INDEX

S. No. Topic/Heading

1
1 Organisation
2 Charter of Duties – P&F Dte
3 Authorisation of civilian manpower
4 Procedure on framing/revision of Recruitment Rules
5 Reservations and concessions for recruitment
6 Categories of Central Govt civilian employees and their terms
and conditions of service
i) Civilian Gliding Instructors (CGIs)
ii) Administrative Officer (Civilian)
iii) Office Superintendent (OS) and Assistant
iv) Stenographer (Gde I to III)
v) Junior Hindi Translator (JHT)
vi) Upper Dividion Clerk (UDC)/Lower Division Clerk
vii) Civilian Motor Driver (CMD)
viii) Carpenter
ix) Draughtsman
x) Painter
xi) Group ‘D’ staff – Packer, Gestetner Operator, Peon, Chowkidar, Cook,
Safaiwala, Gardner, Barber, Washerman, Cycle Repairer, AT Cart Driver,
Mess Waiter, Masalchi, Lasker, Syce, Marker and Motor Pump Attendant
7 Promotions
8 Assured Career Progression Scheme (ACP)
9 Recruitment of Whole Time Lady Officers (WTLOs)
10 Girl Cadet Instructors (GCIs)
i) Mode of recruitment
ii) Terms and conditions of service
iii) Charter of duties
iv) Annexures /Appendices to Chapter 10
v) Step by step procedure for recruitment of GCI Gde III
11 Recruitment of UDC in NCC on the basis of Limited
Departmental Competitive Examination (LDCE)

2
12 Appointment of Cashiers in NCC Directorates
Annexure
13 i) Scheme for compassionate appointments

ii) Appendix ‘A’- Time limit and revised rules & regulations for the pupose
of appointment on compassionate grounds
iii) Appendix ‘B’ – Scheme for compassionate appointment – Relative
merit points and revised procedure for selection
iv) Appendix ‘C’ – Time limit for making compassionate appointments

14 Conversion of trade in Gp ‘D’

15 Engagement of Casual Labour
16 Discipline
i) Disciplinary procedures and penalties

ii) Appeal, Revision and Review

iii) Suspension

iv) Subsistence Allowance

v) Disciplinary powers

17 Handling of court cases

18 Annual Confidential Reports (ACRs)
Appendix ‘A’ – Procedure on rendition of ACRs
19 Review under FR 56 (j)
20 i) Non-Invalidation of Govt servant on account of mental and
physical disabilities
ii) Appendix ‘A’ - Non-Invalidation of Govt servant who has
been permanently incapacitated from Govt service on account of
physical disability – information regarding
21 i)Constitution of IIIrd level Office Council (JCM) in NCC
ii) Appendix ‘A’ – Constitution and composition of Office
Council in NCC
22 i) Complaint Committee relating to sexual harassment of women
employees at work places
ii) Appendix ‘A’ – Circular for setting up of Complaints
committee in NCC

3
 iii) Appendix ‘B’ - Annual reports from the Complaint
Committee
iv) Appendix ‘C’ – DtesJudgement issued by Supreme Court in
WP (CRL) No S 666/70 of 1992 by Visakha & Others Vs State
of Rajasthan
23 Grant of loans and advances
A. House Building Advance
i) Appendix ‘A’ – Form for grant of HBA
ii) Appendix ‘B’ – Form of agreement to be executed at the time
of drawing HBA
iii) Appendix ‘C’ – Reconveyance Deed
B. Motorcycle and Scooter Advance
i) Appendix ‘D’ – Form for drawal of Scooter & Motorcycle
Advance
24 Procedure for medical reimbursement
25 Leave Rules
i) Earned Leave
ii) Half Pay Leave
iii) Commutted Leave
iv) Leave Not Due
v) Extraordinary Leave
vi) Maternity Leave
vii) Paternity Leave
viii) Casual Leave
ix) Leave to female Govt servant on adoption of child
x) Special Disability Leave
xi) Hospital Leave
xii) Study Leave
xiii) Leave Salary
xiv) Special Casual Leave

4
26 Leave Travel Concessions (LTC)
27 General Provident Fund (GPF)
i) Eligibility
ii) Rate of subscription
iii) Advance from GPF :
a) Amount of advance
b) Purposes
iv) Withdrawal from GPF
v) Final payment from GPF
28 Central Govt Health Scheme
i) Definition of family
ii) Rate of subscription
iii) Procedure for referral to recognized hospitals
iv) Medical advance
v) Treatment in emergency
vi) Reimbursement of medical claim
vii) entitlement for hospital treatment
ix) CCS Medical Attendant Rules
a) Reference to specialists/other medical officers
b) Definition of family
c) Medical attendance
d) Treatment
e) TA entitlement
x) Some useful tips for submission of medical claims
29 Central Govt employees Group Insurance Scheme (CGEGIS)
30 Children Education Assistance
a) Children Education Allowances
b) Reimbursement of Tuition Fee
c) Hostel Subsidy
31 Retirement benefits

5
 a) Pensions
i) General provisions
ii) Qualifying service
iii) Classes of pension
iv) Calculation of pension
b) Service Gratuity
c) Retirement Gratuity
d) Death Gratuity
e) Residuary Gratuity
f) Encashment of leave
i) Earned Leave
ii) Half Pay Leave
g) Grant of Family Pension
32 Issue of No Objection Certificate for obtaining passport and for
proceeding abroad
Annexure ‘I’ – Instructions for Defence civilian employees
proceeding to foreign countries
Annexure ‘II’ – Instructions for Defence civilian employees
proceeding to foreign countries
Annexure ‘III’ – Procedure for issue of NOC for proceeding
abroad
Appendix ‘A’ – Application form for obtaining NOC for a
passport only
Appendix ‘B’ – Application form for obtaining NOC for
passport cum proceeding abroad
Appendix ‘C’ – Format for issue of NOC for passport only :
• Format I – Issue of NOC for passport only
• Format II – Issue of NOC for going abroad

Appendix ‘D’ – Application for seeking prior permission of the

Govt to accept foreign hospitality
Appendix ‘E’ – Format of Security Bond.
33 Parliemant Questions and VIP references

6
34 Award of DG NCC Commendation Card
Annexure I and II – Guidelines for award of DGNCC
Commendation Card to NCC personnel
Appendix ‘A’ – Format for recommendation for the award of
DGNCC Commendation Card
35 Reports and Returns
i) Monthly Reports
ii) Quarterly Reports
iii) Half Yearly Reports
Setting up of Shopping Complex in Republic Day Camp
i) Appendix I – Tender and agreement forms for opening of stalls
37 Setting up of Photo Cell during RDC
38 Setting up of Recreation and Information Room for Boys and
Girls during RDC
39 RD Camp related other important functions undertaken by P&F
Dte
40 Duties of Establishment Officer (EO) in HQ NCC
41 Financial Matters – Rules & Procedures
42 Central Budget
i) Heads of Account
ii) Code Heads and items of expenditure
iii) Stages of budget
iv) Allotment of funds
v) Stages of fund allotment
vi) Monitoring of progress of expenditure
43 State Budget
i) Items of expenditure
ii) Rates of allowances admissible to cadets and ANOs
44 Annual Training Grant and Amenity Grant
i) Rate
ii) Utilisation

7
45 Camp expenditure
a) Items of expenditure
i) Messing Allowance
ii) Rank Pay
iii) TA & DA
iv) Incidental Allowance
v) TA & DA for civilians
vi) POL
b) Procedure for drawal, disbursal and accounting and audit
of cam expenditure
c) Procedure for reimbursement of camp expenditure
d) Submission of quarterly report on reimbursement of camp
expenditure
e) Appendices ‘A’ and ‘B’ – Govt letters dated 7 May 99 and
24 Nov 67 on reimbursement of 50% of Camp expenditure
f) Appendix ‘C’ and ‘D’ – Formats I & II for submission of
report on reimbursement of camp expenditure
g) Appendix ‘E’ - Format for submission of report on
reimbursement of camp expenditure (For J&K and NER
only)
46 One time grant for permanent advance
Appendix ‘A’ – C Govt letter dated 10 Apr 92 on procedure for
drawal for permanent advance
47 Standard Operating Procedure for drawal, management and audit
of central funds for NCC activities in respect of additional
25,000 cadets in the states of J&K and NER
48 Delegation of financial powers
49 Standards of financial propriety
50 Purchase procedure
i) Fundamental principles of public buying
ii) Procurement yardsticks
iii) Rate contract
iv) Registration of suppliers
v) Reserved items
vi) Purchase of goods without quotations

8
 vii) Purchase of goods by Purchase Committee
viii) Purchase of goods directly under rate contract
ix) Tender enquiry (Purchase of goods by obntaining bids)
x) Advertised tender enquiry
xi) Limited tender enquiry
xii) Two bid system
xiii) Single tender enquiry
xiv) Tender opening procedure
xv) Receipt of stores
xvi) Procedure for sending proposals to HQ NCC (P&F Dte)
51 Hiring of civil transport (CHT)
52 Purchase of computers, computer stationery, peripherals and
maintenance of computers
i) Laptop computers
53 SOP for maintenance and operation of DGNCC Public Fund
Account
i) Category of fund
ii) Maintenance
iii) Deposits
iv) Withdrawal
v) Closing of accounts
vi) Audit of accounts
vii) Checking and audit of accounts
Appendix ‘A’ – Proforma for forwarding cheques/DD/cash for
depositing in the DG NCC Public Fund Account
54 Republic Day Camp
i) Duties of P&F Dte
ii) Financial management of RD Camp
iii) Remittance of funds by State NCC Dtes

9
 iv) Opening of bank account
v) Maintenance of accounts
vi) Financial powers and channel of submission of proposals for
incurring expenditure
vii) Cash in hand
ix) Local purchase of stores
x) Submission of bills
xi) Disposal of unconsumed ration
xii) Submission of documents after RD Camp
xiii) Unspent amount
xiv) SOP for making purchases/execution of contracts
xv) Clearance certificate
Appendix ‘A’ – Pay Order
Appendix ‘B’ – Check list for submission of bills
Appendix ‘C’ – Clearance Certificate
Chapter – 55
55 Regimental Fund
i) General
ii) Source of receipt
iii) Distribution of subscription
iv) Financial powers to incur expenditure in
Dtes/OTAs/Gp/Units
v) Financial powers in HQ NCC
56 NCC Unit Run Canteens
i) Procedure to open new URC
ii) Distribution of CSD profits
iii) Transfer of canteen profits to higher HQ
iv) Entitlement of canteen facilities

10
 v) Canteen facilities to NCC personnel
vi) Scale of liquor per month
vii) Terms and conditions of service of civilian employees
viii) Accounting of CSD funds
57 NCC Officers Mess
Procedure for opening of new mess
Grant of advance
Membership
Functions
Organization
Mess Committee
Mess Staff
Service conditions of mess staff
Officers’ Room Bearers
Functions of Mess Committee
Mess Meeting
Mess Committee Meeting
Mess customs and etiquettes
Security
Visitors & guests
Accommodation
Property
Valuation of movable property
Immovable property
Silver
Sources of finance
Members’ contribution
Hon’y Members

11
 Mess Maintenance Allowance
Share of canteen profit
Misc sources
Financial powers
Procedure to write off losses
Maintenance of accounts
Audit
Inspection
Miscellaneous
58 Management of Non-Public Funds
i) Documentation
ii) Maintenance of accounts and ledgers
iii) Maintenance and accounting of CSD Fund account
iv) Common observations noticed during inspection
59 Camp Accounting Instructions
Introduction
Scope
Aims
Location of camps
Definition – Camp expenditure
Financial arrangements for running of camp
Observance of canons of financial propriety
Responsibility for funds and stores
Responsibility for losses
Losses in camps
Sanction of estimated expenditure
Utilization of funds
Drawl of money

12
Payments
Camp officer
Duties of camp commandant
Duties of Dy Camp Commdt
Bank account
Safe custody of cash
NCC part time officers / cadet committee
Retention period of camp records
Safe custody of documents
Prompt audit of camp accounts
Audit by Regimental Audit Board
Source of ration supply
Contracts – General principles
Purchase Committee
Estimate of requirements
Call for tenders
Resister of approved contractors
Tender Forms
Supply of and rate
Sale proceeds of tender forms
Contract register – Maintenance of
Tenders issuing authority
Date of submission of tender
Earnest money - Calculation of
Earnest Money – Deposit of
Supply of samples
Tender Box
Submission of tender

13
Date and time of opening of tenders
Acceptance of tenders
Opening of tenders
Allotment number to each tender
Approval of tenders
Resealing of sample after examination
Procedure if no or one tender is received
Market Rates – Ascertaining of
Recording of advertisement of tenders
Approval of contractor
Authorities empowered to approve/conclude tenders
Intimation of acceptance of tender
Security deposit
Sealed samples
Left over ration
Issue of supply order
Requirement of ration
Contract Operating Board
Checking of ration
Compensation for breach of contract
Cash purchase of rations
Sanction for modification of contracts
Non-receipt of tenders
Errors in tenders
Duration of contracts
Transfer of contracts
Advance
Recovery of compensation from security deposits

14
Interpretation of Contracts
Settlement of bills
Maintenance of Accounts/Records
Records
Cash account for the camp
Procedure for maintenance of cash book
Vouchers for payment
Payment of bills
Remittance of un-disbursed amount
Re-appropriation of funds
Messing Account - Weights and measures
Scale of ration
Supply of ration from ASC/Govt Agencies
Procedure for drawal of ration from ASC/Govt agencies
Purchase of rations from contractors
Arrival and departure report
Ration strength
Maintenance of Messing account
Daily menu
Issue and accounting of messing stores in stock book
Daily messing expenditure statement
Daily attendance register
Disposal of unconsumed ration
Auction of unconsumed ration stores
Mess arrangements for civilian staff
Scale of mess servants
Messing arrangement for NCC Part Time Officers
Messing Arrangement on contract

15
Cooking/Serving arrangements in camp on contract
Incidental expenditure
Quantum of incidental expenditure
Items of expenditure
Postage charges register
Telephone calls/rental register
Loan ledger stores
Expenditure on pitching of tents etc
Opening/Closing day function
Cash prizes
Scale of civilian camp followers
Lighting
Camp POL account including milage cards and car dairies
Register of hired transport
Non-expendable stores
Accounting of stores purchased from incidental expenditure
Custody of stores- Arms and ammunition
Unit Camp Store ledger
Condemnation of non-expendable stores
Sale proceeds from condemned articles
Purchase procedure out of Incidental grant
All India Combined/Zonal Camps
Military/Central/Public/Residential Merit Scholarship
School/Navodaya Vidyalayas camps
Audit documents required
Audit - General instructions
Responsibility for the settlement of audit objections
Objection Register

16
 Camp report
Reports and returns – Camp report
Audit Report
Expenditure Statement
Scrutiny of reports and returns
DO’s and DON’Ts for camp accounting
Appendices to chapter 59
60 Cadet Welfare Society
i) Introduction
ii) Aims
iii) Membership
iv) Nomination Form
v) Financial assistance/relief
vi) Grant of Scholarships
vii) Best Cadet Awards
viii) Sports and adventure activities
Appendix ‘A’ – Statement of membership fee
Appendix ‘B’ - Nomination Form
Appendix ‘C’ - Certificate to be given by cadet for financial
assistance
Appendix ‘D’ – Application for financial assistance in death
cases
61 Sahara Scholarship Scheme
i) No of Scholarships
ii) Amount of Scholarship
iii) Eligibility criteria
Appendix ‘A” – Application form
62 Posted strength and emoluments of AFHQ officers/staff in
DGNCC.

17
 P&F INFORMATION ACT

ORGANISATION

1. NCC Organization is administered by Ministry of Defence with Defence

Secretary as over all incharge, responsible to the Govt of India for its efficient
functioning.

2. NCC Organization is headed by Director General (DG) who monitors its

functioning through his HQ in Delhi. The DG is assisted by two Additional
Directors General (ADsG) – one Maj General from the Army and the other, a
Rear Admiral from the Navy or Air Vice Marshal from the Air Force.

3. At the State level, the country has been divided into 16 Directorates
(Dtes) covering all the states and Union Territories. These State NCC Dtes
control 95 Group HQs. The Gp HQs supervise the functioning of Army, Naval
and Air NCC Units.

4. In addition to State NCC Dtes, NCC has two Officers Training

Academies (OTAs) located at Gwalior, and Kamptee where professors and
teachers are specially trained to impart requisite training to NCC cadets in
colleges and schools. These professors and teachers are designated as
Associated NCC Officers for the purpose of training. OTA Gwalior is also
entrusted to conduct courses for the cadres of WTLO and GCI of NCC.

18
 ORGANISATION CHART - HQ DGNCC

Director General

Additional DG (A) Additional DG (B)

8 NCC Dtes DDG (Plg & Coord) DDG (Pers & Fin) DDG(Logistics) DDG (Trg) DDG (MS) 8 NCC Dtes

AP Dir (Coord) Dir (Fin) Director (Lgs) Delhi

Bihar JD (Coord) DD (Fin) JD (Lgs Coord) Trg (A) Coord MS (A) Coord & Posting J&K
Gujarat JD (Plg) Asstt Dir (Hindi) DD (Clothing) Dir Trg (A) Coord Dir MS (A) Ker & Lak
Kar & G DD (Pub) Dir (Pers) DD (Veh) DD Trg (A) Girls Div JD MS (A) Posting Punjab
Mah DD (Pers) DD (Eqp & Amn) Dir Trg(B) Army & RDC DD MS (A) Coord Rajasthan
MP Estt Officer DD (Procurement) JD Trg(B) Army & RDC TN & P
NER SO (Pers) -I DD (Lg(Navy/Air) MS (B) WTOs & ANOs UP & UA
Orissa SO (Pers) –II WB & Skm
OIC CWS
JD MS (B) WTOs Pensions OTAs
DD (Work & Qrs) Acts & Rules, ANOs (Kamptee/
DD (Lgs & Coord) Trg (C) Navy & Adventure DD MS (D) ANOs Gwalior)
OC Camp JD Trg (C) Navy & Adventure MS (C) ACRs & Compl
DD Trg (E) Adventure DD MS (C) ACSrs & Compl
JD Trg (D) Air, Flt Safety JD MS (DV)
& YEP DD MS (DV)
JD Trg (F) YEP DD MS (PI)

19
 DETAILED ORGANIZATION CHART OF DTE OF P&F IN HQ NCC

DG

ADG (A)

DDG (P & F)

Dir (Pers) Dir (Fin)

Dy Dir OIC Dy Dir

(Pers) (CWS) (Fin)

Section Section Estt Dept SO Sr AO Sr AO AAO Asstt

Officer Officer Officer Canteen (Coord) (Funds-I) (Funds-II) (Budget) Dir
(Pers-1) (Pers-2) (Rajbha
sha)
HQ NCC Unit Run Canteen

20
 CHARTER OF DUTIES OF P&F DTE

DDG (P&F)

(a) Personnel Directorate

1. Personnel Management of Central Govt Civilian Personnel

posted in NCC Dtes/Trg Estts. Policy on recruitment, posting,
transfer, promotion, discipline, retirement benefits etc.

2. To advise DG and ADG (A) on disciplinary matters in their

capacity as the Disciplinary authority in r/o Gp ‘C’ & ‘D’ employees
posted in NCC Dtes & OTAs.

3. All matters pertaining to Personnel Administration of Girl

Cadet Instructors (GCI) and Civilian Gliding Instructors (CGIs)

4. Framing and amendment of Recruitment Rules for various

civilian posts eg. NCC Whole-Time Lady Officers and Girls Cadet
Instructors, filling up of the vacancies of Whole – Time Lady Officer
(WTLO) under Departmental Quota.

5. Appointment and Regularisation of Casual Labours.

6. Filling up the posts of Accounts Officers in Dte Gen NCC,

NCC Dtes/Trg Estts in liaison with CGDA.

7. Sanction of House Building Advance, Motor Cycle Advance,

Bicycle Advance to NCC Whole-Time Lady Officers, GCIs,
CGIs and Civilian personnel posted in the NCC/Trg Estts.

8. Sanction of re-imbursement of medical claims.

9. All matters relating to Joint Consultative Machinery (JCM) and

Civilian Staff Associations.

10. All matters pertaining to Annual Confidential Reports (ACRs)

of AFHQ Civilian personnel and the Civilian personnel posted
in NCC Dtes/Trg Estts.

11. Staffing of AFHQ Civilian Employees in the HQ NCC Dtes.

21
 12. To deal with Parliament Questions and VIP references
regarding Personnel and Finance matters

13. Framing of Policy, Utilisation, management & control of Office

Contingency Grant.

14. Procurement and supply of furniture, office equipment and

office amenities.

15. Matters pertaining to the Central Registry of the Dte Gen NCC.

16. Over all control, supervision and management of Photo Cell,

Post Office, Bank, Telephones, Refreshment for VIPs,
Shopping complex, Information and Recreation Room for girls
and boys, Horticulture and TV sets during RDC.

17. Detailment of staff for RDC.

18. All matters relating to the Office Accommodation at the

Directorate General NCC.

19. Chairperson, Office Council (JCM)

20. Member Secretary, NCC Cadets Welfare Society.

21. Chairperson, Wet Canteen at the HQ NCC.

22. Patron-DGNCC Cultural & Recreation Club.

23. Chairperson, DG NCC Women Complaint Cell.

24. Management and Supervision of Office Automation at HQ

DGNCC.

(b) Finance Directorate

1. All financial matters including preparation of Central NCC

budget, allocation of funds to NCC Dtes/Trg Estt and
monitoring of expenditure.
2. Monitoring of financial support provided by the State
Govts/Union Territories.

22
 3. Framing of policy, guidelines and SoPs on allocation of funds
to NCC Dtes/OTAs.

4. Policy framework and processing cases of delegation of

financial powers.

5. Exercise of delegated Financial and Administrative powers.

6. Making allotments to Dtes & OTAs under IT, OCG and CHT
heads.

7. Processing cases of grant of incentives to cadets.

8. Framing policies for financial management in respect of

Regimental Fund, CSD Fund and Officers Mess Fund and
inspection of accounts.

9. Sanction of PCs, duplicators, plain-paper-copiers for all NCC

Dtes/Trg Estts.

10. Allotment of RDC funds, processing of cases for financial

sanction during RDC.

11. Issue of sanction of Traveling Allowances/Dearness Allowance

(TA/DA) and other financial sanctions.

12. Implementation and supervision of Rajbhasha Cell in HQ

DGNCC.

13. Overall control and Coordination of P&F Directorate.

14. Control and management of Accounts of Public Funds, Cadet

Welfare Society Funds, Civilian Welfare Funds.

Director (Pers)

1. Personnel Management of Central Govt Civilian personnel

posted in NCC Dtes/Trg Estts – Recruitment, posting, transfer,
promotion, discipline, retirement benefits etc.

2. Personnel Administration of Girl Cadet Instructors.

23
3. Framing and amendment of Recruitment Rules for various
civilian posts, NCC Whole-Time Officers and Girls Cadet Instructors
filling up the vacancies of Whole – Time Lady Officer (WTLO) under
Departmental Quotas.

4. Appointment and Regularization of Casual Labours.

5. Filling up the posts of Accounts Officers in Dte Gen NCC,

NCC Dtes/Trg Estts in liaison with CGDA.

6. Detailement of Civilian staff for RDC and IDC.

7. Sanction (HBA/MCA) to NCC Whole –Time Officers, Girls

Cadet Instructors, Civilian Officers and Staff..

8. All matters relating to JCM and Civilian Staff Association.

9. Annual Confidential Reports (ACRs) of AFHQ Civilian

personnel and the Civilian personnel posted in NCC Dtes/Trg Estts.

10. Management & control of Miscellaneous Expenditure grant.

11. Procurement and supply of furniture, office equipment,

stationery and office amenities.

12. Staffing of AFHQ Civilian Employees at the Dte Gen NCC.

13. Issue of Identity Cards and Passes through Security Officer.

14. Matters pertaining to the Central Registry of the Dte Gen NCC.

15. Management of Photo Cell, Post Office, Shopping Complex,

Horticulture, and TV sets during RDC/IDCs.

16. All matters relating to the Central Registry.

17. Maintenance and upkeep of the Conference Room.

18. All matters relating to the office Accommodation at the

Directorate General NCC.
19. Treasurer to NCC Cadets Welfare Society.

20. Secretary of NCC Wet Canteen.

24
 21. President , DG NCC Cultural and Recreation Club.

22. All matters relating to Defence Civilian Welfare (TB, Cancer

and Leprosy) Fund.

Dy Director (Pers)

1. Personnel Management of Central Govt Civilian personnel

posted in the NCC Dtes/Trg Estts Recruitment, posting, transfer,
promotion, deputation, discipline, retirement benefits etc.

2. Correspondence with all the NCC Dtes on problem of State

Govt Employees posted in the NCC Gp HQs/Units.

3. Recruitment of personnel and administration of Girl Cadet

Instructors (GCIs).

4. Filling up the posts of Accts Officers in the Dte Gen NCC,

NCC Dtes/Trg Estts in liaison with CGDA.

5. Maintenance of ACR Dossiers.

6. Processing of cases for recruitment and regularization of

causal labourers.

7. Detailment /attachment of staff for RDC/IDC or on special

requirement.

8. Framing/revision of recruitment rules of all civilian posts and

GCIs.

9. Processing of cases for grant of house building

advances/motor conveyances and bicycle advance to NCC Whole-
Time Officers, GCIs, Civilian personnel posted in NCC Dtes/Trg
Estts.

10. Parliament questions/court cases concerning all matters of

civilian employees.

11. Correspondence with All –India NCC Defence Civilian

Employees Associations and other Staff Unions.

25
 12. Compilation and submission of various returns/reports
periodically to MOD.

13. Management of Photo Cell, Shopping complex and

horticulture during RDC/IDC.

14. Staffing of AFHQ Civilian Employees at the Dte Gen NCC.

15. Management of Miscellaneous Expenditure Grant.

16. Issue of Identity cards and passes from security office to the
officers and staff at the Dte Gen NCC.

17. Procurement and supply of stationery furniture and office

equipment.

18. All works pertaining to office contingencies.

19. All matters pertaining Central Registry.

20. Maintenance and upkeep of conference hall.

Director (Finance)

1. Preparation of budgetary estimates and monitoring of central

budget.

2. Monitoring of state financial suppor

3. Allocation of funds to all the NCC Dtes/Trg Estts.

4. Delegation of Financial powers.

5. Maintenance of accounts of public fund and RDC/IDC Funds.

6. Regimental Fund, CSD Fund and Officers Mess Fund policies.

7. Issue of policy and Standard Operating Procedures (SOPs) on

financial matters.

8. Inspection of public and non-public funds of all the NCC

Dtes/Trg Estts.

26
 9. Sanction of typewriters, duplicators, plain-paper-copiers for
all NCC Dtes/Trg Estts during absence of DDG (P&F).

10. Financial policy regarding NCC Officers Messes and NCC

CSD Canteens.

11. Establishment of Bank during RDC & IDC.

12. Maintenance of all types of funds and processing of cases for

financial sanction during RDC.

13. Issue of Traveling Allowances/Dearness Allowance/ (TA/DA)

sanctions and other financial sanctions during absence of DDG (P&F)

14. Supervision of Hindi Cell.

15. Incentives to cadets

16. All maters pertaining to coordination of P&F Directorate

Dy Director (Fin)

1. Assist Dir (Fin) in all his functions.

2. Preparation and monitoring of NCC Central Govt budget.

3. Administration of Budget and Finance Section of Dte Gen

NCC.

4. Policy on TA/DA.

5. Processing of issue of TA/DA move sanctions.

6. Processing of claims of Civilian Officers posted at the Dte

Gen NCC.

7. Processing sanction of time-barred claims.

8. Reports and returns on camp expenditure and inputs from all

the States regarding expenditure on NCC activities.

27
 9. Policy on Regt Funds, NCC Officers Mess and NCC CSD
Canteen.

10. Supervise functioning of Hindi Cell.

11. Incentives to NCC Cadets.

12. All matters pertaining to telephones.

13. Coordination of P&F Dte.

Establishment Officer (EO)

1. All matters relating to AFHQ Civilian staff.

2. Procurement and issue of consumable and non-consumable

items.

3. Procurement of various items from Imprest Account.

4. Supervision of functioning of Central Registry.

5. Installation and maintenance of Telephone (both office and

residential) and arranging payment thereof.

6. Processing of bills for payment through PCDA HQ.

7. Maintenance of telephone exchanges at HQ DGNCC and

NCC Camp.

8. All work relating to NCC Library.

9. Management of DGNCC Deptl Canteen.

10. Issue of DO Pt II Orders in respect of Service Officers posted

in HQ DGNCC.

11. Allotment of office accommodation.

12. Maintenance of office complex.

13. Maintenance of Conference Hall.

28
14. Provision and maintenance of ACs.

15. Work related to DDsG Conference, DG’s Weekly Conference

and other conferences held from time to time.

RD related duties

16. Arrangement of stationery/stores for RD Camp.

17. Arrangements for refreshments to VVIPs visiting RD Camp.

18. Installation of temporary telephone connections in RD Camp.

19. Management of ISD/STD/Local PCOs at RD Camp.

20. Arrangement for setting up of a temporary Post Office in RD

Camp.

21. Arrangements for plants for Camp through CPWD(Hort).

22. Arrangements for Passes/Admit Cards for Officers/Cadets for

Republic Day Parade and Beating the Retreat through Min of
Defence.

29
 AUTHORISATION OF CIVILIAN MANPOWER

The NCC Organization has an authorized strength of 1131 Central

Government Civilian employees which are posted only in the 16 NCC state
Directorates, the two NCC Training establishments and two indep units,
namely, DAS Naval Unit, Mumbai and 3 Maha Med Coy, NCC. Their
authorisation in various Directorates and OTAs is as indicated in
Apendix ‘A’. P&F Directorate is the cadre controlling authority in respect of
all NCC Central Govt Civilian employees. This includes :-

(a) Framing and revision of Recruitment Rules.

(b) Recruitment and promotion in respect of all categories.

(c) Processing of disciplinary/court cases.

(d) Posting and transfer on administrative and compassionate

grounds.

(e) Grant of various advances e.g. HBA, Motor Cycle Advance.

(f) Maintenance of ACR Dossiers.

(g) Sanctioning of Ty Duty move.

30
 Appendix ‘A’

AUTHORISATION OF CENTRAL GOVT. CIVILIAN

MANPOWER

Directorate Clerks Steno CMD JHT Asstt / GCI Gp 'D'

I,II.III OS
Andhra Pradesh 18 2 4 1 3 9 27
Bihar 22 2 5 1 2 3 14
Delhi 14 3 4 1 2 20 21
Gujarat 12 2 3 1 2 13 12
J&K 9 1 4 1 2 3 10
Karnataka 18 2 4 1 3 6 15
Kerala 21 1 3 1 2 13 21
Madhya Pradesh 20 2 4 1 3 13 29
Maharashtra 21 3 6 1 3 16 14
NER 19 1 4 1 2 13 22
Orissa 14 2 4 1 2 3 18
Punjab 27 2 4 1 3 24 24
Rajasthan 14 3 3 1 2 5 21
Tamil Nadu 21 2 3 1 3 13 21
Uttar Pradesh 31 2 5 1 4 46 29
West Bengal 26 2 4 1 3 11 13
OTA,Kamptee 10 1 8 1 1 0 50
OTA, Gwalior 9 1 3 1 1 0 33
DAS Naval Unit 4 0 2 0 1 0 12
3 Mah 3 0 1 0 0 0 4
TOTAL 333 34 78 18 44 211 410

31
 PROCEDURE ON FRAMING / REVISION OF
RECRUITMENT RULES

1. In the event of induction of any new grade in NCC Cadre or any

change of rule position, Recruitment Rules are required to be
framed/Revised accordingly.

2. In National Cadet Corps, there are 37 categories in various grades of

Group A, B, C & D employees. Each and every grade has separate
Recruitment Rules based on which their Recruitment/Promotion DPC/ACP
are regulated. All Recruitment Rules are updated as per the changing rule
positions.

3. The Framing/Revision in the RR is done in consultation with and as

per the guidelines issued by various Govt agencies ie Min of
Defence/D(Apptt), DOP&T, UPSC, Min of Law & Justice and are finally
published in the Gazette of India.

32
 RESERVATIONS AND CONCESSIONS FOR
RECRUITMENT

1. In compliance with the Directive Principles of the Constitution,

significant measures have been taken by the Government of India for the
advancement of the members of Scheduled Castes and Scheduled Tribes
socially, economically and educationally weaker sections. Orders and
instructions have been issued from time to time promulgating concessions to
encourage their employment in the Civil Services of the Government and to
safeguard their interests while in service. These concessions largely
comprise-

(i) Reservation of posts for recruitment and promotion.

(ii) Age relaxation
(iii) Relaxation of criteria for appointment, experience and
educational qualifications.
(iv) Fee concessions.
(v) Extension of zone of consideration for promotions.
(vi) Provision in the CCS (Conduct) Rules against harassment of
SC/ST employees and against practice of untouchability by
other members of the staff.

2. The objective underlying these concessions is not just to give them

jobs but to uplift them and facilitate them to secure proper place in the
society.

3. The scope of these concessions has been progressively widened

further, i.e. raising of percentages of reservations and age-limits, full
exemption of fees, carry over of unfilled vacancies in the reserved quota to
subsequent years, etc.

4. As per latest guidelines on the subject vide GOI., Dept of Personal

and Training OM No. 36012/2/96-Estt.(Res.), dated 02 Jul 1997 reservation
in Direct Recruitments and Promotions are being regulated as per the Post
based reservation roster.

5. A person shall be held to be a member of a Scheduled Caste or

Scheduled Tribe or Other Backward Caste(below creamy layer), as the case
may be, if he belongs to a Caste or a Tribe which has been declared, under

33
any of the Government orders from time to time, to be a Scheduled Caste,
Scheduled Tribe of Other Backward Caste for the area of which he/she is a
resident.

(a) Certificate to be produced is support of claim:-

(i) Every person who claims to belong to a scheduled Caste,

Scheduled Tribe or Other Backward Caste (below creamy
layer) has to produce a certificate to the Appointing Authority,
as sufficient proof in support of the claim so as to make him
eligible for the various relaxation and concessions.

(ii) The certificate should be in the prescribed form issued by

one of the authorities empowered for the purpose. No other
certificate will be accepted as sufficient proof.

(b) Provisional appointment subject to verification:-

As per the instructions on the subject, even where the

prescribed certificate have been produced, the appointments are made
provisionally and is subject to the Caste/Tribe/OBC certificates being
verified through the proper channels and if the verification as the case
may be, is false, the services will be terminated forthwith without
assigning any further reasons and without prejudice to such further
action as may be taken under the provisions of the Indian Penal Code
for production of false certificates.

(c) Further verification and action thereon:-

(i) It is always open to the Appointing Authority, if it

considers necessary for any reason, to verify the claim of a
candidate through the District Magistrate of the place where the
candidate and/or his family ordinarily resides.

(ii) If after appointment in any particular case, the

verification reveals that the candidate’s claim was false, his
services may be terminated in accordance with the relevant
rules/orders.

(d) Application:-

34
 (i) The reservation scheme covers all the posts/grades
belonging to Groups “A”, “B”, “C” and “D” under the Central
Government.

(ii) The reservation scheme is not applicable to posts filled

by transfer or deputation, temporary appointment of less than
45 days duration and those work-charged posts which are
required for emergencies like flood relief work, accident
restoration and relief, etc.

(e) Percentage of Reservation in Direct Recruitment on All

India Basis:-

Category Percentage Age Relaxation

Scheduled Caste - 15 % 5 years

Scheduled Tribe - 7½ % 5 years
Other Backward Castes - 27 % 3 years
(below creamy layer)

6. Relaxation for Physically Handicapped

Any person who is appointed to Government service is expected to be

of sound health physically. Persons who are physically handicapped cannot
compete with others. They are not to be totally deprived of their chances of
securing any employment under the Government. With this in view, the
Government of India have earmarked some percentage of the employment
opportunities as the share due to the persons who are physically
handicapped. They are provided with certain relaxations and concessions in
the initial recruitment as well as service conditions.

7. The number of persons physically handicapped in various ways is

numerous. However, for the purpose of employment, the reservations,
relaxations and concessions are confined to the Blind, the Deaf and the
Orthopaedically handicapped persons only.

8. The physically handicapped candidates who are orthopaedically

handicapped and deaf are required to produce medical certificates in the
prescribed form issued by the Competent Medical Authority for the purpose
of employment.
9. Quantum of reservation for Pbysically handicapped persons

35
 The following reservation is made available for the physically
handicapped persons:-

(a) For Gp ‘A’ & ‘B’ posts/services – against vacancies calculated

with reference to identified post only.

(b) For Gp ‘C’ & ‘D’ post as shown below:-

Category of the handicapped Percentage

of reservation
(i) Blindness or Low vision - 1%
(ii) Hearing impairment - 1%
(iii) Locomotor disability or - 1%
cerebral palsy

10. Age relaxation for physically handicapped persons – The following

age relaxation is provided to the physically handicapped candidates:-

(a) For Gp ‘A’ & ‘B’ posts -

Category Age relaxation

(i) Schedule Caste 10 years

(ii) Schedule Tribe 10 years
(iii) Other Backward Caste 08 years
(Below creamy layers)

(b) For Gp ‘C’ & ‘D’ posts -

Category Age relaxation

(i) Schedule Caste 15 years

(ii) Schedule Tribe 15 years
(iii) Other Backward Caste 13 years
(Below creamy layers)

36
CATEGORIES OF NCC CENTRAL GOVT CIVILIAN EMPLOYEES
AND THEIR TERMS AND CONDITIONS OF SERVICE

The various categories, terms and conditions of service and respective

charter of duties are given in succeeding paragraphs:-

The NCC civilian cadre consists of the following categories:-

Group ‘A’ Civilian Gliding Instructor (CGI).

Group ‘B’ (Gaz) Admin Officer (Civ).

Group ‘B’ (Non-Gaz) Office Supdt,
Steno Gd- I
Group ‘C’ Girls Cadet Instructor (GCI),
Steno Gd –II & III,
CMD
LDC
UDC
JHT
Packer
Group ‘D’ Daftry
Jr Gestetner Operator
Peon
Safaiwala
Chowkidar
Lascar
Syce
Marker
AT Cart Driver
Cycle Repairer
Motor Pump Attendant
Cook
Barber
Masalachi
Washerman
Gardner
Mess Waiter

The post of CGI being a Gp ‘A’ post is filled up through selection by UPSC.
The personnel in Gp ‘B’ and ‘C’ posts are recruited and filled through P&F
Dte and the Gp ‘D’ personnel are recruited by respective Dtes, OTAs and 2
37
Independent units. The relevant rules and terms and conditions of service in
respect of each of the above categories is as given below:-

1. CIVILIAN GLIDING INSTRUCTOR (CGI)

(a) There are 17 posts of Civilian Gliding Instructor (CGI) in NCC. They
have been categorized as General Central Service, “Gp A” Gazetted
Officers. The following NCC Units are authorized one CGI each:-

Sr Unit Holding
No.
(i) 1(AP) Air Sqn, Secundrabad
(ii) 4(AP) Air Sqn, Warangal
(iii) 2(Del) Air Sqn, Delhi
(iv) 1(Guj) Air Sqn Baroda
(v) 1(Kar) Air Sqn, Bangalore
(vi) 4(Kar) Air Sqn Mysore
(vii) 6(Kar) Air Sqn, Mangalore
(viii) 1(Ker) Air Sqn, Trivendrum
(ix) 2(MP) Air Sqn, Bhopal
(x) 3(MP) Air Sqn, Raipur
(xi) 3(Pb) Air Sqn, Patiala
(xii) 4(Pb) Air Sqn, Ludhiana
(xiii) 1(Raj) Air Sqn, Jaipur
(xiv) 6(Raj) Air Sqn, Udaipur
(xv) 1(TN) Air Sqn, Chennai
(xvi) 3(UP) Air Sqn, Kanpur
(xvii) 1(Bengal) Air Sqn, Kolkata

(b) Pay Scale - Rs.8000 – 13500

(c) Ist ACP Scale - Rs.10,000 – 15,200

IInd ACP Scale - Rs.12,000 – 16,500

(d) Mode of Recruitment -Direct Recruitment through UPSC.

Candidates recruited by the UPSC are appointed after verification of
Character and Antecedents and Medical Examination. The Min of Defence
issues appointment letters. The RRs are published as SRO 233 Dated 1 Oct
1992.

(e) Essential Qualifications

38
 a) (i) - 10+2 pass or its equivalent with Physics and Maths
from a recognized Board/Institution.

(ii) - Flight Instructor Rating (Gliders)

Note : Qualifications are relaxable at the discretion of the

Union Public Service Commission in case of candidates are
Otherwise qualified.

Desirable : Experience as Gliding Instructor from any

recognized Flying /Glider Club.

OR

b) Possession of Private Pilot License (Aeroplane)/Commercial

Pilot License (Aeroplane)/Glider Pilot License/National Cadet Corps
‘C’ Certificate (Air Wing). (The candidates with Private Pilot
License/Commercial Pilot License/Gliders Pilot License/National
Cadet Corps ‘C’ Certificate (Air Wing) will have to complete
Theoretical and Practical Training as prescribed by Air Craft Rules
1937, in the Institution detailed for training by the Director General
National Cadet Corps and obtain the license of Flight Instructor
Rating (Gliders) and complete probation successfully before he/she is
given flight command.

Note: Candidates with Flight Instructor Rating (Gliders) will be

preferred.

Charter of Duties.

While the Gliding Instructor has to, for all intents and purposes
carry out the duties nearly similar to that of a Flight Commander in
the Regular Air Force Squadrons, his broad duties and responsibilities
are given below:-

i) The Gliding Instructor shall act as Flight Commander of

the Glider Flight under the direct command of the Commanding
Officer.

ii) He will authorize flights as directed in writing by the

Officer Commanding.

39
iii) He will carry out the Glider Training of cadets as per the
syllabus laid down under Air HQ Training Pamphlet No.48, as
amended.

iv) He will maintain Pilots Personnel Records on the

progress of each cadet for each sortie.

v) He will ensure that the cadets have undergone the

required training in the subjects relevant to flying before the
commencement of flying training.

vi) He will ensure that the flying Order Book, Technical

Order Books etc are signed by all concerned cadets and
staff/personnel respectively.

vii) He will ensure that the flying training is imparted to the

cadets as per plans/programmes published earlier. He shall
report to the OC cases of any cadets not coming up to the mark
in ground/flying training and recommend their suspension if
considered necessary. He will also report any cases of
indiscipline of any cadets and staff of the glider flight.

viii) He will hold the inventory of the glider flight. He may,

however, sub-allot various items of inventory on loan cards to
SNCOS, JNCOS, under whose physical charge the items are
held.

ix) He is responsible for maintenance of all gliders, winches,

equipments, tools and spares. All matters of unserviceability
will be reported to the OC.

x) He is prohibited from training any one other than the

cadets unless written orders from the Dte Gen authorize him
specifically.

xi) He will advice the OC regarding the professional

capabilities of the personnel in the flight.

xii) He will act as liaison officer between the unit and the
flying clubs wherever the powered flying is available. He will
ensure that all possible and available facilities are given to the
cadets, for imparting powered flying.

40
 xiii) He is to ensure that all Training/Technical pamphlets
issued by the Dte Gen are read and understood by all concerned
and signatures of all are obtained.

xiv) He will ensure that all notifications etc are carried out.

xv) He can authorize flights on the Flight Authorization

Book including his own. He can also sign the flying logbook
certifying for correctness of entries. The logbooks including
his own will, however, like in the Air Force, will be
countersigned by the OC of the Squadron.

xvi) He being a qualified winch operator will also operate the

winch, especially for training the Air Force Staff concerned.

2 ADMINISTRATIVE OFFICER (CIVILIAN)

a. There are 16 posts of Administrative Officer (Civilian) in NCC. They

have been categorized as General Central Service “Group- B” Gazatted. All
the 16 NCC Directorates are authorized one AO (Civ) each.

b. Pay scale - Rs. 6500-10500

c. Mode of Recruitment-

Promotion failing which, by deputation.

20% posts of Admin Officers are filled by Stenographers with 3 years

regular service in the grade of Steno –I, and,

80% posts are filled by Office Superintendents with 3 years regular

service in the grade or 6 years combined service in the grade of
Office Superintendent and Assistant out of which 2 years must
be in the grade of Office Superintendent.

d. Charter of Duties-

(i) The AO (Civ) will perform the duties which earlier were being
performed by DAD(Estt). To be more specific he will deal with the
following subjects:-

41
(ii) All matters of Central Govt Civilian Employees i.e.
recruitment, posing/transfers, promotions, SC/ST reservation,
discipline, leave, publication of Daily Orders Part II, maintenance of
Service Books, initiation of ACRs, crossing of Efficiency bar, Court
cases, retirement etc.

(iii) Pay and Allowances, Advances, General Providend Fund

(GPF), Pension of all Central Govt Civilian Employees.

(iv) Permanent and temporary duty moves of all staff and their
TA/DA claims.

(v) Office accommodation and furniture.

(vi) Residential accommodation for staff.

(vii) Procurement of stationery, forms, books, publications,

typewriters and duplicators.

(viii) Mechanical transport and POL.

(ix) Telephones and payment of their bills.

(x) Issue of Railway Warrants.

(xi) Maintenance and accounting of stores purchased out of

Regimental Fund.

(xii) Provision of liveries to Civilian Staff.

(xiii) Audit of Service Books, Regimental Fund Account Ledgers.

(xiv) Represent the DDG in Central Govt Servants Welfare Co-

ordination Committee and responsible for all welfare measures of the
civilian staff. He will initiate and implement various welfare measures
with the approval of the DDG.
(xv) Maintenance of up to date statistics, rules regulations, various
Govt orders and instructions issued from time to time.

(xvi) Projection of estimates and expenditure of office Contingency

Grant.

42
 (xvii) Claiming/drawal of Pay and Allowances of Civ Staff/PI Staff
and their disbursement.

(xviii) Maintenance of Record Room.

3 OFFICE SUPERINTENDENT (OS) & ASSISTANT

a. There are 44 posts (06 OS & 38 Asstt.) of Office Supdt /Asstt in NCC.
Office Supdts are categorized as Group ‘B’ Non-Gazetted, whereas Asstts
are categorized as General Central Service Group ‘C’ posts. These posts are
distributed to all the 16 NCC Directorate and Training Establishments as
indicated in the Chart in Chapter 3

b. Pay scale:-

Office Supdt – Rs. 5500-9000

Asstts - Rs. 5000-8000

c. Mode of Recruitment: -

By promotion from the respective feeder grade.

d. Charter of Duties:-

(i) To supervise the work of all clerks and Class IV staff

under him.

(ii) To receive the unclassified mail and get them opened

under his personal supervision.

(iii) To mark the dak to the staff and get them diarised by the
Diarist.

(iv) To submit all-important receipts as First Sight Dak to the

DDG and mark to staff officer concerned.

(v) To put up Receipts/Mail after perusal of DDG to the

Staff Officer concerned and mark to Staff Officer concerned.

(vii) To put up the classified dak to the senior staff officers for
opening and to register it as well as to undertake typing of
classified documents.

43
 (viii) To examine the diary and despatch registers of the clerks
for speedy disposal of dak.

(ix) To check all typewriters and duplicating machines

personally and periodically for their serviceability.

(x) To keep a note of all important papers and report/returns,

and ensure their timely submission.

(xi) To keep a regular watch for timely submission of indents

for stationery and maintenance of hot/cold weather amenities.

(xii) To ensure proper destruction of waste papers.

(xiii) Proper storage of old documents and files etc .

(xiv) To maintain service stamps accounts.

(xv) Maintenance of attendance Registers and its safe custody.

(xvi) To bring to the notice of Establishment officer, all

discipline cases.

(xvii) To look after the welfare of the staff under him

4 STENOGRAPHER (GRADE I, II & III)

a. There are a total of 35 posts as per the following distribution

No. of Posts
Steno Grade I Gp ‘B ’ 7
Steno Grade II Gp ‘C’ 14
Steno Grade III Gp ‘C’ 14
b. Pay Scale :

(i) Stenographer Grade I - Rs.5500 - 9000

Ist ACP Scale

(After 12 years of service) NA
IInd ACP Scale
(After 24 years of service)
44
 (ii) Stenographer Grade II - Rs.5000 - 8000

Ist ACP Scale - Rs.5500 - 9000

(After 12 years of service)

IInd ACP Scale - -NA-

(iii) Stenographer Grade III - Rs.4000 - 6000

Ist ACP Scale - Rs.5000 - 8000

(After 12 years)

IInd ACP Scale - Rs.5500 - 9000

(After 24 years)

c. Mode of Recruitment

(i) Stenographer Grade I -75% post in the grade are filled by

promotion

25% by deputation.

(a) By Promotion - From Stenographer Grade II with three

years of regular service in the grade.

(b) By Deputation - From among those Officers of the

Central Government who are:-

i Holding analogous posts on regular basis in the

parent cadre/Department
OR
With three years experience in the grade rendered after
appointment thereto on a regular basis in the scale of pay
of Rs.5000-8000 or equivalent in the present
cadre/department.

OR
With ten years of service in the grade rendered after
appointment thereto on a regular basis in the scale of
pay Rs.4000-6000 or equivalent in the parent
cadre/department and

45
 ii Possessing a speed of 100 words per minute in
Stenography (English/Hindi)

(ii) Stenographer Grade II

(a) Educational Qualifications :Matriculation or equivalent.

Must possess a speed of 100 words per minute in Short Hand
(English/Hindi) to be transcribed in Typewriter within the time
prescribed for the purpose or a serving / Ex Servicemen
belonging to the trade of Personal Assistant (ASC) of Army or
equivalent trade in the Navy & Air Force.

(b) Mode of Recruitment : By promotion failing which by

deputation failing both by direct recruitment.

(i) By Promotion

Stenographer Grade III of the cadre with 8 years regular service

in the grade.

(ii) By Deputation
(a) Officers holding analogous posts on regular basis
OR
Those with 8 years of regular service in the scale of
Rs.4000–6000.

AND
(b) Possessing the prescribed educational qualifications
as mentioned above.

(iii) Stenographers Grade III

(a) Educational Qualifications :Matriculation or equivalent.
Must possess a speed of 80 words per minute in Short Hand
(English/Hindi) to be transcribed in Typewriter within the time
prescribed for the purpose or a serving / Ex Servicemen
belonging to the trade of Personal Assistant (ASC) of Army or
equivalent trade in the Navy & Air Force.

(b) Mode of Recruitment :By absorption failing which by

deputation / re-employment (of Ex Servicemen) failing both by
direct recruitment.
46
(i) By Absorption : Upper Division or Lower Division
Clerks of National Cadet Corps organization with 3 years
of continuous service in the grade on regular basis. The
same applies to candidates who have partly served as a
Lower Division Clerk or an Upper Division Clerk and
partly in an equivalent grade.

(ii) For Ex- Servicemen : To be inducted on Deputation or

reemployment. The Armed Forces personnel due to
retire or who are to be transferred to the “reserve” within
a period of one year and having the requisite experience
and qualificationss prescribed shall also be considered.
Such persons would be given deputation terms upto the
date on which they are due for release from the Armed
Forces; thereafter they may be continued on re-
employment.

(c) Age Limit : Age limit for direct recruitment is 18 to 25

years (Relaxable for Govt Servants up to 35 years in accordance
with the instructions/orders issued by he Central Govt).

(d) Period of Probation: Probation period is of 2 years for

Stenographer Grade II & III.

(e) Charter of Duties :

(i) To work as Personal Assistant to DDG / Director

/Commandant
OTA.

(ii) To take dictation in shorthand and to transcribe it

and to do other typing work as directed by his/her officer.

(iii) To screen telephone calls and visitors in a tactful

manner.

(iv) To fix up appointments and to keep an accurate list

of engagements and to remind the officer about them in
time.
(v) To submit complete papers required for meetings
and interviews well in time and in proper form.

47
 (vi) To take down the Minutes of the
Meetings/Conferences.

(vii) To prepare Tour Programmes/Notes.

(viii) To maintain in an orderly manner the papers

required to be retained by his/her officer.

(ix) To ensure that matters to be dealt with by his/her

officer are not lost sight of and to bring anything of
importance to his/her notice promptly and in due order.

(x) To maintain a proper record of movement of

files/papers passed by his/her officer to other officer.

(xi) To keep track of the progress of the action taken

by the officers concerned on important matters as
required by his/her officer.

(xii) To destroy by burning his/her stenographic record

of classified matter after it has been typed and issued and
other classified waste papers at the earliest opportunity
in accordance with the security instructions.

(xiii) To familiarize himself/herself with the practice and

procedure to be followed in connection with the tours of
the officer.

(xiv) To maintain his/her officers’ reference book.

(xv) To ensure proper handing/taking over of papers,

boxes, keys, etc in his/her possession when proceeding
on leave/transfer or retirement and to submit a report
duly signed to the Section Officer concerned in the
Directorate/Branch for information.

(xvi) Generally to assist the officer in such manner as

may be directed.

(xvii) To undertake typing work of essential or

confidential/secret nature.

5 JUNIOR HINDI TRANSLATOR (JHT)

48
(a) There are 18 posts of Junior Hindi Translator (JHT) authorized
in NCC. One post each in 16 NCC Dtes and one each in the two
training establishments. The posts are categorized as General Central
Service Group ‘C’ Non Ministerial, Non Gazetted.

(b) Pay Scale : Rs.4500 - 7000

Ist ACP Scale Rs 5000 - 8000

IInd ACP Scale Rs 5500 - 9000

(c) Mode of recruitment: They are directly recruited through

the concerned Employment Exchange by in the respective Directorate.

(d) Age Limit : Age limit for direct recruitment is 28 years

(Relaxable for Govt Servants upto 35 years in accordance with the
instructions/orders issued by he Central Govt). Relaxable for 5 years
for SC/ST candidates and 3 years for OBC candidates.

(e) Educational Qualificationss :

(i) Category I: Master’s Degree in Hindi/English with

English/Hindi as compulsory/elective or as medium of
examination at degree level.

(ii) Category II: Master’s Degree in any subject other

than Hindi/English with Hindi and English as
compulsory/elective subjects or either of two as medium of
examination and the other as a compulsory/elective subject at
degree level.

(iii) Category III : Master’s Degree in any subject other

than Hindi/English with Hindi/English medium and
English/Hindi as a compulsory/elective subjects or as medium
of examination at degree level.

(iv) Category IV: Bachelor’s Degree with Hindi and

English as compulsory/elective subjects or either of the two as
medium of examination and the other as a compulsory/elective
subject plus a recognized Diploma/Certificate course in
Translation from Hindi to English and vice – versa or two years
experience of translation work from Hindi to English and vice

49
 – versa in Central or State Govt Offices including Govt of
India Undertaking.

(f) Period of Probation : Probation period is of 2 years.

(g) Charter of Duties :

(i) Translation from English to Hindi and vice-versa.

(ii) Vetting of original correspondence in Hindi as and when

required.

(iii) Helping in implementation of orders and instruction

issued by the Dept of Official Language, Ministry of Home
Affairs and Ministry of Defence on progressive use of Hindi in
official work in accordance with the provisions of the Official
Language Act and Rules.

(iv) Helping in effective functioning of the Departmental

Official Language Implementation Committee.

(v) Help in devising ways and means for progressive use of

Hindi in official work and giving necessary help and guidance
to the officers and staff for learning Hindi by various means.

6 UPPER DIVISION CLERK/LOWER DIVISION CLERK

(a) There are 130 posts of UDC and 203 posts of LDC authorized
in NCC. They have been categorized as General Central Service “Gp
C” posts. These UDCs/LDCs are distributed among all the 16 NCC
Directorates and Training establishments.

(b) Pay Scale

UDC - Rs. 4000-6000

LDC - Rs. 3050-4590
I- ACP Scale - Rs.4000-6000 (after completion of 12 years of
service)
II-ACP Scale - Rs.5000-8000 (after completion of 24 years of
service)

(c) Mode of Recruitment :

50
 UDC (i) 80% by promotion from LDC
(ii) 20% by Limited Departmental Exam

LDC (i) 90% by absorption of persons working in

similar/equivalent or higher grade in other
Organizations of Min of Def failing which by
reemployment of ex-servicemen failing both by
direct recruitment.
(ii) 10% by promotion of Group D employees
borne on regular establishment.

(d) Direct recruitment to these posts is done by respective

Directorates

(e) Age Limit : 18-25 years

(f) Educational Qualifications : Matriculation

(g) Typing : Speed of 30 words per minute in English or 25 words

per minute in Hindi.

(h) CHARTER OF DUTIES

UDC :

• To put up notes to the senior officers on important/policy

letters received in his branch
• To distribute work amongst LDCs in his Branch
• General supervision of the work of LDCs in his branch to
ensure prompt disposal of receipts
• To type out Notes/letters pertaining to confidential and
important nature as assigned by the Branch Officer.
• To keep record of all important events concerning
subjects dealt by the branch
• To attend calls from the Branch Officer, Dir/Dy DG.
• To draft notes/letters etc

51
 • To ensure timely submission of various reports & returns

LDC

ƒ Maintenance of records of all files in his charge.

ƒ Submission of notes and drafts on routine cases
ƒ Typing of notes/letters etc
ƒ To receive mails etc
ƒ To diaries all incoming classified/un-classified receipts
in separate registers.
ƒ To dispatch mails etc
ƒ To maintain proper records of various Books/Manual
on Rules, Regulations etc.
ƒ To ensure proper maintenance of Typewriter.
ƒ To attend to any work that may be assigned by the
• Branch Officer/Branch incharge.

52
7. CIVILIAN MOTOR DRIVER

(a) There are 82 posts of Civilian Motor Drivers authorized in NCC as

per the following pay scales mentioned against each:-

Sr Civilian Total Number Pay Scale

No. Motor of posts ACP Scales
Driver authorized
1. Special 04 Rs 5000- NA
Grade 8000
2. Grade I 29 Rs 4500- NA
7000
3. Grade II 24 Rs 4000- Ist ACP Rs 4500-
6000 7000
2nd ACP
5000-8000
4. Ordinary 25 3050-4590 Ist ACP
Grade 4000-6000
2nd ACP
4500-7000

(b) Mode of Recruitment :

CMD (Ordinary Grade) are directly recruited through the concerned

Employment Exchange by the respective Directorates

(c) Age Limit: Age limit for direct recruitment of Civilian Motor Driver
(Ord Gd) is 18 - 25 years (Relaxable for Govt Servants up to 35 years in
accordance with the instructions/orders issued by the Central Govt).

Note (i): The crucial date for determining the age limit will in each
case be the closing date for receipt of applications from the candidates
in India (Other than Andamans & Nicobar Islands and Laskshadeep)

Note (ii): In respect of posts, the appointment to which are made

through the Employment Exchange, the crucial date for determining
the age limit, in each case will be the last date up to which the
Employment Exchange are asked to submit the names.

(d) Educational Qualifications :

53
 (i) Essential: Should posses valid driving license in respect of Light
as well as Heavy commercial vehicles. Should have passed 8th Class.

(ii) Desirable : Experience in driving and maintaining of vehicles.

OR

Serving/Ex Servicemen belonging to the trade of driver MT of Army/

Navy/ Air Force

(e) Period of Probation : Probation period is of 2 years.

(f) CHARTER OF DUTIES

(A) CIVILIAN MOTOR DRIVER (GRADE-II)

• To drive heavy/light vehicles including Motor Cycles.

• He will be personally responsible for the vehicle placed
in his charge along with its tools and fitment for its
maintenance, security and cleanliness.
• He will be responsible to wash, clean and maintain the
vehicle thoroughly at all times.
• He will be responsible for completion of duty slip by the
officer concerned immediately after completion of
journey.
• He will carry out the daily, weekly, monthly and mileage
maintenance tasks as laid down in the maintenance task
schedule in the log book.
• He will be responsible for the cleanliness and safe
custody of car diary and log book of his vehicle.
• He will keep vehicle road worthy at all times and will
report about any defect at its occurrence immediately to
MT in charge / MTC.
• He will attend to the repairs of his vehicle during
workshop timings and will report about the progress of
the repairs to his superiors. Absence from the workshop
during working hours will be treated as absence from
duty.
• He will have to do DR duties in addition to his Motor
Driving duties.

54
 (B) CIVILIAN MOTOR DRIVER (GRADE-I)

ƒ Same as laid down for Grade II i.e. Sr (i) to (ix) above.

ƒ To advise Civilian Motor Grade II about proper
performance of their duties and also to keep supervision
over their work.
ƒ To report all accidents to the Adm JCO/MT immediately.

8 CARPENTER III

(a) There are 2 posts of Carpenter Grade III sanctioned in NCC. It has
been categorized as General Central Service, “Gp C” Non Gazetted
Ministerial. They are posted in OTA Kamptee.

(b) Pay Scale - Rs.3050 - Rs 4590

ACP Scale : I ACP : Rs 4000 – Rs 6000

II ACP : Rs 4500 – Rs 7000
(c) Probation : 2 years for direct recruits and re-employed ex-
servicemen. No probation period for transferees.

(d) Mode of Recruitment - By absorption failing which by

deputation/re-employment (For Ex Servicemen) failing both by direct
recruitment.

(i) By Absorption: Persons working in similar equivalent or

higher grade in other organizations of Ministry of Defence and
possessing the qualifications as specified in Para e below.

(ii) For Ex Servicemen: Deputation /re-employment. The Armed

Forces personnel due to retire or who are to be transferred to reserve
within a period of one year and having requisite experience and
qualifications prescribed shall also be considered. Such persons
would be given deputation terms up to the date on which they are due
for release from the Armed Forces; thereafter they may be continued
on re-employment.

(e) Essential Qualifications

Persons having Industrial Training Institute (ITI) certificate in the

carpentry trade or its equivalent or serving /ex-servicemen belonging to the

55
trade of Carpenter and Jointer of Army and equivalent trades in the Navy
and Air Force.

(f) Charter of Duties.

• Preparation of training targets and repairs thereto.

• Preparation of Drawing Boards/Sign Boards.
• Repairs of furniture etc.
• Maintenance of tools/equipment.

9. DRAUGHTSMAN GRADE III

(a) There are 2 posts of Draughtsman Grade III sanctioned in NCC. It

has been categorised as General Central Service, “Gp C” Non Gazetted
Ministerial. They are posted in OTA Kamptee.

(b) Pay Scale - Rs.4000- 6000

ACP Scale : I ACP : Rs 4500- 7000

II ACP : Rs 5000- 8000

(c) Probation Period : In case of direct recruits and re-employed

personnel – 2 years .

(d) Age Limit : 18-25 years

Note : (i) Relaxable for Govt Servants upto 35 years in accordance

with the instructions or orders issued by the Central Govt

(ii) Relaxable for SC/ST/OBC and certain other categories

as notified by the Central Government from time to time.

(iii) Relaxable cumulatively with any other age relaxation for

SC/ST/OBC.

(iv) The crucial date for determining the age limit shall be the
closing date for receipt of the applications from candidates in
India (For candidates residing abroad or in the Andaman &
Nicobar islands, Lakshadweep and other areas for which
provision of extended closing date has been specified by the
Government from time to time, the crucial date for determining
the age limit shall be the such extended closing date)

56
 (v) In case of recruitment made through the employment
exchange the crucial date for determining the age limit shall be
the last date upto which the Employment Exchange is asked to
sponsor the names.

(e) Mode of Recruitment -

(i) By absorption failing which by deputation/re-employment (For

Ex Servicemen) failing both by direct recruitment which is done
through regional employment exchange by the concerned Dte.

(ii) By Absorption: Persons working in similar equivalent or

higher grade in other orgnaisations of Ministry of Defence and
possessing the qualifications as specified in Para e below.

(iii) For Ex Servicemen: To fill up post on Deputation /re-

employment. The Armed Forces personnel due to retire or who are to
be transferred to reserve within a period of one year and having
requisite experience and qualifications prescribed shall also be
considered. Such persons would be given deputation terms up to the
date on which they are due for release from the Armed Forces;
thereafter they may be continued on re-employment.

(f) Essential Qualifications

Matriculation or equivalent qualification of a recognized

University or Board. Diploma in Civil Engineering form a recognized
Institution or equivalent or Serving /Ex-servicemen draughtsman
from any of the three services, viz., Army, Navy or Air Force.

(g) Charter of Duties: Preparation and maintenance of statistical charts,

diagrams, graphs, wall maps, designing of models, ensigns badges etc.

10. PAINTER

(a) There is 1 post of Painter in NCC. It has been categorised as General

Central Service, “Gp C” Non Gazetted Ministerial. He is posted in OTA,
Kamptee.

(b) Pay Scale - Rs.3050 - 4590

ACP Scale : I ACP : Rs 4000 – 6000

II ACP : Rs 4500 - 7000
57
(c) Mode of Recruitment - By promotion failing which by
absorption failing both by deputation/re-employment (For Ex Servicemen)
failing all by direct recruitment with the following eligibility criteria:-

(i) By Promotion: Group ‘D’ employees with minimum of three

years of service in the grade and after passing the prescribed trade
test.

Note : Where Juniors who have completed their qualifying eligibility

service are being considered for promotion, their seniors would also
be considered provided they are not short of the requisite qualifying
/eligibility service by more than half of such qualifying /eligibility
service or two years whichever is less and having successfully
completed the probation period for promotion to the next higher grade
along with their juniors who have already completed such
qualifying/eligibility service).

(ii) By Absorption: Persons with Industrial Training Institute

certificate ex-trade apprentices NCTVT in the semi skilled grade of
Rs.2650-4000 who have rendered four years service in the grade in
other organizations of Ministry of Defence.

(iii) For Ex Servicemen: Deputation /re-employment. The Armed

Forces personnel due to retire or who are to be transferred to reserve
within such a period of one year and having requisite experience and
qualifications prescribed shall also be considered. Such persons
would be given deputation terms up to the date on which they are due
for release from the Armed Forces thereafter they may be continued
on re-employment.

(d) Essential Qualifications

Persons having Industrial Training Institute certificate/Ex-Trade

apprentices/NCTVT inducted in the semi skilled grade with two years
service in that grade or serving ex-servicemen belonging to the trade of
Painter or Painter & Decorator of Army or equivalent trades in the Navy
and Air Force.

58
(e) Charter of Duties.

(i) Painting of Sign Boards, Poles etc.

(ii) Proper maintenance of Paints/Brushes.

11 NCC CENTRAL GOVERNMENT GP ‘D’ STAFF

The following are the functional grades of Group ‘D’ Staff in NCC

• Packer
• Junior Gasetnor Operator (JGO)
• Daftry
• Peon
• Chowkidar
• Cook
• Safaiwala
• Gardener
• Barber
• Washer man
• Cycle Repairer
• AT Cart Driver
• Mess Waiter
• Masalchi
• Lascar
• Syce
• Marker

The above categories have a common pay scale of Rs 2550-3200.

12 CHARTER OF DUTIES OF NCC CENTRAL GOVT GP D

STAFF

(a) PACKER

• Packing of stores/equipment in packing cases.

• Closing of crates containing stores/equipment.
• Opening of packing cases and checking of stores.
• To assist the store staff in allied duties.
• To take delivery of stores/packages etc from Railway
Station.

59
 (b) GESTETNER OPERATOR

ƒ To operate hand/electrically operated rotary duplicating

machine and plain paper copiers.
ƒ To ensure proper maintenance of duplicating machine
and photocopier on his charge.
ƒ To keep record of all duplicating/photocopying work
done.

(c) DAFTARY

• To seal all outgoing classified letters and files.

• To stitch and mend office records.
• To open envelopes containing mail.
• To keep proper record of reference books of rules and
Gazette -Notification, etc.
• To ensure that office stationery are kept in proper
condition.
• To collect stationery etc on due date.
• To assist the clerks in diary and despatch jobs.
• To ensure cleanliness/tidiness of wooden/steel
cupboards, almirahs etc and orderly arrangements of
files.

(d) PEONS

• Carrying of official files/papers between officers & Staff.

• Delivery of letters/files to other offices/Deptts.
• Cleanliness of Officers/Staff tables etc.
• Delivery of telegrams/signals to Post Office or Army
Signal Centre.
• Ushering of visitors into Officers’ rooms and looking
after the rooms in the absence of officers.
• Miscellaneous duties e.g. fetching water and filling water
pots, occasional supply of furniture and carrying of
immediate messages from one Section to another.
• Thorough dusting of tables, chairs, other furniture every
morning before commencement of work.
• Dusting of glass panes of doors/windows accessible from
the floor with or without the aid of stools daily.

60
 • Dusting of light shades/fans wherever possible.
• To assist in loading/un-loading and carrying of stationery
packages received for the Dte/Estt.
(e) MARKER

• To write addresses on consignment meant for dispatch.

• To mark service signs/marking on packages.
• To take delivery of stores/packages etc from Railway
Station.
• To ensure proper maintenance of paints/brushes/stencils.
• To assist the store staff in allied duties.
• To assist packer in discharging his duties.

(f) RANGE CHOWKIDAR

To guard the Range during and after firing practice.

(g) CHOWKIDAR

• To guard office premises after closure of office till

opening of office next day.
• To guard the Dte/Unit vehicle parked in MT Park or in
Unit Office premises.
• To guard the boats berth in Naval Dockyard (for Naval
unit NCC).
• To ensure that no unauthorized person tampers with the
Government property i.e. vehicles, stores, boats etc.
• To receive urgent messages/telegrams during night hours.
• If any untoward incident occurs, he should report the
matter immediately to Duty Officer and to the available
officers.

(h) LASCARS

• Maintenance of Arms/Trg Equipment kept in Kots and

Units.
• Cleaning of Boats (for Navy Units).
• Maintenance of Unit/Trg Area/Stores/Class
Rooms/Squad posts.
• Admin duty in the Unit/Annual Training Camps as
directed.

61
 • Carrying of Trg stores to and from the Trg Site/Camp
Site.
• Collection of store from Railway Station. Loading and
unloading the stores from vehicles.
• Sentry duties by day and night in office/MT
Park/Boats/Stores or any Govt property at the discretion
of Commanding Officer.
• Any other routine duties as assigned by his superiors.

(j) COOK

• To cook meals for Instructional Staff posted for trg

purposes.
• To keep the Cook House neat and clean.

(k) BARBER

Shaving and Hair cutting of PI staff.

(l) WASHERMAN

Washing of Cadets Uniforms etc. Ironing of Uniforms of

Cadets/P.I. Staff.

(m) GARDNER

Maintenance of office lawns and flower beds.

(n) CYCLE REPAIRER

Repairing of cycles on the charge of Trg Estts, Maintenance of

relevant tools/equipment.

(o) MOTOR PUMP ATTENDANT

To operate and maintain motor pump

(p) SAFAIWALA
• Cleanliness of office premises.
• Removing of cobwebs woven round the corners, roofs etc
of rooms.
• Washing of bath-rooms etc in the office.
62
 • Sweeping and cleaning of floors every day.
• Attend to any other duty assigned by the office Supdt.

(q) SYCES

• To look-after Horses/Mules of R&V Sqns.

• Feeding of Horses/ Mules at regular intervals.
• Cleaning/ Massaging of animals on his charge.

(r) AT CART DRIVER

• Driving of AT Carts. Carrying of fodder for the animals.

• To look-after the animals and to feed them in time.
• To ensure cleaning of the animals on his charge.

63
 PROMOTIONS

DEPARTMENTAL PROMOTION COMMITTEE

1. A post in Central Government Civilian Employees Cadre is filled by

promotion where the Recruitment Rules so provide. In making promotions,
it is ensured that suitability of the candidates for promotion is considered in
an objective and impartial manner. For this purpose, Departmental
Promotion Committee is formed in each Ministry/ Department/Office
whenever an occasion arises for making promotions/confirmations, etc as
per composition in their respective Recruitment Rules. The DPCs so
constituted judge the suitability of officers for –

(a) Promotion to “Selection” and “Non Selection” posts;

(b) Confirmation in their respective grades/posts;

(c) Assessment of the work and conduct of probationers for the

purpose of determining their suitability for retention in service or their
discharge from it or extending their probation; and

(d) Consideration of cases of Government servants for crossing the

Efficiency Bar.

2. The DPCs are to be convened at regular annual intervals to draw

panels that could be utilized on effecting promotions against the vacancies
occurring during the course of a year.

64
 ASSURED CAREER PROGRESSION SCHEME

1. The Scheme called the Assured Career Progression Scheme, aims at

dealing with the problems of genuine stagnation and hardship faced by the
employees due to lack of adequate promotional avenues and has been
approved by the Government based on the recommendation of the5th
Central Pay Commission. Broadly, under this scheme two financial
upgradation are to be granted to those employees on completion of 12 and
24 years of regular service who have not earned any regular promotion from
the date of appointment in the existing grade. The guidelines pertaining to
the Scheme are contained in DOP&T OM No. 35034/1/97-Estt(D), dated 09
Aug 1999 (Annexure I). As per these instructions, the scheme envisages
mere placement in the higher pay scale/ grant of financial benefits through
financial upgradation to the Government servant concerned on personal
basis and, therefore, neither amounts to functional/ regular promotion nor
requires creation of new/ additional posts for the purpose.

2. In terms of these conditions as envisaged in DOP&T OM dated

09.08.1999 only those employees who fulfill all promotional norms are
eligible to be considered for benefits under the ACP Scheme.

3. The ACP Scheme is operational since 09.08.99. Departmental

Screening Committee is constituted twice a year in HQ DGNCC under the
chairmanship of DDG (P & F) to consider cases for grant of benefits under
the ACP Scheme in respect of various grades in the NCC Central Govt
Civilian Employees cadre.

4 The scheme as envisaged in the Govt of India, DoP&T OM NO.

35034/1/97-Estt.(D) dated 9/8/99, is reproduced as Annexure I, II & III to
this chapter.

65
 ANNEXURE I

No.35034/1/97-Estt(D)
Government of India
Ministry of Personnel, Public Grievances and Pensions
(Department of Personnel and Training)

North Block, New Delhi

110001
August 9, 1999

OFFICE MEMORANDUM

Subject:- THE ASSURED CAREER PROGRESSION SCHEME FOR

THE CENTRAL GOVERNMENT CIVILIAN EMPLOYEES.

The Fifth Central Pay Commission in its Report has made certain
recommendations relating to the Assured Career Progression (ACP) Scheme
for the Central Government civilian employees in all
Ministries/Departments. The ACP Scheme needs to be viewed as a ‘Safety
Net’ to deal with the problem of genuine stagnation and hardship faced by
the employees due to lack of adequate promotional avenues. Accordingly,
after careful consideration it has been decided by the Government to
introduce the ACP Scheme recommended by the Fifth Central Pay
Commission with certain modifications as indicated hereunder:-

2. GROUP ‘A’ CENTRAL SERVICES

2.1 In respect of Group ‘A’ Central services (Technical/Non-Technical), no

financial up-gradation under the Scheme is being proposed for the reason
that promotion in their case must be earned. Hence, it has been decided that
there shall be no benefits under the ACP Scheme for Group ‘A’ Central
services (Technical/Non-Technical). Cadre Controlling Authorities in their
case would, however, continue to improve the promotion prospects in
organizations/cadres on functional grounds by way of organizational study,
cadre review, etc. as per prescribed norms.

66
3. GROUP ‘B’, ‘C’ AND ‘D’ SERVICES/POSTS AND ISOLATED
POSTS IN GROUP ‘A’, ‘B’, ‘C’ AND ‘D’ CATEGORIES

3.1 While in respect of these categories also promotion shall continue to be

duly earned, it is proposed to adopt the ACP Scheme in a modified form to
mitigate hardship in cases of acute stagnation either in a cadre or in an
isolated post. Keeping in view all relevant factors, it has, therefore, been
decided to grant two financial up-gradation [as recommended by the Fifth
Central Pay Commission and also in accordance with the Agreed Settlement
dated September 11, 1997 (in relation to Group ‘C’ and ‘D’ employees)
entered into with the Staff Side of the National Council (JCM)] under the
ACP Scheme to Group ‘B’, ‘C’ and ‘D’ employees on completion of 12
years and 24 years (subject to condition no.4 in Annexure-I) of regular
service respectively. Isolated posts in Group ‘A’, ‘B’, ‘C’ and ‘D’ categories
which have no promotional avenues shall also qualify for similar benefits on
the pattern indicated above. Certain categories of employees such as casual
employees (including those with temporary status), ad-hoc and contract
employees shall not qualify for benefits under the aforesaid Scheme. Grant
of financial up-gradation under the ACP Scheme shall, however, be subject
to the conditions mentioned in Annexure-II (attached).

3.2 ‘Regular Service’ for the purpose of the ACP Scheme shall be
interpreted to mean the eligibility service counted for regular promotion in
terms of relevant Recruitment/Service Rules.

4. Introduction of the ACP Scheme should, however, in no case affect the

normal (regular) promotional avenues available on the basis of vacancies.
Attempts needed to improve promotion prospects in organizations/cadres on
functional grounds by way of organizational study, cadre reviews, etc as per
prescribed norms should not be given up on the ground that the ACP
Scheme has been introduced.

5. Vacancy based regular promotions, as distinct from financial up-gradation

under the ACP Scheme, shall continue to be granted after due screening by a
regular Departmental Promotion Committee as per relevant rules/guidelines.

6. SCREENING COMMITTEE

6.1 A departmental Screening Committee shall be constituted for the

purpose of processing the cases for grant of benefits under the ACP Scheme.

6.2 The composition of the Screening Committee shall be the same as that of
the DPC prescribed under the relevant Recruitment/Service Rules for regular
promotion to the higher grade to which financial up-gradation is to be
67
granted. However, in cases where DPC as per the prescribed rules is headed
by the Chairman/Member of the UPSC, the Screening Committee under the
ACP Scheme shall, instead, be headed by the Secretary or an officer of
equivalent rank of the concerned Ministry/Department. In respect of isolated
posts, the composition of the Screening Committee (with modification as
noted above, if required) shall be the same as that of the DPC for promotion
to analogous grade in that Ministry/Department.

6.3 In order to prevent operation of the ACP Scheme from resulting into
undue strain on the administrative machinery, the Screening Committee
shall follow a time-schedule and meet twice in a financial year – preferably
in the first week of January and July for advance processing of the cases.
Accordingly, cases maturing during the first-half (April-September) of a
particular financial year for grant of benefits under the ACP Scheme shall be
taken up for consideration by the Screening Committee meeting in the first
week of January of the previous financial year. Similarly, the Screening
Committee meeting in the first week of July of any financial year shall
process the cases that would be maturing during the second-half (October-
March) of the same financial year. For example, the Screening Committee
meeting in the first week of January, 1999 would process the cases that
would attain maturity during the period April 1, 1999 to September 30, 1999
and the Screening Committee meeting in the first week of July, 1999 would
process the cases that would mature during the period October 1, 1999 to
March 31, 2000.

6.4 To make the Scheme operational, the Cadre Controlling Authorities shall
constitute the first Screening Committee of the current financial year within
a month from the date of issue of these instructions to consider the cases that
have already matured or would be maturing up to March 31, 2000 for grant
of benefits under the ACP Scheme. The next Screening Committee shall be
constituted as per the time-schedule suggested above.

7. Ministries/Departments are advised to explore the possibility of effecting

savings so as to minimize the additional financial commitment that
introduction of the ACP Scheme may entail.

8. The ACP Scheme shall become operational from the date of issue of this
Office Memorandum.

9. In so far as persons serving in the Indian Audit and Accounts Departments

are concerned, these orders issue after consultation with the Comptroller and
Auditor General of India.

68
10. The Fifth Central Pay Commission in paragraph 52.15 of its Report has
also separately recommended a "Dynamic Assured Career Progression
Mechanism" for different streams of doctors. It has been decided that the
said recommendation may be considered separately by the administrative
Ministry concerned in consultation with the Department of Personnel and
Training and the Department of Expenditure.

11. Any interpretation/clarification of doubt as to the scope and meaning of

the provisions of the ACP Scheme shall be given by the Department of
Personnel and Training (Establishment-D).

12. All Ministries/Departments may give wide circulation to these

instructions for guidance of all concerned and also take immediate steps to
implement the Scheme keeping in view the ground situation obtaining in
services/cadres/ posts within their administrative jurisdiction;

13. Hindi version would follow.

Sd/-

(K.K. JHA)
Director(Establishment)

69
 ANNEXURE-II

CONDITIONS FOR GRANT OF BENEFITS UNDER THE ACP SCHEME

1. The ACP Scheme envisages merely placement in the higher pay-

scale/grant of financial benefits (through financial up-gradation) only to the
Government servant concerned on personal basis and shall, therefore, neither
amount to functional/regular promotion nor would require creation of new
posts for the purpose;

2. The highest pay-scale upto which the financial up-gradation under the
Scheme shall be available will be Rs.14,300-18,300. Beyond this level, there
shall be no financial up-gradation and higher posts shall be filled strictly on
vacancy based promotions;

3. The financial benefits under the ACP Scheme shall be granted from the
date of completion of the eligibility period prescribed under the ACP
Scheme or from the date of issue of these instructions whichever is later;

4. The first financial up-gradation under the ACP Scheme shall be allowed
after 12 years of regular service and the second up-gradation after 12 years
of regular service from the date of the first financial up-gradation subject to
fulfillment of prescribed conditions. In other words, if the first up-gradation
gets postponed on account of the employee not found fit or due to
departmental proceedings, etc this would have consequential effect on the
second up-gradation which would also get deferred accordingly;

5.1 Two financial up-gradation under the ACP Scheme in the entire
Government service career of an employee shall be counted against regular
promotions (including in-situ promotion and fast-track promotion through
limited departmental competitive examination) availed from the grade in
which an employee was appointed as a direct recruit. This shall mean that
two financial up-gradation under the ACP Scheme shall be available only if
no regular promotions during the prescribed periods (12 and 24 years) have
been availed by an employee. If an employee has already got one regular
promotion, he shall qualify for the second financial up-gradation only on
completion of 24 years of regular service under the ACP Scheme. In case
two prior promotions on regular basis have already been received by an
employee, no benefit under the ACP Scheme shall accrue to him;

5.2 Residency periods (regular service) for grant of benefits under the ACP
Scheme shall be counted from the grade in which an employee was
appointed as a direct recruit;

70
6. Fulfillment of normal promotion norms (bench-mark, departmental
examination, seniority-cum-fitness in the case of Group ‘D’ employees, etc.)
for grant of financial up-gradation, performance of such duties as are
entrusted to the employees together with retention of old designations,
financial up-gradation as personal to the incumbent for the stated purposes
and restriction of the ACP Scheme for financial and certain other benefits
(House Building Advance, allotment of Government accommodation,
advances, etc) only without conferring any privileges related to higher status
(e.g. invitation to ceremonial functions, deputation to higher posts, etc) shall
be ensured for grant of benefits under the ACP Scheme;

7. Financial up-gradation under the Scheme shall be given to the next higher
grade in accordance with the existing hierarchy in a cadre/category of posts
without creating new posts for the purpose. However, in case of isolated
posts, in the absence of defined hierarchical grades, financial up-gradation
shall be given by the Ministries/Departments concerned in the immediately
next higher (standard/common) pay-scales as indicated in Annexure-II
which is in keeping with Part-A of the First Schedule annexed to the
Notification dated September 30, 1997 of the Ministry of Finance
(Department of Expenditure). For instance, incumbents of isolated posts in
the pay-scale S-4, as indicated in Annexure-III, will be eligible for the
proposed two financial up-gradation only to the pay-scales S-5 and S-6.
Financial up-gradation on a dynamic basis (i.e. without having to create
posts in the relevant scales of pay) has been recommended by the Fifth
Central Pay Commission only for the incumbents of isolated posts, which
have no avenues of promotion at all. Since financial up-gradation under the
Scheme shall be personal to the incumbent of the isolated post, the same
shall be filled at its original level (pay-scale) when vacated. Posts which are
part of a well-defined cadre shall not qualify for the ACP Scheme on
‘dynamic’ basis. The ACP benefits in their case shall be granted conforming
to the existing hierarchical structure only;

8. The financial up-gradation under the ACP Scheme shall be purely

personal to the employee and shall have no relevance to his seniority
position. As such, there shall be no additional financial up-gradation for the
senior employee on the ground that the junior employee in the grade has got
higher pay-scale under the ACP Scheme;

9. On up-gradation under the ACP Scheme, pay of an employee shall be

fixed under the provisions of FR 22(I) a(1) subject to a minimum financial
benefit of Rs.100/- as per the Department of Personnel and Training Office
Memorandum No.1/6/97-Pay.I dated July 5, 1999. The financial benefit
allowed under the ACP Scheme shall be final and no pay-fixation benefit

71
shall accrue at the time of regular promotion i.e. posting against a functional
post in the higher grade;

10. Grant of higher pay-scale under the ACP Scheme shall be conditional to
the fact that an employee, while accepting the said benefit, shall be deemed
to have given his unqualified acceptance for regular promotion on
occurrence of vacancy subsequently. In case he refuses to accept the higher
post on regular promotion subsequently, he shall be subject to normal
debarment for regular promotion as prescribed in the general instructions in
this regard. However, as and when he accepts regular promotion thereafter,
he shall become eligible for the second up-gradation under the ACP Scheme
only after he completes the required eligibility service/period under the ACP
Scheme in that higher grade subject to the condition that the period for
which he was debarred for regular promotion shall not count for the purpose.
For example, if a person has got one financial up-gradation after rendering
12 years of regular service and after 2 years there from if he refuses regular
promotion and is consequently debarred for one year and subsequently he is
promoted to the higher grade on regular basis after completion of 15 years
(12+2+1) of regular service, he shall be eligible for consideration for the
second up-gradation under the ACP Scheme only after rendering ten more
years in addition to two years of service already rendered by him after the
first financial up-gradation (2+10) in that higher grade i.e. after 25 years
(12+2+1+10) of regular service because the debarment period of one year
cannot be taken into account towards the required 12 years of regular service
in that higher grade;

11. In the matter of disciplinary/penalty proceedings, grant of benefits under

the ACP Scheme shall be subject to rules governing normal promotion. Such
cases shall, therefore, be regulated under the provisions of relevant
CCS(CCA) Rules, 1965 and instructions there under;

12. The proposed ACP Scheme contemplates merely placement on personal

basis in the higher pay-scale/grant of financial benefits only and shall not
amount to actual/functional promotion of the employees concerned. Since
orders regarding reservation in promotion are applicable only in the case of
regular promotion, reservation orders/roster shall not apply to the ACP
Scheme which shall extend its benefits uniformly to all eligible SC/ST
employees also. However, at the time of regular/functional (actual)
promotion, the Cadre Controlling Authorities shall ensure that all reservation
orders are applied strictly;

13. Existing time-bound promotion schemes, including in-situ promotion

scheme, in various Ministries/Departments may, as per choice, continue to
be operational for the concerned categories of employees. However, these
72
schemes, shall not run concurrently with the ACP Scheme. The
Administrative Ministry/Department -- not the employees -- shall have the
option in the matter to choose between the two schemes, i.e. existing time-
bound promotion scheme or the ACP Scheme, for various categories of
employees. However, in case of switch-over from the existing time-bound
promotion scheme to the ACP Scheme, all stipulations (viz. for promotion,
redistribution of posts, up-gradation involving higher functional duties, etc)
made under the former (existing) scheme would cease to be operative. The
ACP Scheme shall have to be adopted in its totality;

14. In case of an employee declared surplus in his/her organization and in

case of transfers including unilateral transfer on request, the regular service
rendered by him/her in the previous organization shall be counted along with
his/her regular service in his/her new organization for the purpose of giving
financial up-gradation under the Scheme; and

15. Subject to Condition No. 4 above, in cases where the employees have
already completed 24 years of regular service, with or without a promotion,
the second financial up-gradation under the scheme shall be granted directly.
Further, in order to rationalize unequal level of stagnation, benefit of surplus
regular service (not taken into account for the first up-gradation under the
scheme) shall be given at the subsequent stage (second) of financial up-
gradation under the ACP Scheme as a one-time measure. In other words, in
respect of employees who have already rendered more than 12 years but less
than 24 years of regular service, while the first financial up-gradation shall
be granted immediately, the surplus regular service beyond the first 12 years
shall also be counted towards the next 12 years of regular service required
for grant of the second financial up-gradation and, consequently, they shall
be considered for the second financial up-gradation also as and when they
complete 24 years of regular service without waiting for completion of 12
more years of regular service after the first financial up-gradation already
granted under the Scheme.

(K.K. JHA)
Director(Establishment)

73
 ANNEXURE-III

STANDARD / COMMON PAY-SCALES

AS PER PART-A OF THE FIRST SCHEDULE ANNEXED TO THE

MINISTRY OF FINANCE (DEPARTMENT OF EXPENDITURE)
GAZETTE NOTIFICATION DATED SEPTEMBER 30, 1997

S.No. Revised pay-scales (Rs)

1. S-1 2550-55-2660-60-3200
2. S-2 2610-60-3150-65-3540
3. S-3 2650-65-3300-70-4000
4. S-4 2750-70-3800-75-4400
5. S-5 3050-75-3950-80-4590
6. S-6 3200-85-4900
7. S-7 4000-100-6000
8. S-8 4500-125-7000
9. S-9 5000-150-8000
10. S-10 5500-175-9000
11. S-12 6500-200-10500
12. S-13 7450-225-11500
13. S-14 7500-250-12000
14. S-15 8000-275-13500
15. S-19 10000-325-15200
16. S-21 12000-375-16500
17. S-23 12000-375-18000
18. S-24 14300-400-18300

74
RECRUITMENT OF WHOLE TIME LADY OFFICERS

(WTLO) IN NCC

1. The NCC organization has an authorized strength of 110 Whole Time

Lady Officers (WTLO). They are given NCC Commission in the rank of Lt
and are posted as Admin Officer in the NCC Girls Units. Only the
Recruitment of WTLO is administered by the P&F Dte/Pers ‘C’. The MS
Dte administers all the other service matters including posting and transfer,
promotion, leave, etc. A step by step procedure of recruitment of WTLO is
given below:-

S.No.
(i) Vacancies in the WTLO cadre are consolidated
(ii) Vacancies are submitted to DGNCC for approval for filling up
(iii) Vacancies are segregated for filling up from direct recruitment (80%)
and from GCI candidates (20%)
(iv) In case of GCI candidates the vacancies are circulated to all Dtes and
applications are invited from the eligible candidates with 10 years
service in GCI rank on the prescribed Form.
(v) All applications are scrutinized in the P&F Dte
(vi) A Board of Officers consisting of ADG (A) as Chairman, and
DDG(P&F), DDG(Trg/MS) and Commandant OTA as members for
selection of candidates is constituted to conduct Written test, Physical
proficiency test, Interview, Group Discussion etc. Candidates physical
proficiency is tested in 1 Mile run, Standing broad jump, Obstacle
Course, Sit-ups and Shuttle race
(vii) Arrangement for boarding and lodging of the candidates is made for 5
to 10 days at HQNCC Camp, on payment.
(viii) Tests are conducted under the aegis of the Selection Board
(ix) Candidates short listed on the basis of the interview are referred to MH
for medical examination
(x) Candidates found temporarily unfit are referred to Appeal Medical
Board
(xi) A merit list of medically fit candidates is prepared
(xii) Approval of DGNCC is obtained
(xii) Case is referred to MoD for approval of RM and issue of appointment
orders
75
 (xiii) In case of direct recruitment, case is referred to UPSC through MoD for
conducting written examination and subsequent Interviews
(xiv) UPSC conducts the written test
(xv) UPSC sends a list of short listed candidates to DGNCC for conduct of
Medical Examination
(xvi) Medical Examination of the WTLO candidates is arranged through
DGAFMS
(xvii) Candidates found temporarily unfit are referred to an Appeal/ Review
Medical Board
(xviii) Candidates declared fit are referred to UPSC for Interview
(xix) Departmental rep from Trg Dte is detailed for briefing the interview
Board at UPSC
(xx) After completion of interview, list of selected candidates is received
from the UPSC
(xxi) A letter is written to all selected candidates to forward original
certificates and Attestation forms duly filled up
(xxii) Original Certificates are verified
(xxiii) Character and antecedents are verified through the concerned Distt
authorities
(xxiv) Genuineness of the Caste certificate is verified from the issuing
authority
(xxv) Case is referred to MoD for approval of RM and issue of appointment
orders
(xxvi) Case is transferred to MS Dte for issue of posting orders

76
 NCC GIRL CADET INSTRUCTORS (GCI)

1. The Girl Cadet Instructor (GCI) is a cadre unique to NCC. This cadre
has been created with a purpose to escort girl cadets in NCC during the
training and camp activities. The GCIs are detailed on various camp duties
through out the year to look after the girl cadets as a guardian. The GCIs are
responsible for all administrative requirements and arrangements during the
camps involving girl cadets. The cadre was launched in 1963. The GCIs
were initially appointed in this cadre on contractual basis. The cadre was
however given permanency in 1981 vide Govt of India, Ministry of
Deference letter No 5030/80.DGNCC/PA/TCS/GS/ D(GS-VI) dated 24 Jan
1981 Annexure-I refers. The existing authorized strength, post optimization
in Ministry of Defence, of GCI grade is 211. The grade of GCIs is
distributed in the ratio of 1:2:4 in Gd I, Gd II and Gd III respectively.

2 MODE OF RECRUITMENT :

The Recruitment Rules of NCC GCIs were framed under Article

309 and issued vide SRO 51 dated 05 Jan 85 in which the GCI post
has been classified as General Central Service, Gp ‘C’, Non-Gazetted,
Non-Ministerial. The GCIs are recruited to the GCI grade III on the
basis of an all India Competitive Examination, Interview and
Medical/Physical Examination. Various steps involved in the
Recruitment procedure of GCIs are given in Annexure II to this
Chapter.

3. PAY & ALLOWANCES

The pay scales of GCIs as per the MoD letter No. 12467/HQNCC/
Pers(C)/26/D(GS-VI) Dated 16 Jan 04 are as under:-

Grade Pay Scale No. of Posts

Rs 4000-100-6000 110
GCI III

GCI II Rs 5000-150-8000 67
GCI I Rs 5500-175-9000 34

77
4. They will be entitled to Dearness Allowance, House Rent Allowance
and City Compensatory Allowance, as admissible to Civilian Central
Government employees of corresponding scales pay. In addition, they will
be admissible Ration Allowance in accordance with the provisions of AI
166/70 as amended from time to time for the period they are in Annual
Training Camps or they are actually traveling on duty. This is subject to the
condition that they do not draw any Daily Allowance during the aforesaid
period.

4. GRANT OF ACP :

1st ACP : Rs 5000-8000

2nd ACP : Rs 5500-9000

5. PROMOTION

Directorate wise Seniority is maintained in respect of GCIs in which a

GCI is promoted subject to availability of vacancy in the Dte in which she is
working. A GCI who has put in 05 year of service in the grade of GCI III is
eligible for the promotion to the grade of GCI II. Similarly a GCI who has
put 3 years of service as GCI II is eligible for promotion to the grade of
GCI I.

6. LIABILITY OF SERVICE.

Normally the GCIs will be liable to serve subject to availability of

vacancies with GD Units located in the jurisdiction of the respective NCC
Dtes and in the NCC OTA Gwalior, when so selected. Transfer of a GCI to a
unit within or outside her respective Dtes is governed by this HQ letter No.
12210/HQNCC/Pers (C) dt 16 Jun 1999 which categorically stipulates that
HQ NCC/P&F Dte is to issue transfer / posting orders in respect of the cadre
of GCI.

7. DISCIPLINE

They will be subject to NCC Act XXXI of 1948 and NCC (Girl
Division) Rules 1949 as amended form time to time for disciplinary purpose.

78
8. AGE OF SUPERANNUATION

The GCIs, if otherwise not found unfit will be eligible to serve upto
55 years of age.

9. PENSIONS, FAMILY PENSION, DEATH-CUM-RETIREMENT

GRATUITY AND OTHER TERMINAL BENEFITS.

The GCIs will be governed by the Central Civil Services

(Pension) Rules 1972 as amended form time to time.

10. CHARTER OF DUTIES

a) Ensure safety and security of Cadets during training events. To

be conversant with procedural provision of medical aid to the NCC
cadets attending both indoor/ outdoor events, specially in case of
medical emergencies.
b) Escort the Girl cadets for various types of Camps/Courses.
c) Assist the Officer Commanding/ANO in Girls Bn in enrolment
of the Cadets for NCC.
d) Check daily attendance of Cadets on parades in respect of Coy
and Platoon.
e) Attend various types of Camps when so detailed.
f) Assist OC in preparing and conduct of lessons during training
periods of Institutional training and Camp training.
g) Assist OC in range classification.
h) Issue and position training stores before each parade and return
the same after parade is over.
j) Attend central duties at RD Camps at new Delhi, if so detailed.
k) Assist to organize and conduct social services activities.
79
 l) Officiate as ANO in the Absence of lady ANO.
m) Assist OC in training the cadets essentially in First Aid, Home
Nursing, Child Care, Mother craft and posture training.
n) Any other job directly concerning NCC activities as assigned
by the OC unit.

ANNEXURE-I

No5030/80/DGNCC/PA/TCS/GD/238/A/D(GS.VI)
Government of India
Ministry of Defence
New Delhi, the 24th January 1981

To

The Director General,

National Cadets Corps, Rama Krishna Puram,
NEW DELHI – 110066

SUBJECT:- EMPLOYMENT OF SERVING NCC GIRLS CADET

INSTRUCTORS ON PERMANENT BASIS

Sir,

In continuation of this Ministry’s letter No

th
5030/63/NCC/PERS(A)/293-US/D(GS.III) dated the 8 February, 1963, as
amended from time to time, I am directed to state that the President is
pleased to appoint the serving Girl Cadet Instructors, listed at Appendix ‘A’
to this letter, who are medically fit, are not involved in any disciplinary case
and have been recommended by a selection board, on a regular and
permanent basis, subject to the condition that they exercise an option to
accept such an appointment by 31st March, 1981 in the prescribed proforma,
attached at Appendix ‘B’.

2. These Girl Cadet Instructors, mentioned in Para 1 above, will be

governed by the terms and conditions of service, attached at Appendix ‘C’ to
this letter. They will be allotted new Personal Numbers on such
employment. Girl Cadet Instructors, who have already retired/have been
released from service, as on date of issue of these orders, will not be covered
by the provisions of this letter.

80
3. Serving Girl Cadet Instructors, who are not granted permanent
employment but are medically fit, are not involved in any disciplinary case
and have been cleared by the Selection Board, will be entitled to pay and
allowances as given in paras 8 to 11 of Appendix ‘C’ to this letter. Their
other existing terms and conditions of service will remain unchanged.

4. Serving Girl Cadet Instructors, not covered by paras 1 and 3 above

will continue to be governed by their existing terms and conditions,
including existing consolidated pay only.

5. These orders take effect from the date of their issue.

6. This issued with the concurrence of Ministry of Finance (Defence)

vide their UO No 213/GS-I of 1981.

Yours faithfully,

Sd/-xxxxxx
(ML Kapoor)
Under Secretary to the Government of India

APPENDIX ‘A’

[GIRL CADET INSTRUCTORS APPOINTED ON A PERMANENT

BASIS]

APPENDIX ‘B’

[OPTION CERTIFICATE]

81
82
 APPENDIX ‘C’ to Annexure I

(Refer to para 2 of Gov of India Ministry of

Ministry of Defence letter No 5030/80/
DGNCC/PA/ICS/D(GS VI) dated
24th January, 1981

TERMS AND CONDITIONS OF SERVICE OF NCC GIRL CADET

INSTRUCTORS EMPLOYED ON PERMANENT BASIS UNDER
GOVERNMENT OF INDIA, MINISTRY OF DEFENCE LETTER NO
5030/80/DGNCC/PA/OCS/ / D (GS-VI) DATED 24TH JANUARY, 1981

Applicability

1. These terms and conditions of service are applicable to serving NCC

Whole-time Girl Cadet Instructors, who are in service on the date of issue of
the above letter and are employed on permanent basis in NCC.

Appointment

2. These Girl Cadet Instructors may be appointed as under Officer

Instructors (UOIs) or Sergeant Major Instructors (SMIs) in NCC Girl
Division Units and in NCC College for Women, Gwalior.

[SINCE AMENDED]

Promotion

3. Subject to the availability of vacancy, a Sergeant Major Instructor

may be granted promotion to the rank of Under Officer Instructor provided
she is found fit and fulfils the following condition :-

(i) Has completed 3 years of service as SMI;

(ii) Is graduate from any recognized university in India;
(iii) Possesses G-II certificate of the NCC;
(iv) Is physically fit in an acceptable Medical Category SHAPE-I at the
time of promotion; and
(v) Is willing to be posted to a station where vacancy exists.

[SINCE AMENDED]

83
Local Rank

4. Local rank of 2/Lieut, as part-time NCC Officer, may be granted to

Girl Cadet Instructors temporarily to fill up the deficiency of Part-time
officer, so long as it exists, in terms of Government of India, Ministry of
Defence letter No 7637/70/DGNCC/3705/D/D(GS-II) dated 14 Oct 70.

[SINCE AMENDED]

Liability of Service

5. Normally these Girl Cadet Instructors will be liable to serve, subject

to availability of vacancies, with GD units for ---- in the jurisdiction of the
respective NCC Directorates and in the NCC College of Women,
Gwalior, when so selected of transfer to unit outside their respective
Directorates may be ordered provided the Girl Cadet instructor is willing.

Discipline

6. They will be subject to NCC act XXXI of 1948 and NCC (Girl
Division) Rules 1949 as amended from time to time for disciplinary
purposes with effect from the date of grant of permanency.

Age of superannuation

7 These girl Cadet Instructors, if otherwise not found unfit will be

eligible to serve upto 52 year of age (since raised to 55 year)

[SINCE AMENDED]

Pay and allowances

8. The pay scales of Girl Cadet Instructors will be as under:-

(a) UOIs -Rs 355-15-445

(b) SMIs -Rs 245-8-325

[SINCE AMENDED]

9. They will be entitled to Dearness Allowance, House Rent Allowance

and City Compensatory Allowance, as admissible to Civilian Central
Government Employees of corresponding scales of pay. In addition, they

84
will be admitted Ration allowance in accordance with the provision of
AI166/70, as amended from time to time, for the period they are in annual
Training camps or when they are actually traveling on duty . This is subject
to the condition that they do not draw any daily allowance during the
aforesaid period.

[SINCE AMENDED]

10 While officiating in place of a part-time lady officer and when granted

the local rank of 2/Lt, the Girl Cadet Instructors will be entitled to an
honorarium of Rs 75/- per month, chargeable to the State Government
Concerned.

[SINCE AMENDED]

11. Free uniforms on existing scales only, as laid down in annexure I to

this Appendix, will also be issued to them.

Pension, Family Pension, Death-cum-Retirement Gratuity

And other terminal benefits

12 The girl Cadet Instructors will be governed by the Central Civil

service (Pension) Rules 1972, as amended from time to time.

Traveling concessions

13 (a) Leave Travel Concessions to the Girl Cadet Instructors will be

admissible as for JCOs/NCOs of regular Army, as laid down in Travel
Regulations.

(b) For all other moves, these Girl Cadet Instructors will be
governed by the rules and orders applicable to JCOs/NCOs of the
regular Army

(c ) On termination of the service, the travel concessions as

applicable to JCOs/NCOs in the Regular Army will be admissible to
the Girl Cadet Instructor

[SINCE AMENDED]

85
Leave

14. The Girl Cadet Instructor will be entitled to leave as under:-

(a) Annual leave up to a maximum of 30 days in a calendar year.

This will not be accumulated. Cash payment in lieu of unveiled
annual leave, up to the maximum of 30 days is permissible in
the year of retirement provided it was not availed in that year.
(b) Casual leave not up to a maximum of 15 days in a calendar
year, but not exceeding 10 days of a time may be granted.
However, casual leave for more then 10 days at a time may be
granted as a special case at the discretion of the Officer
Commanding of the unit. Casual leave will not be
accumulated.
(c) Sick leave will be admissible in attributable cases only and will
be limited at the rate of 30 days in a calendar year. This can be
accumulated up to a maximum period of 180 days only. It will
not include casual leave due. Sick list concessions will not be
admissible. Sick leave will be sanctioned only by the
Commandant of a Military Hospital or a Senior Civil Surgeon
of the district wherein a Military Hospital is not located. Under
no circumstances, sick leave or absence from duty on medical
grounds will be permitted on production of a Medical
Certificate from sources other then mentioned above.
(d) No furlough or terminal leave will be admissible.
(e) A Girl Cadet Instructor may be granted maternity leave by an
authority competent to grant leave for a period which may
extend up to the end of three months from the date of its
commencement or to the end of six weeks from the date of
confinement, whichever is earlier.

Medical Treatment

15 The Girl Cadet Instructor and their dependent family members will be
entitled to the same medical facilities as are admissible to JCOs/NCOs of the
Regular Army and their families under the existing medical attendance rules.
The dental treatment will be admissible as applicable to the JCOs/NCOs of
the Regular Army, provided these can be accommodated within the existing
resources.

86
APPP Fund

16 The Girl Cadet Instructor will contribute towards APPP Fund after
one year of service. They will be entitled to draw loans/advance and final
withdrawals from the APPP Fund subject to the provisions of APPP fund
rules and instructions issued by Central Government in this behalf from time
to time.

ANNEXURE-I TO APPENDIX ‘C’ TO MINISTRY OF DEFENCE NO

5030/80/DGNCC/PA/TCS/GD/238/A/D(GS-VI)DATED 24-1-1981

“SCALE OF PERSONAL CLOTHING FOR

GIRL CADET INSTRUCTORS”

Srl No Item Scale

1 Bush-Shirt Khaki 1
2 Slacks Khaki Prs 1
3. Socks Khaki Prs 1
4. Shoes Leather Brown Prs 1
5. Shoes Canvas White Prs 1
6. Beret Maroon 1
7 Badge Beret 1
8. Lanyard (NCC Colour) 1
9. Hackles (NCC Colour) 1
10 Shoulder Titles Prs 2
11 Badges of rank 2
12 Jersey Pullover Khaki 1
(FOR USE DURING WINTER)
13 Saree Nylon Khaki 1 @
14 Blouse Tericot Khaki 1 @
15 Petticoat Cotton Khaki 1 @

@ -To be issued once in 3 year.

87
 ANNXURE-II

STEP BY STEP PROCEDURE FOR RECRUITMENT OF GIRL CADET

INSTRUCTOR GRADE III

The recruitment of GCI-III is carried out centrally by the P&F Dte at

HQ DGNCC. The various steps involved in the recruitment procedure are
given below:-

Sl No.
1 Vacancies in the GCI-III grade are consolidated
2 Vacancies are submitted to DGNCC for approval for reference to
MoD
3 Vacancies are referred to MoD for consideration of the Screening
Committee under the Defence Secretary
4 Approval for filling up the vacancies from MoD is obtained
5 Advertisement for filling up the vacancies is published in the
Employment News inviting applications on the prescribed
proforma
6 Applications are received and scrutinized in the P&F Dte /HQ
DGNCC
8 Roll Nos and Instruction to candidates are issued
9 Test Centers are set up at various Directorates for conducting
written examination and instructions issued for conducting the
examination
10 A Board of officers for preparation of Question Papers for
recruitment is constituted
11 Question Papers are printed and despatched to all the Test
Centers (Directorates)
12 Answer booklets are received from all the Test Centers
(Directorates) at the HQNCC
13 A board of officers for evaluation of answer booklets is
constituted
14 Answer booklets are evaluated and the marks tabulated

15 Candidates are short listed on the basis of their marks in the

written test and called for physical proficiency test, lecturette and
interview at OTA (Gwalior).

88
16 A Board of officers for selection of candidates is constituted by
the DGNCC to conduct physical proficiency test, interview and
other tests for recruitment
17 The board is assembled at OTA Gwalior for conducting
Interview, Physical Proficiency Test, Lecturette and Medical
Examination
18 A Medical Board is constituted at the MH Gwalior under the
aegis of the DGAFMS
19 Arrangement for accommodation, boarding and lodging of the
candidates is made at OTA Gwalior
20 Tests and Interviews are conducted under the aegis of a Selection
Board under the chairmanship of the Commandant OTA, with
DDG(P&F) and Dir (Trg) as members.
21 Candidates short listed on the basis of the interview are referred
for medical examination
22 Candidates found temporarily unfit are referred to Appeal
Medical Board
23 A merit list of medically fit candidates is prepared
24 DG’s approval is obtained
25 Original Certificates and Attestation forms, duly filled in by the
candidate, are called
26 Original Certificates are verified
27 Caste certificate, in relevant cases is verified from the issuing
authority
28 Record Check of character and antecedents is carried through the
concerned district Police / Administrative authority
29 Appointment and Posting Order is issued with the approval of the
competent authority, viz DDG(P&F)

89
 RECRUITMENT OF UDC IN NCC ON THE BASIS OF LIMITED
DEPARTMENTAL COMPETITIVE EXAMINATION (LDCE)

1. As per the provisions of the Recruitment Rules for the post of UDC,
25% of the vacancies in the grade are required to be filled up through LDCE,
which is held biannually. The exam is held at HQ NCC in Sep/Oct every
alternate year.

2 The action involved in the recruitment of UDC through LDCE is as

under :-

(a) Circular is issued in the month of May inviting applications

from LDCs who have completed 05 years regular service as on 01 Jul
of the previous year and who have not crossed 45 years of age.

(b) A panel of AFHQ officers is put up to DDG(P&F) for selecting

officers for preparation of Question Papers.

(c) Question papers are prepared as per details below :-

_________________________________________________________
Paper Subject Max Time
No Marks Allowed

I (a) Essay 50 1 Hr }
(b) General English 50 1 Hr } 3 hrs
(c) General Knowledge 50 1 Hr }

II (a) Noting & Drafting 50 1 Hr }

(b) Establishment & Administration 50 1 Hr }
(c) Budgeting, Expenditure from Public } 3hrs
Fund & Accounting Instructions on Camps 50 1 Hr }

(d) DO letter from Dir (Pers) is written to the nominated officers in

the month of Jul to set 02 sets of Question papers.

(e) Details of applications are compiled.

(f) Detailed Admin Instructions are issued to all NCC Dtes in

Aug/Sep for the information of candidates.
(g) Issue of Admission Tickets to all candidates.
90
(h) Cyclostyling of Question Papers which are put in sealed
envelopes.

(j) Making arrangements for holding of Exam in the NCC

Auditorium and for boarding/lodging of the candidates on payment
basis at HQ NCC Camp in consultation with Lgs Dte and OC Camp.

(k) Conduct of Exam on the stipulated date.

(l) Issue of Movement Orders/detention certificates to the

candidates.

(m) Send the Answer Sheets to the concerned officers for evaluation

(n) On receipt of evaluated answer sheets, compilation of marks.

(o) To draw rank wise list of candidates which is put up to DDG

(P&F) for approval.

(p) Issue of promotion letter.

(q) Payment of honorarium for setting up Question Papers @

Rs.300/- per paper and for evaluation of answer books @ Rs.4.50/- per
answer book.

91
 APPOINTMENT OF CASHIER IN NCC DTES

1 There is no sanctioned post of Cashier in NCC. The work of cashier,

however, is carried out by temporary appointment of cashier from among the
LDCs/UDCs of the concerned Directorate in terms of Govt of India, DoP&T
OM No. 6/31/86-Est(Pay II) Dated 29 Sep 1986 and HQNCC letter No.
11812/DGNCC/Pers(c ) dated 04 Jun 97(Annex- I).

2. Salient features of the appointment of Cashier in State NCC Dtes are

as under:-

(a) DDG(P&F) has been delegated with powers to appoint LDCs/UDCs

to perform the duties of cashier.

(b) Cashier is appointed for a period of 03 years commencing with the

financial year.

(c ) The concerned Dte invites from its staff i.e. LDCs/ UDCs for
performing the duties of cashier. Selection is made by a Board of Officers
constituted in P&F Dte. Proceedings of the same are forwarded to P&F Dte/
Pers(C)

(d) After examination of details, approval of DDG (P&F) is obtained for

appointment of cashier

(e) Cashier is entitled to a special pay based on monthly cash

disbursement as under:-

Average monthly Rate of Cash Handling

cash disbursement Allowance

(i) Up to Rs. 50,000/ pm Rs. 75/- pm

(ii) Rs 50,000 to 2,00,000 Rs. 150/-pm
(iii) Rs 2,00,000 to 5,00,000 Rs. 200/-pm
(iv) Rs 5,00,000 to 10,00,000 Rs. 250/-pm
(v) Over Rs 10,00,000 Rs. 300/-pm

92
 Annexure -I

Tele: 6194434 Directorate General NCC

West Block-IV, RK Puram
New Delhi-110066
11812/DGNCC/Pers(c) 04 Jun 97

All NCC Directorate

APPOINTMENT OF CASHIER: POLICY

1. The instructions for appointment of Cashiers in Government offices

and grant of special pay to them have been laid down in DOP&T OM No.
6/31/86- Est (Pay II) dated 29 Sep 86 as amended from time to time. The
provisions of the above Off are recapitulated in brief as under:-

(a) Head of the Department may appoint LDCs/UDCs to perform

the duties of cashier.
(b) Head of the Department should certify on the basis of the
previous financial year average the amount of cash disbursed and
sanction the rate of special pay appropriate to that quantum.
(c ) Not more than one official should be allowed the special pay of
cashier in an office.
(d) The special pay should be reviewed every financial year.
(e) The LDCs/UDCs who is appointed as a cashier should furnish a
security in accordance with the provisions contained in chapter 15 of
the GFR 1963 and orders issued thereafter from time to time. The
special pay is admissible from the date of issue of the orders of
appointment as cashier or from the date the risk is covered through
one of the accepted forms of security whichever is later. However, the
special pay will be released only after the cashier has furnished
security fidelity bond to the Head of the Department.

2. In the light of the above instructions it has been decided to regulate

the manner of appointment of cashier and grant of special pay to them in
NCC as per the details given below:-

(a) Cashier in NCC shall be appointed commencing with the

financial year.
(b) Three months before the commencement of the financial year,
NCC Directorates shall invite applications from the volunteers from
among the serving LDCs/UDCs to perform the duties of cashier. The

93
 LDC/UDC who does not volunteer for discharging the duties of
cashier, should clearly specify the reasons for not doing so.

(c ) On receipt of the applications, a three member Board of

Officers shall be constituted under the orders of the Dy DG of the
Directorate to select a suitable person for discharging the duties of the
cashier.
(d) The Board of Officers shall make the selection on the basis of
such parameters as personal integrity of the individual, knowledge of
cash and accounts, previous experience in handling cash etc and
recommend a panel of at least two names for appointment of casher.
(e) The tenure of the cashier will be three years. Care should be
taken to ensure that a person who is discharging the duties of cashier
is not recommended for appointment for a consecutive second term
unless it is unavoidable due to non availability of suitable persons or
any other administrative reasons.
(f) The Board Proceedings duly recommended by the DDG along
with the cash disbursement statement of the previous financial year
duly certified by the audit authority, should be sent to this Directorate
General 45 days before the commencement of the financial year.
(g) On receipt of the panel of recommended names along with the
Board Proceedings, approval of the DDG (P & F) will be accorded by
this Directorate General for appointment of cashier.
(h) After the appointment order is issued by this Directorate
General, the cashier is required to furnish the fidelity bond to the
DDG of the NCC Directorate concerned, Special pay for discharging
the duties of cashiers shall be granted only after the security fidelity
bond is furnished.
(j) Since special pay is to be reviewed every financial year,
Directorates should ensure that they forward the cash disbursement
statement within one month of the expiry of the financial year so that
quantum of special pay admissible to the cashier is re-fixed.

3. The above instructions may be complied by all concerned.

Sd/-
(PN Reddy)
Director (Pers)
for Director General NCC

94
 SCHEME FOR COMPASSIONATE APPOINTMENTS

1. The objective of the Scheme is to grant appointment on

compassionate grounds to a dependent family member of a Government
servant dying in harness or who is retired on medical grounds, thereby
leaving his family in penury and without any means of livelihood, to relieve
the family of the Government servant concerned from financial destitution
and to help it out over the emergency.

2. A copy of the Government orders governing Compassionate

Appointment is at Appendix-‘A’.

3. All compassionate appointments are made on a Relative Merit Point

System – the Govt orders on which are at Appendix-‘B’.

4. Compassionate appointments are to be made within a stipulated time

limit as indicated in Appendix-‘C’.

95
 APPENDIX ‘A’

Ministry of Defence
D(Lab)

Subject : Time limit and revised rules and regulations for the
purpose of appointment on compassionate grounds

The issues raised by various Service HQrs on the subject have been
examined by the Ministry in consultation with DOP&T. The following
explanation/clarifications in accordance with DOP&T rules and regulations
are to be adopted :-

(a) With regard to wait-listing of deserving cases, DOP&T vide

OM No. 14014/23/99-Estt(D) dated 3-12-1999 (Annexure-I) have
clearly brought out that the Committee prescribed for considering a
request for appointment on compassionate grounds should take into
account the position regarding availability of vacancy for such
appointment and it should recommend appointment on
compassionate grounds only in a really deserving case and only
if vacancy meant for appointment on compassionate grounds will be
available within a year, that too within the ceiling of 5% falling under
direct recruitment quota in any Group ‘C’ or ‘D’ post. The above
restriction is in accordance with the Supreme Court ruling (Annexure-
II) that appointment on compassionate grounds can be made only if
vacancies are available for the purpose . DOP&T have further
instructed that, in respect of other really deserving cases, the
Committee should only recommend taking up the matter with other
Ministries/Department/Offices of the Government of India to consider
those cases for appointment. In this connection, DOP&T have given a
yard-stick of poverty line to be applied (Annexure-IV) to determine
the financial destitution/penurious condition of the family to decide
whether or not a case is really deserving one. It has been brought out
that according to the Planning Commission, the poverty line
amounts to income below Rs. 1767.20 (353.44 x5) for family of 5
members per month. Hence if the yard-stick of poverty line is
applied to decide whether or not the pending backlog cases are really
deserving cases, the number of really deserving cases would surely
be within the ceiling of prescribed 5% quota. Henceforth this
criterion should be applied to judge the penurious
condition/financial destitution of the
family of the concerned government servant for considering the
requests from the dependents for compassionate appointment. In view

96
 of the above, the system of maintenance of waiting lists be dispensed
with since this is causing lot of problems and therefore no cases are
henceforth to be waitlisted.

(b) The level of compassion to be quantified to facilitate screening

of deserving cases is under consideration of this Ministry.

(c) Regarding additional 5% vacancies, DOP&T had time and

again rejected (Annexures – III & IV) the proposal of this Ministry
for an increase in the prescribed 5% quota for compassionate
appointments stating that exception to MOD would result in requests
of similar nature from other Ministries also.

(d) With regard to one time release of vacancies, it transpires that,

in 1992 it was allowed as a one time relaxation to make
compassionate appointments against unutilized vacancies reserved
for ex-servicemen and physically handicapped, in consultation with
dOP&T. Para 7 (d) of the revised Scheme for compassionate
appointment (Annexure –VII) specifically brings out that “ the
ceiling of 5% of direct recruitment vacancies for making
compassionate appointment should not be exceeded by utilizing any
other vacancy e.g. sports quota vacancy”. The proposal as one time
measure, to utilize the vacancies meant for other purposes lying
unutilized in order to accommodate the waitlisted candidates was
taken up with DOP&T vide OM No. 19(1)/2000- D(Lab) dated 22-
9-2000 (Annexure-VIII), but the same was not agreed to by
DOP&T as intimated vide their reference dated 4-10-2000
(Annexure-IX). In view of the above, no alternative is left but to
review all pending cases as per the criterion (Annexure-IV) brought
out in Para 1(a) above.

(e) Regarding separate quota for Service Personnel, DOP&T vide

OM No. 14014/2/97-Estt(D) dated 4/5th March 1998 (Annexure –V)
have given their no objection to Ministry of Defence evolving a
separate scheme for families of Defence service personnel killed in
action for their appointment on compassionate grounds in the non-
combatant posts in Armed Forces and Defence Establishments which
are not part of civilian posts under the Ministry of Defence as the
latter would be covered by the scheme of compassionate appointment
operated by this Department.

2. Further, DOP&T have observed that before a decision is taken by the

Competent authority, taking into account among other things the availability

97
of a suitable vacancy within the 5% ceiling for appointment on
compassionate grounds, the applicants are sent for Medical examination by
the Service HQrs and their cases are referred for verification of character
and antecedents. This action of the administration leads the candidates to
believe that their cases have been approved for such appointment, whereas
the factual position is different and such cases result in Court litigation.
Therefore, DOP&T have instructed (Annexure –X) avoiding creation of
such a situation and such pre-mature action be avoided in future.
Accordingly, Medical examination and Police verification regarding the
candidates’ antecedents etc. are only to be initiated after the final approval
for compassionate appointment by the competent authority is obtained.

3. Further it has come to notice that certain HQrs/Dtes are adopting the
method of informing the candidates that their request for compassionate
appointment has been placed at a certain Serial No. of Seniority List.
Thereafter, on availability of vacancy, on objection/willingness certificates
are called for from the candidates, prior to obtaining approval from the
competent authority for compassionate appointment to a particular post,
giving a misconception of appointment to the candidate. Such practices have
invited many Court cases. In view of the above, the candidates’ willingness
to accept any Group ‘C’ or Group ‘D’ posts, irrespective of his educational
qualification/status (keeping in view the Supreme Court ruling (AnnexureII)
that compassionate appointment is not to cater to the status of the family,
should be avoided in all circumstances.

4. In view of the above DOP&T instructions/policy position and keeping

in view the Supreme Court rulings that the whole object of granting
compassionate appointment is to enable the family to tide over the sudden
crisis and to relieve the family of the deceased from financial destitution and
to help it get over the emergency , only the most deserving cases be
recommended, Further an early disposal of compassionate appointment
cases within the year of request applying the poverty line yard-stick in order
to determine the most deserving cases, would avoid unnecessary court cases
related to belated rejection, delay in consideration etc.

5. This may be brought to the notice of all concerned upto the Unit/lower
formation level for information, guidance and strict compliance.

-sd-
(Shingara Singh)
Deputy Secretary/D(Lab)
Tele ; 3012660

98
(i) AG’s Br/MP4(Civ) (a)
(ii) Naval HQrs/CP Dte.
(iii) Air HQrs/Pc-5

_________________________________________________
M of D ID No. 19(1)/2000-D(Lab) dated 12th February, 2001

99
 APPENDIX ‘B’

Ministry of Defence
D(Lab)

Subject: Scheme for Compassionate appointment –Relative Merit

Points and Revised Procedure for selection

Reference DOP&T OM No. 14014/6/94-Estt(D) dated 9-10-98 and

subsequent modifications thereto with regard to the Scheme for
Compassionate appointment.

2. DOP&T have prescribed a formal procedure and time limit to be

adopted for compassionate appointment as brought in para 12 and
amendment thereto of the Scheme under reference. The proforma given as
Annexure to above reference provides adequate information regarding the
overall circumstances of the family, to make a recommendation/decision
regarding compassionate employment of the applicant. The procedure
involved and the criteria to be adopted for ascertaining the economic status
of the family of the Government servant and the eligibility of the candidate
concerned has also been clearly brought out.

3. While considering cases for compassionate appointment, merits of the

cases were conveniently decided by allotting points to the applicants based
on various attributes as indicated in the Annexure to the MOD Id No.
271/93/D(Lab) dated 02 Nov 1993. After implementation of the Vth Pay
Commission’s recommendation, the points allotted to various aspects like
family pension, terminal benefits etc have become redundant. Thereupon,
the suggestions/opinion received from various Headquarters in response to
MOD ID No. 824/D(Lab)/99 dated 12-7-99 have been considered and the
competent authority has decided that the revised points based on a hundred
point scale as indicated below the attributed to various parameters for a
comparatively balanced and objective assessment of requests of really
deserving candidates for compassionate appointment :-
(a) Family Pension - (Basic excluding DA & allowances)

(i) Upto Rs. 1300 - 20

(ii) 1301 – 1500 - 18
(iii) 1501 – 1700 - 16
(iv) 1701 – 1900 - 14

100
 (v) 1901 – 2100 - 12
(vi) 2101 – 2300 - 10
(vii) 2301 – 2500 - 8
(viii) above Rs, 2500 - 6

(b) Terminal Benefits

(i) Up to Rs. 100000 - 10

(ii) 100001 – 120000 - 9
(iii) 120001 – 140000 - 8
(iv) 140001 – 160000 - 7
(v) 160001 – 180000 - 6
(vi) 180001 – 200000 - 5
(vii) 200001 – 220000 - 4
(viii) 220001 – 240000 - 3
(ix) 240001 – 260000 - 2
(x) 260000 – 300000 - 1
(xi) Above Rs300000 - Nil

Monthly income, of earning member(s) and income from

Property.
(This does not include the monthly family pension/pension due
to the death/missing of govt. servant but any other pensions,
income of all the family members (including earning members
living separately) should be accounted).

(i) No income - 5
(ii) Rs. 1000 or less - 4
(iii) Rs. 1001 to 2000 - 3
(iv) Rs. 2001 to 3000 - 2
(v) Rs. 3001 to 4000 - 1
(vi) Rs. 4001 and above- Nil

(d) Movable/immovable Property( Latest Market Value in Rs.)

(i) Nil - 10
(ii) Upto 50000 - 8
(iii) 50001 – 100000 - 6
(iv) 100001 – 200000 - 3
(v) 200001 and above - 1

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 (e) No. of dependents

(i) 3 and above - 15

(ii) 2 - 10
(iii) 1 - 5

(f) No. of unmarried daughters

(i) 3 and above - 15

(ii) 2 - 10
(iii) 1 - 5
(iv) None - 0

(g) No. of Minor children

(i) 3 and above - 15

(ii) 2 - 10
(iii) 1 - 5
(iv) None - 0

(h) Left over service

(i) 0 – 5 years - 2
(ii) Over 5 & upto 10 years- 4
(iii) Over 10 & upto 15 years-6
(iv) Over 15 & upto20 yrs - 8
(v) Over 20 years - 10

4. The weightage fixed above is to be strictly followed for assessing

comparative merit keeping in view the instructions issued by the DOP&T
from time to time. Further, all applications may be acknowledged
immediately on receipt and decision of the Board of Officers (BOO) be
communicated to the applicants after every sitting. The system of WAITING
LISTS have already been discarded (Ref DOP&T OM F No. 14014/23/99-
Estt.(D) dated 3-12-1999). The candidates are required to apply only once
and the application if not recommended in the first BOO for want of
vacancy, it to be considered afresh alongwith the fresh applicants by the
BOO on three occasions consecutively and ensure that the final decision is
communicated to the applicant by a detailed speaking order.

5. Moreover, it has been decided that the Committee (BOO) for

considering a request for appointment on compassionate grounds should take
into account the position regarding availability of vacancy or such

102
appointment and it should recommend appointment on compassionate
grounds only in a really deserving case and only if vacancy meant for
appointment on compassionate grounds will be available within a year, that
too within the ceiling of 5% meant for the purpose. This would ensure grant
of compassionate appointment within a year.

6. These guidelines being meant for various HQrs/Subordinate

Offices/IS Organisations of the Ministry of Defence, be brought to the notice
of all concerned for information and strict compliance, so as to ensure
appropriate action in all cases of compassionate appointment including cases
coming up before the CAT/Courts.

-sd-
(Shingara Singh)
Deputy Secretary/D(Lab)
Tele : 3012660

M o D ID No. 19(4)/824-99/1998-D(Lab) dated 9th March, 2001.

103
 APPENDIX ‘C’

(Copy)
F. No. 14014/15/99-Estt.(D)
Government of India
Ministry of Personnel, Public Grievances & Pensions
Department of Personnel & Training

New Delhi, dated the 8th march, 2002

OFFICE MEMORANDUM

Subject : Time-limit for making Compassionate Appointment

The undersigned is directed to refer to Ministry of Defence O.M. No.

19(1)/2000/D(Lab) dated February 27, 2001 on the above subject and to say
that the object of the scheme to grant appointment on compassionate
grounds is to help the family to get over the emergency and to provide
immediate assistance for relief from financial destitution and as such time-
limit of one year which has been prescribed for making compassionate
appointment in our O.M. dated 3-12-1999 cannot be relaxed or increased to
3 years as proposed by the Ministry of Defence.

It is therefore, suggested that the procedure for considering such

requests for compassionate appointment may be streamlined and brought in
line with the instructions contained in para 12 of this Department O.M. dated
9-10-1998.

Sd/-

(K. K. Jha)

Director (E)

104
 CONVERSION OF TRADE IN GP ‘D’ CADRE
IN NCC

1. As per DOP&T OM No 42015/3/75/Estt© dated 16 Jan 1976 as

amended by OM No 42015/1/76-Estt (C ) dated 2-2-1977 those employees
who are holding the post of Safaiwala or Chowkidar, being the lowest grade
in the Govt hierarchy of the society, having completed 5 years of regular
service and possessing elementary literacy standards and ability to read
either English or Hindi or a regional language may, on the individuals
request, be considered for conversion of their trade to the post of Peon
without any financial benefit. 25% post accruing in the grade of Peon cadre
are thus earmarked for being filled by transfer on conversion from Safaiwala
and Chowkidar grade.

2. All requests for conversion of trade are to be forwarded to Pers (c)/

P&F Dte for obtaining necessary approval.

105
 ENGAGEMENT OF CASUAL LABOUR

1. In term of DOP&T OM No 49014/2/86-Est (C) dated 7-6-1988,

recruitment of daily wages casual labour may be made under the delegated
power only for work, which is of casual or seasonal or intermittent nature.
The number of casual labour employees against the vacancies in the post of
group ‘D’ for work related to these post should not exceed the number of
vacancies in the group ‘D’.

2. In NCC organization the powers to sanction engagement of casual

labour is delegated to the DDG (P&F).

3. A casual labour may be engaged only against a deficiency in Gp ‘D’

cadre for a period not exceeding 89 days at a time and thereafter the sanction
automatically lapses.

4. A requisition, in the form of a statement of case for employment of

casual labour, duly approved by the DDG of the concerned Directorate
should be forwarded along with the particulars of
Authorization/Held/Deficiency of Gp ‘D’ employees in the Directorate and
also casual labour engaged, if any, to HQNCC/Pers ‘C’ Section.

5. The Requisition is considered at the HQ NCC with respect to the

existing Authorization/Held/Deficiency statement of the directorate
concerned and approval of the DDG (P&F) is accorded.

6. The casual labour is paid for actual working days on local nerrick
rates from OCG allocated to the respective Dte.

106
 DISCIPLINE

All Government employees are supposed to maintain absolute

integrity and strictly follow the CCS Conduct Rules. Any violation of the
conduct rules are treated in accordance with the Central Civil Services
(Classification, Control and Appeal) Rules 1965.

DISCIPLINARY PROCEDURE & PANALITIES

[CCS (CCA) Rules]

1. Penalties – The following are the penalties that may be imposed on a

Government servant :-
Minor Penalties :-
(i) Censure;
Withholding of promotion;
(iii) Recovery from pay of the whole or part of any pecuniary loss to
Government caused by the official’s negligence or breach of orders;

(iii-a) Reduction to a lower stage in the time-scale of pay for a period

not exceeding three years, without cumulative effect and not adversely
affecting his pension;

Withholding of future increments of pay.

Major Penalties :-
Reduction to a lower stage in the time-scale of pay other than (iii-a);
(vi) Reduction to a lower time-scale of pay, grade, post or service;
Compulsory retirement;
(viii) Removal from service;
Dismissal from service.

2. Inquiry Mandatory – Inquiry as laid down in the CCS (CCA) Rules

should be held in the following cases :-

(i) To impose any of the major penalties (in respect of those

charges which are not accepted); or
(ii) In minor penalty proceedings, after representation, if it is
proposed -

107
 to withhold increment for a period exceeding three years
; or

(b) to withhold increment with cumulative effect for any

period ; or

(c) to withhold increment which is likely to effect adversely

the pension admissible to the official ; or

(iii) When the Disciplinary Authority decides that an inquiry should

be held, even though proceedings have been initiated for imposition of
minor penalties only. - Rules 14 (1) & 16 (1-A) refered.

3. Procedure for imposing Major Penalties -

(i) The charged official should be served with a charge-sheet

together with a statement of imputation of misconduct or
misbehavior and reasonable time and opportunity given to him to
reply to the charges or to be heard in person.

(ii) Inquiry is a must to consider charges refuted by him. It must be

conducted by the Disciplinary Authority or an Inquiry Officer
appointed by it. It should also appoint a Presenting Officer to
present the charges.

(iii) The delinquent official has a right -

(a) to inspect documents referred to in the annexure to the

charge sheet;

(b) to engage any other serving or retired Government

servant to assist him;

(c) to engage a legal practitioner, if the presenting Officer is

a legal practitioner. In other cases, the Disciplinary Authority
may permit such an engagement, having regard to the
circumstances of the case.

(iv) If at the inquiry the Government servant pleads guilty to any of

the article of charge, the Inquiry Officer should record a finding of
guilt in respect of those articles and hold inquiry only in respect of the
remaining, if any.

108
(v) Government side has the first priority to present the case and
produce witnesses and evidence.

(vi) Delinquent official will be allowed to offer his defence witness

and evidence.

(vii) Witness on both sides may be examined, cross examined and

re-examined.

(viii) The defendant may examine himself as a witness on his own

behalf , if he so desires. If he has not done so, the Inquiry Officer
may generally question him to enable him to properly explain the
circumstances cited in the evidence against him.

(ix) Defence may be in writing or oral. Oral defence will be

recorded, got signed and a copy supplied to the Presenting Officer.

(x) Thereafter, Inquiry Officer will hear arguments on both sides or

take written briefs from both. Presenting Officer’s brief will be taken
first, copy thereof supplied to the defendant and his reply brief
obtained thereafter.

(xi) Entire proceedings should be recorded in writing, every page to

be signed by the respective witness, the defendant and the Inquiry
Officer, and copies furnished to the defendant and the Presenting
Officer.

(xii) If the delinquent official does not attend, ex-parte enquiry may
be conducted , observing the procedure in full.

(xiii) On completion, the Inquiry Officer will submit his report and
his findings on each article of the charges to the Disciplinary
Authority.

(xiv) Disciplinary Authority may accept or disagree (recording

reasons for disagreement), record its own findings and make a final
order.

(xv) If the Disciplinary Authority who initiated the case is

competent to award only minor penalties, and is of the opinion that
major penalty is to be imposed, it should send the entire records and
findings without recording any opinion with regard to the imposition

109
 of the penalty to the Competent Disciplinary Authority which will
record its findings and pass orders as deemed fit.

(xvi) The Disciplinary Authority should forward a copy of the report

of the Inquiring Authority together with its tentative reasons for
disagreement, if any, with the findings to the Government servant
giving him fifteen days time to make any representation/submission.

(xvii) The representation, if any, submitted by Government Servant

should be considered before passing final orders. – Rules, 14, 15 and
GIIs refer.

(xviii) Along with the final orders, the Government servant should be
supplied with -

(a) a copy of the findings on each article of charge ;

a copy of advice, if any, given by the Union Public Service
Commission (UPSC),
Where the Disciplinary Authority has not accepted the advice,
a brief statement of reasons for such non-acceptance – Rule-17
of CCS (CCA) Rules refer.

(xix) Disciplinary Authority should take final decision on the enquiry

report within 03 months.

4. Procedure for imposing Minor Penalties -

(a) The Government Servant should be given a copy of the charge-

sheet with a statement of imputations of misconduct.

(b) He should be given reasonable time and opportunity to submit

his defence.

(c) On receipt of the defence, the Disciplinary Authority may pass

appropriate orders, or may hold an inquiry if -

(i) it is of the opinion that such inquiry is necessary, or

(ii) the inquiry is mandatory in view of the punishment
proposed.

The procedure for the inquiry will be as for major penalty –

Rule–16 refers.

110
5. When prescribed procedure need not be followed – Following are
the special circumstances where the prescribed procedure for inquiry need
not be followed: -

Where a penalty is due to conviction on a criminal charge, or

(b) Where the Disciplinary Authority is satisfied (reasons should be

recorded in writing) that it is not reasonable/practicable to hold an
enquiry in the manner provided, or

(c) Where the President is satisfied that in the interest of the

security of the State, it is not expedient to hold an enquiry in the
manner provided.

6. In cases falling under Category (2) (i) above, the Disciplinary

Authority has to peruse the judgment of the Criminal Court and take into
account the gravity of the misconduct committed, its impact on the
administration and other extenuating circumstances or redeeming features.
Once it is concluded that the Government servant’s conduct is blameworthy
and punishable, it may impose such penalty as it is competent to do. The
penalty should neither be grossly excessive, nor out of proportion to the
offence committed or one not warranted by the facts and circumstances of
the case.

7. Regarding cases falling under Category (2) (ii) above, detailed

guidelines have been laid down in this regard. Inquiry should not be
dispensed with lightly or arbitrarily or out of ulterior motives or merely in
order to avoid the holding of an inquiry or because the Department’s case is
weak and is, therefore, bound to fail. Further, it is a constitutional obligation
that the Disciplinary Authority should record in writing (preferably in the
order itself) the reasons for the satisfaction that it was not reasonably
practicable to hold the inquiry. The reason, though brief, should not be
vague or not just a repetition of the language of the relevant rule.

8. In both the cases, the Governments servant should be given an

opportunity of making representation against the penalty proposed – Rule
19 and GIIs refer.

9. If the delinquent Government servant dies during the pendency of

the disciplinary proceedings, the proceedings should be dropped.

111
 APPEAL, REVISION AND REVIEW
[CCS (CCA) Rules]

10. Appeal

(a) An appeal is one which is preferred to the appropriate Appellate

Authority against an order of penalty. Right of appeal has been
provided in certain other cases also, like (i) Suspension, (ii) payment
of subsistence allowance during suspension, (iii) regulation of pay and
allowances for period of suspension and/or unemployment, on
reinstatement and (iv) withholding/withdrawing pension or part
thereof, by an order of the Appointing Authority, when a pensioner is
found guilty of grave miscounduct or is convicted of a serious crime
by a Court of Law. Even supersession in promotion which
denies/varies to disadvantage pay, allowances, pension and conditions
of service, is appeal able.

(b) Appeal has to be preferred within forty-five days of receipt of

the order appealed against, direct to the Appellate Authority, who may
condone delay, if valid reasons are given.

(b) The appeal should contain all material statements and

arguments on which the appellant relies and should be complete in
itself. It should not be in disrespectful or improper language.

(d) A copy of the appeal should be sent to the authority who passed
the order, who has to forward the same along with the complete
records and his comments to the Appellate Authority without any
avoidable delay.

(e) The Appellate Authority is to consider (i) whether procedure

laid down in the rules has been complied with and if not, whether such
non-compliance has resulted in violation of the provisions of the
Constitution/in the failure of justice, (ii) whether findings of the
Disciplinary Authority are warranted in the circumstances of the case
and (iii) whether the penalty imposed is adequate, inadequate or
severe. The word “consider” has been held to imply “due application
of mind” and the Appellate Authority should pass a speaking order. It
is necessary that all the points raised by the appellant are summarized
in the order and are also logically discussed to show how they are not
tenable or acceptable.

112
 (f) In an appeal against a major penalty, if the appellant
specifically requests for a personal hearing, taking the assistance of a
defence assistant also, this may be granted by the Appellate Authority
at its discretion.

(g) If the Appellate Authority proposes to enhance the penalty, it

can do so only after holding an inquiry if one is required to be held
but not held earlier and after issue of a show-cause notice. In cases
where an inquiry has already been held, the appellant should be given
a reasonable opportunity to represent against the proposed enhanced
penalty.

(h) In respect of an appeal against any other order, the Appellate

Authority may pass such order as it deems just and equitable
considering the facts and circumstances of the case - Rules 22 to 28
and GII refers.

11. Revision:-

(a) Even after disposal of appeal, or having failed to avail of appeal

facility, further departmental remedy is available to an aggrieved
official by way of revision.

(b) The power of revision is vested with the President, the

Comptroller and Auditor-General, the Member (Personnel) Postal
Services Board, Adviser (Human Resources Development),
Department of Telecommunication , the Head of a Department, The
relevant Appellate Authority or any other authority specified in this
behalf.

(c) In the case of the Appellate Authority, it should convey its

intention to revise the orders and call for the records within six
months of the date of the order to be revised. No time-limit has been
prescribed in respect of others.

(d) Revisional Authorities can start the proceedings either on their

own motion or “on an application” from the official. Revision
proceedings cannot be commenced until after the expiry of the period
of limitation for an appeal or the disposal of appeal, if one has been
preferred.

(e) If the Revisional Authority comes to the provisional conclusion

113
 that the punishment awarded is not adequate, he can impose higher
penalty only after -

(i) issuing show-cause notice to the Government servant and

considering his reply thereto ; and

(ii) holding regular inquiry if an inquiry had not been held

earlier, if a major penalty is proposed.

(f) An application for revision has to be dealt with in the same

manner as an appeal – Rule 29 and GIIs refers.

12. Review

The President can make a review of any order passed earlier,

including an order passed in revision, when any new fact or material which
has the effect of changing the nature of the case, comes to his notice,
However, imposing or enhancing of any penalty can be done only after
giving the Government servant concerned a reasonable opportunity of
making representation and holding of an inquiry, in cases where one is
required to be held under the rules but has not been held – Rule 29–A refers.

SUSPENSION
[CCS (CCA) Rules]

13. Suspension is an executive action whereby a Government servant is

kept out of duty temporarily pending final action against him for criminal
offences or acts of indiscipline, delinquency, misdemeanor, etc.

14. When resorted to. –

(a) When disciplinary proceedings are contemplated/pending , or

when a case in respect of any criminal offence is under investigation,
inquiry or trial or when the Government servant is involved in a case
of “ dowry death”

(b) The following circumstances may be considered appropriate to

place a Government servant under suspension :-

114
 (i) When preliminary enquiry supports a prima facie case for
initiating criminal/departmental proceedings likely to lead to
his conviction, and/or dismissal, removal or compulsory
retirement from service.

(ii) When his continuance in office will prejudice

investigation, trial or enquiry, or likely to seriously subvert
discipline or be against wider `public interest.

(iii) When he is suspected to have engaged himself in

activities prejudicial to the security of the State.

(iv) When he is charged with misdemeanor of the following

types:-

(aa) Offence or conduct involving moral turpitude.

(bb) Corruption, embezzlement or misappropriation of

Government money, possession of disproportionate
assets, misuse of official powers for personal gain;

(cc) Serious negligence and dereliction of duty

resulting in considerable loss to Government ; and

(dd) Refusal or deliberate failure to carry out written

orders of superior officers.

(c) A Government servant should be placed under suspension

immediately if – (a) he is arrested in “ Dowry Death” case,
irrespective of the period of detention; or (b) the Police report to the
Magistrate prima facie indicates that the offence has been committed
by the Government servant - Rule 10 (1), GIIs (1) & (2), Chapter 3
or CCs (CCA) Rules refer.

15. Suspension should not be resorted to -

(a) for petty offences unrelated to morality or official duties; and

(b) when an official is absconding.

16. Deemed suspension – A Government servant detained in custody on

a criminal charge or otherwise, for a period exceeding forty-eight hours or
sentenced to a term of imprisonment exceeding forty-eight hours, is deemed

115
to have been placed under suspension. However issue of formal order of
suspension is necessary – Rule 10 (2) CCs (CCA) Rules refer.

17. Review and Revocation - To avoid greater hardship, suspension

should not be unduly prolonged. When it has been decided to institute
criminal proceedings against a Government Servant in a Court of Law,
efforts should be made to file the charge-sheet in a Court within three
months. Likewise , in departmental action, the total period of investigation
and disciplinary proceedings should not ordinarily exceed six months. A
review committee should be constituted and all cases of suspension should
be reviewed by the committee within 90 days from the date of the order of
suspension. The suspension may be revoked or extended on the
recommendation of the committee. The extension shall not be more than 180
days at a time. If the suspension is not extended within 90 days, it will not be
valid after a period of 90 days. - Rule 10 (5), (6), (7), GII (10), Chapter 3
CCs (CCA) Rules refer.

18. Authority competent to order/revoke suspension - The appointing

authority, any authority to which it is subordinate, the Disciplinary Authority
or any other authority empowered in the behalf by the President may place
an official under suspension. The suspension can be revoked by the
authority, which issued the order of suspension, or by any authority to which
it is subordinate – Rule 10, GII (9), Chapter3 CCs (CCA) Rules refer.

19. Headquarters during suspension - The suspended officer’s station

of posting immediately before suspension. At his request, it can be changed
provided the change does not involve any expenditure or create any other
complication – Rule 10, GII(9), Chapter 3 CCs (CCA) Rules refer.

20. Appeal against suspension - Though suspension is not a statutory

penalty, the Government servant can prefer an appeal against an order of
suspension within forty-five days of service of the order if from the order
itself he becomes aware of the reasons leading to his suspension. If the
reasons could not be ascertained from the order itself, the appeal can be
preferred within forty-five days from the date of receipt of charge-sheet or
communication intimating the reasons for suspension, whichever is earlier.
The Appellate Authority is to consider whether in the light of the provisions
of the rule and the circumstances of the case, the order of suspension is
justified or not and confirm or revoke the order – Rule 23 (i) & 27 (1) and
GII (11), Chapter 3 CCs (CCA) Rules refer.

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21. Treatment of suspension, if in its duration, the Government
servant -
(i) Dies – Suspension order abates and the period is treated as
duty. Pay and allowances and retirement/leave encashment benefits
are admitted under normal rules – FR –B(2) refer.

(ii) Attains age of superannuation – He is provisionally pensioned

off, but retirement gratuity to be paid only after conclusion of the
proceedings depending upon the effect of the final order – Rule 69,
CCS (Pension) Rules refer.

(iii) Seeks Voluntary Retirement – Permissible with prior approval

of Appointing Authority. – FR 56 (k), Proviso (c) refer.

(iv) Submits Resignation. – Competent Authority should examine

merits of the case and decide if acceptance of resignation would be in
public interest – GII (14), Chapter 3 refer.

SUBSISTENCE ALLOWANCE
[FR & SR, Part-I and CCS(CCA) Rules]

22. Quantum payable - A suspended official is entitled for the first three
months of suspension to Subsistence Allowance of an amount equal to leave
salary on half pay, with Appropriate Dearness and Compensatory
Allowances – FR (1) refers.

23. First Review for increase/decrease. - The Suspending Authority has

to review, and pass necessary orders in sufficient time before expiry of the
first three months. The allowance may be increased by a suitable amount not
exceeding 50% of the initial sum, if the suspension is prolonged due to
reasons not directly attributable to the Government servant. It may be
decreased in the same manner if the Government servant is held to be
responsible for the prolongation. If it is not varied either way, the
circumstances under which such a decision was taken should be recorded.-
FR 53 (1) refers.

24. Subsequent reviews. - It is open to the Competent Authority to make

further reviews at any time if the circumstances so warrant and pass
appropriate orders. – FR 53, GIO (3) refer.

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25. Certificate of non-employment. - Subsistence Allowance can be
paid only if the suspended official furnishes a certificate every month that he
was not engaged in any other employment, business, profession or vocation
and cannot be denied on any other ground. – FR 53 (2) refers.

26. Appeal against revision of allowance. - The suspended official may

appeal if he is not satisfied with the increase/decrease allowed and the
Appelate Authority after considering all the circumstances may pass just and
equitable orders. – Rules 23 (v)(d) & 27 (3), CCS (CCA) Rules refer.

27. Recovery from Subsistence Allowance. -

(i) Obligatory. - Repayment of loans and advances taken,

contributions to CGHS and Group Insurance, house rent and allied
charges and income tax.

(ii) With the official’s written consent. - PLI Premia, Co-

operative Stores/Societies dues, refund of GPF advances.

(iii) Not enforceable - GPF subscriptions, Court attachment dues

and recovery of loss to Government – FR 53, GIO (5) & CCS(CCA)
Rules Chapters 3 & 4 refer.

Disciplinary Powers
28. Disciplinary cases under CCS (CCA) Rules, in respect of NCC
Central Govt Civilian employees posted at State NCC Dtes and Trg Estts,
are dealt with by P&F Dte/Pers(C). Existing disciplinary powers are as
under:-

Disciplinary Authority

Minor & Major Only Minor

Penalties Penalties

Gp ‘A’ MOD MOD

Gp ‘B’ DGNCC DGNCC

Gp ‘C’ ADG(A) DDG/ Commdt

State Dte/ Trg Estt

Gp ‘D’ -do- -do-

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29. The following procedure is followed in dealing with disciplinary
cases:-

(a) Cases for imposition of Minor penalties in respect of Gps ‘C’ & ‘D’
employees are dealt with by State NCC Dte/Trg Estt.

(b) Regarding other cases, the proposal for initiation of disciplinary case
is sent by the Dte to P&F/Pers(C ).

(c ) After due examination, P&F Dte calls for draft charge sheet along-
with supporting documents from the Dte.

(d) After scrutinizing the draft charge sheet/documents, the case is

examined in detail and the charge sheet is put up for ADG(A)’s approval
and signature in respect of cases relating to Gp ‘C & ‘D’ and DGNCC/MOD
is respect of Gp ‘B’ & ‘A’ respectively.

(e) The charge sheet is sent to Dte for delivering to the delinquent
official.

(f) The delinquent official is given 15 days time to make representation,

if any.

(g) If the delinquent official does not make any representation or denies
the charges, decision is taken to hold an inquiry.

(h) Dte is requested to forward the names of Inquiry officers and

Presenting Officer.

(j) On receipt of proposed names, Inquiry officer and Presenting officer

are approved by the Disciplinary Authority.

(k) After completion of the Inquiry, the Dte forward the Inquiry Report
to P&F/Pers (C).

(l) P&F Dte forward a copy of the Inquiry Report to the Dte for
delivering to the individual directing to forward representation, if any,
within a period of 10 days.

(m) After due examination of the individual’s representation, if any, the

case is put up to the Disciplinary Authority for award of appropriate penalty
as mentioned in the CCS(CCA) Rules, 1965.

119
 HANDLING OF COURT CASES

1. On receipt of copy of OA (Original Application) from the Court/CAT

or the Govt Advocate relating to Central Govt Civilian Employees posted at
NCC Dtes/Trg Estts, the following action is taken by the P&F/Pers(C):-

(a) Copy of OA is sent to the concerned Dte/Trg Estt for

forwarding a statement of case, Para wise comments and draft
counter affidavit processed by the Govt Counsel.
(b) The Dte is advised to appoint Govt Advocate. The Dte to
provide all information required by the Govt Advocate for
defending the case on behalf of the Deptt.
(c) On receipt of Para wise comments and draft counter
affidavit , P&F Dte scrutinize the same for correctness and forward
it to the LA(Def) in the Min of Def for vetting.
(d) After vetting by LA(Def) P&F Dte forwards it to the
concerned Dte for getting the counter affidavit filed in the court by
the Govt Counsel.
(e) P&F Dte monitor the progress of the case.
(f) On receipt of bills from the advocate, sanction for
payment is issued by the P&F Dte as per rules.

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 ANNUAL CONFIDENTIAL REPORT

1. It is mandatory that completed ACRs in respect of Central Govt

Civilian employees of NCC (Gp A, B, C) are forwarded by all NCC
Dtes/Trg Estts to P&F/Pers(C) by 15 May. ACRs in respect of Gp ‘D’
employees have been done away with as per the Govt of India instructions
on the subject.

2. On receipt of completed ACRs, following action is taken:-

ACRs are scrutinized to ensure that these are complete in all respects.
If any adverse/advisory entries are recorded, the ACR, is returned to the Dte
for communicating the adverse/advisory remarks to the individual.
Representation against the adverse remarks, if received is submitted to the
Authority superior to the Reviewing Officer.
Disposal of the representation is communicated to the concerned individual.
Completed ACRs are filed in the Dossier of the concerned individual in
P&F/Pers(C).

3. Instruction regarding filling up of ACRs are given in Appendix ‘A’.

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 Appendix ‘A’

PROCEDURE ON RENDITION OF ANNUAL CONFIDENTIAL

REPORTS IN RESPECT OF NCC CENTRAL GOVT CIVILIAN
EMPLOYEES CADRE (Gps A, B & C)

Introduction

1. A Confidential Report (CR) provides the basic and vital inputs for
assessing the performance of an officer (ratee) and his/her advancement in
his/her career and also for judging his/her fitness for promotion,
confirmation etc.

2. The system provides an opportunity to assess the potential of an

officer and gives him/her appropriate feedback and guidance for correcting
his/her deficiencies and improve his/her performance.

Periodicity

3. The CR year coincides with the financial year, i.e. 01 Apr of any year
to 31 Mar of the next year. Normally, only one CR is required to be raised
covering the complete reporting year. However, there may be occasions,
like transfer of the ratee or Reporting Officer during the course of any CR
year, when more than one CR may have to be written. It is, however,
mandatory that Reporting Officer as well as the Reviewing Officer should
have at least three months experience about the work and conduct of the
ratee during the course of the relevant reporting year. The period of three
months, however, includes closed days, short spells of leave of less than 15
days duration availed by the ratee/Reporting Officer. In case the ratee has
not served under any Officer for a minimum period of 03 months, a Non-
Initiation Certificate may be raised in lieu of the CR for that period.

4. The following important points may be kept in view while raising the
CRs to avoid infructuous correspondence on the subject:-

(a) All CRs should be written by the appropriate authorities and,

under normal circumstances, there should not be any deviation from
the laid down reporting channel.

(b) No CR should be initiated and reviewed by the same officer

save in the case of PA/PS.

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(c) The name of the officer reported upon and period of the report
should be clearly written on right hand corner of each page of the CR
form.

(d) Delay in submission of self-appraisal should not delay writing

of CR of any officer/staff. The Reporting Officer should not delay the
initiation of CR for want of the self-appraisal of the officer to be
reported upon. In case the ratee does not submit the ACR form along
with the self-appraisal by second week of May, he/she (the
Reporting Officer) should take it upon himself to remind the ratee in
writing, asking him/her to submit the self-appraisal by a stipulated
date. It should also be made clear in the reminder that if the ratee fails
to submit the self-appraisal by the stipulated date, the report will be
written without self-appraisal. If no self-appraisal is received by the
stipulated date, the Reporting Officer should obtain another blank CR
form and proceed to write the report on the basis of his experience of
the work and conduct of the ratee. While doing so, he/she can also
point out the failure of the officer reported upon to submit his/her self-
appraisal within the stipulated time.

(e) All adverse and advisory remarks/comments recorded in a CR

along with summary of good points, EXCLUDING “GRADING”
recorded therein, should invariably be communicated to the individual
concerned by the Reviewing Officer (by the Reporting Officer in case
there is no Reviewing Officer) and a copy of such communication,
duly acknowledged by the individual reported upon, should be
attached to the CR before forwarding the same to the P&F Dte.

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 REVIEW UNDER FR 56 J

1. In accordance with the provisions of CSR Article 459(h) and Rule 48

of Pension Rules 1972, the cases of government employees in Group `C’
and `D’ are to be reviewed six months before they complete 30 years of
service or attain 55 years of age whichever is earlier, with a view to ascertain
their suitability or otherwise for further retention in service up to the age of
superannuation.

2. The Review Committee as approved by the Ministry of Defence in

respect of Gp `C’ and `D’ employees in NCC consists of the following:

DG - Chairman

DDG (P&F) - Member

3. The Guidelines to be followed by the Review Committee are

enumerated below:

(a) Govt. employees whose integrity is doubtful will be

retired;

(b) Govt. employees who are ineffective and who are not
considered fit to hold their present post will be retired.

(c) No employee should normally be retired on grounds of

ineffectiveness, if his service during the preceding five
years or where he has been promoted to a higher post
during that 5 years, his service in the higher post, has
been found satisfactory.

(d) No employee should be retired on grounds of

ineffectiveness if he would be retiring on super-
annuation within a period of one year; and

(e) Premature retirement should not be resorted to as short

cut to disciplinary action.

Notwithstanding anything contained in this rule, the Appropriate Authority

shall, if it is of the opinion that it is in the public interest so to do, have the
124
absolute right to retire any Government servant by giving him notice of not
less than three months in writing or three months pay and allowances in lieu
of such notice:

(i) If he is, in Group “A” or Group “B” service or post in a

substantive, quasi-permanent or temporary capacity and had entered
Government service before attaining the age of 35 years, after he has
attained the age of 50 years;

(ii) in any other case after he has attained the age of fifty-five years;

125
NON INVALIDATION OF GOVERNMENT SERVANT ON ACCOUNT
OF MENTAL OR PHYSICAL DISABILITY

1. The Govt has issued directions that no Govt servant who has been
permanently encapacitated on account of mental or physical disability
can be invalidated from Govt service. In this connection, a copy of Min
of Personnel, Public grievances and Pension OM No. 13015/3/2002-
Estt(L) dated 19 Jan 2004, circulated vide Min of Def ID No. A-
14019/1/2002-D (Estt-I Gp II) dated 04 Feb 2004 placed at Appendix
‘A’ refers.

126
 APPENDIX ‘A’

Ministry of Defence
D(Est/Gp.II)

Subject:- Non invalidation of Govt servant who has been permanently

incapacitated from Govt service on account of mental or
physical disability- information reg.

A copy of Ministry of Personnel , Public Grievences and Pension

O.M. No. 13015/3/2002-Estt(L) dated 19th January 2004 is forwarded for
information and necessary action.

Sd/-
(KV Unnikrishnan)
Section Officer

D(Est.I/Gp.I)
D(Est.II/Gen.I)
D(Civ)
D(B&C)
CAO’s Office
D(Apptts)
DDG(CP),AG’s Branch/Army HQs
Director(CP)/Air HQs
Jt. Director(R)/OFB,Kolkata
Jt. Director(Admn)/DGAQA
DGDE(Admn)
DCP/NHQ
Director MS /DRDO
Jt. Director (P-II)/DGQA
CGDA(AN)
DGNCC/Pers(c )
DPR/PR(X)

M of D I.D. No. A-14019/1/2002- D(Est –I Gp II) dated 04/02/2004

127
 IMMEDIATE

No. 13015/3/2002-Est(L)
Government of India
Ministry of Personnel, P.G & Pensions
Department of Personnel & Training
****

New Delhi, dt. 19th January , 2004

OFFICE MEMORANDUM

Subject:- Non invalidation of a Govt servant who has been permanently

incapacitated form Govt service on account of mental or
physical disability- Information regarding

*****

The Ministry of Social Justice & Empowerment (Disabilities Div) has

amended Section 17 of the Persons with Disabilities Act 1995 and under
amended provisions

1) No establishment shall dispense with or reduce in rank an

employee who acquires a disability during his service and the employee who
has acquired disability if is not suitable for the post be was holding, could be
shifted to some other post with the same pay scale & service benefits. In
case it is not possible to adjust him against any post he may be kept on
supernumerary post until a suitable post is available or he attains the age of
superannuation, whichever is earlier.

2) No promotion shall be denied to a person merely on the ground

of his disability.

Provided that the appropriate govt may having regard to the type of
work carried on in any establishment, by Notification and subject to such
conditions, if any as may be specified in such Notification, exempt any
establishment from provision of this section.

In view of the aforesaid position, the position of Rule 20(2) of CCS

(Leave) Rules, 1972 shall be as under:-

a) if he is on duty, shall not be invalidated from service during his

service period.
128
 b) if he is already on leave, the period of leave or an extension
therealfter to the extent permissible under sub-rule(1) of this
rule and even beyond that may be granted as per relevant
rule(s).

3. Amendment in Rule 20(2) is being carried out on the above lines.

4. In so far as persons serving in the Indian Audit and Accounts

Department are concerned, these orders issue in consultation with the
comptroller & Auditor General of India.

Sd/-
(DR CHATTOPADHYAY)
Under Secretary to the Govt of India

To

All Ministries/Departments of Government of India etc

Endorsements as per Standard List

129
 CONSTITUTION OF 3RD LEVEL OFFICE COUNCIL
(JCM) IN NCC

1. The Ministry of Defence recognized the All India NCC Defence

Civilians Employees Association in the year 1998. Subsequently by Govt
letter No. 10561/DGNCC/Pers(C) dated 06 Jun 2001 placed at Appendix ‘A’
Min of Defence approved Constitution of 3rd Level office Counsel (JCM)
in NCC organization, consisting of five Official members and five Staff Side
members with DDG (P&F) as Chairperson.

2. As per rules, meetings of the Official Counsel (JCM) are required to

be held at least once in two months. The Associations nominate their
representatives for a term of three years. The meetings are held in different
NCC Dtes at regular intervals. Various issues concerning NCC Civilian
Employees are discussed in the meetings and follow up action is taken on all
points. Minutes of the meetings are issued to all NCC Dtes.

130
 APPENDIX ‘A’

Tele:6194434 Directorate General NCC

West Block-IV, RK Puram
New Delhi-110066

No.10561/DGNCC/Pers (C) 06 Jun 2001

List A & B
CONSTITUTION OF OFFICE COUNCIL JCM

Min of Def/D(JCM) have approved the constitution of Office Council

(JCM) at HQ NCC consisting of the following members:-

Official Side

DDG(P&F) - Chairman
Director (Pers) - Member
Dy Dir (Pers) - Member
ACSO (Pers (C)(i) - Member
ACSO Pers(C)(ii) - Member

Staff side

(As recommended by Gen Secy of the Association)

Shri MI Raja, Asstt, - Gen Secy NCC Dte Kar & Goa
(South Zone)
Shri A Bhattacharjee, Steno Gde-I NCC Dte MP, Bhopal
(Central & West Zone)
Smt Meena Shah, Lady Rep NCC Dte Punjab
(North Zone)
Shri B Sahoo, LDC NCC Dte Orissa
(Eastern Zone)
Shri CK Gogoi, Gest Optr NCC Dte NER

131
 (North East Zone)
2. The meeting of the Office Council (JCM) will be held on date and
time convenient to both the staff side and official side members.

sd/-
(P Raghunarayanan)
Dy Dir (Pers)

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 COMPLAINT COMMITTEE RELATING TO SEXUAL HARASSMENT
OF WOMEN EMPLOYEES
AT WORK PLACES

1. In pursuance of the guidelines issued by the Hon’ble Supreme Court

in its judgment dated 13 Aug 1997, DGNCC has approved constitution of a
Complaint Committee in each NCC Dte and Trg Estts for redressal of
complaints relating to sexual harassment of women employees of the NCC
Central Govt Civilian employees cadre including Girl Cadet Instructors and
WTLOs.

2. The composition of the Complaints Committee is as under:-

(a) WTLO Chairperson

(b) GCI Member
(c) A female employee of the Dte Member
(d) Two Male employees of the Dte Members
(e) One Rep of a NGO working on Gender Member
Issues

3. The Committee shall submit its annual report to HQNCC/Pers(C) in

the prescribed format as on 31 Mar each year.

4. Detailed instructions in this regard are contained in HQNCC letter

NO. 1979/HQNCC/WC/Pers(c) dated 21 Jun 2005 placed at Appendix ‘A’.

133
 APPENDIX ‘A’

Tele: 26715488 Directorate General NCC

West Block-4, RK Puram
New Delhi – 110066

No.1979/HQ NCC/WC/Pers(C) 21 Jun 05

List ‘A’ & ‘B’

JUDGEMENT ISSUED BY SUPREME COURT IN WP (CRL) NoS.666-

70 OF 1992 BY VISAKHA AND OTHERS Vs STATE OF RAJASTHAN
AND OTHERS – CONSTITUTION OF COMPLAINT COMMITTEE

1. A copy of the judgement delivered by the Hon’ble Supreme Court

in Writ Petition (Criminal) Nos.666-77 of 1992 dated 13 Aug 1997 along
with copies of DO letter No.S.27016/1/97-C&WL-II dated 02 Nov 1997
from the Secretary, Ministry of Labour and Min of Defence ID No.A
52029/1/97-D(Est.I/GpI) dated 24 Nov 1997 are enclosed.

2. In pursuance of the guidelines issued by the Hon’ble Supreme

Court in its ibid judgement, the DGNCC has approved constitution of a
Complaints Committee in each NCC Dtes and Trg Estts for redressal of
complaints relating to sexual harassment of women employees of the NCC
Central Govt Civilian employees cadre including Girl Cadet Instructors and
WTLOs.

3. The composition of the Complaints Committee will be as under:-

(a) WTLO - Chairperson

(b) GCI - Member
(c) A female employee of the Dte - Member
(d) Two Male employee of the Dte - Members
(e) One Rep of a NGO working on Gender - Member
issues

4. The Committee shall work in accordance with the guidelines laid

down in the aforesaid judgement of the Hon’ble supreme Court and ensure
time bound disposal of complaints received by them.

5. The Committee shall submit an annual report to HQNCC

(P&F/Pers’C’) indicating position as on 31 Mar on the complaints received

134
by it and action taken thereon in the enclosed proforma. In case no
complaint is received in a year, a ‘Nil’ report will be submitted.

6. It is requested that the guidelines of the Hon’ble Supreme Court

including the definition of sexual harassment, formation of the Complaints
Committee etc may be disseminated to all Gp HQrs/Units under your Dte for
information and compliance by all concerned. It may be ensured that all
women employees of NCC are made aware of these provisions through
display on Notice Boards etc.

7. Receipt of this letter may please be acknowledged.

(P Raghunarayanan)
Dy Dir/Pers
for Dir Gen NCC
Encls: As above.

135
 APPENDIX ‘B’

ANNUAL REPORT OF THE COMPLAINTS COMMITTEE

1. Name of Unit

2. Name of the Head of the Complaint Committee

3. Period of Report

4. Details of Complaints to be indicated as follows:-

Sl.No. Name of complainant Nature of Complaint Action Taken

136
 MOST IMMEDIATE

MINISTRY OF DEFENCE
D(ESTT/Gp I)

Subject :- Guidelines issued by Supreme Court in IL wp No (crl) 666-70

of 1992 by Visakha and other Vs State of Rajasthan and others.

A copy of DO letter No S-27016/1/97-C & WL.II dated 02-11-97 on

the above subject alongwith copy of Judgment WP No 660-70 of 1992 is
sent herewith for express prohibition of sexual harassment in work place and
compliance.

Sd/xxxxx
(VK Singh)
Director

137
 Ministry of Labour
Shram Shakti Bhawan
New Delhi –110001

SECRETARY
Government of India

DO No S-27016/1/97-C&WL.II November 2, 1997

Dear Ajit,

The Hon’ble Supreme Court has in a recent judgement defined what

constitutes sexual harassment in workplace and has laid down certain
guidelines to prevent such harassment. These guidelines have the consent of
the Government. The Supreme Court has directed that these guidelines be
strictly observed at all work places for the preservation and enforcement of
the right to gender equality of working women. The direction of Court
would be binding and enforceable in law until (Article 141 of the
Constitution) a suitable legislation is enacted. A copy of the Judgment (W.P
(CPL) Nos 666-70 of 1992) is enclosed.

2. As the onus for implementation of the guidelines lies solely on the

employer, I would urge to initiate immediate action to specifically ensure the
following:-

(i) Bring to the notice of those working in your Ministry/

Department as well as attached and subordinate offices, autonomous
bodies, public sector undertakings etc the definition of sexual
harassment as laid down by the Supreme Court and its express
prohibition.

(ii) Take all necessary action to suitably modify the Conduct Rules
governing the employees of Public Sector Undertakings under the
jurisdiction of your Ministry to ensure that they include the express
prohibition of sexual harassment and provide for appropriate penalties
against the offender.

(iii) Take all steps necessary to ensure that appropriate work

conditions are provided in respect of work, leisure, health and hygiene
to further ensure that there is no hostile environment towards women
at workplace and no woman employee has reasonable grounds to
believe that she is disadvantaged in connection with her employment.

138
 (iv) Set up a complaint mechanism in your Department to deal with
complaints of sexual harassment. The modalities for setting up such a
mechanism may please be seen at Para 7 of the Judgment. You may
also consider setting up such a mechanism in the attached and
subordinate offices, autonomous bodies etc under jurisdiction of your
Ministry/Department.

3. Action taken for implementation of the guidelines laid down by the

Supreme Court may kindly be intimated to this Ministry at your earliest
convenience.

Yours sincerely,
Sd/xxxxx
(Dr L Mishra)
Enclosure:
Shri Ajit Kumar
Secretary,
Department of Defence’New Delhi

139
 Appendix C

/COPY/

IN THE SUPREME COURT OF INDIA

CRIMINAL ORIGINAL JURISDICTION

Writ Petition (Criminal) Nos 666-70 of 1992

Vishaka & Ors … Petitioner

Versus

State of Rajasthan & Ors … Respondent

JUDGEMENT

Verma, CJI:

This Writ Petition has been filed for the enforcement of the
fundamental rights of working women under Article 14, 19 and 21 of the
Constitution of India in view of the prevailing climate in which the violation
of these rights is not uncommon. With the increasing awareness and
emphasis on gender justice, there is increase in the effort to guard against
such violations, and the resentment towards incidents of sexual harassment
is also increasing. The present petition has been brought as a class action by
certain social activists and NGOs with the aim of focusing attention towards
this societal aberration and assisting in finding suitable methods for
realization of the true concept of ‘gender equality’ and to prevent sexual
harassment of working women in all workplaces through judicial process, to
fill the vacuum in existing legislation.

The immediate cause for the filing of this writ petition is an incident
of alleged brutal gang rape of a social worker in a village of Rajasthan. That
incident is the subject matter of a separate criminal action and no further
mention of it, by us, is necessary. The incident reveals the hazards to which
sexual harassment can degenerate; and the urgency for safeguards by an
alternative mechanism in the absence of Legislative measures.

In the absence of Legislative measures, the need is to find an effective

alternative mechanism to fulfill this felt and urgent social need.
140
 Each such incident results in violation of the fundamental rights of
‘Gender Equality’ and the ‘Rights to Life and Liberty’. It is a clear violation
of the right under Article 14, 15 and 21 of the Constitution. One of the
logical consequences of such an incident is also the violation of the victim’s
fundamental right under Article 19 (1)(g) ‘to practice any profession or to
carry out any occupation, trade or business’. Such violations, therefore,
attract the remedy under Article 32 for the enforcement of these fundamental
rights of women. This class action under Article 32 of the Constitution is for
this reason. A writ, it of mandamus in such a situation, if it is to be
effective, needs to be accompanied by directions for prevention; as the
violation of fundamental rights to carry on any occupation, trade or
profession depends on the availability of safe working environment. Right
to Life means life with dignity. The primary responsibility for ensuring such
safety and dignity through suitable legislation, and the creation of a
mechanism for its enforcement, is of the legislature and the executive.
When, however, instance of sexual harassment resulting in violation of
fundamental rights of women workers under Articles 14, 19 and 21 are
brought before us for redress under Article 32, an effective redressal requires
that some guidelines should be laid down for the protection of these rights to
fill the legislative vacuum.

The notice of the petition was given to the State of Rajasthan and
Union of India. The learned Solicitor General appeared for the Union of
India and rendered valuable assistance in the true spirit of Law Officer to
help us find a proper solution to this social problem of considerable
magnitude. In addition to Ms Meenakshi Arora and Ms Naina Kapoor who
assisted the Court with full commitment, Shri Fali S Nariman appeared as
Amicus Curiae and rendered great assistance. We place on record our great
appreciation for every counsel who appeared in the case and rendered the
needed assistance to the Court which has enabled us to deal with this
unusual matter in the manner considered appropriate for a cause of this
nature.

Apart from Article 32 of the Constitution of India, we may refer to

some other provision which envisage judicial intervention for eradication of
this social evil. Some provisions in the Constitution in addition to Articles
14, 19 (I) (g) and 21 which have relevance are:

Article 15

“15. Prohibition of discrimination on grounds of religion, race, caste, sex

or place of birth:-

141
 (1) A state shall not discriminate against any citizen on only of
religion, race, caste, sex, place of birth or any of them.
(2) xxx xxx xxx
(3) Nothing in this Article shall prevent the state from making any
special provision for women and children.
(4) xxx xxx xxx

Article 42

42. Provision for just and humane conditions of work and maternity relief
– the state shall make provision for securing just and humane condition of
work and for maternity relief.

Article 51A

“51A. Fundamental duties. It shall be the duty of every citizen of

India,

(a) to abide by the Constitution and respect it ideals and

institutions,

xxx xxx xxx

(e) To promote harmony and spirit of common brotherhood

amongst all the people of India transcending religion, linguistic and
regional or sectional diversities: to renounce practices derogatory to
the dignity of women;

xxx xxx xxx

Before we refer to the International conventions and for having relevance in

this field and the manner in which it assume significance in application and
judicial interpretation, my advert to some other provisions in the
Constitution which permit such use. These provisions are:

Article 51 :

51. Promotion of International peace and security- The state shall endeavour
to-

xxxx xxxxx xxxxx

142
(c ) foster respect for International law and treaty obligations in the dealings
of organized people with one another: and

Article 253

“253. – Legislation for giving effect to International agreements-

Notwithstanding anything in the foregoing provisions of this Chapter,
Parliament has power to make any law for the whole or any part of the
territory of India for implementing any treaty, agreement or convention with
any other country or countries of any decision made at- any International
conference, association or other body”

Seventh Schedule:

List 1-Union List:

Xxxxxx xxxx xxxx

14. Entering into treaties and agreements with foreign countries and
implementing or treaties, agreements and conventions with foreign countries
xxxxxx xxxxxx xxxxxx

In the absence of domestic law occupying the field, to formulate

effective measures to check the evil of sexual harassment of working women
at all work places, the contents of International Conventions and norms are
significant for the purpose of interpretation of the guarantee of gender
equality, right to work with human dignity in Articles 14, 15, 19(1)(g) and
21 of the constitution and the safeguards against sexual harassment implicit
therein. Any International convention not inconsistent with the fundamental
rights and in harmony spirit must be read into these provisions to enlarge the
matter and content thereof, to promote the object of the Constitutional
guarantee. This is implicit from Article 51(C ) and the enabling power of
the Parliament to enact laws for implementing the International Conventions
and norms by virtue of Article 253 read with Entry 14 of the Union List in
Seventh Schedule of the Constitution. Article 73 also is relevant. It
provides that the executive power of the union shall extend to such matters,
with respect to which Parliament has power to make laws. The executive
power of the Union is, therefore, available till the Parliament enacts
legislation to expressly provide measures needed to curb the evil.

Thus, the power of this court under Article 32 for enforcement of the
fundamental rights and the executive power of the Union have to meet the
challenge to protect the working women from sexual harassment and to
make their fundamental rights meaningful. Governance of the society by rule
143
of law mandates this requirement as a logical concomitant of the
constitutional scheme. The exercise performed by the court in this matter is
with this common perception shared with learned Solicitor General and
other members of the bar who rendered valuable assistance in the
performance of this difficult task in public interest.

The progress made at each hearing culminated in formulation of

guidelines to which the Union of India gave its consent though the learned
Solicitor General. Indicating that these should be the guidelines and norms
declared by this Court to govern the behaviour of the employers and all
others at the work places to curb this social evil.

Gender equality includes protection from sexual harassment and right

to work with dignity, which is a universally recognized basic human right.
The common minimum requirement of this right has received global
acceptance. The International Conventions and norms are, therefore, of
great significance in the formulation of the guidelines to achieve this
purpose.

The obligation of this Court under Article 32 of the Constitution of the

enforcement of these fundamental rights in the absence of legislation must
be viewed along with the role of judiciary envisaged in the Beijing
Statement of Principles of the Independence of the Judiciary in the
LAWASIA region. These principles were accepted by the Chief Justices of
the Asia and the Pacific at Beijing in 1995 as those representing the
minimum standards necessary to be observed in order to maintain the
independence and effective functioning of the judiciary. The objectives of
the judiciary mentioned in the Beijing Statement are:

“Objectives of the Judiciary:

10. The objectives and functions of the judiciary include the following:

(a) to ensure that all persons are able to live securely under the Rule
of Law;
(b) to promote, within the proper limits of the judicial function, the
observance and the attainment of human rights; and
(c) to administer the law impartially among persons and between
persons and the State

Some provisions in the ‘Convention on the Elimination of All Forms

of Discrimination against Women’, of significance in the present context
are:

144
Article 11:

1. States Parties shall take all appropriate measures to eliminate

discrimination against women in the field of employment in order to ensure,
on a basis of equality of men and women, the same rights, in particular:

(a) The right to work as an inalienable right of all human beings

xxx xxx xxx
(f) The right to protection of health and to safety in working conditions,
including the safeguarding of the function of reproduction.

Article 24:

States parties undertake to adopt all necessary measures at the national

level aimed at achieving the full realization of the rights recognized in the
present Convention,

The general recommendations of CEDAW in this context in respect of

Article 11 are:-

VIOLANCE AND EQUALITY IN EMPLOYMENT:

22. Equality in employment can be seriously impaired when women are

subjected to gender specific violence, such as sexual harassment in the work
place.

23. Sexual harassment includes such unwelcome sexually determined

behavior as physical contacts and advances, sexually colored remarks,
showing pornography and sexual demands, whether by words or actions.
Such conduct can be humiliating and may constitute health and safety
problem; it is discriminatory when the woman has reasonable grounds to
believe that her objections would disadvantage her in connection with her
employment, including recruiting or promotion, or when it creates a hostile
working environment. Effective complaints procedures and remedies,
including compensation, should be provided.

24. States should include in their reports information about sexual

harassment, and on measures to protect women from sexual harassment and
other forms of violence of coercion in the work place”

The Government of India has ratified the above Resolution on June

25, 1993 with some reservations which are not material in the present
context . At the Fourth World Conference on Women in Beijing, the

145
Government of India has also made an official commitment, inter-alia, to
formulate and operationalize a national policy on women which will
continuously guide and inform action at every level and in every sector; to
set up a commission for Women’s Rights to act as a public defender of
women’s human rights; to institutionalize a national level mechanism to
monitor the implementation of the Platform for Action. We have, therefore,
no hesitation in placing reliance on the above for the purpose of construing
the nature and ambit of constitutional guarantee of gender equality of our
Constitution.

The meaning and content of the fundamental rights guaranteed in the

Constitution of India are of sufficient amplitude to encompass all the facets
of gender equality including prevention of sexual harassment of abuse.
Independence of Judiciary forms a part of our Constitutional scheme. The
International conventions and norms are to be read into them in the absence
of enacted domestic law occupying the field when there is no inconsistency
between them. It is now an accepted rule of judicial construction that regard
must he had to International conventions and norms for construing domestic
law when the is no inconsistency between them and there is a void in
domestic law. The High Court of Australia in Minister for immigration
and ethnic Affairs vs. Tech. 128 ALR 353, has recognized the concept of
legitimate expectation of its Observance in the absence of a contrary
legislative provision, even in the absence of a Bill of Rights in the
Constitution of Australia.

In Nilabati Behera Vs State of Orissa, 1993(2) SCC746, a provision in

the ICCPR was referred to support the view taken that an enforceable right
to compensation is not alien to the concept of enforcement of a guaranteed
right’, as a public law remedy under Article 32, distinct from the private law
remedy in torts. There is no reason why these International conventions and
norms cannot, therefore, be used for constituting the fundamental rights
expressly guaranteed in the Constitution of India which embody the basic
concept of gender equality spheres of human activity.

In view of the above, and the absence of enacted law provided for the
effective enforcement of the basic human right gender equality and
guarantee against sexual harassment abuse, more particularly against sexual
harassment at places, we lay down the guidelines and norms specified
hereinafter for due observance at all work places or of institutions, until a
legislation is enacted for the purpose. They done in exercise of the power
available under Article 32 of Constitution for enforcement of the
fundamental rights and further emphasized that this would be treated as the
law declared by this Court under Article 141 of the Constitution.

146
 The Guidelines and Norms prescribed herein are as under:-

HAVING REGARD to the definition of ‘human rights’ in Section

2(d) of the Protection of Human Rights Act, 1993,

TAKING NOTE of the fact that the present civil and penal laws in
India do not adequately provide for specific protection of women from
sexual harassment in work places and that enactment of such legislation will
take considerable time.

It is necessary and expedient for employers in work places as well as

other responsible persons or institutions to observe certain guidelines to
ensure the prevention of sexual harassment of women:

1 Duty of the Employer or other responsible persons in work places and

other institutions:

It shall be the duty of the employer or other responsible persons in work

places or other institutions to prevent or deter the commission or acts of
sexual harassment and to provide the procedures for the resolution,
settlement or prosecution of acts of sexual harassment by all steps required.

2 Definition:

For this purpose, sexual harassment includes such unwelcome

sexually determined behavior (whether directly or by implication) as:

(a) physical contact and advances;

(b) a demand or request for sexual favours;
(c) sexually coloured remarks;
(d) showing pornography;
(e) any other unwelcome physical, verbal or non-verbal conduct of
sexual nature.

Where any of these acts is committed in circumstances where-under the

victim of such conduct has a reasonable apprehension that in relation to the
victim’s employment or work whether she is drawing salary, or honorarium
or voluntary, whether in government, public or private enterprise such
conduct can be humiliating and may constitute a health and safety problem,
it is discriminatory for instance when the women has reasonable grounds to
believe that her objection would disadvantage her in connection with her
employment or work including recruiting or promotion or when it creates a
hostile work environment. Adverse consequences might be visited if the

147
victim does not consent to the conduct in question or raises any objection
thereto.

3 Preventive Steps:

All employers or persons in charge of work place whether in the public or

private sector should take appropriate steps to prevent sexual harassment.
Without prejudice to the generality of this obligation they should take the
following steps:

(a) Express prohibition of sexual harassment as defined above at

the work place should be notified, published and circulated in
appropriate ways.

(b) The Rules/Regulations of Government and Public Sector

bodies relating to conduct and discipline should include
rules/regulations prohibiting sexual harassment and provide for
appropriate penalties in such rules against the offender:

(c) As regards private employers steps should be taken to include

the aforesaid prohibitions in the standing orders under the industrial
Employment (Standing Orders) Act, 1946.

(d) Appropriate work conditions should be provided in respect of

work, leisure, health and hygiene to further ensure that there is no
hostile environment towards women at work places and no employee
woman should have reasonable grounds to believe that she is
disadvantaged in connection with her employment.

4 Criminal Proceedings:

Where such conduct amounts to a specific offence under the Indian

Penal Code or under any other law the employer shall initiate appropriate
action in accordance with law by making a complaint with the appropriate
authority.

In particular, it should ensure that victims, or witnesses are not

victimized or discriminated against while dealing with complaints or
sexual harassment. The victims of sexual harassment should have the
option to seek transfer of the perpetrator or their own transfer.

5 Disciplinary Action:

148
Where such conduct amounts to mis-conduct in employment as defined by
the relevant service rules, appropriate disciplinary action should be initiated
by the employer in accordance with those rules.

6 Complaint Mechanism:

Whether or not such conduct constitutes an offence under law or a breach of

the service rules, an appropriate complaint mechanism should be created in
the employer’s organization for redress of the complaint made by the victim.
Such complaint mechanism should ensure time bound treatment of
complaints.

7 Complaints Committee:

The complaint mechanism, referred to in (6) above, should be adequate

to provide, where necessary, a Complaints Committee, a special
counselor or other support service, including the maintenance of
confidentiality.

The Complaints Committee should be headed by a woman and not less

than half of its member should be women. Further, to prevent the
possibility of any undue pressure or influence from senior levels, such
Complaints Committee should involve a third party either NGO or other
body who is familiar with the issue of sexual harassment.

The Complaints Committee must make an annual report in the

Government department concerned of the complaints and action taken by
them.

The employers and person in charge will also report on the

compliance with the aforesaid guidelines including on the
reports of the Complaints Committee to the Government
department.

8 Workers’ Initiative:

Employees should be allowed to raise issues of sexual harassment at workers

meeting and in other appropriate forum and it should be affirmatively
discussed in Employer-Employee Meetings.

9 Awareness:

149
Awareness of the right of female employees in this regard should be created
in particular by prominently notifying the guidelines (and appropriate
legislation when enacted on the subject) in a suitable manner.

10 Third Party Harassment:

Where sexual harassment occurs as a result of an act or omission by any

third party or outsider, the employer and person in charge will take all steps
necessary and reasonable to assist the affected person in terms of support
and preventive action.

11 The Central/State Governments are requested to consider adopting

suitable measures including legislation to ensure that the guidelines laid
down by this order are also observed by the employers in Private Sector.

12 These guidelines will not prejudice any rights available under the
Protection of Human Rights Act, 1993.

Accordingly, we direct that the above guidelines and norms would be strictly
observed in all work places for the preservation and enforcement of the right
to gender equality of the working women, these directions would be binding
and enforceable in law until suitable legislation is enacted to occupy the
field, these writ petitions are disposed of, accordingly.

…………………. CJI
………………….. J
(Sujata V. Manohar)
……………………. J
(B.N. Kirpal)

New Delhi
August 13, 1997.

150
 GRANT OF LOANS AND ADVANCES

House Building Advance

1. For purposes of facilitating the NCC Central Govt Civilian

Employees for Purchasing of plot and construction thereon, Purchase
of a new ready built house/flat, enlarging/renovating living
accommodation, Construction of a new house on the plot owned by the
official or the official and the official’s wife/husband jointly “House
Building Advance” is admissible subject to fulfillment of the eligibility
criteria and conditions applied at the time of sanction of HBA.

Conditions to be fulfilled

2. The cost of the house to be built/purchased (excluding the cost of

the plot) should not exceed 134 times (the Basic Pay + DP + Stagnation
Increment) of the Govt servant subject to minimum of Rs. 7.50 lakhs
and a maximum of Rs. 18 lakhs.

3. In individual cases, if the Administrative Ministry is satisfied on

the merits of the case, the cost ceiling may be relaxed up to a maximum
of 25%.

4. The official should not have availed of any loan or advance for the
purpose from any other Govt. source viz., State Housing Board, etc.
However, an official can apply for advance under HBA Rules if he
undertakes to repay the outstanding loan/advance with interest in one
lumpsum.

5. If the official makes a final withdrawal from his GPF for this
purpose, the total amount of the advance and final withdrawal should
not exceed the limit in 1 above.

6. The official or the official’s wife/husband/minor child should not

already own a house in the town/urban agglomeration where the house
is proposed to be constructed or acquired with the advance from
Government. If, however, the official is a member of HUF which owns
a house at the same place, he may be granted advance under these rules
but the amount will be restricted to 60% of the normal entitlement.

7. The title to the land should be clear; the land may be owned by
the official or by the official and official’s wife/husband jointly.

151
8. If the advance is for purchase of ready built house/flat from
private parties, the house/flat should be new and unlived in and the
applicant should get it valued at his cost by registered valuers.

9. If the advance is for enlarging living accommodation in an

existing house, the total cost of the existing structure (excluding the cost
of land) and the cost of proposed addition/expansions should not exceed
the limit in 1 above.

10. If the advance is for constructing residential part of the building

on a shop-cum-residential plot situated in a residential colony-

(a) The cost of land and the cost of superstructures of the

proposed residential portion and shop(s) should not exceed the
ceiling limit.

(b) The entire property including the shop(s) and the

residential portion should be mortgaged.

(c) The entire building including the shop(s) should be insured

against fire, lightning, floods, etc.

11. The house/flat constructed/acquired should be used only for

residential purposes and using it in any other manner will be violation
of the conditions for grant of HBA.

12. A reconveyance deed as per proforma at Appendix ‘A’ on the

stamp paper as applicable in each state shall be signed by the govt
employee.

13. Recovery

The entire amount of advance together with interest is repayable

in 20 years, 180 montly instalments for principal and 60 instalments for
interest. The official may elect to repay in a shorter period.

14. Interest

The advance carry simple interest from the date of payment of the
first inslatment and is calculated on the balance outstanding on the last
day of each month. No interest is chargeable beyond the date of
retirement/death of the Govt servant. Presently, the rate of interest

152
varies from 5.0% to 9.5% depending upon the amount of loan
sanctioned.

153
 Appendix ‘A’

GRANT OF ADVANCE FOR THE PURCHASE OF LAND OR

PART/FULL CONSTRUCTION, ENLARGEMENT,
ETC., OF A HOUSE

APPLICATION FORM
(To be filled by the applicant)

GENERAL

1. Name (in Block Letters)………………….In Ministry/Office………

2. Post held (i) Permanent……………….In Ministry/Office……………

(iii)Temporary/Offig ………..…..In Ministry/Office……….
(iv)Length of service on the date of application
………………….
3. Present pay as defined in Rule 4 (b) and Scale of Pay………………

4. Date of Superannuation …………………………………………….

5. Amount of Provident Fund /any other advance/final withdrawal taken

for purchase of land/construction (an attested copy of sanction to be
enclosed)…………………………………………………….

PARTICULARS RELATING TO ADVANCE:

7. If advance is needed for purchase of a plot and/or for construction of a

new house, please give the following information:-

8. (a) Plot

Location Rural/ Is it clearly Appro- (a) Cost If not Unexpired

with Urban demarcated ximate (b)Amount purchased portion of
address and area (in actually when lease if
developed sq. mtrs.) paid proposed not
to be freehold
acquired
1 2 3 4 5 6 7

154
(b) Construction

Floor wise area to Estimated Amount of advance No. of Installments

be constructed in Cost required (for land/ for repayments
(sq mtrs.) construction/both)
8 9 10 11
G. Floor
I Floor
II Floor

9. If advance is required for enlarging the existing house, please state--

Locatio Plint Plinth area Cost of Cost of Total Total Amoun No. of
n with h proposed constru propos- Plint Cost t of Installment
address area for -ction/ ed h (4+5 advanc s for
(in enlargemen acquis- enlarge area ) e repayments
sq. t (in sq. ition of -ment (2+3) require
mtrs) mtrs) existin d
g house

[Note. –If the enlargement is proposed on any floor other than ground floor,
a certificate from an approved Engineer to the effect that foundation of the
existing structure can safely take the load of the proposed enlargement,
should be enclosed.]

10. If advance is required for purchase of a ready-build house/flat, please

state:-

Location Plinth When Price The Amount Amount No of

with area (in con- settled agency (a)already of installment
address sq. structed from paid advance for
mts.) whom to (b)to be required repayment
be paid
purchased
1 2 3 4 5 6 7 8
(a)
(b)

155
MISCELLANEOUS

11. If you or any dependent member of your family already own(s) a house,
please state--

Location with Plinth area (Floor- Present fair market Reasons for
address wise) value acquiring another
Rs. house or enlarging
the existing house
1 2 3 4

12. Have you enclosed – (a) the relevant

construction plan approved by the
Municipal Authority concerned; and
(b) detailed construction estimates based
on Central/State PWD Schedule, prevailing
in the area corrected as per relevant cost of
Index duly signed by qualified Engineer.

DECLARATION

1. 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.

2. I have read the rules regulating the grant of advances to Central

Government servants for purchase of land and purchase/construction of
building, etc., and agree to abide by the terms and conditions stipulated
therein.

3. I certify that --

(i) My wife/husband is not a Central Government servant/my

wife/husband who is a Central Government servant, has not
applied for and/or obtained an advance under these rules;

(ii) Neither I nor my wife/husband/minor child has applied for

and/or obtained any loan from any Government source (e.g.,
Ministry of Rehabilitation or under any Central or State
Housing Scheme);

156
 (iii) The construction of the house for which the advance has been
applied for, has not yet commenced.

Station ………….. Signature of the Applicant …………

Dated ………… Designation………..

Department/Office in which employed

157
 Appendix ‘B’

FORM OF AGREEMENT TO BE EXECUTED AT THE TIME OF

DRAWING AN ADVANCE BY A CENTRAL GOVERNMENT
SERVANT FOR THE PURCHASE OF PLOT OF LAND AND
BUILDING A HOUSE, ENLARGEMENT OF EXISTING HOUSE
AND PURCHASE OF A READY BUILD HOUSE, WHERE THE
TITLE IS ABSOLUTE

[Rule 5(a) (1), 5(a)(3) and 5(a)(5)]

AN AGREEMENT MADE THIS …………………day of

…………………two thousand and ………………..BETWEEN \son 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 President of India (hereinafter called
‘the Government’ which expression shall unless excludes by or repugnant to
the subject or context includes his successors in office and assigns) of the
other part, WHEREAS the Borrower desires to purchase land and construct
a house thereon/enlarge living accommodation in his/her house at
…………..purchase a ready built house at ………………described in the
scheduled hereto annexed and WHEREAS the Borrower has under the
provision of rules framed by the Government of India to regulate the grant of
advances to Central Government servants for building, etc. of houses
(hereinafter referred to as the “said rules”, which expression shall, where the
context so admits, includes any amendment thereof or addition for the time
being in force) applied to the Government for an advance of Rupees
…………………….to purchase land and construct a house thereon/enlarge
living accommodation in his/her house/purchase a ready built house as
aforesaid and the Government has sanctioned an advance of Rupees ………
to the Borrower, vide the Ministry/Office 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 amount

of the first installment) to be paid by the Government after the execution of
this agreement for the purchase of land and the sum of Rupees
……………… (insert balance amount to be paid ) to be paid by the
Government to the Borrower as provided in the said rules, the Borrower
hereby agrees with the Government -

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(a) To repay to the Government 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
………………….or from the month following the completion
of the house, whichever is earlier and deductions from his
monthly pay, leave salary and substinence allowance bills,

(b) (i) Within 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
Government/Head of the Department may allow in this behalf,
to expand the aforesaid amount in the purchase of land and to
produce for inspection of the Government the sale deed in
respect thereof failing which the Borrower shall refund to the
Government the entire amount of the advance received by him
together with interest thereon.

(ii) Within three months from the date of the receipt of the
aforesaid advance of Rs. ………………..(Rs………..) to
expend the aforesaid amount in the purchase of the said
ready built house and mortgage it to the Government
failing which the Borrower shall refund forthwith to the
Government the entire amount of advance received by him
altogether with interest thereon unless an extension of time
is granted by the Government.

(iii) To complete construction/enlargement of the said house

within eighteen months of …………………..strictly in
accordance with the plan and specifications to be approved by
the Government 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 Government.

(iv) Within three months of taking possession of the ready

built flat under the Self-Financing Housing Scheme of the
…………………mortgage it to the Government of India failing
which the Borrower shall refund shall refund forthwith to the
Government the entire amount received by him together with

159
 interest thereon unless an extension of time is granted by the
competent authority.

(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 Government forthwith.

(3) To execute a document mortgaging the said house/land along with the
house to be built thereon to the Government 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 Government within two month of the date of drawl of the
part of the advance of that purpose, or within such further time as the
Government/Head of the Department may allow in this behalf/ if the house
is not purchased and mortgaged within three months of the drawl of the
advance or within further time as the Government/Head of the Department
may allow in this behalf /if the borrower fails to complete the
construction/enlargement of the said house, as hereinbefore agreed, or if the
Borrower becomes insolvent or quits the service of the Government or dies,
the entire amount of advance together with interest accruing thereon shall
immediately become due and payable to the Government.

(5) The Government shall be entitled to recover the balance of the said
advance with interest remaining unpaid at the time of his retirement or death
preceding retirement from the whole or any specified part of the gratuity that
may be sanctioned to him.

(6) Within prejudice to any other right of the Government in that behalf, if
any amount becomes refundable or payable by the borrower to the
Government, the Government will be entitled to recover the same as arrears
of land revenue.

(7) The stamp-duty payable on these presents shall be borne and paid be the
Government.

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SCHEDULED ABOVE REFERRED TO

IN WITNESS WHEREOF THE BORROWER has hereunto set his

hand and Shri ………………in the Ministry/Office of …………….for and
on behalf of the president of India has hereunto set his hand.

Signed by the said Borrower

……………………………….
(Signature of the Borrower)
In the presence of –

1st witness :
Address :
Occupation :

2nd witness :
Address :
Occupation :

Signed by Shri ………………………………….

In the Ministry/Office of …………………………

………………………………………………
(For and on behalf of the President of India)

In the presence of –
1st witness :
Address :
Occupation :

2nd witness :
Address :
Occupation :

161
 APPENDIX ‘C’

FORM OF RECONVEYANCE FOR HOUSE BUILDING ADVANCE

(VIDE RULE 8 (d))

FORM NO.7

THIS DEED OF RECONVEYANCE IS MADE THIS

________day of __________ 2005 BETWEEN THE PRESIDENT OF
INDIA (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 one part and______ (here-in-after 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 the

month of ______and made between the Mortgagor of the one part and the
Mortgagee of the other part and registered at _____in Book ____Volume
No ____ Pages _______as S.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 _________/- made by the Mortgagee to the Mortgagor.

AND WHEREAS ALL MONEYS due and owing to the security of

the PRINCIPAL INDENTURE have been fully paid and satisfied and the
Mortgagee to execute re-conveyance of the Mortgaged premises as is
hereinafter contained. NOW THIS INDENTURE WITNESSETH that in
pursuance of the said agreement and consideration of the premises the
Mortgagee doth hereby grant, assign and reconvey unto the Mortgagor, ALL
THAT THE ready build house 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 here before expressed to be hereby granted,
assigned and reconveyed unto and to the use of the Mortgagor, for ever freed

162
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 hereby covenants with Mortgagor that the
Mortgagee has not done or knowingly suffered or been party of privy to
anything whereby the said premises or any part thereof, are/is can be
impeached encumbered or effected in title estate or otherwise who-so-ever,
IN WITNESS whereof the Mortgagee has______________________ on
his behalf to set his hand the day and year first above written.

SCHEDULE ABOVE REFERRED TO

Signed by _____________________________for and on behalf of the

Mortgagee ___________________________

(Signature)
(For and on behalf of the President of India)

In the presence of:

1st Witness :

Occupation :

Address :

2nd Witness :

Occupation :

Address :

163
 GRANT OF ADVANCE FOR MOTOR CYCLE & SCOOTER

1. P&F Dte deals with grant of advance for Motor Cycle and Scooters.
For bicycle advance, requisite funds are allotted to the respective Dtes.

2. The relevant Rules/Instructions regarding grant of Motor

Cycle/Scooter/Moped Advance are quoted below from the GFR as amended
vide the latest order issued by the Ministry of Finance:-

(a) Conditions of Eligibility :-

(i) The authority competent to sanction the advance is

satisfied at the Government Servant has the capacity to repay the
advance.

(ii) The advance for purchase of Motor Cycle/Scooter/Moped

shall be granted to those Government Servants who’s Basic Pay
plus dearness Pay is Rs. 6900/-per month or more. The authority
competent to sanction this advance may however relax this
condition in deserving cases.

(b) Amount of Advance :-

The amount of Advance for the first occasion shall not

exceed Rs. 30000/- or 04 months Basic Pay plus DP or the
anticipated price of the Motor Cycle/Scooter/Moped which ever
is the least. For the second and subsequent occasions the
amount shall be restricted to Rs. 24000/- or 3 months Basic Pay
plus DP or the anticipated price of the Motor Cycle/Scooter/Moped
which ever is the least.

(c) Recovery :-

The amount of advance granted to Govt Servant for the

purchase of Motor Cycle/Scooter/Moped shall be recovered from him
in equal monthly installments as he may elect, but such number shall
not be more than seventy.

(c) Application form for drawal of Motor Cycle/Scooter advance is

given in Appendix ‘B’

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 APPENDIX ‘D’ to Chapter-23

APPLICATION FORM FOR ADVANCE FOR THE PURCHASE

OF MOTOR CYCLE, SCOOTER

1. Name of the applicant :

2. Applicant’s designation :
3. District & Station :
4. Pay
(i) Substantive Pay :
(ii) Officiating pay or pay drawn in temporary pos
(iii) Special Pay/Personnel Pay :

5. Anticipated price of motor cycle :

6. Amount of advance required :
7. Date of superannuation or retirement or date of expiry of
contract in case of a contract officer

8. Number of installments in which the advance is desired to be

repaid :
9. Whether advance for similar purpose was obtained previously
and if so :-
(i) Date of drawal of the advance :
(ii) The amount of advance and/or interest thereon still
outstanding, if any :
10. Whether the intention is to purchase:-
(i) A new or an old motor cycle :
(ii) If the intention is to purchase motorcycle through a
person other than a regular or reputed dealer or agent, whether
previous sanction of the competent authority has been obtained
as required under rule 15(2) of the Central Civil Services
(Conduct) Rules, 1964
11. Whether the officer is on leave or is about to proceed on leave:-
(i) The date of commencement of leave:
(ii) The date of expiry of leave:
12. Are any negotiations or preliminary enquiries being made so
that delivery may be taken of the motor cycle/scooter within
one month from the date of drawal of the advance.
13. (i) Certified that the information given above is complet and
true.
(ii) Certified that I have not taken delivery of the motor cycle
on account of which I apply for the advance, that I shall
complete negotiations for the purchase of the vehicle and take

165
 possession of the same before the expiry of one month from the
date of drawal of the advance and that I shall insure it from the
date of taking its delivery.

Place : ___________________

Date: Applicant’s Signature

166
 PROCEDURE FOR MEDICAL RE-IMBURSEMENT

1. Central Services (Medical Attendance) Rules 1944 are applicable to

all Central Govt Civilians paid from the Defence Services estimates and
their families on duty, leave or away on TD.

2. Under this rule, a Govt servant or his family member is entitled for
free of charge medical treatment in such Govt hospitals at or near the place
where he falls ill. If there is no such hospital, he is entitled for re-
imbursement of any amount paid by him on account of such treatment on
production of an essentiality certificate in writing by the authorized medical
attendant in this behalf.

3. The powers have been delegated vide letter No. S-12020-4/97-

CGHS(P) dated 7 Mar 2000 to the Heads of Departments (HODs) in respect
of Central Govt Servants who are beneficiaries of CGHS in the following
cases :-

(a) A serving Central Govt servant covered under CGHS who is

taking treatment in some CGHS dispensary/Govt hospital and desires
to obtain treatment in a private hospital recognized under CGHS, the
HOD may grant him permission for indoor treatment on the basis of
the medical prescription issued to the CGHS beneficiary.

(b) The Heads of Departments(HODs) may decide the cases of

reimbursement of medical claims in respect of treatment obtained in
emergency at private hospital/nursing home/clinic, subject to item-
wise ceiling as per rates prescribed for CGHS beneficiaries without
financial limit on the total amount to be reimbursed.

4. In respect of the Central Govt Civilian employees at various NCC

Directorates, DDG (P&F) is the competent sanctioning authority and hence
all medical reimbursement cases are to be forwarded to Pers (C) for sanction
and approval.

167
 LEAVE RULES

1. The Government of India have made provisions under CCS Leave

Rules for certain type of leave available to all the Central Government
Civilian employees, to meet their Family, medical and Social liabilities.

2. General Principles governing leave with relevant CCS Leave Rules-

(i) Leave cannot be claimed as a matter of right. _ Rule 7 (1).

(ii) The Leave sanctioning authority may refuse or revoke leave of

any kind, but cannot alter the kind of leave due and applied for. –
Rule 7 (2)

(iii) Leave of one kind taken earlier may be converted into leave of
a different kind at a later date at the request of the official and at the
discretion of authority who granted the leave. The Government
servant should apply for such conversion within thirty days of a
completion of the relevant spell of leave. This, however, cannot be
claimed as a matter of right by the official. – Rule 10 (i) and Proviso.

(iv) Conversion of one kind of leave into leave of a different kind is

permissible only when applied for by the official while in service and
not after quitting service. – Rule 10, GII.

(v) Leave sanctioning authority may commute retrospectively

periods of absence without leave into Extraordinary leave. Rule32 (6).

(vi) No leave of any kind can be granted for a continuous period

exceeding five years except with the sanction of the President. Rule12

(vii) An official on leave should not take up any service or

employment elsewhere without obtaining prior sanction of the
Competent Authority. - Rule 13

(viii) Willful absence from duty after the expiry of leave renders a
Government servant liable to disciplinary action. – Rule 25 (2)

(ix) Absence without leave not in continuation of any authorized

leave will constitute an interruption of service unless it is regularized
- Audit Instruction under Rule 25 (1).

168
3. Various types of leave available:-

(a) Earned Leave

(i) These leaves are credited in advance at a uniform rate of

15 days on the 1st January and 1st July every year. Earned leave
can be accumulated up to 300 days (including the number of
days for which encashment has been allowed along with LTC).
– Rule 26 (1) and notification dated 18-04-2002.

(ii) While limiting the maximum of 300 days ,where the

balance at credit is 286-300 days, further advance credit of 15
days on 1st January /1st July will be kept separately and set-off
against the EL availed of during that half-year ending 30th
Jun/31st December. However, if the leave availed is less than
15 days, the remainder will be credited to the leave account
subject to the ceiling of 300 days at the close of that half-year.
Rule 26, GID (2) (c).

(iii) The credit for the half year in which a Government

servant is appointed will be afforded at the rate of 2.5 days for
each completed calendar month of service which he is likely to
render in the calendar half year in which he is appointed. - Rule
27 (1).

(iv) Earned leave can be availed up to 180 days at a time. –

Rule 26 (2)

(b) Half pay leave

(i) Half pay leave is credited in advance at the rate of 10

days on the 1st January and 1st July every year. The advance
credit for the half-year in which a Government servant is
appointed will be at the rate of 5/3 days for each completed
calendar month of service he is likely to render in the half year
in which he is appointed.

(ii) Half pay leave can be availed either with or without

medical certificate. – Rule 29 (4)

(iii) While affording credit, fraction shall be rounded off to

the nearest day. – Rule 29 (5)

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(c) Commuted Leave

(i) Commuted leave not exceeding half the amount of half

pay leave due can be taken on medical certificate. – Rule 30 (1).

(ii) Commuted leave as follows can be taken without medical

certificate:-

(aa) up to a maximum of 90 days in the entire service if

utilized for an approved course of study certified to be in
public interest. – Rule 30 (1-A)

(ab) up to a maximum of 60 days by a female

Government servant if it is in continuation of maternity
leave. Rule 43 (4).

(ac) up to a maximum of 60 days by a female

Government servant with less than two living children if
she adopts a child less than one year old. – Rule 43-B.

(iii) Commuted leave can be granted only when the leave

sanctioning authority is satisfied that there is a reasonable
prospect of the Government servant returning to duty on its
expiry. So it cannot be granted as leave preparatory to
retirement. – Rule 30 (1) (a).

(iv) Commuted leave may be granted at the request of the

Government servant even when earned leave is available. –
Note below Rule 30.

(d) Leave Not Due (LND)

(i) Leave Not Due may be granted to a permanent

Government servant with no half pay leave at credit.

(ii) It is granted on medical certificate {Exception : (iii)

below} if the leave sanctioning authority is satisfied that there
is a reasonable prospect of the Government servant returning to
duty on its expiry. – Rule 31 (1)

(iii) It may be granted without medical certificate-

(aa) in continuation of maternity leave. – Rule 43 (4)

170
 (ab) to a female Government servant with less than two
living children on adoption of a child less than a year
old.– Rule 43-B.

(iv) The amount of leave should be limited to the half pay

leave that the Government servant is likely to earn
subsequently. – Rule 31 (1)(b).

(v) LND during the entire service is limited to a maximum

of 360 days – Rule 31 (1)

(vi) LND will be debited against the half pay leave that the
Government servant earns subsequently. – Rule 31 (1) (c).

(vii) It cannot be granted in the case of ‘Leave preparatory to

retirement’ – Rule 31 (1)

(e) Extraordinary Leave (EOL)

(i) Extraordinary leave is granted to a Government servant

when no other leave is admissible or when other leave is
admissible, but the Government servant applies in writing for
extraordinary leave. – Rule 32 (1)

(ii) Extraordinary leave cannot be availed concurrently

during the notice period, when going on voluntary retirement. –
Rule 32, GID(2)

(iii) EOL may also be granted to regularize periods of

absence without leave retrospectively. – Rule 32 (6).

(f) Maternity Leave

• Leave as under is admissible to married/unmarried

female employees during -

(a) Pregnancy: 135 days.- Admissible only to

employees with less than two surviving children. – Rule
43(1)

(b) Miscarriage/abortion (induced or otherwise):

Total of 45 days in the entire service excluding any such
171
 leave taken prior to 16-06-1994. Admissible irrespective
of number of surviving children. Application should be
supported by a certificate from a Registered Medical
Practitioner for Non Gazetted Officers and from
Authorised Medical Attendant for Gazetted Officers. –
Rule 43 (3)

(i) The leave is not debited to the leave account. – Rule 43 (5)

(ii) It is granted on full pay. – Rule 43 (2)

(iii) It may be combined with leave of any other kind. –

Rule 43 (4)

(iv) Not admissible for ‘threatened abortion – Rule 43, GID (4)

(g) Paternity Leave

(i) Eligibility: Male Government servant with less than two

surviving children. Apprentices are also eligible.

(ii) Duration :

Fifteen days during wife’s confinement.

(iii) Not to be debited to the leave account. May be combined

with any other kind of leave except casual leave.

(iv) Not to be refused normally.

(v) To be applied fifteen days before or up to six months

from the date of delivery. – Rule 43-A

(vi) Leave Salary : Equal to last pay drawn

(h) Casual Leave

• In a calendar year eight days of casual leave is permissible.

Casual leave is not a recognized form of leave and is not subject to
any rules made by the Government of India. An official on Casual
Leave is not treated as absent from duty and pay is not intermitted.

172
 (i) Casual Leave can be combined with Special Casual
Leave/vacation but not with any other kind of leave.

(ii) It cannot be combined with joining time.

(iii) Sundays and Holidays falling during a period of Casual

Leave are not counted as part of Casual Leave.

(iv) Sundays/public holidays/restricted holidays/weekly offs

can be prefixed/suffixed to Casual Leave.

(v) Casual Leave can be taken while on tour, but no daily

allowance will be admissible for the period.

(vi) Casual Leave can be taken for half day also.

(vii) Essentially intended for short periods. It should not

normally be granted for more than 5 days at any one time,
except under special circumstances.

(viii) LTC can be availed during Casual Leave.

(ix) Individuals appointed and joining duty during the middle

of a year may avail of Casual Leave proportionately or to the
full extent at the discretion of the Competent Authority

4. In addition to the above mentioned leave, depending on the

circumstances, the following types of leave are also available to a
Government servant:-

(a) Leave to female Government servant on adoption of a child-

A female Government servant, with less than two surviving children,
on adoption of a child may be granted leave of the kind due and
admissible (including, leave not due and commuted leave not
exceeding 60 days without production of medical certificate) for a
period up to one year or till such time the child is one year old,
whichever is earlier. – Rule 43-B.

173
(b) Special Disability Leave- Admissible to all employees:-

(i) When disabled by injury intentionally or accidentally

inflicted or caused in, or in consequence of the due performance
of official duties or in consequence of official position.
(ii) When disabled by illness incurred in the performance of
any particular duty, which has the effect of increasing liability
to illness or injury beyond the ordinary risk attaching to the
civil post held, under the same condition

(iii) The period of leave will be as certified by an Authorised

Medical Attendant subject to a maximum of 24 months.

(iv) It may be combined with any other kind of leave.

(v) It will count as service for pension.

(vi) It will not be debited to the leave account.

(c) Hospital Leave - Admissible to-

(i) such Group ‘C’ employee whose duties involve handling of

dangerous machinery, explosive materials, poisonous drugs and
the like, or performance of hazardous tasks; and

(ii) to Group ‘D’ employees

while under medical treatment in a hospital or otherwise, for illness or

injury directly due to risks incurred in the course of official duties

(d) Study Leave :-

(i) Eligibility

Granted to government servants with not less than five

years’ service for undergoing a special course consisting of
higher studies or specialized training in a professional or
technical subject having a direct and close connection with the
sphere of his duties or being capable of widening his mind in a
manner likely to improve his ability as a civil servant. – Rule
50(1) & (2).

174
 (ii) Sanctioning authority

Ministry/Department of the Central Government/

Administrator/Comptroller and Auditor General of India. -
First Schedule, Sl No. 3.

(iii) Course should be certified to be of definite advantage to

Government from the point of view of public interest. - Rule
50 (3).

(iv) The particular study or study tour should be approved by

the authority competent to grant leave. – Rule 50 (2)

(v) The official on his return should submit a full report on the
work done during study leave. – Rule 50 (2)

(vi) Salary during Study Leave shall be the last pay drawn.

5. Leave Salary:-

(a) During Earned Leave and Commuted Leave - Equal to pay

drawn immediately before proceeding on leave. - Rule 40 (1) & (4).

(b) During half pay leave or leave not due - Equal to half the
amount of leave salary on earned leave. – Rule 40 (3)

(c) Extraordinary Leave - Not entitled to any leave salary.

Rule 40(5)

(d) ‘Pay’ means ‘pay’ as defined in FR 9 (21) and includes Deputation

Allowance and NPA/Stagnation Increment

6. Risk Allowance. - Admissible only as an allowance like CCA/HRA

and not as part of Leave Salary. – Rule 40, GID(2)

7. Special Casual Leave (Special CL)

Note : Authority to sanction Special Casual Leave rests with the DGNCC,
further delegated to DDG(P&F)

175
8. Special CL is granted on the following grounds:-
(a) For participatiion in Sports Events.
(i) Maximum 30 days in a calendar year for attending
coaching or training camps.
(ii) Maximum 10 days in a calendar year for participating in
inter-ministerial or inter departmental tournaments and sporting
events held outside Delhi.
(iii) Period exceeding 30/10 days will be treated as regular
leave.
(iv)Special CL subject to maximum of 30 days may also be
granted to a sportsperson injured or hospitalized during
Telecom Sporting events.
(b) For participating in In Cultural Activities.
(i) Taking part in dance, drama, music, poetic symposium etc of
all India or State character organized by Central Secretariat
Sports Cultural Board, subject to maximum of 30 days.
(ii) Taking part in dancing and singing competition
organized on National or International level by Govt of India
sponsored bodies.

(c) For participating in Mountaineering /Trekking Expeditions.

A maximum of 30 days in a calendar year for participating in

mountaineering/trekking expeditions approved by Indian
Mountaineering Foundation or Youth Hostels Association of India.

(d) For Family Planning:-

Male Employee
(i) Maximum of 6 working days for vasectomy
operation and for second time similar operation another 6
working days.
(ii) Maximum of 21 working days for recanalization
operation.
176
 (iii) Maximum of 7 working days to follow the date of
operation, if his wife undergoes tubectomy, laproscopy or
salpingetomy operation

Female Employee
(i) Maximum of 14 working days if she undergoes
tubectomy/laproscopy and another 14 days for second occasion.
(ii) Maximum of 14 working days for salpingectomy
operation after Medical Termination of Pregnancy.
(iii) One day’s Special CL on the day of IUCD/IUD
insertion/re-insertion.
(iv) Maximum of 21 working days for recanalization
operation.
Special CL for one day for her husband’s vasectomy operation.

Note : Extension or additional Special CL for the period of

hospitalization due to post operational complications. Additional
Special Casual Leave of 7 days for vasectomy operation and 14 days
in case of tubectomy operation when not hospitalized but not fit to
resume duty. Special CL is not admissible to temporary status casual
labourers.

(e) To re-employed Ex-servicemen. HOD may grant Special

CL for appearing before re-survey medical board for assessment of
disability pension and for attending artificial limb centre for treatment
of injury sustained during Army operation.

(f) Union/Association Activities.

(i) 20 days in a calendar to office bearers of recognized
service associations/ unions for participating in
associations/unions meetings.
(ii) 10 days in a calendar year to outstation
delegates/members of executive committee for attending its
meetings.
(iii) 5 days to local delegates/local members for attending
meetings.
(iv) 10 days to the Leader of staff side of JCM and to the
secretary from the staff side. One day to the members of the
177
 Departmental/Regional/ Local Council for attending JCM
meetings.

(g) In the event of Natural Calamities, Bandhs etc. HOD may

grant Special CL to its employees residing 3 miles away from office
in the event of natural calamities, bandh or traffic disorder etc and
Special CL on account of curfew irrespective of distance from
residence to office. Leave already applied by an employees on these
days will be treated as Special CL.

(h) For Meetings Connected with Co-operative Societies.

Outstation employees who are members, delegate members,

Managing Committee Members are granted a maximum of 10 days
Special CL in a calendar year in addition to the minimum period of
travel. For in station employees, the period of Special CL is restricted
to actual period (FN or AN) of such meetings.

(j) Activities Connected with Kendriya Sachivalaya Hindi

Parishad.

A maximum of 20 days in a calendar year.

(k) During Elections. One day’s Special CL on the day of

election.
(l) Other Purposes.
(i) Trg and duty for officially sponsored auxiliary police
organizations, such as Home Guard, National Voluntary Corps
etc.
(ii) Trg as a member of St John Ambulance Brigade.
(iii) For joining urban unit of TA for a maximum of 14 days.
(iv) Interview/medical examination at the time of actual
recruitment in urban unit of TA.
(v) Trg with P&T unit of TA.
(vi) For participation in Republic Day Parade as a member of
St John Ambulance Brigade.
178
 (vii) Donation of blood to a recognized Blood Bank on the
day of the blood donation.
(viii) 14 days plus period of journey to members of Lok
Sahayak Sena and who have won certificate to participate in
Republic Day parade.
(ix) For attending Court of Law as jurors.
(x) A maximum of 6 days plus journey period to the
members of Indian Institute of Public Administration who
reside outside Delhi.
(xi) A maximum of 7 days in a year to the members of St
John Ambulance Association for performing duties on the
occasion of festivals, natural calamities etc.
(m) Combination of Casual/Regular Leave with Special CL.Special
CL and CL can be combined but not regular leave with Special CL

(n) LTC during Special CL. Can be availed.

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 LEAVE TRAVEL CONCESSION

1. Eligibility

(i) Any employee with one year of continuous service on the date
of journey performed by him/his family is eligible.

Example:- An official appointed on 31-12-2004 will be eligible for

the two year block 2004-05, but those appointed on or after 1-1-2005
will not be eligible for that block.

Note : Government servants whose spouses are working in Indian

Railways/National Airlines are not eligible for LTC.- OM dated 20-
10-97.

2. If an official is under suspension, the leave travel concession is

admissible only to his family members.

3. When both the husband and wife are Central Government servants-

(a) They can declare separate Home Towns independently;

(b) They can claim LTC for their respective families viz, while the
husband can claim for his parents/minor brothers/sisters, the wife can
avail for her parents/minor brothers/sisters.

(c) Either of the parents can claim the concessions for the children
in a particular block.

(d) The husband/wife who avails LTC as a member of the family

of the spouse, cannot claim independently for SELF.

4. ‘Family’ means –

i) the Government servant’s wife or husband and two surviving

unmarried children or stepchildren wholly dependent on the
Government servant, irrespective of whether they are residing with
the Government servants or not;

180
 ii) married daughters divorced, abandoned or separated from their
husbands and widowed daughters and residing with the Government
servant and wholly dependent on the Government servant,

iii) parents and/or stepmother residing with and wholly dependent

on the Government servant;

iv) unmarried minor brothers as well as unmarried, divorced,

abandoned, separated from their husbands or widowed sisters residing
with and wholly dependent on the Government servant, provided their
parents are either not alive or are themselves wholly dependent on the
Government servant;

5. Explanations

(a) The restriction of the concession is to only two surviving

children or stepchildren shall not be applicable in respect of (i) those
employees who already have more than two children prior to 20-10-
1998; (ii) where the number of children exceeds two as a result of
second child birth resulting in multiple births.

(b) Only one wife is included in the term “Family” for the LTC
Rules. However, if a Government servant has two legally wedded
wives and the second marriage is with the specific permission of the
Government, the second wife shall also be included in the definition
of “Family”.

(c) It is not necessary for the spouse and children to reside with the
Government servant so as to be eligible for the concession. The
concession in their case shall, however be restricted to the actual
distance travelled or the distance between the headquarters of the
Government servant and the Home Town/Place of visit , whichever is
less.

(d) Children of divorced, abandoned, separated from their husbands

or widowed sisters are not included in the term “Family”.

(e) A member of the family whose income from all sources,

including stipend, or pension, excluding Dearness Relief does not
exceed Rs.1500/- p.m. is deemed to be wholly dependent on the
Government servant.

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 (f) Husband and wife is one unit for purpose of LTC and hence the
conditions of dependency is not applicable – Deptt of Per & Trg. Ref
dated 15-9-1999 to MTNL, ND.

6. Salient Points

(i) Concessions can be availed of for self and family separately on

different occasions even in different calendar years of the same block.

(ii) Family can travel in one or more groups, but each group should
complete its return journey within six months from the date of its
outward journey.

(iii) Circular tour tickets can be availed of in conjunction with the

concessions.

(iv) Can be availed of during any leave including study leave,

casual leave and special casual leave.

(v) While on study leave, the entitlement will be -

(aa) Family staying with Government servant - From place of

study to Home town limited to admissibility from headquarters
to Home town.

(ab) Family staying away from Government servant - Normal

Home Town entitlement.

(vi) Can be combined with transfer/tour.

(vii) Cannot be availed of during closed holidays only, without

taking any leave. At least one leave – prefixed a suffixed is required to
be taken.

7. Carry Forward- Concessions for one block can be carried forward

to the first year of the next block i.e. the outward journey for 2003-2004
block can be performed up to 31-12-2005. Employees entitled to LTC to
Home Town for self alone every year cannot carry forward the concessions.

Home town concessions by some members of the family and “anywhere

in India” by others in the same two year block permissible - Some
members of family may avail the concessions to Home Town while others
may avail the same for “Anywhere in India” in the same two year block
182
8. Entitlements:-

(a) Journey by Air/Rail:-

Pay range Rs. 18,400 and above:- Air Econmy (Y) Class by
National Carrier.

Pay Range Shatabdi Express Rajdhani Other Trains

Express

Rs. 16,400 and Executive Class AC First Class AC First Class

above

Rs. 8,000 to AC Chair Car AC 2-tier AC 2-tier

Rs. 16,399

Rs. 4,100 to AC Chair Car AC 3-tier *First Class/AC 3-

Rs.7,999 tier/AC Chair Car

Below Rs. 4,100 Not Entitled Not Entitled Sleeper Class

* All Government servants who are entitled to travel on LTC by First

Class/AC 3-tier/AC Chair Car may, travel by AC 2-tier, in case where any of
the train connecting the originating and destination stations by the direct
shortest route do not provide these three classes of accomodation

(b) Journey by Sea or by River Steamer:

Pay Range A&N Islands and Others

Officers drawing pay Lakshadweep Islands
(Shipping Corpn. Of India)

Rs. 8,000 and above Deluxe Class Highest Class

Rs.6,500 to Rs.7,999 First/”A” Cabin Class If there be two classes

only on the steamer, the
lower class
Rs.4,100 to Rs.6,499 Second/”B” Cabin Class If there be three classes,
the middle or second
class. If there be four
classes, the third class
Below Rs. 4,100 Bunk Class The lowest class
183
(c) Journey by Road:

Srl. Pay Range Entitlement

1. Rs. 8,000 and above Actual fare by any type of public bus,
including air-conditioned bus

2. Rs. 4,100 and above Same as at (1) above with exception

but less than that journeys by air-conditioned bus
Rs.7,999 will not be permissible

3. Below Rs. 4,100 Bus fare by ordinary bus.

Note- In cases of travel by AC Taxi, Taxi or autorikshaw, production of fare

receipt will be necessary but the claim will be restricted to bus fare by
entitled class. – Rule 12 (1) (C).

9. LTC to Home Town

• Admissible to all employees irrespective of the distance

involved.

• Home town once declared is treated as final. In exceptional

circumstances, the Head of the Department may authorize a
change, only once during entire service.

• Admissible once in a block of two calendar years. The blocks

are 2002-03, 2004-05 and so on.

• An employee (including unmarried having his family at his

Home Town can avail of this concession for himself alone
every year instead of having it for both self and family once in
two years.

10. LTC to any place in India:-

• This concession is admissible in lieu of one of the two journeys

to Home town in a block of four years. The current block is
2002-05. The last date for commencement of the outward
journey is 31-12-2006 (including the grace period of one year).

184
 ƒ Available for travel to any place in India-mainland or overseas-
including employees Home town.

ƒ Officials availing LTC to Home town for self alone once every
year, are not entitled to LTC to anywhere in India.

11. Carry forward - Concession not availed in a block of four years can
be carried forward to the first year of the next four-year block. In respect of
officials entitled to Home town LTC, the concession can be carried forward
to the first year of the next block only if the official is entitled to a carried
forward LTC to Home town for that year.

12. Misuse of LTC:-

(i) Disciplinary action will be taken and during its pendency-

(a) the disputed claim will be withheld; and

(b) further LTC facility will not be allowed.

(ii) When disciplinary proceedings are over-

(a) If found not guilty-

(aa) the withheld claim will be admitted; and

(ab) any LTC facility which fell due but not allowed
will be allowed as additional set(s) in the future blocks of
years irrespective of the provisions relating to lapsing of
unavailed LTC. Such additional set(s) also should be
availed before the date of superannuation.

(b) If found guilty-

(aa) the withheld claim will be disallowed;

(ab) next two sets-one to Home town and one to any

place in India – will be forfeited; and

(ac) in case of grave misuse, the Competent Authority

may disallow even more than two sets; in addition to any
penalty under disciplinary rules.

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 GENERAL PROVIDENT FUND

1. General Provident Fund (Central Services) Rules came into existence

on 01 Apr 1960, and was published in Gazette of India dated 01 Dec 1960.

Eligibility (Rule 4)

2. The following categories of Government Servants (GS) shall

subscribe to GPF:-

a) All temporary GS after a continuous service of one year.

b) All re-employed pensioners (other than those eligible for
admissible to Contributory Provident Fund).
c) All permanent GS.

Rate of Subscription (Rule 8)

3. Subscription may be any sum between 6% to 100% of one’s

emoluments, expressed in whole rupees.

4. The amount of subscription can be reduced once at any time during a

year and can be enhanced twice during a year.

Interest (Rule 11)

5. Interest at prescribed rates shall be credited wef the last day of the
year. The present rate of interest is 8% per annum.

6. The total amount of interest shall be rounded off to the nearest rupee.

Advance From the GPF (Rules 12 & 13) – Gen Rules.

7. Amount of advance permissible:-

a) Normally 3 months pay or half the amount standing to the

credit of the subscriber, whichever is less. The advance will be
recovered in not more than 24 equal monthly installments.

b) Special : No limit. Advance recoverable in not more than 36

installments.

c) Consolidation : When an advance is granted before completion

186
 of repayment of earlier advance, outstanding amount will be added to
the new advance and instalments of recovery re-fixed with reference
to the consolidated amount.

8. Purposes for which advance can be taken are as follows:-

a) To pay expenses connected with illness, confinement or

disability of subscriber, any member of his family or any person
actually dependent on him.

b) To meet cost of higher education of self, any member of family

or any person actually dependent on subscriber on any academic,
technical, professional or vocational course beyond High School
Stage.

c) To pay obligatory expenses on a scale appropriate to the

subscriber’s status on occasions like marriage, funeral or other
ceremonies.

d) To meet cost of legal proceedings instituted by or against the

subscriber, members of his family or persons actually dependent on
him.

e) Purchase of consumer durable items, like TV, Fridge etc.

Withdrawal from the Fund (Rule 15).

9. Withdrawal are permissible after completion of 15 years of service

(including broken periods) or within 10 years before date of superannuation
for the following purposes:-

a) Meeting cost of higher education.

b) Meeting expenditure in connection with betrothal/marriage of

subscriber, his sons or daughters or any female relations actually
dependent on him.

c) To meet expenses in connection with illness of self, members of

family or any person actually dependent on him.

d) To meet cost of consumer durables, such as TV, VCR, Fridge

etc.

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10. The amount of withdrawal for the above purposes is limited to one
half of the amount at credit or six months pay which ever is less in the
normal circumstances. However, upto three fourth amount of credit can be
sanctioned at the discretion of the sanctioning authority.

11. Withdrawal are permissible any time during the service of subscriber
for the following purposes:-

a) Building or acquiring house or ready built flat including cost of

site.

b) Repayment of loan expressly taken for building or acquiring a

house/ ready build flat.

c) Purchasing a site for house or repayment of outstanding loans

expressly taken for the purpose.

d) Constructing a house on a site acquired under sub-Para (c)

above.

e) Repair, renovation, addition, alteration or upkeep of ancestral

house at a place other than place of duty or a house built with
Government loan at a place other than place of duty.

12. The amount of withdrawal permitted for the above purposes is upto
90% of balance at credit, with the provision that the amount of withdrawal
plus the Government loan already taken for the purpose does not exceed the
limit prescribed under HBA rules.

13. Withdrawal for purpose of motor car/motor cycle can be availed by

subscriber who have put in 15 years of service or who are left with less than
five years of service before superannuation, subject to a maximum of
Rs 1,10,000.00 & Rs 22,000.00 respectively provided the subscriber’s basic
pay plus DP is more than Rs 15,750/- and Rs 6,900/- respectively.

14. Within 12 months before retirement on superannuation an employee

can withdraw without assigning any reason, upto 90% of amount at credit.
This facility can be availed only once.

Final Payment of GPF

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15. The amount standing at credit shall become payable when the
subscriber:-

a) Quits service.
b) Is dismissed/removed from service.
c) Proceeds on leave preparatory to retirement.
d) Retires from services/permitted to retire or declared by
competent medical authority as unfit for further service.

16. When a Government Servant dies while in service, the amount

standing to his credit becomes payable to the nominees/members of his
family. No government dues are recoverable from such payments.

189
 CENTRAL GOVERNMENT HEALTH SCHEME

1. Introduction. Central Government employees are entitled to

medical facilities for which comprehensive provisions are contained in
Central Services (Medical Attendance) Rules 1944. The CGHS was
introduced in Delhi on 01 Jul 1954 as a social service-cum-welfare measure.
In view of the successful implementation of the scheme in Delhi, it has
grown over the years both in coverage & scope. Presently, it serves about
30 cities including almost all state capitals.

Applicable to: - (i) All Central Government employees paid

from Civil Estimates and their families.
(ii) Central Government pensioner and those
retiring with CPF benefits and their families
(iii) Widows/child getting family pension
including minor brothers & sisters of such child
(iv) Civilians paid from Defence Services
Estimates and their families.

2. Family.

(a) Besides the CGHS Identity Card holders, members of his

family are also entitled to the facilities. The word ‘family’ means:-

(i) Husband /Wife including more than one wife and also judicially
separated wife.

(ii) Parents/Adopted parents (not both), not step parents (only

mother), in case
of adopted father, only one wife.

(iii) Female employee has a choice to include either her parents or

parents-in- law.

(iv) Children including legally adopted ones.

(v) Son – Till he starts earning, irrespective of age.

(vi) Daughter – Till she starts earning or gets married, irrespective

of age.

190
 (vii) Disabled Son - No age limit.

(viii) Widowed divorced and separated daughters.

(ix) Sisters including widowed sisters.

(x) Minor brothers & dependent brothers.

(b) Members of the family (other than spouse) whose income is

less than Rs 1,500.00 p.m. are treated as dependents. In case of
pensioners pension before commutation is taken as income, it
excludes dearness relief.

3. When both husband wife are working, either of the two with higher
has pay has to subscribe for CGHS and avail CGHS facility.

4. Where husband and wife both are Government servants and both
contribute to CGHS, eligible parents of both may avail the benefit. Female
family pensioners can avail medical facilities only for the dependents of the
deceased CGHS beneficiary.

5. Subscription A compulsory monthly contribution is levied on

all entitled classes as under:-

Pay Range Pensioners/Family Rate of

(Basic + DP) Pensioners Contribution
Per Month
Upto 3,000/- Upto 1500/- Rs 15/-
Rs 3001 to 6000/- Rs 1501 to 3000/- Rs40/-
Rs 6001/- to 10,000/- Rs 3001 to 5,000/- Rs70/-
Rs 10,001/- to 15,000/- Rs 5,001/- to 7,500/- Rs 100/-
Rs 15,001 and above Rs 7,501 and above Rs 150/-

6. Contribution is effected through salary bills. It is recoverable during

the period of duty, suspension and leave (other than EOL) not exceeding 04
months. Beyond 04 months, it is optional.

7. Procedure for Referral to Recognized Hospitals. The beneficiary

will have the option of availing specialized treatment/diagnostic tests at
191
CGHS recognized hospitals, diagnostic centers of his/her choice after the
specialist of CGHS/Government Hospital/CMO In-Charge of CGHS
dispensary recommends the procedure/tests. The list of recognized private
hospitals/diagnostic centers under CGHS and package rates in Delhi have
been issued by DG CGHS vide Min of Health and Family Welfare OM No F
No REC-24-2001/JD(M)/CGHS/DELHI/CGHS (P) dated 07 Sep 2001. The
following procedure will be followed for taking treatment in a recognized
private hospital/diagnostic center:-

i) A serving Government servant covered under CGHS, taking

treatment in a CGHS dispensary, Government Hospitals and
desires to take treatment in a recognized private hospital, head
of department may grant him permission for indoor treatment,
diagnostic procedure on the basis of the prescription/line of
treatment given by CGHS/Government hospital specialist.

Auth: Min of H&FW OM No S-12020/4/97/CGHS (P) dated

07 Mar 2000.

ii) In case of medical emergency, details of which shall be

recorded in writing, CMO In-Charge of a CGHS dispensary may
directly refer the beneficiary to a private recognized hospital for
further treatment.

iii) In case the beneficiary, in spite of facility being available in the

city chooses to get treatment in CGHS recognized hospital in another
city, permission may be granted, but in such cases TA/DA would be
borne by the beneficiary himself/herself.

Auth: Min of H &FW UO No S-11011/6/96 CGHS(P) dated 11 Jul

97.

iv) CMO In-Charge of dispensary in satellite towns of Delhi viz

Gurgaon, Faridabad, NOIDA etc can refer the patient directly to a
private recognized hospital. There is no need of permission from head
of department.

Auth: Min of H &FW UO No S-11011/6/96 CGHS(P) dated04 Feb

99.

v) In case of pensioners after the initial advice of a specialist of a

Government hospital or CGHS dispensary has been obtained,

192
 permission letter would be given by CMO In-Charge of the dispensary
concerned or the office of Addl Director, CGHS.

8. Medical Advance

The head of office may grant advance to central Government servant

irrespective of their pay to meet initial expenditure for self and members of
the family in the following cases:-

• For indoor treatment at the hospital and for diagnostic centers.

• For OPD treatment in case of TB/Cancer.

• Purchase, repair and adjustment of admissible artificial

appliances.

9. Application for advance should be accompanied by necessary

certificate from the medical officer/specialist of the hospital, indicating the
duration of the treatment and anticipated cost admissible under the rules.

10. Advance may be paid upto 90% of the package deal. It may be paid
in one or more installments for the same illness or injury subject to the limit
prescribed. There is no limit for the number of advances payable to an
official with reference to himself and to each member of the family and for
each case of illness. For payment of advance in case of temporary official,
surety from a permanent employee is required.

11. Advances is directly paid to the hospital and adjustment bill should be
submitted within one month from the date of discharge.

12. In the case of artificial appliances once prescribed by the specialist,

payment will be made directly to the supplying agency. Advances may be
paid for the following artificial appliances.

(i) Heart pace maker

(ii) Replacement of diseased Heart valves.
(iii) Artificial electronic larynx.
(iv) Artificial Hearing Aid

Authority:- Min of H &FW OM No. -

i) S/11016/1/92/CGHS(P) dt 29.10.92
ii) S/11016/1/92/CGHS(P) dt 30.12.93 &
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 iii) S/12025/1/96-CGHS dt 13.05.97

13. Treatment in Emergency In emergent cases involving accidents,

serious nature of diseases etc., the person/persons on the spot may use their
discretion for taking the patient for treatment in a private hospital/
clinic/nursing home, in case no Govt hospital is available nearer than the
private hospital and subsequently the claim for reimbursement may be
submitted.

14. In terms of Ministry of H&FW S-12020/4/97/CGHS (P) dated 07 Mar

2000, Head of Departments may decide the cases of reimbursement of
medical claims in respect of treatment taken in emergency at a private
hospital subject to item wise ceiling as per rates prescribed for CGHS
beneficiaries without financial limit on the total amount to be reimbursed.

15. In accordance with Ministry of H&FW OM No. Rec-

24/2001/JD(M)/CGHS/Delhi/CGHS(P) dated 07.09.2001, in cases of
emergency the recognized private hospital shall not refuse admission or
demand advance from the beneficiaries irrespective of his entitlement
without financial limit on the total amount to be reimbursed.

16. Reimbursement of Medical Claims The CGHS beneficiaries and

their families are supplied medicines prescribed by CGHS Dispensaries. For
beneficiaries taking treatment at hospitals (Govt/Private Recognized) as
outdoor patient, medicines prescribed by doctor are supplied by their
respective dispensaries. However, the expenditure incurred during
hospitalization as indoor patient and diagnostic tests are reimbursable. The
concerned Govt servant is to submit the claim within three months from the
date of discharge on the prescribed format to the Administrative authorities.
In case if advances was taken, claims should be submitted in one month.
However, Head of Department may condone delay in submission of claims
within prescribed time limit in terms of Min of H&FW OM No.
S/14025/8/99-MS dt 25 May 1999. The medical claims should be submitted
with the following documents:-

• Xerox copy of CGHS Card

• Prescription of Doctor with line of treatment
• Permission letter from HOD.
• Med-97 Form
• Essentiality /Certificate A or B as the case may be
• Discharge Summary
• Cash voucher countersigned by the treating physician
• Emergency certificate (in case of emergency treatment)
194
 • Reimbursement will be limited to package rates defined as lump sum
cost of indoor treatment.

17. In case of pensioners, the recognized hospital/ diagnostic centers, on

production of permission letter, shall provide credit facility. The hospital
shall submit claim directly to Additional Director CGHS.

18. Entitlement for Hospital Treatment

Pay Range Recognized Pvt AIIMS Govt Hospital

(Basic + DP) Hospital
General Ward General Ward
Upto Rs 7,500/- General Ward
From Rs 7,500/- to Semi-Pvt Ward General Ward Nursing Home
Rs 13,499/-
From Rs 10,500/- to Private Ward Private Ward -do-
Rs 13,499/-
Private Ward -do-
Rs 13,500/- and Deluxe Ward
above

CS (MA) RULES 1944

19. To provide medical facilities to the Central Government employees

residing in an area not covered under CGHS, a department of the Central
Government or Head of Department is empowered to appoint Authorized
Medical Attendants to look after the medical needs of the employees.

20. Medical officers under the employment of the Central Government,

State Governments and Union Territories, as also Medical Officers not an
Government employee, i.e. private registered medical practitioners may be
appointed as Authorized Medical Attendants. If no such officer is appointed
the following are AMAs:-

(a) For Gp ‘A’ officers and other drawing pay not less than Rs
8000.00 pm – Principal Medical Officer of the District.

(b) For officers drawing pay less than Rs 8000.00 but above Rs
4000.00 pm - Assistant Surgeon Grade-I in the station.

(c) For rest - Assistant Surgeon Grade-I.

195
21. Private Medical Practitioners are appointed as AMAs where adequate
number of Govt Doctors in various systems is not available or where their
services are not available within a radius of 8 Kms or because of the
remoteness of the area.

22. The AMA of a Govt servant is determined with reference to the place
at which he falls ill, irrespective of whether it is the permanent/temporary
residence or a place of casual stay.

23. In places where AMAs have been appointed they should be consulted.
If no AMA has been appointed in the sub-urban area, treatment may be had
from AMA employed in a Govt hospital in the adjoining city but not from
private medical practitioners appointed as AMA outside the area.

24. Reference to Specialist/other Medical Officer. If the condition of

the patient so requires, the AMA can:-

(i) Send the patient to the nearest or other medical officer: or

(ii) Summon the specialist/Medical Officer to attend on his patient
who is too ill to travel.

Note:- AMA can refer the case to any of the State Govt/Central Govt and
CGHS recognized hospital.

25. Family: Definition of family is same as for CGHS.

26. Medical Attendance. Medical attendance by AMA can be had in

his consulting room or in Govt hospital or at the residence of the patient.
Attendance is limited to 4 consultations during a period of 10 days. Even if
no medicines are prescribed during a repeat consultation, it is taken as a
consultation for applying the limit of 4 consultants. Cost of medicines
prescribed during this period will be reimbursed. Consultation fees at the
prescribed rates for the first consultation and subsequent consultations will
be admissible. In the case of private medical practioners appointed as
AMAs reimbursement will be as per the schedule of rates approved by the
state Govt/UT administrations. There should be a reasonable gap between
the closing of the first spell of illness from one disease and recurrence of the
same disease. If the second spell is entirely for a fresh disease it will be
allowed as a fresh treatment.

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27. Treatment.

(a) Medical treatment from AMA is limited to administration of

injection only. A maximum of 10 injections are allowed in a period of
10 days, and in exceptional cases upto 15 injections during a period of
10-15 days. Cases involving more than 4 consultations or 15
injections are considered as prolonged treatment and should be
referred to OPD of the hospital. Cost of injections prescribed and the
fees charged by the AMA for administering injections are reimbursed
at the rates approved by the state Govt/UT administrations concerned.

(b) If at the time of consultation the Medical Officer consulted also

administers injections, he will be entitled to charge fees both for the
consultation and for the injection at the prescribed rates. However, if
at a later stage the Medical Officer administers injections prescribed at
the previous consultation, fees should be charged for injections only.

28. TA .

(a) TA for employee and family - Employees and members of the

their families are entitled to TA for their journeys to obtain
appropriate medical attendance and treatment if it is certified by the
AMA/Specialist/Medical Officer attached to the Hospital to whom the
patient was referred, that the journey was unavoidable and necessary
to obtain treatment, as admissible.

(b) TA for attendant and escort - TA as for family member for

journeys both ways if it is certified that it is unsafe for the patient to
travel unattended and that an attendant/escort is necessary to
accompany him to the place of treatment.

SUBMISSION OF MEDICAL CLAIMS : SOME USEFUL TIPS

(1). Your pay and place of illness will determine who your AMA is.

(2) Consult your AMA first and proceed according to his advice.

(3) Ensure that you purchase only the reimbursable medicines from the
approved pharmacy in case of treatment under Ayurvedic, Siddha and
Unani system. List of medicines-admissible and inadmissible is
issued by Govt from time to time.

197
(4) Support your claims with all the prescribed certificates.

(5) Ensure that you get case vouchers correctly and properly and get the
countersignature of the AMA on each of them.

(6) Ensure that the Essentiality Certificate given by the AMA is correctly
filled in.

(7) Ensure that the AMA’s designation qualification and Registration No

are correctly given.

(8) If you go to a hospital for treatment as in-patient either for yourself or

a family member, inform the Medical Officer-in-Charge of your pay
so that he may allot accommodation according to your status.

(9) Once you are admitted as in-patient, follow the rules and procedures
of the hospital. Rules may vary from hospital to hospital.

(10) Before leaving the hospital after treatment, get the hospital bills,
receipts, vouchers, essentiality certificate etc, duly signed or
countersigned by the AMA or by the Medical Officer-in-Charge of the
hospital, as the case may be, for claiming refund.

(11) You need not consult your AMA for getting in-patient treatment for
yourself or family members from a hospital where you are normally
entitled to the treatment. Female members may, however, be admitted
in any recognized women’s hospital.

(12) Ensure that the claim is preferred within 3 months of completion of

treatment.

198
 CENTRAL GOVT EMPLOYEES GROUP INSURANCE
SCHEME (CGEGIS), 1980

1. Scope:- The scheme, which is compulsory for all the Central

Government employees, provides at a low cost and on contributory and self
financing basis, the twin benefits of an insurance cover to help their families
in the event of death in service and a lumpsum payment to augment their
resources on retirement.

2. Insurance and saving funds:- A portion of the subscription is

credited to the Insurance Fund and the other portion to the Savings Fund
which earns interest at the prescribed rate compounded quarterly. The
apportionment is at 30% to Insurance Fund and 70% to Savings fund with
effect from 1-1-1988 at the assumed mortality rate of 3.60 per thousand per
annum.

3. Membership:- Employees are enrolled as members of the Scheme

st
only from 1 January every year. If an employee enters service on or after
2nd January in any year, he is enrolled as a member only from 1st January of
the next year. From the actual date of appointment to 31 December, he wil
be entitled only to Insurance Cover.

Note- Re-employed Defence personnel availing of the extended insurance

cover under the Group Insurance Scheme applicable to the members of the
Armed Forces shall not be admitted to this scheme until expiry of the
extended Insurance Cover.

4. Monthly subscription and amount of insurance cover is as indicated

below:-

Gp to (a) For those who (b) For those who subscribes at the
which the subscribes at the old revised rates
employee rates
belongs
Rate of Amount Rate of Rate of Amount
subscription of subscription subscription of
insurance before after insurance
cover enrolment enrolment cover
as a as a
member member
“A” Rs 80/- Rs Rs 40/- Rs 120/- Rs

199
 80,000/- 1,20,000/-
“B” Rs 40/- Rs Rs 20/- Rs 60/- Rs
40,000/- 60,000/-
“C” Rs 20/- Rs Rs 10/- Rs 30/- Rs
20,000/- 30,000/-
“D” Rs 10/- Rs Rs 5/- Rs 15/- Rs
10,000/- 15,000/-

(a) Applicable to all employees who were members of the Scheme

on 31-01-1989 and have opted to continue to subscribe at the old
rates.

(b) Applicable to all employees who were members of the Scheme

on 31-01-1989 and have opted to subscribe at the revised rate with
effect from 01-01-1990 and to those who joined service on or after 01-
02-1989.

The Group to which an employee belongs will be determined with

reference to the post held by him on a regular basis on the 1st January.

5. Benefits payable

(a) On retirement, resignation etc – The employee will be paid as

per the Table of benefits.

(i) lumpsum due to him out of the Saving Fund for entire
period of membership in the lowest group; and

(ii) amount(s) due to him for the additional units by which

subscription was raised ude to promotion – for the period from
which the rate was raised, to the date of cessation of
membership.

(b) On death while in service - The nominee/heir will be paid:-

(i) the amount of appropriate Insurance Cover to which the

employee was entitled at the time of death; and

(ii) lumpsum and amount(s) as in the case of (a) above, for

the period till the date of death;

(iii) only the Insurance Cover, if death takes place before

becoming a member.
200
6. Income tax rebate is admissible for the amount of subscriptions paid
under the scheme as in the case of GPF/CPF contribution, Life Insurance
premia, etc, except to the extent of the amount withdrawn from the
GPF/CPF on account of such subscriptions.

201
 CHILDREN EDUCATION ASSISTANCE

1. The following allowances are available:-

(a) Children Educational Allowance

(b) Re-imbursement of Tuition Fee
(c) Hospital Subsidy

2. General

(a) Applicable to:-

(i) All Central Govt servants without any pay limit.

(ii) State Govt servants on deputation to Central
Government.
(iii) Civilians paid from Defence Service Estimates.
(iv) Central Government servants on deputation to State
Government, if provided in terms of foreign service.

(b) Not applicable to:-

(i) Defence Personnel.

(ii) Railway Employees.
(iii) Persons employed on casual/adhoc basis and part time
employees.
(iv) Persons paid from contingencies.

3. Child means employee’s child (including step/adopted child) wholly

dependent on the Govt servant.

4. Admissible only if the child studies in a recognized school.

5. If both husband and wife are Central Government servants, assistance

is admissible to one of them only. If one of them is employed outside the
Central Govt, the assistance is admissible only if the other is not entitled to
the benefit from his/her employer and declaration to this effect is required to
be submitted by the official.

6. Admissible between the age-limits of 5 and 20 years. Admissible till

the end of academic session even if he completes 20 years.

202
7. Not admissible to a child for more than two academic years in the
same class.

8. Admissible only if the child attends the session regularly.

9. Admissible for children even if they are receiving scholarship. But

not admissible if freeship is awarded.

10. Admissible during leave (including EOL) and suspension but not
during the period treated as dies non.

11. If a Govt servant ceases to be in service the assistance will be

admissible till the end of the academic year.

12. The number of children for whom it is admissible is 3 for the children
born before 31-12-1997 and two in respect of children born there
after.

13. Children’s Education Allowance

(a) Admissible at the rate of Rs 100/- per month per child for
classes I to XII.

(b) Admissible when a Govt servant is compelled to send his

child/children to a school away from the station of his posting owing
to the absence of a school of the requisite standard at that station.

(c) CEA is exempted from Income Tax upto a maximum of two

children.

14. Re-imbursement of Tuition Fees (RTF)

(a) Not admissible in respect of a Child for whom children’s

Educational Allowance is drawn.
(b) Tuition Fee is admissible at the following rates:-

(i) Classes I to X Rs 40/- pm

(ii) Classes XI to XII Rs 50/- pm per

child
Physically handicapped child

(iii) Classes I to XII Rs 100/- pm

203
 (c). Science Fee upto the limit of Rs 10 pm will be admissible in
addition to tuition fee in respect of children having science subject in
classes IX to XII.

(d) RTF is liable for income tax under the head salaries.

15. Hostel Subsidy

(i) Admissible when the employee is obliged to keep his children,

because of transfer, in the hostel of a residential school away from the
duty/residence station. If the children are already admitted to the
hostel of a residential school, Hostel subsidy will be admissible from
the effective date of employee’s transfer.

(ii) Not admissible if the child is getting Children’s Education

Allowance.
(iii) Admissible at the rate of Rs 300/-pm per child.
(iv) Hostel subsidy upto a maximum of two children in exempted
from income tax.

204
 RETIREMENT BENEFITS

1. Every Government Servant is entitled for certain Retirement Benefits

on their retirement on superannuation after attaining the age of 60 years.
There are certain criteria for considering their suitability and entitlement for
their respective retirement benefits as under-

2. General Provisions

(a) The age prescribed for retirement on superannuation is 60

years for all Government servants.

(b) Retirement is effective from the afternoon of the last day of the
month in which age of superannuation is attained.

Exception – An employee whose birth date is the first of the month

shall retire on the afternoon of the last day of the preceding month.

(c) The day of retirement on superannuation will be deemed as a

working day.

3. Other cases of retirements - In case of premature/voluntary

retirement, the day of retirement woll be treated as a ‘non-working day,; in
all other cases it will be a working day. – FR 56; Rule 5, Pension Rules.

4. Regulation of claims to pension or family pension - Any claim

for Pension/Gratuity/Family Pension benefits will be regulated on the basis
of the rules in force on the date on which the employee ceases to be in
service due to retirement or death. – Rule 5.

5. Pension subject to future good conduct:- Future good conduct is

an implied condition for every grant of pension and its continuance. If the
pensioner is convicted of a serious crime or is found guilty of grave
misconduct, the whole or party of the pension may be withheld or withdrawn
by a written order of the appointing authority, whether permanently or for a
specified period. – Rule 8.

6. Right of President to withhold or withdraw pension - The

President has the right to withhold a pension or gratuity or both or withdraw
a pension or part thereof. He can also order recovery from a pension or
gratuity of the whole or part of any pecuniary loss caused to the

205
Government, if, in any departmental of judicial proceedings, the pensioner is
found guilty of grave misconduct or negligence during the period of his
service, including re-employment after retir4emt. – Rule 9.

7. Qualifying Service
(a) Qualifying service of a Government servant commences from
the date he takes charge of the post to which he is first appointed in a
permanent capacity. Temporary service followed by confirmation
without interruptions will also qualify.

(b) General condition - The service of a Government servant shall

not qualify unless his duties and pay are regulated by the Central
Government. However, if a State Government servant is appointed on
deputation to a post under the Central Government and subsequently
transferred permanently to the Central Government, the continuous
service rendered by him under the State Government will qualify.

8. Classes Of Pension

(a) Pension is admissible to permanent employees who retire or are

retired with a qualifying service of not less than ten years. Temporary
employees who retire on superannuation or invalidation after
rendering not less than ten years of service or retire voluntarily after
20 years continuous service are also eligible for pension. The different
classes of pension are –

(i) Superannuation pension on retirement after

superannuation. Rule – 35.

(ii) Retiring pension on voluntary or premature retirement

before superannuation. Rule – 36.

(iii) Pension on absorption in or under a Corporation,

Company or Body, owned or controlled or financed by the
Government, if the absorption is permitted by the Government.
– Appendix 11.

(iv) Pension on absorption consequent upon conversion of

a Government department into a Central Autonomous Body of
a Public Sector Undertaking. – Rule 37-A.

206
 (v) Invalid Pension on retirement after being declared by
the competent medical authority to be permanently
incapacitated for further service. – Rule 38.

(vi) Compensation pension on selection for discharge owing

to the abolition of his permanent post and provision of alternate
employment of equal status is not possible, or offer of a lower
post is not accepted. – Rule 39.

(vii) Compulsory retirement pension on compulsory

retirement as a measure of penalty. Such pension or gratuity or
both will not be less than two-thirds not more than full
compensation pension or gratuity or both admissible on the date
of compulsory retirement. Rule – Rule 40.

(viii) Compassionate allowance on dismal or removal,

sanctioned by the Competent Authority in a case deserving of
special consideration. This is also pension but the amount
should not exceed two-third of pension or gratuity or both,
which would have been admissible to him if he had retired on
compensation pension.

(ix) Minimum amount of any class of pension will be Rs.

1,913 p.m. and maximum will be 50% of the highest pay plus
Dearness Pay in the Government. – OM dated 15-03-2004.

9. CALCULATION OF PENSION

(a) Amount of pension is related to the length of qualifying

service and average of the ‘emoluments’ drawn by him during ten
months immediately preceding the date of retirement.

(b) Full pension is admissible to an employee with qualifying

service of not less than thirty-three years. The amount of pension will
be 50% of the average emoluments and should NOT be less than 50%
of the minimum of the pay scale held at the time of retirement.

(c) Proportionate pension is admissible for lesser qualifying

service but after completing 10 years of qualifying service. The
amount of pension will be proportionate to the amount admissible for
qualifying service of 33 years, and subject to a minimum of Rs. 1,913
p.m.

207
10. GRATUITY

(a) Service Gratuity -

(i) No pension is admissible to a permanent employee who

retires before completion of 10 year’s qualifying service.
Instead, a lumpsum payment known as Service Gratuity at the
rate of half month’s emoluments for every completed six-
monthly period of qualifying service is admitted.
‘Emoluments’ means basic pay, stagnation increment, dearness
pay, non-practicing allowance, if any and includes dearness
allowance admissible on the date of retirement.

(ii) This is in addition to retirement gratuity admissible to

those who have completed 5 years qualifying service. – Rule
49 (1)

(b) Retirement Gratuity is admissible to all employees who retire

after completion of 5 years of qualifying service at the rate or ‘one-
fourth’ of emoluments for each completed six-monthly period of
qualifying service subject to a maximum of 16 ½ times ‘the
emoluments’ or Rs. 3.50 lakhs, whichever is less. Emoluments
include DA on the date of cessation of service.- Rule 50 and Rule 10
(1-B), CCS (TS)* Rules,1965. (* - Temporary Service)

(c) Death Gratuity is admissible in the case of death in service of

an employee at the following rates:-

Death Gratuity payable to family

Length of Service
(i) Less than 1 year 2 times of ‘emoluments’
(ii) 1 year or more, but less 6 times of ‘emoluments’
than 5 years
(iii) 5 years or more, but 12 times of ‘emoluments’
less than 20 years
(iv) 20 years or more Half of emoluments for every
completed six-monthly period of
qualifying service subject to a
maximum of 33 times ‘emoluments’
or R. 3.50 lakhs, whichever is less.

208
 (d) Emoluments include DA on the date of death.– Rule 50 & Rule
10 (2) CCS (TS) Rules, 1965

(e) Residuary Gratuity - When an employee dies within five

years after retirement, and the total amount actually received by him
on account of pension (or service gratuity), dearness relief on pension,
retirement gratuity, commutation amount, is less than 12 times the
‘emoluments’ drawn at the time of retirement, the deficiency is
granted to his nominee/family. This is ‘Residuary Gratuity’. – Rule
50 (2)

11. ENCASHMENT OF LEAVE

(a) Encashment of Earned Leave - The authority competent

to sanction leave should automatically grant lumpsum cash equivalent
to leave salary admissible for the nember of days of earned leave at
the credit of the employee on the last day of his service, subject to a
maximum of 300 days including the number of days, for which
encashment was availed.

(b) Encashment of half pay leave -

(i) Government servants, retired on superannuation,
premature retired under FR 56 (j) or (l) or Rule 48 of CCS
(Pension) Rules or voluntarily retired under FR 56 (k) or
(m) or Rule 48 or 48-A of CCS (Pension) Rules and those
permanent/quasi-permanent employees retired on
invalidation are entitled also to cash equivalent of half pay
leave at their credit. Encashment of earned leave up to 300
days (including the number of days for which encashment
was availed along with LTC) should, as usual, be allowed in
their cases, even if the period goes beyond their normal date
of superannuation. If, however, the benefit of encashment
of half pay leave is also availed of, the period of HPL plus
EL should not extend beyond their normal date of
superannuation. This restriction is not applicable to those
retiring on superannuation.

(ii) The cash equivalent for half pay leave is subject to

reduction on account pf pension equivalent of Retirement
Gratuity. If the cash equivalent of half pay leave falls short
of the total of pension, dearness pension, pension equivalent
of Retirement Gratuity. If the cash equivalent of half pay
leave falls short of the total pension, dearness pension,
209
 pension equivalent of Retirement Gratuity and relief on
pension plus dearness pension, cash equivalent for the half
pay leave is not payable

12. FAMILY PENSION

Family pension is payable to the family of an employee/pensioner on

his death in service/after retirement. Family means the deceased person’s:-

Spouse
Son(s), unmarried daughter(s), widowed/divorced daughter(s)
(including legally adopted son/daughter), all below the age of
25 years or up to the date of his/her marriage/remarriage,
whichever is earlier.
Parents who were wholly dependent on the Government servant when
he/she was alive, provided the deceased employee had left
behind neither a widow nor a child.
The income criteria for dependency will be that their earning is not
more than Rs. 2,550 per month.

Normal rate of family pension - The monthly family pension is based on

the ‘pay’ drawn on the date of death or on the date or retirement, as the case
may be, and is admissible at a uniform rate of 30% of pay last drawn, subject
to a minimum of Rs. 1,913 p.m.
In some cases, the family pension is based on the ‘average of pay’
drawn durinbg the last ten months/

‘Pay’ includes Basic Pay, SI*, Dearness Pay and NPA**.

* - Stagnation Increment
** - Non Practicing Allowance

210
 ISSUE OF ‘NO OBJECTION CERTIFICATE’ FOR OBTAINING
PASSPORT AND FOR PROCEEDING ABROAD

1. Application to apply for passport/proceeding abroad to come as per

format in Appendices ‘A’& ‘B’.

2. Detailed instructions for issue of NOC for obtaining passport, for visit
abroad in respect of NCC Central Government Civilian Employees are
contained in Min of Def OM No. 27(3)/91/D(Civ-II) dated 01 May 91,
HQNCC letter No. 11829/ DGNCC/Pers (C) dated 04 Jul 91 and JS (Trg) &
CAO Note No. A/38761/CAO/A-2(B) dated 30 Apr 97, reproduced as
Annexures I, II & III.

3. The above instructions contain the following points:-

(a) Application for passport/proceeding abroad, to be submitted in

triplicate in the prescribed proforma at Appendices ‘A’ & ‘B’ as the
case may be.

(b) Undertaking by the Applicant regarding compliance of security

instructions and non acceptance of hospitality from foreigners. In
case foreign hospitality is to be accepted, an application on the
requisite format Appendix ‘D’ is to be furnished.

(c) In case a Govt employee proceeds abroad on Govt expense he is

required to submit a Security bond on non-judicial stamp paper on the
prescribed format as per Appendix ‘E’ from two permanent Govt.
employees as under:-
Category of Applicant Bond Amount
Group ‘A’ Rs. 1 Lakh each
Group ‘B’ Rs. 50,000 each
Group ‘C’ & ‘D’ Rs. 25,000 each

(d) Leave application duly approved.

(e) Certificate from Police Authority that the name of applicant
does not figure adversely in their records.

(f) Certificate by Dy DG/Commdt that the applicant will be

sanctioned leave and that he would not be a security risk in the foreign

211
 country and that no vigilance disciplinary case is pending or
contemplated against him.

(g) If all the requirements are fulfilled the NOC is issued under the
signature of Dir (Pers).

4 It is important that application for making a fresh Passport/renewal of

Passport or proceeding abroad are sent well in advance to HQNCC/P&F
Directorate.

212
 ANNEXURE – I
// COPY//
No. 27(3)/91/D(Civ II)
GOVERNMENT OF INDIA
MINISTRY OF DEFENCE

New Delhi , the Ist May 1991

OFFICE MEMORANDUM

Subject :- Instructions for Defence Civilian Employees proceeding to foreign

countries

In supersession of all previous orders on the subject, the following instructions

are issued for strict compliance.

GENERAL

1. A Defence Civilian Employee may be required to proceed to foreign country

for any of the following reasons: -

On Course/Training
On Deputation
As a member of Delegation/Mission
On leave
On leave extra-ordinary while in a foreign country.

2. A uniform procedure to be adopted by all Defence Civilian Employees and the

Defence Offices to ensure that there are no breaches of security has been evolved.
These instructions are to serve as guidelines and any local modifications to further
enhance the security aspect may be incorporated by any office or a department to suit
their specific requirements. These basic instructions however, will be adhered to.
These are applicable to all Defence Civilian Employees including Defence Scientists,
Engineers and Doctors of R&D and IS Organisations, Defence Public Sector
Undertakings and Ordnance Factories.

3. (a) Obtaining of ‘No Objection Certificate’(NOC) for Passport only

It is a mandatory requirement for a Defence Civilian Employee to obtain

an NOC on the prescribed proforma as per Appx ‘A’. The NOC so obtained
does not authorise the individual to proceed to a foreign country. He is
required to obtain specific NOC prior to his proceeding to a foreign country.
Departmental Estt/Admn Heads of the rank of Dir/Dy Secy or equivalent and
above are competent to issue “NOC” to civilian employees to obtain Passport.
213
 (b) Obtaining of “No Objection Certificate ‘ (NOC) for Passport –cum-
Proceeding abroad: -

When a Defence Civilian Employee is desirous to proceed to a foreign

country, it is mandatory for him/her to obtain an NOC on the prescribed
proforma as per Appx “B”. In case he/she is not in possession of a passport,
and is desirous of obtaining passport-cum-proceeding abroad, only the
prescribed proforma as per Appx “B” need to be submitted. The following
authorities are competent to issue NOCs to enable an individual to obtain
passport-cum-proceeding abroad as per layout in Appx “C”.

(i) Departmental Estt/Admn Heads of the rank of Director/DS or

equivalent and above under the administrative control the equivalent is
working.

(ii) For technical categories like Scientists, Engineers and Doctors,

approval of an officer not below the rank of a Jt Secy or equivalent will
be obtained on file prior to the issue of the NOC by the Departmental
Estt/Admn Heads not below the rank of Dy Secy/Director or equivalent.

4. Application for obtaining NOC as per Appx “B” is required to be submitted in

triplicate. The individual is required to complete Part I only, Part II will be completed
by his immediate superior officer and part III by the Administrative Cell of the
Office concerned. The Administrative cell will simultaneously process the case with
the office of the concerned Chief Security Officer and the concerned Vigilance
Section for obtaining the security/vigilance clearance. On receipt of the clearance
from both the agencies, the NOC will be issued as per Appx “C” for a specific period
and it will be stated as such. It is clarified that the NOC issued to an individual is for
a one time visit for a particular purpose and will not be valid for subsequent
visits/extensions of the period for which the NOC has been initially granted.

5. NOC for visiting Nepal, Bhutan and other friendly countries where
passports/visas are not required is also required to be obtained.

6. Since the liability of the retired Gp A Government servants not to accept any
commercial/any other employment without permission of the Government extends to
a period of two years, NOC in respect of such retired Government officials wanting
to proceed to foreign countries for obtaining employment within the two years period
will be processed by the last office in which they had served prior to retirement. The
NOC for proceeding to a foreign country by a retired Defence Civilian for purposes
other than for seeking employment is not needed.

214
7. LEAVE : Possession of a passport by an individual is not an authority to go
any foreign country, leave ex-India is required to be sanctioned by the competent
authority after obtaining sanction from the next superior authority. Defence Civilian
Employees desirous of proceeding on leave at their own expenses on termination of
course/training/conference/seminar, etc, in foreign country must obtain prior
sanction. An officer may, subject to the exigencies of public service, be granted leave
while abroad for a period not exceeding 50 per cent of the actual period of duty
abroad (excluding the transit time from India to the country of deputation and back
and enforced halt) or a fortnight, whichever is less for personal reasons. Cases
involving grant of leave in excess of limits indicated above should be decided in
consultation with the concerned Department. The following undertaking from the
individual will be obtained by the sanctioning authority period to the permission for
leave is accorded :-

(a) “It will not avail o hospitality in any form from the foreigners or foreign
Government or foreign commercial organizations or firms”.

(b) “ I will ensure compliance of current security instructions”.

(c) He will be required to furnish a surety bond each from the Appendix
“E” on a non-judicial stamp paper from the Government Servants of
appropriate status as given below :-

Group “A” Officers Rs. 1 Lakh (each)

Group “B” Officers Rs. 50,000/- (each)
Group “C” Officers & Rs. 25,000/- (each)
Group “D” Officers

In the event of non-return of the individual concerned after the specified period of
stay abroad, the individuals standing sureties will be required to pay the amount as
mentioned above. However, where it is inescapable and a person wishes to enjoy
foreign hospitality, the form as per Appx “D” duly completed will be submitted
through proper channel to the FCRA section of the Ministry of Home Affairs,
alongwith the application for taking prior permission of the Government. While
applying for permission in case he wishes to stay with a foreign national, the
information should not be sketchy and vague but should business/profession of the
individual with whom the applicant intends to stay. Leave in such cases should
invariably be got sanctioned prior to the departure of the individual proceeding on
temporary duty abroad. Only under exceptional circumstances when it is beyond the
individual’s control will a person be sanctioned such leave at his own expenses by
the Indian Embassy/High Commission/Consulate/Legation.

8. It is obligatory for all Defence Civilian Employees to report their arrival to the
Indian Embassy/High Commission/Consulate/Legation located in the country
215
concerned in person/by post/on telephone by giving complete details of the visit/stay.
In case of any difficulty for any reason they should similarly establish contact. An
intimation should also be given at the time of departure from the country.

9. Verification for the sound financial condition in respect of the individuals

standing sureties will be carried out by their concerned administrative sections.

10. Written Report : All employees are required to submit a written report relating
to their course/Training/Delegation/Mission/Deputation to the head of department
within 10 days of their return from foreign countries. In case they hold official
passport the same should also be deposited along with the report. Those who were on
leave will submit the arrival report in writing to the head of the department within 10
days of their return from foreign countries.

11. Rendering of Certificate : These instructions will be read by all Defence

Civilian employees prior to their proceeding abroad to a foreign country and a
certificate rendered to their office that the contents of these instructions have been
read, understood and would be complied with.

12. A Defence Civilian employee who desires to proceed abroad, will be governed
by the provisions of Ministry of Finance O.M. No. F-19076/7/75-E (Iv(B) dated 05
Aug 76, Foreign contribution (Regulation) Act 1976, the relevant conduct rules and
orders and instructions of Government of India, issued from time to time on the
subject. The instructions contained in above paragraphs are supplementary and
additionally cover security aspects.

Sd/- xxxxxxxxxxxxxxx
(C.A. Subaramaniam)
Under Secretary to the Govt of India)

216
 ANNEXURE-II
POLICY LETTER

Tele : 26103934
Directorate General NCC
West Block No. 4
R K Puram,
New Delhi -110066

No. 11829/DGNCC/PERS(C) 04 Jul 91

List “A” & “B”

Subject : INSTRUCTIONS FOR DEFENCE CIVILIAN EMPLOYEES

PROCEEDING TO FOREIGN COUNTRIES

1. A copy of Ministry of Defence OM No. 27(3)/91/D(Civ-II) dated Ist May

1991 on the above mentioned subject is forwarded herewith. The instructions
contained in the OM are to be complied with strictly while processing and
forwarding applications of Central Govt Civilian Employees for grant of “ No
Objection Certificate” for obtaining passport and permission for proceeding abroad.

2. Application in triplicate will be made on the prescribed proforma for issue of

“No Objection Certificate” for obtaining passport and for passport-cum-proceeding
abroad as per Appendix “A” and “B” respectively to the enclosed OM No.
27(3)/91/D(Civ-II) dated 01 May 91. The Parts (II & III) of the application
(Appendicies “A” & “B”) will be completed by the concerned Directorate/Training
Establishment/Unit before sending to DGNCC. The following certificates in
triplicate will also be obtained from the concerned individual and forwarded duly
countersigned by Director/Dy Commandant, alongwith the application that :-

(a) “I will not avail of hospitality in any form from the foreigners or foreign
Government or foreign commercial organizations or firms”

“ I will ensure compliance of current security instructions”.

(c) “I have read, understood and shall comply with the instructions
contained in Min of Def OM No. 27 (3)/91/D(Civ-II) dated 01 May 91.
3. The concerned individual will, also, be required to furnish a surety bond on a
non-judicial stamp paper as per Appendix “E” to the aforesaid OM from two
permanent Government servants of appropriate status as given below :-

(i) Group “A” Officer = Rs. 1 Lakh (each)

217
 (ii) Group “B” Officer = Rs. 50,000/- (each)

(iii) Group “C” Officer & = Rs 25,000/- (each

Group “D” Officer

4. The NCC Directorates will carry out verification for the sound financial
conditions of the Govt employees standing surety and report their findings to DG
NCC while forwarding the application.

5. Leave Ex-India is required to be sanctioned to the individual going to any

foreign country. In the event of non-return of the individual concerned after expiry of
the specified period of stay abroad as approved by the Govt, the individuals standing
sureties will be required to pay the amounts as mentioned in the surety bond executed
by them.

6. Foreign Hospitality should not be enjoyed by the visiting Defence civilian

employee. However, where it is inescapable to accept the hospitality, the concerned
individual should obtain prior permission of the Govt , by submitting application in
from as per Appendix “D” to the ibid OM, duly completed, along with the
application through proper channel to the FCRA section of the Ministry of Home
Affairs.

7. The individual visiting a foreign county is to report his/her arrival to the Indian
Embassy/ High Commission/Consulate/Legation as the case may be in that country
in person/by post/on Telephone by giving complete details of his/her visit/stay.
Similarly details of departure from that country should also be intimated to the above
authority. The date of return in India should also be intimated to DG NCC by the
concerned individual.

8. Defence civilian employees who desires to proceed abroad will be governed

by the provisions of the Ministry of Finance OM No. F-19075/7/75-E IV(B) dated
05 Aug 76. Foreign Contribution (Regulation) Act 1976 (Copies not available) , the
relevant conduct rules and orders and instructions of Govt of India, issued from time
to time on the subject.

9. Prior to forwarding applications on prescribed forms in accordance with the

provisions of the enclosed OM for obtaining “ NO Objection Certificate” for
Passport and proceeding abroad , Dy DG/Comdt NCC should obtain a report to the
effect that the concerned Govt servant is not figuring adversely on the security
records of the Govt both Central and State Government from the police
Commissioner/Superintendent of Police of the area concerned where the Govt
servant is living and forward the same to DG NCC along with application. The Dy
DG/ Comdt NCC should also verity the Financial position of the concerned
individual and render a certificate to the effect that the concerned Govt servant is
218
financially sound and the arrangements made by the individual for foreign Exchange
required by him/her for foreign travel and stay abroad are adequate. A certificate
from the concerned individual to the effect that his financial position is sound and
that he could not be put in a embarrassing situation in India and abroad will also be
obtained and duly countersigned by Dy DG/Comdt NCC forwarded along with
application. The following certificates should also be furnished by them:-

(a) The concerned civilian employees will be sanctioned leave for

proceeding abroad.
(b) The concerned employee would not be security risk in the foreign
country.
(c) No vigilance/disciplinary case is pending or contemplated against he
concerned civilian employee.

10. Applications from civilian employees on prescribed forms in triplicate

alongwith all the certificates /documents as stipulated above and in the enclosed OM
for issue of “No Objection Certificate” for obtaining Passport , proceeding abroad
and accepting foreign hospitality by the civilian employee, duly recommended by the
Dy DG/Commandant NCC, should be forwarded so as to reach DG NCC at least two
months in advance from the date o departure for foreign county. On no account the “
No Objection Certificate” will be issued to the Central Govt civilian employee by the
Dy DG/Commandant NCC.

11. This supercedes this Dte Gen letter of even number dated 21 Jul 88.

-sd-
(B B MOHAPATRA)
Dy DG (P&F)
Encls :- As Stated Above For Director General NCC

219
 ANNEXURE-III

No. A/38761/CAO/A-2(B)

MINISTRY OF DEFENCE
(Office of the JS(Trg) & CAO)

Subject: ISSUE OF ‘NOC’ FOR PROCEEDING ABROAD

Reference Govt. of India, Ministry of Defence OM No. 27(8)/91/ D(Civ-II)

dated 01 May 1991.

2. As per para 7(c) of the OM under reference Defence Civilian Employees

proceeding abroad are required to furnish surety bond on a non-judicial stamp paper
for a value appropriate to his status. The matter was referred to Min. of
Defence/D(Civ-II) to review the necessity for executing the bond by a Govt. servant
who proceeds abroad in his private capacity.

3. Ministry of Defence/D(Civ-II) have clarified that provisions of para 7 of MoD

OM referred in para 1 above are not applicable for employees proceeding abroad
purely at their own expense for personal reasons, except that leave ex-India is
required to sanctioned by the competent authority.

4. In view of the position as explained above, surety bond need not be asked from
the employees who proceed abroad in their private capacity. This may be brought to
the notice of all concerned for their information and compliance.

Sd-
(H.M.S. Tanwar)
SAO, CAO/A-2
30 Apr 1997

All SAOs of Admn Group

220
 APPENDIX ‘A’

RESTRICTED

AAPLICATION FOR OBTAINING A “NO OBJECTION CERTIFICATE”

FOR A PASSPORT ONLY

(NOT TO BE REFERRED TO SECURITY OFFICE/VIGILANCE CELL)

PART –I

1. Name (In Block Letters) = _______________________________

2. Designation = _______________________________

3. Present Office = _______________________________

4. Applicant’s Residential
Address :-

(a) Present = ______________________________

______________________________

(b) Permanent = ______________________________

______________________________

5. Father/Husband/Guardian’s = ______________________________ name

(delete whatever is
not applicable)

6. Occupation and address = _______________________________ of

above

7. Details of employment in = _______________________________

Defence HQrs offices or any
Govt offices during last ______________________________
ten years

8. Details of any type of passport = _____________________________ if held

previously

221
9. Details of passport lost if any = _________________________

10. Type of passport required = _________________________ viz.

Ordinary/Official/
Diplomatic

11. I certify that :-

(a) my application for the above passport is not for proceeding to a foreign
country. I shall separately seek the “No Objection Certificate” before
proceeding to a foreign country.

(b) I am not involved in any court/police/vigilance case and there is no

restriction placed by any authority.

Placef : _______________

Dated : ________________ Signature of the

Applicant
Office :

PART –II

TO BE COMPLETED BY THE SUPERIOR OFFICER OF THE SECTION

IN WHICH THE INDIVIDUAL IS DIRECTLY EMPLOYED AT PRESENT

1. Is the applicant handling any classified work,

divulgence of which may effect the security
of service and the security ?

2. Is the individual’s visit recommended even if

the answer to Srl No 1 (Part-II) above is in the
affirmative ?

3. Is any departmental or other enquiry pending

against the individual ?

Signature _______________
(in case of Non-gazetted staff,
222
 Class I Officer, In case of
Gazetted Offr, the next superi-
or Offr)
Designation _____________
(Name in Block letters)

No. _______________________________ Dated : ________________

(Office Seal)
Date___________________________(to concerned establishment / Administrative
section)

PART –III

TO BE COMPLETED BY THE CONCERNED ESTABLISHMENT

/ADMINISTRATIVE SECTION

1. (a) Are the entries given by the applicant

in para 1 to 9 in part-I correct ?

(b) If not, mention variations.

2. (a) Was the individual even involved in

any Departmental enquiry or other
other cases ?

3. (a) Are any financial dues outstanding

against he applicant ?

4. Any comment on Part-I

Signature
EST/ADM/GROUP”A”
Officer

223
 APPENDIX “B”

APPLICATION FOR OBTAINING “NO OBJECTION CERTIFICATE”

FOR PASSPORT –CUM-PROCEEDING ABROAD

PART-I

1. Name (in Block letters)

2. Designation

3. Present Office

4. Applicant’s Residential (a) Present

Address (b) Permanent

5. Details of Father/Husband/Guardian
(Delete whichever is not applicable)

(i) Name

(ii) Occupation

(iii) Address

6. Details of blood/close relation working in

foreign Embassy/Firms in India/Abroad.

7. Details of employment in Defence HQ offices

or any Govt/other offices during last ten years.

8. Are you involved in any court/police/vigilance

case for which your presence is required.

9. Details of passport held :

(a) Type : Ordinary/Official/Diplomatic

(b) Passport No.

(c) date of issue

(d) Validity
10. details of passport lost, if any.

224
11. Have your visited any foreign country before ?
if so, give details of such visits to include countries
visited with details of dates.

12. Countries to be visited.

13. Date of Departure

14. Purpose of visit

15. Probable duration of stay at each country.

16. Probable date of return

17. Approximate amount expected to be spent for the

trip including journey and stay abroad.

18. Is the trip abroad financed by self if so, the source

of amount being spent.

19. (a) Is the rip being financed by any other person

If so, the name/nationality of the person indicating

relationship and address

(c) Are you likely to accept any foreign hospitality ?

Note : If answer to para 19 (c) is in the affirmative, them it is

Required to adhere to foreign contribution(Regulation-1976)
and seek permission of the Govt.

20. I certify that I am not involved in any court/police/vigilance case and there is
no restriction on placed by any authority.

21. I undertake that I will return my Identity Card before proceeding abroad.

(Signature of applicant)
Date : _____________ Office

225
 PART – II

TO BE COMPLETED BY THE SUPERIOR OFFICER OF THE SECTION IN

WHICH THE INDIVIDUAL IS DIRECTLY EMPLOYED AT PRESENT

1. Is the applicant handling any classified work, divulgence of

which may affect the security of service and the country ?

2. Is the individual’s visit recommended even if the answer

to Srl No. 1 (Part-II) above is in the affirmative ?

3. Is any Departmental or other enquiry pending against

the individual ?

Signature ________________
(In case of non-gazetted staff
Class- I Officer ;

In case of gazetted Officer,

The next superior Officer

Designation ______________
(Name in block letters)
Dated :
(OFFICE SEAL)
No. ____________________

Date ___________________

(To concerned establishment/Administrative Section)

226
 PART-III

(TO BE COMPLETED BY THE CONCERNED ESTABLISHMENT/

ADMINISTRATIVE SECTIONS)

1. (a) Are the entries given by the applicant in para 1

to 11 in Part-I correct ?

(b) If not, mention variations.

2. (a) Was the individual ever involved in any departmental

enquiry or other cases ?

(b) If so, nature of enquiry and its results.

3. Are any financial dues outstanding against the applicant ?

Signature
(Group “A” Officer of
EST/Admn. Oficer)

Forwarded to Security Office, Ministry of Defence/Vigilance Cell.

227
 APPENDIX ‘C’
(Refer to Annexure-I)

FORMAT-I

Tele ________________________ Dated :

No._________________________

ISSUE OF NO OBJECTION CERTIFICATE FOR PASSPORT ONLY

1. Reference your __________________________dt ___________

2. We have nothing adverse in our records against Shri/Smt _________.

He/She is permitted to apply for a passport.

Office Stamp (Signature of Dir/Head of Deptt)

(Est/Admn Office)

OR
Tele _________________________ Date :

No. __________________________

FORMAT-II

ISSUE OF NO OBJECTION CERTIFICATE FOR GOING ABROAD

1. Reference your note No. ____________________________ dt___________.

2. We have nothing adverse in our records against Shri/Smt _______________.

He/She is permitted to visit ________________from ____________to
_______________for ___________________.
(Purpose)

Office Stamp (Signature of Dir/Head of Deptt)

(Estt/Admn Office)

FORMAT-III

228
Tele _________________ Dated :

No.__________________

1. Reference your _________________ dated ___________________.

2. We have nothing adverse in our records against Shri/Smt _________. He/She

is permitted to apply for passport and to visit __________for ______
(Name of country)
from _________to ____________.

Office Stamp (Signature of Dir/Head of Deptt)

(Est/Adm. Officer)

229
 APPENDIX “D”

APPLICATION FOR SEEKING PRIOR PERMISSION OF

THE CENTRAL GOVERNMENT TO ACCEPT FOREIGN HOSPITALITY

FOREIGN CONTRIBUTION (REGULATION) 1976

(In lieu of Form FC-2)

1. Name in full (In Block letters)

2. Date of birth

3. Name of father

4. Present Address

5. Permanent Address

6. Passport particulars
(if already in possession of)

7. Status -

Member of legislature
Office bearer of Political Party
Government servant
Employee of a Company/Corporation
Any person or class of persons not specified in sec 9.

8. Names of countries/places to be visited

with duration of stay.

9. The countries and places where foreign hospitality is

to be accepted.

10. Duration and purpose of visit to the country(ies)/Place(s)

mentioned in column 9.

11. Particulars of host (s)

(a) If an individual, his personal particulars including
Name, present address, permanent address, nationality, profession.
(b) If an organization/Institution/Association/Trust/
230
 Foundation/Trade Union etc. full particulars thereof including:-

Full name and complete address:

Address of Head Office/Principal Office
Aim and objects
Particulars of important office bearers.

12. Full particulars as in Serial numbers 11(a) & (b) of the foreign source in case
the actual source extending the hospitality is located in a country other than
actually proposed to be visited.

13. Nature and duration of hospitality proposed to be accepted (give specific

details).

14. Nature of connection/dealings with the host and /or foreign sources extending
the hospitality.

15. Approximate expenditure to be incurred on hospitality.

16. Any other information of significance which the applicant may like to furnish.
DECLARATION

I hereby declare that the above particulars furnished by me are true and
correct.

Signature of the applicant

Place : No. _______Rank______
Name ________________
Date : Unit _________________

Notes : 1. This form duly filled in will be sent to FCRA section of the Ministry of
Home Affairs, through proper channel.

2. The information of Foreign National should not be given sketchy and

vague but should be clear and correct specially with regard to
nationality, business/profession.

231
 APPENDIX “E”

SECURITY BOND

We, (i) ________________________(ii) _____________________________

of Department etc. do hereby declare ourselves sureties for Shri/Smt
________________ (Hereinafter referred to as “the Bounden”) and do hereby
guarantee that the Bounden shall do and perform all that he has undertaken to do and
perform under the Bond dated the _______________day of ______________,19
executed by him in favour of the President of India and to hereby bind ourselves our
respective hairs, executors and administration to pay to the President of India
(hereinafter referred to as “the Govt) a sum of Rs. ________________ /- (Rupees
_____________________) being the amount due and payable by the Bounden under
the said bond or such sum as the Govt may have sustained by reason of default of the
Bounden. And we do hereby further agree that the Govt, 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 other indulgence granted to the Bounden or
_____________any other indulgence granted to the Bounden or any variation of their
terms of the said bond or any time give 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 as principal debtors and joint and several
with that of the Bounden.

Dated this ________________ day of _____________________,19

Signed by Suretyin the presence of HEAD OF THE DEPARTMENT

1. ______________________ 1. ______________________

2. ______________________ 2. ______________________

Surety No. 1 Shri/Smt _____________________________________

Designation _________________ is a permanent Government employee and his date
of Superannuation is ____________________________

Surety No 2 Shri/Smt ______________________________________

232
Designation____________________________ is a permanent Government employee
and his date of superannuation is ______________________.

Place : (Signature of Group”A” Officer)

Date :

233
 PARLIAMENT QUESTIONS AND VIP REFERENCES

PARLIAMENT QUESTION

1. All through the year Parliament Questions relating to Personnel and Financial
matters of Govt employees working in National Cadet Corps are received. The
number of questions go up during the Parliament sessions.

Quick Disposal

2. Replies to these questions are required to be prepared and forwarded to the

concerned officer in Min of Defence on the day of the receipt of the question itself
duly approved by the Competent authority. Utmost urgency is therefore required is to
be shown by all concerned in forwarding the requisite reply/information.

3. Type of Parliament question

(a) Parliament Questions can be ‘Starred’ or ‘Unstarred’.

(b) Starred questions are to be replied by the minister concerned and may
have supplementary components to be answered during the reply by the
minister before the House. It is therefore necessary that a note for
supplementary containing additional information is furnished alongwith the
reply.

(c) Reply to ‘Unstarred’ questions are placed before the House in a written
form.

4. It is to be ensured that information furnished in reply to the Parliament

Questions is factually correct and updated.

VIP REFERENCES

5. This Directorate deals with all the VIP References regarding personnel matters
in respect of all the NCC Central Govt Civilian employees in consultation with Min
of Defence and takes immediate and appropriate action as per the existing Rules on
the subject.
7. Role of the NCC Dtes

234
 As and when information from Dte is sought in connection with a reply to
Parliament Question / VIP reference it is incumbent upon the Dte(s) to collect ,
collate and forward updated information /details correct in all respect, immediately to
P&F Dte. Delay/complacency in this regard is not acceptable.

235
 AWARD OF DGNCC’S COMMENDATION CARD

1. Guidelines for award of DGNCC Commendation Card are enclosed at

Annexure-I & II.

2. P&F/Pers(C) processes the cases for award of DGNCC’s Commendation Card

to Central/State Govt Civilian Officers/Staff of the HQ DGNCC in recognition of
specific acts of extra ordinary performance/ of duty. The details of action are as
under:-

(a) Every year in Jun or July a circular is issued to State Dtes for sending
citations in the prescribed proforma as per Appendix A.

(b) Citations are scrutinized and compiled.

(c) The compiled data is placed before the Award Committee consisting of
ADG(A), DDG(P&F), Dir(Pers) and Dir(MS) in the month of Oct.

(d) The recommendation of the Committee is put up to the DG for approval.

(e) After approval of DG, Commendation Cards are prepared and submitted
for DG’s signature.

(f) The Commendation Cards along with medals are dispatched to the
concerned Dtes for award to the respective individuals.

236
 ANNEXURE – I

Telephone: 26715488 Directorate General NCC

Ministry of Defence
West Block. IV
R. K. Puram
New Delhi

No.10441/HQ NCC/Pers( C ) 14 Sep 1998

List ‘A’ & ‘B’

GUIDELINES FOR AWARD OF DIRECTOR GENERAL NCC’s

COMMENDATION CARDS TO CIVILIAN PERSONNEL

1. DGNCC Commendation Cards for civilian employees working in NCC will be

awarded to the deserving employees once a year for their distinguished service to the
NCC organization on the NCC Day.

Eligibility

2. The following categories of employees shall be eligible for consideration for

award of DGNCC Commendation Card.

(a) Central Government Civilian Officers/Staff posted at HQNCC.

(b) Central Government Civilian Officers/ Staff posted at NCC

Directorates/Training Establishments.

(c) State Government Officers/Staff Posted at Directorates/Group

Headquarters/NCC Battalions.

Qualifying Activities for selection for award of Commendation Card

3. The purpose of the Commendation Card is in recognition of the following over

the period of five years.

(a) The outstanding and distinguished service rendered by the Civilian

Employees in discharge of their duties.

(b) The dedication and devotion to work displayed by the NCC civilians in
furtherance of the cause of NCC.

237
 (c) Outstanding contribution for efficient management of various NCC
activities including camps.

Channel of Recommendation

5. Recommendation for award of DGNCC Commendation Card should be

initiated for the format attached as per Appendix ‘A’ by the officer given below :-
Initiated by Recommended by
(a) For civilian officers By the Director of By the DDG of the
and staff in HQ NCC concerned Dte concerned Dte.

(b)For Civilian officers By the Director/Jt By the Dy

and staff in NCC director/Dy Comdt. DG/Comdt.
Dtes/Trg Estts Concerned concerned

(c)For Civilian officers By OC of the unit By the Dy DG

and staff in selected concerned concerned
units viz. 3 Maha Med
Coy NCC and Das
Naval Unit NCC

(d) For State Director State Cell By the Dy DG

Government concerned concerned
Officers/Staff in NCC
Dtes
(e) For State Gp Cdr/OC of the By the Dy DG
Government concerned Gp HQ/Units concerned
Officers/Staff in Gp
HQ/Units

Citation should be suitably drafted in a clear and concise manner bringing out the
outstanding performance and contribution made by the civilian employees.

Procedure

6. (a) The recommendation on the prescribed format should reach HQ NCC by

20 Sep every year.
(b) Four copies of recommendations should be forwarded.
(c) It must contain the specific recommendation of Dy DG NCC of
Commandant training Estt.
(d) A certificate to the effect that there is nothing indiscriminant against the
individual recommended for award of Commendation Card should invariably
accompany the recommendation. Involvement in disciplinary /vigilance case
238
 subsequent to the initiation of the recommendation should be reported to the
HQ immediately.

Number of Commendation Cards per year

7. The maximum number of citations which can be sanctioned by HQ NCC, NCC

Dtes/Training Estt Gp HQs/NCC Battalions will be as under:-

Sl No. Establishment No of citation

(a) NCC HQ 2 from each Dte

(b) NCC Dte/Trg Estts 2 each

(c) Gp HQ(Including Bns under it) 1 each

8. Recommendation will be scrutinized and placed before the award committee

consisting of the following ;-

(a) ADG (A) - Chairman

(b) Dy DG (P&F) - Member

(c) Director (MS) - Member

(d) Director (Pers) - Secretary

9. The Award Committee will meet in October every year and consider the
citation for the award of Commendation Card. The recommendations shall be
submitted to the DG by 01 Nov for the approval.

Sd/-

(P N Reddy)

239
 ANNEXURE-II

Telephone: 26715488 Directorate General NCC

Ministry of Defence
West Block . IV
R. K. Puram
New Delhi

No.10441/HQ NCC/Pers( C ) 16 Jul 2004

List ‘A’ & ‘B’

GUIDELINES FOR AWARD OF DIRECTOR GENERAL NCC’s

COMMENDATION CARD TO CIVILIAN PERSONNEL

1. Reference this HQ letter of even number dated 14 Sep 98.

2. Ministry of Defence has approved to dispense with the requirement of 05 years

residency period for award of DGNCC’s Commendation Card to Central/state Govt
Civilian Officers/Staff of the NCC. The Commendation Card will be in recognition
of specific acts of extraordinary performance/commitment to duty.

3. Para 3 of HQ NCC letter of even number dated 14 Sep 98 may be treated as

modified to that extent.

(VPL Das)

Dir (Pers)

240
 Appendix ‘A’

RECOMMENDATION FOR THE AWARD OF DIRECTOR GENERAL NCC

COMMENDATION CARD

1. Name in full (initials will not be used)

(a) In English :

(b) In Hindi :

2. Name of Dte/Trg Estt/Gp HQ/Unit :

3. Date of Birth :

4. Permanent home address :

5. Name, relationship and address of the

next of kin in respect of deceased personnel :
only previous award if any

6. Citation and recommendation of initiating

officer including details of the outstanding :
work performed by the officer

(200 words)

Place: Signature
Date: Name
Rank
Designation

RECOMMEDATION OF THE DY DG/COMMANDANT

Place: Signature
Date: Name
Rank
Designation

241
 REPORTS AND RETURNS

1. In National Cadet Corps following Reports and Returns are being compiled
and submitted periodically to different agencies, viz., Min of Def, on regular
intervals.

(a) MONTHLY REPORTS

(i) Ad-hoc appointments to group A&B posts/services

(ii) Monthly report on status of disciplinary proceedings
(iii) Contempt cases
(iv) DPC proposals sent to UPSC
(v) Anti-corruption and vigilance cases

(b) QUARTERLY REPORTS

(i) Monitoring of progress of disciplinary cases

(ii) Grant of extension/re-employment to Central Government
employees beyond the age of superannuation
(iii) Periodical review of vigilance work
(iv) Redressal of grievances of SC/ST employees

(c) HALF YEARLY REPORTS

(i) Half yearly reports on the implementation of the Prime

Minister’s 15 point programme for the welfare of minorities

(ii) Ad-hoc appointments to group A&B posts/services

(iii) Implementation of reservation orders on the employment of

physically handicapped in group ‘C’ & ‘D’ posts

2. The Dtes are required to keep a strict watch on the timely submission of these
reports and send correct and up-to-date information to P&F Dte.

242
 SETTING UP OF SHOPPING COMPLEX IN
REPUBLIC DAY CAMP

1 A shopping complex housing various snack stalls, a Newspaper/ Magazine &

General store Stall, an ice-cream counter and a milk-bar is set up in the RD Camp
from 01 Jan to 30 Jan every year. It is located near gate No. 3, near the Recreation
and Information Room for Boys, opposite the Girls Area in the RD Camp.
Participants and visitors to the Camp, including 1800 cadets and 500 officers and
staff, parents and guardians of the cadets frequently visit the shopping complex. The
Shopping complex is set up under the aegis of the P&F Dte.

2. From RDC-2006 the Shopping Complex will be housed in a Hall measuring

115’ by 60’, specially being made for the purpose. Qutoations are invited from
vendors registered with Lgs Dte for supply of furniture, carpets etc for the Shopping
Complex. A Board of Officers is constituted by P&C (Coord) to open the sealed
quotations before the reps of the vendors. The lowest bidder recommended by the
Board of Officers is awarded the contract provided he satisfies other conditions like
having quality furniture, adequate infrastructure and capacity etc.

3. Thereafter, quotations are invited through vendors registered with Lgs Dte for
setting up various stalls for snacks / beverages /ice cream/ books/ general items etc in
the Shopping Complex as per proforma at Appendix -I. The quotations are received in
the prescribed Form, which is issued from the P&F Dte against a cash payment of Rs
100/-. The stall vendors, who are awarded a contract, are required to pay security
deposit, both refundable and non-refundable as required.

4. Apart from the furniture that is hired for the Shopping Complex, other office
furniture for the shopping complex viz., one officer’s table, six office chairs, one steel
almirah, ten doormats and a runner, is drawn from the central Furniture Store under
the Lgs Dte.

5 The sequence of action for setting up the Shopping Complex during the RDC is
given as under:-

(a) Separate contract is awarded for each stall to the firm offering the best
rates after verifying the capability of the firm and on receipt of security deposit.
(b) Setting up of the stalls and furniture is completed by 31st Dec. The stalls
will be functional from 1st Jan to 30th Jan.

(c) Separate Electricity Meters are to be installed for each stall by the MES
in consultation with Lgs Dte, on payment by the stall owners. The stall owner
will be liable to pay for the electricity used on actual consumption.

(d) Two PI staff are deployed to maintain discipline among the cadets.
243
 Appendix I

TENDER FORM (Form No.: )

Government of India
Ministry of Defence
Directorate General NCC
West Block-IV,
RK Puram
New Delhi – 110 066

Date :

TENDERS FOR OPENING OF STALL FOR RD CAMP – 200__

1. Sealed tenders are invited by Directorate General NCC for installing

Stall/Snack Centre at Republic Day NCC Camp, Garrison Parade Ground, Delhi
Cantt from 01 Jan to 30 Jan ------.

2. Tenderers are requested to quote the rate of the items mentioned in the
enclosed annexure both in figures and words duly signed on their official / business
letter pads or authenticated with their business stamp.

3. Separate tender form will be submitted for each Stall / Snack Centre.

4. Sealed tender will be received in a tender box placed at the entrance of West
Block – IV, RK Puram, New Delhi, near reception of DGNCC office from 8 Nov
___ to 22 Nov _____ up to 1400 Hrs. Envelops should be super-scribed “Quotation
for STALL/SNACK CENTRE in RDC-200__”. Tender may also be addressed by
post to Dy Director/Pers (C) West Block – IV, RK Puram, New Delhi – 110 066 duly
super- scribed as above. Tenders will be opened by a Board of Officers in the
presence of tenderers / representative of tenderers at 1500 hrs on 22 Nov ____ in the
office of Dy Dir (Pers).

5. Tenderers will be required to deposit Rupees _______ as earnest money

through a Bank Draft in favour of HQ NCC Shopping Complex along with tender
documents. All those tenders not accompanied by the demand draft towards earnest
money will not be considered. Earnest money of unsuccessful tenderers will be
refunded only after selection of a contractor. Earnest money of successful tenderer
will be retained and refunded only after completion of the work satisfactorily.

6. Approval / rejection of tenders rests with the Director General NCC who
reserves to himself the right of rejecting any tender without assigning any reason

244
whatsoever and his decision in the matter will be final. The lowest tender may not
necessarily be accepted.

(P Raghunarayanan)
Dy Director (Pers)
for DG NCC
Last date for submission of tender
–22 Nov ____ up to 1400 hrs
Date of opening of tender-
22 Nov _____ at 1500 hrs

245
 (Form No.: )

TENDER FOR OPENING AND RUNNING SNACK CENTRE I, SNACK

CENTRE II, SNACK CENTRE III, ICE-CREAM PARLOUR,
NEWSPAPER/BOOKS STALL AND HORLICKS/SOUP/POPCORN STALL AT
REPUBLIC DAY CAMP 200___.

Details of Security Deposit

(To be filled in by Tenderer)
____________________________________________________________________
Particulars of Bankers Demand Draft No. Date Amount__________

From:

To: The Director General NCC

Ministry of Defence
Government of India
West Block No. – 4
RK Puram, New Delhi – 110 066

1. I / We, the undersigned, agreed, on acceptance of this tender in whole, to run a

group of Snack Centers as provided in the Tender Notice to the Director General
NCC hereinafter those duly authorised to act for him, in the Directorate General
NCC, Ministry of Defence, New Delhi during the period of the contract or till further
such subject to the conditions and stipulations specified in this Tender (including at
Schedule and specifications and conditions contained in this thereto) in the
acceptance and in the “Instructions to Tenderers” (all of which separately and jointly
constitute and are hereafter referred to as …. The “Contract”).

…………………………………………………………………………….

2. I / We shall run the group of Snack Centers service at my/ our expenses in
such quantities, at such time, in such manner to such persons and at such place
(within the area covered by the contract, as specified in the schedule) as the Govt
may direct.

3. The officers sanctioning the contract may authorize such officer as he may
wish to operate the contract as on his behalf and I / We and my / our agent, will
accept and carry out instructions given by such officer(s) or their representatives, in
connection with as if these were issued by the Officer sanctioning the contract.

246
4. (a) The officer to whom services are to be delivered in the contract referred
to the officer operating the contract, which expression shall include his duly
authorised representative may reject the services in whole or in part if in his
opinion they are not in all respects, in accordance with the contract.

(b) I / We shall not charge or be paid for services rejected as above, and
such services shall be removed by me / us at once at my / our expenses.

(c) I / We shall neither claim nor be entitled to payment for any damage that
rejected services may suffer from cutting, tearing or any other harm incidental
to a full and proper examination and test of such services.

5. The contract may be terminated by the Govt earlier than the laid date in case
the Govt is not satisfied with the services and sanitation, hygiene and cleanliness of
the Shopping Complex or due to any other administrative exigency.

6. Covered space for the Shopping Complex including tables, chairs as also
tentage for living and storage will be provided to me / us by the Government.

7. I / We also understand and give undertaking that I / We shall not sublet the
contract to any other party. The sublet of the contract shall be treated as breach of
agreement and my / our agreement is liable to be terminated without notice and I /
We shall be liable to forfeit our security, pay all compensation / extra expenditure
made on alternate source / facilities inclusive listed if we adopt such course of action.

8. I / We agree to run shop at the Garrison Parade Ground, Delhi Cantt. The
timings of the Shopping Complex are from 0800 hrs to 2200 hrs subject to changes at
short notice by the Government. No representation will be entertained.

9. I / We agree to accept the sale price of the commodities which may be fixed by
the Board of Officers taking into account the prevailing rates in the market. I / We
understand that in the event of overcharge, the contract is liable to be terminated with
consequent forfeiture of Security Deposit. The price list will be suitably exhibited on
a board (size to be specified) with black background and letters in white paint written
by a professional painter.

10. In case the services rendered by me / us are not found to be in conformity with
those laid down in the schedule, I / We am/are aware that I / We am/are liable for
termination of the contract and / or imposition of a penalty, forfeiture of security
deposit as well as termination of contract as mentioned in Para – 4, 5,6 and 7 of these
instructions.

11. I / We shall abide by the rules and regulations promulgated in the Camp
Standing Orders, regarding the sanitation, hygiene and cleanliness. I/We shall also
247
install a big size electrical fly-catcher on the stall. I / We understand and accept that
our failure to comply with these standing orders will make us liable to a fine as
determined by the Organizing Committee for such violations.

12. I / We shall ensure that all possible precautions are taken and measures
adopted to prevent outbreak of fire in the cook houses and I / We shall be responsible
for any loss or damage to the life or property in case of outbreak of fire due to
negligence on my / our part or due to non-compliance of Camp Standing Orders for
precautions to be taken to prevent fires. We will arrange portable fire-extinguishers at
the scale of two per contract.

13. All personnel employed by me / us who are required to deal with cooking and
serving in any way will be medically fit, free from any disease whatsoever and
immunized, against infectious diseases. They will be liable for medical inspection by
the Camp Medical Officer or any other Registered Medical Practitioner approved by
the Dir Gen NCC. Those who are found to have any symptoms of a disease will
bring a certificate prior to entering the Camp that they have been medically examined
and deposit the same with the OIC Shopping Complex. They will also be vaccinated
/ inoculated for cholera / typhoid before reporting at the Camp. Any person falling
sick will immediately report to Camp Medical Officer for inspection, treatment and
further orders. Any person suffering from cough or cold will not be employed on
cooking / serving food and will be removed from the Camp immediately.

14. Only male servants will be employed by me / us for cooking / cleaning and
serving purpose.

15. The character and antecedents of cooks, water carriers and servers employed
by me / us will be verified from police and I / We take guarantee for their good
behavior and good conduct during the contract period. Only people with valid passes
issued by the Camp authorities will be allowed to enter the Camp.

16. OIC Shopping Complex will have the right to declare any cooked food un-
whole-some, not tasty or improperly / unhygienically cooked and / or unfit for
consumption on the recommendation of the Medical Officer or any other competent
authority. On such declaration, such food will be destroyed in the presence of the
OIC Shopping Complex.

17. Battery operated emergency lights at the scale of four per contractor will be
arranged for contingency.

18. Camp Medical Officer or Sanitary Staff authorized by the Medical Officer will
have the right to examine all persons that are employed for cooking or serving or are
in any way connected with the preparation and serving of food and to inspect the
cook houses, water storage and stalls and recommend measures to ensure proper
248
sanitary and hygienic condition. I / We shall be required to follow all such
instructions at my / our cost.

19. No member of the contractor’s staff will be permitted to visit any living
accommodation or stores without permission. If any staff is found indulging in any
undesirable, irregular or improper activities within the Camp, he will be removed
from the Camp forthwith.

20. No one will consume any alcoholic drinks in the Camp or come on duty after
consuming such drinks. If any one is found violating this order, he will be removed
from the Camp immediately and handed over to the Civil Police.

21. I/We agree to pay fine not exceeding Rs. 1000/- at a time for not keeping
hygienic surroundings or any other matter as pointed out by the Government or any
representative nominated by the Government (including SHO/Medical Officer). The
fine will be deducted from the security.

22. I/We agree to use good quality Refined Oil of reputed brand for preparation of
items and provide prompt and efficient service.
23. Arbitration - All disputes relating to the interpretation of the provisions,
implementation of the contract and payments, if any, would be referred for
Arbitration on the written request of the contractor, to Addl DGNCC. The Addl
DGNCC can appoint any officer serving in NCC Organization to act as Arbitrator.
The award given by the Arbitrator would be considered final and binding on both
parties.

Signature(s) of Tenderer

Name___________________________

Address_________________________

Station : _________________

Date : __________________
Occupation______________________
Tele (Office) ____________________
Tele (Resi) ______________________

Witness (1) Witness (2)

249
Signature ________________ Signature ________________

Name ___________________ Name ___________________

Address _________________ Address _________________

________________________ ________________________

________________________ ________________________

TENDER APPROVED AND ACCEPTED

(Signature of Officer)

Place______________ Name_________________

Date ______________ Designation____________

250
 SETTING UP OF PHOTO CELL DURING REPUBLIC
DAY CAMP

Introduction

1. In accordance with the Standing Operating Procedure for Photo Shop given in
the Standing Instructions for Republic Day Camp, a Photo Cell is required to be
established at RD Camp, Garrison Parade Ground under the functional control of
DDG(P &F), with Dir (Pers) as Officer-in-Charge and Section Officer/Pers (C) as
Asstt Officer-in-Charge.

Objective

2. To provide photographs of various activities/functions, VVIP visits, Cultural

programme, PM’s Rally, Horse show etc to cadets on day to day basis during RD
Camp at the lowest possible rates.

Award of Contract

3. Tenders are invited from the Digital Photo Labs registered with the Logistics
Directorate. A Board of Officers opens tenders and the contract is awarded to lowest
tenderer equipped with their own computerized digital Lab/necessary infrastructure
etc, after the approval of ADG (A) in Nov/Dec.

Manpower

4. One civilian officer, one ANO (Photographer), ten civilian staff and eight PI
Staff (including two Photo Fitter as photographer) man the photo cell which includes
various counters such as booking of photograph on cash payment (separately for
Boys and Girls), preparation of computerized compilation chart, placement of order,
segregation and sorting of photographs received from photo lab and delivery of
photographs etc.

Functions :

5. (a) Film rolls used by photographers to cover the day to day functions at RD
Camp are given to photo lab for development and to get first print for display.

251
 (b) The prints obtained are given a Code number for identification and
displayed on the Boards installed at Photo Cell.

(c) Cadets are provided order form to note their requirement of photographs
from Display Boards.

(d) The photographs noted by the cadets are booked at the Booking Counter
(separate for Boys and Girls) and cost of photographs is received from them in
advance. The Cadets are given a receipt (second copy, yellow colour)
indicating the date of delivery and original receipts (original copy white
colour) are kept separately.

(e) From the original receipts obtained throughout the day, total requirement is
compiled through computer and final order placed on the Photo Lab for supply
of photographs.

(f) On receipt of Photos next day, these are kept systematically as per the
original receipts (white copy kept in Photocell) in blank envelopes provided by
the lab. After rechecking, the envelopes are sent to Delivery Counters
maintained separately for Girls and Boys.

(g) The photographs are delivered to cadets on production of yellow copy of

receipt from them.

(h) The money received from the cadets for booking of photographs is
deposited in the bank established in the camp on day-to-day basis by the
accountant attached to photocell, who looks after the photocell Account also.

(j) The photographs booked by the cadets on or before 25 Jan are delivered to
them instantly upto 30 Jan. However, photographs booked on and after 26 Jan
are dispatched to the cadets by registered post for which normal registry cost is
charged from the cadets.

(k) For postal delivery, the Cadets are provided good quality envelopes free of
cost and the cost is borne by the Photo Cell. They are asked to write their
complete address at the time of booking their photographs at booking counters,
so that these can be dispatched by post to their hometown address.

6. Specimen quotation form and the contract proforma are enclosed at

Appendices ‘A’ & ‘B’.

252
 APPENDIX ‘A’
QUOTATION FORM

FOR DEVELOPING TENDER FOR PROVIDING ASSISTANCE

FOR DEVELOPING PRINTING AND LAMINATION OF PHOTO-GRAPHS
FOR PHOTO CELL AT NCC REPUBLIC DAY CAMP-2006 AND
PUBLICITY SECTION OF DIRECTORATE GENERAL NCC

To

The Directorate General NCC

Ministry of Defence
Government of India
West Block-IV, RK Puram,
New Delhi-110066

Sir,

1. I/We, the undersigned agree on acceptance of the tender in whole, to provide

services for developing of film rolls, printing, lamination and blow up of colour
photographs, marking and delivery of photographs etc as provided in the tender
notice to the Directorate General NCC (Here in after referred to as the Govt which
expression shall include those duly authorized to; act on its behalf in Directorate
General NCC), during the period of contract.

2. I/We, understand that the contract may be terminated by the Govt earlier than
the stipulated date in case the Govt is not satisfied with the services rendered by
me/us.

3. I/We, understand the job requirement mentioned in Annexure-I to this

quotation form and undertake to render the services at the contract rate.

4. I/We, quote the rates for developing, printing, lamination etc for photographs
as per details given in Annexure-II.

5. I/We, shall arrange for collection and delivery on “Daily Basis” of film rolls,
print orders and prints at NCC Republic Day Camp-2006 at Garrison Parade Ground
Delhi Cantt from 01 Jan 2006 to 10 Feb 2006.

253
6. I/We shall arrange to number and index the photo prints as per the
specification and requirement of the Government.

7. I/We, understand that negative film rills shall be the exclusive property of the
Govt and we undertake that we shall not utilize or misuse them without the express
permission of the Government.

8. I/We understand that the contract will be valid for one year from the date of
acceptance of contract and during the contract period we shall undertake the job
mentioned in Annexure-I

9. I/We shall ensure that quality of print paper and photographs is as per the
agreed specifications at the contract price.

10. Arbitration - All disputes relating to the interpretation of the provisions of

contract, its implementation and payments for the services rendered would be
referred for arbitration on the written request of the contractor to the Additional
Director General NCC. The Addl Director General NCC may appoint any officer
serving in DGNCC to act as Arbitrator. The award given by the Arbitrator would be
considered final and binding on both parties.

Signature(s) of Tenderer(s)
Name_________________________
Address ______________________
_____________________________

Tele No. Office________________

Station : New Delhi Res :_________________

Date : __________

254
 ANNEXURE-I

VOLUME OF WORK & JOB REQUIREMENTS

(PHOTO-CELL)

1. PROCESSING, DEVELOPING AND PRINTING OF PHOTOGRAPHS

Processing of approximately 200 coloured film rolls, Printing of approximately

40,000 prints mainly ibn Postcard, 5”x7”, 8’x10” and 10’x12’ sizes.

2. SPECIFIC REQUIREMENTS : work involves collection and delivery on

daily basis of film rolls, print orders and prints to NCC Republic Day Camp at
Garrison Parade Grounds , Delhi Cantt, from 01 Jan to 10 Feb 2006.

3. Each print should bear NCC logo and caption “NCC Republic Day Camp-
2006”on the face of it.

4. Each print will have to be numbered and indexed as per our specifications and
requirements. Proper care in numbering or prints is a must to avoid wrong prints and
delayed deliveries.

5. SAMPLE OF PAPER : to be used for prints may be enclosed with quotations.

6. TERMS OF PAYMENT : By cheque within 30-6- days of submission of bills.

(PUBLICITY)

1. BLOW UP OF PHOTOGRAPHS AND LAMINATION ; Blow-ups 8”x10” to

40”x60” sizes (Negatives to be supplied by Directorate General NCC).

2. SPECIFIC REQUIREMENTS : The Blow-ups must be sharp and of exact

sizes. Lamination of blow ups should be mounted on ½” thick plyboard. Top
lamination should be of minimum 1mm thickness and scratch proof. The sides of
laminated blow-ups should be Varnished/polyester film pained black or covered with
black tape. Good quality hooks, able to withstand the weight of the picture, should
be used for properly hanging the blow ups.

3. Terms of payments : By Cheque wihin 30-60 days of submission of bills.

255
 ANNEXURE-II

QUOTATIONS FOR DEVELOPING, PRINTING AND ENLARGEMENT OF

NEGATIVES AND LAMINATION OF COLOURED PHOTOGRAPHS

1. NOMENCLATURES Rate Per Print

With NCC Logo

(a) Development of Film Roll = Rs

(b) Printing (Per Copy) = Rs

• Post card = Rs
• 4”x6” = Rs
• 5”x7” = Rs
• 8”x10” = Rs
• 8”x12” = Rs
• 8”x14” = Rs
• 8”x15” = Rs
• 10”x12” = Rs
• 12”x15” = Rs
• 16”x20” = Rs
• 20”x24” = Rs
• 20”x30” = Rs
• 30”x40” = Rs

• 40”x60” = Rs
• Lamination charges (Per Sq Inch) = Rs
• Caption writing (Per Letter) = Rs
• Negative from the Print &
supply of negative = Rs
• Passport photograph (Four Copies) = Rs
• Conversion of about 5000 photographs
256
 into a compact CD (Cost per CD) = Rs
• Type of paper to be used for printing - To be specified
Note : Service Tax to be charged as applicable.

(Signatures and seal of

Proprietor of the Studio)
Place:
Dated

257
 APPENDIX ‘B’

Tele : 26715488 Directorate General NCC

West Block-IV, RK Puram,
New Delhi-110066

No.2006/Tender/Photo Cell/RDC-2006 2005

M/s
_______________
_______________
_______________

AWARD OF CONTRACT FOR PROCESSING DEVELOPING

PRINTING ENLARGEMENT AND LAMINATION OF PHOTOGRAPHS
FOR NCC RD CAMP/PM’S RALLY-2006

Dear Sir,

Reference your quotation dated 2005.

2. The quotations submitted by you for developing, Printing of Photographs of

various sizes and lamination of photographs and other misc jobs have been accepted
by the Competent Authority. Accordingly, the contract for developing, printing,
enlargement and lamination of photographs and other Misc jobs in HQ NCC is
awarded to M/s …….. for a period of one year with effect from 01 Jan 2006 to 31
Dec 2006. The list of the approved rates in respect of various jobs is enclosed as
Annexure-I.

3. This contract is subject to the terms and conditions as agreed by you vide your
quotations dated 2005. For the sake of convenience, a list of terms and
conditions and our specific job requirement is enclosed as Annexure-II.

4. As per the terms and conditions of the contract you are required to deposit by
01 Jan 2006 refundable security deposit of Rs.20,000/- (Rupees twenty thousand
only) by way of Demand Draft made in favour of Officer Incharge, Photo Cell, NCC
RD Camp-2006 payable at New Delhi. The Security Deposit will be refunded after
successful completion of the job of the Photo Cell RD Camp – 2005.
5. Please acknowledge.

Thanking you.

258
 Yours faithfully,

(P Raghunarayanan)
Dy Dir (Pers)
for Dir Gen NCC
Encls : As stated above

Copy to :-
Publicity Section/DGNCC

259
 Annexure-I to Appendix ‘B’

RATES FOR PROCESSING, PRINTING, ENLARGEMENT AND LAMINATION

OF COLOUR PHOTOGRAPHS AS ACCEPTED BY THE DIRECTOR GENERAL
NCC

NOMENCLATURE Rate Per Print

With NCC Logo

(a) Development of Film Roll = Rs.

(b) Printing (Per Copy) = Rs

• Post card = Rs.

• 4”x6” = Rs.
• 5”x7” = Rs.
• 8”x10” = Rs.
• 8”x12” = Rs.
• 8”x14” = Rs.
• 8”x15” = Rs.
• 10”x12” = Rs.
• 12”x15” = Rs.
• 16”x20” = Rs.
• 20”x24” = Rs.
• 20”x30” = Rs.
• 30”x40” = Rs.

• 40”x60” = Rs.
2. Lamination charges (Per Sq Inch) = Rs.
3. Caption writing (Per Letter) = Rs
4. Negative from the Print &
supply of negative = Rs.
5. Passport photograph (Four Copies) = Rs.
6. Conversion of about 5000 photographs
260
 into a compact CD (Cost per CD) = Rs.
7. Type of paper to be used for printing – Alpha, Fuji, Kodak

Note : Service Tax to be charged as applicable.

261
 Annexure-II to Appendix ‘B’

TERMS AND CONDITIONS FOR PROCESSING, PRINTING AND

LAMINATION OF COLOUR PHOTOGRAPHS AND OTHER
SPECIFIC REQUIREMENTS

1. The rates given in Annexure-I exclude service tax for prints of different sizes
but include numbering of each print before delivery.

2. Prints should be correctly marked so as to minimize complaints from the

Cadets at the later stage. Cost of unused prints which are directly attributable to
wrong marking will be borne by you.

3. Collection of negative film rolls and delivery of prints from/to our Camp site
on “ Daily Basis” will be your responsibility. Your representative will have to visit
the Photo Cell at RDC Camp, Delhi Cantt three times a day as and when required.

4. All collections of orders and delivery of prints after 29 Jan 2005 will be done
from DGNCC, West Block-IV, RK Puram, New Delhi-110066.

5. All payments will be made through Cheques.

6. Envelopes for Post Card, 5”x 7”, 8”x10”, 8”x15” and 10”x12” size will be
super imposed with “NCC RDC-2005” and will be supplied free of cost.

7. The blow ups (enlargements ) will be sharp in colour and to exact size.

8. Lamination of Photographs will be done on ½” thick plyboard with good

quality varnish on top. Sides of lamination board to be covered with black adhesive
tape.

9. All negatives will be the property of HQNCC who shall have sole right to their
possession, use and disposal.

(P Raghunarayanan)
Dy Director (Pers)
for Dir Gen NCC

262
 SETTING UP OF RECREATION & INFORMATION ROOM FOR BOYS
AND GIRLS DURING RDC

1. Two Recreation and Information Rooms, one each for Boys and Girls Area,
are set up during the RD Camp. Boys Information Room is set up in the Barrack
made for the purpose opposite the Shopping Complex and the Girls Information
Room is set up in the Girls Area.

2. The Recreation and Information Rooms are set up with a purpose to provide a
corner where the cadets can read newspapers and magazines and watch Television.
The Room is also furnished with some indoor games namely Chess and Carom for
the cadets. Besides, important information on career in armed forces is made
available to the cadets. Information brochure on joining the Indian Navy, Indian
Army, Indian Air Force and Coast Guard as an officer or in other ranks, are placed in
the Information Room for free distribution. Attractive charts and posters pertaining to
the Armed forces are put up on display in the Room. During the RDC two Blood
Donations Camps are also organized. The various actions involved in setting up the
Boys and Girls Recreation and Information Room in the RDC are as given below:-

(a) Expenditure sanction for procurement of Magazines & News Papers is

obtained from DDG(P&F) by first week of Dec every year.

(b) Information material on Career in the Armed Forces is made available

for the cadet in both the Recreation & Information Rooms and for further
inquiry in this regard may be obtained from :-

(i) For joining Indian Army as Commissioned Officer/Non-

Commissioned Officer - Recruiting Dte/AG’s Branch/Army HQ, RK
Puram, New Delhi.

(ii) For joining Indian Navy as Commissioned Officer/Non-

Commissioned Officer – DMPR/Naval HQ, Sena Bhavan, New Delhi.

(iii) For joining Indian Air Force as Commissioned Officer/Non-

Commissioned Officer – Dte of Publicity/Air HQ, Air HQ, New Delhi.
(iv) For Joining Indian Coast Guards – Coast Guard HQ, New Delhi.

3. Special information on AIDS awareness and its prevention is obtained from

UNDP – Jor Bagh

UNAIDS - Lodi Estate

263
4. Special information on Cancer awareness and its prevention – Cancer Society
of India, Jangpura Extn, New Delhi.

5. Following items of furniture are drawn from the RDC furniture store:-

Big Tables – 15
Plastic Moulded Chaires – 75
Small Tables – 3
Bulletin Board with Aisel – 2
Carpets – As required
Table Cloth / White Sheet – 15
Steel Almirah – 2
Sofa Set – 1

6. Following items are provided in the Boys and Girls Information & Recreation
Rooms:-

Carrom Board – 4
Chess Board – 4
TV – 2

7. Two PI Staff, One Clerk and a Gp ‘D’ Staff/Casual Labour are detailed for the
duty in the Recreation Room (Boys) from 9:00AM to 10:30 PM.

8. One GCI (from RDC Pool) is detailed for duty as the Officer-in- Charge of the
Girls Information & Recreation Room for day to day functioning and maintaining
discipline.

9. Blood donation Camps are arranged on the days the RM and the COAS visit
the R D Camp.

10 Following magazines and Newspapers are provided in the Boys and Girls
Information & Recreation Rooms:-

264
S.N. Name of Magazine/Newspaper
ENGLISH HINDI
1 India Today Eng India Today Hindi
2 Out look Eng Out look Hindi
3 Business World Eng Sahara Samay Hindi
4 GK Today Eng Mukta Hindi
5 CSR Eng Sarita Hindi
6 Femina Eng Grihsobha Hindi
7 Woman’s Era Nandan Hindi
8 Film Fare Suman Saurabh Hindi
9 Society Manorama Hindi
10 Health & Nutrition Kadambini Hindi
11 Reader’s Digest Pratiyogita Darpan Hindi
12 Sports Star Navbharat Times
13 The Week Hindustan
14 The Times of India Punjab Kesri
15 The Hindustan Times Jan Satta
16 The Indian Express Dainik Jagran
17 The Pioneer Bhaskar
18 The Hindu Nirog Dham
19 The Asian Age Vigyan Pragati

265
RD CAMP RELATED OTHER IMPORTANT FUNCTIONS UNDERTAKEN
BY P&F DIRECTORATE

1. In addition to the functions already brought out in the earlier chapters, the P&F
Dte also performs the following functions important for the smooth functioning of
RD Camp:-

(a) Detailment of GCIs from different Dtes for various camp duties.
(b) Detailment of Clerks and Group-D staff.
(c) Procurement and issue of stationery and general store items to the Camp
appointments and various Dtes of HQ NCC.
(d) Arrangement for high-tea to variousVVIPs like the Vice President of
India, Chief Minister, Raksha Mantri, the three Service Chiefs and the other
such like dignitaries visiting the RD Camp.
(e) Tea arrangements for approximately 2500 people on the camp
inauguration day and closing ceremony.
(f) High-tea on the horse show day and for commentators on the day of
PM’s Ralley.
(g) Installation of temporary telephone connections.
(h) Setting up and management of ISD/STD/Local PCOs separately for
Girls, Boys, YEP and MT area.
(j) Setting up of a temporary Post Office.
(k) Setting up of an extension counter of the Syndicate Bank.
(l) Setting up of CSD Canteen extension counter.
(m) Arrangements for plants for the Camp through CPWD/ Horticulture.
(n) Setting up and managing of Reception Center for visitors at RD Camp.
(o) Arrangement of Passes/Admit Cards for Officers/Cadets for Republic
Day and Beating the Retreat through Min of Defence.
(p) Organising a special cultural programme for the cadets on the closing
day of the camp on behalf of DGNCC Cultural and Recreation Club.

266
 DUTIES OF ESTABLISHMENT OFFICER IN HQ NCC

Deployment of manpower

1. Inter Dte posting of AFHQ civilian staff is planned and processed by the
Establishment Officer (EO). All administrative correspondence of civilian staff with
regard to their leave, absence, entitlements, ACRs, Security Passes etc to be carried
out by the CAOs is routed through Estt Section.

Procurement and issue of consumable & non-consumable items

2. Estt Section is responsible for procurement and issue of consumable and non-
consumable items like stationery, general store items, hot and cold amenities,
furniture items, curtains, carpets, photocopier, fax machines, gen-sets, ACs, printing
of DO pads etc. In addition the expenditure is also incurred on payment to Casual
Labours, postage, reimbursement of newspaper bills etc. The expenditure is met out
of Office Contingency Grant (OCG) and bills are processed for payment through
PCDA HQ as per the following procedure:-

(a) Procurement and issue of Items

Procedure for procurement and issue of items - Demands are received

from the users which are examined to ascertain its usability as well as its
admissibility for purchase out of OCG. Thereafter, the rates are
obtained from Kendriya Bhandar/NCCF/other Govt Agencies and if not
available there, quotations are invited from the local agencies which are
opened by a Board of Officers. A comparative statement is prepared
with the recommendations of the Board of Officers, duly signed by the
BOO. The requirements are then put up on file for approval of the
competent financial authority. Once approved by the CA, a Supply
Order is placed on the concerned agency who supplies the items on
challan. The items are inspected by a BOO to ensure that the items have
been supplied as per Supply Order. Once inspected, the items are taken
on the ledger charge under CRV. Thereafter, the items are issued to the
concerned user under CIV.

(b) Processing of Bills through PCDA HQ

Before forwarding the bills to PCDA HQ for payment, the contingent

bills are prepared and got signed from the competent authority. The original
bills and accompanied documents are checked to verify their correctness and
completeness. Thereafter, necessary entry is made in the Bill Payment register

267
 and the bills are forwarded to PCDA HQ under a covering Note. Cheque slips
are obtained regularly to monitor the release of payments by PCDA HQ.

(c) Procurement of Misc items from Imprest Account

Rs. 5000/- have been allotted for purchase of miscl items of urgent
nature and small value from the local market. As and when demand of petty
nature is received, the same is procured from the local market after
ascertaining its correct price. If the value of the items is more than Rs. 1000/-,
the laid down procedure of purchase of Govt stores is adopted in that at least
three sealed quotations are obtained and a Board of Officers is constituted to
open the quotations and give its recommendation. A comparative statement is
prepared and signed by the Board of Officers recommending the agency from
whom items could be purchased. Once items are purchased, they are taken on
ledger charge by raising CRVs. The items are then issued to the concerned
user after obtaining his signature on CIVs. Once the amount is exhausted, the
bills area forwarded to PCDA HQ along with all documents for recoupment of
Imprest Account.

Deployment of Casual Labours

3. Deployment of casual labours in HQ NCC and Camp area as per requirement.

Supervision of their work including their attendance etc, preparation of their pay bills
and effecting payments.

Central Registry

4. A Central Registry functions under Estt Section and is responsible for all
incoming and outgoing mail of HQ NCC. The following functions are performed by
the Central Registry:-

(a) Incoming Mail

(i) Ordinary Mail - Ordinary mail meant for DGNCC is received
from many sources like post office, courier, Dispatch Riders(DRs),
Central Transit House (CTH) as well as directly from various
Departments/Sections. etc.The ordinary mail so received is distributed to
the concerned addressees through pigeon holes from where it is
collected daily by the concerned user.
(ii) Registered Mail/Speed Post - Such mail is received from the Post
Office under signature. The same is recorded in a register and is handed
over to the concerned addressee under signature.

268
 (iii) Telegrams - These are received from Signal Centre/ Post Office
under signature and are handed over to the concerned addressee under
signature.

(b) Outgoing Mail

(i) Ordinary Mail - Ordinary mail received from internal
Dtes/Sections is dispatched through Post Office or through CTH.
(ii) Registered/Speed Post - Sent through designated Post Offices.
(iii) Telegrams - Telegrams are sent through Telegraph Offices of Post
Offices.

(c) Miscl. Work handled by Central Registry

(i) Franking work - Fixing of appropriate postage stamps for all
Dak passing through P&T Department.
(ii) Sorting of mail - Ordinary mail from the post office is usually
received in sacks. This mail is required to be segregated and sorted out
on daily basis so that the same could be distributed to the concerned
addressee.
Telephones
5. Estt Section has also been entrusted the task of provision and maintenance of
office and residential telephones of DGNCC. Presently, 42 office and 24 residential
telephones are functioning. The payment of the bills is made out of OCG-Telephone
Grant through PCDA HQ as per details given below.

(a) Payment of Telephone Bills - Telephone bills are usually received by the
concerned user who is required to hand over the same to Estt Section after
verifying the bill for processing for payment through PCDA HQ. However, in
order to avoid delay in payment and resultant disconnection of telephones, the
concerned staff of Estt Officer Section gets the duplicate bills issued from the
telephone exchanges and process them for payment after getting them verified
from the concerned user. The contingent bills are drawn and get signed and
countersigned from the concerned authorities and forwarded to PCDA HQ
under a covering note indicating on top the due date for payment. The bills are
then personally handed over to the Central Registry of PCDA HQ and chased
on day to day basis till the cheques are issued in favour of MTNL. The
cheques so issued are deposited with the MTNL against the bill payment.

(b) Maintenance of Telephone Exchanges - Besides, maintenance of telephone

exchanges at HQ NCC and NCC Camp is also the responsibility of Estt
Section. Presently, 65 intercom connections are functioning in HQ NCC.
There day to day maintenance is done through an agency who is awarded
Annual Maintenance Contract (AMC). Similarly, telephone exchange
269
 installed in NCC Camp is also maintained through an agency awarded AMC
for the same.

Departmental Canteen
6. A departmental canteen functions in Wing 6, Ground Floor and is meant for
use by all employees of all offices located in West Block IV. The canteen functions
under the guidance of a Managing Committee. Dy DG(P&F) and Dir(Pers) are the
Chairperson and Hony Secy respectively of the Managing Committee. The canteen
provides catering services for all-important meetings, conferences and functions of
HQ NCC like Dy DsG Conference, NCC Day Celebrations etc. During RD Camp,
the canteen arranges tea/refreshments to VVIPs visiting the Camp.

NCC Library
7. A library also functions in ground floor adjacent to the department canteen.
The library has about 2300 books of varying interests, which are lent to NCC
officers/staff for reading/reference purposes. New books are also added from time to
time. In addition, all leading newspapers and magazines are procured and made
available for reading not only to NCC staff but also to the staff of other offices
located in West Block IV. One clerk has been deployed to run the library. The
expenditure on procurement of Newspapers, magazines and books is met from the
OCG.

8. House keeping jobs

(i) Rationalisation and allotment of office accommodation
(ii) Allotment of Car garages
(iii) Maintenance of Conference Hall alongwith facilities and equipment
therein.
(iv) Arrangement of tea, snacks and lunch during conferences.
(v) Provision of water coolers and room coolers.

RD Camp related work

9. In addition to the above mentioned duties the Establishment Section also
undertakes the following duties during the RD Camp:-
(a) Procurement and issue of stationery and general store items to the Camp
appointments and various Dtes of HQ NCC.
(b) Arrangement for high-tea to variousVVIPs like the Vice President of
India, Chief Minister, Raksha Mantri, the three Service Chiefs and the other
such like dignitaries visiting the RD Camp.
(c) Tea arrangements for approximately 2500 people on the camp
inauguration day and closing ceremony.
(d) High-tea on the horse show day and for commentators on the day of
PM’s Ralley.

270
(e) Installation of temporary telephone connections.
(f) Setting up and management of ISD/STD/Local PCOs separately for
Girls, Boys, YEP and MT area.
(g) Setting up of a temporary Post Office.
(h) Arrangements for plants for the Camp through CPWD/ Horticulture.
(j) Setting up and managing of Reception Center for visitors at RD Camp.
(k) Arrangement of Passes/Admit Cards for Officers/Cadets for Republic
Day and Beating the Retreat through Min of Defence.

271
 FINANCIAL MATTERS – RULES AND PROCEDURES

1. P&F Directorate is the custodian of Central Budget in respect of NCC and

in that capacity prepares NCC budget and allocates the same to NCC Dtes and OTAs
on as required basis. For the effective discharge of its duties so as to derive
maximum satisfaction, the Finance Dte performs the following functions:-
(a) Framing of policy, guidelines and SOPs on allocation of funds to NCC
Dtes/OTAs.
(b) Exercise of delegated Financial and Administrative powers.
(c) Making allotments to Dtes & OTAs under IT, OCG and CHT heads.
(d) Processing cases of grant of incentives to cadets.
(e) Framing policies for financial management in respect of Regimental
Fund, CSD Fund and Officers Mess Fund and inspection of accounts.
(f) Sanction of PCs, duplicators, plain-paper-copiers for all NCC Dtes/Trg
Estts.
(g) Allotment of RDC funds, processing of cases for financial sanction
during RDC.
(h) Implementation and supervision of Rajbhasha Cell in HQ DGNCC.
(j) Control and management of Accounts of Public Funds, Cadet Welfare
Society Funds, Civilian Welfare Funds.

2. The above functions are discussed in details in the succeeding chapters.

3. Funding Pattern of NCC :- NCC Organisation has a dual funding pattern,

where both the Central Government as well as State Governments/Union Territories
meet the expenditure on NCC activities. Funding by the State Govts in certain areas
of NCC activities ensures that the State Govts have a sense of participation in the
nation building responsibility.

4. The items of expenditure which are borne by the Centre and the States/UTAs
are as under :-

5. Central Government:-

a) Pay and allowances of service personnel posted to NCC from the Army, Navy
and Air Force
b) Pay and allowances of Central Govt civilians employed in HQ DGNCC, NCC
Directorates in the States and the two Officers Training Academies

272
 c) Pay and allowances of Whole Time Lady Officers (WTLOs), Girl Cadet
Instructors (GCIs) and Civilian Glider Instructors (CGIs)
d) Expenditure on office accommodation, transport and contingencies in State
NCC Dtes/OTAs
e) 50% of Camp expenditure
f) Cost of equipments, weapons, practice ammunition and other stores
g) Cost of civilian pattern vehicles, their repairs and maintenance
h) POL to State NCC Dtes
i) Transportation
j) Annual Training Grant (ATG)
k) Amenity Grant
l) Capital works and revenue works on accommodation for State NCC Dtes and
HQ NCC

6. State Govts/UTA:-

a) Pay and allowances of State Govt civilians employed in State Cell in NCC
Dtes, Group HQs and NCC Units
b) Institutional training of cadets which include following items of expenditure:-
i) Refreshment Allowance to cadets
ii) Honorarium to ANOs
iii) Outfit Allowance to ANOs
iv) Outfit Maintenance Allowance to ANOs
v) Washing & Polishing Allowance to cadets
vi) POL
vii) Pre-commission training course and refresher course for ANOs
c) 50% of camp expenditure which includes following items of expenditure:-
i) Messing Allowance to cadets & ANOs
ii) Incidental Allowance
iii) Rank Pay to ANOs
iv) TA and DA to cadets and ANOs during journey period
v) TA and DA to civilian staff detailed for the camps
vi) POL
d) Miscellaneous expenditure on office accommodation, furniture, office
equipment, POL etc

273
 CENTRAL BUDGET

1. Prior to the year 1991-92, NCC Budget was a part of Army Budget. A small
amount was given separately to NCC to meet the expenditure on clothing, civil
vehicles, camp expenditure etc. The major share of expenditure was borne by the
Army. However, when the proposal for expansion of NCC activities in the field of
training, camp activities, acquistion of weapon and equipment was forwarded to
Service HQs for financial sanction, they found it difficult to provide suitable financial
support to NCC, mainly due to their own financial constraints and operational
priorities. It was, therefore, felt that if NCC is delinked from Services, a distinct
improvement in its financial viability will take place and its requairements will be
adequately met by the Govt without linking it to the operational requirements of the
Services. With this end in view, a proposal was taken up with the Govt which was
finally approved in the year 1991-92.

2. Budget Head :-With effect from the financial year 1991-92, NCC Organisation
was granted a separate Budget Head. It is Minor Head (113-NCC) under Major
Head (2076-Army). As a consequence to this, the goods and services provided free
by the three Services to NCC are now provided by them by debiting the cost to NCC
Head of Account by the system of book debit.

3. Funds are allocated to NCC Organisation by Ministry of Defence under the

following heads of expenditure :

Head of Account Code Head

Major Head 2076, Minor Head 113-NCC,

Sub Head
A. Pay & Allowances - Service Pers
(i) Officers 1/540/01
(ii) ORS 1/540/02

B. Pay & Allowances – Civilians

(i) Officers 1/541/01
(ii) Others 1/541/02
(iii) O.T.A 1/541/03

C. Transportation.
(i) Mov of Pers 1/542/01
(ii) Mov of Stores 1/542/02

274
D. Stores
(i) L/P Clothing 1/543/01
(ii) C/P Clothing 1/543/02
(iii) L/P Equipment 1/544/01
(iv) C/P Equipment 1/544/02
(v) L/P MT 1/545/01
(vi) C/P MT 1/545/02
(vii) L/P Other Stores 1/546/01
(viii) C/P Other Stores 1/546/02
(ix) Excise Duty -
(x) Deduct value of Store -

E. Revenue Works 1/549/01

F. Expenditure on Training
(i) Camp expenditure 1/550/01
(ii) Exp on Trek Expdn & Other
1/550/02
Trg Activities
(iii) Misc Expdr. 1/550/03

G. Departmental Canteen
(i) Pay & allows 1/551/01
(ii) Over Time Allowance 1/551/02

H. Information Technology
(i) Hardware
(aa) Local Purchase 1/552/01
(ab) Central Purchase 1/552/02

(ii) Software
(aa) Local Purchase 1/553/01
(ab) Central Purchase 1/553/02

(iii) Maintenance
(aa) Local Purchase 1/554/01
(ab) Central Purchase 1/554/02

(iv) Computer Stationery

(aa) Local Purchase 1/555/01
(ab) Central Purchase 1/555/02

(v) Information Technology Trg.

(aa) Local Purchase 1/556/01
275
 (ab) Central Purchase 1/556/02

Charged Expdr.

Major Head 4076, Minor Head 113-NCC,

Sub Major Head 01(Army)
Capital Works

(i) Carry Over Works 1/907/44

(ii) New Works 1/907/45
(iii) Deduct Recoveries. -

NCC CENTRAL BUDGET: 2005-2006 & EXPENDITURE 2004-2005

(Rs in thousand)

Head of Account Code Head Actual Exp BE

2004-2005 2005-2006
Major Head 2076, Minor Head 113-NCC,
Sub Head
A. Pay & Allowances - Service Pers
1. Officers 1/540/01 189392 430000
2. ORS 1/540/02 1288397 1360000
Total 1477789 1790000
B. Pay & Allowances - Civilians
1. Officers 1/541/01 18871 22000
2. Others 1/541/02 94216 110000
3. O.T.A 1/541/03 94 210
Total 113183 132210
C. Transportation.
1. Mov of Pers 1/542/01 58915 70000
2. Mov of Stores 1/542/02 9706 8500
Total 68621 78500
D. Stores
1. L/P Clothing 1/543/01 41723 40000
2. C/P Clothing 1/543/02 497071 610000
3. L/P Equipment 1/544/01 8350 10000
4. C/P Equipment 1/544/02 51438 150000
5. L/P MT 1/545/01 27726 20000
6. C/P MT 1/545/02 85727 20000
276
 7. L/P Other Stores 1/546/01 2967 10000
8. C/P Other Stores 1/546/02 604399 60000
9. Excise/Custom Duty 1/547/00 1 0
10. Deduct value of Store - 0
Total 1319402 920000
E. Revenue Works 1/549/01 17417 22500
F. Expenditure on Training
1. Camp expenditure 1/550/01 106418 120000
2. Exp on Trek Expdn & Other
1/550/02 67247 80000
Trg Activities
3. Misc Expdr. 1/550/03 28655 35000
Total 203470 235000
G. Departmental Canteen
1. Pay & allows 1/551/01 1395 1400
2. OTA 1/551/02 0 50
Total 1395 1450
H. Information Technology
(a) Hardware
I. Local Purchase 1/552/01 5978 7300
II. Central Purchase 1/552/02 19913 20000
Total 25891 27300
(b) Software
I. Local Purchase 1/553/01 221 1050
II. Central Purchase 1/553/02 0 5000
Total 221 6050
(c) Maintenance
I. Local Purchase 1/554/01 2588 7500
II. Central Purchase 1/554/02 0 0
Total 2588 7500
(d) Computer Stationery
I. Local Purchase 1/555/01 10387 12500
II. Central Purchase 1/555/02 0 0
Total 10387 12500
(e) Information Technoloty Trg.
I. Local Purchase 1/556/01 0 250
II. Central Purchase 1/556/02 0 0
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 Total 0 250
Total Revenue 39087 53600

Charged Expdr. 1150 23900

Total Revenue (MH 2076) 3240364 3257160

Major Head 4076, Minor Head 113-NCC,

Sub Major Head 01(Army)
Capital Works
1. Carry Over Work 1/907/44 4312 9000
2. New Works 1/907/45 19969 51000
3. Deduct Recoveries. -
Total MH 4076 24281 60000

GRAND TOTAL 32646745 3317160

4. Details of specific Code Heads to which subject-wise expenditure is to be

debited:-

To ensure that there is neither any clubbing of expenditure under the same
head nor bills are held up due to wrong indication of the Code Heads; the following
code-wise details are indicated against which the specific expenditure may be
booked:-

Sl Code head to which Item of expenditure

No expenditure is debited

a 540/01 (Officers) Pay & Allowances & LTC claims of Regular

540/02 (ORs) Service Officers, Other Ranks, WTLOs, GCIs
and permanent instructional staff
b 541/01 (Civilian Officers) Pay & Allowances & LTC claims of all
541/02 (Civilian Staff) Central Govt civilian employees posted in
541/03 (Overtime Allow) HQ NCC, NCC Dte and OTAs
c 542/01 (Move of Pers) Cash TA/DA relating to journey by Air, Road
and Rail in India & abroad, cost of military
warrants, credit notes.

542/02 (Move of stores) Sea and Inland Water charges and freight on
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 stores imported directly.

Note: No adjustment will be made if hire

charges for transport supplied by Army etc

d 543/01 Local purchase and refitting of clothing

e 543/02 Central purchase of clothing
f 544/01 Local Purchase of equipment
g 544/02 Central purchase of equipment
h 545/01 Local purchase of vehicles (Cash expenditure
on repairs and maintenance will also be
debited to this head. This code head also
includes civilian pattern vehicles)
j 545/02 Central purchase of equipment (Cash
expenditure on repairs and maintenance will
also be debited to this head. This code head
also includes civilian pattern vehicles)
k 546/01 Local purchase of other stores
l 546/02 Central purchase of other stores
m 547/00 Customs duty
n 548/01 Deduct value of stores issued to Army, Navy
and Air Force and other Ministries of Central
govt.
o 549/01 Original works costing Rs 2 lakhs.
Note :- Expenditure on rent on lands,
buildings, water and electricity charges snd
repairs to buildings by MES will also be
charged under this sub head
p 550/01 a) Messing Allowance for ANOs &
Cadets,
b) Rank Pay of ANOs while attending
camps
c) Expenditure on transportation of ANOs
and cadets to camp and back
d) Incidental Allowance
e) Book adjustment in respect of stores,
material and services provided by
Army, Navy & Air Force
q 550/02 a) Expenditure on training incl pre-
commission courses of NCC Officers
b) Trekking
c) Adventure activities
d) Youth Exchange Programme
e) Participation in National
279
 competitions
f) Ceremonial functions
g) Book adjustments in respect of
stores, material and services provided
by Army, Navy & Air Force
h) Misc expenditure
Note :- This code head will cover all activities
other than those covered under the code head
550/01, where Central Govt bears 100%
expenditure.
r 550/03 Contingent expenditure,
Demurrage, Purchase and repairs of Bicycles,
Reimbursement of conveyance to Govt
servants,
Postal charges,
Printing & binding
Legal charges
Telephone charges
Local purchase of stationery
Publicity
Free issue of liveries to entitled persons
Cold and hot weather amenities
Grants to Officers Mess
Mess Maintenance Allowance
Cost of books, periodicals etc
Wages to casual labour etc
t 552/01 Local purchase of computers and connected
stores
u 552/02 Central purchase of computers and connected
stores (Expenditure costing less than 2 lakhs
and with less than 7 years expected life will
be compiled under this head)
v 553/01 Local purchase of computer software

w 553/02 Central purchase of computer software

(Expenditure costing less than 2 lakhs and
with less than 7 years expected life will be
compiled under this head)
x 554/01 Local maintenance of computers
y 554/02 Central maintenance of computers
z 555/01 Local purchase of computer stationery and
consumable items
a 555/02 Central purchase of computer stationery and
consumable items
280
 z 556/01 Local training in Information Technology
556/02 Central training in Information Technology
Major Head 4076, Carry over works
Sub Major Head 01-Army
Minor Head 113-NCC,
Code head 907/44
Major Head 4076, New works
Sub Major Head 01-Army
Minor Head 113-NCC,
Code head 907/45
Major Head 4076, Deduct recoveries from the disposal of
Sub Major Head 01-Army buildings etc, originally financed from the
Minor Head 113-NCC, Capital
Code head 907/46
Major Head 4076, Procurement of Motorised Gliders for Air
Sub Major Head 01-Army Squadrons in NCC
Minor Head 113-NCC,
Code head 907/47

5. Stages of Budget :- Following are the various mandatory stages of submission

of budgetary estimates to Ministry of Defence (Fin) :-

(a) Preliminary Report for the current FY : By 20 Aug

(b) Preliminary Revised Estimates for current FY : By 10 Nov

Forecast Estimate for the ensuing FY

(c) Revised Estimates for current FY : By 20 Dec

Budget Estimates for the ensuing FY

(d) Modified Appropriation for the current FY : By 10 Mar

Note : Dtes are requested to send the details at least 15 days prior to the dates
indicated above.

6. Allotment of Funds

Funds are allotted by Budget Section of P&F Directorate to State NCC

Dtes/OTAs as well as in HQ NCC for meeting the expenditure under the following
heads of expenditure:-

a) Office Contingency Grant (Misc Grant) for the following items:-

I. Purchase of stationery
II. Purchase and upkeep of bicycles
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 III. Postage labels
IV. Free issue of liveries to entitled personnel
V. Cold and hot weather amenities
VI. Printing and binding charges
VII. Cost of law suits and fees
VIII. Publicity and advertisement charges
IX. Grants to Officers Mess and Mess Maintenance Allowance
X. Demurrage charges
XI. Conveyance charges for local journeys
XII. Cost of office machinery – typewriters, duplicators, almirahs
etc
XIII. Cost of books, periodicals and publications
XIV. Cost of photographs required for identity cards of officers and
staff
XV. Honorarium to staff
XVI. Telephone rentals
XVII. Payment of wages to casual labour
XVIII. Any other contingent expenditure not specifically covered
above
b) Transportation (Hiring of civil transport)

c) Information Technology (Local purchase)

7. Stages of Fund Allotment

The funds under the above Heads are allotted to various NCC Dtes/OTAs
and HQ NCC in three stages as appended below :-

(a) I PHASE
Initial Allotment is made for two months viz., April & May of the
Financial Year on receipt of `Vote on Account’ approved by the
Parliament through MoD (Fin). This allocation is utilised for meeting
the essential requirement only.
(b) II PHASE
In the month of June, additional allotment for another 4 months i.e.,
up to September is made.

(c) III PHASE

Later on at the end of Sept the funds for the remaining six months of the
financial year are released. 10% is kept as reserve for meeting

282
 unforeseen expenditure at the end of the financial year, i.e., in the month
of January on need basis.

8. While allotting the funds to NCC Dtes/OTAs/HQ NCC, the expenditure made
during the last financial year and the fresh proposals (asked for in the beginning of
the financial year) are taken into account.

9. Monitoring of progress of expenditure

Ministry of Defence has directed that:-

a) DDsG/Comdt must plan from the beginning of financial year and ensure
proper and uniform pace of expenditure.
b) It must be ensured that 40% of budgetary allocation be utilized by September
end and 67% by December end.
c) In case, a Dte/OTA is not able to spend 67% of the allocated by December
end, the Dte will not be allowed to spend more than 33% in the last quarter.
d) If progress of expenditure is slower than as indicated above, till December end,
Ministry of Defence will be justified in reducing the allocation in the next
financial year to the extent of shortfall.

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 STATE BUDGET

1. Items of expenditure

State financial support is provided for the following :-

a) Pay and allowances of State Govt civilians employed in State Cell in NCC
Dtes, Group HQs and NCC Units
b) Refreshment Allowance to cadets
c) Honorarium to ANOs
d) Outfit Allowance to ANOs
e) Outfit Maintenance Allowance to ANOs
f) Washing & Polishing Allowance to cadets
g) POL
h) Pre-commission training course and refresher course for ANOs. This also
includes expenditure on Messing allowance at the rate of Rs 65/- per day
laid down vide Govt of India, Ministry of Defence letters No
3372/DGNCC/Budget/118/D(GS-VI)/02 dated 20 Mar 02 and
3372/DGNCC/Budget/NAVAC/AFAC/2757/D(GS-VI)/2002 dated 18 Nov
2002.
j) 50% of camp expenditure which includes following items of expenditure:-
i) Messing Allowance to cadets & ANOs
ii) Incidental Allowance
iii) Rank Pay to ANOs
iv) TA and DA to cadets and ANOs during journey period
v) TA and DA to civilian staff detailed for the camp
vi) POL
k) Miscellaneous expenditure on office accommodation, furniture, office
equipment, stationery, postage stamps, POL and any other item necessary for
Gp HQ and Unit.

284
2. Rates of Allowances admissible to cadets/ANOs:-

SL ALLOWANCE PRE- REVISED DATE OF EXPENDITURE

NO REVISED EFFECT LIAIBILITY
STATE/CENTRE
ANO 18/- p.d. 45/-p.d. 12.9.03 EQUAL BASIS
1 Messing CADET 15/- p.d. 40/- p.d. 12.9.03 EQUAL BASIS
Daily Allowance ANO 24/- p.d. 35/- p.d. 30/9/97 EQUAL BASIS
during journey to
2 camps CADET 22/- p.d. 30/- p.d. 30.9.97 EQUAL BASIS
Messing
during Pre- 20.03.200
3 commission Trg. ANO 40/- p.d. 65/- p.d. 2 STATE GOVT
1/- per 2/- per
4 Refreshment CADET parade parade 30.9.97 STATE GOVT
Washing &
Polishing
5 Allowance CADET 5/- p.m. 10/- p.m. 30.9.97 STATE GOVT
2300-3300 7100-
SD pm 11300 pm 1.1.96 EQUAL BASIS
1050-2050 3250-6600
6 Rank Pay* JD pm pm 1.1.96 EQUAL BASIS
400-550 800-1100
SD pm pm 17.4.2000 STATE GOVT
350-425 700-850
7 Honorarium# JD pm pm 17.4.2000 STATE GOVT
600/- 1200/-
8 Outfit Allowance ANO (Once) (Once) 17.4.2000 STATE GOVT
Outfit
Maintenance
9 Allowance ANO 240/- p.a. 480/- p.a. 17.4.2000 STATE GOVT
5/- per 8/- per
Incidental cadet per cadet per
10 Allowance CADET day day 17.4.2000 EQUAL BASIS
Caretaker SD 250/- pm 500/- pm 17.4.2000 STATE GOVT
11 Allowance JD 200/- pm 400/- pm 17.4.2000 STATE GOVT
35/- per 55/- per
A.T.C. cadet cadet 17.4.2000 EQUAL BASIS
55/- per 80/- per
12 P.O.L. COC cadet cadet 17.4.2000 EQUAL BASIS

285
 * RANK PAY # HONORARIUM
SD/SW Pre-Revised Revised Pre-Revised Revised
2nd Lt/Eqvt 2300/- 7100/- 400/- 800/-
Lt/Eqvt 2500/- 8000/- 450/- 900/-
Captain 2700/- 9300/- 500/- 1000/-
Major/Eqvt 3300/- 11300/- 550/- 1100/-
JD/JW
3rd Offr/Eqvt 1050/- 3250/- 350/- 700/-
2nd Offr/Eqvt 1420/- 4400/- 375/- 750/-
1st Offr/Eqvt 1670/- 5400/- 400/- 800/-
Chief Offr/Eqvt 2050/- 6600/- 425/- 850/-

286
 ANNUAL TRAINING GRANT (ATG) AND AMENITY GRANT

1. Annual Training Grant

(a) Rate :-

i) For each NCC Company (incl Indep Coy) - Rs 2000/- p.a.

ii) For each NCC Troop - Rs 1000/- p.a.

(Authority: Govt letter No 0173/ATG/DGNCC/Budget/600/D(GS-VI)/2004 dated

06 Apr 2004)

(b) The expenditure is shared by the Central Govt and State Govt/UTs in the ratio
of 3:2.

(c) Utilisation :-

ATG is utilized by the Commanding Officer of the Unit for the following
purposes :-

(i) Purchase of books/pamphlets, maps, atlases, reference books, targets,

target papers, sand bags, aiming discs, aim correctors, aiming rests,
dummies, black board etc, required for training of cadets,
(ii) Instructional trips to places of interest, to Army Units, service
installations, outdoor exercises etc
(iii) Any other training requisites which are essential for the training of
cadets

2. Amenity Grant

(a) Rate :

Rs 2/- per cadet per annum..

(Authority : Govt letter No 0173/DGNCC/Budget/2625/D(GS-VI)/2002 dated

30 Oct 2002)

(b) The entire expenditure is borne by the Central Govt.

287
 (c) Utilisation :

Amenity Grant is utilized for the following purpose :-

(i) Provision of sports gear, indoor games, literature, musical instruments

and any other item that helps in the well being and morale of officers
and cadets of NCC
(ii) Organising Unit Information Room and the provision of folling for the
same :-
(aa) Notice boards, paint, brushes
(ab) Writing material cor cadets, i.e., paper, pens etc
(ac) Purchase of photographs, charts, maps etc

3. Annual Training Grant for OTA, Kamptee : - Rs 1,00,000/- (Rupees one lakh
only) per annum for the period from 2004-05 onwards.

(Authority: Govt letter No 15643/DGNCC/Trg (B)/651/D(GS-VI)/04 dated

19 Apr 2004)

4. Annual Training Grant for OTA, Gwalior :- Rs 80,000/- (Rupees eighty

thousand) per annum for the period 2003-04 onwards.

(Authority:- Govt letter No 11489/ATG/DGNCC/Trg (B)/118/D (GS-VI) dated

30 Jan 2004.

288
 CAMP EXPENDITURE

1. The items of expenditure during a camp are: -

a) Messing Allowance :- The allowance is to meet expenditure on dry and fresh

ration, fuel, condiments, fruit, conveyance of rations, fuel required in
connection with messing, payment to cooks, water-carriers, servers etc, hiring
charges of cooking utensils, if any. Unspent balance out of this allowance will
be remitted to State Govt and cannot be utilized for any other purpose.

b) Rank Pay :- Rank Pay is admissible to ANO only for the duration of a camp.

c) Travelling Allowance and Daily Allowance :- TA and DA are admissible for

cadets and ANOs only for the duration of journey to camp site.

d) Incidental Allowance :- The fund can be utilized for :-

i) Payment of charges levied for accommodation, temts, electricy,
water etc,
ii) Labour charges for diging of latarines, soak pits, construction of
temporary cook house etc
iii) Payment to sweepers, dhobis, barbers, if employed for conservancy
arrangements. The number of persons engaged for the purpose will
not be more than 1 person for 50 cadets.
iv) Provision of information room requisites, amenities for cadets, i.e.,
newspapers, magazines, photographs, indoor/outdoor games etc
v) Material for cleaning of equipments
vi) Provision of training items like targets, target paper, sand bags,
dummies, note books etc
vii) Trophies, prizes and photographs
vii) Provision of amenities and other requisites for inspection and visits
by important persons during camp,
ix) Special medicines not available in hospital/MI Room
x) Printing charges
xi) Any other item of expenditure for which there is not specific
provision

d) TA/DA for civilian staff.

f) POL for running service vehicles during camp

289
2. Procedure for drawal, disbursal, accounting and audit of camp expenditure is
contained in subsequent chapter on Camp Accounting Instructions. These
instructions will be scrupulously followed during camps.

3 The expenditure under any head of expenditure should not exceed the laid
down govt rates, nor should the funds made available under one head of expenditure
be appropriated under the other head of expenditure.

Audit of Camp expenditure

4 It is the responsibility of Camp Commandant to contact the Accountant

General and get the accounts audited. In case the accounts are not audited soon
after the conclusion of a camp, the Camp Commandant shall report the matter to the
Dy Director General of State NCC Directorate who shall in turn take up matter with
the State AG at an appropriate level for early audit of accounts and reimbursement to
the state, its share of camp expenditure.

5. It will be the responsibility of Camp Commandant as well as Unit Commander

of the Unit where account documents connected with the camp are held, to ensure
that objections, if any, relating to camp accounts are immediately settled.

6. It will be the overall responsibility of Dy Directors General of State NCC

Directorates that the State Govt’s share of expenditure on camp training is
reimbursed to the State Govts in the same financial year.

Procedure for Reimbursement of Camp expenditure :-

7. The actual expenditure on camps is shared equally by the Central Govt and
State Govts.UTAs. The entire funds for conducting a camp are initially released by
the State Govt/UTA. On conclusion of the camp, the Camp Commandant submits the
entire account to the Accountant General of the State in which the camp is held, for
audit and raising debit against the regional Controller of Defence Accounts for
claiming State’s share of 50% of camp expenditure.

8. The procedure for reimbursement of camp expenditure is contained in

Government of India, Ministry of Defence letters No. 1751/59/NCC/Coord(B)/966-
US/59/D(GS-III) dated 7 May 59 and 10 (3)/65/NCC/Pers (B&F)/3651-C/D (GS-
VI) dated 24 Nov 67 which are reproduced as Appendix ‘A’ and ‘B’ :-

9. Submission of quarterly report on reimbursement of camp expenditure to HQ

NCC/P&F Directorate :-
Quarterly report on reimbursement of camp expenditure to State Govts/UTAs
will be sent by Dy Directors General of State NCC Dtes to HQ NCC/P&F
Directorate as per the two formats at Appendix ‘C’ and ‘D’.
290
10. In addition, details with regard to additional raising of 25,000 Cadets,
expenditure on whose training is entirely borne by Ministry of Defence, will also be
forwarded to HQ NCC by NCC Dtes, J&K and NCC Dte, NER as per Appendix ‘E’.

291
 Appendix ‘A’ to Para 8

/ copy /
No.1751/59/NCC/Coord(B)/966-US/59/D(GS-III)
Government of India
Ministry of Defence
New Delhi, dated the 7th May 1959.
To
ALL STATE GOVERNMENTS.
Sub:- Reimbursement of 50% of NCC Camp Expenditure to the States
by the Centre for the year 1957-58 and onwards.

Sir,
In supersession of the procedure contained in Govt of India letters No.
0945/55/NCC/2113/D(IS)/55 dated the 21st Apr 55 and No.
0945/56/NCC/3686/D(IS) dt. 30 Jul 56, I am directed to convey the sanction of the
President to dispense with the existing formula of comparison of expenditure
incurred on NCC Units during the year with that of 1953-54 and to allow the State
Govts to claim reimbursement of fifty per cent of expenditure on NCC Camps from
the Central Govt from 1957-58 onwards. The debits for the amounts should be raised
by the Accountant General of your State against the regional controller of Defence
Accounts duly supported by the necessary audit certificate supported by a statement
showing details of the Units, periods, places of camp and the actual expenditure
incurred by your State Govt on the Camps.
2. In laying down the new procedure, the Govt of India hope that the State Govts
will carry out the NCC expansion programme as laid down from time to time. The
above procedure will therefore be subject to review if there is any reduction in
expenditure on NCC in any State consequent on the expansion not being carried out
or otherwise.
3. Debits already raised and adjusted by the Controller of Defence Accounts in
respect of NCC Camp Expenditure for the financial years 1957-58 and 1958-59 are
not to be readjusted consequent on the issue of this order. In such cases, this order
will be given effect from 1959-60 and onwards.
Yours faithfully,
Sd/-
(GS TEWARI)
Under Secretary to the Govt of India

292
 Appendix ‘B’ to Para 8
/ copy /
No. 10(3)/65/NCC/Pers(B&F)/3651-C/D(GS-IV)
Government of India
Ministry of Defence
New Delhi, the 24 Nov 67.
To
The Director General
National Cadet Corps
New Delhi.
Sub:- Reimbursement of 50 per cent NCC Camp Expenditure to
the States by the Centre.
Sir,
I am directed to say that the President is pleased to decide that 80 per cent of
the Central Govt share of expenditure on NCC Annual Training Camps, which is
shared equally by the Central Govt and the State Govts, in terms of this Ministry’s
letter No. 1751/59/NCC/Coord(B)/966-US/59/ D(GS-III) dated 7.5.59, may be
reimbursed initially by debit against the Central Govt (Defence Services Estimates)
subject to post audit and final adjustments. For this purpose, statements of
expenditure in respect of each camp with such details as the Accountant General may
require should be sent to the Accountant General through the Director NCC/Director
of Public Instruction (or any other officer who is authorized in this behalf) soon after
the closing of the camp (say within one month) to enable the former to carry out the
adjustment without any delay. The balance of the Central Govt share of the
expenditure will be reimbursed to the State Govt after the audit of the camp accounts
has been completed by the State Accountant General.
2. This measure has been approved in order that the Central Govts share of the
camp expenditure for a particular year is booked against the budget grant for that
year to the maximum possible extent. This procedure will be jn force for the years
1967-68 and 1968-69 and will be reviewed thereafter. It will not however, apply to
arrears of camp accounts which have accumulated upto 31 Mar 1967.
3. Necessary subsidiary instructions will be issued by you.
4. This issues with the concurrence of Min of Fin (Def) vide their U.O.. No.
3872/M/GS of 1967.

Yours faithfully
Sd/-
Under Secretary to the Govt of India

293
 FORMAT I
Appendix ‘C’ to Para 9

REIMBURSEMENT OF 50% OF CAMP EXPENDITURE BY

CENTRAL GOVT TO STATE GOVT

Outstanding Centre's share for QE Total Debits raised for QE Total debit Cummulative
balance upto Centre's raised outstanding
31 Mar 2004 share for the during FY balance upto
FY 2004-05 2004-05 31 Mar 2005
(I.e.2+3+4+5) (I.e. (I.e. 1+6-11)
7+8+9+10)
6/04 9/04 12/04 3/05 6/04 9/04 12/04 3/05
1 2 3 4 5 6 7 8 9 10 11 12

Appendix ‘D’ to Para 9 Chapter-45

FORMAT II

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

Outstanding Out of (a), Out of (b), Out of (c), Likely date
amount of the details of the amount the amount by which
Centre’s bills with of debit reimbursed pending bills
share of amount raised by AG by CDA to will be sent
camp (State-wise) against CDA the State by NCC Dte
expenditure sent by NCC (State-wise). Govt (State- to State AG
as on Dte to State wise).
31/03/05 AG.
(State-wise).

294
 Appendix ‘E’ to Para 10

REIMBURSEMENT OF CAMP EXPENDITURE (FOR J&K AND NER)

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

Amount of Details of bills Details of Likely date of
advance drawn (with amount) pending bills sending the pending
as on 31/03/05 sent to CDA bills to CDA

295
 ONE TIME GRANT FOR PERMANENT ADVANCE

1. As per Min of Def letter No. 0952/DGNCC/P&F/Fin/Bud/309/A/D(GS-VI)

dated 10 Apr 1992, NCC Dtes/Gp HQs/Bns (Appendix ‘A’) can draw permanent
advance to meet expenses of the following nature:-

(i) All types of expenses on training and administration. No pay &

allowances will be disbursed from this advance.

(ii) Advance of TA/DA in emergent and exceptional cases to staff when

there is no time to draw it from authority concerned.

(iii) Any contingent expenditure.

2. The amount of permanent advance which can be drawn is as under:-

(a) NCC Directorate : Rs 5,000/- each

(b) NCC Gp Hqr : Rs 10,000/- each
(c) NCC Unit : Rs 5,000/- each
(d) Independent Coy : Rs 2,000/- each

3. The amount spent for the permanent advance may be recouped from the
Centre’s Budget and a State Budget, as the case may be.

296
 Appendix ‘A’ to para 1

/ copy /
0952/DGNCC/P&F/Fin/Bud/309/A/D(GS-VI)
Government of India
Ministry of Defence

New Delhi, dated 10th April 1992

To,

Director General NCC

West Block-4, RK Puram
New Delhi-110066.

Sir,

I am directed to convey the sanction of the President to the grant of one time
grant of permanent advance to NCC Dtes/Group HQ/Units and Independent
Companies as follows:-

(a) NCC Directorate : Rs 5,000/- each

(b) NCC Gp Hqr : Rs 10,000/- each
(c) NCC Unit : Rs 5,000/- each
(d) Independent Coy : Rs 2,000/- each

2. The amount may be drawn by the Dtes/Gp HQ/Units and Independent

Companies from their respective regional controllers of Defence Accounts. The
amount may be utilized to meet expenses of the following natures:-

(i) All types of expenses on training and administration. No pay &

allowances will be disbursed from this advance.

(ii) Advance of TA/DA in emergent and exceptions cases to staff when

there is no time to draw it from authority concerned.

(iii) Any contingent expenditure.

3. The amount spent from the permanent advance may be recouped from
Centre’s budget and/or State’s Budget as the case may be and will not be got
recouped from CGDA as per Rule 226 of Regulations for the Unit Allowance of the
Army.

297
4. Every officer holding a permanent advance will, on the 1st April of each year,
send to the CDA an acknowledgement when relieved of his charge, he will account
for the advance to his successor, this fact being recorded on the reverse of I.A.F.Z
2081.

5. The expenditure is debitable to Major Head 2076 (Army), Minor Head 113
(NCC), sub Head F.2 Code Head 1/550/02.

6. The case of disbandment of an Unit, Independent Coy etc, the advance would
be refunded to the Central Govt under Major Head 2076, Minfor Head 800, Sub
Head E-Code Head : 585/30.

7. This issues in concurrence with Min of Def (Fin) vide their U.O. No.
620/GS/92 dated 01-04-1992.

Yours faithfully,
-sd-
(JC Sharma)
Under Secretary to the Govt of India

Copy to:-

CGDA, New Delhi

Principal Director of Audit, Defence Services, New Delhi
Ministry of Def (Fin/GS)
DGNCC/P&F/Fin/Budgt – 100 Copies

Copy signed in ink to:-

All Regional Controllers of Defence Accounts

298
STANDARD OPERATING PROCEDURE FOR DRAWAL, MANAGEMENT
AND AUDIT OF CENTRAL FUNDS FOR NCC ACTIVITIES IN RESPECT
OF ADDITIONAL 25000 CADETS IN THE STATES OF J&K AND NER

1. Consequent on the decision taken by the Government of India, Ministry of

Defence vide letter No. 7763/NCC HQ/Plg/2497/D(GS-VI) dated 16 Nov 2001 for
inter-alia raising of additional 25,000 cadets in J&K and NER States and to meet the
entire expenditure on Camp and Training activities for these additional cadets by the
Central Govt, following procedure will be followed:-
(a) The whole expenditure on Camp & Trg activities for these additional
cadets will be financed by Min of Defence. The funds will be allotted by
Ministry of Defence to DGNCC for further allocation to State NCC Dtes of
J&K and NER. The expenditure will be debitable to Major Head 2076-
Defence Services -Army, Minor Head 113-NCC, sub Head F-Expenditure on
Training, Camp Expenditure (Code Head 550/01) and Expenditure on
Trekking expedition and other training activities (Code Head 550/02) for the
relevant financial year.

(b) Training activities will include expenditure on the following:-

i) Honorarium to ANOs
ii) Outfit Allowance
iii) Outfit Maintenance Allowance
iv) Washing and Polishing Allowance
v) Refreshment Allowance
vi) Annual Training Grant
vii) Amenity Grant
ix) Office Expenditure/Misc Expenditure
x) POL
(c) Camp activity will cover expenditure on:-

i) Messing Allowance in r/o ANOs

ii) Messing Allowance in r/o Cadets
iii) Rank Pay (ANOs)
iv) TA/DA (ANOs and Cadets)
v) POL
vi) Lubricant
vii) Incidental Allowance

Note :- Rates of the above mentioned allowances will be as laid down in Govt
of India letters issued from time to time on the subject.
299
(d) P&F Dte in HQ NCC will act as the budget estimating authority to
provide funds for Camp & Training activities for these additional 25,000
cadets in J&K and NER States. The estimates will be worked out based on the
authorized number of cadets undergoing Training and expected number of
cadets taking part in various camps as well as number and duration of camps.

(e) P&F Dte will issue letters of allotment of funds to the DDsG of NCC
Dte J&K and NER. An ink signed copy of such allotments will also be
forwarded to concerned Regional CDA.
(f) It will be ensured that the funds allocated will be utilized only for Trg &
Camp activities of the additional enrolled cadets sanctioned vide Govt letter
No. 7763/NCC HQ/Plg/2497/D(GS-VI) dated 16 Nov 2001.
(g) The DDsG of J&K and NER will draw advances from regional CDA on
quarterly basis on the authority of separate allotment letters issued by P&F Dte
as per para (e) above for Camp & Trg by raising a Contingent Bill. The funds
will be drawn separately for Training and Camp activities. The Contingent Bill
will be accompanied with details of payments to be made under each Sub-head
of training and camp, place, date and duration of camps, number of cadets &
ANOs attending the camp etc. Separate accounts will be maintained with a
public sector bank for facilitating monitoring of expenditure under Trg and
Camp heads.
(h) DDsG will thereafter allocate funds to the Gp Cdrs/Camp Commandant
of respective Camps for incurring expenditure on Trg/Camp activities. For this
purpose, Gp Cdrs/Camp Comdt will open an account with a public sector bank
and deposit the money therein.
(j) Quotations, CST, bills, pay order etc in respect of expenditure on Trg &
Camp activities in respect of the additional 25000 cadets will not be merged
with the documents relating to expenditure on the other Cadets. Normal
purchase procedure outlined in the Financial Regulations and other Central
Govt orders will be followed by Gp Cdr/Camp Comdt before incurring
expenditure.
(k) As far as possible, all transactions will be made through cheques only.

(l) As soon as a camp is over, the Camp Comdt will close the bank account
after depositing the unspent amount through MRO, prepare a summary of
expenditure under each Sub-head of account i.e., Messing, Incidental, POL,
Rank Pay, etc and also indicate the number of cadets & ANOs, who attended
the camp, date of their arrival and departure etc and send all the adjustment
bills and connected documents, duly audited by the LAO concerned, to NCC
Dte for onward submission to the regional CDA. The bills and all connected
300
documents will be sent to regional CsDA by the NCC Dte on a quarterly basis
indicating the advance against which the bills are to be settled.`
(m) A separate property register will be maintained at the Gp HQ level with
a shadow register at the NCC Dte for the stores purchased out of these funds.
(n) Unspent funds, if any, will not be carried forward to the next financial
year but remitted back to the Central Govt through MRO before 31st March.

301
 DELEGATION OF FINANCIAL POWERS

1. The extent of expenditure that may be incurred while exercising the financial
powers by the designated financial authorities, has been laid down in the following
Govt letters:-
(a) Letter no. 0106/DGNCC/Pers(B&F)/335/A/D(GS-VI) dated 11 Apr 90
(b) Letter no. 0106/DGNCC/Bud/2435/D(GS-VI)/2001 dated 31 Oct 2001
(c) Letter no. 0106/DGNCC/Bud/2833/D(GS-VI)/2002 dated 26 Nov 2002

2. For the sake of convenience, all the financial powers laid down in the above
mentioned Govt letters are as follows :-

S.N. Items DGNCC Dy DG/Comdt Gp

NCC Dte Commanders
1. Contingent Exp on non- Recurring : Rs Recurring : Rs
specified items 12,000/- in each case 6,000/- in each case
-
Non Recurring : Rs Non Recurring : Rs
60,000/- in each case 30,000/- in each case
2. Demurrage/Wharfage Rs 5,000/- per annum Rs 2,500/- per annum -
3 Purchase/Repair of Full Powers Full Powers -
Bicycles
4 Reimbursement of Full Powers Full Powers
conveyance to Govt -
servants
5 Electric, Gas and Water Full Powers Full Powers
charges -
6 Freight Charges Rs 20,000/- in each Rs 10,000/- in each -
case case
7 Legal Charges
(a) Fee to lawyers, Full Powers Upto Rs 1000/- in
counsels and arbitrators each case. -
(b) (i) Law suits or
prosecution cases Rs 5,000/- in each Nil
(ii) Arbitration cases case
(iii) Reimbursement Rs 10,000/- in each Nil
of legal exp incurred by case
Govt servants in cases Full Powers Nil
arising out of official
duty
8 Maintenance/Upkeep and Full Powers Rs 10,000/- in each Rs.1000/- in
repair of motor vehicles. case each case
OC – Rs.500/-
in each case
9 Municipal rates and taxes Full Powers Full Powers Full powers
10 Petty works & repairs Rs 10,000/- in each Rs 5,000/- in each

302
 (for Govts building only) case case -
11 Post and telegraph Full Powers Full Powers
charges
(issue of letters, -
telegrams & commission
on money orders)
12 Printing & Binding
Through DMR&F/Govt Full Powers
of India Press -
Local Printing & Binding Rs 20,000/- in each Rs 5,000/- in each
case case
13 Local purchase of rubber Full Powers Rs 5,000/- per annum
stamp & office seals -
14 Telephone charges Full Powers Rs 3,000/- (& Rs
Rental/repairs/shifting 5,000/- for STD) p.a
per telephone subject -
to a maximum of Rs
20,000/- for the
whole office.
15 Local Purchase of Full Powers Rs 4,000/- in one
Stationery stores occasion subject to
maximum of -
Rs 30,000 per annum.
16 Power to write-off Upto Rs 10,000/- for Upto Rs 4,000/- for
irrecoverable losses of losses due to theft, losses due to theft,
stores fraud or negligence. fraud or negligence. -
Rs 40,000/- in other
cases. Rs 20,000/- in other
cases.
17 Local Purchase Rs 1,00,000/- in each Rs 20,000/- in each Rs.10,000/- in
Uniform stores case case each case

Refitting/repairs of used Full Powers Rs 40,000/- per Rs.20,0000/-

uniforms annum per annum
18 Local Purchase of Trg Full Powers in r/o all Upto Rs 20,000/- in Upto
Eqpts & Stores other approved Trg Eqpts each case of Rs.10,000/- in
than uniforms (The and stores. approved trg eqpt. each case
purchase is to be made Rs 50,000/- per eqpt
for meeting the minimum for trials in r/o
urgent requirement and unapproved items.
not for stock purposes.
The purchase is to be
restricted to such items
which are authorised in
the NCC or intended to
be introduced)

Local repair of trg eqpt

including refitting and Full Powers Upto Rs 1,000/- in -
painting. each case.
19 Issue of stores on loan For two years For two years (Book

303
 within NCC from one irrespective of the value of the stores not
Estt to another Estt. value of stores to exceed -
Rs 3,000/- within the
Dte.
20 Fumigation/delousing of - Rs 1,000/- in each
stores case
21 Hiring of civil transport
For conveyance of cdts Full Powers Rs 6,000/- per Rs.1000/- per
during camps/ courses/ occasion subject to a occasion
fire ranges/ceremonial maximum of Rs subject to a
parades/ relief operations 60,000/- per annum. maximum of
of natural calamities/ Rs.10,000/-
accidents. per annum.
For conveyance of Full Powers Rs 2,000/- per -
officers and PI Staff occasion subject to a
during confs and maximum of Rs
ceremonial parades 20,000/- per annum.
22 Publicity Full Powers Upto Rs 10,000/- per
(Cases involving annum -
more than Rs
30,000/- on any
single item be
referred to Min of
Def/Fin for
concurrence).
23. Local purchase of Recurring : Rs Recurring : Rs 6000/-
Computers/Computer 12,000/- in each case in each case -
Systems, Spares, Non Recurring : Rs Non Recurring : Rs
Stationery and 60,000/- in each case 30,000/- in each case
Maintenance of
Computers, Peripherals
& Ancillary Equipments
and Upgradation of
Computers (Letter No.
0106/DGNCC/Bud/2833/
D(GS-VI)/2002 dated 26
Nov 2002)

304
Competent financial authority

3. DDG (P&F) exercises the financial powers in respect of expenditure under

Misc (OCG), CHT and IT (LP) heads of account as well as for expenditure on stores
for trekking expeditions on behalf of Director General NCC.

305
 STANDARDS OF FINANCIAL PROPRIETY

1. Every authority incurring or sanctioning expenditure from public fund should

be guided by high standards of financial propriety. Every office is expected to
enforce financial orders and strict economy at every step and should ensure that all
relevant financial rules and regulations are observed by his own office and by
subordinate officers. Among the principles on which emphasis is generally laid are
the following:-

(a) Exercise same vigilance in respect of expenditure out of public money as a

person of ordinary produce would exercise in respect of expenditure out of
his own money.
(b) Expenditure should not be prima facie more than the occasion demands.
(c) No authority should exercise its powers which will directly or indirectly be
to its own advantage.
(d) Expenditure should not be incurred for the benefit of a particular person or
a section of people.
(e) The amount of allowances granted to meet expenditure should be so
regulated that the allowances are not a source of profit.
(f) The responsibility and accountability of the authority delegated with
financial powers is total and indivisible.
(g) Wherever called for, the concerned authority must place on record in
precise forms, the considerations which weighed with it while taking the
procurement decisions.

306
 PURCHASE PROCEDURE
(Rules 137 to 154 of General Financial Rules-2005)

1. Fundamental principles of public buying

Every authority delegated with the financial powers of procuring goods in

public interest, shall have the responsibility and accountability to bring efficiency,
economy, transparency in matters relating to procurement and for fair and equitable
treatment of suppliers and promotion of competition in public procurement.

2. Procurement yardsticks

a) Specifications in terms of quality, type etc as also quantity of goods to be

procured, should be clearly spelt out keeping in view the specific needs of the
procuring organisation. The specifications so worked out should meet the basic
needs of the Organisation without including superfluous and non-essential
features, which may result in un-unwarranted expenditure. Care should also be
taken to avoid purchasing quantities in excess of requirement to avoid
inventory carrying costs,

b) Offers should be invited following a fair, transparent and reasonable

procedure,

c) The procuring authority should be satisfied that the selected offer adequately
meets the requirement in all respects,

d) The procuring authority should satisfy itself that the price of selected offer is
reasonable and consistent with the quality required,

e) The procuring agency must place on record, the considerations which weighed
with it while taking the procurement decisions

3. Rate contract

Central Purchase Organisation, i.e, DGS&D, will conclude rate contracts with
registered suppliers for goods and items of standard types, which are identified as
common user items and are needed on recurring basis by Central Govt Ministries or
Departments. Central Purchase Organisation will maintain item wise list of eligible
and capable suppliers, to be known as “Registered Suppliers”

The Ministries or Departments will follow those rate contracts to the

maximum extent possible.

307
4. Registration of suppliers

a) Central Purchase Organisation will maintain item wise list of eligible and
capable suppliers, to be known as “Registered Suppliers”. All Ministries will
utilize the list of “Registered Suppliers” as and when necessary. Such suppliers
are prima facie eligible for consideration for procurement through Limited
Tender Enquiry. They are ordinarily exempted from furnishing bid security
alongwith their bids.

b) The Deptt may also register suppliers of goods which are specifically required
by that Deptt.

c) Credentials, manufacturing capabilities, quality control, past performance,

after sales service, financial background etc of the suppliers should be
carefully verified before registration.

d) The suppliers will be registered for a fixed period (Between 1 to 3 years)

depending upon the nature of goods. At the end of this period, the registered
suppliers willing to continue with the registration are to apply afresh for
renewal of registration. New suppliers may also be considered for registration
at any time provided they fulfill all the required conditions.

5. Reserved items

The Central Govt Ministries/Deptts are to make purchases of all items of

handspun and hand-woven textiles (Khadi goods) from Khadi Village Industries
Commission (KVIC) and/or the notified handloom units of Association of
Corporations and Apex Societies of Handlooms (ACASH).

6. Purchase of goods without quotation

Purchase of goods upto Rs 15,000/- on each occasion may be made without

inviting quotations or bids on the basis of a certificate to be recorded by the
competent authority in the following format :-

“I, _______________, am personally satisfied that the goods purchased are of

requisite quality and specification and have been purchased from a reliable supplier
at a reasonable price.”

7. Purchase of goods by Purchase Committee

Purchase of goods costing above Rs 15,000/- and upto Rs 1 lakh on each

occasion may be made on the recommendations of duly constituted Local Purchase
308
Committee consisting of three members of an appropriate level as decided by the
Head of Deptt. The Committee will survey the market to ascertain the reasonableness
of rate, quality and specifications and identify the appropriate supplier. Before
recommending placement of the purchase order, the members of the Committee will
jointly record a certificate as under :-

“Certified that we,__________________, members of the Purchase

Committee, are jointly and individually satisfied that the goods recommended for
purchase are of the requisite specification and quality, priced at prevailing market
rate and the supplier recommended is reliable and competent to supply the goods in
question.”

8. Purchase of goods directly under rate contract

In case goods are procured directly from the suppliers at the rates contracted
by the Central Purchase Organisations, i.e., DGS&D, the prices to be paid for such
goods shall not exceed those stipulated in the rate contract and the other salient terms
and conditions of the purchase should be in line with those specified in the rate
contract. The Deptt will make its own arrangements for inspection of such goods
wherever required.

9. Tender Enquiry (Purchase of goods by obtaining bids)

Except in cases covered by paragraphs 6, 7 and 8 above, procurement of goods

will be made by obtaining the bids as under :-

a) Advertised Tender Enquiry

b) Limited Tender Enquiry
c) Single Tender Enquiry

10. Advertised Tender Enquiry

a) Invitation to tenders by advertisement should be used for procurement of

goods of estimated value of Rs 25 lakhs and above. Advertisement in such
cases should be given at least in one national daily newspaper having wide
circulation and in the India Trade Journal published by Director General of
Commercial Intelligence and Statistics, Kolkata.
b) An organization having its own Website will also publish the advertised tender
enquiries and complete bidding documents on the website.

c) If a bidding document is priced, and the same is downloaded by a bidder, there

will be clear instructions in the Website for the bidder to pay the amount by
Demand Draft along with the bid.
309
 d) Ordinarily, the minimum time to be allowed for submission of bids should be
three weeks from the date of publication of tender notice or availability of
bidding documents for sale, whichever is later.

11. Limited Tender Enquiry

a) This method will be adopted when estimated value of goods to be purchased is

upto Rs 25 lakhs. Copies of bidding documents will be sent directly by speed
post/registered post/courier/e-mail to firms which are borne on the list of
Registered Suppliers as referred to in para 4 above.

b) The number of suppliers in the Limited Tender Enquiry should be more than
three.

c) Web-based publicity should also be given.

d) Sufficient time should be allowed for submission of bids.

12. Two Bids System

For purchasing high value plants, machines etc, of a complex and technical
nature, bids may be obtained in two parts as under :-

a) Technical Bid consisting of all technical details, and

b) Financial bid indicating item-wise price for items mentioned in the Technical
Bid.

13. Single Tender Enquiry

Procurement from a single source will be resorted to if it is in the knowledge

of the user Deptt that only a particular firm is manufacturing the required goods. A
certificate in the following format will be provided by the Deptt before procuring
goods from a single source :-

CERTIFICATE

a) The indented goods are manufactured by M/s______________.

b) No other make or model is acceptable for the following reasons :-

_____________________________________________________

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 c) Concurrence of the finance wing to the proposal obtained
vide__________________________.

d) Approval of the competent authority obtained vide______.

A certificate should also be obtained from manufacturing firm that no other

organization/agency has supplied the item at a rate lower than what has been offered
now.

14. Tender opening procedure :-

a) Tenders will be opened at the appointed time and date by a duly

constituted Board of Officers (BOO) in the presence of the representatives of
the firms. Signatures of the representatives of the firms who attended the
opening process, will be obtained on an attendance sheet.

b) All the quotations (Each page thereof) will be signed by the BOO.
Tenders will be serially marked also showing the number of tenders received
(i.e., if 5 tenders have been received, the same will be marked as 1/5, 2/5 …)

c) Any change/cutting in the tender will be encircled and signed by the

BOO.

d) The rates indicated in each tender will be announced to the

representatives of the firms.

e) Comparative statement, indicating the rates (in words as well as figures)

of all the firms will be prepared, signed by the members of BOO and
submitted to the competent financial authority alongwith the tenders for
obtaining expenditure sanction

15. Important notes :

(a) Before placing the supply order for procurement, price negotiation
should be made with the lowest (L-1) tenderer

(b) If it is decided by the competent financial authority (CFA) that a

tenderer other than the lowest one be awarded the order, prior consultation
with CDA will be made and detailed justification recorded by the CFA in file.

(c) It must be ensured that tenders other than the lowest one are not
accepted as a matter of routine. There must be strong, clear and cogent reasons
for accepting tender other than the lowest one and it must stand the scrutiny by
audit authorities.
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 (d) Purchase orders should never be split up to avoid the necessity of
obtaining the sanction of higher authority required with reference to the total
amount of orders

16. Receipt of stores:-

(a) All stores, received from the firm will be inspected by a BOO, whose
members will be different from those who were associated with the tender
opening process.

(b) The stores will be inspected with reference to the specifications

indicated in the letter inviting tenders, supply order and challan/bill received
along with the stores.

(c) BOO will certify that the stores received are in conformity with the
specifications.

(d) In case where order for procurement has been issued with reference to a
sample, the BOO will issue inspection report with reference to the sample.

(e) All stores received will be measured/counted/weighed and taken on

charge.

(f) All Dtes/OTAs are required to follow the purchase procedure as

explained in above paragraphs. In case the value of item to be procured
exceeds the ceiling limit, a statement of case along with all the requisite
documents like quotations, comparative statement etc are sent to P&F Dte or
Lgs Dte, as the case may be, for obtaining sanction. If the amount involved is
above the financial ceiling limit of DG, the case will be referred to MoD for
obtaining sanction of Def(Fin).

17. Procedure for sending proposal to HQ NCC/P&F Dte :-

Each proposal for incurring expenditure out of funds under the code heads
OCG (Misc), IT (Local purchase), hiring of civil transport, and purchase/repair of
stores for trekking expeditions, which require the sanction of DDG (P&F) at HQ
NCC or Ministry of Defence, must be accompanied with the following :-

a) Letter/newspaper cuttings inviting quotations,

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b) Quotations, duly signed by all members of Board of Officers,

c) Comparative statement, duly signed by all the members of Board of

Officers and countersigned by Dy DG of State NCC Directorate/Comdt of
OTA,

d) Requisite certificate, whichever is applicable, as per the format indicated in

the above paragraphs

e) Statement of case giving out necessity and justification for the proposed
expenditure.

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 HIRING OF CIVIL TRANSPORT

1. Financial powers for hiring of civil transport will be excercised as per

provisions contained in Govt letter No 0106/DGNCC/BUD/2435/D(GS-VI)/2001
dated 31 Oct 2001 subject to the following conditions:-

a) Civil transport can be hired only for conveyance of cadets during camps,
courses, visit to firing ranges, ceremonial parades. Relief operations of
natural calamities, accidents etc
b) Civil transport can be hired only for conveyance of officers during
conferences and ceremonial parades,
c) Wherever possible, the vehicles will be hired from State Transport
Corporation or from Tourism Corporation when service transport is not
available,
d) Civil transport will be hired during conferences when Govt transport is not
available,
e) These powers will not be used for hiring of civil transport for carrying out
routine official duties,
f) The financial powers are not to be exercised for routine official duties.

2. While forwarding requests for allotments of funds for hiring of civil transport,
the conditions laid down in Govt letter dated 31 Oct 2001 will be adhered to.

3. Civil transport will be hired from private agencies only after certifying that
service vehicles are not available and obtaining ‘Non Availability Certificate’ from
State Transport Corporation or from Tourism Corporations.

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 PURCHASE OF COMPUTERS, COMPUTER STATIONERY,
PERIPHERALS AND MAINTENANCE OF COMPUTERS

1. With the introduction of a new Sub Head viz Information Technology,

different Code Heads have been designated for Hardware, Software, maintenance,
computer stationery and peripherals and training. Expenditure on all the items can be
incurred under the relevant code heads after following the laid down normal purchase
procedure as already indicated above.

2. P&F Directorate in NCC HQ deals with expenditure under IT head (Local

Purchase). DDG (P&F) and in the absence of DDG (P&F), Dir (Fin) is responsible
for overall control of this head. Accordingly, NCC Dtes/OTAs are to forward their
requirements by 31 Mar to P&F Dte for allotments of funds. The allocations of
funds are made only after receipt of the projections from all Dtes/OTAs under
different heads viz: Purchase of computer, maintenance of computer and computer
stationery.

3. While incurring expenditure under this head, it will have to be kept in view
that the competent authority to sanction the expenditure is DDG (P&F) or DDG of
State NCC Dte, depending upon the monetary ceiling laid down under Govt of India,
Ministry of Defence letter No.0106/DG NCC/BUD/2833/D(GS0IV)/2002 dated
26 Nov 2002.

4. Since the computers have also been issued by Lgs Dte of this HQ to Gp HQ
and Units, the following procedures will be adopted : -

(a) Gp Commanders will project their requirement to DDG, NCC Dte

alongwith detailed justification for procurement.

(b) Gp Cdr will also forward all the requisite documents, i.e. quotations
from authorised/reputed dealers and comparative statement, that are necessary
for DDG to examine and accord sanction for such purchase.

(c) After the sanction is accorded, further action for purchase will be taken
up by Gp Cdr as per the procedure.

(d) After the item has been procured, the bills with other connected
documents, duly verified by the Gp Cdr himself, will be sent to DDG, NCC
Dte who will send the same to CDA concerned for making payment to the
firm.

315
 (e) Attested photocopies of all the documents involving purchase procedure
will be held with Gp Cdrs and NCC Dte for scrutiny whenever required by the
audit team.

(f) In case the amount of expenditure exceeds the financial powers of

DDsG as laid down in Govt letter dated 26 Nov 2002, the case will be sent to
P&F Dte for obtaining sanction.

Laptop computer

5. As per Ministry of Finance, Deptt of Expenditure letter No. 1(29)/E. II

(A)/2000 dated 19 Apr 2004, Lap Top computer is not authorized to any officer
below the rank of Joint Secretary. The powers to sanction Lap Top computer in other
cases is vested with Secretary, Ministry of Defence.

316
 SOP FOR MAINTENANCE AND OPERATION OF
DGNCC PUBLIC FUND ACCOUNT

Introduction

1. DGNCC public fund is a separate account opened in Syndicate Bank RK

Puram, Branch, New Delhi which caters for all advances drawn from the
Government on specific Government sanctions which are obtained by Internal Dtes.

Category of Fund

2. All the amounts which are received by various sections and Dtes of this Dte
Gen under Govt sanction e.g. YEP, Trekking, Sports tournaments etc. which is
covered under the definition of Public Fund Account, will be deposited in the
DGNCC Public Fund Account. In all the proposals submitted to the Govt involving
expenditure of public fund for sanction, the following sentence will be added in the
draft sanction itself:-

“Sanctioned amount will be deposited in the DGNCC Public Fund Account

and the same will be drawn by an officer duly authorized by the DGNCC on as
and when required basis.”

Maintenance

3. The DGNCC Public Fund Account will be maintained by a dealing hand of

Finance Dte (Funds Section) of P&F Dte authorized by Dy DG (P&F). The
cashbook will be maintained as per instructions issued by the Govt.. Cheques will be
issued under the signature of any two of the following officers:-

(a) DDG (P&F)

(b) Dir (Finance)
(c) Accounts Officer (Funds-I)

Deposits

4. The cheque/Demand Draft / cash received by the sections/ Dtes of this Dte
Gen will be forwarded to the Accounts Officer, Funds-I Section of P&F Dte,
alongwith details as per format at Appendix ‘A’ for depositing the same in the
DGNCC Public Fund Account.
Withdrawal

317
5. Whenever any amount is proposed to be withdrawn from DGNCC Public
Fund, the concerned officer should sent the case to P&F Dte wlongwith a Pay Order,
duly countersigned by DDG concerned.

6. All withdrawals upto Rs 1 lakh shall be approved by the Dy DG (P&F). All

withdrawals above Rs 1 lakh but upto Rs 3 lakh shall be approved by the ADG
concerned. All withdrawals exceeding Rs 3 lakh shall be submitted to the DG for
approval.

Closing of Accounts

7. As and when event/item (for which the Govt sanction is obtained), is

completed/purchased, it is the responsibility of the concerned section / Dte to
remit the balance amount to the Govt through MRO. The amount should not
be left for more than three months in the public fund account after the item is
purchased /event is over.

Audit of Accounts

8. Before the adjustment bills are forwarded to the CDA for settlement of
accounts in respect of the advance drawn from CDA through Public Fund, it shall be
audited by a Quarterly Audit Board to be constituted by coord section of P&C Dte of
this Dte Gen. The Accounts Officer from P&F Dte, who does not deal with DGNCC
Public Fund Audit Board shall be one of the members of the Quarterly Audit Board.

9. The audit reports in respect of Regimental Audit Board and Quarterly Audit
Board shall be submitted by the Board to the DG through Dy DG (P&F)/ ADG(A).

Checking and audit of accounts

10. In order to guard against frauds and malpractices in cash accounts, it is

utmost necessary that the checking and audit of accounts is carried out
meticulously by all the authorities concerned. It is considered that the mal-
practices in cash accounts can be avoided by ensuring the following : -

a) Closing of accounts on monthly basis

b) Preparation of assets & liabilities with all its details.
c) Preparation of bank reconciliation statements.
d) Checking and authentication of accounts by Accounts Officer.
e) Submission of accounts to higher authorities for perusal and countersignature.
f) Quarterly Audit of accounts which are not subject to audit by CDA are
being done by Board of Officers. It has been seen in most of the cases
that members of the Board do not check the accounts thoroughly and sign the
proceedings taking the accounts as correct. The Board should obtain the
318
 monthly Bank Statement from the Bank independently and then proceed to
audit the accounts.
g) Surprise check of cash.
h) Maintenance of stores/stock ledgers and Registers and daily updation.
i) Monitoring and early settlement of pending audit objections.

SOP for maintenance of public fund account by State NCC Directorates and Officers
Training Academies (OTAs).

11 Dy Directors General/Commandants of State NCC Dtes/OTAs will adopt

above SOP on maintenance of their public fund accounts, with necessary changes
wherever required. The SOP will be checked during the inspection of public and non
public funds by the team from P&F Directorate.

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 Appendix ‘A’ to para 4

PROFORMA FOR FORWARDING CHEQUES /DEMAND DRAFTS /CASH FOR

DEPOSITING IN THE DGNCC
PUBLIC FUND ACCOUNT

1 Name of the officer or :

Dte/section depositing the
amount

2 Source from which the amount :

has been received

3 Purpose for receipt of the :

amount (e.g. Govt sanction letter
no. and date) (Copy enclosed)

4 Whether authority for receipt of : __________________________

the amount is enclosed or not

5 Mode of Deposit : ___________________________

(cash/cheque/demand draft)

6 In the case of cheque/demand :

draft, the details of the bank,
cheque/demand draft no., date
etc.

7 Amount deposited :

8 Likely period of deposit in the :

public fund account

9 Whether the amount will be :

required in lump sum or in
installments.

(Signature)
Name
Date :- Office

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 REPUBLIC DAY CAMP

1. Duties Of P&F Directorate

a) Arrange funds for RD Camp from Ministry of Defence and State

Govts/UTAs
b) Operate and maintain funds received from Ministry of Defence and State
Govts/UTAs
c) Process proposals received from camp appointments and HQ NCC
Directorates for incurring expenditure and obtain admin approval of the
competent financial authorities
d) Maintain record of daily expenditure, including that of Special Messing and
State Messing
e) Calculate average daily messing on the basis of consumption reports from
cook houses
f) Release cheques to vendors/contractors after obtaining the sanction of
competent authority
g) Audit of camp accounts
h) Detail civilian staff for RD Camp and RD Cell duties
i) Detail GCIs for Camp duties
j) Arrange issue of typewriters/computers for RD Camp
k) Arrange passes for officers and cadets including foreign cadets for RD
Parade and Beating of Retreat
l) Provision of temporary telephones in camp and Parade Ground
m) Procurement of stationery for RD Camp
n) Provision of flower pots from Horticulture Deptt, CPWD
o) Preparation of Girls and Boys Information Rooms
p) Provision of TV for Boys and Girls Information Room
q) Arrange opening of extension counters of Bank and Post Office
r) Installation and management of PCOs
s) Establishment and management of Shopping Complex and HQ NCC Wet
Canteen
t) Establishment and management of Photo Cell
u) Preparation of menu and arrangement of refreshment during visits of
VIPs/Press etc and during Horse Show
v) Issue of move sanction of civilians and GCIs, detailed for RD duties.

Financial Management of RD Camp

2. Estimates :- P&F Directorate will issue circular to all internal Directorates of

HQ NCC for projection of estimates of expenditure on items/events dealt with by the
Directorates.
321
3. Internal Directorates will ensure that projections made by them are realistic
and supported with facts and data giving item wise details of expenditure during
previous RD Camp.

4. Based on these estimates, P&F Directorate will submit consolidated proposal

to Ministry of Defence for obtaining sanction.

5. Remittance of funds by State NCC Directorates :- Dy Directors General of

State NCC Directorates will arrange for remittance of funds from the State
Govts/UTAs to P&F Directorate for :-

a) Messing of cadets and ANOs at the current rate of Rs. 40/- per cadet per
day and Rs 45/- per ANO per day for the entire duration of their stay in
RD Camp, and
b) Incidental expenses at the current rate of Rs 8/- per cadet per day for the
entire duration of the RD Camp.

6. State NCC Directorates are required to send bank draft for full amount in
favour of DG NCC State Fund. The bank draft alongwith following details will be
sent under registered cover to DDG (P&F), HQ NCC, West Block IV, RK Puram,
New Delhi-110066 :-

a) No. of cadets attending RD Camp

b) No. of ANOs attending RD Camp
c) Period of stay of cadets and ANOs in RD Camp as well as dates of arrival
and departure
d) Headwise details of funds (i.e. Messing and Incidental) sent through bank
draft

7. Discrepancy in remittance of money shall be settled by the Contingent

Commander accompanying the cadets and shortfall, if any, shall be deposited in cash
with P&F Directorate by the Contingent Commander.

Opening of a bank account

8. P&F Directorate will open a current account with a nationalized bank and
deposit the bank drafts received from NCC Directorates. P&F Directorate will also
maintain a separate account for the funds sanctioned by Central Govt for RD Camp.

322
Maintenance of accounts :-

9. DDG (P&F) is responsible for the proper custody of cash, cheques and for
proper maintenance of camp accounts. All documents required for efficient
functioning of the camp and for audit, will be maintained under the supervision of
DDG (P&F). (Chapter II, page 216, Para 139 of Standing Instructions for Republic
day Camp, i.e., Red Book (Vol-I).

10. P&F Directorate will keep separate account of funds for messing and
incidental expenses.

Financial powers and channel of submission of proposals for incurring expenditure :-

11. As per instructions contained in para 11 to 13, page 265 of Red Book Vol–I,
financial powers of competent authority in HQ NCC are : -

(i) DG Full powers

(ii) ADG (A)/(B) Rs.2 lacs per transaction
(iii) DDG (P&F) Rs.50,000/- per transaction
(iv) DDG (Lgs) Rs.50,000/- per transaction
for dry rations only
(v) Camp Comdt Rs 1000/- per transaction
subject to maximum of Rs
10,000/- during the entire
camp to meet day today
emergent needs.

12. As per para 13 (page 266) of Red Book, every proposal for incurring
expenditure is to be sent to Dir (Fin) who would submit the file to Competent
Financial Authority for obtaining sanction, if the proposal needs to be reconsidered
by the initiating section /Dte, the file will be returned after showing it to DDG (P&F).

13. Cash in hand :- An amount not exceeding Rs 10,000/- will be kept in cash by
Accounts Officer of P&F Directorate during the camp to meet any unforeseen
eventuality and petty/urgent payments. Dir (Fin) will carry out inspection of cash in
hand at least once in a week.

14. Local Purchase of stores :- As per Chapter II, page 202, Para 86 of Red Book,
any stores purchased locally will require prior sanction of DDG (P&F)/ADG/DG as
the case may be. As such, all proposals for purchase of stores will be submitted to
Dir (Fin) for obtaining prior approval of the competent authority

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15. Submission of bills :- All bills will be sent to P&F Directorate along-with Pay
Order and other connected documents for obtaining the sanction of the competent
financial authority and issue of cheque in favour of the vendor/contractor.

16. Disposal of unconsumed ration :- Unconsumed ration will be minimal if

indents are realistically prepared. However, on termination of camp, a Board of
Officers will assemble to ascertain the balance of unconsumed ration. The balance
ration will be returned to the contractor, as per the conditions already laid down in
the contract. If any ration is still left to be disposed off, the same will be sold to the
Camp Cook House and subsequently to other persons. The money received will be
refunded to P&F Directorate for remittance to the Government account.

17. Submission of documents after RD Camp:- All documents pertaining to

purchase of stores, messing and incidental expenditure – whether out of Central or
State funds – will be handed over to P&F Directorate for submission to PCDA
(HQ)/getting the audit done by Director of Audit, State Govt of Delhi.

18. Unspent amount :- Unspent amount will be sent to State NCC Directorates
through Bank Drafts along with requisite report on the prescribed proforma.

Standard operating procedure for making purchases/ execution of contracts :-

19. The following points are to be kept in view while making purchases to avoid
audit observations from CDA :-

(a) All files pertaining to contracts, are to be sent to P&F Dte for vetting from the
audit angle.

(b) Before going for purchase of stores/ obtaining services, prior Adm approval of
DDG(P&F) should be obtained.

(c) A certificate from OIC RD Stores and the effect that the item is not available
in RD Stores, may be placed in file before forwarding the proposal to DDG(P&F) for
obtaining Adm approval.

(d) Procurement procedure as indicated in Chapter-50 will be followed for all

purchases.

(e) The local Suppliers/Contractors to produce the following documents along

with their quotations:-

i) Copy of latest Income Tax Return

ii) Sales Tax certificate and TIN certificate

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(f) The Comparative Statement may be signed by all the members of Board of
Officers nominated for the purpose and countersigned by the Camp Comdt or the
concerned DDG. Following certificates may also be given by the Local Purchase
Committee.

(i) For purchase of goods upto Rs 15,000/- on each occasion.

“I ________________________ personally satisfied that these goods

purchased are of requisite quality and specifications and have been purchased
from a reliable supplier at a reasonable price.”

(ii) For purchase of goods costing above Rs 15,000/- and upto Rs 1 lakh

Certified that we, _______________________ members of purchase

committee, are jointly and individually satisfied that the goods recommended
for purchase are of the requisite specifications and quality, priced at the
prevailing market rates and the supplier recommended is reliable and
competent to supply the goods in question.

Note :- For purchase of goods valuing more than Rs 1 lakh, tender enqiry
system indicated in Chapter … will be followed.

(g) The nature of item and the quantity should be shown in the CST.

(h) After procurement, the bills submitted by the supplier/contractor may be

examined with reference to the following: -

i. Cash Memo/Bill is on the prescribed format, having its Sl No, date and name
of the purchaser i.e. NCC RD Camp-200_ etc.
ii. Nomenclature of the items should be clearly shown in the cash memo/Bill.
iii. Total amount of the items as per its Quantity and Rate is indicated in the Cash
Memo/Bill.
iv. VAT is indicated at the end of the Cash Memo and is subsequently included in
the total amount.
v. Calculation of the amount charged is correct

(j) Following documents in original be sent to P&F Dte for releasing payment: -
(i) Letter inviting quotations
(ii) Quotations (duly signed by BOO)
(iii) CST (duly signed by BOO & countersigned by Camp Comdt or
concerned DDG)
(iv) Supply order
(v) Bill, duly verified by the Indenting Officer.

325
 (vi) Pay Order, duly signed by Indenting Officer & Countersigned by Camp
Comdt or concerned DDG
(vii) Adm approval of DDG(P&F) for purchases/obtaining services.
(viii) CRV of the received items.

(k) Documents mentioned in above para are to be submitted in two sets i.e., one
original & one photocopy.

(l) All the documents be sent to P&F Dte within 4 days of receipt of the bill.

(m) All the user officers should get the bills and related documents verified by P&F
Dte on or before the closure of the RD Camp.

(n) Check list (Appendix ‘B’) to be be placed in the file, duly signed by the
Indenting Officer.

20. Clearance Certificate:- After the conclusion of camp and before the
departure from the camp, the Contingent Commanders and Camp Appointments will
obtain clearance from all concerned placed at Appendix ‘C’

326
 Appendix ‘A’ to Para 19(j)

PAY ORDER FOR EXPENDITURE INCURRED AT NCC REPUBLIC DAY

CAMP – 200-- OUT OF CENTRAL FUND / INCIDENTAL ALLOWANCE
(CONTINGENT EXPENDITURE)

PART I

1. Amount of advance required / expenditure _________________

to be met
2. Details of Stores to be purchased / job __________________
to be done __________________
3. If non-expendable, whether the item is available in Yes/No
RDC Store. If yes, what is its condition __________________

4. Purpose and necessity of effecting purchase ___________________

5. Source of proposed purchase ASC, Kendriya ___________________
Bhandar, DMS, Mother Dairy, Local Mkt/ Contractor
6. Whether purchase is being done through ____________________
Purchase Committee. If not, give reasons ____________________
7. In case of non-expendable stores, _____________________
indicate why it cannot be hired _____________________
8. Signature of Indenting Officer
9. Signature of Camp Comdt/DDG
10. Signature of OIC Stores
_____________________________________________________________________
PART II

Allocation made for the service ___________________

Amount so far expended during the ______________________
Camp for the above item/service
Amount now required as per Part I ______________________
Total exp. / advance drawn ______________________
Availability of funds Yes/No

Sr Accounts Officer

Countersigned

Dir (Fin) / Dy Dir (Fin)

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 PART III

Sanctioned / Not sanctioned

Certified that the above expenditure is considered inescapable and essential for efficient
running of the camp

Date; ( )
Dy Dir Gen (P&F)
________________________________________________________________________
PART IV

Recommended / Not recommended

Sanctioned / Not sanctioned

Dated :- Addl Dir Gen (A)

PART V

Sanctioned / Not sanctioned

Dated :- Dir Gen NCC

PART VI

Paid from NCC RDC Funds-200…. Incidental Allowance, a sum of Rs

____________________ (Rupees________________________________
_______________________) by cash/cheque No _______________ dated
________________drawn on_________________ to _______________________ on account of
________________________________ .

Date :- Sr Accts Officer

PART VII

Received a sum of Rs ____________________ as mentioned in Part VI above.

Signature:
Name:
Designation
Address

PART VIII

Decision taken vide Note No ________ dated __________ on file No

________________________.

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 Appendix ‘B’ to Para 19(n)

Check List

(All documents in original must be placed in file. Photocopies

of all the documents be also furnished.)

1 Whether Adm approval obtained? Yes/No Encl -------

2 Letter inviting quotations Encl -------

3 Quotations received Encl -------

4 Whether members of BOO signed the Yes/No

Quotations
5 Whether members of BOO signed the Yes/No Encl--------
Comparative Statement?
6 Whether Camp Comdt/DDG Yes/No
Countersigned the Comparative
Statement
7 Letter for supply of stores Encl-------

8 Whether Bill verified by the User Yes/No Encl-------

Officer?
9 Whether Revenue Stamp affixed on Yes/No Encl-------
Bill
10 Whether CRV prepared Yes/No Encl------

11 Whether CIV prepared and stores Yes/No Encl-------

taken on charge by OC Camp

Signature of the
Date :- Indenting Officer

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 Appendix ‘C’ to Para 20

CLEARANCE CERTIFICATE

Certified that all stores held on charge of ___________________________,

Unit/Directorate_____________________ , have been returned and all discrepancies
settled / The unsettled discrepancies alongwith their cost is given in the reverse.
Name in full Signature
i. Incharge Furniture ____________________ ____________
ii. Incharge Tentage ____________________ ____________
iii.Incharge Ord Stores ____________________ ____________
iv. Incharge ration ____________________ ____________
v. Incharge Electricity ____________________ ____________
vi. Incharge RD Stores ____________________ ____________
vii. Incharge Water Sup ____________________ ____________
vii JCO QM Clothing ____________________ ____________

( )
Lt Col
Quartermaster
i. OIC CSD Canteen ____________________ ____________
ii. OIC Wet Canteen ____________________ ____________
iii. MTO ____________________ ____________
iv. Officers Mess ____________________ ____________
v. Accounts Officer, P&F____________________ ____________
vi. Camp Sub Maj ____________________ ____________
vii Camp Sub Adj ____________________ ____________
viii Camp Hav Maj ____________________ ____________
ix JCO/NCO Mess ____________________ ____________
x. Secy RD Cell ____________________ ____________
xi. OIC Ushering ____________________ ____________
xii. CMO ____________________ ____________
xii. CTO ____________________ ____________
xii. Adj ____________________ ____________

Countersignature by Camp Commandant

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 REGIMENTAL FUND

General

1. All cases pertaining to formulation of policy on Regimental Fund are handled

by P&F Dte.

2. Regimental Funds of NCC are welfare funds of the NCC Organisation which
are raised through contribution by serving personnel, civilian staff, cadets and
canteen profits. These funds are not financed from public funds. The mixing of
public and non-public funds is prohibited. These funds are used for various welfare
activities for which either no fund is allotted by the Govt or a very meager amount is
provided.

3. General instructions on maintenance of Regt Fund in NCC have been issued

vide SNCCO/1/S/75. These instructions have undergone various changes over a
period of time. The changes have been incorporated in the succeeding paragraphs for
guidance.

4. NCC Regimental Fund account is maintained by the following :-

(b) Director General NCC

(c) State NCC Directorates
(d) NCC Gp HQs
(e) NCC Units

5. Source of receipt

a) CSD profits

b) Annual subscription (at following rates):-

(i) Brig / eqvt & above - Rs 40
(ii) Col / Lt Col & eqvt - Rs 30
(iii) Major/Capt & NCC officers - Rs 25
(iv) JCO/OR and eqvt - Rs 20
(v) ANOs - Rs 20
(vi) Cadets - Rs 4

6. Civilian officers & staff in HQ NCC & NCC Dtes are to contribute at the rates
applicable to their counterparts in services.

7. Distribution of subscription

331
 a) DTE GEN NCC - 30 %
b) NCC DTE - 15 %
c) GP HQ - 15 %
d) UNIT - 40 %

8. Financial powers to incur expenditure from Regt Fund in NCC Dtes,

OTAs, Gp HQ & Units

Durable item Expendable item Annual ceiling

UNIT CDR Rs 15,000/- per Rs 9,000/- per Rs 60,000/- or

transaction or transaction or 70% of annual
35% of annual 35% of annual income
income income whichever is less
whichever is less whichever is less

GP CDR Rs 45,000/- per Rs 30,000/- per Rs 1,20,000/- or

transaction or transaction or 70% of annual
35% of annual 35% of annual income
income income whichever is less
whichever is less whichever is less

DIR Rs 10,000/- per item*

Dy DG Rs 60,000/- per item whether durable or expendable*,

*Ceiling limit of both the Dir & DDG put together is

Rs 3,50,000/-

Note :- In the event of a Unit Commander/Gp Cdr having exercised the

financial powers upto the financial limits, next higher authority can
sanction additional expenditure but upto 70% of the annual income of
the concerned Unit/Gp HQ.

9. Financial powers in HQ NCC

a) DIR (MS) – Rs 1,000/- per transaction subject to annual ceiling of

Rs 60,000/-
b) DDG (MS) – Rs 10,000/- per transaction subject to annual ceiling of

332
 Rs 2,00,000/-
c) ADG (B) – Rs 40,000/- per transaction subject to annual limit of
Rs 6,00,000/-
d) DG – Full powers.

333
 NCC UNIT RUN CANTEENS

Procedure to open a new URC:-

1. For opening a new URC at Dte/Gp/Unit level, prior approval of HQ NCC is

required. In order to open a new canteen, proposal, (Statement of Case) is required to
be forwarded to HQ NCC (P&F) Dte for consideration. The proposal should be
accompanied by information in the proforma given below.

2. Formal application for opening NCC URC

1. Name of unit/Gp______________________
2. Strength All ranks__________ Attached pers__________
3. Source of getting finance for the URC
4. Expected monthly turnover and monthly profit
5. CSD Depot from which it is proposed to draw stores
6. Reasons for justifying the opening of canteen

Certified that :-

a) No sanction has been obtained in the past to operate the URC

b) No application has been forwarded through other channel except the instant
one under consideration
c) There is no change in the designation of the unit/Gp
d) No canteen contractor will be engaged to operate the URC in any
circumstances
e) The Gp HQ will not ask for any increase in its establishment on this account.
f) No interaction, direct or indirect will be made with the dealers registered with
CSD Depot.

Sign of OC of the Unit

Recommendation of DDG of State NCC Dte

334
3. Distribution of CSD profits :-

a) Upto 20% of profit is to be retained for strengthening the business potential of

canteens,
b) 80% to be deposited with regimental fund, of which the utilization is to be
made as under:-
(i) Not more than 33% to be utilized for amenities to officers,
(ii) Distribution to other funds like JCO’s mess, family welfare fund,
sports fund etc
(iii) Donation to army hospitals. No fixed percentage is laid down.

4. Profits should be transferred to the concerned accounts on quarterly basis.

Transfer of canteen profits to higher HQ

5. No amount of canteen profits can be demanded by higher HQ. However, at

times, substantial expenditure may have to be incurred by Gp HQ/Directorate on
encouragement/furtherance of NCC activities. The expenditure on such activities can
be incurred with the prior approval of next higher HQ and should be kept at the
barest minimum

Entitlement of canteen facilities

6. Following are also entitled to canteen facilities :-

(a) Ex Gentlemen cadets, who are in receipt of disability pension. They are
also entitled to liquor at par with retired officers of three Defence Services.
(Authy: QMG’s Branch letter No 96003/Q/DDGCS dated 12 Mar 03).

(b) Widows of service officers (Incl Hony/SSC/EC/Commissioned officers)

who get remarried and continue to draw pension from Defence Services
Estimates. Liquor permitted. (Authy:- QMG’s Branch letter No
96003/Q/DDGCS dated 14 Oct 04)

(c) Widows of service personnel, including those who get re-married and
continue to draw pension from Defence Services Estimates. (Authy:- QMG’s
Branch letter No 96003/Q/DDGCS dated 14 Oct 04)

(d) TA personnel (Authy :- QMG’s Branch letter No 96011/Q/DDGCS

dated 11 Aug 2003)

7. Following categories of civilian employees, paid from Defence Services

Estimates and also those employed in the under mentioned ministries/Deppts are

335
entitled to make purchases (except liquor) from CSD canteens on production of
photo bearing security passes :-

a) Ministry of Defence including those working in their respective attached

offices and those working in lower military formations,
b) Defence Audit Department
c) Cantonment Board
d) HAL, while working at Air Force Stations
e) Indian Defence and Accounts Services
f) Border Roads Organisation
g) GREF Officers/personnel (Sales tax and other levies will be charged
from GREF personnel)

8. Canteen facilities to NCC personnel

Category Entitlement

a) Whole time NCC Officers All stores including liquor

b) Part time NCC Officers All stores except liquor, imported

or specially allocated items, scooters
and refrigerators

c) Girl Cadet Instructors -do-

d) NCC Cadets during the -do-

period of training either in annual
camps or by attachment to
Regular Army Unit.

(Authotity:- QMG’s Branch letter No A/66622/III/Q/CAN dated 24 Jun 86)

9. Scale of liquor per month

Rank Scale

a) Field Marshal, Admiral of the Fleet/ No limit

Marshal of Air Force,
COAS/CNS/CAS (Active or retired)

b) Serving Vice Chiefs of three services No limit

Army Cdrs and equivalent
c) Vice Chiefs of three Services, 18
336
 Army Cdrs and equivalent (Retd)

d) Lt Gen & equivalent (Serving)/ 16

Maj Gen & equivalent (Serving)

e) Lt Gen & equivalent (Retd)/ 14

Maj Gen & equivalent (Retd)

f) Brig and equivalent (Serving) 14

g) Brig and equivalent (Retd) 12

h) All serving officers upto Col & equivalent 12

i) All retired officers upto Col & equivalent 10

j) JCOs & equivalent (Serving) 08

k) JCOs & equivalent (Retd) 06

l) OR (Serving) 06

m) OR (Retired) 04

n) Widows (All ranks) 50% of husband’s entitlement

o) Parents of deceased unmarried 50% of the entitlement of

Officers/PBOR deceased officer/soldier

Note :- Four bottles of Beer will be equivalent to one unit.

(Authority:- QMG’s Branch letter No. 96219/Q/DDGCS dated 31 May 05)

Terms and conditions of service of civilian employees

11. Terms and conditions of service of civilians working in NCC Canteens will be
laid down by all NCC Canteens as per QMG’s Branch, Army HQ letter No
96029/Q/DDGCS dated 28 Apr 2003..

Accounting of CSD Funds

Procedure on drawal and accounting of CSD funds is laid down.

337
 NCC OFFICERS MESSES

Procedure of opening of a new Mess:-

1. Officers’ Messes are authorized to the NCC vide Govt of India letter no.
3261/NCC/Coord(D)/1715/C/D(GD-VI) dated 08 Jul 1965. DGNCC is the
competent authority to sanction Officers’ Mess to Gp Hqrs at the scale of one per
station. Where more than one Gp Hqrs are co-located in the same station, only one
mess will be established and will be named as “Station NCC Officers Mess.

2. Officers’ Mess will be sanctioned in a station if the DGNCC is satisfied that

requirement for the Officers’ Mess exists. The Gp HQ or the Dte desirous to have an
Officers’ Mess shall project the case to DGNCC/P&F Dte through the concerned Dy
DG, provided the following conditions are fulfilled:-

(a) Messes of other Armed Forces units do not exit within a reasonable
distance.
(b) Officers serving in NCC at the station cannot be conveniently attached
with the other messes in that station.
(c) The number of officers in the station is not less than five.
(d) Accommodation is available through hiring or requisitioning at
reasonable rent.

3. Subject to fulfillment of the above conditions, DGNCC may accord sanction

for establishment of a Mess at a desired station. It should be ensured that the Mess
starts functioning within two months of the accordance of sanction. If it is not
possible to start the Mess within the specified period, the same should be brought to
the notice of DGNCC giving detailed reasons therefore.

4. The NCC units serving under that Group Headquarters will be affiliated to this
Mess.

Grant of Advance

5. The Director General NCC is also empowered to sanction interest free

advances for these messes under the provisions of AI 1/1964.

Membership

6. The following categories of Officers are eligible to become members of the

NCC Officers’ Mess :-

338
 (a) Regular members: All regular service officers, NCC Whole Time Lady
Officers and Civilian Officers Group’A’ posted to the Gp Hq and units
thereof or the Dte situated in the station will be members of the Officers’
Mess.
(b) Temporary Members: Regular service Officers/NCC Whole Time Lady
Officers / Civilian Officers coming to the station on attachment,
temporary duty, leave or short course for a duration not exceeding three
months may be admitted as temporary members.
(c) Honorary Members: Associate NCC Officers ANOs (Senior Division
serving in the station may be admitted as honorary members. Retired
service officers and high ranking civil officials and dignitaries may be
invited by the pMC to become honorary members.

Functions

7. The mess is primarily designed to provide the following facilities to the

members:-

(a) Accommodation to the single officers in the station.

(b) Accommodation to the officers on temporary duty/leave to the station.
(c) Messing and bar facilities.
(d) Organising functions and get-togethers.

8. Organisation

a)Where NCC Dte and one Gp HQ are co-located, DDG will be the Chairman
and the Gp Cdr will be the President, Mess Committee (PMC).

b) When NCC Dte and more than one Gp HQ are co-located, DDG will be the
Chairman and the senior most Gp Cdr will be the PMC.

c)When NCC Dte is not located at the station of the Mess, Gp Cdr will be the
Chairman and 2 i/c pf Gp HQ will be PMC.

d) Where NCC Dte is not located but more than one Gp HQs are located in the
same station, the senior most Gp Cdr will be the Chairman and the seniormost
2 i/c will be the PMC.

e) Dy PMC will be nominated by the chairman in all the cases

9. Chairman will be responsible for overall policy for governing the Officers
Mess.

339
10. Mess Committee: The Officers’ Mess will be managed by a Committee
consisting of not less than three members. The members of Mess Committee, except
the PMC, shall be elected by the regular members of the Mess on annual basis.
Ideally the committee shall consist of the following:-

(a) PMC
(b) Dy PMC
(c) Mess Secy -
(d) Wine and Food Member - To be elected by the General
(e) Property, Garden & - Body of the Officers’ Mess
(f) Entertainment member

11. Provision should be made in the Mess Rules to fill in the temporary vacancy
caused due to the temporary duty/leave /courses of any of the members of the Mess
Committee.

Mess Staff

12. Permanent Staff: For efficient running of the Officers’ Mess, permanent staff
will be detailed by the PMC, from local resources of the Dte, Gps and units affiliated
to the mess. Details of the staff, their duties and responsibilities should be laid down
in the Mess Rules. It should be ensured that the minimum
number of staff for the Mess are detailed. Any increase in the staff will be made only
with the approval of the PMC.

13. Combatant Mess Staff: One Combatant Mess Hav to be selected out of the
NCOs posted in Groups. This could be in rotation at the discretion of the PMC.

14. Civilian Mess Staff : Central Government does not provide any staff for
Officers’ Messes. In some states, the Govts have sanctioned Mess staff such as
Masalchi, Cook and chowkidar for the Officers’ Messes in NCC. Dy DG of the NCC
Dtes may liaise with the State Govts to get more staff sanctioned for Officers’
Messes under their control.

Service conditions – Mess Staff

15. The mess rules should provide in detail for the number and category of mess
staff, their service conditions, their duties and responsibilities. Mess staff shall be
employed by the mess committee after approval by the PMC. The rules should also
contain detailed instructions for dealing with the Mess staff for absence from duty,
misconduct, disobedience of orders, insufficiency of improper turnout. Character
and antecedents of all Mess staff will be properly verified from the police and record
of this will be maintained by the Mess Secy.

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16. Officers Room Bearers: Mess Secretary will maintain list of servants and
bearers who can be employed by the individual officers and get their antecedents
verified by the police. Individual officers living and dining in the mess will not
employ any bearers or servants other than those on the approved list, without the
permission of the PMC.

Management

17. Function of the members of the Mess Committee: The Mess Committee should
be entrusted with the entire management of the Mess. The PMC shall be responsible
to the Chairman for the satisfactory administration and running of the Officers’ Mess
and maintenance of accounts. Discrepancies and irregularities, if any, shall be
brought to the notice of the Chairman. The detailed charter of duties of the PMC and
members of the Mess Committee should be framed and incorporated in the Mess
Rules.

18 Mess meeting : A General Body Meeting of all regular members of the Mess
will be held once in every quarter. An extraordinary meeting may be held at any
time under the orders of the Chairman in order to take any urgent policy decision.
The following matters should be placed before the General Body Meeting:-

(a) Any policy decision pertaining to the Mess,

(b) The quarterly statement of account of the Mess.
(c) Any amendment to the station officers’ Mess Rules,
(d) Election of the elected members of the Mess Committee.
(e) Any other matter with the prior approval of the Chairman.

19. Mess Committee Meeting: Mess Committee Meeting will be held monthly and
attended by its members in order to coordinate the various Mess activities. However,
the Mess Committee may assemble at any time with the orders of the PMC to discuss
urgent matters.

20 Mess customs and etiquettes: Responsibility for the maintenance of good

order and discipline in the Mess premises will devolve on the senior most officer
present.

21. Security: Mess Committee Members are responsible for safe custody and
correct accounting of all articles on their charge. Detailed orders as required will be
incorporated in the Mess Rules by the PMC.

23. Visitors and Guests: Officers will not bring all and sundry to the Mess. The
Mess is a sacred place and its dignity must be preserved at all times. Guests will be
carefully selected and permission from the PMC obtained before inviting guests to

341
the Officers’ Mess. They will be entertained in the visitors/guest room or any other
room earmarked for it.

25. Accommodation: Mess accommodation is an integral part of the Officers’

Mess. These accommodations are used by officers visiting the station on temporary
duty / leave by single officers and by officers initially posted to the station who have
not been provided with married accommodation. As far as, possible, the Mess
should have single officers’ accommodation and guests rooms. The control of this
accommodation for allotment shall vest with the PMC of the Mess. The
accommodation is to be suitably furnished to fit the officers living standards from the
funds available in the Mess and officers using the accommodation are to be charged
at the rates fixed by the General Body Meeting of the mess.

26. Officers will normally stay in the mess only for the minimum period necessary
which should not in any case exceed six months. Stay in excess of this period will
be allowed only under exceptional circumstances after obtaining the approval of this
HQ (DGNCC/P&F)

Property

27. All pieces of property of Group Headquarters, particularly peace time

furniture and fitments, which cannot be used in the field messes will be pooled to
form station NCC Officers’ Messes. This will be taken on charge and accounted for.

28. Units when moving out on camps, will not be permitted to carry their property,
unless prior approval of the PMC is obtained. They will instead carry their field
messes’ equipment to be maintained by them, if required.

29. The maintenance and upkeep of this property will be the responsibility of the
NCC Officers’ Mess. Schedules of this property including the living in quarters will
be drawn up and records maintained at the respective Station NCC Officers’ Mess.
This schedule will classify all movable property of the particular mess under the
following headings:-

(a) Part-I: The agreed schedule is a statement showing the number and nature
of all movable equipment, furnishing, utensils etc. that are necessary for
the general comfort and welfare of the mess. The fixed value of the
articles is enumerated in the agreed schedules.

(b) The agreed schedule is subdivided in two separate schedules as under:-

(i) Schedule ‘A’ Furniture:- All items of movable furniture

irrespective of where situated.

342
 (ii) Schedule ‘B’ Cutlery:- All table cutlery, and silver plated
table ware such as entrée dishes, wine and spirit measures,
muffineers, pewter pots and tankards.

30. The schedule duly evaluated will be known as ‘Agreed Schedule’. Once
drawn no change will be made to the fixed value of an article.

31. Valuation of Movable Property: A Board of Officers will be assembled by the

local representatives every year to value the movable property of the Station NCC
Officers’ Mess. The proceedings of the Board will be forwarded in triplicate to the
Chairman who will record his directions thereon.

32. Immovable Property: All immovable property such as garages, squash courts
and alike erected at the expense of mess funds are ipso facto the property of the
Station NCC Officers’ Mess Fund. All such property will be under a separate
heading in the property book.

33. Valuation of Immovable Property: The valuation of immovable property will

be carried out every four years. PMC shall arrange for valuation by the MES as near
as 01 Jan as possible and any change in the assessed value will be shown in their
balance sheet for the ensuing quarter.

34. Silver: No silver will be purchased out of Station Messes Fund without the
sanction of the Addl DG/DGNCC. Silver required for display may be obtained from
member units on loan.

35. Sources of Finances: Officers’ Messes usually have the following sources of
finances:-

(a) Member Officers’ Contribution

(b) Mess Maintenance Allowance
(c) Share of Canteen Profits

36. Member Officers’ Contribution: Monthly subscription as decided on from time

to time will be paid by all members. Changes in the rates of subscription will be
decided by the General Body and approved by the Chairman in conformity with the
Rules applicable to other Service Messes.

37. Honorary Members: All Honorary Members of the Mess other than those
invited to become members of the Mess are required to pay half the subscription of
the rates applicable in the case of regular members. In addition, they will pay a sum
to be decided during the Mess meeting per month towards service charges.

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38. Mess Maintenance Allowance (MMA): Officers’ Messes are entitled for grants
from the Govt at an authorized scale for the maintenance and upkeep of the Officers’
Mess. Mess Maintenance Allowance will be drawn by this mess at the rates and
under the conditions laid down in A.I. 265/63 on the basis of authorised
establishment of the Group Headquarters and its subordinate units in that station.
Mess Maintenance Allowance will also be admissible for attached dining in
members. The Gp HQ under whose jurisdiction the Station Officers’ Mess is situated
is required to claim the MMA from the CDA based on the actual strength of officers
affiliated to the Officers’ Mess. The latest rates of Mess Maintenance Allowance are
laid down in the GOI letter no. 39594/MMA/AG/CW-1/6171/D(AG) dated 30 Sep
1991, and are as under :-

a) Rs 40/- pm for the first 10 officers

b) Rs 30/- for the next 15 officers
c) Rs 15/- pm for the remaining officers.

39 Share of Canteen Profits: As per Board of control for canteen services letter
no. BOCCS/60306/III/Q/CS dated 13 May 1985 profits earned by the unit run
canteens upto a maximum of one third of the total profits can be spent on the welfare
of the officers. Hence, one third of the profits of the canteens run by the Dte/Gp
HQ/Units affiliated to the Station Officers’ Mess NCC should be remitted to the
Officers’ Mess by all Units/Gp HQ/Dte affiliated to that mess. It should be ensured
that the share of canteen profits is remitted to the Officers’ Mess at the end of
each quarter.

40 Miscellaneous Sources: These sources include profits from the investment in

fixed deposits, contribution from private parties for the services provided by the
Officers Mess.

41 Delegation of Financial Powers:- In order to ensure accountability and smooth

management of the affairs of Officers Mess, the following delegation of financial
powers should be made:-
For each Annual Ceiling
transaction

(a) General Body Meeting Full powers Full powers

(b) Chairman Rs 10,000/- Rs 50,000/-
(c) President Mess Committee Rs 5,000/- Rs 30,000/-
(c) Mess Secretary Rs 500/- Rs 5,000/-
(e) Individual member of the Rs 100/- Rs 1,000/-
Mess Committee

344
42. The above does not apply to the following:-

a. All recurring expenditure such as pay of the establishment, electricity

and water charges
b. Newspaper and periodicals
c. Purchase of stock

43. Procedure to write off losses:-The Mess Committee may write off losses to the
tune of Rs 500/- in individual cases. However, loss cases involving more than Rs
500/- should be referred to the Chairman who shall have the final powers in the
matter.

44. Maintenance of accounts :As far as practicable, the following Mess accounts
should be maintained in the ledger.

(a) Messing fund

(c) Wine fund
(d) Mess Maintenance fund
(e) Entertainment fund
(f) Mess subscription fund
(g) Memento fund
(h) Newspaper and periodicals fund
(i) Cash Book with Bank Reconciliation Statement.
(j) Payment/Receipt Vouchers.
(k) Sanction Register.
(l) ED Pay Register.
(m) Bill Register/Bill book.
(n) Daily Messing Register.
(o) Petty Cash Book
(p) Property Ledger and ASTB proceedings.
(q) Standing orders for the Officers Mess.

45 Detailed provisions should be incorporated in the mess Rules stating the

purpose of the above funds, the sources of the funds, items of expenditure permitted
from the funds and the manner of maintaining the accounts etc. All accounts will be
maintained in accordance with the rules laid down for the purpose, in the Defence
Services Regulation and all transactions duly accounted for.

46. Mess accounts will be maintained by the Mess Secretary. He will be assisted by
an accountant (who may even be a clerk in a unit, with ED Pay) to be employed by
the Officers’ Mess to handle accounts.

47. Audit: Mess accounts will be audited quarterly by a Unit Audit Board for which
a balance sheet and bank reconciliation statement will be prepared. Quarterly
345
balance sheet will be approved by the General Body Mess Meeting. In case assets of
the officers mess exceed Rs. two lakhs, the accounts will be audited by a registered
Chartered Accountant once a year, in terms of SAO 9/S/76. Audit Board
Proceedings for the quarter will be sent to the Chairman for perusal, who shall satisfy
that the accounts are being properly maintained.

48. Inspection: The Dy DG of the Dte will make an annual inspection of the Mess
and closely investigate the manner in which the affairs of the Mess have been
conducted. If any violation of the Rules and regulations is found, he should intimate
corrective measures under intimation to the Dte Gen NCC.

49. Team from P&F Dte, Dte Gen of NCC during inspection visits to the Dtes/Gps
will be shown the accounts of the Officers Mess.

Miscellaneous

50. Detailed provisions should be incorporated in the Rules for holding functions
in the Mess, Mess dress, etiquette and other aspects which are not covered in the
guidelines outlines above.

51. The above guidelines are illustrative in nature. It should be ensured by all
Dtes that detailed Mess rules are laid down for conduct of Officers Messes within the
ambit of the policy directives outlined in the preceding paragraphs.

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 MANAGEMENT OF NON PUBLIC FUNDS

Documentation

1. It is essential that the following documents are scruplously maintained by the

officer incharge of the Non-Public Fund/CSD Fund:-

(a) Public Bank Account - Cash Book & Bank Reconciliation Statement

(b) Regimental Fund Account

(i) Cash Book with Bank Reconciliation Statement,

(ii) Sanction Register
(ii) Payment and Receipt Vouchers.
(iv) Property Ledger.
(v) Annual Stock Taking Proceedings

(c) CSD Canteen Account

(i) Cash Book with Bank Reconciliation Statement,

(ii) Sanction Register.
(iii) General Store Ledgers - General Store/Liquor
(iv) Daily Sale Summary - Cash name wise & item wise.
(v) ED Pay Register.
(vi) Monthly Stock Taking Board proceedings/Proceedings for opening
of stores at the time of purchase.
(vii) Canteen Property Ledger and ASTB proceedings
(viii) All Payment & Receipt Vouchers.
(ix) Petty cash Book, if any.
(x) Liquor Cards Register.
(xi) Cash memo & CSD Price List.
(xii) Stock Receipt & valuation Voucher/Price Adjustment Voucher
(xiii) Canteen Standing Orders.

347
 (d) NCC Officers Mess Account

(i) Cash Book with Bank Reconciliation Statement.

(ii) Payment/Receipt Vouchers.
(iii) Sanction Register.
(iv) ED Pay Register.
(v) Bill Register/Bill book.
(vi) Daily Messing Register.
(vii) Petty Cash Book
(viii) Property Ledger and ASTB proceedings.
(ix) Standing orders for the Officers Mess.

(e) Other documents to be maintained by the NCC Units/GpHQ/Dte

(i) Imprest Account – Cash Book/Acknowledgements (Pay Book)

(ii)Daily orders Part II
(iii) Car Diary and Log Book
(iv) Enrolment Forms/Nomination Forms of cadets.
(v) Subscription Register.
(vi) Acquittance Rolls for payment of washing/refreshment allowance.
(vii) Specimen signatures Register for Cadets.
(viii) Register of Loss Statements
(ix) Register of Audit objections.
(x) Kit and ordnance store ledgers.

2. The above documents are to be mainted and updated regularly. These are to
be produced before the HQ Audit Team as and when required.

Maintenance of Accounts & Ledgers of Non-Public Funds

3. There have been instances where large sums of money have been embezzled
from Regimental and CSD Funds. Loss and mis-appropriation in the Public and Non
Public Fund Accounts is primarily due to non-adherence to the basic principles of

348
maintenance of accounts. The following measures are, therefore, required to be taken
to prevent re-ocurrence of such miss-appropriations and losses in future:-

(i) All accounts must be jointly operated by two officers.

(ii) Different accounts should preferably be operated by a set of different

officers and not by the same set of officers.

(iii) Handling of cash should be kept to the barest minimum and the
transactions should be effected by means of cheques. The facility of
RTC (Regimental Treasury Chest) should be availed wherever
possible.

(iv) All cheque books and pass books should be in the personal custody
of the officer operating the account.

(v) A "cheque issue register" to control issue of cheques should be

maintained wherein details of cheque number, purpose and to whom
issued and the amount involved should be entered. The cheque
should be signed only after the relevant details have been entered in
the register. The register should be initialled by both the officers
operating the particular account only after signing the cheque.

(vi) At the time of signing the cheque both the officers must see that the
cheque has been crossed and the portion "or bearer" printed on the
cheque, is scored off.

(vii) Whenever any cheque is received which is not crossed, the same
must be crossed immediately by the recipient of the account.

(viii) No cheque should be signed by any officer on the reverse except

where the same is drawn as self for purposes of encashment.

(ix) It must be ensured that: -

(a) Entries in the Cash Book are made on daily basis or on

occurence. The officer operating the account must initial the entry
after satisfying himself with the sanction, relevant supporting
documents etc.

(b) Cash book must be closed at the end of the month and the
balances in all sub-heads indicated.

349
(c) Bank statement must be obtained from the bankers at the end of
the month and pasted in the Cash Book. Bank Statement must also
be recorded in the Cash book itself.

(d) Balance Sheet must be recorded on the cash book after closing at
the end of each month.

(e) Details of sundry debtors/creditors must be recorded or pasted in

the Cash book after the account has been closed at the end of each
month. Aggregate total of sundry debtors list must be checked by the
Operating Officer and copies sent to all concerned for early clearance
every month.

(f) The account must be signed by the officer operating the account
and a certificate regarding agreement of actual cash held, with the
cash balance in the cash book must also be endorsed.

(g) The account must be submitted to the higher authorities for

counter signatures.

(h) It must be ensured that the Quarterly Audit Boards are detailed
on quarterly basis regularly and that the same officers should not be
detailed repeatedly.

(j) The Presiding Officer of the Board may obtain the bank statement
from the bankers himself, if so required for carrying out quarterly
audit of the accounts.

(k) No lethargy can be permitted on the part of Quarterly Audit

Boards in carrying out the requisite audit of accounts. They must not
repeat must not give the audit certificate in good faith. They must
go through the accounts and must satisfy themselves before
certifying the account as correct. The Board Members are liable for
action if fraud/irregularities are found later on. They should
particularly ensure the following:-

(i) All objections/observations should be brought to the notice of

DDG (Gp Cdr in case of Gp HQs) for taking prompt action on the
same.

(ii) It must be ensured that proper check in the management of

funds and maintenance of accounts is carried out by NCC
Headquarters in the case of NCC Dtes and by Dy DG NCC Dtes
in the case of NCC Gp HQrs while on visits/inspections. This
350
 holds good in the case of Units also when they are visited by Gp
Cdrs.

(iii) The Accountant must be provided with an additional clerk so

that the workload is suitably shared and they act as a check on
each other.

(iv) All payments exceeding Rs.500.00 (Rupees five hundred

only) must be made by means of a crossed cheque.

Maintenance & Accounting of CSD fund account

4. Instructions contained in above para should be followed in the maintenance and

operation of CSD Fund accounts also. In addition, the following instructions are
issued for compliance by all concerned in order to guard against pilferage of stores
etc: -

(i) Sale summary with reference to cash memos should be prepared

daily and the consolidated figures of daily sale summary should also be
posted in Canteen Stores ledger on daily basis.

(ii) Before the accounts for a particular month are closed, costings of
daily sale summary and stores ledger should invariably be checked by the
Canteen Officer on random basis.

(iii) The role of monthly stock taking board is very important as regards
actual holding of stock of general stores/liquors on ground is concerned.
The officers nominated for this purpose should themselves check the
quantity of various stores entered in the stock taking performance from the
stores ledger in the first instance and then proceed to tally the stores
actually held on ground with the stores shown in the stock-taking proforma.

(iv) The value of the stock held on ground must be reconciled with the
value of the stock shown in the cash book. It must be understood that in
case the stock taking is carried out and the value of stock actually held on
ground is not reconciled with the stock value as shown by cash book every
month, the pilferage of any canteen stores can be detected and suitable
remedial action can be taken to prevent the same. Canteen Officer must see
that this exercise has been completed before he signs the cash book every
month,

351
 (v) If possible services of PI staff should be taken in the CSD(I) Canteen.
Canteen Manager must necessarily be a JCO or its equivalent from amongst
PI staff available and he should be shifted after every six months.

Common observations noticed during inspection of Regimental Fund, Mess

Accounts and CSD Accounts of NCC Directorate/OTAs/Gp HQs

5. During the inspection of Regt Funds/CSD Fund/Officer Mess Accounts of

State NCC Dtes/OTAs and Gp.HOs by Inspection Teams of Directorate of Pers &
Finance, following points are usually observed: -

(a) Regimental Fund

(i) Large amounts are kept as cash-in-hand

(ii) Sundry Debtors are not liquidated for a considerable period. In some
cases, the amount advanced is more than Rs. one lakh and no effort is made
to recover it

(iii) Proper purchase procedure is not being followed for items costing
more than Rs. 1000/-

(iv) Revenue Stamp is not affixed on bills

(v) Certain items, which can be procured out of office Contingency

Grant/Public Fund, are being purchased out of Regimental Fund.

(vi) Huge advances are outstanding. A person is given a second advance

before the first one is liquidated.

(vii) Documents like ED Pay Register, Cheque Register, Petty Cash

Register, FDR Register etc are not being properly maintained/up-dated.

(viii) No physical verification of cash is carried out by any officer and even
if the surprise check is carried out, the result is not being recorded in the
cash book.

(ix) Expenditure. on MT Repairs being incurred from Regt. Fund

(x) Canteen profit is being transferred to Regimental Fund belatedly

(xi) Quarterly Audit Board is not held in time

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(b) Mess Accounts

(i) Visitors Register is not properly maintained.

(ii) Property Register is not regularly updated.

(iii) Officers continue to stay in the Mess beyond the laid down period of
six months without obtaining the prior approval of DGNCC.

(iv) Wine/Liquor Register is not maintained properly.

(c) C.S.D Accounts

i. No transit insurance for CSD Stores (i.e from CSD Depot to

Unit CSD) is being done.

ii. No debit/credit Note register is being maintained.

iii. No register showing disposal of Packing Material is being

maintained.

iv. Un-attested cuttings in the Cashbook.

v. Heavy payments being made in cash instead of by cheque.

353
 CAMP ACCOUNTING INSTRUCTIONS

GENERAL

Introduction
1 Camps form an integral part of the NCC training. Every officer and
cadet who has been posted or appointed to a Unit shall be liable to attend
an annual training camp during the training year as laid down in NCC
Rules, 1948, and also to further service training, sports and adventure
training or any other training as the Ministry of Defence or the State
Government (including Union Territory Administration) may sanction
from time to time.

2. The single major item of expenditure of any unit, is on camps. The

Ministry of Defence also bears 50 percent of the actual expenditure
incurred on camps wherever permissible. It is, therefore, necessary that a
streamlined procedure be followed which is uniformly applicable to all
states, for smooth functioning of NCC camps. Detailed instructions on
the subject are given in the succeeding paragraphs.

Note : It is only in the case of 20,000 additional cadet given to NER and
5,000 cadets given to J&K that the entire camp and training expenditure
is borne by the Central Govt.

Scope of Camp Accounting Instructions

3. Unless otherwise specifically laid down in respect of any particular

camp or item of expenditure relating to camp, these instructions are also
applicable to other activities related to or in lieu of camps like trekking,
mountaineering, cycling expeditions, social service activities, para
sailing, para trooping, gliding, sailing, boat pulling, naval expeditions,
rock climbing, archery/shooting, basic leadership camp, advance
leadership camp, Centrally Organized Camps and Directorate organized
camps.

Aims

4. The aims of these instructions are :

(a) to streamline and standardize the accounting procedure to be
followed in the NCC camps.
(b) to assist the Camp Commandants in planning the expenditure
so as to derive the best value and avoid any waste.

354
 (c) to have all the instructions issued on the subject, from time to
time, in a single self-contained document.

(d) to keep higher authorities informed of the expenditure for

purposes of making provision of funds and re-appropriation,
wherever necessary.

(e) to expedite the process of booking of camp expenditure to the

relevant head of Defence Services Estimates in so far as share of
Central Government on NCC camp expenditure is concerned.

(f) to make the budgetary planning under camp-head of account

as realistic and as accurate as possible.

5. The various types of camps, their composition and duration are

given in Appendix `A’ to these instructions.

Location of Camps

6. As far as possible, a camp should be centrally located, except in

cases where the location is dictated by the location of the ASC
Depot/Government controlled shops or Government agencies. Local
market should also be one of the main factors. The camp site selected
should not only add to imparting effective training to NCC Cadets but
facilitate efficient administration and economical running of the camp.

Definition of the Term “Camp Expenditure”

7. The term “Camp Expenditure” includes the following items of

expenditure in respect of camps mentioned in Appendix `A’.

(a) Messing expenditure in respect of :

(i) Officers
(ii) Cadets

(b) Pay of rank for NCC part-time officers,

(c) Expenditure on conveyance of officers and cadets to and from

camp site including training journey, DA, sleeper charges/berth
reservation charges etc.

355
 (d) Incidental expenditure.

(e) Expenditure on POL for move of vehicles from unit HQ to the

camp site and back, as also for move of Cadets during the period of
camp.

(f) Expenditure on TA/DA of civilian staff both Group C and D

(g) Any other item specifically mentioned by Director General NCC.

Notes : -

(i) The expenditure on items and medicines connected

with MI room is debitable to camp expenditure only after
obtaining ‘Non Availability Certificate’ of such items from
Military Hospital/Central or Government hospital.

(ii) Military credit notes will not be used for conveyance

of unit vehicles to the sites of Annual Training Camps and back.
The required funds will be included in the estimates of the camp
expenditure and sanction obtained from the competent
authority.

Financial Arrangements for running of Camps

8. (a) Expenditure on camps is initially borne by the State

Government/Union Territory Administrations of the NCC units which
organizes the camp. 50 percent of the expenditure is reimbursable,
whenever admissible by the Central Government. Necessary debits on
this account are required to be raised by the State Accountant Generals in
the case of State Govt./Union Territory Administration sponsored units,
against the regional Controller of Defence Accounts concerned,
supported by the audit certificate and giving the required details of
expenditure. This procedure has futher been simplified is so far as the
State Accountant General can now raise debit on Defence estimates upto
80 percent of actual camp expenditure soon after the completion of each
camp. The balance 20 percent of the central share has to be claimed only
on completion of audit. Ministry of Defence letter No.
10(3)/85/DGNCC/Pers (B & F)/2546/A/D(GS-VI) dated 2.12.85 copy
placed at Appendix `B’ refers.

356
(b) Camp expenditure in respect of NCC units in the under mentioned
Institutions is wholly borne by the Central Govt/State Govt concerned.
Details of Units Estimates from which
Expenditure is Borne
(i) Senior Division Units
(a) Naval unit in Dockyard Apprentices Defence Services Estimates
School, Bombay
(b) EME Company in Indian Institute of -do-
Science, Bangalore
(c) EME Company in Indian Railway Railway Estimates
Technical School, Chittaranjan
(ii) Junior Division Troops
(a) Military Schools Defence Services Estimates
(b) Public/residential merit Ministry of Human Resource
scholarship/Central Schools Development
(c) Sainik Schools State Govt. concerned
(d) Navodaya Vidyalayas Navodaya Vidyalaya Samiti
(iii) Camp expenditure in respect of NCC units in other institutions is
met, as decided by the Govt from time to time. The present arrangement
is as follows :-

(a) EME Company, Indian Institute of By the Institution in full

Technology, Kharagpur
(b) Medical Coy, All India Institute of
Medical Sciences, New Delhi
(c) Junior Division troops raised in
private schools
(d) Signal Regiment in Indian
Institute of Technology, Powai, Bombay
Camp expenditure in respect of
additional 5000 cadets for J&K and
20,000 cadets for NER, raised in terms of
Govt of India letter No. 7763/NCC
HQ/Plg/2497/D(GS-VI) dt 16 Nov 2001.
50 percent of the expenditure
is met by Defence Services
Estimates. The balance 50
percent of expenditure is met
with by the institution.
-do-
-do-
To be fully met from Defence
Services Estimates

357
Observance of Canons of Financial Propriety

9. Every officer is expected to exercise the same vigilance and

prudence in incurring expenditure from public funds as he would exercise
in respect of his own money. Expenditure should not be incurred simply
because funds are available. The necessity for each item of expenditure
should be carefully examined before incurring expenditure. As a general
rule, no authority may incur any expenditure or enter into any liability
involving expenditure from public funds until the expenditure from
public funds has been sanctioned by general or special orders of the
competent authority. Unspect balances of grants in respect of messing
and incidental expenditure should not be treated as a source of profit to
any unit for credit to the regimental funds.

Responsibility for Public Funds and Stores

10. Every Government servant supplied with public funds and or stores
is responsible for their safe custody, for keeping the stores in good and
efficient condition and for protecting them from loss, damage or
deterioration. Particular care should be taken in the case of valuable and
combustible stores. He may be called upon to produce at any time for
verification, the balance of public money in his possession or the balances
of public stores held on his charge. He shall not, therefore, either
advance, lend or exchange anything for which he is accountable or encash
private cheques out of public funds. All cash and store transactions to
which the individual in his official capacity is a party must be brought to
account without delay.

Responsibility for Losses

11. Every Government Servant should realize fully and clearly that he
will be held personally responsible for any loss sustained by Government
through fraud or negligence on his part and also for any loss arising from
fraud or negligence on the part of any other government servant to the
extent to which it may be shown that he contributed to the loss by his
own action or negligence. Delay in dealing with any loss due to fraud,
negligence, financial irregularity etc. should be avoided and the loss if
any, should promptly be reported to superior authority.

358
Losses in Camps

12. Officers, including Camp Commandant, are not authorized to write

off any loss of stores/public money occurring in camps. Loss of central
govt property/store will be regularised in the normal manner laid down in
Financial Regulations etc. Loss of public money and stores purchased
from funds, initially provided by the State Govts will be regularized by
obtaining necessary orders of the State Government through proper
channel.

Sanction of Estimated Expenditure

13. For proper planning and completion of camp, it is necessary that

funds are available well before the commencement of camp. In order to
achieve this objective, it is essential that the requirement of funds for all
NCC activities including NCC camps is assessed by Unit/Groups HQ
and adequate allotment of funds by State Govts/Union Territory
Administrations is arranged by the NCC Directorates at the beginning of
the financial year. Against these budgetary provisions, the Unit
Commanders/Camp Commandants should obtain sanction to the
estimates of relevant camp expenditure through NCC Directorates
sufficiently in advance. The estimate of expenditure should be as
accurate as possible in relation to the laid down rates of various
allowances, scales of expenditure, the composition and strength of
officers/cadets, camp attendance and also the items of expenditure
enumerated in para 7 above.

Utilisation of Funds

14. Funds sanctioned for a particular item of expenditure should be

utilized only for that item of expenditure and any unspent balance thereof
should be credited to government without any delay. Re-appropriation of
unspent balance under one head of camp expenditure to the other items of
camp expenditure is strictly prohibited unless otherwise agreed to by the
authorities sanctioning the expenditure.

Drawal of Money

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15. No money may be drawn unless it is required for immediate
disbursement. Heavy cash balance in hand is strictly prohibited. It is not
permissible to draw money merely to prevent the lapse of funds
sanctioned.
Payments

16. All charges incurred must be paid immediately on receipt of bills

and under no circumstances be allowed to be kept pending over a long
period. As far as possible, all payments must be made through cheque.

Camp Officer

17. Keeping in view the camp vacancies, training and administrative

resources, units should be grouped together for running camps. Camp
Commandant for Combined Annual Training Camps, National
Integration Camps and Centrally Organized Camps will be appointed
under the arrangement of Deputy Director General NCC of the organizing
State NCC Dte as per instructions issued by the Directorate General NCC
from time to time.

18. A senior service officer/whole time NCC officer will invariably be

appointed under the arrangement of Deputy Director General NCC as
Deputy Camp Commandant who will maintain the camp accounts. The
Deputy Director General will ensure that units are grouped in such a
manner that a second senior-most officer is always available for this job.

19. Other camp officers such as Quartermaster, Adjutant, Training

officers, Messing Officer etc, will also be, as far as possible, appointed
under the arrangement of Deputy Director General NCC.

Duties of Camp Commandant

20. The Camp Commandant is personally responsible for the safe

Custody of Cash and for expenditure from the funds made available to
him for running a camp. He is also responsible for the rendition of camp
accounts to the audit authorities, clearance of audit objection/observations
and for safe custody of all documents pertaining to a Camp. He should
also authenticate all documents submitted to audit, by his full signature.

360
Duties of Deputy Camp Commandant

21. The duties of Deputy Camp Commandant in respect of camp

accounts will be as follows ;

(a) Maintenance of all cash accounts in the camp

(b) Checking and maintenance of documents pertaining to
messing account.
(c) Checking and maintenance of documents connected with
expenditure of all stores hired and purchased out of incidental
expenditure grant.

(d) Checking and maintenance of documents connected with

expenditure on rank pay of NCC part-time officers, TA/DA of
NCC part time officers, Group C & D civilians and NCC cadets.

(e) Submission of completed accounts, with all relevant

documents, to the Camp Commandant who will arrange for the
audit thereof soon after termination of the Camp.

Bank Accounts

22. Camp Commandant will personally open a deposit account in a

public sector/nationalized bank or government treasury which will be
jointly operated by him and the Accounts Officer of the Camp.

Safe Custody of Cash

23. It is the personal responsibility of the Camp Commandant to

handle cash carefully and judiciously. He will meticulously ensure that
cash and cheque book, pass book etc are always in safe custody. The
following points which are of special importance should be particularly
noted : -

(a) Heavy cash balance should not be kept in the Camp. The
cash balance while closing camp accounts on any day should not
be in excess of Rs. 5,000/-. Where banking facilities are not
available, this may be increased to a maximum of Rs. 10,000/-
under the orders of the Deputy Director General of State NCC
Directorate.

361
 (b) Except where it is unavoidable, payments should always be
made by crossed cheques.

(c) Unit Commanders and others participating in combined/zonal

camps, should avoid carrying personally their share of cash for
Camp expenditure.

(d) Cash should be drawn from the treasury/bank only when

actually required for disbursesment.

(e) Normal precautions laid down by the services regarding

handling of cash should be strictly adhered to.

24. NCC Part-time Officers/Cadets Committee

(a) In order to associate NCC part-time officers and cadets in the

running of camps and to involve them in the management,
various committees such as Messing Committee, should be
formed with NCC part-time officers and cadets as members.

(b) In so far as the accounts and purchases are concerned, the

following committees should be formed in each camp:-

(i) Contract Operating Board - To receive and inspect

rations, etc. received from the contractors, if any.

(ii) Purchase Committee - For purchase of urgent camp

requirements.

(iii) Barrack Standing Committee – To fix lighting hours,

number of lanterns, etc. wherever camps are not electrified.

Retention Period of Camp Records

25. All records pertaining to camp accounts should be carefully

retained for a period of 5 years after the accounts have been cleared and
audit objections settled. However, an intimation proposing the
destruction of time-expired records should be submitted to State NCC
Dtes after verifying the records that no objection/observation on these
accounts is outstanding, who in turn will issue orders sanctioning the
destruction of the records.

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Safe Custody of Documents

26. All documents in respect of the camp will be kept in the safe
custody by Group Headquarters/NCC units made responsible to run such
Camp/Courses. This is considered necessary because the accounts are
audited by the Accounts/Audit Officers of the State Accountant General
of the State concerned, where the camps are held.

Prompt Audit of Camp Accounts

27. It should be ensured by all that the camp accounts are processed as
quickly as possible till the finality is reached. In accordance with
Comptroller and Auditor General of India letter No. 1684/Adm-I/665-61
dated 12 Jul 1967 reproduced as Appx `C’, the audit of accounts of NCC
combined camps should be conducted by the Accountant General of the
state in whose jurisdiction the camp is held, soon after the camp.
Frequent transfers/postings of affected officers who were Camp
Commandants, Dy Camp Commandants, and other drawing/disbursing
officers, cannot be ruled out. The prompt audit of accounts, immediately
after termination of the camp when the concerned officers are available,
is in the best interest of effective audit of camp accounts. The Camp
Commandant will submit to the audit party, the accounts of the camp
expenditure incurred by him and the unspent balance in respect of each
sponsoring authority. The latter authority will account for the advances
of funds drawn by them to the respective Accountants General for raising
the debit against Central Government towards their 50 percent liability of
camp expenditure, wherever permissible.

Audit by Regimental Audit Board

If the Camp accounts are not audited by the State audit aurhorities
soon after the camp is over, these accounts will be checked/audited by a
Regimental Audit Board convened by the the Dy DG NCC within 15
days of the termination of the camp. After the audit objections are settled,
the Audit Board will list all the ledgers, papers and documents seen by
them. All these will be packed up and sealed by the Audit Board and
handed over to the Camp Commandant for safe custody to be opened
when the State audit takes place.

363
 The Regimental audit/check will not in any way affect the audit
that will be carried out by the State audit aurhorities in due course.

364
 PROCEDURE FOR ENTERING INTO CONTRACT FOR
LOCAL PURCHASE OF RATIONS FOR NCC CAMPS

Source of Ration Supply

28. Wherever, ASC Depots/Govt agencies/Govt controlled shops are

located in the same place or near about the Camps, the rations will be
purchased from them. In exceptional cases, rations may be purchased
from open market, i.e., from a reputed shop/dealer who issues printed
cash memos/bill, if it is cheaper than ASC/Govt supply, after following
the laid down Codal formalities.

29. In cases, where prior approval of Dy Directorate General of State

NCC Directorate has been obtained for appointing local contracts, the Gp
Commander will arrange for supply of rations from these contractors.

Contracts – General Principles

30. In case of contracts, the general principles enunciated in General

Financial Regulations 2005 (Chapter-6) will be strictly followed.

Purchase Committee

31. When purchases are made by the Camp Commandant at his HQ

station before leaving to the Camp site and before the purchase
committee has been formed, it would be ensured that all such purchases
are made only from ASC or Government Controlled shops.

32. The composition of the Purchase Committee will be as follows :

(a) Regular Officer/Whole Time Officer Presiding Officer

(b) One NCC Officer ……… Members
(c) Two Senior Cadets --do--

Personnel of the Committee will be changed every week if the

duration of the camp is 14 days or more and every 4 days if the duration
of the camp is 12 days or less, and this will be notified in Camp routine
orders.

365
Estimate of Requirements

33. The requirements of different items of rations will be estimated.

This will depend upon the strength of the camp and the scale of rations to
be adopted.

34. After estimating the requirements of rations, approximate cost of

the value of the contract will be calculated. For this purpose, the
prevailing market rates will be taken as a guide.

Call for Tenders

35. For purchase valued at Rs. 10,000/- and above but below Rs 2
lakhs, call for tenders will be advertised in newspapers of areas where the
Camps are to be held. For contracts valued at Rs 2 lakhs and above, call
for tenders will be advertised in national dailies and regional newspapers.
Wherever possible, tenders from ASC approved contractors will also be
invited. Newspaper cuttings will be attached to the proceedings of the
Board of Officers appointed to open the tenders. Contractors will be
asked to apply to the NCC Directorates for full details and for issue of
tender forms.

36. For purchases valued at less than Rs. 10,000/- call for tenders will
be issued to a selected number of contracts, not less than six in any case.

Register of Approved Contractors

37. NCC Directorates will maintain a register, station-wise, of the

names of the firms of repute normally dealing in provisions and fuel etc.
It is always desirable to have the names of approved ASC contractors on
this register. The register should be consulted when concluding/calling
for tenders and making purchases.

Tender Forms

38. The following Army Forms will be suitably amended for the
purpose and used :

(a) Instruction to tenders ….. IAFZ-2137-A

(b) The Schedule ….. IAFZ-2121

366
 (c) Tender for supply ….. IAFZ-2120

(d) Call for tenders …. IAFZ-2137

These forms may be obtained from Regional Stationery Depots or

cyclostyled locally.

Tender Forms – Supply of and Rate

39. Tender forms will be issued on payment at the following rates:-

Estimated Value of Contract Fee for Tender Forms

(a) Below Rs. 50,000/- Rs. 50/-

(b) Rs. 50,000/- and above Rs. 100/-

A register will be maintained for the purpose.

Sale Proceeds of Tender Forms

40. The amount realized on account of issue of tender forms to

contractors will be credited to the CDA concerned under the heading
“Miscellaneous Receipts of Defence Services Estimates”.

Contract Register – Maintenance of

41. A manuscript register will be maintained at NCC Directorates to

record the under mentioned particulars:-

(i) Details of articles for which tenders are invited, period of

contract, Station, etc.

(ii) Estimated value of contract

(iii) Cost of tender forms fixed

(iv) Details of contractors to whom tender forms were issued.

367
 (v) Number and date of cash receipt issued to the contractor
for the cost of tender forms.

(vi) Number and date of treasury receipt for crediting the

amount to the CDA.

(vii) Number and date of CDA’s acknowledgement.

Note : These registers will be produced for audit.

42. A certified copy of the contract agreement will be forwarded to the

Camp Commandant for reference by the audit authorities.

Tenders Issuing Authority

43. Tenders will be issued only by NCC Directorates irrespective of

the places in which the camps are to be held.

Date of Submission of Tender

44. Date and time must be fixed and indicated in the tender form by
which the tenders are required to be submitted to the NCC Directorate.

Earnest Money Deposit of

45. Tenderers must be informed about the earnest money which they
are required to deposit in Treasuries as Pay Order/bank draft and to send
the Pay order/draft alongwith the tender forms.

Earnest-Money Calculation of
46. Earnest money will be calculated at the rate of 5% on the estimated
value of the contract. Prospective tenderers will be asked to deposit the
prescribed amount to the account of NCC Dte in the local scheduled
bank. Dy DG NCC Dte will endorse his orders to refund the deposit to
unsuccessful tenderers after finalisation of the contract.

47. Earnest money of the accepted tenderer should alone be retained,

unless the acceptance of the tender rests with a higher authority in which

368
case the earnest money of the other tenderers will also be retained until
sanction is accorded for a particular tenderer.

Supply of Samples

48. Tenderers will be asked to send samples of dry rations in their

sealed glass containers, alongwith their tenders. In case of fresh rations,
their specifications should be mentioned. The sealed glass containers
should be labeled indicating the tender reference and the contents therein.

Tender Box

49. NCC Directorates will have a securely locked box kept in a

convenient place so that the contractors can easily deposit their tenders in
the box. The tender box will also be sealed with signatures of at lease
two officers affixed thereon. The key of the box will be under the custody
of the Dy Director General NCC. This box will be opened only in the
presence of Tender Opening Board.

Submission of Tender

50. Tenderers should be instructed either to drop the completed tender

forms in the box provided for the purpose at NCC Directorates or to send
these under registered post superscribed with description on the cover
showing, that (i) it contains tenders, (ii) name of camp item to which the
tender pertains, (iii) in case tenders are received by registered post,
arrangements should be made to deposit these in the tender box
immediately on receipt.

Date and Time of Opening Tenders

51. Tenderers must be informed in advance of the date and time of

opening the tender at NCC Directorates so that they may present
themselves at NCC Directorates at the time of opening the tenders. They
will be asked to acknowledge receipt of this communication.

Acceptance of Tenders

52. (a) No tenders will be received after the date and time already
prescribed in the tender form.

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 (b) No tender will be received in person by any one. In other
words, tender will either be received by post or the
contractors will place the tenders in the box provided for the
purpose at NCC Directorates.

(c) Irrespective of the place of camps, tenders will only be

received/deposited at NCC Directorates and not in any unit
or outstation.

Opening of Tenders
53. The Deputy Director General NCC will detail three Officers to
form a Board for opening the tenders and to recommend suitable
contractors for the supply of ration items.

Allotment of No. to Each Tender

54. Each Tender will be serially numbered in a financial year (i.e., as

1/Total No. of tenders received/year) and initialed by the Board of
Officers. They will prepare a comparative statement in IAFZ-2125-A or
3125.

Approval of Tenders

55. The comparative statement together with the tenders received and
the recommendations of the Board will be put up to the Deputy Director
General of State NCC Directorate for his approval.

Re-sealing of Samples after Examination

56. The sample containers will be opened and after

examination/comparison, will again be sealed up by the Board in the
presence of contractors, if present at the time of opening tenders.
Signature of the contractor to this effect will be obtained on each
container in order to avoid any complications/disputes at a later stage.

Procedure if no or only one tender is received

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57. In case, no tender or only one tender has been received, selected
contractors from the register of Govt agencies and of approved
contractors should be asked to give quotations for the items of rations
required and the procedure laid down for conclusion of contract in this
chapter should be followed.

Market Rates-Ascertaining of

58. The Board while recommending a particular tender, should keep in

view, the ASC/Govt prices and the prevailing local market rates. For
this, NCC Directorate/Board must in advance obtain these prices from
ASC source/civil administrative authorities and record these prices in the
comparative statement. In case of non-availability of prices from civil
administrative authorities, the Board themselves will obtain the local
market rates.

Recording of advertisement of Tenders

59. The Board will also record in the proceedings that calls for tenders
have been advertised in the case of purchases valued over Rs. 10,000 /-.

Approval of the Contractor

60. The Deputy Director General NCC will study the comparative
statement and the recommendations of the Board carefully, wherever
applicable, and decide/recommend on the particular tender for
acceptance. The lowest tender need not necessarily be accepted or
recommended. In cases, where the lowest tender has not been
accepted/recommended, the Dy Director General NCC should record
reasons for rejecting the lowest tender.

Authorities Empowered to Conclude/Approve Contracts

61. (a) Deputy Director General of State NCC Directorate will

conclude contracts upto Rs. 1,00,000/- for supply of rations by the
contractors.

(b) All contracts valued over and above Rs. 1,00,000/- will be
forwarded to Directorate General NCC with the recommendations

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 of Deputy Director General NCC for approval by the Director
General NCC

Intimation of acceptance of Tenders

62. Acceptance of tender will be issued by Deputy Director General

NCC in IAFZ-2134 to the contractor concerned intimating the amount of
security deposit and date by which to be deposited. The amount of
security deposit and date on which the contractor deposited the money
will be intimated to the Deputy Director General NCC by the contractor
concerned. Security deposit will be 5% of the value of contract having
total value above Rs 10,000/-.
63. There is no separate form for entering into contract with chosen
tenderer. IAFZ—2120 becomes a contract when communication is sent to
the contractor regarding acceptance of his tender on IAFZ-2134.

Security Deposits

64. Security deposit will not be received in cash. The contractor will
be asked to deposit the cash in bank to the credit of the Camp
Commandant and forward the bank receipt for accounting in the camp
cash book. The Camp Commandant will be instructed to maintain a
security deposit register. The security deposit will be released by him on
successful fulfillment of the contract.

Sealed Samples

65. The Deputy Director General NCC after issuing the acceptance of
tender will forward the sealed sample containers to the camp
commandant for display in the camp QM stores.

Left Over Ration

66. Deputy Director General of State NCC Directorate will make a

condition in the contract that any rations left over after the camp will be
taken back by the contractor at the same rates.

Issue of Supply Order

67. Requirements of rations should be intimated in writing to the

contractor by the Camp Commandant giving sufficient time for supply.

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The quantity of rations, the place of delivery should be very clearly
indicated in the supply order. A copy of the supply order will be retained
in the office for checking the stores when received from the contractor.
Supply order may be sent in a manuscript form.

Requirement of Rations

68. Requirements of rations will depend on the strength of the camp.

Though initially, the requirements will be given on the planned strength
of the camp, but subsequently, actual requirements can be estimated
depending on exact strength of the camp.

Contract Operating Board

69. A Board of officers called Contract Operating Board will be

appointed in the camp to receive and inspect the rations supplied by the
contractor. The composition of the board will be one Regular Officer, as
Presiding Officer, one NCC Officer preferably a Medical Officer, if
available, and two Senior Cadets.

Checking of Rations

70. (a) The Board will check the rations supplied by the Contractor
for quality and quantity with reference to the sealed samples sent
by the Deputy Director General NCC. Any stores not upto the
specifications should be rejected on the spot.

(b) Receipt should be given for the items accepted from the
contractor which should tally with the items recorded in the Stock
Book. A copy of receipts bearing the signatures of the Board
should be kept on record.

Compensation for breach of Contract

71. Contractor, in certain cases, becomes liable to pay compensation

for loss or inconvenience that may result from his default or from the
rescission of his contract. The loss will then be assessed as follows : -

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 If rejected supplies have to be replaced, the amount of the
loss will be any excess over the contract rate in the price
paid for the supplies, together with reasonable compensation
for inconvenience caused by the default. If the contract has
to be rescinded a new contract for the unexpired portion of
the original contract should be concluded, and if the rates of
the new contract exceed those of the old, the amount of loss
sustained will be : -

a) The total extra expenses incidental to the new rates,

plus,

b) The extra expenses incurred in carrying on the service

by purchase in the interval between the two contracts, plus,

c) The cost incidental to effecting a new contract.

Otherwise, the amount of the loss will be (b) and (c) alone,
or this amount less the saving resulting from the new rates if
these are lower. The loss for inconvenience will be assessed
according to the circumstances and the nature of the
contract.

Cash Purchase of Rations

72. (a) Once a contract is entered into for the supply of rations,
purchases of all commodities should be made from the accepted
contractor. The Camp Commandant may, in exceptional
circumstances, authorize purchase of petty items not exceeding the
value of Rs. 1,000/- per day from the market by the Purchase
Committee consisting of the QM, a senior NCC officer, a senior
JCO and 2 cadets of the Camp.

(b) In cases, where the Camp Commandant is forced to buy

rations due to the failure of the contractor, or items which might
not have been covered by the contract, the Purchase Committee
will purchase such items and account for the same in the normal
manner.

Sanction for Modification of Contracts

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73. Contracts must be sanctioned by the competent authority and once
sanctioned, no contract rate may be increased without the sanction of the
authority next higher to the one which sanction the contract.

Non-receipt of Tenders

74. If no tenders are received or if those received for any article are not
acceptable, the contract will not be re-advertised except in very special
circumstances e g., when collusion between tenderers is suspected or
when by adoption of such a course, material gain is likely to accrue to the
state. In the case of unimportant supplies from petty dealers, however,
auction bids may be taken before resorting to purchase.

Errors in Tenders

75. Any tender which does not fulfill the conditions stated in the tender
or notice to contractors may be rejected, but trivial errors such as : -

(a) Omission to enter the rates in words.

(b) Omission to initial any alteration in rates.

(c) Omission to sign both tender and schedules, may be

corrected in the presence of the party concerned and will be
signed by both parties.

Duration of Contracts

76. Contracts will be for the period of particular camps. In no case,

one contract should be entered for a number of camps held at different
stations during different periods. If it be in the public interest, approval
of the Director General NCC would be necessary.

Transfer of Contracts

77. A contract cannot be transferred to other contractor even with the

consent of the chosen contractor.

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Advance to Contractors

78. Unless specially provided for by the tender or authorized under

special rules, no cash advances should be made to contractors. The grant
of irregular concessions to the contractors is also not permissible.

Recovery of Compensation from Security Deposites

79. If the security exceeds the compensation for which the contractor is
liable, the balance will be refunded to him. If the compensation exceeds
the security, the full security will be withheld and the balance recovered
from any amount due to the contractor. If the defaulting contractor
becomes insolvent, the irrecoverable balance may be written off under the
orders of competent financial authority.

Interpretation of Contracts

80. Whenever, there is doubt as to the interpretation of a contract, the

Deputy Director General NCC should be guided by the opinion of the
particular law officer whose duty it is to advise on the institution or
defense suit to which the contract may give rise, or the matter will be
referred to the State Government for legal advice.

Settlement of Bills

81. After supply of rations, the contractor will be asked to submit the
bills together with copies of the supply order/receipts issued by the camp
authorities. The bills will be checked thoroughly with the supply order
and with the register maintained in the office and after satisfying that the
stores have been received according to the bills, contractor will be paid.
Receipts should be obtained from the contractor for the payment made to
him, in accordance with the existing rules for affixing of revenue stamps.

MAINTENANCE OF ACCOUNTS

Maintenance of Accounts/Records

82. One of the essentials of an accounting system is that all

transactions, whether of money or stores, are recorded accurately and
with promptitude in the relevant book of accounts. This is a fundamental
requirement.

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Maintenance of Records

83. The following are some of the more important records required to
be maintained by every Camp Commandant : -

(a) Cash Book

(b) Daily messing expenditure statement

(c) Camp Stores Ledger

(d) Loan Ledger

(e) Register of Security Deposits

(f) Attendance Register

(g) Stock Book

(h) Camp POL account including daily running report

(j) Register of hired transport

(k) Telephone call/rental register

(l) Postage account

(m) Muster roll of camp followers

(n) Audit objections register

Cash Account for the Camp

84. (a) Each camp commandant should maintain a separate cash

account for each camp. Printed columnar cashbook should be used
as prescribed by Central Government/State Government for
recording cash transactions. If such a book is not available,
manuscript cashbook, containing the requisite number of sheets in
the form at Appendices `D-1’ & ‘D-2’ may be used and each sheet
will be numbered.

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 (b) Over-writing/erasures of entries in the accounts/records/
documents are strictly forbidden. If a wrong entry is made it must
be neatly cut by drawing a single line and initialed by the Accounts
Officer, duly appointed by DDG of State NCC Directorate. Any
alterations necessary should be attested by a commissioned officer.

(c) At the end of month and also at close of the camp, cash
balances recorded in the cashbook, to be supported with the Bank
statement of accounts. The cash balance will be deposited with
Govt treasury immediately.

Procedure for Maintenance of Cash Book

85. (a) A monetary transactions (receipts or payments) should be

recorded in ink immediately after these take place.

(b) Amounts received as security deposit or earnest money from

the suppliers of rations etc. should also be taken as a receipt in the
cashbook.

(c) Payments for purchase of rations, fuel, hiring of utensils and

other stores, pay of cooks, etc. should be entered on the charge side
of the cash book as and when made, duly supported by vouchers
specifying the full particulars of articles supplied/service rendered.

(d) Bills/receipts are to be arranged chronologically and

numbered serially. Separate serial numbers should be assigned to
receipt and payment vouchers and filed separately. It is essential
that against each entry in cash book the relevant/serial number of
receipt/payment voucher is given in the columns provided for the
purpose.

(e) Where an entry in the cashbook represents payments made to

several individuals, it is advisable to keep separate details showing
the name of each individual with full addresses, the amount paid to
him and brief particulars of the payment made.

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 (f) Each entry of receipts and payments will be initiated by the
Accounts Officer. The corresponding Bills/Receipts also should be
initiated by the Accounts Officer indicating issue/receipt.

(g) The cash register will be submitted to Camp Commandant daily

for verification and signatures.

Vouchers for Payment

86. (a) Before making payment of bills, the following should be

ensured:-

(i) Calculations of the amounts charged are correct.

(ii) They are correct according to the quantity received

and indicate the date of supply.
(iii) The rates charged are in accordance with rates specified
in the contracts already entered into if any.

(iv) If no contract was entered into and purchases have

been made by calling competitive rates, it would be
esured that the rates compare favourably with the
prevailing rates as given by the local civil authorities or
as ascertained from the local market through a board of
officers specifically appointed by the Camp
Commandant.

(v) In the case of payments to cooks, bearers, sweepers etc,

the payments are to be made only for the period of their
actual employment and the rates paid should not exceed
nerric rates or local rates as certified by the local civil or
station authorities, as the case may be. The acquittance
roll / muster roll / receipt obtained shall invariably
contain full particulars of such personnel, including
not only father’s name but also the full address of
permanent residence and signature. When it is not
possible to get signature, the individual’s thumb
impression of the left hand, duly attested by an officer
is to be obtained.

(b) When the use of a purely vernacular voucher is unavoidable,

a brief summary will be inscribed therein in English stating the

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amount, quantity, name and address of the payee and the nature of
payment etc.

(c) Where the signature on a voucher is given by a mark or seal,

it should be attested by an officer. A vernacular signature must be
transliterated.

(d) Every voucher should, as far as possible, be complete in

itself and should contain each detail of item, quantity, rate, total
amount charged, signature by the officer concerned etc

(e) When more than one copy of voucher is made, that should
be marked `original’ `duplicate’ and so on.

(f) The amount of each voucher should, as far as whole Rupees

are concerned, be written in words as well as in figures. The
amount of paise may, however, be written in figures after the
words stating the amount of rupees, but where there are no paise,
the word `only’ should be inserted after the number of whole
Rupees and care should be taken to have no space for
interpolation.

(g) All payments, as far as practicable, will be made by cheques

for various purchases made.

(h) Receipts will be taken in respect of all the expenditure from

the camp grant, however small amount it may be.

(j) When purchasing vegetables and allied items in small

quantity from local markets, the Purchase Committee will sign
receipts for small amounts upto Rs 50/- for which shopkeepers do
not give receipts. These receipts will however be countersigned by
Camp Commandant as verified.

(k) When cash memos are not obtained, bills in original will be
attached.

(l) All vouchers required to support cash transactions shall be

prepared in not less than a quarter sheet of foolscap paper.

(m) All corrections and alterations in the total of a voucher

should be attested by the dated signature of the person signing the
receipt, as many times as such corrections and alterations are made.

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 (n) Vouchers bearing an erasure should not be accepted and
payment of such vouchers be refused and a fresh voucher called
for.

(o) All payments made should be supported by the dealer’s bill

receipted with Re 1/- revenue stamp affixed when the payment
exceeds Rs. 5,000/-.

(p) Vouchers obtained from the dealers, etc, are the proper
vouchers for messing expenditure and not receipts from NCC
cadets showing them the payments of allowances at the prescribed
rates.

(q) Receipts made out in pencil will not be accepted.

Payment of Bills

87. (a) Bill will be obtained as early as possible for the stores
received, together with a copy of the supply order/receipts issued
by the camp authorities and interlinked with the requisitions. This
bill will be checked thoroughly with the supply orders and the
registers maintained for receipt of rations. It is to be ensured that
the bills have been prepared according to the approved rates. All
bills/acquittance rolls will be passed for payment by the Camp
Commandant on the strength of certificate endorsed on the bill by
the officer concerned that the articles have been received and taken
on ledger charge. Security deposits of the contractor if any, will be
released on termination of the camp after ensuring that there are no
demands against him.

(b) All payments of bills/acquaittance rolls will be made by the

Deputy Camp Commandant (Accounts Officer) after obtaining
order of the Camp Commandant and endorsed as such.

(c) The Purchase Committee, if any, will hand over the cash
memo/bills/requisitions to the Deputy Camp Commandant for
further action. The latter will note the amount spent by the
Committee in cash, for adjustment of advance made to them. The
cash purchase transactions will also be posted in the cash book
after obtaining orders of the Camp Commandant.

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Remittance of Undisbursed Amount

88. The balance of cash in hand and at bank will be remitted to the
treasury with speed and promptitude on the termination of the Camp,
after meeting all charges.

Reappropriation of funds

89. Reappropriation of funds drawn for a particular item of

expenditure, for incurring expenditure on other items is not permitted.

MESSING ACCOUNT

Weights and Measures.

90. Standard weights and measures should be adopted in maintaining

the messing account. Regional weights, if any, in bills should be
converted into standard weights and measures when taking these on
charge in the messing account books.

Scale of Rations

91. (a) Camp Commandant will lay a scale of rations for vegetarians
and non-vegetarians in respect of each camp depending upon the
cost of items prevalent in the market, and the eating habits of the
cadets, their average and keeping in view the monetary limit
prescribed including the wages of mess staff, hire charges of
utensils, etc.

(b) Although no hard and fast rule can be laid down in regard to
the scale of dry and fresh rations, refreshments etc, per cadet, the
items and quality consumed should not exceed the scale of ration
as laid down by the Camp Commandant NCC.

Supply of Rations from ASC Depots/Govt agencies

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92. (a) As soon as a camp is planned, the Camp Commandant will
decide on the advisability of getting rations from ASC
sources/Govt agencies wherever ASC depots/Govt agencies are
located in the same place or near about the camp. In this case, the
Camp Commandant will be asked to make a request to the
formation HQ within whose jurisdiction the camp is to be held. He
will give full details of the camp such as the strength, duration,
location with postal address, nearest service Supply Depot and
distance and the approximate quantity of items required.

This information must be given to the formation concerned at least

three to six months in advance, as laid down by the formation HQ
concerned.

(b) On receipt of approval from formation HQ the Camp

Commandant will liaise with OC Supply Depot and submit indents
and further details required by them.

(c) Wherever ASC Depot/Govt agencies are located in the same

place or near about the camps, the rations will be purchased from
ASC depots/Govt agencies. In other cases, rations may be
purchased from Govt controlled shops. Items of rations, which are
not available from ASC Depots or government controlled shops
will be purchased from the local market through a Purchase
Committee. In case, where prior approval of Directorate General
NCC has been obtained for appointing contractors, rations may be
purchased only from them.

Procedure for drawal of rations from ASC/Govt agencies

93. On receipt of priced vouchers from OC Supply Depot/Govt

agencies, the Camp Commandant will deposit the cost of rations and
draw the rations on the specified dates. The success depends on the close
liaison between the Camp Commandant and the OC Supply Depot/Govt
agencies

Purchase of Rations from Contractors

94. In case, it is necessary to purchase rations from contractors the

procedure laid down in earlier paragraphs will be followed.

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Arrival and Departure Report

95. (a) Arival Report - Each In-charge of detachment, platoon,

troops or coy as the case may be, will furnish arrival report to the
Camp Adjutant on arrival at the camp. Part I of the Form at
Appendix `E’ (Part-I) will be used for the purpose.

(b) Departure report - ie, Part II of the same Form Appx ‘E’
(Part-II) will be completed by the In-charge, just before departure
of his/her Det, Pl, Tp or coy from the camp.

Ration Strength

96 The daily ration strength, vegetarian and non-vegetarian should be

notified in camp routine orders. All casualties in respect of NCC
personnel including hospital admission will be published in camp routine
orders. On no account rations will be drawn in respect of persons
admitted to hospital or those struck off the strength.

Maintenance of Accounts for Messing

97. The daily allowance, prescribed for attending camps is not payable
to NCC cadets in cash. It is to be drawn by the Camp Commandants for
incurring expenditure on messing the camp as NCC cadets are required to
be fed in the camp. The allowance is intended to cover all expenditure
relating to messing e.g. cost of fresh and dry ration, hire of utensils, fuel,
wages of cooks/servers transportation charges of ration articles, and so
on. The messing articles and services are to be provided within the
monetary limit prescribed. The account for the camp period shall have to
be maintained in such a systematic way in English that, at a glance, one
should be able to know the particulars of articles with their quantities
purchased daily and the amount paid for them.

Daily Menu

98. (a) A tentative menu will be drawn up by the Camp

Commandant in consultation with the Camp Messing Officer and
Camp Quarter-master, based on the scale of rations, preferably, the
tentative menu should be drawn up for the first two days of the

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 camp only. A `Messing Committee’ will be formed on the first day
of the camp by including NCC officers and cadets. The personnel
of the Committee will be changed on every fourth day. The
Messing Committee will then prepare a firm menu for the duration
of the camp.

(b) Menu for each day of the camp and scale of rations
prescribed should be attached to the messing account and should
also be notified in camp routine orders.

Issue and Accounting of Messing Stores in Stock Book

99. (a) A stock-book in the Form at Appendix `AA’ will be

maintained by the Quartermaster or I/C of ration stores. It will
show the total quantity of each article received/purchased daily,
quantity issued to cook-houses and the daily balance in stock.

(b) The messing stores received/purchased will be taken on

charge in the stock-book under column `receipt’. Daily issues will
be entered under issue column. The relevant cash memo, bill or
receipt voucher will be returned to the Deputy Camp Commandant
after entry under the following certificate :

“Certified that the stores have been received in good condition

and in correct quantity and have been taken on charge in Stock
Book.
sigs
Date:-_______ QM/I.C Ration Stores

(c) The particulars of the dealers etc, and the signature of the
officer to whom issues are made will be recorded in the prescribed
columns.

(d) The QM/IC Rations Stores will issue the Stores to the cook-
houses on demand by the Messing Officer/Committee and prepare
the vouchers for issues made and forward these to the Deputy
Camp Commandant for preparation of daily messing expenditure
statement.

(e) Unconsumed rations returned by cook-houses will be taken

on charge in the stock-book and the fact intimated to the Deputy
Camp Commandant for action.

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 (f) The receipts and issues will be recorded and the balance
worked out on the close of the day to ensure that stock is correctly
held.

(g) The stock-balance should be periodically checked by the Gp

Cdr/Camp Commandant by paying surprise visits and a certificate
to that effect will be endorsed in the stock-book. Gp Cdr, during
his visit may carry out surprise check of the stocks and the
accounts register and enter his remarks and signatures.

Daily Messing Expenditure Statement

100. (a) Form at Appendix `BB’ should be used to maintain the daily
messing expenditure statement. This provides separate columns
for daily feeding strength (vegetarian and non-vegetarian) and
quantity of each article consumed.

(b) The daily messing expenditure statement will be prepared on

the following morning from the vouchers received from the QM or
I/C Ration Stores, showing the issues made to cook-houses less
quantity of stores, if any, returned to stock.

(c) Besides showing the various quantities of ration articles

consumed during the course of a day, the expenditure on
miscellaneous items connected with messing e.g. pay of cooks,
servers, water-carriers and expenditure on transportation of dry and
fresh rations etc. will be shown in the statement to arrive at the
total expenditure for the day. This will be divided by the feeding
strength to work out the expenditure per head and compared with
the total monetary entitlement for the day, to ascertain
saving/excess for the day, as well as the progressive upto-date
saving/excess. This should enable the Camp Commandant to
regulate expenditure on messing by making suitable changes in the
memo.

Daily Attendance Register

101. Daily attendance register should be maintained. The feeding

strength, as shown in the daily messing expenditure statement, attendance

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recorded in the attendance register and the feeding strength as published
in the Camp Routine Orders, should tally.

Disposal of Unconsumed Rations

102. (a) The unconsumed rations, if any, should be disposed by

return to the suppliers at cost price as per the terms and conditions
of contract after convening a Board of Officers to assess the
quantity of unconsumed ration.

(b) In case of very small quantities of cheaper items of rations,

the following procedure may be followed if the contractor does not
take back such items:-

(i) By sale to the nearest unit or by sale to PI staff and

other personnel at cost price, if the ration articles are
purchased from ASC sources/Govt controlled shops/Fair Price
shops/Govt under-takings.

(ii) By public auction

(iii) The method adopted for the disposal should be

recorded with details of the articles, sale proceeds and full
address of the individuals to whom sold. If the amount
realized is less than the cost price, the reasons therefore should
be recorded.

Auction of Unconsumed Ration Stores

103. When unconsumed rations are proposed to be disposed of by

auction, wide publicity with regard to the auction should be given and the
articles disposed of to the best advantage of the State. This should be
done in the presence of the Camp Commandant.

104. Only one cook house/kitchen will be run for all service officers,
NCC whole-time officers/part time officers, JCOs, PI Staff, Civilian Staff
and cadets. Lists of the Service Officers, NCC whole time officers, part
time officers, PI staff, civilian staff and cadets, are to be maintained on
day to day basis and all will be charged the normal messing allowance
admissible to cadets. Officers may however, supplement their food but

387
this cost will be borne by them. Such items of food will be cooked in a
separate kitchen run by officers. On no account special items will be
cooked in cadet mess. The Camp Commandant will inform all
officers/NCC whole-time officers, part time officers/JCOs/PI
Staff/Civilian Staff, who are eligible for TA/DA advances, to bring along
with them the required funds on account of messing charges. This
amount will be credited in Cash Book and final adjustment made on the
termination of the Camp.

Mess Arrangements in Camp for the Civilian Staff

105. In case civilian staff are particular to have food under their own
arrangements, they may be permitted to do so by the Camp Commandant
keeping in view the need for punctuality of the staff and depending upon
the prevalent conditions. Under no circumstances they will be allowed to
mess in the cadets mess, free of charge.

Scale of Mess Servants

106. (a) Cooks and water carriers etc. should be employed with due
economy, since their wages as well the expenditure on utensils,
fuel, etc. has to be met from the daily messing allowance. Since
service officers/NCC whole-time officers/PI Staff/Civilian
employees also take their meals from single cook house/kitchen,
the daily feeding strength forms the basis of employment of mess
staff. In order to provide good and wholesome food to cadets and
others during the camp period, it is necessary that the expenditure
on other items is kept at the lowest level. The number of such
personnel should be based on the following scale related to cadet
strength which is easier to calculate than the feeding strength :

(i) Cook ……. One per 60 cadets

(ii) Water Carrier ……. One per 60 cadets

(iii) Server ……. One per 60 cadets

(b) The daily rates payable to them should be determined by the

Group Commander on the basis of working hours with due regard
to the rates prevailing in the area, after contacting the civil
authorities in this regard.

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Messing Arrangement in Camp for NCC Part Time Officers

107. (a) NCC part-time Officers are entitled to daily messing

allowance during the camp period. The amount will be drawn and
paid to them in cash by the Camp Commandant and their receipt
obtained.

(b) For messing arrangements, they will also be charged at the

rates of the normal messing allowance admissible to cadets from
time to time, vide para 104 ante.

Messing Arrangements in Camp on Contract

108. Messing arrangements in camps for NCC Officers and Cadets will
not be entrusted to contractors or carried out through contractors.

Cooking/Serving Arrangements in Camps on Contract

109. Cooking/serving arrangements in camps will not be carried out on

contract, unless economical to the State.

Incidental Expenditure

110. With the issue of Ministry of Defence letter No. 3216/Incdl/

DGNCC/Budget/624/D(GS-VI) dated 17 Apr 2000 (Appendix ‘CC’)
incidental grant is now admissible on per cadet basis while attending
NCC camps at the rate of Re. 8/- per cadet per day. The amount is
intended to be spent in connection with the camp only. Expenditure shall
depend on various factors such as location of the camp, availability of
built-in accommodation with sanitary arrangements, lighting and water
availability of MES, furniture etc. The expenditure on employment of
labour for setting up/striking of camp must be eliminated as far as
possible by proper advance planning and utilizing the manpower of
military, civilian/NCC cadets/personnel available with the Units camping.

Quantum of Incidental Expenditure

389
111. (a) The planned strength of the camp will be the basis for the
purpose of drawing the incidental grant from the State
Government/Union Territory administration.

(b) While incurring expenditure, the actual strength will be

taken into account and the balance will be refunded to the drawee.

Items of Expenditure

112. The items of expenditure which are met from the incidental grant
are detailed as follows : -

(a) Labour charges for digging of latrines, construction of dining

halls, construction of cook-houses, digging of soakage-pits,
preparation of bathing points including water supply and taps,
electrification of tents/camp area etc.

(b) Payments to barbers, washermen and sweepers.

(c) Information room requisites.

(d) Amenity stores (such as radios, hiring of TV’s and other

outdoor and indoor requisites and

(e) Trophies, prizes and photographs

(f) Accommodation and allied charges, e.g. water, light,

conservancy and hire of furniture where necessary.

(g) Material for cleaning and upkeep of uniforms/equipment.

(h) Training items e.g. target, paper, special items for

exercises, target, note-books and coloured flags.

(i) Provision of amenities and other requisites for inspection

and visits by important personages during the camp.

(j) Special medicines not available in hospital/MI Room

(k) Constructions of cook-houses

(l) Items required for cultural activities

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 (m) Printing charges

(n) Lanterns and hot weather appliances, e.g. earthern water

vessels, etc.

(o) Temporary telephone connection, if connection is already

not available, and its rental charges.

(p) Any other items of expenditure for which there is no

specific provision.

The responsibility for incurring any expenditure on annual training

camps rests normally with Camp Commandant. In special cases,
however, the Unit Commanders may incur expenditure upto 10 percent of
incidental grants admissible to the participating unit and render the
complete detailed account to Camp Commandant concerned.

Postage Charges Register

113. (a) Postal charges during the camp are debitable to the normal
postal charges account of the units participating.

(b) The unit from which the Camp Commandant is selected, will
bring the necessary postal stamps and open a separate account for
the duration of the camp. All the stamps expended during the
camp period, will be entered in this register. At the end of the
camp, the expenditure will be totaled and, if necessary, apportioned
amongst the units participating in the camp. The resultant
expenditure, thus arrived at, will be debited to the Units Postal
Charges Account in Postal Charges Register maintained by the
respective units.

(c) If heavy expenditure on this account is anticipated in

exceptional cases, the unit from which Camp Commandant is
selected, may ask the participating units to bring/dispatch the
requisite quantity of postal stamps, in advance of the date of
commencement of the camp. Stamps, thus received, will be
accounted for in the Camp Postal Charges Register and the unspent
stamps if any, will be returned, with a certificate in respect of the
expended stamps.

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Telephone Call/Rental Register

114. The Camp Commandant should maintain a register showing the

details of telephone calls, if any made i.e. name of person, designation,
place and time with date to enable him to assess the telephone charges
payable to the Posts and Telegraph Department at the termination of
camp. The P & T authorities will be requested to forward their bill
promptly for payment. In case, where bills for telephone charges are not
expected to be forthcoming within a reasonable time before the audit of
accounts is taken up, the Camp Commandant will calculate the charges
and debit the amount to the incidental account before it is finally closed.
A note to the effect that payment due to Posts and Telegraphs Department
for which the bill is awaited may be made against the entry in the cash-
book/incidental account.

Loan Ledger Stores

115. All non-expendable stores brought by participating units and those

obtained on loan from ordnance and any other agency or source should be
taken on charge duly supported by receipt vouchers (i.e. issue
voucher/consigner). On termination of the camp, this ledger should be
closed to nil balance as indicated below : -

(a) Articles obtained on loan from any source other than the
participating units, should be charged off supported by issue
voucher duly receipted.
(b) Stores brought by participating unit should be charged off,
supported by issue voucher duly receipted by the units
concerned.

Expenditure on Pitching of Tents etc.

116. (a) Expenditure incurring on pitching of tents digging of snake

trenches, drains and construction of paths should on no account be
met from the incidental grant. All these tasks are field works and
the cadets should do these jobs.
(b) Thatched constructions and pandals/shamiana for cook-
houses and dining-halls are expensive and should not be set for
camps. Maximum use of tentage and tarpaulins would eliminate
the necessity for such constructions.

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Opening and Closing Day Function

117. Expenditure on entertainment viz. tea, sweets, etc. for both opening
and closing day functions should be incurred up to the maximum of Rs
5/- per head.

Cash Prizes

118. Award of cash prizes is not permissible. Expenditure on this

account in kind, however should not exceed under any circumstances the
limits as noted below:-

(a) Camp strength upto 500 officers and cadets Rs. 2,000/-
(b) Camp strength exceeding 500 Rs. 2,500/-
In the case of small camps, expenditure should be proportionately less.

Scale of Civilian Camp Followers

119. (a) Dhobies …… One for 75 cadets

(b) Barbers …… One for 100 cadets
(c) Sweepers …… One for 50 cadets

(Note : - When shallow and deep trench latrines are used the scale of
sweeper will be for 75 cadets).

The daily rates payable to them should be determined with due

regard to the rates prevailing in the area. If possible, Civil authorities
should be contacted for obtaining the requisite information. In case
camps are held at military stations, the local nerrick rates should be
obtained from the station authorities.

Lighting

120. (a) Where covered/tentage accommodation is not electrified, a

Board (Barrack Standing Committee) will be appointed who will
fix the number of petromax lights and hurricane lamps etc.
required. The lighting hours will be published in the Camp
Routine Orders. The consumption of Kerosene oil will be
regulated as under : -

(i) lantern hurricane - 14 ml per hour

393
 (ii) Incandescent lamp - 130 ml “

(iii) Lamp Incandescent hanging- 105 ml “

medium

(iv) Lamp incandescent hand - 90 ml “

small

(b) Methylated spirit at the scale of 28 ml per lamp per diem,

during winter and 14 ml, per lamp, per diem, during summer, is
allowed for lighting incandescent lamps.

(c) Kerosene oil used for lighting lamps will be accounted for as
detailed in para 155 (a) and charged off on expense voucher giving
details.

Camp POL Account Including Mileage Cards/Car Diaries

121. Cost of POL used for the move of vehicles from unit HQ to camp
site and back and during the camp for training purposes would be debited
to the camp account. A separate register will be maintained for POL
account which will indicate the daily mileage done by each vehicle,
nature of duties performed, quantity of POL used and cost thereof
besides, car diary, mileage card etc.

Register of Hired Transport

122. In case, private vehicles/carriers are hired for any purpose

connected with the camp, full particulars thereof will be recorded in this
Register and amount will be debited to POL account.

Non-expendable Stores

123. Indiscriminate purchase of non-expendable stores should be

avoided. The equipment available with the unit participating in the camp
should be used to the maximum advantage, where it is an inescapable
necessity, stores may be procured with due regard to economy and
durability. In some cases, it may be profitable to purchase an item of
stores rather than hiring the same. Camp Commandant may purchase any

394
single item costing upto Rs. 3,000/- in each individual case, if the item is
essential for Camp and can be utilized for other camps also. Where the
cost exceeds Rs. 3,000/- in any individual case, prior permission of Dy
DG NCC must be obtained.

Accounting of Stores purchased from Incidental Expenditure Grant

124. (a) A separate ledger for non-expendable and expendable stores

purchased from the camp incidental expenditure grant will be
maintained. Separate folios should be allotted for each item. It is
essential that all items purchased are taken on ledger charge in the
respective ledgers supported by CRVs. The number and date of the
bill should invariably cited therein. A certificate to the effect that
the stores have been taken on ledger charge will also be endorsed
on the CRVs.

(b) On termination of the camp, the Non-expendable Stores

Ledger should be closed to NIL balance by transfer of items to Unit
Camp Stores Ledger supported by appropriate vouchers and the
transfer voucher number and date be quoted in the ledger. The
condemnation board proceedings will be got approved from NCC
Directorate/Gp HQrs before these are finally charged off from the
ledger.

(c) Similarly, the Expendable Stores Ledger should be closed to

NIL balance supported by proper expense vouchers and the balance
of items if any may be disposed off to the best advantage of the
State.

Custody of Stores – Arms and Ammunition

125. (a) All items of stores will be kept in the custody of

Quartermaster or the officer specially detailed to hold charge of
stores. It will be his duty to take on charge in appropriate stores
ledgers, items received in the camp. The stores officer/QM should
certify in the bill before payment, the actual quantities and ledger
folio in which the stores have been taken on charge by him. When
stores are issued, appropriate issue vouchers specifying the purpose
for which these were issued should be prepared immediately and
receipted by the officer concerned who demanded the stores. On
termination of the camp the actual stock of stores in hand should be

395
 checked with the book-balance and this balance tallied and
certified as correct.

(b) The requisite precautions will be taken during the camps for
the safety of arms and ammunition by providing necessary armed
guard of the armory.

Unit Camp Stores Ledger

126. Each unit should maintain a permanent stores ledger called Unit
Camp Stores Ledger for accounting of stores purchased from camp funds
only. In this ledger all non-expendable and other stores purchased
hitherto, from the incidental expenditure grant of a camp for which 50%
of expenditure is met by the Central Government should be accounted
for. Care should be taken to see that this ledger does not include any item
for which the expenditure has been met entirely from funds alloted by
State Government.

Condemnation of Non-expendable Stores

127. Immediately on termination of camp, a Board of Officers will be

detailed to physically check the non-expendable stores purchased from
camp funds and packing materials. The physical balance will be
endorsed in the Board Proceedings and the discrepancies recorded, if any.
Shelf life of the articles should be kept in view. Articles not fit for
retention should be condemned. It will be necessary to give reasons for
condemnation.

Sale Proceeds of Condemned Articles

128. Articles purchased from Camp Incidental Grant, which have been
condemned, should be disposed of to the best advantage of the State and
their sale proceeds credited to the Cash Book. The total incidental
expenditure will be reduced by the amount realized. In support of such
credits the statement showing particulars of articles and to whom sold
with their full address, should be kept on record. The method adopted for
sale will also be stated. In case, the amount realized is considerably less
than the amount spent, reasons therefore should also be recorded.

396
Procedure for Purchase/Accounting of Non-expendable Stores from
Camp Incidental Grant for which Sanction is obtained by the Unit
Commander in advance.

129. Following instructions will be observed for accounting non-

expendable stores purchased from the Camp Incidental Grant : -

i. The items will be purchased in accordance with the

procedure laid down by the State government.

ii. The actual cost of the purchases will form part of camp
expenditure.

iii. The items so purchased will be taken on charge in specially

opened Camp Stores Ledger which will be subject to audit.

iv. The stores on charge will be physically checked at least once

a year and a certificate to that effect will be endorsed on the ledger
by the Unit Commander.

v. As and when any item held on charge becomes

unserviceable due to fair wear and tear, a Condemnation Board will
be convened. The articles condemned by the Board will be
disposed off to the best advantage of the State. The proceeds
thereof will be credited to the State and Central government on a
50 : 50 basis and NCC Directorate informed to note the amount
thus credited to Central Government, i.e. in favor of CDA.

397
 ALL INDIA COMBINED/ZONAL CAMPS INVOLVING
UNITS OF MORE THAN ONE STATE

General

130. All instructions contained in the preceeding paragraphs will apply

except as otherwise stated in this chapter.

Combined Accounts

131. (a) The Camp Commandant will be responsible for the

maintenance of accounts in respect of messing, POL and
incidental expenditure pertaining to the Camp only. The Dy
Director General NCC will be responsible for the transmission of
funds in respect of the participating cadets of units under the NCC
Dte. The funds for all the participating units will be remitted by
each NCC Directorate to the concerned NCC Directorate of the
State in which the camp will be held at least three weeks before the
commencement of the camp. The NCC Dte of the camp will thus
collect remittances from the all the Directorates and place the
necessary funds at the disposal of the Camp Commandant at least
one week before the commencement of the Camp.

(b) The amount received by the Camp Commandant for

messing, POL and incidental expenditure will be entered as
receipts in the cash book. The procedure for expenditure will be
the same as for Annual Training Camps. The total messing and
incidental expenditure incurred in the Camp as a whole, and not by
individual units, will be accounted for in the cash book.

Individual Account

132. Accounts in respect of items of expenditure other than messing,

POL and incidentals will be maintained individually by the participating
units.

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Personal Deposit Account

133. A Personal Deposit Account will be opened by the Camp

Commandant at a nationalized bank/treasury to deposit all the money
received by him from the organising Directorate towards the camp
expenditure, under Rule 623(c) of the Central Treasury Rules.

Authorities Responsible for Incurring Expenditure

134. The responsibility for incurring any expenditure on items viz. rank
pay, TA/DA for NCC Officers (ANOs) and cadets and TA/DA for
civilian staff, rests with the Unit Commanders.

Messing Account

135. Messing account will be maintained as per instructions in Para 90

to 109. Daily messing account should be supported by unitwise details of
the number of NCC cadets who messed on each day, explaining
variations in the strength. Unit-wise details should also be recorded on
the back of parade statement. The daily ration strength, vegetarian and
non-vegetarian, should also be notified in Camp Routine Orders
alongwith casualties, if any.

Stores Purchased from Incidental Grant

136. Expendable and non-expendable stores required for the Camp may
be purchased from incidentals. All items purchased will be taken on
charge of appropriate ledgers. If certain articles purchased from the
incidental grant are disposed off locally, the particulars of individuals to
whom the articles are sold should be kept on record. In case, the amount
so realized is less than the amount spent, reasons therefore should also be
recorded.

Transfer of articles after use

137. At the close of the Camp, the total value of non-expendable stores
purchased from incidental grant should be taken into consideration and
the items distributed to the units participating in the Camp, on the basis
of funds provided by them for the camp. The items should then be

399
charged off from the ledger supported by issue vouchers, duly receipted
by the units receiving the stores and the store ledger brought to NIL
balance.

Closing of Accounts and Share of Expenditure

138. On termination of the Camp, the accounts will be closed and the
share of expenditure in respect of each unit participating in the Camp,
should be worked out as follows : -

(a) Messing expenditure

It is decided by assessing the average expenditure per cadet

on the total strength of cadets and the total expenditure
incurred.

(b) Incidental expenditure

This expenditure will be apportioned in accordance with

formula given below : -

Total expenditure x authorized amount for each unit

Total authorized amount for all
= shareable actual expenditure of each unit

(c) POL Expenditure

total expenditure x authorized amount for each unit

total authorized amount for all
= shareable actual expenditure for each unit.

Expenditure Statement

139. Statements in the Forms at Appendix `G’ & `H’ will then be
prepared and attached to the accounts indicating the share of expenditure
in respect of each participating unit. Unspent money will be
proportionately refunded to the respective Unit Commanders and cah-
book closed to NIL balance.

400
Audit

140. The responsibility for the audit of messing and incidental

expenditure account devolves on the Accountant General of the State
where the camp is held. The Camp Commandant will contact the State
audit authorities well in advance to fix with them the date of audit,
immediately on termination of the camp. After audit, a copy of the audit
certificate together with statements in the forms at appendices `G’ & `H’
will be forwarded to each Unit Commander for presentation to his State
Government.

Reports and Returns

141. The Reports and Returns mentioned in Para 156 to 158 will be
rendered within the prescribed time limits. In addition, a copy each of
Appendix `G’ & `H’ will be forwarded to Directorate General NCC.

MILITARY/CENTRAL/PUBLIC/RESIDENTIAL MERIT
SCHOLARSHIP SCHOOLS CAMPS

General

142. The procedure for the maintenance of Accounts will be the same as
that given for All India Combined Camps, except as otherwise stated in
subsequent paras.

Maximum Limit of Each Item of Camp Expenditure

143. The following is the maximum limit of each item of camp

expenditure :

(a) Messing for JD Officers and : As laid down in para 2 (b) and 3
Cadets (a) of Schedule II of NCC Act &
Rules and subsequent Govt letters
revising the rates of messing
(b) Rank pay for JD Officers As laid down in para 2(a) of

401
 Schedule II of NCC Act and Rules
and subsequent Govt letters
revising the rates of Rank Pay
(c) Incidental expenditure Re. 8/- per cadet per day

(d) Travelling and daily As laid down in para 2(c) (d) &
allowance for the journey (e), 3(c), (d) & (e) of Schedule II
period, to and from camp for of NCC Act and Rules.
JD Officers and cadets

144. (a) Advances required for the camp in respect of items of

expenditure as specified under preceding paragraph 143 (a), (b) and
(c) will be drawn by the sponsoring NCC Directorate from the
regional Controllers of Defence Accounts in whose audit area the
schools are located and remitted to the receiving Directorate NCC
by Bank draft (drawn) in his favour by designation) at least three
weeks before the commencement of the camp and the receiving
NCC Directorate will place the fund at the disposal of the Camp
Commandant at least one week before the date of commencement
of Camp.

(b) Advances on account of TA/DA for journeys to and from

camps in respect of officers and cadets as specified under para
143(d) will be drawn by the Principals/Headmasters of the
participating schools from and adjustment bills, supported by all
necessary vouchers rendered to CDA concerned through their NCC
Directorates.

Maintenance and Audit of Camp Accounts

145. (a) The receiving Deputy Director General NCC will request the
Controller of Defence Accounts to depute his local Audit Officer
of the Camp station to visit the camp on the appointed date for the
audit of camp accounts; sufficient advance notice will be given for
this purpose.

(b) The Camp Commandant will on winding up the camp, close

the accounts, get them audited by the LAO of the Camp location
on the spot and hand over the accounts, the audit certificate, the
adjustment account and the unspent balance to the Dy Director
General NCC in whose jurisdiction the camp/course is held.

402
 (c) The Dy Director General NCC, in whose jurisdiction the
camp is held, will take all necessary steps for settling outstanding
objections, if any, in consultation with the LAO. The former
authority will dispatch the audit certificate and adjustment account
to the Deputy Director General NCC together with a bank draft for
the unspent amount due, if any, within four weeks of the
termination of the Camp.

(d) The sponsoring Deputy Director General NCC will submit

the audit certificate and the adjustment account to the respective
controller of Defence Accounts from whom the advances were
drawn, together with treasury receipt for the unspent balance
pertaining to each such advance.

(e) The Principals/Headmasters of the Schools will prepare

bills/adjustment claims in duplicate in respect of TA/DA of officers
and cadets only and submit to the NCC Directorate to which they
are attached, together with relevant vouchers. The NCC
Directorates will scrutinize the claim, countersign and forward to
the concerned CDA for payment/adjustment.

Apportionment and Expenditure

146. The expenditure on messing and incidentals will be apportioned

between Military Schools and the Public/Central/Residential Merit
Scholarship Schools and separate bills/adjustment claims will be prepared
for the two category of schools, as the expenditure pertains to the two
separate head of account.

Apportionment of Messing Expenditure

147. Total expenditure on messing should be divided by the total

number of cadets actually attending the camp. Cadets admitted to
hospital or leaving the camp before the termination of the camp or
messing from subsequent days of the commencement of the camp should
be excluded from the number of days falling short of 10 days from the
total number of cadets. This is to ascertain the expenditure incurred on
each cadet per day. This rate should be multiplied by the number of
cadets and number of days for which they had attended the camp for each
Military School or total number of Public Central/RMS Schools as the

403
case may be, to arrive at the share of expenditure for Military Schools and
Public Central/RMS Schools.

Apportionment of Incidental Expenditure

148. Incidental expenditure should be apportioned between Military

Schools and Public Central/Residential Merit Scholarship Schools
proportionately according to the participating number of troops belonging
to the two separate category of schools. The total expenditure should be
divided with the total number of participating troops and the dividend
multiplied with the number of troops of each category of schools.

Points to be remembered while preparing Contingent Bills.

149. The following points should be borne in mind when preparing

contingent bills :-

(a) Messing Allowance to Officers

i) The relevant government letter and/or relevant provision

of NCC Act & Rules should be cited as authority for the
admissibility of allowance at the space provided for the
purpose in the contingent bill.
ii) The bill should be supported by a certificate from the
Camp Commandant to the effect that officers attended the
annual training camp from ………. to ………….. and they
lived, messed and slept in the camp during the period.
iii) The above should be supported by Daily Camp Routine
Orders notifying the Daily School-wise strength of NCC
Officers and Cadets.
iv) The bill should be supported by stamped receipts from
the officers concerned.
v) No allowance is admissible for the days for which the
condition prescribed at sub-para (ii) above is not fulfilled.
The position of the day of departure should specifically be
kept in view.

(b) Messing Allowance of Cadets

(i) Points mentioned at sub-para (a), (i), (ii), (iii) and (v)
in the case of officers, equally apply in respect of
cadets.

404
 (ii) Dealers receipts etc. in original should be furnished
alongwith the contingent bill.
(iii) The Camp Commandant should necessarily endorse
certificate in the contingent bills that quotations for
the supplies received, were called for, if any, and rates
accepted were the lowest obtainable in the market.
(iv) Total amount of the bill should not exceed the
maximum amount admissible.

(c) Rank Pay to NCC Officers

(i) The relevant Government letter and/or the relevant

provisions of NCC Act & Rules should be cited as
authority for the admissibility of rank pay at the space
provided for the purpose on the contingent bill form.
(ii) The Bill should be supported by a certificate from the
Camp Commandant to the effect that (Number, Rank,
Name of Officer and School) attended annual training
camp from …….. to ……… who lived, messed and
slept in the camp during the period.
(iii) Stamped receipts from the officers concerned should
be obtained and submitted in support of the bill.

(d) Incidental Expenditure

(i) The relevant government letter and or the relevant

provisions of the NCC Act & Rules should be cited as
authority for the admissibility of incidental grant at the
space provided for in the contingent bill.
(ii) The claim should be supported by a certificate from
the Camp Commandant showing the number of troops
and cadets attending the camp from each school.
(iii) Stamped receipts from the dealers should be enclosed
in support of the claim.
(iv) A certified receipt voucher showing the non-
expendable articles purchased and taken on charge
should be attached to bill. A certificate should be
essential that the rate charged for is the lowest
obtainable.
(v) A statement should be prepared and attached to the
contingent bill showing the details of expenditure on
contingency and amenity.

405
 (vi) Articles of ordnance supply should be obtained from
the ordnance establishment. In case of any doubt,
whether or not expenditure on the articles to be
purchased is debitable to the incidental expenditure
grant, the matter should be referred to NCC
Directorate, concerned or to Directorate General NCC.
(vii) The maximum amount authorized should not be
exceeded under any circumstances.
(viii) Cost of POL used in the camp may be met from the
incidental expenditure grant.
(ix) TA/DA of civilian staff may also be met from the
incidental expenditure grant, if sufficient funds are
available.

Points to be Remembered While Preparing Contingent Bill for TA/DA

150. The Officers and cadets will be entitled to daily allowance

for the actual period of their journey from their respective stations to and
from camp, in accordance with the relevant provisions of the NCC Act &
Rules.

The following points will be borne in mind :

(a) The relevant Government letter/provisions of NCC Act &

Rules should be cited as authority in the contingent bill at the
place provided for.
(b) Date and time of departure of the Officers/Cadets from the
railway station at which the school is located and arrival at
camp station and vice verse should be shown.
(c) A certificate from the officer that he actually traveled in
second class, should be furnished.
(d) The details of the route by which the journey was performed
will be indicated.
(e) Whether the journey was performed in Mail/express train
should be given.
(f) Stamped receipt for the amount claimed, duly signed by the
Principal/Headmistress, as the case may be, should
accompany the contingent bill.
(g) The claim should be supported by a nominal roll from the
Camp Commandant specifying the names of NCC Officers
and cadets and the date and time of their arrival and departure
from the camp.

406
 (h) The head of account/code head to which the expenditure in
question is debitable, should be written in the contingent bill
with Red Ink and underlined with Red Ink.

AUDIT

Documents Required for Audit

151. The following documents are required for purposes of audit

:-

i. Supply orders
ii. Contractor’s bill
iii. Payment/receipts/vouchers
iv. Arrival/departure reports
v. Daily ration strength
vi. Cash book
vii. Daily messing expenditure statement
viii. Camp messing expenditure statement
ix. Camp stores ledger
x. Register of security deposits
xi. Attendance register
xii. Stock-book
xiii. Camp POL account including mileage cards/car
diaries.
xiv. Register of hired transport
xv. Telephone call/rental register
xvi. Muster-roll of camp staff
xvii. Bank statement
xviii. Camp Routine Orders
xix. Prevalent nerrick rates
xx. Price list of items in the market/ASC/Govt agencies

407
Audit : General Instructions

152. It is of paramount importance that the account of a camp should be

got audited by the audit authorities as early as possible on termination of
the camp. It is the responsibility of all Camp Commandants to contact
the Accountant General concerned and to get the accounts audited, as
early as possible. If the accounts are not audited within two months from
the termination of the camp, the matter should be reported to the Deputy
Director General NCC concerned, who will in turn bring this fact to the
notice of Directorate General NCC to enable them to request the State
Government to arrange for early audit of the accounts. The Deputy
Director General NCC should also approach the State
government/Accountant General to expedite audit of the camp accounts.

Responsibility for the Settlement of Audit Objections

153. It is the responsibility of the Unit Commanders of units where

original accounts and connected documents are held or the Camp
Commandant, as the case may be, to ensure that no objections relating to
the camp accounts are kept pending. All possible steps to expedite the
settlement of objections/observations should be taken.

154. The Camp Commandant/Unit Commander as the case may be,

under no circumstances, will state his inability to settle the audit
objections/observations on the plea that the Deputy Camp Commandant
was responsible to maintain the accounts. It should be clearly understood
that the ultimate responsibility for the correct maintenance of camp
accounts rests with the Camp Commandant.

Objection Register

155. An Objections Register will be maintained in which all items of

audit objections/observations will be transcribed and progress watched.
This register will be made available by the Camp Commandant/Unit
Commander to inspecting officer for inspection.

408
 REPORTS AND RETURNS

Camp Report

156. (a) Within 7 days of the termination of the camp, the Camp
Commandant will render a statement on the form at Appendix `F’
to NCC Directorate concerned and a copy thereof will be endorsed
to Directorate General NCC.

(b) NCC Directorate will prepare the debit statement from

Appendix `F’ and send the same to State Accountant General/State
Education Department endorsing a copy thereof to Trg Dte and
P&F Dtes in Directorate General NCC by the 10th of every month.

Audit Report

157. All India Combined/Zonal Camp Commandants are required to

render, in addition to the reports and returns mentioned in the previous,
paragraphs, an expenditure statement and a statement showing the share
of each unit participating in the camp, in the forms at Appendix `G’ and
`H’ respectively.

Expenditure statement

158. All India Combined/Zonal Camp Commandants are required to

render, in addition to the reports and returns mentioned in previous
paragraphs, an expenditure statement and a statement showing the share
of each unit participating in the camp, in the forma at Appendix ‘G’ and
‘H’ respectively.

Scrutiny of Reports and Returns

159. The Reports and Returns as mentioned in the preceding paragraphs

156 to 158, will be scrutinized by the NCC Directorate concerned and
any discrepancies and irregularities noticed will be reported to
Directorate General NCC recommending such action as considered
necessary.

409
 DOs AND DON’TS FOR CAMP ACCOUNTING

DOs

1. Enter the advance drawn in the Register for advances and watch its
adjustment.
2. Enter all the transactions with speed and promptitude.
3. Obtain local rates from the Civilin authorities or local nerric rates
from Military authorities before engaging labour.
4. Maintain muster-roll of casual labour, with all relevant particulars.
5. Attest all thumb impressions obtained for payments made.
6. Obtain non-availability certificate from the ASC and Govt
agencies, if ration articles are not available with them.
7. Obtain prevailing market rates before accepting tenders of
competitive rates.
8. Ensure that suppliers bills are supported by the indents issued by
the Purchase Committee.
9. Ensure that vouchers obtained in support of payments indicate a
reference to indents, if any, date of supply, quantity indented for,
supply received and correctness of the rates charged.
10. Ensure that all items purchased are taken on ledger charge and
expendable items charged off on issue/expense vouchers.
11. Settle the rates of hire charges before hiring any item and ensure
that it is less than its cost price.
12. Open a Bank Personal Deposit account in the daily Messing
Expenditure statement.
13. Maintain detailed messing account in the Daily Messing
Expenditure statement.
14. Arrange Barrack Standing Committee for fixing the number of
petromax hurricane lamps, scale of kerosene oil and lighting time.
15. Ensure that the required Reports and Returns are submitted in time.
16. Ensure that completed accounts are audited/checked before 7 days
of the termination of the camp.
17. Publish Daily Camp Routine Orders giving details of arrivals,
departure, casualties, ration strength etc.

410
18. Maintain a list of winners of prizes duly certified if prices were
awarded from the camp incidentals.
19. Prepare sale accounts when articles are disposed of.

Dont’s

1. Keep heavy cash balances in the camp.

2. Destroy any camp records before the period laid down for their
retention – i.e. 5 years after the date of settlement of accounts and
audit objections.
3. Reappropriate any amount sanctioned for a particular purpose,
for any other purpose.
4. Make advance payment to individuals, firm etc.
5. Award cash or costly prizes.
6. Employ Camp followers in excess of the scale prescribed.
7. Condemn non-expendable stores before the expiry of their life.
8. Make messing arrangements on contract.

411
 APPENDIX `A’
Referred to in para 5
TYPES OF CAMPS, COMPOSITION AND DURATION

S.No. Types of Camps Cdts No. of

Participating Camps Duration
Auunal Trg Camp
1. Annual Trg SD/SW/JD/JW 50% of the 12 Days for
Camp/Combined enrolled str SD/SW and
Annual Trg Camp 10 Days for
JD/JW
2. ATC for Naval 160 SW cdts from One 12 days
Wing all dtes
Basic Leadership Camp
3. SD BOYS SD boys from all One 12 Days
Dtes
4 SW Girls SW girls from all One 12 Days
Dtes
5. JW Girls JW girls from all One 10 Days
Dtes
Thal Sainik Camp
6. Thal Sainik Camp 33 SD & 7 JD One 12 days
Boys cdts from all dtes
7. Thal Sainik Camp 30 SW & 10 JW One 12 days
Girls Cdts from all dtes
Nau Sainik Camp
8. Nau Sainik Camp 400 SD Boys & One 12 Days
160 SW Girls
Vayu Sainik Camp
9. Vayu Sainik 420 SD and 180 One 12 Days
Camp SW cdts from all
dtes
Advance Leadership Camp
10. SD Boys SD Boys from all One 12 Days
dtes
11. SW Girls SW Girls from One 12 Days
all dtes
12. JD Boys JD Boys from all One 10 Days
dtes
13. SD boys (Navy) SD boys from all One 12 Days
dtes

412
National Integration Camp
14. NIC SD,SW from all 37 12 Days for
dtes also JD/JW SD/SW and
from conducting 10 days for
Dte JD/JW
15. Special NIC SD, SW from all Four 12 Days
dtes
Rock Climbing Trg Camp
16. JD Boys 120 JD boys from Two 10 Days
all dtes
17. JW Girls 120 JW girls from Two 10 Days
all dtes
18. SD Boys 150 SD boys Two 12 Days
from all dtes
19. SW Girls 150 SW cdts from Two 12 Days
all dtes

Note:
1. Location of the Camp. As decided by HQ DGNCC or the
conducting Dte.
2. No. of Camps. The No. of camps to be conducted are liable to
change as per the instrs of DGNCC issued from time to time.

413
 APPENDIX `B’
Referred in Para 8

No. 10(3)/85/DGNCC/Pers(B & F)/2546/A/D(GS-VI)

Government of India,
Ministry of Defence,
New Delhi – 110001, the 2nd Dec , 1985
To
The Director General
National Cadet Corps,
New Delhi – 110066

Sub : Reimbursement of 80 Percent of Defence Share of NCC Camp

Expenditure by the Central Government
Sir,
I am directed to refer to this Ministry’s letter No.
0(3)/65/NCC/Pers(B&F)/3651-C/D(GS-VI) dated the 24th Nov 1967, as
last extended upto 30 Sep, 85, vide this Ministry’s letter No.
10(3)/84/DGNCC/Pers(B&F)/2320/A/D(GS-VI) dt 07 Dec 84 and to
convey the sanction of President to the continuance of the provisions
thereof for a further period of one year.
2. This issues with the concurrence of Finance Division/GS vide their
U.O. No. 4127/GS dated 18 Nov 85.

Yours faithfully,
Sd/- x x x x
(H.D. Sinha)
Under Secretary to the Government of India
Copy to :
The Controller and Auditor General of India, New Delhi
The Controller General of Defence Accounts
The Director of Audit, Defence Services
All Senior Dy Directors of Audit, Defence Services
All State Govt (Education Deptt), All Accountants General States,
All Controllers of Defence Accounts
All Trg Estts NCC, DFA (GS), DFA (Budget), D(GS-II),
DFA (Navy)
Army Headquarters, Air Headquarters

414
 APPENDIX `C’
Referred to in Para 27
No 1648-Adm I/665.61
Office of the Comptroller & Auditor General of India
New Delhi
12th July 1967
To
All Civil Accountant General
Sub : Audit of Accounts of all Types of Combined Camps of the NCC
Sir,
I am to state that the question of audit of expenditure of all types of
combined camps of National Cadet Corps has been under consideration in
this office for some time past and it has been decided in consultation with
the Govt of India, Min of Def (NCC Directorate) that the audit of such
accounts should be conducted by the Accountant General of the State in
whose jurisdiction the annual camp is held soon after the termination of
the camp and the certificate of audit indicating the share of each
participating unit be issued by him.
This supersedes this office letter No. 1382-Adm-a/Admn 1/640-56,
dated 30.5.57.
The instructions contained in this office UO No. 1679-Admn
1/649-56-II dated 10.6.59 will equally apply to all types of camps of the
NCC so far as the opening of Personal Deposit is concerned.

Yours faithfully,

Sd/-
(N.P. HARAN)
Asstt. Accounts Officer (ADMN-I)

No. 1685-Admn 1/665-61

Copy to :

1. All State Govts

2. The Controller General of Defence Accounts, New Delhi
3. The Ministry of Finance (Defence)

415
 APPENDIX ‘D-1’

Referred to in para 84 (a) of Chapter-59

Cash Account of ______________________________ For the Period from _________________ to _________________

RECEIPTS

Date Sr To whom Cash Bank On What Account

no. paid/particulars
of receipts
Rs P Rs P Messing Incidental Conveyance Rank TA/DA Conveyance Initials
Officers/Cadets pay Civilian of vehicles
staff
Officers Cadets

Place:-
Signature of IC Unit
Date :-

416
 PPENDIX ‘D-2’

Referred to in para 84 (a)

Cash Account of ______________________________ For the Period from _________________ to _________________

PAYMENTS

Date Sr To whom Cash Bank On What Account

no. paid/particulars
of payment
Rs P Rs P Messing Incidental Conveyance Rank TA/DA Conveyance Initials
Officers/Cadets pay Civilian of vehicles
staff
Officers Cadets

Place:-
Signature of IC Unit
Date :-

417
 APPENDIX `E’ (Part-I)
(Referred to in para 95(a)

ARRIVAL AND DEPARTURE REPORT

Note :
(a) Part I will be completed and handed over to the Camp
Adjutant by every Detachment Comdr on arrival at the
camp.
(b) Part II will be completed and handed over to the Camp
Adjutant by every Dett. Comdr, just before departure from
the camp.
(c) The same form will be used for Arrival and Departure report
by the Dett.
1. Name of the Dett.
2. Name of the Dett. Comdr
Part – I Arrival Report
3. Strength of the Dett.
NCC Officers NCC Cadets
Vegetarians
Non-Vegetarians
TOTAL

4. Date and time of arrival at the camp

(a) Date _____________

(b) Time _____________

5. Date and time of first meal at the camp.

(a) Date _____________

(b) Time _____________

Signature of I/C Dett.

Place ________________

Date _________________

418
 APPENDIX `E’ (Part-II)
(Referred to in para 95(b)
Part – II Departure Report

6. Strength of the Dett.

NCC Officers NCC Cadets

Vegetarians
Non-Vegetarians
TOTAL

7. Date and time of last meal taken at the camp.

(a) Date
____________
(b) Time
___________

8. Give below details of cooked meals/rations being

taken with the Dett. for feeding enroute. Number of
days for which meals/rations are taken should be
given.
9. Date and time of Departure from the Camp.

(a) Date
____________
(b) Time
____________

Signature of I/C Dett.

Place : _______________

Date : _______________

419
 APPENDIX `F’
Referred to para 156

CAMP REPORT

Annual Training Combined Cadre/Summer/Advance

Leadership/OUT/Camp/Course held at _____________ from
__________ to ______________.

1. Location of Camp (a) Location

(b) Nearest Railway Station/town
(c) Distance from nearest rail head
to campsite.
2. Names of Units (a) Duration
Participating (b) Dates
(Full details will be given)
3. Camp Staff (a) Camp Commandant
(Rank, Name & Unit)
(b) Dy Camp
Commandant/Accounts Officers
(Rank, Name & Unit)
(c) Quartermaster
(Rank, Name & Unit)
4. Strength

Authorised Number Planned No. actually attended

Strength
NCC Cadets NCC Cadets Cadets NCC
Officers Officers Officers

420
 PART - II
6. How were the rations procured
(a) Dry
(b) Fresh
(c) Whether tenders were called
for and the lowest tender
accepted?
(d) Names and full addresses of
the main suppliers/contracts
and the cost of total
purchases made from each of
them.
7. Did you appoint the
Purchase Committee
8. Expenditure on Messing
9. (a) No. of each type of camp servants Employed
(i) Cooks and helpers
(ii) Water carriers
(iii) Sweepers
(iv) Barbers
(v) Washermen and so on
: ASC/Govt. controlled shop/
Contract/Purchase Committee?
: ASC/Govt. controlled shop/
Contract/Purchase Committee
:
:
(a) Was its constitution published
in Routine Orders?
(b) Did they sign all receipts to
certify the correctness of
quality, quantity and in the case
of local purchase, price?
(c) Were the personnel changed as
laid down? If not why not?
(a) Authorised for the actual
number of cadets Rs
(b) Actually incurred Rs
(c) Saving, if any Rs
(d) Details of expenditure Rs
Incurred
(i) Rations Rs
(ii) Other items Rs
(e) Per Capita expenditure Rs
on messing NCC Cadet Rs
421
 (b) Whether payment to them was made at approved rates. If not
why not ?
10. Whether attendance register was maintained and ration
strength published daily ?
11. Whether detailed daily messing accounts in the prescribed
forms, of Daily Messing Expenditure statement were maintained ?

12. Whether separate messing arrangements were made for NCC

Officers or they messed with regular officers. In either cases, it
may be stated whether proper account was maintained.
13. Whether scale of rations was fixed by the Director NCC.
14. What were the messing arrangements in respect of P.I. staff.
If P.I. staff was allowed to mess in the Cadets Mess, whether
messing charges admissible to cadets were recovered from each of
them.
15. What were the messing arrangements in respect of civilian
staff. If civilian staff were allowed to mess in the Cadets Mess, the
reasons therefore should be given (normally civilians are required
to make their own arrangements).
16. Were NCC Officers and cadets allowed to be members of
Purchase and Messing Committee.
17. Incidental expenditure Rs.
(Details of expenditure exceeding Rs. 1000/- on any singly item
will be furnished in annexure).
18. Whether number of petromax and hurricane lamps and the
scale of kerosene oil were fixed by Barrack Standing Committee?
If not why not ?
19. Whether competitive rates were obtained before purchasing
costly and expensive stores? If not why not?
20. Whether all the non-expendable stores have been taken on
ledger charge?
21. (a) Whether the cadets were conveyed to camp site in unit
transport or in hired transport ?
(b) If the cadets were conveyed in hired transport, state the
procedure adopted for hiring, giving the total expenditure incurred
on this account as also per cadet ?

22. (a) Whether Bank/Personal Deposit Account for camp funds

opened ?
(b) State the maximum cash balance held on any day

23. What arrangements have been made for the audit of camp accounts
and check by Regimental Audit board? When it is to take place?

422
24. How were the amounts remitted by the Unit Commanders of Units
participating in Zonal and Combined Camps.
25. Whether any losses of Govt stores and public money occurred in
camp. Brief details may be given stating by whom the loss as
regularized ;
26. Whether payments were made after obtaining pay orders of the
Camp Commandants on the vouchers.
27. Total Camp expenditure incurred in respect of all items, as shown
in the Model Budget, separately.
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
Total Rs.

Sigs of Camp Commandant

Place : _______________

Date : _______________

423
 APPENDIX ‘G’
Referred to in para 139, 157 & 158

STATEMENT SHOWING THE RECEIPT/EXPENDITURE AND

REFUND
___________________ CAMP _______________WING ____________
200 ________ Place _________________________

Sr NCC Dte / Unit Receipt Expend Balance Balance

No iture refunded due
with date
(1) (2) (3) (4) (5) (6)

1. NCC DTE ……………………

2. NCC DTE ……………………
3. NCC DTE ……………………

Details of expenditure of Organising Dte

Messing …………………………..
Incidental………………………….
POL (CAMP) …………………….
POL (Med) ……………………….
TA/DA Civ……………………….
Staff……………………………….
TA/DA Civ……………………….
Staff……………………………….

Total

Grand Total

Place ……………… Signature of Camp Commandant

Date ……………….

Signature of Audit Authority

424
425
 APPENDIX ‘H’
Referred to in para 139, 157 & 158

STATEMENT SHOWING THE SHARE OF EACH UNIT ATTENDING ALL INDIA COMBINED/ZONAL
CAMP SENIOR WING ………….. 200…..

Strength Expenditure
Name of the Unit Offrs Cdts Total Messing Incidental POL TA/DA Total of columns Remarks
5+6+7+8
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10)
NCC Directorate
1. Unit/Bn ………
2. Unit/Bn ………
3. Unit/Bn ………
Total
NCC Directorate
1. Unit/Bn ………
2. Unit/Bn ………
3. Unit/Bn ………
Total

Signature of Camp Commandant

426
 APPENDIX ‘AA’
(Referred to in para 99(a)

STOCK BOOK

Commodity __________________________ Scale ________________________

Accounting Unit ______________________

Date Receipt Issue Balance

Bill/Cash Unit Rate Accounting Accounting Signature of Accounting Initials by QM
memo or vr. Unit viz Kg., Unit viz Kg., I/C Mess Unit viz Kg.,
no. etc. Gms., Nos, Gms., Nos, Gms., Nos,
Mtrs. Ltrs. Mtrs. Ltrs. Mtrs. Ltrs.

427
 APPENDIX ‘BB’
(Referred to in para 100(a)

DAILY MESSING EXPENDITURE STATEMENT

Feeding Strength as
per Daily Camp
Routine Order No.
Veg Consumable articles (Messing)
Non Veg
Cadets NB I (i) The quantity issued should be
Service Officers Exclusive of issues on payment to
NCC Officers officers for supplementing their diet
PI Staff (ii) Unit rate will be inclusive of
Civilians transportation/collie charges in respect of
bulk purchases of dry rations like
atta/rice/fire Wood/sugar etc., if the
transport is used excessively for bringing
these rations.

Sl. Item Qty Rate per Cost Remarks

No. issued Unit
Rs P
(1) (2) (3) (4) (5) (6)

Total Cost carried over.

Sl. Item Qty Rate per Cost Remarks
No. issued Unit
Rs P
(1) (2) (3) (4) (5) (6)
Total cost B/F
Total
A
Expenditure on Misc items connected with B

428
messing
C
Pay of Cooks, Service /Water Carrier

Expenditure on transportation of city and fresh D

ration
Grand total Say X
A+B+C+D
Feeding strength for the day Say Y
Expenditure per head X
Y
Total monetary entitlement for the day L
Total expenditure for the day M
Saving/Excess for the day L = M or M – L as the case
may be
Saving/Excess for previous day (s)
Progressive Saving/Excess

Signature of Camp Commandant Camp Quarter Master

Camp Accounts Officer

429
 APPENDIX `CC’
Referred to in para 110
No. 3216/Incdl/DGNCC/Budget/624/D(GS-VI)
Government of India
Ministry of Defence
New Delhi, the 17th Apr 2000
To
State Governments/
Union Territory Administrations (UTAs)
Subject : INCIDENTAL GRANT FOR NCC CADETS : ANNUAL TRG
CAMP AND CENTRALLY ORGANISED CAMPS
Sir,
I am directed to refer Government of India, Ministry of Defence letter
No 3216/DGNCC/Budget/1353/3/A/92/D (GS-VI) dated 27 Oct 1992 on the
above subject the to convey the sanction of the President to the revision of
rate of Incidental Allowance Grant to Rs 8/- per day per cadet to NCC
Senior Division and Junior Division Cadets, while attending Annual
Training Camps/Centrally Organised Camps.

2. These rates shall become effective from the date of issue of this letter.

3. The expenditure involved will be shared by the Central and the State
Govts/UTAs on 50:50 basis.

4. This issues with the concurrence of Ministry of efence (Fin) vide their
U.O. No. 481/I/GS/2000 dated 6-4-2000.
Yours faithfully,

Sd/-
(Rajat Dutta)
Under Secretary to the Govt of India

430
 IMPORTANT POLICY DECISIONS

Recruitment of 85 NCC Whole Time Lady Officers (WTLO). : In the

beginning of 2004, the borne strength of WTLOs was only 25 against the
authorisation of 110 thus leaving a deficiency of 85. Recruitment action was
initiated in 2004 for filling up of 85 vacancies (17 departmental through
promotion of GCIs and 68 by direct recruitment through UPSC). With regard
to departmental promotion, 15 GCIs have already been promoted raising the
borne strength of WTLOs to 40. Promotion regarding 02 GCIs to WTLO is
under process. Regarding direct recruitment, UPSC has selected 68 WTLO
candidates and their police verifications and other formalities before
appointment is under progress.

Recruitment of 29 NCC Girls Cadet Instructors(GCIs)-III. : The Screening

Committee constituted in the MoD have permitted HQNCC to fill up 29
vacancies of GCIs. On the basis of it, a written test was conducted in all the 16
NCC Dtes in Oct 2004 and interview/medical/fitness tests of short listed
candidates were conducted in Apr 2005. The character verification of 29
selected candidates is under progress before their appointment.

Authorisation of 152 Additional GCIs. : As recommended by the Vth CPC a

case is under process for creation of 152 additional posts of GCIs by abolition
of equal number of PI staff posts in NCC. MOD(Fin/GS) and Min of Fin(Deptt
of Expenditure) have since approved the proposal. Govt letter is under issue by
MOD.

Reimbursement of Camp Expenditure by the Centre : A case has been taken

up with MOD for revision of ratio of expenditure of Centre and States, on
Camps, from the present 50:50 to 75:25. Govt. have agreed to the proposal.
Another proposal for bearing the entire expenditure on NCC activities in the
States of J&K and NER, by the Centre, which has been sent alongwith the ibid
proposal has also been agreed by MOD. Govt. letter on the above two
proposals is under issue.

Hiring of jeep for parasailing : A proposal has been made to MOD for
modificiation of sub-para(i) of Item No.21 of the Annexure to Govt. of India
letter dated 31 Oct 2001 regarding `Delegation of financial powers to DG and
other authorities in NCC’ to include `hiring of jeep for parasailing’ also. The
same has been accepted by the Govt. Govt letter is under issue.

431
 CADETS WELFARE SOCIETY

INTRODUCTION

1. The Cadets Welfare Society (CWS) was established in Feb 1985

under the Societies Registration Act 1860 which was registered with
Registrar of Co-operative Societies, Delhi to provide financial relief to
cadets in death/injury sustained during NCC related activities.

AIMS OF THE SOCIETY

2. The aims of the Cadets Welfare Society are : -

(a) To give financial assistance to cadet’s NOK/nominee in case of

a demise during NCC activity.

(b) To give financial relief to cadets on sustaining injury / disability

during NCC activity.

(c) To grant Scholarships to academically brilliant students.

(d) To grant Best and 2nd Best cadet awards at Group level.

(e) To conduct sports and adventure activities which cannot

ordinarily be funded by Public Funds.

MEMBERSHIP OF THE SOCIETY

3. A cadet on joining the NCC is required to contribute Rs.10/- as the

membership fee for Cadets Welfare Society. This is a one time payment for
enrolment. Out of this Rs.10/-, one rupee is retained by the unit for
administrative purposes and balance Rs.9/- is remitted to the CWS by each
Dte, through Bank draft in favour of “NCC Cadets Welfare Society” payable
at Delhi. Payments by cheques are not acceptable. The payment is required
to be accompanied with a statement alongwith certificate to be signed by
DDG / Dir as per Appendix ‘A’.

432
4. The amount is required to be remitted within 30 days of collection but
not later than 30 Nov every year.
NOMINATION FORM

5. On joining the NCC, the cadet, after remitting the membership fee of
Rs.10/-, will become a member of the Society. He/she will fill up a
Nomination Form as per Appendix ‘B’ which will be required to be
maintained/kept in the Group HQ. The forms are not to be retained at
School/College/Unit level. The cadets should be advised to nominate only
their parents as NOK and only if parents are not alive they could nominate
brothers or unmarried sisters as NOK. Nomination of other relations is
normally not permitted.

FINANCIAL ASSISTANCE / RELIEF

6. A policy directive regarding quantum of financial assistance/relief

admissible has been issued vide this HQ letter No.19952/DGNCC/CWS
dated 28 Apr 2000. The quantum of financial assistance / relief admissible
as per this directive is as under : -

NCC Activities Death Cases Permanent Temporary

Disability Disability
(For 100%
Disability
(a) High Risk Rs.2,00,000/- Upto Upto
(Mountaineering, Rock Rs.2,00,000/- Rs.1,00,000/-
Climbing, Skiing, para
Sailing/Jumping,
Slithering, Flying,
Gliding, Sailing, Scuba
Diving, Horse Riding)
(b) Normal Activities Rs.1,50,000/ Upto Upto
Rs.1,50,000/- Rs.1,00,000/-

(The percentage of permanent disability will be decided by the Managing

Committee in consultation with the DGAFMS, Ministry of Defence.)

433
Procedure for Sbmission of Claims for Financial Assistance / Relief.

7. Efforts should be made to forward the case to Cadets Welfare Society

as early as possible on occurrence of casualty. There is a provision to grant
immediate relief in case of death. An amount of Rs.50,000/- as immediate
relief to the nominee of the deceased cadet will be paid by CWS which will
be adjusted towards the final payment admissible. The case should be
forwarded to CWS alongwith the following documents : -

(a) Immediate Relief in death Cases : -

(i) Details covering institution / unit alongwith date of

joining NCC.

(ii) Nature of activity during which the death has taken place.

(iii) Date and cause of death.

(iv) Whether FIR lodged with police and postmortem of the

dead body carried out.

v) Has the C of I been ordered.

(vi) Nomination form in original.

(vii) Enrolment form in original.

(viii) Address of the nominee alongwith nearest branch of
Syndicate Bank / State Bank of India.
(ix) Certificate from the DDG that the deceased was a
bonafide NCC cadet and his/her death occurred during a NCC
related activity and it was not caused as a result of the cadet’s
breach of law or of a criminal act.

434
(b) Final Claim in Death Cases : -

(i) Application from the nominee for financial assistance.

(ii) Original enrollment and nomination forms if not already

forwarded for immediate relief.

(iii) Death certificate from the DDG if not already forwarded

for immediate relief.

(iv) Court of Inquiry proceedings.

(v) Post mortem report.

(vi) Certificate from nominee as per specimen at Appendix

‘C’ of our policy directive issued vide letter
No.19952/DGNCC/CWS dated 28 Apr 2000.

(vii) Recommendations of OC Unit, Gp Cdr and DDG as per

Appendix ‘D’ of the above policy directive.

(c) Permanent Disability Cases : -

(i) Application from the cadet for financial relief.
(ii) Original enrollment form.
(iii) Original nomination form.
(iv) Injury report from Govt/Services Hospital.
(v) Court of Inquiry proceedings.
(vi) Certificate from cadet/guardian (if the cadet is a minor)
as per Appendix ‘C’ of policy directive.
(vii) Recommendations of OC Unit, Gp Cdr and DDG NCC.

435
 (d) Temporary Disability Cases : -

(i) Application from the cadet for financial relief.

(ii) Nominations and enrollment forms in original.

(iii) Medical Bills (original)

(iv) Court of inquiry proceedings.

(v) Certificates as per Appendix ‘C’ and ‘D’ of policy

directive.

GRANT OF SCHOLARSHIPS

8. The Cadets Welfare Society grants 500 scholarship of Rs.5,000/- each

to cadets who excel in their studies every year. These scholarships are
distributed to Dtes in proportion to their enrolled strength as on 01 Apr every
year. Only those students who have cleared the relevant examination in the
preceding year are eligible for these scholarships. The Dtes have to
scrutinize the applications and make a merit list separately for SD/SW and
JD/JW to be forwarded to Dte Gen NCC by 15 Oct every year. The
complete details about the award of these scholarships have been mentioned
in Policy Directive No.2 issued by this HQ vide letter No.19957/DGNCC/
CWS dated 16 May 2000. The salient features of this policy directive are as
given below:-

9. Eligibility Conditions : -

(a) JD / JW

The scholarships for JD/JW shall be awarded to the cadets who

have passed the 10th standard or equivalent grade in the preceding
academic year and who have obtained minimum 70% marks in
aggregate in the qualifying examination.

(b) SD / SW

436
 (i) To be awarded to cadets who have passed intermediate or
senior secondary (10+2) or pre degree / pre university (2 years)
if they were in NCC at 10+2 level. Where NCC was not
available at 10+2 level, these have to be awarded to cadets
based on their scoring in the 2nd year course of graduation or
diploma courses in polytechnics.

(ii) The applicant should have obtained minimum 65% marks

in case of science stream and 55% in case of Arts / commerce
streams.

10. Concessions to Eligibility Conditions

(a) 5% extra marks to be given to cadets of J&K and NER or the
eligibility percentage is reduced by 5% for these states.
(b) The cadet should have been in the NCC for at least two years
continuously with a minimum of 80% attendance in each year with
exemplary discipline.
(c) 5% marks are awarded to SC/ST or other backward classes
while making the merit list.
(The specimen of the application form is given out in the policy letter
dated 16 May 2000).

BEST CADET AWARDS

11. Cadets Welfare Society awards cash prizes from Cadets Welfare
Society funds to two best cadets in each category of JD, JW, SD, SW in each
NCC Group i.e. a total of 8 awards per Group. The amount of award is
Rs.3,000/- and Rs.2,000/- to 1st and 2nd Best Cadet respectively.
12. The details of the scheme are mentioned in Policy Directive
No.03/2000 issued by this HQ vide 19958/DGNCC/CWS dated 10 Aug
2000.
13. A Selection Board in each Group HQ is required to select four Best
Cadets and four Second Best Cadets as per the guidelines. The state Dtes
are required to consolidate the lists received from different Groups and

437
forward these to CWS alongwith a copy of application and the Selection
Board proceedings by 15 Dec every year.

14. For selection of Best Cadets, the Group HQ will hold a Board of
Officers where every unit will nominate 2 cadets in each category (total 8
per unit) who will be screened as per the guidelines enumerated in Appendix
to policy Directive of 10 Aug 2000. The main eligibility conditions are as
under : -
(a) JD / JW
(i) Must have completed minimum one year of NCC.
(ii) Should have attended minimum 75% parades during the
year.
(iii) Should have attended at least one Camp.

(iv) Should not have won the Best Cadet award in that
category previously.

(b) SD / SW
(i) Should be from 2nd / 3rd year of training in SD/SW.
(ii) Should have attended at least 75% parades during the
year.
(iii) Should have done at least one Camp.
(iv) Should not have won the Best Cadet award in that
category previously.

15. The Board of Officers will conduct tests for all the recommended
cadets in the following subjects : -
(a) Written Test (General Knowledge)
(i) Current affairs : -
(aa) Own country’s who is who, political situation,
important conference/seminars, economy, general
science and technical development etc.

438
 (ab) Neighbouring / other country’s who is who,
political situation and important conference / seminars.

(ac) Sports at National /International level.

(b) Service Subjects : -
(i) Drill
(ii) Firing
(iii) Written test out of 2nd year syllabus of respective
Wing/Division (Objective Type)

(b) Interview

To include : -

(i) Personal bearing, turn out, disposition and mannerism

(ii) Communication skills.
(iii) Comprehension and intelligence.
(iv) Response / ability to react.

(c) Participation in the following NCC activities:-

(ii) Mountaineering Expedition.
(iii) Winning of award at RDC / TSC / NSC / VSC
(iv) A grade in any NCC course.
(v) Merit certificate at any Camp other then CATC/ATC.
(vi) Blood Donation (how many times).
(vii) Youth Exchange Programme.

SPORTS AND ADVENTURE ACTIVITIES

16. The Cadets Welfare Society provides funds for conduct of those
sports and adventure activities which cannot ordinarily be funded out of
Central / State Govt Funds. This is done with a view to provide more
opportunities to cadets to undertake adventure / sports activities and not to
supplement the funding of existing training activities. The Dtes are required

439
to forward specific proposals to include detailed statement of case in support
of the proposals. The proposal is required to have the recommendations of
the DDG. Purchase of equipment denovo, only for the purpose of
undertaking a particular adventure activity is not entertained by Cadets
Welfare Society.

17. The details of the scheme is mentioned in this HQ Policy Directive

No.4/2000 issued vide this HQ letter No.19958/DGNCC/CWS dated
14 Aug 2000.

18. While preparing the budget for the activity the following should be
strictly followed : -

(a) The TA/DA for officers/JCO’s /OR will not be included in the
financial proposal since these are to be paid by the concerned CsDA.
(b) The TA/DA of Civilian Staff is not to be included since these
have to be paid from the funds provided by respective State Govt.

(c) The actual traveling expenditure in respect of Cadets to be

included.
(d) The messing charges @ Rs.55/- per day per head to be included
(for only ANO’s and cadets).
(e) For running of the vehicles, maximum economy is required to
be enforced. The cost of lubricants should be within 10% of the
expenditure on petrol / diesel. The justification for the mileage to be
covered by each vehicle will be mentioned.
(f) The expenditure on publicity, stationery, printing,
entertainment, opening / closing ceremonies, flagging off / flagging
in, mementoes etc. to be projected as incidental expenditure which
should not exceed more than Rs.8/- per head per day.

(g) No equipment is to be purchased from Cadets Welfare Society

funds unless it is specially required for that particular activity and it is
not available in the Dte.

(h) Full justification for extra diet money, if required, should be

furnished.

(j) Any expenditure on kitting or presentations of mementoes etc.

440
 will be borne by respective State Directorates and no amount on this
account will be projected to Cadets Welfare Society.

19. Since the proposals are required to be approved by the Managing

Committee of Cadets Welfare Society, which meets once in three months,
the proposals should be forwarded to Trg Dte at DGNCC for their
comments, well in advance, so that these can be processed by CWS before
submitting them to the Managing Committee.

20. Since only cadets contribute towards the Cadets Welfare Society, the
funds can only be utilized for and by them.

441
 Appendix ‘A’ Para 3
Directorate to chapter :

Cadet Membership fee for the academic year : -

Sl. Name of the Gp No. of Cadets whose Fresh enrollment Amount

No. HQ/Unit (All Gp enrolment is extended during the academic remitted to
HQs are to be to the current year the Society
shown) academic year @ Rs.9.00
per cadet.
SD/SW JD/JW SD/SW JD/JW
Total Total
(a) Gp HQ _____________________
(i) _____________________
(ii) _____________________
(iii) _____________________
Total ________________

(b) Gp HQ _____________________
(i) _____________________
(ii) _____________________
(iii) _____________________
Total ________________

Grand Total

This is to certify that contributions from all GP HQ / Units have been collected and
there is nothing outstanding

Station : (Signature of Director / Deputy DG NCC)

Date :

443
 Appendix ‘B’ Para 5

NOMINATION FORM FOR MEMBERSHIP OF THE

NCC CADETS WELFARE SOCIETY
(TO BE RETAINED AT NCC GROUP HQ)

Section - 1

1. I, Cadet (name in block letters) ___________________ son/daughter of

Shri (name in block letters ____________________ (Name of College / School)
____________________________________ on my enrollment with the NCC on (date)
_________________________________________ with (name of the Unit)
____________________________________ apply for membership of the NCC Cadets
Welfare Society and hereby subscribe a sum of Rs.10/- (Rupees ten only) towards its
membership fees.

2. My Father/Mother/Gaurdian’s occupation is _________________________ and

the annual income of my family from all sources is Rs._________________ per annum.

3. I understand that I shall be entitled to financial relief as determined by the

Governing Body / Managing Committee of the above Society in the event of partial or
permanent disablement sustained by me while participating in an organized NCC
activity. I hereby accept that the decision of the Governing Body / Managing
Committee with regard to the quantum of relief to be paid to me in the event of my
partial / permanent disablement will be final and binding on me.

4. I hereby nominate the following person/persons who will receive financial

assistance as per the share indicated and as determined by the Governing
Body/Managing Committee of the above Society, which will be final and binding on the
following person(s) in the event of my death while participating in an organized NCC
activity : -

Contd…..

444
 Appendix ‘B’ (Contd.)

Sl. No. Name of the Age Relationship Permanent Percentage

nominee/nominees with the cadet address of the of financial
(in block letters) nominee assistance
payable
1.

2.

3.

(To be filled by the Cadet in own handwriting)

5. My membership in the Cadets Welfare Society and this Nomination Form will be
valid only till such time I remain a cadet in the Division or Wing of the NCC to which I
have been enrolled.

Date :
Place : (Full Signature of the Cadet)

Section – II

Place :
Date : Signatures of ANO/Head of Institution

Section – III

I am willing to allow my son/daughter/ward name _________________ to

become a member of the NCC Cadets Welfare Society under the terms & conditions
and rules in force of the Society. I also approve of the nomination made in
Section 1 (4).

Date :
Place : (Full signature of the father/mother/
Guardian with complete address)

Contd…
445
 Appendix ‘B’ (Contd.)

Witness Witness

1. ___________________________ 2. _____________________________
(Signature) (Signature)

(Full name and address or (Full name and address or office

office seal of the witness) seal of the witness)

Note : - The witness should be either a Gazetted Officer/Head of

Institution/ANO/Sarpanch/Village Head.

Section – IV

Received a sum of Rs.10/- (Rupees ten only) as one time subscription and
enrolled (name of the cadet) __________________ as a member of the NCC Cadets
Welfare Society during the cadetship in the Junior / Senior Division /Wing.

Place : ________________
________________________________________
Date : ________________ (Signature of the OC Unit with office seal)

Section - V

(To be filled in by the NCC Unit)

Date of despatch of the Nomination Form to Group HQ _______________.

Note : The Nomination Form will be printed on both sides of a single leaf.

446
 Appendix ‘C’ to Para 7 © (vi) & (d) (v)

CERTIFICATE

(To accompany with request for financial assistance / relief)

I __________________________________ son of / daughter of / father of/ guardian of

________________________ hereby certify that I have no claim on the NCC Cadets
Welfare Society other than the amount, if any, sanctioned by the Managing Committee
of the said Society and that I shall fully abide by the decision of the Managing
Committee of the said Society with regard to the quantum of financial assistance.

Station : Siganture :
Date : Name :
(Block Letters)
Address :

Attested
(Signature of a Gazetted Officer with Seal)

Date :

Note : This certificate will be signed by the SD Cadet, himself and in case of a JD
Cadet or on death of a Cadet,by the father/nominee.

447
 Appendix ‘D’ Para 7(b)(vii) & (d) (v)

No. Date

NCC Cadets Welfare Society

Directorate General NCC
New Delhi

(Through Gp Commander / Deputy DG NCC)

REQUEST FOR FINANCIAL ASSITANCE

1. Name of the Cadet :

2. Personal Number and Rank :

3. Unit :

4. Date of Casualty :

5. Nature of Casualty :

6. Postal address of the cadet / nominee (In block letters)

7. Occupation / annual income of the parents.

The under mentioned documents are enclosed : -

• In respect of Death Cases (from nominee)

(a) Application from the nominee.

(b) Nomination Form as per Appendix ‘B’ submitted by the deceased
Cadet at the time of enrolment, in original.
(c) Certificate as per Appendix ‘C’ from the Nominee.
(d) Death Certificate.
(e) Post Mortem Report
(f) Court of Inquiry Proceedings.
(g) Enrolment Form

448
* In respect of Disablement Cases

(a) Application from the Cadet.

(b) Certificate as per Appendix ‘C’ from the Cadet (In case of a minor, from
his guardian)
(c) Injury Report together with medical report duly supported by certificate
from Authorised Medical Attendant / Civil Surgeon or Military Medical
Authorities.
(c) Court of Inquiry Proceedings.
(d) Medical bills, if any, in case of temporary disability
(e) Enrolment Form

(* Strike out whichever is not applicable)

8. Detailed recommendations of the OC Unit, also indicating the economic

condition of the family.

(Signature of OC Unit)

Rank : _________________
Name : _________________
Station : Unit : _________________
Date :

9. Detailed Recommendation of the Group Commander

(Signature of the Group Commander)

Rank : ____________________
Station : Name : ___________________
Date : Unit : ___________________

10. Detailed Recommendation of the Dy DG NCC

Signature of the Dy Director General NCC

__________________________________
Station : __________________________________
Date : __________________________________
449
 SAHARA SCHOLARSHIP SCHEME

1. The Sahara Group has introduced a scheme w.e.f. 2002 called the
“Annual Sahara Scholarships” for which they have earmarked Rs.1 crore to
be distributed annually as scholarships to NCC cadets from all over the
country. The scheme is for the academic excellence of the NCC cadets.
The scheme has been extended till 2007 to be reviewed thereafter by Sahara
Group. Every effort should be made by all Unit/sub unit Cdr to educate the
cadets regarding the scheme so that they may derive maximum benefit from
this. Towards this end wide publicity may also be given in the local
newspapers.

2. The number of scholarships, amount of scholarships and the criteria is

given in the succeeding paragraphs : -

(a) Number of Scholarships : -

(i) JD and JW - 3 each per Group

(ii) SD and SW - 2 each per Group
(iii) Professional - Total 66

(b) Amount of Scholarships : -

General Category :
(i) JD and JW - Rs. 6000/- each
(ii) SD and SW - Rs.12,000/- each

Professional Category :
(iii) for undergoing Professional - Rs.30,000/- each
or Technical courses

450
(c) Eligibility Criteria : -

(i) Common Criteria for Three Types of Scholarships :

(aa) The candidate should have 80% attendance in NCC.

(ab) In case of a tie, preference will be given to Cadets

who have participated in the NCC Republic Day
Parade/Camp.

(ac) Candidate should not be drawing scholarship from

any other source.

(ii) Criteria Specific for each Scholarship :

Junior Division / Wing : -

(aa) Cadets should have obtained minimum of 65%

marks in class VIII if studying in IX or similarly should
have obtained 65% marks in IX or X if studying in either
X or XI respectively (SC/ST/OBC/Tribal Candidates will
be given a bonus of 5% marks while making the merit
list).

(ab) Should have done at least one year in NCC.

(ac) If he has passed his X class, he could be an ex

cadet.

Senior Division / Wing : -

(aa) Should have obtained a minimum of 65% marks in

Science or 60% in Commerce or 55% in Arts stream in
XII or equivalent. (SC/ST/OBC/Tribal candidates will
be given a bonus of 5% marks while making a merit list.

(ab) Should have passed class XII in the preceding two

years.

451
 (ac) Marks of class XII or equivalent to form the merit.

Higher Studies / Professional Courses : -

(aa) Cadet should have been admitted to any of the

professional courses i.e. Engineering, Medical, Hotel
Management, Business Administration, Fashion
Designing, Journalism, Mass Media, MBA etc. The
courses should be recognized by Govt / UGC.

(ab) Should have done 2 years of NCC.

(ac) Marks of class XII to form the basis of merit. 5%

bonus marks will be given for SC/ST/OBC/Tribal while
making the merit list.

(ad) Should have passed his class XII in the preceding

two years.

3. There is a requirement that the cadet recommended should not be

drawing scholarship from any other source. The applications, duly verified
and recommended by Dte, are required to reach NCC HQ (CWS) every year
latest as under : -

(a) General Category - by 31 Oct

(b) Professional Category - by 30 Nov

4. The list duly finalized at NCC HQ will be forwarded to Sahara Group

for issue of certificates and Bank Drafts in the name of all cadets. NCC Dte
UP & UA is required to liaise with Sahara Group and follow up issue of
certificates and Bank drafts in the names of cadets and forward them to NCC
HQ for onward submission to various Dtes.

5. The application form required to be used for recommending cadets for

Sahara Scholarships is as per Appendix ‘A’ attached.

452
 APPENDIX ‘A’ to Para 5

AWARD OF SCHOLARSHIP : SAHARA GROUP OF COMPANIES

APPLICATION FORM
PART-I

Passport Size
Photograph in
NCC Uniform

(To be attested by
Associate NCC Officer)

1. Name in full :

2. (a) Exact date of birth :

(b) Place, Distt and State of birth :

3. Particulars of father
( Guardian if father is not alive)

(a) Name in full :

(b) Home address :
(c)Profession, stating designation
(if any) and address. :

4. Whether father/guardian is a
citizen of India. :

5. Whether belongs to Scheduled

Caste/Scheduled Tribes/OBC(Attach
Certificate in the format enclosed.) :

6. Total annual income of both parents

453
 (income certificate to be attached). :

7. Particulars of School/College/ :
Institution last attended

(a) Name of Institution :

(b) Date of entry :
(c) Date of leaving :
(d) Last Examination passed :
with the name of Board/University :
(e) Roll No. total marks, marks obtained,
class/division and percentage of marks
in the aggregate. :

8. Particulars of NCC scholarship if any, being

received with amount and date of receipt :

9. Particulars of NCC Cadetship

(a) Enrolment No. :
(b) Rank/Div/Wing :
(c) Name of the institution :
(d) Name of the NCC unit :
(e) Period of Cadetship
i) In Junior Div/Wing :
ii)In Senior Div/Wing :
(f) Date of joining the NCC. :
(g) Date of leaving the NCC :

10. Details of NCC Camps/courses attended

454
11. Did you receive any scholarship from
NCC in the past, if so, give details.

12. Certified that the statement made by me in this form is correct.

List of Documents enclosed alongwith the Application Form

(Please strike out that which is not applicable)

(a) A certified true copy of Marks Sheet for the qualifying

examination.
(b) Attested copies of NCC Certificates, if any.
(c) Certificate from the Associate NCC Officer regarding
studentship in recent class and continuance in NCC.
(d) Income Declaration.
(e) Attested photocopy of the Scheduled Caste/Scheduled
Tribes/OBC certificate issued by the State Govt. authority.

Date : (Signature of the applicant)

Station :

455
 Part – II

Separate Sheet to be used)

(To be signed by the Associate NCC Officer)

1. It is certified that the particulars furnished by Cadet

_________________________ have been verified and found correct.

2. It is certified that the applicant has undergone training in NCC for 2

years and details of year wise training attendance are as under : -

Academic Total Training Periods Percentage of

Year Period attended attendance

(Signature of Associate NCC Officer)

Station :
Date :

Part – III

(Recommendations of Head of the Institute)

Place : (Signatures of Head of the Institute)

Date :

456
 Part – IV
(To be completed by the OC Unit)

1. The particulars of Cadet _________________________________

regarding NCC activities listed in Part I and II have been verified and found
correct.

2. Attested photocopies of Cadet’s Enrolment and Nomination Forms are

enclosed.

Station : (Signature of OC Unit with Seal)

Date :

Part – V
(Separate Sheet to be used)
(Recommendation of the NCC Group Commander)

1. It is certified that Cadet __________________________ has duly

contributed membership fee of Cadets Welfare Society which was remitted
to the Society on __________________________________.

Station : (Signature of NCC Group

Commander)
Date :
Part – VI
(Recommendations of the DDG)

1. The conditions laid down for award of scholarship have been fulfilled
and grant of scholarship to Cadet ____________________________ is
recommended.

457
Date : (Signature of the Deputy DG
NCC)

Note :
(i) Incomplete applications not to be forwarded to the Society.
(ii) Only one copy of each document is required.

CERTIFICATE
(To be signed by the ANO of the School/College presently being attended
by the applicant)

1. Shri
………………………………………………………………………………
…..
S/o ………………………………………………… is a bonafide
student of class ………………………………… of this school/college
since …………………….

2. The School/College provides NCC coverage and the above named

student is a cadet of the NCC in this Institution since
…………………………..

3. He/She maintains exemplary discipline.

4. A photocopy of Enrolment Form is enclosed.

Date :

(ANO of the Institution

with seal indicating the name of
School/College)

458
 SC/ST/OBC CERTIFICATE

1. This is to certify that Shri/Kumari ………………….. Son /Daughter

of ………………………………… of Village/Town……………………. In
District/Division …………………………… of the State/Union Territory
…………… belongs to the Caste/Tribe/OBC which is recognized as a
Scheduled Cast/Scheduled Tribe/Other Backward Class under the
Constitution.

2. Shri / Kumari ………………………………… and / or his / her

family ordinarily reside(s) in Village / Town of ……………………………
District / Division of the State / Union Territory of
…………………………….

Place : Signature
Date : Designation
(With seal of office)
Note : -
1. The term ordinarily resides used here will have the meaning as in
Section 20 of the Representation of the Peoples Act 1950.
2. The certificate will be signed by any of the following officials : -
(a) District Magistrate / Additional District Magistrate / Collector /
Deputy Commissioner / Additional Deputy Commissioner /
Deputy Collector / 1st Class Stipendiary Magistrate / City
Magistrate / Sub Divisional Magistrate / Taluka Magistrate /
Executive Magistrate / Extra Assistant Commissioner.
(b) Chief Presidency Magistrate / Additional Chief Presidency
Magistrate / Presidency Magistrate.
(c) Revenue Officer not below the rank of Tehsildar.
(d) Sub-Divisional Officer of the area where the candidate and / or
his family normally reside.

459
(e) Administrator / Secretary to Administrator / Development
Officer (Lakshadweep Islands).

460
POSTED STRENGTH OF AFHQ OFFICERS/STAFF IN DGNCC

Sl NAME DESIGNATION PAY SCALE

No. (RS.)
01 Ms Pramila Gupta Dy DG (P&F) 14300-400-18300
02 Shri SK Singh Dir (Fin) 12000-375-16500
03 Shri VPL Das Dir (Pers) 12000-375-16500
04 Shri Bhanu Pratap Jt Dir Lgs (Coord) 12000-375-16500
05 Shri P Raghunarayanan Dy Dir (Pers) 10000-325-11500
06 Shri Anil Kapoor Dy Dir (Fin) 10000-325-11500
07 Shri Anil Kumar PPS 10000-325-11500
08 Shri Raju Dewani Estt Officer 6500-200-10500
09 Shri Sujay Kumar Section Officer 6500-200-10500
10 Shri Parthendra Vasaniya Section Officer 6500-200-10500
11 Shri Vijender Singh Section Officer 6500-200-10500
12 Shri Roop Ram Section Officer 6500-200-10500
13 Shri RN Roy Section Officer 6500-200-10500
14 Shri VK Saxena Section Officer 6500-200-10500
15 Smt Rathika Venkatraman Section Officer 6500-200-10500
16 Smt Usha Kumari Section Officer 6500-200-10500
17 Shri VK Sharma Section Officer 6500-200-10500
18 Shri BC Bosh Section Officer 6500-200-10500
19 Shri Joshua Peter Section Officer 6500-200-10500
20 Sh L Chakrapani Section Officer 6500-200-10500
21 Shri Hem Chand Section Officer 6500-200-10500
22 Shri Jitu Manjhi Section Officer 6500-200-10500
23 Smt Asha Rani Rajput Asstt Dir (OL) 7500-250-12000
24 Shri Mathura Prasad Asstt Dir (OL) 7500-250-12000
25 Smt Hansi Bisht PS 6500-200-10500
26 Shri Sanjay Mehra PS 6500-200-10500
27 Smt Sundri Srinivasan PS 6500-200-10500
28 Shri Pawan Kumar` PA 5500-175-9000
29 Smt Gita Katoch PA 5500-175-9000
30 Smt Ishita Dev PA 5500-175-9000
31 Shri Prashant Kumar PA 5500-175-9000

32 Shri Arvind Kumar PA 5500-175-9000

33 Shri SC Mishra Sr Translator 6500-200-10000
34 Smt Neelam Chawla Sr Translator 6500-200-10000
35 Smt Pooja Kapoor Jr Translator 5500-175-9000
36 Smt Aekta Sehrawat Jr Translator 5500-175-9000

461
37 Shri Kuldip Baa Asstt 5500-175-9000
38 Shri Anil Kumar Asstt 5500-175-9000
39 Shri Madhu Sudan Sharma Asstt 5500-175-9000
40 Smt Kamlesh Sharma Asstt 5500-175-9000
41 Shri DP Singh Asstt 5500-175-9000
42 Shri Ashok Kumar Asstt 5500-175-9000
43 Smt JK Chawla Asstt 5500-175-9000
44 Shri RC Pant Asstt 5500-175-9000
45 Smt JD Chawla Asstt 5500-175-9000
46 Smt Sheela Devi Asstt 5500-175-9000
47 Smt Foola Rani Bamber Asstt 5500-175-9000
48 Smt Neelam Sharma Asstt 5500-175-9000
49 Shri Manjit Singh Asstt 5500-175-9000
50 Smt Vinod Bala Asstt 5500-175-9000
51 Shri Sudesh Kaien Asstt 5500-175-9000
52 Shri Gaj Raj Singh Asstt 5500-175-9000
53 Shri Kishan Chand Asstt 5500-175-9000
54 Shri Shardindu Kumar Jha Asstt 5500-175-9000
55 Shri KS Chauhan Asstt 5500-175-9000
56 Shri L Shankar Lal Asstt 5500-175-9000
57 Smt Ram Devi Asstt 5500-175-9000
58 Smt Manjit Kaur Asstt 5500-175-9000
59 Shri Bhagat Singh Asstt 5500-175-9000
60 Shri Prakash Chaudhary Asstt 5500-175-9000
61 Shri Sajjan Singh Asstt 5500-175-9000
62 Shri Ram Singh Asstt 5500-175-9000
63 Shri Suresh Chand Asstt 5500-175-9000
64 Shri Satish Kumar Asstt 5500-175-9000
65 Shri Thamarakshan A A/c Asstt 4500-125-7000
66 Shri S Mokhopadhyay A/c Asstt 4500-125-7000
67 Smt Renu Chaudhary D’Man 5000-150-8000
68 Shri Alok Kumar UDC 4000-100-6000
69 Shri T Thomte UDC 4000-100-6000
70 Shri Kishan Swaroop UDC 4000-100-6000
71 Shri VK Gopikrishanan UDC 4000-100-6000
72 Smt AK Sudha UDC 4000-100-6000
73 Shri KS Brijwal UDC 4000-100-6000
74 Shri Daulat Singh UDC 4000-100-6000
75 Smt Renu Grover UDC 4000-100-6000
76 Shri Zeeshan Ali Khan UDC 4000-100-6000
77 Sh Chandra Shekhar Prasad UDC 4000-100-6000
78 Shri Nilesh Kumar Ojha UDC 4000-100-6000
79 Shri Rakesh Kumar UDC 4000-100-6000
80 Smt Raj Lakshmi Sharma UDC 4000-100-6000
81 Shri Om Prakash UDC 4000-100-6000

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81 Smt Sushila Devi UDC 4000-100-6000
83 Shri Shiv Narayan UDC 4000-100-6000
84 Smt Aruna Jakhmola UDC 4000-100-6000
85 Smt Savitri Gosain UDC 4000-100-6000
86 Smt Satya Kulshrestha UDC 4000-100-6000
87 Smt Maninder Notay UDC 4000-100-6000
88 Shri Sanjay Kumar Mishra UDC 4000-100-6000
89 Smt Lowa Moty Tiu UDC 4000-100-6000
89 Shri SK Pramanik UDC 4000-100-6000
90 Shri Ajay Singh Rawat UDC 4000-100-6000
91 Shri Sandip Pal UDC 4000-100-6000
92 Smt Abhilasha UDC 4000-100-6000
93 Shri Amar Deep Jhangala UDC 4000-100-6000
94 Smt V Premlatha UDC 4000-100-6000
95 Smt Inderjeet Kaur UDC 4000-100-6000
96 Shri Sudhir Salhotra UDC 4000-100-6000
97 Shri Mohan Mishra UDC 4000-100-6000
98 Shri Prakash Chand UDC 4000-100-6000
99 Smt Usha Gautam UDC 4000-100-6000
100 Shri Mahipal Singh UDC 4000-100-6000
101 Smt Sarika Gill Vashishtha Steno ‘D’ 4000-100-6000
102 Shri Ravindra Nath LDC 3075-75-4590
103 Shri Ravi Kapoor LDC 3075-75-4590
104 Shri Avinash Kaushal LDC 3075-75-4590
105 Smt Sheela Moorjani LDC 3075-75-4590
106 Shri Virender Singh LDC 3075-75-4590
107 Km Vishakha Khati LDC 3075-75-4590
108 Shri Ahindra Panigrahi LDC 3075-75-4590
109 Shri Madan Singh LDC 3075-75-4590
110 Shri N Krishna LDC 3075-75-4590
111 Shri Rishikesh LDC 3075-75-4590
112 Shri SK Pandey LDC 3075-75-4590
113 Shri AK Mishra LDC 3075-75-4590
114 Smt Neelam Phogat LDC 3075-75-4590
115 Smt Anju Pandey LDC 3075-75-4590
116 Smt Aruna Narula LDC 3075-75-4590
117 Shri FA Baig LDC 3075-75-4590
118 Shri Bhupal Singh LDC 3075-75-4590
119 Shri Manoj Kumar LDC 3075-75-4590
120 Shri Praveen Kumar LDC 3075-75-4590
121 Km Shikha Baijal LDC 3075-75-4590
122 Shri Pankaj Kumar LDC 3075-75-4590
123 Shri Manoj Kumar LDC 3075-75-4590
124 Shri Ritesh Kumar LDC 3075-75-4590
125 Shri Vyankat Ninawe LDC 3075-75-4590

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 126 Shri Roshan Lal Driver 3075-75-4590
127 Shri Jai Singh Tokas Driver 3075-75-4590
128 Shri Satyanarayan Driver 3075-75-4590
129 Shri Manikant Jha Driver 3075-75-4590
130 Shri Ram Avtar Prasad SGO 3075-75-4590
131 Shri Manohar Dutt Daftry 2650-65-4000
132 Shri Rajender Singh Daftry 2650-65-4000
133 Shri Vijay Pal Singh Daftry 2650-65-4000
134 Shri Ash Kiran Pal Daftry 2650-65-4000
135 Shri Ganga Ram Daftry 2650-65-4000
136 Smt Shanta Daftry 2650-65-4000
137 Shri LR Meena Daftry 2650-65-4000
138 Shri M.Mala Kondiah Sr Peon 2650-65-4000
139 Shri Rajender Singh Peon 2550-55-3200
140 Shri Lekh Raj Peon 2550-55-3200
141 Shri Mahabir Singh Peon 2550-55-3200
142 Shri Kailash Peon 2550-55-3200
143 Shri Devi Prasad Peon 2550-55-3200
144 Shri Sunil Kumar Peon 2550-55-3200
145 Shri Ramesh Chand Peon 2550-55-3200
146 Shri Chandrika Peon 2550-55-3200
147 Shri Kanishka Biswas Peon 2550-55-3200
148 Shri Rameshwar Gond Peon 2550-55-3200
149 Shri Birma Chidda Peon 2550-55-3200
150 Shri Manorama Devi Peon 2550-55-3200
151 Shri Budhi Singh Peon 2550-55-3200
152 Shri Mohan Lal Peon 2550-55-3200

OFFICERS ON DEPUTATION TO DGNCC FROM CGDA

01 Shri Satya Pal Accounts Officer 7500-250-12000

02 Shri VK Jain Asstt Accounts Officer 7450-225-11500
03 Smt Rajni Bhola Asstt Accounts Officer 7450-225-11500

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