Office Manual I

Welcome

To

Training Session

On

Office Manual I
 Office Manual I

Brief Contents

• Organization of DAD

• Duties and Responsibilities/Set up of CGDA

Office

• Regional PCsDA/CsDA

• Functional PCsDA/CsDA

• Training Institutes

• PIFAs/IFAs
 Office Manual I

Brief Contents

• Recruitment, appointment promotion and

confirmation
• Pay and Allowances of DAD personnel
• APARs
• Leave and Attendance
• Conduct and Discipline
• Man Power Distribution and Transfer policy
• Office Buildings and furniture
• Correspondence, Registers, Work books and Reports
etc.
• Provisions of Official Language Act
• Duties and powers of G.Os/AAOs
 Office Manual I

Organization of DAD

• DAD is under the administrative control of

MOD (Fin)

• Control is exercised by Secretary

(Def/Fin)/FADS

• Dual Functions

• Appropriation Accounts

• Defence Services Estimates and MOD (Civil)

Estimates
 Office Manual I

Organization of DAD

• Chief Accounting Authority

• Chief Accounting Officer

• Principal Accounting Officer

• CGDA – HOD – Payment and Accounting

Functions

• Organizational structure of DAD

 Office Manual I

Hierarchy of posts – H.Qrs.

• CGDA – Apex Level Pay Scale

• Addl. CGDA – HAG +
• Sr. Jt. CGDA/Jt. CGDA
• Sr. Dy. CGDA
• Dy. CGDA
• Sr. ACGDA
• ACGDA
• SAO/AO
• AAO
• Senior Auditors/Auditors/Clerks/MTS
 Office Manual I

Set up of CGDA Office.

• Administration

• Audit

• Inspection

• Accounts

• Hindi

• EDP

• IFA

• Internal Audit
 Office Manual I

Hierarchy of posts – Field Offices

• PCDA – HAG /CDA - SAG

• Addl. CDA – JAG NFSG /Jt. CDA - JAG
• DCDA – STS /ACDA - JTS
• SAO/AO
• AAO
• Senior Auditor
• Auditor
• Clerk
• MTS
 Office Manual I

Duties and functions of DAD

• Prompt payment of Pay Allowances of Armed Forces,

Defence/MES Civilians, Industrial Employees
besides DAD personnel

• Prompt payment of third party claims for supplies

and services rendered to Defence Services

• Maintenance of Accounts of Defence Services

Receipts and Expenditure

• Internal Audit functions

• Integrated Financial Advice services

 Office Manual I

Functional PCsDA/CsDA

• PC of A Kolkata and Controllers of Fys

• PCDA (P) Allahabad
• CDA (PD) Meerut
• CDA (Funds) Meerut
• PCDA (AF) Dehrudun, CDA (AF) New Delhi
• PCDA (Navy) Mumbai
• PCDA (O) Pune
• PCDA (R&D) New Delhi, Secunderabad and Bengaluru
• PCDA New Delhi
• PCDA (BR) New Delhi and CDA (BR) Guwahati
• CDA CSD Mumbai
• CDA IDS New Delhi
• CDA (Navy/Coast Guards) Delhi
 Office Manual I

Regional PCsDA/CsDA

• PCDA (NC) Jammu

• PCDA (WC) Chandigarh
• PCDA (CC) Lucknow
• PCDA (SWC) Jaipur
• PCDA (SC) Pune
• PCDA Bengaluru
• CDA (Army) Meerut
• CDA Guwahati
• CDA Patna
• CDA Jabalpur
• CDA Secunderabad
• CDA Chennai
 Office Manual I

Training Institutes

• CENTRAD Delhi
• NADFM Pune
• RTC Pune
• RTC Bengaluru
• RTC Lucknow
• RTC Meerut
• RTC Kolkata
• OTI Gurgaon
• DPTI Allahabad
 Office Manual I

PIFAs/IFAs

• PIFAs Army
• PIFA Air Force
• PIFA Navy
• PIFA IDS
• PIFA Coast Guard
• IFAs at Command Level (Army/Navy/Air Force)
• IFA R&D
• IFA Border Roads
• Regional CsDA
• Dedicated IFAs at units level
• IFAs (Projects)
 Office Manual I

Sub Offices under PCsDA/CsDA

• Pay Accounts Offices (ORs)

• DPDOs
• Area Accounts Offices
• Accounts Offices
• AOs GE/DGNP/EHQ etc.
• AAOs BSO
• LAOs/ALAOs/RAOs
• UADEOs
• DAD Cells
 Office Manual I

General duties of PCsDA/CsDA

• No section will be under direct control of PCDA/CDA

• Most of his/her time is spent of FA, Disciplinary cases,

Inspection/visits to sub offices and interaction with Command
H.Qrs.

• Communication and circulation or orders – Audit/Accounting.

Ensuring proper accounting, realization of receipts,
recoveries and audit

• Can correspond with GOI/Services H.Qrs. on routine matters –

All the other matters through CGDA only

• When considers that a prescribed procedure/practice is

unsatisfactory, he may take decisions if competent, implement
the same, appraise the CGDA office
 Office Manual I

General duties of PCsDA/CsDA

• Proper handing and taking over at the time of transfer –

Destroying the seal of outgoing officer

• Not to give audit decision in hypothetical case - Not to

relax audit

• Interpretation of rules – dictionary meaning - Reference

• Not to over rule decision of predecessor – CGDA

• Opening/up grading/shifting office headed by Gazetted

Officer – CGDA – In case managed within strength
 Office Manual I

Recruitment/Appointment/Promotion/Confirmation

• Direct Recruitment – ACDA/SAS (A)/Auditor/Clerk /MTS/

DEO/PA/JHT – UPSC/SSC – Probation 2 years

• Compassionate Appointment – MTS/Clerk/Auditor

• SAS Examination – Prelims/Part I/Part II

• Promotion – DPC – Chairman/members – composition

• Vacancies, RRs, APARs etc.

• Fitness, Sealed Cover proceedings etc.

• Compulsory members – Lady, SC/ST, Minority Officer (10/more)

 Office Manual I

Reservation in Direct Recruitment

• SC – 15%

• ST- 7.5%

• OBC – 27 % (No Reservation in Promotion)

• ESM – (10% of DR – Group C)

• Persons with Disabilities – 3% on total

vacancies

• Refusal of promotion – No offer till one year

 Office Manual I

MACP

• 3 Up-gradations – 10, 20, 30 years

• If 10 years completed in one pay level – next
MACP
• Not applicable to organized Group A services
• Pay fixation
• No change in designation, status, powers
• Reservation not applicable
• Refusal of promotion – MACP not allowed
• MACP allowed – Refused promotion –not withdrawn
• But further MACP not allowed till accepts
promotion and deferred to the extent of debarment
due to refusal
 Office Manual I

APAR

• ACR Renamed as APAR from 14.05.2009

• APARs of AO and above – Original to CGDA
• Dossier file sent – Transfer
• APAR not necessary if retiring before 30th
June
• Officers on deputation – received – sent to
CGDA
• Numerical Grading & Pen Picture
• 8-10 - Outstanding (9)
• 6-short of 8 - Very Good (7)
• 4-short of 6 - Good (5)
 Office Manual I

APAR

• Reporting Officer
• Reviewing Officer
• Accepting Officer
• Adverse Entries to be communicated
• Representation will be considered
• APAR of AO GE – GO (E)
• APAR of LAO/RAO – GO (IA)
• Copy provided to the individual
• Representation with in 15 days
• Decision will be taken by Competent Authority
(next higher to accepting officer)
 Office Manual I

APAR

• Rep. Officer not to refer to previous years’

reports
• Copies should not be given to retired
persons/private bodies – Gist can be provided
• Absence for more than 30 days/10 spells
• If there is no reporting officer – Reviewing
officer
• Review and acceptance can be done by next
officer
• Not to write report in respect of a relative
• Reporting officer can write after retirement
– one month and retired Reviewing officer
 Office Manual I

APAR

• Self Appraisal
• Quality of work output – 40% weightage
• Personal Attributes – 30% weightage
• Functional competency – 30% weightage
• Integrity to be certified, Immovable property
return
• Pen Picture
• Final Grading - Aggregate of weightage
• Period for each activity of APAR from
distribution of blank forms to finally taking on
record to be adhered
• SPARROW – Smart Performance Appraisal Report
Recording Online Window
 Office Manual I

Leave

• All time spent on leave (except EOL without

MC) counts towards service

• Governed under CCS (Leave) Rules 1972

• Published through Part II Office Orders –

except CL

• Leave plan of PCsDA/CsDA – 30th November

• PCDA/CDA to intimate CGDA – Leaving station

on duty
 Office Manual I

Leave

• Leave Address
• Monthly Leave Statement
• Posting in Leave Account
• Leave chain arrangement – 10% reserve included
• Sanction to be ensured before leaving
• Casual leave not combined with leave – Exception
• RH can be mid fixed with CL but not Other leave
• Casual leave in case joined in the middle of the year
• Proportionate EL/HPL for calendar month
• Special Casual Leave
• Sanction of MHA – MOD (Fin)
• Compensatory leave – 2 at a time – Within one month
 Office Manual I

Leave

• Sickness – 2 days can be granted without MC

• Sickness – EL up to 3 days MC can be waived
(Debited against regular leave other than MC)
• Commuted Leave/HPL/EL on medical grounds
• Reasonable prospect of reporting to duty
• Medical Certificate – Unfit/fitness
• CGHS/AMA – RMP in case of Non Gazetted
• Second Medical Opinion – If felt necessary
• Medical Board – Permanently incapacitating
 Office Manual I

Leave

• EL
• HPL
• Leave Not Due – HPL – adjusted against future
credit
• EOL with or without MC
• No leave of any kind can be granted for a
continuous period exceeding five years
• Maternity leave (180/45)/Paternity Leave (15)
• Leave – adoption of child
• Child Care Leave (age -18/22) – Max. 3 spells
 Office Manual I

Attendance

• 9:00 – 05:30, 9:15 to 5:45, 9:30 to 6:00

• Marking in Attendance – CL/EL/RH/HL/CCL/PL
• L- in red ink for others not present (within
5 min.)
• After one hour A will be added to L – LA
• HL – Half day for FN/AN – Pre/post Lunch
session
• Late Att. can be condoned by GO – 2 times in
month
• After 2, HL for each occasion of Late
Attendance
• Frequent Late attendance attracts the
provisions of Discipline Rules
 Office Manual I

Conduct and Discipline

• Central Civil Services (Conduct Rules) 1964

• Dos and Don’ts
• Central Civil Services (Classification,
Control and Appeal) Rules 1965
• No member of the establishment below the rank
of a Gazetted Officer is to receive any
strangers
• Access to official records is permitted to
none
• Not to be made public/Press
• No communication which is not authorized
under rules
 Office Manual I

Conduct and Discipline

• No official documents may be taken out of the

office without the written permission of the
AO/GO i/c
• Application for outside employment – PCDA/CDA
• No canvassing for Insurance/any other
business
• Receipt or acceptance of an offer of or an
attempt to obtain, any consideration beyond
entitlement – No
• Perform the task – Office Hours – Neatness
• Anonymous/pseudonymous letters – No
• Joint Representations - No
 Office Manual I

Conduct and Discipline

• Not to seek interviews of officers at

residence
• No political influence
• Wander about the office building – No
• Before leaving – arrangement of papers – Lock
• Member of political party – canvassing – No
• Editing or management of any newspaper or
other periodical publication – Prior
permission
• Movable and immovable properties – Gifts –
Permission/Intimation wherever required
• Speculation, habitual indebtedness – No
• Harassment of women - No
 Office Manual I

Disciplinary action

• Minor penalties – Rule 16

• Major penalties – Rule 14
• Preliminary Investigation – Prima facie a case
exists
• Charge sheet
• Inquiry Officer/Presenting Officer
• Inquiry – Quasi judicial
• Report of Inquiry Officer
• Decision of Disciplinary Authority
• Speaking Order
• Punishment/exoneration/Treatment of suspension
period
• Appeal, Review and Revision
 Office Manual I

Suspension

• Any offence or conduct involving moral

turpitude.
• Corruption, embezzlement or misappropriation
of Govt. money, possession of
disproportionate assets, misuse of official
power or machinery of Govt.
• Serious negligence and dereliction of duty
resulting in considerable loss to government
• Apprehension of the Govt. servant tampering
with witnesses or documents.
• Being involved in a public scandal
• Criminal misconduct.
 Office Manual I

Suspension

• Subsistence allowance – 50% of pay – Review

• LTC – family can avail
• CEA/Hostel Subsidy – Admissible
• Leave Encashment – may be with held
• Pension – Provisional
• DCRG – with held
• Compulsory – IT, LF & Allied, Repayment of
loans/advances, CGHS and CGEIS contribution
• Optional: PLI, society dues, Refund of GPF
advance
• No deduction: GPF sub., court att., recovery
of loss
 Office Manual I

Transfer policy

• Review of policy – every 5 years

• Transfer on comp./discipline – Out side purview
• Hard/Tenure Stations – 2 terms
• Chance to serve at popular/choice stations
• Defence Accounts Placement Board Recommendations
• Volunteers/Station/Organization Seniors –
State/Own
• Above 58 years age – Choice station if possible
• Cooling - 3 years for third party payments
offices
• Medical/spouse /Education/Unmarried/Widow
• Transfer on promotion – 56 years age not
applicable
 Office Manual I

Other Important points

• Maintenance of office buildings/records/Library

• Safety measures
• Furniture and dead stock items – ASTB
• Surprise checks
• Office Note, Part I/II O.Os./I.Os., MNB, Work
Book, MPR
• System of Filing, T-linking, 150 pages/Reminder
Charts
• Identity Card
• Conservancy services
• Welfare measures – water, wet canteen
• Notice Board
 Office Manual I

Official Language Act/Rules

• OL of the Union shall be Hindi in Devnagari

script
• English usage for 15 years, extended time to time
• OL Act 1963 and Rules 1976
• Duty of the union to promote Hindi
• Committee 20/10 MPs from Lok Sabha/Rajya Sabha
• Translation of Acts – Central/States ( in certain
cases)
• Region A, B and C
• A- Bihar, Haryana, HP, MP, Rajasthan, UP, Delhi,
ANC
• B- Gujarat, Maharashtra, Punjab and UT of
Chandigarh
• C- All the other states and UTs
 Office Manual I

Official Language Act/Rules

• Reply to communication in Hindi shall be in

Hindi
• Representation can be in English or Hindi
• Request for English from employee generally
not acceded to, but legal and tech. nature –
provided
• Proficiency – Hindi Medium X, Hindi in
Degree, Self
• Working Knowledge – X, Pragya, Other exam,
Self
• Codes/Manuals/Stamps /Forms/Name Plates/Sign
Boards/Letter Heads /Registers Headings –
 Office Manual I

Miscellaneous

• Pink List
• List of SAOs/AOs and AAOs
• Maintenance of Service Books – Information
• Transfer of Service Book
• Service Certificates for various purposes
• Extract of Service Book
• Test Audit Objections TAOs
• Super Review
• Duties and Powers of AAO
• Maintenance and Disposal/Destruction of
Records
 Office Manual I

Codes/Manuals

• OM I – All DAD Offices

• OM II – Regional CDA
• OM III – PCDA (AF)
• OM IV – PCDA (Pension) Allahabad
• OM V – CDA (Funds) Meerut
• OM VI – PC of A Kolkata
• OM VII – PCDA (Navy) Mumbai
• OM VIII – E Section of Regional
CDA
 Office Manual I

Codes/Manuals
• OM IX – PCDA (Officers)
• OM X – PAOs (ORs)
• OM XI – EDP work
• OM XII – PCDA New Delhi
• OM XIII – PCDA (Border Roads)
• Army Local Audit Manual – LAOs
• Navy Local Audit Manual – NLAOs
• Air Force Local Audit Manual – LAOs (AF)
• MES Local Audit Manual – RAOs
• UA Manual – AOs GE/AAOs GE
• Defence Account Code and Audit Code – PCDA (SC)
 Office Manual I

Powers of AAOs

• Grant of 4 days Casual Leave

• Grant of 2 days RH at a time
• Grant of EL for 12 days at a time

When holding independent charge

• Grant of CL up to 6 days at a time

• Grant of EL for 25 days at a time
 Office Manual I

Powers of AAOs

• Writing of APARs

• Powers to attest entries in Service Books

• Issue of Orders for destruction of time expired records other than

confidential records and service books

• Powers to deal with cases relating to admission to GPF/Allotment of

account number and furnishing of annual statements

• Issue of leave admissibility report except in the cases of

LPR/Terminal leave

• Signing of all routine correspondence except correspondence

involving decision on audit, accounting and payment matters and
relating to discipline, issue of reminders, Part-II Office Orders
notifying promotion of Group `D' & other orders of routine nature
like grant of leave, movement orders etc.
 Office Manual I

Powers of AAOs

• Full powers to pass the requisition for advance of

TA/DA/Pay etc. on TD/leave for payment in respect of all
personnel including DAD

• Powers of the AAO in respect of passing the requisition

for advance on LTC may however, be restricted to Rs.
25,000 only

• AAOs are authorised to audit and pass all the Ty. duty
claims in respect of all categories of personnel
including DAD

• Bills on account of advance/withdrawals from GPF/AFPP

fund claims upto Rs. 1,00,000/- in respect of all
categories including DAD
 Office Manual I

Powers of AAOs

• Powers to deal with finally (i.e., audit & payment) all

bills up to Rs. 50,000/- 3rd parties

• OPD medical claims may be audited & passed up to Rs.

2500/-

• Hospitalization : (i) Claims for advance-full powers to

pass the claims. (ii) Hospitalization claims-final bills
up to RS. 50,000/-

• All bills which are not covered above but are payable
through Public Fund accounts up to Rs. 1,00,000/-.

• Approval and signing of punching medium upto Rs.

5,00,000/-.
 Office Manual I

Powers of AAOs

• Audit & Payment of cash requisitions up to Rs.

5,00,000/-

• AAOs holding independent charge are authorized to

render reports and returns direct to main office
with a copy to LAO/RAO concerned

• Authorized to countersign LPC in respect of

industrial employees of MES, factories and other
organization

• To pass telephone bills issued by MTNL/BSNL and

other bills like electricity, water and ground
rent etc. payable to Govt. Department
 Office Manual I

Powers of AAOs

• Post audit of Rum/Cigarette allowance claims of JCOs/ORs paid for

Imprest up to Rs. 5,000/-

• Signing of crossed postal orders in favour of CDA on account of cost

of tender forms for realization and credit to Govt. accounts

• To price all loss statements and expense vouchers up to Rs. 50,000/-

• To render audit report in case of store losses not due to theft,

fraud or gross negligence up to Rs. 20,000/-

• To sign DP Sheets

• Signing of cheques – When only one AO posted in the office

• Independent Charge – Can sign the cheques

 Office Manual I

Powers of AAOs

• Post audit of Rum/Cigarette allowance claims of JCOs/ORs paid for

Imprest up to Rs. 5,000/-

• Signing of crossed postal orders in favour of CDA on account of cost

of tender forms for realization and credit to Govt. accounts

• To price all loss statements and expense vouchers up to Rs. 50,000/-

• To render audit report in case of store losses not due to theft,

fraud or gross negligence up to Rs. 20,000/-

• To sign DP Sheets

• Signing of cheques – When only one AO posted in the office

• Independent Charge – Can sign the cheques

 Office Manual I

Powers of AAOs

• Annual identification of pensioners

drawing pension covered by the new
banking scheme

• Disbursement of pension as per

delegation

• NE Group in PAOs office are authorized

to sign tender memos up to Rs.5,000/-
 Office Manual I

Level Jumping

• Two tier processing (Auditor and AAO) - for all bills up to the
delegated financial powers of AAO's

• Two tier processing (Auditor + AO/SAO) - for all bills valuing above
the financial powers of AAO's and up to RS. 2.00 lakhs

• Four tier processing (Auditor, AAO, AO/SAO & Group Officer) - for
all bills exceeding Rs. 1.00 Crore in all offices except PCDA New
Delhi

• Four tier processing (Auditor, AAO, AO/SAO & Group Officer) - for
all bills exceeding Rs. 5.00 Crores in PCDA New Delhi

• In the absence of any Time Scale IDAS Officer in an independent sub-

office, the PCDA/CDA, after careful consideration and after
recording speaking orders in each case, can authorize one or more
AOs in the sub-office to pass bills for a period not exceeding three
months, even where their value exceeds Rs. 1.00 Crore
Office Manual I