing properties, machinery, stores, etc. from or selling properties,
machinery, stores, etc. to the Company without express permission in writing
from the competent authority.
20) Commission of any act subversive of discipline or of good behaviour.
21) Abetment of or attempt at abetment of any act which amounts to misconduct.
Note:- The above instances of misconduct are illustrative in nature, and not exhaustive.
Rule 6 Employment of near relatives of the employees of the Company in any
Company or firm enjoying patronage of the Company: -
1) No employee shall use his position or influence directly or indirectly to secure
employment for any person related, whether by blood or marriage to the
81
employee or to the employee’s wife or husband, whether such a person is
dependent on the employee or not.
2) No employee shall, except with the previous sanction of the competent
authority, permit his Son, Daughter or any member of the family to accept
employment with any private firm with which he has official dealings or with
any other firm, having official dealings with the Company:
Provided that where the acceptance of the employment cannot await the prior
permission of the competent authority, the employment may be accepted
provisionally subject to the permission of the competent authority, to whom
the matter shall be reported forthwith.
3) No employee shall in the discharge of his official duties deal with any other
person if any member of his family is employed in that Company or under
that person or if he or any member of his family is interested in such matter or
contract in any other matter and the employee shall refer every such matter or
contract to his official superior and the matter or the contract shall thereafter
be disposed of according to the instructions of the authority to whom the
reference is made.
Rule 7 Taking part in demonstration:
No employee of the Company shall engage himself or participate in any
demonstration which involves incitement to an offence.
Rule 8 Connection with Press or Radio:
1) No employee of the Company shall, except with the previous sanction of the
competent authority, own wholly or in part, or conduct or participate in the
editing or management of any newspaper or other periodical publication.
competent authority or the prescribed authority or in the bonafide discharge
of his duties, participate in a radio broadcast or contribute any article or write
any letter either in his own name or anonymously, pseudonymously or in the
name of any other person to any newspaper or periodical:
Provided that no such sanction shall be required if such broadcast or such
contribution is of a purely literary, artistic or scientific character.
Rule 9 Criticism of Government and the Company:
No employee shall, in any radio broadcast or in document published under his
name or in the name of any other person or in any communication to the press or
in any public utterances, make any statement
a) Which has the effect or adverse criticism of any policy or action of the Central
or State Governments or of the Company; or
b) Which is capable of embarrassing the relation between the Company and the
public:
82
Provided that nothing in these rules shall apply to any statement made or
views expressed by an employee, of a purely factual nature which are not
considered to be of a confidential nature in his official capacity or in due
performance of the duties assigned to him:
Provided further that nothing contained in this clause shall apply to bonafide
expression of views by him as an office-bearer of a recognized trade union for
the purpose of safeguarding the condition of service of such employees or for
securing an improvement thereof.
Rule 10Evidence before committee or any other authority:
1) Save as provided in sub-rule (3), no employee of the Company shall, except
with the previous sanction of the competent authority, give evidence in
connection with any enquiry conducted by any person, committee or authority.
2) Where any sanction has been accorded under sub-rule (1), no employee giving
such evidence shall criticize the policy or any action of the Central government
or of a State Government or of the Company.
3) Nothing in this rule shall apply to -
a) Evidence given at any enquiry before an authority appointed by the
Government, Parliament or a State Legislature or any Company.
b) Evidence given in any judicial enquiry; or
c) Evidence given in any departmental enquiry ordered by authorities
subordinate to the Government.
Rule 11 Unauthorized communication of information:
No employee shall, except in accordance with any general or special order of the
Company or in the performance in good faith of the duties assigned to him,
communicate, directly or indirectly, any official document or any part thereof or
information to any officer or other employee, or any other person to whom he in
not authorized to communicate such document or information.
Rule 11-A Representations to external agencies:
No employee shall make any communication or representation connected with his
conditions of service or any matter connected with his employment in the
Corporation or any matter related to the business of the Corporation to any external
agency, including the Government, without routing such communication/
representation through proper channel.
Rule 12 Gifts:
1) Save as otherwise provided in these rules, no employee of the Company shall
accept or permit any member of his family or any other person acting on his
behalf, to accept any gift.
Explanation: The explanation “gift” shall include free-transport, boarding,
lodging or other service or any other pecuniary advantage when provided by
any person other than a near relative or a personal friend having no official
dealings with the employee.
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Note: An employee of the Company shall avoid acceptance of lavish or frequent
hospitality from any individual or firm having official dealings with him.
2) On occasions such as weddings, anniversaries, funerals or religious functions,
when the making of gifts is in conformity with the prevailing religious or
social practices, an employee of the Company may accept gifts from his near
relatives but he shall make a report to the competent authority if the value of
the gift exceeds Rs.7000/-.
3) On such occasions as are specified in sub-rule (2), an employee of the Company
may accept gifts from his personal friends having no official dealings with
him, but he shall make a report to the competent authority if the value of any
such gift exceeds Rs.7000/-.
4) In any other case, an employee of the Company shall not accept or permit any
member of his family or any other person acting on his behalf to accept any
gifts without the sanction of the competent authority if the value thereof exceeds
Rs.1500/-.
Provided that when more than one gift has been received from the same person/
firm within a period of 12months, the matter shall be reported to the competent
authority if the aggregate value of the gifts exceeds Rs.1500/-.
Rule l2A Dowry:
No employee of the Company shall:
i) give or take or abet the giving or taking of dowry; or
ii) demand, directly or indirectly, from the parent or guardian of a bride or
bridegroom, as the case may be, any dowry.
Note: For the purposes of this rule, ‘dowry’ has the same meaning as defined in
the Dowry Prohibition Act, 1961 (No. 78 of 1961), which reads as follows:
Rule 2 “Definition of Dowry”
In this Act, “dowry” means any property or valuable security given or agreed
to be given either directly or indirectly.
a) by one party to a marriage to the other party to the marriage; or
b) by the parents of either party to the marriage or by any person to either
party to the marriage or to any other person at or before or after the
marriage as consideration for marriage of the said parties, but does not
include dower or mahr in the case of persons to whom the Muslim-Personal
Law (Shariat) applies.
Explanation 1: For the removal of doubts, it is hereby declared that any
presents made at the time of a marriage to either party to the marriage in
the form of cash, ornaments, clothes or other articles, shall not be deemed
to be dowry within the meaning of this section unless they are made as
consideration for the marriage of the said parties.
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Explanation 2: The expression “valuable security” has the same meaning
as in Section 30 of the Indian Penal Code.
Rule 12-B Prohibition of sexual harassment of working women.
1. No Employee shall indulge in any act of sexual harassment of any woman at
her work place.
2. Every employee who is incharge of a work place shall take appropriate steps
to prevent sexual harassment to any woman at such work place.
Explanation:- For the purpose of this rule, “sexual harassment” includes
such unwelcome sexually determined behaviour, whether directly or
otherwise, as:
a) physical contact and advances;
b) demand or request for sexual favours;
c) sexually coloured remarks;
d) showing any pornography ; or
e) any other unwelcome physical, verbal or non-verbal conduct of a sexual
nature
Rule 13 Private Trade or employment:
competent authority engage directly or indirectly in any trade or business or
undertake any other employment.
Provided that an employee may, without such sanction undertake honorary
work of a social or charitable nature or occasional work of a literary, artistic
or scientific character, subject to the condition that his official duties do not
thereby suffer.
2) Every employee of the Company shall report to the competent authority if
any member of his family is engaged in a trade or business or owns or manages
an insurance agency or commission agency.
3) No employee of the Company shall, without the previous sanction of the
competent authority, except in the discharge of his official duties, take part in
the registration, promotion or management of any bank or other company
which is required to be registered under the Companies Act, 1956 (1 of1956)
or other law for the time being in force or any cooperative society for
commercial purposes:
Provided than an employee of the Company may take part in the registration,
promotion or management of a Consumer/House Building Cooperative Society
substantially for any benefit of employees of the Company registered under
the Cooperative Societies Act, 1912 (2 of 1912) or any other law for the time
being in force, or of a literary, scientific or charitable society registered under
the Societies Registration Act, 1960 (21 of 1960), or any corresponding law
in force.
85
4) No employee of the Company may accept any fee or any pecuniary advantage
for any work done by him for any public body or any private person without
the sanction of the competent authority.
Rule 13-A Conduct of Employees regarding IPO/FPO/Equity Holdings:
1. A full time Director or any Executive/Employee involved in the decision
making process of fixation of price of an IPO/FPO of shares of Company
shall not apply either himself/herself or through any member of his/her family
or through any other person acting on his/her behalf for allotment of shares
(which includes all types of equity related instruments) in such an IPO/FPO
of Company even out of the category of preferential quota reserved for
Employees/Directors of the Company.
2. All Executives/Employees including full time Directors of Company who are
in possession of unpublished price sensitive information would be prohibited
from dealing/transacting either in their own name or through any member of
their family in the shares of company.
3. Full-time Director or Executives/Employees of Company or any member of
his/her family or any person acting on his/her behalf shall not apply for shares
out of any preferential quota reserved for Employees/Directors of other
Companies.
4. All employees of Company would be required to disclose to the company all
transactions of purchase/sale in shares worth Rs. 20,000/- or more in value or
existing holding/interest in the shares worth Rs. 20,000/- or more in the
company either in his/her own name or in the name of any family member by
indicating quantity, price, date of transaction and nature of interest within 4
working days.
Rule 14 Investment, lending and borrowing:
No employee shall, save in the ordinary course of business with a bank, the
Life Insurance Corporation or a firm of standing, borrow money from or lend
money to or otherwise place himself under pecuniary obligation to any person
with whom he has or is likely to have official dealings or permit any such
borrowing, lending or pecuniary obligation in his name or for his benefit or
for the benefit of any member of his family.
Rule 15 Insolvency and habitual indebtedness:
1) An employee of the Company shall avoid habitual indebtedness unless he
proves that such indebtedness or insolvency is the result of circumstances
beyond his control and does not proceed from extravagance or dissipation.
2) An employee of the company who applies to be or is adjudged or declared
insolvent shall forthwith report the fact to his competent authority.
Rule 16 Movable, immovable and valuable property:
1) No employee of the Company shall, except with the previous knowledge of
the competent authority, acquire or dispose of any immovable property by
lease, mortgage, purchase, sale, gift or otherwise either in his own name or in
the name of any member of his family.
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2) No employee of the Company shall except with the previous sanction of the
competent authority enter into any transaction concerning any immovable or
movable property with a person or a firm having official dealing with the
employee or his subordinate.
3) Every employee of the Company shall report to the competent authority every
transaction concerning movable property owned or held by him in his own
name or in the name of a member of his family, if the value of such property
exceeds Rs.20000/-.
4) Every employee shall on first appointment in the Company submit a return of
assets and liabilities in the prescribed form giving the particulars regarding:
a) the immovable property inherited by him or owned or acquired by him or
held by him on lease or mortgage, either in his own name or in the name
of any member of his family or in the name of any other person.
b) shares, debentures, and cash including bank deposits inherited by him or
similarly owned, acquired, or held by him.
c) other movable property inherited by him or similarly owned, acquired or
held by him if the value of such property exceeds Rs.5000/-.
d) debts and other liabilities incurred by him directly or indirectly.
e) every employee shall on 1st January submit a return on Annexure–V
regarding immovable property inherited/owned/acquired.
5) The Competent Authority may at any time by general or special order an
employee to submit, within a period specified in the order a full and complete
statement of such movable or immovable property held or acquired by him or
on his behalf or by any member of his family as may be specified in the order.
Such statement shall, if so required by the competent authority, include details
of the means by which or the source from which such property was acquired.
6) Information in respect of 16.1, 16.2 and 16.3 be furnished in the format as
given at Annexure-IV.
Rule 17 Canvassing of non-official or other influence:
No employee shall bring or attempt to bring any outside influence to bear
upon any superior authority to further his interests in respect of matters
pertaining to his service in the Company.
Rule 18 Marriages:
1) No employee shall enter into or contract, a marriage with a person having a
spouse living; and
2) No employee, having a spouse living, shall enter into or contract, a marriage
with any person:
Provided that Management may permit an employee to enter into or contract,
any such marriage as is referred to in clause (1) or clause (2), if management
is satisfied that-
87
a) such marriage is permissible under the personal law applicable to such
employee and the other party to the marriage or
b) in the opinion of the Management good and sufficient reasons exist for
doing so.
3) An employee who has married or marries a person other than that of Indian
nationality, shall forthwith intimate the fact to his appointing authority.
Rule 19 Consumption of intoxicating drinks and drugs:
An employee of the Company shall:
a) strictly abide by any law relating to intoxicating drinks or drugs in force
in any area in which he may happen to be for the time being;
b) not be under the influence of any intoxicating drink or drug during the
course of his duty and shall also take due care that the performance of his
duties at any time is not affected in any way by the influence of such
drink or drug;
c) refrain from consuming any intoxicating drink or drug in a public place;
d) not appear in a public place in a state of intoxication.
e) not use any intoxicating drink or drug to excess.
EXPLANATION:
1. For the purpose of this rule, ‘public place’ means any place or premises
(including clubs, even exclusively meant for members where it is permissible
for the members to invite non- members as guests, bars and restaurants,
conveyance) to which the public have or are permitted to have access, whether
on payment or otherwise.
2. An employee of the Company should refrain from consuming intoxicating
drinks even at official parties arranged by Foreign Missions whether within
the Mission premises or in halls/lounges exclusively reserved or at parties
arranged by Government, Public Undertakings or semi- Government
Organizations where foreigners are entertained or at similar parties hosted by
others.
Rule 19A Observance of small family norms as per National Population Policy:
Every employee should ensure that:
1) he does not have more that three children after 30.9.77; and
2) where he has more than three children on 30.9.77, the number is not exceeded
after that date.
Rule 20 Suspension:
1) The appointing authority or any authority to which it in subordinate or the
disciplinary authority or any other authority empowered in that behalf by the
Competent Authority by general or special order may place an employee under
suspension:
a) where a disciplinary proceeding against him is contemplated or is
pending; or
88
b) where a case against him in respect of any Criminal offence is under
investigation or trial.
2) An employee who is detained in custody, whether on criminal charge or
otherwise, for a period exceeding 48 hours shall be deemed to have been
suspended with effect from the date of detention, by an order of the appointing
authority and shall remain under suspension till further orders.
3) Where a penalty of dismissal or removal from service imposed upon an
employee under suspension is set aside on appeal or on review under these
rules and the case is remitted for further inquiry or with any other directions
the order of his suspension shall be deemed to have continued in force on and
from the date of the original order of dismissal or removal and shall remain in
force until further orders.
4) Where a penalty of dismissal or removal from service imposed upon an
employee is set aside or declared or rendered void in consequence of or by
decision of a court of law and the disciplinary authority, on consideration of
the circumstances of the case, decides to hold a further inquiry against him on
the allegations on which the penalty of dismissal or removal was originally
imposed, the employee shall be deemed to have been placed under suspension
by the appointing authority from the date of the original order of dismissal or
removal and shall continue to remain under suspension until further orders.
5) An order of suspension made or deemed to have been made under this Rule
may at any time be revoked by the authority which made or is deemed to have
made the order or by any authority to which that authority in subordinate.
Rule 21 Subsistence Allowance:
1) An employee under suspension shall be entitled to draw subsistence allowance
equal to 50 percent of his basic pay provided the disciplinary authority is
satisfied that the employee is not engaged in any other employment or business
or profession or vocation. In addition he shall be entitled to Dearness Allowance
admissible on such subsistence allowance and any other compensatory
allowance of which he was in receipt on the date of suspension provided the
suspending authority is satisfied that the employee continues to meet the
expenditure for which the allowance was granted.
2) Where the period of suspension exceeds six months, the authority which made
or is deemed to have made the order of suspension shall be competent to vary
the amount of subsistence allowance for any period subsequent to the period
of the first six months as follows:
i) The amount of subsistence allowance may be increased to 75 percent of
basic pay and allowances thereon if, in the opinion of the said authority
the period of suspension has been prolonged for reasons to be recorded
in writing not directly attributable to the employee under suspension.
ii) The amount of subsistence allowances may be reduced to 25 percent of
basic pay and allowances thereon if in the opinion of the said authority,
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the period of suspension has been prolonged due to the reasons to be
recorded in writing directly attributable to the employee under suspension.
3) If an employee is arrested by the Police on a criminal charge and bail is not
granted, no subsistence allowance is payable. On grant of bail, if the competent
authority decides to continue the suspension, the employee shall be entitled
to subsistence allowance from the date he is granted bail.
Rule 22 Treatment of the period of suspension:
1) When the employee under suspension is reinstated, the competent authority
may grant to him the following pay and allowances for the period of
suspension:-
a) If the employee is exonerated and not awarded any of the penalties
mentioned in Rule 23, the full pay and allowances which he would have
been entitled to if he had not been suspended, less the subsistence
allowance already paid to him; and
b) If otherwise, such proportion of pay and allowances as the competent
authority may prescribe.
2) In a case falling under sub-clause (a) the period of absence from duty will be
treated as a period spent on duty. In case falling under sub-clause (b) it will
not be treated as a period spent on duty unless the competent authority so
direct.
Rule 23 Penalties:
The following penalties may be imposed on an employee, as hereinafter provided,
for misconduct committed by him or for any other good and sufficient reasons.
Minor Penalties:
a) Censure.
b) Withholding of increments of pay with or without cumulative effect.
c) Withholding of promotion.
d) Recovery from pay or such other amount as may be due to him, of the whole
or part of any pecuniary loss, caused to the company by negligence or breach
of orders.
e) Reduction to a lower stage in the time-scale of pay for a period not exceeding
3 years, without cumulative effect and not adversely affecting his terminal
benefits.
Major Penalties:
f) Save as provided in Clause (e), reduction to a lower stage in the time scale of
pay for a specified period, with further directions as to whether or not the
employee will earn increments of pay during the period of such reduction
and whether on expiry of such period, the reduction will or will not have
the effect of postponing the future increment of pay.
g) Reduction to a lower time scale of pay, grade, post or Service which shall
ordinarily be a bar to the promotion of the employee to the time-scale of pay,
grade, post from which he was reduced, with or without further directions
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regarding conditions of restoration to the grade or post from which the
employee was reduced and his seniority and pay on such restoration to that
grade or post.
h) Compulsory Retirement.
i) Removal from service which shall not be a disqualification for future
employment under the Govt. or the Corporation/Company owned or controlled
by the Govt.
j) Dismissal from service which shall ordinarily be a disqualification for future
employment under the Govt. or the Corporation/Company owned or controlled
by the Govt. Provided that, in every case in which the charge of possession
of assets disproportionate to known sources of income or the charge of
acceptance from any person of any gratification, other than legal remuneration,
as a motive or reward for doing or forbearing to do any official act is
established, the penalty mentioned in clause (i) or (j) shall be imposed.
Provided further that in any exceptional case and for special reasons recorded
in writing, any other penalty may be imposed.
Explanation -The following shall not amount to a penalty within the meaning of
this rule -
i) Withholding of increment of an employee on account of his work being found
unsatisfactory or not being of the required standard, or for failure to pass a
prescribed test or examination.
ii) Stoppage of an employee at the efficiency bar in a time scale, on the ground
of his unfitness to cross the bar.
iii) Non-promotion, whether in an officiating capacity or otherwise, of an
employee, to higher post for which he may be eligible for consideration but
for which he is found unsuitable after consideration of his case.
iv) Reversion to a lower grade or post, of an employee officiating in a higher
grade or post, on the ground that he is considered, after trial, to be unsuitable
for such higher grade or post, or on administrative grounds unconnected with
this conduct.
v) Reversion to his previous grade or post of an employee appointed on probation
to another grade or post, during or at the end of the period of probation, in
accordance with the terms of his appointment.
vi) Termination of service-
a) of an employee appointed on probation during or at the end of the period
of probation, in accordance with the terms of his appointment;
b) of an employee appointed in a temporary capacity otherwise than under a
contract or agreement, on the expiry of the period for which he was
appointed, or earlier in accordance with the terms of his appointment;
c) of an employee appointed under contract or agreement in accordance
with the terms of such contract or agreement; and
d) of any employee on reduction of establishment.
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Rule 24 Disciplinary Authority:
The Disciplinary Authority, as specified in the Annexure I, II and III or any
authority higher than it, may impose any of the penalties specified in Rule 23 on
any employee.
Rule 25 Procedure for imposing major penalties:
1) No order imposing any of the major penalties specified in Clause (f), (g),
(h),(i)and (j) of Rule 23 shall be made except after an inquiry is held in
accordance with this rule.
2) Whenever the disciplinary authority is of the opinion that there are grounds
for inquiring into the truth of any imputation of misconduct of misbehavior
against an employee, it may itself enquire into or appoint any public servant
or by retired officers of the Public Sector Undertaking / Government /
Corporation established by or under a central, provincial or state act, or a
government company as defined in Section 6.7 of the Company’s Act.
(hereinafter called the Inquiring Authority) to enquire into the truth thereof.
3) Where it is proposed to hold an inquiry, the disciplinary authority shall frame
definite charges on the basis of the allegations against the employee. The
charges, together with a statement of the allegations, on which they are based,
a list of documents by which and a list of witnesses by whom, the articles of
charge are proposed to be sustained, shall be communicated in writing to the
employee who shall be required to submit within such time as may be specified
by the Disciplinary Authority (not exceeding 15 days) a written statement
whether he admits or denies any of or all the articles of charge.
Explanation -It will not be necessary to show the documents listed with the
charge-sheet or any other document to the employee at this stage.
4) On receipt of the written statement of the employee, if no such statement is
received within the time specified, an enquiry may be held by the Disciplinary
Authority itself, or by an Inquiring Authority under sub-clause (2).
Provided that it may not necessary to hold an inquiry in respect of the charges
admitted by the employee in his written statement. The disciplinary authority
shall, however, record its findings on each such charge.
5) Where the disciplinary authority itself inquires or appoints an Inquiring
Authority for holding an inquiry, it may, by an order appoint a public servant
to be known as the “Presenting Officer” to present on its behalf the case in
support of the articles of charge.
6) The employee may take the assistance of any other public servant but may not
engage a legal practitioner for the purpose.
Provided that the employee shall not take assistance of a public servant who
has two pending disciplinary cases on hand in which he has to function as
“Defence Assistant”.
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7) On the date fixed by the inquiring authority, the employee shall appear before
the Inquiring Authority at the time, place and date specified in the notice. The
inquiring authority shall ask the employee whether he pleads guilty or has
any defence to make and if he pleads guilty to any of the articles of charge,
the inquiring authority shall record the plea, sign the record and obtain the
signature of the employee concerned thereon. The Inquiring Authority shall
return a finding of guilt in respect of those articles of charge to which the
employee concerned pleads guilty.
8) If the employee does not plead guilty, the inquiring authority shall adjourn
the case to a later date not exceeding thirty days, after recording an order that
the employee may, for the purpose of preparing his defence:
i) inspects the documents listed with the chargesheet;
ii) submit a list of additional documents and witnesses that he wants to
examine; and
iii) be supplied with the copies of the statement of witnesses, if any, listed in
the charge sheet.
Note: Relevancy of the additional documents and the witness referred to in
sub-clause 8 (ii) above will have to be given by the employee concerned and
the document and the witnesses shall be summoned if the inquiring authority
is satisfied about their relevance to the charges under inquiry.
9) The inquiring authority shall ask the authority in whose custody or possession
the documents are kept, for the production of the documents on such date as
may be specified.
10) The authority in whose custody or possession the requisitioned documents
are, shall arrange to produce the same before the inquiring authority on the
date, place and time specified in the requisition notice.
Provided that the authority having the custody or possession of the requisitioned
documents may claim privilege if the production of such documents will be
against the public interest or the interest of the company. In that event, it shall
inform the inquiring authority accordingly.
11) On the date fixed for inquiry, the oral and documentary evidence by which the
articles of charge are proposed to be proved shall be produced by or on behalf
of the disciplinary authority. The witnesses shall be examined by or on behalf
of the Presenting Officer and may be cross- examined by or on behalf of the
employee. The Presenting Officer shall be entitled to re- examine the witnesses
on any points on which they have been cross-examined, but not on a new
matter, without the leave of the Inquiring Authority. The Inquiring Authority
may also put such questions to the witnesses as it thinks fit.
12) Before the close of the prosecution case, the inquiring authority may, in its
discretion, allow the Presenting Officer to produce evidence not included in
the charge-sheet or may itself call for new evidence or, recall or re-examine
any witnesses. In such case, the employee shall be given opportunity to inspect
the documentary evidence before it is taken on record, or to cross-examine a
witness, who has been so summoned.
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13) When the case for the disciplinary authority is closed, the employee may be
required to state his defence, orally or in writing as he may prefer. If the
defence is made orally, it shall be recorded and the employee shall be required
to sign the record. In either case, a copy of the statement of defence shall be
given to the Presenting Officer, if any, appointed.
14) The evidence on behalf of the employee shall then be produced. The employee
may examine himself in his own behalf if he so prefers. The witnesses produced
by the employee shall then be examined and shall be liable to cross-
examination, re- examination and examination by the inquiring authority
according to the provision applicable to the witnesses for disciplinary authority.
15) The Inquiring Authority may, after the employee closes his case, and shall if
the employee has not examined himself, generally question him on the
circumstances appearing against him in the evidence for the purpose of enabling
the employee to explain any circumstances appearing in the evidence
against him.
16) After the completion of the production of the evidence, the employee and the
Presenting Officer may file written briefs of their respective cases within 15
days of the date of completion of the production of evidence.
17) If the employee does not submit the written statement of defence referred to
in sub-rule (3) on or before the date specified for the purpose or does not
appear in person, or through the assisting officer or otherwise fails or refuses
to comply with any of the provisions of these rules, the inquiring authority
may hold the enquiry exparte.
18) Whenever any inquiring authority, after having heard, recorded the whole or
any part of the evidence in an inquiry ceases to exercise jurisdiction therein,
and is succeeded by another inquiring authority which has, and which exercises,
such jurisdiction, the inquiring authority so succeeding may act on the evidence
so recorded by its predecessor, or partly recorded by its predecessor and partly
recorded by itself;
Provided that if the succeeding inquiring authority is of the opinion that further
examination of any of the witnesses whose evidence has already been recorded
is necessary in the interest of justice, it may recall, examine, cross-examine
and re-examine any such witnesses as herein before provided.
19) i) After the conclusion of the inquiry, report shall be prepared and it shall
contain-
a) a gist of the articles of charge and the statement of the imputations of
misconduct or misbehaviour;
b) a gist of the defence of the employee in respect of each article of charge;
c) an assessment of the evidence in respect of each article of charge;
d) the finding of each article of charge and the reasons therefor.
94
Explanation -If in the opinion of the inquiring authority the proceedings of
the inquiry establish any article of charge different from the original articles
of the charge, it may record its findings on such article of charge:
Provided that the findings on such articles of charge shall not be recorded
unless the employee has either admitted the facts on which such article of
charge is based or has had a reasonable opportunity of defending himself
against such article of charge.
ii) The inquiring authority, where it is not itself the disciplinary authority shall
forward to the disciplinary authority the records of inquiry which shall include-
a) the report of the inquiry prepared by it under sub-clause (i) above;
b) the written statement of defence, if any, submitted by the employee
referred to in sub-rule (13);
c) the oral and documentary evidence produced in the course of the enquiry;
d) written briefs referred to in sub-rule (16) if any; and
e) the orders, if any made by the disciplinary authority and the inquiring
authority in regard to the inquiry.
Rule 26Action on the Inquiry Report:
1) The disciplinary authority, if it is not itself the inquiring authority may,
for reasons to be recorded by it in writing remit the case to the inquiring
authority for fresh or further inquiry and the inquiring authority shall thereupon
proceed to hold the further inquiry according to the provisions of rule 25 as
far as may be.
2) The disciplinary authority shall, if it disagrees with the findings of the inquiring
authority on any article of charge, record its reasons for such disagreement
and record its own findings on such charge, if the evidence on record is
sufficient for purpose.
3) If the disciplinary authority having regard to its findings on all or any of the
articles of charge is of the opinion that any of the penalties specified in rule
23 should be imposed on the employee, it shall notwithstanding anything
contained rule 27 make an order imposing such penalty.
4) If the disciplinary authority having regard to its findings on all or any of the
articles of charge, is of the opinion that no penalty is called for, it may pass an
order exonerating the employee concerned.
Rule 27Procedure for imposing minor penalties:
1) Where it is proposed to impose any of the minor penalties specified in clause
(a) to (e) of Rule 23, the employee concerned shall be informed in writing of
the imputations of misconduct or misbehaviour against him and give an
opportunity to submit his written statement of defence within a specified period
not exceeding 15 days. The defence statement, if any, submitted by the
employee shall be taken into consideration by the disciplinary authority before
passing orders.
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2) The record of the proceedings shall include:-
i) a copy of the statement of imputations of misconduct or misbehaviour
delivered to the employee;
ii) his defence statement, if any; and
iii) the order of the disciplinary authority together with the reasons therefor.
Rule 28- Supply of Enquiry Report to Delinquent Employees
(i) The delinquent employee shall be entitled to supply of the inquiry report, if
any before the Disciplinary Authority makes its mind to impose any penalty.
(ii) If Disciplinary Authority disagrees with the report of the Inquiry Officer in
that situation opportunity of being heard shall be given to the delinquent
employee before recording of its own findings of such charges based upon the
available records.
Rule 28(A) Communication of order:
Orders made by the disciplinary authority under Rule 26 or 27 shall be
communicated to the employee concerned, who shall also be supplied with a copy
of the report of inquiry, if any.
Rule 29 Common Proceedings:
Where two or more employees are concerned in a case, the authority competent to
impose a major penalty on all such employees may make an order directing that
disciplinary proceedings against all of them may be taken in a common proceeding
and the specified authority may function as the disciplinary authority for the purpose
of such common proceedings.
Rule 30 Special procedures in certain cases:
Notwithstanding anything contained in Rule 25 or 26 or 27, the disciplinary
authority may impose any of the penalties specified in Rule 23 in any of the
following circumstances:-
i) the employee has been convicted on a criminal charge, or on the strength of
facts or conclusion arrived at by a judicial trial; or
ii) where the disciplinary authority is satisfied for reasons to be recorded by it in
writing that it is not reasonably practicable to hold an enquiry in the manner
provided in these Rules; or
iii) where the disciplinary authority is satisfied that in the interest of the security
of the Corporation/Company, it is not expedient to hold an enquiry in the
manner provided in these rules.
Rule 30-A (i) Disciplinary Proceedings After Retirement :
Disciplinary proceedings, if instituted while the employee was in service
whether before his retirement or during his re-employment, shall, after
the final retirement of the employee, be deemed to be proceeding and
96
shall be continued and concluded by the authority by which it was
commenced in the same manner as if the employee had continued in
service.
Rule 30-A (ii) Withholding Payment of Gratuity :
During the pendency of the disciplinary proceedings, the disciplinary
authority may withhold payment of gratuity, for ordering the recovery
from gratuity of the whole or part of any pecuniary loss caused to the
company if the employee is found in a disciplinary proceeding or judicial
proceeding to have been guilty or to have caused pecuniary loss to the
company by misconduct or negligence, during his service including service
rendered on deputation or on re-employment after retirement. However,
the provisions of Section 7 (3) and 7 (3A) of the Payment of Gratuity Act,
1972 should be kept in view in the event of delayed payment, in case the
employee is fully exonerated.
Rule 31Employees on deputation from the Central Government or the State
Government or deputation from HPSEB etc.:
i) The delinquent employee shall be entitled to supply of the inquiry report, if any
before the Disciplinary Authority makes its mind to impose any penalty.
ii) Where an order of suspension is made or disciplinary proceeding is taken
against an employee, who is on deputation to the company from the Central
or State Government or another public undertaking or a local authority,
including employees of HPSEB on deputation, the authority lending his
services (hereinafter referred to as the “Lending Authority”) shall forthwith
be informed of the circumstances leading to the order of his suspension, or
the commencement of the disciplinary proceeding, as the case may be.
iii) In the light of the findings of the disciplinary proceeding taken against the
employee:-
a) If the Disciplinary Authority is of the opinion that any of minor penalties
should be imposed on him, it may pass such orders on the case as it
deems necessary and shall send a copy to the lending authority.
b) If the Disciplinary Authority is of the opinion that any of the major
penalties should be imposed on him, it should place his services at the
disposal of the Lending Authority and transmit to it the proceedings of
the enquiry for taking disciplinary action and the lending authority will
send a copy of action taken to the Corporation.
iv) If the employee submits an appeal against an order imposing a minor penalty
on him under sub-rule (ii) (a), it will be disposed of by the Competent Authority
of the Corporation as per rules.
Rule 32Appeals:
i) An employee may appeal against an order imposing upon him any of penalties
specified in Rule 23 or against the order of suspension referred to in Rule 20.
The appeal shall lie to the authority specified in the schedule.
97
ii) An appeal shall be preferred within one month from the date of communication
of the order appealed against. The appeal shall be addressed to the Appellate
Authority specified in the Schedule and submitted to the authority whose
order is appealed against. The authority whose order is appealed against shall
forward the appeal together with its comments and the records of the case to
the appellate authority within 15 days. The appellate authority shall consider
whether the findings are justified or whether the penalty is excessive or
inadequate and pass appropriate orders within three months of the date of
appeal. The appellate authority may pass order confirming, enhancing, reducing
or setting aside the penalty or remitting the case to the authority which imposed
the penalty or to any other authority with such direction as it may deem fit in
the circumstances of the case:
Provided that if the enhanced penalty which the appellate authority proposes
to impose is a major penalty specified in clauses (f) to (j) of Rule 23 and an
inquiry as provided in Rule 25 has not already been held in the case, the
appellate authority shall direct that such an enquiry be held in accordance
with the provisions of Rule 25 and thereafter consider the record of the inquiry
and pass such order as it may deem proper. If the appellate authority decided
to enhance the punishment but an enquiry has already been held as provided
in Rule 25, the appellate authority shall give a show cause notice to the
employee as to why the enhanced penalty should not be imposed upon him.
The appellate authority shall pass final order after taking into account the
representation, if any submitted by the employee.
Rule 33 Reviews:
Notwithstanding anything contained in these rules, the reviewing authority as
specified is the schedule may call for the record of the case within six months of
the date of the final orders and after reviewing the case, pass such orders thereon
as it may deem fit.
Provided that if the enhanced penalty, which the reviewing authority proposes to
impose, is a major -penalty specified in clauses (f) to (j) of Rule 23 and an enquiry
as provided under rule 25 has not already been held in these cases, the reviewing
authority shall direct such an enquiry be held in accordance with the provisions of
Rule 25 and thereafter consider the record of the enquiry and pass such orders as
it may deem proper. If the appellate authority decides to enhance the punishment
but an enquiry has already been held in accordance with the provisions of Rule 25,
the reviewing authority shall give show cause notice to the employee as to why the
enhanced penalty should not be imposed upon him. The reviewing authority shall
pass final order after taking into account the representation, if any submitted by
the employee.
Rule 34 Service of orders, notice etc.:
Every order, notice and other process made or issued under these rules shall be
served in person on the employee concerned or communicated to him by registered
post at his last known address.
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Rule 35 Power to relax time limit and to condone delay:
Save as otherwise expressly provided in these rules, the authority competent under
these rules to make any order may, for good and sufficient reasons or if sufficient
cause is shown, extend the time specified in these rules for anything required to be
done under these rules or condone any delay.
Rule 36 Savings:
1) Nothing in these rules shall be construed as depriving any person to whom
these rules apply, of any right of appeal which had accrued to him under the
rules, which have been superseded by these rules.
2) An appeal pending at the commencement of these rules against an order made
before the commencement of these rules shall be considered and orders thereon
shall be made in accordance with these rules.
3) The proceedings pending at the commencement of the rules shall be continued
and disposed as far as may be in accordance with the provisions of these
rules, as if such proceeding were proceeding under these rules.
4) Any misconduct, etc. committed prior to the issue of these rules shall be deemed
to be a misconduct under these rules.
Rule 37 Clarification of Disciplinary Authority and Competent Authority:
Notwithstanding anything contained in these rules, for the purpose of disciplinary
proceedings under rules 20 to 35 (both inclusive), wherever the terms Disciplinary
Authority and Competent Authority have been used either interchangeably or
otherwise, they shall mean the authorities as specified in the Schedule appended
to the CDA Rules for exercising various powers as detailed therein.
Rule 38 Procedure for disciplinary cases having vigilance overtones:
Vigilance Department will submit preliminary investigation reports, in case of
non-executives working in the project to the project General Manager and in case
of other officers upto E- 7 level working in the Project to the respective functional
Director with copies to Director (personnel). Further in case of executives upto E-
7 level and non-executives in Corporate Centre, the Vigilance Department will
submit report to the Functional Director and those of others above E- 7 but below
Board level whether working at Project or Corporate Centre to Chairman/Managing
Director with a copy in all cases to Director (personnel). These above designated
authorities in consultation with Director (Personnel) will decide on initiation or
otherwise of the disciplinary proceeding. Detailed procedure for conduct of
proceedings in respect of minor, major penalties and disposal of appeals is as
under:
Rule 38.1 Proceeding in respect of minor penalty:
In cases in which the designated authority has decided to institute minor penalty
proceedings, he shall send the case to Vigilance Department who will forward the
draft charge-sheet and other necessary papers to the designated authority, for
signature and issue of the charge-sheet. As far as possible, the charge-sheet will be
issued to the charged officer within 15 days of its receipt.
99
The final decision will be taken by the designated authorities after taking into
consideration the facts of the case, the statement of defence submitted by the
employee, the advice of the Corporate Vigilance/Director (Personnel) and merits
of the case. In case the authority is satisfied that there is no case against the
employee, it may decide to exonerate the employee.
In case the designated authority is satisfied that the charge(s) against the employee
are established, it will decide on the penalty to be imposed, taking into consideration
the gravity of the charges, material on record, written statement of the employee
etc. and keeping in mind that the penalty imposed is not disproportionate to the
gravity of misconduct(s).
Rule 38.2 Proceedings in respect of major penalty:
After the decision for initiation of major penalty disciplinary proceeding is taken
as per above procedure by the designated authority, the Corporate Vigilance will
forward the draft charge-sheet alongwith other necessary papers to the concerned
designated authority who will sign and issue the charge-sheet, within 15 days of
receipt of the case from Vigilance Department, as far as possible. The Designated
Authority will go through the facts of the case, the written statement of defence
submitted by the employee in response to charge-sheet and after applying its mind
may decide to exonerate the employee if it is satisfied that charges are not tenable
and pass a speaking order to the effect. Where the Designated Authority is not
satisfied with the reply, it may order an enquiry. The enquiry officer so appointed
shall be an officer who is atleast one rank higher than the charged officer. In such
a case, the enquiry officer will conduct the enquiry and expeditiously submit the
Enquiry Report to the Designated Authority, preferably within three months. The
Enquiry Report will be referred to the Corporate Vigilance Department who will
render necessary advice to the Authority in consultation with Director (personnel).
The Designated Authority will go through the material on record, proceedings of
enquiry, findings of the Enquiry Officer, the advice of the Vigilance Department/
Director (personnel) etc. before taking a final decision in the matter, and pass
speaking order, leading to:
Imposition of a major penalty;
or
Imposition of a minor penalty if it is satisfied that charges proved are not grave
enough to warrant imposition of major penalty;
or
Exoneration of the employee, if charges are not proved, as the case may be;
or
Remit the case back to Enquiry Officer for fresh or further enquiry under 26(i) of
SJVN, CDA Rules.
Where the decision of the Designated Authority is at variance with the Vigilance/
Director (Personnel) advice, the matter will be referred to next higher authority
before imposing punishment except in case where Chairman/Managing Director
is the Disciplinary Authority, in such a case his decision shall be final.
100
If the Designated Authority comes to the conclusion that charges proved in the
inquiry and the misconduct committed by the employee is so grave as to warrant
remova1/dismissal from the service, it shall forward the papers to the appropriate
appointing authority, indicated in Annexure- I, II, III for taking decision in the
matter.
Rule 38.3
The Designated Authority while ordering the punishment of reduction to a lower
grade or post or to a lower stage in a time scale should ordinarily specify the
period for which such reduction will remain in operation. He should also indicate,
wherever applicable, the manner in which the service rendered by an employee in
the pre-reverted grade or post or time scale is to be treated, once conclusion of
such specified period. The order should also contain what shall be his pay on such
reduction and how it has to be regulated on placement back to the original grade or
post or stage in the time scale. It should also mention any changes in the date of
drawal of the increment on account of the reduction in rank etc.
Rule 38.4 Disposal of Appeals:
On an appeal preferred by the penalised employee in all cases under the CDA
Rules, the Appellate Authority shall pass an appropriate speaking order after taking
into consideration the facts on record, the comments of the Personnel Department/
Disciplinary Authority.
Rule 39 Removal of Doubts:
Where a doubt arises as to the interpretation of any of these rules, the matter shall
be referred to the CMD/Director (Personnel) for final decision.
Rule 40 Amendment:
The Board may amend, modify or add to these rules, from time to time, and all
such amendments, modifications or additions shall take effect from the date
stated therein.
*****
101
102
ANNEXURE-I
SCHEDULE OF DELEGATION OF POWER IN RESPECT OF DISCIPLINARY MATTERS UNDER SJVN CONDUCT,
DISCIPLINE AND APPEAL RULES FOR EMPLOYEES IN THE EXECUTIVE CADRE BELOW BOARD LEVEL
S. LEVEL OF DISCIPLINARY APPELLATE REVIEWING

N. EXECUTIVES AUTHORITY AUTHORITY AUTHORITY
MINOR MAJOR REMOVAL &
PENALTY PENALTY DISMISSAL
1. Employees in the pay scale General General Appointing Executive/Authority Executive/Authority
of E2 & below Manager/Head Manager Authority next higher to the one next higher to the
of the Project which imposed the Appellate Authority
penalty
2. Employees in the pay scale General Functional -do- MD/Chairman MD/Chairman
of E6 & below Manager Director
103
3. Employees in the pay scale Functional -do- -do- -do- -do-
of E7 A & below
4. Employees in the pay scale -do- CMD Board of Board of Directors Board of Directors
of E8 (GMs) & below Directors
5. Employees in the pay scale Do -do- -do- -do- -do-
of E9 (ED) & below
(excluding Functional

Director)
6. Group Cases Disciplinary authority shall be as for the highest ranking officers in the group of delinquent.
Note :-
Whereas Disciplinary Authority is the Chairman, the Appellate & Reviewing Authority will be the Board of Directors. Where
Board of Directors is the Disciplinary Authority, Appellate & Reviewing Authority shall also be Board of Directors.
104
ANNEXURE-II
SCHEDULE OF DELEGATION OF POWER IN RESPECT OF DISCIPLINARY MATTERS UNDER SJVN CONDUCT,
DISCIPLINE AND APPEAL RULES FOR NON - EXECUTIVE EMPLOYEES IN SUPERVISORY CADRE
S. LEVEL OF DISCIPLINARY APPELLATE REVIEWING

N. SUPERVISORS AUTHORITY AUTHORITY AUTHORITY
1. Employees in the pay scale Executive Executive Appointing Functional Director Functional Director
105
of Supervisory level 1 and Level 1 Level E5 Authority
below.
2. Employees in the pay scale Executive -do- -do- -do- -do-
of Supervisory level 2 and Level 3
below.
3. Employees in the pay scale E4 E7 -do- -do- -do-
of Supervisory level 2 and
below.

4. Group Cases Disciplinary Authority shall be as per the highest ranking officials in the group of delinquent.
106
ANNEXURE-III
SCHEDULE OF DELEGATION OF POWER IN RESPECT OF DISCIPLINARY MATTERS FOR NON-EXECUTIVE
EMPLOYEES BELOW SUPERVISORY LEVEL i.e. WORKMEN COVERED UNDER INDUSTRIAL EMPLOYMENT
(S.O) ACT)
S. LEVEL OF WORKMEN DISCIPLINARY APPELLATE

N. AUTHORITY AUTHORITY / REVIEWING
AUTHORITY
107
1. Employees in the scale of Supervisory E4 Appointment Authority next above Appointing authority
W1 Authority
2. Employees in the pay scale E4 E5 -do- -do-
of W6 and below
3. Employees in the pay scale E4 E6 -do- -do-
of W11 & below
4. Group Cases Disciplinary Authority shall be as per the highest ranking officials in the group of delinquent.

Note : (Common for Annexure I to III)
1. Delegation of power given at lower levels vide Annexure I to III can be execrised automatically at higher levels.
2. It is clarified that group case would cover situations where two or more employees are involved in a case and disciplinary action
would be taken against them in a common proceeding except where the various employees involved are subject to different sets
of disciplinary rules.
3. Disciplinary Authority will be competent to issue chargesheet, appoint enquiry authority, pass orders of suspension pending enquiry
108
and then impose penalty as per above delegation.
4. Immediately after suspension, a report should be put up to the next higher disciplinary authority.
5. In respect of employees on deputation from HPSEB equivalency will apply. Appointing Authority in such case will be HPSEB
Authority.
6. Disciplinary Authority will exercise power in respect of Employees working under him.

Annexure-IV
Application form for intimation/seeking sanction for proposed
transaction in immovable/movable property.
(While filling up the form delete which is not applicable. Also give the appropriate answer
to each question/item).
1. Name of the employee & Emp. No. :……………………………..........................
2. Date of joining service alongwith :……………………………...................
post and scale of pay
3. Present i) Designation :……………………………......................
ii) Scale of pay:…………………………….....................
iii) Annual Gross Salary:……………………………......
4. Whether the property in question is
to be sold or purchased :……………………………...................
5. Value of Property
a) at the time of purchase :……………………………...................
b) at the time of disposing off :……………………………...................
c) owner of property & relationship
with owner (in case of (b) above
self/wife/son/daughter) :……………………………...................
6. Reason for Disposal/Acquiring of property…………………………….................
7. In the case of immovable property :-
(a) Full details about its location : …………………………….................
Municipal No. : …………………………….................
Street/Village : …………………………….................
Taluk : …………………………….................
District : …………………………….................
State in which situated : …………………………….................
(b) Description of the property in : …………………………….................
the case of cultivable land
dry or garden land.
c) Whether freehold or leasehold : …………………………….................
d) Whether the applicants interest : …………………………….................
in the property is in full or in part.
e) Mode of acquisition/disposal
(Purchase/sale, gift, mortgage,
lease or otherwise.) :…………………………….................
109
8. In case of movable property: -
(a) Description of the property (Vehicle/Jewellery/Loans/ insurance policies
etc.) :..............................................................
(b) Make / Model (and also registration No..............................................................
in case of vehicles) where necessary.
9. Sale/Purchase price of the new property : ..............................................................
10. In cases of acquisition, source or sources from which financed/proposed to be
financed:-
(a) Personal Savings : ..............................................................
(b) other sources giving details. :...............................................................
................................................................
................................................................
………………………………………....
11. In case of disposal of property, was requisite sanction/intimation obtained/given
for its acquisition (A copy of the sanction/ acknowledgment should be attached).
12. (a) Name and address of the party : ..............................................................
with whom transaction is proposed
to be made/has been made.
(b) Is the party related to the applicant? :..............................................................
If so, state the relationship.
(c) Did the applicant have any dealing :..............................................................
with the party in his official
capacity at any time or is the
applicant likely to have any dealings
with him in the near future?
13 Was/is the transaction made/proposed :..............................................................

to be made through a regular or reputed
dealer? if so, full name and address of the
dealer.
14 Any other relevant facts which the : ..............................................................
applicant may like to mention.
110
DECLARATION
I ……………………… hereby declare that the particulars given above are true. I request
that I may be given permission to acquire/dispose of property as described above from/to
the party whose name is mentioned in item 12 above.
OR
I ………………… here by intimate the acquisition/disposal of property by me as detailed
above through the dealer whose address is furnished against item 12. I declare that the
particulars given above are true.
Station: Signature
Date: Designation
NB. The appropriate declaration will be used. The one not applicable will be struck out.
Incharge establishment Corporate/Project.
111
112
Annexure-V
STATEMENT SHOWING DETAILS OF IMMOVABLE PROPERTY ON 1ST
JANUARY OF EACH CALENDAR YEAR
(e.g. Lands, House, Shop, other Buildings, etc.)
NAME
DESIGNATION
ORGANISATION
DATE OF JOINING
BASIC PAY
Sl. Details/ If not in own How Value of Total Remarks
No. Description of name, state and when the annual
property and its in whose name acquired Property income
location (See held and his/ (See (see from
notes 1 & 5 below) her relationship, Notes note 3 the
House/Building/ if any to the 2& below) property
Land No. employee 6 below)
1 2 3 4 5 6 7
Note : 1 If the property is not wholly owned the extent of share may also be indicated.
Note : 2 For the purpose of Col. 4 the term ‘lease’ would mean a lease of immovable
property from year to year or for any term exceeding one year of reserve yearly
rent. When, however, the lease of immovable property is obtained from a person
having official dealings with the employee, such a lease should in this column
irrespective of the term of the lease whether it is short term or long term, and the
periodicity of the payment of rent.
113
Note : 3 In Col. 5 should be shown :
(a) Where the property has been acquired by purchase, mortgage or lease, the
price or premium paid for such acquisition.
(b) Where it has been acquired by lease the total annual rent thereof also and
(c) Where the acquisition is by inheritance, gift or exchange the approximate
value of the property so acquired.
Note : 4 The detail of immovable property may also be submitted in this form on 1st
appointment.
Note : 5 Name of District, Division, Takula & Village in which the property is situated
and also its distinctive number etc. will be given in Col. 2
Note : 6 When by purchase, mortgage, lease inheritance, gift or otherwise & name with
details of person/persons from whom acquired. Address & connection, if any
with the person/persons connected are also to be given in Column.
Signature .......................................... Date ....................................
*****
114
GRIEVANCE PROCEDURE
115
116
CONTENTS
RULE TITLE PAGE
1.0 Introduction 119
2.0 Objective 119
3.0 Applicability 119
4.0 Coverage 119
5.0 Procedure 120
6.0 General Conditions 121
Form I Stage-I Grievance Format 123
Form II Stage-II Grievance Format 125
117
GRIEVANCE PROCEDURE
118
GRIEVANCE PROCEDURE
1.0 Introduction:
Employee grievances & complaints which are primarily manifestations of their
dissatisfaction against the working conditions, managerial decisions etc. sometime
assume serious proportions if not promptly attended to. In the matter of redressal
of grievances, though SJVN welcomes an aggrieved employee to meet his
departmental head or the concerned personnel department executive and discuss
his grievances, nevertheless in view of the growing size of the organization and
the accompanying complexities, the need of formal grievance redressal machinery
cannot be under-estimated. Keeping in view this aspect, as also the guidelines
received from the Government of India, SJVN has laid down a formal time bound
grievance procedure for redressal of the grievances of the employees.
2.0 Objective:
The objective of the Grievance procedure is to provide an easily accessible
machinery for settlement of grievances and to adopt measures in SJVN as would
ensure expeditious settlement of grievances of employees leading to increased job
satisfaction, resulting in improved productivity and efficiency of the organization.
3.0 Applicability:
3.1 The grievance procedure will cover all employees of the Company, but shall exclude
employees who are deemed to be workers/workmen under the Factories Act, 1948
or the Industrial Disputes Act, 1947.
3.2 The following two categories of employees will not fall within the purview of the
grievance procedure and for their cases, the procedure will be as under:
i) In the case of executives who are one step below the Board level, the
individual grievance may be taken up with the concerned Director.
ii) Executives reporting directly to the Chairman & Managing Director may
approach him for resolving their grievances
4.0 Coverage:
4.1 ‘Grievance’ for the purpose of grievance procedure would mean only the individual
grievances and the, matters under the scope of the procedure, which can be invoked
by the aggrieved employee, shall be those relating to grievances arising out of:
a) Implementation of the policies/rules or the decisions of the organization;
b) Leave;
c) Increment;
d) Non-extension of benefits under the company rules;
e) Interpretation of services rules; and
f) Matters of similar nature.
119
GRIEVANCE PROCEDURE
4.2 However, grievance pertaining to or arising out of the following shall not come
under the purview of grievance procedure:
a) Annual performance appraisal/Confidential Reports;
b) Promotions including CPC/DPC minutes and decisions;
c) Where the grievance does not relate to an individual employee; and
d) Any grievance arising out of the discharge or dismissal of an employee.
4.3. Grievances pertaining to or arising out of disciplinary action or appeal against
such action shall be forwarded to the competent authority as laid down under the
CDA Rules and in such cases, the grievance procedure will not apply.
5.0 Procedure:
The individual grievance of the employee shall be dealt with as per the procedure
laid down below:
5.1 Stage-I:
5.1.1 The aggrieved employee shall take up his grievance orally with his immediate
superior (not below the rank of Dy. Manager) who shall give a personal hearing
and try to resolve the grievance at his level within a period of 7 days. Wherever
necessary, the officer concerned can consult the Head of department and/or such
other departments before communicating back to the aggrieved employee.
5.1.2 In case the employee is not satisfied, he can submit his grievance in writing in
Form -I to the Head of Department concerned or the Head of Personnel Department
within 15 days from the date of receipt of oral reply from his immediate superior,
as at para 5.1.1.
5.1.3 The Head of Department concerned or the Head of the Personnel department, as
the case may be, will record his comments on the grievance within 7 days after
making necessary enquiries/obtaining necessary guidelines from other department,
if any. The comments, as recorded by the Head of Department/ Head of Personnel
Department will be communicated to the aggrieved employee.
5.2 Stage -II:
5.2.1 On the grievance submitted by an employee in Form-I to the Head of Department
Head of Personnel Department, if the concerned Head of Department/Head of
Personnel Department is not able to arrive at any satisfactory decision, he may
refer the grievance to the Grievance Settlement Committee.
5.2.2 Alternatively, in case the employee is not satisfied with the decision communicated
to him at Stage-I or If he fails to receive the reply within the stipulated period, he
may submit his grievance in Form-II within a period of 15 days to the Grievance
Settlement Committee.
120
GRIEVANCE PROCEDURE
5.2.3 The Grievance Settlement Committee shall comprise of the following:
i) At Project:
- Head of the Project/General Manager
- The concerned Head of Department of the aggrieved employee.
- Head of Finance Department
- Head of Personnel Department (Member Secretary)
ii) At Corporate Office:

- The concerned Head of Deptt. of the aggrieved employee.
- Head of Finance Deptt/CFM.
- Head of Personnel Deptt/CPM (Member Secretary)
5.2.4 The Committee will examine the details of the grievance and may also discuss the
same with the aggrieved employee, if felt necessary. The Committee shall give its
reply to the aggrieved employee within 30 days from the date of receipt of the
grievance. However, where felt necessary by the Committee, it may make a
recommendation for a final decision by Director (personnel), who will convey his
decision within 30 days from the date of receipt of grievance from the Committee.
The decision of Director (personnel) shall be final subject to the provisions
contained below.
5.3 Stage -III:
5.3.1 In exceptional cases and with the concurrence of the Director concerned, the
aggrieved employee who is not satisfied with the decision of Grievance Settlement
Committee/Director (personnel) will have an option to appeal to Chairman &
Managing Director. The Chairman & Managing Director will take a decision and
communicate the same within 30 days from the date of receipt of the appeal and
his decision will be final and binding.
6.0 General Conditions:
6.1 The employee concerned shall bring up his grievance immediately and in any case
within a period of 3 months from the date of its occurrence.
6.2 If the grievance arises out of an order of the Management, the said order shall be
complied with before the employee concerned invokes the grievance procedure.
*****
121
GRIEVANCE PROCEDURE
122
FORM –I
SJVN LIMITED
STAGE-I GRIEVANCE
(TO BE SUBMITTED TO THE HEAD OF DEPTT. IN DUPLICATE)
NAME:
EMPLOYEE NO:
DESIGNATION:
PAY -SCALE:
DEPARTMENT/GROUP:
_______________________________________________________________________
GRIEVANCE IN BRIEF WITH SUPPORTING FACTS:
ORAL REPLY RECEIVED FROM REPORTING OFFICER:
REASONS FOR APPEAL:
DATED: EMPLOYEE SIGNATURE
_______________________________________________________________________
(FOR USE BY THE HEAD OF DEPARTMENT)
RECEIVED ON:
WHETHER INTERVIEWED THE EMPLOYEE: YES/NO
WHETHER DISCUSSED WITH REPORTING OFFICER: YES/NO
DECISION OF THE HEAD OF DEPARTMENT:
DATED: SIGNATURE OF THE HEAD OF DEPTT.
REPLIED ON:
123
GRIEVANCE PROCEDURE
124
FORM-II
SJVN LIMITED
STAGE-II GRIEVANCE
(TO BE SUBMITTED TO SECRETARY, GRIEVANCE COMMITTEE IN
DUPLICATE)
NAME:
EMPLOYEE NO:
DESIGNATION:
PAY-SCALE:
_______________________________________________________________________
DEPARTMENT/GROUP:
GRIEVANCE IN BRIEF WITH SUPPORTING FACTS:
ORAL REPLY RECEIVED FROM REPORTING OFFICER:
REPLY RECEIVED FROM HEAD OF DEPARTMENT:
REASONS FOR APPEAL:
DATED: SIGNATURE OF EMPLOYEE
(FOR USE OF SECRETARY, GRIEVANCE COMMITIEE)

RECEIVED ON:
GRIEVANCE PUT UP TO GRIEVANCE COMMITTEE ON:
DECISION OF THE GRIEVANCE COMMITTEE:
DATED: SIGNATURE OF SECRETARY
REPLIED ON: GRIEVANCE COMMITIEE
125
GRIEVANCE PROCEDURE
126
STATEMENT OF COMPANY
POLICY REGARDING
PROMOTION OF
EXECUTIVES
127
128
CONTENTS
RULE TITLE PAGE
1.0 Philosophy & Objectives 131
2.0 Scope & Coverage 131
3.0 General Principles 132
4.0 Eligibility Period 135
5.0 Standard Dates for Promotion 136
6.0 Performance Appraisal 136
6.5.1 Communication of Adverse Remarks 137
7.0 Grade Service 138
8.0 Criteria for Promotion to Next Higher Grade 139
9.0 Constitution and Role of Departmental Promotion Committee 140
10.0 Reservation for SC/ST 142
11.0 Debarring 142
12.0 General 143
13.0 Appeal 143
129
PROMOTION POLICY OF EXECUTIVES
130
POLICY REGARDING PROMOTION OF EXECUTIVES
1.0 PHILOSOPHY & OBJECTIVES:
1.1 SJVN subscribes to the philosophy to generating growth from within and in
pursuance thereof, endeavors to achieve synchronization of the goals and objectives
of the organization with the aspirations for growth and development of the
individual employees.
1.2 In order to facilitate the fulfillment of the growth expectations, SJVN will strive
to create and sustain an environment conducive to effective and efficient functioning
of the executives in their roles and responsibilities and to provide the necessary
scope and facilities for development of technical and managerial skills and
capabilities through training, job rotation, job enlargement and job enrichment.
Accordingly, executives are expected to avail fully of the developmental
opportunities, as mere reliance on length of service may not be sufficient to meet
fully their growth aspirations.
1.3 Consistent with the Company philosophy, SJVN lays down hereunder the
Promotion Policy for the executives of the Corporation, with the following as the
objectives:
i) To motivate and enthuse executives for better and more effective
performance by rewarding them with promotions to positions of higher
responsibility commensurate with their merit, ability and contribution
towards the achievement of the organizational goals and objectives.
ii) To lay down clear and unambiguous principles to regulate promotion of
executives to avail higher positions consistent with the requirements of
the Company.
iii) To ensure uniformity, consistency and fairness in the promotion of company
executives.
iv) To communicate to the executives the requirements of performance, merit
and other conditions pre-requisite to promotion.
2.0 SCOPE COVERAGE:
2.1 This Statement of Company Policy will be applicable to employees in the executive
category for promotion upto level borne on the regular rolls of SJVN.
2.2 The Policy Statement will not be applicable to executives who are appointed for a
limited tenure, superannuated persons reappointed in the Company’s service and
to other executives appointed on a purely casual or temporary basis.
2.3 Executives in whose cases a clause in the terms of initial appointment explicitly
provides for eligibility for consideration for promotion after completion of a
specified period of service in the grade in which the executive initially joins the
Corporation will be excluded from the purview of this policy statement as such
cases already get covered under Policy Statement on Manpower recruitment.
131
2.4 Executives who are on deputation to SJVN or who retain lien on the service of the
parent organization will not be covered by this policy statement.
2.5 HPSEB executives working on deputation basis in SJVN shall also not be covered
by this policy statement.
2.6 The executives of SJVN on deputation to other PSUs/Autonomous Bodies/
Government shall be entitled for proforma promotion in SJVN. The promotion
will be effective only after the executive reverts back to SJVN. However, following
has been clarified regarding fixation of pay , extension of financial benefit etc, :-
Issue Clairification
Whether an employees on The promotion shall be from the date of eligibility.
deputation shall be entitled
for promotion from the date
of eligibility of promotion or
from the date of joining back
in SJVN after deputation.
In case of promotion from On proforma promotion, if employee opt to continue
back date whether the on deputation in such cases he will draw the pay of
employee is eligible for pre-promoted post and will not be entitled to claim
financial benefit. any financial benefits of promoted post. However,
on repatriation to SJVN and assumption of duties on
promoted post the period of service covered under
Proforma Promotion shall be counted towards initial
fixation of pay and increments. But the employee
will not be entitled for any arrears for deputation
period.
Fixation of pay This shall be fixed from the effective date of
promotion. On repatriation, the pay shall be fixed by
assuming that the employee had been promoted from
the deemed date of promotion. However, SJVN shall
have no objection if the borrowing organization
agrees to extend the benefits of revised pay and
perks as applicable on promoted post.
Whether the period spent on Yes, seniority shall be from the date of his eligibility.
deputation shall be counted
as eligibility for next
promotion.
3.0 GENERAL PRINCIPLES:
3.1 Promotion of executives to positions in next higher grades will be on the basis of
seniority, merit, grade service, efficiency, suitability and vacancy upto promotion
from E6 to E7 grade and below. For promotion from E7 to E7A and above, merit
in the interview with selection committee will form the basis.
132
3.2 Executive levels upto E7A will be aggregated in the following clusters:-
E2/E2A/E3 - Junior Management.
E4/E5 - Middle Management (M1)
E6 - Middle Management (M2)
E7/E7A - Sr. Management (SM1)
EXPLANATORY NOTE
Section will be headed by a middle management level i.e., M1 level executive.
A Division will be headed by an executive at the level of E6 level i.e., M2.
A Division may consist of one or more sections.
Several Division will form a group to be headed by SM1 level executive called
the Group Head.
3.2.1 Promotion of executives within one cluster of grades shall be on the basis of
combined sanction for all posts in the cluster, after due recommendations of DPC.
Promotion from one cluster to another cluster will take place only, if vacancy
exists in the higher cluster.
3.3 The executives due for promotion upto the level E7A will be considered for
promotion twice in a year i .e. with effect from the 1st of January and 1st of July
every year. In cases where promotions are coupled with transfers, the same will
come into effect only upon the employee taking charge at the new place of posting.
3.4 It would be essential to acquire a qualification equivalent to degree in engineering
for an executive who possesses only diploma in engineering qualification, to be
promoted beyond the grade of Manager (E5). Further M.Sc. will also be the requisite
qualification for promotion beyond E5 in Material Testing Lab under Quality
Control Deptt. w.e.f. DPC-2011.
3.5 For Promotion beyond E5 in non-technical disciplines the essential qualifications
shall be as under:
Sl. No. Functions Qualifications
1. Personnel & Post Graduation degree or equivalent 3 years part time
Admn. or 2 years full time diploma in Personnel Management
or Industrial Relations, Social Work/Social Science or
Industrial Engineering from a recognized University/
Institute.
Three years Post Graduate diploma in Personnel
Management from NIPM.
2. Official Language A post graduate degree in Hindi with English as a
(Hindi) subject in the degree examination from a recognized
university /Institute.
133
3. Public Relations Graduate with Post Graduate Diploma in Journalism
or Public Relations or Mass Communication of
duration not less than 2 years* from recognized
University/institute.
4. Finance ACA/FCA, AICWA/FICWA/MBA Finance from a
recognized University/institute.
5. Law Degree in law from a recognized university/institute
6. Company Graduate with ACS from a recognized
Secretary University/Institute.
7. Geology M.Sc. Geology, M.Sc (Applied Geology)/M.Sc.
(Geo-physics) with Engineering Geology as the main
subject, from a recognized University/Institute
8. EDP Bachelor degree in Computer Engineering/MCA or
equivalent from a recognized Univ./Institute.
* Vide office order dated 16.05.2000, 2 years qualification was prescribed. From
the DPC-2008 aforesaid order shall not be applicable to the Executives who
have been recruited or promoted in Executive grade prior to 16.05.2000.
Full time courses from recognized institutes/universities will be considered only
if study leave is taken and classes for the entire period are attended. Three years
part time diploma will be considered if evening classes are attended in recognized
institute located at the place of posting. MBA (Three years) from ‘Indira Gandhi
National Open University’ will also be considered. Aforesaid condition came into
effect vide office order dated 03.10.2002. From the DPC-2008 same shall not be
applicable to the Executives who have been granted permission to acquire such
qualifications prior to 03.10.2002.
3.6 The probation of an Executive on promotion shall commence from the date of
promotion.
3.7 Employee in Sports, Library and Secretarial discipline will be given option for
merging in P&A discipline and can be considered on fulfillment of following.
a) Having worked satisfactorily for atleast two years in P&A Department
after obtaining prescribed qualification.
b) Out of 3 preceding AAR’s at-least 2 should have been rated Very Good.
c) Merger option is to be exercised between S4 to E3 level.
3.8 On merger in P&A no recruitment will be made against sports and library post
and thus 33% criteria shall not be applicable in their cases. For secretarial discipline
there should be a clear-cut vacancy in P&A department against 33 % quota for
promotion to E2 level from Supervisor Cadre. Merger at Supervisory level in
Secretarial Discipline will be against vacancy in P&A.
134
3.9 Executive of PR, OL & Law discipline will not be considered for merger.
3.10 The following will be the highest levels in OL, PR, Law, Library, Sports & Secretarial
disciplines.
Discipline Level
OL E6
PR & Law E7A
Library, Sports E5.
Secretarial E5
3.11 Executive, who had been promoted from Supervisory Grade to E2 under clause
3.2.1 of Statement of Company Policy regarding Promotion of Supervisor, shall
not be promoted beyond E2A level unless he acquires prescribed qualification or
qualify department examination within six year of promotion.
3.12 Note: Once an Executive secures qualifying marks in a paper(s) is not
further required to appear in the same paper(s). Executive is required to appear
only in the left-out paper(s) in the subsequent departmental examination.
However Executives should qualify in all papers taken together in a maximum of
four attempts.
4.0 ELIGIBILITY PERIOD:
4.1 In view of the fact that merit, efficiency and suitability can be meaningfully
determined on the basis of assessment of performance and potential over a
reasonable period, there shall be a minimum period of service in a grade, to be
called the “Eligibility Period”: and only those executives who complete the
minimum period so prescribed will be eligible for consideration for promotion to
the next higher grade.
4.2 Eligibility period shall be as under:
a) For promotion from E2 to E5
Level Executives Possessing Executives not possessing the
the Prescribed prescribed qualification or Excecutives
Qualification in Library/Sports & Secretarial discipline
E2 to E2A 1 year 2 years
E2A to E3 4 years 5 years
E3 to E4 4 years 5 years
E4 to E5 3 years 4 years
Above is subject to CPC 113/2008.
135
(b) Executives possessing prescribed qualification shall be considered for
promotion beyond E5 after 3 years eligibility period.
4.3 In case where company’s selection board during the interview has found a candidate
suitable for a post higher than his eligibility for the post and has given promotion
commitment in exceptional cases, D(P)/CMD will be competent to relax the
eligibility period for promotion and promote the employee as per the commitment
for promotion.
5.0 STANDARD DATES FOR PROMOTION:
5.1 To enable promotions being effected in a planned and rational manner and to
ensure that anomalies and unavoidable widening of inter-se differences are kept
down to the minimum, promotion of executives to available vacancies in grades
upto E7 to E7A will normally be made effective from standard date/dates.
5.2 While determining the eligibility period, the seniority weightage granted to an
executive, as laid down in the terms of appointment, will be taken into account.
5.3 Executive in the grade of E7 and below, who are found fit for promotion will be
considered for promotion effective from the standard dates, as mentioned below:
a) Executives who complete the eligibility period as on 1st January shall
be considered for promotion from 1st January; and
b) Executives who complete eligibility period as on 1st July shall be
considered for promotion from 1st July.
c) An executive who has been considered by DPC(s) and is not found
suitable for promotion will become due to be considered from next year
from the date arrived at as per sub para (a) & (b) above i.e. One full year
will be added to his eligibility date every time he/she is dropped by
DPC.
d) Executives who were not promoted due to non availability of vacancies,
will be considered by DPC from immediate next standard date. However,
candidates will have to compete with the new batch and merit shall be
drawn by the DPC by considering the factors as envisaged herein.
6.0 PERFORMANCE APPRAISAL:
6.1 The Performance Appraisal System in operation for the employees of the company,
as modified from time to time, will generally provide the basis for determination
of merit, efficiency, potential and suitability of employees for promotion to the
next higher grades.
6.2 The appraisal year shall be the calendar year for the executives. Targets will be set
by the controlling officers for all the subordinates during the last quarter of the
preceding year. A copy of the targets so set will be sent to the concerned P&A
Deptt., and the Annual appraisal/ Assessment Report format shall be same as
prescribed from time to time. In respect of executives who have been transferred
on deputation to other organizations, the concerned Personnel Deptt. shall maintain
136
and obtain annual appraisal report. The authorities and procedure for annual
assessment shall be as per SJVN rules.
6.3 Where more than 6 months of the appraisal year has elapsed at the time of
consideration of an executive for promotion, a Special Performance Report for the
part year may be obtained, which will be taken into consideration alongwith the
reports of the previous years. Once the special report is followed and replaced by
the usual annual report, the special report will no longer be taken into consideration.
Performance Appraisal Report for any period of less than 6 months in an appraisal
year will not be taken into consideration for the purpose of promotion. However,
where two or more reports are written in any appraisal year by reason of an executive
being posted under different reporting/countersigned officers, a single rating for
the year will be determined by the Departmental Promotion Committee.
6.4 The Appraisal System will be on a 5-point scale, as defined in the Appraisal formats.
For the purpose of promotion to the next higher grades upto the grade E6 to E7
and below the ratings given in the Annual Appraisal/Assessment Reports shall be
converted into points, as under, subject to overall assessment by moderation
committee.
Annual Appraisal Rating Rating points with respect to eligibility period
1 yr. 2 yrs. 3 yrs. 4 yrs. 5 yrs.
Exceptional 45 22.5 15 11.25 9
Very effective 36 18 12 9 7.20
Effective & Competent 27 13.5 9 6.75 5.40
Average 18 9 6 4.5 3.60
Not satisfactory Nil Nil Nil Nil Nil

6.4.1. In case, the CMD is the Accepting Authority and incumbent of the CMD post
ceases to be in employment, the Reviewing Officer will be treated as the Accepting
Authority. Where the Accepting Authority is other than CMD and such incumbent
ceases to be in employment, the next higher authority will be treated as the
Accepting Authority. If the incumbent of Reporting/Reviewing authority ceases to
be in employment the next higher authority will be considered Reporting/Reviewing
authority. On superannuation/resignation the acceptance of Annual Appraisal Report
shall be done within one month from the date of superannuation/resignation.
6.5.1 COMMUNICATION OF ADVERSE REMARKS:
In the event of the overall assessment being ‘un-satisfactory/not-satisfactory’
communication will be issued to the concerned Executive within one month of the
report being counter-signed by the counter-signing authority. For this, the counter
signing authority will send back the report to the reviewing officers for issuing the
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necessary communication to the concerned Executive. The communication issued
by the reporting/reviewing officer will contain all details and specific facts and
figures substantiating the adverse remarks. The identity of the superior officer
need not be disclosed.
6.5.2 The appraisee concerned will be asked to give his comments on the communication
issued. The appraisee should give his comments within one month of the receipt
of the communication. The adverse report alongwith comments of the appraisee
will be examined by the counter-signing authority, in consultation with the reporting
and reviewing officers, who will record his final decision alongwith reasons. In
case the adverse remarks have been recorded by the counter-signing authority, an
officer senior to the counter signing authority in consultation with the
countersigning authority and the reviewing officer shall record the final decision
alongwith reasons. The final decision will be taken within one month of the receipt
of the comments/representation of the Appraisee. Wherever, the reporting/reviewing
counter-signing officer is CMD, his decision regarding expunction/retention of
the adverse comments after due examination of the explanation submitted by the
appraisee will be final.
6.5.3 The final decision will be communicated to the appraisee with regard to:
- The earlier assessment being retained.
Or
- After due consideration the earlier remarks are expunged and the same
being noted in the appraisal form.
7.0 GRADE SERVICE:
7.1 The points for grade service shall be as under;
(a) For Promotion From E2 to E2A, E2A to E3, E3 to E4 & E4 to E5
Grade Service Points
Minimum Eligibility Period 18
Minimum Eligibility Period+1 year 20
Minimum Eligibility Period+2 years 22
Minimum Eligibility Period+3 years 25
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(b) For Promotion From E5 to E6 and E6 to E7.
Grade service Points
3 years 9
4 years 11
5 years 13
6 years and above 15
8.0 CRITERIA FOR PROMOTION TO NEXT HIGHER GRADE:

8.1 For promotion from E2 to E2A, E2A to E3, E3 to E4 and E4 to E5 level.
8.1.1 CRITERIA FOR PROMOTION FROM E2 TO E2A, E2A TO E3, E3 TO E4
AND E4 TO E5 LEVEL.
Factors which are to be taken into account for determining the suitability for
promotion of an executive in the above grades and the weightages thereof will be
as under;
Factors Maximum Points
Performance Appraisal Rating 45
Grade Service 25
DPC 30
8.1.1(a) 30 marks to be allotted by DPC will be allocated in the following manner:
Professional/Technical knowledge 10
Extraordinary task completed 10
Executive like qualities 5
General reputation 5
8.1.1(b) In case an Executive has been transferred from one station to another station after
completing 3 years at one station because of any reason whatsoever, attributable
to the Executive, the transfer is not effected five marks will be deducted from the
30 to be allotted by the DPC.
8.1.2 Points for performance appraisal ratings will be as per para 6.4 and for grade
service will be as per para 7.1.
8.1.3 The “Qualifying Points” for “Promotability” will be 75.
8.2 For promotion from E5 to E6 and E6 to E7 grade.
8.2.1 Factors which are to be taken into account for determining the suitability for
promotion of an executive in the above grades and the weightages thereof will be
as under;
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Factors Maximum Points
Performance Appraisal Rating 45
Grade Service 15
DPC 40
8.2.1(a) 40 marks to be allotted by DPC will be allocated in the following manner:
Professional/Technical knowledge 20
Extraordinary task completed 10
Officer like qualities 5
General reputation 5
8.2.1(b) In case an Executive has been transferred from one station to another station after
completing 3 years at one station because of any reason whatsoever, attributable
to the Executive, the transfer is not effected five marks will be deducted from the
40 to be allotted by the DPC.
8.2.2 Points for performance appraisal ratings will be as per para 6.4 and for grade
service will be as per para 7.1.
8.2.3 The “Qualifying Points” for “Promotability” will be 75.
8. 3 Promotion From E7 to E7A Grade:
8.3.1 The promotion in the above grades will be done based on the merit list drawn by
selection committee through consensus, comprising of all the full time functional
Directors with CMD as Chairman of selection committee.
8.4 For promotions up to E7 level, SC/ST candidates shall be given preference as per
the Government guidelines issued from time to time.
9.0 CONSTITUTION AND ROLE OF DEPARTMENTAL PROMOTION
COMMITTEE (FOR PROMOTION UPTO E7 GRADE) AND SELECTION
COMMITTEE (FOR PROMOTION FROM E7 TO E7A GRADE):
9.1 For the purpose of promotion of executive to the next higher grade upto E7 grade,
a Departmental Promotion committee (DPC) shall be constituted, with the approval
of Director (Personnel)/CMD as under :-
a. For promotion in the executive cadre from E2 to E5 grade :-
1. Director (Personnel)
2. Concerned Director for the employee
3. Another Director of the Corporation
4. SC/ST representatives.
b. For promotions in the executive cadre from E5 to E6 and above :-
1. Chairman-cum-Managing Director
2. Director (Personnel)
3. Concerned Functional Director
4. SC/ST representatives.
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The concerned GM or HOD may be invited by DPC for clarifications if any but
will not form a part of DPC.
9.1.1 The DPC will be held every year in the month of April. The DPC will consider the
suitability or otherwise of the eligible executives for promotion to the next higher
grade, on the basis of their qualifications, Appraisal Reports, Grade Service,
interview (wherever applicable) and other documents/records available in the
personal files which may have a bearing on their being considered for promotions.
9.1.2 The DPC will also interview the eligible executives for promotion from E3 to E4,
E4 to E5, E5 to E6 and E6 to E7 grades with a view to ascertain their suitability for
the next higher position.
9.1.3 The DPC shall take into consideration all the Performance Appraisal Reports of
minimum eligibility period including Special Performance Report, if any. In case,
an executive is not promoted in the first/subsequent DPCs the next DPC will
consider Performance Appraisal Reports, as under:
Applicable AARs to be considered
Minimum
Eligibility
Period
1 1 best AAR out of 2 AARs of years immediately preceding
the year of DPC.
2 2 best AARs out of 3 AARs of years immediately preceding
the year of DPC.
the year of DPC.
the year of DPC.
the year of DPC.
9.1.4 The points secured by each eligible executive from the Performance Appraisal
Reports, Grade Service and points awarded by DPC will be aggregated. Those
executives who have been found suitable for promotion will be ranked in order of
merit. Where the aggregate of the points is the same, they will be ranked in the
order of seniority, as per the following criteria:
a) Length of service in a grade from the date of joining inclusive of seniority
weightage, if any or from the date of promotion in SJVN.
b) Merit position in the selection panel where date of joining is the same or
the merit position in the DPC minutes where date of promotion is the
same.
9.2 For promotion of executives from E7 to E7A grade, selection committee will be
formed with the approval of D(P)/CMD, as under:
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a) CMD as chairman of the committee.
b) All other full time functional Directors -Members.
c) SC/ST representative (if required).
The selection committee, based on the performance in the interview, will rank the
suitable executives in the order of merit by a consensus.
9.3 The panel of the selected executives, in the order of merit drawn by the
Departmental Promotion Committee/Selection Committee will be submitted to
the competent authority for approval. The competent authority shall be the
appointing authority of the respective posts/levels.
9.4 The promotion orders shall be issued by the Corporate HRM Division after approval
of the appointing authority.
10.0 RESERVATION FOR SC/ST:
10.1 The directives of the Govt. of India with regard to reservation of posts for SC/ST
employees in the matter of promotion, as issued from time to time, will be followed
in SJVN also.
11. DEBARRING:
11.1 An Executive whose Annual Confidential Report/Performance Appraisal for any
year during the minimum eligibility period is rated ‘Unsatisfactory/Not Satisfactory’
will not be considered for promotion to the next higher grade by the DPC.
11.2 An Executive who has been awarded minor punishment will be debarred for a
period of one year from the effective date of punishment order from consideration
for promotion. However, when an enquiry is prolonged for more than two years
from the date of issue of charge sheet and such delay is not attributable to the
Executive and as a consequence of enquiry leads to award of censure, then in that
event the Executive shall not be debarred for promotion for more than two years
from the date of his/her eligibility. No Executive who has been awarded three/
more minor punishments in the same calendar year or major punishment shall be
considered for promotion for the next two years from the effective date of the last
punishment order. However Executives will be considered by DPC for promotion
immediately on the next standard date of promotion as soon as the period of
Currency of punishment is over, subject to completion of eligibility period.
11.3 Any Executive who has been on EOL for a period of 30 days or more in a year or
90 days in 3 consecutive years will not be considered for promotion, unless such
leave is on medical grounds. Further, impact of EOL (other than on medical grounds)
shall be as under:
a) If EOL during the eligibility period is less than or equal to 30 days, the
same will have no effect on the eligibility date for promotion.
b) If EOL during the eligibility period is more than30 days and less than or
equal to 60 days, the eligibility period will be extended by six months.
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c) If EOL during the eligibility period is more than 60 days and less than or
equal to 90 days, the eligibility period will be extended by one year.
d) If EOL during the eligibility period is more than 90 days and less than or
equal to 120 days, the eligibility period will be extended by one year and
six months. If the EOL during the eligibility period is more than 120 days,
the eligibility period will be extended by two years. The maximum effect
of EOL on extension of eligibility period in a grade will be two years.
e) If EOL is for less than six months in the assessment period, the assessment
may be considered as representative of the whole assessment period.
11.4 No Executive under suspension or against whom disciplinary or vigilance
proceedings have been instituted shall be promoted until he is unconditionally
reinstated or exonerated. In case of unconditional reinstatement or exoneration,
he will be allowed promotion with retrospective effect, but the financial benefit
accruing due to promotion will be allowed with effect from the date of issuance of
promotion orders only and no arrears will be payable on this account, unless
specifically mentioned otherwise in the promotion order. DPC proceedings shall
be kept in sealed cover. In light of the judgment of Hon. Supreme Court in case of
Union of India etc. Vs. K.V. Janaki Raman (AIR1991SC2010), the sealed cover
procedure be adopted in following circumstances:
(i) Executive under suspension.
(ii) Executive in respect of whom a charge sheet has been issued and the
disciplinary Proceedings are pending; and
(iii) Executive in respect of whom prosecution for a criminal charge is
pending.
The procedure and guidelines as communicated by Department of Personal &
Training vide OM dated 14th September’ 1992 be adhered.
11.5 Other conditions for debarring employees from promotions as laid down by the
Govt. of India/Company from time to time will be followed.
12.0 GENERAL:
12.1 All clarifications/doubts relating to this policy may be referred to the Corporate
HRM Division and the decision of Director (Personnel) shall be final and binding
in this regard. Minor modifications/alterations/additions in rules can be made by
D(P)/CMD.
12.2 The management reserves the right to modify, cancel, add or amend any of the
provisions of the policy at any time.
13.0 APPEAL:
13.1 An executive who is aggrieved by an order of promotion on the ground that he has
been superseded may appeal or represent his case to the CMD through proper
channel. Representations/appeal must be submitted within 45 days of the date of
notification of promotion with sufficient evidence and justification. Flimsy appeals
may lead to reprimand against the Executive.
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13.2 CMD may intervene under following circumstances :
a) There is improper interpretation or application of rules.
b) The ACRs have not been recorded in fair manner and there is sufficient
ground for proving biased recording.
c) DPC has not given marks in a fair manner and there is a sufficient ground to
prove bias.
13.3 CMD under above circumstances in consultation with Director (Personal) and
after recording the reasons in writing may constitute a fresh DPC and refer the
case to fresh DPC or order a particular years ACRs to be treated as null and void in
which case ACRs for a year preceding the year under consideration will be
considered or expunge certain remarks if they can be attributed to a particular
superior officer where remarks by the other officers are absolutely different.
*****
144
POLICY REGARDING
PROMOTION OF
SUPERVISORS
145
146
CONTENTS
RULE TITLE PAGE
1.0 Objectives 149
6.4 Communication of Adverse Remarks 154
8.0 Test/Interview & Qualification 155
9.0 Criteria for Promotion to the Next Higher Grade 155
12.0 Debarring 157
13.0 General 158
14.0 Appeal 158
147
PROMOTION POLICY OF SUPERVISOR
148
POLICY REGARDING PROMOTIONS OF SUPERVISORS
1.0 OBJECTIVES:
1.1 The objective of the Promotion Policy for the employees in the supervisory category
is to:
i) Provide, keeping in view the organizational requirements, adequate growth
opportunity consistent with merit and suitability.
supervisors to higher levels.
iii) To ensure uniformity, consistency and fairness in the promotion of
company supervisors.
2.0 SCOPE & COVERAGE:
2.1 This Statement of Company Policy will be applicable to all employees in supervisory
category borne on the regular rolls of SJVN.
2.2 The Policy Statement will not be applicable to supervisors who are appointed for a
limited tenure, superannuated persons reappointed in the Company’s service and to
other supervisors appointed on a purely casual or temporary basis.
2.3 Supervisors in whose cases a clause in the terms of initial appointment explicitly
specified period of service in the grade in which the supervisor initially joins the
Corporation will be excluded from the purview of this policy statement.
2.4 Supervisors who are on deputation to SJVN or who retain lien on the service of the
2.5 HPSEB employees working on deputation basis in SJVN shall also not be covered
2.6 Supervisor on deputation to other PSUs/Autonomous Bodies/Government shall be
entitled for proforma promotion in SJVN. The promotion will be effective only after
the Supervisor reverts back to SJVN. However, following has been clarified
regarding fixation of pay , extension of financial benefit etc, :-
Issue Clairification
of eligibility of promotion
or from the date of joining
back in SJVN after
deputation.
149
In case of promotion from On proforma promotion, if employee opt to
back date whether the continue on deputation in such cases he will draw
employee is eligible the pay of pre-promoted post and will not be
for financial benefit. entitled to claim any financial benefits of
promoted post. However, on repatriation to SJVN
and assumption of duties on promoted post the
period of service covered under Proforma
Promotion shall be counted towards initial
fixation of pay and increments. But the
employee will not be entitled for any arrears
for deputation period.
promotion. On repatriation, the pay shall be fixed
by assuming that the employee had been promoted
from the deemed date of promotion. However,
SJVN shall have no objection if the borrowing
organization agrees to extend the benefits of
revised pay and perks as applicable on
promoted post.
Whether the period spent Yes, seniority shall be from the date of his
on deputation shall be eligibility.
counted as eligibility for
next promotion.

3.1 Promotion of supervisors to positions in next higher grades will be on the basis of
seniority, merit, efficiency, grade service, suitability and vacancies. The appointing
authority may consider aggregation of grades from S1 to S3/S4 level at its discretion
for the purpose of assessing vacancies.
3.2 The promotions of employees from supervisory to executive category shall be
considered from S3 to E2 grade, subject to the employees possessing the prescribed
qualification/ job specifications for the executive post.
3.2.1 Supervisor who does not possess the prescribed qualification (but possessing highest
qualification as per Job Specification for Supervisors) shall be considered for
promotion from S3 to E2 grade in addition to Para 3.2, if individual gives an
undertaking that he/she shall acquire prescribed qualification or will pass the
departmental examination within six years of promotion failing which promotion
beyond E2A level will not be considered.
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3.2.1.1 For the purpose of para 3.2 and 3.2.1 prescribed qualification shall be as under:
Sl. No. Functions Qualifications
1. Personnel & Post Graduation degree or equivalent 3 years part time
Admn. or 2 years full time diploma in Personnel Management
or Industrial Relations, Social Work/Social Science or
Industrial Engineering from a recognized University/
Institute.
Three years Post Graduate diploma in Personnel
Management from NIPM.
2. Official Language A post graduate degree in Hindi with English as a
(Hindi) subject in the degree examination from a recognized
university /Institute.
3. Public Relations Graduate with Post Graduate Diploma in Journalism
or Public Relations or Mass Communication of
duration not less than 2 years* from recognized
University/institute.
4. Finance ACA/FCA, AICWA/FICWA/MBA Finance from a
recognized University/institute.
5. Law Degree in law from a recognized university/institute
6. Company Graduate with ACS from a recognized
Secretary University/Institute.
7. Geology M.Sc. Geology, M.Sc (Applied Geology)/M.Sc.
(Geo-physics) with Engineering Geology as the main
subject, from a recognized University/Institute
8. EDP Bachelor degree in Computer Engineering/MCA or
equivalent from a recognized Univ./Institute.
9. Engineering AMIE or Bachelor Degree in Engineering.
Full time courses from recognized institutes/universities will be considered only if
study leave is taken and classes for the entire period are attended. Three years part
time diploma will be considered if evening classes are attended in recognized
institute located in the place of posting. MBA(Three years) from ‘Indira Gandhi
National Open University’ will also be considered.
3.2.2 33% vacancies shall be reserved in the E2/E2A/E3 cluster for promotion from
Supervisory cadre to E2 as stipulated in Para 3.2 & 3.2.1.
3.2.3 In respect of supervisor not possessing the prescribed qualifications for promotion
to executive cadre, they will be required to qualify departmental examination as
prescribed by SJVN for this purpose. For being eligible to appear in the departmental
examination, the employees in the supervisory category will be required to have put
in at least two years of service in S3 grade/level. The Competent Authority to
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approve the syllabus, examination body and method of examination etc. will be
CMD.
3.2.4 Corporate HRM Division will issue notification for holding of departmental
examinations, keeping in view the vacancy position and number of Supervisors
eligible to appear in the departmental examination in each function/level. The
departmental examination will be centrally administered by Corporate HRM
Division.
3.2.5 Once an employee secures qualifying marks in a paper(s) is not further required to
appear in the same paper(s). Employee is required to appear only in the left-out
paper(s) in the subsequent departmental examination. However employee should
qualify in all papers taken together in a maximum of four attempts.
3.3 Supervisor not possessing graduate degree will be considered for stagnation
promotion to S2 level after putting 7 years service at S1 level. No supervisor in Non-
Engineering discipline will be promoted beyond S2 level unless he passes graduate
degree.
3.4 The supervisors will be considered twice in year i.e. w.e.f.1st January and 1st of July
every year.
3.5 The probation of a Supervisor on promotion shall commence from the date of
promotion.
reasonable period, there shall be a minimum period of service in a grade, to be called
the “Eligibility Period” and only those supervisor who complete the minimum period
so prescribed will be eligible for consideration for promotion to the next higher
grade.
4.2 The eligibility period shall be as under:
Category Period
Supervisors possessing highest qualification as per job 3 years*
specification for supervisors.
Supervisors not possessing qualification as per job specification 4 years.
for supervisors.
*In Finance discipline the supervisor possesing M.Com qualification shall be eligible
after expiry of 3 years. (Ref. CPC No. 104/2008).
4.3 Management will have the power to increase or decrease the Eligibility Period based
on requirements, vacancy position etc.
5.1 To enable promotions being effected in a planned and rational manner and to ensure
that anomalies and unavoidable widening of inter-se differences are kept down to the
minimum, promotion of supervisors to available vacancies will normally be made
effective from standard date/dates.
152
5.2 While determining the eligibility period, the seniority weightage granted to a supervisor,
as laid down in the terms of appointment, will be taken into account.
5.3 Supervisors who are found fit for promotion will be considered for promotion effective
from the standard dates, as mentioned below:
a) Supervisors who complete the eligibility period as on 1st January shall be
considered for promotion from 1st January; and
b) Supervisors who complete the eligibility period as on 1st July shall be
c) A Supervisor who has been considered by DPC and is not found suitable
for promotion will become due to be considered from next year from the
date arrived at as per sub para (a) & (b) above i.e. One full year will be
added to his eligibility date each time he/she is dropped by DPC.
d) Supervisors who were not promoted due to non availability of vacancies
drawn by the DPC by considering the factors as envisaged herein.
6.1 The Performance Appraisal System in operation for the Supervisors of the company,
as modified from time to time, will generally provide the basis for determination of
merit, efficiency, potential and suitability of employees for promotion to the next
higher grades.
6.2 The appraisal year shall be the calendar year for the Supervisors. Targets will be set
by the controlling officers for all the subordinates during the last quarter of the
preceding year. A copy of the targets so set will be sent to the concerned P&A Deptt.
and the Annual Appraisal/Assessment Report format shall be as prescribed from time
to time. In respect of Supervisors who have been transferred on deputation to other
organization, the concerned Personnel Deptt. Shall maintain and obtain annual
appraisal report. The authorities and procedure for annual assessment shall be as per
SJVN rules.
6.3 The Appraisal System will be on a 5-point scale, as defined in the Appraisal formats.
For the purpose of promotion to the next higher grades, the ratings given in the
Annual Appraisal/Assessment Reports shall be converted in points as under;
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Rating from Points rating for Points rating for 4 years
appraisal reports 3 years eligibility eligibility.
Outstanding 10 7.5
Very Good 8 6
Good 6 4.5
Satisfactory 4 3
Unsatisfactory Nil Nil
6.4 COMMUNICATION OF ADVERSE REMARKS:

6.4.1 In the event of the overall assessment being ‘un-satisfactory/ not satisfactory’
communication will be issued to the concerned Supervisor within one month of the
necessary communication to the concerned Supervisor. The communication issued
by the reporting/ reviewing officer will contain all details and specific facts and
figures substantiating the adverse remarks. The identity of the superior officer need
not be disclosed.
issued. The appraisee should give his comments within one month of the receipt of
the communication. The adverse report alongwith comments of the appraisee will
be examined by the counter-signing authority, in consultation with the reporting and
reviewing officers, who will record his final decision alongwith reasons. In case the
adverse remarks have been recorded by the counter-signing authority, an officer
senior to the counter signing authority in consultation with the countersigning
authority and the reviewing officer shall record the final decision alongwith reasons.
The final decision will be taken within one month of the receipt of the comments/
representation of the appraisee. Wherever, the reporting/reviewing counter-signing
officer is CMD, his decision regarding expunction/retention of the adverse comments
after due examination of the explanation submitted by the appraisee will be final.
The earlier assessment being retained.
or
After due consideration the earlier remarks are expunged and the same
being noted in the appraisal form.
6.5 In case, Incumbent of any Accepting authority ceases to be in employment, the next
higher authority will be treated as the Accepting Authority. If the incumbent of
Reporting/Reviewing authority ceases to be in employment the next higher authority
will be considered Reporting/Reviewing authority. On superannuation/resignation
the acceptance of Annual Appraisal Report shall be done within one month from the
date of superannuation/resignation.
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7.0 GRADE SERVICE:
7.1 The points for grade service i.e. service rendered by the supervisors in their respective
grades shall be as under;
Grade Service Points rating for Promotion
3 years 20
4 years 23
5 years 26
6 years and above 30
8.0 TEST/INTERVIEW & QUALIFICATION:
8.1 In addition to fulfilling the other eligibility conditions, an employee must possess the
requisite qualifications prescribed, if any, for the next higher post against which he
is to be considered for promotion.
8.2 For promotion from S3 to E2 grade, the employee must qualify in the test(s) and/or
interview, as may be prescribed with the approval of Director (Personnel). Test(s)
and/or interviews are also to be conducted for promotion from S3 to S4 level, unless
specific relaxation is given by Director (Personnel).
8.3 The test(s)/ interviews, wherever prescribed, shall be conducted by a Committee to
be constituted by Director (Personnel) for promotion from S3 to E2 level and
appointing authority for promotion from S3 to S4 level.
8.4 The total number of points available for test(s)/ interviews shall be 40. In case,
where both tests and interviews are prescribed, the points shall be divided in the
ratio of 1: 1.
9.0 CRITERIA FOR PROMOTION TO THE NEXT HIGHER GRADE:
9.1 Factors which are to be taken into account for determining suitability for promotion
of a supervisor and the weightage thereof shall be as under:
a) Promotion of supervisors from the grade S1 to S2, S2 to S3 and S3 to S4:
FACTORS MAXIMUM POINTS
Performance appraisal ratings (for last 3/4 years) 30
Grade Service 30
Test(s)/ Interview 40
TOTAL 100
In case where no test and/or interview is involved, the total maximum points
will be 60
The overall “Qualifying Percentage” for “Promotion” will be 63%.
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b) Promotion of Supervisors from the grade of S3 to E2 :
Grade Service 30
TOTAL 100
The Points for the Performance Appraisal Ratings and Grade Service shall be as given
in para 6.3 and 7.1 respectively.
The Overall “Qualifying Percentage” for “Promotion” will be 75 %.
9.2 SC/ST candidates shall be given preference as per Govt. guidelines issued from
time to time.
COMMITTEE:
10.1 All the promotion in the supervisory categories will be carried out by the concerned
project except in case of promotion from supervisory to executive level, which will
be centralized at corporate office. For the purpose of promotion, of supervisors to
the next higher grade, a Departmental Promotion committee (DPC) shall be
constituted by appointing authority, as under:
1) HOD of employee concerned
2) Chief Personnel Manager/Sr.Manager (Pers.)
3) One other Head of Department
4) SC/ST representatives
5) A representative from Corporate Personnel to be nominated by
Director(Personnel).
10.2 The DPC will be held every year in the month of April. The DPC will consider the
suitability or otherwise of the eligible Supervisors for promotion to the next higher
grade, on the basis of their qualifications, Appraisal Reports, Test (wherever
applicable) and other documents/records available in the personal files which may
have a bearing on their being considered for promotions.
10.3 The DPC shall take into consideration the Performance appraisal Reports including
Special Performance Report, if any, for the last 3/4 years. In case, a Supervisor is
not promoted in the first / subsequent DPCs the next DPC will consider the best 3/
4 Performance appraisal Reports out of the reports for the last 4/5 years.
10.4 The points secured by each eligible supervisor from the Performance Appraisal
Reports, Grade Service and points in test (wherever applicable) will be aggregated.
Those supervisors who have been found suitable for promotion will be Ranked in
order of merit. Where the aggregate of the points is the same, they will be ranked in
the order of seniority, as per the following criterion:
156
b) Merit position in the selection panel where date of joining is the same or the
merit position in the DPC minutes where date of promotion is the same.
10.5 The panel of the selected supervisors, in the order of merit will be drawn by the
Departmental Promotion Committee and submitted to the competent authority for
approval. The competent authority shall be the appointing authority of the respective
posts/levels.
10.6 The promotion orders shall be issued by the respective HRM Division after approval
11.0 RESERVATION FOR SC/ST:
in SJVN also.
12.0 DEBARRING:
12.1 Supervisor whose Annual Confidential Report/Performance Appraisal for any year
during the minimum eligibility period is rated ‘Unsatisfactory/Not Satisfactory’ will
not be considered for promotion to the next higher grade by DPC.
12.2 Supervisor who has been awarded minor punishment will be debarred for a period
of one year from the effective date of punishment order from consideration for
promotion. However, when an enquiry is prolonged for more than two years from
the date of issue of charge sheet and such delay is not attributable to the Supervisor
and as a consequence of enquiry leads to award of censure, then in that event the
Supervisor shall not be debarred for promotion for more than two years from the date
of his/her eligibility. No Supervisor who has been awarded three/more minor
punishments in the same calendar year or major punishment shall be considered for
promotion for the next two years from the effective date of the last punishment order.
However Supervisors will be considered by DPC for promotion immediately on the
next standard date of promotion as soon as the period of currency of punishment is
over, subject to completion of eligibility period.
12.3 Any Supervisor who has been on EOL for a period of 30 days or more in a year or
leave is on medical grounds. Further, impact of EOL (other than on medical grounds)
shall be as under:
a) If EOL during the eligibility period is less than or equal to 30 days, the same
will have no effect on the eligibility date for promotion.
157
six months. If the EOL during the eligibility period is more than 120 days,
the eligibility period will be extended by two years. The maximum effect
of EOL on extension of eligibility period in a grade will be two years.
12.4 No Supervisor under suspension or against whom disciplinary or vigilance
reinstated or exonerated. In case of unconditional reinstatement or exoneration, he
will be allowed promotion with retrospective effect, but the Financial benefit
specifically mentioned otherwise in the promotion order. DPC proceedings shall be
kept in sealed cover. In light of the judgment of Hon. Supreme Court in case of Union
of India etc. Vs. K.V. Janaki Raman (AIR1991SC2010), the sealed cover procedure
be adopted in following circumstances:
(i) Supervisor under suspension.
(ii) Supervisor in respect of whom a charge sheet has been issued and the
disciplinary proceedings are pending; and
(iii) Supervisor in respect of whom prosecution for a criminal charge is
pending.
The procedure and guidelines as communicated by Department of Personal &
Training vide OM dated 14th September’ 1992. be adhered.
12.5 Other conditions for debarring employees from promotions as laid down by the Govt.
of India/Company from time to time will be followed.
13.0 GENERAL:
HRM Division and the decision of Director (Personnel) shall be final and
binding in this regard minor modifications/alterations/additions in rules can be made
by D(P)/CMD.
14.0 APPEAL
14.1 Supervisor who is aggrieved by an order of promotion on the ground that he has been
superseded may appeal or represent his case to the Director(Personnel) through
proper channel. Representations/appeal must be submitted within 45 days of the date
of notification of promotion with sufficient evidence and justification. Flimsy
appeals may lead to reprimand against the Supervisor The decision of Director
(Pers.) shall be final and binding to the Supervisor.
158
14.2 Director(Personnel) may intervene under following circumstances
a) There is improper interpretation or application of rules.
b) The ACRs have not been recorded in fair manner and there is sufficient
ground for proving biased recording.
c) DPC has not given marks in a fair manner and there is a sufficient ground
to prove bias.
14.3 Director(Personnel) under above circumstances in consultation with concerned
Director and after recording the reasons in writing may constitute a fresh DPC and
refer the case to fresh DPC or order a particular year’s ACRs to be treated as null and
void in which case ACRs for a year preceding the year under consideration will be
considered or expunge certain remarks if they can be attributed to a particular
superior officer where remarks by the other officers are absolutely different.
********
159
160
POLICY REGARDING
PROMOTION OF
WORKMEN
161
162
CONTENTS
RULE TITLE PAGE
1.0 Objectives 165

6.4 Communication of Adverse Remarks 169
8.0 Tests, Interviews & Qualification Bars 170
9.0 Criteria for Promotion to the Next Higher Grade 170
12.0 Debarring 172
13.0 General 174
163
PROMOTION POLICY OF WORKMEN
164
POLICY REGARDING PROMOTION OF WORKMEN
1.0 OBJECTIVES:
1.1 The objective of the Promotion Policy for the employees in the workmen category
is to:
i) Provide, keeping in view the organizational requirements, adequate growth
opportunity consistent with merit and suitability.
workmen to higher levels.
iii) To ensure uniformity, consistency and fairness in the promotion of
company workmen.
2.0 SCOPE & COVERAGE:
2.1 This Statement of Company Policy will be applicable to all employees in workmen
category borne on the regular rolls of SJVN.
2.2 The Policy Statement will not be applicable to workmen who are appointed for a
limited tenure, superannuated persons reappointed in the company’s service and
to other workmen appointed on a purely casual or temporary basis.
2.3 Workmen in whose cases a clause in the terms of initial appointment explicitly
specified period of service in the grade in which the workmen initially joins the
corporation will be excluded from the purview of this policy statement.
2.4 Workmen who are on deputation to SJVN or who retain lien on the service of the
2.5 HPSEB employees working on deputation basis in SJVN shall also not be covered
2.6 The Workmen of SJVN on deputation to other PSUs/Autonomous Bodies/
Government shall be entitled for proforma promotion in SJVN. The promotion
will be effective only after the Workmen revert back to SJVN. However, following
has been clarified regarding fixation of pay, extension of financial benefit etc,:-
165
Issue Clarification
of eligibility of promotion
or from the date of joining
back in SJVN after
deputation.
In case of promotion from On proforma promotion, if employee opt to
back date whether the continue on deputation in such cases he will draw
employee is eligible the pay of pre-promoted post and will not be
for financial benefit. entitled to claim any financial benefits of
promoted post. However, on repatriation to SJVN
and assumption of duties on promoted post the
period of service covered under Proforma
Promotion shall be counted towards initial
fixation of pay and increments. But the
employee will not be entitled for any arrears
for deputation period.
promotion. On repatriation, the pay shall be fixed
by assuming that the employee had been promoted
from the deemed date of promotion. However,
SJVN shall have no objection if the borrowing
organization agrees to extend the benefits of
revised pay and perks as applicable on
promoted post.
Whether the period spent Yes, seniority shall be from the date of his
on deputation shall be eligibility.
counted as eligibility for
next promotion.
3.1 Promotion of workmen to positions in next higher grades will be on the basis of
seniority, merit, efficiency, grade service and suitability and vacancies. The
appointing authority may consider aggregation of grades in the level W1 – W2
and W3 to W6 and W7 to W 11 at its own discretion for the purpose of assessing
vacancies. Promotions from workmen to supervisory category shall be considered
from W6 to S1 grade, subject to employee possessing prescribed qualifications
for the supervisory posts as stipulated in Promotion Channels.
3.1.1 In respect of Workmen not possessing the prescribed qualifications for promotion
to supervisory cadre, they will be required to qualify departmental examination as
prescribed by SJVN for this purpose. For being eligible to appear in the departmental
166
examination, the employees in the workmen category will be required to have put
in atleast three years of service as workmen in the level of W7. The Competent
Authority to approve the syllabus, examination body and method of examination
etc. will be CMD.
3.1.2 Corporate HRM Division will issue notification for holding of departmental
examinations, keeping in view the vacancy position and number of Workmen eligible
to appear in the departmental examination in each function/level. The departmental
examination will be centrally administered by Corporate HRM Division.
3.1.3 Once an employee secures qualifying marks in a paper(s) is not further required to
appear in the same paper(s). Employee is required to appear only in the left-out
paper(s) in the subsequent departmental examination. However employee should
qualify in all papers taken together in a maximum of four attempts.
3.2 The workmen will be considered twice in year i.e. w.e.f.1st January and 1st of July
every year. The probation of a Workman on promotion shall commence from the
date of promotion.
3.3 33% Vacancy shall be reserved in skilled/semi-skilled category for promotion from
unskilled category and 50% vacancy shall be reserved in Supervisory category for
promotion from workmen category. Employee not possessing graduate degree will
be considered for stagnation promotion to S2 level after putting 7 years service at
S1 level. No employee will be promoted beyond S2 level unless he possesses
graduate degree.
3.4 Workmen possessing 3/4 years Diploma in Engineering through Distance Education
Programme recognized by State Technical Education Board/AICTE/Distance
Education Council (DEC) under IGNOU Act 1985 shall be considered
for promotion to S1 from W6 subject to qualifying Departmental Examination.
Corporate HRD Group will conduct examination (including finalization of
syllabi etc.)
reasonable period, there shall be a minimum period of service in a grade, to be
called the “Eligibility Period”: and only those workmen who complete the minimum
period so prescribed will be eligible for consideration for promotion to the next
higher grade.
4.2 The eligibility period for promotion to next higher grade for employee in the
workmen category shall be as under:
W1 & W2 - 5 years
W3 to W11 - 4 years
167
4.2.1 The eligibility period for stagnation promotion to the next special grade for
employees in the workmen category shall be as under:-
W2 to W3 (special) 8 years
W6 to W7 (special) 7 years
W3 (special) is unskilled grade and W7 (special) is skilled grade.
4.2.2 Workmen in Un-skilled category shall be considered for promotion in un-skilled
category (i.e. promotion to W2 and W3- Special) irrespective of qualification
possessed by them.
4.3 Management will have the power to increase or decrease the Eligibility Period
based on requirements, vacancy position etc.
5.1 To enable promotions being effected in a planned and rational manner and to
ensure that anomalies and unavoidable widening of inter-se differences are kept
down to the minimum, promotion of workmen to available vacancies will normally
be made effective from standard date/dates.
5.2 While determining the eligibility period, the seniority weightage granted to a
workman, as laid down in the terms of appointment, will be taken into account.
5.3 Workmen who are found fit for promotion will be considered for promotion
effective from the standard dates, as mentioned below:
a) Workmen who complete the eligibility period as on 1st January shall be
considered for promotion from 1st January; and
b) Workmen who complete the eligibility period as on 1st July shall be
c) A Workman who has been considered by DPC and is not found suitable
for promotion will become due to be considered from next year from the
date arrived at as per sub para (a) & (b) above i.e. One full year will be
added to his eligibility date each time he/she is dropped by DPC.
d) Workmen who were not promoted due to non availability of vacancies
drawn by the DPC by considering the factors as envisaged in herein.
6.1 The Performance Appraisal System in operation for the employees of the company,
as modified from time to time, will generally provide the basis for determination
of merit, efficiency, potential and suitability of employees for promotion to the
next higher grades.
6.2 The appraisal year shall be the calendar year for the Workmen and the Annual
Appraisal/Assessment Report format shall be the same as prescribed from time to
time. In respect of Workmen who have been transferred on deputation to other
organization, the concerned Personnel Deptt. shall maintain and obtain annual
168
appraisal report. The authorities and procedure for annual assessment shall be as
per SJVN rules.
6.3 The Appraisal System will be on a 5 point scale, as defined in the Appraisal formats.
For the purpose of promotion to the next higher grades, the ratings given in the
Annual Appraisal/Assessment Reports shall be converted in points as under:
Rating from Appraisal Points for Promotion
reports From W1 to W2 From W3 to W4 to
& W2 to W3 W11 & W6 to S1
Outstanding 6 7.5
Very Good 5 6
Good 4 5
Satisfactory 3 4
Unsatisfactory Nil Nil
6.4 COMMUNICATION OF ADVERSE REMARKS:
6.4.1 In the event of the overall assessment being ‘un-satisfactory/not-satisfactory’
communication will be issued to the concerned Workman within one month of the
necessary communication to the concerned Workman. The communication issued
by the reporting/reviewing officer will contain all details and specific facts and
figures substantiating the adverse remarks. The identity of the superior officer
need not be disclosed.
issued. The appraisee should give his comments within one month of the receipt of
the communication. The adverse report alongwith comments of the appraisee will
be examined by the counter-signing authority, in consultation with the reporting
and reviewing officers, who will record his final decision alongwith reasons. In
case the adverse remarks have been recorded by the counter-signing authority, an
officer senior to the counter signing authority in consultation with the countersigning
authority and the reviewing officer shall record the final decision alongwith reasons.
The final decision will be taken within one month of the receipt of the comments/
representation of the appraisee. Wherever, the reporting/reviewing counter-signing
officer is CMD, his decision regarding expunction/retention of the adverse
comments after due examination of the explanation submitted by the appraisee
will be final.
The earlier assessment being retained.
or
After due consideration the earlier remarks are expunged and the
same being noted in the appraisal form.
169
7.0 GRADE SERVICE:
7.1 The points for grade service i.e. service rendered by the workmen in their respective
grades shall be as under;
Grade Service Points rating for Promotion
From W1 to W2 & From W3 to W4 to
W2 to W3 W11 & W6 to S1
4 years - 20
5 years 20 23
6 years 25 26
7 years and above 30 30
8.0 TESTS, INTERVIEWS & QUALIFICATION BARS:
8.1 In addition to fulfilling the other eligibility conditions, A Workman must possess
the requisite qualifications prescribed in Promotion Channels, for the next higher
post against which he is to be considered for promotion.
8.2 For Promotion from workmen to supervisory grade (W6 to S1) or unskilled to
skilled grade (W2 to W3) or skilled grade (W2 to W3) or skilled to highly skilled
grade (W6 to W7), the employee must qualify in the test(s) and/or interview, as
may be prescribed with the approval of appointing authority. Test(s) and interview
may also be prescribed, if required, for promotions in intermediate workmen levels
with the approval of appointing authority.
8.3 The test (s)/interviews, wherever prescribed, shall be conducted by a Committee
to be constituted by appointing authority.
8.4 The total number of points available for test (s)/ interviews shall be 40.In cases
where both test (S)/ interviews are prescribed, the points shall be divided in the
ratio of 1:1
9.0 CRITERIA FOR PROMOTION TO THE NEXT HIGHER GRADE:
9.1 Factors which are to be taken into account for determining suitability for promotion
of a workman and the weightage thereof shall be as under:
a) Promotion of workmen from the grade of W1 to W2 and W2 to W3 and
W3 to W4 to W10 to W11:
Performance appraisal ratings 30
(for last 4/5 years, as the case maybe)
Grade Service 30
TOTAL 100
170
The Points for the Performance Appraisal Ratings and Grade Service
shall be as given in para 6.3 and 7.1 respectively.
In cases where no test and/ or interview is involved, the total maximum
points Will be 60.
The overall “Qualifying Percentage” for” Promotabi1ity” will be 60%.
b) Promotion of Workmen from Workmen to Supervisory cadre (W6 to S1)
or unskilled to skilled cadre (W2 to W3) or skilled to highly skilled cadre
(W6to W7) :
FACTORS MAXIMUM
POINTS
Grade Service 30
TOTAL 100
The point for the performance appraisal ratings and Grade Service shall
be as given in para 6.3 and 7.1 respectively.
The overall “Qualifying percentage” for “Promotability” will be 75%.
9.2 SC/ST candidates shall be given preference as per Govt. guidelines issued from
time to time.
COMMITTEE:
10.1 All the promotion in workmen cadre will be carried out by respective project. For
the purpose of promotion of workmen to the next higher grade, a Departmental
Promotion committee (DPC) shall be constituted to be approved by appointing
authority, as under:
a) HOD of employee concerned
b) Chief Personnel Manager/Sr.Manager (Pers.)
c) One other Head of Department
d) SC/ST representatives
e) A representative from Corporate Personnel to be nominated by Director
(Personnel)
10.2 The DPC will be held every year in the month of April. The DPC will consider the
suitability or otherwise of the eligible workmen for promotion to the next higher
grade, on the basis of their qualifications, Appraisal Reports, Test (wherever
applicable) and other documents/records available in the personal files which may
have a bearing on their being considered for promotions.
171
10.3 The DPC shall take into consideration the Performance appraisal Reports including
Special Performance Report, if any, for the last 4/5 years. In case, a Workmen is
not promoted in the first / subsequent DPCs, the next DPC will consider the best
4/5 Performance appraisal Reports out of the reports for the last 5/6 years.
10.4 Those workmen who have been found suitable for promotion will be ranked in
order of merit. Where the aggregate of the points is the same, they will be ranked
in the order of seniority, as per the following criterion:
b) Merit position in the selection panel where date of joining is the same or
the merit position in the DPC minutes where date of promotion is
the same.
10.5 The panel of the selected workmen, in the order of merit will be drawn by the
Departmental Promotion Committee and submitted to the competent authority for
approval. The competent authority shall be the appointing authority of the respective
posts/levels.
10.6 The promotion orders shall be issued by the respective HRM Division after approval
11.0 RESERVATION FOR SC/ST
in SJVN also.
12. DEBARRING:
12.1 A Workman whose Annual Confidential Report/Performance Appraisal for any
year during the minimum eligibility period is rated ‘Unsatisfactory/Not Satisfactory’
will not be considered for promotion
12.2 Workman who has been awarded minor punishment will be debarred for a period
of one year from the effective date of punishment order from consideration for
promotion. However, when an enquiry is prolonged for more than two years from
the date of issue of charge sheet and such delay is not attributable to the Workman
and as a consequence of enquiry leads to award of censure, then in that event the
Workman shall not be debarred for promotion for more than two years from the
date of his/her eligibility. No Workman who has been awarded three/more minor
punishments in the same calendar year or major punishment shall be considered
for promotion for the next two years from the effective date of the last punishment
order. However Workmen will be considered by DPC for promotion immediately
on the next standard date of promotion as soon as the period of currency of
punishment is over, subject to completion of eligibility period.
172
12.3 Any Workman who has been on EOL for a period of 30 days or more in a year or
leave is on medical grounds. Further, impact of EOL (other than on medical
grounds) shall be as under:
a) If EOL during the eligibility period is less than or equal to 30 days, the
same will have no effect on the eligibility date for promotion.
six months. If the EOL during the eligibility period is more than
120 days, the eligibility period will be extended by two years. The
maximum effect of EOL on extension of eligibility period in a grade will
be two years.
12.4 No Workman under suspension or against whom disciplinary or vigilance
reinstated or exonerated. In case of unconditional reinstatement or exoneration,
he will be allowed promotion with retrospective effect, but the financial benefit
specifically mentioned otherwise in the promotion order DPC proceedings shall
be kept in sealed cover. In light of the judgment of Hon. Supreme Court in case of
Union of India etc. Vs. K.V. Janaki Raman (AIR1991SC2010), the sealed cover
procedure be adopted in following circumstances:
(i) Workman under suspension.
(ii) Workman in respect of whom a charge sheet has been issued and the
disciplinary proceedings are pending; and
(iii) Workman in respect of whom prosecution for a criminal charge is pending.
The procedure and guidelines as communicated by Department of
Personal & Training vide OM dated 14th September’ 1992. be adhered.
12.5 Other conditions for debarring employees from promotions as laid down by the
Govt. of India/Company from time to time will be followed.
173
13.0 GENERAL:
HRM Division and the decision of Director (Personnel) shall be final and binding
in this regard. Minor modifications/alterations/additions in the rules can be made
by D(P)/CMD.
********
174
CHANNELS OF PROMOTION
AND STAGNATION
PROMOTION
IN WORKMEN
CATEGORY
175
176
CONTENTS
RULE TITLE PAGE
1 Promotion Channels for Workmen in Skilled/ Highly 179
Skilled and Supervisory Category
2 Promotion of Workmen from Un-Skilled Category to 180
Skilled/Semi-Skilled Category
3 Stagnation Promotion in Workmen Category 180
4 Promotion of SCVT Qualified Workmen 181
Appendix 1 Draughtsman 183
Appendix 2 Operator/Driver 184
Appendix 3 Artisan/Operator 185
Appendix 4 Cook 186
Appendix 5 Technician (ECG) 187
Appendix 6 Mid Wife 188
Appendix 7 Rigger 189
Appendix 8 Technician 190
Appendix 9 Staff Nurse 191
Appendix 10 Steno 192
Appendix 11 Assistant 193
Appendix 12 Technician (Radio-Graphy/Lab) 194
Appendix 13 Wireless Operator 195
Appendix 14 Pharmacist 196
Appendix 15 Crane Operator 197
Appendix 16 Telephone Operator 198
Appendix 17 Storekeeper 199
Appendix 18 Lineman 200
Appendix 19 Technician (Dental) 201
Appendix 20 Operator (Print Room) 202
Appendix 21 Technician (with 6 months vocational training) 203
177
178
CHANNELS OF PROMOTION AND STAGNATION PROMOTION IN
WORKMEN CATEGORY
A Promotion Policy for Workmen was introduced with objective to provide adequate growth
opportunities and ensure uniformity, consistency and fairness in the Promotion.
To lay down clear and un-ambiguous growth opportunities for the Workmen Promotion
Channels are introduced within the frame work of Promotion Policy, Job Specification and
other aspects like requirement of machines/equipments etc.
In Workmen category skills and levels are as under:
W1, W2* & W3 Spl. - Un-skilled category.
W3, W4, W5, W6 & W7 Spl. - Skilled category.
W7 and above - Highly Skilled.
W2* - In this level there are few categories like Jr. Assistant, Jr. Driver, Jr. Technicians, Jr.
Cook etc. which fall in Semi-skilled category.
Promotion Channels and Service Linked Stagnation Promotion Policy are detailed below:
1.0 PROMOTION CHANNELS FOR WORKMEN IN SKILLED/HIGHLY
SKILLED.
Promotion Channels for Workmen category are detailed at APPENDIX-1 to 21
by considering the following aspects.
1.1 Promotion Channels For Workmen In Skilled/Highly Skilled
a) Workmen will be considered for Promotion in Skilled/Highly skilled
category subject to fulfillment of following .
i) Eligibility period : 4 years.
ii) For Promotion from skilled to highly skilled employees should
possess the prescribed qualification as indicated in the promotion
channels and qualify the trade test and/or interview.
iii) Availability of Promotion Channels, which are based on requirement
of machines and trade etc.
b) Promotion beyond W9 will be on selection basis by conducting a
departmental efficiency test. Employees who have completed 3 years at
W9 level will be eligible to appear in the Departmental efficiency test.
c) Drivers and Dozer/Loader Operator on the regular rolls of the Corporation
as on 26.03.2008 shall be considered for promotion as per Channel of
Promotion irrespective of qualification possessed by them.
1.2 Promotion from Workmen to Supervisory Category.
a) Eligibility period shall be 4 years at W6 and above level for Promotion to
S1. In Supervisory Grade the eligibility period shall be 3 years for those
employees possessing highest qualification as per Job Specification of
Supervisors and 4 years for those who are not possessing prescribed
qualification.
179
b) Workmen in W6 and above grade will be considered for promotion to S1
subject to following.
i) Availability of vacancy against 50% quota.
ii) Acquiring/possessing highest prescribed qualification indicated in
Promotion Channels or qualifying the departmental examination as
indicated in Clause 3.1.1 of Promotion Policy.
iii) Qualifying the interview.
c) No lateral promotion in Corresponding Supervisory grade is permitted
from Workmen category.
2.0 PROMOTION OF WORKMEN FROM UN-SKILLED CATEGORY TO
SKILLED/SEMI-SKILLED CATEGORY.
Employee in Un-skilled category will be considered for Promotion/Placement to
Skilled category/semi-skilled category subject to following.
a) Availability of vacancy against 33% quota.
b) Completion of eligibility period.
c) Possessing the qualification as per job specification Manual of SJVN.
d) Qualifying the test/interview as prescribed by Appointing Authority.
3.0 STAGNATION PROMOTION IN WORKMEN CATEGORY.
Unskilled and skilled/highly skilled Workman shall be eligible for Stagnation
Promotion on completion of 8 years and 7 years of continuous service in the same
grade respectively. The Stagnation Promotion shall be available to an employee
only once in the entire service period due to any reason amongst the followings.
a. Non-availability of channel of Promotion.
b. Not having prescribed qualification (Academic/technical).
c. Not passing the prescribed written test/trade test/interview.
d. Non-availability of vacancies.
3.1 On Stagnation Promotion, the next higher pay scale shall be personal to the
Workman concerned and his designation and nature of work will not change.
3.2 Stagnation Promotion of Workman in the next higher grade shall be effected from
the standard dates as applicable in terms of the Promotion policy for Workmen.
3.3 Subsequent to the Stagnation Promotion, if the concerned Workman acquires the
requisite qualification or passes test prescribed for Promotion to the post concerned
and/or a clear vacancy arise and/or channel of Promotion becomes available, he
could be regularized in the grade already allowed as personal to him, on merit of
each case within provisions of Promotion policy. He shall not be entitled to pay
fixation benefits again. Seniority will count from the date of regularization to the
grade only and not from the date of Stagnation Promotion.
180
4.0 PROMOTION OF SCVT QUALIFIED WORKMEN
Career Progression of workmen who are imparted Six Months SCVT training,
will be as under:
i) The eligibility period at W2 and above level for promotion shall be one
year more in respect of above referred workmen as compared to workmen
who are possessing prescribed qualification (i.e. ITI Certificate).
ii) The Channel of Promotion of such Workmen is detailed at Appendix-21.
iii) Above will be applicable to those workmen who are working in disciplines
where six months SCVT (Special Training) is being utilized in Technical
Areas related to their training. Others will not be covered under this para.
********
181
182
Appendix-1
AREA : DESIGN
TRADE : DRAUGHTSMAN
MINIMUM ELIGIBILITY DESIGNATION
PERIOD
W11 Master Draug htsman Gr. XI Assitt.Off. (Plang.)

JO (Plang.) GR.I
E1
4 years W10 Master Draug htsman Gr. X S4

Presbd. Qua +
In/view+Vacy
4 years W9 Sr. Draughtsman Gr. IX S3 JO (Plang.) GR.II
4 years W8 Sr. Draughtsman Gr. V III S2 JO (Plang.) GR.III
4 years W7 Sr. Draughtsman Gr. V II
ITI+S/Test+Interview+Vacv
S1 JO (Plang.) GR.IV
3yrs. Polytechnic+In /view+Vacy.
4 years W6 Draughtsman Gr. VI
4 years W5 Draughtsman Gr. V
4 years W4 Draughtsman Gr. IV
4 years W3 Draughtsman Gr. III
Note: 1. Promotion beyond W9 will be on selection basis by conducting a departmental

efficiency test. Employees who have completed 3 years at W9 level will be eligible to
appear in the Departmental efficiency test.
2. In Supervisory category Eligibility period will be 3 years and 4 years for employees
possessing Polytechnic Diploma and ITI Certificate respectively.
183
Appendix-2
AREA-VEHICLE OPERATION
TRADE : OPERATOR/DRIVER
PERIOD
W7 OPERATOR/DRIVER (SPL. GR.)
7 years W6 OPERATOR/DRIVER GR.VI
4 years W5 OPERATOR/DRIVER GR. V
4 years W4 OPERATOR/DRIVER GR.IV
4 years W3 OPERATOR/DRIVER GR. III
5 years W2 Jr. OPERATOR/JR. DRIV ER
1. Trade includes LV/HMV, Road Roller/Tractor/Dozer/Shovel/Pay Loader/ Dumper/

Loco DG/Forklift/Mixer/Compressor etc.
2. At the lower level in the grade of W-4/W-5 one can change his line, if he has learnt
Crane Operation as Crane Operator after proper selection as conducted from time
to time on the basis of availability of vacancies.
3. From W6 to W7 (Special Grade) it will take 7 years as same is stagnation grade
4. Drivers and dozer/dumper/shovel/loader operators as on 26.03.08 will be considered
for promotion to next higher grade as per above COP irrespective of qualification
passessed by them.
184
Appendix-3
AREA : TOWNSHIP MAINTANCE
TRADE : ARTISAN/OPERATOR
PERIOD
W7 Artisan/Operator (Gr. VII)
4 years W6 Artisan/Operator GR-VI
4 years W5 Artisan/Operator GR-V
4 years W4 Artisan/Operator Gr-IV
4 years W3 Artisan/Operator GR-III
5 years W2 Jr. Artisan/Jr. Operator/
1. Artisan includes Plumbers, Carpenter, Black Smith, Mason, Painter and Operator
includes water Supply Pump Operator etc.
2. The movement to next higher level will be within one’s respective trades.
185
Appendix-4
AREA-ADMINISTRATION
TRADE : COOK
PERIOD
W7 COOK (SPL. GR)
7 years W6 COOK GR. V I
4 years W5 COOK GR. V
4 years W4 COOK GR. IV
4 years W3 COOK GR. III
5 years W2 JR. COOK
From W6 to W7 (Special Grade) it will take 7 years as the same is stagnation grade.
186
Appendix-5
AREA-HOSPITAL
TRADE : TECHANICIAN (ECG)
PERIOD
W7 Tech. (ECG) (Spl. Gr.)
7 years W6 Tech. (ECG) Gr. VI
4 years W5 Tech. (ECG) Gr. V
4 years W4 Tech. (ECG) Gr. IV
4 years W3 Tech. (ECG) Gr. III
5 years W2 Jr. Tech. (ECG)
187
Appendix-6
AREA-HOSPITAL,
TRADE : MID WIFE

PERIOD
W7 Auxiliary Nurse (Special Gr.)
7 years W6 Auxiliary Nurse VI
4 years W5 Auxiliary Nurse Gr. V
4 years W4 Asst. Auxiliary Nurse Gr. IV
4 years W3 Asst. Auxiliary Nurse Gr. III
5 years W2 Jr. Auxiliary Nurse
188
Appendix-7
AREA-O&M
TRADE : RIGGER
PERIOD
W7 RIGGER (SPECIAL GR.)
7 years W6 RIGGER Gr. VI
4 years W5 RIGGER Gr. V
4 years W4 RIGGER Gr. IV
4 years W3 RIGGER Gr. III
5 years W2 Jr. RIGGER
189
Appendix-8
AREA-O&M/E&C
TRADE : TECHNICIAN
PERIOD
W11 Master Technician Gr. XI S4 E2
Prescribed Qua.+Vacy.+I/view
4 years W10 Master Technician Gr. X
4 years W9 Sr. Technician Gr. IX S3 Foreman

Gr. I
4 years W8 Sr. Technician Gr. VIII S2 Foreman

Gr. II
Jr.
Matric+ITI+ W7 Sr. Technician Gr. VII
Foreman
Trade test+ ITI+S/Test+Interview+Vacy. S1
In/view+Vacy
4 years W6 3 years Polytechnic Dip+Interview+vacy
Technician Gr. VI
4 years W5 Technician Gr. V
4 years W4 Technician Gr. IV
4 years W3 Technician Gr. III
1. Technician includes Technician ( Electro Mechanic/ Instrumentation/ AC&R), Fitter, Welder,

Electrician, Turner, Valve fitter, Pump fitter, MGR fitter, MW fitter.
2. Posts in W-7 to W-11 will be limited and fewer in number, which will be determined by
keeping in view the type of skill required and nature of responsibilities, equipment/process
etc. Welder who possess valid HPW certificate only will be considered for these post.
3. Promotion beyond W9 will be on selection basis by conducting a departmental efficiency
test. Employees who have completed 3 years at W9 level will be eligible to appear in the
Departmental efficiency test.
4. In Supervisory category Eligibility period will be 3 years and 4 years for employees
possessing 3 years Polytechnic Diploma and ITI Certificate respectively.
190
Appendix-9
AREA-HOSPITAL
TRADE : STAFF NURSE
PERIOD
W11 Master Staff Nurse Gr. XI S4 SR.

MATRON
4 years W10 Senior Staff Nurse Gr. X
M ATRON
4 years W9 Sr. Staff Nurse Gr. IX S3
GR I
MATRON
4 years W8 Sr. Staff Nurse Gr. VIII S2 GR II
Matric+’A’+ W7 Sr. Staff Nurse Gr. VII

Trade test+ Matric+’A’ Cert/+S/Test+Interview+Vacy. S1 JR.
In/view+Vacy MATRON
4 years W6 Staff Nurse Gr. VI

B.Sc (Nursing)+Interview+Vacy.
4 years W5 Staff Nurse Gr. V
4 years W4 Staff Nurse Gr.IV
1. Promotion beyond W9 will be on selection basis by conducting a departmental

efficiency test. Employees who have completed 3 years at W9 level will be eligible
to appear in the Departmental efficiency test.
2. In Supervisory category Eligibility period will be 3 years and 4 years for Employee
possessing B.Sc. (Nursing) and A certificate respectively.
191
Appendix-10
AREA-SECRETARIAL
TRADE : STENO
ELIGIILITY DESIGNATION
PERIOD
S4
W11 Sr. Stenographer Gr. XI E2 (ES)
(Sr. PS)
Gradu. Vacy.+
4 years W10 Sr. Stenographer Gr. X In/view
S3 (PS
4 years W9 Sr. Stenographer Gr. IX Gr. I)
Private
4 years W8 Sr. Stenographer Gr. VIII S2 Secy.Gr.II
4 years W7 Sr. Stenographer Gr. VII

Personal
Non-Graduate+S/Test+Interview+Vacy. S1 Assistant
4 years W6 Sr. Stenographer

Grdu.+In.View+Vacy.
4 years W5 Stenographer
4 years W4 Steno Typist
4 years W3 Jr. Steno Typist

2. In Supervisory category Eligibility period will be 3 years for Employee possessing
Graduation.
192
Appendix-11
AREA-ALL DEPTT.
TRADE : ASSISTANT
PERIOD
S4(Jo
W11 Sr. Asst. Gr. XI Gr. I) E2
4 years W10 Sr. Asst. Gr. X

J.O. Gr.II
Prescrbied Qua.+Vacy. +I/view

4 years W9 Sr. Asst. Gr. IX S3
4 years W8 Sr. Asst. Gr. VIII S2 Jr. Officer Gr. III
Sr. Asst. Gr.-VII

4 years W7 Sr. Asst. Gr. VII S1 Jr. Officer Gr. IV
Non-Graduate+S/Test+
interview+Vacy
4 years W6 Grdu.+In.View+Vacy.
Assistant Gr. VI
4 years W5 Assistant Gr. V
4 years W4 Assistant Gr. IV
4 years W3 Assistant Gr. III
1. Assistants working in P&A, F&A & Material/Contracts may be considered for

promotion beyond W7 subject to availability of vacancy.
2. In Supervisory category Eligibility period will be 3 years for employees possessing
qualification as per job specification for Supervisors and 4 years for graduates.
193
Appendix-12
AREA-HOSPITAL
TRADE : TECHNICIAN (RADIO-GRAPHY/LAB)
PERIOD
W11 Master Technician Gr. XI S4 JO Gr. I
4 years W10 Master Technician Gr. X
4 years W9 Sr. Technician Gr. IX S3 JO Gr. II
4 years W8 Sr. Technician Gr. VIII S2 JO, GR. III
JO, Gr. IV
S1
4 years W7 Sr. Technician Gr. VII
Matric Certificate+S/test+In/view+Vacy.
B.Sc +Interview+Vacancy
4 years W6
Technician Gr V I
4 years W5 Technician Gr. V
4 years W4 Technician Gr. IV

2. The employee must possess a certificate in Medical Lab. Technology and
Radiography from recognized institution and hospital have sophisticated Radiography
Machines/Laboratory for promotion to W7 & beyond.
3. In Supervisory category Eligibility period will be 3 years and 4 years for Employees
possessing B.Sc. and Metric certificate respectively.
194
Appendix-13
AREA - ADMINISTRATION
TRADE : WIRELESS OPERATOR
PERIOD
W8 SR. WIRELESS OPERATOR, GR . VIII
4 years W7 SR. WIRELESS OPERATOR, GR. VII
4 years W6 WIRELESS OPERATO R GR. VI
4 years W5 WIRELESS OPERATO R GR. V
4 years W4 WIRELESS OPERATO R GR. IV
4 years W3 WIRELESS OPERATO R GR. III
195
Appendix-14
AREA-HOSPITAL
TRADE : PHARMACIST
PERIOD
W8 PHARM ACIST GR. VIII
4 years W7 PHARMAC IST GR . VII
4 years W6 PHARM ACIST GR. VI
4 years W5 PHARM ACIST GR. V
4 years W4 PHARM ACIST GR. IV
4 years W3 PHARM ACIST GR. III
196
Appendix-15
AREA- O&M/E&C
TRADE : CRANE OPERATOR
PERIOD
W11 M ASTER OPERATOR GR. XI
4 years W10 MASTER OPERATOR GR. X
4 years W9 M ASTER OPERATOR GR. IX
4 years W8 Sr. OPERATOR GR. VIII
4 years W7 Sr. OPERATOR GR. VII

Trade test+VIII pass+Interview
License for Heavy Vehicle
4 years W6 OPERATOR GR. VI
4 years W5 OPERATOR GR. V
4 years W4 OPERATOR GR. IV
4 years W3 OPERATOR GR. III
1. Crane includes EOT/Gantry/Tower.

2. W9 to W11 would be operative for large capacity Cranes over 75 MT.
3. Promotion beyond W9 will be on selection basis by conducting a departmental efficiency
test. Employees who have completed 3 years at W9 level will be eligible to appear in the
Departmental efficiency test.
197
Appendix-16
TRADE - TELEPHONE OPERATOR
PERIOD
W5 Tel. Operator Gr. V
4 years W4 Tel. Operator Gr. IV
4 years W3 Tel. Operator Gr. III
5 years W2 Jr. Tel. Operator
198
Appendix-17
AREA-MATERIALS DEPTT./HOSPITALS
TRADE : STOREKEEPER
PERIOD
S4(Jo
W11 Sr. Storekeeper Gr. XI Gr. I) E2
(J
4 years W10 Sr. Storekeeper Gr. X

J.O. Gr.II
Prescribed Qua.+Vacy.+I/View
4 years W9 Sr.Storekeeper Gr. IX S3
4 years W8 Sr. StorekeeperGr. VIII S2 Jr. Officer Gr. III
4 years W7 Sr. StorekeeperGr . VII S1 Jr. Officer Gr. IV

Non-Graduate+S/ Test+
Interview+Vacy
4 years W6 Gradu+Dip. in Materials Mgt.+I/ View+Vacy.
Storekeeper Gr. VI
4 years W5 Storekeeper Gr. V
4 years W4 StorekeeperGr. IV
4 years W3 Storekeeper Gr. III
1. In supervisory category eligibility period will be 3 years in respect of Employees

possessing qualification as per job specification for supervisors and 4 years for
graduate.
199
Appendix-18
AREA: POWER SUPPLY
TRADE: LINEMAN
MINIMUM
ELIGIBILITY PERIOD DESIGNATION
LINEMAN (SPL.GR .)
W7
W6
7 years LINEMAN GR.VI
4 years W5 LINEMAN GR.V
4 years W4 LINEMAN GR.VI
4 years LINEMAN GR.III

W3
5 years W2 JR. LINEMAN
1. From W6 to W7 (special grade) it will take 7 years as some is stagnations grade.

2. Workmen in this trade as on 26.03.2008 shall be considered to promotion to next
higher as per above COP irrespective of qualification possessed by them.
200
Appendix-19
AREA: HOSPITAL
TRADE: TECHNICAL (DENTAL)
MINIMUM
TECHNICIAN GR.V III
W7
4 years TECHNICIAN GR.V II
W6
4 years TECHNICIAN GR.V I
W5
4 years TECHNICIAN GR.V
W4
4 years TECHNICIAN GR.IV
4 years W3 JR. TECHNICIAN GR.III
201
Appendix-20
AREA: DESIGN ENGINEERING
TRADE: OPERATOR (PRINT ROOM)
MINIMUM DESIGNATION
ELIGIBILITY PERIOD
W5
Operator (Print Room) Gr. V
4 years W4 Operator (Print Room) Gr.IV
W3
4 years Operator (Print Room) Gr.III
5 years W2 Jr. Operator (Print Room)
a) Eligibility period in respect of 8th pass internal candidates who have been selected
on relaxed criteria shall be 8 years in all grades.
b) Beyond W5 employee can be considered for one stagnation promotion as per the
policy of Corporation.
202
Appendix-21
AREA: O&M
TRADE: TECHNICIAN
(with 6 months vocational training)
MINIMUM
W7
TECHNICIAN GR.V II
5 years W6 TECHNICIAN GR.V I
5 years W5 TECHNICIAN GR.V
5 years W4 TECHNICIAN GR.IV
5 years W3 TECHNICIAN GR.III
6 years W2 JR. TECHNICIAN
Note :
1. Above COP will be applicable to the workmen who are working in a discipline
where 6 months SCVT (Special Training) is being utilized in Technical Area
related to their training. Other will not be eligible under above COP.
203
204
PAY FIXATION RULES
205
206
CONTENTS
RULE TITLE PAGE
1.0 Title and commencement 209

3.0 Fixation of pay on initial appointment 209
4.0 Fixation of Pay on Promotion 212
5.0 Fixation on pay on reduction to lower post\scale of pay 213
6.0 Drawl of Increment 213
7.0 Removal of anomalies in pay fixation 217
8.0 General 218
Appendix-I Fixation of pay of deputationists from central government 219
207
PAY FIXATION RULES
208
PAY FIXATION RULES
1.0 TITLE AND COMMENCEMENT
These rules will be called “SJVN Pay Fixation Rules”.
2.0 APPLICABILITY:
The rules shall be applicable to all employees appointed to posts in the regular
establishment of the Company including:
i) Probationers;
ii) Lien Holders;
iii) Deputationists on foreign service terms; and But shall not be applicable to:
a) Apprentices engaged under the Apprentices Act, 1961.
b) Muster roll, Daily rated, Casual, Badli or Substitute employees;
c) Apprentices/Trainees on fixed stipend/remuneration engaged under
Company’s own Training Schemes
d) Those appointed on consolidated salary.
3.0 FIXATION OF PAY ON INITIAL APPOINTMENT
3.1 Direct Recruitee
The initial basic pay of an employee newly appointed to a post under the Company
shall be fixed at the minimum of the scale of pay to which he is appointed, except
in the following cases:
i) After carrying out due process of selection if departmental candidates are
selected for higher posts which involves higher responsibilities and pay
scales, thier Pay will be fixed as on promotion.
ii) In the case of person who are already in employment with the Central
Government, State governments, Public sector Undertakings or other Public
bodies, pay on appointment to a post under the Company will be fixed at the
stage in the scale that total emoluments (comprising of pay and DA) being
drawn in the previous employment are protected and if there is no
corresponding stage in the scale, at the next higher stage. Herein pay includes
Basic Pay, Interim Relief/Adhoc pay, NPA and Personal Pay.
iii) Over and above to para (ii) above maximum 5 increments may be granted
with the approval of Appointing Authority by considering following:
a) One increment if next increment is due within three months.
b) Abundance/Scarcity in a discipline viz-a-viz the requirement of
Company.
c) Recommendation of Selection Committee on the basis of performance
in the interview.
d) Any other aspects.
209
PAY FIXATION RULES
3.2 Re-employed Pensioners
3.2.1 No protection of the scales of pay of the post held by them prior to retirement shall
be given.
3.2.2 In all cases where the pension is fully ignored, the initial pay on reemployment
shall be fixed at the minimum of the scale of pay of the reemployed post.
3.2.3 In cases where the entire pension and pensionary benefits are not ignored for pay
fixation, the initial pay on reemployment shall be fixed at the same stage as the
last pay drawn before retirement. If there is no such stage in the reemployed post,
the pay shall be fixed at the stage below that pay. If the maximum of the pay scale
in which a pensioner is reemployed is less than the last pay drawn by him before
retirement, his initial pay shall be fixed at the maximum of the scale of the
reemployed post. Similarly, if the minimum of the scale of the pay in which a
pensioner is reemployed is more than the last pay drawn by him before retirement
his initial pay shall be fixed at the minimum of the scale of pay of the reemployed
post. However, in all these cases, non-ignorable part of the pension shall be reduced
from the pay so fixed.
3.2.4 The reemployed pensioner will in addition to pay as fixed under Rule 3.2.3 above
shall be permitted to draw separately any pension sanctioned to him and to retain
any other form of retirement benefits.
3.2.5 In the case of persons retiring before attaining the age of 55 years and who are
reemployed, pension (excluding pension equivalent of gratuity) shall be ignored
for initial pay fixation to the following extent:
i) In the case of Service Officers and officers holding Group ‘A’ posts on the
civil side, the first Rs. 1500/- of pension; and
ii) In the case of service personnel below Commissioned officer rank and Officer
holding Group ‘B’ or lower post on the civil side at the time of retirement,
the entire pension.
3.2.6 Re-employed Pensioners means a pensioner who have superannuated or voluntary
retired or discharged before appointment in SJVN but does not include separation
on account of resignation.
3.3 FOR DEPUTATIONISTS:
3.3.1 For deputationists from Central government
Pay of the employees of central government appointed in the corporation on
deputation to posts carrying same / higher scale of pay shall be fixed in accordance
with the deputation/ Foreign Service rules of the Central Government as amended
from time to time. The present rules regarding pay fixation of the Govt. are detailed
at Appendix-I.
3.3.2 For deputationists from other than Central government
3.3.2.1 The terms and conditions of deputation will be decided by mutual agreement
between the lending organization, employee concerned and the SJVN. On the
basis of agreement, if an employee opts for pay scales of SJVN within one month
210
PAY FIXATION RULES
of deputation, the pay will be fixed in the following manner.
Basic pay in the grade of the post held in the parent A

department/organization immediately before transfer to SJVN.
Dearness Pay + DA + Interim relief or adhoc relief + Personal Pay. B
5% of “A” subject to maximum of Rs. 500/- C
Gross= A+B+C D
DA as admissible in the SJVN on the appropriate stage. E
Total Pay D(-)E
3.3.2.2 The pay in the scale of pay under SJVN will be fixed at a stage equal to “Total
Pay”. If there is no such stage the pay will be fixed at the stage in the scale
immediately next higher stage. In no case, the pay thus fixed should exceed the
maximum of the pay scale. Total pay falling short of the minimum of the scale, the
pay will be fixed at the minimum.
3.3.2.3 Special pay and local/compensatory allowance, house rent allowance, project
allowance, conveyance allowance or any other allowances or perquisites of any
nature shall not be taken into account.
3.3.2.4 When an employee on deputation to the Company gets a promotion in his parent
department/organization or if the scale of pay of the post in his parent department/
organization or SJVN undergoes a change, the pay of the employee shall berefixed
in the scale of the Company with effect from that date in accordance with the
formula given above by taking into account his basic pay and other elements
mentioned above in his parent department/organization on that date, if however,
such refixation of pay is not beneficial to the employee, he may continue to draw
his existing pay and allowances in the SJVN scale.
3.3.2.5 However in case of promotion from one grade to another in SJVN, made with the
prior concurrence of the parent department/organization pay will be refixed in
accordance with the pay fixation rules of SJVN, taking into account the pay drawn
by him in the SJVN before promotion. In the event of a reduction in rank of the
employee in the parent department/organization while on deputation to SJVN the
employee shall continue to draw the pay and allowances already fixed in the SJVN
scale, so long as he continues to hold a post in the same grade in SJVN
3.4 Lien Holder
3.4.1 For employees who keep a lien in their parent Department:-
a) In the case of incumbents who join the corporation from Central government
after retaining their lien their pay shall be fixed initially as per Government
of India Orders. However, on termination of lien with the parent organization
their pay will be refixed from the date of their joining the Corporation with
reference to the recommendation of the Selection committee as approved by
the Appointing authority but no arrears shall be paid for the period unto the
date of termination of lien in the Parent Department.
211
PAY FIXATION RULES
b) In the case of employees drawn from State Governments, Central / State
Government Undertakings, where there is no objection from the concerned
parent departments / organizations, they will be allowed the Pay as
recommended by the Selection Committee (and approved by the Appointing
authority) at the time of Selection, from the date of joining the Company,
irrespective of the fact whether they retain a lien or not, in their parent
department. Where however, the parent department objects, to the fixation
of pay as above, the principle detailed in para (a) above will be followed.
3.5 Deputationists on absorption.
3.5.1 At the time of absorption the pay of an employee who had opted for his parent pay
scale while on deputation to SJVN shall be fixed in the similar manner as indicated
in rule 3.3.2.1 to3.3.2.2. However, in cases where such fixation of pay on permanent
absorption results in drop in the emoluments drawn by the employee, the difference
between the pay so fixed and pay plus Deputation (Duty) Allowance drawn prior
to absorption may be allowed as Personal Adjustment out of which first 500 will
be absorbed in future increases in pay. In case, an employee absorbed after 4 years
of deputation (when no Deputation Allowance is admissible) pay be fixed by
restricting to Pay + Deputation Allowance which the employees would have got
immediately before permanent absorption had it not been discontinued at the end
of 4thyear of deputation. Here pay means basic and or DA.
4.0 Fixation of Pay on Promotion:
4.1.1 When an employee is promoted to the next higher post, his basic pay in the promoted
post shall be fixed after allowing one notional increment @ 3% of basic pay in the
pre-promoted scale of pay and rounding off to next multiple of Rs. 10.
Provided that if an employee is promoted from S4 to E2 level before completing
3 years period at S4 level, no promotional benefit shall be allowed and only
placement in higher post/scale of pay shall be considered by protecting pay drawn
by the employees at S4 level. Similarly, employees at W7 and above level is
promoted to S1 level before completing eligibility period, no promotional benefit
will be allowed and pay fixation will be done by protecting pay.
4.1.2 If an employee is drawing pay at the maximum or higher than the maximum of the
pre-promotional scale, his pay will also be fixed in the manner indicated above by
adding one notional increment at the rate of last increment in the pre-promotion
scale. If pay fixed in such a manner happens to be more than the maximum of the
promoted pay scales, the pay shall be fixed at the maximum of the promoted scale
of pay and difference shall be allowed as Personal Pay which will be treated as
Basic Pay for all purposes to be absorbed in future promotion/revision.
4.1.3 If the date of annual increment in the pre-promotion scale of an employee happens
to coincide with his date of promotion, his pay in the pre-promotion pay scale, to
be reckoned for the purpose of pay fixation referred to in rule 4.1.2 above, will be
the pay which would have been his pay after drawl of increment.
212
PAY FIXATION RULES
4.1.4 In case pay fixed in above manner happens to be lower than minimum of
Promotional Scale, the pay scale be fixed at the minimum of the Promotional
Scale.
4.1.5 In case of proforma promotion, pay shall be fixed in manner as specified under
Clause 4.1.1, 4.1.2, 4.1.3 & 4.1.4 from the date of promotion. However, no arrear
shall be paid for deputation period.
4.2 Provision regarding departmental trainees:
4.2.1 A departmental trainee i.e. serving employee of the company subsequently selected
as Trainee/Apprentice under the Company’s own Training Scheme will be allowed
the same stipend as admissible to other trainees of his category.
Provided, however, that where the stipend is less than the sum total of his pay and
dearness allowance which he would have drawn, the same will be protected.
4.2.2 The pay of a departmental trainee, on successful completion of his training, will
be fixed at the minimum of the pay scale of the post in which he is regularized.
Provided, however, that where the basic pay which he would have drawn in the
lower post/scale is more than the minimum of the pay scale, the pay will be fixed
at the corresponding stage if it coincides with a stage in the higher pay scale and at
the next higher stage if it does not so coincide.
5.0 Fixation of pay on reduction to lower post/scale of pay.
In case of reduction to a lower post/scale of pay as a measure of penalty, transfer to
a lower post/scale of pay on written request of the employee, re-employment in a
lower post/scale of pay as a measure of rehabilitation on account of being declared
medically unfit for holding/discharging the duties of the previous post or otherwise,
the pay of an employee will be fixed in the lower scale of pay in such a manner that
pay drawn in the previous post is protected subject to the condition that it would
not exceed the maximum of the pay scale of the lower post. If there is no appropriate
stage in the lower scale of pay, the pay will be fixed at next lower stage and the
difference will be paid as Personal Pay, not to be absorbed in future increments.
6.0 Drawal of Increment.
6.1 The following will count for increment.
i) service rendered in a post in equivalent or higher grade;
ii) all kinds of leave other than Extra Ordinary Leave.
iii) joining time in continuation of duty;
iv) joining time in continuation of leave if the last day of the leave immediately
before the commencement of joining time counts for increment in the
post; and
v) foreign service.
6.2 The following shall not count for increment:
i) EOL for (3) three months or more on any account including on Medical ground.
213
PAY FIXATION RULES
ii) Period for suspension unless ordered otherwise by the disciplinary/appellate/
reviewing authority;
iii) Period of overstay of sanctioned leave unless regularized by grant of
leave; and
iv) Period of overstay of joining time unless regularized by grant of leave.
6.3 The first increment in a scale of pay shall be drawn from the first date of the
quarter (referred to as standard dates hereinafter) falling in the next calendar year
as detailed below:
Employees appointed or promoted between Standard dates.
i) 1st January and 31st March 1st January.
ii) 1st April and 30th June 1st April
iii)1st July and 30th September 1st July.
iv) 1st October and 31st December 1st October.
Provided that where the appointment/promotion is subject to probation for a
specified period, the increment shall be granted only after satisfactory completion
of probation, but from the dates as applicable and as indicated above.
Provided further that where completion of probation period is held up due to want
of satisfactory reports about character and antecedents and/or medical examination
reports, an employee may be granted annual increment at the discretion of the
management if the delay in getting medical/character and antecedents reports is
not directly attributable to the employee concerned.
6.3.1 In case of extension of the period of probation, no increment shall be granted till
probation is satisfactorily completed. In case probation has been extended for three
months or more but less than 6 (six) months, the date of increment will be shifted
from 1st January to 1st April, 1stApril to 1st July, 1st July to 1st October and 1st
October to 1st January as the case may be. The same principle will be followed for
the period of Probation Extension in excess of three months of six months, nine
months or one year and so on.
6.3.2 In respect of a departmental trainee who is allowed protection of basic pay and
dearness allowance in terms of rule 4.3 annual increments(s) occurring during the
period of training will be regulated in a manner as if he continues to hold his
previous post.
6.3.3 EOL taken on any account including on medical ground will not count for increment.
In case, where the Extra-ordinary Leave is 3 (three) months or more but less than
6(six) months during incremental year to which the increment pertains, the date of
increment will be shifted from 1st January to 1st April, 1st April to 1st July, 1st July to
1st October and 1st October to 1stJanuary as the case may be. The same principle
will be followed for the period of EOL in excess of three months of six months,
nine months or one year and so on.
214
PAY FIXATION RULES
6.3.4 In case of stoppage/withholding of increment as a measure of penalty for a specified
period, no increment will accrue during such period, on the expiry of the specified
period, the employee will draw the pay which would have been drawn by him had
no such penalty been imposed unless the punishment order states that the penalty
will have a cumulative effect. If the punishment order states that it will have
cumulative effect, then on the expiry of the period of penalty, the employee shall
not be allowed the increment which he would have drawn. In other words, he will
be allowed the increment at the rate next to the pay drawn by him, after the expiry
of the period of penalty.
6.3.5 In case of reduction to a lower post/ scale of pay as a measure of penalty, the next
increment in the lower post/scale of pay will be drawn on his usual increment
date. In other words the pay of the employee will be raised by one increment from
the stage to which his pay had been reduced due to imposition of penalty on his
usual increment date in the time scale.
6.3.6 In case of reduction to a lower post/scale of pay for a specified period as a measure
of penalty, the next increment will be drawn as per rule 6.3.5. However at the time
of restoration Disciplinary Authority may decide to fix the pay in the following
manners.
i) The Pay of employee be fixed at the same stage to which he would have
been entitled to had no such penalty been imposed.
Or
ii) The pay of the employee be fixed by not treating the period of reduction
for notional increment of restored post/scale of pay subject to protection
of pay drawn by employee in lower post/scale of pay at the time of
restoration. If there is no appropriate stage in the scale of pay to which he
is restored, the pay will be fixed at next higher stage.
6.3.7 If an order of penalty of stoppage/withholding or increments or reduction to lower
stage in a time scale or reduction to a lower post/scale of pay is modified by the
competent/appellate/reviewing authority on appeal or review the period from the
effective date of imposition of such penalty by the disciplinary authority to the
date on which the order of penalty is modified will count for the purpose of
increment in the post/scale of pay which he was holding immediately before
imposition of the penalty or in other post which he would have held but for the
order of penalty, to the extent the modified order permits of such counting.
6.3.8 If an order of penalty of stoppage/withholding of increments or reduction to a
lower stage in a time scale or reduction to a lower post/scale of pay is set aside by
the Appellate/Reviewing Authority on appeal or review, service rendered by an
employee at the stage the increment was stopped/withheld or in the lower stage in
the time scale or in the lower post/scale of pay from the effective date of imposition
of such penalty to the date on which the order of penalty is set aside will count for
increment in the post/scale of pay which he was holding immediately prior to
215
PAY FIXATION RULES
imposition of the penalty provided that he would have continued to hold that post/
scale of pay but for the order of penalty.
6.4 Notwithstanding anything contained hereinbefore, the first increment in case of
deputationists, in whose case the pay fixation on absorption is done on the basis of
pay drawn in parent pay scale immediately before the date of absorption, shall be
drawn from the relevant standard dates with reference to their respective date of
drawl increment in the parent pay scale immediately prior to their effective date of
absorption.
6.4.1 If an employee at the time of absorption has already drawn increment in the Parent
Pay in respect of quarter as specified in Column No. 1 of the table under Rule 6.3,
in such cases next increment will be drawn as per Rule 6.3.
6.4.2 Further at the time of absorption the increment is due in Parent Pay within the
quarter in which employee absorbed in SJVN in such cases the increment may be
allowed at the time of joining and the next increment will be drawn in SJVN as per
Rule 6.3.
6.4.3 The second and subsequent increments in a scale of pay shall be drawn on
completion of one year’s service from drawl of the last increment from either of
the four standard dates as mentioned earlier.
6.5 An employee who stagnates at the top of his pay scale will be allowed one increment
at the rate of last increment in his pay scale on completion of two occasions on
which he would have been entitled for increments provided the employee gets a
performance rating of “Good” or above. The number of increments to be so granted
shall be limited to the maximum of 3 in a particular scale of pay provided the
employee is otherwise eligible for grant of such increment but for his stagnating at
the maximum of the pay scale. Stagnation increments shall be treated as basic pay
for all purposes except for grant of further stagnation increment(s).
6.5.1 In respect of Executive if Basic Pay and Special Pay reach the maximum of the
pay scale, the employee will be allowed stagnation increments at the rate of last
increment, subject to following conditions:
a) Stagnation increment shall be released on the anniversary date of increment
and will be paid as ‘Stagnation Pay’ which shall be treated as Basic Pay
for all purposes except for promotion benefit.
b) Grant of such increments shall be limited to maximum of three occasions
only.
c) The due date of increments should fall within the pay revision period of
1.1.97 to 31.12.2006.
6.5.2 Provided further that his stagnation does not arise out of his reduction to a lower
post/scale of pay for any reason whatsoever or due to his refusal to accept the
promotion offered to him.
6.6 Annual increments wherever applicable will be drawn as a matter of course by the
concerned Finance and Accounts Department unless it is withheld by specific
216
PAY FIXATION RULES
order in writing of the competent authority. In the case of probationers the first
increment shall be granted only on a specific order/communication from the
concerned Personnel Department.
6.7 Treatment of Special Increment for promoting Small Family Norms
The Special Increment drawn by the employees in parent/previous organization
cadre for promoting Small Family Norms before absorption to SJVN/appointment
shall be paid at the same rate as drawn by employee in parent/previous organization.
However, SJVN shall consider revision in rate of special increment in case same
is revised in parent/previous organization of the employees.
7.0 Removal of anomalies in pay fixation
7.1 If an employee promoted to a post draws a lower rate of pay in that post in relation
to another employee junior to him in the lower grade and promoted subsequently
to the same higher post, the pay of the senior employee in the higher post will be
stepped upto a figure equal to the pay fixed for the junior employee in that higher
post. This will be done with effect from the date of promotion of junior employee
and shall be subject to the following conditions.
i) the anomaly has arisen directly as a result of the application of normal
pay fixation rules;
ii) the scales of pay of the corresponding lower and the higher posts of both
the senior and junior employees are identical.
iii) Both the junior and the senior employees should belong to the same cadre
and line of promotion and the posts in which they have been promoted
are identical and in the same line of promotion:
iv) The employee whose pay is to be stepped up is senior both in the higher
as well as the lower posts/scale of pay; and
v) The benefit of stepping up can be allowed to the senior employee only if
he was not drawing or would not have been drawn less pay in the lower
post than his junior. For this purpose, comparison of pay has to be made
first in the lower post when an anomaly arises in the higher post. A notional
figure for the senior employee is to be arrived at in the lower post and
then compared with his junior in the lower grade just before the promotion.
Provided that provision contained in these rules shall not be invoked if in
the lower post the junior employee drew a higher rate of pay than his
senior.
7.2 If any employee promoted to a post draws a lower rate of pay in that post in
relation to the pay he would have drawn in the lower post but for his promotion,
his pay will be stepped up by one increment in the higher post/scale of pay. This
will be done with effect from due date of his increment in the lower post/scale of
pay.
7.3 In cases where the pay is stepped up under the above rules or under the provisions
contained elsewhere under these rules, the next annual increment subsequent to
217
PAY FIXATION RULES
the date of which pay is so stepped up shall be drawn only from the relevant
standard date falling in the next calendar year and not from the original due date
of increment.
8.0 General
8.1 Fixation of pay shall be the responsibility of the concerned Personnel Department.
However, in cases of pay fixation on a deputationist/lien holder and appointment
of re-employment pensioners, the concerned Personnel Department will fix the
pay in consultation with Corporate Personnel Department
8.2 Incase of any doubt in regard to interpretation of any provision of these rules and
also in respect of cases not covered by these rules, the matter will be referred to
CMD/D(P) whose decision shall be final and binding.
********
218
PAY FIXATION RULES
Appendix-I
FIXATION OF PAY OF DEPUTATIONISTS FROM CENTRAL GOVERNMENT
1.0 Exercise of option:
1.1 An employee appointed on deputation may elect to draw either the pay in scale of
pay SJVN or his basic pay in the parent cadre plus Deputation (Duty) Allowance
thereon plus personal pay, if any.
1.2 The SJVN should obtain the option of the employee within one month from the
date of joining in SJVN unless the employee has himself furnished the option.
1.3 The option once exercised shall be final. However, the employees may revise the
option under the following circumstances which will be effective from the date of
occurrence of the same:-
a) When he receives proforma promotion or is appointed to non-functional
selection grade in his parent cadre;
b) When he is reverted to a lower grade in his parent cadre;
c) When the scale of pay of the parent post on the basis of which his
emoluments are regulated during deputation/foreign service or of the ex-
cadre post held by the employee on deputation/foreign service is revised
either prospectively or from a retrospective date;
d) Based on the revised/same option of the employees, in the event of
proforma promotion/appointment to non-functional Selection Grade,
revision of scales of pay in the parent cadre, the pay of deputationists
will be refixed with reference to the revised entitlement of pay in the
parent cadre. However, if the initial option was for the pay scale of the
deputation post and no change in option already exercised is envisaged,
the pay already drawn in deputation post will be protected if the pay
refixed is less.
Note:- Revision in the rates of DA, HRA or other allowances either in the
parent or borrowing organization shall not be an occasion for revision of the
earlier option.
1.4 If the pay of an employee in his cadre post undergoes downward revision, the pay
in the SJVN post is also liable to be refixed on the basis of revised pay and in
accordance with the revised option or existing option, if the employee does not
revise his option.
2.0 Pay fixation.
2.1 When an employee on deputation elects to draw pay in the scale of pay of SJVN,
his pay shall be fixed as under:
a) When the pay scale of the post in the parent cadre and that attached to
ex-cadre post are based on same index level and the DA pattern is also
same, the pay may be fixed under the normal fundamental rules.
219
PAY FIXATION RULES
b) If the appointment is made from a post whose pay structure and/or DA
pattern is dissimilar to that in the parent organization, pay may be fixed
by adding to his grade pay, one increment in his scale of his regular
parent post (and if he was drawing pay at the maximum of the scale, by
the increment last drawn) and equating the pay so raised plus dearness
allowance (and additional or adhoc dearness allowance, interim relief,
etc., if any) with emoluments comprising of Pay plus DA, ADA, Interim
Relief, etc., if any, admissible in the borrowing organization and the pay
may be fixed at the stage in the pay scale of the ex-cadre post at which
total emoluments admissible in ex-cadre post as above equal the
emoluments drawn in the cadre and if there is no such stage, the pay may
be fixed at the next higher stage;
c) Pay fixed under (i) and (ii) shall neither be less than the minimum of the
scale of the ex-cadre post nor shall it exceed the maximum of that scale.
3.0 Deputation (Duty) Allowance.
3.1 The deputation(duty) allowance admissible shall be at the following rates w.e.f.
1st Sept., 2008:-
a) 5% of the employee’s basic pay, subject to a maximum of Rs. 2,000 p.m.
when the deputation is with in the same station;
b) 10% of the employee’s basic pay, subject to a maximum of Rs. 4,000/-
p.m. in all other cases.
The Deputation (Duty) Allowance as above shall be further restricted as under-
i) Pay plus Deputation (Duty) Allowance does not exceed the maximum of
scale of pay of ex-cadre post;
ii) In the cases where pay scales are dissimilar, then pay plus Deputation
(Duty) Allowance plus DA/ADA/IR etc., does not exceeds the pay at the
maximum of Ex-cadre post plus DA and IR, etc., thereon.
iii) Pay plus Deputation (Duty) Allowance as above shall at no time exceed
Rs. 22,400 p.m.
3.2 Whenever extension of the period of deputation for the fifth year or the second
year in excess of the period prescribed in the Recruitment Rules is granted, it
would be on the specific understanding that the officer would not be entitled to
draw Deputation( Duty) Allowance. The officers who opted to draw pay in the
scale of the ex-cadre post shall, however, continue to draw pay in that scale during
the extended tenure also.
3.3 In cases where a person on deputation/foreign service is transferred by the
borrowing authority from one station to another without any change in the post
held by him, the rate of Deputation (Duty) Allowance will remain the same as was
decided at the time of initial posting and will not undergo any change.
220
PAY FIXATION RULES
Note:- The provisions contained in the Annexure are the summary of Central
Government Rules regarding fixation of pay of deputationists during the period of
deputation. These may be considered only as a guide. Detailed rules and regulations
on the subject are contained in Appendix-5 of FRSR – Part-1 (15th Edition of
Swami’s Compilation) as amended from time to time which may be referred to for
further guidance.
*****
221
PAY FIXATION RULES
222
PAY AND ALLOWANCES
223
224
CONTENTS
RULE TITLE PAGE
1. Pay Scales 227

2. DA Pattern 229
3. Cafeteria of Perks and Allwoances 231
4. Location Based Allowances 243
5. House Rent Allowance Rules 247
6. Dress Code Allowance 253
7. Incentive Scheme for Serving at Non-family Stations 259
8. Nightshift Allowance 266
9. Non-Practicing Allowance 267
10. Cash Handling Allowance 267
11. Free Electricity 267
12. Perks and Benefits to Executive/Engineer Trainees 269
225
PAY AND ALLOWANCES
226
PAY SCALES
1. Executive
levels Provisional pay scales w.e.f. Notional Scales Revised Scales
01.01.97 from 01.01.97 w.e.f. 1.1.2007
E2 8600-330(2)-350-370-380- 8600-250-14600 20600-3%-46500
400-420-430-450-470-490-
510-530-540-14600
E2A 10750-420-430-450-470- 10750-300-16750 24900-3%-50500
490(2)-530-540(3)-550(2)-
16750
E3 13750-550-575-600-610-620- 13750-350-18650 29100-3%-54500
625-685(2)-18700
E4 16000-660-685(4)-700(2)- 16000-400-20800 32900-3%-58000
20800
E5 17500-630-685(2)-700(4)- 17500-400-22300 36600-3%-62000
22300
E6 18500-700(2)-730-750-780- 18500-450-23900 43200-3%-66000
850-890-23900
E7 19000-730-740-750-760- 19000-500-24000 51300-3%-73000
770-800-850-24400
E7A 19500-750-810-845-880- 19500-500-25500 51300-3%-73000
910-945-960-25600
E8 20500-670(2)-850-900-950- 20500-500-26500 51300-3%-73000
980(2)-26500
E9 20500-670(2)-850-900-950- 20500-500-26500 51300-3%-73000
980(2)-26500 plus Rs. 1000 as plus Rs. 3500 as PP
Special Allowance which will be treated
Pay as basic pay for all
purposes
62000-3%-80000*
* Effective from September, 2010

a. Induction of Executives including Executive Trainees will be made in the
scale of Rs. 20600-46500. On regularization, ETs will be placed in the pay
scale of 24900-50500.
b. On promotion to the Executive cadre, Supervisors will be placed in the pay

scale of Rs. 20600-46500.
227
PAY AND ALLOWANCES
2) Supervisor
Grade Pay Scales (w.e.f. 01.01.1997) Pay Scales (w.e.f. 01.01.2007)
S-1 7300-12660 16000-35500
S-2 7900-13700 17000-37000
S-3 8600-14920 18500-40000
S-4 9300-15590 20000-42500
3) Workmen
Grade Pay Scales (w.e.f. Pay Scales (w.e.f.

01.01.1997) 01.01.2007)
W1 4400-8430 10500-23000
W2 4700-9010 11000-24500
W3 5000-9580 11500-26000
W4 5400-10350 12500-27500
W5 5800-10790 13500-29500
W6 6200-11200 14500-32000
W7 6700-11750 15500-34500
W8 7300-12660 16000-35500
W9 7900-13700 17000-37000
W10 8600-14920 18500-40000
RATE OF ANNUAL INCREMENT
Grade Rate of Increment

Workmen/Supervisors 3%
• In all the categories viz Executive/Supervisor/Workmen the amount of each

increment shall be rounded off to the next Rs.10/- (Rs. Ten).
********
228
PAY AND ALLOWANCES
DA PATTERN
a) The Industrial DA at AICPI-126.33 as on 01.01.2007 admissible in the pay scale

would be ‘nil’ as the amount of IDA as on 01.01.2007 has been merged in the pay
scale. The first installment of DA would become due on 01.04.2007 over and
above of AICPI-126.33.
b) DA installments would be released 4 times a year w.e.f. 1st January, 1st April, 1st
July and 1st October.
c) The percentage increase in the quarterly average of the AICPI for the period ending
February, May, August and November over index 126.33 would be taken upto
one decimal point.
d) The rate of compensation over the basic pay at index average of 126.33 is also in
whole numbers with fractions carried forward.
e) The percentage neutralization in different pay ranges would be 100%.
********
229
PAY AND ALLOWANCES
230
“CAFETERIA” OF PERKS & ALLOWANCES
1.0 Introduction:
As per DPE guidelines “Cafeteria approach” shall be adopted for other perquisites
& allowances allowing employees to choose from a given set or cafeteria of
perquisites and allowances.
2.0 Admissibility
2.1 Cafeteria will be applicable to the following:
a) Employees on regular rolls of SJVN.
b) Executive Trainees.
c) Employees posted at Nepal/Bhutan.
e) Deputationists as on 26.11.08.
f) Employees sponsored for higher studies by the Company.
2.2 Following categories of employees will not be entitled for “Cafeteria”
a) Employees under suspension.
b) Employees on Study Leave,
c) Employees on EOL on any grounds.
3.0 Ceiling for Cafeteria
3.1 Based on the expenditure incurred on maintaining and running of infrastructure
facilities such as schools, hospitals, clubs etc. and amount protected on account of
Location Based Allowance, the value of monetisation will be reviewed every year
and accordingly the ceiling of cafeteria will be determined.
3.2 For the period from 26.11.08 to 31.03.2011 the applicable ceiling for “Cafeteria”
will be 47% of revised basic pay
4.0 Option for Cafeteria:
4.1 Employees will be required to exercise their option under “Cafeteria” once at the
beginning of every financial year. Payment shall be made as per option exercised
subject to the prescribed ceiling. On transfer, employee will have discretion to
change the option.
4.2 Details of Cafeteria applicable to Executives is enclosed at Annexure-I whereas
Cafeteria applicable to Non-Executive is detailed at Annexure-II.
4.3 Formats for exercising option by Executives & Non-Executives are placed at
Appendix-I & II.
231
PAY AND ALLOWANCES
5.0 Within the applicable/prescribed ceiling of Cafeteria, Sodexo Meal Vouchers of
Rs.1500/- shall be provided to employees posted at Shimla/NJHPS/RHEP/LHEP/
DSHEP/Delhi/Parwanoo/Dehradun, and the procedure of the same is detailed at
annexure-III:.
6.0 Payments under “Cafeteria” shall be subject to Income Tax. Vouchers/documentary
evidence, if required, can be submitted for claiming exemption under IT Act.
7.0 D(P)/CMD will be competent to make any change in “cafeteria” including the
ceiling of cafeteria so arrived at within the prescribed ceiling of DPE guidelines.
*****
232
PAY AND ALLOWANCES
Annexure-I
CAFETERIA IN RESPECT OF EXECUTIVES
Sr. Perks & Allowances % of revised

No. Basic Pay
1 Canteen Allowance/Meal Vouchers viz. Sodexho 7.5%

etc.
2 Children Education Reimbursement 10%
3 Hostel Subsidy 10%
4 Professional Updation Allowance 10%
5 Conveyance/Transport Allowance 5%
6 Washing Allowance 5%
7 Reimbursement of expenditure on vehicle repair & 5%

maintenance.
8 Domestic Help Allowance 10%
9 Newspaper/Professional Literature Reimbursement 5%
10 Driver Allowance 10%
11 House Upkeep Allowance 5%
12 Self Development Allowance 15%
13 Club Membership 10%
14 Gardener Allowance 10%
15 LTC 15%
16 Other Allowances 10%
233
PAY AND ALLOWANCES
234
Annexure-II
CAFETERIA IN RESPECT OF NON-EXECUTIVES
Sr. Perks & Allowances % of revised Basic

No. Pay (upto)
1. Canteen Allowance/Meal Vouchers 7.5%
2. Children Education Reimbursement

Child 1 5%
Child 2 5%
Hostel Subsidy
Child 1 5%
Child 2 5%
3. Conveyance/Transport Allowance 5%
4. Washing Allowance 5%
5. Reimbursement of expenditure on vehicle repair 5%

& maintenance.
6. Electricity Reimbursement 10%
7. Newspaper/Professional Literature 5%
Reimbursement
8. Internet Allowance 5%
9. House Upkeep Allowance 5%
10. Self Development Allowance 15%
11. Furnishing Allowance 10%
12. Gas/Fuel Allowance 10%
13. LTC 15%
14. Computer Allowance 10%
15. Patient Care Allowance 10%
16. Other Allowances 10%
235
PAY AND ALLOWANCES
236
Appendix-I
OPTION BY EXECUTIVES UNDER "CAFETERIA"
A. Name of the employee :
B. Designation/Deptt. :
C. Employee No. :
D. Period :
Sr. No. Perks & Allowances % of revised
Basic Pay
1. Canteen Allowance/Meal Vouchers viz. sodexho etc. 7.5%
2. Children Education Reimbursement 10%
3. Hostel Subsidy 10%
4. Professional Updation Allowance 10%
7. Reimbursement of expenditure on vehicle repair & 5%
maintenance.
8. Domestic Help Allowance 10%
9. Newspaper/Professional Literature Reimbursement 5%
10. Driver Allowance 10%
12. Self Development Allowance 15%
13. Club Membership 10%
14. Gardener Allowance 10%
15. LTC 15%
I hereby opt for the above perquisites and allowances for the financial year___________
restricted to 47% of Basic Pay.
Date Signature of Employee
For use in F&A Deptt.
1. Maximum entitlement of Perks & Allowances of employee:……………..
2. Total amount opted by the employee:………………………
********
237
PAY AND ALLOWANCES
238
Appendix-II
OPTION BY NON-EXECUTIVE UNDER "CAFETERIA"
A. Name of the employee :
B. Designation/Deptt. :
C. Employee No. :
D. Period :
Sr. No. Perks & Allowances % of revised Basic
Pay (upto)
1. Canteen Allowance/Meal Vouchers 7.5%
2. Children Education Reimbursement
Child 1 5%
Child 2 5%
Hostel Subsidy
Child 1 5%
Child 2 5%
5. Reimbursement of expenditure on vehicle repair & 5%
maintenance.
6. Energy Conservation Allowance 10%
7. Electricity Reimbursement 10%
8. Newspaper/Professional Literature Reimbursement 5%
9. Internet Allowance 5%
11. Self Development Allowance/Personality 15%
Encashment
12. Furnishing Allowance 10%
13. Gas/Fuel Allowance 10%
14. LTC 15%
15. Computer Allowance 10%
16. Patient Care Allowance 10%
I hereby opt for the above perquisites and allowances for the financial year___________
restricted to 47% of Basic Pay.
Date Signature of Employee
For use in F&A Deptt
1. Maximum entitlement of Perks & Allowances of employee:……………..
2. Total amount opted by the employee:………………………
********
239
PAY AND ALLOWANCES
240
Annexure-III
Sodexo Meal Vouchers

Under Cafeteria of Perks and Allowances Sodexo Meal Vouchers of (Max. Rs. 1500/-)
shall be provided to employees posted at Shimla/ NJHPS/RHEP/ LHEP/ DSHEP/ Delhi/
Parwanoo /Dehradun, within the existing ceiling of 47%, as per the following procedure:
1) Sodexo Meal Vouchers shall be extended only to those employees, who select the
option of Canteen Allowance/Meal Voucher under Cafeteria.
2) Sodexo Meal Voucher will be paid (in multiple of Rs. 50) as per the option
exercised, and the percentage indicated in the cafeteria @ Rs. 50 per working day
subject to a maximum of Rs. 1500/-. The balance amount as per the percentage
opted under Cafeteria for meal vouchers shall be paid as canteen allowance. In
case of absence of any employee on account of unauthorized leave, leave without
pay, study leave, EOL, Maternity leave and child care leave, the payment under
the account of Meal Voucher shall not be payable.
3) As one time dispensation employee shall be allowed to change their option already
exercised under cafeteria w.e.f. May, 2011.
4) As the cafeteria options are being maintained by F&A Deptt., and the deductions
made on account of Sodexo Meal Voucher as per admissibility shall be effected
by this Deptt., the employee wise details of deductions made shall be forwarded
by respective F&A Deptts, to Nominated Representatives (responsible for placing
the order to Sodexo).
SJVN nominated representatives (P&A Officers as listed at Sr. No. 7 below) will
place the order to Sodexo on the scheduled date i.e. by 20th of each month
mentioning the following details:
(a) Number of Booklets required (Deptt. wise or as decided by the nominated
representatives).
(b) Value of Booklets as per applicability.
A copy of this communication shall also be marked to respective Nodal Officers
(F&A) as mentioned at Sl.No. (4) below.
5) The order be sent by email to: order.delhi@sodexo.com
or arvind.kumar@sodexo.com (phone no. for any reference is 98186-88788 &
Contact Person is Mr. Arvind Kumar).
6) Based on the order Sodexo will send the performa invoice to SJVN (to the
nominated representative) who shall forward it to the respective F&A’s for the
release of payment. On receipt of this invoice related F&A Deptts. shall
electronically transfer the payment to Sodexo by 25th of every month (CITI Bank-
Account No. 0007351003) and also confirm by email of the money transfer to
Sodexo.
241
PAY AND ALLOWANCES
7) The following are the Nominated Representatives/ Nodal Officers:
a) Nominated Representatives
SN Project/ Nominated Representatives for Placing/
Location receiving of order and distribution of
meal vouchers
1. Corporate office Placing Order : Sr. Manager (Estt.),Shimla
(Shimla/ Receiving/Distribution : Dy. Manager
Parwanoo) (Procurement)/Sr. Engineer (Procurement)
2. Corporate office (Delhi) Sr. Manager (P&A), Delhi.
3. NJHPS DGM (P&A)/Sr. Officer (P&A), NJHPS
4. RHEP DGM (P&A)/SM (P&A), RHEP
5. LHEP AGM (P&A)/Manager (P&A), LHEP
6. DSHEP Officer (P&A), DSHEP
7. Dehradun Manager (P&A)/ Manager (PR), Dehradun
Office
b) Nodal Officers
Project/Location Nodal Officers for release of
SN payment to Sodexo for the purchase
of meal vouchers
1. Corporate office (Shimla / AGM (F&A), Shimla
Parwanoo/Delhi)
2. NJHPS SM (F&A), NJHPS
3. RHEP DGM (F&A), RHEP
4. LHEP Manager (F&A), LHEP
5. DSHEP Dy. Manager(F&A), DSHEP
6. Dehradun AGM (F&A), Shimla
8) Sodexo will deliver the vouchers in sealed packets. Consignment if not found in
sealed cover should not be received and intimation of the same to be sent to Sodexo
office immediately.
9) The consignment will be containing one copy of invoice and two copies of delivery
chalan. A copy of the delivery chalan is required to be signed, stamped and should
be sent back to Sodexo office at Delhi as a proof of the receipt of the consignment
by respective stores.
10) The Vouchers shall be collected by each Deptt. for its employees for distribution
amongst them. The delivery of meal vouchers to all the employees by 5th of every
month shall be ensured by the respective Nominated Representatives.
11) Sodexo Meal Voucher Scheme shall become applicable from May, 2011 onwards.
12) Scheme shall be initially implemented for the employees posted at Shimla /Delhi
/Parwanoo / NJHPS / RHEP / LHEP / DSHEP / Dehradun.
********
242
PAY AND ALLOWANCES
LOCATION BASED ALLOWANCES
1. DIFFICULT AREA ALLOWANCE(DAA)
1.1 Difficult Area Allowance(DAA) at the rates given below will be paid
w.e.f. 26.11.2008
Area Part ‘A’ Part ‘B’ Part ‘C’ Part ‘D’
Rs. per month (% of Basic pay)
DAA 10% 8% 6% 4%
1.2 Classification of areas shall be as per the notification of GOI for Special
Compensatory(Remote Locality) Allowance.Accordingly the different locations
of SJVN fall as under
Part A Part B Part C Part D
Khab, Nathpa and entire Shimla, Jhakri, Sunni,
Chamoli, Pithoragarh & ------- Jeori, Kotla, Luhri, Parwanoo,
Uttarkashi Distrits Bayal Dhaulasidh
1.3 Existing Green Field/Project Allowance and SCA shall be restricted as per para
2 .1(a) below.
2. OTHER LOCATION BASED ALLOWANCES
2.1 The following Location Based Allowances shall be paid:
a) Balance of Green Field Allowance, Project Allowance/SCA drawn as on
26.11.2008, in the pre-revised pay-structure, if any, after adjusting DAA
drawn.
b) Special (Duty) Allowance at Non-family Station shall be continued as
per extant rules operative as on 26.11.2008.
2.2 The amount of Location Based Allowances under Para-2.1 has been monetised
(alongwith recurring expenditure on maintaining/running infrastructure facilities
such as schools, hospitals, clubs) and subsumed within the overall ceiling of 50%
prescribed for cafeteria of perks and allowance
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PAY AND ALLOWANCES
3.0 In case of Promotion/transfer/new joining to such locations after 26.11.08, the
balance under 2.1 (a) above shall be worked out by considering following.
(a) Executives
Level Green field Project Special Compensatory (Remote/Hill
Allowance Allowance area) Allowance
Rs. per month
Part ‘A’ Part ‘B’ Part ‘C’ Part ‘D’
E2 2580 600 1000 800 600 300
E2A 3230 750 1300 1050 750 300
E3 4130 750 1300 1050 750 300
E4 4800 750 1300 1050 750 300
E5 5250 750 1300 1050 750 300
E6 5550 750 1300 1050 750 300
E7 5700 750 1300 1050 750 300
E7A 5850 750 1300 1050 750 300
E8 6150 750 1300 1050 750 300
E9 6150 750 1300 1050 750 300
(b) Non-Executives
Green Project Special Compensatory (Remote/Hill
Level
field Allowance area) Allowance
Allowance
Rs. per month
Part ‘A’ Part ‘B’ Part ‘C’ Part ‘D’
W1 1320 300 500 400 300 140
W2 1410 300 500 400 300 140
W3 1500 300 500 400 300 140
W4 1620 450 700 550 450 240
W5 1740 450 700 550 450 240
W6 1860 450 700 550 450 240
W7 2010 600 1000 800 600 300
W8/S1 2190 600 1000 800 600 300
W9/S2 2370 600 1000 800 600 300
W10/S3 2580 600 1000 800 600 300
W11/S4 2790 600 1000 800 600 300
Notes:
a. SCA is applicable to Shimla, Parwanoo, NJHPS & RHEP
b. Green field allowance and SCA are applicable to DSHEP & LHEP.
c. Project Allowance & SCA are applicable to UK Projects.
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PAY AND ALLOWANCES
3.1 On Promotion to next higher grade if the Balance worked out under Para- 3 above
is less than the allowances drawn at pre promoted post than in such cases employee
will have the option to continue with the such higher amount.
4. Admissibility
4.1 Location Based Allowances will be applicable to the following:
a) Employees on regular rolls of SJVN, on and after, 26.11.08.
b) Executive Trainees, on and after, 26.11.08.
c) Deputationists as on 26.11.08.
d) Employees sponsored for higher studies by the Company.
4.2 Following categories of employees will not be entitled for “Location Based
Allowances”:
a. Employees under suspension.
b. Employees on Study Leave,
c. Employees on EOL on any grounds.
5.0 General Terms & Conditions applicable to DAA and Green Field/ Project
Allowance:
5.1 The allowance will not be admissible during the period of transfer outside the
place of posting exceeding two months or during leave for a period exceeding two
months provided that the allowance may be paid for another period not exceeding
two months if the extended period of leave is on medical certificate.
5.2 During the period of training of the employees away from the headquarters, they
would be allowed to draw the allowance at the admissible rate for a period upto
two months until the headquarters have been changed during such period. For the
period beyond two months during training, the payment of the allowance would
be continued by the employees furnishing certificate to the effect that their family
continued to reside at the headquarters for the period for which the allowance is
claimed.
5.3 During the period of suspension, the allowance would be admissible only so long
as the headquarters of the employee under suspension continues to be located in a
place which qualifies for payment of this allowance subject to the employee
furnishing certificate to the effect that he or his family members continued to
reside at the headquarters for the period for which the allowance is claimed.
5.4 Family for the above purpose would mean the employee’s wife/husband, children
and other persons residing with and wholly dependant upon him/her. The husband/
wife/children/person having an independent source of income would not be treated
as a member belonging to the family of the employee except when such income
including pension (exclusive of temporary increase in pension) and pension
equivalent of death cum retirement benefits does not exceed Rs.2500/-
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PAY AND ALLOWANCES
5.5 In case of those employees who are in receipt of House Rent Allowance/leased
accommodation, the amount of Project/Green Field Allowance would be reduced
to 50% of the rate/amount specified above. The aforesaid reduction shall not
apply in case of employees drawing HRA or leased accommodation for retention
of family at a place other than their place of posting under the special facility of
HRA for retention of family (spouse and dependent children)/ retention of leased
accommodation at previous place of posting/rules relating to Non-family Station
with respect to HRA/Lease.
5.6 The Project/ Green Field Allowance is admissible to only such employees who are
residing within the Project area. However, the allowance may also be granted to the
employees residing outside the Project area due to non availability of residential
accommodation and not because such an arrangement is more convenient to them.
5.7 On commissioning of the Projects, Green Field/Project Allowance will cease to exist.
********
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PAY AND ALLOWANCES
HOUSE RENT ALLOWANCE RULES
1. Title & Scope
The rules shall be called the SJVN House Rent Allowance Rules.
2. Definitions:
In these Rules, unless the context otherwise requires:
2.1 ‘Company’ means the SJVN LIMITED, including the Projects/Offices under its
management.
2.2 ‘Local employee’ means an employee who has got his residence within a radius of
8 Kms. from the concerned project or the office of posting, which is owned either
by himself and/or by his dependant family members. If any employee who was a
land oustee and/or his family member has been given plot/plots of land or built in
residence or any other facility for purpose of rehabilitation by the Company, then
he will also be deemed as a local employee for the purpose of these rules.
2.3 ‘Employee’ means a person appointed against a regular post and includes
probationers and deputationists, but excludes Apprentices, Temporary, Casual,
Muster Roll, Daily rated employees.
2.4 ‘Family’ means the wife or husband, as the case may be, parents, children, step
children, legally adopted children, wards taken under the Wards Act, brothers or
sisters as ordinarily may reside with and are dependant on the employee.
2.5 ‘Government/Government Agency’ means Central Government, State Government,
Autonomous Public Undertakings or semi-Government Organization such as
Municipality, Port Trust, Nationalized Banks, Life Insurance Corporation of India,
etc.
2.6 ‘Pay’ means Basic Pay drawn by the employees and any other pay specified for
this purpose.
2.7 ‘Non-family station’ means such site/place which due to inadequacy of basic
facilities/harsh climatic conditions is declared as non-family station with the
approval of the Board. Nathpa in HP and Project location of Uttrakhand have
been declared as ‘Non-family station’.
3. Rate of HRA:
The rates of HRA as per classification of cities shall be as under :-
Class of cities Rate of HRA
X 30% of the basic Pay
Y 20% of the basic Pay
Z 10% of the basic Pay
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PAY AND ALLOWANCES
4. Eligibility:
4.1 The House Rent Allowance (HRA) will be admissible to:
a) An employee who has not been allotted accommodation (including lease
accommodation) by the Company
b) Both husband & wife, who are employed by the Company/Government/
Government Agencies and living in hired/owned accommodation.
c) Employee living in a house owned/rented by him or his family.
d) Employees posted at project and who have not been allotted family
accommodation and in lieu is living in shared/bachelor accommodation,
for retaining family, subject to approval by Head of Project. The rate of
HRA in such cases will be the rate applicable to the place where he is
allowed to retain family. In case employee is not claiming HRA for
retaining his family in such cases HRA will be paid at the rate as applicable
to the place of posting.
e) Employee posted at non-family station has discretion to retain his family
at a place of his choice. The rate of HRA in such cases will be the rate
applicable to the place where he is allowed to retain his spouse and
dependant children.
The employee shall furnish a certificate in the prescribed form given in Annexure
for claiming HRA.
4.2 The employee shall not be entitled for HRA, if:
a) He/she shares the Company’s accommodation allotted to any other
employee of the Company on his own.
b) He/She resides in the accommodation (including lease accommodation)
allotted to his/her family member by the Company, Government or other
Govt. Agency.
c) If both the spouse are posted at the same station and one of the spouse
has been allotted accommodation (including lease accommodation) at
the same station by Company, Govt. or other Agencies whether he/she
resides in that accommodation or not.
5.0 Conditions:
5.1 The employees posted at places where the Company accommodation is available
and who are eligible for Company’s accommodation, the HRA will be admissible
only if he/she has applied for such accommodation but same has not been
provided.
5.2 While the Company shall always endeavor to provide entitled accommodation to
the employees, however, in case of non-availability of entitled accommodation,
employees will have to accept accommodation one category below his entitlement
and in case the accommodation so offered is not accepted for any reason, the HRA
shall not be admissible.
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PAY AND ALLOWANCES
5.3 The HRA at Project will not be payable when an employee (except local employees)
chooses to live in private accommodation for his own convenience or because the
accommodation offered is not acceptable.
6.0 HRA on Suspension:
HRA will be admissible in full to the employees during suspension provided the
disciplinary authority is satisfied that the employee is not engaged in any other
employment/business/profession/vocation.
7. HRA to Deputationist:
The House Rent Allowance in case of employees who are in continued occupation
of accommodation allotted to them by lending organisations before their deputation
to the Company will be regulated as follows:
House rent allowance will be paid as actual, limited to the rates and subject to the
conditions contained in rule 3 subject to further production of proof of payment of
rent.
8. HRA on Transfer:
Employees who are not in occupation of Company leased accommodation and are
drawing HRA at admissible rates will, in the event of their transfer from one place
to another, be entitled to house rent allowance as under, provided they retain the
accommodation at the previous place of posting.
(i) During the first two months from At the same rate as it was drawn at
the date of assumption of charge the previous place of posting.
(ii) For the period thereafter At the rate applicable to place of

posting.
In either case, the grant of the allowance under this provision shall not be admissible
beyond the date on which an employee is allotted Company’s accommodation for
family at the new place of posting.
9. HRA on Superannuation:
An Employee on his superannuation shall be entitled to HRA for a maximum
period of three months subject to the following conditions:
a) The employee should have served the Company continuously for at least
10 years on the date of superannuation, in case the continuous service is
less than 10 (ten) years, HRA will be paid for 2 months.
b) No House Rent Allowance as aforesaid shall, however, be payable if
such an employee has been living in the accommodation owned by him
or any member of his family.
c) House Rent Allowance on superannuation, to such employees shall be
payable only if such employees, on the date of superannuation, vacate
the company accommodation, if occupied.
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PAY AND ALLOWANCES
10. HRA on Death:
a) If an employee in receipt of house rent allowance expires, the allowance
may be paid up to a period of four months to the family members who
were residing with the deceased employee, provided they continue to
reside in the same residential accommodation.
b) The amount of HRA shall not exceed that last drawn by the employee
immediately before his death.
c) HRA would not be admissible if the family resides in a house owned by
the deceased employee or any member of his family.
11. Director (P)/CMD is empowered to interpret/clarify the above rules.
********
250
PAY AND ALLOWANCES
ANNEXURE
CERTIFICATE TO BE FURNISHED BY EMPLOYEE FOR CLAIMING HRA
1. I certify that I have not been allotted residential accommodation by the Company/
Government/any Government Agency.
2. I certify that I am not residing with my family members to whom residential

accommodation has been allotted by the Company/Government/any Government
Agency.
3. I certify that I have applied for company accommodation, but the same has not
been allotted to me (For Project Employees )
4. I certify that I /my spouse and dependant children am/are living in a house hired/
owned by me/family located at
…………………………….
……………………………..
………………………………
5. I certify that residential accommodation has not been allotted to my spouse by

Company/Government/any Government Agency at the place for which HRA is
being claimed.
Signature:……………………….......
Name…………………………….....
Designation……………………........
Employee No………………….........
251
PAY AND ALLOWANCES
252
DRESS CODE ALLOWANCE RULES
1.0 Applicability:
These Rules shall be applicable to all the regular employees of the Corporation
including Board Level, Deputationists & Trainee appointed against regular post.
2.0 Amount:
2.1 Employees will be entitled for Rs. 7,500/- per annum for purchasing and Stitching
of liveries.
3.0 Dress Code:
3.1 All employees are required to observe the Dress Code, while on official duty, as
detailed below:-
GENTS
GreyPant (Cotton/Woollen ) as per sample
Shirt –Off white (Full Sleeves/half sleeves) as per sample
Socks
Leather Shoes (Black)
Tye/Cravat in winter (optional)
LADIES
Salwar Kameez with Chunni/Sari with Blouse (Pista Green) as per sample
Sandles/Shoes
3.2 Employees may wear warm cloth as per requirement in winter. Employees working
at Project, apart from the above, will have the option to wear navy blue overall
and suitable shoes at site. While in offices at project the shoes as prescribed will
have to be worn. However, the safety norms prescribed from time to time are to be
observed.
3.3 Medical Staff will observe Dress Code as notified from time to time.
3.4 All employees are required to strictly adhere to the dress code, as above, while on
official duty. Failure to wear dress can result in the employee being marked absent
on that day.
3.5 Employees are not required to observe dress code on the last working day of every
week.
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PAY AND ALLOWANCES
4.0 OTHER TERMS AND CONDITIONS:
4.1 Employees will be eligible to draw the advance on 1st day of every January.
4.2 Employee joining later in the year shall be eligible to draw the advance immediately
on joining.
4.3 Employee joining the organisation after 1st October in a particular calendar year
will not be eligible for liveries in respect of that year. However, he/she is entitled
to draw the advance immediately for ensuing calendar year and will required to
observe the dress code within two months.
4.4 All the employees shall be required to submit a certificate within one month of
taking an advance with respect to utilization of advance. However, employee will
be responsible for production of bills/cash memo/documental evidence towards
expenditure, if so required by Income Tax or any other authorities. Tax liability, if
any, will be responsibility of employees and in no case company will be held
responsible for the same.
4.5 If employee leaves the organization within 3 months of advance he will be required
to refund 30% of the amount taken towards liveries
4.6 No deduction shall be made in case the employee ceases to be in employment due
to superannuation or death.
4.7 Employees shall apply for advance in the prescribed format as detailed at
Annexure-I. Employees is required to submit certificate as per Annexure-II.
********
254
PAY AND ALLOWANCES
Annexure-I
APPLICATION FOR ADVANCE FOR LIVERIES FOR THE CALENDAR

YEAR......................
Name: _______________________ Employee No.:________________

Designation: __________________________ Department: _________________
Date of Joining:___________________________
Amount of Advance required : Rs.________________________
I,_________________________ do hereby undertake to utilize the advance for purpose

of purchase and stitching of liveries and observe the Rules/Dress Code as enforced from
time to time.
I also undertake to submit the Certificate of utilization within one month of taking the
advance.
(Signature)
Date: ___________________
Place:___________________
255
PAY AND ALLOWANCES
256
Annexure-II
CERTIFICATE FOR UTILISATION OF ADVANCE OF LIVERIES FOR THE
CALENDAR YEAR ................................
Name: __________________________ Employee No.:________________
Designation: __________________________ Department: _________________
Date of Joining:___________________________
Amount of Advance required: Rs.________________________
I, ___________________ do hereby certify that I have spent Rs.___________ towards

purchase/stitching of liveries.
I further certify that bills/cash-memo/documental evidence against expenditure incurred
towards purchase/stitching of liveries are being retained by me and same will be produced,
if so required by Income Tax Department or any other Authorities.
(Signature)
Date: __________________
Place:__________________
257
PAY AND ALLOWANCES
258
INCENTIVE SCHEME FOR SERVING AT NON-FAMILY STATIONS
1. Applicability:
This scheme will be applicable to the employees posted at following stations.
a. Nathpa
b. Project Location in Uttrakhand
The above stations will be Non-family stations for the purpose of HRA/Lease.
2. Special (Duty) Allowance:
2.1 An employee will be entitled for Special Duty Allowance as under.
Category Nathpa Jakhol Sankri Naitwar Mori /
HEP (UK) Devsari HEP (UK)
1 2 3 4
Workmen Rs. 1740/- PM Rs. 4920/- PM
Rs. 58/- PN Rs. 164/- PN 90% of Column-3
Supervisors/W8 RS. 2820/- / PM Rs. 7860/- PM
– W11 Rs. 94/- PN Rs. 262/- PN 90% of Column-3
Executives
E2-E5 Rs. 5010/- PM Rs. 13980/- PM 90% of Column-3
Rs. 167/- PN Rs. 466/- PN
E6 & above. Rs. 7080/- PM Rs. 19830/- PM
Rs. 236/- PN Rs. 661/- PN
2.2 The above will be payable on the basis of actual night stay (including night stay
during holidays & weekly off) at above Stations irrespective of whether they are
residing with family in company/leased Accommodation or drawing HRA for the
same station.
2.3 An employee posted at any particular Non-family Stations and while on Official
Duty to other Stations, will draw the incentives of the Station where the night is
spent in addition to TA/DA as per Rules.
2.4 The incentive will not be payable to employees while on any kind of leave and
suspension.
2.5 The night stay will be certified by Concerned Divisional Head and countersigned
by Head of the Station. Proper monitoring of night stay is to be ensured. The
procedure for monitoring is detailed at Annexure.
3.0 Tenure of Posting
3.1 Normal tenure of posting at these stations will be as under:
a) Executives – 3 years.
b) Non-Executives – 5 years
3.2 Employees after completion of tenure as above may be considered for transfer to
family station. In case the employee opts to stay at the non-family station for
personal reasons, in such event he will be entitled for 25 % of the incentive as
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PAY AND ALLOWANCES
applicable to the concerned station. However, Management on administrative /
exigency of work may require the services of the employee beyond the tenure
period.
4.0 Accommodation
4.1 The employee will be provided free-shared bachelor accommodation. If Company’s
own accommodation is not available, the same may be provided by hiring from
outside. List of the items to be provided in bachelor accommodation alongwith
life span etc. is detailed at Appendix-I.
4.2 Proper inventory of the items provided in the Bachelor Accommodation shall be
maintained by concerned P&A Deptt. At the time of relieving, employee shall
handover above items to P&A.
4.3 In lieu of free electricity units extended to employees posted in projects locations
at Uttrakhand, charges against water & electricity for bachelor accommodation
provided to them in hired buildings will be borne by the Company.
5.0 Facility of Mess
5.1 The company will provide following facilities for running the mess:
a) Building/Space.
b) Manpower.
c) Utensils.
d) Fuel/Gas for cooking the meals.
5.2 There will be a separate mess for Executive and Non-executives.
5.3 There will be one mess for every 75 members/employees.
5.4 Employees will bear the charges towards foodstuff and no subsidy will be extended.
5.6 Running & maintenance of the mess will be the responsibility of the members/
employees.
6. This Scheme will be applicable to all employees including deputationists. However,
the employees working in design / contract etc. pertaining to above Project will
not be entitled for benefit under this Scheme unless their headquarters is Nathpa
or beyond.
7. On expiry of every 12 months of posting at Uttrakhand Projects,one Home Leave
Passage will be allowed to the employees to himself/herself to visit either the
place where family is residing or Home Town. Home Leave Passage will lapse
after 6 months of its accrual.
8. Management reserves the right to modify / amend and revoke the Scheme. The
scheme will be reviewed when facilities are upgraded.
9. For any doubt/clarification proposal be forwarded to Corporate Centre.
********
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PAY AND ALLOWANCES
ANNEXURE
PROCEDURE FOR MONITORING INCENTIVE SCHEME FOR
NON-FAMILY STATIONS
For regulating payment of Special Duty Allowances to employees spending night at Non-
family Station the following procedure shall be followed:
1. The Scheme will be applicable to all employees who resides within a radius of 8
Kms. from the concerned Non-family Station.
2. P&A Department will issue Night Attendance Register to concerned Divisional
Head for maintaining night records pertaining to the employee under his control.
Separate Night Attendance Register shall be maintained for Executives and Non-
executives/Supervisors.
3. All employees posted at Non-family Stations and spending night will have to sign
on subsequent date on the Night Attendance Register to be maintained separately
for this purpose. In case the employee proceeds on tour/ leave immediately after
spending night, the attendance should be marked immediately on return. All blank
columns are to be crossed clearly to discourage subsequent signature and
corrections if made will have to be approved by Concerned Divisional Head.
4. Executives not below the rank of E3 shall be nominated for countersigning the
night register of Supervisors and workmen. Concerned Divisional Head not below
E-6 shall countersign night register of Executives.
5. An extract of Night register maintained for above shall be sent to Head of Station
or checking on weekly basis.
6. A weekly report by concerned Divisional Head in enclosed format shall be sent to
P&A Deptt. on every Monday for records and compilation.
7. P&A Department will compile the records and send the consolidated list department
wise on monthly basis to F&A Department after getting it duly countersigned by
Head of the Station.
8. The Special Duty Allowance will be released along with salary. The cycle for
authentication of night stay for the purpose of Special Duty Allowance will coincide
with the absentee cycle.
9. Head of Station shall ensure atleast one surprise check every week. Wrong claim/
certification, if detected, will make the employee liable for disciplinary action.
10. Incase, it is observed that counter signing officers are not exercising proper check
before countersigning or are deliberately allowing wrong claims, they will also be
liable for action.
11. In case of any doubt regarding the interpretation, decision of Director (P) shall be
final.
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PAY AND ALLOWANCES
262
FORMAT
WEEKLY ATTENDANCE RECORD FOR NON-FAMILY STATIONS
NAME OF THE DEPARTMENT:
MONTH:
LOCATION OF THE DEPARTMENT:
SI. No. Name of the Employee No. Date of Night

Employee & Stay
Designation
Certified that the above employees have spent nights at ...................................... (Nathpa/
Tharali etc.) as detailed above.
Signature of Divisional Head
HOD P&A Deptt.

Head of the Station
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PAY AND ALLOWANCES
264
Appendix-I
ITEMS TO BE PROVIDED IN BACHELOR ACCOMODATION
AT PROJECT LOCATIONS
Sl. Description No. of Life Span Remarks
No. Items
1. Cot (Wooden Bed) 1 After damage

2. Mattress 1 5-7 yrs.
3. Quilt 1 5 yrs.
4. Blanket 1 -
5. Pillow with cover 1 2 yrs.
6. Bed Sheet 2 -
7. Study table 1
(wooden)
8. Chair (wooden) 1 After damage
9. Molded Chair 1
10. Bed side rack 1
(wooden)
11. Water Jug 1
12. Dustbin 1
13. Towel (Big) 1 6 month
14. Towel (Small) 1 6 month
15. Center table 1 After damage
16. Mirror 1
17. Steel Almirah (Full 1 After damage In case two
size) employees are
sharing one room
then one almirah for
each employee.
18. Colour TV (14") 1 10 yrs.
19. Heater (Single rod) 1 4 yrs. Upto E4 level
20. Heater Convector 1 4 yrs. E5 and above level
21. Immersion rod 1 3 yrs. In case bath room is
provided with geyser
then immersion rod
will not be provided
********
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PAY AND ALLOWANCES
NIGHTSHIFT ALLOWANCE
1.0 Applicability:
Night Shift Allowance will be applicable to all regular employees in Executive,
Supervisor and Workmen category including employees on deputation.
2.0 Definition:
“Night Shift” means 8 hours shift beginning in the evening and continuing beyond
mid-night, or 8 hours shift beginning at Mid-night.
3.0 Eligibility:
Employee (including trainees) rostered for duty in three shifts throughout the month
and working in the night shift will be eligible for night shift allowance.
4.0 The Rates of Night Shift Allowance
4.1 Night Shift Allowance shall be paid at the rate as given below:
Category of employees Rate Rs./P.M. Amount payable

Rs. (per Night
Shift.)
1 2 3
A. Executives
i) E2 & E2A 900/- 115/-
ii) E3 & E4 1200/- 150/-
iii) E5 & E6 1500/- 190/-
B. Supervisors/Supervisor
Trainee 1170/- 167/-
S1-S4 / W8 & above
C. Workmen /Workmen 720/- 103/-
Trainee
W1-W7
4.2 In case an employee rostered for night shift does not attend the same, the shift
allowance will be reduced as per column no.3 of table under Clause 4.1. Conversely,
an employee (normally rostered for duty in three shifts including night shift) who
attends night shift duty in place of such employee who remains absent on his
rostered night shift shall be allowed extra payment of shift allowance to the same
extent.
4.3 For employees, who are not rostered for three-shift duty, but are called for night
shift duty only, the allowance shall be paid as per column (3) of table, under
Clause 4.1 for each night shift worked.
********
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PAY AND ALLOWANCES
NON-PRACTICING ALLOWANCE
NPA @ 25% of Revised Basic pay w.e.f. 26.11.2008 will be paid to the Qualified
Doctors.
CASH HANDLING ALLOWANCE
1.0 Cash Handling Allowance is payable to the employees in the workmen & Supervisory
category who are on the regular rolls of the Company, discharging the duties of
Cashier at the rates indicated below:
Amount of average monthly Rate of
cash handled (Rs.) Allowance
(Rs. Per
month)
Upto 75000 50
75001 to 200000 75
200001 to 500000 100
500001 & Above 125
1.1 The rate of Cash Handling Allowance to be granted to the employee concerned
shall depend upon the average amount of monthly cash disbursed but excluding
payments made by cheques. The amount of monthly cash disbursed shall be certified
by the Head of Finance & Accounts Department of Corporate Centre/Project, on
the basis of the previous Financial years average.
1.2 The rate of Cash Handling Allowance sanctioned, as above, to the employees
concerned shall be reviewed at the commencement of each Financial year, keeping
in view the amount of average monthly cash disbursed in the previous Financial
Year.
1.3 The Cash Handling Allowance shall be admissible only till such time the employees
concerned continue to discharge the duties of Cashier; and will cease to be payable
on their promotion/appointment to the appropriate prescribed pay scale for Cashier.
FREE ELECTRICITY
1. With effect from 01.08.2004, employees posted at Project will avail free electricity
units as under:
Accommodation Occupied by Free Units per Month
the Employees
0 – Type first 60 units
A- Type first 80 units
B- Type first 100 units
C- Type first 120 units
D- Type first 140 units
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PAY AND ALLOWANCES
2. Units consumed, over and above the first free units, as indicated at clause 1, will be
charged on the basis of slab wise tariff declared by HPSEB/Government from
time to time for domestic consumption. If accommodation is shared by employees,
the electricity charges will be recovered on pro-rata basis.
3. If employees posted at project site and not staying in project colony may be allowed
reimbursement of electricity charges as per the slab indicated at clause-1 as per
tariff declared by HPSEB from time to time on the basis of entitled accommodation.
4. Clause 3 will be applicable to employees residing in rented/leased/owned
accommodation within a commutable distance from Project site/place of work.
********
268
PAY AND ALLOWANCES
PERKS AND BENEFITS TO EXECUTIVE/ENGINEER TRAINEES
Following perks and benefits shall be admissible for E2 level w.e.f. 26.11.08 in respect of
Executive/Engineer (Trainees) appointed on or after 27.08.2003.
1. Perks and Benefits to ETs:
a) Subject to other terms and conditions of SJVN Rules the perks and benefits
will be paid as under:
Sl. PERKS & BENEFITS AMOUNT

No.
i) Cafeteria of Perks & @ 47% of the basic pay per month or / as per
Allowances the notified precentage.
ii) Difficult Area Allowance As per extant rules.
iii) Liveries As per extant rules.
iv) DAA and Other Location As per extant rules.
Based Allowances
v) Night Shift Allowance Rs. 900/- per month or as per the notified rate
applicable to E2 level executives.
vi) Reimbursement of At par with E2 level Executives.
Expenditure on Local
Travel for official
purposes.
vii) HRA/Company Leased 1. Free furnished bachelor accommodation
Accommodation will be provided.
2. If same is not possible HRA/Lease will
be extended for the place of posting only.
3. Further if an Executive Trainee is married
may be considered for family
accommodation as per the entitlement of
E2 level, if available.
4. The rate and criteria for HRA/Lease will be
similar to that applicable to other
employees.
5. On the basis of above principles the lease
entitlement of the Executive Trainees shall
be at par with E2 level Executives.
6. Recovery for House Rent including for
Leased Accommodation shall be equal to
E2 level.
269
PAY AND ALLOWANCES
b) Following Perks/Benefits will be regulated as per SJVN Rules:
i) Provident Fund
ii) TA/DA
ii) Group Personal Accident Insurance
iv) Group Insurance
v) Medical Reimbursement.
vi) Leave.
c) Following will not be admissible to Executive Trainees.
i) LTC
ii) Allotment of Accommodation (except that mentioned on pre-page.)
iii) Incentive for Small family norms
iv) HBA
v) Multi-purpose Advance
vi) Computer Advance
vii) Conveyance Advance
viii) Furniture Advance
ix) Reimbursement of Briefcase
2. The benefits at Sl. No. 1(a) & 1(b) will be subject to revision if the same is/are
revised in respect of other employees.
3. The Executive/Engineer Trainees appointed prior to 27.08.2003 will not be entitled
for above benefits and will draw the consolidated stipend as stipulated in their
offer.
********
270
PAY AND ALLOWANCES
SCHEME OF
REIMBURSEMENT
OF EXPENDITURE ON
LOCAL TRAVEL
FOR OFFICIAL PURPOSE
271
272
CONTENTS
RULE TITLE PAGE
1.0 Objective 275

2.0 Scope and Coverage 275
3.0 Eligibility 275
4.0 Rates 275
5.0 Terms and Conditions 276
6.0 Procedure 277
7.0 Reimbursement on Certification 277
8.0 Cancellation 277
9.0 General 278
10.0 Power to relax, amend and modify 278
Appendix-I Application for Reimbursement of Expenditure on Local 279
Travel for official purpose
Appendix-II Claim for Reimbursement Expenditure on Local Travel for 281
official purpose
273
REIMBURSEMENT ON LOCAL TRAVEL FOR OFFICIAL PURPOSE
274
SCHEME OF REIMBURSEMENT OF EXPENDITURE ON LOCAL TRAVEL
FOR OFFICIAL PURPOSE
1.0 Objective
1.1 A Scheme of reimbursement of expenditure on Local Travel for official purposes
is introduced with a view to encourage employees of the Company to own and
maintain their own vehicle and to use such vehicle for journey undertaken for
official purposes thereby reducing demand for use of Company’s vehicle.
2.0 Scope and Coverage
2.1 The Scheme shall cover all employees of the Corporation in Executive, Supervisory
& Workmen pay scales including deputationists.
3.0 Eligibility
3.1 The reimbursement shall be admissible to the employees subject to fulfillment of
the following conditions:
i) The ownership and maintenance of the vehicle of the employee is required
for official purposes in the interest of the company and it will be useful
in efficient and effective discharge of his official duties.
ii) Reimbursement shall be allowed for one vehicle only provided it is owned
and registered in the name of the eligible employee and he holds a regular
and valid license (including a learner license) to drive the vehicle so
registered. The employees in possession of a Learners Driving License
shall on expiry of the term of the Learner Driving License, furnish a
copy of the regular Driving License, failing which reimbursement
sanctioned to him /her shall be withdrawn.
iii) In case the vehicle is to be driven by a person other than the employee
(only in case of four wheelers i.e. motorcar), the said person should hold
a valid driving license.
4.0 Rates
4.1 The rates of reimbursement of expenditure on local travel for official purposes
shall be as circulated from time to time.
The rates of reimbursement w.e.f. June, 2011 shall be as under:
Executives
Grade Rate in Rs. per month
E2 3220
E2A-E4 4400
E5-E6 5270
E7 & above 5860
275
Supervisors
Vehicle Grade Rate in Rs. per month

Car S1 & above 1900/-
Motorcycle/Scooter/other Spl. Grade(S4) 1700/-
two wheeler S1 to S3 1400/-
Workmen
Grade Rate in Rs. per month
Upto W7 600
W8 & above 850
4.2 The rates of reimbursement shall be revisited after every 02 years from the date of
effect of the revised rates.
5.0 Terms and conditions
Grant of reimbursement of expenditure on Local Travel for official purposes will
be governed by the following terms and conditions.
5.1 The employee will use his own vehicle for official journey within the municipal
limit of the Headquarters or within the radius of 30 kms from the Headquarters,
whichever is more for which he will not be allowed to claim any local travel
allowance.
5.2 For the purpose of this Scheme, journey from and to residence shall not be treated
as official.
5.3 Employee, who is in receipt of reimbursement of expenditure on local travel for
official purposes, shall not be eligible to avail of the Company’s Staff/Hired Car
facility. Provided that Clause No. 5.1 & 5.2 will not be applicable to official
journey to and from Railway Station/Airport/Bus Stand at the commencement of
and on return from official tours to outstations.
5.4 Provided further that keeping in view the fact that some of the work places/sites
may not be accessible by motorable roads owing to places located at virgin land
with difficult terrain in the new project, Head of the project, wherever he is satisfied
that it will be unreasonable to expect the employee to travel to such work place/
sites in their own vehicle, may declare, depending on the stage of the development
of the roads etc. from time to time that the employee in receipt of reimbursement
of expenditure on local travel for official purposes posted in such work places/
sites may be permitted the use of company transport for official journeys in
relaxation of this rule.
5.5 Employees who usually travel to and from the place of work in staff vehicles by
reasons of such vehicle being parked in their residence or otherwise shall not be
eligible for reimbursement under this scheme.
5.6 Reimbursement of expenditure on local travel will be admissible only on
proportionate basis where a employee is absent from Headquarters/place of duty
276
on leave/on tour/temporary travel or otherwise or where the vehicle is not utilized
for official purposes owing to the same not being maintained in running condition
for a period in excess of 15 working days in any calendar month.
6.0 Procedure
6.1 An employee who satisfies the conditions of eligibility laid down herein may
apply in the prescribed from (Appendix-I) through proper channel to his Head of
the Department for the grant of reimbursement of expenditure for local travel for
official purposes. If the Head of the Department is prima facie satisfied that it is
necessary for the applicant (Employee) to maintain and use his own vehicle in the
interest of company work, he will recommend for the grant of the reimbursement
and refer the application for consideration of the Competent Authority, viz. Sr.
Manager (Estt.) for Corporate Office and HOD (P&A) for respective Projects/
Power Stations/Units. If the Competent Authority is satisfied, approval to the
grant of the reimbursement of expenditure on Local Travel for official purposes
shall be accorded with effect from the first day of the month following the date of
application or the date of registration of the vehicle, whichever is later.
6.2 However, in cases where the Competent Authority is satisfied that the registration
of the vehicle in the name of the applicant if likely to be delayed because of
reasons beyond his control. Reimbursement may be granted provisionally with
effect from the first day of the month following the date of application provided
that the applicant produces satisfactory documentary evidence in support of the
purchase and ownership of the vehicle from the date specified in the application.
6.3 In case of transfer, the employee will have to apply afresh for sanction of
reimbursement of expenditure for local travel for official purpose. However, he/
she will have to submit documents, only if there is change in status of registration
of the vehicle.
7.0 Reimbursement on Certification
In pursuance of the sanction issued under Rule-6.0 above, the reimbursement may
be made on the basis of following certification to F&A Department to be submitted
by the employee (Appendix-II):
i) That I have maintained Moped/Scooter/Motercycle/Car registration no.
……………………… in proper running condition and utilized the same
in the performance of official journey.
ii) That he/she certifies to the effect that Company’s/Hired vehicle was not
used by him/her during the calendar month for the purpose of official
journey to any of the place/sites.
8.0 Cancellation
The employee entitled to reimbursement under this rule will, if he/she is no longer
in possession of the vehicle through loss, sale, theft etc., immediately report the
matter to the concerned Personnel Department for cancellation of the earlier order
sanctioning reimbursement of expenditure for local travel for official purposes.
277
9.0 General
Reimbursement of expenditure on local travel for official purpose under this scheme
being on a purely functional basis and not expected to be a source of profit and
thus taxable under Income Tax Act, 1961, it shall be expected of each employee to
maintain full records of their official journeys in their vehicles for production, if
and when required to establish that what is paid under the scheme is by way of
reimbursement of actual expenses on travel in performance of official duties in
connection with Company’s business.
10.0 The powers to relax, amend and modify this rule will vest with CMD.
********
278
Appendix-I
APPLICATION FOR REIMBURSEMENT OF EXPENDITURE ON
LOCAL TRAVEL FOR OFFICIAL PURPOSES
Name ………………………………… Emp.No……………………………………......
Design………………………………… Pay Scale with grade code………………….....
Deptt/Division/Office…………………………………………………………………......
Type of vehicle car/scooter/motor cycle/moped
(tick the type of vehicle)
Vehicle No. : …………………………………………………….
Date & Registration no. of
Vehicle (enclose a photocopy) : ……………………………………………………..
Date & license no.
(enclose a photocopy) : …………………………………………………….
Signature of Employee (Signature of HOD)
———————————————————————————————————
For use in HR Department
Registration Book and License verified and found to be in order
Reimbursement of expenditure for local travel for official purpose as per entitlement from
time to time may be allowed to Sh. …………………. Emp. No. ………………………..
for the vehicle (Type) ………………………Registration No. ……........……………. W.e.f.
…………….
Authorized officer of HR
Sanctioned
(Signature of Competent Authority)
———————————————————————————————————
Ref.No. Date:
Forwarded to Finance Department for necessary action

———————————————————————————————————
279
280
Appendix-II
CLAIM FOR REIMBURSEMENT OF EXPENDITURE ON LOCAL TRAVEL
FOR OFFICIAL PURPOSES
Name of Employee: Employee No:
Designation: Department:
Period of non- Total days of Claim Month Amount

utilisation utilisation
claimed ( In Rs.)
(tour, all types of
leave including
CL)
From To
Certificates-
i) That I have maintained Moped/Scooter/Motercycle/Car registration no.
……………………… in proper running condition and utilized the same in the
performance of official journey.
ii) That I certify to the effect that Company’s/Hired vehicle was not used by me
during the calendar month for the purpose of official journey to any of the place/
sites.
Signature of Claimant
Date
For Use in Accounts Department
Passed for payment of Rs. ………………………Received Rs.……………………… (In

words)……………………………
Account Code: Amount Rs. Cash Code:
Accountant A.O./Sr.A.O.
Date Date Signature of Employee
281
282
PERFORMANCE
RELATED
PAY
283
284
CONTENTS
RULE TITLE PAGE

2.0 Objectives 287
3.0 Short Title 287
4.0 Scope 287
6.0 Parameters of PRP Payment 288
7.0 Grade Entitlements 289
8.0 BSC Performance Centers 289
9.0 BSC Process and Finalization 290
Annex. - 1 Process of BSC 291
285
PERFORMANCE RELATED PAY
286
SCHEME FOR PERFORMANCE RELATED PAY
1.0 Introduction
1.1 DPE guidelines on pay revision interalia envisage Performance Related Pay to
Executives and Non-unionized supervisors. Performance Related Pay has been
linked to the profits of CPSEs and Performance of the Executives. 60% of PRP is
to be paid from 3% of PBT and 40% of PRP from 10% of incremental profit.
Also for implementation of PRP a Robust and Transparent Performance
Management System (PMS) is to be developed.
2.0 Objectives
2.1 Through the above scheme SJVN aims at achieving the following objectives:
i) Reward the employees for achieving the pre-determined targets within a
scheduled time frame.
ii) Motivate the employees to achieve desired level of performance.
iii) Integrate working of different departments and projects to achieve the
pre-determined results.
iv) Focus on non-core activities which positively influence sustainability of
an organisation.
v) Strengthen inter departmental relationships.
3.0 Short Title
3.1 The Scheme shall be called “SJVN Scheme for Performance Related Pay”.
4.0 Scope
4.1 Scheme shall cover Power Stations, Construction Projects, Investigation Projects,
all regional offices and corporate office.
5.0 Applicability
5.1 Scheme will cover the following:
i) Employees on regular rolls of SJVN/Deputationists.
ii) Employees posted at Nepal/Bhutan.
iii) Employees who separate on account of resignation, death, repatriation
and superannuation upto the date of separation.
iv) Employees sponsored for higher studies by the Company.
v) Trainees appointed against regular vacancies.
287
5.2 For Workmen & Supervisor Trainees the payment shall be governed as under:
• For Supervisory Trainees PRP will be paid considering the minimum
basic of the revised scale of S1 grade
• For Workmen Trainees PRP will be paid considering the minimum basic
of the revised scale of the level at which the Workmen Trainee shall be
confirmed after completion of the training period.
5.3 Scheme will however not be applicable to :
a) any Apprentice including Apprentices under the Apprentices Act.
b) Casual employees
6.0 Parameters of PRP Payment
6.1 From the Financial Year 2009-10 & onwards the various parameters for payment
of PRP applicable to Board level/below Board level employees will be as under:
Parameter Weightage
Board Level
MOU 50%
Weighted Average of PRP of Performance 50%
Centers
Below Board Level
MOU Rating 40%
BSC Rating of Performance Centre 50%
AAR Rating 10%
6.2 The weightage of Performance Center in respect of Board level employees shall
be in the same ratio in which they figure in Dynamic, Sector Specific & Enterprises
Specific Parameters of MOU. Whenever there is no MOU targets of a center in
such cases minimum 5% weightage shall be given. Same will also be applicable
incase the weightage of center is worked out less than 5%.
6.3 All the above parameters will be independent to each other.
6.4 There will be no payment for poor rating in AAR/BSC/MOU.
6.5 PRP on AAR will be payable on the basis of rating for the Appraisal Year coinciding
with the commencement of the financial year.
288
7.0 Grade Entitlements
7.1 The grade entitlements for PRP payout are as under:
Grade % of Revised Basic Pay
E2 to E2A/Non-Executives 40
E3 to E4 50
E5 to E6 60
E7 & above 70
Directors 150
CMD 200
7.2 PERFORMANCE VIS-A-VIS Matrix is given below:

Gr. MOU (40% wtg.) BSC (50% wtg.) AAR (10% wtg.)
Gr. Ent
% of Basic Pay
Ex VG G Avg Ex VG G Avg Ex VG G Avg
E2/E2A/Non-Exe. 40 16 12.8 9.6 6.4 20 16.0 12.0 8.0 4 3.2 2.4 1.6
E3-E4 50 20 16.0 12.0 8.0 25 20.0 15.0 10.0 5 4 3 2
E5-E6 60 24 19.2 14.4 9.6 30 24.0 18.0 12.0 6 4.8 3.6 2.4
E7-E9 70 28 24.4 16.8 11.2 35 28.0 21.0 14.0 7 5.6 4.2 2.8
8.0 BSC Performance Centres

8.1 The whole company has been divided into 12 Performance Centres for the purpose
of BSC as under:
i) NJHPS (HP)
ii) RHEP (HP)
iii) LHEP (HP)
iv) DSHEP (HP)
v) DHEP (UK)
vi) JSHEP & NMHEP (UK)
vii) Arun-III HEP (Nepal)
viii) Bhutan Projects
ix) Corporate Civil Engineering Centre
x) Corporate Electrical Engineering Centre
xi) Corporate Centre I (C&SO, BDG, CP, CM&C, CS, IA, Environment,
IT&C, BD & MS Delhi &, Dehradun office)
xii) Corporate Centre II (All Corporate P&A Sections, Corporate F&A Deptt
and P&A Delhi)
289
8.2 The number of Performance Centre are subject to change with the approval of
D(P)/CMD.
9.0 BSC Process and Finalisation
9.1 BSC of all Centers will be finalized by the committee of Functional Directors
headed by CMD duly supported by a committee of EDs/GMs. Process of BSC is
detailed at Annexure-I.
9.2 Evaluation of BSC at the end of the FY will also be approved by the committee of
Functional Directors headed by CMD.
10.0 General Conditions
10.1 The employees will be entitled to PRP on pro-rata basis for actual period of
attendance. All types of leave (except Study Leave other than indicated at 5.1 (iv)
and Extra Ordinary Leave) will be counted towards actual attendance. The period
of Foreign Training and of Training in India will be treated as actual attendance.
10.2 PRP amount will not count for any service benefits i.e. computation of House
Rent Allowance, Compensatory Allowance, Encashment of Leave, Pay Fixation,
Provident Fund, Pension or Gratuity etc.
10.3 In case of transfer from one performance centre to another the entitlement of PRP
will be determined on pro-rata basis as per the entitlement of the Centre in which
Executive has actually worked. Similarly in case of promotion pro-rata PRP will
be paid on promoted post.
10.4 On separation/death employee will be entitled for PRP on the basis of basic pay
drawn by him before separation/death in the relevant Financial Year on pro-rata
basis.
10.5 CMD/D(P) will be the Competent Authority to interpret any doubt under this
scheme and their decision shall be final and binding.
********
290
Annexure-I
PROCESS OF BSC
1. All Performance Centres to submit their proposals in the month of December for
ensuing financial year.
2. Performance Centres to also submit achievement status against previous years
targets within 15th days of the end of the current financial year.
3. A Committee of Sr. Executives (GMs/EDs) to be constituted with the approval of
D(P) with Corporate Policy as Member Secretary.
4. Committee to necessarily have HOD Corporate Monitoring as one of the members.
5. Committee to hold discussions with all HOPs/HODs and arrive at agreed targets
for the ensuing financial year.
6. Weightages to be assigned to all targets in terms of their strategic importance
keeping the overall weightage of a performance centre as 100.
7. Targets to be finalised in a meeting where all Functional Directors are present
together with HOPs, HODs and BSC Committee Members.
8. Committee to submit final targets for approval of Committee of Functional
Directors headed by CMD.
9. Approved targets to be circulated to all Performance Centres.
10. Random Audit of achievements submitted against previous years targets to be
carried out by Internal Audit Deptt.
11. Corporate Policy to evaluate previous years targets and submit the Evaluation
report to Committee of Functional Directors headed by CMD.
12. Scoring System shall be as under:
Level Score
Excellent 100-150
Very Good 151-250
Good 251-350
Average 351-450
Poor More than 450

13. On receipt of approval Corporate Policy to issue orders for release of PRP in
consultation with finance.
********
291
292
RULES FOR POSTING IN
BHUTAN/NEPAL
293
294
CONTENTS
RULE TITLE PAGE
1.0 Pay, Perks and Allowances 297

1.1 Pay 297
1.2 FCA (Foreign Compensatory Allowance) 297
1.4 Perks and Allowances 298
2.0 Medical Facilities 299
3.0 Housing 299
4.0 Travelling Allowance 299
5.0 Transfer Benefit 300
6.0 Joining Time 300
7.0 TA/DA in Respect of Family and Transportation of Baggage 300
8.0 Payment of Allowance for the First 30 Days of Posting 300
9.0 Entitlement on Tour within Bhutan/Nepal/India 301
10.0 LTC/Home Leave Passage/Children Holiday Passage 302
11.0 Telephone Expenses 303
12.0 Leave 303
13.0 Encashment of Leave 304
14.0 Foot Allowance 304
15.0 Enhanced Insurance Cover for the Site Employees 304
16.0 Recovery of Contributory Provident Fund on Indian 305
Pay plus D.A.
295
RULES FOR POSTING IN NEPAL/BHUTAN
296
RULES FOR POSTING IN BHUTAN/NEPAL
1.0 PAY, PERKS AND ALLOWANCES
1.1 PAY
Employee shall be entitled to draw Basic Pay, Dearness Pay, Special Pay, Stagnation
Pay and Personal Pay (also PP on account of small family norms). However no
Dearness Allowance (DA) will be payable.
1.2 Foreign Compensatory Allowance (FCA)
1.2.1 For posting in Nepal :
a) FCA will be paid @ 80% of Foreign Allowance payable to MEA Officials
from time to time at Nepal.
b) The equivalence of SJVN Grades/Levels vis-à-vis MEA Designation is
as under:
Sr. No. Grade/Level in SJVN Equivalent level of MEA
i. E8 Minister
ii. E7A/E7 Counsellor
iii. E6/E5 First Secretary/Sr. PPS
iv. E4/E3 Second/P. Pvt./Third Secretary
v. E2A & E2 90% of FCA payable to E4/E3 level
of Executives
vi. S4-S1/W11-W8 Non-Rep. Gazetted Officer
vii. W7-W1/JO & JE (Trainees) Non Gazetted Officer
c) The conversion rate of US$ shall also be the same as notified by MEA in this
regard.
d) Slab deduction will not be applicable for posting at Nepal.
1.2.2 For posting in Bhutan :
a) Rate of FCA w.e.f.01.04.2010 is as under :
Sl.No. Category of Post Rate of FCA
E7 & above 92167
E-6 88521
E-5/E-4 84574
E-3 75758
E2/E2A 75807
S4/S3/W11/W10 49410
S2/W9 42361
S1/W8 42556
W7 & Below/JO & JE (Trainees) 42608
297
b) The above rates of Foreign Compensatory Allowance (FCA) will be revised
from time to time on the basis of GOI notification regarding Bhutan Compensatory
Allowance for posting of Govt. servant on deputation to Bhutan.
c) The rate of Foreign Compensatory Allowance in respect of E4 & above levels
interalia includes necessary provision on account of the employment of the
complement of two full time local servants @Rs.5456.00 per month each.
Whereas, same includes provision on account of two full time local servants
@ Rs.3410.00 per month each for E3 level. Payment of servants wages will
however be subject to certification by concerned employees.
d) Slab deduction for posting at Bhutan shall be made as under:
Sl.No. Category of Post Rs. per month

a) E8 6660
b) E7/E7A 6549
c) E6 5661
d) E5/E4/E3 5180
e) E2A/E2 4588
f) S4 4070
g) S3/W11/W10 3360
h) S2/W9 2960
i) S1/W8 2627
j) W5/W6/W7 2398
k) W4 1862
l) W3 1499
m) W2 1443
n) W1 1251
e) Provision regarding slab deduction & engagement of servants shall remain

same as notified by NHPC/Govt. of India for deputation of the employees to
Royal Govt. of Bhutan.
1.2.3 On extension of FCA to JO/JE (Trainees), the DA component of Stipend will cease
to exist.
1.4 PERKS AND ALLOWANCES
In addition to Pay & FCA reimbursement towards Livery shall be allowed alongwith
admissibility of 47% of perks & allowances under the Cafeteria. PRP will also be
payable. These benefits shall be payable as per extant rules of Company and notified
from time to time.
1.5 Personnel Income Tax applicable in Nepal will be borne by the Company in respect
of employees posted in Nepal, over and above, the extent applicable in Bhutan.
298
The Indian income tax, if any shall however be borne by the employee.
2.0 MEDICAL FACILITIES
2.1 Project Authorities will empanel the hospitals and appoint authorized Medical
Attendants.
2.2 Nevertheless employee and his family will be entitled to take treatment in India
and claim will be settled as per extant rules.
2.3 The family members left behind in India will be entitled to medical attendance and
treatment (both out-patient and in-patient treatment) as per SJVN Medical
Attendance Rules applicable to regular employees of the Company posted in India.
3.0 HOUSING
3.1 Bachelor accommodation will be provided at project site.
3.2 Employees who are in occupation of Company accommodation will be permitted
to continue to occupy the same, for the bonafide use of their families.
3.3 Executives shall be entitled to claim Company Leased Residential Accommodation
at a place as per his/her choice for retaining his/her family in India or Nepal/
Bhutan. Monthly ceiling of rent shall be the same as prevalent at the place where
family resides in India. Whereas for Nepal and Bhutan same will be notified
separately.
3.4 If Company/Lease accommodation is not availed of, House Rent Allowance will
be paid as payable in India with reference to the actual place of residence of the
employee’s family within India.
3.5 HRA will be paid to the employees posted at Bhutan @ 10% of the basic pay (i.e.
at par with un-classified cities in India) while staying in Transit/Rented
Accommodation at Bhutan. In this situation Company Leased Residential
Accommodation/HRA will not be admissible for family either staying in India or
in Bhutan.
4.0 TRAVELLING ALLOWANCE
4.1 For onward journey
4.1.1 Employees will be allowed to travel by entitled Class of Air Journey as per extant
TA/DA Rules of the Company. Actual charges of entitled class charged by the
Airlines will be paid.
4.1.2 Any Tax/VISA charges incurred by the employee at the port of embarkation/
disembarkation shall be reimbursed in full.
4.1.3 Reimbursement/payment towards additional baggage towards personal effects
limited to airfreight shall be allowed as under:
(i) 1,000 kgs, if individual is accompanied by family, or
(ii) 500 kgs, if not accompanied by family.
299
4.2 TA for journey upto the point of Embarkation/Disembarkation
4.2.1 For journey upto the point of embarkation/de-embarkation (including boarding on
Aircraft) employees shall travel as per entitled class/mode under TA Rules of
Company.
5.0 TRANSFER BENEFIT
5.1 Transfer Grant and Transfer pay Advance
Transfer Grant and Transfer pay Advance shall be admissible as per Extant TA/DA
Rules of the company.
5.2 Foreign Compensatory Allowance Advance
5.2.1 An amount equivalent to one month’s Foreign Compensatory Allowance shall be
admissible as Interest free advance on reporting for duty abroad, which is
recoverable in 12 equal monthly installments from the following month. In case
initial posting is for a period less than 12 months, the recovery shall be so regulated
to ensure that the advance is recovered, in full, before the individual concerned is
transferred back. However, if at the time of initial posting no period is stipulated
and subsequently same has been curtailed to a period which is less than 12 months
in such cases recovery will be made in 12 equal monthly installments.
6.0 JOINING TIME
6.1 Employees who are posted abroad will be allowed joining time as per T.A. Rules
of the Company. No Foreign Compensatory Allowance will be paid for joining
time.
7.0 TA/DA IN RESPECT OF FAMILY AND TRANSPORTATION OF BAGGAGE
7.1 In case employee shifts his family to Nepal/Bhutan, TA entitlements shall be
governed as per rule 4.1 & 4.2.
7.2 No allowance/reimbursement for transportation of baggage shall be allowed.
However in lieu of Baggage Allowance, Furnishing Assistance shall be paid as
notified from time to time in consultation with Corporate F&A.
8.0 PAYMENT OF ALLOWANCE FOR THE FIRST 30 DAYS OF POSTING
8.1 Till accommodation is not provided and the employee is forced to stay in a hotel,
claim will be settled as per extant Guidelines on foreign visit as applicable for the
country of posting for 1st 30 days. No Foreign Compensatory Allowance will be
paid for the above period in such event.
8.2 At the initial stage of project the period of 30 days may be relaxed by CMD on the
recommendation of HOP. Alternatively HOP may make the arrangement of
accommodation by hiring rooms in hotel or at other suitable places.
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9.0 ENTITLEMENT ON TOUR WITHIN BHUTAN/NEPAL
9.1 Daily Allowance on tour within the Nepal/Bhutan shall be as under:
Sl.No. Category Rates in US$
a) E2A and above 45
b) E2 and Supervisors 33.75
c) All others 15
The above entitlements shall further be restricted as under:
Days Entitlement
1st 7 days Full Entitlement as indicated in Col-3 of above table.
Next 7 days 75% of Col-3 of above table.
Thereafter 50% of Col-3 of above table.
9.2 The other entitlement shall be same as applicable to employees posted in India for
tour with in the territory of India. Any modification/amendment in the entitlements
during foreign posting shall be carried out with the approval of CMD on the basis
of the requirement of Project(s) and recommendation, if any, of HOP. Revised
entitlements will be notified by Corporate HR Department. Modifications/
amendments carried out under this Para from time to time are as under:
a) Executives posted in Nepal will be entitled for Air journey within the
territory of Nepal
b) In respect of employees posted at Bhutan, the entitlement of Executives
below E5 level on official tour from Airport (India) to Project site (Bhutan)
and vice-versa will be full taxi.
9.2.1 Employees at level of E4 (E6 in case of Home Leave Passage) and below posted in
Nepal/Bhutan Projects will be entitled to travel by air (Economy Class) from/to
Guwahati/Bagdogra to/from Airport (in India) nearest to place of official visit/
residence of family/ hometown either on official duty or availing Home Leave
Passage.
9.2.2 Above will also be applicable to official visits at the time of new joinings/transfers
and inter projects visits in Bhutan.
9.2.3 However entitlement from New Delhi to Shimla/Chandigarh and vice-versa will
be regulated as per CPC No. 210/2010 dated 14.06.2010.
9.2.4 Tours outside the country of posting and also tours to India, shall be governed by
the rules as applicable to employees working in India. All foreign tours (except
tours to India) must have prior approval of CMD. For undertaking tours to India
by HOP, the prior approval of CMD is required. Whereas in other cases prior
approval of concerned Director is required.
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9.2.5 The accommodation entitlement of SJVN employees on tour to/at Nepal/Bhutan
shall be regulated as under:
S.N. Location/Place Entitlement
a) Kathmandu (Nepal) As per the notified rates of cities
Thimpu & Paro (Bhutan) of Mumbai, Delhi & Bangalore.
b) Phuentsholing (Bhutan) As per the notified rates of other

Principal Cities.
c) Other locations in As per the notified rates of
Nepal/Bhutan ordinary cities.
10.0 LTC/HOME LEAVE PASSAGE/CHILDREN HOLIDAY PASSAGE

10.1 LTC
10.1.1 During the period of posting abroad, LTC shall continue to accrue to the employee
as per LTC Rules. Employee and his Family members (including those left behind
in India) will be entitled to avail Leave Travel Concession.
10.2 Home Leave Passage
10.2.1 Employee will be allowed 3 Home Leave Passages in a year.
10.2.2 After expiry of every 4 months, employee shall be entitled for one Home Leave
Passage for himself only.
10.2.3 HOP shall ensure minimum cooling off period of 60 days at Project while allowing
Home Leave Passage.
10.2.4 The Home Leave Passage will lapse after 5 months of its accrual.
10.2.5 Home Leave Passage can be availed either to visit a place where family is residing
or the Home town in India.
10.3 Family Holiday Passage or Home Leave Passage for the Family Members
10.3.1 On completion of every 12 months of posting abroad,spouse and dependant children
whether residing in Bhutan/Nepal or in India shall be entitled for Family Holiday
Passage to visit employee in Bhutan/Nepal or Home Leave Passage to visit Home
Town, as the case may be. Family Members shall be entitled either for Home
Leave Passage or Family Holiday Passage.
10.4 Home Leave Passage/ Family Holiday Passage shall be in addition to LTC.
10.5 Save the para 9.3, Journey within India shall be governed as per LTC rules. Whereas
journey from place of posting abroad to Airport in India nearest to place of residence/
hometown and vice versa shall be permitted to be performed by Air. However
reimbursement of expenditure on fare shall be restricted to Economy Class of
National Carrier.
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11.0 TELEPHONE EXPENSES
11.1 Monthly ceiling towards reimbursement of expenditure on Mobile phone/ Data
Card/Residential Landline and Broadband etc. will be as under.
Sl.No. Level/Designation Monthly Ceiling (INR)
a. AGM/DGM 5000/-
b. Sr. Mgr./Mgr./Dy. Mgr. 3000/-
c. E3/E2A/E2 2000/-
d. Supervisors 1500/-
11.2 Reimbursement of expenditure within entitled ceiling towards one residential

telephone in India where family is residing shall be allowed to the Executives
posted in Nepal/Bhutan. This will be applicable to those Executives who are
otherwise entitled for residential telephone as per extant policy.
11.3 For Telephone at office, extant entitlements/practice will remain operative.
12.0 LEAVE
12.1 Employees posted abroad shall continue to be governed by Leave Rules of the
company. The leave accrued during the foreign posting will be kept in a separate
account for availing, setting off & encashment etc.
12.2 Normally no employee posted abroad shall be permitted to avail any portion of
leave which has not accrued abroad. In exceptional circumstances like sickness
(of self/family member) leave earned in India can be sanctioned. However, no
Foreign Compensatory Allowance will be payable on such leave but notional DA
of the applicable date shall be paid.
12.3 Foreign Compensatory Allowance will be paid in full on the leave earned including
HPL in the foreign country and availed thereof. Foreign Compensatory Allowance
will also be payable on CL & RH availed during the posting in foreign country.
12.4 Leave availed in foreign country before its accrual under clause 12.2 will be set
off on accrual of leave in future in the foreign country. Foreign Compensatory
Allowance will become payable after adjusting the amount of notional DA so paid.
12.5 Save the above no Foreign Compensatory Allowance will be admissible on any
kind of leave availed during posting abroad. However, DA of applicable rate shall
be paid in such cases.
12.6 Special Casual Leave
a) 15 days Special Casual Leave will be granted in a calendar year.
b) In case an employee joins later in the calendar year, Special Casual Leave
will be allowed on pro-rata basis.
c) Special Casual Leave cannot be encashed/accumulated.
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12(A) PUBLIC/WEEKLY HOLIDAYS IN NEPAL
12(A).1 HOP of Arun-III HEP will decide 14 Public Holidays (in lieu of 8 Closed and 6
Restricted Holidays) to be observed at project site with prior approval of Director
(Personnel). While doing so he has to ensure compliance of statutory provisions.
12(A).2 Saturday will be weekly holiday in Nepal at SJVN Establishments in place of
Sunday in India.
13.0 ENCASHMENT OF LEAVE
13.1 Employees may be allowed to encash Earned leave earned in India in accordance
with the extant rules of the company and the payment will be made on the basis of
Basic Pay, Dearness pay, Special Pay, Personal Pay and notional Dearness
Allowance which they would have drawn had they been serving in India.
13.2 EL earned during the foreign posting can also be encashed after setting off the EL
availed during foreign posting as per extant rule. If Earned leave is encashed during
the posting abroad, Foreign Compensatory Allowance payable on the date of
encashment shall be considered.
13.2.1 In case Leave earned abroad are encashed/availed after posting in India or encashed
at the time of superannuation, Foreign Compensatory Allowance for the post held
by the employee at the time of repatriation shall be paid at the rate applicable on
the date of encashment or applicable DA as on the date of encashment whichever
is more.
13.2.2 Encashment of HPL will be allowed at the time of superannuation only as per
extant rule. Foreign Compensatory Allowance for the post held by the employee at
the time of repatriation shall be paid at the rate applicable on the date of encashment
or applicable DA as on the date of encashment whichever is more.
14.0 Foot Allowance
Foot Allowance @ INR 30/- per km will be paid to undertake official journey at
project locations where other mode of transport is not available. This will also be
applicable to the employees on tour to project location at Nepal/Bhutan and will
be claimed by the employees in their TA Bills.
15.0 ENHANCED INSURANCE COVER FOR THE SITE EMPLOYEES
Employees will be provided additional Group Personal Accident Insurance coverage
to the extent mentioned below:
Sr. No. Category Coverage Amount of Rs
a) Executives/Executive Trainee 15.00 lacs
b) Supervisors/Supervisor Trainee/ 12.00 lacs
W8-W11
c) Others 10.00 lacs
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The Group Personal Accident policy will be taken in India and would include
coverage for death as well as disability arising out of accident, act of terrorism and
mob violence. Payment to nominee shall be made in Indian Rupees in India.
16.0 PF CONTRIBUTION
16.1 Contributory Provident Fund recoveries will be made on the Indian Pay plus notional
DA, which the employees would have drawn had they been serving in India.
Accordingly equal amount will be contributed by the Company.
17.0 D(P) will be Competent Authority for Minor Modification/amendment/ relaxation
and interpretation under these Rules.
********
305
306
TRAVELLING AND
DAILY ALLOWANCE
RULES
307
308
CONTENTS
RULE TITLE PAGE
1 Scope 311
2 Definitions 311
3 Travel Entitlement 313
4 Conveyance Charges 315
5 Daily Allowance & Lodging Charges 316
6 Entitlement outside India 320
7 Admissibility of TA for other journeys 322
8 Insurance Charges 322
9 On Transfer which is in Company's interest 322
10 Transfer Grant 323
11 Package Charges 324
12 Baggage Allowance 324
12.A Transfer Pay Advance 326
13 Joining Time 326
13.A Transfer TA on Retirement /Death 328
14 Entitlement on joining on fresh appointment 328
15 Admissibility of Travelling Allowance for other Journeys 330
16 Advance 334
17 Claim 335
18 Local Journeys 335
19 Definitions 335
20 Entitlement 336
21 Muster Roll/Casual Employees 338
22 General 339
309
TRAVELLING AND DAILY ALLOWANCE RULES
23 Amendment of the Rules 339
Annexure I Tour Advance Form 341
Annexure II Request For Transfer Pay Advance 343
Annexure III Tour TA Claim Form 345
Annexure IV Transfer/Joining T A Claim Form 347
Annexure V Local Travelling Expenditure Claim Form 351
Annexure VI Guidelines Relating to Daily Allowance during Foreign 353

Visit under Para 6.3.2 of the TA/DA Rules.
310
1.0 Scope
The SJVN Travelling and Daily Allowance Rules will be applicable to all regular
full time employees of the Company including Stipendiary Trainees (unless
specified otherwise) other than Apprentice under Apprentices Act, 1961,
deputationists, if deputation terms specifies, persons appointed on contract basis
unless otherwise specified, candidates called for interview/test and other persons
to whom the appointing authority extends these rules.
These Rules will also be applicable to HPSEB employees on deputation and to
daily waged employees in the event of performing official journeys on outstation
tours, training and transfers. In addition, the HPSEB employees on deputation
shall also be paid Transfer T.A. under these Rules in the event of their repatriation
to HPSEB from SJVN.
2.0 Definitions
In these rules, unless the context otherwise requires:
2.1 “Corporation” means the SJVN Ltd. including the projects/offices under its
management.
2.2 “Controlling Officer” means the officer empowered to approve and/or countersign
the Travelling Allowance claim (including advance) in respect of employees
working under him, in accordance with the powers delegated from time to time
for specified purposes under these rules.
2.3 “Day” means a calendar day beginning and ending at midnight. This is for general
reckoning only.
2.3.1 For the purpose of calculating Daily Allowance, ‘Day’ is to be taken as a period of
24 hours beginning from the actual time of departure from the Headquarters or
residence, as the case may be, in respect of any particular journey.
2.4 “Family” means an employee’s spouse residing with the employee and legitimate
children (including step children and legally adopted children) residing with and
wholly dependent upon him. In case of transfer, the term family would also include
parents, unmarried/widowed sisters and minor (i.e. below 21 years of age) brothers
provided that the concerned member is residing with and wholly dependent upon
the employee.
2.4.1 However, till such time the Company’s special facility of retention of family at a
place other than the place of posting of the employees is in existence, the condition
of ‘residing with the employees’ will not be essential for such employees as are
allowed to retain their family under the provisions of such special facility.
2.4.2 Only one wife is included in the term “family” for the purpose of these rules.
2.4.3 Legitimate children do not include adopted children except those legally adopted.
311
2.4.4 Step children include the children of the spouse from a previous marriage, where
the same was dissolved due to legal divorce or death of the other party to such
marriage.
2.4.5 The criterion for judging the dependency or otherwise of a family member of an
employee will be the monthly income of the concerned family member. A family
member will be deemed to be dependent upon the employee if his/her income
from all sources is not more than Rs. 2500/- p.m. In case of parents, the income of
both father and mother jointly will be taken into account for this purpose.
2.4.6 Where both husband and wife are employed in the Company, the dependent parents
of either of the spouses may be treated, at their option, as parents for the purpose
of these rules.
2.5 “Headquarters” means the normal place of duty of an employee. In case of an
employee deputed for Training in India or abroad, the Headquarters will means
the place of duty from where he proceeded on Training, unless the same is changed
in respect of an employee sent on long-term training or assignment by a specific
order of the Head of the Division.
2.5.1 In respect of an apprentice/a trainee, the Headquarters shall means the place of
training at which he is posted for undergoing long duration (more than 30 days)
apprenticeship/ training.
2.6 “Head of Division” means the concerned Functional Director/Executive Director/
General Manager or any other Executive to whom the power is delegated for the
purpose of these rules.
2.7 “Management” means the Board of Directors and if authorized by the Board, the
Chairman/Managing Director/Director of the Company for the purpose of these
rules.
2.8 “Official Tour” means absence on duty of an employee from his Headquarter.
2.9 “Pay” means basic pay together with personal pay, special pay, deputation (duty)
allowance, dearness pay and officiating pay, if any and any other allowance which
is specified to be counted as pay.
2.9.1 In case of a re-employed pensioner, pension and pension equivalent of retirement
benefits will also be considered as pay provided and to the extent the same has
been taken into consideration for fixation of his basic pay. In such a case, if the
sum of his pay plus pension exceeds the pay of the post, if it is on a fixed rate of
pay or the maximum pay of the post, if it is on a time scale of pay, such excess
shall be ignored.
2.9.2 For muster roll, daily rated, casual, badli or substitute employees, pay means the
amount arrived at by multiplying their daily rate of wages by 26 (twenty six) or 30
(thirty), as the case may be, depending upon the manner of calculation of their
daily wage-rates.
2.10 “Shortest Route” means the route which is shortest in terms of distance.
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2.10.1 The route by which the destination can be reached most speedily by rail/air as per
entitlement, even if longer will be deemed to be the shortest route for the purpose
of these rules. In respect of a road journey, it means the route which is shortest in
point of time by entitled mode of travel.
2.10.2 Keeping in view the locations of various destination, availability of various means
of transport and other relevant factors, the Chairman/Managing Director/
Director(Personnel) may declare from time to time specific routes, which though
not shortest, will be deemed to be shortest routes for the purposes of all or any of
the journeys mentioned in these rules.
2.11 “Transfer” means the movement of an employee from one HQ station at which he
is posted to another station to which his former Headquarters have been changed
or where he is ordered to take up the post.
2.11.1 Notwithstanding the above definition of transfer, the movements of an apprentice/
a trainee, engaged under the Company’s own training scheme, during the period
of training as well as that for joining his duties at the place of posting in consequence
of final appraisal and placement etc. shall not be treated as transfer.
3.0 Travel Entitlement
3.1.1 The reimbursement of fares for journeys performed between the headquarter station
and tour station by the employees of various levels by different means of transport
shall be as per the following entitlement, subject to actuals.
3.1.2 Nature of entitlement
a) By Rail
Sr. Level Ordinary Trains Rajdhani Shatabdi
No. Express Express
1. Dy General Manager and I Class / AC I Class AC I Class Executive

above Class
2. Sr. Manager / Manager I Class / II Class AC AC II Tier AC Chair Car
Sleeper
3. Asstt. Engr. / Officer upto Dy. I Class / II Class AC AC II Tier AC Chair Car
Mgr. Sleeper
4. Executive Trainees/ I Class / II Class AC AC III Tier AC Chair Car
Supervisors/Supervisor Sleeper
Trainees and employees in
W/men category drawing basic
pay Rs. 14,673/- or more.
5. W6 upto W1. III Class AC Sleeper N.A. AC Chair Car
6. All other employees Sleeper Class N.A. N. A.
313
b) By Air & Road
Sl.No. Category of Employees Entitled mode & Class of travel
Air Road
1 2 3 4
1. DGM & above Admissible* Actual
2. Sr. Manager/Manager Admissible Actual Taxi fare.
3. Asstt. Engr./Officer upto Not Fare of single seat in taxi,
Dy. Mgr. Admissible where availed, limited to
Rs. 4.00/- KM**
4. Executive Trainees & Not admissible Fare of single seat in taxi,
Supervisors where availed, limited to
Rs. 3.00 per km or actual
bus fare.
5. Employees in the Workmen Not admissible Actual Bus fare.
category.
6. All other employees Not admissible Actual Bus fare.
including DR/MR of all pay
ranges and also non-
executive trainees.
* Executives in the rank of General Manager and above may travel by Executive
Class. Claim shall be supported by Boarding Pass in case journey is performed
by Air. In exceptional cases Historical Ticket duly verified by the employees
can be entertained in place of Boarding Pass.
** Provided further that between Shimla and Jhakri, the entitlement of Sr. Engg./
Officer and Dy. Manager shall be for actual taxi fare and for Asst. Engg./
Officer and Engg./Officer, the same shall be for actual bus fare, in case shared
taxies are not available.
3.1.3 Where journeys are performed by road between places connected by rail, the
reimbursement as per sub- rule 3.1.2 will be restricted to rail fare as per entitlement,
subject to actuals. The above restriction will not be applicable to General Manager,
ED & Directors and Chairman.
3.1.4 For journeys, performed by road between places not connected by rail and where
road travel is customary the reimbursement will be allowed in full as admissible
under column(4) of sub-rule 3.1.2. In terms of clause 2.11.2, the Kalka-Shimla
and Shimla-Dehradun via Nahan road route has been declared as the shortest
route. Accordingly, the journeys performed by the employees by these road routes
in their own vehicles/taxi/bus etc. will not be restricted to the rail fare and
reimbursement of journey fare will be regulated as per the entitlements of the
employees for road journey.
3.1.5 In case where journeys is undertaken by the employee in his own Car/Scooter/
Motor-cycle reimbursement will be made @ Rs. 6.00/- per Km for a Car and Rs.
314
2.30/- per Km for Scooter/ Motorcycle subject to restriction as contained in Sub-
rule 3.1.3. When journey is performed by an executive in his/her own car,
reimbursement will be allowed at the rate of Rs. 6.00/- per Km for travel by car if
entitled for Reimbursement of Expenditure on local travel for official purpose of
car.
3.1.6 Charges for reservation, sleeper accommodation, Super Fast Train surcharge,
Telegram charges for securing reservation charged by Railways as well as airlines
will be reimbursed. In exceptional cases cancellation charges may be reimbursed
at the discretion of the Controlling Officer where journey is not undertaken due to
natural calamities or any mishap in the family. Agency charges paid to travel agents
will be reimbursed subject to a maximum of Rs. 20/- against vouchers for each
journey.
3.1.7 Non-availability of reservation by train is not an acceptable reason for not
performing the journey connected with official work.
3.1.8 Employees deployed on temporary duty including Non-Family Stations will be
eligible for TA/DA as under:
a) TA will be admissible in actuals as per entitlement.
b) DA will be admissible as per Clause 5.4 of TA/DA Rules, which stipulates
full DA for first 30 days and 50% thereafter upto 90 days.
c) Accommodation in Guest House as per Transit Camp Rules of the station.
d) If an Employee who is deployed for temporary duty to non-family station
for a minimum period of 15 days may be given choice to draw either DA
as applicable to such stations or Special Duty allowance.
e) TTA, Disturbance Allowance etc. as permitted in normal transfer shall
not be payable.
3.2 Travel by Air
Manager and above can travel by air while on duty. In other cases, sanction of the
Head of the Department not less than General Manager should be obtained.
4.0 Conveyance Charges
4.1 For local journeys undertaken by road at out station, conveyance charges will be
reimbursed as per the following entitlements subject to a maximum of Rs. 1500/-
for a continuous halt not exceeding seven days. The limit of Rs. 1500/- can be
relaxed in exceptional cases by the Controlling Officer upto Rs. 2000/-. For halt
exceeding 7 days, amount will be proportionately increased.
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Sr. Level Entitlement
No.
1. All Executives Actual Taxi fare
2. Supervisors & Cost of single seat in a taxi or three wheeler
Executive Trainees charges restricted to Rs.2.60/- per K.M.
3. Others Actual bus fare. Where no bus plies, actual
charges by other means like Tonga, Rickshaw,
etc., restricted to Rs.1.00/- per K.M.
4.2 For the purpose of Rule 4, of the conveyance charges spent at outstation for
journeys performed between airport/railway station to the temporary residence
and vice-versa will be excluded from the ceiling prescribed under the above rules.
4.3 In respect of “Key Officials” of the Corporation (General Manager & above), the
restrictions of Rs. 1500 will not apply and they will be reimbursed the actual cost
of conveyance charges incurred by them at tour stations
4.4 Employees when arranges accommodation on his own thus not claiming
expenditure for accommodation, can claim reimbursement of following additional
amount of local journey conveyance expenditure by specifying the place of visit
after exhausting the ceiling of Rs. 1500/-.
Levels Amount
Executives upto E7A Rs. 150/- per day.
Sup.&Exe. (Trainees) Rs. 100/- per day.
Sup. (Trainees) & Workmen Rs. 75/- per day.
Tech. (Trainees) Rs. 50/- per day.
4.5 However, no relaxation will be allowed in respect of local Journey if an employee
is claiming additional local Journey expenditure under para 4.4. above.
5.0 Daily Allowance & Lodging Charges
This is an allowance intended to cover charges incurred on account of travelling
and staying at places other than at headquarters.
5.1 Daily Allowance is to be calculated for the period of absence from headquarters.
The scheduled arrival/departure (and actual arrival if there is a delay of more than
15 minutes from the schedule) of the mode of transport used shall be reckoned for
the calculation of daily allowance. In respect of journeys by road, the actual time
of arrival/ departure as certified by the employee should be adopted.
316
5.2 Accommodation Charges & Daily Allowance shall be paid as under :
a) Accommodation charges
Sl.No. Category Accommodation charges ( Rs./day)
1 2 3 4 5
A. EMPLOYEES Mumbai, Delhi Principal Ordinary
& Bangalore Cities Cities
1. CMD & Functional Directors As per actual
2. ED 14000
3. GM 9800
4. E7/E7A 9800
5. E5 to E6 5600
6. E3 to E4 4200 78.57% of 80% of
7. E2 to E2A & Executive Trainees 3150 rates at Column
Col.No.3 No.4
8. W8/S1 & above but below E2 1680
9. W4 & above but below W8/S1 1260
10. W3 & below & Dip/Artisan 630
Trainee
b) Daily Allowance Charges.

Sl.No. Category Daily Allowance & Composite Daily
Incidental Allowance.
A. EMPLOYEES P O P O
1 2 3 4 5 6
1. CMD & Functional As per actual against proof
Directors subject to ceiling of Rs.3000/-
per day inclusive of taxes. In 470
case same is not claimed on
actual expenditure DA @
Rs.370/- per day will be paid.
2. Executive Directors 370 470 80 %
3. For GM, AGM & of
320 410
DGM Column
4. Those in the level of : No.5
260 370
E6, E5, E4 & E3
5. Those in the level of: 80 % of
220 Column 320
E2A, E2
6. Those in the level of: No.3
W7 to S1 & above but 180 260
below E2
7. Those in the level of:
W4 & above but below 120 210
W7/S1
317
8. Those in the level of:
110 180
W3 & below
B.TRAINEES
1. Executive Trainee 155 230
2. Supervisor/ Diploma
110 180
Trainee
C. DAILY RATED/ MUSTER
35@ 45
ROLL ETC. EMPLOYEES
“P” - Means Principal City. “O” - Means Other Places. “@” Daily Allowance for
Journey Period.
Important Notes:
a) The rate of Ordinary city for Daily Allowance will be applicable for journey
period.
b) Bombay, Calcutta, Delhi, Madras, Bangalore, Hyderabad, Ahamedabad, Pune,
Kanpur, Surat, Nagpur, Jaipur & Lucknow are treated as Principal Cities for
the purpose of these rules.
c) The hotel tariffs are inclusive of service charges. Hotel & Statutory Taxes if
levied, will be reimbursed.
d) In case of short duration halts en route their destination, reimbursement of
hotel charges will be admissible only when night halt is involved subject to
the following:
i) For one-way reimbursement of hotel charges shall be restricted to
one-day tariff of entitled accommodation in a particular station.
ii) Employee will be reimbursed local conveyance of entitled class as
indicated under Clause 4.0.
iii) The tour should be planned in such way that the duration of en-
route halt at a particular station should not exceed 15 hours. Beyond
this it will be private halt.
iv) In case night halt is not involved local conveyance as per entitlement
under Clause 4.0 shall be reimbursed from place of arrival to the
place of departure for a duration upto 3 hours. When the halt is
more than three hours, local conveyance expenditure shall be
reimbursed from place of arrival to place of refreshment (as arranged
by employee for which no reimbursement shall be allowed) and
from the place of refreshment to place of departure.
e) When the family member of the employees accompany him while he is on tour
and the accommodation is hired for lodging of the employee as well as his family
members, the actual accommodation charges may be reimbursable to him in
full without any proportionate reduction subject to his entitlement ceiling indicated
in para 5.2 (a).
318
f) In absence of proper dormitory facilities as per entitlement in TCs at parwanoo/
Delhi, composite DA will be allowed to the Drivers, while on official tour.
5.2.1 Accommodation charges are payable by the employees when they stay in the
Company’s /Govt./PSU’s guest houses and they will be paid daily allowance as
“with lodging” as indicated in columns 3 or 4 under Rule 5.2(b) as the case may
be.
5.2.2 Following provisions may also be kept in view while hiring hotel accommodation:
a) Wherever Guest House Accommodation is available, the same shall be availed
of and the hotel accommodation will be hired only if the Guest House
Accommodation is not available.
b) Wherever ITDC Hotels are available, these should be preferred.
c) The concession in the tariff available in some hotels including ITDC must be
availed of by the employees and reimbursement in such cases will be made
after taking into account the concessional rates only.
5.2.3 If an employee is provided both boarding and lodging free of cost, he can draw 1/
4th of the daily allowance as in column 3 or 5 under Rule 5.2 (b)
5.2.4 An employee who has been allowed to retain his family at a place other than his
place of posting will be allowed TA if he visits that place on tour as under
rule 5.2.3.
5.2.5 For period spent on journeys, rate of daily allowance as given in Rule 5.2(b),
column 4 will be applicable. For calculating daily allowance admissible for the
journey portion alone, the number of days spent on halt at outstations (rounded
off as per Rule 5.3 in respect of each halt) shall be substracted from the total
number of days of absence from headquarters rounded off for the last broken
period. If, however, the number of days for such halt (calculated as per Rule 5.3)
exceeds the total number of days of absence, then the time spent on journeys shall
be taken as nil.
5.2.6 Daily allowance may be drawn for journey period, all halts on duty and holidays
occurring during the period of halt. As regards stay at intermediate stations, only
stay exceeding three hours will be treated as part of the halt at that particular
station and daily allowance as applicable will be paid.
5.3 Daily Allowance may be drawn for broken periods of a ‘Day’ on the following
scale:
Period Rate
Less than 6 hours One forth
6 hours and more but less than 12 Half
12 hours & above Full
5.4 For prolonged halts full daily allowance may be drawn for a period upto 30 days
and for a longer period upto 90 days, half daily allowance may be drawn. The
limit of 30 days and 90 days relates to stay at anyone station only. General Manager
have powers to relax these conditions.
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5.4.1 The period of stay away from the outstation for three consecutive nights or more
will constitute a break in continuity of stay at outstation for the purpose of these
rules.
5.5 For journeys within a radius of 30 kms from headquarters no daily allowance will
be admissible. In the case of journeys within a radius of 30 kms the actual
conveyance charges may be reimbursed.
5.5.1 If any employee attends duty at a place other than the normal place of work straight
from his residence and returns to residence without attending duty at normal place
of work, conveyance expenditure will not be reimbursable unless distance of the
place of temporary duty from his residence is more than the distance from the
distance to the normal place of work. In the latter case conveyance expenditure
may be reimbursed only for the difference according to his entitlement under the
rules.
5.6 An employee will normally proceed on tour from his headquarters only. Where
due to exigencies of work an employee is required to proceed on tour from his
leave station, it will be treated as compulsory recall from leave and full daily
allowance, fare, etc. will be paid from the station where the employee was spending
his leave.
5.6.1 Leave (including casual leave) can be allowed to an employee on tour by the
controlling officer. No daily allowance or other charges will be admissible for
such periods of leave. The entitlement for the fare where an employee makes a
detour for his own convenience and with the approval of the controlling officer
may be determined in each case on merits by the controlling officer subject to the
conditions that TA in no case will exceed the amount admissible by shortest route
from the point of detour to the headquarter.
5.7 The following tour incidental expenses if actually incurred will also be reimbursed
on production of receipt:
i) The excess baggage charges for carrying official records;
ii) The expenses on account of official telephone calls (local and trunk) and
telegram phonogram if specifically sanctioned by the Controlling Officer;
iii) Insurance charges in respect of journeys by air at the rate of Rs. 10/- per
air travel; and
iv) Any other expenses, not covered hereinbefore, incidental to and incurred
during the course of tour, at the discretion of the concerned Head of
Division.
5.8 In exceptional cases, on merits, General Manager or any other officer delegated
such powers may permit employees to travel by a class/mode higher than their
entitlement.
6.0 Entitlement outside India
6.1 The entitlement of Travelling Allowance, Daily Allowance etc. in connection with
official tours outside India will be regulated in accordance with the provisions
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contained hereinafter except for the portion of the journey including halts if any
within India upto the point of embarkation/disembarkation in India, which will be
regulated in accordance with the provisions contained in rule 5.0.
6.2 Travelling Allowance
6.2.1 The entitlement of Journey shall be as under:
Level Entitlement.
CMD Ist Class.
ED & above Business/Club Class
Other Executives. Economy Class.
6.2.2 Statutory levies as paid in connection with tour will also be reimbursable.
6.2.3 The payment of Travelling Allowance for official tours abroad will be subject to
the instructions/guidelines of the Government of India as adopted by the Board
from time to time.
6.3 Daily Allowance and other Travelling Entitlements:
6.3.1 The payment of Daily Allowance for tour abroad will be made on the basis of
actual time spent outside India including journey time by shortest route.
6.3.2 The Daily Allowance and other travelling entitlements in respect of the employees
deputed abroad will be as per the scale of release of foreign exchange prescribed
by the Reserve Bank of India from time to time for employees of public sector
undertakings. Based on RBI norms, internal guidelines will be issued. Guidelines
relating to Daily Allowance during Foreign Visit are detailed at Annexure-VI.
6.3.3 Where the stay abroad is extended for official reasons with the approval of an
authority competent to approve the foreign tour beyond the period for which foreign
exchange was released, the employee will be paid additional Daily Allowance in
foreign exchange for such extended period of halt provided it is released on time
by the Reserve Bank of India, failing which the Company will pay an equivalent
amount in Indian currency.
6.3.4 Where the duration of stay abroad is curtailed/reduced, the employee shall refund
the Daily Allowance in foreign exchange for the number of days so curtailed/
reduced.
6.4 Foreign exchange which is normally released at the airport at the time of
embarkation will not be treated as part of travelling expenses reimbursable by the
Company.
6.5 Foot Allowance @ INR 30/- per km will be paid to undertake official journey at
Project locations in Nepal/Bhutan where other mode of transport is not available.
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6.6 The accommodation entitlement on tour to Nepal/Bhutan shall be as under :
S.N. Location/Place Entitlement
1. Kathmandu (Nepal) As per the Notified rates of cities of
Thimpu & Paro (Bhutan) Mumbai, Delhi & Bangalore.
2. Phuentsholing (Bhutan) As per the Notified rates of other
Principal Cities.
3. Other Locations in Nepal/ As per the Notified rates of Ordinary
Bhutan cities
7.0 Admissibility of TA for other journeys
7.1 To obtain medical treatment on the advice of AMA as notified under Medical
Attendance Rules, reimbursement limited to train fare of the entitled class only
will be admissible. Additional fare for a person or dependent relative to accompany
the employee for medical treatment will also be admissible if the AMA certifies
that the patient is to be escorted. In addition, the actual expenses from residence to
the rail head at the duty station and rail head to consulting room/hospital and back
will-be admissible once only subject to the maximum of ordinary taxi charges.
7.2 An employee compulsorily recalled from leave to duty before the expiry of leave
will be paid travelling allowance etc. for the journey from the place where the
leave was being spent to the station of recall at the discretion of the Controlling
Officer.
8.0 Insurance Charges:
8.1 In respect of journey by air, reimbursement of premium for an insured amount of
Rs. 1,00,000/- is admissible towards insurance subject to the certification of actual
expenditure.
8.2 Air insurance charges will also be admissible in respect of members of family in
case of transfer.
9.0 On Transfer which is in Company’s interest
In case of inter-unit as well as intra-unit transfers, TA/DA will be paid as per these
rules with reference to the grade of pay of the employee at the new station of
posting. TA will normally be admissible from the old station of posting to the new
station of posting. The family can precede the employee by not more than one
month and follow him within 6 months from the date of transfer. This is relaxable
by Head of the Divisions in special circumstances.
9.1 On transfer at his own request
In case of transfer of an employee at his own request, benefits admissible on
transfer will be journey fare, conveyance charges, daily allowance, transfer pay
advance and journey time. Provided that if the employee has put in at least three
years of service at his existing place of posting, he shall also be entitled to baggage
allowance, package charges, transfer grant and preparation time in addition to the
322
above transfer benefits. Family members will be entitled for T A as per entitlement
of the employee.
9.2 Journey by Rail
Employees and members of their families shall be entitled to travel by the same
class of accommodation as on tour and will be entitled to the following:
Detail of Family Members Entitlement

For Employee 1 rail fare
For husband/wife/dependent parents 1 rail fare for each
For each dependent child/brother /sister of 12 1 rail fare
years and above
For each dependant child/brother/sister below 1 half rail fare
12 years but above 5 years
9.3 For Journey by Air

An employee who is entitled to travel by air on tour can also undertake journeys
alongwith his family member by air on transfer in which case, he/she is entitled to
draw the air fare actually paid for himself /herself and members of his /her family.
9.4 For journeys by road
For journey by road between places connected by rail actual expenses limited to
rail fare will be reimbursed. For places not connected by rail the employees may
be reimbursed actual expenditure limited to his entitlement of notional railway
fare incurred against reasonable evidence of expenditure for mode of conveyance
appropriate to the category of employee.
9.5 An employee will draw one daily allowance for self, each adult member of family
and half for each child between 3-12 years, as incidentals in accordance with Rule
5 above.
10.0 Transfer Grant
An employee will be entitled to a lumpsum payment of one month basic pay plus
DA restricted to Rs. 10,000/- in case of Executives and 6000/- for Non-Executives
to cover the expenses for breaking and setting up establishments etc. including
transport to and fro from Railway Station and Airport on fulfillment of the following
conditions:
i) the transfer is for a period of not less than one year.
ii) the transfer involves change of station of posting and residence.
iii) the transfer involves actual breaking and setting up of establishment.
iv) Company’s accommodation in possession of the employee at the old
station of his posting is vacated; and
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v) The employee is neither in receipt of HRA nor has been provided
company’s leased accommodation for keeping his family at a station other
than the new place of posting.
11.0 Package Charges
The employee will be entitled for reimbursement of the expenditure incurred on
package of personal effects as under:
Category Amount
i) Executives in the Grade of E6 and above Rs. 5,000/-
ii) Executives in the Grade of E0-E5 Rs. 3,500/-
iii) All employees in the Supervisory Cadre Rs. 2,500/-
iv) All employees in W/Men Cadre Rs. 2,000/-
Note: Packing charges and Baggage charges are independent to each other.
12.0 Baggage Allowance
12.1 An employee will also be entitled to reimbursement of actual expenses of the
following kind subject to the limits as specified herein:
i) Cost of transportation of his baggage by goods train upto the following maxima:
Employees in the category Entitlement.
Deputy Manager (E4) & Full eight wheeler wagon or two containers,
above wherever available or if transported by road,
actual fare charges for truck or twice the
amounts as admissible for goods train
whichever is less.
E3 and E2A Full eight wheelers wagon/two containers
wherever available. If transported by road
actual hire charges for truck or amount
admissible for goods train, whichever is
less.
Asstt. Engr./officer (E2A) to Full four wheeler wagon/one container,
employees in the grade of wherever available. If transported by road,
W9/S3 limited to cost of transportation of 6,000
kgs. by Goods train.
Those employees in the grade 4000 kgs.
of W8/S2 to W4
Those employees in the grade 2000 kgs.
of W3 and below
ii) Cost of transportation of his conveyance (one motor car or motor cycle or
scooter/Moped/bicycle as per entitlement under conveyance advance rule)
by passenger train provided the same is necessary for the performance of
duties is payable limited to passenger train fare.
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12.1(a) If an employee has been allowed to keep his family at place other than place of
posting in such cases employee can draw cost of transport for his personal effects
as under by Goods Train.
Category Entitlement
Employee Grade Without Family
E4 and above 2000 kg
E2A & E3 1000 kg
E2 and below upto and including W6 750 kg
W5 and below 250 kg
12.1(b) In case the employee shifts his family from the previous place of posting to any
other place, he shall be entitled to journey fare by entitled class for his family and
baggage allowance as per clause 12.1 from the earlier place of posting to the place
where the family is shifted. In such cases expenses on account of aforesaid shall
be restricted to expenses that would have been incurred, had the employee shifted
his/her family from previous place of posting to new place of posting.
12.1(c) In case the employee initially decides to keep his family at the previous place of
posting and subsequently decides to shift family either at any other station or the
place of posting, he shall be entitled to journey fare by entitled class for his family
and baggage allowance as per clause 12.1. subject to restriction under clause
12.1(b).
12.1(d) Employee can claim TA under clause 12.1(b) or 12.1(c) only once during entire
period of tenure at new place of posting. The above facility shall be available only
when transfer is made in the interest of the Corporation. In case of transfer on self
request, the aforementioned facility shall not be allowed
12.2 In case of transfer of employees for the places not connected by rail (i.e. places
like Kalka to Nathpa/Jhakri, etc ) the entitlement of baggage allowance shall be
regulated as under :
Category of Employees Entitlement

E2A and above Actual fare charges for truck
W9/S3 to E2 Limited to cost of transportation of 6000 kgs by truck.
W4 to W8/S2 Limited to cost of transportation of 4000 kgs by truck.
W3 & below Limited to cost of transportation of 2000 kgs. By truck.
The reimbursement of the fare charges for transporting luggage by truck would be
made on the basis of the freight charges notified by the Registered Transport Union
near to place of posting or residence.
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12.3 If an employee transports conveyance on its own power an allowance at the rate
of Rs. 6.00 per k.m. for car (if the employee is working in the Grade of E2 and
above) and Rs. 2.30 per k.m. for scooter/motor cycle for other employees will be
paid, to cover the expenses for transportation of conveyance limited to the cost of
transportation of conveyance by passenger train.
12.3.1 In case an employee transports conveyance on its own power and the members of
the family also travel in the conveyance to cover the expenses of transport of
conveyance allowance, reimbursement at the above specified rate will be paid.
However, reimbursement of the amount shall be limited to the cost of transportation
of conveyance by passenger train and the train fare by the entitle class in respect
of the members of the family/employee himself who may travel in the conveyance.
Daily allowance will be paid as for rail journey for the shortest route and duration.
Wherever stations are not connected by Rail, DA shall be paid for journey by bus
by the shortest route and duration.
12.4 Mileage Allowance @ 50 paise per quintal per km subject to a minimum of Rs.
50/- each way for carriage of personal effects (on the basis of actual weight) from
residence to railway station and vice-versa, provided that railway container service
has not been utilized or no reimbursement of hire charges for truck has been allowed
as the case may be.
12.5 Octroi duty, entry taxes, terminal taxes and insurance charges on household effects
and conveyance etc. subject to production of receipts will be reimbursed.
12.6 An employee, who is not entitled to reimbursement of hire charges by truck, may
carry his personal effects by passenger train/road instead of goods train between
the points connected by rail, but the reimbursement will be restricted to the amount
admissible had he taken the maximum permissible baggage by goods train, subject
to actuals.
12.A Transfer Pay Advance
An employee on transfer for a period of not less than one year may be allowed in
addition to the advance towards TA/DA etc. an interest free advance not exceeding
two month’s pay which will be recovered in twelve equal monthly instalments.
The recovery will start from the month following the month of joining the post at
the new Headquarters or the month following the month in which the advance is
paid, whichever is earlier. The request for advance should be made on the Prescribed
form, duly countersigned by the Controlling Officer.
13.0 Joining Time
13.1 An employee on transfer will be allowed joining time comprising of preparation
time and journey time, at the following rates:
a) Preparation time of 7 (seven) days including Sundays and Holidays; and
b) Journey time of one day for each 800 kms. or part thereof in case of rail
journey/one day for each 300 kms or part thereof in case of road journey
where travel by rail is not customary/actual time in case of air journey, subject
to a minimum of one day in either case, in case of posting within India. For
326
posting abroad, actual journey time by the commonly used shortest route will
be admissible. Besides any enforced stay that will also be admissible at the
discretion of the Head of Department provided, however, travel by road not
exceeding 30 kms. to and from the railway station/airport at the beginning or
at the end of journey will not count for joining time.
13.2 Joining time is to be calculated by the shortest route. In exceptional cases, it may
be relaxed by the concerned Head of Division depending upon the merits of each
case upto a maximum period of two days.
13.3 If an employee received the transfer order while availing leave at a place other
than his headquarters, he will be entitled to joining time as admissible for transfer
from his headquarters, unless the authority sanctioning the transfer, for special
reasons which should be recorded, allows joining time, as admissible, for transfer
from his leave station.
13.4 Where due to exigencies of Company’s work, an employee cannot be granted
joining time in full, he may be allowed to carry forward the unavailed portion of
the same. This period should be treated as special casual leave and must be availed
within the same calendar year or six months of joining at the new station, whichever
is later.
13.5 Notwithstanding anything mentioned above, employees will not be entitled to any
preparation time in the following cases:
i) Local transfers whether these are inter-unit or intra- unit;
ii) If the transfer is at the request of an employee except when he has
completed 3 years at a particular station; and
iii) Temporary transfer for a period not exceeding three months.
In these cases, employees will be entitled to bare journey time under these rules.
13.6 If an employee overstays the joining time admissible to him under these rules, the
period of overstay will be treated as extraordinary leave. However, the concerned
General Manager may grant him leave of the kind due in such cases on the merits
of individual cases.
13.7 An employee on transfer, during the period of joining time, will be entitled to pay
and allowances which he would have received had he continued in his old post or
pay and allowances which he will receive on assuming charge of the new post,
whichever is more. This is irrespective of the fact whether he joins a new post
either at the same or a new station on relinquishing charge of his old post.
13.8 If both husband and wife employed in the Company and working at the same
headquarters, are transferred within six months to the same new headquarters,
only one of them shall be entitled to the benefits of Baggage Allowance, Transfer
Grant and Transfer Pay Advance. If the transfer of one of the spouses takes place
after six months of the others, the entitlements on transfer will be regulated in
accordance with rule or depending upon whether the transfer is at the instance of
the Company or at the employee’s own request.
327
13.9 Where a transfer initially made for a period of one year or more is subsequently
reduced to a period of less than one year, the transfer benefits allowed under the
foregoing provisions will not be changed to the disadvantage of the employee. In
such a case when the employee is transferred again either to his old headquarters
or a new headquarters, his entitlement to transfer benefits will be regulated in
accordance with the foregoing provisions subject to the condition that no Transfer
Pay Advance shall be admissible to him:
13.10 Where the transfer of an employee initially made for a period of less than one year
is subsequently extended to a period of one year or more, he will be entitled to
Transfer Grant, but not Transfer Pay Advance, in addition to the transfer benefits,
if not already availed of by him.
13.A Transfer TA on Retirement/Death
Air/rail fare, cost of transportation of baggage, transfer grant and incidental TA
etc. to a retiring company employee from place of duty to any other place may be
paid on the same terms as for serving employees on transfer. These concessions
mutatis mutandis will also be admissible to the family of any employee who dies
while in service. In case of Directors, they will be entitled for such benefits on
completing the term of appointment.
13.A.l The cost of transportation of conveyance viz. motor car, motor cycle, scooter, etc.
will not be admissible on retirement as the conveyance cannot be deemed to be
required for the performance of official duties after retirement. However, the
expenditure on transportation of conveyance will be allowed if the same is covered
within the baggage allowance as stipulated in rule.
13.A.2 The concession under this rule can be availed of within one year of retirement/
death of the employee. In cases where the employee has been re-employed on
whole-time assignment with SJVN after retirement, the concession can be availed
of within one year of final retirement from SJVN service.
14.0 Entitlement of Travelling Allowance for joining on fresh appointment
14.1 Air/rail fare, daily allowance and baggage allowance as admissible under SJVN
TA/DA Rules, according to the grade and pay offered in SJVN will be paid.
Provided that, where a fresh appointee who has availed himself of the benefit of
these provisions, resigns within one year of his joining duty in SJVN, he will be
liable to refund the amount paid to him by way of travelling allowance, fare etc.
14.2 For entitlement of TA under the above rule, the families of the fresh appointee
should join them at the place of posting within a maximum period of six months
reckoned from the date of joining duty in the Company. The family status of the
employee and their entitlement to TA/DA will, however, be determined with
reference to the date of the offer of appointment. :
14.3 The entitlement of Travelling Allowance and Joining Time in respect of a new
appointee, who is required to report at Corporate Centre for briefing etc. or is
temporarily posted for a period of less than six months at Corporate Centre, before
he is finally posted to any of the projects/offices of the Company at an out-station,
will be regulated as hereunder:
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14.3.1 Travelling Allowance:
a) If family already brought to Journey fare, Conveyance Charges, Daily
Corporate Centre. Allowance from the last duty station
residence to Corporate Centre and from the
latter to the place of regular posting.
OR
b) If family still at the last Journey fare, Conveyance Charges, Daily
station or at some other Allowance and Baggage Allowance from
place where retention of such place to the place of regular posting.
family has been permitted.
14.3.2 Joining Time:

Only bare journey time from Corporate Centre to the place of regular posting shall
be allowed. In case the employees has to undertake subsequent journey for the
purpose of shifting his family from Corporate Centre to project office, he will be
allowed actual travel time plus two day’s preparation time inclusive of Sundays
and holidays.
14.4 A new appointee, who is required to report at Corporate Centre for briefing etc. or
is temporarily posted for a period of six months or more at Corporate Centre,
before he is finally posted to any of the project(s)/offices of the Company at an
out-station, will be entitled to normal Transfer Travelling Allowance benefits
including joining time.
14.5 Unless otherwise mentioned in the terms of deputation, a person selected for
appointment on deputation in the services of the company will be entitled for self
and members of his family to the benefits in accordance with rule 14.1 & 14.2 for
his joining duties in the Company. On reversion to his parent department, he will
be entitled to similar benefits with reference to his rank and pay at the time of
reversion as on transfer.
14.6 The entitlement of Travelling Allowance and Joining Time in respect of a
deputationist who is required to report at Corporate Centre for briefing etc. or is
temporarily posted for a period of less than six months at Corporate Centre, before
he is finally posted to any of the projects/Offices of the company at an outstation,
will be regulated as mentioned in rule 14.3 with the exception that he shall be
allowed only one joining time as if he had joined directly from the last duty station
while in parent department to the place of regular posting in the Company via
Corporate Centre.
14.7 The entitlement of Transfer Travelling Allowance benefits including joining time
in respect of a deputationist, who is required to report at Corporate Centre for
briefing etc. or is temporarily posted for a period of six months or more at Corporate
Centre, before he is finally posted to any of the project/ offices of the company at
an out-station, will be regulated as mentioned in rule 14.4.
14.8 If the family of a new appointee/deputationist do not accompany and he has to
undertake a subsequent journey for shifting his family, he will have the option to
329
claim TA for self either for the first journey or subsequent journey undertaken
subject to the condition that the subsequent journey is performed within six months
of his joining. Provided that aforesaid limitation of six months will not apply in
case of a new appointee/deputationist who is compelled to keep his family away
from the place of posting because of non-availability of family accommodation at
such place or due to his temporary posting at Corporate Centre for a few months
before he is finally posted to the Project/Offices of the Company, where it is
specifically so mentioned in the offer of appointment/deputation.
14.8.1 The above time limit of six months may be extended by the concerned Head of
Division, in consultation with concerned Personnel Department, in individual cases
attendant with special circumstances, such as due to reasons of education of children
or illness of family members.
15.0 Admissibility of Travelling Allowance for other Journeys:
15.1 The admissibility of Journey fare, Conveyance Charges and Daily Allowance for
journeys performed by the employees for the following purposes shall be regulated
as under:
Sl. Purpose of Journey Admissibility of Remakrs

No. Journey Conveyance Daily
Fare Charge Allowance &
(Refer Rule (Refer Rule Accommoda
3.1) 4.0) tion
(Refer Rule
5.0)
1 2 3 4 5 6
i) To appear in Admissible Admissible Admissible -
interview/departmental
examination or selection
test conducted by the
company
ii) To participate in Admissible Admissible Admissible -
sports/cultural events
representing the
company
iii) To attend training Admissible Admissible* Admissible* *Subject to
programme, seminar or training
conference for which package.
the employee is
sponsored by the
company
iv) To receive National Admissible Admissible Admissible -
Awards or Awards by
the company
v) For obligatory medical Admissible Admissible Admissible -
examination
330
vi) To appear in Court or Admissible Admissible Admissible Subject to note
departmental enquiry as below.
jury, assessor or
witness, only for
Company’s work or
where Company’s
interest is involved.
vii) Recall from leave before Admissible Admissible Admissible No
expiry of leave accommodation
charges allowed.
viii) To proceed on tour from Admissible Admissible Admissible Subject to note
leave station below.
ix) For medical treatment of Admissible Between Not -do-
employee or his family railway Admissible
members who are station/bus
entitled to free medical stand/airport
facilities and residence
at headquarters
as well as
outstation,
including
journey to
Consulting
Room/Hospita
l & back.
x) To attend training Admissible Between Not -do-
programme, seminar or railway Admissible
conference for which station/bus
the employee is not stand/airport
sponsored by the and residence
company at
headquarters
as well as
outstation.
xi) Outside candidates
called for interview:
a) For the post in the scale Admissible as Not Not From the place
of E8-GM & above for Company Admissible Admissible of posting /
Employees at residence in
Sl. Nos. 1 of India to the
sub rules airport/railhead
3.1.2(a), to the place of
3.1.2 (b) & interview.
3.1.4
331
b) For the posts in Admissible as -do- -do- --
Executive Cadre for Company
Employees at
Sl. No. 2 of
sub rules
3.1.2 (a) &
3.1.2(b)
c) For the posts in Admissible as -do- -do- -
Supervisory /Workmen for Company
cadre Employees at
Sl. No.6 of
sub rule 3.1.2
(a) & 3.1.2(b)
d) SC/ST candidates called -do- -do -do-
for written examination
tests for the post of
Company Trainees
a) Executive As under -do- -do-
xi(c) above
b) Non-Executives As under xi ( -do- -do- -
c) above
xii) To appear in interview Admissible Admissible Admissible In case of
conducted by PSEB interview is
conducted for
other PSUs,
Finance Deptt.
shall forward the
claim to
respective
organization for
settlement.
If the claim is
not settled with
in period of one
month same
shall have to be
borne by the
Concerned
Executive.
NOTES TO RULE 5.1
SI.No. Remarks
(vi) a) Amount if any received from the court for attendance or board and lodging
etc. is required to be refunded to the company.
332
b) If departmental or vigilance enquiry is held at an outstation at the request
of an employee, no travelling allowance shall be admissible to him.
(vii) & (viii) a) Subject to specific approval of the concerned Head of Division.
b) From the place of leave station within India. In case of leave station
being outside India, the travelling allowance will be admissible from the
rail head/port of disembarkation within India nearest to the country visited.
(ix) a) Only on the advice of Company’s Authorized Medical officer.
b) In addition, TA for one escort will also be admissible if so recommended
by Company’s Authorized Medical Officer.
(x) At the discretion of the concerned Head of Division provided the employee’s
participation is considered useful to the Company by him.
(xii) Executive will be treated on tour for all purposes.
15.2 Where non-employees are required to attend departmental enquiry or depose before
a Court in connection with cases relating to the Corporation, TA etc. in such cases
would be regulated as under:
15.2.1 TA etc. to employees of Government of India/State Government/Autonomous Body/
other Public Sector Undertaking (Central Public Sector or State Public Sector);
15.2.2 The entitlement of TA-DA /conveyance charges etc. in case of such persons shall
be the same as their entitlement in the Organization where they are working.
15.2.3 For summoning any such persons, the Corporation shall take up the matter directly
with the concerned Organization for deputing the employee in connection with
domestic enquiry or court case, as the case may be.
15.2.4 While requesting the concerned Department, the Corporation shall request them
to define the TA entitlement of the concerned employee so that the TA bill of the
person can be passed by the Corporation.
15.2.5 In case of any such person is to be summoned for domestic enquiry or court case
in connection with the work of the Corporation, no TA advance shall be granted to
the person concerned. The Corporation when taking up the matter with the
concerned Organization, where the person is employed, shall request them to grant
TA advance which shall be settled directly by the Corporation to the concerned
Organization in accordance with the entitlement furnished by the concerned
Department.
15.2.6 Competent Authority for summoning such persons to attend the enquiry/court
shall be the Enquiry Officer.
15.2.7 The TA Bills of such persons shall be countersigned for payment by the Enquiry
Officer. However, in case of Court etc., after verification of records the
countersignature will be done by the Head of Personnel Department.
15.3 TA/DA of people who are not working in any of the Organization/Agencies
mentioned above will be regulated as under:
333
15.3.1 TA and other entitlement shall be decided on case to case basis by the Enquiry
Officer depending upon the status of the persons who is being summoned to depose
before the departmental enquiry or court. Entitlement for travelling between stations
connected by rail, however, shall be restricted to 1st class (non-AC) rail fare.
15.3.2 TA Advance, if necessary, may be granted and necessary arrangement for stay, if
required, may be made by the Corporation.
15.3.3 The Enquiry Officer shall approve the grant of TA and other associated facilities
on case to case basis.
15.3.4 Competent authority for summoning such persons to attend the enquiry/court shall
be the Enquiry Officer.
15.3.5 TA bills of such persons shall be countersigned for payment by the Enquiry Officer.
However, in case of Court etc., after verification of records the countersignature
will be done by the Head of Personnel Department.
16.0 Advance
16.1 An employee proceeding on official tours and other journeys may be granted an
advance to meet the expenses towards travelling allowance as per his entitlement
to the tune of 100% of the anticipated expenditure on hotel, taxi, etc. and 90% of
DA for a duration not exceeding 30 days at one time. The request for advance
should be made on the prescribed form, duly countersigned by the Controlling
Officer.
16.2 An employee proceeding on transfer may be granted an advance to meet the
expenses on transfer to the extent of 100% of the anticipated fares for journey of
the employee and his family members, transfer grant and transfer pay advance
and 90% of the amount towards daily allowance, conveyance charges and baggage
allowance. The request for advance should be made on the prescribed form
(Annexure-IV), duly countersigned by the Controlling Officer.
16.2.1 In cases of employees under transfer, no TTA, Transfer Pay Advance, Transfer
Grant or any other advance relating to the transfer of an employee from one unit/
office to another may be paid till formal intimation of date of relieving of the
employee concerned is received by the F&A Department. In case of revocation of
transfer orders or the employee not joining the new place of posting within the
permitted period after his release from his old place of posting, the employee shall
be required to refund the entire amount of advance, drawn by him for the purpose
within one month of drawing of the advance, failing which the same shall be
recovered from his salary without prior notice.
16.3 In case of advances covered under rules 16.1 and 16.2, the advance towards journey
fare, conveyance charges and daily allowance may be drawn within a period not
exceeding 30 (thirty) and 60 (sixty) days respectively before the proposed date of
journey but shall have to be refunded forthwith if the employee is not able to
produce documentary evidence to show that the amount of advance has been utilized
for the purchase of tickets within 15 days of the drawal of the advance. For advances
334
covered under Rule 16.2, the advance towards Transfer Grant, Transfer Pay
Advance and Baggage Allowance may he drawn within a period not exceeding 10
(ten) days before the proposed date of journey.
16.4 An account of advance under this rule shall be rendered by the employee
immediately after the completion of the journey and in no case later than 30 (thirty)
days from the date of completion of return journey, wherever applicable.
16.5 An employee shall not be granted an advance towards travelling allowance under
these rules, if he has failed to render the account of advance(s) earlier drawn by
him except with the approval of Head of Division in each case.
16.6 In case of failure to produce the documentary evidence/ account of advance as
required under rule 16.3/ 16.4, the advance sanctioned shall be recovered from the
employee’s salary and/or otherwise and this will also be construed as an act of
misconduct.
17.0 Claim
17.1 Claims for reimbursement of travelling allowance in all cases will be entertained
only on completion of the return journey, wherever applicable.
17.2 Claims for reimbursement of journey fare (other than IInd class rail fare) and
baggage allowance, wherever applicable, must be supported with adequate proof
of the amount of expenditure incurred such as ticket number/ticket folder (in case
of air journey). However, in genuine cases where adequate proof cannot be
submitted by the employees, the Head of Division may approve such claims on
the merits of each individual case.
17.3 All claims for journeys undertaken under these rules should be preferred in the
prescribed proforma within the time limit of 30 (thirty) days as prescribed in
rule 16.4 duly countersigned by the Controlling Officer.
17.4 Claims for reimbursement travelling allowance not preferred within three months
from the date of completion of return journey, wherever applicable, will not be
entertained normally except with the special approval of Head of Division, when
he is satisfied that non-submission of the claim on the part of an employee was
due to reasons beyond his control. No claim submitted after the expiry of the
period of six months from the date of completion of return journey, wherever
applicable, will be entertained and the same shall stand forfeited and dues recovered
without prejudice to taking disciplinary action.
18.0 Local Journeys
18.1 The provisions of this rule shall apply to local journeys performed by the employees
in connection with the Company’s work as provided hereinafter but shall not apply
to local journeys performed by Company’s Trainees in connection with their
training at their headquarter.
19.0 Definitions
Unless the context otherwise requires:
335
19.1 “Local Journey” means any journey performed by an employee in connection with
Company’s work within a radius of 30 kms from the headquarters or within municipal
limits of the headquarters, whichever is more.
19.2 “Local Travelling Expenditure” means the expenses incurred by an employee on
local journeys and includes conveyance charges and expenditure on lunch, snacks,
tea etc.
19.3 The other terms used in this chapter will have the same meaning as assigned to
them under rule 2.0.
20.0 Entitlement
20.1 All employees will be entitled to the reimbursement of local travelling expenditure
as per grade/level laid down below.
20.2 Conveyance Charges:
20.2.1 The reimbursement of conveyance charges for journeys performed by the
employees by different means of transport shall be as per the following entitlement,
subject to actuals.
20.2.2 Nature of Entitlement:
Sl N. Levels Entitled mode & Class of travel
Rail Road
1 2 3 4
1. Directors 1st Class/ACC 1st Class Company’s Car or
Actual taxi.
st
2. Level E2 to E8 1 Class Actual taxi fare.
3. Supervisors & IInd Class Three Wheeler
W7 to W11
4. W1 to W6 IInd Class Bus fare/Tonga
Rickshaw
20.2.3 Charges for waiting/halting of taxi/three wheeler, where unavoidable, will also be
reimbursable at the discretion of concerned head of department.
20.2.4 When journey is performed by an employee in his own car/scooter/motor cycle
reimbursement will be allowed @ Rs. 6.00 per KM for travel by car, if entitled for
full taxi; otherwise Rs. 2.30/- per KM for travel by scooter/motor cycle. Provided,
however, an employee who is in receipt of reimbursement of expenditure under
the scheme of Local Travel for Official Purposes or any other assistance/
reimbursement under the rules of the company, shall not be entitled for
reimbursement under this rule.
20.2.5 When the journey, performed within municipal limits, commences from and/or
terminates at the residence of an employee, he will be reimbursed actual conveyance
charges or the charges which would have been payable from the office/place of
work to the place visited and back to office.
336
Provided, however, if an employee is deputed to a place other than the office/place
of work on a holiday and the Journey commences from and ends at the residence
of the employee, he will be allowed conveyance charges from his residence to the
place where deputed and back.
20.2.6 If an employee is required to attend to his duties on any holiday, he would be
reimbursed with the approval of the concerned Head of the Division, conveyance
charges from his residence to the office/place of work and back as admissible
provided he is not in receipt of assistance/compensation of any nature whatsoever
for working on such holidays and/or coming to and going back from the office/
place of work.
20.2.7 If an employee is detained for official work beyond 9 p.m., he would be reimbursed,
with the approval of the concerned Head of the Division, conveyance charges
from the office/place of work to residence as admissible provided he is not in
receipt of assistance/compensation of any nature whatsoever for working beyond
normal duty hours and/or coming to and going back from the office/place of work.
20.2.8 The concerned Head of Division may permit travel by a mode higher than the
entitlement of an employee in the following exceptional cases:
i) In case of journeys commencing from the office/place of work -outward
journey only, when an employee is required to perform the same on an
urgent basis;
ii) In case where an employee is directed to perform the official work on
urgent basis on his way from residence to office/place of work, for the
portion of the journey from the place of visit to office/place of work; and
iii) When the journeys are performed during odd hours and the public
transport/entitled mode of transport is not available during such hours.
20.2.9 The concerned Head of Division shall have the powers to permit an employee to
travel by a mode higher than his entitlement in other special circumstances on
merits of individual cases.
20.3 Reimbursement of expenditure on lunch, snacks, tea etc.:
20.3.1 An employee who performs local journey in connection with the Company’s work
to places beyond a radius of 8 kms from his office/place of work will be entitled to
reimbursement of expenditure on account of lunch, snacks, tea, etc. @ Rs. 30 per
day, provided such absence is for more than 5 hours on a day.
20.3.2 An employee who performs local journey shall return to the Headquarters on the
same day immediately after the work is over. However, in exceptional cases if the
employee is required to stay overnight, due to lack of availability of transport or
the nature of work being such that it could not be completed on the same day, he
will be paid daily allowance in accordance with the relevant provisions subject to
the approval of the concerned Head of Division.
20.4 The reimbursement for road journey as indicated in sub-rules 20.2.2 and 20.2.4
on account of lunch, snacks and tea, etc. as indicated in sub-rule 20.3.1 may be
337
reviewed once in two years by the Chairman Managing Director, who shall have
the powers to increase/decrease in prices of eatable and other relevant factors.
20.5 Advance
20.5.1 No advance shall be admissible to meet the likely expenditure in connection with
the local journeys.
20.6 Claim
20.6.1 For all the journeys performed in a week, a single claim for reimbursement should
be preferred.
20.6.2 Every claim should be preferred in the prescribed proforma, duly countersigned
by the Controlling Officer, within a period not exceeding two months from the
date of completion of the journey(s) beyond which it will not be entertained
normally. However, the concerned Head of Division may relax the time limit for a
further period of one month at his discretion in deserving cases. No claim shall be
entertained after expiry of the period of three months from the date of completion
of the journey(s) and the same shall stand forfeited.
20.6.3 If employee, who is not entitled to travel by Air, performs the journey by Air,
Claim shall be settled as under:
i) Where Rajdhani Express plies the fare shall be settled as per fare of
entitled Class of Rajdhani Express.
ii) Where the Rajdhani Express does not ply the fare will be restricted to
fare of Entitled Class of Mail/Express Train.
iii) Where Rajdhani plies en-route partially claim will be settled as per fare
of Entitled Class of Rajdhani Express upto such station and fare of Entitled
Class of Mails/Express train for the rest of the journey.
iv) In all the cases the reimbursement will be restricted to actual expenditure.
21.0 Muster Roll/Casual Employees
21.1 The extent of application of the provisions contained above in relation to muster
roll, daily rated, casual, W.C., badli or substitute employees shall be as follows:
21.1.1 Muster roll, daily rated, casual, workcharged, badli or substitute employees shall
not be sent on official tours except under special and unavoidable circumstances
and with the approval of concerned Head of Division in each individual cases.
21.1.2 When the employees referred to in rule 21.1 are sent on tour as above, the provisions
contained in rules 3.0 will apply mutatis mutandis.
21.1.3 If an employee covered in rule 21.1 is selected for appointment at another unit of
the Corporation at outstation, he will be entitled to journey fare, conveyance
charges, daily allowance and bare journeys time for joining his post at the new
station. No baggage allowance, transfer grant, transfer pay advance and preparation
time shall be admissible to him.
338
21.1.4 If an employee covered in rule 21.1 (including those transferred from HPSEB to
SJVN) is transferred/ deployed to a post in another unit in company’s interest, the
entitlement for Transfer Travelling Allowance etc. shall be as under:
a) Journey Fare: In terms of clauses 9.2, 9.4 & 9.5
b) Transfer Grant: In terms of clause 10
c) Package Charges: Rs.1000/-
d) Baggage Allowance: Cost of transporting personal effect upto 2000
kgs. (limited to cost of transportation by goods
train) and mileage allowance in terms of clause
12.4
e) Transfer Pay Advance: In terms of clause 12.A
f) Joining Time: In terms of clause 13
21.1.5 However, if an employee covered in rule 21.1 (including those transferred from
HPSEB to SJVN) is transferred/ deployed to a post in another unit on his own
interest, he will be entitled to journey fare, conveyance charges, daily allowance
and bare journeys time for joining his post at the new station. No baggage allowance,
transfer grant, transfer pay advance and preparation time shall be admissible to
him.
22.0 General
22.1 Unless otherwise specified, relaxations of any nature as provided under these rules
can be approved by the next higher authority only, in respect of self Controlling
Officers.
22.2 All claims for travelling allowance/local travelling expenditure under these rules
are to be preferred with respect to the material facts as regards rank existing at the
time when Journeys were undertaken.
22.3 In no circumstances, arrear payment/recovery will be made/effected due to increase/
decrease in pay for any reason whatsoever subsequent to the submission of claims.
22.4 The Chairman/Managing Director/Director (Personnel) shall be empowered to
make changes in procedure and amendments of these rules or any relaxation which
is of a minor nature.
22.5 In case of any doubt in regard to interpretation of any of the provisions of these
rules, the matter will be referred to the Director (Personnel)/Managing Director/
Chairman.
23.0 The Management will have right to add, cancel, modify, withdraw all or any
provision of these rules without assigning any reason whatsoever.
********
339
340
Annexure –I
REQUEST TOUR ADVANCE
Ukke deZpkjh la[;k inuke foHkkx ifj;kstuk

Name Employee No. Designation Deptt. Project/Location
fnukad ;k=kk 'kq: dh rkjh[k nwjh ;k=k la[;k

Date of request Tour Commencement Date Destination Tour No.
;k=k dk mn~ns';@Purpose of Tour :
vfxze vko';drk dk fooj.k / Detail of Advance Required :

1. Journey Fare/ ;k=k fdjk;k
;k=kk fdjk;k ls rd ek/;e Js.kh jkf'k@
Journey Fares From To Mode Class Amount (Rs. )
i.
ii. ,
iii.
iv.
v.
;ksx Total
2. nSfud HkRrk] LFkkuh; ;k=kk O;; / Daily Allowance ,Conveyance Charge etc.
Øe-la- LFkku fnuksa dh vkoklh; O;; Hkkstu ,oa izklafxd LFkkuh; ;k=kk O;;
SI. No. Place la[;k Accommodation O;; Conveyance Charges
No. of Charges Food & incidental
Days charges
nj@ jkf'k nj@ jkf'k nj@ jkf'k
Rate Amount Rate Amount Rate Amount
i.
ii.
iii.
iv.
v.
dqy jkf'k@Total Amount
dqy ;k=kk O;; @Total Journey Fare Øe la[;k 2 dk 90 izfr'kr@ 90% of Sl. No. 2).
Rs........................... Rs...........................
3. dqy vfxze dh vko’;drk @ Total Advance Required : Rs……………………..
341
4. izekf.kr fd;k tkrk gS@Certified that :
a) esjs uke ij dksbZ Hkh fiNyk vfxze cdk;k ugha gS
No previous advance is outstanding against me.
b) vfxze # ----------------------- ds lek;kstu ds fy, fcy foÙk ,oa ys[kk foHkkx esa fnukad -----------------------
dks tek djk fn;k gS
Adjustment bill for advance of Rs. ……………… has been forwarded to accounts on
………. (date)
c) vfxze #- ---------------------------------------------------- esjs ikl cdk;k gS

Advance of Rs……………….. is outstanding against me.
deZpkjh ds gLrk{kj
Signature of Employee.
fnukad
fVIi.kh %
i) Ñi;k tks ykxw gks ml ij lgh dk fu'kku yxk;saA / Please tick which ever certificate is applicable.
ii) ;fn ^lh* ykxw gS rks Ñi;k foHkkx dh LohÑfr ysaA /If “C” is applicable please obtain Head of
Division’s approval.
vuqeksfnr@Lohdfr Recommended/Sanctioned :- Lohdr Sanctioned

Rs…………………………………. Rs………………………………….
fu;a=kd vf/kdkjh ds gLrk{kj Signature of the

Controlling Officer foHkkx ize[q k ds gLrk{kj Signature of Head of Div.
uke@Name............................................................ uke@Name...........................................
in@Designation........................................................... in@Designation.................................
For the use of Account Department
izfjr fd;k :- Passed for Rs................................ (:i;s izkIr fd;k :- Received

Rs............................ ................... ..............................dsoy Rs........................... (:i;s
only) Rs....................
.................. dsoy only)
ys[kk dksM@Account jkf'k@Amount udn cSd
a
Code dksM fnukad deZpkjh ds gLrk{kj
ys-v-@o-ys-v- Cash\Ban Date Sig. of Employee
ys[kk dkj@Account AO/Sr.Ao k Code
342
Annexure-II
REQUEST FOR TRANSFER PAY ADVANCE
Name of Employee
Emp. No.
Designation
Present Place of Posting
New Place of Posting:
Relieving Order No. & Date
Scale of Pay
Pay
Date of Commencement of Journey
Advance required(Not exceeding two

months pay)
Signature of the employee

Date
Signature of Controlling Officer

Name
Designation with Seal
(FOR THE USE OF ACCOUNTS DEPARTMENT)

DEBIT CODE ....................................
Passed for Rs ...................................... Received Rs .............................
.......................................................... only. ................................................ only.
Voucher No……….. Date Signature of Employee :
Accountant Accounts Officer/ Sr. AO Date :…………..
343
344
345
346
ANNEXURE - IV
TRANSFER/JOINING TRAVELLING ALLOWANCE CLAIM
Name Employee No
Old Station of Posting Deptt. at old Station of Posting
Transfer order no. and Date of release from old station
date
Name of new HQRs Designation on joining new
HQRs
Scale of Pay Basic Pay
Whether transfer at the Whether spouse employed in If yes whether spouse transferred Whether claiming HRA/
347
request of employee SJVN at same station within 6 months to the same new lease for a place other than
HQRs new place of posting.
YES/NO YES/NO YES/NO YES/NO

Detail of Family members accompanying on Transfer.
Sl. No Name Relationship Age

SECTION-I : JOURNEY FARE
Departure Arrival KMs Air/Road/ Class No. of Rate Amount Ticket

Rail fares (in Rs.) No.
Date Time Station Date Time Station

SECTION-II : LOCAL CONVEYANCE CHARGES
Sl. Date Station Places Distance Means of Amount
No. From To KMS Travels (in Rs.)
348
SECTION-III : DAILY ALLOWANCES
Total Journey Period DA admissible period No. of family members Total no DA Rate Amount (in Rs.)

SECTION-IV : BAGGAGE ALLOWANCE
a) Carriage of Personal Effects

Place Actual weigts Distance in Mode of Actual amount Amount
From To of personal Kms. Transportation paid admissible.
effects.
Between
resident(s)
and Railway
Stn.
Between Rail
head to Rail
head.
349
b) Transportation of Conveyance
Particulars of conveyance Mode of transportation Actual amount paid Amount admissible MR receipt no.
Instructions :
1. Indicate ticket no. or attach M/R wherever rail fare claimed for other than IInd class, and for air journey enclose used
ticket folders.

2. Where tickets are provided by the Company indicate the cost of tickets.
3. Travel Agent’s bill be also enclosed.
4. Enclose copy of transfer and relieving order.
SECTION-V : SUMMARY OF TTA CLAIM :
Particulars Amount (in Rs.) Certified that :
1. Journey Fare a) I have vacated the Company / Leased accommodation at
my old station of posting.
2. Local Conveyance
b) I have not been granted HRA or Leased accommodation at
3. Baggage Allowance a place of posting other than the new place of posting
(a) Personal effects
(b) Conveyance (Signature of Employee)
4. Transfer Grant
5. Packing Charges (Countersigned by controlling officer)
6. Octroi etc. Name, Designation & Seal
7. Misc. Charges
350
8. Total (1 to 7)
9. Less Advance
Amount Payable /
Refundable

(For use of Accounts Deptt.)
Passed for payment of Rs..................................(in words) .............. Received Rs. ......................(in words).......................

................................................................................................... only. ........................................................................... only.
Account Code ................... Amount .......................... Cash/Bank/ A/C.
................................................................................................................
Cheque no. & Date ......................................... Date .............................. Signatur of employee
Acctt. AOSc.AO Date : .......................
Annexure-V
SJVN LOCAL TRAVELLING EXPENDITURE CLAIM

CC CR— VR-Date
No
SC NA Project Deptt. Name Employee No. Designation

Code
Scale of Pay Basic Pay Place of Duty Department.
SECTION - I
Note: Admissible if duration of stay from place of duty exceeds 5 hours and distance traveled is not less than 8 kms.
Date(s) Time of Total Stay Date(s) Time of Total Stay
Departure Arrival
Departure Arrival
SECTION-II : Journey Expenditure:

i) Means of travel will be “Taxi, three wheeler, Rail, Bus, Single seat in taxi or own scooter/car”
whichever, is applicable.
ii) Indicate the names of places with their location.
iii) For all the Journeys performed in a week, a single claim should be preferred.
Place(s) visited Date (s) Distance in Means of Amount Purpose of Remarks.
From To of visit KMs Travel Rs. P. Journey
Section I – No. of days ……………… @ ………..

Rs………………………..
Total 1+2 …………………….only..
For use in Accounts Department)
Passed for payment of Rs………………………. Received Rs…………………………….
In words……………………………………………….. …………………………………………..
…………………………………………………………. ……………… only
Account Code Amount Cash Code Received Rs……………………………
…………………………………………
………………. Only.
Acctt. AO/Sr. AO. Dt. Signature of Emp.
351
Certified that :
i) I am not in receipt of assistance/ compensation Countersigned

of any nature for working on holidays/beyond
duty hours and/or for coming to and going back
from the office to work.
Controlling Officer
Name
Designation & Seal
Date Sig. of Employee Note: In case of Journeys from residence to office and
back or after office hrs. beyond 9 pm the bill should be
countersigned by Head of Deptt.
Certificate for payment of conveyance higher than the entitled mode of travel:
Certified that the journey(s) was permitted to be undertaken by a mode higher that the entitlement of the employee
because of the following exceptional situation.
i) The outward journey from the office/place of work was required to be performed on an urgent basis.
ii) The employee was directed to perform official work on urgent basis on his way from residence to
office/place of work.
iii) The journey was performed during odd hours and the public transport/entitled mode of transport was not
available during such hours.
Signature of Head of the Department.

Name
Designation & Seal.
1. Certified that the employee was permitted to travel by a mode of higher than his entitlement both sides due to
special circumstance.
2. Sanction for submission of claim after two months from the date of journey is accorded.
Signature of Head of the Department.
Name
Designation & Seal.
352
ANNEXURE-VI
GUIDELINES RELATING TO DAILY ALLOWANCE DURING FOREIGN VISIT
UNDER PARA 6.3.2 OF THE TA/DA RULES
The Daily Allowance and other travelling entitlements in respect of employees deputed
abroad under para 6.3.2 of SJVN TA/DA Rules shall be as follows
1.0 FOREIGN EXCHANGE ON BUSINESS TRAVEL ABROAD.
1.1 For business travel including meetings, inspections & delegations etc., the per
diem ceiling is as under: -
Sl. No LEVEL RATE (US $ PER DAY)
i) CMD/Directors 500
ii) ED/GM 350
iii) Others 300
The amount indicated in Column 3 of above table is a consolidated amount to

cover room rent, DA for food, taxi charges/local conveyance, entertainment (If
any), Official Telephone calls and other contingency expenditures.
1.2 While deputed for duty abroad DA will be restricted to the period of effective
duty only and not for the journey period. Period of effective duty in the country of
the deputation will be deemed to commence on the date on which he/she reaches
there and ends on the date on which he/she departs from there. However, stopovers
etc, in case of visits to more than one country during the foreign deputation shall
be duly considered based on the information available/furnished while obtaining
approval of the Competent Authority.
2.0 EXCHANGE FOR DEPUTATION FOR INTERNATIONAL
CONFERENCES/SEMINARS/WORKSHOPS.
The release of DA for attending international conferences/seminars/workshops is
to be regulated on the same rates as indicated at Para 1.1 above.
3.0 FOREIGN EXCHANGE FOR SPECIALISED TRAINING/STUDY TOURS.
3.1 The per day diem ceiling for attending specialized training/study tour for all
employees including CMD will be as under :-
Sl. No PERIOD RATE (US $ PER DAY)
i) For 1st 14 days 300
ii) For next 14 days 250
iii) For balance period of training duration 200

subject to RBI approval.
353
The amount indicated in Column 3 of above table is a consolidated amount to cover
room rent, DA for food, taxi charges/local conveyance, entertainment (If any),
Official Telephone calls and other contingency expenditures.
4.0 FOREIGN EXCHANGE DURING BUSINESS TOURS/TRAINING/
WHERE BOARDING/LODGING IS FULLY BORNE BY THE SPONSOR/
AGENCY ABROAD.
4.1 Incidentals @ US $ 50 per day for a maximum period of 45 days in case of Business
visits/Conferences/Seminars and for a maximum period of 30 days in case of
Specialized Training/Study tour.
5.0 FOREIGN EXCHANGE WHEN EITHER LODGING OR BOARDING IS
BORNE BY THE SPONSOR/AGENCY ABROAD.
5.1 DA rates for Visits when Lodging is borne by Foreign Sponsor.
Employee will be entitled for Daily Allowance (for food) as stipulated in Para 8.2
plus incidentals @ US $ 50 per day.
5.2 DA rates for Visits when Boarding is borne by Foreign Sponsor.
5.2.1 Only Daily Allowance (for food) as indicated in para 8.2 shall be reduced by 50%.
6.0 The permitted period for various deputations shall be governed as per the ceilings
prescribed by RBI guidelines issued from time to time.
7.0 FOREIGN EXCHANGE FOR VISITS TO NEPAL.
7.1 The DA rates for visit to Nepal & Bhutan on assignment other than consultancy
assignments shall be as follows:-
a. Hotel & Transport
Sl.No. Level Hotel Transport
1. CMD & Directors As per entitlement in
India Actual
2. ED & GMs
3. Below GM Limited to US $ 10 per day
b. DA for food
Sr.No. Level DA Rates
1 E2A & above Full Rate prescribed by GOI
2 E2 and Supervisors 75% of Sl.No.1
3 All others 33% of Sl.No.1
7.2 All payments shall be released in Indian Rupees. No foreign exchange will be
arranged/released.
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8.0 PROCEDURE OF RENDERING OF ACCOUNT ON RETURN FROM
VISIT ABROAD.
8.1 The employees will get per diem in terms of Para 1.1 and Para 3.1.
8.2 The daily allowance (For food) would be in accordance with the Ministry of External
Affairs Order, issued from time to time, for various countries. This rate of DA
does not include any element towards cost of transport for official journey, room
rent, entertainment, official calls and other contingency expenditure. The employee
shall not be required to submit bill/receipt against this.
8.3 Daily Allowance as stipulated in Para 8.2 shall be applicable up to 14 days, 75% of
full Daily Allowance for the next 14 days and 60% of full Daily Allowance thereafter
in case of long tours/temporary duties. However, for training/study tour the DA
rate shall be 75% of full Daily Allowance.
8.4 Expenses on hotel accommodation incurred by the employee abroad, will have to
be supported by Bill/receipt.
8.5 The account of the other expenses like local conveyance, communication and
other contingent expenditure will be rendered and settled on the basis of expenditure
incurred supported by bill/receipt by the employee.
8.6 On return the employee concerned would submit a consolidated account for various
expenses as admissible under Para 8.2 to 8.5. Any surplus after calculation of
expenditure incurred would be refunded to Company.
9.0 Government of India has introduced new ceiling for releasing of Foreign Exchange
up to US $ 25,000 for a business trip which includes visits in connection with
attending an international conference, seminars, specialized trainings, study tours,
apprentice trainings etc. Releasing of foreign exchange exceeding US $ 25,000
for travel abroad (other than Nepal and Bhutan) for business trips, irrespective of
period of stay, requires prior permission from Reserve Bank of India. Accordingly
consolidated Foreign Exchange in respect of Para 1, 2, 3, 4, 5, 6 & 8 shall not
exceed US $ 25,000 per visit.
10.0 Where the hotel charges includes breakfast charges Daily Allowance (Food) shall
be reduced by 10%.
11.0 If the period of Foreign Visit is more than 7 days and less than 3 months the
excursion air fare, wherever is available, may be availed under clause 6.2.1 of
SJVNL TA/DA Rules.
12.0 The release of foreign exchange shall be made by Corporate Finance in all cases
of foreign deputation after approval of Competent Authority. The travel formalities
shall be arranged by Corporate Administration Group.
13.0 These guidelines shall be subject to the instructions of DPE/MOP/MOF/RBI and
other regulatory bodies issued from time to time.
*****
355
356
LEAVE TRAVEL CONCESSION
RULES
357
358
CONTENTS
RULE TITLE PAGE
1.0 Short Title 361
2.0 Definitions 361
3.0 Nature & Extent of Concession 365
4.0 Entitlement 369
5.0 Carry Forward 371
6.0 Advance 371
7.0 Claim 372
8.0 General 373
Annexure
Request for Leave Travel Concession and Advance Under 375
1250 Kms. Scheme
Claim for Leave Travel Concession Under 1250 Kms. Scheme 377
Request for leave Travel Concession (Vide Rule 4.4) 379
Request for leave Travel Concession Advance (Vide Rule 6.0) 381
Claim for Leave Travel Concession (Vide Rule 7.0) 383
359
LEAVE TRAVELLING CONCESSION RULES
360
LEAVE TRAVEL CONCESSION RULES
1.0 Short Title:
These rules may be called “SJVN Leave Travel Concession Rules”.
2.0 Definitions:
2.1 “Block”/”Block years” means a set of two calendar years commencing from
1992- 93.
2.2 “Company”/”Corporation” means SJVN LIMITED including the projects units
under its management.
2.3 “Competent Authority” means the authority empowered to sanction LTC as stated
in the Delegation of Powers issued by the management from time to time.
2.4 “Employee” means a person employed in the regular establishment of the Company
and includes-
i) a probationer;
ii) a person appointed on contract for a period of two years or more;
iii) a lien holder; and
iv) a deputationist on foreign service terms, unless the terms of deputation
provide otherwise; but does not include:
a) a Muster roll, daily rated, casual, badli or substitute employee;
b) a person appointed on contract for a period of less than two years;
c) an apprentice trainee; and
d) HPSEB employees working on Deputation to SJVN .
2.5 “Entitled Class” means;
i) for Train shall be as under: -
Sr. Level / Pay Range Rs. Ordinary Trains Rajdhani Shatabdi
No. Express Express
1. Dy General Manager and I Class / AC I AC I Executive
above Class Class Class
2. Sr. Manager / Manager I Class / II Class AC II AC Chair Car
AC Sleeper Tier
3. Asstt. Engr. / Officer upto I Class / II Class AC II AC Chair Car
Dy. Mgr. AC Sleeper Tier
4. Supervisors and I Class / II Class AC III AC Chair Car
employees in W/men AC Sleeper Tier
category drawing basic
pay Rs. 14,673/- or more.
5. W6 upto W1. III Class AC N.A. AC Chair Car
Sleeper
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ii) The entitlement for Ship/Steamer between stations not connected by rail, shall
be as under:
Pay Scale/ Pay Range By Sea
Sr. Manager/Manager & above Deluxe Cabin/ highest class
Asstt. Eng./Officer upto Dy. First/”A” Cabin ( if there be two
Manager classes only on the steamer, the
lower class)
Supervisors and workmen drawing a Second/ “B” Cabin class (if there
basic pay of Rs. 14,673/- & above be three classes the middle or
second class. If there be four
classes the third class. If two
classes, lower class).
All other employees Bunk class/ Lowest class
iii) The Entitlement for other mode of travel shall be as per Traveling Allowance
Rules of the Company subject to the condition that travel by air will be
permissible to DGM’s & above.
iv) If LTC is availed under the 1250 Kms Scheme i.e. certification basis as per
sub rule 3.4, the entitled class of travel of employees shall be the same as in
TA Rules of the Corporation subject to the condition that maximum entitlement
shall be restricted to AC II tier of Mail/Express trains.
v) Following has been clarified regarding journey by Rajdhani/Shatabdi Express.
Sl. Point Raised Clarification

No
1. If the hometown/place of visit If the journey is actually performed by
of an employee is connected by Rajdhani/Shatabdi Trains upto enroute
train but is not directly railway station by direct shortest route
connected by Rajdhani/Shatabdi and thereafter the journey is completed
Express Trains, in such a case, in a train other than Rajdhani/Shatabdi
can the employee be entitled to trains, fare for both the types of trains
travel partly by by the entitled class would be
Rajdhani/Shatabdi Express admissible for the respective portion of
Trains and partly by other journey.
trains(s)?
362
2. Whether reimbursement is Reimbursement of fares by the entitled
permissible in cases where an class of accommodation applicable on
employee travels by a longer Rajdhani/Shatabdi Express by the
route or breaks journey when he shortest direct route shall be
is traveling only by Rajdhani permissible, provided all the legs of
Express Trains. Can the the journey are actually performed
reimbursement in such cases be exclusively by these trains and both
restricted to the fare applicable the originating and destination stations
on Rajdhani Express Trains by are directly connected by these trains.
the shortest direct route or will
only the ordinary train fare be
admissible?
3. If an employee travels partly by As already clarified at Sl.No.1 above,
Rajdhani/Shatabdi Express in cases where travel on LTC is
Trains and partly by other trains performed partly by Rajdhani/Shatabdi
or by any other mode of Express and partly by other
transport, such as ship, bus, etc., trains/modes of transport, the claim
how is the LTC claim to be shall be reimbursable subject to the
regulated? condition that the journey is performed
by the shortest route.
4. If the originating and terminating The employee can travel by
points fall on the routes of Rajdhani/Shatabdi Express upto the
Rajdhani/Shatabdi Express nearest enroute station, which should
Trains but these trains do not not be beyond the destination, i.e.,
halt at these stations, can an home town or the declared place of
employee travel by visit.
Rajdhani/Shatabdi Express and
claim reimbursement?
2.6 “Family” means an employee’s spouse residing with the employee and legitimate
children (including step children and legally adopted children; unmarried, divorced
or widowed daughters), parents, unmarried sisters and minor brothers provided
that the concerned member is residing with and wholly dependent upon him.
2.6.1 However, in respect of employees allowed to retain their family at a place other
than the place of posting, the condition of residing with the employee will not be
essential.
2.6.2 “Minor” means a person below 21 years of age.
2.6.3 The criterion for judging the dependency or otherwise of family members of an
employee will be the monthly income of the concerned family member. A family
member will be deemed to be dependent upon the employee if his/her income
from all sources is not more than Rs. 2500/- p.m. In case of parents, the income of
both father and mother jointly will be taken into account for this purpose.
2.6.4 For determining dependence of family members, other than parents, the same criteria
shall be adopted as is followed by the Central Government for this purpose. In
363
other words, sons/unmarried or widowed or divorced daughters/minor brothers/
unmarried sisters of the employees who are employed otherwise than on part-
time/daily rated/casual basis shall be regarded as gainfully employed and
accordingly not entitled to LTC facilities. Even in the case of the above family
members who are in part-time/daily rated/casual employment, these facilities shall
be admissible only if they are otherwise dependent on the employee and their
monthly income from such employment is not more than Rs.2500/- per month.
2.6.5 Where both husband and wife are employed in the Company, the dependent parents
of either of the spouses may be treated, at their option, as parents for the purpose of
these rules.
2.6.6 Female employees shall have the option to declare their parents-in- law as family
members in lieu of their parents. Option exercised by a female employee may be
changed once during the entire period of service. The condition of dependancy/
place of residence etc. as applicable in case of parents shall apply mutatis-mutandis
in case of parents-in- law also.
2.7 “Headquarters” means the normal place of duty of an employee at the time of the
outward journey. In case of an employee deputed for training within India, or abroad,
the Headquarters will mean the place of duty from where the employee proceeded
on training. However, if his Headquarters during training has been changed to the
place of training in India for the purpose of Travelling allowance, the same will be
treated as headquarters for the purpose of LTC as well.
2.8 “Home Town” means the place in India declared as such by the employee where
the employee himself was, or his near relations such as parents, brothers, sisters,
sons, daughters are residing or where the employee has got immovable property.
2.8.1 Where the employee or the family, of which he is a member, owns residential or
landed property at more than one place, it is left to the employee to make a choice
for Home Town giving reasons for the same. The decision of the competent authority
whether or not to accept such a place as the Home Town of the employee shall be
final.
2.8.2 If an employee does not have any immovable property anywhere nor does any of
his near relations live anywhere, he can declare any place in India as his home
town.
2.8.3 A declaration of Home Town once made shall ordinarily be treated as final, but the
competent authority in consultation with the concerned Personnel Department may
allow a change in the declaration provided that such a change shall not be allowed
more than once during the entire service of an employee.
2.9 “Management” means the Board of Directors and the Chairman & Managing
Director/Director (Personnel) of the Company for the purpose of these rules.
2.10 “Shortest route” means the route which is shortest in terms of distance.
2.10.1 Keeping in view the locations of various destinations, availability of various modes
of transport and other relevant factors, the Management may declare from time to
364
time specific routes, which though not shortest, will be deemed to be the shortest
routes for the purpose of these rules.
3.0 Nature & Extent of Concession:
3.1 An employee will be eligible to avail LTC only after completion of one year’s
continuous service in the regular establishment of the Company.
3.2 The entitlement for first block of an employee on joining the service of the Company
will be reckoned from the block in which he completes one year’s continuous
service.
3.3 Subject to the provisions contained in rules 3.5 and 3.11 below, in every set of two
block years commencing from 1992-93 (e.g. 1992-93, 1994-95, 1996-97 & 1998-
99 and so on), an employee will be entitled to claim reimbursement of actual fare
limited to the amount of fare as per the entitled class of travel for journeys performed
either under sub-rule’ A’ or ‘B’ or ‘C’ as provided hereinafter.
3.4 Nature of Entitlement:
Place of Visit Entitlement Remarks
Sub-rule' A ' For Self & Family
In each block:
Home Town By the shortest route
or
Distance upto 1800 kms By any route
each way
or By any route on the basis of
Distance upto 1250 Kms Certification & as detailed
each way hereinafter
Sub-rule 'B' For Self & Family
In one block:
Home Town By the shortest Route
or
Distance upto 1250 Kms By any route on the basis of
each way Certification & as detailed
hereinafter
And
In another block:
Any place in India By the shortest route
(including Home Town)
or By any route on the basis of
Distance upto 1250 Kms Certification & as detailed
each way Hereinafter
Sub-rule 'C' For Self alone
Every year Home Town By the shortest route
365
Note: 1In case employees avail LTC under Sub Rule A and travel beyond Indian Territory,
the reimbursement of LTC claim will be regulated as under:
Sl. Employee Entitlement
No.
1. Employees entitled The Air Fare between New Delhi and Chennai
to travel by Air. by Economy Class of Indian Air Lines for
each member each way or actual whichever is
less.
2. Employees not 1800 KM Rail Fare of entitled class or actual
entitled for Air Fare. whichever is less.
Note: 2 In case employee avail LTC under Sub-rule A and travel beyond Indian Territory
by clubbing two Blocks under 1800 Kms Scheme, the reimbursement will be
regulated as under:
Sl. Employee Entitlement
No.
1. Employees entitled to travel by Twice the Air fare between New
air Delhi and Chennai by economy
class of Indian Airlines for each
member each way or actual
whichever is less.
2. Employee not entitled for Air 3600 km. Rail Fare of entitled
Fare class or actual whichever is less.
Note: 3 On production of documentary evidence/tickets under 1250 Km Scheme (in addition

to certification) and 1800 Kms. Scheme (within India) claim shall be regulated as
under:
Nature of Scheme Entitlement

Travel
Travel by Air 1250 Air fare between New Delhi and Mumbai by
Kms Economy Class (Normal fare) of Indian Air-
lines for each member each way or actual
whichever is less if entitled to travel by Air.
1800 Air fare between New Delhi and Chennai by
Kms Economy Class (Normal fare) of Indian Air-
lines for each member each way or actual
whichever is less if entitled to travel by Air.
366
Travel by 1250 Rajdhani fare of entitled class from Delhi to
Rajdhani Kms Valasad for each member each way or actual
Express whichever is less.
1800 Rajdhani fare of entitled class from Delhi to
Kms Vijayawada for each member each way or
actual whichever is less
Travel by 1250 Kms or 1800 Kms fare as the case may
other be of train for entitled class for each member
Mail/Express each way or actual whichever is less.
or by Road.
a) For above, in case journey is undertaken by lower entitled mode or by carrier

other than Indian Airlines or for distance more than 1250 Kms, the claim shall
be restricted to Economy Class (Normal) fare of Indian Airlines or actual
whichever is less.
b) Journey undertaken under 1800 Kms shall be settled as per above analogy.
c) The minimum period of absence from place of duty of 7 days as envisaged
under Clause 4.1.1 shall not apply in case employee produces documentary
evidence/ticket.
3.4.1 Cash Lump-sum Assistance
Employees will be entitled for Cash Lump-Sum Assistance for availing LTC in a
block of 2 years excluding Home Town and on certification basis as under:
Category /Grade In a block of two years
E7 & above 6,000/-
E4 to E6 5,000/-
E1 to E3 4,000/-
Supervisors/W7 to W11 3000/-
W4 to W6 2500/-
W1 to W3 2000/-
Under 1250 KM LTC Scheme if journey is performed and employee submits
documentary evidence in such event cash lump-sum assistance will be admissible.
The Cash Lump-sum Assistance, as above, can be claimed by the employees only
once in respect of a particular block year for self or family or self and family.
3.5 In respect of employees who are allowed to retain their families at a place other
than the place of posting, the concerned employees may be allowed reimbursement
of fare for self and family limited to the fare as per the entitled class for journeys
367
commencing from and/or terminating at either the Headquarters or the place where
he has been allowed to retain his family, subject to the distance restriction as
contained in sub-rule 3.4 and actuals.
3.6 A change over for availing the concession from under sub-rule ‘A’ to sub rule ‘B’
or vice-versa will be allowed only after completion of every set of two blocks.
3.7 An employee availing the concession under sub-rule ‘C’ may be allowed change
from the same to that of sub-rule’ A’ or ‘B’ or vice-versa only on completion
of a block.
3.8 In case of disruption of shortest route owing to accidents or other causes, the
competent authority may at his discretion, allow reimbursement by the actual
route used.
3.9 Employees may be allowed the facility of reimbursement of split ticket for one
break journey one way only.
3.10 If an employee and/or his family perform the journey or a portion thereof by a
class higher/lower than his entitlement, the reimbursement will be made of the
fare limited to the total fare for the entitled class of the journey (to and fro). For
example, if an employee proceeds to the place of visit under 1800 Kms. Scheme
by Air and returns by Rail II Class, reimbursement of expenditure incurred on
journey fare (to and fro) will be made as per actual limited to twice fare for the
entitled class of travel for 1800 Kms.
3.11 The concession is admissible for journeys to places connected by rail/air as well as
between places partly connected/not connected by rail/air subject to the limits laid
down in sub-rule 3.4.
3.11.1 For places connected by rail, the journey may be undertaken by any other mode of
transport or halt anywhere on the way provided prior sanction of the competent
authority is obtained; but the reimbursement shall be limited to the fare as admissible
under the rules.
3.11.2 For places which are not connected by rail but which are connected with the railway
system by road or by steamer if the road transport or steamer service is not owned
by the railway, the concession will be admissible for the journey by rail as well as
the portion of the journey by road or steamer. In the latter case, reimbursement will
be made of actual expenses incurred on the journey from the nearest rail head to
the Home Town or place of visit or vice-versa limited to those admissible under
the Travelling Allowance Rules.
3.12 There is no objection to an employee or his family availing of any concessional
journey tickets announced by the Railway authorities e.g. seasonal concession,
student concession, circular trip etc. in conjunction with the leave travel concession.
3.13 Charges such as sleeper charges, super fast train surcharge, reservation charge,
telegram charge by Railways/Airlines for booking of tickets are also reimbursable.
3.13.1 In exceptional cases, cancellation charges may be reimbursed at the discretion of
the competent authority, where the journey is not undertaken by an employee due
to official reasons or any mishap in the family.
368
3.14 The LTC journey may be performed by an employee and members of his family in
a private car owned by him subject to prior permission of the competent authority,
but travel in a private car not owned by him is not permissible under these rules.
3.14.1 For journeys undertaken between places connected by rail, the reimbursement will
be made for actual distance at the rates admissible for travel by road under Travelling
Allowance Rules restricted to an amount equal to the train fare for self and members
of his family by the entitled class.
3.14.2 For journeys undertaken between places partly connected/not connected by rail,
the reimbursement for such portion of the journey between places as are not
connected by rail will be at the rate admissible for travel by road under Travelling
Allowance Rules.
4.0 Entitlement:
4.1 An employee may avail of LTC for self during holidays/ leave of any duration and
of any kind (except Terminal Leave) including Casual leave and Special Casual
leave granted for sports meets. But the concession will not be admissible during
the period of unauthorized absence.
4.1.1 In cases of reimbursement of LTC expenditure under the 1250 Kms. scheme, as in
sub-rule 3.4, the minimum period of absence of the employee from the place of
duty shall be 7 days on account of leave, coupled with intervening holidays and
holidays prefixed/suffixed, if any.
4.2 Where both the husband and wife are employed in the Company, the concession
will be applicable to only one of them and the same will be regulated according
to the entitlement of the spouse drawing higher pay. However, they will have the
option to avail of LTC for Home Town as declared by either the husband
or the wife.
4.3 If an employee’s wife or husband is employed in any other organization providing
Leave Travel Concession or a similar concession, the employee will have option
of receiving the concession for self and family either from the Company or from
the spouse’s organization but not from both. The concession will be allowed to the
employee only on furnishing a declaration by him/her stating that his/ her spouse
employed in such an organization has not and shall not avail of the LTC in that
organization, for self and the members of his /her family and for the block years
for which it is claimed by him/her in SJVN .
4.4 LTC cannot be availed of unless prior approval of the competent authority has
been obtained, for the block years and the place of visit, whether Home Town or
another place, before commencement of outward journey. For this purpose, the
request should be made on the prescribed application form.
4.5 In case of an employee under suspension, LTC will be admissible to his
family only.
4.6 The concession is not admissible to an employee who proceeds on LTC and then
resigns his post without returning to duty.
369
4.7 Grouping of family members:
4.7.1 There is no objection to an employee and the members of his family availing of the
LTC in one or more groups at different points of time irrespective of the constitution
of each group; but the reimbursement will be admissible only in respect of three
such groups, out of which one group shall be the group of which the employee
himself has traveled and/or accompanies the family.
4.7.2 LTC is permissible for different destination points for an employee and his family
members. Travel to different destination points in same group is, however, not
permissible.
4.8 The concession will be counted against the block years for which the outward
journey commenced but the return journey must be completed within six months
from the commencement of outward journey. However, an employee, who proceeds
to Home Town or any other place on LTC, may, if he so desires, perform return
journey at his own expenses and thereafter avail of LTC for return journey in
connection with another visit to the same place, subject to the condition that the
return journey in respect of which concession is claimed is performed within 6
months of the outward journey for the first visit. Whenever the concession under
this rule is proposed to be availed of in respect of self and/or family, the employee
should inform the competent authority before undertaking the journey for which
the concession is sought. Where the journey falls in the succeeding calendar year
of the next block, the concession will be counted against the year for which the
outward journey is commenced.
4.9 In case of sudden death/retirement/termination/deputation the employees or their
dependants in case of death, can avail the LTC within a period of three months
from the date of superannuation/termination/death.
4.10 During Study Leave the LTC will be regulated as under:
a) For Self :
Employee can avail Leave Travel Concession from the place of study leave to
any place in India/ home town subject to the condition that the reimbursement
of fare shall be restricted to the fare admissible for travel between his
headquarters station to any place in India/ home town or actual expenditure,
whichever is less;
b) For the Family Members :
i) In case family is not staying at the place of study leave reimbursement
shall be allowed as per Clause 3.5 of SJVN LTC Rules.
ii) When the family members are staying with the Employee at the place of
his study leave reimbursement shall be allowed as indicated at (a) above.
4.10.1 However, employee who has been granted study leave before completing 5 years
service in SJVN may claim LTC only after study leave.
370
5.0 Carry Forward:
5.1 An employee and members of his family who are unable to avail of LTC in the
relevant block may carry forward the entitlement to the end of the next block.
Carry forward will be available only in respect of such family members who were
otherwise entitled for the concession in the relevant block. However, carry forward
under Sub-Rule ‘C’ of Rule 3.4 shall not be permissible.
5.1.1 Whenever a leave sanctioning authority refuses leave for availing of LTC due to
exigencies of work, the matter should be brought to the notice of Corporate
Personnel Department immediately with proper justification for such refusals.
5.1.2 In the case of such dependent children in respect of whom journey fare was not
leviable with LTC block, but for whom journey fare has become payable on the
date of actual travel in the carry forward block for reason of their having come into
the age bracket in which journey fare in leviable, reimbursement of LTC claim is
admissible provided they have actually traveled on LTC in the relevant carry-forward
block.
5.2 Employees will be entitled to reimbursement of LTC for two block years together
at a time. This clubbing will be admissible in the second block under the 1800
Kms. scheme if no LTC has been availed for the immediate previous block.
Concession of reimbursement of split tickets is admissible for one block journey
and one way even when the two LTC block years are clubbed.
5.2.1 In case of clubbing of two block years at a time under the 1250 Kms. scheme, the
absence of minimum duration of 7 days would suffice.
5.2.2 The reimbursement of expenditure by entitled class (rail or air) in case of clubbing
under 1800 Kms. scheme or 1250 Kms. scheme, as at rules 5.2 and 5.2.1 should be
made on telescopic basis, in case of travel by air and as per the fare charged by the
railways for the applicable distance, in case of travel by rail.
6.0 Advance:
6.1 An advance under these rules shall be admissible for all schemes under Rule 3.4
and shall be equal to 100% of the fare by the entitled class of travel, subject to the
conditions that:
6.1.1 The advance may be granted within a period not exceeding sixty days before the
proposed date of the journey but shall have to be refunded forth-with if the employee
is not able to produce documentary evidence within fifteen days of the drawl of the
advance to show that he has utilized the amount of advance for the purchase of
ticket(s).
6.1.2 Where after undertaking outward journey, the remaining amount of advance is not
utilized for return journey within six months from the date of commencement of
outward journey, the unspent amount should be refunded forthwith.
6.2 In case of failure to produce the documentary evidence as required under rule 6.1.1
or to refund the unspent amount of advance by the employee under rule 6.1.2, the
371
employee will be charged penal interest of 3 % over and above the bank lending
interest rate for the period of default. This is, however, without prejudice to the
management’s right to recover the unutilized/unspent amount from the employee’s
salary and/or otherwise.
6.3 An employee who draws an advance in respect of particular block(s) for self and/
or family members and does not utilize the same or a portion thereof in respect of
self or the family members but does not refund the unutilized/unspent amount
within the prescribed time limit as indicated above will not be eligible for a second
advance for the same block year.
7.0 Claim:
7.1 Claims for reimbursement in all cases will be entertained within one month of
completion of the return journey, wherever applicable.
7.2 Claims for reimbursement must be supported with adequate proof of travel i.e.
ticket number, money receipts etc. except in cases where journey has been performed
under the 1250 Kms. scheme. However, Director (Personnel) may relax this
provision if he is otherwise satisfied in regard to the genuineness of the claim and
the bonafide of the journey having been performed in really deserving cases purely
on merits but not as a general rule. All the receipts/documents submitted by an
employee in connection with his LTC claims must bear his signature at their back.
7.3 Every claim should be preferred in the prescribed Performa within the specified
time limit, failing which the employee will be liable to action under rule 6.2.
7.4 REIMBURSEMENT OF SPLIT TICKETS:
7.4.1 Employees should undertake journey by shortest rout i.e. from Kalka to Goa -
through tickets are sold by the railways be charging telescopic fares.
7.4.2 The employees are not entitled to buy segmental tickets.
7.4.3 In case of break journey the reservation charges/surcharges shall be borne by the
employees concerned
7.5 Claim shall be supported by Boarding Pass in case journey is performed by Air. In
exceptional cases Historical Ticket duly verified by the employees can be entertained
in place of Boarding Pass.
7.6 Reimbursement of LTC expenditure under the 1250 km Scheme on certification
basis, the travel concessions provided by Railways to different categories of travelers
like physically/mentally challenged persons/Senior citizens etc. shall not be
accounted for. While computing the admissible amount, full fare may be taken
into consideration in such cases.
7.7 If employee, who is not entitled to travel by Air, performs the journey by Air,
Claim shall be settled as under:
1. Where Rajdhani Express plies the fare shall be settled as per fare of entitled
Class of Rajdhani Express.
372
2. Where the Rajdhani Express does not ply the fare will be restricted to fare of
Entitled Class of Mail/Express Train.
3. Where Rajdhani plies en-route partially claim will be settled as per fare of
Entitled Class of Rajdhani Express upto such station and fare of Entitled Class
of Mails/Express train for the rest of the journey.
4. In all the cases the reimbursement will be restricted to actual expenditure.
8.0 General:
8.1 In case of any doubt in regard to any provision of these rules and also in respect of
cases not covered by these rules, the matter will be referred to the Chairman &
Managing Director/Director (personnel) whose decision shall be final.
8.2 The Chairman & Managing Director/Director (Personnel) shall be empowered to
make any amendments to these rules or any relaxation.
8.3 These rules will apply in all cases where entitled employees proceed on LTC
after the date of issue of these rules irrespective of the block year for which the
LTC is claimed.
*****
373
374
REQUEST FOR LEAVE TRAVEL CONCESSION AND ADVANCES
(Under 1250 Kms. Scheme)
(To be filled in triplicate)
Diary No. Date :

Name Designation Employee No. Department
Basic Pay Block Year Sub Rule’ A/ Name (s) of the

Sub Rule ‘B’ Place (s)
Details of family members :

SI. No. Name Relationship Age
1. Certified that:
a) My husband/wife is not employed.
b) My husband/wife is employed .................. (Name of Organization) but he/she
has not and will not avail of LTC for the aforesaid block year and for the
members of the family as indicated above, from the said organization.
c) My parents are wholly dependent upon me and their monthly income from all
sources is not more than Rs. 2500/-.
d) My children are wholly dependent upon me and their monthly income from
all sources individually is not more than Rs.2500/-.
e) All the family members for whom LTC is proposed to be availed of are residing
with me/they are not residing with me but the concession is proposed to be
availed of in terms of sub- rule 2.6.1.
2. I hereby declare that I and my family members, whose particulars are given above,
wish to travel a distance of not less than 1250 Kms. (each way) for visiting above
mentioned place(s) from headquarters.
375
3. Accordingly, I may please be sanctioned LTC and given an advance of Rs.
…………. I will submit the final claim after the visit but within three months from
the date of drawl of advance.
Date: Signature of the employee
Strike out whichever is not applicable.
_______________________________________________________________________
Sanctioned subject to admissibility
Signature of the Competent Authority
Name:
Designation:
Date:
_______________________________________________________________________
(For use by Personnel Department)
Ref. No. ————————————— LTC office order No. —————dated ———
—————————for the Block year —————————— under 1250 Kms. scheme
is sanctioned for the employee and/or family members mentioned above. Necessary entries
have been made in his/her personal record.
Date: P.O./Sr.P.O.
_______________________________________________________________________
(For use by Accounts Department)
CC VR.No. VR Date SC NA Project Deptt. Empl.No. Place(s) of visit
_______________________________________________________________________
_______________________________________________________________________
Passed for Rs. ____________________ Received Rs. __________________
_______________________________ (only)
___________________________________________________________
Account Code Amount Cash/Bank Code
___________________________________________________________
Signature:
Acctt. A.O./Sr.A.O. Date:
_______________________________________________________________________
First Copy - Accounts
Second copy - Personnel
Third copy - Individual
376
CLAIM LEAVE TRAVEL CONCESSION
(Under 1250 Kms. Scheme)
_______________________________________________________________________
Diary No. Date :
_______________________________________________________________________
Name Designation Empl. No. Department Basic Pay
_______________________________________________________________________
_______________________________________________________________________
Period of Block LTC Availed Headquarters/Place Name (s) of
absence Year Under of Commencement of Place (s)
journey
_______________________________________________________________________
From Sub-Rule ‘A’/
To Sub-Rule ‘B’
_______________________________________________________________________
Details of Family Members :
_______________________________________________________________________
SI. No. Name Relationship Age
_______________________________________________________________________
_______________________________________________________________________
1. Certified that :
(i) The members of the family for whom the claim is made are entitled to the
concession as per rules and no claim has been made earlier for these journeys
against the block year mentioned above.
(ii) My husband/wife is employed in ................................. (Name of organization)
but he/she has not claimed and will not claim the concession/fare against
aforesaid block year and for the members of the family as indicated above
from his/her Organization.
(To be filled up where no advance was drawn)
377
2. Certified that :
a) I and my family members whose particulars are given above have traveled a
distance of not less than 1250 Kms. (each way) for visiting aforementioned
place (s) from headquarters.
b) For the purpose of my/our visit to place (s) mentioned above the expenditure
incurred by me was not less that Rs. __________________ which may be
paid to me.
(To be filled up where an advance was drawn)
3. a) With reference to my application for the LTC advance, this is to declare that
for the purpose of my/our visit to the place(s) mentioned therein, the expenditure
incurred by me was not less than Rs. ....................................
b) Advance of Rs. .................................................. had been drawn by me.
c) The balance of Rs. may please be paid to me.
Date : Signature of the employee
Countersigned Signature of the
Competent Authority
Date : Name :
Designation :
_______________________________________________________________________
A. Certified that the claim has been verified with reference to LTD Sanction Order/
eligibility and found to be in order. Entry has been made in his/her personal records.
B. Ref. No. ________________ LTC Order No. ____________________ dated LTC
claim for the Block Year under 1250 Kms. scheme of Sub rule ‘A’/Sub-Rule ‘B’
for employee and/or family members mentioned above has been verified with
reference to eligibility and found to be in order.
Date: P.O./Sr. P.O.
______________________________________________________________________
(For use by Accounts Department)
Passed for payment of Rs. _________________ Received Rs. _________________
(Rupees __________________________) (Rupees : ____________________)
Debit Code __________________________
Acctt. /Sr. Acctt.Sr. AO/AO Date Signature of the employee
_______________________________________________________________________
Strike out whichever is not applicable.
378
REQUEST FOR LEAVE TRAVEL CONCESSION
(Vide Rule 4.4)
(To be filled in triplicate)
_______________________________________________________________________
Diary No. Date:
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
Block year for which Place of visit Name of Date of out-
LTC is being availed the place ward journey
____________________________________________________________________
Hometown
Any other place
Details of Family Members Proceeding on LTC
_______________________________________________________________________
SI.No. Name Relationship Age
_______________________________________________________________________
_______________________________________________________________________
Strike out whichever is not applicable
1. Certified that:
a) My husband/wife is not employed.
b) My husband/wife is employed in ______________________________
(Name of Organization)
but he/she has not and will not avail of LTC for the aforesaid block year and
for the members of the family as indicated above, from the said organization.
c) My parents are wholly dependent upon me and their monthly income from all
sources is not more than Rs. 2500/-.
d) My children are wholly dependent upon me and their monthly income from
all sources individually is not more than Rs. 2500/-.
e) All the family members for whom LTC is proposed to be availed of are residing
with me/they are not residing with me but the concession is proposed to be
availed of in terms of sub-rule 2.6.1.
379
Date: Signature of the employee
_______________________________________________________________________
Sanctioned Subject to admissibility
Signature of the Competent Authority
Name:
Designation:
Date:
_______________________________________________________________________
Ref. No. ……………….. LTC Office Order No. ……………….. dated …………….
LTC for the Block year ………………… is sanctioned to visit …………………..for family
members as indicated. Necessary entries have been made in his/her personal record.
Date: P.O./Sr. P.O.

_______________________________________________________________________
First Copy - Accounts
Second Copy - Personnel
Third Copy - Individual
380
REQUEST FOR LEAVE TRAVEL CONCESSION ADVANCE
(Vide Rule 6.0)
_______________________________________________________________________
Diary No. Date :
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
Scale of Pay Basic pay Place of Commencement Place of visit
Journey
Rs. Rs.
_______________________________________________________________________
LTC Sanction order No. of fares Mode of travel Class of travel
No. and date
_______________________________________________________________________
Full
Half
_______________________________________________________________________
Date(s) of commencement Anticipated date(s) Amount of advance
of journey of return journey required
_______________________________________________________________________
For self- ______________________ For self ______________________
For family ____________________ For family ___________________
_______________________________________________________________________
Whether LTC advance was drawn earlier for the
above LTC and refunded Yes No
_______________________________________________________________________
I undertake to produce documentary evidence to the Establishment Accounts in support of
utilization of the above advance or to refund the amount if not utilized within 15 days from
the date of drawl as required under rule 6.2
In the event of non-compliance of the above, I make myself liable to action as per the
provision of rule 6.2 and 6.3.
Signature of the competent Signature of the employee
authority
381
Name Date
Designation (affix rubber stamp)
Date :
(For use by Accounts department)
_______________________________________________________________________
CC VR.No. VR Date SC NA Project Deptt. Emp. No. Place(s) of visit
_______________________________________________________________________
Passed for Rs. (in words)___________________ Received Rs. __________________
Rupees _________________________ only) Rupees _____________________only.
Account Code Amount Cash/bank code
Signature
Acctt. A.O./Sr. A.O. Date
382
CLAIM FOR LEAVE TRAVEL CONCESSION (VIDE RULE 7.0)
Name Designation Scale of Pay Emp. No. Deptt.
Hqurs. of Emp LTC Sanction Basic Pay Block LTC A

Order No. Year availed
Rs.
under
Date: Calen rule B
dar
383
Year C
Detail of Journey
Sr. No. Name Relation Age Departure Arrival Mode Distance Fare Ticket
ship & in Kms (Rs.) No.
Class Money
of Receipt
Travel

Outward Station Date Station Date
Journey
Return
Journey
Total fare as on page 1 Amount Rs. ________________
Amount payable _______________________________
Less Advance ________________________________
Net Payable ________________________________
Certified that:
a) The journeys for which the claim is made have actually been performed by the mode and class indicated.
b) The members of the family/children for whom the claim is made are entitled to the concession as per rules and no claim has
been made earlier for these journeys against the block/calendar year indicated.
c) My husband/wife is employee in_________ (Name of the organization) but he/she has not claimed and will not claim the
concession/fare against the aforesaid block/calendar year and for the members of the family/children as indicated above from
his/her organization.
Counter signed Signature of the employee

Competent Authority Date:
384
Name
Designation
Date
Certified that the claim has been verified Passed for payment of Rs. __________)
With reference to the LTC sanction order/ (Rupees__________________________)
Eligibility and found to be in order. Entry Debit Code_______________________

Has been made in his/her personal records
Date;: SPO/PO Acctt./Sr. Acctt

Received Rs. ______(Rupees ____________________________________________ only)
Date: Signature of the Employee

SJVN MEDICAL
ATTENDANCE RULES
385
386
CONTENTS
RULE TITLE PAGE
PART-I
1.0 Scope 389
2.0 Definitions 389
3.0 Treatment at the Dispensary/Hospital of the Company 393
4.0 Treatment as Indoor Patients at other Hospitals 393
5.0 Outdoor treatment for Private Medical Practitioners 396
6.0 Reimbursement of medical expenses and the procedure 396
therefor
7.0 Medical treatment in respect of employee’s families under 398
special circumstances
8.0 Travelling Allowance 398
9.0 Grant of Advances for Medical Treatment 398
10.0 Reimbursement of Medical Expenses incurred in emergencies 399
11.0 Medical Treatment for outsiders at dispensaries/hospital of 399
the Company
12.0 Medical Certificates and Private Practice 399
13.0 Ambulance Rules 399
14.0 Check list for Medical Refund/Claim 401
15.0 Compulsory medical check-up of executives/non executives 402
16.0 Import of medicines 403
17.0 Homeopathic and Ayurvedic/Unani Treatment 403
18.0 Interpretation 404
PART-II Contributory Scheme for Post Retirement Medical Facilities
1.0 Coverage 404
2.0 Eligibility 404
3.0 Benefits 405
387
MEDICAL ATTENDANCE RULES
4.0 Contribution 406
5.0 Procedure 407
6.0 Claim 407
7.0 General 408
Annexure I Schedule of Charges for Various Types of Dental Treatment 409
Annexure II Name & Addresses of Empanelled Hospitals 411
Annexure III Name & Addresses of Hospitals with whom Credit Facility 417
has been arranged
Annexure IV Procedure for Availing Credit Facilities 419
Appendix 1 Admission Slip 421
Annexure V List of Inadmissible Foods, Tonics, Toilets and Medicines 423
Annexure VI List of Artificial Appliances 427
Form A Application for Grant of Advance for Hospitalisation/ 429
Protracted Diseases
Form B1 Claim for Medical Reimbursement Non-Hospitalisation 431
Form B2 Claim for Medical Reimbursement Hospitalisation 433
Form C Contributory Scheme for Post Retirement Medical Facilities 435
Medical Card
Form D Claim Form for Reimbursement of Medical Expenses 437
Incurred by the Retired Employee
388
SJVN MEDICAL ATTENDANCE RULES
PART - 1
1.0 Scope :
1.1 The SJVN Medical Attendance Rules will apply to all regular employees (including
on study leave) and Trainees (other than Act Apprentices) and their families and
also Deputationists unless it is specified otherwise in the terms and conditions of
their deputation. Act Apprentices, Workcharged and Temporary / Daily rated
employees working in SJVN (not their families) are entitled only to emergency
treatment for injuries sustained during and in the course of their duty / training as
the case may be.
2.0 Definitions:
2.1 “Authorised Medical Attendant” (AMA) means the Doctor appointed by the
Company, who is a Company’s employee or one who is authorised under these
rules to attend on the employees of the Company or the GM/Project Incharge.
2.2 “Government Hospital” includes a Military Hospital, a Hospital maintained by a
local authority and any other hospital with which Central / State Government /
SJVN’s Management have arrangements for treatment of its employees.
Note: Hospitals run by Railway Administration and other Public Sector
Undertakings may also be covered under the definition of “Government Hospital”.
Thus, medical expenses incurred in connection with treatment taken at Railway
Hospitals and Hospitals run by other Public Sector companies can be reimbursed
to the employees under SJVN Medical Attendance Rules.
2.3 “Employees” means whole-time regular employees of SJVN, including
deputationists and trainees and Apprentices (other than Act Apprentices) and Casual
employees on daily rated / workcharged.
2.4 “Family” means
i) employees’ spouse,
ii) children and step-children (including legally adopted children); parents
wholly dependent.
iii) Minor brothers (below the age of 21 years) and unmarried sisters wholly
dependent and residing with the employee only if the parents are (a) not
alive or (b) wholly dependent
Notes :
a) The parents will be considered as wholly dependent upon an employee
only if the monthly income of the parent or the combined monthly income
of parents (if both parents are alive) is less than Rs. 2500/-.
b) Family of the employee is entitled to the medical facilities in case residing
at places other than the headquarter of the employee
389
c) Children shall be considered dependent on the employee in the following
situations.
i) Children who are pursuing studies.
ii) Children who are physically/ mentally disabled, incapable of doing
any work and unmarried/ widowed daughters
iii) Children who are gainfully employed and including those who are
in part time/ daily rated employment but their monthly income from
such employment does not exceed Rs. 2500/-
iv) Children taken as ‘wards’ by the employer under the “Guardian and
Wards Act, 1890” provided such a ward lives with the employee
and is treated as a member of family and provided the employee
through special will has given such a ward the same status as that of
a natural born child.
d) Female employees shall have the option to declare their parents-in- law
as family members in lieu of their parents. Option exercised by a female
employee may be changed once during the entire period of service. The
condition of dependancy/place of residence etc. as applicable in case of
parents shall apply mutatis-mutandis in case of parents-in- law also.
e) Family will be entitled for Medical Attandance during study leave of
employee.
2.5 “Medical Attendance” means attendance in registered hospital or at the residence
of the employees, including such consultation, pathological, bacteriological,
radiological or other methods of examination, for the purpose of diagnosis as are
available at the Company’s hospital or failing that in any Government Hospital /
empanelled Hospitals/ Laboratory or in any registered private hospital / Laboratory.
2.6 “Patient” means a SJVN employee or a member of his family to whom these rules
apply and such others as are provided for in these rules and who require medical
attention.
2.7 “Treatment” means the use of all medical and surgical facilities essential for the
recovery or for prevention of deterioration in the condition of the patient.
Notes :
i) In the case of female employees and families of male employees, treatment
includes confinement at the Hospital of the Company or at a Government
Hospital / Maternity Centre as well as a pre-natal or post-natal treatment or in
any private hospital subject to the condition that reimbursement of charges
for confinement be restricted as per clause 4.1.
ii) Dental treatment.
a) Dental treatment can be obtained from Govt./empanelled Hospitals.
b) If treatment is taken from empanelled hospitals, actual charges as agreed
by the Hospitals shall be reimbursed.
c) In case dental treatment is taken from other Private Registered Medical
Practitioner, in such cases reimbursement will be restricted to maximum
rate of empanelled hospitals at that station.
390
d) When treatment is taken from a station where no empanelled hospital is
available in such cases reimbursement shall be allowed as per
Annexure-I.
iii) Reimbursement of expenditure incurred on contact lenses upto a maximum
of Rs. 2,000/- (per pair) in respect of employee or his family members is
allowed provided it has been recommended by an Ophthalmologist and has
been prescribed on Therapeutic grounds and not for cosmetic reasons as duly
certified by the AMA and subject to the conditions mentioned below :
a) The patient has been examined by two Eye Specialists.
b) The power of Myopia / Hypermetropia is not less than 4.00 D. The
periodicity for reimbursing the cost of contact lenses will be once
in three years.
c) Cost of semi-soft or soft type of lenses, which have better gas
permeability, will be reimbursed subject to the above prescribed
limit.
iv) Reimbursement of charges incurred on account of fitting of “Intra Ocular
Lens” for each eye once in a lifetime is admissible to employees and their
dependants. Where employees / their dependant family members are admitted
in hospitals / nursing homes for implantation of the Intra-Ocular Lens,
expenditure incurred on the cost of IOL. Kit shall be reimbursed as per actual
limited to Rs. 1750/-. However, in cases where patients are admitted in the
company’s empanelled hospitals or local authority hospitals and where IOL
Kits are supplied by the hospitals concerned, full reimbursement of charges
shall be made as per entitlements.
v) Treatment for immunising and prophylactic purposes :
Reimbursement of charges incurred on treatment of the employees and their
families for immunising and prophylactic purpose will be permitted only in
the case of communicable diseases viz.
(1) Cholera (2) Typhoid Group of fevers (TAB)
(3) Plague (4) Diphtheria
(5) Whooping Cough (6) Tetanus and
(7) Polio (8) Hepatitis-B
vi) Vaccinations, Inoculations, etc.
The cost of vaccinations, inoculations and injections taken by the employee,
his family and servants for prophylactic and immunising purposes to secure
health certificates under International Travel Regulations before
commencement of such travel will be reimbursed by the Company provided
the journey is undertaken at the cost of the Company.
391
vii) Treatment of Mental diseases / psychiatric treatment.
Reimbursement of expenditure incurred on psychiatric treatment can be

considered when a reference is made through the A.M.A. for such treatment
and prior permission of the competent authority (including the approximate
expenditure likely to be incurred on the treatment) is obtained. The ceiling
rates for such reimbursement will be rates prescribed by the Local Government
or Company’s empanelled hospitals.
viii) Reimbursement of expenditure upto Rs. 5,000/- in respect of purchase of

hearing aids shall be admissible to the employees on the recommendation of
the ENT Specialist of a Government / empanelled hospitals by identifying the
degree and the nature of the deafness.
The average life of hearing aid shall be 5 years, a replacement may be permitted
on the basis of a condemnation certificate from a technical expert and on
approval of a ENT Specialist/AM A.
ix) Reimbursement towards Glucometer and Novapen - 3 etc.
a) Reimbursement of expenditure on Glucometer and Novapen - 3

subject to ceiling of Rs.3250/- and Rs.600/- respectively is admissible.
Local Taxes, if any will be extra.
b) The life span of above instruments shall be 3 years.
c) The reimbursement will be allowed on the basis of recommendations

of company’s own Doctor or MA so authorized.
e) Accordingly reimbursement towards Human Mixtard Penfil and

Blood Sugar Monitoring Strips will be admissible as per prescription
upto 20 strips per month.
d) Employees who have been allowed reimbursement of above, no

reimbursement will be admissible on account of pathology test of
blood sugar level from pathology lab and syringes for administration
of insulin. However, on advice of attending doctor reimbursement
on pathological test will be allowed maximum twice in a month.
2.8 “Management” means the Board of Directors, CMD/ Director (Personnel) or any
other Officer so authorised.
2.9 “Empanelled Hospitals” means the Hospitals other than Govt. Hospitals notified
from time to time.
392
3.0 Treatment at the Dispensary / Hospital of the Company :
All employees and their families are entitled to free medical attendance and treatment
in SJVN dispensary / hospital. Patients will not ordinarily be treated at their residence
except when the A.M.A. considers movement of the patient injurious to his recovery.
Patients requiring hospitalisation will be admitted to the Company’s hospital and
will be entitled to the following facilities at Company’s expenses.
a) Use of all medical and surgical facilities available at the hospitals;
b) The employment of such pathological, bacteriological, radiological or
other methods as are considered necessary by the A.M.A.
c) Supply of such medicines, vaccines, sera or other therapeutic substances
as are ordinarily available in the hospital. Cost of medicines etc.
prescribed by the A.M.A. but not available at the hospital will be
reimbursed.
d) Such consultations with a Specialist as the A.M.A. may consider
necessary.
e) Such accommodation and nursing as are ordinarily provided at the hospital
to the patients.
3.1 Rates for the cost of diet to be charged will be published from time to time by the
Management as and when Company hospital makes arrangement for supply of
diet. However, this will not be obligatory for the Management nor can this be
claimed as a matter of right by employees.
4.0 Treatment as Indoor Patients at other Hospitals:
4.1 Where a Company Hospital does not exist at the station of duty of the employee or
arrangements for the requisite treatment do not exist at the Company’s Hospital
and the A.M.A. of the Company refers the case for admission to another hospital,
or the employee is residing at a distance of more than 15 kilometers from the
Company Hospital, the employee and his family members who require
hospitalization, can be admitted to the Government/empanelled hospital. The list
of Empanelled Hospitals is given at Annexure-II. Also employee and his family
members can take treatment in SJVN non empanelled hospitals and reimbursement
will be limited to the specified percentage of rates of Holy Family Hospital, New
Delhi as under:
Classification of city(As per CCA) Percentage of charges for room
rent(as per entitlement) & other
treatment
“A” Class 100% of Holy Family Hospital
“B1” & “B2” Class 80% of Holy Family Hospital
“C” Class / Unclassified 60% of Holy Family Hospital
In cases where certain diagnostic tests and procedure/treatment are not available
in Holy Family Hospital, in such cases the reimbursement will be restricted to the
rates of Sir Ganga Ram Hospital.
393
4.1.1 The credit facilities for taking indoor treatment is also arranged with the hospitals
as given in Annexure-III. The procedure for availing treatment on credit basis by
employees is given in Annexure–IV. If an employee is found misusing credit
facility he will be liable for punishment under Company’s Rule and other law of
the land besides deduction of total amount paid to the hospital.
4.1.2 Medical Identity Card
Medical Identity Card will be issued to dependant family members. Establishment
Section of concerned P&A will issue Identity Card which will invariably contain
following information:
A. Front portion of the Card
i) Name & Logo of the Company
ii) Purpose of Identity Card (i.e. Identity Card for obtaining medical treatment)
iii) Identity Card Number (same shall be 6 digit numbers, in which first 2
digits will indicate the location from which the card is issued).
iv) Photograph of the Card Holder
v) Name of the Card Holder
vi) Date of Birth of the Card Holder
vii) Card Holder relationship with the employee
viii) Name of the Employee, Designation & Emp. No.
ix) Signature of Card Holder/Employee/Issuing Authority
B. Overleaf portion of the card
The terms & conditions of validity of the Card shall be inserted overleaf of the
Card which shall be as under:
i) This card will be valid till the employee is in service of SJVN. On cessation
of employment, card will be surrendered to the Company.
ii) Card is valid for obtaining treatment from empanelled hospitals and
income of the Card Holder is less than Rs. 2500/- p.m.
iii) Card is non-transferable.
iv) Employee will be under obligation to surrender the Card in the event of
Card Holder becomes in-eligible under SJVN Medical Attendance Rules.
v) It will be obligatory on the part of Card Holder to report the loss of Card
to company through employee.
vi) Duplicate card can be issued on payment of Rs. 200/-.
vii) On transfer of the employee from one place to another the card will remain
valid.
In order to maintain uniformity, the sample of Medical Identity Card will be
provided by Corporate Estt. Section to concerned P&A.
394
4.2 Room entitlements for IPD
4.2.1 While under treatment in such hospitals, the employee will be entitled at Company’s
expenses to the same facilities as are mentioned under Rule 3 above. The
entitlement of accommodation shall be as under: -
Sl.No. Level in organization Entitlement
1 CMD & Functional AC Deluxe Private Room
Directors
2 E-6 to E-9 Single AC Room
3 E-1 to E-5 Non AC Private shared Room
(Minimum two beds)
4 Supervisor & below Lowest category of semi paying ward
shared accommodation*
*i.e. One level above the free of charge accommodation, if any free accommodation
available in the Hospital.
4.2.2 If the medical Superintendent of the Hospital certifies that such accommodation
was not available and his admission to hospital could not be delayed without
danger, accommodation of next higher class may be allotted but, if such higher
accommodation is allotted only at the request of the employee he will himself
have to bear the additional expenses.
4.3 Charges for any special nursing will be borne by the employee unless it is especially
directed by the A.M.A. or the Medical Superintendent of the Hospital.
4.4 Transportation charges for admission to the Government Hospital/empanelled
Hospital if recommended by A.M.A. would be reimbursed.
4.5 Reference:
4.5.1 Reference to Government Hospitals/ empanelled Hospitals shall be made only by
AMA as notified from time to time.
4.5.2 The AMA while referring the case shall satisfy himself that such reference is
absolutely necessary and the treatment is not possible at the station and reference
Hospital is the nearest Hospital where the treatment is possible. However, patients
may be referred to a Hospital on the request of the employee with the approval of
the head of concerned P&A department. In such cases TA will be admissible to the
nearest referral Hospital.
4.5.3 The conditions as stipulated under Clause 4.5.2, shall not apply in case of accident
causing serious bodily injury and acute cardiac ailment where medical intervention
is absolute necessary to save the lives in such cases AMA may refer the patient to
empanelled/other hospitals as deemed fit.
4.5.4 After the patient consults the referral Hospital he will report the case to AMA for
further advice, if any.
4.5.5 Employee cannot insist AMA to make reference to empanelled hospitals in case
medical treatment/facilities are available at the stations.
395
4.5.6 If referral Hospital further refer the case to other Hospital, the reimbursement of
treatment will be as per clause 4.1.
4.6 For the medical treatment of the employees and their dependants in empanelled
Hospitals, reimbursement for accommodation will be as per entitlement under
clause 4.2 and expenditure on account of medicines, laboratory tests, investigations
and operation etc. shall be reimbursed in actual.
4.7 DELIVERY CASES:
Due to the inadequacy / non-availability of prenatal, natal and postnatal facilities
at project(s), employees can take their spouses for deliveries at other places, till
such time the requisite medical facilities are established by SJVN / the Govt. at or
near the project site. In such cases, reimbursement of medical expenditure would
be restricted to the rates as per clause 4.1.
5.0 Outdoor treatment from Private Medical Practitioners:
5.1 Where there is no A.M.A. of the Company at the station of duty of the employee
or the employee is not residing in the township and residence is beyond 15 kms or
is on leave or on tour at another station, he and his family members may receive
medical attendance and treatment from private Registered Medical Practitioners
(not less than MBBS) of their choice at their residence or at the residence of the
Doctor or at the Latter’s consulting room. The reimbursement of consultation fee
will be restricted to the consultation fee of the Private OPD of specified percentage
rates of Holy family Hospital, New Delhi depending upon classification of cities
(100%, 80% & 60% for A, B1& B2 class and unclassified cities.
5.2 Consultation fee including other tests / injection charges will be fully reimbursable
(to the extent of agreed rate) in the event of OPD treatment taken in the SJVN
Empanelled hospitals.
5.3 Where management feels that any employee or his family members are misusing
outdoor treatment facility, the employee will be directed to take treatment from
the Company’s hospital or other specified Doctor / Government Hospital including
supply/ purchase of medicine from a specified source.
6.0 Reimbursement of medical expenses and the procedure therefor :
6.1 The cost of medicines which are required and recommended by Registered Medical
Practitioner (not below MBBS) will be reimbursed on submission of a claim (Form
B1 & Form B2) as hereinafter prescribed.
6.2 The cost of the following medicines is not reimbursable :
a) Medicines which are of food value;
b) Medicines in the nature of toiletries;
c) Medicines which are of a prophylactic nature except to the extent
specifically provided for in these rules.
Notes : 1) When cheaper substitutes of equal therapeutic value are available, the
less expensive ones should be used as far as possible.
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2) The list of medicines not reimbursable is given in the Annexure-V. This
will be modified from time to time.
6.3 All pathological, bacteriological, radiological and other tests should be conducted
at the Company’s Hospital / dispensary or at Government Hospitals / Institution.
Any charges payable in Government Hospital / Institutions will be reimbursed.
Where company hospital does not exist at place of duty of the employee or the
employee is residing at a distance of more than 15 km from company hospital and
the employee gets such tests done through private hospitals / laboratory, the
following shall apply:
i) In case of outdoor treatment, reimbursement for such tests will be made
at the rate of 100%, 80% & 60% for “A”, “B1 & B2” & Unclassified”
class of city (As per CCA) of Holy Family Hospital New Delhi.
ii) In case of indoor treatment, reimbursement for such tests will be governed
as per clause 4.1.
6.4 All payments of medical expenses should be made by the employee in the first
instance. Claims for refund of medical expenses should subsequently be submitted
on the prescribed Form B1, B2 accompanied by bills, cash receipts/ cash memos
(in original). The claims on receipt should be checked with reference to the rules
and countersigned for the admissible amount by the Controlling Officer of the
employee before being forwarded to the Accounts Department for final check and
payment.
6.5 Claims for refund of medical expenses should be submitted within three months
of the date of completion of the treatment.
Time barred claims may be admitted beyond 3 months but within one year from
the date of completion of the treatment provided that the Controlling Officer is
satisfied in each case for reasons to be recorded by him that the delay in submission
of the claims is beyond the employee’s control.
6.6 Reimbursement of expenses on artificial limbs / appliances
6.6.1 Expenses incurred by the employee towards purchase / replacement / repair /
adjustment of artificial appliances for self and / or dependent family member(s)
may be reimbursed only for such items as are included in the Annexure-VI.
6.6.2 The reimbursement as above will be made to the concerned employees on the
recommendations of and in consultation with the authorised medical attendant.
Expenses incurred on items will be regulated in accordance with the rates charged
by AIIMS or the local Municipal Hospital at the place where the employee is
undertaking treatment, however this shall not be applicable in case of Artificial
Limbs Implanted in empanelled hospital.
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7.0 Medical treatment in respect of employee’s families under special
circumstances
7.1 The families of employees who are deputed / posted by the Company abroad for
training or any other purposes will continue to be entitled for free medical
attendance and treatment at the cost of the Company in terms of these rules, if
they do not accompany the employee abroad, irrespective of the place they may
be residing at in India.
7.2 Similar concessions in respect of the family of an employee transferred to another
station of the Company in India will be admissible for a period an employee is
allowed to retain his family at the station as per separate rules made on this subject.
7.3 Reimbursement of medical expenses incurred at outstation will also be allowed if
the employee goes on regular and sanctioned leave including casual leave to
outstation and falls sick there. The following conditions shall apply :
i) In respect of indoor treatment, reimbursement to employees and their
families will be allowed as per entitlements as applicable in that particular
location, irrespective of place of posting and will be governed as per
clause 4.1.
ii) In respect of outdoor treatment, the reimbursement for consultation /
pathological and radiological charges will be regulated as 100%, 80%
and 60% for “A”, “B1 & B2” & “C/Unclassified class of city (As per
CCA) of Holy Family Hospital.
8.0 Travelling Allowance
Employee and their families will be entitled to the payment of travelling allowance
in terms of T.A. Rules of the Company when directed by the A.M.A. as stipulated
under para 4.5 for medical attendance or treatment to another M.O. / Specialist or
hospital outside the station at which the employee is posted. T.A. for one attendant
/ escort will also be allowed if it is certified by the A.M.A. that it is unsafe for the
patient to travel unattended.
Employee may be allowed TA for the same station, if employee visits the
Empanelled/Govt. Hospitals instead of referred Hospital at the same station.
9.0 Grant of Advances for Medical Treatment
9.1 Under these rules, whenever an employee or his dependant family member (s) is/
are hospitalized Competent Authority may grant advance to employee for treatment
based on estimated expenditure made by AMA or concerned hospital. Such advance
can also be given in case of protracted diseases like Cancer, T.B., Polio, Mental
Diseases,Chronic Renal Failure etc even if treatment is received at outpatient. In
such case the advance will be sanctioned as per the relevant clause of DOAP
Such advance should be applied on Form ‘A’.
9.2 Medical advance shall not be admissible for out-door consultations, pre-natal
treatment, pathological / other medical tests etc.
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9.3 The advance will be adjusted against the admissible medical reimbursement claims.
Second advance will not be allowed unless first advance is cleared. Balance unspent
advance should be deposited by the employee immediately on discharge from the
hospital failing which the recovery will be made from the pay besides this will be
treated an act of misconduct.
10.0 Reimbursement of Medical Expenses incurred in emergencies :
Refund of medical expenses upto Rs. 500/- in each case incurred in emergencies
may be allowed by the General Manager / Project Incharge in relaxation of these
rules on the recommendation of the A.M.A. of the Company.
11.0 Medical Treatment for outsiders at dispensaries / hospitals of the Company:
11.1 Non-employees like Contractors, Contractors employees, employees relatives, other
outsiders will not be entitled to receive any treatment in the hospital except in
accident cases or in case where question of life and death is involved. In such
cases, emergency treatment can be given on charge. For the purpose, charges for
indoor and outdoor treatment will be announced in consultation with Finance by
the hospital from time to time.
11.2 Employees of Project, Schools, CISF, Post & Telegraph office, local Police will
be entitled to medical treatment as per contract entered with them by the Competent
Authority.
12.0 Medical Certificates and Private Practice:
12.1 No Company Doctor will issue any certificate other than what they are required to
do under Company’s rules.
12.2 No Company Doctor will engage himself in private practice while in service of
SJVN. This will be treated as a misconduct and infringement of contract of
employment.
13.0 Ambulance Rules
13.1 Ambulance service wherever made available will be provided free of charge to
cases eligible for free treatment requiring admission as in patients only.
13.2 Dangerously or seriously ill cases will be given priority for providing ambulance
facilities. Employees are required to indicate, wherever feasible, the nature of the
illness and its seriousness when requests for ambulance are made. Requests for
ambulance will be complied with subject to availability and / or prior bookings
and seriousness of cases.
13.3 The ambulance will be used only over motorable roads. The use of ambulance
will be limited to a radius of 20 kilometers from the Company’s hospital.
13.4 In case of patients eligible for free treatment other than those requiring admission
as in-patients, ambulance service may be provided free of charge if in the opinion
of the attending doctor, it is necessary to transport the patient by an ambulance on
medical grounds, such as inability to walk on account of fracture in leg or blindness
or very old age or mental illness or other infirmity.
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13.5 If, after arrival at the hospital, the doctor finds that the use of the ambulance was
not warranted on any of the grounds mentioned in paras 13.1 to 13.4 above, the
ambulance charges will be recovered from the employee and the employee will be
liable for disciplinary action for false representation.
13.6 Ambulance service will not be made available for dropping patients at their homes
or at other places after out-patient treatment. They will be required to make their
own arrangements for returning from the hospital. However, in exceptional cases,
non-ambulant patients will be permitted the use of the ambulance under instruction
from the Chief medical Officer or the Medical Superintendent or one of the Medical
Officers, in the absence of any one of them, this discretion will be used by attending
Doctor.
13.7 Ambulance service will be provided free of charge to drop the discharged in-
patients at their residence within a distance of 20 kilometers, if in the opinion of
the doctor of not less than the rank of Medical Officer, the ambulance service is
necessary in that case. If the residence is beyond these limits but within 30
kilometers, chief Medical Officer’s permission will be required.
13.8 Requests for ambulance to bring paying cases who are residing within the township
will be complied with subject to availability of the ambulance. In other cases, the
employees will have to make their own arrangements. The only exception will be
cases arising out of accidents for which the Chief Medical Officer’s approval will
be required. After arrival at the Hospital, if it is found that incorrect or misleading
information has been furnished in addition to recovering the ambulance charges,
disciplinary action may also be taken against the employee.
13.9 Use of ambulance for medico-legal cases connected with employees or their
dependant eligible for free treatment will be charged for except when in the opinion
of the attending doctor it is necessary to transport the patient by ambulance on
medical grounds.
13.10 In cases of accidents while on duty, ambulance will be provided free of charge.
13.11 The user of the ambulance will ensure that :
a) for incoming cases the Doctor or the Nurse of the Maternity Ward of the
Casualty certifies the use of ambulance as free or paid; and
b) for outgoing cases an ambulance slip issued by the doctor treating the
case should be obtained and presented to the casualty nurse.
13.12 When a patient eligible for free treatment is referred to the Government
Headquarters hospital, ambulance will be provided only if a doctor of not less
than the rank of a Medical Officer Incharge certifies that is not safe for the patient
to travel by any other transport.
13.13 All cases brought by ambulance should present themselves at the casualty room
and not at the out-patient department (except in cases of confinement where the
patient will be taken directly to the Maternity Ward) and then directed to the
Medical Officer in the out-patient department after registering their names in the
400
ambulance register. Likewise, all patients to be dropped should present themselves
at the casualty room with the necessary authorisation of the Medical Officer for
registration before getting into the ambulance. In all paying cases, casualty Nurse
will record “TO PAY” in the Ambulance Register and in the ambulance trip sheet.
13.14 The charges for ambulance trip will be as fixed by the Management from time
to time.
13.15 The ambulance will not be used for transporting dead bodies.
13.16 Any matter regarding the use of the ambulance not covered by these rules will be
referred to the General Manager.
13.17 Reimbursement of expenditure towards ambulance services will be allowed subject
to the following:
a) Company does not have its own ambulance service at that particular
station.
b) Expenditure towards ambulance service shall be reimbursed only in case
the condition of the patient is serious and requires immediate
hospitalization.
c) For dropping patient at his residence reimbursement of expenditure
towards ambulance service will be permitted only if it is certified by
attending doctor that the use of ambulance was mandatory, in view of the
condition of the patient.
d) For dropping the discharged in-patient at his residence within the distance
of 20 kilometers the attending doctor should not be less than the rank of
Medical Officer of hospital concerned. If the residence is beyond 20
kilometers certification by Chief Medical Officer of hospital concerned
will be required.
e) The ambulance services should be availed from Red Cross Society or
from Hospital in which patient is to be admitted/is to be discharged.
However, at a place where ambulance service of Red Cross Society or
concerned Hospital is not available, in such cases reimbursement will be
allowed for hiring ambulance from other agencies. However rates will
be regulated as per Govt. /Red Cross Society rates.
f) In addition to reimbursement of ambulance charges for availing ambulance
from residence of employee or place of accident to the concerned hospital
and vice-versa reimbursement of charges will also be allowed on reference
to another hospital.
14.0 Check list for Medical Refund/Claim :
Before forwarding the medical bills to the Accounts Department, the Controlling
Officer should check :
a) The claim is submitted within three months from the date of completion
of treatment.
401
b) The bill is signed by the employee and countersigned by his Controlling
Officer as per Delegation of Powers.
c) The declaration in the application is signed by the employee and in the
case the claim is in respect of dependent parents, the following certificate
is added :
“Certified that the parents are wholly dependent upon me”
d) The claim is to be preferred in the form prescribed (Form B1, B2).
e) The prescription granted by the Doctor contains name of disease and
period of treatment, date of consultation and dates of administration of
injection, if any.
f) The claim for cost of medicines is supported by cash bills from the shops
if medicines purchased from outside.
g) In the case of employees living in the Township, if the treatment is
undergone in other than Company’s hospital the employee should be on
leave at an outstation. The nature and period of leave is specified by the
employee in the application and the same verified.
h) The rates charged by hospital for room rent is as per entitlement of the
employee and approved rates.
i) Rates charged for procedures/treatment is as per agreed rates and terms.
j) Claims are not admitted when treatment for sterility / venereal diseases
is undergone with the Private Registered Medical Practitioner.
14.1 Checklist for employees availing Credit Facility for treatment.
All employees availing Credit Facility for Indoor Treatment for self and their
dependents in empanelled hospitals shall verify the bills with respect to the
following.
a) Date of admission and discharge.
b) Date of visiting consultants during hospitalization.
c) Medicines, Administered injections, Pathological Tests etc. as per the
enclosed bills of the hospital.
d) Accommodation availed as per entitlement.
e) Whether Package treatment availed or the stay/treatment exceeded the
package charge.
f) Any deviation must be reported with reasons.
g) Verifications of inadmissible foods, tonics, toilets and medicines, if any.
h) Relationship and dependency of patient with employee.
15.0 Compulsory medical check-up of executives/non-executives
Considering the job stress, its medical hazards and as a preventive health measure,
all Employees above 45 years of age shall undergo medical check-up once in a
year at Company’s cost.
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The following guidelines are issued :
i) The medical check-up shall, inter alia, include History and full general
physical examination, Routine Urine and Stool examination, Eye
examination – ophthatmology assessment, X-ray Chest (P.A. view),
Resting Electro Cardiogram, Haemotology (HB-TLC-DLC-ESR & Blood
Group), Bio-chemistry (Blood sugar, Fasting & PP Cholesterol,
Triglycerides, Uric acid, Urea, Creatinine & Gamma G.T.) and for ladies,
Gynae check-up with Pap Smear. In case, there is suggestion of any
abnormality, the employee shall be subjected to further detailed
investigation and treatment, as considered necessary.
ii) In case of employees posted at Projects, where Company Hospitals /
Dispensaries exists, medical check-up will be done by these hospitals /
Dispensaries; and the Health Card of the concerned Employees
maintained and monitored by the CMO / Incharge of the Hospitals /
Dispensaries.
iii) For the Employees posted at places where full fledged Company Hospitals/
Dispensaries do not exist, management may tie up arrangements with a
hospital having complete facilities for thorough medical check-up. The
responsibility of maintaining and monitoring the health status of the
Employees concerned shall be with the respective Personnel Department
in this case.
16.0 Import of medicines
In case of necessity when some medicines in the nature of life saving ones are
required to be imported, the same can be got through a local chemist by the
employee concerned for self or the eligible members of his family. Based on receipts
/ certificates issued by the chemist concerned, reimbursement can be allowed to
the employee concerned supported by a valid medical prescription in each
individual cases by A.M.A. / hospital.
17.0 Homeopathic and Ayurvedic / Unani Treatment
Employees / their dependent members will be entitled for reimbursement of charges
for treatment undertaken under Homeopathic and Ayurvedic / Unani systems of
medicines, as under:
i) Consultation charges (if medicines prescribed by Doctor)
First Consultation Rs. 10/-
Subsequent Consultation Rs. 5/- (Maximum of 3 consultations
for the same ailment)
ii) Medicines
a) When medicines are supplied by the Doctor, no separate consultation
charges would be paid and reimbursement will be restricted to the amount
calculated @ Rs.5/- per day for the period of treatment.
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b) In cases where medicines are prescribed by the Doctor, the same will be
reimbursed only if the medicines are admissible under the Central
Government list of admissible medicines (This list will be notified from
time to time by Corporate Personnel Department).
Allopathic Medicines prescribed by Doctors qualified in Ayurvedic, Homeopathy
& Unani system of Medicines are not reimbursable.
18.0 Interpretation
i) In case of any doubt regarding interpretation of these rules, it should be referred
to Director (Personnel) / CMD and his decision in the matter will be final.
ii) Management reserves the right to modify, cancel, withdraw, add or amend
any of the above rules at any time without giving any notice or assigning any
reason therefor
PART-II
Contributory Scheme for Post Retirement Medical Facilities
1.0 Coverage
The scheme is framed with a view to provide medical benefits to the regular
employees of SJVN and their spouses subsequent to their retirement, on
contributory basis, subject to the provisions, as detailed hereunder.
1.1 “Employee” shall mean a person appointed against a regular post in SJVN and
Board level appointees, however shall not include
i) Deputationists
ii) Adhoc/contract employees including those on casual or daily wages.
iii) Part-time and or re-employed employees after retirement from other
organization.
iv) Consultants and advisors
v) Terminated on disciplinary grounds.
2.0 Eligibility
2.1 The Scheme will apply to the following categories of SJVN employees:
i) Employees who separate from the Company on account of retirement on
attaining the age of superannuation or are separated by the Company on
medical grounds, provided that the concerned employees have completed
a minimum qualifying period of ten years of continuous service in Central/
State Government / Public Sector Undertaking, out of which a minimum
of 5 years shall be in SJVN
and
ii) Board level appointees, on completion of their tenure.
404
However, in cases where any board level appointee has completed his
initial tenure of appointment or during his tenure is appointed as board
level executive in another Public Sector Enterprise, on leaving the
corporation in either case, his tenure will be deemed to have been
completed and he will become entitled for the benefits under the Scheme.
iii) Subject to fulfillment of provision under Sr. No. (i) above, Spouse (only
one) of employees who dies while in service except when
a) Spouse of the deceased employee re-marries or becomes dependant
on his/her son/daughter.
OR/AND
iv) Spouse is employed in Central/State Govt./Public Sector Undertaking or
in receipt of medical facilities elsewhere.
2.2 In case of death of the retired employee who has been availing of the
benefits under the Scheme, his/her spouse will continue to avail the benefits
under the Scheme subject to his/her continuing to meet the terms and conditions
of the scheme.
2.3 The benefits under the scheme would be available to the concerned employee
only if the employee concerned and his/her spouse is not availing of any medical
facilities from or through the Central/State Government/Public Sector Undertaking/
Quasi-Government Body.
2.4 Deputationists from HPSEB who have got absorbed upto 31.08.2007 but not
meeting the minimum qualifying period required under clause-2.1 (i) have been
allowed benefit under this scheme as one time dispensation provided their total
period in SJVN including period on deputation is equal or more than the qualifying
period of 5 years. Benefit under this scheme will not be allowed in respect of
those deputationists who got absorbed after 31.08.2007.
3.0 Benefits
The medical benefits to the retired employees and their spouses under the Scheme
will be admissible for the treatment taken only in India and would be as under:
3.1 The retired employees residing at places where the Company has its own hospital/
full-fledged dispensaries would be allowed medical treatment facilities, including
medicines as available in such hospitals/dispensaries only.
3.2 In respect of such retired employees who reside at places where the Company
does not have its own hospital/full-fledged dispensaries, reimbursement of medical
expenses incurred shall be regulated as under :
3.2.1 Indoor Treatment
Reimbursement of medical expenses incurred for indoor treatment will be allowed,
subject to the condition that the treatment is obtained in Government Hospitals or
hospitals empanelled by the Company.
405
3.2.2 Out Patient / Domiciliary Treatment
For outpatient / domiciliary treatment, reimbursement of medical expenses shall
be allowed as per Company’s Medical Attendance and Treatment Rules for serving
employees. The annual ceiling for reimbursement of expenditure incurred for
outpatient / Domiciliary treatment would be equivalent to the maximum of the
Pay Scale of a serving employee of equivalent status / rank, on the last day of the
relevant financial year. The maximum ceiling for the employees who are enrolled
for the benefits under the scheme, for the first year after their retirement will,
however, be proportionate to the number of months for which the benefits will be
availed of after retirement upto 31st March, of that Financial Year.
3.2.3 If the treatment is obtained from the Company hospital or empanelled hospitals
and also buy medicines from these authorised hospitals or authorised shops of
these hospitals / super bazaar, Government Stores, the expenditure will not be
counted against one month’s ceiling and they will be allowed reimbursement as in
the case of regular employees.
3.3 The entitlement of medical benefits for the retired employees, as above, shall be
the same as admissible to serving employees of equivalent status / rank and shall
be allowed as per Company’s Medical Attendance and Treatment Rules as
applicable for serving employee within India.
4.0 Contribution
4.1 Eligible retired employees who intend to avail of benefits under the Scheme shall
be required to pay contribution at the following rates :
Category of retired Rate of monthly contribution for those residing at

employee places where
Co. hospitals/dispensary Co. hospitals/dispensary
facilities are available facilities are not available
Those in Executive Rs. 15/- Rs. 20/-
grades as on the date of
retirement
Those in Non-Executive Rs. 10/- Rs. 15/-
grades as on the date of
retirement
This is subject to revision from time to time.

In the event of death of the employee after retirement, the spouse may continue to
avail the facility at his / her option on paying the contribution as above.
4.2 The contribution, as above, shall be payable in advance on yearly basis for each
financial year commencing from the 1st day of April. The first instalment of
contribution for the employees, who become eligible for the benefits under the
Scheme will, however, be proportionate to the number of months for which the
406
benefit will be availed after retirement upto 31st March of that financial year plus
contribution for the following financial year.
4.3 Contribution once paid shall not be refundable even if the benefits under the scheme
are not availed by the beneficiary or in the event of death of beneficiary /
beneficiaries before the expiry of the term for which the contributions have
been paid.
4.4 Where a retired employee does not become a member of the scheme or / and
pay his contribution, he cannot seek any advantage by making contribution
for the past.
5.0 Procedure
5.1 An eligible employee who intends to avail of medical benefits under the scheme
shall apply for this purpose to the Head of the Project / Office from where he has
retired, indicating, inter-alia, the SJVN Project / Office where he wants to register
himself for availing of the facilities giving his residential address. In the event the
employee wants to change the place from where he wants to avail of the benefits,
he will have to approach the Project / office from where he is availing of the
facilities for the change.
5.2 The Personnel Department of the Project / Office will, after scrutiny of the
application and verification of the eligibility conditions as mentioned in para 2.0
above, issue an Office Order permitting the beneficiary / beneficiaries to avail of
the benefits with copies to the Personnel Department and Finance Department of
the concerned office / Project where the retired employee is to be registered.
5.3 The Project / Office where the retired employee is to be registered shall duly
register the retired employee concerned and issue a Medical Card to him in the
form prescribed as Form C, after receipt of the prescribed amount of contribution
from the retired employee. The amount will be payable to the Project / office by
cash or Demand Draft in favour of SJVN drawn on any branch at that place. A
copy of the medical card shall also be sent to the concerned Finance and Accounts
Department.
5.4 The Medical Card will be valid for a period for which the prescribed contributions
have been paid. The Medical Card shall be issued/renewed for period of three/
five/ten years on payment of the prescribed contribution. However, intermittent
or broken period membership shall not be permitted.
5.5 The Medical Card will become invalid from the date any of the eligibility conditions
ceases to be fulfilled by the beneficiaries and in that case, the contribution paid
for the unexpired period if any will not be refundable.
6.0 Claim
6.1 For claiming reimbursement of medical expenditure incurred by the beneficiaries
covered under para 3.2 above, the retired employee shall prefer claim not more
than once in a month to the Accounts Department of the Project / Office concerned
in the form prescribed as Form D.
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6.2 The claim will be processed and reimbursed to the retired employee by the
concerned Accounts Department after verifying the validity of the Medical Card
and the benefits admissible to the retired employee concerned under the scheme.
7.0 General
7.1 In case any doubt arises regarding the genuineness or otherwise of the claims
preferred by the retired employee, the Company reserves the right to direct the
beneficiary to present himself before a Medical Board and that no reimbursement
will be made till the recommendations of the Medical Board are received in this
regard.
7.2 If, on reasonable belief or on the basis of recommendations of the Medical Board,
it is found that there is misuse of the benefits under the scheme by any beneficiary,
he may be summarily debarred from the benefits under the scheme.
7.3 The Company reserves the right to amend, modify or discontinue the Scheme, in
part or full.
7.4 In respect of any matter not covered herein, specific reference will be considered
by Corporate Personnel Division for decision.
*****
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ANNEXURE – I
SCHEDULE OF CHARGES FOR VARIOUS TYPES OF DENTAL
TREATMENT
Rates
Consultation 70/-
Subsequent 50/-
Dental X-Rays
1. Periapical X-ray (10PA) 70/-
2. Occlusal (Big) 100/-
Oral Surgical Procedures
1. Simple extraction under local Anaesthesia 75/-
2. Surgical extraction under socal Anaesthesia where sutures are 200/-
required
3. Simple extraction of Wisdom Tooth 100/-
4. Surgical extraction of Wisdom Tooth (Depending upon the severity 200-
of problem) 600
5. Aleveotectomy (Per Segment) 200/-
6. Apicectomy/Cyst Eucleation/Granyloma Removal 600/-
For One tooth 500/-
For Every addition adjacent tooth
7. Splinting of Subluxated tooth (per tooth) 300/-
8. Operculectomy/ Frenectomy / Epulis Removal/ Mucocele/ Biopsy 250/-
etc.
9. Management of Dry Socket (per Dressing) 70/-
10 Reimplantation/Hemisectir (per tooth) 500/-
11. Surginal exposure of tooth for crown sengthening (per tooth) 200/-
12. Abscess drainage 70/-
13. Suture Removal /Dressings (subsequent to surgical procedures)/ per 50/-
dressing
Filling Charges.
1. Temporary Filling 70/-
2. Temporary Filling (Dycal) 100/-
3. One surface-silver filling
(Small) 100/-
(Large) 150/-
4. Two surface-silver filling
(Small) 200/-
(Large) 250/-
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5. Tooth Coloured filling (Compsites) 200/-
Light cured composite filling (Small) (Large) 300/-
Two Surface Light Cured Composite Filling 300/-
6. Glass-ionomer filling 150/-
Root Canal Treatment (Excluding filling)
1. Single rooted tooth 600/-
2. Multi rooted tooth 800/-
Treatment of Sensitive teeth after gum recession (per quadrant) 200/-
Gum Treatment
1. Scaling & Polishing (Depending upon severity of problem) 200-
500
2. Subgingival curettage.
Single tooth 150/-
Quadrant 400/-
3. Guigivectomy
Per Quadrant 300/-
Full Mouth 1000/-
4. Flap Operation
Per Quadrant 600/-
Full Mouth 2000/-
5. Soft tissue Graft (Per Quadrant) 300/-
6. Gingivaplasty (Per Quadrant) 400/-
Prosthesis
Fabrication of Artificial Teeth
1. Partial Denture (Acrylic)
First Tooth/One Tooth 200/-
Subsequent Tooth 150/-
2. Cast Partial Denture (per Tooth) 500/-
3. Complete Dentures (Depending on type of material & teeth set) 3000/-
Indian
4. Metal fused to porcelain (Crown) 1450/-
5. All Metal Crown/Pontic (Nickel Chrome) 600/-
6. Post & Core (Cast) 600/-
Repair of Dentures
1. Partial Dentures 150/-
2. Compelete Dentures 200/-
Rebasing/Relining
1. Partial Dentures 100/-
2. Complete Dentures 500/-
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Annexure-II
NAME & ADDRESSES OF EMPANELLED HOSPITALS
Sl.No Name & Address of Hospitals Telephone/Fax No.
Delhi
1. Gujarmal Modi Hospital & Research (011-26852112-16)
Centre for Medical Sciences Mandir Marg, Saket New Delhi
– 110 017
2. * St. Stepehen’s Hospital (011-23966021-27)
Tis Hazari, Delhi – 110 054
3. * Tirath Ram Shah Hospital (011-23972487,
2, Battery Lane , Rajpur Road 23972425,23972087,
Delhi – 110 054
4. * Escorts Heart Institute & Research Centre OkhlaRoad New (011-26825000)
Delhi – 110 025
5. Mata Chanan Devi Hospital, C-1, Janak Puri, New Delhi (011-5610009)
New Delhi – 110 058
6. * Metro Hospital & Cancer Hospital (A unit of Anand Health (011-22526870)
Care Ltd.)
21,CommunityCentre, Preet Vihar Delhi – 110 092
7. * Batra Hospital & Medical Research Centre 1, Tughlakabad (011-2608-3747,3505)
Institutional Area, Mehrauli, Badarpur Road New Delhi –
110 062
8. * National Heart Institute (011-26414251)
49, Community Centre, East of Kailash, New Delhi – 110
065
9. * Dharamshila Cancer Hospital, Vasundhara EnclaveDelhi – (011-22617771)
110 096
10. Deepak Memorial Hospital & Research Centre 5, Institutional (011-22377470)
Area, Vikas Marg Extn. II Delhi – 110 092
11. Skin Institute & School of Dermatology Greater Kailash, (011-26414349)
New Delhi
12. * Sir Ganga Ram Hospital,Sir Ganga Ram Hospital Marg New (011-25721800)
Delhi-110 060
13. * Holy,Family,Hospital, Okhla Road, (011-26332800)
14. * Moolchand Khairati Ram Hospital, Lajpatnagar–IV, New (011-52000000)
Delhi –24
15. * Max Devki Devi, Heart & Vascular Institute 2, Press Enclave (91-11-26515050)
Road, Saket, New Delhi – 110017
16. Sunderlal Jain Charitable Hospital Ashok Vihar, Phase - III (011-27119964-69)
Delhi – 110 052
17. Jaipur Golden Hospital (011-7980935-38)
2, Institutional Area, Rohini Delhi – 110 085
18. * Fortis R.B Seth Jessa Ram Bros. and Charitable Hospital, 011-41503222
ND-WEA, Karol Bagh,
New Delhi-110005
19. Max Hospital, Near TV Tower,Pitampura, Wazirpur Distt. 011-27351844
Centre, New Delhi .
20. Max Medcentre, 011-26499870
N-110 Panchsheel Park, New Delhi.
411
21. Fortis Flt. Lt. Rajan Dhall Hospital, 011-42776222
Vasant Kunj, Sector-B, Pocket-1,
Aruna Asaf Ali Marg,
New Delhi-110017
22.* Max Super Speciality Hospital, 011-66115050
1,Press Enclave Road, Saket, New Delhi
23.* Max Balaji Hospital, 011-43033333
108A Indraprastha Ext., Patparganj, New Delhi
24. Max Eye and Dental Care Centre, S-347, Panchsheel 011-26499880
Park, New Delhi
25.* PUSHPAVATI SINGHANIA RESEARCH INSTITUTE 011-30611700
for Liver, Renal & Digestive Diseases (PSRI Hospital).
Press Enclave Marg, Sheikh Sarai Phase-II, New
Delhi-110017
26. Dr. Lal Pathlabs, Pvt. Ltd. 011-23746426,
‘ESKAY HOUSE’ 54, Hanuman Road, 23342046, 23342075
New Delhi-110001 Fax: 91-11-23341638
27. Dr. Lal Path Labs 011-22055435-37
C-49, Main Vikas Marg, Preet Vihar Fax:91-11-22055438
New Delhi-110 092
28. Dr. Lal Path Labs 011-26517435, 36, 37
C-2/6, Asfdarjung Development Area Fax: 91-11-26517438
New Delhi-110 016
29. Dr. Lal Path Labs
D-819, Ground Floor, Near Escort Hospital,
New Friends Colony,
New Delhi-110025
30. Dr. Lal Path Labs
House No.9, Block-2, Phase-II,
Ashok Vihar,
New Delhi
31. Dr. Lal Path Labs 011-4463351-54
8, West Avenue Road, Punjabi Bagh West, Fax: 91-11-25164966
New Delhi-110 026
32. Dr. Lal Path Labs 46548294/95/96
Shop No.3, C-1/103 & 104, OPP. Nirula’s DEF COL
FLY OVER, Lajpat Nagar-I,
New Delhi-110024
33. Dr. Lal Path Labs 45509490/92
Shop No. G 6, Vardhaman Sudershan Plaza, Near Pizza
Hut, Ashirwad Chowk, Sec-5,
Dwarka, New Delhi-110073
34. Dr. Lal Path Labs 47038461/62/63
24/26, Ground Floor, adj. Govt. Girls School – No.1,
Shakti Nagar, New Delhi-110007
35. Dr. Lal Path Labs 27941429/2579,
124, PKT C-9, Sec.-8, Opp. Rohini Fire Station, Rohini, 47016317
New Delhi-110085
36. Dr. Lal Path Labs 47053617/18/19
A-37-38-39, Ground Floor/GF-2, Commercial Complex,
Adj HDFC Bank, Dr. Mukherjee Nagar, Delhi-110009.
412
37. Dr. Lal Path Labs 43024734/35/36
Shop No. G3 & G4, Aggarwal Tower LSC2, Adj. SBI
ATM, IP Extension, Patpargang, Delhi-110092
38. Dr. Lal Path Labs 25513558
B-29, Shopping Centre, LK-B, OPP. Punjab National
Bank, Janakpuri, Delhi-110063.
39. Dr. Lal Path Labs 22099214/22090988
F-1/9, Main Bus Stand, Krishna Nagar, Delhi-110051
40. Dr. Lal Path Labs 011-27483305/27483306
Shop No.A-1, BQ Pocket, DDA Market, OPP. Khosla
Hospital, Shalimar Bagh, Delhi-110052
41. Dr. Lal Path Labs 011-26511095
J-5, Green Park Main, New Delhi-110016
42. Dr. Lal Path Labs 011-26898118/19/20
RZ-83-A/124/B-9, Opp. Fortis Hospital, Aruna Asaf Ali
Marg, Vasant Kunj, New Delhi.
Noida
43. Metro Hospitals & Heart Institute (0120-2533491)
X-1, Sector-12, NOIDA – 201 301
44.* Kailash Hospital & Heart Institute, H-33,Sector-27, (0120-2440444)
NOIDA – 201 301 09871662662
45.* NOIDA Medicare Centre Ltd . 16C, Sector-30, NOIDA – (0120-2453801)
201 303
46.* Fortis Hospital, B-22, Sector 62, 0120-2400222
Noida-201301
47.* Max Hospital, A-364, Sec-19, Noida 0120-2549999
48. Dr. Lal Path Labs 0120-2539510-12
B-498-A, Sector-19, Fax: 2539313
Noida
49. Dr. Lal Path Labs 0120-2531190
B-72, A, Sector-19, Noida, UP-102301
Gurgaon
50.* Max Alps Hospital, 0124-6623000

Block-B, Sushant Lok-1, Gurgaon
51. Dr. Lal Path Labs +91-124-2222253-56
Clear View, C-1/B, Fax:+91-124-2222257
Old DLF Colony Sector-14,
Gurgaon-122001
52. Dr. Lal Path Labs 4066524/25/26
H No.-366/4, Adj Lal Nursing Home, New Railway Road,
Gurgaon-110001
53. Dr. Lal Path Labs 0124-4423123
SF-103, First Floor, Galleria Market, DLF, Ph. IV,
Gurgaon-122 001
54.* Medanta – The Medicity, Sector-38, Gurgaon, Haryana - 0124-4141414
122001 0124-4834111
Chandigarh
55. Chhuttani Medical Centre (CMC), (0172-2702543)

Sector – 17, Chandigarh
413
55.* Fortis Heart Institute Sector-62, Phase-VIII, Mohali, (0172-396222,396500)
Chandigarh.
56.* Mukut Hospital + Heart Institute, SCO-47-49, Sector 34- 0172-26125520 Fax:
A,Chandigarh. 2660689
57.* Alchemist, Sector-21, Punchkula-134109 (Haryana) 2561536,2561038
Fax:0172-2561039
58.* Silver Oaks Hospital,Phase IX, Sector 63, SAS Nagar, 0172-2211303,2211308
Mohali, Chandigarh. OPD:5094124
Shimla
59. Shimla Sanitarium Hospital of SDA Cartan House, (0177-2802248)

Chaura Maidan, Shimla – 171 004 (H.P.)
60. Vijay Clinic. Khalini Chowk, Shimla.-171002 (98160-22106)
61.* Indus Hospital,Indus Drive, Mount Jakhoo, Shimla – 171 (0177-2841401-5)

002
62.* Shri Ram Hospital, 18-D, Sector -1 (0177-2671961)
New Shimla-9
63. Collection Centre 0177-2671120
Dr. Lal Path Labs, SCO2-3, Sunny cottage (Below Atithi) 98166-02504
BCS, New Shimla.
64. JNS Eye Care Centre,Sanjauli, Shimla 0177-2640561
Dehradun
65.* Combind Medical Institute 0135-2720238

54, Haridwar Road, Dehradun (UA)
Faridabad
66.* Fortis Escorts Hospital & Research Centre Neelam Bata (0129-2416096)
Road,
Faridabad -121 001 Haryana
67. Dr. Lal Path Labs 0129-4074230,31
Sco-30, sector 16, Faridabad Fax: 4074229
Ghaziabad
86.* Narinder Mohan Hospital Mohan Nagar, Ghaziabad – 201 (0120-2940501-9)

007 (UP)
89. Dr. Lal Path Labs 0120-2700167/71/78,
C 30, RDC, BEHIND HDFC BANK, RAJ NAGAR, 4115146, 0120-
GHAZIBAD 2700167/71/78,
4115146
Hyderabad
70. Care Banjara Hills, Hyderabad 040-30418888
71. Care Nampally, Hyderabad 040-30417777
72. Care Musheerabad, Hyderabad 040-30219000
73. Care Secunderabad, Hyderabad 040-30486666
414
74. Care Clinics-Srinagar Colony, Hyderabad 040-30629430
75. Global Hospital, Lakdi-ka-Ppul, Hyderabad +91-40-23244444
76. Aware Global Hospitals, L.B. Nagar, Hyderabad +91040-24111111

+91-40-24030444
Mumbai
77. Wockhardt Hospital, Mulund, Mumbai
78. Tata Memorial Hospital (exclusively for Cancer Patients),

Parel Mumbai
79. PD Hinduja National Hospital, Mahim Mumbai
80. Nanavati Hospital, Ville Parle West, Mumbai
81. Holy Spirit Hospital, Andheri East, Mumbai
82. Jaslok Hospital, Peddar Road, Mumbai
Kolkata
83. B.M. Birla Heart Research Institute

1/1, National Library Avenue, Kolkata-700027
84. Calcutta Medical Research Institute,
7/2, Diamond Harbour Road, Kolkata
85. Kothari Medical Centre, Kolkata
86. Suraksha Hospital, JC-16 & 17, Salt Lake City, Kolkata
87. New City Hospital, Near Basera Hotel, Secunderabad
Vishakhapatnam
88. Seven Hills Hospital, Vishakhapatnam
89. CDR Hospital, Vishakshapantnam
Bihar
90. Magadh Hospital, Rajendra nagar, Road No. 2B, Patna - 0612-2691-515/500
800016 0612-26900-46/47
Note: * Credit Facility is available with these hospitals.
415
416
Annexure-III
NAME & ADDRESSES OF HOSPITALS WITH WHOM
CREDIT FACILITY HAS BEEN ARRANGED
Sl.No. Name of Hospital Telephone Nos.
DELHI
1. St. Stephen’s Hospital (011-23966021-27)

Tis Hazari,
Delhi – 110 054
2. Tirath Ram Shah Hospital (011-23972487)
2, Battery Lane,
Rajpur Road
Delhi – 110 054
3. Fortis Escorts Heart Institute & (011-26825000)
Research Centre
Okhla Road
4. Metro Hospital & Cancer Hospital (011-22526870)
(A unit of Anan Health Care Ltd.),
21, Community Centre,
Preet Vihar, Delhi-110 092.
5. Batra Hospital & Medical Research Centre (011-2608-3747)
1, Tughlakabad Institutional Area
Mehrauli, Badarpur Road
6. National Heart Institute, (011-46606600)
49, Community Centre, East of Kailash,
New Delhi-110 065
7. Dharamshila Cancer Hospital Vasundhara Enclave (011-22617771)
Delhi – 110 096
8. Sir Ganga Ram Hospital (011-25721800)
Sir Ganga Ram Hospital Marg
9. Holy Family Hospital (011-26332800)
Okhla Road , New Delhi – 110 025
10. Shri Mool Chand Kharaiti Ram Hospital (011-52000000)
Lajpat Nagar – III
11. Max Devki Devi (011-26515050)
Heart & Vascular Institute (only for cardiac diseases on
CGHS rates)
2, Press Enclave Road, Saket,
New Delhi – 110017
12. Fortis Flt. Lt. Rajan Dhall Hospital, (011-42776222)
Vasant Kunj, Sector-B, Pocket-1,
Aruna Asaf Ali Marg,
New Delhi -110017
13. Fortis R.B Seth Jessa Ram Bros. and Charitable 011-41503222
Hospital,
ND-WEA, Karol Bagh, New Delhi-110005
417
14. Max Super Speciality Hospital, 011-66115050
1,Press Enclave Road, Saket, New Delhi
15. Max Balaji Hospital, 011-43033333
108A Indraprastha Ext., Patparganj, New Delhi
16. PUSHPAVATI SINGHANIA RESEARCH 011-30611700
INSTITUTE for Liver, Renal & Digestive Diseases
(PSRI Hospital).
Press Enclave Marg, Sheikh Sarai Phase-II, New
Delhi-110017
17. Max Hospital, Near TV Tower, Pitampura, Wazirpur 011-27351844
Distt. Centre, New Delhi
NCR OF DELHI
18. Kailash Hospital & Heart Institute (0120-2440444)
H-33, Sector-27
NOIDA – 201 301
19. NOIDA Medicare Centre Ltd. (0120-2453801)
16C, Sector-30
NOIDA – 201 303
20. Fortis Hospital, B-22, Sector 62, 0120-2400222
Noida-201301
21. Max Hospital, A-364, Sec-19, Noida 0120-2549999
22. Narinder Mohan Hospital (0120-2940501-9)
Mohan Nagar
Ghaziabad – 201 007 (UP)
23. Max Alps Hospital, 0124-6623000
Block-B, Sushant Lok-1, Gurgaon
24. Fortis Escorts Hospital & Research Centre (0129-2416096)
Neelam Bata Road
Faridabad – 121 001
Haryana
25. Medanta – The Medicity, Sector-38, Gurgaon, Haryana 0124-4141414
-122001 0124-4834111
CHANDIGARH
26. Fortis Heart Institute, (0172-396222)
Sector-62, Phase-VIII,
Mohali, Chandigarh
27. Mukut Hospital + Heart Institute. 0172-2612552,
SCO-47-49, Sector 34-A,Chandigarh. 2660516,
Fax: 2660689
28. Silver Oaks Hospital 0172-2211303,2211308
Phase IX, Sector 63, OPD: 5094124
SAS Nagar, Mohali, Chandigarh.
29. Alchemist, Sector-21, 0172-2561536
Punchkula-134109 (Haryana)
SHIMLA
37. Indus Hospital (0177-2841401-5)
Indus Drive, Mount Jakhoo
Shimla – 171 002
31. Shri Ram Hospital (0177-2671961)
18-D, Sector -1 New Shimla-9
DEHRADUN
32. Combind Medical Institute, 0135-2720238
54, Haridwar Road, Dehradun
418
ANNEXURE-IV
PROCEDURE FOR AVAILING CREDIT FACILITIES
1. Credit facility shall be applicable to Part-I & II of SJVN Medical Attendance Rules.
2. Employees and/or their dependents may take indoor treatment in the empanelled
hospitals with whom arrangement of credit facility has been made by SJVN.
3. The employees will be required to fill up the admission slip and get it signed by
authorised signatories in six copies. The proforma of the admission slip is give at
Appendix-1. The six slips will be distributed by the signatories, as follows :
i) Original +1 slip to the hospital authority
ii) Copy to P&A and F&A Establishment
iii) Copy to manger (F&A), Shimla
iv) Copy for the employee concerned
4. The names of the authorised signatories with their signatures duly attested by D(P)
will be forwarded to the concerned hospital and notified from time to time.
In addition the Director (Personnel) shall also be authorised to sign the
admission slip.
5. The hospital concerned will entertain the admission slip for the purpose of
admission /treatment. In emergancy cases, Hospital can admit the employee or his
dependent (to be declared by employee in writing) on the basis of valid Identity
Card or Medical Card (in case of superannuated employees) subject to confirmation
by submission of admission slip in the same day and if admitted in the night, on
the next day, from the authorised signatory, failing which hospital should ask the
employee to deposit the amount in cash by himself.
6. The entitlement for accommodation for various category of employees to each
hospital will be sent separately for necessary action. If employee exceeds the limit,
he will have to bear the excess expenditure. He should declare the entitlement to
the hospital at the time of admission.
7. After completion of the treatment the bill will be raised by the concerned hospital
authority, with a copy of admission slip issued by SJVN and sent to INCHARGE
F&A, SJVN Ltd., HIMFED BUILDING, NEW SHIMLA – 171 009, H.P. for release
of the payment directly to the hospital under intimation to the employee concerned.
The payment shall be released within 21 days on receipt of the bills by F&A
Shimla after duly verification from concerned employees.
8. The concerned employee should submit, discharge slip and other documents
pertaining to treatment taken in hospital alongwith indicating the type of
accommodation availed, duly countersigned by the controlling officer, to Incharge
(F&A), Shimla with a copy to local F&A establishment.
419
9. Finance Department, Shimla will release payments to the hospital on the basis of
agreed rates and other terms. Any payment released in excess of the entitlement of
the employee, with a clear undertaking by employee in admission slip, will be
deducted from his salary subsequently. In case of recovery, Shimla F&A will
intimate the concerned F&A establishment for the deduction indicating the exact
amount to be deducted from the salary. In case the deduction is beyond 50% of the
carry home salary of the employee, the deduction can be made in instalments.
*****
420
Appendix-I
ADMISSION SLIP
Ref. No. …………………
Dated…………………
The Medical Superintendent,
—————————————
—————————————
—————————————
Sub:- Indoor Medical Treatment.
Dear Sir,
We may shall be grateful if you may kindly admit Mr./Mrs…………………………... a
bonafide employee of our Corporation/employee’s dependant, for indoor treatment in your
hospital. Particulars of the employee vis-à-vis accommodation entitlement are as under:
Name of the employee. : ..…………………………………….........................
Employee No. : ..…………………………………….........................
Designation/Department. : ..…………………………………….........................
Location : ..…………………………………….........................
Basic Pay. : ..…………………………………….........................
Accommodation entitlement : ..…………………………………….........................
Name of the Patient : ..…………………………………….........................
Relationship with employee : ..…………………………………….........................
The bill may be drawn on M/s. SJVN Limited for payment at the following address who
will arrange the payment to the hospital.
Shri……………………………..
Incharge of (F&A), SJVN Ltd.
Himfed Building, New Shimla-9. Yours faithfully,
Certified that the above particulars are correct. ( )

Authorized Signatory.
(Signature of the employee)
Due to non-availability of accommodation of the entitled type/I wish to avail of accommodation
of a higher type, I hereby avail the higher type of accommodation and I know that I would
be getting reimbursement of charges for accommodation as well as treatment/diagnostic
charges etc. of my entitled type accommodation only. The Corporation has every right to
deduct excess amount from my salary.
(Signature of employee)
Copy to:1.Establishment (P&A) and (F&A).
2. Establishment (F&A), Shimla – to release the payment on receipt of the bills.
3. Employee Concerned.
4. Hospital Authority (Original + 1 copy)
421
422
ANNEXURE - V
ALLOPATHIC LIST OF INADMISSIBLE FOODS, TONICS, TOILETS AND
MEDICINES PREPARATIONS CLASSIFIED AS FOODS
The following preparations are classified as foods, whether they are used as Baby Foods,
Milk Foods, Invalid Foods, Beverages, Drinks, etc. etc.
1. INVALID FOODS
Bournvita Provimin
Casilan Provita
Casilan B 12 Provitex
Complan Protinex
Complan Banana Flavour Protenules
Horlicks Protogen
Maltodex Protein Granules (Syu)
Maltodex-S Protein Plus Breakfast Food
Milpro Protein Hydrolysate (P.H.L.)
Miltone Ragotine
Multipurpose Foods Robinson’s Patent Barley
Nutro-Protein Sanatogen Vitaminised
Nutri Nugget Trophox
Ovaltine Uni-Protein
Proteena Viva
and similar preparations
2. BABY FOODS
Amul Milk Food Lever’s Baby Food
Amul Spray Nespray
Glaxo Baby Food Oster Milk
Lactogen Parag
Lactodex Vita Milk Powder
3. WEANING FOODS
Bal Amul Farex
Bal Ahar Nestum
G.I.M.H. Notification No. s14011/4/74 MC dated the 12th September, 1974 and S.14025/
100 MS dated the 9th August, 1970 published as S.O. No. 2530 in the Gazette of India,
dated the 2th September, 1978.
423
4. GLUCOSE PREPARATIONS
Glucose-D Glucose with Vitamins
5. LIQUID FOODS AND WINES
Apple Juices and other juices Orange squash and other squash
All Alcoholic Beverages, wines and similar preparations
and Spirits
6. MEAT EXTRACT AND JUICES
Chicken Essences and similar preparations
7. CARBONATED / FLAVOURED / SWEETENED BEVERAGES
Soda Water Gold Spot
Coca Cola Vimto
Fants Ginger Ale
8. PROTEIN RICH BISCUITS
Nutro Biscuits Proteena Biscuits
Pro Brisk Threptin Biscuits / Pieces
Pro Pack Salties Uni-Protein Briskees
9. MISCELLANEOUS PREPARATIONS
Arrowroot Malt Extracts / Malted wheaten
Foods
Cocoa Saccharine Tablets
Corn Flakes Salt Substitutes
Iodised Salts Vitaminised Chocolates
Lactose Oats
Sacc
Note :
i) Milk powders of all kinds, whether it is full cream or half cream or humanised of
fortified with vitamins and minerals, skimmed milk powder, either in powder,
liquid, condensed or tablet form.
ii) Though some products mentioned above may be manufactured under drug licence
the same are considered food / dietary supplements taking into consideration the
composition of the items concerned.
424
PREPARATIONS COMMONLY USED AS TONICS
GLYCEROPHOSPHATE WITH VITAMIN B COMPLEX MALT ETC.
(PROPRIETARY PRODUCTS) :-
B. G. Phos (MSD) Branervine (modern drug)
B. G. Phos – 12 (MSD) Carlon (East India)
Biomin (Milnex) Chem-Digestion / (Chema-pharma)
Bivit phos (Cajjars) Deltaplex (Deltahem)
Bt. Nemophos (SP Ltd.) Deyples (Deys)
Dia papaln (UDH) Raklo phospho Malt (Zandu)
Embelix (M&B) Renovan (Paseur)
Energon (B PW) Silotone (Albert Davin)
Engadine (UDH) Siovina (Albert David)
Evolos (Evans) Sunplex (Sunways)
Ferlivons (SIRIS) Onavit (Fairdeal)
G-Phosph Lecethin (Colchem) Tonocamine Forte (Bengal Imm)
Clycimin (Sunways) Univine (UDH)
Hemo-Drakso-Malt (Alembic) Univine with Protein (UDH)
Hemiphos (Geoffrey Manners) Vebegan (Cal Chem)
Hepatina Ferrous (Cal. Chem.) Vibiton (BSPW)
Hepatine (Cal. Chem) Vinkola (Sp. Ltd.)
Hepiona (Evans) Vinkoln-12 (S. P. Ltd.)
Heptamin (Comtech) Vinkola with vitamins (S. P. Ltd.)
Hevimin with B 12 (NAPHA) Vino-Lecihin (ADCCO)
Ipcamalt (IPCA) Vino Malt (Bengal Immunity)
Iphatone (National) Vintone with Asoka (S. P. Ltd.)
Ivi-Malt (Bengal Immunity) Vitale-Cithin (East India)
La-B-Phos (I a medical) Vitaminised anatogen (Wulf)
Looiphos Farri (sigma) Waterbary’s Vitamin Compound
Limovita (Sunwasy) (Warner)
Manadol (Geoffrey Manners) Adcoss Compound (ADCCO)
M&H Elixir (M&H) Bevita Compound (UDH)
Metatone (Parke Davis) Cadimalt (Cadila)
425
Metavine (Anak m) Cherno Malt (Chemo Pharma)
Microfer (NAPHA) Ferilex (TCF)
Minadex (Glaxo) Ferilex Malt (TCF)
Minavitol (Modern Drug) Ferrsdol (Parke Davis)
Minolad (TCF) Gajja tone (Gajjar’s)
Nephamalt (NAPHA) Libeglpil oopit
Neucalcin (Modern Drug) M&H Etixir (M&H)
Necurobin (ADCCO) Malt & Vit. A Compound (M&H)
Neutrone (CSI) Maltomin (Cipla)
Opimalit (Opil) Maltivitol (Fairdeal)
Orhepal (E.MERCA) Navitol Malt Compound (Squrbb)
Pabaplex (Pasteur) Sharkoferrol (Alembic)
Pernexih (Schering) Sharkomalt (Fisheries)
Pho fomin (swuibb) Sirishmalt (Siris)
Phosphokemp (Kemp) Sunmalt (Sunways)
Phosphoton (Cipia) Universal Compound (UDH)
Piciplex Elixir (P. C Laba) Vitmul Compound (HSD)
Prolex-B (Bengal Immunity) Zuvimalt Liquid (Zandu)
TOILET PREPARATIONS
PREPARATIONS NORMALLY USED FOR TOILET PURPOSES
Astringent lotions Shaving Soaps
Bath Salta Shaving Styptics
Cold Creams Skin Lotions
Face Powders Soaps
Hair Tonics Tooth Paste
Hand Creams Tooth Powders
Lanoline Toilet Telcum powders
Lanoline Toilet Vanishing Creams
Shampoos J. B. Powders
Shaving Creams and all preparations in the
above group
426
ANNEXURE – VI
LIST OF ARTIFICIAL APPLIANCES
1. Unilateral long leg brace without hip joint
2. Hip joint with pelvic band
3. Spinal Brace
4. Unilateral short leg brace
5. Shoe or Boot – Protective or aiding to paralysed or weak legs
6. Bilateral hip joint with pelvic bank / weak leg
7. Bilateral long leg brace without hip joint
8. Bilateral short leg brace
9. Lumbe-sacral or spinal support or back support
10. Taylors brace
11. Milwaukee brace
12. Mermaid splint
13. Posterior slab
14. Cervical brace four post
15. Rigid Cervical Collar with head extension
16. Cervical Collar
17. Dynamic splint (Aluminium)
18. Cock-up splint plain (Aluminium)
19. Cock-up splint (plastic or long opponens
20. Turn Buckle splint
21. Nuckle bender splint
22. Anterior Knee Guard splint
23. Densis brown splint
24. Congenital Talipus Equino Varus / Valgus splint
25. Short Oppenens, P.V.C. (Plastic)
26. Knee Cage
27. Long Opponens with M. P. ft. bar and finger
28. Extension (plastic) Dynamic
29. Boot with C and E heel and arch support
30. C and E heel
427
31. Arch Support
32. M. T. Pad
33. M. T. E. Raising 1"
34. T. Strap
35. Sponge heel
36. Wedge 1/8"
37. Universal Raising 1"
38. Foot drop splint
39. Below knee prosthetics (P. T. S. type Prosthetics)
40. A. K. Prusthetics
41. Aluminium adjustable above knee right splint
42. Plastic shoulder abduetion splint
43. Plaster of Paris or Gypsona cast
44. Modified shoes
45. Below Elbow Prosthetics
46. Hooks
47. Cosmetic hand
48. Splint for C. D. H.
49. Splint for Elbow
50. Above Elbow and below elbow Prosthetics
51. Above Elbow and below elbow Orthotics
52. Corset
53. Wheel Chair
54. Practice shoes with microcellular rubber without nails often with additional gadgets
like adjustable springs and rockets
55. Crutches
56. Walking iron with Plaster Casts
57. Calipers
58. Braces
59. Artificial limbs
60. Illestomy kit
428
Form A
ADVANCE FOR MEDICAL ATTENDANCE
1. Employee Name……………………….... 2. Designation ……………………
3. Employee No …………………………… 4. Deptt. ………………………….
5. Locaton ……………………................... 6. Name of the Patient ……………
7. Relationship ……………………………. 8. Nature of Disease………………
9. Hospitalisation Period ………...………... 10. Expenditure anticipated………..
11. Advance required……………...
12. Detail of previous unadjusted Medical Advance, if any:
Advance Amount Advance Date Reason for non-adjustment
Certified that the particulars mentioned above are true to the best of my knowledge and
belief and that the reimbursement of medical expenses is admissible as per rules for the
person for whom the advance is being applied for.
Signature of the employee Signature of the Sanctioning Authority
Date: Date:
_____________________________________________________________________
(To be Filled by Accounts Deptt.)
Claim passed for payment Rupees (in words)…………………………………………
Account Code Amount Cash/Bank code Cheque Date
Rs. P.
Actt: Sr.A.O./A.O. Cheque Date
Received Rs. …………………(Rupees……………………………………………..)
Signature of the employee

Date
N.B: Please attach the Authorised Medical Attendants’ recommendations/certificate
regarding nature of disease, likely duration of the Hospitalisation and anticipated
expenditure thereon.
429
430
FORM-BI
CLAIM FOR MEDICAL REIMEURSEMENT
(NON-HOSPITALIZATION)
1. Employee’s Name……………………... 2. Emp. No. ………………………
3. Designation …………………………… 4. Deptt. ………………………….
5. Location ……………………................. 6. Amount Claimed Rs. …………..
7. Bank Name ……………………………. 8. Bank Account No………………
(to be filled by Accounts Deptt.)

Claim passed for payment for Rupees.................... (in words) .............................................
.............................................................................................................................)
Account Code Amount Cash/Bank Mode Cheque No.

Code
Acctt. AO/Sr. AO Manager (F) Cheque Date
Received Rs. ................................Rupees (in words) ...........................................................

........................................................................................................................
Sign. of the Employee
Date ...........................
NOTE :
1. Doctor’s prescription & cash memos in original should be attached in all cases.
2. Receipts for the amounts claimed should be enclosed.
SL. NO. 1 TO 5 BE FILLED BY THE EMPLOEE

(To be detached and sent back to the employee by Account Deptt.)
1. Name ........................................................ 2. Employee No. .........................................
2. Deptt ......................................................... 4. Claim Date .............................................
5. for Rs. ....................................................... 6. passed for Rs. .................... and credited

to bank on .....................................................
(For deductin see overleaf)
431
DETAIL OF AMOUNT CLAIMED (in Rs.)
Patient’s Name & Doctor’s name Consul- Cash Consul- Injection Cost of Path/
Relation tation Memo tation Admn. Medicine Test
Date No. Charges charges Charges
1 2 3 4 5 6 7 8
Total 5+6+7+8 in Rs.
Total 5+6+7+8 in Rs. …………………………………………………………….

Certified that the particulars mentioned in this claim are true to the best of my knowledge
and belief and that the person to whom medical expenses were incurred is wholly dependent
upon me and residing with me.
(Signature of employee) (Signature of the Controlling ) (Signature of Authority)

Date officer with designation & stamp in case of relaxation
DETAIL OF AMOUNT DISALLOWED
Reasons Amount
1.
2.
3.
4.
A.O./Sr. A.O.
432
FORM-B2
CLAIM FOR MEDICAL REIMEURSEMENT
(HOSPITALIZATION)
1. Employee’s Name……………………... 2. Emp. No. ………………………
3. Designation …………………………… 4. Deptt. ………………………….
5. Location ……………………................. 6. Amount Claimed Rs. …………..
7. Bank Name ……………………………. 8. Bank Account No………………
(to be filled by Accounts Deptt.)

Claim passed for payment for Rupees.................... (in words) .............................................
.............................................................................................................................)
Account Code Amount Cash/Bank Mode Cheque No.

Code
Acctt. AO/Sr. AO Manager (F) Cheque Date
Received Rs. ................................Rupees (in words) ...........................................................

........................................................................................................................
Sign. of the Employee
Date ...........................
NOTE :
1. Doctor’s prescription & cash memos in original should be attached in all cases.
2. Receipts for the amounts claimed should be enclosed.
SL. NO. 1 TO 5 BE FILLED BY THE EMPLOEE

(To be detached and sent back to the employee by Account Deptt.)
1. Name ........................................................ 2. Employee No. .........................................
2. Deptt ......................................................... 4. Claim Date .............................................
5. for Rs. ....................................................... 6. passed for Rs. .................... and credited

to bank on .....................................................
(For deductin see overleaf)
433
DETAIL OF AMOUNT CLAIMED (in Rs.)
Patient’s Name & Name of Hospital Date Rate/Day Amount Cost of Surgical
Relation Medicine
Charges
From To
1 2 3 4 5 6 7 8
Total 6+7+8 in Rs.

Less Amount of advance
Net Amount Claimed Rs.
Amount in words Rs. …………………………………………………………….

Certified that the particulars mentioned in this claim are true to the best of my knowledge
and belief and that the person to whom medical expenses were incurred is wholly dependent
upon me and residing with me.
(Signature of employee) (Signature of the Controlling ) (Signature of Authority)

Date officer with designation & stamp in case of relaxation
DETAIL OF AMOUNT DISALLOWED
Reasons Amount
1.
2.
3.
4.
A.O./Sr. A.O.
434
FORM-C
MEDICAL CARD
(CONTRIBUTORY SCHEME FOR POST RETIREMENT MEDICAL
FACILITIES)
1 2
Space for Affixing Space for Affixing
Photographs of Photographs of
Beneficiaries Beneficiaries
REGISTRATION NO. ………………………………

(To be filled in by the Registering Office)
I. Name of the retired employee and employee number :
2. Date of retirement :
3. Designation at the time of retirement :
4. Scale of pay and basic pay on the date of retirement :
5. Project Office from which retired :
6. Project/Office where registered for medical
benefits under the scheme :
7. Permanent Address :
8. Present Address :
9. Validity period of the card :
NAME OF THE BENEFICIARIES
(i) …………………………… (Retired employee) …………………………… (age)
(ii) ……………………….......(Spouse) .……………………………………… (age)
Specimen signature of the Signature of the issuing officer
retired employee.
Specimen signature of beneficiary’s spouse
Date of issue Designation
DETAILS OF THE CONTRIBUTION PAID
Sl. Period for Rate per Total Card Date. stamp signature
No which paid month contribution valid of the receiving
From To paid upto officer
435
436
FORM-D
CLAIM FORM FOR REIMBURSMENT OF MEDICAL EXPENSES INCURRED
BY THE RETIRED EMPLOYEE
Medical Card Number ...................
Name & Grade of the retired Employee No. Last Pay Drawn Medical Card
employee valid upto
Present Address at which the

Cheque is to be sent.
1. Name of the patient

2. Relationship with the retired employee
3. Place at which patient fell ill
4. If treatment taken at place other than the place of residence, give reasons
5. Name of the doctor or Hospital from where treatment taken
6. Qualification of the doctor
I hereby declare that:
i) The statements made in the claim are true to the best of my knowledge and
belief.
ii) I am a member of Contributory Scheme for Post Retirement Medical Facilities
and my medical card is valid upto …………………………………………….
iii) I continue to fulfill the conditions of eligibility for availing the benefits under
the scheme.
iv) The medical expenses were incurred for self/spouse.
v) I fully understand that the Company may refuse/terminate my membership of
the Scheme at any time without any notice and without assigning any reason.
Date: Signature of the retired employee/
in case of death, spouse may sign.
(To be filled in by the Accounts Department)
Claim passed for payment Rupees (in words)…………………………………
(In figures) …………………………………………… Dated:
Accountant Sr. AO/ AO
Received rupees (in figures) ……………..(in words) ……………………………….
Dated: Signature of the retired employee
Note :
1) Doctor’s prescription and cash memos in original should be attached.
2) Receipts for amounts claimed should be enclosed.
3) Separate claim should be prepared for each patient and each spell of treatment.
(To be certified by the retired employee)
437
DETAILS OF THE AMOUNT CLAIMED
Non-hospitalisation case Amount Hospitalisation case Amount
Rs. P Rs. P.
1. Consultation Fee 5. Accommodation charges
a) for the period
b) From
c) To
Total 1 @ Rs. Per day
2. Injection Administration 6. Surgical Operation or

Fees Confinement charges
Date Amount 7. Cost of Medicines
a) C. Total (5+6+7)
b) Total amount claimed
c) (A+B+C)
Total 2 Less : Amount of Advances
Net Amount Claimed
3. Medicines purchased
from market
C.M. No. Amount
a)
b)
c)
d)
e)
Total 3
A. Total (1+2+3+)
4. Pathological/Other Tests
(Name of the test) Amt.
a)
b)
c)
d)
B. Total 4
Date: Signature of the retired employee

Details of Amount Disallowed
Reasons Amount
1.
2.
3.
4.
AO/Sr. A.O.
438
LEAVE RULES
439
440
CONTENTS
RULE TITLE PAGE
1.0 Short Title 443
2.0 Commencement 443
3.0 Scope of Application 443
4.0 Definitions 443
5.0 Exhibition of Leave Rules 445
6.0 Amendments and Interpretation 445
7.0 Entitlement 445
8.0 Casual Leave 445
9.0 Special Casual leave 446
10.0 Earned Leave 447
11.0 Half-pay Leave 448
12.0 Commuted Leave 448
13.0 Sick Leave 448
14.0 Special Disability Leave 449
15.0 Extra-ordinary Leave 450
15.A Study leave 451
16.0 Maternity Leave 453
16.A Paternity Leave 454
17.0 Quarantine Leave 454
18.0 Refused Leave 455
19.0 Terminal leave 455
20.0 Compensatory Offs 455
21.0 Setting off of Leave towards Notice Period 456
22.0 Transfer of Leave 456
23.0 Leave Salary 456
441
LEAVE RULES
24.0 Over-stayal of Leave 456
25.0 Combination and Conversion of Leave 456
26.0 General Conditions for Grant of Leave 457
27.0 Other Employment during the Leave 458
28.0 Return to Duty 458
29.0 Encashment of Earned Leave 458
30.0 Procedure and Amount of Encashment 458
30.A Encashment of Half Pay Leave/Sick Leave 459
31.0 Deductions 459
32.0 Application for Leave 459
Annexure I Entitlement of Leave 461
Annexure II Application for encashment of earned Leave 463
Annexure III SJVN Employee Leave Book 465
Annexure IV Casual leave Card 471
Annexure V Bond for Study Leave 473
Annexure VI Application for Study Leave 475
Annexure VII Procedure for Availing & Maintaining Record of 477
Compensatory off
Annexure VIII Procedure for Availing Leave 483
442
LEAVE RULES
LEAVE RULES
1.0 Short Title:
These Rules may be called SJVN Leave Rules.
2.0 Commencement:
These Rules will be effective with immediate effect.
3.0 Scope of Application:
These Rules shall apply to:
i) All regular employees of the Company;
ii) Probationers;
iii) Trainees/Apprentices, other than Apprentices under the Apprentices Act
1961;
iv) Employees engaged on contract but shall not apply to employees on
deputation/Foreign Service to the Corporation or engaged on Daily/
Casual, temporary or work charged basis.
4.0 Definitions:
In these Rules, unless there is anything repugnant in the subject or context:
a) “The Corporation”- means SJVN LIMITED.
b) “Board”- means the Board of Directors of the Corporation.
c) “Management” - means the Board of Directors of the Corporation, the
Chairman/Director (Personnel) or any other Officer of the Corporation
authorized by the Board to act on their behalf.
d) “Competent Authority”- with reference to the exercise of any powers
under these Rules means the Officer or authority to whom such powers
are delegated either in general or in particular.
e) “Employee” - means a person appointed to any position in the Corporation
and will include a probationer.
f) “Regular Employee” -means an employee who has been engaged in a
vacancy on the regular establishment of the Corporation and has been
declared in writing to have satisfactorily completed probation period in
one or the other post.
Wherever probation has not been closed pending receipt of police
verification report from District Authorities/Intelligence Bureau or
previous employers, the employee will be allowed the benefit of leave,
leave encashment, sick leave/ commuted leave, special disability leave
and maternity leave (in case of female married employees) on completion
of one year’s service, subject to the condition that the employee is
otherwise eligible for closing of probation and written undertaking to the
443
LEAVE RULES
effect that in case verification reports received subsequently are found to
be adverse, the employee shall refund the entire amount of leave
encashment and apply for other kind of leave as admissible if commuted
leave/ maternity leave etc. has been sanctioned earlier on completion of
one year’s satisfactory service.
g) “Probationer”- means an employee who is provisionally employed with
a view to being considered for appointment on the regular establishment
of the Corporation.
h) “Temporary Employee”-means an employee who has been engaged on
temporary basis for a specified period or for work which is of an essentially
temporary nature likely to be completed within a stipulated period.
i) “Apprentice/Trainee”-is a learner who is paid a stipend during the period
of his apprenticeship/training.
Note: The terms and conditions of employment and the period of training
of all Apprentices/Trainees will be governed by the apprenticeship contract
and/or any special rules or orders framed by the Corporation from time
to time.
j) “Foreign Service”-when an employee of some other organization is
deputed for service in the Corporation at its request, he is said to be on
“foreign service”.
k) “Notice”-means a notice in writing required to be given or affixed on the
Notice Board for the purpose of these Rules.
l) “Notice Board”-means the Notice Board specially maintained in a
conspicuous place at or near the main entrance or entrances of the
establishment or time office(s) for the purpose of displaying notices.
m) “Registered Medical Practitioner” and “Attending Medical Officer”-
means, for these Rules, any MBBS/MD qualified doctor. However, the
sickness certificate given by outside Registered Medical Practitioner shall
not hold good at places where Company has its own hospitals and
employee falls sick there.
n) “Authorized Medical Officer”-means a doctor authorized by Company
to treat its employees.
o) “Government Hospital”-means any hospital established by any authority
under the control of Central or State Government, Municipal Authorities,
Autonomous Body, Public Sector Undertakings or a hospital recognized
by Company as such.
p) “Executive”-means an employee who is employed mainly in a managerial
and administrative capacity.
q) “Supervisor”-means an employee who is employed in a supervisory
capacity, draws wages exceeding seven hundred fifty rupees per mensem
444
LEAVE RULES
or exercises, either by nature of his duties or by reason of powers vested
in him, functions mainly of a managerial nature.
r) “Workmen”-means an employee other than a Supervisor or an Executive.
Management will publish a list of posts categorized as Executives/
Supervisors.
s) “Uniform Dates”-In these Rules would mean 1st January and 1st July of
every year.
5.0 Exhibition of Leave Rules:
A copy of these Leave Rules shall be displayed on the Notice Board.
6.0 Amendments to and Interpretation of the Leave Rules:
6.1 These Leave Rules may be amended or modified from time to time by the
Management and the same shall take effect in accordance with the orders issued
by the Corporation.
6.2 All amendments or modifications made to these Leave Rules and any notices,
orders or instructions issued thereunder shall be circulated from time to time and
displayed on the Notice Board.
6.3 If any doubts arise relating to the correct interpretation of these Leave Rules, the
decision of the Management thereon shall be final and binding.
7.0 Entitlement:
7.1 Entitlements to leave in respect of Casual Leave, Earned Leave, Half-Pay Leave,
Sick Leave for various categories of employees will be as shown in Annexure -I.
7.2 Entitlement in respect of other kinds of leave, such as extra-ordinary leave, maternity
leave/paternity leave and special disability leave etc. for various categories of
employees shall, however, be as given in these rules below:
8.0 Casual Leave:
8.1 Casual Leave is intended to cover casual absence of the employees for personal
reasons.
8.2 Casual Leave can be granted for half day also. If half day’s leave is taken, the
lunch interval will be taken as the dividing line.
8.3 The employees joining the service of the Corporation during the first quarter of the
calendar year shall be entitled for full quantum of casual leave. In all other cases,
casual leave entitlement would be calculated on prorata basis.
8.4 Unavailed casual leave would lapse at the end of each calendar year.
8.5 Sundays and holidays will not be debited to the casual leave account. While Sundays
and holidays can be prefixed/suffixed to casual leave, the total absence including
intervening Sundays and holidays should not exceed 10 days on anyone occasion.
445
LEAVE RULES
9.0 Special Casual Leave
Special Casual leave falls outside the normal leave and can be granted to meet
special situations but not for domestic or personal reasons as in the case of casual
leave. Cases in which Special Casual Leave can be granted are mentioned below:
9.1 Periods spent in camp by employees permitted to join the Territorial Army, not
exceeding 14 days, which can be combined with other leave, wherever necessary.
9.2 Special Casual Leave not exceeding 30 days in calendar year may be granted:
a) to employees selected to represent the Company in tournaments
recognized by the State/National Associations for the game concerned;
b) to employee selected to represent the District or the State or All India in
the recognized tournaments/expeditions;
c) to employees selected to participate in training/Coaching camps by State
Associations;
d) to employees required to act as Umpires in tournaments of National/
International importance;
e) to employees who wish to attend in their individual capacity meetings/
training courses organized by professional sports institutes of which they
are members.
If the period exceeds 30 days in any calendar year, the employees can be permitted
by the competent authority to combine special casual leave with earned leave as a
special case, but not with casual leave.
9.3 Employees participating in inter-unit or inter-departmental tournament can also
be granted special casual leave not exceeding 10 days at a time which can also be
permitted by competent authority to be combined with earned leave.
9.4 Employees who donate blood on working days may be granted Special Casual
Leave for that day.
9.5 Employees who undergo sterilization operation under the family welfare scheme
may be granted special casual leave not exceeding six working days in case of
male employees and 14 days in respect of female employees.
9.6 Employees who are ex-servicemen when called by Ministry of Defense to
participate in the Republic Day Parade can be granted special leave for the period
of their stay in Delhi and the minimum period spent on journey to and from Delhi
by direct route.
9.7 Special Casual leave can be granted to an employee if he is called as witness by
the courts towards the days of absence i.e. attendance day and minimum travelling
time by shortest route. This leave will only be allowed to the employees when
they are called as witnesses in cases where the Government is a party or Government
calls the incumbent for evidence even when the Corporation has nothing to do in
these cases, provided, however, that the employee himself is not a party being
446
LEAVE RULES
prosecuted or defended. Where the Corporation is a party and the employee is
called for evidence by the Corporation, the said period will be treated as on duty
and employee would be paid the usual TA/DA.
9.8 For an employee who is not permitted to avail of full joining time in Company’s
interest when transferred from one station to another, specific executive orders
will be issued in this respect by Management converting joining time into special
leave.
9.9 To regularize the absence on account of natural calamities and civil/political
disturbances and infectious diseases. Each case will be considered on merits by
competent authority.
9.10 Employees posted at Project locations in Uttrakhand will be granted Special Casual
Leave as under:
(a) 6 days Special Casual Leave will be granted in a calendar year.
(b) In case an employee joins later in the calendar year, Special Casual Leave
will be allowed on pro-rata basis.
(c) Special Casual Leave cannot be encashed/accumulated.
10.0 Earned Leave:
10.1 Earned Leave means leave earned in respect of periods of service with the
Corporation and granted on full pay or stipend in case of Trainees/Apprentices
other than Act Apprentices.
10.2 Every employee’s earned leave account will be credited in advance each year.
This will be done in two installments namely 50% of the entitlement on 1st January
and 1st July every year. The leave at credit of the employee at the close of the
previous half year will be carried forward subject to the condition that the total
credit at the beginning of each half year does not exceed the limit of accumulation
as allowed under these rules.
10.3 In respect of an employee who joins the service of the Company at any time between
the uniform dates i.e. 1st January and 1st July, earned leave account will be credited
on pro-rata basis for every completed month of service till the close of the half
year in which he is appointed. The period of earned leave so calculated will be
rounded off to the next higher figure. From the next half year onwards, the employee
will be governed by the Rules as above.
10.4 Intervening Sundays and Holidays falling within the spell of earned leave will be
counted as earned leave. However, the holidays preceding and/or succeeding the
leave period shall not be counted as leave.
10.5 Earned Leave upto 300 days can be accumulated.
10.6 Where Earned Leave as on 31st December or 30th July are 300 days or less but
more than 285 days in the credit, advance credit of 15 days under above rule 10.2
447
LEAVE RULES
shall be kept in separate account. Adjustment of Earned Leave taken, if any, during
that half year, shall be made first from the aforesaid separate account and balance
be credited to leave account at the end of the relevant half year subject to the
condition that balance of such earned leave plus leave already in the credit should
not exceed the maximum limit of 300 days.
11.0 Half-pay Leave:
(Not admissible to Trainees/Apprentices and employees on contract).
11.1 Half-pay Leave, means leave on half-pay earned in respect of service with the
Company and can be granted to an employee for any reasons including on medical
grounds. The half-pay for this purpose shall be treated as half of the basic pay. All
other allowances would be paid in full.
11.2 Every employee’s half-pay leave account will be credited in advance as in the
case of earned leave.
11.3 In respect of those who join service at any time between the two uniform dates i.e.
1st January and 1st July, half-pay leave account will be credited in the same manner
as in the case of earned leave.
11.4 Intervening Sundays and Holidays falling within the spell of HPL will be counted
as HPL. However, the holidays preceding and or succeeding the leave period
shall not be counted as leave.
12.0 Commuted Leave:
12.1 Half-pay leave can be commuted into full pay leave on medical grounds, subject
to production of Medical Certificate from a Registered Medical Practitioner. The
total commuted leave admissible in the entire service of the employee shall not
exceed 240 days.
12.2 Total amount of earned leave and commuted leave taken in conjunction shall not
exceed 240 days at a time.
12.3 Commuted leave will be allowed to regular employees only. It will not be admissible
to Trainees/Apprentices/Probationers, temporary employees and employees
engaged on contract.
12.4 When commuted leave is granted, the half-pay leave account of the employee will
be debited with twice the period of such commuted leave.
12.5 Intervening Sundays and Holidays falling within the spell of commuted leave will
be counted as commuted leave. However, the holidays preceding and or succeeding
the leave period shall not be counted as leave.
13.0 Sick Leave:
(Not admissible to Executives and Supervisors & Workmen)
13.1 Sick leave will be admissible to the Trainees/ Apprentices at the rate of 10 days
per year on full pay.
448
LEAVE RULES
13.2 Sick leave account will be credited in advance with five days on 1st January and
the balance five days on 1st July every year. The leave at credit of the trainee at
the close of the previous half-year will be carried forward subject to the
accumulation limit of 30 days.
13.3 In respect of those who join the service of the Corporation at any time between the
two uniform dates sick leave account will be credited at the rate of 5/6 days for
each complete month of service till the close of the half year in which he is
appointed. The period of leave so calculated will be rounded off to the next higher
figure, if the fraction is not less than half. From the next half year onward, five
days of sick leave will be credited in advance.
13.4 The sick leave at the credit of a Trainee/Apprentice who is absorbed as an Executive/
Supervisor/Workmen on the date of absorption will be doubled and credited as
half-pay leave to his account.
13.5 Intervening Sundays and Holidays falling within the spell of Sick leave will be
counted as Sick leave. However, the holidays preceding and or succeeding the
leave period shall not be counted as leave.
14.0 Special Disability Leave:
14.1 Employees who are disabled and become temporarily unfit to work on account of
injuries arising out of accidents in the course of duty shall be allowed Special
Disability Leave with full wages/salary provided that such disability leave shall
not be granted in respect of any injury, not resulting in death, caused by an accident
which is directly attributable to:
i) the employee having been at the time thereof under the influence of drink
or drugs; or
ii) the willful disobedience of the employee to an order expressly given, or
to a rule expressly framed, for the purpose of securing the safety of
employees; or
iii) the willful removal or disregard by the employee of any safety guard or
other device which he knew to have been provided for the purpose of
securing the safety of employees.
And provided further that no additional compensation for the absence from duty
due to accident as may be admissible under Workmen Compensation Act or GPAIS
will be payable. However, the employees covered under the Workmen
Compensation Act can choose between the two benefits given under the rule and
allowed under this Act.
14.2 For this purpose, wages/salary shall consist of the following:
a) Basic Pay, Special Pay and Personal Pay, if any;
b) Dearness Allowance;
c) House Rent Allowance, City Compensatory Allowance, Special
Compensatory Allowance, Non- Practicing Allowance and Deputation
Allowance, if any.
449
LEAVE RULES
All the above payments would be regulated in a manner as if the employee was
not out of duty because of the injury due to accident and accordingly usual
increment, variable DA etc. would be taken into account while calculating wages/
salary in terms of the above provisions.
15.0 Extra-ordinary Leave:
15.1 Extra-ordinary leave means leave sanctioned under special circumstances without
any pay and allowances to the following extent when no other kind of leave is
due, or when the employee specifically applies for extra-ordinary leave:
i) Upto three months on any one occasion other than on grounds of illness.
ii) Upto six months on any one occasion on Medical Certificate for disease
other than T.B., Leprosy and Cancer.
iii) Upto eighteen months on anyone occasion in Cases of treatment for T.B.,
Leprosy and Cancer.
15.2 Entitlement of extra-ordinary leave in respect of Trainees/ Apprentices (other than
Act Apprentices) and employees engaged on contract shall not exceed 20 days on
any one occasion.
15.3 The Director (personnel)/ Chairman may sanction extraordinary leave in excess
of the above mentioned limits by three months in exceptional cases.
15.4 In no case the total extra-ordinary leave admissible to an employee during the
entire service period shall exceed five years.
15.5 Where an employee fails to resume duty on the expiry of the period of extra-
ordinary leave granted to him or where an employee who is granted a lesser amount
of extra-ordinary leave than the maximum admissible, remains absent from duty
for any period which together with the extra-ordinary leave already granted exceeds
the limit up to which he could have been granted such leave under the above
provisions he, shall, unless the Director(personnel)/Chairman in view of the
exceptional circumstances of the case otherwise determines, be deemed to have
abandoned/resigned his appointment and shall accordingly, cease to be in the service
of the Company automatically.
15.6 Intervening Sundays and Holidays falling within the spell of EOL will be counted
as EOL. However, the holidays preceding and or succeeding the leave period
shall not be counted as leave.
15.7 The period of sanctioned EOL is not to be treated as break in service. However,
for the period of EOL, the employee is not entitled any EL or HPL as he has not
earned the same.
15.8 When an employee proceeds on EOL either on medical ground or otherwise he/
she is not eligible for probation/increment for the period of EOL, and thus, direct
postponement of probation/increment for the period he/she remains on EOL for
whatever reasons.
450
LEAVE RULES
15 (A) STUDY LEAVE
15(A) 1.1 Study Leave is admissible for a maximum period of three years only once
during the entire service of the employee, subject to the exigencies of work.
15(A) 1.2 Study Leave may be granted to an employee to enable him to undergo a special
course of study as notified as prescribed qualification for the purpose of
Promotion Policy. In addition to above, employee in the field of Engineering
& Medical may be granted leave for Post Graduate Degree in respective line.
15(A) 1.3 Study Leave shall not be granted to an employee unless :
(a) It is certified by the HOD that the proposed course of study or training
shall be of definite advantage from the point of view of Corporation’s
interest, with reasons thereof.
(b) It is for prosecution of studies in subjects other than academic or literary
subjects;
(c) He/She has rendered minimum five years of service under the Corporation.
However, Study Leave may be granted after rendering minimum two
years in the Corporation for pursuing of PG/M. Tech/M.S.(Tech.)
Programme in respective discipline/ stream relevant to the business of
Power sector.
(d) He/She is not due to retire, or does not have the option to retire from the
Corporation within five years of the date on which he is expected to
return to duty after the expiry of the leave.
15(A) 1.4 Study Leave will not be debited to the regular leave account of employee.
This leave may be combined with any other kind of leave. However, total
leave under Sub Rule 1.1 and Sub Rule 1.4 will not exceed three years.
15(A) 1.5 The employee will not be entitled to any pay or allowances during the period
of study leave. However employee will be entitled for benefits under Medical
Attendance Rules for self and dependant family members.
(i) The employee who is granted study leave to pursue his/her study either
in India or abroad will not be paid any kind of travel expenses.
(ii) During the period of study leave, the employee will not earn any Earned
Leave, Half Pay Leave and any other kind of leave for the period of his
study leave duration.
(iii) The study leave shall be granted only once during the total service tenure
of the employee in the Corporation.
15(A) 1.6 Acceptance of any part time scholarship honorarium or any other payment
during this period without prior approval of the Competent Authority is
prohibited.
451
LEAVE RULES
15(A) 1.7 No study allowance shall be paid during study leave for courses of study in
India and abroad.
15(A)2 Execution of Bond
(a) The employee is required to execute a Bond (Annexure – V) immediately
before proceeding on study leave to serve the Corporation for a period of
five years after completion of the course. In case of default, he is liable to
pay to the Corporation a sum of Rs.30,000/-, 60,000/-, 1,00,000/- as Bond
Money for one year, two years and three years study leave respectively.
However, employee who has been granted study leave after serving 2
years but before rendering 5 years service in the corporation will require
to pay sum of Rs.2 Lakhs in case of default.
(b) In case the employee leaves the services of the Corporation during the
period of study leave itself, the entire bond amount is recoverable from
him. The entitlement of Gratuity & Provident Fund in such cases will be
dealt with in accordance with the rules of the Corporation from time to
time.
(c) If, however, the employee leaves the service of the Corporation during
the bond period, the bond amount will be payable by him, as per the
Rules of the Corporation, as in vogue from time to time. If he joins
Public Sector undertaking/Government Service with the Corporation’s
concurrence, the bond may be transferred.
15(A)3 Effect of Study Leave on promotion & seniority
15(A) 3.1 During the study leave period, the employee shall not be considered for
promotion. However, the period will count for eligibility for promotion. The
employee will be considered for promotion, as per the Corporation’s Policy,
after rejoining duties on expiry of study leave.
15(A) 3.2 The duration of study leave availed without completing the study will not be
reckoned for the purpose of eligibility for promotion. The employees will
also not be eligible for grant of study leave again.
15(A) 3.3 Leave period will be counted to determine eligibility for advances/loans as
per SJVN rules.
15(A) 4 Employee is required to vacate corporation’s accommodation/leased
accommodation provided to him, if any, within six months of his proceeding on
study leave, failing which market rent will be charged.
15(A)5 The employee is entitled to the benefit of continuity of service for CPF and Gratuity
and if the employee chooses to contribute to his Provident Fund account, the
Company will not make a matching contribution.
452
LEAVE RULES
15(A)6 Procedure for grant of Study Leave
15(A) 6.1 The employee will apply through proper channel to his head of Department/
Project for permission, to join the course as soon as the advertisement/
notification is issued by the concerned Institution, in the prescribed format
(Annexure –VI). This will be examined by the Head of Department/Project
and forwarded to the concerned personnel Department with recommendation
for onward transmission to Corporate Personnel Department. Wherever
possible, a copy of the application form prescribed by the Institution must
also be attached.
15(A) 6.2 The sanctioning authority for study leave shall be CMD/Director (Personnel).
15(A) 6.3 On completion of the course, the employee shall submit to the sanctioning
authority a certificate/ degree/ paper in support of his having passed the
examination, which should indicate the dates of commencement and
completion of the course, with the remarks, if any, of the authority in-charge
of the course.
15(A) 6.4 The Chairman/Director(Personnel) have power to interpret/modify/amend the
rules pertaining to study leave. The decision of Chairman/Director(Personnel)
shall be final and binding.
16.0 Maternity Leave:
This may be granted to regular married female employees (excluding Apprentices/
Trainees), with less than two surviving children in accordance with the following
rules:
16.1 The Leave may be granted on full pay for a period which may extend up to the end
of three months from the date of its commencement or to end of six weeks from
the date of confinement, whichever is earlier, subject to production of medical
certificate from the Attending Medial Officer.
16.2 It may be combined with leave of any other kind, but only if the request for such
leave is supported by a medical certificate from the Medical Officer.
16.3 Maternity Leave will also be allowed in case of miscarriages/abortion subject to
the condition that the leave does not extend beyond six weeks from the date of
miscarriage or abortion. Request for leave must be supported by a medical
certificate from Authorized Medical Officer of Govt. Hospital.
16.4 In respect of matters, not specified above, the provisions of Maternity Benefit
Act, 1961 shall apply.
Maternity leave may be granted to a female married employee for a period upto
135 days with effect from the date of commencement (before delivery but not
earlier than 6 weeks from the expected date of delivery) subject to the condition
that prior permission is obtained by the employee and she fulfils other prescribed
453
LEAVE RULES
criteria. The condition for restriction of maternity leave to six weeks from the date
of confinement can, therefore, be relaxed with the prior approval of sanctioning
authority.
In view of the provisions at Section 5(2) of the Maternity Benefit Act, 1961,
Maternity Leave may be granted to a female married employee who has actually
worked in the Company for period of not less than 160 (One hundred and sixty)
days in the twelve months immediately preceding the date of her expected delivery.
In other words, a married female employee with less than one year’s service may
be granted Maternity Leave provided she has actually worked for minimum period
of 160 days before her expected delivery date; and in case of a married female
employee with one year’s service or more in the Company, Maternity Leave may
be granted provided she has actually worked for 160 days in the 12 months
immediately preceding her expected delivery date. For the purpose of calculating
the number of days actually worked, the number of days on which an employee
has physically worked only are to be taken into account. In other words the days
on which she might have been on leave and holidays (including Sundays), of
whatever nature, are to be treated as days not actually worked. However, the days,
if any, on which she might have been laid off during the period under consideration
are to be deemed as days actually worked by her.
16 (A) Paternity Leave:
16(A)1 A male employee of the Corporation with less than 2 surviving children may be
granted “Paternity Leave” for a period of 15 days, which can be availed 15 days
before or within six months from the date of delivery of the child.
16(A)2 Paternity Leave shall not be debited against the leave account and may be combined
with any other kind of leave (as in case of Maternity leave).
116(A)3 Subject to the above, it shall be granted only twice in the entire period of service.
17.0 Quarantine Leave:
17.1 Quarantine Leave is leave of absence from duty necessitated as a consequence of
the presence of certain infectious diseases in the family or household of the
employees. Such leave may be granted by the leave sanctioning authority on the
certificate of the Authorized Medical Officer for a period not exceeding 21 days,
or in exceptional circumstances, 30 days. Any leave necessary in excess of this
period shall be treated as leave of the type that may be available to the credit of the
employees. Quarantine leave can also be granted in continuation of any other kind
of leave other than casual leave. An employee on quarantine leave will not be
treated as absent from duty and his pay will not be affected.
17.2 Cholera, Small-pox, Chicken Pox, Plague, Diptheria, Typhus fever and Cerebro-
spinal meningitis may be treated as infectious disease for which quarantine leave
can be granted.
454
LEAVE RULES
17.3 Quarantine leave can be granted to an employee at a place other than his
Headquarters also provided that he had gone there on duty or authorized leave
with permission of competent authority.
18.0 Refused Leave:
When an employee has applied for earned leave in time and is refused leave in the
interest of the Corporation work, he will be allowed to accumulate leave beyond
the prescribed maximum limit to the same extent provided that the total earned
leave at credit does not exceed 300 days at any time in the case of Executives,
Supervisors, Workmen & Trainees Apprentices (other than Act Apprentices).
19.0 Terminal Leave:
Earned Leave to the extent due and admissible may be granted to any employee at
the discretion of the sanctioning authority on termination of his service on medical
ground certified by Authorized Medical Officer or in the case of Executives &
Supervisors on account of retrenchment on abolition of posts. In the latter case, it
will run concurrently with the notice period required to be given under the contract
of appointment, if any. Such leave may be granted even when it has not been
applied for and refused in Company’s interest.
20.0 Compensatory Offs:
20.1 Regular non-executive employees if required to work on weekly holidays or a
closed holiday, may be granted compensatory off within the next three months.
Compensatory off will not be accumulated. The procedure for availing and
maintaining record of Compensatory Off is detailed at Annexure-VII.
20.2 Compensatory off to the Executives up to E6 level rostered for duties in 3 shifts
for working on Closed/National holidays (i.e. 8 Closed holidays including 3 national
holidays) is admissible as under:
i) Executives who are working in operation of Power House and Dam in
roster duty are eligible for Compensatory off.
ii) Prior intimation is to be given to HOP.
iii) HOP will be competent to sanction Compensatory off.
iv) One day Compensatory off for each shift working on Closed/National
holiday is admissible.
v) Compensatory off can be combined with all type of leaves viz Casual,
EOL, Half Pay etc.
vi) Prior permission is necessary for availing Compensatory off.
vii) The Compensatory off can be availed in the same calendar month, or the
month immediately following the month in which it was earned.
455
LEAVE RULES
21.0 Setting off of Leave towards Notice Period:
Where an employee resigns his post of his own volition and is required to give
notice under terms and conditions of his appointment or deposit pay and allowances
for the specified period in lieu thereof, the employee may be permitted, at the
discretion of the Company to set off the earned leave at his credit on the date of
leaving service towards the notice period.
22.0 Transfer of Leave:
22.1 “Earned Leave” transferred from other Public Undertaking/Government
Department/Semi –Government /Autonomous Body by virtue of service put in by
the employee in the Organization shall be kept as a separate credit to be availed by
him provided a lump-sum equivalent of leave salary is paid to this Corporation by
the Organization concerned.
22.2 In case any employee of the Corporation joins another Public Sector undertaking/
Semi-Government/Govt. Organization or Autonomous Body, earned leave at his
credit alongwith the amount of leave salary may be transferred at the discretion of
this Corporation if acceptable to the new employer provided he has forwarded his
application through proper channel.
22.3 In respect of regular SJVN employees leaving the services of the Corporation and
joining another Public Sector Undertaking/Govt. Organization, transfer of the
accumulated Half Pay Leave standing to the credit of the employee in SJVN/to
the borrowing organization shall be permitted, provided the application of the
employee for employment in the concerned PSU was forwarded through proper
channel/a No objection certificate was issued to the employee for his employment
in the said organization. The procedure for transfer of HPL shall be the same as
for Earned Leave.
23.0 Leave Salary:
An employee on earned leave shall be entitled to leave salary on full pay. Full pay
for purpose of these Rules shall be the pay drawn immediately prior to proceeding
on leave. Regular employees proceeding on earned leave for more than 30 days
will be entitled to draw leave salary advance limited to one month.
24.0 Over-stayal of Leave:
An employee who remains unauthorizedly absent and does not report for duty
within 15 days (8 days for workmen) from the date of expiry of leave granted to
him shall lose lien on his post and shall be deemed to have voluntarily left the
service of the Corporation, without notice. However, if the employee is
subsequently able to account for his unauthorized absence to the satisfaction of
the Management, the latter may regularize the period of absence in manner deemed
fit and covered by Rules.
25.0 Combination and Conversion of Leave:
Subject to the other relevant provisions, any kind of leave other than casual leave
456
LEAVE RULES
and Compensatory off may be granted in combination with or in continuation of
any other kind of leave.
26.0 General Conditions for Grant of Leave:
26.1 It shall be the endeavor of the Management to grant all reasonable requests for
leave which should be submitted well in time. However, leave cannot be claimed
as a matter of right. The sanctioning authority, may at his discretion revise, curtail
or revoke leave at any time according to the exigencies of service.
26.2 In a case where an employee on leave is recalled to duty in the interest of the
Corporation’s work, single railway fare of the entitled class will be paid from the
station of leave to station of duty. The leave in such case shall end on the day the
return journey commences.
26.3 Except when leave is taken on medical grounds duly supported by medical
certificate issued by Registered Medical Practitioner, the number of times leave
(other than casual leave) may be availed by an employee during a calendar year
shall not exceed three and the employees must proceed on leave only after it has
been sanctioned provided that there is no restriction as regards the number of
times in a year an employee can avail of Earned Leave.
26.4 The limit as to how many employees may be granted leave at one time in each
section/department shall be fixed or decided by the competent authority from time
to time.
26.5 An employee returning from leave shall ordinarily report back to the post wherefrom
he/she proceeded on leave, unless otherwise intimated by the competent authority.
26.6 All applications for leave for three days or less shall be made at least 24 hours
before the time from which leave is required. Applications for leave for more than
three days shall be made at least 7 days before the date from the day the leave is
required, except in special cases.
26.7 Request for extension of leave in all cases may be considered only if the same has
been received from an employee giving reason for such extension, sufficiently in
advance of the expiry of the leave granted to him. Extension of leave so requested
by an employee shall not be considered as sanctioned unless a communication to
that effect is received by that employee from the Competent Authority.
26.8 If the request for extension of leave is on grounds of illness of the employees, it
shall be accompanied by medical certificate from a Registered Medical Practitioner.
26.9 The sanctioning authority on receiving the application for extension of leave may
at its discretion, grant the extension asked for, or grant it for a lesser period or
refuse the extension. Decision so arrived at, shall be communicated to the employees
as soon as possible.
26.10 Where the extension of leave has been granted once, on the grounds of illness,
second or subsequent requests for further extension on grounds of illness shall be
accompanied by a certificate from a medical officer of Government Hospital.
457
LEAVE RULES
26.11 Where an employee has been sanctioned leave or an extension of leave on medical
grounds the employee will be required to produce FITNESS CERTIFICATE from
the Authorized Medical Officer at the time of resuming duty.
27.0 Other Employment during the Leave:
An employee on leave shall not take up any service or accept any employment.
28.0 Return to Duty:
No employee on leave shall return to duty before the expiry of the period of leave
granted to him except with the permission of the authority competent to grant
leave.
29.0 Encashment of Earned Leave:
29.1 Encashment of earned leave will be allowed to all regular employees and Trainees/
Apprentices (other than Act Apprentices). Employees under suspension will not
be eligible for encashment of earned leae.
29.2 Encashment of earned leave will be allowed only once in a calendar year. Earned
Leave account will be maintained in two sections (a) Encashable (b) Non-
encashable. Encashable portion of earned leave can also be availed of as leave
and it is not necessary that it must be encashed. 75% of the total earned leave to
the employee’s credit is to be treated as encashable, remaining 25% as no-
encashable.
29.3 In case of deputationists from Government Department who are permanently
absorbed in the Corporation, 75% of earned leave at their credit on the date of
absorption rounded off to the nearest number will be transferred to the Encashable
portion of the earned leave account. Likewise, in the case of persons whose earned
leave is transferred to the Corporation, 75% of the leave transferred will be treated
as encashable. This will be in addition of the leave of the two types accrued in the
Corporation after absorption for which separate account will be maintained.
30.0 Procedure and Amount of Encashment:
30.1 Encashable Leave as due on 30th June or 31st December of the preceding half year
can be encashed.
30.2 On receipt of an application from the employee for encashment in the form at
Annexure-II the earned leave admissible for encashment subject to the limits
laid down in the preceding paras, will be debited to his leave account and sanction
issued by the Competent Authority.
30.3 For the period of leave encashed an amount equal to the total of the following
elements of emoluments admissible on the date of application will be payable of
the basis of 30 days a month.
- Basic pay, including special pay, personal pay and non-practicing
allowance
- Dearness Allowance
458
LEAVE RULES
- Interim relief or any other allowance which is counted as DA or Basic
pay.
30.4 Encashment shall be allowed in full including unencashable portion at the time of
retirement or termination of employment (except by disciplinary proceedings) or
retrenchment or death of an employee. In case of death, the encashment shall be
allowed to heirs of the employees, as nominated by him for the purpose of CPF,
gratuity or Group Life/Accident Insurance. In the case of employees who resign
their appointment, the total amount of earned leave at their credit worked out as
on the date of resignation shall also be allowed to be encashed.
30.5 Employees who are given further extension of service beyond the age of
superannuation can also carry forward the encashable as well as non- encashable
portion of earned leave to the extended period of service.
30.0-A Encashment of Half Pay Leave/Sick Leave:
30(A)1 Encashment of HPL/Sick Leave subject to a maximum of 240 days HPL/120 days
Sick Leave standing to the credit of the employees shall be permitted in the
following events.
a) Separation on superannuation.
b) Death while in service/permanent disablement.
30(A)2 HPL shall be commuted into full pay for encashment by considering the following:
a) Basic Pay, including special pay, personal pay and;
b) Dearness Allowance.
c) Ad-hoc/Interim relief, if any.
30(A)3 Encashment of EL under Clause 30.0(4) shall be in addition to 240 days HPL/
120 days Sick Leave.
31.0 Deductions:
No deduction other than income tax and over payments, if any, will be made from
the amount of leave encashment payable to a serving employee. In cases of
retirement/ Retrenchment/ resignation or death, Company’s dues if any, should be
recovered from the amount of encashment.
32.0 Application for Leave:
32.1 Employees will be required to submit applications on Leave Book (Annexure –
III) for Earned Leave, Half-pay, Commuted, Sick Leave, EOL, Maternity Leave/
Paternity Leave and for CL on Casual Leave Card (Annexure-IV)
459
LEAVE RULES
32.2 Establishment Deptt./time Office will issue on 1st of every year Casual Leave
Card to each employee and Leave Book at the time of joining.
32.3 For entry into the Leave Book each employee will submit Leave Book to
Establishment Deptt/time Office on 30th June and 31st December each year for
advance recording of leave.
32.4 Every time leave, other than casual leave sanctioned, the employee will present
the card to Estt./Time Office for entry and for purposes of drawing pay. Procedure
for presentation of card and making entry is detailed at Annexure-VIII.
32.5 Estt. Deptt/time Office will keep account of all leave except casual leave which
will be kept by concerned Head of the Departments section wise.
*****
460
LEAVE RULES
ANNEXURE- I
ENTITLEMENT OF LEAVE
Type of Executive, Trainees (Other Accumulation

Leave Supervisor & than Act
Workmen Apprentice)
Casual 12 days in a Calendar year Nil
Earned Leave 30 days per year 300 days
HPL 20 days per year Nil unlimited
Sick Leave Nil 10 days on full pay 30 days

per year (convertible to HPL
after Training)
Leave Entitlement of trainees during training period shall be as indicated above. However,
if leave (except RH) for more than 20 days is sanctioned during training period in such
cases the training period of the Trainees will be extended to the extent of leave period
sanctioned.
461
LEAVE RULES
462
ANNEXURE -II
APPLICATION FOR ENCASHMENT OF EARNED LEAVE
Name …………………………… Employee No ……………………...
Designation ……………………. Department …………………………
Location ......................................
_______________________________________________________________________
Please sanction me encashable Leave for …….days. I have not availed of encashment
facility during this calendar year.
Date: Signature of Employee

_______________________________________________________________________
Sanctioned Subject to eligibility.
Date:
Signature & Designation
To
Personnel Department (Authority Competent to Sanction Earned Leave)
________________________________________________________________________
To be Completed by Personnel Department
Applicant is having………… days of Encashable Leave at his Credit. He is allowed to
encash,……….. days as requested. Necessary entry in this respect has been made in the
leave record.
Date:
To Signature & Designation
Sr. Accounts Officer
____________________________________________________________________
To be Completed by Account Department.
Bill No ………………………………….. Date …………………….
Payment Admitted for Rs. ………………………….
Accountant Sr. Account Officer
Number ………………………………….. Date ——————————————
——————————————————————————————————
Your Application for encashment of leave has been forwarded to Sr. Accounts Officer for
Payment of leave Salary for ……………. days. The Balance that stands to your credit on
date after allowing encashament as above, is as follows.
(a) Encashable earned leave ………………… days
(b) Non-encashable Earned leave …………… days
To
Name ………………………………. Staff No. ……………….
Designation ………………………….. Department ………………..
Signature & Designation
463
LEAVE RULES
464
ANNEXURE III
(SJVN EMPLOYEE LEAVE BOOK)
_______________________________________________________________________
Name Employee No.

_______________________________________________________________________
Designation Department
_______________________________________________________________________
Date of Appointment Date of Confirmation
_______________________________________________________________________
Category: EXECUTIVE/SUPERVISORY /WORKMEN
_______________________________________________________________________
Date:
APO/PO/SPO
Issuing Authority
Brief Instructions:
1) Employees desirous of availing earned leave, half pay leave sick/commuted leave,
extraordinary leave, maternity leave and encashment of leave should make their
applications on this leave book only.
2) Leave credit for earned leave and half pay leave / sick leave will be given in
advance on 1st January and 1st July of every year on half yearly basis which can
be availed of at any time. Employees joining the services of the corporation at any
time other than on standard dates would be given pro-rata credit for completed
months of services as per rules.
3) The yearly entitlement of leave in respect of earned leave half-pay leave/ sick
leave for various categories of employees would be as indicated below:
Type of leave Executives/Supervisor/Workmen

Quantum Accumulation
Earned Leave
Half pay leave
(Contd. on last page)
465
LEAVE RULES
Instructions (Contd.)....
4) Earned leave, Half-pay leave, Commuted leave/sick leave etc. has to be applied
for at least one full day. Combination of earned leave with half pay leave or
commuted/sick leave is also permitted subject to Rules.
5) Request for sanction of leave on medical grounds should invariably be supported
by Medical Certificate and Fitness Certificate from any of the prescribed authorities.
6) Employees leaving Hqrs. while proceeding on leave will be required to obtain
prior permission of the competent authority and inform their leave address. No
employee should overstay the sanctioned period of leave.
7) Intervening Sundays and holidays will be counted as leave in case an employee
avails of earned, half- pay/commuted/sick leave, extraordinary leave etc.
8) Unavailed portion of leave standing at the credit of a trainee/apprentice as on the
date of placement in the regular establishment of the Corporation will be carried
forward. In addition, further leave credit at applicable rate will be allowed for the
remaining period of relevant half year as per rules.
9) Commuted/sick leave can be sanctioned to eligible employees on grounds of self
sickness subject to production of medical certificate. In case of commuted leave
double the amount of half-pay leave will be debited against the leave account.
10) The present leave book is meant to be used successively for several years and it
need not be replaced every year, Employees are requested to ensure safe custody
of this leave book and in case of loss, for any reasons whatsoever, a duplicate card
will be issued on payment of Rs. 10/- only.
11) Immediately after sanction of leave the Sanctioning Authority will arrange to send
the book to P & A for entries.
12) The instructions indicated herein are only illustrative and would be subject to
detailed terms/conditions laid out in SJVN Leave Rules.
466
LEAVE RULES
A EARNED LEAVE
EMP. NO.——————————
To be filled in by the Emp. Signature For use in personnel Deptt.

of the
Sr. From To No. of No. of Purpos Leave Sig. of Sanctioni Encashable Non- Credit Sig. of
No. Days days of e Address applic ng enchaable upto Officer
Encash in full ant in Authority in Pers.
ment full Deptt.
required with
date
467
LEAVE RULES
EMP. NO.——————————
B. HALF PAY /COMMUTED/SICK LEAVE
To be filled in by the Emp. Signature For use in personnel Deptt.

of the
Sanctionin
Sr From To No. Type of Purpo Leave Sig. of Encashable Non- Cred Sig. of
g Authority
. of Leave se Address Emp. enchaabl it Officer
N Days -Half pay in full with e upto in Pers.
o. -Sick date Deptt.
-
Commuted
468
LEAVE RULES
C. EXTRAORDINARY LEAVE MATERNITY LEAVE
From To No. Reason Sig. of Sig. of the Sig. of From To No. Leave Sig. of Sig. of
of the Emp. Sanctioning Officer of Address in the the
Days with date Authority in Pers. Day full Emp. Sanctioni
Deptt. s with ng
date Authority
469
LEAVE RULES
470
ANNEXURE –IV
CASUAL LEAVE CARD
1. Name :
2. Employee No. :
3. Designation :
4. Department :
5. Date of Joining :
(Issuing Authority)
SPO/PO/APO
_______________________________________________________________________
BRIEF INSTRUCTIONS
1. All requests for availing Casual Leave as well as Restricted Holiday should be
made on this leave card. Leave should be availed after due sanction from competent
authority.
2. All employees shall be entitled for 12 days causal leave in a calendar year.
3. The Casual Leave will be credited to the account on 1st January of every year. In
the event of employees joining at any time after commencement of the year, the
Casual Leave will be credited on pro-rata basis as per rules.
4. Casual Leave can be availed for half a day also. Lunch interval will be taken as
the dividing line in such cases.
5. Unavailed portion of Casual Leave will lapse at the end of year. Casual Leave
cannot be clubbed/combined with any other type of leave except Restricted Holiday.
6. The intervening Sundays/holidays will not be treated as Casual Leave. However,
total period of absence including such intervening Sundays/holidays apart from
Sundays/holidays prefixed or suffixed should not exceed 10 days on any one
occasion.
7. Sanctioning Authority may curtail or refuse leave applied for in exigencies of
work.
8. The admissibility of leave would be subject to various terms and conditions as
may be laid down in SJVN Leave Rules.
9. Employees may also avail of any six Restricted Holidays during the calendar year
out of the list of such Holidays notified by the management after due sanction.
10. Employees leaving the service of the Corporation will be required to return this
card to Personnel Department.
471
LEAVE RULES
CASUAL LEAVE CREDIT 12
From To No. of Prefix/Suffix Signature Signature Balance
Days of of of
intervening Employee Sanctioning
Holidays if with Date Authority
any.
RESTRICTED HOLIDAYS 6
Date Name of Signature of Signature of Balance

Festival/Occassion Employee with Sanctioning
date Authority
472
LEAVE RULES
Annexure-V
BOND
(To be executed on Non-judicial stamp paper of Rs. 20/-)
KNOW ALL MEN BY THESE PRESENTS THAT I _________________________
__________________________________________________ residing at _________
_______________________________________________________________________
(hereinaftr called the “First Party”) do hereby bind myself to the SJVN LIMITED, a
Government Company under the Companies Act, 1956, having its registered office at
Himfed Building, New Shimla (hereinafter called the “Company”) which expression shall
include its successors administrators and assigns, to pay Rs. __________ on its demand
without demur, reservation contest recourse or if payment is made from a country other
than India then amount equivalent to the said sum of Rs. ______________ in the currency
of that country converted at prevailing official rate of exchange between the country and
India in the event of committing breach of the terms laid down in the Study Leave Scheme.
WHEREAS the First Party, who has been sanctioned Study Leave for course/
qualificatioin_____________________________at________________________ for a
period of ___________________________________ AND WHEREAS on account of the
aforesaid Study Leave to First Party the Company has to bear heavy liability.
AND WHEREAS the First Party has agreed that during the period of Study leave for a
period of ___________ years he/she will observe good behaviour during Study Leave and
to serve the Company or any department of Industrial Undertaking of Government of
India, if so directed by the Company to the fullest satisfaction of the Company for a minimum
period of 5 (five) years after resuming duty on completion of course.
AND whereas it is necessary for the observance of conditions set out above and for the
purposes mentioned below, the First Party execute a bond in favour of the Company.
NOW THE BOND WITNESSETH AS FOLLOWS :
That in the event of the above Shri/Smt. ______________________________________
S/o/D/o __________________________________ (First Party).
(a) Failing to report forthwith on arrival in India, after successful completion of
his course and to rejoin the post originally held by him/her in the company on
the existing terms and conditions of his service’ or
(b) Failing to serve the Company or any other department or Industrial Undertaking
of Government of India, as directed by the Company; for a minimum period
of 5 (five) years after resuming duty on the successful completion of Course;
(c) Failing to observe the rules and regulations governing the terms and conditions
of service for the time being in force during his Study Leave or service period
as aforesaid; or
(d) Failing to refund to the Company any payment made to him/her.
473
LEAVE RULES
(e) Failing to intimate to the Company the amount and other particulars in respect
of any honorarium or other monies earned or received by him/her during the
period of his course.
The first bonded party Shri/Smt. ___________________________ shall
forthwith refund to Company on demand and without demure reservation,
context, recourse or protest the bond money not exceeding Rs.
______________ (Rupees ___________________________________ only)
together with interest thereon calculated at Government rates applicable at
that time in market from the date of demand by the Company and upon his/
her making such payment to the Company the above obligation shall be
discharged and shall not be enforceable, otherwise the same shall remain in
full force and virtue.
The Company’s rights to other claim or remedies open under law shall not
however be prejudiced.
It is hereby agreed and declared that the decision of the Company as to whether
the above bounden First Party has or has not performed and observed the
obligations and conditions herein before contained shall be final and binding
on the First Party.
The Company shall have the right to take any action against the First Party in
accordance with the Rules and Regulations governing the terms and conditions
of service of its employees, in addition to its right under these presents.
The Company reserves the right in the event of breach of any conditions
mentioned above, to demand payments from First Party or sue the First Party.
All suits and actions arising out of, connected with or relating to these presents
shall be instituted only in the courts at Shimla having jurisdiction over the
Company’s Office.
Signed this _______________________day of _______________200 .
Signed in the presence Signature of the First Party
of Shri _______________ Full Address :
Address :
IF THE PRESENSE OF ACCEPTED FOR AND ON BEHALF OF SJVN

(Name & Address of Witness)
474
LEAVE RULES
Annexure -VI
APPLICATION FOR STUDY LEAVE
Part – A (To be filled by employee)
Name : Employee No.
Designation: Department :
Date of Joining:
Qualification already acquired :
Part – B
Name of Course/Qualification:
Name of Institute/University:
Duration of Course:
Recognised by:
Specialised subject of course:
Date of Commencement of Course:
Expected date of Completion of Course:
Result to be declared by (Month/Date):
In what way the course is useful for the Corporation:
Period of Study Leave :
Whether would you like to avail HPL/EL in your credit:
I hereby confirm that the information furnished above are true to the best of my knowledge.
I will not claim any financial benefit during the leave period from SJVN. I also hereby
undertake to abide by the study leave rules of SJVN and amendment from time to time.
Signature of Applicant
Part – C (For Recommendations by Head of Department with Justification).
Name of HOD………………………
Designation)………………………...
475
LEAVE RULES
Part – D (For Concerned P & A Department).
The details in respect of Shri/Smt, ……………………. Emp.No. …………….. ,as per
our record, are as under :
1. Qualification :
2. HPL in credit :
3. EL in credit :
4. Outstanding Loans :
(Signature of Head of Personnel)
Part – E (For Head of Project/Concerned Director)
It is hereby recommended that Shri/Smt. …………………………… Emp.No. …………..
may be relieved for the period from ………………… to …………………. for Study Leave
and no additional manpower is required in place of him/her.
(Signature of Head of Project/Director)

Part – F ( Head of Corporate P&A)
Signature
476
LEAVE RULES
Annexure-VII
PROCEDURE FOR AVAILING & MAINTAINING RECORD OF
COMPENSATORY OFF
a) Whenever a Non-Executive employee is required to work on weekly/Closed Holiday
for the full day or a part thereof but exceeding 5 hours in a day, he will be granted
Compensatory Off for maximum one day. However, in exceptional circumstances
if an employee is required to work for less than 5 hours or before lunch break he
shall be entitled for ½ day Compensatory Off. The Compensatory Off shall not be
sanctioned for half day. Two half day Compensatory Off shall be combined together
for sanctioning of one day Compensatory Off and to be availed within stipulated
period.
b) Written permission of Head of the Division not below the rank of Senior Manager
should be obtained before deploying an employee for any job on a closed holiday/
weekly holiday indicating the urgency & nature of job. If it is not possible to
obtain written permission, verbal permission over telephone should be obtained
which invariably should be followed with the written approval of the Head of the
Department for engagement of an employee on Compensatory Off in order to
avoid misuse of the above facility
c) Separate attendance record for having worked on a weekly/closed holiday should
be maintained by the concerned department. The format of attendance record is
given at Appendix - I.
d) The Head of the Division will approve the Compensatory Off on request of
concerned employees within three months from the date on which the non-
executives has worked, in the prescribed format as given in the Appendix -II. The
Compensatory Off to the employees will be staggered so that not more than two
employees will be on Compensatory Off on any particular day to avoid non-
availability of employees.
e) The approval shall be forwarded to concerned P&A Department for issuing sanction
order. A copy of the sanction order will be marked to F&A for release of payment.
f) In absentee statement the availing of Compensatory Off has to be reflected by
giving the dates on which the Compensatory Off was availed.
g) F&A will release the payment in respect of Compensatory Off after receipt of the
sanctioned order from concerned P&A Department.
477
LEAVE RULES
478
Appendix - I
ATTENDANCE RECORD FOR COMPENSATORY OFF FOR THE MONTH
OF …………..201...
NAME OF THE DEPTT. ……………………..
LOCATION OF DEPTT. ……………………..
Attendance record of employees required to work on weekly/closed holiday

Sl.No. Name of the Date of Urgency and Signature of Sign. of
Employee, working details of the the Employee Head of
Designation, job to be the Div.
Employee No. performed
479
LEAVE RULES
480
Appendix - II
APPLICATION FOR APPROVAL OF COMPENSATORY OFF
NAME OF THE EMPLOYEE ……………… EMP. NO. ……………
DESIGNATION …………………………….. DEPTT………………...
LOCATION OF THE DEPTT. ………….….
I have worked on following weekly/closed holidays.
Date Job performed.
The compensatory Off in lieu of above may be allowed from..……………….. to

….………………
Signature of the Employee.
Dated……………………
_______________________________________________________________________
Certified that the above information is true and the employee was deployed in the interest
of SJVN.
The Compensatory Off from ………………………to……………………… period is
approved.
Dated ………………….. Sig…………………………
Head of Div.
_______________________________________________________________________
To concerned P&A Department.
481
LEAVE RULES
482
Annexure-VIII
PROCEDURE FOR AVAILING LEAVE
1. After approving the leave, Approving Authority will forward the Leave Book to
concerned P&A Department.
2. The Concerned P&A Deptt. will issue the sanction order after making necessary
entry in Leave Book and Leave Ledger, and mark a copy to concerned F&A Deptt.
Approving Authority and Individual concerned.
3. The F&A Deptt. will release the salary in respect of leave period after receiving
the Sanction Order from P&A Deptt only.
4. The leaves approved by the Competent Authority up to 20th day of Calendar month,
be intimated to concerned P&A Deptt. by 21st day of the same month. The concerned
P&A Deptt. will issue the Sanction Order and ensure that a copy of the same
reaches F&A Deptt. by 22nd day of the same month.
5. In case leave availed in respect of an employee is not indicated in the sanction
order, F&A will not release salary for that period.
6. Concerned Section/Department will also forward a copy of absentee statement by
indicating all kind of leaves/absence including on account of CL/Tour to Concerned
P&A Department. The concerned P&A Department will verify the leave sanctioned
vis-à-vis entries made in the leave ledger.
7. The above procedure will be applicable to all the offices of Nigam including
projects.
*****
483
LEAVE RULES
484
RULES RELATING TO
COMPANY LEASED
RESIDENTIAL
ACCOMODATION FOR
EXECUTIVES
485
486
CONTENTS
RULE TITLE PAGE
1.0 Objective 489
2.0 Scope and Coverage 489
3.0 Rental Limits 489
4.0 Other Financial Assistance 489
6.0 Special Conditions 492
7.0 General 493
Annexure I Monthly Rental Ceilings 495
Annexure II House Rent Recovery 496
Annexure III Lease Deed 497
Annexure IV Guidelines for Executing the Deeds 501
Annexure V Declaration from to be given by Executives 503
Annexure V (a) Pro-forma for self lease accommodation 505
Annexure VI Intimation letter for signing the Deed 507
Annexure VII IOM to enclose Lease documents 509
487
COMPANY LEASED RESIDENTIAL ACCOMODATION RULES
488
RULES RELATING TO COMPANY LEASED RESIDENTIAL
ACCOMODATION FOR EXECUTIVES
1.0 Objective
To provide subsidized residential accommodation to employees in executive
category in cities where the Company does not have its own residential township.
2.0 Scope and Coverage
The Scheme covers key officials i.e. executives in the pay scales of E2 and above
including executives on deputation in SJVN taken against posts in executive pay
scale. The scheme will also cover such other employees in whose cases the terms
of appointment stipulates provision of Company leased accommodation but shall
exclude apprentices.
3.0 Rental limits
3.1 Monthly rental ceiling for residential accommodation to be taken on lease by the
Company in different class of cities shall be notified by the Company from time to
time. The rental ceilings in vogue at present are indicated at Annexure -I.
3.1.1 The monthly rental ceilings for Board of Directors will be regulated in accordance
with Government instructions issued from time to time. The rental ceilings in
vogue at present are indicated at Annexure -I.
3.1.2 If both husband and wife are Executives of the Company and posted at the same
place, company leased residential accommodation will be admissible to one only
(as per their discretion). However, monthly rental ceiling in such cases will be
equal to his/her entitlement plus 40%, 35% & 25% of the Basic pay of the other
spouse for class X, Y & Z cities respectively. In such cases ‘Standard House Rent’
will be recovered from both of them’.
3.2 The House Rent Recovery against Company Leased Residential Accommodation
shall be charged as notified from time to time. The House Rent Recovery in vogue
at present is indicated at Annexure-II.
3.3 Residential accommodation with monthly rental beyond the rental ceiling as
provided in Rule 3.0 can, as per the option of the concerned employee, be arranged
at the sole discretion of the management subject to a maximum of 150% of the
entitlement provided the executives themselves bear the amount in excess of the
ceiling, over and above the House Rent Recovery.
4.0 Other Financial Assistance:
4.1 If accommodation is arranged through a broker, the Company will reimburse
brokerage charges directly to the broker equal to amount not exceeding 50% of
the rental ceiling as provided in Rule 3.1 or 50% of the actual rent whichever is
lower. Normally the brokerage charges will be reimbursed by the Company only
489
once at the same place of posting. However, if the employee has to vacate the
house on expiry of the lease period or extended period or within two months
before such expiry and another residential accommodation has to be taken on
lease for him by the Company, the foregoing condition will not apply. In other
cases, calling for relaxation of this condition, approval of the competent authority
will be necessary.
5.0 General Conditions:
5.1 The lease deed will be in the format as enclosed at Annexure -III. Conditions
incorporated in the said format deed which will be deemed to form a part of these
Rules, may be relaxed in exceptional cases by the competent authority whenever
it is felt that strict compliance may create hardship to the concerned employee.
Guidelines for executing the lease deed are at Annexure -IV.
5.1.1 During the currency of a lease deed, no revision of rent would be permitted except
where the proposal is to provide some additional facilities or accommodation.
However, in respect of Self Lease Accommodation, in case the rental value assessed
by the Committee is higher and the lease deed is signed for lesser value in such
cases on request of the employee, revision of rent (not more than initial value of
rent assessed by the Committee) shall be allowed and the same will be operative
for remaining period of lease deed.
5.2 The Company leased accommodation is basically intended for the use of the
employee, his/her spouse, children, parents and dependent brothers/sisters.
Accordingly, the employee shall furnish to the concerned Administration
Department details of the family members who will be using the accommodation
at the time of commencement of the lease or at any subsequent time when there is
a significant change in the composition of the family members using the
accommodation. Declaration form is at Annexure -V.
5.3 The management would have the right to inspect the premises to ensure the
appropriate use of such accommodations and may terminate the lease without any
notice to the concerned employee if it is satisfied that the accommodation in
question has been put to unauthorized or inappropriate use, apart from the employee
himself being liable for disciplinary action.
5.4 The leased accommodation allotted to an employee may be allowed to be retained

by him subsequent to the happening of any of the events specified below for the
period mentioned against each on payment of usual/normal rent provided that the
accommodation is required for bonafide use of the employee or members of his
family.
490
Event Permissible period of retention of
accommodation
1) Retirement 4 months
2) Death 4 months
3) Transfer to a place outside 2 months
headquarter
4) On being deputed by the Full period of training
Company for trg.
5) Any kind of leave which Full period of leave
qualifies for payment of House
Rent Allowance in full
6) Study leave, if any, (including 6 months inclusive of various kinds of
EOL) leave which may be due to the employee
at the time of proceeding on study leave.
7) Leave on Medical grounds Full period inclusive of various kinds of
(including EOL) leave which may be due to the employee
at the time of proceeding on medical
leave.
8) Reversion of deputationist to his i) Two months {if served SJVN for a
parent department minimum period of one year)
ii) One month (if served SJVN for a
period of less than one year)
5.4.1 An Executive may be allowed Company Leased Accommodation with approval

of Director (Personnel) at a place where his/her children are studying or at any
other place for social or compelling domestic reasons. The lease entitlement shall
be the rate applicable to his/her place of posting. This shall also be applicable to
the Executives posted at Project Site, other than those posted at non-family stations.
5.4.2 For executives posted at Project and if his/her entitled accommodation or one
level below accommodation is not available, he/she may be allowed Company
Leased Accommodation at a place where he/she wishes to retain his/her spouse
and dependent children. Till the entitled accommodation or one level below
accommodation is made available, the lease entitlement shall be the rate applicable
to the place where he/she is allowed to retain his/her spouse and dependent children.
5.4.3 No bachelor or transit or guest house or any other accommodation at the place of
posting will be provided to the executive who has been allowed company leased
accommodation as above except where an executive is posted at Project or is a
Board level employee. Executive, posted at Project and allowed company leased
accommodation as above, shall be allotted accommodation as per para 3.6 of
Allotment of Residential Accommodation Rules.
5.4.4 In respect of employees posted at Non-family stations, Company Leased Residential
Accommodation will be allowed at a place where an employee whishes to retain
his/ her spouse and dependant children. The lease entitlement shall be the rate
491
applicable to the place where he/she is allowed to retain his/her spouse and
dependant children.
5.4.5 In case of transfer, an executive can retain the previous leased accommodation
under Rule 5.4 which is permissible for maximum two months and also can keep
lease accommodation at new place of posting. However, he shall have to pay the
House Rent Recovery for both the places.
5.5 In case there is over payment of rent to the landlord for reasons directly attributable
to an employee, he will be liable to make good the loss to the Company for such
over payment.
5.6 After the house is fixed-up for lease, the concerned employee will apply on
Annexure-VI and will enclose Annexure-III and V & V(a). After signing the
lease, Administration Department will issue orders on Annexure-VI.
6.0 Special Conditions
The accommodation owned by an employee or his/her near relation(s) may also
be taken on lease by the Company for the residential use of the employee subject
to the following conditions.
6.1 For the purpose of this rule, the near relations of an employee will mean his/her
spouse, children, step children, legally adopted children, parents, brothers, sisters,
parents of his/her spouse and sister and brothers of his/her spouse.
6.2 Such a house or a portion thereof may, however, be taken on lease by the Company
for the residential use of the employee provided the management is fully satisfied
before execution of the lease deed that the total accommodation to be leased is a
distinctly demarcated and separate self -contained dwelling unit not amenable to
unauthorized or mixed use by reason of the remaining house being in occupation
of others and to this end the management may call for all such information as are
considered necessary, from the employee concerned.
6.3 In such case, the assessment of rental value of the house intended to be leased will
be carried out by a Committee consisting of representatives of Administration,
Finance and Civil construction as may be constituted from time to time for this
purpose by the competent authority. Self Lease will be allowed on the basis of
certification by the executive in the prescribed proforma [to be read as Annexure-
V(a)] subject to the recommendations of the committee restricted to the entitlement
of the executive. Rental ceiling will be assessed by the Committee based on details
submitted by the individual i.e. Plinth Area, Map of the Accommodation etc. or
any other information the Committee may like to have. The recommendation will
be put up for approval of the competent authority. Where the assessment of the
rental value for a house or any portion thereof, belonging to one of the members
of the Committee or his near relations, has to be carried out, another member will
be temporarily nominated by the competent authority for this purpose in his place.
6.4 In such cases of lease, no brokerage charges would be admissible.
492
7.0 General
7.1 Relaxation of any other kind not provided hereinbefore may be permitted only by
the Director (Personnel)/ Chairman.
7.2 Advance rent upto six months can be sanctioned by the competent authority if it is
satisfied that leasor will not give house without such advance. However, cases
covered under Rule 6 will not be entitled for such advance nor brokerage under
Rule 4.0.
7.3 In case of any doubt or dispute regarding the interpretation/implementation of the
above rules and also in respect of cases/matters not covered herein, the same should
be referred to Corporate Personnel Department for decision/clarification.
above rules at any time without giving any notice or assigning any reason therefor.
*****
493
494
Annexure –I
MONTHLY RENTAL CEILINGS
a) BELOW BOARD LEVEL EXECUTIVES
The monthly rental ceiling of Company Leased Residential Accommodation for
below Board level Executives are as under:
Grade 'X’ Cities ‘Y’ Cities ‘Z’ Cities

Revised Revised Revised
E2 20930 16280 11630
E2A 22730 17680 12630
E3 24530 19080 13630
E4 26100 20300 14500
E5 27900 21700 15500
E6 29700 23100 16500
E7 31280 24325 17380
E7A 31820 24740 17680
E8 32850 25550 18250
E9 36000 28000 20000
b) BOARD LEVEL EXECUTIVES

The monthly rental ceilings of Company Leased Residential Accommodation for
Board level Executives shall be 40% of maximum of the scale.
495
Annexure -II
HOUSE RENT RECOVERY
a) BELOW BOARD LEVEL EXECUTIVES: -
House rent recovery as given below shall be charged from below Board Level
Executives
Category of Executives X class cities Y class cities Z class cities

(Rs. p.m.)
E2 to E2A 1780 1340 890
E3 to E4 2180 1640 1090
E5 & above 2750 2060 1380
b) BOARD LEVEL EXECUTIVES: -

Rent recovery shall be as per the terms & conditions of respective appointment
letters.
496
Annexure-III
LEASE DEED
THIS DEED OF LEASE made on this _______________________day of __________
two thousand _______________between Shri/Smt. S/W/O
_______________________ residing at ____________________________ and owner
of the premises at _________________________________ (hereinafter called “the Lessor”
with respect to the latter premises which expression shall wherever the context permits be
deemed to include his/her heirs, successors, legal representatives and assigns) of the one
part and M/s SJVN LIMITED, a Company incorporated under the Companies Act, 1956.
having its office Himfed Building, New Shimla -171009 through its
_______________________ hereinafter called “the Lessee” which expression shall
wherever the context permits be deemed to include their successors and assigns of the
other part, witnesses as follows:
In consideration of the rent hereinafter reserved and all the covenants and conditions
hereinafter contained to be observed and performed on the part of the Lessee, the Lessor
does hereby grant, transfer, demise by way of lease the premises consisting of
__________________________ situated at _________________________________ of
which the Lessor is entitled in Law to execute this deed, together with the appurtenant
land/space, the rights to make use of entrances, passages, stair-cases, landings and other
easements belonging and pertaining to the said premises unto and to the use of the Lessee
for a period of ________________________________ commencing from
______________________ by paying unto the Lessor during the said period a rent of Rs.
_________ (_______________________ only) per month, inclusive of hire charges of the
fittings, equipments and fixtures in the premises (as per schedule attached to this Deed)
and subject to the following conditions:
Not to be typed * Delete wherever the schedule is not attached.

I The Lessee hereby covenants with the Lessor as follows:
i) That the Lessee shall pay to the Lessor the said monthly rent by cheque
on or before the 15th of each English calendar month.
ii) That the Lessee shall use the demised premises for the residential use of
the officer who shall pay the charges of consumption of electricity and
water direct to the Lessor or the concerned authorities as per bills received
by him.
iii) That the Lessee shall permit the Lessor his/her authorized representatives
to enter upon the demised premises at all reasonable times for the purpose
either for inspection or repair of the demised premises, as and when
necessary.
iv) That subject to the Lessor’s covenants, the lessee shall keep the interior
of the demised premises in good order and condition (reasonable wear
and tear and damage by fire, earthquake, flood, tempest, lightning,
497
violence of any kind or of a mob or other irresistible or inevitable force or
accident excepted) and attend to minor repairs, such as fuses, leakages
of water taps, etc.
v) That the Lessee shall not erect on the demised premises any permanent
structure without the written consent of the Lessor, provided that the
Lessee may without the Lessor’s consent erect temporary partitions at its
own cost.
vi) That the Lessee shall not sublet, assign or otherwise part with possession
of the demised premises without the consent of the Lessor.
vii) That the Lessee shall be entitled to terminate the lease at any time during
the initial or renewed term of the lease upon serving one month’s previous
notice in writing of its intention to do so.
viii) That the Lessee shall deliver the demised premises to the Lessor on the
expiration of earlier termination of the lease together with the Lessor’s
fittings and fixtures, if any, in such condition as consistent with the
covenants and conditions herein contained.
II. The Lessor hereby covenants with the Lessee as follows:
i) That the Lessor shall pay all taxes, rates, licence fees, ground rent and
charges of whatever character assessed, levied, charged and imposed by
or payable to any lawful authority in respect of the demised premises and
if the Lessor fails or neglects to pay the same, the Lessee may make such
payment and deduct the same with interest at the rate of 12% per annum
from the rent or otherwise recover it from the Lessor.
ii) That the lessor shall effect all major repairs such as leakages in electricity,
sanitary fittings, water pipes or cracks etc. at his/her own cost immediately
upon such defects are notified to him/her by the Lessee and if the Lessor
fails or neglects to make such repairs the Lessee may cause the same
done and deduct the expenses of such repairs with interest at the rate of
12% per annum from the rent or otherwise recover it from the Lessor.
iii) That the Lessor shall arrange the white wash, distemper, paint, polish the
demised premises before occupation by the Lessee and thereafter once in
two years during the lease period or extended lease period, at his/her
cost.
iv) That the Lessee shall peacefully and quietly hold and enjoy the demised
premises during the lease period(s) without any interruption or disturbance
by the Lessor or any person rightly claiming under or in trust for him/her.
v) That the Lessor represents and warrants that he/she is fully entitled to
execute this lease deed and that he/she will hold the Lessee free and
harmless of any demands, claims, actions or proceedings by others in
respect of quite possession of the demised premises.
498
vi) That the Lessor agrees that the Lessee will have right to fix AC/Air
Cooler etc. in the demised premises without affecting the premises
structurally.
III It is hereby mutually agreed as follows:
i) That the lessee shall be entitled to renew the leases for a further period of
……….. years/………months on the same/mutually agreed terms and
conditions for which the Lessee shall give to the Lessor a notice in writing
not less than one month before the expiration of the term hereby granted
and the Lessor shall grant lease for a further period of _________ years/
________ months from the date for expiration of the terms hereby granted.
ii) That notwithstanding anything contained hereinbefore where the Officer
for whose use the said premises has been taken on lease, is transferred
out of Delhi or ceases to be in the employment of the Lessee, the Lessee
shall be entitled to terminate this lease by serving 15 days notice on the
Lessor or such shorter period as may be mutually agreed upon.
iii) The Lessor, his/her authorized agents shall acknowledge and give valid
and duly stamped receipt payment.
IN WITNESS WHEREOF the parties hereto have executed these presents at New Shimla
on the day, month and year first above written in the Presence of.
WITNESS:
1.
2.
LESSOR
1.
2.
LESSEE
For and on behalf of SJVN LIMITED
Note: Competent Authority can make changes in the draft lease deed.
499
500
Annexure IV
GUIDELINES FOR EXECUTING THE DEEDS
1. The deed is to be typed in five copies, the first page of first two copies will be on
non-judicial stamp paper each of the appropriate value prevailing in the state/
area. The remaining pages of the first two copies and all the subsequent pages
may be typed on plain paper (as per proforma without mistakes).
2. The non-judicial stamp papers may preferably be purchased in the name of landlord/
landlady, and SJVN being indicated on back side of the non-judicial stamp paper.
In case the landlord does not buy the non-judicial stamp paper, employee may buy
in the landlord/landlady’s name. In no case, Company will meet this expenditure.
3. The date of signing the lease deed mentioned at the beginning of the deed and the
date of effective occupation of the premises when the rent liability starts as
mentioned in second paragraph of the preamble need not be the same. The lease
deed may be signed ahead of the date of occupation/rent liability. It can be signed
a little later, in case the landlord and the executive concerned reach an understanding
as to the terms and conditions governing the lease deed and occupy the premises.
4. The employee may locate accommodation for his residence through property agent
to whom permissible agency charges will be payable by the Company.
5. The fittings, equipment and fixtures in the premises may be listed and a schedule
attached to it. In case this is not desired to be drawn up, the relevant words in this
second paragraph of the draft lease deed viz. “As per schedule attached to this
deed” may not be typed in the lease.
6. The lease deed is between the landlord as Lessor and SJVN as Lessee. The executive
for whom the accommodation is taken is not a party to it.
7. Any deviation in the format of lease deed desired by the landlord may be discussed
with Admn. Deptt. Lease Section before finalizing the terms with landlord. Typing of
the lease deed is to be done only on one side front side of tile non-judicial stamp paper.
Kindly do not use the back side of the non-judicial stamp paper.
9. It is incumbent upon the Officer for whose use the lease agreements to be executed
to clearly indicate if the house belongs to his relative(s) and if so, the relationship(s).
10. The Lessor (landlord) must produce the ownership proof (original and duplicate copy)
regarding the premises to be leased out, to the Lessee while executing the lease deed in
this office i.e. latest house tax receipt, DDA Allotment Certificate, etc.
11. While corresponding with the lease section (Admn. Deptt.) please always quote
Reference Number.
12. Please note that the Lease will be executed for a minimum period of two years
except in exceptional circumstances of Transfer and Superannuation for which
prior approval of Competent Authority will be required and that the landlord shall
have to execute the lease in the presence of the authorized officer of the Corporate
Administration Department in his Office. Lease Deed for a period of less than
two years may be executed with the approval of GM (Uttrakhand) in respect of
those executives who are posted under his control.
501
502
Annexure-V
DECLARATION FORM TO BE GIVEN BY EXECUTIVE
1. The residential accommodation proposed to be taken on lease by the Company at
the following address :
..................................................................
..................................................................
..................................................................
..................................................................
2. The above mentioned accommodation is owned by Shri/Smt. _______________
who is/are not my near re1ation(s).
3. In case of my transfer out of __________________________ (place of posting)
or if I cease to be in the employment of SJVN, I will have no objection to any
other Officer being accommodated in the said residential accommodation for
unexpired period of the terms of the lease.
4. In the residential accommodation (to be taken on lease by the Company) the
following will be accommodated:
i)
ii)
iii)
5. I undertake to intimate the Administration Department as and when there is any
significant change in the composition of the family members using the
accommodation.
6. I solemnly declare that the information furnished by me indicated above is true to
the best of my knowledge and belief.
Signature
Name ................................................
Employee No. ...................................
Designation .......................................
Department .......................................
Location ............................................
503
504
Annexure-V(a)
APPLICATION FOR SELF LEASE ACCOMMODATION
Name
Emp. No.
Designation
Deptt.
Place of Posting
Monthly entitlement Rs. ............................................
I intend to use the house (details of which are given below) for my residence :
Name of Owner
Relationship of employee with the owner
Location of accommodation
Brief description of the accommodation
(indicate of no. of rooms, storey etc.)
Plinth Area
Details of Ownership
I hereby certify that the prevalent rent of above House/Flat, is Rs........... p.m.
It is requested to take further necessary action for taking the house/flat on lease for my
residence.
Yours faithfully,
Signature
Dated:.........................
505
506
Annexure-VI
INTIMATION LETTER FOR SIGNING THE LEASE DEED
I have fixed up a house for my residential purpose. The premises is located at
__________________________ .The Owner of the flat is. _____________________
The monthly rent will be Rs. ____________________.The deed has been finalized as
per format prescribed by the Administration Department.
Administration Department may kindly sign the deed with flat owner.
I utilized the service of a property agent; M/s. _____________________________ .They
may be paid brokerage at the prevailing market rate viz 15 days rent. I have not availed of
this facility of agent’s commission charges earlier.
Signature of Employee ______________
Name __________________________
Date: Designation ______________________
Encls: i) Lease Deed -Annexure III
ii) Declaration -Annexure V or V(a)
iii) Undertaking -Annexure VII
SJVN
(1) I am satisfied and hereby certify that Shri ________________________is the owner
and landlord/landlady of the House No. __________________________.
(Signature)
Name: _______________________
Date: Designation: __________________
Administration Department
507
508
Annexure –VII
IOM TO ENCLOSE LEASE DOCUMENTS
Name:
Date: Designation:
From: Corporate P&A To Corporate Finance
Ref: CC/Pers/ CC: 1. Personnel Deptt.
2. Concerned employee
3. Lessor with a copy of lease.
_______________________________________________________________________
Subject: Residential lease Agreement
1. Please find enclosed the lease documents pertaining to the residential lease
agreement as per the following details.
Name of the Employee:
Employee No.:
Department:
Basic Pay:
HQ of the Employee:
Phone No. /RAX No.:
2. This is the first/second/third lease in respect of the above employee. The earlier
lease has been terminated w.e.f. __________________________
3. The premises is owned by the employee himself/his/her relative
__________________
(specify relationship)
4. It is certified that lease has been executed on the prescribed form. It is certified
that the variations in the lease deed from the prescribed form have been approved
by the Competent Authority.
5. The services of M/s. __________________ have been availed for arranging the
above accommodation who may be paid brokerage as per rules. Their bill for Rs.
______ is enclosed.
6. Accounts Department may release
i) rent as per lease enclosed
ii) brokerage as per bill enclosed*
Administration Department
*Strike if not applicable.
509
510
ALLOTMENT OF
RESIDENTIAL
ACCOMMODATION RULES
511
512
CONTENTS
RULE TITLE PAGE
1.0 Short Title 515
2.0 Definition 515
3.0 Eligibility for Allotment of Accommodation 516
4.0 Classification of Accommodation 516
5.0 Entitlement of Accommodation 517
6.0 Reservation 517
7.0 Procedure for Allotment of Accommodation 518
8.0 General 518
9.0 Rent 521
10.0 Surrender and cancellation 522
11.0 Guidelines on providing accommodation to outside agencies 522
12.0 Interpretation of Rules 523
13.0 Amendment of Rules 523
Annexure-I Standard House Rent Recovery under clauses 9.1 525
513
RESIDENTIAL ACCOMMODATION RULES
514
ALLOTMENT OF RESIDENTIAL ACCOMMODATION RULES
1.0 Short Title:
These rules may be called SJVN Allotment of Residential Accommodation Rules.
2.0 Definition:
In these Rules, unless the context otherwise requires:-
a) ‘Allotment’ means the grant of permission to occupy a residence in
accordance with the provisions of these rules as may be in force from
time to time.
b) ‘Company’ means the SJVN LIMITED, including the Projects/offices
under its management.
c) ‘Employee’ means a person appointed against a regular post and includes
probationers and deputationists, but excludes Trainees, Apprentices,
temporary, casual, Muster Roll, Workcharged employees.
d) ‘Family’ means the wife or husband, as the case may be, parents, children,
step children, legally adopted children, wards taken under the Wards Act,
brothers or sisters as ordinarily may reside with and are dependant on the
employee.
e) ‘Local employee’ means an employee who has got his residence within a
radius of 8 kms. from the concerned project or the office of posting,
which is owned either by himself and/or by his dependant family members.
If any employee who was a land oustee and/or his family member has
been given plot/plots of land or built in residence or any other facility for
purpose of rehabilitation by the Company, then he will also be deemed as
a local employee for the purpose of these rules.
f) ‘Management’ means the General Manager/Head of the concerned Project/
Office of SJVN in case of Project and in case of Corporate Office, the
Director (Personnel) or such other person or persons authorized by him
for the purpose of these rules.
g) ‘Pay’ includes basic pay, personal pay, special pay, non-practicing pay
and such other pay on which house rent is recoverable.
h) ‘Standard Rent’ means rent of any accommodation fixed as such under
the orders of the management from time to time separately for the
employees and other agencies/individuals.
i) ‘Penal Rent’ means twice the amount of standard rent or market rent,
whichever is higher.
j) ‘Subletting’ means allowing the use of a allotted accommodation in full
or in part, by another person, with or without payment of rent by such
other person.
515
k) ‘Residential accommodation’ means accommodation allotted as regular
residence of an employee and/or his family members and does not include
guest house/transit camp/ field hostel accommodation.
l) ‘Earmarked accommodation’, means accommodation reserved for a
particular post.
m) ‘Pool accommodation’, means residential accommodation other than
earmarked accommodation.
n) ‘Bachelor/Shared Accommodation’, means accommodation allotted for
regular residence of an employee consisting of one room, kitchen and
toilet. It does not include guest house/transit camp/field hostel
accommodation.
3.0 Eligibility for Allotment of Accommodation:
3.1. All employees, except the local employees, will be eligible for allotment of
residential accommodation in the township provided that if an employee is under
suspension pending enquiry, he will not be eligible for allotment of any
accommodation during the period of suspension.
3.2 If husband and wife are both employees of the Company and working at the same
place, only one of them whosoever gets first allotment will be eligible for allotment.
3.3 If one of the spouses is employed by another Government/Semi-Government
Organization/Autonomous Bodies or Public Sector Undertaking and has been
allotted residential accommodation from his/her employer in the same place, he/
she shall not be eligible for allotment of accommodation by the Company
3.4 If father or mother and unmarried son and/or daughter are both employed by the
Company and are working at the same station, then only one of them will be
eligible for allotment.
3.5 Normally bachelors will be allotted shared accommodation.
3.6 An employee who is permitted to the retention of his family accommodation in a
place other than the place of positing as per separate rules will be allotted bachelor/
shared accommodation only subject to the terms and conditions in force from
time to time.
4.0 Classification of Accommodation:
Residential accommodation will be classified in the following types:
a) Type -’A’
Type-’B’
Type -’C’
Type -’D’ with Garage
Type -’D1' with Garage and Servant Quarter
516
b) Classification of other accommodation available at Project site/Shimla/
Parwanoo is as under: -
Classification Type of accommodation

“0”/unclassified 1.Non Family C&D (Single),at project site
type 2.“0”/unclassified type accommodation, at project site
accommodation 3. Type-I Houses/ EWS Houses at Parwanoo
A 1. Converted double rooms of C&D., at project site
2. Converted Double rooms of “0”/unclassified type.,
at project site
3. Transit accommodation, at project site
4. LIG House at Parwanoo
B 1. MIG Houses at Parwanoo
D 1. Accommodations at Shimla
5.0 Entitlement of Accommodation:

The entitlement to different types of accommodation will be as follows:
Level of Employee Entitled type of accommodation
Upto W6 ‘A’
From W7/S1 to W11/S4/E3 ‘B’
From E4 to E5 ‘C’
E6 to E7 ‘D’
E7 (a) and E8 ‘Dl’
6.0 Reservation:
6.1 10% of the total number of quarters in each type available for allotment will constitute
Management’s quota, who will have the discretion to allot the same on out-of-turn
basis. Whenever the number of quarters under this quota works out to be less than
one, he will have at least one quarter in each type for allotment, provided that
GM’s quota will be adjusted at the end of each calendar year, on the basis of total
number of allotments made.
6.2 Heads of NJHPS & RHEP both will have 10% Management quota in the Township
available at Jhakri. Over and above of aforesaid requirement, if any be referred to
Corporate Centre alongwith justification for the approval of Director (Personnel).
6.3 In addition to Clause 6.1, 20% (Twenty percent) Management quota shall be
reserved for allotment to Operation & Maintenance (O&M)Technical Staff working
in Power House and connected works at Project in all categories of accommodation.
6.4 Reservation in the accommodation for the SC/ST employees will be made as per
the directives of the Government applicable from time to time.
517
7.0 Procedure for Allotment of Accommodation:
7.1 The Estate Department will maintain lists of eligible employees as per the entitlements
mentioned in Rule 5 above, in order of seniority. The seniority of an employee for
allotment of accommodation will count from the date of his entry into the respective
post. In case of transfers from other projects/offices/Corporate Centre, the seniority
will count from the date of his entry into the post in the Company. When the date
of entry into any post is the same in case of more than one employee, the older in
age will rank senior in that list. The seniority lists so prepared will be published in
January and July every year.
7.2 Subject to provisions in rules 6.1, 6.1(a) and 6.2 the accommodation of the entitled
type as per the entitlement will be allotted to employees in order of seniority. On
non-availability of entitled class, accommodation of next below level may be
allotted.
7.3 If an employee crosses over to the next higher entitled slab without any allotment
being made to him, he will also be considered for allotment of accommodation of
lower type on the basis of his seniority in the lower pay slab.
7.4 No choice for floor will be entertained except on valid medical ground to be certified
by Company’s Medical Officer. Allotment of houses will be made on the basis of
employee’s seniority list on one side and seniority of houses made on the basis of
vacancy date (handing over date in case of new construction to be arranged as per
house number) on the other hand.
7.5 The General Manager of the concerned Project/office will constitute a House
Allotment Committee consisting of not more than 5 members in addition to the
Estate Officer who will act as Secretary of the Committee. One of the 5 members
should be nominated from workmen by the General Manager. As and when quarters
are available for allotment the House Allotment Committee will consider the cases
of eligible employees and, subject to policies and rules laid down herein, will
recommend allotments for approval of the General Manager whose decision thereon
will be final. On approval of the General Manager the Estate Officer will notify
the allotment to the individuals. This procedure, however, will not be applicable
to the quarters within the General Manager’s quota for which he will order the
allotment directly at his sole discretion.
8.0 General:
8.1 If an employee fails to take possession of the quarter allotted to him within 10
days from the receipt of the letter of allotment, he shall not be eligible for another
allotment for a period of one year from the date of allotment order. Provided that
this will not be applicable to cases of employees covered under rule 3.6.
8.2 If an employee occupying a lower type of accommodation is allotted quarter of
the type for which he is entitled but refuses to take possession of the same within
the stipulated time, the allotment will cancelled and he may be permitted to continue
in the earlier allotted accommodation subject to the condition that he shall not be
eligible for another allotment for a period of one year from the date of cancellation
of allotment.
518
8.3 An allotment shall be effective from the date on which it is occupied by the employee
and shall continue until:
a) The expiry of the permissible period under rule 8.4;
b) It is cancelled by the Management including for reason of subletting or is
deemed to have been cancelled under any provisions in these rules or
any other rules;
c) It is surrendered by the employee; and
d) The employee ceases to occupy quarters.
8.4 Besides taking disciplinary action an allotment will also be cancelled if the house
allotted is used for other purposes than residence, or the employee, any other
resident of the house indulges in riotous or disorderly behavior in the township or
the house becomes a public nuisance or the conduct of the resident become doubtful
or the employee/resident of the house willfully damages the property or its fittings
or unauthorizedly uses electric power.
8.5 An accommodation allotted to an employee may be retained on the happening of
any of the events specified below and for the period indicated against each provided
that the accommodation is required for bonafide use of the employees or members
of his family.
Sr. Events Permissible
No. Period of retention
1 Resignation, dismissal or termination of service 2 months
2 Retirement/expiry of contract of appointment 4 months
(Subject to the condition that employee is
not re-employed.)
3 Death of the allottee 6 months
4 Transfer to place outside station unless 2 months
permitted to retain the family under separate
rules
5 Leave (other than study leave)
2 months
6 Study leave, if any
Not exceeding six
months
7 Leave on medical grounds Full period
of leave
8 Long term training Full period of training
In special circumstances on merits, the above periods may be extended up to a
519
maximum of one month by the General Manager. Further extension may be allowed
only with the specific approval of the Director (Personnel). Retention beyond the
above permissible period will be taken as unauthorized occupation and the resident
may be charged the penal rent besides other action for eviction. In case employee
ceases to be in employment, final dues will be cleared only after vacation of house.
8.6 Change of residence:
8.6.1 Eligible employees who have been in occupation of Company quarters may be
permitted, in specific application to this effect, a change of quarters within the
same type subject to the condition that such change shall not be allowed more
than twice. Residential Accommodation fallen vacant shall be allotted on priority
first to an applicant desiring a change of accommodation in that type and
subsequently to a fresh applicant.
8.6.2 If an employee fails to accept a change of accommodation offered to him within a
week of the receipt of such offer of allotment, he may not be considered again for
a change of allotment of that type.
8.6.3 Employees to whom accommodation of the same category have been allotted under
these rules may apply for permission to mutually exchange their accommodation
subject to the condition that such exchange shall not be allowed more than once.
8.7 The occupant shall not allow any person who in the opinion of the Management is
considered objectionable and/or undesirable to stay with the allottee even as
temporary guest in the quarters and failure to comply with this condition will
entail cancellation of allotment and eviction therefrom besides rendering him liable
to disciplinary action.
8.8 Any allottee keeping domestic servants on whole-time basis in the quarter shall
send particulars of such servants to the Estate/Administration within 7 (seven)
days of their employment.
8.9 No foreign national will be allowed to stay in the quarters with the allottee without
prior permission from the Management to be obtained within 24 hours of the
arrival of such foreign national.
8.10 No employee who has been allotted a residential accommodation shall in any
circumstances sublet the allotted quarters or any portion thereof or any of the
attached out -house or garages to any employee or any outsider whatsoever. Besides
cancellation of the house, he shall be liable for penal rent and disciplinary action.
He will be debarred for allotment for 3 years in such case.
8.11 Normally married employees as per rules will be given full accommodation
according to their entitlement as may be in force, except in case of shortage of
accommodation when the married employee may also be given single sharing
accommodation.
8.12 The accommodation allotted under these rules are for residential purposes of the
allottee and members of their families as defined above. The accommodation
premises or part thereof shall not be used for any purpose other than residence.
520
8.13 The allottee shall not effect any addition or alteration to the quarters allotted to him
or put up any temporary or permanent structure of any kind within or outside the
premises of the allotted quarters without prior permission of the Management.
8.14 The allottee shall conduct himself in a manner which is not prejudicial to the
maintenance of harmonious relations with his neighbors.
8.15 No loud-speakers should be installed inside or outside the quarters without the
specific permission of the Management.
8.16 In case of an allottee’s/his family’s failure to vacate the accommodation before
the expiry of permissible period of retention of such accommodation on the
happening of any of the events as specified in rule 8.4, the management will be
entitled to take possession of the accommodation as per the provisions of the
Public Premises (Eviction of Unauthorized Occupants) Act, 1971.
8.17 An allottee under these rules shall only be an occupant of the quarters allotted to
him and will not acquire any right of a tenant under any circumstances.
The allotment ceases automatically on the severance of employer-employee
relationship or cancellation of the allotment of quarters.
8.18 In case of any infectious or any contageous disease such as small-pox etc. which
is likely to spread into an epidemic to any inhabitants in the allotted quarters, the
employee would immediately report to the Company’s Medical Officer and have
the patient segregated by removing him to the hospital.
8.19 The residential accommodation whether earmarked or pool will be used only for
the residential purposes of the employees and change of use to any other category
including guest houses/transit camp or office will be only with the approval of
CMD.
8.20 The residential accommodation will be declared as earmarked only with the
approval of CMD.
9.0 Rent:
9.1 Except as otherwise provided, house rent to be realized from the employees for
residential accommodation allotted to them will be as declared from time to time.
Standard house rent recovery is given at Annexure-I In case the standard rent is
lower than the usual rent or vice-versa the lower amount will be charged. In case
of sharing accommodation, the rent charged will be half of the chargeable rent. In
case sharing is between more than two employees, the rent will be charged on pro-
rata basis.
9.2 All employees to whom quarters have been allotted shall be personally liable for
payment of rent and other allied charges thereof which will be deducted from
their monthly salary bill/dues payable to them and also for any damage beyond
normal wear and tear caused thereto or to the fixture, fittings or services provided
therein by the Company during the period for which the quarters remain allotted
to them or where the allotment has been cancelled under any of the provisions in
521
these rules until the quarters along with the out-houses appurtenant thereto, if any,
have been vacated and full vacant possession thereof has been restored to the
Estate/Administration Department.
9.3 The assessment of damage or loss caused to the quarters except the normal wear
and tear shall be made by the Estate/ Administration Department or such other
department as the Management may decide whose decision in this regard shall be
final and the Company will have the right to realise the amount involved by way
of deduction from the salary/dues payable of the persons concerned, provided that
cost of the loss or damage caused to the quarters or to the fittings may not be
realised from the allottee If there are good and sufficient reasons to establish that
the same has occurred due to circumstances beyond the control of the allottee.
9.4 Charges for water, electricity and special amenities such as, for electrical appliances,
furniture and conservancy etc., if any, shall be recovered in addition to house rent
at such rates as may be prescribed by the Management in this regard from time to
time.
10.0 Surrender and cancellation:
10.1 Where two employees in occupation of separate accommodation allotted under
these rules marry each other, they shall within one month of their marriage,
surrender one of the accommodation.
10.2 Violation of any of the allotment rules shall entail cancellation of the allotment
order from the date of detection of the violation and the allottee concerned shall
be bound to hand over the vacant possession of the quarters to the Estate/
Administration Department within a period of one month from the date of receipt
of the cancellation and shall in addition be liable to disciplinary action and payment
of penal rent for the period of his continued occupation of the accommodation till
the date on which he makes over vacant possession. This will be considered an act
of misconduct.
10.3 The General Manager will have the right to cancel any allotment made in favour
of any employees whenever a particular accommodation is required for any kind
of use by the Project.
10.4 Subject to provision of rule 8.4, if an employee who has been allotted an
accommodation becomes ineligible for allotment of accommodation under these
rules, he will surrender the quarters within a month.
11.0 Guidelines on providing accommodation to outside agencies:
Following guidelines shall be followed in the matter of providing accommodation
to outside agencies at the project sites of the Corporation during construction
plan:
1. During the initial stage, temporary accommodations for housing Post
office, Police post and office of the Revenue Department may be provided
free of charge.
2. Bank authorities will be advised to construct their own building for
accommodating the Bank and initially temporary accommodation can be
given at charges.
522
3. In respect of residential accommodation for the employees of Bank, Post
Office, Police and CISF the following guidelines may be followed:
a) Employees of Police Department may be given dormitory type
accommodation, without charging any rent near the Police Station.
b) Employee of CISF/Security Agency may be given accommodation
in terms of the agreement made with CISF/Security Agency.
c) Employees of Post Offices, subject to availability, may be give full
or shared accommodation for which they will pay rent as per rules
applicable to them in case the accommodation was provided by their
own departments.
d) Employees of Central Schools Organization, and other organizations
which establish schools at the sites, may be give housing
accommodation as per the terms of agreement.
e) Subject to availability of accommodation, only essential numbers
of accommodation may be given to the employees of Bank. The
Bank authorities may, however, be advised to construct their own
housing accommodation as early as possible. If the Bank authorities
require, land can be leased to them for a period of thirty years at the
rate prescribed by the State Government for the purpose of lease in
that area.
f) The above allotments will be made considering the availability and
level of satisfaction in respect of allotment of houses for SJVN ‘s
own employees, so that no imbalance is created by providing
accommodation to such larger proportion of the employees of outside
agencies than the proportion of our own employees.
g) The above allotments will be in addition to the accommodation
reserved in Management’s quota which can be used for allotment to
the employees and outside agencies like Consultants, various
Government Authorities.
h) No accommodation should be given to any Contractor or its
employees unless prior approval of the Director (personnel)/
Chairman is obtained.
12.0 Interpretation of Rules:
In case of any doubt or dispute regarding the interpretation of these rules, the
decision of the Management will be final.
13.0 Amendment of Rules:
The Company reserves the right to amend, add, alter, vary, delete or modify all or
any provisions of these rules at any time without giving any notice or assigning
any reason thereof.
*****
523
524
Annexure-I
STANDARD HOUSE RENT RECOVERY (W.E.F. 26.11.08)
i) For Workmen posted at Project
ACCOMODATION Rates (Rs. ) per month.
W1-W7 W8-W11
“0”/unclassified Type 100 200
accommodation
A 190 290
B 230 660
ii) For Supervisors posted at Project

Type of Quarter Occupied Rates (Rs. ) per
month.
“0”/unclassified Type accommodation 200
A 290
B 660
iii) For Executives:

Grade X class cities Y class cities Z class cities
1 2 3 4
(Rs. p.m.)
E2 to E2A 1780 1340 890
E3 to E4 2180 1640 1090
E5 and above 2750 2060 1380
Above shall be applicable to Company Accommodation at Shimla/ Parwanoo.

a) Company Accommodation at Project/Power Station
(i) HRR shall be @ 60% (rounded to nearest Rs. 10/-) of the Col. 4 of above
Table.
(ii) HRR applicable to highest grade in the allotted cluster shall be recovered
in case of occupancy in below entitled accommodation.
iv) Residential Township at Parwanoo
Type of Supervisor Workmen
Accommodation (Rs. Per month) (Rs. Per month)
‘B’ 890 590
‘A’ 590 390
‘O’/Unclassified 295 195
*****
525
526
INCENTIVE SCHEME FOR
PROMOTING SMALL FAMILY
NORMS
527
528
CONTENTS
RULE TITLE PAGE
1.0 Objective 531
3.0 Eligibility for grant of increments 531
4.0 Nature of Financial Incentives 531
5.0 Special Casual Leave 534
6.0 Authorities competent to issue the required certificate 335
7.0 Medical facilities 535
8.0 General 535
Annexure-I Request for Grant of Financial Incentives for Pursuing 537
Small Family Norms
529
SCHEME FOR PROMOTING SMALL FAMILY NORMS
530
INCENTIVE SCHEME FOR PROMOTING SMALL FAMILY NORMS
1.0 Objective:
The scheme is introduced with a view to encouraging the employees of the Company
to pursue small family norms, consistent with National Population Policy.
2.0 Scope & Coverage:
2.1 The scheme will cover all full time employees of the Company other than lien
holders, deputationists, workcharged, apprentices/trainees, muster roll, daily rated,
casual, badli or substitute employees.
Notwithstanding the above, lien holders/ deputationists will be entitled to the
medical facilities as provided in this scheme for the purpose of pursuing small
family norms.
2.2 The incentive(s) will be admissible to the eligible employee(s) who themselves or
whose spouses undergo sterilization operations; (i) in case of female employees,
who takes recourse to IUCD insertion; and (ii) in case of male employees, whose
spouses undergo such IUCD insertion.
3.0 Eligibility for grant of increments:
The incentive(s) shall be admissible to the employees subject to the fulfillment of
the following conditions of eligibility:
3.1 The employee must be within the reproductive age group. In case of a male
employee, this would mean that he should not be over 50 years of age and his wife
should be between 20 to 45 years of age. In the case of a female employee, she
must not be above 45 years of age and her husband must not be over 50 years of
age.
3.2 The employee should not have more than three living children to be eligible for
the Incentive of Special Increment. However, there will be no such condition as to
the number of living children for the grant of other incentives/benefits under the
scheme.
3.2.1 Where a couple has twins after the birth of their first two children, he/she will be
eligible for the grant of special increment notwithstanding the fact that the number
of children becomes four.
3.3 Only one of the couple will be eligible for the grant of financial incentive(s) at
their option, even when both of them undergo sterilization operation. This is
notwithstanding the fact that both are working in the Company or one of them is
working either in the Company or one of them is working in a Government
Department/Public Sector Undertaking/ Autonomous body/Local Body or any other
organization where similar incentive (s) are admissible. In such a situation the
grant of incentive (s) will be further subject to certificate to the effect that the
spouse of the employee has not claimed and will not claim the same from the
spouse’s employer organization, duly endorsed by the employer, wherever possible.
4.0 Nature of Financial Incentives:
The following two kinds of financial incentives are admissible:
531
4.1 Cash (Lump sum):
A. For Sterilization operations:
Employees having
Less than Three 3 children More than 3

children children
Female employees Rs.400 Rs.150 Rs.120
undergoingtubectomy operation
Male employees undergoing vasectomy Rs.200 Rs.150 Rs.120
operation and female spouses
undergoing tubectomy operation
B. For I.U.C.D. (Intra-Uterine Contraceptive Device) Insertion:

Rs 10/- to the acceptor female employee or spouse of male employee (to be claimed
by the employee concerned).
4.1.1 The cash (lump sum) incentive is inclusive of the incentive admissible, if any,
under the appropriate State/Central Government Schemes.
4.2 Special Increment:
A special increment would be allowed to the various categories of employees who
himself or his spouse undertakes sterilization operation as detailed below:
Category of employees Rate of Increment
Employees in the level of W6 and below Three annual increments
Employees in the level W7 to WI 1 and Two annual increments
S1 to S4
Employees in the level E2 and above One annual increment
The rate of annual increment to be taken into account for the above purpose would
be the incremental rate next due at the time of grant of the incentive.
The above special increment would be treated as personal pay and would remain
fixed and paid to the employee as a separate element of pay, during his/her entire
service in the Company, irrespective of his /her change in pay /rank for any reason
whatsoever.
Special Increment allowed for undergoing sterilization operation prior to
01.01.2007 shall be revised w.e.f. 01.01.2007 to an amount equivalent to 1/2/3
increments as applicable at the minimum of the revised pay scale corresponding
to the grade against which the employees has earned the Special Increment.
For employees who become entitled to Special Increment on or after 01.01.07 the
amount of the same shall be the basic of the applicable rate of increment on revised
pay scale on the date of applicability.
532
4.2.1 In case of an employee drawing pay at the maximum of/beyond the scale of pay
held by his/her, the annual increment referred to above would mean the last
incremental rate of the pay scale held.
4.2.2 If an employee qualifies for the special increment during leave period, the benefit
of increment would not be admissible to him during the leave period.
However, if he had qualified for the same before proceeding on leave, the special
increment would be taken into account for the computation of leave salary.
4.2.3 If an employee is deputed for training and he is allowed to draw the pay and
allowances of the post from which he proceeded for such training, the benefit of
special increment would be admissible to him during such training period.
4.2.4 If an employee qualifies for the special increment during the suspension period,
the same would not be taken into account for the purpose of computation of
subsistence allowance. However, if he had qualified for the benefit before being
placed under suspension, the increment would be taken into account for the
computation of subsistence allowance payable to him.
4.2.5 If an employee qualifies for the special increment during the period of his
deputation/foreign service to another organization, the rate of special increment
to be allowed in the form of personal pay would be equivalent to the amount of
increment to which he would have been entitled to but for his proceeding on
deputation/foreign service. However, no deputation allowance would be admissible
on such personal pay.
4.2(A) Half percent (½ %) rebate in the rate of interest on HBA will be allowed as per
HBA rules.
4.3 Debarring:
4.3.1 If a male employee/the spouse of a male employee, having three living children
undergoes vasectomy operation at a time when his wife/the female employee was
pregnant, he/she would not be eligible for the special increment.
4.3.2 If a female employee/the spouse of a male employee undergoes hysterectomy
operation, she/he would not be eligible for the special increment.
4.3.3 If an employee/the spouse of an employee, who had undergone sterilization before
the effective date of the scheme, undergoes sterilization again after such effective
date due to the earlier operation turning out to be a failure, the employee would
not be eligible for the special increment.
4.4 Effective Date:
4.4.1 The special increment would be admissible with effect from the first of the month
following the date of sterilization.
4.5 Procedure for grant of financial incentive(s):
4.5.1 An eligible employee may apply on the prescribed application form as at
Annexure-I through proper channel, for the grant of the financial incentive(s) to
533
the Head of Personnel and Administration of the concerned unit/division along
with requisite certificate(s) from the prescribed authority as mentioned in clause
6.0. The application will be processed in the concerned Personnel Department
and put up to the General Manager/Head of the Unit or any other officer nominated
by him in this behalf for his consideration and sanction of the grant of financial
incentive (s). Thereafter the sanction order will be issued by the concerned
Personnel Department.
4.6 The grant of the special increment will be subject to the condition that the employee/
spouse of the employee for whom the benefit has been claimed, if takes resort the
recanalisation for by reason whatsoever, the fact would be reported to the concerned
Head of Personnel & Administration forthwith. For this purpose, an undertaking
as set out in Annexure-I shall be obtained from the employee concerned before
granting him the benefit of special increment. In case of such recanalisation, the
special increment shall stand withdrawn from the date of recanalisation.
5.0 Special Casual Leave:
5.1 The employee/the spouses of the employees perusing small family norms would
also be entitled to special casual leave as detailed hereunder:
Sr.
Nature No of days Remarks
No.
Male employees undergoing
6 working
vasectomy operation. (If spouse Starting from the date of
1 days at a
is working in SJVN no SCL sterilization
stretch
will be sanctioned to spouse.
2 Female employees undergoing tubectomy operation:
14 working
a) Non-puerperal days at a -do-
stretch
Will be covered by the
b) Puer-peral Nil maternity leave taken, due
or otherwise.
Spouse of male employees
7 working
undergoing tubectomy Starting from the date of
3 days at a
operation (both puer-peral & sterilization
stretch
non-puerperal)
Working spouses (in SJVN ) of
Starting from the date of
4 male employees undergoing -do-
sterilization
tubectomy operation
a) To be granted to the
male employee.
a) Non-puer-peral -do-
b) From the date of
sterilization.
b) Puer-peral Nil -
Female employees taking
5 1 day For day of insertion
recourse to IUCD insertion
534
5.2 There is no objection to an employee combining the special casual leave with
casual leave alone or other kind of regular leave as may be due to him/her but not
both (casual leave & regular leave).
5.3 In such circumstances where first vasectomy operation performed on a male
employee or the first tubectomy operation performed on a female employee was a
failure and the concerned person has to undergo a second sterilization operation,
the above benefits of special casual leave would also be admissible for a second
time provided the authorized doctor certifies to the effect that the first operation
was a failure and subject to counter signature of such certificates by the Company’s
Authorized Medical Officer.
6.0 Authorities competent to issue the required certificates:
6.1 In order to be eligible for the benefits under this scheme, the sterilization operation/
the insertion of IUCD must be conducted in and the certificate issued by the
Company’s own dispensary/hospital or any Govt. hospital/clinic or any other
hospital/clinic notified (by name) by the Management for medical attendance and
treatment of its employees. For this purpose, the term “Government Hospital”
includes a military hospital, a hospital maintained by a local authority, a hospital
run by railway administration/ other public sector undertakings and any other
hospital with which the Central/State Governments have arrangements for treatment
of the Government servants. Where this may not be possible, such a certificate
from a voluntary institution getting grants from the Government of India/State
Governments for conducting the operations or any other institution approved/
recognized by the Central Government for the purpose, will also be acceptable
subject to the same being duly countersigned by a (Government) Civil Surgeon or
District (Government) Medical officer.
6.1.1 In case of vasectomy operation the authority issuing sterilization certificates must
also certify the complete absence of sperms and that the operation has been
completely successful.
7.0 Medical facilities:
7.1 The facility of sterilization operation/IUCD would be available free of cost to the
employees/their spouses in the Company’s dispensary/hospital.
7.2 Where the facility cannot be availed of in the Company’s dispensary/hospital either
due to lack of such facilities or due to non-existence of such dispensary/ hospital,
the expenses incurred in connection with sterilization operation or insertion of
IUCD will be reimbursed to the employees as if it were medical attendance and
treatment under the relevant Medical Attendance Rules, provided the facility is
availed of in one of the hospitals/institutions mentioned in clause 6.0.
8.0 General:
1. In case of any doubt with regard to any provisions of the scheme and also in
respect of cases/matters not covered herein, the same should be referred to
Corporate Personnel Department for decision/ clarification.
2. General Manager of the Project and in case of Corporate Centre, Director
(Personnel) will be competent to sanction benefits under these Rules.
*****
535
536
Annexure -I
SJVN LIMITED
(Corporate Personnel Department)
Request for Grant of Financial Incentives for Pursuing Small Family Norms
(Vide Rule 4.5)
l. Name ......................................... 2. Employee No .............................
3. Designation ..................................... 4. Department ............................
5. Scale of Pay ................................... 6. Basic Pay ..................................
7. Date of Sterilization Operation/ .......................................................................
insertion of I.U.C.D.
8. Name of Doctor/Clinic/Hospital: ......................................................................
(Certificate to be enclosed)
9. Sterilization/insertion of IUCD undergone by: Self/Spouse
10. Name of the spouse:
(To be indicated if the answer at Serial No. 9 is spouse)
11. Age/Date of Birth: .............................................. a) Self
b) Spouse 1
12. No of living children:
13. In case number of children is four, please: Yes/No
state if the last two children were born as twins
DECLARATION
1. I certify that:
i) I/My wife Smt .......................................... am /is not pregnant on this date.
ii) I/my wife Smt ............................. have/has not undergone hysterectomy
operation on medical grounds,
iii) I/my spouse have/has not undergone this sterilization operation due to the
earlier sterilization operation, undergone prior to date of issuance or order,
turning out to be a failure,
iv) I/my spouse have/has not received any amount from any authority under
any State/Central Government Scheme/1/ my spouse have/has received
Rs………….For undergoing this sterilization operation from………………
v) My husband /wife is not employed;
vi) My husband/wife is employed in but he/she not and will not claim any
financial incentive from his/her organization for this kind of sterilization
operation (to be supported by a certificate from the latter organizations,
wherever possible).
537
2. I solemnly declare that the information furnished by me in reply to the various
items indicated above is true to the best of my knowledge and belief.
It is, therefore, requested that I may please be granted the financial incentive
as admissible under the rules.
If I/my spouse have/has to take resort to recanalisation for any reason whatsoever, I
undertake to report the fact forthwith to the concerned Personnel Department.
Date: Signature
Forwarded to the Personnel Manager
Date: Controlling Officer (Designation and Department)

(For use in Personnel Department)
1. The application has been scrutinized in terms of the rules and it is certified that:
a) the applicant fulfils all the eligibility conditions and other requirements of
the rules; and
b) the facts stated in the application are correct as per the official records.
2. It is recommended that the following financial incentive(s) may be granted to the
applicant.
a) Cash (lump sum): Rs.
b) Special Increment: Rs.
Date: Signature of Personnel officer/
Sr. Personnel Officer
The financial incentive (s) as proposed at 2 (a) and/ or 2 (b) is hereby sanctioned to
the applicant.
Date: Signature of Sanctioning Authority
538
COMPANY VEHICLE RULES
539
540
CONTENTS
RULE TITLE PAGE
1. Short Title 543
2. Scope and applicability 543
3. Definitions 543
4. Attached Vehicles 543
5. Pool Vehicles 544
6. Use of Pool Vehicle for non-duty purposes 545
7. Parking of Company Vehicles 546
8. Purchase of company Vehicles 546
9. Hiring of Company Vehicles 546
10. Repair of Company owned Vehicles 547
11. Maintenance of logbook 547
12. Norms for fuel consumption 547
13. Duties of Incharge of Common Pool 547
14. Life of Vehicle 548
15. Writing-off of Company owned Vehicle 548
16. Auction of the vehicles 549
17. Interpretation of rules 549
Annexure-I Requisition for Staff Car 551
Annexure-II Log Book 552
Annexure-III Summary of fuel Consumption & Performance Report 553
541
542
1.0 Short Title:
1.1 These Rules shall be known as SJVN Company Vehicle Rules.
2.0 Scope and applicability:
2.1 These Rules shall cover all the offices including projects. These rules shall apply
to Company owned as well as hired vehicles.
3.0 Definitions:
In these Rules, unless the context otherwise requires:
3.1 “Company” means SJVN Limited.
3.2 “Company Vehicle” means vehicles owned by the company as well as hired
vehicles.
3.3 “Attached Vehicle” means company vehicle attached to an executive under Para
4.0.
3.4 “Pool Vehicle” means vehicle kept in pool under Para 5.0
3.5 “Incharge of Pool” means Executive notified under para 5.3.
3.6 “Executive” means an employee in the Executive Grade including employees on
deputation and Board level employees.
4.0 Attached Vehicles:
4.1 CMD, Functional Directors and Executive Directors are entitled for attached
company vehicle. The Head of Project not below the rank of General Manager
shall also be entitled for attached vehicle.
4.2 Monthly recovery in respect of attached vehicles shall be as under:
Type of vehicle Rs./Month.

1. A/c Vehicle. 780
2. Non A/c car 490
4.3.1 Executive, who has been provided with an attached vehicle, may use the attached
vehicle for non-duty journey. The ceiling of non-duty journey shall be as under:
Sl. No. Name of the city. Monthly ceiling for non-duty journey.
1. Delhi 1,000 Km. per month.
2. For all other places. 750 Km. per month.
4.3.2 Executives, who have been provided attached vehicles, may use attached vehicle
during leave period not exceeding two months. The journey will be treated as
non-duty journey.
543
4.3.3 The Executive concerned can use the vehicle for more than 1000 Kms/750Kms in
a month but at the end of the financial year the total Kms. will be worked out & if
executive has travelled more than 12000 Kms/9000Kms as the case may be, the
extra Kms will be charged at the rate indicated at 6.1.4 and any unused Kms will
lapse at the end of the financial year.
4.3.4 In case of the company vehicle attached to an Executive, the journey between
residence and office/place of employment would be treated as official and the
entitlement will be guided by the headquarter of the Executive.
5.0 Pool Vehicles:
5.1 The number of vehicles required (including own & hired vehicles) for pool shall
be decided by Corporate Office. The deployment shall be considered based on the
functions, number of executives, location etc.
5.2 There shall be two types of pool vehicles.
a) Vehicles available in the Common Pool.
b) Vehicles provided to the Department/Division/Group on functional basis.
5.3 The Incharge of Pool shall be as under:
a) There shall be an Incharge for the Common Pool to be notified by Director
(Personnel)/Head of the Project, as the case may be.
b) In each Department/division/Group where pool vehicles is/are provided,
an Executive not below the rank of Dy. Manager shall be notified by
director (Personnel)/Head of the Project as Incharge of Pool, as the case
may be.
5.3.1 The pool vehicles shall be under the administrative control of incharge of pool.
5.4.1 The pool vehicles are primarily meant for catering the need of urgent office works,
local purchases, site inspections, protocol and liaison work, visits to the Government
Offices/other agencies and use by VIPs, World Bank, official of Ministry and
other government Departments. However, pool vehicle can also be used by an
Executive, if, he is required to work beyond 9 PM &/or is called before 8 AM &/
or on holidays. Also an Executive of a section can requisition for pool vehicle for
other staff members, if they are required to work beyond 9 PM & call for duty
before 8 AM (Annexure –I).
5.4.2 Executives E7 & above will be permitted to use pool vehicles while on tour subject
to availability. An Executive who has availed the pool vehicle will not be entitled
for local conveyance on tour for the journey performed by pool vehicle unless and
otherwise because of break down or any other circumstances the vehicle could not
be used by the Executive and the Executive had to hire a taxi.
5.4.3 Executives who are drawing conveyance reimbursement as per extant policy should
use their own conveyance. However, an executive may use pool vehicle for official
purpose if journey undertaken by him is beyond the limit prescribed or the place
of visit is such where a personal vehicle cannot go for want of permit or the place
544
of duty is such that Public/Private vehicles are not allowed/cannot be parked or
during the visits of dignitaries/officials the Executive has to accompany them or
where place of work is in tough terrains like tunnels, constructions sites etc.
5.4.4 Executives intending to use Pool Vehicles (including vehicles provide to a Deptt./
Div./Group on functional basis) shall send a written requisition in the format as
given in the Annexure –I to the Incharge of Pool duly approved by the respective
HOD not below the rank of Sr. Manger. HOD will also submit requisition to
incharge of pool. The incharge of pool vehicle will make the vehicle available
depending on the availability.
5.4.5 The deployment for pool vehicles shall be permitted by the Incharge of Pool based
on the requisition for the places from Nathpa to Parwanoo/Chandigarh. For other
places the specific approval of Director (Personnel)/Head of the project is essential.
6.0 Use of Pool Vehicle for non-duty purposes:
6.1.1 The pool Vehicle may be permitted to be used by an Executive for non-duty journeys
in extreme emergencies and pressing circumstances. There shall be a prior approval
for such journey by following Competent Authority.
Competent Authority Employees Posted at-

Director (P) Shimla
Head of the Project Project
Local Head Other Places like Delhi, Solan
and Parwanoo.
The Director (P) will declare Local Head for this purpose.
6.1.2 The use of pool vehicle is not permissible for journeys to places of entertainment,
public amusements, and pleasure trips etc.
6.1.3 Official journey shall have preference over non-duty journeys.
6.1.4 For non-duty journey following will be the rate.
Type of vehicle Rate of recovery of journey (Rs./per KMs)
Car/Jeep (Petrol/Diesel) Rs. 5/- PKM
6.1.5 The Charges as indicated at 6.1.4. will be for the total journey i.e. to & fro whether
the executive uses the vehicle for coming back or not. In the event the vehicle is
kept for the night at any place during private use, an extra amount of Rs. 100/- per
night will be charged over & above the rate as stipulated under Para 6.1.4 In the
normal circumstances the vehicle shall come back the same day or next day & no
detention charges will be levied. However in exceptional circumstance if the vehicle
is allowed to be kept for additional days extra charges for 100/- will be levied.
This is further subject to the condition that if the Kms run at the halting station is
more than 100 kms the actual per km rate will be charged. At the time of
545
commencement of journey the Incharge of Pool will check the km reading & sign
the same. On return from the journey, the Km reading has to be signed by the
employee & counter signed by the Incharge of Pool. The copies of the logbook
will be sent to F&A alongwith approval, which should spell out the destinations,
purpose, time and date. F&A will calculate the total kms used, the charges calculated
as per the above and if the total Kms is less than the total amount worked out
based on the Kms used and detention charges/ night halt charges the higher of the
two will be taken for consideration.
6.1.6 During the use of pool vehicle or/and detention thereof for non-duty purposes
when it gives rise to the claim of overtime allowance, if any, such overtime
allowance due to the chauffeur shall be recovered from the executive using the
pool vehicle in addition to the flat rate and the detention charges prescribed under
these rules.
6.1.7 Use of pool vehicle for non-duty purpose without prior approval of Authority
specified in these rules is liable for Disciplinary Action.
7.0 Parking of Company Vehicles:
7.1 All Company Vehicles (including attached vehicles) shall be parked in the garage
or at the place identified and notified.
8.0 Purchase of company Vehicles:
8.1 The purchase of Company Vehicle shall be made with prior approval of the CMD.
The rates and service conditions should not be higher/inferior to those stipulated
in DGS and D rate contract. If a particular model with required features, intended
to be purchased, is not available in DGS and D rate contract, the same may be
purchased from the open market from the Authorized Dealers/Original Equipment
manufacturers after collecting atleast 3 quotations by committee with atleast one
representative from F&A Department from nearby places.
9.0 Hiring of Company Vehicles:
9.1 Where it is not possible to meet the requirement of vehicles by providing company
owned vehicles, the vehicles may be hired form open market as per approved rate
contract. If no rate contract is available the vehicles may be hired as per work &
procurement policy of the company. While hiring the vehicle it should be ensured
that vehicle shall, as far as possible, not be more than 2 years old and is in good
condition.
10.0 Repair of Company owned Vehicles:
10.1 All Company owned vehicles shall be repaired/maintained/serviced at the workshop
of the company, if any. Due to the lack of facility or otherwise the same cannot be
carried out in the workshop of the company, repair/maintenance/servicing shall
be done at Authorized Service Station or Empanelled Agencies. The Agency can
be empanelled with the approval of Director (Personnel)/Head of the Project, as
the case may be, on the basis of recommendation of a committee consisting of a
representative from F&A, one representative from Procurement and Incharge of
Common Pool. The Incharge of Pool can carry out minor repair from other Agencies
546
in exceptional circumstances through imprest upto Rs. 1000/- or through
credit bill upto Rs. 1000/- per occasion subject to a maximum of Rs. 5,000/- per
annum per vehicle. However, the bill shall be routed through the incharge of
Common Pool.
11.0 Maintenance of logbook:
11.1 In case of Sr. Executives in the rank of ED & above, the entries in the logbook
may be made and signed by their ES/PS/PA on behalf of the executives. The
Executives will however be responsible for the entries made by their ES/PS/PA.
In respect of other Executives the concerned Executives shall make the entries in
the logbook. In emergency/exceptional cases if a non-executive uses a vehicle the
logbook will be counter signed by an executive not below the rank of E-2, after
authorization from the respective HOD not below the rank of Sr. Manger.
11.2 When the vehicle is sent for repair/filling of fuel/washing etc., the logbook shall
be signed by incharge of pool by specifying the purpose of journey.
11.3 Whenever, vehicle is used by VIP(s) or Company Guests, the Incharge of Pool or
his authorized representative will sign/countersign the logbook by giving the detail
of journey including name and Designation of the VIP/Company guest.
11.4 Against each vehicle two logbooks (Annexure-II) will be issued at the beginning
of the financial year to be maintained for alternate months. At the end of each
month the log book of the month will be submitted to the Incharge of Common
Pool while the other shall be maintained for the subsequent month and so on.
11.5 The logbook in respect of each company vehicle shall be completed at the end of
the calendar month and summary be recorded in the log book showing the details
of fuel consumed and performance of vehicle per Ltr. Etc. as indicated in the
Annexure–III.
11.6 At the end of the Financial Year logbook in respect of pool/attached vehicle be
submitted to the incharge of common pool.
11.7 The logbook will be preserved for a period of five years reckoned from the date of
the last entry in the logbook. However no logbook will be destroyed until the
Audit or any other objection is settled with respect to the vehicle.
11.8 In respect of pool vehicle, incharge of pool shall be responsible for maintaining
the logbook as per provision of these rules. In respect of attached vehicle, the
Executive to whom vehicle is attached will be responsible.
12.0 Norms for fuel consumption:
12.1 The norms for fuel consumption for year wise model of each type of vehicle shall
be notified from time to time by Corporate Office.
13.0 Duties of Incharge of Common Pool:
13.1 Incharge of Common Pool will have the following main responsibilities.
a) Maintenance/repair/servicing of company owned vehicles.
b) Getting approved Fuel consumption norms for all company owned
vehicles.
547
c) Renewal of Registration Certificate, Insurance, pollution and other
statutory requirements in respect of company vehicles.
d) An inventory of equipments if the maintenance/repair is carried out
departmentally.
e) To obtain log book within 7 days of completion of each month and check
whether the vehicle has been used in accordance with norms & terms
specified under these Rules.
f) Obtaining of logbook in respect of each company vehicle including hired
vehicle within 15 days of end of the Financial Year. Preserve the same as
per requirement of these rules.
g) Test of company vehicles for fitness for journey.
h) Identification of parking space for Pool & Attached Vehicle & notification
of the same.
i) Maintaining record (including expenditure) of repair/maintenance/
servicing.
j) Submission of monthly report for each vehicle giving the details of
monthly consumption of Fuel, Oil, and expenses incurred on account of
Running & Maintenance, mileage per Ltr, maintenance/per Km.
14.0 Life of Vehicle:
14.1 The life of vehicle, in terms of distance run (in Kms.) and length (in year) which
ever reached later, have been fixed as under:
Sl. No. Type of Vehicle Kilometers Years

1. Motor vehicles fitted with 1,50,000 6
engines upto 20 hp (RAC)
This would be the minimum before a vehicle is considered for condemnation

15.0 Writing-off of Company owned Vehicle:
15.1 A committee shall be constituted by Director (Personnel)/head of Project, as the
case may be, for examining the vehicle and putting up the recommendations to the
Competent Authority (i.e. Director (P)/Head of the Project) for writing-off of the
vehicles in the following events:
a) if the life of vehicle has reached as stipulated in Para 14.1 or/and.
b) In case major accident takes place and the vehicle is beyond economic
repair.
15.1.1 The Committee shall be as under:
a) Incharge of Common Pool.
b) Representative from F&A Deptt.
548
c) Mechanical Engineer who has experience in Auto Mobile field.
d) Representative of Procurement Group.
15.1.2 The Committee shall analyze the following before submitting their recommendation
to Director (Personnel)/Head of Project, as the case may be.
a) The Book value of the vehicle as on the date.
b) The total expenditure on repair and maintenance of the vehicle in
preceding 3 years.
c) Mileage per Ltr. of Fule.
d) Repair & Maintenance cost per km.
e) Physical condition of vehicle in respect of body/tapestry/chassis etc.
f) The expected expenditure on repair of vehicle if the vehicle has to be put
to use.
g) The committee shall give its opinion whether the vehicle can be used
economically.
16.0 Auction of the vehicles:
16.1 After due approval of the Competent Authority (i.e. Director (P)/Head of the
Project) for condemnation, the vehicle shall be auctioned in accordance with the
provisions of the procurement policy.
17.0 Interpretation of Rules:
17.1 In case of any doubt or dispute regarding the interpretation of these Rules or
implementation, the decision of Director (P)/CMD will be final.
18.0 The Management reserves the right to amend and modify the Rules as per
Government Guidelines and other needs of the Company.
*****
549
550
ANNEXURE-I
REQUISITION FOR STAFF CAR
Name : ....................................................... Designation ........................................
Required on (date) ........................................... Department .......................................
From ............................................................... To .........................................................
Place where required ............................... Places to be visited ..........................
Purpose .......................................................
Date
Signature of Emp.________________
Signature of the Head of the Deptt
551
Annexure - II
552
Annexure-III
Summary of fuel Consumption & Performance Report
The month of __________________________
No of Pool On 1 st On Last Kms. Total Average Remarks.

Vehicles day day Covered quantity of Kms. Per
Petrol litre
comsumed
(in liters)
1 2 3 4 5 6 7
Date ……………………. Signature of Incharge
553
554
AMENITIES TO SENIOR
EXECUTIVES
555
556
CONTENTS
RULE TITLE PAGE
1.0 Furnishing of Office at Residence 559

2.0 Electricity and maintenance of Gadget Charges 560
3.0 Expenditure on Entertainment 561
4.0 Expenditure on Attendant 561
5.0 Buy-Back of Car Attached to CMD/Directors 561
Annexure I List of items for furnishing of Office at Residence under 563
Monetary Ceiling, alongwith Life Span & Rate
of Depreciation
Annexure II Facilities / Items on Functional Requirement at Residential 565
Office, alongwith Life Span & Rate of Depreciation
557
AMENTIES TO SENIOR EXCECUTIVES
558
AMENITIES FOR THE SENIOR EXECUTIVES
Senior Executives at the level of AGM & above are entitled for following amenities for
Office at Residence.
1.0 FURNISHING OF OFFICE AT RESIDENCE
1.1.0 The ceiling for furnishing office at residence shall be as under for items listed at
Annexure I (alongwith Life span, Depreciation etc.) :
Level Ceiling
Chairman & Managing Director Rs. 1,25,000/-
Directors Rs. 1,00,000/-
General Manager/ ED Rs. 75,000/-
AGM Rs. 50,000/-
1.1.1 Beyond above ceiling items can be provided on the basis of Functional
Requirement. List of such items are detailed at Annexure II alongwith Life span,
Depreciation etc.
1.1.2 In case of elevation/promotion to the next higher grade or revision of monetary

ceiling, the executive shall be entitled for differential amount.
1.2 Procurement
1.2.1 The Furniture/furnishing items etc. as per entitlement are ordinarily be procured
and provided at their residential offices by the Corporation. However, if a officer
so chooses, he may purchase the same from a bonafide supplier of his choice and
forward the bill to the Company for payment to the supplier concerned.
Alternatively, the officers can also ask for advance and submit the bills for
adjustment.
1.2.2 While purchasing furniture/furnishing etc. if an officer exceeds his entitlement,

he has to bear the excess/additional amount himself, restricting the company’s
liability to the extent of his entitlement at the time of purchase.
1.3 Maintenance
The repairs and maintenance of the furniture items shall be undertaken by the
Company/Executives. For replacement of upholstery and cushions etc. of Sofa-
Sets, polishing/painting of furniture at Residential Offices, the amount admissible
for such repairing and maintenance shall be restricted to 25% of the original cost
of the item. The reimbursement will be at actuals limited to the ceiling, subject to
production of bills. The time-span for repairing of Sofa Set etc. is indicated below:
559
Sr. No. Item Period
1. Upholstery, Cushion & other materials etc. of Once in four years
Sofa set/ other furniture.
2. Dry cleaning of Carpet and upholstery of Once in every two

furniture items (including polishing/painting years.
of furniture).
1.4 Purchase/Buy-Back
1.4.1 Items purchased under this Schemes shall be compulsorily bought back by concerned
executives on superannuation/separation on account of expiry of tenure or resignation
at depreciated value or 10% of the original cost of the items, whichever is higher.
In respect of curtains and carpets 10% of original cost is to be recovered but no
recovery is to be made after expiry of 5 years from purchase.
1.4.2 Serving employee shall have the option to buy back the items on expiry of the life
span at depreciated value or 10% of the original cost of the item whichever is
higher. Replacement shall be provided for items, which have been bought back on
expiry of its life span or option to continue with the existing items even after
expiry of life span. In respect of curtains and carpets no recovery is to be made
after expiry of 5 years from purchase.
1.4.3 The depreciation of all items other than Mobile Phone shall be calculated on
straight-line method and at the time of expiry of its life span the difference between
depreciated value and the buy-back price as per books, if any shall be written off.
1.4.4 The depreciation of Mobile Phone shall be calculated on proportionate basis with
reference to their life span.
1.4.5 Full year depreciation for the financial year shall be counted/allowed for all the
items in the year of its purchase and year of buy back.
2.0 ELECTRICITY AND MAINTENANCE OF GADGET CHARGES
2.1 The ceiling for Electricity and maintenance of gadget Charges at Residential Office
shall be as under:
Level Rates
Chairman & Managing Director Rs. 36,000/- per Year
Directors Rs. 30,000/- per year
Executive Director & General Rs. 12000/- per year
Manager
560
3.0 EXPENDITURE ON ENTERTAINMENT
3.1 Expenditure on account of entertainment at Residential Office shall be reimbursed
as under:
Level Rates
Chairman & Managing Director Rs. 2250/- per month
Directors Rs. 1900/- per month
Executive Director Rs. 1500/- per month
General Manager Rs. 1150/- Per month
AGM Rs. 750/- per month
4.0 EXPENDITURE FOR ATTENDANT

4.1 Chairman & Managing Director/ Full-time Directors shall be entitled for one
Company’s Attendant at Residential Office or reimbursement of expenditure for
one attendant as per payment of Minimum Wage Act on certification basis.
4.2 ED/GM shall be entitled for Reimbursement of minimum wages notified by the
State Govt. for unskilled worker towards a full time attendant.
5.0 BUY-BACK OF CAR ATTACHED TO CMD/DIRECTORS
5.1 The CMD/Functional Directors may Buy-Back the car attached to them on
superannuation at the depreciated value or 10% of Original cost whichever is
higher subject to car having clocked 45,000 KMs Mileage.
5.2 The Life Span and Rate of Depreciation of Car attached to CMD/Directors shall
be 5 years and 20% respectively.
5.3 In case the mileage of Car is less than 45,000 KMs an additional amount equivalent
to 5% of original cost for every shortfall of 5,000 KMs shall be recovered.
5.4 Corporate P&A Department will issue mileage certificate in respect of vehicle
attached to the CMD/Directors for Buy-Back on the basis of Log-book/record.
5.5 The above facility shall be allowed only once in entire career to CMD/Functional
Directors who have not availed similar facility in some other PSU’s/Govt.
Organization.
5.6 The depreciation shall be calculated on straight-line method. Full year depreciation
for the financial year shall be counted/allowed for the year in which car is purchased
and buy back
*****
561
562
Annexure I
LIST OF ITEMS FOR FURNISHING OF OFFICE AT RESIDENCE UNDER
MONETARY
A.LIST OF ITEMS
Sr. No. Items Sl. No. Items
1. PC with Printer with necessary peripherals. 13. Cup-Board.
2. Computer furniture 14. Easy Chair.
3. Invertors. 15. Curtains.
4. Cordless/Mobile Phone. 16. Table Lamp.
5. Answering Machine. 17. Carpet/Mat flooring.
6. Sofa Sets/ Sofa cum bed. 18. Colour TV/DVD.
7. Centre Table. 19. Fridge.
8. Peg Table 20. Almirah.
9. Writing Table with side box. 21. Heater/Fan.
10. Revolving Chair. 22. Micro wave oven.
11. Visitor Chairs. 23. Water purifier.
12. Divan with mattress. 24. AC.
Items not listed above shall be determined with the approval of CMD alongwith Rate of
Depreciation & Life Span
B.LIFE SPAN AND RATE OF DEPRECIATION OF ITEMS
Items Rate of Life Span
Sr. No. Depreciation
1. Furniture & Fixtures including Almirah, 10% 7 years
Heater.
2. Colour TV/DVD, Fridge, Micro wave 25% 4 years
oven/water purifier & Fan.
3. AC/Oil Filter Radiators 25% 4 years
4. Answering Machine, Inverter, Cordless 25% 4 years
Telephone
5. PC with Printer 60% 4 years
6. Computer Furniture 10% 7 years
7. Mobile Phone 25% 4 years
8. Curtains/Carpets Consumable. 5 years
*****
563
564
Annexure II
FACILITIES / ITEMS ON FUNCTIONAL REQUIREMENT
Facilities/ Benefits CMD Functional ED GM AGM
S.N.
Directors
In Rs. (Inclusive of Tax)
1 Items based on functional requirement :
1.1 Inverter 8000 8000 8000 Not Not
Admissible Admissible
1.2 2 Batteries of 18000 18000 18000 Not Not
Inverter* Admissible Admissible
1.3 Personal 40,000 40,000 40,000 40,000 Not
Computer with (including (including Admissible
printer, necessary Computer Computer
peripherals & Note Note
computer Book) Book)
furniture*
1.4 Fax Machine Admissible Not Not Not Not
Admissible Admissible Admissible Admissible
1.5 Air Conditioner* 02 AC 02 AC 01 AC 01 AC Not
(22000 (22000 (22000 (22000 Admissible
each with each with with with
installation) installation) installation) installation)
1.6 Cordless 7000 (with 7000 (with 7000 (with 3500 3500
Telephone Answering Answering Answering
machine) machine) machine)
2 Other facilities
2.1 Reimbursement 1000 800 400 400 400
of cost of
Newspaper/Maga
zine (per month)
2.2 Credit Cards Annual Annual Fee 1500 1500 750
Fee of any of any 2 (for 2 no. (for 2 no. (for One
2 Cards Cards VISA/ VISA/Mast Card)
Master Card) er Card )
2.3 Reimbursement 2 Clubs 2 Clubs 1500 as 1500 as Not Adm-
of fee for Club Membe- Membe- entrance entrance issible
Membership rship rship fee and 100 fee and 100
pm as Club pm as Club
fee fee
2.4 Reimbursement 25% of the 25% of the 25% of the Not Not
of the cost of permissible permissible permissible admissible admissible
battery of mobile amount of amount of amount of
set, once in 4 yrs. mobile set mobile set mobile set
*25% of the original cost will be reimbursed as maintenance during the life span.
565
B. LIFE SPAN, RATE OF DEPRECIATION AND RESIDUAL :
Sr. No. Item Life Span Depreciation Minimum

on straight line Residual
method Value
1 Personal Computer with
printer 60%
2 Fax Machine
3 Air conditioner 5 years
4 Inverter 25% 10%
5 Cordless Telephone
6 Battery to inverter consumable item and can be replaced after 3
years
7 Computer Furniture 5 years 15% 10%
*****
566
SCHEME FOR PROVIDING OF
LAPTOP TO EXECUTIVES
567
568
CONTENTS
RULE TITLE PAGE

2.0 Objectives 571
3.0 Eligibility 571
4.0 Amount 571
5.0 Procurement 571
6.0 Life span 572
7.0 Rate of depriciation 572
8.0 Buy back 572
9.0 General 573
Format Undertaking 575
569
SCHEME FOR PROVIDING OF LAPTOP TO EXECUTIVES
570
1.0 INTRODUCTION:
To make the venture successful in the fast changing economy, it is essential for
the organizations to have a computerized working environment. Computerization
not only makes the organization efficient but also assists in better utilization of
information technology. Computerization and Information Technology help in
easier transfer of data and access to updated/latest technology. It is therefore, need
of hour for the organizations to encourage computer based working and develop
computer savvy Human Resources.
Moreover, modern technology is a powerful and integral tool in all the areas of
business operations. IT has assumed one such status and important business
operations such as e-Banking, e-Procurement, e-Commerce etc. are IT enabled.
Modern business Organizations acquires necessary and vital modern technological
tools to conduct their operation optimally, effectively & efficiently.
Use of Laptops enables in eliminating the physical barriers in communications,
and ensures fast retrieval and transfer of data etc. Moreover, the computer savvy
Human Resources is an asset to the organization.
Keeping above in view, a Scheme for Providing Laptop to Executives is detailed
below:
2.0 OBJECTIVES:
2.1 Scheme is proposed to achieve following objectives:
a) To carryout day-to-day business functions optimally, effectively &
efficiently.
b) To facilitate Swift and easier transfer/retrieval of data.
c) For continual qualitative improvement in the working environment.
d) To develop computer savvy Human Resource
e) To stay competitive & successful in the dynamic business environment.
3.0 ELIGIBILITY:
All executives including Board level, Deputationists and Executive Trainees will
be eligible under the scheme.
4.0 AMOUNT:
4.1 Maximum amount (including Sale Tax/Insurance) for procurement of laptop shall
be limited to Rs.50000/-(Rupees fifty thousand only). In case cost of laptop is
more than Rs. 50,000/-, the company will pay Rs. 50,000/- only.
5.0 PROCUREMENT:
5.1 The Executive shall be required to procure the Laptop and produce the same
alongwith its bill to IT &C Department for necessary entry in the record. IT&C
Deptt. will forward the bill to F&A Department for reimbursement.
571
5.2 Alternatively the Executive may produce invoice to IT &C Department which
shall be forwarded to F&A for release of payment directly to the vendor after
making necessary record entry. However, within one month of procurement
Executive will be required to produce the Laptop to IT &C Department for
verification and recording of details of the machine along with the bill for onward
adjustment in Finance Department
5.2.1 If an Executive fails to produce the Laptop for verification within the period of
one month, the concerned Director may allow extension of one month. In case the
Laptop is not produced even within the extended period of one month, the full
amount paid by the company will be recovered from the Executive alongwith
12% per annum interest from the date of payment by the Company.
5.3 In the Company Books proper entry shall be made by F&A Department.
5.4 All bills/invoice shall be raised in the name of SJVN .
5.5 Executives will be required to procure Branded Laptops only as per the minimum
configuration for hardware and software fixed by IT & C Department.
5.6 Procurement of assembled Laptops and pirated softwares shall be strictly
prohibited.
5.7 Executive will be required to submit an undertaking in the prescribed format.
6.0 LIFE SPAN:
6.1 The life of the Laptop shall be four years from the date of entry in the IT&C Deptt.
7.0 RATE OF DEPRICIATION:
7.1 The rate of depreciation shall be 25% per annum. While determining depreciated
value actual cost of the laptop limited to Rs.50,000/- shall be considered.
8.0 BUY BACK:
8.1 On expiry of lifespan, laptop shall be compulsorily bought back by the Executive.
8.2 On expiry of lifespan10% of the cost (limited to Rs. 5000/-) will be recovered
from the salary in two instalments. IT&C Deptt will give intimation to F&A
regarding expiry of life span.
8.3 In case of superannuation/separation pro-rata residual value on monthly basis will
be recovered from dues payable to Executives.
8.4 In the event of buy back of Laptop, difference between the book value and the
amount actually recovered shall be written-back/written-off by the Accounts
Department without any further approval.
8.5 Executives who have been provided Laptop by the Company before introduction
of this scheme shall not be eligible under the scheme till expiry of one year from
the date of implementation of the scheme. However, after one year such Executive
have the option to buy back the laptop on expiry of lifespan by paying 10% of the
cost and new laptop can be procured under the scheme. However, in case of
572
superannuation/separation within one year, Executive may buy back the laptop on
pro-rata basis.
9.0 GENERAL:
9.1 Laptop procured under this scheme shall be meant for official work and will be
the property of Company till expiry of lifespan.
9.2 SJVN reserves the right to verify the Laptop in the office premises as and when
deemed fit.
9.3 As scheme will be applicable for Executive Trainees, thus, suitable modification
shall be made in the offer letter and service bond of Executive Trainees to be
recruited in future.
9.4 The Executive shall be required to maintain and upkeep the Laptop at his own
cost and no maintenance/repair charges will be payable by the Company. Executive
shall also be responsible for safety of the Laptop and in case of theft/damage etc.,
written down value on pro-rata basis shall be recovered.
9.5 No desktops will be provided to the Executive up to the level of Sr. Manager who
has taken the Laptop under this scheme except on functional requirement with the
approval of concerned Director.
9.6 Laptop will remain attached with Executives in the event of transfer also.
9.7 CMD/D (P) will be competent for interpretation & minor modification/ amendment/
relaxation in the scheme.
*****
573
574
Format
SJVN LIMITED
CORPORATE HR DIVISION
UNDERTAKING
I ……………………………… Employee No. …………………………………working

as (designation to be indicated ) …………………………………….. in the
……………………………………..(name of department and place of posting to be
indicated) undertake that I am willing to procure and maintain Laptop as per CPC No.
…………………………………….. dated ……………..
I further undertake that I will make the Laptop available at my work place everyday and
use it for official work.
On separation/superannuation from the company, I undertake to deposit the residual value

as per the scheme with the corporation. In case of failure to do so, I authorize SJVN to
recover the dues from any amount due to me from corporation such as Pay, Leave, Gratuity
etc.
Name : ………………………………………………….
Designation: ……………………………………………
Department: ……………………………………………
Place of Posting:………………………………………
Dated: ……………………… Signature:……………………
575
576
EMPLOYEE’S PROVIDENT
FUND RULES
577
578
CONTENTS
RULE TITLE PAGE
I Preliminary
1. Name of the Fund and its Scope 585
2. Definition 585
3. Fund constituted under an Irrevocable Trust 588
II Board of Trustees
4. Management 588
5 (i) Election of Employee's Representatives 588
5 (ii) Qualification of candidates for Election 589
5 (iii) Procedure for Election 589
5 (iv) Nomination of candidates for Eleciton 589
5 (v) Scrutiny of Nomination Papers 589
5 (vi) Voting in Election 590
6 Terms of Office 590
7 (i) Charge of Trustees 590
7 (ii) Filling of Casual Vacancies 590
8 Resignation 590
9 Cessation and Restoration of Trusteeship 590
9-A Reference to Regional Provident Fund Commissioner 591
10 Disqualification for Trusteeship 591
11-A Control of the Fund 591
11-B Trustees' Power to employ and person for Management 593
12-A Guide Lines for Board of Trustee 593
12-B Trustees' Power to operate Bank Account 595
13-A Bankers of the Fund 595
13-B Investment 596
579
EMPLOYEE’S PROVIDENT FUND
14. Power of Trustees for Sale and Hypothecation etc. of 597
the Investments
15. Receipts for Moneys Received by Trustees 597
16. Meetings 598
17. Notice of Meeting and list of Business 598
18. Chairman to preside at Meetings 598
19. Quorum 598
20. Disposal of Business 598
21. Minutes of the Meeting 599
22. Acts of the Board of Trustees not invalid by reason of 599
defect in its constitution, etc.
III Membership
24. Membership of the Fund 599
25. Re-employed Pensioners 600
26. Retention of Membership 600
26A Resolution of Doubts 600
27 Trustees' Power to Accept Transfer of Accumulations 600
from other Funds
28 Transfer of Member’s Accounts 601
29 Declaration by the person taking up employment after the 601
Fund has been established
IV Contributions
30. Contributions 602
31. Recovery of a Member's Share or Contribution 603
32. Members Recalled for Defence Duty and Members 604
volunteering to take up Military Service during Emergency
33. Payment of Contributions to Trustees 604
580
V Members' Records
34 Allotment of Account Numbers 604
35 Members' Accounts 604
36 Inspection of Accounts by Members 604
37 Nominations 605
VI Accounts and Audit
38 Interest Suspense Account 605
39. Interest 606
40. Accounts and Audit 606
41. Member's Pass Book/Annual Statement of Account 607
42. Cost of Administration of the Fund 607
VII Refundable Advances
43. Purpose for which Temporary/Refundable Advances may 608
be permitted
44. Conditions for withdrawal for various purposes 608
45. Second Withdrawal 609
46. Repayment of Amounts withdrawn 609
VIII Non-Refundable Withdrawals
47 (i) Financing of Member's Life Insurance Policies 610
47 (ii) Conversion of policy into a paid-up one and payment of 611
late fee etc.
47. (iii) Assignment of Policies to the Fund 611
47 (iv) Bonus on policy to be adjusted against payments made 611
from the Fund
47 (v) Re-assignment of policies 611
47 (vi) Recovery of amounts paid towards Insurance Policies 612
48 Advance from the Fund for the purchase of a Dwelling 612
House/Flat, or a Dwelling Site or for Construction of a
Dwelling House or Extension of an existing Dwelling House
581
49 Advance from the Fund for repayment of Loans in 617
Special Cases
50 Advance from the Fund for marriage or Post-Matriculation 618
Education of Children
50-A Computation of period of membership 618
51 Restriction on Grant of Advance 619
52 Grant of Advance to Members affected by cut in the 619
supply of Electricity
53 Grant of advance to members who are physically handicapped 619
53-A Withdrawal within one year before retirement 620
54 Advance in case of illness in certain cases 620
55 Advance in case of natural calamity 621
56 Grant of Advance in Special Cases 621
57 Conversion of Refundable Withdrawal 622
57-A Prohibition against transfer and assignment 622
IX Final Settlement
58 Circumstances in which accumulations in the Fund are 622
payable to a member
59 Unclaimed Amount on Leaving Service, Retrenchment or 624
Death
60 Accumulations of a Deceased Member – To whom payable 624
61 Payment of Provident Fund 625
X Miscellaneous
62 Capital Reserve Account and its Utilization 627
63 (i) Employees' Family Pension Scheme, 1971/1995 628
63 (ii) Employees' Deposit Linked Insurance Scheme, 1976 628
64 Protection against attachment 628
65 Supply of Copies of Rules 628
66 Trustees' Power to amend Rules 628
582
67 Inspection of Cards and Records by the Commissioner 628
68 Arbitration 629
69 Disposal of the Fund 629
70 Winding up 629
71 Provision for Residency matters 629
72 Interpretation 629
Annexures:
I Form of Nomination for Election 631
II Form of Application for admission as a member 633
III Form of Declaration by a person taking up employment 635
IV Standard Table for Levy of damages 639
V Form of Nomination 641
VI Employee’s Provident Fund Ledger Account 643
VII Form for Non-Refundable/Refundable Advance from 645
Provident Fund.
583
584
SJVN LIMITED EMPLOYEES’ PROVIDENT FUND RULES
CHAPTER - 1 PRELIMINARY
1 Name of the Fund and its Scope:
The Fund shall be called "Nathpa Jhakri Power Corporation Limited Employees'
Provident Fund". It will cover all employees of the Company working at any place
in India.
2 Definition:
In these Rules, unless there be something repugnant in the subject or context:-
a) ‘Act’ means the Employees’ Provident Funds and Miscellaneous
Provisions Act, 1952 (Act No.19 of 1952);
b) ‘Apprentice’ means a person who, according to the certified Standing
Orders applicable to the Company, is an apprentice, or who is declared to
be an apprentice by the authority specified in this behalf by the appropriate
Government;
c) ‘Basic Wages’ means all emoluments which are earned by an employee
while on duty or on leave with wages in accordance with the terms of the
contract of employment and which are paid or payable in cash to him,
but does not include:
i) The cash value of any food concession:
ii) Any dearness allowance (that is to say, all cash payments by whatever
name called paid to an employee on account of rise in the cost of
living), House Rent Allowance, Overtime Allowance, Bonus,
Commission or any other similar allowance payable to the employee
in respect of his employment or of work done in such employment;
iii) Any presents made by the employer;
d) ‘Board’ means the Board of Trustees;
e) ‘Chairman’ means the Chairman of the Board of Trustees;
f) ‘Commissioner’ means a Commissioner for Employees’ Provident Fund
appointed under Section 5-D of the Act and includes a Deputy Provident
Fund Commissioner and a Regional Provident Fund Commissioner;
g) ‘Company’ means SJVN Limited;
h) ‘Continuous Service’ means uninterrupted service with the Company
and includes service which is interrupted by sickness, accident, authorized
leave, strike which is not illegal or cessation of work not due to the
employee’s fault;
i) ‘Contribution’ means a contribution payable in respect of member under
the scheme or the contribution payable in respect of an employee to whom
the Insurance Scheme applies.
585
j) ‘Children’ means legitimate children and includes adopted children, if
the Trustees are satisfied that under the personal law of the member,
adoption of a child is legally recognized;
k) ‘Employees’ mean any person who is directly employed and getting his/
her wages directly from employer (SJVN Ltd) excluding person employed
by the contractor, for wages in any kind of work manual or otherwise in
or in connection with the work of the Company."
kk) ‘Employer’ means in relation to an establishment which is an
organization, the Board of Directors of the SJVN LIMITED. including
the agent, the Legal representatives of the Board of Directors, & where a
person has been nominated as a representative of Board of Directors, &
in relation to any other similar establishment/organization, the person
who or the authority which as the ultimate control over the affairs of the
organization & where the said affairs are entrusted to representative of
the Board of Directors.
l) ‘Excluded Employee’ means -
i) An employee who, having been a member of the Fund, withdrew
the full amount of his accumulation in the Fund, under the rules
governing final settlement of accounts in respect of superannuation
or migration for permanent settlement abroad;
ii) An employee whose pay at the time he is otherwise entitled to
become a member of the Fund, exceeds Rs.6500/- per month. ‘Pay’
includes basic wages with Dearness Allowance, Cash Value of Food
Concession (if any) and Retaining Allowance (if any);
iii) An apprentice;
m) ‘Family’ means -
i) In the case of a male member, his wife, his children, whether married
or unmarried and his dependant parents and his deceased son’s i
Provided that if a member proves that his wife has ceased, under the
personal law governing him or the customary law of the community
to which the spouses belong, to be entitled to maintenance, she shall
no longer to deemed to be a part of the member’s family for the
purpose of these Rules, unless the member subsequently intimates
by express notice in writing to the Secretary that she shall continue
to be so regarded; and
ii) In the case of a female member, her husband, her children, whether married
or unmarried, dependant parents, her husband’s dependant parents and
her deceased son’s widow and children;
Provided that if a member by notice in writing to the Secretary expresses
her desire to exclude her husband from the family, the husband and his
586
dependant parents shall no longer he deemed to be a part of the member’s
family for the purpose of these Rules, unless the member subsequently
cancels in writing any such notice;
Explanation:
In either of the above two cases, if the child of a member or as the case
may be, the child of a deceased son of a member has been adopted by
another person and if, under the personal law of the adopter, adoption is
legally recognized, such a child shall be considered as excluded from the
family of the member;
n) ‘Financial year’ means the year commencing on the 1st day of April;
o) ‘Fund’ means SJVN LIMITED Employees’ Provident Fund, i.e. Provident
Fund establishment under these rules.
p) ‘Member’ means an employee who is required, under these rules to
subscribe to the Fund, and shall include such other persons to whom the
Employees Provident Fund scheme may be extended.
q) ‘Secretary’ means the Secretary of the Board of Trustees;
r) ‘Trustee’ means a member of the Board of Trustees;
s) ‘Exempted Employee’ means an employee to whom a scheme or the
Insurance Scheme, as the case may be would, but for the exemption
granted under Section 17 of the Act, have applied;
ss) ‘Scheme’ means the Employees’ Provident Funds Scheme framed under
Section 5 of the Act;
t) ‘Exempted Establishment’ means an establishment in respect of which
an exemption has been granted under Section 17 of Act from the operation
of all or any of the provisions of any Scheme or the Insurance Scheme, as
the case may be, whether such exemption has been granted to the
establishment as such or to any person or class of persons employed
therein;
u) ‘Factory’ means any premises, including the precincts thereof , in any
part of which a manufacturing process is being carried on or is ordinarily
so carried on, whether with the aid of power or without the aid of power;
v) ‘Family Pension Fund’ means the Family Pension Fund established
under the Family Pension Scheme;
vv) ‘Family Pension Scheme’ means the Employees’ Family Pension Scheme
framed under Section 6-A of the Act;
w) ‘Insurance Fund’ means the Deposit Linked Insurance Fund established
under Sub-section (2) of Section 6-C of the Act;
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ww) ‘Insurance Scheme’ means the Employees’ Deposit Linked Insurance
Scheme framed under Sub-section (1) of Section 6-C of the Act;
x) ‘Government Security’ shall have the meaning assigned to it in the Public
Debt Act, 1944 (18 of 1944)
y) ‘Quarter’ means a period of three months commencing on the first day
of January, the first day of April, the first day of July and the first day of
October of each year.
yy) ‘Inspector’ means a person appointed as such under Section 13 of the
Act;
z) All other words and expressions not defined herein-above shall have the
meaning respectively assigned to them in the Employees’ Provident Funds
and Miscellaneous Provisions Act, 1952 and the Employees’ Provident
Funds Scheme, 1952.
3 Fund constituted under an Irrevocable Trust:
The fund shall be constituted under a Trust which shall be irrevocable, save with
the consent of all the beneficiaries. No moneys belonging to the Fund in the hands
of the Trustees shall be recoverable by the Company under any pretext whatsoever
nor shall the Company have any lien or charge of any description on the same,
save as herein provided.
CHAPTER - II - BOARD OF TRUSTEES
4 Management
i) The custody, control and management of the Fund shall be vested in a
Board of Trustees constituted under the Rules of the Fund.
ii) The Board of Trustees shall consist of:
a) Three representatives of the Company: &
b) Three representatives of the Employees.
iii) The trust shall be created under the chairmanship of the employer.
vi) Three representatives at (ii) (a) above shall include the Manager-Finance
at the Corporate Office, New Shimla to be nominated as Chairman of the
Board of Trustees and the Accounts Officer in charge of Provident Fund
Accounts who will be Secretary of the Board. Remaining one
representative will be nominated by the employer.
5 i) Election of Employee’ Representatives:
The three representatives of the employees shall be elected by the members
of the Fund in an election. Election will be held on any working day.
Provided that where there is a recognized Union under the Code of Discipline
or under any Act, such Union shall nominate the employees’ representatives.
Provided further that where there is no recognized Union under Code of
Discipline or under any Act and more than one registered unions are
588
functioning, only the union with the largest number of members but with a
minimum of 15% membership shall have the right to nominate the employees’
representatives and in case there is only one recognized Union functioning, it
shall have the right to nominate the employees’ representatives on the Board
of Trustees if it has a minimum of 15% membership.
ii) Qualification of candidates for Election:
Any employee of the establishment who is a member of the Fund and who is
not less than 21 years of age may, if nominated as hereinafter provided, be a
candidate for election as an employees’ representative. An outgoing Trustee
shall be eligible for re-election or re-nomination as the case may be.
iii) Procedure for Election:
The employer shall appoint a Returning Officer and fix a date for receiving
nominations by him from the candidates for election as employees’
representatives. The employer shall also fix a date for withdrawal of
nomination and the date of election which shall not be earlier than three days
or later than ten days after the closing of the date for withdrawal of nominations.
The dates so fixed shall be notified to the members at least seven days in
advance. The notice shall be affixed on the Notice Board of the establishment.
The notice shall also specify the number of seats to be filled by the employees’
representatives. A copy of such notice shall also be sent to the registered
Trade Union or unions concerned in the establishment and to the Regional
Provident Fund Commissioner. The Election Notice and Procedure should be
published/conducted in the Regional Language besides in English. A copy of
such notice and procedure shall be sent to the Commissioner/Regional
Provident Fund Commissioner concerned.
iv) Nomination of candidates for Election:
Every nomination of candidate for Election shall be made in the Form annexed
to these Rules (Annexure-I). Each such nomination shall be signed by a
Proposer and a Seconder who are members of the Fund and attested by another
member of the Fund. The member so nominated shall also sign the form
signifying his acceptance of the nomination. This form, duly completed, should
reach the Returning Officer on or before the closing date fixed for receiving
the nominations.
v) Scrutiny of Nomination Papers:
The returning Officer shall scrutinize the nomination papers so received on
the next working day following the last day fixed for nominations. The
candidate or his representative may be present, if they so desire. Incomplete/
invalid nomination papers shall be rejected. Any candidate whose nomination
is held valid can withdraw before the date fixed for withdrawal.
589
vi) Voting in Election:
a) If the number of candidates who have been validly nominated is equal to
the number of seats, the candidates shall forthwith be declared duly
elected.
b) If the number of candidates is more than the number of seats, election
will be conducted by the Returning Officer and voting shall take place
on the date fixed for election.
c) The election shall be conducted in the presence of an officer, if deputed
by the Regional Provident Fund Commissioner, to whom a formal
intimation will be sent about such election.
d) Every member of the Fund shall have as many votes as there are seats to
be filled on the Board. Provided that each such member shall be entitled
to cast only one vote in favour of any one candidate.
e) The voting shall be by secret ballot.
6. Terms of Office:
The term of office of the Trustees, shall be five years commencing from the date
of their nomination/election, provided that any such Trustee shall, notwithstanding
the expiry of the said period of five years, continue to hold office until the new
Board of Trustees assumes charge.
7 Charge of Trustees:
i) In the event of a Trustee resigning his office or a Trustee being unable to
continue in office consequent upon death, retirement, resignation from
service, transfer or otherwise, his vacancy shall be filled in the manner
laid down hereunder and any Trustee nominated/elected for filling of
casual vacancies in such an event shall hold office for the remainder of
the term of office of the Trustee in whose place he is so nominated/elected.
ii) Filling of Casual Vacancies:
In the event of Trustees elected or nominated ceasing to be a Trustee
during the tenure of the Board, his successor shall be elected or nominated,
as the case may be in the manner, herein before provided for election or
nomination.
8 Resignation:
A Trustee may resign from his office by letter in writing addressed to the Chairman
and his office shall fall vacant from the date on which his resignation is accepted
by the Board.
9 Cessation and Restoration of Trusteeship:
A Trustee ceases to be on the Board, if he-
i) ceases to be an employee of the establishment; or
ii) ceases to be a member of the Fund; or
590
iii) is a nominee of a representative or recognized union and such union
ceases to be representative or recognized; or
iv) incurs any of the disqualifications mentioned in Rule 10; or
v) fails to attend three consecutive meetings of the Board without obtaining
leave of absence from the Chairman. Provided that the Chairman may
restore him to Trusteeship if he is satisfied that there were reasonable
grounds for such absence.
9(A) Reference to Regional Provident Fund Commissioner:
In case of any dispute or doubt the matter shall be referred to Regional Provident
Fund Commissioner. His decision in the matter shall be final and binding.
10 Disqualification for Trusteeship:
A) A person shall be disqualified for being a Trustee;
i) if he is declared to be of unsound mind by a competent court; or
ii) if he is an un-discharged insolvent; or
iii) if he has been convicted of an offence involving moral turpitude.
B) If any question arises whether any person is disqualified under Sub-rule (A)
above, it shall be referred to the Head of the Personnel Department, Corporate
Office whose decision shall be final.
11(A) Control of the Fund:
i) The Board of Trustees shall have control of the Fund and shall delegate
powers to the Trustee or officials of the estt. For performance of various
function on its behalf under these rules. The Board shall also decide all
differences and disputes which may arise under these rules either as to
the interpretation thereof as to the right and obligations of the
establishment and or of the members and the decision of the majority of
the trustees shall be in all cases final and binding on all the parties
concerned. In the even of an equality of votes the Chairman shall have a
casting vote. If any such decision of the board be deemed prejudicial to
the interest of the members, the matter shall be referred to the Regional
Provident Fund Commissioner, whose decision in the matter shall be
final & binding.
ii) The Board of Trustees may remove from office any trustees of the Board-
a) If in its opinion such trustee or member has ceased to represent the
interest which he purports to represent on the Board: or
b) If he is an employer and has defaulted in the payment of any dues to
the fund. Provided that no such Trustee shall be removed from
office unless a reasonable opportunity is given to such trustee and
the body whom he represent, of making any representation against
the posed action.
591
iii) a) Before a trustee leaves India:
1) he shall intimate to the Chairman of the Board of Trustee of the date
of his departure from and expected return to India: or
2) If he intends to absent himself for a period longer than six months,
he shall tender his resignation.
b) If any trustee leaves India for a period of six months or more without
intimation to the Chairman of the Board of Trustees, he shall be
deemed to have resigned from the Board of Trustees.
iv) a) If a trustee is unable to attend any meeting of the Board of Trustees,
he may, by a written instrument singed by him, addressed to the
Chairman of Board of Trustees and explaining the reasons for his
inability to attend the meeting of the Board of Trustees in his place.
Provided that no such appointment shall be valid unless;
1) Such appointment has been approved by the Chairman of the Board
of Trustees; and
2) The instrument making such appointment has been received by the
Chairman of the Board of Trustees at least seven days before the
date fixed for meeting.
b) A substitute validly appointed under sub-rule(a) shall have all the
rights and powers of a trustee in relation to the meeting of the Board
of Trustees, in respect of which he is appointed.
c) A trustee appointing a substitute for attending any meeting of the
Board of Trustees, shall, notwithstanding anything contained in this
rule, continue to be liable for the misappropriation or misapplication
of the fund by the substitute and shall also be liable for any act of
misfeasance or nonfeasance committed in relation to the Fund by
the substitute appointed by him.
v) (a) The minutes of the meeting of the Board of Trustees showing Inter-
alia the names of the Trustees of the Board present there at shall be
circulated to all trustees present in India not later than three days
from the date of meeting. The minutes shall thereafter be recorded
in Minutes Book as a permanent record.
Provided that if another meeting is held within a period of three
days, the minutes shall be circulated so as to reach the trustees before
such meeting.
b) The records of the minutes of each meeting shall be signed by the
Chairman after confirmation with such modifications, if any, as may
be considered necessary at the next meeting.
592
11(B) Trustees’ Power to employ any person for Management:
The Board of Trustee shall have power to employ any person or persons (including
any one or more of the Trustee or the members) to do any secretarial, legal,
accountancy or other work which they may consider necessary or expedient in
connection with the management of the Fund or funds thereof.
12(A) Guide Lines for Board of Trustee:
1. The Trustees when elected should ensure that there is a proper trust-deed
registered.
2. The Board of Trustees shall meet atleast once in every three months.
3. No business shall be transacted at a meeting of the Board of Trustees
unless at least four Trustees of the Board are present, of whom at least
one should be from employee’s side and one should be from the employer’s
side.
4. Monthly return submitted to the Regional Commissioner should be placed
before the meeting for scrutiny of ht trustees. The trustees attending the
meeting should affix their signatures as proof of their scrutiny. Their
views on the returns should be recorded in the minutes of the meeting.
5. The trustees should ensure that the rules of exempted provident fund
must require approval of all loans by at least two trustees and in case of
a large organization with major plants/offices in different locations, the
trustees may be allowed to delegate approval of loans to two managers
one of whom may be a personal/labour officer(and in his absence Accounts
Officer). Such delegations should be by name of the manager/officer is
well informed and kept advised about applicable regulations.
6. Similarly settlement of accounts (including transfer of accumulations to
another provident fund) should require authorization of at least tow
trustees. All settlements should be specifically checked by the auditors
of the Fund.
7. The Board of Trustees, wherever the amount of provident fund has not
been transferred by the employers to the board of trustees shall pass a
resolution to the effect & forward it to the employer & the Regional
Provident Fund Commissioner.
8. The Trustees should examine if the amount shown as transferred in the
return has in effect been transferred and credited to the Bank account of
the Fund. Specific mention of this scrutiny and findings should be recorded
in the minutes of the meeting.
9. The Trustees should also ensure whether the amount shown as invested
in the last monthly return has in effect been invested and record a
certificate to that effect in the minutes.
593
10. Once in every year the securities should be recorded and scrutinized by
the trustees and their findings should be recorded in the minutes of the
meetings.
11. The report of the Provident Fund Inspector and the correspondences
relating to the trust funds between the employer and the Regional
Provident Fund Commissioner should be placed before the meeting of
Trustees and their views recorded in the minutes.
12. Within six months of the close of financial year the employer should
place the Audited Balance Sheet of the trust before the trustees.
13. The trustees shall, before the close of the financial year declare the rate
of interest for succeeding year.
14. Alongwith the Balance Sheet the Chairman should also furnish an annual
report to the trustees for their consideration and adoption.
15. The Balance Sheet and the Annual Report, after their approval by Trustees,
should be forwarded to the concerned Regional Provident Fund
Commissioner, Recognized Union/Association of Employees.
16. All complaints received from the subscribers should be examined by the
Board of Trustees.
17. The Board of Trustees shall fix a grievance day once in a month.
18. The Board of Trustees shall have a separate Notice Board of their own
and display important decisions, amendments etc. on it. Wherever non-
transfer/non-investment occur the same should be displayed for the
knowledge of the subscribers.
19. The Board of Trustees shall periodically review the issuance of Annual
Statement of Accounts, settlement of claims, Sanction of Advances, etc.
20. The annual report shall contain the followings:-
i) The total number of employees of the establishment in each category
of work at the beginning of the year fresh recruitment made/number
of employees left during the year. The total number of subscribers
at the beginning of the year, the additions during the year and the
total number of subscribers at the close of the year.
ii) The names, addresses of the Board of Trustees.
iii) Total amount of accumulation in the trust with figures at least for
the past two years.
iv) Total amount transferred to the fund (with figures of the last year).
v) The rate of interest and total amount of interest debited/credited to
the fund.
vi) Investments made during the year:-
Details of the securities to be shown.
594
vii) Claims settled and rejected with the amount sanctioned loan
application sanctioned/rejected and the amount distributed.
viii) Balance Sheet, Income and expenditure Account.
x) Constitution/re-constitution of the Board of Trustees, Number of
meeting held during the year and salient decisions.
x) Whether the monthly/annual returns etc. have been submitted to the
Regional Provident Fund Commissioner in time or not. If no, reasons
for the same.
xi) A statement to the effect as to whether all the conditions of exemption
have been complied with.
xii) The Jurisdiction and explanation of the Board in respect of qualifying
remarks given by the Auditors.
xiii) The number of applications for transfer of accounts and their
disposal.
xiv) The position regarding issuance of Annual Statement of Accounts.
The arrears, if any, and the reasons for the same.
xv) The number of inspections carried out and the salient remarks if
any.
21. The annual report and accounts the Provident Fund Trust should be
exhibited on Notice Boards of all offices and factories for a minimum
period of 30 days.
22. The Provident fund money kept aside for obligatory payment towards
settlement of claims and grant of advances to the members may be kept
deposited in the Saving Account opened in any scheduled Bank in the
name of the fund to be operated jointly by two trustees authorized by the
Board, one of them being the employees, representative.
12 (B) Trustees’ Power to operate Bank Account:
Any two Trustees, including one representing the employees, acting jointly,
shall on behalf of the Board of Trustees, operate on the accounts of the Fund
with banks and discharge, receive or otherwise dispose of, as may be necessary,
Government Securities, Interest Warrants etc. relating to the Fund and shall,
on behalf of the Board, re-assign to members in accordance with the Rules
mentioned hereinafter Life Insurance Policies which the member might have
assigned to the Board as security for payment of withdrawals from the Fund.
13(A) Bankers of the Fund
The Bankers of the Fund shall be the Canara Bank & State Bank of India or
such other scheduled Bank that may be selected by the Board of Trustees
from time to time and all moneys deducted by the estt. from the monthly
emoluments of the members and all moneys paid by the estt. as its contribution
595
to the fund shall be paid into the Fund’s Savings Bank Account with the said
Bank/Banks. The name of the said account with the said Bank Shall be SJVN
LIMITED Employees Provident Fund. Withdrawal from this account shall be
by cheques, which shall in respect of each cheque, be signed by two trustees,
one of whom must be representative of the employees.
13(B) Investment:
i) The moneys of the fund not immediately required by the Board of Trustees
shall be invested by the Board of Trustees shall be invested by the Board in
the following pattern prescribed by the Govt. of India from time to time. The
pattern of investment applicable from 01.10.96 is as follows:
Percentage
S.N. Particulars amount to
be invested
(i) Central Government Securities as defined in Section 2 of 25%
the Public Debt Act, 1944 (18 of 1944); and/or units of
such Mutual Funds which have been set up as dedicated
Funds for investment in Government Securities and
which have been approved by the Securities and
Exchange Board of India.
(ii) a) Government Securities as defined in Section 2 of the
Public Debt Act, 1944 (18 of 1944); created and
issued by any State Government and/or units of such
Mutual Funds which have been set up as dedicated 15%
Funds for investment in Govt. Securities and which
have been approved by the Securities and Exchange
Board of India; and/or
b) Any other negotiable securities the principal where of

and interest where on is fully and unconditionally
guaranteed by the Central Govt. of any State
Government except those covered under (iii) (a)
below.
(iii) (a) Bonds/Securities of Public Financial Institutions as
specified under Section 4(I) of the Companies Act,
“Public Sector Companies” as defined in Section 2(36- 30%
A) of the Income Tax Act, 1961 including public
sector banks, and/or
(b) Short duration (less than a year) Term Deposit

Receipt (TDR) issued by Public Sector Banks.
596
iv) To be invested in any of the above categories as decided by 30%
their Trustees.
v) The Trusts, subject to their assessment of risk-return
prospects, may invest upto 1/3rd of (iv) above, in private
sector bonds/securities, which have an investment grade
rating from at least two credit rating agencies
ii) Any money received on the maturity of earlier investments reduced by

obligatory outgoing shall be invested, in accordance with the investment
pattern prescribed in this Notification.
iii) In case of any instruments mentioned above being rated and their rating
falling below investment grade and the same rating has been confirmed
by two credit rating agencies then the option of exit can be exercised.
iv) The investment pattern as envisaged in the above paragraphs may be
achieved by the end of a financial year, and shall come into force with
immediate effect.
v) The manner of investment specified in this Sub- rule shall apply to the
aggregate amount of investible moneys with the Fund in the previous
year.
vi) All expenses incurred in respect of, and loss, if any, arising from any
investment shall be charged to Fund.
vii) The Board of Trustees shall invest the moneys in the fund as per directions
that may be given by the Government from time to time. The securities
shall be obtained in the name of the Board of Trustees and shall be kept
in the safe custody of a schedule bank.
viii) Securities to be purchased/transacted in DEMAT form only and a DEMAT
account to be opened in the name of Nathpa Jhakir Employees Provident
Fund Trust through depository participants approved by the RBI and the
Central Govt.
14. Power of Trustees for Sale and Hypothecation etc. of the Investments:
The Board of Trustees may from time to time, as and when necessary, raise such
sum or sums as may be required for the purposes of the Fund by sale, hypothecation
or pledge of the investments held by them or of a sufficient part thereof. Sale of
securities will be made for settlement of claims and grant of advances only after
prior approval of RPFC.
15 Receipts for Moneys Received by Trustees:
Receipt for moneys received by the Trustees and endorsements on cheques, drafts
and other documents, received by the Trustees shall be made by the Secretary for
and on behalf of the Trustees.
597
16 Meetings:
i) The Board of Trustees shall meet at such place and time as may be
decided by the Chairman. Meeting of the Board of Trustees shall be held
once in every year.
ii) The Secretary may, whenever he thinks fit, and shall within fifteen days
of the receipt of a requisition in writing from not less than three members
of the Board, call a meeting thereof.
17 Notice of Meeting and list of Business:
Notice of not less than seven days, containing the date, time and place of every
ordinary meeting together with a list of business to be conducted at the meeting,
shall be sent to each Trustee:
Provided that when the Secretary, with the approval of the Chairman, calls a meeting
for considering any matter which in his opinion is urgent, a notice giving such
reasonable time as he may consider necessary, shall be deemed sufficient.
18 Chairman to preside at Meetings:
The Chairman shall preside at every meeting of the Board at which he is present.
If the Chairman is absent on any occasion, the Trustees present shall elect one of
them to preside over the meeting and the Trustee so elected shall exercise all
powers of the Chairman at the meeting.
19 Quorum:
i) No business shall be transacted at a meeting of the Board of Trustees
unless four Trustees – two each representing the employer and the
employees - of the Board of Trustees are present.
ii) If at any meeting the number of Trustees present is less than the
required quorum, the Chairman of the Board shall adjourn the
meeting to a date not later than seven days from the date of the
original meeting, informing the Trustees of the date, time and place
of the adjourned meeting and it shall thereupon be lawful to dispose
of the business at such adjourned meeting irrespective of the number
of Trustees present.
20 Disposal of Business:
Every question considered at a meeting of the Board shall be decided by a majority
of the votes of the Trustees present and voting. In the event of an equality of votes,
the Chairman shall have a casting vote;
Provided that the Chairman may, if he thinks fit, direct that any question shall be
decided by circulation of necessary papers to the Trustees and by securing their
opinion in writing. Any such question shall be decided in accordance with the
opinion of the majority of Trustees received within the time limit allowed and, if
the opinions are equally divided, the opinion of the Chairman shall prevail;
598
Provided further that any Trustee may request that the question referred to Trustees
for written opinion be considered at a meeting of the Board and thereupon the
Chairman may, and if the request is made by not less than three Trustees shall,
direct that it be so considered;
Provided further that where a casting vote is exercised or where no casting vote is
exercised but the opinion of the Trustees is equally divided, the matter shall be
referred to the Commissioner whose decision shall be final.
21 Minutes of the Meeting:
i) The Secretary shall maintain records of the Minutes of the meetings of
the Board.
ii) The records of the Minutes of each meeting shall be signed by then
Chairman after confirmation with such modifications, if any, as may be
considered necessary at the next meeting.
iii) The Secretary shall take necessary steps for carrying out of decisions of
the Board.
22 Acts of the Board of Trustees not invalid by reason of defect in its constitution,
etc.:
No act or proceedings of the Board shall be deemed to be invalid by reason merely
of any vacancy in, or any defect in the constitution of the Board.
23 Deleted
CHAPTER III – MEMBERSHIP
24 Membership of the Fund:
a) Every employee employed in or in connection with the work of the estt.
other than and excluded employee shall be entitled and required to become
a member of the Fund from the date of joining the establishment.
Explanation :
'Employees' mean any person who is directly employed and getting his/
her wages directly from employer excluding person employed by the
contractor, for wages in any kind of work manual or otherwise in or in
connection with work of the Company. '
b) An excluded employee shall on ceasing to be such an employee be entitled
and required to become a member of the Fund from the date he ceased to
be such employee.
c) Every employee on becoming a member shall remain and continue
to be member until he withdraws his provident fund accumulation from
the fund.
d) Notwithstanding anything contained in this rule, the Board of Trustees
may, on the joint request in writing of any employee of estt. and the
employer, enroll such employee as a member or allow his to contribute
on more than Five Thousand Rupees of his pay per month if he is already
a member of the Fund and thereupon such employee shall be entitled to
599
the benefits and shall be subject to the conditions of the Fund, provided
that the employer gives an undertaking in writing that he shall pay the
inspection charges payable and comply with all statutory provisions in
respect of such people.
e) Every employer shall on becoming a member sign a declaration in the
form set out in Annexure-II. Absence of such declaration will not,
however, invalidate his membership.
f) Every employee shall become a member of the Fund from the date of his
joining the estt. provided he was previously a member of a fund in respect
of under the Employees’ Provident Fund Scheme, 1952 & he did not
withdraw his Provident Fund accumulations.
g) If any question arises whether an employee is entitled or required to
become or continue as member as regard the date from which he is so
entitled or required to become a member the decision thereon of the
Regional Provident Fund Commissioner shall be final.
25 Re-employed Pensioners:
Pensioners and superannuated persons of Central or State Government Departments
appointed by the Company under re-employment terms, other than an excluded
employee, shall be entitled and required to become a member of the Fund beginning
from the date of appointment, irrespective of the terms of their re-employment.
26 Retention of Membership:
A member of the Fund shall continue to be a member until he withdraws under
Rule 60 the amount standing to his credit in the Fund.
Explanation:
In the case of claim for refund by a member under Rule 60 (2), the membership of
the Fund shall be deemed to have been terminated from the date the payment is
authorized to him by the Secretary irrespective of the date of claim.
26-A Resolution of Doubts:
If any question arises whether an employee is entitled or required to become or
continue as a member or as regards the date from which he is so entitled or required
to become a member, the decision of the Commissioner shall be final.
27 Trustees’ Power to Accept Transfer of Accumulations from other Funds:
In the event of permanent absorption in the company of an employee, who
was previously in the service of another Government Company or local body or
Government of India or Government of a State or was a member of any provident
fund recognized under the Employees’ Provident Funds and Miscellaneous
Provisions Act,1952 or under the Income-tax Act, 1961, it shall be lawful for the
Trustees to receive from such company etc. the accumulated balance in his
Provident Fund Account.
Provided that in case of an employee who was a member of a Provident Fund
covered under the Employees’ Provident Funds and Miscellaneous Provisions Act,
600
1952, it shall be obligatory for the Trustees to accept for credit to the member’s
account his accumulations in such a Fund.
In the event of cancellation of exemption the amount may be transferred to EPFO
in such manner as specified in the Act & Scheme.
28 Transfer of Members’ Accounts;
i) Where a member ceases to be employed in the Company and secures
employment in another establishment to which the Employees’ Provident
Funds and Miscellaneous Provisions Act,1952 applies or which is an
exempted establishment, the balance in his account shall be transferred,
to the credit of his account in the Provident Fund maintained by such
establishment.
ii) Where a subscriber is transferred without any break, to the service in a
Government department, the balance in his account will not be paid to
him, but shall be transferred with the consent of the Government to his
new Provident Fund Account under the Government.
NOTE:
Transfer shall include cases of resignation from service in order to take
up appointment under Government without any break and with proper
permission of the Management. The time taken to join the new post under
Government will not be treated, as break in service, if it does not exceed
the joining time admissible on transfer from one post to another.
iii) Where a member ceases to be employed in the Company and takes up
employment in any other establishment having recognized provident fund
under the Income-tax Act, 1961 and the member and future employer so
desire, his accumulations will be transferred to the Trustees of the
Provident Fund in such establishment.
iv) Where a member leaves his employment and secures re-employment in
another establishment to which the Act does not apply, the amount of
accumulations to the credit of such member in the Fund shall be transferred
to the credit of his account in the Provident Fund of the establishment in
which he is re-employed, if the employee so desires and the rules in
relation to that Provident Fund permit such transfer.
29 Declaration by the person taking up employment after the Fund has been
established.
The estt. shall before taking any person into employment ask him to state in writing
whether or not he is member of any provident fund an if he is, the account number
of and/or the name and the particulars of the last employer. The estt. shall require
such person to furnish and such person shall on demand furnish the estt. for
communication to the Board of the Trustees, particulars regarding himself required
for the declaration Form. The estt. shall enter the particulars in the Form and
obtain the signature or them impression of the person(s) concerned. Such
impression shall be made in the form prescribed in Annexure-III.
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CHAPTER IV-CONTRIBUTIONS
30 Contributions:
i) The contribution payable by the Company to the Fund shall be at the rate
of 12% (twelve percent) of Basic Wages, Dearness Allowance (including
the Cash Value of any food concessions) and Retaining Allowance, if
any,* or Stipend in the case of members undergoing training payable to
each employee who is eligible for membership of the Fund.
ii) The contribution payable by an employee under these Rules shall be equal
to or more than the contribution payable by the Company in respect of
such employee subject to the limit laid down in the Income-tax Act.
Provided that the employee’s contribution shall be presumed to be an
amount equal to the Company’s contribution unless the employee
intimates in writing the increased amount which he chooses to contribute.
iii) The contributions shall be calculated on the basis of Basic Wages and
Dearness Allowance including Cash Value of any food concessions and
Retaining Allowance, if any, or Stipend actually drawn during the whole
month whether paid on daily, weekly, fortnightly or monthly basis.
(* and other payments specified as includible for the Provident Fund
purposes by the Company,).
Whenever any lump sum arrears are paid on which Provident Fund
contributions are recoverable, the contributions will be worked out on
such lump sum and not linked with the month in which it is paid.
iv) In respect of employees who have become members of the Provident
Fund on or after March 01,1971 and those who being members of the
Provident Fund as on February 28,1971, have opted to join the Employees’
Family Pension Scheme, 1971 from and out of contributions payable by
the Company and such employees in each month under clauses (i) and
(ii) above, a part of the contribution, representing 1-1/6 per cent of the
employees’ pay along with an equivalent amount of 1-1/6 per cent from
and out of employer’s contribution shall be remitted by the employer to
the Family Pension Fund on account of Family Pension Fund contribution
upto 15.11.95 & with effect from 16.11.95 Employer’s Contributions on
account of Employees Pension Fund @ 8.33% of Rs.6500/- p.m. as per
the scheme passed by both the Houses of the Parliament (Reference Govt.
of India Gazette notification no. DL 33004/95 dated 17th October, 1995.)
Provided that where the pay of a member exceeds Rs 6500/-per month,
the contribution payable by the member and the Company to the Family
Pension Fund shall be limited to the amount payable on the member’s
pay per month including Dearness Allowance, Cash value of any
food concessions, Retaining Allowance, if any, actually drawn of
Rs 6500/- only.
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v) Each contribution shall be calculated to the nearest rupee, fifty paise or
more to be counted as next higher rupee and fraction of a rupee less than
fifty paise to be ignored.
vi) Notwithstanding any contract to the contrary the Company shall not be
entitled to deduct the Company’s contribution from the wages of a member
or otherwise to recover it from him.
vii) The employer shall enhance the rate of Provident Fund contributions
appropriately if the rate of Provident Fund contribution for the class of
establishments in which his establishment falls is enhanced under the
Act.
viii) The employee’s contribution shall be deductable from salary at each
periodical payment, except in cases where the employee is on deputation
from Armed Forces.
31 Recovery of a Member’s Share or Contribution:
i) The amount of a member’s contributions paid by the Company to the
Trustees shall, notwithstanding the provisions in these Rules or any law
for the time being in force or any contract to the contrary, be recoverable
by means of deduction from the wages of the member and otherwise:
Provided that no such deduction may be made from any wage other than
that which is paid in respect of the period or part of the period in respect
of which the contribution is payable:
Provided further that the employer shall be entitled to recover the
employee’s share from a wage other than that which is paid in respect of
the period for which the contribution has been paid or is payable where
the employee has in writing given a false declaration regarding his last
employment and membership of Contributory Provident Fund in the other
establishment:
Provided further that where no such deduction or short deduction has
been made on account of an accidental mistake or a clerical error, such
deduction may be made from the subsequent wages with the approval in
writing of the Provident Fund Inspector.
Provided further that if any amount is recovered in excess towards
contribution, refund of loans or interest on withdrawals on account of an
accidental mistake or a clerical error, such excess recovery may be
refunded by the Trustees.
ii) Deductions made from the wages of a member paid on daily, weekly, or
fortnightly basis should be totaled up to indicate the monthly deductions.
iii) Any sum deducted by the Company from the wages of an employee under
these Rules shall be deemed to have been entrusted to it for the purpose
of paying the contribution in respect of which it was deducted.
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32 Members Recalled for Defence Duty and Members volunteering to take
up Military Service during Emergency:
The Company employees will be allowed to contribute towards the Provident Fund
and their accounts will be credited with the Company’s contributions which would
have been admissible had they remained on duty with the Company. The Company’s
contributions towards Provident Fund during the period of Military Services will
form a charge against the Defence Services Estimates and would be recovered by
the Company from the Defence Services.
33 Payment of Contributions to Trustees:
The contributions of employees collected by the Company in a month as well as its
own contribution for a wage period shall be paid by the Company to the Trustees
within fifteen days of the close of the month failing which the Company
shall pay penal interest on such belated remittances at the graded rates specified
in Annexure-IV.
CHAPTER V - MEMBERS’ RECORDS
34 Allotment of Account Numbers:
Each member of the Fund shall be allotted an Account Number which will be
communicated to him by the Secretary.
35 Members’ Accounts:
i) An account shall be opened in the office of the Fund in the name of each
member in which shall be entered details showing;
a) Opening balance
b) His contributions
c) Voluntary contribution, if any
d) Transfers
e) Refundable/Non-refundable withdrawals
f) Refund of advances
g) Contributions made by the Company in respect of him; and
h) Interest as provided in Rule 39.
ii) All items of account shall be calculated to the nearest full rupee i.e. 50
paise or more shall be counted as the next higher rupee and fractions of a
rupee less than 50 paise shall be ignored.
Specimen at Annexure-VI
36 Inspection of Accounts by Members:
Any member making a written request in this behalf to the Secretary shall be
permitted to inspect his account card himself or have the same inspected by a
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person duly authorized by him in writing to do so within a week of making of such
request provided that no such request shall be entertained more than once in every
two calendar months.
37 Nominations:
a) Each member shall make in his declaration in the prescribed form, * a
nomination conferring the right to receive the amount that may stand to
his credit in the Fund in the event of his death before the amount standing
to his credit has become payable or, where the amount has become payable
before payment has been made
b) A member may in his nomination distribute the amount that may stand to
his credit in the Fund among his nominees at his own discretion.
c) If a member has a family at the time of making nomination, the nomination
shall be in favour of one or more persons belonging to his family. Any
nomination made by such member in favour of a person not belonging to
his family shall be invalid.
d) If at the time of making a nomination the member has no family, the
nomination may be in favour of any person or persons but if the
member subsequently acquires a family, such nomination shall
forthwith be deemed to be invalid and the member shall make a
fresh nomination in favour of one or more persons belonging to his
family.
e) Where the nomination is wholly or partly in favour of a minor, the
member may, for the purpose of these Rules, appoint a major person
of his family to be the guardian of the minor nominee in the event of
the member predeceasing the nominee and the guardian so appointed.
Provided that where there is no major person in the family, the member
may at his discretion, appoint any other person to be a guardian of
the minor nominee.
f) A nomination made under clause (a) above may at any time be
modified by a member after giving a written notice of his intention of
doing so in the prescribed form (Annexure-V). If the nominee,
predeceases the member, the interest of the nominee shall revert to
the member, who may make a fresh nomination in respect of such
interest.
g) A nomination or its modification shall take effect to the extent that it
is valid on the date on which it is received by the Secretary.
*as per Annexure-V
CHAPTER VI - ACCOUNTS AND AUDIT
38 Interest Suspense Account:
All interest and other income realized or accrued shall be credited to an Account
called the ‘Interest Suspense Account’. Brokerage and commission on the purchase
605
and sale of securities and other investments shall be included in the purchase or
sale price, as the case may be and not separately charged to the ‘Interest Suspense
Account’.
39 Interest:
i) Interest shall be credited to the account of each member at such rate as
may be determined by the Board of Trustees after completion of the
financial year. However, the interest declared by the Trustees shall not be
less than the rate of interest declared by the Central Government under
the Employees’ Provident Funds Scheme, 1952.
ii) a) Interest for currency of the financial year shall be allowed on the
balances standing to the credit of the member at the end of every
month. Interest shall be credited to the account of the members on
the last day of the financial year.
b) In the case of a claim for refund under Rule 58 or 59, interest shall
be payable up to the end of the month preceding the date on which
the final payment is authorized irrespective of the claim from the
claimant concerned.
Provided that interest up to and for the current month shall be payable
on the claims which are authorized on or after the 25th day of a
particular month along with actual payment after the end of the
current month.
Provided further that the rate of interest to be allowed on claims for
refund of the broken period of the year shall be the rate fixed for the
latest financial year for which interest has been determined by the
Board.
Interest on the accumulated balance transferred to the credit of a
member in terms of Rule 27 shall be allowed from the first day of
the month following the one in which such balance credited to his
account.
iii) The amount of interest to be credited to member’s account under clauses
(i) and (ii) above shall be calculated to the nearest rupee i.e. 50 paise or
more shall be counted as the next higher rupee and fraction of a rupee
less than 50 paise shall be ignored.
iv) The aggregate amount of interest credited to the accounts of the members
shall be debited to ‘Interest Suspense Account’.
v) If the Board of Trustees are unable to pay interest at the rate declared by
the Central Government as mentioned in clause(i) above, for the reason
that the return on investment is less or for any other reason, then the
deficiency, if any, shall be made good by the Company.
40 Accounts and Audit:
i) The Secretary shall close the accounts of the Provident Fund to be
maintained in such manner as the Board may from time to time decide
606
and submit returns to the Regional Provident Fund Commissioner/
Commissioner of Income-tax as the Central Government may direct from
time to time.
ii) The Secretary shall furnish to the Regional Provident Fund Commissioner/
Commissioner of Income -Tax such accounts relating to the Provident
Fund of the Company which shall include annual statement of accounts
of each subscriber as the Central Government may prescribe from time
to time.
iii) At the end of each financial year an Income and Expenditure Account
together with a Balance Sheet of Fund’s assets and liabilities shall be
laid before the Board at a meeting to be held within six months of the
close of the financial year.
iv) Every year the Board shall appoint a Chartered Accountant or a firm of
Chartered Accountants in practice as auditors of the Fund and fix the
remuneration for the audit of the accounts of the Fund which will be
borne by the Company and the auditor of trust will be changed
every year. A copy of the audited Annual Provident Fund Account together
with the audited Balance Sheet and the Audit Report shall be
forwarded to the Regional Provident Fund Commissioner/Commissioner
of Income-Tax.
v) The Central Government/Central Provident Fund Commissioner shall
have the right to have the account re-audited and the expenses on such
re-audit shall be borne by then Company.
41 Member’s Pass Book/Annual Statement of Account:
Every member shall be given a pass book or an Annual Statement of accounts
within six months of the close of the year in which shall be entered the particulars
referred to in rule 35 above.
All pass books or the Annual statements shall be made upto date at the interval of
one year. Such statement/pass book shall be accepted as correct and binding on
the members save that if any manifest error shall be found therein notified by the
member to the Board of Trustees in writing within six months after the date of
making such entry, the same may be rectified. A member of the fund is also
allowed to inspect his account himself or through any person duly authorized by
him in writing to do so, within 72 hours of making such request provided that no
such request shall be entertained more than once in every two calendar months.
42 Cost of Administration of the Fund:
The costs, charges and expenses of administering the Fund including the inspection
charges payable to the Commissioner and of the determination of any question
arising under these Rules or otherwise including all expenses incurred by the
Trustees in the discharge of their duties shall be borne by the Company.
607
CHAPTER - VII - REFUNDABLE ADVANCES
43 Purpose for which Temporary/Refundable Advances may be permitted:
Withdrawals by the members may be allowed by the Secretary for the following
purposes:-
a) to pay expenses incurred in connection with the illness of the member
himself or a member of his family;
b) to meet the cost of higher education, including where necessary, the
traveling expenses of any child of the member actually dependant on
him in the following cases:-
i) education outside India for academic, technical, professional or
vocational courses beyond the matriculation stage, and
ii) any medical, engineering or other technical or specialized course in
India beyond the matriculation stage;
c) to pay for the cost of passage to a place out of India of the member
himself or any member of his family;
d) to pay expenses in connection with marriages, funerals or ceremonies,
which by the religion of the member it is encumbent upon him to perform;
e) to meet the cost of legal proceedings instituted by the member for
vindicating his position in regard to any allegations made against him in
respect of any act done or purporting to be done by him in the discharge
of his official duty or to meet the cost of his defence when he is prosecuted
by the employer in any Court of Law in respect of any official misconduct
on his part;
Provided that the advance under this clause shall not be admissible to
any member who institute legal proceedings in any Court of Law either
in respect of any matter unconnected with his official duty or against the
employer in respect of any condition of service or penalty imposed on
him.
f) to enable the member to meet his/her expenses in case the member goes
on leave without pay for a period of a month or more for reasons such as
higher studies/illness.
g) to pay premium on policies of insurance on the life of the member or of
his wife provided that the policy is assigned to the Trustees or at their
discretion deposited with them and that the receipts granted by the
Insurance Company for the premium are from time to time handed over
to the Trustees for inspection by the Income-tax Officer.
44 Conditions for withdrawal for various purposes:
i) The withdrawal in connection with expenses on marriages as specified in
clause (d) of Rule 43 by a member whose pay exceeds Rs.6500/- per
608
month, shall not exceed six months’ pay or the member’s total contributions
with interest thereon lying to his credit whichever is less.
ii) The withdrawal for the purpose specified in clause (b) and clause (d) of
Rule 43 by a member whose pay does not exceed Rs.6500/- per month
shall be subject to the following conditions, namely:-
a) the amount of withdrawal shall not exceed one half of the member’s
contributions to the Fund with interest thereon;
b) the member shall have completed seven years of service;
c) the amount of the member’s contributions to the Fund with interest
thereon is not less than Rs.1000/-;
iii) The withdrawal for the purposes specified in clause (e) of Rule 43 shall
not exceed three months’ pay or Rs.500/-, whichever is greater, but shall
in no case exceed half the amount to the credit of the member.
iv) The withdrawal for any other purpose, referred to in Rule 43, shall not
exceed three months’ pay or the member’s total contributions with interest
thereon lying to his credit whichever is less.
Explanations:
For the purpose of this Rule, ‘Pay’ means the Basic Wages and Dearness
Allowance to which the member is entitled at the time when the withdrawal is
granted.
45 Second Withdrawal:
i) A second refundable withdrawal shall not be permitted until fifty per cent
of the amounts already withdrawn has been repaid. In such cases, the
repayment in cash of the balance may be waived and the balance of
previous loan with interest thereon shall be adjusted against the second
refundable withdrawal sanctioned and the balance paid.
ii) A second refundable withdrawal may, however, be permitted even before
fifty per cent of the sum already withdrawn has been repaid in case the
member has been on leave without pay as specified in Rule 43 (f), provided
the member repays in cash the balance of the loan together with interest
due thereon. If the Secretary so decides the repayment in cash may be
waived and the balance of previous loan with interest thereon shall be
adjusted against the second refundable withdrawal sanctioned and the
balance paid.
46 Repayment of Amounts withdrawn:
i) Where a withdrawal is allowed in connection with marriage as specified
under Rule 43 (d), the amount withdrawn shall be repaid in not more than
forty equal monthly installments.
ii) Where the withdrawal is allowed for any other purpose, the amount
withdrawn shall be repaid in not more than twenty equal monthly
installments.
609
iii) No subsequent alterations in the number of installments mentioned in the
withdrawal application shall be permitted except lump sum cash refund.
iv) In respect of withdrawals of the amounts mentioned in clauses (i) and (ii)
above, interest shall be recovered on the amount aforesaid of the balance
thereof outstanding from time to time at one percent above the rate which
is payable for the time being on the balance in the Fund at the credit of the
member as per Rule 39.
v) The employer shall deduct the installments aforesaid from the member’s
salary and pay them regularly to the Trustees of the Fund. These deductions
shall commence from the second monthly payment of salary made after
the withdrawal or in the case of a member on leave without pay, from the
second monthly payment of the salary made after his return to duty.
Application Form : Non-Refundable / Refundable Advance from Provident Fund
(Annexure-VII)
CHAPTER VIII - NON REFUNDABLE WITHDRAWALS
47. i) Financing of Member’s Life Insurance Policies:
a) Where a member desires that premium due on a policy of Life Insurance
taken by him on his own life should be financed from his Provident Fund
Account, he may apply in such form (ANNEXURE-VII) and in such
manner as may be prescribed by the Board.
b) On receipt of such application, the Secretary may make payment on behalf
of the member to the Life Insurance Corporation of India towards premium
due on his policy:
Provided that no such payment shall be made unless the premium is payable
yearly.
c) Any payment made under clause (b) above shall be made out of and
debited to the member’s own contribution with interest thereon standing
to his credit in the Fund.
d) No payment shall be made under clause (b) above unless, the member’s
own contribution in his Provident Fund Account with interest thereon is
sufficient to pay the premium: and where the payment is to be made on
the first premium, sufficient to pay the premium for two years.
e) No payment shall be made towards a policy unless it is legally assignable
by the member to the Board.
f) The Secretary shall before making payment in respect of existing policies,
satisfy himself by reference to the Life Insurance Corporation that no
prior assignment of the policy exists and the policy is free from all
encumbrances.
g) No educational endowment policy or marriage endowment policy shall be
financed from the Fund, if such policy is due for payment in whole or in
part before the member attains the age of 55 years.
610
ii) Conversion of policy into a paid-up one and payment of late fee etc.:
Where a policy of Life Insurance of a member is financed from his Provident Fund
Account, the Secretary may -
a) convert the Insurance Policy into a paid-up one when the credit in his
Provident Fund on account of his share becomes inadequate for the
payment of any premium;
b) pay late fee and interest out of the member’s own contribution in his
Provident Fund Account, if any premium cannot be remitted to the Life
Insurance Corporation in time because of delay in sending to the Secretary
the policy duly assigned to the Board or any other reasons for which the
member or his employer may be responsible.
iii) Assignment of Policies to the Fund:
a) The policy shall, within six months of the first payment under Rule 47 (i)
be assigned by endorsement thereon, to the Board and shall be delivered
to the Secretary.
b) Notice of the assignment of the policy shall be given by the member to
the Life Insurance Corporation and the acknowledgement of the said notice
by the Corporation shall be sent to the Secretary within three months of
the date of assignment.
c) The terms of the policy shall not be altered nor shall the policy be
exchanged for another policy without the prior consent in writing of the
Secretary to whom the details of the alteration or of the new policy shall
be furnished in such form as he may specify.
d) If the policy is not assigned and delivered as required under clause (a)
above or is assigned otherwise than to the Board, or is charged for
encumbered or lapses, any amount paid from the Fund in respect of such
policy shall, with interest thereon at the rate provided under Rule 39, be
repaid by the member forthwith to the Fund. In the event of default, the
employer shall, on receipt of such directions as may be issued by the
Secretary in this behalf, deduct the amount in lump sum or in such
installments as the Secretary may determine from the emoluments of the
member and pay it to the Fund within such time and in such manner as
may be specified by the Secretary. The amount so repaid or recovered
shall be credited to the member’s account in the Fund.
iv) Bonus on policy to be adjusted against payments made from the Fund:
So long as the policy remains assigned to the Board, any bonus accruing on it may
be drawn by the Secretary and adjusted against the payment made on behalf of the
member under Rule 47 (i).
v) Re-assignment of policies:
a) Where the accumulations standing to the credit of the member are
withdrawn under Rule 60 or when the member repays to the Fund the
611
amounts of premium paid by the Board with interest thereon at the rate
provided in Rule 39 the Secretary shall re-assign by endorsement thereon
the policy to the member together with a signed notice of re-assignment
addressed to the Life Insurance Corporation.
b) If the member dies before the policy has been re-assigned under clause
(a) above, the Secretary shall re-assign by the endorsement thereon, the
policy to the nominee of the member if a valid nomination subsists and if
there be no such nominee, to such person as may be legally entitled to
receive it together with a signed notice of re-assignment addressed to the
Life Insurance Corporation.
vi) Recovery of amounts paid towards Insurance Policies:
If a policy matures or otherwise falls due for payment during the currency of its
assignment, the Secretary shall realize the amount assured together with bonus, if
any, accrued thereon, place to the credit of the member the amount so realized or
the whole of the amount paid from the Fund in respect of the policy with interest
thereon, whichever is less, and refund the balance, if any, to the member.
48 Advance from the Fund for the purchase of a Dwelling House/Flat, or a
Dwelling Site or for Construction of a Dwelling House or Extension of an
existing Dwelling House:
1) The Secretary may, on an application from a member in such form
(ANNEXURE-VII)as may be prescribed and subject to the conditions
prescribed in this Rule sanction from the amount standing to the credit of
the member in the Fund, an advance –
a) for purchasing a dwelling house/flat, including a flat in a building
owned jointly with others(out-right or on hire purchase basis), or for
constructing dwelling house including the acquisition of a suitable
site for the purpose from the Central Government, the State
Government, a Co-operative Society, an Institution, a Trust, a local
body or a Housing Finance Corporation (hereinafter referred to as
the agency/agencies);
Or
b) for purchasing a dwelling site for the purpose of construction of a
dwelling house or a ready-built dwelling house/flat from any individual;
Or
c) for purchasing dwelling house, flat on ownership basis from a Promoter
governed by the provisions of any Flats or Apartments Ownership
Act or by any other analogous or similar law of the Central
Government or the State Government as may be in force in any
State or area for the time being and who intends to construct or
constructs dwelling house or block of flats and the member is
required to pay to the said Promoter in advance for financing the
said construction of the house/flat.
612
Provided that the member had entered into an agreement with the
Promoter as may be required under the Flats or Apartments
Ownership Act or any other analogous or similar law of the Central
Government or State Government which may be in force in any
State or any area and the said agreement is registered under the
Indian Registration Act,1908.
Or
d) for the construction of a dwelling house on a site owned by the
member or the spouse of the member or jointly by the member and
the spouse or for completing/continuing the construction of a
dwelling house already commenced by the member or the spouse,
on such site or for purchase of a house/flat in the joint names of the
member and the spouse under clauses (a) and (b) above.
Explanation:
In this Rule, the expression, ‘Co-operative Society’ means a society registered or
deemed to be registered under the Co-operative Societies Act,1912 (2 of 1912) or
under any other law for the time being in force in any State relating to Co-operative
Societies.
2) The amount of advance under Sub-rule (1) to a member shall be subject
to the following conditions, namely:-
(A) For the purpose of purchase of a site for construction of house
thereon, the amount of withdrawal shall not exceed the member’s
basic wages and dearness allowance for twenty four months or the
member’s own share of contributions, together with that amount
of the employer’s share of contributions with interest thereon or
the actual cost towards the acquisition of the dwelling house/flat
or the construction of the dwelling house, whichever is the least.
(B) For the purpose of acquisition of a ready-built house/flat or for
construction of a house/flat, the withdrawal shall not exceed the
member’s basic wages and dearness allowance for thirty six months
or the member’s own share of contributions, together with the
employer’s share of contributions, with interest thereon, or the total
cost of construction, whichever is the least.
Explanation:
The actual cost towards the acquisition of the dwelling site or the
purchase of dwelling house/flat shall include charges payable
towards registration of such site, house or flat.
C) a) No advance under this Rule shall be granted unless:
i) the member has completed Five Year’s membership of the Fund
or is due to retire within the next ten years;
613
ii) the member’s own share of contributions with interest thereon
in the amount standing to his credit in the Fund is not less than
one thousand rupees;
iii) the dwelling site or the dwelling house/flat or the house under
construction is free from encumbrances;
Provided that where a dwelling site or a dwelling house/flat is
mortgaged to any of the agencies, referred to in clause (a) of
sub-rule (1), solely for having obtained funds 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,
such a dwelling site or a dwelling house/flat as the case may be
shall not be deemed to be an encumbered property;
Provided further that a land acquired on a perpetual lease or on
lease for a period of not less than thirty years for constructing
a dwelling house/flat, on such shall also not be deemed to be
an encumbered property:
Provided also that where the site of the dwelling house/flat is
held in the name of any agency referred to in clause (a) of Sub-
rule(1)and the allottee if precluded from transferring or
otherwise disposing off, the house/flat, without the prior
approval of such agency, the mere fact that the allottee does
not have absolute right of ownership of the house/flat and the
site is held in the name of the agency, shall not be a bar to the
giving of an advance under clause (a) of Sub rule (1) if the
other conditions mentioned in this Rule are satisfied.
b) No advance shall be granted for purchasing a site in a joint
property or a building or a house or land whose ownership is
divided except where the site is owned jointly with the spouse.
c) Where the advance is for construction of a house, the payment
of the advance may be sanctioned in such number of
installments (not exceeding four) as the Trustees think fit.
d) Where the advance is for the construction of a house, the
construction of the house should be commenced within six
months of the withdrawal and should be completed within
twelve months of the withdrawal of the final installments.
e) Where the advance is made for the purchase of a house/flat
and/or a site for a house, the purchase should be made within
six months from the withdrawal of the amount;
Provided that this provision shall not be applicable in case of
purchase of a dwelling house/flat on hire purchase basis and in
cases where a dwelling site is to be acquired or houses are to
614
be constructed by a Co-operative Society on behalf of its
members with a view to their allotment to the members.
4) If the amount withdrawn under Sub-rule (2) or (3) exceeds the actual
cost of the purchase of construction of the house/flat and/or site, or
if the amount is not utilized for the purpose for which it is withdrawn,
the excess or the whole amount, as the case may be, shall be refunded
to the Secretary forthwith in one lump sum together with interest
from the month of such withdrawal at the rate of four per cent of the
amount which is refundable. The above amount refunded shall be
credited to the employer’s share of contributions in the member’s
account in the Fund to the extent of advance granted out of the said
share and the balance, if any, shall be credited to the member’s own
share of contributions in his account.
5) Subject to the limitation prescribed in sub-rules (2) and (3):
a) Where the advance is for the purchase of a dwelling house/flat or
dwelling site from an agency referred to in clause (a) of sub-rule
(1), the payment of advance shall not be made to the member but
shall be made direct to the agency in one or more installments, as
may be authorized by the member.
b) Where the advance is for the construction of a dwelling house, it
may be sanctioned in such number of installments (not exceeding
four) as the Secretary may deem fit.
c) Where the advance is for the acquisition of a dwelling site for the
purpose of construction of dwelling house thereon from any
individual or any agency, the amount shall be paid in not less than two
equal installments, the first installment at the time of the acquisition
of the dwelling site and the remaining at his request at the time of the
construction of a dwelling house on such dwelling site.
d) Explanation:
‘Promoter’ includes a person who constructs or causes to be
constructed a block of building or flats or apartments for the purpose
of selling some or all of them to other persons or to a Company, Co-
operative Society or other association of persons and his assignees
and where the person who builds and the person who sells are
different persons, the terms ‘Promoter’ includes both.
6) Except in the cases specified in clause (7), no further advance shall be
admissible to a member under this Rule.
7) An additional advance up to twelve months Basic Wages and Dearness
Allowance or the member’s own share of contributions with interest thereon,
in the amount standing to his credit in the Fund, whichever is less, may be
granted once and in one installments only, for additions, substantial alterations
615
or improvements necessary to the dwelling house owned by the member or by
the spouse or jointly by the member and the spouse.
Provided that the advance shall be admissible only after a period of five years
from the date of purchase or completion of the dwelling house.
(A) A further withdrawal equivalent to the amount of difference between
the amount of withdrawal admissible to a member under sub-
paragraph (2) above as on the date of fresh application and the
amount withdrawal that was drawn by a member under this paragraph
any time during six years preceding 3.1.1981, may be granted to
such a member.
(i) who had availed the earlier withdrawal for purchase of a dwelling
site and has not proposed to construct a dwelling house on the land
so purchased or
(ii) who had availed the earlier withdrawal for making initial payment
towards the allotment/purchase of a house/flat from any agency as
referred to in clause (a) of such paragraph (1) above and has now
proposed to avail withdrawal for completing transaction to get the
sole ownership of the house/flat so purchased.
(iii) who had availed the earlier withdrawal for construction of a house
but could not complete the construction in time due to lack of funds.
(B) A further withdrawal upto twelve months’ basic wages and dearness allowance
or member’s own share of contribution with for addition, alteration,
improvement or repair of the dwelling house owned by the spouse or jointly
by the member and the spouse, after ten years of withdrawal, under sub-
paragraph (7).
i) The member shall produce the title deed and such other documents
as may be required for inspection which shall be returned to the
member after the grant of advance.
ii) If the advance granted under this sub rule is not utilized in whole or
in part for the purpose for which it was withdrawn, the excess or the
whole amount as the case may be, shall be refunded by the member
to the Fund forthwith in one lump sum together with interest at the
rate of two percent of the amount which is refundable from the month
of such withdrawal. The amount so refunded shall be credited to
the member’s account in the Fund.
8) In the event of the member not having been allotted a dwelling site/dwelling
house/flat, or in the event of the cancellation of an allotment made to the
member and of the refund of the amount by the agency referred to in clause
(a) of Sub-rule (1) or in the event of the member not being able to acquire the
dwelling site or to purchase the dwelling house/flat from any individual or to
construct the dwelling house, the member shall be liable to refund to the Fund
616
in one lump sum and in such manner as may be specified by the Secretary, the
amount of advance remitted to him or, as the case may be, to the agency
referred to in clause(a) of Sub-rule (1) together with interest from the month
of such withdrawal at the rate of four per cent of the amount which is
refundable.
The amount so refunded shall be credited to the employer’s share of
contributions in the member’s account in the Fund, to the extent of advance
granted out of the said share, and the balance, if any, shall be credited to the
member’s own share of contributions in his account.
9) If the Secretary is satisfied that the advance granted under this Rule has been
utilized for a purpose other than that for which it was granted or that the
member refused to accept an allotment or to acquire a dwelling site or that the
conditions of advance have not been fulfilled or that there is reasonable
apprehension that they will not be fulfilled wholly or partly; or that the excess
amount will not be refunded or that the amount remitted back to the member
by any agency referred to it in clause (a) of Sub-rule (1), will not be refunded,
the Secretary shall forthwith take steps to recover the amount due with penal
interest thereon at the rate of two per cent per annum from the wages of
member in such number of installments as the Secretary may determine. For
the purpose of such recovery the Secretary may direct the employer to deduct
such installments from the wages of the member and on receipt of such
direction, the employer shall deduct accordingly. The amount so deducted shall
be remitted by the employer to the Fund within such time and in such manner
as may be specified in the direction. The amount so refunded, excluding the
penal interest, shall be credited to the employer’s share of contributions in the
member’s account in the Fund to the extent of advance granted out of the said
share and the balance, if any, shall be credited to the member’s own share of
contributions in his account. The amount of penal interest shall however, be
credited to the Interest Suspense Account.
Provided that the recovery of advance under sub-rule (9) shall be restricted to
cases where the recovery has been ordered while the member is in service.
10) Where the advance granted under this Rule has been misused by the member,
no further advance shall be granted to him under this Rule within a period of
three years from the date of grant of the said advance or till the full recovery
of the amount of the said advance, with penal interest thereon, whichever is
later.
49 Advance from the Fund for repayment of Loans in Special Cases:
1) a) The Secretary may on an application from a member, sanction from the
amount standing to the credit of the member in the Fund, an advance for
the repayment, wholly or partly, of any outstanding principal and interest
of a loan obtained from a State Government, Co-operative Society, Housing
Board, Municipal Corporation or a body similar to the Delhi Development
Authority solely for the purposes specified in sub-rule (1) of Rule 48.
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b) The amount of advance shall not exceed the member’s Basic Wages and
Dearness Allowance for thirty-six months or his own share of contributions
together with the employer’s share of contributions, with interest thereon,
in the member’s account in the Fund or the amount of outstanding principal
and interest of the said loan, whichever is least.
2) No advance shall be sanctioned under this Rule unless-
a) the member has completed 10 years’ membership of the Fund.
b) the member’s own share of contributions with interest thereon, in the
amount standing to his credit in the Fund, is one thousand rupees or more;
and
c) the member produces a certificate or such other documents as may be
prescribed by the Trustees from such agency, indicating the particulars of
the member, the loan granted, the outstanding principal and interest of the
loan and such other particulars as may be required.
3) The payment of the advance under this Rule shall be made direct to such
agency on receipt of an authorization from the member and in no event the
payment shall be made to the member.
50) Advance from the Fund for marriage or Post-Matriculation Education of
Children:
1) The Secretary may on an application from a member authorize payment
to him or her of a non-refundable advance from his or her provident fund
account not exceeding fifty per cent of his or her own share of contribution
with interest thereon, standing to his or her credit in the Fund, on the date
of such authorization, for his or her own marriage, the marriage of his or
her daughter, son, sister or brother or for the post-matriculation education
of his or her son or daughter.
2) No advance under Sub-rule (2) shall be sanctioned to a member unless
a) he has completed seven years’ membership of the Fund; and
b) the amount of his own share of contributions with interest thereon
standing to his credit in the Fund is rupees one thousand or more.
3) Not more than three advances shall be admissible to a member under this
paragraph.
50-A Computation of period of membership:
In computing the period of membership of the Fund of a member under Rules 48,
49 and 50, his total service exclusive of periods of break under the Company
before these Rules applied to him, as well as the periods of membership, whether
of the Fund or of private provident fund of exempted factories/establishments or
as on employee exempted under paragraph 27 or 27-A of the Employees’ Provident
Funds Scheme, 1952 as the case may be, immediately preceding the current
membership of the Fund, shall be included.
618
Provided that the member has not severed his membership by withdrawal of his
provident fund during such period.
51 Restriction on Grant of Advance:
A member may be granted an advance either under Rule 43 (i) (d) or under Rule
50 but not under both the rules in respect of one and the same marriage.
52 Grant of Advance to Members affected by cut in the supply of Electricity:
A member may be allowed a non-refundable advance from his account in the
Fund, if there is a cut in the supply of electricity to the Company or unit of the
Company in which he is employed on the following conditions, namely -
a) The advance may be granted only to a member whose total wages for
any one month were three-fourths or less than three-fourths of wages for
a month;
b) The advance shall be restricted to the amount of wages for a month or
Rs.300/- or the amount standing to the credit of the member in the Fund
as his own share of contribution with interest thereon, whichever is less;
c) No advance shall be paid unless the State Government certify that the
cut in the supply of electricity was enforced in the area in which the
Company or unit of the Company is located and the employer certifies
that the fall in the member’s pay was due to cut in the supply in electricity.
d) Only one advance shall be admissible under this Rule.
Explanation:
“Wages” means, for the purposes of this Rule, Basic Wages and Dearness
Allowance excluding lay-off compensation, if any.
53 Grant of advance to members who are physically handicapped:
1) A member and who is physically handicapped, may be allowed a non-
refundable advance from his account in the Fund, for purchasing an
equipment required to minimize the hardship on account of handicap.
2) No advance under sub-rule (1) above shall be paid unless the member
produces a medical certificate from a competent medical practitioner to
the satisfaction of the Secretary to the effect that he is physically
handicapped.
3) The amount advanced under this paragraph shall not exceed the member’s
Basic Wages and Dearness Allowance for six months or his own share of
contribution with interest thereon or the cost of the equipment, whichever
is the least.
4) No second advance under this Rule shall be allowed within a period of
three years from the date of payment of an advance allowed under
this Rule.
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53A Withdrawal within one year before retirement
The Secretary of EPF Trust, may, on an application from a member in form as may
be prescribed, permit withdrawal of upto 90% of the amount standing at his credit,
at any time after attainment of the age of 54 years by the member or within one
year before his actual retirement on superannuation which ever is later.
54 Advance in case of illness in certain cases:
i) A member may be allowed non-refundable advance from his account in the
Fund in case of -
a) Hospitalization lasting for one month or more; or
b) major surgical operation in a hospital; or
c) suffering from T.B., leprosy, paralysis, cancer, mental derangement
or heart ailment and having been granted leave by the Company for
treatment of the said illness.
ii) The advance shall be granted if -
a) the employer certifies that the Employees’ State Insurance Scheme
facilities and benefits thereunder are not actually available to the
member or the member produces a certificate from Employees’ State
Insurance Corporation to the effect that he has ceased to be eligible
for cash benefits under the Employees’ State Insurance Scheme;
and
b) a doctor of the hospital certifies that a surgical operation or, as the
case may be, hospitalization for one month or more had or has become
necessary or a registered medical practitioner, or in the case of mental
derangement or heart ailment, a specialist, certifies that the member
is suffering from T.B., laeprosy, paralysis, cancer, mental
derangement or heart ailment provided he has not got any amount
reimbursed by the Company for such treatment.
iii) A member may be allowed non-refundable advance from his account in the
Fund for the treatment of a member of his family who has been hospitalized or
require hospitalization for one month or more -
a) for a major surgical operation, or
b) for the treatment of T.B., leprosy paralysis, cancer, mental
derangement or heart ailment.
Provided that no such advance shall be granted to a member unless he
has produced -
1) a certificate from a doctor of the hospital that the patient has been hospitalized
or requires hospitalization for one month or more, or that a major surgical
operation had or has become necessary, and
2) a certificate from his employer that the Employees’ State Insurance Scheme
facilities and benefits are not available to him for the treatment of the patient.
620
Provided further that the member has not got any amount reimbursed by the
Company for such treatment.
iv) The amount advanced under this Rule shall not exceed the member’s
Basic Wages and Dearness Allowance for three months or his own share
of contribution with interest in the Fund, whichever is less.
v) Where the Board is not satisfied with a medical certificate furnished by
the member under this Rule, the Secretary may before granting an advance
under this Rule, demand from the member another medical certificate to
the Board’s satisfaction.
55 Advance in case of natural calamity:
i) The Board may on an application from a member whose property, movable
or immovable, has been damaged by a calamity of an exceptional nature,
such as floods, earthquakes or riots, authorize payment to him from the
provident fund account, a non-refundable advance, not exceeding Rupees
five thousand or 50% (fifty per cent) of his total contribution including
interest thereon standing ‘ to his credit on the date of such authorization,
whichever is less, to meet any unforeseen expenditure.
Provided that the member produces evidence to the satisfaction of the
Board that the said property has been damaged as a result of the calamity.
ii) No advance under sub-rule (i) above shall be paid unless the State
Government has declared that any one of the aforesaid calamities has
affected the general public in the area to which the member belongs and
the application for advance is made within a period of four months from
the date of such declaration.
56 Grant of Advance in Special Cases:
i) In case the Company or a unit of the Company has been locked up or
closed down for more than fifteen days and the employees are rendered
unemployed without any compensation or a member does not receive his
wages for a continuous period of two months or more, these being for
reasons other than strike, the Secretary may authorize payment to the
member, one or more non-refundable advances from his provident fund
account not exceeding his own total contributions including interest thereon
up to the date the payment has been authorized.
ii) In case a member is discharged or dismissed or retrenched by the
Company and such discharge or dismissal or retrenchment is challenged
by the member and the cases are pending in a Court of Law, the Secretary
may on an application from the member authorize payment to him of one
or more non-refundable advances from his provident fund account not
exceeding fifty per cent of his own share of contribution with interest
thereon standing to his credit in the Fund on the date of such authorization.
iii) a) In case the Company or the unit of the Company continues to remain
locked up or closed down for more than six months and the appropriate
621
Government is of the opinion that the said Company is likely to re-start,
the Secretary on being satisfied that a member who has already been
granted one or more non-recoverable advances to the full extent from his
provident fund account under sub-rule (i) still continues to be unemployed
and no compensation is likely to be paid to him at an early date, may on
receipt of an application from the member authorize payment to the
member one or more recoverable advances from his provident fund account
not exceeding fifty per cent of the employer’s total contributions including
interest thereon up to the date the payment has been authorized or fifty
per cent of the amount admissible under sub-rule (3) of Rule 60 if the
member had been allowed to withdraw his accumulations on such date
whichever is less.
b) The advance drawn under clause (a) above shall be interest free.
c) The advance drawn under clause (a) above shall be recovered by
deductions from the wages of the member in such instalments as may be
determined by the Secretary. The recovery shall commence from the
first wages paid to the member immediately after the re-start of the
Company or the unit of the Company.
d) The employer shall remit the amount so deducted to the Fund within such
time and in such manner as may be specified by the Secretary . The
amount on receipt shall be credited to the member’s account in the Fund.
e) Members whose pay (basic wages and dearness allowance) does not
exceed Rs.5000/- per month only shall be entitled to an advance under
this Rule.
57 Conversion of Refundable Withdrawal:
The Secretary on an application made by any member may permit conversion of
refundable withdrawal taken under Rule 44 into non-refundable advance provided
the withdrawal is covered under the Rules of the Fund governing grant of such
non-refundable advances.
57(A) Prohibition against transfer and assignment:
No member shall transfer or assign whether by way of security or otherwise his
interest or any part thereof in the moneys lying to his credit in the Fund and no such
transfer of assignment shall be valid and the Board shall not recognize or be bound
by notice to them of any such transfer or assignment.
Application Form : Non-Refundable / Refundable Advance from Provident
Fund (Annexure-VII)
CHAPTER IX - FINAL SETTLEMENT
58 Circumstances in which accumulations in the Fund are payable to a member:
1) A member may withdraw the full amount standing to his credit in
the Fund.
a) On retirement from service after attaining the age of 60 years:
622
Provided that a member, who has not attained the age of 60 years at
the time of termination of his service, shall also be entitled to withdraw
the full amount standing to his credit in the Fund if he attains the age of
60 years before the payment is authorized;
b) on retirement on account of permanent and total incapacity for work due
to bodily or mental infirmity duly certified by the medical officer of the
Company or where the Company has no regular medical officer, by a
registered medical practitioner designated by the Company;
c) immediately before migration from India for permanent settlement abroad
or for taking employment abroad;
d) on termination of service in the case of mass or individual retrenchment.
e) on termination of service under a voluntary scheme of retirement framed
by the employer and the employees under a mutual agreement specifying,
inter-alia, that notwithstanding the provisions contained in sub-clause
(a) of clause (oo) of Section 2 of the Industrial Disputes Act, 1947,
excluding voluntary retirements from the scope of definition of
“retrenchment”, such voluntary retirements shall for the purpose be treated
as retrenchments by mutual consent of the parties;
f) in any of the following contingencies, provided the actual payment shall
be made only after completing a continuous period of not less than two
months immediately preceding the date on which member makes the
application for withdrawal -
i) where the Company is closed but certain employees who are not
retrenched, are transferred by the employer to other factory or
establishment, not covered under the Act;
ii) where a member is transferred from the Company to another factory
or other establishment not covered under the Act, but is under the
same employer; and
iii) where a member is discharged and is given retrenchment
compensation under the Industrial Disputes Act, 1947 (14 of 1947);
(1-A) For the purpose of clause (b) of sub-rule (1)-
i) where an establishment/unit of the Company has been closed, the
certificate of any registered medical practitioner may be accepted.
ii) where there is no medical officer in an establishment/unit of the
Company, the employer shall designate a registered medical
practitioner stationed in the vicinity of the establishment; or
iii) where an establishment/unit of the Company is covered by the
Employees’ State Insurance Scheme, medical certificate from a
medical officer of the Employees’ State Insurance Dispensary with
which, or from the Insurance Medical Practitioner with whom, the
employee is registered under that scheme, shall be produced:
623
Provided that where by mutual agreement of employers and
employees, a Medical Board exists for any establishment or group
of establishments, a certificate issued by such Medical Board may
also be accepted for the purpose of this paragraph.
Provided further that it shall be open to the Secretary to demand
from the member a fresh certificate from a Civil Surgeon or any
doctor acting on his behalf where the original certificate produced
by him gives rise to suspicion regarding its genuineness.
Provided further the entire fee of the Civil Surgeon or any doctor
acting in his behalf shall be paid from the Fund in case the findings
of the Civil Surgeon or any doctor acting on his behalf agree with
the original certificate and that where such findings do not agree
with the original certificate, only half of the fee shall be paid from
the Fund and the remaining half shall be debited to the member’s
account;
iv) A member suffering from tuberculosis or leprosy or cancer, if
contracted after leaving the service of the Company on grounds of
illness but before payment has been authorized, shall be deemed to
have been permanently and totally incapacitated for work.
2) In cases other than those specified in sub-rule (1), the Secretary may
permit a member to withdraw the full amount standing to his credit in the
Fund on ceasing to be an employee in any establishment to which the act
applies provided that he has not been employed in any factory or other
establishment to which the Act applies for a continuous period of not
less than two months immediately preceding the date on which he makes
the application for withdrawal. The requirement of two months’ waiting
period shall not apply in cases of female members resigning from the
service of the Company for the purpose of getting married.
59 Unclaimed Amount on Leaving Service, Retrenchment or Death:
Amount unclaimed by a member or his nominee after his leaving service, retirement
or death shall on no account lapse to the Fund. Such unclaimed accumulations
shall be reviewed at the end of each financial year and the amount relating to
cases of more than 3-1/2 years old at the end of the year shall be transferred to
“Unclaimed deposit account”. The unclaimed accumulations, when refunded,
should be paid with interest up to the date of settlement of account. Interest at the
declared rate to be credited annually on all unclaimed amounts.
60 Accumulations of a Deceased Member - To whom payable:
On the death of a member, before the amount standing to his credit has become
payable or where the amount has become payable before payment has been made-
i) if a nomination made by the member in accordance with Rule 37 subsists,
the amount standing to his credit in the Fund or that part thereof to which
the nomination relates, shall become payable to his nominee or nominees
in accordance with such nomination;
624
ii) If no nomination subsists or if the nomination relates only to a part of the
amount standing to his credit in the Fund, the whole amount or the part
thereof to which the nomination does not relate, as the case may be, shall
become payable to the members of his family in equal shares.
Provided that no share shall be payable to-
a) sons who have attained majority;
b) sons of a deceased son who have attained majority;
c) married daughters whose husbands are alive;
if there is any member of the family other than those specified in clauses
(a), (b), (c) and (d).
Provided further that the widow or widows and the child or children of a
deceased son shall receive between them in equal parts only the share
which that son would have received if he had survived the member and
had not attained the age of majority at the time of the member’s death.
iii) In any case to which the provisions of clauses (i) and (ii) do not apply,
the whole amount shall be payable to the person legally entitled to it.
Explanation:
For the purpose of this Rule a member’s posthumous child, if born alive, shall be
treated in the same way as a surviving child born before the member’s death.
61 Payment of Provident Fund:
1) When the amount standing to the credit of a member or the balance thereof
after any deduction under Rule 60 becomes payable, it shall be the duty
of the Secretary to make prompt payment as provided in these Rules. In
case, there is no nominee in accordance with the Rules or there is no
person entitled to receive such amount under sub-rule (ii) of Rule 60, the
Secretary may, if the amount to the credit of the Fund does not exceed
Rs.10,000/- and if satisfied after enquiry about the title of the claimant,
pay such amount to the claimant.
2) If any portion of the amount which has become payable is in dispute or
doubt, the Secretary shall make prompt payment of that portion of the
amount in regard to which there is no dispute or doubt, the balance being
adjusted as soon as may be possible.
3) If the person to whom any amount is to be paid under these Rules is a
minor for whose estate a guardian under the Guardians and Wards Act
1890 (8 of 1890) has been appointed, the payment shall be made to such
guardian. Where no guardian under the Guardians and Wards Act, 1890
(8 of 1890) has been appointed, the payment shall be made to the guardian,
if any, appointed under sub-rule 37(e). Where no such guardian has been
appointed, the payment shall be made to the natural guardian and in the
625
absence of the natural guardian to such person as the Secretary, where
the amount does not exceed Rs.20,000/- or the Chairman if the amount
exceeds Rs.20,000/- considers to be proper person representing the minor
and the receipt of such person for the amount paid shall be a sufficient
discharge thereof
4) If the person to whom any amount is to be paid under these Rules is a
lunatic for whose estate a manager under the Indian Lunacy Act,
1912 (4 of 1912) has been appointed, the payment shall be made to such
manager. If no such manager has been appointed the payment shall be
made to the natural guardian of the lunatic and in the absence of any such
natural guardian such person as the Secretary, where the amount does
not exceed Rs 20,000/- or the Chairman, where the amount exceeds Rs
20,000/- considered to be the proper person representing the lunatic and
the receipt of such person for the amount paid shall be a sufficient
discharge thereof.
5) If it is brought to the notice of the Secretary that posthumous child is to
be born to the deceased member he shall retain the amount which will be
due to the child in the event of its being born alive and distribute the
balance. If subsequently no child is born or the child is still-born, the
amount retained shall be distributed in accordance with the provisions of
Rule 60.
6) a) The employer shall, at the time when a member of the Fund leaves the
service, be required to get the claim application, for payment of provident
fund in cases specified in clause (a) to (e) of sub-rule (1) , and clause (a)
of sub-rule (2) of Rule 60 duly filled in and attested and to forward the
said application to the Secretary.
b) The employer shall, at the time when a member of the Fund leaves the
service, be required to get the claim application for payment of provident
fund in cases specified in clause (f) of sub-rule (1) and in clause (b) sub-
rule (2) of Rule 60 duly filled in and attested, and to give the said
application to the member, for submission, on completion of the period
specified in clause (b) of sub-rule (2) of Rule 60 provided the member
continues to remain unemployed in a factory or other establishment to
which the Act applies, either through post or in person with proper
identification to the Secretary.
c) The employer shall, on the death of the member and on receipt of an
application for receiving the amount standing to the credit of such member,
forward forthwith the said application to the Secretary.
d) If the applicant is unable to send the claim application through the employer
or duly attested by him, for any reason whatsoever, he may forward it
to the Secretary and wherever necessary, the Secretary may forward
such application to the employer and the employer shall be required to
return it within five days of its receipt.
626
e) The payment may be made, at the option of the person to whom payment
is to be made (i) by postal money order, or (ii) by deposit in the payee’s
bank account in any Scheduled Bank or any Co-operative Bank (including
the Urban Co-operative Banks) or any Post Office, or (iii) through the
employer;
Provided that where the provident fund amount payable by postal money
order exceeds Rs.500/- it shall be remitted at the cost of the payee.
7) Any amount becoming due to a member as a result of:(i) supplementary
contribution from the employer in respect of leave wages/arrears of pay,
installment of arrear contribution received in respect of a member whose
claim has been settled on account but which could not be remitted for want
of latest address, or (ii) accumulation in respect of any member who has
either ceased to be employed or died, but no claim has been preferred
within a period of three years from the date it becomes payable, or if any
amount remitted to a person, is received back undelivered, and it is not claimed
again within a period of three years from the date it becomes payable shall be
transferred to an account to be called the ‘Unclaimed Deposits Account’:
Provided that in the case of a claim for the payment of the said balance the
amount shall be paid by debiting the ‘Unclaimed Deposits Account’.
8) The claims, complete in all respect submitted alongwith the requisite
documents shall be settled and benefit amount will be paid to the beneficiary
within 30 days from the date of it’s receipt.
CHAPTER X - MISCELLANEOUS
62 Capital Reserve Account and its Utilization:
A Capital Reserve Account shall be maintained in the books of the Fund to which
shall be credited any profit arising from the sale of securities. There shall likewise
be debited to the Capital Reserve Account any loss arising from the sale of
securities.
The Board at its discretion may utilize the amount lying at credit in the Capital
Reserve Account for the following purposes;-
i) To maintain a higher rate of interest on the members account at least at
par with the rate of interest declared by the Government of India under
the Employees’ Provident Funds Scheme, 1952;
ii) Deleted
iii) To meet the money order commission in connection with remittance of
provident fund consequent on settlement of claims to the members or
their family members in case of a deceased member; and
iv) Adhoc payment of Rs. 30/- to the heirs of deceased member as an aid for
procuring a succession/guardianship certificate.
627
63 i) Employees’ Family Pension Scheme, 1971/1995:
The employees’ Family Pension Scheme, 1971/EPS-1995 will be applicable to
the members of the Fund. The Company shall ensure compliance of the
provisions of the said Scheme with the Regional provident Fund Commissioner.
ii) Employees’ Deposit Linked Insurance Scheme, 1976:
The employees’ Deposit Linked Insurance Scheme, 1976 will be applicable to
the members of the Fund. The Company shall ensure compliance with the
said scheme.
64 Protection against attachment:
1) The amount standing to the credit of any member in the Fund shall not in way
be capable of being assigned or charged and shall not be liable to attachment
under any decree of order of Court in respect of any debit or liability incurred
by the member and neither the official assignee appointed under the
Presidency-Towns Insolvency Act, 1909 nor any receiver appointed under
the Provincial Insolvency Act, 1920 shall be entitled to, or have any claim on,
any such amount.
2) Any amount standing to the credit of a member in the Fund at the time of his
death payable to his nominee under these Rules of the Fund shall, subject to
any deduction authorized by the Rules, vest in the nominee and shall be free
from any debt or other liability incurred by the deceased or the nominee before
the death of the member and shall also not be liable to attachment under any
decree or order of any court.
65 Supply of Copies of Rules:
The Board shall supply to each office/unit/establishment of the Company a copy
of these rules for reference by member and also display one copy on the notice
board of the Company.
66 Trustees’ Power to amend Rules:
The Trustees shall have full power, with the consent of the Company in writing, to
add, repeal, alter or amend these Rules with prior approval of the Commissioner/
Commissioner of Income-tax.
Provided that no such addition or alteration shall adversely affect the rights of any
member of the Fund.
67 Inspection of Cards and Records by the Commissioner:
The Secretary shall, whenever the Commissioner or any Officer authorized by him
in this behalf so requests either in person or by notice in writing, produce before the
Commissioner or the Officer as the case may be, any account books or records of
the Fund, and if so required by the said Commissioner or Officer, shall deliver
such records to the said Commissioner or Officer who may, if he
thinks fit, retain the records provided that he shall grant a receipt for every record
retained by him.
628
68 Arbitration:
Any dispute or difference between the member or his executor, administrators,
nominees, representatives and the employer or Trustees regarding Provident Fund
shall be referred to the Regional Provident Fund Commissioner/Commissioner of
Income-tax whose decision shall be final. If any dispute arises as to the meaning or
applicability of any of the provisions in these Rules such matter shall be referred to
the Regional Provident Fund Commissioner whose decision shall be final in the
matter.
69 Disposal of the Fund:
Subject to the provisions of these Rules, the Fund shall not be expended for any
purpose other than for the payment of sums standing to the credit of individual
members of the Fund or to their nominees or heirs or legal representatives in
accordance with the provisions of these Rules.
70 Winding up:
It shall be lawful for the Trustees at any time on giving a month’s notice in writing
to all members of the Fund to wind up the Fund in which case the Trustees shall
on expiry of the period of such notice realize all securities and make up the books
and after payment of all costs and expenses of winding up and otherwise the
moneys of the Fund shall be distributed amongst the persons who shall be members
at the time of commencement of such winding up in proportion to the balances at
the time of making of the books standing to their credit therein. In case of the
Fund being wound up on account of the Company going into liquidation, the
employees’ contribution of the Provident Fund will have top priority over all other
dues.
Provided that the winding up of the Fund will not be made without the prior approval
of the Regional Provident Fund Commissioner/Commissioner of Income-tax.
71 Provision for Residency matters:
In case these Rules are silent on any matter or are not in conformity with the
provisions of the Act and the Scheme, the provisions of the later shall prevail.
72 Interpretation:
In these Rules, words in the singular number shall include the plural and vice-
versa. Words in the masculine gender shall include the feminine.
*****
629
630
Annexure-I
NJPC LTD.
EMPLOYEES PROVIDENT FUND
ELECTION OF TRUSTEES OF NJPC LTD. EMPLOYEES' PROVIDENT
FUND
NOMINATION FORM
(See Rule 5(iv)
I propose Shri………….......................... Designation…................. Membership
No...............for the post of Trustee.
Signature...................
Name........................
Designation.................
Membership No...............
I Second the proposal
Signature...................
Name........................
Designation.................
Membership No...............
Attested by
Name.........................
Signature...................
Designation..................
Membership No................
_______________________________________________________________________
CERTIFICATE OF DELIVERY
Nomination Form of Shri......................................
Membership No...............was delivered to me on……………...........
Returning Officer
631
632
Annexure-II
NJPC LTD.
EMPLOYEES PROVIDENT FUND
FORM OF DECLARATION
I hereby declare that I have read/have been read and explained to me and I have understood
the Rules of SJVN LIMITED EMPLOYEES PROVIDENT FUND. I hereby subscribe to
and agree to be bound thereby.
Dated the.................day of..........................19.................................
Name in full and address...............................................................................
Date of birth......................Nature of appointment........................................
Date of joining service.......................................
Present Salary: i) Basic.......................................

ii) Dearness Allowance...............
Witness...........................
Signature:
(1) Name...................................................................
Address.....................................................................
.................................................................................
Signature/Right or Left Hand Thumb

impression of the Employee.
———————————————————————————————————
The applicant can be admitted as a member.
Secretary SJVN Ltd. EPF Trust.
633
634
ANNEXURE – III
SJVN LIMITED
NEW SHIMLA
Declaration by a person taking up employment
(See Rule 29 )
I....................................................son/wife/daughter of…………………………..............
(Name)
*a) a member of the Employees’ Provident Fund:
b) a member of private Provident Fund of an exempted estt/an establishment granted
relaxation under para 79 of the Scheme and but for such exemption/relaxation
would have become and continued as a member of the Employees’ Provident
Fund:
c) an employee exempted under para 27/27A of the Employees’ provident fund scheme,
1952 and but for such exemption would have become and continued as a member
of the Employees’ Provident Fund.
I also declare that I was not employed*/I was employed in M/s................................
……...............(Name and full address of the estt) which is/not a covered estt/in
any covered estt. under the Employees’ Provident Fund & Misc. Provisions
Act,1952. My Provident Fund Account No. is*/was ......................................
I further declare that I have */have not withdrawn the total accumulations standing
to my credit in the Fund.
Date...........
**Signature or right/left
hand thumb impression of the
635
636
employee.
SJVN LIMITED
(to be filled up by the employer only when the person employed is not a member of the
Employees’ Provident Fund.).
Shri……………………………....................is appointed
as……………….......................................
(Name of the employee) (Designation)
in....................with effect from......................(Name of the factory/estt.) (date of appointment)
Particular of employment.
From To No. of days worked
———————————————————————————————————
______________________________________________________________________________
Date of admission as member of Employees’ Provident Fund
Date................
Signature of the employer
637
638
Annexure-IV
STANDARD TABLE FOR LEVY OF DAMAGES
(See Rule 33)
Sl..No. of O ne O ver one O ver O ver O ver O ver O ver O ver O ver O ver O ver O ver O ver twelve
the default month month two three four five six seven eight nine ten eleven months
or less upto two months month s months months month s months months months month s months
months upto upto upto upto six upto upto upto upto ten upto upto
three four five months seven eight nine months eleven twelve
months months months months months months months months
Ist 2% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50% 55% The
default default
exceeding
2nd " 5% 10% 15% 20% 25% 30% 35% 40% 45% 50% 55% 60% twelve
months
3rd " 10% 15% 20% 25% 30% 35% 40% 45% 50% 55% 60% 65% the
damages
leviable
4th " 15% 20% 25% 30% 35% 40% 45% 50% 55% 60% 65% 70%
shall be an
639
amount
5th " 20% 25% 30% 35% 40% 45% 50% 55% 60% 65% 70% 75% equal to
the
6th " 25% 30% 35% 40% 45% 50% 55% 60% 65% 70% 75% 80% amount in
arrears
7th " 30% 35% 40% 45% 50% 55% 60% 65% 70% 75% 80% 85%

8th " 35% 40% 45% 50% 55% 60% 65% 70% 75% 80% 85% 90%
9th " 40% 45% 50% 55% 60% 65% 70% 75% 80% 85% 90% 95%
10th " 45% 50% 55% 60% 65% 70% 75% 80% 85% 90% 95% 100%
11th " 50% 55% 60% 65% 70% 75% 80% 85% 90% 95% 100% 100%
12th " 55% 60% 65% 70% 75% 80% 85% 90% 95% 100% 100% 100%
WHERE NUMBER OF DEFAULT EX CEEDS 12, THE DA MAGES LEVIABLE SHALL BE AN AMOUNT EQUAL TO THE
AMOUNT IN ARREARS.
640
Annexure-V
SJVN LIMITED
Nomination and Declaration form for Un-exempted/Exempted establishments/Declaration and Nomination Form
under the Employees' Provident Funds & Employees Pension Scheme
(Paragraph 33 & 61 (1) of the Employee's Provident Fund Scheme, 1952 & Paragraph 18 of the Employees Pension Scheme, 1995)
1. Name(in Block letters) :………………… 7. Address (Permanent) :……………..

2. Father's/Husband's Name :………………… :……………..
3. Date of Birth :………………… :……………..
4. Sex :…………………
5. Marital Status :………………… Temporary :……………..
6. Account No. :…………………
PART – A (EPF)
I hereby nominate the person(s) cancel the nomination made by me previously and nominate the person(s) mentioned below to
receive the amount standing to my credit in the Employee's Provident Fund, in the event of my death.
641
Name of Address Nominee's Date of Birth Total amount of share If the Nominee is a
the relationship with of accumulation in minor, name &
Nominee/ the Provident Fund to be relationship & address
Nominees paid to each nominee of the guardian who
may receive the

amount during the
minority of nominee
1 2 3 4 5 6
1. That I have no family as defined in Para-2(g) of the Employees' Provident Fund Scheme, 1952 and should I acquire a family
hereafter the above nomination should be deemed as cancelled.
2. *Certified that myfather/mother is/are dependent upon me.
*Strike out whichever is not applicable. Signataure or thumb impression of the subscriber
Part-B (FPS)
I hereby funish below particular of the members of my family who would be eligible to receive widow/children pension in the event of my death.
Sl.No. Name of the family Address Relationship with the member
Date of Birth
1.
2.
3.
• Certified that I have no family, as defined in Para-2(vii) of Employees' Pension Scheme, 1995 and should I acquire a family hereafter I shall
Furnish particulars thereon in the above form.
I hereby nominate the following person for receiving the monthly widow pension (admissible under Para-16.2 (a) (i) & (ii) in the event of my
death without leaving any eligible family member for receiving pension.
642
Name & Address of the nominee Date of Birth Relationship with the member
1.
2.
3.
Date: ***Strike out whichever is not applicable Signature of thumb impression

of the subscriber
CERTIFICATE BY EMPLOYER
Certified that the above declaration and nomination has been signed/thumb impressed before me by Shri/Smt./Kum. …………….… employed in
my establishment after he/she has read the entries/entries have been read over to him/her by me and got confirmed by him/her.
Place:……….
Signature of the employer or other authorized Officers of the establishment
Dated: Designation
Name & Address of the Factory/Extablishment or Rubber Stamp thereof
ANNEXURE VI
EMPLOYEE’S PROVIDENT FUND LEDGER ACCOUNT
FOR THE YEAR…....
Employee No. ……………………………………….. Date of Joining………………
Name ……………………………………………….. Date of Joining of fund ………
Father’s/Husband’s Name …………………......... Designation .………….....…...
Employee’s Contribution Employer’s Contribution
Month
Compulsory Voluntary Transfer Interest Withdrawal Employee’s Employer’s Transfer Interest Withdrawal Employer’
Contribution Contribution Receipt Transfer Balance Contribution Receipt Transfer Balance
Bearing Bearing
Interest Interest
Opening
Balance
Apr.
Apr
May
June
July
Aug
Sep.
Oct.
Nov.
Dec.
Jan.
Feb.
Mar.
Total
Summary
Employees Employer
Opening Balance
Compulsory Contrubution
Voluntary Contribution
Transfer Receipt
Total Contribution
Interest Transfer
Interest
Withdrawal
Closing Balance
Total Balance as on 31st March …………… Rs. ……………………….
643
644
ANNEXURE - VII
NJPC E.P.F. TRUST
Application for Non-Refundable/Refundable advance from P.F.
(1) Name (in Block Letters) ———————————————
(2) Employee Number ———————————————
(3) Designation ———————————————
(4) Unit & Department ———————————————
(5) Salary per month(Rs.) Basic Pay ____________D.A_________.________
(Enclosed photocopy of latest pay slip)
(6) Amount of advance applied for ————————————
(Recovery in_______Instalments of Rs_______p.m.)
(7) Purpose of advance ———————————————
(8) Date of joining the membership
of SJVN Ltd. Employees P.F.Trust ——————————————
(9) Whether P.F. Balance Transferred from
previous employer & if so, mention —————————————
the name of Employer. —————————————
(10) Date of joining the membership of
P.F. with previous employer. —————————————
(11) Whether the advance from P.F. was
taken for the same purpose & if so, —————————————
the date and amount of advance. —————————————
(12) Amount of refundable advance drawn
during the year. —————————————
(13) Amount of advance sanctioned by SJVN
for purchase of Plot/House/Flat etc .————————————
I declare that above particulars are true to the best of my knowledge & I will be abide by
the conditions governing the grant of advance. Certificates/Documents in support of my
application are enclosed.
Dated: (Signature of the applicant)
The application is recommended & forwarded to the Secretary, SJVN Ltd. EPF Trust for
necessary action.
(Signature of Head of Deptt.)
645
Dated: Name, designation & seal.
(FOR USE IN PERSONNEL DEPARTMENT)
Certified that Sh. Smt./Km_____________________________________ is dependent on

Sh./Smt. Km _____________________________ Employee No. ______________ as per
declaration of the employee.
(Signature of P.O./A.P.O)
(FOR USE IN P.F. TRUST SECTION)

Name of the applicant ____________________________________________
Employee Number _______________________________________________
Members Subscription upto __________________________ Rs. ___________
Recommended for Sanction
Refundable Advance of Rs. ————————————————————————

Recovery in __________________________ Installment of Rs ____________ P.m.
Sanctioned
Accountant Secretary/Trustee
646
RULES AND REGULATIONS
OF SJVN LIMITED
EMPLOYEES'
GRATUITY FUND
647
648
CONTENTS
RULE TITLE PAGE
1 Name of the Fund and its Scope 651
2 Definitions 651
3 Continuous Service 652
4 Fund constituted under an Irrevocable Trust and purpose 653
of the Fund
5 Management 654
6 Term of Office 654
7 Resignation 654
8 Cessation of Trusteeship 654
9 Filling of Vacancies 655
10 Powers of Trustees 655
11 Declaration of Trustees' Power 655
12 Power of Board of Trustees for Sale and Hypothecation 655
etc. of the Investments
13 Receipt for Moneys received by the Board of Trustees 655
14 Meetings 655
15 Notice of Meeting and List of Business 655
16 Chairman to preside at Meetings 656
17 Quorum 656
18 Disposal of Business 656
19 Minutes of Meetings 656
20 Acts of the Board of Trustees not invalid by reason of 656
defect in its constitution etc.
21 Cost of Administering the Fund 656
22 Delegation of Powers, Duties etc. by the Board of Trustees 657
23 Bank Account of the Fund 657
649
GRATUITY FUND RULES
24 Liability of Trustees 657
25 Admission of Directors to the Fund 657
26 Assignment of and Creating Charges 657
27 Account and Audit 657
28 Arrangement of Winding Up of the Company's Business 658
29 Arrangement of Winding Up of the Fund 658
30 Payment of Gratuity 658
30-A Transfer of Gratuity in the case of employee who moves from 659
one Public Enterprise to the other with the consent of the
respective Managements
31 Forfeiture of gratuity 660
31A Withholding of Gratuity 660
32 Income-tax/Duty etc. payable by the Employee 660
33 Nomination 660
34 Application for Gratuity 661
35 Mode of payment of Gratuity 662
36 Agreement to join the Fund 662
37 Amendments of Rules 662
38 Repugnancy of Rules 662
39 Disputes regarding administration of the Fund 662
Form-A Form of Agreement 663
Form-B Nomination 665
Form-C Fresh Nomination 669
Form-D Modification of Nomination 673
Form-E Application for Gratuity by an Employee 675
Form-F Application for Gratuity by a Nominee 677
Form-G Application for Gratuity by a Legal Heir 679
650
GRATUITY FUND RULES
RULES AND REGULATIONS OF SJVN LIMITED EMPLOYEES’
GRATUITY FUND
1.0 Nature of the Fund and its Scope:
The Fund shall be called “SJVN LIMITED Employees’ Gratuity Fund”. It will
cover all employees of the Company working at any place in India.
2.0 Definitions:
In these Rules and Regulations unless there is anything repugnant to the subject or
context:
a) Apprentice’ means a person who is declared to be an apprentice under
the Apprentices Act, 1961 (52 of 1961);
b) ‘Board’ means the Board of Trustee’s consisting of all the Trustees of the
Fund;
c) ‘Beneficiary’ means an employee entitled to Gratuity in accordance with
provisions of these Rules;
d) ‘Commissioner’ means the Commissioner of Income- tax;
e) ‘Company’ means the SJVN LIMITED;
f) ‘Completed years of Service’ means continuous service for one year;
g) ‘Continuous Service’ means continuous service as defined in Rule 3;
h) ‘Employee’ means any person (other than an apprentice, casual and non-
regular employee) employed on whole-time on wages in the Company
irrespective of the rate of his pay or status including Chief Executive and
full-time functional Directors but does not include an employee of a State
or Central Government or other Government and industrial concerns
working with the Company on deputation/foreign service terms, employed
on contract basis, re-employed pensioners;
i) ‘Employer’ means the Board of Directors for the time being of the
Company or the officers delegated with powers by the Board of Directors
in this regard;
j) ‘Family’, in relation to an employee, shall be deemed to consist of-
i) In the case of a male employee, himself, his wife, his children
whether married or unmarried, his dependant parents and the
dependant parents of his wife and the widow and the children of his
pre-deceased son, if any;
Provided that if a male employee proves that his wife has ceased,
under the personal law “ governing him or the customary law of the
community to which the spouse belong, to be entitled to maintenance,
she or her dependant parents shall no longer be deemed to be a part
of the employee’s family for the purpose of these Rules, unless the
651
GRATUITY FUND RULES
employee subsequently intimates by express notice in writing to the
Secretary that she shall continue to be so regarded;
ii) In the case of a female employee, herself, her husband, her children
whether married or unmarried, her dependant parents and the
dependant parents of her husband and the widow and children of
her pre-deceased son, if any:
Provided that if the female employee by notice in writing to the
Secretary expresses her desire to exclude her husband from the
family, the husband and his dependant parents shall no longer be
deemed to be a part of the employee’s family for the purposes of
these Rules, unless the employee subsequently cancels in writing
any such notice;
Explanation:
Where the personal law of an employee permits the adoption by him of a
child, any child lawfully adopted by him shall be deemed to be included in
his family and where the child of an employee had been adopted by another
person and such adoption is, under the personal law of the person making
such adoption, lawful, such child shall be deemed to be excluded, from the
family of the employee. :
k) ‘Fund’ means the SJVN LIMITED Employees’ Gratuity Fund;
1) ‘Rules’ means the Rules and Regulations of the SJVN LIMITED
Employees’ Gratuity Fund as contained in this Schedule;
m) ‘Secretary’ means the Secretary of the Board of Trustees;
n) ‘Trustee’ means a member of the Board of Trustees for the time being;
o) ‘Trust’ means the irrevocable Trust under which the Fund is established;
p) ‘ Wages’ means all emoluments which are earned by an employee while
on duty or on leave in accordance with the terms and conditions of his
employment and which are paid or payable to him in cash and includes
dearness allowance, but does not include any bonus, commission, house
rent allowance, overtime wages and any other allowances;
q) Words in the singular number shall include the plural and words in the
masculine gender shall include the feminine;
r) All other words and expressions not defined herein-above shall have the
meaning respectively assigned to them in the Payment of Gratuity Act,
1972 and Rules framed there under, the Income-tax Act, 1961 and the
Income-tax Rules, 1962.
3.0 Continuous Service:
i) An employee shall be said to be in continuous service for a period, if he
has, for that period, been in uninterrupted service, including service which
652
GRATUITY FUND RULES
may be interrupted on account of sickness, accident, leave, absence from
duty without leave (not being absence in respect of which an order treating
the absence as break in service has been passed in accordance with the
Standing Orders, rules or regulations governing the employees), lay-off,
strike or a lock-out or cessation of work not due to any fault of the
employee;
ii) Where an employee is not in continuous service within the meaning of
clause (i) for any period of one year or six months, he shall be deemed
to be in continuous service under the company-
a) For the said period of one year, if the employee during the period of
twelve calendar months preceding the date with reference to which
the calculation is to be made, has actually worked for not less than
one hundred and ninety days, in the case of an employee whose
office/unit works for less than six days in a week; and two hundred
and forty days in any other case;
b) For the said period of six months, if the employee during the period
of six calendar months preceding the date with reference to which
the calculation is to be made, has actually worked for not less than
ninety five days, in the case of an employee whose office/unit works
for less than six days in a week; and one hundred and twenty days
in any other case.
Explanation:
For the purpose of clause (ii), the number of days on which an employee had
actually worked under the Company shall include the days on which-
i) He has been laid-of under an agreement or as permitted by Standing
Orders under the Industrial Employment (Standing Orders) Act, 1946
(20 of 1946) or under the Industrial Disputes Act, 1947 (14 of 1947) or
under any other law applicable to the Company;
ii) He has been on leave with full wages earned in the previous year;
iii) He has been absent due to temporary disablement caused by accident
arising out of and in the course of his employment; and
iv) In the case of a female, she has been on maternity leave; so, however,
that the total period of such maternity leave does not exceed the prescribed
limit as prescribed under maternity benefit Act 1961.
4.0 Fund constituted under an Irrevocable Trust and purpose of the Fund :
4.1 The Fund shall be constituted under a Trust, working for its sole purpose the
provision of Gratuity to the employees of the Company as provided in these Rules,
which is irrevocable. No moneys belonging to the Fund in the hands of the Trustees
shall be recoverable by the Company nor shall the Company have lien or charge
of any description on the same, save as herein provided.
653
GRATUITY FUND RULES
4.2 The object of the Fund is to provide moneys for payment of gratuity in India to the
employees of the Company in accordance with the proisions of these Rules.
4.3 The Company shall be the contributor to the Fund.
5.0 Management:
5.1 The custody, control and management of the Fund shall be vested in a Board of
Trustees constituted under the Rules of the Fund.
5.2 The Board of Trustees shall consist of three representatives nominated by the
employer. The Trustees of the Fund shall be resident of India and any Trustee who
leaves India permanently shall vacate his office.
5.3 Three representatives so nominated by the employer shall include two
representatives of the Finance Wing at the Corporate Office who will be the
Chairman and Secretary of the Board of Trustees. Head of Corporate Establishment
Group (as Personnel representative), not below the level of Sr. Manager, will be
member of the Board of Trustees.
6.0 Term of Office:
6.1 The term of office of the Trustees shall be three years commencing from the date
of the nomination, provided that any such Trustee shall, not withstanding the expiry
of the said period of three years, continue to hold office until the nomination of
his successor is made.
6.2 An outgoing Trustee is eligible for re-nomination.
7.0 Resignation:
7.1 A Trustee may resign from his office by letter in writing, addressed to the Chairman
and his office shall fall vacant from the date on which his resignation is accepted
by the Board.
8.0 Cessation of Trusteeship:
8.1 A Trustee ceases to be on the Board-
i) on his death; or
ii) on his ceasing to be the employee of the Company, if he is an employee
of the Company; or
iii) on his ceasing to be Director if he is a Director the Company; or
iv) on his leaving India permanently; or
v) if he is declared to be of unsound mind by a Competent Court; or
vi) if he is an undischarged insolvent;
vii) if he has been convicted of an offence involving moral turpitude;
viii) if he fails to attend three consecutive meetings of the Board without
obtaining leave of absence from the Chairman provided that the Chairman
654
GRATUITY FUND RULES
may restore him to Trusteeship if he is satisfied that there were reasonable
grounds for such absence.
9.0 Filling of Vacancies:
9.1 The employer shall nominate a successor in the place of such a Trustee who has
ceased to be a Trustee in any manner as provided in Rule 8.
10.0 Powers of Trustees:
10.1 The Rules shall be interpreted by the Board of Trustees whose decision shall be
final and binding upon the employees of the Company and their nominees.
10.2 The Board of Trustees shall administer the Fund and income thereof except as
otherwise provided in the Rules and Regulations for the time being in force.
10.3 The Board of Trustees shall invest the moneys of the Fund, which are not required
for the purpose of the Trust in accordance with the provisions of the Income-Tax
Act, 1961, and the Rules made there under including their amendments.
11.0 Declaration of Trustees Power:
11.1 The Secretary shall sign all correspondence on behalf of the Fund and exercise
powers and authorities as may be conferred on him by the Board of Trustees.
12.0 Power of Board of Trustees for Sale and Hypothecation etc. of the Investments:
12.1 The Board of Trustees may from time to time, as and when necessary, raise such
sum or sums as may, be required for the purposes of the Fund by sale, hypothecation
or pledge of the investments held by them or of a sufficient part thereof.
13.0 Receipt for Moneys received by the Board of Trustees:
13.1 Receipt for moneys received by the Board of Trustees and endorsement on cheques,
drafts and other documents, received by the Board of Trustees shall be made by
the Secretary for and on behalf of the Board of Trustees.
14.0 Meetings:
14.1 The Board of Trustees shall meet as often as may be necessary and at such places
and time as may be appointed for the dispatch of business of the Fund.
14.2 The Secretary may whenever he thinks fit, and shall, within fifteen days of the
receipt of a requisition in writing from not less than two members of the Board of
Trustees, call a meeting thereof.
15.0 Notice of Meeting and List of Business:
15.1 For every meeting, notice of not less than seven days containing the date, time and
place together with a list of business to be conducted at the meeting, shall be sent
to each Trustee.
15.2 Provided that when the Secretary, with the approval of the Chairman calls a meeting
for considering any matter which in his opinion is urgent, a notice giving such
reasonable time as he may consider necessary, shall be deemed sufficient.
655
GRATUITY FUND RULES
16.0 Chairman to preside at Meetings:
16.1 The Chairman shall preside at every meeting of the Board of Trustees at which he
is present. If the Chairman is absent at any time, the Trustees present shall elect
one of them to preside over the meeting and the Trustee, so elected shall exercise
all the powers of the Chairman at the meeting.
17.0 Quorum:
17.1 Two members including the Chairman of the Board of Trustees shall constitute
the quorum at any meeting of the Board of Trustees.
17.2 If in any meeting the number of Trustees is less than the required quorum, the
meeting will stand adjourned to the same day in the next week at the same time
and place and if at such adjourned meeting a quorum is not present, those Trustees
who are present shall form the quorum and transact the business for which the
meeting was called.
18.0 Disposal of Business:
18.1 Each Trustee including the Chairman shall have one vote.
18.2 Every question considered at a meeting of the Board of Trustees shall be decided
by a majority of the votes of the Trustees present and voting. In the event of an
equality of votes, the Chairman shall have a casting vote.
18.3 Any resolution, except as may be placed before the meeting of the Board of Trustees
may be adopted by circulation among all the Trustees and any resolution so
circulated and adopted by a majority of the Trustees who have signified their
approval, shall be as effective and binding as if such resolution had been adopted
at meeting of the Board of Trustees. However, such circulatory resolution shall be
put up in the next meeting of the Board of Trustees for confirmation.
19. 0 Minutes of Meetings:
19.1 The Secretary shall maintain the record of the minutes of meetings of the Board of
Trustees.
19.2 The records of minutes of each meeting shall be signed by the Chairman after
confirmation with such modifications, if any, as may be considered necessary at
the next meeting.
19.3 The Secretary shall take necessary steps for carrying out the decisions of the Board
of Trustees.
20.0 The Board of Trustees shall function notwithstanding any vacancy therein and
notwithstanding any defect in the nomination of any of its Trustees or constitution
of the Board of Trustees and no act or proceeding of the Board of Trustees shall be
called in question merely by reason of the existence of any vacancy therein or any
defect in the nomination of any Trustee or constitution of the Board of Trustees.
21.0 Cost of Administering the Fund:
21.1 It shall be lawful for the Board of Trustees to reimburse themselves or pay and
discharge out of the property of the Trust, all costs, charges and expenses incurred
656
GRATUITY FUND RULES
by them in carrying out these presents or in the execution of the Trust powers
under these presents.
22.0 Delegation of Powers, Duties etc. by the Board of Trustees:
22.1 The Board of Trustees may delegate any of their duties, powers, rights and
discretions to one or more of themselves as they may from time to time think fit,
and they may vary, alter, withdraw, modify or cancel such delegation as they from
time to time think fit.
23.0 Bank Account of the Fund:
23.1 All contributions of the Company shall be deposited by the Board of Trustees
every year into a Bank Account specially created for that purpose and at convenient
intervals and as soon as possible the Board of Trustees shall invest these funds as
provided hereinbefore. All interest accruing on the funds either through the Bank
Account or securities or investment will after meeting any relative expenses be
caused to be credited by the Board of Trustees at convenient intervals not less
than once every year to the account of the Fund. The said Bank Account shall be
operated upon jointly by two Trustees to be nominated by the Board of Trustees.
24.0 Liability of Trustees:
24.1 No Trustee shall be responsible or chargeable save and except for moneys actually
received by him nor shall he be responsible or chargeable for the acts, defaults or
neglects of the Bank with whom the moneys of the Fund are deposited nor for
any loss, unless the same happens through his own willful act or omission. All
expenses incurred in respect of, and loss, if any, arising from any investment shall
be charged to the Fund.
25.0 Admission of Directors to the Fund:
25.1 The Chairman, Managing Director and other Functional Directors of the Company
shall be admitted to the benefits of the Fund only if they are whole-time employees
of the Company and do not beneficially own shares in the Company carrying
more than five per cent of the total voting right.
26.0 Assignment of and Creating Charges:
26.1 No employee shall assign or create a charge upon his beneficial interest in the
Fund.
27.0 Account and Audit:
27.1 The Secretary shall cause the accounts of the Fund to be maintained in such a
manner as the Board of Trustees may, from time to time, decide.
27.2 At the end of each financial year an Income and Expenditure Account together
with a Balance Sheet of the Funds’ accounts and liabilities shall be laid before the
Board of Trustees at a meeting to be held within nine month of the close of the
financial year.
27.3 Every year the Board of Trustees of the Fund shall appoint a Chartered Accountant
657
GRATUITY FUND RULES
or a firm of Chartered Accountants as auditor for audit of the Fund accounts and
fix the remuneration which shall be borne by the Company.
27.4 A copy of the said audited accounts shall be furnished to the Company and such
other authorities as may be necessary.
28.0 Arrangement of Winding Up of the Company’s Business:
28.1 Where the Company’s business is to be wound up or discontinued, the Board of
Trustees shall with the prior approval of and subject to such conditions as may be
imposed by the Commissioner make satisfactory arrangements for the payment of
gratuity to the existing beneficiaries.
29.0 Arrangement of Winding Up of the Fund:
29.1 Any arrangement for the winding up of the Fund or for its amalgamation with
another Fund shall be subject to the prior approval of, and to such conditions as
may be imposed by the Commissioner.
30.0 Payment of Gratuity:
30.1 Gratuity shall be payable to an employee on the termination of his employment
after he has rendered continuous service for not less than five years-
a) On his superannuation, or
b) On his retirement or resignation, or
c) On disablement due to accident or disease or permanent incapacity due
to bodily or mental infirmity
d) On his death
e) Discharge on abolition of post
30.2 Completion of continuous service of five years shall not be necessary where the
termination of the employment of any employee is due to death, disablement or
permanent infirmity:
30.3 In the case of death of the employee, Gratuity payable to him shall be paid to his
nominee or, if no nomination has been made, to his heirs, and where any such
nominee or heir is a minor , the share of such minor shall be deposited with the
controlling authority under the Payment of Gratuity Act, 1972 who shall invest
the same for the benefit of such minor in such bank or financial institution, as
may be prescribed, until such minor attains majority.
30.4 For the purpose of this Rule, disablement means such disablement as incapacitates
an employee for the work which he was capable of performing before the accident
or disease resulting in such disablement.
30.5 For every completed year of service or part thereof in excess of six months,
Gratuity is payable at the rate of fifteen days’ wages based on the rate of wages
last drawn by the employee concerned subject to a maximum of forty times fifteen
days wages or Rs. 10 lakh (Rupees Ten lakh) whichever is less w.e.f. 01.01.07.
658
GRATUITY FUND RULES
30.6 In the case of death of an employee, amount of Gratuity will be admissible on the
scale enumerated under (30.5) above or as worked out below, whichever be more.
Period of Continuous Service Amount of Gratuity
Upto one year Four times fifteen days wages
More than one year but upto Twelve times fifteen days wages
five years
More than five years but upto Twenty four times fifteen days wages
twenty years
More than twenty years Half month's wages for completed half year of
service subject to maximum of sixty six times
fifteen days wages. Provided however, the
amount of Gratuity shall in no case exceed Rs.
10 lakh (Rupees Ten lakh).
30.7 In respect of Central/State Government/Public Sector Undertaking employees who

have opted for absorption in the Company, the total Gratuity admissible in respect
of the service rendered under the Government/Public Sector Undertaking and that
under the Company would not exceed the amount that would have been admissible
had the employee continued in the Government/Public Sector Undertaking Service
and retired on the same pay which he drew on retirement from the Company.
30.8 For the purpose of computing gratuity payable to an employee who is employed,
after his disablement, on reduced wages, his disablement shall be taken to be the
wages received by him during that period and his disablement shall be taken to be
the wages as so reduced.
30.9 In the case of a monthly rated employee, the fifteen days wages shall be calculated
by dividing the monthly rate of wages last drawn by him by twenty six and
multiplying the quotient by fifteen.
30-A Transfer of Gratuity in the case of employee who moves from one Public Enterprise
to the other with the consent of the respective Managements:
30(A).1 When an employee resigns from the Company’s service to take up employment in
Central Government/ State Government or any Public Sector Enterprise under
them with the consent of both the organizations, an amount towards gratuity earned
by the employee for the service rendered by him in the Company computed on the
basis of wages last drawn will be paid to the Gratuity Trust of the transferee
enterprise provided the Gratuity Rules of the said Trust also provide for accepting
the amount of gratuity so transferred. In such cases, restriction of five years
qualifying service as provided under Rule 30 for entitlement of gratuity will not
apply. Service of less than six months will, however, be ignored and in such cases
the facility of transfer of gratuity will not apply.
30(A).2 Before the gratuity of an ex-employee is transferred by SJVN Gratuity Trust to
the new employer, an undertaking shall be obtained from the new employer to the
effect that in the event of the concerned employee leaving their service before he
659
GRATUITY FUND RULES
becomes eligible for payment of gratuity under their rules and joins private
organization or some other establishment not covered by the provisions for carry
forward of gratuity, the amount of gratuity transferred by the Company shall be
refunded to the SJVN Gratuity Fund. In case the employee is transferred back to
the Company, the gratuity shall be refunded to the SJVN Gratuity Trust by the
transferor organization.
30(A).3 With the consent of both the organizations, the payment of gratuity if made by the
Gratuity Trust of the transferor organization under their Gratuity Trust Rules will
be accepted by the SJVN Gratuity Trust and, in lieu thereof, their past qualifying
service in the previous organizations will count as qualifying service for the purpose
of payment of gratuity under the SJVN Gratuity Rules.
31.0 Forfeiture of Gratuity:
31.1 The gratuity of an employee, whose services have been terminated for any act,
willful omission or negligence causing any damage or loss to, or destruction of
property belonging to the Company, shall be forfeited to the extent of the damage
or loss so caused.
31.2 The gratuity payable to an employee shall wholly be forfeited-
a) If the services of such employee have been terminated for his riotous or
disorderly conduct or of any other act of violence on his part, or
b) If the services of such employee have been terminated for any act which
constitutes an , offence involving moral turpitude, provided that such
offence is committed by him in the course of his employment.
31-A Withholding payment of Gratuity
31(A).1 During the pendency of the disciplinary proceedings, the disciplinary authority
may withhold payment of gratuity, for ordering the recovery from gratuity of the
whole or part of any pecuniary loss caused to the Company if the employee is
found in a disciplinary proceeding or judicial proceeding to have been guilty or to
have caused pecuniary loss to the company by misconduct or negligence, during
his service including service rendered on deputation or on re-employment after
retirement. However, the provisions of Section 7 (3) and 7 (3A) of the Payment of
Gratuity Act, 1972 should be kept in view in the event of delayed payment, in case
the employee is fully exonerated.
32.0 Income-tax/Duty etc. payable by the Employee:
32.1 Income-tax or any other tax/duty payable, if any, on the amount of gratuity shall
not be borne by the Fund but shall be deducted from the gratuity amount payable.
33.0 Nomination:
33.1 Each employee shall make nomination in Form ‘B’ at the time of joining SJVN .
33.2 An employee may, in his nomination, distribute the amount of gratuity payable to
him amongst more than one nominee.
660
GRATUITY FUND RULES
33.3 If an employee has a family at the time of making a nomination, the nomination
shall be made in favour of one or more members of his family and any nomination
made by such employee in favour of a person who is not a member of his family,
shall be void.
33.4 If at the time of making a nomination the employee has no family, the nomination
may be made in favour of any person or persons but if the employee subsequently
acquires a family, such nomination shall forthwith become invalid and the employee
shall make a fresh nomination in favour of one or more members of his family in
Form ‘C’.
33.5 A nomination may, subject to provisions of rules (iii) and (iv), be modified by an
employee at any time, after giving to the Secretary a written notice in Form ‘D’ of
his intention to do so.
33.6 If a nominee predeceases the employee, the interest of the nominee shall revert to
the employee, who shall make a fresh nomination in respect of such interest.
33.7 Every nomination, fresh nomination or alteration of nomination, as the case may
be, shall be sent by the employee to the Secretary, who shall keep the same in his
safe custody.
33.8 A nomination, fresh nomination or its modification shall take effect to the extent
it is valid from the date on which it is received by the Secretary.
34.0 Application for Gratuity:
34.1 An employee who is eligible for payment of gratuity or any person authorized, in
writing, to act on his behalf, shall apply to the Secretary within thirty days from
the date the gratuity became payable to him in Form ‘E’.
34.1.1 In case of superannuation or retirement the employee may apply to the Secretary
before thirty days of the date of superannuation or retirement.
34.2. A nominee of an employee who is eligible for payment of gratuity under Rule 30
shall apply to the Secretary within thirty days from the date the gratuity became
payable to him in Form ‘F’.
34.2.1. Application on plain paper with relevant particulars shall also be accepted. The
Secretary may obtain such other particulars as may be deemed necessary by him.
34.3. A legal heir of an employee who is eligible for payment of gratuity under Rule 30
shall apply to the Secretary within one year from the date the gratuity became
payable to him in Form ‘G’.
34.3.1. Where gratuity becomes payable before these Rules and Regulations come into
force, the periods of limitation specified herein above shall be deemed to be
operative from the date of such Rules and Regulations coming into force.
34.4. An application for payment of gratuity filed after the expiry of the period specified
above shall also be entertained by the Secretary if the applicant adduces sufficient
cause for the delay in preferring his claim and no claim for gratuity under the
661
GRATUITY FUND RULES
Payment of Gratuity Act, 1972 shall be invalid merely because the claimant failed
to present his application within the specified period.
35.0 Mode of payment of Gratuity:
35.1. The gratuity payable shall be paid through Demand Draft or Bank Cheque to the
eligible employee, nominee or legal heir, as the case may be:
Provided that in case the eligible employee, nominee or legal heir, as the case
may be, so desires and the amount of gratuity payable is less than one thousand
rupees, payment may be made by cash or postal money order after deducting the
postal money order commission thereof from the amount payable.
35.2. A register should be kept by the Secretary in which shall be entered the names and
addresses of persons who received gratuity out of the Fund together with the amount
paid to each of them.
36.0 Every employee when joining the Fund shall subscribe to the agreement as in
Form ‘A’.
37.0 Amendments of Rules:
37.1. No alternation in the Rules, Constitutions, Objects or Conditions of the Fund
shall be made without the prior approval of the Commissioner.
38.0 If there is any repugnance between the Rules of the Fund and any provision of the
Income-tax Act, 1961 and the Rules made there under or any other law for the
time being in force, Rules to the extent of such repugnancy shall be ineffective.
39.0 Disputes regarding administration of the Fund:
39.1. Any difference which may arise between employers, nominees, executors or
personal representatives and Board of Trustees or the Company on any matter or
thing arising out of administration of Fund and or Rules and Regulations shall be
referred to a person appointed by the Board of Directors as sole arbitrator in terms
of the Indian Arbitration Act, 1940 for the time being in force.
*****
662
GRATUITY FUND RULES
FORM – ‘A’
(See Rule 36 of the Rules)
FORM OF AGREEMENT
I hereby declare that I have read the Rules and Regulations of the SJVN LIMITED.
Employees Gratuity Fund and that I agree to be bound by them and by subsequent additions
and/or alternations, if any, to them from time to time made in pursuance of the Rules and
Regulations of the Fund.
Account Number………………….
1. Name…………………………………………………………………………
(Surname) (First name) (Middle Name)
2. Age…………………………………………………………….
(Years) (Months)
3. Date of Birth ………………………………………….
4. Religion ………………………………………………
5. Sex ……………………………………………………
6. Father’s /Guardian Name …………………………….
7. Marital Status …………………………………………
8. Husband’s/Wife’s Name ………………………………
9. Identification mark …………………………………….
10. Division/Office in which working ……………………...
11. Designation …………………………………………….
12. Employee Number ……………………………………..
13. Date of appointment …………………………………..
14. Permanent address ………………………………………
15. Present address………………………………………….
Tel. No. …………..
Place………………
Date………………..
Signature/Thumb impression of the employee
Certified that the above declaration has been executed by …….........…….…. Employee
Number ………………. Employed as ……………………at……….........………before
me after he had read the entries.
Place…………….
Date……………..
Signature of the Controlling Officer
663
GRATUITY FUND RULES
664
FORM – ‘B’
(See Rule 33(i) of the Rules)
NOMINATION
To
The Secretary
Board of Trustees
SJVN Limited Jal Vidyut Nigam Ltd.
Employees Gratuity Fund.
Shimla.
Sir,
I, …………………………………………Employee No. ……………… of
…………………. (name of the Unit) hereby nominate the person(s) mentioned below to
receive the gratuity payable after my death as also be gratuity standing to my credit in the
event of my death before the amount has become payable, as having become payable has
not been paid and direct that the said amount of gratuity shall be paid in proportion indicated
against the name(s) of the nominee(s).
2. I hereby certify that the person(s) mentioned is/are a member(s) of my family
within the meaning of Clause (j) of Rule 2 of the Rules and Regulations.
3. I hereby declare that I have no family within the meaning of clause (j) of Rule 2 of
the Rules and Regulations.
4. a) My father/mother/parents is/are not dependant on me.
b) My wife’s father/mother/parents is /are not dependant on my wife.
c) My husband’s father/mother/parents is/are not dependant on my husband.
5. I have excluded my wife/husband from the family by a notice dated the
……………. to the Secretary in terms of proviso to Clause (j) (ii) of Rule 2 of the
Rules and Regulations.
6. Nomination made herein invalidates my previous nominee(s) nomination.
NOMINEE(S)
Sl. Name in full Relationship Age of Propotion by
No. with full address with the nominee which the gratuity
of nominee (s) employee will be shared.
1 2 3 4 5
1.
2.
3.
4.
5.
Place…………
Date…………
665
GRATUITY FUND RULES
666
DECLARATION BY WITNESSES
Nomination, signed/thumb-impressed before me
Name and address in full of witness: Signature of Witnesses
1.
2.
Place.....................
Date.......................
CERTIFICATE BY THE CONTROLLING OFFICER
Certified that the particulars of the above nomination have been verified.
Place................
Date.................
Signature of the Controlling Office
ACKNOWLEDGEMENT BY THE SECRETARY

The above nomination has been recorded.
Place..................
Date...................
Signature of the Secretary
Note: i) Strike out the words and/or paragraphs not applicable.
ii) Secretary will send the duplicate copy of this form duly acknowledged to the
employee.
667
GRATUITY FUND RULES
668
FORM – ‘C’
(See Rule 33 (iv) of the Rules)
FRESH NOMINATION
To
The Secretary
Board of Trustees
Shimla.
Sir,
I, Shri/Shrimati/Kumari………………………..Employee No. …………….of (name of
unit) ………… have acquired a family within the meaning of Clause (j) of Rule 2 of the
Rules and Regulations of the SJVN Limited Jal Vidyut Nigam Ltd. Employees Gratuity
Fund with effect from the …………….in the matter indicated below and therefore nominate
a fresh persons(s) mentioned below to receive the gratuity payable after my death as also
the gratuity standing to my credit in the event of my death before that amount has become
payable or having become payable has not been paid and direct that the said amount of
gratuity shall be paid in proportion indicated against the name(s) of the nominee(s).
2. I hereby certify that the person(s) nominated is/are member(s) of my family within
the meaning of Rule 2 (j) of the Rules and Regulations.
3. a) My father/mother/parents is/are not dependant on me.
b) My wife’s father/mother/parents is /are not dependant on my wife.
c) My husband’s father/mother/parents is/are not dependant on my husband.
4. I have excluded my husband from my family by a notice dated the ………….to
the Secretary, Board of Trustees in term of Clause (j) (ii) of Rule of the Rules and
Regulations.
NOMINEE(S)
Sl. NO. Name in full with full Relationship with the Age of Proportion by
address of nominee (s) employee nominee which the gratuity
will be shared.
1 2 3 4 5
1.
2.
3.
4.
5.
Place .............
Date ..............
669
GRATUITY FUND RULES
670
Fresh Nomination, signed/thumb-impressed before me.
Name and address in full of witness: Signature of Witnesses
1. 1.
2. 2.
Place........................
Date.........................
CERTIFICATE BY THE CONTROLING OFICER

Place.................
Date...................
ACKNOWLEDGEMENT BY THE SECRETARY

Place.......................
Date.......................
Signature of the secretary.

ii) Secretary will send the duplicate copy of this form duly acknowledged to the
employee.
671
GRATUITY FUND RULES
672
FORM – ‘D’
(See Rule 33 (v) of the Rules)
MODIFICATION OF NOMINATION
To
The Secretary
Board of Trustees
Shimla.
Sir,
I, Shri/Shrimati/Kumari ………………….. Employee No……………………
of………………. (name of the Unit) hereby give notice that the nomination filed by
me on ………..and recorded under your reference……………………………………
Dated…………………… shall stand modified in the following manner.
(here give details of the modifications intended)
Place…………
Date…………
Modification of nomination signed/thumb impressed before me.
Name and address in full
Signature of Witnesses
1. 1.
2. 2.
Place………….
Date…………….
CERTIFICATE BY THE CONTROLLING OFFICER

Place………..
Date………..
673
GRATUITY FUND RULES
ACKNOWLEDGEMET BY THE SECRETARY
Place ................
Date .................
Signature of the Secretary

ii) Secretary will send the duplicate coy of this form duly acknowledged to the
employee.
674
GRATUITY FUND RULES
FORM – ‘E’
(See Rule 34( i) of the Rules)
APPLICATION FOR GRATUITY BY AN EMPLOYEE
To
The Secretary
Board of Trustees
Shimla.
Sir,
I hereby apply for payment of gratuity to which I am entitled (Rule 30 of the Rules
and Regulations of the SJVN Limited Jal Vidyut Nigam Ltd. Employees Gratuity Fund)
on account of my superannuation/retirement/ resignation after completion of not less than
five years of continuous service/total disablement due to accident/total disablement due
disease with effect from …………… Necessary particulars relating to my appointment in
the Company are given in the statement below:
1. Name in full…………………………………………
2. Address in full ………………………………………
3. Department/Branch/Section where last employed …………………………
………………………………………………………………………………
4. Post held with Employee No. ………………………………………………
5. Date of appointment …………………………………
6. Date and cause of termination of service…………………………………...
7. Total period of service ……………………………………………………...
8. Amount of wages last drawn ……………………………………………….
9. Amount of gratuity claimed………………………………………………...
a. I was rendered totally disabled as a result of (here give the details of the
nature of disease or accident). The evidence/witnesses in support of my total
disablement are as follows: (Here give details)
b. Payment may please be made in cash/open or crossed bank cheque/demand
draft.
c. As the amount of gratuity payable is less than Rs. 1,000/- (Rupees one
thousand) only I shall request you to arrange for payment of the sum due to
me by postal money order at the address mentioned above after deducting
postal money order commission there from.
Yours Faithfully
Place...............
Date................
Signature Thumb impression of the employee
Note: Strike out the words or paragraphs not applicable.
675
GRATUITY FUND RULES
676
FORM – ‘F’
(See Rule 33( ii) of the Rules)
APPLICATION FOR GRATUITY BY A NOMINEE
To
The Secretary
Board of Trustees
Shimla.
Sir,
I hereby apply for payment of gratuity to which I am entitled under Rule 30 of the
Rules and Regulations of SJVN Limited Jal Vidyut Nigam Ltd. Employees Gratuity Fund
as a nominee of late Shri/ Shrimati/ Kumari …………………………….who was an
employee of SJVN and died on the ………………… The gratuity is payable on account
of the death of the aforesaid employee while in service/superannuation of the aforesaid
employee on …………………/retirement or resignation of the aforesaid employee on
……………… after completion of …………… years of service/total disablement of the
aforesaid employee due to accident or disease while in service with effect from
……………….. Necessary particulars relating to my claim are given in the statement
below:
1. Name of the applicant nominee ……………………………………………
2. Address in full of the applicant nominee. …………………………………..
3. Marital status of the applicant nominee (unmarried /widow/widower)…….
4. Reference No. of recorded nomination available…………………………...
5. Name of the employee……………………………………………….
6. Department/Branch/Section where last employed………………………….
7. Post last held with Employee No…………………………………………...
8. Date of appointment of the employee………………………………………
9. Date and cause of termination of service of the employee…………………
10. Date of death and evidence/witness as proof of death of the employee…….
11. Total period of service of the employee…………………………………….
12. Amount of wages last drawn by the employee……………………………..
13. Total gratuity payable to the employee……………………………………..
14. Share of gratuity claimed…………………………………………………...
a. I declare that the particulars mentioned in above statement are true and
correct to the best of my knowledge and belief.
677
GRATUITY FUND RULES
b. Payment may please be made in cash/open or crossed bank cheque/
demand draft.
c. As the amount payable is less than Rs. 1,000/- (Rupees one thousand
only) I shall request you to arrange for payment of the sum due to me by
postal money order at the address mentioned above after deducting postal
money order commission there from.
Yours faithfully,
Place…………
Date…………
Signature/Thumb impression of the Nominee
678
GRATUITY FUND RULES
FORM – ‘G’
(See Rule 34( iv) of the Rules)
APPLICATION FOR GRATUITY BY A LEGAL HEIR
To
The Secretary
Board of Trustees
SJVN Limited
Shimla.
Sir,
I hereby apply for payment of Gratuity to which I am entitled under Rule 30 of
Rules and Regulations of the SJVN Limited Employees Gratuity Fund as a legal heir of
late Shri/Shrimati/Kumari ………………… ……………….who was an employee of
SJVN and died on the …… …….… ……………. without making any nomination. The
gratuity is payable on account of the death of aforesaid employee while in service/
superannuation of the aforesaid employee on the ……………………….after completion
of ………………………… years of service/total disablement of the foresaid employee
due to accident or disease while in service with effect from ………………………………
Necessary particulars relating to my claim are given in the statement below:-
1. Name of applicant legal heir………………………………………………
2. Address in full of applicant legal heir ………… ………………………….
3. Marital status of the applicant’s legal heir (unmarried/married/widow/
widower)…………………
4. Name in full of the employee………………………………….
5. Relationship of the applicant with the employee…………………………...
6. Department/Branch/Section where the employee last worked……………...
7. Post last held by the employee with Employee No. ………………………..
8. Date of appointment of the employee………………………………………
9. Date and cause of termination of service of the employee (death or
otherwise)……………………………………….
10. Date of death of the employee and evidence/witness in support there of…..
11. Total period of service of the employee……………………
12. Amount of wages last drawn by the employee.
13. Total gratuity payable to the employee………………………..
14. Percentage of the gratuity claimed……………………………..
679
GRATUITY FUND RULES
15. Basis of the claim and evidence/witness in support thereof……………
a) I declare that the particulars mentioned in above statement are true and
correct to the best of my knowledge and belief.
b) Payment may please be made in cash/open or crossed bank cheque/demand
draft.
c) As the amount payable is less than Rs. 1,000/- (Rupees one thousand
only) I shall request you to arrange for payment of the sum due to me by
postal money order at the address mentioned above after deducting postal
money order commission there from.
Yours faithfully,
Place…………
Date…………
Signature/Thumb impression of applicant legal heir
680
GRATUITY FUND RULES
VOLUNTARY RETIREMENT
SCHEME
681
682
CONTENTS
RULE TITLE PAGE
1 Objective 685
2 Title & Scope 685
3 Definitions 685
4 Benefits under the Scheme 686
5 General Condition 687
Appendix Application 689
683
VOLUNTARY RETIREMENT SCHEME
684
1.0 OBJECTIVE
The scheme is introduced with an over all view to rationalise surplus manpower
and to mitigate hardship of employees to be rendered surplus‘ on completion/
commissioning of Project and to provide certain monetary and other benefits to
such employees.
2.0 TITLE AND SCOPE
2.1 This scheme shall be called ‘Voluntary Retirement Scheme’ and shall be applicable
to all employees (including those in Executive and Supervisory categories) in the
Projects/Units/Offices/Corporate Office of the Corporation but does not apply to
casual workers and employees on contract.
“Employees” shall mean, all regular employees as defined under SJVN Service
Rules/Standing Orders. In case, there are employees willing to opt under the scheme
but do not meet the eligibility conditions, the applications of such employees may
be forwarded to the Corporate Office for consideration.
2.2 This scheme shall come into force and shall remain in operation in accordance
with the notification issued by the management from time to time in this regard.
Employees desirous of availing benefits under the scheme shall have to exercise
their option within the specified time period.
2.3 The benefits of this Scheme shall not apply to such employees who either do not
apply for the Voluntary Retirement or who do not apply within the given time
period. The Corporation thereafter, shall have the right to decide about the surplus
employees, if any, in the manner they deem fit within the provisions of the Law on
the subject.
2.4 Employees who are serving the Corporation under Bond period for training abroad
or those who have been trained under Transfer of Technology Programme are also
eligible to opt under this scheme, subject to completion of their bond period.
3.0 DEFINITIONS
3.1 “Scheme” shall mean the Voluntary Retirement Scheme as detailed hereunder:-
3.2 “Corporation” shall mean SJVN Limited
3.3 “C.M.D.” shall mean Chairman & Managing Director of SJVN Limited
3.4 “Emoluments” shall mean Basic pay + DA.
3.5 “Competent Authority” for accepting the application of employees for release
under the Scheme shall mean:
a) Head of Project for workmen at Project.
b) Chairman & Managing Director for all other employees.
685
4.0 BENEFITS UNDER THE SCHEME
4.1 An employee whose request for voluntary retirement is accepted by the Corporation
shall be entitled to the following benefits:
4.1.1 One month/three month’s notice pay as per terms of appointment of the employee
concerned. Pay, in this case, shall mean emoluments as deemed under Para 3.4 of
the Scheme.
4.1.2 Ex-gratia payment equivalent to salary of 35 days for every completed year of
service and 25 days for the balance of service left until superannuation. The
compensation will be subject to a minimum of Rs.25000/- or 250 days salary
whichever is higher. However, this compensation shall not exceed the sum of the
salary that the employee would draw at the prevailing level for the balance of the
period left before superannuation.
Salary for this purpose will consist of basic pay and DA only at the time of
application given by the employee. No other allowances like Personal Pay, HRA,
NPA, Family Planning increment will be counted.
An employee is entitled to payment of salary till the date of voluntary retirement,
regardless of the date of implementation of the VRS. As for computing the
completed years and months of service for the purpose of ex-gratia, the datum
will be the date of which the employee in question had joined service.
The calculation shall be based on every completed year of service or part thereof.
The part of the complete year served shall be entitled for ex-gratia on pro-rata
basis.
The ex-gratia on notional salary revision shall not be admissible.
4.1.3 Contributory provident fund accumulation as due and payable under the
Corporation Rules.
4.1.4 Gratuity, as due and payable under Gratuity Act/Scheme.
4.1.5 Cash equivalent to un-availed earned leave which are due to the employee at the
time of release on voluntary retirement, subject to permissible accumulation limit.
4.1.6 Cash equivalent for Casual Leave on pro-rata basis upto the date of release of
employee.
4.1.7 Encashment of Sick Leave/HPL as per para 30.A of SJVN leave rules.
4.1.8 Payment of Bonus shall conform to provisions in the Bonus Act.
4.1.9 Rail/bus fare of the entitled class for self & family for settlement after
Voluntary Retirement shall be paid for place where the employee intends to settle
down after VRS.
In addition, the employee shall also be allowed the transportation cost of personal
effects & conveyance as admissible under the TA Rules on retirement/
superannuation.
686
4.1.10 No advance shall be paid to the employee for settling down at a place after being
released on VRS. Further employees who do not prefer claim within a period of
four months from the date of release on VRS, such claims shall be forfeited.
OR
Employee may opt to draw a fixed sum equivalent to 60 per cent fare of the entitled
class for self and family members dependent upon the employee in terms of these
rules, for 1000 kms. And 100% of transportation charges for the personal baggage
for 1000 kms. In such a case, no adjustment bill will be required for this purpose.
5.1.11 The employees being relieved under VRS will be considered for coverage under
the SJVN Part-II of Medical Attendance Rules.
5.0 GENERAL CONDITIONS
5.1 This scheme shall not be applicable to the CMD and the Functional Directors of
the Corporation.
5.2 If the application of an employee for voluntary retirement is accepted
instantaneously and payment is arranged by the management on the same day, the
concerned individual would be entitled to payment of ex-gratia alongwith the
notice period pay. It is, however, clarified that payment of ex-gratia for service
rendered or left over service before superannuation as well as the amount payable
for the notice period should not exceed the basic pay plus DA that would have
been paid to the employee who has opted for voluntary retirement till the date of
his superannuation. For example, if an employee opts for voluntary retirement a
few months before the date of superannuation, say at 59 years and 10 months, the
payment should be restricted to 2 months basic pay plus Dearness Allowance.
In circumstances where the management take time to take a decision about the
acceptance of an application submitted by the employee for voluntary retirement
and allows the notice period to lapse or the individual concerned has drawn full
salary during the notice period served by him, in these cases notice period pay
would not be admissible as the individual has already drawn the salary during the
notice period.
5.3 CL may be encashed on pro-rata basis upto the date of relief of employee.
5.4 The services rendered in other PSE would be taken into account for VRS, only on
transfer of cash equivalent of Earned Leave and Provident Fund. Gratuity would
be as per the provisions of the Act.
5.5 The services of Central Government employees or employees of other governments
or employees not covered under 5.3 shall be treated as de-novo and such employees
shall not be allowed the benefit of service rendered in the previous organization
for the purpose of calculation of ex-gratia.
5.6 An employee can be permitted to withdraw his application for Voluntary Retirement
before the Corporation notifies in writing to him about the decision to accept his
application under the Scheme. In the event of death of an employee during the
687
notice period, if action has not been completed on his application nor has notice
period expired, such an employee shall be deemed to have continued on the rolls
of the Corporation. Such an employee, therefore, shall be allowed the benefits as
are admissible in the event of death while in service and not under the Scheme.
5.7 The application for VRS will be examined with reference to the pending
disciplinary proceeding/vigilance clearance, if any, against employees. The request
for VRS can be accepted to in all cases, subject to the provision in the Scheme,
except in following circumstances:
i) The department proceeding have been initiated or contemplated and the
disciplinary authority is of the view that the case may and as the imposition
of penalty of removal or dismissal or
ii) Prosecution is either contemplated or has actually been launched against
the employee concerned.
5.8 Employee released under this Scheme shall not be eligible to seek re-employment
in the Corporation.
5.9 The posts vacated on implementation of this scheme will not be filled again and
shall be abolished forthwith. When an employee opts for voluntary retirement, it
must be ensured that there is a net reduction in the staff strength taking all the
posts together. Net result of the VRS should result in total reduction in manpower
correspondingly.
5.10 Ex-gratia amount received by an employee under the scheme shall be exempted
from income tax in terms of the notification issued by the Ministry of Finance
(Department of Revenue).
5.11 All applications for release under the scheme shall be submitted in the proforma
enclosed as Appendix.
5.12 An employee shall be communicated within a period of 10 days from the date of
his application for seeking VRS whether his application has been accepted or
otherwise. The notice period will start from the date such communication is
communicated to the employee.
5.13 An employee may submit his application on or before the notified date. Where the
terms of appointment are not available or where the terms of appointment are
silent about notice period, the employee in such case may be allowed notice period
pay of one month only.
5.14 While implementing the provisions of this scheme it shall be ensured that it is
strictly in accordance with the provisions set out under DPE guidelines from time
to time.
5.15 Management reserves the absolute right to accept or refuse the application of any
employee under the Scheme.
5.16 For matters not specifically covered in these rules and for clarification/interpretation
of these rules, decision of the Chairman/ Director (P) shall be final.
*****
688
Appendix
APPLICATION FOR VOLUNTARY RETIREMENT SCHEME
(THROUGH PROPER CHANNEL)
To
———————————————————————
———————————————————————
———————————————————————
Sub:- Application for Voluntary Retirement under Scheme notified vide Circular
No……………………………………….. Dated………………
Sir,
1. With reference to Circular no……………………………dated…….......... on the
above subject. I hereby opt for release under the Voluntary Retirement Scheme.
2. I agree with the terms & conditions as contained in the aforesaid circular.
3. I may kindly be relieved by ……………………….. in accordance with the above
Scheme and the various benefits as provided therein may be paid to me on the date
of release. My particulars as on date are as under:
Name
Employee No.
Father’s/Husband name
Date of Birth
Date of joining the Corporation
Total service in the Corporation in Completed years
Designation
Scale of Pay
Basic Pay
DA
Declared Home Town
Details of Family Members residing with me (along with date of
birth)
1. ……………………………………………
2. …………………………………………………
3. …………………………………………………
4. …………………………………………………
Present Posting
After retirement I wish to settle at :
Thanking You Yours faithfully

( )
Name & Signature of the employee.
Date:
689
Name, Designation, Addresses and Signatures of two Witnesses:
1. ……………………………………………………
2. ……………………………………………………
Certified that I have neither applied nor I have the intention to apply for employment in
any Public Sector Enterprise/Governemtn Organization after Voluntary Retirement.
( )
Name & Designation of the employee.
Date:
FOR OFFICIAL USE
The Application of Sh./Smt/Km…………………………………… ………… for release
under Voluntary Retirement Scheme has been verified. The application of Sh./Smt./
Km……………… …………………………. may be accepted/may not be accepted for
reasons specified on a separate sheet.*
Date ………… (Name/Designation and

Signature of Head of the Department)
* strike out whichever is not applicable.
Forwarded for acceptance through
Head of the Deptt.
Application of Sh./Smt./Km. ……………………...……………. for release under VRS

accepted/not accepted.*
CMD/Head of the project.

Date : ……………….
* strike out whichever is not applicable.
690
GROUP INSURANCE SCHEME
691
692
1.0 The Group Insurance Scheme is applicable to employees borne on the regular
establishment of the Corporation.
2.0 The insurance cover provided under the Group Insurance Scheme through the
LIC of India is as under:
Sl. No. Categories of the employees Insurance Cover (Rs.)

1. Sr. Manager & above 1,98,000/-
2. Engineer/Officer to Manager 1,68,000/-
3. Asstt. Engineer / Asstt. Officer/ 1,38,000/-
Executive Trainees/ Jr. Engineer /Jr.
Officer (SII, SIII, & SIV) and equivalent
workmen categories
4. Jr. Engineer/Jr. Officer (SI) and 1,13,000/-
Workmen categories including Trainees
other than those at Sl.No. 3 above.
3.0 The insurance cover, as above, shall be payable in the event of the death of an
employee during the tenure of his service in SJVN to the nominee(s) of the
employee concerned.
4.0 The above insurance cover is inclusive of the coverage to be provided by SJVN
under the Employees Deposit Linked Insurance Scheme, 1976, prescribed under
the Employees Provident Fund and Miscellaneous Provisions Act, 1952, as
amended from time to time.
5.0 The entire premium for providing the aforesaid insurance cover shall be borne by
SJVN.
********
693
694
GROUP PERSONAL
ACCIDENT INSURANCE
SCHEME
695
696
CONTENTS
RULE TITLE PAGE
1.0 Objective 699
2.0 Policy 699
3.0 Scope 699
4.0 Definitions 699
5.0 Benefits 699
6.0 Employees covered by the provisions of the Workmen 700
Compensation Act, 1923
7.0 Administration of the Scheme 701
8.0 Conditions and Procedures of Claims under the Scheme 701
9.0 Inadmissibility for Compensation under the Scheme 702
10.0 General 703
Annexure-I Compensation payable in case of Permanent Disablement 705
Annexure-II Extent of compensation payable in case of Permanent 707
Partial Disablement
697
GROUP PERSONAL ACCIDENT INSURANCE SCHEME
698
1.0 Objective
The Group Personal Accident Insurance Scheme is a welfare measure formulated
to insure the employees against the consequences of personal accidents and provide
appropriate relief to the affected employee or the nominees through an Insurance
Cover.
2.0 Policy
2.1 The Scheme is framed entirely as a welfare measure and does not confer any right
or benefit on the employees, nor imposes any obligation or liability, whatsoever
on the Company and shall not be deemed to be any contract or condition of service
between the Company and its employees.
2.2 SJVN will take an Insurance Policy and the employees shall be entitled to get the
benefits only as admissible under the provisions of the said Insurance Policy.
3.0 Scope
3.1 The Scheme shall cover all employees borne on the regular establishment of SJVN,
(including deputationists from HPSEB) and will also include/cover Board level
appointees, deputationists, trainees of the Company, but shall not cover: Apprentices
under the Apprentices Act, Muster Roll/Daily Rated/Casual/ Badli/ Substitute
employees or employees appointed on contract basis.
4.0 Definitions
4.1 Company : means the SJVN LIMITED, including the projects/
offices under its management.
4.2 Insurer : The Insurance Company from whom the company takes
the insurance cover for the Scheme.
4.3 Scheme : means the Group Personal Accident Insurance Scheme.
4.4 Nominee : means the person(s) nominated by the covered
employee for the purpose of payment of Provident
Fund. In case of those persons under the Scheme who
have not submitted nominations for the Provident Fund,
the person(s) to be nominated by the employee for this
Scheme.
4.5 Policy : means the Insurance Policy taken by the Company.
4.6 Capital Sum Assured : 50 months pay (Basic + DA) subject to minimum Rs.15
lacs.
5.0 Benefits
5.1 The Insurance Policy will provide coverage by way of payment of compensation
to the extent specified in this Scheme to the covered employees round the clock,
whether he is on Company’s duty or not, on any location in India or abroad; against
699
a bodily injury resulting solely and directly from accidents caused by violent, external
and visible means which shall solely, and independent of any cause, result in death
or disablement (as per the provision/Schedule in the Policy). The benefits under
the Policy in brief are as follows:
5.2 Death In case of death of a covered employee, caused by accident as at para 5.1,
the nominee(s) of the employee will be paid a compensation by the Insurers to the
extent of 100% of the Capital Sum Assured, which will be 50 months pay (i.e.
Basic Pay and Dearness Allowance) of the employee subject to minimum of Rs.
15 lacs.
5.3 Permanent Disablement In case of permanent disablement (total or partial) of a
covered employee, caused by accident as at para 5.1 above, the employee will be
paid compensation by the Insurers as indicated at Annexure-I and Annexure-II.
5.4 Temporary Disablement In case of temporary disablement of a covered employee
caused by an accident as at para 5.1, the employee will be paid compensation by
the Insurers at the rate of 1% of Capital Sum Assured per week only during the
period the employee is on leave subject to the condition that this weekly benefit
does not exceed Rs. 10000/- per week. The compensation payable for temporary
disablement shall not be paid for more than 104 weeks in respect of anyone injury
calculated from the date of commencement of the disablement and in no case shall
exceed the Capital Sum Assured.
5.5 The compensation under more than one of the sub-clause 5.2,5.3 and 5.4 in respect
of the same period of disablement shall not be payable. In other words, the covered
employee will be entitled to compensation under only one of them in case of the
same accident.
5.6 Any payment in case of more than one claim in respect of such insured person
under the Policy during anyone period of Insurance by which the maximum liability
of the Insurer, applicable to the covered employee, exceeds the total sum assured
under the Policy, shall not be payable.
6.0 Employees covered by the provisions of the Workmen’s Compensation
Act, 1923:
6.1 Where a covered employee is governed by the provisions of the Workmen’s
Compensation Act, 1923 and certain compensation becomes payable under the
Act, the compensation under this Scheme shall be in lieu of the compensation
payable under the provisions of the Workmen’s Compensation Act, 1923. Where
in a particular case, the amount payable under this scheme falls short of the amount
payable under the said Act, the difference will be paid by the company. In other
cases, where the payment is higher under the Scheme than the amount admissible
under the Act, the higher of the two will be admissible. However, in no case,
compensation will be paid under both i.e. this Scheme and the Workmen’s
Compensation Act.
700
7.0 Administration of the Scheme
7.1 The Group Personal Accident Insurance Policy shall be taken from an Insurance
Company and same shall be notified.
7.2 The Group Personal Accident Insurance Policy No. for the Policy taken by SJVN
shall be notified by P&A department as and when there is a change.
7.3 All correspondence pertaining to renewal of the Policy, additions of manpower
and claims under the Policy may be made to the insurers, quoting the GPAI
Policy Number.
7.4 The responsibility for renewal of the Policy w.e.f. 29th March of each year shall be
of the Corporate Personnel Establishment Group, Shimla, who shall send to the
Insurers a consolidated list of employees to be covered under the Scheme, alongwith
the requisite details and the premium payable under the Policy.
7.5 In case of additions in manpower during the validity period of the Policy, the
concerned P & A departments shall send to the Insurers, on a monthly basis, an
intimation to this effect, under intimation to the Corporate Personnel Establishment
Group, Shimla. Thereafter, the Insurers shall intimate the premium to be paid for
the said additions, which shall then be paid to the insurers.
7.6 The claims under the Policy may be preferred by the concerned P&A departments
directly with the Insurers. It shall be the responsibility of the said P&A departments
to follow-up and expeditiously get the claims cleared by the Insurers.
8.0 Conditions and Procedures of Claims under the Scheme
8.1 If a covered employee sustains any bodily injury in respect of which a claim is or
may be made under this Scheme, prompt written notice thereof shall be given by
the employee to the concerned Personnel department, who will inform the Insurers
as soon as possible. If, however, the covered employee dies, notice of death shall
be given forthwith by the employee’s legal representative/nominee to the Insurance
Company/the concerned Personnel Department. A copy of this will also be required
to be sent to the Corporate Personnel Establishment Group, Shimla by the concerned
8.2 All certificates, information and evidence required by the Insurers shall be furnished
at the expense of the covered employee or his legal representative/ nominee and
shall be in such form and of such nature as the Insurers may prescribe from
time to time.
8.3 Upon the happening of any event, which may give rise to a claim under this Policy,
written notice with full particulars must be given to the Insurer immediately. In
case of death, written notice of the death must, unless reasonable cause is shown,
be given before internment/cremation, and in any case, within one calendar month
of the death, as also in the event of loss of sight or amputation.
8.4 The insured employee must, immediately after the occurrence of an accident, which
may be the subject of a claim under this Policy, obtain and follow the advice of a
701
registered medical practitioner, failing which the insurers shall not be liable for any
consequence arising from such failure by the covered employee to obtain and
follow such medical advice.
8.5 The formalities to be observed for claiming compensation from the insurers in the
happening of any of the events mentioned hereinabove shall be as under. It shall
be the responsibility of the concerned Personnel Department to ensure that the
claims are preferred only after observing the requisite formalities.
a) Claims pertaining to Death
The covered employee’s legal representative/nominee will submit the claim
in the prescribed form for this purpose alongwith the following documents:
i) Claim in prescribed form;
ii) Attested copy of Death Certificate;
iii) Attested copy of Post Mortem Report; and
iv) Hospitalization Certificate in case of hospitalization and subsequent
death.
b) Claims pertaining to Permanent (Total and Partial) Disablement The
covered employee shall submit the claim in the prescribed form for this purpose
alongwith the following documents:
i) Claim Form/Attending Doctor’s Report;
ii) Medical Fitness Certificate;
iii) Leave Sanction Certificate by P & A Department; and iv)
iv) Documents pertaining to the medical treatment.
c) Claims pertaining to Temporary Total Disablement: The covered
employee shall submit the claim in the prescribed form for this purpose alongwith
the following documents:
i) Claim Form/Attending Doctor’s Report;
ii) Leave Sanction Certificate by P & A Department;
iii) Medical Fitness Certificate except in case of claim for interim
payment; and
iv) Documents pertaining to the medical treatment
9.0 Inadmissibility for Compensation under the Scheme
9.1 The Insurers shall not be liable for death/disablement, directly or indirectly, caused
by/arising out of or resulting from or traceable to certain contingencies of which
an illustration is given below:
a) Intentional self-injury, whether criminal or not, suicide or attempted
suicide;
b) The covered employee being under the influence of or being affected by
intoxicating liquor or drugs;
702
c) Child birth or pregnancy or other physical causes peculiar to the female
sex (in the case of female insured employee);
d) Hunting, Mountaineering, Aviation (other than as a Passenger on a
Scheduled Flight) etc.
e) Any physical defect or infirmity, which existed prior to the date of
affecting this Insurance.
Note: These conditions are subject to change without notice at the instance
of the Insurers.
10.0 General
10.1 With the introduction of the Scheme, the facility of taking Air Travel Insurance by
the entitled employees under the SJVN Traveling & Daily Allowance Rules stands
withdrawn.
10.2 A compensation under this Scheme shall be paid to the covered employee or his
nominee, as the case may be, and to the extent the compensation in settlement of
the claim is received from the Insurers.
10.3 In respect of matters which are not specifically covered in the above Scheme, the
provisions of the Policy taken from the Insurers will be followed. Further, in case
of differences, if any, in the provisions of the Scheme and that of the Insurance
Policy, the latter shall prevail.
10.4 The management reserves the right to modify or amend or withdraw the Scheme,
at any time, without notice.
********
703
704
ANNEXURE-I
Compensation Payable in Case of Permanent Disablement
Nature of Disablement Extent of Compensation
Loss of two limbs or two eyes or one 100% of Capital Sum Assured
limb and one eye
Loss of one limb or one eye 50% of Capital Sum Assured
Permanent total disablement from 100% of Capital Sum Assured

injuries other than those named above
Permanent Partial Disablement Specified percentages of Capital Sum

assured, as indicated at Annexure-II
705
706
ANNEXURE-II
Extent of Compensation Payable in case of Permanent Partial Disablement

Sl. No Parts Lost Percentage of Capital
Sum ssured
1. Loss of toes –all 20
Great both phalanges 5
Great one phalanx 2
Other than great, if more than one toe lost each 1
2. Loss of hearing, both ears 50
3. Loss of hearing, one ear 15
4. Loss of 4 fingers & thumb of one hand 40
5. Loss of 4 fingers 35
6. Loss of thumb -both phalanges 25
-one phalanx 10
7. Loss of index finger -three phalanges 10
-two phalanges 8
-one phalanx 4
8. Loss of middle finger -three phalanges 6
-two phalanges 4
-one phalanx 2
9. Loss offing finger -three phalanges 5
-two phalanges 4
-one phalanx 2
10. Loss of little finger -three phalanges 4
-two phalanges 3
-one phalanx 2
11. Loss of Metacarpals -1st or 2nd (additional) 3
-3rd, 4th or 5th (additional)
2
12. Any other permanent partial disablement Percentage as
assessed by the
Doctor
707
708
SJVN EMPLOYEE'S
(SELF CONTRIBUTORY)
SUPERANNUATION SCHEME
709
710
CONTENTS
RULE TITLE PAGE
SECTION – III
1 Definitions 713
2 Eligibility 714
3 Evidence of Age 714
4 Member not to Withdraw 714
SECTION – II
1 Annual Contribution 714
SECTION – III
1 Benefits 714
2 Benefits on Normal Retirement Date 715
3 Benefit on Retirement before Normal Retirement Date 716
4 Benefits on Retirement after Normal Retirement Date 716
5 Benefits on Death 716
6 Benefits on Leaving the Service 716
7 Commutation of Pension 717
SECTION – IV
1 Member to have no Legal Right 717
2 Restraint on Anticipation or Encumbrance 717
3 Jurisdiction 717
4 Master Policy 718
5 Deduction of Sums Due to Income-Tax Authorities 718
6 Appointment of Beneficiary 718
7 Pension fund will be Managed by LIC 719
8 Interpretation of Rules 719
Application to join Scheme 721
Forms for Nomination of Beneficiary 723
711
PENSION SCHEME
712
SJVN EMPLOYEE’S (SELF CONTRIBUTORY)
SUPERANNUATION SCHEME
INTRODUCTION:
In order to take care of post retirement needs and contingencies of death while in service
of SJVN a self contributory superannuation scheme has been introduced with effect from
1st January 2003.
SECTION-I
1. DEFINITIONS
In these rules, where the context so admits, the masculine shall include the feminine,
the singular shall include the plural and the following words and expressions shall,
unless repugnant to the context, have the following meanings.
i) The Company shall mean SJVN Limited.
ii) CORPORATION shall mean Life Insurance Corporation of India,
established under section 3 of the Life Insurance Corporation Act 1956;
iii) SCHEME shall mean SJVN Limited Employee’s (Self contributory)
Superannuation Scheme.
iv) RULES shall mean the rules of the scheme as herein set out and any
amendments made thereto from time to time;
v) EMPLOYEES shall mean person appointed to regular post in the
Company and shall also include an Employee whose services are lended
or seconded by the company to the Central Government or to State
Government or other PSUs or any other agency.
vi) MEMBER shall mean an Employee who has been admitted to the
membership of the Scheme and shall include any such person only so
long as he continues to be entitled to the benefits there under;
vii) ENTRY DATE shall mean (a) in relation to the original Members the
Effective Date and (b) in relation to new Members admitted to the Scheme
after the Effective Date, the next Annual Renewal Date.
viii) SERVICE shall mean in relation to a Member the period for which, for
the purpose of the Scheme, he has been or deemed to be in continuous
service with the company, and this will include, inter alia, periods of
authorized leave. Such service relating to a Member will be the total of
the period of future service with the Company reckoned from the date of
his entry into the Scheme up to his Normal Retirement Date or the date
of cessation of Service, as the case may be,
ix) BENEFICIARY shall mean the wife and/or child or children and/or
dependants of the member.
x) EFFECTIVE DATE in relation to the Scheme shall mean
1st, January 2003-.
713
PENSION SCHEME
xi) ANNUAL RENEWAL DATE in relation to the Scheme shall mean the
1st, January in each subsequent year.
xii) NORMAL RETIREMENT DATE shall mean in respect of each
Member the date on which the Member completes the age of 60 years.
2. ELIGIBILITY
The Employees aged not less than 18 years and not more than 59 years shall be
eligible to be a member of the Scheme. For this scheme employees have to exercise
their option within 20 days of the circulation failing to do so the membership can
only be taken from next annual renewal date.
3. EVIDENCE OF AGE:
The Company shall furnish evidence of age satisfactory to the Corporation before
employee is admitted to the Scheme. If the age of the Member is conclusively
proved later to have been incorrectly stated in the evidence submitted, the
Corporation shall make appropriate adjustment in the benefits having regard to its
formal practice.
4. MEMBER NOT TO WITHDRAW:
NO Member shall withdraw from the Scheme while he is still an Employee of
SJVN.
SECTION – II
1. ANNUAL CONTRIBUTION:
The member shall contribute to the pension fund. The minimum Contribution shall
be Rs. 500/- per month. If a member is willing to contribute more, he may contribute
any amount in multiples of Rs. 100/- which shall be fixed at the time of
commencement of the scheme. The contribution can be changed at any future
Annual Renewal Date.
SECTION-III
1. BENEFITS
A member of the scheme will be eligible to draw the pension in the following
events:-
• On Normal Retirement
• On Retirement before Normal Retirement Date.
• On Retirement after Normal Retirement Date.
• On Death.
• On Leaving Service.
The amount of pension will depend on the amount of contribution and period of
contribution.
714
PENSION SCHEME
2. BENEFITS ON NORMAL RETIREMENT DATE :
Exercising option by the member
A written notice by the member of his having exercised any one of the options
under this rule together with evidence of appointment of the beneficiary made by
such member must be furnished to the Company and to the Corporation through
the Company three months prior to the Normal retirement date. If a member has
not exercised any one option among the options listed below, the pension shall be
payable to the member as described under clause (i).
(i) Normal life pension with guaranteed payment for 15 years:
The member will get the pension during his lifetime. In the event of the
member’s death within 15 years after retirement, the pension will continue to
be paid to the beneficiary until the balance of the guaranteed pension of 15
years from the date of retirement is paid. Thereafter the pension will cease to
be paid to the beneficiary.
(ii) Life pension with guaranteed payments for 10 years:
be paid to the beneficiary.
(iii) Life pension with guaranteed payments for the 5 years:
be paid to the beneficiary
(iv) Pension ceasing at death (without any guaranteed payments):
A member will get the pension up to his death only. Under this option there
will be no guaranteed payments/return of capital, though the pension amount
is higher as compared to the other options.
(v) Joint life and last survivor pension to member and his spouse (with out
Return of Capital):
Under this option pension payable to the member and his/her spouse, to whom
he is married, at the date of his retirement so long as both of them are alive
and continued thereafter to the survivor of them until his or her death. The
amount of pension will depend upon the ages of the member and his wife at
the normal retirement date. Evidence of age of the member’s spouse,
satisfactory to the Corporation must be furnished at the time of exercising of
the option. There will be no return of capital.
715
PENSION SCHEME
(vi) Life pension ceasing at death (with return of members accumulation/
cash option/purchase price applied for purchase of pension)
A pension payable throughout the whole duration of the member’s life time
only i.e. the last installment shall be payable just prior to the date of death. On
death of the member an amount equal to the member’s accumulation/cash
option/purchase price applied for purchase of pension will be payable along-
with any group pension terminal bonus that may be declared by the corporation.
3. BENEFIT ON RETIREMENT BEFORE NORMAL RETIREMENT
DATE
Upon the retirement of a Member anytime during service owing to ill-health or
incapacitation or if he retires from service within a period of 10 years preceding his
Normal Retirement Date, the pension as may be opted by him will become payable
immediately. Alternatively, the Member may, opt a pension which will commence
from the Normal Retirement Date.
4. BENEFITS ON RETIREMENT AFTER NORMAL RETIREMENT
DATE:
In case the member continues in the service of the company beyond normal date
of retirement, the member can opt to continue in the scheme up to the date of
actual retirement.
5. BENEFITS ON DEATH:
(a) In the event of the death of a Member while in the service of the Company,
a pension will become payable to the Beneficiary appointed by the Member
(i) either for the remaining period of his/her lifetime or (ii) for 5, 10 or 15
years and there after for the remaining period of his/her life time or (iii)
for optional Life Pension ceasing at Death with return of Member’s
accumulation cash option/purchase price appropriated for purchase of
pension along with any Group pension Terminal Bonus or (iv) any other
type of pension option introduced by the Corporation, as may be opted by
the beneficiary. If the Member has not appointed a Beneficiary or if such
Beneficiary has predeceased the Member and no fresh appointment of
Beneficiary has been made, the pension will become payable to the
member’s spouse. In the event the member has no spouse, the pension
will be payable to surviving child/children in equal amount. Failing which
to his parents, unmarried sisters and brothers in the order of preference.
(b) The Company shall intimate to the Corporation in writing the pension
opted by the Beneficiary within 90 days after the date of death of the
Member. The pension will be payable monthly or otherwise as desired by
the Beneficiary reckoning from the date of death.
6. BENEFITS ON LEAVING THE SERVICE:
In the event of the member leaving the services of the Company, pension becomes
payable to him either immediately or commences from the Normal Retirement
716
PENSION SCHEME
Date as may be opted by him. If a member who has opted for deferred pension
dies before receiving the pension his beneficiary shall receive immediate pension.
MISCELLANEOUS PROVISIONS
7. COMMUTATION OF PENSION:
The benefits under the scheme shall be payable only in the form of pension.
However, if the Member or the Beneficiary so desires, as the case may be, pension
may be commuted as may be prescribed in the Income Tax Act 1961 & the Rules
1962 for the time being inforce.
i. In case where the member receives any gratuity the commuted value will
be 1/3 of the pension which he is normally entitled to receive.
ii. In other cases the commuted value will be half of the pension he is
normally entitled to receive.
NOTES:
a. The commuted value shall be determined by the Corporation having regard
to the age of the Member, the state of his health, the rate of interest and
officially recognized Tables of Mortality.
b. Written notice by the Member of his having opted to commute part of the
Pension must be furnished to the Corporation through the Company three
months prior to the normal Retirement Date.
SECTION-IV
1. MEMBER TO HAVE NO LEGAL RIGHT:
A member or his Beneficiary shall have no interest in the Master Policy taken out
in respect of the members or any investment otherwise made by the Company in
accordance with the Rules of Scheme but shall be entitled to receive a pension in
accordance with the Rules. PROVIDED ALWAYS that the Company shall
administer the Scheme for the benefit of the Member and their Beneficiaries in
accordance with the provisions of these Rules.
2. RESTRAINT ON ANTICIPATION OR ENCUMBRANCE:
The benefits assured under the Scheme are strictly personal and cannot be assigned/
charged in any way.
3. JURISDICTION:
The Master Policy to be effected under the Scheme shall be an Indian contract,
subject to the laws of India including the Indian Insurance Act, 1938, as amended,
the Life Insurance Corporation Act, 1956, the Income Tax Act, 1961 and to any
legislation subsequently introduced. All benefits under the Scheme shall be payable
only in India. Should anything contained in these
Rules, or in any amendment made thereof be repugnant to any provisions of the
Income Tax Act, 1961, or the Income Tax Rules 1962, it shall be in-effective to the
717
PENSION SCHEME
extent of such repugnance. The Company if so directed by the Commissioner of
Income Tax shall remove any such repugnance.
4. MASTER POLICY:
The Corporation will issue a single Master Policy to the Company to provide for
the benefit of the Members under the Scheme.
5. DEDUCTION OF SUMS DUE TO INCOME-TAX AUTHORITIES:
Income Tax in any case where the Company or the Corporation is liable to account
to the Income-tax authorities for income tax on any payment due under the Scheme,
the Company or the Corporation shall deduct a sum equal to the tax from such
payment and they shall not be liable to the Members for the sum so deducted.
6. APPOINTMENT OF BENEFICIARY:
a) Every Member shall nominate one or more as beneficiary or beneficiaries
out of spouse, child/children or dependants under the scheme to receive
the benefits hereunder in the event of the death of the member. If a member
dies while in service or before he has commenced to draw the pension or
after he has commenced to draw the pension or after he has commenced
to draw the pension but before he has received all the guaranteed
installments under the pension opted by him, the Company shall hold the
benefits in respect of the member UPON TRUST for payment to the
beneficiary or beneficiaries as shall have been nominated by the member.
b) Every appointment to be made under this Rule shall be in writing signed
by the member and attested by two witnesses and shall be in the prescribed
format and shall remain in the full force and effect until the death of the
beneficiary or until the same shall be revoked in writing by the member
by whom the same was made and a fresh appointment is made in the
manner aforesaid.
c) A member may from time to time or at any time without the consent of
the beneficiary, if any, revoke or change the beneficiary by filling a written
notice of the change with the Company in the prescribed form satisfactory
to the Company whereupon an acknowledgment of the change and the
registration of the new beneficiary will be given to the member by the
Company. The new appointment shall take effect on the date the notice
was signed whether or not the member is living on the date of
acknowledgement of the change without prejudice to the Corporation or
the Company on account of any payment made before the
acknowledgement of the change.
d) If a beneficiary shall at the time of his appointment be a minor or otherwise
under disability to give a legal receipt or discharge to the Company the
member must at the time of such appointment as aforesaid appoint a
person of full age who is capable of giving a legal receipt or discharge to
718
PENSION SCHEME
the Company and to whom the benefits are to be paid for and on behalf of
such beneficiary so long as such minority or disability continues.
e) If more than one beneficiary is appointed and in such appointment, the
member has failed to specify their respective interests, the beneficiaries
so named shall share if any designated beneficiary predeceases the member
the interest of such beneficiary shall terminate and his share shall be
payable equally to such of the remaining beneficiaries to the surviving
members unless the member has made written request otherwise to the
Company in the prescribed form.
7. PENSION FUND WILL BE MANAGED BY LIC.
8. INTERPRETATION OF RULES:
Any question/doubt arising on any point of interpretation of these Rules or any
point relating to cessation of membership, the decision of the Company shall be
final. If the decision has any bearing on the provisions of Part “B” of the Fourth
Schedule to the Income-Tax Act, 1961 or the Income-Tax Rules, 1962 it shall be
forthwith reported to the Commissioner of Income-Tax. The company will comply
with any direction of Commissioner of Income-tax to the effect.
*****
719
PENSION SCHEME
720
APPLICATION TO JOIN SJVN (Self Contributory)
SUPPERANNUATION SCHEME
To
…………………………………
………………………………… Through Respective P&A
………………………………… departments
I,………………………………………………..acknowledge having read and understood
the scheme and rules framed therein which describe the terms of the Scheme arranged
with the M/s Life Insurance Corporation of India.
I, now, apply for admission as a Member of the Scheme on terms laid down in the Rules
and agree to contribute the premium.
The monthly contribution of Rs………(In words Rs……………………………………)
be deducted from my salary as premium.
Date …………….. Signature:
Name:
Designation :
Emp.No.:
Department :
We certify that above applicant has become eligible to be a member of SJVN (Self
Contributory) SUPPERANNUATION SCHEME w.e.f.______________________
Manager (P&A)
721
PENSION SCHEME
722
FORM OF APPOINTMENT OF BENEFICIARY UNDER THE RULES OF
SJVN (SELF CONTRIBUTORY) SUPER ANNUATION SCHEME.
To
…………………………………
………………………………… Through Respective P&A
………………………………… departments
I,……………………………………………….a member of SJVN Employee’s (Self
Contributory) Superannuation Scheme hereby appoint, in terms of clause 17 regarding
APPOINTMENT OF BENEFICIARY ,Sh./ Smt…………………………aged……. years
(Relationship)…………… as beneficiary(s) under the scheme, whose permanent address
is given below .
………………………………….
………………………………….
………………………………….
………………………………….
Signed at ………………this……….day of …………..20
Signature of Member
Name:
Designation :
Emp.No.:
Department
WITNESSED BY:
1. Signature:______________
2. Name:_________________
3. Address:_________________
1. Signature:______________
2. Name:_________________
3. Address:_________________
723
PENSION SCHEME
724
GROUP SAVING LINKED
INSURANCE SCHEME
725
726
CONTENTS
RULE TITLE PAGE
1. Short Title 729
2. Applicability 729
3. Scope 729
4. Groups of Employees 729
5. Eligibility 729
6. Administration of the Scheme 730
7. Premium and Insurance Cover 730
8. The Distribution of Premium 730
9. Interest on Saving 730
10. Benefits 730
11. Tax Benefits 731
12. Information Required to be Furnished to LIC 731
13. Premium 731
Annexure Consent for Participating in Scheme 733
727
GROUP SAVING LINKED INSURANCE SCHEME
728
EMPLOYEES GROUP SAVING LINKED INSURANCE SCHEME
1. SHORT TITLE :
This scheme shall be known as SJVN Employees (Self-Contributory) Group Saving
Linked Insurance Scheme.
2. APPLICABILITY :
Minimum 75% employees from existing strength are required to participate in the
scheme. However, for new entrants participation is compulsory and will join the
scheme on next anniversary.
3. SCOPE :
The Scheme shall cover all the regular employees of SJVN except:
(a) Lien holders;
(b) Deputationists;
(c) Apprentices/trainees, whether engaged under Company’s own training
scheme or under the Apprentices Act, 1961; and
(d) Muster roll, daily rated casual, badli, workcharged or substitute
employees.
4. GROUPS OF EMPLOYEES :
For the purpose of this scheme regular employees have been grouped in the following
four categories:
Level Group
E2 and above Group I
E2A, S1 to S4 & W8 to W11 Group II
W2 to W7 Group III
W1 Group IV
5. ELIGIBILITY :
Any employee irrespective of his state of health is eligible to join the scheme
without any Declaration of Good Health or Medical Examination. The only
insurability condition is that the employee should not be absent on medical grounds
on the date of commencement of the scheme. All employees who have not crossed
the normal retirement age are eligible to join the scheme.
729
6. ADMINISTRATION OF THE SCHEME :
The Group Saving Linked Insurance Policy shall be taken from Life Insurance
Corporation, Shimla. The Corporate personnel establishment shall also
provide requisite details and information to LIC. All correspondence shall be
addressed to:
Sr. Branch Manager,
Life Insurance Corporation of India, (P&G.S Unit),
Shimla Division,
Govind Bhawan opposite Himland Hotel, Circular Road
Shimla-171001.
The concerned P&A Deptt. will send monthly statement to Corporate establishment
section in respect of the following.
a) Names, designation, date of birth of new joinings,
b) Names and designation of the employee(s) who has left the organization
for any reason whatsoever
7. PREMIUM AND INSURANCE COVER :
Monthly premium and insurance cover for each group is given below:
Category of With out accident With accident benefits
the benefits
Employees
Maximum Monthly Maximum Monthly
insurance Premium insurance Premium
cover cover
Group I 2,80,000 280 5,60,000 297
Group II 2,25,000 225 4,50,000 239
Group III 1,40,000 140 2,80,000 149
Group IV 70,000 70 1,40,000 74
8. THE DISTRIBUTION OF PREMIUM :

65% of the contribution/premium shall be treated as saving and will be eligible
for interest compounding yearly. However, 35% of premium/contribution will be
adjusted towards risk cover
9. INTEREST ON SAVING :
The present rate of interest allowed on saving portion of premium is 8%
compounding yearly.
10. BENEFITS :
On retirement or resignation, the savings part (Rs. 6.50 per every Rs. 10) together
with accumulated interest thereon is payable. On death while in service, the risk
insurance amount is also payable to nominee as declared for the purpose of P.F.
benefits.
730
11. TAX BENEFITS :
Employee’s total contribution, savings as well as risk premium is entitled for income-
tax rebate under Sec. 88 of the Income Tax-Act. The entire claim amount including
interest earned payable on retirement or leaving the service or on death is free
from income-tax.
12. INFORMATION REQUIRED TO BE FURNISHED TO LIC :
a) Name, Designation, Date of Birth of the employee who wishes to
participate.
b) Normal retirement age.
c) Death experience in the last three years under the four different categories.
d) Willingness of the employees to pay contribution regularly to LIC through
SJVN by deducting the amount from the salary of the respective employee
and remit to the LIC and maintain the record.
13. PREMIUM
a) The premium shall be paid by the employees through concerned F & A
Deptt. The concerned F & A Deptt. will send consolidated statement of
premium recovered and due during the month to Corporate F & A Deptt.
Shimla before 7th of each month. The Corporate F & A Deptt. Shimla
will remit total premium to LIC on or before 20th day of each calendar
month.
b) In case the salary of an employee is not disbursed, for any reason, the
premium will be remitted to LIC by SJVN for a period not exceeding
three months, and shall be recovered from the employee’s salary/dues at
the earliest. Thereafter the individual employee shall make necessary
arrangement for payment of premium. In case premium is not paid to
LIC in time, the insurance risk cover shall cease to exist as per
terms of LIC.
*****
731
732
Annexure
SJVN LIMITED
CORPORATE HRM DIVISION
NEW SHIMLA
Consent for participating in SJVN Employees (Self-contributory) Group Saving
Linked Insurance Scheme.
I, ...................................Employee No…………………is interested to participate in the
SJVN Employees (Self-contributory) Group Saving Linked Insurance Scheme circulated
vide Circular No. CC -Pers. 15(65)/2002 -336 dated: 12/8/2002
I hereby authorize the F &A Deptt. to deduct my monthly contribution from the salary and
pay to LIC.
Signature:
Name:
Designation:
Employee No.:
Deptt.:
Dated :
_______________________________________________________________________
DGM (P&A), Jhakri

…………………………….
Sr. Manager (Estt.), Shimla.
733
734
SCHEME FOR FINANCIAL
RELIEF IN THE EVENT OF
DEATH/PERMANENT
DISABLEMENT
735
736
CONTENTS
RULE TITLE PAGE
1.0 Objective 739
2.0 Scope and coverage 739
3.0 Definition 739
4.0 Membership of the scheme 739
5.0 Extent of payment/benefits under the scheme 739
6.0 Nomination for payment 740
7.0 Procedure for payment 740
8.0 Administration of the scheme 741
9.0 Cessation of membership 741
10.0 Powers for amendment/clarification 741
Form Nomination under Scheme for financial relief in the event 743
of Death/Permanent Disablement.
737
FINANCIAL RELIEF IN THE EVENT OF DEATH/PERMANENT DISABLEMENT
738
SCHEME FOR FINANCIAL RELIEF IN THE EVENT OF DEATH/
PERMANENT DISABLEMENT
1.0 OBJECTIVE:
This Scheme has been framed with a view to provide financial assistance in the event of
death or permanent total disablement ,which are not covered under GPAIS, while in the
employment of the Company.
2.0 SCOPE AND COVERAGE
2.1 Scheme will apply to those cases of deaths and permanent total disablements,
which are not covered under Group Personal Accident Insurance Scheme.
2.2 The Scheme will cover all employees borne on the regular rolls of the Company
and deputationists/employees holding lien in parent organization/Board level
appointees, trainees appointed against regular post, but will exclude apprentices
under Apprentice Act, muster roll, casual, badli or substitute employees. SJVN
employees (excluding employee holding lien in SJVN) on deputation to other
organization will also be covered under the Scheme.
2.3 Only those cases of death/permanent total disablement will be covered under this
scheme which occurs while in the service of company or on deputation to other
organization.
2.4 The benefits under this scheme will be in addition to that admissible under any
other Insurance Scheme.
3.0 Definition
In this Scheme unless the context otherwise requires.
3.1 “Company” means SJVN LIMITED.
3.2 ”Member” means employee as detailed at 2.2 and who opts to become member of
this scheme.
3.3 ”Permanent Total Disablement” means as declared by Medical Board constituted
with the approval of Director (Pers.).
3.4 ”In-charge” means Head of Establishment Section at Corporate Centre.
4 .0 MEMBERSHIP OF THE SCHEME
4.1 All eligible employees (including deputationists) shall be deemed to be member
of scheme unless refusal contrary to this is forwarded to concerned P&A Deptt.
For new entrants membership of scheme will be mandatory
5.0 EXTENT OF PAYMENT/BENEFITS
5.1 In the event of death of any member while in service of the company, nominee(s)
will be paid Rs. 15 lacs.
739
5.2 Member will be paid Rs.15 lacs. in the event of separation from service due to
permanent total disablement.
5.3 Contribution of Members and the Company will be as under:

5.3.1 Contribution of each Member per eventuality will be as under:
(i) Workmen Rs.350/-
(ii) Supervisor/ Executives Rs. 500/
5.3.2 Per eventuality Company will pay sum equivalent to the difference between
contribution of all members determined as above and benefit payable under Clause
5.1 or 5.2 as the case may be.
5.4 The contribution of member shall be recovered from the salary of the following
month in which the eventuality occurs as indicated at Clause 5.1 or 5.2, as the case
may be
5.5 In addition in the event of the death of a member, an amount of Rs. 30,000/- will
be paid towards funeral expenses. (Ref. CPC No. 135/2009 dated 19.02.09).
5.6 In respect of apprentices/daily wage/muster roll/casual/badli/ substitute employees
an amount of Rs.10,000/- shall be paid towards funeral expenses to the family
(Ref. CPC No. 135/2009 dated 19.02.09).Though such categories of employees
are not covered under the “SCHEME OF FINANCIAL RELIEF IN THE EVENT
OF DEATH/PERMANENT DISABLEMENT”.
6.0 NOMINATION FOR PAYMENT
6.1 Every member shall make a nomination in the prescribed format (Appendix-
i)conferring on one or more person of his family the right to receive the benefit
under the scheme in the event of his death, indicating the share payable to each
member. Family for this purpose shall mean the spouse, children whether married
or unmarried, parents and the widow and children of deceased son, if any.
6.2 Members who have already submitted nomination under existing Death Relief
Scheme are not required to submit nomination again. Same nomination will
continue.
6.3 The nomination may be changed by a member employee at any time through a
written notice to this effect, by filling revised nominations in the prescribed form.
6.4 In case no nomination has been made by the deceased member under this scheme,
only those family members as stipulated in Clause 6.1 will be entitled for Death
Relief if the nomination made in Provident Fund and Gratuity Rules have to be
referred to.
7.0 PROCEDURE FOR PAYMENT

7.1 Concerned P&A Department will intimate to In-charge regarding death/separation
on account of permanent disablement. On receipt of intimation, In-charge will
740
forward an advice to Corporate F&A for release of payment. Finance Department
will make payment within one month on the basis of pay drawn in the
preceding month.
8.0 ADMINISTRATION OF THE SCHEME
8.1 The scheme will be administered by In-charge at Corporate Centre.
8.2 In-charge shall receive the application for nomination under the scheme, in duplicate
and maintain a register.
8.3 In-charge will prepare a consolidated list in respect of those employees who has
refused to be member of the scheme and same shall be made available with all
Finance Deptts.
8.4 In-charge shall intimate Corporate F&A Deptt. regarding death and permanent
total disablement. Based on this information F&A will effect recoveries from the
members at the stipulated rates from next salary. In the case of members who
leave the service of the company after the receipt of such intimation and before the
next salary disbursement, recoveries shall be effected from their last dues.
9.0 CESSATION OF MEMBERSHIP

9.1 The membership of an employee will cease, in the event of separation (even lien is
held in SJVN) from the company. During the incumbency, members will not be
allowed to withdraw from the Scheme.
10.0 POWERS FOR AMENDMENT/CLARIFICATION
10.1 CMD/Director (Pers.) shall be empowered to modify/amend/revoke and to give

clarification/interpretation to any of the provisions of the scheme in consultation
with Director (F).
*****
741
742
NOMINATION UNDER SCHEME FOR FINANCIAL RELIEF IN THE
EVENT OF DEATH/PERMANENT DISABLEMENT
Name of the Employee. :
(In block letters)
Employee No. :
Designation :
Place of Posting :
Date of Joining :
Date of Birth :
Present Address :
Permanent Address :
Details of Nominee :
Sl. Name of the Family Members Age Percentage of Relationship

No. benefit. with the
employee.
1.
2.
3.
4.
5.
(Where more than one person is nominated, indicate the percentage of distribution of
benefits between the nominees.)
Signature of Employee
Date:
Place:
____________________________________________________________
Sr. Manager (P&A),
SJVN Ltd.
Himfed Building,
New Shimla-171009 (HP)
743
744
SJVN EMPLOYEES (HBA)
745
746
CONTENTS
RULE TITLE PAGE
1.2 Objective 749
1.3 Administration 749
Section-I
1. Definitions 749
2. Corporation to deal with the LIC 750
3. The Corporation to Furnish Requirements 750
4. Membership of the Scheme 750
5. Evidence of Age 751
6. Insurability Condition 751
Section-II
1. Assurance 751
2. Premium 751
3. Benefit 752
Section-III
1. Restraint on Assignment or Encumbrance 752
2. Discontinuance or Amendment of the Scheme 752
3. Jurisdiction 752
4. Master Policy 752
5. Rates of Premium and Conditions of Assurance 752
6. Interpretation of the rules & Benefits Available under 752
the Scheme
747
SJVN EMPLOYEES (HBA) GROUP INSURANCE SCHEME
748
1.1 INTRODUCTION
In order to take care of the employee’s debt arising on account of House Building
Advance due to untimely demise of the employee, SJVN has introduced HBA
Insurance Policy from LIC with effect from 01.04.2002.
1.2 OBJECTIVE:
To mitigate the hardship faced by family members of a deceased employee on
account of payment of outstanding House Building Advance plus interest thereon,
to the extent given under the scheme.
1.3 ADMINISTRATION:
The scheme will be administered by corporate P&A DEPT.
SECTION-I
1. DEFINITIONS:
In these Rules the following words and expressions shall unless repugnant to the
context have the following meanings:
(i) “THE CORPORATION” shall mean SJVN LIMITED.
(ii) “THE INSURANCE COMPANY” shall mean the Life Insurance
Corporation of India established u/s 3 of the Life Insurance Corporation
Act, 1956 (hereinafter referred to as the “LIC”).
(iii) “THE SCHEME” shall mean the SJVN Employees (House Building
Advance) Group Insurance Scheme.
(iv) ”THE RULES” shall mean the rules of the Scheme as set out below and
as amended from time to time.
(v) ”THE BORROWER” shall mean an employee of SJVN who has been
sanctioned HBA and has drawn the amount in full or part from the
Corporation before and/or after the effective date of the scheme & amount
is outstanding against him.
(vi) “THE LOAN” for the purpose of this scheme shall mean the amount of
House Building Advance including accrued interest outstanding against
an employee not exceeding Rs. 20 lakhs on commencement of the scheme
or on annual renewal date.
(vi) “THE LOAN” for the purpose of this scheme shall mean the amount of
House Building Advance including accrued interest outstanding against
an employee not exceeding Rs. 20 lakhs on commencement of the scheme
or on annual renewal date.
(vii)“THE MEMBER” shall mean the particular Borrower who has been
admitted to the Membership of the Scheme and on whose life an assurance
has been or is to be effected in accordance with the scheme/Rules.
749
(viii) “EFFECTIVE DATE” shall mean, the date from which the Scheme
commences.
(ix) “ENTRY DATE” shall mean the date of (i) commencement of the scheme
in respect of employees who have already drawn HBA & amount is
outstanding (Principal and / or interest) (ii) drawl of the HBA in full or in
part in respect of employees joining the scheme after its commencement.
(x) ”ANNUAL RENEWAL DATE” shall mean, the date of completion of 12
months subsequent to the commencement / renewal of Scheme.
(xi) “TERMINAL DATE” shall mean, the date on which (i) loan repayment
including interest is over, (ii) the member ceases to be in the employment
of the Corporation on superannuation or otherwise.
(xii)“THE ASSURANCE” shall mean the particular assurance as defined in
Section II of the scheme effected or to be effected on the life of the
Member.
(xiii) “OUTSTANDING INDEBTEDNESS” shall mean in relation to the
Member, the sum of amount of outstanding principal HBA including
accrued interest thereon, subject to a maximum of Rs. 20 Lakhs on the
Entry Date or the subsequent Annual Renewal Date, notwithstanding the
fact that the repayments are made by a member in monthly installments
during the relevant year.
2. CORPORATION TO DEAL WITH THE LIC
The Corporation will act for and on behalf of the Members in all the matters
relating to the Scheme and every act carried out in accordance with the agreement
made with and notice given to the LIC by the Corporation shall be binding on the
Members.
3. THE CORPORATION TO FURNISH REQUIREMENTS
The Corporation shall furnish to the LIC the relevant particulars of the Members
as are required in connection with the smooth administration of the Scheme, such
as notifications regarding admission of New Members, amount of loan disbursed,
defaults in repayments, repayment of full loan, death of the Members, etc., if any,
so as to enable the LIC to take appropriate action.
The Corporation will also have to furnish the particulars of the outstanding loan
including accrued interest for each individual member on the date of
commencement of the Scheme and also on every Annual Renewal Date.
4. MEMBERSHIP OF THE SCHEME
All employees who have outstanding amount ( Principal and/or interest) on the
sanctioned HBA on the effective date of scheme and those employees who draw
the HBA in future will become members of the scheme from the Entry Date subject
to fulfillment of insurability condition as per para 7 of Section of scheme.
Employee who is once enrolled as a Member will not have the option to withdraw
from the scheme till liquidation of outstanding HBA with interest/cessation of
employment in SJVN.
750
5. EVIDENCE OF AGE
Evidence of age, satisfactory to the LIC shall be furnished by the Corporation in
respect of all Members at the time entry into the Scheme.
6. INSURABILITY CONDITION
The insurability condition for providing cover upto Rs. 20 Lakhs to an employee
is that he would not be covered under the scheme if he is absent from duty on
grounds of ill health on the date on which the scheme is introduced or the date on
which he is sanctioned loan and also the date on which the loan is disbursed to
him. However, he would be covered only if he joins the duty on being fit and the
intimation is sent to LIC in this regard.
SECTION-II – ASSURANCE, PREMIUM & BENEFIT
1. ASSURANCE:
Subject to the provisions of Rule 6 of Section – I, an Assurance shall be effected
on the life of each member under One Year Renewal Group Term Assurance Plan
for a sum assured equal to the outstanding Indebtedness on account of HBA
(Principal and/or interest accrued) subject to maximum of Rs. 20 lakhs per member.
The total sum assured shall be revised from time to time consequent upon increase
in the Outstanding Indebtedness arising from further disbursement of loan by the
Corporation, subject to a maximum of Rs. 20 Lakh (Principal and/or Interest) per
member or consequent upon decrease on the outstanding indebtedness arising
from refund of loan in full by the Member.
The sum assured shall be revised on the subsequent Annual Renewal Dates having
regard to the aggregate of the sums since deemed to have been repaid towards part
of the principal and interest thereon the relevant year.
The Assurance shall be held by the Corporation UPON TRUST for the benefit of
the Members to be utilized for the purpose of liquidating their Outstanding
Indebtedness. The balance amount if any, remitting out of the claim amount after
settling the actual indebtedness of the deceased member, shall remain with the
Corporation.
2. PREMIUMS:
The Corporation shall pay to the LIC in respect of each member on the Effective
Date and on every Annual Renewal Date such premiums as are required to secure
and continue the assurance on the life of the Member for the relevant Sum Assured
as specified in Rule 1 of Section II. PROVIDED THAT if the sum Assured in
respect of Member is decreased/increased subsequently consequent upon increase
in the Outstanding Indebtedness on any date other than the Annual Renewal Date,
an appropriate premium shall be adjustable/payable relating to the increase in
sum assured. The premium payable to the LIC will be on the outstanding principal
amount of house building advance and accrued interest thereon as on 1st April
subject to a maximum Rs. 20 Lakhs per member. Adjustment of excess premium
751
paid/deposit of additional premium in respect of previous year will, however, be
made on the Annual Renewal Date.
3. Benefit :
In the event of any kind of death of the member LIC will remit the outstanding
HBA to SJVN limited to 20 Lakhs.
SECTION-III – MISCELLANEOUS PROVISIONS
1. RESTRAINT ON ASSIGNMENT OR ENCUMBRANCE:
The benefits assured under the Scheme are strictly personal and cannot be assigned,
charged or alienated in any way.
2. DISCONTINUANCE OR AMENDMENT OF THE SCHEME:
The Corporation reserves the right to discontinue the Scheme at any time or to
amend the Rules thereof on any Annual Renewal Date subject to 1 month notice
being given to the LIC.
3. JURISDICTION:
All assurances effected under the Scheme shall be Indian Contracts. They will be
subject to Indian Laws including the India Insurance Act, 1938, the Life Insurance
Corporation Act, 1956. The Income Tax Act, 1961 and the amendments thereto
and to any legislation subsequently introduced. All benefits under the scheme
arising out of death of any Member shall be payable in Indian Rupees
4. MASTER POLICY:
The LIC will issue to the Corporation, the Master Policy incorporating all the
terms and conditions governing the Assurance effected under the Scheme.
5. RATES OF PREMIUM AND CONDITIONS OF ASSURANCE:
The rate of premium and conditions of Assurance under which the LIC is prepared
to arrange the scheme shall be subject to an agreement between the Corporation
and the LIC. The conditions and Assurance and the rates of premium may be
varied by the LIC from time to time on an Annual Renewal Date subject to 3
months notice being given to the Corporation.
6. INTERPRETATION OF THE RULES & BENEFITS AVAILABLE UNDER
THE SCHEME:
For the purpose of interpretation of the rules and/or matter relating to the extent of
benefits available under the scheme, the decision of the D(P)/CMD shall be final.
*****
752
SJVN HOUSE BUILDING
ADVANCE RULES
753
754
CONTENTS
RULE TITLE PAGE
1.0 Objective 757

2.0 Policy 757
3.0 Definitions 757
4.0 Eligibility 758
5.0 Purpose 759
6.0 Amount of Advance 760
7.0 Procedure for grant of advance 761
8.0 Disbursement of Advance 764
9.0 Surety 766
10.0 Terms & Conditions of Advance 767
11.0 Interest 768
12.0 Repayment of Advance 769
13.0 Re-conveyance 771
14.0 Subsidy for interest on loan from LIC in lieu of HBA 771
15.0 General 771
ANNEXURE
Annexure A Application for Grant of House Building Advance 773
Annexure A-I Abstract of Original Estimates 779
Annexure A-II Detailed Estimates for House Building Advance 781
Annexure B Disbursement of Advance 783
Annexure C Agreement to be Executed at the Time of Drawing HBA 787
Annexure D Mortgage Deed for Free Hold Property 791
Annexure D-I Mortgage Deed for Freehold and is Held in the Joint 799
Name of Husband and Wife
Annexure D-II Mortgage Deed for Leasehold Property 807
Annexure D-III Mortgage Deed for Leasehold and when Held in the Joint 815
Names of Husband and Wife
755
HOUSE BUILDING ADVANCE RULES
Annexure D-IV Mortgage Deed for purchase of Ready Built House/Flat 823
on Lease Hold Land, the Absolute Right of which is not
Vested in the Purchaser
Annexure E Surety Bond 831
Annexure F Proforma for Certification of the stage of Construction 833
Annexure G Letter for Intimating to the Insurance Agency, Company’s 835
Interest in Insurance Policies
Annexure H Re-conveyance for House Building Advance 837
Annexure I Agreement for equitable Mortgage (English Mortgage). 841
Annexure J Letter Evidencing Deposit of Title Deeds of Property 845
Annexure K Affidavit for Equitable Mortgage 849
Annexure L Proforma for Executing Power of Attorney in case of 851
Equitable Mortgage
Annexure M Proforma of Personal Bond 853
Annexure N Proforma of Joint Surety Bond from two employees 857
Annexure O Sanction Order Format for issue of Revised HBA as per 859
Modified Ceiling.
756
1.0 Objective:
1.1 The objectives of SJVN House Building Advance Rules is to establish uniform
policy and rules relating to the grant of House Building Advance to the employees
of the Company.
2.0 Policy:
2.1 These rules are framed entirely as a welfare measure and do not confer any right
or benefit on the employees nor impose any obligation or liability, whatsoever, on
the Company and shall not be deemed to be any contract or condition of service
between the Company and any such employees.
2.2 The House Building Advance will be admissible for constructing a house including
purchase of land for that purpose, purchase of built in house/flat, enlarging an
existing accommodation anywhere in India, where an employee of the Company
intends to settle down after retirement subject to availability of funds for the
purpose.
2.3 No advance shall be granted in case the total deduction (statutory/otherwise)
exceeds 75% of gross salary. Gross Salary means Basic + DA + other local
allowances excluding HRA/Lease.
3.0 Definitions:
In these rules, unless the context otherwise requires:
3.1 ‘Company’ means the SJVN LIMITED, including the projects/units/offices under
its management.
3.2 ‘Competent Authority’ means the authority empowered to sanction House Building
Advance in accordance with these Rules.
3.3 ‘Committee’ means a Committee as constituted under rule 7.2.
3.4 ‘Employee’ means a person employed in the regular establishment of the Company
and does not include:-
a) A lien holder;
b) A deputationist on Foreign Service terms;
c) A person appointed on contract;
d) A muster roll, daily rated, casual, badli or substitute employee, workcharged;
and
e) An apprentice/a trainee.
3.5 ‘Family’ means an employee’s spouse and minor children including legally adopted
children.
3.6 ‘House’ means a house, flat or a tenement.
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3.7 ‘Salary/Wages’ means basic pay and personal pay plus dearness allowance/ ad
hoc allowance and will include pension and pension equivalent of retirement
benefits, in respect of re-employed pensioner provided and to the extent the same
has been taken into consideration for fixation of his basic pay and such other
allowances which form part of basic and DA.
4.0 Eligibility:
4.1 All employees who, on the date of making application for advance, have rendered
not less than 3 years’ continuous service in the regular establishment (i.e. excluding
service as workcharged, muster roll or trainee) shall be eligible for grant of the
advance.
4.2 Employees of the Company who have left the service of Government/Public Sector
Undertakings/ Statutory Corporations/Quasi-Government Bodies in order to join
services in the Company or who initially join SJVN on deputation/lien and
subsequently get absorbed in the services of the Company, will be granted loan,
subject to the overall ceiling under Rule 6 and provided he has completed
“continuous service” of minimum 3 years in such organization immediately prior
to joining the company for the purpose of computation of continuous service. The
loan outstanding equivalent to the principal plus interest will be taken as it is and
remitted to his employers and employee will continue to pay not less than the
previous rate of installment and execute fresh documents as required.
4.2.1 HPSEB employees after absorption in SJVN shall be eligible for grant of advances
during probation period subject to having served at least one year prior to absorption
in SJVN and has completed continuous service of 5 years in HPSEB.
4.3 Where both the husband and wife are employees of the Company and are otherwise
eligible for the grant of advance, the advance shall be admissible to only one of
them, at their option.
4.4 An employee shall not be eligible for House Building Advance from the Company
except as provided in rule 4.2 if:-
4.4.1 He has not satisfactorily completed the period of probation on initial appointment/
joining (except HPSEB employees who are otherwise eligible under Clause 4.2.1)
or has not put in at least one year’s continuous service in the Company, whichever
is later.
Provided that the above stipulation shall not be applicable in respect of such
employees of Government/Public Sector Undertakings/Statutory Corporations/
Quasi-Government Bodies who in continuation of their deputation/lien get absorbed
in the services of the Company and apply for an advance for the purpose of
repayment of the balance amount of House Building Advance drawn from their
parent organization/department and interest accrued thereon.
4.4.2 He or any member of his family already holds/owns a house anywhere in the town
where the new house/flat is proposed to be constructed/acquired for which the
employee applies for grant of loan under these rules except where the advance is
required for the purpose of extension/repayment to previous employers.
758
4.4.3 He or any member of his family has taken advance (other than an advance from
the Provident Fund) or any assistance of like nature for the purpose of construction
or purchase of a house from any source whatsoever prior to obtaining advance
from SJVN except from previous employers to whom he needs to repay.
4.4.4 He is under suspension for any act of misconduct.
4.4.5 He is to leave the services of the Company within 36 months of the grant of advance
either on superannuation or otherwise.
5.0 Purpose:
5.1 The House Building Advance may be granted to the eligible employees for the
following purposes:
5.1.1 Acquisition and purchase of land (free hold or lease hold) and construction of
house thereon.
5.1.2 Construction of house on land already owned/purchased/acquired by an employee
in his own name or held jointly with his spouse.
5.1.3 Purchase of a ready-built house or ownership flat (which has not been lived in
since its construction) in the name of the employee or jointly in his name and
name of his/her spouse if the agency offering it for sale is a Government, Semi-
Government or an Autonomous Institution like DDA, City Improvement Trust,
State House Board, Registered Cooperative House Construction/ Building Society/
Government owned/ recognized house building/Public Ltd. company registered
under the Companies Act etc., including a house or flat under self Financing Scheme
of such organizations.
5.1.4 Purchase of a ready -built house/flat other than those at sub-rule 5.1.3 at the
discretion of the competent authority and on proper evaluation of the property.
5.1.5 Enlargement of living accommodation in an existing house owned by the employee
either in his own name or jointly with his spouse.
5.1.6 Repayment of the balance amount of House Building Advance together with
accrued interest thereon, directly by the Company to his parent organization covered
under rule 4.2.
5.1.7 Repayment of loans availed by the employees from Financial Institutions/Banks
towards Housing Property. Such advance shall be allowed only in respect of those
cases where employee is otherwise eligible for HBA and no interest subsidy has
been claimed by the employee from the Company in the past.
5.2 The advance will be admissible only for outright purchase or for self-financing
flats/houses.
5.3 The advance for the cases covered in sub-rules 5.1.2, 5.1.3 and 5.1.5 shall be
granted only if the employee and his spouse jointly owning the land/house/flat are
willing to execute a mortgage deed as provided under these rules for the same in
favour of the Company and shall submit an undertaking to this effect on non-
judicial stamp paper.
759
5.4 No advance will be sanctioned to an employee for the purpose of registering himself
for allotment of a plot of land and/or a house. However, on the allotment being
made in his favour, advance may be sanctioned to him towards the registration
deposit made by him to the extent the same is in excess of Rs.15000/- and subject
to other conditions in these rules.
6.0 Amount of Advance:
6.1 Subject to Rule 6.2, the maximum amount of advance admissible to an employee
would be the least of the following:
6.1.1 For new construction/purchase of ready built house:
a) 90 months salary/wages of the employees or
b) 100% cost of construction including that for acquisition of land/100% cost

of the property, as the case may be; or
c) Rs.20 lakhs. (upto 40% towards purchase of Land), which ever is least.
6.l.2 For enlargement/renovation/modernisation of living accommodation in an existing

house owned by the employee either in his own name or jointly with his wife.
a) 30 months salary/wages of the employees or
b) 100% cost of enlargement/renovation/modernisation or
c) Rs.5 Lakhs, whichever is least.
6.1.2A Within overall ceiling prescribed under 6.1.1 after expiry of 5 years from the date
of drawl of last instalment of HBA, 2nd time HBA will also be sanctioned under
Clause 6.1.2 for the purpose of enlargement/ renovation/ modernization of the
existing house against which HBA has been sanctioned in past without liquidating
the 1st HBA.
6.1.3 For furnishing etc., the woodwork like cupboards, pelmets, grills to make the
house habitable, 20% of the cost subject to ceiling of Rs. 5 Lakhs.
6.1.4 The limits as at sub-rule 6.1.1/6.1.2, as appropriate, shall also apply to a case
covered under sub-rule 4.2, 5.1.6 and 5.1.7
6.2 The actual amount of advance to be sanctioned to an employee will be determined

by the Company on the basis of the plans, detailed specifications and estimates
to be furnished by the employee, within the ceiling limit of advance as
prescribed above, and monthly paying capacity of the employee which may be
taken as follows:-
760
Length of Remaining Service Repaying Capacity
Employees retiring/ superannuating 50% of wages/ salary
after 20 years
Employees retiring/superannuating 60% of wages/salary
after 10 years but not later than 20
years
Employees retiring/superannuating 66.66% of wages/salary
within 10 years
6.2.1 The provisions of Payment of Wages Act shall also be kept in view while sanctioning
the advance to employees coming within the purview of the said Act.
7.0 Procedure for grant of advance:
7.1 Applications for grant of the advance shall be submitted in the prescribed form
(Annexure ‘A’) through proper channel. The following documents should
accompany the applications:
7.1.1 In case of construction of a new house or enlargement of the living accommodation
in an existing house, a copy of each of the approved building plan, and the site
plan as well as specifications, detailed estimate and abstract estimate in the
prescribed form (Annexures A-I & A-II). The site plan and the building plan
must be duly approved by the Municipality or other local bodies concerned before
submission of the same to the Company.
7.1.2 In case of construction of a new house, the original sale deed or other proof of the
applicant having clear title to the land on which the house is proposed to be built
except in the case of purchase of land.
7.1.3 In case of enlargement of a living accommodation in an existing house, the original
sale deed, if any, as well as other documents establishing that the applicant possesses
indisputable title to the property in question.
7.1.4 In case of Registered Cooperative Societies inviting financial participation from
their members at the construction stage (i.e. Self Financing Scheme), the procedure
will be as follows:-
While applying for grant of HBA, in the form prescribed, the employee shall
submit the following additional documents:-
a) Photocopy of the letter issued by the Registrar of the Cooperative Society
that the Society is registered with the Registrar of the concerned State;
b) Photocopy of the share certificate, if any, issued by the Society to the
employee concerned;
c) Letter of allotment-cum-demand issued by the Society;
761
d) Original and copy of the receipts of payments made by the employee to the
Society.
e) Proof of allotment or allocation of land to the Society by Government or
Institutions like DDA etc.; and
f) Certified copy of up-to-date bye-laws of the Society.
7.1.4.1 Subsequent to the sanction of advance, the employee concerned shall be allowed
to draw the first installment of advance provided he executes a Personal Bond
(Annexure-M) and also furnishes a Surety Bond (Annexure-N) on non-judicial
stamp paper of appropriate value. The Surety Bond, as prescribed, is to be executed
jointly by two Sureties (other than husband/wife of the employee) who are regular
employees of the Company and fulfill all other terms and conditions as provided
at rule 9.0. Besides these, the employee shall also furnish the following documents:
a) Attested copy of the Title Deed of the Society to the land on which the
house/flat is to be constructed; (where, however, the land has not been allotted
to the Society, the Title Deed is to be furnished before disbursement of second
installment);
b) No objection from the Society to the effect that the Society has no objection
to mortgage the house/ flat in favour of SJVN;
c) Certificate that the land on which the house/flat is to be constructed is free
from all encumbrances; and
d) Agreement to mortgage the property to SJVN.
7.1.4.2 While applying for subsequent installments of advance the employee concerned
shall furnish a demand letter from the Society indicating, inter alia, the progress
of construction; the correctness of which shall be verified by the Competent
Authority by arranging inspection of the premises concerned. Further, the employee
shall also furnish a proforma of the Sale Deed proposed to be executed by the
Society in favour of the employee. After being fully satisfied, the Competent
Authority shall authorize disbursement of the remaining installments of the
advance.
7.1.4.3 Immediately on taking the possession of the house/flat, and in no case later than
three months thereof, the employee concerned shall execute and submit the
Mortgage Deed as prescribed under the rules.
7.1.4.4 The amount of advance sanctioned to the employee shall be disbursed in suitable
installments as per demands raised by the Society, from time to time. Further, the
payment shall be made directly by the Company to the society after collecting
employee’s share, if any, for each installment.
7.1.4.5 Notwithstanding anything mentioned above, the employee shall execute such
supplementary documents/ deeds as may be required by the Competent Authority,
from time to time.
762
7.1.5 In case of flat to be purchased from Government/Semi-Government/ Autonomous
Institutes like DDA, City Improvement Trust, State Housing Board on cash purchase
basis or se1f-finance scheme, the following documents should be submitted with
the application:-
a) Registration Certificate (copy)
b) Allotment letter
c) Demand letter
d) Non-encumbrance Certificate
e) Mortgage permission as first charge in favour of SJVN.
7.1.6 While making an application for grant of HBA under Clause 5.1.4 for purchase of
an old ready built house/flat, having a clear marketable title, the employee
concerned shall be required to submit the following documents: -
a) Consent of seller alongwith details of house and price agreed to.
b) Attested copy of the title deed of the owner.
c) Attested copy of documents showing mutation of house duly supported by
current rent and taxes paid by the owner (receipt to enclosed).
d) Document showing original cost, municipal valuation or authorized valuation
of the house:
e) 12 years non-encumbrance certificate from the competent authority.
f) Certificate from authorized Engineer indicating condition of house and the
approximate age thereof.
g) Sale permission from the competent authority, if required.
In such cases constitution of a Committee by the competent authority under
Clause 7.2 shall not be necessary.
7.2 On receipt of an application, duly forwarded by the Head of the Department,
Personnel Department will take necessary action for processing the application.
The Personnel Department or a Committee, if specifically constituted by the
Competent Authority, will scrutinize the application with reference to the conditions
of eligibility as provided under these rules (check list to be developed by P&A
Department) as well as priorities etc., if any, laid down for dealing with such cases
so as to satisfy themselves that all these conditions have been fulfilled. They will
also satisfy themselves of the correctness of the facts stated in the application as
well as examine the title deeds and other documents furnished in compliance with
sub-rules 7.1.2 and 7.1.3 above and other rules and orders made under sub-rule
10.8 (in consultation with the legal department and the Revenue and Registration
Authorities, if necessary) to make sure that the applicant does, in fact, possess a
clear marketable title free from encumbrances and attachments to the property in
question after examining all the plans specifications and estimates submitted
763
alongwith the application and all other relevant details. In case of society, the
Competent Authority shall satisfy itself about the genuineness of the society
concerned as well as the employee’s membership with the said Society. The
application will be forwarded alongwith the recommendations, as to the amount
of advance that could be granted to the concerned applicant and its repayment
terms, to the competent authority for his consideration. The Competent Authority
for these rules will be General Manager in case of Project and Director (personnel)
in case of Corporate Office or any other officer as may be delegated powers from
time to time.
7.3 The Competent Authority after satisfying himself that all the conditions have been
fulfilled and keeping in view the recommendations made, will accord sanction to
the grant of advance specifying the amount of advance so sanctioned as well as
the repayment period, subject to the terms and conditions of grant of advance
under rule 10.0.
8.0 Disbursement of Advance:
8.1 While according sanction to the grant of advance, the Competent Authority will
also authorize disbursement of the first installment of the advance in accordance
with the basic guidelines set out in Annexure -’B’, subject to the observance of
prescribed formalities by the borrowing employees.
These include execution of agreement to mortgage (Annexure -’C or
Annexure-I (English Mortgage)), mortgage deed (Annexure -’D’, or ‘D-I’ or
‘D-II’ or ‘D-III’ or ‘D-IV’ as the case may be), and surety bond (Annexure -’E’)
in the prescribed forms.
Or
Alternatively, the competent authority may allow to secure the advance through
Equitable Mortgage of property by deposit of original title deeds in place of
registered mortgage deed subject to the submission of the following documents:
a) Agreement to mortgage in Form Annexure -’C’.
b) Original Title Deeds of the property as soon as the same are received by the
employees.
c) Letter evidencing deposit of the Title Deeds of the property in Form
Annexure-J.
d) Affidavit regarding deposit of Title Deeds and Declaration etc. as per
proforma Annexure-K.
e) Mutation Certificate from Revenue or Municipal Records after it is mutated.
f) Latest search Certificate through Sub- Registrar/Advocate to show that there
is no encumbrance on the property.
g) Special Power of Attorney authorizing SJVN to execute English
Mortgage of the property in favour of SJVN at its discretion as per proforma
Annexure -L.
764
In case of purchase of house/flat in the joint names of the employee and his/
her spouse, they will be required to execute a Tripartite Agreement.
8.1.1 The employees shall not encumber, create lien, alienate or otherwise make any
second charge or dispose of the property already mortgaged in favour of the
Company for loan already taken from the company, unless the following conditions
are satisfied.
The first charge is registered in favour of the Company, and in no case second
charge will be permitted where the employee has opted for equitable Mortgage
for the first charge with SJVN. In case of SDA, where first charge is held by SDA,
Advance can be permitted on Second charge with approval of Director(P) and
with one additional security.
Prior permission for second charge is obtained in writing and draft of the second
mortgage got approved by the Company.
8.1.2 Before disposing of the mortgaged property for which loan is taken from the
Company, the employee has fully repaid the loan and permission taken in writing
for its disposal.
The second mortgage proposed to be created shall be in favour of Financial
Institutions, such as banking institutions, cooperative banks, financial corporations
set-up by the State Government for House Construction Loans, Apex Cooperative
Housing Finance Society and Public Companies formed and registered in India
with main object of carrying on the business of providing loan for construction of
house or flat.
8.1.3 The competent authority has consented to create such second mortgage in writing
in favour of a specified institution.
8.1.4 The draft of such second mortgage has been approved by the competent authority.
8.1.5 The total amount of the advance sanctioned by the company and the loan proposed
to be taken under second mortgage does not exceed the prescribed cost ceiling of
the value of property as indicated below:
200 times the salary/wages of the employee, subject to a minimum of Rs.3.50
lakhs and a maximum of Rs.45.00 lakhs. However, on merits of each individual
case, CMD/D (P) may relax the cost ceiling upto a maximum of 25% of the
aforesaid cost ceiling in individual cases.
8.1.6 Where a ready built house is intended to be purchased, the employee shall be required
to produce proof of negotiations for the purchase of house together with a copy of
the building plan and the site plan and also a certificate that the purchase price is not
less than the amount of advance sanctioned and that he has satisfied himself that the
transaction will enable him to acquire indisputable title of the house.
8.2 While applying for subsequent installments of advance, the borrowing employee
shall certify that the construction is being carried out strictly in accordance with
the plans and estimates submitted by him at the time of making the application,
that the construction has actually reached the prescribed stages of construction
765
and that the amount already drawn has actually been used on the construction of
the house. Such certificates are to be furnished by the borrowing employee in the
prescribed proforma (Annexure -’F’). The competent authority may, if necessary,
arrange to have inspection carried out by an official to be nominated by him to
verify the correctness of the certificates. After being fully satisfied, the competent
authority will authorize disbursement of the remaining installments of the advance
as per the provisions of these rules.
8.3 In case of employees covered under Rule 4.2, the repayment of outstanding advance
alongwith accrued interest to the parent organization, will be subject to the
following conditions:
8.3.1 An undertaking that he shall deposit the original title deeds with SJVN after
obtaining from his previous employers after loan is paid to his employer by the
Company to secure the advance through equitable mortgage.
8.3.2 He shall also furnish surety as prescribed under these rules.
8.4 In case of purchase of house under self Financing Housing Scheme or from Housing
Cooperative Societies, etc, the disbursement of advance will be further subject to
the following conditions:
8.4.1 The employee concerned will be required to produce two sureties jointly from
amongst the eligible employees of the Company.
8.4.2 If the employee wants to withdraw from the scheme for any reason whatsoever,
the money advanced by the Company shall be refunded forthwith to the Company
by the agency concerned for which a tripartite agreement shall be entered into,
wherever possible.
8.4.3 The employee shall produce either a mortgage permission or an assurance from
the agency concerned that the latter shall grant the mortgage permission after
completion of house in favour of the Company.
8.4.4 In case the agency concerned deducts any part or the whole of the amount deposited
with them due to non- compliance by the employee with any of their requirements
or for any other reasons, the same will be on the individual employee account and
the company will not undertake any liability for the same.
8.4.5 The interest, if any, paid by the agency concerned on the money advanced by the
company will accrue to the Company only and not to the individual.
8.5 In the case of grant of advance for repayment as in sub-rule 5.1.6 and under rule
8.4, the amount of advance will be sanctioned by the competent authority to the
applicant but amount/cheque/demand draft will actually by given to the agency or
the parent organization as applicable, by the company’s representative.
9.0 Surety:
9.1 The applicant shall get executed the surety bond (Annexure -’E’) as referred to in
rule 8.1 from an employee of the company. An employee of the company shall be
eligible to stand as a surety if:
766
9.1.1 He has satisfactorily completed the period of probation stipulated, if any.
9.1.2 His salary/wages is not less than two-third of that of the applicant.
9.1.3 He is not likely to superannuate within two years of the date of executing the
surety bond.
9.1.4 He has not stood as surety in more than three cases of House Building Advance.
9.1.5 The employee applying for House Building Advance has not already stood as a
surety for him when he applied for House Building Advance.
9.1.6 He is working, to the extent possible, in the same division/office, where the applicant
is working for the time being.
9.2 Where a surety employee is likely to leave the employment of the company or
ceases to be in the employment of the Company on account of resignation,
retirement, death or for any other reason before the borrowing employee has
executed the deed mortgaging the property to the company or has repaid the advance
in full (including interest thereon), the latter shall arrange to get executed a surety,
within one month of his/their departure. This shall be the responsibility of the
borrower employee. Non- compliance will call for disciplinary action and
cancellation of loan.
9.3 The liability of the surety will extend till the house built/purchased is mortgaged
to the Company or till the advance in full (including interest thereon) is repaid to
the Company, whichever happens earlier.
10.0 Terms & Conditions of Advance:
10.1 The construction of the house or additions to living accommodation in an existing
house (as the case may be) shall be:
10.1.1 Carried out exactly in accordance with the approved plan and specifications on
the basis of which the amount of advance has been computed and sanctioned. The
plan and specifications must not be departed from without the prior approval of
the competent authority.
10.1.2 Completed within 18 months/24 months, as applicable, of the date on which the
first installment of the advance is paid to the employee concerned. Failure to do so
will render the employee liable to refund the entire amount advanced to him
(together with interest thereon calculated as in Rule 11.0 below) in one lump-sum.
An extension of the time limit may be allowed upto one year by the competent
authority in the cases where the work is delayed due to circumstances beyond the
control of the employee. The date of completion must be reported to the competent
authority without delay.
10.2 Immediately on completion or purchase of the house, as the case may be, the
employee concerned shall insure the house at his own cost for a sum not less than
the amount of the advance and shall keep it so insured, against damage by fire,
flood, lightning, earthquake and riot till the advance alongwith interest is fully
repaid to the Company. The policy obtained should be deposited with the Company.
767
A letter should also be written to the Insurer by the employee that the Company is
interested in the Insurance Policy (Annexure -’G’). The premia must be paid
regularly and the premium receipts produced for inspection by an officer of the
Personnel & Administration Department as nominated by the Competent Authority.
In the event of failure on the part of the employee to effect insurance against fire,
flood, lightning, earthquake and riot, it shall be lawful but not obligatory for the
Company to insure the said house at the cost of the employee concerned and
recover the amount from him including interest thereon at bank lending interest
rate, in the same manner as the amounts are recoverable under these rules. The
employee will in addition be liable to disciplinary action.
10.3 The house must be maintained in good repair by the employee concerned at his
own cost. He shall also keep it free from all encumbrances and shall continue to
pay all the Municipal and other local rates and taxes regularly until the advance
alongwith interest has been repaid to the Company in full. The employee shall
furnish an annual certificate to this effect to the Company.
10.4 After the completion of construction of the house, annual inspection may be carried
out by an authorized official of the Company under instructions from the Competent
Authority to ensure that it is maintained in good repair until the advance alongwith
interest has been repaid in full.
10.5 The employee concerned shall afford full facilities for all inspections as required
under these rules.
10.6 The house should be used only for residential purpose of the employee and/or his
family and can be rented out for residential use only.
10.7 The terms & conditions enumerated under rule 10.0 are in addition to those
contained elsewhere in these rules.
10.8 Notwithstanding anything contained herein, the employee shall be bound to comply
with any supplementary rules/orders which may be made subsequently in this
regard from time to time with a view to safeguarding the Company’s interest as
well as proper and faithful observance of the provisions of these rules.
10.9 Furnishing of false certificates or breach of any of the terms and conditions
stipulated in these rules and/ or any other supplementary rules/orders will render
the employee concerned liable to appropriate disciplinary action apart from his
being called upon to refund to the Company forthwith the entire advance drawn
by him together with accrued interest.
11.0 Interest:
11.1 An advance granted under these rules shall carry simple interest from the date of
payment of the advance, the amount of interest being calculated on the balance
outstanding on the last date of each month.
11.2 The rate of interest shall be notified by SJVN from time to time. The present rates
of interest are as under:-
768
Amount of HBA Rate Of Interest
Upto 1,50,000/- 6%
1,50,000-2,50,000/- 7%
2,50,000-3,50,000/- 7.5%
3,50,000-4,50,000/- 8.5%
4,50,000-5,50,000/- 9%
Above 5,50,000/- 9.5%
11.3 Notwithstanding anything contained above, failure of employee to faithful observance
of all the terms and conditions attached to the advance sanctioned, will make him
liable to pay the interest at bank lending interest rate.
11.4 Half percent (½ %) rebate in the rate of interest on HBA will be allowed to such
employees of SJVN who themselves or their spouses undergo or have undergone
sterilization operation on or after 01.09.79. Employees, who are entitled to interest
subsidy in terms of Cl. 14.0 of SJVN HBA Rules, will also be allowed such
rebate.The rebate shall be subject to the same conditions, as applicable for grant
of special increment under the Company’s Incentive Scheme for promoting small
family norms. The rebate will be effective from 20.02.2009.
12.0 Repayment of Advance:
12.1 The advance granted to an employee under these rules together with the interest
thereon, shall be repaid in full before superannuation/separation from services of
the employee by monthly installments within a period not exceeding 25 years,
repayment of principal in the 15 years (180 installments) and interest in 10 years
(120 installments).
Provided that where an advance has been sanctioned under sub-rule 5.1.6, the
amount of monthly installment shall not be less than the installment amount at
which the advance was being repaid by the employee while in service in parent
organization/department. Provided further that it will be optional to an employee
to repay the amount in a shorter period, if he so desires.
12.2 The amount of advance and interest thereon, to be recovered from the employee,
shall be fixed in whole rupees, except in the case of last installment when the
remaining balance, including any fraction of rupee shall be recovered.
12.3 Commencement of Recovery:
12.3.1 Recovery of advance granted for repayment under sub- rule 5.1.6 shall commence
from the pay of the month following that in which the advance is drawn.
12.3.2 Recovery of advance granted for purchase of a ready built house shall commence
from the month following the month in which the possession is taken or immediately
on the expiry of two months from the date on which the advance is paid to the
employee, whichever is earlier.
769
12.3.3 Recovery of advance granted for enlarging living accommodation in an existing
house shall commence from the month following the completion of the house or
immediately on the expiry of 18 months from the date on which the first installment
of the advance is paid to the employee, whichever is earlier. The Competent
Authority may relax this time limit keeping in view the merits of the case.
12.3.4 Recovery of advance granted for constructing a new house including purchase of
land therefore shall commence from the month following the completion of the
house or immediately on the expiry of 24 months from the date on which the first
installment of the advance is paid to the employee, whichever is earlier. The
Competent Authority may relax this time limit keeping in view the merits of a case.
12.3.5 Recovery of advance granted for purchase of a ready built house under the Self
Financing Scheme shall commence from the pay of the month following that in
which the possession of the house is taken by the employee or immediately on the
expiry of 36 months from the date on which the first installment of the advance is
paid to the employee, whichever is earlier. The competent authority may relax this
time limit keeping in view the merits of a case.
12.4 Recovery of the advance shall be effected through the monthly pay/leave salary,
subsistence allowance bills or any other dues (except Provident Fund and Gratuity
amount) of the employee concerned by the Company. The recovery may also be
effected from the gratuity amount due to the concerned employee provided a written
undertaking is given to that effect by him and he agrees to the incorporation of all
suitable clause in the prescribed Agreement and Mortgage Deed to the effect that
the Company shall be entitled to recover the balance of the said advance
with interest remaining unpaid at the time of his termination or death
preceding termination from the whole or any specified part of the gratuity that
may be due to him.
12.4.1 For computing the maximum amount of gratuity due to an employee, the total
period of service likely to be put in by an employee till his superannuation/
separation and the salary/wages as presently drawn by him are to be taken into
consideration.
12.5 If an employee resigns from the services of the Company or his services are
terminated for any reason whatsoever before repayment of the advance together
with accrued interest thereon in full, entire outstanding amount shall become
payable to the Company forthwith. However, the Company, may in deserving cases,
permit him or his successors-in-interest, as the case may be, to repay the outstanding
amount together with interest thereon in suitable installments after safeguarding
Company’s interest. Failure on the part of the employee concerned or his successors,
as the case may be, to repay the advance for any reason whatsoever, will entitle the
Company to enforce the mortgage without intervention of the Court and take such
other action to effect recovery of the outstanding amount as may be permissible
under the law.
770
13.0 Re-conveyance:
13.1 The property mortgaged to the Company shall be re-conveyed in the prescribed
form at Annexure -H to the employee concerned (or his successors-in-interest, as
the case may be) after the advance together with the interest thereon has been
repaid to the Company in full.
14.0 Payment of subsidy for interest on loan from LIC in lieu of HBA:
14.1 Such employees of the Company as are otherwise eligible for grant of House
Building Advance under these rules, may avail of the House Building Loan Scheme
sponsored by the Life Insurance Corporation of India or HDFC/ National Housing
Bank or other approved Government agency. In such cases, the Company will
grant subsidy to them to meet the difference between the Government rate of interest
and the interest rate actually paid limited to the rate applicable in the case of Life
Insurance Corporation of India from time to time subject to the conditions that the
subsidy will be limited on the amount which would have been admissible to the
concerned employee under these rules and no subsidy shall be allowed on the
interest levied by the above institutions for default and/or delay in payments.
14.2 The subsidy will be paid after actual verification of receipts issued by the Life
Insurance Corporation of India for payment of interest and for this purpose, suitable
registers will be maintained to avoid double/over payment. The original receipts
will also be endorsed suitably to guard against a second claim.
15.0 General:
15.1 The Competent Authority shall ensure that the purchase/construction/ enlargement
of the house is completed within the period prescribed in the rules and that:
15.1.1 The prescribed mortgage deed is executed immediately on purchase of the house/
land and the document kept in safe custody after registration.
15.1.2 The house is insured in the manner indicated in rule 10.2 immediately on its
purchase/completion and that the premium receipts are regularly produced for
inspection.
15.1.3 The house is maintained in good repair and that the necessary insurance premia
and municipal taxes and rates are paid regularly and the requisite certificate
furnished annually, until the advance has been repaid in full.
15.1.4 Monthly recovery of installments of repayment of the advance commence from
the due date and is made regularly from the pay/leave salary etc. bill of the
employees concerned thereafter.
15.1.5 Any amount drawn in excess of the said expenditure incurred is refunded by the
employee concerned to the Company forthwith together with the interest, if any,
due thereon.
15.2 Even in the case of transfer from the Office/plant, etc. to another, the documents
such as title deed, mortgage deed, etc. submitted by an employee should continue
to be kept in the safe custody of the authority which sanctioned the advance.
This is with a view to safeguarding against loss or misplacement of precious
documents in transit.
771
15.3 Subject to the superintendence and instructions of the CMD/Director (Personnel),
the respective Office/ plant General Managers will exercise all powers prescribed
under these rules in respect of employees working under their administrative control
and for employees working at Corporate Centre, the same will be exercised by
Director (Personnel).
15.4 Stamp duty chargeable on all documents and Registration fee to be incurred for
the completion of legal t formalities required in connection with the grant of HBA
may be granted as advance to the concerned employees, subject however to the
condition that the total amount of House Building Advance shall not exceed their
entitlement, as per Rules. The employees concerned will complete all formalities
within a period of three months from the date of drawl of advance granted for
stamp duty charges, etc., failing which the amount of advance drawn for the said
purpose will be refunded by the employees together with interest thereon. However,
employees may claim reimbursement also.
15.5 The grant of advance under these rules shall always be subject to availability of
funds and cannot be claimed as a matter of right.
15.6 The power to interpret and administer the rules shall rest with the Director
(Personnel)/CMD of the Corporation whose decision shall be final and binding.
The Director (Personnel)/CMD are also empowered to make any supplementary
rules/orders as envisaged under 10.8.
15.7 The Company reserves the right to modify, cancel, add or amend or withdraw any
of these rules.
******
772
ANNEXURE-A
APPLICATION FOR GRANT OF HOUSE BUILDING ADVANCE
1 a. Name in full (in B1ock Letters) :
b. Employee No. :
c. Designation :
d. Department :
e. Scale of Pay :
f. Present salary/Wages (Basic pay :
+ Personal pay + Dearness
allowance + AR)
g. Station where posted :
h. Place where the house/flat etc. :
is proposed to be built/purchased
enlarged. Specific plot no. etc.
2. Please State:
Whether you are Date of Date of Is your wife/husband

a confirmed Birth superannuation employed in SJVN or any
employee? Govt. undertaking/ Central
If so, state the Govt./State Govt./ State Govt.
period of your Undertaking/ Quasi Govt? If
continuous so, give her/his name,
service (refer Emp.No., Designation
Rule 4.2) Department etc.
1 2 3 4
773
3. a. Do you require the advance for building (constructing) a new house? If so,
please indicate:
Note: Entries in Cols. 2-4 have to be supported by specification estimates in
enclosed form and plan at the appropriate stage.
Approx. floor Estimated Cost Amount of
area of the house advance
proposed to be Cost of Cost of Total required
constructed land building
(in Sq.m.)
1 2 3 4 5
b. Whether you are already in possession of land? If so, please state:

Name of the place Area of the plot Name of the Municipal
where it is located (in Sq. mtr.) or other local authority
(if any) in whose
jurisdiction it is located
1 2 3
c. If no plot of land is already in your possession, how when and where do you
proposed to acquire one? State the approximate plot area (in mtr.) proposed
to be acquired and enclose an attested true copy of a letter from the seller of
the plot subject to the settlement and payment of the price, he can hand over
to the applicant the vacant possession of a clearly demarcated plot of land
within a period of two month from the date of the letter.
4. Do you require an advance for enlarging living accommodation in your existing
house? If so, please state:
774
Note: A plan of the house should accompany the application.
No. of rooms Total If an Particulars of additions Amount

in house area of additional desired of
excluding the storey is No. of Floor Estimated advance
lavatory, rooms proposed to rooms area cost desired.
bathroom & (in sq. be added is (in
kitchen) mtr.) the sq.
foundation mtr.)
strong cost
enough.
5. Do you require the advance for purchasing a ready built house? Whether under
SFS/Hire Purchase etc.
a. If so, and in case you already have a house in view
i. Please state:
Exact Floor Plinth Approx. Municipal Name Approx. Amt.

location area area age of valuation & price of
of the of the of the house, if of the address expected adv.
house & house house leasehold. house of to be req.
category (in (in owner. paid
sq. sq.
mtr.) mtr.)
1 2 3 4 5 6 7 8
Note: A plan of the house should accompany the application.

ii. Have you satisfied yourself that the transaction would result in your acquiring
an undisputable title to the house:
775
(Note: Details specified against 5(a) (i) above should be furnished in this
case also as soon as possible and in any case before the full amount of the
advance can be drawn).
b. If you do not already have a house in view, when and where do you propose
to acquire one? Please indicate:-
Approximate amount up to which The approximate amount of advance
you will be prepared to buy a required
house
1 2
6. Is the land on which the house stands, or is proposed to be constructed, free-hold

or lease-hold? If leasehold, please state: (Note: A copy of the lease/sale deed should
accompany the application)
Term How much of Whether conditions of the Premium Annual

of the terms has lease permit the land paid for the Rental of
lease already being mortgaged to plot the plot.
expired? Company
7. a. No. of years in which the advance with interest is proposed to be repaid.

b. If a part of the advance is intended to be adjusted against the gratuity payable
to you. Please indicate the amount thereof.
……………………………………………………………………….....
8. a. Is your title to the land/house undisputed and free from encumbrances?
…………………………………………………………………………..
b. Can you produce, if required, original documents (sale or lease deed) in support
of your title? If not, state the reasons therefore indicating what other
documentary proof, if any you can furnish in support of your claim.
776
9. Details of Surety(s) : (Refer Rule 9.0)
a. Name, Employee No. & Designation :
b. Present Salary/Wages (Basic pay :
+ Personal pay + Dearness
Allowance + AR)
c. Date of superannuation :
10. Any other information:
DECLARATIONS
I. I have read the rules regulating the grant of House Building Advance and agree to
abide by the terms and conditions stipulated therein:
2. I Certify that:
i. My wife/husband is not a company employee. My wife/husband who is a

company employee has not applied for and/or obtained any advance under
these Rules. YES/NA
ii. Neither I nor my wife/husband/minor child has/had applied for any/or

obtained any loan or advance (other than an advance from the provident
Fund) or any assistance of like nature for acquisition of a house in the past
from any source. YES/NA
iii. I do not own a house in my name or in the name of my spouse or minor

children/I own a house in my name or in the name of my spouse or minor
children, and the same is located at …………………………..
……………………… …
..……………………………………………… …
. ……………………………………………………………………….
I nor any members of my family have/has not acquired a house on hire-
purchase basis; YES/NA
iv. That the construction/enlargement of the house for which the advance has
been applied for has not yet been commenced. YES/NA
777
3. I solemnly declare that the information furnished by me in reply to the various
items indicated above is true to the best of my knowledge and belief.
Place: Signature:
Dated: Name:
Employee No.
Forwarded to Corporate Personnel Division ……………………………………
(Head of the Department)
Date : (Designation & Department)
778
Annexure –A-I
ABSTRACT OF COST OF ORIGINAL ESTIMATES AND DETAILED
SPECIFICATIONS FOR GRANT OF HOUSE BUILDING ADVANCE TO
COMPANY EMPLOYEES
Amount……………………………………………………………………………………
Name…………………………………… Employee No…………………………….……
Designation…………………………………………Department…………………………
Locality & address in which the …………………………………………….……
House is proposed to be constructed/ …………………………………………….……
enlarged …………………………………………………
Item Sub-Head & items Oty. or Rate Per Amt Total
No. No.
1 2 3 4 5 6 7
I EARTH WORK
(Earthwork 1000 sq.
excavation for m.
foundations and
disposing of the
surplus earth etc.)
II CONCRETE WORK
(Foundation concrete 100 sq.
with cement or lime m.
using stone or brick
ballast either below
floors or for footings)
III DAMP PROOF COURSE
(Concrete on rich
cement mortar or
bituministic
compounds)
IV ROOFING WORK
(RCC asbestos or any
other type of suitable
roof)
V REINFORCED
CEMENT
CONCRETE
VI MASONRY
(Brick, stone,
concrete blocks,
walls etc.)
779
VII WOOD WORK
(For doors &
windows, wooden
scantling for roofs
etc.)
VIII STEEL WORK
(For re-enforcements,
hold-fast, windows
bars etc.)
IX FLOORING
(Concrete, stone or
marble chips etc.)
X FINISHING
(Plastering, pointing,
colors or white
washing, painting
etc.)
XI MISCELLANEOUS
(Link rain water
pipes shelves, jalis,
chulas, pegs, hooks
for fans etc.)
XII SANITARY
INSTALLATIONS
(Closets,connections
pipes, manholes,
drains etc.)
XIII WATER SUPPLY
(Taps, water
meters,water tanks,
GI pipe etc)
XIV ELECTRICITY
(Electric points,
meters, connections,
lines etc.)
TOTAL COST
Place: Signature:
Date: Name:
Employee No.:
Designation:
Department:
Note:The abstract is to be typed on separate sheet (indicating the actual detailed items
of works, rates etc. proposed to be adopted) and attached to the application at the appropriate stage.
780
ANNEXURE-A-II
DETAILED ESTIMATES FOR HOUSE BUILDING
ADVANCE TO COMPANY EMPLOYEES.
(Detailed estimate sheet to support the quantities given in Annexure A-I)
Name………………………………….. Employees No…………………………….……
Designation……………………………. Department………………………………..……
Office of which attached …………………………………………………………….……
Locality and address in which the house …………………………………..……
is proposed to be built/enlarged …………………………………..……
S. N. Details of work No. Measurements

Length Breadth Height
1 2 3 4 5 6
I EARTH WORK
Earthwork in excavation in
all soils for foundation and
other trenches and depositing
the same within 50 meters
lead and upto 1.5 meters lift.
Front Wall………..
Rear Verandah retaining
Wall……
Outside wall ……
Common Walls between
rooms……. ………
W.C. front and rear
……………………
Do-side……………
Steps in front and rear total
earth work. ……………..
Refilling the excavated earth
etc.
Continue details for all items
as given in sample Annexure
A-I.
Emp. No.
Desig. Signature
Deptt Name.
781
782
Annexure-B
Sl. Purpose 1st Stage 2nd State 3rd Stage 4th Stage 5th Stage
No.
1. Purchase of land plus 40% of advance 20% of advance 20% advance Balance 20% of
construction of single amount amount payable amount payable advance amt.
storey house. sanctioned for on mortagaging on reaching payable on
land purchase the land and the plinth level and reaching the
on executing house to be built production to roof leavel and
the agreement thereon in favour certificate to production of
to mortgage. of the company that effect by certificates to
Sale deed to be and submission the applicant that effect by
produced within of building plan the applicant.
two months. duly approved
by the local
authorities.
783
2. Purchase of land plus 40% of advance 15% of advance 15% advance 10% of advance Balance 10% of
construction of double amount amount payable amount payable amount payable the advance
storey house. sanctioned for on mortagaging on reaching on reaching payable on
land purchase the land and the plinth level and roof leavel of reaching roof
on executing house to be production to ground floor & level of 1st floor
the agreement built thereon to certificate to production of production of
to mortgage. company and that effect by certificates to certificate to

Sale deed to be submission of the applicant that effect by that effect by
produced within building plan the applicant. the applicant.
two months. duly approved
by the local
authority.
No.
3. Construction of 30% of advance 40% of advance Balance 30% of
single amt. sanctioned amount payable advance amount
storey house. on mortgaging on reaching payable on
the land and plinth level and reaching the
house to be production of roof level &
built thereon certificate to production of
and submission that effect by certificate to
of building plan the applicant. that effect by
duly approved the applicant.
by the local
authorities.
4. Construction of 25% of advance 30% of the 15% of advance Balance 30% of
double amount advance amount amount on advance amount
storey house. sanctioned on on reaching the reaching roof on reaching
mortgaging the plinth level and level of the roof level of the
784
land and the production of ground floor & 1st floor &
house to be certificate to production of production of
built thereon that effect by certificate to certificate to
and submission the applicant. that effect by that effect by
of building plan the applicant. the applicant.
duly approved
by local
authorities.

5. Enlargement/ 30% of advance 40% advance Balance 30% of Note:
renovation/ amount on amount on advance amt. on 1. If enlargement comprises both 1st & 2nd
modernisation mortgaging the reaching plinth reaching roof floor construction not unconnected with
of living property and level and level & the each other SL.Nos. 5 & 6 shall apply.
accoomodation submission of production of production of 2. If both floors are connected Sl. No. 4
on the ground floor. building plan certificate to certificate to will apply.
duly approved that effect by that effect by 3. In case of renovation/ modernisation
by local authorities. the applicant. the applicant. Competent Authority will decide the
amout of installment(s).
No.
6. Enlargement/ 20% of advance 40% of advance Balance 40% of -do-
renovation/ amount on amount on advance amount
modernisation mortgaging the reaching on reaching
of living accoomodation the property land window still roof level and
on 1st Floor. submission of level in 1st floor production of
building plan & production of certificate to
duly approved certificate to that effect by
785
by local that effect by the applicant.
authorities. the applicant.
7. Purchase or ready built the entire admissible advance in one lump sum on furnishing proof of negotiatioins and the
house/flat (other than applicant’s executing an agreement to mortage the property with SJVN and observance of other
under self Financing prescribed formalities.
Houseing Scheme).
8. Purchase of ready built The amount of advance sanctioned in suitable installments equivalent to the quantum as per

house/flat under self demand raised the concerned agency from time to time subject to the applicant’s executing an
Financing Housing agreement to mortage property with SJVN prior to the release of the first installment &
Scheme. observance of the other prescribed formalities.
786
ANNEXURE-C
(On Non-Judicial Stamp Paper)
AGREEMENT TO BE EXECUTED AT THE TIME OF DRAWING THE HOUSE
BUILDING ADVANCE
AN AGREEMENT MADE THIS…………………….. day of……………………. Two
thousand ……………………….. between……………..……………….. son/daughter/
of.........................at present serving as…………………(hereinafter called the ‘Borrower’,
which expression shall unless excluded by or repugnant to the subject or context include
his heirs, executors, administrators and legal representatives) of the one part and the SJVN
LIMITED, a Company incorporated under the Indian Companies Act, 1956 and having its
registered office at HIMFED Building, New Shimla, Shimla, Himachal Pradesh (hereinafter
called the ‘Company’ which expression shall unless excluded by or repugnant to the subject
or context include their successors in office and assigns) of the other part
WHEREAS the borrower desires to purchase land and/or construct a house thereon/enlarge
living accommodation in his/her house at …………………………………………..,
purchase a ready built house at………………………….. described in the schedule hereto
annexed and
WHEREAS the borrower has under the provisions of the Rules framed by Company to
regulate the grant of advance to Company employees for building etc. of house (hereinafter
referred to as the “said Rules”, which expression shall where the context so admits, include
any amendment thereof or addition for the time being in force) applied to the Company for
an advance of Rupees …………………… to purchase the said land and/or construct a
house thereon/enlarge living accommodation in his/her house/purchase a ready built house
as aforesaid and the Company has sanctioned an advance of Rupees
………………………….. to the borrower vide letter No…………………………..
dated…………… a copy of which is annexed to these presents for the purpose aforesaid
on the terms and conditions set forth therein.
Now it is hereby agreed by and between the parties hereto as follows:
1) In consideration of the sum of Rupees……………….. (insert full amount to be
paid) to be paid by the Company to the borrower as provided in the said Rules, the
borrower hereby agrees with the Company.
a) i) to repay the Company the said amount of Rupees …………………(insert full
amount sanctioned) with interest calculated in accordance with the said Rules for
the time being in force by……. ………………(number to be filled in) monthly
installments of Rupees…………… from his pay commencing from the month of
…………………Two thousand …………………… and the borrower hereby
authorizes the Company to make such deductions from his monthly pay, leave
salary, subsistence allowance bills or any other dues payable to him by the
Company.
ii) to repay the Company the said amount of Rupees……………… (insert full amount
sanctioned) with interest calculated in accordance with the said Rules for the time
787
being in force by ………. ……………..(number to be filled in) monthly
installments of Rupees from his pay commencing from the month of
…………………….Two thousand …………………… or from the month
following the completion of the house, whichever is earlier and the borrower hereby
authorizes the Company to make such deductions from his monthly pay ,leave
salary, subsistence allowance bills or any other dues payable to him by the
Company.
iii) to repay the Company the said amount of Rupees…………….. (insert full amount
sanctioned) with interest calculated in accordance with the said rules for the time
being in force by ……………(number to be filled in) monthly instalments of
Rupees……………….. from his pay commencing from the month of……………
Two thousand…………………or from the month following that in which the
possession of the house/flat is taken by the borrower, whichever is earlier and the
borrower, hereby authorizes the Company to make such deductions from his
monthly pay, leave salary, subsistence allowance bills or any other dues payable
to him by the Company.
b) i) within three months from the date of the receipt of the aforesaid advance of
Rs……………………. (Rupees……………………………) to expend the
aforesaid amount in the purchase of the said ready built house and mortgage it to
the Company failing which the borrower shall refund forthwith to the Company
the entire amount of advance received by him together with interest thereon unless
an extension of time is granted by the Company.
ii) to complete construction/enlargement of the said house within eighteen months of
the receipt of the aforesaid advance of Rs………… (Rupees…………….. ) strictly
in accordance with the plan and specifications to be approved by the Company and
on the basis of which the amount of advance is to be computed and sanctioned finally
or within such extended period as may be laid down by the Company.
iii) within the two months from the date of receipt of the amount of
Rs…………………….. (insert amount of installment to be paid) out of the said
sanctioned advance or within such further time as the Company may allow in this
behalf, to expend the aforesaid amount in the purchase of land and to produce for
inspection of the Company the sale deed in respect thereof failing which the
borrower shall refund to the Company the entire amount of the advance received
by him together with interest thereon.
To complete the construction of the said house within twenty four months of the
receipt of the aforesaid advance of Rs……………… (Rupees…………………….
…………………….) strictly in accordance with the plan and specifications to be
approved by the Company and on the basis of which the amount of advance is to
be computed and sanctioned finally or within such extended period as may be laid
down by the Company.
iv) within three months from the date of possession of the said house or flat, to mortgage
the said house or flat to the Company failing which the borrower shall refund
forthwith to the Company the entire amount of advance received by him together
with interest thereon unless an extension of time is granted by the Company.
788
2) If the actual amount paid by the borrower for the purchase of land and building a
house thereon/enlarging the house/the purchase of the ready built house is less
than the amount received under these presents by the borrower, to repay the
difference to the Company forthwith.
3) To execute a document mortgaging the said house/land along with the house to be
built thereon to the Company as security for the amount advanced to the borrower
under these presents as also for the interest payable for the said amount in the
form provided by the said Rules.
4) If the land is not purchased and the sale deed thereof not produced for inspection
of the Company within two months of the date of drawl of the part of the advance
for that purpose’ or within such further time as the Company may allow in this
behalf/if the house is not purchased and mortgaged within further time as the
company may allow in this behalf/if the borrower fails, to complete the
construction/enlargement of the said house, as herein-before agreed, or if the
borrower becomes insolvent or quits the service of the Company or dies, the entire
amount advanced together with interest accruing thereon shall immediately become
due and payable to the Company.
5) Without prejudice to any other right of the Company in that behalf, if any amount
becomes refundable or payable by the borrower to the Company, the company
will be entitled to recover the same as arrears of land revenue through other legal
measures, including adjustment against borrowers statutory or contractual dues.
6) The stamp duty payable on these presents shall be borne and paid by the borrower.
SCHEDULE ABOVE REFERRED TO*
IN WITNESS WHEREOF THE BORROWER has hereunto set his hand and
Shri……………………………….for and on behalf of SJVN LIMITED has hereunto set
his hand.
Signature of the Borrower
Signed by the said Borrower
in the presence of :
1st witness:
Address:
Occupation:
2nd witness:
Address:
Occupation:
Signature of Shri…………………..
(For and on behalf of SJVN LIMITED)
789
In the presence of:
1st witness:
Address:
Occupation:
2nd witness:
Address :
Occupation:
a(ii), (iii) and b (ii), (iii), (iv) to be deleted in case of purchase of ready built house/flat.
a(i), (iii) and b(i), (iii), (iv) to be deleted in case of construction/enlargement of a house.
a(i), (iii) and b(i) (ii), (iv) to be deleted in case of purchase of land and construction of
house.
a(i), (ii) and b(i) (ii), (iii) to be deleted in case of acquisition of purchase of house/flat
under the self financing housing scheme.
(*To be filled in by the Borrower)
790
ANNEXURE-D
MORTGAGE DEED TO BE EXECUTED WHEN THE PROPERTY IS FREE
HOLD
This indenture made this……………………. day of………………Two Thousand and
…………between…………………. son of…………………. of……………… at present
employed as………………………….. in SJVN LIMITED
at……………………………………………. (hereinafter called “THE MORTGAGOR”
which expression shall unless excluded by or repugnant to the subject or context, include
his/her heirs, executors, administrators or assigns) of the ONE PART and SJVN LIMITED,
a Company incorporated under the Indian Companies Act, 1956 and having its registered
office at HIMFED Building, New Shimla, Shimla, H.P. (hereinafter called “THE
MORTGAGEE” which expression shall unless excluded by or repugnant to the subject or
context include his successors in office and assigns) of the OTHER PART:
WHEREAS the MORTGAGOR is the absolute and sole beneficial owner and is seized
and possessed of or otherwise well and sufficiently entitled to the land and/or house
hereditaments and premises hereinafter described in the Schedule hereunder written and
for greater clarity delineated on the plan annexed hereto and thereon shown with the
boundaries thereof coloured ………………………………………... and expressed to be
hereby conveyed, transferred and assured (hereinafter referred to as “the said Mortgaged
property”).
AND WHEREAS the MORTGAGOR applied to the MORTGAGEE for an advance of Rs.
……………… (Rupees ……………………………………… only) for the purpose of
enabling the MORTGAGOR
*(I) to purchase land and to construct a house thereon *or (to enlarge living
accommodation in the existing house on the said hereditament).
*(2) to construct a house on the said hereditaments, or *(to enlarge living
accommodation in the house on the said hereditaments).
*(3) to purchase a ready built aforesaid house/flat.
* Mention whatever is applicable.
AND WHEREAS the Mortgagee agreed to advance to the Mortgagor the said sum of
Rupees……………………………..on certain terms & conditions.
AND WHEREAS one of the conditions for the aforesaid advance is that the Mortgagor
should secure the repayment of the said advance and due observance of all the terms and
conditions contained in the Rules to regulate the grant of advances to employees of the
Company for building, purchase etc. of house/flats issued by the Company vide No.
………………………. Dated………………….. (hereinafter referred to as the “said Rules”
which expression shall where the context so admits include any amendment thereof or
addition thereto for the time being in force) by a Mortgage of the property described in the
schedule hereunder written.
791
AND WHEREAS THE MORTGAGEE
* (has sanctioned to the MORTGAGOR an advance of Rs………………..
(Rupees…………………………………….. only) payable by such installments
and in the manner as hereinafter appearing).
* (has paid to the MORTGAGOR an advance of Rs. ………… (Rupees…………..
………………………… only) on …………………… and in the manner provided
in the said Rules upon having the repayment of the loan with interest and the
observance of all the terms & conditions contained in the said Rules as hereinafter
mentioned secured in the manner hereinafter appearing :
AND WHEREAS THE MORTGAGOR is to receive from the Mortgagee the aforesaid
advance in the following installments:
* Rs……………………….. already received on………………..
* Rs…………………………on the execution of this indenture by the Mortgagor in
favour of the Mortgagee.
** Rs…………………………when the construction of the house reaches plinth level.
** Rs………………………… when the construction of the house reaches roof level.
NOW THIS INDENTURE WITNESSETH as follows:
i) a) In pursuance of the said Rules and in consideration of the said advance sanctioned/
paid by the MORTGAGEE ‘to the MORTGAGOR pursuant to the provision
contained in the said Rules the MORTGAGOR DOTH hereby covenant with the
MORTGAGEE that the Mortgagor shall always duly observe and perform all the
terms and conditions of the said Rules and shall repay to the Mortgagee the said
advance of Rs……………… (Rupees…………………… …………………. only)
by ***…………………………. monthly installments of Rs…………
(Rupees…………………………………… only) from the pay of the Mortgagor
commencing from the month of …………………Two Thousand and…………or
from the month following the completion of the house, whichever is earlier and
Mortgagor hereby authorizes the Moartgagee to make deductions from his monthly
pay/leave salary/subsistence allowance or any other dues payable to him by the
Company of the amount of such installments and the Mortgagor shall after paying
the full amount of the advance also pay interest due thereon in ***………..
……………………...... monthly installments in the manner and shall repay the
entire advance with interest in full before the date on which he/she is due to retire
from service, failing which the Mortgagee shall be entitled to enforce this security
of the Mortgage at any time thereafter and recover the balance of the advance then
due together with interest and costs of recovery by sale of the mortgaged property
without the intervention of the court or in such other manner a may be permissible
under the law. It will, however, be open to the Mortgagor to repay the amount in a
shorter period.
i) b) In pursuance of the said Rules and in consideration of the said advance sanctioned/
paid by the MORTGAGEE to the MORTGAGOR pursuant to the provisions
792
contained in the said Rules the MORTGAGOR DOTH hereby covenant with the
MORTGAGEE that the Mortgage shall always duly observe and perform all terms
and conditions of the said Rules and shall repay to the MORTGAGEE the said
advance of Rs………… (Rupees……………………… …………….only) by
monthly installments of Rs…………………. from the pay of the Mortgagor
commence from the month of …………………20… or from the month following
the completion of the house whichever is earlier, till the date of his superannuation
and for recovery of balance, if any, remaining outstanding on his superannuation
together with the interest on the amount advanced from the date of the advance to
the date of retirement from his monthly pay/leave salary of the amount of
installments of such of the balances remaining unpaid at the date of his death/
retirement/ superannuation as herein before mentioned, failing which the Mortgagor
at any time thereafter and recover the balance of the advance then due together
with interest and costs of recovery by sale of the mortgaged property without
intervention of the Court or in such other manner as may be permissible under the
law it will however be open to Mortgagor to repay the amount in a short term
period by increasing the quantum of installment and/or making lump sum payments.
Note: (Delete clauses (i) (a) or (i) (b) whichever is inapplicable).
ii) If the MORTGAGOR shall utilize the advance for a purpose other than that for
which the advance is sanctioned or if the MORTGAGOR shall become insolvent
or shall cease to be in service for any reason other than normal retirement/
superannuation or if he/she dies before payment of the advance in full, or if the
MORTGAGOR shall fail to observe or perform any of the terms, conditions and
stipulations specified in the said Rules and on his/her part to be observed and
perform, then and in any such cases the whole of the principal amount of the
advance or so much thereof as shall then remain due and unpaid shall become
payable forthwith to the MORTGAGEE with interest thereon
at*………………………. percent per annum calculated from the date of the
payment by the MORTGAGEE, of the first installment of the said advance.
Notwithstanding anything contained herein, if the Mortgagor utilizes the advance
for a purpose other than that for which the advance is sanctioned, it shall be open
to the Mortgagee to take such disciplinary action against the Mortgagor as may be
considered appropriate by the Mortgagee.
** The language will be modified if the mode of payment of advance is different
from what it is prescribed.
*** This will be as per sanction of advance.
iii) In further pursuance of the said Rules and for the consideration aforesaid and to
secure repayment of the aforesaid advance and interest as shall at any time or
times hereinafter be due to the MORTGAGEE under the terms of these presents
the MORTGAGOR doth hereby grant, convey, transfer, assign, and assure unto
the MORTGAGEE ALL AND SINGULAR the said Mortgaged property fully
described in the Schedule hereunder written together with buildings erected or to
793
be erected by Mortgagor the said Mortgaged property or materials for the time
being thereon with all rights, easements and appurtenances to the said Mortgaged
property or any of them belonging to HOLD the said Mortgaged property with
their appurtenances including all erections and building erected and built or to be
erected and built hereafter on the said Mortgaged property or materials for the
time being thereon unto and to the use of the Mortgagee absolutely forever free
from all encumbrances. SUBJECT NEVERTHELESS to the provision for
redemption hereinafter contained PROVIDED ALWAYS AND it is hereby agreed
and declared by and between the parties hereto that if the MORTGAGOR shall
duly pay to the MORTGAGEE the said principal sum and interest hereby secured
in the manner herein provided and also the other moneys (if any) determined to be
payable by the MORTGAGOR to the MORTGAGEE under the terms and
conditions of the said Rules, then the MORTGAGEE will at any time thereafter
upon the request and at the cost of the MORTGAGOR recovery, retransfer and
reassure the said Mortgaged property unto and, to the use of the Mortgagor or as
the may direct.
iv) AND IT IS HEREBY EXPRESSLY AGREED AND DECLARED that if there
shall be any breach by the MORTGAGOR OF THE COVENANTS on his/her
part herein contained or if the MORTGAGOR shall become insolvent or shall
cease to be in service for any reason other than normal retirement/ superannuation
or if he/she dies before all the dues payable to the Mortgageee under these presents
together with interest thereon shall have been fully paid off or if the said advance
or any part thereof becomes payable forthwith under these presents or otherwise
then and in any of such cases it shall be lawful for the MORTGAGEE without
intervention of the Court to sell said Mortgaged property or any part thereof either
together or in parcels and either by public auction or by private contract with
power to buy in or rescind any contract for sale and to resell without being
responsible for any loss which may be occasioned thereby and to do and execute
all such acts and assurances for effectuating any such sale as the MORTGAGEE
shall think fit AND IT IS HEREBY declared that the receipts of the MORTGAGEE
for the purchase money of the premises sold or any part thereof shall effectually
discharge the purchaser or purchaser therefrom AND IT IS HEREBY declared
that the MORTGAGEE shall hold the moneys to arise from any sale in pursuance
of the aforesaid power upon TRUST in the first place there out to pay all the
expenses incurred on such sale and then to pay moneys in or towards the satisfaction
of the moneys for the time being owing on the Security of these presents and the
balance if any to be paid to the Mortgagor.
v) The MORTGAGOR hereby covenants with the MORTGAGEE as follows:-
a) That the MORTGAGOR now hath in himself/herself good right and lawful
authority to grant, convey, transfer, assign and assure the MORTGAGED
property unto and to the use of the MORTGAGEE in the manner aforesaid.
b) That the Mortgagor shall carry out the construction of the house-additions
to living accommodation in the aforesaid house exactly in accordance
794
with the approved plan and specifications on the basis of which the above
advance has been computed and sanctioned unless a departure therefrom
is permitted by the Mortgagee. The Mortgagor shall certify, when applying
for installments of advance admissible at the plinth/roof level that the
construction is being carried out in accordance with the plan estimates
furnished by him to the Mortgagee that the construction has reached plinth/
roof level and that the amount already drawn out of the sanctioned advance
has actually been used on the construction of the house. He/She will
allow the Mortgagee to carry out either by himself or through his
representative an inspection to verify the correctness of the aforesaid
certificates. If a false certificate is furnished by the Mortgagor, he/she
will be liable to pay the Mortgagee forthwith the entire advance received
by him/her together with interest thereon at……………………. per cent
per annum) and further will also be liable to disciplinary action as may
be considered appropriate by the Mortgagee.
c) That the Mortgagor shall complete the construction of the House/additions
to living accommodation in the aforesaid house within eighteen/twenty-
four months of receipt of the advance of Rs.………...........
(Rupees……………………… ………………….. ) the first installments
already received on …………………… unless an extension of time is
allowed in writing by the Mortgagee. In case of default the Mortgagor
shall be liable to repay forthwith the entire amount advanced to him/her
together with interest calculated under the said Rules in one lump-sum.
The Mortgagor shall report to the Mortgagee the date of completion of
the house and furnish a certificate to the Mortgagee that the full amount
of the advance has been utilized for the purpose for which it was
sanctioned.
NOTE: Clauses (b) and (c) are not applicable when the advance is for the purchase
of ready built houses or for repayment of loans taken by an applicant for
the construction on purchase of a house.
d) That the Mortgagor shall immediately insure the house at his own cost,
with the Insurance Agency, for a sum of not less than the amount of the
aforesaid advance and shall keep it so insured against loss or damage by
fire, flood, lightening, earthquake and riot as provided in the said Rules
till the advance is fully repaid to the Mortgagee and deposit, the policy of
insurance with the Mortgagee. The Mortgagor shall pay regularly the
premium in respect of the said insurance from time to time and will when
required produce to the MORTGAGEE the premium receipts for
inspections. Failure on the part of the Mortgagor to insure the house will
render him liable to disciplinary action by the Mortgagee. In the event of
failure on the part of the MORTGAGOR to effect the insurance against
fire, flood, lightening, earthquake and riot it shall be lawful but not
obligatory for the MORTGAGEE to insure the said house at the cost of
795
the MORTGAGOR and add the amount of the premium to the outstanding
amount of the advance and the MORTGAGOR shall thereupon be liable
to pay interest thereon as if the amount of premium had been advanced to
him as part of the aforesaid advance at…………………………… TILL
THE amount is repaid to the Mortgagee or is recovered as if it were an
amount covered by the security of these presents. The Mortgagor shall
give a letter to the Mortgagee as often as required, addressed to the Insurer,
with which the house is insured with a view to enable the Mortgagee to
notify to the Insurer the fact that the Mortgagee is interested in the
Insurance policy secured.
e) The Mortgagor shall maintain the aforesaid house in good repair at his
own cost and shall pay all the Municipal and other local rates, taxes and
all other out goings in respect of the Mortgaged property regularly until
the advance has been repaid to the Mortgagee in full. The Mortgagor
shall also furnish to the Mortgagee an annual certificate to the above
effect.
f) The Mortgagor shall afford full facility to the Mortgagee for carrying out
inspections after completion of the house to ensure that it is maintained
in good repair until advance has been repaid in full.
g) The Mortgagor shall refund to the Mortgagee any amount together with
interest, if any due thereon drawn on account of the advance in excess of
the expenditure, incurred, for which the advance was sanctioned.
h) That the Mortgagor shall not during the continuance of these presents
charge, encumber, alienate or otherwise dispose of the Mortgaged
property.
However, if the Mortgagor covenants to create a second mortgagor in
favour of any other Financial Institution he shall not do so without
obtaining the prior permission or the mortgage and on such consent being
given by the mortgager the draft of second mortgage will be submitted
for approval.
i) Notwithstanding anything contained herein, the Mortgagee shall be
entitled to recover the balance of the advance with interest remaining
unpaid at the time of his retirement or death preceding retirement to
enforce the security of the mortgage at any time thereafter and recover
the balance of the advance due together with interest and cost of recovery
by sale of the house/ownership flat etc. without the intervention of the
Court or in such other manner as may be permissible under law.
796
SCHEDULE ABOVE REFERRED TO *
IN WITNESS WHEREOF THE MORTGAGOR has hereunto set his hand on the day,
month and year written above.
Signed by the said (Mortgagor) ………………………………………….
in the presence of
1st Witness:
Address:
Occupation:
2nd Witness:
Address:
Occupation:
IN WITNESS THEREOF Shri…………………………………. for and on behalf of and

by order and direction of SJVN LIMITED has signed the present.
Signed by Shri……………………………………………………..
in the presence of
1st Witness:
Address:
Occupation:
2nd Witness:
Address:
Occupation:
Note: Before paying stamp duty on this document the applicants are advised to contact
the respective State Government Administration for ascertaining the value of Non-
Judicial Stamp Paper to be used and whether exemption from payment of stamp
duty is available.
* To be filled in by Mortgagor.
797
798
ANNEXURE-D-I
MORTGAGE DEED TO BE EXECUTED WHEN THE PROPERTY IS FREE
HOLD AND IS HELD IN THE JOINT NAMES OF HUSBAND AND WIFE
This indenture made this……………………day of…………………….. Two Thousand
and ………… between…………………………………… son/daughter of………………
of ………………….. at present employed as ……………………………in SJVN
LIMITED at………………… his/her wife/husband (hereinafter jointly referred to as ‘The
Mortgagers’, which expression shall unless excluded by or repugnant to the subject or
context, include their respective heirs, executors, administrators and assigns) of the ONE-
PART and Shri/Smt………………………………… (the employee being hereinafter called
as Principal or Applicant Mortgagor) and the SJVN LIMITED, a Company incorporated
under the Indian Companies Act, 1956 and having its registered office at HIMFED Building,
New Shimla, Shimla, H.P. (hereinafter called “The Mortgagee” which expression shall
unless excluded by or repugnant to the subject or context include his successors in office
and assigns) of the OTHER PART.
WHEREAS THE MORTGAGORS are the absolute and sole beneficial owners and are
seized and possessed of or otherwise well and sufficiently entitled to the land and/or house
hereditaments and premises hereinafter described in the Schedule hereunder written and
for greater clarify delineated on the plan annexed hereto and thereon shown with the
boundaries thereof coloured ………………….and expressed to be hereby conveyed,
transferred and assured (hereinafter referred to as “the said Mortgaged Property”).
AND WHEREAS …………………………………. one of the Mortgagors hereby referred
to as Applicant Mortgagor applied to the MORTGAGE for an advance of Rs. ………………
(Rupees …………………………… only) for the purpose of enabling the SAID
APPLICANT MORTGAGOR.
* (1) to purchase land and to construct a house thereon or* (to enlarge living
accommodation in the existing house on the said hereditament).
* (2) to construct a house on the said hereditaments *(to enlarge living accommodation
in the house on the, said hereditaments).
AND WHEREAS the Mortgagee agreed to advance to the Principal Mortgagor
the said sum of Rs………… (Rupees…………………………..) on certain terms
and conditions.
AND WHEREAS one of the conditions for the aforesaid advanced is that the
Mortgagors should secure the repayment of the said advance and due observance
of all the terms and conditions contained in the Rules to regulate the grant of
advances to Company employees for building etc. of houses, issued by the Company
vide letter No. ………….. dated…………………… (hereinafter referred to as
the “said Rules” which expression shall whereas the context so admits include
any amendment thereof or addition thereto for the time being in force) by a
Mortgagee of the property described in the Schedule hereunder written.
799
* has sanctioned to the APPLICANT MORTGAGOR an advance of
Rs…..…………. (Rupees……………………………………………………….)
On………………….. and in the manner provided in the said Rules upon having
the repayment of the loan with interest and the observance of all the terms and
conditions contained in the said Rules as hereinafter mentioned secured in the
manner hereinafter appearing.
AND WHEREAS THE APPLICANT MORTGAGOR is to receive from the
Mortgagee the aforesaid advance in the following installments
*Rs…………………. on the execution of this indenture by the Mortgagors in
favour of the Mortgagee. **Rs………………. when the construction of the house
reaches plinth level. Rs. ……… when the construction of the house reaches roof
level.
paid by the Mortgagee to the APPLICANT MORTGAGOR pursuant to the
provisions contained in the said Rules the MORTGAGORS Do hereby covenant
with the MORTGAGEE that the MORTGAGORS shall always duly observe and
perform all the terms & conditions of the said Rules and shall repay to the
MORTGAGEE the said advance of Rs…………… (Rupees
……………….…………………………………………….. only) by ***
………………... monthly installments of Rs. ………………
(Rupees…………………………………… …………………… only) from the
pay of the APPLICANT commencing from the month of………………..Two
Thousand and ………… or from the month following the completion of the house,
whichever is earlier, and the APPLICANT MORTGAGOR hereby authorizes the
Mortgagee to make deductions from his/her monthly pay/leave salary/subsistence
allowance or any other dues payable to him by the Company of the amount of
such installments and the APPLICANT MORTGAGOR shall after paying the full
amount of the advance also pay interest due thereon in ***……………………
monthly installments in the manner and on the terms specified in the said Rules,
provided that the APPLICANT mortgagor shall repay the entire advance with
interest in full before the date on which he/she is due to retire from service failing
which the Mortgagee shall be entitled to enforce this security of the Mortgage at
any time thereafter and recover the balance of the advance then due together with
interest and costs and recover by sale of the Mortgaged property without the
law. It will, however, be open to the APPLICANT mortgagor to repay the amount
in a shorter period.
paid by the MORTGAGEE to the APPLICANT MORTGAGOR pursuant to the
provisions contained in the said Rules the APPLICANT MORTGAGOR BOTH
hereby covenant with the Mortgagee that the APPLICANT MORTGAGOR shall
800
always duly observe and perform all the terms and conditions of the said Rules and
shall repay to the MORTGAGEE the said advance of Rs………….
(Rupees…………………………………...) from the pay of the APPLICANT
MORTGAGOR commencing from the month of ………………..20 …… or from
the month following the completion of the house whichever is earlier, till the date of
his superannuation and the balance then remaining outstanding on his superannuation
together with the interest on the amount advanced from the date of the advance to
the date of retirement from his monthly pay/leave salary/subsistence allowance or
any other dues payable to him by the Company of the amount of installments of
such of the balances remaining unpaid at the date of his death/retirement/
superannuation as hereinbefore mentioned, failing which the Mortgagee shall be
entitled to enforce this security of the mortgage at any time thereafter and recover
the balance of the advance then due to gather with interest and cost of recovery by
sale of the Mortgaged property without the intervention of the Court or in such
other manner as may be permissible under the law. It will, however, be open to the
APPLICANT MORTGAGOR to repay the amount in a shorter period, by increasing
the quantum of installment/or by making lump-sum payment.
NOTE: - (Delete Clause (i) (a) or (b) whichever is inapplicable).
2) If the APPLICANT MORTGAGOR shall utilize the advance for a purpose other
than that for which the advance is sanctioned or if the APPLICANT MORTGAGOR
shall become insolvent or shall cease to be in service for any reason other than
normal retirement, superannuation or if he/she dies before repayment of the advance
in full, or if the APPLICANT MORTGAGOR shall fail to observe or perform any
of the terms, conditions and stipulations specified in the said Rules and on his/her
part to be observed and perform then and in any such cases the whole of the
principal amount of advance or so much thereof as shall then remain due and
unpaid shall become payable forthwith to the MORTGAGEE with interest thereon
at*……………….. percent per annum calculated from the date of the payment
by the MORTGAGEE of the first installment of the said advance. Notwithstanding
anything contained herein, if the APPLICANT Mortgagor utilizes the advance for
a purpose other than that for which the advance is sanctioned, it shall be open to
the Mortgagee to take such disciplinary action against the APPLICANT Mortgagor
as may be considered appropriate by the Mortgagee.
3) In further pursuance of the said Rules and for the consideration aforesaid and to
times hereinafter be due to the MORTGAGEE under the terms of these presents
the MORTGAGORS do hereby grant, convey, transfer, assign and assure unto the
MORTGAGEE ALL AND SINGULAR the said Mortgaged property fully described
in the schedule hereunder written together with all rights, easements and
** This will be as per the sanction of advance.
801
appurtenances to the said Mortgaged property or any of them belonging TO HOLD
the said Mortgaged property with their appurtenances including all erections and
building erected and built or to be erected and built hereafter on the said Mortgaged
property or materials for the time being thereon unto and to the use of the Mortgagee
absolutely for ever free from all encumbrances. SUBJECT NEVERTHELESS to
the proviso for redemption hereinafter contained NAMELY that if the
MORTGAGORS shall duly pay to the MORTGAGEE the said principal sum and
interest hereby secured in the manner herein provided and also the other moneys
(if any) determined to be payable by the MORTGAGORS to the MORTGAGEE
under the terms and conditions of the said Rules, then the MORTGAGEE will at
any time thereafter upon the request and at the cost of the MORTGAGORS recover,
retransfer and reassure the said Mortgaged property unto and to the use of the
Mortgagors or as they may direct.
4) AND IT IS HEREBY EXPRESSLY AGREED AND DECLARED that if there
shall be any breach by the MORTGAGORS of the covenants on their part therein
contained or if the APPLICANT MORTGAGOR shall become insolvent or shall
cease to be in service for any reason other than normal retirement/superannuasion
or if he/she dies before all the dues payable to the Mortgagee under these presents
together with interest thereon shall have been fully paid off or if the said advance
or any part thereof becomes payable forthwith under these presents or otherwise
then and in any of such cases it shall be lawful, for the MORTGAGEE without
intervention of the court to sell the said Mortgaged property or any part thereof
either together or in parcels and either by public auction or by private contracts
with power to buy in or rescind any contract for sale and to resell without being
responsible for any loss which may be occasioned thereby and to do and execute
all such acts and assurances for effectuating any such sale as the MORTGAGEE
shall think fit AND IT IS HEREBY declared that the receipt of the MORTGAGEE
for the purchase money of the premises sold or any part thereof shall effectually
discharge the purchaser or purchasers there from AND IT IS HEREBY declared
that the MORTGAGEE shall hold the money to arise from any sale in pursuance
of the aforesaid power upon TRUST in the first place thereout to pay all the
expenses incurred on such sale and then to pay moneys in or towards the satisfaction
of the moneys for the time being owing on the security of these presents and the
balance if any to be paid to the MORTGAGORS.
5) The MORTGAGORS hereby covenant with MORTGAGEE as follows:-
a) That the MORTGAGORS now have in themselves good right and lawful
b) That the APPLICANT MORTGAGOR shall carry out the construction
of the house/additions to living accommodation in the aforesaid house
exactly in accordance with approved plan and specifications on the basis
of which the above advance has been computed and sanctioned unless a
departure therefrom is permitted by the Mortgagee. The APPLICANT
MORTGAGOR shall certify, when applying for installments of advance
802
admissible at the plinth/roof level, that the construction is being carried
out in accordance with the plan and estimates furnished by him to the
MORTGAGEE, “that construction has reached plinth/roof level and that
the amount already drawn out of the sanctioned advance has actually
been used on the construction of the house”. He/she will allow the
Mortgagee to carry out either by himself or through his representative an
Inspection to verify the correctness of the aforesaid certificates. If a false
certificate is furnished by the APPLICANT MORTGAGOR, he/she will
be liable to pay to the MORTGAGEE forthwith the entire advance
received by him/her together with interest thereon at *………………..
percent per annum and further will also be liable to disciplinary action as
may be considered appropriate by the Mortgagee.
c) That the APPLICANT MORTGAGOR shall complete construction of
the house/additions to living accommodation in the aforesaid house within
eighteen months of the receipt of the advance of Rs……………….. (i.e.
first installment received on ……………………) unless an extension of
the time is allowed in writing by the MORTGAGEE. In case of default,
the Principal Mortgagor shall be liable to repay forthwith the entire amount
advanced to him together with interest calculated under the said Rules,
in one lump-sum. The APPLICANT MORTGAGOR shall report to the
Mortgagee the date of completion of the house and furnish a certificate
to the MORTGAGEE that the full amount of the advance has been utilized
for the purpose of which it was sanctioned.
(Note:- Clauses (b) and (c) are not applicable when the advance is for the
purchase of ready-built houses/flats or for repayment of loans taken by
an applicant for the construction or purchase of house/flat).
d) That the MORTGAGORS shall immediately insure the house at their
own cost, with the INSURANCE AGENCY, for a sum not less than the
amount of the aforesaid advance and shall keep it so insured against loss
or damage by fire, flood, lightening, earthquake and riot as provided in
the said Rules till the advance is fully repaid to the MORTGAGEE and
deposit, the policy of insurance with the MORTGAGEE. The
MORTGAGORS shall pay regularly the premium in respect of the said
insurance from time to time and will be then required to produce to the
MORTGAGEE the premium receipts for inspection. Failure on the part
of Mortgagors to insure the house will render the Principal Mortgagor
liable to disciplinary action by the Mortgagee. In the event of failure on
the part of the MORTGAGORS to effect the insurance against fire, flood,
lightening, earthquake and riot it shall be lawful but not obligatory for
the MORTGAGEE to insure the said house at the cost of the
MORTGAGORS and add the amount of the premium to the outstanding
amount of the advance and the APPLICANT MORTGAGOR shall
thereupon be liable to pay interest thereon as if the amount of the premium
*Normal rate of interest as per sanction of advance
803
had been advanced to him as part of the aforesaid advance at …………
till the amount is repaid to the MORTGAGEE OR is recovered as if it
were an amount covered by the security of these presents. The
MORTGAGORS shall give a letter to the Mortgagee as often as required,
addressed to the Insurer, with which the house is insured with a view to
enable the Mortgagee to notify to the insurer the fact that the Mortgagee
is interested in the Insurance policy secured.
e) Mortgagors shall maintain the aforesaid house in good repair at their own
cost and shall pay all the Municipal and other local rates, taxes and all
other out goings in respect of the Mortgaged property regularly until the
advance has been repaid to the Mortgagee in full. The Mortgagors shall
also furnish to the Mortgagee annual certificates to the above effect.
f) The Mortgagors shall afford full facility to the Mortgagee for carrying out
inspection after completion of the house to ensure that it is maintained in
good repair until the advance has been repaid in full.
g) The APPLICANT MORTGAGOR shall refund to the Mortgagee any
amount together with interest, if any, due thereon drawn on account of
the advance in excess of the expenditure incurred, for which the advance
was sanctioned.
h) That the Mortgagors shall not during the continuance of these presents
charge, encumber, alien or otherwise dispose of the Mortgaged property.
However, if the Mortgagors covenants to create a second Mortgage in
favour of any other Financial Institution they shall not do so without
obtaining the prior permission of the Mortgagee and on such consent
being given by the mortgagee the draft of second mortgage will be
submitted for approval.
i) Notwithstanding anything contained herein, the Mortgagee shall be
entitled to recover the balance I of the advance with interest remaining
unpaid at the time of the retirement or death preceding retirement to
enforce the security of the mortgage at any time thereafter and recover
the balance of the advance together with interest and cost of recovery by
sale of the house/ownership flat etc. without the intervention of the Court
or in such other manner as may be permissible under law.
804
IN WITNESS WHEREOF THE MORTGAGOR has hereunto set his hand on the day,
month and year written above.
Signed by the said (Mortgagor)
in the presence of
Ist Witness:
Address:
Occupation:
2nd Witness:
Address:
Occupation:
IN WITNESS THEREOF Shri……………………………………. for and on behalf of

and by order and direction of SJVN LIMITED has signed this present.
Signed by Shri ……………………………………..
in the presence of
1st Witness:
Address:
Occupation:
2nd Witness:
Address:
Occupation:
Note:- Before paying stamp duty on this document the applicants are advised to contact
the respective state government/Administration for ascertaining the value of Non-
Judicial Stamp Paper to be used and whether exemption from payment of stamp
duty is available.
* To be filled in by Mortgagor.
805
806
ANNEXURE- D-II
MORTGAGE DEED TO BE EXECUTED WHEN THE
PROPERTY IS LEASEHOLD
This indenture made this……………… day of…………..Two Thousand and……..
between………………………………………..son/daughter of……………………….. at
present employed ………………………………….. as in SJVN LIMITED at
………………………………... (hereinafter called “THE MORTGAGOR” which
expression shall unless excluded by or repugnant to the subject or context include his/her
heirs, executors, administrators and assigns) of the ONE PART and Satluj Jal Vidyut Nigam
a Company incorporated under the Indian Companies Act, 1956 and having its registered
office at HIMFED Building, New Shimla, Shimla (hereinafter called “THE MORTGAGEE”
which expression shall unless excluded by or repugnant to the subject or context include
his successors in office and assigns) of the OTHER PART.
WHEREAS by a lease dated………………. and made between……………………… the
lessor demised to the Mortgagor the property situated at………………………… and more
particularly described in the schedule hereunder written for a term of years commencing
from ………………… at the yearly/monthly rent of Rs………………… and subject to
the performance and observance of the covenants and conditions therein mentioned.
AND WHEREAS the MORTGAGOR applied to the MORTGAGEE for an advance of
Rs………………… (Rupees……..…………………………………………… only) for the
purpose of enabling the ‘MORTGAGOR’.
*(1) to purchase land and to construct a house thereon or (to enlarge living
accommodation in the existing house on the said hereditaments).
*(2) to construct a house on the said hereditaments, of (to enlarge living accommodation
in the house on the said hereditaments).
*(3) to purchase a ready built aforesaid house.
AND WHEREAS the Mortgagee agreed to advance to the Mortgagor the said sum of
Rs………………… on certain terms and conditions.
AND WHEREAS one of the conditions for the aforesaid advance is that the Mortgagor
should secure the repayment of the said advance and due observance of all the terms and
conditions contained in the Rules to regulate the grant of advance to Company’s employees
for building, etc. of house, issued by the Management (hereinafter referred to as the “said
Rules” which expression shall, where the context so admits, include any amendment thereof
or addition thereto for the time being in force) by a mortgage of the property described in
the Schedule hereunder written.
@(1) has sanctioned to the MORTGAGOR an advance of Rs…….........
(Rupees…………………………………… only) payable in such installments and
in manner as hereinafter appearing.
*Strike out whichever is not applicable.
807
@(2) has paid to the MORTGAGOR an advance of Rs……………… (Rupees……
………………………………………………….only) on…………………. and in
the manner provided in the said Rules upon having the repayment of the loan with
interest and observance of all the terms and conditions contained in the said Rules
as hereinafter mentioned secured in the manner hereinafter appearing.
** Rs…………………………… already received on……………………….
Rs……………………………... on the execution of this indenture by the Mortgagors in
favour of the Mortgagee.
** Rs…………………………when the construction of the house reaches plinth level.
** Rs. ……………………… when the construction of the house reaches roof level.
** AND WHEREAS the lessor of the said premises has given his approval for the mortgage
on the condition that if the property be sold under the Power herein contained, or otherwise
he will be paid first, after the cost of such sale, his share of the unearned increase as
provided in the said lease.
NOW THIS INDENTURE WlTNESSETH AS FOLLOWS:
i) a) In pursuance of the said Rules and the consideration of the said advance sanctioned/
paid by the MORTGAGEE to the MORTGAGOR pursuant to the provisions
contained in the said Rules the MORTGAGORS DO HEREBY COVENANT
with the MORTGAGEE that the Mortgagors shall always duly observe and perform
all the terms and conditions of the said Rules and shall repay to the Mortgagee the
said advance of Rs…………. (Rupees……………………………………………
only) by *** …………………………… monthly instilments of Rs.
…..………………….. (Rupees………………………………………………
only) from the pay of the MORTGAGOR commencing from the month of
………….. Two Thousand and …….. or from the month following the completion
of the house, whichever is earlier and the MORTGAGOR hereby authorizes the
Mortgagee to make deduction from his/her monthly pay/leave salary/subsistence
allowance or any other dues payable to him by the Company of the amount of such
installments and the Mortgagor shall after paying the full amount of the advance
also pay interest due thereon in ***……………………………….. monthly
installments in the manner and on the terms specified in the said Rules, provided
that the Mortgagor shall repay the entire advance with interest in full before the
date on which he/she is due to retire from service, failing which the Mortgagee
shall be entitled to enforce this security of the Mortgage at any time thereafter and
recover the balance of the advance then due together with interest and costs of
recovery by sale of the Mortgaged property without the intervention of the Court
or in such other manner as may be permissible under the law. It will, however, be
open to the Mortgagor to repay the amount in a shorter period by increasing the
quantity of installment or in lump-sum.
@ Mention whatever is applicable.
** This will be as per the sanction of advance.
808
paid by the MORTGAGEE to the MORTGAGOR pursuant to provisions contained
in the said Rules the MORTGAGOR DOTH hereby covenant with the
terms and conditions of the said Rules and shall repay to the MORGAGEE the
said advance of Rs. ……………(Rupee………………………………..)
from the pay of the MORTGAGOR commencing from the month of
…………….200…. or from the month following the completion of the house
whichever is earlier, till the date of his superannuation and the balance then remaining
outstanding on his superannuation together with the interest on the amount advanced
from the date of the advance to the date of retirement from his monthly pay/leave
salary/subsistence allowance or any other dues payable to him by the Company of
the amount of installments of such of the balances remaining unpaid at the date of
his death/retirement/ superannuation as hereinbefore mentioned, failing which the
Mortgagee shall be entitled to enforce this security of the mortgagee at any time
thereafter and recover the balance of the advance then due together with interest
and costs of recovery by sale of the Mortgaged property without the intervention
of the Court or in such other manner as may be permissible under the law. It will,
however, be open to the MORTGAGOR to repay the amount in a shorter period,
by increasing the quantum of installment or by making lump-sum payment.
NOTE:-(Delete Clause (i) (a) or (b) whichever is inapplicable).
ii) If the MORTGAGOR shall utilize the advance for a purpose other than that for
which the advance is sanctioned or if the MORTGAGOR shall become insolvent
or shall cease to be in service for any reason other than normal retirement,
superannuation or if he/she dies before repayment of the advance in full, or if the
MORTGAGOR shall fail to observe or perform any of the terms, conditions and
stipulations specified in the said Rules and on his/her part to be observed and
perform then and in any such cases the whole of the principal amount of advance
or so much thereof as shall then remain due and unpaid shall become payable
forthwith to the MORTGAGEE with interest thereon at* …………………...
percent per annum calculated from the date of the payment by the MORTGAGEE
of the first installment of the said advance. Notwithstanding anything contained
herein, if the Mortgagor utilizes the advance for a purpose other than that for
which the advance is sanctioned, it shall be open to the Mortgagee to take such
disciplinary action against the Mortgagor as may be considered appropriate by the
Mortgagee.
times hereinafter be due to the Mortgagee under the terms hereinafter be due to
the Mortgagee under the terms of these presents the Mortgagor doth hereby grant,
convey, transfer or assure unto the Mortgagee ALL AND
*Normal rate of interest to be charged under the said Rules.
809
SINGULAR the said property comprised in the said lease, dated ..........………
and more particularly described in the schedule hereunder written together with
buildings erected or to be erected by the Mortgagor on the said property (hereinafter
referred to as the Mortgaged property) or materials for the time being thereon with
all right, easements and appurtenances to the said mortgaged property or any of
them belonging subject to covenants by the lessee and to the conditions therein
contained to HOLD the same unto the Mortgagee absolutely but subject to the
terms and covenants of the said lease and subject nevertheless to the proviso for
redemption hereinafter contained PROVIDED ALWAYS AND it is hereby agreed
and declared by and between the parties hereto that if the Mortgagor shall duly
pay to the MORTGAGEE the said principal sum and interest hereby secured in the
manner herein provided and also the other money (if any) determined to be payable
by the MORTGAGOR to the MORTGAGEE under the terms and conditions of
the said Rules, the MORTGAGEE will at any time, thereafter upon the request
and at the cost of the MORTGAGOR reconvey, retransfer and reassure the said
Mortgaged property unto and to the use of the Mortgage or as he may direct.
shall be any breach by the MORTGAGOR of the covenants on her part herein
contained or if the MORTGAGOR shall become insolvent or shall cease to be in
service for any reason other than normal retirement/ superannuation or if he/she
dies before all the dues payable to the Mortgagee under these presents together
with interest thereon shall have been fully paid or if the said advance or any part
thereof becomes payable forthwith under these presents or otherwise than and in
any of such case it shall be lawful for the MORTGAGEE TO SELL without the
intervention of the court, the said Mortgaged property or any part thereof either
together or in parcels and either by public auction or by private contract with
power to buy in or rescind any contract for sale and to resell without being responsible
for any loss which may be occasioned thereby and to do and execute all such acts
and assurances for effectuating any such sale as the MORTGAGEE shall think fit
and IT IS HEREBY declared that the receipt of the MORTGAGEE for the purchase
money of the premises sold or any part thereof shall effectually discharge the
purchaser or purchasers therefrom AND IT IS HEREBY declared that the
MORTGAGEE shall hold the moneys to arise from any sale in pursuance of the
aforesaid power UPON TRUST in the first place thereout to any all the expenses
incurred on such sale *(and in the next place to pay to ……….…….. the lessor of
Mortgaged property ………………… 50 per cent of the unearned increase pursuant
to clause ………... of the said lease) and then to pay moneys in or towards the
satisfaction of the moneys for the time being owing on the security of these presents
and balance if any to be paid to the Mortgagor.
v) The MORTGAGOR hereby covenants with the MORTGAGEE as follows:-
a) That the Mortgagor now hath in himself/herself good right and lawful
*In case of Nazul lands in Delhi and in similar cases, wherever applicable.
810
b) That the Mortgagor shall carry out the construction of the house/additions
advance has been computed and sanctioned unless a departure there from
for installments of advance admissible at the plinth/roof level, that the
construction has reached plinth/roof level and that the amount already
drawn out of the sanctioned advance has actually been used on the
construction of the house. He/She will allow the Mortgagee to carry out
either by himself or through the representative an inspection to verify the
correctness of the aforesaid certificates. If a false certificate is furnished
by the Mortgagor, he/she will be liable to pay to the Mortgagee forthwith
the entire advance received by her/him together with interest thereon
at……………….. percent per annum and further will also be liable to
disciplinary action as considered appropriate by the Mortgagee.
@ c) That the Mortgagor shall complete the construction of the house/additions
to living accommodation in the aforesaid house within eighteen/twenty
four months of the receipt of the advance of Rs…………….. unless an
extension of time is allowed in writing by the Mortgagee. In case of default
the Mortgagor shall be liable to repay forthwith the entire amount advanced
to him together with interest calculated under the said Rules, in one lump-
sum. The Mortgagor shall report to the Mortgagee the date of completion
of the house and furnish a certificate to the Mortgagee that the full amount
of the advance has been utilized for the purpose for which it was sanctioned.
d) That the Mortgagor shall immediately insure the house at his own cost,
with the Insurance Agency for a sum of not less than the amount of
fire, flood, lightening, earthquake and riot as provided in the said Rules
till the advance is fully repaid to the Mortgagee and deposit the policy of
inspection. Failure to do so will render the Mortgagee liable to disciplinary
action. In the event of failure on the part of the MORTGAGOR to effect
the insurance against fire, flood, lightening, earthquake and riot it shall
be lawful but not obligatory for the MORTGAGEE to insure the said
house at the cost of the Mortgagor and add the amount of premium to the
outstanding amount of the advance and the MORTGAGOR shall thereupon
be liable to pay interest thereon as if the amount of the premium had been
advanced to him as part of the aforesaid advance at …………………….
till the amount is repaid to the Mortgagee or is recovered as if it were an
amount covered by the Security of these presents. The Mortgagor shall
@Not Applicable when advance is for purchase of ready built house.

811
give a letter to the Mortgagee as often as required addressed to the insurer
the fact the Mortgagee is interested in the Insurance policy secured.
e) That the Mortgagor shall maintain the aforesaid house in good repair at
his own cost and shall pay all the municipal and other local rates, taxes
and all other outgoings in respect of the mortgaged property regularly
until the advance has been repaid to the Mortgagee in full. The Mortgagor
shall also furnish to the Mortgagee an annual certificate to the above
effect.
inspection after completion of the house to ensure that it is maintained in
good repair until the advance has been repaid in full.
interest, if any, due thereon drawn on account of the advance in excess of
the expenditure incurred, for which the advance was sanctioned.
h) That the said lease dated…………………... is valid and subsisting lease
of the mortgaged property and are in no way void or voidable and the
rents and the covenants and conditions in and by the indenture of lease
reserved have been paid, performed and observed upto the date of these
presents and that the same is assignable in the manner hereinbefore stated.
i) That the MORTGAGOR will so long as any money shall remain owing
on security of the said Mortgaged property, hereinbefore expressed to be
hereby assigned and in any case for the period of the said agreement duly
observe all the covenants by the lease and conditions contained in the
said indenture of lease referred in the Schedule hereunder written and
keep the Mortgagee indemnified against all actions, suits, proceedings,
costs, charges, claims and demands which will be incurred or sustained
by reasons of the non- payment of the said rent or the breach, non-
performance or non-observance of the said covenants and conditions or
any of them.
j) That the Mortgagor shall not during the continuance of these presents
However, if the Mortgagor covenants to create a second Mortgage in
being given by the Mortgagee the draft of second mortgaged will be
k) Notwithstanding anything contained herein, the Mortgagee shall be entitled
to recover the balance of the advance with interest remaining unpaid at
the time of his retirement or death preceding retirement to enforce the
security of the Mortgagee at any time thereafter and recover the balance
of the advance due together with interest and cost of recovery by sale of
the house/ownership flat etc., without the intervention of the court or in
such other manner as may be permissible under law.
812
IN WITNESS WHERE OF THE MORTGAGOR has hereunto set his hand on the day,
month and year above written.
Signed by the said (Mortgagor)

in the presence of :
1st Witness:
Address:
Occupation:
2nd Witness:
Address:
Occupation:
Signed by Shri ……………………………………... for and on behalf of and by order and

direction of SJVN LIMITED. In the presence of:
1st Witness:
Address:
Occupation:
2nd Witness:
Address:
Occupation:
* To be filled by the Mortgagor.

Note: Before paying Stamp Duty on the document the applicants are advised to contact
the respective State Governments/ Administration for ascertaining the value of
Non-Judicial Stamp Paper and whether exemption from payment of stamp duty is
available.
813
814
ANNEXURE D-III
FORM OF MORTGAGE DEED TO BE EXECUTED WHEN THE
PROPERTY IS LEASEHOLD AND IS HELD IN THE JOINT NAMES OF
HUSBAND AND WIFE
This indenture made this …………… day of………….. Two Thousand and……. Between
………………………………….. son/daughter of ………………………….. at present
employed as ………………………………. in SJVN LIMITED at ……………………
and his/her/wife/ husband (hereinafter jointly referred to as “THE MORTGAGORS” which
expression shall unless excluded by or repugnant to the subject or context include their
respective heirs, executors, administrators and assigns) of the ONE PART and the SJVN
LIMITED, a Company incorporated under the Indian Companies Act 1956 and having its
registered office at HIMFED Building, New Shimla, Shimla, Himachal Pradesh (hereinafter
called “MORTGAGEE” which expression shall unless excluded by or repugnant to the
subject or context include his successors in office and assigns) of the OTHER PART.
WHEREAS by a lease dated……….. and made between ………...……………….. the
lessor demised to the Mortgagors the property situated at …………………………….
and more particularly described in the schedule hereunder written for a term of …… years/
commencing from …………………. at the yearly/monthly rent of Rs…………. and subject
to the performance and observance of the covenants and conditions therein mentioned.
AND WHEREAS one of the MORTGAGORS (hereinafter referred to as the APPLICANT
MORTGAGOR) applied to the MORTGAGEE for an advance of Rs. ……………
(Rupees…………………………………………..only) for the purpose of enabling the said
applicant Mortgagor:
*(1) to purchase land and to construct a house thereon or (to enlarge living
accommodation in the existing house on the said hereditaments).
*(2) to construct a house on the said hereditaments or to enlarge living accommodation
in the house on the said hereditaments.
*Strike-out whichever is not applicable.
AND WHEREAS the Mortgagee agreed to advance to the applicant Mortgagor the said
sum of Rs………………. on certain terms and conditions.
AND WHEREAS one of the conditions for the said advance is that the Mortgagors secure
the repayment of the advance and due observance of all the terms and conditions contained
in the Rules to regulate the grant of advances for Company employees for building etc, of
houses issued by the Company vide letter No………………. dated………….. (hereinafter
referred as the “said Rules” which expression shall where the context so admits include
any amendment thereof or addition thereto for the time being in force) by a Mortgage of
the property described in the schedule hereunder written AND WHEREAS THE
MORTGAGEE
#(1) has sanctioned to the APPLICANT MORTGAGOR AN ADVANCE OF
Rs…………. (Rupees………………………………...… only) payable in such
installments and in the manner as hereinafter appearing.
815
#(2) has paid to the applicant Mortgagor an advance of Rs ….......……..
(Rupees……………………….……………… only) on and in the manner provided
the said Rules upon having the repayment of the loan with interest and observance
of all the terms and conditions contained in the said Rules as hereinafter mentioned
secured in the manner hereinafter appearing.
# Mention whatever is applicable.
** Rs. …………… already received on Rs. ………………… on the execution of
this indenture by the Mortgagor in favour of the Mortgagee.
** Rs. …………………. when the construction of the house reaches plinth level.
* Rs. …………………… when the construction of the house reaches roof level.
** AND WHEREAS the lessor of the said premises has given his approval for the
Mortgage on the conditions that if the property be sold under the Power therein
contained, or otherwise he will be paid first, after the cost of such sale, his share
of the unearned increase as provided in the said lease.
NOW THIS INDENTURE WITNESSETH as follows:-
paid by the MORTGAGEE to MORTGAGOR pursuant to the provisions contained
in the said Rules the MORTGAGOR DOTH hereby covenant with the
terms and conditions of the said Rules and shall repay to the MORTGAGEE the
said advance of Rs…………. (Rupees …… …………………….………………
only) by @ ………… monthly installment of Rs…………..
(Rupees…………….…………………………..….…… only) from the pay of the
Mortgagor commencing from the month of ……….. two thousand and …………
or from the month following completion of the house, whichever is earlier, and
the Mortgagor hereby authorizes the Mortgagee to make deduction from his
monthly pay/leave salary/subsistence allowance or any other dues payable to him
by the Company of the amount of such installments and the Applicant Mortgagor
shall after paying the full amount of the advance also pay interest due thereon in
@ ……………… monthly installments in the manner and on the terms specified
in the said Rules. Provided that the Applicant Mortgagor shall repay the entire
advance with interest in full before the date on which he/she is due to retire from
service, failing which the Mortgagee shall be entitled to enforce this security of
the Mortgagee at any time thereafter and recover the balance of the advance then
due together with interest and costs of recovery by sale of the Mortgaged property
without the intervention of the court or in such other manner as may be permissible
under the law. It will, however, be open to the Applicant Mortgagor to repay the
amount in a shorter period.
@ As per the sanction order of the advance under the Rules.
816
* Language may be modified if the mode of payment of advance is different from
what is indicated above.
** This applies to Nazul lands(normally) to be inserted wherever applicable.
paid by the mortgage to the Applicant Mortgager pursuant to the provisions contained
in the said rules the Mortgagors do hereby covenant with the Mortgagee that the
Mortgagors shall always duly observe and perform all the terms and conditions of
the said rules and shall repay to the Mortgagee the said advance of Rs………..
(Rupees…………………………………...…only) by ……………… monthly
installments of Rs. ………………. from the month of 20…..,or from the month
following the completion of the house, whichever is earlier, till the date of his
superannuation and the balance then remaining outstanding on his superannuation
together with the interest on the amount advanced from the date of advance to the
date of retirement from his/ her monthly pay/leave salary/subsistence allowance
or any other dues payable to him by the Company of the amount of such installments
and of such of the balances remaining unpaid at the date of his/her death/ retirement/
superannuation as hereinbefore mentioned, failing which the Mortgagee shall be
entitled to enforce this security of the Mortgage at any time thereafter and recover
balance of the advance then due together with interest and costs of recovery by
sale of the Mortgaged property without the intervention of the court or in such
other manner as may be permissible under the law. It will, however, be open to the
Applicant Mortgagor to repay the amount in a shorter period by increasing the
quantum of installment and/or making lump sum payments.
ii) If the Applicant MORTGAGOR shall utilize the advance for a purpose other than
that for which the advance is sanctioned, or if the Applicant MORTGAGOR shall
become insolvent or shall cease to be in service for any reason other than normal
retirement/superannuation or if he/she dies before payment of the advance in full,
or if the Applicant MORTGAGORS shall fail to observe or perform any of the
terms & conditions and stipulations specified in the said Rules and on his/her part
to be observed and performed than and in any such cases the whole of the principal
amount of the advance or so much thereof as shall then remain due and unpaid
shall become payable forthwith to the MORTGAGEE with interest thereof at *
…………… per cent per annum calculated from the date of the payment by the
MORTGAGEE of the first installment of the said advance. Notwithstanding
anything contained herein, if the Mortgagor utilizes the advance for a purpose
other than that for which the advance is sanctioned, it shall be open to the Mortgagee
to take such disciplinary action against the Mortgagor as may be considered
appropriate by the Mortgagee.
times hereinafter be due to the Mortgagee under the terms of presents the Mortgagor
do hereby grant, convey, transfer or assure unto the Mortgagee ALL AND
SINGULAR the said property comprised in the said lease dated
817
………………………. and more particularly described in the schedule hereunder
written together with buildings erected or to be erected by the Mortgagor on the
said property (hereinafter, referred to as the Mortgaged property) or materials for
the time being thereon with all rights, easements and appurtenances to the said
mortgaged property or any of them belonging subject to covenants by the lessee
and to the conditions therein contained to Hold the same unto the Mortgagee
absolutely but subject to the terms and covenant of the said lease and subject
nevertheless to the proviso for redemption hereinafter contained namely that if the
Mortgagor shall duly pay to the MORTGAGEE the said principal sum and interest
hereby secured in the manner herein provided and also the other money (if any)
determined to be payable by the MORTGAGORS to the MORTGAGEE under the
terms and conditions of the said Rules, the MORTGAGEE will at any time, thereafter
upon the request and at the cost of the MORTGAGORS reconvey, retransfer and
reassure the said Mortgaged property unto and to the use of the Mortgagee or as
they may direct.
shall be any breach by the MORTGAGORS of the covenants on his/her part herein
contained or if the APPLICANT MORTGAGOR shall become insolvent or shall
cease to be in service for any reason other than normal retirement/superannuation
or if he/she dies before all the dues payable to the Mortgagee under these presents
together with interest thereon shall have been fully paid or if the said advance or
any part thereof becomes payable forthwith under these presents or otherwise
than and in any of such case it shall be lawful for the MORTGAGEE TO SELL
without the intervention of the court, the said Mortgaged property or any part
thereof either together or in parcels and either by public auction or by private
contract with power to buy in or rescind any contract for sale and to resell without
being responsible for any loss which may be occasioned thereby and to do and
execute all such acts and assurances for effectuating any such sale as the
MORTGAGEE shall think fit and IT IS THEREBY declared that the receipt of the
MORTGAGEE for the purchase money of the premises sold or any part thereof
shall effectually discharge the purchaser or purchasers therefrom AND IT IS
HEREBY declared that the MORTGAGEE shall hold the moneys to arise from
any sale in pursuance of the aforesaid power UPON TRUST in the first place
thereout to pay all the expenses incurred on such sale* (and in the next place to
pay to……………………………… the lessor of Mortgaged property ….… 50
per cent of the unearned increase pursuant to clause …………. of the said lease)
and then to pay moneys in or towards the satisfaction of the moneys for the time
being owing on the security of these presents and the balance if any to be paid to
the Mortgagors.
v) The Applicant MORTGAGOR hereby covenants with the MORTGAGEE AS
FOLLOWS:-
a) That the Mortgagor now have in themselves good right and lawful authority
818
to grant, convey, transfer, assign and assure the MORTGAGED property
unto and to the use of the MORTGAGEE in the manner aforesaid.
** b) That the Mortgagor shall carry out the construction of the house/additions
is permitted by the Mortgagee. The Applicant Mortgagor shall certify,
when applying for installments of advance admissible at the plinth/roof
level, that the construction is being carried out in accordance with the
plan and estimates furnished by him to the Mortgagee, that construction
has reached plinth/roof level and that the amount already drawn out of
the sanctioned advance has
* In case of Nazul lands in Delhi and in similar cases, wherever applicable.
** Not applicable when advance is for purchase of ready built house.
actually been used on the construction of the house. He/she will allow
the Mortgagee to carry out either by himself or through the representative
an inspection to verity the correctness of the aforesaid certificates. If a
false certificate is furnished by the Mortgagor, he/she will be liable to
pay to the Mortgagee forthwith the entire advance received by her/him
together with interest) thereon ……… at per cent per annum and further
will also be liable to disciplinary action as considered appropriate by the
Mortgagee.
to living accommodation in the aforesaid house within eighteen/twenty
four months of the receipt of the advance of Rs. ………… (i.e. first
installment of advance received on……………….. ) unless an extension
of time is allowed in writing by the Mortgagee. In case of default the
Mortgagor shall be liable to repay forthwith the entire amount advanced
to him together with interest calculated under the said Rules, in one lump
sum. The Applicant Mortgagor shall report to the Mortgagee the date of
completion of the house and furnish a certificate to the Mortgagee that
the full amount of the advance has been utilized for the purpose for which
it was sanctioned.
d) That the MORTGAGORS shall immediately insure the house at their
own cost, with the Insurance Agency for a sum of not less than the amount
of aforesaid advance and shall keep it so insured against loss or damage
by fire, flood, lightening, earthquake and riot as provided in the said Rules
insurance with the Mortgagee. The Applicant Mortgagor shall pay
regularly the premium in respect of the said insurance from time to time
and will when required produce to the MORTGAGEE the premium receipts
819
for inspection. Failure to do so will render the applicant Mortgagor liable
to disciplinary action. In the event of failure on the part of the
MORTGAGOR to effect the insurance against fire, flood, lightening,
earthquake and riot it shall be lawful but not obligatory for the
MORTGAGEE to insure the said house at the cost of the Mortgagors and
add the amount of premium to the outstanding amount of the advance and
the APPLICANT MORTGAGOR shall thereupon be liable to pay interest
thereon as if the amount of the premium had been advanced to him as part
of the aforesaid advance at …………… till the amount is repaid to the
Mortgagee or is recovered as if it were an amount covered by the Security
of these presents. The Mortgagors shall give a letter to the Mortgagee as
often as required addressed to the insurer with which the house is insured
with a view to enable the Mortgagee to notify to the Insurer the fact that
the Mortgagee is interested in the Insurance policy secured.
e) That the Mortgagors shall maintain the aforesaid house in good repair at
their own cost and shall pay all the municipal and other local rates, taxes
and all other outgoings in respect of the mortgaged property regularly until
the advance has been repaid to the Mortgagee in full. The Mortgagors shall
also furnish to the Mortgagee an annual certificate to the above effect.
f) The Mortgagors shall afford full facility to the Mortgagee for carrying
out inspection after completion of the house to ensure that it is maintained
in good repair until the advance has been repaid in full.
g) The Applicant Mortgagor shall refund to the Mortgagee any amount
together with interest, if any, due thereon drawn on account of the advance
in excess of the expenditure incurred, for which the advance was
sanctioned.
h) That the said lease dated …………… is now valid and subsisting lease
of the Mortgaged property and are in no way voidable and the rents and
the covenants and conditions in and by the indenture of lease reserved
have been paid, performed and observed unto the date of these presents
and that the same is assignable in the manner hereinbefore stated.
i) That the MORTGAGOR will so long as any money shall remain owing
on security of the said Mortgaged property, hereinbefore expressed to be
hereby assigned and in any case for the period of the said agreement duly
said indenture of lease referred in the Schedule hereunder written and
by reasons of the non- payment of the said rent or the breach, non-
performance or non-observance of the said covenants and conditions or
any of them.
820
j) That the Mortgagors shall not during the continuance of these presents
However, if the Mortgagor covenants to create a second Mortgage in
being given by the Mortgagee the draft of second mortgage will be
k) Notwithstanding anything contained herein, the Mortgagee shall be entitled
to recover the balance of the advance with interest remaining unpaid at
the time of his retirement or death preceding retirement to enforce the
security of the Mortgage at any time thereafter and recover the balance
of the advance due together with interest and cost of recovery by sale of
the house/ownership flat etc., without the intervention of the court or in
such other manner as may be permissible under law.

IN WITNESS WHEREOF THE MORTGAGORS have hereunto set their hands on the
day, month and year above written)
Signed by the Mortgagors …………………………………………….
In the presence of :
1st Witness :
Address:
Occupation:
2nd Witness:
Address:
Occupation:
In witness whereof Shri…………………………………………………… for and on behalf

of and by order and direction of SJVN LIMITED has signed this present.
Signed by Shri …………………………………………………..
1st Witness:
Address:
Occupation:
821
2nd Witness:
Address:
Occupation:
* To be filled by the Mortgagor.
Note: Before paying Stamp Duty on the document the applicants are advised to contact
the respective State Governments/ Administration for ascertaining the value of
Judicial Stamp Paper and whether exemption from payment of stamp duty is
available.
822
ANNEXURE D-IV
MORTGAGE DEED TO BE EXECUTED IN THE CASE OF
PURCHASE OF READY BUILT HOUSE/FLAT ON LEASE HOLD LAND,
THE ABSOLUTE RIGHT OF WHICH IS NOT VESTED IN THE
PURCHASER
This indenture made this ……… day of …………………Two Thousand and………
between ……………………………………….. son/daughter of ……………………...
at present employed as ………………………… in SJVN LIMITED at ………………....
(hereinafter called “THE MORTGAGOR” which expression shall unless excluded by or
repugnant to the subject or context include his/her heirs, executors, administrators and
assigns) of the ONE PART and SJVN LIMITED, a Company incorporated under the
Indian Companies Act, 1956 and having its registered office at HIMFED Building, New
Shimla, Shimla (hereinafter called “THE MORTGAGEE” which expression shall unless
excluded by or repugnant to the subject or context include his successors in office and
assigns) of the OTHER PART.
WHEREAS the Borrower had under the provision of the Rules framed by the Company to
regulate the grant of advances to the Company Employees for building etc. of houses
(hereinafter referred to as the “said rules” which expression shall where the context so
admits, include any amendment thereof or additions for the time being in force) applied to
the Company for an advance of Rupees…………….. to purchase a ready built house as
aforesaid and the Company had sanctioned to the Borrower an advance of Rs………………
vide its order No………………… dated……………….. subject to performance and
observance of the covenants and conditions mentioned therein.
AND WHEREAS on the ………………….. at the time of the drawl of the said loan an
agreement was executed by and between the Mortgagor and the Mortgagee whereby the
Mortgagor inter-alia undertook to execute a document mortgaging the said flat to the
Mortgagee as security for the amount advanced to Mortgagor as also for the interest
payable for the said amount in the form provided by the said rules.
AND WHEREAS by a deed of conveyance dated the ………………………… day of
……………… executed by and between…………………………. (Mention name of the
authority) hereinafter called ‘AUTHORITY’ of the one part and the Mortgager of the
other part for consideration in the said indenture mentioned in the Authority sold, transferred
and assigned the properties more particularly mentioned in the schedule to the said documents
as also the schedule hereunder to the Mortgagor on terms and Conditions in the said indenture
mentioned.
AND WHEREAS the consideration for the said transfer was paid by the Mortgagor out of
the Company loan of Rs. …………………………….… advanced to him.
i) a) In pursuance of the said Rules and in consideration of the advance sanctioned/paid
by the MORTGAGEE to the MORTGAGOR pursuant to the provisions contained
in the said Rules and MORTGAGOR doth hereby covenant with the MORTGAGEE
that the MORTGAGOR shall always duly observe and perform all the terms and
conditions of the said Rules and shall repay to the MORTGAGEE the said advance
823
of Rs……………………. (Rupees………………………….…… only) by
…………. monthly installments of Rs. ……..………(Rupees
…………………………… ………………….………… only) from the pay of
the Mortgagor commencing from the month…………… of Two Thousand
and……… i. e. from the pay of the month following that in which the advance is
drawn and the Mortgagor hereby authorizes the Mortgagee to make deduction
from his monthly pay/leave salary/subsistence allowance or any other dues payable
to him by the Company of the amount of such installments and the Mortgagor shall
after paying the full amount of the advances also pay interest due there on in
*……………. monthly installments in the manner and on the terms specified in
the said Rules. Provided that the Mortgagor shall repay the entire advance with
interest in full before the date on which he/she is due to retire from service, failing
which the Mortgagee shall be entitled to enforce this security of the Mortgage at
any time thereafter and recover the balance of the advance then due together with
interest and costs of recovery by sale of the Mortgaged property without the
law. It will, however, be open to the Mortgagor to repay the amount in a shorter
period by increasing the quantum of installment and/or by making lump-sum
payment.
paid by the MORTGAGEE to the MORTGAGOR pursuant to provisions contained
in the said Rules the MORTGAGOR doth hereby covenant with MORTGAGOR
that the Mortgagor shall always duly observe and perform all the terms and
conditions of the said Rules and shall repay to the MORTGAGEE the said advance
of Rs……………. (Rupees ………… ………………………………… only)
by…………… monthly installments of Rs………………………..……. from the
pay of the Mortgagor commencing from the month of…………. 200…, or from
the pay of the month following that in which the advance is drawn, till the date of
his superannuation and the balance than remaining outstanding on his
superannuation together with interest on the amount advanced from the date of
the advance to the date of repayment from his gratuity and the Mortgagor hereby
authorizes the Mortgagee to make deductions from his monthly pay/leave salary/
subsistence allowance or any other dues payable to him by the Company of the
amount of such installments and from his gratuity of such of the balances remaining
unpaid at the date of his death/retirement! superannuation as hereinbefore
mentioned, failing which the Mortgagee shall be entitled to enforce this security
of the Mortgage at any time thereafter and recover the balance of the advance then
due together with interest and cost of recovery by sale of the Mortgaged property
Without the intervention of the court or in such other manner as may be permissible
under the law. It will however, be open to the Mortgagor to repay the amount in
shorter period by increasing the quantum of installment and/or making lump-sum
payment.
Note: (Delete clause (i) (a) or (i) (b) whichever is inapplicable).
824
* As per the sanction order of his advance.
ii) If the Mortgagor shall utilize the advance for a purpose other than that for which
the advance is sanctioned or if the MORTGAGOR shall become insolvent or shall
cease to be in service for any reason other than normal retirement/superannuation
or if he/she dies before payment of the advance in full, or if the MORTGAGOR
shall fail to observe or perform any of the terms, conditions and stipulations specified
in the said Rules and on his/her part to be observed and performed then and in any
such case the whole of the principal amount of the advance or so much thereof as
shall then remain due and unpaid shall become payable forthwith to the
MORTGAGEE with interest thereof at ………………………. per cent per annum
calculated from the date of payment by the MORTGAGEE of the first installment
of the said advance. Notwithstanding anything contained herein, if the Mortgagor
utilizes the advance for a purpose other than that for which the advance is
sanctioned, it shall be open to the Mortgagee to take such disciplinary action,
against the Mortgagor as may be considered appropriate by the Mortgagee.
secure repayment of the aforesaid advance and interest as shall at any time or time
hereinafter be due to the Mortgagee under the terms of these presents the Mortgagor
doth hereby grant, convey, transfer or assure unto the Mortgagee ALL AND
SINGULAR THE said property comprised in the said conveyance dated
…………… and more particularly described in the schedule hereunder written
together with buildings to be erected by the Mortgagor on the said property, if any
(hereinafter referred to as the Mortgaged property) or materials for the time being
therein with all rights, easements and appurtenances to the said Mortgaged property
or any of them belonging subject to covenants by the purchaser and to the conditions
therein contained to HOLD the same unto the Mortgagee absolutely but subject to
the terms and covenants of the said conveyance and subject nevertheless to the
proviso for redemption hereinafter contained PROVIDED ALWAYS and it is
hereby agreed and declared by and between the parties here to that the
MORTGAGOR shall duly pay to the MORTGAGEE the said principal sum and
interest hereby secured in the manner herein provided and also the other moneys
(if any) determined to be payable by the MORTGAGOR to the MORTGAGEE
under the terms and conditions of the said Rules then the Mortgagee will at anytime
thereafter upon the request and at the cost of MORTGAGOR reconvey, retransfer
and reassure the said Mortgaged property unto and to the use of Mortgagor as he
may direct.
shall be any breach by the Mortgagor of the covenant on his/her part herein
contained or if the MORTGAGOR shall become insolvent or shall cease to be in
service for any reason other than normal retirement/ superannuation or if he/ she
dies before all the dues payable to the MORTGAGEE under these presents or
otherwise then and in any of such cases it shall be lawful for the MORTGAGEE
TO SELL without the intervention of the court, the said Mortgaged property or any
part thereof either, together or in parcels and either by public auction or by private
825
contract with power to buy in or rescind any contract for sale and to resell without
being responsible for any loss which may be occasioned thereby and to do and
execute all such acts and assurances for effectuating any such sale as the
MORTGAGEE shall think fit and IT IS HEREBY declared that the receipt of the
MORTGAGEE for the purchase money of the premises sold or any part thereof
shall effectually discharge the purchaser or purchasers therefrom AND IT IS
HEREBY declared that the MORTGAGEE shall hold the moneys to arise from
any sale in pursuance of the aforesaid power UPON TRUST in the first place
thereout to pay all the expenses incurred on such sale * (and in the next place to
pay to …………………. the Delhi Development Authority the lessor of the
Mortgaged property………………. 50 per cent of the unearned increase pursuant
to close ……………. of the said lease) and then to pay moneys in or towards the
satisfaction of the moneys for the time being owing on the security of these presents
and the balance, if any, to be paid to the Mortgagor.
v) THE MORTGAGOR hereby covenants with the MORTGAGEE as follows:
a) That the Mortgagor now hath in himself/herself good right and lawful
property unto and to the use of the MORTGAGEE in a manner aforesaid.
@ b) That the Mortgagor shall carry out the construction of the house/additions
for installments of advance admissible at the plinth/roof level, that the
construction is being carried out in accordance with the plan and estimates
furnished by him to the Mortgagee, that the construction has reached
plinth/roof level and that the amount already drawn out of the sanctioned
advance has actually been used on the construction of the house. He/she
will allow the Mortgagee to carry out either by himself, or through his
representative an inspection to verify, the correctness of the aforesaid
certificates. If a false certificate is furnished by the Mortgagor, he/she
will be liable to pay to the Mortgagee forthwith the entire advance received
by her/him together with interest thereon at ……………. per cent per
annum and further will also be liable to disciplinary action as considered
appropriate by the Mortgagee.
@ Not applicable in case of advance for purchase of ready built house unless
it is for addition of accommodation.
to living accommodation in the aforesaid house within eighteen/twenty-
four months of the receipt of the advance of Rs. …………………………..
(i.e. first installment of advance received on ………………………)
unless an extension of time is allowed in writing by the Mortgagee. In
case of default the mortgagor shall be liable to repay forthwith the entire
826
amount advanced to him together with interest calculated under the said
Rules, in one lump sum. The Mortgagor shall report to the Mortgagee the
date of completion of the house and furnish a certificate to the Mortgagee
that the full amount of the advance has been utilized for the purpose for
which it was sanctioned.
@ Not applicable in case of advance for purchase of ready built house unless
it is for addition of accommodation.
*In the case of Nazul lands in Delhi and in similar cases whatever applicable.
d) That the MORTGAGOR shall immediately insure the house at his own
cost, with the Insurance Agency for a sum not less than the amount of the
fire, flood, earthquake, riot and lightning as provided in the said Rules
inspection. Failure to insure will render the Mortgagor liable to
disciplinary action. In the event of failure on the part of the
MORTGAGOR to effect the insurance against fire, flood, lightning,
earthquake and riot, it shall be lawful but not obligatory for the
MORTGAGEE to insure the said house at the cost of the MORTGAGOR
and add the-amount of the premium to the outstanding amount of the
advance and the MORTGAGOR shall thereupon be liable to pay interest
thereon as if the amount of the premium had been advanced to him as
part of the aforesaid advance at ……………. till the amount is repaid to
the Mortgagee or is recovered as if it were an amount covered by the
security of these presents. The Mortgagor shall give a letter to
Mortgagee as often as required addressed to the Insurer, with which the
house is insured with a view to enable the Mortgagee to notify to the
insurer the fact that the Mortgagee is interested in the insurance
policy secured.
e) That the Mortgagor shall maintain the aforesaid house in good repair at his
own cost and shall pay all the municipal and other local rates, taxes and all
other out-goings in respect of the Mortgaged property regularly until the
advance has been repaid to the Mortgagee in full. The Mortgagor shall also
furnish to the Mortgagee an annual certificate to the above effect.
inspections after completion of the house to ensure that it is maintained
in good repair until the advance has been repaid in full.
interest, if any due thereon drawn on account of the advance in excess of
the expenditure incurred for which the advance was sanctioned.
827
h) That the said Conveyance Deed, dated…………………… is now valid
and subsisting lease of the said Mortgaged property and are in no way
void or voidable and the rents and the covenants and conditions in and by
the indenture of lease reserved have been paid, performed and observed
up to the date of these presents and that the same is assignable in the
manner hereinbefore stated.
i) That the MORTGAGOR will so long as any money shall remain owing on
security of the said Mortgaged property hereinbefore expressed to be
hereby assigned and in case for the period of the said arrangement, duly
said Indenture of lease referred in the schedule hereunder written and
by reasons of the non-payment of the said rent or the breach, non-
performance or non- observance of the said covenants and conditions or
any of them.
j) That the Mortgagor shall not during the continuance of these presents
charge, encumber, alienate or otherwise dispose of the Mortgaged
property.
k) Notwithstanding anything contained therein, the Mortgagee shall be
entitled to recover the balance of the advance with interest remaining
unpaid at the time of his retirement or death preceding retirement to
enforce the security of Mortgage at any time thereafter and recover the
balance of the advance then due together with interest and cost of recovery
by sale of the house/ ownership flat etc, without the intervention of the
court or in such other manner as may be permissible under law.
IN WITNESS WHEREOF THE MORTGAGOR has hereunto set his hand on this day,
month and year above written.
Signed by the said (Mortgagor) ……………………….
in the presence of :-
1st Witness:
Address:
Occupation:
2nd Witness:
Address:
Occupation:
828
Signed by Shri …………………………………………….. for and on behalf and by order
and direction of the SJVN LIMITED in the presence of:
1st Witness:
Address:
Occupation:
2nd Witness:
Address:
Occupation:
* To be filled in by the Mortgagor

Note: Before paying stamp duty on this document the applicants are advised to contact
the respective State Government/Administration for ascertaining the value of Non-
Judicial Stamp Paper and whether an exemption from payment of stamp duty is
available.
829
830
ANNEXURE-E
SURETY BOND
KNOW ALL MEN BY THESE PRESENTS that I ……………………..……….. son/
daughter of …………………………………...……………..a resident of in the district of
………………………………............……………………. at present employed as a
confirmed………………………. in the ………………………….. (name and address of
office) (hereinafter called “the Surety”) am held and finally bound unto the SJVN LIMITED,
a Company incorporated under the Indian Companies Act, 1956 having its registered office
at HIMFED Building, New Shimla, Shimla (hereinafter called “the Company” which
expression shall unless excluded by or repugnant to the subject or context include its
successors in office and assigns) in the sum of Rs……………. (Rupees……………………
only) to be paid to the Company FOR WHICH PAYMENT TO be well and truly made I
hereby bind myself, my heirs, executors, administrators, and representatives firmly be
these presents. As witness my hand this…………… day of …………… Two Thousand
and…………
WHEREAS…………………………….. son/daughter of…………………………… a
resident of ………………………….…… in the district of………………………… at
present employed as a probationer/confirmed …………………...….. in the SJVN
LIMITED (hereinafter called “the Borrower”) but is due to retire on …..………………..)
applied to the Company for an advance of Rs. …………….. for the purpose of purchasing
land and/or constructing a new house or enlarging living accommodation in an existing
house/purchasing ready built house.
AND WHEREAS the Company sanctioned the payment of Rs ……….….. (Rupees…
……………………………………… only) under the Rules framed by the Company to
regulate the grant of advance to Company employees vide sanction letter No. …………
dated …………………. (hereinafter referred to as the “said Rules”):
AND WHEREAS the Borrower has undertaken to repay the said amount in………….
monthly, installments. AND WHEREAS the Borrower has further undertaken to mortgage
the house built/purchased with the help of the said amount and to observe the provisions of
the said Rules. AND WHEREAS in consideration of the Company having agreed to grant
the aforesaid advance to Borrower the Surety has agreed to execute the above bond with
such conditions as hereunder is written.
NOW THE CONDITION OF THE OBLIGATION is such that if the said Borrower shall
while employed in the said or any other office/Company duly and regularly pay or cause to
be paid to the Company amount of the aforesaid advance owing to the Company installments
until the said sum of Rs…………..… (Rupees ……………… ……………………………..
only) shall be duly paid or mortgages to the Company the house built/purchased referred
to above whichever event happens earlier then this bond shall be void, otherwise the same
shall be and remain in full force and virtue. It shall not be necessary for the Company to
proceed against the Borrower before proceeding against the Surety to recover the amount
due under this bond.
831
The obligation undertaken by the Surety shall not be discharged or in any way affected by
an extension of time or any other indulgence granted by the company to the said Borrower.
Signed and delivered by the said …………………………….. on the day, month and year
written above.
(Signature of Surety)
Designation …………..
Office to which attached …………………..
1st Witness:
Address:
Occupation:
2nd Witness:
Address:
Occupation:
Signed by Shri ……………………………
For and on behalf of SJVN LIMITED
1st Witness:
Address:
Occupation:
2nd Witness:
Address:
Occupation:
The stamp duty payable in respect of these presents shall be borne and paid by the Surety.
832
ANNEXURE-F
PROFORMA FOR CERTIFICATION OF THE STAGE OF CONSTRUCTION
Certified that the construction has reached *plinth/window sill/roof level and the amount of
advance drawn has been entirely spent. Further certified that construction has been/is
being carried out strictly in accordance with the plan and estimates furnished.
Signature of the Applicant
Place:
Date:
* Strike out whichever is not applicable.
833
834
ANNEXURE-G
LETTER FOR INTIMATING TO THE LIFE INSURANCE CORPORATION
OF INDIA, COMPANY’S INTEREST IN INSURANCE POLICIES OF
HOUSES CONSTRUCTED/PURCHASED WITH HOUSE BUILDING
ADVANCE ADMISSIBLE UNDER THE RULES
From
To
(Through General Manager)
Dear Sir,
I am to inform you that the SJVN LIMITED is interested in House Insurance Policy
No……………….. secured by your agency and to request that you will kindly insert a
clause to the following effect in the Policy:
Form of clauses to be inserted in the Insurance Policy
1. It is hereby declared and agreed that Shri …………………………………. the
owner of building bearing Municipal No. ……………………… (hereinafter
referred to as the insured in the schedule to this policy) has mortgaged the house
to SJVN LIMITED (hereinafter called the Company) as security for an advance
for the construction of the house and in as further declared and agreed that the
Company is interested in any monies which but for their endorsement is payable
to the said Shri ………………………… (the insured under this policy) in respect
of loss or damage to the said house (which loss or damage is not made good by
repairs, reinstatement or replacement) and such monies shall be paid to the
Company as long as it is the Mortgagee of the house and its receipt shall be full
and final discharge to the corporation in respect of such loss or damage.
2. Save as by this endorsement expressly agreed, nothing herein shall modify or
effect the rights or liabilities of the insured or the Life Insurance Corporation
respectively, under or in connection with this Policy or any term, provision or
condition thereof.
Yours faithfully,
Place:
Date:
Forwarded. The receipt of the letter may kindly be acknowledged. It is also requested that
the undersigned may kindly be informed wherever any claim is paid under the policy and
also if the premium is not paid periodically for renewal of the policy.
Place Designation
Date:
835
836
ANNEXURE-H
RECONVEYANCE FOR HOUSE BUILDING ADVANCE
THIS DEED OF RECONVEYANCE IS MADE THIS ……………………. day of
………….200…. between SJVN LIMITED a Company incorporated under the Indian
Companies Act, 1956 and having its registered office at HIMFED Building, New Shimla,
Shimla (hereinafter called the Mortgagee which expression shall unless excluded by or
repugnant to the subject or context include its administrators successors in office and
assigns) of the one part and …………………………………son/daughter of
……………………..(hereinafter called the Mortgagor which expression shall unless
excluded by or repugnant to the subject or context include his/her heirs, executors,
administrators and assigns) of the other part.
WHEREAS by an indenture of mortgage, dated the……….. day……… of……….. 200….
and made BETWEEN the Mortgagor of the one part and the Mortgagee of the other part
and registered at ……….. in Book volume …………. pages ……to ……… as No. ……
for…………………. (hereinafter called the PRINCIPAL INDENTURE). The Mortgagor
by the said Principal indenture mortgaged the property at ……................... and more
particularly described in the schedule hereunder written to the Mortgagee to secure an
advance of Rs…………………………… made by the Mortgagee to the Mortgagor.
AND WHEREAS ALL MONEY due and owing on the security of the PRINCIPAL
INDENTURE have been fully paid and satisfied and the Mortgagee has accordingly at the
request of Mortgagor agreed to execute reconveyance of the Mortgaged premises as is
hereinafter contained. NOW THIS INDENTURE WITNESSETH that in pursuance of the
said agreement and in consideration of the premises the Mortgagee doth hereby grant,
assign and reconvey unto the Mortgagor, ALL THAT THE Piece of land situated at
……………………………….…..…… and comprised in the said Principal indenture and
more particularly described in the Schedule hereunder written with their rights, easements
and appurtenances as in the PRINCIPAL INDENTURE expressed and all the estates right,
title, interest, property claim and demand whatsoever of the Mortgagee into out of or upon
the said premises by virtue of the PRINCIPAL INDENTURE to have and to hold the
premises herebefore expressed to he hereby granted, assigned and reconveyed unto and to
the use of the Mortgagor, for ever freed and discharged from all moneys intended to be
secured by the said PRINCIPAL INDENTURE and from all actions, suits, accounts, claims
and demands for, or in respect of the said moneys or any part thereof, for or in respect of,
the PRINCIPAL INDENTURE OR of anything relating to the premises AND THE
Mortgagee has not done or knowingly suffered or been party or privy to anything whereby
the said premises or any part thereof, are/is or can he impeached, incumbered or effected
in title estate of otherwise howsoever, IN WITNESS whereof the Moortgagee has caused
………………... on his behalf to set his hand the day, month and year first above written.
837
838
SCHEDULE ABOVE REFERRED TO
Signed by ……………………………………………. for and on behalf of the Mortgagee

…………………………….. in the presence of
(SIGNATURE)
for and on behalf of SJVN LIMITED
1st Witness:
Address:
Occupation :
2nd Witness:
Address:
Occupation :
839
840
ANNEXURE-I
(ON NON-JUDICIAL STAMP PAPER)
AGREEMENT TO BE EXECUTED AT THE TIME OF DRAWING THE
HOUSE BUILDING ADVANCE (ENGLISH MORTGAGE)
THIS AGREEMENT MADE ON ……………… day of………Two Thousand
…………………………….. between ……………………………. son/daughter/wife of
………………...………….. at present serving as ……………………………………
(hereinafter called the “Borrower” which expression shall unless excluded by or repugnant
to the subject or context include his/her heirs, executors, administrations and legal
representatives) of the one part and the SJVN LIMITED a Company incorporated under
the Companies Act, 1956 and having its registered office at HIMFED Building, New Shimla,
Shimla (hereinafter called the ‘Company’ which expression shall unless excluded by or
repugnant to the subject or context include their successors in office and assigns) of the
other part.
WHEREAS the borrower desires to purchase land and/or construct a house thereon/enlarge
living accommodation in his/her house at …………………….. purchase a ready built
house/flat at ………………….described in the schedule hereto annexed and
WHEREAS the Borrower has under the provisions of the Rules framed by Company to
regulate the grant of advance to Company employees for building etc. of house (hereinafter
referred to as the “Rules”, which expression shall where the context so admits, include any
amendment thereon or addition for the time being in force) applied to the Company for an
advance or Rupees………………. to purchase the said land and/or construct a house
thereon/enlarge living accommodation in his/her house/purchase a ready built house/flat
as aforesaid and the Company has sanctioned an advance of Rupees………………..……
to the Borrower vide letter No. …………………………….. dated…………………. a copy
of which is annexed to these presents for the purpose aforesaid on the terms and conditions
set forth therein.
NOW IT IS HEREBY AGREED BY and between the parties hereto follows:
a) i) to repay the Company the Said amount of Rupees……………… (Insert full amount
being in force by ………… (number to be filled in) monthly installments of
Rupees……………………….…….. from his pay commencing from the month
of ……………………..Two Thousand and………………. and the borrower
hereby authorize the Company to make such deductions from his monthly pay,
leave salary, subsistence allowance bills or any other dues payable to him by the
Company.
ii) to repay the Company the said amount of Rupees…………….. (insert full amount
being in force by………...……… (number to be filled in) monthly installments of
Rupees……………………...………… from his pay commencing from the month
of…………………. Two Thousand and…………… or from the month following
the completion of the house, whichever is earlier and the Borrower hereby
841
authorizes the Company to make such deductions from his monthly pay, leave
salary, subsistence allowance bills or any other dues payable to him by the Company.
iii) to repay the Company the said, amount of Rupees ……………….. (insert full
amount sanctioned) with interest calculated in accordance with the said Rules for
the time being in force by………………….. (number to be filled in) monthly
installments of Rupees ……………………………from his/her pay commencing
from the month of ……………….Two thousand and …………or from the month
following that in which the possession of the house/flat is taken by the Borrower,
whichever is earlier and the Borrower, hereby authorize the Company to make
such deductions from his/her monthly pay, leave salary, subsistence allowance
bills on any other dues payable to him by the Company.
b) i) within three months from the date of the receipt of the aforesaid advance of
…………… (Rupees……………………………………. ) to expend the aforesaid
amount in the purchase of the said ready built house and mortgage it to the Company
failing which the Borrower shall refund forthwith to the Company the entire amount
of advance received by him together with interest thereon unless an extension of
time is granted by the Company.
ii) to complete construction/enlargement of the said house within eighteen months of
the receipt of the aforesaid advance of Rs…………… (Rupees …………………
……………………..) strictly in accordance with the plan and specifications to
be approved by the Company and on the basis of which the amount of advance is
to be computed and sanctioned finally or within such extended period as may be
laid down by the Company.
iii) within two months from the date of receipt of the amount of Rs………………..
(insert amount or installment to be paid) out of the said sanctioned advance or
within such further time as the company may allow in this behalf, to expend the
aforesaid amount in the purchase of land and to produce for inspection of the
Company the sale deed in respect thereof failing which the Borrower shall refund
to the Company the entire amount of the advance received by him together with
interest thereon.
To complete the construction of the said house within twenty four months of the
receipt of the aforesaid advance of Rs…………… (Rupees……………….………
………………………. ) strictly in accordance with the plan and specifications to
be approved by the Company and on the basis of which the amount of advance is
to be computed and sanctioned finally or within such extended period as may be
laid down by the Company.
iv) within three months from the date of possession of the said house or flat, to mortgage
the said house or flat to the Company failing which the Borrower shall refund
forthwith to the Company the entire amount of advance received by him together
with interest thereon unless an extension of time is granted by the Company.
842
2. If the actual amount paid by the Borrower for the purchase of land and building a
house thereon/enlarging the house/the purchase of the ready built house/flat is less
than the amount received under these presents by the Borrower, to repay the
difference to the Company forthwith.
3. To execute Equitable/Registered English Mortgage mortgaging the said house/
flat/land along with the house to be built thereon to the Company as security for
the amount advanced to the Borrower under these presents as also for the interest
payable for the said amount in the form provided by the said Rules. In case of
Equitable Mortgage to submit an Affidavit and execute an Irrevocable Power of
Attorney in favour of Authorized Official of the Company, authorizing him to
execute on behalf of Borrower a Registered English Mortgage Deed at the cost of
the Borrower.
4. If the land/house/flat is not purchased and the sale deed/lease deed thereof not
produced for inspection of the Company within two months of the date of drawl
of the part of the advance for that purpose or within such further time as the
Company may allow in this behalf/if the house/flat is not purchased and mortgaged
within further time as the Company may allow in this behalf/if the borrower fails
to complete the construction/enlargement of the house, as hereinbefore agreed, or
if the Borrower becomes insolvent or quits the service of the Company or dies, the
entire amount advanced together with interest accruing thereon shall immediately
become due and payable to the Company.
5. Without prejudice to any other right of the Company in that behalf, if any amount
becomes refundable or payable by the Borrower to the Company, the Company
will be entitled to recover the same, through other legal measures, including
adjustment against Borrower’s statutory or contractual dues.
6. The stamp duty payable on these presents shall be borne and paid by the Borrower.

IN WITNESS WHEREOF THE BORROWER has hereunto set his hand and Shri
………….……………………………………. for on behalf of SJVN LIMITED has
hereunto set his hand.
(Signature of the Borrower)
Signed by the said Borrower in the presence of :-
1st Witness:
Address :
Occupation:
2nd Witness:
Address:
Occupation:
(For and on behalf of SJVN LIMITED)
Name: ……………………………..
Designation: ……………………….
843
1st Witness:
Address:
Occupation:
2nd Witness:
Address:
Occupation:
a(ii), b(ii), (iii) and (iv) to be deleted in case of purchase of ready built house/flat
a(i), (iii) and b(i), (iii), (iv) to be deleted in case of construction/enlargement of a house.
a(i), (iii) and b(i) (ii), (iv) to be deleted in case of purchase of land and construction of
house.
a(i), (ii) and b(i), (ii) and (iii) to be deleted in case of acquisition or purchase of house/flat
under the self-financing housing scheme.
(* to he filled in by the Borrower).
844
ANNEXURE-J
LETTER EVIDENCING DEPOSIT OF TITLE DEEDS OF PROPERTY
To Dated :
SJVN LIMITED
HIMFED Building, New Shimla,
Shimla through ……………………….
Sub: Deposit of Title Deeds of Property

Dear Sir,
1. Pursuant to SJVN LIMITED having sanctioned House Building Advance of

Rs…………….. (Rupees.......................................................................... ) to me vide its
Office Order No. …………………dated ……………………. under SJVN House Building
Advance Rules and my Agreement dated.................with you whereby I have undertaken to
repay the amount of advance with interest, costs, charges and expenses and have agreed to
secure SJVN Ltd., by way of an equitable mortgage by deposit of title deeds of my property
at …………………………………… and any accretion thereon.
2. This is to record and confirm that with a view to secure the due repayment of the aforesaid
House Building Advance of Rs…………….. together with interest and other charges thereon
payable by me to you, I have today/ already deposited with SJVN LIMITED located at
.......................... the original title deeds and documents relating to my property situated at
………………………………….. as more specifically described in the Schedule appended
hereto, with intent to create a security thereon by means of mortgage by deposit of title
deeds of the said property together with buildings/erected and/or to be erected thereon, in
terms of the Agreement dated…………. entered into between SJVN and myself.
Yours faithfully,
Full Signature: …………………
Name: …….…………………….
Designation: ……………………
Department: ……………..……..
Employee No. ……………..…..
Place of posting in SJVN ………
845
846
SCHEDULE OF PROPERTY
All that piece of parcel of land/flat/Block/Tenament No……………………………….

Constructed/to be constructed and measuring about…………………sq.mts situated at
…………………. and registered as Sl. No. ……………………… on …………………..
in Book No. …………. Vol………………… on pages ……………to ………………with
the Sub Registrar of Assurances in the District of …….………………………… and Sub-
District ……………………… The aforesaid plot/ flat/block/tenament No……………. is
bounded as follows:
- On or towards the East by ……………………..
- On or towards the West by …………………….
- On or towards the North by……………………..
- On or towards the South by …………………….
Full Signature: …………………
Name: …………………………
Designation: ………………….
Division/Project:……………
Employee No. ..........................
847
848
ANNEXURE-K
(To be executed on non-judicial stamp paper on requisite value)
AFFIDAVIT
Affidavit of Shri …………………… s/o/w/o Shri ………………...……. aged …………
years, resident of ………………………. do hereby solemnly affirm and state as under:-
(1) That I am at present working as ……………………..in………………. Project/
Division of SJVN LIMITED, having its registered office at HIMFED Building,
New Shimla, Shimla (hereinafter called ‘SJVN’).
(2) That SJVN has sanctioned me House Building Advance of Rs. ………………on
the terms and conditions contained in its office order No. …………………. dated
………… and accordingly an Agreement dated was executed by me with SJVN.
(3) That with the intent to secure due repayment of the said House building Advance
together with interest and other charges thereon, I have deposited ……………. on
with SJVN the original title deed of my property situated at………………. more
fully described in the schedule attached hereto in pursuance of the aforesaid
agreement dated ………………………
(4) That I am fully competent to deal with and dispose of, create charge/mortgage the
said property in the manner, I like.
(5) That the title deeds deposited by me are complete in all respects and are the only
documents of title in my possession power and control and that I do not have any
other documents of title relating to the said property.
(6) I confirm and declare that save and except the aforesaid Equitable Mortgage in
favour of SJVN my aforesaid property is free from all encumbrances, claims and
demands. I am the full and absolute owner thereof and no other person has any
right, title interest, claim or demand whatsoever in respect thereof.
(7) I further confirm and declare that my aforesaid property is not affected by or
subject matter of any litigation, attachment, process of court lispendens or otherwise
and there is no impediment in my creating the aforesaid Equitable Mortgage in
favour of SJVN.
(8) I further confirm and declare that I shall not create any charge, encumbrance or
lien on the aforesaid property in favour of any other person till such time the
entire amount in respect of the aforesaid advance has been repaid together with
interest and other charges by me to SJVN.
(9) I further confirm and declare that the creation of Equitable Mortgage by deposit of
title deeds of the property with intent to create security of the said property shall
include any further additions/ accretions thereto and I shall not obtain any loan or
advance from any other source by creating further charge/lien on the property or
any addition/accretion thereto.
849
DEPONENT
VERIFICATION
I the above named deponent do hereby verify that the facts stated in the paras 1 to 9 above
are true to my knowledge and no part of it is false and nothing material has been concealed
therefrom.
Signed and verified at ……………….. this ………………… day of 200….
DEPONENT
SCHEDULE OF PROPERTY
1. All that piece or parcel of land/fIat/block Tenemant No. …………..constructed/to
be constructed, and measuring about…………..sq.mts. situated at………………
and registered at SI.No………………… on ……………... in Book No…………..
Vol……….on pages ………… to………… with the Sub-Registrar of Assurances
in the District of ……………… and Sub-District…………………. The aforesaid
plot/fIat/block/tenemant No…………………is bounded as follows:
On or towards East by ………………………….....
On or towards West by …………………………….
On or towards North by …………………………..
On or towards South by…………………….. ……
2. Description of Deeds & Documents deposited
1. Title Deed of the property No…………. dated………………
2. Mutation Certificate or Extracts of Khasra/ Khatuni/ Mutation Record.
3. Permission to mortgage the proper from………………………
4. Allotment letter and Original share certificate (in case of membership of Regd.
Co-op. Societies).
5. ……………………………………………….
Full Signature: …………….
Name: ……………………..
Designation:……………….
Division/Project: ……..……
Employee No. ……..……….
850
ANNEXURE-L
(On Non-Judicial stamp paper of appropriate value as per applicable Law)
POWER OF ATTORNEY
KNOW ALL MEN BY THIS POWER OF ATTORNEY that I …………………….. son/
daughter/wife ……. ………………………… of…………………. resident of …………..
presently working in the capacity of ……………………………… with SJVN LIMITED
with its registered office at HIMFED Building, New Shimla, Shimla (hereinafter called
the ‘SJVN’) having executed an Agreement dated ………………………………………
for obtaining House Building Advance of Rs……………………………... from SJVN
against mortgage of my immovable property bearing Plot/Flat No. …………………….
situated at …………….. and having agreed to execute an Irrevocable Power of Attorney
in favour of SJVN empowering it to execute an English mortgage deed and get the same
registered, I do hereby irrevocably appoint ……………………….. of SJVN to be my
lawful attorney to action my name and on my behalf for the purposes hereinafter mentioned:-
i) To execute the mortgage deed in the form known as English Mortgage of the
whole of my aforesaid property including future accretion thereto in favour of
SJVN as security towards repayment of the sum of Rs. ……………… borrowed
by me from SJVN alongwith interest secured costs and charges thereon in
accordance with the Agreement dated ………………… executed by me in favour
of SJVN, and presence it for registration before Registration Authority and get it
registered under the Registration Act, 1908.
ii) And to do all such other acts or things as my said attorney shall deem fit for the
purpose of securing the repayment of House Building Advance together with
interest, accrued, costs and charges.
AND I HEREBY AGREE to ratify and confirm all and whatever my said Attorney shall do
under and by virtue of these present.
IN WITNESS WHEREOF I ………………………….…. have hereunto got my hand this
day……………… of …………..Two Thousand and……… in the presence of witnesses.
SIGNATURE OF THE BORROWER
WITNESSES:
1. Name :
Designation :
2. Address :
(NOTE : This is to be registered with Registrar of Assurances concerned)
851
852
ANNEXURE-M
PERSONAL BOND
KNOW ALL MEN BY THESE PRESENTS THAT
I, son of………………..……………………… (hereinafter referred to as the ‘Bounden’)
am held and firmly bound unto the SJVN LIMITED, a company incorporated under
Companies Act 1956 having its registered office at HIMFED Building, New Shimla, Shimla,
Himachal Pradesh (hereinafter referred as ‘company’) in the sum of
Rs………………………………… to be paid to the company for which payment well and
truly to be made I bind myself, my heirs, executors, administrators and legal representative
by these presents.
SIGNED the………………. Day of………………200….. WHEREAS THE BOUNDEN
has applied to the company for an advance of Rs………………….. (hereinafter referred to
as “the said advance”) for the purchase/construction of a residential flat in the building
known as and situated at ………………………….. ……………………….and more
particularly described in the Schedule hereunder written* and which building is to be
transferred shortly to the Cooperative Society having its registered office at……………
……………………………. (hereinafter referred to as the ‘Society’ which has been duly
sanctioned by the company on the terms and conditions interalia that the Bounden do
execute in favour of the company a bond in the manner hereinafter contained.
NOW THIS BOND IS CONDITIONED TO VOID
(a) If the Bounden duly repays to the company the said advance of Rs. ………….
(Rupees ……….. ……………………………………… only) (insert full amount
sanctioned) in ……………………… installments from his pay commencing from
the month of …………. Two Thousand and …….. or from the month following
that in which the possession of flat is taken over, whichever is earlier, and he shall
after paying the full amount of advance also pay interest thereon ……………
monthly installments in the manner and on the terms specified in the said rules and
the Bounden hereby authorizes the company to make deductions from his monthly
pay, leave salary and subsistence allowance of the amount of such installments. It
will, however, be open to the Bounden to repay the amount in a shorter period.
OR
(a) (i) NOW THIS BOND IS CONDITIONED TO BE VOID if the Bounden duly repays
to the company the advance of Rs………………. hereinafter referred to as the
principal amount and interest thereon calculated in accordance with the said rules
of the company in …………………… monthly/installments from the month of
………… Two Thousand and ………….. or the date of taking over possession of
the ready built flat whichever is earlier, in such a way that the Principal amount
and/or interest outstanding at the time of his/her retirement will be less than or
equivalent to the amount of anticipated gratuity of Rs. ……………….. payable to
853
him/her under SJVN Gratuity Trust Deed and the Bounden hereby authorizes the
company to make deductions from his/her monthly salary and subsistence allowance
bills of such instilments and to adjust the outstanding balance of Principal and/or
interest at the time of retirement against the aforesaid anticipated amount of gratuity
for which the Bounden hereby covenants with the company to give necessary
acquittance to the Trustee of SJVN Gratuity Trust in such form and at such time as
may be required.
Note: Clause (a) (i) will be applicable where the employee seeks gratuity adjustment
against H.B.A and clause (a) will be applicable in all other cases.
(b) Within one month from the date of these presents utilize the amount of each
installment the said advance in the purchase/construction of residential flat in the
building known as and situated at ………………………… and more particularly
described in the Schedule hereunder written.
(c) On transfer being executed in favour of the Bounden of the house/flat or plot, he
would mortgage it to the company as security for the advance obtained from the
company.
(d) Does not transfer, assign, underlet the said flat or any interest therein or part with
possession thereof or transfer or otherwise alienate the said shared/debentures/
without the previous consent in writting of the company.
(e) So long as the said advance and interest or any part thereof is outstanding and if so
required by the company hand over the shares/debentures of the Society to the
company along with properly signed blank transfer forms as further security for
the said advance.
(f) executes or furnishes such agreement(s) and other document (s) with the company
as may required by the company from time to time.
IT IS HEREBY AGREED by the Bounden as under:
1) The said advance or the balance thereof for the time being due by the Bounden to
the company and all other moneys due under these presents, shall become
immediately payable in each and every of following events:
(a) If the Bounden fails to pay any installment or repayment of principal on its
due date as and when it may become due and payable.
(b) If the Bounden makes default in payment of any installment of interest on its
due date as herein above.
(c) If any distress or execution shall be levied upon any property of the Bounden
or a recoverer thereof be appointed.
(d) If the Bounden commits a breach of anyone of the said covenants or provisions
and on his part to be observed and performed or the House Building Advance
Rules of the Company as in force from time to time or commits any breach
of the Agreement(s) deed(s) or other instrument (s) entered into between the
company and the Bounden.
854
(e) If the Bounden dies or retires from or ceases to be in the service of the
company.
(f) If the Bounden presents a petition for being adjudged insolvent or is
adjudicated insolvent.
(2) The company shall have the absolute right and full liberty to deduct every month
from the Bounden’s salary the amount of monthly installment and appropriate the
same towards the said monthly installments in repayment of principal and interest
and for purpose aforesaid the Bounden hereby irrevocably the company to make
such deductions without the necessity of any further consent or concurrence of
the Bounden.
(3) In the event of the retirement or death before retirement of the Bounden, company
will be entitled to recover the entire unpaid balance of the said advance remaining
unpaid at the time of such retirement or death and all unpaid interest thereon from
any amount due to him.
(4) Whenever any installment of the principal or interest or any other sum due and
payable by the Bounden under these presents shall be in arrears, company shall be
entitled to recover the same as an arrear of land revenue PROVIDED ALWAYS
THAT this clause shall not affect any other rights power and remedies of the
company.
IN WITNESS WHEREOF THE bounded above mentioned has hereto set his hand the day
and year first hereinabove written.
THE SCHEDULE ABOVE REFERRED TO

SIGNED AND DELIVERED BY THE SAID BOUNDEN……………………………
In the presence of:
1st Witness: 2nd Witness:
Name: Name
Occupation: Occupation:
Address: Address:
Signed by Shri………………………………
For and on behalf of SJVN LIMITED.

In the presence of:
1st Witness: 2 nd Witness:
Name: Name:
Address: Address:
• Applicable only to the flats purchased in a building owned by Cooperative
Housing Society
855
856
ANNEXURE-N
JOINT SURETY BOND
We (l)……………………………………………………………………………………of
…………………………..(2) ……………………………….. Department etc) do hereby
declare ourselves sureties for Shri/Smt ……………………………...……….. (hereinafter
referred to as “the Bounden”) and do hereby gurantee that the Bounden shall do and perform
all that he has undertaken to do and perform under the Bond dated the……………….. day
……….……. of 200……….. executed by him in favour of the SJVN LIMITED a company
incorporated under the Companies Act 1956, having its registered office at HIMFED
Building, New Shimla, Shimla Himachal Pradesh (hereinafter referred to as “Company”)
and do hereby bind ourselves our respective heirs, executors and administrators to pay to
the company a sum of Rs………….……………. (in words Rupees………………………
…………………………. ) being the amount due and payable by the Bounden under the
said bond or such sum as the company shall deem to be sufficient to cover any loss or
damage the company may have substained by reason of default of the Bounden, and we do
hereby further agree that the company may without prejudice of any other rights and
remedies recover from us the said sum as arrears of land revenue and we do hereby further
agree that any forbearance in enforcement of the said bond or any other indulgence granted
to the Bounden or any variation of their terms of the said Bond or any time given to the
Bounden or any other conditions or circumstances under which in law a surety would be
discharged will not discharge us from our liability to pay the said sum and for the purpose
of enforcement of this Bond our liability under this Bond will be principal debtors and
joint and several with that of the Bounden.
Dated this ………………………………….. day of ……………… 200….
Signed by the sureties above named:
Surety No.1 Surety No.2
Designation ……………………. Designation …………….
Employee No…………………… Employee No.……………..
In the presence of:

1st Witness:
Name:
Address:
Occupation:
2nd Witness:
Name:
Address:
Occupation:
857
Signed by Shri…………………………………………………..
For and on behalf of SJVN LIMITED.
In the presence of:
Ist Witness:
Name:
Address:
Occupation:
2nd Witness:
Name:
Address:
Occupation:
——————————————————————————————————
The Stamp duly payable in respect of these presents shall be borne and paid by the surety.
858
Annexure-O
SJVN LIMITED
CC/Pers/HBA( )/10/ Dated : _____________
OFFICE ORDER
In partial modification of Office Order no.___________________
dated______________ the HBA sanctioned to Sh._____________________,
designation _______________________SJVN Emp.
No._____________________________ is hereby revised from the existing Rs.
_________/- (Rupees __________________only) to Rs._________/-
(Rupees____________) only towards housing property located at
______________________ in pursuance to modified ceiling notified vide CPC No. 221/
10 dated 7.10.2010.
The ________no. of instalments amounting to Rs.______________ have already been
disbursed. Therefore, the remaining instalments will be disbursed/released as under:
S.No. Serial Order of instalment Amount.

1.
2.
3.
The instalments in revised ceiling will be released on submission of addendum to the

Agreements and Surety Bond as per prescribed format.
The other terms and conditions of the Office Order referred at Para No.1 will remain
unchanged.
This issues with the approval of Competent Authority.
(Personnel Officer)
Distribution:
********
859
860
CONVEYANCE ADVANCE
RULES
861
862
CONTENTS
RULE TITLE PAGE
1.0 Short Title 865

3.0 Scope 865
4.0 Eligibility 865
5.0 Amount 867
6.0 Procedure 868
7.0 Disbursement 869
8.0 Terms & Conditions 869
9.0 Interest 871
10.0 Repayment 871
11.0 General 872
Annexures
Questionnaire 873
Form 01 Application for Advance for the Purchase of Motor 875
Car/Jeep/Scooter/Motor-Cycle
Form 02 Proposal Sheet for Sanction of Conveyance Advance for 879
Repayment
Form 03 Proposal Sheet For Sanction of Advance for Purchase 881
of Vehicle
Form 04 Sanction Order 883
Form 05 Form of Agreement for the Purchase of a Motor Vehicle 885
Form 06 Surety Bond 887
Form 07 Advice for Payment of Conveyance Advance 889
Form 08 Deed of Hypothecation 891
863
CONVEYANCE ADVANCE RULES
864
1.0 Short Title:
These rules may be called “SJVN Conveyance Advance Rules”.
2.0 Applicability:
These rules shall be applicable to all full time employees of the Company except:
(i) Lien holders;
(ii) Deputationists;
(iii) Apprentices/trainees, whether engaged under Company’s own training
scheme or under the Apprentices Act, 1961; and
(iv) Muster roll, daily rated, casual, badli, workcharged or substitute
employees.
3.0 Scope:
3.1 The provisions of this chapter shall regulate the cases relating to the grant of
conveyance advance for purchase of motor cars (including jeeps), scooters/
motorcycles and mopeds by the eligible employees of the Company.
3.1.1 The provisions of this chapter shall also regulate mutatis mutandis the cases relating
to the grant of conveyance advance for repayment of the balance amount of
conveyance advance together with accrued interest thereon, directly by the
Company to the parent organization of such employees as join/get absorbed in the
Company from other Government Departments/Public Sector Undertakings/
Statutory Corporations/Quasi- Government Bodies.
3.1.2 No advance shall be granted in case the total deduction (statutory/otherwise)
4.0 Eligibility:
4.1 The advance will be granted only to such employees as have completed atleast
one year’s service in the regular establishment of the Company or who have been
subscribing for atleast one year either to the SJVN Provident Fund Account or any
other recognized Provident Fund Account.
Provided that the above stipulation regarding minimum one year’s service shall
not be applicable in respect of such employees of Government Departments/Public
Sector Undertakings/Statutory Corporations/Quasi- Government Bodies as join
the services of the Company and apply for an advance for the purpose of repayment
of the balance amount of conveyance advance earlier taken from their parent
organizations/departments and interest accrued thereon in whose cases the principal
and interest will be taken as it is.
865
Further provided that HPSEB employees after absorption in SJVN shall be eligible
for grant of advances during probation period subject to having served atleast one
year prior to absorption in SJVN.
4.2 An advance towards the purchase of a car (including repayment of an advance
taken from an earlier organization from which an employee has joined the
Company) shall be granted to the employees in the Executive category, Supervisors
and Workmen (W8 & above).
4.2.1 In case employee is eligible under Clause 4.2 above but before become eligible in
SJVN he had already taken loan from Nationalized Banks/Govt./Financial
Institutions for purchase of new Car, conveyance advance towards outstanding
loan including interest thereon be paid to bank/financial institutions directly not
exceeding amount admissible under these rules subject to employee furnishes the
following:
i. Proof in support of availment of loan.
ii. Proof of outstanding loan.
iii. Registration Certificate & Insurance.
iv. Proforma Invoice for the Motor Car.
v. Undertaking for repayment of additional amount of outstanding loan, if
any.
vi. Undertaking for submitting certificate in respect of vehicle stand free
from hypothecation and encumbrance of respective Bank/Institution.
*For the purpose of repayment of loan to Financial Institution under
above Clause the revised ceiling will be applicable in respect of those
loans which are drawn after 26.11.08.
4.2.2 Employee shall complete all formalities required under these rules for conveyance
advance under above Sub Rule.
4.3 An advance towards purchase of a scooter/motor cycle & Moped (including
repayment of an advance taken from an earlier organization from which an
employee has joined the company) shall be granted to all the employees at workmen
& Supervisory Level in the grade of W1 and above.
4.4 An employee who is otherwise eligible for grant of advance for the purchase of a
scooter/motorcycle and moped shall not be eligible for the advance if a vehicle of
the same/higher type is already owned and registered in his name, unless he desires
to sell of the same and utilize the sale proceeds for the purchase of another similar/
higher type of vehicle.
4.5 An employee who is otherwise eligible for grant of advance for the purchase of a
car shall not be eligible for the advance if a vehicle of the same type is already
owned and registered in his name, unless he desires to sell off the same and utilize
the sale proceeds for the purchase of another similar vehicle.
866
4.5.1 For the purpose of rules 4.4 and 4.5, a motorcycle/scooter/moped of any make/
brand will be deemed to belong to the same type; similarly, a car (including jeep)
of any make/brand will be deemed to belong to the same type.
4.6 An employee will be eligible for the advance only if an earlier conveyance advance
sanctioned to him, if any, has been recovered in full and a minimum period of 4
years reckoned from the date of drawl of the last advance has elapsed. Provided
that the above restriction of 4 years shall not apply, in case of purchase of
a motor-car where the earlier advance was drawn for the purchase of a scooter/
motorcycle/moped.
4.7 An employee who has transferred the ownership (other than by way of sale) of his
vehicle, owned and registered in his name within the last one year of the date of
making an application shall not be eligible for grant of the advance.
4.8 The advance will not be sanctioned to an employee who is to leave the services of
the Company within 36 months of the grant of advance either on superannuation
or otherwise.
4.9 An employee during his suspension period shall not be eligible for the advance.
4.10 Non- Executive Employees level who are otherwise eligible for grant of advance
for purchase of scooter/motorcycle shall be also permitted to purchase a vehicle
of higher type i.e. car subject to following:
i) The advance sanctioned shall be restricted to entitled mode of
conveyance.
ii) The anticipated cost of vehicle (higher type) shall be more than 90% of
the cost of entitled mode of conveyance.
iii) The vehicle of higher mode purchased shall be hypothecated to the
company and shall be comprehensively insured.
5.0 Amount:
5.1 The maximum amount of advance for the purchase of a motor car to an employee
shall be as under :
5.1.1 For advance granted for the first time:
i) Actual cost of Motor Car or Rs.6.5 lacs (Six lacs & fifty thousand)
whichever is lower for executives in the grades of E7 above.
ii) Actual cost of Motor Car or Rs.5 lacs (five lacs) whichever is lower for
executives in the grades of E5 to E6.
iii) Actual cost of Motor Car or Rs. 3 lacs (three lacs) whichever is lower
for executive in the grades of E2 to E4.
iv) Actual cost or 90% of cost of Maruti, Alto Std. (not exceeding the amount
admissible under Sr. No. (iii) above, whichever is lower, for the
employees in the grade of Supervisors and Workmen (W8 and above).
867
5.1.2 For advance granted for the subsequent occasions
Amount of advance as admissible in para 5 .1.1 reduced by the sale proceeds of
the previous vehicle, after repayment of previous advance.
5.2 The maximum amount of advance for the purchase of two wheeler for the first
time shall be
• Actual cost or Rs. 50,000/- whichever is less.
5.2.1 For advance granted for the subsequent occasions
Amount of advance as admissible in Para 5.2 reduced by the sale proceeds of the
previous vehicle, after repayment of previous advance.
NOTE: Registration money, however, wherever applicable will be paid by the employee
in full.
5.3 If a vehicle owned and registered in the name of an employee has been sold of by
him within the last one year of the date of making an application, the amount of
advance will be restricted to the difference between the cost of the vehicle to be
purchased and the sale proceeds of the vehicle (provided the sale proceeds are
lesser than the cost of the vehicle to be purchased) subject to the ceiling of the
maximum permissible amount of advance. If the sale proceeds have been utilized
for payment of an earlier conveyance advance, only such portion of the sale
proceeds as is left over with the employee will be taken into account for calculating
the aforesaid difference.
5.4 The number of occasions on which advance can be granted to an employee shall
not exceed three each for scooter/motorcycle/moped and car during his entire
service, subject to fulfillment of other conditions of these rules.
5.5 The anticipated price of the vehicle will include expenditure on items like spare
wheel together with a tyre and tube or pillion seat of a scooter, which have to be
necessarily purchased alongwith the scooter/ motor-cycle and motor car. It shall
not, however, include the cost of accessories like radio in a car, plastic cover etc.
which are not essential items and are purchased by the customer of his own volition
and the insurance charges, road tax etc. payable for the vehicle purchased.
6.0 Procedure:
6.1 An employee, who satisfies the conditions of eligibility laid down herein, may apply
in the prescribed proforma through proper channel to his head of department. If
the head of department is prima facie satisfied that it is necessary for the applicant
to maintain and use his own conveyance in the interest of Company’s work, he
will recommend for the grant of the advance and refer the application to the
concerned Personnel Department.
6.2 On receipt of the application in the Personnel Department, the concerned dealing
officer will scrutinize the application with reference to the eligibility conditions
as provided herein and budget availability as well as the repaying capacity of the
868
concerned individual; and will thereafter put up the case alongwith his observations
for the consideration of the Sanctioning Authority as per delegation of powers. If
he is satisfied, he will accord his approval to the grant of conveyance advance.
Thereupon the sanction order will be issued by the concerned dealing officer of
the Personnel Department.
7.0 Disbursement:
7.1 On receipt of the sanction order by the employee concerned, he will be required to
execute an Agreement in the prescribed proforma, to hypothecate the vehicle in
favour of the Company on a non-judicial stamp paper of the requisite value as also
a Surety Bond, in the prescribed proforma, from a confirmed employee of the
Company, who fulfils the following requirements:
7.1.1 His salary/wages is not less than two-third of that of the applicant.
7.1.2 He is not likely to superannuate within 12 months of the date of executing the
Surety Bond.
7.1.3 He has not stood surety in more than two cases of conveyance advance.
7.1.4 The employee applying for conveyance advance has not already stood as a surety
for him when he applied for conveyance advance.
7.1.5 He is working, to the extent possible, in the same division/office where the applicant
is working for the time being.
7.2 The applicant shall be required to get executed a Surety Bond from another
substitute surety in the event of the surety employee’s leaving the services of the
Company before the applicant has hypothecated the vehicle in favour of the
Company.
7.3 The liability of the surety will continue so long as the vehicle is not hypothecated
to the Company or till the advance, in full (including interest thereon), is repaid to
the Company, whichever event happens earlier.
7.4 On receipt of the Agreement and Surety Bond in the concerned Personnel
Department, the dealing officer will get it vetted by the Legal Department. After
the documents are found to be in order, the same will be returned to the concerned
Personnel Department and a communication advising the concerned Accounts
Department to release the amount to the concerned individual will be issued
whereupon the amount will be released by the Accounts Department.
8.0 Terms & Conditions:
8.1 The sanction order for the advance shall remain valid for a period of four months
from the date of issue of the sanction order or the close of financial year whichever
is earlier.
8.2 The employee should purchase the vehicle within a period not exceeding 30 days
from the date of drawl of the advance, failing which the entire amount of advance
alongwith the accrued interest thereon shall be refunded forthwith by him to
the Company.
869
Provided, however, he may apply to the sanctioning authority for extension of the
aforesaid time limit by a period not exceeding 30 days and the authority in deserving
cases may grant such extension of time. The employee must complete the purchase
of the vehicle within the extended period so allowed to him.
8.3 If the price paid for the vehicle is less than the amount of advance drawn, the
excess amount shall be refunded to the Company within seven days of the purchase.
8.4 Immediately on the purchase of the vehicle and in no case later than 30 days from
the date of purchase of the vehicle, the employee shall submit the Deed to the
concerned Personnel Department, in the prescribed proforma on a non-judicial
stamp paper of the requisite value hypothecating the vehicle in favor of the
Company. In addition, he shall be required to submit to the concerned Personnel
Department a stamped receipt from the vendor/seller for the amount paid for the
vehicle, registration book as a token of evidence of the actual transfer of the
ownership of the vehicle to the employee and a comprehensive insurance policy
insuring the vehicle for an amount not less than the amount due to the Company,
for verification and acceptance by the concerned Personnel Department.
8.5 The employees should keep the vehicle comprehensively insured and renew it
from time to time for an amount not less than the amount due to the Company and
till such time the advance with interest is repaid; and he should produce the receipts
thereof annually or whenever called for to the concerned Personnel Department
for verification. If at any time, the amount insured is less than the amount of
outstanding advance plus interest, the employee shall be liable to refund the
difference to the Company in not more than 3 monthly installments.
8.5.1 At the time of taking the above policy, the employee shall write a letter, in the
prescribed proforma, to the Insurance Company notifying that the vehicle is
hypothecated to the Company.
8.6 An employee desiring to sell or transfer ownership of the vehicle to another person
during the period the vehicle is hypothecated to the Company, shall be required to
obtain prior permission of the sanctioning authority.
8.6.1 If the employee does not wish to purchase another vehicle after sale of the existing
one with prior permission, the balance amount due to the Company shall be refunded
within seven days of the sale/ transfer.
8.6.2 If the employee wishes to purchase another vehicle with the sale proceeds of the
previous vehicle, subject to the approval of the sanctioning authority, he may do
so provided that the purchase is effected within 30 days of sale/transfer of the
previous vehicle subject to the following conditions:
i) the price of the vehicle is not less than the amount outstanding and in the
event of the price of the newly purchased vehicle being less than the sale
proceeds of the previous vehicle, the balance amount shall be refunded
to the Company within seven days.
870
ii) the second vehicle is comprehensively insured and hypothecated in favour
of the Company; and
iii) the employee continues to repay the advance at the same rate as was
being done earlier by him.
8.7 Notwithstanding anything contained hereinbefore, the employee shall be bound to
comply with any supplementary rules/orders which may be made subsequently in
this regard from time to time with a view to safeguarding the Company’s interest
as well as proper and faithful observance of the provisions of these rules.
8.8 Furnishing of false documents or breach of any of the terms and conditions
stipulated in these rules and/or any other supplementary rules/orders will render
the employee concerned liable to appropriate disciplinary action apart from his
being called upon to refund to the Company forthwith the entire advance drawn
by him together with accrued interest.
9.0 Interest:
outstanding on the last date of each month.
9.2 The rate of interest will be the rate, as in force on the date of sanction of advance,
as per the notification issued from time to time. (Current rate of interest for car is
8.5% p.a. and for others 7.5% p.a.).
9.3 Notwithstanding anything contained above, failure of an employee to faithful
observance of any of the terms and conditions attached to the advance sanctioned
will make him liable to pay the interest at the bank lending interest rate.
10.0 Repayment:
10.1 The advance granted to an employee under these rules shall be repaid in full before
superannuation/separation from service of the employee, by equal monthly
installments, as indicated below.
10.1.1 In case of first advance granted for the purchase of a motor car, within a period not
exceeding 12 years.
10.1.2 In case of subsequent advance granted for the purchase of a motor car, within a
period not exceeding 9 years.
10.1.3 In case of advance granted for the purchase of a scooter/motorcycle within a period
not exceeding 6 years.
10.1.4 In case of advance granted for the purchase of a moped within a period not
exceeding 4 years.
10.2 The amount of advance to be recovered from the employee shall be fixed in whole
rupees, except in the case of last installment when the remaining balance, including
any fraction of a rupee shall be recovered.
871
10.3 Recoveries on account of interest will be effected only after the recovery of the
principal amount.
10.4 The total amount of interest due shall be recovered in minimum number of monthly
installments, the amounts of each such installment being not more than the amount
of installment by which the principal amount was repaid. In case of loan granted
for repayment of Principal plus interest to previous employer, the installment will
not be less than what the employee has been paying to his parent organization.
10.5 Recovery of the advance granted under these rules shall commence from the salary/
wages of the month following that in which the advance is drawn.
10.6 The deed of Hypothecation shall stand cancelled after the advance with interest is
fully repaid to the Company and the same shall be returned to the employee duly
endorsed to this effect on the Deed within a period not exceeding 30 days thereof.
11.0 General:
11.1 These rules are framed entirely as a welfare measure and do not confer any right
or benefit on the employees nor impose any obligation or liability, whatsoever, on
the Company and shall not be deemed to be any contract or condition of service
between the Company and any such employee.
11.2 The grant of advance under these rules shall always be subject to availability of
funds and at the sole discretion of the Management.
11.3 The power to interpret and administer the rules shall rest with the Director
(personnel)/Chairman of the Company whose decision shall be final and binding.
The Director (personnel)/Chairman are also empowered to make any supplementary
rules/orders to regulate the frequency/periodicity of the grant of advance to an
individual employee, in case so necessitated due to receipt of a comparatively
larger number of applications.
11.4 The Company reserves the right to modify, cancel, add or amend any of
these rules
********
872
Personnel Copy/Accounts Copy
(To be filled in duplicate)
QUESTIONNAIRE TO BE REPLIED BY THE APPLICANT
(Annexure to the application for Motor-Car/Scooter/Moped Advance)
SL. NO. Question Reply
1. Are you a lien holder or deputationist
or apprentice or trainee or daily-rated
or muster roll employee or an
employee under suspension?
2. Have you completed one year service
in the regular establishment of SJVN
3. Are you due to retire or to leave the
service of the Corporation within 60
months from the date of application?
4. Are you a member of CPF or any
other recognized fund for a period of
atleast one year immediately
preceding the date of application?
5. Whether you have yourself stood as
surety for your surety when the latter
applied for similar advance.
6. Are you already a registered owner of
a similar/higher type of vehicle? If
yes, indicate the reasons for which
advance required.
7. If vehicle already in possession is
being sold please indicate the amount
of sale proceeds and its utilization
(Enclose support for the sale
proceeds).
8. Have you sold off a vehicle owned
and registered in your name during
the last one year of the date of making
the application? If so, indicate the
type of vehicle owned, date of sale
and amount of sale proceeds.
9. Have you transferred the ownership
(otherwise than by way of sale) of any
vehicle during the last one year?
873
874
FORM-1
APPLICATION FOR ADVANCE FOR THE PURCHASE OF MOTOR CAR/
JEEP/ SCOOTER/MOTOR-CYCLE/MOPED
1. Name
2. Employee No.
3. Designation
4. Headquarters
5. Basic Pay and scale of pay as
on the date of application
6. Type of vehicle to be purchased Motor Car/Jeep/Motor
(Tick the appropriate one) Cycle/Scooter/Moped
7. Brand Name of the Vehicle
8. Whether old or new
9. Is advance required for repayment
of advance under Rule 3.1.1 &
or 4.2.1 (if yes, enclose letter
from concerned authorities)
10. Date of joining
11. Amount of advance required
12. Anticipated cost of the vehicle
(enclose quotation from the dealer/seller)
13. No. of installments in which repayment
is proposed
14. Details of employee giving surety:
(a) Name
(b) Designation/Deptt.
(c) Employee No.
(d) Place of posting
(e) Gross pay per month (Pay + DA only)
(f) Date of confirmation
(g) Year of retirement
(h) No. of cases in which
he has already given surety.
875
876
(DECLARATION TO BE FURNISHED BY THE APPLICANT)
1) I have read and understood the Rules under which the advance will be sanctioned
by the Company and agree to abide by the conditions of the grant of advance
prescribed by the Company.
2) The details furnished in the application are true to the best of my knowledge and
belief.
3) I undertake to furnish a fresh surety bond from another employee in the event of
surety as mentioned above leaving services of the company before hypothecating
the vehicle.
4) I do not own a vehicle of the type for which advance is required/higher type.
Date: Signature
Enclosures
Certified that it is necessary for the applicant to maintain and use his own conveyance in
the interest of Company’s work.
Head of the Department
Date: Designation (Seal)
Certified that the funds to the extent of Rs………………………………………… available

for disbursement during the financial year…………………
Date: Officer incharge of Budget Section
Certified that the individual is member of CPF since…………………………………….

For Secretary, SJVN Employees CPF Trust.
877
878
FORM-2
PROPOSAL SHEET FOR SANCTION OF CONVEYANCE ADVANCE FOR
REPAYMENT
_______________________________________________________________________
Name of the Employee Type and brand of vehicle for which
advance is required.
Designation: Amount of advance Rs………………
Department:
_______________________________________________________________________
Points to be examined and replied by the dealing office in Personnel Department for the
information of sanctioning authority.
SI. Points Reply (to be furnished in Yes or No.

NO.
1. Is advance applied for repayment of
advance taken from earlier employer or
other bank/financial institution? If yes,
whether documentary evidence has
been submitted in support from the
previous employer about the out-
standing amount of advance & interest
accrued thereon?
2. Whether the organization to which the
advance is to be repaid is a Govt.
Deptt/Public Sector Undertaking
Statutory Corporation/Quasi Body?
3. Whether payment is required to be
made directly to the organization?
4. The amount of advance and no. of
installments in which it is to be repaid
is within our Rules
5. The employee has agreed to
hypothecate the Vehicle within 30 days
from the date of payment.
Certified that the details contained in the application form and *questionnaire furnished by the
applicant have been verified and found to be in order. Based on these details the applicant is
eligible for sanction of advance.
Sanctioned Personnel officer
Sanctioning Authority
Date:
*To the extent available in Personal File.
879
880
FORM-3
PROPOSAL SHEET FOR SANCTION OF ADVANCE FOR PURCHASE OF
VEHICLE
_______________________________________________________________________
Name of the employee: Type and brand of vehicle for
which advance is required:
Designation:
Department: Amount of advance:
Rs…………………
_______________________________________________________________________
Points to be examined and replied by the Dealing officer in Personnel Department for the
information of sanctioning authority.
SI. Points Reply (to be furnished in Yes or
NO. No)
1. Is the employee eligible for grant of
advance under Rule 2.0 and 4.9 with
reference to his status?
2. Whether the type of vehicle proposed to be
purchased by the applicant permissible to
him, considering his pay and grade (Rule
3.0, 4.2 and 4.3)?
3. Has the applicant completed one year
service in SJVN and subscribing to CPF or
any other recognized Provident Fund
Account for the last One year? (Rule 4.1)
4. The applicant does not have any vehicle
registered and owned in his name.
5. The applicant has not transferred ownership
of any vehicle during last one year
otherwise than by way of sale.
6. Whether applicant is selling off a vehicle
already owned and registered in his name.
If yes, whether he proposes to utilize the
sale proceeds thereof for the purpose of
another vehicle?
881
7. There is no conveyance advance out-
standing against the applicant.
8. Whether a period of 4 years has elapsed
from the date of drawl of last advance, if
any?
9. The employee is not due to retire leave the
services of the Company within 60 months
from the date of application.
10. The amount of advance applied for is
within the limit prescribed under Rule 5.0
of the Rules.
11. In case the vehicle has been sold off during
the last one year the amount of advance
proposed does not exceed the difference
between anticipated price and sale proceeds
of old vehicle.
12. The number of occasions on which advance
has been sanctioned do not exceed three as
indicated under Rule 5.5
13. Whether the availability of funds certified
by Budget Section?
14. Whether the applicant has the capacity to
repay the advance?
15. The anticipated cost price does not include
the cost of accessories, insurance and road
tax etc.
16. Whether the surety as mentioned by the
applicant is eligible to stand surety for him
in terms of Rule 7.1?
Certified that the details contained in the application form and *questionnaire furnished by
the applicant have been verified and found to be in order. Based on these details applicant
is eligible for sanction of advance.
Sanctioned Personnel officer

Date:
*To the extent available in Personal File.
882
FORM -04
No.CC/Pers/ Dated: Dated ……………….
SANCTION ORDER NO.
Sanction to the grant of an advance of Rs……………. (Rupees…………………..………
…………………. ) is hereby accorded as per Rules for the purchase of Car/Scooter/ Motor-
Cycle to Shri ………………......................… Employee No ………………………
Designation ………………….. Department……………. The above advance will be
recovered in ………………. equal monthly installments plus additional installment(s) for
interest subject to the condition that number of installments shall be so regulated that the
repayment of advance together with interest is completed before the retirement of the
employee.
Interest recoverable on the entire amount of advance will be at the rates prescribed by the
Management from time to time.
The sanction is subject to the signing of an Agreement on a judicial stamp paper
(of appropriate value) and a Surety Bond from Shri ……………………….. on a non-
judicial stamp paper (of appropriate value) before drawl of the advance. It is further subject
to execution/production of the following documents to the Personnel Department within
30 days from the date of drawl of advance and other rules and regulations in this regard
laid down by the Management from time to time.
a) Hypothecation agreement on a non-judicial stamp paper of the value of Rs.15/-
b) Stamped receipt from the vendor for the amount paid for the vehicle.
c) Registration book in evidence of the actual transfer of the vehicle in the name of
employee.
d) Comprehensive insurance policy together with a clause in the policy, that the SJVN
LIMITED has interest in the vehicle.
In addition, the employee will be required to produce for verification the receipt of annual
renewal of insurance Policy till the advance is liquidated.
The sanction of this advance is further subject to the following conditions:
1. Non-compliance of the instructions mentioned above within the stipulated period
will necessitate recovery of the entire amount of advance together with penal
interest as may be prescribed by the management from time to time, from the
salary of the employee at the rate of half the salary every month.
2. The employee will be responsible for keeping the vehicle purchased from the
conveyance advance granted by the company comprehensively insured till the
advance together with due interest is fully recovered from him.
3. In case the amount of advance sanctioned is not drawn by the employee within a
period of 4 months from the date of sanction or close of financial year whichever
is earlier the amount so sanctioned would automatically lapse at the end of
such period.
883
4. The sanction will be further subject to the terms and conditions contained in SJVN
Conveyance Advance rules as applicable from time to time.
This issues with the approval of the competent authority.
Personnel officer
Distribution:
1. Shri………….
Through………..
2. Corporate Finance (Enclose Accounts copy of application form and proposal sheet).
3. Personal file
4. Sanction order file.
884
FORM-5
AGREEMENT TO BE EXECUTED AT THE TIME OF DRAWING
ADVANCES FOR THE PURCHASE OF A MOTOR VEHICLE
An agreement made this…………………….. day of……………….Two Thousand

and…….. BETWEEN …………………….. son of …………………………. (hereinafter
called the Borrower which expression shall include his legal representatives, executors,
heirs and administrators) of the one part and the SJVN LIMITED HIMFED Building,
New Shimla, Shimla (hereinafter called the Corporation which expression shall include its
successors and assigns) of the other part.
WHEREAS the Borrower has under the provisions of the Rules framed for the purpose by
the Corporation (hereinafter called Rules and which expression shall include any
amendments thereof and additions for the time being in force) applied to the Corporation
for a loan of Rupees………………… for the purchase of a Motor Vehicle and the
Corporation has agreed to lend the said amount to the Borrower on the terms and conditions
hereinafter contained.
NOW IT IS HEREBY AGREED between the parties here to that inconsideration of the
sum of Rs……………… paid by the Corporation to the Borrower (the receipt of which
the Borrower hereby acknowledges), the Borrower hereby agrees with the Corporation:
(i) to pay to the Corporation the said amount with interest calculated according
to the Rules by monthly deductions from his salary as provided for by the
said rules and hereby authorizes the Corporation to make such deductions
and;
(ii) within one month from the date of these presents to expend the full amount of
the said loan in the purchase of a Motor vehicle or if the actual price paid is
less than the loan, to repay the difference to the Corporation forthwith and.
(iii) to execute a document hypothecating the said Motor Vehicle to the Corporation
as security for the amount lent to the borrower as aforesaid with interest in
the form provided by the said rules
AND IT IS HEREBY LASTLY AGREED AND DECLARED that if the Motor Vehicle
has not been purchased and hypothecated as aforesaid within one month from the date of
these presents or if the Borrower within that period becomes insolvent or quits the service
of the corporation or dies, the whole amount of the loan and interest accrued thereon shall
immediately become due and payable.
885
IN WITNESS whereof the parties have hereunto set the hands this day and year first
before written.
Signature & Designation of the
Borrower
Signed by the said Borrower in the presence of
1. Signature ………………………
Name ………………………….
Address ……………………….
Occupation…………………….
2. Signature …………………….
Name …………………………
Address: ……………………..
Occupation ……………………
Signed by for and on behalf of SJVN LIMITED in the presence of
1. Signature
Name
Address
Occupation
2. Signature
Name
Address
Occupation
Signature & Designation of the Officer

for and on behalf of SJVN LIMITED.
886
FORM-6
SURETY BOND
(On Non-judicial stamp paper of appropriate value)
KNOW ALL MEN BY THESE PRESENTS that I ………………son of…………………
resident of………………………………………..…….. presently employed as Regular/
permanent ……………in……………. (hereinafter called “the surety” which expression
shall include my legal heirs, representatives and executors) am held and firmly bound unto
the SJVN LIMITED HIMFED Building, New Shimla, Shimla (hereinafter called “the
Corporation” which expression shall include its successors and assigns) in the sum of
Rs…………. (Rupees ……………………………………….. only) together with accrued
interest to be paid to the Corporation FOR WHICH PAYMENT TO BE well and truly
made as set in below, I hereby bind myself, my heirs, executors, administrators and
representatives firmly by Two Thousand and………………………..
WHEREAS…………………… S/O………………………. resident of …………….. , at
present employed as temporary/permanent ……………… in the Corporation (hereinafter
called “the Borrower” and due to retire on ……………… ) has applied to the Corporation
for an advance of Rs ………………(Rupees ………………………………………..Only)
for purchase of Car/Motor Cycle/ Scooter.
AND WHEREAS the Corporation has sanctioned an advance of Rs………… (Rupees
…………………………….……………… Only) vide its sanction order NO…………….
dated ………………..under the Rules framed by the corporation to regulate the grant of
advance to Corporation’s employee for the purchase of Car /Motor cycle/scooter (hereinafter
refer to as the “said Rules”).
AND WHEREAS the borrower has further undertaken to repay the said amount in ……
monthly installments of Rs........................................... only.
AND WHEREAS the Borrower has further undertaken to hypothecate the Car/Motor Cycle/
Scooter purchased with the said advance in favour of the Corporation and to observe the
provisions of the said Rules.
AND WHEREAS in consideration of the Corporation having agreed to grant the aforesaid
advance to the Borrower, the surety has agreed to execute the above bond with such
conditions as are hereunder written.
NOW THE CONDITION OF THE OBLIGATION is that if the said Borrower shall while
employed in the said Corporation or any other Company office regularly pays or cause to
be paid to the Corporation amount of the aforesaid advance owing to the Corporation by
installments until the said sum of Rs ……………. (Rupees …………...…
…………………………………... only) be duly paid or hypothecates to the Company the
Car/Motor Cycle/ Scooter purchased, whichever event happens earlier, then this shall be
void, otherwise the same shall remain in full force and virtue. BUT SO NEVERTHELESS,
that if the Borrower shall die or become insolvent or at any time cease to be in service of
887
the Corporation, the whole or so such of the said principal sum of Rs
…………………………….. together with interest thereon as shall then remain unpaid
shall immediately become due and payable to the Corporation and recoverable from the
Surety in lump-sum by virtue of this bond. It shall not be necessary for the Corporation to
proceed against Borrower before proceeding against the Surety to recover the amounts
due under this bond.
The obligation undertaken by the Surety under this bond shall be discharged or in any way
effected by any extension of time being granted to the Borrower or by reason of any other
act or forbearance or other acts of omission or commission on the part of the Corporation
or any other indulgence shown by the Corporation or by any other matter or thing,
whatsoever which under the law, would but for the provisions, have the effect of relieving
the Surety.
Signed and delivered by the said …………………………… on the day, month and year
first above written.
Signature of the Surety
WITNESSES
1. Signature ………………………..
Name ……………………………
Address ………………………….
Occupation ………………………
2. Signature ………………………..
Name …………………………….
Address ………………………….
Occupation ………………………
Signed by Shri………………. in the SJVN LIMITED for and on behalf of SJVN.
WITNESS
1. Signature …………………………….
Name…………………………………
Address ……………………………..
occupation ………………………….
2. Signature……………………………..
Name …………………………………
Address……………………………….
Occupation ………………………….
888
FORM -7
ADVICE FOR PAYMENT OF CONVEYANCE ADVANCE
No.CC/Pers Dated:
Sub: Sanction of Conveyance advance to Shri ………………………….. Employee
No………………. Sanction Order No ……………….. Date ……………………
Please find enclosed following documents for further necessary action:-

1. Agreement Bond
2. Surety Bond
These documents have been verified and got vetted and found to be in order. Payment may
now be released to the concerned employee.
Encl: As above.
Personnel Officer
Establishment Accounts
889
890
FORM -08
DEED OF HYPOTHECATION
THIS INDENTURE made this……………………. day of…………….. Two Thousand
and………. BETWEEN …………………………….. son of ……………………
(hereinafter called “the Borrower” which expression shall include his heirs, legal
representatives, executors and administrators) of the one part and the SJVN LIMITED
(hereinafter called “the Corporation” which expression shall include its successors and
assigns) of the other part.
WHEREAS the Borrower has applied for and has been granted an advance of Rupees
…………………………………… to purchase a Motor Vehicle on the terms of the Rules
framed by the Corporation (hereinafter referred to as “the Rules” which expression shall
include any amendment thereof or additions thereto for the time being in force).
AND WHEREAS one of the conditions upon which the said advance has been/was granted
to the Borrower is/was that the Borrower will/would hypothecate the said Motor Vehicle
to the Corporation as security for the amount lent to the Borrower with interest.
AND WHEREAS the Borrower has purchased with or partly with the amount so advanced
as aforesaid the motor vehicle particulars where are set out in the Schedule hereunder
written.
NOW THIS INDENTURE WITNESSETH that in pursuance of the said agreement and for
the consideration aforesaid the Borrower doth hereby covenant to pay to the Corporation
the sum of Rupees ……………………………. aforesaid or the balance thereof remaining
unpaid at the date of these presents by equal payment of Rs. …………… each on the last
day of every month and will pay interest on the sum for the time being remaining due and
owing calculated according to the said Rules and the Borrower doth agree that such payment
may be recovered by monthly deductions from his salary in the manner provided by the
said rules, and in further pursuance of the said agreement the Borrower doth hereby assigns
and transfer unto the Corporation the Motor Vehicle the particulars whereof are set out in
the schedule hereunder written by way of security for the said advance and the interest
thereon as required by the said Rules.
And the Borrower do hereby agree and declare that he had paid in full the purchase price
of the said motor vehicle and same is his absolute property and that he has not pledged and
so long as any money remain payable to the Corporation in respect of the said advance will
not sell, pledge or part with the property in or possession of the said Motor Vehicle.
PROVIDED ALWAYS and it is hereby agreed and declared that if any of the said instalments
of principal or interest shall not be paid or recovered in manner aforesaid within ten days
after the same are due or if file Borrower shall die or at any time cease to be in the service
of the Corporation or if the Borrower shall sell or pledge or part with the property in or
possession of the said motor Vehicle or becomes insolvent or makes any composition or
arrangement with his creditors or if any person shall take proceedings in execution of any
decree or judgment against the borrower the whole of the said principal sum which shall
then be remaining due and unpaid together with interest thereon calculated as aforesaid
891
shall be with become payable AND IT IS HEREBY AGREED and declared that corporation
may on the happening of any of the events hereinbefore mentioned seize and take possession
of the said Motor Vehicle either remain in possession thereof without removing the same
or else may remove and sell the said Motor Vehicle either by public auction or private
contract and may out of the sale moneys return the balance of the said advance then
remaining unpaid and any interest due thereon calculated as aforesaid and all costs, charges,
expenses and payments properly incurred or made in maintaining, defending or realizing
his rights hereunder and shall pay over the surplus, if any, to the Borrower, his executors,
administrators, legal representatives or heirs PROVIDED FURTHER that the aforesaid
power of taking possession or selling of the said Motor Vehicle shall not prejudice the
right of the Corporation to sue the borrower or his legal representatives for the said balance
remaining and interest or in the case of the Motor Vehicle being sold the amount by which
the net sale proceeds falls short of the amount owing AND the borrower hereby further
agrees that so long as any moneys are remaining due and owing to the Corporation, he, the
Borrower, will insure and keeps insured the said Motor Vehicle against loss or damage by
fire, or accident, theft with an insurance company to be approved by the corporation that
the Motor insurance Company with whom the said Motor Vehicle is insured have received
notice that the Corporation is interested in the Policy AND the borrower hereby further
agrees that he will not permit or suffer the said Motor Vehicle to be destroyed or injured or
to deteriorate in a greater degree than it would deteriorate by reasonable wear and tear
thereof AND further that in the event of any damage or accident happening to the said
motor vehicle the borrower will forthwith have the same repaired and made good.
THE SCHEDULE
Description of Motor Vehicle : ……………………..
Maker’s Name : ……………………..
Description : ……………………..
No. of cylinders : ……………………..
Engine No. : …………………….
Chasis No. : …………………….
Cost price : ……………………
IN WITNESS whereof the parties have hereunto set their hand this day and year first
before written.
Signature & Designation of the Borrower
892
Signed by the said Borrower in the presence of :
1. i) Signature
ii) Full Name
iii) Occupation
iv) Address
2. i) Signature
ii) Full Name
iii) Occupation
iv) Address
Signed by
For and on behalf of SJVN Signature and Designation of

Limited in the presence of the officer for and on behalf of
SJVN Limited.
1. i) Signature
ii) Full Name
iii) Occupation
iv) Address
2. i) Signature
ii) Full Name
iii) Occupation
iv) Address
******
893
894
MULTIPURPOSE ADVANCE
RULES
895
896
CONTENTS
RULE TITLE PAGE
1.0 Short Title 899

2.0 Eligibility 899
3.0 Purpose 899
4.0 Amount 899
5.0 Procedure 899
6.0 Recovery 899
Annexure Application for Multipurpose Advance 901
897
MULTIPURPOSE ADVANCE RULES
898
1.0 Short Title
These Rules maybe called “SJVN Multi-Purpose Advance Rules”.
2.0 Eligibility
2.1 All full-time employees in the regular Pay Scale of the Corporation who have
satisfactorily completed their probation period (excluding Trainees and persons
appointed on temporary/contract basis etc.). Multi-Purpose advance is also
admissible to the employees on deputation subject to the condition that the entire
balance shall be refunded at the time of repatriation.
2.2 HPSEB employees after absorption in SJVN shall be eligible for grant of advances
during probation period subject to having served at least one year prior to absorption
in SJVN.
3.0 Purpose
The purpose of the scheme is to grant an interest-free, recoverable advance to
employees to meet contingency/unforeseen requirements.
4.0 Amount
4.1 The amount of advance admissible to an employee shall be equal to one- month’s
Basic Pay and DA of the concerned employees as on the date of application.
4.2 The advance shall be interest free.
4.3 The advance shall be admissible only once in a calendar year.
5 .0 Procedure
Employee desirous of availing the Multi-Purpose Advance shall make a written
request directly to Finance Deptt. in the Annexure.
6.0 Recovery
Recovery of the advance shall be made from the salary of the concerned employee
in not more than 12 equal monthly installments. The first recovery shall commence
from the salary from the month following that in which advance is drawn.
********
899
900
Annexure
APPLICATION FOR MULTIPURPOSE ADVANCE
1. Name of the Applicant :

2. Employee No. :
3. Designation / Grade :
4. Department :
5. Basic Pay of the applicant :
6. Amount of Advance required :
7. No. of installments :
DECLARATION
I have read and understood the roles under which the advance will be sanctioned by the
Company and agree to repay the advance in monthly installments not exceeding 12 equal
installments. I agree to abide by the conditions of the grant of advance prescribed by the
Company.
The details furnished in the application are true to the best of my knowledge and belief.
I undertake to refund entire balance amount of advance in the event of leaving the services
of the Company either before superannuation or otherwise.
No Multi-Purposes/Festival advance is outstanding against me and this is the first
Multi-purpose advance being drawn by me during this calendar year.
Date:
Signature of the Employee
(For use in Finance Deptt.)
Verified the Eligibility / Amount/Budget
Accounts Officer/Sr.A.O
******
901
902
ADVANCE FOR
FURNITURE/ HOUSEHOLD
ITEMS
903
904
CONTENTS
RULE TITLE PAGE
1 Eligibility 907
2 Purpose 907
3 Amount 907
4 Recovery 908
5 Procedure 908
Annexures
Annexure-I Undertaking 909
Annexure-II Application for advance for purchase of furniture/house 911
hold items
Annexure-III Utilization Certificate 913
905
FURNITURE ADVANCE RULES
906
SCHEME FOR SANCTION OF ADVANCE FOR PURCHASE OF FURNITURE/
HOUSEHOLD ITEMS.
1.0 Eligibility:
1.1 All regular employees of the company (excluding trainees and persons appointed
on contract basis) who have more than one year service left on the date of application
will be eligible to apply.
1.2 HPSEB employees after absorption in SJVN shall be eligible for grant of advance
during probation period subject to having served atleast one year prior to
absorption in SJVN.
1.3 No advance shall be granted in case the total deduction (statutory/otherwise)
1.4 Advance will also be admissible to deputationists from HPSEB subject to following:
(i) Concerned employee will authorize SJVN to adjust the advance with
interest from the salary, gratuity and other benefits payable to him by
SJVN.
(ii) Submission of one additional surety of a regular employee of SJVN.
(iii) Before release from SJVN, employee shall repay the entire outstanding
advance including interest thereon. In the event of default, HPSEB shall
deduct & repay the outstanding amount together with interest from salary
admissible/retirement benefits/gratuity of the employee concerned in not
more than 3 installments within a period of 4 months of repatriation.
(iv) In case the advance is not recovered fully by (i & iii) above, the
outstanding (Principal + Interest) balance will be deducted from the salary
of the surety in not more than 5 installments after giving 30 days notice
to surety.
(v) Undertaking shall be as per prescribed FORMAT (Annexure-I).
2.0 Purpose:
The purpose of the Scheme is to grant an interest-free, recoverable advance to
employees for purchasing furniture / household items.
3.0 Amount:
3.1 The amount of advance admissible shall be one month’s basic pay and DA on the
date of application.
The application for subsequent advance may be entertained only after 5 years of
the drawl of the first advance. However, in case of change in the monetary ceiling
due to change of grade of employee, the difference in entitlement may also be
paid to the employee. The total advance so granted shall, however be repayable
within 5 years from the original sanction.
907
4.0 Recovery:
4.1 The advance drawn under the scheme shall be recoverable from Salary in 60 equal
monthly installments (excluding the month of drawl of advance), or till
superannuation or cessation of employment of the employee, whichever is earlier.
In the event of sanction of subsequent advance due to change of grade of employee,
the amount recoverable shall be recalculated.
5.0 Procedure:
5.1 Employee shall make a written request for grant of advance to Personnel Deptt.
through the Controlling Officer on the prescribed Proforma at Annexure-II.
5.2 Personnel Department shall verify the application and issue the Office Order if the
application is in order.
5.3 The advance shall be settled on the basis of utilization certificate submitted by
employees as per Annexure-III.
5.4 Executive not below the rank of Manager (P&A) shall be the Competent Authority
to sanction/ release the advance.
********
908
Annexure-I
UNDERTAKING
Name of Employee……………. Employee No. ……….………..
Designation …………………… Place of Posting ……….………
Department ……………………
Vide Office Order No. ……………… dated ………………, I have been sanctioned
Personal Computer Advance /Advance towards Furniture/Household items*. In order to
ensure repayment, following is unequivocally undertaken by me:
(i) Before relieving from SJVN, I will repay the entire outstanding Advance
(principal+interest). In the event of default, I will have no objection if the same is
deducted from the salary/retirement benefit/gratuity payable to me.
(ii) I authorized SJVN to adjust outstanding advance (principal/interest) from my salary/

gratuity and other benefits payable to me in the event of repatriation to HPSEB.
Date: …………………………… Signature: …………………………
Place: …………………………... Name of Employee:………………..
* strike off whichever is not applicable.
909
910
Annexure-II
APPLICATION FOR ADVANCE FOR PURCHASE OF FURNITURE/
HOUSEHOLD ITEMS
2. Employee No. :
3. Designation/Grade :
4. Project/Office and Section to which :
attached.
5. Items of Furniture/Household items :
intended to be purchased
6. Estimated cost of items :
7. Amount of Advance required :
8. No. of instalments in which the :
advance is desired to be repaid.
DECLARATION:
I have read and understood the Rules under which the advance will be sanctioned by the
Company and agree to repay the advance in monthly instalments not exceeding 60 equal
instalments. I agree to abide by the conditions of the grant of advance prescribed by the
Company. In the event of my failure to submit the vouchers/bills within a period of 60
days, advance may be recovered along with interest at prevailing bank lending interest
rates from the date of drawl of advance without any notice from my salary.
The details furnished in the application are true to the best of my knowledge and belief.
I undertake to refund entire balance amount of advance in the event of leaving the services
of the Company either before superannuation or otherwise.
The previous Advance towards Furniture/Household items has been fully repaid by me.
Date: Signature of Employee

Through: Controlling Officer
(Not below the rank of Manager)
For use in Personnel Deptt.

Verified the Eligibility / Budget
Manager(P&A) P.O/S.P.O.
911
912
Annexure-III
UTILIZATION CERTIFICATE FOR SANCTION OF ADVANCE FOR

PURCHASE OF FURNITURE/HOUSEHOLD ITEMS
Name : ……………………….. Emp. No. : ………………………

Designation : ……………………….. Department: ……………………...
Date of joining: ……………………………..
Amount of Advance required : Rs. ………………………………………………
I………………………. do hereby certify that the advance has been utilized for the purpose
of purchase of Furniture/Household items as per rules.
Signature:…………….………………
Date:…………………………………
Place:….…………………………….
913
914
PERSONAL COMPUTER
ADVANCE RULES
915
916
CONTENTS
RULE TITLE PAGE
1. Short Title 919

2. Scope 919
3. Eligibility 919
4. Amount 920
5. Procedure 920
6. Disbursement 920
7. Terms & Conditions 921
8. Interest 921
9. Repayment 922
10. Repayment to Financial Institutions 922
11 General 922
Annexure-I Application for Advance for Purchase of a New Personal 923
Computer and other peripherals.
Annexure-II Agreement 925
Annexure-III Surety Bond 927
Annexure-IV Sanction Order No. 929
Annexure-V Proposal sheet for Sanction of Computer Advance for 931
Repayment
Annexure-VI Deed of Hypothecation 933
Annexure-VII Undertaking 935
917
COMPUTER ADVANCE RULES
918
PERSONAL COMPUTER ADVANCE RULES
1.0 SHORT TITLE
These rules may be called “SJVN Personal Computer Advance Rules”.
2.0 SCOPE
The provisions of this chapter shall regulate the cases relating to the grant of
Personal Computer advance for purchase of a new Personal Computer and other
peripherals by the eligible employees of the Company.
3.0 ELIGIBILITY
3.1 The advance towards purchase of a new Personal Computer shall be granted only
to regular employees except for:
i) Lien holders
ii) Deputationists
iii) Apprentices/trainees, whether engaged under Company’s own training
scheme or under Apprentices Act, 1961; and
iv) Muster roll, daily rated, casual, badli or substitute employees.
3.2 HPSEB employees after absorption in SJVN shall be eligible for grant of advance
during probation period subject to having served atleast one year prior to absorption
in SJVN.
3.3 Advance will also be admissible to deputationists from HPSEB subject to following:
i) Concerned employee will authorize SJVN to adjust the advance with
interest from the salary, gratuity and other benefits payable to him by
SJVN.
ii) Submission of one additional surety of a regular employee of SJVN.
iii) Before release from SJVN, employee shall repay the entire outstanding
advance including interest thereon. In the event of default, HPSEB shall
deduct & repay the outstanding amount together with interest from salary
admissible/retirement benefits/gratuity of the employee concerned in not
more than 3 installments within a period of 4 months of repatriation.
iv) In case the advance is not recovered fully by (i& iii) above, the
outstanding (Principal + Interest) balance will be deducted from the salary
of the surety in not more than 5 installments after giving 30 days notice
to surety.
v) Undertaking shall be as per prescribed FORMAT (Annexure-VII).
3.4 The advance will be granted only to such employees who have completed atleast
one year service in the regular establishment of the Company and who have been
subscribing for atleast one year either to SJVN Provident Fund Account or any
other recognized Provident Fund Account.
919
3.5 An employee will be eligible for the advance only if an earlier Computer Advance
sanctioned to him, if any, has been recovered in full and a minimum period of
three (3) years reckoned from the date of drawl of the last advance has elapsed.
3.6 The advance will not be sanctioned to an employee who is to leave the services of
the Company within 36 months of the grant of advance either on superannuation
or otherwise.
3.7 An employee during his suspension period shall not be eligible for the advance.
4.0 AMOUNT
4.1 The maximum amount of advance for the purchase of Personal Computer to an
employee shall be limited to eighty per cent (80%) of the actual cost of Personal
Computer subject to a maximum of Rs. 40,000/- (Rupees Forty Thousand only).
The “actual price/cost” includes cost of Printer, Modem, other peripherals including
software, Sales Tax, Insurance, but excludes Customs Duty. As such no advance
for payment of Customs Duty on Personal Computer shall be sanctioned.
4.2 The advance shall also be admissible for exclusive purchase of peripherals like
Printers, Modems, Multi-media kits, U.P.S. etc. to cover those employees who
may be already possessing Computers.
5.0 PROCEDURE
5.1 An employee, who satisfies the conditions of eligibility laid down herein may
apply to the Personnel Department in the Annexure–I alongwith Proforma Invoice
from manufacturer/authorized dealer/vendor, through his Controlling Officer not
below the rank of Manager.
5.2 On receipt of the application in the Personnel Department depending upon eligibility
conditions as provided herein and budget availability as well as the repaying
capacity of the concerned individual, sanction order will be issued by the Personnel
Department.
5.2.1 SANCTIONING AUTHORITY
Heads of Personnel not below the rank of Manager for Projects and Sr. Manager
for Corporate Centre.
6.0 DISBURSEMENT
6.1 On receipt of the sanction order concerned employee will be required to execute
an Agreement, in the prescribed proforma, to hypothecate the Computer and other
peripherals in favour of the Company on a non-judicial stamp paper of the requisite
value as also a Surety Bond, in the prescribed proforma, from a confirmed
employee of the Company, who is not likely to superannuate within twelve (12)
months of the date of executing the Surety Bond and has not stood surety in more
than two cases of Computer Advance. Further, if the employee applying for
Computer Advance has stood surety for the Computer Advance taken by another
employee that employee is not qualified to stand as Surety.
920
6.2 The liability of the surety will continue so long as the Computer is not hypothecated
to the Company or till the advance, in full (including interest thereon), is repaid to
the Company, whichever event happens earlier.
6.3 On receipt of the Agreement and Surety Bond in the concerned Personnel
Department, a communication advising the concerned Accounts Department to
release the amount to the individual will be issued whereupon the amount will be
released by the Accounts Department.
7.0 TERMS & CONDITIONS
7 .1 The sanction order for the advance shall remain valid for a period of four months
from the date of issue of the sanction order or the close of financial year, whichever
is earlier.
7.2 The employee should purchase the Computer from a manufacturer/authorized
dealer/vendor of repute within a period not exceeding thirty (30) days from the
date of drawl of the advance failing which the entire amount of advance alongwith
accrued interest thereon shall be refunded forthwith by him to the Company, failing
which Bank lending interest rate shall be charged.
7.3 If the price paid for the computer is less than the amount of advance drawn, the
excess amount shall be refunded to the Company within seven days of the purchase,
failing which bank lending interest rate shall be charged.
7.4 Immediately on the purchase of the Computer and in no case later than thirty (30)
days from the date of purchase of the Computer, the employee shall submit the
Deed to the concerned Personnel Department, in the prescribed proforma on a
non-judicial stamp paper of the requisite value, hypothecating the Computer in
favour of the Company. In addition, he shall be required to submit to the Personnel
Department concerned a printed invoice of the vendor and stamped receipt for the
amount paid for the Computer for verification and acceptance by the concerned
7.5 An employee desiring to sell or transfer the ownership of the Computer to another
person during the period the Computer is hypothecated, to the Company, shall be
required to obtain prior permission of the Sanctioning Authority.
7.5.1 If the employee does not wish to purchase another computer after sale of the existing
one with prior permission, the balance amount due to the Company shall be refunded
within seven days of the sale/transfer failing which Bank lending interest rate
shall be charged.
7.5.2 The advance shall not be sanctioned to employee in whose case total deductions
from the salary is more than seventy five per cent (75%) of the gross pay.
8.0 INTEREST
outstanding on the last date of each month Recoveries on account of interest will
be effected only after the recovery of the principal amount.
921
8.2 The rate of interest to be charged on Computer Advance would be notified by
SJVN from time to time. Present rates 7% p.a.
9.0 REPAYMENT
9.1 The advance granted to an employee under these rules alongwith the accrued interest
shall be repaid in full before superannuation/separation from the services of the
Company.
9.2 The advance for purchase of computer will be recovered in not more than 36 equal
monthly installments commencing from the month following that in which the
advance is drawn. The interest will be recovered in not more than 12 equal monthly
installments thereafter.
9.3 The deed of Hypothecation shall stand cancelled after the advance with interest is
fully repaid to the Company.
10.0 REPAYMENT TO FINANCIAL INSTITUTIONS
If an eligible employee has taken loan for purchase of Personal Computer from
any Bank or Financial Institution, the Company may repay the loan alongwith
interest directly to the Bank or Institution at the time of release of Advance.
11.0 GENERAL
11.1 The Company reserves the right to modify cancel and or amend any of these rules.
******
922
Annexure-I
APPLICATION FOR ADVANCE FOR PURCHASE OF A NEW PERSONAL
COMPUTER AND OTHER PERIPHERALS.
2. Designation and Scale of Pay :
3. Basic Pay :
4. Project/Office and Section to :
which attached
5. Date of appointment :
6. Date of Superannuation :
7. Make and Model of Computer :
intended to be purchased
8. Anticipated cost of the Computer :
9. Amount of Advance Required :
10. Name and address of the manufacturer :
dealer/vendor from whom the computer is to
be purchased
11. Proforma Invoice No. And date :
with amount, issued by the seller
12. No. Of instalments in which the :
advance is desired to be repaid.
13. Details of advance for the purchase :
of Computer if obtained previously
a) Date of drawl of advance and :
office from which drawn
b) The amount of advance and/or :
interest thereon still outstanding
14. In case advance is being sought for :
purchase of peripherals only.
a) Type of Computer possessed :
b) Date of Purchase :
15. In case of repayment of Loan to Bank/ :
Financial Institution, indicate name
of Bank/Financial Institution and
balance amount to be paid (Principal+Interest separately)
923
16. Details of employee giving Surety :
a) Name/Emp. No. :
b) Designation/Deptt :
c) Year of retirement :
d) No. Of cases in which he has given :
surety
17. DECLARATION
17.1 I have read and understood the Rules under which the advance will be sanctioned
by the Company and agree to abide by the conditions of the grant of advance
prescribed by the Company.
17.2 The details furnished in the application are true to the best of my knowledge
and belief.
17.3 I undertake to furnish a fresh surety bond from another employee in the event of
surety as mentioned above leaving the services of the Company before
hypothecating the Computer and other peripherals. I further verify that I have not
stood surety for the Computer Advance taken by the Surety as at SI. No.16 above.
Date :
Signature
THROUGH
CONTROLLING OFFICER
(Not below the rank of Manager)
924
Annexure - II
AGREEMENT
(To be executed on Non- Judicial Stamp of appropriate Value)
This agreement made on this …………………day…………….. of two thousand …………
between Sh./Ms./Smt.……………………………s/o,d/o/,w/o of Sh.
……………………….R/o ………… ………………………………….. (hereinafter called
the “Borrower” which expression shall include his/her executors, heirs administrators,
successors and assigns) of the one part, and SJVN LIMITED, a Company incorporated
under the Companies Act, 1956 and having its Registered Office at Himfed Building, New
Shimla-171009 (hereinafter called the “Corporation” which expression shall include its
successors and assigns) of the other part.
Whereas the Borrower has under the provisions of the Personal Computer Advance Rules
framed for the purpose by the Corporation (hereinafter called the “Rules” and which
expression shall include any amendment thereof and/or additions for the time being in
force) applied to the corporation for an Advance of Rs. …………(Rupees
…………………………………… only)for the purpose of purchase of a Personal
Computer including Printer, other peripherals and software etc., and the Corporation has
agreed to advance the said amount to the Borrower not exceeding to eighty per cent (80%)
of the cost of Computer (including Printer, other peripherals and software) or Rs. 40,000/
- (Rupees Forty Thousand only), whichever is lower on the terms and conditions hereinafter
contained.
NOW IT IS HEREBY AGREED between the parties hereto that in consideration of the
sum of Rs.…………. (Rupees………………………….. only) advanced by the Corporation
to the Borrower equal to eighty per cent (80%) of the cost of Computer, (including Printer,
other peripherals and software), (the receipt of which the Borrower hereby acknowledged)
the Borrower hereby agrees with the Corporation
(i) to repay the Corporation the said amount with interest @ 7% per annum
calculated according to the Rules and hereby authorize the Corporation to
make such deductions and
(ii) within one month from the date of these presents to utilize the amount of the
said advance for the purchase of Personal Computer or if the actual price paid
is less than the advance, to promptly repay the difference to the Corporation
forthwith and
(iii) to execute a deed of hypothecation of the said Personal Computer including
Printer, other peripherals and software so purchased out of the said advanced
amount in favour of the Corporation as security for the amount advanced to
the borrower as aforesaid together with interest in the form provided by the
said RULES
AND IT IS HEREBY LASTLY AGREED AND DECLARED THAT if the Personal
Computer etc. has not been purchased and hypothecated as aforesaid within one month
from the date of these presents or if the Borrower within that period becomes insolvent or
925
quits the services of the Corporation or dies, the whole amount of the advance and interest
accrued thereon shall immediately become due and payable.
IN WITNESS whereof the parties have hereunto set their hands this ……………………day
of …………………………month and two thousand…………………… year first before
written.
Signature’ of the Borrower
Name
Designation
Emp. No.
Signed by the said Borrower in the presence of: WITNESS:

1. Signature
Name
Address
Occupation
Signed by ………………. for and on behalf of SJVN Ltd.
Signature & Designation of the Officer for SJVN Ltd.
(AUTHORISED SIGNATORY)
In the presence of WITNESS:

1. Signature
Name
Address
Occupation
926
Annexure - III
SURETY BOND
(To be executed on Non Judicial Paper of Appropriate Value)
KNOW ALL MEN OF THESE PRESENTS THAT I ……………………………….. S/o,
D/o, w/o Shri ……………………………… r/o ………..……………..………
………………….. presently employed as Regular permanent employee as
……………………………………….. in SJVN Ltd., in ………………………. Deptt.
(hereinafter called “the surety” which expression shall include my legal heirs,
representatives, executors, successors and assigns) am held and firmly bound unto SJVN
Ltd., a Company incorporated under the Companies Act, 1956 and having its Registered
Office at Himfed Building, New Shimla-171009 (hereinafter called “the Corporation” which
expression shall include its successors and assigns) in the sum of Rs. ……………………
(Rupees ………………………………………………... only) together with accrued
interest @ 7% per annum to be paid to the Corporation FOR WHICH PAYMENT TO BE
well and truly made as set in below. I hereby bind myself, my heirs, executors, administrators,
representatives, successors and assigns firmly by these presents and witness my hand
this……………………day…………………… of ………………two thousand
………………………..WHEREAS Shri/Ms./Smt. …………… ………………………..
s/o, d/o, w/o Shri………………………………… ……………………………… resident
of ……………………………….. present employed as regular Employee (Emp. No.
………………………………) in the Corporation (hereinafter called “the Borrower” and
who is due to retire on …………………………has applied to the Corporation for an
advance of Rs. ……………. (Rupees…………………………………….only) for purchase
of Personal Computer (including Printer, other peripherals and software).
AND WHEREAS the Corporation has sanctioned an advance of Rs. …………………
(Rupees ……………………….……….…………only) vide its sanctioned letter
No.………………. dated …………………… under the Personal Computer Advance Rules
framed by the Corporation to regulate the grant of advance to Corporation’s employees for
the purchase of Personal Computer (hereinafter referred to as the “said Rules”).
AND WHEREAS the Borrower has undertaken to repay the said amount in………… equal
monthly installments of Rs.…………… (Rupees.………………………… only) and
interest @ 7% per annum in……………… equal monthly installments of Rs.………………
(Rupees………………………………………………. only).
AND WHEREAS the Borrower has further undertaken to hypothecate the Personal
Computer etc., so purchased with the said advance in favour of the Corporation and to
fully comply with the provisions of the said Rules.
AND WHEREAS the Corporation having agreed to grant the aforesaid advance to the
Borrower, the Surety has agreed to execute the above bond with such conditions as are
hereunder written.
NOW THE CONDITION OF THE OBLIGATION is that if the said Borrower shall while
employed in the said Corporation or any other company/office regularly pays or cause to
be paid to the Corporation the amount of the aforesaid advance together with interest @
927
7% per annum thereon owing to the Corporation by installments until the said sum of
Rs.………………… (Rupees ………………………………………only) shall be duly paid
or hypothecates to the Company the Personal Computer so purchased whichever event
happens earlier, then this bond shall be void, otherwise the same shall remain in full force
and virtue. BUT SO NEVERTHELESS, that if the Borrower shall die or become insolventor
at any time ceases to be in service of the Corporation, the whole or so much of the said
principal sum of Rs.………………… (Rupees…………………………………………..
only) together with interest thereon as shall then remain unpaid shall immediately become
due and payable to the Corporation and recoverable from the Surety in lump sum by virtue
of this bond. It shall not be necessary for the Corporation to proceed against the Borrower
before proceeding against the Surety to recover the amount due under this bond.
The obligation undertaken by the Surety under this bond shall not be discharged or in any
way affected by any extension of time being granted to the Borrower or by reason of any
other act or forbearance or other acts of omission or commission on the part of the
Corporation or by any other indulgence shown by the Corporation or any other matter or
thing, whatsoever which under the law, would but for the provisions, have the effect of
relieving the Surety.
Signed and delivered by the Said…………….. on the ……………… day of Two
Thousand……………… first above written.
(Signature of the Surety)
Emp. No.
Designation
WITNESS:
1. Signature
Name
Address
Occupation
Signed by Shri ……………………………………in the SJVN Ltd. For and on behalf of
SJVN.
(AUTHORISED SIGNATORY)
WITNESS:
1. Signature
Name
Address
Occupation.
928
Annexure - IV
SJVN LIMITED
Ref. No.: Dated:
SANCTION ORDER No.
Sanction to the grant of an advance of Rs. ………………(Rupees ……………………
…………………...)is hereby accorded as per Rules for purchase of Personal Computer to
Shri ………………..…… Emp. No. …………………………………. Designation
…………………………………. Department …………………………… The above
advance will be recovered in …………….equal monthly installments plus
…………………………additional installment(s) for interest subject to the condition that
number of installments shall be so regulated that the repayment of advance together with
interest, is completed before superannuation of the employee.
Interest recoverable on the entire amount of advance granted will be at the rates prescribed
by the Management from time to time.
The sanction is subject to the signing of an Agreement on a non-judicial stamp paper of
Rs. ……… and a Surety Bond from Shri ………………………………………..on a non-
judicial stamp paper of Rs.…………………before drawl of the advance. It is further subject
to the execution/production of the following documents to the Personnel Department within
30 days from the date of drawl of advance and other rules and regulations in this regard
laid down by the Management, from time to time.
a) Hypothecation agreement on a non-judicial stamp paper of the value of
Rs. ………………….
b) Printed Invoice & stamped receipt from the vendor for the amount paid for
the Personal Computer.
The sanction of this advance is further subject to the following conditions:
1. Non-compliance of the instructions mentioned above within the stipulated
period will necessitate recovery of the entire amount of advance together
with Bank Lending interest from the salary of the employee.
2. In case the amount of advance sanctioned is not drawn by the employee within
a period of 4 months from the date of sanction or close of financial year
whichever is earlier, the amount so sanctioned would automatically lapse at
the end of such period.
3. The sanction will be further subject to terms and conditions contained in
SJVN Personal Computer Advance Rules, as applicable from time to time.
This issues with the approval of the Competent Authority.
Sr. Personnel Officer/Personnel Officer
Distribution:
I. Individual Concerned Through
2. Manager(Fin-Estt) F&A Deptt. -alongwith copy of application
929
930
Annexure - V
PROPOSAL SHEET FOR SANCTION OF COMPUTER ADVANCE FOR
REPAYMENT
Name of the employee:
Type and brand of Computer for which advance is required ………………………….
Designation:
Department:
Amount of advance Rs. ……………………………………………….
Points to be examined and replied by the dealing Officer in Personnel Department for
information of Sanctioning Authority.
S.No. Points Reply(To be

furnished in
YES OR NO)
1. Is advance applied for repayment of advance taken from (Yes/No)

earlier employer? If yes, whether documentary evidence has
been submitted in support, from the previous employer about
the outstanding amount of advance & interest accrued
thereon?
2. Whether the organization to which the advance is to be (Yes/No)

repaid is a Govt. Deptt./Public Sector Undertaking/Statutory
Corporation/Quasi-Govt. Body/Bank/Financial Institution
3. Whether payment is required to be made directly to the (Yes/No)

Organization/Bank/ Financial Institution
4. The amount of advance and number of instalments in which (Yes/No)

it is to be repaid is within our Rules
5. The employee has agreed to hypothecate the (Yes/No)

Computer/Peripherals within 30 days from the date of
payment
Certified that the details contained in the application form & questionnaire furnished by
the applicant have been verified and found to be in order. Based on these details the applicant
is eligible for sanction of advance.
Sanctioned Sr. Personnel Officer/Personnel Officer
Date:
931
932
Annexure - VI
DEED OF HYPOTHECATION
( To be executed on Non Judicial Stamp Paper of Appropriate Value)
THIS INDENTURE MADE this ………… day……….. of Two Thousand…….…
BETWEEN Shri/Ms/Smt. …………………………….. s/o, d/o, w/o Shri …………………
r/o ……………………………………………… (hereinafter called “the Borrower” which
expression shall include his/her heirs, legal representatives, executors, administrators,
successors and assigns) of the one part and SJVN Ltd., a Company incorporated under the
Companies Act, 1956 and having its Registered Office at Himfed Building, New Shimla-
171009, hereinafter called “The Corporation” (which expression shall include its successors
and assigns) of the other part.
WHEREAS the Borrower has applied for and has been granted by the Corporation an
advance of Rs,……………………. (Rupees ………………………………………. only)
being eighty percent (80%) of the cost of Computer including Printer, other peripherals
and software or Rs. 40,000/- (Rupees Forty Thousand only), whichever is lower for the
purpose of purchasing a Personal Computer in accordance with the terms of the Personal
Computer Advance Rules framed by the Corporation (hereinafter referred to as “the Rules”
which expression shall include any amendment thereof or additions thereto for the time
being in force).
AND WHEREAS one of the conditions upon which the said advance was, granted to the
Borrower was that the Borrower would hypothecate the said Personal Computer including
Printer, other peripherals and software purchased out of the said advanced amount by the
Borrower to the Corporation as security for the amount advanced to the Borrower together
with interest @ 7% per annum accrued thereon.
AND WHEREAS THE Borrower has purchased with or partly with the amount so advanced,
as aforesaid, the Personal Computer particulars whereof are set out in the schedule hereunder
written.
NOW THIS INDENTURE WITNESSED THAT in pursuance of the agreement and for the
consideration aforesaid the Borrower doth hereby covenant to pay to the Corporation the
sum of Rs,…………… (Rupees ……………………………….only) aforesaid or the
balance thereof remaining unpaid at the date of these presents by equal payments of Rs.
………… (Rupees ………..…………………… only) each on the last day of every month
and will pay interest by equal payments of Rs. ………… (Rupees
…………………………………….only) on the sum for the time being remaining due and
owing calculated according to the said rules and Borrower doth agree that such payments
may be recovered by monthly deductions from his/her salary in the manner provided by
the said rules and in further pursuance of the said agreement, the Borrower doth hereby
hypothecate unto the Corporation the Personal Computer including Printer, other peripherals
and software, the detailed particulars whereof are set out in the schedule hereunder written
by way of security for the said advance and together with the interest @ 7% per annum
accrued thereon as required by the said rules.
933
And the Borrower doth hereby agree and declare that he paid in full the purchase price of
the said Personal Computer and that the same is his/her absolute property and that he/she
has not created any lien or mortgage or pledge and so long as any money remain payable to
the Corporation in respect of the said advance, will not sell, pledge or transfer or part with
the property in or possession of the said Personal Computer without prior written permission
of the Corporation.
PROVIDED ALWAYS and it is hereby specifically agreed and declared that the Borrower
shall fully abide by the terms and conditions of the Computer Advance Agreement dated
…………………….. and in the event of breach thereof the Corporation shall have the
right to seize and take physical possession of the said Personal Computer and recover all
outstanding dues by sale or otherwise of the said Personal Computer so hypothecated by
the Borrower. The Borrower shall not have any objection, whatsoever, in this regard, if
any amount of advance still remains outstanding the Corporation shall have the right to
recover the same from other means/security available with the Corporation on or from any
sum due and payable by the Corporation to the Borrower.
THE SCHEDULE
Description of Personal Computer
Makers Name
Description with Sl. No.
IN WITNESS whereof the parties have hereunto set their hands this day and year first
before written.
Signature
Name
Designation
Emp. No.
Signed by the said Borrower in the presence of
WITNESS
Signature
Full Name
Emp. No.
Occupation
Address
Signed by for and on behalf of SJVN Ltd.
(AUTHORIZED SIGNATORY)
In the presence of WITNESS:
Signature
Full Name
Emp. No.
Occupation
Address
934
Annexure-VII
FORMAT OF UNDERTAKING
Name of Employee………………………. Employee No. ……….………..

Designation ……………………………… Place of Posting……….………
Department ……………………
Vide Office Order No. ……………… dated ………………, I have been sanctioned
Personal Computer Advance /Advance towards Furniture/Household items*. In order to
ensure repayment, following is unequivocally undertaken by me:
(i) Before relieving from SJVN, I will repay the entire outstanding Advance
(principal+interest). In the event of default, I will have no objection if the same is
deducted from the salary/retirement benefit/gratuity payable to me.
(ii) I authorized SJVN to adjust outstanding advance (principal/interest) from my

salary/gratuity and other benefits payable to me in the event of repatriation to
HPSEB.
Date:…………………………… Signature: …………………………

Place: …………………………... Name of Employee:………………..
* strike off whichever is not applicable.
********
935
936
CHILDREN HIGHER
EDUCATION LOAN
RULES
937
938
CONTENTS
RULE TITLE PAGE

2.0 Eligibility 941
3.0 Scope 941
4.0 Amount of Loan 941
5.0 Interest Rate 942
6.0 Procedure for Sanction 942
7.0 Disbursement of Loan 943
8.0 Surety 943
9.0 Repayment 943
10.0 Commencement of Recovery 944
11.0 General 944
Annexure-I Application for Children Higher Education Loan Rules 945
Annexure-II Agreement 947
Annexure-III Surety 949
939
CHILDREN HIGHER EDUCATION LOAN RULES
940
SJVN CHILDREN HIGHER EDUCATION LOAN RULES
1.0 Introduction:
The cost of higher education in India and abroad is very high. In order to assist our
Executives in meeting the expenditure towards higher education of their children,
it has been decided to introduce SJVN Children Higher Education Loan Scheme.
2.0 Eligibility:
2.1 All Executives (including Functional Directors/CMD) who have rendered minimum
3 years regular service in the establishment.
2.2 On the date of application balance service should be minimum 3 years from date
of superannuation.
2.3 During suspension Executive will not be eligible for sanction of loan
2.4 In case of both spouses are working in SJVN, loan shall be admissible to only one
of them.
2.5 In respect of Board level appointees conditions stipulated at par 2.1 & 2.2 can be
relaxed by D(P).
3.0 Scope:
The loan shall be granted in respect of two dependant children up to the age of 25
years (as on the date of admission) for pursuing the following courses:
3.1 Higher Education Courses in India
Full time Graduation/Post Graduation/Doctorate/Professional Degree or
Professional PG Diploma/Diploma courses of recognized Universities/Institutions.
3.2 Higher Education Abroad
Full Time Graduation/Post Graduation/Doctorate/Professional Degree/Professional
PG Diploma/Diploma Courses of Recognized Foreign Universities/Institutions.
The Management shall reserve the right to determine the status of recognition of
the institution from where the higher education course is being pursued.
3.3 No change of Education Institution (which was declared at the time of application)
shall be allowed whether located in India or abroad.
3.4 Loan shall be considered in respect of those children who have secured final
admission or are pursuing above courses as on the date of application.
4.0 Amount of Loan
4.1 Loan amount shall depend upon the following and repaying capacity of Executive.
4.1.1 For Studies in India:
(i) 50 months salary of Executive, or
(ii) 80% of total course fee, or
(iii) Rs. 10 lacs, whichever is least
941
4.1.2 For Studies Abroad:
(i) 50 months salary of Executive, or
(ii) 80% of total course fee, or
(iii) Rs. 15 lacs, whichever is least
4.2 Elements of Course Fee
(i) Admission Fee and Tuition Fee.
(ii) Hostel/Mess Charges.
(iii) Examination/Library/Laboratory fee
(iv) Building Fund/any non refundable deposit.
(v) Cost of Books/Journals/Equipment/Instruments required for the courses.
(vi) Any other expenses/fees against which college/institution issues receipt.
4.3 Repaying Capacity
4.3.1 The amount of loan will be determined on basis of monthly paying capacity shall
be as under:
Length of Remaining Service Repaying Capacity
Retiring/superannuating after 12 years 50% of salary
Retiring/superannuating after 8 years, 60% of salary
Retiring/superannuating within 8 years 66% (2/3) of salary
4.3.2 Further loan amount will be restricted in a way so that total monthly deduction
(statutory/otherwise) does not exceed 75% of gross salary. Gross salary means
Basic + DA + other local allowances excluding HRA/Lease.
5.0 Interest Rate
The rate of interest shall be 7.5% per annum. The loan shall carry simple interest
from date of payment. Interest will be calculated on monthly reducing balance.
6.0 Procedure for sanction
6.1 Application on prescribed format (Annexure-I) will be submitted to respective
Establishment Section alongwith following documents in original:
(i) Proof of admission.
(ii) Copy of the prospectus.
(iii) Fee structure and its payment schedule.
6.2 On examination the application will be submitted for approval of Competent
Authority. Competent Authority will be Sr. Manager (HR).
6.3 On release of sanction order following documents will be executed.
(i) Agreement Bond (Annexure-II) on non-judicial stamp paper of
appropriate value.
(ii) Surety Bond (Annexure-III) from two SJVN Executives.
942
6.4 Relevant fee receipts in original shall be submitted to the respective Establishment
Section within one month of utilization.
7.0 Disbursement of loan
7.1 The sanctioned loan shall be released directly to the Educational Institution in
installments as per request and fee schedule. The charges on account of conversion
to foreign exchange (wherever applicable) shall be borne by the Executive.
However, incase an Executive has already made the payment to the institute after
15.09.2010 (date of BOD approval) the same shall be reimbursed to him. The
Executive will be required to give a utility certificate, with documentary proof,
within 15 days of receipt of such payment failing which the same shall have to be
refunded along with penal interest. The penal rate of interest shall be 2% over and
above the prime lending rate of State bank of India.
7.2 Loan in respect of 2nd child shall be treated as a fresh loan for the purpose of
repayment.
8.0 Surety
8.1 An Executive of SJVN shall be eligible to stand surety if:
(i) He/she has satisfactorily completed the period of probation, if any.
(ii) His/her salary is not less than two-third of that of the applicant
(iii) He/she is not likely to superannuate within three years of executing
the bond.
(iv) He/she has not stood surety in more than two cases of Education Loan/
House Building Advance.
(v) The applicant has not already stood as surety for him for HBA/
Education Loan.
(vi) He/she is working preferably in the same division/office, where
the applicant is working.
8.2 Incase the surety ceases to be in employment on account of resignation, retirement,
death, dismissal/termination etc. prior to repayment of advance in full (including,
interest thereon), an alternate surety will be provided within one month. The
Executive shall be personally responsible to ensure the same.
8.3 The liability of the surety will remain in force till the advance (including interest
thereon) is repaid in full.
9.0 Repayment
9.1 The loan, alongwith the interest, shall be repaid in full before superannuation/
separation from service by way of monthly installments within a maximum period
of 15 years (i.e. repayment of principal in 120 installments and interest in 60
installments). If left out service is less than 15 years than in such cases recovery
period for principal and interest will be worked in the ratio of 2:1. However
repayment period can be reduced, if so desired by the Executive.
943
9.2 In case of death of an executive, the entire outstanding loan along with accrued
interest shall be waived off. SJVN will take necessary insurance cover to this
effect.
9.3 Installment of principal amount or interest shall be rounded off to nearest Rs.10,
except in the case of last installment where the remaining balance shall be recovered
in full.
10.0 Commencement of Recovery
10.1 Recovery shall commence from the salary of the month following the drawl
of loan.
11.0 General
11.1 Notwithstanding anything contained herein, the Executive shall be bound to comply
with any supplementary rules/orders issued from time to time.
11.2 Furnishing of false certificates or breach of any of the terms and conditions will
render the Executive liable to appropriate disciplinary action apart from his being
called upon to refund the outstanding loan alongwith entire accrued interest at
penal rate within 15 days.
11.3 The Loan will be sanctioned once in respect of one child.
11.4 The power to interpret and make minor modifications/relaxations, in the rules
shall vest with the D(P)/CMD whose decision shall be final & binding.
********
944
Annexure-I
APPLICATION FOR SJVN CHILDREN HIGHER EDUCATION LOAN
A. Executive details:
S.N Description
1. Name
2. Employee No.
3. Designation & Grade
4. Department
5. Basic pay
6. Date of joining SJVN
7. Date of Birth
8. Date of Superannuation
B. Course details
S.N Description
9. Name of course
10. Institution/University
11. Name of the Child
12. Date of Birth of the child
13. Recognition of Course by
14. Amount of advance required
15. Fee payment schedule
16. No. of installments for repayment
C. Details of Surety
S.N Description
17. Name
18. Employee No.
19. Designation
20. Basic Pay
21. Scale
B. Declaration by the applicant
1. I have read and understood the SJVN Children Higher Education Rules
and agree to abide by the same.
2. Information furnished above is true to the best of my knowledge and belief.
3. I undertake to furnish a fresh surety bond in the event of separation of my
surety from SJVN.
4. I request to recover the loan amount in ……………. Installments.
Signature
Date:
945
FOR USE BY ESTABLISHMENT SECTION
1. Certified that the applicant is eligible for grant of Children Higher Education
Loan as per extant rules.
2. The declaration given by him has been checked from the available records and
found to be correct.
3. Take home salary is not less than 25% of his Gross pay.
Dealing Officer
Signature
Name :
Designation:
Date:
Signature:
Name :
Designation:
Date:
**********
946
Annexure-II
AGREEMENT
This agreement made on this …………………………………… day of …………………
two thousand …………………….. between Sh./Ms. …………… S/o, D/o, W/o Sh.
……………………….(hereinafter called the “Borrower” which expression shall unless
excluded by or repugnant to the context, be deemed to include his/her executors, heirs and
administrators)) on one part and the SJVN Ltd., Himfed Building, New Shimla-171009
(hereinafter called the company which expression shall include its successors and assignees)
of the other part.
Whereas the Borrower has under the provisions of the rules framed by the company
(hereinafter called the “said rules” and which expression shall include any amendment/
modification thereof for the time being in force) applied for sanction of loan to the tune of
Rs……….(Rs…………………………………………….only) for the purpose of Children
Education of his/her son/daughter Mr./Ms. ……………………………. for pursuing
…………….. (indicate the name of course)being conducted by …………………..Institute/
University in India/Abroad …………………………… (indicate the name of country) and
the company has agreed to lend the said amount to the Borrower on the terms and conditions
hereinafter contained.
1. A sum of Rs………………………. (Rs…………………………………………..
only- indicate the amount of first installment) will be paid by the company to the
borrower after execution of this agreement for payment of fee and other expenses
to the College/Institution and the sum of Rs………………………. (Rs …………
………………………………..only-indicate balance amount) will be paid by the
company in future in accordance with the payment Schedule of the educational
institution.
2. The said amount along with interest accrued in accordance with the said rules will
be recovered in full by making deduction from the monthly salary of the borrower
commencing from the month following that in which the first installment is drawn.
3. The borrower hereby agrees:
a) To re-pay the said amount of Rs………………………. (Rs………… …
……………………… only) to company in accordance with the said rules.
b) To utilize the loan amount for the purpose same is sanctioned within one
month from date of receipt of each installment.
c) In case of failure, entire loan amount alongwith accrued interest at penal
rate shall immediately become due and payable.
4. In case of any eventuality of the beneficiary discontinuing the studies the payment
of the loan /installment will be discontinued immediately and the executive will
be debarred from sanctioning of any further loan.
5. If the actual amount paid by borrower for payment of fee and other admissible
expenses to the College/Institution is less than the amount received under these
presents by the Borrower, he/she shall return the difference to the company
forthwith.
947
6. In case of separation from service due to any reason (other than death), the borrower
shall deposit the outstanding principal amount of loan alongwith interest accrued
thereon in a lump-sum before relieving. In addition the company reserves the
right to recover the same from payable terminal dues of the Borrower.
IN WITNESS whereof the parties have hereunto set their hands this day and
year first before written.
Signature of Borrower
Name
Designation
Emp.No.
Signed in the presence of
WITNESSES:
1. Signature: 2. Signature:
Name : Name :
Address: Address:
Signed by …………………………….. for and on behalf of SJVN Ltd. in the
presence of:
Signature & designation of the officer for and on behalf of SJVN Ltd.
WITNESSES:
Name : Name :
Address: Address:
# This agreement is required to be signed on a non judicial stamp paper of appropriate
value applicable in the state where this agreement is signed.
********
948
Annexure-III
SURETY BOND
KNOW ALL MEN OF THESE PRESENTS that I …………………….. s/o, d/o, w/o
Sh………………., R/o …………………………… in presently employed as regular
permanent employee as ………………………………. In SJVN Ltd., Employee No.
…………, Deptt. ……………….(hereinafter called “the surety”) which expression shall
include legal heirs, representative, executors) held and firmly bound unto the SJVN Ltd.,
Himfed Building, New Shimla-171009 (hereinafter called “the company” which expression
shall include its successors and assignees) in the sum of Rs. ……………….. (Rupees
…………………………………………….. only) together with accrued interest to be paid
to the company FOR WHICH PAYMENT TO BE well and truly made as set in below; I
hereby bind myself, my heirs, executors, administrators and representatives firmly by these
presents and witness my hand this …… day of …………… two thousand ………
WHEREAS Sh. …………………………………….. S/o Sh. ………………
………………… resident of …………………………………… ……………………
………………………………………………. at present employed as permanent employee
in the company (hereinafter called “the borrower” and due to retire on
……………………………. has applied to the company for loan of Rs. ……………………
……….(Rupees ………………………………………………… only) for purposes of
Children Education of his/her son/ daughter Mr./Ms. ………………………….. for pursuing
the course …………………………… (name of the course) from Institute/University in
India/Abroad (name of country) ………………. .
AND WHEREAS The company has sanctioned an loan of Rs. ……… (Rupees
……………………………………………only) vide its sanction letter No. …………….
dated ……………. under the rules (hereinafter referred to as the “said rules”) framed by
the company to regulate the grant of such loan for the purposes of Children Education of
his/her son/daughter for pursuing the course ……………………. from Institute/University
in India/Abroad (name of country) …………………..
AND WHEREAS the Borrower has undertaken to repay the said amount in
………………… equal monthly installments of Rs. …………….. (Rupees
…………………………………….. only) for salary.
AND WHEREAS in consideration of the company having agreed to grant the aforesaid
loan to the borrower, the Surety has agreed to execute the bond with such conditions as are
hereunder written.
NOW THE CONDITION OF THE OBLIGATION is that if the Borrower while employed
in the company regularly pays or cause to be paid the amount of the above loan by
installments until the said sum of Rs. ………………… (Rs. ……………
……………….only) shall be duly paid then this bond shall be discharged, otherwise the
same shall remain in full force and virtue. BUT SO NEVERTHELESS, that if the Borrower
shall become insolvent or at any time ceases to be in service of the company, the whole or
so much of the said principal sum of Rs. ……………….(Rs. ………………………
………….only) together with interest thereon as shall then remain unpaid shall immediately
949
become due and payable to the company and recoverable from the Surety in lumpsum by
virtue of this bond. It shall not be necessary for the Company to proceed against the
Borrower before proceeding against the surety to recover the amount due under this bond.
The obligation undertaken by the Surety under this bond shall not be discharged or in any
way effected by any extension of time being granted to the Borrower or by reason of any
other act or forbearance or other acts of omission or commission on the part of the company
or by any other matter or thing, whatsoever which under the law, would, but for the provision,
have the effect of relieving the Surety.
Signed and delivered by the said ………… On the day of ………20 ….. first above written.
(Signature of the Surety)

Designation
Emp.No.
WITNESSES:
Name : Name :
Address: Address:
Signed by Sh ………………………………. In the SJVN Ltd. for and on behalf of SJVN.

WITNESSES:
Name : Name :
Address: Address:
# This bond to be signed on a non judicial stamp paper of appropriate value in the state
where, this surety bond is to be executed.
********
950
SCHEME FOR SPONSORING
OF EXECUTIVES FOR
HIGHER STUDIES
951
952
CONTENTS
RULE TITLE PAGE

2.0 Scope 955
3.0 Eligibility 955
4.0 Procedure for sponsoring 955
5.0 Sanctioning Authority for sponsoring of executives 955
6.0 Execution of Bond 955
7.0 Payment Terms 956
8.0 Conduct during the training 956
9.0 Effect of study period on Promotion, Seniority and other 956
benefits during the study period
10.0 Taking assignment from out side 956
11.0 Number of Executives to be sponsored 956
12.0 Interpretation of the Rules 956
Annexure-A List Of Empanelled Institutions 957
Study Leave Bond 959
953
SCHEME FOR SPONSORING OF EXECUTIVES FOR HIGHER STUDIES
954
1.0 Introduction.
With a view to encourage Executives to upgrade their professional knowledge
matching with the requirements of the Company, a Scheme for Sponsoring
Executives to MBA/ PG/ M. Tech. MS (Tech.) Programme(s) in respective
discipline/ stream relevant to the business of Power Sector Industry, from
empanelled Institutions is being introduced w.e.f. 18.05.2004. The list of
empanelled institutions is at Annexure-A.
2.0 Scope.
This will apply to the regular Executives of the Corporation, excluding
deputationists, lien holders etc & who have completed at least 5 years of regular
service in the company and would not be superannuating within 7 years from the
date of admission to the course.
3.0 Eligibility.
3.1 The Executive should have completed minimum 5 years regular service, as an
Executive, in SJVN to be reckoned from his date of joining SJVN/ promotion as
an Executive, whichever is applicable.
3.2 The Executive should have minimum 5 years service left after completion of
the course.
3.3 Eligibility will further be guided under the terms and conditions stipulated by the
Institution imparting training.
3.4 No Executive will be eligible for sponsoring, if any, Vigilance/Disciplinary case is
pending/being contemplated against him/ her or latest AAR is rated less than good.
4.0 Procedure for Sponsoring.
4.1 Interested Executives will apply, as and when, course curriculum/ prospectus is
circulated by Corporate HR Group.
4.2 The application should be duly recommended by HOD not below the rank of
DGM who would record the reasons for recommending and also certify that during
the period of training no replacement is required.
4.3 Concerned HR Group will examine the application and forward its
recommendations to Corporate HR Group. Corporate HR Group will further seek
approval of the Competent Authority and send his nomination with due intimation
to concerned P&A (Establishment Group).
5.0 Sanctioning Authority for sponsoring of Executives:
CMD/ Director (P) will be Competent to accord the approval for sponsoring of
Executives for this particular training.
6.0 Execution of Bond:
6.1 The Executive will be required to execute a Bond immediately before proceeding
on training, to serve the Company for a period of five years after completion of
the course.
6.2 In case the Executive leaves the services of the Company during the period of
training itself, the entire bond amount will be recoverable from him. The entitlement
955
of Gratuity & Provident Fund in such cases will be dealt with in accordance with
the rules of the Company from time to time.
6.3 If, however, the Executive leaves the service of the Company during the bond
period, the bond amount will be payable by him, as per the Rules of the Corporation,
in vogue from time to time. If he joins another Public Sector undertaking/
Government Service with the Corporation’s concurrence, the Bond may be
considered for transfer if mutually agreed between the two organizations.
7.0 Payment Terms:
7.1 The Executive will be treated as ‘On Duty’, and temporarily posted at the place
where he/she is sponsored for undergoing the professional course. He/ She in
addition to his/her usual salary & Perks will be entitled to:-
a) Course fee
b) Expenditure towards books, stationary and Projects up to a maximum of
Rs. 10,000/- per annum.
c) TA/DA as applicable in case of temporary transfer. In addition to TA/DA
for attending interview/ written test as per SJVN TA/ DA rules.
7.2 Executive will have the liberty to keep his spouse and dependent children at a place
of his choice. For shifting the family TA/ DA will be payable as per SJVN TA/ DA
Rules. The entitlement for HRA, Lease and Company Accommodation shall be
restricted to the place of posting of the Executive before proceeding on training.
8.0 Conduct during the training:
8.1 Executive is required to observe the Service and CDA Rules of the Corporation.
However, he/ she will not be eligible for forwarding of application for employment/
deputation outside under the Service Rules during period of training and currency
of the bond.
9.0 Effect of study period on Promotion, Seniority and other benefits during the
study period:
9.1 The executive shall be considered for promotion during the training period. The
period shall also be considered for determining eligibility for promotion.
9.2 The institution will issue a certificate or award degree in respect of each Executive
that he/ she has successfully completed the programme. If an Executive fails to
acquire such certificates/degree from the institution, period of training will not be
reckoned for the purpose of eligibility for next immediate promotion.
10.0 Taking assignment from out side:
10.1 During the training period the Executive shall not take any employment/assignment
except required for training purpose, without prior approval of the Competent
Authority. The earning from the assignment, if any, will only be allowed after
specific approval in this regard of the competent authority.
11.0 Number of Executives to be sponsored:
Two Executives in a calendar year shall be nominated under this scheme.
12.0 Interpretation of the Rules.
CMD/D (P) shall be Competent to approve any interpretation required under these
Rules and their decision shall be final and binding
********
956
ANNEXURE-A
LIST OF EMPANELLED INSTITUTIONS
1. Indian Institute of Technology, Roorkee
2. Indian Institute o Management, Lucknow
3. Administrative Staff College of India, Hyderabad
4. National Power Training Institute, Faridabad
5. Power System Training Institute, Bangalore
6. Management Development Institute, Gurgaon
7. Engineering Staff College of India, Hyderabad
8. Power Management Institutes, Noida
9. The Institute of Charted Accounts of India, New Delhi
10. Indian Institute of Management, Ahmedabad
957
958
STUDY LEAVE BOND
(To be executed on Non-judicial stamp paper of Rs. 20/-)
KNOW ALL MEN BY THESE PRESENTS THAT I _____________________ S/o/
D/o____________________________________ residing at ___________
________________________________________________________________________
(hereinafter called the “First Party”) do hereby bind myself to the SJVN LIMITED , a
Government Company under the Companies Act, 1956, having its registered office at
Himfed Building, New Shimla (hereinafter called the “Company”) which expression shall
include its successors administrators and assigns, to pay an equivalent amount to entire
cost of training plus Salary paid during the study period on its demand without demur,
reservation contest recourse or if payment is made from a country other than India then
amount equivalent to the said sum in Rupees equivalent to entire cost of training plus
Salary paid during the study period in the currency of that country converted at prevailing
official rate of exchange between the country and India in the event of committing breach
of the terms laid down in the scheme for Sponsoring Executives for Higher Studies.
WHEREAS the First Party, who has been sponsored for course qualification___________at
__________________________ for a period of ________________________ AND
WHEREAS on account of the aforesaid sponsoring First Party the Company has to bear
heavy financial liability.
AND WHEREAS the First Party has agreed that during the period of sponsoring for a
period of ______ years he/she will observe good behaviour during this period and to serve
the Company or any department of Industrial Undertaking of Government of India, if so
directed by the Company to the fullest satisfaction of the Company for a minimum period
of 5 (five) years after resuming duty on completion of course.
purposes mentioned below, the First Party execute a bond in favour of the Company.
NOW THE BOND WITNESSETH AS FOLLOWS:
That in the event of the above Shri/Smt.________________________________________
S/o/Di____________________________________ (First Party).
(a) Failing to report forthwith on arrival in India, after successful completion of
his course and to rejoin the post originally held by him/her in the company on
the existing terms and conditions of his service; or
(b) Failing to serve the Company or any other department or Industrial Undertaking
of Government of India, as directed by the Company; for a minimum period
of 5 (five) years after resuming duty on the successful completion of Course;
(c) Failing to observe the rules and regulations governing the terms and conditions
of service for the time being in force during his Study Leave or service period
as aforesaid; or
959
(d) Failing to refund to the Company any payment made to him/her; or
(e) Failing to intimate to the Company the amount and other particulars in respect
of any honorarium or other monies earned or received by him/her during the
period of his course.
The first bonded party Shri/Smt. ________________________ shall forthwith refund to
the Company on demand and without demure reservation, context, recourse or protest the
bond money not exceeding an amount equivalent to entire cost of training plus Salary/
other expenses paid during the study period together with interest thereon calculated at
Government rates applicable at that time in market from the date of demand by the Company
and upon his/her making such payment to the Company the above obligation shall be
discharged and shall not be enforceable, otherwise the same shall remain in full force and
virtue.
The Company’s rights to other claim or remedies open under law shall not however be
prejudiced.
It is hereby agreed and declared that the decision of the Company as to whether the above
bounden First Party has or has not performed and observed the obligations and conditions
herein before contained shall be final and binding on the First Party.
The Company shall have the right to take any action against the First Party in accordance
with the Rules and Regulations governing the terms and conditions of service of its
employees, in addition to its right under these presents.
The Company reserves the right in the event of breach of any conditions mentioned above,
to demand payments from First Party or sue the First Party
All suits and actions arising out of, connected with or relating to these presents shall be
instituted only in the courts at Shimla having jurisdiction over the Company’s Office.
Signed this ____________________ day of __________________ 200 .

of Shri __________________ Full Address:
Address:
IN THE PRESENCE OF ACCEPTED FOR AND
(Name & Address of Witness) ON BEHALF OF SJVN
960
CONTRACTUAL
APPRENTICESHIP
SCHEME
961
962
CONTENTS
RULE TITLE PAGE
1. Introduction 965
2. Preamble 965
3. Objective 965
4. Number of Trainees 965
5. Eligibility 966
6. Period of training 966
7. Stipend 966
8. Other Terms and Conditions 966
9. Selection Procedure 967
10.0 General 967
Annexure Undertaking 969
963
CONTRACTUAL APPRENTICESHIP SCHEME
964
1.0 Introduction:
NJHEP is coming up as one of the most important power projects in the country.
Working or under-going training in this project is not only a matter of pride but
will also carry a lot of value in terms of experience for employment anywhere in
the power sector. With such a prestigious project so close to them, local youth
who have done courses in technical subjects look upon this as an opportunity to
upgrade their skills.
2.0 Preamble:
SJVN being a Public Sector Undertaking has got its social responsibility towards
the local population who are directly affected by the Establishment of Power Plant
besides has moral obligation to improve the knowledge and skill base of the
technical qualified persons of the local area. To fulfill the above social and moral
responsibility of the Corporation, and meet the aspirations of the local youth, it is
proposed to start apprenticeship scheme by entering into a contract for a period of
one year.
3.0 Objective:
Provide Apprenticeship training in Hydro Power Plant :-
i) To the categories of ITI in the following trades.
a) Mechanical.
b) Electrical.
c) Control Panel and Instrumentation.
d) Fitter.
e) Welder.
f) Rigger.
g) Turner.
ii) To Polytechnic Diploma holders in following fields.
a) Mechanical.
b) Electrical.
c) Control Panel and Instrumentation.
4.0 Number of Trainees:
4.1 Maximum number of seats at any point of time shall not exceed as under:
Category Seats
ITI 10
Polytechnic Diploma Holders 5
4.2 The Apprentice will be taken once in a year only.
965
5.0 Eligibility:
5.1 The students who have completed 14 years of age and passed vocational training
from ITI/3 years Polytechnic Diploma will be eligible for Apprenticeship under this
Scheme. The upper age limit of 30 years will be relax able by 5 years for SC/ST
candidates.
6.0 Period of Training:
6.1 The period of Apprenticeship will be one year.
7.0 Stipend:
During the training following stipend will be paid:
Category Consolidated Stipend
ITI Rs. 2500/-
Polytechnic Diploma Holders Rs. 3000/-
8.0 Other Terms and Conditions:
8.1 The applicants should be permanent resident from Rampur Sub-division of Shimla
Distt. Or Nichar Sub-division of Kinnaur Distt. Anni sub-division of Kullu Distt.
In exceptional cases CMD may relax this condition if vacancies exist after
considering suitable candidates from these areas. Preference will be given to
members of descendants of Project Affected Families.
8.2 That the above Apprenticeship scheme is purely for a period of one year which
shall stand terminated automatically after completion of one year from the date of
commencement and shall not be comparable to SJVN regular trainees.
8.3 Any candidate whose performance is unsatisfactory or indulges in anti social or
anti legal activities or exhibits behavior which brings bad name to the organization
may be discontinued from apprenticeship by giving notice of 7 days.
8.4 It shall not be obligatory on the part of the employer to offer any employment to
the apprentice on completion of period of apprenticeship in his establishment.
The undertaking will be submitted by the Apprentice that after completion of
training he will not be claim for any employment in the Corporation on the basis
of training.
8.5 Further it shall not be obligatory on the part of the apprentice also to accept any
employment under the employer.
8.6 The selected candidates have to undergo medical check up as per the SJVN norms
and subject to found fit they will be allowed to take Apprenticeship under the
Apprenticeship Scheme.
8.7 There will be 3 quarterly Tests and 1 final Test comprising of 20 marks each for
the quarterly Tests and 40 marks for the final Test. On completion minimum-
qualifying marks will be 50%on an aggregate. A certificate will be issued to the
trainees in support of successful completion of the Apprenticeship.
8.8 The candidate has to complete the entire period of Apprenticeship and if at any
point of time wants to terminate the apprenticeship, the same can be done by
giving 15 days notice or pay in lieu thereof.
966
8.9 The candidates/Students will be governed by disciplinary Rules as applicable to the
trainees and any other rules as may be framed for them from time to time.
9.0 Selection Procedure:
9.1 For selection notice will be published in Local Newspapers & listed with Panchayats.
In addition, if necessary, notification will be sent to Local Employment Exchange in
Himachal Pradesh. In addition a general notification will be displayed.
9.2 On receipt of candidatures a selection test/interview will be conducted by a Selection
Committee duly constituted with the approval of D(P)/CMD.
9.3 The following will be the members of selection committee under the Scheme.
Chairman : D(P) or his representative.
Expert : An expert of eminence-could be from within
SJVN or an outsider.
SC/ST members : Representative of SC/ST.
10.0 General:
10.1 Selection Process will be done by Corporate Recruitment Cell.
10.2 After selection, the selected candidates will be deployed at project for further
training and apprenticeship.
10.3 The Trainees/Apprentice will report to Project Training Deptt. which will also
keep all the records pertaining to them besides making the training schedules,
taking periodical assessments & the final assessment on completion of the
training period.
10.4 Project ER&R Department will be intimated regarding the details of Trainees/
Apprentice for record and identification of members of Project Affected Families,
if any.
********
967
968
Annexure
UNDERTAKING
I, __________________________ S/o ________________________ State that I am
a permanent resident of Sub-Division Rampur, Distt. Shimla/Sub-Division Nichar, Distt.
Kinnaur/Anni sub-division of Kullu Distt.
That I am willing to undergo training as an apprentice with SJVN Ltd. on a consolidated
amount of Rs. ____________ per month for a period of one year.
That I undertake that I shall not claim any right of absorption/permanent employment in
the company on the expiry of the apprenticeship period.
Sig……………………………..
Name ………………………….
Address ………………………..
…………………………………
…………………………………
…………………………………
Dated…………….
969
970
FOREIGN VISIT SCHEME
971
972
CONTENTS
RULE TITLE PAGE

2.0 Objective 975
3.0 Scope 975
4.0 Inspection Visit 975
5.0 Business Meeting/Delegation visit 976
6.0 Trainings 976
7.0 Seminars, Workshops & Conferences 977
8.0 Procedure For Selection For Trainings, Seminars, 977
Conferences & Workshops
9.0 General Terms & Conditions 978
Annexure SJVN Scheme of 'Execution of Bond' for Overseas 979
Training/Seminar/Conference Etc.
Appendix BOND 981
973
974
1.0 Introduction:
Hydropower has been recognized as a power generation alternative of the future
and the Government has embarked on an ambitions programme to add hydropower
capacity in the country. The need for optimum development of hydroelectric
resources of the country has also been duly recognized for meeting ever-increased
demand for power requirements in the country. The bulk of hydroelectric potential
of our country is located in river basins of Himalayan region.
The development of hydropower requires multi-disciplinary inputs. The
technological advancement in power industry and extensive use of computer aided
protection and control system in the Hydel Projects poses challenges for
construction, and operation of Hydel Projects. To face these challenges
identification of right quality of person with required knowledge and skills is of
utmost importance.
2. OBJECTIVE:
Scheme has been devised to meet the requirement for Business Development of
the Nigam and simultaneously develop the Human Resource to cope up with the
changing economic scenario by adopting latest technology and developing
competency inter-alia the following will be taken care:
a. To regularly update these skills to keep pace with the ever progressing
and rapidly advancing technologies which are being introduced in the
power plants.
b. To supplement its technical manpower with applied and managerial skills.
3.0 SCOPE:
Following type of Foreign Visit will be covered under this Scheme.
i) Inspection Visit.
ii) Business Meetings/Exposure & Delegation Visit.
iii) Trainings.
iv) Seminars, Workshops and Conferences
4.0 Inspection Visit.
4.1 Provision for inspection of Material, Technology etc. shall normally be included
in the Contract of Works by indicating number of visits and anticipated expenditure.
It will also be clearly mentioned whether the visit are to be paid for by the
contractor or not.
4.2 The inspection shall be done by site engineers i.e. EIC or his team, Design, Engg.,
or Quality Control/Quality Assurance Engineers.
4.3 Concerned Contract Deptt. will submit a budget for inspection for each
financial year.
4.4 Those who go for inspection will be responsible for quality.
4.5 The visit will be for minimum time required for inspection.
975
5.0 Business Meetings/Delegation visit.
This shall include business meetings in connection with the raising loans, signing
agreements, dealing with international contractors, technical advice, consultations
& purchase of spares etc. This also includes exposure visits to power stations or
organizations for technical and managerial skill/knowledge up gradation including
as members of delegations with high-level dignitaries from GOI etc.
Only Board level functionaries and senior executives not below the rank of DGM
may be nominated for such visits. However, the number of such visits shall be
kept minimum and Board shall invariably be informed about this.
6.0 Training:
6.1 Foreign visit for Training shall be considered, if:
i) Such training is necessary for adoption of the technology.
ii) Employee should have at least four years to serve after conclusion of the
training.
iii) Employee should have completed a minimum of five years service. The
limit may, however, be relaxed in cases where the very nature of training
does not warrant such a restriction.
iv) Employee should possess adequate background of the subject or field in
which he would be receiving training. After training employee will not
be transferred from Concerned Department to other Department till expiry
of three years form the date of completion of Training
6.2 Foreign Training may be allowed not more than once in a period of 5 years
The Training can be:
a) Externally funded
b) Funded by SJVN
c) Partially funded by SJVN
6.3 Nomination for the trainings will be done based on the following criteria
a) Employee should be an executive with at least Very Good AAR’s in the
last 3 years
b) Executive should have served in a SJVN ‘s projects for at least 2 years
(Applicable only for SM and below officers)
c) Executive should be directly connected with the subject/field training
and should have relevant experience as well as educational qualifications.
d) No Vigilance/Departmental case is pending or contemplated.
6.4 A separate budget approved by BOD would be kept for Foreign Trainings every
year. Efforts should be made to send personnel within the approved budget by
giving preference to externally funded and partially funded training programmes.
6.5 If Executive obtains some grant or sponsorship for a training at his own level, he may
generally be allowed to attend the training even if the 5 years period is not over.
976
7.0 Seminars, Workshops & Conferences:
7.1 The nomination for participation in International Seminars, Workshops &
Conferences held abroad may be considered by fulfilling of following aspects.
a) The Seminar, Workshop & Conference has relevance and importance in
relation to the functions of SJVN and/or;
b) The role of the nominee is like Chairman, Keynote Speaker, Author of
contributed paper etc. to Seminars, Workshops & Conferences and;
c) By participating in such Seminars, Workshops & Conferences the SJVN
will earn good reputation and name.
7.2 The expenditure should be restricted to providing air fare and daily charges. Delegate
fees etc. should generally be avoided. Only Managers and above be sent for this.
8.0 PROCEDURE FOR SELECTION FOR TRAININGS, SEMINARS,
CONFERENCES & WORKSHOPS.
8.1 Fully or partially funded by SJVN .
8.1.1 On receipt of notification/proposal from Foreign agency regarding Training, Seminars,
Conferences & Workshops, the Corporate HRD Division will process the case by
adopting following procedure:
8.1.2 Recommendation from Concerned Director by indicating tentative amount in respect
of following:
i) The proposed training, Seminar, Conference & Workshop is relevant and
useful for our organisation
ii) The cost involved is justified
8.1.3 Financial concurrence from Director(Finance)
8.1.4 Circulate the programme to all relevant Deptts./Sections for nomination.
8.1.5 Forward the nomination to Establishment Division of P&A for verification of the
following
i) Concerned employee should have been rated Very Good in the last 3
years AAR’s
ii) The concerned employee should have relevant experience
iii) No Vigilance/Departmental case is pending or contemplated
8.1.6 Submit the proposal to Screening Committee comprising of following members.
i) Director(P)
ii) Concerned Director
8.1.7 Forward the recommendation of the Committee to CMD for approval.
8.2 Not funded by SJVN
8.2.1 Corporate HRD Division will circulate the notification to all concerned departments/
Sections after taking consent from Concerned Director. And
977
8.2.2 Forward the application to Establishment Section of P&A for verification of the
following
i) Employee should have been rated Very Good in the last 3 years AAR’s
ii) The Employee should have relevant experience
iii) No Vigilance/Departmental case is pending or contemplated
8.3 Procedure for sponsoring of Seminars, Workshops, and Conferences, if an invitation
received by name
8.3.1 Fully or partially funded by SJVN
On request by individual employee for participation in a Seminar, Workshop &
Conferences abroad on invitation received by individual name, Corporate HRD
Division will take consent from concerned Director regarding relevance of the
program and also obtain financial concurrence by indicating tentative amount and
budget provision.
8.3.2 Not funded by SJVN
In case an employee who received invitation by name for presentation of papers
or chairing session, for giving keynote, address etc., and are paid by the outside
agencies will be considered on the recommendation of concerned Directors.
9.0 General Terms & Conditions:
9.1 CMD will be Competent Authority to approve the visit abroad in respect of all
employees upto E7A level. Further CMD will also be competent authority to approve
visits of Directors and all Executives to Nepal and Bhutan. Approval of visit except
aforesaid will be governed as per Govt. Guidelines issued from time to time.
9.2 For all Foreign visits, the proposal shall be processed by Corporate HRD Division.
9.3 For every financial year the Competent Authority shall approve the budget for
Foreign visit and in no case the expenditure should be made beyond the
approved budget.
9.4 The SJVN Scheme of execution of bond for overseas training, seminar, conferences
will be applicable.
The SJVN Scheme for execution of bond for overseas training, seminar &
conferences is detailed at Annexure.
9.5 The participant will submit report and a set of course material within seven days
from the date of completion of the Training Programme/ Seminar/ Workshop/
Congress. Further the participant will inform a topic to Corporate HRD Division
for giving presentation during in-house training programmes.
9.6 CVC instruction in respect of vigilance clearance for undertaking the travel abroad
as may be in force from time to time will be followed.
9.7 The Management shall reserve the right to amend, modify and revoke the
scheme as per instruction of DPE/MOP/MOF/RBI and other regulatory bodies
issued from time to time.
9.8 In case of any doubt with regard to interpretation of any of the provision, the
matter will be referred to the Director(P)/Managing Director/Chairman and the
decision will be final.
********
978
Annexure
SJVN SCHEME OF ‘EXECUTION OF BOND’ FOR OVERSEAS TRAINING/
SEMINAR/ CONFERENCE ETC
1. The scheme of “Execution of Bond” has been implemented for SJVN employees
attending the Training programmes/Seminars/Conferences/Workshops etc. abroad.
2. This scheme applies to all regular employees of SJVN as well as employees on
deputation to SJVN.
3. The objective of this scheme is to ensure the subsequent services of the executive
in company, and availing maximum benefits of the knowledge gained, which could
be implemented in the company for the betterment. Besides that, company has to
incur expenditure on account of the absence of executive in the office for a period
of time.
4. To ensure the subsequent services of the executive in the company for a minimum
specific period, the employees shall be required to execute a BOND, before
proceeding on training, to serve the company as per the table below:
Sl. Length of Training Period of Bond Amount

No. immediately after the of Bonds
completion of the course ( Rs.)
a) Upto to 2 weeks NIL NIL
b) More than 2 weeks but upto 6 1 year 15,000/-

weeks
c) More than 6 weeks but upto 2 years 20,000/-

12 weeks
d) More than 12 weeks but upto 3 years 25,000/-

24 weeks
e) More than 24 weeks 4 years 30,000/-
5. If the employee leaves the service of the company during the period of the course
itself, the entire bond amount will be recoverable from him.
6. If, however, he leaves the services of the company during the bond period,
after the completion of the course, the proportionate bond amount will be payable
by him.
7. If he joins a Public Sector Undertaking/Govt. service with the company’s
concurrence, the bond may be transferred at the discretion of Management.
8. The prescribed format for Execution of Bond is enclosed at Appendix.
979

9. The scheme as above comes into force with immediate effect. However, it shall
also be applicable to those employees who have earlier been deputed for training
abroad to ensure their subsequent services in the company.
10. The Training Department will inform the concerned Estt. Department about details
of training for the purpose of bond and send a copy of bond for personal file
********
980
Appendix
(To be executed on Non-judicial stamp paper of Rs. 20/- if
executed at Shimla or Rs. 10/- if executed at New Delhi)
BOND
KNOW ALL MEN BY THESE PRESENTS THAT WE (a)…………………………….
S/o………………………………………… residing at …………………………………..
(herein after called the “First Party) and (b) Shri ……………………………….…… S/o
Shri ……………………………………residing at ………………………………………
(hereinafter called the “Second Party”) do hereby jointly and severally bind ourselves and
our respective heirs representatives administrators to the SJVN LIMITED , a Government
company under the Companies Act, 1956 having its registered office at Himfed Building,
Shimla (Hereinafter called the Company ) which expression shall include its successors
administrators and assigns, to pay on its demand without demur, reservation contest recourse
or if payment is made from a country other than India then amount equivalent to the said
sum in the currency of that country converted at prevailing official rate of exchange between
the country and India.
WHEREAS the above named bonded First party has been selected by the Company for
training ……………………. at…………………. for a period of ………………….AND
WHEREAS on account of the afore said training of the First Party the company has to
incur heavy expenditure.
AND WHEREAS the First party has assured and the Second party has guaranteed the
company of the successful training and good behavior of the First party during his stay in
……….………………. and his subsequent services in the Company or any department of
Industrial Undertaking of Government of India, if so directed by the Company to the fullest
Satisfaction of the company for a minimum period of …………. years after the completion
of the said training.
purposes mentioned below that both the First and Second party should execute a bond in
favour of the Company.
NOW THIS BOND WITNESSTH AS FOLLOWS:-
That in the event of the above Shri ………………………………………………………
S/o Shri………………………………..................................... (First party)
a) Not conforming to or complying with the instructions regarding training and
discipline conveyed to him by or on behalf of the company: or
b) getting adverse reports regarding the progress of his training or regarding his
work and conduct during service; or;
c) failing to complete the training for which he has been selected for reasons
other than ill health is not the result of his own neglect, carelessness or
misconduct regarding which the certificate of the Medical officer nominated
by the company shall be conclusive;
981
d) failing to report forthwith on arrival in India, after successful completion of his
training and to rejoin the post originally held by him in the company on the
existing terms and conditions of his service; or
e) refusing to serve the company or any other department or Industrial
Undertaking of Government of India, as directed by the Company for a
minimum period of ……… years after the successful Completion of training;
f) failing to observe the rules and regulations governing the terms and conditions
of service for the time being in force during his training or service period as
aforesaid; or
g) failing to refund to the company any other payment made to him during the
course of his training when so demanded; or
h) failing to intimate to the company the amount and other particulars in respect
of any honorarium or other monies earned or received by him during the
period of his training; or
i) failure to hand over and surrender to the Company the whole or part of such
honorarium or other monies received by him while on training unless he is
permitted by the company to retain such amounts;
j) he and the above bonded Shri ………………………..S/o Shri ………………
…………………………….………… (second party) shall forth with refund
to the company on demand and without demure reservation, context, recourse
or protest all moneys paid to (First party) or expended inter-alia on his travelling
expenses, passage, salary and value of other benefits during training or
otherwise on account of his having been selected or deputed as a trainee as
aforesaid, not exceeding (Rupees……………………………………..) only
together with interest thereon calculated at Govt. rates then in force for Govt.
Loans, from the date of demand by the company. And upon his making such
payment to the company the above obligation shall be discharged and shall
not be enforceable, otherwise the same shall remain in full force and virtue.
In the event of insolvency, lunacy of Shri …………………………………………….. S/o
(Second Party) the above bounden Shri ………………………………………………. S/o
Shri ………………………………………….(First Party) undertakes to intimate the
company of the event within 15days of its occurrence and shall execute a fresh bond
alongwith his fresh surety or sureties as may be necessary with out prejudice to the rights
and liabilities of the parties under this bond:
Provided always that the Company may, at its discretion, alter, interrupt or stop the said
training in the event of adverse reports regarding the progress of training of the First party
or regarding his conduct or health, without any way impairing its rights under these presents.
It is hereby agreed and declared that the decision of the company as to whether the above
bounden First Party has or has not performed and observed the obligations and conditions
herein before contained shall be final and binding on the first and second parties.
982
The company shall have the right to take any action against the First party in accordance
with the Rules and Regulations governing the terms and conditions of service of its
employees, in addition to its rights under these presents.
The Company reserves the right in the event of breach of any conditions mentioned above,
to demand payments from both the First and Second bounden parties simultaneously or
from either of them or sue either the First or Second Parties without first proceeding against
the other party or jointly sue both the parties.
Provided further that the liability of the said Second Party shall not be impaired or discharged
by reason of any action having been taken against the above bounden First Party under the
terms of his appointment or time being granted to the said party or by any forbearance, act
or omission of Company or any person authorized by the said company with or without the
consent or knowledge of the Second Party nor shall it be necessary for the Company to sue
the Second Party before suing the First Party for amounts due hereunder. The Bond and
the rights and obligations of parties there shall in all respects be governed by the law of
India.
All suits and actions arising out of, connected with or relating to these presents shall be
instituted only in the courts at ……………………………… having jurisdiction over the
Company’s office.
Signed this ………………………….. day of ………………………..200…

at …………………………………………

of Shri………………………………. Full Address:
Address………………………………
Signed in the presence of Signature of the Second Party

Shri……………….. Full Address:
Address ……………….
IN THE PRESENCE OF ACCEPTED FOR AND ON BEHALF OF

SJVN
(Name and Address of Witness)
983
984
SCHEME FOR SPONSORING
WORKMEN FOR
VOCATIONAL
EDUCATION
985
986
CONTENTS
RULE TITLE PAGE

2.0 For obtaining SCVT Certificate 989
3.0 For acquiring ITI/ Equivalent Certificate 989
987
SPONSORING WORKMEN FOR VOCATIONAL EDUCATION
988
SCHEME FOR SPONSORING WORKMEN FOR VOCATIONAL EDUCATION
1.0 Introduction:
Scheme for sponsoring Workmen for vocational education programmes has been
introduced w.e.f. 16.02.2005, as under:-
2.0 For obtaining SCVT Certificate
2.1 All Workmen of SJVN (including those on deputation from HPSEB) shall be
eligible.
2.2 The upper age limit will be 40 years. SC/ST and OBC employees may be relaxed
for 5 years and 3 years, respectively.
2.3 The Maximum duration shall be 06 months.
2.4 Training is to be imparted in critical areas to be identified by the management.
Employees may indicate their choice from amongst AC and Refrigeration,
Electronics Mechanic, Fitter, Machinist, Electrician etc. In case more candidates
apply, selection will be done by a selection committee to be constituted by Director
(Personnel). The selection will be based on Educational Qualifications, relevant
trade experience, ACRs, Age and Merit of the candidate. Final selection for
admission will be made by the training institutions.
2.5 Maximum number to be sponsored every six months will be 30 candidates.
2.6 Employees will continue to draw salary and allowances and will be allowed TA/
DA for journey period (duly approved). In addition, the tentative expenditure on
this vocational training will be Rs. 2500/- per head per month, detailed as follows:-
Programme Fee Rs. 2000/- PH / PM

Accommodation Charges Rs. 250/- PH / PM
Incidental Expenses Rs. 250/- PH / PM
(for Books etc)
Total Rs. 2500/- PH / PM
The entire expenditure, as above, will be borne by SJVN.
3.0 For acquiring ITI / Equivalent Certificate
3.1 All Workmen of SJVN (including those on deputation from HPSEB) shall be
eligible.
3.2 The upper age limit will be 40 years. SC/ST and OBC employees may be relaxed
for 5 years and 3 years, respectively.
3.3 Minimum Qualification shall be Matric
3.4 As per Board approval, training is to be imparted in critical areas to be identified
by the management. Employees may indicate their choice from amongst AC and
Refrigeration, Electrical, Mechanical, Machinist Trades etc.
989
3.5 Employee must have 5 years practical experience in the relevant trade.
3.6 The expenditure on account of exam fee and TA / DA for journeys shall be borne
by the Corporation. Workmen will also be permitted to attend related preparatory
short term training / preparatory training programmes of upto 15 days.
4.0 Acquiring of vocational knowledge will not directly entitle the employee for any
particular grade / post. They will be considered as and when a suitable vacancy is
available.
5.0 The employee will have to sign bond to serve SJVN for a period of 5 years after
completion of training / awarding of certificate. Deputationists from HPSEB will
have to give willingness to get absorbed in SJVN, as and when offered by the
Corporation.
********
990
SCHEME FOR
APPOINTMENT OF
MENTOR FOR TRAINEES
991
992
CONTENTS
RULE TITLE PAGE

2.0 Objective Of The Scheme 995
3.0 Appointment Of The Mentor 995
4.0 The Role Of Mentor 995
5.0 Reporting 996
993
APPOINTMENT OF MENTOR FOR TRAINEES
994
SCHEME FOR APPOINTMENT OF MENTOR FOR TRAINEES
1.0 INTRODUCTION
Trainees are being engaged in Workmen, Supervisory & Executive categories. It
is felt that due to different social milieu, Trainees are passing through multi
dimensional socio-psychological conditions. To make them more comfortable and
equipped to cope-up with the new environment a scheme is being introduced to
appoint a mentor for trainees appointed under Recruitment Rules.
2.0 OBJECTIVE OF THE SCHEME
The mentor is required to support/guide the trainees in their personal & professional
lives during the training period.
3.0 APPOINTMENT OF THE MENTOR
3.1 The mentor will be appointed by Head of concerned P&A Deptt. He shall be at
least two levels Senior to the trainees. The mentor may be appointed from the
same category or from higher category i.e. for workmen trainees the mentor may
be appointed from Workmen, Supervisor or Executive category and likewise for
Supervisory category.
3.2 The mentor shall not be an employee who falls in the line of control of the trainee.
He may be appointed from the same or related discipline.
3.3 The mentor shall be from the same station where the Trainee is identified to be
posted. If the mentor is transferred to other station another mentor will be appointed.
3.4 One mentor can be appointed for maximum four Trainees.
4.0 THE ROLE OF MENTOR
4.1 The mentor shall function as a friend/guide to the trainees assigned to him. He
shall make every endeavour to make the trainees comfortable in the work
environment as well as at Personal and social level. Specifically he shall provide
guidance in the following areas.
i. Work related
ii. Training related
iii. Personal
iv. General Development
v. Inter Personal relations at Work
vi. Development of communication skills.
995
4.2 The mentor should try to develop a good personal rapport with the trainees. He
should interact informally with the trainees like a family. This relationship can
continue even later after completion of training.
5.0 REPORTING
There will be no formal system of reporting. However mentors may be asked to
comment about the trainees from time to time.
********
996
POLICY WITH REGARD
TO PAYMENT OF FEES/
HONORARIUM
997
998
CONTENTS
RULE TITLE PAGE
Policy With regard To Payment Of Fees/ Honorarium
1.0 Honorarium 1001
2.0 External Faculty Honorarium for Training Session 1002
3.0 Internal Faculty Honorarium For Training Sessions 1003
4.0 Honorarium rates for paper setting, evaluation, Viva voce 1003
exam, Plant visit etc.
5.0 Honorarium for package programmes, Course Coordination, 1004
Hand-on-experience etc.
6.0 Competent Authority for appointment of Consultants etc. 1005
Annexure Claim for Honorarium 1007
999
PAYMENT OF FEES / HONORARIUM
1000
POLICY WITH REGARD TO PAYMENT OF FEES/HONORARIUM
Keeping with its policy of focusing greater attention in developing training and management
developing network in the corporation and to utilize the service of eminent experts/
consultants. SJVN policy on the aforesaid subject is as under.
1.0 Honorarium
Category of Consultants/Experts Consultation Honorarium

Fee
a) The top level Experts of all India and A fee of Rs.300/- per
International repute in respective fields Rs.400/- day
who have held senior most management per day or or part thereof
positions part
thereof
b) Persons of recognized repute in respective A fee of A fee of
fields somewhat below the level of ‘a’ above Rs.350/- Rs.250/-
but not below Addl. Secretary, per day or per day or part
GOI/Chairman part thereof
SEB or equivalent thereof
c) Persons of recognized repute in respective A fee of A fee of
fields of a level junior to persons at ‘b’ above Rs.300/- Rs.200/-
but not below Joint Secretary, GOI, Chief per day or per day or part
Eng./General Manager of large part thereof
establishments of equivalent thereof
d) For Selection Interviews: Full Half
day day
i. Persons of repute in respective fields of the 1500 900
level not below Secretary GOI, CMD
ii. Persons of repute in respective fields of the 1000 600
level not below Joint Secretary,
GOI/Directors, ED’s of PSUs/Large Private
sectors, Professors/Senior academicians from
reputed institutes, Specialists from relevant
field
iii. Persons of repute in respective fields of the 800 500
level not below Sr. Manager, Associate
Professors/ Academicians from reputed
institutes/other comparable positions
iv. Persons below the level at (iii) above 600 400
Total monthly honorarium shall not exceed
Rs.24,000/-
1001
1.1 The Chairman of the Selection Board will be entitled to single return Air Fare/ AC
1st lass, boarding and lodging facilities at Company’s cost/Transit Camp, transport
for undertaking journeys from the railway Head to the place of interview,
reimbursement on transport for undertaking local journeys.
1.2 The other members of Selection Board will also get traveling expenses for single
return fare of AC 1st Class/ AC 2nd Class/ Executive Class/ AC Chair by railway
as per entitlement in their organization. Besides other facilities such as boarding
and lodging at Company’s cost/Transit camp, transport for undertaking local
journey (full taxi) including journey from the Rail Head to the place of interview.
If the member travels by road by his own car, the member will be entitled for
reimbursement of expenditure at the rate of Rs.3 per Km. for ordinary car and
Rs.5 per Km for AC Car.
2.0 External Faculty Honorarium for Training Session
Level of faculty Honorarium for Conveyance
1½ hours(One Expenses
Session) or less
inclusive of
Course material
Level-I
(i) Professors/Senior Rs.1,000/- Actual Taxi fare to
Academics from reputed (Weekly ceiling & fro
institutes like ASCI/ IIMs, Rs.5,000/- & OR
Senior Consultants from Monthly ceiling Rs.5/- per Km.
Research based Rs.25,000/-) OR
organizations, Institutes Prevailing rates as
etc. per Co-
(ii) Present & former -do- Rules by other
Directors on the Board/ modes of
EDs/ GMs of PSUs & Transportation
Large Private Sector etc. -do- including Travel by
(iii) Joint Secretary & above own car.
in Govt. etc. &
(iv) Other comparable -do-
positions/levels
Level-II
i) Associate Professors/ Actual Taxi fare to
Readers, Consultants & fro
Etc. Rs.600/- OR
ii) Mgrs./Sr. Managers/ Rs.5/- per KM
DGM’s(below GM) OR
in PSUs Prevailing rates as
iii) Dy. Secretary in per Co- Rules by
Govt. other modes of
iv) Other comparable Transportation
Positions/levels including Travel by
own car
1002
Level-III Actual Taxi fare to
(i) Faculty below level-II Rs.500/- & fro
category OR
Rs.5/- per KM
OR
Prevailing rates as
per Co- Rules by
other modes of
Transportation
including Travel by
own car
3.0 Internal Faculty Honorarium For Training Sessions

Basis: Level of Honorarium per session
Faculty of Conveyance
1½ hrs.
I) Non-Executives Rs.200/- As per SJVN Rules
II) Executives upto Rs.300/- -do-
E5
III) E6 to E7A Rs.500/- -do-
IV) E8 & above Rs.600/- -do-
3.1 In case of outstation faculty, honorarium should be paid apart from normal
TA DA etc.
4.0 Honorarium rates for paper setting, evaluation, Viva-voce exam, Plant
visit etc.
Item External Internal Faculty

Faculty
(i) Question Paper Setting
a) Question Papers/ Trade Tests
(Objective/ Descriptive) for
duration of 1½ hours or less Rs.100/- Rs.60/-
b) Question Papers/Trade Tests
(Objective/Descriptive) for
duration over 1½ hrs. to 3 Rs.125/- Rs.100/-
hrs.
(ii) Evaluation of Answer Papers of Exam Duration
a) ½ hrs. to 1½ hrs. Rs.3 per copy Rs.2 per copy*
1003
b) Over 1½ hrs. Rs.4 per copy Rs.3 per copy*
duration
(iii) Evaluation of Rs.15/- per Rs.10/- per report
Project Reports report
(iv) Plant Visits
a) Faculty E-3 & Not Rs. 50/- per

above Applicable session of
90 minutes visit
b) Faculty E-2 & Not Rs. 30/- per
above Applicable session of
90 minutes visit
v) Viva Voce Exams/Evaluation of participant presentation
a) ITI & Diploma

Schemes or other Rs.125/- for Rs.50/- for half
Non-executive half day or part day or part thereof
Programmes thereof
b) ETs Scheme or
other Executive Rs.175/- for Rs.75/- for half
Education half day or day or
Programmes part thereof part thereof
vi) Preparation of Standard Course Material for Training Manuals/Case

Study/Games etc. for session of 3 hours equivalent prepared on specific
request of Training Department/Institute
a) Non-executive Rs.75/- Rs.50/-
b) Executive Rs.75/-
Rs.100/-
(*) Subject to a minimum amount of Rs.25/- per examination paper for external/
internal faculty. Does not cover ETs Entrance Exam.
5.0 Honorarium for package programmes, Course Coordination, Hands-on-
experience etc.
Item Honorarium Remarks
(i) For practical 75% of the respective
Hands-on rates applicable to
Experience External and Internal
Sessions Faculty for Lecture
(Computer Sessions
Programmes)
(ii)Course Chairman/ GMs & above in PSUs
Co-Chairman/ Rs.250/- per prog. or other comparable
Course Director* positions
1004
(iii) Course Rs.200/- per prog. Executives in the
Coordinator concerned area who are
closely involved in
design and conduct or
programmes and who
are designated as such
(iv) Allowances for a) Free Boarding &
Faculty for Lodging
outstation b) Rs.75/- per day as out
programmes(for of pocket allowance
external Faculty c) TA as per SJVN rules
only) depending upon his
status in the organization
(v) Package Negotiable

Programme a) upto Rs.1500/- per day
with approval of DGM
(P&A)
b) Above Rs.1500/- per
day with approval of
Director(P)
(vi) Mode of
payment to Rs.1000/-
Faculties
(By Cash)
* On exceptional basis for specialized programmes only. To be identified by

Training and Management Development Department/Institute considering the
needs of the Programme while formulating Programme calendar and approved
by Dir.(P).
6.0 Directors will be authorized to appoint Consultants/Experts/Faculty members in
their respective functional areas of operation under them in consultation with
Director(Personnel) and orders will be issued centrally by Director(Personnel).
********
1005
1006
ANNEXURE
SJVN CLAIM FOR HONORARIUM TO RECRUITING

EXPERTS
CC VR. No. VR SC NA
Date
Project Deptt. Name of the Claim Date

Member
The above outsider has been nominated as Member of SJVN Selection Committee for the
selection of Executives in the area of ………………………… From
……………………..to …………………………………. And is to be paid honorarium @
Rs. …………………..... for days. (Total Rs, ……………………).
The payment of honorarium may please be made to the concerned member on the last date
of their participation in the meeting of the Selection Committee at Corporate Office Himfed
Building, New Shimla, Shimla.
DECLARATION
For participation as a Member of SJVN Central Selection Board meeting on
....,……………..I have/shall be incurred/incurring as expenses towards actual taxi fare for
Commuting to and from to the venue of the interview, a sum of Rs. ……………
(Signature of the Member)
Dy. Manager (P&A) Honorarium Rs. ………….....

Taxi Rs. …………………….
Total ………………………..
Passed for payment of Rs. ……………… Received Rs. ……………

(Rupees ………………………………… Rupees …………………
………………………………………..)
…………………………)
Accounts Amount (Signature of the Member)

Acctt.
Dy. Manager (F & A)

1007
1008
SYSTEM OF EXIT
INTERVIEW FOR
EMPLOYEES
1009
1010
CONTENTS
RULE TITLE PAGE
Background 1013
1.0 Objective 1013
2.0 Eligibility 1013
3.0 Structure 1013
Annexure-I Exit Interview Questionnaire 1015
Annexure-II Structure of Analysis & Report 1019
1011
SYSTEM OF EXIT INTERVIEW FOR EMPLOYEES OF SJVN
1012
BACKGROUND:
High attrition rate of manpower is a matter of grave concern. Long association of employees
makes the organization effective, competent and result oriented as internal processes and
experience move together. Assessment of internal processes for expeditious results is always
desirable. Keeping this in mind Exit Interview System has been designed to capture
employees perception feedback and introspect Internal Processes with a view to curb the
attrition rate.
1.0 Objective
• To assess the reasons of resignation/separation and identify the areas of concern
so as to initiate corrective measures for higher employee satisfaction and
retention.
• To capture employees perception, impressions and views on various
organizational aspects such as job satisfaction, salary & benefits, nature of
work, HR Policies and systems, communication systems, interpersonal
relationship, value actualization, work culture etc.
• To tap the employees suggestions and ideas on any aspect of organization’s
working.
• To analyze and find out the turnover trend and attrition rate of manpower
in SJVN.
• To Introspect Internal Processes, Develop and Modify the same to make the
Organization more effective.
2.0 Eligibility
The Exit Interview system shall cover the following:-
(i) All employees of SJVN upto E9 (Executive Director) level.
(ii) All employees who leave the services of the Corporation and are separated
on the ground of resignation.
(iii) All employees on deputation/lien on their repatriation to parent
organization/department.
3.0 Structure
The Exit Interview process shall be completed in three stages as under:
Stage-I : Administration of a questionnaire to the concerned employee.
Stage-II : Detailed Interview by designated functionaries.
Stage-III : Analysis of data, preparation and submission of Report.
3.1 Stage-I : Administration of a questionnaire to the concerned employee.
3.1.1 The Exit Interview questionnaire at ANNEXURE - I shall be administered to the
employees getting separated from the organization by the concerned P&A.
1013
3.1.2 In case of resignation or repatriation, the reason for separation should be specifically
probed and enquired. While doing so, effort should also be made by Head of P&A
to counsel and retain the employee, if possible.
3.1.3 Further, Head of P&A should briefly state his observations/comments after personal
interaction with employee on various organizational aspects, HR Policies and
systems etc. in Part-II of ANNEXURE -I . In case of resignational, the reason for
resignation should also be recorded.
3.2 Stage-II : Detailed Interview by Senior Management
3.2.1 In-depth interview with the concerned employee shall be undertaken by the Senior
Management level as indicated at Table-I to elicit the views in details on various
issues. In case of resignation/repatriation, the findings of Head of P&A may be
further probed to ascertain more information. The authority to conduct the Exit
Interview shall be as under:
Table 1
Sl Level of the Responsibility Co-ordination by*
Employees
01 All Employees up to HOP for Project/Power Concerned P&A
E6 Station,
Corporate (P&A)
Head for CC
02 E7/E7A Director (HR) Corporate P&A
04 E8/E9 CMD Corporate P&A
Depending upon the location of posting, the concerned P&A is responsible for
getting part-I of ANNEXURE - I completed by the employee.
3.2.2 The information collected in the Exit Interview should be recorded in the Part-III
of the Questionnaire at ANNEXURE - I.
3.2.3 Interview should take place before sending the resignation for acceptance to
Competent Authority.
3.2.4 After completion of the process of Exit Interview the Complete annexure duly
filled be sent within one week to the Corporate HRD Group.
3.3 Stage – III : analysis of data, preparation and submission of Report
3.3.1 Corporate HRD group will analyze the data, views, ideas and impressions
articulated by the employee and submit Report. An illustrative format of analysis
and Report is enclosed at ANNEXURE - II. The analysis Report shall be undertaken
once in every six month by D(P).
3.3.2 The Exit Analysis Report with the key findings and the action plan of the Non-
Executives shall be shared by the concerned Projects and Regions in the PRM/
ORM The concerned Unit/Region shall initiate action for addressing the areas of
concern related to the local level.
3.3.3 Corporate HRD shall share the analysis report in MRM with action plan and shall
initiate action for redressal of the company level issues and concerns.
1014
ANNEXURE -I
EXIT INTERVIEW QUESTIONNAIRE
Dear Sir/Madam
You are requested to respond to the ensuing questions on the eve of your leaving SJVN.
The responses, based on your personal experience in SJVN, would give us an opportunity
to get insight on the effectiveness of HR systems and Internal Processes and take steps to
improve.
We assure you that the information will be kept confidential and would, therefore, request
you for a free and frank expression of your views and thoughts.
PART –I (TO BE COMPLETED BY EMPLOYEE)
1. Employee Name :_______________ 2. Employee No.______________
3. Unit/Project/Office : _______________ 4. Department : _____________
5. Designation : _______________ 6. DOJ in SJVN: _____________
7. Date of leaving SJVN : _______________ 8. Category Gen/OBC/ST/SC
9. Personal E-mail ID : 10. Phone(R/Mobile)
11. Reason for separation from SJVN (pl tick whichever applies)
Resignation
Repatriation
Other Reasons (Specify)
12. When you joined the Company, did you intend to stay for a longer period?-Yes/No
13. What prompted you to end your employment in SJVN (Please tick three most
important reasons by numbering as 1, 2 & 3 on the right side of the factor)
Reasons No. Reasons No.

Nature of Work
Work Conditions/Internal Process Self Employment
Health Reasons Family compulsions
Career Opportunities Higher Studies
Place of Posting Bad Relationship with Boss
Salary and Benefits Inter-personal Relationship
Job Satisfaction Company Policies
Work-related issues Non-fulfillment of Expectations
Better employment opportunities Any Other
Location disadvantage Non availability of Basic
amenities like school/hospital
1015
14. Could you elaborate on the reasons given by you in response to question no. 13
above?
15. Could you rate the following aspects of your employment experience /satisfaction
during your stay in SJVN?
Sl Employment Aspects (Please encircle the appropriate
number)
1- Lowest, 5-Highest
1. Salary and Benefits 1 2 3 4 5
2. Welfare facilities 1 2 3 4 5
3. Medical and well-being 1 2 3 4
4. Work Environment/Internal Processes 1 2 3 4 5
5. Opportunities for growth and 1 2 3 4 5
advancement.
6. Effectiveness of Performance Mgt 1 2 3 4 5
System
7. Freedom & support to take risk 1 2 3 4 5
8. Application of learning after training 1 2 3 4
9. Relationship with co-worker 1 2 3 4 5
10. Job satisfaction 1 2 3 4 5
11. Work culture 1 2 3 4 5
12. Communication system 1 2 3 4 5
13. Value Actualization 1 2 3 4 5
- Openness & Transparency in
dealing with Employees
- Mutual Respect & Trust
- Initiative and speed in the Orgn.
- Organization Pride.
14. Organization Culture 1 2 3 4 5
15. Reward & Recognition 1 2 3 4 5
16. Participation in decision making 1 2 3 4 5
17. HR Policies & processes 1 2 3 4 5
18. Quality Management 1 2 3 4
19. Overall satisfaction with SJVN as an 1 2 3 4 5
employee.
16. - Could you elaborate what you enjoyed the most about your employment with
SJVN?
- Can you recall any good memories which primarily touched you and you could
relish.
17. Could you indicate the key learnings that you had while working for SJVN?
18. Did you go through any unpleasant experience in SJVN? Could you elaborate any
such frustrating experience that you had in SJVN.
1016
19. Your ideas and suggestions for improvement of any practices of SJVN.
20. Are there any particular changes or improvements you would suggest be considered
in the deptt/or unit you were working with?
21. Is there any other information HR should know to help understanding your decision
to leave?
22. Any other comment you wish to offer.
Date: (Employee’s Signature)
PART –II- OBSERVATION BY HEAD OF P&A

01. Reasons for separation
02. Views on organizational processes including cultural issues.
03. Any observations/comments
Date (Head of P&A’s signature)
Name & Designation
Competent Authority for completion of Part-II
(i) Non-Executives : Not below Manager in HR
(ii) Executive upto E5 : Not below Sr. Mgr. in HR
(iii) Executive E6 to E7A : Not below DGM in HR
(iv) E8 and E9 : Not below GM in HR
PART-III : BRIEF RECORD OF THE EXIT ENTERVIEW

(The discussion may include)
(a) Reasons for resignation
(b) Executive’s impressions about SJVN’s culture, Systems and Processes etc.
particularly with reference to organizational aspects such as job satisfaction, Nature
of Job, working conditions, work-related issues, company policies, pay & benefits,
welfare and medical facilities, SJVN’s strength & weaknesses, suggestions for
change etc.
* INTERVIEWER’S SUMMARY : (Please given an impressionistic account of
the concerned employee’s observations)
1017
* Reasons for leaving. (In case of resignation/repatriation/VRS)
* The impressions of the employee about organizational culture, policies and job
satisfaction etc. (Please refer item 15 of the questionnaire).
* Suggestions given by the employee for improvement, if any:
* Interviewer’s Comments :
Date_____________________ _____________________
Interviewer’s Signature
Name
Designation
1018
Annexure-II
STRUCTURE OF ANALYSIS & REPORT
1.0 GROUND OF SEPARATION
No. of Resignation :
No. of retirement on Superannuation :
No. of Retirement on VRS :
No. of Repatriation :
1.1 REASONS FOR LEAVING THE COMPANY
Type Reasons for No. of persons Percentage

leaving
(Total nos.)
Foremost (i) (i) (i)
(ii) (ii) (ii)
Other Significant
Details may be enclosed in the Annexure

2.0 VIEW ON ORGANIZATIONAL PROCESSES
Item Total of 5 Total of 4 Total of 3 Total of 2 Total of 1
and and and and and
percentage percentage percentage percentage percentage
Pick-up item
from Sr.
No.15 of
Questionnaire
3.0 ISSUES RAISED

Issue No. of Persons out of total Percentage
no.
Suggestions may be reflected in the Annexure if required.

4.0 ANALYSIS OF THE ISSUES RAISED
(Analysis to be made based on the issues emerging from the Exit Interview &
Analysis.)
5.0 TURN-OVER DATA ANALYSIS : TREND OVER THE YEARS
1019
6.0 PROJECT WISE ANALYSIS
Project Total No. of No of Exit Percentage of Average
Employees exit
7.0 DISCIPLINE WISE ANALYSIS

Function Total No. of No of Exit Percentage Average
Employees
8.0 LEVEL WISE ANALYSIS
Level Numbers Percentage Average
9.0 AGE PROFILE, NUMBER OF YEARS SERVED AND QUALIFICATION

ANALYSIS.
10.0 We have also analyzed the data Age wise in order to see if any trend is found so
that corrective action can be taken. The following trend emerges from the analysis:
Age Profile :
Number of years worked :
Qualification :
The Annexure wherever required as part of the detailed analysis may be enclosed.
1020
Turnover Analysis: Project Wise
Unit E9 E8 E7A E7 E6 E5 E4 E3 E2A E2 E1 Total

Civil
Commercial
IT&Comm
Finance
HR&TRG&R&R
O&M
Medical
QA
Design
CP/P&S
C&M
Others
Total
• The departmental list is indicative.
Turnover Analysis : Grade Vs Year Wise
Grade Year1 Year 2 Total
E1
E2
E2A
E3
E4
E5
E6
E7
E7A
E8
E9
1021
1022
PARTICIPATIVE
MANAGEMENT
1023
1024
CONTENTS
RULE TITLE PAGE
2.0 At Top Management level 1027
3.0 Participative Management Forums at Site 1027
3.1.1 Dam 1027
3.1.2 Power House 1027
3.1.3 Project Offices 1027
4.0 Participative Management Forum at Corporate Office 1028
1025
PARTICIPATIVE MANAGEMENT
1026
1.0 Introduction:
In an endeavor to encourage participation of employees at all levels in the
Management decision making process and to have better understanding by way of
Participative Management, SJVN is pleased to establish Participative Management
Forums at Project sites and Corporate Office.
2.0 At Top Management level:
In addition to the regular members of the Management Committee one
representative from Executives, one representatives from Supervisors and one
representative from Workmen will be called in the Management Committee
Meeting.
3.0 Participative Management Forums at Site:
3.1 Participative Management Groups will be constituted at the following locations:
a. Dam
b. Power House
c. Project Office
These Groups will consist of the following Members:
3.1.1 Dam:
Areas: O&M areas of Dam, Desilting, Gauge observatory, Sholding dropshaft etc.
The forum will consist of Head of the Dam Site as Chairman, 3 to 4 senior officers
heading various areas of work as members from Management side. From
employees side there will be 2 representatives each from Workmen, Supervisory
& Executive cadres.
3.1.2 Power House:
Areas: Power House Operation & Maintenance.
The forum will consist of Head of the O & M in the Power House as the Chairman,
3 to 4 senior officers heading various areas of work as members from Management
side & 2 representatives each from Workmen, Supervisory & Executives cadre
from employees side.
3.1.3 Project Offices:
Areas: Township/Maintenance, Land acquisition, R&R, P&A, F&A, PP&M,
EDP etc.
ED/GM In-charge of Project will be the Chairman with 3 to 4 officers
heading various areas of work as members from Management side. From employees
side there will be 2 representatives each from Workmen, Supervisory &
Executive cadre.
1027
4.0 Participative Management Forum at Corporate Office:
4.1 This forum will be headed by Director (Pers.) with 4 to 5 Heads of various
Departments as members from Management side. There will be 2 representatives
from Executive, Supervisor & workmen categories from employee’s side.
4.2 The above forum will meet once in 3 months.
4.3 Issues to be discussed in the above forums shall be related to Generation,
Productivity, O&M, Discipline, improvement of work environment, efficiency,
safety, policy and statutory welfare measures, etc.
4.4 The Mgr/Dy Mgr. (P) dealing with IR will be the Member Secretary of the Forums.
4.5 The Member Secy. will ensure proper recording of minutes of each meeting and
submit an action taken report in the next meeting. A copy of minutes as well as
action taken report will be sent to Corporate IR Group/Member Secretary of the
Corporate Bipartite Forum for record.
********
1028
MEETINGS WITH UNIONS/
ASSOCIATIONS
1029
1030
CONTENTS
RULE TITLE PAGE
2.0 Procedure and Periodicity of Meetings 1033
1031
MEETINGS WITH UNIONS/ASSOCIATIONS
1032
1.0 Introduction:
With a view to have regular interaction with the representatives of the Unions/
Associations, meetings are held after every three months under the chairmanship
of Director (Personnel).
2.0 Procedure and Periodicity of Meetings:
2.1 Quarterly meetings with all Unions/Associations will be held at Jhakri and Shimla
separately. Such meetings will be organized with the representatives of Unions/
Associations at Jhakri/Shimla respectively. In meetings mainly local issues as well
as the status of policy related matters shall be discussed/reviewed. The meetings
at Jhakri will be chaired by Head of the Project, whereas the meeting at Shimla
will be chaired by senior most Executive of Personnel and Administration
Department. Concerned IR Department will co-ordinate such meetings & will
issue minutes.
2.2 Meetings will be organized with the representative of the Unions/Associations
under the chairmanship of Director (Personnel) once in six months at Corporate
Centre, Shimla. The thrust area for discussions will be related to policies as well
as issues concerned with enhancing production, efficiency and improving
organization climate. Specific issues unresolved in the quarterly meeting may also
be discussed. IR Department will co-ordinate such meetings.
2.3 Besides the above, open house will be organized with cross-functional teams in an
open house meeting once in six months, at Corporate Centre and Project Site
separately. Representatives drawn from all departments at various levels will be
invited to attend such meetings. The selection of members will be done on the
basis of random sample. In these meetings apart from Corporate policies, issues
concerned with enhancing production and productivity will be deliberated.
Feedback will be obtained from the employees with the objective of improving
organization climate and productivity for the prosperity of employees. Such
meetings will be chaired by the Directors. Head of the Project will be associated
in the meeting organized at the Project Site.
********
1033
1034
SUGGESTION SCHEME
1035
1036
CONTENTS
RULE TITLE PAGE
2.0 Suggestion Boxes 1039
3.0 Areas of Suggestions 1039
4.0 Procedure of Dealing with the Suggestions 1039
4.1.1 At Corporate Office 1039
4.1.2 At Project 1040
4.3.1 Committee at Corporate Office 1040
4.3.2 Committee at Project 1040
5.0 Award/Issue of Certificate 1040
5.3 Reward for the best Suggestion 1040
1037
SUGGESTION SCHEME
1038
SUGGESTION SCHEME
1.0 Introduction:
As an instrument to promote participation by employees and in an endeavor to
provide each and every employee of SJVN an opportunity to put forward his
ideas to the right desk SJVN proposes to introduce a Suggestion Scheme
w.e.f. 1st June 2003.
2.0 Suggestion Boxes
Suggestion Boxes will be placed at prominent locations at all the sites/offices of
SJVN. The Boxes will be opened once a month on the last Friday of the month by
respective Personnel Departments. In case Friday is a closed holiday it will be
opened on the next working day.
3.0 Areas of Suggestions
Suggestions should only be related to:
i) Operation/Generation/Maintenance.
ii) Improvement of work environment/procedures.
iii) Improvement in work efficiency.
iv) Cost effectiveness.
v) Scrap utilization.
vi) Administration.
vii) Safety.
viii) Statutory obligations.
4.0 Procedure of Dealing with the Suggestions
All the Suggestions received will be entered in a register to be specifically
maintained for this purpose clearly indicating the name of the employee from
whom it was received and the area to which it is related. After entry, the suggestions
will be sent to the 1st tier committee constituted for examining the suggestions
once in 3 months.
4.1 The suggestions received will be initially screened by the 1st tier committee at
Corporate and Project level consisting of the following:
4.1.1 At Corporate Office
(i) Member from Corporate IR department not below the rank of Manager.
(ii) Member from Corporate Finance not below the rank of Manager.
(iii) Representative from Corporate Design (Electrical or Mechanical) not
below the rank of manager.
1039
SUGGESTION SCHEME
4.1.2 At Project
(i) Member from Project IR departments not below the rank of Manager.
(ii) Member from Project Finance not below the rank of Manager.
(iii) Representative of Head of O&M not below the rank of Manager.
4.2. Member from IR, in each case, shall maintain a complete record in respect of
suggestions received, arrange for holding the meetings and take follow up action.
4.3 While screening the suggestions, the committee will examine the feasibility, cost
saving and other benefits from the suggestion and the suggestions along with
recommendations of the 1st tier committee shall be put up to the 2nd tier senior
committee, which shall be constituted as under:
4.3.1 Committee at Corporate Office
(i) Senior most GM,
(ii) Head of P&A,
(iii) Head of F&A,
(iv) Head of Electrical/Civil Design.
4.3.2 Committee at Project
(i) Head of O&M,
(ii) Head of E&C,
(iii) Head of P&A,
(iv) Head of F&A.
4.3.3 Senior most member shall be the Chairman of the Committee.
4.3.4 If found necessary by the Chairman of the committee, Heads of other Departments
can also be associated keeping in view the suggestions received for elaborate
analysis of the suggestions & acceptance.
5.0 Award/Issue of Certificate
5.1 All employees whose suggestions are accepted for implementation will be issued
with a certificate indicating briefly the suggestions made by the employee and
acceptance of the same.
5.2 The 2nd tier committee will examine suggestions for proposing action and also
recommending the best two suggestions for award.
5.3 Reward for the best Suggestion
As a recognition of the suggestions received a token reward of Rs. 2000/- &
1500/- to the best 2 suggestions per quarter will be given. They will also be given
a certificate of recognition. The decision will be taken in this respect by the D(P)/
CMD by taking into consideration the benefit on account of the suggestion to the
organization.
********
1040
SUGGESTION SCHEME
ADMINISTRATIVE POLICY
1041
1042
CONTENTS
RULE TITLE PAGE
1 Functions of Full-Time Directors 1045
2. Working Hours & Attendance System at Corporate Office. 1049
3. Policy regarding Closed & Restricted Holidays 1051
4. Procedure Regarding Movement of Files 1052
5. Procedure Regarding Maintenance of Files and Official Records 1053
6. Guidelines for Providing Guest House/Transit Camp 1055
Accommodation
7. Guidelines for Allotment of Transit Camp at New Delhi 1058
8. Norms for Office Space, Furniture and Stationery Items 1060
9. Policy Regarding telephone at Residence and Mobile Phone 1064
10. Perks and Benefits on Promotion 1070
11. Procedure for Handing Over the Charge while an Executive 1071
is on Leave
12. Furnishing of Material/Correspondence With Outside Agencies 1072
13. Farewell Party and Gift for Retiring Employees. 1073
14. Brief Case Policy 1074
15. Maching Grants 1075
1043
1044
FUNCTIONS OF FULL-TIME DIRECTORS
The full-time Board of Directors of the Corporation will have following functional
responsibilities/ authority:-
A. Director (Finance)
A.1 Responsibility and authority.
A.2 Director (Finance) will advise the Chairman and Managing Director and the Board
of Directors on all important matters having financial bearing or implications on
the affairs of the Corporation. He will be required to advise the Chairman and
Managing Director and the Board of Directors in the formulation of sound policies
relating to the finance and accounts affairs and to direct, coordinate and control
financial policies and financial accounts management so as to achieve effective
and optimum deployment and utilization of financial resources towards the
fulfillment of the goals and objectives of the Corporation.
A.3 The Director (Finance) will exercise functional control and authority including
financial powers and accounting functions in respect of Project construction
proposed to be decentralized to the Project Managers and Officers down the line.
The Finance and Accounts Organization for various project(s) and works will be
under the administrative control of the Project Managers of the Project Head
through their Finance manager or other Accounts Officer so designated but their
technical/functional control, coordination and monitoring will vest with the Director
(Finance). Director (Finance) is expected to coordinate effectively the finance
and accounts functions with other activities and functions of the Corporation so
as to achieve optimum results.
B. Director (Electrical)
B.1 Responsibility
B.2 Director (Electrical) will be responsible for the design and construction of electrical
works of the projects in his area. He would assist the Chairman and Managing
Director in these matters in the Corporation.
B.3 As a functional Director, he will have a dual role viz. helping in shaping the policies
of the Corporate Office and in reviewing and monitoring the overall performance
in his area. As Director In charge of the Construction and Design Wing of electrical
works, he would be responsible for the execution of his functional responsibilities
which comprise of:
a) Execution of electrical portion of the project(s) including detailed design
and planning for the procurement and plant and machinery and all other
inputs required and management of execution of electrical works through
the respective head of the project.
b) To monitor the progress of the works and provide information to the top
management with recommendations for remedial action, whenever
necessary.
1045
c) Control and coordinate and interact with outside agencies such as the
concerned ministries, State Governments, Consultants like CWC, CEA
and specialized agencies like CWPRS and private retainer/foreign
consultants, wherever appointed.
d) Planning processing of fresh projects in respect of electrical works.
e) To organize effective management information system at all levels in the
organization on the technical activities under his control.
B.4 Besides designing and execution of electrical portion of the project(s), Director
(Electrical) will be expected to maintain effective links with such organizations
like CEA, SEBs and also other Govt. agencies both at the Centre and the States as
also other sister Undertakings like NHPC, BHEL, REC, etc. In addition, he will
also be expected to effectively coordinate with foreign collaborators and the World
Bank in the field of Engineering and execution of Projects where foreign
collaboration is taken.
B.5 Authority
Director (Electrical) will be in full functional control of the Design and Construction
Department of Electrical works in Corporate Office as well as construction units.
C.0 Director (Civil)
C.1 Responsibility
C.2 Director (Civil) will be responsible for design and construction works of the Projects
in his area. He would assist the Chairman and Managing Director in these matters.
As a functional Director, he will have a dual role viz. helping in shaping the policies
of the Corporate Office and in reviewing and monitoring the overall performance
in his area. As Director Incharge of the Construction and Civil Design Wing, he
would be responsible for the execution of his functional responsibilities, which
comprise of:
a) Execution of project(s) including detailed design and planning for the
procurement of plant and machinery in his functional area and all other
inputs required for the project(s) and management of execution of works
through the Head of the Project.
b) To monitor the progress of the project(s) and provide information to the
top management with recommendation for remedial action, wherever
necessary.
c) Control and coordinate and interact with outside agencies such as the
concerned ministries, State Governments, Consultants like CWC, CEA
and specialized agencies like GSI, Survey of India and CWPRS and private
retainer/foreign consultants, wherever appointed.
d) Planning and processing of fresh projects likely to be entrusted to the
Corporation including organization of pre-investment investigations,
feasibility studies and DPRs.
1046
e) To organize effectively management information system at all levels in
the organization on the technical activities under his control.
C.3 Besides design and execution of the Project civil works, Director (Civil) will be
expected to maintain effective links with such organizations like CWC, CEA,
SEBs and also other Government agencies both at the Centre and States as also
other sister Undertakings like NHPC, BHEL, REC, etc. In addition, he will also
be expected to effectively coordinate with foreign collaborators and World Bank
in the field of Engineering and execution of Projects where foreign collaboration
is taken.
C.4 Authority
Director (Civil) will be in full functional control of the design and civil construction
departments in the Corporate Office as well as the field construction units.
D.0 Director (Personnel)
D.1 Responsibility
Director (personnel) will be the nexus between the Chairman and Managing
Director and Personnel & Administration Divisions in the Corporate Office and
the Projects/units in the field. As a Functional Director, he will have a dual role
viz. helping in shaping the policy of the Corporate body and in reviewing the
overall performance in the area of Personnel & Administration. As Director Incharge
of Personnel & Administration functions, he will be responsible for formulation
and execution of the entire gamut of P&A functions, which, inter alia, comprise
the following:
-Personnel policies;
-Manpower planning;
-Career Planning including succession planning;
-Recruitment, Selection and Placement;
-Wage and Salary Administration;
-Performance Appraisal;
-Human Resources Development & Planning for Organizational change;
-Organizational Developments;
-Industrial Relations and Trade Union Negotiations;
-Collective Bargaining/Productivity Bargaining;
-Participative Management;
-Vigilance & Security;
-Legal aspects; and
-Public Relations
1047
D.2 Besides formulation and implementation of personnel policies, Director (personnel)
will be expected to maintain effective links with different Government agencies
as also other sister Undertakings like NHPC, BHEL, etc. in addition to Government
of Himachal Pradesh.
D.3 Authority
Director (Personnel) will be in full functional control of Personnel and
Administration set-up at the Corporate Office as well as that of Project(s) in the
field.
All the full-time Directors will have functional control and authority on the Head
of the Project (s) and functional heads of the departments in their respective areas.
********
1048
WORKING HOURS AND ATTENDANCE SYSTEM AT CORPORATE CENTRE
In SJVN office working hours shall be as under:-
Commencement of Office : 9:30 A.M.
Lunch Break : 1:00 P.M. to 1:30 P.M.
Closing time : 6:00 P.M.
The following guidelines with respect to attendance/time punching record system shall be
followed by the employee posted at Corporate Centre Shimla, Parwanoo & Expediting
Office New Delhi.
1. Card punching will be mandatory to all employees upto General Manager except
Driver& Cooks.
2. All employees shall be required to mark their attendance by using their attendance-
cum-punching card. Employees shall be required to punch their card on reporting
and at the time of leaving the office premises. For movement between different
buildings of SJVN punching of card shall not be required and the same can be
allowed by their respective HOD/Sectional Heads.
3. In case of machine failure only, the attendance registers kept with security guards
shall be used.
4. In case of loss/damage of attendance/Identity Card, the concerned employee will
inform personnel Division immediately together with the circumstances of the
loss or damage of attendance/identity card. However, if it is established that the
loss/damage of the card is due to negligence on the part of the employee, action
will be taken against concerned beside recovery of Rs. 100/- towards cost of the
card.
5. In order to ensure regularity and punctuality in the attendance, it shall be ensured
that all employees are present in their office by 0930 hours and not leave office
premises before 1800 hours.
6. A grace period of 15 minutes in the morning can be allowed. If an employee
attends late or leave early by half an hour on four occasions in a month, half day’s
Casual Leave will be debited to his/her leave account and incase there is no CL at
his/her credit one day EL will be debited to their account.
7. The employees who are deputed on official duty involving late attendance or early
leaving will forward the permission slip duly signed by their respective Controlling
Officer (except HODs directly reporting to Directors& CMD) to Personnel Division
so that his/her late coming or early leaving of office premises can be regularized
and in case it is not possible to do so, they should send the same at the earliest
after their outdoor duty. Those availing leave duly sanctioned by their respective
sanctioning authority will also ensure that their leave applications are sent to
Personnel Division prior to their proceeding on leave except in case where it is
not possible to send application of sanctioned leave like leave on medical grounds
in an emergency.
1049
8. The employees who are deputed for official tours/training/ Compensatory Off
will send the information in this regard to Personnel Division through their
Controlling officer.
9. Personnel Deptt. will send an Attendance Report to Finance Deptt. in respect of
those absent/ on sanctioned leave/ official tour/training for the period relating to
21st of previous month to 20th of the current month by 22nd of the current month so
that their Pay & Allowances may be regularized accordingly.
10. Proxy punching of attendance of other employees/workmen shall be treated as
misconduct and shall be liable to punishment in accordance with Standing Orders/
Service Rules.
********
1050
POLICY REGARDING CLOSED & RESTRICTED HOLIDAYS
(W.E.F. CALENDAR YEAR 2006)
1. Employees will be entitled for 8 Closed Holidays (Including 3 National Holidays)
and 6 Restricted Holidays.
2. The Closed & Restricted Holidays will be declared by Corporate P&A Deptt in
respect of Project/ Stations including Corporate Centre.
3. The list of Restricted Holidays shall not be less than 30 days in a year and shall
have at least 2 Restricted Holidays in a month.
4. Employee shall plan the availing of Restricted Holiday in the beginning of the
year and/or well in advance with the approval of Controlling Officer.
5. Employee may also avail Restricted Holidays on the following occasions in addition
to list of Restricted Holidays as declared by Corporate Centre.
i) Birthday of self/spouse/children.
ii) Wedding Anniversary/wedding or engagement in respect of Bachelor
employee.
iii) Funeral/related rituals of near relatives.
iv) For attending and performing religious ceremony/ritual
6. In case the employees joining the service of the Corporation during the first quarter
of the calendar year, he shall be entitled for full quantum of RH. In all other cases
RH entitlement would be calculated on pro-rata basis. In case of decimal, the
entitlement will be counted to the next integer if decimal is 0.5 or higher else RH
will be restricted to the lower integer.
7. In case of retirement/superannuation, the RH entitlement shall be proportionate to
the period of service in the calendar year.
8. There shall not be any adjustment if an employee is separated in the middle of
year on account of death/medical separation/compulsory retirement/VRS/
resignation even if employee has availed more number of RH than what is due on
pro-rata basis.
********
1051
PROCEDURE REGARDING MOVEMENT OF FILES
In order to streamline the movement of files to various authorities, the following procedure
is laid-down:-
1. The files to the Chairman and functional Directors will be moved through respective
Heads of the departments. The concerned heads of the departments will examine
the proposal and forward the cases with their recommendations to the respective
Directors/Chairman for decision.
2. The files will have two portions, namely, noting portion and correspondence
portion. The letters received which are under consideration will be filed in the
correspondence portion. The entire file will be numbered. The noting will be done
on the noting portion. The noting will also be numbered. The head of the department
while forwarding the proposals for consideration will prepare a self-contained
note and ensure proper flag and paging indicating all cross references of the relevant
document to facilitate quick decisions.
3. The noting should be initiated by not less than E2.
4. While sending the file, it should be diarized. It will be the responsibility of the
initiator of the file to see that the proposal comes back to him after it is seen by the
competent authority. He should, therefore, keep track of the files.
5. The files should be opened subject-wise by each Department and the matter should
be put-up on the respective file. Loose papers will not be entertained.
For noting purposes, note sheet should be used and whenever any orders are
required to be sought on a receipt, the file should be put-up with the previous
supporting papers/decisions.
6. The files are the property of the Corporation. These should be secured properly
under lock and key under an authorized officer who should be responsible for its
safe custody. No unauthorized reproduction of the document should be allowed.
The custodian of the file must ensure this.
7. The practice of marking copies of papers to various authorities should be reviewed.

Copies of the correspondence should be marked only to the authorities which are
essential. Unnecessary marking of papers must be stopped forthwith.
8. While signing note sheets or letters, all the officers should indicate, under their
signature, clearly their name, designation and place of posting.
********
1052
PROCEDURE REGARDING MAINTENANCE OF FILES AND
OFFICIAL RECORDS
(Corporate Personnel Circular No. 8/2003)
Once again attentions is drawn to our earlier Office Order No.NJPC/D(P)00/02/23 dated
11 February 2002 regarding guidelines for maintaining files and official records. It is
observed that same is not been strictly complied with. All the concerned are requested for
strict compliance of aforesaid office order. The office order is reproduced hereunder:
(OFFICE ORDER’ No.NJPC/D(P)/OO/2002 dated February 5, 2002)
Following guidelines are to be followed strictly regarding maintenance of files and official
records in SJVN Limited:
1. The Noting Sheets of each file should be properly numbered and shall be placed
at the left side of the file.
2. The letters and other correspondence received should be placed in the file neatly
and tagged firmly. These papers should also be numbered separately and shall be
placed at the right hand side of the file.
3. Whenever new papers are received, they should be tagged at the end of the file
and immediately numbered.
4. The subject matter and number of the file should be clearly indicated on the cover.
5. The custodian of the file is to be the person who deals with the subject matter of
that particular file. In case, the person gets transferred or leaves the organization,
then he has to handover the files properly to the next custodian.
6. If more than one file is started for a particular subject because the main file is
under submission as soon as the main file comes back the loose file should be
attached with the main file and numbering of noting as well as letters/papers done
in continuation with the main file.
7. Such files which become very thick should be firmly stitched so that no pages can
be removed and new file may be started in continuation. The stitched files should
be kept in safe custody to be attached with the running file whenever previous
references are required to be seen.
8. The movement of files should be properly recorded by the PS of the officers
concerned in order to ensure that no file is lost or untraceable.
9. If a file under submission does not return in its normal time, the custodian of the
file should bring this fact to the notice of the officer incharge of branch/section so
that the file can be traced by the officer Incharge.
10. The officers Incharge of the Section/Branches must check the flies in their section
at least once in a month in order to ensure that no file is missing or damaged.
11. Important Circulars and instructions should be kept separately in a guard file so that
these circulars can be referred to whenever required. In case, such circulars are filed
in the main file, then a photo copy of the same can be kept in the guard file.
1053
12. The files should be kept properly in the shelves after proper indexing so that the
files can be retrieved with ease whenever required.
Periodic inspection will be conducted to check whether record is being maintained
properly or not.
Central Vigilance Commission vide Letter No. 901/VGL/21 dated 28/03/02 has
advised all the CVOs taking up for initiation of disciplinary actions against the
custodian who report that the files required in vigilance enquiry is missing. The
copy of the OM is reproduced herewith for ready reference of all the concerned.
No 901/VGL/21
Government of India
Central Vigilance Commission
Satarkta Bhavan, Block “A”

GPO Complex, I.N.A.
New Delhi-110023
Dated the 28th March,2002
To
All Chief Vigilance Officers
Subject: - Missing files in vigilance cases-regarding.
1. It has come to the notice of the Commission that many a time, sensitive files or
basic files needed for conducting disciplinary inquiry are found to be missing.
This is more likely to be a problem in PSEs some departments have a regular
system of the maintaining and tracing files. This could be used as an excuse to
deny access to files required for investigation and inquiry leading to distortions.
Despite this, the focus being on the proceedings itself, liability for the cause of
there distortions is never pinpointed.
2. It has therefore been decided that officer responsible for custody of files needs to
be hold accountable for missing files. Therefore, all CVOs are advised to take up
for consideration initiation of disciplinary proceedings against the custodians who
report that files required in vigilance enquiries are missing.
This issues with the approval of the Commission.
Yours faithfully,
Sd/-
(C.J. Mathew)
Deputy Secretary
********
1054
GUIDELINES FOR PROVIDING GUEST HOUSE/TRANSIT CAMP
ACCOMODATION
1. The Guest House/Transit Camp accommodation will be allotted on prior intimation,

subject to availability of accommodation.
2. The allotment of accommodation will be made on ‘First Come First Serve’ basis.
3. Normally accommodation will be allotted to employees on official tour. In

exceptional cases, however, subject to availability of accommodation, the
employees may be allowed to stay in the Guest House/Transit Camp while on
private visit, with the prior approval of the Head of the Personnel and
Administration Department. If the room is required for an employee’s guest/
relatives, he has to send the requisition through his HOD to HOD (P&A).
4. Employees joining the organization on their first appointment or on transfer to

another place will be allowed Guest House/Transit Camp accommodation.
Normally the period of stay in the Guest House/Transit Camp in such cases should
not exceed 15 (fifteen days.)
5. The Guest House/Transit Camp Accommodation may be allotted to the employees

of Central Govt./State Govt./Public Sector Undertakings also at charge.
6. The Guest house/Transit Camp accommodation is primarily meant for employees

of SJVN and those employees of Central Govt./State Govt./Public Sector
Undertakings, who visit the place in connection with SJVN work. Subject to
availability and prior permission, however, it can be allotted to the employees of
Central Govt./State Govt./Public Sector Undertakings and outside agencies, even
if they visit the place for personal work.
7. The following will be the entitlements for different type of accommodation.

Sl. No. Type of Accommodation Category of Employees
1 Air Conditioned room Sr. Manager & above
2. Non A/C room Other Executives.
3. Dormitory Other Employees.
Depending upon the availability of accommodation, however the allotment can be

made in higher or lower type’s accommodation with the specific approval of Head
of Personnel and Administration Department.
N.B.: In each Guest House/Transit Camp some rooms may be kept reserved for the
use of VIP’s Directors.
1055
8.0 The following shall be the charges (in terms of Rs./day/bed) for different types of
accommodation:
Category A/C room Non- Room
(Rs.) A/C Dormitory
(Rs.) (Rs.)
SJVN employees on official tour. 6.00 3.00 2.00
Employees of Central Govt./State 20.00 10.00 5.00
Govt./Public Sector undertakings on official
tour.
Employees of SJVN on private visit. 30.00 20.00 10.00
Employees of Central Govt./State 50.00 30.00 20.00
Govt./Public Sector Undertakings on private
visit.
Employees/Other agencies on official visit. 250.00 175.00 75.00
Employees/Other agencies on non-official 350.00 250.00 100.00
visit.
Note :- Check out time will be 12 noon.

8.1 Guest House Accommodation to Board level appointees is allowed at Shimla in
case HRA is claimed by them and their families are not residing at Shimla .
However they will pay rent @ of Rs.50/day/bed for AC Room and Rs.30/day/bed
for Non AC Rooms as against normal rent as above.
8.2 In case of employees of those Public Sector Undertakings which do not allow our
employees the facilities of Guest House accommodation at the same rate at which
they allow their own employees, the charges for accommodation in respect of
PSU/undertakings will be the rate prescribed for Public Sector Undertakings on
private visit.
9. Family members accompanying the employees on tour will be charged at the rates
prescribed for SJVN employees as on official visit.
10. The following will be the rates for fractional halts:
a) For halt more than twelve hours : Full rate
b) For halt less than twelve hours : Half rate
c) For halt during night : Full rate
11. The charges for meals, breakfast, tea, soap, detergent etc., will be charged on the
basis of ‘No Profit, No loss’, principle and each Guest House/Transit Camp will
calculate the charges taking into account the cost of raw materials and notify.
12. The Guest House/Transit Camp Supervisor, under close supervision of the
Personnel & Administration Department will organize preparation of food etc. for
which necessary support, in respect of establishment items such as furniture,
crockery, utensils and fuel, attendants, cooks and bearers will be given by the
management. The Guest House/Transit Camp Supervisor will maintain the accounts
1056
of the expenditure incurred, which will be checked from time to time to adjust the
rates. Linen/blankets will be supplied by GH and will be maintained by it. Soap or
any other material will be at charge to be recovered.
13. At the time of checking out from the Guest House/Transit Camp, the visitors shall
make payment to the Supervisor, on account of accommodation charges and charges
for meals, snacks etc. in cash for which the Guest House Supervisor will issue a
receipt. The receipts on account of lodging will be deposited with the Accounts
Department once in a week by the Guest House Supervisor and amounts received
in this account will not be spent for any other purpose.
14. No charges in respect of board and/or lodging will be levied from Company’s
Guest. The accommodation provided to them will be free of charge and the expenses
on account of breakfast, tea, meals, etc. will be borne by the Company. Head of
the Project/GM/Directors will be authorized to decide as to who will be treated as
company’s guest. For Company’s Guest declaration, the ES/PS to CMD/Directors
will send written requisition on behalf of them based on which the charges etc.
will be governed.
15. The Guest House/Transit Camp in-charge will ensure proper maintenance of record
of the occupants e.g. name, arrival/departure time, coming from, destination etc.
A suggestion book should be available in the Guest House.
16. The monthly report of occupancy may be sent to the Director(P) by 7th of the
following month. In the occupancy monthly report, details about the deposit of
room rent may also kindly be indicated
********
1057
GUIDELINES FOR ALLOTMENT OF TRANSIT CAMP, NEW DELHI
1. All employees will be entitled to stay in transit camp.
2. An Employee, who is required to go to Delhi on tour/personal visits will forward
his request for allotment of Transit Camp accommodation, sufficiently in advance
to the followings Executives in the order given below:
i) Sh. Sanjay Uppal, AGM (BD&MS)
ii) Sh. K.L. Vashishta, Sr. Manager (Admn.)
3. Request will be made in writing through Fax/Post/Courier. In emergency the request
can be made over telephone.
4. As far as possible, on receipt of the request, status will be confirmed within two
hours by fax/on writing. The booking/status may also be confirmed over telephone.
However, the employee has also to find out about the status, if the confirmation is
not received from the above authority within the stipulated time. While issuing
the permit, first priority will be given to official tours, 2nd on medical grounds
and private visit by the employee and lastly to the guests.
5. The Executives, as authorized above, will maintain a proper record for booking
and also the permit book.
6. The permit will be issued for the whole period of tour as requested. If the Transit
Camp is not available for the whole period of tour following procedure will be
adopted.
i) The entire tour period can be split into two continuous parts for the purpose
of issuance of NAC/Permit if the requirement is for more than 2 days.
ii) For both the parts NAC/Permit will be issued simultaneously.
iii) If the accommodation is available for less than 2 continuous days NAC
will be issued for the whole period of tour. If the total tour period is only
for 1 day the NAC/Permit may be issued accordingly.
7. Subject to availability of the accommodation, stay in Transit Camp may be allowed
while on private visit. However, priority should be given to the employees who
are on official tour. For private visit the permit will be issued as under:
Private visit of the employee. Not more than 4 days at a Further extension is
time. permitted subject to
availability.
Private visit of Guest of the Not more than 2 days at a With the approval of HOD
employee. time. P&A/Incharge of Transit
Camp not below the rank of
DGM.
Employees visiting on Medical Not more than 7 days at a ----do----
grounds time.
1058
In case of private visit of an employee on Medical grounds for himself and/or his
family as defined under Medical Attendance Rules Permit may be extended beyond
the limit prescribed above depending upon the availability.
8. The other terms and conditions of allotment of Transit Camps as circulated in the
past remain unchanged.
9. The Transit Camp may also be given to company guests and their priority will be
same as officials on tour.
10. Employees while on tour to Delhi can now make their own stay arrangements in
any Government/PSUs Guest House or Himachal Bhawan without obtaining Non-
availability Certificate subject to a maximum ceiling of Rs. 250/- per day on lodging.
********
1059
NORMS FOR OFFICE SPACE, FURNITURE AND STATIONERY ITEMS
S. Facilities Executives Super Work

N. visor men
E9 E8 E7A E7 E6 E5 E4 E3 E2A & E2
1. Office Exclusive Exclusive Exclusive Exclusive Shoulder Open Open Open Open Open Open
Space room room room room high 7 ft.
2. Tables & Godrej make as notified from time to time.
Side Rack
3. Cooling A/C A/C A/C A/C Cooler As provided in the hall.
1060
Arrangement
4. Carpets. 1500 gms 1500 1500 800/750 Coir - - - - - -
woolen gms gms gms carpets.
carpet woolen woolen Acrylic
carpet carpet
5. Sofa Sets & 1 three 1 three 1 three 1 three - - - - - - -
Sofa Chairs Seater & 2 Seater & Seater & Seater
Sofa 2 Sofa 2 Sofa
Chairs Chairs Chairs
6 Own Chair Godrej make as notified from time to time.
N. E9 E8 E7A E7 E6 E5 E4 E3 E2A/E2 visor men
7. Visitor Godrej make as notified from time to time. - - - - -
Chairs
8. Office With STD With STD With STD With STD Without PABX PABX - - - -
Telephone STD Extn. Extn.
9. Crockery Bone Bone Bone Bone China Bone Bone China - - - - -
China China China Teaset for 6 China Teaset for 6
Teaset for Teaset for Teaset for persons with Teaset for persons with
6 persons 6 persons 6 persons tray, 6 full 6 persons tray, 6 full &
with tray with tray, with tray, & 6 qtr. with tray, 6 qtr. Plates
& Bone 12 full & 12 full & Plates, 6 full & 6 bowls
1061
China 12 qtr. 12 qtr. 6 bowls 6 qtr. Plates, 6 lunch
Dinner Plates, Plates, 6 lunch & 6 bowls & 6 tea
Set, 12 bowls 12 bowls 6 tea 6lunch & spoons,
1 Thermos 12 lunch 12 lunch spoons, 6 tea 1 thermos
(1 ltr.) & 6 tea & 6 tea 1 thermos spoons, (1/2 (ltr.)
spoons, spoons, (1 ltr.) 1 thermos
1 thermos 1 thermos (1/2 ltr.)
(1 ltr.) (1 ltr.)
10. Telephone With STD With STD With STD With STD With STD If functionally justified (with the approval of
at residence Rs. 4500/- Rs. 4500/- Rs. 2500/- Rs. 2500/- Rs. 1500/- the Director)
(monthly (including (including (including (including (including
ceiling) mobile) mobile) mobile) mobile) mobile)
11. Glass top on Yes Yes Yes Yes Yes Yes - - - - -
tables.
12. Printing of Yes Yes Yes Yes Only if - - - - - -
Letter Heads HOD
13. Visiting Cards As per standard design. - -
14. Inkpen/Ballpoint Penstand Penstand Penstand Penstand Penstand Penstand - - - - -
pens on stand with 4 with 4 with 4 with 4 with 2 with 2
deluxe pens pens pens pens pens pens
quality.
15. Desk Diary Yes Yes Yes Yes Yes Yes Yes Yes Yes - -
1062
16. Heater A/C with A/C with A/C with A/C with Heat Heat Heat Convector to be provided in
heater heater heater heater convector convector the hall based on actual requirement.
17. Emergency Yes Yes Yes Yes - - - - - - -
light
18. Wall Clock Yes Yes Yes - - - - - - - -
19. Coasters Yes Yes Yes Yes Yes Yes Yes Yes Yes - -
20. Towel 4 hand 4 hand 4 hand 4 hand 4 hand 4 hand - - - - -
towels towels towels towels towels towels
medium medium medium medium medium medium
size in 1 size in 1 size in 1 size in 1 size in 1 size in 1
year year year year year year
21. Ball Pens@ As per requirement. Jot Jot Jot Jot Jot Jot Jot Jot
22. Pin Sup. Sup. Sup. Sup. Sup. Sup. Ordi Ordin Ordin Ordin Ordin
Container Quality Quality Quality Quality Quality Quality nary nary nary nary nary
23. Paper Cutter Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
24. Dak Pad Yes Yes Yes Yes Yes Yes - - - - -
25. Stapler Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
26. Sign Pad Yes Yes Yes Yes Yes Yes - - - - -
27. Basket (Waste Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Paper)
28. Call Bell Yes Yes Yes Yes Yes Yes - - - - -
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29. Punch Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
30. Paper weight Six Six Six Six Six Four Four Two Two Two One
@ once in two months without returning the old in respect of Employees upto the level of E7.
Notes:
1. Filing cabinets, book cases, steel almirahs, etc. can be issued to the deptt. after approval of the concerned Directors/GM.
2. Each department will send the stationary requirement directly to the stores/procurement deptt. twice in a month i.e. 1st week and
3rd week of the month through the concerned HOD only.
3. Furniture shall be of Godrej Make.
4. For workmen category, furniture and stationary items would be issued if functionally justified.
5. All Executives at corporate centre shall be entitled for glass top on their table.
********
SCHEME REGARDING MOBILE PHONE AND TELEPHONE
AT RESIDENCE
1. In order to strengthen communication infrastructure amongst the employees of
SJVN and facilitate speedy communication and connectivity amongst the
employees, a Scheme Regarding Mobile phone and Telephone at Residence is
detailed below.
2. The ceiling for reimbursement of the cost of Mobile phone and monthly call charges
for residence shall be as under:
Sr. Level Monetary ceiling for Monetary
No reimbursement ofceiling for
rental and call chargesreimbursement
(Rs. /PM) subject to towards cost of
actual mobile
instruments
(Rs.)
1. CMD/Functional As per actuals for 15000/-
Director mobile and telephone at
residence.
2. ED/GM 4500/- (for Mobile & 7000/-
telephone combine)
3. AGM/DGM 2500/- (for Mobile & 4000/-
telephone combine)
4. E6 1500/- (for Mobile & 4000/-
telephone combine)
5. E4-E5 750/- (for Mobile ) 3000/-
6. E2-E3 300/- (for Mobile ) -
7. S1-S4 & W7 and above 300/- (for Mobile ) 2000/-
8. One ES/PS to CMD Rs. 2000/- (for Mobile -
& Telephone at
residence)
9. One ES /PS to Rs. 1500/- (for Mobile -
Functional Directors/ & Telephone at
ED/HOP (not below the residence)
rank of GM)
10. 20% of total strength of Rs.200 (Per Mobile)
Supervisor & Workmen
with approval of
HOP/D(P)
11. One Driver attached 500/- (for Mobile )
with CMD/Director/ED
(at Shimla & Delhi)
12. 5 Drivers of Pool at CC 200/- (For Mobile )
on approval of Dir. (P)
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NOTE:
a. Executives who are entitled for Residential Telephone may avail Broad Band/
Data Card Facilities within the annual ceiling.
b. Executives may avail GPRS Facilities within the entitled ceiling.
c. Deptt./Employees in Supervisor & Workmen category who shall be given
preference are detailed at Annexure.
1.3 The above monthly ceiling against rentals and call charges shall accumulate to
determine the annual ceiling till the end of the financial year. Accordingly, Overflow
in a particular month(s) can be adjusted within annual ceiling so arrived at till the
end of the financial year. The payments upto the annual ceiling will be released
without invoking monthly ceiling. In the event of separation (including deputation
to other organization, repatriation to parent organization & retirement excluding
death) from Corporation, of pro-rata deduction will be made at the time settlement
of dues. Unused/Balance at the end of the financial year will lapse automatically.
1.4 Company will provide one Mobile set up to the cost as indicated above to CMD/
Functional Directors. All other entitled employees will be required to claim
reimbursement. Reimbursement will be limited to the amount indicated above.
2.0 In addition to the monetary ceiling, the sales/service tax on admissible amount
shall also be reimbursed by the company.
3.0 The entitled employees may avail HP Govt.(CUG) Plan of BSNL or any other
beneficial Scheme taken up by SJVN.
4.0 The Mobile set will have a life span of 4 years. The executives may replace the
Mobile set after expiry of 4 years from the date of purchase by retaining old
instrument without any recovery. On separation from service, including on
superannuation and completion of tenure of Board level appointees, if employee
retains mobile set, he shall be required to pay the following amount:-
Period (from date of purchase) Amount
Less than 6 months 100% of the original cost or entitled
amount whichever is less.
6 months to 1 year 20% of the original cost or entitled
More than 1 year 10% of the original cost or entitled
4.1 Any expenditure towards maintenance or replacement of mobile phone/battery
during the life of Mobile phone will not be reimbursed.
5.0 Remittance of bill in respect of Basic lines (both at office & residence) and Broad
Band of HP Circle of BSNL will be made on the basis of consolidated Bill
(Respective ceiling will be applicable for annual ceiling of phone at residence &
Mobile charges). Employee is required to submit duly verified Bill to concerned
P&A within 25 days from the date (i.e. invoice date) of individual Bill. In case of
1065
failure the amount remitted to BSNL will be deducted from the salary. In respect
of others employee will claim the reimbursement through P&A upto the annual
ceiling. Amount beyond the entitled ceiling will be recovered from Salary.
5.1 The bills of CMD and Functional Directors will be verified by ES/PS and sent to
the Finance Deptt. through P&A for payment.
5.2 Employees posted at project locations in Uttrakhand can claim reimbursement
upto their entitled amount on Pre-paid Mobile connection on submission of re-
charge coupon as documentary evidence. The employees concerned has to give a
declaration that the coupons were charged to the pre-paid connection numbers.
5.3 Employees posted at DHEP will be allowed reimbursement against both BSNL &
Airtel Connections within the ceilings.
6.0 Reimbursement toward the expenditure on telephone at residence shall be restricted
to residence at place of posting or residence at daily commutable distance from
the place of posting and where an employee is residing. However, one of the ES/
PS attached to CMD/functional director/ED will be allowed telephone at residence/
mobile at Delhi or Shimla.
7.0 In case an employee is on leave for complete calendar-month(s) his annual
entitlement for Mobile Phone will be reduced on pro-rata basis. Establishment
Section will send a copy of Leave Sanction Order to Estate Section in respect of
the aforesaid.
8.0 Employees who have been allowed reimbursement shall inform their mobile phone
numbers to all concerned and ensure their availability during emergency.
9.0 In case of any doubt/interpretation/minor relaxation the decision of D(P)/CMD
shall be final.
********
1066
ANNEXURE
Employees engaged in the following works may be given preferences

Power Stations
Hospitals
Operation and Maintenance of Power House and Dam
Power Supply maintenance
Guest House maintenance/Township maintenance
IT Communication maintenance
Office Bearers of Union
Personal staff of HODs
Construction Sites
Hospitals
Guest House maintenance/Township maintenance
Office Bearers of Union
Construction sites
Personal Staff of HODs
Corporate Office
Drivers
Office maintenance –Civil, Electrical, Telephone, Water Supply
Personal staff of HODs
Guest House maintenance
Office bearers of Unions
1067
1068
FORMAT FOR CLAIMING REIMBURSEMENT FOR RESIDENTIAL
PHONE & MOBILE PHONE
1. NAME: 2. EMPLOYEE NO:

3. DESIGNATION: 4. DEPARMENT :
5. LOCATION : 6. ENTITLEMENT PER MONTH:
7. BILLING CYCLE:
a) For Mobile .............................. b) Landline ...............................
8. DETAIL OF AMOUNT CLAIMED
S. NO. PARTICULAR AMOUNT
a) Residential Telephone
b) Mobile Phone
c) Total
9. Bill(s) Original is (are) enclosed.
SIGNATURE OF EXECUTIVE
MANAGER (F)
For use of Accounts Department

Claim passed for payment for Rupees (in words).................................................................
Account code Amount Cash/Bank Code Mode Cheque No.

Account AO/Sr.AO Manager (f)
Cheque Date
Received Rs. ..................................... Rupees (in words) ...........................................
Date : Signature of Employee
1069
PERKS AND BENEFITS ON PROMOTION
(IOM No. CC/Pers/15(26)/Vol.II/2002-1097 dated 6th May, 2002 & Office Order
No. CC/Pers/15(26)Vol.II/2k2-204 dated 21 st February 2k2)
On promotion Perks and Benefits will be effective from the date of promotion subject to
the condition that the same has been availed, and will be regulated as under:
1. TA/DA, Medical bill and LTC cases already settled need not be re-opened.
However, pending cases will be regulated on the basis of revised entitlement.
2. Residential Telephone bills may be reimbursed as per revised entitlement from

retrospective effect, subject to documentary evidence to the effect that expenditure
has been incurred.
3. Hospitality expenditure will be reimbursed as per revised entitlement.
4. Reimbursement of Expenditure on Local Travel for Official Purpose for same

type of vehicle will be made as per revised entitlement from retrospective effect.
5. Cafeteria at the notified rate shall be paid as per revised basic from
retrospective effect.
********
1070
PROCEDURE FOR HANDING OVER THE CHARGE
WHILE AN EXECUTIVE IS ON LEAVE
(OFFICE ORDER NO. CC/PERS/15(8)/2002-281 DATED 28/32002 & 22/5/
2002)
If an Executive is sanctioned leave for more than 7 days, Sanctioning Authority shall make
an order for giving temporary charge to another executive for leave period. The temporary
charge will be regulated as under:
1. Temporary charge should be handed over to an executive of same level, if available.
2. In case same level executive is not available, temporary charge may be held by a
Superior executive.
3. In case 1 & 2 are not possible, temporary charge may be handed over to an executive
one level below.
4. The incumbent executive holding the charge will exercise all the powers (Financial
and administrative) by virtue of holding temporary charge of that post.
5. Ordinarily the executive holding temporary charge should not take major decisions
including deciding of contracts etc. and should only deal with routine and urgent
matters.
6. If considered essential, the Reporting officer may spell out the scope of duties
when issuing the order for handing over of temporary charge.
********
1071
FURNISHING OF MATERIAL/ CORRESPONDENCE
WITH OUTSIDE AGENCIES
Furnishing of material by Central Government Industrial and Commercial, Enterprises to
State, Government of answering Question in the State Legislature be regulated as under:
1. Central Government industrial and commercial enterprises are scattered in various
States and Union Territories, Question was raised as to how these Central
Government enterprises furnish information on the Questions raised in State
Legislatures, This matter was examined in consultation with the Department of
Parliamentary Affairs and the Ministry of Law during 1973-74.
2. It is considered that on matters which come under the State List, the enterprises
may furnish information directly to the State Government, However on all sensitive
issues, which may attract the responsibility of Central Government and Parliament,
it would be necessary for the enterprises to furnish information to the State
Government in consultation with their administrative Ministries at the Centre.
Various State Governments were also requested to evolve guidelines on the
guidelines issued by this Department on 4.6.1969.
3. Further, the policy to be followed in respect of subjects falling in the Concurrent
List was also examined in consultation with the Ministry of Law and the Ministry
of Parliamentary Affairs during 1987-88. It was decided that the public sector
undertakings can supply information on these subjects directly to State Government
whenever the information asked for is of simple and factual nature. In case the
public sector undertakings feel that the information asked for is of sensitive or
confidential nature, they should seek the advise/approval of the Union
administrative Ministry concerned before supplying the same to the State
Government/State Legislatures/ Committee of State Legislatures. -
The above is as per DPE OM No. A-420 11/5/2003Admn. GL-I dated 13/8/2003.
********
1072
FAREWELL PARTY AND GIFT FOR RETIRING EMPLOYEES
(CPC NO. 68/2004 DATED 27TH APRIL 2004 & CPC- 86/2004
DATED 28TH JULY 04)
The farewell party will be given to all retiring employees irrespective of their rank and
level. The Concerned P&A Deptt. (Admn..wing) shall co-ordinate the arrangements as per
the following guidelines.
1. The farewell function will be arranged in a suitable common place to which all
the departmental employees and other HODs may be invited.
2. In the farewell function a memento will be presented to the retiring employees on
behalf of SJVN. The memento will be same for all employees and will be kept in
store inventory.
3. Gift upto a value of Rs. 5000/-.
4. Light Tea & Snacks may be arranged on the occasion and the expenditure on this
amount shall not be more than Rs. 25/- per invited employees including the cost of
bouquet & garlands subject to minimum of Rs. 1000/- per occasion.
5. If more than one employee is retiring on the same day one common function may
be arranged if feasible depending upon the Strength of the Deptt.
6. Generally the function be arranged on the day of retirement during office hours.
7. The official photographer may be allowed to take 10 to 15 snaps and the same
may be sent to Corporate Communication for publishing in the SJVN House
Journal.
8. All the employees of the concerned Deptt./Section (to which the employee belongs)
shall be invited in addition to all other HOD’s. The invitation shall be sent three
days prior to scheduled date of the function by specifying venue date & time.
********
1073
BRIEFCASE POLICY
1) Entitlement
Ceiling of purchase briefcase for official purposes shall be as under:
CMD/Directors E9-E7A E7-E5 E4-E1
One (as per their requirement) Rs.2,550/- Rs.1,900/- Rs.1600/-
2) Other terms and conditions:
(i) The life of briefcase is four years, next issue of briefcase shall be after
expiry of four years irrespective of change of entitlement on promotion.
(ii) Briefcase not to be returned after four years.
(iii) In case an executive leaves the service of the Corporation on any account
other than superannuation and Voluntary Retirement he will have the
option to return the old briefcase or to retain the briefcase subject to
payment as indicated below:
Leaves the
Leaves the Services Leaves the Service Services of the
of the Corporation within Corporation within Corporation
one year of Issuance of the two years of Issuance after two
years
40% of entitlement 20% of entitlement NIL
(iv) The executive can purchase their briefcase subject to monetary limit as
per their choice and claim reimbursement directly to F&A as contingency
claim one self certification after making entry in P&A.
(v) Employee can claim reimbursement by clubbing maximum two periods.
Clubbing will be allowed after expiry of previous entitled period.
********
1074
MATCHING CONTRIBUTION TO GROUP OF EMPLOYEES
1. To promote activities like sports, social get-together etc., matching contribution

by company to the following Groups of Employees limited to Rs. 100/- per month,
per membership will be payable.
(a) Groups of employees for general Health & Fitness like Sports Council.
(b) Groups of employees for promoting social/cultural/welfare activities.
(c) Ladies groups formed by wives of employees.
2. Above shall be applicable to all locations (i.e. project/CC/Regional
Offices etc.)
********
1075

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VOLUME-I

2.0 Human Resources Planning:

Posts Appointing Authority

4.1 Job specifications indicating the eligibility requirement in terms of minimum

Educational/Professional Qualification: No relaxation to SC/ST/OBC in the prescribed

Experience: Relaxation in the length of experience prescribed will be given to SC/ST

7.0 RESERVATION & CONCESSIONS TO PHYSICALLY HANDICAPPED:

7.1 In addition to the reservation of posts for SC/ST/OBC in direct recruitment, 3%

i) Blindness or Low Vision (Visually Handicapped).

ii) Hearing Impairment (Hearing Handicapped).

iii) Locomotor Disability or Cerebral Palsy (Orthopaedically Handicapped).

Group ‘A’- AE (Design Engineering)/Asstt. Officers (P&A / F&A /

Group ‘B’- Supervisor Grade – I/II/III (P&A / F&A / Training / IT & C

8.0 RESERVATION TO EX-SERVICEMEN:

Group ‘C’ Posts - 10%

Group ‘D’ Posts - 20%

16.2.6 Evaluation of Answer Sheet:

16.2.7 Declaration of Result:

4.0 Mothly Remuneration & Other Benefits 47

6.0 Appointment of Consultants 48

2.0 Scope and Application 71

4.0 Mode of Transfer 72

7.0 Transfer from one Project/Plant to another Project/Plant 73

8.0 Transfer within the Project 73

10.0 General Terms 73

S. LEVEL OF DISCIPLINARY APPELLATE REVIEWING

CONDUCT, DISCIPLINE AND APPEAL RULES

S. LEVEL OF DISCIPLINARY APPELLATE REVIEWING

CONDUCT, DISCIPLINE AND APPEAL RULES

S. LEVEL OF WORKMEN DISCIPLINARY APPELLATE

CONDUCT, DISCIPLINE AND APPEAL RULES

CONDUCT, DISCIPLINE AND APPEAL RULES

13 Was/is the transaction made/proposed :..............................................................

Incharge establishment Corporate/Project.

Signature .......................................... Date ....................................

ii) At Corporate Office:

DATED: SIGNATURE OF THE HEAD OF DEPTT.

(FOR USE OF SECRETARY, GRIEVANCE COMMITIEE)

DATED: SIGNATURE OF SECRETARY

REPLIED ON: GRIEVANCE COMMITIEE

1 yr. 2 yrs. 3 yrs. 4 yrs. 5 yrs.

Exceptional 45 22.5 15 11.25 9

Very effective 36 18 12 9 7.20

Effective & Competent 27 13.5 9 6.75 5.40

Average 18 9 6 4.5 3.60

Not satisfactory Nil Nil Nil Nil Nil

Minimum Eligibility Period+1 year 20

Minimum Eligibility Period+2 years 22

Minimum Eligibility Period+3 years 25

Grade service Points

6 years and above 15

8.0 CRITERIA FOR PROMOTION TO NEXT HIGHER GRADE:

3.0 GENERAL PRINCIPLES:

Unsatisfactory Nil Nil

6.4 COMMUNICATION OF ADVERSE REMARKS:

1.0 Objectives 165

W11 Master Draug htsman Gr. XI Assitt.Off. (Plang.)

4 years W10 Master Draug htsman Gr. X S4

4 years W9 Sr. Draughtsman Gr. IX S3 JO (Plang.) GR.II

4 years W8 Sr. Draughtsman Gr. V III S2 JO (Plang.) GR.III

4 years W7 Sr. Draughtsman Gr. V II

3yrs. Polytechnic+In /view+Vacy.

4 years W6 Draughtsman Gr. VI