Coal India Limited

HR Manual
A Compendium of Executive HR Policies & Rules

Policy Cell, Coal India Ltd (Hq)

Jan’ 2020
Due efforts have been taken to prepare the HR Manual – compendium of
Executive HR Policies & Rules. However, in case of any inconsistency found in
the Manual, the same may kindly be brought to the notice of Policy Cell
Department, CIL(Hq), Kolkata to make the manual both comprehensive and
accurate for ready reference by all concerned.
 Table of Contents
1 CIL Executive Pay Revision 2017 1-33

2 Creation of Posts & Standard Designations 34-37

3 Recruitment of Executives 39-95

4 Cadre Schemes & Promotion Procedures 96-170

5 Determination of Inter-se Seniority 171-183

6 Performance Management System 184-213

7 Training & Development of Executives 214-218

8 Principles for fixation of pay of Executive cadre employees 219-225

9 Acting/ Officiating arrangements in respect of Executive cadre employees 226-228

10 CIL Executive Job Rotation & Transfer Policy 229-237

11 Forwarding of Application of Departmental Candidates 238-242

12 General Terms & Conditions of Services of Executives 243-247

13 Coal India Executives' Conduct, Discipline and Appeal Rules, 1978 248-304
Scheme for imparting practical training to the students who have passed the
14 305-308
final examination of ICSI.
15 Conveyance Advance Rules 309-323

16 CIL Furniture and Household Goods Purchase Scheme 324-341

17 House Building Advance Rules 342-386

18 Coal India Executive House Rent Allowance Rules 2010 387-402

19 Knowledge Management Framework in CIL 403-416

Scheme for providing Laptop/ Tablet or Devices of similar categories to
20 417-427
Executives of CIL & Subsidiaries
21 Coal India Executive Leave Rules 2010 428-452

22 Coal India Executives Leave Travel Concession Rules 2010 453-464

[i]
23 Coal India Limited Medical Attendance Rules 465-496

24 CIL Executive Mentoring Scheme 497-515

25 Coal India Executives Overseas Site Posting Rules 2010 516-531

26 Coal India Travelling Allowance Rules 2010 532-567

27 CIL Equal Opportunity Policy 568-574

28 CIL Talent Management Policy 575-597

29 Retirement & Exits 598-615

Contributory Post Retirement Medicare Scheme for Executives of CIL & its
30 616-633
Subsidiaries
31 CIL Executive Defined Contribution Pension Scheme 2007 634-669
CIL's Policy for availing the services of retired CMDs/ Directors/ Sr. level
32 670-678
Executives, etc. as full time/ part time Advisors.

[ii]
 CIL Executive Pay Revision 2017

Table of Contents

1.0 Pay Scales 2

2.0 Fitment Benefit 2

3.0 Methodology for Pay Fixation 3

4.0 Increment 3

5.0 Dearness Allowances (DA) 3

6.0 House Rent Allowances (HRA) 4

7.0 Leased Accommodation 4

8.0 Perks & Allowances (P&A) 6

9.0 Other Allowances/ Perks 6

10.0 Performance Related Pay 7

11.0 Superannuation Benefits 14

12.0 Corpus for Medical benefits for retirees of CPSEs 14

13.0 Club Membership 14

14.0 Periodicity 15

15.0 Miscellaneous 15

Annexures 16

References 33

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 CIL Executive Pay Revision 2017 [1]

Pursuant to the Presidential Directive issued by Ministry of Coal vide letter no.
49015/1/2016-CSR&W/PCA dated 26.07.2018/ 06.08.2018 for implementation of
Executive Pay Revision 2017, the Management is pleased to revise the scale of pay,
dearness allowances, etc. of both Board level and below Board level Executive cadre
employees of Coal India Limited and its Subsidiary Companies w.e.f 01.01.2017 as
per details given below:

1.0. Pay Scales

The revised pay scales for Board level and below Board Level Executives of CIL &
its Subsidiaries will be as under:

Grade Present Scale of Pay (₹) Revised Scale of Pay (₹)

CMD (Sch A) 80,000 – 1,25,000 2,00,000 – 3,70,000
Director (Sch A) 75,000 – 1,00,000 1,80,000 – 3,40,000
CMD (Sch B) 75,000 – 90,000 1,80,000 – 3,20,000
Director (Sch B) 65,000 – 75,000 1,60,000 – 2,90,000
E9 62,000 – 80,000 1,50,000 – 3,00,000
E8 51,300 - 73,000 1,20,000 – 2,80,000
E7 43,200 - 66,000 1,00,000 -2,60,000
E6 36,600 – 62,000 90,000 – 2,40,000
E5 32,900 – 58,000 80,000 – 2,20,000
E4 29,100 - 54,500 70,000 – 2,00,000
E3 24,900 - 50,500 60,000 – 1,80,000
E2 20,600 – 46,500 50,000 – 1,60,000
E1 16,400 – 40,500 40,000 – 1,40,000

2.0. Fitment Benefit

Since CIL complies with the Affordability condition for full fitment benefit, a
uniform fitment benefit of 15% will be applicable to CIL and its subsidiaries.

1
As per Presidential Directive issued by Ministry of Coal vide letter No. 49015/1/2016-CSR&W/PCA
dated 26.07.2018/ 06.08.2018. Communicated vide OM No. CIL/C5A(PC)/Pay Revision 2017/2972 dated
08.08.2018.

Previous Pay revision was administered as per 2007 Pay Revision guidelines.

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 Subsequent to implementation of Pay Revision, the profitability of the company
should be reviewed after every 3 years and if the profitability of the company falls
in such a way that the earlier pay revision now entails impact of more than 20%
average PBT of last 3 years, then PRP/ Allowances will have to be reduced to bring
down impact.

3.0. Methodology for Pay fixation

The fitment methodology to arrive at the revised Basic Pay as on 01.01.2017 will be
as under:

A B C D
(revised Basic
Pay as on
01.01.2017)*
Basic Pay + (+) Industrial (+) 15% of (=) Aggregate
Stagnation Dearness (A+B) amount
increment(s) as on Allowance rounded off to
31.12.2016 (IDA) @ the next
(Personal Pay/ 119.5% as Rs.10/-
Special Pay not to applicable on
be included) 01.01.2017

* In case revised Basic pay as on 01.01.2017 arrived so is less than the minimum
of the revised pay scale, pay will be fixed at the minimum of the revised pay scale.
4.0. Increment
A uniform rate of 3% of Basic Pay will be applicable for both annual increment as
well as promotion increment. The anniversary date of annual increment will be 1st
April.

In case of reaching the end point of pay scale, an Executive would be allowed to
draw stagnation increment, one after every two years up to a maximum of three such
increments provided the Executive get a performance rating of “Good” or above in
the last 2 years.

In all kinds of increments, the Basic Pay will be rounded up to the next multiple of
Rs. 10.

5.0. Dearness Allowances (DA)

100% DA neutralization would be continued for all the Executives w.e.f 01.01.2017.
Thus, DA as on 01.01.2017 will become zero with link point of All India Consumer
Price Index (AICPI) 2001 = 100, which is 277.33 (average of AICPI for the months
of September, October and November 2016) as on 01.01.2017. The periodicity of
adjustment will be once in three months as per the existing practice. The quarterly
DA payable from 01.01.2017 will be as per new DA which is as under:

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 Effective Date Rate of DA (in %)
01.01.2017 0
01.04.2017 -1.1
01.07.2017 -0.2
01.10.2017 2.2
01.01.2018 3.4
01.04.2018 3.5
01.07.2018 3.8

6.0. House Rent Allowances (HRA)

The House Rent Allowances will be paid to the Executives at the following rates
w.e.f the date of issue of the Presidential Directive (i.e., 06.08.2018):

Classification of Cities Rate of HRA

X- Class (Population of 50 Lakh and above) 24% of Basic Pay

Y – Class (Population of 5 Lakh to 50 Lakh) 16% of Basic Pay

Z – Class (Population below 5 Lakh) 8% of Basic Pay

The rates of HRA will be revised to 27%, 18% & 9% for X, Y and Z class cities
respectively when IDA crosses 25% and further revised to 30%, 20% and 10% when
IDA crosses 50%.

The classification of cities for the purpose of HRA will be as per the classification
of cities as circulated by the Department of Expenditure vide its O.M No 2/5/2017-
E.II(B) dated 07.07.2017 (Annexure A).

7.0. Leased Accommodation

i. The company shall provide leased residential accommodation to Executives in
cities where the company is unable to provide residential accommodation in
its own township. Leased accommodation will be provided to all grades of
executives posted at different cities subject to ceiling, as mentioned below, on
need basis.

The ceiling of leased accommodation based on the classification of cities is as

below:

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 Classification Lease Rental ceilings
of Cities
If DA is up to If DA crosses If DA crosses
25% 25% 50%
X- Class 31.5% of Basic 34.5% of Basic 37.5% of Basic
(Population of Pay Pay Pay
50 Lakh and
above)
Y – Class 21% of Basic Pay 23% of Basic Pay 25% of Basic Pay
(Population of
5 Lakh to 50
Lakh)
Z – Class 10.5% of Basic 11.5% of Basic 12.5% of Basic
(Population Pay Pay Pay
below 5 Lakh)

(The percentage has been arrived at by summing up the entitled percentage of

HRA and House Rent Recovery rate).

Any amount of lease rent in excess of the above ceiling will be paid by the
Executive concerned.

ii. If an Executive is staying in his/ her own house, then normally he/ she should
be entitled to the HRA amount but if the said house is taken as lease
accommodation for self-occupation purpose, the lease rental ceilings (after
adjusting the House Rent Recovery amount) should not exceed the net
applicable HRA amount.
iii. The House Rent Recovery (HRR) in respect of the leased accommodation will
be at the following rate, or the actual rent, whichever is lower:

Classification of Cities Rates of HRR

X-Class 7.5% of BP
Y-Class 5% of BP
Z-Class 2.5% of BP

iv. For the company accommodation arranged by CIL & its subsidiaries in their
own township, the HRR will be the standard rate fixed by the company (in line
with the license fee based on plinth area as notified by the Ministry of Urban
Development, Directorate of State vide its O.M No 18011/2/2015-PoI.III dated
19.07.2017 (Annexure B) and as revised from time to time or 7.5% of Basic
(for X class cities)/ 5% of Basic Pay (for Y class cities)/ 2.5% of Basic Pay
(for Z class cities) whichever is lower.

The above HRR will be recovered from the salary of the concerned Executive
based on their accommodation provided by the Company.

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8.0. Perks & Allowances (P&A)
i. Perks & Allowance are admissible to different categories of Executives under
the concept of Cafeteria Approach, subject to ceiling of 35% of Basic Pay.
Under the Concept of Cafeteria Approach, the Executives are allowed to
choose from the set of perks and allowances given at Annexure C.
ii. The recurring cost incurred on running and maintaining infrastructure
facilities like hospitals, colleges, schools, etc. would be outside the ceiling of
35% of Basic Pay.
iii. As regards, Company owned accommodation provided to Executives, CIL
would bear Income Tax liability on the ‘non-monetary perquisite’ of which
50% shall be loaded within the ceiling of 35% of Basic Pay of Perks &
Allowances.
iv. The individual Executives may choose perks & allowances, as per their
requirement, from the perks listed at Annexure C and submit their option in
the prescribed proforma (Annexure D). Executives may be permitted to
change & resubmit their option afresh at the beginning of a financial year, if
required.
v. The perks & allowances as per option given by concerned Executive to the
extent permissible will be paid along with monthly salary without production
of any further documentary evidence.
vi. The recovery of electricity charges to those Executives provided with
Company Accommodation will be done on actual basis on domestic rate.
Company shall install electricity meter in all Company accommodations,
wherever not done. Till such time, 1% of the Basic Pay per month will be
recovered as a flat rate from such Executives as Electricity expenses in cases
where accommodations are provided by the Company without individual
meters.
vii. The ceiling of 35% of Basic Pay for Perks and Allowances shall be adhered
for each individual employee and not CIL as a whole.

9.0. Other Allowances/ Perks

The following allowances will be outside the purview of ceiling of 35% of Basic
Pay under “Cafeteria Approach”.

(a) Work based Hardship Duty Allowance

The payment of work based hardship duty allowance up to 12% of Basic Pay
per month will be admissible for the period of Executives performing duty in
Underground mines as provided in Annexure E w.e.f the date of the issuance
of Presidential Directive (i.e., 06.08.2018).

(b) Location based Compensatory Allowance - for serving in North-East States

and Ladakh Region

10% of Basic Pay per month will be payable for the Executives posted in North-
East states such as Assam, Meghalaya, Manipur, Nagaland, Tripura, Arunachal
Pradesh, Mizoram and Sikkim and Ladakh Region.

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 (c) Non-Practicing Allowance (NPA)

Non-Practicing Allowance up to 20% of Basic Pay per month would be paid to

Medical Officers. NPA will not be considered as pay for the purpose of
calculating other benefits.
10.0. Methodology for payment of Performance Related Pay (PRP) for
the FY 2017-18 & onwards [2]
The admissibility, quantum and procedure for determination of PRP under 2017 Pay
Revision is as under:

1. The payment of PRP to the Executives of CIL & its Subsidiaries will be based
on the corpus created by pooling

a) the profits of CIL’s Subsidiary Companies duly setting off the losses of the
loss-making Subsidiaries and

b) standalone profits of CIL excluding the dividends received from its

Subsidiary Companies,

with the condition that the corpus for payment of PRP should be treated as a
yearly corpus with no provision of carrying it forward to the subsequent years.

2. The overall profits for distribution of PRP shall be limited to 5% of the year’s
profit (corpus) accruing only from core business activities (without
consideration of interest on idle cash/ bank balances).

3. The ratio of break-up of profit accruing from core business activities for
payment of PRP between relevant year’s profit (corpus) to Incremental profit
(corpus) shall be 65:35 to arrive at the Allocable profits and the Kitty factor.

4. PRP differentiator components – PRP payout is to be distributed based on the

addition of following parts/ components:

I. Part-1: CIL’s performance component

a. Weightage = 50% of PRP payout

b. Based on CIL’s MoU rating, the percentage eligibility of PRP is stipulated

as under:

Table 1:
MoU Rating %age eligibility of PRP
Excellent 100%
Very Good 75%
Good 50%
Fair 25%
Poor Nil

2
Incorporated vide OM No. CIL/C5A(PC)/PRP 2017/280 dated 18.10.2019.
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 Note: For all Executives of CIL & its Subsidiaries, the CIL’s performance
component will be based on the CIL’s MoU rating.

II. Part-2: Team’s performance component

a. Weightage = 30% of PRP payout

b. Based on Team rating, the percentage eligibility of PRP is stipulated as

under:

Table 2:
Team Rating %age eligibility of PRP
Excellent 100%
Very Good 80%
Good 60%
Fair 40%
Poor Nil

c. The Team rating of CIL & its Subsidiaries:

A ‘Team’ refers to the Subsidiary Companies having group of Mines, from

where actual production of Coal takes place. The said Team ratings are
derived across CIL & its Subsidiaries as under:

i. For Subsidiary Companies

The team rating of all Executives working under a Subsidiary Company

will be the MoU rating of the concerned Subsidiary. The MoU ratings
of all the Subsidiaries are decided by CIL on the basis of cascading MoU
parameters which includes performance parameters of both
Achievement (in which performance has to be maximized) and Control
(in which control has to be maximized) areas among other parameters.

ii. For CIL (HQ) & other Establishments directly attached to

CIL(HQ)

The Team rating of all Executives working under CIL(HQ) & other
Establishments attached to the CIL(HQ) will be the weighted average
of Team ratings of all the Subsidiaries of CIL. The weighted average
shall be based on the Executive manpower strength of the respective
Subsidiaries.

Note: Establishments like NEC, RSOs, IICM, NDLO, Joint Ventures,

Ministry, etc., are to be taken as part of CIL(HQ) for the
computation of Team rating.

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III. Part-3: Individual’s performance component

a. Weightage = 20% of PRP payout

b. Individual Performance rating of Executives of CIL & its Subsidiaries:

For below Board level Executives, the individual performance rating would
be based on their individual Performance Management System (PMS)
scores as under:

Table 3:
PMS Percentage of Executives in the Individual %age
Rating PMS rating Performance eligibility
rating of PRP
First 15% of total population Excellent 1 100%

Outstanding Next 20% of total population Excellent 2 90%

Remaining “Outstanding” Excellent 3 80%
Very Good All 100% of “Very Good” Very Good 80%
Good All 100% of “Good” Good 60%
Fair All 100% of “Fair” Fair 40%
Poor All 100% of “Poor” Poor Nil

i. Procedure for distribution of first 15% & next 20% of total

population with “Outstanding” rating in Subsidiaries

Alike the approved PRP methodology under 2007 Pay Revision, the
Subsidiary wise distribution of Executives in “Outstanding” group as
provided in the Table 3, above, will be done in two segments in each
Subsidiary: Segment 1: HQ & Segment 2: Field.

a. HQ segment would include all Executives who have secured

“Outstanding” rating and posted in Headquarters & other
Establishments directly attached to the Headquarters as defined by
the concerned Company as its part.

b. Field segment would include all the rest of the Executives who
have secured “Outstanding” rating and posted in Areas & Units
who are not covered under HQ segment.
In Field segment, a list of all Executives secured “Outstanding” rating
in each grade of a discipline in field segment will be prepared in
descending order of the final marks of PMS in the year under
consideration and the first 15% & the next 20% cut-off of Executives as
provided in the above Table 3 will be determined.

While deciding the first 15% & the next 20% cut-off, if tie arises then
the tie will be broken by applying the following criteria as per the order:

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 (1) Score given by the Reviewing Authority, best score being the
topper.
(2) Score given by the Reporting Authority, best score being the
topper.
(3) Inter-se seniority of the Executive, senior being the topper.

The Executives posted in HQ segment are very few in numbers in each

discipline. Therefore, the descending order list as explained above will
be prepared for all Executives in each grade, irrespective of their
discipline, under a Functional Director/ CVO, as applicable, and the first
15% & the next 20% cut-off will be determined as per the above Table
3.

ii. Procedure for distribution of first 15% & the next 20% of total
population with “Outstanding” rating in CIL HQ

Similar to Subsidiary Headquarters, the Executives posted in CIL(HQ)

are very few in numbers in each discipline. Therefore, the descending
order list will be prepared for all Executives in each grade, irrespective
of their discipline, under a Functional Director/ CVO, as applicable, and
the first 15% & the next 20% cut-off will be determined as per the above
Table 3.

Note: Establishments like NEC, RSOs, IICM, NDLO, Joint Ventures,

Ministry, etc., are to be taken as part of CIL(HQ) for the
computation of above mentioned distribution of Individual
Performance rating.

iii. Board level Executives for each discipline in a Subsidiary/ CIL

including CVOs, if eligible as per the terms and conditions of
appointment, are limited in numbers (either one or two). Therefore, it is
practically not possible to derive any form of distribution in the case of
Board level Executives. As such, the final rating of PMS (APAR) will
be taken as final in the case of Board level Executives of CIL and its
Subsidiaries.

5. Percentage ceiling of PRP (% of Basic Pay)

The grade wise percentage ceiling for determination of PRP within the allocable
profits will be as under:

Table 4:
Grade Ceiling (%age
of Basic Pay)
E1 to E3 40%

E4 & E5 50%

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 E6 60%

E7 70%

E8 80%

Director (A&B) 125%

CMD (A&B) 150%

6. Kitty factor

After considering the relevant year’s profit, incremental profit and the full PRP
payout requirement (computed for all Executives based on Grade-wise ceilings,
CIL’s MoU rating, Team rating & Individual Performance rating), there will be
two cut-off factors worked out based on the PRP distribution of 65:35. The first
cut-off shall be in respect of PRP amount required out of year’s profit and the
second cut-off factor shall be in respect of PRP amount required out of
incremental profit, which will be computable based on the break-up of allocable
profit (i.e., year’s 5% of profit bifurcated into the ratio of 65:35 towards year’s
profit and incremental profit).

The sum of first cut-off factor applied on 65% of Grade PRP ceiling and second
cut-off factor applied on 35% of Grade PRP ceiling will result in Kitty factor.
The Kitty factor shall not exceed 100%.

7. Based on the PRP components specified above, the PRP pay-out to the
Executives will be computed upon addition of the following three elements:

I. Factor – X (% of Basic Pay)

Weightage of 50% multiplied with Part-1 (CIL’s MoU rating) multiplied
with Kitty factor.

II. Factor – Y (% of Basic Pay)

Weightage of 30% multiplied with Part-2 (Team’s performance)
multiplied with Kitty factor.

III. Factor – Z (% of Basic Pay)

Weightage of 20% multiplied with Part-3 (Individual’s performance)
multiplied with Kitty factor.

IV. Net PRP = Factor X + Factor Y + Factor Z = Net %age of Annual

Basic Pay (i.e., actual drawn Basic Pay).

8. Other general guidelines for payment of PRP

The general operational guidelines for payment of PRP are as under:

i. 31st March of the Financial year would be the cut-off date for determining
the distribution of “Outstanding” rating as explained in clause (4) (III) (c)
i.e., Executives on the rolls as on 31st March who have secured
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 “Outstanding” rating will be considered for determining the segments in
their grade as on the date.

ii. Executives separated by way of superannuation/ death/ resignation, etc.

during the year will also be considered to determine the distribution of
“Outstanding” rating along with the Executives who are on the rolls as on
31st March.

iii. While determining the number of Executives in “Excellent” groups for

100%/ 90%/ 80% PRP benefit under Individual Performance rating, the
fraction will be rounded to the nearest integer value i.e., if the fraction
comes below 0.50, then it will be rounded down to the next lower integer
value & if it comes to 0.50 & above, then it will be rounded up to the next
higher integer value.

iv. In case of promotion to higher grade in a financial year, the payment of

PRP is to be made on pro-rata basis for the period rendered in the relevant
grades. Similarly, in case of Non-Executives promoted to the Executive
cadre in a financial year, the payment of PRP is to be made on pro-rata
basis for the year.

v. As regards Executives transferred from one Subsidiary Company to

another, billing of pro-rata PRP will be done from the Company, where the
salary was paid. However, the disbursement of PRP will be done by the
current Company on receiving the bill from the previous Company/
Companies.

vi. In the event of death of Executives of upto E7 grade (PRIDE System)

during the financial year, “PMS average of the grade of the concerned
Company” may be taken as PMS rating for the year for computation of pro-
rata PRP. Whereas, in case of death of Executives of E8 & above grade
(PAR System) during the financial year, they will be entitled for pro-rata
PRP as per DPE OM No. 2(68)/II-DPE dated 31.12.2012 (Annexure I) and
amendments issued from time to time.

vii. In the case of Non Executives promoted to the Executive cadre & lateral
recruits where they had only 4 months or less service in the promoted/
appointed post in the year of promotion/ appointment, the “PMS average
of the grade of the concerned Company” may be taken as PMS rating for
the year for computation of pro-rata PRP.

viii. In case of Executive who retire from the Company and spend less than 3
months in the financial year, he/ she will be entitled for PRP as per DPE
OM No. 2(68)/II-DPE dated 31.12.2012 (Annexure I) and amendments
issued from time to time.

ix. In case of Executives whose rating is not available due to non-submission

of goal setting and/ or self-appraisal under PRIDE/ PAR, the rating for the
purpose of PRP is to be considered as “Poor”.

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 x. Management Trainees are also eligible for payment of PRP. Their
performance in the probation closure examination will be taken as the
performance rating for computation of PRP in their first financial year. In
the event of delayed closure of probation, the PMS score, if available
irrespective of the period, will be taken as the performance rating for the
subsequent years, else, the score of the probation closure examination will
be considered as the rating for the delayed period of closure as well, for
computation of PRP.
xi. PRP will not be admissible for the following Executives:
a) Those who have secured “Poor” rating in their PMS for the relevant
year.
b) Executives who have voluntarily resigned from the Company and have
spent less than 6 months in the financial year.
c) Executives who have been awarded punishment, under CDA Rules of
the Company, during the Financial year.
d) Executives remained under suspension during the entire financial year.
e) Executives who are on deputation to other Organization will not be
entitled to receive PRP from CIL.

xii. To be eligible for PRP, concerned Executive should have worked for a
minimum period of 3 months in a financial year. The PRP benefit will be
limited to only pro-rata basis for Executives who are on authorized leave/
absence for more than 3 months.

xiii. For Executives whose disciplinary proceedings are not completed at the
time of their superannuation, the PRP of the retiring financial year will be
retained by the Company till the conclusion of the proceedings and the
same will be settled based on the outcome of the proceedings.

xiv. Executives remained under suspension during the financial year will be
eligible for only pro-rata PRP based on the regular service period rendered
by the Executives. However, the entire PRP benefit is applicable for
Executives who are exonerated through disciplinary proceedings and are
eligible for full benefits.

xv. In case of any doubt in interpretation of any of the provisions of the PRP,
the clarification/ interpretation of the D(P&IR), CIL based on the DPE
guidelines will be final and binding.

xvi. Cases not adhering to the general guidelines due to certain special/ specific
circumstances shall be brought to the CIL Board through Nomination &
Remuneration Committee on consolidated basis once in a year for
consideration and decision.

Illustration cases on the above methodology is enclosed as Annexure II.

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11.0. Superannuation Benefits
i. The existing provisions regarding superannuation benefit have been retained
as per which CIL and its subsidiaries can contribute up to 30% of Basic plus
DA towards Coal Mines Provident Fund, Gratuity, Post-Superannuation
Medical benefits (CPRMSE) and Superannuation Pension Scheme as under:3

Sl. Superannuation Benefit Revised Contribution

No. w.e.f 01.10.2017

1 Contributory Provident Fund (CMPF) 12% of Basic & DA

2 Coal Mines Pension Scheme (CMPS) 7% of Basic & DA

3 Gratuity 2.01% of Basic & DA
4 Post Superannuation Medical Benefit 2.0% of Basic & DA
(CPRMSE)
5 Superannuation Pension Benefit (CIL 6.99% of Basic & DA
EDCPS 2007)
Total 30% of Basic & DA

ii. The ceiling of gratuity of the Executives and non- unionized supervisors will
be raised from ₹10 lakhs to ₹20 lakhs with effect from 01.01.2017 and the
funding for the entire amount of gratuity would be met from within the ceiling
of 30% Basic Pay +DA. Besides, the ceiling of the gratuity shall increase by
25% whenever DA rises by 50%.
iii. The existing requirement of superannuation and of minimum of 15 years of
service in the CPSE has been dispensed with for the Superannuation Pension.
iv. The existing Post-Retirement Medical Benefits will be linked to requirement
of superannuation and minimum of 15 years of continuous service for other
than Board level Executives. The post-retirement medical benefits shall be
allowed to Board level Executives (without any linkage to provision of 15
years of service) upon completion of their tenure or upon attaining the age of
retirement, whichever is earlier.

12.0. Corpus for Medical benefits for retirees of CPSEs

The corpus for post-retirement medical benefits and other emergency needs for the
employees of CIL who have retired prior to 01.01.2007 would be created by
contributing the existing ceiling of 1.5% of PBT. It will be governed as per the
existing CPRMSE Scheme.
13.0. Club Membership
Corporate Club membership up to maximum of two clubs will be provided to
Board level Executives, co-terminus with their tenure.

3
Incorporated due to OM No. CIL/C5A(PC)/Superannuation/341 dated 01.01.2020.
14 | P a g e
14.0. Periodicity
The next Pay Revision would take place in line with the periodicity as decided for
Central Govt. employees but not later than 10 years.

15.0. Miscellaneous
a. The revised pay scales will be effective from 01.01.2017 except the allowances
mentioned at paras VI (HRA), VII (Leased Accommodation) & IX (Other
Allowances). The above mentioned allowances will be effective from the date
of the issuance of the Presidential Directive of Pay Revision 2017 (i.e.,
06.08.2018). Till the date of issuance of Presidential directive of Pay revision
2017 (i.e., 05.08.2018), the existing House Rent Allowance, North East
Allowance, Underground Allowance, Special Allowance (as per para 10 (ii) of
the CIL OM dated 02/07.05.2009) and Non-Practicing Allowance would
continue to be paid at the pre- revised pay scales of 2007.
b. The revision of pay will be applicable only for Executives who were on the
rolls of the Company as on 31.12.2016 and continued thereafter. Executives
who joined the Company on or after 01.01.2017 would be deemed to have been
appointed in the revised scale of pay and benefits as applicable.
c. The pay of the Executives separated on account of superannuation, resignation,
VRS & death on or after 01.01.2017 will also be fixed in the revised pay and
arrears will be payable as applicable to such Executives.
d. In case of any doubt in interpretation of any of the provisions of the pay
revision, the clarification/ interpretation of the Chairman, CIL based on the
DPE guidelines will be final and binding

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26
References

1 2007 Pay Revision guidelines

2 OM No. CIL/C5A(PC)/Pay Revision 2017/2972 dated 08.08.2018.

3 OM No. CIL/C5A(PC)/PRP 2017/280 dated 18.10.2019.

4 OM No. CIL/C5A(PC)/Superannuation/341 dated 11.01.2020

Creation of Posts and Standard Designations

Table of Contents

1.0 Creation of Posts and Standard Designations 35

References 37

34 | P a g e
 Creation of Posts and Standard Designations [1]

1.1. Creation of Posts [2]

The delegation of powers in regard to creation of posts has been revised/ approved
by the CIL Board from time to time. The existing powers are as under: -

Coal India In terms of specific Board resolution. Power to create

Board posts vests with the Board.

1.2. Standard Designations [3]

Grade Designation
All Disciplines (except Medical
Medical)
E-1 Officer (In case of Dept.
candidates)
Management Trainee (In case
E-2 of Fresh Recruitment)
Sr.Officer (In case of
Dept. candidates)
Specialist/ Sr.Medical
E-3 Asst. Manager
Officer
E-4 Sr.Specialist/ Dy.Medical
Deputy Manager
Supdt.
E-5 Manager Medical Supdt.
E-6 Sr. Manager Dy.Chief Medical Officer
Chief Manager/ If
E-7 designated HoD then Dy. Chief Medical Officer
General Manager
Chief of Medical Services /
E-8 General Manager
Executive Director
E-8A Chief General Manager [4]

E-9 Deleted [5]

1
As per 2nd edition of Common Coal Cadre (Chapter II) bearing amendments upto 30.11.1984.
2
Amended as per revised DoP communicated vide letter No. CIL/XI(D)/04027/2019/22941 dated
30.05.2019. Previously, it was amended vide OM No. CIL/C-5A(vi)/CCC/204 dated 06.01.1995.
3
Amended vide OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010. Subsequently amended due to OO No.
CIL/C-5A(PC)/CCC/42 dated 22.03.2012, OO No. CIL/C-5A(PC)/CCC/43 dated 22.03.2012 &
Corrigendum No. CIL/C-5A(PC)/CCC/503 dated 12.11.2013.
4
Incorporated due to OM No. CIL/C5A(PC)/2098 dated 18.05.2017.
5
ED Posts abolished vide OM No. CIL/C5A(PC)/ED/2099 dated 19.05.2017.
35 | P a g e
 (i) The above mentioned designations in each grade which will be followed by the
discipline to which the executive belongs. For eg. Sr.Officer (Finance),
Asst.Manager (Survey), Manager(Personnel), Sr.Manager (Mining)/Agent.

(ii) In case of statutory designation, the executive holding the said post will carry
the said statutory designation along with the organizational designation. For
eg.Asst. Manager(Mining)/Safety Officer.

(iii) Deleted.[6]

6
Amended due to OM No. CIL/C5A(PC)/2098 dated 18.05.2017.
36 | P a g e
References

1 Chapter II of the Common Coal Cadre – Amendments upto 30.11.1984

2 OM No. CIL/C-5A(vi)/CCC/204 dated 06.01.1995.

3 OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.

4 OO No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012

5 OO No. CIL/C-5A(PC)/CCC/43 dated 22.03.2012

6 Corrigendum No. CIL/C-5A(PC)/CCC/503 dated 12.11.2013.

7 OM No. CIL/C5A(PC)/2098 dated 18.05.2017.

8 OM No. CIL/C5A(PC)/ED/2099 dated 19.05.2017.

9 Letter No. CIL/XI(D)/04027/2019/22941 dated 30.05.2019.

37 | P a g e
 Recruitment of Executives
Table of Contents

1.0 Recruitment of Executives 39

References 95

38 | P a g e
 Recruitment of Executives [1]
1.1. Scope

In terms of para 12 of the Government of India. Ministry of Energy Department of Coal

letter no. 380011/1/74CAF, dated 27th Sept. 1975[2], recruitment of all personnel at the
level of executives would be made by Coal India Limited, on behalf of the subsidiary
companies. The subsidiary companies will indicate their specific requirement of
executives in a proforma given at Annexure 1. On receipt of such requisition, Coal India
Headquarters will initiate necessary recruitment action.

1.2. Initial Recruitment

Normally recruitments will be made at the executive entry level grade in different
disciplines as indicated below:

(a) All disciplines except medical [3] Management Trainees in E2 Grade

(b) Entry level recruitment for Sr. Medical Officer (E3 Grade)
Medical Discipline [4] Medical Specialist (E3 Grade)
Sr. Medical Specialist (E4 Grade)
Recruitment at senior level may also be resorted to at the discretion of the management,
if qualified and experienced executives are not available departmentally in requisite
number.
1.3. Qualification etc. for Recruitment [5]
The qualifications, experience, etc. for outside recruitment will normally follows the cadre
rules of the respective discipline. In respect of Management Trainee, the following age
will be observed:

Age

Below 28 years for graduate and 30 years for candidates with post graduate qualification.
Age limit relaxable by 5 years for candidates belonging to scheduled castes/ scheduled
tribes, ex-service men and exceptionally meritorious candidates.

1.4. Recruitment Action

Coal India Headquarters will issue necessary Press advertisement full details on the job
specifications etc. for publication in important national newspapers. Simultaneously with
the release of the Press Advertisement, a vacancy notice will also be sent out to all
subsidiary companies for giving publicity to enable the eligible internal candidates to
apply for the same.

1
As per 2nd edition of Common Coal Cadre (Chapter III) bearing amendments upto 30.11.1984.
2
Letter No. 380011/1/74CAF dated 27.09.1975.
3
Amended due to OO No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012.
4
Amended due to OO No. CIL/C-5A(PC)/CCC/43 dated 22.03.2012.
5
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
39 | P a g e
1.5. Departmental Candidates

Applications received from the department candidates will be considered on the following
guidelines:
(1) Applications received from the departmental candidates who fulfil the advertised
qualifications in response to the Press Advertisement will be forwarded to the Coal
India Headquarters. These will be scrutinized on the same lines as outsiders. In the
case of departmental candidates there will be no age bar.

(2) Departmental candidates who fulfil the advertised norms with regard to both
qualifications and experiences may be called for Written Test/ Interview and if
selected may be appointed to the post.

(3) For the purpose of selection of departmental candidates against the Press
Advertisement, the criteria laid down in the cadre rules will not apply instead, only
the criteria stipulated in the Press Advertisement will be the guiding factor.

(4) Departmental candidates who do not full fill the stipulations in the advertisement
would not be considered. Whenever relaxation is required, it shall be with specific
approval of the Chairman or any authority delegated with such powers.

(5) All the applicants both outsiders as well as departmental candidates, would be
interviewed by one single selection committee and the ranking of the departmental
candidates will be strictly on the basis of merit as determined by the selection
committee after interview.

(6) Departmental candidates selected for posts against Press Advertisement shall be
relieved for posting at the place where vacancies exist. Replacements at the entry
level will be provided by CIL

1.6. Reservations of vacancies to Schedule Caste/ Scheduled Tribe candidates

(1) In terms of the Presidential directive, the requisite number of posts advertised for
outside recruitment will be reserved for Schedule Castes/ Schedule Tribes candidates
and the number of such reserved vacancies will be notified. The percentage of posts
reserved for Schedule Castes/ Schedule Tribes is indicated in Annexure 2.

(2) In order to attract sufficient number of Schedule Castes/ Schedule Tribes candidates,
a separate clause in the advertisement will also be inserted indicating that “other
things being equal, preference will be given to the candidates belonging to Schedule
Castes/Schedule Tribes”.

(3) The prescribed age limit will be relaxed by 5 years in their case and where possible,
relaxation in educational qualifications and experience may also be given.

(4) Where necessary, advertisements inviting applications exclusively from the

candidates belonging to the Scheduled Casts/Scheduled Tribes will be issued.

40 | P a g e
1.7. Receipt of Applications and Screening

(a) Normally, one month’s time will be given for submission of applications against Press
Advertisements both for external and internal candidates.

(b) Candidates belonging to General (UR)/ OBC (Creamy Layer & Non Creamy Layer)/
EWS category are required to pay a non-refundable fee of Rs. 1000 (Rs. One
Thousand only). SC/ ST/ PwD Candiates/ Employees of Coal India Limited and its
Subsidiaries are exempted from the payment of application fee. Application fee will
be paid through online mode only. [6]

(c) In case of departmental candidates no charges will be made.

(d) Coal India Headquarters will undertake initial screening of the applications so
received with reference to the advertised norms. After initial screening the selection
will be based, wherever necessary, on written test followed by an interview.

(e) Candidates recommended by the screening committee will be individually informed

to appear for interview. Efforts will be made that adequate notice, say about fifteen
days, is given to the candidates so as to enable them to make necessary travel
arrangement.

Those who are not recommended by the screening committee will also be
simultaneously informed of the position.

(f) Where, however, bulk recruitment of Management Trainees is resorted to and where
test will be conducted, there will be no elaborate screening of applications, but all
candidates who fulfil the prescribed qualifications will be allowed to appear at the
written examination.

(g) The candidates who fulfil the eligibility criteria will be invited for a written
examination which may consist of general knowledge and test of reasoning and
technical knowledge. Only those candidates who qualify in the written examination
will be called for interview by the selection committee. The final selection will be
made on the basis of the candidate’s performance in the written examination and the
interview.

(h) Maximum number of candidates that would be called for interview for each vacancy
will be decided from time to time depending upon the vacancies.

(i) Candidates who are not recommended for appointment by the Selection committee
will be individually informed by issue of a regret letter.

1.8. Selection of candidates and composition of Selection Committee

Normally, interviews will be arranged either at Coal India Headquarters or at the

Headquarters of Subsidiary Companies in rotation, where possible, with a view to giving

6
Amended due to MT Recruitment 2019 notification.
41 | P a g e
 the prospective employees an idea of the Coalfield Areas where they will be deployed if
selected.

1.9. The Selection Committee for recruitment of executives will normally be chaired by
Chairman-cum-Managing Director of one of the Subsidiary Companies (or an Officer
designated by name by him in case the CMD is unable to preside over the deliberations).
Other members of the Selection will be as follows: -

(a) Two officers designated by name from other subsidiary companies and belonging to
the discipline for which the officers are being recruited.
(b) An outside expert. This will be a person of renown who has specialized in the subject
for which the selection is being made.
(c) Chief of Personnel Division, Coal India or his representative.
(d) One Officer of appropriate status belonging to SC or ST Community to be nominated
by the Director (P&IR), CIL. [7]
(e) One Member belonging to OBC category, one Member belonging to Minority
community and one lady Member belonging to general category or minority or
SC/ST/OBC community. [8]

1.10. AC3 tier (3 AC) train fare to and fro will be paid to the candidates called for interview for
the posts of Management Trainees [9] in E2 [10] grade. [11]

1.11. AC 2 tier (2AC) train fare, to and fro, will be paid to the candidates called for interview
in respect of the posts of E3 to E6 grade. [11]

Apex Air fare / or AC 2 tier (2A), to and fro, will be paid to the candidates called for
interview in respect of the posts E7 and above grade. [11]

1.12. In case outside experts are invited for participating in the Selection Committee they will
be paid Air/ ACC fare, to and fro, plus the hotel/ guest house charges. They will also be
paid an honorarium per sitting as may be decided from time to time.

1.13. The Selection Committee may recommend higher initial starting pay, normally not
exceeding 5 advance increments in deserving cases. On the basis of the marks awarded or
grading given by the selection committee, a final selection list in order of merit will be
prepared by Coal India Headquarters. On the basis of the recommendations of the
selection committee, a panel of candidates for filling the posts will be drawn up and on
approval by the Chairman, Coal India Limited, the panel will be valid for one year unless
extended specifically by the Chairman, Coal India or any competent authority, after which
the panel lapses.

7
Incorporated vide OM No. CIL/C5A(vi)/50729/135 dated 25.09.1989.
8
Incorporated as per DoPT OM No. 42011/2/2014-Estt.(Res) dated 13.02.2014.
9
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
10
Amended due to OM No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012.
11
Amended vide OM No. CIL/C5A(vi)/CCC/1252 dated 28.07.2009.
42 | P a g e
1.14. Advance Increments

In respect of Medical Officers possessing Post Graduate qualifications and/or long

experience, recommended for appointment in E3/E4 grade [12], the following advance
increments may be given:

(a) Post Graduate Degree 4 Advance Increments

(b) Post Graduate Diploma 2 Advance Increments
(c) Experience over 2 years and upto 5 years 1 Advance Increment
(d) For every 3 additional years 1 Advance Increment

1.15. Quota Reserved for Direct Recruitment, Departmental & Campus Recruitment [13]

(a) In order to encourage non-executive employee to provide impetus to them and

avenues for growth certain percentage of posts are reserved for departmental
employees to be filled in a financial year at the executive entry level, viz. E-1 and E-
2 grades and the quota reserved for direct and departmental recruitment is indicated
below:

Sl. QUOTA
DISCIPLINE
No Direct Departmental
1 Mining 60% 40%
20%
(15% Qualified CA & ICWA / 5%
2 Accounts 80% Semi Qualification i.e. Inter-CA &
ICWA or CIL Part II Accounts
Examination)
3 Material Management 2/3rd 1/3rd
4 Engineering 2/3rd 1/3rd
5 Personnel 2/3rd 1/3rd
6 Marketing & Sales [14] 2/3rd 1/3rd
7 Other Misc. Discipline 2/3rd 1/3rd
8 Survey NIL 100%
9 Medical 100% NIL
10 Drilling 60% 40%
Community
11 100% NIL
Development [15]

(b) To the extent of 60% against the outside/direct recruitment quota as mentioned above,
executives to be recruited through campus interview in all disciplines from
educational institutions of repute like IITs/ ISM, Dhanbad/ NITs/ BE College,
Shibpur/ Government Engineering Colleges, Raipur & Jodhpur/ Osmania University
and Jadavpur University.

12
Amended vide OO No. CIL/C5A(PC)/CCC/43 dated 22.03.2012.
13
Amended vide OO No. CIL/C-5A(PC)/CCC/04 dated 01.01.2014. Earlier amended vide OM No. CIL/C-
5A(vi)/CCC/380 dated 07.03.2007.
14
Amended vide OM No. CIL/C-5A(PC)/CCC/2100 dated 19.05.2017.
15
Incorporated due to OM No. CIL/C5A(PC)/CCC/275 dated 23.07.2014.
43 | P a g e
1.16. Promotion of non-executive to executive cadre would also be centrally controlled and
appointment orders issued to such employee by Coal India Headquarters as such promotes
will be entering into the executive cadre. Method of selection and procedures to be
adopted for appointment of non-executive to the executive posts against departmental
quota will be laid down by Coal India Headquarters.

1.17. Probation

(a) Executives recruited from outside will be on probation for a period of one year which
may be extended at the discretion of the cadre controlling authority.

(b) Procedure with regard to closure of probation or otherwise:

(i) Issue of formal confirmation orders to the executives who have successfully
completed probationary period:
Executives, who have initially been appointed in a particular post, will be
confirmed in that post on successful completion of the probationary period.
Confirmation of an executive after successful completion of the probationary
period will be issued after obtaining written approval of the competent authority
in each case. For this purpose, Chairman, Coal India will be the competent
authority. [16]

(ii) Management Trainee will not be confirmed unless and until he has successfully
completed the probationary period after his appointment in a regular scale which
will be after his successful completion of the training period.

(iii)Before confirming an officer against a particular post, it must be ensured that the
executive has submitted all documentary evidence to the satisfaction, of the
competent authority in respect of his age, education, qualification, experience
etc.

(iv)Whenever it is considered necessary to extend the probationary period of an

executive beyond one year, the executive concerned should be informed of the
reasons for such extensions in order to provide him adequate opportunity to
improve.

(v) The recommendation for closure of probation or otherwise may be forwarded to

the Coal India headquarters supported by reasons for extension wherever
recommended so that Coal India headquarters can communicate to the executive
concerned the reasons for extending the probation period appropriately. [1616]
1.18. Recruitment of Management Trainees of all Disciplines through Open advertisement
and through Campus will be in E2 grade in 1st year & subsequently placed in E3
grade after successful completion of 1 year training [17]
(i) Recruitment of Management Trainee of all disciplines (either through open

16
Amended due to OO No. CIL/C5A(ii)/52100(2)/RC/792 dated 06.09.1993.
17
Amended due to OO No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012.
44 | P a g e
 advertisement or through campus) will be in E-2 grade in 1st year and they will be
placed in E-3 grade after successful completion of 1 year training.

(ii) Management Trainees who are at present in E-1 grade or those Management Trainees
who have been appointed on or after 01.01.2007 would be deemed to have been
appointed in E-2 grade and after successful completion of the requisite training, they
would be deemed to have been placed in E-3 grade and their pay will be appropriately
fixed.

(iii)All those Management Trainees who have been placed in E2 grade on successful
completion of training between 01.01.2007 to 31.12.2010 will be placed in E3 grade
from the date they were placed in E2 grade with appropriate pay fixation.

(iv)No arrears will be paid on account of such re-gradation or notional fixation.

(v) A specimen appointment letter for the Management Trainee is enclosed as Appendix
3.

(vi)Management Trainee recruited for Mining/ Electrical/ Mechanical/ Civil/ Industrial

Engineering are registered under the Apprenticeship Act. The Management Trainees
who join the company after obtaining MBA degree are not required to be registered
under the Apprentice Act.

(vii) No engineering graduate, who had training or job experience for a period of one year
or more after the graduation, shall be eligible for being engaged as an apprentice
under the Apprentices Act. In such cases the entire period of training would be under
the Company’s Scheme and the trainees would not be required to execute any contract
of apprenticeship. They will, however, have to execute the usual bond in favour of
the Company.

(viii) A person, who has been a graduate apprentice under the Apprentices Act and in whose
case the contract of apprenticeship was terminated for any reason whatsoever shall
also not be eligible for being engaged as an apprentice under the said Act without the
prior approval of the concerned Apprenticeship Adviser.

1.19. Recruitment of Medical Officers as Sr. Medical Officer & Specialist in E3 Grade and
Sr. Specialist in E4 grade respectively [18]

(i) Recruitment of Medical Officers who are MBBS/ BDS & who possess specialist
qualifications with less than 3 years experience as Sr. Medical Officer will be in E3
grade; recruitment of persons having Post-Graduate qualification/ Specialization with
3 years experience will be in E4 grade.

(ii) Specialist doctors without any experience who join in E3 grade, will be kept in
Specialist Cadre; their career progression will be in the same grade.

(iii) Medical Officers & Specialists who were appointed on or after 01.01.2007 in E2 and
E3 grade shall be deemed to have been notionally appointed in the E3 & E4 grades

18
Incorporated due to OO No. CIL/C-5A(PC)/CCC/43 dated 22.03.2012.
45 | P a g e
 respectively and their pay will be fixed appropriately.

(iv) Medical Officers & Specialists who were on the rolls on 01.01.2007 in E2 and E3
grade will be deemed to have been in E3 & E4 grade respectively w.e.f. 01.01.2007.
They will be entitled for notional seniority and notional pay fixation accordingly.

(v) No arrears will be paid on account of such upgradation and/ or notional fixation.

1.20. Security Deposit and Bond [19]

a) In the Terms and Conditions of the appointment letter in respect of Management

Trainees following clause will replace the existing provisions relating to security
deposit and introduction of Bond:

On being appointed to the company, you will have to serve a minimum of 60

months during which a deduction @ Rs.5000/- per month as retention amount from
the stipend/ salary will be made. The amount will be subject for deduction of PF
etc. Failure on your part to served the company for a minimum of 60 (sixty) months
would result in forfeiture of the retention amount. However, on completion of
minimum period of service of 60 months, the said amount shall be refunded to you
along with simple interest of 6% per annum.

In addition, to the above, you have to execute the Bond for Rs.3 (three) Lakhs for
serving the company for a minimum period of 60 months.

b) The amount of Rs 1000/- being deducted presently from the Management Trainees/
Senior Officers as per present provisions will now be regulated as per the above
provision i.e. those Management Trainees/ Senior Officers who are undergoing
training or have not yet served 60 months, Rs 5000/- will be deducted from their
stipend/ salary for the balance period upto 60 months.

Clarification I: [20]

i) All the executives appointed as Management Trainees are covered under a service
Bond of Rs. 3 lakhs to serve the Company for a minimum period of 60 months. The
deduction of Rs. 5000/- per month from the salary as security deposit is against the
said Bond amount. On completion of the 60 months service, the amount so deducted
will be refunded with simple interest of 6% per annum.

ii) In the event of failure on the part of the Management Trainee to serve the company
for the minimum period of 60 months, he/she will have to deposit the balance of the
bond amount after adjusting the security deposit so deducted.

iii) Executives who had earlier executed bond for Rs. 50,000/- only would also be liable
to pay Rs. 3 lakhs in view of their placement in E2 Grade on appointment and E3
grade on completion of one year training vide circular No. CIL/C5A(PC)/CCC/42

19
Incorporated vide OO No. CIL/C-5A(PC)/CCC/44 dated 22.03.2012.
20
Incorporated vide letter No. CIL/C5A(PC)/BOND/296 dated 18.08.2014. Earlier clarified vide letter No.
CIL/C-5A(PC)/96 dated 06.07.2012.
46 | P a g e
 dated 22.03.2012.

iv) Executives who were under obligation to deposit Rs.50,000/- as Security Deposit in
terms of Appointment conditions are also liable to pay Rs.3 Lakhs as given at Point
(iii) above.

v) The case where resignation of an executive during the bond period has already been
accepted by the Management, such cases will not be reopened.

Clarification II: [21]

In the event of death of an executive during bond period, the deducted security deposit
shall be refunded along with interest as in the case of refund on completion of the bond
period to the nominee of the deceased.

1.21. Leave [22]

It will be governed as per Coal India Executive Leave Rules 2010.

1.22. Leave Travel Concession [22]

It will be governed as per Coal India Executive Leave Travel Concession Rules 2010.

1.23. Qualifying Service for the purpose of Gratuity

The period spent on training will be treated as qualifying service for the purpose of
retirement gratuity scheme of the company provided the trainee successfully completes
the training period and is appointed in the regular scale.

1.24. General
The management reserves the right to extend the period of their training without notice at
its discretion.

1.25. Proposal with Regard to Extension/ Re-employment of Executives after

Compulsory Retirement on attaining the age of 58 years
Deleted. [23]

21
Incorporated vide letter No. CIL/C5A(PC)/BOND/1913 dated 09.01.2017.
22
Amended due to specific provisions in the concerned Rules.
23
Deleted due to OM No. CIL/C-5A(vi)/50729/CCC/20 dated 27.05.1998.
47 | P a g e
Annexure 1

48 | P a g e
Annexure 2

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50 | P a g e
51 | P a g e
 Annexure 3

Coal India Limited

A Maharatna Company
(A Govt.of India Enterprise)
10, NETAJI SUBHAS ROAD, CALCUTTA - 700 001, W.B.
PHONE; 033 2248 8099/22310 578/2242 4641
GRAM; COAL INDIA
FAX; 033-2231 0578/ 2210 0833
E-MAIL: cil_rectt@coalindia.in
WEBSITE: www.coalindia.in

No- CIL/5A(i)/502997/MT/ Date

To,
Subject: Offer of appointment as Management Trainee( …………. ) In
Coal India Limited.

With reference to your interview held on ……………. for appointment in the

organization, Chairman- Coal India Limited is pleased to offer you appointment as
Management Trainee (-------------) with initial basic pay of Rs.20600/- in the scale of pay
Rs.20600-46500/-(E2 Grade) in Coal India Limited /its subsidiary companies.

The appointment is subject to your being found medically fit as per the rules of the
company.

The terms and conditions of your appointment (in triplicate) are enclosed herewith as
Annexure – “X”.

In case the offer is accepted by you, kindly sign each page of the offer of appointment and
the terms & conditions as laid down therein, as a token of your acceptance and report to
General Manager (Personnel) or his representative- Camp. IICM, Kanke, Ranchi / CMO,
Central Hospital, CCL, Gandhinagar, Ranchi on ………. at 08.00 hrs, along with all
original certificates / documents in support of your credentials and three sets of
photocopies of the same, for initial medical examination.

On being found medically fit, you will be allowed to undergo induction training for a
period of about 10 days with effect from…….. at IICM, Kanke- Ranchi (Jharkhand). Your
posting may be done at any establishment of Coal India Limited or its Subsidiary
companies in India/abroad at the discretion of the management during the said induction
training. You will be under training for a period of one year from the date of joining.

The documents required to be filled up and presented at the time of reporting for initial
medical examination, are stated in Annexure “Y”.

If you fail to report for Medical Examination on the aforesaid date and time mentioned
above, this offer of appointment will automatically stand cancelled unless extended in
writing at the discretion of the management.

52 | P a g e
Wishing you a bright future ahead.

Encl:-As above. General Manager(P/Recruitment)

Copy to:
1. D (P), CCL, Ranchi. - He is requested for necessary action including arrangement for
initial Medical Examination.
2. Executive Director, IICM, Ranchi.
3. Executive Director (Medical Services), CIL -Ranchi
4. CMS, CCL- Ranchi
5. CMO, Gandhi Nagar Hospital, CCL, Ranchi
6. TS to D (P&IR), CIL.Kolkata.

53 | P a g e
 ANNEXURE Y

List of documents required to be produced, duly completed and attested, at the time of
Initial Medical Examination:

Sl.No Documents Annexure

1 Two copies of offer of appointment along with terms & A

conditions duly signed on each page in acceptance of the same.
2 Prescribed Bio-data form duly filled by candidate (in duplicate) B
3 Declaration form duly filled in by the candidate(in duplicate) C
4 8 copies of recent Passport size Photographs duly attested by D
Gazetted Officer. In addition to this, 3 copies of un-attested
passport size photographs.
5 Originals and Attested Copies (in duplicate) of Mark-sheets / E
Certificates relating to Educational & Professional qualification
from High School onward.
6 Marriage Declaration Form duly filled (in duplicate) as per G
prescribed form.
7 SC/ST/OBC (non-creamy layer)/PH certificate, if any, issued by H
the Competent Authority in the prescribed form (in triplicate)
given under Appendix IIIA / IIIB/ IIIC.
8 Attestation Form duly filled in by candidate and counter-signed I
by Gazetted officer in Triplicate (given in Schedule VI.
9 Identity certificate duly filled by candidate and counter-signed J
by Gazetted officer in Triplicate (given in Schedule VII.
10 Release Order from your present employer if you are working K
in Central/State Govt. or Public Sector Undertakings.
11 Forms schedule-IV duly filled in on being declared medically fit L
to be submitted at the time of joining Induction Training.
12 Additional documents to be submitted in triplicate by the M
candidates belonging to Engineering discipline (Mining,
Electrical, Mechanical, Mining Machinery, Civil, Chemical,
Mineral, System / EDP, Electronics & Telecommunication,
Environment engineering) at the time of Medical
Examination.
13 Affidavit as per proforma executed on minimum Rs 10/- non M1
judicial stamp paper duly notarized, along with two attested
copies to the effect that you have not undergone any
Apprenticeship Training under Apprentices Act, 1961.
14 Obligation of employer in respect of newly appointed. M2
15 Obligation of Apprentice. M3
16 Schedule-V (as per prescribed format - Rule IIA under M4
Apprentices (Amendment) Act, 1973).
17 Model contract of Apprenticeship (Format enclosed. M5
18 Contract Registration Card (Proforma enclosed ) M6

54 | P a g e
 Annexure – X
Terms and conditions of appointment of Management Trainees:

1.0.Your appointment is subject to your being found medically fit as per rules of the
company in this regard, by the Medical Officer/Chief Medical Officer of the
Company (Central Hospital, CCL Gandhinagar, Ranchi-834008 Jharkhand).

2.0 First Year i.e. the Training Period

2.1 (a) During the training period of one year, you will be paid initial Basic of Rs. 20,600/-
per month in E2 scale of pay i.e. Rs.20600 - 46500/- plus House Rent Allowance,
Dearness Allowance, Perks, Underground Allowance and Coalfield Allowance,
etc. as admissible

2.1 (b) During your training period you are likely to be posted temporarily in various
projects and will be put in a Camp. It is mandatory to stay in semi furnished hostel
accommodation during Camp training

2.1 (c) You are likely to be shifted to 3 or 4 Camp Training sites during your training
period. Travelling Allowance/ Daily allowance is admissible as per Travelling
Allowance Rule of the Company in this regard

2.1 (d) Daily Allowance as per company rules will be paid when you are in a residential /
non-residential Training program at HRD Centre, IICM and during training
outside the company. During the posting at IICM or HRD Centre at the time of
joining the Company, no Daily Allowance is payable

2.1 (e) You will be eligible for Medical Facilities as per the provision of Medical
Attendance Rule of CIL

2.2 If you are posted in North East (Assam) for training you will be entitled to North
East(Assam) Allowance as admissible

2.3 You will not be entitled to any other allowances during the said period of training

2.4 The training period may be extended without notice at the discretion of the
Company. Your training will be in accordance with the training program of the
Company as may be decided from time to time

2.5 During training, you will be eligible for leave as per the provisions of Leave Rules
for Executive of CIL as amended from time to time.

2.6 On being appointed to the company, you will have to serve a minimum of 60 months
55 | P a g e
 during which a deduction @ Rs. 5,000/- per month as retention amount from the
stipend/salary will be made. The amount will be subject for deduction of PF etc.
Failure on your part to serve the Company for a minimum period of 60 (sixty)
months would result in forfeiture of the retention amount. However, on completion
of minimum period of service of 60 months, the said amount shall be refunded to
you along with simple interest of 6% per annum.
In addition to the above you have to execute the Bond for Rs.3 (three) Lakhs for serving
the company for a minimum period of 60 months.

2.7 In case you belong to Scheduled Caste / Scheduled Tribe / OBC (Non-creamy layer)
/ Physically handicapped, you are required to submit the relevant Certificate (as
applicable) in triplicate, as prescribed in the proforma attached.

2.8 During the period of training, your services can be terminated by the Company
without any notice and without assigning any reason thereof.

2.9 In case you fail to qualify in the training closure examination conducted by Coal
India/ IICM, your training will be extended for 6 months period. In case you fail to
get through the said examination for second time, your appointment will be cancelled
/ terminated.

2.10 For Management Trainees of Mining, Electrical, Mechanical, Mining Machinery,

Civil, Chemical, Mineral, System/ EDP, Electronics & Telecommunication,
Environment Engineering disciplines – During training period of one year, you will
be governed by the Apprentices Act, 1961 and you will have to execute the Contract
of Apprenticeship in the format enclosed herewith (marked Annexure-M5) in
triplicate. Other terms and conditions of your Apprenticeship will be governed by
the provisions of the Apprentices Act 1961, as amended from time to time.

3.0 Regular Appointment

3.1 On satisfactory completion of your training and after passing such tests and
examination as may be prescribed from time to time for the purpose, you may be
appointed on probation for a period of one year in E3 grade carrying the scale of pay
of Rs.24900 – 50500/-(E3) per month, at the discretion of the Company.

3.2 The period of probation may be extended without any notice or assigning any reason
at the discretion of the company.

3.3 After successful completion of your probation period and on receipt of a satisfactory
report about your antecedents, both from the unit of your posting / CIL / IICM, your
service may be confirmed in writing by the Competent Authority.

56 | P a g e
3.4 During your regular service in the Company you will be entitled to leave, medical
facilities, leave travel concession and other allowances and perquisites as per rules /
orders framed/issued from time to time.

3.5 The age of superannuation will normally be 60 years.

4.0 Termination of Service

4.1 Your services, during probation, can be terminated by the Company by giving you
notice of one month or one month’s salary in lieu thereof.

4.2 Upon confirmation, your services can be terminated by the company giving three
months notice and without assigning any reason thereof. The Company always
reserves the right of giving you salary in lieu of such notice.

4.3 Your services can be terminated by the Company during regular service in terms of
provisions of CDA Rules, if you are found guilty of any acts of omission/commission
/ misconduct mentioned in CDA Rules,1978 (as amended from time to time).

4.4 Your services can be terminated at any time by the Company without any previous
notice if the Company is satisfied on medical evidence that you are unfit and are
likely for a considerable time to remain unfit by reasons of ill health for discharge
of duties.

4.5 For Management Trainee (Mining) – It will be obligatory to obtain 2nd Class Mine
Managers Certificate of Competence within 2 yrs of joining , failing which your
services shall be terminated.

4.6 For Management Trainees of Mining, Electrical, Mechanical, Mining Machinery,

Civil, Chemical, Mineral, System / EDP, Electronics & Telecommunication,
Environment Engineering disciplines – Even if you have already been registered /
undergone training under the Apprentices Act 1961, you will have to undergo in-
company training for one year. In any circumstances, the training period of one year
shall not be reduced.

5.0 Security Deposit & Bond

On being appointed to the company, you will have to serve a minimum of 60 months
during which a deduction @ Rs. 5,000/- per month as retention amount from the
stipend/salary will be made. The amount will be subject for deduction of PF etc.
Failure on your part to serve the Company for a minimum period of 60 (sixty)
months would result in forfeiture of the retention amount. However, on completion
of minimum period of service of 60 months, the said amount shall be refunded to
57 | P a g e
 you along with simple interest of 6% per annum.
In addition to the above you have to execute the Bond for Rs.3 (three) Lakhs for
serving the company for a minimum period of 60 months.

6.0 Other Terms and Conditions of Service

6.1 You shall truly and faithfully serve the Company, obey its lawful orders, maintaining
secrecy, diligently and carefully learn and perform such work and business as may
be entrusted to you, attend to your work regularly during such hours as may be
prescribed and perform such duties as may be assigned from time to time and
maintain perfect discipline.

6.2 You shall devote your whole time to your duties and shall not carry out or be a party
in any respect to any business or occupation whatsoever.

6.3 You shall be responsible for the charge and care of the Company’s money, goods
and stores and any property entrusted to you, or in your hands and shall truly and
faithfully account for or pay over or deliver, to the proper person all money, goods
and store and property which shall at any time come to your hands, or under your
charge on account of the Company.

6.4 If you are married you will have to furnish a declaration in the attached form
(Annexure-G) to the effect that you do not have more than one wife living. In the
event of your having more than one wife for any reason, you should make a
representation immediately and this offer of appointment in that case will be subject
to your being exempted in that behalf from the rules in force in the Company.
6.5 If any declaration given or information furnished by you proves to be false or if it is
found that you have willfully suppressed any material information, you will be liable
to be removed from service without any notice whatsoever and without assigning
any reason thereof and without enquiry proceeding and to such other action as the
Company may deem necessary.

6.6 You shall be a subscriber to the Coal Mines Provident Fund and contributory Pension
Scheme of the Company in accordance with the rules and regulations thereof with
which you shall abide by in all respects.
6.7 You shall be liable to serve in any establishment of CIL or its subsidiary company
in India/abroad and will be governed by the rules and regulations of service and
administrative orders of the Company in force from time to time.

6.8 In respect of any matters for which no provision has been made in this letter, the
provisions in the rules or orders issued by the Company shall apply and the decision
of the Company as to their applicability shall be final and binding.

6.9 In the case of any dispute as to the interpretation of any part of this letter or the rules
58 | P a g e
 governing the service of the employees or otherwise howsoever arising, the decision
of the Chairman cum Managing Director and / or the Chief of Personnel Division of
the Company thereon shall be final and binding.

6.10 The expression “the Company” in the letter shall be deemed to include all or any
officers or office of the Coal India Limited and its Subsidiaries for the time being
placed in authority or by virtue of his position having authority over you.

6.11 You will also be liable to serve for a minimum period of 4(four) years (including the
time spent on training) in the Defence service for work relating to the Defence efforts
anywhere in India or abroad, if so required. The liability to serve in the Defence
service will be limited to the first 10(Ten) years of service and will not ordinarily
apply to the Executives above 40 years of age.

6.12 You will have to produce a release certificate from your present employer in case
you are holding a post in any organization of the Central/State Government or Public
Sector Undertaking.

6.13 For the purpose of reporting for joining duty as Management Trainee, Rail fare will
be reimbursed on production of railway ticket which will be limited to Rail fare of
AC 3 Tier by the shortest route.

6.14 The Company reserves the right not to accept your resignation even after completion
of your 60 Months (including Training) service period, if the circumstances so
warrant i.e. if the disciplinary proceedings are pending or a decision has been taken
by the Competent Authority to issue a Charge sheet.

ACCEPTANCE OF THE OFFER

I have read the contents of the appointment letter and I hereby accept / do not accept the
offer of appointment with the terms and conditions made there under and undertake to
abide by the same.

Full Signature
Place : Name (in Capital)
Date : Address: -----------------------------------------
-
------------------------------------------

59 | P a g e
 Annex – B

BIO–DATA (FOR COAL INDIA LIMITED)

1. (A) APPLICATION FOR THE POST OF :

(B) GRADE :

2. NAME OF APPLICANT (IN BLOCK LETTER) :

3. FATHER’S NAME :

4. MARITAL STATUS :

5. (A) DATE OF BIRTH (IN FIGURE) :

(B) DATE OF BIRTH (IN WORDS) (ATTACH MATRICULATION CERTIFICATE) :

6. PRESENT ADDRESS (WITH PIN CODE) (WHERE APPOINTMENT TO BE

SENT) :

7. TELEPHONE NO. : MOBILE NO. :

8. E-MAIL ADDRESS :

9. PERMANENT ADDRESS (WITH PIN CODE) :

10. RELIGION :

11A. CASTE – GENL./SC/ST/OBC (NON-CRÈAMY LAYER) :

(ENCLOSE CERTIFICATE ISSUED BY THE COMPETENT AUTHORITY)

60 | P a g e
11B. PHYSICALLY HANDICAPPED- PH CATEGORY (Y / N): IF YES, TYPE
OF DISABILITY:
(DISABILITY OF 40% OR ABOVE WILL ONLY BE CONSIDERED FOR PH)

12 A. EDUCATIONAL QUALIFICATION :

Name of the Institute Year of % of Grade / Specialization

University
Course / School passing Marks Division (if any)

Matriculation
/ SSC / 10th

HSC / 12th
std.

Graduation

Post
Graduation

12 B. PROFESSIONAL QUALIFICATION :

Sl Name of the Institute / Year of % of Grade / Specialization

No Course University passing Marks Division (if any)

FOR EDUCATIONAL AND PROFESSIONAL QUALIFICATIONS PLEASE

NOTE THE FOLLOWING:
x Enclose Photo Copy of Mark sheet issued by the competent authority duly attested by
the Gazetted Officer and having signature of the candidate
x In case of SPI/SPA/CGPA/CPI, equivalent % of marks should be mentioned and in
support of the documentary evidence from the University/ Institute should be
enclosed.
x Kindly note that overall aggregate should be mentioned as per final result in Degree

61 | P a g e
 based on which Division/Class is maintained
x All the above courses are approved / recognized by Govt. of India / UGC

12 C. EXPERIENCE DETAILS :

Period
Total
Sl Nature Reason
Post Pay Name of period
N Grade of for
held Scale Organization From To (Yr.
o work leaving
Month)

13. OTHER INFORMATION (IF ANY)_________________________________

DECLARATION :
I,_________________________________________________ hereby declare that the
information as furnished above is correct to be best of my knowledge and belief. If any
of the information as furnished above is found to be incorrect, my candidature for the post
applied is liable to be cancelled.

Date_________________
_________________
Signature of the candidate

List of Enclosures :

1. Two passport size photographs duly attested by Gazetted Officer

2. Certificate in support of date of birth,

3. Caste certificate (complete address of the issuing Authority should be mentioned

4. Certificate of educational / professional qualification along with mark-sheets of all

the years, date of publication of the result & percentage of marks(in case of marks
is CGPA/SGPA, the same may be converted into percentage duly certified by the
Institute/University

62 | P a g e
5. Certificate in support of extra- curricular activities at National/International
level/NCC.

6. Certificates in support of work experience details / Experience certificates

Note: If space is inadequate for Sl Nos 12 to 14, please attach separate sheets

63 | P a g e
 Annex – C
DECLARATION

PERSONAL DATA OF AN EXECUTIVE AT THE TIME OF ENTRY INTO THE

SERVICE
PART 1

1. Name of the executive: ____________________ PIS No.:_______________

2. Father’s name/ Husband’s Name: _____________________

3. Mother’s name: ____________________________________

Affix Attested
4. Name of the Company posted: ________________________ Photograph

5. Date of Birth(in figures): _____________________________

Date of Birth (in words): _____________________________

6. Date of initial appointment : __________________________

7. Designation: ___________________________________________________

8. Present Grade: _________________________________________________

9. Discipline: _____________________________________________________

10. Sex: ______________________________ Blood group: ______________

11. Marital Status (Married/Unmarried, Widow/Widower). If married, name of

Spouse: _______________________________________________________

12. Religion: ______________________________________________________

13. Whether belongs to General/SC/ST/OBC (Non-creamy layer) (based on caste

certificate): ______

14. Whether belongs to minority community (Yes /No): _____________________

15. Qualification (supported by documents): ______________________________

16. Permanent Address:

____________________________________________________________________
64 | P a g e
___________________________________________________________________
PO - ______________ PS - ______________Dist - ___________PIN - ___________

Telephone no.: _________________________________________________

Mobile no. : ____________________________________________________
Email Address: _________________________________________________
Address of Office of Supdt. of Police under whose jurisdiction, above PS comes
_________________________________________________________________

17. Present Address:

____________________________________________________________________
________________________________________PIN - _______________________
PO - ______________ PS - ______________Dist - ___________PIN - ___________

Telephone no.: _________________________________________________

Mobile no. :____________________________________________________

Address of Office of Supdt. of Police under whose jurisdiction, above PS comes

_________________________________________________________________

18. Mark of identification: ____________________________________________

19. CMPF Account no. ( to be filled up after allotment): _____________________

20. Details of dependents:

Occupation/ Name of Annual

Date of Birth
S.No. Name Relation Employer in case of Earning
/Age
service
1.

2.

3.

21. Name of the nominee for receiving gratuity (Form L to be attached):

______________________________________________________________

22. Particulars of next kin for communication in case of emergency.

(a) Name:

(b) Relationship:

65 | P a g e
(c) Address:
Declaration:

I, _______________________ solemnly affirm that the above declaration is correct and I

understand that in the event of the declaration being found to be incorrect after my
appointment, I shall be liable to be dismissed from service and other actions as per the
law of land.

Signature of the in charge Signature of the

of the executive establishment executive concerned

Date Date

66 | P a g e
 Annex - G
MARRIAGE DECLARATION FORM
R(DECL-II)

Shri/Shrimati/Kumari……………………………………………………………………
………………………………………………
……………………………………………………………………………………………
……………declare as under:
That I am unmarried/a widower/a widow.
That I am married and have only one wife living.
That I am married and my husband has no other wife or more living. Application for
grant of exemption is enclosed.
I solemnly affirm that the above declaration is correct and I understand that in the event
of the declaration being found to be incorrect after my appointment I shall be liable to be
dismissed from service.

Date:
Signature

Note:Please delete clauses not applicable.

Applicable in case of clause(1), (2) & (3) only.

67 | P a g e
 APPENDIX-IIIA
Form of Caste Certificate

This is to certify that

Shri/Smt/Kumari………………………………………………………………………son/
daughter of
………………………………………………….…………………….ofvillage/town……
………………………………………………………… in District/Sub-
Division……………………………………………………………………………………
………….of the State/Union Territory…………………………………………… belongs
to
the…………………………………………………Caste/Tribe…………………………
……………………………… which is recognized as a Scheduled Caste”/Scheduled
Tribe under the Scheduled Casters and Scheduled Tribes(Lists)Modification Order 1956
read with the Reorganisation Act, 1960 and the Punjab Reorganization Act, 1968, the
Constitution(Jammu & Kashmir) Scheduled Castes Order 1956, the
Constitution(Andaman and Nicobar Islands)” Scheduled Tribes Order 1956, the
Constitution(Pondichery)Scheduled Castes Order, 1964.
The Constitution (Uttar Pradesh) (Scheduled Tribes) Order, 1967.
The Constitution (Goa, Daman & Diu)/ scheduled Castes Order, 1968.
The Constitution(Nagaland) Scheduled Tribes, Order, 1970
2.Shri/Smt./Kumari…………………………………………………………………and”/o
r……………………………………………………his/her..................................................
...................family ordinarily reside(s) in
village”/town………………………………………of District/Division
……………………………………………………………of the state”/ Union
Territory…………………………………………………of………………………………
.…………………………………
Signature…………………………
Place…………………………
Designation…………………….
Date………………………… (with Seal of Office)
State/Union
Territory……….
*Please delete the words which are not applicable.

Note:

1.The term’ordinarily resides’ used here will have the same meaning as in /section 20 of
the Representation of the Peoples Act, 1950.
2.Authorities empowered to issue certificate are given on reverse.

68 | P a g e
 Appendix-III

List of Authorities Empowered to issue Certificate of Verification

1. District Magistrate/Additional District Magistrate/Collector/Deputy

Commissioner/Additional Deputy Commissioner/Deputy Collector/1st
ClassStipendary Magistrate/City Magistrate/Sub-Divisional Magistrate/Taluka
Magistrate/Executive Magistrate/Extra Assistant Commissioner.
2. Chief Presidency Magistrate/Additional Chief Presidency Magistrate/Presidency
Magistrate.
3. Revenue Officers not below the rank of Tehsildar
4. Sub Divisional Officer of the area where the candidate and/or his family
normally resides
5. Administrator/Secretary to Administrator/Development Officer(Laccadive and
Minicoy island)

(Not below the rank of 1st Class Stipendary Magistrate).

69 | P a g e
 Appendix-III(B)

FORM OF CERTIFICATE TO BE PRODUCED BY OTHER BACKWARD

CLASSES(NON-CREAMY LAYER)APPLYING FOR APPOINTMENT TO
POSTS UNDER THE GOVERNMENT OF INDIA.
(G.O Deptt. Of Per.&Trg. O.M No.36033/28/94-Estt.(SCT), dated 23.11.1995)

This is to certify that………………………………………………….son

of………………………………………………………Village…………………………
………………Districe/Division…………………………………………………………
………………in the……………………State………………………..belongs to
the……………………… community which is recognized as a Backward Class under:-

*(i).Government of India, Ministry of Welfare, Resolution No.12011/68/93—BCCO,

dated the 10th September, 1993, published in the Gazette of India, Extraordinary, Part I,
Section I, No.186. dated the 13th September, 1993.

*(ii).Government of India, Ministry of Welfare. Resolution No.12011/9/94-BCC, dated

the 19-10.1994, published in the Gazette of India, Extraordinary. Part I, Section I, No.163,
dated 20.10.1994.

(iii).Resolution No.12011/7/95-BCC, dated the 24th May, 1995, published in the Gazette
of India, Extraordinary, Part I, Section I, No.88, dated 25.5.1995.

Shri…………………………………………………………..and/or his family ordinarily

reside(s) in the ………………………………….District/Division of
the…………………………………………..State. This is also to certify that he/she does
not belong to the persons/sections(Creamy layer) mentioned in Column 3 of the Schedule
to the Government of India, Department of Personnel and Training, O.M No.36012/22/93-
Estt.(SCT), dated 8.9.1993.

District Magistrate
Deputy Commissioner, etc.
Dated:
SEAL
*Strike out whichever is not applicable.

70 | P a g e
 Appendix-III(C)

DECLARATION FOR OBC (Non-Creamy Layer) CANDIDATES

"I, _________________________ son / daughter of Shri _______________________

resident of village/town/city ______________________ district
_____________________ state ______________ hereby declare that I belong to the
___________________________ community which is recognized as a backward class by
the Government of India for purpose of reservation in services as per orders contained in
Department of Personnel and Training Office Memorandum No. 36012/22/93-Estt. (SCT)
dated 8.9.1993. It is also declared that I do not belong to persons / sections (Creamy Layer)
mentioned in Column 3 of the Schedule to the above referred Office Memorandum dated
8.9.1993."

71 | P a g e
 PROFORMA-V

The form of certificate to be produced by Physically Handicapped candidates

applying for appointment to posts under the Government of India.

Recent
Photograph of
Name & Address of the Institute/Hospital: the candidate
Certificate No. ________________Date. _____________________ showing the
disability duly
attested by the
DISBAILITY CERTIFICATE chairperson of
the Medical
This is to certify that Shri/Smt/Kumari Board.
_____________________________________ son/daughter of --
_____________________________________________________
age_______________Sex___________Identification mark(s)____________________ is
suffering from permanent disability of following category:

A. Locomotor or Cerebral Palsy

(i) BL- Both legs affected but not arms (a) Impaired Reach
(ii) BA-Both arms affected (b) Weakness of grip
(iii) BLA-Both legs and both arms (a) Impaired reach
affected (b) Weakness of grip
(iv) OL-One leg affected (right or left) (c) Ataxic
(v) OA-One arm affected (a)Impaired reach
(b) Weakness of grip
(c)taxic
(vi) BH-Stiff back and hips (cannot sit or
stoop)
(vii) MW-Muscular weakness and limited
physical endurance.

B. Blindness of Low Vision

(i) Blind
(ii) PB-Partially blind.

C. Hearing Impairment
(i) D- Deaf
(ii) PD- Partially deaf
(Delete the category whichever is not applicable.)

3 This condition is progressive / non-progressive / likely to improve / not likely to

improve. Re-assessment of this case is not recommended / is recommended after a
period of ______ years _________ months.*

3. Percentage of disability in his/her case is ____________________ per cent.

4. Shri/Smt/Kumari _____________meets the following physical requirement for

72 | P a g e
 discharge of his/her duties.

(i) F- Can perform work by manipulating with fingers Yes/No

(ii) PP- Can perform work by pulling and pushing
Yes/No
(iii) L- Can perform work by lifting
Yes/No
(iv) KC – Can perform work by kneeling and crouching
Yes/No
(v) B - Can perform work by bending
Yes/No
(vi) S - Can perform work by sitting
Yes/No
(vii) ST – Can perform work by standing
Yes/No
(viii)w – Can perform work by walking
Yes/No
(ix) SE – Can perform work by seeing
Yes/No
(x) H – Can perform work by hearing/speaking
Yes/No
(xi) RW – Can perform work by reading and writing
Yes/No

( Dr.) ( Dr.) ( Dr.)

Member Medical Board Member Medical Board Chairman Medical Board

Countersigned by the Medical Superintended/ CMO/ Head of Hospital

(With Seal)
Strike out whichever is not applicable

73 | P a g e
 Annex – I
(Schedule – VI)
COAL INDIA LIMITED
(A Government of India Enterprises)
ATTESTATION FORM
(All answers must be given in words and not by dots or dashes)

“WARNING”

1. The furnishing of false information or suppression of any factual information in the

attestation form would be a disqualification,and is likely to render the candidate unfit
for employment in the Company under the Government
2. If detained, arrested, prosecuted bound down, fined convicted, acquitted debarred etc.
subsequent to the completion and submission of this form, the details should be
communicated immediately to the authority to whom the attestation form has been
sent early, falling which it will be deemed to be a suppression of factual information
3. If the fact that false information has been suppression of any factual information in
the Attestation form comes to notice at any-time during the service of a person, his
service would be liable to be terminated.

1.Name in full(in Block Capitals), with aliases, if SURNAME

NAME
any(please Indicate, if you have added or
dropped in any stage any part of your name
or Surname)

2.Present address in full(i.e. Village, Thana and

District, or House Number, Lane/Street/Road
and Town)

3.Home Address(i.e. Village, Thana and District, or

House Number, Lane/Street/Road and Ton name
of the District Headquarters)

(b).If originally a resident of Pakistan or Bangladesh

The address in that country and the date of
migration to Indian Union.

4. Particulars of places (with periods of residences) where you have resided for more than
one year at a time during the preceding five years. In case of stay abroad(including
Pakistan or Bangladesh) particulars of all places where you have resided for more than
one year after attaining the age of 21 years should be given:

74 | P a g e
From To Residential Address in full (i.e. Village Name of the District
Hqrs.
Thana and District, or House No. of the mentioned in
Lane/Street/Road and Town) the proceeding column.

5.(a).Information to be furnished with regard to sons(s) and/or daughter(s) in case they are
studying/living in a foreign country.

Name Place of birth Country in Date from

Nationality(by which which studying
birth and/or by studying/living in the country
with full address mentioned in
domicile) previous
column.

6. Nationality:
7.
(a) Date of birth In figure In words
(b) Present age
(c) Age of
Matriculation

8.
(a) Place of birth District and State in which
situated
(b) District and State
in which you
belong
(c) District and State
to which your
father originally
belongs.

9.
(a).Yours Religion
(b).Are you a member of
Scheduled Caste/Scheduled
75 | P a g e
 Tribe/OBC/Physically
handicapped?

10.
Educational qualifications showing places of education with years in School and Colleges
since 15th year of age:

Name of School/College Dt. Of Date of Examination

With full address entering leaving passed

11(a).Are you holding or have any time held an appointment under the Central or State
Government or a semi-Government or a Quasi Government body, or an
Autonomous Body, or a Public Undertaking or a Private Firm or Institution? If so,
give full particulars with dates of employment up-to-date.

Period: Designation, Full name and Reasons for

From To employment and address of leaving previous
nature of employer service
employment

(b).
If the previous employment was under the Govt.of India/State Govt. /an Undertaking
owned or controlled by the Govt. of India or a State Govt.an autonomous
Body/University/Local Body.

If you had left the services on giving a month’s notice under Rule 5 of the Central Civil
Service(Temporary Service) Rules, 1965 or any similar corresponding rules where any
disciplinary proceedings framed against you, or had you been called upon to explain your
conduct in any matter at the time you have given notice or termination of service, or at a
subsequent date, before your services actually terminated?
12.(1):
(a) Have you ever been arrested? Yes/No
(b) Have you ever been prosecuted? Yes/No
(c) Have you ever been kept under detention? Yes/No
(d) Have you ever been bound down? Yes/No
(e) Have you ever been fined by a Court of Law? Yes/No
(f) Have you ever been convicted by a Court of Law for any Yes/No
offence?
(g) Have you ever been debarred from any examination or Yes/No
rusticated by any University or any other educational
authority/Institution?
(h) Have you ever been debarred/disqualified by any Public Yes/No
Service Commission/Staff Selection Committee for any it’s
examination/selection?
(i) If any case pending against you in any court of law at the time Yes/No
of filling up this attestation form?

76 | P a g e
 (j) If any case pending against you in any University or any other Yes/No
educational authority/Institution at the time of filling up the
Attestation Form?
(k) Whether discharged/expelled/withdrawn from any training Yes/No
Institution under the Government of otherwise?
(l) If the answer to any of the above mentioned question is ‘Yes’
give full particulars of the
case/arrest/detention/fine/conviction/sentence/punishment etc.
and/or the nature of the case pending in the
Court/University/Educational Authority etc. at the time, filling
up this form.

Note:
(i) Please also see the “Warning” at the top of this Attestation Form.
(ii) Specific answer to each of the questions should be given by striking out ‘Yes’ or
‘No’ as the case may be.

13.Name of two responsible persons of your locality or two references to whom you are
known.

1……………………………………………………………………………………………
………….…………………………………………………………………………………
……………………….……………………………………………………………………
……………………………………..
2……………………………………………………………………………………………
……………………………………………………………………………………………
……………………………………………………………………………………………
………………………………………
I certify that the foregoing information is correct and completed to the best of my
knowledge and belief. I am not aware of any circumstances which might impair my
fitness for employment under Government.

Place: Signature of Candidate

Date:

77 | P a g e
 Annex – J
IDENTITY CERTIFICATES
(Schedule VII)
(Certificate to be signed by any one of the following)

1. Gazetted Officers of Central or State Government

2. Member of Parliament or State Legislature belong to the Constituency where the
candidate or his parents/guardian is ordinarily resident
3. Sub-Divisional Magistrates/Officers.
4. Tahsildar or Naib/Dy.Tahsilders authorized to exercise magisterial powers.
5. Block Development Officers.
6. Post Master.
7. Panchayat Inspectors
8. Principal/Head Master of the recognized School/College/Institution where the
candidate studied last.

Certify that I have known …………………………………….Son/daughter of

Shri…………………………………………………For the
last…………………………………….Year………………………….. months and that to
the best of my knowledge and belief the particulars furnished by him/her are correct.

Place:
Signature
Date: Designation or Status and Address
(TO BE FILLED BY THE OFFICE)

1. Name, Designation, full address of the appointing authority.

2.Post of which the candidate is being considered.

78 | P a g e
 ANNEX – L
SCHEDULE-IV
Dated__________________

The General Manager (P)/(Recruitment)

Coal India Limited
Coal Bhawan
10, Netaji Subhas Road
Kolkata-700 001.

Sub: Offer of appointment as

___________________________________________________

Dear Sir,

Pursuant to appointment letter No.__________________________________

Dated_____________ I have since joined in
____________________________________ on _______________________

This is for your information and record.

Yours faithfully,

Signature
Name (in capital)

Full Address____________________________

79 | P a g e
 ANNEX-M

Non-Judicial Stamp Paper of Appropriate value Bond for Management Trainee Selected
for Employment under Coal India Limited

KNOW ALL MEN BY THESE PRESENTS THAT

WE…………………………………………………………
Son of…………………………………………………….by
Caste………………………………………………
Resident of village……………………………..P.O……………………..P.S………….
Dist………………………………………State……………………………………
(permanent address Should be given) and at present residing at
village………………………..…P.O……………..…………….
P.S……………………………………..…Dist…………………………….hereinafter
called the Management
Trainee and………………………………..by profession…………………………son
of…………………….
Of
village………………………………………..District………………..…………..State..
………………………
hereinafter called the surety do hereby bind ourselves and our respective heirs, executors
and administrators to pay to the Coal India Limited, having its registered office in Calcutta
(hereinafter called “the Company”), on demand the sum of Rs. 3,00,000/- (Rupees three
lakh only) or the amount received by the Management Trainee as stipend, pay, allowances,
travelling expenses and cost of equipment etc., during the period of training and service
in the Company together with interest (at prevalent bank rate) whichever is less, to be paid
to the Company, their successors and assigns at Calcutta.

Dated this…………………………………..…date
of………………………………………….….Two thousand
Twelve……………………………………
WHEREAS the above
bounden*…………………………………………………………………………………..

Has been selected by the Company for employment. Now the condition of the above
Written obligation along with the terms of the letter of appointment is that:

(a) In the event of the above bounden*……………………………….not conforming to

the instructions regarding training and discipline conveyed to him by an authorized
office to the Company.
(b) Getting adverse reports regarding the progress of his training or regarding his conduct,
or
(c) Failing to continue the job for which he has been selected for reasons other than ill
health PROVIDED THAT such ill-health has not been brought on by his own neglect,
carelessness or misconduct PROVIDED FURTHER THAT THE opinion of Medical
Officer of the Company or any other Medical Officer nominated by the Company shall
be final both in regard to the ill-health or whether the ill-health has been brought on
by the negligence, carelessness or misconduct of the above

80 | P a g e
 bounden*……………………….
(d) Failing to join forthwith the post offered to him; or
(e) Refusing to serve the Company or any of its subsidiaries for a minimum period of
three years in any capacity commensurate with his training as directed by the
Company; or
(f) Failing to refund the Company any overpayment made to him during the course of
training……………………………………the training/service will be liable to
termination and the above
bounden*………………………………………………………………………………
and the
said**……………………………………………………………………………….sha
ll jointly or severally forthwith refund to the Company on demand and without demur
an amount at the following rates:

Total emoluments drawn less reimbursement received from Govt., if any (proportionate
payment in case the period is less than one month) for the period of training and the actual
salary with allowances received by you during the subsequent period of your service.
(plus interest thereon calculated at the prevalent bank rate) Provided that if he is trained
in India, the total amount so payable by the employee shall in no event exceed Rs.
3,00,000/- (Rupees three lakh) only.

AND UPON his making such refund the above written obligation shall be void and of no
effect, otherwise it shall be and shall remain in full force and virtue.

PROVIDED ALWAYS that it is hereby agreed and declared that decision of the Company
as to whether the above bounden*……………………………..has or has not performed
and observed the obligations and conditions herein before rejected shall be final and
binding PROVIDED FURTHER that the liability of the said*………………..hereunder
shall not be impaired or discharged by reason of time being granted or by any forbearance,
act or omission of the Company or any person authorized by them (whether with or
without consent or knowledge of the said*………………..) nor shall it be necessary for
the Company to use the above bounden…………………………..before suing
said**……………………………………………….. for amounts.

PROVIDED FURTHER that this bond shall in all respects be governed by the laws of
India. The Company may, however, at its discretion alter interrupt the training and service
for any reason whatsoever without incurring any liability either to the above
bounden………………………… or the said**……………………….in the presence
of***…………………………………………….

SEAL
Signed and delivered by the
Above bounden*……..
Signature of Management Trainee

Full address: Present:

Permanent:

81 | P a g e
 Signature of the surety with full address
SIGNED AND DELIVERED
By the above bounden**
In the presence of***
At………………………..(Place) Dated the………………………..(Seal)
Full address: Present:

Permanent:

Full name of Management Trainee

** Full name of Surety

***Signature, name, designation and full address of the Attesting Officer with his official
seal, if any, The officer attesting the Bond should be Gazetted Officer in the employment
of the Govt. or any officer of the Company.

82 | P a g e
 ANNEX-M1

DECLARATION AFFIDAVIT
(TO BE OBTAINED FROM THE Student before joining as an Apprentice)

______________________________________ Son/Daughter
of__________________________
aged________________________residingat___________________hereby solemnly
affirm and state as under :

2. That after passing the above said examination:

(a) I did not have training or job experience for one year or more.
(b) I did not undergo apprenticeship training at any place under the apprentices
act.

What is stated above is true to the best of my knowledge and belief.

83 | P a g e
 ANNEX-M2

SCHEDULE-1B

OBLIGATION OF EMPLOYER

1. The employer shall make suitable arrangement in his establishment for imparting
a course of apprenticeship in accordance with the provisions of the Act and Rules
there under and with the approval of the Apprenticeship Adviser

2. Where any person has, during his course in technical institution, become a
graduate or technician apprentice and during his apprenticeship training he has to
receive related instruction, then the Employer shall release such person from
training to receive the relating instruction in such institution for such period as
may be specified by the Apprenticeship Adviser

3. (a)The Employer shall pay to the Apprentice at the rate of Rs. 20,600/- per month
plus usual allowance as per rules

(b)The stipend payment for particular month shall be paid by the 10th day of the
following month. No deduction shall be made from the stipend payment for the
period during which the Apprentice remains on casual and medical leave. Stipend
shall, however, not be paid for the period for which Apprentice remains on extra
ordinary leave

(c)The continuance of the stipend will be subject to satisfactory report on the

Apprentices work and conduct. In case of unsatisfactory progress of the
Apprentice, the Employer may withhold the stipend payment and refer the matter
to the Apprenticeship Adviser concerned.

No apprentice shall be engaged on training between hours of 10 p.m. and 8 a.m.

except with the approval of the Apprenticeship Adviser, who shall give his
approval if he is satisfied that it is in the interest of the training of the Apprentice
or in public interest.

4. Grant of Leave Apprentices

In establishments where proper leave rules do not exist or the total leave of
different types admissible to their workers is less than thirty seven days in a year,
the apprentice shall be entitled to the following kind of leave and subject to the
conditions specified under such kind of leave
(a) Casual Leave
i) Casual leave shall be admissible for maximum period of twelve days in a
year.
ii) Any holiday intervening during the period of casual leave shall not be
counted for the purpose of limit of twelve days.
iii) Casual leave shall not be utilized during any year shall stand lapsed at the
end of the year.
iv) Casual leave shall not be combined with medical leave, if casual leave is
preceded or followed by medical leave, the entire leave taken shall be treated

84 | P a g e
 as medical or casual leave, provided that it shall not be allowed to exceed the
maximum period prescribed in respect of medical or casual leave, as the case
may be.
v) Except in the case of extreme urgency, application for such leave shall be
made to the appropriate authority and sanction obtained prior to the availing
of leave.

(b) Medical Leave

i) Medical leave upto fifteen days during training may be granted to the
Apprentice who is unable to attend duty owing to illness. The unused leave
shall be allowed to accumulate maximum of forty days.
ii) Any holiday intervening during the period of medical leave shall be treated
as medical leave and accounted for in the limits prescribed under Clause (i)
above.
iii) The employer may be called up the Apprentice to produce a medical
certificate from a registered medical practitioner in his medical leave. A
medical certificate shall, however, be necessary if the leave exceeds six days.
iv) It shall be open to employer to engage a special examination of an Apprentice
if he has reason to believe the Apprentice is not really ill or the illness is not
of such a nature as to prevent his attendance

(c) Extra Ordinary Leave

Extra-ordinary leave upto a maximum of ten days or more in a year may be
granted to the Apprentice after he has exhausted the entire casual and medical
leave, if the employer is satisfied with genuineness of the grounds on which the
leave is applied for.

(d) In case of establishments where proper leave rules exist for workers, the leave to
the apprentice shall be granted by the employers in accordance with those rules.

5. The employer will arrange for a suitable person to be placed in charge of the
training of apprentices as laid down under the Act and Rules there under.

Signature of the Apprentice Signature of the Employer

Dated ________________ Dated_______________

85 | P a g e
 ANNEX-M3

SCHEDULE –II
OBLIGATION OF APPRENTICE

1. The apprentice shall abide by the rules and regulations of the establishments in all
matter of conduct and discipline and carry out lawful orders of the Employer and
superiors in the establishment.
2. The apprentice shall learn his subject field in Engineering and Technology
conscientiously and diligently and attend to practical and instructional classes
regularly.
3. The apprentice shall maintain a record of work during the period of his apprenticeship
training in a proforma approved by the apprenticeship Adviser.
4. Where the contract of apprenticeship in terminated for on the part of apprentice to
carry out the terms of contract, the apprentice shall refund to the employer as cost of
training such amount as may be determined by the Apprenticeship Adviser. In such
event the apprentice shall not be entitled to enter into another contract of
apprenticeship under the Act with any other Employer.
5. Except in case of extreme urgency shall submit application for all leave except medical
leave to the appropriate authority and obtain sanction before the leave is taken.
6. Continuance of payment of stipend shall depend on satisfactory performance of the
apprentice during the training period. In case unsatisfactory progress of the trainee, the
establishment will withhold the stipend and refer the matter to Apprenticeship
concerned.

Signature of Apprentice

Signature of Employer

86 | P a g e
 ANNEX-M4
SCHEDULE-V
(Ref. Rule II(A) under the Apprentice (Amendment) Act, 1973)
(To be submitted (In Triplicate) within ten days after engagement of Apprentices)

(A) Where the apprentice is a student of sandwich Course: No.

(B) Personal Details :

1 Name and address of the 2. Nature of Industry & Standard

establishment Industrial Classification Code No.

3 Registration No. & 4 Subject field in 5 Date of commencement

Date of contract of Engineering / of training
apprenticeship Technology

6 Name and Address of Apprentice 7 Name and Address of guardian

8 (i) Educational qualification at entry Photo of Apprentice (Passport Size)

(ii) Examination Passed

(iii) Name of (iv) Date of (v) Remarks

institution passing

87 | P a g e
 ANNEX-M5
COAL INDIA LIMITED

Model Contract of Apprenticeship in the case of Graduate Apprentice for Coal India
Limited
This contract made
this_________________________________________daysof_____________________
_____of
Two thousand________________ between ____________________carrying on business
at ___________________ (hereinafter called the “Employer”) of the First Part____

Shri _____________________________________________________ son

of________________________ Resident of
________________________________________________________________
(hereinafter called the Apprentice)
Of the second part and Shri ________________________________________________
son of ___________________ resident of
_________________________________hereinafter called the ‘surety’ which expression
shall include his heirs, executors, administrators ,legal representatives and assigns of the
‘Third Part’ whereas the apprentice has requested the employer to engage him as an
Apprentice for training in the designated subject fled of _____________________under
the Apprenticeship Act, 1961.

And whereas the Employer having satisfied himself that the Apprentice has requisite
qualifications for being engaged as an Apprentice under Apprentices Act, 1961 and the
rules made there under, has agreed to engage him as an Apprentice in employer’s
establishment on the terms and condition hereinafter appearing subject to the surety
joining in the agreement as herein contained. And whereas the Surety at the request of the
Apprentice and in consideration of the provision has agreed to join in this agreement.

NOW THESE PRESENT WITNESS AND IT IS MUTUALLY agreed by and between

the parties as follows:

1. The employer hereby agrees to engage the Apprentice as an apprentice in the

designated subject field of___________________and the Apprentice thereby agrees
to serve the Employer as an Apprentice as hereinafter provided.

2. The period of training shall be 12 months commencing from the date of Apprentice is
asked to report for training under the provisions of Apprentice Act, 1961 and rules
thereof (to which this contract relates)Apprenticeship programme for the first twelve
months within the said period owing to illness or other circumstances beyond his
control, the Employer shall extend the period of his apprenticeship until he completes
the prescribed period if so required by the Apprenticeship Adviser concerned.
88 | P a g e
3. The Apprentice hereby declares that on other contract of Apprenticeship already
subsists between him and any other contract of Apprenticeship with any other
employer before the expiry or termination of this contract of apprenticeship.

4. Subject as hereinbefore and hereafter provided this contract of apprenticeship shall

terminate on the expiry of the first 12 months of apprenticeship training. During
Apprenticeship training either party may make an application to the Central
Apprenticeship Adviser for the termination of the contract and when such an
application is made, the party making the application shall send by a post copy thereof
to the other party of the contract. The Central Apprenticeship Adviser after considering
the contents of the application and objections, if any, filed by the other party may
terminate the contract if he is satisfied that the parties to the contract or any of them
have or has failed to carry out the terms and condition of the contract and that it is
desirable in the interest of the parties or any of them terminate the same. Provided that
the party responsible for the termination of contract due to his failure to carry out the
terms and conditions of the contract shall pay compensation as laid down in the
Apprenticeship Act, 1961 and rules there under.

Provided further that no compensation shall be payable any party. If all the parties are
agreed that it is desirable in the interest of the parties or any of them to terminate the
contract subject to the condition that the Apprentice shall not be eligible for
engagement by the same or any other Employer as Apprentice under the Act.

5A On successful completion of 12 months of apprenticeship training, the Apprentice may

be offered an employment and the Apprentice shall be bound to accept the employment
and to continue with the employment for a period of 3 years from the date of his
employment. During the regular service you shall be paid Rs.________________per
month, in the scale of Rs.______________in E2 grade together with usual allowance
admissible to the executive of the Company.

5B The employer, if it so required by him, shall at the time of joining the apprenticeship
training ask the Apprentice to sign a Bond requiring him to serve Employer for a
minimum period of 3 years after successful completion of training and in pay scale of
Rs.________________and with such additional terms and conditions as are deemed
fit by the Employer and are permissible under the rules of the establishment of the
Employer. The Apprentice shall be bound to sign such bond before joining the
apprenticeship training. The terms and conditions referred to in the previous sentences
shall be binding on the apprentice during his employment and during his
apprenticeship for first 12 months under the Act.

89 | P a g e
6A.The Employer shall further carry out his obligation as under: The Employer shall pay
the stipend to the Apprentice at the rate of Rs._______________per month plus usual
allowances and underground allowances, as per rules of the Employer’s establishment.
The Employer shall claim reimbursement of 50% of stipend, calculated at the rate of
Rs.______________ per month on quarterly basis and in arrears from the Central
Government after having paid in full stipend to the Apprentice in the first instant every
month.

6B.Subject as herein before and hereinafter provided the Employer and the Apprentice
shall carry out their obligation as contained in Schedules I & II enclosed.

7.Any disagreement of dispute between the Employer and the Apprentice arising out of
this contract shall be referred to Central Apprenticeship Adviser for decision. Any
person aggrieved by the decision of the Central Apprenticeship adviser may within 30
days from the date of communication of him of such decision prefer an appeal against
the decision of the Central Apprenticeship Council and such appeal shall be heard and
determined by the Committee of that Council appointed for the purpose. The decision
of such committee and subject to such decision of the Central Apprenticeship Council
will be final.

8A. In the event of termination of contract of apprenticeship for failure on the part of the
Apprentice to carry out terms of the contract, the Surety at the request of the
Apprentice hereby guarantees to the Employer and the Central Government the
payment on demand and without demur of such account as may be determined by the
Central Apprenticeship Adviser as and towards the cost of training of the apprentice.

8B.The liability of the surety shall not any time exceed a sum of Rs. 2550/-(Rupees two
thousand five hundred fifty only) in case of graduate apprentice with interest thereon
at the prevalent bank rate.

8C.The neglect or forbearance of the Employer or the Central Government in enforcing

payment of any money, the payment whereof is intended to be hereby secured or the
giving of the time by the Employer or the Central Government for the payment thereof
shall not in any way release the surety of his liability under the guarantee hereinbefore
contained.

8D.The guarantee herein before contained shall not be affected any change in the
constitution of the Employer or in the constitution of the surety.

IN WITNESS WHEREOF THE parties hereto have executed these presents the date
and year first above written.

90 | P a g e
_______________ __________________________
_______________________
Signature of Employer Signature of Apprentice/MT Signature of Surety

__________________ __________________________
_______________________
Signature of Witness 1 Signature of witness 1 Signature of
Witness 1

___________________ __________________________
_____________________________
Signature of Witness 2 Signature of Witness 2 Signature of Witness 2

91 | P a g e
 ANNEX–M6
APPRENTICES CONTRACT REGISTRATION CARD

Graduate Apprentices Registration No.

Technicians Apprentices A Fix a Passport Registration under Section 4

Size Photograph of the Apprentices Act.
Technicians Apprentices REGIONAL CENTRAL
(Vocational) APPRENTICESHIP
ADVISOR BOARD OF
1.(a) Whether Sandwich course APPRENTISHIP
or not state - yes/no TRAINING (wr) MUMBAI

1.(b) Male Female

2. Name of Apprentice (in capital Letters as given in exam mark sheet)

3.(a) Permanent Address 3.(b) Present Address 3.(c) Whether belongs to -

Schedule Cast -
Yes/No
Schedule Tribe -
Yes/No
Other Backward Class -
Yes/No
Physical Handicapped -
Yes/No
Minority Community -
Yes/No
(Specify minority Community

4. Date of Birth:

5.
1.Educational Name of the Discipline Year & Examination
qualification university/Board /Branch Month of Seat No.
consideration for Passing
apprentishipTrg under
the Act.

92 | P a g e
 2. Date of Period of Training Rate of stipend
Commencement Rs. Per month

7. Name & Address of Employer 8. Name & Address of the Surety

12. Payment to be made Rs. 8600/- per month, plus

HRA/CCA/DA/Underground/Coalfield Allowance as admissible.

13. Whether the apprentice belongs to Schedule Cast/Schedule Tribe/Minority i.e.

Muslim/Christian/Jain/Parsee.

Date. ____________ Signature of

Apprentice

Note: - (a) Cols. (a), (b), (10), AND (B), (12) have already been filled in and no further
entry is required.

(b) Cols. (B) (2) and (B) (3) may be left blank. Those will be filed in the office of the
Board or Practical Training.

(c) In Col. (B), (8) (II) qualification examination passed starting from graduation onwards
only may be shown.

We the Employer, Apprentice (the ( the Guardian in the case of Minor Apprentices) and
the Surety hereby declare that we have read the contents of the Apprenticeship Contract
as per the Apprenticeship Rules 1962, as amended from time to time and agree to abide
by all the provisions made there under. We also declare that all the provisions of the
Apprentices Act 1961 as amended from time to time including those relating to
registration and Termination of contract are binding on us.

93 | P a g e
 Signature of Employer Signature of Apprentice/ Signature of
Guardian Surety

Witness : 1

Witness : 2

1. In the event of termination of contract through failure on the part of the Employer to
carry out the terms and condition of the contract, he shall pay to the Apprentice.
Compensation of an amount equivalent to his three months of minimum stipend
payable under Apprentices Act.

2. In the event of termination of contract of Apprenticeship for failure on this part of

Apprentice to carry out terms of the contract, The surety at the request of the
Apprentice hereby guarantees to the employer and the Central Government the
payment of such amount as may be determined by the Central Apprenticeship Advisor
as and towards the cost for training of the Apprentice.

3. The Liability of the Surety shall not any time exceed of an amount of three months of
minimum stipend payable under Apprentice Act.

DECLARATION AFFIDAVIT

( To be obtained from the Student before joining as an Apprentice )

I _______________________________________son/daughter of
______________________________
______________________aged_______________residing at
________________________________
_________________________________________________ hereby solemnly affirm
and state as under :

2. That after passing the above said examination :

(a) I did not have training or job experience for one year or more.
(b) I did not undergo apprenticeship training at any place under the Apprentice Act.
What is stated above is true to the best of my knowledge and belief.

Signature

94 | P a g e
References
1 Letter No. 380011/1/74CAF dated 27.09.1975.

2 Common Coal Cadre (Chapter III) bearing amendments upto

30.11.1984.
3 OM No. CIL/C5A(vi)/50729/135 dated 25.09.1989.

4 OO No. CIL/C5A(ii)/52100(2)/RC/792 dated 06.09.1993.

5 OM No. CIL/C-5A(vi)/50729/CCC/20 dated 27.05.1998.

6 OM No. CIL/C-5A(vi)/CCC/380 dated 07.03.2007.

7 OM No. CIL/C5A(vi)/CCC/1252 dated 28.07.2009.

8 OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.

9 OO No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012.

10 OO No. CIL/C-5A(PC)/CCC/43 dated 22.03.2012.

11 OO No. CIL/C-5A(PC)/CCC/44 dated 22.03.2012.

12 Letter No. CIL/C-5A(PC)/96 dated 06.07.2012.

13 OO No. CIL/C-5A(PC)/CCC/04 dated 01.01.2014.

14 DoPT OM No. 42011/2/2014-Estt.(Res) dated 13.02.2014.

15 OM No. CIL/C5A(PC)/CCC/275 dated 23.07.2014.

16 Letter No. CIL/C5A(PC)/BOND/296 dated 18.08.2014.

17 Letter No. CIL/C5A(PC)/BOND/1913 dated 09.01.2017.

18 OM No. CIL/C-5A(PC)/CCC/2100 dated 19.05.2017.

19 Direct Recruitment Notification MT 2019.

95 | P a g e
Cadre Schemes and Promotion Procedures

Table of Contents

1.0 Cadre Schemes & Promotion Procedures 97

References 169

Page | 96
 Cadre Schemes and Promotion Procedures [1]

1.1. All promotions from one executive grade to another will be on the basis of recommendations
of duly constituted Departmental Promotion Committee (DPC).

1.2. No officer on deputation from other organization / Foreign Service may be considered for
promotion unless he has given his option for absorption in the company.

1.3. Promotion of Executives [2]

(i) Promotion of all executives serving in different subsidiaries and CIL will be considered
by CIL.

(ii) There will be five Boards for considering the promotions from one grade to another as
below: [3]
(a) Deleted [4]
(b) Board No. II for considering promotion from E7 to E8 grade [5]
(c) Board No. III for considering promotions from E6 to E7 grade [5]
(d) Board No. IV for considering promotions upto E6 grade. [5]
(e) Board A [6]

(iii) Promotion Orders will not be issued by subsidiary companies after 01.04.93. However,
the executives who could not be promoted though senior in the panel of promotes
approved prior to 01.04.93 on account of Vigilance and Administrative clearances, may
be promoted by issue from concerned subsidiary companies under intimation to CIL
provided the panel is valid.

(iv) The DPC and Selection-cum-DPC will draw the panel of the candidate’s found suitable
for the promotion. The panel after being approved by the competent authority will
remain valid for a period of one year from the date of its approval.

1.4. Composition of DPC [2]

The composition of departmental promotion committees will be as follows:

(A) Deleted [4]

1
As per 2nd edition of Common Coal Cadre (Chapter IV) bearing amendments upto 30.11.1984.
2
Amended vide OM No. CIL/C-5A(vi)/CCC/204 dated 06.01.1995.
3
Amended vide OM No. CIL/C5A(vi)/CCC/860 dated 20.05.2008.
4
Deleted due to OM No. CIL/C-5A(vi)/005/35/1210 dated 02/07.05.2009 & OM No. CIL/C-5A(vi)/005/35/1345
dated 25.01.2010.
5
Amended due to OM No. CIL/C-5A(vi)/005/35/1210 dated 02/07.05.2009 & OM No. CIL/C-5A(vi)/005/35/1345
dated 25.01.2010.
6
Deleted due to abolition of E9 posts vide OM No. CIL/C5A(PC)/ED/2099 dated 19.05.2017.

Page | 97
 (B) Board No. II -The Board will deal with all promotion cases of Officers from E7 to E8
grade[4], on merit cum seniority by selection based on interview. The composition of
DPC will be as under:

i) Presiding Officer Chairman, CIL.

ii) Members (a) Two CMDs to be nominated by

Chairman, CIL.
(b) Director (P&IR), CIL.
(c) Director (T)/ Director(F), CIL
depending upon the discipline

(C) Board No. III - The Board will deal with all promotion cases of Officers from E6 to
E7 grade[7], on merit cum seniority by paper DPC. The composition of DPC will be as
under:

i) Presiding Officer One of the CMDs of the subsidiary

companies or one of the Functional
Directors of CIL to be nominated by
Chairman, Coal India Limited.

ii) Members a) Director (P&IR), CIL.

b) Two Directors: One from Technical
and other from Finance discipline
from Subsidiary Companies to be
nominated by Chairman, CIL.

(D) Board No. IV - The Board will deal with all promotion cases of Officers from E1 to
E6 grade[5] i.e. promotions upto grade E6 on seniority-cum-merit principle. The
composition of DPC will be as under:

(i) Presiding Officer CMD of one of the subsidiary companies or one of the
Functional Directors of CIL

(ii) Members (a) Director (P) of one of the subsidiary companies.

(b) Director (F) of one of the subsidiary companies
(c) Two Technical Directors from subsidiary
companies.
(d) One Officer belonging to SC/ST community in the
rank of E8 or above.

7
Amended due to OM No. CIL/C-5A(vi)/005/35/1210 dated 02/07.05.2009 & OM No. CIL/C-5A(vi)/005/35/1345
dated 25.01.2010.

Page | 98
 (e) Chief of Executive Establishment of CIL to act as
Member Secretary.

Presiding Officer and all the Members of the Board-IV will be nominated by Chairman, CIL.

(E) Deleted [8]

1.5. Schedule of DPC

The schedule for holding meetings of DPCs will normally be as follows;

(a) DPC for Engineering Cadre : June/July each year.

(b) DPC for Accounts & Finance Cadre : August each year.
(c) DPC for medical cadre : May each year.
(d) DPC for general services : September each year.

Meetings of DPCs may be convened at any time than those in the above schedule, as may be
decided by the Cadre Controlling Authority, i.e. Chairman of CIL. [9]

1.6. Guidelines for Holding DPC Meetings

(a) A clear 15 days’ notice for holding DPCs shall be given to the representatives of Coal
India headquarters and other subsidiary companies.

(b) Before convening the meetings of the DPC, it shall be ensured that the
confidential/appraisal reports at least for the last three years are complete in all respects
for consideration of the committee.

(c) Annual appraisal/confidential reports in respect of executives will be completed in all

respects including final review and forwarded to the competent authorities by the date
indicated hereunder:

(i) In respect of all executives of engineering discipline : 31 May, each year.

(ii) In respect of all others : 30 April, each year.

(d) In order to enable proper evaluation by the DPCs, full personal data indicating all
relevant information relating to the eligible executives shall be presented to the
committee. A suggested proforma is placed at Appendix 1.

(e) Statement showing the number of vacancies in the grade(s) shall also be placed before
the DPC for information.

8
Deleted due to abolition of E9 posts vide OM No. CIL/C5A(PC)/ED/2099 dated 19.05.2017.
9
Amended due to OO No. CIL/C5A(ii)/52100(2)/RC/792 dated 06.09.1993.

Page | 99
 (f) If the DPC adopts certain norms different from the norms indicated in Appendix 2 and
the datum lines fixed by CIL from time to time while recommending any particular
executive(s), the reasons thereof shall be clearly explained in the proceedings for
consideration of the cadre controlling authority.

(g) The DPC shall, in its proceedings, indicate the names of executives considered and those
found suitable for promotion. Where an officer is by-passed in the matter of promotion,
the reason for their recommendations shall be recorded by the concerned Departmental
Promotion Committee to provide sufficient opportunity to the executive concerned to
improve.

(h) The DPC shall consider those who have not been promoted at all since nationalization
of coking coal/non-coking coal mines viz. 1.7.1972/1.8.1963, before considering other
eligible departmental candidates.

(i) The DPC should determine the number of eligible candidates to be considered at each
time, on the basis of the number of vacancies available in the higher grade in the ratio
of 1:5. While considering the eligible departmental candidates in whose cases inter-se
seniority has not yet been established, this limit may not apply; instead the DPC may
consider all the eligible departmental candidates and recommend a panel of officers in
order of merit.

1.7. Eligibility Norms for Promotion

(a) The promotions of departmental executives will be step-by-step according to the

channel of promotion indicated in the cadre scheme placed at Appendix 2.

(b) The eligibility of executives for consideration for promotion shall be determined on the
basis of minimum qualification and minimum period of service in a particular grade as
indicated in the respective cadre schemes placed at Appendix 2.

(c) Unless otherwise stipulated in the relevant cadre schemes, an executive has to put in a
minimum of three years’ service in a particular grade before he becomes eligible for
consideration for promotion to the next high grade.

(d) The Personnel Division of Coal India headquarters will determine datum lines and block
of officers to be considered for promotion from one grade to the other each year, which
shall be strictly followed.

(e) Any relaxation, either in the minimum length of service or minimum qualification, shall
be only with the specific written approval of the cadre controlling authority.

(f) Chairman, CIL shall be the cadre controlling authorities for all below Board level
Executives.[10]

10
Amended due to OO No. CIL/C5A(ii)/52100(2)/RC/792 dated 06.09.1993.

Page | 100
1.7(A). Modalities for ‘Promotion’ under concept of “Fast Track Method” [11]

i) In order to be eligible under the above concept, the executives must have at least 1
(one) excellent EER rating and at least 4 (four) commendable rating in the remaining
four years during the preceding 5(five) years.

ii) They must have at least 05 years’ experience in the same grade as on 31st March of the
respective year.

iii) The number of posts in E5 and E7 grade[12] will be limited to 20% of the total number
of vacancies available in E5 and E7 grade[12] as on 31st March of the respective year.

iv) Such of these eligible candidates will be required to appear in the written test which
will be conducted by outside agency and interview to be conducted by Special Board
to be constituted every year for this purpose.

1.8. Criteria for Promotion [13]

a. The cluster concept of promotion from E4 to E5 grade stands abolished w.e.f

01.04.2009.

b. The promotion from E2 to E3 grade will be time bound on completion of stipulated

period in the Common Coal Cadre without consideration of vacancies. They will be
promoted based on DPC recommendations.

c. The promotion from E3 to E4, E4 to E5, E5 to E6, E6 to E7, E7 to E8 and E8 to E9

grade (from one grade to other grade) would depend on availability of vacancies.

d. The promotion from E1 upto E6 grade shall be based on the principle of seniority-cum-
merit through DPC.

e. The promotions from E6 upto E9 shall be positive selection by Departmental Promotion

Committee on the principle of Merit-cum-Seniority.

(i) For E6 to E7, the selection will be based on paper DPC.

(ii) For E7 to E8 and E8 to E9, the selection will be based on interview and other merit
consideration and performance.

f. Where there is an established seniority, the ratio of the number of eligible candidates for
consideration against vacancies should be at the rate of five candidates for each vacancy.

11
Incorporated vide OM No. CIL/C5A(vi)/CCC/426 dated 23/24.04.2007. Subsequently, amended vide OM No.
CIL/C5A(vi)/CCC/468 dated 14.06.2007 & Corrigendum No. CIL/C5A(vi)/CCC/478 dated 25.06.2007.
12
Amended due to OM No. CIL/C-5A(vi)/005/35/1210 dated 02/07.05.2009 & OM No. CIL/C-5A(vi)/005/35/1345
dated 25.01.2010.
13
Amended due to OM No. CIL/C-5A(vi)/CCC/1470 dated 13.07.2010.

Page | 101
 g. Guidelines for promotion from E6 to E7 grade [14]

A. The promotion shall be based on merit cum seniority by paper DPC.

B. Eligibility: Minimum 3 years or 5 years’ experience as the case may be as

mentioned in the cadre scheme.

C. Cut-off date for eligibility: 30th September of every year.

D. Total marks by Paper DPC: Maximum100 Marks.

1. Executive Evaluation Report (EER): Maximum 70 marks

EER rating for last 3 years (Ultimate yr. + Penultimate Yr. + Year preceding
Penultimate Yr.) = (24 + 23 + 23) Marks.

The absolute EER marks are computable to the respective percentage allocated
for the concerned EER. For example, absolute marks for 80% EER rating for the
ultimate year will be computed for 24 i.e. it will be 80% of 24.
In the event, EER rating is not made available to the Personnel Directorate, CIL
within the notified date, then marks against EER in respect of the same period
would be marked as “Zero” .In the event of non-receipt of EER, no reopening of
the case will be done & notional seniority also will not be given for such cases.
In the event it is found that in spite of submission of the duly filled in EER forms
by the concerned Executive in time, his rating could not be reached to the
Personnel Directorate, CIL, then RDA Major Penalty would be invoked against
the defaulter due to whose fault he has been allotted ZERO Marks against that
particular EER.

Note:

x If any executive has been rated Excellent/ Commendable/ Adequate/

Inadequate by his Reporting Officer and final Authority changes the rating
without mentioning the marks then the final EER marks will be determined
as follows:
x If the final rating is below the Reporting Officers rating then the final EER
marks of the candidate for that year will be the highest marks of the range of
the final rating.
x If the final rating is above the Reporting Officers rating then the final EER
marks of the candidate for that year will be the lowest marks of the range of
the final rating.

14
Incorporated due to OM No. CIL/C5A(vi)/CCC/1580 dated 03/05.05.2011.

Page | 102
 x In any year under consideration if the Executive has been rated “Inadequate”,
the marks for the said year will be ZERO

2. Length of service in existing grade: Maximum 20 marks

i) One mark will be awarded for every year of service in the present grade
upto 8 years.
ii) Additional two marks will be awarded for each year of service beyond 8
years.
iii) In any case the marks awarded on this ground will not exceed 20.

Note:
For computing the marks of the length of service, deemed date of entry in the
existing grade will be taken. Service of 6 months or more will be taken as 1 year
and service of less than 6 months shall be taken as 0 (No marks allotted).

3. Qualification: Maximum 10 marks

QUALIFICATION MARKS

i) Matriculation / Higher Secondary 2

ii) Diploma 3

iii) A) B.E./B.Tech/AMIE/ICWA/CA/MBA/PGDM or 9
any other minimum qualification required for
induction at entry level as executive as per cadre
scheme of various disciplines in the Executive
Cadre.

B) Additional educational or professional 1

qualification(s) beyond the minimum
qualification for the entry level in the cadre
relevant to the job requirement in the cadre.

For Mining Discipline, the marks are as follows: [15]

i) Acquired 2nd/ 1st Class Mining Certificate of 9

Competency, as the case may be.

15
Amended vide OO No. CIL/C5A(PC)/CCC/E6-E7/179 dated 23.07.2019.

Page | 103
 ii) M.E./M.Tech./M.BA., or any other equivalent 1
qualification, relevant to the job requirement in the
cadre, from a recognized Institute/ University.

E. On the basis of Total Marks calculated by addition of marks obtained in EER,

Length of Service and Qualification, the final merit list shall be drawn up in
descending order and promotions shall be made from this list in the order of merit
subject to Vigilance/Safety/departmental clearance and vacancy.

F. The promoted executive has to join the promoted post at the respective company
mentioned against him within three months from the issue of the order. The
promotion will be effective on & from the date the executive reports to the
company on transfer and assumes charge in the promoted post. The further
assignment of the promoted executive will be decided by CMD of the respective
companies.

G. Approval for retention of any executive (on transfer to another company) in the
promoted post in the present company due to the exigency of duty performed has
to be obtained from CIL prior to the expiry of 3 months period.

In case of an Executive not joining in the company where transferred on promotion

within three months, the executive will automatically stand released & no payment
of Salary etc will be made in the present company after the expiry of 3 months
period.

H. In event of post falling vacant due to resignation/foregoing promotion/death/not

joining in the promoted post within 3 months of issuance of promotion order/
closure of disciplinary proceeding resulting in minor or major penalty during the
validity of the panel, under such instances, the process for issuance of promotion
for the next executive in the panel will be undertaken.

I. In addition to the above, all other provisions/guidelines as existing in the cadre

scheme regarding promotion would continue to be applicable.

J. The power to interpret these rules is reserved with the Director (P&IR), CIL and
his interpretation will be final.

K. The Director (P&IR), CIL can modify/alter/amend the scheme with the approval
of Chairman, CIL.

Page | 104
 h. Guidelines for promotion from E7 to E8 grade [16]

A. The promotion shall be on merit cum seniority by selection based on interview.

B. Eligibility: Minimum 3 years’ experience in E7 grade and eligible candidates will

be on the basis of the number of vacancies available in the higher grade in the ratio
of 1:5.

C. Cut-off date for eligibility: 30th September of every year.

D. Total marks for DPC: 100 Marks

i) Executive Evaluation Report (EER): Maximum 50 marks

EER rating for last 3 years (ultimate yr + Penultimate yr + year preceding
Penultimate) (17 + 17 + 16) Marks.

The absolute EER marks are computable to the respective percentage allocated
for the concerned EER. For example, absolute marks for 80% EER rating for the
ultimate year will be computed for 17 i.e. it will be 80% of 17.
In any year if the Executive has been rated “Inadequate”, the marks for the said
year will be ZERO.

In the event, EER rating is not made available to the Personnel Directorate, CIL
within the notified date, then marks against EER in respect of the same period
would be marked as “Zero”.

In the event it is found that in spite of submission of the duly filled in EER forms
by the concerned Executive in time, his rating could not be reached to the
Personnel Directorate, CIL, then RDA Major Penalty would be invoked against
the defaulter due to whose fault he has been allotted ZERO Marks against that
particular EER.

ii) Interview – 30 Marks

iii) Length of service in existing grade: 10 marks

One mark will be awarded for every year of service in the present grade. In any
case the marks awarded on this ground will not exceed 10.

16
Incorporated due to OM No. CIL/C-5A(vi)/CCC/1585 dated 02.06.2011.

Page | 105
 Note:
For computing the marks of the length of service, deemed date of entry in the
existing grade will be taken. Service of 6 months or more will be taken as 1 year
and service of less than 6 months shall be taken as 0 (No marks allotted)

QUALIFICATION MARKS
i) Matriculation / Higher Secondary 2
ii) Diploma 3
iii) a) B.E./B.Tech/AMIE/ICWA/CA/MBA/PGDM or any 9
other minimum qualification required for induction at
entry level as executive as per cadre scheme of various
disciplines in the Executive Cadre.

b) B.E./B.Tech/AMIE/ICWA/CA/MBA/PGDM or any 1
other minimum qualification required for induction at
entry level as executive as per cadre scheme of various
disciplines in the Executive Cadre.

For Mining Discipline, the marks are as follows: [17]

i) Acquired 2nd / 1st Class Mining Certificate of Competency 2 marks

and Matriculation/ Higher Secondary.
ii) Acquired 2nd / 1st Class Mining Certificate of Competency
3 marks
and Diploma.
iii) a) Acquired 2nd / 1st Class Mining Certificate of
Competency and Degree or equivalent in Mining 9 marks
Engineering.
b) Additional educational or professional qualification(s)
1 mark
relevant to the job requirement in the cadre.

E. On the basis of Total Marks calculated by addition of marks obtained in EER,

Interview, Length of Service and Qualification the final merit list shall be drawn up
in descending order and promotions shall be made from this list in the order of merit
subject to Vigilance/ Safety/ departmental clearance and vacancy. After deriving the
merit as per the above, if there is a tie, then the executive who is senior in the
seniority list in the existing grade will be placed higher and the junior will follow.

F. The promoted executive has to join the promoted post at the respective company
mentioned against him within three months from the issue of the order. The
promotion will be effective on & from the date the executive reports to the company

17
Amended vide OO No. CIL/C5A(PC)/CCC/E6-E7/179 dated 23.07.2019.

Page | 106
 on transfer and assumes charge in the promoted post. The further assignment of the
promoted executive will be decided by CMD of the respective companies.

G. Approval for retention of any executive (on transfer to another company) in the
promoted post in the present company due to the exigency of duty performed has to
be obtained from CIL prior to the expiry of 3 months period.

H. In case of an Executive not joining in the company where transferred on promotion

within three months, the executive will automatically stand released & no payment
of Salary etc will be made in the present company after the expiry of 3 months
period.

I. In event of post falling vacant due to resignation/foregoing promotion/death/not

joining in the promoted post within 3 months of issuance of promotion order/ closure
of disciplinary proceeding resulting in minor or major penalty during the validity of
the panel, under such instances, the process for issuance of promotion for the next
executive in the panel will be undertaken.

J. In addition to the above, all other provisions/guidelines as existing in the cadre

scheme regarding promotion would continue to be applicable.

K. The power to interpret these guidelines is reserved with the Director (P&IR), CIL
and his interpretation will be final.

L. The Director (P&IR), CIL can modify/alter/amend the guidelines with the approval
of Chairman, CIL.

i. Creation of post of Chief General Manager in E8-A grade [18]

A. Position particulars
a. Grade : E8-A
b. Designation : Chief General Manager
c. Pay scale : Rs. 51300-73,000/-

d. Educational qualification : Same as that of E8 as per Cadre

scheme.
e. Reporting relationship : Report to Chairman/ CMD/ Director.
f. The executives who are already carrying designation as CGM would
continue to assume the role automatically.

B. Selection Criteria
a) Promotion shall be on merit-cum-seniority by selection based on interview.
b) Eligibility: Minimum 3 years’ experience in E-8 grade.
c) Cut-off date for eligibility: 30th Sept. of every year.

18
Incorporated due to OM No. CIL/C5A(PC)/2098 dated 18.05.2017.

Page | 107
 d) Total marks for DPC: 100 marks

i. PAR rating: 50 marks.

1. PAR rating for last 3 years (ultimate yr + Penultimate yr + year

preceding Penultimate) (17+17+16) Marks.
2. The absolute PAR marks are computable to the respective
percentage allocated for the concerned PAR. For example, absolute
marks for 80% PAR rating for the ultimate year will be computed
for 17 i.e. it will be 80% of 17.
3. In any year, if the executive has been rated as “Poor”, the marks for
the said year will be “ZERO”.

ii. Interview: 50 Marks.

C. No. of posts to be operated

The total no. of E8-A posts will be 254 within the sanctioned strength of E8
grade. The discipline wise no. of posts to be operated is as below:

Sl.No. Discipline No. of CGM Post.

1 Mining 120
2 Excavation 13
3 Electrical & Mechanical 13
4 Marketing & Sales 8
5 Personnel 19
6 Finance 19 (1 post to be
reserved for
Company Secretary)
7 Medical 8
8 Civil 9
9 Materials Management 9
10 Information & Communication 9
Technology (ICT) & E&T
11 Security 8
12 Geology 2
13 Environment 9
14 Legal 1
15 Coal Preparation 7
Total 254

D. Selection Board
The Board for promotions from E8 to E8A grade will be composed of the
following members:

Page | 108
 a. Presiding Officer - The Chairman, CIL
b. Members - One Independent Director of Nomination &
Remuneration Committee
- The Director (P&IR), CIL
- 2 CMDs to be nominated by the Chairman

- Functional Director of CIL of the concerned

discipline

E. Miscellaneous
Other rules of Common Coal Cadre applicable in the case of departmental
promotions will also apply in the promotion to Chief General Manager, E8-A
grade.

j. Guidelines for promotion of Executives from E8 to E9 grade [19]

Deleted.[20]

1.9. The date of effect of promotion for the purpose of drawing emoluments in the higher grades
will be from the date the concerned officer assumes charge of the higher post on receipt of
promotion orders. However, the date of issue of promotion shall determine the seniority and
eligibility for promotion to the next higher grade.

1.10. Promotional Opportunities to certain Categories of Employees

1.10.1. From Non-Executive to Executive Cadre [21]

(a) The quota reserved for departmental promotion to E1 or E2 grade, as the case may be,
in various disciplines will be as follows:

Sl. Discipline Quota

No Direct Departmental
1 Mining 60% 40%
2 Accounts 80% 20%
(15% Qualified CA & ICWA/
5% Semi Qualification i.e., Inter-
CA & ICWA or CIL Part II
Accounts Examination)
3 Materials Management 2/3rd 1/3rd

19
Incorporated due to OO No. CIL/C-5A(vi)/CCC/1586 dated 02.06.2011.
20
Deleted due to abolition of E9 posts vide OM No. CIL/C5A(PC)/ED/2099 dated 19.05.2017.
21
Amended vide OO No. CIL/C-5A(PC)/CCC/04 dated 01.01.2014. Earlier amended vide OM No. CIL/C-
5A(vi)/CCC/380 dated 07.03.2007.

Page | 109
 4 Engineering 2/3rd 1/3rd

5 Personnel 2/3rd 1/3rd

6 Sales & Marketing 2/3rd 1/3rd

7 Other Misc Discipline 2/3rd 1/3rd

8 Survey NIL 100%

9 Medical 100% NIL

10 Drilling 60% 40%

(b) All promotions from the senior most non-executives grade to the executive grade to fill
in the departmental quota as indicated in (a) above will be on the basis of selection test
and interview on the basis of merit. The syllabi and methodology for conducting the test
will be as laid down by the Apex Training Board and Coal India headquarters.

(c) Promotion of non-executives to the executive entry grade in the discipline where there
is no established channel of promotion will be only on the basis of the recommendation
of the selection committee against advertisement/ notification of vacancies which will
be centrally controlled by Coal India HQs.

1.10.2. Mining Discipline- From Non-executive to Executive Cadre

(a) In order to provide promotional opportunities to the Overmen/ Senior Overmen, who
are unable to obtain second class competency certificate, it has been decided to upgrade
15% of each of the total posts occupied by the following eligible Overmen/ Senior
Overmen to E1 grade. The eligibility for consideration for promotion would be:

(i) Seven years total experience as Overman/Senior Overman or Head Overman in the
case of recognized mining diploma holders.
(ii) Seven years’ experience as Senior Overman or Head Overman in case the
incumbent does not possess any recognized diploma.

(b) Promotions to this grade would be on the basis of recommendations of the selection
Committee.

(c) On promotion, they will continue to discharge the statutory functions of Overman/
Senior Overman

(d) Promotion to the grades beyond E1 will be considered only if they possess the requisite
statutory qualifications as laid down in the cadre scheme for mining discipline.

Page | 110
1.10.3. Survey Discipline- From non-executive to Executive Cadre, i.e. from Surveyor to the
post of Assistant Survey Officer in E1 grade

All posts of Assistant Survey Officer in grade E1 will be filled in departmentally from
amongst the surveyors with minimum of seven years’ experience after acquiring the
qualification for Surveyor’s post.

1.10.4. Promotional Opportunities available to Diploma Holders and ‘A’ and ‘B’ Class
Certificate Holders in Engineering (Non-Mining) Discipline

(a) From Non-Executive to Executive Grade.

As a promotional avenue, the non-executive and other subordinate engineering staff
having diploma in engineering will be considered for promotion to the extent of 33.1/3%
in each year through the process of selection test and interview.

(b) For Promotion within Executive Grades

(i) The promotional avenues for ‘A’ class supervisory certificate holders will hereafter
be limited to E3 grade.
(ii) Diploma holders, who are already in E3 grade and above, may be considered for
promotion to higher level if the candidate concerned is of exceptional merit. There
will be no bar on their promotions, but the promotions will be by strict selection.
Special training to widen their outlook may be given.
(iii) In respect of existing diploma holders who are not in the executive cadre or are in
E1 to E2 grade, their promotions would be restricted upto E3 grade unless
qualification equivalent to degree is acquired by them.

1.10.5. Promotional Avenues for Under Manager who could not obtain 1st Class Manager’s
Certificate of Competency

Subject to the usual conditions relating to availability of vacancies against sanctioned posts,
suitability/ merit, performance, personal traits. Seniority etc., the cases of Under Managers,
who are not able to obtain 1st Class Mine Manager’s Certificate, for promotion will be
considered as under:

(i) The eligibility period for consideration for promotion from E2 to E3 grade will be 4
years’ service in E2 grade. The cases of eligible Under Managers will be considered for
promotion against vacancies of Senior Under Managers (E3 grade). The cases of Under
Managers with 7 years’ service in E2 grade will be considered for promotion even by
upgrading the posts to E3 grade, if required. The Under Managers promoted to E3 grade
will be designated as Senior Under Manager and will continue to discharge statutory
duties of Under Manager and/or such other duties as may be assigned to them.

(ii) The eligibility period for consideration for promotion from E3 to E4 grade will be 4
years’ service in E3 grade. Promotions will be effected against vacancies reckoned at a
maximum of 40% of the posts occupied by Senior Under Managers in E3 grade. The
Under Managers promoted to E4 grade in terms of this Cadre Scheme will be designated

Page | 111
 as Senior Under Managers (Special grade) and shall continue to carry out statutory
duties of Under Managers and/or such other functions as may be assigned by the
Management.

(iii) The senior Under Manager (Special Grade) in E4 grade who are not able to pass First
Class Mine Manager’s Certificate of Competency, shall be exposed to an intensive
training programme. Subject to passing of specified written and oral examinations after
completion of the above training programme and on completion of 3 years’ service in
E4 grade, they will be eligible to be considered for promotion to a selection grade
equivalent to E5. A maximum of 25% of the posts occupied by such Senior Under
Managers in E4 grade (who have not been able to pass 1st Class Certificate) may be
operated in the aforesaid Selection grade correspondence to E5.

The Under Managers promoted to the aforesaid selection grade in terms of the Cadre
Scheme shall continue to carry out statutory duties of Under Manager and/or such other
functions as may be assigned by the Management.

1.10.6. Promotional Avenues of Office Supdts. who are in Tech. Grade ‘A’

The general management functions would be discharged by the executives in Estate

discipline who will look after the revenue functions.

Office Supdts., who are in Tech. Grade-‘A’ would have promotional avenues in this
discipline subject to their being otherwise qualified according to the cadre scheme for Estate
discipline.

Office Supdts. who are under graduates, may also be considered for promotion to E2 grade
in the Estate discipline in relaxation of minimum qualification according to the cadre
scheme, subject to their having exceptional merit and the specific written approval of the
Cadre Controlling Authority. They, however, will have promotional avenues only upto E3
grade.

1.10.7. Promotional Avenues of Private Secretaries and Secretaries

According to the existing practice, Private Secretaries have promotional avenues only upto
E3 grade after which they have no channel of promotion. In view of this limited scope of
them it has been decided to allow them promotional opportunities in Estate discipline for
discharging general management functions subject to their fulfilling other stipulation
according to the cadre scheme for Estate discipline. Relaxation to the Under Graduates at
the discretion of the Cadre Controlling Authority in exceptional cases as available in the
foregoing para viz. para 1.10.6 will also be available to the Private Secretaries/Secretaries.

1.11. Probation

Officers promoted from one executive grade to the other shall be on probation for a period
of one year, which may be extended at the discretion of the management. On successful

Page | 112
 completion of the probation period, the executive concerned may be confirmed in writing by
an order with the approval of the competent authority. The procedure in this regard will be
explained in Recruitment Rules.

1.12. Issue of Promotion Orders giving effective retrospective

As promotions to higher grades are necessarily for assumption of higher responsibilities,

issuing promotion orders giving retrospective effect will not be in order. The question of
giving retrospective effect, when such officers had not occupied higher positions and
discharged higher responsibilities, therefore, does not arise. Even in cases where, due to
exigencies of work, an officer was asked to discharge higher responsibilities prior to the
approval of the DPC proceedings and issue of promotion orders, such cases are to be dealt
with separately under the acting allowance rules and not by giving promotions
retrospectively.

1.13. Vigilance Clearance

(a) Whenever an officer is transferred from one company to another, the transferring
company should inform details of any departmental/ vigilance case pending against the
executive concerned, to the company to which the executive is transferred.

(b) Before issuing promotion orders on the basis of the recommendation of appropriate
Departmental Promotion Committee, clearance from the vigilance department/
departmental & safety division (as the case may be), of the concerned company should
be obtained. In case an executive has served more than two companies during the period
of last five years, clearance from the vigilance departments, departmental & safety
division (as the case may be) of all the companies where the employee had worked
previously should be obtained before issue of promotion order.

(c) Details [22] of all pending vigilance/ departmental proceedings should be intimated to the
Personnel Division of Coal India headquarters, so that these facts are placed before the
Departmental Promotion Committee and the Committee is aware of all the facts at the
time of their deliberations.

1.14. Deputation [23]

No deputation will be allowed except in exceptional circumstances/ cases with the prior
permission of the Chairman, CIL where such deputation to Government departments and/or
Public Sector Undertakings is likely to be beneficial to CIL.

1.15. Lien [20]

Lien will be allowed in case of selection/appointments in other PSUs and in the Govt.
Departments having close dealings with CIL provided the terms are agreed to between the
22
Amended due to OO No. CIL/C5A(ii)/52100(2)/RC/792 dated 06.09.1993.
23
Amended vide OM No. CIL/C5A(vi)/50729/165 dated 25.09.1991.

Page | 113
 CIL and the borrowing Organization/Govt. and in such cases the period of lien should not
exceed the period for which the employees are appointed in the said PSUs/Govt.
Departments.

1.16. General

(i) Promotion to a higher post of an officer who has been kept under suspension and/or
against whom vigilance/departmental action is pending.

(a) All orders for promotion will be issued only after vigilance clearance.

(b) An executive, who has been placed under suspension pending enquiry and/or
against whom departmental/vigilance proceedings are pending, will be promoted,
if selected and placed in the select list by a DPC, only after completion of the
proceedings and his complete exoneration of the charges. Such an officer shall be
promoted in the first vacancy that may be available immediately after his complete
exoneration with prospective effect.

(c) When an officer has been completely exonerated and he is subsequently promoted,
his seniority should be fixed as if he had been promoted in accordance with the
position assigned to him in the select list. Period of his eligibility for consideration
for promotion to the next higher grade should be reckoned with reference to the
date his immediate junior has been promoted. In case there is no junior in the panel
and the officer concerned is the last candidate in the recommended panel and there
were existing vacancies at the relevant point of time when the immediate senior in
the panel was promoted, the period of eligibility for consideration of promotion
should be reckoned with reference to the date his immediate next above in the
recommended panel has been promoted. Accordingly, the pay of such an executive
on promotion should be fixed notionally by allowing the intervening period during
which the officers could not be promoted due to his suspension and/or pending
departmental enquiry to be counted for increments in the higher grade, but no
arrears would be admissible to him

(d) “Complete exoneration” shall mean conclusion of departmental proceedings

without imposing any prescribed penalty, as per Conduct, Discipline and Appeal
Rules.

(e) Sometimes an officer might have been warned. The ’warning’ is not a penalty under
Conduct, Discipline and Appeal Rules, 1978. This is administered by any authority
superior to the executive in the event of minor lapses with a view to toning up
efficiency and maintaining discipline. Where, however, a copy of warning is also
kept in the Confidential Report dossier it will be taken to constitute an adverse entry
and the officer so warned will have the right to represent against the same in
accordance with the existing rules relating to communication of adverse remarks.

(f) Where, however, a departmental proceeding has been completed and it is

Page | 114
 considered that the officer concerned deserves to be penalized; he should be
awarded one of the recognized penalties according to the Conduct, Discipline and
Appeal Rules, 1978. In such a situation a recordable warning should not be issued
as it would, for all practical purposes, amount to “censure” which is a formal
punishment under the Rules. In the circumstances, if it is considered, after
conclusion of the disciplinary proceedings that some blame attaches to the officer
concerned which necessitates of “censure” at least. If the intention of the
disciplinary authority is not to award a penalty, then no recordable warning should
be awarded.

(g) If a recordable warning is issued as a result of disciplinary proceedings it should be

treated as “censure”.

(h) Where departmental proceedings have ended with the imposition of a minor or
major penalty, the recommendation of the Departmental Promotion Committee in
favour of the executive whose promotion was withheld due to his suspension and/or
pending departmental enquiry will not be given effect to but his case can be
considered for promotion by the next DPC when it meets after conclusion of the
Departmental proceedings.

(ii) Withholding of Vigilance Clearance [24]

Vigilance Clearance will be withheld in case of promotion under the following

circumstances:

(a) When an officer is under suspension.

(b) When an officer in respect of whom a charge-sheet has been issued and disciplinary
proceedings are pending; and
(c) In case of a regular case, the Competent Authority has decided to accord sanction
for prosecution of the officer in Court.

(iii)Promotion of officers who have been connected with serious and/or fatal mine
accident

(1) The intentions of the provisions of 1.13 (b) & (c) is not only to cover the cases of
vigilance and departmental inquiries but also the cases when an executive has been
held guilty by the DGMS in serious and/ or fatal mine accidents. Executives so
involved will fall under this category and therefore, clearance for promotion in these
cases shall be withheld.

In order to enable the Personnel Division of Coal India Limited to be kept posted on
matters relating to involvement of executives in such mines accidents, the relevant
information as soon as received from DGMS should, as a matter of course, be passed
on to this office as the cadre of the officers is centrally controlled. [25]
24
Amended vide OM No. CIL/C-5A(vi)/CCC/50729/137 dated 12.09.2002.
25
Amended due to OO No. CIL/C5A(ii)/52100(2)/RC/792 dated 06.09.1993.

Page | 115
 (2) The question of withholding of promotions of the officers involved in fatal accident
was examined by the Department of Coal in consultation with the DGMS, Ministry
of Labour and the CMDs of the coal companies and in the context of the delays
which take place in completion of prosecution launched in the courts of law, it was
decided that the question of withholding of promotions of the officers concerned
would be reviewed every year at the level of the Board of Directors of the company
and a decision could be taken by the Board in regard to promotion of the officers
concerned at such yearly reviews depending on the merits of the case.

(3) As and when the Board of Directors of the company taken decisions in respect of the
cases referred to above, the same, may be intimated to the Personnel Division of
Coal India for record and necessary action.[25]

(iv) Seniority in the promoted scale of an executive whose promotion has been delayed
due to pending prosecution proceedings on fatal and/or serious mine accidents.

The seniority of officers whose promotion has been delayed due to pending prosecution
proceedings in fatal / serious mine accidents and promoted after a review will be
determined in the same manner as in the case of officers whose promotion was delayed
due to pending departmental/vigilance proceedings.

Example:
Suppose an Officer ‘X’ has been empaneled for promotion and his position is at Sl. No.
10 in the panel prepared by the Departmental Promotion Committee. But he could not be
promoted to the next higher grade as a case for fatal accident was pending against him at
the time of issue of the promotion orders and orders promoting 20 officers to the next
higher grade issued, excluding ‘X’. Subsequent to the issue of these promotion orders,
the safety clearance is given in respect of ‘X’, after processing the case against him he is
promoted at a later date. The seniority of ‘X’ on promotion should be fixed as if he had
been promoted in accordance with the position assigned to him in the select list. The pay
of ‘X’ on promotion should be fixed notionally by allowing the intervening period during
which the officer could not be promoted due to pending departmental enquiry, to be
counted for increments in the higher grade, but no arrears would be admissible to him.

(v) Clarification regarding imposition of ‘Censure’ [26]

(i) As per existing provisions of Common Coal Cadre, if the ‘Censure’ has been imposed
to an executive, arising out of disciplinary proceedings as per CDA Rules after
holding of DPC and whose name is in the recommended panel by the said DPC, the
recommendation of the said DPC in respect of the concerned executives cannot be
given effect to but, he will be considered for promotion by the next DPC when it
meets next.

26
Incorporated due to letter No. CIL/C5A(vi)/CCC/569 dated 05.10.2007.

Page | 116
 (ii) However, if the ‘Censure’ is awarded to an executive before holding DPC meeting,
there will not be any effect of ‘Censure’ and the executive concerned if recommended
in the said DPC will be eligible to be promoted.

1.17. Ad-Hoc Promotion [27]

BPE vide its OM No. 15/20/85-GM dated 23.07.1985 has enclosed CVC’s guidelines
regarding promotion of employees of Public Sector Undertakings whose conduct is under
investigation or against whom the disciplinary/criminal proceedings are pending and not
concluded even after the expiry of two years from the date of the DPC which first considered
the officer for promotion. In the said OM the following instructions have been issued for
allowing ad-hoc promotions:

(i) For the purpose of the review of the case for issue of ad-hoc promotion order where the
disciplinary/court proceedings have not concluded even after the expiry of 2 years from
the date of the first DPC, the Cadre Controlling Authority may be treated as “Appointing
Authority” for review of such cases.[28]

(ii) The Company’s interest may be treated as “Public Interest.”

(iii)Promotion on ad-hoc basis in terms of this O.M. will be subject to availability of a

vacancy in the higher grade in the relevant discipline. The two years period for
consideration of ad-hoc promotion of an employee whose promotion was withheld
because of pending disciplinary/court proceedings should be reckoned from the date his
junior in the panel was promoted on availability of vacancies, and not from the actual
date of DPC.[29]

(iv) In this Company we have a practice that where after recommendation of the DPC an
Officer has not been promoted for want of vigilance clearance, his case is put up at the
next meeting of the DPC for re-validation, or otherwise, of the recommendation of the
previous DPC in respect of the concerned officer. Therefore, where the recommendation
for promotion of an official has already been revalidated by a subsequent DPC, the case
may be placed before the Competent Authority for review and issue of ad-hoc promotion
order. However, in other cases, the same may be placed before the next DPC hel din
normal course.

(v) The ad-hoc promotions under the above instructions will be effective only from the date
of issue of the ad-hoc promotion order.

27
Incorporated due to OM No. C-5A(iii)/50996/(Pt)/1205 dated 07.02.1986.
28
Amended due to OO No. CIL/C5A(ii)/52100(2)/RC/792 dated 06.09.1993.
29
Amended vide OM No. CIL/C-5A(iii)/50996/(Pt)/991 dated 03.12.1986.

Page | 117
 Appendix 1
PERSONAL DATA

Discipline …………………………. Name of the Company …………............... Grade ………

Sl.No Name SC/ST Date Qualification Year of Career growth since Date of Entry in the Date of Present Remarks
of passing entering the Executive present grade Initial Place of
Birth of each cadre (*) Apptt. Posting
exam Post From To Actual Deemed
held
1 2 3 4 5 6 7 8 9 10 11 12 13 14

Note: Besides the above details, whenever DPC meeting is convened, the Committee shall also be supplied with the
performance data in appropriate form indicating, inter-alia, production achieved with reference to target, cost
of productions, OMS, strikes and lock outs, etc. so that the Committee can objectively assess the performance
of each individual Officer.

Page | 118
 Appendix 2
CADRE SCHEMES OF ALL DISCIPLINES [30]

MINING DISCIPLINE
Cadre Scheme for executives of Mining discipline (1st class)
Rem
Outside Recruitment Promotion
Sl. [31] Grade arks
Designation [32]
No. Minimum Minimum Minimum Minimum
Qualification Experience Qualification Experience
(a) (b) (c) (d) (e) (f) (g) (h)
Degree in Mining
Engineering with
1 M.T E-2
minimum 60% marks
[33]

2nd class Mine

Manager’s
certificate of
2 Sr. Officer E-2
competency or
exemption
certificate
1 yr as MT in E2
grade, subject to
1st class Mine
closure of
Manager’s
3 Asst. Manager E-3 probation. [34]
certificate of
competency
3 years’ experience
as Sr. Officer.
1st class Mine 3 years’ experience
4 Deputy Manager E-4 Manager’s certificate -do- in the next below
of competency grade
5 yrs post 3 yrs. experience in
5 Manager E-5 -do- qualification -do- the next below
experience grade
10 yrs. Post 3 yrs. experience in
6 Sr. Manager E-6 -do- qualification -do- the next below
experience grade
15 yrs. Post 3 yrs. experience in
7 Chief Manager E-7 -do- qualification -do- the next below
experience grade
21 yrs. Post 3 yrs. experience in
General
8 E-8 -do- qualification -do- the next below
Manager
experience grade
3 yrs. experience in
Chief General E-8A
9 [35] -do- the next below
Manager
grade

30
As per Cadre Schemes of various disciplines bearing amendments upto 2000.
31
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
32
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.
33
Amended vide OM No. CIL/C-5A(vi)/CCC/379 dated 07.03.2007.
34
Amended vide OO No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012.
35
Amended due to OM No. CIL/C5A(PC)/2098 dated 18.05.2017.

Page | 119
 Cadre Scheme for Executives holding
2nd Class Mine Manager’s Certificate of Competency
(Who could not obtain 1st Class Mine Manager’s certificate of Competency
Sl. Grade
Designation [36] [37] Qualification Experience Remarks
NO
nd
1) Degree in Mining with 2 class mine
manager’s certificate of competency or
exemption certificate.
OR
ii) Diploma in Mining (3 yrs course with
1 Sr. Officer E-2 2nd class mine Managers certificate of
competency.
OR
iii) Non-Diploma Holders/Non-Degree
holders with 2nd class mine Manager’s
certificate of competency.
3 yrs. experience in the next
2 Asst. Manager E-3 -do-
below grade.
3 yrs. experience in the next
3 Deputy Manager E-4 -do-
below grade.
3 yrs. experience in the next
4 Manager E-5 -do-
below grade.
3 yrs. experience in the next
5 Sr. Manager E-6 -do-
below grade.
i) Degree in mining with 2nd class mine
Manager’s certificate of competency. 3 yrs. experience in the next
Or below grade
6 Chief Manager E-7
ii) Diploma in mining (3 yrs. Course) * *5 yrs. experience in the next
with 2nd class mine Manager’s below grade
certificate of competency.
i) Degree in mining with 2nd class mine
Manager’s certificate of competency. 3 yrs. experience in the next
Or below grade
7 General Manager E-8
ii) Diploma in mining (3 yrs. Course) * *5 yrs. experience in the next
with 2nd class mine Manager’s below grade
certificate of competency.
E-
Chief General
8 8A -do- -do-
Manager [38]

Note:

1. The above categories of executives will not be eligible to hold post of Managers Agents, GMs and other
statutory positions.

2. If an executive under this Cadre Scheme belonging to any grade obtains 1st Class Mine Manager’s Certificate
of Competency and applies for placement in the corresponding grade of regular channel of Mining discipline,
his application may be examined by the Cadre Controlling Authority and subject to availability of vacancies
in regular channel in the relevant grade and selection by the Committee, the request of the executive for
horizontal movement in the regular channel may be allowed. The seniority of the executive in the relevant

36
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
37
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.
38
Amended due to OM No. CIL/C5A(PC)/2098 dated 18.05.2017.

Page | 120
 grade on horizontal movement to the regular channel will be reckoned from the date of his joining in the
grade allowing his horizontal movement and he will be placed at the bottom of the seniority list of the relevant
grade.

* Diploma holders with 2nd Class Mine Manger’s Certificate of Competency will grow upto E-6 [39] grade at
par with that of executives of E&M and Excv .disciplines. Beyond E-6 [39] grade, five year’s service in each
grade is necessary out of which three year’s performance should be at least ‘Very Good’ in terms of circularly
No.C-5A(iii)\51823\Pt.\1824 *&1404 dated 2.3.88 & 6.10.88. They will also not hold any statutory positions
requiring possession of 1st class certificate of competency. They will also not be eligible to hold posts of
Manager’s, Agent’s, GMs and other statutory positions.

Authority: CIL OM No.C-5(a) (ii)\50972 (22)\104 dated 23.4.93 issued by Director (P&IR) CIL

BoD approved in the meeting held on 22.12.92 – 127th meeting

CIL/C-5A(ii)/50972(22)/899 dated 25.10.1994.

39
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.

Page | 121
 CADRE SCHEME FOR OVERMAN
(DIPLOMA HOLDES)
Outside Recruitment Promotion
Sl
Designation [40] Grade [41] Minimum Minimum Minimum Minimum Remarks
No.
Qualification Experience Qualification Experience
i) Diploma in
Mining
Engineering 3
years duration 1 year post
from Diploma
1 Jr. Overman T&S ‘C’ recognized practical Selection
institute, valid Training in
Gas Testing Coal Mines
certificate and
valid First Aid
certificate
3 years
experience as
2 Overman T&S’B’ As in (i) above DPC
Junior
Overman ‘C’
3 years
experience as
3 Sr. Overman T&S ‘A’ As in (i) above DPC
Overman
grade ‘B’
Selection
5 years after
experience passing
4 Sr.Officer E-2 As in (i)above
T&S Grade through
‘A’ departmen
tal Test
3 years
5 Asst. Manager E-3 As in (i)above experience in
E-2

3 years
6 Deputy Manager E-4 As in (i)above experience in
E-3

3 years
7 Manager E-5 As in (i)above experience in
E-4

3 years
8 Sr. Manager E-6 As in (i)above experience in
E-5

Note: - All the above will function statutory as Overman irrespective of the grade and cadre designation.

Circulated vide No. CIL/C-5B/JBCCI/7106 dated 5/8th Feb, 1998 by CGM (MP&IR).

40
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
41
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.

Page | 122
 CADRE SCHEME OF OVERMAN (NON-DIPLOMA HOLDERS)
Outside Recruitment Promotion
Sl. Minimum
Designation [42] Grade Minimum Minimum Minimum Remarks
No Qualificati
Experience Qualification Qualification
on
Valid Overman ‘s
certificate Valid Must have
Gas testing worked as
1 Overman ‘B’ DPC
certificate and Mining Sirdar
Valid first-aid for 3 years
certificate
Must have
worked as
2 Sr.Overman ‘A’ -do- DPC
Overman in Gr.
‘B’ for 5 years
Matriculate with
valid Overman’s Selection
certificate, Valid 5 years and passing
3 Sr. Officer E-2 Gas testing experience in through
certificate and T&S Grade ‘A’ department
Valid first-aid at test
certificate
5 years
4 Asst. Manager E-3 -do- experience in E- DPC
2 Grade

Note: - All the above will function statutorily as Overman irrespective of the grade and cadre designation.

Circulated vide No. CIL/C-5B/JBCCI/7106 dated 05/08th Feb, 1998 by CGM(MP&IR).

42
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.

Page | 123
 SURVEY DISCIPLINE

Outside Recruitment Promotion

Sl.
Designation [43] Grade [44] Qualificatio Remarks
No Experience Qualification Experience
n
3 years’
1 Officer E-1 B1, B2, B3 experience in
T&S Grade ‘A’
(A1)
3 years’
2 Sr. Officer E-2 experience in E-
1
B1, B2, & B3
Subject to
successful
completion
3 years’
of 6 months
(A-1) experience in E-
Advance
2
Training
Course

Successful
3 Asst. Manager E-3 completion
Advanced/E
xtended
3 years’ course of
B1, B2, & B3 experience in E- mine
2 Surveying
recognized
by the
company

3 years’
(A1), (B1), (B2) & experience in E-
4 Deputy Manager E-4
(B3) 3

3 years’
(A1), (B1), (B2) & experience in E-
5 Manager E-5
(B3) 4

3 years’
(A1), (B1), (B2) & experience in E-
6 Senior Manager E-6
(B3) 5

3 years’ Subject to
(A1), (B2), & (B3) experience in E- underground
5 suitable
Training
6 Chief Manager E-7
5 years’ course
(B-1) experience in E- arranged by
5 the company
and receipt

43
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
44
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.

Page | 124
 of a positive
Evaluation
Report after
the training

3 years’
(A-1) experience in E-
6
7 General Manager E-8
5 years
(B2) experience in E-
6
Deleted [45]

Note: - SCC Surveyors certificate of competency granted under CMR, 1957.

(A) : Degree in Mining or Equivalent.

(A1) : Degree in Mining or Equivalent + SCC.
(B1) : Matriculation + SCC
(B2) : Diploma in mining/Mine Surveying + SCC
(B3) : Matriculation + SCC + successful completion of company’s Trg. Programme in Survey of not
less than two years.

BoD meeting – 169th held on 10th Sept, 1997.

CIL/C-5A(iii)/51823 (Survey)/1324 dated 18.12.1997.

45
Deleted due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.

Page | 125
 CIVIL/ E&M/ EXCV/ INDUSTRIAL ENGG. DISCPLINE

Outside Recruitment Promotion

Sl. Grade
Designation [46] [47] Minimum Minimum Minimum Remarks
No Minimum Experience
Qualification Experience Qualification
Through
Selection
7 years’ experience as
test &
Matriculation or Foreman Incharge in
1 Officer E-1 interview
equivalent T&S grade ‘A’ in
against
relevant branch
available
vacancies
Degree in the
relevant branch
Management
2 E-2 of Engg. with a
Trainee
minimum of
60% marks. [48]
7 yrs. Post
1. Recognized
qualification
diploma of 3
experience out of
yrs duration in
which minimum 3 yrs
the relevant
must be in T&S Gr
3 Sr. Officer E-2 branch of engg.
‘A’
2. Recognized
degree in 3 yrs experience in
relevant branch tech Supv. Gr. ‘A’
of Engg.
1 yr as MT in E2
Recognized
grade, subject to
degree or
closure of probation.
diploma of 3 [49]
4 Asst. Manager E-3 yrs. duration in
the relevant
3 yrs. experience as
branch of
Sr. Officer in E-2
Engineering
grade.
Recognized
Degree in the degree or
relevant branch 6 yrs. post diploma of 3
3 yrs. experience in
5 Deputy Manager E-4 of Engg. with a qualification yrs. duration in
E-3 grade.
minimum of experience the relevant
60% marks branch of
Engineering
Recognized
degree or
9 yrs. post diploma of 3
3 yrs. experience in
6 Manager E-5 -do- qualification yrs. duration in
E-4 grade.
experience the relevant
branch of
Engineering

46
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
47
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.
48
Amended vide OM No. CIL/C-5A(vi)/CCC/379 dated 07.03.2007.
49
Amended vide OO No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012.

Page | 126
 Recognized
degree or
13 yrs. post diploma of 3
3 yrs. experience in
6 Sr. Manager E-6 -do- qualification yrs. duration in
E-5 grade.
experience the relevant
branch of
Engineering
Recognized
16 yrs. post
degree in the 3 yrs. experience in
7 Chief Manager E-7 -do- qualification
relevant branch E-6 grade.
experience
of Engineering
Recognized
19 yrs. post
degree in the 3 yrs. experience in
8 General Manager E-8 -do- qualification
relevant branch E-7 grade.
experience
of Engineering
Chief General E-8A 3 yrs. experience in
9 [50] -do-
Manager E-8 grade

BoD meeting – 68th held on 15.7.1985.

CIL/C-5A(iii)/51823/579 dated 26th August, 1985.

50
Amended due to OM No. CIL/C5A(PC)/2098 dated 18.05.2017.

Page | 127
 GEOLOGY DISCPLINE

Outside Recruitment Promotion

Sl.
Designation [51] Grade [52]
Minimum Minimum Minimum Minimum Remarks
No
Qualification Experience Qualification Experience
M. Tech in
Geology/Geophysics
or M.Sc in
Geology/Geophysics
Management or Diploma in
1 E-2
Trainee Geology/ Geophysics
from IIT(ISM)
Dhanbad with
minimum 60% marks.
[53] [54]

M. Tech in
Geology/Geo
physics or
M.Sc in
Geology/Geo
1 yr as MT in
physics or
E2 grade,
Diploma in
2 Asst. Manager E-3 subject to
Geology/
closure of
Geophysics
probation [55]
from
IIT(ISM)
Dhanbad with
minimum
60% marks.
M.Sc in
Geology/Geophysics
6 yrs post
or Diploma in
qualification
Geology/ Geophysics
experience
from IIT(ISM) 3 yrs experience
3 Dy. Manager E-4 -do-
Dhanbad with in E3 grade.
minimum 60% marks.
5 yrs post
M. Tech in
qualification
Geology/Geophysics
experience
M.Sc in
Geology/Geophysics
9 yrs post
or Diploma in
qualification
Geology/ Geophysics
experience
from IIT(ISM) 3 yrs experience
4 Manager E-5 -do-
Dhanbad with in E4 grade.
minimum 60% marks.
8 yrs post
M. Tech in
qualification
Geology/Geophysics
experience

51
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
52
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.
53
Amended vide OM No. CIL/C-5A(vi)/CCC/379 dated 07.03.2007.
54
Amended due to OM No. CIL/C5A(PC)/CCC/334 dated 24.09.2014.
55
Amended vide OO No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012.

Page | 128
 M.Sc in
Geology/Geophysics
13 yrs post
or Diploma in
qualification
Geology/ Geophysics
experience
from IIT(ISM) 3 yrs experience
5 Sr. Manager E-6 -do-
Dhanbad with in E5 grade.
minimum 60% marks.
12 yrs post
M. Tech in
qualification
Geology/Geophysics
experience
M.Sc in
Geology/Geophysics
16 yrs post
or Diploma in
qualification
Geology/ Geophysics
experience
from IIT(ISM) 3 yrs experience
6 Chief Manager E-7 Dhanbad with -do-
in E6 grade.
minimum 60% marks.
15 yrs post
M. Tech in
qualification
Geology/Geophysics
experience
General 3 yrs experience
7 E-8 -do-
Manager in E7 grade.
Chief General 3 yrs experience
8 E-8A [56] -do-
Manager in E8 grade

56
Amended due to OM No. CIL/C5A(PC)/2098 dated 18.05.2017.

Page | 129
 DRILLING DISCPLINE [57]

Outside Recruitment Promotion

Sl. [58] [59] Minimum
Designation Grade Minimum Minimum Minimum Remarks
No Qualificatio
Experience Qualification Experience
n
4 yrs. in Tech “A”
1. Matriculate grade as asst.
Driller
1 Officer E-1 2. Recognized
3 yrs. in Tech “A”
diploma in
grade as asst.
Mech/drilling
Driller
Engg.
Recognized
Degree in
Mech Engg.
Management
2 E-2 with a
Trainee
minimum of
60% marks.
[60]

1. Recognized
Diploma in
3yrs. in E-1 Gr
Mech/Drilling
3 Sr. Officer E-2 Engg.
2. Recognized
1 yr. training in
Degree in
Company.
Mech. Engg.
3 yrs. as Sr. Officer
1. Recognized
in next below
Diploma in
grade.
Mech/Drilling
Engg.
4 Asst. Manager E-3 1 yr as MT in E2
grade, subject to
2. Recognized
closure of
Degree in
probation [61]
Mech. Engg.
Recognized
Degree in
6 yrs.
Deputy Mech Engg. 3 yrs. in next below
5 E-4 relevant -do-
Manager with a grade
experience
minimum of
60% marks.
9 yrs.
3 yrs. in next below
6 Manager E-5 -do- relevant -do-
grade
experience
12 yrs.
Senior 3 yrs. in next below
7 E-6 -do- relevant -do-
Manager grade
experience

57
Amended vide OM No. CIL/C5A(vi)/CCC/372 dated 20/21.02.2007.
58
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
59
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.
60
Amended vide OM No. CIL/C-5A(vi)/CCC/379 dated 07.03.2007.
61
Amended vide OO No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012.

Page | 130
 1. Recognised Existing
Diploma in outstanding
5 yrs. in next below
Mech/Drilling incumbents of
8 Chief Manager E-7 grade
Engg. E-6 [62] grade
who have
reached the
grade of E-6
[62]
by 1.1.87
with
matriculation
as
qualification
may grow in
the cadre
beyond E-6 [62]
2. Recognized grade up to E-
3 yrs. in next below
Degree in 8 [62] grade
grade
Mech. Engg after passing
through
selection test/
interview
subject to the
condition that
they put in a
minimum 6 yrs
service in each
grade.
1. Recognized
Diploma in
Mech/Drilling
General Engg. 5 yrs in next below
9 E-8 -do-
Manager grade
2. Recognized
Degree in
Mech. Engg.

Earlier recommended in the 7th CMDs meet held on 19.11.1986

Revised in the BoD meet held on 25.04.1987
No. C-5A(iii)/51694/277 dated 20.5.98

62
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.

Page | 131
 SECURITY DISCPLINE

Recruitment Promotion
Sl. [63] [64] Minimum Minimum
Designation Grade Minimum Experience and Minimum Remarks
No Qualificatio Qualificatio
Rank Experience
n n
Matriculate 5 yrs. in T&S
1 Officer E-1
grade “A”
Captain, Dy.SP
Management Asst.Condt. equivalent or
2 E-2 Graduate
Trainee fresh candidate with
competence
3 yrs. in T&S
Graduate
grade “A”
3 Sr. Officer E-2
5 yrs. in next
Matriculate
below grade
3 yrs. as Sr.
Officer in next
below grade.

3 Asst. Manager E-3 Graduate 1 yr as MT in

E2 grade,
subject to
closure of
probation [65]
Dy.Comdt., Addl SP
Captain with 5 yrs
experience in industrial
Security or Officers from 3 yrs. in next
4 Deputy Manager E-4 Graduate -do-
Pvt/ Undertaking with 7 below grade.
yrs. experience employing
not less than 500
employees
Major or equivalent of
3 yrs. in next
5 Manager E-5 -do- Defense services.S.P. -do-
below grade.
Comdt.
Lt. Col or equivalent in
defense Service, Sr.S.P. 3 yrs. in next
6 Sr.Manager E-6 -do- -do-
(Sr scale of IPS OR below grade.
Comdt.(Sr.Scale)
Colonel or equivalent
officer in Defence service
3 yrs. in next
7 Chief Manager E-7 -do- with 12 yrs. Experience in -do-
below grade.
public/Pvt Sector in no.1
No.2 position
3years of service as
Brigadier or equivalent in 3 yrs. in next
8 General Manager E-8 -do- -do-
Defence service, 23 yrs. below grade.
Experience in Para

63
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
64
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.
65
Amended vide OO No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012.

Page | 132
 Military Forces in the
rank of Addl.IG.
Chief General 3 yrs. in next
9 E-8A [66] -do-
Manager below grade.
Note:
1. Physical standard for direct recruitment and departmental candidates
Height -5’-5” (General Candidate)
5’-3” (S/C, S/T candidate)
Chest – 32”- 34” (General Candidate)
30”- 32” (SC/ST)
2. Maximum age limit for direct recruitment at entry level will be 30 years for general candidate and 35 years
for SC/ST.
3. Departmental candidate at entry level will have to go six months training in Security Institute and three
months on job.
4. Matriculates will not be eligible for consideration for promotion beyond E-2 grade.
5. Uniform as per CC dress regulation in existence.

BoD 136th meeting held on 5th March, 1994.

No. CIL/C-5A(iii)/51767/2659 dated 17th May, 1994.

66
Amended due to OM No. CIL/C5A(PC)/2098 dated 18.05.2017.

Page | 133
 SECRETARIAL DISCPLINE

Outside Recruitment Promotion

Sl.
Designation [67] Grade [68] Minimum Minimum Minimum Minimum Remarks
No
Qualification Experience Qualification Experience
(a) Matriculation 5 yrs. experience
/ Intermediate or as Sr.PA in T&S
equivalent grade “A”
1 Sr. Officer E-2
(b) Graduate in 3 yrs. experience
Arts/ Science / as Sr.PA in T&S
Commerce grade “A”
(a) Matriculation
5 yrs. experience
/ Intermediate or
in E-2 grade
equivalent
2 Asst. Manager E-3
(b) Graduate in
3 yrs. experience
Arts/ Science /
in E-2 grade
Commerce
(a) Matriculation
5 yrs. experience
/ Intermediate or
in E-3 grade
Deputy equivalent
3 E-4
Manager (b) Graduate in
3 yrs. experience
Arts/ Science /
in E-3 grade
Commerce
Graduate in Arts/
Science / 3 yrs. experience
4 Manager E-5
Commerce in E-4 grade

3 yrs. experience
5 Sr. Manager E-6 -do-
in E-5 grade

67
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
68
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.

Page | 134
 LEGAL DISCPLINE

Outside Recruitment Promotion

Sl. Grade
Designation [69] [70] Minimum Minimum Minimum Minimum Remarks
No
Qualification Experience Qualification Experience
This post is to be eliminated. Any Officer who is already in this grade will in
1 Officer E-1
due course be promoted to the next higher post.

LLB (5 years
Management integrated course)
2 E-2
Trainee with 60% marks
[71][72]

2nd Class (50%)

5 years’ 3 yrs. experience
degree in Arts,
experience as in Tech. & Supv.
Science,
Legal Gr.A.
3 Sr. Officer E-2 Commerce and 2nd Law Graduate
Practitioner in
Class degree (50%)
Civil/ Criminal/ 2 yrs. Experience
in Law graduate
Taxation cases. in E-1 grade
3 yrs. as Sr.
Officer in next
below grade.
4 Asst. Manager E-3 -do-
1 yr as MT in E2
grade, subject to
closure of
probation [73]
8 yrs.
1st or high 2nd Class
Experience as a
degree in Arts,
legal 3 yrs. experience
Deputy Science or
5 E-4 practitioner in -do- in next below
Manager Commerce and 1st
Civil/ Criminal grade.
Class degree in
and taxation
Law
cases.
11 yrs.
Experience as a
legal 3 yrs. experience
6 Manager E-5 -do- practitioner in -do- in next below
Civil/ Criminal grade.
and taxation
cases.
15 yrs. Post
qualification 3 yrs. experience
7 Sr.Manager E-6 -do- experience as a -do- in next below
legal grade.
practitioner in

69
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
70
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.
71
Amended as per the approval of 249th meeting of CIL Board held on 10.04.2009.
72
Amended vide OM No. CIL/C-5A(vi)/CCC/379 dated 07.03.2007.
73
Amended vide OO No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012.

Page | 135
 Civil/ Criminal
and taxation
cases.
18 yrs.
Experience as a 3 yrs. experience
legal
-do- -do- in next below
8 Chief Manager E-7 practitioner in
Civil/ Criminal grade.
and taxation
cases.
3 yrs. experience
General -do- in next below
9 E-8
Manager grade.

3 yrs. experience
Chief General E-8A -do- in next below
10 [74]
Manager grade.

74
Amended due to OM No. CIL/C5A(PC)/2098 dated 18.05.2017.

Page | 136
 ESTATE/ REVENUE DISCPLINE

Deleted [75]

75
Deleted due to creation of Community Development Discipline vide OM No. CIL/C5A(PC)/CCC/275 dated
23.07.2014.

Page | 137
 PERSONNEL & ADMINISTRATION DISCPLINE

Outside Recruitment Promotion Remarks

Sl. Grade
Designation [76] [77] Minimum Minimum Minimum Minimum
No
Qualification Experience Qualification Experience
Graduates with
atleast two years
full time Post
Graduate
Degree/ PG
Diploma/ Post
Graduate
Program in
Management
with
specialization in
HR/ Industrial
1 Officer E-1 Relations/
Personnel
Management or
MHORD or
MBA or Master
of Social Work
with
specialization in
HR (major)
from recognized
Indian
University/
Institute.[78]
Graduates with
atleast two years
full time Post
Graduate Degree/
PG Diploma/ Post
Graduate Program
in Management
with specialization
1 yr training in
in HR/ Industrial
Management E1 grade subject
2 E-2 Relations/
Trainee -do- to closure of
Personnel
probation
Management or
MHORD or MBA
or Master of Social
Work with
specialization in
HR (major) from
recognized Indian
University/

76
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
77
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.
78
Amended due to GM(P), CIL’s Note regarding the approved suggestions of CVO dated 05.12.2005 and approval
of 251st Board meeting held on 09.09.2009 regarding uniformity in terms & conditions of appointment in respect of
Management Trainees.

Page | 138
 Institute with
minimum 60%
[79]

In respect of
officers
holding
positions in
the existing
Admn
discipline.
Relaxation
3 Sr. Officer E-2 -do- of PG
qualification
in Social
Science or
Labour
Welfare may
be given in
exceptional
cases.
3 yrs. as Sr.
Officer in next
below grade.
4 Asst. Manager E-3 -do-
1 yr as MT in E2
grade, subject to
closure of
probation [80]
Graduates with
atleast two years
full time Post
Graduate Degree/ 6 yrs.
PG Diploma/ Post Welfare/Personn
Graduate Program el Officer in
in Management large
with specialization undertaking
in HR/ Industrial preferably
Relations/ public sector 3 yrs. experience
Deputy
5 E-4 Personnel undertaking -do- in next below
Manager
Management or handling matters grade.
MHORD or MBA connected with
or Master of Social personnel
Work with Management
specialization in Industrial
HR (major) from Relations.
recognized Indian Welfare etc.
University/
Institute with
minimum 60%
3 yrs. experience
6 Manager E-5 -do- 9 yrs experience -do- in next below
grade.

79
Amended as per Direct Recruitment Notification MT 2019.
80
Amended vide OO No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012.

Page | 139
 3 yrs. experience
13 yrs.
7 Sr.Manager E-6 -do- -do- in next below
Experience
grade.
3 yrs. experience
-do- 16 yrs. -do-
8 Chief Manager E-7 in next below
Experience
grade.
3 yrs. experience
General -do- 19 yrs. -do-
9 E-8 in next below
Manager Experience
grade.
3 yrs. experience
Chief General E-8A -do-
10 [81] in next below
Manager
grade.

Note: Personnel & Administration Discipline were merged on formulation of Common Coal Cadre i.e. March, 1978.
Those executives who entered Admn. Discipline in executive grade (S) before merger and were at least Graduates
have been considered eligible for promotion based on their performance. (Refer CIL’s letter no. CIL/C-5A
(iii)/52051(ii)/1356 dated 29.09.88).

81
Amended due to OM No. CIL/C5A(PC)/2098 dated 18.05.2017.

Page | 140
 MARKETING & SALES DISCIPLINE [82]

Outside Recruitment Promotion Remarks

Sl. Grade
Designation [83] [84] Minimum Minimum Minimum Minimum
No
Qualification Experience Qualification Experience
Recognized Degree
with 2 years full
time MBA/ PG
Diploma in
Management with
Management specialization in
1 E-2
Trainee Marketing (Major)
from recognized
Indian University/
Institute with
minimum 60%
[85]

3 yrs experience
(a) Graduate
T&S gr. ‘A’
2 Sr. Officer E-2
(b) Matriculate 5 yrs experience
T&S gr. ‘A’
3 yrs. as Sr.
Officer in next
Graduate or 2nd
below grade.
Class Mine
3 Asst. Manager E-3 Manager’s
1 yr as MT in E2
Certificate of
grade, subject to
Competency
closure of
probation [86]
Recognized Degree
with 2 years full
time MBA/ PG
Diploma in
5 yrs relevant
Management with 3 yrs. experience
Deputy post
4 E-4 specialization in -do- in next below
Manager qualification
Marketing (Major) grade.
experience
from recognized
Indian University/
Institute with
minimum 60%
8 yrs relevant
3 yrs. experience
post
5 Manager E-5 -do- -do- in next below
qualification
grade.
experience
12 yrs relevant
3 yrs. experience
post
6 Sr.Manager E-6 -do- -do- in next below
qualification
grade.
experience

82
Discipline renamed vide OM No. CIL/C-5A(PC)/CCC/2100 dated 19.05.2017.
83
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
84
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.
85
Amended as per Direct Recruitment Notification MT 2019.
86
Amended vide OO No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012.

Page | 141
 15 yrs relevant 3 yrs. experience
-do- post -do- in next below
8 Chief Manager E-7
qualification grade.
experience
3 yrs. experience
General -do- in next below
9 E-8
Manager grade.

3 yrs. experience
Chief General E-8A -do- in next below
10 [87]
Manager grade.

25th Board meet held on 31.08.79

C-5(A)/52072 dated 5th July, 1979 read with CIL/C-5A/52072/3208 dated 23.11.1979.

87
Amended due to OM No. CIL/C5A(PC)/2098 dated 18.05.2017.

Page | 142
 SYSTEM DISCIPLINE

Outside Recruitment Promotion Remarks

Sl. Grade
Designation [88] [89] Minimum Minimum Minimum Minimum Minimum
No
Qualification Experience Qualification Qualification Experience
Recognized 1st
Class Degree in
BE/ B.Tech/ B.Sc
(Engg.) in
Management Computer Science /
1 E-2
Trainee Computer
Engineering / I.T
or any 1st Class
Degree with
MCA[90]
For
1st class or High dept.
2nd class degree Grad
in Engg/ uate
Computer candi
Science or PG Graduate in 3 yrs. Exp. dates
2 Sr. Officer E-2 Degree in Arts/ Science/ in T&S after
Mathematics/ Commerce. Grade ‘A’ passi
Electronics/ ng
Science/ exam.
Management in
/ICWA/ CA Comp
uter
3 yrs. as Sr.
Officer in
next below
grade.
3 Asst. Manager E-3 -do- -do-
1 yr as MT
in E2 grade,
subject to
closure of
probation [91]
Recognized 1st
6 yrs. Post
Class Degree in
qualification Programming
BE/ B.Tech/ B.Sc
experience in Aptitude Test of 3 yrs.
(Engg.) in
Deputy total and National level or experience
4 E-4 Computer Science / -do-
Manager minimum 2 yrs. diploma/ Master in next
Computer
Experience in in Com. below grade.
Engineering / I.T
System/ Application.
or any 1st Class
Programming.
Degree with MCA
9 yrs. Post
3 yrs.
5 Manager E-5 -do- qualification -do- -do-
experience
experience in

88
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
89
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.
90
Amended vide OM No. CIL/C-5A(vi)/CCC/415 dated 10.04.2007.
91
Amended vide OO No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012.

Page | 143
 total and in next
minimum 6 yrs. below grade.
Experience in
System/
Programming.
13 yrs. Post
qualification
experience in 3 yrs.
total and experience
6 Sr.Manager E-6 -do- -do- -do-
minimum 8 yrs. in next
Experience in below grade.
System/
Programming.
1st class or High
2nd class degree
16 yrs. Post
in Engg/
qualification
Computer
experience in 3 yrs.
Science or PG
-do- total and -do- experience
8 Chief Manager E-7 Degree in
minimum 10 in next
Mathematics/
yrs. Experience below grade.
Electronics/
in System/
Science/
Programming.
Management/
ICWA/ CA
22 yrs. Post
qualification
experience in 3 yrs.
General -do- total and -do- -do- experience
9 E-8
Manager minimum 14 in next
yrs. Experience below grade.
in System/
Programming.
3 yrs.
Chief General E-8A -do- -do- experience
10 [92]
Manager in next
below grade.

* One of the papers of MT examination – Computer Aptitude Test

97th Board meet held on 7.11.1988

No. CIL/C-5(A)(iii)/51786/1702 dated 28.11.1988.

92
Amended due to OM No. CIL/C5A(PC)/2098 dated 18.05.2017.

Page | 144
 RAJ BHASA (HINDI)

Outside Recruitment Promotion Remarks

Sl. Grade
Designation [93] [94] Minimum Minimum Minimum Minimum
No
Qualification Experience Qualification Experience
03 years
working
experience in
respect of
MA(Hindi) First
implementation
Class from a
of OL Act and
recognized
Rules,
Management University and at
1 E-2 Translation from
Trainee Graduation level –
Hindi to English
English as one of
and English to
the principal
Hindi in any
subject.
Central/ State
Govt/ PSU/
Reputed
Organization.
10 years post
qualification
experience, out
MA (Hindi)
of which 03
minimum 2nd
years working Written test
Class or 55%
2 Sr. Officer E-2 experience as and
marks from a
Office Supdt interview
recognized
(OL)/ Sr
University
Translator (OL)/
Sr PA (OL) in
T&S Grade ‘A’
3 yrs. as Sr.
Officer in next
below grade.
3 Asst. Manager E-3 -do- DPC
1 yr as MT in E2
grade, subject to
closure of
probation [95]
3 yrs.
Deputy experience in
4 E-4 -do-
Manager next below
grade.
3 yrs. experience
5 Manager E-5 -do- in next below
grade.
3 yrs. experience
6 Sr.Manager E-6 -do- in next below
grade.

93
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
94
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.
95
Amended vide OO No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012.

Page | 145
 3 yrs. experience
-do- in next below
8 Chief Manager E-7
grade.

3 yrs. experience
General -do- in next below
9 E-8
Manager grade.

Note: 50% of the sanctioned posts shall be filled up by promotion from amongst the departmental candidates and
balance 50% will be treated against the direct recruitment quota Attempt shall be made to fill up these posts by internal
resources initially, i.e. from employees working in different departments of the company in case sufficient
departmental candidates are not available only then vacancies shall be filled up from outside.
Authority: CIL/C-5(a) (iii)/52130(cadre Scheme) OL/1039 dt 14.10.97 issued by CGM (P&IR) CIL.
Note: E-7 & E-8 post added vide No.CIL/C-5A (iii)/52130/17 dt.23/25.03.2000. BoD of CIL in its 188th Meeting
held on 09.02.2000.

Page | 146
 ENVIRONMENT DISCPLINE [96]

Outside Recruitment Promotion

Sl. Grade
Designation [97] [98] Minimum Minimum Minimum Minimum Remarks
No
Qualification Experience Qualification Experience
B.Sc with 8
weeks training
at ISM,
Dhanbad or
IICM, Ranchi or
any course on
Management/
Environment i.e. 3 years in T&S
PG Degree/ Gr. A after
Diploma passing
1 Officer E-1 awarded by the prescribed
recognized examination/
Universities/ test conducted
Instt. like IITs, by CIL
some NITs/
RECs, BHU, BE
College
NEERIE,
IISWBM, etc.
approved by
AICTE
1st Class Degree in
Environment Engg.
or any Engg.
Degree with atleast
PG Degree/
Management
2 E-2 Diploma in Env.
Trainee
Engg with
minimum 60%
from a recognized
University/
Institute. [99]
Degree in Envt.
Engg or any
Engg degree
with atleast PG
degree/diploma
in Envt. Engg.
3 Sr. Officer E-2 from a
recognized
University/ Instt.
or CIL
executives
already
appointed as

96
Amended vide letter No. CIL/C-5A(iii)/Cadre Scheme/05/343 dated 08.06.2005.
97
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
98
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.
99
Amended vide OM No. CIL/C-5A(vi)/CCC/379 dated 07.03.2007.

Page | 147
 Envt. Engineers
before the
formation of the
Cadre scheme
Or
CIL executives
with any branch
of Engg/ PG in
Geology with 8
weeks training
at ISM,
Dhanbad or
IICM, Ranchi or
any course on
Management/
Environment i.e.
PG Degree/
Diploma
awarded by the
recognized
Universities/
Instt. like IITs,
some NITs/
RECs, BHU, BE
College,
NEERIE,
IISWBM etc.
approved by
AICTE
Or
CIL executives
working in
Remote Sensing
Department at
the Subsidiary
HQ level and
carrying out
work of Env.
Data generation
in Land Use
planning,
thematic
mapping,
Hydro-
morphological
studies and other
allied Envt.
Assessment for
a period of at
least 5 (Five)
years
3 yrs. as Sr.
Officer in next
4 Asst. Manager E-3 -do-
below grade.

Page | 148
 1 yr as MT in E2
grade, subject to
closure of
probation [100]
Degree in
Environment Engg.
or any Engg.
Degree with atleast
3 yrs. experience
Deputy PG Degree/
5 E-4 -do- in next below
Manager Diploma in Env.
grade.
Engg from a
recognized
University/
Institute.
3 yrs. experience
6 Manager E-5 -do- -do- in next below
grade.
3 yrs. experience
7 Sr.Manager E-6 -do- -do- in next below
grade.
Executives
working in Env,
Discipline as on
01.04.96 have to
complete 5
weeks’ training
including one
week refresher
training from
IICM, Ranchi or
ISM, Dhanbad
or any course on
3 yrs. experience
Management/
-do- in next below
8 Chief Manager E-7 Environment i.e.
PG Degree/ grade.
Diploma
awarded by the
recognized
Universities/
Instt. like IITs,
some NITs/
RECs, BHU, BE
College
NEERIE,
IISWBM, etc.
approved by
AICTE
CIL Executives
who are in E8 3 yrs. experience
General -do- grade or above in next below
9 E-8
Manager and have been grade.
working in Env.
Division of the

100
Amended vide OO No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012.

Page | 149
 subsidiary HQ
for more than 3
years
3 yrs. experience
Chief General E-8A -do- in next below
10 [101]
Manager grade.

Earlier approved in 165th Board meeting held on 18.3.1997.

CIL/C-5A(iii)/52129 dated 22.4.97.

101
Amended due to OM No. CIL/C5A(PC)/2098 dated 18.05.2017.

Page | 150
 Electronics & Telecommunication (E&T) Discipline

Outside Recruitment Promotion

Sl. Grade
Designation [102] [103] Minimum Minimum Minimum Minimum Remarks
No
Qualification Experience Qualification Experience
7 years as
Foreman-in-
1 Officer E-1 Matriculation charge in the
Sup. Tech. Gr. A
in E&T
1st or high 2nd class
degree in
Electronics/
Telecommunicatio
n/ Instrumentation/
MSc in Physics
with Electronics
duly recognized by
Management
2 E-2 Instt. Of Engineers
Trainee
(India)/ IBTE
India/ UPSC/
Education Ministry
as equivalent to
Engg. Degree in
Electronics &
Telecommunicatio
n.
1. Three yrs
experience in E1
grade as Officer
if they acquire
degree.
Or
7 yrs post
Advance
qualification
Diploma in
experience out
Mining
of which
Electronics of
minimum 3
atleast one year
years must be in
duration for
3 Sr. Officer E-2 T&S Gr. ‘A’ if
those having 3
they acquire
yrs Diploma in
Diploma.
Electronics/
Telecommunicat
2. Departmental
ion/
candidate who
Instrumentation
are already in E1
grade may be
considered for
promotion to E-
2 grade in
exceptional
cases with the

102
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
103
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.

Page | 151
 approval of
Cadre
Controlling
Authority
provided they
put in 5yrs
experience in E-
1 grade.
-do-
Degree in
Electronics/
Telecommunicat
ion/
Instrumentation/
MSc in Physics 3 yrs. as Sr.
with Electronics Officer in next
duly recognized below grade.
by Instt. Of
4 Asst. Manager E-3
Engineers 1 yr as MT in E2
(India)/ IBTE grade, subject to
India/ UPSC/ closure of
Education probation [104]
Ministry as
equivalent to
Engg. Degree in
Electronics &
Telecommunicat
ion.
1st or high 2nd class
degree in
Electronics/
Telecommunicatio
n/ Instrumentation/
MSc in Physics
with Electronics
duly recognized by 6 yrs. post 3 yrs. experience
Deputy
5 E-4 Instt. Of Engineers qualification -do- in next below
Manager
(India)/ IBTE experience grade.
India/ UPSC/
Education Ministry
as equivalent to
Engg. Degree in
Electronics &
Telecommunicatio
n.
1. Advance
Diploma in
Mining
9 yrs. post 3 yrs. experience
Electronics of
6 Manager E-5 -do- qualification in next below
atleast one year
experience grade.
duration for
those having 3
yrs Diploma in

104
Amended vide OO No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012.

Page | 152
 Electronics/
Telecommunicat
ion/
Instrumentation
1(b) Must obtain
AMIE (Elec &
Mec)/ IETE or
other recognized
equivalent
membership.

Degree in
Electronics/
Telecommunicat
ion/
Instrumentation/
MSc in Physics
with Electronics
duly recognized
by Instt. Of
Engineers
(India)/ IBTE
India/ UPSC/
Education
Ministry as
equivalent to
Engg. Degree in
Electronics &
Telecommunicat
ion.
3 yrs. experience
in next below
grade.

Dept. Diploma
holders who are
already in E5
13 yrs. post grade may be
7 Sr.Manager E-6 -do- qualification -do- considered for
experience promotion to E-
6 grade in
exceptional
cases with the
approval of
Cadre
Controlling
Authority.
3 yrs. experience
16 yrs. post
-do- in next below
8 Chief Manager E-7 qualification -do-
experience grade.

3 yrs. experience
22 yrs. post
General -do- in next below
9 E-8 qualification -do-
Manager grade.
experience

Page | 153
 3 yrs. experience
Chief General E-8A -do- in next below
10 [105]
Manager grade.

Approved by BoD in its meeting held on 12.11.1987.

CIL/C-5A(iii)/51405/Electronics/391 dated 24.5.88.

105
Amended due to OM No. CIL/C5A(PC)/2098 dated 18.05.2017.

Page | 154
 FINANCE & ACCOUNTS DISCIPLINE

Outside Recruitment Promotion

Sl. Grade
Designation [106] [107] Minimum Minimum Minimum Minimum Remarks
No
Qualification Experience Qualification Experience
1. CIL Accounts
Exam Pt.I
2. Inter
1 Officer E-1
chartered/ Cost
3. A recognized 3 yrs experience
Degree in T&S Gr. ‘A’
Chartered/ Cost
Accountant or
MBA with
Management
2 E-2 specialization in
Trainee
Finance/ Accounts
with minimum
60% marks. [108]
1.
1. Final Exam of Departmenta
CA/ ICWA l quota for
unqualified/
semiqualifie
d
accountants
2. CIL Accounts will not
exam Pt. I & II exceed 10%
of the total
posts in the
3 Sr. Officer E-2
grade which
is lapsable
3. Inter Cost/ every year.
Chartered and 3 yrs. experience
CIL Accounts in E-1 2. Not less
exam Pt. I than 50% of
posts in E-2
grade will be
filled up by
4. Graduate 6 yrs in E-1 Direct
Recruitment.
3 yrs. as Sr.
Officer in next
-do-
below grade.
4 Asst. Manager E-3
1 yr as MT in E2
grade, subject to
MBA (Finance)
closure of
probation [109]

106
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
107
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.
108
Amended vide OM No. CIL/C-5A(vi)/CCC/379 dated 07.03.2007.
109
Amended vide OO No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012.

Page | 155
 1.
Departmenta
1. ACA/ l quota for
3 yrs. experience
AICWA/ MBA unqualified
in next below
(Finance)/ CAS accountants
grade.
(New syllabus) will not
exceed 10%
of the total
posts in the
grade which
3 yrs. experience is lapsable
2. CAS (Old
in next below every year.
Chartered/ Cost syllabus)
grade. 2. Not less
Accountant or
than 15% of
MBA with 5 yrs. post
Deputy total no. of
5 E-4 specialization in qualification
Manager posts at any
Finance/ Accounts experience
given time in
with minimum
this grade
60% marks.
5 yrs. experience must be
3. Inter Cost/ filled by
in next below
Chartered Chartered
grade.
Accountants.
Any number
falling short
of this
requirement
6 yrs. experience
will be
4. Graduate in next below
recruited
grade.
from open
market.
ACA/ AICWA/
6 yrs. post MBA with 3 yrs. experience
6 Manager E-5 -do- qualification specialization in in next below
experience Finance/ CAS grade.
accountant
10 yrs. post 3 yrs. experience
7 Sr.Manager E-6 -do- qualification -do- in next below
experience grade.
3 yrs. experience
8 Chief Manager E-7 -do- in next below
grade.

3 yrs. experience
General in next below
9 E-8 -do-
Manager grade.

3 yrs. experience
Chief General E-8A -do-
10 [110] in next below
Manager
grade.

Authority: Amendment of CCC in respect of Account’s Discipline for E-1 & E-2 Grade was approved by CIL Board
in its 82nd Meeting held on 17.02.87

110
Amended due to OM No. CIL/C5A(PC)/2098 dated 18.05.2017.

Page | 156
 MATERIALS MANAGEMENT DISCIPLINE

Outside Recruitment Promotion

Sl. Grade
Designation [111] [112] Minimum Minimum Minimum Minimum Remarks
No
Qualification Experience Qualification Experience
Engineering
Degree in
Electrical or
Mechanical
Management Engineering with 2
1 E-2
Trainee years full time
MBA/ PG Diploma
in Management
with minimum
60% marks. [113]
1. Graduate in
Arts/ Science/
3 yrs experience
Commerce or
as inspector of
recognized Dip.
Stores/ Purchase
in Engg. (3 yrs
or Chief Store
duration) or
2 Sr. Officer E-2 Keeper in the
2nd/1st Class
Tech. & Superv.
Mine Manager’s
Gr ‘A’
Certificate or
MBA
2. Matriculate 5 yrs -do-
3 yrs. as Sr.
Officer in next
below grade.
3 Asst. Manager E-3 -do-
1 yr as MT in E2
grade, subject to
closure of
probation [114]
Graduate in
Engg./
Engineering
Technology or
Degree in
Graduate in
Electrical or
Arts/ Science/
Mechanical 3 yrs.
Minimum 6 yrs. Commerce or
Deputy Engineering with 2 experience in
4 E-4 relevant recognized Dip.
Manager years full time next below
experience in Engg. (3 yrs
MBA/ PG Diploma grade.
duration) or
in Management
2nd/1st Class
with minimum
Mine Manager’s
60% marks.
Certificate or
MBA

111
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
112
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.
113
Amended as per MT 2019 Recruitment Notification.
114
Amended vide OO No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012.

Page | 157
 3 yrs. experience
9 yrs. relevant
5 Manager E-5 -do- -do- in next below
experience
grade.
3 yrs. experience
13 yrs. relevant
6 Sr.Manager E-6 -do- -do- in next below
experience
grade.
3 yrs. experience
in next below
grade.

5 yrs. experience
in next below
grade in
exceptional
16 yrs. relevant cases with the
7 Chief Manager E-7 -do- -do-
experience approval of
Cadre
Controlling
Authority for
grant of
relaxation in
qualification
norms.

General
8 E-8 -do- -do-
Manager
Chief General E-8A -do- -do-
9 [115]
Manager

Amended Order as per Board meeting 70th held on 19/20th Nov’ 1985
CIL/C-5A(ii)51649-650/1307 dated 27.2.86 read with 78th BoD meet on 17.9.86, CIL/C-5A(iii)/51649-50/961
dated 27.11.1986.

115
Amended due to OM No. CIL/C5A(PC)/2098 dated 18.05.2017.

Page | 158
 COAL PREPARATION DISCIPLINE

Outside Recruitment Promotion

Sl. Grade
Designation [116] [117] Minimum Minimum Minimum Minimum Remarks
No
Qualification Experience Qualification Experience
This grade
will not be
7 yrs experience operated
in the highest until the
Matriculation/
Non-Executive Cadre
1 Officer E-1 School final or
grade in the Scheme for
equivalent
concerned Non-
Discipline Executive
employees is
framed.

B.E.,/ B.Tech.,/
B.Sc (Engg.) in
Management Chemical/ Mineral
2 E-2
Trainee Engineering
with minimum
60% marks. [118]

Matriculation/
3 yrs in next
3 Sr. Officer E-2 School final or
below grade
equivalent
3 yrs. as Sr.
B.E.,/ B.Tech.,/ Officer in next
B.Sc (Engg.) in below grade.
Chemical/
4 Asst. Manager E-3
Mineral 1 yr as MT in E2
Engineering grade, subject to
closure of
probation [119]

B.E.,/ B.Tech.,/
B.Sc (Engg.) in
6 yrs. post 3 yrs. experience
Deputy Chemical/ Mineral
5 E-4 qualification -do- in next below
Manager Engineering
experience grade.
with minimum
60% marks.
9 yrs. post 3 yrs. experience
6 Manager E-5 -do- qualification -do- in next below
experience grade.
13 yrs. post 3 yrs. experience
7 Sr.Manager E-6 -do- qualification -do- in next below
experience grade.

116
Amended due to OM No. CIL/C-5A(vi)/CCC/1458 dated 01.07.2010.
117
Amended due to OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.
118
Amended as per MT 2019 Recruitment Notification.
119
Amended vide OO No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012.

Page | 159
 3 yrs. experience
16 yrs. post
in next below
7 Chief Manager E-7 -do- qualification -do-
experience grade.

22 yrs. post 3 yrs. experience

General
8 E-8 qualification -do- in next below
Manager
experience grade.
3 yrs. experience
Chief General E-8A -do-
9 [120] in next below
Manager
grade.

Note :- At the time of initial constitution of the cadre, executives with adequate experience in coal beneficiation may
be allowed option to get absorbed in this cadre permanently on horizontal basis.

(2) Existing incumbents who are already in E-3 and above grade may be considered for promotion in relaxation of
the prescribed qualification in exceptional cases.

[Circulated vide no. C5A (iii)/52118(Pt)/633 dated 27.08.84]

120
Amended due to OM No. CIL/C5A(PC)/2098 dated 18.05.2017.

Page | 160
 MEDICAL DISCIPLINE [121]

Outside Recruitment Promotion

Sl.
Designation Grade Minimum Minimum Minimum Minimum Remarks
No
Qualification Experience Qualification Experience
Possession of
Sr.Medical recognized medical
1(a) E-3
Officer degree

Recognized post
graduate
1(b) Specialist E-3 qualification
mentioned in
Annexure
Recognized post 3 yrs. Post
Possession of a
graduate qualification
minimum 3 yrs.
qualification experience
2 (a) Sr.Specialist E-4 qualification as Experience in
mentioned in connected with
specified during lower grade
Annexure the specialty
recruitment.

Possession of a
Dy Medical minimum 3 yrs.
2(b) Superintenden E-4 qualification as Experience in
t specified during lower grade
recruitment.
Medical
3 yrs.
Superintenden
Experience in
3 t/ Medical E-5 -do-
lower grade
Superintenden
t (Specialist)
Possession of a
recognized
medical degree
or recognized
Dy.Chief PG 3 yrs.
4 Medical E-6 specialization as Experience in
Officer mentioned in lower grade
annexure 1 or
Training in
Hospital
Administration
3 yrs.
Chief Medical -do-
5 E-7 Experience in
Officer
lower grade

121
Amended vide OO No. CIL/C-5A(PC)/CCC/43 dated 22.03.2012

Page | 161
 Chief of 3 yrs.
6 Medical E-8 -do- Experience in
Services lower grade
3 yrs.
Chief General E-8A -do- Experience in
7 [122]
Manager next below
grade.

Note:

i. Existing Medical Executives not possessing any post graduate qualification will be eligible for promotion beyond
E-6 grade provided they have undergone Training in Hospital Admn. or similar other training.

ii. Promotion from E-4 to E-5 grade and above grades will be regulated in the ratio of 2:1:1 i.e. 2 Specialist Cadre, 1
General Cadre who has acquired Specialist PG qualification subsequently and 1 non-specialist.

122
Amended due to OM No. CIL/C5A(PC)/2098 dated 18.05.2017.

Page | 162
 Annexure

MEDICAL SPECIFICATION OF QUALIFICATION UNDER PART A&B

PART –A PART – B

MD MRCP PhD(medical) PhD(Physiology)

PhD(Biochemistry) PhD(pharmacology), M.Sc(medical with
1 Medicine General
Anatomy(Physiology, M.Sc (Medical Anatomy) DSc
(Physiology) including Biochemistry, D Sc (pharmacology)
2 Surgery General MS. FRCS. FACS
3 Anesthesiology FFARCS MD/MS with anesthesiology as special. DA(BCP &S) eng. DA
DRMS(1 yrs. Course)
MD(radiology) or MRCP with Radiology as special subject
4 Radiology DMR&T(1 year Course)
DMRT(2 yrs. Course) DMRE(2 yrs. Course)
DMRD (1 yr.)
5 Obstetrics Gynecology MD, MO, MR. COG, FRCS, or MS(gynecology) DGO
6 Pediatrics MD or MRCP, FRCp (Canada) Dip/Ped DCH
7 Orthopedics MS,MCH(Orthopedics, Liverpool)FRCS D orthopedic, D orth S
8 Ophthalmology MS, FRCS (with ophthalmology) DO, DCMSD
9 Ophthalmology ENT MS, FRCS (with otolaryngology) DLO, DORI
10 Psychiatrist MD with psychiatry MRCP with psychiatry DPM
11 Dermatology & VD MD/MRCP with dermatology as special subject DVD & DDV
Pathology & MD (Pathology), MD(Path & Bact), M Sc (Path & Bact)
12 DCP, PBD(Bact)
Bacteriology PD(Path & Bact) D Sc (public health)
Mph, DPH, DTM &
13 Public Health MD with Public Health, D Sc (Public Health)
HLPH, DIR
Maternity & Child
14 MD (Midwifery & Gynecology) MRCP DM & CW
Welfare
15 Tuberculosis MD(MRCP, FRCS, MS TBD, DTD
16 Radiation Medicine DRM
This list is not exhaustive The competent authority shall have the power to assign other qualification to Part A or Part B.

Page | 163
 COMMUNITY DEVELOPMENT/ RESETTLEMENT & REHABILITATION
(CD/R&R)

Deleted [123]

123
Deleted due to creation of Community Development Discipline vide OM No. CIL/C5A(PC)/CCC/275 dated
23.07.2014.

Page | 164
 PRINCIPAL FOR THE SCHOOL OF NURSING [124]

Outside Recruitment Promotion

Sl.
Designation Grade Minimum Minimum Minimum Minimum Remarks
No
Qualification Experience Qualification Experience
6 yrs. Teaching 6 yrs. Teaching
M.Sc. Nursing M.Sc. Nursing
experience experience
Sr. Officer
1 E-2 B.Sc. Nursing B.Sc. Nursing
Officer 8 yrs. Teaching 8 yrs. Teaching
(Basic or Post (Basic or Post
experience experience
Basic) Basic)
Assistant 6 yrs. in the next
2 E-3 -do-
Manager below grade
Deputy 6 yrs. in the next
3 E-4 -do-
Manager below grade
6 yrs. in the next
4 Manager E-5 -do-
below grade

124
Incorporated vide OO No. CIL/C5A(PC)/CCC/01 dated 01.01.2014.

Page | 165
 COMMUNITY DEVELOPMENT [125]

Outside Recruitment

Sl.No Designation Grade Minimum Qualification Min Exp

1 Management E2 Minimum 2 years Full time Post

Trainee graduate degree or Post graduate diploma
(from a recognized University/ Institute)
in Community Development/ Rural
development/ Community Organization
& Development Practice/ Urban & Rural
Community Development/ Rural &
Tribal Development/Development
Management/ Rural Management

(Or)

Minimum 2 years Full time Post

Graduate Degree (from a recognized
University/ Institute) in Social Work
with specializations – Community
Development/ Rural development/
Community Organization &
Development Practice/ Urban & Rural
Community Development/ Rural &
Tribal Development/Development
Management

2 Assistant Manager E-3 -do- 1 year experience in lower

grade

3 Dy Manager E-4 -do- 4 years experience in lower

grade

4 Manager E-5 -do- 4 years experience in lower

grade

5 Sr Manager E-6 -do- 4 years experience in lower

grade

6 Chief Manager E-7 -do- 4 years experience in lower

grade

7 General Manager E-8 -do- 3 years experience in lower

grade

125
Incorporated vide OM No. CIL/C5A(PC)/CCC/275 dated 23.07.2014.

Page | 166
 PUBLIC RELATION DISCIPLINE [126]

Outside Recruitment Promotion

Sl.
Designation Grade Minimum Minimum Minimum Minimum Remarks
No
Qualification Experience Qualification Experience
Post graduate
degree/ Post
graduate
Departmenta
diploma (full
l Selection
time course) in 3 years working
through
Journalism/ in T&S Gr A
written test
1 Officer E-1 Mass after acquiring
& interview
Communication/ prescribed
subject to
Public Relation qualification.
availability
from a
of vacancy.
recognized
Institute/
University
Post graduate
degree/ Post
graduate diploma
Written test
(full time course)
&/or
in Journalism/
Management interview
2 E-2 Mass
Trainee subject to
Communication/
availability
Public Relation
of vacancy
from a recognized
Institute/
University
Post graduate
degree/ Post
graduate
diploma (full
time course) in
Journalism/ 3 years
DPC subject
3 Sr. Officer E-2 Mass experience in E1
to vacancy
Communication/ Grade
Public Relation
from a
recognized
Institute/
University
Post graduate (1) 3 yrs.
degree/ Post experience in E2
graduate diploma grade as Sr.
(full time course) 2 years relevant Officer for
in Journalism/ post Departmental
-do- DPC subject
4 Asst. Manager E-3 Mass qualification candidates.
to vacancy
Communication/ experience.
Public Relation (2) After
from a recognized successful
Institute/ completion of 1
University year training as

126
Incorporated vide OM No. CIL/C-5A(PC)/CCC/1684 dated 19.08.2016.

Page | 167
 Management
Trainee in case
of Direct
Recruits.

5 years relevant 4 years

Deputy post experience as
5 E-4 -do- -do- -do-
Manager qualification Assistant
experience. Manager

8 years relevant
4 years
post
experience as
6 Manager E-5 -do- qualification -do- -do-
Deputy Manager
experience.

12 years
4 years
relevant post
experience as
7 Sr.Manager E-6 -do- qualification -do- -do-
Manager
experience.

15 years
4 years
relevant post
experience as
8 Chief Manager E-7 -do- qualification -do- -do-
Senior Manager
experience.

18 years
3 years
relevant post
General experience as
9 E-8 -do- qualification -do- -do-
Manager Chief Manager
experience.

Note: The Minimum Qualification mentioned in column (6) will not be a bar for the existing executives in the
PR Discipline as on the date of approval of the Cadre Scheme.

Page | 168
References
1 Common Coal Cadre (Chapter IV) bearing amendments upto
30.11.1984.
2 OM No. C-5A(iii)/50996/(Pt)/1205 dated 07.02.1986.

3 OM No. CIL/C-5A(iii)/50996/(Pt)/991 dated 03.12.1986.

4 OM No. CIL/C5A(vi)/50729/165 dated 25.09.1991.

5 OO No. CIL/C5A(ii)/52100(2)/RC/792 dated 06.09.1993.

6 OM No. CIL/C-5A(vi)/CCC/204 dated 06.01.1995.

7 Cadre Schemes of various disciplines bearing amendments upto

2000.
8 OM No. CIL/C-5A(vi)/CCC/50729/137 dated 12.09.2002.

9 Letter No. CIL/C-5A(iii)/Cadre Scheme/05/343 dated 08.06.2005.

10 GM(P), CIL’s Note regarding the approved suggestions of CVO

dated 05.12.2005
11 OM No. CIL/C5A(vi)/CCC/372 dated 20/21.02.2007.

12 OM No. CIL/C-5A(vi)/CCC/379 dated 07.03.2007.

13 OM No. CIL/C-5A(vi)/CCC/380 dated 07.03.2007.

14 OM No. CIL/C-5A(vi)/CCC/415 dated 10.04.2007.

15 OM No. CIL/C5A(vi)/CCC/426 dated 23/24.04.2007.

16 OM No. CIL/C5A(vi)/CCC/468 dated 14.06.2007.

17 Corrigendum No. CIL/C5A(vi)/CCC/478 dated 25.06.2007.

18 Letter No. CIL/C5A(vi)/CCC/569 dated 05.10.2007.

19 OM No. CIL/C5A(vi)/CCC/860 dated 20.05.2008

20 Approval of 249th meeting of CIL Board held on 10.04.2009.

21 OM No. CIL/C-5A(vi)/005/35/1210 dated 02/07.05.2009.

22 Approval of 251st Board meeting held on 09.09.2009 regarding

uniformity in terms & conditions of appointment in respect of
Management Trainees.

Page | 169
23 OM No. CIL/C-5A(vi)/005/35/1345 dated 25.01.2010.

24 OM No. CIL/C-5A(vi)/CCC/1470 dated 13.07.2010.

25 OM No. CIL/C5A(vi)/CCC/1580 dated 03/05.05.2011.

26 OM No. CIL/C-5A(vi)/CCC/1585 dated 02.06.2011.

27 OO No. CIL/C-5A(PC)/CCC/42 dated 22.03.2012.

28 OO No. CIL/C-5A(PC)/CCC/43 dated 22.03.2012.

29 OO No. CIL/C5A(PC)/CCC/01 dated 01.01.2014.

30 OO No. CIL/C-5A(PC)/CCC/04 dated 01.01.2014.

31 OM No. CIL/C5A(PC)/CCC/275 dated 23.07.2014.

32 OM No. CIL/C5A(PC)/CCC/334 dated 24.09.2014.

33 OM No. CIL/C-5A(PC)/CCC/1684 dated 19.08.2016.

34 OM No. CIL/C5A(PC)/2098 dated 18.05.2017.

35 OM No. CIL/C5A(PC)/ED/2099 dated 19.05.2017.

36 OO No. CIL/C5A(PC)/CCC/E6-E7/179 dated 23.07.2019.

37 Direct Recruitment Notification MT 2019.

Page | 170
 Determination of Inter Se- Seniority

Table of Contents

1.0 Determination of Inter Se-Seniority 172

References 183

171 | P a g e
 Determination of Inter Se-Seniority [1]
1.1. With the nationalization of coal mines in two spells, one in respect of coking coal mines and
formation of Bharat Coking Coal Ltd. and another in respect of non-coking coal mines and
formation of Coal Mines Authority Limited, three sets of executives were brought together,
viz.:

i) Executives borne on NCDC cadre

ii) Executives taken over from coking coal sector
iii) Executives taken over from the non-coking coal sector forming bulk of officers in the
CMAL.
Subsequently, Coal Board was abolished and the officers of Coal Board (forming a
fourth set) came to be absorbed in CMAL and BCCL with effect from 1st April, 1975.

1.2. Formation of Coal India Limited with effect from 1st November, 1975 and the constitution
of common coal cadre necessitated integration of these four groups of executives into one
main stream.

1.3. The seniority of NCDC officers got gradually evolved on the basis of the date of entry of the
individual officers in a particular grade and there was certain determined seniority of NCDC
officers prior to their absorption in the CMAL. With the formation of CMAL, the question
of drawing up inter-se seniority of the taken over officers and those borne on NCDC cadre
came up. Two high power committees appointed by the CMAL Board went in to the matter
and found it difficult to determine inter-se seniority of all the officers and recommended that
all the eligible officers should be considered together for promotion.

1.4. After the formation of Coal India, further efforts were made to formulate principles for
fixation of seniority of all the four groups of officers referred to earlier in an integrated
manner. As a result of discussions held at the CMD’s co-ordination meetings certain norms
for determination of seniority were drawn up but certain difficulties were experienced in
implementing these norms and in integration the seniority of the four groups of officers.

1.5. The matter was also examined in depth by the Apex Policy Committee for executives of Coal
India, constituted for the purpose of examining the representations of executives. This
committee felt that in view of the difficulties encountered in integrating the seniority of the
four groups of officers, the cases of all eligible officers should be considered by the DPCs
irrespective of the number of vacancies in the higher post, and recommendations for
promotion would be mainly in order of merit. Once they are recommended for promotion,
the DPC should determine the order of merit of those found suitable for promotion, which
will form the basis for promotion to the next higher grade and for evolving inter-se seniority
on the promoted grade in due course.

1
Chapter V of Common Coal Cadre. Amendments upto 30.11.1984 was communicated in a Book form (2nd edition).
172 | P a g e
1.6. A large number of promotions have been made effective from the executive grade to the
other after the initial absorption of taken over officers (i.e. 1-7-1972 or 1-8-1973 and 1-5-
1973 in respect of NCDC officers). Seniority lists of executives in each grade and discipline
should be drawn up following the general principles indicated below by the respective
companies in respect of executives in the grades of E-4 and below and by Coal India for
officers in the grades of E-5 and above.

(A) Seniority in Respect of Officers in the Grade of E-4 and Below

(i) Wherever there is an established seniority in the grades of E-4 and below, this
seniority position should be followed.

(ii) In respect of officers, whose seniority position has not been determined, the
following procedure shall be followed:

(a) The officers, who have not been promoted at least once after their initial
absorption of taken over officers (i.e. 1.7.1972 or 1.8.1973 and 1.5.1973 in
respect of NCDC officers), will be the senior-most in the list and they should
be clubbed together. The DPCs, whenever meet, should consider the cases of
these officers first before considering officers who have been promoted at least
once after initial absorption (i.e. 1.7.1972 or 1.8.1973 and 1.5.1973 in respect
of NCDC officers).

(b) The seniority inter-se in respect of Officers, who got at least one promotion
after their initial absorption (i.e. 1.7.1972 or 1.8.1973 and 1.5.1973 in respect
of NCDC officers) will be determined on the basis of their date of entry into the
grade subject to the condition that in respect of the officers considered by a
single DPC and thereafter promoted, the merit as determined by the DPC will
be taken irrespective of their date of entry in the grade.

(c) If, in the case of officers who were considered by a single DPC and thereafter
promoted, relative merit was not determined by the DPC, all the officers
promoted in that batch will be clubbed together, whenever DPC meets, all such
officers together will be considered, subject to their eligibility reckoned from
the date of issue of orders.

(iii) Separate seniority lists of 2nd class Under Managers promoted to E3 grade and
above in terms of para 4.10.5 of the Common Coal Cadre, will be maintained for
each grade.

173 | P a g e
 Clarification:[2]

If any Senior Under Manager (2nd Class) in E3 grade and above after passing 1st
Class Mine Managers examination wishes to opt out of the seniority list of Senior
Under Managers for placement in the regular channel of Mining discipline (1st
Class Certificate holders) the following procedure may be adopted: -

i) The concerned Senior Under Managers should apply in writing for their
horizontal movement to the regular channel of Mining discipline.
ii) Such applications may be examined by a Committee constituted by the
concerned cadre Controlling Authority and subject to suitability and availability
of vacancies in the regular channel of Mining discipline in the relevant grade,
the requests of Senior Under Managers for horizontal movement may be
allowed.
iii) Their seniority in the relevant grade on horizontal movement to the regular
channel of Mining discipline will be reckoned from the date of issue of orders
allowing such horizontal movement.

(B) Seniority in Respect of Officers in the Grade of E5

According to the existing practice the companies promote officers working in that
particular company from E-4 to E-5 grade. Integration of officers in E-5 grade promoted
by various subsidiary companies is essential because the promotion from E-5 to E-6
grade and above is to be handled centrally covering all executives posted in all the
subsidiary companies.

With a view of integrating these officers, their seniority inter-se has to be determined.
For this purpose the following guidelines will be adopted by Coal India Limited:

(i) Executives, who have not got at least one promotion since their absorption (i.e.
1.7.1972 or 1.8.1973 and 1.5.1973 in respect of NCDC officers), will be the senior
most in a particular grade and discipline. These executives will be bracketed together
and the DPC would consider all such officers together first before considering the
officers who got at least one promotion after their initial absorption (i.e. 1.7.1972 or
1.8.1973 and 1.5.1973 in respect of NCDC officers).

(ii) In the case of officers, who were promoted at least once after their initial absorption
(i.e. 1.7.1972 or 1.8.1973 and 1.5.1973 in respect of NCDC officers), seniority will
be drawn on the basis of their date of entry into the grade subject to the condition that
in respect of officers considered by a single DPC and thereafter promoted, the merit
as determined by the DPC will be taken irrespective of their actual date of entry in
the grade. If inter-se merit was not determined by the DPC such officers will be

2
Clarification issued vide OM No. CIL/C-5A(ii)/50972/22/3497 dated 07.11.1984.
174 | P a g e
 clubbed and they will all be considered together by the DPC irrespective of the
number of vacancies.

(iii)In case of officers promoted by two different subsidiary companies within a span of
six months, they will be bracketed together without mentioning seniority inter-se
amongst them. For the purpose of eligibility and seniority of these officers promoted
by two different subsidiary companies within a span of six months, the officers
promoted late will be deemed to have been promoted to this grade and entered the
grade of E5 along with the officers promoted earlier, irrespective of their actual date
of entry in to the grade. Whenever DPC meets, all the officers so clubbed will be
considered together in order to recommend a select list in order of merit.

As no specific date covering the said period of six months has been stipulated in the
above provision, and in order to avoid any ambiguity in this regard, it has been
decided that the officers promoted to E5 grade by the CIL and its subsidiaries during
the under mentioned periods in a financial year will be bracketed together for the
purpose of seniority according to their date of promotion:

(i) 1st April to 30th September.

(ii) 1st October to 31st March.

(C) Seniority in Respect of Officers in the Grade of E-6 and above

(i) Executives, who have not got at least one promotion since their absorption
(i.e.1.1.1972 or 1.8.1973 and 1.5.1973 in respect of NCDC officers) will be the senior
most in the particular grade and discipline. These officers are bracketed together and
the DPCs should consider all such officers together first before considering the
officers who got at least one promotion after their initial absorption (i.e. 1.7.1972 or
1.8.1973 and 1.5.1973 in respect of NCDC officers).

(ii) Officers promoted at least once after their initial absorption (i.e. 1.7.1972 or 1.8.1973
and 1.5.1973 in respect of NCDC officers), but prior to 1.11.1975, i.e. prior to
formation of Coal India, on the basis of the recommendation of two different DFCs
separately by BCCL and CMAL, all will be clubbed together without mentioning the
seniority inter-se amongst them. When the gap between these two promotions is not
more than six months, the eligibility and the seniority of the officers promoted later
will be determined as if the officers promoted later have entered the grades along
with the officers promoted earlier. In other words, these officers will be clubbed
together irrespective of their date of entry into the grade. While considering their
cases for promotion, when they become eligible for such consideration, the DPC will
consider all these officers together and recommend promotion to the next higher
grade after determining their relative merit.

(iii)The executives promoted after formation of coal India on the basis of

recommendation of a single DPC, which considered all eligible officers of BCCL,

175 | P a g e
 CMAL, NCDC, etc. and prepared a select list drawn in order of merit, their seniority
in the promoted grade will be on the basis of the panel drawn in order of merit
irrespective of their actual date of joining.

(iv)In the case of officers promoted after formation of Coal India, when the merit inter-
se was not determined such officers will be clubbed together without determining
their seniority inter-se and whenever DPC considers, such people will be considered
together for consideration for promotion to the next higher grade on the basis of their
relative merit.

1.7. Till it becomes possible to determine inter-se seniority of the executives in various grades,
the promotions from one grade to the other in the executive cadre are being done on the
following basis considering all eligible departmental candidates irrespective of the number
of vacancies.

(i) The eligibility for consideration for promotion to the next higher grade will determine
in terms of the provision in the respective cadre schemes.

(ii) The eligibility for consideration for promotion in respect of the taken over officers who
are absorbed in the nationalized coal mines on different dates would be determined as if
they had all been absorbed together, i.e. with effect from 1.7.1972 in respect of officers
of coking coal sector and 1.8.1973 in respect of non-coking coal sector.

(iii)Since BCCL and erstwhile CMAL promoted officers independently till the formation of
Coal India Ltd., while considering such officers who were promoted in two different
batches by BCCL and CMAL, officers promoted later will be deemed to have entered
the grade along with the officers promoted earlier, if the gap of promotion period is not
more than six months for determining their eligibility for consideration for promotion.
This benefit will not be allowed if the gap of promotion is more than six months.

1.8. Extracts from the Report of the Committee constituted by Chairman, Coal India
Limited to go into the Issues relating to determination of Inter-se Seniority of the
executives.[3]

1.8.1.The Committee then examined the rules for inter-se seniority of executives as incorporated
in the Common Coal Cadre and found the same to be reasonable and fair in the circumstances
and background of the nationalization of the coal industry and the development of different
cadres as constituted today. The Committee, however, noted that there are various
issues/situations which arise in practice but are not covered in the existing seniority rules.
The Committee deliberated on these issues to evolve their recommendations which are
included in this report.

1.8.2.The Committee hopes that the norms for determination of inter-se seniority now being
recommended should go a long way in resolving many of the outstanding problems on this

3
Circulated vide letter No. C5A/52106(2)/538 dated 19.05.1980.
176 | P a g e
 issue. These norms may be applied in resolving the unresolved cases of seniority and for
determination of seniority in future. While making these recommendations, the Committee
would like to stress that the intention of the Committee is to help in settling the unsettled
issues and not to reopen the settled issues. Further, the Committee feels that any
reconsideration of the seniority of an executive on the basis of the norms recommended by
the Committee should be restricted to his placement/seniority within the grade and discipline
in which he is currently placed.

1.8.3.The main issues as identified by the Committee and its recommendations thereon are given
in the following paragraphs:

1. Determination of seniority of executives in E1 to E4 grades on inter-company

transfers.

a. This issue has two aspects:

(a) Inter-company transfer made effective on administrative ground.

(b) Inter-company transfer made effective at the request of the executive concerned on
personal grounds.

According to the existing system, the officers in E1 to E4 grades belong to the respective
company cadres on ‘as-in-where-is’ basis. Their career growth up to E5 grade is within
the company. When an executive in these grades moves from one company to the other,
he gets absorbed in the appropriate cadre of that company.

b. The Committee recommends that:

(i) When an inter company transfer is made effective on administrative grounds, the
seniority of the executive shall be fixed in the company to which he is transferred
taking in to account his date of entry in the grade:

(ii) When the inter-company transfer is made effective on personal grounds at the
request of the executive concerned, his seniority in the company to which he is
transferred, shall be fixed as if he is entered the grade on the date of his assumption
of charge in the new company. In other words, such executive will lose his past
seniority in the grade.

2. Determination of seniority on horizontal inter-disciplinary movement

This issue has the following aspects:

(a) Movement of Officers from one discipline to other temporarily;
(b) Movement of officers from one discipline to the other on permanent basis

177 | P a g e
 a. As regards inter-disciplinary movement on temporary basis, the Committee
recommends that officers may be moved as may be decided by the Management from
time to time and such officers should continue to be borne on their parent cadre. Such
horizontal movement should not put the executive concerned in a disadvantageous
position in career prospects in his parent cadre and for the purpose of computing the
period of eligibility for promotion to the next grade in his present cadre, the period spent
in other discipline should also be counted.

b. If inter-disciplinary movement is envisaged on a permanent basis due to lack of adequate

personnel in a particular cadre/discipline, executives may be drawn from other
disciplines horizontally only on obtaining applications through internal notification
within the company. In the event of such induction at levels above E-5 or when adequate
numbers of persons are not available within the company in case of officers up to E-5,
inter-company notification should be issued. Selection from amongst the applicants
shall be made on the basis of qualifications, type of experience and aptitude for the new
discipline. In such cases, the officers selected for the new discipline may be kept on
probation for a period of one year before their permanent absorption in the new
discipline. Permanent absorption on successful completion of the probation will be
subject to suitability. If the executive is found to be unsuitable, he would be reverted to
his parent discipline.

c. During the probationary period referred to in para 12.2 above the officers will continue
to be borne on their parent cadre and would be eligible for promotion in that cadre as
per rules. On permanent absorption in the new discipline, the officers will be entitled
to be considered for promotion only in the new discipline. Their service in the new
cadre for the purpose of determination of seniority and eligibility will count from the
date on which they entered their grade in the parent cadre.

d. The Committee noted that there are many cases where officers of one discipline have
been deployed in another discipline for considerable period and they are still borne on
their parent cadre. The Committee recommends that all such cases should be decided
within a period of six months in order to determine whether these are cases of temporary
transfers or permanent transfer. The committee further recommends that the officers,
who have put in more than two years’ service in the new discipline, should either be
permanently absorbed in that cadre or reverted to their parent cadres. While determining
seniority in the new discipline the circumstances of each case and the aforesaid
guidelines should be kept in view. Necessary formalities, such as severing of connection
with the parent cadre, etc., should be simultaneously completed.

3. Inter-se- seniority of JETs/M(T)

a. JETs in Non-mining Discipline: This may be divided in to the following groups:

(i) JETs who were recruited on the basis of recommendations of a Selection

Committee which had not drawn an inter-se merit list.

178 | P a g e
 (ii) JETs having inter-se merit list as determined by the Selection Committee.

(iii) JETs who joined as trainees after a lapse of a considerable period after issue of
letter of appointment.

(iv) JETs whose training period was extended because of unsatisfactory performance.

b. The Committee’s recommendations in respect of the above categories are as follows:

c. The seniority of the JETs on regular appointment in E2 grade/post after successful

completion of the training will be as per the merit list drawn at the time of recruitment,
if such a list was drawn up.

d. The Committee, however, noted that in ECL merit lists are being drawn up by a
Committee constituted for consideration of the cases of JETs for appointment in the
regular post. In such cases, their seniority position will be as determined by the said
Committee. This committee recommends that such determination of seniority on
completion of probationary/training period should be stopped forthwith.

e. If no merit list was drawn by the Selection Committee at the time of appointment as
JETs or at the time of regular appointment as stated the seniority will be determined on
the basis of the date of coming into E2 grade/post on regular basis, after successful
completion of training.

f. In the case of JETs who join the organization after a lapse of a period of four months
from the date of issue of appointment letter, their seniority after their regular
appointment in E2 grade will not be determined according to their panel position, but
will be determined on the basis of date of their appointment in the regular post in E2
grade. In other words, while the JETs, who join the organization within a period of
four months of the date of issue of appointment letter will get their seniority on the
basis of the panel position, the JETs who join after four months will not get this benefit.

g. The seniority of JETs, whose training period has been extended because of
unsatisfactory performance during the training period, will be determined on the basis
of their date of regular appointment in E-2 grade after successful completion of
training. In this case, also, seniority on the basis of their panel position will not be
given.

4. Inter-se seniority of JET (Mining)

a. Where a joint merit list is available, the seniority will be determined on the basis of
panel position drawn at the time of their appointment as trainees unless their training
period has been extended by six months or more due to not obtaining the 2nd Class
Managership Certificate or unsatisfactory performance during their training period or

179 | P a g e
 bad conduct etc. If the training period is extended due to any reason the seniority will
be determined on the basis of actual date of appointment on regular basis in E2 grade.

b. In respect of JETs in Mining discipline where no joint merit list was drawn at the time
of their appointment as Trainees, seniority will be determined on the basis of date of
effect of the second Class Mine Manager’s Certificates of Competency or satisfactory
completion of training period, whichever is later.

c. With regard to appointment of JETs in Mining cadre on regular basis in E2 grade/post,

the Committee noted that varying practices were prevalent in different companies. The
Committee, therefore, recommends that the JETs in Mining discipline may be allowed
to draw emoluments as applicable to regular E-2 post in Mining discipline after
successful completion of training period or from the date of effect of second class
Certificate [Provisional] whichever is later unless their training period has been
extended for reasons other than obtaining Second Class Certificate. While
recommending this, the Committee was conscious that the provisional certificate issued
in this regard takes sometimes unduly long time after one becomes eligible to hold the
statutory post and also the concerned executive may take some time in submitting the
certificate issued by the Board of Mining Examinations. The Committee also noted
that according to the Certificate, the holder is usually eligible to hold the statutory
position with retrospective effect.

5. Seniority of Management Trainees

The Committee recommends adoption of the principle enumerated in paragraphs 3 (a) to

(g) in respect of Management Trainees (MBA) other than Management Trainee (Finance).

6. Seniority of the Management Trainees (Finance)

The Committee recommends that their seniority on appointment in regular post in E2

grade be determined as under:

a. Management Trainee (Finance), who successfully complete their training period and
pass both Part-I and II of the prescribed departmental examination within the training
period or in the first examination held immediately after completion of the training
period will be allotted inter-se seniority according to the panel position at the time of
recruitment, company-wise.

b. Seniority of such of the MT(F)s who do not successfully complete the training period
and/or who fail to pass the prescribed departmental examination [Parts I and II] within
the training period or in the first examination held immediately after completion of the
training period, will be fixed on the basis of actual date of their absorption in the regular
grade.

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7. Deemed Date of Entry into a Grade

a. The Committee recommends that a common deemed date of entry in to a grade shall
be determined for new recruits appointed in a batch on a particular date, in a company.
This deemed date may be fixed in reference to the date of joining of the first person
from the same batch. The said deemed date will be applicable only in respect of direct
recruits whose training period is not extended for any reason.

b. This deemed date will help in fixing the seniority inter-se of direct recruits vis-à-vis
promotees from non-executive cadre.

8. Determination of Inter-se Seniority of the Promotees from Non-executive Cadre:

a. When there is a joint merit list drawn up by the Selection-cum-DPC seniority will be
as per the merit list.

b. If no merit list was drawn by the Selection-cum-DPC seniority may be determined on

the basis of an established inter-se seniority of the candidates in the lower grade. If
there is no established seniority even in the lower grade, they should all be bracketed
and should be considered together by a subsequent DPC for next promotion so that
their inter-se merit can be determined in the promoted post. The Committee also
recommends that in future the DPC-cum-Selection Committee must determine the
inter-se merit at the time of preparing the merit list.

9. Fixation of Seniority of Promotees vis-à-vis Direct Recruits

The Committee examined the issue relating to the fixation of inter-se seniority of
JETs/MTs on their regular appointment in E-2 grade vis-à-vis executives who are
promoted from non-executive grades. The Committee recommends that inter-se seniority
in these cases should be determined on the basis of the deemed date of entry into a grade.
The procedure for determining the deemed date of entry into a grade in respect of direct
recruits has been recommended in Para 17.1. The Committee noted that Common Coal
Cadre already provides that the date of issue of promotion orders shall be the deemed date
of entry into a grade of promotees.

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 10. Taken over officers who were getting higher pay prior to nationalization and were
fixed in a particular grade after nationalization claiming seniority over others.

The question of initial fitment in a particular grade after nationalization of non-coking

coal mines and coking coal mines should be taken as final and should not be re-opened
even for the purpose of determination of their seniority in a particular grade.

11. Seniority - When Demoted and Later Restored

The Committee also discussed as to the method of fixing the seniority and period of
eligibility for the next promotion with regard to an officer who was once demoted to a
lower grade for a particular period and subsequently his position was restored. In this
situation, the Committee felt that the period of eligibility should be fixed taking the
total length of service one had rendered in the promoted grade prior to the demotion
and subsequent to the restoration of the position.

12. Seniority of Executives in Case of Delayed Movement

The Committee noted that in some cases of transfers on promotion, some officers
unduly delay movement for their personal reasons. Such practice needs to be
discouraged. The Committee recommends that in the event of failure of an officer to
move as per orders within a reasonable t time he may lose his panel seniority in the
higher grade. In exceptional cases, this may be condoned by the appropriate cadre
controlling authority either wholly or partially as may be deemed fit.

13. Determination of seniority position of executives who could not be promoted while
on training abroad/foreign service

The eligible executive while on training abroad should be considered for promotion
along with others by the DPCs and subject to suitability and availability of vacancies;
they could be given Performa promotion depending upon their rank in the panel
recommended by the DPC. Their promotion in the panel will determine the seniority
in the higher posts.

1.9. Norms for determining Inter-disciplinary Inter-se Seniority of Executives [4]

The following norms to be followed for determining Inter-disciplinary Inter-se seniority of

Executives for forwarding applications of eligible applicants for PESB selection and other
purposes wherever required:

i) Present Deemed Date of Entry in the Current Grade,

ii) Back Deemed Date of Entry into the Past Grade,
iii) Initial Appointment Date of Entering into Executive Cadre,
iv) Date of Birth (Seniors to be placed above the Junior)
v) Name of the Executive (Alphabetical Order)

4
Incorporated vide OM No. CIL/C5A(PC)/Interse Seniority/2236 dated 08.08.2017.
182 | P a g e
References

1 Chapter V of Common Coal Cadre – Amendments upto 30.11.1984.

2 OO No. CIL/C5A(PC)/Interse Seniority/2236 date 08.08.2017.

183 | P a g e
 Performance Management System Manual

Table of Contents

1.0 Executive Summary 185

2.0 Version of the Manual 186

Performance Management System – Adoption of
3.0 186
Balanced Score Card Framework
4.0 PMS Overall Process 188

5.0 Target Setting 191

6.0 Review 194

7.0 Final Rating 197

8.0 PMS Audit Committee 199

9.0 Frequently Asked Questions (FAQ) 200

References 213

P a g e | 184
 Performance Management System Manual [1]
1.0. Executive Summary

Coal India has undertaken the initiative to implement the Balance Scorecard based
Performance Management System to enhance fairness, transparency and inculcate a
culture of meritocracy in the organization.

The revamp of the existing Performance Management system is also aimed to act as
an input to other HR systems like Performance Related Pay (in accordance with the
guidelines issued by DPE), Training and Development, Career Planning and Rewards
& Recognition.

The rating and score of the new Performance Management system would formulate
the basis for promotion and performance related pay.

In order to create and launch the new system, CIL partnered with a global HR
Advisory firm Right Management India.

The project was conducted in three critical phases:

Diagnostics Phase Detailed As-Is study of the existing system

Design Phase Creation of Unique Position List, KPI Inventory,
Scorecards, PMS Manual and Form
Implementation Pilot Implementation, Train the Trainer programs
Phase and Troubleshooting

PMS form has been given the nomenclature of PRIDE which stands for Performance
Report for Individual Development of Executive.

We would like to specially thank the senior management team of Coal India and the
members of the following teams for sharing their concerns, requirements and
reservations on current policies, which greatly facilitated the design and
implementation of this initiative.

x Steering Committee Team

x Design Team
x KPI Task Force Team
x Master Champion Team

The Scope of the report pertains only to Executives.

1
Implementation of PRIDE effective from 2013-14 vide OM No. CIL/C-5A(PC)/BSC/277 dated 26.03.2013
(PMS 2013-14 Manual) and became Online from FY 2014-15 vide letter No. CIL/C-5A(PC)/BSC-PMS/127
dated 01.04.2014 (PMS Manual w.e.f 01.04.2014).

Previously it was known as Executive Evaluation Report (EER) and the same has been superseded by the
above-mentioned OM of CIL for introduction of PRIDE.
185 | P a g e
2.0. Version of the Manual

Balance Scorecard based Performance Management System is a dynamic system in

any organization and would undergo changes as per the learning that takes place from
the previous years.

That being the case, this is Version 1 of the Balance Scorecard based Performance
Management System Manual.

The right of updating/ changing the manual rests with Coal India Limited only. The
manual cannot be modified by any other person. The manual is the property of the
Coal India Ltd. and should not be photocopied or reproduced without permission.

The power to interpret the provision of the manual/ PMS is reserved with the Director
(P&IR) - CIL/ Chairman- CIL and their interpretation will be final.

3.0. Performance Management System – Adoption of Balanced Scorecard

Framework

3.1. Performance Management System

It is a process to meet the following objectives:

x Ensure that the executive understands the target of the Organization as a whole,
and that of the Department and the specific section/unit.
x Set the executive‘s target and assess how the executive has performed against
the defined target
x Provide feedback to the executive to ensure that s/he understands his/her
performance
x Reward executive for their performance

3.2. Balanced Scorecard

186 | P a g e
 It is a tool for translating and deploying organizational strategy into performance.
It provides a balanced view of an organization‘s performance strategy across the four
Perspectives – Financial, Customer, Internal Business Process and Learning &
Growth.

Balanced Scorecard was popularized by Robert Kaplan and David Norton in 1992.

3.3. What does Balanced Scorecard do?

3.4. Key Terminologies to know

x Key Result Area (KRA) - Selective areas of job, in which a high level of
performance is required
x Key Performance Indicators (KPI) - Identify “WHAT” would indicate
performance
x Rating Scale – Clearly defines level of performance which would determine the
performance rating varying from 1 to 5

Illustration

KRA KPI Rating Scale [2]

Cost Penalties Rating scale to be adhered is as follows :
Control & Fine 1- If number of cases imposed is 0
Index 2- If number of cases imposed is between 1-2
3- If number of cases imposed is between 3-5
4- If number of cases imposed is between 5-7
5- If number of cases imposed is greater than 7

3.5. Linkage with other Systems

Performance Management System is linked with other key HR Systems. Some of the
details are as follows:

2
Amended due to OM No. CIL/C5A(PC)/PMS/2826 dated 08.05.2018.
187 | P a g e
4.0. PMS Overall Process

4.1. Overall Process

Overall process of Balanced scorecard based Performance Management System is as

follows:

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4.2. Goal Setting Schedule [3]

PMS Form Timelines for Goal Setting under PRIDE/ PAR

Without Penalty With Penalty
st th
PRIDE [4] From 1 April to 30 April From 1st May to 15th May
st th
PAR [5] From 1 April to 15 May (as per DPE guideline)

4.3. Mid-year Performance Feedback Schedule [6]

From 1st October to 31st October.

4.4. Appraisal Schedule of previous FY [7]

PRIDE
Task Responsibility Normal Timeline Extended Timeline
with penalty
Self-Appraisal Executive concerned 1st to 30th June 1st to 5th July
Appraisal by
Reporting
Authority under Reporting Authority By 10th July 11th to 15th July
PRIDE
Review by
Reviewing
Reviewing Authority By 20th July 21st to 25th July
Authority under
PRIDE
Final Review by
Accepting From 26th July to 10th August
Accepting Authority
Authority under
PRIDE
Publication of By 15th August
PRIDE ratings
Appeal Disposal By 15th October
Publication of By 20th October
final PRIDE
ratings after
appeal disposal

3
Amended as per OM No. CIL/C5A(PC)/PMS/72 dated 20.03.2019.
4
PRIDE applicable for Executives upto E7 grade.
5
PAR (Performance Appraisal report) applicable for Executives of E8 & above grade governed as per DPE
guidelines.
6
Amended as per Letter No. CIL/C5A(PC)/259 dated 28.09.2019.
7
Amended as per OM No. CIL/C5A(PC)/PMS/141 dated 28.05.2019.
189 | P a g e
 PAR
Task Responsibility Normal Timeline

Self-Appraisal Executive concerned 1st June to 31st October

Appraisal by Reporting Authority By 15th November
Reporting
Authority under
PAR
Review by Reviewing Authority By 30th November
Reviewing
Authority under
PAR
Final Review by Accepting Authority By 15th December
Accepting
Authority under
PAR
Publication of By 20th December
PAR ratings

Appeal Disposal By 20th February of subsequent year

Publication of By 25th February of subsequent year

final PAR
ratings after
appeal disposal

4.5. Performance Management Cycle

1. Target Setting-The first stage of PMS process is Target Setting. In this stage, clear
and measurable standards of performance are set for executives in the entire
organization.

2. Review- The second stage of PMS process is Review

Mid Year Review- Mid year Review is held to assess the progress of performance
till Mid year against the set target. This session aims to provide feedback to enable
executive to understand what he /she is doing well, and what he/she needs to do
differently. No rating is provided in this stage.

3. Final Review –Final Review is held during the end of Appraisal cycle to review
and discuss the extent of executive‘s achievements has been obtained against
agreed targets. Each executive provides a rating to his/ her own performance. This
is followed by rating provided Reporting, Reviewing [8] and Accepting authority.

8
Amended due to OM No. CIL/C5A(PC)/PMS/2826 dated 08.05.2018.
190 | P a g e
 4. Assessment would also be done on “Personal Attributes” and "Special
Achievements” by Reporting, Reviewing [8] and Accepting authority. Feedback
would also be provided on the developmental needs.

5. Feedback and Developmental Planning- During the Final Review process the
supervisor will discuss executive‘s strengths and Areas of Development based on
his/ her observations during the year and seek the executive‘s self-assessment.

4.6. Performance Cycle

5.0. Target Setting

Target Setting – is one of the most crucial stage of Performance Management System.
It is in this stage that clear and measurable standards of performance are set for the
entire organization.
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 As a part of the Design phase of the program - KPI and Rating Scale has been clearly
defined for each unique position in CIL.

Against these defined KPI, the executive needs to set the target post discussion with
his/ her Reporting authority for the year.

5.1. Guidelines

Number of KPIs for each KRA

Number of KPI’s are dependent upon various factors like:
x Span of Control (Determined from the number of positions that are directly
reporting to the to the position under consideration)
x Span of Accountability (Determined from the organizational hierarchy at which
the position under consideration is located in the organization structure)
x Span of Support (Determined from the degree to which interdepartmental
alignment & support is necessary for the position under consideration to execute
his or her work assignment)
x Span of Influence (Determined from the decision making authority that has been
delegated to the position under consideration)

The number of KPI for Product quadrant would range between 1-5 and for other
quadrant would range between 1-3

Targets – Targets are quantitative elements. They indicate the “how much” which
would define the meeting expectation performance criteria
Targets have to be set post discussion with the functional controlling officer for the
entire year

- It is mandatory that a minimum of 8 KPIs are assigned to an executive

out of which proces quadrant will have minimum 3 KPIs including the
superordinate goal. In addition to these 8 mandatory KPIs the learning
and growth quadrant will have the following 2 additional KPIs with
weightage as mentioned against them. [9]

Sl.No KPI Weightage

1. Timely completion of PMS cycle( from goal setting to 2

half yearly review to final assessment ) as per schedule
for self
2.* Timely completion of PMS cycle( from goal setting to 2
half yearly review to final assessment ) as per schedule
for self

9
Amended vide OM No. CIL/C-5A(PC)/BSC-PMS/111 dated 25.03.2014.
192 | P a g e
 *This will not be applicable to executives who are not Reporting/ Reviewing
[10]
/ Accepting authority.

The minimum and maximum number of KPIs in each Quadrant is shown in the table
below:

Quadrant No. of fixed Minimum Maximum Weightage

KPIs (including fixed KPI) KPIs

1 3 5 60
Process
1 1 3 20
Financial Total min.
- 1 8 KPIs 3 10
Customer
- 1 3 6 or 8
L&G
2 or 1 2 or 1 2 or 1 4 or 2
Additional KPIs
4 or 3 10 or 9 16 or 15 100
Total

5.2. Guidelines for creation of new PRIDE/ PAR for goal setting on transfer and
change of assignments under Online PMS [11]

1. Goal setting under PMS, primarily is the responsibility of the executive

concerned, who shall ensure setting of his goals within the scheduled time.
2. In case an executive joining at a new location on transfer or on change of the
current role, a New PRIDE/ PAR will be activated by the concerned Area
Nodal Officer.
3. For creating a New PRIDE/ PAR, the Area Nodal Officer will enter the
following data:
a. The New Reporting, Reviewing & Accepting Authority.
b. The "Charge Assumption Date" of the new role/ assignment at the unit.

c. ''Goal Start Date" (The "Goal Start Date" should not be more than 15 days
from the "Charge Assumption Date")
d. "Goal End Date" (The "Goal End Date" will be 15 days from the "Goal
Start Date" which will automatically be generated by the system on
entering the "Goal Start Date").
e. The New PRIDE/ PAR will get activated immediately on entering the
"Goal Start Date".

10
Amended due to OM No. CIL/C5A(PC)/PMS/2826 dated 08.05.2018.
11
Incorporated vide OO No. CIL/C-5A(PC)/PMS-EIS/152 dated 20.04.2015.
193 | P a g e
 4. On activating the New PRIDE/ PAR, the Executive concerned & his Reporting
Authority should complete the goal setting Process before the "Goal End
Date".
5. In case an executive fails to complete goal setting by the "Goal End Date", he
will be allowed goal setting within an extended period of 15 days from the
"Goal End Date" with a penalty of deduction of weightage by 2 marks from
the total weightage of KPIs/ tasks.
6. In case of any deviation from the above timeline becomes necessary for valid
reasons, not attributable to the executive concerned, the Director (Personnel)
of the subsidiary may allow suitable extension of time for goal setting.
7. On such approval of extension of time by the Director (Personnel), the
Company Nodal Officer will activate the form by recording the details of the
approval with intimation to the Area Nodal Officer concerned.

5.3. Sample Form for Goal Setting

6.0. Review

6.1. Mid Year Review

x Mid year (for the period 1stApril to 30th September of the current year) review will
be conducted between 1st October-31st October of the current year
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 x Appraiser would review the progress of performance and provide feedback to the
officer to enable him/ her to understand what he/ she is doing well, and what he/
she needs to do differently to improve performance
x Rating would not be provided for the performance in the First half year
x First Level of review would be done by the officer himself/ herself
x Second Level of review would be done by the Reporting authority.

6.2. Final Review

x Final Review (For the period 1st April of the current year to 31st March of the
subsequent year) will be conducted between 1st June – 30th June
x Appraiser would review the progress of performance (i.e. Targets against KPI for
the Year) and provide feedback to the executive to enable him/ her to understand
what he/ she is doing well, and what he/ she needs to do differently to improve
performance
x Appraisal would also be done on “Personal Qualities” and “Special Achievement
& Innovation” for the entire year
x Integrity assessment as in the case of PAR to be implemented in PRIDE for
ensuring probity and efficiency among executives. [12]
x The Annual Health Check-up as in the case of PAR to be implemented in PRIDE
[11]

x The entire appraisal process will go through the following levels of review:
ƒ Self review would be done by the executive himself/herself
ƒ Review would be done by the Reporting Authority
ƒ Review would be done by the Reviewing Authority [13]
ƒ Review would be done by the Accepting Authority
ƒ Appeal disposal for below Board Level Executives [12]

Executive shall be given an opportunity to make a representation, if any, against

entries and final grading given in the report within a period of 15 days from the date
of publication of PRIDE/ PAR online. While communicating the entries, it shall be
made clear in case no representation received within 15 days, it shall be deemed that
he/ she has no representation to make and the PRIDE/ PAR rating will be treated as
final.

The representation shall be restricted to specific, factual observations contained in

the report on the assessments of achievements against targets, personal attributes,
functional competencies and integrity.

The Competent Authority may consider the representation, if necessary, in

consultation with the Reporting and/or Reviewing Officer and shall decide the matter
objectively based on the material placed before him within a period of 45 days from
the date of receipt of representation.

The Competent Authority after due consideration, may reject the representation or
may accept and modify the PRIDE/ PAR ratings accordingly.

12
Incorporated vide OM No.CIL/C-5A(PC)/PMS/2826 dated 08.05.2018.
13
Amended due to OM No. CIL/C5A(PC)/PMS/2826 dated 08.05.2018.
195 | P a g e
 The decision of the Competent Authority and the final grading shall be
communicated to the officer reported upon within 15 days of receipt of the
Competent Authority.

6.3. Conducting the Review Discussion

6.3.1. Preparation for the Discussion

x Both officer and reviewer needs to prepare to ensure that the discussion is effective
and productive.
x Reviewer needs to fix up the time and date of the discussion to enable the employee
to be prepared to present his/her case.
x Both the officer and reviewer need to consolidate the points to be discussed in
advance and clearly record the information/ behavior supporting the same to
discuss and finalize the rating.

6.3.2. Performance Discussion

x Feedback basics – Effective feedback helps the employee sustain good
performance, to develop new skills and to improve performance where necessary.
Feedback is most effective in reinforcing or improving work performance when the
employee has confidence on the basis of that feedback.
x Guidelines for giving behavioral feedback – Behavioral feedback should be
based on specific, observable or verifiable data and information based on events,
and should be delivered as close to the event or behavior as possible.
x Concluding the Discussion - Summarize the way forward/ development plan and
conclude on a positive note and ensure both parties are at the same level of
understanding for moving ahead.

6.3.3. Some do’s for the Reviewer

x Analysis of performance should concentrate on both results and the efforts taken to
achieve the results
x Assess results against agreed targets and ensure that the evaluation is objective and
data based
x Essential to end with a way forward or action plan for future which is agreeable to
both the parties
x Criticism should be constructive and developmental. It should reflect the areas of
improvement and also ways to improve
x Ensure frank discussion on constraints, problems faced, support required in absence
of which the discussion will be incomplete
x Share the mutual responsibility and work towards development planning in a
phased manner
x Ensure that no personal biases direct the discussion
x Complete documentation has to be ensured and conclude the meeting on a positive
note.

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7.0. Final Rating

7.1. KPI Score Computation

x KPI Score against each parameter is determined as follows:

x The Accepting Authority would be giving just the final score based on the ratings
given by Self/ reporting/ Reviewing Authority as in the case of PAR. [14]

7.2. Personal Attributes

Personal Qualities Definition

Effective The ability to communicate in a clear, simple and transparent way

Communication to make others understand the situation
skills

14
Amended vide OM No. CIL/C5A(PC)/PMS/2826 Dated 08.05.2018.
197 | P a g e
 Strategic orientation x Has a good understanding of the business and the environment
and Decision including the laws and rules related to the business.
making ability x Make efforts to develop self and team and to make them
contribute to the long term business strategy and vision of Coal
India Ltd.
Problem solving and Analyzes and solves a problem by identifying the reasons of a
Analytical ability problem in a proper way

Ability to develop Provides guidance and support to the team, encourages teamwork,
and motivate team inspires and motivates team
members

Ability to coordinate Builds strong and effective relationship with internal and external
and develop stakeholders. Makes positive use of the existing relations through
collaborative strong networking to meet the objectives of the organization
partnerships
Innovation and Takes efforts and initiatives to introduce innovative processes and
change orientation systems in the department. Manages, directs and leads change
initiatives for effective learning processes. Encourages new and
innovative approaches in the department

Planning and Has the ability to plan the activities to be carried out by self and by
Organizing team. Is able to prioritize and handle emergencies to achieve goals
and objectives within defined

Result Orientation Has a strong willpower to achieve desired results. Ensures that the
department and the organization adhere to high standards of
efficiency and excellence to achieve effective results based on
great performance

Business Acumen Ability to understand the relationship between revenue and

expenses. Uses the financial data and information to make practical
business decisions
External influence Using external influence to persuade others to take biased decision
for personal gains in favor of self.

7.3. Personal Attributes – Rating Scale [15]

Rating Remarks
1 Exceeds expectations
2 Meets expectations most of the times Personal qualities score Average
3 Consistently meets expectations score = sum of score/ number of
4 Partially meets expectations personal qualities i.e., 10
5 Consistently does not meet
expectations.

15
Amended vide OM No.CIL/C-5A(PC)/PMS/2826 dated 08.05.2018.
198 | P a g e
7.4. Overall Score Computation

Grade Calculation for determine the Overall Score

0.65 * Performance (KPI) Score + 0.30 * Personal Qualities
E5 to E7
Score +0.05 * Achievement Score
0.75 * Performance (KPI) Score + 0.20 * Personal Qualities
E1 to E4
Score + 0.05 * Achievement Score

7.5. Final Conversion Scale [16]

Bases on the range of overall score as computed above the final appraisal rating is
provided to the executive

Total Final Score Definition

1.00-1.50 Outstanding
1.51-2.50 Very good
2.51-3.50 Good
3.51-4.50 Fair
4.51-5.00 Poor

8.0. PMS Audit Committee

x PMS Audit Committee would be formulated to review the entire PMS process
and provide report on actual adherence to processes
x An audit team consisting of minimum 15 members from various disciplines (in
grade E7 and above) to be formulated in each subsidiary/establishment/ CIL HQ
x Audit team to be further divided into smaller three member team and would be
given responsibility to conduct a random audit for a list of Departments
x Sample size for random audit would be 5% of total PRIDE forms from each
Department
x Final audit report would be submitted within the prescribed timelines and format
to Director (Personnel).
16
Amended vide OM No.CIL/C-5A(PC)/PMS/2826 dated 08.05.2018.
199 | P a g e
8.1. Non Compliance of PMS Process

x In case of non-adherence to timelines for submission of the PRIDE form, a penalty

clause to be introduced which would result in a 0.5 deduction in the overall rating
to ensure process discipline.
x In case of non-completion of Goal Setting by the executive even after expiry of
the penalty period, the PRIDE rating for the assessment year of such executives
will be taken as “POOR” with “5” score.[17]
x If the non-completion of Goal Setting within the stipulated time is due to
reluctance of the executive to accept Targets as suggested by the Reporting
Authority, the Reporting Authority will have the authority to accept the targets
with modifications as he may deem fit and communicate accordingly.
x If an executive fails to submit year-end self-appraisal within the stipulated time,
his performance rating for the assessment year will be taken as ―POORwith “5”
score. [17]
x In case the Reporting Authority neither accepts nor refuses the Goal Setting
submitted by the executives, the same will be deemed as accepted on the expiry
of the time limit with penalty of 2 marks to the Reporting Authority.
x Disciplinary action under CDA Rules will follow in the case of nonadherence to
the process of PMS by any executives.

9.0. Frequently Asked Questions (FAQ)

Eligibility and Terminology

1. Who is eligible for evaluation under PRIDE?

All executives upto E7 grade are eligible for evaluation under PRIDE.

2. Are executives on contract/part time engagement entitled for review under

the PMS?
Only those executives who are in a permanent roll in the organization are eligible
for evaluation under the PMS. Thereby, executives on contract/part time
engagement are not entitled for review under the PMS.

3. Are executives on deputation eligible for PMS evaluation and PRP?

Eligibility for PMS evaluation and PRP would be on the basis on the terms and
conditions of deputation.

4. What is the Assessment period/year?

Assessment period/ year is from 1st April of the previous year to 31st March of the
current year.

17
Amended due to OM No.CIL/C-5A(PC)/PMS/2826 dated 08.05.2018.
200 | P a g e
 5. What does the word PRIDE & KPI stands for?
— PRIDE stands for Performance Report for Individual Development of
Executive
— KPI stands for Key Performance Indicators

6. What are “super-ordinate” KPIs?

“Super-ordinate” KPI‘s are the organizational goals and every executive working
in CIL is directly or indirectly contributing towards these goals. The two
identified super-ordinate KPIs are as follows:
— Coal Production Achievement - to be provided a minimum weightage of “20”
percent
— Profit Variance per tonne- to be provided a minimum weightage of “10”
percent
These superodinate goals will be present in the PRIDE of all executives.
— For executives in Unit Level- Coal production target and Profit variance per
tonne for the unit to be considered as the target for all executives in that Unit
— For executives in Project Level- Coal production target and Profit variance
per tonne for the project to be considered as the target for all executives in
the Project
— For executives in Area Level- Coal production target and Profit variance per
tonne for the project to be considered as the target for all executives in the
Area
— For executives in Subsidiary HQ/CIL HQ Level- Coal production target and
Profit variance per tonne for the Subsidiary/CIL HQ respectively to be
considered as the target for all executives in the Subsidiary HQ/CIL HQ
— * Delhi Office and RSO to be considered a part of CIL HQ

Super-ordinate KPIs for CMPDIL are:

— Achievement of Exploration Target - to be provided a minimum weightage

of “20” percent
— Overall profit/loss variance – to be provided a minimum weightage of “10”
percent.

Note: [18]
The achievements against the Superordinate goals in the case of PRIDE forms
shall be recorded uniformly by the concerned Company/ Area Nodal Officers at
the time of Annual Appraisal.

Custodian of PRIDE form

7. Who is the Nominated officer?

The Subsidiary level EIS Nodal officer managing MP_COMP domain will be the
nominated officer for PMS at Subsidiary level.

18
Incorporated vide OM No.CIL/C-5A(PC)/PMS/2826 dated 08.05.2018.
201 | P a g e
 The Subsidiary company shall authorize Nominated officers for each Area and
HQ establishment for EIS and PMS process, who shall be assigned separate Login
ID and Password to manage their respective domain.

Nominated officers will play a pivotal role in managing the EIS/PMS Process.
He/she will maintain a status of the current state of PMS Forms i.e. how many
have been appraised and how many are still due for appraisal.

8. Where would the completed PRIDE form be kept after the appraisal process
& the feedback has been given to the Appraisee?
Data access control will be given to EIS Domain Managers and other user
department as per their need.

9. How will the rating be communicated to the executive post completion of the
Appraisal process? [19]
Final PRIDE rating can be viewed by executives by their HRMS [20] log in ID
and password.

Process

10. Is it mandatory that each of the four quadrants (Process, Finance, Customer
and Learning & Growth) has a KPI?
It is mandatory that a minimum of 8 KPIs are assigned to an executive out of
which Process Quadrant will have minimum 3 KPIs including the super ordinate
goal. In addition to these 8 mandatory KPIs, the Learning and Growth Quadrant
will have the following 2 additional KPIs with weightage as mentioned against
them.

Sl.No KPI Weightage

1. Timely completion of PMS cycle (from goal setting to 2
half yearly review to final assessment) as per schedule
for self
2.* Timely completion of PMS cycle (from goal setting to 2
half yearly review to final assessment) as per schedule
for self
*This will not be applicable to executives who are not reporting/ reviewing
authority.

The minimum and maximum number of KPIs in each Quadrant is shown in the
table below:

19
Amended vide OM No.CIL/C-5A(PC)/BSC-PMS/111 dated 25.03.2014.
20
Earlier system has been upgraded to Human Resource Management System (HRMS).
202 | P a g e
 No. of fixed Minimum Maximum Weightage
Quadrant
KPIs (including fixed KPI) KPIs
1 3 Total min. 5 60
Process
8 KPIs
1 1 3 20
Financial
- 1 3 10
Customer
- 1 3 6 or 8
L&G
2 or 1 2 or 1 2 or 1 4 or 2
Additional
KPIs
4 or 3 10 or 9 16 or 15 100
Total

11. Would the target setting be done once or twice a year?

Targets would be fixed only once at the beginning of the year.

12. Who will identify the KPI and Weightage in an executive’s scorecard?
Executives would need to refer to the unique position scorecard to identify the
KPI for each position. In case the relevant KPI doesn‘t exist in the unique position
scorecard, they can refer to the KPI inventory. This need to done in discussion
with the Reporting Authority with respect to the applicability and accordingly the
goals would be set in the scorecard.

Weightage has to be determined in discussion with the Reporting authority.

There needs to be a formal sign off on the PRIDE Form stating that the KPI and
targets have been agreed and signed off by the Reporting authority and the
concerned executive.

13. Can the same KPI be given to more than one executive?
As one goes lower in the hierarchy it is likely that many executives will share a
team goal. While the KPI can be same for many executives, target against each
KPI would vary depending on individual to individual basis.

14. What is the eligible period of performance for Mid Year Review to take
place?
An executive must spend a minimum period of ninety days in the role to be
eligible for Mid Year Review. Otherwise the Mid Year Review process can be
skipped.

15. Would there be ratings given in the Mid Year Review?

No, there would be no rating on the KPI‘s against set targets during the Mid Year
Review.

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 However there would be overall feedback and challenges to meet targets captured
in Mid Year Review Form.

16. What happens if course correction in targets is needed during the Mid Year
Review?
Targets can be revised during mid year review. This will be done after initiation
of target revision by Assesse or Assessor. However it can be done only under
exceptional circumstances post receiving approval from concerned Functional
Director.

17. Who are Reporting, Reviewing and Accepting authority? [21]

A. Unit/Project/Sub Area
i. For executives posted in mining department Reporting Authority is
an executive to whom the appraisee reports directly and Reviewing
Authority is the Reporting Head of such Reporting Authority.
ii. Colliery Manager will be either Reporting Authority or Reviewing
Authority for all executives on the roll of a mine.
iii. Project Officer/Sub Area Manager will be Reporting Authority for
all executives directly reporting to him and will be the Reviewing
Authority for executives reporting to his Direct Reports.
iv. Staff officers in a project will be the Reporting Authority for
executives reporting directly to them and will be the Reviewing
Authority for executives of their respective discipline for whom
Colliery Manager is the Reporting Authority.
v. The Accepting authority for E6 and below executives will be the
respective functional director and for all E7 executives the Accepting
authority will be the CMD of the subsidiary

B. Area
i. For Staff officers based in Area, the Reporting Authority is Area
General Manager.
ii. For executives under Staff officers based in Area, the Reporting
Authority is Staff Officer and Area General Manager will be their
Reviewing Authority.
iii. Staff officers in an Area will be the Accepting Authority for
executives of their respective discipline for whom Project Officer is
the Reporting Authority. Where there is no staff function at Area
level, Area General Manager will be the Reviewing Authority for
such executives of the Project.
iv. Area General Manager will be the Reporting Authority for all mining
executives directly reporting to him and Reviewing Authority for
mining executives reporting to Project Officer.

21
Amended vide OM No.CIL/C5A(PC)/PMS/2826 Dated 08.05.2018.
204 | P a g e
 v. Area General Manager will be the Reporting Authority for Executives
in the secretarial cadre reporting to him and Director (P), subsidiary,
will be their Reviewing Authority.
vi. The Accepting authority for E6 and below executives will be the
respective functional director and for all E7 executives the Accepting
authority will be the CMD of the subsidiary.

C. Company HQ

i. For HODs based in HQ, the Reporting Authority is Functional

Director.
ii. For executives under HOD based in HQ, the Reporting Authority is
HOD and Functional Director will be their Accepting Authority.
iii. Where work is sectionalized under an HOD, the Sectional Head will
be the Reporting Authority for executives in the section and the HOD
will be their Accepting Authority.
iv. Functional Director will be both the Reporting and Accepting
Authority for executives up to E7 directly reporting to him.
v. CMDs/ Chairman will be both the Reporting and Accepting authority
for executives up to E7 directly reporting to them in their Secretariat.
vi. Functional Director or Authorized HOD of HQ will be the Accepting
Authority for Area Staff Officer for whom the Area General Manager
is the Reporting Authority.
vii. Technical Secretary to Functional Director/ CMD/ Chairman will be
the Reporting Authority for executives directly reporting to them and
Functional Director/ CMD/ Chairman will be their Accepting
Authority.
viii. The Accepting authority for E6 and below executives will be the
respective functional director and for all E7 executives the Accepting
authority will be the CMD of the subsidiary.

D. Reporting hierarchy for E8 & E8 A

E8A

Executive RA Rev.A AA
E8 A (Sub) reporting CMD, Sub Chairman, Chairman,
to CMD CIL CIL
E8 A (Sub) reporting FD/ CVO CMD, Sub Chairman,
to FD/ CVO CIL
E8 A (CIL) reporting Chairman, Chairman, Chairman,
to Chairman, CIL CIL CIL CIL

E8 A (CIL) reporting FD/ CVO Chairman, Chairman,

to FD/ CVO CIL CIL

205 | P a g e
 E8

Executive RA Rev.A AA

E8 (Sub) reporting to CMD, Sub CMD, Sub CMD, Sub

CMD
E8 (Sub) reporting to FD/ CVO CMD, Sub CMD, Sub
FD/ CVO
E8 (Sub) reporting to E8 A/ E8 FD/ CVO CMD, Sub
E8 A/ E8
E8 (CIL) reporting to Chairman, Chairman, CIL Chairman, CIL
Chairman, CIL CIL
E8 (CIL) reporting to FD/ CVO Chairman, CIL Chairman, CIL
FD/ CVO
E8 (CIL) reporting to E8 A/ E8 FD/ CVO Chairman, CIL
E8 A/ E8
Note: Sub means Subsidiary

E. For other special circumstances the Area General Manager, for Areas or the
Functional Directors may decide the reporting and accepting hierarchy within the
frame of Dual Assessment and Empowerment at lower level.

18. Can the KPIs be interchanged between quadrants?

The interchangeability of KPIs from one quadrant to the other is permitted post
discussion with the Reporting authority.

19. How is PRP linked to final rating?

There is a direct relation between PRP and Rating as per the DPE guidelines.

20. What is the provision of revision and introduction of KPIs?

Provision in the new system for revision and introduction of KPIs is on a periodic
basis: Centralized system in CIL HQ/Subsidiary HQ to be institutionalized for
collection of inputs wherein subsidiary HQ can share suggestions with CIL HQ –
Director (Personnel) / Chairman who can make any amendments.

21. What are the timelines for filling in a PMS Form? What happens in case the
deadlines are not met? [22]
The PMS calendar has clarity on deadlines for filling in the PRIDE Form.

Goal Setting Schedule [23]

PMS Form Timelines for Goal Setting under PRIDE/ PAR

Without Penalty With Penalty
PRIDE From 1st April to 30th April From 1st May to 15th May
PAR From 1st April to 15th May (as per DPE guideline)

22
Amended vide OM No.CIL/C-5A(PC)/BSC-PMS/111 dated 25.03.2014.
23
Amended as per OM No. CIL/C5A(PC)/PMS/72 dated 20.03.2019.
206 | P a g e
 Mid-year Performance Feedback Schedule [24]

From 1st October to 31st October

Appraisal Schedule of previous FY [25]

PRIDE
Task Responsibility Normal Extended Timeline
Timeline with penalty
Self-Appraisal Executive
1st to 30th June 1st to 5th July
concerned
Appraisal by
Reporting
Reporting Authority By 10th July 11th to 15th July
Authority
under PRIDE
Review by
Reviewing
Reviewing Authority By 20th July 21st to 25th July
Authority
under PRIDE
Final Review by
Accepting
Accepting Authority From 26th July to 10th August
Authority
under PRIDE
Publication of By 15th August
PRIDE ratings
Appeal Disposal By 15th October
Publication of final By 20th October
PRIDE ratings after
appeal disposal

PAR
Task Responsibility Normal Timeline
Self-Appraisal Executive concerned 1st June to 31st October
Appraisal by Reporting Authority Reporting Authority By 15th November
under PAR
Review by Reviewing Authority Reviewing Authority By 30th November
under PAR
Final Review by Accepting Accepting Authority By 15th December
Authority under PAR
Publication of PAR ratings By 20th December
Appeal Disposal By 20th February of subsequent year
Publication of final PAR ratings By 25th February of subsequent year
after appeal disposal

24
Amended as per Letter No. CIL/C5A(PC)/259 dated 28.09.2019.
25
Amended as per OM No. CIL/C5A(PC)/PMS/141 dated 28.05.2019.
207 | P a g e
 All executives are required to adhere to the timelines.

In instances of delay, a penalty clause to be introduced which would result in a

0.5 deduction in the overall rating to ensure process discipline.

—
In case of non-completion of Goal Setting by the executive even after expiry
of the penalty period, the PRIDE rating for the assessment year of such
executives will be taken as ―POOR with “5” score. [26]
— If the non-completion of Goal Setting within the stipulated time is due to
reluctance of the executive to accept Targets as suggested by the Reporting
Authority, the Reporting Authority will have the authority to accept the
targets with modifications as he may deem fit and communicate accordingly.
— If an executive fails to submit year-end self-appraisal within the stipulated
time, his performance rating for the assessment year will be taken as ―POOR
with “5” score. [26]
— In case the Reporting Authority neither accepts nor refuses the Goal Setting
submitted by the executives, the same will be deemed as accepted on the
expiry of the time limit with penalty of 2 marks to the Reporting Authority.
— Online PMS: In online system, if the Accepting Authority doesn’t give his
final score within the stipulated time, then the score given by the Reviewing
Authority would be considered as Final Score. [27]
— On occasions where the Reporting, Reviewing and the Accepting authority
fail to complete the appraisal process the PRIDE form of such executive will
be put up to the next higher authority for final appraisal. [28]
— Disciplinary action under CDA Rules will follow in the case of non-
adherence to the process of PMS by any executives.

22. Once the executive is transferred to a new position/location, when does he/she
need to fill his/her PRIDE Form?
In case of transfers (including transfer from one position to another position,
either within the same Department or outside the Department, within the same
area or outside the area, within the same Subsidiary/establishment or outside the
Subsidiary/ establishment), the concerned executive must fill up the PRIDE form
within 15 days of taking up the new role.

23. Who is responsible for maintaining the data for various KPIs?
Both Appraisee and Reporting authority are responsible for maintaining the data
for various KPIs.

26
Amended due to OM No.CIL/C-5A(PC)/PMS/2826 dated 08.05.2018.
27
Incorporated vide OM No.CIL/C5A(PC)/PMS/2826 dated 08.05.2018.
28
Incorporated vide OM No.CIL/C-5A(PC)/PMS-EIS/272 dated 03.06.2015.
208 | P a g e
 Special Situations

24. How will the situations be handled if the executive is performing multiple
roles of 2-3 positions?
In case an executive is handling 2-3 roles, the executive needs to refer to the
scorecards of all the unique positions that he/she is handling and take relevant
KPIs from all of them post discussion with Reporting authority.

25. What happens when an executive is transferred during the year? [29]
In the assessment year, if the period of assessment is more than nine months, such
rating will be considered final for the whole year, and no further assessment is
required for the period of less than three months.

In all other cases weighted average [30] of all PRIDE ratings will be taken as the
final score for the year. There will be no assessment for a period less than 3
consecutive months.

26. How would the final rating be calculated in case of multiple PRIDE/ PAR
forms? [30]
Computation of final score in cases of multiple PRIDE/PAR forms would be on
weighted average.
If accepting authority is same for all multiple PRIDE/PAR forms the accepting
authority has to give a final score considering all such multiple forms.
Example:
If an executive is having three PMS forms with scores as under:

PMS Forms Period Score

Form 1 2 months 4.00
(not to be considered
as the period is less
than 3 months)
Form 2 4 months 3.00
Form 3 6 months 4.50

Then the final score for the year is computed as [(3*4)+(4.5*6)]/10=3.90

27. What happens when the Appraisee is on Authorized Leave?

If the duration of the Authorized leave is more than 9 (Nine) months during the
assessment year, the executive will not be eligible for PRIDE review.

29
Amended vide OM No.CIL/C-5A(PC)/BSC-PMS/111 dated 25.03.2014.
30
Amended vide OM No.CIL/C5A(PC)/PMS/2826 Dated 08.05.18.
209 | P a g e
 The rating of the executive for the assessment year, in such case, will be equivalent
to the average rating of the previous 3 (Three) years immediately preceding the
assessment year.
This will only be for the promotion purpose; the executive will not be entitled to
the PRP for the assessment year.

28. What happens when the executive’s service is terminated due to following?
Death
In the event of death of an executive during the Assessment year, the Company
level Average score of the Grade of the executive will be taken as the Rating of
the Executive for the Assessment year (Company for the purpose would mean
CIL/Subsidiary as the case may be).
Termination by way of disciplinary action
The executive is not entitled for PRIDE review and PRP payout for the assessment
year.

29. What happens when the executive is posted under the Reporting Authority
who is not on CIL/Subsidiary role (excluding CCO and Ministry)?
Company level average score of the grade of the executive will be the rating of
the executive for the assessment year. (Company for the purpose would mean
CIL/Subsidiary as the case may be).

30. Areas/Units where there is no production happening or the work has been
stopped due to unforeseen circumstances?
During the goal setting phase, only the relevant KPIs currently applicable to them,
considering the existing work scenario, would be selected post discussion with the
Reporting authority.
Two super-ordinate goals of “Coal Production Achievement” and “Profit variance
per tonne” will also be applicable to them. They would be assigned targets of their
respective subsidiaries.
— Other Departmental KPIs can be considered for the same purpose
— Creation of new KPIs only under special circumstances which needs to be
approved from CMD of the respective subsidiary.

31. What is the procedure of appeal disposal? [31]

Executive shall be given an opportunity to make a representation, if any, against
entries and final grading given in the report within a period of 15 days from the
date of publication of PRIDE/ PAR online. While communicating the entries, it
shall be made clear in case no representation received within 15 days, it shall be
deemed that he/ she has no representation to make and the PRIDE/ PAR rating
will be treated as final.

31
Amended vide OM No.CIL/C5A(PC)/PMS/2826 Dated 08.05.18.
210 | P a g e
 The representation shall be restricted to specific, factual observations contained in
the report on the assessments of achievements against targets, personal attributes,
functional competencies and integrity.

The Competent Authority may consider the representation, if necessary, in

consultation with the Reporting and/or Reviewing Officer and shall decide the
matter objectively based on the material placed before him within a period of 45
days from the date of receipt of representation.

The Competent Authority after due consideration, may reject the representation
or may accept and modify the PRIDE/ PAR ratings accordingly.

The decision of the Competent Authority and the final grading shall be
communicated to the officer reported upon within 15 days of receipt of the
Competent Authority.

Cases of Retirement/ Deputation and Resignation

32. Are executives who are retiring entitled to PRIDE Form Review?
Yes, executives who are retiring are entitled to PRIDE Form Review and to a
prorated PRP payout (i.e. from the commencement of the Assessment year to the
last working day).
Retirement includes retirement on Medical ground, Superannuation & VRS.

33. What happens if an executive has voluntarily resigned from the

organization?
In case an executive has voluntarily resigned from the organization and has spent
less than six (6) months of the assessment period in the organization, he/she would
not be entitled to PRIDE Form Review and prorated PRP payout.

However, if the executive has voluntarily resigned from the organization and has
spent more than six months of the assessment period, he/she would be entitled to
PRIDE Form Review. The PRP payout would be calculated on a pro-rata basis i.e.
from the commencement of the Assessment year to the last working day of the
concerned executive.

34. Are executives under Vigilance entitled for PMS evaluation and PRP? [32]
PRIDE evaluation of executives under vigilance case would be done as in the case
of any other executive. PRP entitlement will be decided as per the final outcome
of the vigilance case.

32
Amended vide OM No.CIL/C-5A(PC)/BSC-PMS/111 dated 25.03.2014.
211 | P a g e
 Induction on PMS Process

35. What would be the process adopted to educate executives on the PMS
Process?
A session would be undertaken on the PMS Process during the induction process
for all new joinees.

36. PRIDE evaluation on Transfer/ Retirement of Reporting/ Reviewing [33]

Authority [34]
PRIDE evaluation to be done by Reporting Authority and Reviewing Authority
on roll at the time of Assessment provided the reporting period is more than 3
months.
If the reporting period with a Reporting Authority is less than 3 months the
Reviewing Authority will review PRIDE both as Reporting and Reviewing
Authority.
Similarly if the period of engagement with Reviewing Authority is less than 3
months the Reporting Authority will review PRIDE on behalf of the Reviewing
Authority.
In other cases falling outside the scope of the above instances, the Reporting &
Reviewing Authority on roll will review the PRIDE Form irrespective of their
period of engagement with the Appraisee.

37. Explanation to “Special Achievement & Innovation”

Successful Completion of an extraordinarily challenging task, or, Major systemic
improvement initiative or Process improvement leading to

9 Cost optimization
9 Process cycle time reduction
9 Quality improvement
9 Productivity improvement
9 Waste elimination

The Executive should be assigned some broad areas of Department’s work which
he/ she should improve substantially during the year beyond his routine KPIs. It
should be done in mutual discussion between the concerned Executive and his
RA. Achievement against such assignment should be appraised as Special
Achievement. [35]

33
Amended due to CIL OM No. CIL/C5A(PC)/PMS/2826 dated 08.05.2018.
34
Incorporated vide OM No.CIL/C-5A(PC)/BSC-PMS/111 dated 25.03.2014.
35
Incorporated due to CIL OM No. CIL/C5A(PC)/PMS/2826 dated 08.05.2018.
212 | P a g e
References

1 Executive Evaluation Report

2 OM No. CIL/C-5A(PC)/BSC/277 dated 26.03.2013

3 PMS 2013-14 Manual

4 OM No. CIL/C-5A(PC)/BSC-PMS/111 dated 25.03.2014

5 Letter No. CIL/C-5A(PC)/BSC-PMS/127 dated 01.04.2014

6 PMS Manual w.e.f 2014-15

7 OO No. CIL/C-5A(PC)/PMS-EIS/152 dated 20.04.2015.

8 OM No.CIL/C-5A(PC)/PMS-EIS/272 dated 03.06.2015

9 OM No. CIL/C5A(PC)/PMS/2826 dated 08.05.2018.

10 OM No. CIL/C5A(PC)/PMS/72 dated 20.03.2019

11 Letter No. CIL/C5A(PC)/259 dated 28.09.2019.

12 OM No. CIL/C5A(PC)/PMS/141 dated 28.05.2019.

213 | P a g e
 Training & Development
of Executives

Table of Contents

1.0 Training & Development of Executives 215

References 218

P a g e | 214
 Training & Development of Executives [1]
1.1. In terms of Government of India's letter dated 27th Sept. 1975, Coal India would
arrange for training of personnel where necessary and would thereafter allot them to
different subsidiary companies, taking into consideration the companies' respective
needs. In pursuance of this, Coal India has been recruiting the following categories
of executive trainees:
(i) Junior Executive Trainees in mining, electrical, mechanical and civil
engineering disciplines.
(ii) Management Trainees in Marketing & Sales[2], materials management and
personnel disciplines.
(iii)Management trainees in finance.

1.2. The subsidiary companies have Management Development Divisions to provide

necessary skills of management to update professional knowledge and for training in
new techniques of management.

1.3. Detailed programmes of training for these executive trainees have been drawn up.

Training Board

1.4. A Training Board for Coal India has been constituted to examine and review the
corporate training policy for the organisation as a whole and to suggest measures for
growth of training activities in all directions.

1.5. The charter of activities of the Board is as follows:

(a) To undertake a dynamic review of the corporate training policy from time to
time and to review the progress of training activities within the policy.

(b) To co-ordinate all growth oriented developmental activities related to career

planning for employees at all levels.

(c) To define systems of departmental examinations and other qualifying pre-

requisites for promotions for all function as supplementary to those which are
presently carried out statutorily and to oversee the conduct of such activities.
The drawing up of syllabi and methodology of examinations, etc. will come
within the scrutiny of the Board.

(d) To examine and approve long term and short term budgets, both capital and
revenue, pertaining to training activities in the company.

(e) To re-examine the training infrastructure with a view towards reorganizing the
same to optimally cope with the training load.

(f) To optimally share and mobilise the training resources in the companies,
particularly to ensure against duplication of efforts and for cost reduction.

1
As per 2nd edition of Common Coal Cadre (Chapter VII) bearing amendments upto 30.11.1984.
2
Amended vide OM No. CIL/C-5A(PC)/CCC/2100 dated 19.05.2017.
P a g e | 215
 (g) To prepare master plans to meet our requirements for training abroad.

(h) To take action on any other matter related to the training function that may arise
or such other matters that may be entrusted to the Board by the Chairman, Coal
India.

1.6. The Board normally meets twice a year.

Arrangements for Self Development

1.7. With a view to provide necessary impetus to the executives to equip themselves for
higher assignments and also to enrich their expertise for better performance in their
existing positions, a scheme for self-development with necessary incentive, exists
which is as indicated below:

Reimbursement of Fees

The competent authority may, if in his opinion, acquisition of additional qualification

will either help improve employees’ efficiency in his existing area of responsibility
or increase his potential for shouldering higher responsibility, approve:

(a) Grant of interest free loan to a candidate towards full payment of course fees
only after his formal selection for admission to the course to be recovered from
the individual in a reasonable number of instalments or within the duration of
the course, whichever is less.

(b) Reimbursement of 50% of the fees to the candidate on successful completion

of the course

(c) Reimbursement of 75% of the fees to the candidate who would obtain a first
class where class is awarded

(d) Reimbursement of 100% of the fees to the candidate who would obtain any of
the first three positions in the order of merit where positions are awarded

1.8. Deleted [3]

1.9. Sponsoring of Departmental candidates for long term specialization courses of

not less than one year’s duration:

The following procedures should be followed with regard to sponsoring

departmental candidates for long term, industry oriented specialization courses of
not less than one year’s duration:

(1) Departmental Executives who are sponsored for long terms specialization
courses in the interest of the Company, should be paid basic pay and Dearness
Allowance as may be admissible to them from time to time for the full period of
training. HRA will also be admissible for the full period of training either for
the duty place where their families reside or to the place off training. No other

3
Deleted vide OM No. CIL/C-5A(vi)/50729/Addl.inc./141 dated 19.05.2006.
P a g e | 216
 allowances excepting normal increment(s) would be admissible to them during
the period of their training.[4]

(2) Tuition and other connected fees will also be paid fully by the company
concerned.

(3) Since the period spent by the executive so sponsored in the interest of the
company should be treated as on duty, their seniority and the period of eligibility
for consideration for promotion to the next higher grade should also be reckoned
as if they spent this period on duty.

(4) Every year each of the subsidiary companies of Coal India would nominate two
or three executives to these courses, depending on the requirements in
consultation with the institution concerned. For the purpose of selection for
sponsoring to these specialised courses, an executive must have adequate
exposure to the actual work situation. It should, therefore, be ensured that the
executives with sufficient practical experience (say, a minimum of three years’
experience) and preferably having first class certificate of competency in the
case of officers in mining discipline should be sponsored. Trainees should not
be sponsored for specialization courses.

(5) A committee under the chairmanship of a Functional Director or a General

Manager (Co-ordination) of the concerned subsidiary company should screen
the recommendations received in this regard and finally select two or three
candidates for each of such courses, depending on the actual requirement.
Nominations can be finalised with the approval of the Chairman-cum-Managing
Director concerned.

(6) The executive so selected must sign a bond to serve the company at least for five
years after completion of the course before proceeding on training. The services
of such executives, after successful completion of their training, should be
utilised in the appropriate field of specialisation for which purpose utilisation
plan should be finalised prior to sponsoring for these courses.

4
Amended vide OM No. CIL/C-5A(vi)/50729/III/114 dated 25.09.1989.
P a g e | 217
References

1 Chapter VII of the Common Coal Cadre – Amendments upto

30.11.1984.
2 OM No. CIL/C-5A(vi)/50729/III/114 dated 25.09.1989

3 OM No. CIL/C-5A(vi)/50729/Addl.inc./141 dated 19.05.2006.

4 OM No. CIL/C-5A(PC)/CCC/2100 dated 19.05.2017.

P a g e | 218
Principles for Fixation of Pay of Executive Cadre
Employees

Table of Contents

Principles for fixation of pay of Executive Cadre

1.0 220
Employees
References 225

P a g e | 219
Principles for Fixation of Pay of Executive Cadre Employees [1]
1.1. Pay on Initial Appointment

The initial basic pay of an executive cadre employee newly recruited and appointed
to a post will be fixed normally at the minimum of the scale of pay of the post to
which he has been appointed. Higher initial pay of not more than five increments
however may be granted at the discretion of the management of the company in
deserving cases, on the recommendations of the selection committee.
1.2. Pay fixation on promotion from Non-executive Grade under NCWA pay scales
to Executive Cadre Scales of pay and promotion from E1 to E2 grade

The pay on promotion from non-executive pay scales under the National Coal Wage
Agreement to the executive cadre scales of pay (i.e. E1 or E2 grade) and on promotion
from E1 to E2 grade will be fixed in accordance with the provision of FR 22 (C).
1.2.1. Modality of Pay Fixation of the Executives promoted from Non-Executive grade
w.e.f 01.07.2001 onwards [2]

Illustration of the modality of pay fixation:

Promoted from Non-Executive to Executive in E1 grade

1. Reason for Pay Fixation : Appointment/ Promotion

2. Grade of the promoted post : E-1

3. Scale of Pay : Rs. 8600-14600/-

4. Date of joining to the promoted : 25.06.2003 (FN)

post
Details of existing post

5. Designation : T&S – Gr. ‘A-1’ (SLU)

6. Basic Pay with the Scale : Rs. 11303.00 Rs. 10091-303-13727/-

7. VDA : Rs. 1017.00

8. SDA : Rs. 202.89

9. Att. Bonus : Rs. 1130.30

10. Add one increment in the lower : Rs. 303.00

grade
Total : Rs. 13956.19

1
As per 2nd edition of Common Coal Cadre (Chapter VIII) bearing amendments upto 30.11.1984.
Subsequently, amended vide OM No. CIL/C-5A(vi)/50729/II/169 dated 07.10.1986.
2
Incorporated vide letter No. CIL/C5A(vi)/005/35/Pay Fixation/193 dated 11/13.07.2006.
P a g e | 220
 “Fixation”

Last total pay in the lower post on 25.06.2003 Rs. 13956.19

His Basic Pay in E-1 grade on 25.06.2003 will be fixed as per calculation given
below:

Basic Pay less Executive DA = Rs. 13956.19/1.396 = Rs. 9997.27

Basic Pay to be fixed at Rs. 9997.27 i.e., in the stage of E1 grade at Rs. 10061/-

Next date of increment will fall due on 1st April every year.

1.3. Deleted [3]

1.4. Pay Fixation on promotion of an Executive

(a) On the pay, which the employee will be in receipt of on the date of his joining
the higher post, one increment will be notionally given in his own lower pay
scales.

(b) Then, the pay of the employee will be fixed in the higher scale at the appropriate
stage as follows:
i) If, in higher pay scale, there is a stage of pay equivalent to the pay thus
notionally arrived at under foregoing clause, then the pay will be fixed at
that stage;
ii) If there is no such stage, it will be fixed at the next higher stage;
iii) If the notional pay, as above mentioned, is less than the minimum of the
next higher scale to which the employee has been promoted, pay will be
fixed at the minimum of the said higher scale.

(c) For employees on the maximum of their pay scale in the lower post, pay in the
higher post will be fixed at the next higher stage.

1.5. Deleted [3]

1.6. Deleted [3]

1.7. Deleted [3]

1.8. Fixation of Pay on Re-employment of Retired Officers in Executive Cadre

Normally, no extension of service beyond the age of superannuation, i.e. 60 years[4],

is allowed. In case of certain specified posts requiring special qualification and/or
statutory requirements, however, officers may be re-employed on contract basis with
specified terms and conditions of service and they may be allowed such pay not
exceeding the last pay drawn minus pension and or pensionery equivalent of other
retirement benefits as initial pay as may be decided by the competent authority.

3
Deleted due to revised provisions of increment under Pay Revisions.
4
Amended due to OM No. CIL/C-5A(vi)/50729/CCC/20 dated 27.05.1998.
P a g e | 221
1.9. Removal of pay anomaly arising consequent upon revision of pay scales of
executives w.e.f. 01.01.2007 [5]

The basic principles of removal of anomaly as laid down in FR 22 & 23 need to be

adhered and anomaly in pay removed uniformly by steeping up of such senior to the
pay of his junior from such day of anomaly of pay has arisen subject to the following
conditions:

a) The senior officer was all along drawing higher or same basic pay than his junior
prior to 01.01.2007.
b) Such senior and juniors are covered under the same seniority list and belong to
the same grade.
c) The senior executive at the time of promotion was drawing same or higher basic
than the juniors.
d) Any anomaly in pay of senior shall not be considered if his junior was granted
any additional increments or any increment as incentive or reward or the pay of
such senior was reduced due to any punishment.

In respect of an Executive posted in Subsidiaries of CIL: [6]

The aggrieved Executive has to apply individually indicating the name of his
junior who was in the same grade/ scale and on promotion getting more pay than
him to his respective Personnel Division. The Subsidiaries of CIL may constitute
a Committee with officers of Personnel & Finance Division and examine the
representations of the Executives as per the provisions of OM No. CIL/C-
5A(PC)/005/35/56 dated 06.09.2011 to remove anomalies and submit its
recommendations. The Personnel Division of the Subsidiary will place the same
before the Director (P) of the respective Subsidiary for approval.

In respect of an Executive posted under administrative control of CIL (HQ), the

application will be addressed to General Manager (P), Executive Establishment, CIL
(HQ). Executive Establishment Department of CIL (HQ) will deal such cases on the
basis of above guidelines.

1.10. Anomalous situation in fixation of pay on promotion from Non-Executive to

Executive cadre after implementation of NCWA-IX [7]

The cases fulfilling the following conditions be considered as anomalous situation:

i) The affected executive is senior (i.e., promoted from non-executive cadre to
executive cadre with NCWA-VIII pay scale) to the executive who has been
promoted later in the executive cadre after the implementation of NCWA -
IX and the both should be of the same discipline.
ii) The affected executive promoted earlier (from Non-executive cadre with
NCWA-VIII pay scale) and the junior executive (promoted from non-executive
cadre later i.e. after implementation of NCWA- IX) being compared with, had

5
Incorporated vide OO No. CIL/C-5A(PC)/005/35/56 dated 06.09.2011.
6
Amended vide Corrigendum No. CIL/C-5A(PC)/005/35/80 dated 05.12.2011.
7
Incorporated vide OM No. CIL/C5A(v)/E1/E2/279 dated 10.09.2016.
P a g e | 222
 the same channel of promotion when both of them were serving in non-
executive cadre and were in the same grade and same subsidiary.
To minimize the difference in Basic Pay of the executives promoted during the period
of NCWA-VIII and subsequently in NCWA-IX, the following methodology has been
decided:

a) The executive promoted from Non-executive cadre earlier with NCWA-

VIII pay scale and drawing less Salary (Basic+DA) than his junior who
entered in Executive Grade later i.e. after implementation of NCWA - IX,
in the same discipline and grade, the Salary (Basic+DA) of the affected
senior executive promoted from Non- executive cadre earlier with NCWA-
VIII pay scale, be made equal to the Salary (Basic+DA) of the junior
executive who entered in Executive Grade later i.e. after the implementation
of NCWA - IX .
b) Accordingly, the difference between the Salary (Basic+DA) of the junior
executive (who entered in Executive Grade later i.e. after the implementation
of NCWA - IX) and the affected executive promoted from Non-executive cadre
earlier with NCWA- VIII pay scale, shall be granted (an additional amount)
to senior executive as Difference of Pay i.e., DP. The said amount (DP) once
fixed shall not undergo any subsequent upward revision.
c) Similarly, in case of junior executive (who entered in Executive Grade later i.e.
after the implementation of NCWA - IX) with whom the case is compared, his
basic would also be grouped as Basic + Difference of Pay, what has been
granted to the Senior Executive as per Sl.No.(b). The example is given below:

Particulars Senior Junior

Executive Executive
1. Basic as on 1.4.2016 Rs. 22,000/- Rs. 32,000/-
2. After grant of Basic Rs. 22,000/- Rs. 22,000/-
DP. Difference of Pay Rs. 10,000/- Rs. 10,000/-

d) The additional fixed amount of DP shall be shown separately w.e.f 01.04.2016.

The said amount shall be counted for all purpose viz. DA, CMPF, Leave
encashment, Pension, Annual Increment etc. till implementation of next
executive pay revision wherein it will be absorbed in the fitment benefit.
The procedure to deal with the subject is mentioned as below:
a) All the applications should be submitted to the respective Personnel
Department functioning at Unit/ Area/ Subsidiary/ CIL(HQ) by
15.10.2016.
b) Applicant should mention his name and EIS No. and the Name and EIS
No. of the executive with whom anomalous comparison is claimed.
c) Once an application containing anomalous comparison with another
executive has been submitted by the senior executive (promoted earlier),
no subsequent application claiming anomalous comparison with any other
executive will be entertained.
d) The applications received at Unit/Area should be consolidated Area wise
and sent to the Head of the Executive Establishment Division of the
Subsidiary.
P a g e | 223
e) Action for disposal of such cases would be taken at Subsidiary level
in accordance with the above decision.

P a g e | 224
References

1 Chapter VIII of Common Coal Cadre – Amendments upto 30.11.1984.

2 OM No. CIL/C-5A(vi)/50729/II/169 dated 07.10.1986.

3 OM No. CIL/C-5A(vi)/50729/CCC/20 dated 27.05.1998.

4 OO No. CIL/C-5A(PC)/005/35/56 dated 06.09.2011.
5 Corrigendum No. CIL/C-5A(PC)/005/35/80 dated 05.12.2011.
6 OM No. CIL/C5A(v)/E1/E2/279 dated 10.09.2016.

P a g e | 225
 Acting/ Officiating arrangements in
respect of Executive Positions

Table of Contents

Acting/ Officiating arrangements in respect of

1.0 227
Executive Positions
References 228

P a g e | 226
 Acting/ Officiating arrangements in respect of Executive
Positions [1]

1.1. In respect of temporary executive vacancies on account of leave, etc. acting/ officiating
arrangements become necessary and acting/ officiating arrangements for such temporary
vacancies should be made in accordance with the following principles.

1.2. In respect of vacancies of executive positions for more than 30 days, the senior most people
in the area in the line of promotion, who are considered suitable and eligible otherwise, may
be allowed to act. If the senior most person in the area, happens to be working in sub-area,
other than that where the vacancy has occurred and it is not in the interest of the company to
temporarily transfer him to the sub-area, where the temporary vacancy has occurred, the
senior most person in the sub area, in the line of promotion, who in the opinion of the
competent authority, is capable of shouldering the responsibility and is eligible otherwise,
may be allowed to act.

1.3.
(i) For vacancies lasting for more than 90 days, arrangements for temporary promotion
should be made from amongst the eligible executives in the usual manner, or from a live
panel.

(ii) Where it is not possible to fill up a vacancy for more than 90 days by making temporary
promotion or otherwise, the CMD may at his discretion, sanction officiating allowance to
the officer officiating on the higher post even beyond the period of 90 days.

A quarterly report for such officiating arrangement will be submitted to the Coal India
Board in regard to the employees in the scale of pay of E-7 and above.

1.4. Temporary acting arrangements made will not confer any claim for promotion.

1.5. The period of ‘Acting’ will not count towards eligibility for promotion to the next higher
level.

1.6. Quantum of Acting Allowance:

The amount of acting allowance payable to an employee acting in a higher post shall not
exceed 20% of his pay or the pay to which he would be entitled to in case of promotion to
the higher post, whichever is lower.

1.7. Employees under training or on promotion will not be eligible for any acting allowance for
performing functions in higher positions.

1
As per 2nd edition of Common Coal Cadre (Chapter IX) bearing amendments upto 30.11.1984.

P a g e | 227
References

1 Chapter IX of Common Coal Cadre – Amendments upto 30.11.1984.

P a g e | 228
 CIL Executive Job Rotation & Transfer Policy

Table of Contents

1.0 Title and Commencement 230

2.0 Scope and Applicability 230

3.0 Job Rotation and Transfer Philosophy 230

4.0 Job Rotation Policy 230

Authority for effecting Inter-Section/ Unit/ Area 231
5.0
Rotation
6.0 Monitoring and Reviewing the progress of the Rotation 232

7.0 Transfer Policy 232

8.0 Transfers on Promotions 233

9.0 Transfers in general 233

10.0 Transfers on Requests 234

11.0 Sensitive Post Transfers 235

Transfers of Non-Executives on promotion to 235

12.0
Executive cadre
13.0 Other Provisions 235

14.0 Repeal 236

15.0 Savings 236

References 237

Page | 229
 CIL Executive Job Rotation & Transfer Policy

1.0. Title and commencement

This policy shall be called the ‘CIL Executive Job Rotation & Transfer Policy’[1].
It shall come into force with effect from 21.05.2018.

2.0. Scope and applicability

This policy shall apply to all Executives as provided.

3.0. Job rotation and transfer philosophy

CIL is committed to provide comprehensive and diverse ‘on-the-job’ learning
opportunities to all Executives for their growth and development. The organization
is equally committed to provide a level playing field to the Executives and enable
them to pursue their professional interests, while keeping in mind the business
requirements. Job rotations and transfers will ensure availability of the right type of
talent (defined in terms of technical and behavioral competencies), at the right place
and at the right time. Through this process, Executives are exposed to diverse
experiences for overall development so as to provide leadership at all levels in the
organization.

Job rotation would mean rotating Executives, after a set period of time, in different
roles in the same discipline, different units and subsidiaries in the same grade or on
promotion. It provides an opportunity to work in different units and establishments
of the Company, gaining valuable insights into the diverse working environment,
technologies and culture of the company. It is also an opportunity to improve
Executive motivation and morale, particularly for those who have been working in
one position/ role for a long period of time or whose job is of repetitive or stressful
in nature.

4.0. Job Rotation Policy

Job rotation can be inter department in a functional discipline, inter unit or inter area
as given below:

a) Inter sectional rotation in a functional discipline

Inter Sectional rotation is applicable to Executives working in CIL and subsidiary

HQs where the work is organized in different Sections under a functional discipline.

1
Approved by CIL Board in its 360 th & 362nd meeting held on 10.03.2018 & 28.04.2018 respectively and
communicated vide OM No. CIL/C5A(PC)/Transfer/2849 dated 21.05.2018.

Previously called as “Transfer Policy” under Chapter X of Common Coal Cadre which was amended vide
various Office Orders/ Memorandums dated 24.05.1993, 04.05.1994, 12.05.1994, 27.06.1996, 09.10.1998,
26.04.2002, 30/31.10.2002, 22.04.2003, 14/16.12.2004, 23.11.2005 (OM No. 182 & 183), 14.07.2006,
07/09.01.2009, 08/20.04.2009, 15.11.2013 and 11.11.2015.
Page | 230
 Executives working in a section would be rotated on completion of 5 years in a
Section.

b) Inter Unit Rotation

(i) Area will enable exposure of Executives to different units and functions in a
discipline at the earlier stage of their career by rotating them from one unit to
another within the Area.

(ii) Executives will be rotated from one colliery/ project to another colliery/ project
within an Area on completion of 5 years at a colliery/ project in the Area.

c) Inter Area Rotation

Executives will be rotated from one Area to another on completion of 10 years in an

Area. The Area General Managers shall work in an Area, in the same post, for the
tenure as applicable for sensitive post irrespective of their tenure in that Area in
another post.

However, Executives can also be rotated before completion of the period of service
mentioned above, if need so arises, at any time, on administrative grounds.

HQs to be treated as an Area for the purpose of inter Area rotation.

d) Retaining Executives in case of exigencies

An Executive may be retained, in exceptional circumstances, for a period not more

than one year longer than that prescribed herein above, due to exigencies of work, for
the reasons to be recorded by the concerned Authority.

No further extension of retention beyond the 1-year period should be allowed in any
case.

5.0. Authority for effecting inter-Section/ Unit/ Area Rotation

The inter sectional, inter unit and inter area rotations mentioned above will be carried
out by the following functionaries:

a) Inter sectional rotation within a functional discipline shall be approved by the

concerned Functional Director in CIL or Subsidiaries, as the case may be.

b) Area General Manager shall approve inter unit rotations in the Area except in
the case of Colliery Managers and Project Officers.

c) Inter Area rotation in a Subsidiary shall be approved by the concerned Functional

Director, except in the case of Area General Managers.

d) Rotation of Colliery Managers, Project Officers and Area/ HQ HoDs will be

decided by the concerned Functional Director and that of the Area General

Page | 231
 Manager shall be decided by the Chairman-cum-Managing Director of the
Subsidiary in consultation with concerned Functional Directors.

6.0. Monitoring and reviewing the progress of the rotation

The Director (P&IR) at CIL and the D(P) at Subsidiary level are the nodal Executives
for monitoring and reviewing implementation of the rotation program.

7.0. Transfer Policy

The objective of transfer policy is to ensure even redeployment of manpower across
the Subsidiaries as per availability of vacancy for optimization of performance.
Executives shall be transferred from one Subsidiary to another, subject to conditions
stipulated hereunder:

a) Transfers shall normally be programmed during the period from April to June of
every year.

b) Transfers on ‘administrative ground’ shall be effected at any time by the

concerned Authority.

c) An Executive transferred from one company to another will not be transferred

back to the Company from where he was transferred for minimum 3 years.

d) Subject to administrative exigencies, the following category of Executives shall

be given special consideration under the job rotation and transfer policy as under:

i. Executives who have less than 2 years of service left may not normally be
transferred, or maybe given a posting of their choice, if vacancies are
available, keeping in mind administrative requirements.

ii. As far as possible, working couples in CIL/ Subsidiaries may be

accommodated in the same/ nearest location in the Company.

iii. Executives suffering from the following illness at chronic stage may be
exempted from transfer under this policy:

a. Cancer, not of primary stage

b. Paralysis of permanent nature
c. Leprosy
d. Kidney failure
e. Total blindness

iv. When the transfers of physically handicapped persons as defined under the
PWD Act, 1995, become inevitable due to non-availability of vacancies, it
will be ensured that such Executives are accommodated nearest to their
original place of posting.

v. An Executive who is also a care giver of his/ her disabled child may
normally be exempted from transfers. The word disabled includes (i)
Page | 232
 blindness or low vision, (ii) hearing impairment, (iii) locomotor disability
or Cerebral Palsy, (iv) leprosy cured, (v) mental retardation (vi) mental
illness, (vii) multiple disabilities and (viii) autism spectrum disorder.

8.0. Transfers on promotions

Executives will be transferred from one Subsidiary to another as below:

i. Executives on promotion from E5 to E6 grade shall be transferred out of the

Subsidiary/establishments of CIL HQs, irrespective of their length of service in
the Subsidiary/ establishments of CIL. However, such executives in E5 grade
who have spent less than one year in a Subsidiary/ establishments of CIL would
be exempted from transfer on promotion to E6 grade. The bar of one year will
not apply in cases of request transfers.

ii. Transfer of Executives on promotion from E6 to E7 and onwards would be on

need based.

iii. Executives posted as Company Secretaries on promotion would be transferred

as per administrative requirements.

iv. In case of transfer on promotion, the Executives should be released to join the
promoted post in the respective Company within 30 days from the issue of the
order. In the event of non-release, the Executives will be deemed to have been
released on expiry of 30 days and must join accordingly.

Non-joining on the promoted post within the stipulated time would lead to
cancellation of the promotion order and debarring the executive for one
subsequent DPC for promotion to the post.

9.0. Transfers in general

a) An Executive shall be transferred from one subsidiary to another subsidiary on

completion of 15 years in a Subsidiary irrespective of promotion or grade.

b) Executives can be transferred from one Subsidiary to another subsidiary, at any

time, to fill vacancies in different grades available in subsidiaries and for
rationalizing the manpower deployment.

c) CIL will maintain a database of ‘Preference of Posting’ (Maximum 3

Companies) of Executives and subject to other conditions provided in the policy,
such preferences may be considered while transferring Executives on
promotions or for manpower rationalization.

Page | 233
 d) While considering the transfers in a grade, Executives with relatively higher
length of completed years of service in a subsidiary would be preferred first for
transfer.

e) Transfers based on ‘Preference of Posting’ would be considered as

‘Administrative transfer’ for the purpose of transfer benefits under the relevant
rules.

f) Posting in CIL Hq and establishment under its direct control would be deemed
as transfer in a subsidiary for the purpose of implementing the provisions of this
policy.

10.0. Transfers on Requests[2]

Executives could be transferred from one subsidiary to another subsidiary based
on their request but subject to administrative requirements. ‘No objection’ of
CMDs from the existing subsidiary and acceptance from the subsidiary to which
transfer is to be made shall be necessary.

Application for Request Transfer shall preferably be submitted online by the

Executives. Subsidiaries shall forward the applications, with their consent/
comments, within the prescribed time limit in the online transfer module as under:

i. The Controlling Officer (Area GM/ HoD) shall forward the application, with
his comments, in 20 days of receipt of the online application in his HRMS
domain to the concerned General Manager (EE)/ HoD (EE). Applications
pending for more than the prescribed timeline shall automatically escalate to
the concerned General Manager (EE)/ HoD (EE) of the parent Subsidiary
Company.
ii. The General Manager (EE)/ HoD(EE) of the parent Subsidiary shall forward
the transfer application, with the views of the concerned CMD to the General
Manager (EE)/ HoD (EE) of the Subsidiary Company, to which transfer is to
be made.

iii. The General Manager (EE)/ HoD(EE) of the Subsidiary Company, to which
transfer is to be made, shall forward the transfer application, with the views of
their CMD to CIL Headquarter.

iv. At CIL (Hq) level, the General Manager (EE)/ HoD(EE), CIL, after taking
necessary approval of the Competent Authority on the forwarded applications,
will update the final status of the application in the Online Transfer module of
HRMS for information to all the concerned.

v. The applications should be forwarded from the Subsidiary level only with the
views of their concerned CMD and without which, the same shouldn’t be
forwarded to the next level.

2
Amended vide OM No. CIL/C5A(PC)/Transfer/43 dated 12.02.2019.
Page | 234
 The request transfer orders are generally to be issued only twice in a calendar year
i.e., one during the month of March and another during the month of September
for applications received in the preceding six months.

On issuance of request transfer order, the Executives should be released to join the
transferred Subsidiary within 30 days from the date of the issue of the Order. In
the event of non-release, the Executives will be deemed to have been released on
expiry of 30 days and must join accordingly.

11.0. Sensitive post transfers

i. If an Executive holding a sensitive post continues to be in the post for 3 years,
he would be transferred from that post on completion of the 3 years. However,
an Executive may be allowed to continue in a sensitive post, for administrative
reasons, for a period beyond 3 years subject a maximum total duration of 5
years in the post.

ii. Posting of Executives in Vigilance department and premature reversions

would be done by the Chairman-cum-Managing Director of the subsidiary in
consultation with the Chief Vigilance Officer of the subsidiary.

iii. The sensitive posts shall be as per OM No. CIL/ C5A(ii)/ Transfer/ Sensitive/
B-371 dated 15.11.2013, OM No. CIL/ C5A(PC)/ Transfer/ 167 dated
02.07.2019 [3] and as would be amended/ modified from time to time.

iv. Transfer orders issued under sensitive category should be implemented within
30 days of issuance of orders. In the event of non-release of the transferee
within the aforesaid period, he will be deemed to have been released on expiry
of the 30 days and such an Executive must join the new place of posting
accordingly.

12.0. Transfer of Non-Executives on promotion to Executive cadre

Non-Executives on promotion to Executives cadre shall be subject to inter
subsidiary transfer. They will not be transferred back to the company in which
they earlier posted for a minimum period of 3 years.

13.0. Other provisions

i. While considering transfers under this policy, it shall be ensured that all
Executives get opportunities to work in minimum 3 subsidiaries. Postings in
CIL and establishments under its direct administrative control are to be treated
as subsidiary posting for the purpose.

ii. Any person who brings or attempts to bring outside pressure in the matter of
transfer and posting will be proceeded against as per CDA Rules of CIL. An

3
Sensitive posts amended vide OM No. CIL/C5A(PC)/Transfer/167 dated 02.07.2019.
Page | 235
 adverse entry will also be made in the PRIDE/ PAR form of the officer
concerned.

iii. The Director(P&IR), CIL and the CMDs of subsidiaries will ensure effective
implementation of transfer/ posting of the Executives.

14.0. Repeal
Unless specified otherwise, all existing provisions of the CIL Executive Job
Rotation & Transfer Policy and subsequent amendments and circulars will stand
superseded by this policy from the date of its commencement.

15.0. Savings
Chairman, CIL reserves the right to relax, alter, amend or withdraw partly or fully
any of the provisions of this policy at his discretion or on administrative grounds
in the interest of the Company for reasons to be recorded in writing.

Page | 236
References

1 Chapter X of Common Coal Cadre

2 OO No. CIL/C-5A(ii)/52100(2)/252 dated 24.05.1993

3 OM No. CIL/C-5A(vi)/50729/CCC/20 dated 04.05.1994.

4 Corrigendum No. CIL/C-5A(vi)/50729/CCC/25 dated 12.05.1994.

5 OM No. CIL/Transfer Policy/33 dated 27.06.1996.

6 OO No. CIL/C5A(vi)/TP/82 dated 09.10.1998.

7 OM No. CIL/C5A(vi)/50729/CCC/26 dated 26.04.2002.

8 OO No. CIL/C5A(vi)/50729/CCC/182 dated 30/31.10.2002.

9 OM No. CIL/C5A(vi)/50729/CCC/18 dated 22.04.2003.

10 OM No. CIL/C5A(vi)/50729/CCC/224 dated 14/16.12.2004.

11 OM No. CIL/C5A(vi)/50729/CCC/182 dated 23.11.2005.

12 OM No. CIL/C5A(vi)/50729/CCC/183 dated 23.11.2005.

13 OM No. CIL/C5A(vi)/50729/CCC/196 dated 14.07.2006.

14 OM No. CIL/C5A(vi)/50729/CCC/1111 dated 07/09.01.2009.

15 Corrigendum No. CIL/C5A(vi)/50729/CCC/1196 dated 08/20.04.09.

16 OM No. CIL/C5A(iii)/Transfer/Sensitive/B-371 dated 15.11.2013.

17 OM No. CIL/C5A(PC)/CCC/733 dated 11.11.2005.

18 OM No. CIL/C5A(PC)/Transfer/2849 dated 21.05.2018.

19 OM No. CIL/C5A(PC)/Transfer/43 dated 12.02.2019.

20 OM No. CIL/C5A(PC)/Transfer/167 dated 02.07.2019.

Page | 237
 Forwarding of Application of
Departmental Candidates

Table of Contents

1.0 Forwarding of Application of Departmental Candidates 239

References 242

238 | P a g e
 Forwarding of Application of Departmental Candidates [1]

1.1. For Outside Employments

A. Applications of departmental executives for outside employment may be dealt

with at the discretion of the Cadre Controlling Authority keeping in view the
following norms in supersession of the earlier orders:

a) Applications received from the superseded executives or from those who

have put in more than 5 years service in a particular grade may be forwarded
without any limit.

b) Applications received from the executives who have served for more than two
years in a particular grade after their promotion/appointment may be
forwarded not more than once in a calendar year.

c) Applications received from the executives who have served for less than two
years after their promotion/appointment in a particular grade will not be
forwarded. Provided that:

i. Applications for employment elsewhere of employees belonging to

Scheduled Caste/Scheduled Tribe should be readily forwarded except in
very rare cases where there may be compelling grounds of interest of the
company for withholding applications.

ii. Cases where applications of employees belonging to Scheduled

Caste/Scheduled Tribe could not be forwarded due to compelling
grounds of interest of the Company should be reported within a month to
the officer nominated as Liaison Officer in the Company.

B. The executives who are under a bond to serve the company for a specified period,
may be given 4 opportunities in a year to apply in response to the UPSC
advertisement or notices of the Govt. Departments or autonomous bodies wholly
or substantially owned/financed, controlled by the Central Government, with
proper permission, provided a fresh bond is submitted by the executives
concerned to ensure that he serves the new employer for the balance of the original
bond period.[2]

C. The issue relating to forwarding of applications of suitable departmental

executives for registration in the panel of experts being maintained in the
Department of Personnel & Administrative Reforms for foreign assignment has
been reviewed and it has been decided that applications for such registration may
freely be forwarded through Coal India unless the services of the concerned
executives are of such nature that cannot be spared.

1
As per 2nd edition of Common Coal Cadre (Chapter XI) bearing amendments upto 30.11.1984.
2
Amended vide OM No. CIL/C5A(vi)/52071(pt.)/07 dated 29.03/04.04.1991.
239 | P a g e
D. The company’s policy with regard to forwarding of applications for employment
outside the country and maintenance of lien on their posts in the company in case
they are selected for appointments in other organization within India and outside
the country has been under consideration of the management for some time past.
After detailed discussion in the 4th meeting of the Committee of Directors
(Personnel) it has been decided to lay down the following guidelines for dealing
with such cases:

I. Forwarding of applications:

(a) The guidelines incorporated in para (A) above are applicable for seeking
employment within India.

(b) Executives intending to apply for employment within India in private

concerns should apply through proper channel and forwarding of such
applications will be regulated in terms of para (A) above.

(c) Applications seeking employment in the Government and Govt. Agencies

abroad have to be routed through Government of India and their
applications will be forwarded by the company according to the
instructions issued by the Government of India from time to time.

(d) Applications received from the executives seeking employment in private

organization outside the country should not normally be forwarded.

II. Maintenance of lien on the posts held in the company:

(a) Executives whose applications have been forwarded through proper

channel for employment within India in a Government or a sister
undertaking, may be granted lien on their posts in the company for a period
which normally should not exceed two years. This period may be extended
in deserving cases only with the approval of the Board of Directors of the
Company concerned.

(b) Executives whose applications have been forwarded through proper

channel for employment in Government or Government agencies in
foreign countries will enjoy all the benefits ensured to them by the
Government of India from time to time. These benefits include
maintenance of lien on their posts in the company, protection of seniority
etc.

(c) Executives who have secured employment in foreign countries by direct

applications or secured employment in private concerns abroad should not
be given any benefits, like, maintenance of lien on their posts in the
company, protection of seniority etc.

240 | P a g e
1.2. Against Advertisement issued by Coal India Limited

Applications received from departmental candidates against advertisement issued by

Coal India Limited for executive positions will be considered on the following
guidelines:
(1) Applications from departmental candidates who fulfill the advertised
qualifications will be forwarded to the Coal India headquarters.

(2) Applications received in response to Press advertisements from the departmental

candidates will be scrutinized on the same line as outsiders.

(3) The departmental candidates, who fulfill the advertised norms with regard to
both qualification and experience, may be called for interview and if selected,
may be appointed to that post.

(4) Departmental candidates, who do not fulfill the stipulations in the advertisement,
would not be called for interview. Wherever relaxation is required, it shall be
with the specific approval of the Chairman or any authority delegated with such
powers.

(5) All the applicants, both outsiders as well as departmental candidates, would be
interviewed by one single selection committee and the ranking of the
departmental candidates will be strictly on the basis of merit as determined by
the selection committee after interview.

(6) Departmental candidates selected for promotion to the next higher grades against
the Press advertisement along with others shall be relieved for posting at the
places for which the advertisement was issued. Replacements at the entry level
have to be provided by CIL.

(7) For the purpose of selection of the departmental candidates against the Press
advertisement, the criteria laid down in the cadre rules will not apply and instead,
only the criteria stipulated in the Press advertisement will be the guiding factor.

241 | P a g e
References

1 Chapter XI of Common Coal Cadre – Amendments upto 30.11.1984.

2 OM No. CIL: C5A (vi):52071(pt.):07 dated 29.03.1991/04.04.1991.

242 | P a g e
 General Terms & Conditions of Services of
Executives

Table of Contents

1.0 General Terms & Conditions of Services of Executives 244

References 247

243 | P a g e
 General Terms & Conditions of Services of Executives[1]

1.1. The following general terms and conditions of service in addition to those specified
elsewhere shall apply to all executive employees.

1.2. Classification of Employees

All executive cadre employees of Coal India and its subsidiaries are classified as

(i) “Confirmed employees” meaning those whose services have been confirmed in
writing with the approval of the Competent Authority.

(ii) “Temporary employees” meaning those who have been appointed for a limited
period and those who have not been confirmed in writing.

(iii) “Employees on probation” unless otherwise specifically stated in the offer of

appointment every appointee other than those appointed on a contract for a
fixed period shall be on probation for a period of one year which may be
extended or reduced at the discretion of the competent authority. On successful
completion of probation period an executive cadre employee may either be
confirmed in the service in writing or may be continued in service as a
temporary employee after closure of probation period.

(iv) “Employees on contract basis” meaning who have been appointed on contract
for a fixed period of time which may be extended by the mutual consent.

1.3. Age of Superannuation

The age of superannuation of all executive employees shall be 60 years[2]. The age
declared at the time of appointment if accepted by the competent authority, after
verification, shall be taken as the age for determining the age of superannuation. For
employees who are matriculate or have higher educational qualifications, the age as
recorded in the Matriculation/Higher Secondary School leaving certificate, shall be
taken as proof of such age. If no such proof is available for good and sufficient
reasons, age shall be determined to the satisfaction of the management.

1.4. Termination

(i) Unless otherwise specifically provided, the contract of appointment of the

executive cadre employees may be terminated otherwise than on disciplinary
grounds:

a) Without notice and without assigning any reason during the period of
probation on either side;

1
Chapter XII of Common Coal Cadre. Amendments upto 30.11.1984 was communicated in a Book form
(2nd edition).
2
Amended as per OM No. CIL/C5A(vi)/50729/CCC/20 dated 27.05.1998.
244 | P a g e
 b) With one month’s notice or pay in lieu thereof after closure of probation
period but before confirmation in the service, on either side;

c) With three months’ notice or pay in lieu thereof on confirmation in the

services, on either side.

Unless extended by the competent authority, the services of an employee

on contract shall automatically stand terminated on the expiry of the
contract period.

(ii) Nothing in the foregoing provisions shall prohibit the right of the company to
dismiss or remove or terminate the services of any employee in terms of
Conduct, Discipline and Appeal Rules of the Company.

(iii) Unless extended by the competent authority, the services of an employee shall
automatically stand terminated on his attaining the age of superannuation viz.
60 years.[3]

(iv) An executive cadre employee who absents himself without leave for more than
8 calendar days or fails to report without sufficient reasons within 8 days of the
posting of a notice or being otherwise duly notified, shall lose his lien and be
deemed to have left the services of the company on his own accord with effect
from the date he was due to return to work. The employee will, however, be
entitled to represent his case to the management, explaining the reasons of his
absence, it will be upto the management to accept the explanation or not and if
the explanation is accepted, the employee may be reinstated with or without
break of service.
1.5.
(i) Every employee appointed to the post of an Engineer or Doctor in the company
shall be liable to serve in any Defence Service or post connected with the
Defence of India for a period of not less than four years including the period
spent on training, if any, provided that:

(a) No employee shall be required to serve as aforesaid after the expiry of ten
years from the date of appointment; and
(b) No employee shall ordinarily be required to serve as aforesaid after
attaining the age of forty years.

(ii) The company, which term includes Coal India Limited and its subsidiaries shall
have the right to transfer any employee at any time from one job/post, section or
department to another and from one place to another.

(iii)The allowances and perquisites and other service conditions of the employee
will be governed by the respective rules frames/issued by the Company from
time to time.

3
Amended as per OM No. CIL/C5A(vi)/50729/CCC/20 dated 27.05.1998.
245 | P a g e
1.6. Employment to the dependents of executive dying in harness may be considered on
compassionate ground in accordance with the following guidelines: [4]

(i) Death of the executive concerned should be while in service, covering incidence
of leave, suspension, training, deputation etc. The criterion is that the officer
should be on the roll of the company.

(ii) The case of executives who are totally disabled due to accident or otherwise
while in service should also be treated as compassionate cases for this purpose.

(iii) The dependents of executives who are atleast Matriculate shall be appointed as
Clerk trainee in Clerical Grade-III or Data Entry Operator (Trainee) in T&S
Grade E for one year training subject to other conditions as provided hereunder.
On successful completion of the training, they will be regularized in the same
grade.[5]

(iv) The candidate to be considered should have the minimum qualification

including educational qualification and age requirement for the job for which he
is considered. Limits of age requirement may be relaxed in deserving cases, but
minimum qualification required will not be relaxed.

(v) Dependent for this purpose will mean dependent wife or husband as the case
may be, son, unmarried daughter and widowed daughter.

(vi) Only one job for each compassionate case will be considered.

(vii) If a dependent is already in service, employment of additional dependent will

not be considered.

The company should maintain a Register of the dependents seeking employment on

compassionate ground and found suitable by the Selection Committee and offer of
appointment subject to vacancies strictly according to the position in the Register.

For the purpose of compassionate appointment requirement of registration in

Employment Exchanges will not be insisted upon.

1.7. Miscellaneous

Coal India Limited shall have exclusive right to formulate new terms and conditions
or to curtail or to add to the existing ones or to regroup or rearrange them in the
manner if desire in the interest of the company without assigning any reason
whatsoever.

4
Incorporated vide OM No. C-5(B)/50800/381 dated 13.03.1981.
5
Amended vide Circular No. CIL/C5A(PC) MISC/702 dated 02.11.2015.
246 | P a g e
References

1 Chapter XII of Common Coal Cadre including amendments upto

30.11.1984.
2 OM No. CIL/C5A(vi)/50729/CCC/20 dated 27.05.1998.

3 Circular No. CIL/C5A(PC) MISC/702 dated 02.11.2015.

247 | P a g e
Coal India Executives’ Conduct, Discipline and
Appeal Rules, 1978

Table of Contents
1.0 Short title and commencement 250

2.0 Application 250

3.0 Definitions 250

4.0 Duties and obligations of executives 252

5.0 Misconduct 252

6.0 Employment of near relation(s) 254

7.0 Taking part in demonstrations 255

8.0 Connection with press or other media 255

9.0 Criticism of the company and government 255

10.0 Joining or association by employee 255

11.0 Evidence before committee or any other authority 256

12.0 Unauthorized communication or information 256

13.0 Subscriptions 256

14.0 Gifts 256

Public demonstrations in honour of a company
15.0 257
employee
16.0 Private trade or employment 258

17.0 Investment, lending and borrowing 259

18.0 Insolvency and habitual indebtedness 260

19.0 Movable, immovable and valuable property 260

20.0 Vindication of acts and character of employees 261

21.0 Canvassing or non-official or other outside indulgence 262

P a g e | 248
22.0 Marriages 262

23.0 Consumption of intoxicating drinks and drugs 262

24.0 Suspension 263

25.0 Subsistence allowance 265

26.0 Treatment of the period of suspension 265

27.0 Nature of penalties 269

28.0 Authority to institute proceedings 270

29.0 Procedure for imposing major penalties 270

30.0 Action on the inquiry report 274

31.0 Procedure for imposing minor penalties 275

32.0 Communication of orders 275

33.0 Common proceedings 275

34.0 Special procedure in certain cases 275

Employees on deputation from the central/ state
35.0 276
government etc.
36.0 Appeals 278

37.0 Review 279

279
38.0 Services of orders, notices etc.
279
39.0 Power to relax time-limit and to condone delay
279
40.0 Saving

41.0 Removal of Doubts 280

42.0 Amendments 280

43.0 Repeal 280

44.0 Annexure(s) 281

References 304

P a g e | 249
 Coal India Executives’ Conduct Discipline & Appeal
Rules, 1978
Chapter-I
General

1.0. Short Title and Commencement

1.1. These Rules may be called Coal India Executives’ Conduct, Discipline and Appeal
Rules[1].

1.2. They shall come into force with effect from 24th February, 1978 in supersession of the
existing Conduct and Discipline Rules applicable to the executives of the Company.

2.0. Application
2.1. These rules shall apply to all employees holding posts in the Executive Cadre scales of
pay of Coal India and its subsidiary companies and to such other employees as may be
notified by the Company from time to time.

2.2. The employees governed by Railway Rules/ Civil Rules, as the case may be, and who
have been allowed by the Company to draw pay under the Central Government scales
of pay, shall continue to be governed by the said rules as may be in force from time to
time.

2.3. These employees may opt for Coal India Executives Conduct. Discipline and Appeal
Rules, if they so wish.

3.0. Definitions
3.1. In these rules, unless the context otherwise requires:

a) 'Appellate Authority' means the authority specified in the schedule attached to these
rules.

b) 'Board of Directors' means the Board of Directors of CIL provided that where
special reference is made to the Board of Directors of the subsidiary company, such
Board of Directors.

c) 'Company' means the Coal India Ltd. and includes its subsidiary companies.

1
Approved by CIL Board in its meeting held on 24.02.1978. Amendments upto April, 2000 was
communicated in a Book form (3rd edition) as per the directions of the CIL Board in its meeting held on
24.05.1999.

Previously called as Bharat Coking Coal Services (Conduct and Discipline) Rules, 1972.
P a g e | 250
d) 'Competent Authority' means the authority empowered by the Board of Directors
of the company by any general or special order or rules to discharge the function
or use the powers specified in the rule or order.

e) 'Disciplinary Authority' means the authority as specified in column 3 of the

schedule.

f) 'Employee' means an officer holding a post in the executive cadre scales of pay or
any other person notified by the Company, if such officer or person is employed on
a whole time basis by the Company provided that such persons on deputation to
the Company shall continue to be governed by these rules or the rules applicable to
them in their parent organizations as may be settled at the time of finalization of
their terms and conditions of deputation.

g) 'Family' - In relation to an employee includes-

i. The wife or husband, as the case may be of the employee, whether residing with
him or not but does not include a wife or husband, as the case may be separated
from the employee by a decree or order of a competent court.

ii. Son or daughter or step-son or step-daughter of the employee and wholly

dependent on him but does not include a child or step-child who is no longer in
anyway dependent on the employee or of whose custody the employee has been
deprived by or under any law.

iii. Any other person related, whether by blood or marriage to the employee or to
such employee's wife or husband and wholly dependent on such employee.

h) ‘Public servant’ shall mean and include a person as mentioned in Section 21 of the
Indian Penal Code/ Section 2(c) of the Prevention of Corruption Act, 1988 as
amended from time to time

i) 'Relative' - A person shall be deemed to be a relative of another, if, and only if-
i. They are members of a Hindu undivided family; or
ii. They are husband and wife; or
iii. The one is related to the other in the manner indicated in Schedule – IA of the
Indian Companies Act.

Comments:

Relative - It means, all members including females of a Hindu undivided family,

husband and wife and persons related to one another in the manner indicated in
Schedule-IA of the Indian Companies Act, under Schedule-IA of the Companies Act,
the list of relatives is as under-

Father, mother (including step-mother), son (including step-son), son’s wife, daughter
(including step-daughter), father’s father, father’s mother, mother’s mother, mother’s
father, son’s son, son’s wife, son’s daughter, son’s daughter’s husband, daughter’s son,
daughter’s son’s wife, daughter’s daughter, daughter’s husband, brother (including
step-brother), brother’s wife, sister (including step-sister), and sister’s husband.

P a g e | 251
 Chapter-II
Conduct

4.0. Duties and obligations of employees

4.1. Every employee of the Company shall at all times:
(i) maintain absolute integrity;
(ii) maintain devotion to duty;
(iii) conduct himself at all times in a manner which will enhance the reputation of the
‘Company; and
(iv) do nothing which is unbecoming of a public servant.

4.2. Every employee shall take all possible steps to ensure integrity and devotion to duty of
all employees for the time being under his supervision, control and authority.

4.3. Every employee must carry out the work for which he is employed and obey all lawful
orders of his superiors or of the Company.

4.4. No employee shall engage himself either directly or indirectly in any other
business/profession/trade or calling within or outside the working hours except with the
previous permission of the competent authority as may be specified from time to time.

4.5. Each employee is responsible for and must take proper care of all Company’s property
specifically entrusted to him.

4.6. No employee shall, in the performance of his official duties or in the exercise of powers
conferred on him act otherwise than on his best judgment except where he is acting
under the direction of his official superior.

5.0. Misconduct
Without prejudice to the generality of the terms ‘misconduct’, the following acts of
omission and/ or commission shall be treated as misconduct -

1. Theft, fraud or dishonesty in connection with the business or property of the

Company or property of another person within the premises of the Company.

2. Taking or giving bribes or any illegal gratification.

3. Possession of pecuniary resources or property disproportionate to the known

sources of income by the employee or on his behalf by another person, which the
employee cannot satisfactorily account for.

4. Furnishing false information regarding name, age, father’s name, qualifications,

ability or previous service or any other matter germane to the employment at the
time of employment or during the course of employment.

5. Acting in a manner prejudicial to the interests or image of the Company.

P a g e | 252
6. Willful insubordination or disobedience, whether or not in combination with
others, of any lawful and reasonable order of his superior
7. Absence without leave or over-staying the sanctioned leave for more than four
consecutive days without sufficient grounds, or proper or satisfactory explanation.

8. Habitual late attendance or habitual absence without taking prior permission for
leave.

9. Neglect of work or negligence in the performance of duty including malingering

or slowing down of work.

10. Willful damage to property of the ‘Company.

11. Interference or tampering with any safety devices installed in or about the
premises of the Company or any of its establishments/offices/units.

12. Drunkenness or riotous or disorderly or indecent behaviour in the premises of the

Company or outside such premises where such behaviour is related to or
connected with the employment.

13. Gambling within the premises of the establishment.

14. Smoking within the premises of the establishment where it is prohibited.

15. Collection without the permission of the Competent Authority of any money
within the premises of the Company except as sanctioned by any law of the land
for the time being in force or rules of the ‘Company.’

16. Sleeping while on duty.

17. Commission of any act which amounts to a criminal offence involving moral
turpitude.

18. Absence from the employee’s appointed place of work without permission or
sufficient cause.

19. Purchasing properties, machinery, stores, etc. from or selling properties,

machinery, stores, etc. to the ‘Company’ without express permission in writing
from the Competent Authority.

20. Commission of any act subversive of discipline or of good behavior.

21. Abatement of or attempt at abatement of any act which amounts to misconduct.

22. Any act of sexual harassment of women employees at her place of work.

23. Any lapse on the part of an employee in discharging his duties with regard to any
official documents or part thereof of the office or in his custody.

24. Unauthorized communication of any official information as referred to in Rule 12.

P a g e | 253
 25. Bringing or attempting to bring himself or through any other person any outside
influence to bear upon any superior authority to further his interest in matters
pertaining to his service in the company.

26. Any breach of any of the provisions of these rules or any other statutes or rules.

Note: The above instances of misconduct are illustrative in nature, and not exhaustive.

6.0. Employment of near relation(s)

6.1. No employee shall use his position or influence directly or indirectly to secure
employment under the ‘Company’ for any person related, whether by blood or marriage
to the employee or to the employee’s wife or husband, whether such a person is
dependent on the employee or not.

Every employee shall submit in Form No.I (annexed) a statement regarding

employment of relatives under the ‘Company’ at the time of his first appointment and
at such intervals as may be decided by the Competent Authority. Every employee in
addition to the statement in Form No. 1, shall also furnish to the Competent Authority
a declaration in Form No. II (annexed) at the time of his first appointment and at such
intervals thereafter as may be decided by the Competent Authority showing the details
of his/her relatives employed in any company or firm, or business houses doing business
with the company.

6.2. No employee shall, except with the previous sanction of the Competent Authority,
permit his son, daughter or any member of the family to accept employment with any
company or firm with which he has official dealings.

Provided that where the acceptance of the employment cannot await the prior sanction
of the Competent Authority, the employment may be accepted provisionally subject to
the sanction of the Competent Authority, being sought forthwith.

6.3. No employee shall in the discharge of his official duties deal with any matter or give or
sanction any contract to any company or firm or any other person if any member of his
family is employed in that firm or under that person or if he or any member of his family
is interested in such matter or contract in any other matter and the employee shall refer
every such matter or contract to his official superior and the matter or the contract shall
thereafter be disposed of according to the instructions of the authority to whom the
reference is made.

6.4. Taking part in politics and election

(i) No employee shall be a member of, or otherwise associated with, any political party
or any organization which takes part in politics nor shall he take part in, subscribe
in aid of, or assist in any other manner, any political movement or activity.
(ii) No employee shall canvass or otherwise interfere or use his influence in connection
with, or take part in, an election to any Parliament, State Legislature or Local Bodies.

P a g e | 254
7.0. Taking part in demonstrations
No employee of the company will engage himself or participate in any
demonstration/strike in connection with conditions of his service and/or which involves
incitement to an offence.

8.0. Connection with press or other media

8.1. No employee of the ‘Company’ shall, except with the previous sanction of the
Competent Authority, own wholly or in part of conduct or participate in the editing or
management of, any newspaper or other periodical publication in press or electronic
media.

8.2. No employee of the ‘Company’ shall, except with the previous sanction of the
Competent Authority or in the bonafide discharge of his duties, participate in a radio
broadcast or telecast through any electric media or contribute any article or write any
letter either in his own name or anonymously, pseudonymously or in the name of any
other person to any newspaper or periodical.

Provided that no such sanction shall be required if such broadcast or such contribution
is of a purely literary, artistic or scientific character.

8.3. No employee shall, except with previous sanction of the Competent Authority or except
in the bonafide discharge of his duties, publish a book himself or through a publisher or
contribute an article to a book or compilation of articles, provided however, that no such
sanction shall be required if such publication is of a purely literary, artistic or scientific
character.

9.0. Criticism of the Company and Government

9.1. No employee shall in any radio broadcast or telecast through any electronic media in
any document published anonymously or in his own name or in the name of any other
person or in any communication to the press or in any public utterances, make any
statement of fact or opinion, which:

a) has the effect of an adverse criticism of any current or recent policy or action of the
Central Government or a State Government and/or the ‘Company’; or
b) is capable of embarrassing the relation between the Central Government/any State
Government and the Government of any foreign State and/or the ‘Company’.

Provided that nothing in this rule shall apply to any statements made or views expressed
by an employee in his official capacity or in the due performance of his duties assigned
to him.

10.0. Joining or Association by Employees

10.1. No employee shall join or continue to be member of an organization banned by
Government or of an Association, the objective or activities of which are prejudicial to
the interest of the sovereignty and integrity of India or public order or morality.

P a g e | 255
11.0. Evidence before committee or any other authority
11.1. Save as provided in sub-rule 11.3, no employee of the ‘Company’ shall, except with the
previous sanction of the Competent Authority, give evidence in connection with any
enquiry conducted by any person, committee or authority.

11.2. Where any sanction has been accorded under sub-rule 11.1, no employee giving such
evidence shall criticize the policy or any action of the Central Government or of a State
Government, of the ‘Company’.

11.3. Nothing in this rule shall apply to:

(a) evidence given at any enquiry before an authority appointed by the Government,
Parliament or a State Legislature or the ‘Company’; or
(b) evidence given in any judicial enquiry; or
(c) evidence given at any enquiry ordered by any authority of the Government or the
‘Company’.

12.0. Unauthorized Communication or Information

12.1. No employee shall, except in accordance with any general or special order of the
‘Company’ or in the performance in good faith of the duties assigned to him,
communicate, directly or indirectly, any official document or any part thereof or
information to any officer or other employees, or any other person to whom he is not
authorized to communicate such document or information.

13.0. Subscriptions

13.1. No employee shall, except with the previous sanction of the Company or of such
authority as may be empowered by it in this behalf, ask for or accept contributions to or
otherwise associate himself with the raising of any fund in pursuance of any object,
whatsoever, except as sanctioned by any law of the land, or rule or order of the
Company, for the time being in force.

Note:
(i) Mere payment of subscription to a charitable or benevolent fund does not by itself
violate this rule.
(ii) Voluntary association of an employee with the collection of Flag Day contributions
is permissible and no prior permission is necessary for this purpose.

14.0. Gifts
14.1. Save as otherwise provided in these rules, no employee of the Company shall accept or
permit any member of his family or any other person acting on his behalf, to accept any
gift, from any individual or firm having official dealings with him.

P a g e | 256
 Explanation:

The expression ‘gift' shall include free transport, board, lodging or other services or
any other pecuniary advantage when provided by any person other than a near relative
or a personal friend having no official dealings with the employees.

Note:
(i) An employee of the Company shall avoid acceptance of lavish or frequent hospitality
from any individual or firm having official dealings with him.
(ii) A casual meal, gift or other social hospitality shall not be deemed to be a ‘gift’.

14.2. On occasions such as weddings, anniversaries, funerals or religious functions, when the
making of gifts is in conformity with the prevailing religious or social practices, an
employee of the Company may accept gifts from his/her near relatives and personal
friends having no official dealings but he shall make a report to the Competent Authority
if the value of the gift exceeds Rs.5000/-

14.3. In any other case, an employee of the Company shall not accept or permit any member
of his family or any other person acting on his behalf to accept any gifts without the
sanction of the Competent Authority if the value thereof exceeds Rs.2500/-. Provided
that when more than one gift has been received from the same person/firm within a
period of 12 months, the matter shall be reported to the Competent Authority if the
aggregate value of the gifts exceeds Rs.2500/-

14.4. An employee of the Company may accept gifts from foreign dignitaries or firms having
no official dealings with him, the value of which shall not exceed Rs.2500/- within a
period of 12 months but he shall make a report to the Competent Authority about the
acceptance of the gifts.

14.5. Dowry

No employee of the Company shall:

(i) give or take or abet the giving or taking of dowry; or

(ii) demand directly or indirectly from the parents or guardians of a bride or bride-groom
as the case may be, any dowry.

Explanation:
For the purpose of this rule ‘Dowry’ has the same meaning as in the Dowry
Prohibition Act, 1961 (28 of 1961).

15.0. Public Demonstrations in honour of a Company employee

15.1. No employee shall except with previous sanction of the Company, receive any
complimentary or valedictory address or accept any testimonials, attend any meeting or
entertainment held in his/her honour or in the honour of any other employee.

P a g e | 257
 Provided that nothing in this rule shall apply to a farewell entertainment held in honour
of an employee or on the occasion of his retirement or transfer.

16.0. Private Trade or Employment

16.1. No employee of the Company shall, except with the previous sanction of the Competent
Authority, engage directly or indirectly in any trade or business or undertake any other
employment.

Provided that an employee may, without such sanction, undertake honorary work of a
social or charitable nature or occasional work of a literary, artistic or scientific character,
subject to the condition that his official duties do not thereby suffer but he shall not
undertake or shall discontinue such work if so directed by the Competent Authority.

Every employee shall submit a statement in Form No.III (annexed) details of any kind
of business done by him/her either in his own name or in the name of his family
members of ‘Benami’ at the time of his/her first appointment and by the 31st January
of every subsequent year.

16.2. Every employee of the Company shall report to the Competent Authority if any member
of his/her family is engaged in trade or business or owns or manages an insurance
agency or commission agency.

16.3. No employee of the Company shall, without the previous sanction of the Competent
Authority, except in the discharge of his/her official duties, take part in the registration
promotion or management of any Bank or other company which is required to be
registered under the companies Act, 1956 (I of 1956) or other law for the time being in
force or any co-operative society for commercial purposes. Provided that an employee
of the Company may take part in the registration, promotion or management of a House
Building Co-operative Society substantially for the benefit of employees of the
Company, or any other cooperative society registered under the Co-operative Societies
Act 1912 (2 of 1912) or any other law for the time being in force, or of a literary,
scientific or charitable society registered under the Companies Registration Act, 1860
(21 of 1860), or any corresponding law in force.

16.4. No employee of the Company may accept any free/honorarium or any pecuniary
advantage for any work done by him/her for any public body or any private person
without the sanction of the Competent Authority.

16.5. Restrictions on top level executives of public enterprises joining private

commercial undertakings after retirement [2]

No Functional Director of the company including Chief Executive who has retired/
resigned from the services of the company, after such retirement/ resignation, shall
accept any appointment or post, whether advisory or administrative, in any firm or
company, whether Indian or foreign, with which the Company has or had business
relations, within one year from the date of retirement without prior approval of the
Government. The term’ retirement’ includes resignation; but not the cases of those

2
Amended vide OM No. CIL/C-5A(PC)/CDA/50 dated 20.02.2014.
P a g e | 258
 whose term of appointed was not extended by Government for reasons other than proven
misconduct. The term ‘business relations’ includes ‘official dealings’ as well.

All the full-time Functional Directors of the company including Chief Executive shall
submit a bond as per Form VIII along with No dues certificate prior to release of
terminal benefits.

16.6. Foreign Visits [3]

No employee of the Company shall, except with the previous sanction/ approval of the
Competent Authority undertake to visit abroad on private business.
Information regarding foreign visits should be brought to the knowledge of the
Competent Authority in Form VD.

17.0. Investment, Lending and Borrowing

17.1. No employee shall speculate in any investment.

Explanation:

The habitual purchase or sale of securities of notoriously fluctuating value shall be

deemed to be speculation in investments within the meaning of this rule.

17.2. No employee shall make, or permit his wife or any member of his family to make any
investment likely to embarrass or influence himself in the discharge of his/her official
duties.

17.3. If any question arises whether a security of investment is of the nature referred to in
Rule 17.1 or Rule 17.2 the decision of the Competent Authority there-on shall be final.

17.4. No employee shall, except with the previous sanction of the Competent Authority lend
money to any person possessing land or valuable property within the local limits of
his/her authority or at interest to any person.

Provided that an employee may make an advance of pay to a private servant or give
loan of small amount free of interest to a personal friend or relative, even if such person
possessing land within the local limits of his/her authority.

17.5. No employee shall save in the ordinary course of business with a Bank or LIC or a firm
of standing borrow money from or otherwise place himself under pecuniary obligation
to any person within the local limits of his/her authority, or any other person with whom
he/she is likely to have official dealing nor shall he/she permit any member of his/her
family, except with the previous sanction of the Competent Authority to enter into any
such transaction.

Provided that an employee may accept a purely temporary loan of such amount, free of
interest, from a personal friend or relative or operate a credit account with a bonafide
tradesman.

3
Incorporated vide OM No. CIL/C5A(vi)/50774/CDA/100 dated 09.08.2005.
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17.6. When an employee is appointed or transferred to a post of such nature as to involve him
in the breach of any of the provisions of rule 17.4 or rule 17.5 he shall forthwith report
the circumstances to the Competent Authority and shall thereafter act in accordance
with such orders as may be passed by the Competent Authority.

18.0. Insolvency and Habitual Indebtedness

18.1. An employee of the Company shall avoid habitual indebtedness unless he proves that
such indebtedness or insolvency is the result of circumstances beyond his control and
does not proceed from extravagance or dissipation.

18.2. An employee of the Company who applies to be, or is adjudged or declared insolvent
shall forthwith report the fact to his Competent Authority.

19.0. Movable, Immovable and Valuable property

19.1. No employee of the Company shall, except with the previous knowledge of the
Competent Authority, acquire or dispose of any immovable property by lease,
mortgage, purchase, sale, gift or otherwise, either in his own name or in the name of
any member of his family. Information regarding acquisition/disposal of immovable
properties should be brought to the knowledge of the Competent Authority in Form-
IVA (annexed) subject to the provision of rule 19.3 below.

19.2. Every employee of the Company shall report in Form-IVB (annexed) to the Competent
Authority every transaction concerning movable property acquired or disposed of in
his own name or in the name of any member of his family, within one month from the
date of his transaction, if the value of such property deals in exceeds two months basic
pay of the employee.[4]

19.3. No employee of the Company shall, except with the previous sanction of the
Competent Authority, enter into any transaction concerning any immovable or
movable property with a person or a firm having official dealings with the employee
or his subordinate. Application for such permission should be made in Form IVA or
IVB, as the case may be.

19.4. Every employee shall, on first appointment in the Company, submit a return of assets
and liabilities giving the particulars regarding –

(a) Movable property inherited by him or owned, acquired or held by him if the value
of such property deals in exceeds two months basic pay of the employee, such
return should be submitted in Form-VA & VC (annexed).[5]

(b) The immovable property inherited by him, or owned or acquired or held by him on
lease or mortgage, either in his own name or in the name of any member of his
family or in the name of any other person; such return should be submitted in Form-
VB (annexed).

4
Amended vide OM No. CIL/C-5A(vi)/50774/CDA/225 dated 14/16.12.2004.
5
Amended vide OM No. CIL/C-5A(vi)/50774/CDA/268 dated 22.02.2005.
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19.5. Every employee shall, thereafter, every year, submit to the Competent Authority a
return of immovable property inherited/owned/acquired during a year latest by the 31st
January of the following year in Form No. VB (annexed) along with cumulative of
immovable property acquired during the previous years for which Form VB is being
filled.[6]

19.6. The Competent Authority may, at any time, by general or special order require an
employee to submit, within a period specified in the order a full and complete statement
of such movable or immovable property held or acquired by him or on his behalf or by
any member of his family as may be specified in the order. Such statement shall, if so
required by the Competent Authority include details of the means by which, or the
source from which such property was acquired.

Explanation No. I

The term movable property would include -

(a) Shares, debentures and other securities and cash including bank deposits;
(b) Loan advanced or taken by the employee whether secured or not;
(c) If the value of Jewellery and insurance policies the annual premium of which
exceeds two months basic pay of the employee.[7]
(d) Motor cars, motor cycles etc.; and
(e) Refrigerators, television sets, audio and video equipment, personal computers
etc.

Explanation No. II

Transaction entered into by the spouse or any other member of family of an employee
of the Company out of his or her own funds (including stridhan, gifts, inheritance etc.)
as distinct from the funds of the employee of the company himself, in his own name
and in his own right, would not attract the provisions of the above sub-rules.

Explanation No. III

Transactions as members of Hindu Undivided Joint Family do not require the

Company’s prior permission. In such cases, transactions in immovable property should
be included in the annual property returns and those immovable property should be
reported to the Competent Authority within the prescribed period. If an employee is
unable to give an idea of his share of such immovable property, he may give details of
the full property and the names of the members who share it.

20.0. Vindication of acts and character of employees

20.1. No employee shall, except with the previous sanction of the Company, have recourse to
any court or to the press for the vindication of any official act which has been the subject
matter of adverse criticism or an attack of defamatory character.

6
Amended vide OM No. CIL/C5A(v)/CRC/CDA/11 dated 02.04.2014.
7
Amended vide OM No. CIL/C-5A(vi)/50774/CDA/268 dated 22.02.2005.
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 Explanation

Nothing in this rule shall be deemed to prohibit an employee from vindication of his
private character.

21.0. Canvassing or non-official or other outside influence

21.1. No employee shall bring or attempt to bring himself or through any other person or
political party, any outside influence to bear upon any superior authority to further his
interests in respect of matter pertaining to his service in the Company.

22.0. Marriages
22.1. No employee shall enter into, or contract, a marriage with a person having a spouse
living.

22.2. No employee, having a spouse living, shall enter into or contract, a marriage with any
person.

Provided that the Competent Authority may permit an employee to enter into or contract
any such marriage as is referred to in Clause 22.1 or Clause 22.2 if it is satisfied that –

(a) Such marriage is permissible under the personal law applicable to such employee
and the other party to the marriage; and
(b) There are other grounds for so doing.

The employee who has married or marries a person other than that of Indian Nationality,
shall forthwith intimate the fact to the Competent Authority.

23.0. Consumption of Intoxicating Drinks and Drugs

23.1. An employee of the Company shall not be under the influence of any intoxicating drink
or drug during the course of his duties.

23.2. Sexual Harassment

(i) No employee shall indulge in any act of sexual harassment of any woman at her
work place.
(ii) Every employee who is incharge of a work place shall take appropriate steps to
prevent sexual harassment to any woman at such work place.

Explanation

For the purpose of this rule, `Sexual Harassment' includes such unwelcome sexuality
determined behaviours, whether directly or otherwise as -
(a) Physical contact and advances;
(b) Demand or request for sexual favours;
(c) Sexually coloured remarks;
(d) Showing any pornography; or
(e) Any other unwelcome physical, verbal or non-verbal conduct of a sexual nature.
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 Chapter-III
Suspension

24.0. Suspension
24.1. The Appointing Authority or any Authority to which it is subordinate or any other
Authority to whom the powers to suspend is delegated may place an employee under
suspension –

(a) where a disciplinary proceeding against him is contemplated or is pending;

or

(b) where in the opinion of the authority aforesaid, he has engaged himself in activities
prejudicial to the interests or the security of the Company/ State;

or

(c) where a case against him in respect of any criminal offence is under investigation,
inquiry or trial.

Provided that where the order of suspension is made by an Authority lower than the
Appointing Authority, such Authority shall forthwith report to the Appointing Authority
the circumstances under which the order was made.
An order of suspension may be issued in Form VI, CMDs of the subsidiary companies
will have full power to suspend executives from El to E6 grade [8]. They will also have
the power to suspend executives of grade E7 & E8 [8] grade for a period not exceeding
three months.
Chairman, Coal India Limited as the appointing authority has full power to suspend any
executive.
24.2. It is desirable to issue the order of suspension along with the charge sheet in Form VI
but whenever this is not possible, the charge sheet must follow within a reasonable
time. Wherever necessary the suspension order may follow the charge sheet.

24.3. Deemed suspension

(i) An employee shall be deemed to have been placed under suspension by an order of
the authority competent to suspend –

(a) With effect from the date of his detention, if he is detained in custody whether
on criminal charge or otherwise for a period exceeding forty-eight hours;

(b) With effect from the date of his conviction if in the event of conviction for an
offence, he is sentenced to a term of imprisonment exceeding forty eight hours
and is not forthwith dismissed or removed or compulsorily retired consequent
on such conviction.

8
Grades modified due to 2007 Pay Revision OM No. CIL/C-5A(vi)/005/35/1210 dated 02/07.05.2009.
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 An order of deemed suspension may be issued in Form VIA (annexed) in case
of an employee having been detained on criminal charges.

(ii) It shall be the duty of the employee who have been arrested for any reason to
intimate promptly, the fact of his arrest and the circumstances connected therewith
to his official superior even though he might have been released on bail
subsequently. Failure on the part of the employee to so inform his official superior
will be regarded as suppression of material information and will render him liable
to disciplinary action on this ground alone, apart from the action that may be called
for on the outcome of the Police Case against him.

(iii)Where a penalty of dismissal, removal or compulsory retirement from service

imposed upon an employee under suspension is set aside in appeal or on review and
the case is remitted for further inquiry or action or with any directions, the order of
his suspension shall be deemed to have continued in force on and from the date of
original order of dismissal, removal or compulsory retirement and shall remain in
force until further orders.

(iv)Where a penalty of dismissal or removal from service imposed upon an employee

is set aside or declared or rendered void in consequence of or by a decision of a court
of law and the Disciplinary Authority, on consideration of the circumstances of the
case, decides to hold a further inquiry against him on the allegation on which the
penalty of dismissal of or removal was originally imposed, the employee shall be
deemed to have been placed under suspension from the date of the original order of
dismissal and shall continue to remain under suspension until further orders.

Provided that no such further inquiry shall be ordered unless it is intended to meet a
situation where the court has passed an order purely on technical ground without
going into the merit of the case.

(v) An order of suspension made or deemed to have been made under rule 24.3 (i) shall
continue to remain enforce until it is modified or revoked by the Authority
competent to do so.

An order of suspension made or deemed to have been made under this rule may at
any time be modified or revoked by the Authority which made or is deemed to have
made the order or by any Authority to which that Authority is subordinate.

24.4. Where an employee is suspended or is deemed to have been suspended (whether in

connection with any disciplinary proceeding or otherwise) and any other disciplinary
proceeding is commenced against him during the continuance of that suspension, the
authority competent to place him under suspension may for reasons to be recorded by
him in writing direct that the employee shall continue to be under suspension until the
termination of all or any such proceedings.

24.5. During the period of suspension the employee shall not enter the work- place/office
premises except with the written permission of the Suspending Authority or any other
Authority competent to give such permission, nor shall he leave station without the
written permission of the Competent Authority. No leave shall be granted during the
period of suspension.
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25.0. Subsistence allowance

25.1. An employee under suspension shall be entitled to draw subsistence allowance equal to
50 percent of his basic pay provided the Disciplinary Authority satisfied that the
employee is not engaged in any other employment or business or profession or vocation.
In addition, he shall be entitled to dearness allowance admissible on such subsistence
allowance and any other compensatory allowance of which he was in receipt on the date
of suspension provided the Suspending Authority is satisfied that the employee
continues to meet the expenditure for which the allowance was granted.

25.2. Where the period of suspension exceeds six months, the Authority which made or is
deemed to have made the order of suspension shall be competent to vary the amount of
subsistence allowance for any period subsequent to the period of the first six months as
follows –

(i) The amount of subsistence allowance may be increased to 75 percent of basic pay
and allowance thereon if, in the opinion of the said Authority, the period of
suspension has been prolonged for reasons to be recorded in writing not directly
attributable to the employee under suspension.

(ii) The amount of subsistence allowance may be reduced to 25 percent of basic pay and
allowance thereon if, in the opinion of the said Authority, the period of suspension
has been prolonged due to the reason directly attributable to the employee under
suspension.

25.3. Before making any payment to a suspended employee he would be required to furnish
to the Competent Authority a certificate every month that he is not engaged in any other
employment, business or profession or vocation.

25.4. Effecting recoveries from subsistence allowance

The following normal deduction shall be made from subsistence allowance –

(i) Income Tax (provided the employee's yearly income, calculated with reference to
the subsistence allowance, is taxable)

(ii) House rent and allied charges, i.e., electricity, water, furniture etc.;

(iii) Repayment of loans and advances taken from the Company at such rate as may be
fixed by the Competent Authority;

(iv) Subscription to Provident Fund (contributory).

26.0. Treatment of the period of suspension

26.1. When an order placing an employee under suspension is revoked or would have been
revoked but for his retirement (including premature retirement) while under suspension,
the Authority competent to order revocation shall consider and make specific orders –

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 (a) Regarding pay and allowances to be paid to the employee for the period of
suspension ending with revocation of suspension or date of his retirement
(including premature retirement) as the case may be; and

(b) Whether or not the said period shall be treated as a period spent on duty

26.2. Notwithstanding anything contained in rule 25, where an employee under suspension
dies before the disciplinary or court proceedings instituted against him are concluded,
the period between the date of suspension and the date of death shall be treated as duty
for all purposes and his family shall be paid the full pay and allowance for that period
to which he would have been entitled had he not been suspended, subject to adjustment
in respect of subsistence allowance already paid.

26.3. Where the Authority competent to order revocation is of the opinion that the suspension
was wholly unjustified, the employee shall, subject to sub-rule (8) be paid full pay and
allowance to which he would have been entitled had he not been suspended.

Provided that where such authority is of the opinion that the termination of proceedings
against the employee had been delayed due to reasons directly attributable to the
employee, it may after giving him an opportunity to make his representation within
thirty days from the date on which the communication in this regard is served on him
and after considering the representation, if any, submitted by him, direct, for reasons to
be recorded in writing, that the employee shall be paid for the period of such delay only
such amount(not being the whole) of such pay and allowances as it may determine. The
pay and allowances so determined should not be less than the subsistence allowance
already paid to the employee.

26.4. In a case falling under sub-rule (3), the period of suspension shall be treated as a period
spent on duty for all purposes.

26.5. In cases other than those failing under sub-rules (2) and (3) the employee shall, subject
to the provisions of sub-rules (7) and (8), be paid such amount (not being the whole) of
pay and allowances to which he would have been entitled had he not been suspended,
as the Competent Authority may determine, after observing the procedure of issuing
show cause notice and consideration of representation, if any, submitted by the
employee. The amount so determined should not be less than the subsistence allowance
already paid to the employee.

26.6. Where suspension is revoked pending finalization of the disciplinary or the court
proceedings, any order passed under sub-rule (1) before the conclusion of the
proceedings against the employee, shall be reviewed on its own motion after the
conclusion of the proceedings by the authority mentioned in sub-rule (1) who shall make
an order according to the provisions of sub-rules (3), (4) or (5), as may be applicable.

26.7. In case falling under sub-rule (5), the period of suspension shall not be treated as a
period spent on duty unless the Competent Authority specifically directs that it shall be
so treated for any specific purpose.

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 Provided that if the employee so desires, such Authority may order that the period of
suspension shall be converted into leave of any kind due and admissible to the
employee.

26.8. The payment of allowances under sub-rules (2), (3) or (5) shall be subject to all other
conditions under which such allowances are admissible.

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 Chapter-IV
Discipline

27.0. Nature of penalties

27.1. The following penalties may, for good and sufficient reasons, be imposed on an
employee for misconduct, viz –

(i) Minor Penalties

(a) Censure;
(b) Withholding increment, with or without cumulative effect;
(c) Withholding promotion; and
(d) Recovery from pay of the whole of or part of any pecuniary loss caused to the
company by negligence or breach of orders or trust. [9]

(ii) Major Penalties

(a) Reduction to a lower grade or post or stage in a time scale;

Note

The Authority ordering the reduction shall state the period for which it is effective
and whether, on the expiry of that period, it will operate to postpone future
increments or, to affect the employee's seniority and if so, to what extent.

(b) Compulsory retirement;

(c) Removal from service; and

(d) Dismissal.

Note 1

Removal from service will not be a disqualification for future employment in Coal
India Limited and its Subsidiary Companies while dismissal disqualifies a person
for future employment.

Note 2

The following shall not amount to penalty within the meaning of this rule:

(i) With-holding of increment of an employee on account of his work being found

unsatisfactory or not being of the required standard or for failure to pass a
prescribed test or examination.

9
Amended vide OM No. CIL/C-5A(vi)/50774/CDA/184 dated 23.11.2005.
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 (ii) Stoppage of increment at the efficiency bar in the time scale on the ground of
his unfitness to cross the bar

(iii)Non-promotion, whether in a substantive or officiating capacity of an employee,

after consideration of his case to a service, grade or post for promotion to which
he is eligible

(iv)Reversion to lower service, grade or post of an employee officiating in a higher

service, grade or post on the ground that he is considered, after trial to be
unsuitable for such higher service, grade or post or on administrative ground
unconnected with his conduct

(v) Reversion to his permanent service, grade or post of an employee appointed on

probation to another service, grade or post during or at the end of period of
probation in accordance with the terms of his appointment or the rules and orders
governing probation

(vi)Replacement of the services of an employee whose services have been borrowed

from Central or a State Government or an authority under the control of Central
or a State Government at the disposal of the authority which had lent his
services.

(vii) Compulsory retirement of an employee in accordance with the provisions

relating to his superannuation or retirement.

(viii) Termination of the services –

(a) of an employee appointed on probation during or at the end of the period of

probation in accordance with the terms of his appointment or the rules and
order governing probation; or

(b) of a person appointed in a temporary capacity otherwise than under a

contract or agreement in accordance with the general conditions of service
applicable to temporary employment;

(c) of an employee employed under an agreement or contract, in accordance

with the terms of such agreement or contract;

(d) of a person on reduction of establishment; and

(e) of a person who is liable to be discharged for failure to qualify in certain

duties or subjects under the conditions of his services.

27.2. Disciplinary Authority

(i) Subject to the provisions in sub-rule (ii) below, the Authorities specified in column
3 of the Schedule appended to these rules or any Authority higher than it may impose
the penalties specified in column 4 upon employees in different grades of pay shown
in column 1 of the Schedule.

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 Note

The Authorities empowered to impose penalties on employees officiating in higher

posts shall be determined by the post held by the employee at the time when the
penalty is imposed and a non-executive staff of the Company officiating in
executive post at the time of imposition of penalty, shall be treated as an employee
holding the executive post in a substantive capacity.

(ii) Notwithstanding anything contained in these rules no employee shall be removed or

dismissed by an Authority lower than that by which he is appointed to the post held
by him.

28.0. Authority to institute proceedings

28.1. The Disciplinary Authority or any Authority higher than it may institute disciplinary
proceedings against any employee.

28.2. A Disciplinary Authority competent under these rules to impose any of the penalties
specified in clauses (a) to (d) of rule 27.1 and clause (a) of rule 27.1 (ii) may institute
disciplinary proceedings against any employee for imposition of any of the penalties
specified in clauses (b) to (d) of rule 27.1(ii) notwithstanding that such Disciplinary
Authority is not competent under these rules to impose any of the latter penalties.

28.3. Where a Disciplinary Authority competent to impose any of the penalties specified in
clause (a) to (d) of rule 27.1(i) and clause (a) of rule 27.1(ii) but not competent to impose
any of the penalties specified in the clauses (b) to (d) of rule 27.1 (ii), has itself inquired
into or caused to be inquired into any charge and that Authority, having regard to its
own findings or having regard to its decision on any of the findings of any Inquiring
Authority appointed by it, is of the opinion that any of the penalties specified in clause
(b) to (d) of rule 27.1 (ii) should be imposed on the employee, that Authority shall
forward the records of the inquiry to such Disciplinary Authority as is competent to
impose the last mentioned penalties.

29.0. Procedure for imposing Major Penalties

29.1. No order imposing any of the major penalties specified in rule 27 shall be made except
after an inquiry is held in accordance with this rule.

29.2. Whenever the Disciplinary Authority is of the opinion that there are grounds for inquiry
into the truth of any imputation of misconduct or misbehaviour against an employee, it
may itself inquire into, or appoint any person or a committee (hereinafter called the
Inquiring Authority) to inquire into the truth thereof.

29.3. Where it is proposed to hold an inquiry against an employee under these rules, the
Disciplinary Authority shall draw up or cause to draw up –

(a) the substance of imputations of misconduct or misbehaviour into definite and

distinct articles of charge;
(b) a statement of imputations of misconduct or misbehaviour in support of each article
of charge which shall contain –
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 (i) a statement of all relevant facts including any admission or confession made by
the employee;
(ii) a list of documents by which, and a list of witnesses by whom, the articles of
charge are proposed to be sustained.

Note

The articles of charge, the statement of imputations and the covering memorandum
should be prepared in Form-VIIA (annexed).

Explanation

It will not be necessary to show the documents listed with the charge sheet or any other
document to the employee at this stage.

29.4. On receipt of the written statement of the employee, or if no such statement is received
within the time specified, an inquiry may be held by the Disciplinary Authority itself,
or by any other officer or a committee appointed as an Inquiring Authority under rule
29.2.

Provided that it may not be necessary to hold an inquiry in respect of the charges
admitted by the employee in his written statement. The Disciplinary Authority shall,
however, record its findings on each such charge.

29.5. Where the Disciplinary Authority itself inquires or appoints an Inquiring Authority for
holding an inquiry, it may, by an order appoint an officer(s) of the Company or any
public servant to be known as the Presenting Officer to present on its behalf the case in
support of the articles of charge.

29.6. The Disciplinary Authority shall where it is not the Inquiring Authority, forward to the
Inquiring Authority –

(i) a copy of the articles of charge and the statement of imputation of misconduct or
misbehaviour;
(ii) a copy of the written statement of defence, if any, submitted by the employee;
(iii) a copy of the statements of witness, if any, referred to in rule 29.3;
(iv) evidence providing the delivery of documents referred to in rule 29.3 to the
employee;
(v) a copy of the order appointing the Presenting Officer.

29.7. On the date fixed by the Inquiring Authority, the employee shall appear before the
Inquiring Authority, at the time, place and date specified in the notice. The Inquiring
Authority shall ask the employee whether he pleads guilty or had any defence to make
and if he pleads guilty to any of the articles of charge, the Inquiring Authority shall
record the plea, sign the record and obtain the signature of the employee concerned
thereon. The Inquiring Authority shall return a finding of guilt in respect of
those articles of charge to which the employee concerned pleads guilty.

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29.8. The employee may take the assistance of any other employee posted at his Head
Quarter/Station or the station where the inquiry is held to present the case on his behalf
but may not engage a legal practitioner for the purpose.

29.9. If the employee does not plead guilty, the Inquiring Authority shall adjourn the case to
a later date not exceeding thirty days, after recording an order that the employee may,
for the purpose of preparing his defence -

(i) inspect the documents listed with the charge sheet;

(ii) submit a list of additional documents and witnesses that he wants to examine; and
(iii) be supplied with the copies of the statements of witnesses, if any, listen in the
charge sheet.
Note

Relevancy of the additional documents and the witnesses referred to in sub- rule 29.9
above will have to be given by the employee concerned and the documents and the
witnesses shall be summoned if the Inquiring Authority is satisfied about their relevance
to the charges under inquiry.

29.10. The Inquiring Authority shall ask the authority in whose custody or possession the
documents are kept, for the production of the documents on such date as may be
specified.

29.11. The Authority in whose custody or possession the requisitioned documents are, shall
arrange to produce the same before the Inquiring Authority on the date, place and time
specified in the requisition notice.

Provided that the Authority having the custody or possession of the requisitioned
documents may claim privilege if the production of such documents will be against the
interest of the company. In that event, it shall inform the Inquiring Authority
accordingly.
29.12. On the date fixed for the inquiry, the oral and documentary evidence by which the
articles of charge are proposed to be proved shall be produced by or on behalf of the
Disciplinary Authority. The witness shall be examined by or on behalf of the Presenting
Officer and may be cross-examined by or on behalf of the employee. The Presenting
Officer shall be entitled to re-examine the witness on any points on which they have
been cross-examined, but not on a new matter, without the leave of the Inquiring
Authority. The Inquiring Authority may also put such questions to the witnesses as it
thinks fit.

29.13. Before the close of the prosecution case, the Inquiring Authority may, in its discretion,
allow the Presenting Officer to produce evidence not included in the charge sheet or
may itself call for new evidence or recall or re-examine any witness. In such case the
employee shall be given opportunity to inspect the documentary evidence before it is
taken on record or to cross-examine a witness, who has been so summoned.

29.14. When the case for the Disciplinary Authority is closed, the employee may be required
to state his defence orally or in writing, as he may prefer. If the defence is made orally,
it shall be recorded and the employee shall be required to sign the record. In either case

P a g e | 272
 a copy of the statement of defence shall be given to the Presenting Officer, if any
appointed.

29.15. The evidence on behalf of the employee shall then be produced. The employee may
examine himself in his own behalf if he so prefers. The witness produced by the
employee shall then be examined and shall be liable to cross-examination by the
presenting officers, re-examination by the employee and examination by the Inquiring
Authority according to provision applicable to the witnesses for the Disciplinary
Authority.

29.16. The Inquiring Authority may, after the employee closes his case, and shall, if the
employee has not examined himself generally question him on the circumstances
appearing against him in the evidence for the purpose of enabling the employee to
explain any circumstances appearing in the evidence against him

29.17. The inquiring Authority may after completion of the production of evidence, hear the
presenting officer, if any, appointed, and the employee, or permit them to file written
briefs of their respective cases, if they so desire.

29.18. If the employee does not submit the written statement of defence referred to in sub-rule
3 on or before the date specified for the purpose or does not appear in person or through
the Assisting Officer or otherwise fails or refuses to comply with any of the provisions
of these rules, the Inquiring Authority may hold the enquiry exparte.

29.19. Whenever any Inquiring Authority, after having heard and recorded the whole or any
part of the evidence in an inquiry ceases to exercise jurisdiction to therein, and is
succeeded by another Inquiring Authority which has and which exercises, such
jurisdiction, the Inquiring Authority so succeeding may act on the evidence so recorded
by its predecessor and partly by itself.

Provided that if the succeeding Inquiring Authority is of the opinion that further
examination of any of the witnesses whose evidence has already been recorded is
necessary in the interest of justice, it may recall, examine, cross-examine and re-
examine and such witnesses as herein before provided.
29.20. After the conclusion of the inquiry, report shall be prepared and it shall contain –

(i)
(a) a gist of the articles of charge and the statement of the imputations of misconduct
or misbehaviour;
(b) a gist of the defence of the employee in respect of each article of charge;
(c) an assessment of the evidence in respect of each article of charge; and
(d) the findings on each article of charge and the reasons therefor.

Explanation

If in the opinion the Inquiring Authority the proceedings of the inquiry establish any
article of charge different from the original articles of the charge, it may record its
findings on such article of charge. Provided that the findings on such article of charge
shall not be recorded unless the employee has either admitted the facts on which such

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 article of charge is based or has had a reasonable opportunity of defending himself
against such article of charge.

(ii) The Inquiring Authority, where is not itself the Disciplinary Authority, shall forward
to the Disciplinary Authority the records of inquiry which shall include –

(a) the report of the inquiry prepared by it under sub-clause (i) above;
(b) the written statement of defence, if any, submitted by the employee referred to in
sub-rule 29.14;
(c) the oral and documentary evidence produced in the course of the inquiry;
(d) written brief referred to in sub-rule 29.17 if any; and
(e) (the orders, if any, made by the Disciplinary Authority and the Inquiring
Authority in regard to the inquiry.

30.0. Action on the Inquiry Report

30.1. The Disciplinary Authority, if it is different from the Inquiring Authority shall, before
making a final order in the case, forward a copy of the inquiry report to the employee
concerned with the following endorsement –

"The report of the Inquiry Officer is enclosed. The Disciplinary Authority will take a
suitable decision after considering the report. If you wish to make any representation or
submission, you may do so in writing to the Disciplinary Authority within 15 days of
the receipt of this letter."

30.2. On receipt of the reply of the employee, or if no reply is received within the time
allowed, the Disciplinary Authority will examine the report and the records of the
inquiry including the reply received from the employee, if any, and will record its
findings in respect of each article of charge saying whether, in its opinion, it stands
proved or not.

30.3. If the Disciplinary Authority disagrees with the findings of the Inquiring Authority on
any article of charge, it will, while recording its own findings, also record the reasons
for its disagreement.

30.4. If the Disciplinary Authority considers that a clear finding is not possible or that there
is any defect in the inquiry, the Disciplinary Authority may, for reasons to be recorded
in writing, remit the case to the Inquiring Authority for further inquiry and report. The
Inquiring Authority will, there upon, proceed to hold the further inquiry according to
the provisions of rule 29.3 as far as may be.

30.5. If the Disciplinary Authority having regard to its findings on all or any of the articles of
charge, is of the opinion that any of the penalties specified in rule 27 should be imposed
on the employee it shall notwithstanding anything contained in rule 31 make an order
imposing such penalty, subject to the provision of the schedule.

30.6. If the Disciplinary Authority having regard to its findings on all or any of the articles of
charge, is of the opinion that no penalty is called for, it may pass an order exonerating
the employee concerned.

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31.0. Procedure for imposing minor penalties
31.1. Where it is proposed to impose any of the minor penalties specified in rule 27, the
employee concerned shall be informed in writing of the imputations of misconduct or
misbehaviour against him and given an opportunity to submit his written statement of
defence within a specified period not exceeding 15 days.

The defence statement, if any submitted by the employee shall be taken into
consideration by the Disciplinary Authority before passing orders.

Note

The memorandum of charges for minor penalties should be issued in Form VIIB
(annexed).

31.2. The record of the proceedings shall include –

(i) a copy of the statement of imputations of misconduct or misbehavior delivered to

the employee;
(ii) his defence statement, if any; and
(iii) the orders of the Disciplinary Authority together with the reasons therefor.

32.0. Communication of orders

32.1. Orders made by the Disciplinary Authority under rule 29 or rule 31 shall be
communicated to the employee concerned.

33.0. Common proceedings

33.1. Where two or more employees are concerned in a case, the Authority competent to
impose a major penalty on all such employees may make an order directing that
disciplinary proceedings against all of them may be taken in a common proceedings and
the specified Authority may function as the Disciplinary Authority for the purpose of
such common proceedings.

34.0. Special procedure in certain cases

34.1. Notwithstanding anything contained in rule 29 or 30 or 31 the Disciplinary Authority
may impose any of the penalties specified in rule 27 in any of the following
circumstances-

(i) where the employee has been convicted on a criminal charge, or on the strength of
facts or conclusions arrived at by a judicial trial; or
(ii) where the Disciplinary Authority is satisfied for reasons to be recorded by it in
writing that it is not reasonably practicable to hold an inquiry in the manner
provided in these rules; or
(iii) where the Disciplinary Authority is satisfied that in the interest of the security of
the Company, it is not expedient to hold any inquiry in the manner provided in
these rules.

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 Provided that the employee may be given an opportunity of making a representation to
the penalty proposed to be imposed before any order is made under clause (i) above.

34.2. Disciplinary proceeding, if instituted while the employee was in service whether before
his retirement or during his re-employment shall, after the final retirement of the
employee, be deemed to be proceeding and shall be continued and concluded by the
authority by which it was commenced in the same manner as if the employee had
continued in service.

34.3. During the pendency of the disciplinary proceedings, the Disciplinary Authority may
withhold payment of gratuity, for ordering the recovery from gratuity of the whole or
part of any pecuniary loss caused to the company if have been guilty of offences/
misconduct as mentioned in Sub-section (6) of Section 4 of the Payment of Gratuity
Act, 1972 or to have caused pecuniary loss to the company by misconduct or negligence,
during his service including service rendered on deputation or on re-employment after
retirement. However, the provisions of Section 7(3) and 7 (3A) of the Payment of
Gratuity Act, 1972 should be kept in view in the event of delayed payment, in the case
the employee is fully exonerated.

Explanation [10]

RESOLVED THAT if an employee has been issued a charge sheet with the offences /
misconduct on the grounds other than the cases as mentioned in Sub-section (6) of
Section 4 of The Payment of Gratuity Act, 1972 & the disciplinary proceeding is
pending against the employee on the date of his superannuation, his gratuity is to be
released by the Competent Authority. However, if the charge sheet has been issued for
the offences/ misconduct as mentioned in Sub -section (6) of Section 4 of the Payment
of Gratuity, Act 1972, the amount as mentioned in the charge sheet can only be withheld
from the gratuity.

35.0. Employees on deputation from the central government or the state

government etc.
35.1. Where an order of suspension is made or disciplinary proceeding is taken against an
employee, who is on deputation to the Company from the Central or State Government,
or another Public Undertaking, or a Local Authority, the Authority lending his services
(hereafter referred to as the `Lending Authority') shall forthwith be informed of the
circumstances leading to the order of his suspension, or the commencement of the
disciplinary proceedings as the case may be.

35.2. In the light of the findings in the disciplinary proceeding taken against the employee-

(a) If the Disciplinary Authority is of the opinion that any of the minor penalties should
be imposed on him, it may pass such orders on the case as it deems necessary after
consultation with the Lending Authority, Provided that in the event of a difference
of opinion between the Disciplinary and the Lending authority, service of the
employee shall be placed at the disposal of the Lending Authority.

10
Incorporated vide OO No.CIL/C5A(PC)/CDA/58 dated 08.09.2011.
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(b) If the Disciplinary Authority is of the opinion that any of the major penalties should
be imposed on him it should replace his service at the disposal of the Lending
Authority and transmit to it the proceedings of the inquiry for such action as it deems
necessary.

(c) If the employee submits an appeal against an order imposing a minor penalty on him
under sub-rule 35.2 (a) it will be disposed of after consultation with the Lending
Authority provided that if there is a difference of opinion between the Appellate
Authority and the Lending Authority, the services of the employee shall be placed
at the disposal of the Lending Authority and the proceedings of the case shall be
transmitted to that authority for such action as it deems necessary.

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 Chapter-V
Appeals

36.0. An employee may appeal against an order imposing upon him any of the penalties
specified in rule 27 or against the order of suspension referred to in rule 24. The appeal
shall be to the authority specified in column 5 of the schedule.
36.1. An appeal shall be preferred within one month from the date of communication of the
order appealed against. The appeal shall be presented to the Authority specified in the
schedule to whom the appeal lies, a copy being forwarded by the appellant to the
Authority which made the order appealed against. The latter Authority, on receipt of the
copy of the appeal, shall forward the same together with its comments and the records
of the case to the Appellate Authority within 15 days without waiting for any direction
from the Appellate Authority. The Appellate Authority shall consider whether the
findings are justified or whether the penalty is excessive or inadequate and pass
appropriate orders within three months of the date of appeal. The Appellate Authority
may pass order confirming, enhancing, reducing or setting aside the penalty or remitting
the case to the Authority which imposed the penalty or to any other Authority with such
direction as it may deem fit in the circumstances of the case.

Provided that if the enhanced penalty which the Appellate Authority proposes to impose
is a major penalty specified in rule 27 and an inquiry as provided in rule 29 has not
already been held in the case, the Appellate Authority shall direct that such an inquiry
be held in accordance with the provisions of rule 29 and thereafter consider the record
of the enquiry and pass such orders as it may deem proper. If the Appellate Authority
decides to enhance the punishment but an inquiry has already been held as provided in
rule 29, the Appellate Authority shall give a show-cause notice to the employee as to
why the enhanced penalty should not be imposed upon him. The Appellate Authority
shall pass final order after taking into account the representation, if any, submitted by
the employee.

36.2. Such appeals, wherein the same individual who was Disciplinary Authority and later on
became the Appellate Authority in the same disciplinary case within the provision under
Sl.No. 2 (b), 2(c)(i), 3(a) and 3(c) of the Schedule under Rule 27.0 of CDA Rules 1978,
shall be disposed off by the Sub-Committee of CIL Board consisting of Director
(Finance), CIL, Director (Technical), CIL & Director (P&IR) of CIL.[11]

36.3. In case where Memorandum of disciplinary proceedings and/ or penalty order appealed
against was issued by the Disciplinary Authority who later on became Functional
Director, CIL and Appellate Authority and/ or the Chairman-cum-Managing Director
of the concerned Company and Appellate Authority within the provision under Serial
No.2(b) (where Disciplinary Authority is HOD of CIL(Hqrs.), 2(c)(ii) and Serial No.
3(b) respectively of the schedule under Rule 27.0, such appeal shall be decided by the
Chairman-cum-Managing Director of Coal India Limited. [12]

11
Incorporated vide OM No. CIL/C-5A(vi)/50774/CDA/1342 dated 19.01.2010 and subsequently amended
vide OM No. CIL/C-5A(vi)/50774/CDA/1343 dated 21.01.2010.
12
Incorporated vide OM No. CIL/C-5A(vi)/50774/CDA/1472 dated 07/15.07.2010.
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37.0. Review
37.1. Notwithstanding anything contained in these rules, the Appellate Authority as specified
in the schedule may call for the record of the case within twelve months[13] of the date
of the final order and after reviewing the case pass such orders thereon as it may deem
fit.

Provided that if the enhanced penalty, which the Appellate Authority proposes to
impose, is a major penalty specified in rule 27 and an enquiry as provided under rule 29
has not already been held in the case, the Appellate Authority, shall direct that such an
inquiry be held in accordance with the provisions of rule 29 and thereafter consider the
record of the inquiry and pass such orders as it may deem proper. If the Appellate
Authority decides to enhance the punishment but an inquiry has already been held in
accordance with the provisions of rule 29 the Appellate Authority shall give show cause
notice to the employee as to why the enhanced penalty should not be imposed upon him.
The Appellate Authority shall pass final order taking into account the representation, if
any, submitted by employee.

The Coal India Limited, Board of Directors may at any time call for the records of any
inquiry, review any order and pass necessary order, as it may deem fit.

Note:[13]

Board constituted a Committee to be chaired by Director (P&IR), CIL with Director

(Finance), CIL and Director (Technical) as members to process those cases which are
beyond 12 months of date of final order for placing before the Board with the approval
of the Chairman, CIL.

38.0. Services of orders, notices etc.

38.1. Every order, notice and other process made or issued under these rules shall be served
in person on the employee concerned or communicated to him by registered post at his
last known address.

39.0. Power to relax time-limit and to condone delay

39.1. Save as otherwise expressly provided in these rules, the Authority competent under
these rules to make any order may, for good and sufficient reasons or if sufficient cause
is shown, extend the time specified in these rules for anything required to be done under
these rules or condone any delay.
40.0. Saving
40.1. Nothing in these rules shall be construed as depriving any person to whom these rules
apply, of any right of appeal or right of procedure or rule which had accrued to him
under the procedure rules, which have been superseded by these rules.

13
Amended the time limit of Review and constituted a Committee for processing the Review cases vide
OM No. CIL/C5A(PC)/CDA/2275 Dated 07.09.2017.
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40.2. An appeal pending at the commencement of these rules against an order made before
the commencement of these rules, shall be considered and orders thereon shall be made
in accordance with these rules.

40.3. The proceedings pending at the commencement of these rules shall be continued and
disposed, as far as may be, in accordance with the provisions of these rules, as if such
proceedings under these rules.

40.4. Any misconduct etc. committed prior to the issue of these rules which was a misconduct
under the superseded rules shall be deemed to misconduct under these rules.

41.0. Removal of Doubts

41.1. Where a doubt arises as to the interpretation of any of these rules, the matter shall be
referred to the Board of Directors of Coal India Limited for final decision.

42.0. Amendments
42.1. The Coal India Limited Board may amend, modify or add to these rules, from time to
time and all such amendments, modifications or additions shall take effect from the date
stated therein.

43.0. Repeal
These rules supersede all the existing rules in respect of Conduct, Discipline and Appeal
Rules concerning executive cadre employees of Coal India Limited and its subsidiaries.
Such rules include –

(i) Conduct and Discipline Rules of BCCL, 1972;

(ii) Conduct and Discipline Rules of BCCL, 1972 made applicable to executive cadre
employees of CMAL and its subsidiaries; and
(iii) National Coal Development Corporation Limited Services Conduct and Discipline
Rules.

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References

1 Bharat Coking Coal Services (Conduct and Discipline) Rules, 1972.

2 Coal India Executives’ Conduct, Discipline and Appeal Rules 1978 –

3rd edition with amendments upto April, 2000.
3 OM No. CIL/C-5A(vi)/50774/CDA/225 dated 14/16.12.2004
4 OM No. CIL/C-5A(vi)/50774/CDA/268 dated 22.02.2005

5 OM No. CIL/C5A(vi)/50774/CDA/100 dated 09.08.2005.

6 OM No. CIL/C-5A(vi)/50774/CDA/184 dated 23.11.2005.

7 OM No. CIL/C-5A(vi)/005/35/1210 dated 02/07.05.2009.

8 OM No. CIL/C-5A(vi)/50774/CDA/1342 dated 19.01.2010

9 OM No. CIL/C-5A(vi)/50774/CDA/1343 dated 21.01.2010.

10 OM No. CIL/C-5A(vi)/50774/CDA/1472 dated 07/15.07.2010.

11 OO No. CIL/C5A(PC)/CDA/58 dated 08.09.2011.

12 OM No. CIL/C-5A(PC)/CDA/50 dated 20.02.2014.

13 OM No. CIL/C5A(v)/CRC/CDA/11 dated 02.04.2014.

14 OM No. CIL/C5A(PC)/CDA/2275 Dated 07.09.2017.

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 Scheme for imparting practical training to the
students who have passed the Executive/
Professional Programme of Institute of Company
Secretaries of India (ICSI)

Table of Contents

1.0 Scope of work of the students 306

2.0 Registration 306

3.0 Selection of the students 306

4.0 Stipend 306

5.0 Accommodation 307

6.0 Working Hours and Terms and condition 307

7.0 Execution of Training Deed 307

8.0 Interpretation 307

9.0 Savings 308

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 Scheme for imparting practical training to the students who
have passed Executive/ Professional Programme of Institute of
Company Secretaries of India (ICSI) [1]
The Board of Directors of CIL in their 255th Meeting held on 17th March, 2010 at New
Delhi, has approved the scheme for imparting practical training to the students who have
passed the final examination of ICSI, which is given below:

1.0. Scope of work of the students[2]

The Students after passing Executive/ Professional Programme of ICSI will be under
training for the following period on whole time basis:

For Students who have passed Executive Programme 2 years

For Students who have passed Professional Programme 1 year

They shall provide services in the various fields viz (i) liaison with offices of the
RoC for filing various e-forms/ returns (ii) assisting in organizing Board meetings/
Annual General Meetings/ Extra-ordinary General Meetings (iii) assisting court
cases relating to arbitration matters, etc. (iv) assisting in the matter of
disinvestments/ IPOs (v) assisting in various other Secretarial and Legal matters (vi)
assisting in formation of Joint Venture/ Subsidiary Companies.

2.0. Registration

Coal India Limited/Subsidiaries will be registered with Institute of Company

Secretaries of India for imparting training to the students.

3.0. Selection of the students[2]

CIL shall impart training to not more than four students in 2:2 ratio for Executive &
Professional qualified students and each of the Subsidiaries shall impart training to
not more than three students in 2:1 ratio for Executive & Professional qualified
students at a time. Students for imparting practical training at their level will be
selected by the concerned CIL/ Subsidiary Company based on their suitability,
aptitude & requirement and on selection, they will be placed in CIL/ Subsidiary
Companies concerned.

4.0. Stipend[2]
The students are eligible for a monthly stipend during their entire period of training
as under:

1
Approved by CIL Board in its 255 th meeting held on 17.03.2010. Communicated vide OO No. CIL/C-
5A(i)/50210/Co.Secy/186 dated 02.08.2010. Name of the Scheme amended vide OM No.
CIL/C5A(PC)/Company Secretary/282 dated 23.10.2019.
2
Amended vide OM No. CIL/C5A(PC)/Company Secretary/282 dated 23.10.2019.
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 For Students who have passed Executive Programme ₹10,000/-*
For Students who have passed Professional Programme ₹12,000/-

*The stipend of ₹10,000/- is to be increased to ₹12,000/- on passing the Professional

Programme during the training period from the date of passing the Professional
Programme.

5.0. Accommodation
Bachelor Accommodation shall be provided to the students if available. No charge
shall be levied for such accommodation.

6.0. Working Hours and Terms and condition

a) The students shall be entitled to one-day leave for every 20 days excluding
normal rest day and holidays.
b) The students availing leave in excess of their leave which they are entitled,
shall be required to undergo training for a further period equivalent to excess
leave taken by them.
c) They shall agree to stay beyond normal working hours whenever required and
for this no extra stipend will be paid to them.
d) Unauthorized absence for consecutive 10 days will disqualify them for
imparting further training.
e) They shall also maintain absolute integrity and maintain the secrecy of the
documents they come across during the course of training.
f) They shall not share any information without prior approval of Management.

7.0. Execution of Training Deed

In terms of training scheme of the Institute, a student is required to execute a bond
(to be furnished by the Legal Deptt) with the organization that the trainees shall have
no claim whatsoever of any kind of employment with the employer either in the
intervening period or completion of training period.

8.0. Interpretation [3]

In case of any doubt in interpretation of any of the provisions of this Scheme, the
clarification/ interpretation of the Director (P&IR), CIL will be final and binding.

9.0. Savings[3]
Chairman, CIL reserves the right to relax, alter, amend or withdraw partly or fully
any of the provisions of this Scheme on administrative grounds or other expedient
grounds in the interest of the Company for the reasons to be recorded in writing.

3
Incorporated vide OM No. CIL/C5A(PC)/Company Secretary/282 dated 23.10.2019.
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References

1 OO No. CIL/C-5A(i)/50210:Co.secy:/186 dated 02.08.2010

2 OM No. CIL/C5A(PC)/Company Secretary/282 dated 23.10.2019.

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 Conveyance Advance Rules

Table of Contents

1.0 Scope & Applicability 310

2.0 Amount 310

3.0 Essentiality Certificate 310

4.0 Grant of second advance 311

5.0 Purchase before sanction of advance 311

6.0 Certificate of Availability of Funds 311

7.0 Sanctioning Authority 311

8.0 Sanction of the Advance 311

9.0 Procedure and conditions for drawal of advance 311

10.0 Repayment of advance 313

11.0 Interest 313

12.0 Sale and transfer of the Conveyance 313

13.0 Intimation regarding purchase of vehicle 314

14.0 Liability on accidents/mishaps 314

15.0 Status of applications 314

16.0 Annexures 315

References 323

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 Conveyance Advance Rules [1]
1.0. Scope and applicability [2]
1. The scheme to provide advance for the purchase of motor car, motor cycle,
scooter/moped is admissible to all Board level & below Board level executives
of CIL and its subsidiaries.

2. Advance under this scheme will be granted to Management Trainees on

regular appointment after completion of initial probation of one year.

3. Advance under this scheme is not admissible to deputationist.

4. Advance under this scheme will not be claimed as a matter of right. Operation
of this scheme and grant of advance will be at the discretion of the
management.

2.0. Amount [2]

Grant of an advance for the first time for purchase of a conveyance shall be limited
to the following ceiling or actual cost, whichever is less:

Vehicle Maximum Advance Mode of Recovery

(Principal + Interest)

Motor Car Limited to equivalent of 10 In not more than 100 equal

months’ salary of the monthly installments with
executive (Basic +DA) or cost an option to pay more than
of the vehicle, whichever is one instalment in a month
less.

Motor Limited to Rs. 80,000 or actual In not more than 72 equal

Cycle/Scooter/Moped cost of the vehicle, whichever monthly installments with
is less. an option to pay more than
one instalment in a month

3.0. Essentiality Certificate

It should be certified by the Controlling Officer that the purchase of a Car by the
Company’s Officer is necessary for the efficient discharge of his official duties,
unless the purchase of the conveyance is necessary under the explicit orders of the
Company as a condition of service in the particular case or as a condition of holding
a particular post.

1
Amendments upto 12.05.1989 was communicated in a book form.
2
Amended vide OO No. CIL/C-5A(PC)/Conveyance/2184 dated 30.06.2017.
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4.0. Grant of Second Advance
A second advance for the replacement of the old car purchased with an advance
from the company can be sanctioned only after the previous advance with interest
has been fully repaid. A second advance is not to be reduced by the sale proceeds of
the first car. For the second advance the essential certificate regarding the purchase
of the car being in the interest of company is not necessary.

5.0. Purchase Before Sanction of Advance

An advance may be given for repaying a short private loan taken for purchase of a
car, provided that:

(i) The conveyance is purchased after applying for the advance and
(ii) The conveyance is purchased within three months of applying for the advance.

Note: The advance will not be admissible if the conveyance has already been
purchase before the application for the grant of the advance

6.0. Certificate of Availability of funds

Before the advance is sanctioned a separate reference should be made to the

Controller of Accounts to certify that funds are available for grant of the advance.

7.0. Sanctioning Authority [3]

The Functional Directors of CIL and its subsidiaries are authorized to approve the
advance after satisfying themselves that the employee has the capacity to repay the
same in the stipulated period.

8.0. Sanction of Advance

The sanction should be issued after the Controller of Accounts has certified
regarding the availability of funds. The sanction should interalia, mention the:

(a) Amount and purpose

(b) Mode of repayment and interest (see below)
(c) Agreement, mortgage and insurance (see below)
(d) Reference to certification of funds by the Controller of Accounts

9.0. Procedure and conditions for the drawal of the advance

(i) Agreement

Before the bill for the amount of advance is prepared, the Company Officer will
have to sign an agreement with the company in the prescribed form.

3
Amended vide OO No. CIL/C-5A(PC)/Conveyance/2184 dated 30.06.2017.
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(ii) Bill of the advance

After the agreement in the prescribed form has been signed, the bill for the
advance is to be prepared on receipt of the authority from the Controller of
Accounts and a certificate is given on the bill that the agreement in the prescribed
form has been duly signed by the Company’s Officer and is in order. This
certificate should be signed by the Head of the Department. The Company
Officer should also certify on the bill that the advance is not being drawn for
conveyance which has already been purchased and paid for before the
application for the advance and that the advance claimed in the bill is not more
than the minimum amount required to meet the balance of the price of the
conveyance has been paid for in part.

(iii)Mortgage bond

The vehicle should be purchased within a month of the date of drawal of the
advance and it should be mortgaged to the company in the prescribed form.

The bond is then to be signed by the applicant and witnessed. The mortgage
bond should be sent to the Controller of Accounts for scrutiny and return. It will
then be kept in safe custody of the sanctioning authority till the whole amount
of the advance together with interest has been repaid to the company.

A certificate will then be obtained from the Controller of Accounts as to the

complete repayment of advance plus interest. The bond will then be cancelled
and returned to the Company Office. The insurance company should also be
informed about the cancellation of the bond.

(iv)Insurance

(a) While any amount remains to be repaid to the company the conveyance must
be insured against the full loss by fire, theft, or accident. It should be
comprehensive insurance and not merely insurance covering third party risk.

(b) Under the Motor Vehicle Act all the vehicles must be insured as soon as they
are on the road. Hence, insurance must be effective as soon as the purchase
is made.

(c) The amount for which the conveyance is insured during any period should
not be less than the outstanding balance of the advance accrued at the
beginning of that period. The insurance should be renewed from time to time
until the amount due is completely repaid. If the amount of the insurance is
less than the balance of the advance plus interest, the difference will be
recovered from the Company Officer in three installments thus reducing the
outstanding advance. After the full repayment of the advance with interest,
the Company Officer if he desires may take out insurance covering third
party risk only.

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 (d) The Company Officer will write a letter to the insurance company through
the Controller of Accounts. The Controller of Accounts will keep a watch
on the payment of insurance premia as per his endorsement on the letter.

10.0. Repayment of advance

(i) The advance for the purchase of the Car should be repaid in not more than 100
equal monthly installments and a Motor Cycle/Scooter and Moped advance in
not more than seventy two and six equal monthly installments (of whole rupees,
fractions being recovered in the last installment) plus additional installments for
interest each such installment being not appreciably greater than the installment
by which the principal was recovered.

(ii) The repayment may be made in lesser number of installments if so desired by

the Company Officer.

(iii)The amount to be recovered monthly will not be affected by the fact of the
borrowing company officer going on leave, or being put under suspension. But
the sanctioning authority may, in exceptional cases order reduction in the
amount of one or more installments (falling due during leave or suspension)
provided that the whole amount due is completely recovered within the period
originally fixed (80/60 months or less). This will have to be done by increasing
the amount of subsequent installments.

(iv)The recovery of the amount will start from the first pay drawn after the
withdrawal of advance.

11.0. Interest Rate: [4]

The interest would be charged at the rates applicable to Central Government

employees as prescribed by Ministry of Finance, Government of India from time to
time.

12.0. Sale and transfer of the conveyance before complete repayment of

advance

(i) Specific approval of the sanctioning authority for the sale of the conveyance
while any amount in respect of the advance still remains due to the company.
The sale proceeds will be applied first to repay the balance of the advance
interest thereon.
(ii) Sanction may be given by the Functional Directors and the Divisional Managing
Directors to the sale and transfer of the conveyance to another Company Officer
who performs the duties of a kind which renders the possession of a conveyance
necessary, provided that the latter Company Officer records a declaration that
the conveyance transferred to him remains subject to the mortgage bond and that

4
Amended vide OO No. CIL/C-5A(PC)/Conveyance/2184 dated 30.06.2017.
P a g e | 313
 he is bound by its terms and provisions. A copy of the declaration will be sent
to the Controller of Accounts.

13.0. Intimation regarding purchase of vehicle [5]

The executive shall, within one month of payment of advance, intimate regarding
purchase of the vehicle.

14.0. Liability on accidents/mishaps [5]

Use of vehicle will be the sole responsibility of the borrower. The company is not
liable, directly or vicariously or partly, to any litigation or claims arising out of any
accident or mishaps or loss to the borrower and/or to any other party. The borrower
will submit an undertaking to this effect at the time of hypothecation.

15.0. Status of Applications [5]

All application should be decided in a time bound manner within 15 working days
and the status are to be updated in the company’s website for information of the
applicants.

5
Incorporated vide OO No. CIL/C-5A(PC)/Conveyance/2184 dated 30.06.2017.
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 Annexure-I

APPLICATION FOR ADVANCE FOR THE PURCHASE OF

______________________

1 Name of the applicant (in block letters)

2 Designation
3 Colliery/group/Area/Office to which attached
4 Pay (Basic pay)
5 Amount of advance asked for
6 Anticipated price of the motor car/ motor cycle/ scooter
7 Number of installments in which the advance is desired to
be repaid

8 Whether advance for the purchase of any conveyance was

obtained previously, and if so;

a) Date of drawal of the advance

b) The amount of advance and/ or interest hereon still
outstanding, if any
9 Whether the intention is to purchase

a) A new or an old motor car/ motor cycle/ scooter

b) If the intention is to purchase motor car/motor
cycle/scooter 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 the Conduct Rules
10 Whether the applicant is on leave or is about to proceed on
leave

a) The date of commencement of leave

and
b) The date of expiry of leave

11 Are any negotiation or preliminary enquiries being made so

that delivery may be taken of the Motor Car/Motor
Cycle/scooter within one month from the date of drawal of
advance?

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12 a) Certified that the information given above is
complete and true
b) Certified that I have taken delivery of the Moto
car/Motor Cycle/Scooter on account of which I am
applying for the advance, or that I shall complete
negotiations for the purchase of, pay finally and take
possession of the Motor Car/Motor cycle/Scooter
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 delivery of it.

Applicant’s Signature
Date……………………………

__________________________________________________________________
__________
** Strike out whichever is not applicable

Certified that purchase of a ……………………………………………………..by the

applicant is necessary for the efficient discharge of his duties.

Controlling Officer
Sanctioned
Sanctioning Authority
Budget Certificate
Budget Officer

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 Annexure-II

FORM OF BOND FOR ADVANCE FOR THE PURCHASE OF MOTOR

VEHICLE

This agreement made this …………………. day of the month …………… in the year
……………………………………………… between …………………………………...
………… S/O …………………………………… an employee of Coal India Limited as
an …………………………………… hereinafter called the ‘Borrower and
……………………………………. S/O ………………………………..………………
Resident of ……………………………….. hereinafter called the “surety of the Borrower
(which expressions shall unless excluded by or repugnant to the context be deemed to
include all their heirs, assigns and executors) of the one part and the Coal India Limited
hereinafter called the “Company” of the other party. Whereas the Borrower had applied
and had been granted an advance of Rs …………………..
(Rupees…………………..……………………………………..) for the purchase of a
Motor Car/ Motor Cycle/ scooter in accordance with the rules of the Company presently
in force or to be subsequently amended and severally agree to confirm and abide by the
following terms and conditions;

1. That the payment of the above said amount will made by monthly installments of
Rs………................………………out of the monthly pay and remuneration of the
borrower and the Company will be entitled to deduct the same out of his salary.

2. That the said amount of Rs………………………………… shall carry interest at

…………….………per annum.

3. That immediately after purchase of the motor vehicle, the Borrower shall get it insured
against full loss by fire, theft or accident with a Recognized Insurance Company and will
also write a letter in the prescribed form to the Insurance Company as required by the
Rules of the Company.

4. That the Borrower shall also execute a hypothecation bond, with respect to the Motor
Vehicle purchased by the Borrower, on the prescribed form as required by the Rules of
the Company.

5. That if the Borrower leaves the service of the Company or his services are terminated for
any reason whatsoever, before completes payment and realization of the whole amount
advanced and interest thereon, the company will be entitled to realize the amount due from
the Borrower and his surety jointly and severally.

6. That the Borrower undertakes to confirm strictly to the terms of this bond and
further agrees that in case of violation of any of the terms aforesaid, the company will be
P a g e | 317
entitled to realize the entire amount together with interest due from the Borrower and his
surety jointly or severally.

In witness whereof the said Borrower and his Surety hath hereunto put their hands this
................
……………………. day of the month of ……………………….. in the year aforesaid
at..............
…………………………………………………

Signed by the said Borrower

at………………………………………… …………………………………………..

In the presence of: (Full Signature of the Borrower)

Ist witness ……………………………….. Address…………………………………..
Occupation……………………………….

2nd witness ………………………………..

Address…………………………………...
Occupation………………………………..

Signed by Shri …………………………… …………………………………………

……… For and on behalf of the Company
At…………………………………………. For and on behalf of the Coal India limited

In the presence of:

Ist witness ……………………………….. Address…………………………………..
Occupation……………………………….

2nd witness ………………………………..

Address…………………………………...
Occupation………………………………..

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 Annexure-III

FORM OF LETTER TO BE WRITTEN TO THE INSURANCE COMPANY

INTIMATING THAT COAL INDIA LIMITED IS INTERESTED IN THE
POLICY.

From:
………………………………..
………………………………..
……………………………….

To:
……………………………….
……………………………….
……………………………….

(Through the)

Dear Sir,

I beg to inform you that Coal India Limited is interested in the Motor car/ Motor Cycle/
Scooter Insurance Policy………………secured in your company and to request that you
will kindly insert a clause to the following effect in the policy:

(i) It is hereby declared and agreed that Shri………………………….. (Owner of the

Motor car/ Motor Cycle/ Scooter has hypothecated the Motor car/ Motor Cycle/ Scooter
to Coal India Limited as security for an advance for purchase of the Motor car/ Motor
Cycle/ Scooter and it is further declared and agreed that Coal India Limited is interested
in any moneys, which, but for the endorsement, would be payable to the said Shri
……………………………..……. in respect to the loss or to said the Motor car/ Motor
Cycle/ Scooter(which loss or damage is not made good by repair, re-instalment or
replacement) and such money shall be paid to the Coal India Limited, as long as it is the
mortgage of the Motor car/ Motor Cycle/ Scooter and its receipt shall be full and final
discharge to the Insurance Company in respect of such loss or damage.

(ii) Save as by this endorsement expressly agreed, nothing herein shall modify or
affect the rights and liabilities of the insured or the Insurance Company respectively, under
or in connection with this policy or any term, provision or condition thereof.

Yours faithfully,

Place:

Date:
P a g e | 319
No……………………………………….

Forwarded. The receipt of the letter may be kindly be acknowledged. It is also requested
that the undersigned may kindly be informed whenever any claim is paid under the policy
and also if the premium is not paid regularly for renewal.

For Coal India limited

Signature………………………………..
Designation…………………………………

Place:

Date:

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 Annexure-IV

FORM OF HYPOTHECATION BOND FOR A MOTOR VEHICLE

This Agreement made this …………………………………. day of the month

…………… in the year ……………………. between
…………….................................................... S/O …………
………………………………hereinafter called the “Borrower” in employment of Coal
Mines Authority Ltd. /Coal India Ltd.(hereinafter called the Company) of the other part.

Where the Borrower had applied and had been granted an advance of
Rs………………………..
(Rs…………………………………………………………….……...) for the purchase of
a motor car/motor cycle/scooter in accordance with the Rules of the Company presently
in force or to be subsequently amended from time to time, and whereas one of the rules is
that the Borrower will hypothecate the said motor vehicle to the Company as security for
the amount led by the Company, and whereas the Borrower has purchased with or partly
with the amount so lent as advance the motor car/ motor cycle/ scooter the particulars of
which are set out in the Schedule annexed to this agreement.

Now this Indenture Witnessed that in pursuance of the said agreement, and for the
consideration aforesaid, the Borrower doth hereby agree to pay to the Company the sum
of Rs……………………………..aforesaid or the balance thereof amounting to Rs……..
…………….by equal installments of Rs…………………………….each month on the
first day of the month with interest on the unpaid balance calculated at the rate specified
in the Rules of the Company and the Borrower doth agree that such installments may be
recovered by the Company by monthly deduction out of his salary in the manner provided
for in the said rules and in further pursuance of this agreement the Borrower doth thereby
assign any hypothecate the said Motor car/motor cycle/scooter to the Company. The
Borrower doth hereby declare that he has paid in full the purchase price of the said motor
car/ motor cycle/scooter and the same is his exclusive property and that he has not pledge
or pawn the said vehicle anywhere else and shall not pledge or pawn it so long as money
remains due to the Company and the Borrower hereby agrees, that if at anytime, the
Borrower shall die, or leave the service of the Company or in any other manner become
unfit or unable to pay the Company or if the Borrower may sell or pledge in any other
manner part with the possession of the said vehicle or if the said vehicle is attached in the
execution of any degree against the Borrower, the entire unpaid balance together with all
interest then due shall become payable and the Company shall be entitled to recover the
same from the Borrower and from his heirs and assigns and it id further agreed that in the
event of the happening of any of the above said circumstances the Company shall be
entitled to take possession of the vehicle and sell the said vehicle either by public auction
or private contract and if the sale proceeds fall short of the dues of the Company, to realize
the balance from the Borrower. And the Borrower further agrees that so long as the entire
P a g e | 321
amount of the Company is not paid up, he shall not in any way cause any damage or suffer
or permit the vehicle to be damaged in any way so long as this bond is not completely
discharged and in the event of any accident or damage to the motor vehicle during the
continuance of these presents shall cause them to be repaid and made good forthwith at
his own expense.

In witness whereof the said borrower ………………………………………….has

hereunder to set his hand this …………………….day of the month……………. in the
year above mentioned at……………………………………………………………………
Witness No. 1 ………………………………
Witness No. 2………………………………. …………………………………..

Borrower

THE SCHEDULE

Description of the motor vehicle with cost, marks, etc.

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References

1 Conveyance Advance Rules - Amendments upto 12.05.1989

2 OO No. CIL/C-5A(PC)/Conveyance/2184 dated 30.06.2017.

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CIL Furniture and Household Goods Purchase
Scheme

Table of Contents

1.0 Title and commencement 325

2.0 Scope and applicability 325

3.0 Definitions 325

4.0 Eligibility 326

5.0 Amount of Advance 326

6.0 Purchase of furniture and household Items 327

7.0 Period and periodicity of loan 327

8.0 Custody, carriage and insurance 328

9.0 Alienation, transfer or disposal 328

10.0 Rate of interest 328

11.0 Surety 328

12.0 Repayment 329

13.0 General conditions 329

14.0 Savings 330

15.0 Annexure(s) 331

References 341

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 CIL Furniture and Household Goods Purchase Scheme

1.0. Title and commencement

The scheme will be known as ‘CIL Furniture and Household Goods Purchase
Scheme’[1]. This will come into force with immediate effect.

The objective of the scheme is to regulate advance to executives for purchase of

furniture and household goods, the recovery and allied matters.

2.0. Scope and applicability

The scheme is applicable to executive cadre employees (Board level and below
Board level) to enable purchase of furniture and household goods for their residence.

3.0. Definitions
In this scheme, unless there is anything repugnant to the context, the following terms
would have the meaning as assigned to hereunder:

a) ‘Company’ means Coal India Limited and its subsidiaries.

b) ‘Employee/ Executive’ means the employees holding a post in executive cadre

including Board level executives in CIL & its subsidiaries who are eligible to
be covered under this scheme as per the eligibility defined below in clause 4 .

c) ‘Furniture and household goods’ means the furniture and household capital
items that will be purchased as per the employees' choice out of the schedule
of furniture and household items provided under this scheme.

d) ‘Residence/ house’ means own/ rented house of an executive or the residential

accommodation provided by the company where the executive ordinarily
resides while on normal duty of the company.

e) ‘Masculine’ will include the ‘feminine’ and vice versa.

f) ‘Sanctioning authority’ means:

i. The Area General Manager, for all officers posted under his administrative
control in his area/project/unit.

ii. The General Manager (Marketing& Sales), CIL, for all executives posted
at different RSOs and other marketing offices located in different states.

1
Approved by CIL Board in its 360th meeting held on 10.03.2018. Communicated vide OM No.
CIL/C5A(PC)/Furniture/2827 dated 08.05.2018.

P a g e | 325
 iii. The head of department of respective departments at the HQs of
CIL/subsidiaries, in respect of executives posted under their administrative
control.

iv. The Chief of Geology and Drilling for officers posted at various drilling
camps.

v. General Manager (Administration)/(EE)/(Pers.) of concerned subsidiary

companies, for officers posted at branch offices/desk offices located in
various cities such as Kolkata, Delhi etc.

vi. The CMD/ Director (Technical)/ (Finance)/ (P)/ (P&P)/ CVO of

subsidiary, for General Managers posted under their administrative
control.

vii. The Chairman/Director (Technical)/ (Finance)/ (P&IR)/ (Marketing)/

CVO, CIL, for General Managers posted under their administrative
control.

viii. The CMDs CIL/ Subsidiaries for the Board level Directors in their
respective companies.

4.0. Eligibility

4.1. Subject to the conditions as mentioned under these rules, executives who are in
regular pay scale are eligible for purchase of furniture and household goods, for their
residence, under this scheme, provided they have completed 1-year service in the
company.

4.2. Executives who are deputed outside and have opted for CIL pay and allowances will
be eligible for the subject facility. However, if absorbed by the borrowing company,
such executives will have to compulsorily repay the outstanding amount of the
advance.

4.3. Executives who join the company on deputation would not be eligible for the
facility.

4.4. Executives whose remaining service is less than 2 years are not eligible for purchase
of furniture and household goods under this scheme.

4.5. If both husband and wife are employed, only one of them will be entitled to avail
the loan under this scheme.

5.0. Amount of Advance

5.1. Subject to the eligibility conditions specified in clause 4 above, the maximum
amount of advance admissible to different grades of executives will be as under:

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 Sl. No. Category of Executives Maximum amount of
loan
1. Upto E4 grade Rs. 2.00 lakhs
2. E5, E6 & E7 grade Rs. 3.00 lakhs
3. E8 & above including Rs.5.00 lakhs
Directors

5.2. In the event of promotion/ appointment of an employee to a higher level during the
stipulated period of scheme, claim for the difference in entitled advance will not be
allowed.

6.0. Purchase of furniture and household items

6.1. The employee availing the said facility would decide in advance the furniture and
household goods to be purchased within the authorized ceiling out of the schedule
of items given in Annexure-I. Minimum value of any item to be purchased will be
Rs.2500/- (Rupees two thousand five hundred).
6.2. The request for sanction of advance for purchase of furniture and household goods
is to be made on the prescribed format as per Annexure II to the sanctioning
authority through proper channel who will, after due verification, act upon it.
6.3. On sanction of an advance, the employee will submit necessary agreement and
personal security bond in the prescribed format given in Annexure III & IV
respectively, on non-judicial stamp paper of requisite value.
6.4. On disbursement of the advance, the employee will purchase the specified items and
will submit adjustment along with cash memo and other documents, as indicated
hereinafter, to the finance department head through the head of establishment where
the employee is posted within 45 days from the date of receipt of advance, failing
which penalty @ 18% per annum on the amount drawn will be charged.
6.5. Original warranty card may be retained by the employee along with a photocopy of
the original bill for future reference and use. It would be the responsibility of the
concerned employee to ensure that he is satisfied with the goods he has purchased
and delivery of the item(s) at the residence would have to be arranged by the
employee himself.
6.6. In cases where the amount of adjustment bill is less than the amount drawn, the short
fall would be recovered from the salary of the employee payable for the month in
which adjustment is submitted.

7.0. Period and periodicity of loan

7.1. The term of loan shall not exceed 05 years.

7.2. The loan under this scheme will be a one-time advance to the executives and
therefore second loan during the service period will not be allowed.
7.3. If an employee ceases to be in the service of the company due to retirement on
attaining the age of superannuation, voluntary/pre-mature retirement or for any other
reason, he will have to compulsorily deposit outstanding amount payable as on the
date of separation reduced by the amount already recovered in installments in one
P a g e | 327
 lump sum immediately upon such cessation, failing which it will be recovered in
lump sum from any/all permissible terminal dues payable to him at that time or in
future.
7.4. In the event of death of an employee during the period when furniture and household
goods are covered under the scheme, the outstanding amount, on the date of demise,
will be recovered from the permissible dues payable to the nominees/ legal heirs of
the deceased employee.

8.0. Custody, Carriage and Insurance

8.1. All furniture and household goods purchased under this scheme are the property of
the company until the entire loan amount along with interest is repaid by the
concerned employee. The employee is, therefore, liable to keep the same with him
in a reasonably good/ running condition at his residence and will be liable for its
safe carriage and custody in the event of transfer, change of residence, long absence
etc.
8.2. Insurance cover for the items purchased under the scheme will be the responsibility
of the employee and all expenses in this regard will be borne by him.

9.0. Alienation, transfer or disposal

The employee will not save as expressly permitted by the company in writing,
alienate, hypothecate, transfer, assign or otherwise part with the furniture and
household goods in any manner, whatsoever, and will not do or omit any act, deed,
matter or thing whereby the security of the goods and the recovery and realization
of outstanding amount due to the company is, in any manner, prejudiced or
otherwise affected.

10.0. Rate of interest

The advance under these rules will carry interest at par with average yearly cash
credit rate as notified by State Bank of India from time to time. The rate of interest
for current year is 8.25%. It is chargeable from the date of the payment of advance
and the amount of interest shall be calculated on the balance outstanding on the last
date of each month.

11.0. Surety
11.1. The employee will execute an agreement in the prescribed form on a non-judicial
stamp paper of appropriate value as notified by respective State Government under
Indian Stamps Act for the repayment of the advance with two surety of permanent
employee of the company (Annexure V).
11.2. An employee will be permitted to stand as surety against one loanee employee only
at a time. In case the subsisting surety obligation is discharged, the discharged surety
may stand as surety again for another loanee employee.
11.3. The liability of the surety will continue till the advance with the interest due thereon
is repaid to the company.

P a g e | 328
11.4. The surety should not be spouse or member of the same joint family and should not
have stood surety for anyone else.
11.5. The sureties must be the permanent employees of the company of same status as
that of the applicant or of higher status having sufficient length of service upto the
period of recovery of advance with interest from the loanee.
11.6. There should not be any doubt about the financial solvency of the sureties.

12.0. Repayment
12.1. The advance granted to a company employee under this scheme, together with the
interest thereon, will be repaid in full by monthly installments within a period not
exceeding 60 months.
12.2. The amount to be recovered monthly will be fixed in whole rupees except in the
case of the last installment when the remaining balance, including any fraction of a
rupee,will be recovered.
12.3. Recovery of the advance granted will commence from the month following the
purchase after the date on which the first installment of the advance is paid to the
company employee.
12.4. It will be open to company employee to repay the amount in a shorter period if he
so desires. In any case, the entire amount must be repaid in full with interest thereon
before the date on which he is due to retire from the service.
12.5. Recovery of the advance will be effected through the monthly pay/leave
salary/subsistence allowance bills of the employee. These recoveries will not be held
up or postponed except with prior concurrence of the company.

13.0. General conditions

13.1. The company, if considers necessary, may arrange physical verification or take
periodic inventory of the furniture and household goods at the employee's residence.
In case the items that have been purchased under the scheme are not found at the
residence of the employee, stern disciplinary action will be initiated against the
errant employee under the CIL CDA Rules. Such an employee will be debarred from
availing the facility in future. In case the employee has sent the good(s) for
repairs/maintenance, he must maintain the voucher from the vendor for having
received the good(s) for repair/maintenance, details of repair cost and date of
delivery.
13.2. An employee availing the facility and not complying with any of the provisions of
this scheme or any other conditions/ term/ promise/ undertaking given by him or
misusing the furniture and household goods facility granted in any form will render
himself liable to disciplinary action and will be bound to refund the entire amount
of the purchase price outstanding together with interest @ 18% per annum.
13.3. The company will be the sole authority to determine whether or not there has been
a breach of the scheme or any other conditions or the terms relevant to the grant of
the said facility by the employee. The employee will have no right to contest such
determination.

P a g e | 329
14.0. Savings
CIL reserves the right to relax, alter, amend or withdraw partly or fully any of the
provisions of this scheme at its discretion without assigning any reasons thereof.

P a g e | 330
 Annexure-I

(Clause 6.1)
Schedule of items permitted for granting advance under the scheme

Category Item type Item description Allowed nos. (units)

Item

A Furniture items Sofa set 2

Center table 2

Dressing table 3

Almirahs 3

Showcase/sideboard 3

Dining table 1

Dining chairs 8

Computer/ study table 1

Computer chair 1

Book Shelves 2

Arm/easy chairs 6

Beds (single) 6

Beds (double) 3

Diwans 2

Side tables 6

TV cabinet 3

Drawing room cabinet 1

B Electrical items Refrigerator 1

Cooking range 1

Washing machine 1

Table/pedestal/ceiling/exhaust fan 10

Deep freezer 1

Water purifier 1

P a g e | 331
 Cooler 3

Air conditioner with stabilizer 3

TV 3

Vacuum cleaner 1

Dish washer 1

Microwave oven 1

Inverter with battery/home UPS/ 1

generator

Audio videos ystem/ car stereo 1

Camera/digital camera/video camera 2

Printer/Scanner 1 each

Electrical chimney 1

Geyser/water heater 3

Room heater/blower 3

Grinder cum mixer 1

C Equipment Domestic solar thermal water 1

using heater
renewable
sources of Solar cooker 1
energy

D Other capital Fitness equipment/ health care devices As per need

Items

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 Annexure-II

(Clause 6.2)
Form of Application for Advance

Sr. No Parameters Details

1. Name

2. EIS no.

3. Designation and grade

4. Place of posting

5. Area/ company

6. Date of birth

7. Date of joining CIL

8. Date of superannuation

9. Basic pay (Rs.)

10. Authorized cost ceiling for furniture and

household goods (Rs.)

Details of furniture and household goods proposed to be purchased

Sl. No. Furniture & Estimated cost Nos. Total cost of

household good of each item items
(inclusive all
taxes)

Amount of advance required: Rs…

P a g e | 333
Certified that

1) The information provided is correct to the best of my knowledge and belief.

2) I agree to abide by the terms and conditions stipulated in the CIL furniture and
household goods purchase scheme.

Date Signature of the Employee

Place:

P a g e | 334
 Annexure-III

(Clause 6.3)

Draft format of agreement to be executed under the CIL Furniture & Household Purchase
Scheme

This AGREEMENT is made at this………..day of between_______ (Coal India Limited/

subsidiary hereinafter called "the Company" having its registered office at ____________ which
expression will unless repugnant to the context or meaning thereof be deemed to include its
successors and assigns) of the one part and Shri/ Smt. ……..Designation………EIS no
…………………residing at ………………….(hereinafter called "the Employee" which
expression will include his/ her heirs, executors, administrators and legal representatives of the
other part).

WHEREAS

a) The employee is in the service of the company posted at…………….. of the

company and requires furniture and household goods for use at his residence.

b) The company has considered the request of the employee, being found eligible
under the rules for grant of furniture and household goods facility and has agreed
to extend the said facility to the employee, for purchase of following furniture and
household goods more particularly described as below (hereinafter called" the said
Furniture and Household Goods")for use at his residence on the terms and
conditions hereinafter contained.

Sl. No. Furniture and Estimated cost Nos. Total cost

household good (inclusive all
taxes)

Now it is hereby agreed by and between the parties hereto as follows:

(i) The company will provide advance to purchase the said furniture and
household goods at the price of Rs………. (Mention total cost).

P a g e | 335
(ii) The company will allow the employee to use the said furniture and household
goods during the period in the service of the company and performs and
observes all the conditions of his service and all.

(iii) The covenants on this part and the conditions herein contained.

(iv) The employee agrees to repay the loan amount and interest in suitable
installments within a maximum period of 60 months from the date of approval
communicated to him.

(v) If the employee ceases to be in the service of the company due to retirement
on attaining the age of superannuation, voluntary/ premature retirement, or any
other reasons, he will have to compulsorily pay back the loan and interest
amount in one lump sum immediately upon such cessation failing which it will
be recovered in lump sum from any/all permissible terminal dues payable to
him at that time or in future.

(vi) In the event of death of an employee during the period when the furniture and
household goods are covered under the scheme, the outstanding amount of loan
and interest as on the date of demise will be recovered from the permissible
dues of the deceased.

(vii) During the course of the furniture and household goods being in the use of the
employee:

a) He will be liable to keep the furniture and household goods with him in a
reasonably good/ running condition at his residence and will be liable for
its safe carriage and custody in the event of transfer, change of residence,
long absence etc.

b) The safe custody of furniture and household goods will be sole

responsibility of the individual.

c) The company, if considers necessary, may arrange physical verification or

take periodic inventory of the furniture and household goods at the
employee's residence. In case the items that have been purchased under the
scheme are not found at the residence of the employee, stern disciplinary
action will be initiated against the errant employee under the CIL CDA
rules. Such an employee will be debarred from availing the facility in
future.

d) He will allow the company's representative at all reasonable times to

inspect and verify the said furniture and household goods and to take
periodic inventory at the residence of employee.

(viii) The repairs and maintenance of the furniture and household goods will be
undertaken by the employee himself.

P a g e | 336
(ix) The employee will not, save as expressly provided by the company in writing,
alienate, hypothecate, transfer, assign or otherwise part with the furniture and
household goods in any manner, whatsoever, and will not do or omit any act,
deed, matter or thing whereby the security of the company and the recovery &
realization of outstanding amount due to the company, in any manner, is
prejudiced or otherwise affected.

(x) An employee availing the facility and not complying with any of the provisions
of the scheme or any other conditions/term/ promise/undertaking given by him
or misusing the furniture and household goods facility granted in any form,
will render himself liable to disciplinary action and will be bound to refund the
entire amount of the purchase price outstanding together with interest @18%
per annum.

(xi) This agreement will come to an end on payment of full amount of loan and
interest or at the time of exit from the scheme, for any reason whatsoever, after
the same is paid to/ recovered by the company.

(xii) In the event of any dispute or difference arising out of any of the provisions
herein contained, or any breach of interpretation thereof, the decision of the
Director(P/IR), CIL, will be final and binding.

(xiii) The employee agrees and undertakes to do all acts, deeds and things necessary
to implement the above agreement as required by the company from time to
time.

IN WITNESS WHEREOF the employee hereto set and subscribed his hand and the company
has executed through these presents, the day, month and year first hereinabove written.

Signed and delivered on behalf of Signed by Shri/ Smt

Coal India Limited/subsidiary

By…………………… (Authorized officer of the company)

In the presence of…….. In the presence of……..

P a g e | 337
 Annexure-IV

(Clause 6.3)

Personal security bond for furniture and household goods scheme

KNOW ALL MEN by these presents that…. (herein after referred to as ‘the employee") residing
at…………………employed as……… in Coal India Limited/ subsidiary (hereinafter referred
to as" the Company”) to hold and firmly bind unto in favour of the company myself, my heirs,
executors, administrators, legal representatives and/or assignees, for the true and faithful
repayment of money determined by the company in accordance with the terms and conditions
contained in the Agreement executed for providing furniture and household goods at my
residence (hereinafter referred to as 'the said Agreement').

SIGNED and delivered by me at this day of ………………..20____.

WHEREAS the company has decided to provide advance to purchase furniture and household
goods to above bounden Shri/ Smt………………….on the ………..day
of……………….20___, under the said agreement, on terms and conditions set out therein,
to be repaid in the time and manner thereunder indicated and the repayment thereof is secure
by this personal bond in terms herein contained.

NOW THE CONDITION of this above written personal bond is such that if I, the user, will
repay, or cause to be repaid the loan amount and interest for the purchase of the furniture and
household goods, and other expenses if any, in the manner indicated in the said agreement, then
and in such an event, this bond or obligation will be void and stand automatically cancelled,
otherwise the same will remain in full force and virtue.

IN WITNESS WHEREOF the parties hereto have set and subscribed their respective hands
and seal the day, month and year first above written.

Signature SIGNED on behalf of the Company

Employee

Witness (1) Witness (1)

Witness (2) Witness (2)

P a g e | 338
 Annexure V

(Clause 11.1)

Form of surety bond for availing advance for the purchase of furniture and households goods

Know all men by these present that I,_________________, son of________resident

of________________in the District of ________________at present employed as
_____________in the _____________ is surety on behalf of Shri________________________
(borrower), do hereby bind myself and my respective heirs, executors and administrators to pay to
the Coal India Limited/ subsidiary (herein after referred to as the ‘Company’) on demand the sum
of Rs.________________ (Rupees_________________________ only) together with interest
thereon as hereafter specified and all costs between attorney and client and all charges and expenses
that will or may have been incurred by or occasioned to the Company to be paid to the Company
for which payment to be well and truly made.

Whereas the company has agreed to grant to Shri_________________________, son of

Shri_______________________________, resident of_______________________ in the District
of____________________at present employed as ___________ in the Coal India Limited/
subsidiary (herein after called the ‘borrower’) at the borrower’s own request and advance of
Rs.__________________(Rupees___________________________________________only) for
the purchase of ___________________________.

And whereas the borrower has undertaken to repay the said amount in ______ equal monthly
installments with interest as calculated at the rate and in the manner prescribed under the Coal India
furniture and households goods advance scheme, which expression will include any amendment
hereof for the time being in force or on so much there of as will for the time being in force or on
so much thereof as will for the time being remain due and unpaid calculated according to the said
scheme.

And whereas in consideration of the company having agreed to grant the aforesaid advance to the
borrower the surety has agreed to execute the above bond with such conditions as hereunder are
written.

Now the condition of the above written bond is that if the said borrower will, while employed in
the company, duly and regularly pay or cease to be paid the company the amount of the aforesaid
advance owing to the company by installments with interest as calculated in the aforesaid manner,
thereon, or on so much thereof as will for the time being remain due and unpaid calculated
according to the said scheme from the day of the advance until the said sum of
Rs.___________________(Rupees ________________________only) with interest as calculated

P a g e | 339
in the aforesaid manner will be duly paid, then this bond will be void, otherwise the same will be
and remain in full force and virtue.

But so nevertheless that if the borrower will die or become insolvent or at any time cease to be in
the services of the company the whole or so much of the said principal sum of
Rs._______________________(Rupees_____________________only) thereof as will then
remain unpaid and the interest due will immediately become due and payable to the company and
be recoverable from the surety in one installment by virtue of the bond.

The obligation undertaken by the surety will not be discharged or in any way affected by an
extension of time or any indulgence granted by the company of the said borrower whether with or
without the knowledge or consent of the surety.

Signed and delivered by the

______________________________ ___________________________

(Surety Name) (Surety Signature)

in the presence of.

1.

2.

Signature, address and occupation of the witness.

ACCEPTED

For and on behalf of

Coal India Limited.

Note: (not to be typed)

1. Surety must be confirmed employee of the company.

(He does not have surety for more than one employee).
2. Surety must sign in each page of the bond.

3. Bond paper must contain appropriate value.

4. Bond must be typed neat and clean.

P a g e | 340
References

1 OM No. CIL/C5A(PC)/Furniture/2827 dated 08.05.2018

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 House Building Advance Rules

Table of Contents

1.0 Eligibility 343

2.0 Conditions to be fulfilled 343

3.0 Purposes for which advance may be granted 344

4.0 Advance Amount 344

5.0 Disbursement and Security 347

6.0 Interest 349

7.0 Construction, Maintenance etc. 349

8.0 Repayment of Advance 351

9.0 Sanctioning Authority 353

10.0 Procedure for dealing with applications 353

11.0 Annexures 356

References 386

P a g e | 342
 House Building Advance Rules [1]
1.0. Eligibility
House Building Advance may be granted to the Company Employees on regular
appointment after completion of minimum 5 years’ service excluding probationary
period.[2]

Note:
(i) In case where both the husband and wife happen to be company employees
and eligible for the grant of advance, it shall be admissible to only one of them.

(ii) In respect of employees of Govt. Organizations/Public Sector Undertaking

joining CIL as a fresh appointee after serving lien from the previous
employees, the permanent status earned by them in that organization and/or
the period of continuous services rendered by them in said organizations
immediately before joining CIL shall also be counted for the purpose of this
rule for grant of House Building Advance to them. In such cases, no further
examination of the documents pertaining to the properties against which loan
has been advanced by their erstwhile employers will be necessary. However,
the employee will be required to create a fresh mortgage of the concerned
property in favor of CIL as per HBA rules of CIL. In such cases payment will
be made directly to the previous employer from whom the advance was taken
and not to the employee.

2.0. Conditions to be fulfilled

An applicant for the grant of an advance must satisfy the following conditions:

(A) He must not have availed of any loan or advance for acquisition of the house
in the past from any government source (e.g. Ministry of Rehabilitation or a
Central or State Housing Scheme), or drawn an advance or made a final
withdrawal from his provident fund in connection with the acquisition of a
house, provided, however, where the loan or advance, already availed of does
not exceed the amount admissible under these rules it would be open to the
company’s employee concerned to apply for an advance under these rules one
condition that he undertakes to repay the outstanding loans, advances, together
with interest (if any) thereon forthwith in one lump sum to the
Ministries/Departments concerned.

(B) Neither the applicant, nor the applicant’s wife/husband/minor child must be
the owner of a house. However, this condition may be relaxed by the company
in exceptional circumstances, for example, if the applicant’s
wife/husband/minor child owns a house in a village, and the applicant desires
to settle down in a town or where an applicant happens to own a house jointly

1
Approved by Coal Mines Authority Limited (CMAL) Board on 26.07.1974. Amendments upto 09.01.1990
was communicated in a Book form.
2
Amended vide OM No. CIL/C5A(PC)/HBA/2828 dated 08.05.2018.
P a g e | 343
 with other relatives, and he desires to build a separate house for his bonafide
residential purposes.

(C) The floor area of the house to be constructed or purchased must not be less
than “22 Sq. m.”

(D) No employee will be eligible for House Building Advance if:[3]

1. He is superannuating within 60 months.

2. He is on deputation from Central or State Government or other
Organization.
3. The purchase of the land/house is made from any family member/relative
who is dependent upon him.

3.0. Purposes for which advance may be granted

An advance may be granted for:

(a) Constructing a new house (including acquisition of a suitable plot of land for
the purpose), either at the place of duty or at the place where the company
servant purposes to settle after retirement. Application for advance for
purchasing a ready built house or for repayment of any outstanding amounts
on accounts of loans expressly taken from Govt. Organizations/Public Sector
Undertakings together with interest accrued thereon subject to the overall
ceiling limit of the House Building Advance for the purpose aforesaid before
the date of receipt of application for advance, may also be considered.
(b) Enlarging the living accommodation in the existing house owned by the
Employee or owned jointly with his/ her wife/ husband and the total cost of
the additions and extensions of which does not exceed for Rs. 6,00,000/-
provided the Employee has minimum 3 years of service left.[4]

4.0. Amount of Advance

(a) Not more than one advance shall be sanctioned under these rules to a company
servant during his entire service.
(b) The amount of House Building Advance would be limited to 75 months’ pay
(including Dearness Pay, Personal Pay and Special Pay, Special DA and VDA
where admissible) or Rs. 30.0 lakhs, whichever is less. This will subsume the
advance amount under “CIL Furniture and Household Goods Purchase
Scheme” for the following purposes: [4]
(i) Construction of a new house on the plot owned by the employee or the
employee and his/her wife/husband jointly provided they mortgage the
house jointly.

(ii) Purchasing a plot and constructing a house thereon.

3
Incorporated vide OM No. CIL/C5A(PC)/HBA/2828 dated 08.05.2018.
4
Amended vide OM No. CIL/C5A(PC)/HBA/2828 dated 08.05.2018.
P a g e | 344
 (iii) Purchasing a plot under co-operative schemes and constructing a house
thereon.

(iv) Outright purchase of a new and unlived in ready built house/flat from
Housing Boards, Development Authorities and other statutory or, semi
Govt. bodies, co-operatives and also from private parties.

(v) Repayment of loan and/or advance taken by the applicant for constructing
or purchasing a house.

(vi) Acquiring of flats/houses through membership of co-operative group

housing societies, subject to the following conditions:

(A)

(i) The applicant shall execute a personal bond in the prescribed

form and also furnish two sureties in the prescribed from. The
surety bond shall be executed jointly by two sureties who are
permanent emp0loyees of Coal India and its Subsidiaries of same
status as that5 of the applicant or of higher status having
sufficient length of service upto the period of recovery of
advance with interest from the loanee.
(ii) The surety should not be husband/wife of member or the same
joint family and should not have stood surety for anyone else.
(iii) The amount of advance shall not exceed 75 months pay
(including Dearness Pay, Personal Pay and Special Pay, Special
DA and VDA where admissible) or Rs. 30.0 lakhs [5] or the cost
of the flat whichever is the least, as admissible under the rules.
(B) The amount of house building advance sanctioned to an employee
shall be disbursed in the following manner:
(i) A sum equal to 30% of the advance sanctioned shall be payable
to the applicant on his executing the bond and on furnishing two
sureties in the prescribed form.
(ii) The remaining amount of the house building advance sanctioned
to an employee shall be disbursed in suitable installments as fixed
by the sanctioning authority at the time issue of sanction, on the
basis of the payment schedule of the flat furnished by the
concerned co-operative group housing society. For each
disbursement the employee shall produce a demand letter from
the housing society indicating the progress of the construction,
the correctness of which may be verified by the sanctioning
authority by arranging inspection of premises.

5
Due to enhancement of the advance limit vide OM No. CIL/C5A(PC)/HBA/2828 dated 08.05.2018.
P a g e | 345
 (iii) The original agreement between the housing society and the
applicant, the share certificate issued by the society, the letter
from the society allotting a flat6 to the members and original
receipts for payment should be produced for verification by the
loanee.
A certificate that the co-operative society is registered with the
Registrar or Co-operative Societies of the concerned State shall
also be produced.
(C) On transfer of the ownership of the flat in favour of the employee, the
employee will mortgage it to the company as surety for the loan
obtained from the company.
Subject to the provision that the employee (i.e. Borrower) is in a
position to make a personal investment not less that 5% of the total
estimated cost of the house or of the land and the house taken together
in cases covered by rule 3 (a) above. The actual amount of advance to
be sanctioned will be determined by the Sanctioning Authority on the
basis of plans and the detailed specifications and estimates to be
furnished by applicants justifying the amount of advance applied for,
and shall in no case exceed the estimated cost of
construction/purchase and/or redemption within the ceiling
prescribed above.
Note: Pay at the time of Competent Authority’s approval and no
subsequent increase by way of promotion, transfer, increment etc. will be
taken into consideration.

(c) Repaying Capacity

The advance shall be restricted to the amount which the employee may be
expected to be in a position to repay by convenient, monthly deductions from
his/her pay before the date of his/her superannuation under the rules of the
company and partly if necessary from the Gratuity that the employee may be
eligible for under the service rules of the company.
For this purpose, it shall be taken that an employee shall commence repayment
of advance 18 months after the payment of advance by the competent authority
and that installment calculated upto 50% of pay will be within his paying
capacity.
Provided that in respect of employees governed by the payment of Wages Act,
the repaying capacity would be assessed taking into consideration the limits
deductions stipulated in Section 7(3) of the said Act.

Clarification:
The house building advance should be restricted to amount which the
employee is in a position to repay before the date of his superannuation taking
his monthly repaying capacity to be 50% of his pay. In the cases where the
recovery of the total advance cannot be effected within the stipulated time for
unforeseen reasons such as long leave without pay, termination of service,
P a g e | 346
 voluntarily retirement, resignation, death, etc, the amount of outstanding house
building advance is to be recovered from the gratuity of the employee.
(d) Subject to the provisions contained in Clause 4(c), the maximum amount of
additional loan can be obtained by an employee from the Financial Institution
is as under:[6]

Basic Pay Maximum ceiling of

additional loan
Upto Rs. 2700/- Rs. 1.00 Lakh
Rs. 2701/- to Rs. 4500/- Rs. 1.50 Lakhs
Rs. 4501/- & above Rs. 2.00 Lakhs

5.0. Disbursement & Security

1. Advance required partly for purchase of land and partly for constructing a new
house or enlarging living accommodation in an existing house shall be pad as
follows:
(i) An amount not exceeding 20 percent of the admissible amount will be
payable to the applicant for purchasing a plot of land on his executing an
agreement in the prescribed form for the repayment of the advance. In all
cases in which part of the advance is given for the purpose of land, the land
must be purchased and the sale-deed in respect thereof produced for the
inspection of the Head of the department concerned within two months of
the date of which the above amount of 29% is drawn failing which the
applicant shall be liable to refund at once the entire amount to the company
together with interest thereon.
(ii) An amount equal to 30% of the balance of the advance to the applicant on
his mortgaging in favour of the company the land purchased by him along
with the house to be built thereon where such mortgage is permitted by the
terms of the sale of land. In cases where the terms of sale do not vest title
in the purchaser till a house is erected on the land, the applicant shall
execute an agreement with the company in the prescribed form agreeing to
mortgage the land together with the house to be built thereon, as soon as the
house has been built and the title to the property is completed.
The mortgage can also be effected by the employee concerned by simple
deposit of the title deeds/documents accompanied by written memorandum
(Equitable Mortgage) determining the scope and extent of the Security in
notified areas.
(iii) An amount equal to 40% of the amount remaining after deducting from the
sanctioned amount of the advance the installment given for the purchase of
land will be payable when the construction of the house reaches plinth area.
(iv) The balance of the sanctioned advance will be payable when the
construction of the house has reached roof level provided the Head of the

6
Incorporated vide OM No. CIL/C-5A(vi)/50724/V/166 dated 11.11.1997.
P a g e | 347
 Department is satisfied that the development of the area in which the house
is built is complete in respect of amenities such as water supply, street
lighting, roads, drainage and sewerage.
2. Advance required only for constructing a new house or enlarging living
accommodation in an existing house shall be paid as follows:
(i) An amount equal to 30% of the sanctioned advance will be payable to the
applicant on his mortgaging in favour of the company the land purchased
by him along with the house to be built thereon where such mortgage is
permitted by the terms of the sale of land. In cases where the terms of sale
do not vest title in the purchaser till a house is erected on the land the
applicant shall execute an agreement with the company in the prescribed
form agreeing to mortgage the land together with the house to be built
thereon, as soon as the house has been built and the title to the property is
complete.
The mortgage can also be affected by the employee concerned by simple
deposit of the title deeds/documents accompanied by written
memorandum (Equitable Mortgage) determining the scope and extent of
the security in notified areas.
(ii) A further amount not exceeding 40% of the sanctioned advance will be
payable when the house has reached plinth level.
(iii) The remaining 30% of the sanctioned advance will be payable when the
house house has reached roof level provided the Head of the Department
is satisfied that the development of the area in which the house is built is
complete in respect of amenities such as water supply, street lighting,
roads, drainage and sewerage.
3. Advance required either for purchasing a ready built house or for repaying a loan
taken by the applicant for constructing or purchasing a house shall be paid as
follows:
(a) The Head of department may sanction payment of the entire amount required
by, and admissible to the applicant in one lump sum on the applicant’s
executing an agreement in the prescribed form for the repayment of the loan.
The acquisition of the houses must be completed, and the house mortgaged
to company within 3 months of the drawal of the advance, failing which the
advance together with the interest thereon shall be refunded to company
forthwith, unless an extension of this time limit is granted by the Head of the
Department concerned.
(b) In addition to executing the agreement/mortgage, referred to in sub-
paragraph (a) above, the applicant is required to furnish surety of a
permanent employee in the prescribed form before the sanctioned advance
or any part thereof is actually disbursed to them.[7]

7
Amended vide OM No. CIL/C5A(PC)/HBA/2828 dated 08.05.2018.
P a g e | 348
 Note:
(i) The liability of the surety will continue till the house
built/purchased/redeemed is mortgaged to company or till the advance with
the interest due thereon is repaid to the company whichever happens earlier.
(ii) Utilization of the advance for a purpose other than that for which it is
sanctioned shall render the company employee liable to disciplinary action
under the company’s conduct and discipline rules, apart from his being
called upon to refund to company forthwith the entire advance drawn by
him (together with interest thereon calculated as in Rule 6).

6.0. Interest [7]

The interest rate for the advance would be as per the prevailing rate fixed by
Government of India on House Building Advance from time to time.

7.0. Construction, Maintenance, etc.

(a) The construction of the house or additions to living accommodation in an

existing house, as the case may be shall be:
(i) Carried out in accordance with the approved plan and specifications on the
basis of which the amount of advance has been computed and sanctioned.
The plan and specifications must note be departed from without the prior
concurrence of the Managing Director(s)/Functional Director(s). the
company employee shall certify, when applying for installments of advance
admissible at the plinth/roof level, the construction is being carried out
strictly in accordance with the plan and estimates furnished by him to the
company that the construction has actually reached plinth/roof level, and that
the amount already drawn has actually been used on the construction of the
house. The head of the Department may, if necessary arrange to have
inspection carried out to verify the correctness of the certificates; and

(ii) Completed within 18 months of the date on which the first installment of the
advance is paid to the company employee concerned. Failure to do so will
render the company employees liable to refund the entire amount advanced
o him (together with interest thereon calculated as in Rule 6 above), in one
lump sum. An extension of the time limit may be allowed upto one year by
the head of Department, and for no longer period by the company, in these
cases where work is delayed due to circumstances beyond his control. The
date of completion must be reported to the Head of Department concerned
without delay.

Clarification:

1. In terms of rule 7 (a) (i)of the House Building Allowance Rules, the loanee
has to satisfy the Head of Department regarding correctness of the
certificates produced by the loanee of construction at various stages of
release of installments of advance.

P a g e | 349
 2. Instances have come to notice in which carrying out of inspection of the
premises takes considerable time particularly when employee constructs
house in far off places. As a result of this, the loanee experience difficulties
in drawal of subsequent installments of house building advance.

3. The matter has been examined and in order to remove the difficulties it has
been decided that in such exceptional cases, the installments of the house
building advance at various stages of construction may be released on the
basis of certificated issued by qualified and registered Engineers/Architects
regarding house having reached upto plinth/roof level.

(b) Immediately on completion or purchase of the house or redemption, as the case

may be, the company employee concerned shall insure the house, at his own
cost, with the National Insurance Company (A Govt. of India Undertaking) for
a sum not less than the amount of the advance and shall keep it so insured,
against damage, fire, flood or lighting, till the advance is fully paid to company
and deposit the policy with his Head of Department. The premium must be paid
regularly and the premium receipts produced for inspection by the appropriate
authority (viz. Head of Office or Department concerned).the Head of
Department/Accounts Officer will obtain from the company employee drawing
the advance a letter to the insurer with which the house is insure to notify to the
letter the fact that the company is interested in the Insurance Policy secured. The
Head of Department/Accounts Officer will himself forward the letter to the
insurer and obtain his acknowledgement. In the case of insurances effected on
annual basis, this process should be repeated every year until the advance has
been fully repaid to company.
(c) The house must be maintained in good repair at his own cost by the company
employee concerned. He shall also keep it free from all encumbrances, and shall
continue to pay all the Municipal and other local rates and taxes regularly until
the advance has been paid to company in full. The company employee shall
furnish an annual certificate to this effect to the Head of Department.
(d) During the continuance of mortgage and so long as the loan or any part thereof
or interest due thereon shall remain unpaid, the company employee shall not
create any change, lien, encumber transfer or otherwise alienate mortgaged
property.
However, in the event the company employee is in need to have additional loan
from any Financial Institutions, in order to complete the House or Flat by
creation of a second mortgage, the company may grant permission on
application by the employee subject to compliance of the following conditions
to satisfaction of the company.
i) The Financial institutions from which the employee proposed to obtain an
additional loan is recognized by Reserve Bank of India.
ii) The second mortgage proposal to be created by the employee shall not in
any way effect and/or prejudice the financial interest of the company and
the mortgage created by the employee in favour of the company shall
continue to remain first charge on the mortgaged property.

P a g e | 350
 iii) The amount of additional loan intended to be obtained by the company
employee from the Financial Institution does not exceed the maximum
ceiling provided in Clause 4 (d).
iv) The amount to be paid by the employees towards servicing of the loan
drawn from the company and servicing of the additional loan should not
exceed the permissible limit of remaining capacity of the employees as
provided in Clause 4 (c).[8]
(e) After the completion of the house, annual inspection may be carried out by any
authorized officer under instructions from the Head of Department concerned,
to ensure that it is maintained in good repair until the advance has been repaid
in full. The company employee concerned shall afford full facility for those
inspections to the officer(s) designated for the purpose.[9]
Note:
Furnishing the false certificate will render the company employee concerned
liable to suitable disciplinary action apart from his being called upon to refund
to the company forthwith the entire advance drawn by him.

8.0. Repayment of Advance

(a) The advance granted to a company employee under these rules, together with
the interest thereon shall be repaid in full by monthly installments within a
period not exceeding 20 years.
First the recovery of the advance shall be made in not more than 180 monthly
installments and then interest shall be recovered in not more than 60 monthly
installments.
Note:

(i) The amount to be recovered monthly shall be fixed in whole rupees, except
in the case of the last installment when the remaining balance including any
fraction of a rupee shall be recovered.
(ii) Recovery of advance granted for constructing a new house or enlarging
living accommodation in an existing house shall commence from the month
following the completion of the house or 18 months after the date on which
the first installment of the advance is paid to the company servant,
whichever is earlier. In the case of advances taken for purchasing a ready
built house or for repaying earlier loans (including those from private
parties) taken for purchasing or constructing a house, recovery shall
commence from the pay of the month following that in which advance is
drawn.
(iii) It will be open to company employee to repay the amount in a shorter period
of they so desire. In any case, the entire amount must be repaid in full with
interest thereon before the date on which they are due to retire from service.

8
Incorporated vide OM No. CIL/C-5A(vi)/50724/V/166 dated 11.11.1997.
9
Amended vide OM No. CIL/C-5A(vi)/50724/V/166 dated 11.11.1997.
P a g e | 351
 (iv) In order to avoid undue hardship to a company employee who is due to
retire within 20 years of the date of application for the grant of an advance,
the Head of Department may permit him to repay the advance with interest
in convenient monthly installments (the amount of which shall not be less
than the amount of monthly installments on the basis of repayment within
the period of 20 years) during the remaining period of his service provided
he gives an undertaking authorizing the company to recover the entire
outstanding amount from the gratuity that may be payable and any other
retirement benefits that may be sanctioned to him or in the event of his death
to realize the outstanding balance from any benefit that may be payable to
his estate. In any event the company will have liberty to enforce the deed of
mortgage which will be executes by the employee in favour of the company.
(v) In case the company employee does not repay the balance of the advance
due to the company on or before the date of hi retirement, it shall be open
to the company to enforce the security of the mortgage at any time
thereafter, and recover the balance of the advance due together with interest
and cost of the recovery, by sale of house or in such other manner as may
be permissible under the law.
(vi) While issuing the L.P.C. in the case of transfer of an employee from one
Subsidiary to another Subsidiary Company the incidence of H.B.A. drawn
by the employee concerned should clearly be spelt out and also separate
communication be sent to the concerned Subsidiary Company where the
employee has been transferred, for regular recovery of the advance from the
employee concerned by them as done in the case of P.F. and other advances.
The amount of monthly installment of the advance so recovered should be
regularly remitted to the Subsidiary where from the advance had been
drawn.
(b) Recovery of the advance shall be effected through the monthly pay leave salary
bills of the company employee concerned by the Head of the Office or the
Accounts Officer concerned, as the case may be. These recoveries will not be
held up or postponed except with prior concurrence of the company.
(c) If a company employee ceases to be in service for any reason other than normal
retirement/superannuation, or if he/she dies, before repayment of the advance in
full, the entire outstanding amount of the advance shall become payable to the
company forthwith. The company may however, in deserving cases, permit the
company employee concerned, or his successors in interest, as the case may be
or the sureties in cases covered by Rule 5(b) if the house has not been completed
and/or mortgaged to the company by that time, to repay the outstanding amount
together with interest thereon calculated as in Rule 6 above, in suitable
installments. Failure on the part of the company employee concerned or his
successors, as the case may be, to repay the advance for any reason whatsoever,
will entitle the company to enforce the mortgage and take such other action to
effect recovery or the outstanding amount as may be permissible.
(d) The property mortgaged to the company shall be reconveyed to the company
employee concerned (or his successors in interest, as the case may be) after the
advance together with the interest thereon has been repaid to the company in
full.
P a g e | 352
9.0. Sanctioning Authority:[10]

Functional Directors of CIL & its Subsidiaries are authorized to approve the advance
after satisfying themselves that the Employee has the capacity for repaying the
advance in the stipulated period.
The application for House Building Advance is to be decided within one month and
the status of the application is to be uploaded on the website of the Company.

10.0. Procedure for dealing with applications:[11]

(a) Applications should be submitted by the company employee to the Head of their
Department in the prescribed form (in duplicate) through proper channel. The
following documents should accompany the applications:
(i) A declaration in regard to the house property, if any, owned by the applicant
or the applicant’s wife/husband/minor children at the time of application.
(ii) If the advance is required for enlarging living accommodation in an existing
house, or for repaying earlier loans taken for constructing or purchasing a
house, an attested copy of the sale deed as well as of documents if any,
establishing that the applicant possesses indisputable title to the property in
question. A site plan should also be furnished where advance is required for
repayment of earlier loan(s) authentic evidence indicating the outstanding
amount(s) of the loan(s) in question should also be furnished; and
(iii) In cases where applicants happen to be in possession of land and desire to
build a new house on it, a copy of the sale deed or the other proof of the
applicant having clear title to land on which the house is proposed to be
built, along with a site plan. If the land happens to be lease-hold, an attested
copy of the lease deed should also be enclosed.
(b) The Head of Departments will scrutinize the application and satisfy themselves
of the correctness of the facts, etc. stated therein. They will also examine the title
deeds, etc. furnished in compliance with sub rules (ii) and (iii) above (in
consultation with their law officers and revenue and registration authorities, if
necessary) to make sure that the applicant does, in fact, possess a clear title to
the property in question. After this has been done, the Head of Department will
forward the application to the Managing Director/Functional Director along with
their recommendations.
(c) The Managing Director/Functional Director will examine the applications with
reference to the priorities, etc. if any, laid down for dealing with them. Subject
to funds being available, the application will be returned to the Head of the
Department concerned indicating:
(i) The amount of advance that may be sanctioned by the Head of the
Department where it happens to be required partly for purchasing the plot of
land for constructing a house (see also sub rules d(ii) and (c) below), or

10
Incorporated vide OM No. CIL/C5A(PC)/HBA/2828 dated 08.05.2018.
11
Clause No. amended due to OM No. CIL/C5A(PC)/HBA/2828 dated 08.05.2018.
P a g e | 353
 required for repaying earlier loan(s) taken for constructing or purchasing a
house, or for purchasing a ready built house, and
(ii) The monetary limit upto which the grant of an advance could be considered
in due course, in other cases (viz. for constructing a new house or for
increasing living accommodation ion existing house).
(d) On receipt of the approval of the Managing Director/Functional Director:
(i) Formal sanction to the grant of advance to applicant in cases covered by sub
rule (c) (i) above will be accorded by the Head of Department concerned
who shall also arrange to complete the prescribed formalities, such as
execution of agreement, mortgage deed, surety bond, undertaking etc in the
prescribed forms (in consultation with appropriate legal authorities where
necessary), and then scrutinize disbursement of an appropriate amount out
of the sanctioned advance to the applicant. Where land or ready built house
is intended to be purchased, with the help of the advance, the Head of the
Department may, before authorizing payment of the advance, also require
the company employee concerned to certify that the negotiations for the
purchase have reached concluding stages, that purchase price is not likely to
be less than the amount of advance sanctioned, and that he has satisfy himself
that the transaction will enable him to acquire indisputable title to the
land/house in question in such cases, the sales deeds, etc. should be
examined by the Head of the Department carefully (in consultation with
legal and other authorities where necessary) to ensure that the company
employee concerned has actually acquired indisputable title to the property
in question. It should also be verified that the market value of the land/house
purchased is not less than the advance sanctioned; and
(ii) The Head of Department shall instruct applicants desirous of constructing a
new house or enlarging living accommodation in an existing house, to
furnish 2 copies of plans, as well as specifications and estimates in the
prescribed proforma. The plans must be got duly approved by the
Municipality or other local body concerned before submitting them to the
Head of the Department.
(e) The plans, specifications and estimates referred to in sub-rule (d) (ii) above
should be referred to the Managing Director/Functional Director with reference
to the earlier correspondence on the subject. The Managing Director/Functional
Director will after examining all these details inform the Head of Department of
the maximum amount of advance that could be granted to the applicant
concerned. On receipt of the recommendations of the Managing
Director/Functional Director, the Head of Department will accord final sanction
to the grant of the advance or if necessary amend the original sanctions issued
in cases where the advance is required partly for purchasing a plot of land (see
sub-rule (c) (i) and (d) (i) above). The Head of Department shall also attend to
all formalities as explained in sub-rule (d) (i) above, and then authorize the
disbursement of the first installment of advance for construction purposes to the
applicant. The payment of remaining two installments of advance may be
authorized by the applicants as prescribed in rule 7 (a) and such inspections may
be deemed necessary. It should also be verified before disbursing the last

P a g e | 354
 installment of the advance, that the development of the site has been completed
(vide rule 5 (a) above).
(f) The Head of Department shall also ensure that the transaction/construction of
the house is completed within the period prescribed in the Rules and that:
(i) The prescribed mortgage deed is executed immediately on completion/
redemption/ purchase of the house, and the document kept in safe custody
after registration;
(ii) The house is insured in the manner indicated in Rule 7 (b) above
immediately on its purchase/completion/redemption, and that the premium
receipts are regularly produced for inspection;
(iii) The house is maintained in good repair and that necessary insurance premia
and municipal rates and taxes are paid regularly, and the requisite certificate
furnished annually, until the advance has been repaid in full;
(iv) Monthly recovery of installments of repayment of the advance commences
from the due date and is made regularly from the pay/leave salary bill of
the company employee concerned thereafter;
(v) In the case of the company employee likely to retire within 18 months of
the date of their application for the advance (see Rule 5 (b) above), the
amount of their gratuity will be adequate to cover the balance outstanding
against them just before the date of their retirement;
(vi) Any amount drawn in excess of the expenditure incurred, is refunded by the
company employee concerned to the company forthwith together with the
interest if any due thereon; and
(vii) The property mortgaged to the company is released immediately on the
repayment of the advance and the interest thereon in full.
(g) To enable the Managing Director/Functional Director to watch the disbursement
of the funds and the progress on the construction of houses, Head of Department
will send to him a consolidated quarterly progress report (in respect of all the
Department to which it relates, in the prescribed proforma. In order to enable the
Head of Department to furnish the progress report to the Managing
Director/Functional Director in time, all the Company’s Administrative
Departments including the attached and subordinate offices to the Company will
send them a consolidated quarterly progress report (in respect of all departments
and offices under it) by the 15th of the month following the quarter to which it
relates in the prescribed proforma.

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 Annexure I

Application form for advance for building etc. of houses.

1.
(a) Name (in block letters) …………………………………EIS no…………………
(b) Designation……………………………………………………………………...
(c) Scale of pay……………………………………………………………………...
(d) Present pay (excluding of allowances/ perks but including Dearness Pay if any)
………………
2.
(a) Department of office in which employed…………………………………………………
(b) Station where posted……………………………………………………………………...

3. Please state:

Whether Do you hold a Date of Date on which Is your spouse a

you are a permanent birth & you will attain company
permanent appointment under present age the age of employee? If so,
employee Central or a State superannuation give the name,
and the Govt. if so, give designation,
length of particulars. office etc.
service
rendered

1 2 3 4 5

4. Do you or does your spouse/ minor child already own a house? If so, please state:

Station where it Floor area Its Reasons for desiring to own another
is situated with (in sq. ft.) approximate house, or enlarging living
address valuation accommodation in an existing
house, as the case may be

1 2 3 4

P a g e | 356
5. a) Do you require the advance for building a new house? If so, please indicate:

Approx. floor area Estimated cost Amount of No. of yrs. in which

of the house advance the advance with
proposed to be required interest is proposed to
constructed (in sq. Cost of Cost of Total be repaid
ft.) land building

1 2 3 4 5 6

Note: Entries in columns 2 to 4 will have to be supported by specifications, estimates (in the
enclosed form) and plan at the appropriate state.

b) Whether you are already in possession of land? If so, please state:

Name of the city Whether you wish Area of the Name of the municipality or
or town where it to settle there after plot (in sq. other local authority (if any) in
is located superannuation yds.) whose jurisdiction it is located

1 2 3 4

c) If no plot is already in your possession, how and when do you propose to acquire one? State
the approximate plot area (in sq. yds.) proposed to be acquired.

6. Do you require the advance for enlarging living accommodation in an existing house, if so,
please state:

No. of Total If an Particulars of additional Amount No. of

room in floor additional information desired of yrs. in
the house area of storey is advance which the
(excluding the proposed desired advance
lavatory, room to be added No. of Floor Estimated with
bath room (in sq. is the rooms area cost interest is
& kitchen) ft.) foundation (in sq. proposed
strong ft.) to be
enough repaid

1 2 3 4 5 6 7 8

Note: A plan on the existing house should accompany the application.

P a g e | 357
7. Do you require the advance for repaying loans taken earlier for purchasing/ constructing a
house? If so, please state:

Location Floor area Plinth Total cost Names and Amount No. of
of the of the area of of the addresses of of years in
house house in the house house parties from advance which the
sq. ft. in sq. ft. (including whom loans required advance
land) were taken with
& the interest is
amount proposed
outstanding to be
in their repaid
favour on
the date of
application

1 2 3 4 5 6 7

Note: A plan of the house and specification used in construction should accompany the
application

8. Do you require the advance for purchasing a ready built house?

(a) (i) if so, and in case you already have a house in view, please state:

Locatio Floor Plint Approx Municipa Name Approx. Amoun No. of

n of area h . age of l value of & price t of years in
house of area the the house addres expecte advanc which
hous of the house s of the d to be e advance
e (in house owner paid require with
sq. (in d interest
ft.) sq. is
ft.) propose
d to be
repaid

1 2 3 4 5 6 7 8 9

P a g e | 358
 (b) If you do not already have a house in view, how, when and where do you proposed to
acquire one indicate:

The approximate amount The approximate amount of No. of years in which the
up to which you will advance required advance with interest is
prepare to buy a house proposed to be repaid

Note: Details specified against item 8 (a) above should be furnished in this case also as soon
as possible and in any case before the full amount of advance can be drawn.

(ii) Have you satisfied yourself that the transaction would result in your acquiring an
indisputable title to the house?

Note: A plan for the house should accompany the application.

(b) If you do not already have a house in view, how, when and where do you proposed to
acquire one indicate:

The approximate The approximate amount of No. of years in which the

amount up to which advance required advance with interest is
you will prepare to buy proposed to be repaid
a house

Note: Details specified against item 8 (a) above should be furnished in this case also as
soon as possible and in any case before the full amount of advance can be drawn.

9. If the land on which the house stands, or proposed to be constructed, free hold or lease hold?
If lease hold, state:

The term How much of the Whether Premium paid Annual rental of
of the term has already conditions of the for the plot the plot
lease expired lease permit the
land being
mortgaged to the
company

1 2 3 4 5

P a g e | 359
 Note: A copy of the lease/ sale deed should accompany the application

10.
(a) Is your title to land/ house undisputed and free from encumbrances?

(b) Can you produce, if required, original documents (sale or lease deed) in support of your
title? If not, state the reason indicating what other documentary proof, if any, you can
furnish in support of your claim?(See items 5(b), 6 and 7 above).

(c) In case you have, does the locality in which the plot of land/ house is situated possess
essential services like roads, water supply, drainage, sewerage, street lighting, etc.? (Please
furnish a site plan with complete address).

11. In case you happen to be due to retire from service within 20 years of the date of this
application, do you undertake to repay the outstanding balance of the advance by making a
final (House Building) withdrawal from your provident fund and/or authorized the company
to adjust the remaining balance against any gratuity that may be admissible to you?

12. Is Rule 5(b) applicable to your case? If so, State:

(i) the name, designation, scale of pay, office/ department, etc. of the permanent company
employees who is willing to stand surety for you and;
(ii) The date on which the proposed surety is stand due to attain the age of superannuation.

DECLARATION

I SOLEMNLY DECLARE THAT the information furnished by me in reply to the various items
above is true to the best of my knowledge and belief.

I HAVE READ THE RULES REGULATING the grant of advances to employees for building
etc., of houses and agree by the terms and conditions stipulated therein.

I CERTIFY THAT:

(i) My wife/ husband is not a company employee.

(ii) My wife/ husband who is a company employee has not applied for and/ or obtained an
advance under these rules; and

(iii) Neither I nor my wife/ husband has applied for and/ or obtained an advance or loan from
any other Government source for the acquisition of a house.

………………………………………..

(Signature of the
applicant)

Station: Designation…………………………..

Date: Department/ office in which employed

P a g e | 360
 ………..………………………………..

*Strike out the alternative(s) not applicable.

(To be completed by the applicant’s head of department)

No……………………………………Station…………………………Dated……………………
forwarded to the sanctioning authority. The facts stated in the application have been verified and
found correct.

It is recommended that an advance of Rs…………………………may be granted to the applicant.

I have satisfied myself, on the basis of monthly deductions, etc., made from the applicant’s salary
that this amount is well within his/ her repaying capacity.

Signature………………………………

Designation……………………………

Name of Department……….………….

Name of the signing officer should also be indicated in block letters below his signature.

P a g e | 361
 Form No. 1

Abstract of cost of original estimates and detailed specifications (based on details in Form
No. 2) for grant of advance.

Amount (Rs).……………………………………………………….

Name……………………………………………………………..

Designation……………………………………………………….

Locality and address in which the house is proposed to be constructed……………………………

Item. Up- heads of items of work Quantity Rate Amount Total

No. QR No. per

I Earthwork 1000 C.
Ft.
(Earthwork excavation for foundations and
disposing of surplus earth etc.)

II Concrete work 1000 C.

Ft.
(Foundation concrete with cement of lime
using stone or brick ballast either below
floors or for footing)

III Damp Proof course

(Concrete on rich cement mortar or

bitumbastic compound)

IV Roofing work

(R.C.C. or any other type of suitable roof)

V Reinforced cement concrete

VI Masonry

(Brick, stone, concrete blocks walls etc.)

VII Wood work

P a g e | 362
 (For doors and windows, wooden
scantlings for roofs etc.)

VIII Steel work

(For reinforcement holdfast, window bars,

etc.)

IX Flooring

(Concrete, stone or marble chip etc.)

X (Plastering, pointing, colour or

whitewashing, painting etc.)

XI (Like Rain water pipes, sholves jails,chulas,

pogs, hooks for fans etc.)

XII Sanitary installation

(Closets, connections pipes, manholes,

drains etc.)

XIII Water Supply

(Tap water meters, water tanks G.I. pipe

etc.)

XIV Electricity

(Electric points, meters, connections, lines

etc.)

Total
Cost

…………………………………

(Signature of applicant)

Date……………………………

P a g e | 363
 Form No. 2

Detailed estimate for advance for the building of a house

(Detailed estimate sheet to support the quantities given in Form 1)

Name……………………………………………………………..

Designation……………………………………………………….

Office to which attached…………………………………………

Locality and address in which the house is proposed ……………………………………………

Sl. Details of work No. Measurement Quantities

No. Length Breadth Height
I. Earthwork
1. Earthwork in excavation in all
soils for foundation and other
trenches and depositing the same
within one chain bed and up to
5’0” lift
Front wall 1 19 ½ 1½ 2 59

Rear verandah retaining wall 1 19 ½ 1½ 1½ 44

Outside wall 1 20 ½ 1½ 2 62

Common walls between rooms 1½ 12 ½ 1½ 2 56

W.C. front and rear 2 3¾ 1 1½ 11

W.C. front and side 1½ 4¾ 1 1½ 11

Steps in front and rear 2 4½ 1½ ½ 7

Total earthwork 250

2. Refilling the excavated earth etc.

continue details for all items as
given in sample Form No. 1
………………………….

(Signature of applicant)

Date…………………….

Note: The entries made in columns 3 to 7 against Item 2 above are just to explain how the entries
form is to be prepared

P a g e | 364
 Annexure II

(To be executed on a non-judicial stamp paper of appropriate value)

DECLARATION

Re: In the matter of housing loan of Rs……………………. lent and advance and/ or to be lent
and advanced by the company in the matter of declaration of equitable mortgage by deposit of
the title deeds of the immovable properties situated at………………………………
…………………………………………………………….. created on the
……………………….. day of ……………………………………………………..

1. I,………………,son of…………,aged………,at present residing at…………………….do

solemnly affirms and state and declare as follows:

2. I am an employee of Coal India Limited/ subsidiary (hereinafter called ‘Company’) and am

working at present as………………………………………..

3. With a view to secure the housing loan of Rs…………………………..interest and other

moneys lent and advanced and/ or to be lent and advanced by company to me, I have created
as and by way of security an equitable mortgage by deposit of title deeds, a mortgage in
favour of the company on the …………………………..day of……………………

4. I confirm and declare that (save and except the said equitable mortgage in favour of the
company), my property described in the schedule is free from all encumbrances claims and
demands and I am the full and absolute owner, thereof, and no other person has any right,
title, interest, claim or demands whatsoever thereof.

5. I further confirm and declare that my said property is not affected by any litigation,
attachment, process of the court, lispendens or otherwise, howsoever, and there was no
impediment in my creating the equitable mortgage in favour of company as stated above.

SCHEDULE OF PROPERTY

Solemnly declare at………………………………………

By the within named…………………………………….. Signature of the borrower

This…………………………….day of……………….20……..

Before me

(To be affirmed before on this commissioner/ chief metropolitan magistrate/ magistrate/ notary
public)

P a g e | 365
 Annexure IIA

From: (Name & address of the borrower) Dated…………………………20………….

………………………………………………

………………………………………………

………………………………………………

To (Name & address of the concerned company)

Sub: Housing loan of Rs………………………....

1. Pursuant to your sanction no………………………..dated…………….wherein you have

agreed to lend and advance to me a sum of
Rs…………………(Rupees………………………) inter alia on the terms and conditions of
repayment with interest, cost, charges and expenses on creation of mortgage in favour of the
company as and by way of security for the said amount. I hereby agree to create an equitable
mortgage by deposit of title deeds of the immovable property situated
at………………………………..

(i)

(ii)

2. I am the absolute owner and registered holder of the above mentioned property and the same
is free from any encumbrance, hypothecation, lien, claim or demand, attachment, lispendens
or litigation and I agree not to create any charge or lien thereon so long as the loan obtained
by me from you is and the interest due thereon outstanding.

3. During the continuance of this security and so long as the said loan or any part thereof or any
interest due thereon will remain unpaid to you by me, you will be at liberty to have the said
property agreed to be mortgaged and pledged to you as aforesaid, transferred to your name
or names of your nominee or nominees, and all costs of and incidental to such transfer
including stamp, registration transfer fee etc. will be borne and paid by me forthwith on
demand and until such payment the same will be secured and will deemed to have been
secured by these presents.

4. If any default is made by me in payment of the said loan or interest or costs, charges and
expenses of any part thereof as may be incurred by you for the recovery of the said loan
and/or interest, you will be at liberty to sell and dispose of the said property and to apply the
net proceeds of such sale in satisfaction so far as the same will extent towards liquidation of
the amount due for principal and interest together with all costs, charges and expenses
incurred by you and I agree and undertake to accept your account of such sale duly signed
by you as sufficient proof of the erectness of the amount released by you and the costs
charges and expenses in connection with such sale.

P a g e | 366
5. I will also pay to you all costs, charges and expenses as pay be reasonably incurred by you,
of an incidental to or in connection with this security as well as for the protection or defense
of your rights as for the protection and security of the said property and for the payment,
realization and recovery of the amount of the said loan, interest, costs, charges and expenses
and other moneys agreed to be secured as aforesaid and the same will be paid on demand, by
me at……………………….(place) immediately on the same having been so incurred.

6. I agree to do and execute in your favour all acts matters, deeds, registration, assurances and
things as may be necessary or requisite for effectually carrying out the provisions of these
presents.

Yours faithfully,

Signature…………………………….

………………………………………..

Full name (in capital) of the borrower

Designation……………………
……

Department
etc…..………………….

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 Annexure IIB

Draft of the letter to be given by the borrowing employee after the equitable mortgage is
created

From: (Name & address of the borrower)

…………………………………………..

………………………………………….

………………………………………….

To (Competent officer of the concerned company)

Dear Sir,

Re: Housing loan for Rs …………….. covered under agreement dated …………….

AND

Equitable mortgage by deposit of title deeds to my property situated at ……………

This is to record and confirm that with intent to secure the housing loan of Rs…………. together
with interest and other moneys payable by me to the company in terms of the agreement dated
………….., I have delivered and deposited with Shri ………………………., being the duly
authorized officer of the company on the …………….. day of …………… the following title deeds
and the documents of my immovable properties situated at……………..

Yours faithfully,

Signature…………………………….

………………………………………..

Full name (in capital) of the borrower

Designation etc…..………………….

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 Annexure IIC

MEMORANDUM OF ENTRY

Pursuant to the sanction order no……………………………….. issued by the ……………

………………………………….. Shri………………………………….. (hereinafter referred to as

borrower) deposited with Shri………………………………… of the company the following title
deeds and documents relating to:

1. List of title deeds with brief description.

2. At the time of making such deposit, the borrower stated that he has deposited the said title
deeds with intent to create a security in favour of the company as and by way of equitable
mortgage by deposit of title deeds in respect of the said property for securing due repayment
by the borrower to the company of the housing loan of Rs……………………..
(Rupees………………………………………………) sanctioned by the company together
with interest thereon and all such costs, charges and expenses and other moneys payable by
the borrower to the company under the said agreement.

3. The borrower further assured and declared to the company that the title deeds so deposited
were the only title deeds of the said land/ house/ flat and that he was the absolute owner
thereof and that he had a marketable title thereto free from all encumbrances, claims and
demands and that there was no mortgage, charges, lien, encumbrance or attachment on the
said land/ house/ flat or any part thereof.

4. Shri………………………………………………… of the company accepted from the

borrower the said deposit of the title deeds on behalf of the company the purpose aforesaid.

5. The above was read over by Shri…………………………………….. to the borrower in the

presence of Shri…………………………………………. dated this ………………………
day of ………………………………………20…….

Signature of the witness……………………………

Name in full ………………………………………

Designation ……………………………………….

Signature of the borrower…………………………

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 Annexure IID

From:

………………………………………………

……………………………………………… (Designation of the authorized officer)

………………………………………………

To

Shri…………………………………………

(Name of the employee)

Designation ………………………………..

Department/ location……………………….

Sub: Mortgage of housing property purchased from loan assistance of the company

Dear Sir,

We confirm having received the title deeds and the covering letter detailed below:

S. No. Details of title deeds Covering letter detail

Signature

P a g e | 370
 Annexure III

FORM OF SURETY BOND TO BE EXECUTED IN RESPECT OF EMPLOYEES WHO

WANT TO DRAW DUE INSTALLMENTS EXCEPTING LAST INSTALLMENT FOR
CONSTRUCTION OF BUILDING BEFORE CREATION OF MORTGAGE BY
DEPOSIT OF TITLE DEED

KNOWN ALL MEN BY THESE PRESENTS THAT we, Sri…………………………….., son

of………………………………..a resident of ………………………………………………….in
the district of…………………………………………… at present employed as a permanent
employee as ………………………………………………………… EIS no ………….
(Designation)

in……………………………………………………(hereinafter called “The First Surety”) and

Sri…………………………………………………… son of …………………………………… a
resident of……………………………………………… in the district of ………………………

at present employed as a permanent employee as……………………………………EIS no

(Designation)

in…………………………………………………(hereinafter called “The Second Surety”) are

jointly and severally held and firmly bound unto…………………………………………………
(insert the name of the company) a company registered under the Companies Act., 1956 having its
registered office at………………………………………………………………(insert the address
of the company) in the ……………………….………………………………………..referred to as
“The Company” (which expression will unless excluded by or repugnant to the subject or context
include its successors and assigns in the sum of
Rs………………….(Rupees……………………………..) only to be paid to the company For
Which Payment to be well and truly made we hereby jointly and severally bind ourselves, our
heirs, executers, administrators and representatives firmly by these presents. As witness we set our
hands this day of…………………….. and WHEREAS Sri……………………….. a resident of
…………………………………………..in the district of …………….......................... at present
an employee of the……………………………..(hereafter called (insert the name of the company)
“The Borrower”) applied to the company for an advance Rs………………...
(Rupees…………………………………..) only for construction of building on the plot of land
a………………………….….P.S………………..District……………

AND WHEREAS the company sanctioned the payment of

Rs…………….…….(Rupees…………………………………………………) only under the
Rules framed by the company to regulate the grant of advance to company’s employees for building
of house (hereinafter referred to as the “Said Rules”).

AND WHEREAS the borrower has undertaken to repay the said amount in
……………………..monthly installments. AND WHEREAS the borrower has agreed to deposit
certified copy of the sale deed duly certified by the registrar and original registration receipt for
drawal of all the installments excepting the last installment of the sanctioned advance.

AND WHEREAS the borrower has further undertaken to mortgage the land and house by
depositing original title deed for the said amount before drawal of last and final installment of the
sanctioned advance but also within 18 months from the date of registration of the sale deed or

P a g e | 371
within further period of time as may be allowed by the company and to observe the provision of
the said rules. AND WHEREAS in consideration of the company having agreed to grant the
aforesaid advance to the borrower the Sureties have agreed to execute the above bond with such
condition as hereunder written.

NOW THE CONDITION OF TH ABOVE WRITTEN BOND OR OBLIGATION is such that

if the said borrower will while in the employment of the company duly and regularly pay or cause
to be paid to the company, the amount of the aforesaid advance owing to the company by
installments until the said sum of Rs……………………
(Rupees……………………………………………………………………...) only together with
interest thereon as per the rules of the company will be duly paid or mortgage to the company the
said land and building referred to above, whichever event happens earlier, then this bond will be
void otherwise the same be and remain in full force and virtue. BUT SO NEVERTHELESS that
if the borrower will die or become insolvent or at any time cease to be in the service of the company,
the whole or so mush of the said principal sum of Rs ………………
(Rupees…………………………………...............) only together with the interest as will then
remain unpaid will immediately become due and payable to the company and recoverable from the
sureties in one installment by virtue of this bond. We the above named first and second surety
jointly and severally undertake to pay full amount of advance and interest thereon on demand in
case the borrower Shri……………………………………………. fails to create mortgage by
deposit of the original title deed in favour of the company within specified time as stipulated in the
agreement executed by the borrower on………………….. for drawal of due installment of the
sanctioned advance. The obligation undertaken by the sureties will not be discharged or in any way
be affected by extension of time or any indulgence granted by the company to the said borrower.

Signed and delivered by

Shri………………………………......... Shri…………………………

(Signature of first surety) (Signature of second surety)

Designation…………………………… Designation……………

Office to which attached…………….. Office to which attached

The said first and second surety at………………………………in presence of:

1st witness…………………………….. 1st witness…………

Address……………………………….. Address……………

Occupation……………………………. Occupation………

2nd witness…………………………….. 2nd witness…………

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Address……………………………….. Address……………

Occupation……………………………. Occupation…………

(Accepted by Shri………………………………………on behalf of company)

*strike out/ off whatever is not applicable.

N.B.:

1. This bond is to be executed on a non-judicial stamp paper of appropriate value as per

rules of the state in which this will be executed.
2. The signatures of the witnesses should be given in detail.
3. Two witnesses are required for each signature separately.

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 Annexure IV

FORM OF SURETY BOND TO BE EXECUTED IN THE CASE OF ACQUIRING OF

FLATS/ HOUSES THROUGH MEMBERSHIP OF CO-OPERATIVE GROUP HOUSING
SOCIETIES

KNOWN ALL MEN BY THESE PRESENTS THAT WE, Sri…………………………….. son

of ……………………………………….. a resident of ………………………………………… in
the district of…………………………………………… at present employed as a permanent
employee as ………………………………………………………………………………………...

(Designation)

in……………………………………………………(hereinafter called “The First Surety”) and

Sri…………………………………………………… son of ………………………… a resident
of……………………………………………… in the district of …………………………………

at present employed as a permanent employee as………………………………………………

(Designation)

in…………………………………………………(hereinafter called “The Second Surety”) are

jointly and severally held and firmly bound unto……………………………………………

(insert the name of the company)

a company registered under the companies act, 1956 having its registered office
at……………………………………………………………………………………………………

(insert the address of the company)

in the ………………………………………..referred to as “The Company” (which expression will

unless excluded by or repugnant to the subject or context include its successors and assigns in the
sum of Rs………………….(Rupees……………………………………………………..) only to
be paid to the company FOR WHICH PAYMENT to be well and truly made we hereby jointly
and severally bind ourselves, our heirs, executers, administrators and representatives firmly by
these presents. As witness we set our hands this day of……………………..AND WHEREAS
Sri……………………….. a resident of ………………………………………………..in the
district of......................... at present an employee of the……………………………..(hereafter
called……………………………………………………………………………………………….

(insert the name of the company)

“The Borrower”) applied to the company for an advance Rs…………...(Rupees……………..) only

for purchase of a flat/ house situated at……………….................from
the…………………………………..society.

AND WHEREAS the borrower has undertaken to do and perform under the bond dated
the………………..day of……………………..20….., executed in favour of the……….................

(name of the company)

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NOW THE CONDITION OF THE ABOVE WRITTEN BOND OR OBLIGATION is as
follows:

That we the First and Second Surety do hereby guarantee that the borrower will do and perform all
that he has undertaken to do and perform under the bond, dated the……………….day
of…………..20….. executed by him in the favour of the…………………………………… and

(name of the company

do hereby bind ourselves jointly and severally to pay the company a sum of
Rs…………………………….. (in words) Rs………………………………………………….)
only being the amount due and payable by the borrower under the said bond or such sum as the
company will deem to be sufficient to cover any loss or damage, the company may have sustained
by reason of default of the borrower.

That we jointly and severally do hereby further agree that the company, may without prejudice of
any other rights and remedies, recover from us, the said sum, and we hereby further agree that any
forbearance in enforcement of the terms of the said bond or any other indulgence granted to the
borrower or any variation of the terms of the said bond or any time given to the borrower 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
borrower.

Dated this……………………… day of……………………. 20……….

Signed and delivered by

Shri………………………………......... Shri……………………………………..

(Signature of first surety) (Signature of second surety)

Designation…………………………… Designation……………

Office to which attached……………... Office to which attached……

The said first and second Surety at………………………………in presence of:

1st witness……………………………. 2nd witness……………..

Address……………………………….. Address……………

Occupation……………………………. Occupation………

Accepted by Shri……………………………………… for and on behalf of company.

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 Annexure V

FORM OF PERSONAL BOND TO BE EXECUTED IN THE CASE OF ACQUIRING

FLATS/ HOUSES THROUGH MEMBERSHIP OF GROUP HOUSING SOCIETIES

KNOW ALL MEN BY THESE PRESENTS THAT I, son of…………………………………

(hereinafter referred to as “the Bounden”) am held and firmly bound unto Coal India Limited/
subsidiary having its registered office at 10, Netaji Subhas Road, Kolkata-700001, hereinafter
called “the Company” (which expression will unless excluded by or repugnant to the subject or
context, include its successors and assigns) in the sum of Rs…………………… to be paid to the
company for loan of Rs………………. (hereinafter referred to as “the said loan”) for the purpose
of residential flat/houses situated at……………………………………………………………..and
more particularly described in the schedule hereunder written and which flat/ house on completion
of the construction is to transferred shortly to the bounden by the
………………………………………… society ltd., a co-operative having its registered office

(Name of the Society)

…………………………………………….(hereinafter referred to as “the Society”), which has

been duly sanctioned by the company, on the terms and conditions inter alia that the Bounden do
execute in favour of the company, a bond in the manner hereunder contained.

NOW THIS BOND IS CONDITIONED TO BE VOID IF THE Bounden:

(a) Duly pays to the company, the aid sum of Rs…………………………… within a period of
……………… years from the………………… day of………….20…….. by equal monthly
installments of Rs…………….. each, payable in each calendar month, the first such
installments to be paid in the month of ………….. 20….. and the subsequent installments to
be paid in each and every succeeding calendar month thereafter and after the Bounden had
duly paid the principal amount of the said loan in regular installments as hereinbefore
provided, the Bounden duly pays to the company within a further period
of……………………years. Thereafter, the amount of interest, on the diminishing balances
of the said loan until payment, at the rate of…….. percent per annum, such interest to be paid
by………… equal monthly installments of Rs………….. each, to be the interest that the
entire loan and interest thereon will be repaid within a period of……. YEARS FROM
THE………… day of……………… provided however, that if the Bounden fails to pay any
installments of principal and/ or interest on its due date, then and in every such case, the
amount of such installment of principal or interest so in arrears, will bear higher rate of
interest at the rate…………. percent per annum and the amount of each of the said
installments of interest, will be proportionately increased PROVIDED FURTHER that
nothing herein contained will be construed as relaxation of the Bounden’s obligation to duly
and punctually pay the said installments of principal and interest, on their respective due
dates or otherwise any right or remedy of the company.

(b) Within the time as will be granted by the company from the date of these presents, utilizes
the entire amount of the said loan in the purchase of a residential flat/ house situated at
…………………………………… and more particularly described in the Schedule
hereunder written and in the purchase of such shares and/ or debentures of the Society as
may be required to be purchased as qualification of membership of the said Society and

P a g e | 376
 products to the company all requisite documents of the title concerning the completion to be
purchased as qualification.

(c) On transfer being executive in favour of the Bounden of the house/ flat, he would mortgage
it to the company as security for the loan obtained from the company.

(d) If the actual price of the said flat/ house and shares/ debentures required to be purchased as
aforesaid, is less that the amount of the said loan, repay the excess to the company forthwith.

(e) Does not transfer, assign, underlet the said flat/ house or any interest thereon part with
possession thereof for transfer or otherwise alienate the said shares/ debentures without the
previous consent writing of the company.

(f) So long as the said loan and interest or any part thereof is outstanding and if so required by
the company, hand over the said shares/ debentures to the company, along with properly
signed loan transfer forms, as further security for the said loan.

(g) IT IS HEREBY AGREED by the Bounden as under:

1. The said loan or the balance thereof for the time being due by the Bounden to the company
and all other moneys due under these presents, will become immediately payable to company
in each and every of the following events:

(i) If the Bounden fails to pay any installments or repayments of principal on its due date
as and when become due and payable.
(ii) If the Bounden makes default in payment of any installments of interest on its due date
as hereinabove provided.
(iii) If any distress or execution will be levied upon any property of the Bounden or a
receiver thereof be appointed.
(iv) If the Bounden commits a breach of any of the said covenants or provision and on his
part to be observed and performed.
(v) If the Bounden dies or retires from or ceases to be in the service of the company.
(vi) If the Bounden presents a petition for being adjudged insolvent or is adjudicated
insolvent.

2. The company will have the absolute right and full liberty to deduct every month from the
Bounden’s salary, the amount of monthly installments and appropriate the same towards the
said monthly installments, in repayment of principal and interest, and for the purpose
aforesaid, the Bounden hereby irrevocably authorizes the company, to make such deductions
without the necessity of any further consent or concurrence of the Bounden.

P a g e | 377
3. In the event of the retirement or death before retirement of the Bounden, company will be
entitled to recover the entire unpaid balance of the said loan remaining unpaid, at the time
such retirement or death, and all unpaid interest thereon, from the gratuity, if any, that may
be sanctioned to the Bounden under the service rules applicable to him.

4. Whenever any installment of the principal or interest or any other sum, due and payable by
the Bounden under these presents, will be in arrears. The company will be entitled to recover
the same, PROVIDED ALWAYS THAT this clause will not affect any other rights, power
and remedies of the company.

IN WITNESS WHEREOF THE Bounden above mentioned has hereto set his hand the day and
year first herein above written.

THE SCHEDULE ABOVE REFERRED TO

Signed and delivered by Shri………................... Signature of the Bounden…………

The Bounden within Named…

Designation……………………………

Office to which attached…………

In the presence of……………………………...

1st witness…………………………….. 2nd witness……………

Address……………………………….. Address………………

Occupation……………………………. Occupation……………

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 Annexure VI

FORM OF AGREEMENT TO BE EXECUTED BY AN EMPLOYEE OF THE

COMPANY WHO IS NOT IN A POSITION TO CREATE MORTGAGE BY DEPOSIT
OF TITLE DEED DUE TO NON-AVAILABILITY OF ORIGINAL TITLE DEED FROM
REGISTERING AUTHORITY BEFORE DRAWAL OF DUE INSTALLMENT

AN AGREEMENT MADE THIS………………….DAY OF…………….20….. BETWEEN

Shri……………………………………………….,son of…………………………………..at
present serving as…………………………………………………hereinafter called “the
Borrower” (which expression will unless excluded by or repugnant to the subject or context include
his heirs, legal representatives, executors and administrators) of the ONE PART
and……………………………………............................................................................................

(insert the name of the

company)

Having its registered office at……………………………………………….hereinafter called “the

Company” (which expression will unless excluded by or repugnant to the subject or context include
its successors and assigns) of the OTHER PART.

WHEREAS the borrower desires to construct a residential building on the plot of land at
Village……………………………..P.S……………………………………Dist…………………
……….. fully described in the schedule hereunder written and WHEREAS the borrower has under
the provisions of the rules framed by the company to regulate the grant of advance to the company’s
employee for building and construction of house (hereinafter referred to as “the said rules” which
expression will where the context so admits include any amendment thereof or addition thereto for
the time being in force) applied to the company for an advance of
Rs………………………….(Rupees…………………………..) only and the company has
sanctioned an advance of Rs………………………….(Rupees…………………………………)
only to the borrower vide company’s letter no………………………….dated……………… a copy
of which is annexed to these presents for the purpose aforesaid on the terms and conditions set
forth therein.

AND WHEREAS the borrower is unable to create mortgage by deposit of original title deed within
the stipulated time in terms of the sanction order in view of the difficulty being faced by the
borrower in obtaining the registered Original Title Deed from the Registering Authority.

NOW IT IS HEREBY AGREED BY AND BETWEEN THE PARTIES here to as follows:

1. In consideration of the sum of Rs………………………..(Rupees……………….............….)

(insert full amount)

P a g e | 379
 to be paid by the company in the manner provided in the letter of sanction after the execution
of this agreement for construction of a residential building at
Village…….P.S….....Dist……… to the borrower as provided in the said rules the borrower
hereby agrees with the company:

(a) To repay the company the said amount of Rs……………….(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 Rs………………………(Rupees………………..) only from his pay
commencing from the month of ……………… 20….. and the borrower hereby authorizes
the company to make such decisions from hi/her monthly pay and leave salary bills.

(b) To execute a document mortgaging the said land and building to be constructed in favour of
the company as security for the amount advanced to the borrower under these presents as
also for the interest payable for the said amount in the form provided by the said rules.

2. AND IT IS HEREBY further agreed that the borrower will furnish two sureties of the like
amount from permanent employees of the company not below the status of the borrower.
The liability of the sureties will continue, until the mortgage is created by the borrower or
till the entire amount of advance is fully repaid by the borrower.

3. AND IT IS HEREBY FURTHER AGREED AND DECLARED THAT if the land and
house are not mortgaged within 18 months from the date of registration of title deed/sale
deed or within further time as the company may allow in this behalf or if the borrower
becomes insolvent or quits the services of the company or dies the whole amount of advance
together with interest accruing thereon will immediately become due and payable to the
company and company may ask the sureties to deposit the entire amount at a time.

4. It is hereby agreed that the certified copy of the original title deed/sale deed duly certified by
the registrar and original registration receipt issued by the registrar will be submitted for
grant of……………………………….installment of the sanctioned advance.

5. It is further agreed that the borrower will create Mortgage by deposit of original title deed in
favour of the company before drawal of the last installment.

6. AND IT IS HEREBY LASTLY AGREED AND DECLARED that the company will be
entitled to recover the balance of the said advance with interest remaining unpaid at the time
of his/ her retirement or death preceding retirement from the whole or any specified part of
the gratuity that may be sanctioned to him/ her.

7. Without prejudice to any other right of the company in that behalf if any amount becomes
refundable or payable by borrower to the company, the company will be entitled to recover
the same by deducting from pay of the borrower such amount as will deem reasonable.
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The schedule above referred to:

IN WITNESS WHEREOF THE BORROWER has hereunto set his hand and Shri………… for
and on behalf of the company set his hand the date and year first before write.

SIGNED BY THE SAID BORROWER AT………………………in presence of:

…………………………………..

(full signature of the borrower)

1st witness ………………………………… 2nd witness ………………………

Address …………………………………… Address ………………………

Occupation…………………………………… Occupation………………………

SIGNED BY Shri……………………………..

(for & on behalf of the company) (insert name of the company)

at…………………………………………………………………………………)

In the presence of…………………………………….

1st witness ………………………………… 2nd witness ……………

Address …………………………………… Address ……………………

Occupation………………………………… Occupation…………………

N.B:

(1) This bond is to be executed on a non-judicial stamp paper of appropriate value as per
rules of the state in which this will be executed.
(2) The signatures of the witnesses should be given in full.
(3) The schedule of the land on which house will be constructed should be given in detail
by borrower.
(4) The letter of sanction of the company to be annexed.
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 Annexure VII

FORM OF RE-CONVEYANCE FOR HOUSE BUILDING ADVANCE

(in case of Registered Mortgage)

THIS DEED OF RECONVEYANCE IS MADE THIS …………… day of …………………..

20……. BETWEEN COAL INDIA LIMITED, a company registered under the Companies Act,
1956 having its registered office at 10, Netaji Subhas Road, Kolkata (hereinafter called the
mortgagee which expression will unless excluded by or repugnant to the subject or context include
its successors and assigns) of the one part and……………………………………… of
……………………………………….. (hereinafter called the mortgagor which expression will
unless excluded by or repugnant to the subject or context include his/ hers, executors,
administrators, representatives and assigns) of the other part.

WHEREAS by an Indenture of mortgage, dated the………………………day…………………

of…………….. 20…….. and made BETWEEN the mortgagor of the one part and he mortgagee
of the other part and registered at……………………..in book……………………………..
volume………………………………….pages……………….to…………..as on……………….
For…………………………(hereinafter called PRINCIPAL INDENTURE). The mortgagor by
the said principal indenture mortgaged the property at………………………………. and more
particularly described in the schedule hereunder written to the mortgagee to secure an advance of
Rs………………………………………….made by the mortgagee to the Mortgagor.

AND WHEREAS ALL MONEY due and owing on the security of the PRINCIPAL
INDENTURE have been fully paid and satisfied and the mortgagee has accordingly at the request
of the mortgagor agreed to execute re-conveyance of the mortgaged premises as is hereinafter
contained Now THIS INDENTURE WITNESSETH that in pursuance of the said agreement and
in consideration of the premises the mortgagee doth hereby grant, assign and re-convey unto the
mortgagor ALL THAT THE piece of land situated at…………………………. and comprised in
the said principal indenture and more particularly described in the schedule hereunder written with
their rights, easements and appurtenances as in the PRINCIPAL INDENTURE expressed and all
the estates right, title, interest property claim and demand whatsoever of the mortgagee into out of
or upon the said premises by virtue of the PRINCIPL INDENTURE to have and to hold the
premises here before expressed to be hereby granted assigned and re-conveyed unto and to the use
of the mortgagor, for over freed and discharged from all moneys intended to be secured by the said
PRINCIPAL INDENTURE and from all actions, suits, accounts, claims and demands for, or in
respect of the said moneys or any part thereof, for or in respect of, the PRINCIPAL INDENTURE
OR of any-thing relating to premises AND THE mortgage hereby convenants with the mortgagor
that the mortgagee has not done or knowingly suffered or been party thereof re or privy to anything
whereby the said premises or any part thereof are/ is or can be impeached encumbered or effected
in title estate of otherwise howsoever, IN WITNESS whereof the mortgagee has caused
…………………… on its behalf to set its hand the day and year first above written.

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 SCHEDULE ABOVE REFERRED TO

SIGNED BY ……………………………… for and on behalf of the mortgagee ………………

In the presence of

1st witness……………………………

Address………………………………

Occupation…………………………... ………………………………….
(Signature) (Signature)

For and on behalf of the company

2nd witness……………………………

Address………………………………

Occupation…………………………...

(Signature)

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 Annexure VIII

MEMORANDUM RECORDING MORTGAGE BY DEPOSIT OF TITLE nEEDS

WHERE THERE IS ALREADY AN EQUITABLE MORTGAGE

To (Name and address of the concerned company)

Further loan of Rs. . . . . . . . . . . . in addition to the loan of Rs. . secured by Equitable Mortgage
dated …………………………………………………………………….. .

On the ……………………………………. day of ……………………….I, Shri ………..…….....

…………………………………………………residing at No. . . . . . . …………………………..

(full name)

having my office at No. ………......................................................................................................

delivered to you at No …………………………………………………………………………….

(indicate full address)

the documents of title specified in Schedule "B' hereto annexed relating to the immoveable
property being No.
……………………………………………………………………………………………………
…….

fully described in the Schedule 'A' hereto annexed including all buildings and structures standing
thereon or to be erected thereon with intent to create a security thereon in your favour nemely a
mortgage by deposit of title deeds within the meaning of Section 58(f) of the -Transfer of Property
Act. for securing due repayment of all moneys advanced or to be advanced to me by you by way
of House Building Loan together with all interest costs charges and expenses as between attorney
and client which you may incur or be put to for protection and preservation of the said security or
recovery of the amount or any part thereof. The said mortgage by deposit of title deeds has been
duly recorded.

In consideration of the.
…………………………………………………………………………………….

(Name of the concerned company)

agreeing to grant me further loan upto Rs. . . . . . ………………. . . . . . . . . . (Rupees. .

…………………. ……………………………………………………………………………) for
House Building I Shri. . . . . . . .. . . . . . . . . . . . place on record that it has been agreed that the title
deeds specified in Schedule 'B' hereto annexed relating to the promises No.
…………………………. . including building and structures thereon which have been delivered
to your Company at No. ……………………………………………..

(indicate address)

on the. . ………………….day of. . …………………... . with intent to create a Security on the

said equitable mortgage together with all buildings and structures thereon or to be constructed

P a g e | 384
 thereon shall be held by your Company as security in respect of further loan of Rs.
………………………………..

I further agree that all the terms, conditions and covenants relating to mortgage by deposit of title
deeds created on. . . . . . . . . . . . . . . . . shall be applicable to the mortgage by
deposit of title deeds also for the repayment of the said further loan of Rs.
……………………………………
Dated, this. . . . . . . . . . . . . . . . . . . . . . . . . .day of. . . . …………...20

SCHEDULE "A" ABOVE REFERRED TO

Particulars of Property

SCHEDULE "B" ABOVE REFERRED TO

List of Title Deeds

Signature. . . . . ………………………………
....

……………………………………………
………

Full Name (In Capital) of the Borrower

Designation. . . . .
……………………………... . .
Department etc. . . . ………….. . . . . . . . . . . . . . . .

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References

1 House Building Advance Rules – Amendments upto 09.01.1990.

2 OM No. CIL/C-5A(vi)/50724/V/166 dated 11.11.1997.

3 OM No. CIL/C5A(PC)/HBA/2828 dated 08.05.2018.

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 Coal India Executive House Rent Allowance
Rules 2010

Table of Contents

1.0 Short Title & Commencement 388

2.0 Scope & Coverage 388

3.0 Definitions 388

4.0 Entitlement of HRA 389

5.0 Admissibility 390

6.0 Cessation of HRA 391

7.0 Rate of HRA 391

8.0 Leased Accommodation 391

9.0 Eligibility for Residential Accommodation 393

10.0 Penal Rent for Unauthorized Occupation 394

11.0 Procedure 394

12.0 Miscellaneous 395

13.0 Interpretation 395

14.0 Savings 395

15.0 Annexure (s) 396

References 402

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 Coal India Executive House Rent Allowance Rules 2010
1.0. Short Title and commencement
1.1. These rules shall be called the Coal India Executives House Rent Allowance Rules
2010.1 Except where otherwise specifically provided for by an executive order,
direction or instruction, these rules come into force with effect from 28th
September’2010 and it supersedes earlier House Rent Allowance rules and circulars
issued in this respect.

2.0. Scope & coverage

2.1. These rules shall cover the following executives of Coal India Limited and its
Subsidiaries:

(i) Board Level and below Board level Executives.

(ii) Executives appointed as management trainee in regular pay scales.

2.2. An executive from other organization or undertaking on deputation to the Coal India
Limited and its subsidiaries shall also be entitled to the house rent allowance in
accordance with these rules provided there is nothing repugnant or contrary to it in
the terms and conditions of his deputation.

3.0. Definitions

(a) ‘Basic Pay’ means the basic pay of an executive (include Personal pay, Special
pay, Non Practicing Allowance as applicable).

(b) ‘Competent Authority’ means:

(i) Area General Manager for all officers posted under his administrative
control in his Area/Project/Unit.

(ii) CGM/General Manager (Sales & Marketing), CIL for all executives
posted at different Regional Sales offices and other Marketing offices
located in different states.

1
Approved by CIL Board in its 259th Board meeting held on 21.08.2010. Communicated vide OO No. CIL/C-
5A(vi)/HRA/1499 dated 28.09.2010.

Previously called as House rent Allowance Rules, 1972 which was amended vide various Office Orders/
Memorandums dated 05.07.1973, 18.03.1974, 01.10.1975, 04.07.1977, 20.12.1977, 24.11.1978, 15.05.1979,
23.05.1980, 14.07.1982, 23.09.1982, 30.08.1982, 26.06.1984, 28.09.1984, 18.01.1985, 03.04.1985,
08.04.1985, 29.10.1985, 12.09.1986, 03.04.1987, 03.06.1988, 25.09.1989, 03.10.1989, 17.10.1989,
23.10.1989, 22.11.1989, 03/04.01.1990, 09.01.1990, 10.01.1990, 22.01.1990, 27.01.1990, 20.11.1990 (OM
No. 227 & 229), 04.02.1991, 18.06.1991, 21.01.1993, 09.06.1994, 23.08.1994, 17.01.1995, 08.03.1995,
14/17.07.1995, 13.10.1995, 14.06.2001, 07/18.08.2008, 02/07.05.2009 and 09.06.2010.
P a g e | 388
 (iii) Head of Divisions of respective departments/divisions at the Head
Quarters of CIL and subsidiary companies in respect of executives posted
under their administrative control.

(iv) Director (Technical)/ (Finance)/ (P&IR)/ (Marketing) for CGM/General

Managers posted under their administrative control.

(v) Chief of Geology and Drilling for officers posted at various drilling
camps.

(vi) General Manager (Administration)/(EE)/(Pers.) concerned subsidiary

companies for officers posted at branch offices located at various cities
such as Kolkata, Delhi etc.

(vii) Director (Pers.) of the subsidiary companies may authorize any other
officer to function as such in respect of officers not covered in the above
categories.

(viii) Chairman, CIL

(c) ‘Functional Directors’ means a full time Directors of Coal India Limited.

(d) ‘Company’ means the Coal India Limited.

(e) ‘Family’ means an executive’s wife/husband, children (including step child,

legally adopted child) and other wholly dependent upon him/her. A husband/
wife/ child/parent having an independent source of income are not treated as a
member belonging to the family of the executive.

(f) ‘He’ includes ‘She’ & Vice Versa

4.0. Entitlement of HRA

4.1. An executive who has not been allotted company’s accommodation and has taken a
house on rent is entitled for House Rent Allowance.

4.2. An executive who refuses or surrenders accommodation offered to him by the

company shall not be eligible for House Rent Allowance except for those executives
who surrender the company’s accommodation to reside in the house owned by
him/wife/children/father/mother.

4.3. In case both husband and wife are working in CIL and posted within a radius of 8
k.m. from each other or are residing in the house owned by the executive or his/her
wife/husband jointly, only one of them, at the option of the couple, shall be eligible
for the House Rent Allowance.

Provided that this will not apply where the husband and wife are residing separately
in pursuance of an order of judicial separation made by any court, in which both
husband and wife shall be eligible for HRA.

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4.4. An executive shall not be entitled to HRA, if his wife/her husband has been allotted
accommodation at the same station by the Central Govt., State Govt., an
Autonomous Public Undertaking or Semi Govt. organization such as Municipality,
Port Trust etc. whether he/she resides in that accommodation or he/she resides
separately in accommodation rented by him/her.

4.5. Where two officers in occupation of separate residences marry each other, one of
them shall cease to draw the house rent allowance after one month from the date of
their marriage. In case both the residencies are under the administrative control on
the company, they shall within one month from the date of the marriage, surrender
one of the residences to the company, failing which applicable penal rent for the
smaller of the two accommodations shall be charged from the date of completion of
one month of their marriage.

4.6. If an executive who is drawing house rent allowance, is transferred to another station
involving change of residence and leave behind his family at the old station, he shall
be eligible for the house rent allowance at the new station, for a maximum period of
6 months at the same rate, from the date of release in the old station provided that
he has taken over duty in the new station, and not been allotted accommodation by
the company at the new station. The period may be extended thereafter with the
approval of competent authority, if the management has not been able to provide
accommodation.

In case he has been allotted a residence at the new station (place of posting) his
entitlement to House rent Allowance at the old rate will be limited only to the period
from joining at new station till completion of one month after allotment of house.

4.7. An executive staying in Guest House/transit accommodation is entitled for House

Rent Allowance admissible at the applicable rate for a maximum period of 6 months
provided he pays the room rent for guest house/transit accommodation and do not
occupy any other residential accommodation provided by the company anywhere.

However even after the expiry of the above 6 months period the executive concerned
could not be allotted company’s accommodation, he has to obtain fresh sanction for
continuance of House Rent Allowance from the competent authority.

5.0. HRA shall be admissible during:

5.1. The period of suspension and temporary transfer from old to new station.

5.2. The period of all kinds of sanctioned leave except for cases where an executive is
sanctioned leave on medical ground or otherwise and does not join duty after
availing himself of such leave and resigns, he shall not be eligible for HRA for the
entire period of such leave.

5.3. The period of training abroad/in India.

5.4. The study leave period at the rates admissible from time to time at the station where
he proceeds on leave or the place of training provided he returns to his old

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 headquarters on the expiry of his/her leave/training, unless ordered by competent
authority to join elsewhere.

6.0. Cessation of HRA

Should an executive’s services be terminated/dismissed/on account of resignation

from the services of the company, he shall cease to draw HRA w.e.f. the date such
an order or termination/dismissal/acceptance of resignation passed by the competent
authority.

7.0. Rate of HRA[2]

The House Rent Allowances will be paid to the Executives at the following rates
w.e.f the date of issue of the Presidential Directive (i.e., 06.08.2018):

Classification of Cities Rate of HRA

X- Class (Population of 50 Lakh and above) 24% of Basic Pay

Y – Class (Population of 5 Lakh to 50 Lakh) 16% of Basic Pay

Z – Class (Population below 5 Lakh) 8% of Basic Pay

The rates of HRA will be revised to 27%, 18% & 9% for X, Y and Z class cities
respectively when IDA crosses 25% and further revised to 30%, 20% and 10% when
IDA crosses 50%.
The classification of cities for the purpose of HRA will be as per the classification
of cities as circulated by the Department of Expenditure vide its O.M No 2/5/2017-
E.II(B) dated 07.07.2017 (Annexure B).

8.0. Leased accommodation[2]

i. The company shall provide leased residential accommodation to Executives in
cities where the company is unable to provide residential accommodation in its
own township. Leased accommodation will be provided to all grades of
executives posted at different cities subject to ceiling, as mentioned below, on
need basis.

The ceiling of leased accommodation based on the classification of cities is as

below:

2
Amended vide OM No. CIL/C5A(PC)/Pay Revision 2017/2972 dated 08.08.2018.

Rate of HRA & Leased accommodation were earlier amended vide OM No. CIL/C-5A(vi)/005/35/1210
dated 02/07.05.2009. Classification of cities was earlier amended vide OM No. CIL/C5A(PC)/HRA/936
Dated 14.01.2016.
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 Classification of Lease Rental ceilings
Cities
If DA is up to If DA crosses If DA crosses
25% 25% 50%
X- Class (Population 31.5% of Basic 34.5% of Basic 37.5% of Basic
of 50 Lakh and above) Pay Pay Pay

Y – Class (Population 21% of Basic 23% of Basic 25% of Basic Pay

of 5 Lakh to 50 Lakh) Pay Pay

Z – Class (Population 10.5% of Basic 11.5% of Basic 12.5% of Basic

below 5 Lakh) Pay Pay Pay

(The percentage has been arrived at by summing up the entitled percentage of

HRA and House Rent Recovery rate).

Any amount of lease rent in excess of the above ceiling will be paid by the
Executive concerned.

ii. If an Executive is staying in his/ her own house, then normally he/ she should
be entitled to the HRA amount but if the said house is taken as lease
accommodation for self-occupation purpose, the lease rental ceilings (after
adjusting the House Rent Recovery amount) should not exceed the net
applicable HRA amount.

iii. The House Rent Recovery (HRR) in respect of the leased accommodation will
be at the following rate, or the actual rent, whichever is lower:

Classification of Cities Rates of HRR

X-Class 7.5% of BP
Y-Class 5% of BP
Z-Class 2.5% of BP

iv. For the company accommodation arranged by CIL & its subsidiaries in their
own township, the HRR will be the standard rate fixed by the company (in line
with the license fee based on plinth area as notified by the Ministry of Urban
Development, Directorate of State vide its O.M No 18011/2/2015-PoI.III dated
19.07.2017 (Annexure C) and as revised from time to time or 7.5% of Basic
(for X class cities)/ 5% of Basic Pay (for Y class cities)/ 2.5% of Basic Pay (for
Z class cities) whichever is lower.

The above HRR will be recovered from the salary of the concerned Executive
based on their accommodation provided by the Company.

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9.0. Eligibility for residential accommodation

Grade of executives Types of houses/ flats

for which the
executives are eligible
E6 to above D type
E3 to E5 C type
E1 to E2 B type

9.1. Deleted [3]

9.2. Retention of company’s residential accommodation on superannuation, death,

resignation, termination of services etc.
The residence allotted by company may be allowed to be retained by the executive
concerned with the approval of the competent authority or the happening of any of
the events specified below in column I for a maximum period as specified in column
II thereof for the bonafide use of the executive or members of his/her family. The
competent authority, however would have a right to order vacation of the residence
in occupation of the allottee immediately on the occurrence of the events specified
in column-I.

Column - I Column - II

Event Maximum
permissible period
of retention of
residence
Resignation, dismissed, removal from the service or One month
termination of service
Retirement due to superannuation Three months
Death of an executive while in service Six months
Transfer to a place outside the station of allotment Six months
of residence
Temporary transfer Six months
On proceeding on deputation in India Three months
On proceeding on deputation outside India Six months

Leave preparatory to retirement or refix leave Six months

9.3. An executive who has been transferred and posted to North Eastern Coalfields
(NEC) as per rules of the Company, may be allowed to retain his/her Company’s
3
Due to implementation of pay revision 2017 vide OM No. CIL/C5A(PC)/Pay Revision 2017/2972 dated
08.08.2018, license fee is being collected as a part of HRR.

It was earlier amended vide OM No. CIL/C-5A(vi)/50727/Flat-Rate/1587 dated 02.06.2011 & OM No.
CIL/C-5A(PC)/HRA/25 dated 12.02.2014.
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 accommodation at the last/previous place of posting on normal rent beyond
permissible period of retention of residence as mentioned in Column-II of the table
above for bonafide use of the dependent family on his/her request mentioning the
period of retention and approval of the Competent Authority subject to a maximum
retention period of three years, or the period of his stay in NEC whichever is longer.

9.4. During the permissible period of retention of residence as mentioned in Column-II

of the table above, the HRR[4] may be realized at the rate as was being paid by the
allottee before the occurrence of the specified event. In the case of an allottee over
staying the period of grace as mentioned in the Column-II of the table with the
approval of the Competent Authority, for valid reasons, the allottee shall be charged
twice the HRR[4] as was being paid before the occurrence of the specified event for
the period exceeding the said grace period.

9.5. However, the Competent Authority may under exceptional circumstances arising
from humanitarian or other considerations charge the normal HRR[4] from the
occupant of the Company’s accommodation even beyond the period admissible
under this rule with reasons to be recorded in writing. The competent authority in
this case shall be one stage higher than the usual competent authority for the
occupant.

10.0. Penal rent for Unauthorized Occupation

If an allottee continues to occupy the Company’s house without permission of the
Competent Authority, the allottee shall be charged penal rent based on market rent
for the period of such unauthorized occupation. This will be without prejudice to the
Company’s right to initiate such other action as may be deemed fit.

11.0. Procedure

11.1. An executive who is eligible for the HRA may apply for it in the prescribed form
(HRA form no. I) to the ‘Competent Authority’, defined in rule 4 for sanction
through the proper channel.

11.2. After scrutiny of the application by the ‘Competent Authority/authorized officer and
the particulars being found correct, the executive may be granted the House Rent
Allowance as per rule.

11.3. All such sanctions must be recorded in chronological order in a register to be

maintained in the office of the competent authority or his nominee(s) and the order
regarding payment will be issued by the concerned Personnel Department informing
the same to all concerned.

4
Due to implementation of pay revision 2017 vide OM No. CIL/C5A(PC)/Pay Revision 2017/2972 dated
08.08.2018, license fee is being collected as a part of HRR.

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12.0. Miscellaneous

12.1. Should an executive be transferred from one place to another involving change of
residence, he shall apply afresh for sanction of HRA at the new place of posting to
the competent authority. The competent authority after proper scrutiny shall
sanction the allowance and communicate the same to all concerned.

12.2. The HRA will be paid to the executives at the rates applicable to where their
workplace is situated irrespective to the place of actual stay.

13.0. Interpretation

The power to interpret these rules is reserved with the Director (P&IR)/Chairman of
CIL or subsidiary companies, as the case may be and their interpretation will be
final. However in case of doubt the matter may be referred to Director
(P&IR)/Chairman of CIL for a final and binding decision.

14.0. Savings

This Rule can be withdrawn or amended at the discretion of the company without
any prior notification and assigning any reason therefore.

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 Annexure A

Declaration
I, hereby, declare the following for claiming HRA as per my entitlement:

1. That I am residing at the address given below, which is the house owned by me/ my
spouse/ father/ mother/ children or on rental basis.
2. That I am not residing or sharing the accommodation with any person who is getting
HRA or provided with accommodation owned by or taken on lease by CIL/
subsidiaries/ government or PSUs.

Any change in the status will be intimated by me immediately to the company.

Signature

Date:

Name ……. …………………..

Designation …………………..

Residential Address: ………..

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P a g e | 397
P a g e | 398
P a g e | 399
P a g e | 400
 Form I

To

(Through Proper Channel)

Sub: Form of Application for HRA

Sr. No. Particulars Details

1 Name of the applicant

2 EIS no.

3 Designation

4 Department/ section

5 Place of posting

6 Basic pay

7 Address of the house occupied

8 Whether rented or owned by

him/ father/ mother/ spouse
9 If residing in guest house/
transit flat, proof of rent paid
If yes, date of occupation of the
guest house/ transit flat
10 House rent allowance claimed

11 Date from which claimed

12 Is this the first claim or is

modification of a sanction
given earlier?
13 Declaration attached Yes/ No

Certificate

Certify that I have not been allotted any bungalow/ house owned or controlled by the
company.

I have read and understood the HRA Rules and I certify that the particulars given by me
as above are correct to the best of my knowledge.

Signature of the applicant

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References

1 House Building Advance Rules, 1972 Book with amendments upto

1995.
2 OM No. CIL/C-5A(vi)/50727/252 dated 14.06.2001.

3 OM No. CIL/C-5A(vi)/50727/HRA/919 dated 07/18.08.2008.

4 OM No. CIL/C-5A(vi)/005/35/1210 dated 02/07.05.2009.

5 OM No. CIL/C5A(vi)/50727/Flat-Rate/1447 dated 09.06.2010.

6 OM No. CIL/C-5A(vi)/50727/Flat-Rate/1587 dated 02.06.2011.

7 OM No. CIL/C-5A(PC)/HRA/25 dated 12.02.2014.

8 OM No. CIL/C5A(PC)/HRA/936 Dated 14.01.2016.

9 OM No. CIL/C5A(PC)/Pay Revision 2017/2972 dated 08.08.2018.

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 Knowledge Management Framework in CIL

Table of Contents

1.0 K-Mining Communities (KMC) 404

2.0 In-Circles 407

References 416

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 Knowledge Management Framework in CIL
1.0. K-Mining Communities (KMC) [1]
1.1. KMC is a group of executives and supervisors who share a concern or a set of
problems or a passion about a topic or for something they do and who deepen their
knowledge and expertise in the area by interacting on an ongoing basis.

1.2. Broad Objectives

Primary purpose of a community is developing knowledge, stewarding knowledge

and fostering learning.

Other key objectives of KMC are as follows:

1. To exchange knowledge and to develop individual capabilities

2. To enhance professional reputation of the community members
3. To provide access to expertise
4. To increase employability
5. To promote Personal Development
6. To enhance a sense of belonging

1.3. Members

a. Membership in the community is voluntary, self-selected or assigned.

b. Members of a community may share a profession or a discipline; have the
same jobs or role.
c. Membership is based on expertise and passion for a topic.
d. Members should have the passion, commitment and identification with the
community and its expertise.
e. The members do not necessarily work together every day but they meet
because they find value in their interaction
f. Community will have members from senior, middle & junior management
level executives.

1.4. Activities

a. The members, on a continuous basis, ponder common issues, explore ideas,

share information, insights and advices, and help each other solve problems.
b. They may create tools, standards, designs, manuals and other documents.
c. They engage in learning processes such as conversation, coaching,
apprenticeship, presentations, debates, case analysis, experience sharing etc.
d. One of the primary tasks of a community is to establish a common baseline
and standardize what is well understood so that members can focus their
energy on more advanced issues.

1
Standard modalities communicated vide letter No. CIL/C5A(PC)/HR Vision/684 dated 14.10.2015.
P a g e | 404
 e. Members develop professionally; they keep abreast of new developments in
their field and benchmark their expertise against that of colleagues in other
organizations.
f. A community may undertake specific tasks and projects in the course of
exploring its problems.
g. The community will interact regularly online or offline mode. However, it
will hold formal meeting of all members of the community at least once in a
month.
h. It will also maintain a log book of activities of the community, information
exchanged, knowledge created etc.

1.5. Essential elements of KMC

A KMC is a unique combination of the following three fundamental elements.

1. A domain of knowledge

x Every KMC should be formed around a domain of knowledge. A domain

denotes the topic the community focuses on. A good domain is a complex
and long standing issues that requires sustained learning. It consists of key
issues or problems that members commonly experience.
x The topic should have strategic relevance to the company and should also
inspire the members of the community.
x It is a statement of what knowledge the community will steward.
x It is a commitment to take responsibility for an area of expertise and to
provide the organization with the best knowledge and skills that can be
found.
x The community should decide;
a. What topics and issues do they care about?
b. How is this domain connected to the organization’s strategy?
c. Is the community ready to take some leadership in promoting and
developing their domain?
d. What is the current level of expertise in the domain and what are the gap
areas?

2. A Community

x Community is a group of people who interact, learn together, build

relationship and in the process develop a sense of belongingness and mutual
commitment.
x In pursuing their interest in their domain, members engage in joint activities
and discussions, help each other, and share information. They build
relationships that enable them to learn from each other
x Each community should develop its own structure and norms.

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 x It can have a title
x Members must interact regularly on issues of importance to their domain.
Regular interaction is the essence of a community.
x The community should establish a baseline common knowledge that can be
assumed on the part of each member.
x The community explores both the existing body of knowledge and latest
advances in the field.
x The community should decide;
a. What roles are people going to play?
b. How often will the community meet?
c. How will members connect on an ongoing basis?
d. How will members deal with conflict?
e. What kind of activities will generate energy and develop trust?
f. How will new comers be introduced into the community?

3. Practice

x Practice means a set of common approaches and shared standards that

create a basis for action.
x Members of a KMC are practitioners. They develop a shared repertoire of
resources: experiences, stories, tools, ways of addressing recurring
problems—in short a shared practice.
x The practice includes the books, articles, knowledge bases, websites and
other repositories, lessons learned, best practices, models, frameworks,
tools, theories, cases, etc. that members share.
x The community should decide;
a. What knowledge to share, develop and document?
b. What kind of learning activities to organize?
c. How should the knowledge be documented and presented?
d. What development project should the community undertake?
e. Where are sources of knowledge and benchmarks outside the
community?

1.6. Community Design

x The community is based on collegial relationship; not reporting relationship.

x It is an informal and voluntary structure organized around knowledge.
x The community can have a design based on the collective experience of the
members.
x It can have a coordinator who organizes events and connects community
members. The coordinator brings people together and enables the community to
find its direction.
x The community will have a member assigned with responsibility of maintaining
documentations on the activities of the community.
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 x Every community will have a core team of 10-15 executives from junior
management, middle & senior management, who will drive the activities of the
community. The core team will enroll, into the community, the fresher who are
deployed in the area of the expertise of the community and encourage their
participation in the community activities.

1.7. Registration of Communities

x All communities will register them online through the knowledge portal and
regularly update their activities in the portal.
x The communities can have an identification name, logo, statement of purpose,
registration code etc.

2.0. In-Circles [2]

A Quality circle based initiative for continuous improvement & development.

2.1. Objectives

The objectives of the initiatives are as follows:

a. To contribute towards continuous improvement of various business processes

in the value chain.

b. To provide a platform for unleashing the innovative ability of the experienced

as well as the young employees in the company.

c. To improve employees abilities for solving operational problems.

d. To develop a positive attitude and a sense of belongingness among the

employees.

e. To reduce redundant efforts and processes in the long run.

2.2. In-Circle

An In-Circle in CIL is a voluntary group of 6 to 15 supervisors and employees in

the same working area who meet regularly to discuss ways of solving particular
problems, they have chosen, in their workplace so as to improve their own work,
efficiency of operations and for their individual development. Supervisors include
junior management level executives performing supervisory nature of works.

2.3. Themes for In-Circles

Circles would focus on such themes which are relevant and have got direct impact
on the production process and allied services. The focus of In-Circle could be:

2
Standard Operating Practice (SOP) communicated vide letter No. CIL/C5A(PC)/HR Vision/676 dated
14.10.2015.
P a g e | 407
 a. Improving a process
b. Prevention of a loss
c. Elimination of waste and redundant processes
d. Prevention of overuse (eg. fuel, explosives etc.)
e. Prevention of breakdowns
f. Improving efficiency of equipments
g. Utilization of scraps
h. Utilization of unused/ under used manpower
i. Prevention of rework
j. Power saving
k. Reduction of Idle machine hours & Man hours
l. Cycle time reduction of any process
m. Improvement in layout
n. Reduction in unproductive movements
o. Improving resource sharing
p. Improving work place discipline
q. Improving critical manpower availability
r. Any other mine specific problems

2.4. Membership in a Circle

Ideally, the members of a particular Circle come from the same work area or who
perform similar work so that the problems they select are familiar to all of them and
it is easy to find solutions with their experience and knowledge. Alternatively, a
Circle may also be constituted with members from different connected work area.
In such cases, they may look at the problem from all angles so that it is easy for
them to arrive at optimum solutions. Whichever may be the formation of a Circle,
the membership is strictly voluntary.

2.5. Strength of a Circle

An ideal size of a Circle is 6 to 15 members.

2.6. Quality Circle Meetings

Meetings should take place once a week and each meeting should be for
approximately 45 minutes. Meetings may be held at the convenience of the
members on a fixed day and place at the working area.

2.7. Composition of a Circle

A Circle would have the following type of members:

a. Facilitator
b. Leader
c. Dy Leader

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 d. Members
e. Non Members

2.8. In-Circle Steering Committee at Sub Area Level

Every Sub Area will form a Steering Committee at Sub Area with the following
members:

a. Sub Area Manager, Chairman

b. Colliery Managers, Dy Chairman
c. Sub Area Engineer
d. Project Personnel Executive
e. Safety Officer

2.9. Functions of Steering Committee at Sub Area Level

A steering committee would be responsible for the following:

a) Promote In- Circles in the Sub Area.

b) Provide facilities and resources for Circles meetings and deliberations, such as
meeting room, sitting arrangement, White Boards, stationary etc.
c) Nominate facilitator.
d) Attend various presentations of the studies carried out by Circles.
e) Take decisions for implementation of recommendations of the Circles.
f) Obtain feedback from facilitators and review Circles activities.
g) Provide necessary provisions in the annual budget.
h) Grade the project reports of Circles and recommend for awards.

2.10. Coordinator

Each Area will appoint a coordinator, preferably the staff officer mining, who will
promote and coordinate all Circle activities in the Area.

2.11. Functions of Coordinator

A coordinator would perform the following responsibilities:

a. Keep liaison with the facilitators for ensuring regularity of Circle meetings,
mid-term presentations, etc., and to analyze activity level charts.
b. Attend Steering Committee meetings of Sub Areas
c. Convenes monthly leaders’ meetings and circulate record notes thereof.
d. Organizes Area level presentations in ordination with the facilitators;
e. Report Circle activities for publication in company magazines.
f. Prepares training material for facilitators and leaders in conjunction with HR
Department
g. Organizes training programmes for facilitators and leaders in collaboration HR
department from time to time
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 h. Encourage all employees at the grass-roots and different levels of executives
on the concept of In-Circle through Training in collaboration with the HR
department.

2.12. Facilitator

The facilitator is usually an officer of the department where Circles are working and
is nominated by the steering committee of the Sub Area.

2.13. Functions of Facilitator

A facilitator would be responsible for the following:

a) Attend Circle meetings, at least for brief periods.

b) Guide Circles in the proceedings of meetings.
c) Coordinate with Area for organizing necessary training programmes in QC
techniques, QC working procedures, etc., for Circle leaders and members.
d) Coordinate with steering committee members for support and assistance for the
Circle and act as a catalyst for the Circle members.
e) Act as intermediary in resolving Circle’s problems.
f) Ensure that each Circle keeps a record of its activities by way of maintaining
registers, follows up for implementation of completed project.
g) Arrange for periodical management presentations and to schedule meetings of
Circles.
h) Communicate the Steering Committee decisions regarding the implementation
of recommendations submitted by Circles, searches for new ideas and publicize
the programme.
i) Collect and arrange dissemination of literatures relating to Circle activities
elsewhere.

2.14. Leader and Dy Leader

Leader is chosen by the members of a Circle among themselves. Members may also
decide to have leader by rotation. The deputy leader may also be chosen by the
Circle so as to ensure that Circle meetings and other activities would go on
uninterruptedly, even if the leader is not present. Initially the supervisor may be the
leader and another worker as deputy leader.

2.15. Functions of Leader

Leader’s functions are as follows:

a) Conduct Circle meetings regularly.

b) Maintain registers regarding the proceedings of the Circle meetings, problem-
selections, etc.
c) Train the members with the assistance of the facilitator/coordinator.

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 d) Involve every member in the Circle meetings/activities.
e) Set Circle goals and improve performance towards the same.
f) Chalk out action plans and delegate responsibility to Circle members.
g) Bring about a consensus approach in problem solving.
h) Prepare the project report and present to the departmental heads and Steering
Committee.
i) Appraise the progress of the work with the facilitator and the concerned
departmental head.
j) Interact with other functional areas in problem-solving.
k) Review progress vis-à-vis goals and objectives set for themselves.
l) Arrange for mid-term and top management presentations. and
m) Encourage non-members to join existing Circles or start new ones.

2.16. Members

Members are the basic elements of the structure of In-Circles. Members of a Circle
are a small group of people from the same work-area or doing similar type of work,
who voluntarily form an In-Circle. Once a Circle is formed, they remain as
permanent members of the Circle, unless they leave the work-area for good. The
members should contribute actively to the effective functioning of their Circle,
aiming at better performance of their work-area in every way on an on-going basis
and their won development.

2.17. Functions of members

Members of a Circle would responsible for the following:

a) Meet regularly as per schedule and actively participate in Circle meetings.

b) Contribute ideas for problem solving and in the process develop themselves.
c) Assist the leader in data gathering, record-keeping, interacting with other areas,
d) Ensure team work.
e) Strive for the highest standards of performance of the Circle.
f) Involve in the improvement of the overall performance of the mine/ department
and
g) Take part in the mid-term and top management presentations.

2.18. Non-Members

Non-members are those who are not members of the Circle but may be involved in
the process of the implementation of the Circle recommendations. They are
welcome, if they so desire, to form new Circles or join existing Circles. They should
actively involve themselves in the implementation of the Circle recommendations.

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2.19. Focused In-Circles (FIC)

FIC is a circle purposefully formed by a Manager/ Project Officer to focus on a

particular problem of strategic relevance. FIC would also follow the same procedure
and proceedings as that of a regular In-circle for studying the issue assigned to them.

2.20. Circle of Facilitators (CoF)

CoF would be formed in every Area with all the facilitators of the Area as its
members. The CoF will meet once in every quarter and share their experience with
the members of the CoF. The CoF in an Area will act as an expert group for the In-
Circles and also play the role of catalyst to the initiative in the area.

2.21. Circle Proceedings

In-Circle will use tools and techniques of Quality Circles and will use P (Plan) D
(Do) C (Check) A (Act) cycle for problem identification, which are described
below:

1. PLAN: It involves collection and analysis of data.

x Use a data check sheet to record all problems as stated by each member at
the meetings; Use brainstorming technique to generate problems.

Sample Check Sheet

Name of the Member Ist week 2nd Week 3rd Week

Date & Time Date & Time Date & Time

x Prepare a list of all problems with the help of data check sheet.
x Do ABC analysis; Categorize the problems in to three groups A, B and C

‘A’ category – Problems that can be resolved by Circle members

‘B’ Category- Problems that need others help for resolution
‘C’ Category- Problems that need Management’s help for resolution.
x In-Circle will take up ‘A’ category problems only.

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x Regroup the items in A category to limit it to 5 to 8 items.
x Do problem selection through Top Ranking method. Ranking may be done
either through voting by members or by assigning weightage to each
problem.

Top Ranking Method

Sl. No ‘A’ Category Quality Safety Environ Adverse Total
Problems ment
Effect Marks
1
2
3
4
5
Total

x Based on the total marks given to each problem rank them and select Rank
No 1 problem.
x Collect data on the Rank No 1 problem using a data collection chart. Use
4W&1H technique to collect data.

Where is the problem? When is the problem? Why the problem is coming?

What is the nature of Problem? How is the problem occurring?

Data Collection Chart

Sl Rank No 1 Problem Causes/Sub Occurrences
No Problems
1
2
3

x Prepare a Data Control Chart for prioritizing the causes/ sub problems.
Prioritize the sub problem either by tally rank or percentage weightage
system.

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 Data Control Chart
Sl. No Nature of sub How much Priority
problem of Rank No intense is the
1 Problem problem in %
1
2
3
4

x Prepare a Pareto Diagram with nature of problem at X axis and % of the

problem faced in Y axis and draw cumulative line.

2. Do

x Problem description: - Prepare a problem description incorporating all the

sub problems as per the data control chart.
x Prepare a Cause and Effect (Fish Bone) diagram using 4M1E
(Manpower, Machine, Methods, Materials and Environment). Use
4W1H technique to identify sub causes.
x Identify solutions/ Recommendations
x Trial Implementation; After trial implementation record details such as
number of days, Commencement, Completion and other resources
required.

3. Check

x Develop Process Flow Chart for implementation of the suggestion

x Develop Milestone Chart; activity planning chart

x Benefits: List out the tangible and intangible benefits. Also record current
scenario, Challenges in the new methods. Videograph /Photograph of the
current and new conditions is also recommended.

4. Act

x Presentation before the Steering Committee: -

x Approval of management for implementation of the suggestion after
presentation.
x Execution of the suggestion by the Circle members
x Next Problem identification

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2.22. In-circle will complete its proceedings within 4 to 6 months and take up another
problem.

2.23. Corporate level steering committee will organize In-circle competitions in the
Company in the month of Oct of every year.

2.24. Subsidiaries will organize training programmes on the tools and techniques of
Quality Circles.

2.25. CIL would organize inter subsidiary In-Circle competition every year to promote
circle activities.

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References

1 Letter No. CIL/C5A(PC)/HR Vision/684 dated 14.10.2015.

2 Letter No. CIL/C5A(PC)/HR Vision/676 dated 14.10.2015.

P a g e | 416
Scheme for providing Laptop/ Tablet or Devices
of similar categories to Executives of CIL &
Subsidiaries

Table of Contents

1.0 Scope and applicability 420

2.0 Definitions 420

Purchase of Laptop/ Tablet & devices of similar
3.0 421
categories
4.0 Procurement & Procedure 421

5.0 Periodicity 421

6.0 Rate of depreciation 422

7.0 Buy Back 422

8.0 General 422

9.0 Annexures 424

References 427

P a g e | 419
 Scheme for providing Laptop/ Tablet or Devices of
similar categories to Executives of CIL & Subsidiaries
1.0. Scope and applicability
All below Board level executives, who have completed at least one year of service
in the company, will be eligible for the facility under the scheme [1]. Management
trainees, after successful completion of one year training in CIL, will be eligible to
avail the facility.
The scheme is intended to achieve the following objectives:
a) To carry out day to day business functions optimally, effectively and
efficiently.
b) To facilitate automation of business processes.
c) To facilitate swift and easier transfer/ retrieval of data.
d) To bring about continual qualitative improvement in the working
environment.
e) To stay competitive and successful in the dynamic business environment.

2.0. Definitions
In these rules, unless there is anything repugnant to the context, the following terms
would have the meaning as assigned to hereunder:
a) ‘Company’ means Coal India Limited and its subsidiaries.
b) ‘Employee/ Executive’ means an employee holding a post in the executive
cadre of the company, engaged to do any work.
c) 'Device' means a laptop/ tablet/ notepad/ netbook/ ultra-book/ notebook or
devices of similar category.
d) ‘Sanctioning authority’ under this scheme means:
i. The Area General Manager, for all executives posted under his
administrative control in his area/ project/ unit.
ii. The General Manager (Sales & Marketing), CIL, for all executives
posted at different RSOs and other marketing offices located in
different states.
iii. The head of department of respective departments at the HQs of CIL,
for executives posted under their administrative control
iv. The GM (P/EE) or any other executive authorized in this regard by D
(P) of subsidiaries, for executives in the subsidiary HQs.

1
Approved by CIL Board in its 311th meeting held on 12th & 13th February, 2015. Communicated vide OO
No. CIL/C5A(PC)/laptop/49 dated 23.02.2015.
P a g e | 420
 v. The Director (Technical)/ (Finance)/ (P&IR)/ (Marketing), for
EDs/General Managers posted under their administrative control.
vi. The Chief of Geology & Drilling, for officers posted at various drilling
camps.
vii. The General Manager (Administration)/(EE)/ (Pers.) of concerned
subsidiary companies, for officers posted at branch offices/desk offices
located at various cities such as Kolkata, Delhi etc.

3.0. Purchase of laptop/ tablet or devices of similar categories

3.1. The company will encourage purchase of laptop/ tablet or devices of similar
categories for official use by executives under this scheme.
3.2. Maximum amount (including sales tax/ insurance) for procurement of the device
will be limited to actual cost not exceeding Rs. 70,000/- (Rupees Seventy thousand
only) i.e. the purchase value of the device should not exceed more than Rs. 70,000.

4.0. Procurement and procedure

4.1. An executive willing to purchase a laptop/ tablet or devices of similar categories
under this scheme will have to submit an application (refer Appendix-X) along
with the proforma invoice from an authorized dealer of a reputed company with
details such as ‘Make’ of the laptop/ tablet, peripherals, configuration, price etc. to
the sanctioning authority through proper channel. The sanctioning authority will
consider the application and act upon it.
4.2. On sanction, the executive can avail advance for procurement of the device. The
executive concerned will procure the device and submit a Original copy of the
bill[2]/ warranty card to the finance department within one month from the date of
avail of advance for adjustment, failing which the amount of advance drawn shall
be recovered alongwith a penal rate of interest at the rate of 18% per annum.
4.3. All bills/ invoice will be raised in the name of CIL/subsidiary. The purchase of the
device in the name of individual is not allowed.
4.4. Executives will be required to procure branded laptops/ tablet or devices of similar
categories with software configuration with AMC for 3 years by the supplier.
4.5. Procurement of assembled laptops and pirated software’s is strictly prohibited.
4.6. Executives will be required to submit an undertaking in the prescribed format
(Appendix-Y).

5.0. Periodicity
The life of the laptop/ tablet will be 3 years. An executive can avail this facility
after the expiry of 3 years again subject to the operation of the scheme.

2
Amended vide OO No. CIL/C-5A(PC)/2018/3081 dated 10.10.2018.
P a g e | 421
6.0. Rate of depreciation
The rate of depreciation will be @ 31.67% per annum and the residual value will
be calculated on a monthly basis in the event of buy back of the device. While
determining the depreciated value, actual cost of the device, limited to Rs.70,000,
will be considered.

7.0. Buy back

7.1. On expiry of lifespan, the device will be compulsorily bought back by the
executive.
7.2. On expiry of lifespan of 3 years, the said device would be owned by the
concerned executives on payment of residual value plus other taxes
accrued (5% of Rs. 70,000/- plus applicable taxes). An amount equivalent
to the residual value plus other applicable taxes will be recovered from the
executive's salary, of the subsequent month of purchase of the device, in
one installment, which will be adjusted on the expiry of life span of the
device.
7.3. In case of superannuation/ separation from CIL, the executive concerned
would have to compulsorily buy back the device. The residual value will
be calculated on a monthly basis and the balance amount has to be paid by
the concerned executive or else the amount will be recovered from the
dues payable to the concerned executive.
7.4. Executives who have already been provided with official laptop/ tablet or
devices of similar categories by CIL/ subsidiary, before introduction of
this scheme, are also eligible for reimbursement under the scheme,
provided they buy back the official laptop/ tablet/ gadget, on expiry of 3
years from the purchase, by paying the residual value plus other applicable
taxes.

8.0. General
8.1. The device procured under this scheme will be meant for official work and
will be the property of the company till bought back by the executive, on
completion of 3 years, by paying the residual value plus applicable tax.
Thus, there is no additional benefit, direct or indirect, given to the
executive by the implementation of the proposed scheme. Therefore, it
will not be treated as a perquisite under the pay revision and does not
attract any recovery, other than the residual value plus applicable tax.
8.2. On transfer, the executive shall continue to use the same device at the new
place of posting.
8.3. Executives shall use only licensed software in the device. Any liability out
of non-compliance of this condition will remain with the individual
concerned.
8.4. Executives whose resignation is under process will be eligible for the
device only if their resignation is not accepted and they withdraw & decide
to continue in the company.

P a g e | 422
8.5. Executives who are on unauthorized absence and/ or absconding shall be
eligible for purchase of the device after they join on duty and the period of
absence is regularized.
8.6. CIL reserves the right to verify the device in the office premises as and
when deemed fit.
8.7. Executive shall keep and maintain the device in good working condition.
They will be entirely responsible for security of data in the device.
8.8. Executive will also be responsible for safety & insurance of the device and
in case of theft/ damage etc., written down value on pro-rata basis will be
recovered.
8.9. CIL reserves the right to relax, alter, amend or withdraw partly or fully
any of the provisions of this scheme at its discretion without assigning any
reasons thereof.
8.10. Unless specified otherwise, all existing schemes for providing laptop/
tablet or devices of similar categories in CIL & subsidiaries and
subsequent amendments will stand superseded by this scheme from the
date of its commencement.

P a g e | 423
 Annexure X

Application for procurement of laptop/ tablet or devices of similar categories

Sr. Particulars Details

No.
1 Name of the applicant
(Full name in block capital letters)
2 Designation and EIS no.

3 Present grade and basic pay

4 Place of posting (area/ project/ department)

5 Date of appointment

6 Date of superannuation

7
Full address of the employee

A) Permanent

B) Present

8 E-mail ID and mobile no.

9 ‘MAKE’ and model of laptop/ tablet intended

to be purchased

10 Configuration of laptop/ tablet and

peripherals (give detail)
11 Estimated cost of the laptop/ tablet

12 Name and address of the manufacturer/

dealer/ vendor from whom the laptop is to be
purchased
13 Pro forma invoice no. and date with amount
issued by the dealer/ vendor

14. Declaration

a) I have read and understood the rules under which the laptop/ tablet will be
sanctioned by the company and agree to abide by the conditions prescribed by the
company.
b) The details furnished in the application are true to the best of my knowledge and
belief.
P a g e | 424
c) I will use the laptop/ tablet for official work.

Date:
Signature

Through Controlling officer

P a g e | 425
 Annexure Y
Undertaking

I ……………………………………………… EIS no. ………………………………

working as (designation to be indicated)
…………………………………………………… in the
…………………………………………………… (name of the department and place of
posting to be indicated) do hereby undertake on ……….(day) of ………month) in the year
………. that I am willing to procure and maintain the laptop/ tablet in accordance with the
approved terms and conditions in the scheme of the company as communicated vide
sanction order no………………………….. dated………………………….

I further undertake that I will make the laptop/ tablet available at my workplace every day
and use it for official work.

On separation/ superannuation from the company, I undertake to deposit the residual value
as per the scheme with the company. In case of failure to do so, I authorize the company
to recover the dues from any amount due to me from the company such as pay, leave
encashment etc.

Name: ……………………………………………………
Designation: ……………………………………………..
Department: ……………………………………………...
Place of posting: …………………………………………

Dated: ……………………… Signature:

…………………………

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References
1 OO No. CIL/C5A(PC)/laptop/49 dated 23.02.2015.

2 OO No. CIL/C-5A(PC)/2018/3081 dated 10.10.2018.

P a g e | 427
 Coal India Executive Leave Rules 2010
g
Table of Contents

1.0 Title 429

2.0 Scope & Application 429

3.0 Definition 429

4.0 Commencement 430

5.0 General terms and conditions applicable for leaves 430

6.0 Procedure for sanction of leaves other than casual leave 430

7.0 Types of leave 432

8.0 Leave accounting on promotion from non-executive 443

9.0 Leave on movement from one PSU to another 443

10.0 Procedure for grant of advance in lieu of leave salary 443

11.0 Joining time/ Transit Leave on transfer 444

12.0 Leave encashment 446

13.0 Leave entitlement/ encashment of management trainees 448

14.0 Interpretation 448

15.0 Savings 448

16.0 Annexure(s) 449

References 452

Page | 428
 Coal India Executive Leave Rules 2010

1.0. Title
These Rules will be called the Coal India Executive Leave Rules 2010 [1] and will
supersede all the earlier Leave Rules & subsequent amendments.

2.0. Scope & application

These Rules will apply to all whole time regular executives of Coal India Limited
and its Subsidiaries. The provisions of leave rules as specifically provided also
apply to Management Trainees

3.0. Definition
In these rules unless there is anything repugnant in the subject or context:

3.1. “Executive” means the whole time regular executive cadre

3.2. “Deputationist” means an executive who is on deputation from other Public Sector,
State/Central Government.

3.3. “Management Trainee” means newly recruited executive and appointed in regular
pay scale in E-2 grade.

3.4. “Pay” for the purposes of these rules will be the amount drawn monthly by an
executive as basic pay in the grade, dearness allowance, deputation pay, personal
pay, special pay, non-practicing allowance as applicable to the post held by him.

3.5. “Company” means the Coal India Limited.

3.6. “Competent Authority” means the Board of Directors or any authority to which the
power is delegated.

3.7. “Sanctioning Authority” means the authority to whom the power to grant leave/
leave encashment is delegated.

The following will be the sanctioning authority for various types of leave
excluding the study leave:

a) CMDs of the subsidiaries and other Directors for AGMs/Heads of the

department and other officers working directly under them.
b) Area General Managers or Heads of Departments or any other executive, to
whom the power may be specially delegated -- for all officers working under
their administrative control.

1
Approved by CIL Board in its 257th meeting held on 31.05.2010 & 01.06.2010. Communicated vide OO
No. CIL/C-5A(vi)/Leave/1460 dated 01.07.2010.

Previously called as “Leave Rules of the Bharat Coking Coal Limited, 1972” and “Leave Encashment
Scheme, 1976”.
Page | 429
4.0. Commencement
These Rules shall come into force with effect from 1st July’2010.

5.0. General terms and conditions applicable for leaves

5.1. An executive in the service of the Company will earn leave in accordance with the
provisions of these Rules.

5.2. Except on days declared as Company Holidays, every executive must either be on
duty or on leave. Absence without leave amounts to misconduct, and also involves
a break in the service.

5.3. An executive who absents himself without sanctioned leave for more than 8
calendar days, shall lose his lien and be deemed to have left the services of the
Company of his own accord with effect from the date he was due to return to work.
The executive will however be entitled to represent his case to the management
explaining the reasons for his absence. It will be upto the management to accept the
explanation or not and if the explanation is accepted the executive may be reinstated
with or without break in service.

5.4. Leave cannot be claimed as a matter of right; but has to be sought and granted by
the sanctioning authority.

5.5. Grant/refusal/cancellation of leave to an executive shall depend on the exigencies

of work of the Company and shall be at the sole discretion of the leave sanctioning
authority.

5.6. In case of deputationist, he is entitled for Casual leave as per this rule and for other
leaves, he is governed by the terms and conditions of the deputation.

Note:[2]
Holidays (both general & restricted) are to be governed as per the rules of the
concerned Joint Venture Company for all Executives of CIL & its Subsidiaries
deputed to work in the Joint Venture Company. However, the general leave rules
of the said Executives are to be governed only as per “Coal India Executive Leave
Rules 2010”.

6.0. Procedure for sanction of various types of leaves other than Casual
leave
6.1. Application for leave
An application for leave must be made to the competent authority in advance in
the prescribed form, if the leave is available at his credit.

2
Incorporated vide OM No. CIL/C5A(PC)/Leave/44 dated 12.02.2019.
Page | 430
6.2. Sanctioning of leave and notification thereof

The competent authority will either approve or reject the leave applied for or curtail
it in the interest of company’s work according to his discretion and forward the
same to the personnel department for necessary updation of leave records and
informing the pay office for preparing the salary bills accordingly.

6.3. Relinquishment/ Assumption of the charge

No officer will proceed on leave unless:

a) He has been conveyed the approval of the leave by the competent authority;

b) He has handed over charge to another officer in compliance to specific order,

if any; and

c) The report of Relinquishment/Assumption of charge should be signed by the

relieved as well as the relieving officer and counter-signed by the controlling
officer. Copies of the Relinquishment/Assumption charge report mentioned
above should be send to the Personnel/Administrative department in the office
of the competent authority, to the controlling officer and to the Pay & Accounts
officer concerned as early as possible.

6.4. Extension/Curtailment of leave

In case the leave is extended, a fresh application for the extended period must be
submitted to the concerned officer. If the leave is curtailed the assumption charge
report should contain a note about it counter-signed by the controlling officer. In
case the executive does not proceed on leave he will apply for the cancellation of
leave applied for.

6.5. Leave on medical grounds

Application for leave on medical ground must be supported by a medical certificate

from a Registered Medical Practitioner/Company doctor. In all cases of leave on
medical grounds, it will be necessary to produce a medical certificate of fitness
issued by a Registered Medical Practitioner/Company doctor at the time of joining
duties.

6.6. Maintenance of leave records

The leave records is to be maintained in the proforma given in Annexure I either

by means of a loose leaf ledger or register or in the Kardex form in the office of the
leave sanctioning authority unless this is given to a level below the S.A.M/Agent
office in which case the leave record in respect of field officers, would be
maintained by S.A.M’s/Agent’s office. Whenever an officer is transferred out of
the area/department/division, the original or attested copy of the leave records must
be send to the receiving end along with the L.P.C.

Page | 431
7.0. Types of Leave
7.1. Casual Leave

7.1.1. Casual leave is intended to cover casual absence of the executive for personal
reasons.

7.1.2. Casual leave will be allowed to all executives for 12 days in a calendar year subject
to the condition that not more than 8 days’ casual leave will be allowed at a time.

7.1.3. Public holidays and weekly offs occurring during the spell of the leave will not be
treated as part of the leave.

7.1.4. Casual leave can be granted for half day also. If half-day leave is taken, the lunch
interval will be taken as the dividing line.

7.1.5. Casual leave will not be permitted to be combined with any other kind of leave but
this can be permitted to be combined with weekly days of rest or public holidays
provided that the total period of absence from duty should not exceed 10 days at a
time.

7.1.6. An executive who joins service on any day in a calendar year upto 30th June is
entitled to the full credit of 12 days Casual leave for that calendar year and those
who join duty on or after 1st July are entitled to 6 days Casual leave.
Clarification:
Executives separating from the Company in between the calendar year will be
credited with full casual leave and will be allowed to avail full entitled casual leave
at their credit.[3]

7.1.7. Departmental candidates joining in Executive Cadre before 30th June will be
entitled to 1 day casual leave in addition to the 11 days in his credit.[4]

7.2. Special Casual Leave

Special Casual Leave falls outside the scope of normal leave and may be granted
to an executive not for personal or domestic reasons but to meet special situation
such as the following:

a) Periods spent in camp by executives permitted to join the Territorial Army,

not exceeding 14 days which can be combined with regular leave, wherever
necessary.

b) Executives participating in athletic and sports events of National or

International importance in a representative capacity or engaged in coaching
or administration of teams participating in such events, special casual leave
in these cases should not exceed 30 days in any calendar year. If the period
exceeds 30 days in any calendar year, the executive can be permitted by

3
Amended vide letter No. CIL/C5A(vi)/Leave/1564 dated 01.03.2011.
4
Incorporated vide OM No. CIL/C5A (PC)/2097 dated 18.05.2017.
Page | 432
 competent authority to combine special casual leave with earned leave as a
special case but not with other leaves.

c) Executives participating in inter-unit or inter-departmental tournament can

also be granted special casual leave not exceeding 10 days which can also
be permitted by competent authority to be combined with earned leave.

d) Executives who donate blood on working days may be granted special

casual leave for that day.

e) Executives who undergo sterilization operation under the Family Planning

Scheme may be granted special casual leave not exceeding six working
days.

f) Two principal office bearers of recognized Associations who are also

executives, attending annual general meetings or conferences of the central
organizations to which they are affiliated may be granted special casual
leave to a maximum of 10 days in a calendar year.

g) In case of the executives appearing in the examination conducted by the CIL

or approved by the Management e.g. 2nd class and 1st class Mine Manager
Certificate of Competency Examination etc., Special Casual leave for actual
no. of days of examination can be granted.

h) The executives who are ex-servicemen when called by Ministry of Defence

to participate in the Republic Day Parade, special casual leave for the period
of their stay in Delhi and minimum period spent on journey to and from
Delhi by direct route can be granted.

i) Special casual leave can be granted for other purposes like sports and
cultural activities which enhance the image of the Company at the discretion
of the Head of the Office.

j) Special Casual Leave can be granted to an executive if he is called as witness

by the Court towards the days of his absence, i.e., attendance day and
minimum traveling time by shortest route by the number of days falling
short after adjusting the casual leave which may be due to him. This
concession will only be allowed to the executives when they are called as
witnesses in the cases where the Government is a party or a Government
calls the incumbent for evidence, even though the Company has nothing to
do in these cases. Where the Company is a party and the executive is called
in for evidence by the Company, the said executive will be treated as on
duty and paid the usual TA/DA.

k) For other purpose at the discretion of the Head of the Office taking into
consideration local circumstances and the merits of the cases.

l) Leave upto a maximum of 90 days may be granted to an aggrieved female

executive on the recommendation of the Internal Committee during the

Page | 433
 pendency of inquiry under Sexual Harassment of Women at Workplace
(Prevention, Prohibition & Redressal) Act, 2013. [5]

7.3. Earned Leave on full pay

7.3.1. Every executive shall be credited with earned leave in advance in two installments
of 15 days each on the first day of January and July of every calendar year.

7.3.2. When an executive is appointed in the middle of the year, earned leave should be
credited in his leave account at the rate of 2 ½ days for each completed month of
service which is likely to render in the calendar half year in which he is appointed.

7.3.3. The credit afforded under the above shall be reduced by 1/10th of the period of
extra ordinary leave availed of during the previous half year, subject to a maximum
of 15 days.

7.3.4.
a) The credit for the half year in which an executive is due to retire or resigns from
the service, shall be afforded only at the rate of 2 ½ days per completed
calendar month in that half year up to date of retirement/resignation.

b) The credit for the half year in which an executive is removed/dismissed from
service or dies in service, will be afforded at the rate of 2 ½ days per completed
calendar month up to the end of calendar month preceding the calendar month
in which the executive is removed/dismissed/dies.

c) If in the case of an executive, the leave already availed of is more than the credit
so due to him, necessary adjustment is to be made in respect of leave salary
overdrawn.

7.3.5. Earned Leave can be accumulated upto 300 days.

While limiting the maximum of 300 days, where the balance at credit is 286-300
days, further advance credit of 15 days i.e. 300 + 15 on 1st January/1s July will be
kept separately and set off against the EL availed of during that half year ending
30th June/31st December. However, if the leave availed is less than 15 days, the
remainder will be credited to leave account subject to the ceiling of 300 days at the
close of that half year.

7.3.6. The maximum earned leave that may be granted at a time to an executive shall be
180 days except in case of illness.

7.3.7. While affording credit under the clause 7.3.2, 7.3.3 and 7.3.4 above, fraction of a
day will be rounded off to the nearest day.

7.4. Half Pay Leave

7.4.1. Every executive shall be credited with half pay leave in advance in two installments
of 10 days each on the first day of January and July of every calendar year.
5
Incorporated vide OM No. CIL/C5A (PC)/2097 dated 18.05.2017.
Page | 434
7.4.2. When an executive is appointed in the middle of the year, the leave shall be credited
to the said leave account at the rate of 5/3 days for each completed calendar month
of service which he is likely to render in the half year of the calendar year in which
he is appointed.

The credit for the half year in which an executive is due to retire or resigns from
the service shall be allowed at the rate of 5/3 days per completed calendar month
upto the date of retirement or resignation.

When an executive is removed or dismissed from service or dies while in service,

credit of half pay leave shall be allowed at the rate of 5/3 days per completed
calendar month upto the end of the calendar month preceding the calendar month
in which he is removed or dismissed from service or dies in service.

If in the case of an executive, the leave already availed of is more than the credit so
due to him, necessary adjustment is to be made in respect of leave salary overdrawn.

7.4.3. The leave under this rule may be granted on medical certificate or on private affairs.

7.4.4. There is no limit for accumulation of half pay leave. However, the encashment limit
as clause 12.5.1 will be 300 days only.

7.4.5. Non- Executives joining Executive cadre are required to exhaust their sick leave
before availing HPL.[6]

7.4.6. No additional HPL will be credited to Non-Executives in the calendar year of their
joining in Executive cadre.[6]

Note:[7]

In all the cases, HPL & EL are to be credited after rounding off to the nearest integer
value i.e., if the fraction comes below 0.50, then it would be rounded off to the next
lower integer value & if it comes to 0.50 & above, then it will be rounded off to the
next higher integer value.

When an Executive joins in the middle of the month i.e., in the first half of the
month, HPL & EL are to be credited for that calendar month and if he/ she joins in
the second half of the month, then the same will not be credited for that particular
month i.e.,

6
Incorporated vide OM No. CIL/C5A (PC)/2097 dated 18.05.2017.
7
Clarified vide OM No. CIL/C-5A(PC)/Leave Rules/250 dated 11.09.2019 & Corrigendum No. CIL/
C5A(PC)/ Leave Rules/251 dated 17.09.2019.
Page | 435
 Joining Credit of HPL for the half of Credit of EL for the half of
Month the year the year
Joining in the Joining in the Joining in the Joining in the
first Half of second half of first Half of second half of
the Month the month the Month the month
January/ 10 8 15 13
July
February/ 8 7 13 10
August
March/ 7 5 10 8
September
April/ 5 3 8 5
October
May/ 3 2 5 3
November
June/ 2 0 3 0
December

7.5. Commuted Leave

Half pay leave can be commuted into full pay leave, at his option. When commuted
leave is granted, twice the number of such leave will be debited to the half pay leave
account of the executive.

For commuted leave exceeding 6 days, it will be necessary to produce a medical

certificate.

Holidays, if any, succeeding the day of fitness can be allowed to be suffixed with
commuted leave. Holidays, if any preceding the day of fitness shall be treated as
part of leave.

7.6. Extra-ordinary Leave without pay

When no other leave is by Rule admissible, Extra-ordinary leave without pay, may
be granted to any executive in special circumstances upto following extent:

Upto 3 months, on any one occasion other than on ground of illness;

Upto 6 months, on any one occasion on ground of illness, other than TB, Cancer,
Leprosy, Paralysis, Severe Heart Attack, By-pass/ Open Heart Surgery;

Upto 18 months, on any one for TB, Cancer, Leprosy, Paralysis.

7.7. Special Leave

Special leave on full pay for a total period not exceeding six months during the
entire service may be granted only when the executive is suffering from the
following diseases on production of medical certificate from an authorized medical
officer:
Page | 436
 T.B.
Cancer
Leprosy
Severe Heart Attack
Paralysis
By-pass/Open Heart Surgery
Renal disease
AIDS
Brain disorder
Cirrhosis/Liver Transplantation
Hepatitis ‘B’ or ‘C’

Any other disease with recommendation of Director (Personnel) and approved by

the Chairman may add to this list.

7.8. Study leave

7.8.1. Study leave for a maximum period of upto 5 years can be granted to an executive.
Two years will be with full pay to enable him to study scientific, technical or similar
problems or to undergo special course of instruction, if it is considered to be in the
company's interest. The balance three years period will be without pay.[8]

7.8.2. [9]

a) Study leave shall not be denied to an executive who has completed his/her
probation period but has not completed 5 years of service thereafter on the
condition that he/she furnishes a bond to render service in CIL for an additional
period of 5 years.[10]

b) It may be granted to an executive who is not due to reach the age of

superannuation from the service within five years from the date on which he
is expected to return to duty after the expiry of the leave.

c) Who executes a Bond as laid down undertaking to serve the Company for a
minimum period of five years on joining back after expiry of the leave period,
and

d) The additional period of leave availed beyond two years without pay will count
for the purpose of next promotion in the grade as eligibility period.

7.8.3. It is not debited against the leave account and it counts as service for promotion but
not for leave.

7.8.4. The grant of study leave with full-pay is at the discretion of the Chairman, CIL and
will be regulated as below: [9]

8
Amended vide OO No. CIL/C5A(v)/CRC/Leave Rules/Amendment/1033 dated 14.08.2015
9
Amended vide OO No. CIL/C5A(v)/CRC/Leave Rules/Amendment/567 dated 22.12.2014.

Page | 437
 a) Grant of “Study Leave” on full-pay, subject to a maximum period of 2 years
during the entire service and beyond which additional 3 years without pay
during the entire service.
b) For such Post Graduate Degree/Diploma studies for which the duration has
been specified as 3 years, the Study Leave will be granted for 3 years out of
which, first 2 years only will be on full-pay and the third year shall be without
pay.
c) Deleted.
d) The officer has to execute a Surety Bond from a serving employee for the
entire Bond money to be recovered from him in case the officer concerned
has not paid the money.
e) Consideration of leave without pay for the purpose of eligibility for promotion
to the next higher grade will be applicable to all such cases where the
executive has already availed the Study leave (both with pay and without pay)
but could not be considered for promotion so far for want of regularization of
the period of Study leave beyond two years paid period. However, benefit of
notional seniority with retrospective effect will be applicable only for such
qualification/courses from the recognized universities of govt. of India or
their agencies/authorities and reputed universities and colleges abroad in the
relevant field. The notional seniority shall not entitle him to any monetary
benefit but shall count towards pay fixation. Chairman, CIL shall be the sole
authority to decide and interpret the universities/institutions which will
qualify for this benefit.[11]
7.8.5. If an executive resigns or retires from service or otherwise quits service without
returning to duty after a period of Study Leave or within a period of 5 years after
such return to duty or fails to complete the course of study he shall be required to
refund the actual amount of salary, if any incurred by the Company together with
interest thereon at rates for the time being in force before his resignation is accepted
or permission to retire or his quitting service is granted.[12]

Note I: For 2 (Two) years, salary would be payable but no PRP will be paid for
the period of study leave.[13]
Note II: Deleted.[13]

7.9. Maternity Leave

7.9.1. Maternity leave may be granted to the female executives (with less than 2 surviving
children) of the Company for a period of 180 days from the date of its
commencement. The leave is granted on full pay and is not debited against the leave
account.

11
Amended vide OO No. CIL/C5A(v)/CRC/Leave Rules/Amendment/1033 dated 14.08.2015.
12
Incorporated vide OM No. CIL/C5A(v)/CRC/Leave Rules/Amendment/567 dated 22.12.2014.
13
Amended vide OM No. CIL/C5A(v)/CRC/Leave Rules/Amendment/567 dated 22.12.2014.
Page | 438
7.9.2. Maternity leave may be granted to female executives having 2 or more than 2
surviving children for a period of 12 weeks of which not more than 6 weeks shall
precede the date of her expected delivery.[14]

7.9.3. Maternity leave may be granted to female executives who legally adopt a Child
below the age of 3 months or a commissioning mother for a period of 12 weeks
from the date the Child is handed over to the adopting mother or the Commissioning
mother, as the case may be. [14]

7.9.4. Maternity leave may be combined with earned leave on medical certificate.[15]

7.9.5. Maternity leave not exceeding 45 days may also be granted to a female executive
of the company (irrespective of the number of surviving children) during the entire
service of that female executive in case of miscarriage including abortion on
production of medical certificate from the authorized medical attendant.[15]

7.9.6. While sanctioning such maternity leave to a female executive no restriction

regarding qualifying service is necessary. [15]

7.10. Quarantine Leave

This leave may be granted with pay to an executive who is required not to attend
duty in consequence of the presence of any infectious diseases in his family or
household. Such leave may be granted on the certificate of the Medical or Public
Health Officer for a period not exceeding 20 days and in exceptional cases 30 days.
Any leave necessary for quarantine purpose in excess of this period shall be treated
as ordinary leave.

This leave can be granted in continuation of any other leave.

The quarantine is applicable for the following diseases:

(i) Small pox, cholera, diphtheria, cerebro-spinal meningitis, typhus fever and
plague should be considered as infectious diseases. Chicken pox shall not,
however, unless the Medical Officer of the Company or the Public Health
Officer of the Corporation/Municipality considers that because of doubt as to
the true nature of the disease (for example, small pox) there is reason for the
grant of such leave.

(ii) In the case of the executives posted in an area under the administration of a
State Govt., such other disease as may have been declared by that Government
as infectious for the purpose of Quarantine Leave Rules in force in that State
may be considered as infectious disease for the purpose of grant of quarantine
leave.

14
Incorporated vide OM No. CIL/C5A(PC)/Leave/ 2450 dated 30.11.2017.
15
Clauses renumbered vide OM No. CIL/C5A(PC)/Leave/ 2450 dated 30.11.2017.
Page | 439
7.11. Special disability leave

7.11.1. Special disability leave may be granted to an executive who is disabled by injury
intentionally inflicted or caused in, or in consequence of the performance of his
official duties or in consequence of his official position. This leave is sanctioned
subject to the following conditions:

a) The disability manifested itself within three months of the occurrence to which
it is attributed and the person disabled acted with the promptitude in bringing it
to notice.

b) The period of leave shall be such as is certified by a medical board, constituted

by a competent authority. The maximum period admissible is 24 months.

7.11.2. Special disability leave may be granted to an executive who is disabled by injury
accidentally incurred in or in consequence of the due performance of his official
duties or in consequence of his position or by illness incurred in the performance
of any particular duty which has the effect of increasing his liability to illness or
injury beyond the ordinary risk. The grant of this concession is subject to the further
conditions:

a) The disability, if due to disease, must be certified by medical board, to be

directly due to the performance of the particular duty.

b) The disability is in the opinion of the company exceptional in character or that

there are circumstances to justify such unusual treatments as the grant of these
form of leave.

7.11.3. Special disability leave may be combined with leave of any other kind, and shall be
counted as duty.

7.11.4. The executives during the period of special disability leave will draw leave salary
equal to full pay and dearness allowance till he/she is declared fit by the Company’s
Medical Officer. The leave salary shall be paid on the basis of the last pay drawn
by the executive immediately before he/she met with the accident.

7.12. Leave Preparatory to Retirement

Leave preparatory to retirement is not a new type of leave but only leave, as due,
concluding on the date of the compulsory retirement of an executive.

The maximum amount of Earned Leave that can be taken as Leave Preparatory to
Retirement shall be 180 days.

Page | 440
 7.13. Lieu Leave

7.13.1. Executives (Mining or any discipline engaged on regular coal production/ O.B.
removal)

7.13.1.1. Regular rosters shall be maintained in respect of the officers who are called upon
to work on holidays/weekly days of rest and the same should have the approval of
the controlling officer in advance.

7.13.1.2. One day “Lieu Leave” will be given to executives for each full day of work done
for regular coal production on rest day/holiday.

7.13.1.3. The lieu leave credited in the calendar year for work done on rest day or holiday
for regular coal production will be allowed to be availed by 30th June of the
following year.

7.13.1.4. Grant of lieu leave should be so planned that the concerned executive could be
allowed to avail the lieu leave within the time limit mentioned in clause 7.13.1.3
above.

7.13.1.5. The un-availed lieu leave shall be considered lapsed at the end of the time limit
mentioned in clause 7.13.1.3 above.

7.13.1.6. The lieu leave will be allowed to be prefixed or suffixed with any other kind of
leave and it is not encashable.

7.13.2. Other Executives engaged on Holidays/Rest days

7.13.2.1. Any officers posted at Units, Area head quarters, Company Head Quarter etc. who
are called upon to work on holiday/weekly days of rest will be given one day
compensatory holiday for each full day of work done.

7.13.2.2. Regular rosters shall be maintained in respect of the officers who are called upon
to work on holidays/weekly days of rest and the same should have the approval of
the controlling officer in advance.

7.13.2.3. The compensatory holidays so credited for work done on rest day or holiday should
be availed within the next 3 months following the day the officer was called for the
duty.

7.13.2.4. The un-availed compensatory holiday shall be considered lapsed at the end of the
time limit mentioned in clause 7.13.2.3 above.

7.13.2.5. The compensatory holiday will be allowed to be prefixed or suffixed with any other
kind of leave and it is not encashable.

Page | 441
 Note:[16]
The provision 7.13.2 of Lieu Leave will not be applicable in respect of officers
posted in CIL(HQ), RSOs & other allied offices under the direct administrative
control of CIL except NEC.

7.14. Child care leave (CCL)[17]

Female executives having minor children may be granted Child Care Leave by an
authority competent to grant maternity leave, for a maximum period of two years
(i.e. 730 days) during their entire service for taking care of up-to two eldest
surviving children whether for rearing or to look after any of their needs like
examination, sickness etc. Child Care Leave shall not be admissible if the child is
eighteen years of age or older. During the period of such leave, the female
executives shall be paid leave salary equal to the pay drawn immediately before
proceeding on leave. It may be availed of in more than one spell. The leave account
for Child Care Leave shall be maintained in the proforma (Annexure-II) and it shall
be kept along with the Service Book of the female executive concerned. Child Care
Leave may also be allowed for the third year as leave not due (without production
of medical certificate). It may be combined with leave of the kind due and
admissible.

7.14.1. Child Care Leave shall be granted subject to following conditions:

a) Child Care Leave cannot be demanded as a matter of right. Under no

circumstances can any employee proceed on Child Care Leave without prior
proper approval of the leave by the leave sanctioning authority.

b) It will be treated like Earned leave and sanctioned as such.

c) Saturdays, Sundays, Gazetted Holidays etc. falling during the period of leave
would also count for Child Care Leave as in the case of Earned Leave.

d) The leave will not be allowed more than three spells in a calendar year.

e) Child Care Leave may not be granted for less than 15 days in a spell.

f) LTC/LLTC cannot be availed during CCL.

CCL should not ordinarily be granted during the probation period except in case of
certain extreme situations where the leave sanctioning authority is fully satisfied
about the need of Child Care Leave to the probationer. It may also be ensured that
the period for which this leave is sanctioned during probation is minimal.

7.15. Paternity Leave [18]

A male employee may be granted paternity leave on full pay for a period of 15 days
during confinement of his wife, i.e. upto 15 days before or upto 6 months from the

16
Incorporated vide OO No. CIL/C-5A(vi)/Leave/1554 dated 02.02.2011.
17
Incorporated vide OM No. CIL/C-5A (PC)/Leave/143 dated 30.08.2012.
18
Incorporated vide OM No. CIL/C5A (PC)/2097 dated 18.05.2017.
Page | 442
 date of delivery of the child, based on documentary evidence. In case this leave is
not availed, it will be treated as lapsed. Paternity leave, however, will not be granted
for the period of third confinement.

8.0. On promotion from non-executive to executive position

8.1. The leave standing to the credit on the day of assumption of charge in the executive
position may be allowed to be carried forward on his promotion from Non-
Executive position to the executive position in full subject to the ceilings prescribed
in the rules.

8.2. As an executive, he will be earning the leave at the rates applicable as per the rules
on and from the date he assumes the charge.

9.0. On movement of an Executive from one Public Enterprise to

another
9.1. If an executive of Coal India Limited whose application was forwarded through
proper channel, joins another Public Sector Organization, an amount equivalent to
the leave salary for the earned leave/half pay leave/sick leave standing to his credit
on the date of his leaving will be transferred to the new organization, provided the
new organization agrees to give credit of such earned leave/half pay leave/sick
leave to the executive concerned.

9.2. In the case of an executive joining Coal India Limited from another Public Sector
Organization, credit of the earned leave/half pay leave/sick leave in the previous
employment will be given to him, provided the previous organization transfers to
Coal India Limited an amount equivalent to the leave salary for such earned
leave/half pay leave/sick leave.

10.0. Procedure for the grant of Advance in lieu of leave salary

10.1. An advance in lieu of leave salary may be sanctioned to an executive who proceeds
on leave for a period of not less than one month/30 days.

10.2. Amount of advance

The amount of advance in lieu of leave salary shall not exceed the net amount of
leave salary for the first month/30 days of leave with full or half pay, i.e. clearly
admissible to him after usual deductions. The amount shall be fixed in whole
rupees.
a) To determine the amount of advance in lieu of leave salary admissible, the
details of deductions to be effected from the leave salary may be ascertained
from the previous month’s salary bill. In addition to this, deductions in respect
of advances, if any, the recovery of which has not commenced before the
executive proceeds on leave but falls during its currency or deductions to be
made in respect of any other event which comes to notice like Court attachment
etc. May also be taken into account to extent the information is readily
available.

Page | 443
 b) When an executive proceeds on leave for more than a month/30 days from
about the middle of a month, the advance in lieu of leave salary may be made
on the basis of the leave salary payable which include allowances as admissible
under the rule for one month’s/30 days leave from the date of commencement
of leave.

c) The usual deductions on account of Income tax, provident fund, house rent,
repayment of advance, etc. May be effected from the duty pay which the
executive will draw for the portion of the month in which the leave commences
if the period of duty is for the major part of a month. Otherwise such deductions
may be made from the leave salary.

10.3. Adjustment of advances

a) The amount of advance in lieu of leave salary shall be adjusted in full in the
leave salary bill in respect of the leave availed of by the executive concerned.
If the amount of advance cannot be so adjusted, the balance shall be recovered
from the next payment of pay or/and leave salary.

b) In the event of resignation within one month/30 days of the leave sanctioned,
the balance of the advance shall be refunded immediately and for this purpose
the executive with less than 5 years of service shall be required to give a written
undertaking before the drawl of the advance that he would refund the amount
of advance that cannot be adjusted.

c) In the event of death within one month/30 days of the leave the unadjusted
advance will be set off against the gratuity due to executive.

11.0. Joining time/Transit Leave on transfer

11.1. An executive transferred from one office establishment to another, situated at a
different place, shall be entitled to joining time to join the new post on relinquishing
charge of the old post. No joining time is admissible if the transfer is on request
basis.

11.2. If a transfer does not necessarily involve, a change of residence from one station to
another, the executive will not be entitled to more than one day’s joining time. A
holiday counts as a day in such a case.

11.3. In cases involving transfer from one station to another, joining time shall be allowed
as under:

a) 6 days for preparation.

b) 1 day for each 500 kms of journey by rail, or 150 kms by motor/motor
cycle/scooter, or 25 kms in any other way, or in case of air journey, actual time
occupied in the journey in each case; the part of the day in the case of air journey
should be treated as one day; a day shall also be allowed for fractional portion
of any distance prescribed above in the case of the journey by rail/motor vehicle
or any other way.

Page | 444
11.4. A Sunday shall not count as a day for the purpose of calculations of joining time.
When holiday(s) follow(s) joining time the normal joining time shall be deemed to
have been extended to cover such holiday(s).

11.5. Joining time shall be calculated by the route which is ordinarily used by the
travelers. Travel by road not exceeding 8 kms to or from a railway station at the
beginning or end of a journey shall not count for joining time.

11.6. If an executive is transferred to a new post while on leave of not more than 180
days’ duration, his joining time will be calculated from his old station, or from the
place in which he received the order of transfer, whichever calculation will entitle
him to lesser joining time. If, however, he performs the journey to his old station
for winding up his personal affairs, his joining time will be calculated from the old
headquarters to new headquarters. In other cases joining time shall be calculated
from the place at which he makes over charge.

11.7. The authority sanctioning the transfer may, in special circumstances, reduce the
period of joining as admissible under clause 11.3 above. The authority sanctioning
the transfer may also grant a longer period of joining time than is admissible under
clause 11.3 in the following circumstances:

a) When the executive has been unable to use the mode of travelling or not
withstanding due diligence on his part, has spent more time on the journey than
is normally allowed; or

b) When the executive has though no fault on his part missed the train, or fallen
sick on the journey.

11.8. Joining Time Pay

An executive on joining time shall be regarded as on duty and shall be entitled to
be paid as follows:
a) If he joins a new post without availing himself of any leave on relinquishing
charge of his old post, he shall draw the lower pay and allowances between the
post to which he has been transferred or from which he has been transferred.

b) If he joins a new post after availing leave with full pay, he shall draw the leave
salary which he last drew. But if the joining time is in continuation of leave
which did not include a period of leave on full pay, he shall draw the joining
time salary as if he had been on leave with full pay.

11.9. An executive who does not join his post within his joining time is entitled to no pay
or leave salary after the end of the joining time. Willful absence from duty after the
expiry of joining time may be treated as misconduct for the purpose of conduct
rules.

11.10. Availing of Joining Time – TA/DA

In case the executive joins duty immediately and avail the joining time later on, the
entitlement of TA/DA and joining time will be as follows:

Page | 445
 a) Journey from new headquarters to old headquarters for the purpose of
permanent shifting to new headquarters will be treated as journey on duty and
the concerned officer shall be entitled to TA and DA as per rules.

b) The joining time shall commence immediately on arrival at the old

headquarters; of course, the concerned officer shall be entitled to transfer TA
as per rules for permanent shifting for self and family.

11.11. The Joining time/Transit leave should be availed preferably within 6 months.

In case of not availing the same, the delay may be condoned by the controlling
officer on reasonable ground.

12.0. Leave encashment

12.1. Eligibility

Encashment of earned leave and half pay leave will be allowed at the option of the
executives, subject to the approval of the Sanctioning Authority competent to
sanction the same.
12.2. Extent of leave encashable

Only earned leave on full pay and half pay leave at the credit are encashable and
not any other kind of leave, such as casual leave, study leave etc.

12.3. Extent of encashment of Earned leave

12.3.1. Encashment of EL will be allowed to an executive only once in a calendar year.

12.3.2. The earned leave can be encashed upto 75% of the earned leave at credit or 60 days,
whichever is less.

12.3.3. Earned leave at credit will be determined as on the date of making an application
for encashment of leave.

12.3.4. The rate of encashment per day will be calculated on the basis of emoluments of an
executive in the month in which he applies for the leave encashment (after
deducting inadmissible allowances) divided by 30.

12.3.5. Encashment benefits will not be reckoned as salary for the purposes of Exgratia,
etc.

12.3.6. The full portion of the earned leave encashed will be deducted from the leaves at
his credit.

12.3.7. The application for leave encashment, wherever necessary, should specifically
indicate the quantum of earned leave that the executive desires to encash which
shall not be more than the limit specified as above.

12.3.8. The sanctioning authority should specifically indicate the period and the number of
days of leave allowed for encashment.
Page | 446
12.3.9. Separate orders shall be issued in respect of the encashment sanctioned for EL.

12.3.10. No encashment of leave during the period under suspension will be permissible.

12.3.11. During study leave, encashment of EL will be permissible only in exceptional

circumstances

12.3.12. The encashment of earned leave of those posted to overseas CIL offices/project
sites earned during their period of posting abroad will be regulated by the terms and
conditions of CIL Overseas Office/Project Site Rules.

12.3.13. Computing The Rate of Earned Leave Encashment:

For computing the rate of encashment, basic pay and dearness allowance only will
be included. All other allowances, viz. HRA, Coalfield Allowance, Charge
Allowance, Underground Allowance, NPA etc. will be excluded.[19]

12.4. Encashment of Earned Leave on Termination of Service/Retirement

12.4.1. On Resignation
Leave at credit shall not be granted for encashment if an executive resigns from the
service.
However, an executive who has resigned from the service can avail the benefit for
the encashable portion of earned leave prior to the date of his actual quitting/release
from service.
12.4.2. Deleted.[20]

12.4.3. Deleted.[20]

12.5. Encashment of Leave on separation from service

12.5.1. Encashment of leave, limited to a maximum of 300 days (Earned leave and Half
Pay leave combined) at the credit of an Executive, is permissible on the following
events:[20]

a) On separation from the company on attaining the age of superannuation;

b) On death while in service;

c) On permanent total disablement;

d) On voluntary retirement before the date of superannuation but after attaining

the age of 55 years, subject to the terms and conditions of VRS;

e) In case of cessation of service after attaining the age of 50 years or more,

provided, the executive has put in a minimum of 20 years continuous service as

19
Amended vide OM No. CIL/C5A (PC)/2097 dated 18.05.2017.
20
Amended vide OM No. CIL/C5A (PC)/Leave/ 2225 dated 25.07.2017.
Page | 447
 a regular executive in the company and the cessation is not as a result of
disciplinary action or leaving the service without approval of the Management.

f) In case of cessation of service under the premature retirement provisions of

Common Coal cadre.

g) In case of Executives who are employed on contract, on tenure, on deputation,

on re-employment etc., provided it is mentioned in their Contract/Agreement.

Note:
To make up the short fall in Earned Leave, no commutation of Half Pay Leave
would be permissible.

12.5.2. Computing The Rate of Half Pay Leave Encashment: [21]

While computing payment of encashment of half pay leave, half of the basic pay
and DA computed on half of the basic shall be taken.

12.6. Deduction

No deduction other than Income Tax [22] will be made from the amount payable to
a serving executive if the encashment is for a period of less than 30 days. If the
encashment is 30 days or more monthly installments of repayment of advances and
other dues shall be recovered at the rate of one installment for each period of 30
days. In case of resignation/retirement/retrenchment or death, company’s dues shall
be recovered from the amount of encashment.

13.0. Leave Entitlement/ Leave Encashment of Management Trainees

Management trainees who are appointed in regular pay scale will be entitled to
Casual leave, Earned leave, Half Pay Leave, Commuted leave, Maternity leave &
Paternity Leave at par with the regular executives.[21]
During the period of training they are not entitled for any encashment benefit.

14.0. Interpretation
The power to interpret these rules is reserved with the Director (P&IR), CIL/
Chairman, CIL and their interpretation will be final.

15.0. Savings
The Company reserves the right to alter, amend or withdraw this scheme at its
discretion without assigning any reasons therefore.

21
Amended vide OM No. CIL/C5A (PC)/2097 dated 18.05.2017.
22
Amended vide OM No. CIL/C5A(PC)/CMPF/2451 dated 30.11.2017.
Page | 448
 Annexure I
COAL INDIA LIMITED

Form of Leave account — Part 1

Name of the executive: Staff No.: Date of birth: Date of

appointment:

Earned leave (Total accumulation 300 days)

Particulars Earned Leave taken

E.L. to be deducted (1/10th of the period in

of service in leave
EL credited at the beginning of half year

the calendar
Completed months of service in the

half year

Balance EL on return from leave

From To No. of days From To No. of days

Total E.L. at credit in days

of
EOL(Col.
17 of Part
2) availed
calendar half year

(Col. 4 + 11 – 6)

of during

( Col. 7 – 10)
the
previous
Col. 5)

calendar
half year
1 2 3 4 5 6 7 8 9 10 11

Notes:

1. The earned leave due should be expressed in days.

2. When an executive is appointed during the course of a particular calendar half

year, E.L. should be credited at 2 ½ days for each completed month and the
fraction of a day will be rounded to the nearest day.

3. The entries in Col. 6 should be in completed days. Fraction of a day will be

rounded to the nearest day.

Page | 449
 Annexure I Contd.

COAL INDIA LIMITED

Form of Leave account — Part 2

Name of the executive: Staff No: Date of birth:

Half Pay Leave (on private affairs and on medical certificate including commuted leave)
(@ 20 days for each year of completed service)

Length of Credit of Leave taken Extraordinary

Total of half pay leave taken

Balance of half pay leave on

service leave leave (without
pay)
No. of completed years

Fro To Against the earning Commuted leave Duration No.

pay leave (twice of

converted into half
m on half pay on medical of

return from leave

Commuted leave
Leave earned (in

certificate on full days

Leave at credit
(Col. 4 + 14)

(col. 8 + 12)
pay
Fro To No. Fro T No. Fro T

Col. 11)
days)

m of m o of m o
days days
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17

Notes:

1. Period of EOL should be noted in red ink.

2. The entries in col. 1 and 2 should indicate only the beginning and end of completed
years of service at the time half pay leave commences. Where executive completes
another year of service while on half pay leave, the extra credit should be shown in col.
1 to 5 by making suitable additional entries and this should be taken into account while
completing col. 14.

Page | 450
 Annexure II

Proforma for Maintaining Child Care Leave account

Period of Child Care Leave Balance of Child Care Leave Signature and designation
taken of the certifying officer
From To Balance Date

Page | 451
References

1 Leave Rules of the Bharat Coking Coal Limited, 1972

2 Leave Encashment Scheme, 1976

3 OO No. CIL/C-5A(vi)/Leave/1460 dated 01.07.2010.

4 OO No. CIL/C-5A(vi)/Leave/1554 dated 02.02.2011.

5 Letter No. CIL/C5A(vi)/Leave/1564 dated 01.03.2011.

6 OM No. CIL/C-5A (PC)/Leave/143 dated 30.08.2012.

7 OO No. CIL/C5A(v)/CRC/Leave Rules/Amendment/567 dated

22.12.2014.
8 OO No. CIL/C5A(v)/CRC/Leave Rules/Amendment/1033 dated
14.08.2015.
9 OM No. CIL/C5A (PC)/2097 dated 18.05.2017.

10 OM No. CIL/C5A (PC)/Leave/ 2225 dated 25.07.2017.

11 OM No. CIL/C5A(PC)/Leave/ 2450 dated 30.11.2017.

12 OM No. CIL/C5A(PC)/CMPF/2451 dated 30.11.2017.

13 OM No. CIL/C5A(PC)/Leave/44 dated 12.02.2019.

14 OM No. CIL/C-5A(PC)/Leave Rules/250 dated 11.09.2019.

15 Corrigendum No. CIL/C5A(PC)/Leave Rules/251 dated 17.09.2019.

Page | 452
 Coal India Executives Leave Travel
Concession Rules 2010
Table of Contents

1.0 Short Title and Commencement 454

2.0 Scope & Coverage 454

3.0 Definition 454

4.0 Entitlement of LTC/LLTC 456

5.0 Eligibility 458

6.0 Restricted Concession 458

7.0 Restrictions where journey is not undertaken by rail 459

8.0 Travel by Road in Car 460

9.0 Proof of Journey 460

10.0 Cancellation charges 461

11.0 Conveyance Charges 461

12.0 Route for travel 461

Whether executive and family members should travel
13.0 462
together
14.0 Advance 462

15.0 Leave Travel Concession Claims 463

16.0 Miscellaneous 463

17.0 Interpretation 463

18.0 Savings 463

References 464

453 | P a g e
 Coal India Executives Leave Travel Concession Rules 2010

1.0. Short Title and Commencement

These rules shall be called the Coal India Executives Leave Travel Concession
Rules, 2010[1]. Except where otherwise specifically provided for by an executive
order, direction or instruction, these rules come into force with effect from 28th
September’2010 and it supersedes earlier Leave travel concession rules and
circulars issued in this respect.

2.0. Scope & Coverage

2.1. This rule shall applicable to all Board level and below Board level executives of
Coal India Limited and its subsidiaries. It also includes deputationist from other
organizations, Public Sector Undertakings unless there is nothing repugnant in their
terms of deputation.

2.2. These rules shall not apply to the executives appointed as management trainee.
However they are eligible for the LTC after completion of their training and
confirmation in the regular grade.

3.0. Definition

3.1. Basic Pay’ means the basic pay of an executive (include Special pay, Personal pay,
Non Practicing Allowance as applicable).

3.2. ‘Company’ means the Coal India Limited.

3.3. ‘Family’ means an executive’s wife/husband, legitimate children and step children
residing with and wholly dependent upon him.

Not more than one wife is included in a Family for the purpose of these rules. Where
the wife is also a Company’s executive, the concession will be admissible to the
family on the scale admissible to the husband or the wife and not both.

3.4. ‘Shortest Route’ means the route by which the destination can be reached earliest
in point of time by the approved mode of travel.

1
Approved by CIL Board in its 259 th meeting held on 21.08.2010. Communicated vide OO No. CIL/C-
5A(vi)/LTC/1500 dated 28.09.2010.

Previously called as Leave Travel Concession Rules for Executive Cadre Employees communicated in a
Book form with amendments upto 15.05.1989 which was further amended vide OMs dated 25.09.1989,
10.02.1992 & 28.02.1990.
454 | P a g e
 Note:
Executives proceeding on LTC will be entitled to travel between Ranchi to Bombay
side or Madras side and vice versa via Tatanagar Rly. Station. For such journeys,
the route may also be via Rourkella, Chakradharpur or Kharagapur as the case may
be if the executive actually takes such route.

3.5. ‘Year’ of the purpose of these rules shall mean the calendar year. Leave Travel
Concession due for the calendar year will have to be availed of during the calendar
year itself. i.e. the outward journey should commence before the end of the calendar
year and it is not necessary to complete the inward journey within the calendar year.

3.6. ‘Home Town’ means permanent hometown or village as declared by the executives
in company records at the time of his entry into the service of the Company.

Note:
a) A declaration of ‘Home town’ once made shall ordinarily be treated as final
but in exceptional circumstances, the Chairman, a Functional
Director/Managing Director of the subsidiary may authorize a change provide
that such a change shall not be made more than once during the entire service
of an executive.
b) Apart from other tests that the authorities mentioned in note (a) above may like
to apply, the correct test to determine whether a place declared by an executive
should be accepted as his home town or not will be to check.
(i) Whether the place declared by the executive is one where he would
normally reside but for his service under the Company.
(ii) Whether the place is one which requires his physical presence at intervals
for discharging various domestic and social obligations and if so, whether
the executive has been visiting that place frequently.
(iii) Whether the executive owns residential property in that place or whether
he is a member of a joint family having such property there.
(iv) Whether his near relations are residents in that place.
(v) Whether, prior to his entry into Company service, he had been living there
for some years. Where the executive or the family of which he is a member
owns residential or landed property in more than one place, it would be
left to executive to make a choice giving reasons for the same. The
decision of the authorities mentioned at note (a) above shall be final in all
cases regarding declaration of hometown.
3.7. ‘Head Quarters’ means the normal place of duty of the executive at the time of
outward journey.

455 | P a g e
4.0. Entitlement of LTC/LLTC

4.1. Leave Travel Concession

4.1.1 The Leave Travel Concession will be admissible once every year to the executives
who are entitled to regular leave. It will cover all executives and their families as
defined in clause 3.3 above.

4.1.2 The executives will be entitled to the Leave travel concession to their home town
in India. The amount reimbursable by the Company will be 100%.

4.1.3 The executives of E5 Grade and above shall be allowed to avail Railway Air
Conditioned 1st Class/Air Travel.

4.1.4 The executives of E2 to E4 Grade shall be allowed to avail Railway Air Conditioned
2nd Class/Air Travel.

4.1.5 Executives of E1 Grade shall be allowed to avail Railway fare for 2nd Class Air
Conditioned /1st Class and they will not be entitled to Air travels.

4.1.6 The executives may however travel by road and/or steamer if the place of visit has
no rail connection but overall ceiling will be the admissible Railway fare.

Note:
(i) When air services provide two classes of travel, viz. Ordinary and executive
class, the Board Level Executives of CIL & Its Subsidiaries and Executives
in E-9 Grade shall be entitled to travel by Executive Class.
(ii) Executives entitled for Air Travel on LTC/LLTC can travel in passenger
planes of airlines only.[2]

4.2. Liberalized Leave Travel Concession

4.2.1 Once in a block of 4 calendar years commencing from the 1st January, 1976 the
executives will be entitled to the concession under these rules for journeys to any
place in India. This concession will, however, be in lieu of LTC entitlement of that
year to travel to hometown and back. This facility of availing LTC for journeys to
any place in India once in 4 years will also be available to executives whose home
towns are either the same or very close to their places of posting and so are not
entitled to LTC for home town.

4.2.2
(i) If an executive who is entitled to travel by Air on LLTC, travels to a place outside
India, per member of the family who are entitled to LLTC would be entitled to
reimbursement of LLTC actual air fare or Rs.50,000/- (For executive class

2
Clarified vide letter No. CIL/C-5A(PC)/27 dated 12/13.07.2011.
456 | P a g e
 entitlement)/Rs.35,000/- (For economy class entitlement), whichever is lower
subject to submission of documentary proof.

(ii) If an executive who is not entitled to travel by air on LLTC, travels to a place
outside India, per member of the family who are entitled to LLTC would be
entitled to reimbursement of LLTC, actual air fare or Rs.7600/- whichever is
lower, subject to submission of documentary proof.
Note:

(a) The above admissible reimbursement amount is including the expenditure

incurred by the executive from HQ/Residence to the airport for onward journey
and from airport to HQ/Residence on return journey as per TA rules.
(b) If the family members of the executive perform only outward/only inward
journey, the maximum reimbursement amount will be the same as mentioned in
4.2.2 (i) & (ii).
4.2.3 The executives and/or members of the family may avail of LLTC facilities for travel
to the same place or to different places of their choice in India/Abroad

4.2.4 Encashment of LLTC

(i) The executives have the option to avail LLTC once in a block of 4 years or en-
cash the same subject to limit of Railway fare in the entitled class upto 1700
km. each way for the executive and entitled family members.
(ii) Reservation charges for travel by Superfast Trains or any other surcharge
otherwise leviable for actual journey undertaken will not be payable under this
scheme.
(iii) The facility of encashment of LLTC is also admissible to the family of an
executive who dies while in service and not availed LLTC in that block.

4.3. Chairman-cum-Managing Director, CIL is empowered to extend the block year by

six months for the executives who have not availed the LTC/LLTC due to exigency
of work and in the interest of the company.

Note: [3]
Under Perks & Allowances, Executives are entitled for an amount equivalent to 5% of
Basic pay per month for availing LTC/ LLTC as allowance. On availing LTC/ LLTC,
Executives are required to submit their expense details to the Company for availing tax
benefit as per Income Tax Act. The reimbursement of LTC/ LLTC under these Rules shall
stand amended accordingly.

3
Incorporated due to OM No. CIL/C5A(PC)/Pay Revision 2017/2972 dated 08.08.2018.
457 | P a g e
5.0. Eligibility

5.1. The concession is not admissible to an executive who has not completed one year
of continuous service on the date the journey is performed by him or is family as
the case may be. The condition of one year continuous service on the date of journey
for admissibility of the Leave Travel Concession is applicable equally to permanent
executives and probationers.

5.2. The term continuous service under the Company may be computed including the
continuous service under the non-executive cadre and the concession in the
executive cadre in respect of such an executive could be available during the
particular calendar year provided that the train fare facility/LTC available under
NCWA has not already been availed of by the concerned executive during the
particular calendar year he was in service in the non-executive cadre.

Note:
A non-executive who had availed home town LTC for 4 adults in the year 1987,
against the block year 1987-90, would not be entitled to home LTC for the year
1988 after his promotion in executive cadre. However, if he had drawn the RRF for
self only in the year 1987 he would be entitled to home town LTC as an executive
for the year 1988 on his incoming an executive.
5.3. The concession will be admissible to executives proceeding on leave just before
attaining age of superannuation. But in this case, the Company’s assistance on the
usual scale will be limited to fares for self and family for the outward journey only.

5.4. The concession will also be admissible to an executive who had actually applied
for leave preparatory to retirement but could not avail the same as it was refused in
the interest of company’s work provided that in such cases, the company’s
assistance will be limited to fares for self and family for the outward journey only.

5.5. The concession will be admissible for journeys performed by the executives during
regular leave including medical leave, leave on half pay, earned leave or casual
leave as the case may be irrespective of their duration.

5.6. The concession will not however be admissible to an executive who proceeds on
leave and then resigns his post without returning to duty.

5.7. Official status as an executive elsewhere. This will be subject to submission of

declaration by the claimant that he/she has not claimed the reimbursement from
his/her employer to avoid double claim for an individual.

5.8. The Leave Travel Concession will also be admissible during maternity leave.

6.0. Restricted Concession

LTC/LLTC will be admissible to the members of an executive’s family with
reference to the facts existing at the time of the outward and the return journeys
independently. The following types of cases are given by way of illustrations only:
458 | P a g e
6.1. Entitled to reimbursement in respect of the outward journey only:

(a) A dependent son/daughter getting employment or getting married after having

gone on LTC/LLTC or remaining there for prosecution of studies.

(b) The family, having performed the outward journey does not complete the
return journey within six months.

6.2. Entitled to reimbursement in respect of the return journey only:

(a) A newly married wife coming from the hometown or a place of visit on LLTC
to headquarters station or a wife who had been living for a long time at
hometown or a place of visit on LLTC and did not avail herself of the
LTC/LLTC in respect of the outward journey.

(b) A dependent son/daughter, returning with parents or coming alone from

hometown or a place of visit on LLTC where he/she has been prosecuting
studies or living with grandparents etc.

(c) A child who was previously below three/twelve years of age but has completed
three/twelve years of age only at the time of the return journey.

(d) A child legally adopted by an executive while staying in the hometown or a

place of visit on LLTC.

6.3. Entitlement of dependent children studying away from the place of work or
hometown on availing LTC:

A dependent son/daughter who is prosecuting his/her studies at a place away from

the place of work and hometown of the executive would be entitled to this
concession for going to the hometown or to the place of work of the executive
concerned and back to the place of his/her studies once a year. The assistance will
however be limited to the LTC otherwise admissible or the actual expenditure,
whichever is less.

7.0. Entitlement of reimbursement in cases where journey is not

undertaken by rail
7.1.
(i) LTC/LLTC will also be admissible for journeys undertaken by other modes of
conveyance provided the place is not connected by Railways. In all cases, the
journey must be performed by the shortest road route/steamer service. The
assistance will be limited to the actual expenses incurred subject to a ceiling of
Rs. 8/- per kilometer. The assistance for journeys by own car/taxi will,
however, be Rs.12/- per kilometer limited to entitled railway fare.

459 | P a g e
 (ii) However, in the case of road journey by bus the reimbursement will be the
actual bus fare for each member of the family without limiting it to Rs. 8/- per
kilometer.
7.2.

(i) It will be permissible for an executive and his family members to travel in a
class higher or lower than to which he is entitled. In the former case, the
Company’s liability will be restricted to the fare by the class to which the
executive is entitled and in the later case to the fare by the class in which he or
his family actually travelled. If on such journeys, or part of such journeys, the
executive or a member of his family travelled by road or by steamer for the
places which are connected by rail, the extent of the Company’s assistance will
be limited to what would have been admissible had he travelled by rail in the
authorized class or the actual expenses whichever is less.

(ii) Journey need not necessarily commence from or end at the headquarters of the
executive either in his own case or in the case of his family. But the assistance
to be given will be the amount that would have been admissible had the journey
been performed between the headquarters and the ‘Home’ of the executive.

8.0. Travel by Road in Car

Where the executive and his family travel by private car (the cost of propulsion being borne
by the executive himself), the concession shall be equivalent to what would have been
admissible had the journey been performed by rail by the entitled class as per or the actual
expense whichever is less.

9.0. Proof of Journey

9.1. AIR
¾ Air ticket & counterfoils of boarding cards/pass
9.2. TRAIN
¾ Train number & Name
¾ PNR number

9.3. CAR
¾ Whichever is relevant
x Petrol/Diesel receipts
x Toll/Bridge tax receipts
x Vehicle repair bills

¾ If the car is owned by the executive, the Xerox copy of RC

¾ If the car belongs to somebody else, the certificate of the owner of

the vehicle to the effect that he had lent his car (giving the
Registration No. of the vehicle) to the executive concerned for
undertaking journey during LTC/LLTC

460 | P a g e
9.4. PUBLIC BUS/TAXI

¾ Tickets/Receipts/Taxi registration number

10.0. Cancellation Charges

10.1. Where an executive has to cancel leave and journey solely for official reason and
in the interest of the Company, he may be allowed reimbursement of cancellation
charges including reservation charges.
10.2. It may, however, be noted that where an executive cancels his leave and journey
not solely due to official reasons but for his own convenience reimbursement of
cancellation charges will not be allowed.

11.0. Conveyance Charges

11.1. In connection with the LTC/LLTC journeys by rail/air, the conveyance charges for
road journey from headquarters/residence to Railway Station/ Airport and vice-
versa will also be reimbursable as per TA rules.

11.2. The road journeys undertake at the intermediate stations during LTC/LLTC
journeys such as from Railway station/Airport/Sea Port to Rly. Station/Airport/Sea
port and vice versa will also be treated as part of the journeys and the imbursement
therefore would be governed as per TA Rules.

12.0. Route for Travel

The Company’s liability for the cost of railway fare shall be limited to the fare by
the shortest route.

Note : An executive or his family members may travel by any route or halt
anywhere on the way to or from the home town, but the Company’s assistance shall
be limited to the fare by the shortest route calculated on a ‘through’ ticket basis.
When an executive or any member of his family performs the journey by a longer
route in two different classes of railway accommodation, for example, partly by AC
1st class to which he is entitled class rate will be admissible for the corresponding
proportion of the shortest route and the lower class rate for the remaining mileage
by such route.

Example: If the total distance by the longer route is 1100 kms. and that by the
shortest route is 1000 kms and if an executive entitled to AC 1st class has travelled
800 kms. By AC 2nd Class and the remaining 300 Kms. by AC 1st class,
Company’s share of reimbursement of the expenditure incurred in this case will be
as follows:

461 | P a g e
 (i) Distance for which AC 2nd class fare will be admissible:

[(Distance actually travelled by AC IInd class) x (Total distance by the shortest

route)] / (Total distance by the longer route)
800 x 1000
i.e. = 727 Kms. (approx)
1100
(ii) Distance for which AC 1st class fare will be admissible:

[(Distance actually travelled by AC Ist class) x (Total distance by the shortest

route)] / (Total distance by the longer route)

300 x 1000
i.e. = 273 Kms. (approx)
1100

13.0. Whether executive and Family members should travel together

13.1. The members of the family may travel together or separately in different groups as
may be convenient to them. When they travel in different times, reimbursement of
expenditure, may be allowed in respect of each such group, if the outward journey
of the last such group commences before the expiry of six months from the date of
commencement of the outward journey by the first group and return journey of each
such group must be completed within six months from the date of commencement
of outward journey by that group. the entitlement of the family members to the
concession will not depend on whether the executive may or may not proceed on
regular leave.

13.2. The time limit of six months mentioned in 13.1 may be relaxed in special cases by
the Controlling Officer.

14.0. Advance

14.1. An executive shall be entitled to draw an advance of 80% of the estimated fare by
the entitled class. Advance for both the journeys will be admissible only if the return
journey is to be completed within 90 days.

If, after drawing the advance, the journey is not performed, the advance shall be
refunded immediately in full.

14.2. The LTC/LLTC advance may be paid two months in advance of the date of
commencement of the outward journey or on the date of sanction of the leave
whichever is later.

As LTC/LLTC can be planned in advance by the executive, he can avail the

privileges/ benefits extended by the various airlines by booking the tickets well in
advance.

462 | P a g e
15.0. Leave Travel Concession Claims
The claims for leave travel concession shall be submitted within one month after
the completion of the return journey.

16.0. Miscellaneous

All executives whether on duty or proceeding on leave under Leave Travel

concession may be allowed to travel by air from Mohanbari to Kolkata and from
Kolkata to Mohanbari. Rest of the journey should be performed as per normal T.A.
rules.

17.0. Interpretation
The power to interpret these rules is reserved with the Director (P&IR)/Chairman,
CIL and their interpretation will be final.

18.0. Savings

This rule can be withdrawn or amended at the discretion of the company without
any prior notification and assigning any reason therefore.

463 | P a g e
References

1 Leave Travel Concession Rules for Executive Cadre Employees –

Book with amendments upto 15.05.1989.
2 OM dated 25.09.1989.

3 OM dated 10.02.1992.

4 OM dated 28.02.1990.

5 OO No. CIL/C-5A(vi)/LTC/1500 dated 28.09.2010.

6 Letter No. CIL/C-5A(PC)/27 dated 12/13.07.2011.

7 OM No. CIL/C5A(PC)/Pay Revision 2017/2972 dated 08.08.2018.

464 | P a g e
Coal India Limited Medical Attendance Rules

Table of Contents

1.0 Medical Attendance Rules 465

2.0 Definition 468

3.0 Treatment 471

4.0 Treatment by Specialist and other Special Facilities 474

5.0 Medical reimbursement 475

Medical Facilities in respect of piece rated, Daily rated
6.0 479
and Monthly Rated Employees
Treatment of non-entitled persons in company
7.0 481
hospitals/dispensaries
8.0 Rules relating to Medical Examination 484

9.0 Savings 490

10.0 Annexures 491

References 496

465 | P a g e
 Coal India Limited Medical Attendance Rules

Chapter I

Medical Attendance Rules

1.1. Title

These Rules may be called the Coal India Limited Medical Attendance Rules [1].

1.2. Commencement of Rules

These Rules shall come into force with effect from 26th December, 1981.

1.3. Extent of Application

(a) Officers employed in the executive cadre of Coal India Limited.

(b) Management Trainees/ Junior Executive Trainees/ Trainees/ Officers on

Deputation/ Foreign service, officers guided by Civil Rules/ Railways Rules
and re-employed officers to the extent provided in their terms of appointment.

(c) Monthly rated non-executive employees of Ex-NCDC who were appointed

before August 15, 1967 (Pre-Wage Board), who were guided by what were
known as "Corporation Rules" framed by Ex-NCDC Limited and are already in
receipt of medical reimbursement under CMAL Medical Attendance Rules.
(d) Eligible dependent family members as specified under Rule 12 of Chapter II of
these Rules, of employees as mentioned in Rules 3(a) to 3(c) above
(e) The daily rated, piece rated, Post Wage Board monthly rated employees guided
by NCWA and eligible family members of their families as laid down in Rule 12,
Chapter II of these Rules will be entitled to medical facilities limited to the extent
as laid down in Chapter VI of these Rules
Note:
Employees who are getting a month's salary/wages in year as Medical Allowance
towards medical expenses, will not be covered by these Rules.

1.4. Note

Subject to the availability of the facilities and at the discretion of the Medical
Officer -in -Charge of the hospital /dispensary, persons who are not entitled to
medical facilities under these Rules, may be given medical attendance and treatment
in Company’s hospital /dispensary in case of emergency on payment. Recovery of
charges from non-entitled person will be made as per Rules specified in Chapter VII
of these Rules. The charges may be revised by Coal India Limited as and when

1
Coal India Limited Medical Attendance Rules was communicated in a Book form with amendments till
10.11.1999.
466 | P a g e
 necessary. All charges from non-entitled patients will be credited to Company's
account.

1.5. Interpretation

In case of doubt or dispute in respect of interpretation of any provision specified in

these Rules, the matter will be referred to Coal India Limited and the decision(s)
given by Coal India Limited will be treated as final.

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 Chapter II
Definitions

2.1. Company means [2]

a. Coal India Limited (CIL)

b. Subsidiary Companies of Coal India Limited namely,

Eastern Coalfields Limited (ECL), Bharat Coking Coal Limited (BCCL),
Central Coalfields Limited (CCL), Western Coalfields Limited (WCL),
Central Mine Planning & Design Institute Limited (CMPDIL), South Eastern
Coalfields Limited (SECL), Northern Coalfields Limited (NCL) & Mahanadi
Coalfields Limited (MCL).

c. North Eastern Coalfields (NEC)

d. Subsidiary Companies formed by the Subsidiaries of Coal India Limited

mentioned at (b) above.

2.2. "Chief Medical Officer" (CMO) means the Chief Medical Officer of Coal India
Limited or its subsidiary companies or any other officer specified for the purpose
under these Rules by Chairman/Managing Director of a Company.

2.3. "Authorized Medical Attendant" (AMA) means any Medical Officer in the service or
the Company or any Doctor in a panel or Doctors already approved by Company or
in case where no Medical Officer of the Company is available at the station, any
Government Medical Officer at the station or a Medical Practitioner duly registered
with any State Medical Council (Allopathic System) of India.

2.4. “Entitled Employees” means those employees mentioned in Sub-rule (a), (b) and (c)
of Rule 3 of Chapter I of these Rules.

Note: Unless otherwise mentioned ‘employee’ in all Chapters of these Rules,

excepting Chapters VI, VII, VIII and IX, will mean "entitled employee".

2.5. “Competent Authority” means such officers as specified by Chairman/Managing

Director of a Company for the purpose of these Rules.

2.6. “Controlling Officer” means such officers of the Company as may be so specified by
the Chairman/Managing Director from time to time.

2.7. “Hospital” means hospital of the Company, Government hospital, hospitals

recognized by Central Government under Central Government Health Service
Scheme, a hospital maintained by a local authority and any other hospital with which
arrangements have been made by the Company, for the treatment of its employees.

2.8. “District” means a revenue district of the State Government.

2
Amended vide OM No. CIL/C5A(PC)/MAR/2829 dated 08.05.2018.
468 | P a g e
2.9. “Station” means place of posting of the employees concerned.

2.10. “Medical Attendance” means medical treatment by an Authorized Medical

Attendant including such pathological, bacteriological radiological or other methods
of examination and investigation for the purpose of diagnosis and treatment (curative
and/or preventive) as are considered necessary by the Authorized Medical Attendant,
subject to entitlement being confined within the limitation(s) laid down in these
Rules.

2.11. “Pay”, for the purpose of these Rules, means the basic pay, and includes special pay,
personal pay, deputation allowance, non-practicing allowance of Medical Officers
and acting/charge allowance.

2.12. The term “Family” means [3]

i. the employee;

ii. the employee’s spouse;

Employee, whose spouse is employed in Government/ PSUs/ Government
bodies and is entitled to similar facilities, can avail the medical facilities from
one source only, subject to submission of a certificate from the employee as also
from the spouse’s employer regarding medical facilities to the spouse.

iii. parents residing with and wholly/ mainly dependent on employee, not availing
such facilities from any Government/ PSU and whose total monthly income does
not exceed Rs. 10000 per month.
In case where spouse is also employed in the company, medical facilities are
admissible to the dependent parents of either the husband or the wife only, based
on the option exercised, subject to other conditions of admissibility of medical
facilities to parents. The option exercised once with regards to the parents will
not be changed.

iv. Employee’s children.

Employee’s children would mean:
a. Unmarried children including step children and legally adopted children who
are up to the age of 25 years or till they start earning, whichever is earlier;
b. Married daughter(s) only in case divorced, abandoned or separated from the
husband and financially dependent on and residing with the employee;
c. Unmarried and unemployed handicapped children suffering from not less
than 40% of any disability, as certified by a competent medical authority.

Clarification I
Limitation of age as per above clause (iv) (a) would not be applicable to the cases
of unmarried and unemployed daughters and employee’s children mentioned in
clauses (iv) (b) and (iv) (c).

3
Amended vide OM No. CIL/C5A(PC)/MAR/2829 dated 08.05.2018. Previously amended vide
Corrigendum No. CIL/C-5C/55123(A)/372 dated 21.01.2014 & OM No. CIL/C-5C/55123(A)/437 dated
26.02/ 03.03.2014.
469 | P a g e
Clarification II:
Stepchildren include the children of the spouse from a previous marriage, where the
same was dissolved due to legal divorce or death of the other party to such marriage.

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 Chapter III
Treatment
3.1. All employees and their eligible dependents will get free medical treatment in
company hospital/dispensaries.

3.2. "Treatment'' means medical, surgical and nursing facilities etc., as are considered
necessary by the Authorized Medical Attendant and will include:

(i) Employment of pathological, bacteriological, and other methods for diagnostic

or therapeutic or preventive purposes; and
(ii) Supply of medicines, vaccines, sera or other therapeutic and prophylactic
substances including blood transfusion.
Note:
(1) Supply of medicines and other items as may be declared as non-reimbursable
from time to time, will not be covered.
(2) Cost of toilet articles, food (including protein preparations such as protinex,
protinules, etc.), beverages, wines are not reimbursable.

3.3. Treatment will also mean and include the following with exceptions shown under
each:

(a) Eye treatment: Treatment of all types of eye diseases, testing of eyes for
correction of errors of refraction once in three years for entitled employees and
their eligible family members and provision of eye prosthesis will be allowed,
but cost of spectacles is inadmissible.

(b) Dental or/ and gum treatment: All types of dental or/and gum treatment will be
covered except dental treatment needed for cosmetic purposes. Denture will not
be provided.

(c) Diabetic treatment: Anti-diabetic treatment will be covered.

(d) Sexually transmitted diseases (Veneral diseases): Treatment of sexually

transmitted diseases will be covered.

(e) Anti-rabic treatment.

(f) Physiotherapy: Electrotherapy and all other forms of physiotherapy are covered.

(g) Prophylactic immunization: Prophylactic immunization will be covered.

(h) Mental diseases: Mental illnesses including delerium tremens will be covered.

(i) Treatment of sterility: Treatment of sterility will be admissible.

(j) Family planning: All permanent measures for family planning like Vasectomy,
Tubectomy and other means of sterilization and among temporary measures
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 Intra- Uterine Contraceptive device and medical termination of pregnancy
(M.T.P.) will be covered for medical reimbursement.

(k) Prenatal (ante-natal), natal and post-natal treatment: This treatment will be
covered.

3.4. Diet, if charged for separately, over and above cabin/bed charges, in hospital/nursing
homes, will not be covered/reimbursed. But, there will be no deduction for diet from
cabin/bed rent where charges for diet is included in bed/cabin rent.

Attendance and Treatment at Residence

3.5. Medical attendance and treatment should normally be sought in the Company
(Government/Coal Mines Welfare Organization (CMWO) hospital/dispensary.
In exceptional cases, where removal of the patient to the hospital/dispensary is
considered dangerous to the life of the patient, the Authorized Medical Attendant,
may, at his discretion attend to the patient at his residence.

Treatment of Employees Outside the Station while on LTC/Leave/ Tour

3.6. If any entitled employee and/or his entitled dependent falls ill out of station while on
LTC/Leave/Tour and obtains treatment in a Government hospital, the Company will
allow reimbursement of the actual cost of treatment. In case of treatment by a private
practitioner, or in a private nursing home or a private hospital, the reimbursement
will be limited to the ceilings laid down in Chapter V.

Temporary Separation
3.7. lf an eligible dependent member of the family of an entitled employee goes out of
station temporarily and fall sick, he can avail treatment outside the place of
employment of entitled employee but reimbursement will be admissible for treatment
up to a maximum period of two months during a calendar year. Reimbursement will
be limited to the ceilings laid down in Chapter V.

Note:
(1) If the dependent of an entitled employee permanently resides away from the place
of posting of the employee, no medical reimbursement will be admissible
excepting in case of children living away from their parents for purpose of study
and/or training.
(2) If the wife of an entitled employee stays away temporarily from the place of
posting of the employee for the purpose of confinement, reimbursement for
delivery, including ante-natal, natal and post-natal treatment will be admissible,
but it will be limited in a total period of 3 months.

Treatment of Entitled Employee's Eligible Dependents on Transfer

3.8. On transfer of an entitled employee, his eligible dependents will be entitled to medical
treatment at the declared home town of the employee or in place of last posting or in
such other place as may be approved by the Controlling Officer, upto six months
from the date he hands over charge at the previous station. Medical reimbursement
will be the limited to the ceilings laid down in Chapter V.

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3.9. AYUSH Services are admissible and reimbursable to the employees and their
dependent family members as per the applicable CGHS rate in various cities.
Reimbursement will be allowed for the treatment availed from Government/
Company approved, recognized or empanelled AYUSH Health centres. [4]

4
Incorporated vide OM No. CIL/C5A(PC)/MAR/2829 dated 08.05.2018.
473 | P a g e
 Chapter IV
Treatment by Specialists and other Special Facilities
4.1. Under special circumstances, when suitable treatment is not available in the hospital
of the Company, an Authorized Medical Attendant may refer a case to a private
specialist/ clinic/nursing home/hospital, provided he certifies the non-availability of
treatment and obtains prior permission of the Chief Medical Officer concerned. If it
is not possible to obtain prior permission due to urgency, it should be reported to
CMO within 48 hours for his post-facto approval.

4.2. If there is an arrangement of the Company with any private specialist/clinic, etc., for
treatment, the AMA should refer the case to such specialists/clinics, e.tc. Possibility
of such reference to nearby Government/CMWO hospital should also be explored.

4.3. In case of such reference, patient will attend clinic/hospital where the specialist is
attached to, except on emergencies when the specialist may be called at the patient's
residence, in which case, a certificate stating the nature of illness and inability of the
patient to attend the Doctor's clinic is to be obtained from the Authorized Medical
Attendant.

4.4. Diseases which require special and continued treatment for a long time like heart
disease, T.B., Cancer, Leprosy, etc., special arrangement for treatment may be made
with approval of the Chief Medical Officer concerned.

4.5. In all cases referred to above, reimbursement will be made as per limitations laid
down in Chapter V.

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 Chapter V
Medical Reimbursement in respect of Entitled Employees and his
Eligible Family Members
5.1. Where an entitled employee of the Company and/or his entitled family member is
treated in a hospital/clinic/nursing home not established by the Company and
required to pay charges for such treatment, or where an employee is authorized by
the Medical Attendant to purchase medicines/ vaccine etc. from outside and pay for
investigations, he will be reimbursed the medical expenses to the extent specified in
the schedule hereunder.

5.2. An entitled employee and/ or his eligible dependent receiving medical attendance and
treatment as an in -patient will be entitled to reimbursement for accommodation
expenses in the hospital according to schedule in this chapter. If accommodation of
the entitled class is not available, accommodation of higher class may be allowed
provided the Medical Superintendent of the hospital certifies regarding the non-
availability of appropriate class of accommodation at the time of admission and that
admission could not be delayed without danger to the health of the patient. As far as
possible, the patient should be moved to the appropriate class of accommodation as
soon as available.

5.3. Continuation of treatment by a registered private practitioner or specialist shall be

limited to a period of 30 days and a total of 8 consultations (inclusive of consultation
with the general practitioner and specialist) for a single spell of illness, after which
period the patient is to be examined by a Company's Doctor who will advise further
course of action wherever Company's Doctor is available at the station; otherwise the
employee will get a report from the AMA about the disease and the treatment and
submit the same to CMO and obtain permission to continue further treatment. In case
further consultations or visits are required approval of the CMO for such continuation
will be required.

Physiotherapy
5.4. Massage treatment by a trained masseur or a masseur with a Government recognized
certificate, electrotherapy, (Diathermy, Ultrasonic, etc.) and all other forms of
physiotherapy are reimbursable as per rates in the schedule here under subject to a
limit of 20 sittings. In special cases, where prolonged physiotherapy is considered
essential, the expenses for more than 20 sittings will be reimbursable provided prior
approval of CMO is obtained.

Charges for Special Nursing and Attendants

5.5. Charges for special nursing and attendants are not normally admissible. However, it
may be allowed if special Nurse/ Attendant is engaged as per specific advice in
writing (as per Form I, Annexure I) of the Medical Superintendent/Specialist of the
hospital/nursing home where the patient is being treated in that the services of special
nurse and/or attendant were essential. Special nurse and/or attendant will be allowed
for a period of ten days. If it is necessary for more than ten days, permission of CMO
will be necessary. The actual expenses subject to the limitation as per Schedule under

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 this Rule will be reimbursed. Reimbursement of expenditure of special
nurse/attendant will not be admissible for treatment at residence.

Operation Charges

5.6. Actual expenses for operation as incurred in a Government hospital will be

reimbursed. In case the operation is undergone in a private hospital/ nursing home,
actual expenditure may be reimbursed, subject to the ceilings laid down in the
Schedule of this Chapter.

Sales Tax
5.7. Sales Tax, paid by the employees while purchasing medicines from the market, is
reimbursable but packing and forwarding charges for such purchases are not
reimbursable.

5.8. Schedule of Charges [5]

i. The Schedule of Charges would be as per CGHS rates as applicable in various

cities or actual whichever is lower except for the following hospitals, where
reimbursement would be as per the negotiated rates:

a. Shankar Nethralaya, Chennai, Tamilnadu

b. Christian Medical College & Hospital, Vellore, Tamilnadu and
c. TMC, Kolkata

ii. If referred by the Competent Authority to hospitals other than empanelled

hospitals, reimbursement would be admissible as per CGHS rates.
iii. All items which are reimbursable under CGHS rules shall be applicable to
employees.
iv. The Schedule of Rates as given in Chapter V of MAR shall be replaced by CGHS
rate and wherever the Schedule of Charges is given in MAR, the same be
substituted with CGHS rates except in the cases mentioned in point no. (i) above.

Travelling Allowance
5.9. Travelling allowance may be paid in the following cases:

(a) Actual expenditure incurred by the patient in travelling, subject to maximum of a

single Rail fare by the class to which the employee is himself entitled as on
transfer from the Headquarters of the employee to the place of medical treatment
and back will be reimbursed. No daily allowance will be allowed.

(b) Where an attendant accompanies a patient on the authority of the Chief Medical
Officer, actual Rail fare by II class for such an attendant may also be reimbursed.
However, in case an attendant travels by higher class and in the circumstances of
the case the Chief Medical Officer considers travelling by attendant in a higher
class is justified, actual fare of such higher class may be reimbursed, subject to

5
Amended vide OM No. CIL/C5A(PC)/MAR/2829 dated 08.05.2018. Subsequent clauses are re-numbered
accordingly. It was previously amended vide OM No. CIL/C-5B/Med/57261(iv)/760 dated 11.11.1999.
476 | P a g e
 such higher class being not higher than to which the patient is entitled. No daily
allowance will be allowed.

(c) In case an escort is deputed by the Company, (such escorts are normally medical
or para-medical persons) the escort will be considered as on duty and shall be
entitled to TA and DA as per Company Rule.

Procedures to be Followed While ordering Reimbursement

5.10. All claims for reimbursement will be submitted in the proforma on Form No. II in
Annexure II along with the supporting vouchers, cash memos, receipts, etc. to the
Controlling Officer who will carefully scrutinize each claim applying the relevant
rules and orders before allowing reimbursement. The Controlling Officer of the
employee may, after consultation with AMA or CMO, disallow any claim which are
not covered by the Rules and Orders of the Company or otherwise not admissible of
if not satisfied about the genuineness of the claim.

5.11. Claim will ordinarily be entertained only if preferred within six months from the date
of completion of treatment. However, cases after six months will be admissible only
when approved by the competent authority who has been delegated with powers to
accept time-barred claims.

Part-Reimbursement of Medical Expenses

5.12. Normally, a claim for medical reimbursement will be entertained and allowed on the
completion of treatment of the patient. But in case a patient is suffering from acute
or chronic diseases like cancer, T.B., Leprosy, heart disease, mental or any other
diseases where the treatment is prolonged and spread over a period of more than 30
days, reimbursement of medical expenses may be allowed at intervals of every 15
days, at the discretion of the Controlling Officer.

5.13. Advances for Medical Attendance and Treatment to Entitled Employees

(a) The Controlling Officer may, on the recommendation of the authorized medical
attendant, grant an advance for medical treatment.
(b) The advance will be admissible subject to the following terms and conditions:
(i) The amount of advance shall not exceed 2 month's pay of the entitled
employee or Rs. 2000/- or the amount as certified by the Authorized Medical
Attendant/ Dy. MS/MS/CMO to be the approximate cost, whichever is less.
(ii) In exceptional cases, where medical advance more than Rs. 2000/- is needed,
sanction of CMO and functional director will be necessary.
(iii)The advance shall be adjusted against the reimbursement of medical expenses
that is admissible under the rules and any excess amount, shall be recovered
from the employee concerned.

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5.14. Financial Power to Sanction on Reimbursement of Medical Bill

(a) Respective Controlling Officers will have full financial power to sanction
reimbursement of medical bills for the treatment taken within or outside the
district/station, if the bills are otherwise found complying with the provisions of
CIL Medical Attendance Rules.
(b) All complicated or doubtful claims should be processed through the CMO before
sanction is accorded by the Controlling Officer.

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 Chapter VI
Rules relating to Medical Facilities in respect of Piece Rated, Daily
Rated and Monthly Rated Employees

Rules relating to medical facilities in respect of piece rated, daily rated and monthly rated
employees guided by NCWA except the monthly rated non-executive of Ex . NCDC who
were guided by Corporation Rules framed by NCDC and appointed before 15.8.67 and also
those non-executives guided by Civil Rules, Railway Rules, those Ex-NCDC non-
executives who are getting medical reimbursement as per CMAL/ CIL Medical Attendance
Rules and also those who are getting medical allowance of one months' pay in a year.
6.1. The Rules contained in this chapter exclusively apply to employees covered in the
title hereof and also the members of their family if eligible as per Rules 12, Chapter
II.

6.2. Such employee and their family members are entitled to free medical treatment only
to the extent available at the Company's hospital/dispensaries and the hospitals
maintained by Coal Mines Labour Welfare Organization. In special cases, they may
also be allowed for treatment in a Government Hospital/Local Self-Government
Hospital.

6.3. If the medicines prescribed by the Colliery Medical Officers are not available in the
dispensaries, nor purchased and supplied by the Colliery Management and have to be
procured by the workmen themselves, the cost of the same will be reimbursed on
presentation of the cash memo. If the listed medicines as prescribed are not available,
alternatives certified by the Colliery Medical Officer will be permissible and the cost
will be reimbursed, if the medicines have to be purchased, by the workmen.

6.4. In cases referred by the competent Medical Authority of the coal company to outside
hospitals the expenditure for treatment shall be reimbursed at the rates applicable for
general ward of the hospital concerned. The patient and the escort, if recommended
by the Medical Officer of the Company will be eligible for T.A. (excluding D.A.)
from the Company.

6.5. If a workman falls seriously ill while on sanctioned leave at his home town and he
has to be hospitalized in a Government or a Local Self Government hospital,
hospitalization expenditure including the cost of medicine will be reimbursed by the
Company ' at rates applicable for the general ward of the hospital.

6.6. In cases referred by the Medical Officer of the colliery to Coal Mines Welfare
Organization hospital, if the medicines prescribed by the Doctors are not supplied by
the CMWO hospitals or the coal company hospitals/ dispensary and have to be
purchased by the workman the cost of the same shall be reimbursed by the coal
company and the Company will claim the amount from the CMWO.

6.7. Free diet will be supplied to indoor patients in the Company hospitals.

Note: The usual prescribed procedure for reimbursement of medical expenses will,
however, have to be observed. The essentials are given below.

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Medical Reimbursement of Employees Mentioned in this Chapter and their Entitled
Family Members

(i) Will be paid from the hospital dispensary drug imprest on production of cash memo
(ii) On production of
- Reference letter;
- Prescriptions/cash memo;
- Discharge certificate; and
- Essentiality certificate
(iii) Same as (ii) except reference letter
(iv) On production of CMW.O's prescription, cash memos.

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 Chapter VII

Treatment of Non Entitled Persons in Company’s Hospitals/

Dispensaries
7.1. Non-entitled cases will not be treated or admitted under normal circumstances.
However, serious/ emergency cases may be treated/ admitted on the discretion of
M.O.I.C. hospital/dispensary subject to availability of beds and/or other facilities.

7.2. The following are the charges to be levied from non-entitled patients treated in the
Company's hospital/ dispensary:

I. ACCOMMODATION

(a) General ward

(i) In respect of close relation of employees who are not Rs.12.00 per
entitled to free treatment i.e. brother, sister; father-in-law, day (inclusive
mother-in-law etc of diet)

(ii) Employees of Government department like Directorate Rs. 20.00 per.

of Mines Safety, Railways, Post Office, Police day
Department etc. located in Company areas and their (inclusive of
wives/husbands/dependent children diet)

(iii)In respect of others not mentioned above Rs. 20.00 per.

day
(inclusive of
diet)

Note: Minor children below 5 years (age to be assessed by Company Doctor)

shall be charged half of the above rates

(b) Cabin for all classes of patients of single bed (non-air-conditioned) inclusive of
diet

Item No. I (a) (i) Rs.50 per day

Item No. I (a) (ii) Rs.65 per day
Item No. I (a) (iii) Rs.65 per day
(c) Cabin (air-conditioned) for all classes Rs. 75 per day

II. INJECTION CHARGES FOR OPD PATIENTS

(i) I. M. Injections Rs. 4.00 per injection

(ii) I. V. Injections Rs. 8.00 per injection

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 III.DRESSING CHARGES

Rs. 4.00 for each dressing (minor)

Rs. 8.00 for each dressing (major)

IV. DELIVERY CHARGES, ETC

Genl. Ward Cabin

(a) Normal delivery/abortion/miscarriage Rs. 150.00 Rs. 250.00
(b) Assisted labour requiring services of Doctor Rs. 250.00 Rs. 350.00
(c) Operative labour, viz. forceps, version Rs. 300.00 Rs. 500.00
including caesarian section

V. OPERATION FEES

Genl. Ward Cabin

(a) Major surgery Rs. 400.00 Rs. 600.00
(b) Minor surgery requiring G.A Rs. 300.00 Rs. 450.00
(c) Simple surgery Rs. 50.00 Rs. 100.00

Note:

(1) Plaster materials should be purchased by the party. Cases operated as OPD
cases shall pay charges as per rates for patients in general ward.
(2) Classification of operations vide Charter V of M.A. Rules
VI. DENTAL OPERATION CHARGES FOR INDOOR AND OPD PATIENTS OF
ALL CLASSES

(a) Tooth extraction Rs. 15.00 per tooth

(b) Filling of Tooth Rs. 20.00 per tooth

VII. PATHOLOGICAL EXAMINATION CHARGES FOR INDOOR AND OPD

FOR ALL CLASSES OF NON-ENTITLED PATIENTS

Ordinary Rs. 20/-

Special Rs. 40/-

Classification of type of pathological test- vide Chapter V of M.A. Rules.

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 VIII. X-RAY EXAMINATION FOR lNDOOR AND OPD PATIENTS OF ALL
CLASSES

Rates for all non-entitled patients will be as per Chapter V, Schedule of charges
(VI) (Group I) of M.A. Rules.

IX. PHYSIOTHERAPY

Rs. 10/- per sitting.

X. MEDICINES

All medicines to be charged at actual cost plus 10% as incidental charges.

Common stock mixture, power, ointment etc. may be supplied free of charges to
non-entitled indoor patients, subject to availability.

XI. CONSULTATION CHARGES AT OPD FOR ALL CLASS OF PATIENTS

CMO/ MS/ Sr. Specialist Rs. 40.00

Dy. MS/Specialist Rs. 20.00

MO/Sr. MO Rs. 15.00

7.3. Consultation fees and other charges paid by non-entitled patients should be deposited
in Company's account.

7.4. All other charges not mentioned in this schedule will be charged as per schedule for
Gr. I cities as mentioned in Chapter V of M.A. Rules.

7.5. CMO is authorized to fix the rates of services rendered which are not covered by
these Rules.

7.6. Total amount of charges realized on account of treating non-entitled patients should
be shown separately in the Annual Financial Statement.

7.7. Charges in respect of near relative of employees may be adjusted from the salary bill
of the employee concerned. An undertaking from employee concerned shall be
obtained in this regard prior to treatment of the non-entitled patient.

7.8. In the absence of any arrangement regarding payment of charges for treatment, non-
entitled patients shall deposit 10 day's approximate charges (accommodation charges
plus operation fee etc.) in advance prior to admission.

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 Chapter VIII
Rules relating to Medical Examination

Pre-employment Medical Examination

8.1. Pre-employment medical examination will be done for all new appointees either by
a Company Medical Officer or by a Medical Board consisting of Company's Medical
Officers formed as per orders of CMO.

Medical examination will be done as per standards laid down below

A standard form should be used to record the findings; (vide Annexure Form No. III). The
Form No. IV (vide Annexure) requires to be filled up by the candidate.

Physical standard for pre-employment medical examination

The minimum physical standard for the above is as under:

A. MINIMUM PHYSICAL STANDARD FOR ALL CALSSESS OF EMPLOYEES

DIRECTLY CONNECTED WITH COAL MINING (MINING, GEOLOGICAL,
SURVEY, MECHANICAL, ELECTRICAL, ELECTRO- NICS, OPENCAST,
PERSONNEL, MINING TRAINEES, AUTHORISED DRIVERS AND WATCH
AND WARD EMPLOYEES, ETC.)
(i) A candidate must be in sound mental and physical health and free from any
physical defect likely to interfere with the efficient performance of his duty. He
should not be grossly over-weight or under-weight.
(ii) Minimum standard of height may be relaxed to 60" in case of watch and ward
candidates belonging to races such as Gorkhas, Garhwallis and Assamese: Tribals
etc. Height must be taken without shoes.
(iii) Hearing must be good and there should be no progressive disease affecting
hearing.
(iv) Speech must be without impediment, excluding stammering of moderate degree.
(v) Chest measurement: The girth of the chest in full expiration should be recorded
to determine the range of expansion (between the minimum and maximum). In
all doubtful cases the functional capacity of the lungs may be tested.
In the examination of candidates the following table of correlation of height and
chest girth will be applied.

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(vi) Chest must be well formed, the lungs and heart must be normal. After 20 hops
(or stands and squatting) plus should return to normal within 3 minutes. There
should be no evidence of Chronic pulmonary, bronchial, laryngeal, valvular
diseases or gross arteriosclerosis.
(vii) Blood pressure should be normal in recumbent posture.
(viii) The teeth must be in good order, decayed or broken teeth must be properly
stopped or crowned and deficient teeth replaced by artificial teeth where
necessary. Gums should be in healthy condition
(ix) There should be no Hernia.
(x) There should be no Hydrocele. In case there is a Hydrocele the person may be
permitted to get operated within 3 months and if the operation is successful, he
may be declared fit.
(xi) The limbs, hands, fingers, feet and toes must be well formed and developed with
free and perfect motion of all joints.
(xii) Candidates should not suffer from chronic or extensive ulcers, ailments of skin
or other system. Subjects of Palsy, Paralysis and Epilepsy are to be rejected.
(xiii) Vision should be of the following standards:

Note:

(a) Total Myopia in the above standard should not exceed -6D.

(b) Manifest Hypermetropia should not exceed -3D, total.

(c) In case of total error of refraction about -2D, Ophthal- moscopic examination
should be conducted to detect any progressive morbid changes of the choroid, or
retina.

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 (d) Night blindness and colour blindness: Candidate's night vision will be tested to
ascertain whether or not be suffers from night blindness. Tests also should be
done for colour blindness.
(e) In case of defective vision due to nebula of the cornea the candidate will be
rejected.
(f) Squint or any morbid condition subject to risk or aggravation or recurrence in
either eye may cause rejection of a candidate.
(xiv) Urine should be examined particularly for the presence of sugar and albumin.
(xv) Examiners will use their own discretion as to the scope of the general physical
examination in each case, and will judge cases on their merits, taking into
consideration the prospective duties of the examinees. In the examination of the
candidate's hearing the speaking voice test will be employed. The examiner will
speak in an ordinary conversational voice, the examinee will be at a distance of
three yards and with his back to the examiner; the ear will be separately tested
by the occlusion of other ear. It should be understood that the question of fitness
involves the future as well as the present; that the main object of medical
examination are to secure continuous effective service to prevent earl y
retirement and payments in case of premature death or payments of accident
compensation attributable to physical deficiencies and unusual medical
expenditure on employees of poor physique.
(xvi) Particulars against item Nos. 1 to 4 in the prescribed medical examination form
are to be furnished by the appointing authorities concerned to the medical
examiner
(xvii)The report of the medical examination should be treated as confidential.
(xviii) Personal statement and declaration should be obtained from all candidates for
medical examination in the prescribed form.
B. MINIMUM. PHYSICAL STANDARD REQUIRED FOR RECRUITMENT TO
POSTS OTHER THAN GROUP 'A'
(i) A candidate must be in good mental and bodily health and free from any physical
likely to interfere with the efficient performance of his duty. He should not be
grossly over-weight or under-weight.
(ii) Hearing must be good and there should be no progressive disease affecting
hearing.
(iii) Speech must be without impediment, stammering of moderate degree excluded.
(iv) Chest must be well formed with minimum girth not less than 30 inches (76 cm)
on full expiration and not less than 32 inches (81 m) on inspiration .
(v) Height must not be less than 60 inches without shoes.
(vi) Respiratory system: Lungs should be sound and free from any chronic bronchial
or laryngeal disease.

486 | P a g e
(vii) Circulatory system: There should be no evidence of enlargement of heart,
chronic vascular disease or gross arteriosclerosis. Blood pressure should be
normal in recumbent posture. Pulse should return to normal within 3 minutes
after 20 hops or standard and squattings.
(viii) There should be no Harnia.
(ix) There should be no Hydrocele. A person with Hydrocele may be declared fit
after successful operation within three months after pre-employment medical
examination.
(x) The limbs, hands, fingers, feet and toe must be well formed and developed with
free and perfect motion of all joints.
(xi) Candidates should not suffer from chronic ailments of skin or other system.
Subjects of Palsy, Paralysis and Epilepsy are to be rejected.
(xii) Vision should be of the following standard:

Note: Total Myopia should not exceed -6D, Hypermatropia (total) should not exceed +4D.
For total myopia over -4D presence of any progressive disease must be eliminated by fundus
examination.

(xiii) Alimentary system: The candidates should have sufficient number of natural or
artificial teeth for mastication and healthy gums.
(xiv) Genito -urinary system: There should be no evidence of Kidney disease and
urine should be particularly examined for presence of sugar and albumin.
Duration of pregnancy if present should be recorded in case of female
candidates.
(xv) Skeleto-nervous system: The limbs should be well formed and developed and
function of all limbs should be within normal limits. Any deformity should be
recorded. There should be no evidence of paralysis, palsy and epilepsy.
(xvi) Cutaneous system: There should be no evidence of extensive and chronic skin
disease or ulceration.
(xvii)Examiners will use their own discretion as to the scope of the general physical
examination in each case, and will judge cases in their merits. For hearing the
speaking voice test will be employed. The examiner will speak an ordinary
conversational voice; the examinee will be at a distance of three yards and with
487 | P a g e
 his/her back to the examiner; the ears will be separately tested by the occulsion
of the other ear.
It should be understood that the question of fitness involves the future as well as
the present that the main object of medical examination are to secure continuous
effective service to prevent early retirement and payments in case of pre-mature
death or payments of accident compensations attributable to physical
deficiencies and unusual medical expenditure on employees of poor physique.
(xviii) The blood pressure of candidates will be examined. The examination of urine
will be compulsory for all categories of candidates and the specimen should be
passed in the presence of the examiner.
(xix) Particulars against item No.1 to 4 in the prescribed Medical Examination Form
are to be furnished by the appointing authorities concerned to the medical
examiner.
(xx) The report of the medical examination should be treated as confidential
(xxi) Personal statement and declaration should be obtained from all candidates for
medical examination in the prescribed form.
Medical Examination for Re-employment

8.2. In case of re-employment after superannuation, the person concerned will be

medically examined by a Medical Board constituted by CMO of the Company for
issue of a certificate of fitness. No fees will be charged for such medical examination
except for investigation, facilities for which are not available in the Company.

8.3. Medical Examination for Retirement on Medical Ground

(i) An employee who desires to retire on medical grounds or an employee who has
been reported as permanently incapable of performing his duties on medical
grounds, will be examined by a Medical Board constituted by CMO.

(ii) An Appellate Medical Board will be constituted by CMO, if necessary.

8.4. Medical Examination in Connection with Leave on Medical Ground

(a) Leave application of a Company employee on medical grounds should be

supported by a medical certificate either from a Doctor of the Company, or from
a private registered practitioner in case where Company's Doctor is not available
at the station. In the former case the certificate of fitness should be obtained from
the Doctor of the Company and in the latter case the certificate of fitness obtained
from the private registered practitioner should be countersigned by a Doctor of
the Company.
(b) In case of application for leave on medical grounds or for prolonged illness or
where administration may so desire, the certificate of registered practitioner for
leave on medical ground should be issued or countersigned by the Doctor of the
Company as the case may be.

488 | P a g e
 (c) In the cases referred to above where certificates are issued or countersigned by
the Doctor of the Company, no fees will be charged.
(d) Employees returning to duty from medical leave should report to the Company
Medical Department either with or without medical certificate etc. as the case
may be, for certification of their fitness to return to duty. Belated submission of
fitness certificate to the Company Medical Department for counter signature will
not be entertained.
8.5. Periodical Medical Examination

Periodical medical examination of coal miners will be conducted as per Mines Act,
1952 and Mines Rules, 1955. The procedure of above examination will be as per said
Act and Rules.

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 Chapter IX
Savings
9.1. Relaxation of Rules: The Chairman, CIL and CMDs of the subsidiary companies may
relax the provisions of any of these rules in exceptional circumstances.

9.2. Cases already decided shall not be reopened.

9.3. These rules can be withdrawn at the discretion of the CIL without any notice and
assigning any reason there under.

9.4. CIL reserves to itself the right to alter and/or to amend any rule or issue a new rule
thereunder at any time and without assigning any reason thereof.

9.5. These rules are applicable when medical treatment is undertaken in India. There is
no provision in these rules for treatment outside India.

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 Annexure-I

Form No. I

(Refer to Rule 5, Chapter V)

I certify........................................................................employed in the.………………….. has been

under my treatment for …………………………………………………(provisional diagnosis)
diseases of the..………. ... hospital from..............to ……..... .

I, further, certify that special nursing/ attendant was essential from .......... to ............................on
which an expenditure of ..................... was incurred (vide bills and receipts attached) for recovery/
prevention of serious deterioration of the condition of the patient.

Signature of the Medical Superintendent

Doctor-in-charge of hospital/ Clinic/ Nursing home

Place...................

Date ...................

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 Annexure-II

Form No. II

COAL INDIA LIMITED

Application for reimbursement of medical expenses

Name ...........................Designation & Pay .............……Staff No.................. Divn/Wing…….

Name Name & Doctor’s Place of Expense Total Remarks

S. No. relationship name & treatment amount
Regd. no. with Rs. P.
duration
2 3 4 5 6 7 8
1

1.

2.

I, hereby, declare that the statement in this application is true and the family member for whom
medical expenses were incurred is dependent upon me and is entitled to get reimbursement of
medical expenses under the Medical Attendance Rules.

………………………………………… ……………………………………….

Controlling Officer with Designation Signature of the employee with date

Encl: Prescription, receipt, cash memo etc.

For Accounts office use only

Please issue A/c payee cheque/Pay cash to.............for a sum of Rs................(Rupees ..................)

Debit A/C: ...................... Credit A/C …...........Issue cheque no.........Dated ..........for Rs ……...

Signature of Accounts officer

Received Rs..............(Rupees....................)

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 Annexure– III

Form No III

Report of Medical Examination

1. Name .............................................................................................................................
2. Race or Tribe..................................................................................................................
3. Candidate for the post of................................................................................................
4. Class of service ........................................... Semi/unskilled ........................................
5. Age as stated .................................................................................................................
6. Age by appearance..........................................................................................................
7. Distinguishing marks of Identification.............................................................................
8. I/We have examined........................................................and my/out findings are given
below:
(i) General health -Good/Fair/Poor
(ii) Speech ....................................................
(iii)Height ....................................................
(iv)Weight .....................................................
(v) Vision-distant without glasses/with glasses, strength of glasses :

Right eye ..................................

Left eye ....................................

Vision -near Right eye ..................................

Left eye ....................................

Hypermetropia Right eye ..................................

Left eye ....................................

(vi) Night/colour blindness..........................................................................................

(vii) Fundus if total/Myopia exceeds:..2D/4D...............................................................
(viii) Girth of chest ......................................................................................................

(i) After full inspiration........................................................................

(ii) After full expiration ........................................................................
(ix) Skin.......................................................................................................................
(x) Teeth and gums.....................................................................................................
(xi) Hearing ............................ Right ear ....................... Left ear ................................
(xii) Progressive diseases of ear if any
(xiii) Lungs .............................................
(xiv) Heart ..............................................Pulse ...............................................

(a) Pulse reading after 20 hops .................................................................

(b) Pulse reading after 3 minutes after hopping ........................................
(xv) Blood pressure
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 (xvi) Liver
(xvii)Spleen
(xviii) Hernia .............................................. Present/Absent ......................................
(xix) Hydrocele ....................................Present/Absent ...........................................
(xx) Urine analysis specific Gr.........................Albumin .................. Sugar..............
(xxi) Remarks about mental health. ..........................................................................
(xxii)Loco-motor system: any abnormality .............................................................
(xxiii) Pregnancy, if present....................... Duration ................................(Applicable only
in case of females)
(xxiv) Report of X-ray of chest...................................................................................

9. I/we consider that he/ she is not of sound mental and is/is not of sound physical
health and is capable/ incapable of bearing fatique and exposure and is fit/unfit
to work under Coal India Ltd., excepting ...............which I/we do not consider to
be any disqualification for appointment.
10. Ground for
disqualification....................................................................................................
11. Signature................................ L.T.I........................ of the candidate taken in my
presence.

Place ..................................... Signature of the Medical

Date .................................... Examiner(s) and Designation

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 Annexure-IV

Form No. IV

Pre-employment medical examination

Candidate's statement and declaration

(The candidates must make the statement required below prior to his medical examination and must
sign the declaration therein. He is specially directed to the wading contained in the note below:)

1. State your name in full (in block letters)

2. Age
3. Birth Place
4.
(a)Have you ever suffered from any serious disease requiring continuous treatment
for more than 15 days at a time?
(b)Have you ever been hospitalized for more than seven days at a time? If so, what
was the disease?
5. Furnish the following particulars concerning your family.

Father's age: if living, his age and state of

health
Father's age at death and cause of death
No. of brothers living, their age state of
health
No. of brothers dead, their ages and causes of
death
Mother's age, if living and state of health
Mother’s age at death and cause of death
No. of sisters living, their ages and state of
health
No. of sisters dead, their ages and causes of
death

All the above answers are, to the best of my belief true and correct.

Candidate's signature ……………………..

Signed in my presence
Signature of the Chairman of the board
………………………………………..

Note:
The candidate will be held responsible for the accuracy of the above statement. By
willfully suppressing any information, he will incur the risk of losing the appointment
and if appointed of forfeiting all claims to superannuation allowance or gratuity.

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References
1 Coal India Limited Medical Attendance Rules Book - Amendments
till 10.11.1999.
2 OM No. CIL/C-5B/Med/57261(iv)/760 dated 11.11.1999.

3 Corrigendum No. CIL/C-5C/55123(A)/372 dated 21.01.2014.

4 OM No. CIL/C-5C/55123(A)/437 dated 26.02/ 03.03.2014.

5 OM No. CIL/C5A(PC)/MAR/2829 dated 08.05.2018.

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 CIL Executive Mentoring Scheme

Table of Contents

1.0 Title and Commencement 498

2.0 Scope and applicability 498

3.0 Mentoring philosophy 498

4.0 Objectives of the scheme 498

5.0 Key terms 499

6.0 The Roles and Responsibilities of a Mentor 500

7.0 Role of a Mentee 500

8.0 Organizational set up for program implementation 501

9.0 Duration and frequency of mentoring sessions 502

10.0 Mentoring process 502

11.0 Development of pool of mentors 503

12.0 Appointment of mentors 503

13.0 Mentor mentee ratio 503

14.0 Mentor’s orientation program 503

15.0 Repeal 503

16.0 Interpretation 504

17.0 Savings 504

18.0 Annexure(s) 505

References 515

Page | 497
 CIL Executive Mentoring Scheme

1.0. Title and commencement

This scheme will be called the ‘CIL Executive Mentoring Scheme’[1]. It will
come into effect from 16.09.2015.

2.0. Scope and applicability

This scheme will apply to the executives of Coal India Limited and its subsidiaries
as follows:
(a) All management trainees after completion of one-year training program will
undergo one-year mentorship under a mentor of their choice or assigned to
them.
(b) Other senior executives may also be covered under the scheme as may be
decided by the company from time to time as per their requirement of
developing executives.
(c) Lateral entrants in higher grades may also be covered under the scheme as
required.

3.0. Mentoring philosophy

Mentoring process in the company ensures professional growth and development
of new entrants and high potential employees for assuming senior leadership roles.
In the process, the tacit knowledge and experience of senior leaders in the
organization are transferred to the younger generation in the organization.
Mentoring also helps building psychological contract with the new entrants which
in turn ensure high retention ratio. Development of a pool of trained and committed
mentors would be a key priority area of the organization.

4.0. Objectives of the scheme

The primary goal of the scheme is the professional growth and development of new
entrants as well as performance optimization of executives in critical roles.
The specific goals are:
a) To support the new entrants in understanding the company’s mission, vision,
values and goals and integrating them with the company’s culture.
b) To facilitate transfer of skills and knowledge of experienced people in the
organization to the new entrants.

1
Approved by CIL Board in its 319th Board meeting held on 12.08.2015 and as per the advice of CIL Board,
it is subsequently approved by CMDs in its 97th meeting held on 16.09.2015. Communicated vide OM No.
CIL/C5A(PC)/673 dated 12.10.2015.

An Online Module called as “Online Mentor-Mentee Management System” (OMMS) has been developed
as a part of online Human Resource Management System (HRMS).
Page | 498
 c) To provide support to the new entrants in locating and accessing resources
and experts in the organization.
d) To provide motivation for job performance, creativity and the acceptance of
responsibility with confidence.
e) To socialize and acclimatize the new entrants with the people, policies,
programmes and procedures in the organization.
f) To assist the new entrants to acquire technical expertise and behavioural
competencies.
g) To support executives in critical roles for performance optimization and
develop successors for critical positions.
h) To optimize performance of below par performers.

5.0. Key terms

The key terms used in the scheme are described below:

a) Mentoring
This is a process whereby a mentor guides, counsels, coaches and helps a
mentee to develop his overall personality and company specific competencies
through one to one interactions. The mentor also tries to give a desired shape
to the personality of the mentee through influencing his thought process and
develop his abilities, vision, insight and perspective.

b) Mentor
Mentor is an executive of E5 to E7 grade with knowledge, experience and
skills in a specific field, willing to transmit them to mentees and who is
accepted by the mentee, as his mentor duly approved by competent authority
as a mentor. He/she will normally be from the same discipline that of the
mentee and working preferably in the same unit or nearby projects. A mentor
will not be the reporting or controlling officer of a mentee. A mentor should
also be an excellent performer having at least 2 ‘Excellent’ performance
ratings during the 3 consecutive years immediately preceding the year of his
appointment as mentor.

c) Mentee
i. Mentee is a new entrant in the company who has completed the initial
training period or in any other grade who chooses the mentor and under
his guidance wants to develop himself by sharpening his knowledge,
skill and overall personality,
ii. Any executive in any grade who is in a critical role as defined by the
company.
iii. Any executive selected as a successor under the company’s succession
plan.

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 d) Mentoring period
It is a period of mentorship relationship for 12 months commencing from the
appointment as mentor.
e) Competent authority
The competent authority under the scheme will be Director (P/IR), CIL for
CIL HQ and Director (Personnel)for respective subsidiaries.

6.0. The Roles and Responsibilities of a Mentor

Mentor’s responsibilities include:
a) demonstrating willingness and commitment to the mentoring process and
being a role model.
b) sharing the organization's mission, vision, values and culture.
c) providing information about the company’s systems and other organizational
realities, socializing mentees to other departments and processes and helping
them feel comfortable in their work environment.
d) being a resource person on work rules, workplace culture, norms and
unwritten policies and procedures.
e) helping to identify resources and building a professional network in the
workplace.
f) Sharing ‘lessons learned’ from own experiences and providing opportunities
for developmental experiences.
g) creating a Mentee’s Development Plan (MDP) with the mentees, clarifying
the expectations of the mentoring process and participating in meetings with
the mentee and his supervisor to discuss the plan.
h) managing over expectations of mentees.
i) encouraging independence.
j) reviewing progress periodically.
k) reporting any serious issues/concerns to Personnel department/ head of the
department/establishment.

7.0. Role of a Mentee

Mentee’s role includes:
a) being proactive in his/her own career development, establishing clear
developmental goals and actively demonstrating initiative and desire to learn.
b) creating developmental plan that clarifies the expectations of the mentoring
partnership.

Page | 500
 c) keeping the reporting officer informed of mentoring progress and schedule
to ensure that it does not conflict with assignments and priorities.
d) attending formal mentoring training, progress reviews and forums.
e) participating in open and honest discussions with the mentor.
f) taking responsibility for personal growth and development.
g) being receptive to feedback and coaching.
h) demonstrating a positive and constructive attitude.
i) utilizing resources available through mentoring connection and from the
program manager to engage in relationship enhancing activities.

8.0. Organizational set up for programme implementation

Organization’s wide support and commitment are essential ingredients to the
success of the programme therefore, the following institutional arrangement should
be set up at subsidiary level:

a) Core committee
Core committee consists of Functional Directors of the subsidiary, who
provide guidelines and periodically review the progress and impact of the
programme. It provides direction and leadership to the programme.

b) Chief Mentoring Executive

General Manager (HRD), subsidiary/ CIL will be the chief mentoring
executive who is responsible for the overall implementation of the mentoring
programme in subsidiaries/ CIL. He will convene periodic meeting of the
mentoring program managers to review the progress and present a half yearly
progress report before the core committee. He will consider suggestions,
recommendations and reports of the mentoring programme managers and
give necessary guidance for effective implementation of the programme.

c) Mentoring program managers

HODs of different discipline at HQs may be designated as mentoring
programme managers who would be responsible for:
i) ensuring that the program is implemented in a timely and effective
manner.
ii) managing and coordinating mentoring program activities.
iii) serving as the central point of contact on all aspects.
iv) maintaining relations with programme coordinators in the area and
assisting them in resolving issues.
v) appointing mentors for the discipline with the approval of chief
mentoring executive.

Page | 501
 vi) finalizing model MDP for the discipline.

d) Programme supervisor
Staff officers/ Area HOD/Addl. GMs will be the programme supervisors for
their respective discipline. Their responsibilities include:
a) Serving as a resource for ideas on the mentees’ development and
growth.
b) Reviewing and recommending proposed developmental assignments
and if appropriate, making adjustments in current assignments and
workloads to allow mentees adequate time to complete the program.
c) Promoting the program and assisting in the identification of potential
mentors.
d) Providing necessary resources for the mentees.
e) Encouraging officers to join as mentors.
f) Monitoring improvements in the performance of the mentee and
advising the mentor as required.

9.0. Duration and frequency of mentoring sessions

The mentoring session for a mentee will run for twelve months. Initially, the
mentees and mentor should meet frequently but not less than twice a month.
However, as the relationship progresses, meetings may take place less frequently.
Such meetings will normally be held during working hours at the office facilities.
Participation in the program requires that the mentee and mentor:
a) Develop a mentoring plan (see Annexure I).
b) Submit periodic progress reports (see Annexure II).
c) Attend training sessions as and when announced.
d) Meet on a regular basis and document the sessions (see Annexure III & IV).
e) Complete program evaluation forms (see Annexure V& VI).

10.0. Mentoring process

A mentoring program will complete in the following 4 phases.

10.1. Stage 1: Exploration

It is the relationship building phase of the mentoring process where the mentor and
mentee establish rapport with each other, understand the process and clarify aims
& objectives of the process as well as expectations from each other.
In the process they agree on a development plan for the mentee (MDP) and
schedule subsequent mentor sessions for the mentorship period.

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10.2. Stage 2: Planning
In the planning phase, the mentor tries to identify developmental needs, strengths
& weaknesses of the mentee based on various inputs. The mentor and the mentee
discuss areas of improvement and agree on an action plan with priorities and
milestones for addressing them. The mentor will also familiarize about the
resources and experts, in the relevant field, available in the organization whom the
mentee can contact as part of the development process.

10.3. Stage 3: Process learning

In this phase, the mentor guides the mentee to undertake the learning strategies as
per mentoring plan and thereby gain experience and learning.

10.4. Stage 4: Evaluation and closure

The evaluation is the report card for the program which captures the experience of
the mentor and mentee, improvements observed in the mentee, skill enhancement
etc. The mentorship relationship will close on submission of final evaluation report.

11.0. Development of pool of mentors

Applications may be invited from interested executives to play the mentor’s role.
After scrutiny a pool of mentors may be selected for training, certification and
appointment as mentors.

12.0. Appointment of mentors

Appointment of mentors would be done with the mutual consent of the mentor and
mentee. The consent may be submitted in Annexure VII & VIII and after scrutiny
of the same, the chief mentoring executive would recommend for approval of the
respective functional director for the appointment. The level gap between the
mentor and mentee should not be more than 2 grades (example: an executive in E3
grade can have a mentor of maximum E5 level).

13.0. Mentor mentee ratio

One mentor can have not more than 5 mentees at a time. Subsidiaries should take
efforts to bring this ratio down to 1:3 by increasing pool of trained mentors.

14.0. Mentor’s orientation program

Subsidiaries will organize training programmes for development of mentoring
skills so as to maintain a pool of mentors in the organization.
Subsidiaries will organize annual mentor-mentee meet for sharing of experience/
knowledge/ idea. Outstanding mentors may also be rewarded/ felicitated at this
programme.

15.0. Repeal
Unless specified otherwise, all existing provisions of the CIL Mentoring Policy
and subsequent amendments and circulars will stand superseded by this policy
from the date of its commencement.
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16.0. Interpretation
The power to interpret the scheme is reserved with the Director (P&IR), CIL and
his interpretation will be final.

17.0. Savings
The Director (P&IR), CIL can modify/ alter/ amend the scheme with the approval
of Chairman, CIL.

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 Annexure I

(Clause 9 a)

Mentoring Plan

Item no. Key development area Key learning strategy Completion date

Key development areas

They are the areas of development like technical knowledge, skill on specific areas of the
discipline, behavioural competencies, cross functional knowledge, industry knowledge
etc.[2]

Key learning strategies

They include project assignment, self-study, trainings, site visits, participation in

discussions, meetings, generating reports, work sample, group activities/ assignments,
shadowing etc.

2
The provision of selection of Key development areas from the inventory given in the CIL Learning &
Development Policy has been omitted due to non-implementation of the draft “CIL Executive Learning &
Development Policy”.
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 Annexure II

(Clause 9 b)

Midway evaluation

(To be completed by mentee and mentor after mutual discussion)

1. Activities/ interactions we have implemented up to now:

2. So far in meeting with my mentor, I have gained/ sharpened the following

knowledge and/ or skills:

3. I have shared the following knowledge/ skills with my mentee:

4. The following are other benefits I am gaining from the mentor/mentee relationship:

5. The following are ways in which the relationship with mentor/mentee or

participation in the program could be more effective:

6. Suggestions I would share with new mentor/ mentee pairs:

7. Any other comments:

Signature

Name:

Date: ______________________________

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 Annexure III

(Clause 9 d)

Mentee activity log

(To be maintained by mentee)

S. No. Activity Date

Page | 507
 Annexure IV

(Clause 9 d)

Mentor/ mentee activity sessions summary

(To be maintained by the mentee)

Mentor: ______________ Mentee: ____________________________

Date: ________________ Time session began: __________________

Location: _____________ Time session ended: __________________

Summary of session:

1. Were activities planned at the last session completed? What did you learn?

2. If you could do the same thing again, would you do anything differently? What and
why? If not, why not? What made the activity successful?

3. Were there other tools or resources you could have used to make the activity more
successful?

4. What is the most important thing you took away from the activity?

Plan activities to discuss at the next session:

1.

2.

3.

4.

Mentor signature Mentee signature

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 Annexure V

(Clause 9 e)

Final evaluation form

(For mentors)

Mentor Name :

Mentee Name :

Date

1. Briefly give an overall description of your experience with the mentoring program.
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
_______________________________________________________

2. Do you think this program helps your mentee develop the skills knowledge needed
to take on larger roles and more challenges? Why or why not?

___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
_____________________________________________________

3. Which part of the mentoring experience do you feel was the most useful in helping
the mentee reach the stated goals? Was there an element that you felt was not useful?
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
_______________________________________________________

4. Would you recommend this experience as a mentor to a colleague? Why or why not?

___________________________________________________________________
___________________________________________________________________

Page | 509
 ___________________________________________________________________
_______________________________________________________

5. Are you interested in serving as a mentor again? Why or why not?

___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
______________________________________________________

6. Please share additional comments here:

___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
__________________________________________

Date
Signature

Page | 510
 Annexure VI

(Clause 9 e)

Final evaluation form

(For mentees)

Mentoring Program

Final Review

Mentee Form

Mentee Name :

Mentor Name :

Date

1. How has your overall experience with the mentoring program been so far?
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
_______________________________________________________

2. Did you feel the resources provided by the mentoring program manager adequately
to prepare you for your role as a mentee?
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
_______________________________________________________

3. Have you and your mentor been able to build a comfortable working relationship?
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
_______________________________________________________

4. Are you able to learn from your mentor’s experience and background?
Page | 511
 ___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
_______________________________________________________

5. Do you think reviewing your individual development plan with your mentor will help
you achieve your goals? Why or why not?
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
_______________________________________________________

6. Please share additional comments here:

___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
__________________________________________

Date
Signature

Page | 512
 Annexure VII

(Clause 12)

Sample mentee application

Name:

Designation:

Place of posting:

Contact number: Fax number:

E-mail address:

What are some areas of career development or professional growth that you would like to
focus?

1.

2.

3.

4.

5.

6.

7.

Signature: Date:

Page | 513
 Annexure VIII

(Clause 12)

Sample mentor application

Name: EIS no.

Designation:

Place of posting:

Contact number: Fax number:

E-mail address: _______________________________________________________

1. Briefly describe any prior experiences as a mentor or mentee in either an informal or

formal partnership.

2. State at least three qualities or characteristics you feel you need to have in common
with a mentee in order for the mentoring to be a productive.

3. What areas of knowledge and skills would you like to pass on to a mentee?

Signature: Date:

Page | 514
References

1 OO No. CIL/C-5A(PC)/673 dated 12.10.2015.

Page | 515
 Coal India Executives Overseas Site Posting
Rules 2010

Table of Contents

1.0 Title & Commencement 518

2.0 Scope & Coverage 518

3.0 Executives eligible to take their Families 518

4.0 Pay & Allowances 518

5.0 Medical Facilities 520

6.0 Housing 521

7.0 Outfit Allowance 521

8.0 Transfer Grant 521

9.0 Payment of Salary Advance 522

10.0 Joining Time 522

11.0 Travelling Allowance 522

12.0 Leave 523

13.0 Leave Travel Concession 523

14.0 Encashment of Earned Leave 524

15.0 Home Leave Passage 524

16.0 Second Home Leave Passage 524

17.0 Entitlement of TA on Tour 525

18.0 Payment of Allowance for first 30 days 525

P a g e | 516
19.0 Leave spent 525

20.0 Payment of Profit sharing Bonus 526

21.0 Repatriation 526

22.0 Recovery of Profit Fund on Indian Pay Plus DA 527

23.0 Indian Payments 527

24.0 Rate of Exchange 528

25.0 Miscellaneous 528

26.0 Interpretation 528

27.0 Savings 528

28.0 Annexure (s) 529

References 531

P a g e | 517
 Coal India Executives Overseas Site Posting Rules 2010
1.0. Title & Commencement
These rules, called the Coal India Executives Overseas Site Posting Rules, 2010 [1]

and will be applicable to all regular executives of the Company.

1.1. These Rules are effective from 28th September’2010.

1.2. If an executive is transferred/posted to an overseas posting more than 3 months’ time

continuously, it will be treated as “Overseas Posting” for the total period of his/her
staying at overseas.

2.0. All Project Sites abroad will normally be “NON-FAMILY STATIONS” and
executives deputed to these Sites are not entitled to take their families except in the
circumstances stated herein.

3.0. Executives eligible to take their Families

3.1. The Head of the Project/General Manager, Resident Director/Resident Manager in
each Project Site

3.2. Executives who are initially posted for a minimum period of one year.

3.3. Approval of the Chairman & Managing Director, CIL will be required in each case.
The period of proposed stay at Project Site will be indicated in the posting order.

3.4. ‘Family’ means an executive’s wife/husband, legitimate children and step children
residing with and wholly dependent upon him.

4.0. Pay & Allowances

4.1. Basic Pay

4.1.1. The executives posted in overseas site will be paid in India in Indian currency.

4.1.2. Perks and other allowances at the rate as applicable

4.1.3. Superannuation Benefit

4.1.4. No Dearness Allowance, which may be applicable in India, will be payable.

4.1.5. In case of persons joining Coal India Limited on deputation for posting at sites
abroad, basic pay will also include deputation (duty) allowance. If the basic pay has
been fixed including deputation (duty) allowance, no separate deputation (duty)
allowance will be admissible.

1
Approved by CIL Board in its 259 th meeting held on 21.08.2010. Communicated vide OO No. CIL/C-
5A(vi)/Overseas/1501 dated 28.09.2010.
P a g e | 518
 NOTE:

Unless it is otherwise provided in the terms of contract, the executives taken on

deputation from Government/other Public Sector Undertakings/Electricity Boards
and posted direct to the foreign sites are entitled to deputation (duty) allowance as
per the Government of India Rules.

4.2. Foreign Posting Allowance

4.2.1. Foreign posting allowance shall be paid in the currency of the country of posting.
Rates will be @ 50% (rounded upto 10)of the foreign posting allowance ,based on
the conditions prevalent in the country of posting and the living allowance to be paid
to officials in the similar rank in the Mission of Government of India in that Country.
The rates in the country of posting will be revised as per the order issued by MEA,
GoI for the respective countries from time to time. The equivalency of CIL grades
with that of GoI officials will be as under:

Sl. No. Category as in the Govt. of India CIL equivalent

1. High Commissioner N/A
2. Minister N/A
3. Counselor E9 & E8
4. First Secretary/Sr.PPS E5,E6 & E7
5. Second/P.PVT/Third Secretary E1 to E4
6. Non-Rep Gazetted Officer T&S Gr.A1,A & B
,Excv.Spl.A,B ,Clerical Gr. Spl.
7. Non Gazetted Official T&S Gr. C,D, E, Excv. Gr. C,D
,Grade I,II,III, DR Cat.IV,V,VI
8. Security Guard Gr.F,G, Excv. Gr.E, DR III
9. Gr.’D’ Personnel Gr. H, Cat I,II

The order regarding the rates of foreign posting allowance for the Country of posting
will be issued by the Personnel Division on the above basis with the approval of
D(P&IR), CIL.[2]

The Foreign Posting Allowance will be paid at rates given below in respect of
posting in Mozambique w.e.f. 01.04.2015: [3]

2
Amended vide OO No. CIL/C-5A(PC)/Overseas/66 dated 26.04.2012.
3
Amended vide OO No. CIL/C-5A(PC)/Overseas/01 dated 01.01.2015. Previously amended vide OO No.
CIL/C-5A(PC)/Overseas/67 dated 27.04.2012.
P a g e | 519
 Sl. Grade Foreign Posting
No. Allowance in US $ p.m.
1 E9 & E8 2070

2 E5,E6 & E7 1910

3 E1 to E4 1680

4 T&S Gr.A1, A & B , Excv. Spl. A, B, 1310

Clerical Gr. Spl.

5 T&S Gr. C, D, E, Excv. Gr. C, D, Grade 1120

I,II,III, DR Cat. IV,V,VI

6 Gr.F, G, Excv. Gr.E, DR III 650

7 Gr. H, Cat I,II 620

4.3. Non-Family Station Allowance

4.3.1. Non-family Station Allowance which is a part of foreign posting allowance will be
given to all executives, who leave their families to India. Executives, who are
entitled to take their families abroad but leave their families in India, shall also be
eligible to draw Non-Family Station Allowance. The Non-Family Station
Allowance is payable at the rate of 10% of the basic pay.

5.0. Medical Facilities

5.1. For executive during the period of posting abroad the company make suitable
arrangement for insurance cover.

5.1.1. In place where no insurance cover is available, suitable arrangements shall be made
by the Site office to appoint Authorized Medical Attendants. The claims submitted
by the executives on the basis of medical advice by Authorized Medical Attendants
designated for the purpose shall be reimbursed in full. In cases where Authorized
Medical Attendants are not appointed, claims of the executives at the Site shall be
decided on merits of each case by the Head of the Site Office.

5.2. For Members of Family left behind in India

The family members left behind in India will be entitled to medical attendance and
treatment (both out-patient and in-patient treatment) as per CIL Medical
Attendance Rules applicable to regular executives of the Company posted in India.
The executive before leaving will nominate his spouse or any individual to sign on
his behalf in the application for reimbursement of medical expenses during his
overseas posting period to his controlling officer.

Where Company’s Hospitals/Dispensaries facilities are available, the treatment

should be availed from these Hospitals/Dispensaries.
P a g e | 520
6.0. Housing
6.1. During the period of posting abroad

6.1.1. Free furnished family/bachelor accommodation as the case may be, will be provided
to the executive as per scale approved by the Management from time to time.

6.2. In India

6.2.1. Executives who are in occupation of Company accommodation whether owned or

leased will be permitted to continue occupation for the bonafide use of their families
if they do not take their family abroad. If an executive is permitted and is taking his
spouse abroad, Company’s accommodation shall be surrendered. If Company
accommodation is not availed of, House Rent Allowance will be paid in India with
reference to the actual place of living of the executive’s family subject to the Rules
and Regulations and will be paid by the parent Unit/Division. No House Rent
Allowance will, however, be admissible if an executive takes his spouse abroad but
keeps his children/parents in India.

7.0. Outfit Allowance

7.1. An executive posted to a foreign site shall be entitled to an outfit allowance as under:

(i) If proceeding with family - Rs.30000/-

(ii) If proceeding alone - Rs.15000/-
(iii) Half of this amount as admissible can be claimed in foreign currency.

8.0. Transfer Grant

8.1. A Transfer Grant equivalent to one month’s basic pay is admissible to an executive
posted to a site abroad. Half of his amount may be claimed in foreign currency.

8.2. No Transfer Grant is admissible if the executive’s family is not disturbed and
continues to reside in same station. In the case of those, who are living in Company-
leased accommodation or are drawing HRA, transfer grant is admissible only if the
executive’s family shifts from the previous station of posting.

8.3. Similarly, on his posting back, an equivalent amount as mentioned above shall be
payable in Indian Rupees, if an executive is posted to a station other than the place
at which his family is residing, requiring resettling up of domestic establishment.

8.4. Executives will also be permitted to leave their families and household effects, as
per entitlement, at any place in India and they will be reimbursed the actual amount
of expenditure against documentary proof. Such place shall be treated as the place
of normal residence of his family left behind in India for all purposes during the
executive’s posting to site. Similarly, reimbursement will also be made when
executive is transferred back and shifts his family to the place of posting.

P a g e | 521
9.0. Payment of Salary Advance in India & Abroad
9.1. An amount equivalent to one month’s basic pay shall be paid as advance in Indian
Rupees before an executive is relieved in India for posting abroad. This amount
shall be recovered by the parent Unit/Division in three equal monthly installments
from the month following that in which the executive concerned reports for duty
abroad.

Similarly an amount equivalent to one month’s basic pay as advance of pay for re-
establishing the family on arrival back in India is admissible. This will be recovered
by the parent Unit/Division in three equal installments.

9.2. Foreign Posting Allowance Advance

9.2.1. An amount equivalent to one month’s foreign posting allowance shall be admissible
as advance on arrival at the Project site abroad, which is recoverable in here equal
monthly installments from the month following that in which the executive
concerned reports for duty at the Project site. However, in case the posting of an
executive is curtailed to a shorter duration for any reason, the recovery of Foreign
posting allowance advance shall be so regulated so as to ensure that the advance is
realized, in full, in foreign currency before the individual concerned is repatriated
from the Project Site.

10.0. Joining Time

10.1. Executives, who are posted to sites abroad, will be allowed joining time as per T.A
Rules of the Company. This joining time cannot be availed of in the country of
posting.

10.2. Similarly, on transfer back to India, executives will be allowed joining time which
can either be availed of in the country of posting or in India or en route at the
discretion of the executive. However, during the period of joining time, an executive
will be paid joining time pay and allowances in India and in Indian Rupees as per
Joining time Rules of the Company. No foreign posting allowance will be paid for
such joining time. However, notional D.A will be taken into account for this
purpose.

11.0. Travelling Allowance

11.1. For onward journey

11.1.1. Executives permitted to proceed with family will be provided Economy/Entitled

Class Air Ticket each at full rates for self and spouse and children above 12 years
of age. For children less than 12 years of age, half ticket or concessional ticket in
economy/entitled class as actually charged by the Airlines will be provided by the
Company. Executives proceeding alone will be provided single economy/entitled
class ticket.

11.1.2. Any tax paid by the executive at the port of embarkation shall be reimbursed in full.
P a g e | 522
11.1.3. Baggage Allowance @ 25Kgs per ticket (over and above the free allowance given
by the airlines) shall be provided.

11.1.4. In addition to the above, additional baggage as indicated below may be availed of
by surface/sea:

(i). 600 Kgs, if individual is accompanied by family.

OR
(ii). 300 Kgs, if not accompanied by family.

NOTE: The additional baggage as in Rule 11.1.4 above will be allowed to be

converted into air freight, subject to the expenditure being entitled to the ocean
freight payment. However, this facility will be allowed for return journey only.

T.A for journey upto the point of Embarkation/Disembarkation.

11.2.1. Executives transferred from various Units/Divisions of the Company, will be

entitled to travel in the class permitted in the T.A Rules of the Company for journey
up to the point of embarkation.

11.2.2. Excess baggage within the maximum limit as in Rule 11.1 above can be availed by
the executives transferred from a Unit/Division to the point of embarkation for
going to the Site abroad as per T.A Rules of the Company.

11.2.3. For return journey

For return journey (including from the point of disembarkation), all the entitlements
as mentioned in Rule 11.1 and 11.2 shall be admissible.

12.0. Leave

12.1. Executives posted at Project Site shall continue to be governed by Leave Rules of
the Company.

13.0. Leave Travel Concession

13.1. For Executive

Leave Travel Concession for the blocks of years which have neither been availed by
the executive nor adjusted under Rule 15.3 upto the date of an executive’s return to
India may be availed of by him on his return or carried forward to the next block
available on that date for LTC journeys in India.
13.2. For Family left behind in India

Family members left behind in India will be entitled to avail Leave Travel
Concession from the place of their residence in India as per rules.

P a g e | 523
14.0. Encashment of Earned Leave
14.1. Executives may be allowed to encash their Earned Leave in accordance with the
normal rules of the Company and the payment will be made on the basis of pay and
Notional Dearness Allowance which they would have drawn had they been serving
in India. Encashment of leave earned in India would be made in Indian Currency
only and payment on account of encashment of leave earned abroad may be allowed
in the country of posting with reference to basic pay and notional Dearness
Allowance an executive is in receipt of on the date of sanction and at the exchange
rate prevailing on the date of sanction.

15.0. Home Leave Passage

15.1. Home leave passage to the executive and his family for to and fro journeys to India
will be admissible after completion of a minimum of one years’ stay in a foreign site
provided the leave does not exceed 15 days excluding journey time.

15.2. Executives who are not eligible to take their families can also avail the above facility
after serving a tenure of posting of 12 months.

15.3. Journey within India in both the cases will be governed by Leave Travel Concession
Rules of the Company and counted against normal Leave Travel Concession
entitlement.

15.4. Passage from the Project site to the place of residence of the family in India will be
admissible. Part of the journey from the place of posting abroad to the airport in
India nearest to the home town may be permitted to be performed by air.

15.5. Executives who after having availed of home leave passage, desire to come back on
their own request, before expiry of one year of their availing of home leave passage
will be allowed to do so at their own cost.

16.0. Second Home Leave Passage

16.1. When the executives who have not taken their families with them are required to
stay at the overseas site for a considerable length of time for the reasons that their
continuance at the overseas site is essential in the interest of work, such executives
may be granted second home leave passage at an appropriate time after a spell of 12
months’ stay at the site on rejoining duty after availing of the first home leave
passage subject to the following conditions: -

(a) No home leave passage will be granted to any executive if it falls due within six
months of the termination of the contract.

(b) If after availing home leave passage as above, repatriation of the executive is
necessitated on his request, or in the opinion of the Project Manager on grounds
of misconduct etc., the cost of home leave passage availed of is liable to be
recovered from the executive. This provision will also be applicable to the
executive, who comes to India on home leave and are not willing to return to the
site for whatever reason.
P a g e | 524
 (c) Other provisions regulating the grant of home leave passage as also those
applicable to the executives who are eligible to take their families with them to
the overseas site will remain unchanged.

17.0. Entitlement of Travelling Allowance On Tour

17.1. For tours within the country of posting, Daily Allowance as prescribed, from time
to time, by the CIL will be paid in addition to the road transport, train or air fare, as
the case may be, and as decided by the Head of the Project Site.

17.2. For tours outside India (except in the country of posting) as also for tours in India,
the executives will be governed by the rules as applicable, from time to time, to
other executives working in India. In all cases tours outside the country of posting
should have the prior approval of CMD, CIL.

18.0. Payment of Allowance for the first 30 Days

If residential accommodation is not provided in the country of posting and the

executives are forced to stay in a hotel for the first 30 days of their tenure in the
country of posting, Daily Allowance as admissible to the officers of their
corresponding status in the Ministry of External Affairs stationed in the country of
posting will be admissible. No foreign posting allowance will, however be payable
in addition to the Daily Allowance for the said period.

19.0. Leave Spent in India/Places other than the Country of Posting

19.1. Full foreign posting allowance if the period of leave does not exceed 30 days.

19.2. In case the period exceeds 30 days, for such excess periods foreign posting
allowance will be admissible @ 50% of the normal rate, upto the period not
exceeding 60 days.

19.3. Non-Family Station Allowance, where admissible, will continue to be paid in full
for the period of leave upto 60 days only. However, beyond this period, it will not
be paid.

NOTE:

(1) The foreign posting allowance will be payable as per the rules stated above only
in respect of leave earned in the country of posting abroad

(2) Executives may be permitted to come to India or go to any other country to avail
leave. All expenses in connection with their trip to India or any other country
will be borne by the executives themselves. No foreign posting allowance will
be admissible for the entire period if the executives who come to India/go to
countries other than the place of posting on leave overstay beyond the sanctioned
leave period.

P a g e | 525
20.0. Payment of Profit Sharing Bonus/Special Incentive Performance

The executives posted abroad will be paid Performance Related Pay, if admissible,
at the same rates as applicable to the unit/area/subsidiary prior to the present
assignment, except in cases where protection is envisaged with reference to the
entitlements in the previous Unit/Area as per orders already in force. This payment
will be made in Indian Rupees and in India only. Executives recruited by CIL on
contract basis in India may be paid Performance Related Pay in Indian currency and
those recruited locally may be paid said bonus in the currency of the country abroad.
The rate will be the one applicable to Corporate Office executives.

21.0. Repatriation

21.1. For any reasons, except in case of self-sickness, where the executive has been
hospitalized during the first year of posting and it has been certified by the
Authorized Medical Attendant designated for the purpose that the sickness of the
executive concerned is not likely to be cured within a reasonable time and that his
repatriation to India is inevitable, if an executive is to be repatriated to India before
the expiry of the tenure of posting.

(a) Within six months of his posting, he has to bear the cost of passage for both
ways i.e. initial onward and return.

(b) Beyond six months but within 12 months of his posting abroad, the executives
may be reimbursed the expenditure involved in TA/DA and visa fees incurred
by them for themselves.

(c) In respect of cases falling under (a) and (b) above, they will not however, be
entitled to any transfer grant or TA for the family even if the posting in India is
to a station other than the one where the family was allowed to stay during the
period of their posting abroad. The cost of return passage will also be borne by
the executive concerned.

(d) In case of death of an executive during the posting in overseas site the full
expenditure of the transportation of body, passage money for family etc. will
be borne by the company.

21.2. Beyond one year, the executives concerned will be allowed the excess baggage on
return passage to the extent it was permitted to be brought by air from India. Other
facilities like entitlements of salary advance, joining time, traveling allowance and
daily allowance for itself upto the point of embarkation while leaving for India and
from the point of disembarkation in India to the place of posting as also traveling
allowance for the family if the posting to a station other than the place where the
family was permitted to stay during the period of his posting abroad will also be
allowed. The executives will, however, not be entitled to the transfer grant.

21.3. In all the above cases, the executive will be permanently repatriated to India. Mere
compliance with the above stipulation does not confer or constitute a right for an
executive to get himself repatriated to India from overseas site. This has to be only

P a g e | 526
 at the convenience of the Project Site Management. Repatriation under this rule has
the effect of forfeiture of other entitlements like excess baggage and transfer grant.

22.0. Recovery of Provident Fund On Indian Pay Plus D.A

Provident Fund recovery may be made on the Indian Pay plus notional DA which
the executives would have drawn had they been serving in India.

23.0. Indian Payments

23.1. Payments in respect of claims which arise in India such as Basic Pay, HRA, Medical
reimbursement in India, etc. shall be made in Indian currency.

23.2. The Divisions will pay the entitlements to the executives upto the date of relief from
the Divisions. The joining time pay and allowance, even if the joining time is availed
of abroad, will also be paid in Indian Currency. However, the entitlement for the
transit (journey) period between India and the country of posting may be claimed
either in rupees or in the currency of the country of posting as may be desired by the
executive.

23.3. From the foregoing it will be seen that the payments become due to the executives
both in foreign currency and in Indian Rupees. Similarly, recoveries also will have
to be effected both in foreign currency and Indian currency.

23.4. All the payments and recoveries whether in Foreign Currency or in Indian Rupees
detailed in Annexure I (a) and I (b) will be arranged by site offices to have a
centralized control.

23.5. For this purpose, Site Office(s) will prepare two bills i.e. one including the payments
and recoveries in Foreign Currency and the other including the payments and
recoveries due in Indian Rupees. Foreign currency salary will be paid by the site
office after effecting the recoveries to be made in foreign currency by corresponding
credit of recoveries to Project Manager (Overseas) through intra Division account
who will further dispose of the recoveries statement of Foreign recoveries received
in support of the credit from site offices by arranging payments to various agencies
i.e. Provident Fund etc.

23.6. In the case of bill covering payment and recoveries in Indian rupees, site office will
send the passed and checked bill to CIL for onward instruction to the
subsidiary/area/unit where the executive is posted for further action.

23.7. Where the payments in Indian Rupees due to the individual are more than the
recoveries, the payment due will be arranged by Project Co-coordinator for the sites,
by credit to the account of said individual or his nominee authorized to receive the
payment in any of the banks in India. If the amount of recoveries is more than the
Payments due for a particular month, the same will be held in suspense and adjusted
in subsequent month. However, if the recoveries continue to be more than the
payments due in Indian Rupees, the individual will be required to give a standing
authority to Project Co-coordinator to claim its payment from his non-resident
account maintained in India.
P a g e | 527
24.0. Rate of Exchange

24.1. Indian pay and other entitlements stated in rupees and payable in the currency of the
country of posting will be converted at the rate of exchange applicable to Indian
Embassy executives working in that country.

24.2. Facilities for remittance of savings to India at the prescribed exchange rate, will also
made available to executives, at his option through the Project Site Office. This will
be subject to the rules of the foreign country applicable to the repatriation of savings
to India and the relevant rules of the Government of India.

25.0. Miscellaneous

25.1. Income Tax liability accruing in India or in the Country of posting will be met by
the executives themselves and the Company for this purpose will be authorized by
them to make deductions from their salaries, if considered necessary.

25.2. The executives may be required to execute an agreement with the Company before
they are posted to the overseas site abroad in the form and manner as may be
prescribed by the Company from time to time.

25.3. In project sites the company will make arrangement for full boarding and lodging
facility.[4]

25.4. The company will make arrangement for transportation for all executives from the
place of residence to the place of work and back.

26.0. Interpretation
The power to interpret these rules is reserved with the Director (P&IR), CIL/
Chairman, CIL and their interpretation will be final.

27.0. Savings

This rule can be withdrawn or amended at the discretion of the company without
any prior notification and assigning any reason therefore.

4
Amended vide OO No. CIL/C-5A(PC)/Overseas/66 dated 26.04.2012.
P a g e | 528
 Annexure – I(a)
Payment / Recoveries in Indian Rupees
(FOR MARRIED EXECUTIVES)

Except Salary all payment/recoveries as done in the last salary payment

Payment Deductions/Recoveries
Fixed Variable Fixed Variable Optional
Basic Pay Perks All Statutory
Deductions
Foreign PRP Any Advance
posting
Allowance
Leave
Encashment
Non-Family
Station
Allowance
HRA

P a g e | 529
 Annexure – I (b)
Payment / Recoveries in Foreign Currency
(FOR BACHELOR EXECUTIVES)

Payment Deduction/Recoveries
Fixed Variable Fixed Variable Optional
Pay Perks All statutory
deduction
Foreign PRP Recoveries of
posting advance, if any
allowance
Leave
encashment

P a g e | 530
References

1 OO No. CIL/C-5A(vi)/Overseas/1501 dated 28.09.2010

2 OO No. CIL/C-5A(PC)/Overseas/66 dated 26.04.2012.

3 OO No. CIL/C-5A(PC)/Overseas/67 dated 27.04.2012.

4 OO No. CIL/C-5A(PC)/Overseas/01 dated 01.01.2015.

P a g e | 531
 Coal India Travelling Allowance Rules 2010
Table of Contents

1.0 Title, Commencement, Scope and Applicability 534

534
2.0 Savings
534
3.0 Interpretation
534
4.0 Definition

5.0 Purpose 536

6.0 Duty Journeys 536

PART A- Temporary Duty (Tour)

7.0 Headquarters on Tour 536

9.0 Class of Accommodation 537

10.0 Travelling Allowance on tour 537

11.0 Daily Allowance 540

12.0 Reimbursement of Taxi and other Transport expenses 544

PART B

13.0 Journey on Transfer 544

PART C- On Cessation of Employment

Retirement on Superannuation or on Cessation of
14.0 Employment of the Re-employed Officer 547

PART D-Miscellaneous
Admissibility of TA/DA to retired employees for attending
15.0 548
Court Cases
Admissibility of TA/DA to retired employees against whom
16.0 departmental proceedings were instituted while they were in 548
service such proceedings are continuing after the retirement

532 | P a g e
 Grant of TA to the family members of executives in the
17.0 549
event of their death while in service
Admissibility of TA/DA when an employee is sponsored for
18.0 549
training/seminar/conference etc. by the Company
Admissibility of TA/DA to a retired employee for attending
19.0 550
departmental enquiry
Admissibility of TA/DA to a retired employee called to
20.0 550
attend investigations conducted by CBI/Police authorities
Admissibility of TA/DA to ex-officers appointed as Enquiry
21.0 550
Officer or Presenting Officer/Management Representative
PART E

22.0 Reporting for joining on appointment in different grades 551

PART F

23.0 Foreign Tour 551

24.0 Annexures 558

References 567

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 Coal India Travelling Allowance Rules 2010
1.0. Title, Commencement, Scope and Applicability
1.1. These rules [1] shall be called the CIL Travelling Allowance Rules & will supersede
Coal India Travelling Allowance Rules, 2008 and all subsequent amendments.

1.2. These rules shall come into force in respect of journeys commencing on or after 1st,
July’2010.

1.3. Unless otherwise specified these rules shall be applicable to all employees of Coal
India (both executive and non-executive) including all employees in its Subsidiary
Companies and offices and trainees, probationers and apprentices (other than those
engaged under the Apprentices Act 1961) as well as to Board level executives as per
terms & conditions of their appointment.

1.4. These Rules shall also apply to employees under contract or agreement with Coal
India/its subsidiaries or on deputation to the extent not otherwise specified in the
contract or agreement or terms of deputation.

2.0. Savings
The Company reserves the right to modify, cancel or amend all or any of these rules
or any supplementary rules or a part of a rule or supplementary rule issued in
connection with these rules without previous notice of its intention.

3.0. Interpretation
The power to interpret these rules is reserved with Director (P&IR), CIL / Chairman,
CIL and his /their interpretation will be final.

4.0. Definition
Unless there be anything repugnant in the subject or context, the following terms in
these rules are used in the sense herein explained:

a) ‘Competent Authority’ means the Board of Directors of Coal India or any

authority to which the power is delegated.

1
Approved by CIL Board in its 257th meeting held on 31st May and 1st June 2010. Communicated vide OO
No. CIL/C-5A(vi)/TA/1459 dated 01.07.2010.

Previously called as Traveling Allowance Rules 1972 which was then superseded by Coal India Traveling
Allowance Rules 1983 & then subsequently as Coal India Traveling Allowance Rules 2008 & then further
superseded as Coal India Traveling Allowance Rules 2010.

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b) ‘Company’ means Coal India Limited including Subsidiary Companies and
Offices of Coal India Limited.
c) ‘Employee’ means any person appointed to any service or post in connection
with the affairs of the Company and shall include all persons of erstwhile colliery
companies now under the management of the Company but excludes a casual
employee.
d) ‘Family’ includes the employee’s husband or wife (one), residing with and
wholly dependent upon him/her. Employee’s children (including step children
and legally adopted children) are also included in the term “Family” i.e.,
unmarried son upto the age of 25 years or till he starts earning, whichever is
earlier, student but unmarried son and unmarried & unemployed daughter.
Married daughter(s) only in case divorced, abandoned or separated from the
husband and financially dependent on and residing with the employee will also
be included.
(i) The spouse will be treated as dependent for the purpose of these rules
irrespective of his/her official status as an employee elsewhere. This will
be subject to submission of a declaration by the concerned employee as
well as spouse that he/she(spouse) is not availing this facility/claiming
reimbursement from his/her employer to avoid double claim for an
individual and a certificate from his/her employer to this effect.

(ii) However, till such time the company’s special facility of housing/HRA for
retention of family at a place other than the place of posting of the
employees is in existence, the condition of “residing with the employee”
will not be essential for such employees as are allowed to retain their
family under the provision of such special facility.

(iii) Step children include the children of the spouse from a previous marriage,
where the same was dissolved due to legal divorce or death of the other
party to such marriage.

e) ‘Pay’ means the amount drawn monthly by an employee as:

(i) Basic pay in the grade applicable to the post held by him.

(ii) Deputation pay, personal pay, special pay, non-practicing allowance which
may be classified as pay by the Company for the purpose of TA Rules.

(iii) In respect of retired re-employed persons, the pay will be the last pay drawn
at the time of retirement.

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5.0. Purpose

Travelling allowance is meant to cover out of pocket expenses normally incurred on

traveling on Company’s duty or on retirement/cessation of re-employment (to the
extent admissible as specified in the rule) and is not intended to be a source of profit,
on the whole.

6.0. Duty Journeys

Duty journeys are of two kinds:

A. Journeys on temporary duties (tour); and

B. Journeys on transfer.

PART-A TEMPORARY DUTY (TOUR)

7.0. Headquarters on Tour

7.1. Headquarters of an employee in his station of posting will be the office where he
normally performs his duty. If he holds more than one charge in more than one
location in the station of posting the office where he holds the principal charge will
be his headquarters. Travelling on official duty within a radius of 8 kms. from
headquarters will not be treated as temporary duty (tour).

7.2. On tour at every outstation, there will be a notional temporary headquarter, which
will be the place of temporary residence of the employee located at the out station.
For journeys at such outstation from temporary headquarters, journey allowance will
be paid as per Rule 10.2 and the note there under.

8.1. Normally all journeys on duty should be performed by rail or steamer, and by road
where the places are not connected by rail or steamer. Journeys on duty between
places connected by rail or steamer may, however, be performed by road by non-
executive cadre employees below A-1 Grade with the specific approval of the
competent authority. All Executive cadre employees and non-executive cadre
employees of A-1 Grade may perform journeys on duty by road at their discretion

8.2. All the Executive cadre employees in E-2 &above grade are eligible to perform
journeys on duty by air at their discretion.

However, all executives while on tour, travelling from Mohanbari (Dibrugarh) or

Guwahati to Kolkata and Kolkata to Mohanbari (Dibrugarh) or Guwahati, would be
entitled to travel by air.

NOTE: In cases of Executives who are not entitled to travel by air in accordance
with above clause, if journey is performed by air to the places for which Rajdhani

536 | P a g e
 Express/Satabdi Express is available, the TA claim will be admissible to the extent
of entitled class total fare of Rajdhani/Satabdi Express (including
reservation/supplementary/ development charges etc., as applicable from time to
time) and for places which are not connected by the Rajdhani/ Satabdi Express, to the
extent of entitled class total Railway fare of Mail/Express train (including reservation
/supplementary / development charges etc., as applicable from time to time).

9.0. Class of Accommodation [2]

The class of rail or steamer accommodation to which an employee is entitled shall

be as follows:

Employees Rail Sea/River

(a) Executives in E-5 grade & AC 1st class Highest class

above

(b) Executives other than (a) as 1st Class/2nd If there be only two classes
above and non-executive cadre class AC/ 2 tier on the steamer, the higher
employees drawing pay of sleeper class and if there be more
₹27712.84/- & above p.m than two classes, middle or
2nd class.

(c) Non-executive cadre Sleeper Class If there be only two classes

employees Drawing pay less AC 3 tier [3] on the steamer, the lower
than ₹27712.84/- p.m. class, in other cases the
lowest class.

10.0 Travelling Allowance on tour is admissible as under

10.1 Fare
10.1.1. By Rail or Steamer: Single fare by the shortest route of the class of
accommodation to which the employee is entitled plus the charges incurred for
reservation of accommodation including sleeping accommodation as well as Tatkal
reservation/E-ticketing charges and travel agent’s charges. If, however, he travels
in a lower class, the actual fare of the lower class and reservation charges as above.

2
Amended vide OM No. CIL/C5A(PC)/TA DA/283 dated 23.10.2019. Earlier amended vide OO No.
CIL/C-5A(PC)/ TA -2010/164 dated 03.10.2012 , Corrigendum No. CIL/C-5A(PC)/TA-2010/172 dated
11.10.2012 & OM No. CIL/C5A(PC)/TA DA/283 dated 23.10.2019.
3
Amended vide Corrigendum No. CIL/C-5A(PC)/ TA -2010/172 dated 11.10.2012.

537 | P a g e
 Note:

a) When any employee is compelled by circumstances to travel by a higher class

than to which he is entitled, he may be allowed the fare thereof under the order
of the Competent Authority.
b) The term ‘Shortest route’ has the normal meaning attached to it, viz. “The route
by which the destination could be reached earliest by the ordinary modes of
traveling.” It is within the powers of the competent authority to permit an
employee to travel by other than the shortest route in the interest of the
Company’s work.
c) For reimbursement of the Tatkal reservation charges, the concerned employee
will be required to submit photocopy of the railway ticket, as a proof.
d) E-ticketing charges and Agency charges paid to travel agent for booking of
ticket subject to the monetary limit as may be prescribed from time to time shall
also be reimbursable on production of vouchers. The current monetary limit for
reimbursement of agency charges for booking of rail ticket shall be Rs.20/- per
ticket for each journey.
10.1.2. By Road: When an officer uses:

(i) Own car he will be entitled to highest journey allowance under clause 10.2
(ii) Own Motor Cycle/Scooter/Moped he will be entitled to lowest journey
allowance under clause 10.2.1.

(iii) A taxi- where approved, he will be entitled to actual fare subject to the limit
of journey allowance rate of (i) above.

Note: An employee traveling by road in a stage carriage (e.g. a bus) will be paid the fare
for a single seat there on and not the journey allowance.

10.1.3. Journey by Air: [4]

The employee (Rule 8.2) will be entitled to actual air fare subject to the conditions
mentioned below:
When air services provide two classes of travel, viz. Ordinary and Executive class,
the Board Level Executives of CIL & its Subsidiaries as well as Executives in E-9
Grade shall be entitled to travel by Executive Class during domestic travel.

10.2 Journey Allowance (from Headquarter/ Temporary Headquarter as well as

within the locality of Headquarters)

4
Amended vide OM No. CIL/C-5A(vi)/CIL TA Rules’2010/1511 dated 29.10.2010.

538 | P a g e
10.2.1 When the distance between the two places is more than 32 km: [5]
Except where free transport is provided by the Company, an employee not using
his own car or motor cycle/scooter/moped or stage carriage may draw journey
allowance at the rates shown below:

Non-executives
Employees drawing pay of ₹42630.42/- ₹8.00 p/km
& above per month

Employees drawing pay of ₹27712.84/- & above but ₹4.00 p/km.

less than ₹42630.42/- p.m.
Employees drawing pay below ₹2.75 p/km
₹27712.84/- p.m.

Executives
Executives in E1 to E3 grade/Trainee ₹8.00 p/km
Executives in E4 grade & above ₹12.00 p/km

Note: It is clarified that where the two places are connected by rail, the
reimbursement of actual would be limited to what the employee would have
drawn, as per entitlement had he traveled by train.

10.2.2 When the distance between the two places is 32 km or less: [5]
The amount reimbursable shall be the actual fare by stage carriage (e.g. a bus) for
non-executive cadre employees drawing pay less than ₹39290.68/- per month and
in cases of other non-executive & executive cadre employees including
Management Trainees, the actual fare provided that the journey is performed by
taxi, auto-rickshaws, deluxe buses, AC buses etc.
Note: Non-executive cadre employees drawing pay ₹37064.15/- per month and
above will be entitled to travel by the upper class in a stage carriage where more
than one class is provided. They will be entitled to travel by deluxe buses also.

10.2.3 Company vehicles (light vehicle only) used for private journey of the employees
or his family will be charged at Rs.8/- per kilometer or as notified by
CIL/subsidiary companies from time to time with the approval of Director (P&IR)
and/or Chairman, CIL for CIL and of respective CMD for subsidiary companies.

10.2.4 If an employee on outstation tour is provided with free transport he shall be entitled
to claim the daily allowance as per a journey on tour.

5
Amended Vide OM No. CIL/C5A(PC)/TA DA/283 dated 23.10.2019. Earlier amended vide OO No.
CIL/C-5A(PC)/ TA -2010/164 dated 03.10.2012.

539 | P a g e
10.2.5 Reimbursement of local traveling expenses (RLTE) to employees for
attending duties on Sundays/Holidays or during odd hours on working days:

Reimbursement at the rate specified in Rule 10.2.1/10.2.2 from residence to place

of duty and back, will be allowed subject to following conditions:

a) No such reimbursement will be allowed if Over Time Allowance has been paid
or compensatory leave is allowed for duties performed.

b) Odd hours for this purpose will be reckoned from 8-00 p.m. to 8-00 a.m.

c) Where the journey by train is involved, reimbursement of Taxi/Auto fare or

stage carriage charges will be limited to connecting distances between place
of duty/place of residence and Railway station besides the Railway fare as per
entitled class.

d) No employees will be entitled for reimbursement of local travelling expenses

(RLTE) for attending duties on Sundays, Holidays or during odd hours on
working days from residence to office and back. However, Executives will be
reimbursed RLTE if they are on official duty from office to any other place.

11.0 Daily Allowance: Subject to the provisions of Rule 10.2.4 & 11.2.0 daily
allowance for the period of absence from headquarters shall be paid to an employee,
at the rates specified in Rule 11.3.

11.1.1 Daily allowance is a uniform allowance for each 24 hour of absence from
headquarters or part thereof intended to cover all ordinary daily expenses incurred
by an employee is consequence of such absence.

11.1.2 Period of absence from headquarters shall be reckoned from the time an employee
actually leaves his headquarters to the time he actually returns to his Headquarters.

11.1.3 For all journeys by road/rail/air/steamer the period of absence begins when the
employee actually leaves the Residence/office for Bus Stand/Railway Station/Air
Port/Steamer station etc. and ends when he arrives at his residence/office, as the
case may be. Where, however, the whole journey is by company’s or own
conveyance the actual time of departure from office or residence as stated by the
officer and accepted by the Controlling Officer shall be taken for the purpose.

11.1.4 Daily allowance shall not be admissible during casual leave or any other types of
leave availed of during tour. It will be admissible on Sundays and Holidays during
halt on duty at outstation provided the employee certifies to the satisfaction of the
Controlling Officer that he actually resided at the outstation on Sunday/Holiday.

540 | P a g e
11.2.0 Regulation of Daily Allowance

11.2.1 Full daily allowance will be admissible for each completed period of absence of 24
hours to be reckoned from the time when an employee leaves headquarters.
11.2.2 Subject to the provision in the note below this rule, for any period in excess of the
period referred to in 11.2.1 or for journey which involves an absence from
Headquarters of less than 24 hours, daily allowance will be regulated as follows:
(i) If the period of absence or the period in excess of completed 24 hours is 12
hours or less (provided it is more than 3 hours) – Half Daily Allowance
(ii) If the period exceeds 12 hours but does not exceed 24 hours – Full Daily
Allowance.
Note:

(i) When an employee travels on duty from his headquarters to an outstation and
returns to his headquarters within a period of 24 hours, he will not be entitled
to any Daily Allowance unless his period of absence from headquarters is more
than 6 hours.
(ii) The rate of daily allowance during entire tour period including journey period
will be same as the rate applicable for stay in hotel/guest house or stay in own
arrangement as the case may be. However, in case of stay in guest house/hotel
where boarding and lodging is provided free, then concerned employee will be
eligible for 1/3rd of D.A. which will be for the period of stay at temporary
headquarter and in such case the D.A. for journey period will be payable at full
rate as applicable.
(iii) When an employee returns to headquarter on the same day without staying
either at guest house or hotel, the tour will be considered as tour in own
arrangement and accordingly the rate of D.A. as applicable for “stay in own
arrangement” will be applicable in such cases.
11.2.3 When an employee is treated as a guest of the Company or of Govt. or any other
organization the daily allowance shall be granted at the following rates:
(i) When board only is provided free 75% of DA
(ii) When lodging only is provided free 75% of DA
(iii) When board and lodging are provided free 1/3rd of DA
11.2.4 When Daily allowance for halt at any one place will be admissible as under:

(i) For halt upto 30 days Full DA

(ii) For halt beyond 30 days &upto 180 days 1/2 DA
(iii) For halt beyond 180 days NIL

541 | P a g e
11.3.0 Rate of Daily Allowance[6]

11.3.1 The rates of daily allowance will be as under:

Pay range Specified Localities for Other localities for stay in

stay in Hotel/ Guest Hotel/ Guest House/ Own
(Executives) House/ Own arrangement arrangement

Upto ₹62880/- 900/- 700/-

62881-93580/- 1100/- 900/-

93581-116400/- 1300/- 1050/-

116401/- & above 1400/- 1100/-

(Non-Exec.)

Upto ₹27930.75/- 600/- 500/-

27930.76/- to 31066.80/- 700/- 600/-

31066.81/- & above 800/- 650/-

11.4.0 For stay in Hotels [6]

11.4.1 The employees will be entitled to actual charges for lodging (bed & breakfast), on
production of receipt and subject to the limits as follows:

A. Executive cadre employees:

Grade Specified localities Other localities

E1 to E3 Actual for stay in any star hotel Actual for stay in any star hotel
upto3 Star rating or actual limited upto 3 Star rating or actual
to Rs. 1600/- per day limited to Rs. 1300/- per day
E-4 to E-6 Actual for stay in any star hotel Actual for stay in any star hotel
upto4 Star rating or actual limited upto 4 Star rating or actual
to Rs. 2300/- per day limited to 1900/- per day

6
Amended vide OM No. CIL/C5A(PC)/TA DA/283 dated 23.10.2019. Earlier amended Vide OO No.
CIL/C-5A(PC)/TA -2010/164 dated 03.10.2012 & OM No. CIL/C-5A (PC)/ TA DA/2272 dated
01.09.2017 .

542 | P a g e
 E-7 Actual for stay in any star hotel Actual for stay in any star hotel
upto 4 Star rating or actual limited upto 4 Star rating or actual
to 2600/- per day limited to 2100/- per day

E-8 & E9 Actual for stay in any star hotel
upto 5 star rating. But will not be
entitled to stay in suite in 5 Star
Hotel. Where star hotels are
available but stayed in non-star
hotel then actual limited to
Rs.5000/- per day.
Directors/ Actuals
CMDs
Actual for stay in Star Hotels
but will not be entitled to stay
in suite in 5 Star Hotel or
actual limited to Rs.4000/- per
day
Actuals

Note:

1. In any specified localities where star hotels does not exist then reimbursement will
be on actual basis for stay in any non- star hotels for all grades of executives i.e. E1
to E9 grade.

2. Considering the non availability of adequate no. of 3 star and 4 star hotels at various
places company may make arrangements with other hotels, at a rate ceiling higher
then prescribed in the rules depending on the local conditions and in such cases the
officer will get reimbursement on the negotiated rate for stay in such hotels. The
empanelment of such hotels will be done by CIL centrally and be circulated from
time to time.
B. Non-executive cadre employees:
Pay range Specified localities Other localities

Below ₹31066.80/- ₹1000/- or actuals, ₹800/- or actuals,

whichever is lower. whichever is lower.

₹31066.80/- & above ₹1200/- or actuals, ₹1000/- or actuals,

whichever is lower. whichever is lower.

11.4.2 For the purpose of above rule the following places shall be treated as specified
localities.
Asansol/All State Capitals/ Bhadravati/ Bhilai/ Bilaspur/ Bokaro Steel City/
Burnpur/ Delhi/ New Delhi/ Dhanbad/ Durgapur/ Howrah Municipality/
Jamshedpur/ Margherita / Nagpur/ Ranchi/ Rourkela/ Sanctoria/ Singrauli/
Sambalpur.

11.4.3 The executive and non-executive cadre employees who stay in hotels will be paid
applicable daily allowance for food & incidentals at full rates mentioned in Rule
11.3.1.

543 | P a g e
 Note:
Employees will avail accommodation in hotel only when accommodation in the
Company’s Guest House/Transit Flats is not available. A certificate regarding the
non-availability of accommodation should be issued by the Officer-in-charge of the
Guest House/Transit Flats, when hotel accommodation is availed by any employee,
so that proper financial control is exercised while passing the hotel bills.
11.5.0 Some Special Circumstances

11.5.1 Where only actual fare but no daily allowance shall be admissible: Subject to such
restriction as may be imposed by the Competent Authority the actual fare but no
daily allowance shall be admissible to an employee in the following cases:
a) Journey to appear for a medical examination under the orders of the ‘Competent
Authority’
b) Journey within a radius of 8 km. from the headquarters
11.5.2 Where both TA/DA shall be admissible: The journey undertaken by an employee
to appear before a departmental examination/interview/selection test under orders
of Competent Authority be treated as journey on temporary duties (tours).

12.0 Reimbursement of Taxi and Other Transport Expenses

(i) The reimbursement of hire charges for taxies would be allowed for road
journeys from residence to bus stop railway station or the air-port, as the case
may be, and from bus stop, railway station or the air-port to residence or
temporary head quarters as the case may be at the rate specified in Rule
10.2.1/10.2.2.
(ii) An employee entitled to travel by taxi would also be entitled to use Company’s
transport for official journeys from the place of temporary residence and back
subject to availability of Company’s transport.

PART B

13.0 Journey on Transfer

13.1.1 An employee travelling by rail or road or steamer or air on transfer will be eligible
for traveling allowance as indicated below:

Note-I: Transfer TA will be admissible only in cases where a change of station on

transfer is involved. “Station” means UNIT, where the employee is presently
working.

Note – II: In cases where both husband and wife who are company employees are
transferred at the same time or within six months of his/her transfer from one and

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 the same old station to one and the same new station, transfer travelling allowance
will not be admissible to both of them as independent company employees. Either
of them may claim transfer T.A., other being treated as a member of his/her family
on furnishing the following certificate:

“Certified that my wife/husband who is employed in the company and who has
been transferred from …… to …… within six months of my transfer has not already
claimed any Transfer T.A. in consequence of his/her transfer”
13.1.2 One rail or steamer fare or air fare for self and one for wife for the class of
accommodation actually paid for limited to the fare of the class of accommodation
in the mode of conveyance to which the employee is entitled (when on tour) from
the old to the new station plus one rail or steamer or air fare (according to
entitlement of the employee) for which dependent child over 12 year age and half
fare for each dependent child whose age is between 3 and 12 year (in case of air
fare for a child, the actual fare will be reimbursed as in case of the employee who
is entitled to air travel).

Note: If additional travel is actually undertaken by the employee (not the family)
with prior approval in shifting the family and/or personal effects, two extra tickets
by the entitled mode of class of travel for onward and return journey between the
old and new Headquarters or actual.

13.1.3 By road: Two road mileages at the rate to which the employee is entitled vide Rule
10.2 for self plus one additional mileage for each member of his family in respect
of road journeys between places which are not connected by rail.

13.1.4 Where on transfer an employee has to travel by road and then by rail, the TA of the
two portions will be calculated as under 13.1.2 and 13.1.3 above separately and
added up.

13.2.0 Conveyance of Personal Effects[7]

13.2.1 An employee on transfer is also entitled to reimbursement of actual expenses
incurred on transportation of personal effects from the old to new station, limited
to the cost of carriage, by goods train, of the personal effects upto the maximum
indicated below:

7
Amended vide OM No. CIL/C5A(PC)/TA DA/283 dated 23.10.2019. Earlier amended vide OM
No.CIL/C-5A(PC)/ TA -2010/164 dated 03.10.2012.

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 Pay Range :
(i) In case of executives, drawing pay of ₹97490/- Full wagon or two
& above and in case of non-executives, containers by railway
drawing pay of ₹43743.65/- & above. container service.

(ii) In case of executives, drawing pay of Full wagon

₹56600/- & above but less than ₹97490/- and
in case of non-executives, drawing pay of
₹31663.71/- & above but less than
₹43743.65/-.

(iii) Executive cadre employees drawing pay of 2500 kg.

₹40000/- and above but less than ₹56600/-
and non-executive cadre employees drawing
pay of ₹27712.84/- and above but less than
₹31663.71/-
(iv) Non-executive cadre employees drawing pay 1250 Kg.
of below ₹27712.84/-.

13.2.2 If the household effects are transported by truck, the actual expenditure for such
transportation will be reimbursed subject to production of receipt from an
established road transport agency. The reasonableness of the rate charged will
have to be proved to the satisfaction of the Controlling Officer and reimbursement
would be inconformity with the rates charged by the reputed transport agencies.

13.2.3 In addition, actual cost of packing, loading and unloading of the household effects
will be reimbursable subject to a maximum of Half month’s pay.

13.2.4 For transportation of own motor car/motor cycle/scooter/moped/cycle from the old
station to the new station the following charges will be reimbursable:

(i) If by goods train The actual cost of packing and freight.

(ii) If by passenger train The actual freight.
(iii) If by road Actual cost of transportation limited to passenger
train freight.

Reimbursement of such transportation charge shall be allowed for only one vehicle
at the choice of individual.

Note: Charges for transportation of personal effect from residence to railway

station and vice-versa shall also be admissible at the rate of Rs.10/- per 40 kg. per
km. by the shortest route.

13.3.1 An employee on transfer from one station to another station unless otherwise
stated in the transfer order shall be eligible to receive:

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 Transfer Equivalent to 1/3rd of one month’s pay (Basic plus
Grant deputation/personal /dearness/special pay & NPA)
irrespective of whether such transfer involves shifting of
establishment.

Settling-in- Equivalent to 2/3rd of one month’s pay (Basic plus

allowance deputation/personal /dearness/special pay & NPA) provided
the transfer involves shifting of establishment by a distance of
more than 32 Kms.

Note:
(i) In cases where both husband and wife are company’s employees posted
at same place/nearby places and maintaining one establishment, if one is
transferred to another station, such employee would be eligible for
transfer grant equivalent to 1/3rd of one month’s pay. Further, after
shifting of establishment, any one of them shall be eligible for settling-
in allowance.

(ii) In case of employees who have been provided with company’s

accommodation, shifting of establishment means shifting of household
belongings to the new place of posting/residence after vacating the old
accommodation provided by the company.

(iii) For the purpose of transfer TA including settling in allowance and

transfer grant, the pay on the date of release of the transferee from the
old station is to be taken into account.

13.4 JETs/MTs who are required to move from one place to another during the course
of training shall be eligible only for single traveling fare plus transport of luggage
upto 250 kgs. and shall not be entitled to other transfer benefits. However, those
departmental candidates who have been selected as JETs/MTs and move from one
unit to another will be entitled to transfer benefits only once when they shift their
establishment.

PART C –On Cessation of Employment

14.0 Retirement on Superannuation or on Cessation of Employment of

the Re-employed Officer

Subject to such restrictions as may be imposed by ‘Competent Authority’, an

executive cadre employee on his retirement or on cessation of employment in cases
of re-employed officer, may be granted actual fare of the class to which his pay
entitles him (Rule9) for himself and his family proceeding to his home town or the

547 | P a g e
 place where he intends to settle. He will also be reimbursed the actual expenditure
incurred on transporting his personal effects as in Rule 13.2.
Note: Grant of TA on retirement or superannuation or on cessation of re-
employment under Rule 14 may be regulated subject to inter-alia the following
conditions:
(i) TA under Rule 14 should be availed of within six months of the final retirement
or on cessation of re-employment. It will not be admissible to executives who
resign or who may be dismissed or removed from service.
(ii) TA on retirement or on cessation of re-employment will be admissible by the
shortest route to the executive’s home town in India, as declared by him for
the purpose of leave travel concession, or to the new place of settlement,
whichever is less.

(iii) Chairman, CIL/CMDs of subsidiaries or any other officer duly authorized by

him, at his discretion may extend further six months and on being satisfied as
to the reason for mobility of the concerned retired executive to move to the
place of settlement within six months.

Note: Executives retiring on superannuation, or re-employed officer on cessation

of employment shall be eligible to draw for meeting the travelling expenditure, an
amount equivalent to 80% of the fare of the class to which the superannuated/re-
employed executive was entitled to before superannuation/cessation of
employment for himself and his family to his home town or the place where he
intends to settle whichever is nearer to the place of last posting, No advance for
transportation of personal effects is payable. The actual expenditure incurred on
transporting the personal effect is reimbursable in accordance with the rules.

PART D – Miscellaneous

15.0 Admissibility of TA/DA to retired employees for attending Court

Cases
The retired employees who are to attend court cases on account of prosecutions
instituted against them, by certain statutory bodies/institutions, in respect of matters
of which they are statutorily responsible in the day to day discharge of their official
duties shall be eligible for payment of TA/DA at the scale and rates to which they
were entitled, as per the provisions of the TA Rules, at the time of their retirement,
subject to the approval of the CMD concerned of the Company.

16.0 Admissibility of TA/DA to retired employees against whom

departmental proceedings were instituted while they were in
service such proceedings are continuing after the retirement
Traveling allowance will be allowed to such employees as on tour by the shortest
route for the journey in connection with the enquiry from his ‘home town’ or from

548 | P a g e
 the place where he has settled after his retirement to the place of enquiry and back.
If at the time of receipt of summons, the retired employee is at a place different
from his homes town or place of residence, the traveling allowance should be
restricted to the shorter of the two journeys between that place to the place of
enquiry and home town or place of residence to the place of enquiry.
TA shall be regulated in accordance with the pay of the post held by the retired
employees immediately prior to his retirement.
No advance of TA should be paid in connection with such journeys.
No DA will be admissible for such journeys and halts.

17.0 Grant of TA to the family members of executives in the event of

their death while in service.
In the event of death of an executive while in service, TA shall be admissible to the
family members of the said executive from the last headquarters of the executive to
his home town or to the place where the family members intend to settle down in
India on the following conditions:
a) Train fare: Actual fare of the class of accommodation to which the deceased
employee was himself entitled for each member of the family, but not exceeding
the fare for AC 2-tier class Railway accommodation or the fare of the class of
accommodation actually travelled, whichever is less.

b) Transportation of Personal Effects: Actual expenses incurred on transporting

the personal effects as in Rule 13.2. The TA should be availed of by the family
members within six months of the death of the employee. The TA will be
admissible by the shortest route, from the last headquarters of the employee to
his home town in India as declared in his service book/service record or to the
new place of settlement of the family members, whichever is less.

18.0 Admissibility of TA/DA when an employee is sponsored for

training/seminar/conference etc. by the Company
When an employee is sponsored for training/seminar/conference etc. by the
Company for a period of not more than 120 days, he will be entitled to TA and
DA as below:

(a) Traveling Expenses Actual journey fare limited

to entitled class.
(b) Daily Allowance
(i) First 60 days - Full Daily Allowance
(ii)Beyond 60 days and upto 120 days. Half of the full Daily
Allowance

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 In case of the residential training where boarding and lodging expenses are not
payable by the participant, he will be entitled to 1/3rd of full or half daily
allowance, as the case may be.

NOTE: In case an employee, sponsored for training/seminar/conferences etc., not

entitled to travel by air as per clause 8.2 but travels by air, instead of Rail, the TA
claim will be admissible to the extent of entitled class total fare of
Rajdhani/Satabdi Express provided the place is connected by such train and for
places which are not connected by the Rajdhani/Satabdi Express, to the extent of
entitled class total Railway fare of Mail/Express train.

19.0 Admissibility of TA/DA to a retired employee for attending

departmental enquiry

The retired employee who is called to attend departmental enquiry as a witness in

respect of matters which had come to his knowledge in the discharge of his official
duties shall be eligible for payment of TA/DA at the scale and rates to which he
was entitled to as per the provisions of the TA Rules at the time of his retirement
subject to the approval of the Functional Director concerned of the Company.
Traveling Allowance will be allowed preferably by train, if available, by the
shortest route from his home town or from the place where he has settled after
retirement to the place of enquiry and back.

20.0 Admissibility of TA/DA to a retired employee called to attend

investigations conducted by CBI/Police authorities

The retired employee who is called to attend investigations conducted by

C.B.I./Police authorities in respect of matters which had come to his knowledge in
the discharge of his official duties shall be eligible for payment of TA/DA at the
scale and rates to which he was entitled to as per the provisions of the TA rules at
the time of his retirement, provided he is called for the same by the Management.

Travelling allowance will be allowed preferably by train, if available, by the

shortest route from his home town or from the place where he had settled after
retirement to the place of investigations and back.

21.0 Admissibility of TA/DA to ex-officers appointed as Enquiry Officer

or Presenting Officer/Management Representative:
Travelling Allowance will be allowed to such executives as on tour by the shortest
route for the journeys in connection with the enquiry from their home town or from
the place where they have settled after their retirement to the place of enquiry and
back. Payment of TA and DA shall be regulated in accordance with the pay of the
post held by the ex-officer immediately prior to retirement.

550 | P a g e
PART E - Reporting for joining on appointment in different grades

22.0 Executives are appointed on selection in different grades and are advised to report
to join which is subject to medical fitness. The candidates who are so advised will
be eligible for reimbursement of cost of fare incurred for reporting for joining as
proposed below:

Sl. No Post / Grade Fare to be reimbursed

1 Management Trainee (E1)/ E2 AC 3 Tier (3rd AC)
2 E3 to E6 AC 2 Tier (2nd AC)
3 E7 & above Low cost/Apex Air fare or AC 2 Tier if
Air facility does not exist.

PART F - FOREIGN TOUR [8]

23. CIL employees going on foreign tours in connection with business/ training/
attending conferences etc. will be governed by the following rules in respect of DA
and other travelling entitlements abroad.

23.1. PURPOSE OF TOUR

A. Board Level Executives

The Board Level Executives of CIL and its Subsidiaries will be permitted foreign tour in
the following instances:

a) For discussion with foreign suppliers, collaborators, technology

providers.
b) To participate as a delegate in international conferences of repute
pertaining to their area of operations.
c) To participate in training programs of not more than 10 working days in
reputed institute abroad.
d) As part of delegation to visit other countries in connection with
enhancement of various opportunities.
e) Market survey and preliminary assessment of the business Environmental
conditions in abroad in the interest of furthering business prospects of
Coal India.

8
Amended vide OO No. CIL/C-5A(vi)/CIL TA Rules 2010 (Part-F)/1562 dated 28.02.2011.

551 | P a g e
 f) As part of national delegation
g) Official invitation of any agency related to Company’s business

B. Below Board Level Executives and Non-Executives

a) Training, Conference, Seminar etc. as decided by the management

23.2. AUTHORITY TO APPROVE THE FOREIGN TOURS

a) Secretary, Ministry of Coal for Chairman, CIL.

b) With the specific recommendations of Chairman, CIL the tour proposals of

CMDs of all subsidiaries of CIL will be forwarded to Secretary, Ministry of
Coal for approval.

c) Chairman, CIL for functional Directors of CIL and its subsidiary companies
for not exceeding six foreign visits in a year and not exceeding 10 working
days for each visit. If any amendment is made by DPE, it would come into
effect immediately.

d) If any tour abroad is outside the purview of the instances mentioned at Clause
No.23.1 in respect of Board level executives the same would require the
approval of Secretary Coal. Chairman, CIL for below Board Level Executives
and Non-Executives of CIL and its Subsidiaries.
23.3. TRAVEL ENTITLEMENT

The class of entitlement for travel in abroad for different categories of employees
is detailed below:

Designation Class of Travel

Chairman, CIL First Class
Schedule A company Directors , Schedule B company Business Class
CMDs, Schedule B company Directors , E9 & E8 Grade
executives of CIL
Others Economy Class

23.4. CONSOLIDATED RATES OF DAILY ALLOWANCE (DA)

CIL employees going on foreign tour are allowed foreign exchange at the rate
prescribed by the Ministry of External Affairs from time to time. The present rate
for the various countries is given in Annexure E.
The entitlement of employees for foreign exchange rate is given below:

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 Category of Employee Daily Allowance
(a) E3 and above At full rates as per the above circular
(b) E1 & E2 At 75% of (a) above
(c) Non-Executive At 33% of (a) above

The daily ceiling rates apply cumulatively for the period of the tour.

23.5. REGULATION OF DAILY ALLOWANCE

The entitlement of Daily allowance (DA) shall be regulated at the following rates:

(a) When hotel charges are inclusive of breakfast 90% of DA

(b) When treated as guest and meals provided 25% of DA

(c) When accommodation is provided free of The admissible advance

cost shall be limited to the
daily allowance

23.6. HOTEL CHARGES

When the accommodation abroad is booked by Indian Embassy or Company or

Self, the entitlement towards accommodation will be actual basis as per the
following entitlements

Category Entitlement
Actual in 5 Star Hotel - Suit
i) Schedule A Chairman
Room
a) As team leader or alone- Schedule A Actual in 5 Star Hotel - Suit
Directors and Schedule B CMD’s Room
ii) b) Not as a team leader - Schedule A
Actual in 5 Star Hotel -
Directors, Schedule B CMD’s and
Deluxe Room
Schedule B Directors
Actual in 5 Star Hotel -
iii) Executive of E9 & E8 Grade
Standard Room
Actual in 4 Star Hotel -
iv) Executive of E7 & E6 grade
Standard Room
Actual in 3 Star Hotel -
v) Executive of E5 & Below grade
Standard Room
Limited to entitlement as per
vi) Non-Executive
the rate of DA

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23.7. ADVANCE AGAINST HOTEL/ OFFICIAL TELEPHONE/ FAX/
CONTINGENCES EXPENSES
In addition to the daily allowance, the employees will be entitled to draw an
advance against Hotel/ Official Telephone / Fax/ Contingency expenses as under
on daily basis:

Category of Employees Amount of Advance admissible

Business Seminar/ Workshop/
Training etc.
Sch. “A” Chairman & Sch. “A” Directors
500 US$ 375 US$
& Sch. “B” CMD’s
Sch.”B” Directors, Executives of E9 & E8 313 US$ 250 US$
Executives of E7 & E6 250 US$ 213 US$
Executives of E5 & Below 213 US$ 125 US$
Non-executives 150 US $ 125 US $

The employee shall be authorized to spend the excess amount, if any, between the
entitled amount as per clause 23.6 above and the advance drawn as per clause 23.7
and the same shall be reimbursable subject to submission of documentary evidence
of having made the payment.
23.8. TRANSPORTATION EXPENSES
During foreign tour, the employees are entitled for incurring expenses on account
of transportation within limits as detailed below:

Category Entitlements

(a) Schedule A Chairman Taxi Engagement on full day basis or Actual

(b) Schedule A Directors and i. Taxi engagement on full day basis or Actual
Schedule B CMD’s - if senior most or alone
ii. @ 120 US $ per day - In case member of
delegation only.
(c ) Schedule B Directors @ 100 US $ per day

(d) Executive of E9 & E8 @ 75 US $ per day

Grade
(e) Executive of E7 & E6 @ 60 US $ per day
Grade
(f) Executive of E5 & Below @ 45 US $ per day
Grade
(g) Non-Executive @ 35 US $ per day

Note:
a) All the rates apply cumulatively for the period of the tour.

554 | P a g e
 b) For drawing advance against Sl. No (a) and (b) (i) above the amount will
be 200 US$ per day
c) Actual taxi fare from Airport to the place of stay will be reimbursed in
full.

Reimbursement in case of transport expenses shall be subject to rendering of

accounts supported by documentary evidence.
Wherever expenditure incurred on transport and contingency cannot be supported
by documentary evidence, a declaration to that effect by the person who has been
deputed on foreign tour will be accepted for admitting the claim within prescribed
limit.
23.9. In case the stay of an employee at an overseas site exceeds 14 days, the Daily
allowance will be at the following rates:

(a) 15th to 28th Day @75% of full rate

(b) 29th Day onwards @ 60% of full rate

23.10. DA for foreign tours abroad is to be regulated with reference to the period spent in
abroad i.e. landing in the country of duty, excluding the time spent on onward and
return journey.
Full DA is admissible for the additional time if it exceeds after calculating DA on
24 hourly basis.

23.11. ENTERTAINMENT ALLOWANCE

In case of delegation only, the leader of the delegation or as his nominee in case where the
leader is not a company official, the senior most company official in the delegation
provided he is a Board member shall be entitled for an entertainment advance upto a
maximum 2000 US $ only. Accounts of expenditure have to be rendered on return.

23.12. MISCELLANEOUS ADVANCE

In case the foreign visit involves business promotion where CIL is to showcase its
capabilities for attracting business from abroad, Chairman, CIL may sanction a reasonable
advance in foreign currency for meeting the actual business promotion needs. The advance
in foreign currency shall be issued to the team leader, preferably in the form of Corporate
Credit Card, specifying the limit of expenditure and heads under which the expenditure
will be permitted, as deemed fit.

23.13. INSURANCE CHARGES

23.13.1 Reimbursement of insurance charges charged during air journey is admissible

subject to the certification of actual expenditure on respect of journeys taken by air

555 | P a g e
 only to those employees on tour who are not covered under the Annual Insurance
Policy, if any, taken by the Division.

23.13.2 The employees visiting foreign countries on tour can avail the facility of overseas
medical insurance provided by the nationalized insurance agencies on individual
basis according to the likely duration of their stay abroad. The insurance premium
paid will be reimbursed through their T.A Bills in Indian Currency on production
of necessary vouchers in this regard. In cases where the employees are deputed for
training abroad by the host company/Government, they will be allowed
reimbursement of expenses incurred on taking medical insurance.

23.14. LEAVE WHILE ON TOUR ABROAD

23.14.1. Secretary (Coal), Ministry of Coal can grant leave to Chairman, CIL while on tour
abroad, subject to the exigencies of work in the Company, grant leave for a period
not exceeding 50% of the actual period of duty abroad or 15 days whichever is less,
for personal reasons. Sanction of leave has to be obtained before proceeding on
leave.

23.14.2. Chairman, CIL can grant leave to Schedule A company Directors, Schedule B
Company CMDs, and Executives/Non-Executives posted in CIL, NEC, RSOs and
CIL (New Delhi) subject to the exigencies of work in the Company, for a period
not exceeding 50% of the actual period of duty abroad or 15 days whichever is less,
for personal reasons. Sanction of leave has to be obtained before proceeding on
leave.

23.14.3. CMDs of Subsidiaries of CIL can grant leave to Schedule B Company Directors &
Executives/ Non-Executives of the respective subsidiaries, subject to the exigencies
of work in the Company, for a period not exceeding 50% of the actual period of
duty abroad or 15 days whichever is less, for personal reasons. Sanction of leave
has to be obtained before proceeding on leave.

23.15. ENTITLEMENT DURING LEAVE WHILE ON TOUR ABROAD

23.15.1 Entitlement of class of travel for the official journey shall remain unaffected.

23.15.2 No hotel & transport charges would be paid on the days on leave.

23.15.3 No daily allowance on the day(s) of leave.

23.15.4 Insurance coverage for the full period of stay abroad shall be borne by the company.

23.16. PROCEDURE TO BE FOLLOWED IN CASE OF TOUR ABROAD

23.16.1. Approval should be obtained from the Authority mentioned above at Clause 23.2
for tours abroad.

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23.16.2. On receipt of approval an office order will be issued communicating the tour by
TS to Chairman for Business Tours and HoD (HRD) for training / seminar.

23.16.3. The individuals seeking the tour will seek permission of Chairman, CIL as per the
format at Section A (Annexure A), except Chairman, CIL.

23.16.4. The individual will also apply for Foreign Exchange and passage money for
travelling as per the format at Section B (Annexure B).

23.16.5. The Finance Division of CIL would sanction Foreign Exchange and other
expenditure on recommendation of Administration Division of CIL as per the
format at Section C (Annexure C).

23.16.6. The individual on return from abroad has to settle the account within 15 days as
per format at Section D (Annexure D).

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 Annexure-A

Section –A

The Chairman
Coal India Limited
Calcutta.
Sub: Permission for tour abroad
Sir,
I have been nominated/ advised to undertake travel abroad to……….. …...…for
the purpose mentioned in the enclosed office order/ advice.

Permission for travel abroad from……………….to…………….(excluding

journey time) may please be granted.

Enclosure - as above.
Signature of the employee

Name

Designation

Company

Passport no.

Contact address

Telephone no.

Fax no.

CC: CGM (HRD), CIL, Calcutta

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 Annexure-B
SECTION – B
Application for foreign exchange and passage money
Director (Finance)
Coal India Limited
10, NS Road
Calcutta – 700 001.
Through Administration Divn. CIL
Ref.: Office order no………………………………………………….dated……………
Sub: Application for sanction of per diem allowance and Air tickets for training/
visits to (country)………………..from (date)…………………….…(date).

Sir,
I have been nominated for training/ study tour/ visit to (country)…………..from
(date)…….. to (date)…….
As per the office order, I should be leaving India on (date)………..and return on
(date)………….
The proposed visit during training/ study tour/ visit would require foreign currency
and also money in rupee value towards accommodation and daily allowances, as per
entitlement, and for purchase of air ticket and other travel formalities.
With reference to the office order no……..….dated…………..following advance
may be sanctioned.
A(i) Air ticket from……….to………. Rs.
Miscellaneous expenses (such as airport tax, visa fee
(ii) Rs.
etc.)
Total (A) Rs.
B(i) Registration fee/ course fee Rs. =US$
Expenditure towards hotel/ transport/ office telephone/
(ii) Rs. =US$
contingency
(iii) Daily allowance for…..days Rs. =US$
Total (B) Rs. =US$
Grand total (A+B) Rs. =US$
A COPY OF THE OFFICE ORDER/ ADVICE AND PERMISSION FOR TOUR
ABROAD IN FORMAT ‘A’ ARE ENCLOSED.
*Strike out whichever is not applicable
Name
Designation
Company
Passport no.
Contact address

Telephone no.
Fax no.
CC: CGM (HRD), CIL, Calcutta

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 Annexure-C
Section – C
Recommendation for foreign exchange and purchase of ticket for travel abroad
The following expenses in respect of Sri_____________________(designation)_____is
recommended as advance for training/ study tour/ visit to (country)_____from______to_

A(i) Air ticket from……….to………. Rs.

Miscellaneous expenses (such as airport tax, visa fee
(ii) Rs.
etc.)
Total (A) Rs.
B(i) Registration fee/ course fee Rs. =US$
Expenditure towards hotel/ transport/ office telephone/
(ii) Rs. =US$
contingency
(iii) Daily allowance for…..days Rs. =US$
Total (B) Rs. =US$
Grand total (A+B) Rs. =US$
A copy of the brochure and itinerary, based on which per diem allowance has been
calculated and confirmation on acceptance, in case of nomination, are enclosed. CGM/GM
(Finance) may kindly obtain sanction and release foreign exchange and provide budget for
expenditure.

Signature
CGM/GM/ (Administration)
Date: Coal India Limited, Calcutta.
_______________________________________________________________________
Sanction for foreign exchange and purchase of ticket for travel abroad

The advance of Rs…………and US$............. would be required to be sanctioned in respect

of…………………………………..Shri (designation)……………………..for
attending………in (country)……from……to………. as per office order no……..dated
……………………, the break-up is given below:

A(i) Air ticket from……….to………. Rs.

Miscellaneous expenses (such as airport tax, visa fee
(ii) Rs.
etc.)
Total (A) Rs.
B(i) Registration fee/ course fee Rs. =US$
Expenditure towards hotel/ transport/ office telephone/
(ii) Rs. =US$
contingency
(iii) Daily allowance for…..days Rs. =US$
Total (B) Rs. =US$
Grand total (A+B) Rs. =US$

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C. The amount of Rupees…………….. and US$..........................may, therefore, kindly
be approved for travel abroad of Sri…………………….with reference to office order
no.……………dated …………A copy of Chairman’s approval is enclosed.

Signature
CGM (finance) / GM (Finance)
Coal India Limited
Kolkata.
Dated:

Approved as recommended at para “C” of section by CGM/ GM (Finance), CIL

Signature
Director (Finance)
Coal India Limited
Kolkata.

Cc: Chief General Manager (HRD), CIL, Calcutta

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 Annexure-D
Section – D

Final settlement of travelling allowance

(Foreign travel)

(To be submitted within fifteen days on return to HQ)

Name ………………….. Designation ……… Department ……………

Colliery/ unit …………………… Company ……… Passport no ……………
Purpose of journey …………………… …………….. ……… …………
Office order no. …………………… Dated ………. Issued by ……………
Place of visit (country)…………………………………………………………………….
1. A) Description of journey: within country
Departure Arrival Mode of conveyance
Station Date Hrs. Station Date Hrs. Mode Class Km Amount

B) Description of journey: in abroad

Departure Arrival Mode of conveyance
Station Date Hrs. Station Date Hrs. Mode Class Km Amount

2. Period of absence from HQ for which Daily Allowance (DA) is claimed:

Departure from
Departure from HQ Arrival in country Arrival in HQ
country
Date Time Date Time Date Time Date Time

Total days……..hrs………within the country rate @ Rs…………….Total ……………..

Total days……..hrs………in foreign country rate @ US$………….Total US $………...
3. Expenditure towards hotel/transport/office telephone/contingency Rs. …………...
US $...............
Detail of other expense claimed (Airport tax, visa fee etc.) Total Rs.……………..

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 Total US $..................

Total claimed in Rs. …………….

Total claimed in US $…………….
Advance taken in Rs. …………....
Advance taken in US $……………
Net amount claimed/ refund in Rs.……………………………
Net amount claimed/ refund in US$…………………………

I, hereby, certify that the expenditure claimed during my travel in India & Abroad
is correct and as per criteria. I have undertaken journey as mentioned above.

Signature of claimant of TA
Signature of controlling officer
Signature of concerned director

(For use in Accounts department)

1. Coat of air ticket from........................to……………… .Rs.

US$
2. Registration fee/ course fee Rs.
US $

3. Amount admitted Rs.

US $
4. Less Advance taken Rs.
US $

5. Net Amount payable/refundable Rs.

US $

Dealing assistant: Examined by

Name: (concerned officer)
Designation: Name:
Designation:
Net amount passed:US $......................................…………………..
Under Head of Accounts: US $..............................…………………..

Passing authority
Name:
Designation:
(Office seal)
Cc: CGM (HRD), CIL, Calcutta

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 Annexure – E

Copy of Ministry of External Affairs, FD section

Order No.Q/FD/695/3/2000 dated 21.09.2010

ORDER

Sub: Restoration of Daily Allowance (DA) rates

1. In supersession of this Ministry’s order of even dated 1st December 2000 conveying
reduced rates of Daily Allowance (DA) in pursuance of Ministry of Finance,
Department of Expenditure’s Office Memorandum No.7 (4) E-Coord/2000 dated
24.09.2000 regarding guidelines on expenditure management and enforcement of
austerity measures, sanction of the President is hereby accorded to withdraw the
25% cut imposed on per diem allowances for journeys on duty abroad. DA rates in
various countries/ territories are given in the Annexure

2. This order takes effect from September 21st, 2010.

3. All other terms and conditions on DA for journeys on duty abroad will remain
unchanged.

4. This issues with the concurrence of the Ministry of Finance (Department of

Expenditure) vide I.D.No.19053/1/2010 – E.IV dated 10th September, 2010, and
Internal Finance division of this Ministry vide Dy.No.197/AS (FA)/10 dated
15.09.2010.

Sd/-
(Ajay Swarup)
Joint Secretary to the Govt. of India.

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 Annexure-E1
Daily
S. Daily Allowance
S. No. Name of the country Allowance Name of the country
No. (US$)
(US$)
1 Afghanistan 75 108 Liberia 60
2 Albania 75 109 Libya 60
3 Algeria 75 110 Lithuania 100
4 American Samoa 60 111 Luxembourg 100
5 Angola 75 112 Macao 100
6 Anguilla 75 113 Madagascar 60
7 Antigua 75 114 Malawi 60
8 Argentina 75 115 Malaysia 75
9 Armenia 75 116 Maldives 60
10 Australia 100 117 Mali 60
11 Austria 100 118 Malta 100
12 Azerbaijam 75 119 Malonique 75
13 Aruba 75 120 Macedonia 75
14 Bahamas 75 121 Mauritania 60
15 Bahrain 75 122 Mauritius 60
16 Bangladesh 60 123 Mexico 75
17 Barbados 75 124 Micronesia 100
18 Belgium 100 125 Moldova 75
19 Belize 60 126 Monaco 60
20 Belarus 75 127 Montenegro 75
21 Benin 60 128 Mongolia 60
22 Bermuda 75 129 Montserrat 75
23 Bhutan 60 130 Morocco 60
24 Bolivia 75 131 Mozambique 60
25 Botswana 75 132 Myanmar 60
26 Bosnia Herzegovina 75 133 Namibia 75
27 Brazil 75 134 Nauru 60
28 British Virgin Islands 60 135 Nepal 60
29 Brunei 100 136 Netherland 100
30 Bulgaria 75 137 Nether Antille 75
31 Burkina Faso 60 138 New Caledonia 60
32 Burundi 60 139 New Zealand 100
33 Cameroon 60 140 Nicaragua 75
34 Canada 100 141 Niger 60
35 Cape Verde Islands 60 142 Nigeria 60
36 Cayman Islands 60 143 Niue 60
37 Central African Rep. 60 144 Norway 100
38 Chad 60 145 Oran 75
39 Chile 75 146 Pacific Islands(Trust Territory) 75
40 China 100 147 Pakistan 60
41 Colombia 75 148 Panama 75
42 Comoros 60 149 Papua New Guinea 100
43 Congo 60 150 Paraguay 75
44 Cooks Islands 60 151 Puerto Rico 75
45 Costa Rica 75 152 Principality of Liechtenstein (Vadu) 100
46 Croatia 75 153 Peru 75
47 Cuba 75 154 Philippines 75
48 Cyprus 100 155 Poland 75
49 Czech Republic 75 156 Portugal 100
50 Denmark 100 157 Qatar 75
51 Djibouti 60 158 Reunion 60
52 Dominica 75 159 Republic of Palau 75
53 Dominican Rep. 75 160 Republic of Slovenia 100
54 Ecuador 75 161 Republic of San Marino 100

565 | P a g e
55 Egypt 75 162 Romania 100
56 El Salvador 75 163 Rwanda 60
57 Eritrea 60 164 Samoa 60
58 Equatorial Guinea 60 165 Sao Tome & Principe 60
59 Estonia 75 166 Saudi Arabia 75
60 Ethiopia 60 167 Senegal 60
61 Fiji 100 168 Serbia 75
62 Finland 100 169 Seychelles 75
63 France 100 170 Sierra Leone 60
64 French Guinea 75 171 Singapore 75
65 Gabon 60 172 Slovak Republic 75
66 Gambia 60 173 Solomon Islands 60
67 Gaza (PNA) 75 174 Somalia 60
68 Georgia 75 175 South Africa 75
69 Germany 100 176 Spain 100
70 Ghana 60 177 Sri Lanka 60
71 Gibraltar 100 178 St. Kitts & Nevis 60
72 Greece 100 179 St. Lucia 60
73 Grenada 75 180 St. Vincent & Grenadines 60
74 Guadeloupe 75 181 Sudan 60
75 Guam 60 182 Surinam 75
76 Guatemala 75 183 Swaziland 60
77 Guinea 60 184 Sweden 100
78 Guinea Bissau 60 185 Switzerland 100
79 Guyana 75 186 Syria 75
80 Haiti 75 187 Tajikistan 75
81 Honduras 75 188 Tanzania 60
82 Hong Kong 100 189 Thailand 75
83 Holy See(Vatican) 100 190 Togo 60
84 Hungary 75 191 Tonga 60
85 Iceland 100 192 Trinidad & Tobago 75
86 Indonesia 75 193 Tunisia 60
87 Iran 75 194 Turkey 100
88 Iraq 75 195 Turkmenistan 75
89 Ireland 100 196 Turks & Caicos 75
90 Israel 75 197 Tuvalu 60
91 Italy 100 198 Uganda 60
92 Ivory Coast 60 199 U.A.E. 75
93 Jamaica 75 200 U.K 100
94 Japan 100 201 U.S.A. 100
95 Jordan 60 202 Russian Federation 75
96 Kampuchea (Cambodia) 75 203 Ukraine 75
97 Kazakhstan 75 204 Uruguay 75
98 Kenya 60 205 U.S. Virgin Islands 60
99 Kiribati 60 206 Uzbekistan 75
100 Korea(North) 60 207 Vanautu 75
101 Korea(South) 100 208 Venezuela 75
102 Kuwait 75 209 Vietnam 60
103 Kyrgyzstan 75 210 Yemen 60
104 Laos 60 211 Wallis Fortune Islands 60
105 Latvia 75 212 Zaire 60
106 Lebanon 60 213 Zambia 60
107 Lesotho 60 214 Zimbabwe 75

566 | P a g e
References

1 Traveling Allowance Rules 1972

2 Coal India Traveling Allowance Rules 1983

3 Coal India Traveling Allowance Rules 2008

4 OO No. CIL/C-5A(vi)/TA/1459 dated 01.07.2010

5 OO No. CIL/C-5A(vi)/CIL TA Rules/1502 dated 28.09.2010

6 OO No. CIL/C-5A(vi)/CIL TA Rules’2010/1511 dated 29.10.2010

7 OO No. CIL/C-5A(vi)/CIL TA Rules’2010 (Part F)/1562 dated 28.02.2011

8 OO No. CIL/C-5A (PC)/TA-2010/164 dated 03.10.2012

9 Corrigendum No. CIL/C-5A (PC) / TA-2010 /172 dated 11.10.2012

10 OO No. CIL/C-5A (PC)/ TA DA/2272 dated 01.09.2017

11 OM No. CIL/C5A(PC)/TA DA/283 dated 23.10.2019

567 | P a g e
 CIL Equal Opportunity Policy

Table of Contents

1.0 Title and Commencement 569

2.0 Overview of the Policy 569

3.0 Scope & Applicability 569

4.0 Facilities & Amenities 569

5.0 List of positions identified 570

6.0 Manner of selection 570

7.0 Post Recruitment & Pre-promotion training 570

8.0 Career growth 570

9.0 Transfer & Posting 571

10.0 Provision for Special Casual Leave 571

11.0 Preference in allotment of residential accommodation 571

12.0 Providing Aids/ Assistive devices 571

Accessibility and Barrier free environment at Work
13.0 571
place
14.0 Liaison Officer 572

15.0 Grievance Redressal Officer 572

16.0 Responsibility 572

17.0 Interpretation 573

18.0 Savings 573

References 574

568 | P a g e
 CIL Equal Opportunity Policy
1.0. Title and Commencement
This policy shall be called the ‘CIL Equal Opportunity Policy’[1]. It shall come
into force with immediate effect.

2.0. Overview of the Policy

CIL recognizes the value of a diverse workforce. It is committed to provide equal

opportunities in employment and creating an inclusive workplace and work culture
in which all employees are treated with respect and dignity.

CIL is also committed in eliminating all forms of unlawful discrimination and

harassment of people with disabilities. The Company continuously strives to
ensure that all our facilities, technologies, information and privileges are
accessible to people with disabilities.

CIL encourages candidates with different disabilities to apply against notified

vacancies from time to time as per their eligibility and PwD category. Any
information shared by employee on disability/ medical condition will remain
confidential and will be used only for internal purposes.

This Equal Opportunity Policy is in accordance with the provisions of “The Rights
of People with Disabilities Act, 2016 (RPWD Act 2016)”, hereinafter referred as
the Act and “The Rights of People with Disabilities Rules, 2017”, hereinafter
referred as the Rules.

3.0. Scope and Applicability

The Policy covers all persons with disabilities. They could be job applicants,
employees of CIL & its Subsidiaries, trainees and employees engaged by CIL on
contract basis/ fixed term basis. It also covers those employees who acquire
disability during their work tenure.

This policy also applies to all aspects of employment, be it recruitment, training,

working conditions, compensation, transfers, employee benefits and other service
related matters.

4.0. Facilities and Amenities

a) Physical Infrastructure

CIL & its Subsidiaries aims to ensure that its physical infrastructure
(buildings, furniture, facilities and services in the building/ campus and
transportation) adheres to the accessibility standards as prescribed by the
1
Communicated vide OM No. CIL/C5A(PC)/Equal Opportunity/83 dated 25.03.2019.

569 | P a g e
 Government of India. Wherever possible, any new facility that is built or
renovated or leased or rented will be evaluated for compliance with
accessibility standards as per requirement. Any employee facing accessibility
issues should report to the Civil Department at their location or write to the
Liaison Officer.
b) Digital Infrastructure

It is CIL & its Subsidiaries’ continuous endeavour that the Company’s

documents, communication and information technology systems adhere to the
accessibility standards as per requirement. Any employee facing accessibility
challenges can reach out to the local System Department or write to Liaison
Officer.

5.0. List of positions identified

The list of positions identified for Persons with disabilities in CIL will be as per
the Ministry of Social Justice and Empowerment’s Gazette Notification No. 16-
15/2010-DD III dated 29.07.2013. The Gazette Notification along with detailed
list of identified Group A, B, C & D posts is available at egazette.nic.in and also
accessible from the website of Office of the Chief Commissioner for Persons with
Disabilities (http://www.ccdisabilities.nic.in/).

6.0. Manner and process of selection

As per the guidelines issued by Govt. of India from time to time.

7.0. Post Recruitment & Pre- promotion Training

Induction training programme for the persons with disabilities will be imparted
together with the other employees as and when conducted.

Job specific post-recruitment as well as pre-promotion training programmes

whenever conducted in case of Non-Executive employees for selection to
Executive cadre will be organized in an inclusive manner by the respective HRD
Department of CIL & its Subsidiaries.

Wherever possible, training contents will be finalized in consultation with the

National Institutes under the Department of Disability Affairs, Ministry of Social
Justice & Empowerment. Training programmes will also be conducted at the time
of change in job, introduction of new technology, etc. The venue of the training
may be fixed as considered suitable for conducting such training for people with
disabilities.

8.0. Career growth

CIL & its Subsidiaries will not deny promotion to any employee merely on the
ground of disability. If an employee acquires a disability during his/ her service,

570 | P a g e
 he/ she will not be dispensed with or reduced in rank/ grade. If such employee after
acquiring disability is not suitable for the post he/ she was holding, will be shifted
to some other post with the same pay scale and service benefits. If it is not possible
to adjust the employee against any other post, he/ she will be kept on a
supernumerary post until a suitable post is available or he/ she attains the age of
superannuation, whichever is earlier.

9.0. Transfer & Posting

Unless in sensitive posts and warranted by Vigilance to be transferred, the persons

with disabilities will be exempted from the rotational transfer and be allowed to
continue in the same job, where they would have achieved the desired
performance. Further, preference in place of posting at the time of transfer/
promotion will be given to the persons with disability subject to the administrative
constraints.

10.0. Provision for Special Casual Leave

It will be governed for employees with disabilities in CIL & its Subsidiaries as per
the provisions of the RPWD Act 2016 and DPE guidelines issued in this regard
from time to time.

11.0. Preference in allotment of residential accommodation

To the extent possible, CIL & its Subsidiaries will give preference to the persons
with disabilities for providing them accessible accommodation along with disable
friendly toilets/ bathrooms preferably at ground floor near their place of posting.

12.0. Providing Aids/ Assistive devices

As far as feasible, CIL & its Subsidiaries will assist the persons with disabilities
by providing them assistive devices (including low vision aids, hearing aids with
battery), special furniture, wheel chairs (motorized if required by the employee),
computer and other hardware, etc. for use in connection with the work assigned
and use in Office premises in accordance with their requirements, which would
improve their efficiency. CIL will try to provide such devices in consultation with
various National Institutes working in the sphere of disability.

13.0. Accessibility and barrier free environment at Work place

CIL & its Subsidiaries will take steps to provide barrier free and accessible work
stations to disabled employees, access from main building entrance to their
concerned departments and access to common utility areas such as Toilets,
canteens etc. in addition to providing disable friendly toilets. Lifts/ elevators will
be made accessible by providing Braille signage and audio outputs. Wherever
required, suitable colour contrast will also be made available in buildings, utilities,
staircases, etc. for the benefit of low vision employees.

571 | P a g e
14.0. Liaison Officer

The Liaison Officer appointed by CIL & its Subsidiaries to look after reservation
matters for SCs, STs will also act as the Liaison Officer for reservation matters
relating to persons with disabilities. The Company will make arrangements for
training the Liaison Officer on “Disability Equality and Etiquettes” in consultation
with the Office of the Chief Commissioner for Persons with Disabilities. The
Liaison Officer would also look after the issues relating to providing of amenities
for the persons with disabilities, reservation matters relating to the recruitment of
persons with disabilities and also maintains records and submit returns as per the
Act read with the Rules.

15.0. Grievance Redressal Officer

CIL & its Subsidiaries will appoint a senior Officer as a Grievance Redressal
Officer for looking after the grievances of people with disabilities. The
appointment of the Grievance Redressal Officer will have to be communicated to
the Chief Commissioner for Persons with Disabilities as per the provisions of the
Act.

Any person aggrieved has the right to file a complaint concerning any
discrimination with the Grievance Redressal Officer. Any policy violation i.e.
when any person with disability is discriminated against or not provided
reasonable accommodation or denied access to any Company facility will be
regarded as a grievance.

The Grievance Redressal Officer so appointed would receive and try to redress the
grievances of persons with disabilities within a reasonable time frame. However,
every complaint will have to be enquired within two weeks of its registration.

The Grievance Redressal Officer will maintain a register of complaints in the

manner as prescribed under the Rules.

16.0. Responsibility
a. Every employee of CIL & its Subsidiaries is responsible for giving effect to
this Policy.
b. In association with Liaison Officer, IR Department and Civil Department of
CIL & its Subsidiaries will have the functional responsibility of assuring
compliance with Company Policy, developing action plans, coordinating and
monitoring with all relevant programmes, in reporting findings and progress
of the implementation of the Policy, etc.
c. Any employee who violates this Policy, or in any manner discriminates with
any person with disability or renders any harassment to such person will be
considered as a misconduct and shall be dealt as per the CDA Rules/ Standing
Orders of CIL & its Subsidiaries, as the case may be.

572 | P a g e
17.0. Interpretation
The power to interpret the Policy is reserved with the Director (P&IR), CIL and
his interpretation will be final.

18.0. Savings
Chairman, CIL reserves the right to relax, alter, amend or withdraw partly or fully
any of the provisions of this policy as and when needed.

573 | P a g e
References

1 OO No. CIL/C5A(PC)/Equal Opportunity/83 dated 25.03.2019.

574 | P a g e
 CILTalent Management Policy

Table of Contents

1.0 Title & Commencement 576

2.0 Scope & Applicability 576

3.0 Talent Management Philosophy 576

4.0 Key Objectives 576

5.0 Critical Positions 577

6.0 Creation of Success Profiles 577

7.0 Talent Management Process 577

8.0 Development Interventions 579

9.0 Selection of Candidates for Critical Roles 580

10.0 Talent Management Plan & its Validity Period 581

11.0 Interpretation 581

12.0 Savings 581

13.0 Annexures 582

References 597

P a g e | 575
 CIL Talent Management Policy
1.0. Title and Commencement
This policy will be called the ‘CIL Talent Management Policy’[1]. This policy
will come into effect w.e.f. ____.

2.0. Scope and Applicability

Talent Management plan will be done for all critical positions in the company,
identified from time to time. It is a grooming intervention and not linked to
Promotion Policy.

3.0. Talent Management Philosophy

CIL will develop talent management plans for all critical positions within the
organization to ensure that the positions that are critical to the core activities of a
function are occupied by executives ready for it and thereby a leadership pipeline
is created through accelerated development process.

4.0. Key Objectives

The following are the specific objectives of the talent management:

a) To identify a pool of high performing and high potential executives and to

groom them for occupying critical positions.

b) To ensure that an executive is ready to assume the responsibilities of the next

higher level critical role.

c) To groom the next set of leaders occupying critical positions, especially given
the significant number of retirements slated in the immediate future, through
a process of accelerated development interventions.

d) To put in place a systematic development plan to provide comprehensive

leadership development opportunities to executives.

e) To put in place a continuous monitoring and development tracking

mechanisms to realize time bound results.

f) To develop a leadership pipeline for all levels across the organization.

1
Approved by CIL Board in-principle in its 347th Board meeting held on 25.09.2017.

As per the advice of CIL Board and NRC, the Operational guidelines for implementation of Talent
Management Policy are yet to be issued.
P a g e | 576
5.0. Critical Positions
‘Critical positions’ are those positions which are:

a) leadership roles critical for the operations of a department/ unit/ team etc.

b) have a direct impact on the top and bottom line.

c) are of strategic value to the organization and core to the function.

6.0. Creation of Success Profiles

The success profiles of the identified critical positions would include:

a) A list of business/ functional responsibilities, typically the KRAs, key success

factors and KPIs of the role.

b) A dictionary of behaviours that the incumbent is supposed to display in that

position.

7.0. Talent Management Process

Planning would be done and coordinated by the HR team at the subsidiary/ CIL
corporate office through different Talent Management Committees and will
involve:

7.1. Identification of Critical Positions/ Roles

The critical positions/ roles in the organization have been identified through value
chain analysis and based on the criticality of the roles/ positions to the core
functions. A list of critical positions and their success profile are provided in
Annexure I. The company would review the list from time to time for addition/
deletion depending on the business imperatives.

7.2. Creation of Talent Pool

A talent pool will be identified for the critical positions as follows:

a) Executives upto E5 level shall be given equal opportunity for grooming

initiatives under this Scheme as a talent pool.

b) A pool of high performing and high potential Executives from among E5 &
above will be selected from all disciplines for accelerated grooming.

c) The selection would be done, by applying the following norms, from among
executives who acquired a minimum average of 75% marks in the preceding
4 years’ PMS rating with at least two ‘Outstanding’ ratings.

P a g e | 577
 Candidate assessment criteria for Talent Management

Elements of assessment E5 to E7 E7 & E8 E8-A

PMS rating for 4 years 40 40 35

Field Experience 20 10 10

Corporate Experience NA 5 10

Additional qualification 5 5 5
(Post appointment)

Potential assessment 25 30 30

Trainings undergone in 10 10 10
the preceding 4 years

Total 100 100 100

i. PMS rating: While computing the PMS rating, an aggregate of last 4 years
PRIDE/ PAR rating would be considered.

Example
If the ratings for the last 4 years are 4.6, 4.5, 3.8, 3.6

The aggregate score = 4.6 + 4.5 + 3.8 + 3.6 = 16.5 out of 20

Percentage = (16.5/20) * 100 = 82.5 %

PMS rating score out of 40 = 82.5 % of 40 = 33.0

ii. Field/ Corporate Experience: For computing field/ corporate experience,

2 marks will be awarded for every completed year of service in the field/
corporate HQs. In any case the marks awarded on this account will not
exceed maximum mark as per the table above. Period in excess of 6 months
to be taken as one year for allocation of marks for field/ HQ experience
and the lesser period is to be ignored.

The ‘Corporate Experience’ means working experience of an executive in

Corporate Hd. Qtrs. of CIL and/or Subsidiaries or other establishments
directly attached to such Hd. Qtrs. as defined by the subsidiaries.

‘Field experience’ means working experience in Field other than the

Corporate offices as defined above.

iii. Additional Qualification is a recognized qualification (degree/diploma or

short term courses of duration not less than three months) acquired by an
P a g e | 578
 executive, post appointment, either in his own field or cross functional
qualification. They can be acquired from any registered body, either
through full time, part time, correspondence, virtual classes etc. A degree
will carry full marks, a diploma course 4 marks and a short term course 3
marks.

iv. Potential Assessment: Potential Assessment shall be done through 360

degree method internally and through Assessment Development Centers
through external agency/ resource persons once in four years. 40%
weightage will be given for internal score and 60% weightage for the
external score. The aggregate score shall be valid for 4 years. Till the time
potential assessment is done through an external agency, the talent
management may be conducted on the basis of the internal assessment. The
Competency framework for potential assessment is provided at Annexure
II.

v. Trainings undergone in the preceding 4 years: An executive is expected

to complete 180 training hours in a training cycle of 4 years under the
Learning & Development Policy. The score on training undergone in a
training cycle would be as below:

Training hours Score

180 hours 10
150 to 179 hours 8
100 to 149 hours 5
50 to 99 hours 3
Less than 50 hours 2

8.0. Development Interventions

The executives selected for the talent pool will be put through rigorous
development process for accelerating their learning. Some of the development
interventions are as below:

a) Training

The executives in the talent pool would be subjected to accelerated development

program under the 4 tier learning and development as defined in the CIL
Executives Learning and Development Policy, also on CIL Leadership
Competencies and Key Organizational Capabilities as provided in Annexure
III.

P a g e | 579
 b) Junior Boards

They would be given wider exposure on the functioning of higher roles

through the development intervention described under the head “Junior
Boards” as provided in Annexure IV.

c) Cross-Functional Exposure

Opportunities for cross-functional experience would be provided to the

selected pool by deploying them in cross functional areas for a duration up to
1 year. Applications may be invited from the pool for deployment in cross
functional areas such as HR, Finance, Material Management, Community
Development/ CSR, Environment & Forest, Marketing & Sales and Public
Relations, Project Planning Dept., IED, IICM, Contract Management Cell,
Corporate Planning cell, etc. Such deployment will be preceded by a class
room training of appropriate duration.

d) Individual Development Plan

Individual Development Plan (IDP) would be created for all the selected pool
of Executives. An IDP would contain the Key Success Factors; KRAs;
Competencies; Areas of strength, Improvement areas and Areas of weakness
(as identified through Assessment/ Development centre); Training plan etc.

e) Exposure to Innovative Projects

They would be assigned or allowed to undertake projects in the new initiatives

in the company, case development, R&D projects etc.

f) Mentoring

Where ever needed, they would be allowed to have a Mentor in the

organization under the Mentoring scheme of the company.

9.0. Selection of Candidates for Critical Roles

For critical positions, selection of candidates will be done through Talent
Management Committees as below:

P a g e | 580
 Sl. Grade Chairman of Members Level
No Committee
1 For E8 & CMD of a) One Independent Subsidiary
E8A Subsidiary or Director of Subsidiary level
(Subsidiary) Director Board.
nominated by b) Concerned Functional
him Director of Subsidiary.
c) External Expert
2 For E8 & Concerned a) One Independent CIL level
E8A (CIL Functional Director of CIL Board.
Hq) Director b) Two Functional
Directors
c) External Expert
3 For E5-E7 Concerned a) Two Functional Directors Subsidiary
(Subsidiary) Functional of Subsidiary of other level
Director disciplines
b) External Expert
4 For E5-E7 Concerned a) Two Functional CIL level
(CIL (Hq) Functional Directors of Subsidiary of
Director other disciplines
b) External Expert

All the nominations of members to the Committees are to be made by the Chairman,
CIL in case of CIL (Hq) and in case of subsidiaries by CMD, Subsidiary.
Assessment of Executives for critical positions shall be done objectively by the
Talent Management Committee on the basis of parameters such as PMS, Technical
Competencies, Managerial Competencies, and Behavioural Competencies using
internal and external resource persons through interviews.

10.0. Talent Management plan and its validity period

A Talent Management plan for a critical role would consist of a pool of Executives
selected and proposed development plan for each or group of candidates. This plan
will remain valid for a period of 4 years.

11.0. Interpretation
Interpretation of the provisions of this policy will be reserved with the Chairman,
CIL and he is empowered to make minor modifications in the policy for operational
requirements.

12.0. Savings
CIL reserves the right to relax, alter, amend or withdraw partly or fully any of the
provisions of this policy at its discretion without assigning any reasons thereof.

P a g e | 581
 Annexure I
(Clause 7.1)
Leadership levels in CIL and their success profile

Critical roles Key success profile

Key result area
a) Enhance production
Shift In-charges/ b) Improving machine
unit functional availability/ productivity
c) Improving Power factor
heads/ Area level
d) Improving yield
functional e) Reduction in accident rate
associates/ f) Improving Ventilation
corporate coefficient
functional g) Improving manpower
associates etc. productivity
h) Executing new initiatives
i) Quality improvement
(Generally
j) Enhance out put
executives in E1 k) Improve system
to E 4 level)
Key success factors
a) Technical and
professional skills
b) Result orientation
c) Planning and organizing
ability
d) Execution excellence
e) Ability to set clear
standards of
performance
f) Understanding of cost/
revenue impact of
decisions
g) Ability to collaborate
with others

Colliery a) Profit/ loss variance a) Ability to make others

managers/ Sub b) Coal production productive
area level c) Man productivity b) Ability to motivate
d) Cost per tonne c) Project management
functional heads
e) Cycle time reduction skills
f) Manpower availability on d) Ability to drive results
(Generally job e) Ability to anticipate and
executives in E5 g) Skill development avoid problems/risk
to E 7 level) h) Mine environment f) Ability to implement
management changes
i) Machine availability g) Demonstrate execution
j) Safety improvement excellence

P a g e | 582
 a) FSA compliance level
b) Production/ Off take
Project officers/ c) Customer grievance
handling
Area level
d) General & administrative/
functional heads overhead expenses
e) Project expansion/
(Generally commissioning
Executives in E7/ f) Industrial relations
E8 level) Initiatives
g) Material availability
h) Up-skilling & engaging
i) Land acquisition/R & R
j) Environment/ forest
clearances
a) Contract award for OB
removal, Coal and mine
Subsidiary level development,
Transportation etc.
functional heads/
b) Infrastructure development
CIL level c) Forest/ environment
functional heads clearances
d) Strategic Planning
e) Risk management plan
(Generally monitoring
Executives in E8 f) Budget utilization
g) Resource acquisition
level)
h) Land acquisition/ R& R
i) Automation of processes/
service deliveries
a) Ability to set own team
goals and metrics
b) Financially intelligent
c) Ability to bring
improvements to
processes, operations,
systems etc.
d) Ability to demonstrate
Execution excellence
e) Ability to contribute to
the business planning
process
f) Ability to develop high
performing teams
g) Ability to retain and
develop talent
a) Ability to create
business aligned
functional strategies
b) Ability to work
collaboratively with line
managers
c) Ability to develop
organizational
capabilities
d) Promoting innovative
practices
e) Ability to build
leadership pipeline and
succession
f) Ability to foster
creativity and change
g) Financial intelligence
P a g e | 583
 a) Coal production a) Proficient at developing
Area general b) Off take strategic business
managers/ c) Value added per planning (3-5 years)
employee b) Cross functional
Executive
d) CSR expenditure thinking
Directors/ Heads e) Profit/ loss variance c) Ability to make hard
of washeries, f) Capital investment decisions
central g) E-auction of coal d) Ability to anticipate
workshops/ GM, h) Infrastructure problems and avoid risk
NEC/ GM, DCC/ development e) Ability to think in terms
Regional i) Operating profit margin of profitability and
j) System improvement/ sustainability
Directors of RIs
automation f) Business intelligence
k) Strategic Planning g) Risk management ability
(Generally
Executives in E8/
E8-A/ E9)

P a g e | 584
 Annexure II
(Clause 7.2 (c)(iv))

Managerial and Behavioural Competency framework of the CIL (to be used in

Online 360 degree appraisal)

Proficiency Level 1 Level 2 Level 3 Level 4 Level 5

levels /
Competencies
Communication People normally Able to share Able to receive Able to convey Able to inspire
Skill receives the information and convey the the message and motivate
[Communicates messages effectively message convincingly people so that
articulately and accurately what through various accurately in and energize they make extra
assertively to he/she modes of an easily people so that efforts to act on
influence critical communicates communication. understandable they act towards the message to
stakeholders and but does Able to manner. the goal generate
strives to minimum accurately grasp Able to use passionately. extraordinary
achieve a win- required of the the meaning of different outcome
win solution] message. written/ verbal techniques of beyond
Able to information. communication expected level.
understand the and create a
message which is personal
conveyed. interest in a
way that, with
the received
message,
people take
initiatives and
achieve desired
results.

Strategic Able to Able to relate Able to Able to come Able to

Orientation understand the the work with understand and out with formulate
[Demonstrates organisation's the strategies of analyze the concrete plans functional
comprehensive strategies and the business based on the strategies in
business and knows objectives organisation. environment, strategic plan line with
environment of the functional Able to organisational involving all Vision, Mission
awareness area. Able to translate plans objectives and stakeholders. and values of
including related achieve into actions. link the short Able to manage the
laws and rules; departmental term goals of risks considering organisation.
develops/aligns goals. the department contingency Able to
self and team to with long term factors for anticipate
the long term strategic plan. business changes, take
business strategy advantages. advance actions
and overall and build
organizational organizational
vision] capabilities for
sustainable and
profitable
operations.

Decision Able to make Able to take Able to decide Able to come Able to take
Making timely decisions decisions in based on out with decisions on
[Considering based on difficult or evaluated alternatives and complex issues
multiple factors organizational complex alternatives possible even with
able to generate policies, rules situations, in a and accepted solutions based limited
alternative and guidelines. timely manner criteria keeping on root- cause information and
choices. considering the in mind the analysis and also to develop
Demonstrates consequences long term similar organizational
P a g e | 585
ability to choose and risks interest of the techniques. systems for
the appropriate involved. organization. Involves decision
option from the stakeholders making. Able to
alternatives while taking design and
keeping in mind decisions. develop checks
the term and balances to
organization determine right
impact.] decisions.

Problem Able to Able to assess Able to Able to take Able to develop

Solving encourage problem identify proactive and implement
[Demonstrates employees to accurately and problems, use measures to innovative
the ability to resolve problems arrive at a problem identify problem
focus on the on their own solution. Able solving tools potential areas solving
present with the through various to take initiative and techniques of problems and mechanisms
context of the techniques. Able to resolve to solve the initiate measures through
past identifying to analyse problems with problems and to address them systems and
the elements and situations, minimal prevent the by taking into processes and
relationships of identify key assistance from chances of consideration all build
a problem in a issues and solve others. reoccurrence. stakeholders. capabilities
systematic way problems that among the
and provide an arise out of work. employees to
amicable solve problems
solution that at their
creates value for respective
all the levels.
stakeholders.] Able to
anticipate
problems &
take proactive
measures.

Analytical Able to identify Able to tackle a Able to use Able to derive Able to
Ability critical problem by data analysis insights and generate
[Demonstrates information, using a logical tools and creative ideas & multiple
capability to interpret and use and systematic techniques; solutions from scenarios for
collate and information to approach. Able Collate data the available the organization
process data draw sound to identify and convert data and is also from the way it
using conclusions connections & them into able to derive has existed in
appropriate based upon a patterns in useful conclusions the past. Able
tools and analysis. Able to information/ information. even with to arrive at
techniques to develop data and Able to see limited data. innovative
derive meanings conceptual underlying meaning in the solutions from
and logical links frameworks. issues in existing data the existing
to relationship, complex and interpret database
work and situation. them for management
business.] organizational system [MIS].
use.
Team Able to lead Able to Able to Able to define Able to design
Leadership people towards motivate and influence, team goals, and implement
[Provides meeting the bring about develop and inspire empowering
direction and organization's high results keep the team subordinates to systems and
support, vision, mission, from the members achieve them processes to
encourages team and goals. subordinates. motivated to and bring about develop
work, inspires Able to provide perform and high results. organisational
and motivates clear directions self- Able to reach capabilities.
team and and priorities to development. out and achieve Able to build
manages conflict teams. exceptional leadership
to accomplish results involving capabilities
group objectives related among team

P a g e | 586
while focusing stakeholders in members to
on capability the organization. sustain
enhancement of outstanding
the team] performance
and prepare
them to take up
key roles in
future.

Collaboration Able to work Able to Able to Able to build Able to

and cooperatively coordinate collaborate and collaborative institutionalize
Coordination with others as a within mobilize partnerships empowering
[Builds team. Able to organization to resources with systems and
collaborative initiate determine aligning with stakeholders and processes
partnerships collaboration required the elements of leverages whereby people
with internal and with others and resources to work required relationship to in the
external assists others in support goals. for meet organization
stakeholders and the delivery of Able to build accomplishing organizational develop
leverages their work. Able relationships the goal. Able objectives. Able collaboration
relations to contribute with people to identify the to foresee and
through positively whose key persons potential pitfalls coordination
networking to towards the assistance, who can and devise capabilities to
meet achievement of cooperation and deliver alternative plans execute
organizational team objectives. support may be respective parts to mitigate the complex tasks
objectives] needed. of the job and same for timely and implement
Able to support if required, is achievements of projects.
constructive able to chip in milestones.
resolution of and perform
conflicts. the job.

Innovation Able to find Able to develop Able to look at Able to design Able to design
[Generates ideas newer and a new method, the routine and implement programmes
and implement efficient ways to procedure or work processes innovative work through which
them at work accomplish the approach. & systems and practices using innovative
improving day to day tasks. Able to develop find ways of new methods work
operational better, faster, or improving the and practices are
efficiency and less expensive same. Able to benchmarking identified,
organizational ways to do re-engineer the the same. Able encouraged and
effectiveness] things. existing to leverage the adopted across
practices and technology & the
remove non- techniques and organization.
value adding embrace them Able to involve
practices. Able for continuous expert agencies
to create new improvement. to undertake
concepts and projects that
come up with can lead to
innovative innovation.
ideas Able to
implement
mechanisms in
the organization
wherein
employees can
experiment,
learn and
contribute.

P a g e | 587
Change Able to make Able to handle Able to Able to Able to
Orientation employees resistance to question the understand advocate
[Demonstrates a develop a clear change, remove status quo with change changes from
desire for better understanding barriers and get the view to requirements time to time to
future and takes of what they the necessary move towards and support meet the
initiatives to will need to do resources to desired others in their business
achieve the same differently, as implement direction. Able change challenges and
by managing a result of change. Able to to accept initiatives. Able organizational
and changes in the establish changes to periodically sustainability.
championing organization. processes to willingly. scan the Able to
change and Able to rapidly ensure the environment and champion
learning adapt to new orderly explore the new, changes by
processes] information or implementation taking into involving
changing of change. consideration change agents
conditions. changes required within and
in the outside the
organization. organization.

Planning Able to create Able to identify Able to see the Able to devise Able to
work schedules, and gather ‘Big Picture’ tools and demonstrate the
[Able to see the
prioritises works, necessary of the work in mechanisms by links with the
big picture and prepare in information. the which long term achieved goals
devise advance and sets Able to develop organizational plan of the in line with the
mechanisms to realistic specific, context. Able organization is organizational
achieve the short timescales to measurable to concretize translated into strategy/plan.
term targets achieve goals. steps leading the work in the work related Able to come
leading to the toward the context of the plans. Able to out with
accomplishment organizational take trade off alternative
end goal with of the strategies. Able decisions to plans to meet
cost benefit organization's to see clearly derive a plan the contingency
advantages long-term goals. the short term that is workable requirements of
within certain goals keeping and bringing the business.
limits. in pace with cost benefit
the time. advantages.

Organizing Able to use all Able to identify Able to Able to review Able to build
the available key persons understand the and monitor the capabilities in
[Demonstrates resources who can deliver ‘whole’ and progress and members to
ability to efficiently and outcomes in factors that adapt necessary improve and
prioritize and effectively. time. Able to leads to it and changes to sustain similar
handle routine Able to review effectively unite the ensure goals are performance in
and and monitor the assign interdependent achieved future. Able to
contingencies to progress and appropriate parts. efficiently. Able develop
meet set goals adapts necessary resources to Able to group to mobilize and mechanisms
and objectives changes to ensure meet goals. activities, optimize the use and systems
within defined effective meeting prioritize and of resources through which
timelines to of the goals. focus on keeping in mind execution
achieve critical the cost benefit excellence is
operational activities that analysis. institutionalized
efficiency.] have maximum in the
impact on the organization.
end goal. Able
to use
techniques like
CPM, PERT,
etc.

P a g e | 588
Result Able to achieve Able to focus Able to Able to bring Able to build a
Orientation the goals within on the desired understand the improvement in performance
[Demonstrates the scheduled result and strive processes business driven culture
drive for results time. Able to to consistently involved in processes that by recognizing
and ensure that assign clear goals achieve achieving can create and and rewarding
operating and excellence in all results at add value to the people those
practices and responsibilities to tasks and goals. various stages. outcome. Values who contribute
performance employees. Able to support Able to set synergy and at various
results adhere to employees in clear standards bring out levels.
high standards their efforts to of excellent Able to
of efficiency and achieve goals. performance, outcome with institutionalize
excellence.] identify non collaboration a culture of
value adding and result
processes and handholding. orientation by
re- engineer putting in place
the same to systems and
obtain the processes that
desired are suitable
outcome. from time to
time. Able to
establish clear
targets and
measures to
track progress
against the
goals.

Business Able to Able to spot Able to use Able to Able to sense

Accumen understand the trends in the existing negotiate with and seize
[Understands market in which market, resources and stakeholders to business
the tie between the business anticipate bring in derive maximum opportunities
revenue and operates. Knows changes and additional advantage to the and take
expenses; the basics of the capitalize so as revenues. Able organization. advantage of
utilizes financial market and to benefit the to generate Able to take the same.
data and business context. organisation. additional calculated risks Able to lead the
information to Able to revenue by to capitalize the competition by
make sound understand and reducing cost best from the bringing in
business keep up-to-date of operation. available appropriate
decisions that on local, Able to situation. mechanisms
promote cost national, and identify and that can sense
consciousness, international tinker on market
profitability, policies and variables that scenario,
revenue and trends that can factor in understand
growth] affect the for higher financial impact
organization efficiency and positioning
and shape leading to accordingly.
stakeholders' profitability.
views; is aware
of the
organization's
impact on
the external
environment.

P a g e | 589
Technical Able to take steps Able to solve Able to realign
Expertise to develop skills Able to apply Able to remain operational the processes
[Demonstrates needed for technical current with problems and systems in
knowledge of effectiveness in knowledge to knowledge and innovatively line with the
rules and laws, the job. Able to work situations. use of latest using professional
systems and demonstrate Able to provide technology. appropriate advancement.
processes, depth of advice or Updates knowledge. Creating an
functional knowledge and solutions in oneself with Makes effort to environment
domain and IT skill in technical his/her technical the skills bring in latest where new
applications in area. Able to area. required for the technology into knowledge can
order to carry share expertise latest one's area of flourish and
out the assigned with others. technology. operation. adopted.
role with
conviction.]
Customer/ Able to Able to serve Able to Able to deliver Able to
Service demonstrate and build value- identify key on the promises establish
Orientation concern for added customers/ made to the systems and
[Demonstrates satisfying relationships stakeholder customer/ processes
passion and customers/ with customers/ and take stakeholder through which
willingness to stakeholders. stakeholders. initiative to resulting into customer/
meet the Able to quickly provide them customer/ service
expectations of and effectively with value stakeholder orientation
internal and solve customer/ added services. delight. Able to becomes a
external stakeholders Takes feedback make the culture in the
customers even problems and from the customer/ organization
when deliver on service customers/ stakeholder, a and
expectations may commitments. stakeholder part of the team institutionalize
be seen as and and receive stakeholder/
unreasonable] understands the inputs to tailor customer
customer/ make the orientation as
stakeholder product/services. way of
requirements conducting the
and demands. business of the
organization.
People Able to identify Able to delegate Able to share Able to coach Able to
Development areas for responsibilities knowledge and and mentor the institutionalize
[Demonstrates individual and provide provide the subordinates in systems and
willingness to development opportunities right guidance order to help process through
coach and among for learning. to the them perform which
develop employees and Able to coach employees. better. continuous
Abilities among provide feedback employees to Able to Able to evaluate learning is
subordinates & guidance for develop their encourage performance, facilitated. Able
through development. capabilities and them to provide to develop and
Knowledge Able to learn share key upgrade their feedback and retain talent and
sharing, from the learnings. existing training to build future
continuous opportunities knowledge overcome the leaders.
feedback, provided. from time to gaps and
training, etc. time, to learn encourage the
Create an new skills and subordinates to
atmosphere of acquire new reach their full
learning, open learnings. potential.
sharing, Able to provide
providing workplace that
opportunities to fosters the
work on multiple development of
tasks and taking others.
higher
responsibilities.]

P a g e | 590
Each individual will be assessed by the following and their weightage of assessment are
as given below:

Sl. Assessor Weightage

No.
1 Accepting Authority 40%
2 Reporting Authority 30%
3 2 peers nominated by RA
a) One from the same department 10%
b) One from cross functional 10%
department having collaborative
dealing with the concerned
department
4 2 subordinates nominated by 5%
Reporting Authority 5%
Total 100%

If subordinate/ peer is not available in the same department, the RA will nominate alternate
executives from other departments with whom the concerned executive is required to deal
with by virtue of his duties and responsibilities.

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 Annexure III
(Clause 8 (a))
(A) CIL Leadership Competencies

1. Strategic orientation

2. Customer focus

3. Value orientation

4. Business Acumen

5. Change Orientation

6. Sustainability

7. Team leadership

8. People development

9. Operational excellence

(B) CIL Strategic Capabilities

1. Project management

2. Contract management

3. Risk management

4. Occupational health

5. Sustainability

6. Land acquisition, R&R

7. Safety Management

8. Environment management

9. Continuous Improvement Programs (5S, Kaizen, 6 Sigma, Quality Circles,

Operations research, Analytical tools etc.)

10. IT programs on operations research packages, statistical tools, ERP etc.

11. Soft skills

12. Corporate communication and image building

13. Mentoring and coaching

14. Boundary Management

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15. Quality Management

16. Stakeholder management

17. Change management

18. Strategic Planning

19. Logistic Management

P a g e | 593
 Annexure IV
(Clause 8 (b))
Junior Boards (JBs)

(Talent grooming initiative of CIL)

A Junior Board is a panel of executives formed from the talent pool created under the
Scheme. Number of members in a JB would be as provided in the table below. The JB
would undergo the grooming process as provided in the table.

Sl.no Boards/ Members No of Grooming process

Decision of Junior meetings
making Board per JB
bodies
1 CIL Board 2 4 • Selected CIL Board level agenda items of
executives strategic importance to be given to the JB.
(E7/E8) • JB to deliberate the items and come out with
from each their decisions.
subsidiary. • JB members will attend the CIL Board
Multi- meeting on the agenda items and observe the
disciplinary board deliberations.
• CIL Board may assign improvement projects
for study by JB and call for its report.
2 CIL 2 4 • Selected agenda items of strategic
Functional executives importance to be given to the JB
Director (E7/E8) • JB to deliberate the items and come out with
level co- from each their decisions
ordination subsidiary. • JB members will attend the co-ordination
meeting Same meeting on the agenda items and observe
discipline deliberations.
• Directors may assign improvement projects
for study by JB and call for its report.
3 Subsidiary 15 4 • Selected Board level agenda items of
Board executives strategic importance to be given to the JB.
(E6/ E7) • JB to deliberate the items and come out with
from their decisions.
subsidiary. • JB members will attend the Board meeting
Multi- on the agenda items and observe the board
disciplinary deliberations.
• Board may assign improvement projects for
study by JB and call for its report.

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4 Subsidiary 2 3 • Agenda to be circulated in advance
Functional executives • JB to be allowed to participate at the
Director (E3/ E4/ meeting.
level co- E5) from • JB to observe and express their views.
ordination each area. • Specific improvement projects to be assigned
meeting Same to teams in the JB for subsequent
discipline deliberations
5 CMD level 2 3 • Agenda to be circulated in advance.
co- executives • JB to be allowed to participate at the
ordination (E3/ E4/ meeting.
meetings E5) from • JB to observe and express their views.
with AGMs/ each area. • Specific improvement projects to be assigned
HoDs Multi to teams in the JB for subsequent
discipline deliberations
6 Area GM 15 3 • JBs to participate at the meetings and
level executives observe and give their views.
coordination from the • AGM to assign specific projects of
meetings area (E2/ continuous improvement.
E3/ E4) • JBs can identify areas of improvement and
come out with suggestions and present at the
meetings.
7 Company 10 2 • JBs to participate at the meetings and
level JCC executives observe and give their views.
(E2/ E3/ • JBs to study IR related issues and suggest
E4) proactive and strategic IR practices.
• JBs to study employee relation related issues
and suggest solutions for improvement.

8 Company 10 2 • JBs to participate at the meetings and

level Safety executives observe and give their views.
board (E2/ E3/ • JBs to undertake safety related projects and
E4) present the outcome at the meetings.
• JBs to collate best practices in safety and
share at the meetings.
• Safety improvement projects to be assigned
to JBs

9 Company 10 2 • JBs to participate at the meetings and

level executives observe and give their views.
welfare (E2/ E3/ • JBs to study various organisational studies
board E4) on trust index, employee engagement,
employee satisfaction etc. and develop
improvement projects and present at the
meetings.

P a g e | 595
• Subsidiaries to have a Talent Grooming Panel (TGP), a multi-disciplinary panel headed by the
D(P).
• The TGP to constitute JBs, for all the Boards/ decision making bodies, from the talent pool
created under the Scheme.
• TGP to monitor the grooming process.

P a g e | 596
References
1 Minutes of 347th Board meeting held on 25.09.2017.

2 Minutes of 12th Nomination & Remuneration Committee meeting held

on 25.09.2017.

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 Retirement & Exits

Table of Contents

1.0 Retirement & Exits 599

Annexure 614

References 615

P a g e | 598
 Retirement & Exits [1]
1.1. The service of an employee may cease in any of the following conditions:

(1) Superannuation
(2) Resignation:
(3) Completion of specified period of employment;
(4) Removal/dismissal in terms of the Conduct, Discipline and appeal Rules of the
Company; and
(5) Termination of services in accordance with the contract of employment.

1.2. Superannuation [2]

1.2.1.
(a) The executives of the company below Board level shall retire on the afternoon
of the last date of the month in which he attains the age of sixty years, which is
the normal age of superannuation. However, below Board level employees
whose date of birth is the first of the month, shall retire from the service on the
afternoon of the last date of the proceedings month on attaining the age of sixty
years.

(b) There shall be complete ban on extension of service beyond the age of
superannuation i.e. sixty years.

1.2.2.
(a) If the last day of the month happens to be a closed holiday, the retiring employee
should formally relinquish charge of office in the afternoon of the last day itself.
In cases in which handing over of cash, stores, etc. is involved, this may be made
over by the retiring officer to the relieving officer of office on the close of the
previous working day. Thereafter, the actual relinquishment of charge of office
should be made on the last day of service for which the physical presence of the
retiring officer is not required.

(b) Retirement on attaining the age of 60 is automatic and, in the absence of specific
orders to the contrary by the competent authority, an executive of the company
must retire on that date. He/She should hand over charge on the due date to the
Head of the Department / Competent Authority.

A notice in the form No. R-I, Annexure- I, may be issued to the concerned
executive intimating the date of his retirement at least six months in advance in
order to enable him to plan his post-retirement activities. Copies of the notice may
be endorsed to the pay office concerned and the Personnel Division of Coal India
Limited Headquarters.

1
As per 2nd edition of Common Coal Cadre (Chapter XV) bearing amendments upto 30.11.1984.
2
Amended vide OM No. CIL/C-5A(vi)/50729/CCC/20 dated 27.05.1998.
P a g e | 599
 Note:

(1) No executive, however, can take advantage of non-receipt of formal notice or

orders regarding his release, etc. to say that he has been granted extension of
service. Retirement on attaining the age of superannuation is automatic.

(2) In order to ensure quick settlement of retirement dues to the executives it is

necessary to initiate action in this regard 6 months in advance.

1.3. Resignation

An employee may resign from the job by informing the appointing authority through
his controlling officer in writing of his intention to do so. While no notice for
resignation is required during the initial period of probation on his employment in
the company, a temporary employee whose probation period has been closed will
have to give at-least one month’s notice or salary in lieu thereof. In the case of the
regular employees confirmed in writing, resignation can be submitted only by giving
three month’s notice or salary in lieu thereof.

The controlling officer will make necessary recommendations to the appointing

authority for acceptance or otherwise of the resignation and the employee will be
relieved from his duties only after he is communicated the acceptance of resignation
in writing.

Provided that the Management reserves the right not to accept the resignation of the
executives against whom disciplinary proceeding are pending or a decision has been
taken by the Competent Authority to issue a charge sheet etc. against him/her.

Before the resignation is accepted, necessary ‘NO DEMAND CERTIFICATE’

should be obtained from the concerned accounts section and other areas/ divisions/
sections where the employee was working and/or whose properties where under his
control.

In respect of an employee who has executed a bond and is undergoing training or

serving the period obligatory under the bond, the terms of appointment and the bond
will also have to be fulfilled before his resignation is accepted.

1.4. Completion of Specified period of Employment

In the case of an employee re-appointed after attaining the age of 58 years, the
services shall stand terminated automatically on completion of the period for which
he was re-appointed. Such re-appointment will not ordinarily be beyond the period
the employee attains the age of 60 years.

1.5. Removal / dismissal

An employee may be removed/ dismissed from service in terms of the provisions of

the Conduct, Discipline and Appeal Rules of the company.

P a g e | 600
 1.6. The contract of employment may be terminated by either side by giving one
month/three months’ notice as the case may be in terms of the contract of
employment or by paying one month/three month’s pay in lieu of the notice.

1.7. Voluntary Retirement

The Executive Cadre Employees governed by Coal India’s terms and conditions of
service and scales of pay, who have put in not less than 20 years of approved
qualifying service including service rendered under the mine/company from which
the employees were taken over, may retire from Coal India’s service voluntarily
subject to fulfillment of stipulated conditions as per the following Scheme: [3]

Voluntary Retirement Scheme for Executive Cadre Employees [4]

1. Scope

This scheme shall cover all whole-time executive cadre employees of Coal India
Limited and its subsidiary companies.

2. Conditions

The executive cadre employees governed by Coal India’s terms and conditions
of service and scales of pay, who have put in not less than 20 years of approved
qualifying service including service rendered under the mine/company from
which the employee was taken over, may retire from Coal India’s service
voluntarily subject to the following:

(a) The Competent Authority will have absolute discretion to refuse permission
to an executive for voluntary retirement without assigning any reason.
(b) Before an executive gives notice for voluntary retirement from service, he
should satisfy himself by means of a reference to the appropriate authority
that he has actually completed 20 years’ qualifying service.
(c) An employee shall give notice of at least 3 months to the competent authority
to voluntarily retire from service. A notice of less than 3 months may also
be accepted by the competent authority in deserving cases.
(d) The company will not have the right to retire any executive on its own under
this Scheme.
(e) If an executive wishes to retire under this Scheme while is on study leave,
the retirement shall take effect from the date of commencement of such leave
and the leave salary paid in respect of such leave, shall be recovered from
the dues payable to him on voluntary retirement.
(f) A notice of voluntary retirement may be withdrawn subsequently only with
the approval of the competent authority provided the request for such
withdrawal is made before the expiry of the notice period.
(g) An executive against whom disciplinary proceedings are pending or
contemplated in terms of conduct. Discipline and Appeal Rules, 1978, shall
not be allowed to retire voluntarily under this Scheme. Further, vigilance

3
Incorporated vide letter No. C-5A(vi)/50718/425 dated 25.01.1982.
4
Further temporary VRS Schemes were introduced OM No. CIL/C-5A(vi)/50718/101 dated 05.11.1998 &
OM No. CIL/C-5A(vi)/VRSMG/238 dated 01.01.2003.
P a g e | 601
 clearance will be required to allow an executive to retire voluntarily under
this Scheme.

3. Benefits

This scheme envisages incentives by way of certain weightage towards

qualifying service for the purpose of payments of gratuity to the executives who
retire voluntarily under this Scheme, and others as indicated hereunder:

(a) Weightage upto 5 years towards qualifying service shall be allowed, in

addition to the total qualifying service actually rendered, for the purpose
of gratuity, but the total qualifying service actually rendered together with
the weightage of upto 5 years qualifying service, shall not, in any event,
exceed the qualifying service the executive would have rendered on
attaining the age of superannuation.
(b) The maximum amount of gratuity payable to an executive in terms of the
Scheme would be as laid down in the Retirement Gratuity Scheme. 1974
as amended from time to time.
(c) Pay for the purpose of gratuity in terms of Rule 5 of the Executive Cadre
Retirement Scheme or such of the gratuity rules as may be applicable to
the executives of Coal India Limited in future shall be the rate of pay
admissible to the executive for the month preceding the month in which he
will be allowed to voluntarily retire from service.
(d) The amount of Earned Leave standing to the credit of the executives,
subject to a maximum of 180 days, on the date preceding the date of
voluntary retirement, shall be allowed to be encashed.
(e) The Travelling Allowance as applicable to the executives on retirement on
superannuation in terms of the TA Rules, shall apply mutatis-mutandis to
the executives who will voluntarily retire under this Scheme.
(f) Any other benefits/facilities as may be made admissible to the executives
on retirement on superannuation from time to time shall be applicable to
the executives who will retire voluntarily under this Scheme.

4. Definition of Competent Authority

The following shall be the Competent Authority for the purpose of this Scheme:

(i) CMD of the concerned Company: In respect of executives from E1 to E6[5]

grades.
(ii) Chairman, Coal India Limited: In respect of executives in E7 grade and
above. [5]

5. Commencement of the Scheme

This Scheme came into force with effect from 26th December, 1981.

5
Amended due to OM No. CIL/C-5A(vi)/005/35/1210 dated 02/07.05.2009.
P a g e | 602
 1.8. Pre-mature Retirement [6]

Notwithstanding anything contained in any part in the Common Coal Cadre, the
Chairman-cum-Managing Director of Coal India Limited shall, if he is of the
opinion that it is in the Company’s interest to do so, have the absolute authority to
retire any executive by giving him notice of not less than three months in writing or
three months’ pay and allowance in lieu of such notice;

i) If he/she had entered service before attaining the age of 35 years – after
he/she has attained the age of 50 years.
ii) In any other cases after he/she has attained the age of 55 years.

(i) If on a review of the case either on a representation from the executive

concerned retired prematurely or otherwise, it is decided to reinstate the
concerned executive in service, the authority ordering re-instatement may
regulate the intervening period between the date of pre-mature retirement and
the date of reinstatement by the grant of leave of the kind due and admissible,
including extraordinary leave; or by treating it as “dies-non” depending upon
the facts and circumstances of the case;

Provided that the intervening period shall be treated as period spent on duty for
all purposes including pay and allowances if it is specifically held by the
authority ordering re-instatement that the pre-mature retirement was itself not
justified in the circumstances of the case, or, if the order of pre-mature
retirement is set aside by a Court of Law.

(ii) Where the order of pre-mature retirement is set aside by a Court of Law with
specific directions, in regard to regulation of the period between the date of pre-
mature retirement and the date of reinstatement and no further appeal is
proposed to be filled, the aforesaid period shall be regulated in accordance with
the directions of the Court.

1.8.1. Procedure for review for Premature Retirement [7]

I. Objective

The broad object of the procedure is to provide a framework for fair and impartial
implementation of Clause 15.8 of the Common Coal Cadre to weed out Officers
of doubtful integrity and Officers who have become inefficient or ineffective
with a view to ensure probity and to maintain high standards of efficiency and
integrity amongst Executives in the service of the Company.

II. Competent Authority

The Chairman, CIL, if he is of the opinion that it is in the interest of the Company/
Public interest so to do, has the absolute Authority to retire any Executive of the
Company under Clause 15.8 of Common Coal Cadre after following the due
procedure prescribed hereunder and by giving notice of not less than three months

6
Incorporated vide OM No. CIL/C-5A(vi)/50729/250 dated 05.12.1990.
7
Incorporated vide OO No. CIL/C5A(PC)/Probity/2273 dated 01.09.2017.
P a g e | 603
 in writing or three months’ pay and allowances in lieu of such notice, at any time
after the Executive has attained the age of 50 years or 55 years, as provided in
Clause 15.8 of Common Coal Cadre.

III. Procedure for Review

In order to ensure that the powers vested in the Authority are exercised fairly and
impartially, following procedures and guidelines are prescribed for periodic
review of the performance of Executives under the rule of Premature Retirement
from the service:

1. Executives to be covered under Review

The Executives to be reviewed and their review time shall be as below:

Sl. Executives to be considered for Review Review Time

No.

(a) Executives entered service before attaining On attaining the age

the age of 35 years. of 50 years.

(b) In other cases. On attaining the age

of 55 years

(c) Notwithstanding anything contained in (a) and (b) above, a review

may be taken up at any time, in cases where no such review had been
undertaken earlier.

(d) Notwithstanding anything contained in (a), (b) and (c) above, the
Competent Authority shall have the right to order a review of any
Executive at any time after the review, as above, if he is of the
opinion that exceptional reasons such as subsequent performance, or
the conduct, or the state of physical health of the Executive warrants
it.

(e ) The records of Executives who are on deputation to the Centre/ to

any other Govt/ to any other organization are also required to be
reviewed by the Review Committees, if they fall in the above
categories, and its recommendations placed before the Competent
Authority.

2. Period of Review

The review should be carried out 6 months before the date on which an
Executive completes the qualifying service for review (50/ 55 years) as per the
following calendar. The preparation should begin in advance so that the entire
exercise can be completed as per the schedule given below:

P a g e | 604
 Sl. Initial Review Final Review Cases of employees who will be
No Committee Committee attaining the age of 50/55
years, as the case may be, in the
quarter indicated below to be
reviewed

1 Jan to March May to June of July to Sept. of the same year.

the same year.

2 April to June August to Sept. October to December of the

of the same year. same year.

3 July to Sept November to January to March of the next

December of the year.
same year.

4 Oct to February to April to June of the next year.

December March of the next
year.

3. In order to ensure that the review is undertaken regularly, it is desirable that

the Company should maintain register of the Executives who are due to attain
the age of 50/55 years. This register should be scrutinized at the beginning of
every quarter by the Head of Executive Establishment department of
CIL/subsidiaries.

4. Delayed Review

Where the review in accordance with the time schedule as indicated above has
not been completed for any reason whatsoever, such review may be
undertaken in the subsequent quarter. The Review Committee shall record the
reason for delayed review in its report.

5. Review Committees

Review shall be conducted at 2 levels; Initial review and Final review through
Review Committees as below:

a. Review Committees for Executives working in subsidiaries other than

CMPDIL:

I. Initial Review Committee

The review of Executives posted in subsidiaries, other than CMPDIL,

shall be conducted by a Committee of the following Directors of the
concerned subsidiary.

i. The Director (Personnel)

ii. The Director (Finance)
iii. The Director (Technical) /Operations
P a g e | 605
 iv. The Director (Technical) /P&P

II. Final Review Committee

The final review of Executives posted in subsidiaries other than

CMPDIL shall be conducted by a Committee of the following Directors
of CIL.

i. The Director(P&IR), CIL

ii. The Director (Finance), CIL
iii. The Director (Technical), CIL
iv. The Director (Marketing), CIL

b. Review Committees for Executives posted in CMPDIL

I. Initial Review Committee

The review of Executives posted in CMPDIL shall be conducted by a

Committee of the following Directors of CMPDIL:

i. The Director (Technical)/RD&T

ii. The Director (Technical)/P&D
iii. The Director (Technical) /ES

II. Final Review Committee

The final review of Executives posted in CMPDIL shall be conducted by

a Committee of the following Directors of CIL:

i. The Director(P&IR), CIL

ii. The Director (Finance), CIL
iii. The Director (Technical), CIL
iv. The Director (Marketing), CIL

c. Review Committee for Executives posted in CIL

In the cases of Executives posted in CIL HQs and the units directly under
the administration of CIL, review shall be done at only one level conducted
by a Committee of the following Directors of CIL:

i. The Director (P&IR), CIL

ii. The Director (Finance), CIL
iii. The Director (Technical), CIL
iv. The Director (Marketing), CIL

d. The senior most among the Directors of the above Review Committees will
be the Chairman of the concerned Committee.

e. In the cases of reviews where records reflect adversely on the integrity of

Executives, the CVO of CIL or concerned subsidiary, as the case may be,
would be associated in such reviews, as a member of the Committee.
P a g e | 606
 f. The Review Committees at 5 (a) (I) and 5 (b) (I) shall conduct initial review
and will submit their observations & recommendations in confidential
sealed cover to the CMD of the respective subsidiary. The CMD of the
subsidiary will record his comments on the recommendations of the
Committee and forward the entire file in a confidential sealed cover to the
Director (P&IR), CIL.

g. The Review Committee at 5 (c) shall conduct the review and submit its
recommendation in confidential sealed cover to the Chairman, CIL.

h. The Final Review Committee at 5(a) (II) and 5 (b) (II) shall conduct final
review based on the recommendations of the Initial Review Committee and
submit its recommendation in confidential sealed cover to the Chairman,
CIL.

i. All Review Committees may ensure that the prescribed schedule/ calendar
for review is strictly followed.

6. Information to be furnished before the Committee

The following particulars are to be placed before the Review Committee by

the Executive Establishment Department:

Sl. Details to be considered

No

1 Name of the Executive

2 Designation & grade

3 Date of birth

4 Date of coming to the present

post
5 Date of initial appointment

6 Date of completion of 50/55

years
7 Punishment awarded during
the service period, if any
(details in a separate sheet)
8 Issues revealing lack of
integrity(details in a separate
sheet)

P a g e | 607
 9 Details of information on any
vigilance enquiry /
departmental enquiry pending/
contemplated against him
10 Medical report to be attached

11 Performance rating for last 5

years with remarks, if any

12 Leaves during last five years

7. Guidelines for Review Committees

Review Committees should keep the following guidelines in mind while

reviewing the cases:

(i) Before the cases are put up to the Review Committees, the Personal files
of the concerned Officers should be brought up-to-date.

(ii) In every review, the entire service records should be considered. The
expression ‘service record’ will take in all relevant records and hence,
the review should not be confined to the consideration of the
EER/PRIDE/PAR dossier. The personal file of the Executive may
contain valuable material. Similarly, the work and performance of the
Officer could also be assessed by looking into files dealt with by him or
in any papers or reports prepared and submitted by him. It would be
useful if the Company puts together all the data available about the
Executives and prepare a comprehensive brief for consideration by the
Review Committee. Even uncommunicated remarks in the
EER/PRIDE/PAR may be taken into consideration.

(iii) In the case of those Executives who have been promoted during last 5
years, the previous entries in the Annual Performance report may be
taken into account if the Officer was promoted on the basis of seniority
cum fitness and not on the basis of merit.

(iv) Executives whose integrity is doubtful, will be retired. Executives who

are found to be ineffective will also be retired. The basic consideration
in identifying such Executive should be the fitness/ competence of the
Executive to continue in the post which he/ she is holding. While the
entire service record of an Officer should be considered at the time of
review, no Executive should ordinarily be retired on ground of
ineffectiveness if his service during the preceding 5 years or where he
has been promoted to a higher post during that 5 year period, his service
in the highest post, has been found satisfactory.

Consideration is ordinarily to be confined to the preceding 5 years or to

the period in the higher post, in case of promotion within 5 years, only
when retirement is sought to be made on the grounds of ineffectiveness.
P a g e | 608
 There is no such stipulation, however where Executive is to be retired on
grounds of doubtful integrity.

No Executive should ordinarily be retired on grounds of ineffectiveness,

if, in any event he would be retiring on superannuation within a period
of 1 year from the date of consideration of his case. It is clarified that in
a case where there is a sudden and steep fall in the competence,
efficiency or effectiveness of an officer, it would be open to review his
case for premature retirement.

The above instruction is relevant only when an Executive is proposed to

be retired on the ground of ineffectiveness but not on the ground of
doubtful integrity.

(v) The recommendation of the Committee should be either for retaining or

for retirement of the Executive under review. In case, if the Committee
recommends for retirement of an Executive, the Review Committee
should indicate clearly, in detail, the grounds on which the Committee
has come to the conclusion that the Executive should be retired
prematurely.

(vi) The proceedings of the Review Committee should clearly indicate that
material relating to the inquiry/ disciplinary proceedings/ Court
Proceedings pending against the Officer was not taken into account
while coming to the conclusion whether the Officer concerned should be
retained in service/ retired from service.

8. Additional Guidelines to be considered by Review Committee

The additional guidelines to be considered by the Review Committees for

evaluating an Executive on grounds of efficiency and effectiveness and
reviewing his/ her integrity:

A) Matters to be kept in mind while reviewing Efficiency/ Effectiveness

of Performance:
(i) While the entire service record of an Executive should be considered
at the time of review, greater emphasis should be placed on his
performance during the 5 years preceding the review. If an Executive
had been promoted to higher post during the period of 5 years, the
service in the higher post shall receive greater emphasis. If, during the
aforesaid period of 5 years, there is evidence of deterioration in
efficiency and unsatisfactory performance, the Review Committee
shall examine the entire service record and arrive at a total picture
about the suitability or otherwise of the Officer for further retention
in service.

(ii) It is seen in some cases that the overall grade or assessment given on
performance is “Average” or “Satisfactory”. While this may not be an
“adverse” remark, it can be viewed as a reflection on work output or
conduct that is ordinary or routine. Hence, such remarks earned over
a period of 5-7 years without mention of any notable achievement
P a g e | 609
 would also indicate that the Executive may have reached a plateau in
his performance and the case may be reviewed accordingly.

(iii) No Executive should ordinarily be retired on grounds of

ineffectiveness if, in any event, he would be retiring on
superannuation within a period of one year from the date of
consideration of his case. However, this will not be applicable in the
case of doubtful integrity or where there is a sudden and steep fall in
the competence, efficiency or effectiveness of the Officer.

(iv) In a case in which the physical or mental condition of an Officer is

such as to make him inefficient, it would be appropriate to consider
him for retirement.

(v) If adverse remarks in the Personal files were communicated, the result
of representations of the Executive, if any, should also be considered.
If adverse remarks were not communicated to the concerned Officers,
due regards should be given to subsequent reports to assess the
importance to be given to such adverse remarks.

(vi) If the Officer was given a promotion despite adverse entries made in
the confidential record that should be considered as a fact in favour of
the Officer.

B) Matters to be kept in mind while reviewing Integrity:

(i) Entries in the Annual Performance Report relating to integrity should

be taken into account by the Review Committee. Even if a particular
remark on integrity has not been communicated to the Officer or if the
remark is of general nature, the Review Committee could take into
account the remarks as well as the general reputation of honesty/
integrity that he/ she enjoys, while reviewing any proposal for
premature retirement on the above grounds. The Committee shall also
take into consideration of ODI (Officers of Doubtful Integrity) & AL
(Agreed List) for the purpose.

(ii) While considering integrity of an Executive, actions or decisions

taken by the Executive which do not appear to be above board,
complaint received against him or suspicious property transaction for
which there may not be sufficient evidence to initiate departmental
proceedings, conduct unbecoming to the Company’s interest or
obstruct efficiency may be taken into account.

(iii) In a number of cases, Officers take action for concluding contracts,

settling claims, assessing taxes or duties payable, etc. Doubts may
have arisen relating to the bona fide nature of the action taken by the
Officer but on account of inadequate proof it may not have been
possible to initiate action for a regular departmental inquiry, leading
finally to a punishment of the nature that may find entry in the ACR/
PAR dossier of the Officer. But the personal file of the Officer may

P a g e | 610
 have details of the nature of doubt that arose regarding the integrity of
the Officer and the result of the preliminary investigation that was
carried out and this would constitute vital information.

C) Where Disciplinary proceedings are in progress:

In a case where on an alleged misconduct, a departmental inquiry has been

conducted and the stage has been reached for a decision by the Competent
Authority on the punishment to be imposed, it would not be appropriate to
issue, instead, an order of premature retirement. However, there may be
cases where there is independent material to justify the premature
retirement of an Officer, either on the ground of inefficiency or lack of
integrity; the Review Committee may, in such cases, formulate its
recommendations. Further, where no departmental inquiry has been
initiated and the specific allegations of misconduct puts the integrity of the
Officer concerned in question, then the procedure under Premature
Retirement has to be considered.

9. Approval of the Competent Authority

The Competent Authority under Clause 15.8 of Common Coal Cadre should
bonafide form an opinion to retire the Executive in exercise of powers
conferred by that provision and this decision should not be an arbitrary
decision or should not be based on collateral grounds. Accordingly, in every
case where it is proposed to retire an Executive in exercise of powers conferred
by the said rule, the Competent Authority should record in the file its opinion
that it is necessary to retire the Executive in pursuance of the aforesaid rule.

IV. Consideration of representation against order of Premature Retirement

Representations against an order of premature retirement, under Clause 15.8 of

Common Coal Cadre, received from the Executive shall be considered in
accordance with the following procedure:

1) An Executive who has been given a notice of retirement under the provisions
mentioned above, or who has been issued with an order of premature
retirement by payment of pay and allowances in lieu of notice, may submit
a representation within TWO weeks from the date of service of such
notice/order.

2) On receipt of a representation, the Executive Establishment department of

concerned subsidiary/CIL should examine the same to see whether it
contains any new facts or any new aspect of a fact already known but which
was not taken into account at the time of issue of notice/order of premature
retirement. This examination should be completed within two weeks from
the date of receipt of the representation. After such examination, the case
should be placed before the Representation Committee, for the purpose of
considering the representations against premature retirement.

3) The Representation Committee referred above shall be a Committee of 3

CMDs of any of the subsidiaries duly formed from time to time. However,
P a g e | 611
 the CMD of the subsidiary where from the case was initiated will not be a
member of the Representation Committee.

4) The Committee considering the representation shall make its

recommendations on the representation within two weeks from the date of
receipt of the reference from the concerned EE department. The Committee
shall submit its recommendation to CIL Board which shall be the Authority
empowered to pass final orders on the representation, which should stand
finally disposed within a period of six weeks from the date of its receipt.

5) If, in any case, it is decided to reinstate a prematurely retired Executive in

service after considering his representation in accordance with these
instructions, the period intervening between the date of premature retirement
and the date of reinstatement may be regulated by CIL Board as duty, or as
leave or as dies non, as the case may be, taking into account the merits of
each case.

6) Representations from Executives who have been served with an order of

premature retirement, but have obtained stay order(s) from a court against
the order of premature retirement, will not be considered until the disposal
of the court case. Thereafter, the cases may be examined as outlined above
but also taking into account any material substantive decision that may have
been given in the court judgement.

7) In case of reinstatement, the notice salary already paid may be adjusted

against dues or recovered from the pay.

V. General Instructions

1) The Head of Executive Establishment Departments of CIL & subsidiaries, as

the case may be, shall ensure that all the cases that are ripe for review are
placed before the Review Committees & Competent Authority well in time.

2) If the Competent Authority passes speaking orders for premature retirement

of an Executive in Public Interest, the Executive should be given three
months’ notice in writing or three months' pay and allowances in lieu of such
notice while retiring him from service. In computing the notice period of three
months, the date of service of the notice shall be included.

3) No show-cause notice need to be issued to any Executive before a notice of

retirement is issued to him under the aforesaid provisions.

4) An extract of the recommendation of the Review Committee should be added

to the Personal file of the Officer concerned.

5) The order of Premature retirement shall not be passed as a shortcut to avoid

departmental enquiry when such course is more desirable. In cases where
action has been initiated for imposing a penalty and the proceedings are in the
final stages, the disciplinary proceedings may be finalized before retiring the
Officer prematurely.

P a g e | 612
6) In all cases of Premature retirement, wherein it has been decided to retire an
Officer by giving him 3 months’ salary in lieu of three months’ notice, the
retirement order and the notice salary should be paid on the date of issue of
the order.

7) In the case of Executive on leave, the procedure would be either to recall the
Officer from leave and serve the orders of retirement when he joins duty or
wait for the Executive to join duty on the expiry of leave and then serve the
order.

8) In the case, if it is found that an Officer is evading the receipt of the order of
Premature retirement, then the procedure indicated below should be followed
for service of the order: -

a. If such Executive is not found, by serving it at his last known place or

residence or by giving it to an adult member of his family, or

b. If the address of such person is known, by sending it to him by registered

post, or

c. If none of the means aforesaid is available, by affixing it in some

conspicuous part of his last known place of residence.

d. The scanned copy of the letter may also be sent to the email id of the
concerned Executive.

e. Necessary recording of service of order should be maintained.

f. In all these cases, the Executive Establishment department should ensure

that there is no time lag between the date of issue of orders and the date
of serving such an order.

9) The Executives, on Premature retirement, shall be entitled to all retirement

benefits of the Company at par with the Executives on superannuation. All
the terminal dues admissible to the Executive shall be settled within one
month from the date of the order.

10) When an Executive retired prematurely has been restored to duty, reference
of his Premature retirement and reinstatement should not be made while
considering his name for Promotion or for any other selection.

11) An Executive who has been served with a notice under the said Clause shall
not be considered for transfer during the notice period.

12) While scheduling Departmental Promotion proceedings, the schedule of

review shall be kept in mind so that the periods of DPC proceedings and the
review under the said Clause do not occur concurrently.

P a g e | 613
 Annexure I
Form R/1

Notice for Retirement on Superannuation

Shri/ Smt ……………………………………. Designation ………………………………

Presently posted …………………………………….. is hereby informed that he/ she on
attaining the age of sixty years on …………………. 20 …………. shall retire on
superannuation from service with effect from the afternoon of …………………………..
(date)

Signature:
Date:
Signature of the appropriate authority
Designation:

Acknowledgement

I …………………………… now holding the post of …………………………………..

hereby acknowledge the receipt of the notice of retirement on superannuation.

Place:
Date:
Signature of the executive
Designation:

P a g e | 614
References

1 Chapter XV of Common Coal Cadre – Amendments upto 30.11.1984.

2 OM No. CIL/C-5A(vi)/50729/250 dated 05.12.1990.

3 OM No. CIL/C-5A(vi)/50729/CCC/20 dated 27.05.1998.

4 OM No. CIL/C-5A(vi)/50718/101 dated 05.11.1998.

5 OM No. CIL/C-5A(vi)/VRSMG/238 dated 01.01.2003.

6 OO No. CIL/C5A(PC)/Probity/2273 dated 01.09.2017.

P a g e | 615
Contributory Post Retirement Medicare Scheme
for Executives of CIL & its Subsidiaries

Table of Contents

1.0 Title and Commencement 617

2.0 Eligibility 617

3.0 Benefits 618

4.0 Contribution 621

5.0 Procedure 622

6.0 Claim 623

7.0 General 625

8.0 Annexures 626

References 633

616 | P a g e
 Contributory Post Retirement Medicare Scheme for
Executives of CIL & its Subsidiaries

1.0. Title and Commencement

The scheme shall be known as “Contributory Post Retirement Medicare Scheme

for executives of Coal India Limited and its Subsidiary Companies”[1]. The
scheme comes into force with immediate effect and supersedes earlier scheme.
1.1. The scheme is to provide Medicare to the retired executives including Board Level
appointees of Coal India Limited and its subsidiary companies and their spouses.

1.2. Membership shall be reckoned from the date of Registration under the scheme in CIL
and or subsidiary companies as the case may be.

2.0. Eligibility
2.1. The Scheme will apply to the following categories of separated Executives of Coal
India limited and its subsidiary companies:

Executives, who separate from the company on account of retirement on attaining

the age of superannuation or are separated by the company on Medical grounds or
retirement under Voluntary Retirement Scheme under Common Coal Cadre or
Voluntary Retirement Scheme formulated and made applicable from time to time.

Membership under the scheme will not be extended to executives who resign from
the services of CIL and its subsidiaries.

The Board Level appointees, who are separated from the company after completion
of the full tenure as per terms of appointment or before, are eligible to become
member under the scheme. However, in case of leaving the company prior to
completion of tenure, they are eligible to become member under the scheme after
attaining age of superannuation and in case of death prior to superannuation, their
spouse may become member, provided they do not get similar facilities either in
individual capacity or as dependant in any other PSU. Provided they do not get
similar facilities either in individual capacity or as dependent in any other PSUs. The
Board level appointees are eligible for benefits irrespective of number of years of
service put in, in the company.

1
Approved by CIL Board in its 240th meeting held on 08.03.2008. Communicated vide letter No. CIL/C-
5B/IR/Post Retirement Medical/96 dated 25.04.2008.

Amendments upto 28.12.2012 was issued, as per the approval of CIL Board in its 289 th meeting held on
18.09.2012, vide OO No. CIL/C-5A(PC)/CPRMSE/207 dated 28.12.2012.

Previously administered vide OM No. CIL/C5A(vi)/50706/A/213 dated 01/09.11.1990 which was amended
vide OM No. CIL/C-5A(vi)/50706/A/226 dated 07.01.2000.
617 | P a g e
 Note: [2]
The post-retirement medical benefits will be linked to requirement of superannuation
and minimum of 15 years of continuous service for other than Board level
Executives. The post-retirement medical benefits shall be allowed to Board level
Executives (without any linkage to provision of 15 years of service) upon completion
of their tenure or upon attaining the age of retirement, whichever is earlier.

2.2. In case of death of a retired executive before becoming member, his/her spouse
would be eligible for membership provided the spouse does not get similar medical
facilities either as a dependant or in individual capacity.

2.3. In case of death of the retired executive, who has been availing of the benefits under
the Scheme, his/her spouse will continue to avail the benefits under the scheme
subject to his/her spouse continuing to meet the terms and conditions of the Scheme.

2.4. In case any of the retired executive and or spouse is having Medi-claim/Medical
Insurance Policy from any Insurance Company in individual capacity for which
he/she has to pay premium can continue the said Policy for getting medical benefit.

2.5. The spouse of an executive who dies while in service is eligible for membership
provided he/she is not considered for employment on compassionate ground and
he/she does not get similar medical facilities either as a dependant or in individual
capacity.

3.0. Benefits

The Medical Benefits to the retired executives and their spouses under the scheme
will be admissible for the treatment taken only within India and would be regulated
as under:

3.1. Traveling expenses or allowance would not be admitted for journey undertaken for
the purpose of obtaining Indoor or Outdoor treatment either for self or spouse. In case
of non- ambulatory patient, ambulance charges will be paid in case the ambulance is
provided by the Empanelled hospitals.[3]

3.2. Reimbursement of medical expenses for indoor and outdoor treatment will be
regulated on the following terms and conditions: -

3.2.1. Indoor Treatment

a.
(i) Where there is no CIL empaneled Hospital at places where the retired
executives reside/ unable to go to such empaneled hospitals/ Diagnostic
Centres, the retired executives can avail the medical facilities from other PSU
Hospital/ other PSUs empaneled Hospital, ESI Hospital, Government
hospital including hospital under Municipal Corporation or Hospital/
Diagnostic Centres empaneled by CGHS subject to CGHS rates for the items

2
Incorporated vide OM No. CIL/C5A(PC)/Pay Revision 2017/2972 dated 08.08.2018.
3
Amended vide Corrigendum No. CIL/C5A(PC)/CPRMSE/420 dated 02.07.2015.
618 | P a g e
 covered under CGHS and referred by Company Doctor or other extant
guidelines and claim reimbursement of expenses incurred. [4]

(ii) In case of emergency, like Heart attack, accidents, etc., or due to non-
availability of empanelled hospitals in a particular town or city, if any retired
executive and/or spouse undertake medical treatment in hospitals/ nursing
homes other than mentioned above, the reimbursement will be admissible as
per the MAR rate. Such payments will be released on case to case basis on
obtaining approval of Dir. (P&IR), CIL or CMDs of the subsidiary companies
as the case may be.

Further in such situations if treatment is received in NABH accredited or

super speciality hospital, reimbursement will be restricted to maximum MAR
rates.

However, in case treatment is undergone in Company approved Hospitals or

Nursing Homes, reimbursement will be done as per actual or CGHS rate
whichever is less. Where CGHS rate is not available, payment should be
made as per MAR.

In case of treatment undertaken in non- empanelled hospitals in non-

emergency situations prior intimation should be given to the respective CMS
of subsidiary companies or Dy. CMO, CIL as the case may be.

(iii) 100% Cashless Treatment shall be permitted at the empanelled hospital or

hospitals notified by CIL.

(iv) However, in case of any inadmissible amount, the same shall be adjusted in
future from half-yearly payment or from any other amount payable to the
retired executive/spouse as the case may be.
For the treatment obtained at company’s hospitals by the members/spouses,
no charges will be charged from the members/spouses. However, for the
purpose of accounting under the scheme, a notional rate of 40% treatment
cost will be charged to the retired executives' account.

b. Eligibility for indoor admission will be restricted in the Ward/ Cabin per the
following entitlement:

Sl.
Entitlement Grade
No.
Retired Board level executive and
1 Deluxe room
executives of E9 grade
Retired executives of E8 and E7
2 Individual cabin
grade
3 Twin sharing cabin Retired executives E1 to E6 Grade

4
Amended vide OM No. CIL/C-5A(PC)/CPRMSE/2005 dated 01.04.2017.
619 | P a g e
 c. The maximum amount reimbursable during the entire life for the retired
Executives and spouse would be ₹25 lakhs jointly and/or severally on floater
basis i.e., any member of the couple can avail the combined amount of ₹25 lakhs
irrespective of single or couple membership. This limit should be applicable in
respect of General Diseases only i.e., other than the diseases for which the upper
limit is not applicable.

Cost of the treatment in OPD of empaneled hospitals would also be permitted

and the same will be adjusted against the maximum applicable limit of ₹25 lakhs.
[5]

d. No limit will be applicable in case of the treatment of the following diseases:

(i) Heart and Vascular diseases involving surgical or interventional therapy

(ii) Cancer
(iii) Renal disease
(iv) Paralysis
(v) AIDS &
(vi) Addison’s disease & Adrenal Histoplasmosis.[6]

The detailed clarification of the diseases for which there is no limit and for which
medical treatment will be provided is furnished below:

(i) Heart disease including surgical Interventions: This will include (1)
Coronary Artery By Pass Grafting (2) Coronary Angioplasty including cost
of stent (3) Pacemaker implantation including cost of Pacemaker (3) Any
other surgical intervention required for heart disease. Payment may be made
on actual basis or on the basis of CGHS approved rate whichever is less.

(ii) Cancer: This will include (1) cost of Chemotherapy taken at home as
prescribed by the concerned Oncologist of notified hospital provided the
cost does not exceed the cost of Chemotherapy taken at Indoor or Day Care
Centre. (2) cost of investigation for follow up treatment of Cancer patient
to evaluate progress and metastasis (may be twice in a year or more) based
on advice of the concerned Oncologist of the notified hospital (3) cost of
Palliative treatment i.e., end stage treatment of cancer patients at home.
Payment may be made on actual basis or on the basis of CGHS approved
rate whichever is less.

(iii) Renal Disease: This will include Peritoneal Dialysis including CAPD
(Continuous Ambulatory Peritoneal Dialysis) taken at (1) Indoor i.e.,
hospital (2) Day Care (3) At home provided the cost does not exceed the
cost of dialysis taken at Day Care or Indoor. Payment may be made on
actual basis or on the basis of CGHS approved rate whichever is less. Organ
failure inclusive of transplant and follow up outdoor treatment will also be
included.

5
Amended vide OM No. CIL/C5A(PC)/Superannuation/341 dated 01.01.2020.
6
Amended vide OM No. CIL/C-5A(PC)/CPRMSE/2005 dated 01.04.2017.
620 | P a g e
 (iv) Paralysis: The term may be defined as “Neurological Disorder” instead of
Paralysis. This will include (1) Surgery – Brain & Spine Surgery (2)
Cerebra Vascular Accident (3) Cost of Pacemaker in Brain Surgery (deep
brain stimulation surgery) (3) Physiotherapy – Payment may be made on
actual basis or on the basis of CGHS approved rate whichever is less. Cost
of DBS implants, intrathecal pumps and spinal stimulators cord
physiotherapy (both indoor and outdoor/domiciliary) will be reimbursed as
per CGHS rates or actual whichever is less.
The cost of treatment for the above diseases shall be dealt separately and the
same will not come under the purview of normal limit meant for general
diseases.

3.2.2. Outpatient/Domiciliary Treatment [7]

The amount payable per year for Outpatient/ Domiciliary treatment would be
₹36000/- (Rupees Thirty six thousand) for all the retired Executives irrespective of
their date of retirement for couple/ single membership.

3.2.3. Such of the members who receive Medicare in the Company hospitals/dispensaries
of the Company will not be entitled for any payment under the sub-clause 3.2.2
above.

Note: [8]
The Schedule rates given under Chapter 5 of Medical Attendance Rules have been
replaced by CGHS rates vide OM No. CIL/C5A(PC)/MAR/2829 dated 08.05.2018
is applicable under CPRMSE also.

4.0. Contribution
a) Executives who have retired before 01.01.1992 would be required to contribute
Rs. 10000/- (Rupees Ten thousand only) for self and spouse.

b) Executives who have retired after 01.01.1992 and before 01.01.1997 would be
required to contribute Rs. 20000/- (Rupees Twenty thousand only) for self and
spouse.

c) Executives who have retired after 01.01.1997 and before 01.01.2007 will
contribute Rs. 40000/- for self and spouse.

d) In case of single beneficiary whose benefit will be limited to RS. 12.5 lakhs, the
contribution would be 50% of the amount mentioned against each.

e) Executives who have retired after 01.01.2007 will have to deposit an amount
equivalent to Rs. 40000/- minus the amount contributed by the employer from
01.01.2007 by way of 2% [9] of basic plus DA per month for the post
superannuation medical benefit. For the single beneficiary the amount would be

7
Amended vide OM No. CIL/C5A(PC)/Superannuation/341 dated 01.01.2020.
8
Clarified vide letter No. CIL/C-5A(PC)/CPRMSE(CGHS)/147 dated 28.06.2018.
9
Amended due to OM No. CIL/C5A(PC)/Superannuation/341 dated 01.01.2020.
621 | P a g e
 Rs. 20000/-minus the amount contributed by the employer from 01.01.2007 by
way of 4% of basic plus DA per month for post superannuation medical benefit.

f) The executives who will retire after issuance of the order of modification of the
scheme will not be required to contribute towards the membership under the
scheme as 4% of Basic plus DA per month for post superannuation medical
benefit will be contributed by the employer unless the aggregate amount
contributed by the employer falls short of Rs. 40000/- in which case the officer
shall be required to pay the difference.

g) The excess amount deposited by the retired executives as contribution, if any, as

per pre-revised scheme for becoming member, shall be refunded by the
concerned company, where the amount has been deposited.

h) The contribution shall have to be deposited with the Company from where the
executive has retired/superannuated.

4.1. The membership amount is subject to revision from time to time.

4.2. The contribution, as above, shall be payable in advance before availing the benefits
of the scheme.

4.3. Contribution once paid shall not be refunded.

5.0. Procedure
5.1. An eligible executive, who intends to avail of medical benefits under the scheme
shall apply for the purpose to the Head of Executive Establishment Department of
Coal India Limited or its subsidiary companies from where he/she has retired along
with membership amount. Such executives will have option to get medical
reimbursement either from the company where from he/she has retired or any other
subsidiary company or from the Head Office of Coal India Limited, Kolkata. The
retired executives settled in the region of North Eastern Coalfields will be served
from the office of the Chief General Manager or Head of the North Eastern
Coalfields, Margherita. This option shall have to be submitted at the time of making
application for becoming a member of the scheme.
He/she will have option of changing the subsidiary company/CIL (HQ) for getting
medical reimbursement but not more than two times.

5.2. The Executive Establishment Department will, after scrutiny of the applications and
verification of the eligibility conditions, as mentioned in the Scheme, shall duly
register the retired executive concerned and issue a Medical Card to him/her
(Annexure-‘A’), which shall permit the beneficiary/beneficiaries to avail the
benefits. Intimation to this effect shall also be given to Head of Finance and Chief of
Medical Services of the Company.

Declaration of nominee is required to be given by the retired executive/spouse as the

case may be at the time of becoming member under the scheme for submitting the
claim in absence of retired executive and/or spouse. In respect of the retired

622 | P a g e
 executives who have already become member under the scheme shall submit the
name of the nominee separately, if necessary.

5.3. This will be admitted on receipt of the prescribed amount of contribution from the
retired executive. The amount will be remitted by Bank Draft drawn in favor of Coal
India Limited or its subsidiary /North Eastern Coalfields as the case may be.
5.4. All the retired executives and/or spouse will have to submit a ‘Life Certificate’ every
year in the month of December. The ‘Life Certificate’ may be issued by any one of
the following persons:

i) The Branch Manager of the Bank where the concerned retired executive and/or
spouse is maintaining the single-owned Savings Bank Account.
ii) A Gazetted Officer of Central Government or State Government
iii) A registered Medical Practitioner
iv) Officer of the company from where the medical facility is obtained.

5.5. The Medical Card will be revalidated on yearly basis on submission of 'Life
certificate'. Non submission of ‘Life certificate' will make the medical card invalid.

6.0. Claim
The following procedure will be followed for claiming benefits to the members:

6.1. Payment of Outpatient/ Domiciliary Treatment

The amount payable for outpatient/ domiciliary treatment for the member and spouse
taken together would be as provided under clause 3.2.2. This will be paid in two equal
installments on half yearly basis in July and January every year. In case the first
installment becomes due before completion of six months from the date of enrolment,
the amount payable would be on prorata basis.

The first half-yearly claim on prorata basis of the amount so fixed shall be submitted
by the retired executive/spouse as the case may be in Annexure-B1 Form to Chief of
Medical Department of concerned subsidiary/CIL Hqrs./NEC as the case may be who
would process the same for payment through Finance department. The subsequent
half-yearly payments for Outpatient/Domiciliary Treatment i.e., 50% of the amount
as per the Policy shall be released directly by Finance department and the amount
shall be credited to the Savings Bank Account of the retired executive and or spouse
as per their declaration.[10] The retired executive/spouse while submitting the first
claim in Annexure-B1 Form shall mention the name of Bank and Branch together
with Savings Bank Account Number and a copy of the self attested Pass Book of the
said Savings Bank Account shall also be submitted. The modified B1 Form for
submitting claim is enclosed accordingly.

The concerned Finance departments of CIL and subsidiary companies as well as NEC
shall develop a system of directly crediting the account of the concerned retired
executives/spouse for releasing the payments half-yearly for Outpatient/Domiciliary
Treatment. So long such system is not developed, A/C Payee Cheque should be

10
Amended vide OM No. CIL/C5A(PC)/Superannuation/341 dated 01.01.2020.
623 | P a g e
 issued for releasing payment and the same should be sent to the address of the
concerned retired executives/spouse by registered post. The claim will be settled and
payment released within 30 days of First submission. The subsequent installment
would be released when due subject to the condition stipulated at 5.4 above.

6.2. Reimbursement of charges for hospitalization (Indoor treatment)

As far as possible, in the empanelled hospitals the payment will be made by the
company directly and there is no need for reimbursement either for OPD or Indoor.
However when the expenses are not paid by the company the following procedure
will follow:

For claiming reimbursement of medical expenditure incurred by the beneficiaries

covered under the scheme, the retired executives shall prefer claim on quarterly basis
viz. Quarter Ending 31 March, 30 June, 30 September and 31 December to the Head
of the Medical Dept. of concerned subsidiary/CIL Hqrs./NEC as the case may be in
the form prescribed at Annexure-B2 & B3 together with a self attested photocopy
of the Medical Card. The claims after scrutiny would be processed by the head of
Medical Dept. and forwarded to the concerned Finance Deptt. for arranging payment.
The claims shall be settled within a maximum period of 45 days from the date of its
submission.

a) Treatment and consequential charges on account of admission to a ward higher

than the entitlement, for the period of stay beyond the duration specified in the
package deal rates and other charges on account of telephone, cost of cosmetics,
toiletries, tonics and other inadmissible items as per Medical Attendance Rules
applicable to the working executives will not be reimbursed.

b) Treatment/surgeries/procedures and room rent as admissible and levied by the

concerned Govt. Hospitals or notified hospitals will only be payable.
c) Wherever package deal rates for certain procedures/surgeries are applicable,
the company’s liability will be to the extent of such package deal rates only.
6.3. Other conditions

The Company shall not be liable to reimburse any expenses whatsoever incurred by
the retired employee in connection with or in respect to:

i) Venereal disease, psychiatric treatment, intentional self injury, intemperance or

the use of intoxicating drugs or liquor or/and injury, disease or illness directly
or indirectly attributable to one or more of these causes.
ii) Charges incurred for diagnostic or Radiological or laboratory examinations or
other diagnostic test not consistent with and incidental to the diagnoses and
treatment of any ailment, sickness or injury and not prescribed by Authorized
treating Doctor.
iii) Expenditure on special nursing.
iv) Expenditure towards cosmetic surgery.
v) Travelling expenses for outstation treatment.

624 | P a g e
6.4. Notified hospitals

The hospitals empanelled by CIL and or its subsidiaries would be considered as

notified hospitals. The list of the notified Hospitals shall be uploaded in CIL website
and the retired executives shall follow the same.

7.0. General
In case any doubt arises regarding the genuineness or otherwise of the claims
preferred by the retired executive, the company reserves the right to direct the
beneficiary to present himself/herself before a Medical Board and that no-
reimbursement will be made till the recommendation of the Medical Board is
received in this regard.

7.1. If it is found that there is a misuse of the benefits under the scheme by any
beneficiary, he would be debarred from the benefits under the scheme. If it is found
that there is misuse of the benefits under the Scheme by any beneficiary, he/she may
be debarred from the benefits under the scheme.

7.2. The company reserves the right to amend, modify or discontinue the scheme, in part
or full. Further Chairman, CIL and/or Director (P&IR), CIL is authorized to amend,
modify and approve any relaxation of minor nature in the Contributory Scheme of
post retirement facility.

7.3. The power to interpret these rules is reserved with the Director (P&IR), CIL and his
interpretation will be final.

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 Annexure-A

Medical card
CIL Contributory Post Retirement Medicare Scheme for Executives
Registration No:

Photograph of the member Photograph of the spouse Photograph of the nominee, if any

Sr. No. Particulars Details

1. Name of the retired executive with EIS no.

2. Name of the spouse

3. Date of retirement

4. Designation at the time of retirement

5. Scale of pay and basic pay as on the date of retirement

6. Company along with mine/ establishment/ unit from

where retired

Company/Establishment where Registered for Medical

Benefits under the scheme

7. No. and date of demand draft remitted with name of the

issuing bank (If applicable)

8. Permanent address

9. Present address with telephone no. and email id

10. Name of the nominee with relationship, if any

626 | P a g e
 11. Address of the nominee

12. Company opted for claiming reimbursement

Declaration
Certified that myself and my spouse are not availing any medical facilities from or through
the Central/State Government/Public Sector Undertaking/Quasi Government body or any
Medical Insurance Company either in individual capacity or as dependent. (applicable for
executives who have retired prior to 01.01.07).

(Signature of the Retired executive) (Signature of the spouse) (Signature of the Nominee)
__________________________________________________________________________________________

For office Use

Received Rs. …………………. Vide Draft No …………………… dated

…………………

Date, Stamp & Signature of receiving Officer

Validity Period of the Card

From ……………. To ……………….
Date of issue …………………
Signature of Issuing Authority with seal

627 | P a g e
 Annexure B-1
Contributory Scheme for Post-Retirement Medical Facilities for Expenses (Clause
6.1)
CLAIM FORM FOR PAYMENT OF OUTDOOR TREATMENT EXPENSES

Period of Claim: Half year ending 30th June____________ / 31st

December______________

1 Name & grade of the retired

executive/spouse
2 PIS No.
3 Registration No. of Medical Card
4 Fixed Amount for Outdoor/Domiciliary
treatment Based on date of retirement
(Rupees)
5 Amount Claimed (Rupees/Paise)
6 Name of Bank and Branch with single-
owned Savings Bank Account Number
where the amount shall be credited and
Present Address at which Cheque is to
be sent
(To be certified by the retired executive)
i. The statements made in the claim are true to the best of my knowledge and belief
ii. I am a member of Contributory Scheme for Post-Retirement Medical Facilities and my
Medical Card is valid since __________________
iii. I continue to fulfill the conditions of eligibility for availing the benefits under the scheme
iv. The Medical expenses were incurred for self/spouse
v. I fully understand that the Company may refuse/terminate my membership of the scheme
at any time without any notice and without assigning any reason.
vi. Certified that myself and my spouse are not availing any medical facilities from or through
the Central/State Govt./Public Sector Undertaking/Quasi Govt. Body or any Medical
Insurance Company either in individual capacity or as dependent

Date :
Signature of the retired executive/spouse
______________________________________________________________________________
The claim has been scrutinized and recommended for payment of Rs………………
(Rupees_________________________________________) only
Chief of Medical Service
(To be filled in by the Accounts Department)

Claim passed for payment of Rs. _________ Rupees (in words)

_______________________________

Accountant Sr. A.O/A.O. Date :

628 | P a g e
 Annexure B-2
Claim form for payment of medical expenses incurred by the retired executive

1 Name & Code

2 Registration of medical card

3 Present address at which cheque is to be sent

1 Name of the patient

2 Relationship with the retired executive

3 Place at which patient fell ill

4 If treatment taken at place other than place of

residence, give reasons

5 Name of the doctor & hospital from where

treatment taken

6 Qualification of the doctor

Note:
1) Doctor’s prescription and cash memos in original should be attached.
2) Receipts of amount claimed should been closed.
3) Separate claims should be prepared for each patient and each spell of treatment.
(To be certified by the retired executive)
I hereby declare that:
i) The statements made in the claim are true to the best of my knowledge and belief.
ii) I am a member of Contributory Scheme for Post-Retirement Medical Facilities and my
Medical Card is valid since __________________________.
iii) I continue to fulfill the conditions of eligibility for availing the benefits under the scheme.
iv) The medical expenses were incurred for self/spouse.
v) I fully understand that the company may refuse/terminate my membership of the scheme at
any time without any notice and without assigning any reasons.
vi) I and my spouse are not availing any medical facilities from or through the Central/ State
Government/ PSU/ Quasi Government body either in individual capacity or as dependent

Date:
(Signature of the retired executive/
living spouse in case of
death of retired executive)
_______________________________________________________________________
_______The claim has been scrutinized and recommended for payment of
Rs…………………….. (Rupees …………………………………………………………….) only
.
629 | P a g e
 Chief of Medical Services
(To be filled in by the Accounts department)

Claim passed for payment of Rupees (in words) _____________________ (in figures)________

Accountant Sr. A.O./A.O. Dated

630 | P a g e
 AnnexureB-3
(Details of the amount claimed)
Hospitalization case Amount
Rs. P. Rs. P.
1. Consultation fees 5. Accommodation
Date Amount charges for the period
a) From :
b) To :
c) @Rs………………per
TOTAL (1) day.
2. Injection 6. Surgical operation or
Administration Fees confinement charges
Date Amount
a)
b)
c)
TOTAL (2)
3. Medicines purchased from 7. Cost of medicines
market
Date Amount
a)
b)
c)
TOTAL (3)
A. TOTAL (1+2+3) C. TOTAL (5+6+7)
4. Pathological/other tests
Name of the test Total amount claimed
Amount (A+B+C)
a)
b)
c)
B. TOTAL (4)
Date:
(Signature of the retired executive/living spouse in case of death of retired executive)

Details of amount disallowed

Reasons Amount
1.
2

631 | P a g e
 Life Certificate [11]

To whom it may concern

This is to certify that Shri/ Smt __________________________________, son of _______________

Shri/ Smt ________________________________wife of
___________________________residing at ___________________________________ are/is
known to me and alive at the time of issuing this certificate. The certificate is issued for release of
payment for outdoor/domiciliary treatment under CPRMSE of CIL.

The signature/s of the above mentioned person/s is/are attested hereunder.

(Signature of the retired executive) Shri/ Smt____________________ :______________

(Signature of spouse) : ____________________ :______________

________________________________________________
Signature of Registered Medical Practitioner with Reg. No. OR
Gazetted Officer of Central/State Govt. OR
The Branch Manager of the Bank where the
retired executive/spouse is holding S.B A/C OR
Any officer of the company from where the medical facility is obtained
With Seal /Stamp
Date:_____________________
Registration No. of Medical Card: CPRMSE/_
Note: Please note that in case of couple membership, signature of the executives and their spouse
is mandatory.

11
Amended vide OO No. CIL/C-5C/125/CPRMSE/222 dated 14.11.2013.
632 | P a g e
References

1 OM No. CIL/C5A(vi)/50706/A/213 dated 01/09.11.1990

2 OM No. CIL/C-5A(vi)/50706/A/226 dated 07.01.2000.

3 letter No. CIL/C-5B/IR/Post Retirement Medical/96 dated 25.04.2008.

4 OO No. CIL/C-5A(PC)/CPRMSE/207 dated 28.12.2012.

5 OO No. CIL/C-5C/125/CPRMSE/222 dated 14.11.2013.

6 Corrigendum No. CIL/C5A(PC)/CPRMSE/420 dated 02.07.2015.

7 Amended vide OM No. CIL/C-5A(PC)/CPRMSE/2005 dated

01.04.2017.
8 Letter No. CIL/C-5A(PC)/CPRMSE(CGHS)/147 dated 28.06.2018.

9 OM No. CIL/C5A(PC)/Pay Revision 2017/2972 dated 08.08.2018.

10 OM No. CIL/C5A(PC)/Superannuation/341 dated 01.01.2020.

633 | P a g e
 CIL Executive Defined Contribution Pension
Scheme – 2007

Table of Contents

1.0 Title, Commencement & Definitions 635

2.0 Applicability & Eligibility 640

3.0 Contribution Structure 642

4.0 Pension Benefits 646

5.0 Administration of the Pension Trust 650

6.0 Investment of Trust Fund 656

7.0 Audit and accounts 658

8.0 Miscellaneous Provisions 659

References 669

634 | P a g e
 CIL Executive Defined Contribution Pension Scheme – 2007
Chapter I

Title, Commencement & Definitions

1.1. Title & Commencement of the Scheme:

The Scheme will be called as "CIL EXECUTIVE DEFINED CONTRIBUTION

PENSION SCHEME - 2007"[1].

The Scheme shall come into force with effect from 01.01.2007.

1.2. Definitions

In this Scheme, where the context so admits, masculine shall include feminine,
singular shall include plural and vice versa and the following words and expressions
shall, unless repugnant to the context, have the following meanings:

a. “Act” shall mean the Income Tax Act, 1961 and the Indian Trust Act, 1982 as
the context requires.

b. “Accumulated Contribution/ Corpus” shall mean the aggregate of employer

and member contribution, if any, and interest accrued in a member’s account.

c. “Age of Superannuation” shall mean the age of 60 years or any normal age of
retirement as decided by the Company from time to time, on attainment of which,
an executive shall be entitled to superannuation pension or annuity.

d. “Annuity” shall mean the immediate or deferred annuity or annuities, payable by

the Annuity Service Provider to the members and/ or beneficiaries as per these
rules.

e. “Approved Superannuation Fund” shall mean the superannuation fund or any

part of the superannuation fund which has been and continues to be approved by
the Commissioner of Income Tax (CIT) in accordance with the Income Tax Act,
1961.

f. “Annuity Service Provider” shall mean any insurance company approved by

Insurance Regulatory and Development Authority (IRDA) for payment of
immediate or deferred Annuity, with which the Trust has entered into an
agreement for payment of Annuity to the members and/ or beneficiaries as per
these rules. There can be more than one Annuity service provider.

g. “Annuity Purchase price” means the cost of annuity.

1
Approved by MoC vide letter No. 49016/1/2017-CSR&W dated 28.05.2018.
635 | P a g e
h. “Beneficiary” shall mean a member of the Pension scheme and in case of death
of a member, shall mean his spouse and/ or child or children and/ or dependents
of a member, as nominated by the member, in respect of whom, the benefits are
payable under this scheme.

Provided that where there is any difference of opinion as to who is the beneficiary
in the event of death of a member, it shall be decided based on the legal heir/
succession certificate issued by Court of Law.

i. “Board” shall mean Board of Directors of Coal India Limited.

j. “Board of Trustees” shall mean Board of Trustees of the Coal India Limited
Defined Contribution Pension Trust”.

k. “Company” shall mean Coal India Limited or any of its subsidiaries (hereinafter
referred to as “the Company” or “CIL”) and its successors or assigns having its
registered office at Coal Bhawan, Action Area 1A, New Town, Rajarhat, Kolkata,
West Bengal - 7000156.

l. “Chairman Trust” shall mean Chairman of Board of Trustees of Coal India

Limited Defined Contribution Pension Trust.

m. “Children” shall mean legitimate children and includes adopted children, if

under the Personal law of the member, adoption of a child is legally recognized.

n. “Contribution” shall mean amount payable by the Company and the member as
specified in the Scheme.

o. “Commissioner” shall mean the Chief Commissioner/ Commissioner of Income

Tax having jurisdiction over the Pension Trust.

p. “Contributory Service” shall mean the period of actual service rendered by a

member for which the contributions to the fund have been received or receivable
as per the provisions of these rules.

q. “CPSE” means Central Public Sector Enterprise.

r. “Cost of Annuity” means the money deposited with the Annuity Service
provider for payment of annuity as per the provisions of these rules.

s. “Employee”/ “Executive” shall mean an employee of CIL & subsidiaries in the

Executive cadre of both Board and below Board level including trainees in
Managerial cadre and shall also include an Executive whose services are lent or
seconded by the Company to another CPSE or any affiliate and associate
including a Joint venture in which the Company has a stake.

636 | P a g e
t. “Employer” shall mean Coal India Limited (referred as “Company”) and every
power, authority and discretion vested in the Company, which shall be
exercisable by the Chairman cum Managing Director of the Company.

u. “Eligible employee” shall mean an employee who is eligible to join the pension
scheme as per these rules.

v. “Effective date” shall mean the date of commencement of the Scheme i.e.,
01.01.2007.

w. “Entry Date” in relation to the Executive who joined the Company on regular
rolls of the Executive cadre on or before the effective date shall be the effective
date (01.01.2007).

In relation to the Executive joined after the effective date, the date of joining the
Company in the Executive cadre.

In relation to an Executive who comes on deputation to the Company from any

other organization/ CPSE, the entry date shall be the date on which the executive
joins the Company on deputation.

In relation to the Executives joining the Company, retaining his lien in other
CPSEs, then the entry date shall be the date on which he joins the Company.

x. “Financial Year” shall mean a period of 12 months or part there of beginning

from 1st April of the year and ending on 31st March of the following year.

y. “Fund” shall mean CIL Defined Contribution Pension Fund.

z. “Family” shall mean Family as defined in the Coal Mines Provident Fund
Scheme.

aa. “Permanent Total disablement” shall mean such disablement of permanent

nature as incapacitate an employee for all work which he/ she was capable of
performing at the time of disablement, regardless whether such disablement is
sustained in the course of employment or otherwise and which result in cessation
of employment with the company.

bb. “Member” shall mean an Employee in the Executive cadre, who has been
admitted as a member in the scheme in accordance with the provisions of the
Scheme but shall not include an Executive who, having been admitted as a
member, has subsequently ceased to be eligible for membership as hereinafter
prescribed or who has ceased to be in employment of the Company by virtue of
removal from service, dismissal, Compulsory retirement (including Deemed)
under CDA Rules & resignation.

637 | P a g e
cc. “Master Policy” shall mean the policy issued by Annuity Service Provider which
incorporates the various annuities effected under the scheme for the benefit of the
members.

dd. “Notification Date” shall mean such date on which the Scheme is notified by the
Company.

ee. “Pension” shall mean annuities payable under the rules from the Annuity Service
Provider.

ff. “Pensioner” means the person who is in receipt of pension under the rules.

gg. “Rules” shall mean the rules of the Pension Scheme as herein set out and any
amendments made thereto from time to time.

hh. “Salary” means the Basic Pay including Special Pay and Personal Pay and
Stagnation Pay, if any, and Dearness Allowance payable to an employee while
on duty in accordance with the terms and conditions of employment, but does not
include any bonus, PRP, allowances by whatever name called, etc., payable to
the employee.

ii. “Scheme” shall mean CIL Defined Contribution Pension Scheme 2007 as
described in these rules and the Trust deed.

jj. “Separation” shall mean cessation of service of the employee with the Company
otherwise than by superannuation or permanent total disablement or death or
Voluntary/ pre mature retirement.

kk. “Superannuation” in relation to a member means the date on which the member
attains the normal retirement age.

ll. “Surplus account” shall mean an account which consists of undistributed

balances of employer contribution and interest accrued thereon of members, not
eligible for pension benefits under these rules.

mm.“Service Rules” shall mean the rules applicable to the employees of the
Company including the Company’s Conduct, Discipline & Appeal Rules and
other conditions of Service/ rules framed and implemented by the Company in
relation to terms and conditions of service of its employees.

nn. “Technical Formality Clause” – Resignations under “Technical Formality

Clause” includes resignations in cases where a Central Public Sector Enterprises
(CPSE) employee has applied for a post in the same or other CPSE through
proper channel and on selection to the said post, is required to resign the previous
post for administrative reasons. Resignation submitted for other reasons or if
Competent Authority has not allowed him to forward his application through
proper channel is a resignation, which does not come under the ambit of technical
formality clause and benefit of past service will not be admissible in such cases.

638 | P a g e
oo. “Trustees” shall mean the Trustees appointed/ nominated in Trust from time to
time for CIL Defined Contribution Pension Scheme 2007.

pp. “Trust” shall mean the Trust under which the Scheme is established to which the
employer and the members shall contribute their respective contributions, as
defined under the scheme.

qq. “Trust Deed” shall mean the Trust Deed executed by the Company for the
purpose of administering the Scheme in accordance with the provisions thereof
and shall include any amendments made thereto by appropriate deeds of
variation.

rr. “Years of Service” shall mean the period of continuous service in the Company
commencing from the date of Initial Appointment in case of Employees joining
in the Management Cadre. In case of Non Executives promoted/ appointed in the
Executive cadre, the year of service would be reckoned from the initial date of
appointment in the non-executive cadre, provided they were in the continuous
service with the Company. In case of Executives joining from other CPSEs, the
service rendered in the other CPSE will be counted as Year of Service, provided
they were in the continuous service with the other CPSE.

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 Chapter II

Applicability & Eligibility

2.1. Applicability:

Subject to other conditions stipulated in the scheme,

a. The Scheme will cover all the Employees borne on the regular rolls of the
Company (both Board level and below Board level), as on the effective date i.e.,
01.01.2007 and onwards.

b. Employees appointed/ promoted as Trainees in the Management cadre will be

covered under the Scheme.

c. The scheme will not be applicable to Executives on deputation to the Company

from the Central/ State Govt., those engaged on contract basis as Advisors/
Consultants, etc.

d. Executives working in other companies on deputation from CIL & subsidiaries

will be covered under the scheme.

e. All Board level & below Board level executives joining the Company on its
regular rolls after the effective date of the Scheme shall become member of the
Scheme from the date of joining the Company.

2.2. Eligibility Criteria

Subject to other conditions provided in the scheme, the following categories of

Executives will be eligible for Pension:

a. Executives who have superannuated/ who will superannuate/ who have taken/
will take Voluntary Retirement from the services of the Company after the
effective date. [2]

b. Executives expired/ ceased to be in Service on account of Permanent Total

Disablement, after the effective date, while in Service. [2]

c. Executives whose services are terminated on the grounds of continued ill health
by the Company after the effective date. [2]

d. Executives who are compulsorily retired under the provisions of “Pre mature
retirement” by the Company after the effective date. [2]

e. Deleted [2]

2
Amended due to OM No. CIL/C5A(PC)/Pay Revision 2017/2972 dated 08.08.2018
640 | P a g e
 f. In respect of Executives joining Board level posts in other CPSEs on PESB
selection or Executives joining Central Govt./ Central Govt. Organizations on
selection by the Central Govt. Ministries/ Departments to posts equivalent to the
Board level in CPSEs, the entire accumulated contribution can be transferred to
the other Organization. In case transfer of the amount is not feasible, refund of
accumulated contribution to the Executive will be allowed after attaining the age
of superannuation as per the Scheme.

g. Executives who have been removed or dismissed from service under CDA rules
would be eligible for Pension based only on the Member's contribution, if any,
and interest thereon.

h. CIL Executives on deputation/ lien to other CPSEs, when their salary payments
are made by the borrowing Organization, will be eligible to be covered under the
Scheme for the period of such deputation/ lien also, provided they join back CIL
and superannuate from CIL.

i. Subject to the terms and conditions of deputation, all executives joining the
company on deputation from other CPSEs will be covered under the Scheme. [3]

j. Admissibility of Pension to Executives against whom Disciplinary Actions are

pending at the time of superannuation will be regulated as per the CDA Rules of
the Company.

Note: [4]

The requirement of superannuation and of minimum of 15 years of continuous

service in the CPSE has been dispensed with for the Superannuation Pension.
2.3. Enrollment of Executives who have already retired, etc., after the effective date

Executives already retired, etc., after 01.01.2007 need to get themselves enrolled to
avail benefits under the Scheme. The Application, in the prescribed format, is to be
submitted to the CIL/ subsidiaries in which the ex-Executive served last.

3
Amended due to OM No. CIL/C5A(PC)/Pay Revision 2017/2972 dated 08.08.2018
4
Incorporated vide OM No. CIL/C5A(PC)/Pay Revision 2017/2972 dated 08.08.2018.
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 Chapter III

Contribution Structure
3.1. The Contribution shall be duly paid by the Company to the Trustees in respect of
each member at the rate mentioned in paras below on relevant dates specified
hereinafter.

a. Employer Contribution

i. Employer will contribute towards the Pension Scheme an amount restricted to

9.84% of the Basic Pay & DA minus the Central Government contribution
towards CMPS @ 1.67% of the salary limited to ₹1600/- (₹27/-) subject to the
following conditions:

a. No Government budgetary support for the operation of the Scheme.

b. The affordability to contribute towards pension and superannuation

medical benefits is required to be reviewed each year to ensure that the
additional expenditure on pay revision, including pension and
Superannuation medical benefits, remain within 20% of PBT. In the event
of the additionality exceeding 20% of PBT, the contribution towards the
pension and superannuation medical benefits will have to be restricted.

c. On Government acceptance of the Board of Trustees (CMPF) approved

enhancement of Employer’s contribution to Coal Mines Pension Scheme
to 7%, CIL is required to contribute to Coal Mines Pension Fund the
increased amount with effect from the date from which such increase is
effected.

d. The ceiling of 30% of Basic Pay + DA towards Superannuation Benefits

as per DPE guidelines is inclusive of the Central Government contribution
to CMPS @ 1.67% of the salary limited to ₹1600/- (₹27/-).
(Note: As per the approval of MoC communicated vide letter dated 28.05.2018.)

ii. Initial Contribution would be paid by the Company in respect of past services
of the eligible employees for the period commencing with the Entry Date till
the Notification Date.

iii. Subject to the provisions of these rules, the monthly contributions payable by
the Employer, with effect from the Notification Date, in respect of each
Employee on the regular rolls of the Company shall be credited to the
individual member’s account (as Employer Contribution) through the Trust
and shall be payable throughout the period of service of the member upto the
date of superannuation of the member or the date of death or the date of
permanent total disablement or completion of tenure, in case of Board level
appointees or date of separation, whichever is earlier.

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 b. Member Contribution

A member would also have an option to make voluntary contribution towards

pension as per the procedures to be notified by the Company/ Trust. Such
Contributions shall be recorded separately in the Member’s Pension Account as
Member’s Voluntary Contribution.

c. The Contribution payable under these rules shall be calculated on the Basic Pay
and Dearness Allowance, actually drawn during the whole month. Each
contribution shall be calculated to the nearest rupee, 50 paise or more to be
counted as a rupee and less than 50 paise to be ignored.

d. Notwithstanding any contract to the contrary, the Company shall not be entitled
to deduct the Employer’s Contribution from the salary of the member or
otherwise to recover it from him.

e. Employees Right of Lien over the post and his continuity in Membership

In case of an eligible employee who joins another CPSE but maintains lien over
the employment with the Company, the borrowing CPSE/ Government
Organization shall pay the Employer Contribution through the Company, to the
Fund. In the event such Employee rejoins the Company, the contributions shall
become payable by the Company and Employee from the date of rejoining the
Company as provided in the scheme.

In the event of not receiving the payment as above, for the deputation/ lien period,
such period will be ignored for calculating the Pension Fund for such
individuals.[5]

f. Contribution in respect of lateral recruits

For lateral entrants to the Company, the amount can be transferred from other
CPSEs to CIL, provided the same is agreeable to the concerned Organization.
Pension Corpus from CIL will be only for the service rendered in CIL. In case
any corpus is transferred from the earlier Organization, the same will also be
reckoned.

g. Contribution during the period of leave

In case of any kind of sanctioned leave including study leave with pay as per the
Company’s Service Rules, the Employer contribution under the scheme shall be
payable only up to period he is paid leave salary. In case of study leave, on
exhaustion of leave salary, no contribution shall be paid from Employer and the
contributions shall recommence from the date the employee rejoins the
company.

5
Amended due to OM No. CIL/C5A(PC)/Pay Revision 2017/2972 dated 08.08.2018
643 | P a g e
 In the event an employee is in sanctioned leave without pay, neither Employer
nor Employee contribution shall be payable for the period of leave without pay.

h. Contribution during the period of Suspension

During the period of suspension neither Employer Contribution nor Employee

Contribution shall be payable. However, in the event a suspended Employee
being reinstated, the Employer contribution under the Scheme for the period of
suspension may be payable, if the suspension period is regularized by the
Disciplinary Authority.

i. Payment of Contributions to Trustees

The Company shall pay the Employers Contribution and Members contribution,
if any, deducted from the employee to the Trust by 15th of the month following
the month of deduction.

j. Members Account

All contribution payable under these rules shall be accounted against the
individual members Pension account separately under the heading of Employer
Contribution and Members Contribution. Interest accrued shall also be credited
to the respective member’s pension account. All items of account shall be
calculated to the nearest rupee, 50 paise or more shall be counted as a rupee and
less than 50 paise shall be ignored.

k. Annual Statement

As soon as possible and latest within six months from the close of the year, every
member shall be given a statement of accounts which will contain details of
Employer and Members contribution and Interest accrued on such Contribution.
Statements shall be made up to date at the interval of one year. Such statement
shall be accepted as correct and binding on the Members save that if any
manifest error shall be found therein and notified by the member in writing
within six months after the date of making such entry, the same may be rectified.

l. Trustees Power to accept Transfer of Contribution from other

Superannuation/ Pension Funds

Employee joining the services of the Company from any other CPSEs having
similar Pension Scheme shall have the option of transferring their corpus to the
Fund. Such corpus transferred from previous CPSEs shall be credited to the
Members Pension account which shall be shown separately as Members
contribution and Employers Contribution. On credit of such amount, intimation
shall be given by the Trust to the concerned Member.

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m. Transfer of Members Contribution to other Superannuation/ Pension Fund

In the event of any member resigning from the services of the Company and
joining another CPSE having an approved Defined Contribution Pension
Scheme, the entire Corpus shall be transferred to such CPSE, on receipt of
request from the concerned member. However, employees who resign from
CPSE to join another CPSE, not having similar schemes, or any organization not
being a CPSE (irrespective of whether such scheme exists in that organization),
shall not be allowed the benefit of transferring their accumulated fund under this
scheme. However, the employee’s contribution along with accrued interest,
thereon, shall be refundable to the employees.

n. Bankers of the Fund

Trustees shall open an account of the Fund with any scheduled commercial bank.
All money received by the Fund by way of Contribution, Interest, redemption of
Investments or otherwise to the fund be deposited in the account so opened or
utilized for making payments under a scheme of Insurance or for purchase of
annuities referred hereinafter and settlement of pension benefits as per the
provisions of these presents.

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 Chapter IV

Pension Benefits
4.1. Benefits on Normal Retirement Age – Superannuation Pension

a. Upon retirement of a Member from the Company on reaching the Normal

Retirement Age, the member would be entitled to receive the pension benefits as
per these Rules.

b. Pension would be payable in the form of Annuity from the Annuity Service
Provider. Annuity Purchase Price would be equal to the Accumulated
Contribution in the Member Pension account including the amount, if any,
transferred from previous employer(s) and interest thereon.

4.2. Benefits on Death while in Service – Family Pension

a. In the event of death of a Member while in service of the Company, the Family
member(s) who has/ have been nominated by the Member as Beneficiary(s), shall
be entitled for payment of pension.[6]

b. Pension would be payable in the form of Annuity from the Annuity Service
provider. Annuity purchase price would be equal to the Accumulated
Contribution in the Member pension account including the amount, if any,
transferred from previous employer(s) and interest thereon.

c. Where the nominee is more than one, the amount of pension will be distributed
on the basis of apportionment in the nomination made by the Member.

d. In the absence of nomination, the amount of pension will be distributed among

the legal heirs as per the Succession Certificate to be produced by such legal
heir(s), from the appropriate court.

4.3. Benefit in Case of Total Permanent Disablement on Medical Ground

In the event of a Member ceases to be in the service of the company on account of

total permanent disablement, he shall be eligible for pension benefits as applicable in
case of superannuation. [6]

4.4. Benefits in case of Voluntary Retirement from Service (VRS)

In the event of the Member leaving the services of the Company under Voluntary
Retirement Scheme (VRS), pension benefits in such cases shall be regulated in terms
of such schemes applicable in respect of employees, as notified by the Company. [6]

6
Amended due to OM No. CIL/C5A(PC)/Pay Revision 2017/2972 dated 08.08.2018
646 | P a g e
4.5. Benefits in Case of Resignation etc., prior to Normal Retirement Age

a. In cases of resignation (excluding resignation covered under technical formality

clause) and in cases of compulsory retirement, removal, dismissal because of
disciplinary proceedings, payment of pension benefits shall be computed based
only on Members contribution, if any, and interest accrued thereon, as available
in the Member’s account as on the date of such separation from the service.

b. Pension would be payable in the form of Annuity from the Annuity Service
Provider.

c. The undistributed amount of Employer’s contribution and interest accrued

thereon, if any, shall be transferred to the Surplus Account and shall be treated as
income to the Trust and will be utilized as decided by the Board of Trustees.

4.6. Pension Benefits in Cases of Disciplinary Proceeding

Pension benefits to the Member against whom disciplinary proceedings are pending
at the time of superannuation shall be regulated as per the CDA Rules of the Company.

4.7. Pension benefits for Employees superannuated/ died/ disabled prior to the
Notification date

Subject to eligibility conditions provided in the Scheme, Executives who have retired/
disabled prior to the implementation of the Scheme and whose accumulated amount
is less than Rs. 1 lakh will have an option to avail the refund of the accumulated
contribution in lump sum or to avail the annuity contract as provided in the Rules 4.8.
below, as applicable. In case of Executives who have died prior to the implementation
of the Scheme, the beneficiaries on behalf of such executives will have the same
option.

In all other eligible cases, benefits as admissible in the case of normal superannuation
shall be followed.

4.8. Pension/ Annuity Options

a. On superannuation, death etc., the corpus in the individuals' account will be

utilized to purchase Annuity from the Empaneled Annuity Service Provider or
any other designated Annuity Service Providers, as per the Scheme. The member/
nominee can choose to buy Annuity from different options which would be
available, like the following:

(i) Pension for Life with return of Corpus: The pensioner will get the
pension money till his life. After his life, the corpus would be paid to the
nominee in lump sum.

647 | P a g e
 (ii) Pension for Life (without return of Corpus): The pension money would
be paid to the pensioner till his life. After his life, no money would be paid
to his nominee.

(iii) Pension guaranteed for 5/10/15/20 years and life thereafter: There is
assured Pension for the agreed 5/10/15/20 years chosen by the Pensioner.
In case of premature death of Pensioner, Pension payable to nominee till the
entire term of 5/10/15/20 years, in the same manner as the Pensioner was
getting. If the Pensioner survives beyond the agreed period of 5/10/15/20
years, he will get Pension for life, and no amount payable to the nominee.

(iv) Joint Pension with 50% of Pension to Spouse: In this case, pension is
paid to the member till his life. On death of the member, 50% of the pension
will be extended to the spouse till his/her life. On death of the spouse,
nothing is payable to nominee.

(v) Joint Pension with 100% Pension to Spouse: In this case, pension is paid
to the member till his life. On death of the member, same pension will be
extended to the spouse till his/her life. On death of the spouse, nothing is
payable to nominee.

(vi) Joint Pension with 100% Pension to Spouse and Return of Corpus: In
this case, pension is paid to the member till his life. On death of the member,
100% of the pension will be extended to the spouse till his/her life. Corpus
amount is payable to the nomine.

(vii) Pension with fixed yearly increase at a simple rate of 3%: The pension is
paid to the member till his life and every year the rate of pension increases
at 3% simple interest of the basic pension.

b. Subject to the Clause 4.7, in the case of ex-Executives, if he is no more, the

Beneficiary will have to choose among the options as provided herein above.

c. The Annuity rates will vary, based on the option selected. The Annuity rates are
published by the Insurance Companies from time to time.

4.9. Commutation of Pension

The benefits under the scheme shall be payable only in the form of the Annuity.
However, if the Member or the beneficiary/ nominee(s) as the case may be, so desires,
maximum up to 1/3rd of the Accumulated Corpus for which Annuity is to be
purchased, may be commuted for a single payment and for remaining 2/3rd of the
amount, Annuity would be purchased.

4.10. General

i) The pension shall be paid to the Member as per the frequency chosen (monthly,
quarterly, half yearly or yearly) and as per the pension option selected by him

648 | P a g e
 from the various options as offered by the Annuity Service Provider. Amount of
Annuity would depend upon the Annuity purchase price and applicable annuity
rates. The duration of pension payable to the Pensioner will be for the life time
of the Pensioner or as opted by the Individual Member under the various schemes
of the Annuity Service Provider.

ii) Pension Annuity would be payable from the next month following the month of
Superannuation, Death while in Service, Total Permanent Disablement, VRS,
Pre-mature Retirement or separation from the service or from the prospective
date after the purchase of annuity, as opted by the Member/Beneficiary.

iii) The Secretary Trust shall intimate to the Annuity Service Provider in writing the
pension option and the frequency selected by the Member. The option once
chosen cannot be changed and it shall be final and binding on the retired
Employee/ Beneficiary.

iv) In the event of any future pay revision in the Company from retrospective effect,
an arrear of Annuity shall become payable to the Members who have retired in
the intervening period. The Contribution due to the Member on account of the
pay revision shall be paid by Company to the Trust which in turn shall utilize the
same to buy additional Annuity from the Annuity Service Provider for such
members. The additional Annuity shall however, be payable from the prospective
date of payment of additional purchase price to the Annuity Service Provider and
not from the date of purchase of original Annuity or the date of retirement of the
member.

649 | P a g e
 Chapter V

Administration of the Pension Trust

5.1. Fund constituted under an Irrevocable Trust

The Fund shall be constituted under a Trust established in India. This shall be an
irrevocable Trust save with the consent of all the beneficiaries and provisions of
Income Tax Act, 1961. No moneys belonging to the Fund in the hands of the Trustees
shall be recoverable by the Company under any pretext whatsoever nor shall the
Company have any lien or charge of any description on the same save as herein
provided.

5.2. Management of the Fund

The custody, control and management of the Fund shall be vested in Board of Trustees
of the Trust constituted by the Company which only shall be responsible for and
accountable to the Members and/or the Company and any statutory authorities for
proper accounts of the Fund including receipt and payment of money from the Fund
and the money remaining in the custody and for proper investment and accounting of
the Fund and payment of pension benefits as per the provisions of these rules to the
Beneficiaries.

5.3. Nomination of Trustees

Board of Trustees shall consist of total 11 members including the Chairman of the
Board of Trustees duly nominated by the Company.

5.4. Trustees to Act for Members and the Employer

The Trustees shall act for and on behalf of the Beneficiaries and the Employer, in any
matter relating to the Scheme and every act done by the Trustees shall be binding on
the Beneficiaries and Employer.

a. Chairman of the Board of Trustees

Any Director of the Company authorized by the Chairman and Managing Director
of the Company shall be the Chairman of the Board of Trustees.

b. Secretary to the Board of Trustees

Board of Trustees may appoint any person to act as Secretary to Board of Trustees.
Secretary shall exercise such powers as delegated to him by the Board of Trustees
or specifically provided hereinafter.

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 c. Term of Office of the Trustees

The term of office of a Trustee shall be five years from the date of
nomination/appointment. An outgoing Trustee shall be eligible for re-election or
re-nomination for a further period of three years. A Trustee elected or nominated
to fill a casual vacancy shall hold office for the remaining period of the term of
the Trustee in whose place he is elected or nominated.

5.5. Change of Trustees

In the event of a Trustee resigning his office or a Trustee being unable to continue in
office, consequent to death, retirement, resignation/termination, from the service of
the Company or separation from the services of the Company on any other ground or
transfer or otherwise, his vacancy shall be filled in the manner laid down in Rules 5.3.
above, and on every such appointment the Fund shall vest in the continuing and new
Trustees.

5.6. Resignation by a Trustee

A Trustee may resign from his office by giving 15 days’ notice in writing addressed
to the Chairman, Board of Trustees and his office shall fall vacant from date on which
the Chairman accepts his resignation.

5.7. Cessation of Trusteeship

A Trustee ceases to be a Trustee on the Board if he

a. Ceases to be an Employee or Board member of the Company including the

subsidiary companies.

b. Is a nominee or representative of an Employee representative body and the same

body ceases to be representative body any more or is de-recognized by the
Employer, or

c. Is promoted to a different category of Employee other than the one, whose

association/unions/body has nominated him as Trustee or

d. Incurs any of the disqualifications mentioned in the Rule 5.8. below.

e. Fails to attend three consecutive meetings of the Board without obtaining leave
of absence from the Chairman of the Board of Trustee. Provided that the
Chairman, Board of Trustees may restore him to Trusteeship, if he is satisfied
that there were reasonable grounds for such absence.

f. Goes out of India for more than six months or permanently or by reason of his
illness or infirmity or unsoundness of mind has in the opinion of the Chairman
Trust become incompetent or incapable of acting as a Trustee and the Board of
Trustees passes an appropriate resolution in their meeting to this effect.

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5.8. Disqualifications for Trusteeship

A person shall be disqualified for being a Trustee of the Fund:

a. If he is declared to be of unsound mind by a competent court; or

b. If he has been convicted of an offence involving moral turpitude; or

c. Is an undischarged insolvent; or

d. He has applied to be adjudicated as an insolvent or

e. Is found guilty of misappropriating moneys or property of the Company or of the

Trust.

5.9. Filling of Casual Vacancies

In the event of any Trustees ceasing to be a Trustee during the tenure of the Board,
his successor shall be elected or nominated, as the case may be, in the manner
hereinbefore provided for in Rule 5.3. Vacancy in Board of Trustee should be filled
within three months. If any vacancy of Trustee has not been filled in, no proceedings
or act of Board of Trustees shall be invalid by reason only of the existence of any
vacancy or any defect in their appointment.

Provided that the Trustee(s) so elected/ nominated shall hold office for the unexpired
term of the Trustees in whose place he has been appointed.

5.10. Removal of Trustee

The Board of Trustee may remove from office any trustee of the board: if in the
opinion of Board of Trustees, such Trustee has ceased to represent the interest which
he purports to represent on the Board. Provided that no such Trustee shall be removed
from office unless reasonable opportunity is given to such Trustee and the Body,
whom he represents, for making any representation against the proposed action.

5.11. Alternate Trustee

If a Trustee is unable to attend any meeting of the Board of Trustees, he may, by a

written instrument signed by him, addressed to the Chairman of the Board of Trustees
and explaining the reasons for his inability to attend the meeting, appoint any
representative as his substitute for attending that meeting of the Board of Trustees in
his place. The Trustee so appointed shall be called alternate Trustee and such
appointment shall be valid only for that meeting.

Provided that no such appointment shall be valid unless

a. The instrument making such appointment has been received by the Chairman of
the Board of Trustees at least seven days before the date fixed for meeting and
652 | P a g e
 such appointment has been approved by the Chairman of the Board of Trustees
and

b. Alternate Trustee validly appointed under this rule shall have all such rights and
powers of Trustee in relation to the meeting of the Board of Trustees, in respect
of whom he has been appointed.

c. A Trustee appointing an alternate for attending any meeting of the Board of

Trustee, shall, notwithstanding anything contained in this rule, continue to be
liable for the misappropriation or misapplication of the fund by such alternate
Trustee and shall also be liable for any act of misfeasance or nonfeasance
committed in relation to the Fund by the substitute appointed by him.

5.12. Trustees Power to Employ Fund Manager and Empaneled Annuity Service
Provider(s)

The Trust shall select a Fund Manager and Empanel Annuity provider (s), to manage
the Pension Fund and to provide benefits to the members/ beneficiaries. The Fund
Manager/ Annuity Service Provider can be changed in future, if the need is felt for the
same.

5.13. Trustees Power to Employ any Person for Management

The Board of Trustees shall with the consent of the Company in writing have power
to appoint any person or persons with requisite qualifications to act as Actuary,
Secretary or Secretaries or the Manager or Managers or Registrars of the Trust at such
powers as the Board of Trustees may think fit. The Board of Trustees may also employ
any person or persons to do any legal, accounting, financial/investment management,
taxation, auditing or any other work, which they may consider necessary or expedient
in connection with the management of the Trust or of the assets thereof.
Remuneration/compensations payable to such person(s) shall be made by the Trust.
The Trustees shall have power at any time to dispense with the services of such person
or persons.

5.14. Trustees’ Power to Operate Bank Account

Any two persons authorized by the Board of Trustees where one person is either
Secretary to the Trust or Trustee, acting jointly, shall on behalf of the Board of
Trustees, operate the bank accounts of the Fund and discharge, receive or otherwise
dispose off, as may be necessary any investments of the Fund including investment in
Government securities, State Development Loans, Interest warrants, scheme of
Insurance/Annuity etc. relating to the Fund.

5.15. Meeting of The Board of Trustee

a. The Board of Trustees shall meet at such place and time as may be appointed by
the Secretary with prior approval of the Chairman of Board of Trustees.

653 | P a g e
 b. Board of Trustees shall meet at least once in every quarter and at least four times
in a year.

c. Maximum duration between two meetings should not be more than 180 days.

d. The Secretary may with prior approval of the Chairman and within fifteen days
of the receipt of a requisition in writing from not less than four Trustees shall call
a meeting thereof.

5.16. Notice of Meeting and List of Business

Notice of not less than 15 days from the date of posting, containing the date, time and
place of every meeting shall be sent to each Trustee. Provided that when the Secretary,
with the prior approval of the Chairman, calls a meeting for considering any matter
which in his opinion is urgent, a notice giving such reasonable time as he may consider
necessary, shall be deemed sufficient.

5.17. Chairman to Preside at Meeting

The Chairman Trust shall preside at every meeting of the Board of Trustees at which
he is present. If the Chairman Trust is absent at any time, the Trustees present shall
elect one of them to preside over that meeting and the Trustee so elected shall exercise
all the powers of the Chairman Trust at the meeting.

5.18. Quorum for the Meeting

At any meeting of the Board of Trustees, four (4) Trustees, shall form the quorum for
the meeting.

If at any meeting the number of Trustees is less than the required quorum, the meeting
shall stand adjourned to next week, same day and same time and it shall thereupon be
lawful to dispose of the business at such adjourned meeting irrespective of the number
of Trustees present.

5.19. Disposal of Business

Every question considered at a meeting of the Board shall be decided by a majority of

the votes of the Trustees present and voting. Each Trustee is entitled to one vote. In
the event of an equality of votes, the Chairman shall have second and casting vote.

Provided that the Chairman may, if he thinks fit, direct that any question shall be
decided by the circulation of necessary papers to Trustees and be securing their
opinion of the majority of Trustees received within the time limit allowed and, if the
opinion is equally divided, the opinion of Chairman shall prevail.

Provided, further that any Trustee may request that the question referred to Trustees
for written opinion be considered at a meeting of the Board of Trustee, and thereupon,

654 | P a g e
 the Chairman may and if the request is made by not less than four Trustees, shall direct
that it be so considered.

5.20. Minutes of Meeting

a. The Secretary shall maintain minutes of the meeting of the Board of Trustees
showing inter alia the names of the Trustees of the Board present there and after
obtaining the approval of the Chairman shall circulate the minutes to all Trustees,
present in India. The minutes shall thereafter be recorded in minute’s book as a
permanent record.

Provided that minutes can also be maintained in any electronic medium such as
in computer file, CDs etc.

Provided, further, that minutes shall be circulated to the Trustees at the earliest
and in all situation before the next meeting of the Board of Trustees.

b. The minutes of each meeting shall be put up before the Board of Trustees for
confirmation in the next meeting and in case of any modification/ amendments
in the minutes it shall be reissued with such modifications/ amendments.

c. The Secretary shall take necessary steps for carrying out the decision of the Board
of Trustees.

d. Minutes/ resolution in writing signed by the Chairman or Secretary shall be valid

and effective as a certified copy of Minutes/ resolution passed at a meeting of the
Trustees duly convened and held.

5.21. Delegation of Power of Board of Trustees to Committee/ Sub-Committee:

The Board of Trustees may delegate any or their powers to a Committee or

Subcommittee consisting of such Members of their body as they shall think fit. The
Committee/Sub-Committee so formed shall in exercise of the Power so delegated,
work in accordance to the direction of the Board of Trustees, if any.

5.22. Absence of A Trustee and Power of Remaining Trustees

If any Trustee or Trustees is/are temporarily absent from India, the remaining
Trustees who are in India shall during such absence have full powers to act under the
Trust as if they were the only Trustees of these present.

5.23. The Trustee shall comply with and carry out all such directions as may be given to
them by the Company from time to time in relation to any matter in respect of which
the Company has power, under these presents to determine and decide. A certificate
issued by the authorized officer of Personnel department of the Company as to the
admission of any Member or as to the death of any Member or his Age,
retirement/dismissal from the service of the Company shall constitute a good and
sufficient authority to the Trustee and shall be conclusive as to all facts stated therein.

655 | P a g e
 Chapter VI

Investment of Trust Fund

6.1.
a. All money received by the Trust shall vest in the Trustees and Trustees shall have
power to utilize such money received by way of Contribution, interest, and
redemption of Investments, or otherwise to the Fund, as per the provisions of the
Rule 85 of the Income Tax Rules. All moneys received by the Fund may be
deposited in the Bank account of the Fund or utilized for making payments under
a scheme of insurance as per the provisions of these presents and Rule 89 of
Income Tax Rules or for purchase of annuities referred hereinafter and settlement
of pension benefits as per the provisions of these presents and to the extent such
moneys as are not so deposited or utilized shall be invested in the manner specified
in Rule 87 of the Income Tax Rules and/or any other applicable government
guidelines.

b. In case of investment of fund as per Rule 67 of the Income Tax Rules, the
securities shall be obtained in the name of Trust. The securities so obtained should
be in dematerialized (DEMAT/CSGL) form, if available. The Board of Trustees
shall maintain a security-wise register and ensure timely realization of interest and
maturity value of investments.

c. The DEMAT/CSGL Account shall be opened through depository participants

approved by the Reserve Bank of India and Central Government in accordance
with the instructions issued by the RBI/Central Government in this regard. All
such investments made, like purchase of securities, bonds etc. shall be lodged in
the safe custody of the depository participants approved by the Reserve Bank of
India and/or Central Government, who shall be the custodian of the same. The cost
of maintaining DEMAT/CSGL account shall be borne by the Fund.

d. Any commissions, incentive, bonus, or other pecuniary rewards given by any

financial of other institutions for the investments made by the Trust should be
credited to the Fund account.

6.2. Power of Trustees for Sale and Hypothecation etc. of the Investments

The Board of Trustees may from time to time, as and when necessary, raise such sum
or sums as may be required for the purpose of the Fund by sale, hypothecation or
pledge of the investments held by them or of a sufficient part thereof for the purpose
of payment of pension benefits to the Members as per the provisions of this Scheme.

6.3. Receipts for Money Received by Board of Trustees

Receipt for moneys received by the Trustees and endorsement on cheques, drafts and
other documents, received by the Trustees shall be made by the Secretary for and on
behalf of the Board of Trustees.

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6.4. Control of Fund

The Board of Trustees shall have entire control of the Fund and may delegate any of
its powers to the Committee of Trustees or any Trustee or to any officials of the
Company for performance of various functions on its behalf under these rules.

657 | P a g e
 Chapter VII

Audit and Accounts

7.1. Maintenance of Books of Account

a. Books of account of the Fund shall be maintained in India by the Board of

Trustees. It shall contain details of all money received by the Trust and payment
made by the Trustee, details of all investments, member’s contributions, interest
earned by the Trust, interest paid by the Trust to Members account and such other
particulars as may be required to give true and fair view of the financial position
of the Fund and surplus/ deficit for the year. Accounting records shall be
maintained and financial statements shall be prepared as per the applicable law
and accounting standards.

b. As soon as possible after the close of every Financial year, the Trustees shall
prepare Income and Expenditure Account/ Revenue Account for the year ended,
Receipt and Payments Account and a Balance Sheet/ Statement of Affairs as on
the last day of the Financial Year.

c. Based on the Income of the Trust (excess of income over expenditure), Board of
Trustees shall decide the rate of interest at which the interest would be credited
to the members account in proportion to the contribution in the respective
members account on monthly running balance.

d. The Board of Trustees may review the availability of money in the Fund at
periodic interval as may be deemed fit to decide any revision in the benefits
payable under the Pension Scheme.

Audit:

e. Accounts of the Trust shall be audited by a Chartered Accountant or a firm of

Chartered Accountants in practice, to be appointed by the Board of Trustees.
Auditors shall have access to all books, papers, vouchers; documents connected
with the Trust and shall submit their report in writing to the Board of Trustees.
The same auditors shall not be appointed for two consecutive years and for not
more than two years in a block of six years.

f. A copy of audit report, annual account and annual report by the Board of
Trustees shall be placed in the meeting of the Board of Trustees for adoption
every year within six months of close of the Financial Year. A copy of the
audited accounts of the Fund shall be furnished to the Company and other
prescribed authorities.

658 | P a g e
 Chapter VIII

Miscellaneous Provisions
8.1. Member not to Withdraw

No Member shall be allowed to withdraw from the Pension scheme while he is still
an Employee of the company.
8.2. Member to have no Interest in the Master Policy / Scheme of Insurance and
Employer not to have any Interest in Fund’s Money.

(a) No Member/ Beneficiary shall have any interest in the Master Policy taken out
by the Trustees under the rules of a fund or in any investment otherwise made
by the Trustees in accordance with the Rules of the Trust but shall be entitled to
receive Pension Benefits in accordance with the rules.
(b) No money belonging to the fund shall be receivable by the Employer under any
circumstance nor shall the employer have any lien or charge on the fund.
Provided always that the Trustees shall administer the Scheme for the benefit of
the Members and their Beneficiaries in accordance with the provisions of these
Rules.

8.3. Restraint on Assignment or Encumbrance

Subject to other conditions stipulated in the Scheme, the Benefits under the Scheme
are strictly personal and cannot be assigned, charged, or alienated in any manner
whatsoever.
8.4. Trust Deed to Prevail

Should anything contained in these Rules or in any alteration or amendment thereof

be inconsistent with the objects of provisions of the Trust Deed, the provision of the
Trust Deed shall prevail. On any such discrepancy coming to notice of the trustees,
the trustees shall with the prior approval of the commissioner of Income Tax takes
steps to amend the said rules as soon as may reasonably be possible, so as to bring
them in conformity with the provisions of the Trust Deed.
8.5. Jurisdiction

The Master Policy issued under the scheme shall be under the Indian Contracts Act.
The scheme will be subject to the laws of India including the Indian Insurance Act,
1983 as amended, the Income Tax Act, 1961 and to any legislation subsequently
introduced. All benefits under the scheme shall be payable only in India. Should
anything contained in these rules, or in any amendment made thereof be repugnant to
any provision or provision of the Income Tax Act, 1981 or the Income Tax Rules,
1962 or any amendments thereof the same shall be ineffective to the extent of
repugnancy. The trustees shall remove any such repugnance, if so directed by the
Commissioner of Income Tax.
659 | P a g e
8.6. Scheme of Insurance

a) For the purpose of providing pension to the members, the Trustees may subject
to the provision of Rule – 8.6 (b) enter into a scheme of insurance with the
Annuity Service Provider as per the provisions of Income Tax Rules – 1962.
Annuity Service Provider will issue a Master Policy to the Trust. In terms of the
Master Policy, the Annuity Service provider will maintain a running account in
favour of the Trustees to which the contributions paid by the Trustees in respect
of all the members will be credited. Every year, the Annuity Service Provider will
allow interest on the balance standing to the credit of the running account at a
rate to be determined by the Annuity Service Provider as at the close of each
Financial year. When pension becomes payable to the member on his retirement
or cessation of service or to his beneficiary in the event of his death, the Annuity
Service Provider shall, on the advice of the Trust, appropriate the accumulation
of the concerned members to provide payment of pension according to the option
elected by the member or his beneficiary as the case may be, provided that in case
of the pension is to be commuted, the commuted value will become payable in
one lump sum and balance accumulated contribution shall become payable in the
form of annuities.

b) Alternatively, instead of entering into a scheme of insurance with the Annuity

Service Provider, the trustee may accumulate the contribution in respect of each
beneficiary and purchase an Annuity from the said Annuity Service Provider for
payment of pension benefits as per the provisions of these rules.

c) If the Annuity Service Provider with the sole intention of granting relief to the
Members/ Beneficiaries who are already drawing pension decides to grant
increase in the quantum of pension, such Members/ Beneficiaries shall be eligible
for the said increase in the Pension from such date and in such form as may be
allowed by the Annuity Service provider.

8.7. Consolidated Certificate and Statement of Account by Annuity Service Provider

In case a scheme of insurance is entered by the Trustee as per the provision of Rule
8.6, the Annuity Service Provider shall issue to the Trustees within one month from
annual renewal date, a certificate indicating the total amount of consolidated fund as
on the previous annual renewal date, the annuities effected in between the above two
renewal dates and the final balance as at the last annual renewal date.

The Annuity Service Provider shall also issue to the Trustee within 2 months from the
closing of the financial year, a consolidated certificate indicating the total corpus
amount available including the interest as on 31st March along with consolidated
statement of account of all the Members indicating the Employer/ Employee
contribution along with the accrued interest. The Trustee shall also issue a certificate
660 | P a g e
 indicating the opening balance, current year contribution and interest on the employer
and the employee contribution as on 31st March of every year.

8.8. Employer’s Liability limited to the Benefits under Annuities

The Employer is neither the Annuity Service Provider nor the guarantor of any
Annuities purchased under these Rules and in the event of the Annuity Service
Provider withholding any benefits in respect of any of the contracts under such
Annuities that they may be issued owing to circumstances beyond the Employer’s
control or otherwise, the Employer shall be under no liability whatsoever to any
Member entitled to the benefits secured by such Annuity or Annuities.
8.9. Deduction of Sums due to Income Tax Authorities

In any case, where the Trustees or the Annuity Service Provider is liable to account to
the Income Tax authorities for income tax on any payment due under the Scheme, the
Trustees or the Annuity Service Provider shall deduct a sum equivalent to such tax
from such payment and the Annuity Service Provider or the Trustees shall not be liable
to the Employer or Members for the sum so deducted.
8.10. Appointment of Beneficiary/ Nominee

a. Every Member shall appoint his/ her spouse, child/ children or dependents as
Beneficiary or Beneficiaries under the Rules to receive the benefits under the
Scheme in the event of death of the Member. If a Member dies while in service or
before he has commenced to draw the pension or after he has commenced to draw
the pension, the Trustees shall hold the benefits in force under the Annuities on
the life of the Member for payment to the Beneficiary or Beneficiaries as shall
have been appointed by the Member in accordance with the remaining paragraphs
of this Rule.

b. Every appointment made under this Rule shall be in writing, signed by the
Member and attested by two witnesses and shall be according to the prescribed
form and shall remain in full force and effect until the death of the Beneficiary or
until the same has been revoked in writing by the Member by whom the same was
made and a fresh appointment made in the manner aforesaid. If a Member has a
Family at the time of making a nomination, the nomination shall be in favour of
one or more persons belonging to his Family. Any nomination made by such
Member in favour of a person not belonging to his Family shall be invalid.
Provided that a fresh nomination shall be made by the Member on his marriage
and any nomination made before such marriage shall be deemed to be invalid.

c. A Member may from time to time or at any time without the consent of the
Beneficiary, if any, revoke or change the Beneficiary by filing a written notice of
the change to the Trustees in the prescribed form satisfactory to the Trustees
whereupon an acknowledgement of the change and the registration of the name of
the new Beneficiary will be given to the Member by the Trustees. The new
appointment shall take effect on the date the notice was signed whether or not the
Member is living on the date of acknowledgement of the change, without
661 | P a g e
 prejudice to the Annuity Service Provider or the Trustees on account of any
payment made before the acknowledgement of the change.

d. If a Beneficiary shall at the time of his appointment be a minor or otherwise under

disability to give a legal receipt or discharge to the Trustees, the Member must at
the time of such appointment as aforesaid, appoint a person who has attained
majority and who is capable of giving a legal receipt or discharge to the Trust as
and to whom the benefits are to be paid for and on behalf of such Beneficiary so
long as such minority or disability continues.

e. If more than one Beneficiary is appointed and in such appointment the Member
has failed to specify their respective interests, the Beneficiaries so named shall
share equally. If any designated Beneficiary predeceases the Member, the interest
of such Beneficiary shall terminate and his share shall be payable equally to such
of the remaining of the Beneficiaries surviving the Member unless the Member
has made written request otherwise to the Trustees in the prescribed form.

8.11. Payment on Member’s Infirmity

If any Member or his Beneficiaries under the Scheme shall, in the opinion of the Board
of Trustees be unable by reason of mental incapacity or other causes to manage his
affairs, the Board of Trustees may at their discretion arrange that the Pension Benefits
payable to such Member or Beneficiaries shall be paid to the person in whose custody
or charge such Member or Beneficiary shall be as long as the infirmity lasts, and such
payment shall be a good sufficient and complete discharge to the Trustees.

8.12. Information to Trust

Company agrees to promptly furnish to the Trust all such information/ particulars
regarding the Members and such other as may be in its possession and as the Trust
may require for the purpose of calculating of the Contribution required to be made by
the Member/ Company, or for computing the Benefits for the Member.

Company shall have a list prepared every six months i.e. on the first day of January
and first day of July each year of all Members who are due to retire within the next
twelve months of that date and the same should be promptly furnished to the Board of
Trustees.

In case of a Member separating for reasons other than by way of Superannuation, the
Company shall promptly inform the Trust concerned, as soon as the fact of such
separation becomes known.

8.13. Company’s Right to Terminate Members’ Employment Unprejudiced

Nothing in these Rules shall be deemed to restrict in any way the rights of the
Company to terminate his employment of a Member nor shall his being a Member be
used by the Member as a ground for or increasing damages in any action brought by
such Member against the Company in respect of termination of his employment and

662 | P a g e
 no expression of intention on the part of the Company herein contained shall create
for the benefit of the Member any legal obligation or impose any legal liability on the
Company.

8.14. Adherence of DPE guidelines

All the terms and conditions prescribed by Department of Public Enterprises (DPE)
in the matter of Superannuation Pension Scheme are to be adhered.

(Note: As per the approval of MoC communicated vide letter dated 28.05.2018.)

8.15. Interpretation of Rules

It shall be a condition of the Membership of the Scheme that on any question arising
on any point of interpretation of these Rules or any point relating to cessation of
Membership, the decision of the Board of Trustees shall be final and binding. If the
decision has any hearing on the provisions of the Income Tax Act, 1961 or the Income
Tax Rules, 1962 or any amendments thereto, it has to be forthwith reported to the
Commissioner of Income Tax and if the Commissioner of Income Tax so requires, the
Trustees shall review the decision.

8.16. Amendment of Rules

The Board of Trustees shall have power to make any amendments in the Scheme/
Rules. However, no alternation in the rules, constitution, objects or conditions of the
Fund shall be made without the prior approval of the concerned Commissioner of
Income Tax. No such amendment shall affect in anyway (i) Pensions already paid by
the Annuity Service Provider, and (ii) benefits already secured as per the Scheme.

663 | P a g e
 TRUST DEED
The Trust Deed is made on this ____ Day of _____, 20___ by COAL INDIA LIMITEED
(CIL), a company registered under Companies Act, 1956 and having its Registered Office
at Coal Bhawan, Action Area-1A, New Town, Rajarhat, Kolkata-700156, West Bengal
(hereinafter referred to as the “Company” which expression unless repugnant to the context
or meaning thereof shall include its successors and assigns) through its Chairman and
Managing Director (CMD) ………. .

Sl.No. Name and address of Trustees

WHEREAS

x CIL (hereinafter called the Company) in its ____ meeting of the Board of Directors
held on ______ has decided to introduce a Defined Contribution Pension Scheme
(hereinafter referred to as “the Pension Scheme”). This decision has been approved
by the administrative ministry of this Company i.e. Ministry of Coal, Government
of India vide their letter No. …… dated …... The name of the scheme shall be
“CIL Executive Defined Contribution Pension Scheme 2007”. A copy of the said
Scheme is attached herewith and marked as ANNEXURE-1. As per the decision
of the Company and the approval of the Ministry of Coal, Govt. of India, the
Pension Scheme is to be administered through an irrevocable Trust to be created
and registered for the purpose and to be recognized under the Income Tax Act,
1961 as approved Superannuation Fund, for the sole purpose of providing pension

664 | P a g e
 benefits to the Members of the Pension Scheme who are entitled for the same as
per the provisions of the Pension Scheme appended to this Trust Deed (hereinafter
referred to as “Pension Scheme Rules”).

x The Company does hereby constitute an irrevocable Trust for the management and
administration of the aforesaid Pension Scheme. Trust shall be established in India
and all benefits under the Pension Scheme shall be payable in India only. Aforesaid
persons have been nominated by the Company as “Trustees” of the Trust who have
agreed to act as Trustees hereof on the terms and conditions contained in this Trust
Deed and Pension Scheme Rules of the Trust appended hereto, which shall be
integral part of these presents.

NOW THIS DEED WITNESSETH AND IT IS HEREBY AGREED AND

DECIDED AS FOLLOWS:

1. The name of the Pension Trust shall be “CIL Defined Contribution Pension Trust”
or such other name or title as the Trustee may from time to time determine with the
prior approval of the Company and Commissioner of Income Tax (CIT) having
jurisdiction over the Trust (hereinafter referred to as “the Commissioner”).

2. These presents shall constitute a Trust established in India which will be

irrevocable and the Trustees shall hold the moneys of the Trust upon trust for the
benefits of the Members or other Beneficiaries more particularly set forth in CIL
Executive Defined Contribution Pension Scheme-2007 Rules, hereinafter called
the “Pension Scheme Rules” and no money belonging to the Trust in the hands of
Trustees shall be recoverable by the Company under any pretext whatsoever nor
shall the Company have any lien or charge or encumbrance of any description, on
the same.

3. It shall be obligatory on the parts of the Trustees to pay to the Members or other
Beneficiaries the benefits according to the “Pension Scheme Rules”.

4. The Trust shall be administered, managed and controlled in accordance with

provisions of these presents and the Pension Scheme Rules. The decision of the
Board of Trustees shall be final and binding upon the Members and/or Beneficiaries
in all respects or matters arising out of these presents and the Pension Scheme
Rules.

5. It is agreed that the Company subject to the provisions of the Income Tax Act/
Pension Scheme Rules, shall promptly pay to the Trustees the aggregate
contribution amount of Employer’s contribution on the execution of these presents
from the Effective Date of the Pension Scheme. The Company hereby further
agrees with the Trustees that it shall pay or cause to be paid to the Trustees the
contribution or other sums to be paid or provided in accordance with the Pension
Scheme Rules. The Members of Pension Scheme shall promptly contribute to the
Trust their share of contribution as per the provisions of the Pension Scheme and
665 | P a g e
 notified by the Company/ Trustees from time to time. Company may recover the
Members contribution share from the Members salary and transfer the same to the
Trust.

6. All moneys received by the Trust shall be vested in the Board of Trustees who shall
have the entire control of the funds of the Trust and shall administer the Pension
Scheme in accordance with the provisions of these presents and the Pension
Scheme Rules, which shall be binding on the Company, the Trustees and the
Members or other Beneficiaries. The Trustees shall arrange for the investments of
the Trust moneys and payment of the benefits due to the Members and other eligible
Beneficiaries in accordance with the Pension Scheme Rules.

7. The moneys of the Pension Scheme being the Trust property, shall consist of the
accumulations of the contribution being the total of contribution received by the
Trustees in accordance with the Pension Scheme Rules, interest earned, dividends
received, securities and other accretion, profits or gains, capital gains etc., arising
from the investment of Trust Fund and/or transfer of the assets of the Trust, as
reduced by payments and disbursements to the Members and other Beneficiaries,
made in accordance with the Pension Scheme Rules.

8. The Power of appointing new Trustees and/or removing any Trustee or Trustees
shall be vested in the Chairman and Managing Director (CMD) of the Company or
any other Director of the Company, authorized by CMD, for this purpose.

9. Each of the Trustees covenants with the Company, that he will on vacating office,
do and execute, all such acts, deeds, documents, matters and things, as shall be
necessary to vest the moneys, securities and investments, which may then be
standing in his name either singly or jointly with other Trustee or Trustees,
representing the Trust or any part thereof in the remaining Trustees or Trustee along
or jointly with new Trustee or Trustees, as the Board of Trustees may prescribe.

10. The Trustees may at any time with the consent of the Company or on a
recommendation from the Company by a Deed of Variation/ Modification amend
or add to the provision of the Trust Deed or the Pension Scheme Rules, provided
that such alteration does not adversely affect the benefit being paid from the Trust
or the benefits accrued up to the date of such amendments/ modifications or the
object of the Trust, provided that no alteration in the Trust Deed, Pension Scheme
Rules, constitution or conditions of the Trust and the Pension Scheme, shall be
made without prior approval of the Company and the concerned Commissioner of
Income Tax.

11. In the event of the Company being wound up, reconstructed, reconstituted or
amalgamated with any other Company, the Trustees may subject to the Rule-93
and Rule 94 and/ or any other applicable provisions of the Income Tax Act, 1961
and/ or Income Tax Rules, 1962 or any other succeeding legislation(s) make such
arrangement or enter into such agreements as they in their sole discretion shall think
666 | P a g e
 fit and proper for the continuance of the Pension Scheme by such reconstructed,
reconstituted and amalgamated Company as if such reconstructed, reconstituted
and amalgamated Company were the Company within the meaning of these
presents.

12. In the event, the Company discontinues further Contribution, the Trustee shall
adopt either of the following courses as per their discretion:

i. The Trustees shall continue to administer the Pension Scheme for the
benefit of the existing Members until settlement of their benefits.
OR
ii. The Trustees may wind up the Trust immediately with the consent of all
Members and Beneficiaries, subject to the provisions of the Rule 94 and/or
any other applicable provisions of the Income Tax Act, 1961 and/or Income
Tax Rules, 1962 or any other succeeding legislation(s). The scheme for
winding up the Trust shall be submitted to the Commissioner and the
Trustees shall obtain his approval as well as approval of Ministry of Coal,
Govt. of India, before implementing the arrangement.

In case of winding up of Trust the benefits under the Annuities shall vest in
the Members and the Member shall be entitled to exercise in respect of his
benefits, the same discretions as the Trustees had under the Rules. The
Member shall be deemed to have left service on the date of discontinuance
and each member shall be entitled to benefits as envisaged in these presents.

Though the present Trust has been created by the Company introducing
Defined Contribution Pension Scheme for the benefits of the employees of
the Company, the “Trust” will be an autonomous body fully administered
and managed by its Board of Trustees and as per the requirement of the
relevant laws. For the purpose of this Trust, only the Trust and its Trustees
shall be liable and/or accountable for any act of commission or omission
and neither the Company nor any of its Directors/ Employees will be
accountable or liable in that behalf. Any action in respect of administrative/
management of the Trust or for any issue/ dispute arising with respect of
the Trust shall not lie against the Company and/or against its management
in this behalf.

13. This deed of Trust and Pension Scheme rules shall be deemed to have taken effect
on and from 01.01.2007, for all purposes and intents.

14. The trust shall be established at Kolkata (WB) and in case of any dispute or legal
proceeding arising in connection with or against the Trust, it shall be subject to the
exclusive jurisdiction of Hon’ble High Court at Kolkata.

15. The words and expression herein used shall have the meaning respectively assigned
to them in the Pension Scheme Rules. All other words and expressions not defined
in the Pension Scheme Rules shall have the meaning respectively assigned to them
667 | P a g e
 in Indian Trust Act/General Clauses Act or shall have their general meaning as
understood in the common parlance.

16. IN WITNESS whereof the parties named above have hereunto set their respective
hands and seals at Kolkata on the date first hereinabove written.

For and On Behalf of CIL

Chairman-cum-Managing Director

668 | P a g e
References

1 MoC letter No. 49016/1/2017-CSR&W dated 28.05.2018.

2 OM No. CIL/C5A(PC)/Pay Revision 2017/2972 dated

08.08.2018

669 | P a g e
 CIL’s Policy for availing the services of retired
CMDs/ Directors/ Sr. level Executives, etc. as full
time/ part time Advisors

Table of Contents

1.0 Title 671

2.0 Scope 671

3.0 Definitions 671

4.0 Selection Criterion & Process 672

5.0 Offer of Engagement 673

6.0 Designation 673

7.0 Benefits 673

8.0 Other Conditions 675

References 678

P a g e | 670
 CIL’s Policy for availing the services of retired CMDs/ Directors/
Sr. level Executives, etc. as full time/ part time Advisors
1.0. Title
This policy is called Coal India Limited’s Policy for availing the services of retired CMDs/
Directors/ Sr. Level Executives etc. as full time/ part time Advisors.[1]

2.0. Scope
The policy covers engagement of retired executives as full time or part-time Advisors on
fixed tenure basis in Coal India Limited and its Subsidiaries. This policy is not meant for
re-appointment but would be treated as an exception and only as temporary measure in
view of superannuation of experienced executives in various disciplines. Engagement
under this policy:

a) To keep a cap of 0.5% of overall sanctioned strength of Executives of CIL out of

which 50% would be operated by subsidiary and 50% by CIL for appointment of
Advisors.[2]

b) Deleted.[3]

c) CMDs of Subsidiary Companies are authorized to make appointment as advisor on

Full time/ Part time for projects specific cases limited to the life of the projects &
budgetary limits.[4]

This policy covers engagement of following categories of retired executives:[5]

a) Retired Board level and below Board level Officers from public sector
undertakings/ autonomous organization of Central/ State Govt., Officers of class –
C and above of Central & State Government (Non- clerical) & members of National
level professional Institutions.

b) VRS optees should not be considered.

3.0. Definitions[6]

a) ‘Full Time Advisor’ means an official engaged as an Advisor, for a period under this
policy, who shall render his services as per the requirement of the Management any
time.

1
Approved by CIL Board in its 264th & 265th meeting held on 01.02.2011 & 14.02.2011 respectively. Communicated
vide OO No. CIL/C-5A(vi)/Advisor/1563 dated 01.03.2011.
2
Amended vide OM No. CIL/C5A(PC)/Advisor/2746 dated 17.03.2018.
3
Deleted vide OO No. CIL/C5A(PC)/Advisor/03 dated 01.01.2014.
4
Incorporated vide OO No. CIL/C-5A(PC)/Advisor/08 dated 16.01.2012.
5
Amended vide OO No. CIL/C-5A(PC)/Advisor/08 dated 16.01.2012.
6
Incorporated vide OM No. CIL/C5A(PC)/Advisor/2746 dated 17.03.2018. Subsequent Clauses are re-numbered
accordingly.
P a g e | 671
 b) ‘Part Time Advisor’ means an official engaged as an Advisor, for a period under this
policy, who shall render his services for a minimum 10 days in a month during the
period of engagement.

c) ‘Task based Advisor’ means an official engaged as an Advisor, for a short duration of
less than 6 months for a specific task/ assignment.

4.0. Selection Criterion & Process

4.1. Selection Criterion

a) The upper age limit of the Advisors should not exceed 65 years and

b) The contract period should not be more than two years.

4.2. Selection Process

a. The selection would be on the basis of applications received in response to the

notification, to be circulated internally either at CIL level or Subsidiary level.
However, on the basis of specific requirement individual cases can be processed
directly with the consent of the retired executives.

b. The applications received against the notification or requirement of CIL will be dealt
by CIL Hqrs. and applications received against the notification or requirement of
Subsidiaries will be dealt by Subsidiaries. Similar action will be taken for the
applications received from retired Board level and below Board level Officers from
public sector undertakings/ autonomous organization of Central/ State Govt., Officers
of class –C and above of Central & State Government (Non- clerical) & members of
National level professional Institutions. i.e. if received against notification or
requirement of CIL – to be dealt by CIL and if against notification or requirement of
Subsidiaries – to be dealt by subsidiaries.[7]

c. In case of advisors to be engaged by Subsidiary Company, the FDs of Subsidiary

Company shall recommend the name for approval of the subsidiary company.[7]

d. The applications received should be properly scrutinized by CIL (Hqrs.)/ Subsidiary

(HQ) with the following information:[7]

i. Nature of jobs where the services of ‘Advisor’ is required and to be utilized.

ii. Existing strength of the executives in the grade/ designation in which the
‘Advisor’ is to be engaged vis-à-vis sanctioned strength.

iii. Justification for the requirement of Advisor.

e. CIL would place the above recommendation to the Selection Committee.

f. The Selection Committee shall be constituted as under:

7
Amended vide OO No. CIL/C-5A(PC)/Advisor/08 dated 16.01.2012.
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 i. Presiding Officer : Chairman, CIL

ii. Members : All FDs of CIL

g. The Subsidiary Companies will follow the said procedures as stated in this policy
while appointing full time/ part time advisor, within the overall ceiling.[8]

The Selection Committee at Subsidiary level shall be constituted as under:

i. Presiding Officer : Chairman-cum-Managing Director of the Subsidiary.

ii. Members : All FDs of Subsidiary Company

Note:[9]

Advisors should preferably be selected from a panel by following General Financial Rules
(GFR) laid down norms and not “on nomination basis” except individual cases of
exceptional nature which have to be approved by the Board on a case to case basis.

5.0. Offer of Engagement

Offer of engagement shall be issued in writing and will clearly specify the tenure of
engagement for the estimated duration for a particular assignment at Corporate level or
Subsidiary level.

6.0. Designation
The retired Board level Directors or equivalent on selection shall be designated as “Senior
Advisors” and others as “Advisors” with specified discipline for which they are selected.[10]

7.0. Benefits [11]

a) Consolidated monthly compensation/ Honorarium

i) Full-time Advisors: Consolidated monthly compensation/ Honorarium shall be

payable as under for rendering service on full time basis on monthly basis.

For Retd. Chairman/ Directors ₹1,50,000/- p.m.

For Retd. E-9 Gr. Executive ₹1,20,000/- p.m

For Retd. E-8 Gr. Executive ₹1,05,000/- p.m

8
Amended vide OO No. CIL/C-5A(PC)/Advisor/08 dated 16.01.2012.
9
Incorporated due to OM No. CIL/C5A(PC)/Advisor/2746 dated 17.03.2018.
10
Amended vide OM No. CIL/C5A(PC)/Advisor/2746 dated 17.03.2018.
11
Amended vide OM No. CIL/C5A(PC)/Advisors/284 dated 23.10.2019. Earlier amended vide OM No.
CIL/C5A(PC)/Advisor/2746 dated 17.03.2018.
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 For Retd.E-7 Gr. Executive ₹90,000/- p.m

For Retd.E-6 Gr. Executive ₹75,000/- p.m

For Retd.E-5 Gr. Executive ₹60,000/- p.m

For Retd.E-4 Gr. Executive ₹52,500/- p.m

For Retd.E-3 Gr. Executive ₹45,000/- p.m

For Retd.E-2 Gr. Executive ₹37,500/- p.m

The revised monthly compensation will be effective from September, 2019

onwards and it will also be applicable to all the Advisors who are currently engaged
in CIL & its Subsidiaries under this Policy.

ii) Part-time Advisors: Part-time Advisors are entitled to 60% of consolidated pay
of the Full-time Advisors of the corresponding grade. They would not be entitled
to any other facility/ benefit stipulated in the policy.[12]

iii) Task based Advisors: Officials can also be engaged as Task based Advisors on
fixed days on specific assignments/ projects for a period of not more than 06
months. In that event, they shall be eligible for Compensation/ Honorarium
applicable to Full-time Advisors of the corresponding grade. No additional
compensation shall be paid if such advisors take time beyond the duration of
engagement to complete the task.[12]

b) Conveyance charges

Company shall provide conveyance for Full-time Advisors as per availability.

However, where conveyance is not provided, they shall be eligible for 5% of
consolidated pay per month as conveyance charge. [12]

c) Accommodation Facility

Suitable company’s accommodation shall be provided on availability. However, if

company’s accommodation is not available, a consolidated amount will be paid as
under:

For X Class Cities 24% of consolidated pay per month

For Y Class Cities 16% of consolidated pay per month

For Z Class Cities 8% of consolidated pay per month

12
Amended vide OM No. CIL/C5A(PC)/Advisor/2746 dated 17.03.2018.
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 The classification of the cities for this purpose would be as per classification of cities
as circulated by DoE vide OM dated 07.07.2017.

In the event of Company’s accommodation, the house rent, as applicable to executives

on roll, will be recovered.[13]

d) Re-imbursement for Mobile Telephones

Re-imbursement for the use of mobile telephones based on the actual bills or ₹750/-
p.m. whichever is less.

e) Medical

All executives of CIL covered under the Post Retiral Medical Benefits Scheme will
continue to be governed by the said scheme. Those appointed, who were not under the
roll of CIL, will be given the same coverage of benefit, if they are not covered under
any post retiral medical scheme.

f) Leave

The Advisor shall be entitled for paid leave of 15 days in every six months in addition
to the paid holidays in the establishment. The paid leave shall be regulated as per the
provisions of EL (Earned Leave) applicable to the executive cadre employees under the
CIL Executive Leave Rules. However, the paid leave admissible as above is not
encashable. The accumulated leave shall stand lapsed on the expiry of each period of
engagement of an Advisor.[13]

g) TA/ DA

TA/DA and other boarding/ lodging charges shall be payable as per entitlement
applicable to the existing executives of equal grades whenever tours are undertaken for
the jobs related to assignment.

8.0. Other Conditions

a) Headquarters on appointment - They would be generally stationed at Headquarters
of the Company, for which they are appointed. However, the management will be
within its rights to extend their expert services, anytime, to any subsidiary/ other
establishments of the company/ any other strategic locations.[13]

b) Medical fitness - The appointment to the post of ‘Advisor’ shall be subject to Medical
fitness to be certified by Company/Govt. Medical Officer.

c) Notice period - For termination of the contract one month’s notice or consolidated
compensation amount from either side.

13
Amended vide OM No. CIL/C5A(PC)/Advisor/2746 dated 17.03.2018.
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 d) Extension of Fixed Tenure - Tenure of engagement can be extended on the approval
of the Chairman-cum-Managing Director of CIL or Subsidiary as the case may be.[13]

e) Signing of documents - The Advisors shall give their proposals, suggestions,

comments, advises, remarks etc. in writing under their signature and shall take
accountability for the same. However, they will not supervise or control the day to
day work of officials/ employees of the company nor will they certify or pass bills
pertaining to the department.[14]

f) Secrecy – The Advisor will maintain all information/ documents/ materials gathered
during the course of the engagement in strict confidence. They will not copy or make
notes of such information/ documents except in conjunction with the work for the
Company. They will not divulge to anyone outside the Company or use any of the
information/ documents/ materials gathered during the course of engagement for
their own or anyone else’s benefit, either during or after the terms of engagement
with the Company. The aforesaid obligation shall also apply to proprietary/
confidential information/ documents of third parties received by them or the
company in the normal course of the engagement with the Company.

The Advisors shall, while demitting the office, handover all information/ documents/
materials (in soft/ hard format) under their possession, during the engagement period,
to the concerned HOD.[14]

g) Tax - In case payment of GST is required, then the same shall be reimbursed on
production of proof of such payment.[14]

h) Role of Advisors - The Role of an Advisor will broadly include the following:[15]
i) Contributing towards plan and execution of new schemes and project.

ii) Contributing in overcoming major constraints & bottleneck faced by

departments of the domain they are engaged for.

iii) Identifying the “areas of improvement” in the domain and to suggest the way
out.

iv) Identifying non-value adding activities that may be eliminated and to advice on
the gainful alternative deployment of resources that were engaged in such non-
value adding activities.

v) Capacity building of the department for being self-reliant in their respective

domain.

vi) To come out with innovative ideas to simplify and shorten the processes of
workflow reasonably to accelerate the pace of obtaining the end result.

vii) Taking up specific task/projects, formulating schemes etc. and playing the role
of Change Agent in execution of such task/ projects.

14
Amended vide OM No. CIL/C5A(PC)/Advisor/2746 dated 17.03.2018.
15
Incorporated vide OM No. CIL/C5A(PC)/Advisor/2746 dated 17.03.2018.
P a g e | 676
 i) Reporting Relationships – During course of their engagement, the Advisors will
employ themselves efficiently, diligently and to the best of their ability shall devote
their whole time and attention to the interest of the Company and generally carry out
work as assigned to them and shall comply with all lawful orders and directions given
by the CMDs/ Directors/ HoDs. They shall honestly, diligently and faithfully serve
the Company and use utmost endeavor to promote the interest of the Company.[16]
j) Expiry of Terms of Engagement – Unless the ad-hoc period of engagement is
extended further or terminated earlier by giving one-month notice or payment in lieu
thereof, the engagement will come to an automatic end on the expiry of the period of
engagement stipulated in the offer letter and no notice will be necessary.[16]
k) Performance Review – The value addition by the Advisor will be reviewed on the
parameters as mentioned at Para (h) above by the Management and on being found
satisfactory, approval for further extension may be granted as provided under Para
(d) above.[166]
l) Joining on appointment – The Advisor is required to join within 15 days of the offer
of engagement or in exceptional circumstances, as approved by the concerned
Functional Director. In the event of failure to join within the stipulated period, the
offer of engagement shall stand withdrawn automatically.[16]
m) Prohibition on other Full time engagement - Advisor shall not accept any full time
appointment or post, whether advisory or administrative, in any other firm or
company during the period of their engagement with CIL and its subsidiaries.[16]
n) Vigilance/ Departmental Clearances – The rules of promotion on the matter of
Vigilance/ Departmental/ Safety clearances shall hold good in the appointment of
Advisors.[16]
o) Modification of terms and conditions - The Functional Directors of CIL shall make
necessary modifications in the terms and conditions from time to time as may be
required in the best interest of the Company.[16]
p) Appointing Authority - The Chairman- cum- Managing Director of CIL/ Subsidiary
companies shall be the Appointing Authority for the advisors engaged in the
respective companies.[16]

16
Incorporated vide OM No. CIL/C5A(PC)/Advisor/2746 dated 17.03.2018.
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References

1 OO No. CIL/C-5A(vi)/Advisor/1563 dated 01.03.2011.

2 OO No. CIL/C-5A(PC)/Advisor/08 dated 16.01.2012.

3 OO No. CIL/C5A(PC)/Advisor/03 dated 01.01.2014.

4 OM No. CIL/C5A(PC)/Advisor/2746 dated 17.03.2018.

5 OM No. CIL/C5A(PC)/Advisors/284 dated 23.10.2019

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