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(fj) Union Bank of India

Human Resource Administration Division,

Human Resource Department, Central Office, Mumbai

Staff Circular No. 7965 Date: 06.04.2023

SUB: SCHEME FOR PROVIDING HOUSEHOLD ITEMS TO OFFICERS

(FURNITURE/ELECTRIC & ELECTRONIC HOUSEHOLD ITEMS)

HIGHLIGHTS OF CIRCULAR

};;> Periodicity for availment of Furniture, Electric & Electronic item is reduced
from 10 years to 5 years.
};;> Increase in the depreciation rates under the Scheme from 10% to 20%.
};;> Officers are permitted to avail afresh till their superannuation.
};;> No restriction on number of items to be purchased under the Scheme.
};;> Husband & Wife working in the Bank can purchase items under the Scheme
without any restriction .

Attention of all offices/branches are invited towards below mentioned Staff Circulars/ Circular
letter vide which Scheme of Furniture for Officers and further modifications/ clarifications
regarding the Scheme were circulated:

S.N Circular Name Circular No./ Circular

Circular Letter Date
No.
1 Harmonization of Staff Benefits: Furniture for Officers 7142 27.03.2020
2 Clarifications on Furniture items provided to Officers 7200/2020 18.05.2020
3 Furniture items for residential accommodation - Input 6513 02.09.2021
Tax Credit on Furniture items provided to Officers
4 Clarification regarding Write off on Furniture/ Electric 7724 04.07.2022
Items on completion of 10 years (For active staff)

We are pleased to inform that Board has approved modification in the Furniture Scheme
provided to Officers and the Scheme is now renamed as 'Scheme for providing Household
items to Officers'.

In view of the aforesaid the detailed modified 'Scheme for providing Household items to
Officers' is enclosed as Annexure-!. The Revised Scheme is effective from 01 .04.2023 .

The contents of this Circular should be brought to the notice of all concerned .
·.
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Chief General Manager (HR)
Classification: Internal ~ww- 1
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(fjl Union Bank of India

Human Resurce Administration Division,

Human Resource Department, Central Office, Mumbai

ANNEXURE-I
SCHEME FOR PROVIDING HOUSEHOLD ITEMS TO OFFICERS
(FURNITURE, ELECTRIC & ELECTRONIC HOUSEHOLD ITEMS)

S.N Particulars Details

• An Officer will be eligible to avail this facility after confirmation

1 Eligibility or completion of 2 years in the bank services, whichever is
earlier.

• Officers will be eligible for reimbursement for purchase of

Furniture/Electric/Electronic items depending upon the
monetary limits fixed for residential accommodation taken by
them in Bank's name, personal name or the accommodation
owned by them or staff quarters allotted to them.

• In case both husband and wife are working in officer cadre in the
Bank, both of them can avail this facility in their individual
capacities without any restriction on the items.

• Officers are permitted to avail afresh till their superannuation.

• Officers under suspension against whom disciplinary action is

contemplated/pending will not be eligible for provision of
household items during suspension period. However, Officers
against whom disciplinary action is concluded and appropriate
penalty is imposed will be eligible for provision of household
items.

• Officers shall be eligible for availing the benefit of the Scheme

during the Maternity Leave as well.

• Officers who are on Sabbatical Leave/ Loss of Pay shall not be

eligible for availing the benefit of the Scheme. However, such
Officers can avail the benefit of the Scheme once they resumes
the active service of the Bank.

Classification: Internal 2
S.N Particulars Details

2 Limits Scale limits (in lacs)*

VIII 5.00
VII 4.00
VI 3.50
v 2.75
IV 2.25
Ill 1.80
II 1.50
I 1.20
*limits are Exclusive of GST

3 Periodicity The Officers can seek replacement of the household items after a
period of 5 years. The limits shall be reinstated item wise after 5
years from the date of sanction.

• The Officer can purchase any of the Furniture I Electric/

4 Type of Furniture/ Electronic household items under the Scheme as per Annexure.
Electric/ Electronic Employees should ensure that they purchase the items falling
Items purchased within the purview of Furniture I Electric/ Electronic items of
under the Scheme household only.

• The indicative list of items are enclosed as Annexure- II.

5 Depreciation Depreciation will be calculated ®20% Straight Line Method for each
completed year, separately on each item from the date of sanction.

6 Recovery in case of • At the tillle of retirement/ Voluntary retirement/ resignation

exists like etc., the recovery under t he Scheme shall be as under:
reti rementl
Voluntary Age of Furniture/Electric/Electronic Depreciation
retirement/ item from the date of sanction
Resignation etc. Less than or equal to 2 years Book Value
More than 2 years but tess than or equal 50% of Book Value
to 3 years (Depreciated Value)
More than 3 years No recovery

• Depreciation will be calculated ®20% Straight Line Method for

each completed year, separately on each item from the date of
sanction. Notional Value of the items (Including 100% of GST
amount sanctioned) shall be taken into account while calculating
book value of the items. The depreciation shall be calculated on
each completed year from the date of sanction.

• At the time of retirement on superannuation/ VRS or resignation

before completion of 3 years from the date of sanction, the value

Classification: Internal
S.N Particulars Details

of household arrived at as per the above table shall be treated as

recovery from the Officer.

• In such cases, the recovery shall be made by the respective

FGMO/ RO/CO from which the Officer is getting superannuated/
VRS and opted for resignation.

• In respect of Officers terminated from the services by way of

punishment (Dismissal/ CRS/ Removal), the amount of recovery
shall be to the extent of the book value of the item.

•In case of death of the Officer while in service, the family of the
deceased officer i.e. Spouse or the PF nominee will be given
household item already purchased by that Officer free of cost and
the Book value of the items will be written off from the Bank's
books.
7 Procedure to Under the Scheme, Furniture/Electric/Electronic items can be
purchase items purchased through below mentioned means:
under the Scheme
a) Submission of quotations to the Bank & direct payment to
Vendor:

• For unbranded items three quotations are to be obtained and the

lowest quotation be approved by the Competent Authority f or
acquiring the Item. However, for branded item, only one
quotation is required to be submitted.

• Once the application is sanctioned in Union Parivar, the payment

can be made to the Vendor either through NEFT /RTGSIIMPS/DD
etc. and details of the same should also be entered while
disbursing the application in Union Parivar. All Offices should
ensure disbursement of the application in Parivar.

b) Reimbursement to Officer:

• The reimbursement will be permitted for branded items which

are purchased either through Online or Offline method.

• Invoice/bill should be in the name of employee and as far as

possible in the name of employee C/o Union Bank of India.

• No advance in this case will be allowed.

• lnvoice/e-bill not having the name of staff as buyer will not be

considered for reimbursement.

• Payment to the vendor done by employee should be routed

through the account or credit card of employee only.

~ · ·· Classification : Internal
S.N Particulars Details

• If the purchase is made through cash, the purchase is not eligible

for reimbursement under the Scheme.

• Copy of the bill along with statement of account! statement of

credit card, through which t he payment has been made to be
produced/ uploaded as proof of payment.

• Furniture/ Electric/ Electronic items purchased on EMI

transactions will not be reimbursed.

• In case of online purchase, Officers are advised to apply for

reimbursement only after expiring of return period to avoid
cancelation of sanctioned application.
8 Sanction of Polishing In respect of wooden furniture items, polishing charges maximum
Charges upto 5% of furniture cost excluding GST will be allowed once in three
years on actual basis on production of bills. The polishing charges
can be availed once in 5 years.

The modalities to be adopted for the said purpose are as under:

• The polishing charges shall be payable for wooden furniture items

only.

• For such purpose, bill/invoices can be considered for the purpose

of reimbursement and no quotations are requi red.

• The polishing charges shall be payable maximum upto 5% of the

cost of the furniture item. For eg. if the bill is for polishing of a
bed for which the sanctioned amount was Rs.20,000/-, then an
amount upto Rs. 1000/- can be sanctioned as polishing charges.
If GST amount is payable on bill/invoice and the GST number of
vendor is mentioned on the bill, the polishing charges may be
reimbursed over & above the existing ceiling of the
reimbursement.

• In this regard, for submission of applications, a module is under

development in Union Parivar and the details regarding the same
shall be informed in due course.

• All sanctioning authorities are advised to check the furniture

register of concerned officer and periodicity of availment before
sanctioning the charges.

• The sanctioning authorities for the said purpose, shall remain

same of that of sanctioning furniture/electronic items as
mentioned at point no. 11 .

Classification: Internal
S.N Particulars Details

9 Generallnstructions
• Payment to the vendor done by employee should be routed
through the account or credit card of employee only. Copy of
the bill along with statement of account/statement of credit
card, through which the payment has been made to be
produced as proof of payment. Household items purchased on
EMI transactions will not be reimbursed.

• Under Regulation 19 (3) of Union Bank of India Officers Service

Regulations, 1979, a deduction of 0.15% of the first stage of scale
of pay in which the officer is placed, shall be effected for t he
provision of household items to Officers.

• If cost of any item is more than 50% of the total limit, the
employee will be eligible for the reimbursement of 50% of his/her
eligibility only and the rest amount will be borne by the Officer.

• On promotion/ upon enhancement of limit the Officer will be

permitted to purchase new items for the difference amount
subject to maximum ceiling applicable to the respective Grade/
Scale of the Officer. The Officer can purchase household items at
his/her place of choice.

• The Bank would not reimburse any annual maintenance contract

charged and the same will be borne by the Officer.

• The Officers can seek replacement of the items sanctioned earlier

after a period of 5 years from the date of sanction of
furniture/electric/electronic items. No amount needs to be
recovered/ deposited from/by these officers as the same gets
written off in the books by way of depreciation.

• Household items purchased by Officers as per the Scheme are to

be controlled with all the details regarding sanction,
disbursement and items of household items at the branch where
the Officer is posted while availing the facility and the Register
should be updated in Union Parivar. The physical records of
sanction/purchase/ bills etc. shall be maintained at the office/
branch level.

• There are no restriction on the number of items to be purchased

under the Scheme.

• The sanctioning of Household items should not amount to

financing of existing household items and should be utilised for
purchase of new items only.

Classification: Internal
S.N Particulars Details

• GSTIN of the Bank may not be mentioned on invoices for

payment/ reimbursement for household items provided to
Officers. However, invoice should be in name of Officer and
Bank's name (e.g. Mr. XYZ, C/o Union Bank of India, ABC Branch/
Office, Full Address of Branch/ Office). Bank will capitalize the
entire amount to be paid/ reimbursed to the Officer including
GST irrespective of Bank's GSTIN mentioned on invoice or not.

• No application should be processed/ sanctioned manually.

• The Household items sanctioned under the Scheme shall be

treated as perquisite in terms of Income Tax Act, 1961 and shall
attract Section 17 (2) of the Income Tax, Act 1961 for
computation and payment of tax.

• Misuse of the facility will amount to misconduct and the Officer

will be liable to appropriate disciplinary action in terms of Union
Bank of India Officer Employees ' (Discipline ft Appeal)
Regulations, 1976.
10 Conditions to be • Ensure that the sanctioned Household items are entered in Union
adhered to by Parivar in all cases .
Controlling Offices
• Ensure separate control of Household items sanctioned t o officers
in Bank's books and reconcile the furniture, Electric and
electronic items sanctioned to officers with these heads at
regular interval.

• Ensure that the Furniture Rent Recovery (FRR) is being done as

per laid down guidelines.

• Ensure that the settlement of the furniture/Electric/ Electronic

items provided to the officers who have retired/ resigned/
expired etc. has been done as per the extant guidelines.

Classification: Internal 7
S.N Particulars Details

11 Sanctioning
Authorities S.N Officers Working in Sanctioning Authority
1 Officers worki ng in all type of Chief Manager or
branches/ offices including Authority above him at
RLPs/ IFBs/ MCBs/USKs/ MLPs/ Regional Office.
NPCs/ RAOs and other offices
working under Regional Office.
2 Regional Head, Officers Asst. General Manager or
working under FGMO/ STCs/ Authority above him at
ZAO/ ZVC and all other offices FGMO.
operating in the Zone not
covered under point
no. 1 above.
3 Officers working under Central Chief Manager (HRAD) or
Office from Scale I to Scale Ill. Authority above him at
co.
4 Executives working under Asst. General Manager
Central Office from Scale IV to (HRAD) or Authori ty
Scale VI. above him at CO.
5 Executives in TEGS-VII (General Dy. General Manager or
Managers). Authority above hi m at
CO.
6 Executives in TEGS-VIII General Manager or
(General Managers) . Authority above him at
co.
12 Write of procedure The write of f procedure to be adopted after completion of 5 years
after completi on of shall be informed i n due course. However, till the modified
5 years guidelines are circulated, the existing practice I procedure as
enumerated in Staff circular no. 7724 dated 04.07.2022 shall be
followed .
13 Clarification Chief General Manager (HR) is authorized as a Competent Authority
for providi ng any clari fication on the Scheme.

Classification: Internal 8
 ANNEXURE-II
INDICATIVE LIST OF FURNITURE ITEMS CAN BE PURCHASED UNDER THE SHCEME

S.N Particulars
1 Single Bed/ Double Bed
2 Diwan
3 Couch
4 Sofa set
5 All type of Tables like Side table/ Bed Table etc.
6 Dining Table with Chairs
7 Night stands
8 Store well/ Cabinet/ Closet/Cupboard/ Sideboard/ Almirah/ Display Unit
9 Desks
10 Bean Bag
11 Dresser/Dressing Table
12 Fireplace
13 Recliners
14 Ottomans/ Swivels & Gliders/ Chaises
15 All type of Chairs
16 Coffee Table Set I Tea Table Set
17 Benches
·18 Chests & Armoires/ Chests of drawers
19 Bookshelves and open shelves
20 Gas Stove/ Gas Top/ Burner
21 Stools
22 Ironing Board
23 Mirror stand with mi rror
24 Mattresses & Pillow
25 Modular Kitchen excluding kitchen utensils
26 Ladder
27 TV Stand
28 Computer Table
29 Display unit
30 Hammock/ Swing
31 Temple for home
32 Shoe rack
33 Exercise Equipment' s
34 Kitchen cabinet/ kitchen shelves
35 Oxygen Concentrator
36 Other Furniture Household items
The aforesaid Ust is only indicative Ust any other furniture item for home use can
also be sanctioned under the Scheme.

NOTE: ITEMS NOT TO BE CONSIDERED FOR SANCTION UNDER THE SCHEME:

Below mentioned it ems cannot be purchased/reimbursed under the Scheme.

• Any Furnishing Item like Curtain/Bedsheets/ Carpets/ Rugs/ Blanket/Mink/binds etc.

• Home Decorative Items like Chandeliers/ paintings/frames/wall paper/lights/Wall
Clock etc.
• Kitchen utensils like containers/ cookers/jars/ cutlery etc .
• Medical Equipment' s ot her than Oxygen Concentrator .
• Utensils for home use like buckets/mugs/ curtain rods/ taps, Fixture items etc .

Classificat ion: Internal

&v~
 INDICATIVE LIST OF ELECTRONIC/ELECTRIC ITEMS CAN BE
PURCHASED UNDER THE SHCEME

S. N Particulars
1 Kitchen Chimney
2 Food processer/ Mixer/ Grinder/ Juicer/slicer/ Aata Chakki/ Hand blender/
Oil extractor machine for home use/ Electric spice grinder
3 Geyser
4 Water purifier
5 Refrigerator
6 Washing Machine
7 Television .
8 Battery & Inverter/ Solar Home Inverter
9 Cloth dyer
10 Ceiling Fan/ Exhaust Fan/Table Fan
11 Dish Washer
12 Water Dispenser
13 Vacuum Cleaner
14 Toaster/ Sandwich maker ·
15 Oven/ Microwave/ Air Fryer I Electric Tandoor
16 Air Conditioner
17 Air Cooler/ Fan
18 Music System/ Home Theatre
19 Complete Home Security System
20 Hair Dryer/ Straighter/ Curler/ Trimmer
21 Laptop/ Dekstop/ 1-pad/ Tablets
22 Electronic Exercise Equipment's for home use
23 Sewing Machine
24 Heat Convector
25 Iron
26 Electric Rice Cooker
27 Coffee Maker
28 Roti Maker
29 Electric Kettle
30 Electric Soup Maker/ Yogurt Maker/ Egg boiler ·:. <

31 Electric Exercise Equipment's. '

32 Gaming Console/ Play Station
33 Other Elecfric/Electronic Household items.
The aforesaid list is only irldicative list any other Electronicl~lectric items for
home use can also be sanctioned under the Scheme.

NOTE: ITEMS NOT TO BE CONSIDERED FOR SANCTION UNDER THE SCHEME:

Below mentioned items cannot be purchased/reimbursed under the Scheme.

• All type of Cameras

• Mobile Phone
• Any type of individual electronic accessories like headphones/1-Pods/ memory
cards / mouse/keyboards/card readers/ graphic cards/ camera/ etc.

Classification: Internal