Updated travelling rules

PUNJAB TRAVELLING ALLOWANCE RULES

Prepared by: Osman Jawed LoneDirector Audit

Pakistan Audit & Accounts ServiceAuditor General of Pakistan

CSS-29th CTPgPresented by: Mrs. Naseem Mansoor,

Ex-Principal, GCET Bosan Road Multan

1. Definitions (Travelling Allowance)

• Travelling Allowance means a allowance granted to a Government servant to cover expenses which he/she incurs for travelling in public service (FR-9-32)

• A compensatory allowance to meet expenditure necessitated by special circumstances in which duty is performed (FR.9, FR-44, PTAR-1.6)

• General Rule : The allowance must not be treated as a source of income/profit to recipient

TA Rules are covered in

TA Manual DDO Hand Book Punjab Travelling Allowance Rules (PTAR)

2. TERMINOLOGIES

• TOUR: Away from duty from Headquarters either within or with proper sanction beyond the sphere of regular duty (SR-61, PTAR-2.1)

• TRANSFER: Movement of Government Servant from HQ to another Station for the following:-

a) To take up duties of a new postb)Change of HQ (SR-2-18)

A transfer on own request is not treated in public interest thus cannot be used for claim of TA

• PAY: monthly amount drawn by a government servant as basic pay (running) , qualification pay, technical pay, special pay, personal pay and any other emoluments which may be specially classified as pay (FR-9-21a i,ii,iii) PTAR-1.5(O)

• FAMILY: A civil servant’sa) Wife or husband as the case may beb)Legitimate Children and stepchildren under 12

years of age or above 12 years residing with him and wholly dependent on him/her

• ADOPTED CHILD provided;a) Civil servant has no legitimate children or step

childrenb)Prior government approval c) One child onlyd)Ceases to be as member once his/her own

legitimate child or step childe)Residing with the Civil Servant and wholly

dependent on him/herf) Wife (Only one allowed in Federal Govt while no

restriction in case of Punjab Government {SR.2(8), PTAR-1.5(G)}

• HEAD OF DEPARTMENT: Any authority whom government may declare Head of Department for purpose of these rules [(SR.2(10), PTAR-1.5 (J)]

• DAY: A calendar day beginning and ending at midnight or an absence from headquarters which exceeds 24 hours [PTAR-1.5(F)]

• HEAD QUARTER: a) Any area limit and sphere of duties fixed by the

competent authorityb)Government secretariat/office to which a

government servant is attachedc) Any station declared as home by Government

• TRANSIT PERIOD:a)Period of absence from Headquarter b)Time of departure from office or residence (as

decided by Competent Authority)c) All forced delays in transit (must be justified

with proof) will be treated as part of transit [SR-70© PTAR 2.37)]

Journey’s for which TA is allowed

• Official Tour• Transfer• Joining first appointment• Retirement, suspension, dismissal or

termination of employment• Training course• Examination• Attend Court

• Attend inquiry Proceedings• Obtain Medical Advice• Attend Darbar or Official Function• Seminar/Conference• Inspection visits• Attend an incapacitated civil servant• Any other purpose authorized by

Competent Authority

CATEGORIES OF GOVT. SERVANTS FOR PURPOSE OF TRAVELLING ALLOWANCE (PUNJAB)

Category Civil Servant in BPS

I BPS-17 and above

II BPS-14 to 16

III BPS-11 and 13

IV BPS-1 to 10

3. KINDS OF TRAVELLING ALLOWANCE AND ADMISSIBILITY

i. Permanent Travelling Allowanceii. Conveyance Allowanceiii. Mileage Allowanceiv. Daily Allowancev. Actual Cost of travelling

• PERMANENT TRAVELLING ALLOWANCEA.Subject to conditions laid down in SR22-24

(PTAR-2.6) a permanent monthly TA may be granted to a govt. servant whose duties involve continuous and extensive touring

B.Such allowance is given in lieu of all other kinds of TA within the government servants sphere of duty

• CONVEYANCE ALLOWANCEA. All government servants who are required to

travel extensively or within a short distance from his HQ

B.Travelling daily from residence to place of duty

C.Shall not be entitled to daily allowance for such travelling

(Punjab Travelling Allowance Rates PTAR 1.14)

Conveyance Allowance Rates w.e.f 01-07-2012

BPS Previous Rates Current Rates 01-04 Rs.850/- p.m Rs.1700/- p.m05-10 Rs.1150/- p.m Rs.1840/- p.m11-15 Rs.1700/- p.m Rs.2720/- p.m16-19 Rs.2480/- p.m Rs. 5000/- p.m

Points to be noted

I. Officials using Transport pool vehicles are entitled to Conveyance Allowance provided they do not use the vehicle for movement to and from their residence

II. Officials living in official residences in residential colonies within work space are not entitled Conveyance Allowance

MILEAGE ALLOWANCE

A. Allowance calculated on the distance travelled which is given to meet the cost of a particular journey (SR 29, PTAR-2.20)

B. Journey between two places must be performed by the shortest practicable route

C. Should be performed by the cheapest of such routes

D. Govt. servant must be able to cover the distance in the most speedily manner

• Mileage allowance is admissible from the residence of the Govt. servant to the railway station, airport, seaport, river port, bus stand

• From the above to the place of his/her temporary duty/residence at the out station

• Government Servant is required to travel by the class of accommodation for which he is entitled. If he travels at a lower class , he will be entitled to the type actually used

Sr MODE OF TRANSPORT ENTITLED FARE

1 Rail/Air Actual cost of Tickets

2 Personal car*/Taxi personal car registered in name of civil servant or any member of family

Rs. 10/-per KM

3 Motor Cycle/Scooter Rs. 4 per KM

4 Public Transport Rs. 2.5/- per KM5 Bicycle Rs. 2 per KM6 Carriage of Personal

Effects on transfer or retirement

Rs.0.02/- per Kg per K.M

DAILY ALLOWANCE

• Uniform allowance for each day of absence from headquarter for performance of duty

• To cover expenses incurred

• Admissible for nights spent at out station

• Half DA is allowed when absence from HQ exceeds four hours and duty is performed beyond radius of 10 miles/16 KMs and overnight stay is not involved

DAILY ALLOWANCE RATES w.e.f 01-01-13Basic Pay

ScaleORDINARY RATE (Rs) SPECIAL RATE (Rs)

01-04 310 500

05-11 390 550

12-16 700 900

17-18 1250 1600

19-20 1550 2050

21 1750 2500

22 1750 3000

Reimbursement of Hotel/ Guest Room Rent

• A government servant who stays in a hotel , guest house, lodge or residential club shall , in addition to daily allowance, be allowed reimbursement of actual single room rent subject to the production of receipts/ vouchers

• Room rent includes all taxes, duties and service charges excluding mini bars, laundry, ironing etc

• Double room allowed within ceiling• Room sharing admissible

A. Localities where special daily* allowance is admissible: 3 times the amount of special daily allowance

B. Localities where ordinary daily rate is admissible: One and half times the amount of ordinary daily allowance

C. In case of non availability of single room the touring civil servant may book double room on sharing basis and furnish certificate regarding non availability of single room

* Divisional Headquarters / Big cities

TA/DA FOR JOURNEY FOR TRAINING 1. Training period exceeding one month (30 days) is

treated as change of Head Quarter hence TA/DA shall not be admissible

2. Hotel accommodation is not permissible during training

3. Availing hostel facility shall lead to deduction of half daily if meal is provided by institution

4. Daily at full rates shall be permissible to govt. Servant who has to avail hotel/guest house due to non availability of hostel space

5. If Govt. Servant opts out despite availability of hostel accommodation, no DA will be paid thereof

TRANSPORTATION OF PERSONAL EFFECTS (Maximum Limit)

Category Possessing a family

If not possessing a family

I 4500 2250

II 3000 1500

III 1500 760

IV 560 380

CATEGORY OF GOVERNMENT SERVANT

• CATEGORY – I : Motor Car or Motor Cycle• CATEGORY-II: Motor Cycle or a Motor Car• CATEGORY-III: One Motor Cycle or a bicycle• CATEGORY-IV : A bicycle

Transfer : In case of Family• Any member of family who follows him within

six months of the date of transfer• The name , age and relationship must be

mentioned in TA Bill• If family travels from another station, TA shall

not exceed the amount that would had been permissible if members had travelled with Govt. servant

• Mileage allowance per family member is permissible

TRAVELLING ALLOWANCE ON TRANSFER (PTAR-3)

• Transfer means the movement of a government servant from headquarter station in which he is employed to another such station due to:

I. Change of HeadquartersII.To take up duties of a new post• TA is not admissible unless the transfer is for public

convenience. Transfer at own request is not treated as transfer hence no TA is admissible until specially allowed by CA

TA ADVANCE ON TOUR AND TRANSFER

• The advance on tour is booked as expenditure under object head A03805-TA

• If funds are not available under this head then TA advance cannot be paid

• TA advance can be paid upon transfer (PTAR-6.11)• TA advances have to be sanctioned by Head of

Office• Pay Advance upon transfer up to 1 month pay

recovered in 3 installments from next station

Time Barred TA/DA Claims

TA/DA must be claimed within financial year and existing budget

If claimed in the next year it must be justified TA/DA claim is considered to be time barred

if produced after six months or after 30th June Claims beyond one year up to six years can

only be claimed after proper investigation Such claims require sanction of Finance

Department

Controlling Officer• Head of Office/ Controlling Officer• Tour Approval with justification• Controlling Officer may amend, modify , alter

tour program• Counter signs all TA claims• May object to TA Claim and order revision• DDO may not be Controlling Officer• Tour Program is a must for claiming TA/DA• Invitation letter/ order/ nomination/ selection

Sanctioning Powers ( Punjab Delegation of Financial Power Rules 2006)

• Current TA claims: Controlling Officer/ Head of Office

• Arrears of TA up to 3 years : Category-I officer• Beyond 3 years: Special sanction from Finance

Department• Arrears up to 3 years : Category-I/II/III up to

extent of whom they are competent appointing authority

TRANSFER GRANT

• Government servant possessing family: One month’s pay

• Government servant without family: Half month’s pay

• In case of Punjab, no transfer grant is admissible if transfer is within district

General instructions regarding preparation and form of vouchers. (Rule 4.6 of STR)

• Prescribed printed TA forms should be used• If inevitable, typed forms can be used• Amounts should be written in figures and words• All addition / alterations should be attested in words / figures• Complete accounts classification should be recorded in the given

place• Countersignatures of Head of Office, where necessary should be

obtained• If the bill is for certain special charge, sanction orders should be

quoted / attached• Mode of Travel must be accompanied by proof , if actual charges

are claimed

INSTRUCTIONS FOR FILLING TA FORM

Journey By Air

• Travel by Air is permissible on tour or transfer:• If officer is in Category-I, then at his discretion• If competent authority certifies that air travel

was urgent or necessary• If government servant who is not authorized

travels by air, he shall claim as if he had travelled by rail, road or steamer (PTAR-2.33)

Journey on Retirement or Termination of Contract (PTAR 4.1-4.5)

I. Govt. Servant is allowed TA in respect of journey from place of last posting to his home town / domicile/ permanent address*

II. Admissible upon Retirement or Leave Preparatory to Retirement (LPR)

III. Same TA rules and rates as he/she was admissible during last service

IV. Cost of Transportation of personal vehicle shall be calculated as per the most practicable route

*Verifiable by Audit officer

V. Advance and Final Payment

VI. No Daily Allowance for halts in Journey

VII. Transfer Grant Admissible up to 6 months after date of retirement (incase of LPR)