VENTURE

All India Postal Employees Union Group 'C' All India Postal Employees Union Group 'C'

K.V. Sridharan GENERAL SECRETARY

A Compilation of Selective Govt. Orders.A Companion to Postal Comrades. P3

P3 P3 P3 P3 P3 P3 P3 P3 P3 P3 P3 P3 P3 P3 P3 P3 P3 P3 P3 P3 P3 P3 P3 P3 P3 P3 P3 P3 CHQ

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This Venture is Dedicated to This Venture is Dedicated to

Com. N.C. Ambalavanan (Ex. All India President)

(1981-1997)

PREFACEPREFACE

It is rather an unique privilege for the All India Postal Employees Union Group 'C', Central Head Quarters in compiling selective administrative orders which are absolutely essential for the day to day functioning of the Divisional/Branch unions and activities.

During my interaction with many Divisional/Branch Secretaries, I realise the need to venture this book which I am confident, will enlighten the ruling positions on various topics and subjects for their active involvement in mitigating the grievances of the Postal Comrades.

I have not elaborated the postal functions and its various rulings, manuals etc. I restricted my limitation only to the importance of welfare activities, Transfer, Promotion etc. that too in order to overcome the menace of several anti workers decisions being unleashed now a day at various circles. This venture will enlighten the entitlement and the need to avail the benefits.

I have been encouraged by many of my CHQ office bearers and Circle Secretaries. Within a month, I completed this stependous task and perhaps there may be errors and omissions in some areas despite my sincere efforts for the accuracy and also to give upto date information. This venture is not exhaustive and many more venture we should launch in future.

On this happy occasion, I look forward to receive various suggestions from our Comrades and well wishers for making this venture a more perfect and purposeful in subsequent editions.

With regards,

Comradely Yours

K.V. Sridharan

General Secretary

Dated : 25-8-2007

P3 P3 P3 P3 P3 P3 our Comrades and well wishers for making this venture a more perfect and

P3 our Comrades and well wishers for making this venture a more perfect and

General Secretary

P3 General Secretary

Dated : 25-8-2007

P3 Dated : 25-8-2007

P3 P3 P3 CHQ

CHQCHQCHQCHQCHQCHQCHQCHQCHQCHQCHQCHQCHQThis Venture is Dedicated to

CHQThis Venture is Dedicated to This Venture is Dedicated to

CHQThis Venture is Dedicated to This Venture is Dedicated to This Venture is Dedicated to This Venture is Dedicated to

CHQThis Venture is Dedicated to This Venture is Dedicated to This Venture is Dedicated to

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Transfer, Promotion etc. that too in order to overcome the menace of several

CHQTransfer, Promotion etc. that too in order to overcome the menace of several anti workers decisions being unleashed now a day at various circles. This

CHQanti workers decisions being unleashed now a day at various circles. This venture will enlighten the entitlement and the need to avail the benefits.

CHQventure will enlighten the entitlement and the need to avail the benefits.

I have been encouraged by many of my CHQ office bearers and Circle CHQI have been encouraged by many of my CHQ office bearers and Circle Secretaries. Within a month, I completed this stependous task and perhaps CHQSecretaries. Within a month, I completed this stependous task and perhaps there may be errors and omissions in some areas despite my sincere efforts CHQthere may be errors and omissions in some areas despite my sincere efforts for the accuracy and also to give upto date information. This venture is not CHQfor the accuracy and also to give upto date information. This venture is not

On this happy occasion, I look forward to receive various suggestions from CHQOn this happy occasion, I look forward to receive various suggestions from our Comrades and well wishers for making this venture a more perfect and CHQour Comrades and well wishers for making this venture a more perfect and CHQ

CONTENTSS.NO. SUBJECT PAGE NO.

(1) TENURE, TRANSFERS AND POSTINGS

1. Guidelines for Rotational Transfers 13

2. Clarification on Rotational Transfers 15

3. Clarification on Rotational Transfers 15

4. Rotational Transfers 16

5. Rotational Transfers Policy Guidelines for the Year 1996-97 16




9. Abolition of Station Tenure - Transfer of Non-gazetted staff from one station to another 19

10. Maintenance of Request Register - Rotational Transfer 19

11. Tenure of Non-gazetted Postmasters (Time-Scale) 20

12. Period of Stay at Tenure stations calculation of 20

13. Computation of Tenure for the purpose of Rotational charges 20

14. Reduced Tenure in respect of certain Station considered arduous 20

15. Tenure Transfer of Postal Assistants working in Gazetted Head Office under the charge 20

of Senior Postmasters

16. Tenure Transfer of Postal Assistants working in Gazetted Head Office 21

17. Fixation of Tenure for Mail Overseers 21

18. Selection of Speed Post Postmen and Tenure 21

19. Fixation of Tenure of Staff working in PSDs. 21

20. Staffing Pattern of Postal Stores Depots 22

21. Rotational Transfer of Departmental Stamp Vendors 22

22. Rotational Transfers Liabilities of SBCO Staff 22

23. Tenure of SB/SC Counter Staff 22

24. Shorter Tenure for counter Clerks in H.O.s. Having Instant Counter Facility. 23

25. Extension of Tenure of Postal Assistants working in the SB Branches of the POs. 23

26. Tenure in RMS Head Record Offices 23

27. Tenure in RMS 23

28. Uniform Tenure Policy in RMS 23

29. Fixing of tenure of service for mailman and also SG Mailman in the offices of Supdts. of 24

RMS & Post Office and HROs

30. Rotation of officials who occupy Post Quarters 24

31. Gist on Tenures 24

32. Continuity of counter staff for at least one year 25

33. Rotational Transfers-Guidelines-regarding. 25

34. Public Relation Inspector (Postal) Criterion for Selection of Regarding 25

35. Exercise of Powers for Cancellation of Transfer orders by appointing authorities- 26

Procedure to be followed.

36. Check on the issue of Transfer Orders by Divisional Superintendent Retiring Within 26

(6) Six monhts

37. Cancellation of Transfer order by Appointing Authorities. 26

38. Check on the issue of Transfer Orders by Divisional 26

Superintendents retiring within 6 months

39. Grant of TA & Transit of Official Transferred on Completion of Tenure to the Place of Their Choice 27

40. Tenure Posting of officials in single handed double 27

Handed post offices -- Preventive Vigilance Measure

41. Categorising LSG officials as Leave Reserve Postal Assistants 27

42. Transfer and Posting of Circle cadre staff by Regional Postmasters General - 27

Request of staff for transfer

43. Rules for Selection of Development Officer (PLI) 28

44. Posting of Officials against LSG Supervisory Posts 28

45. Posting of physically handicapped candidates 28

S.NO. SUBJECT PAGE NO.

46. Physically Handicapped Officers/Employees may be given preference in Posting/Transfer 28

to near their native places.

47. Employees having Children with hearing Impairment or Multiple Disability may be given 29

Posting to their own preferred Linguistic Zone/State.

48. Posting of Govt. employees who have mentally retarded children 29

49. Posting of Govt. employees who have mentally retarded children 29

50. Posting to Home Division/Circle Policy regarding all categories of Supervisory cadres 29

51. Provision of Post attached Rent Free Accommodation as a Condition of Service to the 30

Postmasters/SPMs.

52. Choice of Officials for posting as Treasurers / Asstt. Treasurers in Post Offices 30

53. Appointment of Treasurers/Cashiers in Post Offices Regarding. 30

54. Appointment of LSG operatives as Treasurer/Cashier in Post Offices- payment of Special Pay 30

55. Posting of Treasurers on completion of Tenure 31

56. Transfer under the Provisions of Rule 38 of P&T Man. Vol. IV 31

57. Re-delegation of Power to Heads of Circles to allow Rule 38 Transfer requests of surplus 32

qualified officials to their home divisions in relaxation of 5 years service condition

58. Postal Assts./Sorting Assts. - Transfer under Rule 38 of P&T Man. Vol. IV 32

59. Inter-Circle Transfer within the same cadre under Rule-38 of Postal Manual Vol. IV 32

60. Review of the provisions of Rule 38 of Postal Manual Vol-IV - Postal Assit. / Sorting Assit. 33

61. Conditions for Rule 38 Transfers from the cadre of RMS Sorting Assistants to Postal Assit. 33

62. Clarification on Rule 38 Transfer from Sorting Assit. to Postal Assit. 34

63. Transfer/retention of officials on bifurcation reorganisation of a division- Clarification reg. 34

64. In Request Transfer cases, Intervening Holiday's can be availed 34

65. Filling up Unfilled Vacancies of Postmen/ Mail Guard Cadre from Candidates of other 34

Divisions at Regional Level

66. Posting of Husband and wife at the same station 34

67. Discontinuation of Scheme of Engagement of short Duty Staff. 36

68. Posting of Husband and wife at the same station 36

69. Posting of Husband and Wife at the same station- Reiterated 67. 36

(2) PROMOTIONS, HSG-I, HSG-II, LSG, BCR, TBOP etc.

1. Upgradation of 1622 Posts of HSG.II to HSG.I Grade 37

2. Upgradation of 1622 Posts of HSG.II to HSG.I Grade 37

3. Clarification Regarding Upgradation of HSG..II Posts TO HSG..I 38

4. Clarifications Regarding the date of Upgradation of HSG..II Posts to HSG..I 38

5. Clarification for Promotion to HSG-I Grade 38

6. Promotion to HSG-I Grade- Clarification Regarding. 39

7. Promotion to HSG-I Grade -Clarification Regarding. 398. Promotion to HSG.I Grade - Clarification regarding 39

9. Reservation of Posts in HSG-I in RMS for Accounts Line Officials. 4110. Filling up of the Posts of HSG-I 4111. Conversion of 2356 Posts of LSG To HSG-II 4112. Filling up of Norms Based HSG-II Posts 4213. Gist of Selective Orders on B.C.R. 4214. Biennial Cadre Review 43

15. Posting of BCR Officials Against Norm Based Posts 4516. Seniority for Appointment to the Posts of Post Office and RMS Accountants. 4517. Applicability of Time Bound one Promotion Scheme to PO & RMS Accountants. 4618. Review of Option for PO & RMS Accountants. 46

19. Fixation of Seniority of PO & RMS Accountants - Clarification. 47

20. Divisionalisation of PO & RMS Accountants and APM (Accounts) Cadres. 47

21. Transfer and Posting of LSG Accountants 47

22. Treatment of Special Pay for the purpose of fixation of pay on Promotion-Case of PO & 47

RMS DTO Accountant.

23. Removal of Hardship Imposed by TBP on Postmen 47

24. Benefit of FR 22 (i) (a) (i), Not Applicable in the Case of TBOP/BCR Official when posted 48


the Norms based Posts i.e. LSG/HSG-II

25. Gist of Selective order on T.B.O.P. 48

26. Divisionalisation of Lower Selection Grade Cadre Clarifications on Various Issues 50

Originating there from

27. No Supersession in 'Selection' Promotion - Revised Guidelines 51

28. Promotion of employees on whom any penalty has been imposed - consideration for 53

29. Promotion to Higher Grade of Post Clarification in regard to sealed cover procedure - 54

Effect of Warning, Censure etc. on Promotion

30. Promotion to Higher grade of Post - Clarification in regard to sealed cover procedure -- 55

Effect of Warning, censure etc. on promotion

31. Recovery of Pay not a BAR to Promotion 56

32. Promotion Effect of Punishment and Monetary Recovery 56

33. Promotion - Application of Bench Mark & Writing of CRs. 57

34. Application of Bench Mark on Promotion in LSG, HSG-II and HSG-I 57

35. Status of Operative Officials Designations / Nomenclature 58

36. Simplification of Confirmation Procedure- Clarification 58

37. Period of Induction Training shall also Count for Promotion Under the TBOP / BCR scheme 58

38. Counting of Induction Training Period for Promotion Under TBOP / BCR Schemes 58

39. Counting of Training Period for Departmental Candidates. 59

40. Vacancies of Not less than 14 day's Duration 59

41. Approval of Officiating Arrangements Countinuing for more than One Year 59

42. General Principles to be Followed in Making Officiating Appointments in Short Term Vacancies 60

43. Officiating Arrangement in Short Term Vacancies in the Dept. of Posts 60

44. Filling up of Local, Short or Long term Vacancies in IPOs/IRMS cadres but unapproved 60

Candidates on adhoc basis.

45. Officiating Arrangements in Leave vacancies 61

46. Officiating Arrangement in Leave Vacancies 61

47. Officiating Arrangements in HSG-II and HSG-I 61

48. Appointment of Drivers on Daily Wage Basis and their subsequent absorption 61

49. Merger of Posts of Hindi Typists in Divisional Offices with Postal Assistants/Sorting Assit. 62

50. Extension of Time Bound One Promotion and Biennial Cadre views to Hindi Typists of Divisional Offices 62

51. Joining of New Station of Posting on Promotion Instructions- regarding. 63

52. Time Limit for Relieving an Official Consequent his Promotion to the Higher Grade. 63

53. Utilisation of Holidays/Off Days for Journey Period in Case of Transfer from one station to 64

another of an officials hiw own request.

54. Revised Option for fixation of Pay on Promotion 64

55. Reservation for the Physically Handicapped in Post filled by Promotion. 64

56. Reservation for the Physically Handicapped in Post filled by Promotion. 64

57. Instances which do not constitute as Anomaly for Stepping up of pay with Reference to Juniors. 65

(3) DEPARTMENTAL EXAMINATIONS

1. LGOs Examination Absorption of Surplus Candidates 66

2. Raising of Number of Chances for the LGOs Examination 66

3. Training to the Postmen and Group 'D' cadres / appearing for LGO Examination 66

4. LGO Exams - Chances already availed not to be counted. 67

5. Review result of failed SC/ST Candidate of FTP (LSG/HSG-II) Exam. 67

6. Revised orders on Postal Training to SAs. 67

7. Eligibility Condition for Appearing in Dept. Competitive Exam for Promotion to P.S. 67

Group 'B' Cadre

8. Eligibility of Officials Promoted under TBOP / BCR for appearing in the Departmental 67

Competitive Examination to PS Group B Grade

9. Eligibility Condition to Appear for the PS Gr. B Exam. in R/O General Line Official-Reg. 67

10. Syllabus for S.B. Incentive/Examination. 68

11. Syllabus for P.O. and R.M.S. Accountant Exam. 68

12. Syllabus for Junior Accounts Officer Part-I 68


13. Syllabus for Junior Accounts Officer - AC Part II Exam. (Postal) 69

14. Syllabus for Departmental Competitive Examination for Promotion of General Line 69

Officials to PSS Group 'B"

15. Syllabus of Departmental Examination for Promotion to be Grade of "Inspector of Posts" 70

16. Officials can be allowed to Appear Departmental Examinations Under Suspension 71

17. Competitive Exam. - Candidates obtaining equal marks- Selection an Determination of 71

Inter-Re-merit.

18. No. of chances for IPO examination : 71

19. Relaxation of Age Limit and removal of limited chances to appear for J.A.O. Parts I & II Exam. 72

20. Counting of Training Period for the purpose of Drawing increments-Clarification Regarding. 72

21. RMS Group B Exam for the General Line Officials- Eligibility Therefore. 72

(4) RECRUITMENTS

1. Department of Posts (Postal Assistants and Sorting Assistants) Recruitment Rules 2002. 73

2. Copy of Notification (DOP) dated 9th January, 2002 73

3. Recruitment to the Cadre of Postal/Sorting Assistant-Regarding. 74

4. Recruitment Procedure to Cadre of Postal/Sorting Assistants in Post Offices Clarifications. 75

5. Revised Recruitment Procedure for Postal Assistants/Sorting Assistants. 756. Introduction of Fast Track Promotion to Fill up LSG/HSG-II Posts in PO & RMS 77

Offices-Amendment to Recruitment Rules.7. Rules of Recruitment to Selection Grade Posts 1976 808. Selection Grade Posts Recruitment (Amendment) Rules 2002 869. Recruitment Rules for HSG-I Posts- Amendment Regarding 8810. Recruitment to the Posts of Inspector of Posts, Rules Reg.- Merger etc. 8811. Exemption from requirements of Educational Qualification in respect of Widows of Govt. 91

Servants Appointed on Compassionate Grounds.12. The Gazetted of India Notification regarding Rules regulating the method of Recruitment 91

to the Posts of Postman/Village Postman and Mail guard in the Department of Posts.13. Department of Posts (Group D Posts) Recruitment Rules 2002. 9414. Revision of Rates of Training Allowance paid to induction trainees selected for initial 95

Appointment in PA/SA15. Rates of Fees Payable to state Government Medical Officers for Medical Examination of 95

Candidates for Appointment to Group 'C' Posts.

16. Distribution of Reservation for Persons with Disabilities amongst three categories of 95

Disabilities-Clarificaiton.

(5) SPECIAL PAY ALLOWANCES & PERSONAL CLAIMS

1. Travelling Allowance 96

(i) Entitlement for Travel on Tour w.e.f. 01-10-1997 96

(ii) Journey by Road 96

(iii) Rates of Daily Allowance 97

(iv) Joining Time 97

(v) Rates of Overtime Allowance for Operative Staff 97

(vi) The entitlement for travel on LTC by Rail, w.e.f. 01-10-1998 is as below 98

2. Transport Allowance w.e.f. 1-8-1997 98

3. Revised Classification of employees in pay ranges 98

4. When the Govt. Servant Stays in a Hotel or other establishment Providing Boarding 98

and/or Lodging at Schedule Tariff's

5. Grant of OTA to the Clerks when required to act as SPMs in the absence of regular SPM on leave 99

6. Grant of Overtime Allowances to the Clerks when required to act as SPMs in the absence 99

of regular SPM on leave

7. Grant of OTA to Departmental Staff for Conveyance of Cash 99

8. Training of Clerks to work in Accounts Branch of HOs 99

9. Restriction on number of hours of OTA Admissible to Sorting Postmen/Group 'D' Staff 100

called on duty on a Postal Holiday.

10. Grant of Special Pay for Handling / Custody of Cash by Sub Postmasters 100

11. Cash Handling Allowance to Treasurers, Asst. Treasurers- revision of rates regarding: 100


12. Special Pay to Postal Candidates who have qualified the JAO examination and 101

awaiting Promotion.

13. Special Pay granted to JAO examination qualified candidates. 101

14. Prompt Settlement of personal problems of the employees 101

15. Grant of Split Duty Allowance 101

16. Fixed Monetary Compensation of Postmen Staff 102

17. Admissibility to Home Town every year to unmarried Central Govt. Employees having 102

Dependents living in Home Town

18. Forfeiture of the LTC Claim after the expiry of the expiry of the stipulated period 102

19. LTC Facilities to the Family Members not residing with Govt. Servant-Clarification reg. 103

20. LTC - Travel by State Tourism Buses- Clarification- regarding. 103

21. LTC- Denial of LTC to Govt. Servants found Guilty of Misuse of the Facility 103

22. Disability under FR 17 (A) - Relating to LTC- Clarification 103

23. Imposing of Penal Interest on Unutilised balance of TA/LTC Advance. 103

24. Grant of OTA to the Clerks When Required to Act as SPMs in the Absence of Regular 104

SPMs on Leave.

25. Claim of OTA in Lieu of Higher Pay 104

26. Grant of OTA- Clarifications 104

27. Grant of OTA - Clarifications. 104

28. Grant of OTA to aspm when required to work as HSG-II SPM 104

29. Clarification on OTA to Group 'D' Staff 104

30. Grant of Compensatory Off/OTA where Postal Holidays falls on fixed Offs on Sunday/Weekly Offs. 104

31. Reimbursement of LTC Claim to be restricted to the actual fare incurred by longer route 105

on the fare by the entitled class by shortest direct Route, Whichever is Less.

32. Admissibility of LTC when both Husband an Wife are Govt. Servants and are resideing together. 105

33. Some members can visit 'Home Town' while other family members may avail 'Any 105

Place in India' in the same two year block LTC.

34. LTC by Private Airlines 105

35. Leave encashment during LTC 105

36. LTC - Family clarification 105

37. LTC Advance 106

38. A Submission of LTC Claims 106

39. Avaiting LTC on Holidays 106

40. Proportionate Mileage Allowance when Journey on tour is performed by longer route by 106

Rail partly by Lower Class and Partly by the Entitled Class.

41. LTC in Handicapped Employees 106

42. Regulation of LTC Claim if the Rail Journey is Performes by a longer route and by 106

Different Classes.

43. Grant of Fixed Medical Allowance to the staff working in the Interior under CS (MA) Rules, 1944 107

44. Delegation of Powers to condone delay in submission of medical claims 107

45. Payment on One Time Basis towards CGHS contribution by pensioners. 107

46. Entitlement of TA/DA to the Patients. 107

47. Medical Advance - Revised instructions 107

48. Reimbursement of Medical claim for treatment taking in private Hospital in emergent 108

Cases- Clarification.

49. 'Fixed Monetary Compensation' to Postman for Effecting deliveries on second day 108

of three consecutive Holidays.

50. CCA/HRA Raised Rates w.e.f. 1-8-1997 108

51. Grant of Conveyance Allowance to Blind and Orthopaedically Handicapped Central 109

Government Employees.

52. Grant of Split Duty for two hours break 109

53. Grant of Split Duty Allowance- Clarifications. 109

54. Split Duty Allowance -Clarification. 109

55. Grant of Saving Bank Allowance to Postal Assistants 109

56. Revision in the Rate of Cycle (Maintance) Allowance. 109

57. TBOP/BCR Officials Entitled for Saving Bank Allowance 110


58. Enhacement of Saving bank Incentive to Postal Assistants working in Saving Bank Branches- 110

Acceptance of Fifth Central Pay Commission's Recommendation (Para 30.22) regarding.

59. Fixed Conveyance Allowance. 110

60. Grant of Conveyance to Mail/Cash Overseers 110

61. Simplified Proceedure for Claiming CEA/Tuition Fees 111

62. Reimbursement of Tuition Fee shall be admissible till the end of the academic year in case 111

of Govt. Servant ceases to be in service by Retirement, Resignation, Discharge, Dismissal

of Removal from Service

63. Grant of Fixed Stationery Charges Clarification Regarding 111

64. Enhanced Rates of Stationery Charges for P.Os, SBCO, IPOs / ASPOs 111

65. Time Limits for Submission of Claims 112

66. Commission Paid to Authorised Agents 112

67. Commission Paid to ED SPM/BPM 113

68. Monthly Income Scheme- Incentive 114

69. Speed Post Incentive 114

70. Guidelines for Grant of Honorarium to be Strictly followed 114

71. An Official is Missing of Absconded 114

72. New Pension Scheme for those Appointed on or After 1-1-2004. 115

73. Night Halt Allowance to Mail/Cash Overseers 117

74. Implementation of Award given by the Board of Arbitration (JCM) in C.A. reference I of 1990 118

regarding grant of special pay for handling / custody of cash by Sub-Postmasters in single

and double handed Post Offices in Department of Posts.

(6) STAFF QUARTERS

1. Retention of Government Accommodation in the events of Leave, Transfer etc. 119

2. Retention of Government Quarters by Retired / Transfer / Family of Deceased Employees 119

3. Retention of Quarters by retired/deceased postal employees on special circumstances 120

4. Retention of Quarters in case of Death of the Allottee 120

5. Sub-Letting of Govt. Accommodation violates Rules 3 of CCS (Conduct) Rules. 1216. Retention of Post Attached Quarters Beyond Authorised Period. 1217. Postal Pool Quarters and Post attached Rent Free Quarters of PMs / SPMs - 121

Delegation of powers8. Post-Quarters- Authorised Period after Retirement. 1229. Conservancy/Service Charges etc. Not to be Recovered from Rent Free Allottees. 12210. Retention of Quarters. 12211. Revised Schedule of Accommodation For Post Office 12312. Maintenance of Buildings 12813. Assessment of Reasonable Rent/Enhancement of Rent of Private building taken on Lease. 12914. Provision of Toilet Facilities in Post Office Buildings. 13015. Revision of Tariff for Occupation of Inspection Quarters / Inspection Rooms 13116. Occupation of Departmental Inspection Quarter beyond normal admissible period -- 131

Admissibility of HRA17. Assessment of Reasonable Rent/Enhancement of Rent of Private Building taken on 132

Lease by the Dep. Guidelines-reg.

(7) WELFARE

1. Immediate Relief to the Families of Government Servants who die while in Service. 133

2. Action to be taken on receipt of intimation about the Death of a Postal employee/Extra 133

Departmental Agent.

3. Modified orders for production of Medical Certificate by Gazetted/Non-Gazetted Employees. 133

4. Grant of Earned Leave to Central Government Employees 134

5. Report of the Complaints Committee constituted for prevention of sexual harassment of 134

women at work places -follow-up action

6. Financial Assistance from the Postal Staff Welfare scheme in cases of prolonged illness/ 135

surgical operations, enhanced

7. Grant of financial assistance in the case of death of Postal Employee while in service 135

8. Enhanced Rate of Financial Assistance from the Postal Service Staff Welfare Board in the 135


Case of Death of an Employee

9. Financial Assistance from Welfare Fund for Funeral Expenses- Payment to the near Relatives. 136

10. Transportation Charges to the Handicapped Children of Postal Employees. 136

11. Clarification on Financial Assistance from Welfare Fund in cases of EOL/HPL Due to 136

Serious/Prolonged illness

12. Increase in the amounts of Financial Assistance in Case of Death. 136

13. Enhancement of rates of Financial Assistance to the victims of fire/floods and natural calamities 136

14. Financial Assistance to SC & ST Employees, Department of Posts for (i) Appearing in the 137

Departmental Examination and (ii) Pursuing Higher Education through Regular Classes.

15. Revised Rate of Scholarships for Development of Individual Personality. 137

16. Scholarship for development of individual personality decision taken in the 9th meeting of the 137

Postal Services Staff Welfare Board Meeting held on 17-02-2002

17. Revision in Scholarships / Book Awards for OBCs 138

18. Financial Assistance for Nutritive Diet from Welfare Fund admissible to all Departmental 138

Employees who are suffering from TB may be extended to ED employees and Enhancement

of final assistance

19. Grants of Residential Welfare Associations Enhanced. 138

20. Grants to Postal Ladies Organization from the Postal Services Staff Welfare Board 138

21. Enhancement of recurring grants to the creches from the Welfare Fund 138

22. Salary of Part-Time Tailoring Instructors under the Postal Staff Welfare Scheme. 139

23. Permission to leave office during office hours be granted to Presidents/General Secretaries 139

of the Residential Welfare Associations

24. P&T Community Halls-Allotment of accommodation-Order of preference 139

25. Special Casual Leave to ED Agents at par with the regular departmental employees for 139

donating blood to recognised banks on working day on pay of the cost of substitute.

26. Revision in Rates of Scholarship 140

27. Pay limit for availing facility of Excursion trips 140

28. Revised Pay Limit for Grant of Financial Assistance for prolonged serious illness, 140

major surgery etc.

29. Introduction of Scholarship for staff to Develop individual personality. 140

30. Special benefits in cases of Death and Disability in Service- Payment of Ex-Gratia lumpsum 141

compensation to families of Central Govt. Civilian Employees who die in harness.

Recommendations of the Fifth Central Pay Commission.

31. Out of turn promotions to outstanding Sports Personalities in the Deptt. 142

32. Selection of Sports person 143

33. Grant of Two Hours off for Daily Practice throughout the year to the top Ranking 143

Sports-Persons/Coaches.

34. Grant of Incentive to the Children of Postal Employees who appear in the Competitive 143

Examinations held by UPSC

35. Special Casual Leave to Participate in Dance/Song Competition at Regional Level 143

36. Incentive for Acquiring Fresh Higher Qualifications. 144

37. Enhancement of Powers of the PMGs for Grant of Financial Assistance in Cases of 145

Serious Illness/Major Surgery etc.

38. Financial Assistance to the Dependent of Deceased P&T Employees who died in Accident. 145

39. Extension of schemes of educational assistance under the Welfare Fund to EDAs. 146

40. Financial Assistance from Welfare Fund to Orthopaedically Handicapped Employees. 146

41. Grant of Financial Assistance for the victims of Riots, Communal Disturbances and 146

Terrorist Activities.

42. Financial Assistance in Prolonged Illness Cases. 146

43. Grant-in-Aid for the provision of Amenities or Recreational or Welfare Facilities to the 146

Staff of the Central Government.

44. Increase the Amount of Cash being Granted to Best Sportsman/Sports Women and 147

Best Promoter of Sports.

45. Increase in Daily Allowance for Players Participating in All India Postal Sports Meet. 147

46. Participating in the All India Major Ranking Tournaments Conducted by TTFI & BAI 147

47. Implementation of directorate instructions of 2 hours off for practice to Sports Persons/ 147


coaches who represent their Circles in All India Postal Tournament and/or who represent

the department and concerned States in National Competitions

48. Revised Pay Limits for Eligibility of Educational Assistance under the postal Staff Welfare Scheme. 147

49. Grant of Conveyance and other advances-Revised Rate with effect from 11-12-1997. 148

50. Dependent Family members of the regular employees should also be given Financial 149

Assistance in case of Nutritive Diet recommended for TB patients.

51. Reservation in Scholarships / Book Awards for OBCs 149

52. Provision of Transport to Officials in Need of Urgent Medical Care while on Duty. 149

(8) NORMS

1. Review of Post Office establishment - Revised procedure for combining all categories of 150

periodical reviews

2. Norms for group 'c' staff connected with multi-purpose counter machines in post offices 151

3. Adhoc Norms for Staff Working in Speed Post Centre-Regarding. 151

4. Evaluation of Norms for P.R.I. (P) 152

5. Updating of Norms for Calculation of Establishment of Departmental Stamp Venodrs/Gramin 152

Dak Sewak StampVendors for Sale of Stamps and Stationery Issue of the Revised Norms.

6. Hours of Work-Split Duty in Respect of Certain Categories of Staff. 153

7. Duty Hours of Postmasters. 153

8. Grant of Special Pay to Treasurers and Asstt. Treasurer Trasurer in the Clerical Time 153

Scale in Post Offices.

9. Standard for Checking OTA Bills of Official of HPOs in Accounts Branch of HPOs. 153

10. Standards Adopted for Sanctioning Post of Mail Overseers. 153

(9) SELECTIVE ADMINISTRATIVE ORDERS

1. Power & function of Chief Postmasters General / Postmaster General (Region) - reg. 154

2. Strengthening of the Supervision and the Working of EDSOs/EDBOs & Single-Handed 157

Sub Post Offices.

3. Deletion of Transfer Liability Clause from Appointment Offer. 158

4. Delegation of Powers of Heads of Circles to Downgrade Sub Standard Head Offices. 158

5. Delegation of Powers to Heads of Circles to Close/Merge/Reorganize Set/Mail Office with 159

workload less than prescribed norm.

6. Improving Vigilance Administration. 160

7. Enhancement of Financial Powers of HSG.I, HSG.II & LSG Postmasters 162

8. Preventive Checks Prescribed in respect of SB and Cash Certificates 162

9. Settlement of Deceased, Claim cases Enhancement of powers of various Postal Authorities 163

10. Regarding authorisation of LSG Sub Postmasters HSG.II Postmasters to issue cheques in 164

lieu of payments of maturity value of Small Saving Schemes for Rs. 20,000 and above

11. Notice of Voluntary Retirement can be a cepted from a Govt. Servant already on EOL. 165

12. Non Inalidation of a Govt. Servant who has been permanently incapacitated from Govt. 165

Service on Account of Mental or Physical Disability-Information Regarding.

13. Permission To Leave Headquarters 166

14. Co-Operative Credit Society Dues Recoveries from pay-less thereof-Regarding. 166

15. Wearing of Uniforms properly by Postmen, Group 'D' and other staff entitled to Uniforms 166

16. Representations from Employees- Disposal of 167

17. Individual Grievances of Officials. 168

18. Representation from Government servants on service matters 168

19. Principal CPMG/CPMG Shall be the revising Authority, Were the Appellate Authority is 170

subordinate to them.

20. Officials under Suspension can be allowed to Function as Defence Assistants 171

21. Action Against Absconding Officials 171

22. Dies Non and its Effect 171

23. Who are Competent to Investigate into Fraud and Loss Cases and What are their 172

Monetary Limits?

24. Disciplinary cases should be closed on the Death of the Charged Official 173

25. Fixing up Contributory Negligence 173


26. Recovery from Retired Officials 174

27. Realisation of Loss from Subsidiary Offenders 174

28. Recovery of Pecuniary Loss caused by a Govt. Servant- Clarification Regarding. 175

29. Recovery be made in Case of Fraud. 176

30. Fixing Contributory negligence / responsibilities 176

31. Penalty of Recovery. 176

32. Condition of Recovery 176

33. Responsibility for Losses. 177

34. Honest Errors can be condoned 177

35. Waival of Prosecution 177

36. Representation against adverse remarks 177

37. Period of Suspension to be treated as Duty if Minor Penalty is imposed 178

38. Penal Recoveries from Departmental Officials in case 178

39. Closing of Central Govt. Offices of Connection with Elections to State Assemblies etc. 178

of Losses and Frauds.

(10) RELAX - REFRESH RULING KNOWLEDGE - A GIST OF SELECTIVE ORDERS

1. Eligibility for appearing in departmental exam - case of EDAs specailly recruited for 179

deputation to APS.

2. Retention of Rent free quarters during leave exceeding on one month should be recovered 179

3. Counting Leave for Increment - annually for the purpose of FR 26(C) 179

4. Unavailed Joining time to be credited in E.L. Account 179

5. Regulation of Allowances during leave 179

6. Dies Non- Leave Credit 179

7. Encashment or Leave Accumulated in AP 179

8. Absence after expiry of leave 179

9. Leave not due 179

10. EL Upto 180 days can be availed in one Spell 180

11. Maternity Leave combined with leave of any other kind 180

12. Female employees availing maternity leave for MTP not entitled for Special CL 180

13. Second Medical Opinion 180

14. Grant of special CL to Women Central Govt. employees when their husband undergo 180

vasectomy operation

15. Upto 90% of GPF can be withdrawn without any reason during the last year of service 180

16. No withdrawal/advance in GPF in last three months before service 180

17. Disbursement of Monthly Pay and Allowance 180

18. Age Relaxation for Widows, Divorced Women and Women Separated from their Husbands. 180

19. Direct Recruitment to the Cadre of 181

20. Concession Given to ex. Servicemen. 181

21. Seniority from the date of appointment and not with reference to date of confirmation 181

22. Verification of service book by officials 181

23. Joint Representation from Govt. Servants to be viewed as subversive of Discipline 181

24. Supply of Special Type of shoes for orthopaedic handicapped employees 181

25. Whether proportionate reduction of washing allowance be made for the leave undertaken. 181

26. Cash Allowance To Cash Overseer 181

27. PAs/OAs Officiating as Set No. 181

28. Washing Allowance : 182

29. Special Pay to Cashiers: 182

30. Grant of special pay - acceptance of security bond : 182

31. Welfare officer asked to meet family of deceased government servant. 182

32. T.A. entitlement for bringing family subsequent of transfer 182

33. Utilistation of holidays/off days for Journey period in case of transfer from one station 182

to another of an official at his own request

34. Joining time to officials on return from APS to the Dept. of posts. 182

35. Maternity Leave 182


36. Family pension to Widow when she got child 182

37. Pensioner married after retirement 182

38. Family of a female Govt. Servant for LTC 183

39. Drawal of HRA by Husband & Wife when both of them are Govt. Servant 183

40. Date of Death - Treated as Duty 183

41. Revised time limit for grant/refusal of permission under the provisions of CCS (Conduct) rules 183

42. Change of home town declaration 183

43. Transfer of officials at their own request leave is not required 183

44. Benefit of increment falling due during leave period in the case of death while on leave 183

45. Payment on authority can be made to outsider or Govt. employees alone. 183

46. Union functionaries of J.C.M. should not be shifted from main administrative office to 184

subordinate office

47. Stamp Duty on mortgage Deed/Deed of Reconveyance executed by employees who 184

availed H.B.A. has to be borne only by the employees and cannot be reimbursed

48. Suffixing Holidays after Medical Leave 184

49. Heads of Circles in Dept. of Posts empowered to relax the upper age limit for 184

appointment on compassionate grounds.

50. No Option of Revert to Lower Post in Lieu of Premature Retirement 184

51. Claim for treatment outside the Head Quarters from R.M.P.S. Appointed as AMAs not Reimbursable 184

52. Uniform to Employees who are due to retire 184

53. Leave Salary Advance for Commuted Leave 185

54. Clarification on payment of conveyance allowance to orthopaedically handicapped employees 185

55. LTC claim for spouse, if married during grace period 185

56. Leave to Female Govt. Servant on adopting of Child 185

57. MC And FC -Not necessary from the same doctor 185

58. Leave conversion not a Matter of Right 185

59. Child Adoption Leave 185

60. Advance - interest rates 2005-06 185

61. CGHS -- Entitlement of transferees 185

62. Leave encashment on compulsory retirement 185

63. Drawal of increment 185

64. HRA / CCA at old rates during J.T. Suspension etc. 186

65. Increment to T/S Group D 186

66. Fixed Medical Allowance to pensioner 186

67. Fixed Medical Allowance 186

68. Special Leave for contagious disease 186

69. No GPF for T/S Group D 186

70. No recovery from GPF 186

71. MPCM Allowance 186

72. Dependency -- Monetary limit 186

73. TA / DA for second medical opinion 186

74. TA for Departmental enquiry 186

75. TA for court cases 187

76. RTF - Special provision to Physically Handicapped child 187

77. Rebate on HBA 187

78. Promoting Small Family norms -- Drawal of special increment 187

79. No Denial of Leave During the Last Ten Years Service 187

80. Leave for permanently in-capacitated officials 187

81. Special leave for miscarriage to women employees 187

82. Paternity leave to male government servants 187

83. Casual Leave -- entitlement 187

84. HRA on Transfer 187

85. HRA not allowed for Sharing accommodation 187

86. Transport Allowance during suspension 187

87. Transport Allowance during training 188

88. Conveyance Allowance to Physically Handicapped officials 188


89. No staff car if Transport Allowance drawn 188

90. Combination of CL 188

91. Special leave during Bandh etc. 188

92. Special leave for Bye-election 188

93. Place of choice for Employees having treating mentally retorted child 188

94. No casual worker for Group C work 188

95. Select Panel advance in DPC 188

96. Relaxation of merit to SC / ST employees 188

97. SC / ST selected in unreserved point -- clarification 188

98. SC / ST promotion under unreserved point 188

99. Enforcing promotion 188

100. Adhoc appointment continuity more than one year -- no need for reversion 189

101. Sexual harassment on women employees 189

102. Sexual harassment -- transfer as per the option of the victim 189

103. Committee's finding -- be taken as Enquiry report 189

104. No Dies-non for late coming 189

105. Time limit for disposal of representation 189

106. Justification of suspension - reg. 189

107. Minor penalty in Rule 14 -- suspension to be treated as duty 189

108. Died during suspension 189

109. No reduction to lower grade never held before 189

110. No double punishments. 189

111. Seven cases at one time for retired officials attending Defence enquiry 190

112. Withdrawal of appeal 190

113. Copy of service books while quitting service 190

114. Adverse entry communication of remarks 190

115. Appeal Against adverse entry -- within six months 190

116. Relaxation to PH candidates in appointment 190

117. SC / ST -- posting nearer to native place 190

118. Physically Handicapped - Apply for any suitable post 190

119. Disability during service -keep in the same cadre - provide suitable job till superannuaiton 190

120. Increment to Sports persons 190

121. Withdrawal of resignation 190

122. Transfer guidelines consideration of long pending requests 191

123. Transfer before Academic Session 191

124. No transfer in Gazetted H.Os 191

125. Four years tenure to all SPMs 191

126. Aptitude Test for Grant of SB / SC Allowance -- use of Dureja Manuals as reference book 191

127. Training to the candidates of Postmen & Group 'D' cadre appearing for LGO examination 191

128. Government Residential accommodation- Employees having constructed own houses by HBA 191

129. Revision of financial powers of Head of Circles 191

130. Selection of Development officer (PLI) Rule 279/6 of P&T Manual Volume IV. 191

131. Interface with the Unions -- observance of due courtesy 191

132. Leave should not be denied 192

133. Action against the postal employees for union activities 192

134. Role of Oral instructions in the transaction of Government Business 192

135. Observance of proper decorum by Government servant during the lunch break 192

136. Water Coolers -- Provision of 192

137. Grant of OTA to Departmental Staff for conveyance of Cash 192

138. Supply of Soap and Towels -- Standardization of 192

139. Permission to leave office during office hours be granted to Presidents / General 192

Secretaries of the Residential Welfare Associations

140. Due date of payment of salaries when Bank is Closed 193

141. Disposal of old records to be entrusted to Physically Handicapped persons 193

142. Observance of holidays in Operative Offices 193

143. Suspension by lower authority is valid 193


144. No LTC during suspension 193

145. Suspension -- No retrospective effect 193

146. Late attendance -- debiting half a day CL 193

147. Counting training period for drawal of increment 193

148. HSG.I -- Non Gazetted Group B 193149. Procedure for recruitment of Postal Assistants to Regional / Circle Offices 193150. Posting of ASPOs in HSG.I 194151. Application for VRS during EOL 194152. Allotment of vacant staff quarters against will 194153. Complaint against Government servants 194154. Observance of holiday of operative offices 194155. Twins after the First Surviving Child -- Special Allowance 194156. Fee for communication, re-totalling & re-verification of marks 194157. Compassionate appointee should properly maintain family 194158. Action on detection of counterfeit notes 194159. Discontinuing the issue of R.T. Policy guidelines 194160. Tenure for SBCO Staff 194161. Tenure in SB branch 195162. Counting of training period for departmental candidates 195163. Review result of failed SC/ST candidates of FTP (LSG / HSG.II) Exam 195164. LSG officials worked against HSG.I posts 195165. Honorarium for opening new Pay Bill register in Accounts branch 195166. Confirmation of oral orders 195167. Exemption of stamp duty for HBA 195168. Transfer of records 195169. Invite union representatives & settle problems 195170. Split Duty in post offices 195171. Extension of Tenure for PRI (P) 195172. Right for demonstration 195173. Lunch Break at counters 196174. Reservation for SC/ST- Circulation of the reservation roster : 196175. Unfilled vacancies of OBCs should not be deserved but carried forward 196176. Reservation in adhoc promotion : 196177. SC/ST/OBC candidates selected on their own merit. Merit not to be adjusted against 196

reserved vacancies178. Relaxation for SC/ST in qualifying examination: 196179. When only a single vacancy arises in a year : 196180. Reservation rosters not determining seniority : 196181. Reservation roster may be shown to Govt. staff/Staff Association: 197182. Collection of LIC premia through Post Offices 197183. Perusal of reservation roster at Divisional level by the service unions regarding. 197184. Festival Advance 197185. No interest beyond date of death 197186. Provision of Transport to officials in need of urgent medical care while on duty. 197187. Failure of family planning operation 197188. Rate of Incentive increment be granted even in the scale of the officiating post held on 197

adhoc basis at the time of family planning operation189. Operations recognised for incentive increment. 197190. Incentive for promoting small family norms - Private hospital - reg. 197191. Recovery under audit objection in the pay & Allowances 197192. Supply of Uniforms to sorting postmen 198193. C.E.A. admissible till board examination in the case of official transferred to a new station 198

but keeps his child in the old station.

194. Grant of CEA/RTF clarifications 198

195. OTA TO SPMs Attending Signalling Duties 198

196. Proposal to grant of TA/DA to cash/mail overseers ordered to work as BPM in stop gap arrangement 198

197. Point to Ponder 198

13VENTURE A.I.P.E.U. GROUP - 'C'

1. TENURE, TRANSFERS AND POSTINGS

1. GUIDELINES FOR ROTATIONAL TRANSFERS

The question of rotational transfers of staff gazetted

as well as non-gazetted --has been considered in depth.

In supersession of all the previous subject, the following

orders are issued to regulate the rotational transfers of

staff.

2. As regards transfers on completion of tenure in posts,

the existing instructions regarding 'post tenure' will

continue to be applicable for various categories of staff,

both gazetted and non-gazetted, as laid down in P&T

Manual Volume IV.

3. As regards transfer on completion of tenure in a

station, the principles as explained in the following

paragraphs will be followed:

4-1. Gazetted officers and non-gazetted supervisory

staff (such as ASPOs, ASRMS, IPOs, IRMs, JEs, Junior

Accounts Officers, etc.) will be normally subject to a

station tenure of 4 years, which may be extended upto

6 years in individual cases, in the public interest. The

powers in respect of the gazetted officers will be

exercised by the P&T Directorate and in the case of

non-gazetted supervisory staff, by the concerned

Heads of Circle.

4-2. Gazetted officers as well as non-gazetted officials,

who have all India transfer liability, may be transferred

to another station in the same state / region on

completion of tenure, to the extent administratively

possible.

4-3. As regards non-gazetted operative staff, they will

also be liable to transfers from one station to another

(within their respective recruiting units) on the basis of

completion of station tenure of 4 years. Such transfers

should also taken into consideration the need for

balancing of popular and non-popular stations so that

popular stations are not monopolies by certain favoured

employees. The station tenure of 4 years may, however,

be extended to 6 years in individual cases in the public

interest. The powers for extending the station tenure

beyond the prescribed limit in respect of the operative

staff up to the level of Postal Services / Director

Telegraphs / Area Manager / Deputy General Manager

and in the case of higher selection grade officials, by

the Head of the Circle.

4-4. Since the bulk of Junior Accounts Officers are

concentrated in the Circle Postal Accounts offices, it

may not be possible to rotate them from one station to

another on the basis of fixed tenure. However, for junior

Accounts Officers working outside the Circle Postal

Accounts Offices, i.e. in offices like SBCOs, Postal

Stamp Depots, MMS and PLI, the same stipulation of

station tenure of 4 years should apply. These officers

after completion of tenure, should be brought back to

Postal Accounts offices and their position in the SBCOs

etc. should be taken by those officials working in the

Postal Accounts Offices. Junior Accounts Officers on

promotion, as far as possible, should be posted outside

the Circle in which their parent office is located. They

may be brought back wherever their vacancies to their

parent office, after completion of their tenure if suitable

vacancies are available in their original parent office.

The JAOs and A.Os should be rotated periodically

within the circle so that they acquire varied experience.

5. The crucial date for computing date for computing

the completion (or otherwise) of the tenure will be the

30th of Sept.

6. Transfers may not be effected, save in exceptional

circumstances (which will include administrative

necessity) in the middle of the academic session.

7. Transfers may, as far as possible, be effected

sufficiently in advance of the commencement of the

academic year. Officials who are due to complete the

tenure by the 30th September (in any year) should be

transferred in the preceeding April -June period or the

following year depending upon the academic session.

Those who are completing the tenure after the 30th

of Sept. should be transferred in December of the same

year or in April-June period or the following December

year depending upon the starting date of the academic

session. Orders in respect of rotational transfers should

be issued in the middle of December,81 so that officers

/ officials keep themselves in readiness for moving to

their station of posting by January or April, May 1981,

as the case may be the same procedure will be

followed.

8. Periods of leave taken in the course of a posting in a

station will be counted as duty for the purpose of

computation of the tenure period, except that

continuous leave of any kind exceeding six months at

a stretch will be excluded from the tenure period.

9. Periods of training / deputation exceeding six months

at a time both in India and abroad, will be excluded

from the computation of tenure period. All other training

/ deputation periods will be counted as duty for the

purpose of computation of tenure.

10. In the case of officers on deputation to other

Dept / Ministries in the same station, the principle

to be followed will be that they should not remain


away from the field for too long. An officer, on return

from deputation will as rule be posted at a station

different from the one he was working at before he

proceeded on deputation. The same principle will

be followed in respect of officers returning from

foreign assignments. In exceptional cases, which

should be rare, if the competent authority is satisfied

that in the interest of the Dept., the posting of an

officer at the same station on return from deputation

/ foreign assignment is necessary, a departure from

the rules may be made, but in that case of officer's

service in the Dept. at the same station prior to his

deputation / foreign assignment will be taken into

account for calculating the total period of tenure at

the station and on completion of the prescribed

tenure, he will have to be transferred to another

station (for deputations less than 6 months,

provisions under para 9 will apply).

11. In reckoning the period of stay of a gazetted officer

at a station the period of non-gazetted service

immediately proceeding the gazetted service at the

same station will be taken into account. On promotion

from a non-gazetted grade to a gazetted grade, an

official will be generally transferred to a different

functional unit at a different station. It will, however, be

ensured that no official on promotion, may be posted

to work in a post which requires the exercise of

supervisory inspectorial powers over the staff with

whom he was working for a good period of time or

immediately before his promotion.

12. Re-transfer of an officer / official to the station from

which he was transferred should not be normally

considered for a period of two years. In other words,

an officer / official should spend a minimum of two years

at the station to which he is transferred before he can

be considered eligible for re-transfer. The two year

break is, however, only a minimum condition and it will

not entitle an officer / official to claim re-transfer to the

old station in preference to others who have spent longer

periods outside. Re-transfer after a break of two year

may be considered on administrative as well as

compassionate grounds. In such cases on re-transfer,

an officer / official will count his tenure at the old station

afresh for the purpose of further rotational transfer. Re-

transfer before the completion of two years may be

considered only in extreme public interest or on extreme

compassionate grounds in very rare case. Re-transfer

of officers from Regional / Area Headquarters to Circle

Headquarters may, however, re-considered without the

two-year restriction subject to exigencies of service and

the principles of station tenure.

13. An officer / official at a non-completion of tenure

by an officer / official at a station when transferring

on promotion to a post involving all-India

transferability, efforts should be made, subject to

public interests to give posting in the same state /

circle (where the circles comprises of more than one

state) or region. If transferred to outside stations for

lack of vacancies the officer / official may, after joining

duty, ask for posting in his own state / circle / region.

Efforts will be made subject to public interest, to

comply with the request on the occurrence of

appropriate vacancy provided that the re-transfer, if

made before two years, will be treated as done at the

request of the officer / official. No request for re-

transfer will be considered with respect to any officer

/ official who does not join the station assigned to him.

14. Case of extension of tenure, whether in a post or

station, on compassionate grounds should be the

exception and considered only in very deserving cases.

Even in such cases, extension of the prescribed station

tenure should not be granted for more than one year

by the next superior authority and reasons therefore

should be recorded on the file. Any proposal for

extension beyond one year in respect of non-gazetted

staff should be referred to the Directorate. In case of

gazetted officers, proposals for granting extension even

for one year should be referred to the Directorate.

15. Transfers in the interest of service may be ordered

by the competent authority even though they do not

fall within the purview of the above guidelines.

16. While making transfers of officials / officers

administrative needs of particular region / state should

be kept in view.

17. If the operation of rotational transfers necessitates

transfer of officials exceeding 33% in a particular station

/ unit in a particular category, these transfers will be

limited to 33% in the current year. If, however, there

are only two persons at a station who have completed

their tenure, one of them will be transferred

notwithstanding the ceiling of 33%. The officers /

officials who have over-stayed in their past as on 30th

September for a longer period, may be transferred first.

18. In the case of officials trained specially to the

advance technology programmes in satellite

communication and electronic switching, the proposals

for their transfer on completion of tenure or otherwise

on the grounds of administrative requirements should

be referred to the Directorate.

19. Heads of Circles etc. are requested to take

immediate necessary action in the matter accordingly.

20. Receipt of this letter may please be acknowledged

to Directorate.

[DG P&T No. 69/4/79-SPB-I dated 12-11-81]


2. CLARIFICATION ON ROTATIONAL TRANSFERS

4. L.D.C.5. Section Supervisors (L.S.G. clerks)6. Office Assistants7. T.A. Clerks including S.G.8. Telephone Revenue Inspectors.9. Line Inspectors (in Telephone Maintenance only)10. Sub-Inspectors (in Telephone/Maintenance only)11. Linemen (in Telephone Maintenance only)12. Town Inspectors.13. Telegraph Overseers.14. Telegraphmen.15. Wiremen.

ANNEXE 'B'LIST OF CADRES IN TELECOM BRANCH FOR

WHOM A STATION TENURE OF FOUR YEARS IS

HEREBY PRESCRIBED1. Supervisors (in Telephone Exchanges)2. Telephone Operators.3. Observation Supervisors including S.G.4. Transmission Assistants including S.G.5. Auto Exchange Assistants including S.G.6. Telephone Inspectors including S.G.7. Technical Supervisors (Operative)8. Telegraph Masters (LSG)9. Telegraphists10. Section Supervisors (Telegraph Offices)11. Telegraph Assistants.

ANNEX 'C'

LIST OF CADRES IN THE POSTAL WING(INCLUDING R.M.S.) FOR WHOM STATION

TENURE OF FOUR YEARS IS HERBY

PRESCRIBED.1. Lower Selection Grade officials.2. Postal Assistants3. LDCs and UDCs in SBCO/ICOs4. Selection Grade UDCs/Head Clerks in

SBCOs/ICOs.5. Stenographers Gr. II and Grade III6. Sorting Assistants7. Post Office & RMS Accountants.

(D.G.(P) No. 69/4/79-SPB-I, Dt. 16-12-1981)

3. CLARIFICATION ON ROTATIONAL TRANSFERS

A reference is invited to this office letter of even

number dated 12-11-81 on the above subject. In para

3 of this office letter of even number dated 16-12-

81, it is provided that while efforts should be not to

disturb officials unless, in the opinion of the

controlling authorities, their transfer is necessary in

the interest of service and, on the other hand, there

should be no hesitation to transfer those whose

transfer is necessary in departmental interest. Before

considering the transfer of officials in departmental

interest, an evaluation of work performance will have

to be made. It has been decided that necessary

action for evaluation of work performance may be

taken up now. If it is observed, in specific cases,

that the performance of certain officials is not

satisfactory, the performance of such officials may

be kept under watch for a couple of months, and if

no improvement is noticed, the orders of their transfer

may be issued by the end of February, 1982.

(D.G.(P) No. 69/4/79-SPB.I, Dt. 21-12-1981)

In continuation of this office letter of even numberdated the 12th of November, 1981, it is hereby intimatedthat post tenure will also be applicable to cadres listedin Annex-'A' in addition to post tenure for variouscategories of staff, both gazetted and non-gazetted,as laid down in P&T Manual Vol. IV2. As regards the non-gazetted staff, the cadres asmentioned in Annexe 'B' and 'C' will come under thepurview of station tenure. They will become liable forrotational transfer (within their recruiting unit) aftercompletion of four years tenure at a station. Thecontrolling authorities will carry out an evaluation ofthe work performance and conduct of the officials duefor transfer. They will, however, have the discretion toretain such officials at the same station if their retentiondoes not affect the maintenance and efficiency ofservice adversely.3. The effort should be not to disturb officials unless,in the opinion of the controlling authorities, their transferis necessary in the interest of service and, on the otherhand, not to hesitate to transfer those whose transferis necessary in departmental interest. It is hoped,therefore, that the number or officials that may have tobe transferred will be a small section at every station.4. Evaluation of satisfactory work-performance andconduct of an official will continue to be a regularannual feature before effecting rotational transfers.The official retained at the same station will, however,continue to be subject to the principle of rotation ofcompletion of post tenure wherever prescribed. Thenon gazeted supervisory staff in higher selection gradeand ASTTs will be governed by the instructions ascontained in para 4.1 of the letter referred to above.

ANNEXE -A

LIST OF CADRES IN TELECOM BRANCH FORWHOM THE POST TENURE IN THE SAMESTATION) OF FOUR YEARS IS HEREBY

PRESCRIBED1. H.S.G. II in Circle/Area offices.2. L.S.G. in Circle/area offices.3. U.D.C.


4. ROTATIONAL TRANSFERS

is not noticed another warning should be issued to the

officials concerned. This may be done by the authority

who is vested with the power to assess the performance

of the official if he is also competent to order the transfer

of the official concerned. In case, however, the power

to order transfer is vested with a higher authority (as in

the case of Gazetted Head Post Offices, SDOT's offices

etc. where PM. (Gazetted/ SDOT do not have powers

to order their transfer of Clerical staff out of their office),

the matter may be reported to that authority who in

turn will issue a warning to the official concerned that

his performance has not been satisfactory and that if

no adequate improvement is noticed his transfer out of

the station will be considered. A record of written and

oral warnings issued to the officials should be kept by

the competent authorities concerned. If the

opportunities given to the officials to reform themselves

prove to be of no avail, a decision is to be taken

regarding their rotational transfer. Orders of rotational

transfer decided as above should be issued in

December, 1982. In the extreme cases where it is

considered that the provisions of Rule 37 should be

invoked in the administrative interest, transfer should

be ordered outside the recruiting unit and outside the

station in according with Rule 37.

4. It may clearly be noted that transfer orders onceissued should not normally be cancelled or modified.

Officials who are rotationally transferred either under

Rule 37 or otherwise should be required to carry out

the orders and no leniency should be shown to them.

5. It is to be made clear further that apart from

rotational transfers, the competent authorities have

the right to order transfer of the officials in the public

interest even without giving them an opportunity to

show cause against transfer which is after all not a

penalty, legally speaking.

6. These instructions may be brought to the notice

of the staff at all levels.

(DG (P)No. 69-22/82-SPB-I, dt. 26-7-82)

5. ROTATIONAL TRANSFER POLICY GUIDELINES FOR THE YEAR 1996-97

I am directed to refer to this office letters No.

141-62/92-SPB-II dated 13-2-1995 and 7-4-95 in

which guidelines for rotational transfer for the year

1995-96 were issued. It has now been decided that

the policy for rotational transfer as indicated below

will be applicable for the year 1996-97. Extent

comprehensive instructions issued from time to time

will also be kept in view.

1. All Sub-postmasters of single handed post offices

must be shifted on completion of their tenure positively

even if it involves their having to move out of the present

station.

2. Divisional Superintendents, Inspectors of Post

offices and RMS holding sub-divisional charges gazetted

and non gazetted head and sub postmasters should

be transferred on completion of their prescribed post

tenure within the same stations to the extent

possible. Where it is not possible to implement that

without shifting some of them outside their present

stations, those who had completed their post tenure on

31-3-1995 may be posted outside their present stations.

3. It has been seen that in some places officials are

According to the policy for rotational transfers

as enunicated in the orders referred to above, orders

of rotational transfer should be issued in December

each year so that the officers/officials may move to

the new station of posting in the following January/

April, depending on the academic session. It is also

provided in the orders that for certain cadres, while

the liability for rotational transfer remains actual

transfer will depend upon the evaluation of work

performance.

2. The basic objective behind the rotational transfer

of operative staff is that the staff should not develop a

feeling of complacency but should at all times display

a sense of responsibility and reponsiveness to the

needs of the service in the public interest. Staff whose

performance is not upto the mark, should be made

aware that they will be subjected to rotational transfer

if they do not improve their performance adequately.

Consequently, it will be the responsibility of the

supervisory officers to identify the staff whose

performance has been unsatisfactory and take

corrective action.

3. Advance action is required to be taken for the

rotational transfers to be ordered in December, 1982.

A period of about five months is now available for doing

the necessary spade work, in this regard. The

authorities vested with the power to assess the

performance of the officials working under their control

should identify those whose performance has not been

upto the mark. A list of such officials should be made

out and the officials concerned should be specifically

informed by them that there performance has not been

satisfactory and that they are being kept under watch

with a view to deciding whether they will be transferred.

They may also be orally warned of the deficiencies in

their performance and counselled to show

improvement. A period of 2 to 3 months may be given

to them so as to enable them to show visible

improvement in performance. If adequate improvement


waiting since long for their posting to particular station

and it has not been possible to accede to their requests

for one reason of the other. In order to accommodate

long pending requests for posting to such stations,

really deserving cases for such transfers may be

acceded to, if necessary, transferring out of such

stations officials who have stayed long in these stations.

Such transfers are to be kept to the barest minimum

and would be subject to the availability of the funds

under the head travelling allowances. Further, such

transfers should be done with approval of the Regional

Postmaster General or Chief Postmaster General as

case may be.

4. S.B.C.O. staff are Circle cadre. However, in order

to ensure that there is minimum inconvenience to the

staff on account of the rotational transfers, their transfer

may be done within the Division or neighbouring

Division as far as possible.

5. The officials promoted under biennial cadre

review to HSG-II should be rotated as far as possible

within the same station and, if it is not possible, they

should be rotated within the Division failing which

they may be rotated within the Circle. To elaborate,

the surplus BCR officials would be transferred within

the station or Division to the extent possible.

6. The officials of the supervisory cadre, namely

Inspectors, Assistant Superintendents, Divisional

Superintendents and Gazetted Postmasters should

not be transferred (except in administrative interest)

from a post unless they complete atleast one year in

that post if they are working within the Circle and

while doing so the period of leave exceeding 15 days

will not be counted while computing the duration of

one year. The definition of one year will be 12

calendar months.

7. The station and post tenures should be

followed strictly subject to compliance with above

rotational transfers policy.

8. The above guidelines would be applicable to the

supervisory staff of field units working in the Directorate

also.

9. Deviation from the above guidelines are

permissible where transfer of the officials in urgent

public interest becomes necessary and such transfer

should be effected with prior approval of the Regional

Postmaster General or Head of the Circle as the case

may be.

10. All other general instructions issued on the subject

from the time to time will continue to be in vogue.

(D.G.(P) No. 141-37/SPB-II dt. 26-2-96)


other. In order to accommodate long pending requests

for posting to such stations, such transfers may be

ordered in really deserving cases by transferring out of

such station officials who have the longest stay at the

station concerned. Such transfers in respect of non

gazetted officials, may, however, be kept to the

minimum and should be ordered only with the approval

of the Regional PMG or the Chief Postmaster General

as the case may be.

5. Whenever any official/officer is sent out of a station

on administrative grounds or out of rotation, he will be

transferred on the criterion of longest stay at the station.

6. S.B.C.O. staff constitutes a Circle cadre. In order,

however, to minimise their hardship, their rotational

transfers may confined as far as possible within the

same division or to the neighbouring divisions

subject to the exceptions as in para 4 above.

7. The station tenure for gazetted officers is

normally four years which may be extended upto

six years in individual cases in public interest. The

powers for extending the station tenure beyond 4 years

in respect of gazetted officers will be exercised by the

Directorate.

8. Gazetted officers and non gazetted supervisory

staff such as ASPOs, IPOs, IRMs etc., should not be

transferred except in administrative interest from a post

unless they have completed at least one year in their

A reference is invited to this office letter No. 141-

4/97-SPB II dated 19-2-97 laying down the guidelines

for rotational transfers for the year 1997-98. It has been

decided that the policy guidelines as laid down in the

following paragraphs should be adopted for ordering

rotational transfers for the year 1998-99.

1. All Sub Postmasters of single handed post offices

must be shifted on completion of their tenure positively

even if it involves moving out of station of their present

posting. Those completing tenure by 30-9-98 should

be considered for transfer.

2. Sub Divisional Inspectors and ASPOs in charge

of Sub divisions including their counterparts in the RMS

will be treated at par with single-handed sub

Postmasters and those completing their tenure by 30-

9-98 should be considered for transfer.

3. Officials and officers falling in other categories

should be transferred on completion of their

prescribed post-tenure within the same stations to

the extent possible. Where it is not possible to do so

without shifting some of them outside their present

stations, those who had completed their tenure on 30-

9-97 may be posted outside their present stations.

4. It has been seen that in some places officials

belonging to different cadres are waiting since long for

their posting to particular stations and it has not been

possible to concede their request for one reason or


post. In other words, the period of one year shall

continue to be taken as the minimum required period

for officers/officials seeking such transfers. Leave of

any kind exceeding 15 days will not be counted while

computing this period.

9. The crucial date for computing the completion or

otherwise of the tenure will be 30th of September.

10. Transfers may not be effected save in exceptional

circumstance (which will include administrative

necessity) in the middle of the academic session.

11. Transfers will be effected sufficiently in advance

of the commencement of the academic year. Officials

who are due to complete their tenure by 30th September

in any year should be transferred in the preceeding

April-June period or the following December-January

period depending upon the academic session. Those

who are completed tenure after the 30th September

should be considered in December of the year or in

April-June of the following year depending upon the

starting date of the academic session.

12. Extension of post tenure for all non-gazetted staff

may be allowed in deserving cases for a period of six

months by the Regional PMsG and to gazetted officers

up to the STS level by the Head of the Circle.

13. Those due to retire by 31-3-99 should not be shifted

unless there are very special reasons.

14. In respect of Circle cadres where transfers/posting

are done by the Regional PMsG, Chief PMG must

ensure that all reallotments in the said cadres to various

Regions are finalised and conveyed to the Regional

PMsG concerned by 15-3-98 so that while considering

rotational transfer orders it is possible for them to take

the same into account.

15. In the case of officers on deputation to other

Ministeries/Deptts at the same station, tenure will be

computed in accordance with instructions contained in

Directorate order No. 141-214/96-SPB-II dated 3-12-1996.

16. Transfer in the interest of service may be ordered

with the approval of the competent authority even

though they do not fall within the purview of the above

guidelines.

17. While ordering transfers, administrative needs of

a particular division/office/region should be kept in view.

18. As far as possible effort should be made to utilise

the expertise of computer-trained personnel by

transferring them to post offices equipped with

M.P.C.M. and other technological aids. If a computer

trained official cannot be substituted by another official

of similar skill, an exemption from rotational transfers

may be given by the concerned Regional P.M.G./

C.P.M.G.

19. Retransfer of an official/officer to the station from

which he was transferred should not be normally

considered for a period of two years. In other words,

on officer/official should serve minimum of two years

at the station to which he is transferred before he can

be considered eligible for retransfers. Two years break

is, however, only a minimum condition and it will not

entitle an officer/officials to claim retransfer to the old

station in preference to others who have spent longer

periods out-side. Retransfer after a break of two years

may be considered on administrative as well as

compassionate grounds. In such cases, on retransfer,

an officer/official will count his tenure at the old station

afresh for the purpose of further rotational transfer.

Retransfer before completion of two years may be

considered only in extreme public interest or on extreme

compassionate grounds in exceptional cases with

approval of the Heads of the Circle. No request for

retransfer will be considered with respect to any officer/

official who does not join the station assigned to him.

20. As regards posting of working couples at the same

station the same should be allowed if it is

administratively convenient.

21. The aforesaid instructions may please be read in

conjunction with the relevant rules contained in the

Chapter-II of P&T Man. Vol. IV.

(D.G.(P) No. 141-4/98-SPB.II, dt. 23-2-98)


I am directed to invite a reference to the

guidelines for the rotational transfers for the financial

year 1999-2000 issued under this office lr. No. 141-

1/99-SPB.II dt. 23-3-1999. There is no deviation in

the policy to be adopted for the rotational transfers

of the financial year 2000-2001. In order to curb

expenditure on rotational transfers especially in the

context of the need for effecting economy, it has been

decided to restrict transfers to the barest minimum

during the year 2000-2001 also. However, there will

be no bar to transferring officials in all cadres

including gazetted cadres, from one office to another

in the same station where no TA expenditure is

involved. Also, there will be no bar to transferring

officials in all cadres including gazetted cadres, from

one place to another on administrative reasons and

in the interest of service. However it may be ensured

that transfers are made from sensitive posts to non-

sensitive posts and also transfers outside a HO to

another office in the same station to accommodate

the requests for posting from those outside the

station. In such cases, transfers should be in phases

so as not to affect the operational efficiency and

priority for transfer should be given for officials having

longest period of postings.

(D.G.(P) No. 141-6/2000-SPB-II, dt. 24-4-2000)



I am directed to invite reference to the guidelines forrotational transfer for the year 2000-2001 issued underthis office letter No. 141-6/2000-SPB.II dated 24-4-2000.There is no deviation in the policy to be adopted forrotational transfer for the year 2001-2002. All theemployees completing post tenure may be rotated subjectto following broad principles of rotational transfers.(i) Matching of human resource with requirements of

posts and placing officials in the choice stations maybe considered in the overall context of administrativerequirements and austerity measures.

(ii) Inter-station transfers should be restricted tominimum in view of the austerity measures.

(iii) Extension of tenure by one year except in the caseof single handed Sub Postmaster may beconsidered by the Head of Circle. The employeesretiring within one year may be considered forretention. In respect of Group 'A' officers proposalof extension may be referred by Head of Circle tothe Directorate.

2. New products and services are being introducedby the Department from time to time. Officials are beingspecifically trained to handle these products and

services. Heads of Circle should build up a pool of trainedofficials to handle these newly introduced products andservices. However, officials especially trained to handlenewly introduced products and services will not betransferred on completion of their tenure unless trainedsubstitutes are available for replacing them.3. In respect of Senior Group 'A' officers, officers whohave put in four year of service in a particular post or ata particular station may be invariably rotated, especiallyif the post occupied by them is sensitive in nature. Theirtransfers should be linked with their performance andrequirements of the posts to be filled up.4. In view of the well defined principles ofrotational transfers in the Department andprovision of tenures and other administrativeinstructions, issue of rotational transfer guidelinesis being discontinued. Changes in the policies willbe communicated whenever necessary.5. Heads of Circles are requested to take immediateaction of issuing orders for rotational transfers.6. Receipt of this letter may kindly beacknowledged.

(D.G. (P) No. 141-35/2001-SPB.II, dt. 11-4-2001)

9. ABOLITION OF STATION TENURE - TRANSFER OF NON-GAZETTED

STAFF FROM ONE STATION TO ANOTHERAs you are aware, the station tenure for non-

gazetted staff has been abolished and as far aspossible on completion of tenure in a post, the non-gazetted staff may be transferred to some other postin the same station, provided of course that there areno pending requests from other officials for posting tothat station and provided administratively there is noother consideration vide our circular letter No. 69/49/71-SPB.I dated 02-12-71. It has been brought to noticethat in respect of popular stations like Bangalore, thereare always pending requests for transfer to thatstation, with the result that though station tenure has

been abolished, a large number of transfers will haveto be effected if all pending requests have to beaccommodated. It is not the intention that wholesaletransfers should be effected to accommodate allpending requests. At the same time the requests ofofficials for transfer to particular stations should alsobe considered and accommodated to the extentadministratively convenient. It is difficult to lay downany hard and fast rule in this regard. The Heads ofCircles / Divisions will have full discretion to ordertransfers keeping in view all the aspects.

[DG P&T No. 69/49/72-SPB.I dated 29-8-1973]

10. MAINTENANCE OF REQUEST REGISTER - ROTATIONAL TRANSFER.

TRANSFER AT REQUEST FROM ONE STATION TO ANOTHER WITHIN THE

RECRUITING UNITS- MAINTENANCE OF REQUEST REGISTER

It is a normal practice for the various competentauthorities to maintain a request register for recordingrequests of officials for transfer to different stations withinthe same recruiting unit. While ordering rotationaltransfers, the request registers are consulted and officialsare transferred, to the extent possible, to stations of theirchoice, consistent with exigencies of service andadministrative requirements. It has been brought to ournotice by the staff side of the Departmental Council ofJCM that in some of the recruiting units, request registersare not maintained. You are, therefore, requested toinstruct all the authorities competent to order transfer tomaintain a request register in which requests of officials

for transfer from one station to another may be enteredand the entries therein consulted at the time of issue oftransfer order. Normally requests may be considered inthe order of receipt. However, while deciding transfersto particular stations, all the relevant factors such as thesuitability of the official for specific posts, his prior tenureat the station of request, competing claims of otherofficials etc. will have to be kept in mind. Transfers withinthe station from one post to another, however may bedecided mainly on administrative grounds as noindividual official is put to hardship by way of shifting ofresidence on account of such transfers.

(DG P&T No. 71-8/82-SPB-I, dt. 25-3-82)


11. TENURE OF NON-GAZETTED POSTMASTERS (TIME-SCALE)

I am directed to invite a reference to Rule 60 of

P&T Manual Vol. IV wherein the tenures of different

categories of postmasters has been prescribed. The

tenure of non-gazetted postmasters (LSG) and

postmasters HSG was increased from three to four years

in this office letter No. 69/4/76-SPB I dated 24-12-76.

It has now been decided that the tenure of non-

gazetted sub postmasters (Time Scale) may also be

increased to four years.

(D.G. P&T No. 69/15/79-SPB-I, dt. 14-2-1980)

12. PERIOD OF STAY AT TENURE STATIONS - CALCULATION OF

I am directed to invite a reference to this office

letter No. 69/5/75-SPB.I dated 01-03-75 wherein it has

been prescribed that while calculating the period of

stay at a tenure station all period of leave (excluding

Casual leave) will be excluded. The matter has been

re-considered and it has been decided that the period

of earned leave upto 30 days at a station where the

prescribed tenure is one year and 60 days at stations

with tenure of two years should be included in the

period of stay if an employee actually avails the leave

during his stay at the tenure station. In other words,

the period of duty plus 30 or 60 days actual leave as

the case may be should not be less than the

prescribed tenure.

2. These instructions are applicable to all tenure

stations (even though all are not mentioned in the letter

referred to above.)

[ DG P&T 69/1/80-SPB.I dated 7-2-1980]

13. COMPUTATION OF TENURE FOR THE PURPOSE

OF ROTATIONAL CHARGES

The periodic rotation of charges in operative and

administrative offices of the Department of Posts are

laid down in Rule 37 to 62 of P&T Manual Volume IV

as modified from time to time. A question has been

raised whether in the computation of tenure for rotation

of charges the period spent by an official as Reserve

PA / SA should be included or not. It is clarified that

the reserve staff are headquartered at suitable offices

in the division for filling up of short or medium term

vacancies within the division. They are not posted as

such in any office or charge during the time when they

are Reserve PA / SA. This may be brought to the notice

of all concerned.

[DG Posts No. 70/168/87-SPB-I dated 07-08-87]

14. REDUCED TENURE IN RESPECT OF CERTAIN

STATION CONSIDERED ARDUOUS

I am directed to state that the Unions have

been representing for prescribing a shorter tenure

at certain stations which are considered arduous

where the conditions of life are comparatively

harsh because educational, medical, transport

facilities etc. available in those places are much

less as compared to other places. It has been

decided that for such stations the Heads of Circles

may fix shorter tenure of 3 years instead of 4 years

if they are satisfied that such reduction is called

for.

[DG Posts No. 141-98/90-SPB.II dated 26-12-1990]

15. TENURE TRANSFER OF POSTAL ASSISTANTS WORKING IN GAZETTED

HEAD OFFICE UNDER THE CHARGE OF SENIOR POSTMASTERS

I am directed to refer to this office letter of

even number dated 19-10-89 vide which it was

clarified that there is no need to transfer P.As /

Clerks out of the HO or the city if they can be

rotated there itself.

2. The entire matter has been re-examined in

consultation with the staff side and it has been decided

that subject to the standing instructions regarding

tenure transfers, requests of officials working for long

periods in moffussil areas away from the H.Os /

Divisional Headquarters should also be

sympathetically considered while effecting tenure

transfers. This should be done keeping in view the

current instructions relating to economy and such

transfers should be kept to the minimum. Request

registers, as already prescribed should be maintained

for this purpose.

[DG Posts No. 69-20/87-SPB-I dated 6-12-1990]


16. TENURE TRANSFER OF POSTAL ASSISTANTS WORKING IN

GAZETTED HEAD OFFICE

In supersession of directorate earlier letter No.

69-20/87-SPB.I dated 19-10-1989 on the above cited

subject, now it has been decided that in the case of

First Class Head Office, which is recruiting unit, the

clerical and Group 'D' staff should be rotated within

that office only. However, in the case of Head Office

which are not recruiting units and under the

administrative jurisdiction of SSPO/SPOs the officials

should be rotated within the Division once in every

four years.

[DG (P) letter No. 141-236/94-SPB.II

dt. 1-12-1994]

17. FIXATION OF TENURE FOR MAIL OVERSEERS

I am directed to say that in this office letter No.

153-1/63-SPB.I dated the 25th May 1964 it had been

intimated to all Heads of Cicles that no hard and fast

guidelines could be laid down in regard to fixation of

tenure for Mail Overseers, Sorting Postman etc. and

the matter was left to discretion of Divisional authorities.

2. In the absence of any tenure, the officials belonging

to Mail Overseers Cadre are allowed to continue in the

same beat for unduly long periods. The officials

concerned develop vested interests and laxity in

supervision of the working of Branch Post Offices on

their part affects efficiency of service. To ensure efficient

functioning of Branch Post Offices, suggestion has

been made that the officials holding the posts of Mail

Overseers should be rotated and for this purpose, a

tenure should be fixed for this category of staff.

3. The suggestion relating to fixation of tenure for Mail

Overseers has been examined in this office carefully.

Having regard to all relevant factors it has been decided

that Mail Overseers may be transferred from one line

to another line with the headquarters at the same station

once in two or three years. If necessary, they may be

transferred to another station within the same Postal

Division once in five years.

4. While effecting rotational transfers of Mail

Overseers in pursuance of these orders, the general

provis ions regarding academic session,

computation of tenure, exemptions of officials who

are due for superannuation within two years from

transfer to another station within the same Division,

etc. as contained in this office letter No. 69-4/79-

SPB-I dated 12-11-81 and other relevant orders may

be kept in view.

5. The above orders may be brought to the notice of all

concerned for compliance.

[DG P&T No. 69-2/86-SPB-I dated 05-03-86]

18. SELECTION OF SPEED POST POSTMEN AND TENURE

The question of fixing a tenure and prescribing

the criteria for selection of speed post postmen was

under consideration of this office for sometime past.

The matter was examined in detail and it has now

been decided to prescribe the following criteria for

future:-

(a) Whenever it is proposed to fill up posts of speed

post postmen, applications should be called for from

all postmen serving in the unit.

(b) Selection should be made by the Head of the Office

in the case of Gazetted Post office and by Divisional

Supdts. in other cases.

(c) A good record of service should be the basic

criterion for selection.

(d) Seniority should be given due consideration.

(e) Postmen who possess and actually use bicycles /

motorcycles / mopeds / scooters should be preferred.

(f) Speed post postmen may be allowed to hold the

post for a period of 2 years which can be extended to

3 years at the discretion of the authority competent to

select speed post postmen.

The selection of speed post postmen in future

should be made keeping in view the above criteria.

(DG (Posts) No. 43-26/91-D dated 26-05-93)

19. FIXATION OF TENURE OF STAFF WORKING IN PSDs.

Attention is invited to Staff Section Circular letter

No. 69-24/87-SPG-I, dated 22-12-88 on the above

mentioned subject. According to this Circular letter, the

operative staff of the PSDs should be drawn from the

willing officials of the neighbouring divisions and rotated

periodically. For this it was prescribed to call for the

applications from the willing officials and if no willing

officials in the neighbouring divisions were available

then the staff of the local division should be utilised for

posting to PSDs.

2. As a result of discussion in the three Workshops

on Material Management held recently it was felt that

proper persons are not being sent to PSDs. We have

received complaints that unwanted and inefficient


persons are being sent to the PSDs more or less as a

punishment. This adversely affects the functioning of

the PSDs. The nature of work in the PSDs is entirely

different than that of post offices and RMS offices.

3. Some Circles take proper interest in this aspect.

They call for volunteers from divisions throughout the

regions under which the PSDs are located and the

Regional Director personally selects proper people for

posting to PSDs because ultimately he is responsible

for the efficiency of the PSDs in his/her region.

4. You are, therefore, requested to please streamline

the system of selecting proper operative staff for the

PSDs from amongst the volunteers and nobody should

be posted to PSDs as a punishment. Willing people

with good records of service and above average

intelligence may be posted to PSDs so that the

efficiency of the PSDs could be improved and sound

material management in the regions and the Circle

could play effective part in supplying essential forms

and stores to a larger number of fields units in the

regions and Circles.

[D.G.(P) No. 12-5/89-UPE, Dated: 9th June 1989]

20. STAFFING PATTERN OF POSTAL STORES DEPOTS

I am directed to invite your attention to this office

letter No. 69-24/87-SPB-I dated 22-12-1988 on the

subject noted above and to say that the matter has

been examined and it has ben decided that the present

system of selection from among the volunteers of the

neighbouring Division may continue. The selection

should be made with a view to select really efficient

and interested officials with clean records and that too

by the Director personally. Here more accent should

be given on integrity apart from the efficiency. This may

be made applicable to the Superintendents, PSDs as

well since it is observed that on quite a few occasions

Supdts., who are not considered as good to be in

charge of the division or who are sickly or those who

are to retire shortly are being posted to PSDs.

[D.G.(P) No. 60-9/80-SPB-I, Dt. ....09-91]

21. ROTATIONAL TRANSFER OF DEPARTMENTAL STAMP VENDORS

I am directed to state that the question of rotational

transfer of Departmental Stamp Vendors has been

under the consideration of this Department. It has now

been decided that the existing system in this regard

may continue. However, circles may consider transfer

of stamp vendors selectively from one place to another

or exchange them with postmen wherever feasible and

required. The following instructions inter allia are

emphasized for necessary action and guidance.

(i) With progressive installation of MPCMs, the posts

of Stamp Vendors may become redundant.

(ii) The existing provisions for monitoring and control

of the work of Stamp Vendors should be effectively

exercised.

(iii) Transfer of Stamp Vendors should be considered

as a measure of administrative action as a consequent

of perceived inefficiency or other cogent grounds.

[DG Post No. 141-152/98-SPB-II dated 8-6-2000]

Attention is invited to para 6 of this Department's

letter No. 141-4/98-SBP-II dated 23-2-1998 which

states that:

"SBCO staff constitutes a circle cadre. However,

in order to minimise their hardship, their rotational

transfers may be confined as far as possible within the

same division or to the neighbouring divisions subject

to the exceptions as in para 4 above."

Service unions have been making representations

to the Department that SBCO cadre should be made

22. ROTATIONAL TRANSFERS LIABILITIES OF SBCO STAFF

a divisional cadre restricting their transfer liability

to within a division. The matter has been examined

in de ta i l and incont inua t ion o f the ear l ie r

guidelines, it is now added that the rotational

transfer liabilities of SBCO staff may be limited

to within a region and any transfer outside a

region may be done only with the concurrence of

the Head o f the C i rc le and on spec i f i c

administrative grounds only.

[D.G.(P) No. 93-8/97-SB-II dated 30-3-99]

23. TENURE OF SB/SC COUNTER STAFF

Sl.No. Types of Office Tenure

a. Tenure in single handed and double handed offices 3 Years

b. Over all tenure in A class and bigger offices 4 years out of wich 3 years can be

either as counter clerk or ledger clerk continously.

c. Over all tenure in Head offices and bigger sub 5 years of which 3 years can be as either as

officds haiving fill then SB/SC clerks. counter clerk, ledger clerk or supervisor continously.


24. SHORTER TENURE FOR COUNTER CLERKS IN H.O.S

HAVING INSTANT COUNTER FACILITY

Reference is invited to the provisions of Rule 404(5) of P&T Manual Vol. VI, Pt. II, prescribing that theS.B. counter clerk shall be rotated after every 3 yearswith the other clerks. The matter came up for discussionin the last Heads of Circle Conference when it waspointed out that the period of tenure of 3 years for thecounter clerk is too long and its reduction as a fraudpreventive measure was suggested.(2) The matter has been reviewed. It has now been

decided that in Head Post Offices having instantcounter facilities, the counter clerk will be rotated withother officials working in S.B. Branch every two yearsinstead of 3 years.(3) It is requested that these instructions may bebrought to the notice of all concerned.(4) Necessary amendments to the rule will be issuedseparately.

(D.G.(P) NO. 35-34/84-SB, dt. 9-4-87)

25. EXTENSION OF TENURE OF POSTAL ASSISTANTS WORKING

IN THE SB BRANCHES OF THE POS.

A reference is invited to this office letter no. 2-3/86-XB dated 27th April, 1989 in which it was interalia provided that the maximum tenure in the SBBranch will be 5 years inclusive of the period duringwhich of officials had worked in this branch prior tothe introducing of the Saving Bank Allowance Scheme(Para 6).2. It has been pointed out by some circles thatit would not be possible to replace all the existingincumbents on completion of their tenure by thoseofficials who would qualify in the SB Aptitude Testas adequate number of such qualified officialsmay not be available for replacement. The matterhas been reviewed and it has been decided thatthe Heads of Circles may extend the tenure up to

a period of two years in case it is not possible torep lace ex is t ing incumbents w i th qua l i f iedofficials.3. However, it should be ensured that at least oneor two officials should be moved out of the SBBranch/ of the S.C. branch every year on completionof 5 years tenure. Extension should be allowed fewof them if a large number of officials complete thetenure in the same year and sufficient number ofAptitude test qualified hands are not available toreplace them.4. Kindly acknowledge receipt of the letter to Sh.K.K. Arora, Desk Officer (SB.I), II floor, SB Section,Dak Bhavan.[D.G.(P) No. 55-1/90-SB, Dated: 20th March, 1990]

26. TENURE IN RMS HEAD RECORD OFFICES

It has been represented that in some of the

Circles are interpreting that the Rule 60 (15 & 15A)

of P&T Manual Vol. IV are not applicable in the

case of staff working in Head Record Offices.

2. It is hereby reiterated that the said Rules

covers all staff in RMS including Group 'D' and the newly

upgraded 58 posts of HSG.I. Hence, they may also be

rotated as per period prescribed in the said rules,

wherever possible.

[DG (P) No. 141-509/92-SPB.II dt. 18-12-1992]

27. TENURE IN RMS

The office circular letter of even number dated 18-

12-1992 reiterating that the Rule 60 (15 & 15A) of P&T

Manual Vol. IV is applicable to all staff in RMS includ-

ing Group 'D' and in the newly upgraded 58 posts to

HSG.I and it is further clarified that after completion of

tenure in HRO or Divisional Office, an official should

be made to work in a Mail Office before being posted

back in either to the two offices i.e., Divisional Office or

HRO and not simply rotated between office and HRO.

[DG (P) No. 141-509/92-SPB.II dt. 18-12-1992]

28. UNIFORM TENURE POLICY IN RMS

I am directed to say that some of the Unions haverepresented to this Department that a few circles arenot strictly following the rules/instructions relating tothe tenure policy in RMS. They have also complainedthat extension of tenure is being granted without theapproval of the Competent Authority.2. As the Circles etc. are aware, the existing ordersand guidelines on this issue are quite clear and

elaborate. The problem pointed out by the Unionscould be due to local aberrations. However, theCircles are requested to take appropriate steps toensure that the tenure policy in RMS is followedscrupulously keeping in mind the broad parametersof the rotational transfer policy guidelines issued fromtime to time.

(D.G.(P) No. 137-4/2002-SPB-II, dt. 10-6-2003)


I am directed to refer to the subject cited above

and to say that the matter was discussed in the

JCM meeting. After due deliberation, it has been

decided that the tenure for mailman and SG

Mailman in RMS divisional offices and Gr. 'D' staff

in Postal Divisional Offices should be for five years.

Further, rotation of mailman and SG Mailman may

be prescribed from the office of the Divisional

Superintendent RMS to HRO or any other office at

29. FIXING OF TENURE OF SERVICE FOR MAILMAN AND ALSO SG MAILMAN

IN THE OFFICES OF SUPDTS. OF RMS & POST OFFICE AND HROS

the same station where the Divisional office is

located. Likewise, rotation for Gr. 'D' officials in

the Postal Divisional Offices is prescribed from the

office of the Divisional Superintendent to the HO

or any other office at the same station where the

Divisional Office is located.

2. This may be brought to the notice of all concerned

and necessary action taken accordingly.

[DG Posts No. 45-60/88-SPB.I dated 19-01-90]

30. ROTATION OF OFFICIALS WHO OCCUPY POST QUARTERS

The following decisions have been taken.

i) An officials in occupation of attached to Post

Quarters, on transfer from that post to a post to which

no quarter is attached at the same station and in the

same unit should be allotted a quarters on out of turn

basis if his turn had come for regular allotment when

he was occupying the attached to Post quarters or if

he had vacated a P&T quarters at the same station

duly allotted to him in his turn before occupying the

Post Quarters.

ii) As far as possible, officers occupying attached

Post Quarters should be rotated within themselves so

that hardship involved in vacating Post Quarters and/

or providing alternate accommodation is minimised to

the extent possible.

[DG P&T No. 2-20/66 dt. 5-6-73]

31. GIST ON TENURESI) S.B. Tenure :

i) "The period of tenure in S.B. Branches will start from

the date on which the official is posted in SB/SC branch."

[DG 70-2/66-B/Pt II/SPB I dt. 17-7-68][DG 69/20/83-SPB I dt. 20-10-83]

ii) "HOs having instant counter facilities the counter

clerk will be rotated with other officials working in S.B.

branch every two years instead of 3 years.

[DG (P) No. 35-34/84-SB dt. 9-4-87]II) Tenure for PRI (Ps):

i) "If transfer of PRI (P) in the middle of the academic

year results in hardship it may be deferred till end of

the academic session"

[DG P&T No. 6/65/78/SPB II dt. 17-10-78]ii) "The term 'hardship' found in DG's letter in relation

to rotation of PRI (P) should be liberally interpreted and

that all rotational transfer of PRI (P)s should be kept in

abeyance till the end of academic year.

[PMG, MS D.O. No. STA/5-205/75dt. 1-11-78]

iii) "After further consideration of the case if has been

decided that the transfer of PRI (P)s should normally

be effected at the end of academic session even though

the tenure period of 4 years expire before the end of

the academic session.

[DG P&T No. 6/65-78-SPB II dt. 12-12-78]iv) "For all purpose PRI (P)s are LSG clerks since

PRI (P) is not a cadre by itself."

[DG P&T No. 6/33/80-SPB II dt. 27/29-11-80]III) Tenure P&T Manual Vol. IV - Rule 61 A

"Except when a longer tenure of service against a

post has been prescribed or is authorised by orders of

the Head of Circles in any special contingency, no

official shall be retained in the same branch, in the case

of other Post Offices for more than 4 years and shall

not be eligible for posting back to the same branch or

office as the case may be, until after three years of the

date of his last posting back"

(D.G. P&T No. 19/2/83, (SPB-I), dt. 19-1-83)IV) Tenure to Mail Overseers :

"Mail overseers may be transferred from one line

to another line with the head quarters at the same

station once in two or three years. If necessary, they

may be transferred to another station within the same

Postal Division once in five years."

[Dept. of Post 60-2/86-SPB I dt. 5-3-86]V) Tenure - Counter Clerks :

Shorter tenure for counter clerks in HOs having

instant counter facility :

Reference is invited to the provisions of Rule

404(5) of P&T Manual Vol. VI PT II prescribing that the

SB counter clerk shall be rotated after every 3 years

with the other clerks. It was pointed out that the period

of tenure of 3 years for the counter is too long and its

reduction as fraud preventive measure was suggested.

It has been now decided that in HPOs having

instant counter facilities the counter clerks will be

rotated with other officials working in SB branch every

two years instead of 3 years.

[DG (P) No. 35-34/84-SB dt. 9-4-87]


VI) Tenure for Counting L.R. Period :

"The reserve staff are head quartered as suitable

offices in the division for filling up of short or medium

term vacancies within the division. They are not posted

as such in any office or charge during the time when

they are Reserve PA.

[DG (P) No. 70/168/87-SPB I dt. 7-8-87]VII) Tenure for Jeep Drivers:

In Supersession of the orders conveyed under

DDG(P) No. of even no.dt. 6-11-90, it is hereby ordered

to institutionalise rotation of drivers among Mail Motor

Vans, Inspection and other jeep and Staff cars. All Chief

PMG/PMGs are hereby directed to rotate all drivers so

as to observe a tenure of 4 years.

[DG (P) No. 141-105/90-SPB II dt. 15-11-90]

VIII) Tenure of Postal Assts. working in Speed Post

Counter:

Two years tenure should not be a right rule.

Chief PMGs/PMGs can use their discretion change

the post ing before complet ion of two years

provided:

a) Performance of the official is not upto the mark.

b) The change is not so frequent that it prevents the

official from acquiring experience and expertise.

c) Changes should not be used to distribute incentive

Money.

d) Quality of service is not compromised with.

e) Seniority should not be sole or main criteria for

selection.

[DG (P) No. 43/26-91-D dt. 15-2-93]

32. CONTINUITY OF COUNTER STAFF FOR AT LEAST ONE YEAR

I am directed to say that with the introduction ofvarious new activities through Post Office counters, ithas become imperative that there is some continuityof the officials working on counters in big and importantoffices. In addition, installation of multi purposecounter machines and emphasis on better customerservices would necessitate that officials working incounters should not be disturbed frequently. All theofficials may not be able to provide the specialized

customer services and to handle varied productsacross the counter. This would need specialisedtraining. Keeping in view of the above, Head of Circlesmay make necessary selection based on the aptitudeand performance of the officials for their working infront office. Such officials may be exposed to specialtraining in different spells and continued in the frontoffice as per administrative needs.

(DG (P) No. 141-172/2003-SPB.II dt. 08-09-2003)

33. ROTATINAL TRANSFERS- GUIDELINES-REGARDING

"R.T. Policy guidelines" were compiled andcommunicated to all Regions vide C.O. letter No. STC/102-1/2002 dated 15-4-2002. In the gist of theDirectorate orders communicated, instructionsregarding 'Station Tenure' were issued in para-1 of page-1 and para under caption 'Station Tenure' in page-3. Itwas informed therein that 'station tenure' of non-gazetted staff would normally be 4 years which mightbe extended up to 6 years in public interest. It wasalso mentioned therein that an official who completed'station tenure' was liable for transfer even though hehad not completed 'post tenure'. These orders wereissued based on Directorates orders No. 69/4/79-SPB-I dated 12-11-81 and communicated in C.O. letters no.STC/102-1/80 dated 18-11-1981 and 6-1-1982.However, these instructions were modifiedsubsequently by Directorate in letter No. 69-23/83-SPB-I dated 2-4-85.

It has been brought to the notice of this officeby one of the Service Unions that some of the non-gazetted staff were shifted out of stations from

where they were working even though they had notcompleted "post tenure" as per the Rules. It ispresumed that some of the Divisions/units mighthave misinterpreted the above instructions withouttaking into account the latest guidel ines ofDirectorate dated 2-4-85.

In this connection, kindly see DG's letter No. 141-35/2001-SPB-II dated 11-4-2001 (communicated inC.O. letter no. STC/102-1/2001-02 dated 18-4-2001(the last one received from Directorate on this subject)in which it was categorically stated that 'All theemployees completing 'post tenure' maybe rotatedsubject of certain conditions. This means that there isno 'Station Tenure' for non-gazetted staff and only 'posttenure' is applicable to them. However, there will beno bar to transfer the officials in all cadres from oneplace to another on administrative reasons and in theinterest of service.

Suitable instructions may kindly be issued to allconcerned in this regard.(Pl. CPMG, T.N. No. STC/101-2/2002, Dt. 30-6-2006)

34. PUBLIC RELATION INSPECTOR (POSTAL) CRITERION FOR

SELECTION OF REGARDING

I am directed to invite your kind attention to office

circular letter No. 6-15/86-SPB-II dated 27-7-87 say that

the matter of selection of officials for the post of Public

Relation Inspectors came for session in the recently

held Heads of Circles meet where was recommended

that there should be an upper age of 45 years for


37. CANCELLATION OF TRANSFER ORDER BY APPOINTING AUTHORITIES

While examining the Vigilance/Disciplinary cases

it has come to the notice of the Vigilance branch/that

the instructions contained in DG P&T's lr. No. 69-18/

81-SPB-I dt. 6-1-82 regarding procedure to be followed

for cancellation of Transfer orders by appointing

authorities are not being compiled with the authorities.

A copy of these instructions is enclosed.

Accordingly it has been decided by DDG (V) that

the existing instructions on the subject need be reiterated

and all concerned authorities advised to observe them

scrupulously. I shall be grateful if necessary action to

reiterate these instructions to all concerned, is taken

expeditiously under intimation to the Directorate.

(D.G.(P) No. 16-7/88-Vig. I, dt. 27-3-91)

38. CHECK ON THE ISSUE OF TRANSFER ORDERS BY DIVISIONAL

SUPERINTENDENTS RETIRING WITHIN 6 MONTHS

Kindly refer to this office letter No. 4-19/92-Vig.

Dated July 1992 regarding check on the issue of

transfer / posting order by Divisional Superintendents

retiring within a period of 6 month. In the said letter, it

was laid down that the Divisional Superintendents

retiring within 6 months period must obtain prior written

approval of their DPS / PMG before issuing any transfer

/ posting orders and appointment of ED agents, which

was otherwise within their normal administrative

jurisdiction. The said instructions were necessitated

by many Divisional Superintendents on the verge of

retirement had issued a number of irregular transfer /

posting orders / appointment orders.

In spite of aforesaid specif ic and clear

instructions, instances have come to our notice

where the Divisional Superintendents retiring within

6 months period have committed similar nature of

irregularities. In some cases, we are contemplating

action against the erring retired officers under Rule 9

of CCS (Pension) Rules, 1972.

appointing any person as Public Relation Inspector.

Since the posts of PRIs are norm-based LSG

Posts, which are to be manned by officials promoted

to HSG-II under the Biennial Cadre Review in

accordance with the orders issued in implementation

of the BCR scheme officials promoted under BCR

scheme are likely to be over years of age with the

possible exception of SC/ST officials. Therefore, in

implementation of the exercised consideration of the

Heads of Circles meet it has been decided that, as

far as possible, officials of over 45 years age may be

not be posted as PRIs unless they are considered to

be merritorious, intelligent and energetic. In case no

such official from amongst those promoted under

BCR scheme is available there will be no objection if

the posts of PRIs manned by TBOP officials

possessing the qualities mentioned above.

(D.G. Lt. No. 4-52/92-SPB-II, dt. 23-11-92)

35. EXERCISE OF POWERS FOR CANCELLATION OF TRANSFER ORDERS BY

APPOINTING AUTHORITIES-PROCEDRUE TO BE FOLLOWED

The question with regard to the procedure to be

followed in respect of cancellation of transfer orders of

staff/officers by appointing authorities has been under

consideration for some time. After taking into account

all relevant factors it has been decided that the transfer

orders once issued may be cancelled by the appointing

authoriting primarily in the interest of service. However

the appointing authority will infront be next higher

authority of his intention of such cancellation giving the

reasons therefor. If no reply is received within 7 days,

from the date of making the reference to the next higher

authority the appointing authority will issue the

cancellation of transfer orders.

The above instructions should be brought to the

notice of all offices concerned.

[Lr. No. 69-18/81-SPB-I, Dated: 6-1-82]

36. CHECK ON THE ISSUE OF TRANSFER ORDERS BY DIVISIONAL

SUPERINTENDENT RETIRING WITHIN (6) SIX MONTHS

Of late, i t has been observed that some

divisional Superintendent who are about to retire

have issued a number of irregular transfer orders

just before retirement to keep proper check on

such cases. I am directed to request you to kindly

ensure that the div is ional Super intendents,

retiring within six months be required to obtain

the prior approval of DPS/PMG before issuing

transfer orders.

(DG (P) No. 4-19/92/IV dt. ......7-92)


I would therefore, again impress upon you to

kindly ensure that the above quoted instructions of

this office are complied with strictly in letter and in

spirit and the Divisional Superintendents are again

reiterated the earlier instructions for strict compliance.

The receipt of this DO letter may kindly be

acknowledged.

(DG (P) No. 7-4/88-VIG (PT) dated 12-06-1996)

39. GRANT OF TA & TRANSIT TO THE OFFICIAL TRANSFERRED ON

COMPLETION OF TENURE TO THE PLACE OF THEIR CHOICEA proposal to grant TA and transit to officials who

are transferred on completion of tenure to the place of

their choice was under consideration in this Directorate

for sometime past.

SR-114 which governs TA on Transfer distinguishes

between transfer for public convenience and transfer on

own request. Although transfer on completion of tenure in

one office has not been specifically referred to in this Rule,

yet the transfer on completion of tenure, the official has to

be transferred out for operational reasons. Therefore, such

a transfer is mandatory, while posting to a place of choice

is secondary and subject to public convenience. In

view of this posting to a place of choice after completion

of full tenure may not be normally termed as "transfer

on own request" under SR-114. It has, therefore, been

decided that henceforth officials transferred after

completion of full tenure as prescribed from time to time

to the place of their choice will be entitled for TA and

Transit.

[DG (P) No. 17-3/94-PAP dated 18-12-95]

40. TENURE POSTING OF OFFICIALS IN SINGLE HANDED DOUBLE

HANDED POST OFFICES -- PREVENTIVE VIGILANCE MEASURE

Recently while reviewing serious fraud cases it has

come to notice that often officials who have completed

tenure as Sub Postmaster / Postal Assistant in a

particular single handed or double handed post office,

are posted back to the same office after a break of

tenure during which they worked in some other post

offices. It has been seen that in some cases suchofficials have committed frauds over a long period of

time covering both their tenures in the same office.

Evidence of collusion with other officials / Agents etc.

has also come to light.

2. After considering the matter, it is therefore directed

that officials who have been posted as SPM / PA in a

single handed or double handed post office irrespective

of period of posting / completion of tenure should not

be posted back to the same office after a break as is

being done now. In other words, officials of single

handed and double handed post offices can have only

one posting in the such offices during their service period.

However, only in respect of double handed post

offices, the CPMG / PMG may personally relax thisprovision in a specific case if warranted by exceptional

administrative exigencies.

3. All Circle / Regional Heads are requested to ensure

that above guidelines are kept in view while deciding

transfers / posting.

4. This issues with the approval of DDG (Vig.)/CVO.

(DG Posts No. 8-4/2005-INV. Dated 22-9-2005)

41. CATEGORISING LSG OFFICIALS AS LEAVE RESERVE POSTAL ASSISTANTS

A reference has been received from one of the

Staff Unions stating that in many circles, LSG officials

are being treated as Leave Reserve Postal Assistants

erroneously. Those who join a new Division on Rule

38 transfers, even though they are LSG officials are

shown junior most to all Postal Assistants and made

Leave Reserves. It is clarified that on Rule 38 transfer

to another Division a TBOP official will become junior

to the TBOP officials at the new Division. He cannot

become junior to Time Scale Postal Assistants. The

Leave Reserve is sanctioned only in the basic grade.

Therefore, only those who are in the basic cadre of

Postal Assistants should be made as Leave Reserve

Postal Assistants. Hence LSG (TBOP) officials

cannot be made Leave Reserves.

[DG (P) lt. No. 137-10/98-SPB.II dated …04-1998]

42. TRANSFER AND POSTING OF CIRCLE CADRE STAFF BY REGIONAL

POSTMASTERS GENERAL -- REQUEST OF STAFF FOR TRANSFER

I am directed to state that it has been brought to

the notice of this office that difficulties are being

experienced in inter-regional transfers of staff borne

on Circle Cadres. It is, therefore, hereby clarified that

all requests for transfer from one region to another

region should be addressed to the Chief Postmaster

General whose office is expected to maintain a request

Register and post officials as and when vacancies

become available in Region concerned. All such

request for transfer should be submitted through

Regional PMGs to the Chief Postmaster General.

[DG Post No. 141-387/92-SPB.II dated 12-10-1992]


43. RULES FOR SELECTION OF DEVELOPMENT OFFICER (PLI)

A new Rule 279/6 of P&T Manual, Volume-IV (V

Edition) was introduced vide Memo No. 10-1/74-SPB.II

dated 08-10-1975 providing for a quota of 50% for

appointment of D.Os (PLI) on seniority-cum-fitness

basis from the eligible staff of Postal Circle Offices

and remaining 50% through a competitive examination

open to the Postal Assistants / Sorting Assistants

working in postal / RMS Divisions. The above quotas

of 50% each for staff working in Circle Offices and

Postal / RMS Divisions was subsequently revised to

2/3rd and 1/3rd respectively vide DoP Memo No. 10-

7/82-SPB.II dated 17-10-1984.

2. Consequent on introduction of TBOP and BCR

Scheme for the LDCs and UDCs of the Circle /

Regional Offices, these LDCs and UDCs have since

been merged into a single grade and re-designated

as P.AsCO. As per extent provisions of the aforesaid

Rule 279/6, a permanent or quasi-permanent P.As of

the Circle Offices / Regional Offices who are not more

than 45 years of age, and have completed 5 years'

service can be selected as D.Os (PLI) against 2/3rd

quota fixed therefore subject to fulfilment of certain

other conditions.

3. A large number of P.As have since crossed

prescribed maximum age limit of 45 years. As such,

some Circle have expressed their difficulties in finding

suitable officials to work as D.Os (PLI) from among 2/

3rd quota fixed for Circles / Regional staff as either

required number of officials either do not volunteer for

working as DO (PLI) or are not eligible. Consequently,

some posts of DO (PLI), remain lying vacant thereby

adversely affecting procurement of PLI business.

4. The matter has been examined and it has now

been decided that where required number of officials

against 2/3rd quota cannot be found to work as D.Os

(PLI), the resultant unfilled vacancies of D.Os (PLI)

will be transferred to 1/3rd quota available for the

staff having 5 years' service of Circle / Regions and

Postal / RMS Divisions to be filled up through

competitive examination. To make it practicable to

do so, the selection of officials to work as D.O.s (PLI)

against 2/3rd quota should precede the examination

to be held against 1/3rd quota in that year. It has

further been decided that the P.As of the Circle and

Regional offices promoted to TBOP cadre will also

be eligible for selection as D.Os (PLI) so long as

their pay do not exceed Rs. 7,000/- p.m. if they fulfill

other conditions.

5. Necessary formal amendment to Rule 279/6 of P&T

Manual, Volume-IV will be issued separately.

6. These orders will be effective from the date of issue.

(D.G. (P) No. 35-5/87-LI, Vol. II, dt. 26-8-02)

44. POSTING OF OFFICIALS AGAINST LSG SUPERVISORY POSTS

I am directed to state that as per the instructions

contained in this office letter of even number dated

28-11-1989, an of f ic ia l has to work in the

supervisory post for 2 years, once such a posting

is accepted, in this regard, it is clarified that the

said restriction of two years does not impose a ban

on transfer from one post of Supervisor to another

post of supervisor within the same station or at

another station before completion of the period of

two years. This may however be done in

exceptional/deserving cases.

(DG Posts No. 6-4/87-SPB II, dt. 5-3-1991)

45. POSTING OF PHYSICALLY HANDICAPPED CANDIDATES

A suggestion has been made that physically

handicapped candidates appointed under the Govt.

should preferably be posted in their native places or

atleast in their native district. The matter has been

examined carefully. It may not be possible or desirable

to lay down that physicaly handicapped employees

belonging to Group A or Group B who have All India

transfer liability should be posted near their native

places. However in cases of holders of Group C or

Group D posts who have been recruited on regional

basis and who are physically handicapped, such

persons may be given posting as far as possible,

subject to administrative constraints, near their native

places within the region. Requests from physically

handicapped employees for transfer to or near their

native places may also be given preference.

[Min. of Per, PG & Pensions. A-B 14017/41/90-Estt.(RR) dt. 10-5-90; DG (P) 141/179/90-SPB II dt. 26-7-90]

46. PHYSICALLY HANDICAPPED OFFICERS/EMPLOYEES MAY BE GIVEN

PREFERENCE IN POSTING/TRANSFER NEARER TO THEIR NATIVE PLACES

It is clarified that the guidelines contained in Para

2 of this Department's O.M. dated 10-5-1990 that

requests from physically handicapped employees for

transfer to or near their native places may also be given

preference, covers physically handicapped employees

in Groups 'A', 'B', 'C' and 'D'

(Dept. of Per. & Trg. O.M. No. AB-14017/16/2002-Estt. (RR), dated 13-3-2002)


47. EMPLOYEES HAVING CHILDREN WITH HEARING IMPAIRMENT OR

MULTIPLE DISABILITY MAY BE GIVEN POSTING TO THEIR OWN

PREFERRED LINGUISTIC ZONE/STATE

The undersigned is directed to say that there has

been a demand that an employed parent of a child

suffering from hearing impairment or multiple

disability may be given posting to their own preferred

linguistic Zone or State where educational facility for

their hearing impaired or multiple disabled child exists

and that too in the same language exists. This

demand has been made on the ground that the

disabled children may have opportunities of learning

in one single language as these children cannot cope

up with learning their subjects in more than one

language, as result of transfer of their parents from

one State of another.

2. The matter has been examined, considering that

the facilities for medical care and education of

children with hearing impairment or multiple disability

may not be available at all Stations, such requests

from the parents of a child suffering from hearing

impairment or multiple disability, may as far as

possible, be considered sympathetically. Where,

however, this may not be possible, efforts may be

made to accommodate such a Government servant

in the same State to the extent possible.

3. All the Ministries/Departments etc., are requested

to bring these instructions to the notice of all the

appointing authorities under their control.

(Dept. of Per. & Trg. O.M. No. 36035/1/2000-Estt.(Res.), dated 18-2-2000)

48. POSTING OF GOVT. EMPLOYEES WHO HAVE MENTALLY RETARDED CHILDREN

The matter has been examined. Considering

that facilities for Medical help and education of

mentally retarded children may not be available

at all stations, a choice in the place of posting is

likely to be of some help to the parent in taking

care of such a child. While administratively it may

not be possible in all cases to ensure posting of

such an employee at a place of his/her choice

ministries/Departments are requested to take a

sympathetic view on the merits of each case and

accommodate to such requests for posting to the

extent possible.

[MOP PG& Pensions OM No. AB-14017/41/90-Estt.(RR) dt. 15-2-91]

49. POSTING OF GOVT. EMPLOYEES WHO HAVE MENTALLY RETARDED CHILDREN

The undersigned is directed to refer to this

Department's O.M. of even number dated the 15th

February, 1991 on the above subject and to say that

representations have been received from a number of

Government employees who have mentally retarded

children that their postings from one place to another

outside the State adversely affect the education of their

mentally retarded child due to change of language and

environment. It has been suggested that such

Government employees should be kept at the place of

his choice purely on the consideration of his ward with

mental handicap and even he/she is to be transferred,

efforts should be made to accommodate him/her in the

same State so that the change of language does not

adversely affect the education of the child.

2. The matter has been examined. Considering that

the facilities for medical care and education of mentally

retarded children may not be available at the stations,

such requests from the parent of a mentally retarded

child may as far as possible, be considered

sympathetically. Where however, this may not be

possible, efforts may be made to accommodate such

a Government servant in the same State to the extent

possible. The same approach may be adopted in the

case of Government Servants having physically

handicapped children who require special medical

treatment due to chronic ailments are disabilities.

(DG (P) No. 141/35/93-SPB-II, dt. 18-3-93)

50. POSTING TO HOME DIVISION/CIRCLE POLICY REGARDING ALL

CATEGORIES OF SUPERVISORY CADRES

i) Members of the Supervisory cadres (Inspectors/

ASPOs/Supdts/and Gazetted Postmasters) should not

be posted to their Home division/Parent division during

the first four years of their service in supervisory cadres.

ii) They should not be transferred (except in

administrative interest) from a Post unless they complete

atleast two years in that Post if they are working within

Circle (period of leave exceeding 15 days will not be

counted while computing the duration of two years. The

definition of two years will be 24 calendar months.

iii) Request for reposting to a post should not be

granted unless a period of two years has passed since

the requesting officer left charge of that post.

iv) In respect of officers posted on promotion to


outside circles their requests for transfer back to their

home circles could be considered when the next DPC

is held provided there are vacancies and they have

worked outside the circle physically for six months

excluding the period of leave.

[DG (P) No. 141-495/92-SPB II dt. 11-10-93]

51. PROVISION OF POST ATTACHED RENT FREE ACCOMMODATION AS A

CONDITION OF SERVICE TO THE POSTMASTERS/SPMS

It has been brought to the notice of this Dte. that

the Postmasters/SPMs who are entitled for rent free

accommodation, are generally not provided with such

accommodation in the Post Office premises as per the

prescribed austerity standards.

In order to mitigate the grievance of such category

of staff, it is clarified that whenever accommodation is

rented for the post offices having rent free post attached

quarter for the PM/SPM, care should be taken to ensure

that the size of such quarters as far as possible

conforms to the standards laid down in this regard.

(DG Post No. 24/4/87/PRP/NB (P) dated 11-2-1988)

52. CHOICE OF OFFICIALS FOR POSTING AS TREASURERS / ASSTT.

TREASURERS IN POST OFFICES

In the course of discussions in the Committee of

Departmental Council (JCM) held on 30-08-1980, the

question of widening the area of selection for posting

as Treasurers / Asstt. Treasurers in post offices was

insisted upon by the staff side. In this connection, it

will appear that nothing has been specifically

prescribed that the selection has necessarily to be

confined to post office wise or Division wise or even

station wise. On the suggestion of the staff side it

was decided to examine that the panel of officials for

the Treasurers / Asstt. Treasurers would be drawn

station wise instead of its being office wise as at

present. The matter has been examined in all its

aspects and it has been decided that there may not

be any difficulty in having the area of selection being

widened to make it station wise. For the purpose it

has however been decided that the selection would

be made from amongst the eligible officials of the

concerned divisions.

(DG, P&T No. 3/4/80-SPB-II, dt. 18-3-81)

53. APPOINTMENT OF TREASURER/CASHIERS IN POST OFFICES REGARDING

I am directed to say that a number of references

from various Circles have been received regarding

difficulties being experienced by them in finding

suitable officials for posting as Treasures/Cashiers

in Post Offices. The matter has been receiving

attention and after careful consideration, it has been

decided that in order to meet the situation the existing

eligibility service conditions of 10/8 years is further

reduced to five years service in Postal Assistant

Cadre. It has also been decided that the existing

tenure of Cashiers/Treasurers in Post Office shall be

increased from one year to two years. However, if

Postal Assistants with five years service are not

available for posting as Treasurers/Cashiers in Post

Offices. Postal Assistants promoted as LSG under

Time Bound one Promotion Scheme can also be

considered if they are willing. However, they will not

be entitled to special allowance admissible to time

scale Postal Assistants.

These orders takes effect from the date of issue.

However, the present incumbents who have not

completed their one year tenure, may be allowed to

continue for another one year.

(DG(P) No. 3-2/85-SPB-II, dt. 14-12-88)

54. APPOINTMENT OF LSG OPERATIVES AS TREASURER / CASHIER IN

POST OFFICES -- PAYMENT OF SPECIAL PAY

Attention is invited to this Directorate Memo

No. 3-2/85-SPB-II dated 14-12-1988 on the subject

cited above. The matter was taken up by the Staff

Side in the Departmental Council of JCM. The Staff

side has agreed with the principle of postings of

Postal Assistants in Time Scale only as Treasurer

in Post Offices. However, sometimes it so happens

that LSG operative have to be posted as Treasurers

due to paucity of volunteers and unwillingness of

Time Scale of f ic ia ls to work in shor t term

vacancies. In supersession of this Directorate

memo ibid it has now been decided that LSG

operatives promoted under the TBOP scheme

when posted as Treasurers in Post Offices will be

entitled to special pay as admissible to the Time

Scale Postal Assistants. This order will take effect

from the date of issue.

[DG Posts No. 6-3/91-PAP dated 23 -10-1992]


55. POSTING OF TREASURERS ON COMPLETION OF TENURE

I am directed to say that a question has been raised

as to whether an official who has completed a tenure of

four years in an office, in continuation, can be posted as

Treasurer / Cashier in the same office and vice versa.

The matter has been considered. It is hereby clarified

that there is no objection if an official, who has completed

a full tenure in another post in an office, is posted as

Cashier / Treasurer subject to the administrative

convenience. In such circumstances the official may be

allowed to complete a full tenure as Treasurer / Cashier

even though he has done a full tenure in the same office

in another post.

[DG Posts letter No. 03-1/90-SPB.II

dated 16-5-1990]

56. TRANSFER UNDER THE PROVISIONS OF RULE 38 OF P&T MAN VOL. IV

The present practice in dealing with Rule 38

transfers has been examined in detail and the PMG

has ordered that the following revised procedure

may be followed in regard to the disposal of Rule

38 cases.

2. The transfer of eligible officials under Rule 38 to

the division of their choice should be approved in

principal irrespective of availability of vacancies in that

unit. A waiting list of such approved transfers both in

departmental quota and in the direct recruitment quota

should be maintained in the divisional offices to which

the transfer is sought. At the time of computation of

vacancies for LGO's examination/direct recruitment,

such approved transfers should be taken into account

for necessary adjustment in the announcement for

vacancies. Similarly approved transfer of officials in

both the quotas from that Division to other units should

also be taken into account for the purpose of

computation of vacancies.

3. It is directed that the application for transfer

under Rule 38 from eligible officials will be restricted

to only one unit, otherwise it application for more

than one uni t are enterta ined i t wi l l create

complications. If after approval of the transfer, the

concerned official changes his mind and applied for

another unit, it will be treated as a fresh application

after cancellation of his turn on the waiting list of

the old unit.

4. Transfer under Rule 38 of eligible within the

Region will be approved by the Regional Directors.

However, cases of inter region transfers and cases

requiring relaxation and for temporary deputations

of husband/wife at the same station should come to

the Circle Office. This would apply to the cases of

mutual exchange transfers also. The Regional

Directors as well as the Circle office will endorse

copies of approval of transfer to the concerned

transferee unit with instructions to bring the name

on the waiting list and to intimate the waiting list

number to the concerned official through the

controlling divisional superintendent. In the memo

of approval of transfer the date on the which the

application was received in circle Office/regional

office will be shown and the names of the officials

will be entered in the waiting list by the divisional

offices based on those dates.

5. In so far as the old cases pending with Circle

office/Regional offices are concerned, it is decided

that those cases will be decided first as per the above

instructions.

6. The case of transfer by way of mutual exchange

will be allowed as per rules on out of turn basis.

7. There are some LSG officials waiting reallotment

to their home division. Such repatriation will have to be

completed first before any rules 38 transfer is

considered and such repatriatees will be at the top of

the waiting list.

8. All Rule 38 transferees will be placed below all

APCs.RTPs and lower grade officials on approved list

for promotion PA/SA cadre including those who would

be successful in the examination for promotion to PA/

SA cadre held on 24-5-87.

9. The officials rendered surplus due to TBOP,

abolit ion of BRL system etc. who have been

transferred to other units/divisions as per Dte's

instructions on the subject should be brought back

first to their original unit/division on occurrence of

vacancy the repatriation of such officials will take

precedence over rule 38 transfers

10. The pos i t ion o f o f f ic ia ls whose ru le 38

transfer have been approved but are still waiting

for their posting orders will depend on the date

of approval of their transfer. They will be below

APCs, RTPs, LGOs awaiting appointment on

those dates.

11. The case of Rule 38 for transfer of wife/husband

for posting at the same station would be considered

on out of turn basis at per Dte's instructions on the

subject. Such transfer would be treated purely on

deputation without any monetary benefit till their actual

turn on the basis of their registration for transfer

comes.

(CPMG Gujarat Circle No. Staff-1-15/Rlg./Corr

dtd. at Ah'd-9, the 13-7-87)


57. RE-DELEGATION OF POWER TO HEADS OF CIRCLES TO ALLOW RULE 38

TRANSFER REQUESTS OF SURPLUS QUALIFIED OFFICIALS TO THEIR HOME

DIVISIONS IN RELAXATION OF 5 YEARS SERVICE CONDITIONI am directed to invite your attention to this office

letter No. 60-22/80-SPB.I dated 17-07-81, where by

on the basis of decision of the erstwhile P&T Board it

has been inter-alia stipulated that surplus qualified

departmental Lower grade officials who are promoted

to clerical and allied cadres in a division other than

their parent division may be transferred to their parent

division or any division other than the one in which they

are working, under Rule 38 against departmental

quota of vacancies only and direct recruits will

continue to be adjusted against outsiders quota. It

has further been stipulated that powers vested in

Heads of Circles vide this office letter No. 69/23/75-

SPB.I dated 29-10-75 to allow Rule 38 transfer

requests of surplus qualif ied off icials before

completion of 5 years service in the unit / circle are

also withdrawn. It has further been clarified vide this

office letter No. 60/22/81-SPB.I dated 18-03-82 that

Rule 38 transfers of surplus qualified officials may

be permitted by Heads of Circles on mutual exchange

basis even if 5 years service in a division is not

complete subject to the condition that such transfers

are adjusted against departmental quota of

vacancies. It was also clarified that such transfers

can be also permitted to any unit other than the home

division and city units located in the station of

official's parent unit. Heads of Circles can consider

Rule 38 transfers of direct recruits in relaxation of 5

years service limit in their discretion as hitherto

before.

2. Certain Heads of Circles, staff Union and individuals

have represented to this office, inter-alia stating that

the five year ban imposed on repatriation of surplus

qualified officials to their parent units has operated

harshly and that the discretionary powers earlier vested

in the Heads of Circles for considering such requests

in relaxation of minimum 5 years service limit may be

redelegated to Heads of Circles. An item on the subject

was also brought up for discussion in the heads of Circle

Conference held in Nov. 1985.

3. Accordingly, the mater has been reconsidered by

the Postal Service Board in its meeting held on 30-10-

85. It has been decided to delegate the powers to

Heads of Circles to permit Rule 38 unilateral transfer

requests of surplus promotees to clerical cadres to their

parent unit after completion of 3 years service subject

to the condition that the powers would be exercised by

the Heads of Circles personally in really deserving

cases and transfer of such officials will not jeopardise

the interest of appointees against other quota. In other

words, such transfers will be adjusted against

departmental quota of vacancies. The Heads of Circles

will not be empowered to allow Rule 38 transfer of

surplus officials to their parent unit before completion

of three years service.

4. As clarified in this office letter No. 60/22/81-SPB.I

dated 18-03-82 the Heads of Circles will continue to allow

Rule 38 transfer requests of surplus qualified officials to

their parent unit before completion of 3 years service if

the same are on mutual exchange basis or the transfer

sought for is to a unit other than the home unit or a city

unit where the parent unit of the official is located.

Similarly, they will continue to allow Rule 38 transfer

requests of direct recruits to T/S clerical cadres in

relaxation of 5 years service limit.

[DG P&T No. 60-34/84-SPB-I dated 05-02-86]

58. POSTAL ASSTS./SORTING ASSTS. - TRANSFER UNDER

RULE 38 OF P&T MANUAL VOL. IV

It is hereby further ordered that the result vacancies

arising from Rule 38 transfer in the division, from which

a departmental promotee is transferred, may not be

adjusted against direct recruit quota. This means if a

departmental promotee is transferred from A division

to B division, the vacancy in A division should be

adjusted against departmental quota and in the B

division also the vacancy should be adjusted against

departmental quota. If a direct recruit is transferred from

A division to B division, the vacancy arising in A division

should be adjusted by appointment of direct recruit and

the vacancy should be adjusted in B division against

the vacancy of direct recruit. The existing proforma for

calculation of vacancies should be modified suitably

so as to given effect these orders.

[DG (P) No. 60-113/88-SPB I dt. 12-1-89]

59. INTER-CIRCLE TRANSFER WITHIN THE SAME CADRE UNDER

RULE-38 OF POSTAL MANUAL VOL. IV

This office has been receiving references from

various Circles where inter-Circle transfer having the

approval of both the concerned Chief Postmasters

General / Postmasters General require the approval of

the Directorate.

2. In this connection, it is reiterated that the Heads of


Circles are fully empowered under the existing

instructions vide Directorate, letter No. 33-1/88-PE.II

dated 5th December, 1989, pertaining to "power and

Function of Chief Post-masters General/Postmasters

General (Region)" to permit transfer of any employee

to any Central Government office or Department except

in respect of such officials whom the Chief Postmaster

General is not competent to appoint. Where such

permission is accorded by the Head of Circle, a

reference to Directorate would not be necessary.

3. It is clarified that the aforesaid instructions do not apply

in cases involving transfer between two separate and

distinct cadres such as Postal Assistant (P.O) to Postal

Assistant (C.O. / R.O.)/PA (SBCO) SA or vice-versa.

In such cases the approval of the Directorate would

be required even if both the Chief Postmasters General

are agreeable.

(D.G.(P) No.141.13/94-SPB.II dated 18-04-96)

60. REVIEW OF THE PROVISIONS OF RULE 38 OF POSTAL MANUAL

VOL-IV - POSTAL ASSISTANTS / SORTING ASSISTANTS

I am directed to say that a provision exists in Rule

38 of Postal Manual Vol. IV for transfer of Postal

Assistants / Sorting Assistants who are recruited on

divisional basis from one division to another either on

mutual basis or on the basis of application given by an

official to be transferred foregoing his / her seniority in

the parent division and assuming seniority afresh in the

new division to which he / she is transferred. In recent

times, due to various reasons, there has been substantial

increase of applications for transfer under Rule 38.

2. The provisions of Rule 38 of Postal Manual Vol.

IV are under review and separate instruction of the

subject will follow. However, as regards transfer

under Rule 38 of Postal Manual Vol. IV from the

cadre of Sorting Assistant to Postal Assistant, the

same has been examined keeping in view the

availability of the manpower in both the wings. It

has been decided that the request for transfer from

the cadre of Sorting Assistant to cadre of Postal

Assistant (Post Office) will not attract the provision of

Rule 38, Postal Manual Vol. IV and such requests will

be considered in the context of need for redeployment

of personnel from one operative wing to another. The

following conditions will apply to such transfers on

requests from RMS to Postal Wing:-

(a) the applicant will be ranked junior most in the new

cadre / recruiting unit on such transfer.

(b) He / she will bear the cost of training which will be

required to be imparted to him / her for the nature of

job in the new cadre and only after he / she qualifies in

the above training at his / her own cost. The transfer

from one cadre to another would materialize.

(c) The official will be permanently debarred from going

back to the old cadre / recruiting unit and he / she cannot

claim the old seniority in the earlier recruiting unit.

[DG Post No. 141-198/2001-SPB-II dt. 10-5-2002]

61. CONDITIONS FOR RULE 38 TRANSFERS FROM THE CADRE OF

RMS SORTING ASSISTANTS TO POSTAL ASSISTANTS

A provision exists in Rule 38 of Postal Manual,

Vol. IV for transfer of Postal Assistants / Sorting

Assistants who are recruited on divisional basis from

one division to another either on mutual basis or on

the basis of application given by an official to be

transferred forgoing his / her seniority in the parent

division and assuming seniority afresh in the new

division to which he / she is transferred. In recent

times, due to various reasons, there has been

substantial increase of applications for transfer under

Rule 38.

The provisions of Rule 38 of Postal Manual, Vol.

IV are under review and separate instruction on the

subject will follow. However, as regards transfer

under Rule 38 of Postal Manual, Vol. IV from the

cadre of Sorting Assistant to Postal Assistant, the

same has been examined keeping in view the

availability of the manpower in both the wings. It

has been decided that the request for transfer from

the cadre of Sorting Assistant to the cadre of

Postal Assistant (Post Office) will not attract the

provision of Rule 38, Postal Manual, Vol. IV and

such requests will be considered in the context

of need for redeployment of personnel from one

opera t ive w ing to another . The fo l low ing

conditions will apply to such transfers on requests

from RMS to postal Wing:-

(a) The applicant will be ranked junior most in the new

cadre / recruiting unit on such transfer.

(b) He / she will bear the cost of training which will be

required to be imparted to him / her for the nature of

job in the new cadre and only after he / she qualifies

on the above training at his / her own cost, the transfer

from one cadre to another would materialize.

(c) The official will be permanently debarred from

going back to the old cadre / recruiting unit and he /

she cannot claim the old seniority in the earlier

recruiting unit.

(D.G.(P) No. 141-198/2001-SPB-II, dated10-05-2002)


It is clarified that as far as possible such requests

may not be agreed to. This may be only after obtaining

the requisite declaration for transfer under Rule 38 of

P&T Manual Vol. IV and it may be made very clear to

the officials concerned that his retention is under the

provisions of Rule 38 with all consequential disabilities.

Rule 38 is applicable only in cases of transfers and such

62. CLARIFICATION ON RULE 38 TRANSFER FROM SORTING

ASSISTANT TO POSTAL ASSISTANT

I am directed to refer to this Department's Letter

No. 141-198/2001-SPB.II dated 10-05-2002 on the

above subject and Letter No. 1-37/2001-Trg., dated

30-01-2002. It was indicated in Letter, dated 10-05-

2002 that one of the conditions to be fulfilled for

considering the requests from Sorting Assistants for

transfer as Postal Assistant (P.O.) was that, he / she

would bear the cost of training which would be required

to be imparted to him / her for the nature of job in the

new cadre and only after he / she qualified in the above

training, the transfer would materialize. In this context,

it is clarified that only when an official wants to change

his cadre on his / her own interest, the cost of training

will have to be borne by the concerned official.

[D.G.(P) No. 141-198/2001-SPB-II,dated 22-08-2002].

63. TRANSFER/RETENTION OF OFFICIALS ON BIFURCATION

REORGANISATION OF A DIVISION- CLARIFICATION REGARDING

retention are to be treated as 'notional' transfers from

the Residuary Division to the Division of option or

allotment as per rules and transfers to the residuary

division under Rule 38 will be on paper. This point will

have to be made clear to the officials and willingness

and declarations obtained.

[DG (P&T) No. 271-58/74-SPB dt. 4-3-77]

64. IN REQUEST TRANSFER CASES, INTERVENING HOLIDAY'S CAN BE AVAILED

The holidays intervening the date of relief

and the date of joining the new place, even on

transfer of an official at his own request should

be deemed to have been availed of by the official

as holidays and he need not take leave for such

holidays.

[Dept. of Per &Trg. OM No. 19011/16/88-Estt.(All)dt. 15-12-88]

65. FILLING UP UNFILLED VACANCIES OF POSTMEN / MAIL GUARD CADRE

FROM CANDIDATES OF OTHER DIVISIONS AT REGIONAL LEVEL

Refer to CPMG, Rajasthan D.O. letter No. RECTT/

2-10/SR dated 04-06-99 on the above subject. The

point raised by his office is whether the examination

for postmen / Mail Guards is to be held for all Divisions

irrespective of vacancies or whether it is to be held for

only those Divisions where there are vacancies.

2. The matter has been examined. It appears that the

results of the examination held earlier have not been

declared. The fact that examination was not held in a

Division where there were no vacancies need not be a

ground for non-declaration of results in respect of

examination held in other Divisions where vacancies

were declared.

3. In case after the declaration of results, there is a

shortfall is certain Divisions, then a supplementary

examination may be held in Units / Divisions where no

examination was held earlier. However, the candidates

will have to be specifically told that the examination is

only for shortfall vacancies in other Divisions. After the

supplementary examination is held, then from among

the volunteers from all the Divisions in the Region, the

candidates will have to be selected based on their merit.

It may also be mentioned that Circles may

conduct examinations in Divisions where no

vacancies are declared, if volunteers are there for

likely shortfall vacancies in other Divisions, along with

the examination in other Divisions where there are

vacancies declared, if shortfall is anticipated. You

are requested to take further action accordingly.

(DG (P) No. 37-63/98-SPB-I (Pt.) dated 26-08-99)

66. POSTING OF HUSBAND AND WIFE AT THE SAME STATIONThe question of formulation of a policy regarding

the posting at the same place of husband and wife who

are in Government service or in the service of Public

Sector undertakings has been raised in Parliament and

other forums on several occasions. Government's

position has been that requests of Government

servants and employees of public sector undertakings

for posting at the same station usually receive

sympathetic consideration, and that each case is

decided on merits, keeping in view the administrative

requirements.

2. The Government of India have given the utmost


importance to the enhancement of women's status in

all sectors and all walks of life. Strategies and policies

are being formulated and implemented by different

Ministries of the Central Government to achieve this

end. It is also considered necessary to have a policy

which can enable women employees under

Government and the Public sector Undertakings to

discharge their responsibilities as wife/mother on the

one hand, and productive workers on the others, more

effectively. It is the policy of the Government that as

far as possible and within the constraints of

administrative feasibility, the husband and wife should

be posted at the same station to enable them to lead a

normal family life and to ensure the education and

welfare of their children.

3. In February 1976, the then Department of Social

Welfare had issued a circular D.O. letter to all Ministries

and Departments requesting them to give serious

consideration to the question of posting husband andwife at the same station. However, representationscontinue to be received by the Department of Women'sWelfare in the Ministry of Human ResourceDevelopment from women seeking the intervention ofthat Department for a posting at the place where theirhusband are posted. It has, therefore, now beendecided to lay down a broad statement of policy atleastwith regard to those employees who are under thepurview of the Central Government/Public Sectorundertakings. An attempt has, therefore, been madein the following paragraphs to lay down guidelines toenable the cadre controlling authorities to consider therequests from spouse for a posting at the same station.At the outset, it may be clarified that it may not bepossible to bring every category of employee withinthe ambit for this policy as station of husband/wifeemployment are varied and manifold. The guidelinesgiven below, are therefore, illustrative and notexhaustive. Government desire that in all other casesthe cadre controlling authority should consider suchrequirements with utmost sympathy.4. The classes of cases that may arise, and theguidelines for dealing with each class of cases are givenbelow :-i) Where the spouses being to the same All Indiaservice or two of the All India services, namely IAS,IPS and Indian Forest service (Group 'A') :

The spouses will be posted to the same cadre by

providing for a cadre transfer of one spouse to the cadre

of the other spouse subject to their not being posted

by this process to their home cadre. Postings within

the cadre will, of course, fall within the purview of the

State Government.

ii) Where one spouse belongs to one of the All India

services and the other spouse belongs to one of the

Central services. The cadre controlling authority of the

Central services may post the officer to the station, or

if there is no post in that station to the state where the

other spouse belonging to the All India Service is

posted.

iii) Where the spouses being to the same Central

Service : The cadre controlling authority may post the

spouses to the same station.

iv) Where one spouse belongs to one Central service

and the other spouse belongs to another Central service

:

The spouse with the longer service at a station

may apply to the appropriate cadre controlling authority

and the said authority may post the said officer to the

station, or if there is no post in that station to the state,

where the other spouse belonging to the other Central

service is posted.

(v) Where one spouse belonging to an All India service

and the other spouse belongs to Public sector

undertakings :-The spouse employed under the Public sector

under-taking may apply to the competent authority andsaid authority may post the said officer to the station,or if there is no post under the PSU in that station, tothe State where the other spouse is posted.(vi) Where one spouse belongs to a Central Serviceand the other spouse belongs to a PSU :-

The spouse employed under the PSU may applyto the competent authority and the said authority maypost the officer to the station, or if there is no post underthe PSU in that station to the State where the otherspouses is posted if however the request cannot begranted because the PSU has no post in the said stationState then the spouse belonging to the Central Servicemay apply to the appropriate cadre controlling authorityand the said authority may post the said officer to thestation, or if there is no post in that station to the Statewhere the spouse employed under PSU is posted.vii) Where one spouse is employed under Central

Government and the other spouse is employed under

the State Government;

The spouse employed under the Central

Government may apply to the competent authority and

the competent authority may post the said officer to

the station or if there is no post in that station, to the

state where the other spouse is posted.

5. As will be seen from the illustrations given above,

they do not cover all possible categories of cases which

may arise in fact it is not possible to anticipate all the

categories of cases. Each case not covered by the

above guidelines, will have to be dealt with keeping in

mind the spirit in which these guidelines have been

laid down and the larger objective of ensuring that

husband and wife are, as far as possible and within

the constraints of administrative convenience, posted

at the same station.


6. Ministry of Finance are to requested to bring the

above instructions to the notice of all administrative

authorities under their control and ensure compliance.

7. In so far as persons serving in Indian Audit and

Accounts Department are concerned, these orders

issue in consultation with the comptroller and Auditor

General of India.

8. This issues with the concurrence of the Department

of Public Enterprises.

(Lt. No. 70/95/86-SPB-I, 9-9-1986)

68. POSTING OF HUSBAND AND WIFE AT THE SAME STATION

The undersigned is directed to say that the policy

of Government has been to give utmost importance

to the enhancement of women's status in all sectors

and all walks of life. Keeping this policy in view, the

Government had issued detailed guidelines about

posting of husband and wife at the same station vide

OM No. 28034/7/86-Estt. (A) dated the 3rd April 1986

and OM No. 28034/2/97-Estt. (A) dated the 12th June

1997. Attention of the Government was drawn that

the instructions contained in these Office Memoranda

are not being followed in letter and spirit by the

Ministries / Departments even when there were no

administrative constraints. Accordingly, it is

impressed upon all Ministries / Departments that the

guidel ines laid down in the aforesaid Off ice

Memoranda are strictly followed while deciding the

request for posting of husband and wife at the same

station.

[Dept. of Per & Trg. OM No. 28034/23/2004-Estt.(A) dated 23-8-2004]

69. POSTING OF HUSBAND AND WIFE AT THE SAME STATION-REITERATED

The undersigned is directed to say that on the

subject mentioned above, govt. had issued detailed

guidelines vide OM No. 28034/7/86-Estt.(A) dt.

03-04-1986.

The fifth central Pay Commission, has now

recommended that not only the existing instruction

regarding the need to post husband and wife at the

same station need to be reiterated, it has been

recommended that the scope of these instructions

should be widened to include the provisions which posts

at the appropriate level exist in the organisation at the

same station. The husband and wife invariably be

posted together in order to enable to lead a normal

family life and look after the welfare of the children,

especially till the children are 10 years of age.

2. The Govt. after considering the matter has decided

to accept this recommendation of the fifth central Pay

Commission. Accordingly it is reiterated that Ministries/

Departments should strictly adhere to the guidelines

laid down in OM No. 28034/7/86-Estt. (A) dt. 03-04-

1986 while deciding on the request for posting of

husband and wife at the same station and should

ensure that such posting invariably done especially till

their children are 10 years of age if post at the

appropriate level exist the organisation at the same

station and if no administrative problems are expected

to result of consequence.

3. It is further clarified that even in case where only

the wife is a Govt. servant the concession elaborated

in para 2 of this OM would be admissible to the Govt.

servant.

4. These instructions would be applicable only to post

within the same Department and would not apply on

appointment under the central staffing scheme.

(GI Dept. of Personnel and Training OM NO.

28034/2/97-Estt.(A), dt. 12-06-1997)

67. DISCONTINUATION OF SCHEME OF ENGAGEMENT OF SHORT DUTY STAFF

This Directorate's letter No. 60-18/71-SPB-I, dated

28-12-1971 by which orders were issued for

introduction of Short Duty Staff Scheme as an

experimental measure to cope with peak hour traffic in

Postal and RMS Branches of the Department. Certain

clarifications with regard to the Scheme were issued

from time to time subsequently by letter No. 60-18/71-

SPB-I dated 17-3-1973, all Heads of Circles were

informed that the Short Duty Scheme may be continued

till further orders. It was clarified, inter alia, by letter

No. 60-73/93-SPB-I dated 16-8-1995 that only

pensioners are to be engaged as Short Duty Staff for

peak hour traffic in the Postal Offices when the traffic

is at least 50% more than normal traffic and for seasonal

spells of work at the time of festivals such as Christmas,

New Year etc.

2. The question of continuation of this scheme for

engagement of Short Duty Staff has been reviewed in

the respective of induction of technology into Postal

operations, changes is operational procedures and

traffic pattern, introduction of new services and products

customized for particular segment of customers and

various administrative implications of management of

the scheme. It has now been decided that engagement

of Short Duty Staff should be discontinued with

immediate effect. You are requested to take further

necessary action urgently.

(D.G.(P) No. 66-58/96-SPB-I, dated 22-2-2001)


2. PROMOTIONS, HSG-I, HSG-II, LSG, BCR, TBOP ETC.

1. UPGRADATION OF 1622 POSTS OF HSG.II TO HSG.I GRADE

The President is pleased to accord sanction for

creation of 1622 posts in the HSG.I grade in the pay

scale of Rs. 6500-10500 by suitably upgrading the

same number of existing HSG.II posts in the pay

scale of Rs. 5000-8000 with immediate effect as per

the details Circle-wise at annexure -A. (not printed)

As a result of this upgradaiton and along with 208

posts upgraded earlier to HSG.I grade vide this Office

letter of even number, dated 6-11-1995, 10% of

HSG.II posts stand upgraded to HSG.I grade.

These posts of HSG.II shall be upgraded to HSG.I

by simultaneously abolishing 690 existing live posts of

Postal Assistants / Sorting Assistants in the scale of

pay of Rs. 4000-6000 proportionally as indicated Circle-

wise in Annexure-A (Col. 4). The order to be issued by

the Circles for upgradation of posts should include a

clause mentioning the fact of abolition of posts in the

cadre of PA with reference to it's original sanction order.

Heads of Circles are requested to identify the number

of HSG.II posts as indicated against their Circle in the

Annexure -A and upgrade them to HSG.I under intimation

to this office. It may be ensured that there HSG.II posts

are upgraded on functional basis, identification being done

on the basis of following guidelines:-

(i) Posts of HSG.II, Head Postmasters at District

Headquarters where no HSG.I post exists at

present and identification of HSG.II posts in SB

Branches in Major Head Offices. The CPMG

should identify the District based on its importance

/ workload in the Regions, Postal and RMS Offices.

(ii) Other HSG.II posts in Gazetted H.Q. supervised

by HSG.II, carrying higher responsibilities, Circle

/ Regional Offices PO and RMS Divisions

(Administrative and Operative Offices), PSD / CSD

and Customer Care Centres (CCC) which are

considered important by the Heads of Circle.

(iii) These posts should also be distributed from

amongst SBCO staff (to whom the TBOP Scheme

was extended vide letter No. 20-2/88-PE.I dated

26-07-1991 where these HSG.I posts are justified

as per the norms.

(iv) As per SIU norms, there is a justification of one

post of Office Superintendent in each Circle

(Administrative Office) in HSG.I Grade. At present,

every Circle Office has the post of Office

Superintendent in HSG.I Grade, except Haryana,

H.P. and North-East. Circle Heads of these Circles

are requested to upgrade the post to HSG.I level

in their respective Circle from amongst their quota

allotted.

(v) It may also be ensured that the ratio between

HSG.II and HSG.I in the Circle at a particular unit

may be maintained as far as possible as per the

norms.

The work of identification of posts, holding of DPC

and placement of the officials against the posts should

be completed as early as possible. Concerned IFA

may ensure proper implementation of the above

instructions. Thereafter, a compliance report to this

effect, i.e., posts upgraded, unit-wise distribution of

posts, abolition of posts, etc., may be sent to S.O. (PE.I)

by 30-06-2001.

The mode of recruitment for the upgraded post

will be by the method of selection as prescribed in the

Recruitment Rules for the HSG.I posts for the

concerned unit.

The expenditure involved in this sanction is

debitable to the relevant heads and should be met from

the sanctioned grant for the respective year.

The respective Circles will retain these posts on

year to year basis themselves.

This issues with the concurrence of Ministry of

Finance vide their U.O. No. 2(5)/E.III/94 dated 23-02-

2001 and in consultation with the Internal Finance Advice

vide their I.D. No. 152/FA/2001 dated 28-03-2001.

NOTE: Consequent upon the bifurcation of Bihar,

Madhya Pradesh and Uttar Pradesh Circles into

Jharkhand, Chhatisgarh and Uttaranchal Circles, the

upgraded posts of HSG.I may also be distributed

proportionally to these Circles by the erstwhile Circles.

(Dept. of Posts, No. 22-1/89-PE.I (Vol.II)dated 30-03-2001)

2. UPGRADATION OF 1622 POSTS OF HSG.II TO HSG.I GRADE

Upgradation of 1622 posts of HSG.II to HSG.I

Grade ordered to be held in abeyance vide this Officer

letter of even number, dated 18-06-2001 are hereby

ordered to be released.

2. The order was reviewed due to discrepancies in the

number of sanctioned HSG.II posts available in all

circles. The revised number of HSG.II posts to be

upgraded to HSG.I are given in Col. 4 of Annexure

enclosed. In addition, 193 posts of LSG, where BCR

Officials are deployed shown in Col. 5 of Annexure

enclosed are also hereby ordered to be upgraded to

HSG.I. Revised number of P.A.s/ S.A.s posts to be

abolished circle-wise are shown in Col. 9.

3. In addition to the parameters already given in letter,


dated 30-03-2001, the following additional guidelines

may also be kept in view while upgrading the HSG.II /

LSG posts to HSG.I:-

(i) Premier services, i.e. SPC, Business

Development, Customer Care Centre.

(ii) Incharge SBCO in Head Offices.

(iii) HSG.II Head Office situated at places other than

District Headquarters.

(iv) APM A/c, Head Treasurer in Gazetted Head Offices.

(v) SRO, having two supervisors in the sets under its

jurisdiction.

(vi) Foreign Post.

4. For reviving HSG.II sanctioned posts, a separate

order will be issued shortly.

5. Other conditions prescribed in letter, dated 30-03-

2001 holds good.

(Dept. of Posts, No. 22-1/89-PE.I (Vol. II)dated 16-07-2001)

Refer this Directorate letters of even number dated

30-03-2001, 16-07-2001 and 31-07-2001, vide which

certain number of posts were allowed to your Circle for

upgradation to HSG-I and conversion to HSG-II along

with the guidelines to implement these orders.

It has come to the notice of this office from the

reports received from Circles that some of them have

first upgraded LSG posts to HSG.II level, and thereafter,

upgraded selected posts to HSG.I from this common

pool of HSG.II posts including those not in the category

mentioned for upgradation in the letter, dated 16-07-

2001. This has resulted in the benefit of upgradation

being denied to certain posts that were actually

identified for such upgradation, on functional basis, in

the above reference.

The matter has been examined in detail in this office.

The orders, dated 16-07-2001, communicating the details

of posts to be upgraded to HSG.I in each Circle had clearly

indicated the category (HSG.II and LSG respectively) and

number of posts to be so upgraded in each category based

on functional justification. Thereafter, separate orders were

issued on 31-07-2001 indicating the number of LSG posts

to be converted to HSG.II posts to maintain the ratio

between HSG.I posts and their feeder posts in HSG.II

grade.

The intent behind the orders, dated 30-03-2001 and

16-07-2001 on the one hand and the orders, dated 31-

07-2001 on the other were quite different. The first set of

orders for upgradation were to be implemented keeping

in mind only the functional justification while the later

sought to maintain the ratio between the HSG-I and HSG-

II Posts. If the action taken by the Circles to implement

these orders is not in consonance with this logic, then

there is a need to rectify the same, to ensure compliance

with the orders and to avoid future litigation.

You are requested to kindly take immediate action

to review the position and send us a report on the status

in your Circle at the earliest along with the information

in the enclosed proforma (not printed).

(D.G.(P) No. 22-89/PE-II (Vol.II) dated 28-01-2002)

3. CLARIFICATION REGARDING UPGRADATION OF HSG..II POSTS TO HSG..I

4. CLARIFICATIONS REGARDING THE DATE OF UPGRADATION OF

HSG..II POSTS TO HSG..I

References have been received in this office in

connection with orders on the above cited subject,

primarily in terms of the date from which the benefit of

promotion and consequent pay fixation can be given

those officials who are posted against the posts

upgraded to HSG.I.

In this connection, it is clarified that promotion

against upgraded posts is to be given from the

prospective date on which promoted officials assume

the charge. Promotion is given after observing usual

formalities. Hence, the question of giving the benefit of

promotion or pay fixation, notional or otherwise will not

arise until the official assumes charge of the post after

the approval by the Departmental Promotion Committee.

(D.G.(P) No. 22-1/89-PE.I (Vol. II)dated 01-04-2002)

5. CLARIFICATION FOR PROMOTION TO HSG-I GRADE

I am directed to invite a reference to this

Department's Letter No. 22-1/89/PE.I(Vol. II), dated

18-04-2002 by which certain clarif ications in

connection with the upgradation of 1622 HSG.II posts

to HSG.I were issued. References were received from

various Circles stating that they were facing difficulties

in filling up these HSG.I posts due to non availability

of eligible officials who had completed 3 years service

in the HSG.II cadre as prescribed in the relevant

Recruitment Rules to allow the circle to fill up these

posts from amongst officials who had completed 3

years service in BCR was taken up with the

Department of Personnel and Training. That

Department advised that norms based LSG / HSG.II

posts may be filled up notionally in terms of the

relevant Recruitment Rules from the year when the

norm-based promotions have not been carried out and

promotions to the upgraded posts in HSG.I could be

made in accordance with the Recruitment Rules from

amongst those formally appointed in HSG.II with the


requisite 3 years actual/ notional service in the grade,

as the case may be.

2. It has been decided to implement the advice of the

Department of Personnel and Training. You are

requested to immediately carry out the exercise as

above and fill up the upgraded posts of HSG.I

accordingly, by convening Departmental Promotion

Committees (DPCs) as required.

(Dept. of Posts, No. 4-16/2002-SPB.IIdated 12-11-2002)

6. PROMOTION TO HSG-I GRADE- CLARIFICATION REGARDING

I am directed to refer to this Department's letter of

even number dated 12-11-2002 on the above subject.

The question of relaxation of the Recruitment Rules

for HSG-I posts to allow the Department to fill up HSG-

I posts by promotion of HSG-II officials with one year

or more service was taken up with the Department of

Personnel and Training. That Department have since

agreed to the one time relaxation of the qualifying

service by one year as on 1-1-2005. In view of the

approval accorded by the Department of Personnel and

Training, HSG-II officials who have been formally

appointed in HSG-II grade against norm based posts

with two years regular service in that grade as on 1-1-

2005 may be promoted to HSG-I after observing the

instructions relating to holding DPC etc.

Kindly inform the Directorate about the number of

posts that still remain unfilled alongwith the number of

officials with less than two years of service in HSG-II

as on 1-1-2005. Kindly send this information on priority

to enable Directorate to take up the matter again with

DOP&T, if necessary.

(No. 4-16/2020-SPB.II, dt. 7-1-2005)

7. PROMOTION TO HSG-I GRADE- CLARIFICATION REGARDING

I am directed to refer to this Department's letter

of even number dated 7-1-2005 on the above subject

by which the Circles were informed that the

Department of Personnel and Training had agreed to

one time relaxation of the qualifying service for

promotion to HSG-I by one year as on 1-1-2005. In

view of the approval accorded by the Department of

Personnel and Training, the Circles were requested

to promote HSG-II officials who had been formally

appointed in HSG-II grade against norm based posts

with two years regular service in that grade as on

1-1-2005 to HSG-I after observing instructions relating

to holding DPC. The circles were also requested to

inform the Department about the number of HSG-I

posts that still remained unfilled along with the number

of officials with less than two years of service in HSG-

II as on 1-1-2005 to enable the Department to examine

the matter further.

2. From the information furnished by the Circles it was

observed that a number of HSG-I posts would still

remain vacant as number of HSG-II officials with two

years or less than two years service in HSG-II was

meagre. The matter was again taken up with the DOPT

in view of the difficulties being faced by the Department

in filling up the vacant HSG.I posts. That Department

have since agreed to allow the Department of Posts to

fill up the vacant HSG.I posts by considering regular

HSG.II officials as a special case and as a one time

measure. In view of the approval accorded by the

Department of Personnel and Training you are

requested to take further necessary action to get the

vacant HSG.I posts filled immediately from amongst

regular HSG.II officials i.e. those who have been

appointed on regular basis against HSG.II norm based

posts in the circle after observing the instructions

relating to DPC.

3. The benefit of promotion to HSG-I will be

admissible from the date the officials assume charge

i.e. it will not be given retrospective effect.

(D.G.(P) No. 4-16/2002-SPB.II, dt. 15-4-2005)

8. PROMOTION TO HSG.I GRADE - CLARIFICATION REGARDING

Refer letter of even number dated 30-10-2002

regarding officiating arrangements in HSG.I cadre in

different offices. The letter was issued in partial

modification of the clarification given against serial

Number 9 of Letter No. 22-1/89-PE.I (Vol. II) (Pt.) dated

18-04-2002.

Some circles have requested for further

instructions regarding filling up of HSG.I posts. The

instructions have already been issued to fill up LSG,

HSG.II posts notionally in terms of the Recruitment

Rules in consultation with Department of Personnel

and Training. While action needs to be taken to fill

up these posts which would be feeder cadre for

promotion to HSG.I, short-term vacancies in HSG.I

may continue to be filled up as per the existing rules.

Copy of Letter No. 137-42/2002-SPB.II dated 30-

10-2002

Refer to this Department's Letter No. 22-1/89-PE.I

(Vol.II) pt. Dated 18-04-2002, vide which certain

clarifications regarding upgradation of 1622 HSG.II

posts to HSG.I were issued. In partial modification of

clarification given against serial Number 9 of the above

orders, it is hereby clarified that leave / short-term

vacancies in HSG.I may be filled up on ad hoc basis


as per the procedure that was being followed prior to

issue of the above clarification.

A number of references have been received

in this office in connection with upgradation of

1622 HSG.II posts to HSG.I which are clarified

as under:-

S.No. Reference

1. Upgradaton of LSG posts to HSG.I

by ignoring the HSG.II posts

available on 31-03-2000.

2. Date of upgradation of HSG.I posts.

3. The manner of distribution of HSG.II

posts converted from LSG posts

among various units is not clear.

4. All LSG S.Os having 7 P.As and

more have already been upgraded

to HSG.I it is proposed to upgrade

LSG S.Os having sanctioned

strength of 4 P.As and above.

5. Conversion of LSG posts not held

by BCR officials to HSG.II

6. Criteria for identification of posts for

conversion to HSG.II.

7. Eligibility of the officials for

promotion to HSG.I and HSG.II.

8. Whether officials can be posted

against posts upgraded to HSG.I or

HSG.II without following the process

of selection by DPC?

9. Whether officials unapproved by the

DPC working against the posts

identified for upgradation can get the

benefit of upgradation with effect

from 30-03-2001, if they already

enjoy BCR status?

10. Whether DPC should be held for

placing BCR official in HSG.II grade?

Clarification

Not permissible. As upgradation was to be based purely on

functional justification, HSG.II posts available on 31-03-2000

are to be first upgraded to HSG.I in circles where LSG posts

were allotted, vide letter of even number dated 16-07-2001

are also to be upgraded to HSG.I.

However, LSG posts allotted for conversion to HSG.II vide this

office letter of even number dated 31-07-2001 cannot be

upgraded to HSG.I in lieu of already existing norm-based

HSG.II posts.

As mentioned in Directorate's letter of even number dated 01-

04-2002 i.e. from the date on which the official cleared by

DPC assumes duty on the upgraded post.

Efforts may be made to maintain 1:1 ratio between HSG.I and

HSG.II posts and each wing should be given its due share.

Identification of a post for upgradation to HSG.I or HSG.II should

be done keeping in view the relative functional justification.

However, upgradation of the post of a SPM to HSG.I or HSG.II

is not tantamount to upgradation of the SO, e.g., Post of LSG

SPM of Mukhya Dak Ghar having 4 P.As or more may be

considered for conversion to HSG.II on the basis of functional

justification. This would also be in consonance with the guidelines

issued governing the setting of MDG vide this Office Order No.

14-21/2001-PE.I dated 21-01-2002 (Para 5.1)

Not permissible. This is why annex to Order No. 22-1/89-PE.I

(Vol. II) dated 31-07-2001 listed for conversion only those posts

which were held by officials enjoying BCR status.

Directorate has issued guidelines on this issue vide letter of

even number dated 31-07-2001. Circles are to decide this

aspect purely on the basis of functional justification.

According to the Recruitment Rules of the concerned grade.

No. Since assumption of charge of HSG.I / HSG.II posts

involves assumption of higher responsibility, the process of

selection by DPC keeping in view the Recruitment Rules of

the concerned grade cannot be avoided.

No. As indicated above, the process of selection through the

DPC has to be undertaken before an official becomes eligible

for the benefit of upgradation, even on ad hoc basis. There is

no correlation between such upgradation against identified

upgraded posts and the financial upgradation given by conferring

BCR status based on an official completing 26 years of service.

BCR is a financial upgradation while HSG.II is a norm-based

supervisory post; therefore, process of selection through DPC

is a must even for a BCR official to hold an HSG.II post.

(D.G.(P) No. 22-1/89, PE I (Vol. II) Pt., dt. 18-4-02)


9. RESERVATION OF POSTS IN HSG-I IN RMS FOR ACCOUNTS LINE OFFICIALS

The matter has since been examined in the

Directorate carefully. It is seen that para 4 of letter No. 6-

41/90-PE-II dt. 9-6-1992 clearly states that the "creation

of posts under these orders is a one time exercise

unrelated to the second time bound promotion. In other

words, creation of more HSG-II posts as a result of the

implementation of the second time bound further points

of HSG-I arising out of this decision of providing such

higher posts in ratio of 1:5" there is no scope for any

ambiguity in these orders.

It is, therefore, clarified that the reservation of 20%

posts for the accounts line officials in RMS in terms of

Directorate's letter dated 9-6-1992 was a one time

dispensation limited to 126 HSG-I posts and extension

for that benefit beyond the scope of that letter is

irregular. Any deviations in this regard need to be

rectified by the circles immediately.

(D.G.(P) No. 6-2/2002-D, dt. 2-6-2003)

I am directed to say that the matter regarding

filling up of the number of posts in the Higher

Selection Grade -I lying vacant in various Postal

Circles was under consideration of this Department.

Due to upgradation of pay scale of HSG-I, the

existing Recruitment Rules are under revision.

Pending same, it was proposed to the Department

of Personnel & Training (DoP&T) to allow the

Department to fill up the vacant HSG-I posts from

amongst officers holding the HSG-II norm based

posts on regular basis in relaxation of existing

Recruitment Rules. The DoP&T have, however,

agreed as a special case to allow to fill up the

existing vacancies by promotion of the officers

holding HSG-II norm based posts on regular basis(without prescription of any minimum service in

HSG-II), on purely ad hoc basis for a period of one-

year or till the Recruitment Rules are notified and

appointments are made according to the revised

Recruitment Rules, whichever is earlier.

It is requested that you may make necessary

action to fill up the posts of HSG-I lying vacant on ad

hoc basis in the manner stated above. It may,

however, be ensured that you have already taken

necessary action to fill up the posts as ordered from

time to time as per the Check-List enclosed herewith.

This issues with the approval of Secretary (Posts)

CHECK LIST :

To ensure before resorting to ad hoc

promotions to HSG-I that:

1. As advised vide Department of Posts' Letter No.

4-16/2002-SPB-II dated 12th November, 2002, the

norm-based LSG and HSG-II posts have been filled

up notionally in terms of the relevant Recruitment

Rules from the year when the norm-based

promotions had not been carried out.

HSG-I posts have been filled up by promotion in

accordance with the Recruitment Rules from

amongst those so formally appointed in HSG II

having 3 years' actual/notional service in the

Grade. - Annual Exercise.

2. 33.34% of the posts in LSG and HSG-II are filled

up by promotion as laid down in the Recruitment

Rules notified on 24th January, 2002. - Action

with effect from 24-1-2002 to 18-5-2006.

3. Consequent upon amendment of Recruitment

Rules deleting the provision of Fast Track

Promotions and providing for filling up of LSG and

HSG-II posts by 100% promotion as laid down in

the Recruitment Rules notified on 18th May 2006

the DPC(s) have been convened to see if any HSG-

II becomes eligible for consideration for promotion

as HSG-I.

(DG Posts No. 4-16/2002-SPB-II dt. 20-11-2006)

10. FILLING UP OF THE POSTS OF HSG-I

11. CONVERSION OF 2356 POSTS OF LSG TO HSG-II

This is in continuation of this office letter of even

number dated 16-7-2001 vide which 1622 posts of

HSG-II were upgraded to HSG-I grade by suitably

upgrading the 1429 posts of norms based HSG-II and

193 norms based LSG Posts. It has therefore, been

decided that 2356 LSG posts held by BCR officials in

the scale of Rs. 5000-8000/- may be converted into

HSG-II grade in the same scale of pay w.e.f. the date,

the post(s) of HSG-II were upgraded to HSG-I, thus

ensuring that there is no additional f inancial

implications for the Department in this process.

The numbers of LSG posts held by BCR officials

to be converted in each Circle are shown in column 4

of the annexure enclosed (not printed). It may be

ensured that identification of these posts is done on

functional basis keeping in view of the following

guidelines:-

1. Post Offices

(a) LSG Postmaster who is supervising another LSG.

(b) LSG S.O. having more than seven PAs.

(c) Head treasurers in HSG-I H.O.

(d) APM A/C in HSG-I H.O.

2. SBCO

One LSG post in each SBCO headed by HSG-I


official

3. Circle Office

One LSG post in each circle

4. R.M.S.

(a) Account Supervisor in HROs, AHROs.

(b) LSG SRO having one LSG set under its jurisdiction.

(c) T.M.O./Mail Agency Computerized Registration

Centre.

5. Premier Services, i.e. Speed Post Centre, Business

Development, Customer Care Centre.

6. Foreign Post.

It is also pertinent to mention here that in this

process there would be no financial implications.

These 2356 posts now proposed to be converted will

be norm based posts of HSG-II and will be distinct

from the posts held by BCR officials (the pay scale of

Rs. 5000-8000) only because of deployment.

(DG(P) No. 22-1/89-PE-I (Vol.II) dated 31-7-2001)

12. FILLING UP OF NORMS BASED HSG-II POSTS

I am directed to refer to this Department's Notification

No. 137-10/96-SPB-II dated 24-01-2002 by which the

Recruitment Rules for LSG and HSG.II posts in PO and

RMS offices were amended providing, inter alia, for filling

up of 33-34% of the vacancies in HSG.II posts on the

basis of selection-cum-seniority from LSG officials who

have put in not less than ten years of regular services in

the LSG cadre. References have been received from

different circles explaining the difficulties being faced

by them in filling up the vacant HSG.II (Norm based)

posts as eligible employees with 10 years regular service

in LSG cadre are not available for promotion to HSG II

cadre under the said quota. The matter has been

examined and it has been decided that the length of

regular service in LSG cadre for promotion to HSG.II

cadre against the seniority quota, only as an adhoc one

time measure, would be three years. You are requested

to process the cases of eligible officials for promotion to

HSG-II cadre accordingly.

(DG (P) letter No. 44-28/2004-SPB-II dt. 12-07-2005)

13. GIST OF SELECTIVE ORDERS ON B.C.R.

1. BCR CLARIFICATION REGARDING

1. BCR Cadre will continue to be a Circle Cadre.

2. Officials Promoted under BCR Scheme should be

accommodated at the same station/Division/

Region.

3. They will be Posted against norms based HSG II/

norms based LSG Posts. Rest of the officials will

be utilising for better efficiency terming them as

HSG PA.

4. Erstwhile Standard LSG Posts should be identified

as HSG status to accommodate the BCR officials.

5. Appointing authority will be the Circle Head.

6. LSG seniority will be criterion for determination of

seniority of BCR officials.

7. Postponement of BCR Promotion will entitle loss

of seniority.

(DG (P) No. 4-4-92-SPB II dt. 30-3-92)2. THE AUTHORITY IN LSG WILL BE BASIS FOR

SENIORITY IN HSG II

Provided that the officials get his placement the

HSG II grade in his turn. If his promotion to HSG II

grade is postponed one reason or the other, his seniority

in HSG II would be also with those with whom he is

promoted subsequently.

(Dept. of Posts No. 4-4/92-SPB-I dt. 30-3-92)3. BCR -POSTING OF OFFICIALS, SENIORITY

1. The Promotion under BCR introduced in this

department w.e.f. 1-10-91 cannot be equated with that

of regular Promotion this has no link with availability of

Posts in the high grade. Thus this is in effect placement

of the official a higher scale and for that the prerequisite

is that he should have put in 26 years of services both

in the basic cadre and the next higher cadre put together

and he should have come to the next higher cadre as

a result of the TBOP Scheme introduced in the Dept.

w.e.f. 30-11-83 i.e. on completion of 16 years of service

in the cadre of clerk.

(D.G. NO. 93-12/92-SPB II dt. 20-5-92)4. BCR - POSTING OF OFFICIALS

It has been represented that officials promoted

under BCR are being transferred and posted to some

single handed post offices. The matter has been

considered and I am to state that such posting be

avoided and such officials may be utilised in the bigger

offices themselves to man position involving

comparatively more responsibility.

(DG (P) No. 4-4/92-SPB II (Pt.) dt. 11-6-92)5. BCR - POSTING OF OFFICIALS :

The All India Postal Employees Union - Class III

has represented that in your Circle Officials promoted

under BCR are being transferred and posted to some

single handed Post Offices. The matter has been

considered and I am to state that such posting be

avoided and such officials may be utilised in the bigger

offices themselves to man position involving

comparatively more responsibility.

(DG (P) No. 4-4/92-SPB II (Pt.) dt. 11-6-02addressed to Chief PMG Rajasthan)

6. BCR - POSTING OF OFFICIALS -

CLARIFICATION REGARDING.

(i) The norm based HSG II Posts should be filled up

by the officials who have been in HSG II even prior to


the introduction of BCR and by the officials who

acquired HSG II status due to introduction of the BCR

Scheme.

(ii) All norm based LSG Supervisory posts should also

be filled by HSG II (BCR) officials in the manner as

ordered earlier. However, where HSG II (BCR) officials

are to be transferred to a different station for this

purpose, they may be posted against outstation norm

based LSG Posts at the end of the academic year

except where outstation LSG Posts are vacant. The

same procedure may be followed by the Heads of

Circles where HSG (BCR) officials are to be transferred

from surplus divisions to divisions where there are not

enough HSG II (BCR) officials.

(iii) After adjusting the HSG (BCR) officials against the

norm based HSG II and LSG Supervisory Posts, the

remaining HSG II (BCR) officials may be utilised for

providing better supervision and for dealing with work

involving comparatively higher responsibilities and skills

as ordered earlier. For this purpose, the HSG II (BCR)

officials may be posted against such posts as far as

possible within the same station. Where transfers are

to be made to outstations, it may be done only at the

end of the academic year.

(DG (P) No. 4-4/92-SPB II dated 5-8-92)7. BCR CLARIFICATION REGARDING PO & RMS

ACCOUNTANTS :

In respect of the LSG (Acct.) Supervisory Posts if

the BCR HSG II officials with PO & RMS Accountants

qualifications are not available then TBOP LSG Officials

with PO & RMS qualifications may be allowed to

continue. If the officials who opted for defunct cadre of

PO & RMS Accountants and are now in LSG

Accountants Posts they should not be disturbed from

LSG Accountant Posts.

(DG (P) No. 4-54/91-SPB II dt. 5-9-92)8. TBOP & BCR - COUNTING LEAVE PERIOD IN

BCR - CLARIFICATION :

I am directed to refer to this office letter of even

no. dt. 16-3-92 wherein it has been stated that the period

of EXOL without MC will be taken into account while

computing 16 years of services for Promotion under

TBOP Scheme.

It has been decided that :

1. Orders dated 16-3-92 will be effective from the date

of issue, and

2. The orders dt. 16-3-92 will also be applicable for

promotion under BCR.

(DG No. 6-28/90-SPB II dt. 14-9-92)9. BCR CLARIFICATIONS

a) Debarment for one year will apply in case of declination.

b) In respect of LSG Accountant Posts, BCR

Accountants may be posted. If BCR Accountants are

not available TBOP Accountant may be posted.

(DG (P) No. 4-54/91-SPB II dt. 15-9-92)10. BCR RESERVATION IN FAVOUR OF SC/ST

EMPLOYEES :

It has now been decided that henceforth for the

purpose of promotion under the BCR scheme if

sufficient no. of officials of SC/ST communities having

26 years of service (in the basic scale and TBOP scale

put together) are not available against the points

reserved for them in the 40 point roster SC/ST

officials with even less than 26 years of service will

be given promotion to the extent of the short-fall

provision they have rendered a minimum of 17 years

of services in the grades put together. This is in

supersession of the condition laid down in this office

Circular letter of even no. dt. 5-12-91 prescribing the

minimum period of service the lower grade in

accordance with the Recruitment Rules which were

in force to the relevant point of time before the

introduction of the scheme.

(DG (P) No. 37-50/91-SPB I dt. 6-1-93)11. BCR - QUESTION OF IDENTIFICATION OF THE

POSTS :

There is no necessity to identify a Post as has been

done in some circles for posting BCR officials. Only

the offices are be selected where the surplus BCR

officials after being posted against standard HSG II post

and the LSG Supervisory Posts. They may be utilised

in the best manner as mentioned in our office letter of

even No. dt. 30-3-92.

(D.G.(P) No. 4-75/92-SPB-II, dt. 18-6-93)

14. BIENNIAL CADRE REVIEW - ORDER

For sometime past, the staff unions have been

pressing demand for granting two promotions to each

employee during his service career. The Department

had, in the first instance, considered the Time Bound

One Promotion Scheme for basic operative Group 'C'

and 'D' cadres after completion of 16 years of

satisfactory service and implemented the same vide

this office memo. No. 34-26/83-PE.I dated 17-12-83.

The staff unions have been pressing for acceptance of

their demand for Second time Bound Promotion on

completion on of 26 years of service in the basic grade.

After careful consideration, it has been decided that

this concept is not acceptable.

2. However, with a view to providing relief to the

employees, Government have accepted the need for

Biennial cadre reviews i.e. (once in two years) under

which the incumbents of existing posts would be enabled

to draw pay in higher scales on completion of 26 years

of service, not only for providing promotional

opportunities for the staff concerned but also on this


basis of functional justification. While it is at the same

time realised that in many cases the officials concerned

may continue to perform the same tasks even in the

higher scale, efforts would be made to utilise them for

providing better supervision and for dealing with work

involving comparatively higher responsibilities and better

skills. The following instructions are accordingly issued:-

(i) The Scheme will come into effect from 1-10-1991.

(ii) Biennial cadre reviews will be applicable for only

those cadres in Group 'C' and 'D' for which scheme of

One time Bound Promotion on completion of 16 years

of service in the basic grade is already in existence

vide letter dated 17-12-83 referred to in para 1 above.

(iii) Biennial cadre Reviews will be conducted in

respect of the eligible cadres at the level of authority

who control these cadre.

(iv) The criterion for promotion will be eligibility of 26

years of satisfactory service.

(v) In the Biennial cader reviews suitable number of

posts will be created by upgradation by the Heads of

Circles in consultation with their IFAs, subject to

reduction by 1% in respect of operative posts and 5%

in respect of supervisory posts as mentioned in sub

para (xi) below.

(vi) Creation of posts by upgradation will be in the

scales as indicated below:-

Category Basic cadre Scale of pay Scale of pay after Biennial

of Pay on Time Bound cadre Review (On completion

Promotion after of 26 years of more service)

16 years of service

1) Postal Asst/Sorting Asst/Postal

Asstt (SB) Office Asstt/PO&RMS 975-1660 1400-2300 1600-2660

Accountants/RLO Clerks/MMS

Clerks

2) Postmen/Mail Guard 825-1200 950-1400 975-1660

3) Postal Machine Asst. Grade I 1320-2040 1400-2600 1640-2900

4) Postal Machine Asstt. Grade II 950-1500 1320-2040 1400-2600

5) Departmental Stamp Vendors 800-1150 950-1400 975-1660

6) Group 'D' Test Category 750-940 800-1150 850-1400

Officials

(vii) Pay of the officials promoted under the Biennial

cadre Review will be fixed under the provisions of FR-

22-I(a) (I) substituted vide Ministry of Personnel, Public

Grievances and Pensions (Dept. of Personnel and

Training) No. 1-10/89-ESTT (Pay-I) dated 30/8/98 as

amended from time to time.

(viii)The first Biennial cadre Review for eligible officials

may be conducted immediately and orders issued

before 31st December 1991. Thereafter the Biennial

cadre review for eligible officials covering the period

from 1-1-92 to 31-12-93 who will be completing 26 years

of service or more on the crucial dates viz. the date of

the review 1-7-92, 1-1-93 and 1-7-93 may be

conducted. The number of posts needed to be

upgraded to provide for the promotions required

immediately and on 1-7-92, 1-1-93 and 1-7-93 may also

be worked out. With these posts it would be possible

to provide promotion to these employees who have

completed 26 years of service of or more on the above

crucial dates subject to their otherwise being found fit.

(ix) The 2nd Biennial cadre review, which will cover

the period from 1-1-94 to 31-12-95 should be completed

before 1-1-94. The required number of posts needed

to be released in half yearly instalments on 1-1-94,

1-7-94 and 1-7-95 to provide promotion to those who

would have completed 26 years of service on the four

crucial dates will be ascertained and sanctions released

in appropriate instalments so that the promotions of

eligible officials could be notified on due dates.

(x) Supervisory Special Pay/Special Allowance

admissible to various cadres under one time bound

promotion scheme will be abolished with the

implementation this scheme w.e.f. 1-10-1991. It is

expected that those who are promoted to the HSG II

scale under this scheme on completion of 26 years of

service would take over the Supervisory responsibilities

hiterto performed by the LSG Supervisor. Further

detailed instructions in this regard will follow.

(xi) Creation of posts by upgrdation under the Biennial

cadre Review will be by matching Savings to the extent

of 1% out on basic operative cadre and 5% cut on

supervisory cadre. These cuts are in addition to the

existing cuts of 5% on basic operative cadres and 15%

in Supervisory cadres under the First Time Bound

Promotion scheme.

(xii) Soon after implementation of the scheme by 31-

12-91, the circles should furnish information regarding

the number of posts of various categories that existed

as on 1st October 1991, the reductions that were

effected on the strength of operative and supervisory

posts in accordance with (xi) above the number of

officials who had completed 26 years of service in


various categories for whom posts in higher scales were

created and the net posts in the different scales that

are in force as on 1-1-92. The information duly vetted

by the IFA of the circle may be furnished on or before

1st February 1992.

3. The proposed scheme of promotion entails

expenditure in excess of the savings offered by the

staff side by way of increased productivity by reduction

of 1% operative and 5% supervisory posts. In order to

bridge the gap and also to improve productivity in the

Department, the implementation of the scheme is

subject to the condition that the Department introduces

a phased programme of modernisation through

suitable technological inputs as also through

simplification of procedures and review of existing

work norms wherever considered appropriate.

Therefore, the strength of Postal Assistants deployed

at the Post Office counters as well as in behind the

counter operations will be frozen at the existing level

(less the reduction as now proposed) in all the Post

Offices where multi-purpose counter machines or

other technological inputs have been installed/or are

proposed to be installed. The implementation of the

scheme is also subject to the condition that the

corporative strength of the Department would be kept

frozen to the maximum extent possible by a judicious

scheme or mechanisation and computerisation

programme in other areas such as sorting in Sorting

Offices, Savings Bank, PLI. Post office Accounts and

other operations.

4. The orders relating to reservation for SC/ST

Communities for promotion under this scheme, will be

issued separately by the staff Branch.

5. While the promotion in the first occasion will be in

terms of the existing norms of seniority-cum-fitness

subsequent promotions will be subjected to same

suitable evaluation procedure to be evolved in

consultation with the staff side.

6. This issues with the concurrence of Ministry of

Finance and in consultation with Member (Finance),

Postal vide his ID No. 2739/91 dated 8-10-91.

7. Receipt of this letter may please be acknowledged.

8. Hindi version will follow.

(DG (P) No. 22-1/89-Pt. I, dt. 11-10-91)

15. POSTING OF BCR OFFICIALS AGAINST NORM BASED POSTS

The representatives of the Unions have broughtto the notice of Secretary (Posts) that implementationof Directorate order dated 23-01-98 is resulting in muchdifficulty to the staff members. The matter has beenexamined, and in consultation with the unions thefollowing guidelines, regarding posting of BCR officialsagainst the norm based posts are conveyed. This is inmodification of the orders contained in this office memoof even No. dated 23rd January 98 and orders dated7/16 April 1998.(1) The norm based HSG.II / LSG posts may be filled

up form among the volunteers in the BCR cadreand the posting may be made according to the

seniority ensuring that the senior most BCR officialin the office is holding the norm based post. If ajunior BCR official is now holding a norm basedpost he may be allowed to continue till hecompletes the tenure.

(2) Whenever rotation transfers are applicable, andwhen rotation transfers are ordered if no seniorBCR official is willing for a posting in any normbased post and if no BCR officials is available inthat office, the junior most BCR official in theDivision may be posted against the post.

(D.G.(P) No. 137-55/96-SPB.IIdated 28-07-99)

16. SENIORITY FOR APPOINTMENT TO THE POSTS OF POST

OFFICE AND RMS ACCOUNTANTS

I am directed to invite a reference to para 1(a) ofthis office letter No. 9/12/58-SPB. II dt. the 18-12-59according to which appointment of the allowance postsof time scale Accountants are made from amongst suchofficials as have passed the Post Offices/RMSAccountants Examinations according to their seniorityin the Divisional Gradation List. Since thenrepresentations have been received from ServiceUnions and Associations concerned and fromindividuals for a change in the basis of reckoningseniority from the seniority in the clerical cadre to theyear of passing the Post office and RMS AccountantsExamination. The question has been underconsideration for some time past and it has now beendecided in consultation with the Ministry of Home Affairs

that appointment to the allowances posts of Time ScaleAccountant/Asst. Accountants should be madeaccording to the year of passing the Post Office andRMS Accountants Examination; those qualifying in thesame examination will be appointed in the order of theirpositions in the Divisional Gradation list. This decisionwill take effect from the examination to be held in 1970.Seniority of these officials who have already qualified inexaminations held prior to 1970 for the purpose ofappointments as Accountant/Assistant Accountant willbe determined in accordance with the instructioncontained in para 1 (a) of this office letter dt. the 18-12-1959 i.e. in accordance with their position in the Divl.Gradation list.

(D.G.(P) No. 9/10/68-SPB-II, dt. 2-3-70)


17. APPLICABILITY OF TIME BOUND ONE PROMOTION SCHEME

TO PO & RMS ACCOUNTANTSI am directed to refer to para-21 of this O.M. No. 31-

26/83-PE.I dated 17-12-83 and to say that a PO & RMS

Accountant at the stage of completion of 16 years of

service before moving on the LSG scale of pay is required

to opt for either of the two lines of promotion (i.e.)

(i) LSG General Line, or (ii) PO & RMS Accounts. as

per instructions contained in Memo Nos 6-1/59-SPB.

dated 8-5-1959 and 6-15/60-SPB-II dated 16-7-1960.

The option once exercised is final.

2. The President is now pleased to decide that if such

an official opts for the Accounts line he may be allowed

to hold the post of Accountant in the LSG scale of pay

i.e. Rs. 425-640 but without special pay which was

being drawn hitherto. However, such officials would be

eligible for promotion to HSG-II General Line in

accordance with the existing rules.

3. On the other hand were such officials to opt for

the General Line, he shall be shifted to that line. In

such a contingency qualified Accountant will be posted

as PO & RMS Accountant in that vacancy on T/S pay

with a special pay. In cases where no qualified

Accountant in a Division is available as replacement,

such an official shall continue to hold the posting LSG

scale of pay until a qualified PO & RMS Accountant

becomes available to replace him. In that event his

seniority in the General Line shall be protected. The

instructions contained in Note below rule 276 of P&T

Man. Vol.IV will continue to be applicable in such cases.

4. The case in which Heads of Circles have already

taken action in contravention of the instructions in the

preceding paras may be decided in the following manner:-

(1) If a qualified PO & RMS Accountant on promotion

to LSG under the Time Bound one promotion scheme,

has been replaced by another qualified PO & RMS

Accountant in the Time scale, no change in the

arrangement already ordered shall be made.

If a vacancy of Accountant subsequently become

available in the Dn. /Unit. the qualified PO & RMS

Accountant who has been promoted to LSG under the

Time bound one promotion scheme and was replaced

by another qualified Accountant in the Time scale, may

be considered for posting against this vacancy.

(2) If a qualified PO & RMS Accountant on promotion

to LSG under the Time bound one promotion scheme

has been replaced by an unqualified time scale

promotion and the qualified official give option for the

accountants, he may reverted to the post of Accountant

even in LSG but without the benefit of special pay.

(3) If an unqualified official in the time scale was

working against a post of PO & RMS Accountant

and he has been replaced by another unqualified

PO & RMS Accountant, on his promotion to LSG

under the Time bound One Promotion Scheme and

the former official has not yet completed his tenure,

he may be allowed to hold the post of Accountant

even while in the LSG scale of pay without the

benefit of special pay.

The arrangements already made by the Heads of

Postal Circles in respect of the posts of PO & RMS

Accountants may be reviewed by the Heads of Circles

in the light of these instructions.

(D.G.(P) No. 9-7/84-SPB.II dated 26-9-84)

18. REVIEW OF OPTION FOR PO & RMS ACCOUNTANTS

I am directed to say that it has come to the noticeof the Director General that options for LSGAccountant's posts or LSG General Line were takenfrom all qualified PO and RMS Accountants inaccordance with the orders issued in this office letterNo. 6/1/59-SPB dated the 8th May 1959 even thoughtheir turn for either had not come. This was incorrect.The intention of the orders dated the 8th May 1959was that except in respect of those already officiatingin LSG for other the option should be demanded onlywhen the question of their promotion to LSG arises infuture. The options prematurely taken from suchofficials may please be withdrawn and the officialsconcerned allowed to exercise an option only whentheir turn for promotion to either line comes in future.[DG P&T No. 6/15/60-SPB-II dated 16th July 1960]

With reference to your letter No. Staff/B-5/a/1dated the 9th February, 1959, I am directed to say thatappointment of unqualified officials to the post of time-

scale as well as lower selection grade accountantsare Assistant Accountants in the absence of qualifiedofficials is to be regulated by the policy laid down inthis office letter No. 9/5/58-59 dated the 12thSeptember 1958. If the Lower Selection gradeAccountants vacancy is a short term once, the Headof the Unit will make the selection and if it is a longterm one, the appointing should be made on the basisof options. An option once exercised is final. Officialswho will be appointed. In future as Lower SelectionGrade Accountants or General Line officials accordingto their turn will not be allowed to change their posts.Officials who have already been confirmed as LowerSelection Grade (Accountants or General Line) willnot be allowed to exercise any option and they willcontinue to work in their existing posts till such timeas the posts are vacated by them on promotion orretirement.

[Letter No. 6/1/59-SPB dated 8th May 1959]


19. FIXATION OF SENIORITY OF PO & RMS ACCOUNTANT - CLARIFICATION

I am directed to invite a reference to this office letter

No. 9-14/89-SPB.II (PO) dated 27-08-1991 by which

clarification regarding posting in the LSG Supervisory

posts in accounts line on the basis of seniority in LSG

grade was issued. Doubts have been raised by some

circles whether the modified schemes of promotion

under TBOP/BCR vide orders dated 08-02-96, 26-08-

96, 06-08-97 and 01-01-1998 are applicable to PO &

RMS Accountants.

2. It is hereby clarified that PO & RMS Accountant

is not a separate cadre. In this regard the instructions

issued by this office letter No. 44-60/96-SPB.II dated

24-09-1996 be referred to. The PO & RMS

Accountants are borne on the gradation list of PA/

SA cadre. There is no change in the seniority in

PA/SA cadre of PO & RMS Accountants after

passing the Accountants exam. TBOP/BCR scheme

is applicable to PO & RMS Accountants (who had

opted for defunct scale) but their seniority will

remain the same as in PA/SA cadre as was already

clarified vide letter No. 44-60/96-SPB.II dated 24-

09-1996.

[D.G.(P) No. 93-13/99-SPB.II, dated 23rdDecember, 1999]

20. DIVISIONALISATION OF PO & RMS ACCOUNTANTS AND APM

(ACCOUTNS) CADRES

The quest ion of d iv is ional isat ion of the

cadre of LSG Accountants/APM (Accounts) at

par with the General Lines LSG Officials has

been under consideration for some time past.

The matter has been examined in depth and now

i t h a s b e e n d e c i d e d t o d e c l a r e t h e L S G

Accountants (APM-Accounts) as a divisional

cadre at par with the LSG General Line Officials

with immediate effect.

(D.G.(P) No. 9-3/94-SPB II dated 8-6-94)

21. TRANSFER AND POSTING OF LSG ACCOUNTANTS

A question has arisen with regard to the rotational

transfers of PO & RMS Accountants and LSG

Accountants. As per the provisions of Rule 276 of

P&T Manual Volume IV, in the four metro cities,

posting of Accountants must be made from amongst

the eligible officials on the basis of the city as a whole.

But as per Dte. letter No. 9-3/94-SPB.II dated 8-6-

1994, the cadre of LSG Accountants were

divisionalised at par with the General line LSG

officials. Also, in our earlier order No. 6-19/82-SPB.II

dated 13-12-1985 it was mentioned that in metro

cities where more than one division exists, the whole

city will constitute one single cadre, in case of LSG

officials. The above orders read together makes it

clear that within a metro city limits, officials can be

transferred from one division to another as long as

they are in a city unit. You are requested to indicate

the position obtaining in your circle with regards to

the above. An early reply is requested.

[No. 141-22/96-SPB.II, Dated: 4th Sept. 1998]

22. TREATMENT OF SPECIAL PAY FOR THE PURPOSE OF FIXATION OF PAY ON

PROMOION - CASE OF PO & RMS & DTO ACCOUNTANT

For the purpose of Fixation of Pay on promotion to

higher posts, the question of commuting 3 years period

in regard to drawal of special pay by PO & RMS Acct.

in the event of certain types of interruptions has been

under consideration of the Govt. The President is now

pleased to decide that the period of 3 years referred to

in the aforesaid orders shall include.

a) All periods of leave during which it is certified that

the official concerned would have continued to officiate

and draw the special pay, but for proceeding on leave.

b) All periods of officiation in a higher post in short

term/leave vacancies provided it is certified that the

official concerned would have continued to hold the lower

post and draw the special pay, but for his appointment

to the higher post in a short term/leave vacancy.

(DG P&T No. 2-53/73-PAP (3), dt. 18-12-74)

23. REMOVAL OF HARDSHIP IMPOSED BY TBP ON POSTMEN

It has been reported that Postmen who were

promoted under the TBP scheme were being posted as

Mail Overseer/Cash Overseer etc. against their will. It

has further been mentioned that in the event of the

concerned official not being agreeable to take up the

posting as Mail Overseer/Cash Overseer etc. the

concerned official was reverted as Postmen. It has been

urged that Postmen promoted under TBP should not be

compelled to work as Mail Overseer/Cash Overseer etc.

and they should not be reverted if they express their

inability to work as Mail Overseer/Cash Overseer etc.

2. The matter has been examined. There should be


no compulsion to the extent that if a Postman promoted

under TBP is not willing to work as Mail Overseer/Cash

Overseer etc. he should not be reverted. However,

specific cases of disobedience of orders can be

examined on merit and necessary action taken.

(D.G.(P) No. 44-19/86-SPB-I, dt. 17-4-89)

24. BENEFIT OF FR 22 (I) (A) (I), NOT APPLICABLE IN THE CASE OF TBOP/BCR

OFFICIAL WHEN POSTED THE NORMS BASED POSTS i.e. LSG/HSG-II

The pay fixation of the officials placed in the next

higher scale of pay under TBOP/BCR Scheme is

allowed under FR 22(a) (1) (Previously FR 22-C) on

the basis of agreement reached by the Department with

the staff side, even though such a placement in the

higher scale of pay does not necessarily involve any

change in the level of the duties and responsibilities

discharged by the official concerned. Instances have,

however, come to the notice wherein some officials

when posted against the norms based posts in LSG

and HSG-II grade on their turn as per seniority, claimed

that their pay be re-fixed under the provisions of FR

22(1) (a) (1) again in the same scale of pay. As per the

provisions of FR 22 the benefit of FR 22(1) (a) (1) is

not applicable in such cases as in both cases the scale

of pay are identical.

2. This has also been upheld by the recent judgement

pronounced by the Hon'ble Supreme Court in the case

of Union of India and others v. Ashoke Kumare

Benerjee (AIR 1998 SU 2102) delivered in Civil Appeal

No. 2699 of 1997, dated 13-5-1998.

(D.G.(P) No. 22-6/96-P.E. I, dt. 8-10-1999)

25. GIST OF SELECTIVE ORDERS ON T.B.O.P.

1. TBOP - CLARIFICATION REGARDING TEST

CATEGORY OF GROUP 'D' OFFICIALS :

A question has been raised whether service

rendered by a Test Category Group D official in non-

test Category could count for reckoning 16 years of

service for promotion under one Promotion Scheme.

The matter has been examined and it is clarified

that service rendered by Test Category Group D

employees in non-Test Category Group D Post (both

having the same Pay Scale of Rs. 196-232) would

count for computing 16 years of service for promotion

under the One Promotion Scheme. However, in case

where a Test Category officials has opted to work as

non-Test Category, he cannot be allowed to revoke

his option and become Test Category official again to

get benefit of Promotion under OTB scheme, as option

once exercised is treated as final. Such an official will

have to go through the prescribed procedure of

recruitment to Test Category, by appearing at the

literacy test etc., afresh.

(DG P&T No. 45/29/84-SPB-I dated 1-10-84)2. TBOP - REFUSAL OF PROMOTION - DATE OF

EFFECT FOR COUNTING THE PERIOD OF ONE

YEAR LIMIT FOR DEBARRING FROM PROMOTION:

It has been decided that the date of effect for

counting the period of one year will be reckoned from

the date of competent Authority accepts and issues an

order accepting the refusal.

(DG P&T No. 6/28/81-SPB II dt. 29-10-84)3. QUESTION WHETHER SERVICE RENDERED IN

CLERICAL CADRE PRIOR TO REVERSION ON

ACCOUNT OF FAILURE TO PASS THE

CONFIRMATION EXAMINATION WILL COUNT FOR

COMPUTING 16 YEARS SERVICE FOR PURPOSE

OF PROMOTION UNDER THE TBOP SCHEME -

CLARIFICATION REGARDING.

It has been decided that service rendered in Clerical

Cadres prior to reversion to lower grade for failure to

pass the confirmation examination will not be taken into

account for the purpose of computing 16 years service

for the purpose of Promotion under the TBOP Scheme.

It has been further decided that in case of officials

who were reverted to a lower grade on account of a

statutory penalty imposed on them under the relevant

provisions of the CCS (CCA) Rules, 1965, they will be

entitled to count the service put in by them in Clerical

Cadre prior to reversion. On restoratin to the cadre/

post from which they were reverted after the period of

statutary penalty for purposes of computting 16 years

service for promiotion under the Time Bound One

Promotion Scheme.

(D.G. P&T No. 20-10/84-SPB-I, dt. 10-12-84)4. TBOP - Refusal of Promotion:

It has now been decided, in supersession of the

orders of even No. dt. 29-10-84 and on 5-2-85, that

the one year debarment for further consideration

for Promotion wil l operate from the date an

employee completes 16 years of service in the

grade. This date will be treated as the date of his

promotion becomes due.

(DG No. 6-28/84-SPB II dated 21-11-85)5. TBOP - PROMOTION OF POSTMEN/

MAILGUARDS OFFICIALS TO SELECTION GRADE

POSTS - CLARIFICATION REGARDING.

The issue relating to allowing the officials promoted

under the One Promotion Scheme to work as Postmen

in upgraded posts and promotion of officials with less

than 16 years service against standard posts of Mail

Overseers has been examined in this office. It is felt

that in a Division, at any given point of time, there would


be so many Sorting Postmen Head Postmen/Mail

Overseers/Cash Overseers with 16 years of service,

that placement of these officials against standard posts

should not normally pose any problem. Further only

the senior most officials, who are approved by the DPC

can be promoted/placed against special allowance

supervisory posts and not each and every one. Hence

the question of straightaway posting juniors against

allowanced post does not arise. In any case, the officials

who have not completed 16 years service and adjudged

fit by the DPC for Promotion under the scheme cannot

be posted against allowances posts.

(D.G.(P) No. 44-10/85/SPB-I, dt. 13-2-86)6. IMPLEMENTATION OF TBOP - OPTION TO PO

& RMS ACCOUNTANTS:The PO & RMS Accountants holding non-tenure

posts can also exercise their option to continue as PO& RMS Accountant drawing Pay plus Special Pay for aperiod of 3 years and accept the promotion to LSGCadre after completion of 3 years.

(Dept. of Posts No. 43-15/84-PE I, dated 26-5-86)7. TBOP - CLARIFICATIONS REGARDING :

It has been decided that the post from which'charge allowance' has been withdrawn, should be filledup by the official placed in the LSG Cadre under TBOPscheme. If these posts are being manned by TS officialsthey should not be disturbed now but should betransferred only in April/May. However if any post fallsvacant, it should be filled only by the LSGs under TBOPScheme.

(DG (P) No. 6-17/87-SPB II dt. 11-9-87)8. TBOP - REMOVAL OF HARDSHIP IMPOSED ONPOSTMEN.

There should be no compassion to the extent thatif a Postman promoted under TBOP is not willing towork as Mail Overseer/Cash Overseer etc. he shouldnot be reverted. However, specific cases ofdisobedience of orders can be examined on merit andnecessary action be taken.

(DG (P) No. 44-39/86-SPB I dt. 17-4-89)9. COUNTING OF DIES NON PERIOD FOR TBOP

SCHEME.

It has been decided that the period declared as

'Dies-non' will not be taken into account towards

qualifying service for the purpose of Promotion under

TBOP Scheme.

(D.G.(P) No. 6-2/87-SPB-II, dt. 25-4-89)10. RESERVATION OF SC & ST IN TBOP :

It has been decided that the orders ibid relating to

introduction of 40 point Special Roster for SC/ST

employees in the matter of Promotion under TBOP

Scheme will be effective retrospectively from 29-8-

1988.

(DG (P) No. 66-47/84-STB I (Pt.) dt. 11-10-89)11. DIVISIONALISATION OF LSG CADRE :

It has now been decided that the LSG will be a

divisional cadre even in cities having more than one

divisions except in four Metropolitan cities of Bombay,

Calcutta, Delhi and Madras. In other words LSG Cadre

has not been divisionalised in four Metropolitan cities.

(DG (P) No. 6-19/82-SPB II (Pt. I) dt. 16-10-89)12. DIVISIONALISATION OF LSG CADRE -

PREPARATION OF GRADATION LIST -

CLARIFICATION REGARDING

1. The Circle Seniority list of LSG officials will be

based on the date of Promotion to the LSG. In such a

list, it will, however be ensured that inter-se-seniority

list of officials in the Divisional LSG is not disturbed.

2. There may be cases that officials in different

divisions will be having the same date of promotion to

LSG. In such cases the seniority in the Circle list will

be determined on the basis of total length of service in

the Time Scale Clerical Cadre. In case the total length

of service is also the same then interse seniority

amongst such officials will be determined on the basisof age i.e. an official older in age would rank senior.3. Since for purposes of promotion under the TBOPscheme what is to be counted is the total length ofservice whether in one division or in different divisions,the condition that the transferees under Rule 38 willrank junior most in the new division will have effectonly to the extent that seniority of such an official in thedivisional LSG will be below the official of that divisionpromoted during the year in question. Since prior todivisionalisation of LSG cadre the Rule 38 transfer ofPAs from one division to another division did notadversely affect the seniority of the transferred officialsfor the purpose of promotion to LSG it is hereby clarifiedthat the above condition (iii) will be applicable only inthe case of transferees from another Circle.

(DG (P) No. STA/9-4/89 dt...............89)13. APPOINTING AUTHORITY IN RESPECT OF LSG

CADREKindly refer this office letter No. STA/5-1/86 Pt. dt.

27-2-91 and this office may be approached for issuingformal retirement orders in respect of LSG Officialsappointed prior to 8-7-89 i.e. on or before 7-7-89.

A report with Gradation list particulars and vigilance

clearance report on officials who are all due for

retirement should reach this office on the first day of

every month to enable this office to release such

retirement orders atleast three weeks in advance.

This will be applicable to the officials who seek

voluntary retirement and retirement on invalidation.

(Chief PMG Tamilnadu No. STA/8-59/89 MSdt. 8-3-91)

14. GRANT OF ADVANCE INCREMENTS TO

SIGNALLERS ON BEING PROMOTED UNDER TBOP

SCHEME.

1. The officials who have already been trained, may


be given the advance increments as a special case

even though they have been promoted and were not

eligible for being sent for training.

2. It is also reiterated that only Postal Assts. may be

deputed for such training, if and when necessary TBOP

officials who have undergone the training and given

advance increments are also liable to the posted for

signalling work.

(DG No. 65-1/9/SPB I dt. 24-9-91)15. UNAPPROVED SERVICE - CLARIFICATION

FOR TBOP :

"Service rendered as LDC in Circle Office/SBCO in

unapproved capacity with or without payment of

deputation allowance can be counted for completing

16 years of service for the purpose of promotion to

LSG under TBOP Scheme on reversion to Time Scale

clerical cadre on their own violation.

(D.G.(P) No. 51-13/89-PE I dated 27-11-89 )16. EXOL W/O. MC FOR TBOP :

"I am directed to refer to your letter No. STA/100-

2/84 dt. 22-8-90, and to state that question whether

the period of EXOL without MC can be taken into

account for computing 16 years of service for

promotion under TBOP scheme has been examined.

It has been decided that the period of EXOL without

Medical Certificate will not be taken into account while

computing 16 years of service for promotion under

TBOP Scheme as EXOL. without Medical Certificate

is not treated as qualifying service for any purpose.

(D.G.(P) No. 6-28/90-SPB II dt. 28-1-91)

17. TBOP SCHEME CLARIFICATION REGARDING

The question whether the period of EXOL without

medical certificate can be taken into account for

exempting 16 years of service for promotion under

TBOP scheme has been re-examined in consultation

with DOP & TRG.

It has now been decided that the period of EXOL

without medical certificate will be taken into account

while computing 16 years of service for promotion under

TBOP scheme. Earlier orders dt. 2-1-91 referred above

may be treated as cancelled.

(D.G.(P) No. 6-28/90-SPB-II, dt. 16-3-92)18. EOL W/O MC for TBOP and BCR"

"I am directed to refer to this office letter of even

number dated 16th March 1992, wherein it has been

stated that the period of EOL without medical

certificate will be taken into account while computing

16 years of service for promotion under TBOP

scheme. In this regard, enquiry is being made to this

office as to what would be the date of effect of the

above orders.

Secondly, references are also being received in

this office applicable in the cases of promotions under

BCR. Both the issues have been examined in this office

in depth and it has been decided that.

1) Orders dt. 16-3-92 will be effective from the date

of issue, and

2) The orders dt. 16-3-92 will also be applicable for

promotion under BCR.

(D.G.(P) No. 6-28/90-SPB-II, dt. 8-9-92)

26. DIVISIONALISATION OF LOWER SELECTION GRADE CADRE

CLARIFICATIONS ON VARIOUS ISSUES ORIGINATING THERE FROM

I am directed to invite your attention to this offices

letter of even No. dt. 02-06-86 wherein clarifications

on various issues on adhoc of divisionalisation of LSG

cadre were issued. In this connection the following

clarifications on few more points sought by different

rules are issued for guidance of all concerned.

POINTS :

(a) The authority competent to

consider to issue transfers of

officials whose requests for

transfer the Home division

where standing prior to the

introduction of TBOP

scheme and whether these

powers would be delegated

to Divl. Heads/Postmasters.

(b) How to determine seniority

of LSG officials who are

transferred without mutual

exchange, whether such

allotment may be treated as

transfer under Rule 38 of

P&T Manual Volume IV.

CLARIFICATIONS

The officials in the LSG who could not be allotted their home units at the

time of promotion to the LSG for want of vacancies there have been given

option of transfer back. These officials might have been posted in a Unit

and for jurisdiction of the same RDPS or in the jurisdiction of another RDPS.

For the sake of proper co-ordination and order, such transfers may be

carried out by the divisional head with the approval of the concerned

R.D.P.S.

Regarding seniority in the lower selection grade for transferees on their re-

allotment to the home divn./Unit, the same will not undergo any change as

their seniority in the LSG is governed by the Circle Gradation List. This

applies to those officials who were allotted out side their home unit prior to

introduction of TBOP Scheme. Regarding those who would seek transfer

from one unit to another for their own consideration after introduction of

the divisional cadre i.e. w.e.f. 18-12-85 their seniority will be governed


under Rule 38 of P&T Man. Vol. IV of the limited purpose of holding LSG

supervisory posts only. Their seniority in the combined Circle gradation

list for the purpose of selection to HSG II will remain unaffected.

The composition of the D.P.C. will be as below :

1. Regional Director - Chairman

2. Concerned Divisional Head - Member.

3. Group 'A' or group 'B' Officer of the neighbouring Postal/RMS/Unit/

Postmasters Group 'A' or Group 'B'. - Member

Point is not clear as to what decision is sought from Directorate. It is

however, clarified that as mentioned at item 9 of this Dte. O.M. of even No.

dt. 02-06-86 the principle of fixing seniority of the LSG officials on Circle

basis, who were promoted before 30-11-83, remains unaffected. In other

words, seniority of LSG officials fixed on circle basis before the introduction

of the TBOP Scheme shall remain undisturbed. The seniority of the LSG

Officials promoted under TBOP Scheme will be determined in terms of

para 2 of this office letter of even No. dt. 13-03-86.

(D.G.(P) No. 6-19/82-SPB-II, dt. 9-7-86)

(c) Composition of D.P.C. for

promotion in divisional cadre.

(d) How to indicate in the Circle

Gradation list position of

officials who lose their

seniority because they have

been looked over for

promotion to the L.S.G. at a

particular time.

27. NO SUPERSESSION IN 'SELECTION' PROMOTION - REVISED GUIDELINES

Refer to the Departmental of Personnel and

Training (DoP&T) Office Memorandum (OM) No. 22011/

5/86-Estt. (D) dated 10-03-1989 and OM of even

number dated 10-04-1989 (as amended by OM No.

22011/5/91-Estt. (D) dated 27-03-1997) which contain

the instructions on the Departmental Promotion

Committees (DPCs) and related matters. In regard to

the 'selection' mode of promotion ('selection-cum-

seniority' and 'selection' by merit'), the aforesaid

instructions prescribed the guidelines (As briefly

discussed in Paragraph 2 below) for overall 'grading'

to be given by the DPC, 'benchmark' for assessment

of performance and the manner in which the 'select

panel' has to be arranged for promotions to various

levels of posts / grade.

2. Existing Guidelines

2.1 As per the existing ( Aforementioned) instructions,

in promotions up to and excluding the level in the pay

scale of Rs. 12000-16500 (expecting promotion to

Group 'A' posts / services from the lower group), if the

mode happens to be 'selection-cum-seniority', then the

benchmark prescribed is 'good' and officers obtaining

the said benchmark are arranged in the select panel in

the order of their seniority in the lower (feeder) grade.

Thus, there is no supersession among those who meet

the said benchmark. Officers getting a grading lower

than the prescribed benchmark ('Good') are not

empanelled for promotion.

2.2 In the case of promotions from lower Groups to

Group 'A', while the mode of promotion happens to be

'selection by merit', the benchmark prescribed is 'good'

and only those officers who obtained the said

benchmark are promoted in the order of merit as per

grading obtained. Thus, officers getting a superior

grading supersede those getting lower grading. In other

words, an officer graded as 'outstanding' supersedes

those graded as 'Very Good' and an officer graded as

'Very Good' supersedes officers graded as 'Good'.

Officers obtaining the same grading are arranged in

the select panel in the order of their seniority in the

lower grade. Those who get a grading lower than the

prescribed benchmark ('Good') are not empanelled for

promotion.

2.3 In promotion to the level in the pay-scale of Rs.

12000-16500 and above, while the mode of promotion

is 'selection by merit' the benchmark prescribed is 'Very

Good' and only those officers who obtain the said

benchmark are promoted in the order of merit as per

the grading obtained, officers getting superior grading

supersede those getting lower grading as explained in

paragraph 2.2 above. Officers obtaining the same

grading are arranged in the select panel in the order of

their seniority in the lower grade. Those who get a

grading lower than the prescribed benchmark ('Very

Good') are not empanelled for promotion.

3. Revised Guidelines

The aforementioned guidelines which permit

supersession in 'selection' promotion('selection by

merit') have been reviewed by the Government and after

comprehensive / extensive examination of relevant

issues, it has been decided that there should be no

supersession in matter of 'selection' ('merit') promotion

at any level. In keeping with the said decision, the

following revised promotion norms / guidelines, in partial

modification (to the extent relevant for the purpose of

these instructions ) of all existing instructions on the

subject (as referred to in Pargraph 1 above) are

prescribed in the succeeding paragraphs for providing

guidance to the Departmental Promotion Committees

(DPCs).


1.1 Mode of Promotion

In the case of 'selection' (merit) promotion, the

hitherto existing distinction in the nomenclature

('selection by merit' and ' selection-cum-seniority') is

dispensed with and the mode of promotion in all such

cases is rechristened as 'selection' only. The element

of selectivity (higher or lower) shall be determined with

reference to the relevant benchmark ("Very Good" or

"Good") prescribed for promotion.

1.2 'Benchmark' for promotion

The DPC shall determine the merit of those being

assessed for promotion with reference to the prescribed

benchmark and accordingly grade the officers as 'fit'

or 'unfit' only.

Only those who are graded 'fit' (i.e. who meet

the prescribed benchmark) by the DPC shall be

included and arranged in the select panel in order to

their inter se seniority in the feeder grade. Thoseofficers who are graded 'unfit' (in terms of theprescribed benchmark) by the DPC shall not beincluded in the select panel. Thus, there shall be no

supersession in promotion among those who aregraded 'fit' (in terms of the prescribed benchmark)by the DPC.3.2.1 Although among those who meet the prescribedbenchmark, inter se seniority of the feeder grade shallremain intact, eligibility for promotion will no doubt be

subject to fulfilment of all the conditions laid down inthe relevant Recruitment / Service Rules, including theconditions that one should be the holder of the relevantfeeder post on regular basis and that there should haverendered the prescribed eligibility service in the feederpost.

1.3. Promotion to the revised pay scale (Grade) of Rs.12,000-16,500 and above.(i) The mode of promotion, as indicated in Paragraph

3.1 above, shall be 'selection'.(ii) The benchmark for promotion, as it is now, shall

continue to be 'Very Good'. This wil ensure

elements of higher selectivity in comparison to

selection promotion to the grades lower than the

aforesaid level where the benchmark, as

indicated in the following paragraphs, shall be

'Good' only.

(iii) The DPC shall, for promotion to said pay scale

(grade) and above grade officers as 'fit' or 'unfit'

only with reference to the benchmark of 'Very

Good'. Only those who are graded as 'fit' shall be

included in the select panel prepared by the DPC

in order of their inter se seniority in the feeder

grade. Thus, as already explained in Paragraph

3.2 above, there shall be no supersession in

promotion among those who are found 'fit' by the

DPC in terms of the aforesaid prescribed

benchmark of 'Very Good'.

3.4 Promotion to grades below the revised pay scale

(Grade of Rs. 12,000-16,500 including promotions from

lower Groups to Group 'A' posts / grades / service)

(i) The mode of promotion, as indicated in Paragraph

3.1 above, shall be 'selection'.

(ii) The benchmark for promotion, as it is now, shall

continue to be 'Good'.

(iii) The DPC shall, for promotion to posts / grades /

services in the aforesaid categories, grade officers

as 'fit' or 'unfit' only with reference to the benchmark

of 'Good'. Only those who are graded as 'fit' or

'unfit' only with reference to the benchmark of

'Good'. Only those who are graded as 'fit' shall be

included in the select panel prepared by the DPC

in order of their inter se seniority in the feeder

grade. Thus, as already explained in Paragraph

3.2 above, there shall be no supersession in

promotion among those who are found 'fit' the DPC

in terms of the aforesaid prescribed benchmark of

'Good'.

3.5 Zone of consideration

The guidelines relating to the 'Zone of

consideration' in its existing form (twice the number of

vacancies plus four) DoP&T O.M. No. 22011/1/90-Estt.

(D), dated 12-10-1990 shall continue to have general

application. However, in view of the modifications in

promotion norms indicated in Paragraph 3.3 above, the

following stipulation as is already applicable in the caseof promotions below the revised pay scale (grade) ofRs. 12,000-16,500 vide DoP&T O.M. No. 22011/8/98-Estt. (D), dated 06-11-1998, is also made in the regard

to the zone of consideration for promotion to the revisedpay scale (grade) of Rs. 12,000-16,500 and above:

"While the zone of consideration would remainas already prescribed, the DPC, in the aforesaidcategory of cases, may assess the suitability ofeligible employees in the zone of consideration

(in the descending order) for inclusion in the panelfor promotion up to a number which is consideredsufficient against the number of vacancies. Withregard to the number of employees to be includedin the panel, the DPC may also be required to keepin view the instructions issued vide Department of

Personnel and Training Office Memorandum No.22011/18/87-Estt. (D), dated 09-04-1996 relatingto norms for prepar ing extended panel forpromotion. In respect of the remaining employees,

the DPC may put a note in the minutes that "the

assessment of the remaining employees in the

zone of consideration is considered not necessary

as sufficient number of employees with prescribed

benchmark have become available".

4. Provisions of the Paragraph 1 (vii) of the DoP&T,

O.M. No. AB-14017/2/97-Estt. (RR) dated 25-05-1998,

stand modified in accordance with these revised


instructions. In addition to this, if the guidelines

contained in this Office Memorandum come in conflict

with the provisions of any other executive instructions

(OM) issued by DoP&T on this subject, the same shall

be taken to be modified to the extent provided herein.

5. The instructions contained in this Office

Memorandum shall come into force from the date of

this issue.

6. Ministries / Departments are requested to give wide

circulation to these revised instructions for general

guidance in the matter so that immediate steps are

taken to amend the Service Rules / Recruitment Rules

of various services / posts / grades so as to

appropriately incorporate the mode of promotion as

'selection' (in accordance with these instructions) in

place of 'selection by merit' and 'selection-cum-seniority'

(as was hitherto prescribed by the aforementioned

O.M., dated 27-03-1997) as the case may be. The

powers to amend Service Rules / Recruitment Rules

in this regard are delegated to the Ministries /

Departments. DoP&T need not be consulted to carry

out the required amendments.

(Dept. of Per & Trg., O.M. F.No. 35034/7/97-Estt.(D) dated 08-02-2002)

28. PROMOTION OF EMPLOYEES ON WHOM ANY PENALTY

HAS BEEN IMPOSED - CONSIDERATION FOR

The undersigned is directed to state that the staff

side of the National Council, as its meeting held on the

27th and 28th January 1971 raised the following points:-

(i) 'Censure' should not be a bar to eligibility to sit for a

departmental / promotional examination or for

promotion;

(ii) Where the responsibility of an employee for any

loss is indirect, he should not be debarred from

being considered for promotion during the period

or recovery of the loss; and

(iii) A distinction should be made between stoppage

of increments and reduction to a lower stage of

the pay scale and in the former type of cases, the

employees should not be debarred from being

considered for promotion.

2. As regards the first point, under the existing

instructions, every person eligible for promotion and in

the field of choice has to be considered for promotion.

Attention in this connection is also invited to Ministry of

Home Affairs OM No. 1/9/58-RPS dated 16th May 1959

and OM No. 1/4/55-RPS dated 16th May1957. The fact

of the imposition of the minor penalty of censure on a

Government servant does not itself stand against the

consideration of such person for promotion as his

fitness for the promotion has to be judged, in the case

of promotion by seniority, on the basis of an overall

assessment of his service record, and in the case of

promotion by section on merit, on the basis of his merit

categorisation which is again based upon an overall

assessment of his service record (vide para 2 of MHA

O.M. No. 1/3/68-Ests. (D) dated the 18-03-1968) . So

far as the eligibility of a Government servant who has

been awarded the penalty of censure, to appear at a

departmental / promotional examination is concerned,

the same principles would apply viz. that he cannot,

merely because of the penalty of censure, be debarred

from appearing at such an examination. In case,

however, the rules of such an examination lay down

that only those eligible persons can be allowed to

appear at the examination who are considered to be fit

for the purpose, the fitness of an eligible candidate,

who has been awarded the penalty of censure, to

appear at the examination has to be considered on the

basis of an overall assessment on his service record

and not merely on the basis of the penalty of censure.

3. As regard the other two points mentioned in paragraph

1 above, while it is not possible to lay down any hard

and fast rules in this regard, and it is for the competent

authority to take a decision in each case having regard

to its facts and circumstances, it is considered necessary

to reiterate the existing instructions of the subject.

Recovery from the pay of the Government servant of

the whosoever part of any pecuniary loss caused by

him to Government by negligence or breach of orders

or withholding of increments of pay, are also minor

penalties laid down in rule 11 of the CCS (CCA) Rules.

As in the case of promotion of a Government servant,

who has been awarded the penalty of censure the

penalty of recovery from the pay for the loss caused by

him to Government or of with-holding his increment (s)

does not stand in the way of his consideration for

promotion through in the latter case promotion is not

given effect to during the currency of the penalty. While

therefore, the fact of the imposition of such a penalty

does not by itself debar the Government servant

concerned from being considered for promotion, it is also

taken into account by the Departmental Promotion

Committee, or the competent authority, as the case may

be, in the overall assessment of his service record for

judging his suitability or otherwise for promotion of his

fitness for admission to a departmental / promotional

examination (where fitness of the candidates is a

condition precedent to such admission.)

4. The Ministry of Finance, etc. are requested kindly to

bring the position indicated in the foregoing paragraphs

to the notice of all administrative authorities in and under

them for guidance.

(DG P&T No. 35-7/71-SPB.II dated the 4th Aug. 1971)


29. PROMOTION TO HIGHER GRADE OF POST CLARIFICAITON IN REGARD

TO SEALED COVER PROCEEDURE - EFFECT OF WARNING,

CENSURE ETC. ON PROMOITON

Attention of the Ministry of Finance etc. is OM No.

38/3/59-Estt(A) dated31-8-1960, O.M. No. 7/28/63-

Estt(A) Dated 22-12-1964, and O.M. No. 22011/3/77-

Estt.(A) dated 14-7-77, which lay down the guide-lines

for following the 'sealed cover' procedure and for

granting benefits with retrospective effect on the

"complete exoneration" of the official concerned. The

scope of the term "complete exoneration" was very vide,

resulting in denial of benefits even to those who had

not been awarded any of the prescribed penalties as,

a result of disciplinary proceedings but were only issued

a warning. There is also in vogue the practice of issuing

"recordable warning" to Government employees which

affects their career prospects. The matter has,

therefore, been examined carefully and the following

decisions have been taken:

(i) As clarified in the Ministry of Home Affairs O.M.

No. 39/21/56-Estt(A) dated 13-12-1956, warning is

administered by an authori ty superior to a

Government employee in the event of minor lapses

like negligence carelessness, lack of thoroughness

delay etc. It is an administrative device in the hands

of superior authorities for cautioning the Government

employees with a view to toning up efficient and

maintaining discipline. There is, therefore, no

objection to the continuance of this system. However

where a copy of the 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 against the same in accordance

with the exist ing instruct ions relat ing to

communication of adverse remarks and

consideration of representations against them.

(ii) Where a departmental proceeding has been

completed it is considered that the officer concerned

deserves to be penalised, he should be awarded one

of the recognised statutory penalties as given in Rule

11 of CCS (CCA) Rules, 1965. 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 and which can only be awarded

by a competent disciplinary authority after following the

procedure prescribed in the relevant disciplinary rules.

The Delhi High Court, has in the case of Madhan

Singh Vz. Union of India, also expressed the view

that warning kept in the C.R. dossier has all the

attributes of "Censure". In the circumstances, as

already stated where it is considered after the

conclusion of discipline any proceedings that some

blame attaches to the officer concerned which

necessitated cognizance of such fact the disciplinary

authority should award the penalty of "censure"

atleast. If the intention of the disciplinary authority is

not to award a penalty of "Censure", then no

recordable warning should be awarded. There is no

restriction on the right of the disciplinary authority to

administer oral warnings or even warning in writing

which do not form part of the character roll.

(iii) Where the departmental proceedings have ended

with the imposition of a minor penalty, viz. censure,

recovery of pecuniary loss to the Government,

withholding of increments of pay and withholding of

promotion, the recommendation of the DPC in favour

of the employee, kept in the sealed cover will not be

given effect to. But the case of the employee concerned

for promotion/confirmation maybe considered by the

next DPC when it meets after the conclusion of the

departmental proceedings. If the findings of the DPC

are in favour of the employee, he may be promoted in

the turn if the penalty is that of "censure" or "recovery

of pecuniary loss caused to the Government by

negligence or breach of orders. In the case of

employees who have been awarded the major minor

penalty of "withholding of increments" or "withholding

of promotion", promotion can be made only after the

expiry of the penalty.

(iv) In a recordable warning has been issued to an

officer as a result of disciplinary proceedings before

the issue of this office Memorandum and the case of

the officer concerned for promotion is still under

consideration, he should be treated as having been

"censured". The officer will also have the right of

representation against such warning and such

representation shall be dealt with by the competent

authority as if it were an appeal under the relevant

disciplinary rules.

2. In so far as personnel serving in the Indian Audit

and Accounts Department are concerned, these

clarifications have been issued after consultation with

the Controller and Auditor General of India.

[MHA DOP OM No. 22011/2/78-Estt (A),

dt. 16-2-1979]


30. PROMOTION TO HIGHER GRADE OF POST - CLARIFICATION IN REGARD

TO SEALED COVER PROCEDURE -- EFFECT OF WARNING, CENSURE

ETC. ON PROMOTION

The undersigned is directed to invite the attentionto the Ministry of Finance etc. to the instructionscontained in this Department Office Memorandum No.22011/2/78-Ests. (A) dated the 16th February 1979(copy enclosed) and to say that a question has beenraised whether this OM empowers the disciplinaryauthorities to issue warnings as a result of regulardepartmental proceedings conducted under therelevant disciplinary rules. This is because the lastsentence of para 1 (ii) of this Department OM No.22011/2/78-Ests. (A) dated 16-02-79 has beenmistaken as permitting the issue of oral or writtenwarnings even as result of disciplinary proceedings.

It is clarified that this is not the intention of the OMof the 16th February 1979 under reference. This ismade clear in para 1(ii) of the aforesaid OM of 16thFebruary 1979 in which it is stated that a warning shouldnot be issued as a result of regular disciplinaryproceedings. There is however, no bar to issuing awarning orally or in writing as a result of administrativeaction in the case of an officer against whom no formalproceedings are taken under the disciplinary rulesapplicable to him. The manner in which such warningsshould be mentioned in the Confidential Report of anoffice is also explained in this Department OfficeMemorandum No. 21011/1/81-Ests (A) dated the 5thJune, 1981 (Copy enclosed).

[Dept. of Per. & A.R.s O.M. No. 22011/2/82-Ests(A) dated 21-05-82]

# The attention of the Ministry of Finance etc. isinvited to MHA OM No. 39/3/59-Estt (A) dated 31-08-1960, O.M. No. 7/28/63-Estt. (A) dated 22-12-1964 andOM No. 22011/3/77-Estt. (A) dated 14-07-1977, whichlay down the guidelines for following the 'sealed cover'procedure and for granting benefits with retrospectiveeffect on the 'complete exoneration' of the officialconcerned. The scope of the term ' completeexoneration' was very wide, resulting in the denial ofbenefits even to those who had not been awarded anyof the prescribed penalties as a result of disciplinaryproceedings but were only issued a warning. There isalso In vogue the practice of issue 'Recordable warning'to Government employees which effect their careerprospects. The matter has, therefore, been examinedcarefully and the following decisions have been taken:(i) As clarified in the Ministry of Home Affairs OM No.

39/21/56-Estt. (A) dated 13-12-1956, warning isadministered by any authority superior to aGovernment employee in the event of minor lapseslike negligence, carelessness, lack ofthoroughness, delay etc. It is an administrativedevice in the hands of superior authorities for

cautioning the Government employees with a viewto toning up efficiency and maintaining discipline.There is, therefore, no objection to the continuanceof this system. However, where a copy of thewarning is also kept in the Confidential Reportdossier, it will be taken to constitute an adverseentry and the officer so warned will have the rightto represent against the same in accordance withthe existing instructions relating to communicationsof adverse remarks and consideration ofrepresentations against them.

(ii) Where a departmental proceedings has beencompleted and it is considered that the officerconcerned deserves to be penalised, he shouldbe awarded one of the recognised statutorypenalties as given in Rule 11 of CCS (CCA) Rules,1965. In such a situation, a recordable warningshould not be issued as it would for all practicalpurposes, amount to a 'censure' which is a formalpunishment and which can only be awarded bythe competent disciplinary authority after followingthe proceedure prescribed in the relevantrecruitment rules. The Delhi High Court has, in thecase of Nadhan Singh, Vs. Union of India, alsoexpressed the view that warning kept in the CRdossier has all the attributes of 'censure'. In thecircumstances, as already stated, where it isconsidered after the conclusion of disciplinaryproceedings that some blame attaches to theofficer concerned which necessitiates cognizanceof such fact that the disciplinary authority shouldaward the penalty of 'censure' atleast if the intentionof disciplinary authority is not to award a penaltyof 'censure', then no recordable warning shouldbe awarded. There is no restriction on the right ofthe disciplinary authority to administer oral warningor even warnings, in writing which do not form partof the character roll.

(iii) Where the departmental proceedings have endedwith the imposition of a minor penalty, viz. censure,recovery of pecuniary loss to the Government,withholding of increments of pay and withholdingof promotion, the recommendation of the DPC infavour of the employees kept in the sealed coverwill not be given effect to. But the case of theemployee concerned for promotion / confirmationmay be considered by the next DPC when it meetsafter the conclusion of the departmentalproceedings. If the findings of the DPC are infavour of the employee, he may be promoted inhis turn if the penalty is that of 'Censure' or'recovery' of pecuniary loss caused to the


Government by negligence or breach of orders".In the case of employees who have been awardedthe minor penalty of 'withholding of promotion',promotion can be made only after the expiry of thepenalty.

(iv) If a recordable warning has been issued to anofficer as result of disciplinary proceedings beforethe issue of this office memorandum and the caseof the officer concerned for promotion is still underconsideration, he should be treated as having been'censured'. The officer will also have the right ofrepresentation against such warning and suchrepresentation shall be dealt with by the competentauthority as if it were an appeal under the relevantdisciplinary rules.

2. In so far, as personnel serving in the Indian Auditand Accounts Department are concerned, theseclarifications have been issued after consultation withthe Comptroller and Auditor General of India.[Dept. of Per. & A.Rs OM No. 22011/2/78-Ests. (A)

dated 16th February 1979]# The undersigned is directed to say that questionshave been raised from time to time regarding the stageat which a mention about warnings, admonitions,reprimands etc. administered in the course of normalday-to-day work by superior officers should be mentionedin the Confidential Report of the official to whom thewarning, reprimand etc. has been administered. As thereseems to be some doubt in this regard, the position isclarified in the following paragraph.2. There may be occasions when a superior officer mayfind it necessary to criticise adversely the work of anofficer working under him or he may call for anexplanation for some act of omission or commissionand taking all circumstances into consideration, it maybe felt that while the matter is not serious enough to

justify the imposition of the formal punishment ofcensure, it calls for some formal action reprimandswhere such a warning / displeasure / reprimand isissued, it should be placed in the personal file of theofficer concerned. At the end of the year (or period ofReport), the reporting authority while writing theconfidential report of the officer, may decide not tomake a reference in the confidential report to thewarning displeasure / reprimand, if, in the opinion ofthat authority the performance of the officer reportedon or after the issue of the warning or displeasure orreprimand, as the case may be, has improved andhas been found satisfactory. If, however, the reportingauthority comes to the conclusions that despite thewarning or displeasure or reprimand, as the case maybe has improved and has been found satisfactory. If,however the reporting authority comes to be conclusionthat despite the warning/displeasure/reprimand theofficer has not improved, it may make appropriatemention of such warning / displeasure / reprimand,as the case may be, in the relevant column, in part -IIof the form of Confidential Report relating toassessment by the reporting officer and, in that case,a copy of the warning / displeasure / reprimandreferred to in the Confidential Report should be placedin the CR Dossier as an Annexure to the Confidentialreport for the relevant period. The adverse remarksshould also be conveyed to the officer and hisrepresentation, if any, against the same disposed offin accordance with the procedure laid down in theinstructions issued in this regard.3. Ministry of Finance etc. are requested to bring theabove clarif ications to the notice of all theadministrative authorities under their control.[Dept. of Pers. & A.Rs OM No. 21011/1/81-Estt (A)

dated 5th June 1981]

31. RECOVERY OF PAY NOT A BAR TO PROMOTION

"Enquiries have been received in this office

whether an official who has been punished with

recovery of pecuniary loss caused to Government

can be considered for promotion and promoted

during the period when such recovery from pay is in

progress. The matter has been considered in

consultation with the Ministry of Home Affairs and

the position is that the appointing authority, in

consultation with the Departmental Promotion

Committee, wherever it exists, will consider the fact

of his having been punished while adjudging his

suitability for promotion notwithstanding the fact that

he has been punished with recovery from pay of the

pecuniary loss caused to Govt. There is no bar to

his being promoted while the recovery is in progress

because such promotion wil l not affect the

enforcement of the penalty."

[D.G. P&T No. 35/7/37-SPB dt. 22-12-1987]

32. PROMOTION EFFECT OF PUNISHMENT AND MONETARY RECOVERY

Promotion of the official can be given effect to

during the currency of the Punishment of monetary

recovery. In this connection your kind attention is invited

to the instructions issued by the Min. of Home affairs,

Dept. of Personnel and A.R. under Memo No. 22011/

1/68-Estt.(A), dt. 16-2-79 their stating interalia that the

punishment of censure, recovery and recuniary loss

and stopping of increment do not constitute a bar to

promotion of the official provided on the basis of over

all assessment of his record of service, the DPC

recommends his promotion to the next higher grade.

(DG P&T No. 35/9/84-SPB-II, dt. 19-5-84)


33. PROMOTION-APPLICATION OF BENCH MARK & WRITING OF CRS

One of the major reasons for delay in holding DPCsin the Directorate is that the ACRs are invariably notcomplete in some Circles with the result that even thosewho have submitted their CRs and can be promotedare unable to get promotion, especially if the case hasto go to ACC. A major reason for delay in holding DPCsis actually deliberate act on the part of some officers orsheer negligence with the result that the CRs are neversubmitted before a person demits his office. In order toensure that all DPCs of Group 'A', 'B' and 'C' can beheld by the Competent Authority on the prescribedschedule, it has been decided that whenever an officeris due for transfer or whatever may be the reason, heshould be relieved two days in advance so that he canwrite all the pending CRs within these two days. In otherwords, two days should be allowed for writing all CRsand the meaning of this is that the officer should bedivested of all work for two days to enable him tocomplete all the CRs. This will not lead to any increasein joining time because period will be treated as dutyfor all purposes. The practice of writing CRs afterdemitting office and after joining the new assignmentmaybe discontinued because it invariably leads to delayin completion of CRs. Whenever any officer still doesnot give the CR on time, then adverse remarks may bemade in his Confidential Report to the effect that theofficer concerned did not submit his self-appraisal intime. In practice, ordering transfers with immediateeffect may be discontinued unless the Circle Office ison fire- this will ensure in the long run CRs are availablein time. It has also been observed that in some Circles,

factual errors are not corrected before sending the casefor consideration of the DPC and even non-grant ofVigilance Clearance is an important reason for delay.2. Similarly, when an officer is on long leave, heshould be allowed to proceed on long leave only whenthe CRs which are due to be written at the end of thefinancial year or otherwise are completed.3. The officers who are deputed for any long termtraining aboard or within India, should be required tosubmit the CRs and their deputation order may bewithheld till CRs are completed.4. Under ideal circumstances, the promotion shouldbe given to an officer on the date he is due to getpromoted but there are invariable factors which delaythe process and many persons suffer in default for nofault of their with the result that their pensionery benefitsare also affected because the concerned officer isunable to complete 10 months in the last pay beingdrawn by him or her.5. Similarly, no officer should be relieved for goingon Central Deputation till he submits all CRs due to bewritten by him.6. These orders apply to all officers of the level ofHAG and below but it is hoped that similar action willbe taken at the level of Member.7. The above action may result in some delay inrelieving the concerned officer when he or she istransferred but a delay of two days will affect the wholesystem and in fact will allow DPCs to be held at theprescribed date.

(DG (P) No. 1-13/2007-SPG, dt. 20-4-2007)

34. APPLICATION OF BENCH MARK ON PROMOTION IN

LSG, HSG-II AND HSG-I - REGARDING

I am directed to say that it has come to the noticeof the Directorate that in many Circles, officials in GroupC are not getting promoted to LSG mainly because asper the findings of the Departmental PromotionCommittee (DPC) they do not attain the requiredbenchmarks in their Annual Confidential Report (ACR),and thus fail to get empanelled for promotion.2. As per the amended Recruitment Rules for LowerSelection Grade (LSG) and Higher Selection Grade II(HSG II) posts in post offices and RMS offices notifiedon 18-05-2006, these posts are to be filled up bypromotion by 'Selection'. In the case of promotion by'Selection', the officials are required to attain thebenchmarks as prescribed vide Department ofPersonnel & Training (DoP&T) O.M. No. 35034/7/97-Estt. D) dated 08-02-2002. According to the DoP&TOM No. 22011/5/91-Estt. (D) dated 27-03-1997, thebenchmark for all Group C, Group B and Group A posts(upto the excluding the level of Rs. 3700-5000 (pre-revised) presently JAG] is 'Good'.

3. It has been observed that many a times, the officialcould not attain the required benchmarks because ofindifference shown while writing ACRs even by thesenior officers in the Department or are not written withthe required devotion and attention to details.4. The DPCs, while assessing the officials forpromotion as 'Fit' or 'Unfit' for LSG and HSG-II, withoutdiluting DoP&T guidelines, should not be guided merelyby the overall grading given by the Reporting Officer orby the Reviewing Officer alone but should form anassessment based on the remarks/performancerecorded in the individual columns in the ACR.5. To sum up :(a) The ACRs in respect of all the officials should be

written by the Reporting Officers with proper anddue application of mind.

(b) The Reporting/Reviewing Officers should take intoaccount the benchmarks for promotion and thatbenchmarks are known to the officers while writingthe ACRs.


(c) The DPC while assessing the ACRs for promotionof officials to various grades should not be merelyguided by the overall grading given by the Reporting/Reviewing Officers but also satisfy themselves byan objective assessment of the ACRs.

(d) While prescribed benchmark should not bediluted, the DPC should be realistic and objective

in their assessment in order to avoid unnecessarystaff grievances and depriving the due claims ofthe staff for promotion.

6. All the concerned officials may please be briefedaccordingly.

(DG(P) letter No. 137-04/2006-SPB-II (Pt)dated. 16-5-2007)

35. STATUS OF OPERATIVE OFFICIALS DESIGNATIONS / NOMENCLATURE

The Department has Introduced Time Bound One

Promotion Scheme and BCR Scheme since 1983 and

1991 respectively. These schemes aim at upgradation

of pay for the employees who were otherwise facing

problems of stagnation in their career progression. In

the course of time such upgradations have been

construed in some quarters as 'promotion' against the

regular supervisory posts available in the Department.

Upgradation under TBOP / BCR schemes and

promotion to LSG / HSG.II as per provisions of

Recruitment Rules are two distinct matters. Therefore;

to clarify the position for all concerned. It has been

decided that the status of operative officials at various

point of their career should be indicated by the following

designations / nomenclature as applicable:

(i) Upto 16 years - PA / SA

(ii) After 16 years - PA / SA (TBOP)

(iii) Those who have get

promotion to LSG - LSG

(iv) After 26 years of service

if the LSG official has

not been promoted to

HSG.II - LSG (BCR)

(v) Those who are not LSG

but have crossed 26

years of service - PA /SA (BCR)

(vi) Those who are promoted

to HSG.II - HSG.II

(vii) Those who are promoted

to HSG.I - HSG.I

2. Specific care should be taken to ensure that there is

no deviation from these designations in any

circumstances.

3. It is also reiterated that Circles should hold DPC at

regular intervals, at least once a year, to fill up all the

vacancies in LSG, HSG.II & HSG.I to ensure operational

efficiency at these levels.

(DG (P) No. 137-18/2001-SPB.I dated 23-04-2001)

36. SIMPLIFICATION OF CONFIRMATION PROCEDURE - CLARIFICATION

A reference is invited to this office instructions

in Lr. No. STA/5-1/88 dt. 18-10-89 on the above

subject.

In future, the procedure stated below may kindly

be adopted for terming certain officials as LRCs.

In any division in respect of clerical cadre, those

officials who have completed 2 years of service in the

clerical cadre on the Ist January of the year (among

the Junior officials) whether confirmed or otherwise may

be named as LR PAs/SAs upto the sanctioned strength

of LR Posts of that division including permanent and

temporary LR Posts.

(Chief PMG, Tamilnadu, No. STA/5-1/88-Union,Dt. 12-9-92)

37. PERIOD OF INDUCTION TRAINING SHALL ALSO COUNT FOR

PROMOTION UNDER THE TBOP / BCR SCHEME

The issue regarding counting of the period of

induction training spent by the employees of this

Department for benefit of promotion under the TBOP /

BCR Schemes has been under consideration of this office

for some time. After consultation with the Department of

Personnel and Training, it has now been decided that

the period of induction training may also be counted

for benefit of promotion under the above schemes.

However, past cases decided otherwise would not be

covered by the above orders. This issues with

concurrence of Integrated Finance Advice vide their

Diary No. 378/FA/2000, dated 25-07-2000.

(Dept. of Posts, No. 44-47/98-SPB.IIdated 31-07-2000)

38. COUNTING OF INDUCTION TRAINING PERIOD FOR PROMOTION

UNDER TBOP / BCR SCHEMES

Refer to this Department's Letter of even number,

dated 03-08-2000 on the above subject. Reference have

been received from many circles seeking clarification

on the above orders. The matter has been examined in

detail in consultation with the Integrated Finance Wing

of this Department and the position is clarified as under:


Clarification

Cases decided prior to 3-8-2000 would not be covered by

the orders, dated 3-8-2000.

DoP&T has clarified that since the period of induction training

is counted for the purpose of increments and qualifying

service for departmental examination, it would also count

for the purpose of promotion under the TBOP / BCR

schemes. Therefore, it is clarified that the period of induction

training in respect of departmental candidates would also

count for the purpose of promotions under TBOP / BCR

Schemes provided that such training period is obligatory for

the departmental candidates in respect of the cadre to which

they are to be promoted and they are promoted immediately

on completion of such induction training period and also such

training period is counted for increment in the promoted

cadre.

As per Letter No. 22-6-2000-PE.I, dated 17-05-2000, official

would be promoted under the TBOP / BCR Schemes only

after completion of qualifying service. Therefore, the

question of senior claiming benefit with reference to the

juniors, etc., does not arise.

(Dept. of Posts, No. 44-47/98-SPB-II dt. 27-07-2001)

S.No. Point raised

1. What will be the date of effect of the

above orders?

2. Whether the departmental candidates

will also get the benefit of counting of

induction training period prior to their

promotion as time scale clerks can be

counted for the benefit of promotion

under TBOP / BCR?

3. If the junior officials get promoted earlier

than the seniors as per the orders the

seniors can claim benefit of promotion

under the above scheme from the date

of promotion of the junior officials?

39. COUNTING OF TRAINING PERIOD FOR DEPARTMENTAL CANDIDATES

Our letter dt. 27-7-01 issued with the approval of

Finance Advice, clearly states that the period of

induction training would count by promotion under

TBOP/BCR for departmental candidates also provided

that such training period is counted for increment in

the promoted scale. Since the period is counted for

increment in the lower scale, the period of Induction

training cannot be counted for promotion under TBOP/

BCR for departmental candidate.

(DG (P) No. 44-47/98-SPB II, dt. 16-1-02)

40. VACANCIES OF NOT LESS THAN 14 DAY'S DURATION

Officiating arrangements may be made if the

vacancies are of at least 14 days duration or more

subject to the following conditions:-

(I) The nature of state of work of the officer whom it is

proposed to appoint should be such as would not

admit of a combination of posts and the officer

should be competent to perform full duties of the

vacant post; or when the nature or state of work in

the vacant post itself is such as cannot be managed

without a full time substitute.

(II) In cadres which have leave reserve included in

them, vacancies will be filled up without involving

any extra officiating appointments.

(3) Vacancies of more than 30 day's duration:-

Short term officiating vacancies in the cadres and

of nature other than those indicated against sub-

headings (1) and (2) above may be filled in only in

cases where the duration of the vacancy exceeds 30

days. The limit will apply irrespective of whether it is

a single vacancy or part of a chain of vacancies, i.e.

the part in a chain of vacancies should itself be more

than 30 days, if the vacancy is to be filled. In the

other posts / cadres, officiating promotions in

vacancies of 30 day's duration or less could be made

only in very exceptional circumstances with the prior

approval of the competent authority.

[(DG P&T) letter No. 33/7/74-SPB-II dated16-08-75]

41. APPROVAL OF OFFICIATING ARRANGEMENTS COUNTINUING

FOR MORE THAN ONE YEAR

It is observed that most of the circles are indulging

in allowing continuation of adhoc arrangement beyond

the prescribed period. Reference are being received

from many circles seeking ex post facto approval of ad

hoc appointments/promotions continued for more than

one year which is contrary to instructions of the


Government. I am directed to state that post facto

approval of such ad hoc arrangements done in violation

of the rules of the Government cannot be agreed to.

DOPT does not approve such references.

It is therefore, requested to kindly ensure strict

compliance of the existing instructions and do not

continue ad-hoc arrangements beyond one year. No

request for ex post facto approval will be entertained

in future.

(DG (P) No. 4-4/2004-SPB.II, dt. 4-4-2004)

42. GENERAL PRINCIPLES TO BE FOLLOWED IN MAKING OFFICIATING

APPOINTMENTS IN SHORT TERM VACANCIES

(1) In cadres in which promotion is made from

amongst officials working in the same office

or station, officiating arrangements in case of

vacancies of not more than one month's

duration may be confined to the officials in

the section or branch of the office or the sub-

office where the vacancy occurs even if this

involves supercession of a senior qualified

official.

(2) In cadres in which promotion is made from officials

working in different stations-sub-divisions or

divisions:-

(a) In the case of vacancies of not more than one

month's duration, officiating arrangements may be

confined to the officials at the station where the vacancy

occurs. In the case of a station where there are more

officers than one, each independent of the others,

officiating promotion may, at the discretion of the

sanctioning authority, be confined to the office where

the vacancy occurs.

(b) In the case of vacancies of more than one

Month's duration but not more than four month's

duration, officiating arrangements may be confined

to the officials in the office, sub-division or division

where the vacancy occurs.

(Rule 50 of P&T Manual Vol. IV)

43. OFFICIATING ARRANGEMENT IN SHORT TERM VACANCIES IN

THE DEPARTMENT OF POSTS

1. Duration of short term vacancies for which officiating

arrangements may be made:For the purpose of officiating arrangements in short

term vacancies, vacancies have been divided into three

categories: i.e. (1) Vacancies of less than 14 day's

duration. (2) Vacancies of not less than 14 day's

duration; and (3) Vacancies of more than 30 days

duration. Standing instructions regarding filling in of

vacancies of all these three types are reproduced

below:-

(1) Vacancies of less than 14 day's duration:-

Casual leave vacancies caused by absence of

officials on account of illness or urgent private affairs

occurring in postmen and Group 'D' cadres in offices

in which the number of postmen, V.P.M. and Group D

staff taken together does not exceed four may be filled

in by appointing paid substitutes in their placeirrespective of the duration of vacancies. (The

condition that the total staff strength of postmen,

V.P.M. and Group 'D' in the office shall not exceed

four may be relaxed by the Head of the circle in

individual cases in which it is found impossible to

distribute the work of those granted leave among the

staff present on duty).

The amount to be paid to the substitute must not

exceed the minimum of time scale of pay plus DA and

other allowances. Claims for payment to the substitutes

will be sanctioned by the concerned appointing

authorities.

(Appendix 6 of P&T Man Vol. IV)

44. FILLING UP OF LOCAL, SHORT OR LONG TERM VACANCIES IN IPOs/IRMs

CADRES BUT UNAPPROVED CANDIDATES ON ADHOC BASIS:

Para 3 : "Where arrangements are made against

vacant posts of IRM/IPOs on adhoc basis for less

than 45 days the upper age limit of 40 years will be

adhered to; but where it exceeded 45 days it would

be necessary for the Divisional Supdt. to consider

whether the vacancy falls in the share of the officials

belonging to SC and ST communities as per roster

point which is appl icable even for adhoc

arrangements against vacancies of 45 days duration.

If the vacancy falls to the share of other community

officials, upto the age of 40 years including those

belonging to SC/ST Community only wil l be

considered, if however the vacancy falls in the share

of SC/ST community officials belonging to these

communities upto the age of 45 years may be

considered for adhoc arrangements on the basis of

their seniority in view of the fact that officials

belonging to those communities are eligible to appear

in the IPO/IRM examination upto the age of 45 years.

[D.G.(P) No. 7-3/83-SPB II dt. 10-12-84 ]


45. OFFICIATING ARRANGEMENTS IN LEAVE VACANICES

"I am directed to state that a question has beenraised as to whether officiating arrangements arepermissible when the leave vacancies are of less than14 days at initial stage and if extended to 14 days ormore subsequently. The matter has been examined inthis office and it has been decided that officiatingarrangements can be made for the period of 14 days

and also in cases where spells of leave vacancy shorterthan 14 days (initially) added together without anyinterruption continues beyond 14 days. Theseinstructions are applicable only in operative offices ofRMS & Post Offices where officiating arrangementsare permissible for vacancies of 14 days or more.

(D.G.(P) No. 9-25/82-SPG/SPB II dt. 29-5-86)

46. OFFICIATING ARRANGEMENT IN LEAVE VACANCIES

I am directed to refer to this office letter No. 6-6/88 SPB-II dated 5-5-1988 wherein the orders wereissued on the subject noted above. In the above orderdated 5-5-1988 it was mentioned that short termvacancies caused by regular incumbents proceedingon leave for 45 days or more may be filled up byofficials available on approved panel. There beingmany operative offices in the department of posts,hardships were faced in keeping the vacant postsunfilled upto 45 days.

Therefore the matter was taken up with theDepartment of Personnel and Training and Ministry ofFinance for relaxing the condition of 45 days mentionedin the DOP, O.M. No. 28036/8/87-Estt. (D) dated30-3-88 mentioned above and it has since been agreed

that officiating arrangement can be made in leavevacancies of less than 45 days in operative cadres onlywhere the post cannot be kept vacant without adverselyeffecting service to the public No. officiatingarrangement should be made in vacancy of less than14 days duration except in a few categories of staffsuch as overseers Mailoverseers, Head Postman, stg.Postman, Village Postman, Mailguards UDC in SavingsBank control Organisation and internal checkingorganisation officers, where such officiatingarrangement can be made even in vacancy of less than14 days subject to the provision in rule 100(b) of P&TManual Vol. IV.

This may be brought to the notice of all concerned.(D.G. No. 44-19/87-SPB-I dated 25-7-90)

47. OFFICIATING ARRANGEMENTS IN HSG-II AND HSG-I

Vacancies in HSG II and HSG I are filled up bothfrom among IPO line and General line officials. Once aCircle Posting is ordered the post is vacated asearmarked for the IPO line or the General linedepending on the line of the official who is posted.Cases occur from time to time wherein due to delay,he official posted on Circle basis, joining the post orthe incumbent proceeding on leave, local officiatingarrangements are made by divisional offices.2. It has ben clarified by the Directorate that suchofficiating arrangements should be made in HSG II orHSG I posts only from among officials of the concernedline with reference to the vacant post. In case, an ASPis not in a position to officiate in HSG I vacancy

belonging to the IPO line, then a HSG II of the IPO linemaybe shown as temporarily promoted to the cadre ofASP and posted to work in the HSG I vacancy.3. If in a particular division, the HSG I is in Generalline and there is no General line official in HSG II, thesenior most LSG official may be temporarily promotedto HSG I and posted to look after the work of the HSGI Posts.

A vacancy in HSG I Post falling to the share ofGeneral lien official cannot be filled up by the ASP onIPO line official. A LSG General line official cannot alsobe straight away promoted to HSG I even in anofficiating capacity in short term arrangements.

(Chief PMG, T.N. No. STA/2-3/74-II,dt. 28-10-75)

48. APPOINTMENT OF DRIVERS ON DAILY WAGE BASIS AND THEIR

SUBSEQUENT ABSORPTIONInstances have come to the notice of this office,

where at the time of regular appointment of Driversworking on daily wage basis, the upper age limit is beingrelaxed in certain cadres to the extent of period spentas casual Driver from the actual age as is done in regardto absorption of casual labourers on their absorption inGroup 'D'.2. The question whether persons appointed on dailywage basis as Drivers are eligible to age concessionto the extent of service put in by them for regularappointment as drivers, has been further examined inconsultation with Department of Personnel and

Administrative Reforms. It is clarified that the saidinstruction regarding deduction of the service renderedon daily wage basis as driver for determining upperage limit as applicable to casual workers for absorptionto Group 'D' are not relevant as the posts of Driversare in Group 'C'. It may be relevant as the posts ofDrivers are in Group 'C'. It may be ensured that personsshould not be engaged on daily wage basis as Driverfor work of regular nature.3. These instructions may be brought to the notice ofall concerned for compliance.

(D.G.(P) No. 37/24/83-SPB-I) dt. 11-12-1994)


49. MERGER OF POSTS OF HINDI TYPISTS IN DIVISIONAL OFFICES

WITH POSTAL ASSISTANTS / SORTING ASSISTANTS

A proposal for merger of posts of Hindi Typists

in the divisional offices in the pay scale of Rs. 3200-

4900 with those of Postal Assistant and Sorting

Assistant in the scale of pay of Rs. 4000-6000 was

under consideration in the Department. Now the

matter has been further examined in consultation

with Ministry of Finance (Department of

Expenditure) and it has been decided to merge the

posts of Hindi Typists in the Divisional Offices (in

the pay scale of Rs. 3200-4900) with those of Postal

Assistant and Sorting Assistant in the scale of pay

of Rs. 4000-6000 with effect from 01-01-1996 (Their

U.O. No. 6/66/98-IC dated 18-03-2003 refers).

2. In view of the above decision, immediate action may

please be taken as follows:-

(a) Posts of Hindi Typists in the Divisional Offices (in

the pay scale of Rs. 3200-4900) be merged with

Postal Assistant / Sorting Assistant in the pay

scale of Rs. 4000-6000 with effect from 01-01-

1996.

(b) Existing incumbents of the Hindi Typists in the

Divisional Office be treated at par with PA / SA of

Circle / Administrative office in the matter of

promotion subject to the conditions incorporated

in Recruitment Rules.

(c) Till such time the existing incumbents continue to

work as Hindi Typists, they may be given a normal

training of the working of the post of PA / SA to

discharge their duties efficiently.

(d) The existing procedure of filling up the post of

Hindi Typists in the Divisional offices would

continue as hither to fore.

(e) Inter se seniority of the incumbents of Hindi

Typists in the cadre of PA / SA should be fixed at

the bottom of P.As / S.As with reference to the

years of recruitments.

3. With the issuance of these orders, all the cases

pending in various CATs / Courts in the matter (i.e.

Grant of upgraded pay scale of Rs. 4000-6000 to Hindi

Typists of Divisional Offices) stand disposed of.

Respective Circle Offices may please make a reference

in the Court / CAT to this effect.

4. These orders may please be brought to the notice of

all concerned immediately and further necessary action

taken accordingly.

(DG (P) No. 7-3/2000-PE.II dated 26-03-2003)

50. EXTENSION OF TIME BOUND ONE PROMOTION AND BIENNIAL CADRE

REVIEWS TO HINDI TYPISTS OF DIVISIONAL OFFICESThis issue of merger of Hindi Typists in the

Department of Posts with the Postal Assistant'scadre and grant them the benefit of placementsunder TBOP / BCR schemes at par with PA / SAcadre has been examined in deta i l in theDirectorate in consultation with the Ministry ofFinance (Department of Expenditure) after a CATjudgment of Jodhpur Bench, dated 09-07-2002 inthe case of Hepa Ram Sanger, Hindi Typist, Pali,Rajasthan. In the said judgment, the Hon'bleTribunal had directed the respondents that "HindiTypist would be entitled to the scale of Rs. 4,000-6,000 at par with Postal Assistants. The applicantwould further be entitled for promotion to LSG asper one Time Bound Promotion Scheme, if foundsuitable". In order to comply with the directions ofthe CAT Bench, the case of merger of the cadre ofHindi Typists and applicability of TBOP / BCRschemes to Hindi Typists has been examined indetail keeping in view the welfare of all similarlyplaced Hindi Typists working all over India in theDepartment of Posts. In the first phase, orders ofmerger of posts of Hindi Typists in the DivisionalOffices in the scale of Rs. 3,200-4,900 with PostalAssistants in the higher scale of pay Rs. 4,000-

6,000 with effect from 01-01-1996 stood issuedvide letter No. 7-3/2000-PE.II dated 26-03-2003.2. The second proposal regarding grant / extension ofTBOP / BCR schemes has again been considered inconsultation with the Ministry of Finance (Departmentof Expenditure) in the light of the directions of CAT,Jodhpur Bench as mentioned above and it has nowbeen decided that the benefit of TBOP / BCR schemesto Hindi Typists of Divisional Offices will be applicablewith effect from 01-06-2003 after completion of 16 and26 years of service in basic grade as per the guidelines/ instructions issued in regard to TBOP / BCR schemesfrom time to time. The cadre of Hindi Typists will nowbe covered under TBOP / BCR scheme and ACPscheme will not be applicable to them. The cases ofHindi Typists will be regulated under TBOP / BCRscheme with effect from 01-06-2003.3. The pay of officials who will complete 26 years ofservice as on the date of implementation of the TBOP/ BCR schemes (1-6-2003) will be fixed twice, once inTBOP scale of pay and further in BCR scale of pay onthe same date as per the latest guidelines issued videthis office Letter No. 22-4/2000-PE.I dated 25-09-2003and 03-10-2002.4. The Hindi Typists are liable to be transferred to any


Unit located at the headquarters of the Regionaloffices / Circle Offices, in addition to their originalliability. However, it may not be administrativelyconvenient to disturb the existing members of staffworking in Divisional offices, in view of theirproficiency and experiences that they have acquiredover the years in handling specific jobs (HindiTypists) in the Divisional Offices. This policy shouldgenerally be adhered to. If it becomes essentialand the services of Hindi Typists are not fully utilizedin the Divisional offices, the employees can betransferred. The employees cannot refuse thetransfer liability. In the event of such a refusal, theofficial concerned will render himself liable fordisciplinary action as per rules.5. Necessary amendments in the Recruitment Rules maybe incorporated by the Staff Branch. Hindi Typing willbe one of the essential qualifications in addition to otherrequired qualifications for PA / S.As for Hindi Typistsnow merged with Postal / Sorting Assistant's cadre so

that merged Hindi Typists may continue to do HindiTyping as per the requirement and as per the provisionsof the Official Language Policy of the Government.6. The Hindi Typists of Divisional Offices whocomplete 16 or 26 years of service and who areplaced to the next higher scale of pay under TBOP /BCR scheme at par with PA / SA's cadre will continueto perform their existing duties until and unless theyare posted to regular supervisory posts, i.e., LSGand HSG.II in their turn. Hindi Typists will be givena normal training of the working of the post of PA /SA to discharge their duties efficiently. Theycannot claim their posting against supervisoryposts merely because they got LSG and HSG.IIscale under TBOP / BCR scheme after completionof 16/26 years of service. The required experiencein the lower grade (working against PA / SA posts)will be considered before posting them againstsupervisory posts.

(Dept. of Posts, No. 7-2/99-PE.II dt. 26-05-2003)

51. JOINING OF NEW STATION OF POSTING ON PROMOTION

INSTRUCTIONS REGARDINGIt has been observed in some cases that the

officers do not join their new stations of posting onpromotion ordered on a regular basis immediately.This is particularly so in where the station of postingis not of the choice of the officer. In such cases,representations are received for change of thestation of posting. In a number of cases, the officersproceed on long spells of leave in the hope of gettinga change in the station of posting. In some othercases even the Heads of Circles are approachedto request the Directorate to change the station ofposting.

While in some cases, there may be genuine reasonfor some delay in proceeding to the new station ofposting the dilatory tactics are also employed in thehope that the station of posting would be changed. This

causes administrative difficulties in so far as either postremain vacant or is continued to be held on adhoc basiswhile the officers selected for regular promotion remainon leave. It is, therefore, requested that all officersincluding those on Group 'C' may be informed that delayin joining the new post on promotion may eventuallycome in the way of their promotion to the higher gradefor want of fulfilling the condition of approved length ofservice on a particular date. It is, therefore in the interestof the officers that they should join new station ofposting after orders of promotion are issued so thatthe regular approved service commences from the datethey join the new post on promotion and there is nooccasion in which the senior officers have lesser servicethan their juniors.

[D.G.(P) No. 25-90/85-SPG, Dated: 4-3-86]

52. TIME LIMIT FOR RELIEVING AN OFFICIAL CONSEQUENT HIS

PROMOTION TO THE HIGHER GRADE

The Staff Side in the National Council (JCM) iscontended that in many cases of promotion, involvingchange of station, the officials are not being relievingof their duties from the lower post even after issues offormal orders of promotion, on one pretext or the other.This delay, in relief from lower post, cause pecuniaryloss to individual concerned in the form of pay andpensionary benefits, etc. Therefore, the Staff Side haddemanded that a time limit may be prescribed withinwhich an official must be relieved of his duties fromlower post on his promotion to higher post. The Officialside agreed to issue suitable instructions for expeditiousrelieve of the Govt. servant on promotion.2. After careful consideration of the demand of Staff

Side and having regard to the relevant factors, it ishereby directed that Govt. servants offered forpromotion should be relieved immediately on receiptof the relevant orders of promotion. In exceptionalcircumstances where the retention of the official in thelower post is felt absolutely necessary in interest ofservices, the fact may be brought to the notice of thecontrolling officer and orders sought for retention for aspecific period ranging from 1-3 months depending themerits of each case. While doing it should specificallybe brought to the notice of the controlling officer that thedelay in relieving the officer result him pecuniary lossso that the retention may be avaided as for as possible.[MOP & PG No. 16/7/90-Estt. (Pay-I) dated 9-01-1992]


53. UTILISATION OF HOLIDAYS/OFF DAYS FOR JOURNEY PERIOD IN CASE OF

TRANSFER FROM ONE STATION TO ANOTHER OF ANOFFICIALS HIS OWN REQUEST

The undersigned is directed to refer to this todepartment's S.O. M.No. 19011/33/31-Estt (Dated 29/1/83 in which instructions have been issued that in thecase of transfer of a Government servant at his ownrequest, there is no objection to his being grantedregular leave, as admissible, by the competent authorityunder the leave rules applicable to him to cover theperiod between the date of handing over charge at anold station and that of taking over at the new station ifthe Government Servant applies for it and thecompetent authority is willing to sanction it. Accordingly,when an official is relieved on transfer at his ownrequest on the eve of holiday/holidays and reports forduty at the transferred station in the forenoon after the

holiday/holidays the employee is required to, take leavefor the intervening holidays.2. The question whether the Government servant isrequired to take regular leave to cover such holidayshas been under consideration and it has now beendecided that in such cases intervening holidays maybe deemed to have been availed of by the Governmentservant as Holidays an he may not be required to takeleave for such holiday/holidays.3. Pay for holidays intervening the date of relief andthe date of joining the new place will be borne by theDepartment where the Government servant joins afterhis transfer.

(D.G.(P) No. 70-270/87-SPB-I, dt. 8/3/89)

54. REVISED OPTION FOR FIXATION OF PAY ON PROMOTION

The undersigned is directed to refer to theexisting provision relating to exercise of option by aCentral Government servant for fixation of pay onpromotion/appointment to the higher grade/postunder FR 22(1) (a) (i) and to say that a demand wasraised by the Staff Side in the National Council (JCM)that a Central Government servant may be allowedto revise the option exercised by him on promotion/appointment on the higher grade/post under FR 22(1) (a) (i) in the event of unanticipated developmentsor change of rules, etc. The Staff Side had alsodemanded that a specific provision to this effect beincorporated in the existing rules/orders.2. The demand of the Staff Side has been examinedby the Government and the President is pleased todecide that pursuant to any unforeseen developmentsor change of rules, a Government servant may give a

revised option for pay fixation under FR 22 (1) (a) (i)within one month from the date of orders of suchunforeseen developments or change of rules.Acceptance of such revised option may thereafter beexamined and decided on merits by Ministry/Department concerned with the approval of Departmentof Personnel & Training. In case, it is decided to allowfresh option to the Government servant concerned, theoption once exercised shall be treated as final. Thepast cases of similar nature can be referred to thisDepartment which will be decided on merit.3. In so far as the persons serving in the Indian Audit& Accounts Department are concerned, these ordersissued after consultation with the Comptroller & AuditorGeneral of India.(Dept. of Per. & Trg. O.M. No. 16/8/2002-Estt. (Pay-

I) dated 25-2-2003)

55. RESERVATION FOR PHYSICALLY HANDICAPPED IN POST FILLED BY PROMOTION

It is clarified that no roster points have been fixed

for the physically handicapped persons in case of

promotion. You may consider reservation on the lines

of DOP & Training OM dated 1-4-86 in case of

Promotion of physically handicapped persons.

(DG (P) No. 20-30/89-SPB I, dt. 2-9-93)

56. RESERVATION FOR THE PHYSICALLY HANDICAPPED IN POST FILLED

BY PROMOTION

i) The Roster Point for Physically Handicapped forthe purposes of promotion have not yet been decided.However the benefit of reservation for the physicallyhandicapped may be allowed in the different modes ofpromotion in respect of each feeder grade if the poststo which the promotion is being made is a post identifiedfor the physically handicapped.ii) The total reservation for physically handicappedagainst outsiders well as departmental quota should

not exceed the prescribed limit of 3%. Therefore, if thereare more than one feeder cadre, to the higher post, the3% quota to be filled by physically handicapped maybe divided equally among the different feeder cadres.In case a candidate belonging to physicallyhandicapped is not available in the particular feedergrade, the identified post may be filled up by interseexchange.

(DG (P) No. 20-30/89-SPB I, dt. 8-7-92)


57. INSTANCES WHICH DO NOT CONSTITUTE AS ANOMALY FOR

STEPPING UP OF PAY WITH REFERENCE TO JUNIORS

Cases for stepping up of the pay of seniors in a

pay scale to that of juniors generally considered if

the following conditions are satisfied :

(a) Both the junior and senior officers should belong

to the same cadre and the posts in which have been

promoted or appointed should be identical and in the

same cadre;

(b) The scales of pay of the lower and higher posts

in which the junior and senior officers are entitled to

draw pay should be identical;

(c) The anomaly should be directly as a result of the

application of FR 22-C. For example, if even in the

lower post the junior officer draws from time to time

a higher rate of pay than the senior by virture of grant

of advance increments or on any other account, the

above provisions will not be involved to step up the

pay of senior officer.

2. Instances have come to the notice of this

Department requesting in for stepping up of pay due

to the following reasons:-

(a) Where a senior proceeds on Extra Ordinary

Leave which results in postponement of Date of Next

Increment in the lower post, consequently he starts

drawing less pay than his junior in the lower grade

itself. He, therefore, cannot claim pay parity on

promotion even though he may be promoted earlier

to the higher grade;

(b) If a senior forgoes/refuses promotion leading to

his junior being promoted/appointed to the higher post

earlier, junior draws higher pay than the senior. The

senior may be on deputation while junior avails of

the adhoc promotion in the cadre. The increased pay

drawn by a junior either due to adhoc officiating/

regular service rendered in the higher posts for

periods earlier than the senior, cannot, therefore, be

an anomaly in strict sense of the term.

(c) If a senior joins the higher post later than the

junior in the lower post itself whereby he is in receipt

of lesser pay than the junior, in such cases also the

senior cannot claim pay parity in the higher post

though he may have been promoted earlier to the

higher post.

(e) Where a person is promoted from lower to a

higher post his pay is fixed with reference to the pay

drawn by him in the lower post under FR 22-C and

he is likely to get more pay than a direct appointee

whose pay is fixed under different set of rules. For

example, a UDC on promotion to the post of Assistant

gets his pay fixed under FR 22-C with reference to

the pay drawn in the post of UDC, whereas the pay

of Assistant (DR) is fixed normally at the minimum

under FR 22-B (2). In such cases, the senior direct

recruit cannot claim pay parity with the junior

promoted from a lower post to higher post as seniority

alone is not a criteria of allowing stepping up.

(f) Where a junior gets more pay due to additional

increments earned on acquiring higher qualifications.

3. In the instances referred to in paragraph 2 above,

a junior drawing more pay than the senior will not

constitute an anomaly. In such cases, stepping up

of pay will not, therefore, be admissible.

(G.I. Dept. of Per. & Trg. O.M. No. 4/7/92-

Estt.(Pay-I) dated 4-11-1993)


3. DEPARTMENTAL EXAMIANATION

1. LGOs EXAMINATION ABSORPTION OF SURPLUS CANDIDATES

I am directed to invite your attention to this

Directorate-General letter of even number dated 14-4-

88 regarding raising of minimum educational qualification

for recruitment to the cadre of Postal/Sorting Assistants

and to say that the issue of promotion of surplus

candidates has been under consideration. The matter

was discussed in the JCM (Departmental Council) and

was referred by the JCM (DC) to a Committee.

2. It has now been decided as a result of the

deliberations of the above referred Committee, as follows:

(a) When the number of officials in any Division who

pass the examination is more than the number of

declared vacancies the excess passed candidates

from that Division and also from other such Divisions

in the Circles where there may be excess passed

candidates will be considered as per merit for

vacancies of the departmental quota of that year

remaining unfilled in other divisions in the Circle. A

combined merit list on Circle basis will be prepared

of the excess passed candidates. The merit list will

be strictly in accordance with the marks obtained in

the examination. Candidates from this merit list will

be appointed to the unfi l led vacancies of

departmental quota of that year strictly according to

merit. That is to say the appointment from this merit

list will be confined to the actual number of unfilled

vacancies of the departmental quota in the whole

circle for that year. Before posting the candidates

from this merit list of excess passed candidates, their

preference for a division for the choice where there

may be unfilled vacancies will be ascertained. They

will be asked to give upto four preferences. They

will be posted as far as possible according to the

preference given by them.

In the event of an official in the merit list of excess

passed candidates not being willing to accept promotion

in another Division, the post will be offered to a next

official in that list. The total number of appointments from

the list of excess passed candidates will however, in

any case not to exceed the number of vacancies of

departmental quota remaining unfilled in other Divisions.

(D.G.(P) No. 60-127/85-SPB-I, dt. 27-7-89)

2. RAISING OF NUMBER OF CHANCES FOR THE LGOS EXAMINATION

For the LGO's examination for promotion of the

officials from Group 'D' / Postmen / Mail Guard to the

cadre of Postal Assistants / Sorting Assistants the

number of chances is limited to five at present. The

matter has since been examined and I am directed to

inform you that the number of chances for appearing

in the LGO examination has been increased from five

to six.

( DG (P) No. 37-63/98-SPB-I (Pt.)dated 26-08-99)

3. TRAINING TO THE POSTMEN AND GROUP 'D' CADRES /

APPEARING FOR LGO EXAMINATION

This issue of arranging training to the candidatesof Postmen and Group 'D' cadre who appear for LGOexamination has been under consideration of thisDirectorate.1. It has, now been decided to organize, coaching underDistance Learning method locally at the Divisional,Regional and Circle headquarters depending onnumber of candidates appearing from a Division /Region. The module of the coaching would consist ofthe following:-(i) The paper for Mathematics would be of CBSE

pattern (10th Standard level) in future.(ii) The duration of the coaching class would be for

a maximum of 15-20 days after office hours. NoTA / DA is admissible for attending these course.

(iii) PTC Mysore has developed a guide for paper IIIat a nominal cost of Rs. 50.

(iv) Coaching would be provided for all the threepapers. However, candidates should make their

own arrangements to purchase required booksfor Paper I & II.

2. PTC Mysore will send copies of the coaching materialto A.P., Karnataka, Kerala and Tamilnadu Circles forgetting requisite copies prepared according torequirement. Copy of the coaching material will be sentto PTC Saharanpur, Vadodara and Darbhanga fortranslation in Hindi, if necessary, and further supply tothe Circles catered to by them. One copy of guide maybe provided to each of the Postal Training Centres byPostal Training Centre, Mysore.3. Necessary action to conduct classes for the willingcandidates who appear for the LGO exam may pleasebe taken. Services of resource persons from InspectorPosts cadre having aptitude may be utilized forcoaching. Contents of this letter may be brought to thenotice of all concerned.

(Dept. of Posts No. 1-18/2001-Trg.,dated 23-04-2002)


4. LGO EXAMS - CHANCES ALREADY AVAILED NOT TO BE COUNTEDIt has been decided that the number of chances

already availed prior to be issue of these orders should

not be taken into account. The restriction on the number

of chances should take effect from the date of issue of

order imposing such restrictions (5 chances only)

namely 20-4-89. Any chances availed of before this

date should be disregarded.

(DG (P) No. 60-127/35-SPB-I (Pt.), dt. 17-5-90)

5. REVIEW RESULT OF FAILED SC/ST CANDIDATE OF FTP (LSG/HSGII) EXAM.

It has been decided that there shall no review of

the results of failed SC/ST candidates of the FTP

examination, since the intention behind the FTP scheme

is to induct effective and efficient supervisor, no further

dilution of the standards is considered necessary.

(DG (P) No. 44-18/2005-SPB II, dt. 6-7-05)

6. REVISED ORDERS ON POSTAL TRAINING TO SAS

Kindly refer to my D.O. letter no. even dated

30-1-2002 regarding training of Sorting Assistants in

new activities. Your attention is drawn to para 5 of the

aforesaid letter wherein it was mentioned that

preference should be given to officials who have a

maximum of 10 years of service in the sorting assistant

cadre.

2. The intention was to train younger officials having

less than 10 years of service. This office has received

complaints that older officials are being sent for training.

I would, therefore, advise you to ensure that younger

officials with less than 10 years of service be deputed.

If there are set of willing officials they should be

preferred in the first instance. I would also like to

reiterate that the officials deputed for such training need

to be purposefully utilized at the station from where

they have been deputed.

(DG (P) No. 1-37/2001-Trg. Dt. 17-4-2002)

7. ELIGIBILITY CONDITION FOR APPEARING IN DEPT. COMPETITIVE

EXAM FOR PROMOTION TO P.S. GROUP 'B' CADRE

In continuation of this office letter of even number

dated 20-7-03 on the above subject it is to further clarify

that officials who are promoted to LSG or HSG and

are having five years of service in the LSG either on

notional or regular basis or in combination of posts

would be eligible for appearing in the Deptl. competitive

examination for promotion to PS group 'B'.

(D.G.(P) No. 9-30/92-SPG, dt. 5-9-2003)

8. ELIGIBILITY OF OFFICIALS PROMOTED UNDER TBOP / BCR FOR

APPEARING IN THE DEPARTMENTAL COMPETITIVE

EXAMINATION TO PS GROUP B GRADE

Refer to DO letter No. R&E / 1-86/DLGs dated

17-09-2003 regarding eligibility of officials promoted

under TBOP / BCR for appear ing in the

Departmental Competitive Examination to PS Group

B Grade. In letter dated 28-07-2003 it was

mentioned that the official promoted under TBOP /

BCR are also eligible for appearing in the said

departmental competitive examination if they have

5 years notional or regular service in LSG or higher

grade. Therefore, there should be no ambiguity in

the matter. While TBOP / BCR are financial up

gradation granted on the basis of length of service,

promotion to LSG / HSG.II which are supervisory

provisions, is based on recruitment rules. 5 years

service in these grades is the eligibility condition

for appear ing in Departmental Compet i t ive

examination for promotion to PS Group B.

Any CAT case on the subject as apprehended may

be defended effectively.

(DG (P) No. 9-36/92-SPG dated 23-09-2003)

9. ELIGIBILITY CONDITION TO APPEAR FOR THE PS GR. B EXAMINATION

IN R/O GENERAL LINE OFFICIALS - REGARDING

References from heads of some Postal Circleshave been received in this Dte. seeking clarificationswhether the officials (PAs) promoted under TBOP/BCRhaving 5 year continued regular service or more arealso eligible for appearing in the P.S. Gr. B Examination.

The matter has been examined in the Dte. I amdirected to clarify that officials promoted under TBOP/

BCR scheme are eligible to take the examination oncompletion of five years. Five years service in LSGare reckoned from the date the official is notionallypromoted to LSG or higher grade as to be eligible forappearing in the Departmental competit iveexamination for promotion to P.S. Group 'B' grade.

(No. B2/Gr.'B" Exam/2003, dt. 22-9-03)


10. SYALLABUS FOR S.B. INCENTIVE EXAMINATION

i) Legislative Enactments

a) The Govt. Saving Bank Act 1873

b) The Govt. Savings Certificates Act, 1959.

c) The Public Provident Fund Act 1968.

ii) Rules

a) The Post office savings Bank General Rules 1981

b) The Post Office Savings Accounts Rules 1981

c) The Post Office C.T.D. Rules 1981

d) The Post Office R.D. Rules 1981

e) The Post Office T.D. Rules 1981

f) The Public Provident Fund Scheme, 1968.

g) The Post Office Monthly Income Account Rules,

1987.

h) National Savings Schemes Rules 1987.

i) The P.O. Savings certificate Rules 1960.

j) National Savings Certificate Rules VI issue, 1981.

k) National Savings Certificate Rules VII issue 1981.

l) Social Security Rules 1982

m) Indira Vikas Patra Rules 1988

n) Kisan Vikas Patra Rules 1988

o) National Savings Certificate VIII issue Rules 1989

iii) Procedures

a) P.O. S.B. Manuals Vol. I & II

The examination will be without aid of books.

Qualifying marks in 50 percent.

(DG P&T No. 55-3-89-SB dt. 27-6-1989)

11. SYALLABUS FOR P.O. AND R.M.S. ACCOUNTANT EXAM.

Paper I :- (With Books) 3 hours 100 marks

Part I

FRS 1 to 56

SRS -1 to 203

CCS (Joining Time) Rules 1979

CCS (Leave) Rules 1972

CCS (Pension) Rules 1972

GPF (CS) Rules 1960

Part II :

DA, HRA, CCA, CEA, and Allowances to ED

Employees

Paper II (With Book) 3 hours - 100 marks

Part I

1) Financial Hand Book Vol. I & Vol. II

2) P&T Manual Vol. II (Chapters IV, V, VII, VIII, IX, X

& XII)

3) Schedule of Financial Powers of Dept. of Posts.

Part II

1) P&T Manual Vol. IV Chapter I, II, VIII, XII, XVI,

XVII.

2) Postal Manual Volume VI, Part II & III (Relating to

MOS, IPOS, BPOs, Sub Accounts & Accounts in

SOS).

Part III

1. Over time Allowance, Medical Reimbursement,

HBA, LTC & Group Insurance Scheme.

2) Post Office Insurance Fund Rules - Procedure for

POs.

Notes: 1 : Both papers will consists of theoretical

Questions and practical questions in the proportion

of 1/3rd theoretical and 2/3rd practical questions. In

both the portions, there will be some compulsory

questions. Marks for theory portion would be 30 and

those for practical portion will be 70.

2. For O.C. Candidates, Qualifying marks will be 45%

in each paper and 50% in the aggregate. SC/ST

candidates will require 38% and 43% marks

respectively for qualifying in each paper and in the

aggregate.

(DG (P) No. 9-2/89-SPB II dt. 17-1-90)

12. SYALLABUS FOR JUNIOR ACCOUNTS OFFICER - PART I

Subject I - (Paper I Time 3 Hrs. Marks 250)

Precis Writing, Drafting and Grammar

Subject II

i) F.R. 1 to 56, 109 to 127 Appendices relating to rates

to Leave Salary and Pension Contribution and SRs

1 to 203.

ii) CCS (Joining Time) Rules 1979

iii) CCS (Leave) Rules, 1972

iv) CCS (Pension) Rules, 1972

v) CCS (Commutation of Pension) Rules, 1981

vi) Leave Travel Concession.

vii) G.P.F. (CS) Rules, 1960.

viii) O.T.A. Rules

ix) Rules and instruction relating to all allowances,

advances and reimbursement. (eg. Conveyance

Allowance, H.R.A., C.E.A. Productivity Linked

Bonus, Medical Reimbursement, Group Insurance,

H.B.A. etc.)

Paper - II Theory (Without Books) Time 2 hrs.

Marks 100

Paper - III Practical (With books) Time 3 hrs. Marks

150.

Subject - III

General Financial Rules and Procedure.

i) P&T FHB Volume-I

ii) P&T FHB Volume-II

iii) P&T Manual Volume-II (Chapter IX, X, XII)

iv) P.A.M. Volume-I


v) Appendix 5 to P.A.M. Volume- I.

vi) Delegation of Financial Powers Rules 1978.

vii) Schedule of Financial powers of officers of the

Department of Posts.

viii) Demand for grants, Appropriation of Accounts (P)

and Audit Report (Posts) for the relevant year.

ix) Constitution of India Article 107 to 123, 148 to 151,

264 to 290, 311, 323 A.

Paper -IV Theory (Without Book) - Time : 2 Hrs.

Marks 100

1. Fundamental Principles of Accounting.

2. Final Accounts.

3. Bills of Exchange and Promissory Notes.

4. Depreciation Reserves and Provisions.

5. Receipts and Payments Accounts, Income and

Expenditure Account and Balance Sheet.

6. Company Accounts - Introduction, Shares,

Debentures etc.

7. Company Accounts : Final Accounts.

8. Cost Accounts.

9. Criticism of Financial Statements, Inflation

Accounting.

10. Accounting Ratios.

11. Cash and Funds Flew Statements, Cash Budgets

and Working Capital.

12. Management Accounting. (Vide DG(P) No 3-10(iii)/

88/PACE/2208 to 2237, dt. 23-2-88)

Paper -V Practical (With Books) Time 3 Hrs.

marks : 150

(Total 3 subjects 5 papers and maximum of marks

650)

Note: Not more than 53 years of age on the first

day of January of the year writing the exam.

(DG (P) No. F-3-10(VIII)/90-PAC/46 dt. 9-4-90)

13. SYALLABUS FOR JUNIOR ACCOUNTS OFFICER - PART II

EXAMINATION (POSTAL)

Subject - I

i) Book keeping to the trial balance.

ii) Bank Reconciliation Statement.

iii) Final Accounts.

iv) Bills of Exchange.

v) Depreciation, Reserves and Provisions.

vi) Receipts and Payments Accounts, Income and

Expenditures Accounts.

vii) Self Balancing Ledger.

viii) Single Entry.

ix) Correction of Errors.

x) Accounts Current and Average Due Dates.

xi) Funds Flow Statements.

xii) Financial Appraisal of Projects.

xiii) Elements of Costs:

Cost Sheets or Statement of costs, purchase

control, stored control, Method of valuing material

issue, Material control, Labour cost computation

and control, Labour Remuneration and incentive,

Labour Accounting and Control, Overhead

Accounting and Control overhead accounting, and

control Depreciation Unit costing, Job costing,

Batch Contract, costing, Marginal costing,

Reconciliation of costs and Financial Accounts,

Standard Costing.

Paper vi) Practical without books - 3 hours and

150 marks

Subject II : Postal Accounts

i) P.A.M. Volume II (except chapter on Government

Security, Army Postal services and Custom Duty)

ii) Postal Manual Volume-VI Part I and II

iii) Postal Manual Volume-VI Part III (Chapter I & II

only).

iv) Saving Bank Manual.

v) P.O. Insurance Fund Rules.

vi) Manual of SB Controls Pairing and Internal Check

Organisation.

vii) Book of P&T Accounts Office Form.

viii) Book of P&T Accounts Form

ix) Accounting Procedure for P&T Motor Service.

Paper VII - Theory without books - 2 hours and

100 marks.

Paper VIII - Practical with books- 3 hours and

150 marks.

Subject III- Civil Works Accounts and Procedure

i) C.P.W.D. code

ii) C.P.W.D. Accounts code with Appendices and Forms.

iii) C.P.W.D. Manual.

iv) Book of Forms.

Paper IX Practical with book - 3 hours and 150

Marks.

(Total 3 Subject 4 papers and maximum marks 550)

(DG (P) No. 3-10/3/89/PACE/1564 to 1604dt. 24-11-89)

14. SYALLABUS FOR DEPARTMENTAL COMPETITIVE EXAMINATION FOR

PROMOTION OF GENERAL LINE OFFICIALS TO PSS GROUP 'B'

First Paper (With aid of books) 100 marks

Postal Manual Volume V

(Postal Offices and Railway Mail Service General

Regulations).

Postal Manual Volume IV

Part I - whole Establishments

Chapter I Appointments & Promotions

Chapter II Transfers and Postings


Chapter - III Leave

Chapter IV Pension and Gratuities

Appendices

Appendix 6 Casual Leave

Appendix 23 Volunteers for field service

Appendix 36 Departmental Examination

Appendix 39 Rules of Recruitment for stamp vendors.

Brochure on reservation for SC/ST candidates

Postal Manual Volume II - General Regulations.

Chapter I Organisation

Chapter IV Personal Matters

Chapter V Security Deposits

Chapter VI Stock

Chapter VII Forged, Counter feit and defaced Postage

Stamps, Silver coins and Currency notes

Chapter XI Misc. Rules

Chapter XII Budget Estimates and Control

Postal Manual Volume III.

Chapter I Discipline Appeals and petitions

Schedule 1-A CCS (CCA) Rules 1985

1-B Rules relating to conduct ant service of the

Postal ED Agents.

Schedule 5 Administrative powers of Post Master,

Report on the time test in the Post Office by R.V.

Maratha & M.K. Report.

CCS (Conduct) Rules 1964

Second Paper (with aid of books) 100 marks.

Post Manual Volume III Full Less RLO

Post Office Guide Part I : Whole

Post Office Guide Part II : Whole

Post Office Guide Part IV : whole

Vol. VI Part I : Whole

Part II : Whole

Part III : Whole

Manual for SBCO : Whole

Branch office Rules

Third Paper (with the aid of books) 100 marks.

1. Postal Financial Handbook : Volume I & II

2. Schedule of Financial Powers

3. FRS/SRS

4. CCS (Pension) Rules

5. CCS (Leave) Rules

6. Postal Manual Vol. II Chapter III : Appeals and

Petitions.

Fourth Paper (without books) 100 marks

General Knowledge and Intelligence 75 marks.

i) General Knowledge with special reference to:

a) Public Relations

b) Staff Relations

c) Grievance handling

d) Staff Welfare

e) Supervisory skills, and Office Management.

ii) Precis Writing 25 marks

(DG (P) No. 11/86-SPG dt. 14-8-86)

15. SYALLABUS OF DEPARTMENTAL EXAMINATION FOR PROMOTION TO BE

GRADE OF "INSPECTOR OF POSTS"PAPER I

(Without the aid of books)Time : 3 hours Max. Marks : 1001. P&T Manual Vol. V2. P&T Manual Vol. IV

(Chapters I and II (except traffic and engineeringportions (III, V, VIII, XII, XVI & XVII).

3. P&T Manual Vol. II(Chapters II, IV (Rules 127 to 147 only) V and VI.

4. CCS (Conduct) Rules 1964.5. Postal Manual Vol. III

(Schedules I-A, I-B, I-B(I) 4 and 7)6. Time test by Shri. R.V. Marathe.

PAPER II(Without the aid the books)

Time : 3 hours Max. Marks : 100a) 60 Marks

(i) P&T Manual Vol. VIII where except chapter I(ii) PO Guide Part I and II.

b) 20 Marks(i) Postal Manual VI Part I, II and III(ii) Post office Savings Bank Manual Vol. I and

Vol. II.(c) 20 Marks.

Postal Manual Vol. VII.

PAPER 3

(With the aid of books)Time : 3 hours Max. Marks : 100i) P&T Financial Hand book Vol. I Chapter II to VI

and Chapter VIII to XIII and Appendix-11.ii) Postal Financial Hand Book Vol. II chapter II, IV

and V.Note : The appendices referred in the above chapters

are also included in the syllabus.iii) Fundamental rules whole except Rules 82, 94 to

100, 102 and 109 to 130.iv) Supplementary rules whole including appendices

except rules 166 to 174, 242 to 266, 274 to 283and 307 to 310.

v) CCS Pension Rules 1972, CCS Leave rules 1972,CCS Joining Time Rules 1979.

PAPER 4(With the aid of books)

Time : 3 hours Max Marks : 100i) Indian Post Office Act of 1898.ii) The Government Saving Bank Act of 1873 asamended by the Government savings Bank(amendment) Act 1959.iii) The Government Saving Certificates Act 1959.iv) The Indian Panall code chapters I, II, V, IX, XII to


section 424 and XVIII to section 477A.v) The Indian evidence act.vi) The code of criminal procedures chapters I, V, VI,VII, XIV, XXII, XXIV, XXV, XXXIX to XIII.vii) Central Administrative Tribunal Act 1985.viii) Consumer protection act 1986.

PAPER 5Time : 3 hours Max Marks : 100

Essay 30 marksGeneral knowledge 30 marksComputer basics 10 marksIntelligent test 30 marks.Syllabus for General Knowledge section will cover

History, Geopraphy, Culture and Constitution India.(DG (P) No. 1-11/2001-Trg. dt. 18-7-01)

CORRIGENDUMThis is with reference to Sr. DDG (CP)s D.O. letter

of even no. dated 13/18-07-2001 regarding syllabusfor the examination for the Departmental candidatesto the cadre of "INSPECTOR POSTS".

Please include the corrigendum as follows:PAPER 2

Column b) iii) may be added as follows :Branch office Rules read along with GDS conduct

and Employment Rules 2001 (formerly ED agentsconduct and service Rules 1965).PAPER 4

Column IV ; Indian Penal Code. Please includechapter XVII after chapter XII and before to section 424.

Column VI : The code of criminal procedure chapterXXXIX to XIII may please be read as XXXIX to XLI.

The receipt of this letter may kindly beacknowledged.

(D.G.(P) No. 1-11/2001-Trg. dt. 22-10-01)

16. OFFICIALS CAN BE ALLOWED TO APPEAR DEPARTMENTAL

EXAMINATIONS UNDER SUSPENSION

The question whether an official who submits an

application for permission to sit at the examination

for departmental candidates, and against whom

either disciplinary proceedings have been initiated

or who is under suspension should be allowed to

take the examination or not, has been under

consideration for some time past. It has now been

decided in consultation with the Ministry of Home

Affairs that such an official might be admitted to the

examination even though he may be under

suspension or disciplinary proceedings might have

been initiated against him, if he satisfies all the other

condit ions prescribed for admission to such

examination. The official can, however, be promoted

only after the disciplinary proceedings are over and

he is completely exonerated.

If on the basis of the disciplinary proceedings any

punishment is imposed (other than removal, dismissal

or retirement, in which case the question would not

arise), the appointing authority should consider each

case on its merits to see whether a person should be

promoted in spite of the penalty imposed on the basis

of the results of the examination which he has passed.

If it is decided to promote him, then he should be

promoted only after the expiry of penalty (other than

ensure), but his seniority in the higher grade may be

determined on the basis of the rank obtained in the

competitive examination.

(D.G. P&T's letter No. 7/31/63-SPB.II dated the25th June 1965)

17. COMPETITIVE EXAM - CANDIDATES OBTAINING EQUAL MARKS -

SELECTION AND DETERMINATION OF INTER-SE-MERIT.


letter of even no. dated 8-9-94 on the subject mentioned

above and to state that para 2 of erstwhile DGP&T letter

No. 27-24/65/NCG dated 7-4-66 may be deleted and

substituted by the following para in its place.

"SELECTION" :- If two or more candidates got

clubbed due to obtaining of equal marks against last

vacancy to be filled on the basis of the competitive

exam. Selection of senior-most of such candidates in

the merit shall be made based on their Inter-Se-

Seniority in the feeder post, if they belong to common

seniority list, if not their length of regular service in the

feeder post may be taken into account for this purpose.

Above amendment issues in the light of Deptt. of

Personnel & Training U.O. No. 6-6/93/Estt.(D) dated

18-5-93 and will apply to all exams held by the Deptt.

of posts in the year 1993 and onwards.

The above instruction may please be brought to

the notice of all concerned.

[D.G.(P) No. 5-10/93/DE dated 8-11-95]

18. NO. OF CHANCES FOR IPO EXAMINATION :

"A candidates is allowed a maximum of four

chances to appear in the IPO examination. 70 percent

aggregate marks more in 4th chance may be allowed

one more chance as a special case."

"SC/ST candidates may be allowed six chances."

[DG (P) No. 7/24/80-80-SPB II dt. 5-9-81]


19. RELAXATION OF AGE LIMIT AND REMOVAL OF LIMITED CHANCES TO

APPEAR FOR J.A.O. PARTS I & II EXAM:

Relaxation of age limit : Part I 53 years. Part II

No age limit.

No. of chances : six chances to appear Part I exam.

Indefinite chance, however may be allowed to

those candidates who secure 30 per cent marks or

above in the aggregate in any one of the last two

chances availed of by them.

[Dept. of Telecom. NO. 36-1/90-SEA dt, 10-7-90]

20. COUNTING OF TRAINING PERIOD FOR THE PURPOSE OF DRAWING

INCREMENTS-CLARIFICATION REGARDING

(i) Under FR 26 only duty in a post on time scale

counts for increments in that time scale. As per FR

9(6)(a) (i) the services as a probationer or apprentice

is treated as duty provided that service is followed by

confirmation. As such, the training period during which

a Government Servant is not remunerated in the scale

of pay attached to the post cannot be treated as duty.

2. The staff side in the National Council (JCM) have

raised a demand that the training periods should be

counted for the purpose of drawing increments as

otherwise the concerned staff, particularly the non-

gazetted in the technical Departments, where the

training periods is a long one is put to perpetual dis-

advantage vis-a-vis the staff in non technical job who

are recruited along with technical staff in the same scale

of pay.

3. The matter has been considered in The National

Council (JCM) and it has been decided that in case

where a person has been selected for regular

appointment and before formally taking over charge of

the post for which selected person is required to

undergo training, training period undergone by such a

Government Servant whether on remuneration of

stipend or otherwise may be treated as duty for the

purpose of drawing increments.

4. These orders take effect from the 1st of the month

in which this OM is issued.

(OM No. 16-16/89-Estt (Pay-I) dt. 22-10-90)

21. RMS GROUP B EXAM FOR THE GENERAL LINE OFFICIALS -

ELIGIBILITY THEREFORE

It is stated that in so far as syllabus for

this Examination is concerned, it is in no way

exhaustive than that prescribed for I.P.O.'s

examination. Further the first three papers

are to be attempted with the aid of books

w h e r e a s i n t h e I P O ' s e x a m i n a t i o n t h i s

relaxation is not there.

As regards, eligibility of cadres to appear in the

examination, it is hereby clarified that the officials

belonging to RMS, MMS and RLO cadres and not

eligible to appear in this examination.

(DG (P) No. 11-7/86-SPG, dt. 30-12-86)


4. RECRUITMENTS

1. DEPARTMENT OF POSTS (POSTAL ASSISTANTS AND SORTING

ASSISTANTS) RECRUITMENT RULES 2002

I am directed to forward herewith a copy of

notification dated 9-1-2002 published in the Gazette

of India, Extraordinary, Part II, Section-3 sub section

(i) dated 10-1-2002 promulgating the Revised

Recruitment rules for the posts of postal/Sorting

assistants. These rules are effective from 10-1-2002,

the date of publication of the notification in the

Gazette of India. Recruitment to the posts of PA/SA

will be in accordance with the notified rules, special

attention is attracted to the following provisions.

a) In column of 8 of the schedule to the Recruitment

rules, knowledge of local language of the state

concerned has ben made as essential qualification. The

candidate should have studied the local language as a

subject at least up to matriculation level to be eligible

for the post.

b) The minimum educational qualification for direct

recruits for the post is 10+2 standard or 12th class

pass of a recognized University or Board of school

education or Board of secondary education with

English as a compulsory subject (excluding

vocational streams).

(c) The educational qualification of GDS candidates

for the post of PA/SA minimum marks to be secured

by them, and age limit have been provided from

column 11.

d) As per para 6 of the Revised Recruitment Rules,

any person appointed to the said posts shall be

liable to service in the Army Postal Service in India

or abroad as required.

It is requested that the provisions of recruitment

rules may be brought to the notice of all concerned.

Relevant revised provisions may be suitably

incorporated in future notifications of vacancies.

2. COPY OF NOTIFICATION (DOP) DATED 9TH JANUARY, 2002

G.S.R. ...(18)(E).........In exercise of the powersconferred by the proviso to Article 309 of theConstitution and in supersession of the Departmentof Posts (Postal Assistants and Sorting Assistants)

Recruitment Rules, 1990, except as respect thingsdone omitted to be done before such supersession,the President hereby makes the following rulesregulating in the Department of Posts, Ministry ofCommunications, namely :-1. Short title and Commencement :-

(1) These rules may be called Department of Posts(Postal Assistants and Sorting Assistants) RecruitmentRules 2002.(2) They shall be into force on the date of theirpublication in the Official Gazette.2. Application ;-

These rules shall apply to the posts specified incolumns of the Schedule annexed to these rules.3. Number of Posts their classification and scale

of pay :-The number of posts their classification and scale

of pay attached there to shall be as specified in col No.

(2) to (4) of the said Schedule.4. Method of recruitment, age limit, qualification

etc.

The method of recruitment, age limit, qualificationand other matters relating to the said posts shall be asspecified in columns (5) to (14) of the said Schedule.

5. Disqualifications :- No person :-

(a) Who, has entered into or contracted a marriage

with a person having a spouse living ; or(b) Who, having a spouse living, has entered into orcontracted a marriage with any person. Shall be eligibleor appointment to the said post.

Provided that the Central Government may, if

satisfied that such marriage is permissible under thepersonal law applicable to such person and the otherparty to the marriage and there are other grounds fordoing so, exempt any person from the operation of thisrule.6. Requirement to serve in the Army Postal

Services :-

Any person appointed to the said posts shall beliable to serve in the Army Postal Service in India orabroad as required.7. Power to Relax :

Where the Central Government is of the opinion

that it is necessary or expedient so to do, it may byorder, and for reasons to the recorded in writing, relaxany of the provisions of these rules with respect to anyclass or category of persons.8. Saving :-

Nothing in these rules shall affect reservations and

other concessions required to be provided for theScheduled Castes, the scheduled Tribes, the OtherBackward Classes, the Ex-Serviceman and othercategories of persons in accordance with the ordersissued by the Central Government from time to time inthis regard.

(DG (P) No. 6-29/98-SPB-I, dt. 25-1-2002)


3. RECRUITMENT TO THE CADRE OF POSTAL/SORTING ASSISTANT-REG.

I am directed to refer to this Department's

Notification No. 60-29/98 SPB-I dated 9-1-02

promulgating the Department of Posts (Postal

Assistants and Sorting Assistants) Recruitment

Rules 2002. Some of the Circles have sought

clarifications regarding applicability etc. of these

rules. These have been examined and the position

clarified as under:-

Point raised

1. Whether the revised recruitment rules

PA/SA will also be applicable to the

cadre of PA (SBCO) and PA (CO/RO).

2. If candidate has passed 10+2 without

English and passed graduation with

English whether such candidates can

be considered educationally qualified

and eligible for recruitment to the

cadre of PA/SA.

3. In case of GDS minimum qualification

is prescribed as 10+2 whether

candidates who have passed 10+2

without English and working as GDS

are eligible for promotion to the cadre

of PA/SA.

4. In the Col. 11(b) it has been mentioned

that if vacancies remain unutilised by

GDS they shall be filled by subsequent

direct recruitment of other open market

candidates. Whether unutilised

vacancies are to be offered to

candidates of direct recruitment of the

same year by raising vacancies

declared for direct recruitment quota.

5. Whether the scheme for promotion of

lower grade officials to the cadre of

PA/SA under incentive scheme is in

existence.

6. Whether officers of BSNL can be

nominated in DPC constituted in

connection with recruitment of PA/SA.

7. Whether Gr. D of P&T dispensary can

be allowed to appear in LGO

examination for promotion to the cadre

of PA/SA.

8. Whether lower grade officials who

have already availed maximum of six

chances as prescribed to appear in

LGO exam. for promotion to the cadre

of PA/SA under Special recruitment

drive to fill up back log vacancies

reserved for physically handicapped

SC/STs are eligible.

Clarification

In respect of PA(SBCO) and PA (C.O./R.O.) there are different

sets of recruitment rules notified vide Dept. Notification No. 60-

29/98 SPB-I dated 9-1-2002 clearly specified the posts which

these rules are applicable. Hence no further elaboration is

required.

The candidates who have passed 10+2 without English but who

possesses the qualification of graduation with English should be

considered as educationally qualified for the recruitment to the

cadre of PA/SA.

Gramin Dak sevaks are outsiders. The educational qualifications

prescribed for direct recruits will be applicable in the case of

Gramin Dak Sevaks also. Recruitment rules are being amended

to make this point explicit.

The revised recruitment rules clearly stipulates that the unfilled

vacancies of Departmental quota which remain unutilized by the

GDS shall be filled by subsequent direct requitement of other

open market candidates of direct recruitment of the same year

by raising vacancies declared for direct recruitment quota as this

will create complications since the marks of GDS are to be

compared with the last direct recruit of the relevant category of

the same year. Such unfilled vacancies should be filled through

direct recruitment by renotifying those unfilled vacancies.

No. There is no provision in the recruitment rules for giving any

such promotion.

Constitution of DPC is clearly mentioned in Col. 13 of the Scheme

and should be strictly followed.

In Col. 12 of the schedule to the Rectt. rules the categories of

officials who are eligible for promotion to the cadre PA/SA through

LGO examination has been given. No other category of officials

are eligible for consideration.

The restriction of 6 chances will be applicable for the LGO

examination which are held in the normal course. The chances

availed under the Special recruitment drive to fill up the backlog

vacancies of reserve categories are governed by the relevant

instructions issued for filling up the backlog vacancies from time

to time.

(D.G.(P) No. 37-25/2001-SPB I dt. 28-5-2002)


4. RECRUITMENT PROCEDURE TO CADRE OF POSTAL/SORTING

ASSISTANTS IN POST OFFICES - CLARIFICATIONS

Refer to this Department's letter No. 60-1/2002-

SPB-I, dated 1-7-02 on the above subject. Some of

the Circles have sought certain clarifications

regarding recruitment rules procedure to the cadre

of Postal/Sorting Assistants in Post Offices. The

points raised are clarified as under:-

Clarification

Recruitment of GDS candidates to the cadre of PA/SA is not a

promotion but direct recruitment as Gramin Dak Sevaks are

not departmental employees. The vacancies meant for direct

recruitment, irrespective the category from which they are filled,

are required to be cleared by the Screening Committee before

it is filled up.

The vacancies cleared by the Screening Committee for being

filled up have already been communicated to the Circles vide

this Department's letter No. 60-29/98-SPB-I (Pt.II), dated 11/

6/02. As already indicated in this letter, there is no scope for

any change in the allocation. If any vacancy has not been

included in the Annual Recruitment Plan proposal, it cannot

be filled. Hence no reference regarding grant of approval for

filling such vacancies will be entertained.

As already clarified in this Department's letter No. 60-31/97-

SPB-I, dated 31/1/2001. Employment Exchange registration

need not be insisted upon for direct recruitment to the cadre of

PA/SA.

Composition of Departmental Promotion Committee as

indicated in Col. 13 of the Schedule to the Recruitment Rules

to the cadre of PA/SA is meant for confirmation purposes. The

composition of the interview Board for direct recruitment will

be as indicated in this Department's letter No. 60-36/93-SPB-

I, dated 28/2/95.

The unfilled vacancies of the Departmental quota are offered

to GDSs. However, there may be a situation where due to

certain unavoidable circumstances like ban on direct

recruitment or litigation, direct recruitment may be held up. In

such cases where direct recruitment cannot be made, the

question of making recruitment from GDS candidates will not

arise as direct recruitment from open market candidates and

from GDS candidates are done simultaneously.

(D.G.(P) No. 60-1/2002-SPB-I, Dt. 6-9-02)

Sl. No. Point Raised

1. Whether the unfilled vacancies of

departmental quota, which are to be

offered to eligible GDS's as per

recruitment rules are, required to be

cleared by the Screening Committee

for finalizing Annual Direct

Recruitment Plan.

2. Approval be given for filling up of

certain direct recruitment vacancies

which were not included in the

proposal by the Circles furnished for

drawing the Annual Direct

Recruitment Plan.

3. Whether Employment Exchange

registration is to be insisted for making

recruitment.

4. Whether the DPC as prescribed in the

recruitment rules has to conduct the

interview or whether interview. Board

mentioned in the Department's letter

No. 60-36/93-SPB-I, dated 28/2/95 is

to conduct the interview.

5. If the direct recruitment is not made

in any year. While the recruitment

from GDS to PA/SA is to be made in

the year, then who will be the last

direct recruit of the same year?

5. REVISED RECRUITMENT PROCEDURE FOR POSTAL

ASSISTANTS/SORTING ASSISTANTS

I am directed to refer to this Department's letter

No. 60-36/93-SPB.I dated 28th February, 1995 by

which the Recruitment procedure for direct recruitment

to the grade of Postal Assistants/Sorting Assistants was

revised. Certain clarifications sought for by the Circles

with reference to the recruitment procedure were also

issued from time to time. In the mean time, a number

of suggestions were received from the Circles to further

streamline the procedure. Accordingly, a Committee

consisting of the Chief Postmaster General, Karnataka

Circle as Chairman, the Chief Postmaster General,

Andhra Pradesh Circle as Member and Director (Staff),

Department of Posts as Member Secretary was

constituted to look into the existing procedure,

suggestions received from the Circles, judicial decisions

in the matter and recommend a revised procedure for

recruitment.

2. The report submitted by the Committee was placed


before the Postal Services Board. The Board has

considered the recommendations of the Committee and

approved a revised procedure for recruitment to the

cadre of Postal/Sorting Assistants. A copy of the revised

recruitment procedure is enclosed for necessary action

and compliance. This procedure will be applicable for

direct recruitment to the following grades :

a) Postal Assistants in Post Offices.

b) Postal Assistants in Circle Offices and Regional

Offices.

c) Postal Assistants in Returned Letter Offices.

d) Postal Assistants in Savings Bank Control

Organisation.

e) Sorting Assistants in Railway Mail Service.

f) Postal and Sorting Assistants in Army Postal

Service.

(3) Pricing and sale of application form and

prospectus:

The cost of the prospectus, application form etc.will be Rs. 10. The form will be sold in full set only. The

sale of forms may be done through all the Head PostOffices, Sub Post Offices and other Post Offices to beselected by the Head of Circle.(4) Short-listing of candidates :

(a) The process of recruitment will be done oncentralized basis.

(b) The candidates will be short-listed to the extent of10 times the number of vacancies.(c) The marks of 10+2 level will only be taken intoaccount for the purpose of Short-listing. Weightage tothe marks of 10+2 will be 40% and a merit list of all theeligible candidates with 40% weightage will be

prepared. No bonus marks will be awarded for higherqualifications.(d) The vocational courses are not to be consideredequivalent to 10+2. The candidates having qualificationin vocational course after matriculation will not beeligible.

(e) The short-listed candidates will be issued with thehall permits and addressed to appear for the writtentest.

The procedure for processing applications andmaintaining records is in Annexure-IV.(5) Examination Fee : An Examination Fee of Rs. 100

will be charged from the general candidates. For SC/ST/OBC/Ex-Servicemen/Physically handicappedcandidates, the Examination Fee will be Rs. 50/-. The

fee will be credited under unclassified receipts in any

post office. Only the short-listed candidates will be

asked to credit the amount in any post office and bring

the receipt in original for admission to the aptitude test.

However, a Post Office with limited functions can

function in the examination hall premises on the day of

aptitude test to accept the fees, in case any candidates

has not credited the amount earlier and desires to credit

the same on the day of test.

(6) Aptitude test :

(a) The candidates who are called for the aptitude test

and who produce the receipt for having credited the

examination fee will only be permitted to take the test.

(b) The aptitude test will carry 100 marks. The question

paper shall contain 50 objective type questions of 2

marks each and will include 10 questions on English,

10 questions on Mathematics and 20 questions on

General Knowledge and 10 questions on Reasoning

and analytical obility. The duration of the test will be 60

minutes.

(c) The question paper will be set by an officer of JAG

level within the Circle. However, the CPMG will have

the discretion to get the question papers set by an

officer of JAG level outside the Circle, if he considers it

necessary, in consultation with CPMG concerned.

(e) Apart from setting of the question paper, required

number of copies will also be prepared by the Circle

and sent in sealed packets. The key of the question

papers will be prepared by the paper setter but the keywill be sent to the indenting Circle only after the date ofthe examination.(f) The valuation of the papers will be entrusted to

Group-A officers in STS and above within the Circle orto the question setter.(g) 50% Weightage of marks secured in Aptitude Testwill be given for final selection of the candidates.(h) Appearing in this test will be compulsory.(7) Bonus Marks for higher qualification:

No bonus marks for higher qualifications will beawarded.(8) Type test :

There will be no test to assess typing knowledgeon the typewriters. However the typing knowledge shallbe tested on computer.

(9) Computer Test :

The data entry knowledge and typing knowledgeshall be tested on computer. The weightage forcomputer test will be increased from 5 to 10 marks.The test shall include one passage in English or Hindito be typed to test the typing knowledge. It shall also

include data entry of some data consisting of figuresand letters.

The test shall be for 30 minutes- 15 minutes for

each part, i.e. typing knowledge and data entry and

each part shall be given 5 marks. Marks shall be given

at 0 or 5 based on whether the candidates achieve

minimum standard or not. There will be no graded

marks. The question paper for the whole Circle shall

be set at Circle level. A software shall be developed

for conducting the test so that the valuation can be

done instantly on completion of test and certified by

the supervisor and the candidate. A sample of software

is in Annexure-V.


(10) Interview : The interview now being held shall be

dispensed with.

(11)Scrutiny of applications etc. :-

(a) Receipt of applications etc. and maintenance of

X,Y and Z registers (Annexure-IV) should be done by

OA/PA and checked by the ASP/Inspector/Supervisor

entrusted with the work who will be responsible for

correctness of all entries made. The entries made in

the registers should be checked and certified by the

Divisional Superintendent or the office-in-charge of

recruitment in the Division.

(b) The entries in all parts of Y and Z registers will be

checked by the Recruitment Committee consisting of

Divisional Supt./Head of Office/Incharge of the

recruiting division/unit and two Divisional Supdts. of

the neighbouring units. Out of the three officers, one

should be belonging to SC/ST and at least one officer

in Group A. If there are more than 10 vacancies, one

officer belonging to minority community may also be

coopted as member. The Senior most officer among

the three officers will be the Chairman of the

Recruitment Committee. In addition, the Committee will

also carry out test a check of entries made in 'X' Register

with reference to the relevant applications.

(13) Final Merit List :

The final merit list of 100 marks shall be consisting

of different components as given below :

(a) 40% weightage to the marks of 10+2 or 12th Class;

plus

(b) 50% weightage to the marks secured in aptitude

test; plus

(c) 5 marks for knowledge of typing on computer.

(d) 5 marks for data entry in Computer.

The final select list will be displayed in the Notice

Board of the Recruiting Unit and Head Post offices in

the Division. One copy of the select list should be sent

to CO/RO on the same day of declaration of select list.

(14) Waiting list :

A waiting list shall be prepared only to the extent

of vacancies announced in the relevant category. The

candidates of the waiting list may be considered only

in case the selected candidates do not respond or

refuse to accept the offer. The names of candidates in

the waiting list will not be announced. This list will be

current for six months only from the date of declaration

of result and will be strictly operated against drop-outs

from select list and not against any other vacancy or in

any other contingency.

(15) Issue of appointment order :

The appointment orders to the selected candidates

should be issued only after satisfactory completion of

training. However, such appointment order shall not be

issued unless all the pre-appointment formalities,

verification of certificates, etc. are completed and there

is clear vacancy for appointment.

(16) Recruitment of PA/SA for deputation to APS:

(a) The candidates should be asked to produce a

medical certificate from the Govt. Medical Officer in the

prescribed format (Annexure-III, Part 'A' Appendix-I).

(b) The Medical Examination of all the candidates shall

be done at the same station in consultation with the

Zonal Army Recruitment Centre.

(c) The candidates found unfit on medical and physical

examination shall have no right to claim appointment

in the Postal/RMS division concerned.

(17)Period of preservation of recruitement records:

(a) Applications received are entered in 'X' Register.

Acceptable applications are sorted out and sent to the

selected officers for scrutiny and orders. Accepted

applications are entered in 'Y' Register. A merit list is

prepared based on total marks obtained and entered

in 'Z' register.

(b) The applications received, answer books, soft copy

of the registers, if any, the Receipt Register, X-Register

and Y-Register will be preserved for 3 years or till the

court case/Vigilance case/disputes are decided,

whichever is later.

(c) Z Register will be preserved for a period of 40 years

since it contains the relative merit and eventually

seniority in the cadre.

(d) The application of the selected and appointed

candidate shall be filed as the first serial in the Personal

File of the official.

(18) In case a candidate applies from more than one

Division, the recruiting unit from where he appears for

the exam would be deemed to be the Recruiting

Division and the application submitted from other

recruiting units will not be considered. This will be

mentioned in the application form.

(D.G.(P) No.51-2/2003-SPB-I, dt. 10-11-2004)

6. INTRODUCTION OF FAST TRACK PROMOTION TO FILL UP LSG/HSG-II

POSTS IN PO & RMS OFFICES-AMENDMENT TO RECRUITMENT RULES

Refer to this Department's letter of even number,

dated 11-2-2002 on the above subject. A copy of the

revised Recruitment Rules for LSG/HSG-II Posts in

PO&RMS Offices notified in the Gazettee of India

on 7-2-2002 was forwarded to Heads of all Circles

by letter, dated 19-2-2002. A number of Circles have

sought clarification relating to the Fast Track

Promotion Scheme and other connected issues. The

points raised by the various Circles are clarified as

under:-

Point 1. LSG being a Divisional cadre, in the

absence of Circles seniority list for the feeder cadre,


how to convene the DPC at Circles level for promotion

to LSG.

Clarification- As LSG is a Divisional cadre, there

is no need of preparing any Circle seniority list for

promotion to LSG. As regards promotion to HSG.II,

instructions contained in this Department letter No. 6-

19/82-SPB-II, dated 13-3-1986 and 2-6-1986 may be

followed.

Point 2. Since LSG/HSG-II posts were filled up by

posting according to Divisional/Regional seniority

respectively, whether all the posts filled up by posting

can now be filled up by promotion by seniority cum-

fitness basis.

Clarification- Vacancies in norm-based LSG and

HSG-II posts which existed prior to the notification of

the revised Recruitment Rules may be filled up notionally

in terms of the relevant Recruitment Rules as envisaged

in the instructions contained in the Department's letter

No. 4/16/2002-SPB-II, dated 12-11-2002. Vacancies in

LSG and HSG-II posts that arose after the notificationof the revised Recruitment Rules on 7-2-2002 will befilled up in terms of the provisions of the revisedRecruitment Rules.

Point 3. Whether all the vacancies in LSG/HSG-IIavailable prior to the date of issue of amendment ofRecruitment rules can be filled up now by seniority-cum-fitness without any apportioning of vacancies as1/3 or 2/3.

Clarification- Clarification given against Item No.

2 above may be referred to.Point-4. Service condition has been stipulated for

promotion to HSG-II from LSG. Since all the vacancieswere filled up by posting only, how the services in LSGis to be reckoned.

Clarification- Instructions contained in this

Department's letter No. 4-16/2002-SPB-II, dated 12-11-2002 may be referred to. Clarification given againstItem No. 2 above is also relevant.

Point 5. Some of the LSG norm-based posts arealready manned by earlier LSG 1/3 & 2/3 quota officials.After issue of Order No. 137-55/96-SPB-II, dated 28-7-

1999, the norm-based LSG and HSG-II posts were filledup by BCR officials who have not been promoted to LSG/HSG-II through DPC. It needs clarification whether thenorm-based posts which are presently manned by BCRofficials are to be treated as filled up or vacant.


Department's letter No. 4-16/2002-SPB-II, dated 12-

11-2002 may be followed.

Point 6 - Whether these amendments to

Recruitment Rules will be applicable to SBCO staff.

Clarification- Amendments to Recruitment Rules

are not applicable to SBCO staff as Recruitment Rules

for LSG and HSG-II posts in Post Offices and RMS

Offices only have been amended.

Point 7- In respect of HSG-II, the condition of

eligibility for promotion through seniority-cum-

fitness is shown 10 years service in LSG and for

selection through aptitude test 8 years in LSG. It is

not clear whether LSG means regular LSG selected

against erstwhile 1/3 or 2/3 quota or also those in

TBOP/BCR working against norm-based LSG/HSG-

II posts.

Clarification- As per the instructions contained

in this Department's letter No. 4-16/2002-SPB-II, dated

the 12th November 2002 norm-based LSG/HSG-II

posts are to be filled up notionally in terms of the

relevant Recruitment Rules from the year when the

norm-based promotions have not been carried out.

Notional seniority in LSG may be taken in to account

for reckoning eligibility for HSG-II.

Point-8. In the Recruitment Rules, it is laid down

that PA/SA having not less that 16 years of service

are eligible for consideration for promotion against

1/3 LSG norm-based posts. There is no maximum

service limit prescribed in the Recruitment Rules.

BCR officials can also claim against these posts.

Otherwise, they will have to work as Postal Assistant

under the supervision of LSG supervisor drawing less

pay scale.Clarification- BCR is only a financial upgradation

given whereas LSG is a sanctioned cadre. In future,only service rendered in LSG including notional service

in LSG will be reckoned for promotion to HSG-II. Inview of this, an official who has been given BCR scaleand who has not been formally appointed to LSG maybe given the option for being considered for promotionto LSG. If he declines appointment in LSG, he will notbe considered for promotion to HSG-II and HSG-I when

vacancies arise in these grades.Point-9. Most of the PA/SA having 16 years of

service are promoted to LSG grade TBOP scheme.Whether selection of such officials against supervisoryLSG posts will involve transfer/placement only orinvolve higher responsibilities warranting fixation of pay

and benefit under FR 22 (1) (a) (i).Clarification.- Selection of TBOP/BCR scheme

shall be final based posts is to be treated as placement.Benefit of fixation of pay under FR 22 will not beadmissible.

The financial benefit allowed under the TBOP/BCR

scheme shall be final and no pay fixation benefit shall

accrue at the time of regular promotion i.e. posting

against a functional post in LSG.

Point 10. On introduction of TBOP/BCR schemes,

the posts of A/Cs line had lost its entity. It is not known

as to how the posts of APM (A/Cs) will up on

introduction of new Recruitment Rules.

Clarification- APM (A/Cs) posts are to be treated

as norm-based LSG Posts and are to be filed up strictly


from among PAs/SAs who have qualified in PO & RMS

Accountant examination.

Point 11. According to Recruitment Rules of

HSG-I posts, HSG-II officials having three years of

regular service are eligible for consideration for

promotion to HSG-I. The HSG-II posts are now being

manned by HSG-II (BCR) officials in order of

seniority. As contained in Recruitment Rules under

consideration, minimum service condition in LSG

has been prescribed for promotion to HSG-II.

Therefore, it will take a couple of years for such

HSG-II officials posted on regular basis to become

eligible for promotion to HSG-I. It needs clarification

whether during this transitional period HSG-I posts

could continue to be filled up from amongst the

officials promoted to HSG-II under BCR scheme.



11-2002 may be referred to.

Point 12.- Whether officials promoted under BCR

will rank en bloc senior to those promoted to HSG-II

under new Recruitment Rules. Position regarding interse-senority of BCR officials working in HSG-II gradesince 1-10-1991 and those to be recruited now alsoneeds clarification.

Clarification - Those officials who were promotedto HSG-II against norm-based posts by following theprovisions of the Recruitment Rules before introductionof BCR scheme will rank en block senior to those whowere placed in BCR scale. Officials who were givenBCR scale and promoted against norm-based HSG-II

after the selection process as per the Recruitment Rulesfor HSG-II posts as directed in this Department's letterNo. 4-16/2002-SPB-II dated 12-11-2002 may be rankedsenior to those who are to be promoted to future interms of the provisions of the revised RecruitmentRules.

Point 13 - There will be two categories of LSGofficials, those recruited under Recruitment Rules andthose promoted under TBOP. Whether officials of boththose categories would be eligible for promotion underthe selection-cum-seniority basis and if so, how theinter se-seniority is to be fixed and what should be the

ratio to be maintained between these two categoriesfor promotion to HSG-II.

Clarification.- This situation will not arise if theinstructions contained in letter No. 4-16/2002-SPB.II,

dated 12-11-2002 are followed.

Point 14.- Hitherto, posting to norm-based LSG

posts was not done by selection by DPC. Since no

officials was posted to LSG post on regular basis, there

will not be eligible officials for both 33.34% and 66.66%

for promotion to HSG-II. Hence this conditions needs

be relaxed for immediate implementation of the

scheme.



11-2002 may be referred to.

Point-15. At present, PO & RMS Accountants in

BCR or TBOP are being posted as APM (A/Cs)/

AHRO (A/Cs). Whether same procedure is to be

followed or any official who has been promoted after

fast track scheme can be posted in these posts

irrespective of whether he is a qualified Accountant

or not. If only qualified Accountants are to be posted,

it may be intimated whether all such norm-based

posts are to be kept out of purview of fast track

promotion scheme.

Clarification-. For manning these posts, officials

promoted to LSG having Accounts qualifications may

be considered.

Point 16-. It is presumed DPC is to be held on

Regional basis (Since in Recruitment Rules it is stated

that DPC is to be convened by PMG).

Clarification-. Since HSG-II is a circle cadre, it

will be necessary to hold DPC meetings at Circle level.

Point 17- At present, no circles/regional seniority

of officials in clerical cadre is available. Since selection

to 33.34% LSG is on the basis of selection-cum-seniority, it is presumed that the seniority to be followedis the Circle/Regional seniority and as such a circle/regional seniority list of PAs/TBOP PAs is to be

maintained. The criteria of fixing inter-se-seniority ofTBOP and LSG officials who passed the merit examneed be clarified.

Clarification- The question of fixation of inter seseniority of those to be promoted to LSG under FastTrack scheme and TBOP officials will not arise as TBOP

is only a financial upgradation and does not constitutea separate cadre.

Point 18- Senior BCR of fixation of inter se seniorityof those to be promoted to HSG-II against norm-basedposts are not eligible for promotion to HSG-I.

Clarification- Instructions contained in letter No.

4-16/2002-SPB-II, dated 12-11-2002 may be referredto.

Point 19- As per syllabus for promotion to HSG-IIgrade, 50 marks are followed for record of service. It ispresumed that the DPC constituted has to assess the

ACRs of the officials and allot the marks (out of 50)

which will be added to the marks secured in Paper-I

and Paper-II to arrive at the aggregate marks.

Clarification- This is confirmed.

Point 20.- At present, 20% of the posts are

reserved or Accountant line officials in RMS for

promotion to HSG-II. Whether similar reservation also

exists under fast track promotion scheme both in LSG

and HSG-II and HSG-I posts.

Clarification- There will be no reservation for

Accounts line officials in Fast Track Promotion Scheme.


Point 21.- It is presumed that only officials

promoted to LSG under seniority-cum-fitness quota/

after qualifying merit exam are eligible for promotion to

HSG-II and HSG-I and TBOP/BCR officials cannot be

considered for promotion to HSG-II and HSG-I.

Clarification-. Clarification given against Item

Nos. 4, 5 and 11 may be referred to. The officials

promoted to LSG/HSG-II by the DPC either

substantively or notionally with required length of

service will be eligible for consideration for promotion

to next higher grade.

Point 22. It is not maintained whether departmental

merit exam and aptitude test for LSG and HSG-II are

with the aid of books or without books.

Clarification. Examination for promotion to LSG

will be with the aid of books (for papers PO Guide &

Postal Manuals III, IV, V, VI, VII and Financial Hand

Book) and the test for promotion to HSG-II will be

without aid of books.

Point 23. The orders do not indicate the level of

officers (Group 'B'/Group 'A'/JAG, etc.) who are to

evaluate the answer scripts.

Clarification.- Answer scripts will be evaluated by

Group 'A' (JTS/STS) and JAG Officers.

Point -24 For eligibility for promotion to HSG-II

posts on selection-cum-seniority, officials have to put

in not less than 10 years of 'regular service in the

Selection grade" whereas for promotion by means of

an aptitude test, the eligibility criteria is that, the

officials have to put in no less than 8 years of 'regular

service in norm-based. Lower Selection Grade Post".

Thus, apart from the length of service, there is

difference between the eligibility criteria. It is presumed

that the 10 years criteria for promotion on the basis of

selection-cum-seniority is not necessarily in norm-

based LSG posts but an official who has put in 10

years of service in LSG/TBOP Grade, i.e., TBOP is

eligible for consideration for promotion to the grade.

Clarification- Clarification given against Item No.

4 and 5 may be referred to. The length of service in the

relevant grade including notional service should be

considered.

Point 25. While promoting for the cadre-based

HSG-II posts, it may not be possible to get officials in

LSG having 10 years of service. This is because no

DPC for LSG was held or posts of TBOP were

considered as good as LSG.

Clarification-. Such instances may not arise in

view of clarification given against Item Nos. 4 and 5.

(D.G.(P) No. 137-10/96-SPB-II, Dt. 28-1-03)

7. RULES OF RECRUITMENT TO SELECTION GRADE POSTS 1976

G.S.R. In exercise of the powers conferred by theproviso to article 309 of the Constitution and insupersession of the Indian Posts and telegraphs(Selection Grade Posts) Recruitment Rules, 1962, thepresident hereby make the following Rules regulatingthe method of recruitment of persons to selection gradeposts in the post offices, Railway, Mail Service offices,Independent Postal Stores Depots, Return lettersoffices, Foreign Post Offices and Circle Offices of thePost and Telegraphs Department under the Ministry ofCommunications, namely :-1. Short Title :

1. These Rules may be called Post andTelegraphs (Selection Grade Posts)Recruitment Rules, 1976.

2. They shall come into force on the date of theirpublication in the official gazette.

2. Applications:These Rules shall apply to the Selection Grade

Posts specified in column 2 of the Schedule annexedto these rulese.3. Number of Posts, Classification and scale of

pay:The number of posts, the classification and scale

of pay attached thereto shall be as specific in column3 to 5 of the said schedule.4. Method of recruitment, age limit, qualificationetc.

5. Disqualification:No persons:-(a) Who has entered into or contracted a

marriage with a person having a spouseliving, or

(b) Who having a spouse living, has enteredinto or contracted a marraige with anyperson shall be eligible for appointment toany of the said posts provided that theCentral Government may, if satisfied thatsuch marriage is permissible under thepersonal law applicable to such person andthe other party to the marriage and thereare other grounds for doing so, exempt anyperson from the operation of this rule.

6. Power of relax :-

Where the Central Government is of the opinionthat it is necessary or expedient to do, it may, by orderand for reasons to be recorded in writing relax any ofthe provisions of these rules with respect to any classof category of persons.7. Savings:

Nothing in these Rules shall affect reservation andother concessions required to be provided for toschedule caste, the schedule Tribes and othercategories of persons in accordance with orders issuedby the Central Government from time to time in thisregard.


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of

the

Po

sta

l/R

MS

sid

e p

refe

rably

a D

ire

cto

r o

f

Po

sta

l

Serv

ices t

o t

he

nom

inate

d b

y

the P

MG

.

3.

A c

lass-I

offic

er

of

tele

co

mm

un

i-

cation s

ide

Sam

e a

s

ab

ove

Cir

cu

mst-

ance in

wh

ich

Un

ion

pu

blic

Se

rvic

e

co

mm

i-

ssio

n is

to b

e

co

nsu

lte

d

in m

akin

g

recru

it-

me

nt

14

N.A

.

N.A

.

SC

HE

DU

LE


1

2

3

4 5

6

7

8

9

10

11

12

13

14

3.

4.

5.

Railw

ay

Mail

Se

rvic

e

off

ice

Hig

he

r

se

lectio

n

Gra

de

-I

In R

etu

rn

Le

tte

r

Offic

e A

t

Bo

mb

ay

&

Ca

lcu

tta

Hig

he

r

se

lectio

n

Gra

de

II

In P

ost

Off

ice

s

&

Fo

reig

n

Po

st

Off

ice

s

oth

er

tha

n

SB

CO

Hig

he

r

se

lectio

n

Gra

de

II

In R

MS

Off

ice

s

1 a

t

Bom

bay

and 1

at

Calc

utta

70

5

20

9

-do

-

-do

-

-do

-

-do

-

Rs.

55

0-2

0-

65

0-2

5-

75

0

-do

-

-do

-

no

n-

se

lectio

n

po

st.

-do

-

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

-do

-

-do

-

-do

-

-do

-

-do

-

-do

-

RM

S o

ffic

e w

ith

3 y

ears

regula

r

serv

ice in t

he

gra

de

Hig

he

r

se

lectio

n

Gra

de

-II

in t

he

respective R

LO

at

Bom

bay o

r

Ca

lcu

tta

as t

he

case m

ay b

e

with

3 y

ea

rs

regula

r serv

ice

in t

he g

rade.

Low

er

sele

ction

gra

de

/In

sp

ecto

r

Of

PO

s in P

ost

off

ice

s in

th

e

ratio o

f 50:5

0

odd

post

goin

g

to g

enera

l lin

e.

In e

very

case

the o

ffic

ial m

ust

ha

ve

com

ple

ted 3

years

of

Serv

ices in t

he

gra

de

.

Low

er

sele

ction

gra

de

Acco

un

tan

ts

and L

SG

(ge

ne

ral

line

)

off

icia

ls in

RM

S

off

ice

s in

th

e

Ratio o

f 20:8

0

with

3 y

ea

rs

regula

r serv

ice

Sam

e a

s

ab

ove

1.

and 2

as

ab

ove

3.

A c

lass I

off

ice

r o

f

an

oth

er

Centr

al G

ovt.

de

pt.

Sam

e a

s

ab

ove

N.A

.

N.A

.

N.A

.


1

2

3

4

5

6

7

8

9

10

11

12

13

14

6.

7.

8.

9.

Hig

he

r

se

lectio

n

Gra

de I

I In

Retu

rn L

etter

Off

ice

.

Hig

he

r

se

lectio

n

Gra

de I

I In

Fore

ign P

ost

at

Bom

bay

Hig

he

r

Se

lectio

n

Gra

de

II

Accounta

nts

in

Post

Offic

es

Hig

he

r

se

lectio

n

14 7 2 1

-do

-

-do

-

-do

-

-do

-

-do

-

-do

-

-do

-

-do

-

-do

-

-do

-

-do

-

-do

-

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

-do

-

-do

-

-do

-

-do

-

in t

he g

rade s

ubje

ct

to

the f

ollo

win

g

conditio

ns:-

Out

of

every

5 v

acancie

s

The f

irst

four

vacancie

s s

hall

be

fill

ed

fro

m t

he

LS

G G

rade (

Genera

l

line))

in R

MS

And t

he

fifth v

acancy s

hall

be

fille

d f

or

the

LS

G

Acco

un

tan

ts in

RM

S

pro

vid

ed T

hat

the

num

ber

of

LS

G A

ccts

.

Low

er

sele

ction

Gra

de in t

he

respective R

etu

rn

letter

offic

e w

ith 3

years

regula

r serv

ice

in t

he g

rade.

Low

er

sele

ction g

rade

in f

ore

ign p

ost

at

Bom

bay w

ith 3

years

regula

r serv

ice in

gra

de

.

Inspecto

r of

Post

Off

ice

s/L

SG

altern

ate

ly,

who h

ave

passed t

he p

ost

offic

e

acco

un

tan

ts

exam

ination a

nd

work

ed a

s a

ccounta

nt

there

after

for

at

least

3 y

ears

.

Low

er

sele

ction

Gra

de in C

ircle

Offic

es w

ith 3

years

Sa

me

as S

l.

No.

1

Sa

me

as S

l.

No.

1

Sa

me

as S

l.

No.

1

1.

Po

st

Maste

r

Ge

ne

ral

N.A

.

N.A

.

N.A

.

N.A

.

-do

-

-do

-

-do

-

-do

-


1

2

3

4

5

6

7

8

9

10

11

12

1

3

14

10

.

11

.

12

.

13

.

14

.

Gra

de

II

in

Circle

Off

ice

Hig

he

r

se

lectio

n

Gra

de

II

in

Ind

ep

en

de

nt

Po

sta

l S

tore

s

De

po

ts.

Low

er

se

lectio

n

gra

de in P

ost

Off

ice

s

Low

er

se

lectio

n

Gra

de in R

MS

Off

ice

s

Low

er

se

lectio

n

gra

de

in

Retu

rn L

etter

off

ice

Low

er

se

lectio

n

gra

de in

Fore

ign P

ost

at

Bom

bay

3

13

66

0

33

02

57

41

-do

-

-do

-

-do

-

-do

-

-do

-

-do

-

Rs.

42

5-

15

-56

0

EB

-20

64

0.

-do

-

-do

-

-do

-

-do

-

Sele

ctio

n

Po

st

-do

-

-do

-

-do

-

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

-do

-

-do

-

-do

-

-do

-

-do

-

-do

-

By p

rom

otion

(i)

66 2

/3%

on

the

ba

sis

of

senio

rity

cum

-

Fitn

ess:

(ii) 3

3

1/3

% b

y

se

lectio

n.

-do

-

-do

-

-do

-

regula

r serv

ice in t

he

gra

de

.

Low

er

sele

ction G

rade

in independent

Posta

l

sto

res d

epots

with 3

years

regula

r serv

ice

in t

he g

rade.

Cle

rk in

po

st

off

ice

s

with 1

0 y

ears

regula

r

serv

ice in t

he g

rade.

Sort

ers

in R

MS

offic

es

with 1

0 y

ears

regula

r

serv

ice in t

he G

rade.

Cle

rks in t

he

respective R

etu

rn

letter

offic

es w

ith 1

0

years

regula

r serv

ice.

Cle

rks in F

ore

ign P

ost

at

Bom

bay w

ith 1

0

years

regula

r serv

ice

in t

he g

rade.

2.

The

se

nio

r m

ost

off

ice

r O

n

the p

osta

l

sid

e n

ext

to

PM

G.

3.

A c

lass I

off

ice

r o

f

Tele

com

sid

e.

Sam

e a

s

Sl. N

o.

1

Sam

e a

s

Sl. N

o.

1

Sam

e a

s

Sl. N

o.

1

Sam

e a

s

Sl. N

o.

1

Sam

e a

s

Sl. N

o.

1

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.


1

2

3

4

5

6

7

8

9

10

11

12

1

3

14

15.

16.

17.

18.

Low

er

Se

lectio

n

Gra

de

Acco

un

tan

ts

in P

ost

Off

ice

s

Low

er

Se

lectio

n

Gra

de

Acco

un

tan

ts

in R

ailw

ay

Mail

Serv

ice

Off

ice

s.

Low

er

se

lectio

n

gra

de in

ind

ep

en

de

nt

Po

sta

l S

tore

s

De

po

t.

Low

er

se

lectio

n

gra

de in

Circle

Off

ice

s.

53

8

76

32

20

0

-do

-

-do

-

-do

-

-do

-

-do

-

-do

-

-do

-

Rs.

42

5-

15

-

50

0-

EB

-15

-

56

0-

20

-70

0

-do

-

-do

-

-do

-

-do

-

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

N.A

.

-do

-

-do

-

-do

-

-do

-

-do

-

-do

-

-do

-

-do

-

Cle

rks in p

ost

Offic

es

with 1

0 y

ears

regula

r

serv

ice in t

he g

rade

who h

ave p

assed t

he

Post

offic

es a

nd

Railw

ay M

ail

Serv

ice

Acco

un

tan

t's

Exa

min

atio

n.

Cle

rks o

r S

ort

ers

in

Railw

ay M

ail

Serv

ice

offic

es w

ith 1

0 y

ears

regula

r serv

ice in t

he

gra

de,

who h

ave

pa

sse

d t

he

Po

st

Offic

e a

nd R

ailw

ay

Mail

Serv

ice

Acco

un

tan

t's

Exa

min

atio

n.

Cle

rks in

in

de

pe

nd

en

t

Posta

l S

tore

s D

epots

with 1

0 y

ears

regula

r

serv

ice in t

he g

rade.

Upper-

Div

isio

n c

lerk

s

in t

he r

espective

Circle

Off

ice

with

10

years

regula

r serv

ice

in t

he g

rade.

Sam

e a

s

Sl. N

o.

1

Sam

e a

s

Sl. N

o.

1

Sam

e a

s

Sl. N

o.

1

1.

Po

st

Maste

r

Ge

ne

ral

2.

The

Se

nio

r

Most

Offic

er

of

the P

osta

l

Sid

e n

ext

to the P

MG

3.

A c

lass I

off

ice

r o

f

Tele

com

Sid

e.

N.A

.

N.A

.

N.A

.

N.A

.


8. SELECTION GRADE POSTS RECRUITMENT (AMENDMENT) RULES 2002

G.S.R. 88(E) ; In exercise of the power conferred by

the proviso to article 309 of the Constitution The President

hereby makes the following rules further to amend the

Post and Telegraphs (Selection Grade Posts) Recruitment

Rules, 1976 except as respect things done or omitted to

be done before such amendments, namely :-

1. (i) These rules may be called the Department of

Posts (Posts and Telegraphs) (Selection Grade

Posts) Recruitment (Amendment) Rules 2002.

(ii) They shall come into force on the date of their

publication in the official Gazette.

2. In the Schedule to the Post Telegraphs (Selection

grade posts) Recruitment rules 1976, :-

(i) for SL. No.s 4 and 5 and the entries relating

thereto, the following Sl. Nos and entries shall

respectively substituted namely :-

1 2 3 4 5 6

*4 Higher selection Grade II 705 General central 5000-150- Not applicable

in Post Office including service Non- 8000

foreign post office other gazetted Ministerial

than at Bombay Group C

5 Higher selection grade II 209 General Central 5000-150- Not applicable

in Railway Mail services service Non gazetted 8000

offices Ministerial Group C

7 8 9 10 11

Not Not Not Two (a) By 100 per cent promotion (for posts in foreign

applicable applicable applicable year post offices other than at Bombay)

(b) By promotion (for posts in post offices)

(i) 33.34% on the basis of selection cum seniority and

(ii) 66.66% by means of an aptitude test relating to

functional need

Note : The details of the test shall be as per the

administrative instruction issued by the Department

from time to time.

Not Not Not Two By promotion

applicable applicable applicable Years (iii) 33.34% on the basis of selection cum seniority and

(iv) 66.66% by means of an aptitude test relating to

functional needs

Note : The details of the test shall be as per the

administrative instruction issued by the Department

from time to time.

12 13 14

For posts in Foreign Post Office other than 1. A Director of Postal service to be Not

at Bombay nominated by the Postmaster General applicable

Lower Selection Grade (General Line) and or if there are no such offices the

Lower Selection Grade Accountants in Post postmaster General.

offices, having completed three years regular 2. One group A office of the Postal/

service in their respective grades. Railway Mail Service side. Preferably

Note : The Post Office and Railway Mail service a Director of Postal services to be

Accountants, who have exercised their option to nominated by the Postmaster General

retain the defunct scale of Rs. 380-620 in terms 3. A Group 'A' officer of

of Posts and Telegraphs Directorate letter no. Telecommunications side

31/56/79-PE-I dated 24-2-81 and later on

promoted as Lower Selection Grade Accountants

shall not be eligible for consideration.


For Posts of Post Offices

i. For 33.34% Promotion from Lower Selection

Grade officials in Post offices who have put in

not less than ten years of regular service in the

Lower Selection Grade.

ii. For 66.66% Promotion through an aptitude test

form Lower Selection Grade officials in Post

offices who have put in not less than eight years

of regular service in norm based Lower Selection

Grade Posts.

I. For 33.34% Promotion from Lower Selection 1. A Director of Postal services to be Not

Grade officials in Railway Mail Service who have nominated by the Postmaster General applicable

put in not less than ten years of regular service or if there are no such offices the

in the Lower Selection Grade postmaster General.

ii. For 66.66% Promotion through an aptitude 2. One group A officer of the Postal/

test from Lower Selection Grade officials in Railway Mail Service side. Preferably

Post offices who have put in not less than eight a Director of Postal services to be

years of regular service in norm based Lower nominated by the Postmaster General

Selection Grade posts. 3. A Group 'A' officer of

Telecommunication side

(ii) For Sl. nos. 11 & 12 and the entries relating thereto, the following Sl. Nos and entire small respectively

be substituted

1 2 3 4 5 6

11 Lower Selection Grade 12960 General Central 4500-125- Not applicable

in Post Offices Services Non-Gazetted 7000

Ministerial Group C

12 Lower Selection Grade 3302 General Central Services 4500-125- Not applicable

in Railway Mail Offices Non Gazetted Ministerial Gr. C 7000

7 8 9 10 11

Not Not Not Two B y Promotion

applicable applicable applicable year (i) 33.34% on the basis of selection-cum-seniority; and

(ii) 66.66% by means of promotion through a departmental

merit examination realting to functional need

Note : The details of the examination will be as per the

administrative instructions issued by the Department

from time to time

Not Not Not Two By promotion

applicable applicable applicable Years (i) 33.34% on the basis of selection-cum-seniority; and

(ii) 66.66% by means of promotion through a departmental

merit examination relating to functional needs

Note : The details of the examination will be as per the

administrative instructions issued by the Department

from time to time.

12 13 14

(i) For 33.34% Promotion from Postal Assistant 1. A Director of Postal services to be Not

who have put in not less than sixteen years of nominated by the Postmaster General applicable

regular service in the Grade or if there are no such offices the

postmaster General.


(ii) For 66.66% Promotion through a Limited 2. One group A office of the Postal/

Departmental merit examination from Postal Railway Mail Service side. Preferably

Assistants who have put in not less than 10 a Director of Postal services to be

years of regular service in the grade nominated by the Postmaster General

3. A Group 'A' officer of

Telecommunications side

(1) For 33.34% Promotion from Sorting Assistants 1. A Director of Postal Services to be Not

who have put in not less than 16 years of regular nominated by the Postmaster General applicable

service in the grade. or if there are no such offices, the

Postmaster General

(ii) For 66.66% Promotion through a Limited 2. One group 'A' officer of the Postal/

Departmental merit examination from Sorting Railway Mail service side, preferably

Assistants who have put in not less than 10 a Director of Postal Services to be

years of regular service in the grade. nominated by the Postmaster General

3. A Group 'A' officer of

Telecommunications side

(D.G.(P) No. 137-10-96-SPB-II, dt. 19-2-02)

9. RECRUITMENT RULES FOR HSG-I POSTS- AMENDMENT REGARDING

According to Recruitment Rules for HSG-I Posts

in Post Offices notified by this Department's

Notification No. 6-26/73-SPB.II dated 30-9-76, HSG-

I Post in Post Offices were to be filled 50% by

promotion and 50% by transfer. Transfer has to be

made from ASPOs in the Ratio of 50:50 odd post

going to general line so far as the posts existing on

the date preceding the commencement of P&T

(Selection Grade Posts) recruitment (Second

Amendment) Rules, 1980. These rules were

amended vide Notification No. 4-15/81-SPB dated

23-07-84 providing for filling up of these posts by

promotion and ASPOs who had completed two years

of regular service were made eligible for promotion.

In 1992, certain posts of IRM/ASRM were upgraded

to HSG-I and the upgraded posts in HSG-I were

ordered to be filled after selection on seniority-cum-

fitness basis of ASRMs who had completed at least

3 years of regular service in the grade vide letter No.

4-82/92-SPB.II dated 8-01-93.

2. Consequent on the recommendations of the Fifth

Central Pay Commission, HSG-I Posts and posts of

ASPOs and ASRMs have been placed in the same

scale of pay i.e. Rs. 6,500-200-10,500. The relevant

provision of the Recruitment Rules for HSG-I post

has been reviewed in this context and it has been

decided that henceforth posting of ASPO, ASRMs

against HSG-I Posts shall be by "Transfer" and not

by "Appointment" or "Promotion. In this regard,

attention of the Circles etc. is also invited to orders

contained in letter No. 44-11/98-SPB.II dated 6-5-98

of this Department relating to issue of properly

worded appointment orders.

3. Necessary action is being taken for amending

the Recruitment Rules for HSG-I Posts suitably. A

Copy of the Revised Recruitment Rules will be sent

to the Circle due course.

(DG (P) No. 4-23/2000-SPB-II, dt. 26-6-2001)

10. RECRUITMENT TO THE POSTS OF INSPECTOR OF POSTS, RULES

REGARDING-MERGER- ETC.

G.S.R. - In exercise of the powers conferred by

provision to article 309 of the Constitution and

supersession of the Posts and Telegraphs Department

(Inspectors of Post Offices, Inspector of Railway Mail

Service and Inspectors (Uniforms) Recruitment Rules

1977, except as a respect things done or omitted to be

done before such supersession, the President hereby

makes the following rules regarding the method of

recruitment to the Posts of Inspector of Posts, in the

Department of Posts, Ministry of Communication,

namely :-

I. Short title and commencement:


i) These Rules may be called Department of Posts,

Inspectors of Posts Recruitment Rules, 2001.

ii) They shall come into force on the date of their

publication in the official Gazette.

2. Number of Posts, their classification and Scale of

Pay-The number of Posts, their classification and the

scale of pay attached thereto shall be specified in

columns (2) to (4) of the Schedule annexed to these

Rules.

3. Method of Recruitment, age limit, qualifications,

etc.- The method of Recruitment, age limit,

qualifications and other matters relating to the said post

shall be as specified in columns (5) to (14) of the said

Schedule.

4. Disqualification: No Person:

(a) Who, has entered into or contracted a marriage

with a person having a Spouse living: or

(b) Who, having a spouse living, has entered into or

contracted a marriage with any person shall be eligible

for appointment to the said Posts.


satisfied that such marriage is permissible under the

personal law applicable to such person and the other

party to the marriage and there are other grounds for

so doing, exempt any person from the operation for

this rule.

5. Power to relax: Where the Central Government

is of the opinion that it is necessary to expendient

so to do, it may, by order, and for reasons to be

recorded in writing, relax any of the provisions of

these rules with respect to any class or category of

persons.

6. Saving : Nothing in these Rules shall affect

reservations. Nothing in such rules shall affct

reservations 4 other concessions required to be

provided for the schedule caste/schedule tribe and

other Backward classes, the Ex-Servicemen and to

other categories of persons in accordance with the

orders issued by the Central Government from time to

time in this regard.

7. Initial Constitution: The person, who has held the

post of Inspectors of Post Offices/Inspectors of

Railway Mail Services/Inspectors (Uniforms) on

regular basis before the commencement of these

Rules, shall be deemed to have been appointed as

inspectors of posts under these Rules, and their

services shall be counted for purpose of benefit of

promotion etc.

Name of

Post

(1)

Inspectors

of Posts

Number of

Post

(2)

2187*(2001)

subject to

variation

dependent

on work load

Classification

(3)

General Central

Service Group 'B'

Non-Gazetted

Ministerial

Scale of Pay

(4)

Rs. 5500-175-

9000

Whether selection by

merit or selection-

cum-Seniority or

non-Selection Post

(5)

Not applicable

Age limit for

direct

recruits

(6)

18-27 years

Whether benefit of added

years of service

admissible under Rule 30

of the Central Civil Service

(Pension) Rules 1972

(7)

Not applicable

Educational and

other

qualification

required for

direct recruits

(8)

Degree of a

recognized

University or

equivalent

Whether age and educational

qualification prescribed for direct

recruits will apply for the case of

promotees

(9)

Qualification No. Age-not exceeding

40 years for appearing at the

Limited Departmental Competitive

Exam. Relaxation by 5 years for

Scheduled Caste/scheduled Tribe

officers

Period of

probation if any

(10)

Two years


Method of recruitment

whether by direct

recruitment or by

promotion or by

deputation or absorption

and percentage of the

posts to be filled by

various methods

(11)

(i) 33.34 percent direct

recruitment through staff

selection commission and

(ii) 66.66 percent

promotion through limited

Departmental Competitive

Examination

In case of recruitment

by promotion or

deputation or

absorption grades from

which promotion/

deputation/absorption

to be made

(12)

Promotion through limited

departmental Competitive

Examination

(a) Not less than five

years regular service in

grade of Postal/Sorting

Assistants, Lower

Selection Grade officials,

Stenographers in-

If a Departmental

p r o m o t i o n

Committee exists,

what is its

composition

(13)

Group 'B'

D e p a r t m e n t a l

Promotion Committee

(for considering

confirmation)

1. Post Master

General/Director of

Postal Services

Chairman

Circumstances in

which Union Pubic

S e r v i c e

Commission to be

consulted in

making recruitment

(14)

Consultation with

Union Public Service

Commission not

necessary.

2. Two Group 'A' Officers nominated by the

Chief Post Master General, amongst them one

should be in the Grade of Director-Members.

3. Officers belonging to Scheduled Caste/

Scheduled Tribe of appropraite status

Nominated by the Chief Post Master General -

Member

- Post Offices, Railway Mail Service: or

- Postal/Railway Mail Service,

- Divisional Offices, Circle offices: or

- Foreign Post; or

- Return Letter Offices: or

- Postal Store Depots: or

- Saving Bank Control Organization or

- Internal Check Organizations of the Circle.

(b) (in) Not less than five years regular service in Postal

Accounts Office in the grade of:

(a) Stenographer or

(b) Junior Accountants

Provided that they may opt for appearing in the Inspectors

of Posts line in case of selection while appearing in the

Inspector Examination.

(ii) Not less than Nine years regular service in the grade

of Lower Division clerks in Postal Accounts officer.

Provided that they may opt for appearing in the Inspectors

of Posts line in case of selection while appearing in the

Inspector Examination.

Note: 1) A candidate is allowed a maximum of four chances

to appear in the Departmental Examination;

Provided that the candidate, who secure more than 70

percent aggregate marks in fourth chance may be allowed/

one more chance as a special case:

provided further that a candidate belonging to Scheduled

Caste/Scheduled Tribe may subject to his eligibility be

allowed a maximum of six chances to appear in the said

examination. Provided further also that the said Scheduled

Caste Scheduled Tribe candidate shall, if he is successful

at the said Examination in his fifth or sixth chance, be


entitled to appointed only to a post reserved for Scheduled castes or

Scheduled Tribes, as the case may be.

Note: 2) Candidate who are serving or having served in Army Postal Service

may be given such concessions in regard to age limit, maximum number

of chances to appear in the Departmental Examination for appointment to

those posts on obtaining the minimum qualifying marks as may be decided

by the Central Government from time to time.

Note : 3) Syllabus for the Limited Departmental competitive Examination

and the percentage of marks required for qualifying in the said Examination

shall be as decided by the Department from time to time.

(D.G.(P) No. F.NO. 4-4/98-SPB-II, Dt. 26-4-01)

11. EXEMPTION FROM REQUIREMENTS OF EDUCATIONAL QUALIFICATIONS IN

RESPECT OF WIDOWS OF GOVERNMENT SERVANTS APPOINTED ON

COMPASSIONATE GROUNDS


Department O.M. No. 49019/6/80/Estt.(C) dated 19-

10-82 on the subject mentioned above exempting

widows of Government servants appointed on

compassionate grounds to the posts of peon from

need for requiring educational qualifications.

Recently references have been received in this

Department from various quarters enquiring whether

the provisions of the OM dated 19-10-82 can also

be made applicable to Group D posts other than

those of peon. The matter has been considered

carefully in this Department and it has been decided

that the widows of Government servants appointed

to Group D posts other than those of peon on

compassionate grounds may also be exempted

from the requirements of educational qualifications

in terms of the above said (OM dated19-10-82)

provided the duties of these posts( other than those

of Peon) can be performed by these widows

satisfactorily without having the prescribed

qualification of Middle Standard pass specified in

the Recruitment Rules.

[O.M. No. 49015/3/23/Estt.(GS, dated the 10th

November]

12. THE GAZETTED OF INDIA NOTIFICATION REGARDING RULES REGULATING

THE METHOD OF RECRUITMENT TO THE POSTS OF POSTMAN/VILLAGE

POSTMAN AND MAIL GUARD IN THE DEPARTMENT OF POSTS

G.S.R. In exercise of the powers conferred by

the proviso to article 309 of the Constitution and in

supersession of the Indian Posts and Telegraphs

(Postmen/Mai l Guard/Head Mai l Guards)

Recruitment, Rules, 1969, except in respect of

things done or omitted to be done before such

supersession, the President hereby makes the

following rules regulating the method of recruitment

to the posts of Postman/Village Postman and Mail

Guards in the Department of Posts, namely :-

Short title and commencment :-

(1) These rules may be called the Department of Posts

(Postman/Village Postman and Mail Guards)

Recruitment Rules 1989.

(2) They shall come into force on the date of their

publication in the officials Gazettee.

Number, classification and scale of pay :-

The number of the said posts, their classification

and scale may attached thereto shall be as specified

in columns 2 to 4 of sechedule annexed to these Rules.

(3) The method of recruitment age limit, qualifications

and other matters relating to the said posts shall be as

specified in column 5 to 14 of the said schedule.

4. Disqualifications - No person.

(a) Who has entered into or contracted a marriage with

a person having in spouse living, or

(b) Who, having a spouse living, has entered into or

contracted marriage with any person.

shall be eligible for appointment to the said post :


satisfied that such marriage is permissible under the

personal law applicable to person and the other party

to the marriage and that there are other grounds for so

doing, exempt any person from the operation of this

rule.

5. Power to relax :

Where the Central Government is of the opinion

that is necessary or expedient so to do, it may, by order,

for reasons to be recorded in writing, relax any of the

provisions of these rules will respect to any class or


category of persons.

6. Saving :

Nothing in these rules shall affect reservations,

relaxation of age limit and other concessions required

to be provided for the Scheduled Castes, the Scheduled

Tribes, ex-servicemen and other special categories of

persons in accordance with the orders issued by the

Central Government from time to time in this regard.

SCHEDULE

Name of No. of Posts Classification Scale of Whether Qualification

Posts Pay non-selection

1 2 3 4 5

Postman/ *56086 (1987) General Central Services Rs. 825-15-900 Selection

Village Postman Group C Non-Gazetted -EB-20-1200

Ministerial.

* Subject to variation dependent on work load

Whether benefit of added Age limit for direct recruits Educational and

years of service admissible other qualification

under rule 30 of the CCS required direct

(Pen) Rules, '72' recruitments

6 7 8

Not Applicable (i) Between 18 and 25 years relaxation for Matriculation or

Government servants upto 35 years in accordance equivlent

with the instructions issued by the Central Government.

(ii) Extra Departmental Agents who have been recruited

on or before 16-11-82 shall be eligible if they are within

42 years (47 years for SC/ST) of age and those appointed

after 16-11-82 shall be eligible, if they are within 25

years (40 years for SC/ST) of age and have put in three

years of regular and satisfactory service.

Note : The cruicial date for determining the age limit shall

be the closing date for receipt of applications from

candidates in India (other than Andaman and Nicobar

Islands and Lakshadweep). In the case of recruitment

made through Employment Exchange, the cruicial date

for determining the age limit shall be the last date upto which

the Employment Exchange is asked to send the names.

upper age and educational Period of Method of recruitment whether by direct recruitment

Qualification is prescribed probation or by probation or by deputation/transfer & percentage

direct recruitment apply in if any of the vacancies to be filled by various methods.

the case of promotion

9 10 11

No Two Years 1. 50% by promotion, failing which by Extra Departmental

Agents on the basis of their merit in the Departmental

Examination.

2. 50% by Extra Departmental Agents of the recruiting

division or unit, in the following manner, namely :-

(i) 25% from amongst Extra Departmental Agents on the

basis of their seniority in service and subject to their passing

the Departmental Examination failing which by Extra

Departmental Agents on the basis of merit in the Departmental

Examination.

(ii) 25% from amongst Extra Departmental Agents on the

basis of their merit in the Departmental Examination.


3. If the vacancies remained unfilled by EDAs of the recruiting

division, such vacancies may be filled by EDAs of the postal

division failing in the zone of Regional Directorate.

4. If the vacancies remained unfilled by EDAs of the recruiting

units such vacancies may be filled by EDAs of the postal

division located at the same station. If the vacancies

remaining unfilled will be thrown open to Extra Departmental

Agents in the region.

5. Any vacancy remaining unfilled be filled up by direct

recruitment through the nominees of the Employment Exchange.

In case of recruitment by promotion/deputation/transfer/grade If a DPC exists UPSC be consveted

from which promotion deputation/transfer to be made. what is its composition in mainly

recruitment

12 13 14

1. Promotion from Group 'D' officials who have put in three Not applicable Not applicable

years of regular satisfactory service as on the closing date

for receipt of applications through a Departmental Exam.

2. Extra Departmental Agents through a Departmental Exam.

3. Direct Recruitment through a Departmental Examination.

SCHEDULE

Name of No. of Posts Classification Scale of Whether Qualification

Posts Pay non-selection posts

1 2 3 4 5

Mail Guard (1870)* General Central Services Rs. 825-15-900 Selection

(1987) Group C Non-Gazetted -EB-20-1200

Ministerial.

* Subject to variation dependent on work load

Whether benefit of added Age limit for direct recruits Educational and

years of service admissible other qualification

under rule 30 of the CCS required direct

(Pen) Rules, '72' recruitments

6 7 8

Not Applicable (i) Between 18 and 25 years relaxation for Matriculation or

Government servants upto 35 years in accordance equivlent

with the instructions issued by the Central Government.

(ii) Extra Departmental Agents who have been recruited

on or before 16-11-82 shall be eligible if they are within

42 years (47 years for SC/ST) of age and those appointed

after 16-11-82 shall be eligible, if they are within 35

years (40 years for SC/ST) of age and have put in three

years of regular and satisfactory service.

Note : The cruicial date for determining the age limit shall

be the closing date for receipt of applications from

candidates in India (other than Andaman and Nicobar

Islands and Lakshadweep). In the case of recruitment

made through Employment Exchange, the cruicial date

for determining the age limit shall be the last date upto which

the Employment Exchange is asked to send the names.


upper age and educational Period of Method of recruitment whether by direct recruitment

Qualification is prescribed probation or by probation or by deputation/transfer & percentage

direct recruitment apply in if any of the vacancies to be filled by various methods.

the case of promotion

9 10 11

No Two Years 1. 75% by promotion, failing which by Extra Departmental

Agent.

2. 25% by Extra Departmental Agents of the recruiting

division or unit.

3. If the vacancies remained unfilled by Extra Departmental

Agents of the recruiting division, such vacancies may be filled

by Extra Departmental Agents of the postal division falling in

the zone of Regional Directors.

In case of recruitment by promotion/deputation/transfer/grade If a DPC exsits UPSC to be

from which promotion deputation/transfer to be made. what is its composition consveted in

mainly recruitment

12 13 14

1. Promotion from Group 'D' officials who have put in three Not applicable Not applicable

years of regular satisfactory service as on the closing date

for receipt of applications through a Departmental Exam.

2. Extra Departmental Agents through a Departmental Exam.

3. Direct Recruitment through a Departmental Examination.

(D.G.(P) No. 44-31/87-SPB-I, dt. 6-7-89)

13. DEPARTMENT OF POSTS (GROUP D POSTS) RECRUITMENT RULES 2002

I am directed to forward herewith a copy of

Notification dated 23rd January 2002 published in

the Gazette of India, Extraordinary Part II, Section

3, Sub section (i) dated 23-1-2002 promulgating the

Revised Recruitment Rules for the Group 'D' posts

in Circle administrative and Subordinate offices.

These rules are effective from 23-1-2002, the date

of publication of the Notification in the Gazettee of

India. Recruitment to Group D posts will be in

accordance with the revised rules. The main changes

that have been made in the revised Recruitment

Rules when compared to the previous Recruitment

Rules are as under :-

i) Earlier, recruitment of casual labourers in Group

D in test category in Subordinate offices was made

only when officials from non test category and Extra

Departmental Agents (Now Gramin Dak Sevaks) in

the Recruiting Division/Unit were not available. Now

25% of the vacancies which remain unfilled after

recruitment of non test category employees is given

to casual labourers for their absorption. The method

of recruitment for filling up the vacancies by Gramin

Dak Sevaks and Casual labourers is selection cum

seniority. (The detailed provision in this regard may

be seen in Column 11 of the revised Recruitment

Rules).

ii) For test category in Sub ordinate offices, 'Middle

School standard pass' is prescribed as essential

qualification for direct recruits instead of desirable

qualification of Primary School Standard pass

prescribed earlier.

iii) For promotion as Daftry Jamadar in Circle and

Administrative offices three years continuous

service as orderly/packer/peon is prescribed.

Earlier, no length of service is prescribed as

permanent or Quasi permanent orderlies, Packers

and Peons were eligible.

iv) Likewise, promotion as Daftry in Sub ordinate

offices, Three years continuous service in the grade of

peon etc. is prescribed. Earlier, no length of service

was prescribed as permanent or quasi permanent

peons were eligible.

v) As per para 6 of the Not i f icat ion of the

revised Recruitment Rules any person appointed

to the said post shall be liable to serve in the

Army Posta l Serv ice in Ind ia or abroad as

required.

(D.G.(P) No. 37-15/01-SPB.I, dt. 30-1-02)


14. REVISION OF RATES OF TRAINING ALLOWANCE PAID TO INDUCTION

TRAINEES SELECTED FOR INITIAL APPOINTMENT IN PA/SA

The office letter No. 13-12/87-Trg. dated 28-2-1990

whereby the rates of training allowance payable to

induction trainees selected for initial appointment in PA/

SA and allied cadres were last revised w.e.f. 1-3-90.

2. In consequence of acceptance of the

recommendations of the V Central Pay Commission,

the Pay Scale of Central Government employees

including that of Postal Assistants/Sorting Assistants

and allied cadres have since been revised upward.

3. In view of the above, the question of revision of

the rates of training allowance payable to the induction

trainees in PA/SA and allied cadres had been engaging

in employment of Government for sometime past.

Supersession of this office letter referred to above,

the President has been pleased to decide that the

outside candidates recruited for appointment to PA/SA

and allied cadres in the Department of Posts, shall

during the period of their induction training, be paid the

training allowance at the rates indicated hereunder with

effect from 1-9-1999.

Post for which recruited Monthly training

Allowance

All PA/SA and allied Rs. 2,800/- plus

clerical cadre in the proportionate DA

Scale of Rs. 4000-6000 as admissible from

time to time.

This issues with the concurrence of the Finance

Advice Postal vide their Dy. No. 456/FA/99, dated 21-

9-1999.

(DG(P) No. 1-10/09-Ed. & Trg., dt. 25-9-1999)

15. RATES OF FEES PAYABLE TO STATE GOVERNMENT MEDICAL OFFICERS

FOR MEDICAL EXAMINATION OF CANDIATES FOR APPOINTMENT TO

GROUP 'C' POSTS

I am directed to say that according to the

instructions contained in this office Letter No. 54/10/

61-SPB I dated 10-12-1965 the fees payable to a

Civil Surgeon/District. Medical Officers of equivalent

Status, for examination of a candidate for

appointment to a non gazetted post is Rs. 8/-. The

fees paid by a candidate to the State Government

Medical Officer is reimbursable after appointment.

It has been reported that some State

Governments have prescribed a higher fee for

examination by their civil surgeons or medical officers

of equivalent status and a doubt has arisen as to

whether the fees paid by a candidate is to be

reimbursed in full or whether only Rs. 8/- has to be

reimbursed to the candidate.

It is hereby clarified that where the State

Governments have prescribed a fee higher than Rs.

8/- the higher fee is to be reimbursed to the

candidates after their first appointment.

(D.G. P&T No. 54/2/81-SPB-I, dt. 19-2-1981)

16. DISTRIBUTION OF RESERVATION FOR PERSONS WITH DISABILITIES

AMONGST THREE CATEGORIES OF DISABILITIES- CLARIFICATION

According to the Persons with Disabilities (Equal

Opportunities, Protection of Rights and Full

Participation) Act, 1995 in every establishment not

less than 3% of vacancies in identified posts are

reserved for persons with disabilities of which 1%

each are served for persons suffering from (i)

blindness or low vision (ii) hearing impairment and

(iii) Locomotor disability or cerebral palsy.

2. There are some posts which have been

identified as suitable for being manned by persons

with one category of disability and not for persons

with other two categories of disabilities. It is hereby

clarified that in such posts reservation of 3% will be

provided for the persons with disability for whom it

has been identified as suitable. Likewise, if a post

is identified suitable for two categories of the

disabled and not for the third category, reservation

of 3% will be distributed between the two categories

of disabled for whom it has been identified suitable.

All efforts should, however, be made to ensure that

reservation is equally distributed between persons

with disabilities for whom the post has been

identified suitable.

(No. 36035/3/2001-ESTT(RES), dt. 30-1-2002)


5. SPECIAL PAY ALLOWANCES & PERSONAL CLAIMS

1. TRAVELLING ALLOWANCE

(I) ENTITLEMENT FOR TRAVEL ON TOUR W.E.F. 01-10-1997

(I) JOURNEY BY RAIL

Pay Range Normal Rajdhani Express Shatabdi Express Jan Shatabdi

Rs. 16,400 A/C First Class AC First Class Executive Class -----

and above

Rs. 8,000 - II AC 2 Tier Sleeper II AC 2-Tier Sleeper ----- -----

16,399

Rs. 6,500 - First Class / II AC -3 AC Chair Car AC Chair Car AC Chair Car

Rs. 7,999 Tier Sleeper / AC Chair Car

Rs. 4,100-Rs. First Class / II AC -3 AC Chair Car ------ ------

6,499 Tier Sleeper / AC Chair Car

Below Rs. 4,100 Second Sleeper AC Chair Car ----- ------

(II) JOURNEY BY ROAD (MILEAGE ALLOWANCE)

Pay Range (Rs.) Entitlements

16,400 and above AC Taxi / Ordinary Taxi / Authorickshaw / Scooter / any public bus including AC bus

8,000 - 16,399 Taxi / Autorickshaw / any public bus including AC bus but excluding AC Taxi

6,500 - 7,999 Taxi / Autorickshaw / any public bus excluding AC Taxi and AC bus

4,100 - 6,499 Autorickshaw / Own Scooter / Motor Cycle / Moped / any public bus except AC bus

Below 4,100 Autorickshaw / Own Scooter / Motor Cycle / Moped / Ordinary Public Bus

Sl. Pay Range A-1 Class Cities A Class Cities & B-1 Class cities Other localities

No. specially and expensive (Ordinary Rate)

expensive localities localities

Govt./Public Hotel Govt./Public Hotel Govt./Public Hotel Govt./Public Hotel

Sector Guest etc. Sector Guest etc. Sector Guest etc. Sector Guest etc.

House/Own House/Own House/Own House/Own

Arrangements Arrangements Arrangements Arrangements

1. Rs. 16,400

and above 260 650 210 525 170 425 135 335

2. Rs. 8,000 -

16,399 230 505 185 405 150 330 120 225

3. Rs. 6,500 -

7,999 200 380 160 305 130 250 105 200

4. Rs. 4,100 -

6,499 170 245 135 195 110 160 90 130

5. Below Rs.

4,100 105 125 85 100 70 85 55 65

6. Members of

Regional Council

Office Council,

JCM 200 380 160 305 105 200 105 200

7. Members of

National Council

JCM at any place 230 per day for own arrangement etc.505 per day for Hotel etc.

RATES OF DAILY ALLOWANCE


BASIS FOR CALCULATION OF DA :

i) D.A. is calculated on daily basis depending on the duration of absence on each day from Head quarters.

ii) The day is taken from midnight to midnight.

iii) the percentage of D.A. allowed on each day is

a) For absence not exceeding 6 hours - No DA.

b) For absence of more than 6 hours but not exceeding 12 hours - 70%.

c) For absence exceeding 12 hours -Full D.A. (i.e.) 100%

D.A. ON TOUR :

If the boarding and/or lodging is availed DA will be regularised.

i) for free boarding & lodging - 25% of ordinary rate

ii) For free boarding alone - 50% of ordinary rate.

iii) For free lodging alone - 75% of ordinary rate.

iv) For stay of office building - 75% of ordinary rate.

JOINING TIME(a) Joining time is admissible based upon the distance between the old and new stations as follows:

Distance between the old and new Normal cases Joining time admissible where

Headquarters there is continuous travel by road

for more than 200 km.

Upto 1,000 km 10 days 12 days

More than 1,000 km and upto 2,000 km 12 days 15 days

More than 2,000 km 15 days 15 days

N.B.: In case of air travel, the maximum joining time available is 12 days.

TRANSPORTATION OF PERSONAL EFFECTS

Pay Range Maximum weight entitlement by train Rate per km for transport by road

A-1/A/B-1 Class Cities Other cities

Rs. 16,400 and above Full four wheeler wagon or 6000 kg by

goods train, or one Double Container 30.00 18.00

Rs. 8,000-Rs. 16,999 Full four wheeler wagon, or 6000 kg by

goods train, or one Single Container 30.00 18.00

Rs. 6,500 - Rs. 7,999 3000 kg by goods train 15.00 9.00



Below Rs. 3,350 1000 kg by goods train 6.00 4.00

RATES OF OVERTIME ALLOWANCE FOR OPERATIVE STAFF

Emoluments OTA per hour (Rs.) for those with a duty of

(Pre-revised pay) 48 hours 44 hours 42 ½ hours

On Working On Other On Working On Other On Working On Other

Days Days Days Days Days Days

Upto Rs. 1200 7.95 10.60 8.65 11.50 8.95 11.45

Rs. 1201 to Rs. 1450 9.55 12.75 10.40 13.85 10.75 14.40

Rs. 1451 to 1700 11.35 15.15 12.35 16.50 12.80 17.10

Rs. 1701 to Rs. 1950 13.15 17.55 14.35 19.10 14.85 19.80

Rs. 1951 to Rs. 2200 14.95 19.95 16.30 21.70 16.90 22.50

Rs. 2201 and above 15.85 21.15 17.25 23.05 19.90 22.85


THE ENTITLEMENT FOR TRAVEL ON LTC BY RAIL, W.E.F.01-10-1998 IS AS BELOW

Basic Pay Range Entitlement

Ordinary Trains Rajdhani Express Shatabdi Express

Trains

1. Rs. 18,400 and above AC First Class by AC First Class Executive Class

train, at their option

2. Rs. 16,400 and above but

below Rs. 18,400 AC First Class AC First Class Executive Class

3. Rs. 8,000 and above but

below Rs. 16,400 II AC II - Tier sleeper II AC 2 - Tier Sleeper AC Chair Car

4. Rs. 4,100 and above but First Class / AC III - Tier AC 3 - Tier AC Chair Car

below Rs. 8,000 sleeper / AC Chair Car

5. Below Rs. 4,100 Second sleeper ---- -----

2. TRANSPORT ALLOWANCE W.E.F. 1-8-1997

Pay scale of the employee Rate of Transport Allowance

Per month (in Rupees)

'A'-1/'A' Class City Other Places

1. Employees drawing pay in the scale of pay of Rs. 8,000-

13,500 or above Rs. 800 Rs. 400

2. Employees drawing pay in the scale of pay of Rs. 6,500-

6,900 or above Rs. 400 Rs. 200

3. Employees drawing pay below the scale of Rs. 6,500-6,900 Rs. 100 Rs. 75

4. Casual labour with T.S. Rs. 100 Rs. 75

(Min. of Finance O.M. No. 21(1)/97/E II (B), dt. 3-10-97)

3. REVISED CLASSIFICATION OF EMPLOYEES IN PAY RANGES

In supersession of S.R. 17 and G.O.I., M.F., O.M.

No. 19030/5/86-E.IV dated the 24th November, 1986,

the groupings of pay ranges are revised as follows

with effect from 1-10-1997.

(i) Rs. 16,400 and above.

(ii) Rs. 8,000 and above but less than Rs. 16,400

(iii) Rs. 6,500 and above but less than Rs. 8,000

(iv) Rs. 4,100 and above but less than Rs. 6,500

(v) Below Rs. 4,100.

(MoF OM No. 10/2/98-IC, dt. 19030/2/97-E-IV, dt. 17-4-98)

4. WHEN THE GOVERNMENT SERVANT STAYS IN A HOTEL OR OTHER

ESTABLISHENT PROVIDING BOARDING AND/OR LODGING AT SCHEDULE TARIFF'S

Pay range Localities other than B-1 Class cities A Class Cities A-1 Class

those mentioned in and expensive and specially expensive cities

column 3, 4 and 5 localities* localities

(1) (2) (3) (4) (5)

Rs. Rs. Rs. Rs.

Rs. 16,400 and above 335 425 525 650Rs. 8,000 and abovebut less than Rs. 16,400 225 330 405 505Rs. 6,500 and above butless than Rs. 8,000 200 250 305 380Rs. 4,100 and above, butless than Rs. 6,500 130 160 195 245Below Rs. 4,100 65 85 100 125* As specified by Govt. from time to time.


5. GRANT OF OTA TO THE CLERKS WHEN REQUIRED TO ACT AS SPMS IN

THE ABSENCE OF REGULAR SPM ON LEAVE

Reference is invited to para 22 (2) of OTA orders

under which it has been provided that OTA is not

admissible to clerks when he is required to act as SPM

in the absence of the regular SPM i/c on leave, but he

is eligible to other benefits like HRA subject to the orders

in force.

A question has been raised whether the clerks

who act as SPM in the absence of regular SPM

I/C being on leave and have not been provided

with quarters and work on split duty for a period

of 8 hours would be entitled to OTA for extra

duty performed beyond their split duty of 7 hours

15 minutes. After careful consideration it has

been decided to allow them OTA for the excess

period of 45 minutes as a special case. These

orders will take effect from the date of issue of

the letter.

3. Para 22 (2) of OTA orders may be treated as

modified to the extent mentioned above.

4. This issues with the concurrence of P&T Finance

Vide their U.O. No. 3354 -Fa-III/78.

(DG P&T No. 31-47/78-PE-II dated 02-12-1978)

6. GRANT OF OVERTIME ALLOWANCES TO THE CLERKS WHEN REQUIRED

TO ACT AS SPMS IN THE ABSENCE OF REGULAR SPM ON LEAVE

Reference is invited to this office letter No. 31-

47/7 PE.I/PE.II dated 02-12-1978 under which

Overtime Allowance for the excess period of 45

minutes has been allowed to the clerks who are

required to act as SPM in the absence of regular

SPM in-charge being on leave and have not been

provided with quarters and work on split for a period

of 8 hours. To enable the Audit Office to exercise

non check about the fulfilment of these conditions in

cases of any other Allowance has been allowed for

the excess work period of 45 minutes, it is requested

that a certificate in the following form should

invariably be furnished in the Over Time Bills by all

concerned.

"Certified that the conditions prescribed in DG letter

No. 31-47/78-PE.I / PE.II dated 02-12-1978 have been

fulfilled in cases where Overtime Allowance has been

paid to the Clerks who act as SPM in the absence of a

regular SPM in-charge, being on leave and have not

been provided with quarters and work on split duty for a

period of 8 hours."

(DG No. 10-41/79-PE.II dated 11-04-1979)

7. GRANT OF OTA TO DEPARTMENTAL STAFF FOR CONVEYANCE OF CASH

It has come to notice that some Post Offices utilise

the services of Head Postman/Postmen & Group 'D'

officials for the conveyance of Cash between Post

Offices only at the last movement. Therefore the Head

Postmen/Postmen or Group D officials are prove to

claim DA or OTA for their duty beyond their working

hours. The Present TA/DA Rules do not allow earning

of DAs for an absence of less than 6 hours nor Rules

permit to draft Head Postmen/Postmen for outdoor

duties on O.T.A. basis.

Therefore the practice of utilising the services of

Head Postmen/Postmen/Group D officials for

conveyance of cash should be put an end to as far as

possible. Efforts should be taken to send maximum

cash in the cash bags and judiciously utilising the

services of Cash overseers who are specially intended

for this duty within their duty hours, without resorting to

O.T. duties.

[PMG, T.N. Circle No. APB/32-117/78dated 12-6-78]

I am directed to invite a reference to your

replies to this office letter of even number dated

17-05-85 on the above subject and to say that the

matter has been examined and it has been decided

that the unqualified officials who are posted to the

'Accounts Branch' of the Head Offices may be

given training while on the job for a fortnight. The

intention is that for a fortnight the newly appointed

official in the Accounts Branch may be made to do

all types of work of that Branch and his work should

be supervised by the Accountant concerned, with

a view to rectify the mistakes that are committed

by the official. In addition, the concerned official

or officials may also be given one hour's theoretical

training only for a fortnight by the Accountant, if

necessary by putting him on overtime duty. The

Heads of Circles should, however, fit in this training

during the normal working hours as the number of

officials to be trained with act, in any case be more

than one or two at a time in each head offices.

Necessary instructions in this regard may please

be issued to all concerned under intimation of this

office.

(DG P&T No. 31-3/65-PRP dated 31--12-66)

8. TRAINING OF CLERKS TO WORK IN ACCOUNTS BRANCH OF HOS


9. RESTRICTION ON NUMBER OF HOURS OF OTA ADMISSIBLE TO SORTING

POSTMEN/GROUP 'D' STAFF CALLED ON DUTY ON A POSTAL HOLIDAY

For bringing about intra-circle and inter-circle

uniformity in the number of hour of OTA admissible to

Sorting Postmen/Group 'D' staff, in similar categories

of offices, it has been found necessary to fix a ceiling

on the maximum number of Hours of OTA admissible

to Sorting Postmen/Group 'D' staff, when called to

perform duty on a postal holiday for ensuring that mails

are not detained for more than a day. Accordingly, it

has been decided that the maximum limit for grant of

OTA may be restricted to 3 hours, which will be

applicable to the larger offices. In some cases, for

smaller offices, the limit may be fixed taking into account

the quantum of mail involved. (but should not exceed

3 hours).

4. It may also be ensured that the minimum numbers

of staff for minimum number of hours are brought on

duty on such days in order to avoid unnecessary

additional expenditure. Other terms and conditions as

stipulated in this regard vide Directorate letter No. 9-25/

92-Cl, dated 10-9-1992 should be strictly adhered to.

5. These orders come into effect from 1-9-2002.

(DG (P) No. 10-7/2001-PE.II, dated 11-10-2002)

10. GRANT OF SPECIAL PAY FOR HANDLING / CUSTODY OF CASH

BY SUB POSTMASTERS

In pursuance of the Award delivered by the Board

of Arbitration in CA reference No. I of 1990, the

President is pleased to decided that the Sub-

Postmasters in single and double handed post offices

responsible for handling / custody of cash shall be

paid special pay at the following rates:-

Amount of cash handled on an average per day Special Pay (Rs. Per month)

Rs. 10,001 to Rs. 20,000 Rs. 20/-

Rs. 20,001 to Rs. 50,000 Rs. 25/-

Rs. 50,001 to Rs. 1,00,000 Rs. 30/-

Above Rs. 1,00,000 Rs. 35/-

2. The matter of determining the quantum of cash

handled by the Sub Postmaster single / double handed

post offices shall be the same as that laid down in the

Ministry of Finance O.M. No. FII (42)-E-III/62 dated

28-06-62 circulated for all Heads of Circles under this

office endorsement No. 14-43/61 P&A (P) dated 07-08-

62. In other words, the quantum of cash, handled will

be same as disbursed (for this purpose).

3. The monthly average cash divided by 24 will

determine the amount of cash handled on average per

day.

4. The expenditure involved would be debitable to the

head 3201 Postal Services B (2) (1) salaries and be met

from the sanctioned grant of the respective years.

5. This award shall take effect from 13th May 1989.

[DG (Posts) No. 6-4/80-PAP dated 27-02-92]

11. CASH HANDLING ALLOWANCE TO TREASURERS, ASST. TREASURERS-

REVISION OF RATES REGARDING:

This Office OM No. 6-16/86-PAP, dated 5-5-87

wherein the rates of Special Pay to Treasurers and

Asst. Treasurers in Post Office were communicated.

It has now been decided in consultation with Ministry

of Finance to enhance the rates of Cash Handling

Allowance as under:-

Amount of average Rates of Cash Handling

Monthly cash handled Allowance

Upto Rs. 2 lacs Rs. 120

Above Rs. 2 lacs Rs. 160

2. The rates are applicable to posts of Treasurers/

Asst. Treasurers in Post Offices. Officials posted

against these posts only will be eligible for the same.

It may be ensured that BCR officials are not posted

against posts of Treasurers and Asst. Treasurers. In

case such officials are posted inspite of these

directions they will not be eligible for Cash Handling

Allowance.

3. These enhanced rates of Special pay will be

payable with effect from 1-8-97.

4. All other provisions as stipulated in Para 2 of

Dept. of Personnel and Training OM No.6-31/86 shall

also be applicable to Treasurers and Asst. Treasurers

working in Post Offices.

5. This issues with the concurrence of the Finance

Advice vide their Dy. No. 496/FA/99, dated

15-10-99.

(DG (P) No. 6-1/99-PAP, dated 28-10-1999)


12. SPECIAL PAY TO POSTAL CANDIDATES WHO HAVE QUALIFIED THE

JAO EXAMINATION AND AWAITING PROMOTION

The demand for the grant of special pay to the

candidates who qualify in the department examination

for promotion of Junior Accounts Officer cadre and

awaiting promotion was under examination for some

time past. The matter was considered by the Group of

Ministers, constituted by the Hon'ble Prime Minister to

consider the various demands raised by the three

Postal federations and to examine the Pay Commission

related matters. Ministry of Personnel, Public

Grievance and Pension has now conveyed the decision

of Group of Ministers to grant Special Pay to candidates

who qualify in the departmental examinations for

promotion to the grade of Junior Accounts Officer and

are awaiting promotion and continue to be in the time

scale of the existing post with rates of special pay being

same as applicable to similarly placed persons in other

organised Accounts Departments which is currently Rs.

80 per month for the first year of waiting and Rs. 140

per month thereafter. These orders will take effect from

the date of issue of this order. This issues with the

concurrence of Integrated Finance Wing vide their Dy.

No. 49/PA/2001 dated 2-2-2001.

(Dept. of Posts, O.M. No. 8(2)/99-PA Admin. 1/606

to 646 dated 2-2-2001)

13. SPECIAL PAY GRANTED TO JAO EXAMINATION QUALIFIED CANDIDATES

The matter regarding retention of Special Pay

(now Special Allowance) granted to JAO examination

qualified candidates on placement in the scale of JAO

under ACP Scheme and counting of Special Pay

(now Special Allowance) for fixation of pay on

promotion to JAO cadre was under consideration in

consultation with D.O. P&T vide its UO No. 296/

US(Estt.)/06 dated 28-6-2006 has clarified that since

the higher pay scale has been allowed by way of

ACP, there is no question of retention of special pay/

special allowance. In such cases the special pay/

Special Allowance drawn in lieu of higher pay scale

may be taken into account for fixing pay under ACP

as clarified against point of doubt No. 18.

(D.G.(P) No. 6(1)/2004/PA-Admn.I/501 to 544, dt. 29-10-2006)

14. PROMPT SETTLEMENT OF PERSONAL PROBLEMS OF THE EMPLOYEES

In the course of discussions at JCM (Departmental

Council) the staff side complained of excessive delay

in the settlement of personal cases of employees and

consequent hardship to them. In this respect

instructions have been issued from time to time, to give

adequate attention to these cases so that the staff do

not disgruntle / due to delaying settlement. Expeditious

disposal of personal claims like increments, efficiency

bar, pay fixation, promotion, drawal of leave salary and

other allowances is necessary for ensuring cordial

employer -- employee relationship which has a part to

play in the improvement of operational efficiency. It is

therefore requested that all concerned at various levels

are suitably instructed to keep this in view in the larger

larger interest of the Department.

The staff side also stated that sometimes officials

are kept under suspension for a long time without

charge sheets being eventuated. Secretary (C) has

ordered that effects should be made to issue charge

sheet in a month's time except in cases where police

complaints are involved.

(DG's letter No. 140/4/80-SPB.II dated 07/01-81)

15. GRANT OF SPLIT DUTY ALLOWANCE

Refer to this Directorate's letter No. 8-66/78 PE-II

(Vol.III) dt. 22-5-1990 and letter No. 6-66/78-PE. II/Vol.

IV, dated 17-6-93 on the subject noted above.

2. The question of continuance of payment of Split

Duty Allowance to Group 'C' and Group 'D' employees

of the Department of Posts who are placed on Split

Duty has been examined in this Directorate and it has

been decided to grant them Split Duty Allowance

subject to the fulfilment of the following conditions as

laid down in this office letter of even number dt. 22-5-

90 and 17-7-93.

(i) The break between the two spells is not less than

two hours.

(ii The Split Duty Allowance will be admissible only

for the actual period for which an official on Split Duty,

once he is placed on continuous duty he will forfeit the

right to draw Split Duty Allowance.

(iii) The Split Duty Allowance will not be admissible

for the period an official is on leave and training etc.

(iv) The official is residing beyond 5 kms. from his duty

place.

3. These orders will be effective for the period of three

years from 1-7-1996 to 30-6-1999.

4. This issues with the concurrence of the Finance

Advice (Postal) vide their Dy. No. 713/FA/79 dated

5-3-97.


16. FIXED MONETARY COMPENSATION OF POSTMEN STAFF

Reference para 25(i) (ii) of O.T.A. orders issued

in DOP office letter No. 10-1/64-PE dated 12th

February, 1964 embodied in Director General's

circular No. 33 of 25-2-64 as further modified in DOP

office letter No. 10-18/73-Pt.II, dt. 30-11-79, No. 10-

41/80/PE II dated 19-2-1983 and No. 10/23/87-PE II

dated 1-9-89 and 10-3-92 regarding monetary

compensation to Postmen staff for performing duties

of absentee Postmen on holidays.

The question of revising the rates of

compensation as set forth above has been under

consideration of the Government for sometime. The

President is pleased to revise the rates of

compensation as under:

Existing Revised

Rate Rate

(a) When one postman Rs. 18/- Rs. 24/-

performs duty of

an absentee

(b) When two postmen Rs. 12/- Rs. 12/-

perform duty of (Per (Per

an absence Postmen) Postmen)

(c) Holiday monetary Rs. 25/- Rs. 36/-

compensation.

3. Consequent on the above decision para 25(i) as

embodied in O.T.A. order referred to above will stand

amended as follows:

Para 26(i): "Ordinarily Postmen will not be paid

any OTA on working day, but in case where the work

of an absentee Postmen is divided between two

Postmen, each would be paid compensation at the

rate of Rupee 12/- per day and where the entire

additional work is performed by a single Postmen,

compensation will be paid at the rate of Rupees 24/-

per day. As far as possible, it should be ensured that

the work of an absentee Postman is entrusted to single

Postman".

Para 26(ii): "The Postman required to perform

delivery work on holiday will be granted monetary

compensation at the flat rate Rupees 36/- (now 43/)

per holiday for duty performed on a Postal Holiday on

which there are either usual deliveries or restricted

deliveries of letters no amount would be payable on

the three National Holidays as there will be no delivery

on National Holidays".

4. These orders take effect from 16-12-93.

5. This issues with the concurrence of Finance

Advice, Postal vide their Diary No. 5229/FA/93 dated

20-12-93.

(Dept. of Posts No. 10-23/87-PE-II,dated 21-12-93)

17. ADMISSIBILITY TO HOME TOWN EVERY YEAR TO UNMARRIED CENTRAL

GOVT. EMPLOYEES HAVING DEPENDENTS LIVING IN HOME TOWN

It has been decided that the unmarried Central

Govt. employees who have left their wholly dependent

parents, sisters and minor brothers at their home

town may also be given the benefit of LTC to visit

their home town every year. This concession will be

in lieu of all other LTC facilities admissible to the Govt.

servant himself and the aforesaid parents, sisters

and minor brothers.

(MoP, PG & Pension (DOP) OM No. 31011/17/85-Estt.(A), dt. 3-4-86)

18. FORFEITURE OF THE LTC CLAIM AFTER THE EXPIRY OF THE EXPIRY

OF THE STIPULATED PERIOD

It has been decided that in cases where no

travel advance had been drawn, the period within

which a Govt. Servant should submit his claim on

complet ion of the return journey should be

reduced f rom one year to th ree months .

Accordingly, the right of a Govt. servant for

reimbursement of his leave Travel Concession

claim, where no advance was drawn by him shall

stand forfei ted or be deemed to have been

relinquished if the claim is not preferred within

three months of the date of completion of the

return journey. In case where advance has been

drawn towards LTC the final bill will have to be

preferred within one month of the completion of

return journey. If that is not done, the authority

which sanctioned the advance should enforce

lum-sum recovery of advance forthwith, and one

such recovery is made, it should be taken as if

no advance had been drawn and the c la im

allowed to be preferred within a period of three

months, failing which it shall stand forfeited in

terms of these orders.

(MOP PG & Pensions (DOP & Trg) OM No. 31011/

28/86-Estt (A) dated 26-3-87)


19. LTC FACILITIES TO THE FAMILY MEMBERS NOT RESIDING WITH GOVT.

SERVANT- CLARIFCIATION REGARDING

It has been decided that in cases where the Govt.

servant has left his/her spouse and the dependent

Children at place other than his/her Head Quarter,

he may be allowed LTC in respect of them from the

place of their residence to home town in a block of 2

years or any place in India in a block of 4 years, as

the case may be, but the reimbursement should in

no case exceed the actual distance travelled by the

family or the distance between the headquarters/

place of posting of Govt. servant and the place

visited/home town, whichever is less. In case of other

members falling within the definition of 'Family' the

existing conditions and restrictions will continue to

be in force.

(MOP & PG (DOP & Trg) OM No. 310/11/14/86-Estt.(A), dt. 8-5-87)

20. LTC - TRAVEL BY STATE TOURISM BUSES - CLARIFICATION - REG.

It is clarified that the journeys by the Chartered

buses shall be admissible for LTC, only in these cases

where the town is wholly operated and conducted by

the ITDC/State Tourism Development Corporations,

either by their own buses or buses taken on hire from

outside. It should, however be clearly certified by the

LTDC/State Tourism Development Corporation

concerned that the tour was actually conducted/

operated by them and not by any Private Party/Person.

(MOP P&T & Pen. OM No. 31011/9/86-Estt.(A), dt. 17-8-87)

21. LTC- DENIAL OF LTC TO GOVT. SERVANTS FOUND GUILTY OF

MISUSE OF THE FACILITY.

It has therefore been decided that whenever a case

of fraudulent claim of LTC comes to notice and the

competent disciplinary authority arrives at a conclusion

that there is a Prima facia case of initiating disciplinary

proceedings against the Govt. servant for this

Monconduct, the claim for the LTC should be withheld

and he should not be allowed this facility till finalisation

of the proceedings.

2. If the Govt. servant is fully cleared of the charges

of misuse of LTC, he will be allowed to avail of the LTC

withheld earlier as additional set(s) of the LTC in future

Block of years but before his normal date of super

annuation. In such a situation, the provisions relating

to lapsing of LTC facility not availed of within the first

year of the next block will not apply.

3. If, however, the Govt. servant is not fully cleared

of the charges of misuse of the LTC, he shall not be

allowed the next two sets of LTC in addition to the

set(s) of the LTC already withheld. If the nature of

the misuse is grave, the competent authority may

disal low more than two sets of LTC. Such

disallowance shall be without prejudice to the

punishment, for any proved misconduct in the

disciplinary proceedings.

(MOP & PG & Pensions (DOP) OM No. 31011/110/

86-Estt.(A, dt. 8-10-87)

22. DISABILITY UNDER FR 17 (A) - RELATING TO LTC - CLARIFICATION

It is seen that those who had already availed their

LTC before participation in the strike were naturally

not subject to any disability. In the circumstances it

would be unfair to those who participated in the strike

and were prevented from availing the facility for one

year upto May, 1990 and yet are not allowed to avail

the facility during the extended period of the block.

It has therefore been decided that there need

not be any embargo on officials whom FR 17A has

been invoked in availing Leave Travel Concession

during the extended period upto 31-12-90 provided

the minimum period of one year has elapsed and

provided further that the have put in a minimum

period of continuous service as required under LTC

Rules.

(DG No. 20-15/90-PAP, dt. 26-11-90)

23. IMPOSING OF PENAL INTEREST ON UNUTILISED BALANCE OF TA/LTC ADVANCE

The refund of advance arises as a result of

change of programme, proceeding on short leave,

lack of hotel facility, non availability of class of rail/

hotel accommodation and the excess drawal of

advance is beyond the control of Govt. servant.

Hence it is clarified that it is for the administrative

authority to satisfy itself, whether to charge penal

interest or not in such cases.

(C & AG No. 786- Audit I/85-90 III (154)

dt, 7-12-90)


24. GRANT OF OTA TO THE CLERKS WHEN REQUIRED TO ACT AS SPMS

IN THE ABSENCE OF REGULAR SPMS ON LEAVEThere is no objection to the grant of OTA

for 45 minutes to the clerk who is officiating

as LSG SPM and getting LSG Pay where he

officiates in the leave vacancy of regular LSG

SPM provided he performs split duty beyond 7

hours 15 minutes and has not been provided

with quarters.

(DG P&T No. 10-11/79-PE II, dt. 4-5-79)

25. CLAIM OF OTA IN LIEU OF HIGHER PAY

It has been decided that the officiating SPM

working against leave vacancy of regular SPM may

be granted OTA @45 minutes per day provided that

no charge allowance is given and the period of

arrangement does not exceed 30 (Thirty) days. It has

further been decided that the OTA may be admissible

to the officiating SPM when the regular SPM incharge

is on any kind of leave such as EL/HPL/Com. Leave/

EXOL/Casual Leave.

(DG (P) No.10-29/84-PE-II, dt. 15-3-85)

26. GRANT OF OTA - CLARIFICATIONS

Doubts have been raised in certain quarters

whether OTA or compensatory off should be granted

to the staff of operative offices for extra work done

by them. In operative offices, there are occasions

due to absentism or due to heavy work, when the

work cannot be finished during the normal working

hours and in the interest of service, staff have to be

deployed on duty outside the normal working hours

for completing the unfinished work.

It is hereby clarified that in such cases in the

interest of clearance of work which cannot be

postponed to the next day OTA may be paid under

the existing conditions applicable to operative offices.

(DG (P) No.10-37/86-PE-II, dt. 29-9-87)

27. GRANT OF OTA - CLARIFICATIONS

It has been brought to the notice of this office

that in some operative offices of the Dept.

Compensatory leave is granted to the staff detained

beyond duty hours and not granted overtime. It is

therefore, again clarified that when, under

inescapable circumstances operative staff is put on

duty outside the working hours to deal with the work

which can not be postponed to the next day in the

interest of service, payment of overtime allowance

may be regulated in the light of instructions contained

in this office letter of even No. dt. 29-9-87.

It is also clarified that the skeleton staff specially

ordered to perform duty on Postal/National holiday

for the work connected with these holidays in

operative offices may be granted OTA and provision

of Rule 20 of OTA Rules as amended from time to

time.

(DG (P) No. 10-37/86-PE-II, dt. 29-3-88)

28. GRANT OF OTA TO ASPM WHEN REQUIRED TO WORK AS HSG-II SPM

The orders for grant of 45 minutes OTA will be applicable to ASPM also who officiates as HSG II Sub PM,

provided the terms and conditions as laid down in the letter dated 2-12-78 are fulfilled.

(DG (P) No. 10-30/87-PE-II, dt. 15-2-88)

29. CLARIFICATION ON OTA TO GROUP 'D' STAFF

It has been decided that the first preference in

such short term arrangements against Group D posts

should be given to ED Agents and Group D

employees may be brought on over time duty only,

when ED Agents are not readily available.

(D.G.(P) NO. 17-498/90-ED & Trg., dt. 11-7-91)

30. GRANT OF COMPENSATORY OFF/OTA WHERE POSTAL HOLIDAYS

FALLS ON FIXED OFFS ON SUNDAYS/WEEKLY OFFS

I am directed to refer your letter No. NKB/STA-

2/513, dt. 9-9-92 on the subject mentioned above

and to say that Para 2 of this office letter of even

number dated 20-9-89 may be read as follows :

"In view of the above it is requested that the orders

already issued in the matter vide this Directorate letter

No. 10-98/83-PE II dated 20-3-85 and the clarifications

issued vide this office letter of even number dated 3-

7-87 should be followed in the matter."

(DG (P) No. 10-24/86-PE-II (Pt.), dt. 9-11-92)


31. REIMBURSEMENT OF LTC CLAIM TO BE RESTRICTED TO THE ACTUAL

FARE INCURRED BY LONGER ROUTE OR THE FARE BY THE ENTITLED CLASS

BY SHORTEST DIRECT ROUTE, WHICHEVER IS LESS

The provisions that the LTC claim for a Govt.

Servant who has travelled by a longer route is to be

restricted to the actual fare paid by him or the fare of

the entitled class had he travelled by shortest direct

route, whichever is less, shall be equally applicable

both to the journeys to home town as well as any

place in India.

(M.F. (DOR) No. A-27023/14/89, dt. 25-10-89)

32. ADMISSIBILITY OF LTC WHEN BOTH HUSBAND AND WIFE ARE GOVT.

SERVANTS AND ARE RESIDING TOGETHER

It has been decided that where husband and

wife both are Govt. servants, they could, at their

option, choose to declare separate home town

and both of them may claim the concession

separately under the normal provisions of CCS

(LTC) Rules in respect of the members of their

respective families subject to the conditions that

if husband or wife avails the facility as a member

of the family of the other, he or she will not be

entitled for claiming the concession for self

independently. Similarly, the children shall be

eligible for the benefit in one particular block as

members of the family of one of the parents only.

All other conditions for admissibility of the LTC

shall continue to be applicable as per normal

provisions of the scheme.

(MOP, PG & Pensions (DOP) No. 31011/8/89-

Estt.(A), dt. 8-5-90)

33. SOME MEMBERS CAN VISIT 'HOME TOWN' WHILE OTHER FAMILY MEMBERS

MAY AVAIL 'ANY PLACE IN INDIA' IN THE SAME TWO YEAR BLOCK LTC

Since the LTC facility can be availed by the

Govt. Servant and various members of his family

in separate batches there may not be any

objections in allowing home town LTC and the LTC

to any place in India to different members of the

family in respect of the same block of years

provided such concession is otherwise

admissible.

(Dept. of Per & Trg. U.O. No. 1138/89-EST(A),dt. 11-5-89)

34. LTC BY PRIVATE AIRLINES

Government employees may also travel by air including private airlines, but the reimbursement shall be

limited to the rail fare of the entitled class on production of air ticket or boarding pass.

(DoP&T OM No. 31011/2/2006-Estt. (A) dated 24-04-06)

35. LEAVE ENCASHMENT DURING LTC

Leave encashment for 10 days earned leave

can be availed at the time of LTC, subject to

following conditions:

(a) the total leave so encashed during the entire

career shall not exceed 60 days in the aggregate.

(b) earned leave of atlest an equivalent duration is

also availed of simultaneously;

(c) a balance of atleast 30 days of EL is still available

to his credit, after availing leave and leave

encashment; and

(d) the period of leave encashed shall be deducted

from the quantum of leave that can be encashed at

the time of superannuation.

(DOP&T No. 13026/1/99-Estt. (L) dated 18-04-2002)

36. LTC - FAMILY CLARIFICATION

The restriction of two surviving children in the definition of the family for eligibility condition for LTC shall

not apply in respect of children existing as on 20-10-97 and child born within one year from 20-10-97 and also

in case of multiple births after one child.

(DOP&T OM No. 31011/7/97-Estt. (A) dated 28-07-98)


40. PROPORTIONATE MILEAGE ALLOWANCE WHEN JOURNEY ON TOUR IS

PERFORMED BY LONGER ROUTE BY RAIL PARTLY BY LOWER CLASS

AND PARTLY BY THE ENTITLED CLASS

It is clarified that the claim of the officer shall be

regulated on proportionate basis, by caclulating

mileage allowance for different modes/classes by the

shortest route in the ratio of distance covered by the

such modes/classes by the longer (actually used)

route.

(C & AG No. 787 -Audit I/106-86-Vol II (155),

dt. 10-12-90)

41. LTC TO HANDICAPPED EMPLOYEES

It has been decided that LTC facility could be allowed

for an escort who accompanies a handicapped Govt.

servant on the journey subject to the following conditions:

i) Prior approval is obtained on each occasion.

ii) The nature of physical disability is such as to

necessitate on escort.

iii) The Physically Handicapped Govt. servant does

not have an adult family member.

iv) Any other person who is entitled to LTC does not

accompany.

(Dept. of Per. & Trg. OM No. 31011/4/91-Estt(A),

dt. 9-7-91)

42. REGULATION OF LTC CLAIM IF THE RAIL JOURNEY IS PERFORMED BY A

LONGER ROUTE AND BY DIFFERENT CLASSES

The general principle for regulating LTC claim of

a Govt. servant who performs journeys by a longer

route (which is not the cheapest) in different classes

of accommodation, continue to be regulated on

proportionate basis, in accordance with the provisions

of OM No. 43/10/58-Estt(A) dt. 11-4-58.

Note : As per the existing orders said above, the

proportionate fares for the classes actually travelled

should be reimbursed. It is only in cases where part

of the journey is performed by bus the actual

expenses limited to the rail fare for the entitled class

by the shortest route are admissible.

(Dept. of Per. & Trg. No. 31011/5/90-Estt. (A),

dt. 1-1-92)

37. LTC ADVANCE

90% fare can be availed as advance. The

advance can be drawn for both forward and return

journey in case the absence of Govt. Servant will

not be more than 90 days. If the absence will be

more than 90 days, advance of outward journey

only will be admissible. Particulars of tickets should

be furnished within 10 days of the drawal of the

advance.

38. A SUBMISSION OF LTC CLAIM

LTC claim should be preferred within three

months from the date of completion of return

journey. However, if advance is availed the

claim should be submitted within a month from

the date of completion of return journey failing

which the advance paid will be recovered in

one lump sum with penal interest without

prejudice to his claim treating such claim as

o n e f o r w h i c h n o a d v a n c e h a s b e e n

sanct ioned. I f the above t ime l imit is not

adhered to, the Govt. Servant's right for the

claim shall stand forfeited.

39. AVAITING LTC ON HOLIDAYS

Availing of LTC during Saturday (Administrative office) and holidays alone not allowed. Journey

during the week and holidays without any leave is not entitled to LTC. But LTC can be availed

during Casual Leave.


43. GRANT OF FIXED MEDICAL ALLOWANCE TO THE STAFF WORKING

IN THE INTERIOR UNDER CS (MA) RULES, 1944

On a representation made by the M.E.S.

Employees Union, Mumbai for enhancement of Fixed

Medical Allowances, the Government have decided

to enhance the fixed medical allowance from Rs.

25/- p.m. to Rs. 100/- (Rupees One Hundred Only)

per month as recommended by the 5th Central Pay

Commission for the employees working in the interior

/ remote localities where no Authorities Medical

Attendant is available within a radius of 5 kms. on the

conditions that:-

(i) The Head of the Department should obtain a

Certificate from an appropriate District Authority that

there is no State Government / Local Body Hospital /

Dispensary available within a radius of 5 kms. and also

there is no qualified private medical practitioners

available and, if available, he is not willing to be

appointed as Authorised Medical Attendant.

(ii) The position will be reviewed every three years and

a fresh certificate is to be obtained by the Head of the

Department.

3. This issues with the concurrence of the Ministry of

Finance (Department of Expenditure) vide their U.O.

No. 1199/EV/99 dated 01-01-1999.

(O.M. No. 14025/33/98-MS of Min. of Health & FW)

44. DELEGATION OF POWERS TO CONDONE DELAY IN

SUBMISSION OF MEDICAL CLAIMS

i) Heads of Circles are delegated to condone

the delay in respect of claims beyond a period of

3 months and the amount should not exceed Rs.

500/-

ii) Only the bills delayed for more than six months

should be referred.

iii) Free to reject medical claims when not convinced

of the reasons for delay in the submission of the claim

after giving reasonable opportunity to the employees.

iv) Cases not covered by the aforesaid guidelines and

cases presenting special features will be referred to

P&T Directorate with recommendations of Head of

Circle Office order contained in DG P&T Memo No.

32/1/70-PAP/Cell (V) dated 5-5-70 will continue to

remain inforce.

(DG P&T No. 30/2/81/PAP(Pt.), dt. 25-3-82)

45. PAYMENT ON ONE TIME BASIS TOWARDS CGHS CONTRIBUTION

BY PENSIONERS

It has now been decided that pensioners can opt

for making one time payment towards CGHS

contribution. The amount to be paid will be 10 times

the annual contribution payable at the time of retirement

and a permanent CGHS Card will be issued.

In respect of those beneficiaries who have already

retired, the lump sum amount will be worked out on a pro

rata basis assuming average life expectancy of 68 years.

(MoH & FW NO. S-11011/C/91-CGHS(P),

dt. 17-10-91)

46. ENTITLEMENT OF TA/DA TO THE PATIENTS

Patients (Govt. Servants or dependants) and

attendants (Recommended by the Doctor) are

entitled to TA/DA for journeys performed for medical

attendance/treatment.

(MoH & FW No. S-14025/24/91-MS,

dt. 6-11-92)

47. MEDICAL ADVANCE - REVISED INSTRUCTIONS

It has been decided to delegate the powers to

Heads of Offices for sanction of Medical Advance

subject to the following conditions:

i) The amount of advance is limited to the ceiling

provided in this Ministry's OM No. S-11016/1/92-CGHS

(P) dated 29-10-92. (i.e.) 80% of the estimate submitted

by the Govt./Private recognised hospital.

ii) Medical advance is admissible to all Central

Govt. employees irrespective of any pay limit subject

to other conditions.

iii) Advance is allowed only in cases of estimate

submitted from the Govt. hospital or from a Private

hospital recognised for such treatment. The amount of

advance in cases where estimate is submitted from a

private recognised hospital should be calculated on the

basis of the rates approved for such treatments/

diagnosis/examination.

iv) The advance is paid directly to the hospital


concerned on receipt of an estimate from the treating

physician/Medical Superintendent of the hospital.

v) For settlement of advance, the employees may be

required to submit the adjustment bills within a period

of one month from the date of his discharge from the

hospital. In case the entire advance has not been

utilised for the treatment of the patient, the Head of

Office concerned will correspondent with the hospital

for refund of the unutilised balance of Medical advance.

The orders will come into force with immediate

effect.

(DG (P) No. 30-1/94-PAP, dt. 24-1-94)

48. REIMBURSEMENT OF MEDICAL CLAIM FOR TREATMENT TAKING IN

PRIVATE HOSPITAL IN EMERGENT CASES- CLARIFICATION

The Chief PMGs are the head of Department for all intent purpose and as such it is clarified that in future

all such cases of medical treatment in a Private hospital in emergency should be decided with the personal

approved of the Heads of the Circles. (i.e. Chief Postmaster General).

(DG (P) No. 31-24/93-PAP, dt. 25-1-94)

49. 'FIXED MONETARY COMPENSATION' TO POSTMAN FOR EFFECTING

DELIVERIES ON SECOND DAY OF THREE CONSECUTIVE HOLIDAYS

A number of references have been received from

the Unions/Federations requesting for upward

revision of FMC admissible to Postman staff for

effecting deliveries on second day of three

consecutive holidays.

2. The issue has been examined and it has been

decided to enhance the 'Fixed Monetary

Compensation' admissible to Postmen staff from the

existing Rs. 36 per day to Rs. 43 per day.

3. These orders come into effect from 1-9-2002.

4. This issues with the concurrence of IFA vide their

Dy. No. 393/FA/2002, dated 27-8-2002.

(Dept. of Posts, No. 10-7/2001-PE.II

dated 4-9-2002)

50. CCA/HRA RAISED RATES W.E.F. 1-8-1997

(i) Compensatory (City) Allowance :

Pay Range (Basic Pay) Amount of CCA in class cites

(Rs. per month)

A-1 A B-1 B-2

(1) (2) (3) (4) (5)

Below Rs. 3,000 p.m. 90 65 45 25

Rs. 3,000 p.m. to Rs. 4,499 p.m. 125 95 65 35

Rs. 4,500 pm. to Rs. 5,999 p.m. 200 150 100 65

Rs. 6,000 p.m. and abvoe 300 240 180 120

(ii) House Rent Allowances :

Classification of cities/towns Rates of House Rent Allowance

A-1 30% of actual basic pay drawn

A

B-1 15% of actual basic pay drawn

B-2

C 7.5% of actual basic pay drawn

Unclassified 5% of actual basic pay drawn

N.B.: These orders shall be effective from 1-8-1997. For the period from 1-1-1996 to 31-7-1997, the above

allowance will be drawn at the existing rates on the notional pay in the pre-revised scale.

(Min. of Finace O.M. No. 2(3)/97-E.II(B), dated 3-10-1997)


51. GRANT OF CONVEYANCE ALLOWANCE TO BLIND AND ORTHOPAEDICALLY

HANDICAPPED CENTRAL GOVERNMENT EMPLOYEES

I am directed to forward a copy of O.M. No. 19029/

1/78-EIV(B), dt. 16-7-1980 of the Ministry of Finance

(Department of Expenditure), New Delhi on the above

subject for information, guidance and necessary action.

That Ministry's O.M. No. 19029/1/78-E. IV (B) dated

31-8-78 and 19029/1/77-E IB dated 3-12-1979 was

forwarded to all Heads of Circles etc. under this office

letter No. 18-10/78-PAP dated 5-12-1978, 18-1-1979

PAP, dated 25-1-1980.

Copy of O.M. No. 19029/(1)/78-EIV (B) dated the

16th July, 1980 from Government of India, Ministry

of Finance (Deptt. of Expenditure) New Delhi,

addressed to all Ministries/Departments of the

Government of India, etc.


Ministry's Office Memorandum No 19029/1/78-EIV (B)

dated the 31st Aug. 1975 read with O.M. of the same

number dated the December, 1979 on the above

subject and to state that a question has been raised

as to the date from which orthopaedically handicapped

employees who were in service on 3-12-1979 and who

fulfilled the prescribed conditions on that date should

be granted conveyance allowance. It is clarified that

in such cases the allowance may be granted w.e.f. 3-

12-1979.

(D.G.(P) No. 18/8/80-PAP, dt. 6-2-1981)

52. GRANT OF SPLIT DUTY FOR TWO HOURS BREAKIt has been decided to modify the condition of

more than two hours duration specified in condition

(i) of order dt. 22-5-90 by 'not more than two hours'

with effect from 1-7-93. The implication of this

modification is that even employees having a break

in duty of exactly two hours will be now entitled to

Split Duty allowance, if they fulfil other prescribed

condition. These orders will be effective for a period

of three years from 1-7-93.

(DG (P) No. 6-66/78-PE-II, dt. 17-6-93)

53. GRANT OF SPLIT DUTY ALLOWANCE - CLARIFICATIONS

2. Regarding postmen staff, normally the duty hours

of Postmen are continuous i.e. 08-00 hrs. - 16.00 hrs.

or 09.00- 17.00 hrs. and as such they are not entitled

to split duty allowance.

3. PRIs too are not to be paid Split duty allowance.

(DG (P) 6-66/78-PE-II (Vol. III), dt. 22-5-90)

1. (i) Split duty is possible only to operative offices.

Split duty allowance is not admissible to the staff of

administrative offices.

(ii) Split duty allowance is paid on monthly basis

excluding the period for Sundays and holidays does

not arise.

54. SPLIT DUTY ALLOWANCE - CLARIFICATIONS

Split duty allowance is admissible only to Group

C and Group D employees (including LR Staff of

these categories). It is not admissible to EDAs and

Outsiders who work as substitutes in the leave

vacancies of Postmen/Group D.

(Chief PMG No. ESB/125-2/90, Dt. 30-9-91

55. GRANT OF SAVINGS BANK ALLOWANCE TO POSTAL ASSISTANTS

Reference is invited to Directorate's letter of even

number dated 27-4-1989 (SB order No. 26/89) on the

subject cited above.

2. Para 7 thereof be amended by adding the

words 'or above' after the word 'LSG' in first line

and 'and/or Biennial Cadre Review Schemes(s)'

after 'TBOP' appearing in second line to read as

follows:

Para 7 - The Postal Assistants promoted to LSG

or above as a result of the operation of the TBOP and/

or Biennial Cadre Review Scheme(s) will also be

entitled to the SB allowance subject to the various

conditions being fulfilled like other Postal Assistants.

However, no official drawing supervisory allowance will

be entitled to SB allowance.

(DG (P) No. 2-3/86-SB dated 4-1-2000)

56. REVISION IN THE RATE OF CYCLE (MAINTANCE) ALLOWANCE

(1) The question of upward revisions of cycle

maintenance allowance has been under consideration

for some time in the past. The issue was also raised by

the Staff Side of the National Council of the (JCM).

The rate of cycle maintenance allowance was last

revised vide this Ministry's O.M. No. 19030/5/86-E.IV

dated 3rd August, 1987 to Rs. 20/- per month with effect

from 1-1-1986.

(2) In the context of the demand raised by the staff side,

the matter has been further considered and the President


is pleased to revise the rate of cycle maintenance

allowance from Rs. 20/- to Rs. 30/- per month.

(3) In their application to the Staff serving in Indian

Audit and Accounts Department, these orders issue

after consultation with the Comptroller and Auditor

General of India.

(4) These orders will take effect from the date of issue.

(D.G.(P) No. 19050/4/92/E.IV, dt. 29-6-1993)

57. TBOP/BCR OFFICIALS ENTITLED FOR SAVINGS BANK ALLOWACE

Reference is invited to Directorate's letter of even

number dated 27-4-1989 (SB order No. 26/89) on

the subject cited above.

2. Para 7 thereof be amended by adding the words

'or above' after the word 'LSG' in first line and 'and/or

Biennial Cadre Review Scheme(s)' after 'TBOP'

appearing in second line to read as follows:-

Para 7 - The Postal Assistants promoted to

LSG or above as a result of the operation of the

TBOP and/or Biennial Cadre Review Scheme(s)

will also be entitled to the SB allowance subject to

the various conditions being fulfilled like other

Postal Assistants. however, no official drawing

supervisory allowance will be entitled to SB

allowance.

(DG (P) No. 2-3/86-SB dated 4-1-2000)

58. ENHANCEMENT OF SAVING BANK INCENTIVE TO POSTAL ASSISTANTS

WORKING IN SAVINGS BANK BRANCHES-ACCEPTANCE OF FIFTH CENTRAL

PAY COMMISSION'S RECOMMENDATION (PARA 30.22) REGARDING

The increase in savings bank incentive would be

effective from the dates of issue of orders i.e. 08-10-

2004.

2. It is requested that the above decision may be

circulated immediately to all concerned for information

and compliance.

3. Compliance report of the above may be furnished

to DDG (FS) immediately.

(D.G.(P) No. 2-2/93-503, dt. 8-10-2004)

Ministry of Finance (DEA) vide its I.D. No. 17/1/

2001-NS.II, dt. 26-08-2004 has conveyed its agreement

regarding increase in the Savings Bank Incentive

amount from Rs. 60 per month to Rs. 150 per month in

respect of staff fully engaged in the saving bank work

and from Rs. 30 per month to Rs. 75 per month for

those partially engaged in the savings bank work, in

accordance with the recommendations of the Fifth

Central Pay Commission in para 30.22 of the Report.

Fixed Conveyance Allowance per month

Average monthly Travels For Journeys by own For journeys by other modes

on official duty motor car of conveyance

Rs. Rs.

201-300 Km 560 185

301-450 Km, 840 240

451-600 Km 1,035 320

601-800 Km 1,215 375

Above 800 Km 1,500 425

These orders will be effective from 1-8-97.

(M.F. O.M. No. 19039/3/98-E IV, dated 18-9-1998)

59. FIXED CONVEYANCE ALLOWANCE

60. GRANT OF CONVEYANCE TO MAIL/CASH OVERSEERS

2. Keeping in view the general increase in fares of all

modes of conveyance, the financial powers of Divisional

Heads/Divisional Superintendents to sanction the

conveyance charges of Cash/Mail Overseers is

enhanced to Rs. 500 per month from the existing limit

of Rs. 200 per month.

3. The powers of the Heads of Circles and other

conditions for reimbursement will remain unchanged.

4. This issue with the concurrence of FA (Postal) vide

their Dy. No. 459/FA/02/Cs, dated 2-12-2002.

(Dept. of Posts No. 17-2/2002-PAP,

dated 3-12-2002)


61. SIMPLIFIED PROCEEDURE FOR CLAIMING CEA/TUTION FEES

i) A Certificate from the school need not be insisted

upon.

ii) Production of cash receipt or the counterfoil of

Bank voucher as a proof will be sufficient at the time to

initial claim.

iii) A declaration that he continues to incure

expendi ture should be accepted and cla im

sanctioned.

iv) The Govt. Servant has to certify that his children

are actually studying in recognised school and incurring

expenditure on tuition fee.

(OM No. 12011/3/88-Estt.(All) dt, 17-10-88)

62. REIMBURSEMENT OF TUITION FEE SHALL BE ADMISSIBLE TILLTHE END

OF THE ACADEMIC YEAR IN CASE OF GOVT. SERVANT CEASES TO BE IN

SERVICE BY RETIREMENT, RESIGNATION, DISCHARGE, DISMISSAL

OR REMOVAL FROM SERVICE

In case of death of a Govt. Servant while in service, the RTF shall be admissible till the end of the

year provided the wife/husband is not employed in Central/State/Public Sector/Semi Govt. like Municipality

Port Trust etc.

(M.O.P. PG & Pensions OM No. 12013/1/90-Est.(Allowances) dt, 8-5-92)

63. GRANT OF FIXED STATIONERY CHARGES CLARIFICATION REGARDING

Rule 341 A of P&T Manual II and orders issued

by the Government from time to time revising the

rates for fixed stationery allowances, govern grant

to fixed stationery charges. It has been brought to

the notice of this office by a number of Associations

/ Unions that the items which are not to be met from

fixed stationery charges are not being supplied to

the Office/Officials drawing such fixed stationery

charges.

2. In this connection attention is invited to Para 6 to

Rule 341 A of P&T Manual Volume II, reproduced

below, which specified the times which are required to

be met from the sanctioned fixed stationery charges

and which are to be met from outside the contingent

allowance.

The expenditure on articles that are required to

be purchased every month e.g. pencils, pen holders,

nibs, ink tags, pin, thread, twines, ink pots, blotting

paper, sealing red and black wax, gum wicks, oil, match

boxes ink stands, candles, needles, eraser, ink powder,

flour and copper sulphate should be met from the

sanctioned fixed stationery charges. The expenditure

on articles that are purchased periodically at longer

intervals e.g., paper weights, etc. should be met from

outside the contingent allowance.

3. The above rule clearly mentions that the

expenditure on art icles that are purchased

periodically at longer intervals should be met from

outside the contingent al lowance and only

expenditure on articles that are required to be

purchased every month should be met from the

sanctioned fixed stationery charges. It is therefore,

requested that the items of stationery which are not

converted under the F.S.C. should be sanctioned by

competent authority and should not be met from fixed

stationery charges. In case of any doubt on any items

of stationery, its admissiblity may be decided in

consultation with the IFA.

[DG Posts No. 23-1/89-PAD dated

12-07-93]

64. ENHANCED RATES OF STATIONERY CHARGES FOR

P.OS, SBCO, IPOS / ASPOS

Consequent upon the rise in prices of stationery

articles, the question of increasing the existing fixed

stationery charge for Post Offices, Circle Pairing Units

and SBCOs as sanctioned in this Office Letter No. 23-

1/89-PAP dated 23-02-1993 has been under

consideration of the Government for sometime past.

The proposal has been examined and it has been

decided to entrust the job of review of revision of Fixed

Stationery Charges (FSC) to a High Power Committee.

But as an interim measure, it has been decided to revise

the rates of FSC ranging from 15% to 50% as per details

below:-


S.No. Item Existing Revised

rate Rs rate Rs.

Cost Of

1. Closing and sealing of one bag daily 1.60 2.10

2. Burning on lamp for one hour daily throughout the month 3.25 3.73

3. Fixing 100 seals to insured envelopes closed 1.00 1.30

4. Burning on lantern for one hour daily throughout the month 2.00 2.30

5. Twine for 100 labelled bundles prepared V.P. payable posted 0.30 0.45

6. Paste for 100 Registered articles posted or received or insured

and Money order envelopes, Registered bundles and official

covers closed, excluding those posted with special registered journal

and at Branch Post Offices doing independent registration work. 0.30 0.45

Cost of Stationery each-

7. Member of the Supervising staff 1.60 2.10

8. Member of the clerical staff, excluding leave reserve clerks 2.60 3.35

9. Overseer (Mail and Cash) Postman and Village Postman 2.00 3.00

10. Mail Peon and Stamp Vendor 0.80 1.05

Only 15% increase on Item No. 2 and 4 has been

decided, as most of the Post Offices in urban areas

are modernized. Item concerning stationery charges

for cost of gum for teleprinter messages to be gummed

in PCs has been deleted, as the teleprinter message

requiring cutting and gumming are not received any

more.

Moreover, while agreeing to the above proposal,

it has been decided that the concerned Postmaster

should record a certificate on the bill drawing FSC

amount to the effect and "such items of stationery which

are requested to be met out of FSC are not being

supplied by the concerned PSD / have not been

purchased and will not be purchased separately from

the office contingency."

These orders come into force from the date of

issue. This issues with the concurrence of Finance

Advice Wing vide their Dy. No. 505/FA/99 dated 26-

10-1999.

[Dept. of Posts No. 23-1/96-PAP dated 11-11-1999]

65. TIME LIMITS FOR SUBMISSION OF CLAIMS

1. L.T.C. Claim :

Bill should be preferred within 3 months of the date

of completing the return journey, otherwise the claim

shall be forfeited of advance taken, the final bill have

to be preferred within one month on completion of return

journey. If not made, the amount will be recovered in

one lump and if such recovery is made, it should be

taken as if no advance was taken and the claim is

allowed within a period of 3 months.

Availing of LTC during Saturday & holidays alone

not allowed. Journey during the weekend holidays

without any leave is no entitled to LTC.

(Dept. of P&T No. 31011/28/8-Estt. (A) dt. 26-3-87)2. Medical Claims :

The claim is preferred within three months of

completion of treatment - Appx XVI.

3. T.A. Claims :

One year from the date of relief from the old station.

66. COMMISSION PAID TO AUTHORISED AGENTS

1. 1 year TD w.e.f. 10-12-87 - 0.5% (DG No. 48.6/87-SB, dt. 12-11-87)

2. 2 & 3 years TD - 1%

3. 5 years TD - 2½%

4. 7 years, NSe II Issue - 2½% (Discountinued w.e.f. 1-10-88)

5. 6 years VI & VII Issue - 2% (Sales stopped w.e.f. 1-4-89)

6. 5 years NDB - 2½%

7. 10 years SSC - 2% (Stopped from 1-4-89)

8. Monthly Income Scheme (19-10-87) - 1% (Dte.No. 97/5/87/SB, dt. 28-10-87)

9. Kisan Vikas Patras (1-4-88) - 1% (C.O. No. SB/44-1/87, dt. 11-5-88)

10. NSC 6 yrs. VIII issue (8-5-89) - 1% (Dte. 61-22/89-SI, dt. 12-6-89

# (Not permissible on institutional investment vide C.S. No. 132/89-90)


67. COMMISSION PAID TO ED SPM/ BPM

1. 1 year TD : 0.5% w.e.f. 1-3-89 (DG No. 48-2/88-SB, dt. 21-2-89)

2. 2 year & 3 year TD : 1% (DG's Lr. No. 48-19/77-SB, dt. 23-2-77

3. 5 year TD : 2%

4. 7 year NSC II Issue : 2% Sales stopped from 1-10-88

5. 6 year NSC VI & VII : 2% Sales stopped from 1-4-87

6. 5 year NDB : 2%

7. 10 year SSC : 2% Sales stopped

8. PO SB : On net accretion of not less than Rs. 500, exclusive of interest

and excluding deposits of March but including withdrawals of

March (BPM)

2. Incentive 2% of the sale of stamps/stationery upto Rs. 30/- to each customer.

3. Saving Bank :

1. Deposits made in March will be ignored. But withdrawals in March will be taken into account.

2. The deposits made in AO/HO will not be taken into account. But withdrawals made in AO/HO will be taken

into account.

(DG No. 46-2/81-SB, dt. 17-10-83)

4. ED BPMs are not authorised to sale NSC VIII Issue

- Hence they are not eligible for commission.

(C.O. No. SB/40-3/88/NSC VIII dt. 27-11-89)

5. Commission paid to PR SS :

1. 1 year TD : Nil

2. 2 & 3 year TD : 1%

3. CTD/RD : 2½%

4. 5 year TD : 2½%

5. 6 year NSC VIII issue : 0.5% (w.e.f. 8-5-89)

(DG No. 44-1/81-SB dt. 16-10-89 and C.O. No. SB/

40-3/84/NSC VIII, dt. 6-12-89)

6. Incentives to Postal Staff for dealing in IVP's :

a) Sales w.e.f. 1-7-87

1. Counter Clerk - Re. 1/- per IVP issued at

the counter subject to Rs.

500/- P.M.

2. Supervisor - Re. 1/- for 5 IVPs - ceiling

Rs. 250/- P.M.

3. Group D - Re. 0.05 per IVP.

(DG No. 61-31/90-SB, dt. 6-6-90)

b) IVP Discharge w.e.f. 19-11-91

1. Counter Clerk (HOs & SOs) - Rs. 2/- per IVP

discharged.

2. Supervisor (whether work of Counter Clerk) or SPM

as the case may be Rs. 0.40 for IVP discharged

2. Group D - Rs. 0-10 per IVP discharged ceiling both

to PAs &Supervisor - Rs. 1000/-

(DG No. 61-37/87-SB, dt. 4-10-91)

Ceiling is per individual and not per counter or per

office.

(DG No. 61-37/87-SB (Pt.) dt. 28-9-92)

7. Monthly Income Scheme A/c.

a) Opening of Account :

1 Supervisor - 0-50 per A/c.

2. Asst. - 1-00 per A/c.

(DG No. 95-4/86-SB dt. 2-7-87 )

3. Ledger Clerk - 0-50 per A/c.

(DG No. 95-4/86-SB dt. 14-7-87 & 23-3-88)

b) Payment :

1. Supervisor - 0-50 per A/c. Overall

ceiling Rs. 250/- p.m.

2. Counter Clerk - 1-00 per A/c. Overall


3. Ledger Clerk - 0-50 per A/c. Overall


(DG No. 95/4/86-SB, dt. 14-7-1987)

8. Note : In case both the Monthly payment

scheme and the IVP scheme are handled at the

same counter, the overal l cei l ing mentioned

above will apply to both the schemes counted

together.

(DG No. 95/4/86-SB, dt. 14-7-87)

9. Incentive for sale of Postage stamps :

Incentive scheme for sale of postage stamps

and Posta l s ta t ionery at the counter by

departmental stamp vendor/ED Stamp Vendor

introduced vide DG's No. 48-1/87-PMR dt. 10-12-

87. Entire sales through Franking Machine also

qualify for incentive calculation vide DG's No. 48-

1/87-PMP dt. 3-5-89. Sales exceeding Rs. 30/- at

a time will not qualify.


Reference is invited to this office letter No. 95-4/86-SB dated 14-7-87 on the above mentioned subjectand instructions/clarifications issued in this regard fromtime to time, the last one issued vide letter No. 97-A/87-SB dated 8-9-93 conveyed that MIS incentive is tobe paid in those post offices where additional justifiedstaff, taking into account the work relating to MIS; hasnot been provided.2. An item submitted by staff side in theDepartmental Council relating to payment of MISincentive where the work hours are in exceed of staffhours, though a full hand may not be justified, has

been under consideration of the Department for sometime.3. It has now been decided to grant MIS incentive forexcess MIS work in those post offices also where thecollective work hours of MIS and SB exceed the staffhours.4. These orders will come into force w.e.f. the dateof issue of orders. Other clarification governing the grantof incentive would remain the same.5. This is with the concurrence of Fin. Advice videthe Dy. No. 3561 dated 27-12-95.

(SB order No. 1/96, dt. 5-1-96)

68. MONTHLY INCOME SCHEME- INCENTIVE

69. SPEED POST INCENTIVE

(1) (i) Incentive of Rs. 0.50 is payable for eachSpeed Post article booked where no separatebooking counter is provided for speed post work.

(ii) Incentive of Rs. 0.75 per article booked over& above the threshold specif ied whereseparate post has been sanctioned for speedpost work.

(iii) Incentive to postman -- Rs. 0.50 per articledelivered in addition to his other normal duties.

[DG (P) No. 43-17/90 dated 16-11-90](2) (i) In respect of articles booked under special

journal, maximum limit of incentive payable isRs. 5/- per customer.(ii) Incentive for pick up articles from forcustomer's premises Re. 0/50 per article subjectto a maximum of Rs. 5/- per customer.(iii) Where separate posts have been sanctionedfor delivery of speed post articles, incentive atthe rate of 50 paise per article is payable

provided the number of articles returnedundelivered due to the reasons other than thoseof customer premises closed or refused by theaddressee is Nil.

[DG (P) No. 43-17/90-D dated 24-12-90](3) Incentive is admissible for all speed post money

orders paid.[DG (P) No. 43-7/88-D dated 25-04-91]

(4) In case of return is more than 2%, no incentiveis payable to postman. For return upto 2%,incentive at the rate of 50 paise per article canalso be paid after test check of some of the casesto confirm if the reason for non delivery given bythe postman was correct.

[DG (P) No. 43-17/90-D dated 03-05-91](5) No incentive is admissible to other staff employed

in sorting and despatch of speed post articles /bags.

[DG (P) No. 43-17/89-D dated 19-06-91]

70. GUIDELINES FOR GRANT OF HONORORIUM TO BE STRICTLY FOLLOWED

Instances have come to the notice of this Dept.

where payment of honorarium exceeding Rs. 5,000/

has been made during a year on the plea that the

limit of Rs. 5000/- is applicable to each item of work

separately. It is clarified that the total amount of

honorarium payable to a Govt. servant during a

financial year is limited to Rs. 5000/- under the power

delegated to the Ministries/Departments/C&AG of

India and to Rs. 2500/- under the powers of Heads

of Departments. These limits cannot be exceeded in

any case by treating different items of work or same

item of work performed at different times of the year

as separate for the purpose of calculating the

entitlement of honorarium.

(Dept. of Per & Trg. OM No. 21011/26/96-Estt(Allowances) dt. 20-1-1997)

71. AN OFFICIAL IS MISSING OF ABSCONDED

1. Payment of CREGIS amount to the nominees/

heirs when an employee is missing untraceable.

i) The accumulations in the savings Fund may be

paid to the nominees after elapse of a period of one

year following the month of disappearance.

ii) The family must lodge a report with Police. The

non traceable report from Police should also be

obtained.

iii) An indemnity Bond should be given.

iv) Full subscriptions for one year from the date of

dis-appearance should be collected. Thereafter

premium of Rs. 3/- per month for every Rs. 10,000 shall

be recovered for a further period of six years or till the

month in which the insurance cover is paid whichever

is later.

(G.I. M.F. O.M. No. 7(6) EV/87, dt. 30-11-87)


2. Interest of GPF balances of persons found

absconding :

When an employee disappears leaving his family,

the family can be paid in the first instance the amount

of salary due, leave encashment due and the amount

of G.P.F.

i) The family must lodge a report with the Police and

obtain a report that the employee has not been traced

by the Police.

ii) An indemnity bond should be given that all

Payments will be adjusted against the payments due

in case he appears on the scene and make claim.

iii) Interest on G.P.F. can be allowed upto 6 months

from the date of the report obtained from the Police

dept.

(C & AG, ND No. 1429-AC II/132-88, dt. 30-11-88)3. Family pension in respect of officials/

pensioners who disappear and whose where bouts

are not known-clarificatory orders ;

i) Family pension is to be granted after a lapse of

one year from the date of F.I.R. is lodged with the Police

authorities regarding disappearance of the Govt.

employee.

ii) In cases where the officials disappear after

committing frauds etc. the family pension needs

to be sanctioned only on the Govt. Servant being

acqui t ted by the Cour t o f law or a f ter the

conclusions of the disciplinary proceedings etc.,

as the case may be.

iii) This is applicable to the Missing Pensioners also.

(D.G.(P) No. 4-52/86-Pen, dt. 3-3-89)4. Grant of Family Pension and Gratuity to the

families etc. of the Govt. employees/Pensioners

who disappeared suddenly and whose

whereabouts are not known :

It has now been decided that the family pension,

which is pursuance of the earlier orders, will continue

to be sanctioned and paid one year after the date of

lodging the FIR or expiry of leave of the employees

who has disappeared whichever is later. When the

sanction for family pension is issued, the payment of

pension from the date of accrual may be authorised.

The usual procedure of obtaining the indemnity bond,

etc. as laid down in the O.M. dt. 29-8-86 will continue

to be followed.

(DOP OM No. 1(17)-P&PW/86, dt. 18-2-93)

72. NEW PENSION SCHEME FOR THOSE APPOINTED ON OR AFTER 1.1.2004

In pursuance of the Budget 2003-2004

announcement of a New Pension Scheme (NPS) has

been approved by the Union Cabinet on 23rd August,

2003 relating to introducing a new restructured defined

contribution pension system for new entrants to the

Central Govt. except to Armed Forces, in the first stage,

replacing the existing system of defined benefit pension

system. The new system will also be available, on a

voluntary basis, to all persons including self employed

professionals and others in the unorganized sector.

However, mandatory programmes under the Employee

Provident Fund Organisation (EPFO) and other special

provident funds would continue to operate as per the

existing system under the Employee Provident Fund

and Miscellaneous Provisions Act, 1952 and other

special Acts governing these funds.

The New Pension Scheme (NPS) has been notified

by the Ministry of Finance, Deptt of Economic Affairs

(ECB & PR Division) Resolution NO. 5/7/2003-ECB

&PR dated 10th October, 2003.

The main features of the New Pension System are

given below.

The New Pension system would be based on

defined contributions, which will use the existing

network of bank branches and post offices etc. to collect

contributions and interact with participants allowing

transfer of the benefits in case of change of employment

and offer a basket of pension choices.

The system would be mandatory for new recruits to

the Central Govt. service except the armed forces and

the monthly contribution would be 10 percent of the

salary and DA to be paid by the employee and matched

by the Central Govt. however, there will be a contribution

from the Govt. in respect of individuals who are not Govt.

employees. The contribution and investment returns

would be deposited in a non-withdrawable pension tier-

I account. The existing provisions of defined benefits

pension and GPF would not be available to the new

recruits in the Central Govt. service.

In addition to the above pension account, each

individual may also have a voluntary tier-II withdrawable

account at his option. This option is given, as GPF is

proposed to be withdrawn for new recruits in Central

Govt. service entering into the Govt. service w.e.f. 1st

January, 2004 onwards, Government will make no

contribution into this account. These assets would be

managed through exactly the above procedures.

However, he would be free to withdraw part or all of

the 'second tire' of his money any time. This

withdrawable account does not constitute pension

investment and would attract no special tax treatment.

Individuals can normally exist at or after age 60

years for tier-I of the pension system. At exit the

individual would be mandatory required to invest 40

percent of pension wealth to purchase an annuity (from

an IRDA-regulated Life Insurance Company). In case


of Govt. employees the annuity should provide for

pension for the lifetime of the employee and his

dependent parents and his spouse at the time of

retirement. The individual would receive a lump-sum

of the remaining pension wealth, which he would be

free to utilize in any manner. Individuals would have

the flexibility to leave the pension system prior to age

60, however, in this case, the mandatory annuitisation

would be 80% of the pension wealth.

Architecture of the New Pension System :

It will have a central record keeping and accounting

(CRA) infrastructure, several pension fund managers

(PFMs) to offer three categories of schemes viz, option

A, B and C as detailed under Investment Strategy.

The participating entities (PFMs and CRA) would

give out easily understood information about past

performance, so that the individual would be able to

make informed choices about which scheme to choose.

Regulatory Authority.

A independent pension fund regulatory and

development authority (PFRDA) will regulate and

develop the pension market. PFRDA will develop its

own funding stream based on user charges.

Till such time a statutory PFRDA is established,

an interim PFRDA, on the pattern of SEBI and IRDA,

would be appointed by an executive order.

The interim PFRDA would be headed by a

Chairman with a status of not less than a Secretary to

the Govt. of India appointed by the Central Govt. Other

members of the interim body, not exceeding four in

number, of whom not more than two shall serve full

time, shall be selected by the Central Govt. from

amongst persons having experience and knowledge

in economics, finance, legal and administrative matters

with one persons from each discipline.

Investment strategy :

These will be different choices such as option A,

B and C, the option A would imply predominant

investment in fixed income instruments and some

investment in equity. Option B will imply greater

investment in equity. Option C will imply almost equal

investment in fixed income and equity.

Pension fund managers would be free to make

investment in international markets subject to regulatory

restrictions and oversight in this regard.

It is proposed to evaluate market mechanisms

(without any contingent liability) through which certain

investment protection guarantees can be offered for

the different schemes.

Tax treatment.

Pension contributions and accumulation would be

accorded tax preference upto a certain limit, but benefits

would be taxed as normal income.

Scope of the New Pension System.

The option of joining the new system would also

be available to the State Govt. and as and when they

decide, the new system would be capable of

accommodating the new participants.

Mandatory programmes under the Employee

Provident Fund Organisation (EPFO), and other special

provident funds would continue to operate as per the

existing system. However, individuals under these

programs could voluntarily choose to additionally

participate in this scheme.

Main steps to be taken by the Circle Office:

(i) Revised Estimate 2003-2004 (RE) may be made

for the new entrants in the Govt. in the current Financial

Year. The provision for New Pension Scheme shall also

be made in the Budget Estimates 2004-2005 (BE).

(ii) The contribution, collection, deduction and

remittance to CRA allotment of an account No. for each

employee entered Govt. w.e.f. 1-1-04 will be allotted

by the concerned Pay & Accounts Office. The account

number allotted to Govt.. servant will be a unique

number which will be of Permanent nature and not

change even on transfer of Govt. servant outside the

recruitment zone or on deputation to other Departments

of Govt. of India.

(iii) In the offer of appointment it shall be clearly

mentioned that the existing system of defined benefit

pension system is not available to new entrants. In its

place a new restructured defined contribution pension

system will be available to new entrants to the Central

Govt. w.e.f. 1st January, 2004.

All the appointing/recruiting offices under your

administrative control be duly informed about the

changes in the pension benefits on account of new

pension scheme and urgently advised to incorporate

the changes in their prospectus/applications forms/

offer letters likely to be issued to issued to the new

recruits.

(iv The Pay & Accounts Offices would be the nodal

point to collect contribution on behalf of both the

employees and the employer and the downstream

arrangements with the Drawing and Disbursing

authorities would be made by P&AOs. The DDOs are

not having this responsibility in this arrangement.

(v) Identification of individual's contributions and

balances in the pension accounts would be given top-

most priority so that when the institutional architecture

of NPS, such as, the Central Record keeping and

Accounting Agency and pension fund managers are

appointed, the accumulated balances under each

individual accounts could be transferred to CRA. Till

such time, such individual balances can be kept in an

account (viz. Public Accounts of India under a specified


"Head) and a suitable rate of return can be given by

the Govt. under a purely temporary arrangement.

(vi) Ministry of Personnel, Public Grievances and

Pension would soon be issuing appropriate

amendments to all the recruitments and Pension Rules

for the new employees, copy of the notification will be

made available as and when these are received from

the nodal Department.

(vii) A copy of the Resolution issued by Ministry of

Finance (Dept. of Expenditure) constituting Interim

Pension Fund Regulatory & Development Authority

(PFRDA) is enclosed.

In view of the above it is requested that necessary

steps may please be taken so that new pension scheme

becomes operative w.e.f. 1-1-2004.

Please acknowledge the receipt of this letter to

ADG (Pension), Deptt. Of Posts, Dak Bhavan, Sansad

Marg, New Delhi.

(DG. (P) No. 4-28/03-Pen dated 17-12-2003)

NOTIFICATION DATED 22-12-2003

F.No. 5/7/2003-ECB & PR. The Government

approved on 23-8-2003 the proposal to implement the

budget announcement of 2003-04 relating to introducing

a new restructed defined contribution pension system

for new entrants to Central Government service, except

to Armed forces in the first stage, replacing the existing

system of defined benefit pension system.

(i) The system would be mandatory for all new recruits

to the central Govt.. service from 1 of January 2004

(Except the armed forces in the first stage). The monthly

contribution would be 10 percent of the salary and DA

to be paid by the employee and matched by the central

Govt.. However, there will be no contribution from the

Govt. in respect of individual who are not Govt.

employees. The contributions and investment returns

would be deposited in a non-withdrawable pension

tier-I account. The existing provisions of defined

benefit pension and GPF would not be available to

the new recruits in the central Govt. service.

(ii) In addition to the above pension account, each

individual may also have a voluntary tier-II withdrawable

account of his option. This option is given as GPF will

be withdrawn for new recruits in Central Govt. service.

Government will make no contribution into this account.

These assets would be managed through exactly the

above procedures. However the employee would be

free to withdraw part of or all of the 'second tier of his

money any time. This withdrawable account does not

constitute pension investment and would attract no

special tax treatment.

(iii) Individuals can normally exist at or after age 60

years for tier-I of the pension system. At exist the

individual would be mandatorily required to invest 40%

of pension wealth to purchase an annuity (from IRDA-

regulated life insurance company). In case of Govt.

employees the annuity should provide for pension for

the lifetime of the employee and his dependent parents

and his spouse at the time of retirement. The individual

would receive a lump-sum of the remaining pension

wealth, which he would be free to utilize in any manner.

Individuals would have the flexibility to leave the

pension system prior to age 60. However, in this case,

the mandatory annutisiation would be 80% of the

pension wealth.

Architecture of the New Pension System :

(iii) It will have central record keeping and accounting

(CRA) infrastructure, several pension funds Managers

(PFMs) to offer three categories of schemes viz. Option

A, B and C.

(iv) The participating entities (PFMs and CRA) would

give out easily understood information about past

performance, so that the individual would also to make

informed choices about which scheme to choose.

2. The effective date for operationalisation of the new

pension system shall be from 1 of January 2004.

(DG(P) No. 4-28/03-Pen, dt. 1-1-2004)

73. NIGHT HALT ALLOWANCE TO MAIL/CASH OVERSEERS

In continuation to this office letter No. 44-1/

83-PE-II, dated 1st October, 1996 wherein it has been

decided that the undermentioned Postal Staff should

be granted allowance on the following revised rates

of Night Halts away from Headquarters while on their

beats in the course of their duties:

Category of Staff Revised rates of Night

half allowance

Cash Mail Overseas 75% of D.A. as admissible

and Village Postmen/ to the officials per night

runner and mail Peon subject to the maximum

of 20 nights per month.

2. It is clarified that as and when D.A. is revised

Night Halt Allowance is also revised accordingly

through it remains 75% of D.A.

3. The above mentioned categories of staff

shall be entitled to reimbursement of actual

expenditure incurred on the sanctioned mode of

conveyance provided that the tour programme

is approved by the appointed authority. It shall

further be subject to SR 64-A in the case of Cash

Overseers.

(DG(P) No. 44-1/2000-PE-II,

dated 3-8-2000)


74. IMPLEMENTATION OF AWARD GIVEN BY THE BOARD OF ARBITRATION(JCM) IN C.A. REFERENCE I OF 1990 REGARDING GRANT OF SPECIAL PAY FOR

HANDLING / CUSTODY OF CASH BY SUB-POSTMASTERS IN SINGLE ANDDOUBLE HANDED POST OFFICES IN DEPARTMENT OF POSTS.

Reference DG (P) Office letter No. 6/4/80-PAD

dated 25-02-92 in which orders for grant of special

pay for handling / custody of cash by Sub

Postmasters in single and double handed post offices

have been issued. Some of the Heads of Circles have

sought clarification whether the officials promoted

under OTBP / BCR while working as Sub

Postmasters in single handed and double handed

post offices are eligible for special pay. This point

has been examined and it has been decided that

officials promoted under TBOP / BCR scheme are

eligible for special pay for handling / custody of cash

in single and double handed post offices.

This issued with the concurrence of Finance Advice

and vide their diary No. 509/FA-92 dated 18-02-92.

[DG Posts No. 6-4/80-PAP dated 08-06-93]


6. STAFF QUARTERS

1. RETENTION OF GOVERNMENT ACCOMMODATION IN THE

EVENTS OF LEAVE, TRANSFER ETC.

In suppression of the instructions contained in O.M.

No. 2/52/64-Pol. dtd. 20-3-1965, it has been described

that:-

(i) An officer allotted residential accommodation on

rent free basis may be allowed to retain the residential

accommodation on rent free basis may be allowed to

retain the residence free of rent while on leave upto a

maximum period of one month subject to the condition

that he is likely to return to the same post from which

he proceeds on leave.

(ii) A female officer who has been allotted residential

accommodation free of rent may be permitted to enjoy

the rent fee concession during the entire period of

maternity leave provided that the accommodation is

not required for the substitute, if any, engaged during

the absence on leave of the officer concerned and she

is likely to return to the same post from where she

proceeds on leave. No additional accommodation will

however be provided to the substitute.

(iii) On transfer from one station to another, the officer

may be allowed to retain the residence free of rent for

a period of first 15 days, and thereafter on payment of

rent under fundamental Rule 45-A for a period not

exceeding one month from the date of handing over

the charge.

(iv) In the event of death of the officer, his family may

be allowed to retain the residence, free for rent for a

period of one month from the date of the officer's death

and thereafter for a further period, of 3 months on

payment of rent under Fundamental Rule 45-A.

(v) On resignation, dismissal or removal rent free

concession to the officer will cease from the date of

resignation, dismissal or removal. In the case of

retirement from service, he maybe allowed to retain

the residence for a period of one month, on payment

of rent under F.R. 45-A.

The retention of residence in case mentioned

above is to be allowed only if the same is required for

the bonafide use of the officer or his family as the case

may be and the residence can be conveniently spared

by the competent authority. No additional

accommodation for the new incumbent will be allotted.

2. A question has been raised if the allottees of

earmarked residence could as well be allowed to retain

the accommodation after handing over the charge. The

position is that an earmarked residence is intended for

occupation by the officer who actually holds the post.

He is not entitled to retain it during the period of leave

unless the competent authority permits him to do so.

The allotment subsists only during the period of

incumbency and immediately on change of

incumbency, the successor incumbent becomes the

allottee of the residence in question. It will, therefore,

normally be necessary for the successor incumbent

to occupy the residence immediately on change of

incumbency, the successor incumbent becomes the

allottee of the residence in question. It will, therefore,

normally be necessary for the successor incumbent

to occupy the residence immediately after taking over.

If notwithstanding these considerations an earmarked

residence can be made available of the outgoing

incumbent of the post or his family, it has been decided

that the concessional period mentioned in the

preceding para, may be allowed by the competent

authority to the allottee of the earmarked residence in

similar contingencies irrespective of the fact whether

the allotment is on rent free basis or on rent paying

basis provided that it is not detrimental to the interest

of the new incumbent of that post and the

accommodation can be conveniently spared and it

does not involve any loss of revenue or extra cost to

the Government. The Administrative Ministry/

Department of the Government of India will be the

competent authority for this purpose.

3. These orders issue with the concurrence of the

Comptroller & Auditor General of India as far as the

officers working under him are concerned.

4. This issues with the concurrence or the Finance

Division of Ministry of Urban Development vide their

U.O. No. 115/w & E/D III/91 dated 9-9-1991.

(Dir. of Estates, O.M. No. 12035(21)/90-Pol.II dated4-10-1991)

2. RETENTION OF GOVERNMENT QUARTERS BY RETIRED /

TRANSFER / FAMILY OF DECEASED EMPLOYEES

(a) Instructions / Guidelines were issued by the

Directorate from time to time regarding retention of

Government quarters in the event of transfer / death /

retirement of the Government servants who are in

occupation of Government accommodation. In this

connection, attention is invited to the instructions

contained in this office letter NO. 4-16/88-Bldg. Dated

13/16th September 1988.

It has been observed that these instructions /

guidelines are not being followed scrupulously either


by Government servant or by the members of their

family in the case of death of Government servant or

by the Circle / Regional or other competent authority

and, as such, cases for retention of quarters are referred

either by their officer or received directly from the retired

/ family members of the deceased Government servant

to this office even after expiry of period upto which

retention of quarter has been requested for.

It is therefore requested that the instructions /

guidelines issued by this office on the subject may be

followed strictly and when there is any delay in

forwarding any application, to the Directorate reasons

for the delay may be fully explained and specific

recommendations of the Chief PMG / PMG given.

To recapitulate the rules on the subject, the retention

of quarter can be allowed for the period mentioned

below.

(a) On payment licence fee at normal rate, the

admissible period is:

1. On retirement 4 months

2. On death of Govt. Servant 6 months

3. On transfer 2 months

(b) Retention of quarter beyond the above said period

should be discouraged. However, the Chief PMG /

PMG are competent to allow further retention in special

circumstances viz. Children's education, medical

grounds, etc. where the competent authority feels that

the family of the Government servant may suffer

hardship in the even of vacation of quarter upto a certain

specified period. The retention may be allowed for

another maximum period as indicated below, on

payment of licence fee in advance at enhanced rate

i.e. twice the normal licence fee or as chargeable under

the rules:

(i) On retirement 4 months

(ii) On death 6 months

The retention beyond the period mentioned in (a)

above should not be allowed on any grounds

whatsoever and the Circle Office / PMG should ensure

that damage charges beyond the above admissible /

permissible period is invariably charged.

If the competent authority still feels that the

retention of quarter beyond the above said period is

necessary for the Government servant or his family,

such request of the official should be forwarded duly

recommended personally by the Chief PMG / PMG at

least 2 months before the date of expiry of the

permission already granted. It should, however, be

made clear to the applicant that licence fee at damage

rent is recoverable even if the request is under

consideration by the Department.

It is therefore enjoined that the Head of the Circle /

Region should ensure that official (s) who retired or

are transferred or the members of the family of a

deceased Government servant are not allowed to reside

in the Government quarters allotted to them, without

proper permission and that unauthorised occupation

of quarters should be strictly dealt with under the

provision of Eviction of Public Premises Unauthorised

Occupant Act, 1971.

[DG Posts Letter No. 4/33/92 Bldg. Dated31-08-1992]`

3. RETENTION OF QUARTERS BY RETIRED/DECEASED POSTAL

EMPLOYEES ON SPECIAL CIRCUMSTANCES

It is clarified that on the expiry of the admissible

period of retention of the quarters at normal rates in

case of retirement, death and transfer, further retention

of the quarters under special circumstances such as

children's education, serious illness etc. the Chief

Postmaster General/Postmaster General may allow

retention of the quarters for another maximum period

as indicated below on payment of licence fee in

advance to twice the normal licence fee or as

chargeable under the rules:

(i) On retirement 4 months

(ii) Death 6 months

(iii) On transfer 6 months

2. It may be mentioned here that the Department

of Posts is following the same rules regarding

retention of quarters on retirement, death, transfer,

etc as stipulated in SR 317-B-11 and SR 317-B-22

as printed in Swamy's compilation of FR Sr, Part I,

1992 edition.

3. The other provisions of the circular dated the 31st

August 1992, will remain the same.

(G.I. Dept. of Posts No. 4-33/92-Bldg. dt. 7/93)

4. RETENTION OF QUARTERS IN CASE OF DEATH OF THE ALLOTTEE

Instructions/guidelines were issued by the

Directorate from time to time regarding retention of

Government Quarters in the event of transfer/death/

retirement of Government servants who are in

occupation of Government accommodation. In this

connection, your attention is invited to the instructions

contained in Directorate Letter No. 4-16/88-Bldg., dated

13/16-9-1988, 4-33/92 Bldg., dated 31-8-1992 and 4-

33/92 Bldg. dated 21-5-1993.

It has now been intimated by the directorate of

Estates, that the permissible period of retention of

general pool accommodation in the case of death

of the allottee has been increased from six months

to twelve months with effect from 30-5-1992. A copy


of the Directorate of Estates Notification No. 12035/

1/92, Pol. III dated 20-7-1992 is hereby enclosed Not

printed). According to this, in the case of death, no

further retention on payment of enhanced licence fees

is permissible.

(D.G.(P) No 4-5/96-Bldg. dt. 19-3-1997)

5. SUB-LETTING OF GOVT. ACCOMMODATION VIOLATES RULE 3 OF

CCS (CONDUCT) RULES

It has been decided that in all cases where a Govt.

Servant has been found guilty of letting out of Govt.

residential accommodation allotted to him/her, the

concerned disciplinary authority after considering the

facts may take suitable departmental disciplinary action

under the disciplinary rules for imposition of a suitable

penalty on grounds of unbecoming conduct of the Govt.

employee involving violation of Rule 3(1) (iii) of CCS

(Conduct) Rules 1964 or any other similar rule

governing them.

(Dept. of Per. & Trg. OM NO. 11013/14/85-Estt.(A),dt. 6-3-86)

The Post attached quarters cannot be permitted

to be retained beyond two months and that the

unauthorised occupation of such quarters, may be got

evicted without delay. It is therefore directed that

6. RETENTION OF POST ATTACHED QUARTERS BEYOND AUTHORISED PERIOD

remedial measure should be devised against this kind

of irregularity even by taking disciplinary action against

the delinquent officer/official if necessary.

(D.G.(P) No. 4-41/90-Bldg., dt. 30-10-91)

7. POSTAL POOL QUARTERS AND POST ATTACHED RENT FREE

QUARTERS OF PMS / SPMS -- DELEGATION OF POWERS

Normal period of retention of Govt. residential

accommodation in case of transfer from one station to

another is 2 months under Supplementary Rule 317-

B-11. However, further retention for a period not

exceeding six months can also be granted on

educational / medical ground under Supplementary

Rule 317-B-22. Damage rent is chargeable if the

accommodation is not vacated after the expiry of the

period for which permission is granted which in any

case shall not exceed a total of eight months as

mentioned above.

2. Cases have been brought to the notice of the

Directorate where there are no takers of postal pool

accommodation even if it is vacated after expiry

of the maximum permissible retention period of

eight months granted under SR 317-B-11 read with

SR 317-B-22 though the officer / official on transfer

continues to require that accommodation on

medical / educational grounds. Vacation of

accommodation in such eventuality by the existing

occupant on expiry of the permission granted

would result in loss to the Department in the shape

of non-receipt o f renta ls bes ides lack of

maintenance in case such quarters remain vacant

for unusually long period. Moreover, the policy of

the Depar tment is to prov ide res ident ia l

accommodation to staff as far as possible.

3. As regards, post attached rent free quarters of PMs

/ SPMs, the allotment subsists only during the period

of incumbency and immediately on change of

incumbency; the successor incumbent becomes the

allottee of the residence in question. Further, it is

mandatory for incumbents to occupy such quarters.

Guidelines issued vide Directorate letter No. 5-6/86/

NB (P) dated 09-08-1990 provide for suspension of post

attached quarters of PMs / SPMs by Heads of Circles

up to a maximum period of six months under SR -313

(1) (a), (b), (c) and (f). Cases regarding suspension of

such quarters for the period exceeding six months are

required to be sent to the Directorate. Proposals from

circles are received from time to time for:-

(a) Retention of post attached quarter on transfer by

outgoing incumbent.

(b) Suspension of ear-marked post attached quarters

and its allotment to some other non-entitled official.

(c) Merger of post attached accommodation with the

post office accommodation due to inadequacy of

space in the post office.

(d) Dequartarisation of a post attached

accommodation due to inhabitable conditions.

4. The matter has been reviewed and it has been

decided by the competent authority that Heads of

Circles themselves may decide cases falling under SR

313 (1) (a), (b), (c) and (f) as well as those mentioned

in the above para Nos (2) and (3). The power of

dequarterisation of a post attached accommodation

due to inhabitable condition is now also delegated

to the Head of Circle. Following guidelines are issued

in the exercise of these powers:-

(i) The allottees of Govt. residential accommodation

from postal pool on transfer from one station to another

may be further permitted by Heads of Circles to continue

to retain the accommodation even beyond the

maximum permissible period of retention i.e. 8 months,


if the occupants so desire and there are no takers of

staff quarters, subject to the following conditions:-

(a) Request by such an allottee in this regard should

be made well in advance of the expiry of already

permitted period by Head of Circle under SR - 317-

B-11 read with SR 317-B-22.

(b) As and when an eligible contender for the quarter

arises, the quarter should be vacated on thirty days

notice.

(c) The occupant will have to pay double the licence

fee for the permitted period of retention beyond

expiry of maximum period of eight months provided

under SR 317-B-11 read with SR 317-B-22.

(ii) While considering request for retention of post

attached accommodation, the outgoing incumbent may

be permitted to retain the same accommodation if the

incoming incumbent does not require the said post

attached accommodation. Retention of post attached

accommodation at previous places of functioning on

request may be permitted subject to the following

conditions:-

(a) The allotment of post attached accommodation

will be cancelled on the basis of one month's notice

whenever such accommodation is required for the

use of the regular incumbent entitled to the post

attached quarters.

(b) The retention will be at double the rate of licence

fee for period exceeding eight months.

(iii) Suspension of post attached accommodation for

the reason of non-occupation by the incumbents due

to their having own residential accommodation /

arrangement in the area may be permitted only on the

condition that it does not adversely effect the work of

PM / SPM.

(iv) In case of merger of post-attached quarter with post

office space, Head of Circle will have to record a

certificate to the effect that:-

(a) The post office is a profit making one;

(b) Extra benefit will be there if such merger takes

place; and

(c) Total space of post office on merger does not

exceed the justified SOA of the post office.

(v) In case of dequarterisation of post attached

accommodation, Head of Circle make take a decision

about dequarterisation till it becomes habitable by

carrying out repairs or put the accommodation to any

other official use.

5. These instructions may be circulated to all concerned

for information, guidance and implementation.

6. Receipt of this letter may kindly be acknowledged to

the ADG (Bldg.), Dak Bhawan, Parliament Street, New

Delhi -110001.


[DG Post No. 10-4/2003-Bldg. Dated 06-05-2003]

8. POST-QUARTERS - AUTHORISED PERIOD AFTER RETIREMENT

The Sub-Postmasters occupying the quarters attached to the post and entitled to rent free accommodation

as a condition of service may be allowed to retain the quarters attached to their post in the event of their retirement

from service for a period of two months on payment of normal rent.

(DG P&T No. 1/87/81-NB, dt. 18-4-81)

9. CONSERVANCY/SERVICE CHARGES ETC. NOT TO BE RECOVERED

FROM RENT FREE ALLOTTEESWith the introduction of flat rates of licence fee

with effect from 1-7-87, common services, conservancy

and fire tax and scavenging tax payable by the licence

fee paying allottees of Govt. residences was

discontinued. It has been decided that the charges for

common services, conservancy and fire tax and

scavenging tax would not be recovered from rent-free

allottees also from the date the flat rate of licence fee

was introduced viz. 1-7-87.

(Directorate of Estate O.M. No. 18016/1/88/PO;-III,dated 3-6-91)

10. RETENTION OF QUARTERS

Concessional period of retention :- Employees/families may be permitted to retain the quarters for the

periods noted against the events in the Table below, on payment of normal licence fee.

Events Permissible period for retention of

the residence

(i) Resignation, dismissal, removal or termination

of service or unauthorized absence without permission 1 Month

(ii) Retirement or terminal leave 2 months on normal licence fee; and another 2

months on double the normal licence fee.

On medical/educational grounds. Further


retention 2 months on four times the normal

licence fee. Subsequent 2 months on six times

the normal licence fee.

(iii) Death of all Allottee 2 years if the deceased or his/her dependent

does not own a house at the last station.

(iv) Transfer to an ineligible office at the station 2 months

(v) Transfer to a place outside the station 2 months

(vi) On proceeding on foreign service in India 2 months

(vii) Temporary transfer in India or transfer to a place 4 months

outside India.

(viii) Leave (other than leave preparatory to retirement) 4 months

(ix) Maternity leave For the period of maternity plus the leave

granted in continuation subject to a maximum

of 5 months.

(x) Leave preparatory to retirement For the full period of leave on full pay subject

to a maximum of 180 days.

(xi) Study leave in or outside India (a) In case of occupation of an accommodation

below entitlement, for the entire period of study

leave.

(b) In case of occupation of the entitled type

accommodation, for the period of study leave but

not exceeding six months; If the study leave

extends beyond six months, the officer may be

allotted alternative accommodation, one type

below entitlement, on the expiry of six months or

from the date of commencement of the study

leave if desired by the allottee.

(xii) Deputation outside India For the period of deputation but not exceeding

six months.

(xiii) Leave on medical grounds For the full period of leave

(xiv) On proceeding on training For the full period of training.

11. REVISED SCHEDULE OF ACCOMMODATION FOR POST OFFICE

A reference is invited to this office letter No.

51-2/79-PRP dated 18-11-1981 vide which norms

of schedule of accommodation for construction of

post office building were laid down. Experience

has shown these norms to be very liberal and in a

number of buildings constructed by the Department

in the recent past, accommodation far in excess

of the actual requirement has been created. This

is because there is a general tendency to inflate

the SOA and also to incorrectly apply the provisions

for future expansion without any objective

assessment of the actual need of accommodation.

The question of further revision of present SOA

norms has, therefore, been engaging the attention

of this office for some time past. After due

consideration revised proforma of SOA separately

for sub and head post offices have been drawn up

(Annexure I and Annexure II respectively). A copy

thereof is sent for information and guidance. The

new schedule will be utilised for planning all post

office buildings with immediate effect.

2. While preparing the SOA the following points

should be kept in view:-

(i) The SOA itself need not be rigidly binding in any

case. These maximum guideline norms may be

taken for reference and not in all cases need be

implemented in toto. Based on actual observation

and a realistic assessment of the potential of the

office for which the building is planned to be

constructed, the SOA should be computed.

(ii) While making the provision for future expansion,

it is very necessary to assess carefully the likely

growth of the traffic of the office concerned. The

factor for future expansion should not be


mechanically applied on the total justified space or

on the space requirements of the branch concerned.

For working out future requirements the offices have

been categorized into four categories, viz., rural,

mofussil / district town, B-I, A cities and the

metropolitan cities. On the basis of this classification

the following percentages of future expansion have

been decided.

Rural Moffl. / Dt. H.Qrs. 'B-I' & 'A' cities Metro Cities

A Counters 10% 10% 20% 25%

B Public Hall ……. 15% 20% 25%

C Telegraph Br. ……… ------- -------- ---------

D Treasury and Strong Room No future increase for strong room.

E Del. Hall 15% 20% 25% 25%

F SB / SBCO ------- 15% 25% 25%

G Admn. Br. ------- ------ 10% 10%

H Amenities -------- 10% 10% 20%

I Other Prov. --------- ------ 10% 10%

(iii) Further, the importance of the place where the

building is being constructed, its demographicgrowth, rate of industrilisation, growth ininfrastructure, etc., should be the primeindicators for assessing the traffic potential ofthe office.

(iv) 50% future expansion for any particular branch

depending on special growth needs should beconsidered only in the case of B-I, A andmetropolitan cities. However, to ensure that thisprovision is not applied without proper basisChief PMsG / PMsG will have powers to allowfuture expansion only upto a maximum of 25%.Prior approval of the Directorate would be

required for any percentage higher than 25%.Since, the construction of buildings is to meetthe long term requirements of the Department,say for 80-100 years, it is necessary to ensurethat these are taken into account in the plan fora particular building. The vertical expansion of

a building would be possible only if necessaryprovision is made for the same at the foundationstage. It is, therefore, desirable that, as far aspossible, necessary provision is made for verticalexpansion at a later stage in respect of importantbuildings upto the maximum limit for which the

local FSI norms permit in metro, A-Class, B-Icities and fast developing areas.

(v) Future expansion should be provided for,depending on the plot and building size eitheras horizontal or as vertical construction at a laterdate.

(vi) Generally, the Delivery Branch requires morespace to offset the growth in traffic in the future.However, this fact will generally apply to urbanand semi-urban areas. While designing buildings

in such areas, it would be desirable to have thedelivery segment of the post office with adjacentopen space for future expansion at a later date.More extensive use of PO boxes in such areas

should be kept in mind while planning theconstruction.

(vii) Strong-room need be provided only in officeswhere the average daily cash handling is veryhigh and the security risk is very great. Provisionfor future expansion need not be made.

(viii) It should be attempted to reduce the standardsof the furniture so that they are functional andoccupy the least space of floor area. Modernoffice furniture provides ample scope for doingso. Similarly, by providing built-in cupboards,along the walls, we should go in for vertical

storage and not use costly floor area.(ix) Space for canteen -- Only the realistic maximum

number of staff on duty in the building should bereckoned for calculating space for canteen. Totalnumber of maximum staff on duty at a time in a dayshould, however, be mentioned in the proforma.

(x) Space for cycle stand -- As a rule, cycle stand/garage should not be constructed as part of themain structure, which is generally of RCC,resulting in loss of valuable office space. Cyclestand/garage should be set apart from the mainstructure, usually, a lighter structure of iron poles

/ asbestos roofing, would suffice. Care shouldalso be taken to ensure that excess parking areais not provided.

(xi) Telegraph Branch -- In view of the fact of thebifurcation of the erstwhile P&T Department andthat at more and more places DTOs are being

opened, there is no need to plan for a separateTelegraph Branch. Instead, in combined offices


one additional counter would suffice.3. The aspects of proper security of the building and

possibility of its damage in agitations, etc., shouldalso be kept in view, apart form municipal fire-fightingby-laws, etc., and the building should be designedaccordingly.4. It is also felt that ordinarily our buildings shouldnot exceed a height of 52 ft. beyond which provision

of lifts would be generally required. By keeping ceilingheight to a maximum of 12 ft. even for a four-storeyedbuilding, we can keep it well below 52 ft. Further ourexperience has shown that construction ofbasements, apart from being costly, does not meet

operational requirements fully. The result is that oftenthe basement is not adequately used considering the

cost inputs. As a general measure, therefore, beforeplanning a basement full justification should beworked out.

Provision of electrical points, i.e. fans, etc.,should be need based.5. These new SOA norms will be given effect for a

period of five years within which time frame Circleswill give a proper feed back based on projectscompleted under these norms. A future review willbe undertaken accordingly, if necessary to moderatethe SOA.

ANNEXURE I

SCHEDULE OF ACCOMMODATION FOR SUB-POST OFFICE

SOA...................................................Sub-Post Office in account with.............................................................Head Post Office................................................Postal Division

Category of Town : (Whether Rural/Mofussil/Dist. Head Qrt/B.I./A or Metro City)(i) Status of the Post Office .... .... (Whether time-scale or LSG/HSG and whether Delivery

or Non-delivery or Combined Post Office)(ii) Categorywise sanction: staff strength .... (1) SPM ....

(2) ASPM ....(3) PAs ....

(4) Postmen ....(5) EDDAs ....(6) Group 'D' including EDs ....(7) Others, if any ....

(iii) Accommodation available in the present building (in sq. ft.) Rented Departmental(iv) Number of counters available in the present building .... ....

(v) Details of accommodation required to be constructed in the proposed departmental building-Category of Staff Total No. Scale per Staff member Area required

of Staff (Sq. ft.) (Sq. ft.)(a) SPM .... .... 1 75 75 (No F/E)(b) ASPM .... .... .... 60 ......................(c) PAs .... .... .... 40 + 20 Sq. ft. for SB/NSC PA ......................

(d) Delivery Staff .... .... No. of dely. beats (including EDDAs) x 25) ......................(e) Public Space ..... .... .... No.of Counters x 50 .....................(f) Group 'D' including ED .... .... 20 ......................(g) Space for opening of mails .... .... No. of dely. beats x 3 ......................(h) Space for closing of mails .... .... Max. No. of bags closed at a time x 3 ......................(i) Post Box/Cabinets .... .... .... No. of Post Box/cabinets x 18 .......................

(j) PCO Booth .... .... .... No. of PCO booths x 20 .......................(k) Treasury Room .... .... .... 200 (No F/E)(l) Records and Forms room .... .... Min. 50 sq. ft. and Max. 75 Sq. ft. ........................

depending on the status of the office(m) WC/Urinals/Wash .... .... Min. 40 and Max. 60 Sq. ft. (No F/E) .........................Future expansion @.........................% except for items (a), (k), (l) and (m) .... .........................

Total carpet area of the Post Office .... .... .... .... .........................Other items with full justification .... .... .... .... .........................SPM's quarter .... .... .... .... .........................Total area of the building .... .... .... .... .........................Cycle shed (outside the building) No. of cycle x 12 .... .... .... .........................


(Signature and Designationstamp of the officer preparing the SOA)

NB :- F/E means Future Expansion.ANNEXURE II

SOA FOR HEAD POST OFFICE

Schedule of accommodation for...................................Head Post Office under

....................................Postal Division

Category of Town : (Whether Rural/Mofussil/Dist. H.Q./'B-1', 'A' or Metro city)

(i) Status of office .... .... .... (Whether HSG-I, HSG-II or Gazetted)(ii) Categorywise sanctioned Staff strength .... (Separate list should be attached)(iii) Accommodation available in the present building Rented Departmental(iv) Details of accommodation required to be constructed in the proposed departmental building-A. Counter

Category of Staff Total No. Scale per Staff member Area required

of staff (Sq. ft.) (Sq. ft.)PM (Gazetted/non-Gazetted) .... 1 150 150 (No F/E)

100 100 (No F/E)Supervisors Dy. PM/Asst. PM .... ..................... 75 ......................SB/NSC Counter PAs .... ...................... 60 ......................Parcel counter PA .... ...................... 50 ......................

MO/Regn/Eng. PA, etc. .... ...................... 45 ......................SB Ledger Clerks .... ...................... 60 ......................Group 'D' including ED staff .... ...................... 15 ......................

Total ......................Future expansion @....................except for incharge of the office .... .... ......................

Grand Total ......................

B. Public Hall

No. and details of counters:(i) in the present buildings .... ......................(ii) in the proposed buildings .... ......................(iii) additional counters for emergency .... ......................(a) Total Nos. of counters, i.e., (ii) + (iii) above x 50 .... ......................

(b) PCO Booths .... ..... Nos. of PCO Booths x 20 ......................Total of (a) + (b) ......................

Future expansion @....................% ......................Grand Total ......................

C. Treasury and Strong-Room

DPM/APM .... ...... ............... 80 (No F/E) ......................

Treasurer .... ..... ............... 120 ......................Asst. Treasurer .... ..... ............... 45 ......................Cash Overseer .... ..... ............... 20 ......................Group 'D' .... ..... .............. 15 ......................

Total ......................Future expansion @..........................% except for DPM/APM ......................

Grand Total ......................Strong-Room .... ..... Min. 120 and Max. 200 (No F/E) ......................

(depending on the status of the office)Grand Total ......................

NB :- Strong-Room, if any, and Treasury should have built-in iron cupboards.Category of Staff Total No. Scale per Staff member Area required

of staff (Sq. ft.) (Sq. ft.)D. Delivery Hall : (including space for Regn., Parcel, MO Paid and Sub-Account Branch).


Dy. PM/APM .... .... .................... 75 (No F/E .......................PAs

(a) Regn. .... .... .................... 40 ........................(b) Parcel .... .... .................... 40 ........................(c) MO Paid .... .... .................... 40 ........................(d) Delivery .... .... .................... 40 ........................(e) Sub A/c .... .... .................... 40 ........................PRI (P)s .... .... .................... 50

Max. No. of Postmen and ....................... EDDAs attending office attime x 20

Mail Overseers .... .... .................... 20 .......................Group 'D' including EDDAs .... .................... 15 .......................Space for opening and closing of mails: Min. 150 and Max. 250 .......................

depending on the status

PB cabinets of office No. of PB cabinets x 18 .....................Total .......................

Future expansion @.......................% except for incharge of Delivery branch.Grand Total .......................

E. SB/SBCO

(a) SB Branch

DPM/APM .... .... .................... 75 (No F/E) .......................Ledger clerks .... .... .................... 60 .......................

(b) SBCOIncharge SBCO .... .... .................... 75 (No F/E) .......................UDCs/LDCs .... .... .................... 40 each .......................

Space for records (65 sq. ft. per desk) .......................

Group 'D' .... .... .................... 15 .......................Total .......................

Future expansion@.........................% except for incharge .......................Grand Total .......................

F. Administrative Branch

(i) Correspondence

DPM/APM .... .... .................... 75 (No F/E) .......................Assistants .... .... .................... 40 .......................Group 'D' .... .... .................... 15 .......................

(ii) AccountsDPM/APM .... .... .................... 75 (No F/E) .......................Accountant .... .... .................... 45 .......................

A/cs Clerks .... .... .................... 40 .......................Group 'D' .... .... .................... 15 .......................

(iii) Complaints/Reference/ConsolidationDPM/APM .... .... .................... 75 (No F/E) .......................Assistants .... .... .................... 40 .......................Group 'D' .... .... .................... 15 .......................

Total .......................Future expansion @.......................% except incharge of above branches .......................

Grand Total .......................Storage of records of above branches .......... Min. 150 and Max. 250 .......................

Grand Total .......................G. Amenities Block

1. Rest room for Delivery staff ..... 1/3 of the Max. staff on duty .......................at a time x 10


2. Canteen/Tiffin Room ..... Max. No. of staff on duty at .......................a time x 1

3. Recreation Room .... (a) No provision up to 100 staff .......................(including reading room) only (b) 300 sq. ft. for 100 staff, 2 sq........................when staff strength exceeds 100 ft. for every additional staff.

4. Ladies Retiring Room .... Min. 70 and Max. 125 .......................5. W.C. ..... .... As per minimum local require- .......................6. Urinals ..... .... ment

7. Wash Basin ..... .....H. Other provisions:1. Store room ..... ..... 150 150 (No F/E)2. Forms and Records Room ..... Min. 150 and Max. 250 .... (No F/E)3. Wading platforms ..... Min. 100 and Max. 150 .... (No F/E)4. Water Room ..... ..... 40 40 (No F/E)

5. Co-operative Store/Society where it exists 120 120 (No F/E)6. Sub-Divl. Office ..... ..... .............. 180 per unit (No F/E)7. Any other item with full justification .......................

Total .......................Total carpet area of the Post Office (Total of A to H) .... ..... ..... .......................PM's quarter (As per existing standards) .... ..... ..... .......................

Inspection Room/Quarter (As per existing standards) .... ..... ..... .......................Total area of the Building .... ..... ..... .......................Cycle shed (outside the building) No. of cycle/scooter x 12 ..... ..... .......................

(Signature and designationstamp of the authority preparing the SOA

NB:- F/E means Future Expansion.

[Dept. of Posts No. 51-53/90-BP dated 19-09-1991]

12. MAINTENANCE OF BUILDINGS

Department is constructing its own buildings in

a phased manner for operative / administrative offices

and staff quarters with a view to increase assets, effect

savings in rental liability, provide residential

accommodation to its employees for efficient disposal

of work.

2. Buildings with good ambience, both internally &

externally, not only provides conducive atmosphere for

proper functioning but also helps in attracting clientale

for postal facilities.

3. Department has undertaken a project in a phased

manner for new brand indentity of postal buildings. At

the same time, it is equally important that maintenance

of buildings to the optimal extent required is also

undertaken as improper planning and inadequate

attention towards maintenance of buildings gives a

shabby / gloomy look.

4. Building maintenance may be defined as "work

undertaken to keep, restore, or improve every facility

to keep, restore, or improve every facility i.e. every part

of a building, its services and surroundings to a currently

acceptable standard to sustain the utility and value of

the facility". Proper maintenance aims at effective and

economic means of keeping the building and services

fully utilitarian.

5. Maintenance of buildings may be divided into three

categories:-

(a) Day-to-day service facilities:- The emergent

works which are to be attended to on day-to-day

basis, such as removing chokage of drainage

pipes, manholes, restoration of water supply,

minor repairs to door shutters, windows,

replacements of broken glass panel blown fuses,

repairs to faulty switches etc. fall under this

category of maintenance. The purpose of this

facility is to ensure satisfactory and uninterrupted

functioning of various services in the building.

(b) Annual repairs: This include white-wash and

colour wash for a building for which periodicity is

2 years and painting for which periodicity is three

years. In addition, works such as patch repair to

plaster, minor repairs and replacements,

replacement of wiring damaged due to accident,

replacement of switches, sockets etc. which are

not emergent works but can wait till the time of

annual repairs fall under this category of

maintenance.

(c) Special repairs: As a building ages, there is


deterioration to the various parts of the building

and services. The following types of work become

inevitable and are undertaken under special

repairs to prevent the structure from deterioration

and undue wear and tear as well as to restore it

back to its original condition to the extent possible:-

(i) White washing, colour washing, distempering etc.

after scrapping completely the original finish.

(ii) Painting after removing the existing old paint from

various members.

(iii) Provision of water proofing treatment to the roof.

(iv) Repairs to roads.

(v) Repairs/replacements of flooring, skirting and dado.

(vi) Replacement of doors, window frames and

shutters.

(vii) Replacement of water tanks, WC cistern, wash

basins, kitchen sinks, pipes.

(Special repairs to newly purchased or previously

abandoned works and purchases required for bringing

them into use do not fall under maintenance of buildings

but come under original works.)

6. Besides the categories of 'Original Works' and

'Maintenance / Repairs', there is another category of

'Petty Works' which covers such of those works which

do not fall in the first two categories i.e. 'Original Works

' & ' Maintenance / Repairs'. No budget provision and

alterations to both residential and non-residential

buildings upto the limits prescribed in Schedule -II of

the Schedule of Financial Powers of the Heads of

Circles and Heads of Departments (Circulated vide

Directorate letter No. 6-1/2005-FC (Posts) dated 29-

07-2005) may be classified under "Maintenance".

7. The works relating to 'Maintenance / Repairs' may

be clearly differentiated from the other works

concerning modernization / ergonomics undertaken

in departmental buildings and the AA & ES issued

accordingly indicating the relevant Head of Account

besides ensuring incurring booking of expenditure

under Proper Head of Account. The fund provided

for maintenance of buildings should be utilised only

for maintenance works as detailed in paras (5) & (6)

above.

8. Attention is drawn to Directorate letter No. 10-5/

2005-Bldg. Daed 27-09-2005 regarding procedure for

building maintenance work.

9. The above instructions may kindly be brought to the

notice of all concerned for information, guidance and

strict implementation.

10. The receipt of this letter may kindly be

acknowledged.


(D.G.(P) No. 10-1/2006-Bldg. Dt. 11-5-06)

13. ASSESSMENT OF REASONABLE RENT/ENHANCEMENT OF RENT

OF PRIVATE BUILDING TAKEN ON LEASE

Reference to the Directorate's letter of No. 31-

27/89-Bldg. dated 25-2-92 vide which instructions on

periodicity for reassessing the reasonable rent to

private buildings taken on lease by the Department

were issued. It was stated in the last para of this

letter that guidelines for fixing enhanced/revised rent

wil l be issued separately. The question of

rat ionalising the principles for cert i fying the

reasonableness of rent in respect of rented building

under the occupation of the Department has been

exercised in consultation with Finance Advice

(Postal) and it has been decided that assessment of

revised/enhanced rent of such buildings will be

treated as a fresh case of rent assessment and will

be done according to the following principles:-

(i) Work out the reproduction cost of the building as

on the date of reassessment on the cost index for the

concerned locality.

(ii) Work out the depreciated value of building

assuming a straight line variation of depreciation

depending on the age of the building.

(iii) Work out land area appartment to the building

taking into account the local bye-laws. In case no such

bye-laws exist in the locality, general practices

prevailing in the locality should be followed. Any surplus

land that does not enhance the utility of the building

should be excluded.

(iv) The cost of appartment land should be ascertained

from the local Revenue Authority. For this purpose, the

cost of land should be divided between the number of

tenants in the building, apportioned between the tenants

according to the plinth area each one is having, if the

Department is not the sole tenant:

(v) Where the landlord has made additions/alteration

in the building as per Departmental requirements, the

same will be taken into consideration in working out

the capital cost of the building.

(vi) The cost of appartment land may be added to the

depreciated value of the building to assess the

reasonable return on the property. In case of

metropolitan cities, this percentage rate of return may

be taken as 10% per annum. In the case of other cities/

towns, this figure may be taken as 9% per annum.

(vii) The figure arrived at thus would constitute the

annual rent of the building on the basis of the principle

of valuation. This is the "core" rent, as mentioned in

Directorate's letter of even number, dated 25-2-92.

2. After working out the rent on the above principles

of valuation the market rate of rent current in the locality

will be ascertained by FRAC. For this purpose, rents


paid by Government and semi-Government

organisations, public sector undertakings and

nationalised banks will be taken into account. The data

collected must be authentic and the buildings should

be comparable in specifications and amenities

provided.

3. After getting the two values, i.e. rent based on the

recognised principles of valuation and the current

market rate, the endeavour of the competent authority

should be to balance the two factors of rent worked

out on the basis of the principles of valuation as well

as market rent. While weightage should be given to

the market rent so as to sufficiently compensate the

landlord, all efforts should be made to fix the rent lower

than the market rate. For this purpose after considering

the FRAC's report, the competent authority should

negotiate with the landlord. Where the enhanced rent

falls within the powers of the Divisional

Superintendents, the negotiation will be carried out by

the next higher authority.

4. Rent will not be increased if the Department has

incurred any expenditure on maintenance/repairs of a

particulars building.

5. Enhancement of rent should be effected only after

a fresh lease deed is signed by these landlord.

6. For the purpose of those orders, the constitution

of FRAC's at various levels will continue to be guided

by the orders already in force. However, for all cases

where enhancement of rent would fall within the powers

of the Divisional Superintendents, the revision of rent

will be considered by a duly constituted FRAC even

where the initial rent had been within the delegated

powers of the Divisional Head without the assistance

of the FRAC.

(Dept. of Posts Lr. No. 31-27/89-Bldg. dated 29-5-1992)

14. PROVISION OF TOILET FACILITIES IN POST OFFICE BUILDINGS

It has been brought to the notice of this Directorate

that in large number of offices proper toilet facilities

either are not available or they are inadequate for the

staff working there.

2. Since this is one of the basic amenities, the

following remedial action may kindly be taken at your

end in a planned manner :-

a) Adequacy of toilet facilities available in the

departmental buildings should be examined keeping

in view the ratio of male/female employees working in

the office. Adequate number of toilets for ladies located

suitably should be identified for their exclusive use. In

case this is not feasible, construction of additional toilet

facilities should be undertaken on priority basis.

b) In case of new constructions while forwarding

Schedule of Accommodation and layout plan the

number of male/female employees expected to work

in each floor should also be forwarded to the Architect,

so that provision for adequate number of toilets can be

incorporated in the preliminary drawing. To calculate

the number of male/female employees floor wise,

number of such officials working in the office at the old

location or in case of a new establishment, male/female

ratio of employees working in similar types of offices

should be kept in view.

c) In case of rented buildings also the adequacy of

toilets as referred to in para (a) above should be

examined and if the toilet facility is not adequate, the

landlords may be persuaded to provide the same.

(d) If the landlord agrees to provide adequate toilet

facilities on the condition of increase of rent, the same

may be examined in respect of premises during the

currency of the lease already agreed upon provided

the following conditions are satisfied ;-

i) Accommodation is otherwise suitable/and

adequate and alternative better accommodation with

adequate toilet facilities is not available at an

economical rent.

ii) The landlord gives in writing his consent to abide

by the assessment to be made by the department in

consultation with the representative of the Civil Wing

and IFA about the quantum of increased rent on

completion of the work.

iii) Assessment of the revised rent will be restricted

to the additional expenditure incurred by the landlord

in providing the adequate toilet facility

iv) Increase in rent will be payable only on completion

and handing over the newly constructed/renovated

toilet to the Department.

e) In case of premises where lease has already

expired and landlord is willing to provide adequate toilet

facility on the condition of enhanced rent the same may

be examined if the following conditions are satisfied :-

i) Accommodation is otherwise suitable and

adequate.

ii) Rent quoted by the landlord is otherwise fair and

comparable to similar accommodation in the locality.

iii) The landlord gives in writing his consent to abide

by the assessment to be made by the department in

consultation with the representative of the Civil Wing

and IFA about the quantum of increased rent and enter

into a fresh lease.

iv) The landlord intimates the estimated cost of the

construction involved for providing the adequate toilet

facility and the date by which the newly constructed/

renovated toilets is to be handed over to the

department.

v) The segment of enhanced rent relating to capital


cost to be calculated by IFA and the representative of

Civil Wing in providing the adequate toilet facility will

be reserved and payable to landlord only on handling

over the same to the department and the capital cost

is reassessed by the department to ensure that

estimated cost proposed by the landlord has actually

been spent.

(D.G. (P) No. 25-1/99-Bldg., dt. 11-5-1990)

(b) Inspection Room: Rs. 5/ per day irrespective of pay.

Pay upto Rs. 16,400/- Rs. 8 per day (more than six hours) (Includes

charges for electricity and refrigeration)

Pay beyond Rs. 16,400/- (Rs. 16,401/- & above) Rs. 12 per day (More than six hours) (Includes


The charges for the us of:-

Air-conditioner - Rs. 8/- per day or a part thereof.

Room heaters - Rs. 2/- per day or a part thereof.

(c) Rates for officers for stay in Inspection Quarters

/ Inspection Rooms for periods exceeding 10 days

(i) For period exceeding 10 days and upto 60 days

(with the permission of the controlling authority i.e.

Head of Circle).

(ii) For period beyond 60 days (With permission of

DG Posts):- 10% of the basic pay (includes special

pay).

3. The revised rates indicated above will take place

with immediate effect.

4. This may kindly be brought to the notice of all

concerned for information, guidance and necessary

action.


DG (P) letter No. 6-2/2004-Bldg. Dated 04-08-2005

15. REVISION OF TARIFF FOR OCCUPATION OF INSPECTION

QUARTERS / INSPECTION ROOMS

I am directed to refer to this office letter No. 26-

16/85-NB (P) dated 08-11-1988, 12-7-1989 and 23-

12-1992 on the subject cited above.

2. It has now been decided by the competent

authority that the existing rates of Inspection

Quarters / Inspection Rooms may be further

rationalised as follows:-

(a) Inspection Quarters:

(i) For officer of the Department of Posts while on

duty / leave (Casual & earned), Central and State

Government Officers and retired officers of the

Department of Posts for period of 10 days:-

Pay upto Rs. 16,400/- Rs. 8 per day (more than six hours) (Includes


Pay beyond Rs. 16,400/- (Rs. 16,401/- & above) Rs. 12 per day (More than six hours) (Includes


(ii) For others - Rs. 40/- per day Room heaters - Rs. 2/- per day or a part thereof.

(iii) The charges for the us of:- Air-conditioner - Rs. 8/- per day or a part thereof.

16. OCCUPATION OF DEPARTMENTAL INSPECTION QUARTER BEYOND

NORMAL ADMISSIBLE PERIOD -- ADMISSIBILITY OF HRA

It is clarified that orders issued on the subject by

the DOT under their letters No. 14-04-85-NB dated 26-

11-85 & 15-01-87 (copies reproduced overleaf) as

incorporated in Muthuswamy compilation of FR SR

Part-V (corrected upto 1st February 86) will apply

Mutatis Mutandis to the Department of Posts as well.

These orders will take effect from 26-11-85.

The issue regarding admissibility of HBA during

the stay in Inspection Quarters at the Head Quarter of

their posting has been under consideration for some

time past. It has now been decided in consultation with

Ministry of Finance that officers staying in the Inspection

Quarters in the Headquarters of their posting will not

be entitled to draw HRA for the period during which

they stay in the Inspection Quarters. These instructions

may be followed strictly.

Occupation of Inspection Quarters / Rooms.

This office letter of even no. dated 28-11-85 may

be referred to. In line 5 thereof the words 'exceeding 7

days' may be inserted after the words 'Inspection

Quarters for a period exceeding 7 days' in the

Headquarters of their posting will not be entitled to claim

HRA for the entire period of their stay.

D.G. (P) No. 7-1/87-NB dated 28-04-88


17. ASSESSMENT OF REASONABLE RENT/ENHANCEMENT OF RENT OF

PRIVATE BUILDING TAKEN ON LEASE BY THE DEP. GUIDELINES-REG.

The Department has been acquiring/purchasing

land for postal buildings/staff quarters at locations/

stations where (i) a site is actually needed, and (ii)

where a site is available though there is no immediate

need for it, generally sites are acquired through the

land acquisition Act or taken on lease from local

authorities. In some cases, generally in rural areas,

"Gifted sites" are also accepted.

2. Some Circles, notably, Karnataka, Andhra,

Rajasthan, Gujarat, Bihar & Uttar Pradesh Circles

have acquired large number of sites at various places

in the Circle. Majority of these sites are located in

rural areas/places below the level of district head

quarters. Most of the sites lie vacant for a long time

due to paucity of funds which are needed to construct

buildings on them. In some cases, the lead time is

15-20-25 years after the site is acquired. In spite of

the fact that the department bears a significant

expenditure to safeguard these sites, cases of

encroachment, particularly in urban areas, occur.

Therefore, the question of outlining due priorities and

formulating a clear policy for acquisition of land etc.

was under consideration of the directorate. It has now

been decided that :-

(i) Acquisition of land in places below district

headquarters or anywhere where the strength of the

post office is less than 15 (including Postman & Gr.

D) should not be made except in very remote/hilly/

backward/tribunal and project areas where suitable

rented accommodation for the post office is not

available and staff quarters are to be provided to

the staff posted there as a matter of operational

necessity. Post Offices of smaller sizes at other

places manage with suitable rented

accommodation.

(ii) The practice of accepting "Donation of land for

P.O. buildings" specially in areas having no Post

Office or where the existing Post Office is below the

level of LSG or where suitable office accommodation

is easily available at reasonable rent, should be

stopped. This will avoid pressure being brought on

the department thereafter for the construction of Post

office building. There could, however, for exceptions

to this policy which would be examined in the

Directorate according to the merits of each case.

Therefore, such cases should be referred to the

Directorate, with detailed notes for orders.

(iii) Since the process of acquisition of land through

LA Act drags on for a number of years before such

cases become mature as also the land acquired

through LA Act could be used for a specific purpose

only for which it is acquired, the Circles/Regions

should explore the feasibility of purchasing free-hold

plots of land through the Negotiation Committee with

no restriction placed on land use, instead of through

the Land Acquisition Act.

(iv) As for staff quarter, in order to cut down the

lengthy process of acquisition/purchasing of land,

planning and executing works, the Circles should,

as far as possible, explore the possibility of acquiring/

purchasing ready built quarters from Governmental

bodies/public sector Corporations etc. at places

where now colonies are coming up.

3. The basic and essential requirements already

laid down in this office letter No. 51-15/78-PRP dated

14-6-1978 for site suitability should adequately be

taken care of before any site/ready built quarters are

acquired/purchased and necessary certificate in the

prescribed proforma should continue to be obtained

from the concerned Civil Wing authorities.

4. All pending cases of land acquisition should be

processes according to these instructions.

5. Receipt of this letter may please be

acknowledged to Director (BP), Room No. 404, Dak

Bhavan, New Delhi-110001.

(No. BDG/1-8/92-MS, dt. 30-6-02)


7. WELFARE

1. IMMDIATE RELIEF TO THE FAMILIES OF GOVERNMENT SERVANTS

WHO DIE WHILE IN SERVICE

The undersigned is directed to convey the

approval of the President of the following modification

to this Department's O.M. No. F. 11(1)/EV/(B)/71,

dated 19th November, 1971 as amended from time

to time: -

In Para 1(ii) of the O.M. ibid, substitute the figure

of 'Rs. 2,500' by the figure 'Rs. 8,000'.

The amendment will take effect from the date of

issue of this O.M.

(M.F., O.M. No. 26(1)/EV/99, dated 12-7-1999)

2. ACTION TO BE TAKEN ON RECEIPT OF INTIMATION ABOUT THE DEATH OF A

POSTAL EMPLOYEE/EXTRA-DEPARTMENTAL AGENT

It has generally been observed that in case of

unfortunate death of an employee/extra-departmental

agent, the officers and employees provide all possible

assistance to the bereaved family, sometimes even

at considerable personal inconvenience. While

deeply appreciating the human approach of our

officers and employees on such sad occasions, the

Secretary (Posts) has issued following instructions:-

i) Immediately on receipt of an intimation about the

death of any employee/EDA a senior officer should

visit the family and offer condolences of behalf of

the department.

ii) Possible assistance may be provided to the

family. For instance, if any member of family is away,

massages could be sent to inform him about it.

iii) If death occurs out of at station/circle or at a place

where the family is not residing with the employee, a

senior officer in that Circle/Division should personally

supervise the arrangements such as intimation to

the family, arrangements for transportation of the

dead body or arrangements for the stay of the family

members of the place where death has occurred etc.

iv) A floral wreath may be placed at the time of

funeral or as per the family conventions on behalf of

the Director-General (Posts) as a mark of respect to

the departed soul. The expenditure of this account

may be met from office expenses.

2. These instructions may please be circulated to

all concerned.

(DG No. 15-43/94-WL/Sports, dt. 9-5-94)

3. MODIFIED ORDERS FOR PRODUCTION OF MEDICAL CERTIFICATES

BY GAZETTED/NON-GAZETTED EMPLOYEES

Presently, under Rule 19 of CCS (Leave) Rules,

1972, whereas a Gazetted Government Servant has

to produce a medical certificate for grant of leave on

medical grounds from an Authorized Medical

Attendant (AMA), a non-Gazetted Government

Servant is required to do so either from an AMA or a

Registered Medical Practitioner (RMP). Further, in

accordance with the recommendation of the Fifth

Central Pay Commission made in Para. 117.14 of

its Report for production of Medical/Fitness Certificate

by all Government Servants either from a Doctor in

a CGHS Dispensary of from an AMA in places where

CGHS Dispensaries are not available. Instructions

have been issued vide this Department's O.M. No.

13015/2/97-Estt.(L) dated 7th October, 1997,

requiring non-Gazetted Government Servants, who

are CGHS beneficiaries and are residing in an area

covered by CGHS at the time of illness, to produce

such a certificate from a CGHS Doctor.

2. The matter has since been considered further

by the Government aud it has now been decided that,

in partial modification of the provisions of Rule 19 of

CCS (Leave) Rules, 1972 and this Department's OM,

dated 7th October, 1997, referred to above, the

production of Medical/Fitness Certificate by Gazetted

and non-Gazetted Government servants shall be

regulated as follows:-

(i) A Government servant (Gazetted to Non-

Gazetted) who is a CGHS beneficiary and is living in

an area covered by the CGHS at the time of illness

shall be required to produce the Medical/Fitness

Certificate, in the form prescribed in Rule 19 of CCS

(Leave) Rules 1972, either from a CGHS Doctor or

a Government Hospital.

(ii) A Government servant (Gazetted or non-

Gazetted) who is not a CGHS beneficiary (including a

Government servant who has opted out of the CGHS

or is a CGHS card holder but at the time of illness is


not living in an area covered by CGHS, i.e. proceeds

outside the Headquarters on duty, leave, etc.) will have

to produce the Certificate from the AMA, provided that

in the case of such a non Gazetted Government

servant, production of the Medical/Fitness Certificate

from an RMP may be allowed by the leave sanctioning

authority, if there is no AMA available within the radius

of 8 kms. of his residence (or place of temporary stay

outside the Headquarters).

(iii) In the case of hospitalzation/indoor treatment

permitted in a private hospital recognized under the

CGHS/Central Services (Medical Attendance) Rules,

1944, a Government servant (Gazetted or non-

Gazetted, whether a CGHS beneficiary or not) may

produce the requisite Medical/Fitness Certificate from

the authorized Doctor in such a hospital in case his

hospitalization/indoor treatment is on account of the

particular kind of disease (e.g., heart, cancer, etc.)

for the treatment of which the concerned hospital has

been recognised by the Ministry of Health and Family

Welfare. This relaxation will not be admissible in case

of any day-today/outdoor treatment or indoor

treatment in respect of any other disease.

. These orders take effect from 1st September,

2000. Formal amendment to the CCS (Leave) Rules,

1972, will follow.

(Dept. of Per. & Trg. O.M. No. 13015/3/2000-Estt.(L), dated 24-8-2000)

4. GRANT OF EARNED LEAVE TO CENTRAL GOVERNMENT EMPLOYEES

A suggestion has been made to the Governmentthat as one of the institutional mechanisms to allowGovernment servants to periodically free themselvesfrom the routine stresses of service life and thus helpthem avoid falling prey to various stress relateddiseases, they may be compelled to avail of atleast15 days earned leave during a calendar year. Thoughimplementation of the suggestion in this manner isnot easible on account of the provisions of servicerules, the basic ideas underlying the suggestion isun-exceptionable.

Under the extent provisions of CCS (Leave)Rules, 1972, leave cannot be claimed as a matter ofright. When the exigencies of the public services sorequire, discretion to refuse or revoke leave of anydescription is reserved to the authority empoweredto grant it. However, as emphasises in the instructionsissued by this Department from time to time, suchprovisions have been made in the Rules because itis not possible to let all those at that time and there isa limit beyond without dislocating the working of anestablishment. These instructions are not intendedto be used as in effect to abridge indeed desirable in

the interest of the public leave at suitable intervalsand return to work relaxed and refreshed. It has alsobeen laid down that the leave sanctioning authoritiesmay encourage government servants to take leaveperiodically, and in case where all applications forleave cannot, in the interest of public service, begranted at the same time, the leave sanctioningauthority should leave the applicants by turn with dueregard to the principles enunciated. Leave isaccordingly, not to be ordinarily denied to any employee,especially in the last 10 years of his career.3. Periodical availment of leave is in the interest ofthe Government as well as the Government servants.Ministries / Departments should therefore, furtherstreamline the procedure and chalk out an annualleave programme keeping in view, the Parliamentsessions and other relevant functional requirements.4. In so far as persons serving in the Indian Auditand Accounts Department are concerned, this issueswith the concurrence of the Comptroller and AuditorGeneral of India.

DoP&T No. 1402 B/3/2000-Estt. (L)dated 22/27-3/2001

5. REPORT OF THE COMPLAINTS COMMITTEE CONSTITUTED FOR

PREVENTION OF SEXUAL HARASSMENT OF WOMEN AT WORK

PLACES -FOLLOW-UP ACTION

Refer to this Department 's O.M. No. 1013/10/97-Estt. (A) dated the 13th February 1998, underwhich the guidelines and norms laid down by theSupreme Court in the case of Vishaka and other v.State of Rajasthan and others (JT 1997 (7) SC 384)for prevention of sexual harassment of women atwork places, were circulated to all Ministries /Departments for compliance to all concerned.2. The guidelines laid down by the Supreme Court

provide, inter alia, for the constitution of a ComplaintsCommittee in the employer's organisation for redressof the complaint made by the victim. In thisconnection, a question has been raised regardingthe status of the inquiry held by the ComplaintsCommittee. It is clarified that the findings of theComplaints Committee regarding sexual harassmentof the complaint / victim will be binding on thedisciplinary authority to initiate disciplinary


proceedings against the Government servant (s)concerned under the provision of the CCS (CCA)Rules, 1965. The report of the Complaints Committeeshould be treated as a preliminary report against theaccused Government servant.3. The Ministries / Departments are requested to

bring these instructions to the notice of all concernedand ensure that necessary follow-up action is takenon the report of the Complaints Committee withoutany delay.

(G.I., Dept. of Per. & Trg. O.M. No. 11013/11/2001-Estt. (A) dated 12-12-2002)

6. FINANCIAL ASSISTANCE FROM THE POSTAL STAFF WELFARE SCHEME

IN CAES OF PROLONGED ILLNESS/SURGICAL OPERATIONS, ENHANCED

Refer to this office letter No. 15-43/92-WL/Sports,

dated 2-9-1992 on the above subject. In the 7th meeting

of the Postal Services Staff Welfare Board the question

of increase in the power of Chief PMG/PMsG relating

to financial assistance in the above case was discussed

and the following decisions have been taken:-

1. The power of the CPMsG as indicated in item 1 of

the aforesaid letter for grant of financial assistance in

the cases of prolonged illness/surgical operations has

been enhanced from the present limit of Rs. 5,000 to

Rs. 10,000. There is no other change in other terms

and conditions indicated therein.

2. Similarly, in case of EOL/HPL as mentioned in item

2 of the aforesaid letter, it has been decided to enhance

the limit of financial assistance for prolonged illness as

follows.

Existing Revised

Extraordinary Rs. 1.000 p.m. Rs. 1,500 p.m.

leave or ½ of basis uniformly.

pay+DA which-

ever is less

Half Pay Rs. 500 p.m. of Rs. 750 p.m.

leave 1/3 of basic uniformly

+DA which-

ever is less.

All other conditions for grant of this financial

assistance will continue to be the same as laid

down in letter No. 15-43/92-WL/Sports, dated 2-

9-1992.

3. In case of financial assistance from the Welfare

Fund given to the EDAs/Casual/Part-time employees

for their own illness in case of surgical operations/

prolonged illness as indicated at page 4 in the

aforesaid letter have been enhanced from the present

limit of Rs. 750 to Rs. 1,500. Other terms and

conditions for grant of this financial assistance will

continue to be the same as mentioned in the

aforesaid letter.

4. These orders would be effected from the date of

issue.

(D.G.(P) No. 10-31/98/WL/Sports,dated 11-3-1999)

7. GRANT OF FINANCIAL ASSISTANCE IN THE CASE OF DEATH OF POSTAL

EMPLOYEE WHILE IN SERVICE

I am directed to invite your kind attention to theitem No. 3 of the Agenda of the minutes of the 6thmeeting of the Postal Services Staff Welfare Board heldat Delhi on 1107-97 under the Chairmanship ofSecretary (P).

It has been decided to enhance the amount offinancial assistance to be paid to the families of suchdeceased employees who are killed in attack by dacoit

/ Rabbor due to terroist violence / riots while on Govt.duty, to Rs. 50,000/- to be paid from the Central WelfareFund: 50% of the aforesaid amount would beadmissible to the bereaved families of EDAs / Part Time/ Casual Workers. There will be no change in theamounts of the other death released reliefs.

DG (P) No. 1-12/97 WL and Sportsdated 18-09-97

8. EHNANCED RATE OF FINANCIAL ASSISTANCE FROM THE POSTAL SERVICE

STAFF WELFARE BOARD IN THE CASE OF DEATH OF AN EMPLOYEE

The financial assistance being paid in cases ofdeath was considered in the 8th Meeting of the PostalServices Staff Welfare Board held on 8-3-2000. It wasdecided to adopt the following rates for financialassistance in cases of death:(i) Immediate death relief Rs. 6,000/-(ii) Death due to accident while Rs. 6,000/-

on duty.(iii) Death due to attack by robbers, Rs. 50,000/-

terrorists, riots etc. while on duty

(iv) Death due to attack by robbers, Rs. 10,000/-terrorists, riots etc. while not on duty

(v) In case of EDAs/Casual labourers and part-timeemployees also, the above amount to be paid tothe bereaved families.The above amount is the total financial assistance

payable in each case.(vi) The above rates would be applicable from 1-6-2000.2. This supersedes all previous orders on the subject.

(D.G.(P) No. 1-3/99-WL/SPT, dt. 1-6-2000)


9. FINANCIAL ASISTANCE FROM WELFARE FUND FOR FUNERAL

EXPENSES - PAYMENT TO THE NEAR RELATIVES

Item No. 9 of the Minutes of the 6th Meeting of the

Postal Services Staff Welfare Board held at New Delhi

on 11-7-97 under the Chairmanship of Secretary (P). It

has been decided to release the funeral expenses from

the Circle Welfare Fund to the brothers or sisters or near

relatives who perform the last rites of a deceased Postal

Employee in the absence of any other next of kin.

2. These orders will be effective from the date of

issue.

(DG Posts No. 1-17/97-WL & Sports dt. 17-9-97)

10. TRANSPORTATION CHARGES TO THE HANDICAPPED CHILDREN

OF POSTAL EMPLOYEES

Attention to the Item No. 17 of the Minutes of the

6th Meeting of the Postal Service Staff Welfare Board

and to say that it has been decided to enhance the

rates of financial assistance towards transportation

charges and Hostel/Mess subsidy to the handicapped

children of Postal Employees from Rs. 50/- to Rs.

100/- p.m. for Metropolitan cities and Rs. 40/- p.m.

to Rs. 80/- p.m. for other cities.

2. These orders will be effective from the date of issue.

(DG (P) No. 1-20/97-WL & Sports, dtd. 17-9-97)

11. CLARIFICATION ON FINANCIAL ASSISTANCE FROM WELFARE FUND IN

CASES OF EOL/HPL DUE TO SERIOUS/PROLONGED ILLNESS

Refer to your office letter No. WEL/36-1 (Coorg)

VII dtd. 30-8-01 in which clarification have been sought

as to whether the financial assistance admissible to

the employees under order No. 15-43/92-WL/SP dtd.

2-9-92 as amended vide letter No. 10-31/98/WL/SP dtd.

11-3-99 can be paid in case of the officials who availed

EOL/HPL on medical grounds and they were

invalidated/expired/retired in the meantime.

The matter has ben carefully considered by the

Directorate and it is hereby clarified that the financial

assistance for the EOL/HPL availed by a Govt. Servant

upto the date of invalidation/retirement can be paid to

the Govt. Servant concerned. However, in case of death

of an employee the financial assistance as mentioned

above may be paid to the bereaved family as in case

of immediate death relief. In all the above cases the

payment of financial assistance will continue to be

subject to the conditions as laid down in the aforesaid

orders dated 2-9-92 and 11-3-99 on receipt of

application from the Govt. servant concerned.

(DG(P) No. 10-39/2001/WL-SP

dtd. 4/5/10.01)

13. ENHANCEMENT OF RATES OF FINANCIAL ASSISTANCE TO THE

VICTIMS OF FIRE / FLOODS AND NATURAL CALAMITIES

I am directed to invite your kind attention to the

minutes of the 6th meeting of the Postal Services Staff

Welfare Board and to say that it has been decided to

enhance the rates of financial assistance to the victims

of fire / floods and natural calamities from Rs. 750/- to

Rs. 1500/- for departmental employees and from Rs.

375/- to Rs. 750/- for ED employees.

These orders will be effective from the date of issue.

DG (P) No. 1-13/97-WL and Sports

dated 26-09-97

12. INCREASE IN THE AMOUNTS OF FINANCIAL ASSISTANCE IN CASE OF DEATH

The amount of financial assistance being paid

was laid down vide this Office Letter No. 1-2/99-

WL/Sports, dated 1-6-2000 The question of

enhancing this limit was considered in the 9th

Meeting of the Postal Services Staff Welfare Board

held on 17-2-2002. It was decided to increase the

amount of financial assistance in cases of death as

mentioned in Sl. No. (i) of the aforesaid letter from

Rs. 6,000 to Rs. 7,000. This limit would also be

applicable in case of Sl. No. (ii) i.e. death due to

accident while on duty. All other terms and

conditions as laid down is the same.

2. The above order would be applicable from the

date of issue.

(Dept. of Posts, No. 2-1/2001-WL/Sports, dated

26-4-2002).


14. FINANCIAL ASSISTANCE TO SC & ST EMPLOYEES, DEPARTMENT OF

POSTS FOR (I) APPEARING IN THE DEPARTMENTAL EXAMINATION AND (II)

PURSUING HIGHER EDUCATION THROUGH REGULAR CLASSES

I am directed to say that in connection withcelebration of Birth Centenary of Baba Sahab Dr. B.R.Ambedkar, it has been decided to launch specialschemes for the benefits of SC/ST employees of theDepartment of Posts. Accordingly, it has been decidedto grant financial assistance from Welfare Fund to theSC/ST employees of Department of Posts for (i)appearing in the Departmental Examination and (ii)pursuing higher education through regular classes orthrough correspondence courses.2. (i) SC/ST employees, who are appearing in theDepartmental Examination held by the Department forpromotion to various categories will be granted financialassistance to the extent of paying fee for attending theCoaching Classes for Departmental Examinationssubject to the limits as indicated below :a) Examination for promotion to the

Cadre of IPO/RMS/Inspectors Rs. 300/-(MMS)/JAO and LSG (1/3rd)Examinations and similar cadres.

b) Examinations for promotion to Rs. 200/-the cadres of Junior Accountantsin Postal Accounts, UDCs and Similar cadres.

c) Examinations for promotion toposts of Postal Assistants, sorting Rs. 150/-Assistants, Sorters and otherClerical Cadres.This assistance will be provided only once as a

lump-sum for each category of Examination and will

be made available through the Heads of Division/Units.The candidates will have to-refund the whole amountin case they do not appear in any of the paper(s) of theExamination or they don't secure minimum 25% aggregatemarks in the Examinations. For this purpose, anundertaking to this effect will be obtained from them beforegrant of financial assistance.2. (ii) It has also been decided to grant financialassistance from Welfare Fund to SC/ST employeeswho are pursuing higher academic education throughregular classes in Evening Colleges or throughCorrespondence Courses conducted by recognisedBoard/University. Employees appearing in 10th & 12thstandard examination will be granted one time financialassistance of Rs. 200/- and for those pursuing Degree/Diploma or Post Graduate Degree/diploma beyond 12thstandard, financial assistance would be granted at Rs.500/- per annum. Further, this assistance will berestricted to the amount of fees paid for such highereducation and will be granted of if the candidate securesminimum 40% marks in lower prerequisite examination.This will be renewed only if the candidates gets throughthe semester/annual examination.

There will be no pay limit for grant of financialassistance for the above purpose. This expenditure willbe met from the amount of 55% earmarked forscholarships under the Welfare Fund.

This may be given vide publicity among the staff.(No. 24-46/90-WL/Sports, Dated 10-4-1990)

15. REVISED RATE OF SCHOLARSHIPS FOR DEVELOPMENT

OF INDIVIDUAL PERSONALITY

This office letter No. 13-7/90/WL/SPT, dated 24-7-1990 introducing the scheme for grant ofscholarships to postal employees to develop theirpersonality of acquiring higher qualifications inspecialized courses. At present the scholarship isgranted subject to a maximum of Rs. 2,000/- perannum. The question of increasing this amount interalia was considered in the 8th Meeting of the Postal

Services Staff Welfare Board. It was decided toenhance with effect from 1-6-2000 the maximumamount of scholarship to Rs. 5,000/- and to revisethe existing pay limit of Rs. 2,500 pre-revised) to Rs.7,550/- in the revised pay scales subject to other termsand conditions remaining the same as laid down inthis office letter No. 13-7/90-WL/SP, dated 24-7-1990.(Dept. of Posts No. 1-3/99-WL/SPT, dated 1-6-2000)

16. SCHOLARSHIP FOR DEVELOPMENT OF INDIVIDUAL PERSONALITYDECISION TAKEN IN THE 9TH MEETING OF THE POSTAL SERVICES

STAFF WELFARE BOARD MEETING HELD ON 17-02-2002

I am directed to refer to this office letter No. 13-7/

90-WL / Sports dated 24-07-90 introducing the scheme

for grant of scholarship to the postal employees to

develop their personality by acquiring higher

qualification in specialized courses. In the 9th meeting

of the Postal Services Staff Welfare Board, the question

of enhancing the maximum age limit of 35 years was

considered and it was decided to leave to the discretion

of the circles to give scholarship to the really deserving

candidates even beyond maximum age of 35 years as

laid down in the aforesaid order dated 24-07-90.

(D.G.(P) No. 2-1/2001-WL/Sports dated 26-04-2002


17. REVISION IN SCHOLARSHIPS / BOOK AWARDS FOR OBCS

marks for award of Non-Technical scholarship / Book

Awards with relaxed standards for OBCs be

entertained after all other eligible candidates have

been awarded the scholarship and Book Awards

subject to the condition that the additional expenditure

should be met from the normal allocation to the Circle

Welfare Fund.

This will come into force with effect from the date

of issue of the orders.

No. 2-1/2001-WL/Sports dated 26-04-2002

18. FINANCIAL ASSISTANCE FOR NUTRITIVE DIET FROM WELFARE FUND

ADMISSIBLE TO ALL DEPARTMENTAL EMPLOYEES WHO ARE

SUFFERING FROM TB MAY BE EXTENDED TO ED EMPLOYEES

AND ENHANCEMENT OF FINAL ASSISTANCE

I am directed to invite your kind attention to Item

No. 7 of the 6th Meeting of Postal Services Staff

Welfare Board held at Delhi on 11-07-97 under the

Chairmanship of Secretary (P). It was decided in the

meeting to enhance the rates of Financial Assistance

toward nutritional diet paid to TB patients from Rs. 200/

- to Rs. 400/- p.m. for departmental employees after

their discharge from hospitals after treatment of TB and

from Rs. 100/- to Rs. 200/- p.m. in case of OPD

departmental TB patients, 50% of the amounts

admissible to ED agents under similar circumstances.

This enhancement will be effective from the date

of issue.

DG (P) No. 1-15/97-WL and Sports dated 17-09-97

19. GRANTS TO RESIDENTIAL WELFARE ASSOCIATIONS ENHANCED

This office letter No. 14-4/90-WL/Sports, dated

18-9-1990 vide which the orders No. 18-2/89-WL/

Sports dated 1-8-1990 were held in abeyance in

the matter of enhancing the grant-in-aid being paid

to P & T Residents Welfare Association from Rs. 2

to Rs. 10 per residential quarter per annum. In the

8th Meeting of the Postal Services Staff Welfare

Board, the question of reviving the order, dated 1-

8-1990 was considered.

2. It was decided to enhance the grant-in-aid to P&T

Resident Welfare Association from Rs. 2 to Rs. 10 by

allowing implementation of the orders issued on 1-8-1990

in consequence of the decisions taken in Postal Service

Staff Welfare Board Meeting held on 4-6-1990.

(D.G.(P), No. 1-3/99-WL/Sports,dated 1-6-2000)

I am directed to say that as per this office letter

No. 13-1/93-WL / Sports dated 20-05-93 educational

Non-Technical Scholarship / Book Awards are granted

to the wards of the SC / ST employees with relaxed

standards. The question of extending the relaxation

of marks for grant of the Scholarship / Book Awards

for the wards of OBCs was considered in the 9th

meeting of the Postal Services Staff Welfare Board

held on 17-02-2002. It was decided that OBC

candidates may also be given relaxation of 10% of

20. GRANTS TO POSTAL LAIDES ORGANIZATION FROM THE POSTAL

SERVICES STAFF WELFARE BOARD

This office letter No. 15-12/92-WL/Sports, dated

19-3-1992 on the above subject and to say that the

grants being paid to Postal Ladies Organizations were

considered in the 8th Meeting of the Postal Services

Staff Welfare Board held on 8-3-2000. It was decided

to enhance the amounts of grants-in-aid as follows:-

(i) Central Postal Ladies Organizations from Rs.

20,000 to Rs. 25,000 per annum.

(ii) Circle Postal Ladies Organizations from Rs.

10,000 to Rs. 15,000 per annum.

The above enhancement is subject to the terms

and conditions as contained in order No. 15-12/WL/

Sports, dated 19-3-1992 and other relevant instructions.

These would be effective from year 2000-2001.

(D.G.(P) NO. 19-4/99-WL/SPT,dated 1-6-2000)

21. ENHANCEMENT OF RECURRING GRANTS TO THE CRÈCHES

FROM THE WELFARE FUND

I am directed to invite your attention to item No. 16 of the Minutes of the 4th Meeting of Postal

Services Staff Welfare Board held on 04-06-90 and to say that it has been decided to enhance the

recurring grants by 50% as admissible to the creches run by voluntary organisations under the Welfare

Fund. Such crèches can now be granted 90% of recurring expenditure per month from the Circle

Welfare Fund indicated below:-


1. Two Ayahas/Helpers @ 300/-p.m. Rs. 600/-

2. Weekly Visits by a Doctor (Rs. 37.50 visits for travelling cost & fees) if Govt. Doctor

facility is not available Rs. 150/-

3. One Lady Supervisor Rs. 450/-

4. Medicines @ Rs. 3/- per baby per month (preferable) medicines should be arranged

from the Govt. Dispensaries where available) Rs. 75/-

5. Supplementary nutrition @ Rs. 1/50 per day per baby for 26 days in a month Rs. 975/-

6. Contingencies (Soap, Oil, Broom, deodorant etc.) Rs.150/-

Total Rs. 2400/-

Maximum financial assistance permissible would be

Rs. 2160/- p.m. i.e. 90% of Rs. 2400/-.

All other conditions laid down in the scheme for

running of crèches under the Welfare Fund will remain

the same. These orders take effect from 1st June 1990.

[DG (P) letter No. 23-2/87-WL & Sports dt. 24-07-1990]

22. SALARY OF PART-TIME TAILORING INSTRUCTORS UNDER THE

POSTAL STAFF WELFARE SCHEME

Refer to this office letter No. 2-11/89-WL/SP,

dated 18-7-1990, on the above subject and to say

that the question of enhancement of the salary of

the Part-time Tailoring Instructor was discussed in

the 7th Meeting of the Postal Service Staff Welfare

Board and it was decided to enhance the same from

the present limit of Rs. 400 p.m. as indicated in the

aforesaid letter, to Rs. 750 p.m. with effect from 1st

April, 1999.

(D.O.(P) No. 1-3/98/WL/Sports, dtd. 11-3-1999)

23. PERMISSION TO LEAVE OFFICE DURING OFFICE HOURS BE

GRANTED TO PRESIDENTS/GENERAL SECRETARIES OF THE

RESIDENTIAL WELFARE ASSOCIATIONS

The Presidents/General Secretaries maybe

permitted to leave office during office hours

occasionally, on receipt of specific written requests,

subject to exigencies of the office work and subject

to the satisfaction of the officer concerned that the

President and/or General Secretary concerned are

really going for some Welfare work in respect of their

respective colonies.

[Dept. of Per. & Trg. OM No. 32/8/88-Welfare

6-9-88]

24. P&T COMMUNITY HALLS -- ALLOTMENT OF ACCOMMODATION --

ORDER OF PREFERENCE

I am directed to invite a reference to this Directorate

letter of even number dated the 12th December 1983

on the above subject and to say that the question of

providing accommodation in the P&T Community Hall

was further discussed in the 1st meeting of the P&T

Welfare Advisory Board (13th term) held on the 2nd

January 1984. The matter has been considered carefully

on the basis of the discussions held in that meeting and

it has further been decided that the allotment of the

community centres may generally be made to the

employees of the Department only. However, in case

the requests from the outsiders are received, they should

be sponsored by one or more allottee of the quarters of

the concerned P&T Colony, before such requests are

accepted.

The P&T employees should get preference in

allotment of the centre for their own use before the

requests for the outsiders sponsored by another P&T

employees can be considered.

(DG P&T No. B.20015/2/82-WL dated 02-06-84)

25. SPECIAL CASUAL LEAVE TO ED AGENTS AT PAR WITH THE REGULAR

DEPARTMENTAL EMPLOYEES FOR DONATING BLOOD TO RECOGNISED

BANKS ON WORKING DAY

to allow payment from the Postal Services Staff

Welfare Fund to those ED Agents who donate blood

to recognised Blood Banks on working days.

(DG (P) No. 1-18/97-WL and Sports dated 17-09-97)

I am directed to invite your kind attention to

Item No. 11 of the 6th Meeting of Postal Services

Staff Welfare Board held at Delhi on 11-07-97 under

the Chairmanship of Secretary (P). It was decided


26. REVISION IN RATES OF SCHOLARSHIP

I am directed to invite your kind attention to Item No. 12 of the 6th Meeting of Postal Services Staff

Welfare Board held at Delhi on 11-07-97 under the Chairmanship of Secretary (P). It has been decided to

enhance the existing rates of scholarship by 50% as follows:

RATES OF SCHOLARSHIPS FOR VARIOUS CATEGORIES

Sl. Categories Existing rate Present rate

No. (In Rs.) (In Rs.)

a. IIT, AIIMS, ITM 200 p.m. 300 p.m

b. Technical education

(i) Degree 150 p.m. 225 p.m.

(ii) Diploma 100 p.m. 150 p.m.

c. Non-Technical DegreeBA/BSC/B. Com/ Degree in fine arts 80 p.m. 120 p.m.

d. ITI Certificate Courses 500 p.a. 750 p.a.

e. Book Awards for Technical education 300 p.a. 450 p.a.

f. School Students Awards

(i) V to VIII 200 p.a. 300 p.a.

(ii) IV to XII 300 p.m. 450 p.m.

g. Scholarship for physically handicapped children of

Postal Employees. 30 p.m. 45 p.m.

All other terms and condition remain the same.

This order will be effective from the date of issue. (DG (P) No. 1-19/97-WL and Sports dated 17-09-97)

27. PAY LIMIT FOR AVAILING FACILITY OF EXCURSION TRIPS

I am directed to refer to this office letter no.

19-2/90-WL/SPT dated 10-07-90 on the above

subject, in which interalia it was mentioned that the

subsidy is permissible in case of members of staff

drawing basic pay of Rs. 3500/- or less per month.

Consequent upon revision of pay scales as a result

of implementation of the recommendations of the

5th Pay Commission, the Postal Services Staff

Welfare Board considered the question of revision

of the basic pay limit for the above purpose in the

above meeting. It has been decided to revise the

basic pay limit from Rs. 3500/- to Rs. 10,600/- in

the revised pay scales.

(No. 1-19/97-WL/SP, dated 02-06-2000)

28. REVISED PAY LIMIT FOR GRANT OF FINANCIAL ASSISTANCE FOR

PROLONGED SERIOUS ILLNESS, MAJOR SURGERY ETC.

I am directed to refer to this office letter No.

15-43/92-WL/SP dated 02-09-92 on the above

subject which interalia under the caption of pay

limits prescribes that employees drawing basic pay

of Rs. 3500/- p.m. are eligible for the benefits as

mentioned above except in the case of grant of

financial assistance to handicapped employees

when the pay limit is Rs. 4800/-. The Postal

Services Staff Welfare Board in its 8th meeting

considered the question of revision of above pay

limits and it has been decided to revise these limits

as follows:-

Sl. No. Scheme Existing Pay Limit Revised Pay Limits

1. Financial assistance for prolonged illness etc. Rs. 3500/- Rs. 10,600/-

2. Financial assistance for handicapped employees Rs. 4800/- Rs. 13,100/-

[DG (P) No. 1-19/97-WL/SP dated 02-06-2000]

29. INTRODUCTION OF SCHOLARSHIP FOR STAFF TO DEVELOP

INDIVIDUAL PERSONALITYI am directed to invite your attention to item No.

3(b) of the Minutes of the 4th Meeting of the PostalServices Staff Welfare Board held on 4-6-90 at NewDelhi and to say that it has been decided to introduce

a scheme for grant of scholarships to the PostalEmployees to develop their personality by acquiringhigher qualifications in specialised courses. Thisscholarship will be admissible for the courses


recognised/approved by the Govt. of India/State Govt.in the fields of Personnel and Labour Management,Public Relations, Society, Social work, Sports (NIS),Welfare, Accounting, Computer Programming,Industrial Relations and Banking on the terms andconditions as indicated below :-(1) These awards will be for Post-Matric Classes.(2) The employees will secure admission on his own.He will not be sponsored by the Deptt.(3) The scholarship will be granted at the rate of 75%of the fee paid by an employee subject to a maximumof Rs. 2,000/- per annum.(4) Scholarships will be admissible for a maximum periodof 2 years and only once during the entire service.(5) Employees below 35 years of age and drawingbasic pay less than Rs. 2500/- p.m. will be eligible.

The crucial date for determining age and pay willbe 1st July of every year.(6) The employee will have to avail of his own leaveand should meet other costs.(7) The course should be at the place of duty exceptin case of NIS (Sports).

(8) The official shall have to execute a bond to servethe Deptt. for at least three years after completion ofthe course, otherwise he shall have to refund theamount of scholarship awarded to him. Format of Bondwill be sent in due course.(9) Renewal of scholarship will be made only if he isnot detained in the 1st year annual/semesterexamination of the course.

The expenditure on such scholarships will be metfrom the 55% allocation towards scholarships and othereducational scheme from the annual grants 5% of theallocation for educational schemes will be earmarkedfor this purpose.

This scheme will be effective from the AcademicYear 1990-1991 i.e. the candidates getting admissionfrom June/July, 1990 onwards will be eligible. Thescholarships will be awarded at the circle levelprovided that the above conditions are fulfilled.Further, instructions regarding norms for the awardwill be issued shortly. Applications may however, becalled for.

(D.G.(P) No. 13-7/90-WL & Sports dt. 24-7-90)

30. SPECIAL BENEFITS IN CASES OF DEATH AND DISABILITY IN SERVICE -

PAYMENT OF EX-GRATIA LUMPSUM COMPENSATION TO FAMILIES OF CENTRAL

GOVT. CIVILIAN EMPLYEES WHO DIE IN HARNESS - RECOMMENDATIONS

OF THE FIFTH CENTRAL PAY COMMISSION

Central Government Civilian Employees paid from

Civil Estimates, other than those to whom the

Workmen's Compensation Act applies, who sustain

injuries or contract diseases or die or are disabled or

incapacitated on account of causes which are accepted

as attributable to or aggravated by government service

are eligible for certain special benefits under the Central

Civil Services (Extraordinary Pension Rules). The

benefits available under these Rules have been

amended and liberalized from time to time. Separate

orders have also been issued by Government to provide

for the grant of Liberalized pensionery Awards in cases

of death or disability arising in certain special

circumstances, such as (i) attack by or during action

against extremists, anti-social elements, etc.(ii) enemy

action in international war or border skirmishes.

Instructions issued in this regard from time to time were

consolidated in this Department's O.M. No. 33/5/89-

P&PW (K) dt. April 9, 1990.

2. Orders were also issued in this Department's D.O.

letter NO. 46/1/88-P&PW (F) dt. November 24, 1988

in regard to payment of ex-gratia lumpsum

compensation to the families of Central Govt.

employees killed in incidents of terrorist violence in

Punjab. These orders were subsequently extended in

this Department's D.O. letter No. 46/1/88-P&PW (K)

dt. May 25, 1990 to the families of Central Government

employees killed in terrorist violence in Jammu &

Kashmir.

3. Apart from the general orders and instructions

issued by this Department from time to time, individual

ministries and departments such as the Ministry of

Home Affairs, Ministry of Information & Broadcasting,

etc. have also issued separate orders to provide for

the payment of ex-gratia compensation at the

prescribed rates to the families of personnel of the

Central Police Organisations, Akashwani,

Doordarshan, etc. killed in the course of performance

of their duties as a result of violence by armed hostile,

extremists, terrorists, etc. or as a result of encounters

with anti-social elements.

4. The question of rationalization and further

liberalization of the existing schemes and guidelines has

been engaging the attention of Govt. for quite some time,

particularly in the context of the increase in militancy

and extremist activities in different parts of the country.

The Vth Central Pay Commission having been appointed

in the meantime, the Commission had been requested

to examine the existing benefits available in terms of

various schemes and guidelines and to recommend a

comprehensive policy that could be adopted in regard

to ex-gratia payment in cases of death in various


circumstances in any part of the country, which could

replace all isolated decisions that might have been taken

in the past by the Govt. or by various individual ministries

for different disturbed regions in the country.

5. In supersession of all earlier orders issued by Govt.

as well as by individual ministries and departments in

so far as these relate to the payment of an ex-gratia

lumpsum compensation in certain specified

circumstances the President is pleased to decide that

families of Central Govt. Civilian employees who die in

harness in the performance of their bonafide official

duties under various circumstances shall be paid the

following ex-gratia lumpsum compensation.

(a) Death occurring due to

accidents in the course

of performance of duties Rs. 5.00 lakhs

(b) Death occurring in the

course of performance

of duties attributable to

acts of violence by

terrorists, anti-social

elements etc. Rs. 5.00 lakhs

(c) Death occurring during

(a) enemy action in inter-

national war or border

skirmishes and (b) action

against militants, terrorists,

extremists, etc. Rs. 7.00 lakhs

6. The graded structure of ex-gratia lumpsum

compensation takes into account the hardship and risks

involved in certain assignments, the intensity and

magnitude of the tragedy and deprivation that families

of Govt.. servants experience on the demise of the

bread-winner in different circumstances. The

expectations of the employer from the employees to

function in extreme circumstances etc. The

compensation is intended to provide an additional

insurance and security to employees who are required

to function under trying circumstances and are exposed

to different kinds of risks in the performance of their

duties.

7. Powers were delegated in the Ministry of Finance

O.M. No. 19 (18)-EV (A)/66 dt. February 26, 1966 to

the appointing authorities to sanction awards under the

relevant Extraordinary Pension Rules in those cases

in which the proposed pension or gratuity is held to be

clearly admissible under the rules. However, any

awards proposed to be granted on ex-gratia basis were

to continue to be referred to the Ministry of finance as

usual. In partial modification of these orders, in so far

as they relate to ex-gratia awards, the admissibility of

and entitlement to the ex-gratia lumpsum compensation

in the circumstances specified in these orders may be

decided in each individual case by the concerned

Administrative Ministries themselves in consultation

with their Financial Advisers.

8. The Conditions governing the payment of ex gratia

lumpsum compensation in terms of these orders and

the guideline to be observed have been indicated in

the Annexe to this office Memorandum.

9. The orders shall apply to all cases of death in

harness occurring on or after August 1, 1997. In so far

as cases of death which occurred prior to August 1,

1997 are concerned, these shall be regulated and

finalized in terms of the orders and instructions in force

prior to the issue of these orders.

10. In so far as persons serving in the Indian Audit

and Accounts Department are concerned, these orders

issued in consultation with the Comptroller and Auditor

General of India.

11. The Ministry of Agriculture, etc. are requested to

bring the contents of this O.M. to the notice of all

concerned for their guidance and compliance.


(MoP, PG & Pension O.M. No. 45/55/97-P&PW(C),

Dt. 11-9-98)


letter No. 8-8/89-WL/Sports dated 21-11-89, No. 8-

9/89-WL / Sports dated 28-11-89 and No. 11-2/88-

WL / Sports dated 03-01-90 regarding inducting fresh

/ talent in various disciplines. In the meeting of Postal

Sports Board held at Calcutta on 08-02-95 under the

chairmanship of Secretary (Posts), it was observed

that Heads of Circle had already been delegated the

powers to make recruitment of eligible outstanding

Sports persons in Group 'C' and Group 'D' Posts

against direct recruitment quota and appointment of

EDAs who have represented P&T teams in the

National Tournament in Group 'C' and Group 'D'

posts.

2. However, it was felt that these instructions

were not followed strictly. Accordingly, it is again

reiterated that these instructions may be followed

strictly.

[DG Letter Nos. (1) 12-7/95/WL/Sports dated 14-06-95

(2) 12-12/95-WL/Sports dated 05-07-95]

31. OUT OF TURN PROMOTIONS TO OUTSTANDING SPORTS

PERSONALITIES


32. SELECTION OF SPORTS PERSON

One of the decisions taken was that in future All

Circles will pay adequate attention in the matter of

selection of players from their Circles for participation

in various sports events. This was decided with an

ultimate objective of encouraging the talented and

sincere players and discouraging those who

participate in sports events just for the sake of merry

making. For this purpose assistance of ex-players /

officials with experience in respective sports events

was also desired to be sought. It is requested that

the said decision in the matter may kindly be complied

with scrupulously.

[DG letter No. 2-16/WL/Sports dated07-02-2005]

33. GRANT OF TWO HOURS OFF FOR DAILY PRACTICE THROUGHOUT THE

YEAR TO THE TOP RANKING SPORTS-PERSONS/COACHES


letter No. 12-1/94-WL/Sports dated 30-1-1990 and

12-1/92-WL/Sports dt. 17-3-92 on the above subject

wherein guidelines were prescribed for grant of 2

hours off for daily practice to sports persons/

coaches who represent their Circle in All India

Postal Tournament/Meets/Compet i t ions for

represent the concerned states in Nat ional

Competitions.

2. It has been reported that the instructions are not

being strictly followed by a few Circles. I am therefore,

desired to reiterate the instructions already issued and

request that these may be followed scrupulously to

ensure that outstanding sports person get the requisite

time off for practice.

(No. 12-4/94-WL/Sports, dt. 18-2-1994)

34. GRANT OF INCENTIVE TO THE CHILDREN OF POSTAL EMPLOYEES WHO

APPEAR IN THE COMPETITIVE EXAMINATIONS HELD BY UPSC

I am directed to say that it has been decided to

introduce a scheme for grant of financial assistance

to such children of Postal Employees who appear in

the All India Competitive Examinations held by the

Union Public Service Commission on All India basis.

Terms and conditions for grant of this incentive will be

as under :

(i) Amount of financial assistance will be Rs. 2,000/-

(Two thousand only)

(ii) There will be no pay limit for grant of this

assistance.

(iii) This assistance will be provided only once to each

child.

In other words, if he/she does not qualify in the

examination in the 1st attempt, similar grant would

not be admissible for the 2nd or subsequent attempts.

Similarly if he/she avails of this facility for one

competitive examination he/she would not be eligible

for similar facility for other competitive examinations

as well.

(iv) The candidate should have secured a minimum

of 60% marks in the pre-requisite qualifying

examination i.e., minimum qualification as a condition

of eligibility for taking the competitive examination.

However, for civil service Examinations, this

assistance will be granted only on clearing the

preliminary examinations, irrespective of marks in the

qualifying examination.

While granting financial assistance to employee

undertaking will be obtained from him/her to the effect

that in case has/her ward does not appear in all the

papers of the examination for which the assistance

has been provided, he/she shall refund the whole

amount of Rs. 2,000/- immediately to the Circle

Welfare Board. This issue with he concurrence of

the Postal Finance vide their ID No. 1511-FA/92 dated

25-5-92.

The may please be given wide publicity amongst

the Postal employees in your Circle.

(D.G.(P) No. 13-7/91-WL/Sports, dt. 7.7.92)

35. SPECIAL CASUAL LEAVE TO PARTICIPATE IN DANCE/SONG

COMPETITION AT REGIONAL LEVEL

The Govt. Servant who participate in dancing and

singing competitions organised at regional, national

or international level may be granted special CL not

exceeding 15 days in any calendar year.

The Spl. CL will not be admissible for practice in

connection with such cultural activities.

(Dept. of Per & Trg. OM 28016/1/87-Estt(A)

dt. 9-9-87)


36. INCENTIVE FOR ACQUIRING FRESH HIGHER QUALIFICATIONS

The undersigned is directed to say that in

pursuance of the recommendation made by the Forth

Central Pay Commission, the question of grant of

incentive on acquiring higher qualifications was

considered by the Government and a centralization

committee constituted. The Ministries/Departments

of Government of India were advised vide this

department's O.M. of even number dated the 28th

June, 1993 that from the financial year 1993-94, the

present system of giving advance increments shall

be replaced by grant of lump-sum amount as

incentive. Policy guidelines were also provided to

consider grant of lump-sum incentive for acquiring

fresh qualifications for which presently there is no

scheme for grant of advance increments. The

Ministries/Departments were requested to review the

existing schemes in the light of the aforesaid

guidelines.

2. On the basis of information received from various

Ministries/Departments, the matter was considered

by the Government and the standardised scales of

lump-sum incentives in respect of the existing

increment based schemes were issued vide O.M. of

even number dated the 31st Jan. 1995.

3. The question of finalising fresh qualifications (in

addition to the ones which presently qualify for grant

of this incentive) which would merit grant of lump-

sum incentive was considered by the centralised

committee and after taking into account the

recommendations made by the Fifth Central Pay

Commission in Chapter 23 of their supplementary

report No. 1, it has been decided to grant lump-sum

incentive on acquiring fresh qualifications listed in

the annexure The grant of incentive in respect of

these qualifications will be subject to fulfilment of the

criteria laid down in this department's O.M. dated 28th

June, 1993, referred to above. The incentive will not

be available for the qualifications which are laid down

as essential or desirable qualifications in the

recruitment rules for the post. The quantum of

incentive will be uniform for all posts irrespective of

their classification or grade or the department. The

incentive will not be admissible where the government

servant is sponsored by the government or he avails

of study leave for acquiring the qualification. The

incentive would be given only for higher qualification

acquired after induction into service and will not apply

for the incentives now being given in the existing

schemes for possession of higher qualification at an

entry stage. No incentive would be admissible if an

appointment is made in relaxation of the educational

qualification. No incentive would be admissible if the

employee acquires the requisite qualification for such

appointment at a later date. The acquisition of the

qualification should be directly related to the functions

of the post held by him/her or to the functions to be

performed in the next higher post. There should be

direct nexus between the functions of the post and

the qualification acquired and that it should contribute

to the efficiency of the government servant. The

qualifications meriting grant of incentive should be

recognised by the All India Council for Technical

Education, Department of Electronics, Deemed

University, University or recognised by the

Government. No stepping up of pay shall be allowed

in the case of juniors by virtue of drawing more pay

under the scheme of advance increments. The grant

of incentive for the qualifications listed in the annexure

may be considered by the administrative authorities i

consultation with there integrated finance and

necessary orders issued after ensuring that the criteria

laid down above is fulfilled. The incentive will be

admissible on acquiring these qualifications on or after

the date of issue of these orders.

5. Should pay of the Ministries/Departments

consider the extension of the incentive scheme to

qualifications other than those listed in the annexure

necessary, this should be done only with the prior

approval of this department and the Ministry of

Finance.

6. The Ministry of Agriculture and Cooperation etc.

are requested to bring these instructions to the notice

all concerned. In so far as the persons working in

the Indian Audit & Accounts Department are

concerned, these orders issue in consultation with

the Comptroller & Auditor General of India.


Annexure to Department of Personnel & Training's O.M. NO. 1/2/87-Estt.(Pay.I)

dated 31st March 1999

S.No. Qualification Lump-sum incentive

1. Degree in Engineering or equivalent in the respective discipline Rs. 8,000/-

2. Post Graduate degree or equivalent in Engineering in respective discipline Rs. 10,000/-

3. Ph.D in the field relevant to the functions of the Government servant Rs. 10,000/-

4. Diploma or equivalent in Computer Science/Computer Applications/ Rs. 4,000/-

Inforamtion Technology relevant to the functions of the Govt. servant.

5. PG Diploma in Computer Science/Computer Applications/Information Rs. 6,000/-

Technology relevant to the functions of the Government servant

6. Degree in Computer Science/Computer Applications/Information Rs. 8,000/-

Technology relevant to the functions of the Government servant

7. Post Graduate Degree in Computer Science/Computer Applications/ Rs. 10,000/-

Information Technology relevant to the functions of the Govt. Servant

8. P.G. Diploma in Materials Management from Institute/University/Deemed Rs. 6,000/-

University etc. recognised by the All India Council for Technical Education/

Government of India.

9. (a) On passing Intermediate/Part I Examination of the Institute of Rs. 4,000/-

Chartered Accountants of India, Cost & Works Accountants of India/

Institute of Charter-I Financial Analysts of India

(b) On passing final examination of Institute of Chartered Financial Rs. 8,000/-

Analysts of India/Cost & Works Accountants of India/Institute of

Chartered Financial Analysts of India

10. (a) On passing intermediate examination of the Institute of Compnay Rs. 2,000/-

Secretaries of India

(b) On passing Final Examination of the Institute of Company Rs. 4,000/-

Secretaries of India

11. Multi skill diploma in relevant fields Rs. 4,000/-

12. PG/Ph.D in Veterinary Science Rs. 10,000/-

37. ENHANCEMENT OF POWERS OF THE PMGS FOR GRANT OF FINANCIAL

ASSISTANCE IN CASES OF SERIOUS ILLNESS/MAJOR SURGERY ETC.

I am directed to refer to Directorate letter No.

12014/67/83-WL dated 17-11-1983 invite your

attention to Item No. 6 of Minutes of the Postal

Services Staff Welfare Board held on 15-3-89 and

to say that it has been decided to raise the powers

of the Head of Circles to sanction financial

assistance for the grant in each case of serious

illness or major surgical operation from Rs. 2,000/-

to Rs. 4,000/-, subject to the same conditions.

The Heads of the Circles may forward

proposals to the Directorate for grant of financial

assistance beyond Rs. 4,000/- in deserving

cases with full justifications for grant of such

assistance. It has been decided that the financial

assistance beyond Rs. 4,000/- will be grant from

the Central Welfare Fund instead from the Circle

Welfare Fund.

(No. 15-11/89-WL/Sports, dt. 19-1-89)

38. FINANCIAL ASSISTANCE TO THE DEPENDENTS OF DECEASED P & T

EMPLOYEES WHO DIED IN ACCIDENT

Financial assistance to the families of deceased officials is granted to provide immediate relief to the

bereaved families of deceased officials.

You are accordingly advised that in cases of death of Govt. servants, the assistance should be paid to

the family by next day latest.

(DG (P) No. B 12014/66/82-WL, dt. 13-9-82)


39. EXTENSION OF SCHEMES OF EDUCATIONAL ASSISTANCE UNDER

THE WELFARE FUND TO EDAS

ED employees will be eligible for award of scholarship for technical and non technical education, school

student awards, scholarship for handicapped school going children etc. from 1990-91.

(DG (P) No. 2-6/89-WL/Sports (P), dt. 23-5-90)

40. FINANCIAL ASSISTNACE FROM WELFARE FUND TO ORTHOPAEDIALLY

HANDICAPPED EMPLOYEES

i) The cost of wheel chair is reimbursable under

CS(MA) Rules.

ii) It has been decided to provide 100%

reimbursement of expenditure incurred by a

handicapped employee for purchase of mechanised

tri-cycle subject to a maximum of Rs. 2000/- from the

Circle Welfare Fund.

iii) Head of Circles are delegated with the powers

to sanction an amount of Rs. 15,000/- from the

Circle Welfare fund or 50% of the cost of the

motorised tri-cycle whichever is less. The Circle

heads are also advised to consider grant of scooter

advances in such cases sympathetically on priority/

out of turn basis even relaxing the condition of pay

limit.

(DG (P) No. 15-62/92-WL/Sports, dt. 26-2-93)

41. GRANT OF FINANCIAL ASSISTANCE FOR THE VICTIMS OF RIOTS,

COMMUNAL DISTURBANCES AND TERRORIST ACTIVITIES

It has been decided to grant an amount of Rs.

3,000/- to the families of the postal employees, who

are killed in the riots, communal disturbances and

terrorist activities. This grant will being addition to

the existing amount, provided as death relief from

the Welfare Fund.

42. FINANCIAL ASSISTANCE IN PROLONGED ILLNESS CASES

Financial assistance in cases of proved

exceptional hardship resulting from serious and

prolonged illness or major surgical operations, is

granted from the Welfare Fund subject to the following

conditions:-

(a) The assistance is restricted to officials drawing

basis pay of Rs. 1200/- or less per month.

(b) The disease is already two months old. (to be

substantiated by a medical certificate).

(c) The official has at least one dependent to support.

(d) The official is on leave on half pay, or without pay.

In case of those on leave on half pay, the assistance

will up to Rs. 150/- P.M. or 3/4th of the basis pay

whichever is less.

In case of those on leave without pay the

assistance will be Rs. 400/- p.m. or 3/4th of basic pay

whichever is less. The sum total of leave salary paid

and the financial assistance should not exceed the

basic pay of the employee at the time of proceeding on

leave.

(e) The assistance is allowed upto 36 months

reviewable at an interval of every six months.

(f) In case, there is an attack of the same disease in

the same case, the condition of the disease being more

than two months old will not apply.

(g) The assistance may continue for a period of one

month after the official joining the duty.

(D.G. P&T No. B-12014/20/78-WL, dt. 26-12-78)

In case of EDAs, BPMs, Part time employees

and Casual Mazdoors this amount will be equivalent

to the 50% of the amount to be paid to the families of

regular Postal Employees.

(DG (P) No. 15-51/87-WL/Sports, dt. 6-11-87)

43. GRANT-IN-AID FOR THE PROVISION OF AMENITIES OR RECREATIONAL

OR WELFARE FACILITIES TO THE STAFF OF THE CENTRAL GOVERNMENT

The undersigned is directed to refer to the Ministry

of Home Affairs O.M. No. 2/167/59-Welfare, dated the

10th March, 1961 as amended from time to time

regarding grant-in-aid for the provision of the amenities

for recreational/welfare activities to the staff of the

Central Government offices in as well as outside Delhi/

New Delhi.

2. The position has been reviewed in the light of the

recommendation of the 4th Pay Commission and in

consultation with Ministry of Finance, the pattern of

grants-in-aid are revised from the current financial year

as follows :-

i) Grant-in-aid at the rate of Rs. 2/- per head per

annum is increased to Rs. 10/- per head per annum.


ii) An additional grant-in-aid at the rate of Rs. 5/- per

head per annum may be given as matching grant as

against the existing rate of Rs. 1/- per annum per head.

iii) As against the existing initial ad-hoc grant-in-aid

of Rs. 2,000/- for setting up of Recreation Club, a

maximum grant of Rs. 10,000/- may be sanctioned,

after considering requirement on merit.

3. This issues with the concurrence of Ministry of

Finance (Department of Expenditure) U.O. No. F. 14(8)-

8 II (A)/87, dated 21-8-87 and MHA (Finance) U.O. No.

2180-Fin. 1/7, dated 25-8-87.

(Dept. of Per. & Trg. O.M. No 1/4/86-Welfare, dt. 1-9-87)

44. INCREASE THE AMOUNT OF CASH BEING GRANTED TO BEST

SPORTSMAN/SPORTS WOMAN AND BEST PROMOTER OF SPORTS

The matter regarding its further enhancement

was discussed in the 17th meeting of the Postal

Sports Board held at Bangalore on 28-10-04 (Item

No. IX) and it was decided to increase the amount of

cash award for best Sportsman/Sports Woman from

Rs. 2000/- to Rs. 5000/- and the Best Promotor of

Sports from Rs. 1000/- to Rs. 2500/-

(D.G.(P) No. 2-6/04/WL/Sports, Dt. 13-12-2004)

45. INCREASE IN DAILY ALLOWANCE FOR PLAYERS

PARTICIPATING IN ALL INDIA POSTAL SPORTS MEET

It was decided to enhance the rates of Daily

Allowance paid to the players participating in All India

Postal Sports meets from Rs. 80/- per day to Rs.

120/- per day for outstation participants and from Rs.

40/- per day to Rs. 60/- per day for local participants.

(No. 2-2/04/WL/Sports, dt. 6-12-2004)

46. PARTICIPATING IN THE ALL INDIA MAJOR RANKING TOURNAMENTS

CONDUCED BY TTFI &BAI

It was decided to allow top ranking players from

Serial No. 1-6 of All India Postal Table Tennis Meet

and All India Postal Badminton Meet to participate in

one All India Major Ranking Tournament in the

respective zone to which the players belong. The

players would be eligible for the following facilities

for the said participation.

1. TA - Second Class Sleeper by Rail.

2. DA - As admissible to participants in

All India Postal Meet.

3. Leave - Period of absence would be

treated as on duty

(D.G.(P) No. 2-10/04/WL/Sports,dt. 13-12-2004)

47. IMPLEMENTATION OF DIRECTORATE INSTRUCTIONS OF 2 HOURS OFF

FOR PRACTICE TO SPORTS PERSONS/COACHES WHO REPRESENT THEIR

CIRCLES IN ALL INDIA POSTAL TOURNAMENT AND/OR WHO REPRESENT

THE DEPARTMENT AND CONCERNED STATES IN NATIONAL COMPETITIONS

In this regard attention is invited to this office

letter No. 12-4/94-WL&Sports dated 18-2-94

wherein guidelines were prescribed for grant of 2

hours off to sports persons/coaches who represent

their circle in All India Postal Tournament/Meets/

Competit ions or represent the Department

concerned states in National Competitions.

However instructions were reported not to have

been followed by some of the circles.

This item was discussed in the meeting and it

was decided to re-iterate the existing instructions. It

is therefore, requested that necessary action for strict

compliance of the aforesaid instruction by all

concerned under your jurisdiction may kindly be taken

immediately.

(D.G.(P) No. 2-13/04/WL/Sports, dt. 29-12-2004)

48. REVISED PAY LIMITS FOR ELIGIBILITY OF EDUCATIONAL ASSISTANCE

UNDER THE POSTAL STAFF WELFARE SCHEME

Refer to this office letter No. 13-1/93-WL/Sports,

dated 20-5-1993, on the above subject. The pay limits

as indicated in the aforesaid letter under the heading

"Pay Limits" and as mentioned in the item

"Reservation of Scholarship" were discussed in the

7th meeting of the Postal Services Staff Welfare

Board and it was decided that these limit be revised

as follows :-


Sl. Scholarship/Book Award Existing Pay Limit Revised Pay Limit

No. (Pre-revised Scale of Pay) (Revised Scale of Pay)

Rs. Rs.

1. Technical/Non-technical degree scholarships,

Book awards for technical education 3,500 p.m. 10,600 p.m.

2. School Student Awards 1,800 p.m. 5,600 p.m.

3. Scholarship to physically handicapped children 4,800 p.m. 13,100 p.m.

4. Reservation of scholarships as per letter, dt. 1,250 pm. 3,900 p.m.

20-5-1993

5. IIT/IIM/AIIMS (No Pay Limit)

Other terms and conditions for grant of

Scholarships/Book Awards will continue to be the same.

2. The question of introducing School Student

Awards for 1st to 4th Standard was also discussed in

the aforesaid meeting. The School Student Awards

already exist for the students of 5th to 12th Standard.

It was decided that the Book Awards for 1st to 4th

Standard may be paid on the same terms and

conditions as applicable to 5th to 8th Standard at the

rate of Rs. 200 per annum, subject to the condition

that all eligible applications for a senior class are

considered first before the next lower class is taken

up for grant of Book Awards. This would be applicable

to all the classes from 12th Standard downward to

1st Standard.

3. The above orders would be applicable for the

scholarships/awards payable during the academic

session of 1999-2000 and onwards.

(D.G.(P) No. 1-19/97/WL/Sports,

dated 16-3-1999)

49. GRANT OF CONVEYANCE AND OTHER ADVANCES

Details of Advance

(1)

1) Motor Care Advance

(Rules-193 of GFR)

2) Motor cycles/Scooter/

Moped Advance (Rule-

211 of GFR)

3) Computer Advance (Rule)

1999(5) of GFR)

4) Bicycle Advance (Rule 215

of GFR)

Condition of eligibility

(2)

If basic pay is Rs. 10,500/

- p.m. or more

If basic pay is Rs. 4,600/-

or more

Basic pay not exceeding

Rs. 8,300/- p.m. is

eligible.


Rs. 5000/- p.m. is eligible.

Amount

(3)

i) First occasion shall not exceed Rs. 1,80,000/

- or eleven months basic pay or the anticipated

price of the motor car whichever is least.

ii) Second occasion shall not exceed Rs.

1,60,000/- or eleven months basic pay or the

anticipated price of the motor car whichever

is least.

i) First occasion shall not exceed Rs. 30,000/

- or six months of basic pay or the anticipated

price of the motor cycle/scooter whichever is

the least.

ii) Second occasion shall not exceed Rs.

24,000/- or five months basic pay or the

anticipated price of motor cycle/scooter

whichever is the least.

i) First occasion amount not exceeding Rs.

80,000/-.

ii) Second or subsequent occasion Amount

not exceeding Rs. 75,000/- or the anticipated

price (excluding CD) whichever is less. For

this, 3 years has not elapsed from the date of

drawal of earlier advances.

Amount shall not exceed Rs. 1,500/-


Amount shall not exceed Rs. 1500/-

Amount shall not exceed Rs. 1000/-

Shall not exceed Rs. 1500/-

Shall not exceed Rs. 2,500/-

5) Warm Clothing

6) Table fan advance (Rule

221-D of GFR)

7) Festival Advance (Rule 236

of GFR)

8) Natural Calamity Advance

(Rule 249 of GFR)


Rs. 8,300/- p.m. is eligible.

(MoF OM No. 16(1)E. II(A) 97 dt. 11-12-1997)

50. DEPENDENT FAMILY MEMBERS OF THE REGULAR EMPLOYEES SHOULD

ALSO BE GIVEN FINANCIAL ASSISTANCE IN CASE OF NUTRITIVE

DIET RECOMMENDED FOR TB PATIENTS.

I am directed to invite your kind attention to

Item No. 8 of the 6th Meeting of Postal Services

Staff Welfare Board held at Delhi on 11-07-97

under the Chairmanship of Secretary (P) and it is

clarified that the dependent family members of the

postal employees who are suffering from TB

covered under the Head Grant of financial

assistance due to prolonged illness and Heads of

Circles are delegated with the power to sanction

financial assistance under their discretionary

powers upto Rs. 5,000/- in each case of proved

exceptional hardship result in from serious or

prolonged illness to the Postal employees of their

dependent taking into consideration other

conditions such as meeting incidental expenses

like diet, cost of treatment and transport etc. which

is not covered under medical reimbursement under

CS (MA) Rules.

DG (P) No. 1-16/97-WL and Sports

dated 18-09-97

51. RESERVATION IN SCHOLARSHIPS / BOOK AWARDS FOR OBCS

I am directed to say that as per this office letter

No. 13-1/93-WL/Sports dated 20-05-93 educational

Non-Technical Scholarship / Book Awards are

granted to the wards of SC / ST employees with

relaxed standards. The question of extending the

relaxation of marks for grant of the Scholarship / Book

Awards for the wards of OBCs was considered in

the 9th meeting of the Postal Services Staff Welfare

Board held on 17-02-2002. It was decided that OBC

candidates may also be given relaxation of 10% of

marks for award of Non-Technical scholarships as

well as Book Awards. However, the applications for

award of Scholarship / Book Awards with relaxed

standards for OBCs be entertained after all other

eligible candidates have been awarded the

scholarship and Book Awards subject to the condition

that the additional expenditure should be met from

the normal allocation to the Circle Welfare Fund.

2. This will come into force with effect from the date

of issue of the orders.

[DG (P) No. 2-1/2001-WL / Sportsdated 26-04-2002]

52. PROVISION OF TRANSPORT TO OFFICIALS IN NEED OF URGENT

MEDICAL CARE WHILE ON DUTY

It has been decided that departmental vehicle to

the extent available, should be provided to such officials

who may need emergent medical attention while on

duty for moving them to hospitals, dispensaries etc.

In the event of such an arrangement not being

immediately possible, maximum possible assistance/

aid should be provided and the official moved to

hospital by engaging other transport if necessary, at

the cost of the Govt.

(DG P&T No. B 27011/5-80, dt. 19-10-82)


8. NORMS

1. REVIEW OF POST OFFICE ESTABLISHMENT - REVISED PROCEDURE FOR

COMBINING ALL CATEGORIES OF PERIODICAL REVIEWS

As per the existing instructions issued by the

Directorate in the past, periodical reviews of H.Os /

S.Os, revision of allowances of GDSs / BPMs / SPMs

etc. are carried out as per following schedule.

(A) Periodical Review

All Head Post Offices - Every year

LSG / HSG S.Os - Every 2 years

Class -I S.Os - Every 3 years

Other T/Sos - Every 4 years

(B) Revision of Allowance

ED BPMs / EDSPMs - Biennial Review

(every 2 years)

Other ED Agents - Quinquennial

Review (every 5 years)

(C) Triennail Review

of B.Os - Review of B.Os

establishment is to be

carried out every 3 years.

2. References from certain quarters have been

received pointing out that the existing procedure of

review of establishment consumes considerable time

and as such, this office has been requested to amend

the procedure suitably to avoid duplication of efforts

and wastage of manpower. It is observed that while

a neighbouring BO or SO may be having additional

surplus manpower or shortage of manpower, the

information is not available where the review of the

HO or SO is taken up. Thus the periodical review of

departmental offices and triennial review of ED post

offices are not inter-related and the data cannot be

combinedly utilised for improving the utilisation of

manpower where actually needed. The system of

establishment reviews requires change for better

review of human resources available and thereby

reducing the burden on administrative units in review

of the post offices establishment.

The basic purpose of review of establishment is

to achieve the following objectives.

(a) To examine statistical justification of existing

manpower.

(b) To examine proposals for augmentation,

reduction or redeployment of existing manpower

by suitable re-arrangement.

(c) To examine available manpower in ED offices

to achieve rationalisation.

(d) To bring mail conveyance work on common line

establishment for operational efficiency and

economy.

(e) To examine assigning of delivery functions to

EDBPMs where the delivery work is not

substantial and can be attended by the BPM.

(f) To examine revision of allowances of ED agents

on justified parameters of workload.

(g) To examine utilisation of surplus establishment

for betterment of existing services and

expanding services to new areas.

To achieve objectives mentioned above and to

eliminate wastage of manpower in administrative units,

the review of the establishment of each SO may have

to be taken up along with the review of B.Os under its

account jurisdiction simultaneously. This gives an

opportunity for taking a comprehensive look at the

entire amount of service, statistical data relative to

traffic handled etc. by the S.Os and B.O.s at a time.

This also provide opportunity for carrying out in depth

study of deficiencies in the institutional arrangements

and examine the allowances that need further revision.

In this system the sub post offices or Head Post

Offices as the case may be will maintain the statistics

for itself and for its B.Os simultaneously and

verification of the statistics of the Account Office and

its B.O.s can be done by SDI(P) at the SO / HO point

during visit of the account office and combined

proposal for review can be worked out by the

divisional office at a time.

3. The matter has, therefore, been examined in this

office in details. It has been decided to follow the

procedure w.e.f. 1st April 2003.

(a) Periodical Review

All Head Post Offices /MDGs - Every year

LSG / HSG S.Os - Every 3 years

Class -I S.Os - Every 3 years

Other T/Sos - Every 3 years

(B) Revision of Allowance

ED BPMs / ED-SPMs - Every 3 years

Other ED Agents - Every 3 years

(C) Triennail Review of B.Os

(h) Review of B.Os establishment is to be carried

out every 3 years.

(i) The review of B.Os, rationalisation of their

establishment and revision of allowances of

GDSs will be done at the time of review of the

S.O or H.O. as the case may be and there is no

need for inspecting officer to visit B.Os


separately for this purpose.

(ii) Interim review as necessitated due to revision

of norms or on account of any significant

variation of workload of offices may be

undertaken as and when found necessary.

4. Copies of proformas to undertake the above

exercises in H.Os / S.Os/MDGs/B.Os etc. are also

appended herewith as Annexure I to IV.

5. It is requested to bring the contents of this letter

to the notice of all concerned for guidance and

necessary action.

6. Receipt of this letter may please be

acknowledged.

(DG (P) letter 25-3/2003-PE-I dated 01-04-2003)

2. NORMS FOR GROUP 'C' STAFF CONNECTED WITH MULTI-PURPOSE

COUNTER MACHINES IN POST OFFICES

The subject of laying down revised norms for

Group 'C' Staff connected with multi-purpose-

Counter Machines in Post Offices has been under

consideration in this Directorate for some time

past.

2. It has now been decided to adopt the following

norms for sanction of Group 'C' staff connected with

Multi-Purpose-Counter Machines in Post Offices.

S.No. Job Description Norms for

MPCM (in mats.)

1. RL. Posted in office 96 say 1

2. Spl booking journal Manual

3. R.B. Prepared Manual 0.3

4. Booking Ins (Inland) 5.88 say 6

5. Booking Ins*Fgn) 5.88 say 6

6. VP parcel (inland) 3.88 say 4

7. VP Parcel (Fgn) 3.88 say 4

8. VPL Ins. (Inland) 5.88 say 6

9. VPL Parcel (Fgn) 5.88 say 6

10. VPP (inland) 3.88 say 4

11. VPP (Fgn) 3.88 say 4

12. Regd Parcel (Inland) 1.6

13. Regd Parcel (Fgn) 1.6

14. Spl. Booking Journal (inland) Manual 0.6

15. Spl. Booking journal (Fgn) Manual

16. Insured Parcel (Inland) 3.88 say 4

17. Insured Parcel (Fgn) 3.88 say 4

18. Insured VP (Inland) 3.88 say 4

19. Insured VP (Fgn) 3.88 say 4

20. HVMO Issue Manual

21. MO/VPMO/SMO issue 1.42 say 1.5

22. TMO (Fgn) 9.00

23. Other TMO Manual

24. PLI receipt issued and entry 1.56 say 1.6

in PR Book

25. Speed Post 1.42

26. TRC Bill 1.25

27. CR (same for PLI issue and 1.5

ACG 67 R

(DG(P) No. 4-1/2002-PE.I, dt. 30-12-2002)

3. ADHOC NORMS FOR STAFF WORKING IN SPEED POST

CENTRE-REGARDING

Revised norms for the staff working in Speed

Post centre is sent herewith for information and

necessary action.

Time observation sheet pertaining to

Computerized norms in respect of speed post articles

in speed post centre;

Sl. Job Unit of Quantity Time Taken Average Time

No. description Measurement tested in minutes time per factor

item recommended

1. Receipt of SP bags Manual Operation

2. Opening of TBs Manual Operation

3. Transfer of Bags from

Mail Agent Manual Operation

4. Opening of SP bags Manual Operation

5. Scaning of Bags label Bag labels 15 46 seconds 3.4 secs. 4 secs=.06 mts

6. Counting of atticles = It is automatically being done in scanning process.

7. Examination of out ward

condition of each articles Manual Operation

8. Scanning of each articles

for receipt Article 411 18.45 2.7 mts 2.7 mts.

9. Despatch of article &

transfer of article to other


sorting assistant Article 30 2.42 mts 5.4 secs 6 secs.

10. Receipt of articles

scanning Same as job

item No. 8

11. Sorting of articles Manual Operation

12. Despatch of articles

through scanning and Article bag 65 3.14 mts. 3 seconds 3 seconds

13. Closing of bags through Label

scanning bags case Do Do Do Do Do

14. Preparation of Delivery

way bill Bag 18 9.36 mts 32 secs. 30 secs.

15. Booking of Speed Post

Articles Article 12 16.49 mts 1.24 mts. 1.3 mts

16. Delivery of speed post

Articles Article 25 40 mts 1.36 mts 1.5 mts

17. Return by postmen Article 4 1.24 mts 21 mts 21 seconds=

0.4 mts

(DG(P) No. 9-2/91-WS-I, dated 1-1-2003)

4. EVALUATION OF NORMS FOR P.R.I. (P)

The subject of laying down revised norms for

sanctioning of P.R.I. (P) posts in the Deptt. has been

under consideration in this Directorate for some time

past. It has now been decided with the approval of the

SIU of the Ministry of Finance to adopt the following

norms for PRI (P) subject to the condition that no new

post will be created under revised norms until ban on

creation of posts lifted :-

(i) P.R.I. (P) ATTACHED TO PRESIDENCY G.P.O.'s.

Co-efficient

(a) Fixed & Miscellaneous 53135

(b) Postmen/E.D.D.A. 00058

(c) LB Peon/E.D.L.B. Peon 00378

(d) Complaint/Enquires 00029

(e) Verification of claim 00009

(f) Court attendance 9034

(g) Local Journey 000114

(ii) P.R.I. (P) ATTACHED TO FIRST CLASS H.Os.

UNDER POSTMASTERS GROUP 'A'.

(a) Fixed & Miscellaneous 51628

(b) Postmen/E.D.D.A. 0012

(c) LB Peon/E.D.L.B. Peon 0058

(d) Letter Boxes 00019

(e) Complaint/Enquiries 00022

(f) Verification of claim 0001

(g) Court attendance 0034

(h) Local journey 000057

(iii) PRI (P) ATTACHED TO OFFICES OTHER THAN

PRESIDENCY G.P.O's AND FIRST CLASS HEAD

OFFICES UNDER THE CHARGE OF GROUP 'A'

POSTMASTERS.

(a) Fixed miscellaneous .52135

(b) Postman/E.D.D.A. .00120

(c) Mail Peon/E.D. Mail Peon .00568

(d) Telegraph Messenger/

ED Messenger .0042

(e) L.B. Peon/E.D.L.B. Peon .00626

(f) Letter Boxes .0001273

(g) Single handed S.O./B.O. .00282

(h) Complaint/Enquiries .000264

(i) Verification of claim .0000934

(j) Court attendance .0034

(k) Local Journey .000057

This issues with the concurrence of FA (P) vide

their ID No. 2766-FA/94 dated 7-10-94.

The receipt of this letter may kindly be acknowledge

immediately.

(D.G.(P) No. 31-29/80-PE.I dated 26-10-1994)

5. UPDATING OF NORMS FOR CALCULATION OF ESTABLISHMENT OF DEPARTMENTAL

STAMP VENDORS/GRAMIN DAK SEWAK STAMP VENDORS FOR SALE OF

STAMPS AND STATIONERY ISSUE OF THE REVISED NORMS

I am directed to refer to this office order of evennumber dated 03-12-2003 on the above-mentionedsubject.2. Issuance of ibid instructions was primarily basedon increase in postal rates of Stamps and Stationery.

While implementing them, it may please be ensuredthat all aspects relating to requirement of manpowerare duly taken into account at the time of carryingout establishment reviews.

[D.G.(P) No. 4-5/99-PE.I, Dated: 6th May 2005]


6. HOURS OF WORK-SPLIT DUTY IN RESPECT OF CERTAIN

CATEGORIES OF STAFF

The unions have represented to the Director

General that the orders regarding the employment

of staff of split duty are not being rigidly observed.

Though no specific cases have been brought to his

notice, the Director-General desires that when staff

are brought on split duty the following conditions as

laid down in this office Memo No. 43-64/60-PE dated

27-8-62 are invariably observed :-

1. The number of duty-spells in any split duty term

should not normally exceed two.

2. The minimum interval between two terms of split

duty should be one hour.

3. The spread-over should not normally exceed 12

hours.

4. It may be noted that these conditions do not apply

to staff provided with residential accommodation on

the premises who are brought on split duty.

5. Suitable directions in this regard may be issued

to all subordinate offices.

(D.G.(P) No. A/101-Rlgs dated, 8-8-1980)

8. GRANT OF SPECIAL PAY TO TREASURERS AND ASSTT. TREASURER IN

THE CLERICAL TIME SCALE IN POST OFFICES

Reference is invited to this office letter No. 6/18/

67-PAP/Col. II dated 4-3-72 on the above subject,

where it has been clarified that :

1) In an office where there is only one treasurer,

the treasurer may be granted special pay provided

he is engaged mainly in handling cash, There is no

objection to his being given some non-cash work, if

time permits.

2) In an office where more than one official is

employed in the treasury branch, special pay will be

admissible to Treasurers and Asstt. Treasurers.

(D.G.(P) No. 8-24-75-PAP, dt. 1-4-1976)

7. DUTY HOURS OF POSTMASTERS

I am directed to refer to this office letter No.

37-1/75-CI/PE-I dated 20-7-1983 on the subject

mentioned above vide which the Heads of Circles

were empowered to prescribe at their discretion,

continuous duty hours in respect of Postmasters

of Gazetted Post Offices. It was further stipulated

that this power should be used sparingly and only

when the PMsG were personally satisfied that such

a charge would not adversely affect the

Postmaster's supervision over the mail and

treasury branches.

2. It has now been decided to delegate to PMGs

similar powers in respect of Postmasters and Sub-

Postmasters in charge of non-gazetted delivery post

offices who are not provided with attached quarters.

This may be done after taking into consideration

the local conditions and keeping in view the extreme

desirability of the Postmaster/Sub Postmaster being

on duty during the important delivery and despatch

time. However, this power may be exercised

sparingly and wherever stretch duty is prescribed,

a return indicating the same may be sent to this

office at the end of each quarter.

3. The receipt of this letter may please be

acknowledged.

(D.G. P&T No. 31-27/85-PE-I, dt. 3-10-85)

9. STANDARD FOR CHECKING OTA BILLS OF OFFICIALS OF HPOS IN

ACCOUNTS BRANCH OF HPOS

It is decided that the time factor of 2 minutes per item for checking the emoluments and rates of OTA in

the case of OTA claims of the officials of Sub-Post Offices may be extended to cover the cases of OTA

claims of officials of HPOs.

(DG (P) 31-2/73-P I, dt. 21-5-77)

10. STANDARDS ADOPTED FOR SANCTIONING POST OF MAIL OVERSEERS

1. Mail Overseers for every 20 Branch offices other than mobile Branch Offices.

1. Mail Overseer for every 18 Mobile Branch Offices.

The justification is worked out sub-division wise and fraction of 0.5 or above are rounded off to the next integer.

(DG P & T No. 31-16-81-PE I, dt. 26-9-81 & 15-1-82)


9. SELECTIVE ADMINISTRATIVE ORDERS

1. POWER & FUNCTION OF CHIEF POSTMASTERS GENERAL /

POSTMASTER GENERAL (REGION) - REG.

The undersigned is directed to invite a reference

to this Department OM No. 33-1/88-PE.II dated 29-

08-89 conveying the sanction of the President to the

revision of the strength of the Indian Postal Service

as a result of the Third Cadre Review.

2. JURISDICTION

Consequent upon the creation of the posts as

envisaged therein, the jurisdiction of various Regions

in the Circles has been fixed as shown in Annex-A.

As regards decentralisation of control functions from

the existing circle offices to the Regional Offices,

(existing as well as the new ones), guidelines are

laid down in the succeeding paragraphs for strict

observance by all concerned.

3. POWER AND FUNCTION OF THE REGIONAL

PMG AND CHIEF PMG - DELEGATION AND

LIMITAITONS

Each Regional PMG including the Chief PMG is

hereby delegated all financial and administrative

powers of the Head of the Department as spelt out

in the Delegation of Financial Powers Rules, General

Financial Rues, FRs and SRs and Delegations issued

by the Board from time to time. Each Regional PMG

(including the Chief PMG) is also hereby delegated

all administrative powers of the Head of Circle in

respect of the units placed under the Regional PMG

or the Chief Postmaster General as the case may

be. The following functions and powers will, however,

continue to be vested in the Chief PMG as shown

below:-

(a) MAILS

(i) Inter-Circle and inter-region mail arrangements.

(ii) State level co-ordination with all the carriers i.e.

rail, road, ship and air.

(b) SAVINGS BANK & PLI

(i) State level co-ordination meetings.

(ii) Circle SB Pairing Unit;

(iii) All PLI matters.

(c) STAFF

(i) Inter-regional transfers of Circle cadre staff;

(ii) Allotment of Gazetted officers up to Sr. Time

Scale of Gr. 'A' level to the Regions;

(iii) Grant of CL to the Regional PMGs;

(iv) Powers to redeploy JAG officers given to Heads

of Circles vide this office letter No. 2-1/87-SPG

dated 09-01-87 are hereby withdrawn.

(d) BUILDINGS

(i) Co-ordination with the Civil wing;

(ii) Chairing the Circle level Buildings Co-ordination

meeting with the Civil Wings (Also see para 4

below).

(e) UNIONS: RCM MEETINGS AND CIRCLE

UNION MEETINGS

(i) The formal bi-monthly meetings at present being

granted by the Regional Director will be held with

the Regional PMG in respect of items pertaining

to respective regions (including the Chief PMG

for his region). Circle level issues raised by the

Unions should be taken up only with the Chief

PMG.

(f) RECRUITEMNT

Recruitment and promotion to the Circle cadres

and management of Gazetted cadres. After

holding the DPC where necessary, or on receipt

of allotment orders from the Directorate, the

Chief PMG will allot the personnel in such cases

to the different regions giving due regard to the

requirement of each region. The Regional PMG

will, however, have the power to order ad-hoc

promotion to gazetted and non-gazetted cadres

(within the limits laid down by the DOP) in

consultation with the Chief PMG and in strict

accordance with Circle Seniority.

(g) ACCOUNTS

Control over DPA / IFA and his office situated

within the circle.

(h) GENERAL

(i) Co-ordination with State Govt. authorities, MPs

etc.

(ii) Postal Advisory Committee.

(iii) Bi-annual meeting with MP's.

(i) SPORTS AND WELFARE

(i) Presiding over the Circle Sports Board.

(ii) Organizing Circle level and All India level sports


/ cultural meets etc.

(iii) Appointment in relaxation of recruitment rules.

(Orders in this regard have already been issued

under this office No. 24-269/87-SPB-I dated 29-

09-89.)

(iv) Appointment of outstanding sportsmen in

relaxation of recruitment rules;

(v) Chairing the Circle Welfare organisation and

operating the circle welfare fund.

(vi) All other matters connected with welfare being

handled at Circle HQ at present.

(j) PHILATELY

(k) MATERIALS MANAGEMENT

(i) Indenting, procurement of Stores of CAT 'A (Dte.

Memo No. 12-20/89-UPE dated 26-10-89)

(ii) Local printing of forms beyond the usual powers

of regional PMG

(l) QUARTERLY MEETING WITH THE IFA.

(All Reginal PMGs should atend - Chief PMG

will Chair).

(m) HINDI

Control over Hindi officer and implementing the

Govt. policy on Hindi as Official language.

(n) THE CIRCLE MANAGEMENT COMMITTEE

The Chief PMG will chair the Circle Management

Committee, which should meet at least once in

two months. All Regional PMGs and the Circle

IFA will be members of the Committee. Formal

minutes of the meetings will be issued and will

be endorsed to Sr. DDG (I&EB) in this

Directorate General. Sr. DDG (I&EB) will

suitably process and submit reports to the P.S.

Board. The following items will be considered

in the Circle Management Committee:-

(i) Prioritization and / or approval in principle of

building works.

(ii) Financial Review of the Circle, trends in revenue

earning, expenditure in major budget heads,

economy proposals etc.

(iii) Inter Regional / Inter Circle Mail arrangements

and review thereto.

(iv) Performance in small savings and / issues

relating thereto.

(v) Important complaint and fraud and public

grievances cases, their review and remedial /

preventive action. Functioning of the Public

grievance cells in the Divisions.

(vi) Performance Work Improvement Teams

(Reference this Directorate D.O. No. 3-13/87/

IC dated 23-12-87).

(vii) General working of the SB branch with special

reference to clearance of objections and ledger

agreement; Expansion of PLI business and after

sales service.

(viii) Positive suggestions to improve the image of

the postal services.

(ix) Progress of Plan Schemes, especially Speed

Post, and any other new schemes that may be

introduced by the Deptt.

(x) Monitoring of money or payment in the rural

areas;

(xi) Activities undertaken through R&D Centre.

(xii) Pendency and clearance of pension / GPF and

related cases; holding of pension adalats.

4.1 The Director at the Headquarters of the Circle

will function as Secretary to the Committee. Agenda

items may be proposed in advance by the members

including the Chairman.

5. Financial Advice

For the time being, no additional posts of CAOs,

A.Os etc. will be sanctioned. The existing pattern of

Internal Financial Adviser at the Circle Headquarters

for financial advice on matters within the powers, of

the Regional PMG / Chief PMG, will continue.

Wherever, there are A.Os functioning as Financial

Advisers to the erstwhile Regional Director, they will

continue to function as such and will provide financial

advice to the Regional PMG for matters within the

erstwhile Regional Director's powers. It will be open

to each PMG / Chief PMG to authorise the Director

under his control to exercise any of his financial

powers according to Rule 13 (a) (3) of DFPRs and

also other orders in force from time to time. Where

there is no Accounts Officer (FA), all matters on which

finance consultation is required as per rules will be

referred to the Circle IFA. The details of Financial

Advisors and AO (ICO) SB are at Annex. 'B'.

6. Delegation of Additional Administrative Powers

to the Chief Postmaster-General

In addition to the powers already exercised by

the Chief PMG in his capacity as Head of Circle and

Head of the Deptt., the following administrative

powers of the D.G. are hereby delegated to the Chief

PMG:-


S.No. Nature of Power

1. Power to grant permission

to Govt. servants to be

transferred to another

Govt. office or Dept.

2. Power to grant authority for

institution of legal

proceedings and for

defence of civil suits on

behalf of the department.

3. Power to execute and sign

contracts on behalf of the

Deptt.

4. Powers to transfer officers.

Extent of Power of Director General

Full powers except in respect of

officers whom the Director General is

not competent to appoint.

Full powers.

Powers as defined in Chapter IX of

P&T Manual Vol. II

Full powers to transfer officers below

the rank of Director of Postal Services.

Extent of power of Chief PMG

Full powers except in respect of

officers whom Chief Postmaster

General is not competent to

appoint.

Full powers of Director General.

Powers as defined in Chapter IX

of P&T Manual Vol. II for

Director General.

Full Powers to transfer officers

below the rank of Directors of

Postal Services within the circle.

7. Delegation of Additional Financial Powers to

the Chief PMG

In addition to the existing powers of Head of

Circle / Head of Dept., powers of the Director General

/ Board as spelt out in the list at Annex. 'C' are hereby

delegated to the Chief PMG.

8. The additional financial and administrative

powers as vested in the Chief PMGs will also be

exercised by the PMGs, Haryana, HP and J&K.

9. C.R's

The CRs of Regional PMsG in the seven circles

placed under the charge of Chief PMG in the higher

grade (Rs. 7300-7600) will be written by the Chief

PMG. He will also be the reviewing officer in all cases

where the reporting officer is the Regional PMG. The

Regional PMG will be the reviewing officer where

the reporting officer is under the Regional PMG. The

CRs of SAG officers in the remaining circles having

Chief PMG in the SAG scale (Rs. 5900-6700) will be

written by Members of the Board as per present

procedure. In the Circles where the Chief PMG is in

the grade of Rs. 5900-6700, the CR of the Directors

and equivalent officers in the Region (including Chief

PMG's Region) will be written by the concerned Chief

PMG / Regional PMG and will be reviewed in the

Board.

9.1 However, the self appraisal of all Regional PMsG

in the Circles where the CPMG is in the scale of Rs.

5900-6700 will be routed to Directorate through the

Chief PMG who will give his own assessment on the

Officer's performance. Such assessment will be on

a separate sheet and will not form part of the CRs. It

will, however, be taken into account by the Members

while writing the Report of the concerned officer.

10. Diversion of Establishment

The envisages decentralisation of functions to

the Regions would necessitate diversion of

commensurate establishment from Circle Offices to

Regional Offices. The establishment should be

shared equitably as per workload. The exercise on

this behalf should be undertaken immediately by the

Circles and the revised establishment of the Circle

Offices and Regional Offices determined in

consultation with the Circle IFA. A report indicating

the establishment determined for the Regions should

be submitted to the Directorate quickly and certainly

by 30-12-89 so that covering sanction may be issued

from this office. The guiding principle will obviously

be the number of units and subjects placed under

each Region. P&T Dispensaries and RLOs will not

be counted as units as they are not counted as such

under the SIU formula.

11. Redeployment of Director (Vig.) as Director

(Region)

This may be done with immediate effect in cases

where no transfer of headquarters is involved. Orders

to this effect have already been issued vide this

Directorate memo of even number dated Nov, 02,

1989.

12. Transfer of Staff

The proposed reorganisation would necessitate

shifting of some staff from Circle Office to R.Os. In

this behalf, the guiding principle will be the same as

laid down by the department in respect of bifurcation

of Divisions etc. In other words, once the extent of

staff to be diverted is worked out, options are to be


obtained from all the staff and cases should then be

decided on the basis of seniority. In this connection

please also refer to the instructions contained in

Directorate memo No. 56/5/79-SPB-I dated 17th

March 1979 (Annex 'D')

13. Accommodation

Accommodation for the Regional PMGs should

be found in existing departmental buildings to the

extent possible failing which renting should be

resorted to.

14. Vehicle

Vehicle at present attached to the Regional

Director / Additional PMG will be given to the Regional

PMsG. For new Regions, proposals may be framed

and submitted to this office urgently.

15. General

The Chief PMG of both grades as over all in

charge of the Circle will have the power to over-rule

the decisions of Regional PMG provided this is done

after consultation with the Regional PMG and

reasons for such a decision to over-rule the Regional

PMG are recorded in writing in the file.

16. The Directors attached to the Regional PMG /

Chief PMG should be utilised in full for inspection,

visits and other kind of checks of the field units.

The role of the Directors should not be reduced to

that of Director Headquarters / Staff Officers. The

PMG / Chief PMG also is expected to share the

burden of inspections in addition to carrying out

frequent visits and surprise checks of field

organisations.

17. The Headquarters of the PMGs Assam, N.E.,

Punjab and Rajasthan are being temporarily fixed at

Guwahati, Shillong, Chandigarh and Jaipur

respectively.

18. Interim Measures

Re-distribution of units from one region to another

or shifting of headquarters of any Region or Division

of similar establishment is to be effected only after

consultation with this Directorate. General Transfer

of staff to the regional headquarters should be carried

out expeditiously, but in a smooth manner and in

consultation with the staff union wherever necessary.

19. This issues in consultation with Finance Advice

(Postal vide Dy. No. Director (FAP)/1044 dated 01-

12-1989.

20. The receipt of this memo may please be

acknowledged to Shri K.C. Mishra, Assistant Director

General (PE.II).

[DG Posts No. 33-1/88-PE.II dated 05-12-89]

2. STRENGTHENING OF THE SUPERVISION AND THE WORKING OF

EDSOs/EDBOs & SINGLE - HANDED SUB POST OFFICES

In view of the incidence of large scale fraudcommitted by the certain Branch Postmasters andsub Postmasters and in view of frequent complaintsthat have been receiving about the quality of servicethat is being rendered by smaller post offices anexamination has been carried out as to howsupervision over the functioning of these offices couldbe strengthened and how the divisionalsuperintendents could be enabled to monitor theworking of these offices. Keeping this in view thefollowing is required to be implemented withimmediate effect.Single -Handed Sub Offices:

Generally the annual inspections of these officesare being carried out by the Sub Divisional Officers.A few of the offices are being inspected by theDivisional Superintendents and his Deputy/Assitt.Supdts. It is decided that all Single Handed Officesshould be inspected twice in a year. The secondinspection should be carried out by the IPO(Complaints) of the division. A period of two daysmust be given for this inspection. It is felt that anumber of single handed offices in any division may

not be very large and the IPO (Complaints) would beable to carry out the second inspection of theseoffices. These should be ensured of atleast fourmonths between the first inspection and the secondinspection.EDSOs/EDBOs:

The Second inspection of EDSOs will be carriedout by the IPOs (Complaints) and one day should begiven for this purpose.

It the number of EDSOs in any particular divisionis very large the Divisional Superintendent cansuggest to the Postmaster General as to how thesecond inspection of the EDSOs could be carriedout. There should be a gap of 4 months between thetwo inspections.

The second inspection in respect of EDBOswould be in the day of a visit by the Mail Overseersatleast once in a year one day should be given toMail Overseer for each EDBOs. During the visit allcash transactions should be verified. Theexamination of balances in the SB & RD Pass Books,the verification of payment of money orders, theverification of preliminary receipts given for other cash


transactions should be carried out. It there are twoMail Overseers for Moffusil Sub Divisions, it is to beensured that the second inspection-cum-visit can becarried out by the Mail Overseas. There should be agap of 4 months from the first inspection.Bad Offices:

At present on the basis of the inspection reportscertain very bad offices are being identified and thesecond inspection of such very bad offices is beingcarried out by the I.P.O. (Complaints). After theabove instructions are implemented identificationof very bad offices will continue to be done not onlyin respect of EDSOs and EDBOs but also in respectof other Departmental Post Offices. In respect ofDepartmenal Posts offices identified as very badimmediate remedial steps should be taken by theDivisional Superintendents to improve the mattersby taking all possible action including the disciplinaryaction. In respect of EDSOs and EDBOs anotherinspection can be carried out which should be doneby the Assistant Supdt. attached to the offices ofthe Divisional Supdt. The purpose of the re-inspection of the very bad offices would be improvethe state of work.Compliance reports:

Whenever any office is going to be inspectedthe Inspecting Officer should go through theprevious Inspection Report and ensure thatcompliance has been given cant per cent on the

points where action has to be taken by his ownoffice. Points on which action is required to be takenby other but has not been taken, will be speciallynoted for pursuing with the offices where actionneeds to be taken.Inspection Questionnaires:

To make the inspection more purposeful reviewof the questionnaire is being carried out and standardquestionnaire for various types of post offices wouldbe supplied shortly. Till the revised questionnaire arereceived instructions may be given to all to carry outthe inspections in accordance with the questionnairesthey have.

It may be ensured that the Supdt. of PostOffices take the assistance of Inspectors of PostOffices and Asst. Supdt. of Post Offices onlywhen the verification of Head Post Office is done.Normally Inspector's assistance should not betaken while inspecting the other post offices. TheSupdt. of Post Offices who travel by theinspection vehicle can take their stenographerswhile going on inspection of post offices. Thismay not be done for going on visits only.Date of Effect:

These instructions would be implemented withimmediate effect.

The receipt of this letter may please beacknowledged.

[DG's letter No. 17-1/92-Inspn. Dated 16-1-92]

3. DELETION OF TRANSFER LIABILITY CLAUSE FROM APPOINTMENT ORDER

As per long standing practice and convention

there is a clause in the initial appointment letters of

the employees of the department of Posts to the

effect that they can be transferred anywhere in the

country under special circumstances.

2. Since in actual fact a vast majority of Group C

and Group D employees is never subjected to the

transfer liability implied in this clause 2 is felt that

such a condition is not necessary in the appointment

orders.

3. The matter has been considered carefully in

consultation with the Ministry of Law. It is hereby

ordered that no clause of condition relating to

transferability anywhere in the country, under special

or general circumstances, should form now on be

mentioned in the appointment orders issued to Group

C and Group D employees of the Department of

Posts. Such a clause existing in the case of the

employees already in service also is hereby cancelled

with immediate effect and their appointment order

would also stand so modified with effect from the

date of issue of this letter.

4. It is also directed that these orders may be given

wide publicity and also got noted by all the Group C

and Group D staff. Necessary entry in this behalf

may also be made in their service Books, in due

course.

5. Please acknowledge receipt.


[D.G.(P) No. 20-12/90-SPB-I, dt. 23-8-90]

4. DELEGATION OF POWERS TO HEADS OF CIRCLES TO DOWNGRADE

SUB STANDARD HEAD OFFICES

The power to upgrade or downgrade an existing

head post office are vested with the Postal Services

Board. A suggestion was made in the heads of circle

conference held on 16th and 17th June 2003 to

delegate powers to the heads of circles to downgrade

sub standard head offices not conforming to the


prescribed norms.

2. As per the prescribed norms, an existing head

post office can be considered for bifurcation if the

number of SOs attached to it exceeds 60. However,

after bifurcation of any HO, both the HOs (Parent

HO as well as proposed HO) should not have less

than 20 SOs attached to them respectively.

3. The Postal Service Board after considering all

relevant aspects of the proposal has accorded its

approval to empower the Heads of Circles to

downgrade an HO not having 20 SOs under it, with

the following proviso:-

(i) If there is only one HO in the District, it need not

be downgraded.

(ii) If there are more than one HO in the District,

including one at the head quarters, one HO may be

downgraded other than the one located at the District

HQ and its place an MDG office may be established

subject to fulfilment of existing norms for opening an

MDG so that services being enjoyed by the public

are not curtailed in any manner.

4. All proposals for the conversion of SO into HPO

may, however, continue to be referred to Directorate

for approval as at present.

5. An exercise to identify and downgrade all such

sub-standard HOs would be initiated immediately by

the Head of the Circle and result thereof reported to

Directorate. This orders will be applicable with

immediate effect.

(DG(P) No. 14-13/03-PE-I, dated 29-10-2003)

5. DELEGATION OF POWERS TO HEADS OF CIRCLES TO CLOSE/MERGE/

REORGANIZE SET/MAIL OFFICE WITH WORKLOAD LESS

THAN PRESCRIBED NORM

The issue of delegation of powers to Heads of

Circles on above-mentioned subject has been under

consideration of this Dte. This was also deliberated

in the Heads of Circles Conference in June, 2003.

The approval of competent authority is hereby

conveyed for delegation of the following powers to

the Heads of Circles in the matter.

(A) (i) Powers for closure/merger/re-organization

of a set/sets of mail office (ii) Powers for closure of

mail office in a city/station/district where there are

more than one mail office and the traffic handled in a

mail office is less than the existing norms for opening

a mail office in terms of instructions contained in Dte's

letter No. 11-1/84-D dated 17-10-1985.

(a) Closure/re-organization of mail offices shall

sub-serve the public interest and supported by proper

transportation system as stipulated in para 2 (iii), (iv)

and (v) in the instructions contained in Dte's letter

no. 11-1/84-D dated 17-10-1985.

(b) Proper utilization of vacated accommodation

is necessary by the Head of Circle under intimation

to the Dte. with complete justification and other

related details where the Department has its own

building. If the departmental office(s) has been

functioning in rented building, the details regarding

surrender of vacated accommodation to the

concerned agency along with the savings in rent shall

be submitted to the Dte. i.e. to MM & TS Division.

(B) Heads of Circles may approve closure of a

section within the circle with due concurrence of Circle

IFA, keeping in view the instructions contained in para

2 of Dte's letter no. 6-93/71-PE-II dated 26-3-77.

(i) Closure of section should not entail extra

expenditure on alternative mail arrangement made

through contractual MMS/State roadways.

(ii) Timely intimation to be given to the concerned

Railway Authority.

(iii) If section is abolished by Railway Authorities

due to gauge conversion etc., alternative

arrangement may be made within delegated financial

powers of Head of Circle and case be taken up with

Railway Authority for restoration of section if carrying

of mail through section is financially and operationally

a better proposition.

(iv) Inter-Circle sections or any intermediate

sections in long route trains should be closed only

with the prior approval of the Directorate.

2. Redeployment/abolition of posts on re-

organization/merger/closure of set/sets Sub-standard

mail office and closure of sections.

(i) RE-deployment/abolition of Group 'C' & Group

'D' posts on account of reorganization/merger/closure

of sub-standard offices, shall continue to be done by

Head of Circles as per the instructions contained in

Dte's letter No. 2/93-PE-I dated 7-9-1993.

(ii) RE-deployment of Group 'A' & Group 'B' posts

shall be done by the Dte. as per instructions contained

in Dte's letter No. 2-2/93-PE-I dated 7-9-1993.

Abolition of Group 'A' & Group 'B' posts will also be

done by the Dte.

3. Whenever a decision to close/merger/re-

organize a mail office/a set is taken, the full facts of


the case along with the reasons for taking such a

decision shall be recorded and report submitted to

this office in enclosed format.

This has been concurred by Finance Advice

Wing vide Diary No. 534/FA/03/CS dated 28-11-2003.

(DG(P) No. 12-6/2003-D dated 28-11-2003)

6. IMPROVING VIGILANCE ADMINISTRATION

Central Vigilance Commissioner vide letter No.8 (1) (h)/98 (1) dated 18-11-98 (copy enclosed)issued detailed instructions and guidelines with a viewto improving the vigilance administration, creating aculture of honesty, greater transparency inadministration as also for speedier finalisation ofdepartmental inquires. The following action pointshave been identified on which action is required tobe taken by this Department.(i) Create culture of honesty :

In order to ensure that a culture of honesty isencouraged in the Department it has been decidedwith immediate effect that junior employees whoinitiate any proposal relating to vigilance matterswhich is likely to result in a reference to the CVC cansend a copy directly to the CVC by name. CVC willmonitor the progress of such a proposal and theaction taken thereon by the Department concerned.This will encourage the junior employees to give theirfree and frank views and help to build and develop aculture of honesty. However, if a junior officer makesa false or frivolous complaint, it will be viewedadversely.(ii) Greater transparency in administration.

CVC has identified lack of transparency as onemajor source of corruption. To curb this corruptpractice, create transparency work be useful. Thereis a scope for patroness and corruption especially inmatters relating to tender sites where exercise ofcorruption relating the out of turn conformance offacilities/privilege to the non-deserving persons. TheCVC has, therefore, directed that each organisationmay identify such items which provide open forcorruption and where greater transparency would beuseful. All heads of Circle may identify such items attheir end and forward the list to this Directorate latestby the 6th February, 1999. A list of items preparedon the basis of complaints usually received isenclosed. Competent Authorities at different levelsshould give publicity of the identified items within theircompetence in their respective notice boards.(iii) Speedy departmental inquiries.

Another source of corruption is that the guilty arenot punished adequately and promptly. This isbecause of the prolonged delays in the finalisationof departmental inquiries. One of the reasons is over-burdening of IO/PO with the normal and routine work.

CVC has therefore, directed that the Departmentshould review all the pending cases and ensure thatthe disciplinary authority may appoint enquiry Officersfrom amongst the retire/retired honest employees inconducting the inquiries. The names of such officersmay, however be got cleared by the CVC. Therefore,all Heads of the Circles and Regions are requestedto furnish the list of retired and honest employeeswho are willing to work as IOs for the purpose ofconducting inquiries.

The following time limits have also beenprescribed for the expeditious completion of theDepartmental inquiries :-(i) Appointment of Inquiry Officer and PresentingOfficer in the cases presently pending should bemade within one month. In all other cases, they maybe appointed immediately after the receipt of thestatement of defence denying the charges.(ii) The oral inquiry should be completed within aperiod of 6 months from the date of appointment ofthe Inquiry Officer the IO should lay down a definitetime frame for inspection of the listed documents,submission of the list of defence documents and thedefence witnesses and inspection of defencedocuments before the regular hearing is taken up.Once this time frame is worked out by the IO, thehearing should be conducted in day-to-day basiswithout adjouring on flimsy or frivolous grounds. Inany case, there should not be more than twoadjournments in any case so that the time limit of sixmonths is observed.(iii) The IO/PO, the DA and the Vigilance Officer willbe accountable for the strict compliance of theseinstructions.(iv) Tenders :

Tenders are generally a major source of corruption.In order to avoid corruption and transparent andeffective system needs to the introduced. Therefore,it has been decided post tenders negotiations arebanned with immediate effect except in the case ofnegotiations with the lowest tenderer.

It is, therefore, requested that the instructionscontained in CVC letter cited above may be strictlyadhered to and brought to the notice of all concernedand compliance reported to this office alongwith therequired information latest by 15 February, 1999positively.


LIST OF ITEMS TO RE PUBLISHED

S.No. Items What is to be published

1. All tender decisions - Items of works/articles and the total estimated cost.

- Name of approved tenderer alongwith rate approved.

- In case of mail contract, the route and distance of mail

route should also be mentioned.

2. All recruitments (including Extra- - Cadre/post and declared vacancies.

Departmental, provisional, adhoc,

Temporary etc.) - Names of selected candidates alongwith percentage of

marks secured (total marks as well as marks secured in

Basic Board/ University Examination, written test, viva voce

interview, bonus marks for extra qualifications, etc. as

the case may be, separately).

- Date of Birth

- Community/Category

3. All transfers/postings (including - Names & designation of officers/officials.

temporary/adhoc - Tenure in the present post/station.

- New post/station

- Position in the request register, if any.

- Whether in public/administrative interest.

4. All purchases at different levels . - Item of article alongwith quantity pruchased.

- Total amount of bill paid.

- Rate approved quotation/tender decided

- Assessed requirment of the items.

5. All HBA, Car Advance, Motor Car/ - Name and designation of the officer/officials.

Motor Cycle advance. - Basic pay

- Date of application.

- Date & amount of advance sanctioned.

6. Discretionery welfare grants - Name & designation of officails.

- Purpose

- Date of application.

- Date and amount granted.

7. All LTC/Medical advances - Name & Designation of Officer/Official

- Basic Pay

- For whom

- No. of Dependent Destination and amount

sanctioned with date.

- For medical : patient, disease, date amount sanctioned.

8. All allotments of departmental - Name & designation officer/official

staff quarters - Prescribed pool.

- Date of entry in service.

- Basic pay

- Type of Quarter Alloted

9. All claims sanctioned to public/ - Name of claiment

customer - Cause of claim

- Date of claim

- Date of Sanction

- Amount Sectioned

- Date of payment.

10. All cases of compassioante - Name of appointee and deceased/invalid official and

appointment their relationship


- Number of dependents.

- Total amounts of pension and terminal benefits.

- Date of death/invalidation

- Date of application

- Post, grade to which approved.

11. All cases of hiring private buildings - Name of office alongwith total accumodation justified

enhancment of rent accommodation

- Amount of rent fixed/enhanced

- Date of effect

- Amount of previous rent.

- Area in the rented building.

7. ENHANCEMENT OF FINANCIAL POWERS OF HSG.I, HSG.II &

LSG POSTMASTERS

A reference is invited to Circular No. 62-8/64-CI

dated 20-10-1965 delegating financial powers to HSG

and LSG Postmasters to incur expenditure of a

contingent nature on the following items:-

(a) Replacing, repairing, cleaning, oiling, shifting of

electric lights and fittings, fans etc. of the office in

a rented building when the charge is a Government

liability.

(b) Repairs of Departmental bicycles.

(c) Purchase of earthen pots, glass tumblers, dusters,

brooms etc.

(d) Purchase and repairs to furniture.

(e) Emergent arrangements for conveyance of mails.

2. The question of enhancement of the powers were

being examined in the Directorate in view of the rise in

the prices and it has been decided to enhance the

powers given to HSG & LSG Postmasters from Rs. 30/

- & Rs. 20/- respectively on each occasion to Rs. 60/-

& Rs. 40/- respectively on each occasion subject to

availability of fund.

3. Other instruction regarding control and checking of

the expenditure by the Supdt. of Post Office contained

in the letter under reference should be followed.

4. This issues with concurrence of the Internal Finance

vide their diary No. 698/Dir. FA/ 93 dated 12-07-93.

(DG (Posts) No. 18-7/92, CI dated 20-07-93)

8. PREVENTIVE CHECKS PRESCRIBED IN RESPECT OF SB

AND CASH CERTIFICATES

1. Maintenance of special error book for noting the

particulars of pass books which are not received

for entry of interest after 1st April in which

transactions have taken place and getting the

same verified.

2. Maintenance of special registers showing

particulars of all SB Accounts opened in the

Branch Post Offices and EDSOs and noting the

date of receipt of pass books for posting of

interest in the register.

3. Preparation of lists of accounts for which the pass

books have not been received from the Branch

Office and EDSOs and sending those lists to the

Sub-divisional Inspector for getting the balances

verified with reference to the Pass Book to be

obtained from the depositors.

4. Verification of the withdrawals for Rs. 2500/- and

above taken place in EDBO / EDSOs and single

handed SO.

5. Verification of the balance SB pass books of a

few single handed S.Os selected by the Divl.

Supdts. especially in those cases where the pass

books have not been received for posting in

interest.

6. Maintenance of special registers for keeping

watch over the verification lists, SB accounts

received from S.D.Is and Mail overseers for

verification of balances done by them during their

visits / inspections.

7. Checking of signatures of depositors in respect

of withdrawals over the prescribed limit by the

ledger clerk in the H.O. in respect of transaction

in S.Os and B.Os.

8. Verification of the complete S.B. work of one

EDBO EDSO in each division every month.

9. Keeping the SB ledgers and SB Index cards

securedly in the binder, almirahs and index card

cabinets under lock and key during night.

10. Arrangement of ledger agreements by the SBCO

staff.

11. Maintenance of the index to ledger in the head

post offices and making suitable remarks


whenever such accounts are closed or any

change is incorporated in the nature of the

account.

12. Checking up of any manipulation, overwriting,

corrections and absence of signatures in the

various records relating to SB and CC business.

13. Making full signatures against each entry in the

ledger card by the ledger clerk and initials of the

APM /Postmaster.

14. Maintenance of register No. 12 (a) in the Head

Post Offices for keeping records of the NSCs

supplied to and issued by the S.Os.

15. Maintenance of stock register of blank pass

books and verifying the correctness of the stock

from time to time in the HPO and S.Os. Proper

up keep of the invoices of blank pass books

supplied to post offices in the head offices.

16. Verification of the stock of NSCs in the HPO and

S.Os at the time of inspection / visit and getting

the correctness of the stock verified with

reference to the invoices, stock book and the

special register maintained in the H.O NC-12 (a).

17. Indication of the stock of unsold certificates in

the S.Os in the journal of NSCs issued on the

last date of month and verification thereof with

reference to the entries in the register NC -12

(a) in the HO.

18. Ensuring the preparation and submission of the

annual list of unsold certificates in stock in the

HPOs and its S.Os to the Director of Accounts

(P) on the due dates.

It should be ensured that all preventive steps

indicated above are scrupulously followed and any

laxity noticed against anyone should be severely dealt

with.

During the review of enquiry reports in various

fraud cases it has been noticed that action against

the defaulting officials for committing the fraud or for

contributory negligence is not initiated with atmost

urgency and this aspect remain pending for years

with the result that the impact of disciplinary action

should be taken expeditiously is wavered of with the

passing of time. Instructions exists that the initiation

of the disciplinary action for departmental lapses

should not be postponed till the culmination of the

police investigation or court trails and be completed

as soon as possible.

(DG (P) letter No. 8-3/85-INV dated 14-07-88)

9. SETTLEMENT OF DECEASED, CLAIM CASES ENHANCEMENT OF

POWERS OF VARIOUS POSTAL AUTHORITIES

1. I am directed to forward herewith a copy of Ministry

of Finance (DEA)'s Extraordinary Gazette Notification

(GSR Nos. 490 (E).491 (E), 492(E) and 8181 (E) dated

16-10-2003 circulated under its communication No. 12/

4/97-NS.II dated 6th July 99, on the subject mentioned

above for information guidance and necessary action.

2. Savings Bank General Rules 1981. National

Savings Certificate (VIII Issue) 1989 and Kisan Vikas

Patra Rules 1988 stand amended to the extent indicated

in the respective GSR. In general, the earlier limit of

settling claims up to Rs. 60,000/- has been raised to Rs.

1,00,000/- in the absence of nomination / legal evidence

etc. to be exercised by CPMGs/PMGs (HQ / Region).

3. In addition, powers of various Postal authorities to

settle deceased claim cases have also been enhanced

as follows:-

Sl.No. Name of the Authority Limit (In Rs.)

1. Departmental Sub-Postmasters 1000/-

2. Sub-Postmasters of Lower Selection Grade Post Offices 2000/-

3. Sub-Postmasters / Deputy Postmaster / Postmasters in Higher

Selection Grade (All Non-Gazetted) 4000/-

4. Dy. Postmasters / Sr. Postmasters / Dy. Chief Postmasters / Superintendent

of Post Offices (All Gazetted Group -B) 20,000/-

5. Chief Postmasters in Head Offices / SSPOs (All Group A) 50,000/-

6. Regional Directors / Director (GPO) (In Mumbai and Kolkata) 80,000/-

7. CPMGs/PMGs (Head Quarter & Region) 1,00,000/-

Note: The above limits are also applicable to post office (Monthly Income Account NSC-VIII issue,

and KVPs)

(DG (P) No. 61-19/2003-SB dated 10-11-03)


10. REGARDING AUTHORISATION OF LSG SUB POSTMASTERS HSG.II

POSTMASTERS TO ISSUE CHEQUES IN LIEU OF PAYMENTS OF MATURITY

VALUE OF SMALL SAVING SCHEMES FOR RS. 20,000 AND ABOVE

References have been received from the field

units to authorise the Postmasters of Lower Selection

Grade Sub-Post Offices to issue cheques for

payment, in view of the customer convenience and

the ease of operations.

2. Rule 143 of Financial Handbook, Vol. I envisages

that at places where the Treasury business is

conducted by the Bank, Postmaster in-charge of Post

Offices approved by the Director-General may make

payments on account of large Postal transactions

(other than Money Orders, Indian Postal Orders,

Saving Bank, Government Security, Postal Life

Insurance and Post Office certificate transactions)

to important firms and individuals of repute by means

of cheques drawn against drawing accounts. Such

cheques will not be drawn for amounts less than

Rupees 100/-.

Payments on account of Money Orders, Indian

Postal Orders, Savings Bank, Government

Securities, Postal Life Insurance and Post Office

Certificates transactions may also be made at the

places referred to above by Head Post Offices, and

Sub-Offices in-charge of Gazetted Postmasters by

means of cheques for amounts not less than Rs.

100/- separately for each kind of transactions, viz.,

Money Orders, Indian Postal Orders, Savings Bank,

Government Securities, Postal Life Insurance and

Post Office Certificates. These Head Offices may

also issue cheques in payment of the above-

mentioned transactions relating to the sub-offices

in account with them. In such cases, the cheques

will be sent to the sub-office concerned as a

remittance for payment to the parties concerned.

All such cheques drawn should be crossed and

made 'Not Negotiable'. In the case of General Post

Offices, Gazetted Assistant Postmasters may be

authorised to issue cheques on behalf of

Postmasters who should in such cases, arrange to

send specimen signatures of such officers to the

Bank. In respect of the sub-offices in-charge of

Gazetted Postmasters, arrangements should be

made by the Head Postmasters concerned to have

drawing accounts opened on their behalf with the

Bank.

The Postmasters of Central Base Post Offices

at Delhi and Kolkata are authorised to draw cheques

on Reserve Bank of India, Nagpur, for the purpose

of making P&T payments.

Note1. - Rules regarding cheques in Rules

171 to 175 and 178 to 182 are also applicable to

the payment by cheques contemplated in this

Rule.

Note 3.-Under Rule 143 of FHB, Vol. 1

envisage issue of cheques by Dy. Postmaster in

the absence of the Gazetted Head Postmaster in

charge of Post Offices. The Dy. Postmaster (Non-

Gazetted) may issue the cheques for official

purposes, subject to the condition that the

ultimate responsibility for payment in such cases

will rest with the Gazetted Head Postmaster who

on his return to office, should check all the

counterfoils of such cheques with reference to

entries in the accounts and scrolls received from

the Banks.

3. The case has been carefully considered by the

Director-General (Posts) in light of the above

provisions of P&T FHB, Vol. 1 and the facts that (i)

there are repeated instructions / guidelines from

CBDT / CGA / Ministry of Finance / CVC to encourage

maximum number of payments though cheques (ii)

such authorisation would facilitate faster service to

the customer and would involve lesser hassle for

him / her and for the officials concerned (iii) The

provisions contained in P&T FHB, Vol. I and the

pilot to authorise such arrangement at a larger

scale have been successful and stood the test of

time. (iv) There will be more check on any

fraudulent activity in payments through cheques

as compared to payment in cash. It has therefore,

been decided by DG (Posts) to authorise the Lower

Selection Grade Sub-Postmasters and all Higher

Selection Grade-II Postmasters to issue Account

Payee cheques against the Drawing Account of

the Head Postmaster for making payments to the

public / investors in accordance with the provisions

contained in Rule 143 of Post and Telegraph

Financial Handbook, Vol. I subject to the following

conditions:-

(i) That a statement of drawals is sent daily to the

respective Head Postmasters who will be


responsible for tracing the payments in scrolls

received from the bank and keeping a watch

over the transactions.

(ii) That the overall responsibility for the correctness

of the payments will rest with the Head

Postmasters who may conduct periodical

checks of the payments made to satisfy

themselves about the correctness.

(Notwithstanding the fact that the official now

authorised would be any way responsible for the

cheques issued by them).

(iii) Head of the Circle, with the help of the GM(F)/

DA/(P) concerned, would conduct at least one in-

depth monthly review of the status of the bank

reconciliation (HPO-wise / DDO wise) in his / her

circle and include it in his monthly report on important

events to Secretary (Posts). Circle IFA would, in

addition to the monthly review, also bring any

irregularities / abnormal trends to the notice of Head

of the Circle, in writing as and when noticed.

[G.I., Dept. of Posts, Lr. No. 2-2/1999-PA

(Tech.I)/988-1067 dated 29-09-2006]

11. NOTICE OF VOLUNTARY RETIREMENT CAN BE ACCEPTED FROM

A GOVT. SERVANT ALREADY ON EOL

Attention of all Ministries/Department is invited

to the provisions contained in Para 3 (xiii) of

Department of personnel and Trg. OM No. 25013/7/

77-Estt. (A) dated 26-8-1977 and clarification

contained in OM No. 25013/10/85-Estt(A) dated

5-7-1985 on the above subject, it has been laid down

in the OM referred to above, that a Govt. servant

giving notice of voluntary retirement may also apply,

before the expiry of the notice, for the leave standing

to his credit which may be granted to him to run

concurrently with the notice period except in the case

of EXOL, as such leave, whether on medical ground

of on private affairs cannot be termed as leave

standing to the credit of a Govt. servant. The matter

has been reviewed and it has been decided to modify

the provisions contained para 3 (xiii) of OM No.

25013/7/1077-Estt. (A), dated 26-8-1977 and OM No.

25013/10/85-Estt (A) dated 5-7-1985 as follows :

"Para 3 (xiii)-A Govt. servant giving notice of

voluntary Retirement may also apply, before the

expiry of the notice, for the leave standing to his credit

which may be granted to him to run concurrently with

the period of notice, EXOL is not termed as leave

standing to his credit and therefore, it cannot run

concurrently with the period of notice given by him

for seeking VR while already no EXOL other than on

medical ground, the notice period need not be insisted

upon and his request may be accepted with

immediate effect provided he is clear from vigilance

angle. However, if a Govt. servant while already on

EOL on medical ground, applies for VR, the notice

period, if any, given may be accepted and he may

be allowed to retire after the expiry of the notice period

subject to vigilance clearance."



orders issue in consultation with the Comptroller and

Auditor General of India.

Dept. of Per. & Trg. OM No. 25013/3/2003-

Estt.(A), dated 17-6-2003)

12. NON INVALIDATION OF A GOVT. SERVANT WHO HAS BEEN PERMANENTLY

INCAPACITATED FROM GOVT. SERVICE ON ACCOUNT OF MENTAL OR

PHYSICAL DISABILITY

The Ministry of Social Justice & Empowerment

(Disabilities Div.) has amended Section 47 of the

Persons with Disabilities Act 1995 and under the

amended provisions:

1) No establishment shall dispense with or reduce in

rank an employee who acquires a disability during his

service and the employee who has acquired disability

if is not suitable for the post he was holding, could be

shifted to some other post with the same pay scale &

service benefits. In case it is not possible to adjust him

against any post, he may be kept on supernumerary

post until a suitable post is available or he attains the

age of superannuation which ever is earlier.

2) No promotion shall be denied to a person merely

on the ground of his disability.

Provided that the appropriate Govt.. may having

regard to the type of work carried on in any

establishment, by Notification and subject to such

conditions, if any as may be specified in such

Notification exempt any establishment from the

provision of this section.

In view of the aforesaid position, the position of


Rule 20(2) of CCS (Leave) Rules, 1972 shall be as

under:

a) If he is on duty, shall not be invalidated from

service during his service period.

b) If he is already on leave, the period of leave or

an extension thereafter to the extent permissible

under sub-rule (I) of this rule and even beyond that

may be granted as per relevant rule(s).

3. Amendment in Rule 20(2) is being carried out

on the above lines.



orders issue in consultation with the Comptroller &

Auditor General of India.

[MoP & PG No. 13015/3/2002-Estt.(L) dated 19th

January, 2004]

Doubts have been expressed by Ministries /

Departments as to whether a Government servant

is required to take permission before leaving station

/ headquarters during leave or otherwise, especially

for visits abroad.

2. Attention of the Ministries / Departments is

invited in this connection to the provisions of FR

11 which provides that unless in any case it be

otherwise distinctly provided, the whole time of a

Government servant is at the disposal of the

Government which pays him. Article 56 of the Civil

Services Regulations also provides that no officer

is entitled to pay and allowance for any time he

may spend beyond the limits of his charge without

authority. It is implicit in these provisions that a

Government servant is required to take permission

for leaving station / headquarters. It is thus clear

that such permission is essential before a

Government servant leaves his stat ion or

headquarters and more so when he proposes to

go abroad during such absence as such visit may

have wider implications.

3. However, separate permission may not be

necessary where a Government servant has indicated

his intention of leaving headquarters / station along

with leave address while applying for leave.

(G.I. Dept., of Per and Trg., O.M. No. 11013/7/94-

Estt. (A) dated 18-05-94)

14. CO-OPERATIVE CREDIT SOCIETY DUES RECOVERIES

FROM PAY-LOSS THEREOF-REG.

I am directed to say that recoveries from the

salary of the Govt. servant on account of dues

Co-operative societies are being made by the

respective drawing and disbursing officers in view

of the provisions contained in Rule 559 of the

Financial Hand Book vol. I. The procedure

followed for the purpose is contained in Appendix

29 of the said manual. A drawing and disbursing

officer while making recoveries from the salary

of the Government servant is working as the

Agent of the Departmental co-operative Credit

Society Bank or Fund and collects the dues at

the risk and on the responsibility of the society

according to such arrangements as may be

specif ied by the society. The Government

therefore undertakes no liability to make good any

loss of money so collected as already provided in

the Appendix referred above.

2. The above provisions are once again brought to

the notice of all the authorities dealing with the

collections of dues on behalf of the cooperative

societies in the Deptt.

3. All the drawing and disbursing officer who collect

dues on behalf of the banks/cooperative societies

are requested to reiterate these instructions

immediately to their respective banks/cooperative

societies for information.

[No. 10-24/97-WL and Sports dt. 11-9-98]

15. WEARING OF UNIFORMS PROPERLY BY POSTMEN, GROUP 'D'

AND OTHER STAFF ENTITLED TO UNIFORMS

I am directed to inform you that the staff who are

supplied uniforms should be required to put on those

uniforms on duty. It was also stated that the wearing

of proper uniforms by the staff should be insisted

upon and any failure on their part in this regard,

without adequate reasons, should be treated as an

act of misconduct and dealt with accordingly.

2. It has, however, been observed for some time

that in spite of above orders and several other

repeated instructions on the subject issued from time

13. PERMISSION TO LEAVE HEADQUARTERS


to time, many of the officials who are required to wear

uniforms on duty do not wear uniforms and also

escape without action against them.

3. This growing tendency on the part of the officials

to avoid the wearing of uniforms on duty has, to some

extent, inculcated a sense of indiscipline amongst

them thereby leading to several other problems. This

has caused inconvenience to the public.

4. It is hereby ordered that officials after three

defaults should be liable for disciplinary action and

may not be accepted on duty and can, in addition, be

debarred from supply of uniforms. An entry must be

made in their record. Supervisory staff should carry

out periodical weekly or bi-weekly kit inspection and

take action against the defaulting officials.

5. You are therefore requested to take necessary

steps to ensure that the officials who are supplied

with Uniforms wear them while on duty and take

disciplinary action against the erring officials. This

can only be ensured by insisting on regular

inspections and taking personal interest. Therefore,

the supervisory officials who fail to carry out the

inspections properly and at regular intervals need also

be taken to task for dereliction of duty.

DG (P) letter No. 26-2/2002-UPE,

dated 27-03-2002

16. REPRESENTATIONS FROM EMPLOYEES - DISPOSAL OF

On the representation made by Shri G.

Lakshmanan, M.P. and a Member of the Consultative

Committee for Ministry of Communication the Senior

Member, P&T Board has issued instructions to all

Heads of Adm. Offices in the letter No. 201/40/75-

Disc, dated 23rd July, 1975 that the staff cases should

be dealt within the following manner:-

(a) Action must be taken within a week,

(b) Decision may be taken within a fortnight, and

(c) At any rate the decision must be taken within a

month.

The reply received from Dr. S.D. Sharma the

Ministry of Communications is reproduced below:-

Kindly refer to your D.O. letter No. PT/55 dated

21st April, 1975 and your reminder No. PT/55 dated

19-7-75 regarding the need for prompt attention to,

and expeditious disposal of representations from the

employees of the Department in regard to their

personal cases.

Though I find by and large representations from

the employees are attended to without much delay, I

agree with you that there is still scope for further

improvement to ensure that the individual

representations are given prompt attention by the

authorities at different levels. I also find that there

are standing instructions in the Department with

regard to the procedure for quick disposal of staff

cases. The Director General has recently issued a

circular letter to all Heads of Circles laying down time

schedules, etc. for the disposal of representations

from staff at different levels. I am enclosing a copy

of this circular. I am sure these instructions will go a

long way in ensuring that there is significant

improvement in the disposal of staff cases and that

no avoidable delay occurs anywhere. I have asked

the Director General to keep a watch over the

compliance of the instructions at every level in the

Department.

[D.O. No. 201/40/75-Disc.II dated 24-7-75]It has been brought to notice that quite often

representations in regard to service matters received

from individual employees are not attended to

promptly. The need to create a proper atmosphere

where every employee would feel that his legitimate

grievances would be promptly attended to cannot be

overemphasised. It is essential to ensure that

representations from individual employees in regard

to their service matters are attended to promptly, at

all levels.

Normally the representations from the

employees would fall under two categories:-

(i) Individual representations in regard to seniority,

pay fixation, transfer request etc.

(ii) Representations against statutory penalties

imposed, orders of suspension etc.

As regards (i) above, the competent authority

should on receipt of representation, have the matter

examined dispassionately and take its decision

promptly. It should not be difficult to take a decision

within a fortnight of the date of receipt of the

representation. At any rate, it should not take more

than a month to take a final decision in the matter. If

the representation is against the decision of the

Divisional Officer, he should forward the

representation alongwith his comments on the points

raised in the representation to the competent authority

within a week of receipt of the representation. The

higher authority should arrange within a fortnight from

the date of receipt of the representation by him and

at any rate within a month or so. Where, however,

some probing is required or further information is

required to be called for, prompt action should be


taken to call for the information etc. within a week of

the receipt of the representation. D.G. the divisional

authority should forward it to the Postmaster General

within a week of the date of receipt of the

representation. Where the representation is addressed

to the DG P&T the divisional should forward it to the

Postmaster General within a week of the date of receipt

of the representation and the Postmaster General

should forward it to the Directorate within a fortnight

authority. The above time schedules are only indicated

with a view to stressing the need for quick disposal of

staff representations. While some modifications here

and there would perhaps be inevitable the Heads of

Circles should ensure that no avoidable delay occur

at any state in the disposal of representation from the

staff members.

As regards (ii) above, it is provided in the CCS

(CCA) Rules that appeals against statutory

penalties imposed shall be presented to the

authority to whom the appeal lies, a copy of the

appeal being forwarded by the appellant to the

authority which made the order appealed against

shall on receipt of the copy of the appeal, forward

the same, with its comments thereon together with

the relevant records to the appellate authority

without any avoidable delay, and without waiting

for any direction from the appellate authority. It is

reiterated that the competant authority to whom

appeals are submitted by concerned officials

against orders of the disciplinary authorities should

keep a watch over the receipt of the records of the

case, etc. from the authorities below and ensure

that no avoidable delay occurs at any level, and

that the appeal is decided within a month from the

date of receipt of the records of the case.

The Heads of Circles, etc. may issue suitable

orders to their subordinates and ensure that the

above instructions are complied with strictly.

[D.G. P&T No. 201/40/75-DISC.II dated 23rdJuly, 1975 to all Heads of Circles etc.]

17. INDIVIDUAL GRIEVANCES OF OFFICIALS

There has been a perceptible increase in the

number of individual grievances being received in

the Directorate from employees in different Circles

about matters relating to pay, leave, medical and

other claims etc. and other benefits and facilities

available to the employees in accordance with the

terms and conditions of their appointment. While such

individual representations to the Directorate and even

sometimes to the hon'ble Ministers, cannot be totally

precluded. I find that in many of these cases the

primary reason for the grievance expressed is the

hopelessly inadequate response received initially

from the concerned authority in the Circle where the

grievance was first taken up. In many of these cases,

the replies received from the subordinate

management levels which enclosed with the

representations, clearly shows a general lack of

application and also very poor expression. You will

appreciate that in the face of such ineffective and

apparently unsatisfactory response from different

levels in the Circle, the aggrieved individual feels

motivated to represent his case to the Directorate.

As a labour intensive organization, one of the

first principles of human resource management that

all of us have to remember is to ensure prompt and

effective resolution of legitimate staff grievances. I

have felt the need to write to you in this regard so

that you give due attention to this important aspect

of management and also exhort your subordinate

officers to do the same. I would once again request

you to ensure prompt and effective attention to each

and every individual representation received at

different levels in your Circle. Specific care should

be given to see that the reply, in whichever language

it is issued, is correctly worded so as to convey the

right facts and also in most cases the rationale for

the decision taken. It may be necessary for you to

take suitable notice of any callousness on the part of

the officers signing such final replies and which are

found to be totally inadequate in terms of the

requirements that I have spelt out here.

(DG(P) No. 38-3/2001-PAP, dtd. 22/8/01).

18. REPRESENTATION FROM GOVERNMENT SERVANTS ON SERVICE MATTERS

The undersigned is directed to refer to the

Ministry of Home Affairs O.M. No. 118/52-Estt. Dated

30th April, 1952 on the subject mentioned above

(copy enclosed for ready reference).

2. It has been envisaged in these instructions that

whenever, in any matter connected with his service

rights or conditions, a Government servant wishes

to press a claim or to seek redress of a grievance,

the proper course for him is to address his immediate

official superior, or the Head of the Office or such

other authority at the lowest level as he is competent

to deal with the matter. Of late, it is observed that


there has been a tendency on the part of officers at

different levels to by pass the prescribed channel's

of representation and write directly to the high

functionaries totally ignoring the prescribed channels.

The problem is more acute in large Departments

where often very junior employees at clerical level

address multiple representatives to the Minister,

Prime Minister and other functionaries. Apart

from individual representation, the service unions

have also developed a tendency to write to the

Ministries and Prime Minister on individual

grievances. Some of these representations are

often forwarded through Members of Parliament,

in violation of Rule 20 of the CCS (Conduct)

Rules, 1964.

3. Existing instructions clearly provide that

representations on service matters should be

forwarded through proper channel. The stage at

which an advance copy of the representation may

be sent to higher authorities has also been indicated.

In M.H.A., O.M. No. 25/34/68-Estt. (A), dated 20-12-

1968 (copy enclosed) time limits for disposal of

various types of representations have been

prescribed. It is anticipated that an appeal or petition

cannot be disposed of within a month of its

submission, an acknowledgement or interim reply

should be sent to the individual within a month.

4. Thus adequate instruction are available in the

matter of submission of representations by the

Government servants and treatment of the

representations by the authorities concerned. As such

submission or representations directly to higher

authorities by passing the prescribed channel of

communication, has to be viewed seriously and

appropriate disciplinary action should be taken

against those who violate these instructions as it can

rightly be treated as an unbecoming conduct

attracting the provisions of Rule 3 (1) (iii) of the CCS

(Conduct) Rules, 1964.

5. It is requested that these instructions may be

brought to the notice of all Government servants and

appropriate disciplinary action may be taken against

those who violate these instructions.

DG (P) letter NO. 11013/7/99-Estt. (A)

dated 01-11-99

ENCLOSURE -1

REPRESENTATIONS FROM GOVERNMENT

SERVANTS ON SERVICE MATTERS --

TREATMENT OF

The undersigned is directed to refer to the

Ministry of Home Affairs, Office Memorandum No.

118/52-Estt. Dated the 30th April, 1952 on the subject

mentioned above (copy enclosed for ready

reference). It has been brought to the notice of the

Ministry of Home Affairs that undue delay occurs very

often in the disposal of representation from

Government servants in regard to matters connected

with the service rights or conditions which causes

hardship to the individuals concerned.

2. The representations from Government servants

on service matters may be broadly classified as

follows:

(i) Representation / complaints non-payment of

salary / allowance or other dues;

(ii) Representations on other service matters.

(iii) Representations against the orders of the

immediate superior authority; and

(iv) Appeals and petition under statutory rules and

orders (e.g., Classifications, Control and Appeal

Rules and the petition, instructions).

3. In regard to representations of the type mentioned

at (1) & (2) above, if the individual has not received a

reply thereto within a month of its submission, he

could address, or ask for an interview with the next

higher officer for redress of his grievances. Such

superior officer should immediately send for the

papers and take such action as may be called for,

without delay.

4. Representations of the type mentioned (3) above,

would be made generally only in cases where there

is no provision under the statutory rules or orders for

making appeals or petitions. Such representations

also should be dealt with as expeditiously as possible.

The provisions of the preceding paragraph would

apply to such representations also, but not to later

representations made by the same Government

servant on the same subject after his earlier

representation has been disposed off appropriately.

5. In regard to the representations of the type

mentioned at (4) above, although the relevant rules

or orders do not prescribe a time limit for disposing

of appeals and petitions by the competent authority.

It should be ensured that all such appeals and

petitions receive prompt attention and are disposed

within a reasonable time. If it is anticipated that an

appeal or a petition cannot be disposed of within a

month of its submission, an acknowledgement or an

interim reply should be sent to the individual within a

month.

6. The instructions contained in Paragraphs 2 of the

Ministry's Office Memorandum No. 118/52-Ests.

Dated 30th April 1952, will stand modified to be extent


indicated in the paragraphs 3,4 and 5 above.

No. 25/34/68-Estt. (A) dated 20-12-1986

ENCLOSURE -2

REPRESENTATIONS FROM GOVERNMENT

SERVANTS OF SERVICE MATTERS --

ADVANCE COPIES

Reference are frequently received in this Ministry

enquiring whether the submission of advance copies

of representations to higher authorities is permissible

and as to the treatment that should be accorded to

such copies. The matter has been carefully

considered and the following instructions are issued

for the guidance of all concerned.

2. Whenever, in any matter connected with the service

rights of conditions, a Government servant wishes to

press a claim or to seek redress of a grievance, the

proper course for him, is to address his immediate

official superior or the Head of his Office, or such other

authority at the lowest level as he is competent to deal

with the matter. An appeal or representation to a higher

authority must not be made unless the appropriate

lower authority has already rejected the claim or refusal

relief or ignored or unduly delayed the disposal of the

case. Representations to still higher authorities (i.e.

those addressed to the president the Government or

to Hon. Ministers) must be submitted through the

proper channel (i.e. the Head of Office, etc.

concerned). There will be no objection at that stage,

but at that stage, to an advance copy of the

representations being sent direct.

3. The treatment by the higher authorities of advance

copies of representations so received should be

governed by the following general principles:

(a) If the advance copy does not clearly show that

all means of securing attention or redress from

lower authorities have been duly tried and

exhausted, the representations should be

ignored or rejected summarily on that ground,

the reasons being communicated briefly to the

Government servants. If the Government

servant persists in thus prematurely addressing

the higher authorities, suitable disciplinary action

should be taken against him.

(b) If the advance copy shows clearly that

appropriate lower authorities have been duly

addressed and exhausted, it should be

examined to as certain whether on the facts,

as stated some grounds for interference or for

further consideration appear, prima facie to exit.

Where no such grounds appear, the

representation may be ignored or summarily

rejected, the reasons being communicated

briefly to the Government servant.

(c) Even where some grounds for interference or

further consideration appear to exist, the

appropriate lower authority should be asked,

within a reasonable time, to forward the original

representation, with its report and comments

on the points urged. There is ordinarily no

justification for the passing of any orders on any

representation without thus ascertaining the

comments of the appropriate lower authority.

(d) Some Government servants are in the habit of

sending copies of their representations, also to

outside authorities, i.e. authorities who are not

directly concerned with the consideration thereof

(e.g. other Honourable Minister, Secretary,

Members of Parliament, etc.). This is a most

objectionable practice, contrary to official

propriety and subversive of good discipline and

all Government servants are expected

scrupulously to eschew it.

5. Separate instructions exists in respect of officers

of the All India Serves and these instructions do not

apply to those officers.

6. It is requested that the above instructions may

be brought to the notice of all Government servants.

No. 118/52-Ests.Dated 30-04-1952

19. PRINCIPAL CPMG/CPMG SHALL BE THE REVISING AUTHORITY,

WHERE THE APPELLATE AUTHORITY IS SUBORDINATE TO THEM

In exercise of the powers conferred by Clause

(VI) of sub-rule (I) of Rule 29 of the Central Civil

Services (Classification, Control and Appeal) Rules,

1965, the President hereby specifies that in the case

of Government servant serving in the Department of

Posts for whom the appellate authority is subordinate

to the authority designated as the Principal Chief

Postmaster-General or the Chief Postmaster-

General (other than the Chief Postmaster General

of Senior Administrative Grade) of a Circle, the said

Principal Chief Postmaster General or the said Chief

Postmaster-General, as the case may be, shall be

the revising authority for the purpose of exercising

the powers under the said Rule 29.

(G.I., Dept. of Posts, Notfn. No. C-11011/1/2001-

VP, Dated 29-5-2001).


20. OFFICIALS UNDER SUSPENSION CAN BE ALLOWED TO

FUNCTION AS DEFENCE ASSISTANTS

A question has been raised whether under the

provisions of Rule 14 (8) of the CCS (CCA) Rules,

1965, a Government servant under suspension, is

eligible to function as defence counsel, if his services

are required by an accused official. The reply to the

question is that he has ceased to be Government

servant, and as such, an official under suspension

has full right to work as defence assistant. This

question was recently examined by the Kerala High

Court and it was opined that there is no rule that a

person under suspension is not entitled to assist

another Government servant in enquiry proceedings.

The above ruling may be kept in view while

deciding similar cases.

(D.G. P&T No. 201/45/75, Disc. 11, dated

the 3rd July 1975)

The cases of loss and fraud are usually

reported to the police and the officials involved are

placed under suspension. A scrutiny of these

cases reveals that some of the departmental

officials are involved in such cases abscond and

are not apprehended by the police. The official

continued to be under suspension ti l l they

surrender or are apprehended by the police and

prosecuted. This results in two things, firstly, the

cases drag on for a long time and secondly, if when

the absconding officials are apprehended and

proceeded against they are required to be paid the

subsistence allowance if they produce a certificate

of non-employment.

2. After careful consideration it has been decided

that in such cases the competent disciplinary

authorities may take the following action:-

(a) A certificate should be obtained from the local

police authorities to the effect that the

whereabouts of the officials concerned are not

known. This certificate should be placed on

record in the concerned file.

(b) A brief statement of allegations and charges

should be prepared and kept on the file.

(c) The disciplinary authority should himself record

on the file the fact that the whereabouts of the

officials concerned are not known and that the

police authorities have also certified to that

effect and therefore it is not reasonably

practicable to hold the inquiry contemplated

under Rule 14 of the CCS (CCA) Rules, 1965.

The disciplinary authority can then take

recourse to Rule 19 (ii) of CCS (CCA) Rules,

1965 wherein enquiry has to be dispensed with.

Reasons for not holding enquiry should then

be recorded in writing and the disciplinary

authority should issue orders imposing such

penalty as it deems fit. The allegations and

charges have to be briefly discussed in the

punishment order. Normally in such cases the

punishment that could be meted out would be

either removal or dismissal from service.

(D.G., P&T's Letter No. 4-22/PT-72/INVdated the 4th July 1972)

21. ACTION AGAINST ABSCONDING OFFICIALS

22. DIES NON AND ITS EFFECT

The day can be marked as dies non by the leave

sanctioning authority only under following three

circumstances,

(i) When the official remains absent from duty

without prior information;

(ii) When on duty in office, the official leaves the

office without proper permission; and

(iii) The official remains in office, but refuses to

perform duty assigned to him.

From the conditions mentioned above, it is

clear that an official can be marked as dies nor

even if he performs duty for a part of day in case

he leaves office without proper permission or

when he refuses to perform duties while remaining

in office. But a day on which an official comes

late and works throughout the day during office

hours will not be marked as dies non. It is

accordingly clarified that treating this day as dies

non for coming late is not contemplated in the

rules. The proper course in such cases would be

to debit the casual leave account of the official

as per instructions issued from time to time.

(D.G. P&T's letter No. 10-44/79-PE.II dated 26th

November 1979)

2. The existing instructions provide for deducting half-

a-day's casual leave when a Government servant


comes late without sufficient justification and the

competent authority, which not considering it as a fit

case for initiating disciplinary action, is also not

prepared to condone the latecoming. Sometimes, it

so happens that a Government servant who comes

late without sufficient justification has no casual leave

to his credit and it is not, therefore, possible to debit

half-a-day's casual leave to his casual leave account.

The question has, therefore, been raised by many

Ministries and Departments, as to how such a

situation to be met.

3. The matter has been examined in consultations

with Ministry of Law, and it had been decided that

if an official who has no casual leave to his credit,

comes late without sufficient justification and the

administrative authority concerned is not prepared

to condone the late-coming but does not, at the

same time, propose to take disciplinary action, it

may inform the official that he will be treated as

on unauthorised absence for the day on which he

has come late, and leave it to the official himself

e i ther to face the consequences of such

unauthorised absence or to apply for earned leave

or any other kind of leave due and admissible for

the entire day, the same may be sanctioned by

the competent authority.

(G.I, M.H.A. (D.P. & A.R.), O.M. No. 28034/3/82

Ests. (A) dated the 5th March 1982)

23. WHO ARE COMPETENT TO INVESTIGATE INTO FRAUD AND LOSS

CASES AND WHAT ARE THEIR MONETARY LIMITS?

On the basis of the deliberations of the heads of

circles in July 92, it has been decided to revise the

present monetary limits for handling of loss and fraud

cases for conducting the investigation as under:-

Designation Present limit Revised limit

(A) IPO / ASPOs /IRM/ASRM Upto Rs. 5,000/- Upto Rs.10,000/-

(B) Divl. Supdts / Sr. Supdt. Of P.Os / RMS Rs. 5,000/- Rs. 10,000/-

Chief Postmaster /Dy. PPM (Bombay andCalcutta GPOs) to Rs. 10,000/- to Rs. 25,000/-

(C) Astt. Director / APMG (INV) in the Circle Office Rs. 10,000/- Rs. 25.000/-

to Rs. 20,000/- to Rs. 50,000/-

(D) Director Postal Services / Directors Calcutta Above Rs. 20,000/- Above Rs. 50,000/-

and Bombay GPOs / Postmasters General

Note:-

(i) Investigations into losses between Rs. 25,000/-

to Rs. 50,000/- in GPOs at Calcutta and Bombay

will be got done by the Chief Postmasters

General through ADPS / APMG (INV) of the

Circle Office.

(ii) This revision is being done to avoid delays in

the investigation correctly noted at Circle /

Regional level.

2. Hereafter, only those cases in which loss exceeds

Rs. 50,000/- will be reported to Directorate. The

cases upto Rs. 50,000/- will be disposed of at the

level of CPMG / PMG.

3. In respect of current cases upto Rs. 50,000/-

already reported to the Directorate, no further reports

need be sent to the Investigations Section of the

Directorate. These cases will be technically closed

in the Investigation Section of Directorate. These

will now be pursued at Circle / Regional level.

4. However, in such of those current cases where

initial loss does not exceed Rs. 50,000/-, the

verification of the past work has not been completed,

should it be discovered as a result of the verification

of the past work that the loss involved has exceeded

Rs. 50,000/- the same should intimated to the

Directorate so that the case can be re-opened in the

Investigation Section and brought on the current list

of cases for monitoring their progress by the

Investigation Section.

5. In respect of cases involving loss of Rs. 5,00,000/

- or more investigations from the Directorate may

also be undertaken. However, cases with loss

exceeding Rs. 5,00,000/- shall continue to be

investigated and processed by the Circles.

6. Review of cases - Half yearly review reports of

loss and fraud cases exceeding Rs. 50,000/- shall

continue to be submitted to the Directorate. In

respect of other fraud cases analysis of the cases,

patterns of frauds if any found and any novel methods

of defrauding the department should be reported to

the Directorate.

7. Following procedure for review of cases upto Rs.

50,000/- in the Circle is prescribed to be followed:-

(a) Cases investigated by IPO / ASPOs/IRM/ASRM


upto Rs. 10,000/- will be reviewed by the

Divisional Superintendents concerned or Sr/

Chief Postmaster and Dy. PM of Bombay and

Calcutta GPOs as the case may be.

(b) Cases investigated upto Rs. 25,000/- by the

Divisional Superintendents / Sr/Chief

Postmaster incharge Investigation will be

reviewed in the circle office by the ADPS /

APMG (INV) and submitted to the DPS for

information and orders. As regards Bombay

and Calcutta GPOs, the review in such cases

will be submitted to the Director Bombay and

Calcutta GPOs.

(c) Cases investigated by the ADPS / APMG

(investigation) of Circle Offices will be reviewed

by the DPS and put upto PMG / CPMG for

information and orders.

8. The investigation in the cases involving amounts

over Rs. 50,000/- will be carried out by the Director

and by the PMG. The assistance of the IFA or an

A.O. of the Postal Account Office or Regional office

should also be taken with regard to investigations in

these cases. It has to be ensured that investigation

at Circle / Regional Office level are not delayed on

the Pretext of non-availability of an Accounts Officer.

9. In cases where the loss exceeds Rs. 5 lakhs,

Directorate may also undertake investigations at the

discretion of Member Postal Services Board /

Secretary (P) with the help of representative of IFA

Branch. The investigations by the Directorate will

not substitute the investigation by the Circles which

is primarily their responsibility.

10. In every case where the loss exceeds Rs. 50,000/

- an intimation by telegram, telex or fax, wherever

facility is available, should be sent in the first instance

to ADG (Investigation).

11. Heads of Circles will maintain necessary

statistical data in respect of loss / fraud cases

pertaining to different Regions in the circle office.

(DG (P) No. 8-5/92-INV dated 24-09-92)

24. DISCIPLINARY CASES SHOULD BE CLOSED ON THE DEATH OF

THE CHARGED OFFICIAL

The Government has been receiving

references seeking clari f icat ion whether

disciplinary cases initiated against the Government

servant under CCS (CCA) Rules, 1965, could be

closed in the event of death of the charged officer

during pendency of the proceedings. After careful

consideration of all the aspects, it has been

decided that where a Government servant dies

during the pendency of the of the inquiry i.e. without

charges being proved against him, imposition of

any of the penalties prescribed under the CCS

(CCA) Rules, 1965, would not be justifiable.

Therefore, disciplinary proceedings should be

closed immediately on the death of the alleged

Government servant.

2. In so far as the persons serving in the Indian Audit

and Accounts Department are concerned, this issues

with the concurrence of the C & AG.

(G.I., Dept. of Per. & Trg. O.M. No. 11012/7/99-Estt. (A) dated 20-10-1999)

25. FIXING UP CONTRIBUTORY NEGLIGENCE

The responsibility of a Departmental or an Extra-

Departmental official in the matter of loss of Govt.

money and property is stated in rules 204 and 204 A

of P&T Manual Vol.III (1972 Edition). These rules

are derived from general guidance in Appendix.II of

compilations of General Financial Rules, Vol.II.

However, the Director General has had occasions

to observe that recoveries for loss are being effected

even from officials remotely guilty of contributory

negligence. This creates a feeling of frustration and

insecurity and instead of aiming at efficient and proper

service, the staff are prone to adopt a defensive

posture of work.

It is felt that instructions contained in the above

rules are adequate but are not being implemented in

the sprit of these rules. In dealing with a fraud case

the primary consideration of some disciplinary

authorities appear to be the question of recovery of

the loss in fraud and some times supervisory officials

who can only be remotely connected with the case

are punished with recovery solely for this purpose.

This need not be the case. The default or lapses of

each official should be judged carefully to see if this

offence merits recovery and or any other

punishment.

Pecuniary responsibility need not be fixed for

mere routine at pretty lapses. For effecting

recovery, negligency should be such as has been

the direct or prominent cause of the loss to the

Govt. and loss sustained was a probable

consequence of that lapse.

(DG Post No. 15-9/74-INV dated 10-02-1975)


26. RECOVERY FROM RETIRED OFFICIALS

Disciplinary proceedings can be initiated against

a retired official in the manner provided in Articles

351 of CSR for the purpose of withholding or

withdrawing a pension or any part of it either

permanently or for specific period, and also for

ordering recovery from pension and or DCRG of the

whole or a part of any loss sustained by Govt.

An enquiry under Rule 9 of CCS (Pension) Rules

1972 has to be held for recovery of pecuniary losses

caused to the Govt. by negligence, on breach of orders

by a retired official. The recovery of any amount from

his pension or DCRG after the recovery of any amount

from his pension or DCRG after the date of retirement

can not be made under any circumstances without

the express order of the President.

(Rule 137 of P&T Manual Vol.III)

27. REALISATION OF LOSS FROM SUBSIDIARY OFFENDERS

Instructions for regulating the enforcement of

responsibility for losses, etc.

(a) The cardinal principle governing the assessment

of responsibility is that every public officer should

exercise the same vigilance.

In respect of expenditure from public funds generally

as person of ordinary prudence would exercise

in respect of the expenditure and the custody of

his own money. While, therefore, the competent

authority may, in special cases condone an

officer's honest errors of judgement involving

financial loss, if the officer can show that he has

acted in good faith and done his best up to the

limits of his ability and experience, Personal

liability shall be strictly enforced against all

officers who are dishonest, careless or negligent

in the duties to them.

(b) In cases where loss is due to delinquencies of

subordinate officials and where it appears that

this has been facilitated by laxity of supervision

on the part of a superior officer, the latter should

also be called strictly to account and his

personal liability in the matter carefully

assessed.

(c) (i) The question of enforcing pecuniary liability

should always be considered as well as the

question of other forms of disciplinary action. In

deciding the degree of the officer's pecuniary

liability it will be necessary to look not only to the

circumstance of the case but also the financial

circumstances of the officer, since it should be

recognised that the penalty should not be such

as to impair the Government servant's future

efficiency.

(ii) In particular, if the loss has occurred through

fraud, every endeavour should be made to

recover the whole amount lost from the guilty

person and if laxity of supervision has

facilitated the fraud, the supervising officer

at fault may properly be penalised either

directly by requiring him to make good in

money a sufficient proportion of the loss or

indirectly by reduction or stoppage of his

increments of pay.

(iii) It should always be considered whether the

depreciated value of Government property or

equipment lost, damaged or destroyed by the

carelessness of individuals entrusted with

their care (e.g. bicycles, calculators, a

policeman's rifle, a touring officer's tent, a

factory motor lor ry , an engineer 's

instruments, etc.) should not be recovered

from the delinquent official. The depreciated

value of the stores may be calculated by

applying the 20% depreciation in the case of

vehicles, including cycles, and 15% in the

case of calculating machines, on the reduced

balance every year. The amount to be

recovered may be limited to the Government

capacity to pay.

(d) When a pensionable Government servant is

concerned in any irregularity or loss, the authority

investigating the case shall bear in mind the

provisions contained in Rules 9 and 69 of CCS

(Pension) Rules 1972, as amended from time to

time and immediately inform the Accounts Officer

responsible for reporting on his title to pension /

death-cum-retirement gratuity, and the Head of


Office and it will be the duty of the later to make

a note of the information and see that in

accordance with the provision contained in Rule

69 of CCS (Pension) Rule 1972 gratuity / or

death-cum-retirement gratuity is not paid before

a conclusion is arrived at as regards the

Government servant's culpability and final orders

are issued thereon.

(e) The fact that the Government servants who were

guilty of frauds or irregularities have been

demobilised or have retired and have thus

escaped punishment, should not be made a

justification for absolving those who are also

guilty but who still remain in service.

(f) It is of the greatest importance to avoid delay in

the investigation of any loss due to fraud,

negligence, financial irregularity, etc., should be

the administrative authority require the

assistance of the Audit Officer and / or the

Accounts Officer, as the case may be, in pursuing

the investigation, he may call on that officer for

all vouchers and other documents that may be

relevant to the investigation; and if the

investigation is complex and he needs the

assistance of an expert Audit Officer / Accounts

Officer to unravel it, he should apply forthwith

for that assistance to Government which will then

negotiate with the Audit Officer and / or the

Accounts Officer concerned for the services of

an investigating staff. Thereafter the

administrative authority and the Audit / Accounts

Authority shall be personally responsible within

their respective spheres, for the expeditious

conduct of the enquiry. In any case in which it

appears that recourse to judicial proceedings is

likely, the Special Police Establishment or the

State Police should be associated with the

investigations.

(g) Depending upon the results of the inquiry,

depar tmenta l proceedings and or

prosecution shall be instituted at the earliest

moment against the delinquent officials

concerned and conducted wi th s t r ic t

adherence to the Central Civil Services

(Classification, Control and Appeal) Rules

1965, and other instruction prescribed in this

regard by the Government.

(Appendix 4 of the FHB Vol. I)

28. RECOVERY OF PECUNIARY LOSS CAUSED BY A GOVT.

SERVANT CLARIFICATIONS REGARDING.

References are being received in this

Department seeking clarification whether the

instructions contained in DG P&T letter No. 3/313/

70-Disc-I dated 17-8-1971 are applicable to Govt.

servants serving in other Ministries/departments

also.

The DG P&Ts instructions mentioned above

provide that recovery from the pay of a Govt. servant

as a punishment for any pecuniary loss caused by

him to the Govt. by negligence or breach of orders,

should not exceed 1/3rd of his basis pay (i.e.

excluding dearness pay or any other allowances) and

should not be spread over a period of more than three

years. However, no such limits have been prescribed

in the statutory rules i.e. in Rule 11 (iii) of CCS (CCA)

Rules 1965.

The matter has been examined in consultation

with the Ministry of Law. It was observed that the

DGP&T instructions prescribed the procedure to

effect the recovery of the amount levied as penalty

in terms of Rule 11 (iii) of CCS (CCA) Rules 1965

and these procedural instructions cannot amend,

supersede, or modify the substantive provisions of

Rule 11 (iii) of CCS (CCA) Rules 1965. While it is

expected that in imposing the penalty of recovery

of pecuniary loss the disciplinary authority should

not display such severity that a Govt.. servant suffers

hardship disproportionate to his negligence/

misconduct that led to the loss, it is not necessary

to fix a rigid limit for the purpose of such recovery.

The DGP&T instructions would, therefore, be

treated as unwarranted. Therefore, the implication

of this OM is to recover the entire loss from the

delinquent official but the recovery may be spread

over till entire loss is recovered.

(DG(P) No. C 11011/5/2000-VP dtd. 29-11-2000)


29. RECOVERY BE MADE IN CASE OF FRAUD

If the loss has occurred through fraud, every

endeavour should be made to recover the whole

amount lost from the guilty persons, and if laxity of

supervision has facilitated the fraud, the supervising

officer at fault may properly be penalised either

directly by requiring him to make good in money a

sufficient proportion of the loss or indirectly by

reduction or stopping of his increment of pay.

(Rule 204-A(4) Postal Man. Vol. III)

30. FIXING CONTRIBUTORY NEGLIGENCE / RESPONSIBILITIES

I am directed to refer to the subject cited above

and to say that the penalty of recovery under Rule

11 (iii) of the CCS (CCA) Rules, 1972 can be

imposed on a Government servant only when it is

established that the Government servant is directly

responsible for the act of negligence or breach of

orders causing the financial loss. Rule 106, 107 &

111 of P&T Manual vol. III and Government of India

Instructions No. 23 below Rule 11 are relevant in

this regard.

2. The guiding principles for imposition of penalty of

recovery as contained in the Government of India

Instruction No. 23 below Rule 11 ibid are reiterated

in the following:

"In the case of loss caused to the Government,

the competent disciplinary authority should correctly

assess in a realistic manner the contributory

negligence on the part of an officer and while

determining any omission or lapses on the part of an

officer, the bearing of such lapses on the loss

considered and the extenuating circumstances in

which the duties were performed by the officer, shall

be given due weight."

The above-mentioned instructions may be kept

in view by the concerned authorities, while deciding

cases relating to imposition of penalty of recovery.

(DG Post No. C-32016/07/2006-VP dated14-11-2006)

31. PENALTY OF RECOVERY

The amount of recovery of loss ordered as ameasure of penalty can be reduced by thepunishing authority at any later stage if it is foundthat the amount of loss sustained by theGovernment is less than that or ig ina l lycalculated. If, however, the loss is subsequently

found to be nil, the case has to be reviewed bythe competent author i ty for imposing anappropriate penalty. That authority will not,however, be competent to impose a penaltyhigher than that of recovery.

(Rules 111 of P&T Man. Vol. III)

32. CONDITION OF RECOVERY

I. In the case of proceedings relating to recovery

of pecuniary losses caused to the Government by

negligence, or breach of orders by a Govt. Servant,

the penalty of recovery can be imposed only when it

is established that the Govt. Servant was responsible

for a particular act or acts of negligence or breach of

orders or rules and that such Negligency or breach

caused the loss.

II. In the case of loss to the Govt. the competent

disciplinary authority should correctly assess in

a realistic manner the contributory negligence

on the part of an officer and while determining

any omission or lapses on the part of an officer,

the bearing of such lapses on the loss considered

on the extenuating circumstances in which the

duties were performed by the officer, shall be

given due weight.

III. The Maximum amount which may be recovered

from a delinquent officer on account of loss caused

to the Department through his negligence should be

1/3rd of his pay spread over a period of 3 years. For

this purpose, only basic pay should be taken into

account. In addition to the penalty of recovery,

technically there is no bar to impose any statutory

penalty if the circumstances of the case justify it. The

punishing authority should however bear in mind

that when more than one penalty is imposed, one

of which is recovery of pay of the whole or a part

of the loss caused to Govt. it should not be of

such severity so to make impossible for him to

bear the strain.

(Rule 106, 107 & 108 of P&T Manual Vol.III)


Where owing to the negligence of a departmental

employee or its agent including an E.D.A. or through

the omission on his part to observe any rule as

provided in the different Vol. of the P&T Manual or in

PO guide, the department either by reason of the

enquiry being impeded or frustrated directly or

indirectly or for any other reason, is put to a loss of

Govt. money or property he has to make good the

loss of any money or property, or where the

33. RESPONSIBILITY FOR LOSSES

department losses money by embezzlement or fraud

by any of its employees etc. any member of the staff

or any agent who by his negligence, default or

disregard of the rule has caused loss or has

contributed to its occurrence either by reason of the

enquiry being impeded or frustrated directly to

indirectly or for any other reason may be required to

make good the loss either, in full or in part as the

competent authority may decide. (R 103 Vol-II)

34. HONEST ERRORS CAN BE CONDONED

The cardinal principle governing the

assessment of responsibility is that every public

officer should exert the same vigilance in respect

of public expenditure and public funds generally

as a person of ordinary prudence would exercise

in respect of the expenditure and the custody of

his own money. While therefore the competent

authority may in special cases, condone an

offender's honest error of judgement involving

financial loss if the officer can show that he has

acted in good faith and done his best upto the limits

of his ability and experience, personal liability must

be strictly enforced against all officers who are

dishonest, careless or negligent in the duties

entrusted to them.

(Rule 204 A (1) Vol. III)

35. WAIVAL OF PROSECUTION

evidence for successful prosecution and consequentconviction of the principal offender. There is,therefore, no nexus between the waival ofprosecution and the extent of loss made good by oron behalf of principal offender.III. (i) As regards the exercise of the powers ofprosecution by the Addl. Postmaster General, it ismade clear that in as much as the Addl. PMG haveseparate identifiable jurisdiction, there is no objectionfor them to exercise the powers of waival ofprosecution, subject of course to other conditions,stipulated thereon.(DG (P) letter No. 8-5/RLG/8-INV dated 01-02-88)

A question was raised on the exercise ofpowers of waival of prosecution by the addl.Postmaster General. A few circles, supporting theexercise of such powers by addl. PMG, suggestedthat these powers should be exercised by addl.Postmaster General only where the loss has beenmade good.II. After consideration of the issue involved, it isclarified that normally in all cases which involved anamount of more than Rs. 5000/- prosecution shouldbe launched, irrespective of recovery of loss eitherin full or in part. The waival of prosecution should beconsidered only in case where there is no sufficient

36. REPRESENTATION AGAINST ADVERSE REMARKS

Only one representation against adverse remarks

(including reference to 'warning' or communication

of displeasure of the Government or 'repremand'

which are recorded in the confidential report of the

Govt. servant) should be allowed within one month

of their communication. While communicating the

adverse remarks to the Government servant

concerned, the time limit should be brought to his

notice. However, the competent authority may, in its

discretion entertain a representation made beyond

this time limit if there is satisfactory explanation for

the delay.

(DP & AR OM No. 21011/1/77-Estt. Dated 30-01-

78 and OM No. 31/14/60-Est. (A) dated 31-10-61.

All representations against the adverse remarks

should be decided expeditiously by the competent

authority and in any case within three months from

the date of submission of the representation. Adverse

remarks should not be deemed to be operative if any

representation filed within the prescribed limit is

pending. If no representation is made within the

prescribed time or once this has been finally disposed

of, there should be no further bar to take notice of

the adverse remarks.

(DG & AR OM No. 21011/1/77-Estt.

Dated 30-01-78)


37. PERIOD OF SUSPENSION TO BE TREATED AS DUTY IF

MINOR PENALTY IS IMPOSED

Where departmental proceedings against a

suspended employee for imposition of a major

penalty finally end with the imposition of minor penalty

the suspension can be said to be wholly unjustified

in term of FR 54 B and the employee concerned

should therefore be paid full pay and allowances for

the period of suspension by passing a suitable order

under FR - 54-B.

(G.I. Department of Per & Trg. O.M. No. 11012/15/85 Est. (A) dated 03-12-1985)

38. PENAL RECOVERIES FROM DEPARTMENTAL OFFICIALS IN CASE

OF LOSSES AND FRAUDS

1) If a supervising officer find a deficiency in thecase or stamp balance of a Post Office or a record,the post master or treasurer or both in the case ofPO or the Record clerk in case of record office shouldbe called upon to produce the money or stamps. Ifthe official or officials cannot do so and are unable togive a satisfactory explanation an inventory of thecash and stamps actually found should be drawn upand got signed by two independent witness and actionshould be taken as prescribed in the rules on thesubject of criminal offences in Chapter IV P & T Man.Vol. II

(Rule 217 of Vol-V)2) Pecuniary recovery from DCRG is not a statutory

penalty. In case where a Govt.. servant is due to retireshortly any amount of loss caused by him could notbe recovered in full because of his pendingretirement, final punishment order should be passedand the case referred to the Directorate for initiationof action under Rule 9 of CCS (pension) rules 1972.

(DG P&T NO. 6/10/67-Disc, dated 14-4-69)3) Penal interest in the amount defrauded bydepartmental official should be recovered at the rateof 2.5% per annum (compound) over and above therate of interest fixed from time to time for the varioustypes of accounts and savings certificates for theperiod during which the amount was defrauded.

(DG P&T NO. 1-19/75-SB dated 15-10-75)

39. CLOSING OF CENTRAL GOVT. OFFICES OF CONNECTION WITH

ELECTIONS TO STATE ASSEMBLIES ETC.

Forwarded herewith a copy of the OfficeMemorandum No. 12/14/99-JCA dated 22nd January2002 received from the Ministry of Personnel, PGand Pensions (Department of Personnel & Training),New Delhi on the above mentioned subject forinformation and further necessary action.

The said OM dated 22nd January 2002 may bebrought to the notice of all concerned.

The undersigned is directed to say that in theconnection with the general elections to same of theState Assemblies etc. during February, 2002, thefollowing guidelines may be followed for closing ofCentral Govt. Offices, including IndustrialEstablishments :-(i) The relevant organizations shall remain closedin the notified areas where general elections to State

Legislative Assemblies the scheduled to beconducted.(ii) In connection with bye-elections to Lok Sabha/State Assembly, the Central Govt. Offices shall notbe closed. However, such of the employees who arebona-fide voters in the relevant constituency shouldbe granted special casual leave on the day of polling.(iii) Special Casual Leave may also be granted toan employee who is ordinary a resident of aconstituency and registered as a voter but employedin any Central Govt. Organisation/Industrialestablishment; located outside the constituencyhaving a general/bye election.

The above instructions may be brought to thenotice of all concerned.

(DG (P) No. 21-6/2001-PE-II, dt. 12-2-2002)


ii) HRA & CCA : During the period of leave not

exceeding 180 days and during LPR, these

allowances are admissible at the same rates at

which they were drawn before proceeding on

leave. Drawal of these allowances during the

leave period in excess of 180 days is subject to

furnishing of the prescribed certificate by the

official.

iii)Conveyance allowance : Not admissible during

leave and holidays prefixed or suffixed to leave.

6. DIES NON- LEAVE CREDIT :

q While affording advance Credit of EL the periods

of 'Dies-non' be given similar treatment as given

to EXOL.

(DG No. 51/35/75-SPB-I dated 17-10-77)7. ENCASHMENT OR LEAVE ACCUMULATED IN

APS:

q It has been decided that leave accumulated in

APS can be brought forward on repatriation (of

staff) to the Dept. of Posts but such brought

forward leave shall be allowed to be carried

forward for encashment of leave at the time of

retirements/superannuation and not for availment

subject to the maximum limit (prescribed for

encashment) under the CCS (Leave) Rules. The

leave so accumulated in service in APS should

be kept in a different record and a remark should

be made in the Service Book indicating that this

amount of leave was not availed of in APS and

will be treated as leave for 'Leave encashment'

only subject to limits prescribed for encashment

from time to time.

(Dte. Lr. No. 87-1/87-SPB-II, dt. 16-2-88)8. ABSENCE AFTER EXPIRY OF LEAVE :

q "A Govt. Servant who remains absent after the

expiry of leave granted is entitled to No Leave

Salary unless the leave is extended by the

competent authority. Such period of absence

shall be debited against the half-pay leave to his

credit. If the period of such absence exceeds

the half pay leave to his credit, the excess period

shall be treated as extraordinary leave. (Rule 25)

NB: No leave salary is payable.

9. LEAVE NOT DUE :

q Grant of L.N.D. is in order even if there is credit

under EL account vide AG, MS. No. Trg. 12-4/A/

59-60/492 dt. 24-12-1959 Sl. 213 in file L 25 RLR.

LND can be granted only on Medical grounds

1. ELIGIBILITY FOR APPEARING IN

DEPARTMENTAL EXAM - CASE OF EDAS

SPECAILLY RECRUITED FOR DEPUTATION

TO APS.

q i) It is to clarify that the EDAs who are appointed

as Group D in APS are eligible for appearing in

Postman's examination.

ii) It is also clarified that henceforth the EDAs

who are Group D of APS will also be eligible to

sit as EDA in the clerical examination as per

the existing provision whereby 50% vacancies

in clerical cadre are to be filled by promotion

through Departmental examination failing

which the unfilled vacancies shall be offered

to EDAs of recruiting division or units.

(DG(P) No. 44-4/96-SPB I dated 25-6-96)2. Retention of Rent free quarters during leave

exceeding on one month should be

recovered :

(DG P&T No. 22-26/57/P&A/NB, dt. 16-12-59)3. COUNTING LEAVE FOR INCREMENT -

ANNUALLY FOR THE PURPOSE OF FR 26(C)

q 1) From 19-4-1952 Periods of E.L. upto a

maximum of 120 days

taken at a time.

2) From 26-12-61 All kinds of leave

excluding EXOL.

3) From 22-10-1963 All kinds of leave excluding

EXOL taken otherwise

than on Medical Certificate

(G.I. M.F. U.O. 8276-E-III (A)/63, dt. 23-12-1963)4. UNAVAILED JOINING TIME TO BE CREDITED

IN E.L. ACCOUNT :

q If an official joins the new post on transfer without

availing the full joining time, the unavailed period

is to be credited to his earned leave account

subject to the following conditions :

i) He is ordered to join the new post without availing

full joining time or

ii) He proceeds alone to the new place of posting

and takes his family later within permissible time

for claiming TA for the family and

iii) The total including this credit does not exceed

240 days.

(Rule 26 (i) (a) (iii)5. REGULATION OF ALLOWANCES DURING

LEAVE :

q i) DA : On the amount of Leave salary.

10. RELAX - REFRESH RULING KNOWLEDGE -

A GIST OF SELECTIVE ORDERS


and not for Private affairs.

(Dept. of Per. & Trg. OM No. 11012/1/85-Estt. (L) dt. 20-6-88)

10. EL UPTO 180 DAYS CAN BE AVAILED IN ONE

SPELL :

q The present ceiling of 120 days for availing of

EL in one spell under Rule 26(2) of CCS Leave

Rules 1972 may be increased to 180 days.

(OM :11014/3/89-Estt(L) dt. 12-12-90)11. MATERNITY LEAVE COMBINED WITH LEAVE

OF ANY OTHER KIND :

q Maternity leave may be combined with leave of

any other kind. Notwithstanding the requirement

of production of Medical Certificate contained in

Rule 13 and Rule 14, leave of the kind due and

admissible (including commuted leave for a

period not exceeding 60 days and leave not due)

upto a maximum of one year, pay if applied for

be granted in continuation of Maternity leave

granted under sub rule (1)

(Dept. of Per. & Trg.No. 1109/11/88-AIS (III),dt. 29-3-89)

12. FEMALE EMPLOYEES AVAILING MATERNITY

LEAVE FOR MTP NOT ENTITLED FOR

SPECIAL CL :

q Female Govt. Servants undergoing

salpingectomy operation alongwith Medical

termination of pregnancy will be entitled to six

weeks Maternity leave. Such female Govt.

servants who avail of this facility of Maternity

leave would not be entitled to additional 14 days

or Special Casual Leave.

(Dept. of Per. & Trg. OM No. 28016/1/91-Estt.(A) dt. 13-5-92)

13. SECOND MEDICAL OPINION :

q TA/DA as on tour for Journeys and halt in

connection with Second Medical Opinion :

The Govt. have agreed for payment of daily

allowance for period of halt at Outstation to the

following conditions :

i) The payment to daily allowance shall be made

for a maximum period of two days, calculated

as on tour.

ii) The employees should be sent for second

Medical opinion only in genuine cases and

particularly when the employee is habitually on

leave on Medical grounds.

(G.I. M.F. O.M. No. 19043/2/89-E-IV,dt. 30-5-90)

14. GRANT OF SPECIAL CL TO WOMEN

CENTRAL GOVT. EMPLOYEES WHEN THEIR

HUSBAND UNDERGO VASECTOMY

OPERATION:

q It has now been decided that special casual leave

for one day, on the day when their husbands

undergo Vasectomy operation, may be given to

women Central Govt. employees, to enable them

to attend on their husbands.

(DG (P) No. 14-3/88 Medical, Dt. 23-6-88)15. UPTO 90% OF GPF CAN BE WITHDRAWN

WITHOUT ANY REASON DURING THE LAST

YEAR OF SERVICE :

q The competent authority to grant part final

withdrawals under the GPF (CS) Rules may now

sanction part final withdrawals upto 90% of the

balance at Credit in case it is applied for within

twelve months before retirement on

superannuation. This facility will be available only

once to a subscriber. The subscribers will not

be required to assign any reason for applying for

such part withdrawals.

(Dept. of Pen. & PG No. 20(26)-P & PW/88-E,dt. 16-7-90)

16. NO WITHDRAWAL/ADVANCE IN GPF IN LAST

THREE MONTHS BEFORE SERVICE :

q As contemplated in MOP PG & Pen. Lr. No.

13(3)-Pen/85 dt. 31-1-86, no temporary advance

should be sanctioned during the last three

months of service. No part final withdrawal should

also be permitted during this period except in

exceptional circumstances in which case this

may be sanctioned only with the approval of the

head of the Deptt.

(DPA MS No. 1515 to 1617/GPF I/Pt.I/F.24,dt. ....11-87)

17. DISBURSEMENT OF MONTHLY PAY AND

ALLOWANCES.

q "When the last working day of a month except

the month of March happens to be a holiday of

the Bank with which the Post Office is placed in

funds, the Salaries of all Postal Employees

whose salaries are drawn in the establishment

bills of that post office, as well as of those

employees whose Salaries are drawn in the

establishment bills of the units which draw cash

for payment of Salaries to its employee by

presenting bills at the post office, shall here

afterwards be paid on the previous day."

(DG P&T No. 21/54/79-PAP/CPT,dt. 18-11-1981)

18. AGE RELAXATION FOR WIDOWS, DIVORCED

WOMEN AND WOMEN SEPARATED FROM

THEIR HUSBANDS

q The upper age limit in the case of widows,


divorced women and women judicially separated

from their husbands who are not remarried shall

be relaxed upto the age of 35 years. (Upto 40

years for Members of SC/STs) for the purpose

of appointment of Group C & D Posts. The age

relaxation will also apply even for appointment

to Group A and B posts except where recruitment

is made through open Competitive examination.

(Dept. of Per. & Trg. OM No. 15012/1/87-EST(D), dt. 5-10-90)

19. DIRECT RECRUITMENT TO THE CADRE OF

POSTAL ASST.:

q It has been decided that henceforth it need not

be insisted that the candidate should have

registered himself with an employment exchange

in unit of recruitment. It is enough if he has

registered himself with any one of the

employment exchange in the state where the unit

of recruitment is located.

(DG (P) 60-52/90-SPB-I, dt. 16-8-91)20. CONCESSION GIVEN TO EX. SERVICEMEN

q It is clarified that the relaxation of educational

qualifications granted to ex-servicemen for entry

into services envisaged in this Dept's notification

of even number dt. 12-2-86 shall also apply for

the purpose of promotion to the higher grade

subject to the condition that no qualifications

higher than which prescribed for entry in the

feeder grade is laid down for the purpose of such

promotion.

(MOP, PG&Pen. (DoP) OM No. 14023/1/90-Estt.(D), dt. 21-5-91)

21. SENIORITY FROM THE DATE OF

APPOINTMENT AND NOT WITH REFERENCE

TO DATE OF CONFIRMATION

q Seniority of a person regularly appointed to a post

according to rule would be determined by the

order of merit indicated at the time of initial

appointment and not according to the date of his

confirmation. Effective from 4-1-92. Seniority

already determined on the principles prior to

issue of this OM will not be reopened.

Ministry of Home affairs OM No. 9/11/5-RPS dt,

22-12-59 and D.O.P. O.M. No. 20011/5/90-

EST(D), dt. 3-7-86 stand modified.

(DOP OM NO. 2001/5/90-EST(D) dt. 4-11-92)22. VERIFICATION OF SERVICE BOOK BY

OFFICIALS

q According to DG's instructions below SR 202, it

is incumbent on every Govt. servant to see that

his service book is properly maintained and in

token of every scrutiny and acceptance of entries

in the SB, the official should sign his name in the

relevant column of SB. It is observed that the

provisions of the above rules are not strictly

followed. It is therefore requested that the SB's

are periodically verified by the officials and in

token of having accepted the entries made

therein, the officials should sign in the SBs.

(DG P&T No. 127/3/80-SPB-II,d t. 20-2-81)23. JOINT REPRESENTATION FROM GOVT.

SERVANTS TO BE VIEWED AS SUBVERSIVE

OF DISCIPLINE

q It has been held that making of Joint

representations by Govt. servants should be

viewed as subversive of discipline and such

representations should not, therefore, be

entertained. Every Govt.. servant making a

representation should do so separately and his

own name.

(Min. W.H. & S.A.V. No. 305, dt. 21-2-67)24. SUPPLY OF SPECIAL TYPE OF SHOES FOR

ORTHOPAEDIC HANDICAPPED EMPLOYEES

q It has been decided to allow the special type of

shoes to orthopaedically handicapped

employees of the eligible categories (based on

competent Medical Certificate) and to delegate

powers to the Head of Offices for supply of such

shoes in place of normal shoes/chappals, as part

of Uniform.

(MOP) PG & Pension OM No. 14/8/86-JCA,dt. 22-1-87)

25. WHETHER PROPORTIONATE REDUCION OF

WASHING ALLOWANCE BE MADE FOR THE

LEAVE UNDERTAKEN

q "It will be for the Ministries, Departments and

offices to satisfy themselves that the allowance

is actually spent for the purpose for which it is

granted. No deduction, whatsoever, of washing

allowance need be made for the period of any

leave undertaken by the employee concerned.

(MHA DOP & AR No. 14/14/80-JCA,dated 21-5-87)

26. CASH ALLOWANCE TO CASH OVERSEER:

No Cash Allowance is admissible during leave

to cash overseers.

(DG No. 8-33/79-PAP, Vol.I dt, 8-9-84)27. PAs/OAs OFFICIATING AS SETNO :

(with working knowledge) who are officiating as Steno

are eligible only for Special Pay of Rs. 20/- p.m.

PAs/OAs with qualification in the exam of

Technical Educations Dept. may be paid cadre

pay of Steno.

(DG's No. 7-59/73-PE-I, dt. 20-8-73)


28. WASHING ALLOWANCE :

No deduction whatsoever of washing allowance

need be made for the period of any leave taken

by the employees concerned.

1. (OM No. 14/4/80-JCA,dt. 21-5-81)2. Para 9 of DOP & Trg. OM No.

14/8/90-JCA, dt. 29-6-90)29. SPECIAL PAY TO CASHIERS:

Cash disbursed to Gazetted Officers will be taken

into account. Monthly cash disbursed excludes

payment by cheque. Receipts should not be

taken into account.

(DOPT No. 6/31/86-Estt (Pay II) dt. 29-7-86)30. GRANT OF SPECIAL PAY - ACCEPTANCE OF

SECURITY BOND :

The special Pay may be granted from the date

of issue of the orders of appointment as Cashiers

or from the date of risk is covered through one

of the accepted form of security whichever is

later. However the special pay will be released

only after the cashier has furnished security/

fidelity bond to the Head of Department.

(DG (P) No.1-10/86-PAP, dt. 18-8-89)w.e.f. 1-1-86

31. WELFARE OFFICER ASKED TO MEET FAMILY

OF DECEASED GOVERNMENT SERVANT

q In pursuance of one of the recommendations

of the Study Report on "The Welfare Measures

for the Central Government Employees on

Employment on Compassionate Grounds", the

Department of Personnel and Training has

issued instructions to the Welfare Officers of

various Ministries/Departments vide their OM

dated July 29, 1998 to meet members of the

family of a deceased Government Servant

immediately after his death to advise and assist

them in getting appointment on compassionate

grounds. The applicant is to be called in person

at the very first stage and advised in person

about the requirements and formalities to be

completed by him.

32. T.A. ENTITLEMENT FOR BRINGING FAMILY

SUBSEQUENT OF TRANSFER

q Only the fare by the entitled class for both onward

and return journey is admissible to the Govt.

Servant for the journey to old station to bring the

family. There is no provision for allowing mileage

allowance or DA for the period of journey.

(M.F. O.M. No. 19030/5/86-EIV, dt. 24-11-86)33. UTILISATION OF HOLIDAYS/OFF DAYS FOR

JOURNEY PERIOD IN CASE OF TRANSFER

FROM ONE STATION TO ANOTHER OF AN

OFFICIAL AT HIS OWN REQUEST

q It has now been decided that in such cases

intervening holidays may be deemed to have

been availed of by the Govt. servant as 'holidays'

and he may not be required to take leave for

such holidays/holiday.

(MOP PG & Pension (DOP & Trg.) OM No.19011/16/88-Estt (Allowance), dt. 15-12-88)

34. JOINING TIME TO OFFICIALS ON RETURN

FROM APSTO THE DEPT. OF POSTS

q An official reverting from APS may join his parent

unit and may subsequently be transferred to

station of his choice. On reversion to parent units,

he is entitled to joining time. The mere fact that

he has been posted to a station of his choice

straight from APS should not be deprived him of

the normal joining time admissible to him.

(ADG of APS, ND No. 90004/APS-IE/R-381,dt. 21-9-88)

35. MATERNITY LEAVE

q According to Rule 43 of CCS (Leave) Rules, a

female Govt. servant can be granted maternity

leave with full pay upto three months, obviously

the rule was framed to help the working mothers

who are married. Maternity in case of spinsters

or widows is against the moral and social values

in India. But when a doubt was raised the rule

making authority issued clarifications that any

expectant mother, be she married, unmarried or

widow should get maternity leave as the rules

say "Female Govt. Servant". The only condition

is that the Govt. servant should be a female.

36. FAMILY PENSION TO WIDOW WHEN SHE

GOT CHILD

q Rule 54(6) of CCS (Pension) Rules make

provision for discontinuance of family pension

to the widow of the deceased employee on

remarriage. A peculiar case arose where the

widow of a deceased employee got a child and

the question of stoppage of family pension arose.

The ministry of Law gave a decision that though

the widow has got a child, there was no proof of

her remarriage. Hence family pension could not

be stopped.

(G.I. M.F.U.O. No. 3006 EV(51, dt. 11-5-1951).37. PENSONER MARRIED AFTER RETIREMENT

q "If a pensioner married after retirement, the wife

of such a pensioner and children born as a result

of such marriage will not be eligible to family

pension."

The said rulings was confirmed in CAT Hyd. in

case of B. Narayana Rao, Vs. Union of India


(1988) ATC 929 as Rule denying family pension

to spouse married after Govt. servant's

retirement is valid and is not violative of Act 14.

38. FAMILY OF A FEMALE GOVT. SERVANT FOR

LTC

q A female employee has a choice to include, in

her family either her parents of parents in law

(wholly dependent on her and residing with her)

for the purpose of medical reimbursement. But

the provision in the LTC rules are different.

Under LTC Rules a female Govt. servant can

include her dependent parents in her family and

not the parents-in-law. Both the husband and

the wife are Govt. employees and the husband

opted to be included in the family of his wife for

the sake of LTC. The husband has got

dependent parent and obviously he is

responsible for their LTC. But the wife cannot

include her parents in law in the family.

39. DRAWAL OF HRA BY HUSBAND & WIFE

WHEN BOTH OF THEM ARE GOVT. SERVANT

q No restriction should be imposed on the only

ground that husband/wife is also a Govt. servant

and is living together in the hired/owned

accommodation. In such cases normal amount

of HRA may be granted to them.

(G.I. M.F. O.M. No. F/11015/2/87-E II (B),dt. 8-11-88)

40. DATE OF DEATH - TREATED AS DUTY

q If the Govt. Servant was on duty on the previous

day and was not on leave on the date of death,

the date of death should be treated as duty. If he

is on leave on the date of death, that day should

be treated as leave. Working day means a live

day i.e. family Pension/death gratuity will become

payable from the day following the date of death.

In other words, the date of death of a Govt.

Servant is the last day in service. Pensionary

benefits start from the next day.

CCS (Pension) Rules No. 5 (2)41. REVISED TIME LIMIT FOR GRANT/REFUSAL

OF PERMISSION UNDER THE PROVISIONS

OF CCS (CONDUCT) RULES

q The following time limits for granting or refusing

permission has been prescribed with immediate

effect.

S.N. Rule Provision relating to Time limit

1. 8 (2) Connection with press

or radio

13 (4) Gifts 30 days

18 (2) Transaction in movable and

18 (3) immovable property.

2. 19 (1) Vindication for acts and

character of Govt. servant 6 weeks

3. 18 (a) Transactions in immovable

property outside India

or with foreigners. 60 days

In the event of failure on the part of competent

authority to communicate its decision within the

time limits, the employee shall be free to assume

that permission has been granted to him.

(Dept. of Per. & Trg. OM No. 11013(2)/88-Estt.(A), dt. 7-7-88)

42. CHANGE OF HOME TOWN DECLARATION

q There is no rule contemplating automatic

change of home town of female Govt.

servants on their marriage. Home town of

such Govt. servants could be changed under

the normal rules only i .e. by making a

declarat ion for th is purpose. I t is not

mandatory that the wife should choose the

home town of the husband as her own. The

husband of a female Govt. servant can also

choose the Home town of his wife as his own

after his marriage.

43. TRANSFER OF OFFICIALS AT THEIR OWN

REQUEST LEAVE IS NOT REQUIRED

q The question whether the Govt. servant is

required to take regular leave to cover such

holidays has been under consideration and it has

now been decided that in such cases intervening

holidays may be deemed to have been availed

of by the Govt. servants as 'Holidays' and he may

not be required to take leave for such holiday/

holidays.

(Dept. of Per. & Trg. OM No. 19011/6/88-Estt(All), dt. 15-12-88)

44. BENEFIT OF INCREMENT FALLING DUE

DURING LEAVE PERIOD IN THE CASE OF

DEATH WHILE ON LEAVE

q If the normal date of increment of a Govt. servant

falls during a period when he remains on EL/Com.

Leave/HPL/LND, the benefit of such increment is

actually paid to him only from the date he joins

duty on expiry of leave though the actual date of

next increment remains unaffected.

In case a Govt. servant dies while on leave the

leave salary may be allowed to the members of

his family giving the benefit from the date actually

due for his increment without waiting for rejoining.

(O.M. No. 16/13/88-Estt. (Pay-I) dt. 6-2-89of DOP & Trg.)

45. PAYMENT ON AUTHORITY CAN BE MADE TO

OUTSIDER OR GOVT. EMPLOYEE ALONE


q Rule 243(1) of P&T FHB Volume I provides for

payment through a messenger. It does not

impose any condition that the messenger

authorised to receive payment on behalf of the

Govt. servant should also be an employee of the

Dept. Payment is authorised in such cases only

after the official, authorising payment, satisfies

himself with the genuineness of the signature of

the payee and bonafide of the messenger.

46. UNION FUNCTIONARIES OF J.C.M. SHOULD

NOT BE SHIFTED FROM MAIN

ADMINISTRATIVE OFFICE TO SUBORDIANTE

OFFICE

q It is suggested that except for special reasons,

Union Functionaries should not be posted outside

the main office of the cadre/Ministry/Dept.

(including other offices by buildings). 'Union

Functionaries' for this purpose would be the

President and General Secretary of the Branch

Unit of the recognised Union/Association who are

members of the Staff Council.

(G.I. M.P.P.G. & P. O.M. No. 27(7)/88-CS IV,dt. 19-8-88.

47. STAMP DUTY ON MORTGAGE DEED/DEED

OF RECONVEYANCE EXECUTED BY

EMPLOYEES WHO AVAILED H.B.A. HAS TO

BE BORNE ONLY BY THE EMPLOYEE AND

CANNOT BE REIMBURSED

q It is therefore clarified that the stamp duty on the

aforesaid documents wherever charged, has to

be borne by the loanee Govt. Servant and

reimbursement thereof is not admissible.

(M.U.D. O.M. No. 1.17015/4/89/H. III,dated 28-2-89)

48. SUFFIXING HOLIDAYS AFTER MEDICAL

LEAVE

q If an employee is certified medically fit, holiday,

if any succeeding the day he is so certified

(including that day) shall automatically be allowed

to be suffixed to the leave.

This indicates clearly that if one is certified

medically fit on Sunday/Holiday and if he joins

duty on the F.N. of the next working day, the

day (Sunday/Holiday) shall be treated suffixed

to his leave.

(CCS Leave Rules 22 I (ii) (b)49. HEADS OF CIRCLES IN DEPT. OF POSTS

EMPOWERED TO RELAX THE UPPER AGE

LIMIT FOR APPOINTMENT ON

COMPASSIONATE GROUNDS

q It has now been decided that the cases for

appointment an compassionate grounds

requiring relaxation of the upper age limit may

henceforth be decided by the circle selection

committees.

It is also clarified that these powers are to be

exercised only in respect of cases which are not

more than 5 years old and in which there is no

earning member in the family.

(Dept. of Posts No. 24-296/86-SPB-I,dt. 21-4-89)

50. NO OPTION TO REVERT TO LOWER POST

IN LIEU OF PREMATURE RETIREMENT

q If a Govt.. servant is found to be ineffective and

therefore not fit to continue in the post, he may

be allowed to continue in the lower post from

where, he promoted. The notice usually given

after completion of 50/55 years age or 30 years

qualifying service can be withdrawn for those and

permitted to work in lower post and would be

eligible for promotion alongwith others on

completion of two years in lower post.

It is now decided that if a Govt. servant is not

found fit to continue in the post either on grounds

of ineffectiveness or because of doubtful integrity,

he shall be retired forthwith from the service. The

provisions regarding grant of an option to revert

to the next lower post from which he was

promoted accordingly stand rescinded.

(Dep. of Per.& Trg. OM No. 25013/11/87-Estt(A), dt. 12-8-89)

51. CLAIM FOR TREATMENT OUTSIDE THE

HEAD QUARTERS FROM R.M.P.S

APPOINTED AS AMAs NOT REIMBURSABLE

q A Govt. official and/or entitled members of the

family going outside their normal duty station for

any reason and require medical treatment, they

should obtain the treatment from the nearest

Govt. & other Hospitals recognised under CS

(MA) Rules that is the Govt. officials and/or their

entitled family members are not entitled for taking

treatment from the private medical practitioners

appointed as A.M.As outside their normal duty

station.

(C & AG of India No. 445-Audit I/17/87/III-90(86) dt, 10-8-90)

52. UNIFORM TO EMPLOYEES WHO ARE DUE

TO RETIRE

i) No uniform be issued to Group C & D employees

who are due to retire within three months from

the date they become eligible for uniforms.

ii) One set of uniform may be issued to such of

those employees who are due to retire within one

year (not less than 3 months).


iii) Complete set of uniforms may be issued to such

of those employees who are due to retire after

one year from the date they become eligible.

(Dept. of Per & Trg. OM No. 14/7/90-JCA, dt. 24-7-90)

53. LEAVE SALARY ADVANCE FOR COMMUTED

LEAVE

q According to Rule 42 of FR, SR Part-II leave

Rules, the leave salary advance is to be

granted to a Govt. servant who proceeds on

leave of any kind for which he is entitled to

leave salary.

54. CLARIFICATION ON PAYMENT OF

CONVEYANCE ALLOWANCE TO

ORTHOPAEDICALLY HANDICAPPED

EMPLOYEES

q It is clarified that one eyed man could not be

compared with an orthopaedically handicapped

person with disability in one of their limbs, as these

are two different cases and should be viewed and

estimated with two different procedures.

Moreover, conveyance allowance is granted only

on the estimation of disability by the competent

medical authority.

(C &AG No. 26Audit I/31-87/III/91(5),dt. 15-1-91)

55. LTC CLAIM FOR SPOUSE, IF MARRIED

DURING GRACE PERIOD

q The provisions contained in Rule 10 of CCS (LTC)

Rules 1988 says that 'a Govt. servant who is

unable to avail of the LTC within a particular block

of two years or four years may avail of the same

within the first year of the next block of two years

or four years'. In the case of spouse if married

during grace period, the LTC is not supported by

rules and shall not be eligible.

56. LEAVE TO FEMALE GOVT. SERVANT ON

ADOPTION OF CHILD

q A female Govt. servant on her adopting a child,

may be granted leave of the kind due and

admissible (including commuited leave without

production of medical certificate for a period not

exceeding 60 days and LND upto one year

subject to the following conditions.

i) The facility will not be available to an adoptive

mother already having two living children at the

time of adoption.

ii) If the age of the adopted child is less than one

month, leave upto one year may be allowed.

iii) If the age of the child is six months or more leave

upto 6 months may be allowed.

iv) If the age of the child is 9 months or more, leave

upto 3 months maybe allowed.

(G.I. Dep. of Per. & Trg. No. 13026/2/90-Estt.(L) dt, 22-10-90)

57. MC AND FC -NOT NECESSARY FROM THE

SAME DOCTOR

q The rules do not envisage that the fitness

certificate should be given by the same doctor

who gave the medical certificate.

58. LEAVE CONVERSION NOT A MATTER OF

RIGHT

Conversion of one kind of leave already availed

into another kind is solely the discretion of the

leave sanctioning authority and cannot be

claimed as a matter of right by the official.

59. CHILD ADOPTION LEAVE

q Female employees with less than two surviving

children can avail 'Child Adoption Leave' upto

135 days on adoption of a child upto 1 year.

(DoP&T OM No. 13018/4/2004-Estt. (L)dated 31-03-06)

60. ADVANCE - INTEREST RATES 2005-06

q Interest rates for advances for 2005-06. Motor

Car & personal computer -- 11.5%; Motor

Cycle, Scooter - 8%; Cycle, worm clothing,

Table fan - 5.5%.

(MOF (DEA) O.M. No. 5-2-B(PD)/2006dated 18-09-2006)

61. CGHS -- ENTITLEMENT OF TRANSFEREES

q Family members, residing in the CGHS areas

of Government servants transferred out of

CGHS areas entitled to CGHS facilities upto six

months from the date of transfer on payment of

CGHS contribution in advance for that period.

(MH & FW OM No. 4-36/99-C&P/CGHS (P)dated 1-7-2005)

62. LEAVE ENCASHMENT ON COMPULSORY

RETIREMENT

q The employee who has been compulsorily retired

as a measure of punishment and imposed a

penalty of reduction of pension can be allowed

leave encashment for the leave at his credit.

(DoP&T OM No. 14028/1/2004-Estt (L)dated 13-02-2006)

63. DRAWAL OF INCREMENT

q The increment is drawn from the first day of

the month in which the date of increment falls,

provided the employee is on duty on that day.

If he is on leave on the first & subsequent days

of the month of the increment, his increment

will be drawn from the date of his joining duty.

(M.F. O.M. No. F1 (22) -E.III (A)/73dated 24-08-74 & 15-11-74)


64. HRA / CCA AT OLD RATES DURING J.T.

SUSPENSION ETC.

q During Joining Time, HRA / CCA is allowed at

the rates applicable to old station. During

suspension, it will be drawn at the rate it was

drawn before suspension, on Temporary

Transfer upto 90 days at the rate of old Head

quarters; After 90 days at the rate of new Head

quarters. During leave HRA / CCA will be

drawn as before proceeding the leave. If

resigned while on leave, the entire HRA / CCA

will be recovered. If dies or invalidated, no

recovery for leave period need be made.

(MoF OM No. 2 (37) E-II (B) /64 dated 27-11-65)65. INCREMENT TO T/S GROUP D

q (i) The casual labourer with temporary status

are entitled wages at daily rates with reference

to minimum pay scale and allowance of regular

Group D.

(DoP &T OM No. 49014/5/2004-Estt (C)dated 31-05-04).

(ii) His increment will be admissible as

applicable to Group D subject to performance

of duty for atleast 240 days in the year from the

date of grant of temporary status.

(DOP&T OM No. 49011/2/97-Estt. (C)dated 24-10-97)

66. FIXED MEDICAL ALLOWANCE TO

PENSIONER

q Postal Pensioners, who were not CGHS

beneficiaries while in service, but residing in

CGHS area where there is no P&T dispensary,

are entitled to draw medical allowance of Rs.

100/ p.m.

(DG (P) No. 4-3/98-Pen (Pt. IV)dated 06-10-99)

67. FIXED MEDICAL ALLOWANCE

q Employees working in the interior / remote

localities where no AMA is available within a

radius of 5 kms are entitled of fixed medical

allowance of Rs. 100/- p.m.

(Dept. of Health OM No. S-14025/33/98-MSdated 18-01-99)

68. SPECIAL LEAVE FOR CONTAGIOUS

DISEASE

q If a Government employee is suffering a

contagious disease, the competent authority

may direct him to undergo a medical

examination within maximum one month and

may, if it considers it essential to do so, also

direct him to proceed on leave forthwith

pending medical examination. Such leave shall

not be debited to the leave account of the

employee even if the medical authority

subsequently opines that such leave was not

required.

(DoP&T No. 11014/1/99-Estt. (A) dated19-07-2002)

69. NO GPF FOR T/S GROUP D

q No deduction towards GPF shall be effected

from the Temporary status casual labourers

w.e.f. 01-01-04 onwards and the amount

lying in their GPF accounts, shall be paid to

them.

(DO P&T OM No. 49014/1/2004-Estt. (A)dated 26-4-04)

70. NO RECOVERY FROM GPF

q Any dues to the Government from the Govt.

employee including any amount

misappropriated is not recoverable from the final

payment of PF accumulation to the employee.

(F.D. No. D/5439-R II/28 dated 29-10-38)71. MPCM ALLOWANCE

q The officials working on the multipurpose

counter machines in post offices are entitled

for drawal of Machine Allowance of Rs. 100/-

per month as per letter No. 43-3/93-PMR (Pt.

II) dated 17-01-97. However the allowance is

not admissible to employees working on

computers and computer related jobs.

(DG (P) No. 43-3/97-Tech dated 21-10-97)72. DEPENDENCY -- MONETARY LIMIT

q The monetary limit of income for purposes of

dependency has been raised to Rs. 1500/- p.m.

(MOF OM No. 11046/2/E.IV/98 dated 19-03-99)73. TA / DA FOR SECOND MEDICAL OPINION

q Any employee who has been asked to proceed

to some other station for second medical

opinion is allowed:-

(i) TA for the journey period.

(ii) DA for a maximum period of two days,

calculated as on tour.

This facility is allowed only in cases of second

medical opinion for grant of original leave and

not for extension of leave.

(OM No. 19043/2/89-E.IV dated 30-05-90)74. TA FOR DEPARTMENTAL ENQUIRY

q TA shall be allowed as on tour for attending

departmental enquiry against the employee.

However, no TA shall be allowed if the enquiry

is held at a place other than his headquarters

expressly at his own request.

(MOF OM No. F S(30) --E.IV (B) /67dated 28-11-67)


75. TA FOR COURT CASES

q TA as on tour shall be allowed for attending

police / court for enquiry against the employee.

TA as on tour shall be allowed during

suspension for attending court case as an

accused, wherein the employee is later

acquitted and reinstated in service.

(MOF OM No. 5 (13) -14/59 dated28-02-59 & 22-07-60)

76. RTF - SPECIAL PROVISION TO PHYSICALY

HANDICAPPED CHILD

q Tuition Fees shall be reimbursed in case of

physically handicapped / mentally retarded child

irrespective of whether the school / institution is

recognised or not, provided the institution or its

fees is aided / approved by the Central / State

Government or U.T. Administration.

(CCS (Educational Assistance) Orders 2006)77. REBATE ON HBA

q The incentive (Rebate 0.5%) on HBA is

admissible even where the sterlisation

operaton is undergone after the release of the

first instalment of HBA as per OM No. 1/

17015/13/79-H.III dated 21-05-90, but not

after the release of the final instalment of HBA.

(C & AG No. 5-Audit I/1-90- (Vol.II) (1)dated 06-01-92)

78. PROMOTING SMALL FAMILY NORMS --

DRAWAL OF SPECIAL INCREMENT

q The special increment granted for promoting

small family norms will be withdrawn if the

operation fails. However recovery will be

waived if the employee or spouse undergone

operation again.

(MoF OM No. 7 (39) -E-III/79 dated25-04-81 & 09-01-93)

79. NO DENIAL OF LEAVE DURING THE LAST

TEN YEARS SERVICE

Earned leave should not ordinarily be denied

to any employee, especialy in the last ten years

of his career.

(DoP&T OM No. 14028/19/86-Estt (C)dt. 29-9-86)

80. LEAVE FOR PERMANENTLY IN-

CAPACITATED OFFICIALS

q If an employee is declared by medical authority

as completely and permanently incapacitated

for further service, while on leave, all leave,

extraordinary leave permissible under rules

may be granted to him.

(DoP&T OM No. 13015/3/2002-Estt. (C)dated 19-01-04).

81. SPECIAL LEAVE FOR MISCARRIAGE TO

WOMEN EMPLOYEES

q The women employees are entitled 45 days

special leave in the entire service (excluding

such leave availed before 16-06-94) for

miscarriage and abortion.

(DoP&T OM No. 13018/7/94-Estt. (L)dated 16-06-94)

82. PATERNITY LEAVE TO MALE

GOVERNMENT SERVANTS

q Paternity leave is admissible to male

employees with less than two surviving children

during the confinement of his wife (i.e.) upto

15 days before or upto six months from the

date of delivery of the child.

(DoP&T Notfn. 13026/1/99-Estt. (L)dated 18-04-02)

83. CASUAL LEAVE -- ENTITLEMENT

q Casual Leave is essentially for short period and

normally it should not be granted for more than

5 days at a time except under special

circumstances.

(DoP Letter No. 5-1/98-PE.II dated 03-09-98)84. HRA ON TRANSFER

q Employees transferred due to shifting of

headquarters shall be entitled to HRA at the

rate admissible at the old headquarters, if their

families continue to reside there, for six months

or till the employee is allotted or secures family

accommodation at the new headquarters

which ever is earlier.

(MOF OM No. 19055/1/E.IV/2002dated 28-03-03)

85. HRA NOT ALLOWED FOR SHARING

ACCOMMODATION

q HRA is not allowed if an employee shares

accommodation allotted rent free to another

employee or allotted to parents / children by the

Central / State Govt., Autonomous Body, Public

undertaking, Municipality, Port Trust. But HRA is

allowed, if an employee shares private

accommodation with spouse (both husband and

wife are allowed HRA separately) or the

Government accommodation allotted to another

employee (other than spouse, parents or children)

(MOF OM No.F11015/2/87-E.II (B)dated 08-11-88)

86. TRANSPORT ALLOWANCE DURING

SUSPENSION

q Transport Allowance is not admissible to

employees under suspension.

(MoF No. C-14011/2/38/98-Ad V, dt. 26-4-2000)


87. TRANSPORT ALLOWANCE DURING

TRAINING

q Transport Allowance is admissible to officials

on training in the office itself for a period

exceeding 30 days, if the official is not given

any TA / DA for such training.

(C & AG Lr. No. NGE/50-99 dated 07-10-99).88. CONVEYANCE ALLOWANCE TO

PHYSICALLY HANDICAPPED OFFICIALS

q Conveyance Allowance to blind and

orthopaedically handicapped employees being

paid prior to 01-08-97 had withdrawn and

transport allowance will be granted to them at

normal rate if Government accommodation is

provided within 1 km from place of work or

within compus and in respect of other cases,

it will be paid at double the normal rates.

(MoF OM No. 21 (1)/97-E.II (B)dated 03-05-2002)

89. NO STAFF CAR IF TRANSPORT

ALLOWANCE DRAWN

q Any officer or staff who is in receipt of transport

allowance shall not be allowed staff car facility

for returning home at late hours.

(DoP&T No. D-26020/20/98-Partdated 23-09-98)

90. COMBINATION OF CL

q CL cannot be combined with any other kind of

leave vide Rule 11 of CCS (Leave) Rules 1972.

But CL can be combined with special CL. Special

CL can be combined with any other type of leave

or CL but not with both at the same spell.

(MHA OM No. 46/8/57-Estt. (A)dated 22-07-67)

91. SPECIAL LEAVE DURING BANDH ETC.

q Special Casual Leave for the day (s) of bandh

etc. shall be granted to the employees residing

3 miles away from the office and not able to

attend office due to disturbance of traffic

because of calamities, bandh etc. and also to

all employees irrespective of distance of

residence in case of picketing, disturbance and

curfew.

(DOPT OM No. 27/6/71-Estt. (B)dated 01-11-71.)

92. SPECIAL LEAVE FOR BYE-ELECTION

q Special casual leave is granted for the day of

election / bye-election for Lok Sabha / State

Assembly in the constituency where the

employee resides, if his office is outside the

constituency and is not closed for the day.

(DOPT OM No. 12/4/86-JCA dated 09-03-87).

93. PLACE OF CHOICE FOR EMPLOYEES

HAVING TREATING MENTALLY RETORTED

CHILD

q In case of employees with mentally retorted

children the request for posting in a place of

his / her choice to get proper treatment of the

child is tried to be accommodated.

(DOP&T OM No. AB-14017/41/90-Estt. (RR)dated 15-02-91)

94. NO CASUAL WORKER FOR GROUP C

WORK

q There is complete ban on engagement of

casual workers for duties of Group 'C' posts

and accordingly no appointment of casual

worker to a Group C post can be made.

(MoF OM No. 49014/16/89-Estt. (C)dated 26-02-90)

95. SELECT PANEL ADVANCE IN DPC

q Regular meetings of DPC should be held every

year for each category of posts so that an

approved select panel is available in advance

for making promotions against vacancies

arising over a year.

(DOPT OM No. 22011/91/Estt. Dated 13-05-91)96. RELAXATION OF MERIT TO SC / ST

EMPLOYEES

q Concessions granted to SC / ST employees

for considering them for promotion without

reference to merit and the prescribed bench

mark withdrawn from 22-07-97 has been

restored w.e.f. 03-10-2000. They are eligible

for lower qualifying merits/lesser standard of

evolution in qualifying competitive examination.

(DOP&T OM No. 36012/23/96-Estt. (Res) Vol. IIdated 03-10-2000)

97. SC / ST SELECTED IN UNRESERVED

POINT -- CLARIFICAITON

q If the vacancy in a cadre is against unreserved

point and the senior most candidate in the

feeder cadre is SC / ST, he will also be

considered for promotion and if selected will

be adjusted against the unreserved point.

(DoP letter No. 14-2-2001-SCT dated 20-02-02)98. SC / ST PROMOTION UNDER

UNRESERVED POINT

q SC / ST candidates promoted on their own

merit should not be adjusted against reserve

points; they will occupy unreserved points."

(DOP&T OM No. 36028/17/2001-Estt. (Res)dated 31-01-2005)

99. ENFORCING PROMOTION

q If the reasons for refusal of promotion are not


acceptable, promotion will be enforced. If it is

still refused, disciplinary action can be taken.

(DP & AR OM No. 22034/3/81-Estt. (D)dated 01-10-81)

100. ADHOC APPOINTMENT CONTINUITY

MORE THAN ONE YEAR -- NO NEED FOR

REVERSION

q If disciplinary action is initiated against a person

appointed on adhoc basis for a period less than

one year against short term leave vacancy, he

shall be reverted to the post held by him on

regular basis. However, if the adhoc

appointment was purely for administrative

reasons and the employee was held the post

for more than one year, he need not be

reverted.

(DO P&T OM No. 11012/9/86--Estt. (A)dated 24-12-86)

101. SEXUAL HARASSMENT ON WOMEN

EMPLOYEES

q Sexual harassment of women employees --

For this purpose, which includes any

unwelcome sexually behaviour, whether

directly or otherwise, such 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.

(Rule 3 C of CCS (Conduct) Rules 1964.)102. SEXUAL HARASSMENT -- TRANSFER AS

PER THE OPTION OF THE VICTIM

q It should be ensured that victims, or witnesses

are not victimised or discriminated against

while dealing with complaints of sexual

harassment. The victims of sexual harassment

should have the option to seek transfer of the

perpetrator or their own transfer.

(DOP&T OM No. 11013/10/97--Estt. (A)dated 13-02-98)

103. COMMITTEE'S FINDING -- BE TAKEN AS

ENQUIRY REPORT

q The report of the complaints committee on

sexual harassment of women employee shall

be deemed to be an inquiry report under CCS

rules. Thereafter the disciplinary authority will

act on the report as per the rules.


104. NO DIES-NON FOR LATE COMING

q A day on which an official comes late cannot

be treated as dies-non.

(DG P&T No. 10-44/79-PE.II dated 26-11-79)105. TIME LIMIT FOR DISPOSAL OF

REPRESENTATION

q A representation made by an employee

requiring examination within the Ministry / Dept.

should be disposed of within six weeks.

Representations requiring inter-departmental

consultations should be disposed of within

three months. Final reply should be self-

contained, covering all points raised by the

employee and if rejected, grounds for rejection

should be clearly given.

(DOP&T OM No. 28034/6/2002-Estt. (A)dated 11-01-2002)

106. JUSTIFICATION OF SUSPENSION - REG.

q If an employee has been detained erroneously

and discharged or discharged without

conviction after arrest, the competent

authority may apply his mind to decide

whether the suspension is wholly justified or

not and take action accordingly.

(DOPT OM No. 11012/16/85-Estt. (A)dated 10-01-86)

107. MINOR PENALTY IN RULE 14 --

SUSPENSION TO BE TREATED AS DUTY

q If at the conclusion of the disciplinary

proceedings against a suspended employee,

only minor penalty is imposed, suspension will

be considered wholly unjustified.


108. DIED DURING SUSPENSION

q While under suspension, if the employee dies

before conclusion of disciplinary proceedings:

(i) the period between date of suspension and

date of death shall be treated as duty,

(ii) the family will be paid full pay and allowances

for the above period adjusting subsistence

allowance and other allowances if any paid.

(FR 54 B (2))

109. NO REDUCTION TO LOWER GRADE

NEVER HELD BEFORE

q While awarding major penalties under CCS

(CCA) Rules, an employee cannot be reduced

to a lower grade or post which he had never

held earlier.


110. NO DOUBLE PUNISHMENTS.

q In disciplinary cases, two punishments should

not be imposed for the same offence.


However, recovery can be ordered along with

any other penalty.

(DG P&T No. 105/26/81-Vig. III dated 30-03-81)111. SEVEN CASES AT ONE TIME FOR RETIRED

OFFICIALS ATTENDING DEFENCE

ENQUIRY

q The maximum number of cases to handle as

Defence Assistant by retired employees is

restricted to seven at any point of time.


112. WITHDRAWAL OF APPEAL

q Withdrawal of appeal can be allowed at the

discretion of Appellate Authority.

(DG P&T Memo No. SEA 6/15/53dated 02-06-53)

113. COPY OF SERVICE BOOKS WHILE

QUITTING SERVICE

q A certified copy of Service Book of an

employee can be given to the employee while

quitting service on payment of fee of Rs. 5/-.

(MHA OM No. P-17012/2/79-LV dated 27-09-80)114. ADVERSE ENTRY COMMUNICATION OF

REMARKS

q The fact of communication of adverse remarks

must be recorded in CR file by the

communicating authority. However the remarks

in CR about physical defects need not be

communicated. The grading of officers in CR,

even it is adverse should not be communicated.

(Rule 174 (12) of P&T Manual Vol. III & OM No.51/3/74-Estt. (A) dated 22-05-75)

115. APPEAL AGAINST ADVERSE ENTRY --

WITHIN SIX MONTHS

q An appeal against rejection of representation

against adverse entries made in the CR can

be made within six months after such rejection.

(DP & AR -- OM No. 21011/4/77-Estt. Dated 30-01-78)

116. RELAXATION TO PH CANDIDATES IN

APPOINTMENT

q Physically handicapped persons belonging to

SC / ST are eligible for a further relaxation of

10 years (5 years for appointment to Group A

& B posts otherwise than through open

competitive examination) over & above the five

years relaxation.

(DOPT OM No. 15012/5/92-Estt.(D) dt. 27-7-95)117. SC / ST -- POSTING NEARER TO NATIVE

PLACE

q The posting of Group C & D employees

belonging to SC / ST categories is done nearer

to their native place.

(DO P&T OM No. AB - 14017/27/89-Estt. (RR)dated 20-06-89)

118. PHYSICALLY HANDICAPPED -- APPLY FOR

ANY SUITABLE POST

q Persons with disabilities (physically

handicapped) should not be debarred from

applying for the posts identified suitable for

them and should be provided opportunity to

compete for the unreserved vacancies as well

by holding a common examination.

(DO P&T OM No. 36035/8/2003-Estt. (Res) dated 26-4-2006)

119. DISABILITY DURING SERVICE -- KEEP IN

THE SAME CADRE -- PROVIDE SUITABLE

JOB TILL SUPERANNUAITON

q An employee who acquires a disability during

his service shall not be dispensed with or

reduced in rank. If he is not suitable for the

post he is holding, he may be shifted to some

other post within the same pay scale and

service benefits. If that is not possible, he may

be kept on supernumery posts until a suitable

post is available or he attains the age of

superannuation, whichever is earlier. Further

no promotion shall be denied to a person

merely on the ground of his disability.

(DOP&T OM No. 13015/3/2002-Estt. (L)dated 19-01-2004)

120. INCREMENT TO SPORTS PERSONS

q For sportsmen, one 'increment for achieving

excellence in national events and two

increments for international events are allowed.

Maximum five increments are allowed in the

entire career.

(DOP&T OM No. 6/2/85-Estt. (Pay I)dated 30-01-89)

121. WITHDRAWAL OF RESIGNATION

q If the employees' written intimation withdrawing

his earlier letter of resignation reaches the

appointing authority before its acceptance, his

resignation will be deemed to have been

automatically withdrawn. If the resignation has

been accepted but the employee is not relieved

before his letter of withdrawal reaches the

appointing authority, he may ordinarily be allowed

to withdraw his resignation. If for some reason

the request for withdrawal is to be refused, the

grounds for refusal should be recorded and

suitably conveyed to the employee.

(DOPT OM No. 28034/25/87-Estt.(D)dt. 11-2-88)


122. TRANSFER GUIDELINES CONSIDERATION

OF LONG PENDING REQUESTS

q Transfers from HO to another office in the same

station to accommodate the requests for

posting from those outside the station. In such

cases, transfers should be in phases so as not

to affect the operational efficiency and priority

for transfer should be given for officials having

longest period of posting.

(DG (P) No. 141-6/2000-SPB.IIdated 24-04-2000)

123. TRANSFER BEFORE ACADEMIC SESSION

q Transfer orders should in the month of April-

June or following Dec-Jan period depending

upon the academic session.

(Para 1 of the DG Posts letter No. 141-4/98-SPB-II dated 23-02-98)

124. NO TRANSFER IN GAZETTED H.OS

q As per instructions the officials working in

gazetted H.Os under the charge of Senior

Postmasters there is no need to transfer such

officials as they can be rotated within the office

itself.

(DG P&T letter No. 69-20/87-SPB.Idated 06-12-90)

125. FOUR YEARS TENURE TO ALL SPMS

q The tenure transfer of non-gazetted Sub

Postmasters (Time Scale) was raised from

three years to four years.

(DG P&T letter No. 69/15/79-SPB.Idated 14-02-80)

126. APTITUDE TEST FOR GRANT OF SB / SC

ALLOWANCE -- USE OF DUREJA

MANUALS AS REFERENCE BOOK -

q Dureja volumes on Post Office Savings Bank

can be used as a reference book in the

Departmental examination. However, it should

be clearly stated that Department of Posts will

not be liable for any error/misprint in Dureja

Books and in the even of any contradiction /

confusion Departmental manuals / orders /

instructions will be treated as final.

(DG (P) letter No. 113-1/2003-SB (APT)dated 02-09-2005)

127. TRAINING TO THE CANDIDATES OF

POSTMEN & GROUP 'D' CADRE

APPEARING FOR LGO EXAMINATION

q (i) Local coaching class for maximum of 15

to 20 days.

(ii) PTC Mysore developed a guide in Paper

III for Rs. 50/-

(DG (P) No. 1-18/2001-Trg. Dated 23-04-2002)

128. GOVERNMENT RESIDENTIAL

ACCOMMODATION -- EMPLOYEES HAVING

CONSTRUCTED OWN HOUSES BY HBA

q The officials who are already in occupation of

Government accommodation and have

constructed their own houses by drawing HBA,

are also eligible to retain the Government

accommodation. It is immaterial as to whether

the house has been constructed by drawing of

HBA from Government or from any financial

institution / bank.

(Dept. of Posts No. 2-3/2002-Bldg.Dated 27-08-2002)

129. REVISION OF FINANCIAL POWERS OF

HEAD OF CIRCLES

q (i) Adhoc payment of arrears of pay and

allowances - - Rs. 10,000/-

(ii) Pay & Allowances on behalf of a

deceased -- Full powers.

(iii) Honorarium per individual per annum -

Rs. 4000/-

Head of Circle -- w.e.f. 01-04-2001

(DG (P) No. 10-14/47-Fin. Coord. (vol.) Vdated 26-03-01)

130. SELECTION OF DEVELOPMENT OFFICER

(PLI) RULE 279/6 OF P&T MANUAL

VOLUME IV.

q Where required number of officials against 2/

3rd quota cannot be found to work as DO (PLI),

the resultant unfilled vacancies of D.Os (PLI)

will be transferred to 2/3rd quota available for

the staff having 5 years service at Circle /

Regions and Postal / RMS divisions to be filled.

Officials promoted to TBOP will also be eligible

for selection as DO (PLI)s.

(DG (P) No. 35-5/87-LI (vol. II)dated 26-08-2002)

131. INTERFACE WITH THE UNIONS --

OBSERVANCE OF DUE COURTESY

q Instances are there where the unions

complained about the unruly behaviour of the

officers. Recently union delegation met

Secretary (Posts) and expressed their serious

concern about the manner they were being

treated by certain officers of the department.

The Secretary made a note of it and desired

observance of due courtesy from the officers

of the department, while interacting with the

unions.

2. It is accordingly requested to circulate suitable

instructions among all concerned that besides

dealing with the union matters on priority, due


courtesy and cordiality should be maintained

in dealing with the unions. It is believed that

this would facilitate improvement in industrial

relations and would go a long way in improving

the understanding between the staff side and

the official side.

(DG (P) No. 1044/2003-SR dated 25-04-2003)132. LEAVE SHOULD NOT BE DENIED

q It is indeed desirable in the interest of the public

services that Government servants take leave

in the interest of public services that

Government servants take leave at suitable

intervals and return to work relaxed and

refreshed. It has also been laid down that the

leave sanctioning authorities may encourage

Government servants to take leave

periodically.

Leave is accordingly, not to be ordinarily denied

to any employee, especially in the last 10 years

of his career.

(MoP. PG & Pension OM No. 1402 13/3 2000-Estt (L) dated 27-03-01)

133. ACTION AGAINST THE POSTAL

EMPLOYEES FOR UNION ACTIVITIES

q 1. I am directed to say that it has been

brought to the notice of this office,

that in certain disciplinary action has

been taken for carrying out union

activities.

2. It is pointed out that legitimate union

activity that does not violate CCS

(Conduct) Rules 1964 &ED Agents

(Conduct & Services) Rules 1964, or

other rules or instructions governing the

concerned employee should not lead to

discipl inary act ion against the

employees. All disciplinary authorities

in your jurisdiction should be instructed

to ensure this.

(DG (P) No. 30-52/95-SR dated 06-10-95)134. ROLE OF ORAL INSTRUCTIONS IN THE

TRANSACTION OF GOVERNMENT

BUSINESS

q It is impressed upon all Government servants

that:-

(i) Oral instructions should not, as far as possible,

be issued by senior officers to their

subordinates;

(ii) If the oral instructions are issued by any senior

officer, they should be confirmed by him in

writing immediately thereafter;

(iii) If a junior officer seeks confirmation to the oral

instructions given by the senior, the latter

should confirm it in writing whenever such

confirmation is sought;

(iv) A junior officer who has received oral orders

from his superior officer should seek

confirmation in writing as early as possible /

practicable.

(M.H.A. No. 11013/12/73-Est. (A)dated 01-08-78)

135. OBSERVANCE OF PROPER DECORUM BY

GOVERNMENT SERVANT DURING THE

LUNCH BREAK

q (i) No Government employee should play

cards on the lawns and other places inside

or outside office buildings, and

(ii) The game of cards should be confined

only to the recreation rooms or other

places approved for such purposes.

(iii) No indoor games should be played in

office building after 7:00 p.m. except on

special occasions such as tournaments

etc.

(Dept. of Per & AR OM No. 11013/20/83-Estt. (A)dated 21-11-83)

136. WATER COOLERS -- PROVISION OF

q Supply can be made to the offices with a total

establishment is above 100 members of Staff

(MOF DOE No. 4 (2) P&T-II /62 dated 07-05-62)137. GRANT OF OTA TO DEPARTMENTAL STAFF

FOR CONVEYANCE OF CASH

q The practice of utilising the services of Head

Postmen /Postmen/Group D officials for

conveyance of cash should be put an end to

as far as possible. Efforts should be taken to

send maximum cash in the cash bags and

judiciously utilising the services of Cash

Overseers who are specially intended for this

duty within their duty hours, without resorting

to O.T. duties.

(PMG, T.N. Circle No. APB/32-117/78dated 12-06-78)

138. SUPPLY OF SOAP AND TOWELS --

STANDARDIZATION OF

q Soap and towels may be provided in the toilets

wherever possible for use of staff. The supply

of soap and towels to individuals where their

duties and nature of work demand such

facilities may be considered by Heads of

Circles and decision taken at their discretion.

(DG P&T No. B 21025/8/77-WLdated 02-05-79)

139. PERMISSION TO LEAVE OFFICE DURING


OFFICE HOURS BE GRANTED TO

PRESIDENTS / GENERAL SECRETARIES

OF THE RESIDENTIAL WELFARE

ASSOCIATIONS

q The Presidents / General Secretaries may be

permitted to leave office during office hours

occasionally on receipt of specific written

requests, subject to exigencies of the office

work and subject to the satisfaction of the

officer concerned that the President and / or

General Secretary concerned are really going

for some Welfare Work in respect of their

respective colonies.

(Dept. of Per. & Trg. OM No. 32/8/88-Welfare06-09-88)

140. DUE DATE OF PAYMENT OF SALARIES

WHEN BANK IS CLOSED

q If the accredited bank is not open for transacting

business on the last working day salary is

automatically to be drawn and disbursed on the

day preceding the closed days.

(M.F. O.M. No. U 916011)/41/85/CTR/886dated 22-08-90)

141. DISPOSAL OF OLD RECORDS TO BE

ENTRUSTED TO PHYSICALLY

HANDICAPPED PERSONS

q The offers received from handicapped persons

for executing the destruction of records /

disposal of old / obsolete records may be

considered most sympathetically.

(M.F. O.M. No. F22 (25)-E.II (A)/88 dated 22-08-90)

142. OBSERVANCE OF HOLIDAYS IN

OPERATIVE OFFICES

q The Postal Services Board decided that

whenever the Central Government declares a

holiday for Central Government offices and

industrial establishments, it should be deemed

as a holiday for the operative offices of the

Department of Posts also. In other words,

holidays for the operative offices of the

Department of Posts need not be linked up

with holidays declared under the Negotiable

Instruments Act.

(DG (P) No. 21-3/90-PE.I/PE.IIdated 24-12-93)

143. SUSPENSION BY LOWER AUTHORITY IS

VALID

q If an order of suspension is passed by an

authority lower than the appointing authority,

that is valid and he will report to the appointing

authority about the circumstances under which

the order was passed.

(Rule 14 Postal Manual vol. III)144. NO LTC DURING SUSPENSION

q A Government servant is not eligible for LTC

during suspension; whereas his family

members can avail.

145. SUSPENSION -- NO RETROSPECTIVE

EFFECT

q An order of suspension should take effect

prospectively. It cannot be given effect from a

back date.

(Rule 19 vol. III)146. LATE ATTENDANCE -- DEBITING HALF A

DAY CL

q Half-a-day's CL should be debited to the CL

account of a Government servant for each late

attendance upto one hour on not more than

two occasions may be condoned by the

competent authority, if it is satisfied. In such

cases he does not ensure punctual

attendance, suitable disciplinary action may be

taken against the Government servant

concerned in addition to debiting half day CL

in his CL account.

(DG P&T circular No. 2 dated 22-07-75)147. COUNTING TRAINING PERIOD FOR

DRAWAL OF INCREMENT

q The benefit of treating the training period as

duty for the purpose of increment may be

allowed in the case of those Government

servants also who had undergone such training

on or after 01-01-86. However in such cases,

the benefit of counting period for pay will be

admissible on notional basis from 01-01-86

and actual basis from 01-01-90.

(DoP&T OM No. 16-16/92-Estt. (Pay -I) dated 31-03-92)

148. HSG.I -- NON GAZETTED GROUP B

q HSG.I (General Line) is classified as Group B

(Non Gazetted) with effect from 11-07-02.

[DG(P) No. 25-18/2001-PE.I dated 11-07-02]149. PROCEDURE FOR RECRUITMENT OF

POSTAL ASSISTANTS TO REGIONAL /

CIRCLE OFFICES

q The procedure for direct recruitment for Postal

/ Sorting Assistants laid down vide letter No.

60-36/93-SPB.I dated 28-02-95 amended from

time to time will be applicable for direct

recruitment to the cadre of Postal Assistants

in Circle / Regional offices.

[DG (P) No. 137-14/2003-SPB.IIdated 09-04-03]


150. POSTING OF ASPOS IN HSG.I

q Posting of ASPOs in the cadre of HSG.I is by

'transfer' and not by 'appointment' or

'promotion'.

[DG (P) No. 4-23/2000-SB-II dated 26-06-01]151. APPLICATION FOR VRS DURING EOL

q If an official while already on EOL on medical

grounds applies for voluntary retirement, the

notice period if any given may be accepted and

he may be allowed to retire after the expiry of

the notice period subject to vigilance clearance.

[DoPT & Trg. OM No. 25013/3/2003-Estt. (A)dated 17-06-03]

152. ALLOTMENT OF VACANT STAFF

QUARTERS AGAINST WILL

q No Government accommodation can be

thrusted upon any Government employee

against his will and in absence of a written

request for allotment of a quarter from the

employee. However, it is mandatory for the

employee to occupy the attached rent free

accommodation wherever available. In such

case no HRA can be drawn in favour of the

employee if he refuses to occupy the rent free

quarter.

[DG (P) No. 7-6/99-Bldg. Dated 11-07-2000]153. COMPLAINT AGAINST GOVERNMENT

SERVANTS

q (i) No action should be taken on anonymous

and pseudonymous complaints against

Government servants (Rule 183 vol. III)

(ii) Every complaint by or against any employees

in the department must be received and

enquired into by his superior officer, unless the

complainant shall have been previously found

guilty of making groundless charges (Rule 184

Vol. III)

154. OBSERVANCE OF HOLIDAY OF OPERATIVE

OFFICES

q Whenever the Central Government declares

a holiday for Central Government offices &

industrial establishments, it should be deemed

as a holiday for the operative offices of the

Department of Posts also.

[DG (P) No. 21-3/90-PE.III dated 24-12-93]155. TWINS AFTER THE FIRST SURVIVING

CHILD -- SPECIAL ALLOWANCE

q It is clarified that the benefit of Family Planning

Allowance shall be admissible to Central

Government employees if twins are born after

the first surviving child and the number of

surviving children and the number of surviving

children crosses the ceiling of two children in

second subsequent delivery.

[M.F. OM No. 6 (39)/98-IC dated 24-06-02]156. FEE FOR COMMUNICATION, RE-

TOTALLING & RE-VERIFICATION OF

MARKS

q Rs. 20/- for each examination for

communication of marks

[DG (P) No. 18-2/94-DE dated 21-11-94]q Rs. 100/- for each paper towards re-totalling

and re-verification of marks.

[DG (P) No. 18-2/94-DE dated 23-05-94]q Application should not be sent directly by lower

offices or smaller units like SPMs or

Postmasters to the Directorate.

[DG (P) No. 18-02/94 dated 21-07-94]157. COMPASSIONATE APPOINTEE SHOULD

PROPERLY MAINTAIN FAMILY

q A person appointed on compassionate

grounds under the scheme should give an

undertaking in writing that he / she will maintain

properly the other family members who were

dependent on the Government servant and in

case it is proved subsequently (at any time)

that the family members are being neglected

or are not being maintained properly by him /

her, his / her appointment may be terminated

forthwith.

[DoP&T OM No. 14014/16/99-Estt (D) dated20-12-97 communicated in DG (P) No. 24-

1/2001/SPB.I dated 12-02-01]158. ACTION ON DETECTION OF

COUNTERFEIT NOTES

q In terms of Rule 55 of FHB Vol. I acceptance

of counterfeit coins or notes is regarded as a

loss of cash. Therefore Rule 53 of FHB Vol. I

provide for detailed investigation of such cases

and the official concerned is asked to make

good the loss only when the lapse on his part

is established.

[DG (P) No. 63-77/91-C1 dated …08-92]159. DISCONTINUING THE ISSUE OF R.T.

POLICY GUIDELINES

q In view of the well defined principles of

Rotational Transfers in this department and

provision of tenures and other administrative

instructions, annual issue of Rotational

Transfer guidelines is being discontinued.

Changes in exercising policies will be

communicated whenever necessary.

[DG (P) No. 141-35/2001-SPB.II dated 11-04-01]160. TENURE FOR SBCO STAFF


q Two or three HPOs as far as contiguous

possible should be together and the SBCO

staff transferred to such group of HPOs after

they complete their prescribed tenure. Any

transfer outside a region should be done only

with the concurrence of the Head of the Circle

and on specific administrative grounds only.

It should also be ensured that while considering

the rotational transfers of SBCO staff in the

group of H.Os, consideration is given first to

the pending requests of the officials for transfer

from suburban areas and unpopular stations

to the city divisions and more popular areas.


161. TENURE IN SB BRANCH

q The period of tenure in SB branches will start

from the date on which the official is posted in

SB / SC branch.

[DG(P) No. 70-2/66-B/Pr. II/SPB.I dated 17-07-68 &DG (P) No. 69/20/83-SPB.I dated 20-11-83]

162. COUNTING OF TRAINING PERIOD FOR

DEPARTMENTAL CANDIDATES

q Our letter dated 27-07-01 issued with the

approval of Finance Advice, clearly states that

the period of Induction Training would count

for promotion under TBOP / BCR for

departmental candidates also provided that

such training period is counted for increment

in the promoted scale. Since the period is

counted for increment in the lower scale, the

period of induction training cannot be counted

for promotion under TBOP / BCR for

departmental candidates.


163. REVIEW RESULT OF FAILED SC/ST

CANDIDATES OF FTP (LSG / HSG.II) EXAM

q It has been decided that there shall no review

of the results of failed SC / ST candidates of

the FTP examination, since the intention

behind the FTP scheme is to induct effective

and efficient supervisor, no further dilution of

the standards is considered necessary.

[DG (P) No. 44-18/2005-SPB.II dated 06-07-05]164. LSG OFFICIALS WORKED AGAINST HSG.I

POSTS

q LSG officials who worked in the vacancy of

HSG.I posts are eligible for the pay of HSG.II.

[DG P&T No. 4-39/74-SPB dated 20-06-75& 28-06-75]

165. HONORARIUM FOR OPENING NEW PAY

BILL REGISTER IN ACCOUNTS BRANCH

q It has been decided in consultation with Internal

Finance to enhance the existing rate of

honorarium for opening of new Pay Bill register

(Form TR 22(a) from 0.90 paisa to Rs. 1.25

per page from the financial year 1990-91.

[DG (P) No. 12 (I) /82-PA/Admn.II/233dated 03-07-89]

166. CONFIRMATION OF ORAL ORDERS

q Oral orders must be under the direction of his

superior, and ordinarily be in writing, oral

direction to subordinate shall be avoided or

shall confirm it in writing immediate when

written orders are requested or sought for it

should be the duty of superior officer to confirm

the direction in writing.

[MH No. 11013/12/78-Est. (A) dated 20-12-78]167. EXEMPTION OF STAMP DUTY FOR HBA

q Exemption of stamp duty on mortgage deed,

agreement, surety bond and deed of re-

conveyance executed to grant of HBA is

accorded.

[DG (P&T) No. 12/6/78-PAP dated 20-12-78]168. TRANSFER OF RECORDS

q If an official is transferred under Rule 38 from

one division, to another, the CR, PF & other

records of service should be transferred within

fifteen days.

[DG P&T No. 71/53/54-PAP dated 07-11-78]169. INVITE UNION REPRESENTATIVES &

SETTLE PROBLEMS

q All local grievances of staff should be settled

expeditiously and union references attended

to promptly. Any urgent or pressing issues

could be discussed by inviting the union

representatives for meeting for special

discussion for early settlement.

[DG No. 18/11/78-SR dated 09-11-78]170. SPLIT DUTY IN POST OFFICES

q It can be spread over 12 hours but only two

spells. The minimum interval between the two

split duty terms to be one hour.

[DG P&T No. 6/66/78-PE.I dated 10-11-78]171. EXTENSION OF TENURE FOR PRI (P)

q PRI (P) Posting & Transfer on expiry of tenure,

may be deferred till the end of the academic

session if the transfer is in the middle of an

academic session result in hardship.

[DG P&T No. 6/65/78-SPB.I dated 17-10-78]172. RIGHT FOR DEMONSTRATION

q Employees have right for peaceful

demonstration after office hours or out of office


premises but they do not have right to obstruct

the normal working for which they have to face

disciplinary action under CCS (CCA) Rules

1965.

[DG P&T No. 39/44/78-SR dated 12-09-78]173. LUNCH BREAK AT COUNTERS

q Lunch break for post offices of single handed

fixed mid-day. With more than one clerk, no

split duty, between 12:00 to 2:00 p.m. which

should be shown in memo of distribution of

work separately for each counter clerk. HO

should see that counter clerks get the lunch

relief.

[DG P&T No. 3-5/78-CI dated 16-08-78]174. RESERVATION FOR SC/ST- CIRCULATION

OF THE RESERVATION ROSTER :

q The reservation roster is not a confidential

document and therefore there can be no

objection in principle to the roster being shown

to any individual/association. It is therefore,

considered that if any Govt. servant/recognised

service association want to see the reservation

roster there can be no objection to the roster

being shown to them, if need be, through the

liaison officer.

(DOP & Trg. No. 8/1/93-JCA, dt. 5-1-93)175. UNFILLED VACANCIES OF OBCs SHOULD

NOT BE DESERVED BUT CARRIED

FORWARD:

q It has been decided that the vacancies reserved

for other backward classes which remain

unfilled should not be dereserved but should

be carried forward as such for a period of three

recruitment years or till the vacancies are filled

by OBC candidates whichever is earlier.

(Dept. of Per. & Trg. OM No. 36012/22/93-Estt, dt. 30-12-93)

176. RESERVATION IN ADHOC PROMOTION :

q Since adhoc promotions can be made only

against vacancies of more than 45 days

reservation is to be followed. However there is

no need to have a separate roster for this

purpose. A separate register called 'Adhoc

Promotions register' may be maintained to note

down particulars of all adhoc promotions made.

This is to facilitate reversion of such promotees

strictly in the order i.e. the junior most candidate

being reverted first. This reversal order will be

followed strictly and there is no preference for

SC/ST candidates in reversion.

(DP & AR ON No. 36011/14/83-Estt(SCT),dt. 30-4-83 & 30-9-89)

177. SC/ST/OBC CANDIDATES SELECTED ON

THEIR OWN MERIT MERIT NOT TO BE

ADJUSTED AGAINST RESERVED

VACANCIES:

q In cases of direct recruitment to vacancies, the

SC/ST/OBC candidates who are selected on

their own merit without relaxed standards,

alongwith candidates of other categories, will

not be adjusted against the reserved share of

vacancies. The reserved vacancies will be filled

up separately from among the eligible SC/ST/

OBC candidates who are lower in merit than

the last candidate on the merit list but otherwise

found suitable for appointment even by relaxed

standards, if necessary.

(Dept. of Per. & Trg. OM No. 36012/22/93-Est(SCT) dt. 8-9-93)

178. RELAXATION FOR SC/ST IN QUALIFYING

EXAMINATION:

q If qualifying examination is prescribed for

promotion on the basis of seniority cum fitness

in any case, relaxation in the standard for SC/

ST candidates should be made to the extent

decided on such occasion taking into account

(i) the number of vacancies reserved (ii) the

performance of candidates, general as well as

SC/ST candidates (iii) the minimum standard

of fitness for appointment to the post and (iv)

the overall strength of the cadre and that of

SC/ST.

(DP & AR OM No. 36021/10/76-Estt. (SCT),dt. 21-1-97)

179. (I) WHEN ONLY A SINGLE VACANCY

ARISES IN A YEAR :

q When only one vacancy occurs in the initial

recruitment year and the corresponding roster

point happens to be reserved for SC or ST,

the vacancy should be treated as unreserved

and filled accordingly. The reservation should

be carried forward to the subsequent year. If

in that subsequent year also only one vacancy

arises it will be treated as reserved against the

carried forward reservation.

180. RESERVATION ROSTERS NOT

DETERMINING SENIORITY :

q Reservation rosters are meant for determining

the number of vacancies to be reserved for

SC/ST and not for determining the order of

actual appointment or for the purpose of

determining seniority.

(DP & AR OM No. 10/52/73-Estt (SCT),dt. 24-5-74)


181. RESERVATION ROSTER MAY BE SHOWN

TO GOVT. STAFF/STAFF ASSOCIATION:

q If any Govt. servant/recognised service

association wants to see the reservation roster,

there can be no objection to the roster being

shown to them, if need be, through the Liasion

officer.

(DP & Trg. OM No. 4303/2/92-Estt.(SCT),dt. 31-12-92)

182. COLLECTION OF LIC PREMIA THROUGH

POST OFFICES

q Reference is invited to this office letter No. 50/

1/61-Cl dated 28-362 on the subject cited

above.

After examining the case, it has been decided

to discontinue the agency work for collection

of LIC premia through Post Office with effect

from 1-5-94.

(D.G.(P) No. 7-5/90-Cl, dt. 6-4-94)183. PERUSAL OF RESERVATION ROSTER AT

DIVISONAL LEVEL BY THE SERVICE

UNIONS REGARDING

q As per chapter IV rule 6 of Swamy's

compilation on Reservations & concessions for

SCs/STs (corrected upto 93) the reservation

roster is out a confidential document and can

be shown to individual officials/association and

if necessary through the Liaison officer.

In case of any such requests from the service

unions, the Divisional Superintendents may

consider as per the above orders and they may

be permitted to peruse the Roster once a year.

(CPMG Tamilnadu No. STC/59-75/95-Union,dt. 6-7-95)

184. FESTIVAL ADVANCE :

q Ist January, Easter, Pongal, Independence

Day, Republic Day, Ramzan, Miladi Nabi, Tamil

New Year's Day, Onam Ugadi, Deepavali,

Bakrid and Christmas - Advance can be

granted.

(i) Payment will be effected 21 days prior to the

festival.

(ii) Will be eligible for one festival during one

financial year.

185. NO INTEREST BEYOND DATE OF DEATH:

q No interest is charged on any outstanding

balance of an interest bearing advance beyond

the date of death.

186. PROVISION OF TRANSPORT TO

OFFICIALS IN NEED OF URGENT MEDICAL

CARE WHILE ON DUTY.

q It has been decided that departmental vehicle

to the extent available, should be provided to

such officials who may need emergent medical

attention while on duty for moving them to

hospitals, dispensaries etc.

In the event of such an arrangement not being

immediately possible, maximum possible

assistance/aid should be provided and the

official moved to hospital by engaging other

transport, if necessary, at the cost of the Govt.

(DG, P&T No. B 27011/5-80-WL, dt. 19-10-82)187. FAILURE OF FAMILY PLANNING

OPERATION :

q Laproscopic operation is method of sterilisation

under the Family Welfare Programme and in

cases of failure, the incentive increment should

be withdrawn from the deemed date of

pregnancy. It may, however be waived in case

either of the couple undergoes sterilisation

operation again.

(O.M. No. 23011/4/87/Ply, dt. 20-5-87)188. RATE OF INCENTIVE INCREMENT BE

GRANTED EVEN IN THE SCALE OF THE

OFFICIATING POST HELD ON ADHOC

BASIS AT THE TIME OF FAMILY PLANNING

OPERATION:

q It may be clarified that an employee holding a

lower post regularly and officiating in a higher

post on adhoc basis is also entitled for the

incentive increment at the rate of increment in

the scale of the post held at the time of

sterilisation operation.

(D.G.(P) No. 14-2/87-Medical, dt. 26-2-88)189. OPERATIONS RECOGNISED FOR

INCENTIVE INCREMENT.

q i) Vasectomy

ii) Traditional or conventional tubectomy,

Minilap, Salpingectomy, Laproscopic

sterilisation (or tubal occulsion) Culdoscapic

sterilisation.

(DG No. 14-2/86-Medical, Dt. 21-1-88)190. INCENTIVE FOR PROMOTING SMALL

FAMILY NORMS - PRIVATE HOSPITAL - REG.

q It has been decided that the CG employees

who or whose spouse undergo sterilisation

operation after having one child even in Private

nursing home/Private hospital may also be

allowed the incentive increment subject to

fulfilment of all the other conditions as

contained in this Ministry's OM No. 7(51) - E-

III/85 dt. 16-12-85.

(DG (P) No. 14-42/84-Medical, Dt. 9-8-87)191. RECOVERY UNDER AUDIT OBJECTION IN


THE PAY & ALLOWANES

q It is reported by the union that there is an

unexpected entry in the acquittance rolls as

A.O.R. and the officials are taken by surprise

on the pay day that a sizable amount stands

deducted and it is also intimated that they

have no previous information of the recovery

nor do they know about what is it. Necessary

suitable instructions may be given to all the

drawing officers, to give prior intimation to be

concerned officials and also details about the

A.O.R.

(Chief PMG T.N. No. AP/7-80/89-MS,dt. 23-4-91)

192. SUPPLY OF UNIFORMS TO SORTING

POSTMEN

q All the Sorting Postmen whether performing

indoor or outdoor duties may be supplied with

same uniforms as are supplied to Postmen as

per Rule 737 of P&T Manual Vol. II and letter

No. 30-43/58-M II, dt. 15-12-60.

(DG, P&T No. 39-50/80-UP, dt. 4-2-81)193. C.E.A. ADMISSIBLE TILL BOARD EXAMI-

NATION IN THE CASE OF OFFICIAL TRANS-

FERRED TO A NEW STATION BUT KEEPS

HIS CHILD IN THE OLD STATION

q CEA shall be admissible to a Govt. Servant

who on transfer from one station to another, is

compelled to keep his child/children studying

in the final year of the Secondary/Higher

Secondary/Senior Secondary classes at the

old station for Board of Examination in the

interest of continuity of studies.

(Dept. of Per. & Trg. O.M. No. 12011/4/88-Estt.(All), dt. 12-5-89)

194. GRANT OF CEA/RTF CLARIFICATIONS

q It has been decided that childrens Educational

Allowance/Reimbursement of Tuition Fee and

Hostel Subsidy shall be admissible in respect

of the child upto the end of the academic ses-

sion even if he completes 20 years half way

during the academic session.

(DOP & Trg. OM No. 12011/2/83-Estt.(All),dt. 27-12-89)

195. OTA TO SPMS ATTENDING SIGNALLING

DUTIES

q The Sub-Postmaster, Time Scale & LSG will

be granted OTA for attending signalling duties

during Sundays and holidays (due to non

posting of signaller only)

(DG P&T No. 48/76-SPB-II, dt. 23-5-78)

196. PROPOSAL TO GRANT OF TA/DA TO

CASH/MAIL OVERSEERS ORDERED TO

WORK AS BPM IN STOP GAP ARRANGE-

MENT

q The proposal has been carefully examined and

it has been decided not to grant TA/DA to cash/

mail overseers while functioning as Branch

Postmaster within their own territorial

jurisdiction. Whenever need arises for looking

after the duties of Branch Postmasters by cash/

mail overseers, arrangements may be made

for regular branch postmasters, at the earliest

and no such extra attraction be provided for

mail/cash overseer to continue in such stop

gap arrangement for prolonged period.

(DG (P) No. 17-6/76/PAP, dt. 8-3-78)197. POINT TO PONDER

q (i) For finding out commutation value, the

'age next birth day' should be taken for account.

Hence if an official who is retiring on

superannuation and also his date of birth will

be in the second fortnight, may go on voluntary

retirement before completing his 60th age. If

so, he may get more commutation amount than

on superannuation.

(ii) The availability or otherwise of EL has nothing

to do with the grant of LND because there is

no such restriction not to grant LND when EL

is available.

(iii) The maximum amount attachable in the case

of Court attachment is as follows :

(a) For maintenance decree : 2/3 X (Gross

emoluments- all allowances)

(b) For decree other than maintaince : 1/3 X

(Gross emoluments - exempted allowances) -

Rs. 400/-.

(c) All kinds of TA, Conveyance Allowances, HRA,

CCA, CEA, Medical reimbursements and like

similar allowances are exempted from court

attachment.

(iv) Even an official who has been on EXOL for

one year will fetch the credit of 10 days of HPL

during January and July respectively.

(v) When a departmental official is required by the

Police, officers for interrogation, invariably a

senior official like ASP/SPI/PRI (P) should

accompany the official and he should remain

till the interrogation by the Police is over with a

view to giving protection to the official taken

for interrogation.

VENTURE

Documents

tenure fixation of tenure

completion of tenure

tenure of service

choice tenure

extension of tenure

rms uniform tenure policy

postal comrades

transfer rules