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Contents

Chapter 1 Constitution and Organisation of CBI 4 - 11

Chapter 2 Appointments 12 - 23

Chapter 3 Identity Cards 24 - 27

Chapter 4 Training 28 - 34

Chapter 5 Service Records 35 - 40

Chapter 6 Confirmation 41 - 42

Chapter 7 Seniority 43 - 48

Chapter 8 Annual Confidential Reports 49 - 56

Chapter 9 Promotion 57 - 62

Chapter 10 Fixation of Pay 63 - 71

Chapter 11 Termination & Resignation 72 - 73

Chapter 12 Dress Regulations 74 - 74

Chapter 13 Leave 75 - 91

Chapter 14 No Objection Certificate for Higher Studies & Change of Job

92 - 95

Chapter 15 Pension 96 - 110

Chapter 16 Decentralization of Accounts 111 - 113

Chapter 17 Delegation of Financial Powers 114 - 117

Chapter 18 Budget and Appropriation 118 - 120

Chapter 19 Allowances and Rewards/Honoraria 121 - 142

Chapter 20 Advances 143 - 161

Chapter 21 Drawal of Pay, Allowances and Honoraria 162 - 166

Chapter 22 Contingencies 167 - 167

Chapter 23 General Provident Fund 168 - 173

Chapter 24 Deposit Linked Insurance Scheme 174 - 175

Chapter 25 Welfare Measures 176 - 182

Chapter 26 Departmental Canteen 183 - 186

Chapter 27 Medical Facilities to the Central Government Employees (including CGHS)

187 - 195

Chapter 28 Central Government Employees Group Insurance Scheme

196 - 199

Chapter 29 Accommodation 200 - 205

Chapter 30 Stores & Supplies 206 - 212

Chapter 31 Furniture 213 - 217

Chapter 32 Telephones 218 - 219

Chapter 33 Motor Vehicles 220 - 225

Chapter 34 Library 226 - 228

Chapter 35 Security Plan 229 - 241

Chapter 36 Office Procedure – Meanings of various terms 242 - 246

Chapter 37 Machinery of Government 247 - 249

Chapter 38 Dak-receipt, Registration and Distribution 250 - 252

Chapter 39 Receipt-submission and Diarisation 253 - 255

Chapter 40 Action on Receipts 256 - 266

Chapter 41 Forms and Procedure of Communication 267 - 275

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Chapter 42 Drafting of Communication 276 - 278

Chapter 43 Issue of Drafts 279 - 288

Chapter 44 Filing System 289 - 293

Chapter 45 Indexing and Recording 294 - 302

Chapter 46 Security of Official Information and Documents 303 - 304

Chapter 47 Checks on delays 305 - 311

Chapter 48 Reports & Returns 312 - 316

Chapter 49 Inspections 317 - 325

Chapter 50 Audit 326 - 327

Chapter 51 Implementation of Instructions on Official Language 328 - 330

[Appendix I] 331 - 333

Posts sanctioned in CBI and their pay scale

[Appendix II] 334 - 338

Work allocation in Administration Division

[Appendix III] 339 - 344

Recruitment Rules

[Appendix IV] 345 - 346

Appointment through Staff Selection Commission

[Appendix V] 347 - 369

The DSPE (Subordinate Ranks) (Discipline & Appeal) Rules, 1961

[Appendix VI] 370 - 372

ADMINS Module

Annexures 373 - 498

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1. CONSTITUTION AND ORGANISATION OF CBICONSTITUTION AND ORGANISATION OF CBICONSTITUTION AND ORGANISATION OF CBICONSTITUTION AND ORGANISATION OF CBI

1.1 Growth and Evolution of the Organisation

At an early stage of the World War-II, the Government of India

realised that the vast increase in expenditure for war efforts had

provided opportunities to unscrupulous public servants and anti-

social elements for indulging in bribery and corruption. It felt that

the Police and other Law Enforcement Agencies under the State

Governments were not in a position to cope with the situation.

Therefore, to investigate offences connected with transactions

relating to war efforts, an organization known as the Special Police

Establishment was set up in 1941 under an executive order of the

Central Government. The Headquarters of Special Police

Establishment was established at Lahore. Its branches were

created in due course at Jabalpur, Bombay, Calcutta, Delhi,

Madras, Ranchi, Peshawer, Quetta and Rawalpindi. The activities of

the S.P.E. were subsequently extended to include cases of

corruption in Railways also.

1.2 In 1943, some doubt was felt about the legal powers of Police

officers working with the S.P.E. and therefore an Ordinance was

issued by the Government of India, by which a Special Police Force

with powers to investigate certain offences anywhere in British

India, was constituted. Even after the end of the war, the need for a

Central Government Agency to investigate cases of bribery and

corruption by Central Government servants was felt and therefore,

the Ordinance issued in 1943, which had lapsed on 30th

September, 1946 was further extended and finally ‘Delhi Special

Police Establishment Act’ was enacted. After the promulgation of

the Act, the superintendence of the SPE was transferred to the

Home Department and its functions were enlarged to cover all

departments of the Government of India. Since then the SPE

functions under this Act. Its jurisdiction extends to all Union

Territories and it can also be extended to the States with the

consent of the State Governments concerned.

1.3 In 1953, an enforcement wing was added to the SPE to deal

with the offences relating to breach of import and export

regulations. With the passage of time, more and more cases under

laws other than Prevention of Corruption Act also came to be

entrusted to the SPE. By 1963, the SPE was authorised to

investigate offences under 91 different sections of the Indian Penal

Code, offences under the Prevention of Corruption Act, 1947 and 16

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other Central Acts. A growing need was, therefore, felt for a Central

Police Agency at the disposal of the Central Government, which

would investigate not only cases of bribery and corruption, but also

cases of breaches of Central fiscal laws, major frauds relating to

Government of India departments, public joint stock companies,

passport frauds, crimes on the high seas, crimes on the Airlines and

serious crimes committed by organized gangs or professional

criminals. Therefore, the Government of India set up the Central

Bureau of Investigation on Ist April, 1963. The Organization and

functions of the Central Bureau of Investigation are given in the

Government Resolution dated Ist April, 1963, a copy of which is

placed at Annexure- I. The Delhi Special Police Establishment

became one of the divisions of the CBI. The tasks to be performed

by the Central Bureau of Investigation as per the Resolution were

the following :-

i) Investigation of offences specified by the Central

Government under Section 3 of the Delhi Special Police

Establishment Act (Act XXV of 1946)

ii) Collection of intelligence relating to certain types of crime

iii) Participation in the work of the National Central Bureau

connected with the International Criminal Police Organisation

iv) Maintenance of crime statistics and dissemination of

information relating to crime and criminals

v) Study of specialised crime of particular interest to the

Government of India or crimes having All India or Inter-State

ramifications or of particular importance from the social point

of view

vi) The conduct of Police research

vii) Coordination of laws relating to crime

1.4 The organisation was strengthened in 1964 by the addition of

the Economic Offences Wing vide Government of India Resolution

No. 24/66/64-AVD.II dated 29.2.64. In due course of time, a Special

Crime Division was also created in the organization.

1.5 In the year 1985, based on the views of the Estimates

Committee of VII Lok Sabha, a committee under the chairmanship

of the then Cabinet Secretary Shri P.K. Kaul was formed to review

the role, functions & working of CBI, to suggest measures to tone up

its working and to examine feasibility of bringing it under a single

administrative hierarchy. The Committee, in its report had

suggested that CBI should have three major divisions namely Anti-

Corruption, Special Crimes and Economic offences and other

support divisions which should be placed under three Additional

Directors. It also suggested strengthening of various CBI branches

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and giving CBI a firm statutory basis to enable it to discharge its

functions effectively by way of amendment in the Constitution.

Accordingly an order was issued in the year 1994 setting and

defining the jurisdiction of branches under Anti Corruption, Special

Crimes and Economic Offences Divisions1.

1.6 In the year 1997, government among its various measures to

contain corruption, established a committee under the

chairmanship of Shri B.G. Deshmukh, former Cabinet Secretary to

examine the structure and functioning of CBI. The Committee in its

report recommended that CVC be conferred statutory status and to

overview CBI's functioning. It also suggested streamlining of CBI's

reporting to the government without diluting its functional

autonomy besides constitution of a selection committee headed by

CVC with Home Secretary and Secretary (Personnel) as members for

identifying a panel of names for selection of Director, CBI who was

also to have a minimum tenure of two years and full freedom for

allocation of work within the agency.

1.7 Pursuant to the direction of the Hon’ble Supreme Court in 340-

343/1993 (Vineet Narain & Others V/s Union of India), changes

have been effected in the legal framework for prosecution of CBI

Cases. Vide OM No. 201/5/2000-AVD.II dated 9th July, 2001, a

Directorate of Prosecution has been constituted to supervise the

work of prosecution by reconstituting the existing Legal Division.

1.8 On 12.09.2003, CVC Act has been notified giving CVC a

statutory basis. The act, inter-alia, amended the DSPE Act, 1946

and brought the superintendence of DSPE, so far as it relates to

investigation of offences alleged to have been committed under the

Prevention of Corruption Act 1988, under the Commission. The Act

also provides for establishment of a committee to recommend panel

of officers for being considered for appointment as Director. It

statutorily ensures the tenure of Director to a minimum of two

years.

1.9 Over a period of time, some of the work originally allocated to

the CBI was transferred to other central police organizations. Part

of the work relating to Crime Records & Statistics Division was

transferred to NCRB and that relating to Research Division was

transferred to BPR&D.

1.10 Under the Government of India (Allocation of Business) Rules,

1961, the executive functions in respect of CBI were originally dealt

1 Policy Division Order No. 21/50/94-PD dated 26.11.1994.

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by the Ministry of Home Affairs. Subsequently, the functions were

transferred to the Ministry of Personnel, Public Grievances, Pensions

and Training and with effect from 30th January, 2003, CBI has

been brought under the charge of the Cabinet Secretariat.

1.11 Over the years, the Central Bureau of Investigation (CBI) has

emerged as the premier investigation agency of the Government of

India. It enjoys the trust and credibility of the Parliament,

Judiciary and the common man. In the last forty years, the

organisation has evolved from an Anti-Corruption Agency to a

multi-faceted, multi-disciplinary professional body. At present not

only corruption cases, but a variety of offences involving threat to

national security, national economy, violation of human rights and

conventional crime having national and international ramifications

are being entrusted to the CBI by the States, Central Government

and Constitutional Courts.

1.12 Organizational Structure of CBI

The organisational setup has thus under gone several changes

since its inception and its present set up is described in the following

paragraphs. The organisational chart is placed at Annexure II.

1.13 Delhi Special Police Establishment Division

1.13.1 Anti-Corruption Division : The Anti-Corruption Division is

responsible for collection of intelligence with regard to corruption,

maintaining liaison with various departments through their

vigilance officers, enquiries into complaints about bribery and

corruption, investigation and prosecution of offences pertaining to

bribery and corruption and tasks relating to preventive aspects of

corruption. It takes up cases against public servants under the

control of the Central Government, public servants in Public Sector

Undertakings under the control of Central Government and cases

against the public servants working under State Government

entrusted to the CBI by the State Governments. The Anti-Corruption

Division is headed by an officer of the rank of Special

Director/Addl. Director. It is divided into seven Anti-Corruption

Zones, namely, Delhi Zone, North Zone, West Zone, Central Zone,

South Zone, East Zone and Anti-Corruption (HQ) Zone. Each zone

functions under the control of a Joint Director. Zones are further

divided into 17 Regions each headed by a DIG. Every Region

consists of 2-3 Branches, each under the charge of an SSP/SP. The

Branches under the AC(HQ) Zone are designated as Central Units

and have all India jurisdiction. Branches under other zones have

territorial jurisdiction over one or more states / parts of the states.

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1.13.2 Economic Offences Wing : The Economic Offence Wing of CBI

is headed by a Special Director/Addl. Director. It takes up cases of

cheating, forgery, criminal breach of trust and large-scale frauds

affecting the property or revenue of the Government, cases of

smuggling in narcotics and psychotropic substances, antiquities

and other economic crimes of national importance. CBI is the

pioneer in the field of cyber crime. The MHA vide U.O.

No.22011/1/2001 PMA dt. 9.2.2001 has nominated Cyber Crime

Investigation Cell of the CBI as the nodal agency for developing

national capabilities for fighting cyber crime and to develop training

courses for cyber crime investigation for State Police officers. It is

recognised by Interpol as the international contact point in India for

reporting cyber crime.

1.13.3 The Economic Offences Wing is divided into four Zones namely

EOW-I, EOW-II, EOW-III and EOW-IV Zones, each headed by a Joint

Director. The Zones are divided into seven Regions each under the

charge of a DIG. The Regions are further divided into 22 Branches,

each headed by a SSP/SP. The Branches located at Delhi, Kolkata,

Chennai and Mumbai as well as the Branches of Bank Security and

Fraud Cell under (EOW-IV) Zone located at Delhi, Kolkata,

Bangalore and Mumbai have territorial jurisdiction. Rest of the

Branches are Central Units having all India jurisdiction.

1.13.4.1 Special Crimes Division : The Special Crimes Division handles

all cases of conventional crimes such as offences relating to

internal security, espionage, hijacking, murders,

dacoities/robberies, dowry deaths and other IPC offences as well

as offences under other laws notified under the DSPE Act. It is

also responsible for investigation of crimes with interstate and

international ramifications. Special Crimes Division of CBI is

headed by a Special Director/Additional Director. This Division

has SC I Zone, SC II Zone, Multi Disciplinary Monitoring Agency

and Special Task Force under it, each headed by a Joint Director.

These Zones are divided into 8 Regions, each headed by a DIG.

The regions are further divided into Branches, headed by an

officer of the rank of SSP/SP. Six of the Branches have territorial

jurisdiction. They are located at Delhi, Chandigarh, Lucknow,

Kolkata, Chennai and Mumbai. The rest are Central Units having

all India jurisdiction.

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1.14 Directorate of Prosecution

The Directorate was created pursuant to orders of Hon'ble

Supreme Court by reconstituting the existing Legal Division of the

CBI. The Directorate of Prosecution is headed by a Director of

Prosecution who is an Officer appointed by the Government. The

duties of the Director of Prosecution include (a) supervision and

monitoring of the prosecution in courts (b) preferring in appeals,

revisions etc. (c) giving advice to investigating officers on all matters

relating to criminal offences during investigation and trial (d)

advising on the feasibilities on filing appeals, revisions etc. (e)

Preparing a panel of Special Counsels with the approval of the

Government (f) Selecting retainer counsels for High Courts. Under

the administrative control of the Director of Prosecution, law officers

of the ranks of Additional Legal Advisors, Dy. Legal Advisors, Sr.

Public Prosecutors, Public Prosecutors and Assistant Public

Prosecutors function, in the CBI Branches spread all over the

country.

1.15 Administration Division

1.15.1 1.15.1 The Administration Division is responsible for managing

human and material resources of the organization. The main

activities include recruitment, training, transfer, confirmation,

promotion, deputation, absorption, disciplinary action, budget &

appropriation, grant of advances, welfare, accommodation,

provisioning besides work study, custody & maintenance of Annual

Confidential Reports of non-gazetted officers and promotion of the

use of Hindi.

1.15.2 The Division is headed by a Joint Director who reports to the

Director/CBI through the Additional Director (E). There are three

DIsG namely DIG (Administration), DIG (Personnel) and the DIG

(Training) who in turn are assisted by SP (Headquarters) &

Administrative Officer (A), SP (Personnel) & Administrative Officer

(P) and SsP (Trg) (2) & SP (R&D) respectively who are responsible for

the supervision of discharge of various duties of the Administration

Division.

1.16 Policy Division

1.16.1 The Policy Division deals with formulation of policy regarding

investigation of cases in CBI, scrutiny of returns and statements

under the Conduct Rules of Gazetted Officers, handling of

Confidential Reports of Gazetted Officers upto the rank of

Superintendent of Police, compilation of periodical statistics for use

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of Cabinet Secretariat and preparation of the Annual Administration

Report of the Department, formulation and review of implementation

of the programme of work of the organisation, liaison with Heads of

Ministries/Departments and Government Undertakings on Policy

matters. There are also Special Units which are part of this Division.

The function of the Special Units is collection of intelligence in

respect of corruption at high places.

1.16.2 The Policy Division is headed by a Joint Director who works

directly under the Director/CBI. There are two DIsG looking after

the work of three Special Units located at Delhi and one each at

Mumbai, Kolkata and Chennai. Each Unit is headed by a SSP/SP.

Two AIsG(P) and one Dy. Principal Information Officer also function

under the direct control of the Joint Director (Policy).

1.17 Coordination Division

1.17.1 This division is headed by Dy. Director (Coordination), which

functions under a Joint Director nominated by the Director/CBI.

DD (Coordination) is assisted by two ADs (Interpol) and one

AD(Coordination). The Coordination Division comprises of two Units

namely, (1) Coordination and (2) Interpol.

1.17.2 Coordination Unit organises All India Crime Prevention

Weeks, takes part in the organisation of DGPs/Inspector Generals of

the Police, CID Conference and is also incharge of publication of CBI

Bulletin.

1.17.3 Interpol - The CBI is designated as National Central Bureau -

India, Interpol New Delhi by the Government of India since 1966. It

is the only agency recognized by Interpol Secretariat General for

bilateral as well as multilateral police cooperation among the

member states. Interpol, New Delhi is the interface between Indian

and foreign law enforcement agencies and is responsible for

multifarious activities like - extradition matters, investigation

abroad and execution of foreign Letters Rogatory in India, issuance

of various Interpol notices, negotiation of bilateral as well as

multilateral treaties on extradition/mutual legal assistance treaties

in criminal matters, coordination with the Indian States and Interpol

member countries on policing related matters. Interpol New Delhi is

connected globally with all member countries of Interpol, through

the Interpol Global Communications System (IGCS) I-24/7, which is

an Internet based communication system being installed worldwide

by member nations. Interpol, New Delhi also remains in constant

touch with various agencies like FRRO, Immigration check posts

and state police law enforcement agencies to help track their

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absconders and fugitives as well as with various Embassies and

Missions located in New Delhi and Indian Missions abroad.

1.18 Systems Division

1.18.1 The Systems Division looks after the information technology

needs of the CBI. The main function of the Division is creation and

operation of the ‘decision support systems’ in respect of

administration and crime supervision functions of the organization.

These objectives have been mainly achieved through the

computerization project of 1997. By means of this Project, two

comprehensive data bases viz. (i) CRIMES and (ii) ADMINS have

been created. The CRIMES MODULE assists in monitoring and

supervision of investigation, prosecution and RDA matters, besides

supporting the computerization of Malkhanas. The ADMINS

MODULE assists in decision making on administration matters. It

comprises of sub-modules namely PIS (Personnel Information

System), Accommodation, Budget, Pay Roll, Central Benevolent

Fund, Vehicles, equipments, dead stock etc.

1.18.2 The Systems Division functions under a JD/DIG well versed

with computers. Under his guidance, an officer on Special Duty

(OSD), Computers looks after the work of computerization at the

main Computer Centre of CBI at New Delhi. Besides officers of the

ranks of Principal Systems Analyst/Sr.System Analysts,

Programmers and Asstt. Programmers are posted in various

Branches for performing the computerization related aspects.

1.19 Central Forensic Science Laboratory (CFSL)

It is the principal forensic science institution in the country

having 9 divisions under one roof at Delhi, viz. Chemistry Division,

Physics Division, Biology Division, Serology Division, Documents

Division, Ballistics Division, Lie Detection Division, Finger Print

Division and Photo & Scientific Aid Section. This is a scientific

laboratory of the Ministry of Home Affairs rendering scientific service

in crime exhibit analysis in actual cases referred to it by CBI,

Vigilance, State & Central Government Departments, Judiciary and

State Forensic Science Laboratories.

1.20 The latest instructions on determining the jurisdiction of each

Investigation Unit, Region and Zone has been given in the Circular

No. 21/43/2002-PD-01307 dated May 30, 2003 of the Policy &

Coordination Division, a copy of which is enclosed as Annexure -III.

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2. APPOINTMENTS

2.1 All appointments except casual appointments in the Central

Government Departments/Offices, are made on the basis of the

Recruitment Rules framed under Article 309 of the Constitution of

India.

2.1.1 Separate Recruitment Rules1[1] are framed for each post. These

rules contain the classification of the post, conditions of service,

method of appointment and pay scales attached to the posts.

2.1.2 Appointments to all Group - ‘A’ posts are made by the President

of India in consultation with the U.P.S.C. Appointments to all

Group - ‘B’ posts in the Central Bureau of Investigation, are made

by the Director, CBI in consultation with the U.P.S.C., wherever

necessary. Appointments to all Group - ‘C’ posts, except the posts

of Senior Clerk Stenos, L.D.Cs, Head Constables and Constables in

C.B.I., are made by the Dy. Inspector General of Police.

Appointments in the posts of Senior Clerk Stenos, Lower Division

Clerks, Head Constables and constables in Group - ‘C’ and all posts

in Group - ‘D’ in the CBI, are made by the Superintendent of Police.

2.2 Regular appointment

2.2.1 All direct recruitment for filling up the regular vacancies in

Group ‘C’ posts (Sub Inspector, Lower Division Clerk and

Stenographer Grade ‘D’) are made through Staff Selection

Commission.

2.2.2 A requisition in the prescribed form (Revised form circulated in

Department of Personnel & Training letter No. F.2-46/86-P&P,

dated 04.09.1991 Annexure-IV is to be placed on the Commission by

the authorized officer of the government department. Before placing

requisition, the required formalities like obtaining No Objection

Certificate from the Central (Surplus Staff) Cell should be

completed.

2.2.3 All vacancies in the central government establishment other

than those filled through the U.P.S.C. or the Staff Selection

Commission should be notified to the nearest Employment

Exchange. No department or office should fill up any vacancy by

1[1] See Appendix-III for Recruitment Rules.

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direct recruitment unless the Employment Exchange issues a non

availability certificate.

2.2.4 The direct recruitment of Constables in CBI, is made on

centralized basis by CBI Head Office. Their selection is made by the

Committee constituted by the Director, CBI.

2.2.5 Oath of Allegiance : Every person entering government service

shall take an oath of allegiance to the Constitution of India either in

English or Hindi, before Head of Department/Office or a gazetted

officer nominated by him.

2.2.6 Medical Examination : Every candidate for appointment to a

post (including appointment on part-time basis) under government

is required to produce a medical certificate of fitness from the

appropriate medical authority.

2.2.7 Verification of Character and Antecedents :

(a) The appointing authority should satisfy itself that the character

and antecedents of the person proposed to be appointed are such

that they do not render him/her unsuitable for appointment to

government service.

(b) Persons dismissed from service of the Central or a State

government including the administration of Union Territories,

should be deemed ineligible for appointment.

(c) While normally a person convicted for an offence involving

moral turpitude should be regarded as ineligible for government

service, in cases where the appointing authority feels that there are

redeeming features and reasons to believe that such a person has

cured himself of the weakness, he can be considered for

appointment after obtaining specific approval of the government.

2.3 Appointment on deputation basis2[2]

2.3.1 One of the modes of appointments in the CBI is by inducting

officers/personnel on deputation from various State/Central

Government/Public Sector Undertakings/Autonomous Bodies. Such

appointments are governed by the provisions contained in the

relevant Recruitment Rules of the concerned posts/ranks.

2.3.2 Appointment on deputation is for a limited period and the

officer concerned is to be reverted to his/her parent cadre after expiry

of the same.

2[2]Also see D.P.&T. OM No. 2/29/91-Estt (Pay II) dated 5.1.1994 & D.P.&T. OM No. 2/8/97-Estt (Pay II) dated 11.3.1998.

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2.3.3 When the field of consideration for Group ‘A’ posts consists of

Central Government Group ‘A’ officers only, prior consultation with

U.P.S.C. is not necessary for selection. When the field of

consideration includes State Government officers also, prior

consultation with the Commission is necessary before appointing a

State Government officer. When the field of consideration is made

more broad-based and consists of not only Central/State Government

officers but also officers of non-governmental institutions, such

selection shall also be made in consultation with U.P.S.C.

Consultation with U.P.S.C. is also necessary for appointment of a

Central Government officer who is not group ‘A’ on deputation to

Group ‘A’ post.

2.3.4 According to the provisions of Recruitment Rules, 20% posts of

Addl. SP, 50% of Dy.SP and 50% of Inspector are to be filled through

deputation/transfer. In prosecution ranks, 25% posts of Sr. Public

Prosecutor and Public Prosecutor are required to be filled on

deputation/transfer basis.

2.3.5 The Officers holding analogous posts on regular basis or with

six years regular service in the posts having Pay Scale of Rs. 8000-

13500 or equivalent and possessing degree of recognized University or

equivalent with 5 years experience in investigation of criminal cases,

are considered for deputation to CBI as Addl. SP.

2.3.6 Similarly, the Officers holding analogous posts on regular basis

or with 5 years regular service in the posts having Pay Scale of

Rs.6500-10500 or equivalent and possessing degree of recognized

University or equivalent with 3 years experience in investigation of

criminal cases, are considered for deputation to CBI as Dy. SP.

2.3.7 The Officers holding analogous post on regular basis or officers

with 5 years regular service in the pay scale of Rs. 8000-13500 with

Degree in Law from a recognized University or equivalent and 8 years

bar experience in conducting criminal cases are considered for

induction as Sr. PP in CBI.

2.3.8 The Officers holding analogous post on regular basis or officers

with 5 years regular service in the pay scale of Rs. 6500-10500 with

Degree in Law from a recognized University or equivalent and 7 years

bar experience in conducting criminal cases are considered for

induction as Public Prosecutor in CBI.

2.3.9 The CBI branches may also identify suitable and willing officers

from State Police Forces/CPMFs and send their nominations along

with their service particulars to CBI, Head Office to consider their

suitability for induction in CBI.

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2.3.10 An employee appointed on deputation may elect to draw either the

scale of pay of the post to which he has been appointed on deputation

or the basic pay in the parent cadre plus deputation allowance.

2.3.11 Tenure of Deputation

(a) The period of deputation shall be subject to a maximum of

three years in all cases except for those posts where a longer

period of tenure is prescribed in the Recruitment Rules.

(b) The Administrative Ministry/borrowing organization may grant

extension beyond this limit up to one year, after obtaining

orders of their Secretary (in the Central Government and Chief

Secretary in the State Government), equivalent level officer in

other cases where such extension is considered necessary in

public interest.

(c) The borrowing Ministries/Departments/Organizations may

extend the period of deputation for the fifth year or for the

second year in excess of the period prescribed in the

Recruitment Rules where absolutely necessary, subject to the

following conditions:

(i) While according extension for the fifth year, or the

second year in excess of the period prescribed in the

Recruitment Rules the directive issued for rigid

application of the tenure rules should be taken into

consideration and only in rare and exceptional

circumstances such extension should be granted.

(ii) The extension should be strictly in public interest and

with the specified prior approval of the concerned

Minister of the borrowing Ministry/Department and in

respect of other organization, with the approval of the

Minister of Ministry/Department with which they are

administratively attached.

(iii) Where such extension is granted it would be on the

specific understanding that the officer would not be

entitled to draw deputation (duty) allowance.

(iv) The extension would be subject to the prior approval of

the lending organization, the officer on deputation, and

wherever necessary, the U.P.S.C/State Public Service

Commission and Appointments Committee of the

Cabinet (ACC).

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(d) In cases where extension is beyond the fifth year or second

year in excess of the period prescribed in the Recruitment

Rules, the same would be allowed only after obtaining the

approval of the Department of Personnel and Training whether

Central Government is the lending organization or the

borrowing organization.

(e) For computing the total period of deputation the period of

deputation in another ex-cadre post(s) held preceding the

current appointment without break in the same or some other

organization should also be taken into account.

(f) If during the period of deputation the basic pay of an employee

exceeds the maximum of the scale of pay of the post or the

fixed pay of the post, on account of proforma promotion in his

cadre under the Next Below Rule or otherwise, the deputation

of the employee should be restricted to a maximum period of

six months from the date on which his pay exceeds such

maximum and he should be reverted to his parent department

within the said period.

(g) If during the period of deputation, on account of proforma

promotion in the parent cadre under the Next Below Rule, the

employee becomes entitled to a scale of pay higher than the

scale of pay attached to the ex-cadre post, he may be allowed to

complete the normal tenure of deputation subject to (f) above

but no further extension of the period of deputation should be

allowed in such cases.

2.3.12 Deputation (Duty) Allowance

The Deputation (Duty) Allowance shall be admissible at the following

rates :

(i) 5% of the employee’s basic pay subject to a maximum of

Rs.500/- per month when the deputation is within the same

station.

(ii) 10% of the employee’s basic pay subject to a maximum of

Rs.1000/- per month in all other cases.

The Deputation (Duty) Allowance as above shall be

further restricted as under:

(i) Pay + Deputation (Duty) Allowance does not exceed the

maximum of the scale of ex-cadre post.

(ii) Pay + Deputation (Duty) Allowance as above shall at no time

exceed Rs.22,400/- per month.

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2.3.13 Premature Reversion of Deputationist to Parent Cadre

Normally when an employee is appointed on deputation,

his/her services are placed at the disposal of the parent department

at the end of the tenure. However, as and when a situation arises for

premature reversion to the parent cadre of the deputationist,

his/her services could be so returned after giving advance

intimation of reasonable period to the lending department and the

employee concerned.

2.4 Appointment by absorption

Recruitment Rules for some posts prescribe, inter alia,

‘Absorption’ (also ‘transfer’) as a mode of recruitment. ‘Absorption’

means permanent absorption in the post.

The service rendered on deputation basis cannot be taken into

account for the purpose of deciding eligibility for appointment to

another post in the higher pay scale on deputation basis. The

eligibility for appointment on deputation basis would continue to be

determined with reference to the regular service in the parent

cadre/department.

2.5 Ad hoc Appointment3[3]

2.5.1 The Government has issued instructions to the

Ministries/Departments not to make any appointments on ad-hoc

basis including transfer on deputation etc. The ad hoc appointments

could, however, be made in the following circumstances:

(a) Where there is an injunction by the Court/Tribunal directing

that the post may not be filled on regular basis and if the final

judgement of the Court/Tribunal is not expected early and the

post also cannot be kept vacant.

(b) Where the Direct Recruitment Quota has not been filled and

the Recruitment Rules also do not provide for filling it up on

transfer or deputation temporarily and the post cannot also be

kept vacant.

(c) In short term vacancies due to regular incumbents being on

leave/deputation etc. and the officer is not available on the

approved panel and the post cannot also be kept vacant.

3[3]Also see D.P.&T. O.M. No. 28036/8/87-Estt.(D) dated 30-3-1988

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2.5.2 The ad hoc appointments in the Central Government

Departments are, therefore, generally made on the following grounds

:-

(a) The Recruitments Rules for the posts, are in the process of

being framed,

(b) The proposals are under consideration to amend the existing

Recruitment Rules,

(c) The Seniority position of the officers holding the post in the

feeder grade, is disputed,

(d) Adequate number of qualified candidates are not available for

filling the vacancies through Direct Recruitment Quota

prescribed in the Recruitment Rules.

2.5.3 Conditions for making ad hoc appointments/promotions:

(a) The total period for which the appointment/promotion may be

made on ad hoc basis is limited to one year only. The practice

of giving a break periodically and appointing the same person

on ad-hoc basis, may not be permitted. In case of compulsions

for extending any ad hoc appointment/promotion beyond one

year, the approval of the Department of Personnel and

Training is to be sought in at least two months in advance,

before the expiry of one year period. If the approval for

continuance of the ad hoc arrangements beyond one year is

not received before the expiry of one year period, the ad hoc

appointment/ promotion shall automatically cease on the

expiry of one year term.

(b) It should be ensured that the persons appointed are those

nominated by the Employment Exchange concerned and they

also fulfill the stipulation of the educational

qualification/experience and the upper age limit prescribed in

the Recruitment Rules.

(c) Where the ad hoc appointment is by promotion of the officer in

feeder grade, it may be done on Seniority-cum-Fitness basis.

(d) (d) The authority competent to approve ad hoc

appointments should be one level higher than the appointing

authority prescribed for the post.

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2.6 Casual Appointments4[4]

2.6.1 Casual appointments are generally made in the Central

Government departments for meeting the seasonal/intermittent

increase in the workload. The policy regarding engagement of casual

workers in the Central Government Offices has been reviewed by

Government keeping in view the judgement of Hon’ble Supreme

Court delivered on 17th January, 1986, in the Writ Petition filed by

Shri Surinder Singh and others vs. Union of India. It has been

decided to lay down the following guidelines in the matter of

recruitment of casual workers on daily wage basis:

(a) Persons on daily wages should not be recruited for work of

regular nature. It should be for work which is of casual or

seasonal or intermittent nature or for the work which is not of

full time nature or for which regular post cannot be created.

(b) The Casual Workers may be paid only the minimum wages

notified by the State Government/Union Territories

administration as per Minimum Wages Act 1948.

(c) The Casual Worker may be given one paid weekly off after six

days continuous work.

(d) The payment to the Casual Workers may be restricted only to

the days on which they actually performed duties under the

government with a paid weekly off. In addition, wages may also

be paid for a national holiday if it falls on the working day.

(e) While considering regularization of the services of casual

workers, they may be given relaxation in the upper age limit

only if, at the time of initial recruitment as a casual worker

they had not crossed the upper age limit for the relevant post.

For any further relaxation, prior concurrence of the Ministry of

Finance and the Department of Personnel and Training, should

be obtained.

(f) Employment of the same casual labourer beyond 200 days in a

year, is not permitted.

2.6.2.1 2.6.2.1 Ban on engagement of Casual Worker for

duties of Group ‘C’ post

There is complete ban on engagement of Casual workers for

performing the duties of Group ‘C’ posts and hence no appointment

of Casual Worker, should be made for performing the duties of

4[4]Also see D.P.&T. O.M. No. 49014/2/86-Estt.(C) dated 7-6-1988 and Ministry of Labour O.M. No. 53202/16/86-WC(MW) dated 23-8-1988

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Group ‘C’ posts5[5]. If any deviation in this regard is committed, the

Administrative officer, in charge in the rank of Joint Secretary or

equivalent will be held responsible for the same.

2.6.3 Scheme for grant of Temporary Status and regularization of

Casual Workers in Group ‘D’ posts6[6]

Temporary status would be conferred on all Casual Labourers

who are in employment on 01.09.1993 and who have rendered a

continuous service of one year which means they must have been

engaged for a period of at least 206 days in case of offices observing

5 days week. Such confirmation of temporary status would be

without reference to the creation/availability of regular Group ‘D’

post. Such Casual Labourers who acquired temporary status will

not, however, be brought on to the permanent establishment unless

they are selected through regular selection process for Group ‘D’

post.

2.6.4 Procedure for filling up of Group ‘D’ posts:

(i) Two out of every three vacancies in the Group ‘D’ posts in

respective offices where the casual labourers have been

working, would be filled up as per existing Recruitment Rules

and in accordance with the instructions issued by the

Department of Personnel and Training from amongst the casual

labourers with the temporary status and the third post will be

filled from amongst other than casual labourers.

(ii) In case of illiterate casual labourer or those who fail to fulfill

the minimum qualification prescribed for the post,

regularization will be considered only against those posts in

respect of which literacy or lack of minimum qualification, is

not a requisite qualification.

(iii) They would be allowed age relaxation equivalent to the period

for which they have worked continuously as Casual Labourers.

(iv) No age has been prescribed for grant of temporary status to the

Casual Labourers. However, for the purpose of subsequent

regularization, the conditions regarding age and educational

qualifications prescribed in the relevant Recruitment Rules, will

apply.

(v) The Casual Labourer being considered for regularisation in

Group ‘D’ post, should have been engaged through

5[5] Also see Ministry of Finance O.M. No. 49014/16/89-Estt.(C) dated 26-2-1990

6[6]Also see D.P.&T. O.M. No. 51016/2/90-Estt. (C) dated 10-9-1993

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Employment Exchange. They should not be considered for

appointment to regular establishment unless they get

themselves registered with the Employment Exchange and

render from the date of such registration, a minimum of 2

years continuous service as Casual Labourer.

(vi) On regularization in Group ‘D’ post, their pay will be fixed at

the minimum of the time scale attached to the post.

2.6.5 Hon’ble Supreme Court of India in its judgement dated

29.04.2002 in SLP (Civil) No. 2224/2000 in the case of Union of

India & another vs. Mohan Pal etc. decided that the scheme of

01.09.93 is not an ongoing scheme and the temporary status can be

conferred on the casual labourers under that scheme only on

fulfilling the conditions incorporated in Clause 4 of the scheme,

namely they should have been casual labourers in employment on

the date of commencement of the scheme i.e. 01.09.1993 and they

should have rendered continuous service of at least one year i.e. at

least 240 days in a year or 206 days (in case of offices having 5 days

a week) on 01.09.1993. Those who have already been given

‘temporary’ status on the assumption that it is an ongoing scheme

shall not be stripped of the ‘temporary’ status pursuant to this

decision. The Supreme Court in the above case had also considered

the question as to whether the services of casual labourers who had

been given ‘temporary’ status could be dispensed with as per clause

7 as if they were regular casual labourers and observed that - “The

casual labourers who acquire ‘temporary’ status cannot be removed

merely on the whims and fancies of the employer. If there is

sufficient work and other casual labourers are still to be employed

by the employer for carrying out the work, the casual labourers who

have acquired ‘temporary’ status shall not be removed from service

as per clause 7 of the scheme. If there is serious misconduct or

violation of service rules, it would be open to the employer to

dispense with the services of a casual labourer who had acquired

the temporary status”.7[7]

2.7 Compassionate Appointments8[8]

2.7.1 Object : The object of the Scheme is to grant appointment on

compassionate grounds to a dependent family member of a

government servant dying in harness or who is retired on medical

grounds, thereby leaving his family in penury and without any

7[7] On the basis of the above decision of the Hon’ble Supreme Court, Department of Personnel & Training vide O.M. No. 40011/6/2002 (Estt) (C) dated 06.06.2002 issued clarification to all Ministries/Departments of Central Government. 8[8]

(Notified by DP&T OM No. 14014/6/94-Estt(D) dated 9.10.1998)

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means of livelihood, to relieve the family of the government servant

concerned from financial destitution and to help it to get over the

emergency.

2.7.2 To Whom Applicable

A. To a dependent family member of a government servant who:

(i) Dies while in service (including death by suicide); or

(ii) Is retired on medical grounds under Rule 38 of the CCS

(Pension) Rules, 1972 or the corresponding provision in

the Central Civil Services Regulations before attaining

the age of 55 years (57 years for Group ‘D’ Government

servants).

B. Missing Government Servants: Cases of missing government

servants are also covered under the scheme for compassionate

appointment subject to the following conditions:

(a) A request to grant the benefit of compassionate

appointment can be considered only after a lapse of at

least 2 years from the date from which the government

servant has been missing, provided that:

(i) An FIR to this effect has been lodged with the

Police,

(ii) The missing person is not traceable, and

(iii) The competent authority feels that the case is

genuine;

(b) This benefit will not be applicable to the case of a

government servant:

(i) Who had less than two years to retire on the date

from which he has been missing; or

(ii) Who is suspected to have committed fraud, or

suspected to have joined any terrorist

organization or suspected to have gone abroad.

Note I : Dependent family member means:

(a) Spouse; or

(b) Son/daughter (including adopted son/daughter);

or

(c) Brother/sister in case of unmarried government

servant who are wholly dependent on him/her.

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2.7.3 Authority Competent to make Compassionate

Appointments:

The Director, CBI being Head of the Department is competent

to make such appointment.

2.7.4 Posts to which such appointment can be made :

Group ‘C’ and ‘D’ posts against the direct recruitment quota.

2.7.5 Determination/Availability of Vacancies

(a) Appointment on compassionate grounds should be made

only on regular basis and that too only if regular

vacancies meant for that purpose are available.

(b) Compassionate appointments can be made upto

maximum of 5% of vacancies falling under direct

recruitment quota in any Group ‘C’ or Group ‘D’ posts.

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3. IDENTITY CARDS

3.1 Every Government servant shall be issued an Identity Card

with his personal details to establish his identity whenever required.

It is a very important document and should be in the personal

custody of the government servant concerned.

The Identity Cards issued by CBI are of the following kind:

(i) CBI Identity Card

(ii) CBI Photo pass

3.2 Persons to whom CBI Identity Cards are issued

CBI Identity Cards are issued to all executive and prosecution

staff and RSO’s working in CBI. Ministerial staff of CBI are not

issued CBI Identity Card. CBI Identity Cards are issued under the

signature of Administrative Officer (Accounts), CBI and counter

signed by Under Secretary, Cabinet Secretariat. CBI Photo passes

are issued by CBI, Head Office to all ranks in CBI9[1].

3.3 Use of CBI Identity Cards

3.3.1 CBI Identity Cards are issued in order to establish the identity

of the officers holding the cards and to authorize them to seek

access to all offices of the Central Government and it’s Departments,

all Projects and Undertakings sponsored by the Central

Government, all Defence Services Commands, Departments,

Factories, all State Railway Offices, Workshops, all Ports and

Aerodromes etc. for the purpose of conducting enquiries. The

identity cards are issued to the RSOs to establish their identity as

Railway Officer who are on duty with the CBI for detecting cases of

corruption in the Railways.

3.3.2 Every identity card holder shall carry on his person his

identity card while moving out on duty and shall produce it

whenever required to do so by any competent authority.

9[1]

Detailed guidelines for issue of above Identity Cards and their safe custody have been

issued by CBI, Head Office from time to time ( O.M. No.5/18/61-Est dated 30.1.1962) which

may be followed by all the branches.

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3.4 Supply of Blank Identity Cards

Blank Identity Cards for all ranks will be supplied from the

CBI Head Office to Branch offices on their demand. The Branch

offices shall keep proper account of blank Identity Cards in the

forms/registers prescribed for the purpose.

3.5 Issue of Identity Card

Identity cards will be prepared by the branch in which the

person concerned works and sent to Head Office duly completed and

verified for being signed by the competent authority. No CBI Identity

Card should be issued by CBI Branches. No CBI Identity Card will

be issued to a person not working in CBl.

3.6 Safe custody of Identity Card

The holder of the identity card is personally responsible for its

safe custody.

3.7 Misuse of Identity Card

Identity Cards should be made use of strictly for the purpose

for which they are meant and only in the discharge of official duties.

Any misuse will be viewed seriously. Identity Cards are not

transferable. An official using another person’s card will render himself

liable to disciplinary action. Depositing of Identity Card as security or

otherwise and thereby allowing the card to fall in to unauthorised

hands renders an official liable to disciplinary action.

3.8 Loss of Identity Card

In case of loss of an Identity card, it is incumbent on the holder

to report the loss immediately to the nearest Police station and at the

same time to his office also. On receipt of information of loss of an

Identity Card the branch office has to send a report to the Head Office

giving full details regarding the loss of Identity Card and further action

taken in the matter. Branch Office should take action for issue of a

duplicate Identity card after collecting the penalty and initiate

disciplinary action, if necessary against the loser. The Police

authorities and the office should be informed immediately if the

Identity Card reported to have been lost is subsequently found and in

case a duplicate card has in the meantime been issued, it should be

sent to the Head Office for cancellation.

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3.9 Penalty for the loss of Identity Card

Penalty charges for loss/mutilation of Identity Cards are to be

imposed as per rates prescribed from time to time. The amount of

penalty once recovered is not refundable. The amount of the penalty

is to be deposited in the Government Account under the head of

account “XXIII-Police Misc. receipt”. In addition to the penalty fee,

suitable punishment must be awarded in each case where the Identity

Cards are lost on account of negligence or carelessness or due to any

avoidable fault of the owner or if the owner fails to give a satisfactory

explanation for the loss. An entry should be made in the register as

indicated above regarding the loss of the Identity Card.

3.10 Withdrawal of Identity Cards

On the occurrence of any of the events specified hereunder the

Identity Card issued to a member of the SPE would stand cancelled

and is to be withdrawn immediately by the Branch office/Head Office

and sent to Head Office for cancellation. The date of

reversion/retirement/ discharge/suspension/death/transfer of

person concerned should be indicated in the forwarding letter

(a) Retirement

(b) Discharge from Service

(c) Suspension

(d) Repatriation to the parent department

(e) Transfer outside the Branch

(f) Death

(g) Change of designation

In case any official fails to return his Identity Card, penalty

charges may be recovered besides taking any other action as

deemed necessary.

3.11 Annual Physical Verification of Identity Cards

The Identity Cards issued to the officers and staff should be

physically checked by a responsible officer not below the rank of Dy.

S.P. in respect of branches and Office Superintendent in respect of

Head Office. A certificate to this effect should be sent to Head Office

by the 2nd week of January every year.

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3.12 Destruction of Identity Cards

All cancelled Identity Cards are to be returned to Head Office

for updating the records and destruction.

3.13 Confiscation of Identity Cards

The Inspector General of Police, SPE has the right to confiscate

the Identity Card of any member of the SPE office without any notice

or assigning any reason thereof.

3.14 Identity Cards to Central Government Pensioners

The Government of India, Ministry of Personnel, Public

Grievances & Pensions (Department of Pension & Pensioners

Welfare) vide their OM No.41/21/2000-P&PW(D) dated 16.11.2000

have introduced Identity Cards to the Central Government

pensioners. Accordingly, instructions/guidelines for issue of

Pensioners Identity Card to a retired/retiring employee of Central

Bureau of Investigation have been issued vide CBI, Head Office

Circular No. DPAD2/2002/00158/26/3/2001 dated 06.02.2002.

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4. TRAINING 4.1 Training is a systematic process of developing professional

knowledge, skills and inculcating right attitudes in the individuals

and groups that serve the organization. It is an important segment of

personnel management and if properly planned and executed,

training can play a highly significant role in the optimization of the

performance of all constituents of the organization.

4.2 The institutional training to the CBI Officers is mostly imparted

at the CBI Academy, Ghaziabad. It is supplemented by conducting

some specialised courses at regional level and also by in-situ training

programmes at the branch level and need based training to individual

officers at reputed institutions of India and abroad10[1].

4.3 Basic Training Course for Dy.SsP (Probationers)/SI(cadets)

4.3.1 CBI academy conducts Basic Training Programme for Dy. SsP

(Prob)/SI (Cadets). Training syllabus for these courses is revised as

per the recommendations of the Training Review Committee

constituted from time to time. Main thrust of the training is on the

following areas:

(i) Basic Law and Procedure

(ii) Crime investigation/supervision including application of

science and technology in investigation

(iii) Forensic Science and Forensic Medicine

(iv) Police ethics

(v) Behavioural Sciences and communication skills

(vi) Knowledge of computers

(vii) Drill, Physical Training, Unarmed Combat, Yoga etc.

4.3.2 The Course schedule of the Basic Training is as below:

Dy. SsP SIs

1 Institutional Training with

CBI Academy(Phase-I)

7 Months 7 Months

2 Attachment with Local Police 9 weeks 9 weeks

3 Attachment with CBI Branch 9 weeks 9 weeks

4 Institutional Training at CBI

Academy (Phase-II)

15 weeks 10 weeks

5 Bharat Darshan (Educational 2 weeks --

10[1] See Annexure -V for different courses conducted by the Academy, target officers & duration.

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Tour)

TOTAL 1 year &14

weeks

1 year & 7

weeks

4.3.3 The objectives of the Basic Training Programme are:

(i) To generate professional knowledge and skills in the

newly inducted officers to enable them to conduct in-

depth investigation of the cases.

(ii) To orient the officers to the core values and work culture

of CBI.

(iii) To sensitize them to the needs and expectations of the

society and to cultivate right attitude among them.

(iv) To ensure high level of physical fitness to withstand the

rigour and strain of duties within the CBI.

4.4 Evaluation of Performance of Course Trainees

Performance of the Basic Course Trainee is evaluated through

examination, project works and field training. Besides, periodical

knowledge checks are conducted through quizzes, presentations,

group and individual tasks etc. These are used for mid-term training

reviews, identification of trainees requiring special attention and for

taking correctional steps thereof. The distribution of marks to

evaluate the overall performance of the Dy.SsP(Prob.) and SI (Cadets)

is as under:

Dy.SP(Prob) SI(Cadets)

Sl.

No.

Exams Total

Marks

Sl.

No.

Exams Total

Marks

1 Marks of Phase-I 850 1 Marks of Phase-I 750

2 Marks of Phase-

II

250 2 Marks of Phase-

II

250

3 Assessment of

Practical

Training

80 3 Assessment of

Practical

Training

80

4 Academy Head’s

Assessment

20 4 Academy Head’s

Assessment

20

Total 1200 Total 1100

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4.5 Assessment

4.5.1 The basis for assessment of practical training is the performance of

the trainees during the attachment with the State Police and CBI

Branches, which is based on the following parameters :

(i) Punctuality

(ii) Discipline/Conduct

(iii) Aptitude/Potential

(iv) Performance in Malkhana and D.O.

(v) Performance in Crime Section

(vi) Performance during attachment with I.O.

(vii) Performance during attachment with Public Prosecutor

(viii) Performance during attachment with the Presenting

Officer

(ix) Comments of Branch SP about overall performance

during branch training

4.5.2 The Academy Head’s Assessment is done at the end of the Basic

Training. The following factors shall be taken into consideration for

assessment:

(a) Attendance.

(b) Discipline, conduct and turnout during (i) Parade (ii) Indoor

work (iii) Mess Manners (iv) Social etiquette and manners and

(v) team work.

(c) Participation in training viz. (i) discussions in the class, (ii)

assignments during case studies, individual presentation and

(iii) participation in games and extra curricular activities

(hobbies, cultural activities etc.).

4.5.3 The inter-se seniority of the trainees is decided by the order of merit

in the selection list at the time of recruitment and the same is not effected by

his/her training performance.

4.5.4 Besides the above, the awards for best all round performance, best

indoor trainee and best outdoor trainee are given at the time of passing out

parade.

4.6 Basic Training Course for Constables

4.6.1 The newly recruited Constables are imparted basic training for 6

months. The objectives of the basic training are :

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(i) To acquaint the recruits with the basic features of laws and

procedures relating to CBI working, organization and

administration, police behaviour, police science etc.

(ii) To impart knowledge in the areas related to jobs performed by

the Constables of CBI like assistance in search, seizure, arrest,

custody, trap, interrogation, handling, packing and forwarding

of packages etc.

(iii) To impart basic skills in first aid, driving, handling of

equipment and other related areas of branch functioning.

(iv) To make the recruits achieve high level of fitness, mental

alertness and ability to withstand stress and strain.

(v) To inculcate the spirit of team work, discipline and obedience.

4.6.2 In order to achieve the above mentioned objectives, the training

is conducted in both indoor and outdoor subjects. At the end of the

course, a final examination is conducted for which the minimum

prescribed pass marks in each subject is 40%.

4.7 Induction and Orientation Courses

4.7.1 Apart from the long-term basic courses described above in the

previous paragraphs, mid-term and short-term entry level courses are

conducted soon after the appointment of officers of various ranks

(direct recruitment or through deputation). The objectives of these

courses are :-

(i) To enhance the professional knowledge and skills of the officers

to enable them to contribute to the organizational objectives.

(ii) To orient the officers to the core values and work culture of the

organization.

(iii) To sensitize the officers to the needs and expectations of the

society from the organization and to cultivate the right attitude.

4.7.2 The performance of the trainees in these courses is constantly

evaluated through group and individual tasks, periodical knowledge

checks, syndicate studies and presentations and finally through end of

the course written examinations.

4.8 Short-term In-Service Courses

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In-service and short term courses of one or two weeks duration are

conducted by the Academy for the benefit of In-service officers of CBI,

State Police, Anti-Corruption Bureau, Vigilance Departments of Public

Sector Enterprises and Nationalised Banks. Courses are organized in

all the areas concerning the functions of CBI, namely, Anti-Corruption,

Economic Offences, Conventional and Terrorist Crimes, Scientific

Investigation, Conducting of Departmental Enquiries, Vigilance, Cyber

Crime, Computer Courses and office management. In addition,

Refresher Courses are organized at periodical intervals for Executive

ranks, Law Officers and Ministerial cadre for the purpose of updating

their knowledge and skills, to equip them with the recent developments

in the area of functioning, to re-orient them with the organizational

goals and objectives and to tune them to the expectations of the

government, judiciary and the society. Besides, Seminars/Workshops

and Vertical Interaction Courses are organised for the senior officers of

the rank of SsP and above.

4.9 Nomination to the training courses conducted by the CBI

Academy

The Branch SsP are required to ensure that the training needs of the

officers and men working under them are totally fulfilled. The Annual

Training Calendar is prepared and circulated by the CBI Academy

listing the various training programmes proposed to be conducted in a

calendar year. The Branch SsP are expected to nominate their officers

well in advance so that their requests can be processed timely and

confirmation can be made. At the time of nomination, it should be

ensured that the proposed training is directly relevant to the job

performed and helpful in professional development of the trainee.

4.10 Sponsored Courses

In order to ensure inter-institutional and international training

cooperation, CBI Academy hosts training courses for the police officers

of India and other countries in various areas concerning crime

investigation. These courses are sponsored by the Government, the

BPR&D or the foreign police organizations.

4.11 Training Outside CBI Academy

4.11.1 Need-based and cost effective training is provided to CBI

Officers from time to time at reputed institutions in India and abroad.

Nominations received for the other institutions of the country are

processed by the CBI Academy. Nominations of the officers of the

rank of SP and above are approved by the DCBI & the other Gazetted

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Officers by the JD(Admn.) and of the Non-Gazetted Officers by the

DIG(Trg.).

4.11.2 Deputation of Police officers on training courses in foreign

countries is mostly co-ordinated by the Bureau of Police Research and

Development which circulates a list of such courses. The Academy

further circulates the courses and seeks nominations from the eligible

officers. These are then scrutinised by a Committee at the CBI Head

Office and submitted for approval of the DCBI. The names of the

approved officers are forwarded to the Bureau of Police Research and

Development (BPR&D). Sometimes nominations are sought directly by

the Ministry of Home Affairs (MHA) or DoPT.

4.12 Training Methodology

4.12.1 A periodic training needs analysis is conducted by the Academy

for determining the training methodology and design of the course

curriculum. In the initial phases of basic courses, the method of

teaching is pedagogical, keeping in view the low level of fresh

entrants. Thereafter, the lectures are supplemented by

demonstrations, role plays, simulations, case studies, practical

exercises and field visits. After the trainees acquire the basic

knowledge in the area of functioning of CBI, they are sent for

practical training in the field. After their return from the field for

second phase of training, emphasis is laid on individual and group

exercises, projects, group discussions, syndicate studies and

presentations, analysis of case studies, etc. Class room lectures are

limited to the minimum extent possible at this stage.

4.12.1 The Outdoor training is an essential course input. The level of

intensity and complexity of outdoor inputs is constantly increased as

the training progresses.

4.12.2 The methodology for the training of supervisory level officers is

mostly through workshops, seminars, syndicate studies, analysis of

case studies, presentations and experience sharing.

4.12.3 For the investigating officers and the law officers, the training

methodologies adopted are lectures, demonstrations, field visits,

Group and Individual exercises, group discussions, analysis of case

studies, syndicate studies and presentations.

4.12.4 For the ministerial and lower subordinate staff the training

methodology is mostly through lecture, demonstrations, field visits,

practical exercises, simulations and role play.

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4.13 Training Research and Development Cell

Training research is one of the core training activities. Assessing the

training needs of all ranks in CBI with the active association of field officers,

preparation and revision of course designs, preparation and distribution of

reading material, analysis of feed back and post training impact evaluation

etc. are some of the activities performed by this Cell. Branch SsP are

expected to provide active support for performing the tasks by the Training

Research and Development Cell by providing it with the required data. The

inputs from the Training Research & Development Cell forms the main basis

for determining the training methodology.

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5. SERVICE RECORDS 5.1 Service book is a record of every event occurring in the official

life of a government servant. It has to be maintained for every

government servant holding a permanent or a temporary post

except for those who are not likely to be in service for more than

one year or those holding non pensionable service (SRs 196 and

197).

5.2 Service book in form MSO(T)-27 (Revised) must be opened for

all government servants from the date of entry into service and is

to be maintained till he ceases to be in service. Service book also

contains certain entries about events prior to entry into the

service. Entries at this stage are to be recorded very carefully after

consulting the original certificates. Once the service book is

opened and the entries at the initial stage recorded, other entries

also have to be recorded as and when the events take place.

Entries regarding confirmation, suspension, reduction in rank,

withholding of increments, recovery of loss, leave without pay,

service break, award of President Police Medal/Indian Police Medal

etc., should be made in red ink. Service book must be kept in safe

custody.

5.3 All the entries made in the service book should be duly

attested. There should not be erasing or overwriting in the service

book. Corrections, if any, should be neatly done and properly

attested. The Head of Offices are permitted to delegate powers to

subordinate Gazetted officers under them, to attest entries in the

service books except their own service book for which the Head of

Offices are responsible (SR-199).

5.4 In CBI, different posts are filled by deputation as well as direct

recruitment/promotion etc. In so far as the deputationists are

concerned, service books in prescribed format of the parent

department are transferred to CBI and entries with regard to the

events during the tenure of their deputation are to be recorded by

the concerned office at the appropriate place/part/column.

5.5 To eliminate delay in payment of pension, it shall be the

responsibility of the officer maintaining the service book to make

annual verification and also complete and certify the service book

in respect of previous service in the twenty fifth year of service or 5

years before retirement, whichever is less. The orders of the

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competent authority, where required on the nature of service (e.g.

period of leave, break in service etc.) should be obtained and

recorded in the service book. Unless otherwise shown in the

service book, it will be presumed that orders of the competent

authority have been obtained and period of extraordinary leave,

period of preceding breaks in service will be counted for pension.

If any lapse or omission in observing this procedure results in

overpayment, suitable disciplinary action will be taken against the

authorities concerned. (Rule 32 of CCS (Pension) Rules).

5.6 Maintenance of Service Book

5.6.1 5.6.1 Service Book contains two volumes:-

Vol.I has four parts and Appendix containing leave account.

Part-I: Contains bio data and photograph.

Part-II: Deals with certificates and attestation.

Part-III: Records previous qualifying service and foreign service.

Part-IV: Deals with the history and verification of service.

Vol.II contains all the service documents which are to be certified and

attested in Part-II of Vol.I.

5.6.2 Following entries / certificates are to be recorded in the service

book at the time of first appointment and attested by the Head of Office

or any other officer duly authorised.

(i) Employee has been medically examined and found fit.

(ii) His/her character and antecedents have been verified.

(iii) He/she has furnished declaration of his/her not having

contracted bigamous marriage.

(iv) He/she has taken the oath of allegiance/affirmation to the

Constitution.

(v) He/she has furnished the declaration of home town which has

been accepted.

(vi) The correctness of the entries against the following items of

Part-I. Bio-data has been verified from original certificates

furnished as valid documentary evidence for the respective

purpose.

- Whether a member of SC/ST.

- Date of birth by Christian era and wherever possible also

in Saka era (both in words and figures).

- Educational qualifications.

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(vii) Professional and technical qualification not covered by

above11[1].

- He/she has filed nominations for GPF and related

entries have been furnished to the Account Office on

various dates.

- He/she has furnished details of the family

members.

- He/she has filed nominations for Death/Retirement

Gratuity.

5.6.3 Events requiring entries in the Service Book12[2]:

(i) Entries at the time of initial appointment.

(ii) Occurrence of events involving a change in the post, station,

office, scale of pay, nature of appointment, promotion,

reversion, deputation, transfer on foreign service, increment,

leave suspension and other forms of interruption in service.

(iii) Events like stoppage of increment.

(iv) Grant of personal pay for adopting family planning norms.

(v) Grant of special leave/Paternity leave.

(vi) Membership of CBI Benevolent Fund.

(vii) Facts of availing LTC either by Government servant or member

of his family.

(viii) Grant of encashment of leave during service.

(ix) Allotment of GPF account number.

(x) Deputation/repatriation/absorption.

(xi) Confirmation at the initial grade.

5.6.4 Documents to be placed in Volume - II of the Service Book13[3]:

(i) Relaxation of age, educational qualification (authenticated/

attested copy).

(ii) Report regarding verification of character and antecedents

(original).

(iii) Medical certificate of fitness (original).

(iv) Declaration of marital status (original).

(v) Acceptance of Home Town declaration (signed/attested copy).

(vi) Oath/affirmation of allegiance.

(vii) Nomination for PF, DCRG, CGEGIS, Benevolent Fund.

(viii) Details of Family (Signed/attested copy).

(ix) Order regarding change of date of birth (authenticated/

attested).

(x) Change of name (original).

11[1]Also see G.I., MF, O.M. No. 3(2).E IV(A), dtd. 14.03.76 12[2]Also see G.O.I., MF, O.M. No. 3(v)-E IV(A), dtd. 11.03.76 13[3]Also see G.I., DP&AR, O.M. No. 28034/35/76-Estt.(A) dtd. 19.01.1977

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(xi) Change in home town / permanent home address (once in

service life).

(xii) Attested copies of certificates of age and education

qualification.

(xiii) Condonation of break in service.

(xiv) Collateral evidence in respect of first service.

5.6.5 Leave Account

A leave account shall be maintained in the prescribed form for

each government servant and must be kept with the service book with

up to date account (Rule 15 of CCS(Leave) Rules, 1972).

5.6.6 Annual Verification of Service

At a fixed time, immediately after financial year is over, the

service book shall be taken up for verification by the Head of Office,

Annual Verification entry has to be recorded very carefully after

consulting the Pay Bill Register. When the government servant is

transferred from one office to another, the Head of the Office under

whom he was originally posted/worked should record the verification

of service in respect of the whole period or a month/date upto which

pay and allowance of a government servant were drawn inter alia upto

the period for which the government servant was paid in his office

(GFR-81).

5.7 CGEGI Scheme - Form No. 13 to be pasted in the Service Book

5.7.1 Every year in the month of January the Head of Office will

record a certificate in column 7 in the following form:

“Subscription @ Rs. _______ appropriate to group _____ of the

scheme recovered from Pay & Allowances for the period from January

____ to Dec. _____.”

5.7.2 All other events in the nature of promotion, transfers on

deputation / foreign service, absorption in PSU/Autonomous bodies,

retirement etc. occurring during the service career of the member of

the scheme shall also be recorded in the appropriate column No. 6 of

the form duly attested [GI (8) - SR 199].

5.8 Inspection of Service Book

Every Head of Office has to initiate action to show the service

book to the government servant concerned every year and to obtain

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his signature there in token of their having inspected / seen the

Service Book (SR 202).

5.9 Supply of copies of Service Book

Government servant who asks for a certified copy of the service

book on quitting service on retirement, discharge or resignation may

be supplied with the same on payment of Rs. 5/- as copying fee.

5.10 Alteration in Date of Birth14[4]

An alteration of date of birth of a government servant can be

made, with the sanction of the Ministry or Department concerned of

the Central Government under which the government servant is

serving, if :

(i) The request for alteration of the date of birth is made

within a period of 5 years of his entry into government

service.

(ii) It is clearly established that a bonafide clerical mistake

has occurred and should be rectified.

(iii) The date of birth so altered would not make him

ineligible to appear in any School or University or UPSC

examination in which he had appeared at such

examination or on the date on which he entered the

government service.

5.10.1 Belated Claims for Alteration in date of birth to be

rejected:

The Government policy regarding rejection of belated claim for

alteration in date of birth has been reinforced by the observations

made by the Supreme Court in the judgement in Civil Appeal No. 502

of 1993 (Union of India vs. Harnam Singh). This position has to be

kept in view while considering any request from a government servant

for alteration in his date of birth. In other words, it will not be

appropriate to consider any request for alteration in date of birth if

the conditions stipulated in Note below FR 56 are not strictly fulfilled.

14[4]Also see FR 56 - Note 6

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5.11 Nominations

Nominations under different rules are required to be obtained

on prescribed forms. It has to be ensured that the nominations are

not only filled in properly and signed by government servant concerned

but are authenticated / accepted by the officer so authorised for the

purpose. In order to ensure that nominations of the concerned

employee have been obtained, a list may be maintained in the following

format and can be kept in the Service Book for periodical checking.

Sr. No.

Name & Design.

Date of posting in the office

Valid nomination / declaration

GPF DCRG CGEGIS Ben-evolent Fund

Home Town

Details of Family

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6. CONFIRMATION 6.1 As per the present instructions of the government, confirmation

will be made only once in the service of an official which will be in

the entry grade. However, if a government servant is appointed to

another post by direct recruitment either in the same department

or a different department, it will be necessary to consider him for

confirmation in the new post in which he has been appointed by

direct recruitment irrespective of the fact that the officer was

holding the earlier post on a substantive basis.

6.2 A person appointed against a permanent post as a direct

recruit with definite conditions of probation is to be confirmed in

the grade with effect from the date on which he successfully

completes the period of probation. The decision whether he

should be confirmed or his probation extended should be taken

soon after the expiry of the initial probationary period, i.e.

ordinarily within 6 to 8 weeks and communicated to the employee

together with the reasons in the case of extension.

6.3 Both confirmation and denial of confirmation involve

assessment of the work done by the officer concerned and such

assessment can best be done by the DPC. Before confirming a

person, integrity clearance should always be obtained from the

vigilance unit of the Ministry/Department concerned. In the case

of confirmation, the DPC should not determine the relative merit

of officers but it should assess the officers as ‘Fit’ or ‘Not yet fit’ for

confirmation in their turn on the basis of their performance in the

post as assessed with reference to their service record.

6.4 The Union Public Service Commission need not be associated

with a Departmental Promotion Committee constituted for

considering the cases of confirmation of officers. The proceedings

of the DPC which considered the confirmation of Group ‘A’ officers,

should, however, be sent to the Commission for their approval.

While doing so, the cases of officers not considered fit for

confirmation along with their records should be specifically

referred to the Commission for their approval.

6.5 As regards consideration of cases for confirmation of officers

under suspension or in respect of whom disciplinary/criminal

cases are pending the same procedure, which is followed by the

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DPC in respect of promotion of government servants under cloud,

should be followed.

6.6 If the Recruitment Rules do not prescribe any probation on

promotion post, an officer promoted on regular basis will have all

the benefits that a person confirmed in that grade would have.

Where probation is prescribed, the appointing authority will on

completion of the prescribed period of probation assess the work

and conduct of the officer himself and in case the conclusion is

that the officer is fit to hold the higher grade, he will pass an order

declaring that the person concerned has successfully completed

the probation. If the appointing authority considers that the work

of the officer has not been satisfactory or needs to be watched for

some more time, he may revert him to the post or grade from

which he was promoted, or extend the period of probation, as the

case may be.

6.7 Passing of typewriting test for persons appointed as LDC by

promotion from Group ‘D’ or by direct recruitment through SSC or

otherwise or by other methods including appointment on

compassionate grounds etc. is compulsory for confirmation unless

they are exempted from passing the typewriting test. They would

be eligible for regularisation/confirmation in LDC grade from a

date not earlier than the date of exemption or the date of the test

at which they passed the typing test, as the case may be.

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7. SENIORITY 7.1 Fixation of Seniority on Appointment and Promotion is a very

important function of the Establishment Section. Correct seniority

fixation facilitates smooth functioning of the organization and avoids

unnecessary litigation.

7.2 Seniority to be determined by the order of merit indicated

at the time of initial appointment

7.2.1 The seniority of government servants is determined in

accordance with the general principles of seniority contained in

M.H.A. O.M. No.9/11/55-RPS, dated the 22nd December, 1959 as

amended from time to time. One of the basic principles enunciated in

the said OM is that, seniority follows confirmation and consequently

permanent officers in each grade shall rank senior to those who are

officiating in that grade.

7.2.2 This principle came under judicial scrutiny in a number of

cases in the past. In one of the important judgments delivered by the

Apex Court on 2.5.1990, in the case of Class II Direct Recruits

Engineering Officers' Association Vs. State of Maharashtra, the Court

held that once an incumbent is appointed to a post according to a

rule, seniority has to be counted from the date of his appointment and

not according to the date of confirmation.

7.2.3 Accordingly, in modification of the 1959 OM the seniority of a

person regularly appointed to a post is now determined by the order of

merit indicated at the time of initial appointment and is not based on

the date of confirmation.

7.3 Seniority of Direct Recruits and Promotees

7.3.1 The relative seniority of all direct recruits is determined by the

order of merit in which they are selected for such appointment on the

recommendations of the UPSC or other selecting authority. Persons

appointed as a result of an earlier selection will be senior to those

appointed as a result of a subsequent selection.

7.3.2 Where promotions are made on the basis of selection by a DPC,

the seniority of such promotees shall be in the order in which they are

recommended for such promotion by the Committee. Where

promotions are made on the basis of seniority, subject to the rejection

of the unfit, the seniority of persons considered fit for promotion at the

same time shall be the same as the relative seniority in the lower grade

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from which they are promoted. Where, however, a person is

considered unfit for promotion and is superseded by a junior, such

persons shall not, if he is subsequently found suitable and promoted,

take seniority in the higher grade over the junior persons who had

superseded him.

7.3.3 Where persons recruited or promoted initially on a temporary

basis are confirmed subsequently in an order different from the order

of merit indicated at the time of their appointment, seniority would be

determined by the order of merit indicated at the time of initial

appointment and not according to the date of confirmation.

7.3.4 The relative seniority of direct recruits and of promotees shall

be determined according to the rotation of vacancies between direct

recruits and promotees which shall be based on the quota of vacancies

reserved for direct recruitment and promotion respectively in the

Recruitment Rules.

7.3.5 If adequate number of direct recruits do not become available

in any particular year, rotation of quotas for the purpose of

determining seniority would take place only to the extent of the

available direct recruits and the promotees.

7.4 Seniority of Absorbees

7.4.1 The relative seniority of persons appointed by absorption to a

Central service from the subordinate office of the Central Government

or other departments of the Central or a State Government will

normally be counted from the date of absorption. If he has, however,

been holding already (on the date of absorption) the same or

equivalent grade on regular basis in his parent department, such

regular service in the grade shall also be taken into account in fixing

his seniority, subject to the condition that he will be given seniority

from the date he has been holding the post on deputation or the date

from which he has been appointed on a regular basis to the same or

equivalent grade in his parent department whichever is earlier.

7.4.2 Where such absorption is effected against specific quotas

prescribed in the Recruitment Rules, the relative seniority of such

absorbees vis-a-vis direct recruits or promotees shall be determined

according to the rotation of vacancies which shall be based on the

quotas reserved for absorption, direct recruitment and promotion

respectively in the Recruitment Rules.

7.4.3 Where a person is appointed by absorption in accordance with

the provisions in the Recruitment Rules providing for such absorption

in the event of non-availability of suitable candidate by direct

recruitment or promotion, such absorbee shall be grouped with direct

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recruits or promotees, as the case may be. He shall be ranked below

all direct recruits or promotees, as the case may be, selected on the

same occasion.

7.4.4 In case the dates of absorption of two or more persons, selected

from different sources on the same occasion are the same and the

seniority is given from the date of absorption, then their inter-se

seniority will be determined in accordance with their inter-se order of

merit15[1].

7.5 Seniority in Special Types of Cases

7.5.1 Fixation of seniority of a government servant reverted to a

lower post/grade/service as a measure of penalty and

subsequently promoted to a higher post

In cases where a government servant is reduced to a lower

service, grade or post, or to a lower time-scale, the order imposing the

penalty of reduction to a lower service, grade or post or to a lower

time-scale may or may not specify the period of reduction. Where the

order does not specify the period of reduction and there is coupled

with it an order declaring the government servant permanently unfit

for promotion, the question of re-promotion will, obviously, not arise.

In other cases where the period of reduction is not specified, the

government servant should be deemed to be reduced for an indefinite

period, i.e., such date as, on the basis of his performance subsequent

to the order of reduction, he may be considered fit for promotion. On

re-promotion the seniority of such a government servant should be

determined by the date of promotion. In all such cases, the person

loses his original seniority in the higher service, grade or post in

entirety. On re-promotion, the seniority of such a government servant

should be determined by the date of re-promotion irrespective of the

service rendered by him in such service, grade or post prior to his

reduction.

7.5.2 The more common course is to specify the period of reduction

and except when it is intended to debar a government servant from

promotion permanently, it is the preferable course. An order imposing

the penalty or reduction to a lower service, grade or post or to a lower

time scale should invariably specify:

(i) the period of reduction, unless the clear intention is that the

reduction should be permanent or for an indefinite period.

15[1] See judgment dated 14.12.1999 of Apex court in case of Sh.Rooplal & others vs. Lt.Governor of Delhi and also DP&T OM No.20011/1/2000-Estt.(D) dated 27.03.2001

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(ii) whether on such re-promotion, the government servant will

regain his original seniority in the higher service, grade or post or

higher time-scale which had been assigned to him prior to the

imposition of the penalty.

7.5.3 In cases where the reduction is for a specified period and is not

to operate to postpone future increments, the seniority of the

government servant may, unless the terms of the order of

punishment, provide otherwise, be fixed in the higher service, grade

or post or the higher time-scale at what it would have been but for his

reduction.

7.5.4 Where the reduction is for a specified period and is to operate

to postpone future increments, the seniority of the government

servant on re-promotion may, unless the terms of the order of

punishment provide otherwise, be fixed by giving credit for the period

of service rendered by him in the higher service, grade or post or

higher time-scale.

7.6 Fixation of inter-se seniority of the staff rendered surplus

and re-deployed on different occasions but in the same

office

7.6.1 When an employee is declared surplus in a particular grade in

an office and is re-deployed in a grade in another office, he is not

allowed to count his service in his previous office towards seniority in

the office where he is re-deployed16[2]. Such employees are to be

treated as fresh entrants in the matter of their seniority, promotion

etc.

7.6.2 When two or more surplus employees of a particular grade in

an office are selected on different dates for absorption in a grade in

another office, their inter se seniority in the latter office will be same

as in their previous office provided that-

(i) (i) No direct recruit has been selected for

appointment to that grade in between these dates; and

(ii) (ii) If there are no fixed quotas for direct recruitment

and promotion to the grade in question in the new office

and no promotee has been approved for appointment to

that grade in between these dates.

7.6.3 When two or more surplus employees of a particular grade in

an office are simultaneously selected for re-deployment in another

office in a grade, their inter-se seniority in the particular grade, on

16[2]MHA OM No. 9/11/55-RPS, dated the 22nd December, 1959.

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deployment in the latter office, would be the same as it was in their

previous office.

7.6.4 The above orders would not be applicable in respect of

personnel who are appointed on the recommendations of the UPSC to

posts/services, to which recruitment is made through the

Commission. Seniority of surplus officers appointed on the

recommendations of the Commission will be decided on merits in

consultation with the Commission17[3].

7.7 No loss of seniority of promoted SC/ST employees by

virtue of rule of reservation/roster

7.7.1 The seniority of a person appointed to a post is determined

according to the general Principle 5 (i) contained in MHA O.M.

No.9/11/55-RPS dated 22.12.1959 and Para 2.2 in DoP&T O.M.

No.22011/7/86-Estt. (D) dated 3.7.1986 read with DP&T, O.M.

No.20011/5/90-Estt. (D) dated 4.11.1992. Seniority of such persons

is determined by the order of merit indicated at the time of initial

appointment and seniority of persons promoted to various grades is

determined in the order of selection for such promotion. Thus, as per

the aforementioned instructions, persons appointed through an

earlier selection would en bloc be senior to those promoted through

subsequent selection.

7.7.2. This position was reviewed subsequent to the judgment of the

Supreme Court, dated 10.10.1995 in the case of Union of India v.

Virpal Singh Chauhan, etc. [JT 1995 (7) SC 231] and it was decided

vide DP&T, O.M. No.20011/1/96-Estt.(D), dated 30.1.1997, to modify

the then existing policy by addition of the proviso to general Principle

5 (i) contained in MHA (now DP&T), O.M. No.9/11/55-RPS, dated

22.12.1959 and Para 2.2 in DP&T, O.M. No.22011/7/86-Estt.(D),

dated 3.7.1986, which stipulated that if a candidate belonging to the

Scheduled Caste or the Scheduled Tribe is promoted to an immediate

higher post/grade against a reserved vacancy earlier than his senior

general/OBC candidate who is promoted later to the said immediate

higher post/grade, the general/OBC candidate will regain his

seniority over such earlier promoted candidate of the Scheduled Caste

and the Scheduled Tribe in the immediate higher post/grade.

7.7.3. The Government have now decided to negate the effects of the

DoP&T, O.M., dated the 30th January, 1997 by amending Article

16(4-A) of the Constitution right from the date of its inclusion in the

Constitution, i.e., 17th June, 1995, with a view to allow the

government servants belonging to SCs/STs to retain the seniority in

the case of promotion by virtue of rule of reservation. In other words,

17[3]Also see G.O.I., M.H.A. O.M. Nos. 10/1/63-Estt(D), dated the 30 November, 1963 and 9/22/68-Estt.(D), dated the 6th February, 1969.

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the candidates belonging to general/OBC category promoted later will

be placed junior to the SC/ST government servants promoted earlier

even though by virtue of the rule of reservation.

7.7.4. Therefore, in pursuance of the aforementioned Constitution

(Eighty-Fifth) Amendment Act, 2001, it has been decided as follows:

i. (a) SC/ST government servants shall, on their promotion by

virtue of rule of reservation/roster, be entitled to consequential

seniority also; and

(b) the above decision shall be effective from 17th June, 1995.

ii. The instructions contained in DoP&T, O.M. No.20011/1/96-

Estt.(D), dated 30.1.1997 as well as the clarifications contained in

DoP&T, O.M. No.20011/2/97-Estt.(D), dated 21.3.1997 shall stand

withdrawn with effect from 30.1.1997 itself.

iii. Seniority of government servants determined in the light of

O.M., dated 30.1.1997 shall be revised as if that OM was never

issued.

iv. (a) On the basis of the revised seniority, consequential benefits

like promotion, pay, pension, etc., should be allowed to the concerned

SC/ST Government servants (but without arrears by applying

principle of ‘no work no pay’)

(b) For this purpose, senior SC/ST government servant may be

granted promotion with effect from the date of promotion of

their immediate junior General/OBC government servant.

(c) Such promotion of SC/ST government servant may be

ordered with the approval of Appointing Authority of the post to

which the government servant is to be promoted at each level

after following normal procedure of DPC (including consultation

with UPSC).

v. Except seniority, other consequential benefits like promotion,

pay, etc., (including retiral benefits in respect of those who have

already retired) allowed to general/OBC government servant by virtue

of implementation of O.M. dated 30.1.1997 and/or in pursuance of

the directions of CAT/Court should be protected as personal to

them18[4].

18[4]G.I., Dept. of Per. & Trg., O.M. No.20011/1/2001-Estt.(D), dated the 21st January, 2002.

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8. ANNUAL CONFIDENTIAL REPORTS 8.1 The Annual Confidential Reports of the government servants

are written with a view to adjudge their performance every year in

the areas of their work, conduct, character and capabilities.

8.2 The system of writing confidential reports has two main

objectives. First and foremost is to improve performance of the

subordinates in their present job. The second is to assess their

potentialities and to prepare them for the jobs suitable to their

personality. The columns of ACRs are, therefore, to be filled up by

the Reporting, Reviewing and Accepting authorities in an objective

and impartial manner.

8.3 Timely Completion of Confidential Reports.

8.3.1 The delay in writing of the confidential reports delays holding

of DPCs for promotion & confirmation, awards of PPM/PM,

forwarding of applications for higher posts etc. which cause undue

hardship to the employees whose cases are due for consideration.

The confidential reports should, therefore, be written strictly in

accordance with the following prescribed time schedule.

Initiation of ACRs

Nature of Action Date by which action is to be completed in

respect of CRs to be written on the basis of

Calendar year Financial Year

Distribution of Blank ACR

forms to all concerned

31st Dec. 31st March

Submission of self-appraisal to

Reporting Officer

15th Jan. 15th April

Submission of report by Reporting Officer to Reviewing Officer

Where self-appraisal by

reported officer is prescribed

6th Feb. 7th May

Where self -appraisal by

reported officer is not

prescribed.

21st Jan.

21st April

Where officer reported upon is

himself a reporting officer for

subordinates under him

21st Feb. 22nd May

Report to be completed by the Reviewing Officer and send to the CR

of 50

Sec./Cell Accepting Authority.

Where due date for Reporting

Officer is 6th Feb. (Calendar

year CRs) and 7th May

(Financial year CRs)

22nd Feb. 23rd May


Officer is 21 st Jan (Calendar

year CRs) and 21st April


6th Feb. 7th May


Officer is 21st Feb. (Calendar

year CRs) and 22nd May


8th March 5th June

8.3.2 Reporting officer should not wait till the expiry of the time-limit

as per the time schedule for submission of self-appraisal of the

officer to be reported upon and should remind the officer to be

reported upon in writing, asking him to submit the self-appraisal by

the stipulated date. If the officer to be reported upon fails to submit

the self-appraisal by the stipulated date, the reporting officer should

obtain another blank CR form and proceed to write the report on

the basis of his experience of the work and conduct of the officer

reported upon. While doing so, he should also point out the failure

of the officer reported upon to submit his self-appraisal within the

stipulated time which should be viewed adversely.

8.4 Eligibility to write a Confidential Report

(i) The reporting/reviewing authority can write/review the

confidential report of an officer if it has at least an experience of

three months of work and conduct of the officer reported upon. The

officer reported upon need not submit his self-appraisal if the period

of observation of his work and conduct by the reporting

officer/reviewing authority is less than three months.

(ii) The period during which the officer reported upon

remains on Earned Leave/Commuted Leave, should be deducted for

calculating the required period of 3 months for writing of CR,

because the work and conduct of the officer is actually not

supervised during the leave period.19[1]

(iii) If the period of observation happens to be less than

three months, this fact only need to be indicated in the report or a

19[1]DOPT ID No. 245/58/2001-AVD.II dated 21.8.2001

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non-initiation certificate in this regard may be prepared and placed

in the CR dossier.

8.5 Mention of warning/reprimands

There may be an occasion when a superior officer may find it

necessary to criticize adversely the work of an officer working under

him or he may call for an explanation for some act of omission or

commission and taking all the circumstances into consideration, it

may be felt that while the matter is not serious enough to justify the

imposition of the formal punishment of censure, it calls for some

formal action such as communication of a written

warning/displeasure/reprimand. Where such a

warning/displeasure/reprimand is issued, it should be placed in the

personal file of the officer concerned. At the end of the period of

report, the reporting officer, while writing the confidential report of

the officer, may decide not to make a reference in the confidential

report to the warning/ displeasure/reprimand, if, in the opinion of

that authority, the performance of the officer reported on after the

issue of the warning/displeasure/reprimand has improved and has

been found satisfactory. If, however, the reporting authority comes

to the conclusion that despite such

warning/displeasure/reprimand, the performance of the officer

reported upon has not improved, in that case, copy/copies of the

warning/displeasure/reprimand should be placed in the CR dossier

as an annexure to the confidential report for the relevant period. The

adverse remark should also be conveyed to the officer and his

representation, if any against the same, be disposed of, in

accordance with the instructions issued by the government from

time to time.

8.6 Filling up column relating to integrity

Supervisory officers should maintain a confidential diary in

which instances which create suspicion about the integrity of a

subordinate should be noted from time to time and action to verify

the truth of such suspicions should be taken expeditiously by

making confidential enquiries departmentally. At the time of

recording the annual confidential report, action should be taken in

accordance with the following:

(i) The column pertaining to integrity in the ACR should be

left blank and a separate secret note about the doubts and

suspicions regarding the officer’s integrity should be recorded

simultaneously and followed up.

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(ii) A copy of the secret note should be sent together with

the ACR to the next superior officer who would ensure that the

follow-up action is expedited.

(iii) If, as a result of the follow-up action, an officer is

exonerated, his integrity should be certified and an entry made in

the ACR. If suspicions regarding his integrity are confirmed, this fact

can also be recorded and duly communicated to the officer

concerned.

(iv) There are occasions when a reporting officer cannot in

fairness to himself and to the officer reported upon, either certify

integrity or make an adverse entry, or even be in possession of any

information which would enable him to make a secret report to the

head of the department. Such instances can occur when an officer is

serving in a remote station and the reporting officer has not had

occasion to watch his work closely or when an officer has worked

under the reporting officer only for a brief period or has been on long

leave, etc. In all such cases, the reporting officer should make an

entry in the integrity column to the effect that he has not watched

the officer's work for sufficient time to be able to make any definite

remark or that he has heard nothing against the officer's integrity,

as the case may be. But, it is necessary that a superior officer

should make every effort to form a definite judgement about the

integrity of those working under him, as early as possible, so that

he may be able to make a positive statement.

(v) There may be cases in which after a secret report / note

has been recorded expressing suspicion about an officer's integrity,

the enquiries that follow do not disclose sufficient material to

remove the suspicion or to confirm it. In such a case, the officer's

conduct should be watched for a further period, and in the

meantime, he should, as far as practicable, be kept away from

positions in which there are opportunities for indulging in corrupt

practices.

8.6.1 Specific mention should be made in the confidential reports of

officers working in or holding charge of Top Secret / Secret Sections

about their trustworthiness especially in matters affecting

departmental security.

8.7 Recording of Adverse Remarks in the Confidential Report

No employee should be adversely affected by prejudicial reports

recorded without fullest consideration. At the same time, none

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should be rewarded by excessively flattering reports which are not

based on facts. With a view to enabling the Reporting Officers to

make correct overall assessment of the work and conduct of their

subordinates, the reporting officers are required to maintain

memorandum of services in respect of each officer employed under

them. All instances of good and bad work coming to the notice of

the reporting officers should be promptly noted in the memo of

services. The entries in the memo of services should be based on

facts and documentary evidence. With a view to checking up

possibilities of prejudicial reports or excessively flattering reports,

the following procedure is prescribed:

a) The memo of services should invariably be consulted at the

time of writing the annual report though the report itself

should necessarily be based on the employee's performance

during the year as a whole.

b) Where an adverse remark is recorded in respect of an official

having consistently good record, some details regarding the

same should invariably be given.

c) The report should give a clear opinion on the main points like

character, integrity, industry etc.

d) There should be no hesitation on the part of the reporting

officers to record adverse remarks in justified cases.

e) Reporting Officers should not be in a hurry to write all the

reports on one day.

8.8 Communication of Adverse Remarks in the Confidential Report

(i) All adverse entries in the confidential report, both on

performance as well as on basic qualities and potential should be

communicated along with a mention of good points within a month

of their being recorded. This communication should be in writing

and a record to that effect should be kept in the CR Dossier of the

officer reported upon. Only such of the adverse entries as are

accepted by the countersigning authority, if any, need be

communicated.

(ii) “Average” may not be taken as adverse remark in respect

of an officer, at the same time, it cannot be regarded as

complimentary to the officer, as “Average” performance should be

regarded as routine and undistinguished.

of 54

(iii) Adverse remarks should be communicated by the

reviewing officer or by the reporting officer in case there is no

reviewing officer.

(iv) Remarks about physical defects noted in the CR need

not be communicated.

(v) The grading of officers on the basis of the general

remarks in the report should not be communicated, even if it is

adverse.

(vi) Care should be taken to ensure that the remarks are

communicated in such a form that the identity of the officer making

particular remarks is not disclosed.

8.9 Representation against adverse remarks

(i) Only one representation against adverse remarks

(including reference to ‘warning’ or communication of displeasure of

the government or ‘reprimand’ which are recorded in the

confidential report of the government servant) should be allowed

within one month of their communication. While communicating

the adverse remarks, the time limit should be brought to the notice

of the officer reported upon. However, the competent authority

may, in its discretion, entertain a representation made beyond this

time if there is satisfactory explanation for the delay.

(ii) Authority deciding the representation against the

adverse remarks should be the authority superior to Accepting /

Countersigning authority.

(iii) All representations against 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. But this does not mean that if it is not done within

this period, the adverse remarks get expunged automatically. The

only provision is that when a representation has been submitted

within the prescribed time-limit, no note will be taken on the

adverse remarks during the period of pendency of the

representation. The aggrieved employee may, however, approach

the higher authorities for redressal of his grievance in this regard, if

any.

8.10 Expunging of adverse remarks

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In the circumstances, where on consideration of a

representation against adverse remarks, the competent authority

comes to the conclusion that the remarks deserve to be expunged, it

should see whether totally expunging of the remarks will leave the

relevant column(s) blank, and if it finds the position to be so, it

should order modification of the relevant remarks in a suitable

manner so that column(s) in question does/do not remain blank.

8.11 Reporting / Reviewing of ACRs after retirement

DOP & T OM No.21011/1/77-Estt dated 30.1.78 provides that

where a reporting officer retires or otherwise demits office, he may

be allowed to give the report on his subordinates within one month

of his retirement or demission of office. This provision has been

further extended vide DOP&T OM No. 21011/1/93-Estt.(A) dated

14.1.1993 to the reviewing officer also to enable him to review ACRs

of his subordinates within one month after his retirement or

demission of office.

8.12 Writing of reports by officers under suspension

No officer under suspension should be allowed to write / review

the ACRs of his subordinates if during the major part of writing /

reviewing he is under suspension as he might not have full

opportunity to supervise the work of his subordinates.

8.13 Writing of ACRs of officers on deputation

Central Government officers who are deputed to other

Department / State Government or are on foreign service, the

confidential rolls should be maintained by their parent department

and periodicity of such confidential reports should be the same as

in the parent department. It will be the responsibility of the parent

department to obtain the reports of their officers on deputation and

maintain them.

8.14 Writing of ACRs of officers on deputation in CBI

8.14.1 Confidential Report in respect of deputationist officers in CBI

should invariably be prepared in duplicate so that one copy of the

ACR may be sent to the parent department of the officer reported

upon. In such ACR, complete address of State/Department from

which the officer has come on deputation should also be given

invariably in the relevant column of the confidential report so that

one copy of the report could be sent to his parent department.

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8.14.2 DOP&T vide UO NO. 245/24/96-AVD.II dated 4.4.96 has

clarified that Confidential Reports of officers on deputation to CBI

from State Police Forces/CPOs/Other departments other than AIS

officers, should be recorded in the ACR format prescribed for posts

in CBI. Confidential Reports of AIS officers will continue to be

recorded in the ACR proforma prescribed in their service.

8.15 Retention/Custody of CR Dossiers of retired government

servant whose cases are pending in Courts and UPSC

The ACRs of the officers who have retired will be preserved /

kept in safe custody till the time for filing of an appeal, has lapsed or

till a final decision in the appeal, filed by an officer in the Court, has

been taken or the promotion case of the officer is pending with

UPSC20[2].

8.16 Initiation of Confidential Reports by D.Is.G (Incharge ) in

CBI

8.16.1 Policy Division in its circular No. 2/CRs/JD(P)/CBI/94/2135

dated 14.11.1994 has pointed out that in some of the regions, where

the charge of DIG has been entrusted to the senior most SsP, the

Confidential Reports of Superintendent of Police of that Region are

being initiated by the DIsG incharge and as per Rules for initiation

of Confidential Rules, it is improper. In such cases where CR is to

be initiated by the DIG and where there is no regular DIG, the CRs

should be initiated by the next superior authority i.e. Reviewing

Authority.

8.16.2 Similar analogy may also be applied in respect of initiation of

Confidential Reports by Superintendent of Police (Incharge).

8.16.3 For detailed instructions on the subject, the reporting/

reviewing/accepting authorities may refer to instructions issued by

the Government and CBI from time to time.

20[2]OM No.21011/6/2001-Estt(A) dated 14.5.2001

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9. PROMOTION 9.1 The regular promotions of the government employees are

generally decided on the basis of recommendations made by the

Departmental Promotion Committees. The Departmental Promotion

Committees are constituted to judge the suitability of officers for -

(a) promotions to “Selection” as well as "Non-selection" posts

(b) assessment of the work and conduct of probationers for the

purpose of determining their suitability for retention in service

or their discharge from it or extending their probation and

subsequent confirmation if found suitable for retention in

service.

9.2 The UPSC should be associated with DPCs in respect of all

Central Civil Services/posts belonging to Group 'A' where promotion is

based on the principles of “Selection cum Seniority” unless it has

been decided by the Government not to associate the UPSC with a

Group 'A' DPC. The UPSC need not be associated in respect of the

posts belonging to Group 'A', if the promotion is based not on the

principles of "Selection" but on “seniority-cum-fitness” only. Whenever

the UPSC is associated with a DPC, the Chairman or a Member of the

Commission will preside over the meeting of the DPC.

9.2.1 Where the Recruitment/Service Rules lay down promotion as

one of the methods of recruitment, some period of service in the feeder

grade is generally prescribed as one of the conditions of eligibility for

the purpose of promotion.

9.2.2 The eligibility dates for determining the eligibility of officers for

promotion would be the first day of the crucial year, i.e. January, 1

irrespective of whether ACRs are written financial year-wise or

calendar year-wise.

9.3 Zone of Consideration

In the normal zone of consideration, field of choice from the

eligible officers is to be kept as twice the number of vacancies + 4.

However, in case the vacancies are reserved for SC/ST also, then the

field of choice is to be extended upto 5 times of the number of

vacancies. This zone is called as an extended zone for consideration

for SC/ST. The normal zone and the extended zone for vacancies will

accordingly be as follows:-

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No. of

vacancies

Normal Zone Zone for

consideration

for SC/ST

1 5 5

2 8 10

3 10 15

4 12 20

5 and above Twice the

number

of vacancies

+ 4

5 times the

number of vacancies

9.4 Guidelines for DPCs

The following guidelines are laid down to regulate the

assessment of suitability of candidates by DPCs:

9.4.1 While merit has to be recognised and rewarded, advancement

in an officer's career should not be regarded as a matter of course, but

should be earned by dint of hard work, good conduct and result-

oriented performance as reflected in the annual confidential reports and

based on strict and rigorous selection process.

9.4.2 Confidential Reports are the basic inputs on the basis of which

assessment is to be made by each DPC. The evaluation of CRs should

be fair, just and non-discriminatory. Hence, the DPC should assess

the suitability of the employees for promotion on the basis of their

Service Records and with particular reference to the CRs for five

preceding years irrespective of the qualifying service prescribed in the

Service/Recruitment Rules. (If more than one CR has been written for

a particular year, all the CRs for the relevant years shall be considered

together as the CR for one year).

9.4.3 Where one or more CRs have not been written for any reason

during the relevant period, the DPC should consider the CRs of the

years preceding the period in question and if in any case even these are

not available, the DPC should take the CRs of the lower grade into

account to complete the number of CRs required to be considered as

per above para. If this is also not possible, all the available CRs should

be taken into account.

9.5 Principles to be observed for preparation of panel

9.5.1 In case of ‘selection’ (merit) promotion, the hitherto existing

distinction in the nomenclature (‘selected by merit’ and ‘selection-cum-

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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.

9.5.2. 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 of their inter-se seniority in

the feeder grade. Those officers who are graded ‘unfit’ (in terms of the

prescribed benchmark) by the DPC shall not be included in the select

panel. Thus, there shall be no supersession in promotion among those

who are graded ‘fit’ (in terms of the prescribed benchmark) by the

DPC21[1].

9.6 Procedure to be followed by DPC in respect of government

servants under cloud

9.6.1 At the time of consideration of the cases of government

servants for promotion, details of government servants in the

consideration zone for promotion falling under the following categories

should be specifically brought to the notice of the Departmental

Promotion Committee:

i. Government servants under suspension;

ii. Government servants in respect of whom a charge-sheet has

been issued and the disciplinary proceedings are pending; and

iii. Government servants in respect of whom prosecution for a

criminal charge is pending.

9.6.2 The DPC shall assess the suitability of the government servants

coming within the purview of the circumstances mentioned above

along with other eligible candidates without taking into consideration

the disciplinary case/criminal prosecution pending. The assessment

of the DPC, including “Unfit for Promotion”, will be kept in a sealed

cover.

9.6.3 The same procedure outlined in the above para will be followed

by the subsequent Departmental Promotion Committees convened till

the disciplinary case/criminal prosecution against the government

servant concerned is concluded.

21[1]Govt. of India OM No. 35034/7/97-Estt.(D) dated 08.02.2002.

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9.7 It has been decided that the “Sealed Cover Procedure”

prescribed in the Department of Personnel and Training, OM No.

22011/4/91-Estt.(A) dated 14.9.199222[2] referred to above may be

followed at the time of consideration for ad hoc promotion also in the

case of government servants -

(i) who are under suspension;

(ii) in respect of whom a charge-sheet has been issued and the

disciplinary proceedings are pending; and

(iii) in respect of whom prosecution for a criminal charge is

pending23[3].

9.8 Processing of recommendations of DPC

The recommendations of the DPC are advisory in nature and

should be duly approved by the appointing authority. A clearance

from the Vigilance Section of the Office/Department should also be

obtained before making actual promotion or confirmation of officer

approved by DPC to ensure that no disciplinary proceedings are

pending against the officer concerned. Promotion should be made

strictly in the order in which the names of the officers appear in the

panel.

9.9 Refusal of promotion

9.9.1 When a government employee does not want to accept an offer

of promotion, he may make a written request to that effect and the

same will be considered by the appointing authority. If the reasons

adduced for refusal of promotion are acceptable to the appointing

authority, the next person in the select list may be promoted.

However, since it may not be administratively possible or desirable to

offer appointment to the persons who initially refused promotion, on

every occasion on which a vacancy arises, during the period of validity

of the panel, no fresh offer of appointment on promotion shall be

made in such cases for a period of one year from the date of refusal of

first promotion or till a next vacancy arises, whichever is later. On the

eventual promotion to the higher grade, such government servant will

lose seniority vis-a-vis his juniors promoted to the higher grade earlier

irrespective of the fact whether the posts in question are filled by

selection or otherwise. The above mentioned policy will not apply

where ad hoc promotions against short-term vacancies are refused.

22[2]DP&T OM No. 22011/4/91-Estt.(A) dated 14.9.92. 23[3]Govt of India Pers. & Trg. OM No. 28036/2/98-Estt.(D) dated 23.2.99.

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9.9.2 In cases where the reasons adduced by the officer for his

refusal for promotion are not acceptable, the appointing authority

should enforce the promotion of the officer and in case the officer still

refuses to be promoted, then even disciplinary action can be taken

against him for refusing to obey the orders of the appointing

authority.

9.10 Validity of a panel

9.10.1 The panel for promotion drawn up by DPC for 'selection' posts

would normally be valid for one year. It should cease to be in force on

the expiry of a period of one year or when a fresh panel is prepared,

whichever is earlier.

9.10.2. The date of commencement of the validity of panel will be the

date on which the DPC meets. In case the DPC meets on more than

one day, the last date of the meeting would be the date of

commencement of the validity of the panel. In case the panel requires,

partially or wholly, the approval of the Commission, the date of

validity of panel would be the date (of Commission's letter)

communicating their approval to the panel. It is important to ensure

that the Commission's approval to the panel is obtained, where

necessary, with the least possible delay.

9.11 Assured Career Progression Scheme

The Assured Career Progression Scheme for Central

Government employees was introduced by the Government of India on

the recommendations of the Fifth Central Pay Commission to deal

with the problem of genuine stagnation and hardship faced by the

employees owing to lack of adequate promotional avenues. This

scheme is operational since 9th August, 1999, for group 'B', 'C' and

'D' employees only. Casual employees (including those holding

temporary status), ad-hoc & contract employees are not covered in

this scheme. The salient features of the scheme are:

(i) The ACP Scheme provides merely placement of

government servants in the higher pay scale upto Rs.14300-18300

without regular promotion. It would neither require creation of new

posts nor will it have relevancy to the seniority of the government

servants.

(ii) The first financial upgradation under the ACP Scheme is

allowed after 12 years of regular service followed by second

upgradation after 12 years of regular service from the date of the first

financial upgradation subject to fulfillment of prescribed conditions.

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Regular service will be counted from the grade in which an employee

was approved as direct recruit. If the first upgradation gets

postponed on account of the employee not found fit or due to

departmental proceedings, the second upgradtion would also get

deferred accordingly. In case two prior promotions on regular basis

have already been received by an employee, no benefit under the ACP

Scheme shall accrue to him. In case of an employee declared surplus

in his/her organisation and in case of transfer including unilateral

transfer on request, the regular service rendered by him/her in the

previous organisation shall be counted along with his/her regular

service in his/her new organisation for the purpose of giving financial

upgradation under the Scheme.

(iii) On upgradation under the ACP Scheme pay of an

employee is fixed under the provisions of FR 22 (I) a (1) subject to a

minimum financial benefit of Rs.100/- as per the Department of

Personnel and Training Office Memorandum No.1/6/97-Pay.I dated

July 5, 1999. The Financial benefit allowed under the ACP Scheme is

final and no pay fixation benefit shall accrue at the time of regular

promotion i.e. posting against a functional post in the higher grade.

(iv) In the matter of disciplinary/penalty proceedings, grant

of benefit under the ACP Scheme shall be subject to rules governing

normal promotion. Such cases shall, therefore, be regulated under

the provisions of relevant CCS(CCA) Rules, 1965 and instructions

thereunder.

(v) The ACP Scheme contemplates merely placement on

personal basis in the higher pay-scale/grant of financial benefits only

and shall not amount to actual/functional promotion of the

employees concerned. Since reservations in promotion are applicable

only in the cases of regular promotions, the reservation roster shall

not apply to the ACP Scheme. However, at the time of

regular/functional (actual) promotion, the Cadre Controlling

Authorities are to ensure that all reservation orders are applied

strictly. After the introduction of this scheme, the government has

issued various clarifications regarding the same24[4].

24[4]For details see GOI OM No.35034/1/97-Estt (D) dated: 9.8.99

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10. FIXATION OF PAY

10.1 Various provisions on pay fixation have undergone

rationalisation and simplification during the 80’s. The fundamental

rules on these issues have been rewritten accordingly in 1989, so as

to consolidate the provisions at one place. The new version of FR 22

has substituted old FRs 22, 22-C, 30 and 31.

10.2 Fixation on First Appointment

The pay of the government servant on his first appointment to

a post will be fixed at the minimum of the pay scale of that post.

10.3 Fixation of Pay on Promotion/Appointment to a higher

post

(i) Clause (a) (1) of FR 22 (I) deals with fixation of pay of a

government servant holding a non-tenure post on his appointment

to another post involving assumption of higher duties and

responsibilities. Such appointment may be in the normal channel

of promotion or otherwise, provided the appointment or promotion is

made on fulfillment of the eligibility conditions, as prescribed in the

relevant Recruitment Rules.

(ii) Initial pay in the time-scale of the higher post is fixed at

the stage next above the notional pay arrived at by increasing his

pay in respect of the lower post held by him regularly by an

increment at the stage at which such pay has accrued, or Rs.100/-

only whichever is more.

Illustrations

(a) A government servant drawing pay of Rs. 7075/- w.e.f.

01.04.1996 in the pay scale of Rs. 5500-175-9000 is promoted on

01.09.1996 to a post in the pay scale of Rs. 6500-200-10500. His

pay shall be fixed as given below:

Notional Pay = Rs. 7075

Add one notional increment = Rs. 175

Notional Pay = Rs. 7250

The stage above this pay in the higher pay-scale is Rs. 7300/-.

Thus the pay is fixed at Rs. 7300/-

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Date of next increment (D.N.I.) = 01.09.1997.

(b) A government servant drawing pay of Rs. 2660/- in the

pay scale of Rs. 2550-55-2660-60-3200 w.e.f. 01.02.1996 is

promoted to a post in the pay scale of Rs. 2610-60-3150-65-3540

w.e.f. 16.03.1996.

Pay = Rs.

2660/-

Add one notional increment (Minimum Rs. 100/-) = Rs.

2760/-

Pay fixed at Next higher stage

in the new pay-scale = Rs.

2790/-

Date of Next Increment =

01.03.1997

10.4 Option for fixation of pay under above rule from the date of

next increment in the lower grade

10.4.1 A government servant is required to exercise option within one

month from the date of promotion/appointment, to have the pay fixed

under the above rule from the date of promotion itself or from the date

of accrual of next increment in the lower grade/post. In case he opts

for the above rule from the date of next increment, his pay on

promotion is fixed at a stage next above the pay in the lower

grade/post. It is then refixed under the above formula from the date

of accrual of next increment in the lower grade/post. Thus in the

illustration (a) above, in case the government servant opts for pay

fixation as per this rule from the date of next increment, his pay shall

be fixed as follows:

(a) On 01.09.1996 the pay of the government servant will be

fixed in the higher scale at a stage next above Rs.7075/- i.e.

Rs.7100/-

(b) On 01.04.1997 the pay will be refixed as follows:

Pay in the lower grade on 01.04.1997 =

Rs.7250/-

Notional pay on adding one increment of Rs.175/- =

Rs.7425/-

Pay to be fixed at next higher stage i.e. Rs.7500/-

Date of next increment (DNI) =

01.04.1998

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10.4.2 Thus on comparing the position, it is seen that the government

servant starts drawing pay of Rs.7500/- from an earlier date i.e. w.e.f.

01.04.1997, if he opts for pay fixation under the rule from date of next

increment (01.04.1997), as against from 01.09.1997 under the

previous option.

10.4.3 Option once exercised by the government servant will be final &

cannot be changed. In case the government servant does not exercise

the option within one month of his promotion his pay has to be fixed

in the scale of the promoted post at the stage above the notional pay

arrived at by increasing the pay in the lower post by one increment.

10.4.4 This option is not admissible to the government servant who is

appointed:

a) to an ex-cadre post on deputation basis.

b) to a post on ad-hoc basis.

c) to a post on direct recruitment basis.

10.4.5 However, if the ad-hoc promotion is followed by a regular

appointment without break, the government servant can exercise

option within one month from the date of such regular appointment

and the option shall be admissible from the date of initial

appointment/promotion. Thus, if he opts for fixation of his pay under

this rule from the date of his next increment, his pay shall be re-fixed

from initial date of appointment at a stage next above his pay in the

lower-grade and under this rule from the date of next increment.

10.4.6 For the purposes of pay-fixation, FR 22 III clarifies that an

appointment to another post on the same scale of pay or on identical

scale of pay does not involve the assumption of higher duties and

responsibilities. In other cases, decision of the administrative head

has to be obtained. In case the posts belong to different departments,

the decision of the Government of India is to be obtained.

10.4.7 As already mentioned, the provisions contained in the previous paras

are applicable in case of appointment made to a higher post subject to

fulfillment of eligibility conditions in the Recruitment Rules. In the

case of appointment made without fulfilling the eligibility criteria, the

pay is to be fixed under the above provisions and restricted under FR

35. Such appointment may be on promotion or otherwise.

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10.5 Treatment of Special Pay for purpose of fixation of pay

on promotion

When the special pay is granted for specific addition to duties

or for arduous nature of work, the pay in the higher post is fixed with

reference to pay drawn in the lower post and special pay does not

count towards such pay. However, if the pay so fixed in the higher

post happens to be less than the pay plus special pay being drawn in

the lower post at the time of promotion, the difference is protected as

personal pay subject to the following conditions:

i) It must be certified that but for his appointment to the other

post, the government servant would have continued to draw

special pay.

ii) The protection will only be for so long as the government

servant could have continued to draw the special pay.

iii) The personal pay will be absorbed in subsequent increases of

pay.

10.6 Fixation of Pay on appointment to another post not

involving higher duties & responsibilities

Sub-clause (2) of FR 22 I deals with fixation of pay on

appointment, from one post to another, when such an appointment

does not involve assumption of higher duties and responsibilities. Pay

is fixed at the same stage in the new-scale, as is being drawn in the

earlier post on the date of such appointment. However, if there is no

such stage in the new-scale, his pay will be fixed at the next higher

stage. While in the earlier case his date of increment remains the

same, in the latter case his date of next increment will be on the Ist of

the month in which he completes 12 months of appointment to a new

post.

Illustrations

(a) A government servant drawing pay of Rs.15000/- w.e.f.

01.07.1996 in the pay scale of Rs.12000-375-16500 is appointed to

another post in the pay scale of Rs.14300-400-18300 from

01.02.1997. As there is no stage as Rs.15000/- in the new scale,

his pay will be fixed at Rs.15100/- with the date of next increment

as 01.02.1998.

On such appointment, the government servant has the option

to come over to the new-scale from the date of his appointment to

such post or from the date of his next increment in the earlier post.

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(b) In the above case, if he opts to come over to the new

pay-scale from the date of his next increment, his pay will be fixed

as follows: From 1.2.97 to 30.6.97 he will draw =

Rs.15000/-

in earlier pay-scale

Pay on the date of next increment in the

lower pay-scale (01.07.1997) =

Rs.15375/-

Pay to be fixed in the new scale =

Rs.15500/-

(At the next higher stage there is no

stage as Rs. 15375/-)

Date of next increment =

01.07.1998

(c) A government servant drawing pay of Rs.5750/- w.e.f.

01.05.1996 in the scale of Rs.5000-150-8000 is appointed on his

own request on 01.01.1997 to the post carrying the scale of

Rs.4500-125-7000. His pay will be fixed at Rs.5750/- (same stage)

in the lower pay scale, with D.N.I as 01.05.1997. In case he opts for

the new pay-scale from date of next increment i.e. 01.05.1997 (in

the old pay-scale), he will continue to draw Rs.5750/- in the old

pay-scale till 30.04.1997. From 01.05.1997 his pay will be

increased to Rs.5900/- in the pay-scale of Rs. 5000-150-8000. As

there is no stage as Rs. 5900/- in the pay scale of Rs.4500-125-

7000, his pay will be fixed at the next higher stage, i.e. Rs.6000/-

and date of next increment shall be 01.05.1998.

In the above case if the pay of government servant is Rs.

7400/- instead of Rs.5750/- in the earlier post, his pay will be fixed

at Rs. 7000/- only, i.e. the maximum of the pay-scale of the lower

post [FR 22 I(a) 3].

10.7 Fixation of pay on appointment on deputation

10.7.1 An employee appointed on deputation/foreign service may elect

to draw either the pay in the scale of pay of deputation/foreign

service post or his basic pay in the parent cadre plus deputation

(duty) allowance thereon plus personal pay, if any. The borrowing

authority should obtain the option of the employee within one

month from the date of joining the ex-cadre post unless the

employee has himself furnished the option.

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10.7.2 The option once exercised shall be final. However, the

employees may revise the option under the following circumstances

which will be effective from the date of occurrence of the same:

(a) when he receives proforma promotion or is appointed to non-

functional selection grade in his parent cadre;

(b) when he is reverted to a lower grade in his parent cadre;

(c) when the scale of pay of the parent post on the basis of which

his emoluments are regulated during deputation/foreign

service or of the ex-cadre post held by the employee on

deputation/foreign service is revised either prospectively or

from a retrospective date.

10.7.3 Based on the revised/same option of the employees, in the

event of proforma promotion/appointment to non-functional

selection grade, revision of scales of pay in the parent cadre, the pay

of deputationists will be refixed with reference to the revised

entitlement of pay in the parent cadre. However, if the initial option

was for the pay scale of the deputation post and no change in option

already exercised is envisaged, the pay already drawn in deputation

post will be protected if the pay refixed is less. If the pay of an

employee in his cadre post undergoes downward revision, the pay in

the ex-cadre post is also liable to be refixed on the basis of revised

pay and in accordance with the revised option or existing option, if

the employee does not revise his option.

10.8 Deputation (Duty) Allowance

10.8.1 The deputation (duty) allowance shall be admissible at the

following rates:

(a) 5% of the employee's basic pay, subject to a maximum of

Rs.500/- p.m. when the deputation is within the same station.

(b) 10% of the employee's basic pay, subject to a maximum of

Rs.1000/- p.m. in all other cases.

10.8.2 The deputation (duty) allowance as above shall be further

restricted as under:

(i) Pay plus Deputation (Duty) Allowance does not exceed the

maximum of scale of pay of ex-cadre post;

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(ii) In the case where pay scales are dissimilar, then pay plus

deputation (duty) allowance plus DA/ADA/IR etc. does not

exceed the pay at the maximum of ex-cadre post plus DA & IR

etc. thereon.

(iii) Pay plus deputation (duty) allowance as above shall at no

time exceed Rs.22400/- p.m.

Note: The term "same station" for this purpose will be

determined with reference to the station where the person

was on duty before proceeding on deputation.

Note: When there is no change in the headquarters with

reference to the last post held, the deputation should be

treated as within the same station and when there is change

in headquarters it would be treated as not in the same

station. So far as places falling within the same urban

agglomeration of the old headquarters are concerned, they

would be treated as transfer within the same station.

10.8.3 Special rates of deputation (duty) allowance may be admissible

under separate orders in any particular area on account of the

condition of living there being particularly arduous or unattractive.

Where special rate is more favourable than that under what is

mentioned above, employees deputed to the area will be given the

benefit of the special rate.

10.8.4 Whenever extension of the period of deputation for the fifth

year or the second year in excess of the period prescribed in the

Recruitment Rules is granted, it would be on the specific

understanding that the officer would not be entitled to draw

deputation (duty) allowance. The officers who opted to draw pay in

the scale of the ex-cadre post shall, however, continue to draw pay

in that scale during the extended tenure also.

10.8.5 If any employee with the permission of the competent authority

proceeds on deputation/foreign service from one ex-cadre post to

another ex-cadre post in the same or another organization without

reverting to his parent cadre, and if the second ex-cadre post is at

the same station as the first ex-cadre post, then the rate of

deputation (duty) allowance would remain unchanged.

10.8.6 In case where a person on deputation/foreign service is

transferred by the borrowing authority from one station to another

without any change in the post held by him, the rate of deputation

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(duty) allowance will remain the same as was decided at the time of

initial posting and will not undergo any change.

10.9 Admissibility of other allowances and benefits while on

deputation/foreign service

10.9.1 Any project allowance admissible in a project area in the

borrowing organization may be drawn in addition to deputation

(duty) allowance.

10.9.2 Any special pay (now Special Allowance) granted to an

employee in the parent department under FR 9 (25) or a

corresponding rule of parent organization should not be allowed in

addition to deputation (duty) allowance. However, the borrowing

department may allow in addition to deputation (duty) allowance

under special circumstances any special pay attached to the post

held by the employee in his/her parent department, by suitably

restricting the deputation (duty) allowance. This will require the

specific and prior approval of Department of Personnel & Training.

10.9.3 In case special pay is attached to the scale of pay of the ex-

cadre post and the employee has opted to draw pay also in that

scale, in addition to his pay in that scale, he will also be entitled to

draw such special pay. However, such special pay will not be

admissible if he has opted to draw grade pay plus deputation

allowance.

10.9.4 Personal pay, if any, drawn by an employee in his parent

department will continue to be admissible on deputation/foreign

service, if he opts to draw grade pay plus deputation allowance. No

deputation allowance on this personal pay will, however, be

admissible.

10.9.5 Increments: The employee will draw increment in the parent

grade or in the grade attached to the deputation post, as the case may

be, depending on whether he has opted for his own grade pay plus

deputation (duty) allowance or the time-scale of the deputation post. If

he has opted for time scale of the deputation post, notional increment

shall also continue to accrue to him in the post held on regular basis

in parent cadre/organization for the purpose of regulation of pay on

reversion back to parent post at the end of tenure.

10.9.6 (a) Such allowance as are not admissible to regular

employees of corresponding status in the borrowing

organization, shall not be admissible to the officer on

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deputation/foreign service, even if they were admissible in the

parent organization.

(b) Following allowances will be regulated with

mutual consent of the lending and borrowing organizations:

(i) HRA/CCA.

(ii) Joining Time and Joining Time pay.

(iii) Travelling Allowances and Transfer T.A.

(iv) Children Education Allowance.

(v) LTC.

(c) Following allowance/facilities will be regulated in

accordance with the rules as explained against each:

(i) Dearness Allowance : The employee shall be entitled to dearness

allowance at the rates prevailing in the borrowing organization or in

the lending organization depending on whether he has opted to draw

pay in the time-scale of the ex-cadre post or his own grade plus

deputation (duty) allowance.

(ii) Medical Facilities : This will be regulated in accordance with the

rules of the borrowing organization.

(iii) Leave : An officer on deputation/foreign service shall be regulated by

the Leave Rules of the parent organization. If, however, an employee

proceeds from vacation department to non-vacation department, or

vice versa, he shall be governed by Leave Rules of the borrowing

organization. At the time of reversion from the deputation post to the

parent cadre, the borrowing organization may allow him/her leave not

exceeding two months. The employee should apply for further leave to

his cadre controlling authority.

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11. TERMINATION & RESIGNATION 11.1 Termination of service of Temporary Government Servants

11.1.1 The conditions of service of temporary government servants are

governed by the provisions in the Central Civil Services (Temporary

Service) Rules, 1965. The services of a temporary government servant

can be terminated under Rule 5(1)(a) of these rules which reads as

under:

11.1.2 “Rule 5(1)(a) - The services of a temporary government servant

shall be liable to termination at any time by a notice in writing given

either by the government servant to the appointing authority or by the

appointing authority to the government servant; and ( b) the period of

such notice shall be one month.”

(i) The notice shall be delivered or tendered to the government

servant in person.

(ii) Where personal service is not practicable, the notice shall be

served on such government servant by registered post

acknowledgment due at the address of the government servant

available with the appointing authority.

(iii) If the notice sent by registered post is returned unserved, it

shall be published in the official gazette and upon such publication, it

shall be deemed to have been personally served on such government

servant on the date it was published.

11.2 Resignation from service

11.2.1 Resignation must be tendered to the appointing authority in

respect of the service or post in question, who is competent to accept

it. It should be clear and unconditional. Resignation from service will

generally be accepted straightaway. However, before acceptance of

resignation, prior vigilance clearance from the competent authority is

mandatory.

11.2.2 Resignation from service or a post, unless it is allowed to be

withdrawn in public interest by the appointing authority, entails

forfeiture of past service except in the cases for taking up another

appointment whether temporary or permanent with proper permission

under the government. If a government servant applied for the post in

the same or another department through proper channel and on

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selection, he/she is required to resign from the previous post for

administrative reasons, it is to be treated as technical resignation and

the past service is to be taken as qualifying service for the purposes of

pension etc. The past service of such government servant also entitles

him the benefits of fixation of pay and the leave due to his/her credit

on the day of resignation. In all cases of acceptance of resignation, the

competent authority shall insist, as a mandatory measure, prior

vigilance clearance, before taking decision on the request for

resignation. When an authority refers a case for vigilance clearance,

the authority competent to accord vigilance clearance should ensure

expeditious consideration of the request. For the purpose of

expeditious disposal of cases of resignation/termination, the check

list (placed at Annexure-VI) prescribed by G.I. MHA, DP&AR OM No.

24011/1/76-Estt(B) dated 17.05.76 may be adopted.

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12. DRESS REGULATIONS 12.1 No uniform is specially prescribed for CBI officers and

personnel. They can wear plain clothes while on CBI duty. The

clothes, however, should be neat and tidy. For ceremonial occasions,

CBI officers should be in national dress. IPS Officers on deputation to

CBI and other officers on deputation from State Police Forces etc. and

in receipt of uniform allowance should maintain the uniform of IPS or

the parent force. When they are deputed for law and order duty in

any organization outside CBI, they should put on such uniform. If

they are, however, deputed for plain clothes duty outside the CBI,

they should work in plain clothes.

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13. 13. 13. 13. LEAVELEAVELEAVELEAVE 13.1 Provisions relating to leave in respect of central civil

government servants are available in Central Civil Services

(Leave) Rules, 1972 which have come into effect from

01.06.1972. The general conditions regarding grant of leave are

given below:-

(i) Leave can not be claimed as of right [Rule 7(1)].

(ii) Leave of any kind taken earlier can be converted into

leave of any other kind at a later date on an application

made within 30 days of joining duty after leave, by the

employee and at the discretion of the leave sanctioning

authority subject to adjustment of leave salary (Rule 10

as amended vide DoPT Notification No. 14015/2/97-

Estt(L) dated 31.12.1997). This facility can be availed

only if the employee is in service and not after

retirement25[1].

(iii) If leave is applied on medical grounds, the employee

should produce -

(a) In case of CGHS beneficiary and living in an area

covered by the CGHS at the time of illness - a

medical/fitness certificate in the prescribed proforma

from a CGHS Doctor/Government Hospital.

(b) In case a government servant who is not a CGHS

beneficiary/who has opted out of the CGHS/who though

a CGHS card holder is not residing in an area covered by

CGHS - a medical/fitness certificate from his Authorised

Medical Attendant.

(c) In case of hospitalisation/indoor treatment for a

particular disease (e.g. heart, cancer etc.) permitted in a

recognised private hospital - a medical/fitness certificate

from the authorised doctor of such hospital.

(d) In case of emergency where a non-gazetted

government servant finds it difficult to obtain a medical

25[1]MHA DP&AR O.M. No. P/12025/2/81-Estt(L) dtd. 02.12.1981

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certificate from CGHS/AMA, he may obtain a certificate

from an RMP26[2].

(iv) Leave sanctioning authority may -

(a) Refuse or revoke any kind of leave [Rule 7(2)].

(b) Commute retrospectively periods of absence

without leave into extra ordinary leave [Rule 32(6)] and

(c) Secure second medical opinion, if needed, when

leave is applied on medical grounds [Rule 19(3)].

(v) Leave sanctioning authority cannot alter the kind of

leave due and applied for [Rule 7(2)].

(vi) Earned leave should not ordinarily be denied to any

employee especially in the last 10 years of his career27[3].

(vii) No leave of any kind can be granted for a continuous

period exceeding 5 years except with the sanction of the

President [Rule 12].

(viii) Any kind of leave may be granted in combination with or

in continuation of any other kind of leave except Casual

Leave [Rule No. 11].

(ix) When the period of leave is preceded or followed by

holiday(s) /Sunday/ Saturday/Restricted Holiday then

such holidays shall not be counted as leave. In other

words, the employee shall be deemed to have been

permitted on such holiday(s) without taking leave28[4].

(x) An employee on leave (including leave preparatory to

retirement) shall not return to duty during the period of

leave except with the permission of the competent

authority [Rule 24 (1) & (2)].

(xi) An employee on leave should not take up any service or

employment elsewhere without prior sanction from the

competent authority [Rule 13].

(xii) An employee on leave on medical ground will be allowed

to return to duty only on production of medical

26[2] Effective from 01.09.2000 vide DoP&T O.M. No. 13015/3/2000-Estt(L) dtd. 24.08.2000

27[3]DoPT O.M. No. 14028/19/86-Estt.(Leave) dated 29.09.86 28[4]MHA O.M. No. 20/37/60-PUB(i) dtd. 07.10.1960 and Rule 22

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certificate of fitness in accordance with (iii) above [Rule

24(3)].

(xiii) If an employee overstays after leave without prior

sanction-

(a) The period of overstay will be debited to half-pay

leave account to the extent HPL is available and the

balance period of overstay, if any, left out will be treated

as EOL [Rule 25(1)].

(b) the entire period of overstay will not be counted

for increment unless such period is commuted as Extra

Ordinary Leave and the EOL is specially allowed to

count for increment.

(c) The employee will not be entitled for leave salary

for the whole period of overstay.

(xiv) Wilful absence from duty after the expiry of the leave may

entail disciplinary action against the employee [Rule

25(2)].

(xv) For the purpose of leave, persons re-employed after

retirement shall be treated as if employed for the first

time [Rule 34].

(xvi) If the employee intends to go abroad during leave, the

leave sanctioning authority shall take prior approval for

permitting the officer to go abroad29[5].

13.2 Earned Leave

(i) Credit to the EL account of the employee will be made as

under:

(a) On entering the service 2.5 days per month for

each completed calendar month from the date of joining

to the immediately following 1st January /1st July

rounding up to the nearest full day [Rule No. 27(1)].

(b) Thereafter, 15 days E.L. is credited on 1st July

and 1st January every year i.e. 30 days E.L. for each

completed year of service [Rule 26(1)(a)].

29[5]CBI HO Circular No. DPWSU2003/00907/14/6/2003 dated 18.9.2003

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(c) On the date of retirement/removal from

service/dismissal/death while in service @ 2.5 days per

month for each completed calendar month in the

relevant half year, rounding up to the nearest full day

shall be credited [Rule 27(2)] and

(d) Whenever joining time is not fully utilised for the

reasons that the employee is ordered to join the new

post at a new place of posting without availing of full

joining time to which he is entitled or the employee

proceeds alone to the new station without availing full

joining time and later takes his family within permissible

time for claiming TA for the family, the joining time

admissible subject to a maximum of 15 days, as reduced

by the number of days actually availed shall be credited

to E.L. account. However, the total credit of E.L. and

unutilised joining time shall not exceed 300 days

[26(1)(a)].

The one day joining time for transfer in the same station

if not utilised cannot be credited to E.L. Account.

(ii) The E.L. to the credit of an employee at the end of

previous half year shall be carried forward to the next

half year and accumulated upto a maximum of 300 days

[Rule 26(1)(b)].

(iii) When the credit of E.L. at the start of any half year

results in the total accumulation of E.L. being more than

300 days, the 15 days E.L. for that half year shall be

kept separately and set off against the leave availed

during that half year [Rule 26(1)(b) proviso].

(iv) E.L. Account of the employee will be debited:

(a) To the extent E.L. is availed of.

(b) If a government servant has availed of

extraordinary leave and/or some period of absence has

been treated as dies non in a half-year, the credit to be

afforded to his leave account at the commencement of

the next half-year shall be reduced by one tenth of the

period of such leave and/or dies non subject to

maximum of 15 days. (Rule 27(3) r/w DP&AR UO No.

397-LO/80 dated 22.5.80).

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(v) E.L. can be availed upto:

(a) 180 days at any one time [Rule 26(2)].

(b) 300 days in case of leave preparatory to

retirement [Rule 38(1)].

(c) 300 days in case of Group ‘A’ Officers if the entire

leave or a portion of it is spent outside India,

Bangladesh, Bhutan, Burma, Sri Lanka, Nepal and

Pakistan provided out of the leave so granted, the leave

spent in India does not exceed 180 days [Rule 26(3)].

(vi) Earned Leave (and half pay leave) to the credit of an

employee who is dismissed or removed or who resigns

from the service ceases from the date of such

dismissal/removal or who resigns except in following

circumstances:

(a) When an employee resigns from his post before

taking up a new post under the Government of India.

(b) When an employee dismissed/removed from

service is reinstated on appeal or revision.

(c) When an employee having retired on

compensation or invalid pension or gratuity is re-

employed [Rule 9].

(vii) Leave salary for earned leave will be equal to pay for the

period of leave based on pay drawn immediately before

proceeding on leave [Rule 40(1)].

13.3 Half Pay Leave (HPL)

(i) Credit to the HPL Account is made in advance as under:

(a) On entering the service 5/3 days per month for

each completed calendar month from the date of joining

to the immediately following 1st January/1st July

rounding up to the nearest full day [Rule 29(2)(a)].

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(b) Thereafter, 10 days on each 1st July and 1st

January every year i.e. 20 days HPL for each completed

year of service [Rule 29(1)] and

(c) On the date of retirement/ resignation/removal

from service / dismissal/ death while in service @ 5/3

per month for each completed calendar month in the

relevant half year rounding up to the nearest full day

[Rule 29(2)(b)(c)].

(ii) Debit to HPL Account is made:

(a) To the extent it is availed.

(b) When the commuted leave is availed - double the

number of days so availed [Rule 30(1)(d)].

(c) When the employee avails leave not due [Rule

31(1)(c)].

(d) 1/18th of the period of dies non in a half year

subject to a maximum of 10 days shall be reduced from

the half pay leave to be credited for the next half of year

(Rule 29(2)(d)].

(e) When the employee overstays after leave without

prior sanction, number of days he so overstays [Rule

25].

(iii) HPL can be -

(a) Availed with or without medical certificate {Rule

29(4)].

(b) Converted into full pay leave as commuted leave if

leave applied for is on medical ground [Rule 30(1)] or

(c) Converted into full pay leave as commuted leave

upto a maximum of 180 days during the entire service to

be utilised for approved study course [Rule 31(1)(a)].

(iv) HPL to temporary employee can be granted on

satisfaction of the sanctioning authority that the

employee will return to duty on expiry of the leave. But

this benefit is not available in case of an employee

declared completely and permanently incapacitated for

further service [Rule 29(5) proviso].

(v) Leave salary will be half of the amount of leave salary on

EL [Rule 40(3)].

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13.4 Commuted Leave

(i) Commuted leave can be taken -

(a) with medical certificate upto a maximum of one

half of the amount of HPL due to an employee [Rule

30(1),

(b) without medical certificate:

- upto a maximum of 180 days during the

entire service for an approved course of

study certified to be in public interest [Rule

31(1)(a)];

- upto a maximum of 60 days by a female

employee in continuation of maternity leave

[Rule 43(4)(b)];

- upto a maximum of 60 days by a female

employee having less than 2 living

children, on adoption of a child less than

one year [Rule 43(A)].

(ii) Commuted leave can be granted only when leave

sanctioning authority is satisfied that the employee will

return to duty after expiry of the leave [Rule 30(1)(a)].

(iii) Commuted leave can be granted at the request of the

employee even when EL is at the credit of the employee

[Note to Rule 30].

(iv) Commuted leave cannot be granted as leave preparatory

to retirement.

(v) When commuted leave is taken twice the number of days

so taken is debited to HPL account [Rule 30(1(d)].

(vi) When an employee on commuted leave, resigns or retires

voluntarily without returning to duty, commuted leave

will be treated as HPL and the excess of leave salary, if

any, will be recovered except when the employee retires

due to ill-health incapacitating him for further service or

dies [Rule 30(2)].

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(vii) Leave salary for the period of commuted leave will be

equal to the pay drawn immediately before proceeding

on leave [Rule 40(4)].

13.5 Leave Not Due (LND)

13.5.1 This is granted in the following situations:

(a) Leave not due is normally granted to permanent

employees.

(b) LND may be granted to temporary employees in

certain special cases.

(c) It is granted when the employee has no HPL to his

credit and requests for LND.

(d) It is granted only if leave sanctioning authority is

satisfied that there is reasonable prospect of the

employee returning to duty after the leave [Rule 31(1)(a)].

13.5.2 Conditions applicable for granting Leave not due

(LND)

The following conditions will be applicable:

(i) Leave not due is granted only on production of medical

certificate except in following cases [Rule 31(1)]:

(a) female employees applying for LND in

continuation of maternity leave [Rule 43(4)];

(b) female employees with less than two living

children applying for LND on adoption of a child less

than one year [Rule 43(A)].

(ii) The amount of LND shall be limited to -

(a) the HPL, the employee is likely to earn

subsequently Rule [31(1) (b)]; and

(b) a maximum of 360 days in the entire service Rule

[(31) (1)].

(iii) LND shall be debited to the HPL account of the employee

[Rule 31(1)(c)].

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(iv) LND should not be granted as leave preparatory to

retirement [Rule 31(1)].

(v) LND can be granted to temporary employees with a

minimum of one year service and suffering from TB,

Leprosy, Cancer or Mental illness, if the post from which

the employee proceeds on leave is likely to last till his

return from leave and on fulfillment of other conditions

for grant of leave not due [Rule 31(1A)].

(vi) Leave salary for leave not due will be half of the amount

of leave salary on EL [Rule 40(3)].

(vii) If an employee, on LND resigns/retires voluntarily

without returning to duty -

(a) the LND will be cancelled,

(b) the retirement or resignation shall take effect from

the date of commencement of leave

(c) leave salary paid, if any, will be recovered [Rule

31(2)(a)].

(viii) If an employee having availed LND, returns to duty but

resigns or retires before earning such leave, the leave

salary paid for the days of leave not earned will be

recovered [Rule 31(2)(b)].

(ix) However, leave salary shall not be recovered if the

employee retires due to ill health incapacitating him for

further service or is compulsorily retired prematurely or

dies [Proviso to Rule 31(2)].

13.6 Extra Ordinary Leave (EOL)

This can be granted under the following conditions:

(a) EOL is granted when (i) no other leave is admissible; or

(ii) other leave is admissible, but the employee requests

for EOL in writing [Rule 32(1)].

(b) EOL cannot be granted concurrently to run with the

notice period in case of voluntary retirement.

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(c) EOL can be granted to apprentices as well [Rule

33(3)(b)].

(d) The EOL granted in one occasion shall not exceed:

(i) For permanent employees : Maximum 5 years for

all kinds of leave. No separate limit for EOL [Rule 12].

(ii) For temporary employees:

3 months - general limit for all

employees, whether with or without medical

certificate [Rule 32(2)(a)].

6 months - for employees with minimum

one year continuous service, against medical

certificate for common ailments [Rule 32(2)(b)].

18 months - for employees with minimum

one year continuous service undergoing treatment

for pulmonary tuberculosis (TB) or pleurisy, TB of

any other part of the body, leprosy, cancer or

mental illness[Rule 32(2)(d)].

24 months - for an employee with

minimum three years continuous service, for the

purpose of prosecuting studies, certified to be in

the public interest [Rule 32(2)(e)]. This period can

be further extended. If the employee undertakes

to return to duty after leave and work for at least

another 3 years [Rule 32(3)].

(iii) For SC/ST employees : leave required for

attending the Pre-Examination Training Course at the

notified centres, without any limit [Rule 32(4)].

(e) Two spells of EOL intervened by any other leave will be

considered as one spell for applying limit as above [Rule

32(5)].

(f) EOL can be granted to regularise periods of absence

retrospectively [Rule 32(6)].

(g) EOL without medical certificate will be counted for the

purposes of promotion under Time Bound One

Promotion (TBOP) Scheme.

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(h) No Leave salary is admissible for extraordinary leave

[Rule 40(5)].

13.7 Maternity Leave

13.7.1 Maternity leave is admissible to married / unmarried

female employees during:

(i) pregnancy - maximum upto 135 days only to employees

with less than two surviving children,

(ii) admissible maximum of 45 days in the entire service in

connection with miscarriage/abortion. The application

for this purpose should be accompanied by a certificate

from a Registered Medical Practitioner for NGOs and

from AMA for GOs (Rule 43).

13.7.2 The maternity leave is not debited to the leave account.

It is granted on full pay. It may be combined with any other

kind of leave. Maternity leave is not admissible for threatened

abortion (Rule 43 (2)(4)(5).

13.7.3 Any leave (including commuted leave upto 60 days and

leave not due) may be taken without medical certificate upto

one year in continuation of maternity leave (Rule 43(4).

13.7.4 Maternity leave counts as service for increment and

pension [(FR 26 (b) & Rule 26 of CCS (Pension) Rules].

13.8 Paternity Leave

Paternity leave is admissible to male government servant

with less than two surviving children for a maximum of 15 days

during wife’s confinement. This leave is not to be debited to the

leave account. It may be combined with any kind of leave

except casual leave. It should be applied upto 15 days before or

upto 6 months from date of delivery30[6].

13.9 Special Disability Leave

13.9.1 It is admissible to all employees when (a) disability is

caused by injury intentionally or accidentally inflicted or

caused in, or in consequence of, the due performance of official

duties or in consequence of the official position, (b) when

30[6]Rule 43 GOI decision (b) & DP&T OM No. 13018/1/97-Estt. (Leave) dated 7.10.97

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disabled by illness incurred in the performance of any

particular duty which has the effect of increasing liability to

illness or injury beyond the ordinary risks attaching to the civil

post held, under the same condition (Rule 45).

13.9.2 The disability as above should have manifested within

three months of the occurrence to which it is attributed and

the person disabled acted with due promptitude in bringing it

to notice. The leave sanctioning authority, if satisfied as to the

cause of disability, may relax the condition and grant leave in

case where disability has manifested more than three months

after the occurrence of its cause. The disability under the

above should be certified by an Authorised Medical Attendant

to be directly due to the performance of the particular duty.

13.9.3 The period of leave will be certified by an Authorised

Medical Attendant subject to a maximum of 24 months. It may

be combined with any other kind of leave. It will count as

service for pension. It will not be debited to the leave account

(Rule 44(3).

13.9.4 The leave salary for the first 120 days will be the pay last

drawn and for the remaining period it will be equal to leave

salary during half pay leave. The appointing authorities are

competent to sanction special disability leave (Rule 44(7).

13.10 Hospital Leave

13.10.1 Hospital leave is admissible to such Group - C

employees whose duty involves handling of dangerous

machinery, explosive material, poisonous drugs and the like, or

the performance of hazardous task and also to Group - D

employees while under medical treatment in a hospital or

otherwise for illness or injury directly due to risks incurred in

the course of official duty (Rule 46(1).

13.10.2 Medical certificate from an Authorised Medical Attendant

is necessary for the grant of this leave. It may be granted for

such period as the authority granting the leave may consider it

necessary [Rule 46 (2)(3)].

13.10.3 Hospital leave may be combined with any other kind of

leave due and admissible provided the total period of leave does

not exceed 28 months. The leave salary for the 120 days will

be the pay last drawn and for remaining period it will be equal

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to leave salary during half pay leave. The Hospital Leave is not

to be debited to the leave account (Rule 46(4).

13.11 Study Leave

13.11.1 It is granted to a government servant who has

satisfactorily completed period of probation and rendered not

less than five years of regular continuous service including the

period of probation for undergoing a special course consisting

of higher studies or specialized training in a professional or

technical subject having a direct and close connection with the

sphere of his duties or being capable of widening his mind in a

manner likely to improve his ability as a civil servant ( Rule

50(1), (2) & (5).

13.11.2 Ministry/Department of Central Government is the

competent authority for sanctioning the study leave. The

course for which the study leave is granted should be certified

to be of definite advantage to government from the point of view

of public interest. The official on his return should submit a

full report on the work done during the study leave.

13.11.3 The study leave is not granted (i) for studies out of India

if facilities for such studies exist in India, & (ii) to an official

due to retire within three years of the return from the study

leave. It may also not be granted to some officials with such

frequency as to remove him from the contact with his regular

work or causes cadre difficulty owing to his absence on leave

(Rule 50(4)(5) & (6)).

13.11.4 The maximum period of study leave is 24 months in the

entire service and may be granted at a stretch or in different

spells. The study leave can be combined with any other leave

due, but maximum period of continuous absence including

vacation if any, but excluding extraordinary leave should not

exceed 28 months generally, and 36 months for the courses

leading to Ph.D. degree (Rule 51 & 54).

13.11.5 The leave salary in case of Study leave outside India is

admissible as pay last drawn plus D.A., HRA, CCA and in addition

study allowance admissible. In case of study leave in India, Study

allowance is not admissible. HRA and CCA are payable for the first

180 days and beyond 180 days will be subject to the production of

prescribed certificate for drawal.

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13.12 Casual Leave

13.12.1 It is not a recognized form of leave and is not subject to

any rule made by Government of India. An official on casual

leave is not treated as absent from the duty and pay is not

intermitted.

13.12.2 Casual Leave can be combined with Special Casual

Leave but not with any other kind of leave. It cannot be

combined with joining time. Sundays and holidays falling

during a period of casual leave are not counted as part of

casual leave. These holidays can be prefixed or suffixed with

the casual leave. Casual leave can be taken while on tour, but

no DA will be admissible for the period of casual leave availed

on tour. LTC can also be availed during casual leave. Half a

day’s casual leave can also be availed of.

13.12.3 to a government servant is entitled Eight days casual

leave during a calendar year. An individual appointed and

joining duty during the middle of year may avail of casual leave

proportionately or to the full extent at the discretion of the

competent authority. Casual leave normally is not granted for

more than 5 days at any one time except under special

circumstances.

13.12.4 Half a day’s casual leave availed of in the second half is

also permitted to be combined with regular leave on certain

compelling grounds [Rule 11 (GOD) (2)].

13.13 Special Casual Leave

13.13.1 In sports events admissible upto a maximum of 30 days

in a calendar year for attending (a) coaching of training camps

under Rajkumari Amrit Kaur Coaching Scheme or similar All

India Coaching or training schemes; (b) coaching or training

camps at the National Institute of Sports, Patiala; (c) coaching

camps in sports organized by National Sports Federation/

Sports Boards recognized by government.

13.13.2 Admissible upto a maximum of 10 days in any one year

for participating in Inter-Ministerial and Inter-Departmental

tournaments and sporting events held in and outside Delhi.

Special casual leave may also be granted to a sportsman

getting seriously injured or being hospitalized during the

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sporting events subject to the overall ceiling of 30 days in a

calendar year.

13.13.3 Special casual leave of 15 days in a calendar year is also

admissible for taking part in cultural activities like dance,

drama, music and also for taking part in dancing and singing

competition at religious, national and international level

organized by Government of India / Government sponsored

bodies.

13.13.4 Special Casual Leave for family planning:

(a) Male Employees - admissible maximum of 6 working

days for vasectomy operation. If he undergoes the said

operation for a second time due to failure of the first,

another 6 days will be admissible on the production of

medical certificate. Maximum 21 days are admissible for

undergoing recanalization operation. Maximum of 7

days if his wife under-goes tubectomy, laproscopy or

salpingectomy operation. The leave should follow the

date of operation.

(b) Female employees - admissible maximum of 14 days

for tubectomy/laproscopy operation. If she undergoes

the operation for a second time due to failure of the first,

maximum of 14 days will be admissible for the second

time. Maximum of 14 days admissible for salpingectomy

operation after Medical Termination of Pregnancy (MTP).

Maximum of 21 days admissible for undergoing

recanalization operation. Admissible for one day on the

day of operation when her husband undergoes

vasectomy operation, and also for IUCD/IUD

insertion/re-insertion.

13.13.5 Extension/Additional Special Casual Leave (i)

admissible for the period of hospitalization if the concerned

employee is hospitalized on account of post-operational

complications, (ii) Admissible for 7 days in case of vasectomy

operation and 14 days in case of tubectomy operation if the

employee does not remain hospitalized after sterilization

operation but is not fit to resume duty.

13.13.6 Special Casual Leave for sterilization operation is not

admissible to casual labourers with temporary status since the

benefit is admissible to regular employees only.

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13.14 Powers for sanctioning of Leave in respect of CBI

personnel:

Leave except special casual leave to NGOs of all rank

posted in a branch is sanctioned by the Supdt. of Police as

Head of Office of the branch. Leave to Gazetted Officers

(Group-B) is sanctioned by DIG and to (Group-A) of and above

the rank of SP by Director, CBI.

13.15 Encashment of Leave:

The authority competent to sanction leave should

automatically grant lump sum cash equivalent of leave salary

admissible for the number of days of earned leave at the credit

of the employee on the last day of his service, subject to a

maximum of 300 days including the number of days, for which

encashment was availed along with LTC [Rule 39(2)(b)] &

[39(D), GID 17) :

(i) Admissible on retirement attaining the age of

superannuation;

(ii) When the service is extended in public interest beyond

superannuation, after extension;

(iii) When an employee is invalid from service on medical

grounds;

(iv) When an employee resigns or quits service on his own

accord, the lumpsum cash payment will be only to the

extent of half of the earned leave at his credit subject to

a maximum of 150 days including the number of days

for which encashment was availed along with LTC, on

the date of cessation from service;

(v) On premature retirement under FR56(j) or (l) or Rule 48

of CCS (Pension) Rules;

(vi) On voluntary retirement under FR 56(k) or (m) or Rule

48 or 48-A of CCS(Pension) Rules;

(vii) On compulsory retirement as a measure of penalty when

no reduction in pension is ordered.

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13.16 Encashment of Half Pay Leave:

Officials covered by (i), (v) and (vi) above and those

permanent/ quasi-permanent employees retired on invalidation

will also be entitled to cash equivalent to half pay leave at their

credit. Encashment of earned leave up to 300 days (including

the number of days for which encashment was availed along

with LTC) should, as usual, be allowed in their cases, even if

the period goes beyond their normal date of superannuation. If

, however, the benefit of encashment of half pay leave is also

availed of, the period of HPL plus EL should not extend beyond

their normal date of superannuation. This restriction is not

applicable to those retiring on superannuation. The cash

equivalent for half pay leave is subject to reduction on account

of pension, relief on pension and pension equivalent to

Retirement Gratuity. If the cash equivalent to half pay leave

falls short of the total of pension, pension equivalent to

Retirement Gratuity and relief on pension, cash equivalent for

the half pay leave is not payable [Rule 39(5)].

13.17 Encashment of EL during LTC

Encashment of EL while availing LTC will be admissible

subject to the following conditions:

(i) Limited to 10 days of EL on one occasion and 60 days

in the entire service.

(ii) Will be taken into account while computing the

maximum admissibility for encashment at the time of

quitting service.

(iii) At least equal number of days of EL should be availed

along with encashment.

(iv) The balance at credit should be not less than 30 days

after deducting the total of leave availed plus leave for

which encashment was availed [Rule (39-D, GOD(17)].

13.18 Amount payable for Encashment of Earned Leave:

The lump sum will consist of (i) leave salary and (ii) DA

(for the first 300 days only). It will not include

HRA/CCA/Special Increment granted for promoting small

family norm.

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14.14.14.14. NO OBJECTION CERTIFICATE FOR HIGHERNO OBJECTION CERTIFICATE FOR HIGHERNO OBJECTION CERTIFICATE FOR HIGHERNO OBJECTION CERTIFICATE FOR HIGHER

STUDIES & CHANGE OF JOBSSTUDIES & CHANGE OF JOBSSTUDIES & CHANGE OF JOBSSTUDIES & CHANGE OF JOBS

14.1 Permission for joining educational institutions by

government servants outside normal working hours

14.1.1 Ordinarily there can be no objection to the pursuit of

knowledge by government servants in their leisure hours. But this

must be subject to the condition that such pursuit does in no way

detract them from efficient discharge of their duty. Wherever found

necessary, the administrative authorities may require that

government servants under their control should take prior

permission before joining educational institutions or courses of

studies for University degrees, as the joining of educational

institutions involves commitment about attendance at specific hours

and absence from duty during period of examinations. Ordinarily,

permission is to be granted but with a view to dealing with cases

where it is noticed that the government servant has been neglecting

his duties for the sake of his studies, a condition may be attached

saying that the permission may be withdrawn at any moment

without assigning any reasons. This will, of course, be without

prejudice to any other departmental action being taken where mere

withdrawal of the permission is not considered adequate31[1].

14.1.2 As per H.O. letter No. DPAD4/2000/87/8/1/2000 dated

4.2.2000 (Annexure-VII) permission for higher studies/vocational

courses in respect of officers upto the rank of DIG and

Administrative Officers can be granted by Special Director.

14.1.3 Permission for higher studies will be allowed subject to the

following conditions:

a) The permission can be withdrawn at any time.

b) He will have to proceed on tour whenever

asked/required.

c) Official duties will not be affected at any time in any

way.

d) Permission will not confer any right for granting any

leave for preparation/appearing in examination.

31[1]

Also see G.I. MHA OM No. 25/27/52-Estts. dated 3.5.52 and G.I. MHA O.M. No. 130/54-

Estt.(A) dated 26.2.1955

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Request for leave will be considered according to official

needs/exigencies of service at the appropriate time.

e) The permission will not be a ground for continued stay

at the same station and he could be transferred to some

other station as and when the official exigencies so

require.

f) Permission will not be a ground for extension of

deputation period in case of a deputationist.

14.2 Forwarding of applications for other employment

14.2.1 General Principles

Government of India issues guidelines from time to time in

respect of sending of the applications for other employment.

According to these guidelines, a final decision whether a particular

application should be forwarded or not rests with the authority

through whom the application has to be forwarded. While taking a

decision in the matter, the authority concerned has to balance the

interest of the State against the necessity of avoiding hardship to the

individual.

14.2.2 When the conduct of a government servant is under

investigation and the same has not reached the stage of issue of

prosecution sanction or issue of chargesheet or filing of chargesheet

for criminal prosecution in a court of law, his application will be

forwarded with brief comments on the nature of allegation.

Applications for appointments, by direct recruitment, deputation or

absorption will not be considered or forwarded if :

(i) the employee is under suspension; or

(ii) disciplinary proceedings are pending against him and a

chargesheet has been issued; or

(iii) sanction for prosecution, where necessary, has been

accorded by the Competent Authority; or

(iv) where a prosecution is not necessary, a chargesheet has

been filed in a court of law against him for criminal

prosecution.

14.2.3 Applications for appointment in the same or other Central

Government Departments can be forwarded. In the event of

appointment of permanent government servant in another

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department, a lien will be retained for a period of two years in parent

department which may be extended by one more year if there is delay

in confirmation in the borrowing department. Thereafter, they should

either revert to parent department or resign. An undertaking to this

effect will be taken from the applicant while forwarding the

applications. In the case of temporary government servants, an

undertaking will be obtained while forwarding applications to the

effect that they would resign in the event of their selections in other

departments.

14.2.4 Applications of permanent government servants for

appointment in Public Sector Undertakings, incorporated or not,

wholly or substantially by the Central/State Government and in

autonomous, semi-Government organisations may be forwarded and

their lien retained for two years or till their permanent absorption.

An undertaking will be obtained for acceptance of the following

conditions:

(a) Leave salary/pension contribution will be paid to

government by the organisation or the government servant

himself.

(b) Pay allowed to him in the organisation should neither be

less than the minimum of the scale of post in the PSU nor

shall it exceed the maximum of that scale and will be

regulated as per the provisions in G.I., Department of

Personnel & Training, OM. No.2/29/91-Estt.(Pay-II), dated

5.1.1994.

(c) Before permanent absorption, the organisation concerned

should be given prior intimation to the parent office so

that resignation of the employee could be accepted before

absorption.

14.2.5 In the case of temporary government employee, an undertaking

to the effect that they will resign in the event of their selection by the

undertakings, will be obtained before forwarding of the application.

14.2.6 Based on the government instructions as mentioned above, the

CBI, Head Office has issued instructions on the subject from time to

time. A gist of the same is given below for guidance and strict

compliance by all the CBI Branches:

(i) All applications submitted in response to a

circular/advertisement (for the posts carrying higher pay

scales) shall be forwarded to the Head Office for further

action. Applications not submitted in response to any

advertisement or circular shall not be forwarded.

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(ii) The applications of eligible CBI employees completed in

all respects should be sent to the CBI Head Office

through their controlling officers at least 15 days before

the last date, after following all the codal formalities

published in the concerned advertisement.

(iii) Every employee may be permitted to apply for outside

post not more than four times in a year. However, where

government servants apply for the post in response to

advertisements made by UPSC/SSC, it shall not be

counted against the number of times specified here.

(iv) The government servants who wish to appear at a

competitive examination conducted by UPSC/SSC, may

submit their applications directly to the Commission

under intimation to their Controlling Officers. If the

Head of Office/Department considers it necessary to

withhold permission, UPSC will be intimated accordingly

within 45 days of the closing date for receipt of the

application by it. If no intimation is received by UPSC

within the stipulated time, permission will be deemed to

have been given. The same principles would apply to the

applications meant for Staff Selection Commission.

(v) An undertaking should be obtained from the government

servants to the effect that in case of his selection, he will

tender his resignation as required under the Rules.

(vi) The applications of only such employees should be

forwarded who could be relieved of duties in the CBI in

case of their selection to the new post.

(vii) It will be open to the Controlling Officer concerned as

well as the Director, CBI to withhold an application

keeping the public interest in view and after recording

the reasons thereof.

(viii) It will not be a matter of right for any employee to have

his application forwarded. Forwarding of application will

be considered on merit.

(ix) (ix) The above guidelines are only illustrative and not

exhaustive.

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15. 15. 15. 15. PENSIONPENSIONPENSIONPENSION 15.1 An employee governed by the Pension Scheme gets a recurring

monthly payment termed as pension for life on reaching the age of

superannuation or if he is retired earlier in accordance with the

rules/regulations/orders on the subject. Gratuity is lump sum

payment granted to the employee at the time of death/retirement for

the service rendered by him. Both Pension and Gratuity are

determined with reference to the length of his service and the pay

drawn by him.

15.2 The provisions relating to Pension and Gratuity including

family pension which were spread over the Civil Service Regulations

and various executive instructions, were codified in 1972, in the

form of Statutory Rules entitled -The Central Civil Services

(Pension) Rules, 1972 which came into force with effect from Ist

June, 1972.

15.3 The normal age of superannuation of a permanent government

servant in Group-A to Group-D services is 60 years.

15.4 Types of pension

Pensions are of two kinds, viz Ordinary and Extraordinary.

While the Ordinary pension is regulated by the CCS(Pension) Rules,

1972, the Extraordinary pension is regulated by the CCS

(Extraordinary Pension) Rules {Appendix 3 of CCS (Pension) Rules}.

Ordinary pension is further divided into various classes. The

following are the different classes of pension which may be granted,

as per admissibility, to a government servant on his retirement from

service:

(i) Superannuation pension (Rule 35 A): Superannuation

pension shall be granted to a government servant who is

retired on attaining the age of superannuation (i.e. 60

years).

(ii) Retiring pension (Rule 36): A retiring pension shall be

granted:

a) to a government servant who retires, or is retired

in advance of the age of superannuation retirement in

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accordance with the provisions of Rule 48 or 48-A of

the pension rules or Rule 56 of the Fundamental Rules.

(b) to a government servant who on being declared

surplus, opts for voluntary retirement in accordance

with the provision of Rule 29 of these rules.

(iii) Pension on absorption in or under a Corporation,

Company or Body (Rule 37): Retirement benefits shall

be granted to a government servant who is permanently

absorbed in a service or post in or under a corporation,

company or body owned or controlled or financed by the

government, provided the permanent absorption is

permitted by the government32[1].

(iv) Invalid pension ( Rule 38): Invalid Pension shall be

granted to a government servant after being declared by

the competent medical authority to be permanently

incapacitated for further service. A government servant

who desires to retire on invalid pension should apply to

his Head of Office who will direct the applicant to the

appropriate Medical Authority for examination. A

certificate of incapacity for service obtained by the

government servant without the prior knowledge of the

Head of Office is invalid (Note below Rule 38).

(v) Compensation pension (Rule 39) : Compensation

Pension shall be granted to a government servant who is

discharged from public service on account of abolition of

his permanent post and when suitable appointment of

equal rank cannot be found or offer of a lower post is

not accepted by him.

(vi) Compulsory retirement pension (Rule 40):

Compulsory retirement pension is granted to a

government servant who is compulsorily retired from the

government service as a measure of penalty by the

competent authority. Such pension or gratuity or both

will not be less than two third nor more than full

compensation pension or gratuity or both admissible on

the date of compulsory retirement.

32[1]For detailed orders on permanent transfer of government servants to PSUs and

Autonomous Bodies etc. see Appendix 12 of CCS (Pension) Rules 1972.

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(vii) Compassionate allowance (Rule 41) : A government

servant who is dismissed or removed from service shall

forfeit his pension and gratuity. The authority

competent to dismiss or remove him from service may, if

the case is deserving of special consideration sanction a

Compassionate allowance not exceeding, two-thirds of

pension or gratuity or both which would have been

admissible to him if he had retired on compensation

pension.

15.5 The quantum of pension/gratuity depends upon length of

Qualifying Service, Average Emoluments and Emoluments.

15.6 Qualifying Service (QS) and its calculation:

15.6.1 The service reckoned for pensionary purposes is known as

Qualifying Service. Qualifying service of a government servant shall

commence from the date he takes charge of the post to which he is

first appointed either substantively or in an officiating or temporary

capacity provided that it is followed without interruption by

substantive appointment in the same or another service or post and

ends on the date of retirement or date of death. The service of a

government servant shall not qualify unless his duties and pay are

regulated by the government or under conditions determined and

paid by that government from the Consolidated Fund of India or a

Local Fund administered by that government. It does not include

service in a non-pensionable establishment unless such service is

treated as qualifying service by that government.

15.6.2 All kinds of service do not earn pension. The conditions laid

down for various services like

probation/training/EOL/suspension/ deputation/State Govt.

service/ autonomous body/Military /contingent service overstayal of

leave or joining time etc. as in Chapter -III of CCS (Pension) Rules,

1972 as to whether it qualifies for pension/gratuity or otherwise

may be examined carefully while the service is reckoned for

pensionary purposes. Also resignation, removal or dismissal entails

forfeiture of past service (Rule 24 & 26).

15.7 Additions to Qualifying Service (QS) on voluntary

retirement (Rules 48-B):

15.7.1 A government servant who elects to retire under Rules 48(1) (a)

or Rule 48-A or clause (k) of Rule 56 of the FR gets the benefit of

additions to the Qualifying Service upto maximum of 5 years subject

to the condition that the total qualifying service rendered by the

government servant does not in any case exceed 33 years and it

does not take him beyond the date of superannuation.

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Government servant who opts to retire under Rule 29 or Rule

30 is also eligible for addition to QS subject to certain conditions.

The weightage of five years shall not be admissible in cases of those

government servants who are pre-maturely retired under Rule

48(1) (b) or FR 56 (j).

15.7.2 The Net Qualifying service for the purpose of Pension and

Gratuity is calculated as under:

Years Months Days

Gross Service ----- ----- ----

Less periods of Non-Qualifying Service ----- ----- ----

Balance Qualifying Service ----- ----- ----

Add weightage & past service ----- ----- ----

Net Qualifying Service ----- ----- ----

Note: “Month” means “Calendar month”.

15.7.3 Rounding of Qualifying Service (QS) [Rule 49 (3)]:

(applies to both Pension and Death/Retirement Gratuity)

Qualifying service should be in completed six-monthly

(completed half year) period (SMPs). It is subject to a maximum of

66 Six Monthly Periods. The fraction of a year in the Qualifying

Services should be reckoned in the following manner:

Less than 3 months Nil

3 months and above One SMP (Six Monthly Period)

but less than 9 months

9 months and above Two SMPs (Six Monthly

Period)

15.8 Verification of service for the purpose of pension after 25

yrs. of service, or 5 yrs. before retirement (Rule 32):

On a government servant completing 25 years of service or on

his being left with 5 years of service before the date of retirement,

whichever is earlier, the head of office in consultation with the

accounts officer shall, in accordance with the rules for the time

being in force, verify the service rendered by such a government

servant, determine the qualifying service and communicate to him,

in Form 24 (Annexure-VIII), the period of qualifying service so

determined. In order that the settlement of pension cases of the

officers/officials working in CBI are not delayed the Head of Office

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i.e. the SP in charge of the branch should ensure that the services

rendered by each officer/official are duly verified at the end of the

year i.e. in April each year and a verification certificate noted

accordingly in the Service Book/Service Sheet. In case it is found

that there are break or breaks in the services of a government

servant, action should be taken sufficiently in advance to have the

break condoned, if permissible.

15.9 Emoluments (Rule 33):

Emoluments means basic pay as defined in FR 9(21)(a) (i) +

Non-practicing Allowance + Stagnation Increment. Gratuity

admissible will be on the basis of emoluments drawn immediately

before his retirement/death while in service where as pension will be

on the basis of average of the emoluments drawn during the last ten

months of service. With effect from 1.1.1996 Dearness Allowance

drawn on the date of retirement/death in service is reckoned as

‘emoluments’ for the purpose of retirement/death gratuity only and

for no other purpose. {(FR 9(21)(a)(i)}33[2].

15.10 Average Emoluments(AE) (Rule -34 ):

As explained already, it is one of the factors determining the

quantum of pension. Average emoluments shall be determined with

reference to the emoluments drawn by a government servant during

the last ten months of his service.

AE = Total emoluments of last ten months

10

Note: Average emoluments should not be rounded off.

Certain events occurring during the last 10 months as

described under rule 34 should be taken into consideration while

determining the average emoluments. The calculation of average

emoluments is to be based on the actual number of days contained

in each month. A month for this purpose may be reckoned as

consisting of thirty days.

15.11 Calculation of Terminal Benefits:

15.11.1 Service Gratuity/Rule 49 (1) :

It is lump-sum payment payable in lieu of pension to a

government servant retiring before completing qualifying service of

33[2]Also see Rule 33 & GIDs (4) thereunder

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ten years. It is calculated at the rate of one half months emolument

for every completed six monthly period (SMP).

15.11.2 Retirement Gratuity (Rule 50 (1)(a):

A government servant who has completed 5 years of qualifying

service and has become eligible for service gratuity or pension

under rule 49 shall on his retirement be granted retirement gratuity

equal to 1/4th of his emoluments for each completed six monthly

period of qualifying service subject to maximum 16-1/2 times of

emoluments, provided it does not exceed Rupees Three Lakh and

fifty thousand in the case of retirements on or after 1.1.1996.

15.12 Death Gratuity:

If a government servant dies while in service, the Death

Gratuity shall be paid to the person(s) on whom the right to receive

the gratuity is conferred by means of a nomination under Rule 53.

Death Gratuity shall be paid at the rates given below:

Length of service Rate of death gratuity

Less than one year 2 times of emoluments

One year or more but less

than 5 years

6 times of emoluments

5 years or more but less

than 20 years

12 times of emoluments

20 years or more Half of emoluments for every

completed SMP of QS subject to

a maximum of 33 times of

emoluments and maximum

Rs.3,50,000/- only in the case of

death on or after 1.1.1996

15.13 Amount of Pension (Rule 49 (2)(a))

(a) A government servant

retiring after completing

Qualifying Service of not less

than 33 yrs

50% of Average emoluments

(subject to a minimum of

Rs.1275/- and maximum of

Rs.15,000/-)

(b) A government servant

retiring before completing QS

of 33 yrs but after

completing 10 yrs of

Proportionate to the amount of

pension admissible for 33 yrs of

QS and in no case the amount

of Pension shall be less than

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qualifying service Rs.1275/-

Calculation of Pension = 50 x AE x SMPs AE- Average

emoluments

100 x 66 SMPs-Six monthly

Period/QS- Qualifying

Service

Note: Amount of pension finally determined shall be

expressed in whole rupee. Fraction of a rupee should be

rounded off to the next higher rupee.

Two model calculations (one on superannuation case and

another on family pension) may be seen at Annexure IX.

15.14 Provisional Pension when processing of pension papers is

pending (Rule 64):

The head of office may determine, sanction and disburse the

provisional pension and retirement gratuity to a government

servant if he has not been able to forward the pension papers to

the Accounts Officer before six months of the retirement or accounts

officer has returned the pension papers for eliciting further

information before issue of Pension Payment Order and order of

payment of gratuity and he is of the opinion that the government

servant may retire before his pension and gratuity or both can be

finally assessed and settled. Provisional pension and gratuity are

calculated and sanctioned in the manner prescribed in Rule 64 of

the CCS (Pension) rules which will be further subject to adjustments

made after issue of final payment authority by the Accounts Officer.

15.15 Provisional pension where departmental or judicial

proceedings may be pending (Rule 69) :

15.15.1 When departmental or judicial proceedings are pending against

the government servant, Accounts Officer shall authorise 100%

provisional pension on the basis of qualifying service upto the date

of retirement or upto the date preceding the date of suspension if

the government servant was placed under suspension before

retirement. This provisional pension will be paid from the date of

retirement upto and including the date on which final orders are

passed by competent authority after the conclusion of departmental

or judicial proceedings.

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15.15.2 No gratuity shall be paid until the conclusion of departmental

or judicial proceedings and issue of final orders thereon. However,

where departmental proceedings have been instituted under Rule 16

of CCS (CCA) Rule 1965 for imposing any of penalties specified in

clauses (i) (ii) and (iv) of Rule 11 of the said Rules, payment of

gratuity shall be authorised34[3].

15.16 Family Pension Scheme 1964 ( Rule 54)

15.16.1 In the event of death of a government servant while in service

or after retirement his/her family is eligible for the grant of family

pension. If the government servant dies :

a) after completion of one year of continuous service; or

b) before completion of one year of continuous service

provided the deceased government servant concerned

immediately prior to his appointment to the service or

post was examined by the appropriate medical authority

and declared fit by that authority for government service,

c) after retirement from service and was on the date of

death in receipt of a pension or Compassionate

Allowance, referred to in Chapter V of CCS (Pension

Rules) 1972, other than the pension referred to in Rule

37 of these rules,

Family for the purpose of Family Pension means as defined in

Rule 54(14)(b) of CCS (Pension Rules), 1972.

15.16.2 Family pension is ordinarily payable to only one person at a

time in the following order-

(i) Widow/widower upto the date of death or remarriage,

whichever is earlier.

(ii) Sons -upto the age of 25 years.

(iii) Unmarried daughters-upto the age of 25 years or

marriage whichever is earlier.

(iv) Mentally or physically disabled children for life.

Family pension to children shall be payable in the order of their

birth and the younger of them will not be eligible unless the elder

34[3]For detailed information please refer to Rule 69 of CCS (Pension) Rules 1972.

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next above him/her has become ineligible for grant of family

pension. Normal rate of family pension is 30% of emoluments

subject to a minimum of Rs.1275/- p.m.

15.17 Enhanced rate of family pension

Enhanced family pension is payable from the date following the

date of death for a period upto

(i) seven years from the date following the date of death

(ii) date on which the deceased government servant would have

attained the age of 67 years, had he survived; whichever is

less

After the expiry of the period given above, the family pension

will be payable at normal rate.

15.18 Calculation of family pension when government servant

dies in service :

50% of the last pay drawn by the government servant or twice

the family pension admissible at normal rate whichever is less.

15.19 Calculation of family pension in the event of death after

retirement.

In such cases the pension is calculated at 50% of the pay last

drawn by the government servant or twice the family pension

admissible at normal rate or the pension authorised to government

servant on retirement - whichever is less. If the pension on

retirement is less than normal family pension, the enhanced family

pension will be equal to the normal family pension.

15.20 Miscellaneous provisions relating to Pension :

15.20.1 Nomination - Every employee should make a nomination

in a prescribed form conferring on one or more persons, the right to

receive the death/retirement gratuity amount in the event of his

death in service/after retirement before receiving retirement

gratuity. Nomination has to be made in two manners (a) if the

official has a family and (b) if the official has no family (Rule 53).

15.20.2 Sudden death of a government servant - In case of sudden

death of a government servant, the head of office may sanction an

immediate relief to the family of government servant not exceeding

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three months pay or Rs.8000/- whichever is less, subject to the

condition that the total amount thus paid in advance, will be

adjusted against the death-cum-retirement gratuity, arrears of

salary or General Provident Fund or any other payment due to the

deceased35[4].

15.20.3 Application for pension - Every government servant shall

submit in writing an application for pension in the prescribed form (Form-5).

15.20.4 Intimation to the Directorate of Estates regarding issue of

“No Demand Certificate” The Head of the Office shall write to Directorate

of Estates at least two years before the anticipated date of retirement of a

government servant, in case he is in occupation of government quarters, so

that the “No demand certificate” may be issued in time and the pension case

is not delayed on that account.

15.20.5 Recovery and adjustment of government dues - It is the

duty of every government servant to clear government dues before

the date of his retirement. In case he does not do so, the government

will be within its right to deduct the amount from the death-cum-

retirement gratuity payable to him.

15.20.6 Preparation of a list of officials due to retire - Every Head of

Department shall have a list prepared every 6 months i.e. on the 1st

of January and the 1st of July each year, of all government servants

who are due to retire within the next 24-30 months of that date. A

copy of such lists shall be supplied to the Pay & Accounts Officer

concerned, not later than the 31st of January or 31st of July. In

case of a government servant retiring for reasons other than by way

of superannuation, the Accounts Officer concerned will be informed

immediately by the Head of Office.

15.20.7 Preparation of pension papers - Every Head of Office shall

undertake the work of preparation of pension papers, two years

before the date on which a government servant is due to retire on

superannuation or on the date on which he proceeds on leave

preparatory to retirement, whichever is earlier. The steps

enumerated in Rule 56 to 61 of CCS (Pension) Rules are to be

strictly followed.

15.20.8 Debarring a person from receiving Gratuity (Rule 51 -A) - If

a person who in the event of death of a government servant is

eligible to receive gratuity, is charged with offence of murdering the

government servant or for abetting in the commission of an offence,

35[4]Appendix 6 of Pension Compilation & GFR 262-264

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his claim shall remain suspended till the conclusion of the criminal

proceedings and will be paid his share on his acquittal.

15.21 Commutation of Pension:

Commutation of Pension is covered under the provisions of

Central Civil Service (Commutation of Pension) Rules 1981. These

rules came into effect from 1.7.1981. These Rules are applicable to

government servants who may be permitted or have been authorised

any class of pension.

15.21.1 Eligibility:

i) All pensioners except those facing disciplinary

proceedings are eligible to get their pension commuted for a

lumpsum payment.

ii) Those facing disciplinary proceedings (before or after

retirement) can get their pension commuted when disciplinary

proceedings are over.

15.21.2 Amount of commutation :

A government servant is entitled to commute for a lump sum

payment a fraction not exceeding 40% of the pension authorised. A

government servant who is due to retire on superannuation and

desires payment of commuted value of pension being authorised at

the time of issue of pension payment order, shall be eligible to apply

for commutation of a fraction of pension alongwith the pension

papers prior to the date of retirement provided that:

i) The government servant retires on superannuation

pension only.

ii) The application is submitted to Head of Office not later

than 3 months before the date of retirement. If

application is submitted late but before the date of

retirement, it can be accepted and authority as far as

possible will be issued by Pay & Accounts Office

alongwith the Pension Payment Order.

iii) The government shall have no liability for the payment of

commuted value of pension if the government servant

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dies before the date of retirement or forfeits claim to

pension before such retirement. If anyone desires to

commute a fraction of that pension any time after the

date following the date of his retirement from service but

before the expiry of one year, he shall apply to Head of

Office in Form-I after his date of retirement. He must

ensure that application duly completed is delivered to

Head of Office early but not later that one year of the

date of his retirement.

15.21.3 Action by Head of Office - He will initial the form indicating

the date of its receipt, acknowledge in Part II and despatch the same

to the applicant. He will complete Part III of form and forward it to

Pay & Accounts Office for issuing the authority.

15.21.4 Commutation without medical examination is allowed in

the case of:

- Superannuation pension

- Retiring pension

- Compensation pension

- Pension on absorption in a Corporation or Company or

a body controlled/financed by government

- Pension granted on conclusion of disciplinary

proceedings.

The application for commutation should be made within one

year from the date of issue of the retirement orders.

15.21.5 Commutation of Pension after medical examination is

allowed in the cases of :

(a) Retirement on invalid pension

(b) Compulsory retirement as penalty and is granted

compulsory retirement pension

(c) Those in receipt of compassionate allowance

(d) Those who apply for commutation after one year from

the date of retirement.

15.21.6 An applicant should make an application in the prescribed

form to Head of Office. Head of Office will have the applicant

medically examined from the medical board in the prescribed

manner.

15.21.7 An application for commutation on medical certificate can be

withdrawn in the following situations :

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(a) Before medical examination by not appearing before the

medical authority, or

(b) After medical examination, if pensioner declines to

accept addition in age as directed in medical report, within 14

days of its receipt.

15.22 Effect of Commutation of Pension :

(i) The pension gets reduced by the amount offered for

commutation from the date of receipt of commuted value

of pension (or credit in the bank account of pensioner) or

at the end of three months after issue of authority of

payment, whichever is earlier.

(ii) When pension is commuted at the time of

superannuation, the reduction in pension is effective

from the date of its inception. However, if commuted

value is not paid within the first month of retirement,

the difference of pension for the period between the date

following the day of retirement and the date preceding

the day commuted value is deemed to have been paid,

shall be authorised by the Accounts Officer.

15.23 Commutation of Provisional Pension and Effect of

Revision:

(i) An employee who received provisional pension, pending

assessment of final pension, shall be eligible to

commute a part of such provisional pension.

(ii) If provisional pension is finally revised upwards,

commutation of increased pension may be authorised

without any application from the pensioner.

15.24 Payment of Commuted Pension:

The commutation of Pension becomes absolute and the

commuted value becomes payable on :

(a) The date following the date of retirement in cases of

superannuation, if application is made before the date of

retirement (normally the application should reach Head of

Office not later than 3 months before the date of

superannuation but in any case must reach on or before the

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date of retirement in which case authority for payment of

commuted value will be issued as soon as possible).

(b) On the date of receipt of application by the Head of

Office for commutation, if applied after the date of

superannuation but within one year.

(c) On the date of signing the medical report in the case of

commutation after medical examination.

15.25 Calculation of Commuted Value of Pension

The commuted value of pension is calculated as per the

following formula:

Commuted Value = Pension offered for commutation x 12 x

Commutation Factor

Commuted value of pension is to be calculated taking into

account the date of Medical Examination, the age, next birthday &

factor applicable. Amount offered for commutation is expressed in

percentage or fraction of the pension per month. The commuted

value will be rounded off to the next higher rupee. Commutation

factor is the commutation value for a pension of Re.1 per annum.

The Table of the value prescribed from time to time36[5] gives the

commutation factor in respect of age of the pensioner on his next

birthday.

15.26 Restoration of portion of Pension

15.26.1 Commuted portion of pension will be restored after 15 years

from the date of retirement. Prior to 01.4.1985, pensioners were

allowed an optional facility of converting a portion of their pension

into a lump-sum amount and pensioners were getting only the

balance amount (Full pension minus the commuted portion) for the

rest of their life.

15.26.2 Supreme Court of India in its judgement dated 09.12.1986 in

writ petition of 1983 ruled that pensioners who have commuted the

admissible portion of pension are entitled to have the commuted

portion restored on the expiry of 15 years from the date of

retirement. Accordingly, in view of Supreme Court’s judgement,

Government decided that only such pensioners who have commuted

a portion of their pension and on 01.04.1985 or thereafter have

36[5]Table in Appendix-1 of CCS (Commutations of Pension) Rules 1981.

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completed or will complete 15 years from the respective dates of

retirement will have their commuted portion of pension restored.

15.26.3 Each pensioner who is eligible is required to apply in the

prescribed form duly completed to the Pension Disbursing

Authority/Bank/Post Office who will restore the commuted portion of

Pension, if the commuted amount has been mentioned in Pension

Payment Order and will also pay arrear, if any. If commuted portion

is not mentioned in PPO, necessary details will be obtained by the

Pension Disbursing Offices from concerned P&AO which issued the

Pension Payment Order. In case the pensioner had completed 15

years from the date of retirement and died, subsequently, his/her

legal heir(s) are also entitled to receive arrear from the date of

completion of 15 years to the date of death of pensioner. The

commuted pension will be restored after 15 years from:

i) The date of retirement if the commuted value is received

in the first month.

ii) The date on which reduction in pension on account of

commutation becomes effective, when value received

after 1 month from the date of retirement.

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16. 16. 16. 16. DECENTRALIZATION OF ACCOUNTSDECENTRALIZATION OF ACCOUNTSDECENTRALIZATION OF ACCOUNTSDECENTRALIZATION OF ACCOUNTS 16.1 With effect from 01.10.1976 Government has issued

order decentralising accounts from the Audit. The work

relating to the maintenance/checking of accounts, passing of

bills, allocation of LOC (Letter of Credit) to the branch located

outside Delhi who draw money from accredited bank are

attended to by Pay & Accounts Officer, CBI. In respect of CFSL

there is separate Pay & Accounts Officer under MHA.

16.2 Under the revised arrangement effective from

01.10.1976 pay bills etc., in respect of CBI offices (including

CBI Head Office) located in Delhi are sent to the Pay &

Accounts Officer, CBI who is responsible for issuing the

cheques after exercising necessary scrutiny of the bills.

Branches located outside Delhi are provided with the letters of

credit from time to time and on the basis of these letters of

credit these branches draw money from accredited banks.

These branches are required to send the Bills/Vouchers to the

Pay & Accounts Officer, CBI for post audit. For the purpose of

reconciliation, representatives of the CBI Head Office/branches

are deputed to the office of the Pay & Accounts Officer, CBI,

New Delhi from time to time.

16.3 Categories of cheques and their use

There are three types of cheques, viz. (i) Negotiable, (ii)

Non-Transferable & (iii) Not negotiable and not payable in cash.

(i) Negotiable cheques are issued for personal payments to

gazetted government servants, suppliers, public sector

companies, etc. They are ‘negotiable’ and are drawn as

payable to or order of the ‘payee’. As a safeguard against

fraudulent claim all non salary cheques exceeding Rs.

500/- and salary cheques exceeding Rs. 1000/- shall be

crossed and marked ‘account payee’. In exceptional

circumstances open cheques in favour of a private

person or a government servant, on request may be

issued but payment will be made only to the payee on

identification, or to a person holding letter of authority

from the payee whose signature must be verified and

after identifying the messenger or as the payees banker

on certifying that the amount has been placed to his

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credit. Officers and staff drawing salary and other

payments by cheque shall have an option to get their

salary/leave salary in cash. The option in this regard

shall be exercised in March every year. Payment other

than salary will also be made by the same mode of

payment. If agreed in writing, the salary & allowances to

a non-gazetted government servant by cheque is

permissible.

(ii) ‘Non-transferable’ cheques are meant for payment to the

payee who is a government officer for disbursement of

salaries, etc., of office staff and for office contingencies.

These cheques will be drawn in favour of payee by his

official designation. These cheques are ‘not negotiable’

and payments will be made by the bank only to the

payee or to authorised messenger.

(iii) ‘Not negotiable and not payable in cash’ - creditable to

government account only - These are meant for payment

of inter - departmental or inter government claims.

16.4 Bank Drafts

Payment by bank draft is permissible (a) where

payments have to be made by bank drafts either under the

provision of any law or other legal or contractual obligations,

(b) Payments towards pay and allowances and other personal

entitlements, of outstation establishments and contingencies of

outstation offices, and (c) for payments to Public Sector

Undertakings and Corporations etc. (other than local bodies) (d)

Payment to semi-government/Private institutions/companies

etc. not covered under (a) to (c), under certain circumstances.

16.5 Post - Check

DDOs empowered to draw cheques for payment of

salary, contingent bills, etc., are to send the vouchers along

with weekly accounts to the PAO/CBI who will conduct post-

check keeping in view the same principles as for pre-check.

Any discrepancy noticed will be pointed out by the PAO/CBI

through Objection Memo for compliance to concerned DDO.

16.6 Cancellation of sub-vouchers

Sub-vouchers required to be sent to the PAO/CBI are

not to be cancelled by the DDOs. These will be cancelled by

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PAO/CBI after checking of bills, in accordance with Rule 109 of

Receipt & Payment Rules, 1983.

16.7 Letters of Credit against assignment accounts

16.7.1 The Letter of Credit (LOC) is issued by the Pay &

Accounts Officer, CBI to the CBI branches located outside Delhi. The Pay

and Accounts Officer, CBI communicates the relevant branch of the

accredited bank, the amount of quarterly assignment authorized in favour of

cheque - drawing DDOs, rendering accounts to him. A fresh letter of credit,

issued after expiry of the period prescribed in the earlier letter of credit is to

be treated as an addition to the unspent balance of the earlier letter of

credit. The Pay and Accounts Officer, CBI while communicating the

assignment for the second and subsequent quarters indicates not only the

amount assigned for that quarter, but also the progressive total of

assignment up to the end of the quarter so that the bank is able to ensure

that the total cumulative drawals from the beginning of the year do not

exceed the total progressive assignments. However, the assignment

remaining unspent at the end of a financial year is not to be carried forward

to the first quarter of the next financial year. The paying branch is

responsible to ensure that the amount assigned in the letter of credit is not

exceeded by the payment of any cheques. The cheques actually issued

during the last quarter but presented for payment during the next quarter

(within the period of validity) will be taken by the bank against the

assignment of the year in which they were drawn and not against the

assignment of the year in which they are paid.

16.7.2 A Drawing Officer in whose favour an assignment

account has been opened in the accredited bank, is not

permitted to draw the whole amount and place it in a separate

account in the bank or in a private account.

Note : It is also not permissible to draw cheques and deposit the

amount in the department’s cash chest at the end of the year

for the purpose of showing the full amount of the grant as

utilized.

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17. 17. 17. 17. DELEGATION OF FINANCIAL POWERSDELEGATION OF FINANCIAL POWERSDELEGATION OF FINANCIAL POWERSDELEGATION OF FINANCIAL POWERS 17.1 Delegation of Financial Powers Rules, 1978 are applicable in

the Central Government. These rules are statutory in nature and

they came into force with effect from 01.08.1978. Under these rules

powers have been delegated to the following subordinate authorities :

(i) Departments of the Central Government

(ii) Administrators of Union Territories

(iii) Heads of Departments

(iv) Heads of Offices

17.2 Residuary Financial Powers : All financial powers, not

specifically delegated to any authority, vest in the Finance Ministry.

17.3 Heads of Departments

17.3.1 Schedule I to these rules indicates a list of Heads of

Departments under various Ministries/ Departments. Director, CBI

has been specified as Head of Department in this Schedule.

17.3.2 According to the provisions of Rule 13, reproduced hereunder,

the powers are delegated to subordinate authorities :

(1) Subject to the provisions of these rules, the Departments

of the Central Government, Administrators and Heads of

Departments shall, in relation to creation of permanent

posts, creation of temporary posts, Appropriation and Re-

appropriation, incurring of contingent expenditure,

incurring of miscellaneous expenditure, and write-off of

losses, have the powers respectively specified in

Schedules II, III, IV, V, VI and VII.

(2) A Department of Central Government may, by general or

special order, confer powers, not exceeding those vested

in that Department, upon an Administrator or Head of

Department or any other subordinate authority in respect

of any matter covered by these rules :

Provided that no power under this sub-rule shall be re-

delegated in respect of :

(a) creation of posts

(b) write-off of losses and

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(c) re-appropriation of funds exceeding 10 per cent of

the original budget provision for either of the primary

units of appropriation or sub-head i.e. the primary unit

or sub-head from which the funds are being re-

appropriated or the primary unit or sub-head to which

the funds are to be re-appropriated, whichever is less.

(3) The Administrator or Head of a Department referred to

in sub-rule (2) may, by an order in writing, authorize a

gazetted officer serving under him to exercise to such

extent, as may be specified in that order, all or any of

the powers conferred on such Administrator or Head of

Department under sub-rule (1) or sub-rule (2). The

Administrator or Head of a Department shall, however,

continue to be responsible for the correctness, regularity

and propriety of the decisions taken by the gazetted

officer so authorized.

(4) An authority empowered by or under these rules to incur

contingent expenditure or miscellaneous expenditure

shall exercise such powers subject to the following

conditions :

(a) In regard to the supply of articles required for the

public service and for regulating the purchase of

stationery stores for the public service, the

provisions contained in Appendix-8 and

Appendix-9 respectively to the General Financial

Rules, 1963, and subsidiary instructions and

orders on the subject shall be followed;

(b) In regard to contingent expenditure on each item

specified in Column 2 of the Annexure to

Schedule V of the rules, orders, restrictions or

scales specified in Column 4 of that Annexure

against that item shall be observed;

(c) In regard to miscellaneous expenditure any rules,

orders, restrictions or scales as may be made,

imposed or prescribed by the President shall be

observed.

(5) Unless otherwise provided by any general or special rule

or order, it shall be within the competence of an

authority to exercise the financial powers delegated to an

authority subordinate to it.

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(6) The power delegated under these rules can also be

exercised for a validation of an action already taken or

expenditure or liability already incurred even when the

authority validating the action or expenditure or liability,

as the case may be, had no competence to do so at the

time the action was taken or expenditure or liability was

incurred.

17.3.3 Director CBI as Head of Department has been authorised to

exercise financial as well as administrative powers as laid down in

these rules. The Director, CBI, under Rule 13(3) by orders in

writing, has authorised different officers serving under him and

having gazetted status to exercise to such an extent, as specified in

these orders, certain powers.

17.3.4 Similarly, Rule 14 provides for declaration of any Gazetted

Officer as Head of Office by the Head of the Department. By virtue of

this rule, Director, CBI has declared branch SsP as the Head of the

Office. Further, by virtue of Rule 16 (Subject to the provisions of

Rule 142 of Treasury Rules), Head of Office has the power to

authorize a gazetted officer serving under him to incur contingent &

miscellaneous expenditure on his behalf subject to such restrictions

& limitations as may be laid down by him. The Head of Office shall,

however, continue to be responsible for the correctness, regularity

and propriety of the expenditure incurred by the gazetted officer so

authorized. Under these Rules, powers cannot be delegated to a

non-gazetted officer. The provisions of delegation of powers are

contained in Annexure X(A) to X(C).

17.3.5 Officer performing current duties of a post in addition to his

own can exercise administrative or financial powers vested in the

full fledged incumbent of the post but he cannot exercise statutory

powers, whether these powers are derived directly from an Act of

Parliament or Rules, Regulations and Bye-laws made under various

articles of the Constitution (e.g. Fundamental Rules, CCS(CCA)

Rules, Civil Service Regulations, Delegation of Financial Powers

Rules etc).

17.4 Insurance of Government Property

17.4.1 Under these rules, Government property, both movable or

immovable shall not be insured and no subordinate authority

shall undertake any liability or incur any expenditure in

connection with the insurance of such property without

previous consent of the Finance Ministry.

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17.4.2 Motor vehicles owned by the Central Government which are

used for the purposes not connected with any commercial

enterprise are exempt from compulsory insurance against third

party risk. Such vehicles should not, therefore, be insured.

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18. 18. 18. 18. BUDGET AND APPROPRIATIONBUDGET AND APPROPRIATIONBUDGET AND APPROPRIATIONBUDGET AND APPROPRIATION 18.1 The Finance Ministry places before both the Houses of

Parliament an Annual Financial Statement also known as “Budget”

showing the estimated receipts and expenditure of the Central

Government in respect of a financial year, before the commencement

of that year. The statement also contains revised provisions for the

current year.

18.2 The budget is based on the Revised Estimates/Budget

Estimates prepared by various individual offices duly vetted and

consolidated by the Heads of Department/Ministries.

18.3 Accordingly, the budget proposals for the next year and revised

proposals for the current year are to be prepared every year and

sent to the government. The branches prepare their budget

proposals and submit the same to Head Office. These are

scrutinized and reconstructed on the prescribed forms and

submitted to the Government towards the last week of September. It

is, therefore, very important that the branches send their proposals

to the Head Office in the first week of September to enable the Head

Office to examine the same and send to the Government in time.

18.4 Every branch is required to submit its final statements of

savings and excesses in the month of February. These are

scrutinized in the Head Office and a consolidated statement of

savings and excess for the whole of CBI is sent to the Government.

On receipt of re-appropriation, the branches are intimated regarding

their final allotment of funds under different heads.

18.4.1 Appropriation Accounts: The appropriation account in respect

of the Head Office is prepared and sent to the Pay & Accounts Office,

CBI alongwith the explanation for variations between the budget

allotment and expenditure. Every branch furnishes the same to the

Pay & Accounts Office CBI under intimation to the Head Office.

18.4.2 Reconciliation of Accounts: The accounts are reconciled

by the Head Office and the branches with the expenditure booked in

Pay & Accounts Office, CBI. Every quarter, an official should be

deputed to the Pay & Accounts Office, CBI, New Delhi from each

branch to reconcile the figures and to get the adjustments done

wherever necessary. Accounts figures finally published will be those

maintained by PAO.

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18.4.3 A monthly expenditure statement for each branch is to be

furnished to the Head Office by 5th of every month so that the

consolidated figures can be sent to Government.

18.4.4 The detailed estimates of expenditure is to be prepared by the

estimating authorities i.e. by each DDO under the prescribed Major

and Minor Heads of Accounts for the Non-Plan expenditures.

18.4.5 The detailed heads allotted to CBI are as under:-

Major Head -2055, Police, 00.101-Criminal Investigation and

Vigilance, 01-Central Bureau of Investigation.

i) 01.00.01- Salaries

ii) 01.00.02- Wages

iii) 01.00.03- Overtime Allowance

iv) 01.00.11- Domestic Travel Expenses

v) 01.00.12- Foreign Travel Expenses

vi) 01.00.13- Office Expenses

vii) 01.00.28- Payment of Professional & Special Service.

viii) 01.00.14- Rent Rate & Taxes.

ix) 01.00.16- Publication

x) 01.00.31 -Grant-in-Aid

xi) 01.00.41 -Secret Service Fund

xii) 01.00.50- Other Charges (Charged)

xiii) 01.00.51 - Motor Vehicle

xiv) 04.00.20- Other Administrative Expenditure

(Departmental Canteen)

18.4.6 The framing of Revised Estimates for the current year should

always precede estimation for the ensuing year. The Revised

Estimates should be framed with great care to include only those

items of expenditure which are likely to materialise for payment

during the current year, in the light of (i) actuals so far recorded

during the current year, compared with the actuals for

corresponding period of the last and previous years (ii) seasonal

character or otherwise of the nature of expenditure (iii) sanctions for

expenditure and orders of appropriation or re-appropriation already

issued or contemplated and (iv) any other relevant factor, decision or

development.

18.4.7 The budget estimate for the ensuing year should likewise be

prepared on the basis of what is expected to be paid during the

ensuing year, including arrears of previous years, if any. While all

inescapable and foreseeable expenditures should be provided for,

care should be taken that the estimate is not influenced by undue

optimism. Due attention to considerations of economy should be

paid.

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18.4.8 No lump sum provision is to be made in the budget except

where urgent measures are to be provided for meeting emergent

situations or for meeting preliminary expenses on a project/scheme

which has been accepted in principle for being taken up in the

financial year. In such cases, the budget provisions are to be limited

to the requirements of preliminary expenses only.

18.4.9 No expenditure is to be incurred in excess of sanctioned grant

in individual budget heads. Anticipated savings are required to be

surrendered immediately without waiting till the close of the year.

Savings should not be seen as an opportunity for incurring

expenditure on items which could wait till next year.

18.5 List of Payment : The CBI branches located outside Delhi

dealing with the budget are required to send their Weekly List of

Payment (LOP) with original vouchers to the PAO/CBI, New Delhi

on the due date. Some Branches do not send these LOPs by due

dates. As a result, the expenditure incurred by the branches does

not get compiled and accordingly, their accounts are excluded from

the statement of monthly accounts being submitted by PAO/CBI to

the Principal Accounts Office as well as to Ministry of Finance,

Department of Expenditure. Therefore, it is the personal

responsibility of Cheque Drawing DDOs to ensure that LOPs with

the concerned vouchers are sent to the PAO/CBI on due dates i.e.

on 9th, 16th and 23rd of each month and on 3rd of the following

month.

18.6 Plan Budget: The Plan Budget is to be prepared under

Major Head 2055-Police, Sub-head 00.101-Criminal Investigation

and Vigilance, 01-Central Bureau of Investigation and Unit of

Appropriation is 02.02-Modernisation of Training Centre, 02.02.50-

Other Charges (Plan).

18.7 Control over expenditure: The Government of India, Ministry

of Finance, Department of Expenditure has repeatedly advised to

observe fiscal prudence and austerity. The branches should,

therefore, observe austerity. There should not be avoidable

expenditure on travel, office expenditure, motor vehicles, purchases

etc. The articles which could be repaired need not be replaced. Rush

of expenditure particularly in closing month of the financial year is

regarded as a financial irregularity. Senior officers must closely

monitor the expenditure of their own office and branches under

their control. Necessary guidelines are contained in the DCBI’s

letter dated 05.12.2002, addressed to all J.D’s/DIsG and SsP. The

instructions contained therein must be followed strictly.

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19. 19. 19. 19. ALLOWANCES AND REWARDS/HONORARIAALLOWANCES AND REWARDS/HONORARIAALLOWANCES AND REWARDS/HONORARIAALLOWANCES AND REWARDS/HONORARIA

19.1 Dearness Allowance

19.1.1 On the recommendations of Fifth Central Pay Commission,

Dearness Allowance to all categories of Central Government

employees is being sanctioned by the Government twice in a year, on

1st January and 1st July based on the increase in the average

monthly consumer price index for 12 months, taking into account the

average on 1st January, 1996 as 306.33 points (Base Year: 1982 =

100). The average increase is calculated up to December for grant of

DA from 1st January and up to June for grant of DA from 1st July.

Full (100%) inflation neutralization is provided uniformly at all levels.

19.1.2 Admissibility of DA -

i. Pay - DA is calculated on the basic pay (plus NPA and

stagnation increment). Special Pay, Personal Pay etc. are

not taken into account for this purpose.

ii. Admissibility during Leave - As in the case of Pay, DA is

admissible with reference to the rate of leave salary

drawn (element of special pay, personal pay, if any

excluded) during leave of any kind including Study

Leave. DA is not admissible during EOL since no leave

salary is drawn. In the case of Leave Preparatory to

Retirement (LPR), DA is allowed only for the first 300

days spent in India. DA is not allowed for any period of

LPR spent outside India.

iii. Encashment of Leave Salary- In all cases where

encashment of leave salary is allowed in the case of

retirement etc. DA is admissible, for the entire period of

EL. Where encashment of HPL is admissible, DA will be

allowed for the first 300 days of EL and HPL combined.

iv. Admissibility during Suspension- DA will be drawn with

reference to the subsistence allowance.

v. Re-employed pensioner- DA is admissible based on pay

fixed on re-employment plus the non-ignorable part of

the pension.

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vi. Fraction of D.A. - 50 paise and above should be rounded

off to the next higher rupee, and fraction below 50 paise

ignored.

19.2 House Rent Allowance & Compensatory (City) Allowance:

19.2.1 Classification of cities -Cities have been classified as 'A-1', 'A',

'B-1', 'B-2' and 'C' for the purpose of Compensatory (City) Allowance

and House Rent Allowance. CCA is admissible for 'A-1', 'A', 'B-1' and

'B-2' only , while HRA is admissible for all the classified and also for

unclassified cities.

19.2.2 House Rent Allowance/Compensatory (City) Allowance to

Central Government employees shall be admissible at the following

rates with effect from 01.08.1997:

Compensatory (City) Allowance:

Pay Range (Basic Pay) Amount of CCA in class of

Cities.

(Rs. per month)

' A-1' 'A' 'B-1' 'B-2'

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 p.m. to Rs. 5.999 p.m. 200 150 100 65

Rs. 6,000 p.m. and above 300 240 180 120

House Rent Allowance:

Classification of cities/towns Rates of House Rent

Allowance

'A-1' 30% of actual basic pay

drawn

'A' 'B-1' 'B-2' 15% of actual basic pay

drawn

'C' 7.5% of actual basic pay

drawn

Unclassified 5% of actual basic pay drawn

(i) HRA and CCA are payable with reference to basic pay.

Pay plus NPA and Stagnation Increment, but not special

pay, personal pay etc.

(ii) Both the allowances (CCA/HRA) are admissible if the

place of duty of the government servant falls within the

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qualifying limits of the city/urban agglomeration,

irrespective of the place of residence.

(iii) CCA/HRA are admissible during leave of all kinds other

than terminal leave, but including study leave, and also

during vacation, subject to a limit of 180 days of

combined period of leave, vacation and holidays. Beyond

this period, the allowances can be claimed only by

furnishing certificate in the prescribed form for

continuously residing in the place of duty/retention of

the house paying full rent etc. If the leave is on medical

certificate in the prescribed form, the allowances are

admissible without the certificates up to 8 months.

(iv) If a government servant does not join after leave due to

invalidation/death, CCA/HRA paid for the leave period

need not be recovered. In case of resignation, recovery

should be effected before the resignation is accepted.

(v) During the period of joining time on transfer, the

allowances are admissible at the same rates at which

they were drawn before transfer.

(vi) During temporary transfer, the allowances are

admissible upto 90 days at the rates applicable at the

old station. Beyond this period the rates for the new

station will be applicable. If a temporary transfer initially

made for 90 days is later extended, CCA/HRA at the old

rates are allowed up to the date of transfer order or 90

days, whichever is earlier. For the period beyond 90

days/after issue of extension order, the HRA is

admissible as in the case of regular transfer.

(vii) CCA/HRA are admissible for the period of suspension

based on the pay drawn before suspension for a period

of 180 days. Beyond this period, payment of the

allowances will be, subject to the official's furnishing the

prescribed certificates.

(viii) In the case of training in India, if daily allowance is not

drawn, CCA/HRA are admissible at the rates applicable

to the headquarters station or training station,

whichever is more favourable. If daily allowance is

drawn, the CCA & HRA are admissible at the rates

applicable at his headquarters. Even beyond 180 days

when daily allowance is not drawn the CCA/HRA will

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continue to be drawn only at the rates admissible at his

headquarters.

19.3 Transport Allowance

19.3.1 The rates of transport allowance effective from 01.08.1997 are

as under:

Pay Scale A-1/'A' class Cities Other

places

(as classified for CCA)

Rs. 8000-13500 & above Rs.800 Rs.400

Rs.6500-6900 & above but Rs.400 Rs.200

below Rs. 8000-13500

Below Rs.6500-6900 Rs. 100 Rs.75

(i) Transport Allowance is not admissible to a Central

Government employee who is provided with government

accommodation within a distance of one kilometre or

within a campus housing the places of work and

residence. Transport allowance is admissible subject to

furnishing a certificate that he has not been provided

with government accommodation within one kilometre

from the place of work or within a campus housing the

places of work and residence.

(ii) The allowance is not admissible to those employees who

have been provided with the facility of government

transport.

(iii) Transport allowance will not be admissible if an

employee is absent from duty for a full calender month

due to leave/training/tour. If absence covers part of the

month, it will be admissible for the full month.

19.4 Children's Educational Assistance (CEA)

19.4.1 Children's Educational Assistance is in the form of (i)

Children's Educational Allowances, (ii) Reimbursement of Tuition

Fees and (iii) Hostel Subsidy.

19.4.2 The Scheme for Children's Educational Assistance (CEA) is

applicable, without any pay limits, to all Central Government servants

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including civilian employees paid out of Defence Estimates, State

Government servants on deputation with Centre, and Industrial

employees of the Central Government and admissible to Central

Government servants on deputation to State Governments and

Central Government staff on foreign service, if the terms include

provision for CEA. The Scheme is not applicable for contract staff,

casual and part time staff and staff paid from contingencies.

19.4.3 General Conditions :

I. If both husband and wife are Central Government

Servants, the allowance will be admissible to only one of

them. If either of them is employed in other

organizations outside the Central Government, CEA will

be allowed to the government servant only, if similar

allowance is not granted to the spouse and a declaration

to that effect is furnished.

II. The allowance will be admissible in respect of the

employee's child, including stepchild/adopted child

studying in a recognized school, and is between the age

of 5 years and 20 years. However, if the child completes

the age of 20 years in the middle of an academic year,

the allowance will be allowed till the end of that

academic year. CEA will not be admissible for a child for

more than two academic years in the same class.

Regular attendance is an essential condition. If the

period of absence exceeds one month without proper

leave, the allowance is not payable even if the child

continues to be on the roll of the school.

III. The allowance will be admissible to the government

servant while on duty, on leave (including Extra

Ordinary Leave) or under suspension, but not

admissible for the period treated as 'dies non'.

IV. In the case of quitting service on resignation/

retirement/ discharge/ dismissal/ removal, during the

course of an academic year, the allowance will be

admissible up to the end of that academic year.

In the case of death of the government servant while in service,

the CEA/RTF/Hostel Subsidy will be admissible even after academic

year subject to observance of other conditions of its grant if the

spouse of the deceased is not employed in service of the Central

Government, State Government, Autonomous Body, PSU, Semi-

Government Organization, such as Municipality, Port Trust Authority

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or any other organization partly or fully funded by the Central

Government/State Government.

CEA/RTF/Hostel subsidy will be admissible up to a maximum

of three children at a time, born up to 31.12.1987 and restricted to

two children at a time, born thereafter. This limit is inclusive of the

children for whom hostel subsidy is availed.

CEA is also admissible for children who are in receipt of

scholarship. If freeship is awarded, reimbursement of Tuition

Fee/Hostel Subsidy will be limited to the extent of fees actually paid.

19.5 Overtime Allowance

19.5.1 The Fifth Central Pay Commission recommended

discontinuance of overtime allowance except for staff car drivers,

operational staff and industrial employees. The Government has,

however, decided to continue status quo in regard to payment of

overtime allowance subject to a review of the matter to make the

eligibility for overtime allowance more restrictive and commensurate

with the interest of government work. The payment of OTA may

continue to be made as per the existing orders on the basis of

notional pay admissible to the concerned government servant in the

pre-revised scales of pay/pay slab as laid down in the existing orders.

These instructions are applicable until further orders.

19.5.2 Eligibility -

Non-gazetted employees drawing pay upto Rs. 2200/- p.m. in

pre-revised scales of pay (including special pay, personal pay etc.) are

eligible.

19.5.3 Emoluments

Pay as defined under FR 9(21)(a) plus Dearness Allowance,

CCA and Hill Compensatory Allowance.

19.5.4 Competent Authority to sanction OTA:

Head of Office or any other officer of a rank not lower than

that to Head of Office in respect of staff working under his control.

19.5.5 Condition for grant of overtime allowance

The following deductions should be made in calculating the

overtime allowance:

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(i) the normal one hour of free work;

(ii) the time by which the concerned employee attends office

late; and

(iii) actual time taken for lunch break.

19.5.6 Maximum limit- The OTA in a month should not exceed one-

third of monthly working hours.

.

19.5.7 Overtime Register - Overtime Register in the prescribed form

should be maintained in each office. Entries are to be made as and

when overtime work is authorized and performed by the official.

For detailed information, reference may be made to the

instructions/orders on overtime allowance to Central Government

employees.

19.6 Reimbursement of Conveyance charges

Re-imbursement of conveyance charges is allowed for local

journeys within municipal limits of the city in which headquarters of

government servant is situated. The re-imbursement is governed by

the provisions contained in the Delegation of Financial Power Rules,

1978.

19.6.1 Conditions for re-imbursement of conveyance charges :

a) The conveyance hire actually paid may be re-imbursed to a

gazetted government servant who performs a journey, in public

interest, within the municipal limits of the city in which his

headquarters is situated, in a conveyance when a staff car is

not available.

b) For non-gazetted staff, reimbursement will be allowed, if no

other form of compensation e.g. compensatory leave, overtime

allowance etc. is availed by them.

c) If more than one officer are required to proceed to a particular

place on official duties, they shall share one conveyance.

d) Reimbursement will be at the scheduled rate of charges for the

conveyance used.

e) Expenditure will be met from contingent charges.

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f) The total amount of conveyance hire re-imbursement to a

government servant whether gazetted or non-gazetted in any

one month shall not exceed Rs. 150/-. To keep a watch on

maximum limit of reimbursement of conveyance hire, a

suitable register may be maintained by the DDOs.

19.7 Grant of Cycle (Maintenance) Allowance

(i) Heads of Departments may sanction Cycle allowance at the

rate of Rs.30 p.m. if the duties assigned to a post require extensive

touring at or near the headquarters and maintenance of cycle is

essential. No travelling allowance will be allowed within a radius of 8

kms. For journeys beyond 8 kms. and below 16 km, T.A. will be

admissible if the journey is performed by other modes and if the place

visited is outside local jurisdiction. For journeys beyond a radius of

16 kms. T.A. will be admissible under normal rules.

(ii) For any period of more than one month at any time, if the cycle

is not maintained or used, the allowance is not admissible for that

period. The Cycle Allowance may be sanctioned initially for a period

not exceeding two years at a time. The allowance is sanctioned with

reference to posts and not the individual incumbents.

19.8 Travelling Allowance (T.A.)

19.8.1 T.A. Rules.

a) a) Travelling Allowance Rules are provided in Supplementary

Rules made by the President under FR 44.

b) b) Classification of employees in Pay ranges:

With effect from 01.10.1997, government servants are classified

into five groupings based on their pay as under. 'Pay' includes Basic

pay plus NPA and Stagnation Increment only (Special Pay, Personal

Pay etc. not included).

Rs.16,400 and above.

Rs.8,000 and above, but less than Rs.16,400.



Less than Rs.4,100.

19.8.2 Regulation of Supplementary claims when

promoted/reverted/pay revised retrospectively.

a) Except when there has been actual changes of duties, T.A.

claim already settled should not be revised consequent on

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promotion/reversion or revision of pay retrospectively in respect of the

period intervening between promotion/reversion and date of issue of

orders. If the claim is preferred after the issue of orders of

promotion/reversion/pay revision retrospectively, the same may be

allowed with reference to the revised pay.

b) Where the pay is yet to be fixed, the claim may be preferred

after the pay fixation. The Head of Department may relax the

provisions of SR 194-A, if due to this reason the claim becomes one

year old. If the claim is preferred before fixation of pay, the same will

be allowed on the basis of pre-revised pay.

c) In the case of late authorisation/drawal of increments with

retrospective effect other than those where increment withheld,

revision of T.A. claim is permissible. Supplementary T.A. claim may

be admitted on the basis of enhanced pay including the increment

and amount already drawn will be adjusted.

19.8.3 Different kinds of Travelling Allowances

The following are the different kinds of Travelling Allowances

admissible under different circumstances:

(a) Permanent Travelling Allowance.

(b) Conveyance Allowance.

(c) The actual cost of travelling.

(d) Mileage Allowance.

(e) Daily Allowance.

Among the above, Mileage Allowance and Daily Allowance are

applicable for T.A. on tour and transfer.

(a) Permanent Travelling Allowance

A permanent monthly travelling allowance is granted to a

government servant whose duties require him to travel extensively.

This allowance is granted in lieu of other forms of T.A. for journeys

within his sphere of duty and will be drawn all the year round,

whether he is absent from his headquarter or not. However,

permanent travelling allowance is not admissible for periods of leave,

temporary transfer or joining time. It is also not admissible, if in any

particular case, T.A. of any other kind is drawn.

(b) Conveyance Allowance

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A monthly conveyance allowance is admissible to a Central

Government servant who is required to travel extensively at or within

a short distance from hqrs. but not eligible for daily allowance. The

rates and conditions governing the grant of allowances are contained

in Government of India order No. (1) below SR 25.

Terms and Conditions for grant & drawal of conveyance

allowance

i) For initial fixation of Conveyance Allowance, the officer is

required to maintain, for at least three months, a log-book of journeys

qualifying for the allowance. A longer period may be prescribed by the

sanctioning authority. The log book should contain the details

regarding places visited, distance covered, purpose of visit and mode

of conveyance used. Journeys within 16 kilometers of the place of

work should be recorded.

ii) No allowance shall be admissible unless the average monthly

travelling on duty is more than 200 Kms.

iii) Journeys between the residence and normal place of duty shall

not be included.

iv) Journeys on foot or by bicycle will not qualify for grant of

allowance.

v) The officers who are granted conveyance allowance under these

rules will not be entitled to any other travelling allowance for journeys

upto 16 kms.

vi) The allowance at the rate prescribed under these rules for

journeys performed by own motor car will be admissible in the case of

officers with pay of Rs. 2800/- (pre-revised) or more and who own,

maintain and use motor car for official journeys within a distance of

16 kms.

vii) If the motor car is not maintained or remains out of order for

any period exceeding 15 days at a time, the conveyance allowance is

not admissible for that period.

viii) The allowance is not admissible during joining time, leave

(including holidays prefixed/suffixed), temporary transfer and when

away from headquarters on tour for a period of 15 days or more.

(c) Actual Cost of Travelling

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The Toll tax charged at any station by the Municipality,

Corporation etc. limited to the amount actually paid may be allowed

to a government servant proceeding on tour to that station in addition

to the Travelling Allowance admissible, if toll tax for that station is

reimbursed by the State Government concerned to their employees

under their own TA Rules (SR-53-A).

(d) Mileage Allowance.

(i) A mileage allowance is an allowance calculated on the

distance travelled which is given to meet the cost of a particular

journey which includes fare paid for the rail/steamer/road/air

journey and Daily Allowance at the rates prescribed for the period of

journey to meet on the way expenses (SR-29).

(ii) Principles of calculation: Mileage allowance is calculated for the

journey by the shortest of two or more practicable routes between

places. However, if the route is not shortest but is cheaper, mileage

allowance is calculated on the route actually used. When there are

two or more routes and the difference in terms of time and cost is

not great, mileage allowance should be calculated for the route

actually used (SR-30).

(e) Daily Allowance.

Daily allowance is a uniform allowance for each day of absence

from headquarters, which is intended to cover the ordinary daily

charges incurred by a government servant in consequence of such

absence (SR-49).

Daily allowance is admissible at the rates which are revised

from time to time. The rates are different for different slabs and they

also vary depending on whether the government servant stayed in a

hotel or Government/Public Sector Guest House or made his own

arrangement. (GOI (I) below SR-51).

19.9 Travelling Allowance on Transfer. (SR 2(18) & SR 114)

19.9.1 Transfer' means the movement of a government servant from

one headquarters station in which he is employed to another such

station either to take up the duties of a new post or due to change of

headquarters. T.A. is drawn by a government servant only, if the

transfer is in public interest. A transfer at his own request is not

treated as a transfer for the public convenience unless the authority

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sanctioning the transfer, for special reasons to be recorded, otherwise

directs.

19.9.2 A government servant in transit from one post to another ranks

in the grade to which the lower of the two posts would entitle him (

SR-19).

19.9.3 Transfer T.A. is allowed to family members existing on the date

of transfer and not for any member added to the family thereafter.

The number of fares admissible will be as on the date of the journey.

19.10 Entitlement on Transfer

The entitlements from 1.10.1997 in case of transfers involving

a change of station located at a distance of more than 20 kms. from

each other:

(a) Composite Transfer Grant equal to one month's basic

pay;

(b) Actual fare for journey by rail/steamer/air/road for self

and family;

(c) Cost of transport of personal effects;

(d) Cost of transport of conveyance; and

(e) One additional to and fro fare by entitled class to the

government servant, on transfer, if he has to leave the

family behind, due to non-availability of government

accommodation at the new station.

19.11 Temporary Transfer

(a) Every transfer which is for a period not exceeding 180

days is considered as 'Temporary Transfer'. The

transfer order should specify whether it is a regular

transfer or temporary transfer not exceeding 180 days.

Journeys from headquarters to the station of deputation

will be treated as on tour for regulating TA and full DA

for a maximum of 180 days will be allowed.

(b) If a regular transfer initially made is revised as

temporary transfer, the transfer T.A. already drawn

should not be changed to the disadvantage of the official.

(c) If a temporary transfer initially made for a period not

exceeding 180 days is revised as regular transfer, full

transfer T.A. will be admissible adjusting the TA drawn

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but the daily allowance drawn for the days of halt till

the date of issue of order will not be so adjusted.

19.12 T.A. for journeys on transfer within the same station or to

a station at a distance of not more than 20 kms.

In case of transfer within the same station or within a short

distance from the old headquarters, the entitlement will be as under :

Transfer within same station

(a) No T.A. will be admissible, if no change of residence is

involved.

(b) If there is a change of residence as a result of transfer,

only the following reimbursements may be allowed:

(i) Composite Transfer Grant equal to one-third of

basic pay;

(ii) Actual cost of conveyance for self and family but

not exceeding the road mileage allowance admissible for

regular transfer;

(iii) Actual cost of transportation of personal effects

not exceeding the amount admissible for regular

transfer.

19.13 TA entitlement to government servants deputed to

undergo training courses.

19.13.1 (i) Government servants deputed for training will be

entitled to T.A. as on tour. However, the Daily

Allowance will be admissible as under :

(a) When boarding and lodging are not provided -

First 180 days ... Full D.A.

Beyond 180 days ... Nil.

(b) Training Institutes where boarding and lodging

facilities exist (including cases where a mess run on co-

operative basis is available at the centre) -

First 30 days ... Full D.A.

Next 150 days ... Half

D.A.

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Beyond 180 days ... Nil.

(c) (c) when boarding and lodging are compulsory

and provided at fixed rates, special allowance is

calculated as under:

Outstation participants

Actual expenditure on boarding and lodging plus one fourth of full D.A

Local participants

Actual expenditure on boarding and lodging only.

Irrespective of the period of Training course

(ii) Halt at training station will be treated as continuous

despite a trainee is required to proceed on tour to

another station during training.

(iii) No TA is admissible to government servant for training

at the Centre/Institution located at their Hqrs.

19.14 Journey to give evidence during suspension or to attend

courts or departmental enquiries.

Travelling Allowance for journey on tour (without D.A. for halt

except where specifically mentioned) is admissible in the following

cases:

19.14.1 Government servant himself an accused or facing an

enquiry

(a) Where a government servant under suspension or not for

performing journey to attend Police/CBI enquiry under the direction

of or with the approval of the Head of Office.

(b) A government servant appearing before the Enquiry Officer in a

case against him.

(c) Where a government servant under suspension for appearing in

a Court of Law as an accused, if later on he is acquitted and re-

instated in service and if the legal expenses incurred are reimbursed

to him; TA for journey on tour may also be reimbursed by the

administrative Ministry concerned.

(d) A government servant on duty/leave/suspension for journey

undertaken to stations where official records are made available for

inspection: D.A. up to 3 days allowed: period of journey treated as

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duty/leave/suspension depending on whether as the official was on

duty/leave/suspension.

(d) Advance of travelling allowance is admissible for

officials under suspension to attend enquiry at an

outstation including D.A. for the number of days

specified by the Enquiry Officer.

19.14.2 To give evidence on facts coming to his knowledge in the

discharge of public duties

(a) A government servant to give evidence on facts coming to his

knowledge in official capacity in a criminal case, a case before a

Court-martial, or a civil case to which government is a party or a

departmental enquiry any fees received from Court (except

conveyance expenses for journeys up to 8 kms) should be credited to

government persons on leave also entitled to travelling allowance from

and to the place from which he is summoned as if he was on duty.

(b) A government servant to produce official documents or to give

evidence in official capacity in civil cases T.A. should not be accepted

from Courts; controlling officer concerned will make payment of T.A.

to the government servant and recover from the Court the

reimbursement in full for credit to government account.

(c) When summoned by Criminal Courts to give evidence in official

capacity, T.A. will be paid by the department, if the State is a party to

the case. In other cases, payment will be made by the Courts.

19.14.3 Travelling allowance to witnesses, Presenting Officers and

Defence Assistants.

(a) T.A. is admissible as on tour to persons called to appear before a

departmental enquiry as a prosecution witness, defence witness,

presenting officer or defence assistant and will be paid by the

department where the official is working

(b) A government servant called to give evidence on facts coming to

his knowledge when he was not in service is also entitled to T.A.

(c) Defence Assistant is entitled to T.A. for inspection of documents

also.

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19.14.4 Travelling allowance to retired government servants.

(a) Retired government servant required to attend a departmental

enquiry against him. No advance of tranvelling allowance is to

be paid.

(b) For perusal of documents in such cases, TA including D.A. up

to 3 days is also allowed.

(c) For attending Courts in judicial proceedings against the retired

official, T.A. will be allowed, if he is honourably acquitted by

the Court.

(d) For attending Courts to give evidence in departmental case on

facts which have come to his knowledge, in discharge of his

duties while in service, or to present the case or to act as

complainant, T.A. as on tour including D.A. for halts is allowed.

The entitlements will be with reference to the post held by him

before retirement. The grant of travelling allowance will be

subject to production of a certificate from the Court that he has

not been paid travelling allowance by the Court.

(e) For appearing as Defence Assistant, T.A. is allowed as per sub-

para 19.14.2 above.

19.15 Issue of Air Vouchers

Air Vouchers are issued to the officers of CBI who are either

entitled or allowed to travel by air. The officers obtain their tickets

from the Indian Airlines Corporation or Air India International, on the

authority of the air vouchers. The Corporation sends its invoices to

the Head Office for payment. The invoices are scrutinized and got

verified from the officers who have travelled. It has also to be checked

with reference to the particular TA Bills, that the amount has not

been claimed in TA Bill, though the journey has been performed by

Air Vouchers.

Payment orders are recorded on the invoices and signed by

AO(A) in respect of Head Office staff. A bill is prepared and submitted

to the Pay and Accounts Office requesting them to issue a cheque for

the amount claimed in the bill in favour of the Accounts Officers,

Indian Airlines Ltd. or Air India Ltd. as the case may be.

Similar procedure also should be followed by Branches using

Air Vouchers.

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19.16 Railway Warrants

Railway Warrant facility is presently available to the

Gazetted/Non-Gazetted Police Officers. This facility has now been

extended to CBI personnel working in different ranks in

Legal/Ministerial/Technical cadres to perform their journey by rail on

official duties. The branches are authorised to issue Railway Warrants

to the eligible staff for performing the official duty. The bills/claims

of railway warrants are raised by the chief Accounts Officers of the

respective Railways and are paid from the Budget Grants of CBI. A

register has to be maintained in the form SPE G.26 for issue of

Railway Warrants and the same has to be got verified from the

Controlling Officer of D.D.O. Safe custody of Railway Warrants forms

should be ensured by the Head of Office. The Officer issuing the

Railway Warrants should satisfy himself that the journeys have been

performed by the Officer in whose favour the Railway Warrant was

issued.

19.17 Leave Travel Concession (LTC)

Provisions for leave travel concession are outlined in the

Central Civil Services (Leave Travel Concession) Rules, 1988.

19.17.1 Extent of application

LTC Rules are applicable to all Central Government servants

including Civilians in Defence Services, Members of All India Services,

State Government servants on deputation with Centre, Contract staff,

re-employed Government servant, SAS, Apprentices and Officers of

Autonomous Bodies on deputation with Centre. These rules are not

applicable to casual, part-time, Staff paid from contingencies,

Railway/Armed Forces Services, National Airways and those eligible

for any other form of Leave Travel Concession.

19.17.2 Scope

The concession is admissible to a government servant himself

and his family.

19.17.3 Admissibility

(a) LTC is admissible only on completion of one year continuous

service on the date of commencement of journey. Persons

appointed on ad hoc basis are also covered by this provision.

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(b) State government servants on deputation with Central

Government are eligible for the concession on completion of

one year's service under the Central Government. However, this

is, subject to the certificate by the appropriate Administrative

Authority that the employee concerned is likely to continue to

serve under the Central Government for a period of at least two

years in the case of LTC to Home town and at least four years

in the case of LTC to visit any place in India to be reckoned

from the date of joining the post under the Central

Government.

(c) In the case of contract officers where the initial contract is for

one year and later extended, the total duration of the contract

will be taken into account for the purpose of LTC.

(d) In the case of persons re-employed immediately, after

retirement without any break, the period of re-employed service

will be treated as continuous with the previous service,

provided LTC would have been admissible to the re-employed

officer had he not retired but continued in service.

19.17.4 Types of Leave Travel Concessions

(a) LTC to visit Home town is allowed once in a block of two-years.

(b) LTC to visit any place in India once in four years is in lieu of

one of the two Home town LTCs available in that block.

(c) Both the LTCs can be availed of irrespective of the distances of

places from the headquarters. Against the particular four-

years block, one can avail the concession to visit (i) Home town

during each of the two-year block or (ii) Home town during one

block and All India LTC during the other block.

19.17.5 Carry over of leave travel concession

LTC of either type not availed till the end of the particular block

of two-year can be availed during the succeeding year. The date of

commencement of outward journey only is taken into account for this

purpose.

19.17.6 Declaration of Home town.

(a) The government servant should declare his home town to the

Controlling Officer in the prescribed form as soon as he joins

service. Such declaration duly accepted by the Controlling

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Officer should be kept in the service book and the receipt of the

declaration entered. No detailed verification is necessary before

accepting declaration initially.

(b) Change of Home town. - The "Home town" once declared can be

changed once during the service and accepted by the Head of

Department.

The following criteria, one after the other, may be applied

before the change is accepted:

(i) whether the place declared is the one which requires his

physical presence at intervals for discharging domestic/social

obligations and whether he had been visiting the place

frequently;

(ii) whether the government servant owns residential property in

that place or whether he is a member of a joint family having

such property there;

(iii) whether his near relations are permanently residing in that

place;

(iv) whether prior to his service he was residing there.

19.17.7 Declaration of place of visit under leave travel concession

to any place in India

Before availing LTC, prior intimation to the Controlling Officer

is necessary. The declared place of visit may be changed before

commencement of journey with the approval of controlling officer.

19.18 Cash Compensation

The Executive Personnel of CBI are required to work on

Saturdays, Sundays and Holidays. They are granted Cash

Compensation in lieu of the aforementioned extra work @ 2 ½ days

for every completed month of service subject to a maximum of 30 days

once in a calendar year. The method of getting information with

regard to number of days/dates on which an employee has attended

office work on holidays during a particular month may be evolved by

the Branch SsP of CBI themselves. EL/Commuted leave etc. have no

effect on the grant of cash compensation. However, if a person is on

any kind of leave for more than 30 days, the question of calculation of

cash compensation for that particular month does not arise.

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19.19 Rewards and honoraria

19.19.1 Rewards :

Cash rewards are given to the executive and prosecution staff

for special achievements. These should not be sanctioned for routine

work. The sanctioning authority should sanction rewards only in

respect of officers/staff working under their administrative control.

If any officer intends to sanction reward to any officer not working

under his administrative control, he may send his recommendation

with full justification to the concerned competent authority for

consideration and orders with regard to sanction of rewards to such

officer. The order sanctioning rewards would be issued by the unit

where the officer is working at the time of disbursal. In terms of HO

Circular instructions dated 26.12.97 and 20.05.98 (enclosed as

Annexure-XI(A) & (B) ), powers for grant of rewards to an officer on a

single occasion subject to the overall annual ceiling has been

specified for compliance by all the officers of CBI as specified below

:-

Rank SP/AD/AIG DIG/DD JD AD/SD Max Annual

ceiling

Constable 500 750 1250 1500 5000 7000*

Hd.

Constable

600 1000 1500 1750 7500 8000*

ASI 750 1250 1750 2000 8500 9000*

SI 1000 1500 2000 2250 10000 -

Inspector 1500 1750 2250 2500 12250 -

APP - - 2000 2500 12000 -

* Additional Maximum ceiling in respect of Constable/Hd.

Constable/ASI performing driver duty.

19.19.2 Reward to RSO, Junior Engineer, CPWD, Telephone Operator

Assistant(MTNL) can also be sanctioned by SP/Asstt.Director/

AIG/DIG/Dy.Director, Joint Director, Addl.Director, Special Director

subject to the limits prescribed in terms of HO Circular dated

23.11.98 (See Annexure-XII(A)).

19.19.3 Rewards to the Group 'A' Gazetted Officers of CBI i.e. DSP and

PP can be sanctioned by Director on the recommendation of the

Reward Committee constituted for the purpose which is headed by

the SDCBI or ADCBI as its Chairman, JD(A) and Director of

Prosecution, CBI as members, subject to the limits of Rs. 5,000/- in

a particular case with overall ceiling of Rs. 15,000/- per annum

prescribed by the government in terms of Head Office Circular

instructions dated 28.09.2000 (See Annexure-XII(B)). Reward to the

officers of Government Departments other than CBI(Non Gazetted)

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can be sanctioned by Addl.Director, Special Director and Director,

CBI only.

19.19.4 Accident free reward for driving the vehicles - Reward of

Rs.750/- can be granted to an individual in a financial year for

accident free driving on completion of every 5000 kms run of a

government vehicle for its good maintenance and economy of fuel

consumption etc.

19.20 Honorarium :

Remuneration to an employee from the consolidated fund of

India for special work of an occasional or intermittent character is

termed as "Honorarium".

Honorarium should be granted to an individual for exceptional

work and not for work of routine nature. Powers have been delegated

to CBI Officers for grant of honorarium to an individual on a single

occasion subject to the prescribed ceiling limit of Rs.2500/- in a

financial year. Powers for grant of maximum honorarium to an

individual in a financial year has been delegated to Director, CBI to

Rs.2500/- . No honorarium to any Casual Worker is admissible.

19.20.1 Payment of honorarium is subject to the following conditions:

(i) The work must be undertaken with the prior consent of the

competent authority.

(ii) Amount of honorarium to be paid should be settled in

advance.

(iii) The work is either so laborious or of such special merit as to

justify grant of a special reward.

(iv) The competent authority may pay due regard to the general

principles enunciated in FR.II.

(v) The sanctioning authority shall record the fact mentioned at

(iv) above in writing. The reasons justifying the grant of extra

remuneration shall also be recorded.

19.20.2 No honorarium is admissible for the reasons mentioned

below:

(i) Compilation of demand for grants and preparation of budget

estimate (Except Budget work of the Budget division of

Department of Economic Affairs).

(ii) Dealing with parliament questions.

(iii) Convening of DPCs for confirmation, promotion etc.

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(iv) Incentives to personal staff of Ministers or to other officers

and staff for meritorious work such as working for long

hours.

(v) Condemnation and disposal of unserviceable office stores.

(vi) Work relating to the issue of award of printing contract.

(vii) Closing of annual GPF accounts/Preparation of GPF

statements (Except in the Indian Audit and Accounts

Department where these items of work have not been taken

into account while fixing staff norms).

(viii) Calculation of Income Tax.

(ix) Work relating to the reviewing, weeding and transfer of old

records.

(x) Preparation of bills for payment of bonus.

(xi) Preparation of annual reports.

(xii) Preparation of bills for D.A. arrears.

(xiii) Preparation/Typing of lists of files to be sent to departmental

record room/National Archives and similar other typing work.

(xiv) Stock verification of stationery stores.

(xv) Supervising the job of vacating the stores and arranging

segregation.

(xvi) Opening new pay bill ledgers.

(xvii) Taking out photocopies of various documents.

(xviii) Special work in arbitration case.

(xix) Work relating to confidential reports.

(xx) Work relating to allotment of residential accommodation.

(xxi) Work relating to preparation of CGHS Cards.

(xxii) (xxii) Normal work relating to the Hindi translation.

(xxiii) (xxiii) Performing work relating to clearance drives.

(xxiv) (xxiv) Exemplary work of commendable nature and devotion

to duty.

(xxv) Work connected with celebration e.g. anniversaries of setting

up of Autonomous Bodies/Organisations etc. under

Ministries/ Departments.

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20. 20. 20. 20. ADVANCESADVANCESADVANCESADVANCES

20.1 Advances are provided to the government servant for catering

to his personal needs and/or to finance the acquisition of assets. It is

an important welfare measure and contributes towards keeping up

the morale. Under the provisions of General Financial Rules, 1963,

two types of advances, namely, interest free advances and interest

bearing advances can be sanctioned to a government servant, who is

otherwise eligible under the relevant rules.

20.2 Interest Free Advances

20.2.1 Festival Advance

Sanctioning Authority : Head of Office- Rule

236(GFR)

Festivals : To be selected by Head

of Department {See

GID(l) below Rule 236

(GFR)}

Amount of Advance : Maximum Rs 1500/-

( Rule 241 (GFR)

Eligibility:

a) Non Gazetted staff whose basic pay does not exceed Rs

8300 p.m (Rule 236 GFR).

b) Employees on EL/Maternity leave are also eligible

(Rule237-GFR).

c) Employees who have taken advance to visit hill station

in summer as a member of government sponsored party are not

eligible for festival advance, in that financial year.

d) Contingent staff are not eligible (Explanation below Rule

236-GFR).

e) Temporary staff not likely to continue for at least 6

months after drawing advance are not eligible (Rule 240-GFR).

f) Employees under suspension are not eligible (Rule 237-

GFR).

g) Employees on half pay leave or extraordinary leave or

LPR at the time of disbursement are not eligible (Rule-237-

GFR).

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Employee transferred during the year should certify non-

drawal of advance in the previous office in that year - GID (1)

below Rule 238-GFR.

Conditions :

a) The advance is admissible only once in a financial year

even if the festival falls twice in a year ( Rule 238 GFR).

b) Second/subsequent festival advance will be granted only

if previous festival advance or advance for visit to hill station

has been recovered in full.

c) Should be drawn before the festival. The time-lag

between dates of drawal and disbursement to be reduced to the

minimum (Rule 242 and GID below Rule 244-GFR).

d) In case of temporary employees a surety bond from a

permanent employee having equal or higher status is needed.

The surety bond is cancelled on the employee attaining

permanent status. The requirement of surety bond can be

waived, if recovery of advance can be done during temporary

service of employee.

Recovery:

a) Should commence with the issue of pay for the month

following that in which the advance is drawn (Rule 244-GFR).

b) Not more than 10 monthly instalments (Rule 243-GFR).

20.2.2 Natural calamities ( Flood/Drought/Cyclone advance)

Sanctioning Authority : Head of Office (Rule 247-GFR)

Amount of advance : Maximum of Rs 2500/-

Eligibility :

Non gazetted employees whose movable/immovable property

has been substantially affected/damaged in an area affected by

natural calamity.

Conditions :

a) Concerned State Government should have declared the

area having been affected by natural calamity

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(flood/drought/cyclone) and granted financial assistance to

their employees in such area.

b) Application must be given in Form - GFR-37 within

three months from the date of orders declaring natural

calamity.

c) An employee applying for the advance has to give a

declaration of the damage caused to his movable/immovable

property due to natural calamity. If the employee’s declaration

is later found untrue, he shall be liable for disciplinary action.

Recovery :

a) In maximum 25 equal monthly instalments with effect

from the second issue of pay after advance is drawn.

20.2.3 Advances for training in Hindi through correspondence

courses

Sanctioning Authority : Head of Office

Amount of advance : Rs 150/-

Eligibility :

a) Employees whose training in Prabodh/Praveen/Pragya

is obligatory and who undergo the training through

correspondence course conducted by the Central Hindi

Directorate.

Conditions :

a) Advance is granted three months after start of the

course.

b) Employee should make satisfactory progress (Head of

Office may seek a certificate from the Directorate).

Recovery :

a) a) Advance will be adjusted in cash award received by the

trainee, if he passes and by recovery in four instalments from

pay, if he fails.

20.2.4 Advance for Training in Hindi Typewriting and Stenography

Sanctioning Authority : Head of Office

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Amount of advance For : Rs 100 or 6 months fee

Hindi Typewriting whichever is less

For Hindi Stenography : Rs 200 or 12 months fee

Eligibility : whichever is less

Employees for whom training in Hindi Typewriting or Hindi

Stenography is obligatory and who are eligible for grant of lumpsum

award on passing the examination after training.

Conditions :

a) The advance is granted for payment of fees to a private

institution.

b) The advance is granted three months after admission.

c) The employee should make satisfactory progress.

Recovery :

a) The advance will be adjusted against the lumpsum

award admissible on passing the examination.

b) If the employee does not pass the examination, the

advance shall be recovered from his pay in 4 equal instalments.

20.3 Other Interest Free Advances

20.3.1 Advances on transfer:

Advance of pay and travelling allowance is sanctioned under

GFR 222 in the case of transfers in public interest. For mutual

transfers specifically ordered at the request of the government

servant, these advances are not admissible.

20.3.2 Advance of Pay:

One month’s pay in the old post or in the new post, whichever

is lower, may be sanctioned as advance of pay on transfer. In case

where headquarters of an office are shifted as a result of government

policy, two months’ pay may be sanctioned as advance. The advance

of pay, if not drawn at the old station, may be drawn at the new

station. Advance of pay is not admissible for temporary transfers (Rule

223, GFR and GIDs 2 and 4).

20.3.3 Advance of T.A. on transfer:

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An advance not exceeding the travelling allowance admissible

to the government servant may be sanctioned, including the T.A. for

family members whether they accompany the government servant or

follow him within the permissible time. However, if the government

servant avails TA advance for self, only drawal of a second advance for

the family is permissible separately for the travel of the family

members within 6 months in normal transfer cases and within 12

months in the case of change of headquarters (Rule 223, GFR, GID 3).

20.3.4 T.A. advance on retirement:

A retiring government servant is entitled to T.A. Advance as on

transfer, to proceed to the place of permanent settlement, only if the

journeys are performed during leave preparatory to retirement (LPR).

No advance can be sanctioned for the journeys to be performed after

retirement (Rule 224, GFR).

20.3.5 T.A. advance on Tour:

The amount of advance to be sanctioned is ‘to cover the

travelling expenses’ including fares, incidental charges, road mileage

and D.A. generally for one spell of tour. In the case of prolonged tours

in the interior places which are difficult of access, advance may be

sanctioned to cover T.A. for thirty days, or six weeks in special cases.

GFR 231 provides for grant of advance to meet expenses on the

contingent charges also. But in practice, the amount required to meet

contingent expenses arising on tour, e.g., if heavy equipment is to be

carried involving transport/mazdoor charges etc. is separately given

from out of the permanent advance as these charges are to be

accounted for as contingent expenditure and not included in the tour

T.A. claim.

20.3.6 LTC advance:

The amount of LTC advance to be sanctioned is limited to 90%

of the estimated amount of reimbursement for journeys both ways. In

cases where the period of leave exceeds 90 days or the return journey

is not proposed to be performed within 90 days, advance will be

sanctioned for one way only. If the advance has been drawn for both

ways and the return journey is not likely to be performed within 90

days, one-half of the advance is to be refunded. Where the initial

journey is proposed to be performed by rail, the advance may be paid

60 days in advance to facilitate booking of rail tickets. The

government servant is required to submit proof of booking the tickets

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within 10 days of payment of advance. If the outward journey is

proposed to be performed otherwise than by rail, the advance may be

granted thirty days in advance of the proposed date of journey. If the

journey is not commenced within 30 days, the advance is to be

refunded.

20.3.7 Leave Salary advance:

Advance of leave salary may be sanctioned to a Government

servant proceeding on leave for a period not less than one month or

30 days. Thus, one can avail leave for the full month of February

though it is less than 30 days and avail the advance. Similarly, if the

leave is from 15th February to 14th March it is taken as one month

though it is less than 30 days. The amount of advance will be limited

to the leave salary clearly admissible, including allowances, after

deducting GPF, IT, HRA, Advances, etc. In other words, if the net

amount of salary payable after all the usual deductions including

fresh recoveries, if any, is not less than the actual amount of leave

salary due for the month the amount of leave salary may be paid as

advance. Payment of leave salary advance is to be noted in the Pay

Bills Register for watching adjustment (Rules 259 and 260 GFR).

20.4 Interest Bearing Advances

General Provisions

Instalments for Recovery: The advances shall be recovered in

specified equal monthly instalments. The maximum number of

instalments in which an advance can be recovered is given below :

Sl

No.

Type of advance Maximum no of

instalments

1 Warm Clothing advance 10

2 Table Fan advance 10

3 Typewriter advance 30

4 Motor Car advance 200

5 Motor Cycle/Scooter advance 70

6 Cycle advance 30

7 Personal Computer advance 150

8 House Building Advance 180 for Principal

60 for Interest

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When an advance is granted to an employee who is about to

retire shortly the number of instalments shall be so adjusted as to

ensure full repayment of advance and interest before retirement or

termination of service.

Amount of instalments: Each instalment shall be in whole

rupees. However, the last instalment may be raised or reduced as

may be necessary for recovery of the balance including any fraction of

a rupee.

Mode of recovery: The repayment instalments shall be

recovered from the pay, leave salary or subsistence allowance,

commencing with first such issue after the advance is drawn.

Interest: Interest on advances will be charged at prescribed

rates. Sanction for an advance shall indicate the interest rate 2.5%

more than the prescribed rate with the stipulation that 2.5% rebate

will be allowed, on compliance with the terms relating to recovery of

amount.

Calculation of interest: Interest may be calculated as per

following formulae :

i) When the principal amount of advance is repaid in equal

instalments

Total interest= n(n+1)/2 * A * 1/12 * r/100

ii) When a part of the advance is repaid in equal monthly

instalments and the balance in lumpsum

Total interest= n/2 ( P +L) * 1/12 * r/100

iii) When repayment is irregular, interest will be calculated

for every month on diminishing balance. Alternatively, the

balance outstanding at the end of every month should be

aggregated and then interest calculated as follows:

Total interest = Aggregate of balances

outstanding every months*

1/12 * r/100

Where

n= number of instalments including last instalment of

lumpusum payment, if any

A= Amount of each instalment

r= Rate of interest

of 150

P= Principal amount of advance

L= Lumpsum payment

Recovery of interest:

Interest computed as above shall be recovered in the minimum

number of monthly instalments. The amount of each instalment shall

not be more than the amount of instalment for recovery of advance.

The recovery of interest shall commence from the month immediately

following that in which the repayment of the advance principal is

completed.

Illustration:

Amount of Scooter advance Rs 30000/-

Date of advance 5.3.98

Amount of each instalment(A) Rs 500

No. of instalments(n) 60

Rate of interest(r) 11.5%

Interest n(n+1)/2 * A/12 * r/100

60(60+1)/2 * 500/12 * 115/100

= Rs 8769/-

The interest will be recovered in 18 instalments, the first 17

being Rs.500 each and the last of Rs 269.

Rate of interest for various types of advances

Rate of interest Year in which

advance drawn Motor Car/PC Motor Cycle/

Scooter/ Moped

Cycle, Warm

clothing, Table Fan

1982-93 9 8.5 8.5

1983-84 9.5 9.5 9.5

1984-85 10 10 10

1985-86 11 11 11

1986-87 to

1989-90

8.5 7.5 7.5

1990-91 10.5 8.5 7.5

1991-92 12 9.5 8

1992-93 14 10.5 8.5

1993-94 to

1999-2000

15 11.5 9.0

2000-01 14 10.5 8.0

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2001-02 13 9.5 7.0

2002-03 12.5 9.0 6.5

2003-04 11.5 8.0 5.5

20.4.1 Types of Advances :

Warm Clothing advance

Sanctioning Authority : Head Of Office

Amount of advance : Maximum Rs 1500/-

Eligibility :

All Group C and D employees, posted in hill stations for

a period of one year, or more are eligible. Hill station means a

place situated at a height of 1000 metres or more above sea

level.

Conditions :

a) Head of Office should certify that employee is likely to

stay (including period already spent) for not less than 12

months in the hill station.

b) Second and subsequent advance may be granted only

after three years from grant of earlier advance.

c) In case of temporary employees a surety bond from a

permanent employee having equal or higher status, is needed.



waived, if recovery of advance can be made during temporary

service of employee.

20.4.2 Table Fan Advance

Amount of advance: Anticipated price subject to a

maximum of Rs 1000/-.

Second Advance: A second advance should not ordinarily be

granted within 10 years of the grant of previous advance.

Eligibility :

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Group D employees living in a house provided

with electricity and plug point but not having a fan are eligible.

Conditions :

a) The advance should not be granted to an employee

under suspension.

b) In case of temporary employees a surety bond from a

permanent employee having equal or higher status is needed.



waived if recovery of advance can be made during temporary

service of the employee.

c) The employee is to submit cash receipt of table fan

purchased for verification.

d) The fan shall be considered government property till the

advance and interest thereon is repaid.

20.4.3 Conveyance (Motor Car, Motor Cycle/Scooter & Bicycle)

advance

Conditions common to all types of Conveyance Advances:

a) The advance is granted for purchase of motor car,

motorcycle/scooter, moped and bicycle.

b) Advance shall not be granted for furnishing security at

the time of registration.

c) In case of temporary employees, a surety bond from a

permanent employee of equal or higher status is

necessary.

d) Prior permission should be obtained or intimation of

purchase be given, as may be necessary.

e) The sanctioning authority should be satisfied about

repaying capacity of the employee.

f) The advance cannot be granted if the vehicle has already

been purchased and paid for unless it has been

purchased within a period of three months from the date

of application and paid for by raising a temporary loan.

g) Advance should not be sanctioned and disbursed when

official is under suspension.

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h) Advance can be granted only if the outstanding of

previous advance, if any, with interest has been fully

repaid.

i) Purchase of vehicle should be made within one month

from the drawal of advance. The cash receipt (in all

cases) and registration book (in cases other than bicycle)

should be produced for verification. The registration

book must be shown within one month of purchase or

two months of drawal of advance. If the employee fails

to do so the advance shall be refunded with the penal

interest.

j) The vehicle after purchase should be hypothecated to

the government.

k) Prior sanction of the loan sanctioning authority is

necessary for sale of the vehicle so long as the advance

and interest thereon is outstanding. The sale proceeds

must be used to payback advance and interest or for

purchase of a new car within a month. In the latter

case, the advance outstanding will be restricted to the

cost of new car. Re-payment of the outstanding amount

would continue at the rate fixed.

l) Recovery of advance will start from first pay/leave

salary/subsistence allowance after drawl of advance.

m) Simple interest at prescribed rates, calculated on

monthly reducing balance basis will be recovered in one

or more instalments after the principal is recovered. The

rate of interest charged for advances drawn in different

years is given in para 20.4 of this chapter.

n) Sanction order should indicate the rate of interest 2.5%

higher than the prescribed rate with stipulation that

2.5% rebate will be allowed for prompt payment.

o) Even if repayment is made more than once in a month it

will be taken as a simple payment in a month for

arriving balance for interest calculations.

p) Sanctioning authority is department of Central

Govt/Administrator or Head of Deptt for cases other

than bicycle and Head of Office in case of Bicycle. An

Under Secretary who is Head of Office may authorise a

Section Officer under him to sign, on his behalf,

sanction of cycle advance.

20.4.4 Motor Car advance

Eligibility :

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Employees drawing pay including non-practicing

allowance(NPA) and stagnation increment(SI) of Rs. 10500/-

p.m. or more are eligible. This condition may be relaxed by the

Secretary to Ministry/Department in deserving cases {Rule 193

(ii)}.

Amount of advance :

a) On first occasion Rs 1,80,000 or eleven months’ basic

pay +SI +NPA or price of car, whichever is the least.

b) On second and subsequent occasions Rs 1,60,000 or

eleven months basic pay +SI or price of car whichever is the

least.

c) In case of employees holding regular posts abroad the

advance shall be further restricted to the amount admissible

from foreign exchange angle.

Other conditions :

a) A second advance can be taken for purchase of a

different make of car without selling previous one purchased

with advance, but outstanding advance and interest must be

repaid before grant of second/subsequent advance.

b) Second and subsequent advances will be given only after

4 years from the date of drawal of previous advance.

c) However, second/subsequent advance may be given

even before 4 years in following cases:

i) When an employee disposes of his car in India

and proceeds on deputation/training abroad for more

than a year and returns without a car or

ii) when an employee is appointed to a regular post

abroad and does not take his car with him or

iii) when one had earlier taken advance for motor

cycle and now desires for car, if outstanding amount of

previous advance, if any, with interest is fully cleared.

d) An advance can be granted in two instalments in case of

employees holding regular post abroad, first for purchasing the

car and second while coming to India for payment of customs

duty the total being restricted to the overall limit prescribed.

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e) The advance can also be given only for payment of

customs duty, to an employee on regular post abroad who

brings a car subject to the overall limit.

f) Employee can pay more than one instalment in a month.

20.4.5 Motor Cycle /Scooter advance

Eligibility :

a) Employees drawing pay (basic pay + NPA+SI) of

Rs.4600/- p.m or more are eligible. This condition can

be relaxed by sanctioning authority in deserving cases.

Amount of advance :

a) On first occasion Rs. 30,000 or 6 months’ pay or

anticipated price of motor cycle/scooter/moped whichever is

the least.

b) On second and subsequent occasion Rs 24000/- or 5

months’ pay or anticipated price of motor cycle/scooter/moped,

whichever is the least.

Other conditions :

Other conditions are same as in case of motor car except that

there shall be no need for hypothecation of the vehicle.

20.4.6 Cycle advance

Eligibility :

Non-gazetted employees whose basic pay + SI does not exceed

Rs.5000/- p.m.

Amount of Advance :

Rs 1500/- or anticipated price of cycle including ST whichever

is less {Rule 212 (i)}

Other conditions :

a) Subsequent advance will not be available within 3 years

of the earlier advance.

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b) Priority will be given to those who have not availed the

advance in the last 5 years.

c) In case of temporary employees, a surety bond from a




waived, if recovery of advance can be done during temporary

service of the employee.

20.4.7 Personal Computer advance

Eligibility :

Employees drawing pay including SI and NPA of Rs 10,500/-.

Amount of advance :

i) On first occasion: Rs 80,000/- or anticipated price of

computer excluding customs duty) whichever is less.

ii) On second/subsequent Occasion : Rs 75,000/- or

anticipated price of computer(excluding duty) whichever is less.

Other conditions :

a) Application should be made on the prescribed form

(GFR-27).

b) In case of temporary employees, a surety bond from a


c) A second/subsequent advance can be granted only after

3 years from the drawal of earlier one.

d) d) The advance can not be used for payment of

customs duty.

e) e) Computer purchased should be mortgaged to the

government.

f) Interest is charged at the rates prescribed as in case of

advance for motor car.

20.4.8 House Building Advance

Purposes of advance :

a) Acquiring a plot and constructing a house thereon.

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b) Constructing a new house on a plot already owned singly or

jointly with spouse.

c) Getting a plot under cooperative schemes and building a house

where title will vest in the official after the house is built.

d) Enlarging living accommodation in a house owned by self or

jointly with spouse.

e) Constructing the residential portion alone in a shop cum

residential plot in a residential colony.

f) Purchase of a ready built house/flat from

i) Government, Semi Government, local bodies, housing boards,

development authorities.

ii) Self financing Housing schemes

iii) Cooperative Housing schemes.

iv) Private parties such as registered builders, architects, house

building societies etc. , but not from private individuals.

g) Conversion of hire purchase of house/flat into outright

purchase, from State Housing Board or similar government

controlled bodies.

h) Repayment of a loan taken for purchase/construction of a

house/flat if employee had applied for HBA before taking the

loan (even if construction has been started already). Loan may

have been taken from government source, or a non-government

source including private institutions, friends and near relatives,

PSUs, autonomous bodies and other registered societies funded

by the government. Before obtaining loan from a non-

government source, the employee must apply for HBA and go

for the private loan only when HBA is denied due to paucity of

funds.

Eligibility :

a) All permanent employees.

b) Other employees having rendered at least 10 years continuous

service( including military service in case of re-employed ex-

servicemen).

c) Members of All India Services( IAS,IPS & IFS) deputed to

Central Government, Public Sector Undertakings under the

control of the Central Government, international organizations,

autonomous bodies or a private body (These cases should be

processed by the Head of the parent Department).

d) Central government employees on deputation to another

department or on foreign service (These cases should be

processed by the Head of the parent department).

e) Staff covered under Payment of Wages Act.

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Note :

i) Employees of Union Territories and North East Frontier

Agency(NEFA) are also eligible as per the above criterion.

ii) If both husband and wife are Central Government employees

and are eligible for HBA, the advance shall be admissible to only one

of them.

iii) Central Government servants under suspension are also

eligible for advance subject to the condition that collateral security in

the shape of mortgage bond from two permanent Central Government

servants is obtained.

Cost ceiling of the House:

Cost of the house (excluding cost of land) should not exceed

200 times of pay (basic pay + stagnation increment + non-practicing

allowance) subject to a maximum of Rs 18 lakhs and a minimum of

Rs 7.5 lakhs. Thus, where the cost ceiling according to basic pay is

less than 7.5 lakh an employee can avail HBA for

building/purchasing a house as if costing Rs.7.5 lakhs. In case of self

financing scheme, cost ceiling will be inclusive of land and

development charges. Ceiling maybe relaxed upto 25% by the

Administrative Ministry/Department in appropriate cases.

Amount of advance:

Sl

no.

Purpose Amount of advance

1 For construction of a

house in an existing

plot in urban areas

50 times pay( i.e. basic pay + SI +

NPA ) of the employee or Rs 7.5 lakhs

or the estimated cost, or repaying

capacity, whichever is least.

2 For purchasing a plot

and constructing a

house thereon

- As above -

3 For purchasing a ready

built house

- As above -

4 For enlarging

accommodation in an

existing house in urban

area

50 times of pay + SI + NPA or Rs 1.8

lakhs or the estimated cost or the

repaying capacity whichever is the

least.

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5 For construction

/enlargement of

accommodation in rural

areas ( not falling on the

periphery of a town or

city)

The advance should not exceed

Rs.1.8 Lakhs or 80% of true cost of

land and construction or cost of

enlargement and further restricted to

his repayment capacity

6 Where the employee

owns a house jointly

with other relations, or

has coparcenary share

in a house belonging to

HUF of which he is a

member and the

employee desires to

have a separate house

for himself

The amount of HBA shall be

restricted to 60% of the amount

normally admissible to him

Note: Amount of advance can be reduced at the request of the

employee (to avail reduced rate of interest) if the entire advance

is not drawn.

Repaying capacity

Length of remaining

service

Repaying capacity

Officials retiring after 20

years

40% of Pay( Basic Pay +SI + NPA)

Officials retiring after 10

years but before 20

years

40% of pay (Basic Pay +SI + NPA); 65% of

gratuity may also be adjusted.

Officials retiring within

10 years

50% of pay (Basic Pay +SI + NPA); 75% of

gratuity may also be adjusted.

Conditions for admissibility of HBA

a) The house to be purchased/constructed should be either at the

place of duty or at the place where the employee proposes to

settle after retirement.

b) Employee /spouse/minor child should not own a house in the

town/urban agglomeration where house/flat is proposed to be

constructed/acquired.

c) The title of the land should be clear in the name of

employee/spouse/jointly.

d) In case of purchase of ready built house/flat from private

parties the house/flat should be new and unlived in.

e) The house/flat should be used for residential purposes

only.

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f) Advance shall be granted in respect of only one house/flat in

the entire service.

g) Employee should not have taken any loan from any other

government source/semi government bodies /Housing

bodies/local bodies/development authorities etc. However,

where the employee has taken any such loan he should

undertake to repay such loans with interest in one lump.

h) Advance for ready built house will be only for outright

purchase.

i) In case of construction of residence on a shop cum residential

plot in a residential colony

i) Cost of land + cost of superstructure for both residence

and shop(s) should not exceed the prescribed cost ceiling.

ii) Entire property including shop(s) should be mortgaged.

iii) Entire building including shop(s) should be insured

against fire, lightening, floods etc.

j) In case of HBA for enlargement of the house

i) Funds will be arranged from the officer’s own resources

and this does not in any way affect his repaying capacity( a

declaration of the employee to that effect is needed).

ii) Two years should have elapsed after completion of the

house( as per completion certificate).

iii) Certified copy of approved plan is to be furnished.

iv) The foundation is capable of taking additional load.

v) HBA + loan raised from other institutions shall be

restricted to the prescribed cost ceiling.

k) In case of Central Government employees on deputation, the

case is to be processed by the parent department.

l) Sanctioning authority should be satisfied that employee is

likely to be in service till the house is built and mortgaged.

m) The advance should be utilised only for the purpose it is

sanctioned. Misutilisation of advance shall entail disciplinary

action. Any unutilised amount should be refunded

immediately.

Creation of second charge

Government servants may create a second charge on the

property subject to the following conditions:

i) Prior permission of the Head of the Department should be

obtained.

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ii) The second charge can be created only in r/o loans for meeting

the balance cost of the house/flat.

iii) The total HBA plus the loan raised should not exceed the

prescribed cost ceiling.

iv) Loan to be obtained should be from recognized financial

institutions, such as, banks, government financial

corporations, co-operative housing finance institutions, public

companies formed and registered in India with the specific

purpose of financing housing like, Housing Development

Finance Corporation Ltd.

v) Second charge can also be created for enlarging living

accommodation in the house constructed/acquired with HBA,

if two years have elapsed after completion of the construction of

the house.Rs 1500/- or anticipated price of cycle including ST

whichever is less {Rule 212 (i)}

Other conditions :

a) Subsequent advance will not be available within 3 years of the

earlier advance. Rs 1500/- or anticipated price of cycle including

ST whichever is less {Rule 212 (i)}

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21.21.21.21. DRAWAL OF PAY, ALLOWANCES AND DRAWAL OF PAY, ALLOWANCES AND DRAWAL OF PAY, ALLOWANCES AND DRAWAL OF PAY, ALLOWANCES AND

HONORARIAHONORARIAHONORARIAHONORARIA

21.1 Superintendent of Police incharge of a branch and

Administrative Officer(Accounts) in CBI, Head Office have been

declared by the Director, CBI as ‘Head of Office’ for that branch and

CBI, Head Office respectively, under Rule 13(3) and 14 of Delegation

of Financial Powers, 1978 and Controlling Officer under SR-191 for

the purpose of TA Bills and Drawing & Disbursing Officer in respect of

Gazetted and Non-Gazetted Officers working under him. The Office

Superintendent or some other gazetted officer of the branch, such as

a Deputy Superintendent of Police can be authorised by the Head of

Office within the terms of the existing orders or Rules to perform the

duties of drawing and disbursing officer under Rule 13(2) of

Delegation of Financial Powers and Rule 35(2) of Receipt and

Payment Rules, 1983.

21.2 Pay Bill Register is required to be maintained by the CBI Head

Office as well as by each of CBI Branches. Separate registers are

maintained for Gazetted Staff, Non-gazetted Executive Staff,

Ministerial Staff, Constables and other Class IV Govt. servants.

Under the existing arrangement, it is necessary to prepare only one

copy of the Pay Bill to be sent to the Pay and Accounts Officer or

Cheque Drawing DDO, CBI, as all information relating to drawal of

pay and allowances by the Officers/Staff, is available in the Pay Bill

Register.

21.3 In the case of officials placed under suspension, separate pay

bill is to be prepared for drawing the subsistence allowance and other

allowances admissible thereon.

21.4 The following allowances are generally drawn alongwith the pay

(i) Dearness Allowance (including Addl. DA)

(ii) House Rent Allowance

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(iii) City Compensatory Allowance

(iv) Transport Allowance

(v) Children Education Allowance

(vi) Hill Allowance

(vii) Conveyance Allowance

(viii) Interim Relief

(ix) Deputation (Duty) Allowance

(x) Remote locality Allowance

(xi) Bad climate Allowance

(xii) Tribal Area Allowance

(xiii) Kit Maintenance Allowance

(xiv) Court Allowance @ Rs. 1000/- p.m. for ALA/DLA, Rs.

750/- p.m. for Sr.PP/PP and Rs. 500/- p.m. for APP.

(xv) Gallantry Allowance at the following rates:

a) President Police Medal for Gallantry :

Rs.750/- p.m.

b) Each of Bar to President’s Police

Medal for Gallantry : Rs. 750/- p.m.

c) Police Medal for Gallantry : Rs. 450/- p.m.

d) Each of Bar to Police Medal

for Gallantry37[1] : Rs.

450/- p.m.

21.5 Allowance and Honoraria

37[1]MHA letter No. 11026/10/98-PMA dt. 6.12.1999

of 164

The bills relating to the following allowances/claims are

prepared separately :

(i) Overtime Allowance

(ii) Reimbursement of Tuition Fees

(iii) Reimbursement of Medical charges

(iv) Travelling Allowance

(v) Leave Travel Concession

(vi) Any other allowance i.e. Reward etc.

(vii) Robe Allowance @ Rs. 2500/- in 5 years for Law Officers

(viii) Robe Maintenance Allowance @ Rs. 600/- P.A.

(ix) Refreshment Allowance

(x) One month’s extra pay i.e. Basic Pay + D.A. from

Constable to Inspector in a Calender year

(xi) Mufti Dress Allowance @ Rs. 500/- P.A. for Constable &

Head Constable

(xii) Grant of 75% discount by Indian Airlines to recipients of

President’s Police Medal for Gallantry and Police Medal

for Gallantry on the air journeys performed by them on

economy class w.e.f. 1.2.200138[2]

Similarly, separate bills are prepared in regard to grant of

honorarium.

21.6 Advances :

The bills for the following advances are prepared separately:

(i) Advance from the GP Fund

(ii) Festival Advance

38[2]MHA letter No. 11026/17/99-PMA dt. 5..2.2001

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(iii) Cycle Advance

(iv) Motor Cycle Advance

(v) Leave Salary Advance

(vi) Motor Car Advance

(vii) TA Advance

(viii) Advance of Pay

(ix) Other Miscellaneous Advance

21.6.1 The advance bills may be prepared in the prescribed format

cited in Rule No. 165 of Receipt and Payment Rules, 1983.

21.7 Recovery Registers :

The following Registers are to be maintained to keep a watch on

the recoveries of advances sanctioned to the staff :

(i) Cycle Advance Recovery Register

(ii) GPF Advance Recovery Register

(iii) Festival Advance Recovery Register

(iv) Motor Cycle Advance Recovery Register

(v) Adjustment Register for TA/LTC Advance and Transfer

TA Advance

(vi) Register for recovery of other advances

21.7.1 Whenever advances are granted, it is necessary to make the

entry in the appropriate registers to ensure recoveries as per the

norms.

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21.7.2 At the beginning of each financial year, the balance of various

outstanding advance except GPF is to be intimated to Pay and

Accounts Officer concerned.

21.8 Reward to subordinate Police Officers

For granting rewards to the subordinate Police Officers, a

Reward Roll Statement is to be used in Form G-12.

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22. 22. 22. 22. CONTINGENCIESCONTINGENCIESCONTINGENCIESCONTINGENCIES 22.1 Contingencies or ‘contingent expenditure’ means all incidental

and other expenditure, including expenditure on stores, which is incurred

for the management of an office or for the working of technical

establishment, such as a laboratory, workshop, industrial installation, store

depot and the like, but does not include any expenditure which has been

specifically classified as falling under some other head of expenditure such

as ‘works, tools and plants’.

22.2 The powers of Director as Head of the Department to incur

expenditure on contingencies are specified in Schedule V to the Delegation of

Financial Powers Rules, 1978. The Director, CBI has further re-delegated

these powers to various officers in CBI. Detailed chart showing internal

delegations is placed at Annexure-XIII.

22.3 Under Rule 90 of the General Financial Rules, the Head Office

has been granted a permanent advance (Imprest) of Rs.2000/- to provide for

emergent petty advances of all kinds or for such payments as have to be

made in advance for drawing bills. Permanent advances have also been

granted to branches, according to their requirements39[1].

22.4 A contingent register showing different heads of contingent or

miscellaneous expenditure is maintained. The annual budget allotment is

also noted in that register. Expenditure under each minor head is watched

through that register. The bills are prepared and the amounts are drawn on

fully vouched contingent bill forms. Sometimes for meeting urgent

contingent expenditure, advances are also drawn on abstract bill forms

under the provisions of Receipt and Payment Rules.

22.5 Vouchers: Vouchers/receipts for payments of Rs. 500/- or

above are to be sent to the Pay and Accounts Officer, CBI. Others are kept in

the office alongwith the bills, after they are cancelled with a rubber stamp.

The provisions of Rule 109 of Receipt & Payments Rule have specially to be

observed for defacement or cancellation and preservation of the vouchers.

39[1]

For detailed guidelines, GFR 90 may be referred to.

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23. 23. 23. 23. GENERAL PROVIDENT FUNDGENERAL PROVIDENT FUNDGENERAL PROVIDENT FUNDGENERAL PROVIDENT FUND

23.1 Eligibility

Temporary government servants with one year's service, re-

employed pensioners not covered by Contributory Provident Fund

Rules, and all permanent government servants have to subscribe

compulsorily at a minimum of 6% pay (maximum 100% pay) every

month to General Provident Fund. Persons completing one year's

service during a month are to subscribe from the following month,

i.e., recovery commencing from the pay for the month following the

one in which they complete one year's service. Temporary

government servants (including Probationers and Apprentices) likely

to continue for more than a year in service may subscribe any time

before one year. No recovery should be made during the last three

months service before superannuation (e.g. For employees retiring on

30th June, subscriptions are not to be recovered from the pay for

April, May and June).

23.2 Procedure to be followed by Head of Office

The Head of Office is required to send to PAO statement in

duplicate by 15th of every month with particulars of employees

eligible to subscribe to GPF three months hence, for allotment of

account numbers, in the prescribed form. No application from the

official is necessary. The duplicate copy of the statement will be

returned by the PAO duly completed with account numbers allotted to

the officials. However, in the case of temporary employees choosing to

subscribe before one year, applications are to be forwarded as per the

old procedure for allotment of account numbers. In any case,

subscriptions should be recovered only after the account numbers are

allotted.

23.3 Nomination

23.3.1 Submission of nominations - Every government servant

should submit nomination in the prescribed form immediately on

joining the Fund. While an employee not having family may nominate

any other person, the nomination should be in favour of family

member(s) only in the case of one having family. The subscriber may

provide in the nomination that the nomination shall become invalid in

the event of the happening of a contingency specified therein e.g. a

bachelor may nominate his father or mother. He can specify in the

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nomination that the nomination will become invalid in the event of his

subsequently getting married. If the nomination is made in favour of

more than one person, the proportionate share in which the amount

will be payable should be specified clearly in the relevant column. At

any time, the nomination may be cancelled by the government

servant. Revised nomination may be sent to the PAO through the

Head of Office. Change of nomination is permitted even after

retirement but before the final payment is made. Every nomination

takes effect from the date it is received by the PAO.

23.3.2 Action by the Head of Office : Nominations submitted by the

officials should be carefully scrutinized by the Head of Office before

forwarding the same to PAO and it should be ensured that the

instructions contained in the nomination form as also the provisions

in GPF Rules are complied with to avoid complications at a later

stage. A copy of the nomination may be kept in Part II of the service

book of the official. Receipt of acknowledgement from PAO should be

watched and kept in record.

23.3.3 Definition of Family : 'Family' includes, spouse, parents,

children (including adopted child/ward), minor brothers, unmarried

sisters, deceased son's widow and children and where no parents of

the subscriber is alive, a paternal grandparent. For a male subscriber,

more than one wife is included, but a judiciously separated wife is

excluded, unless the subscriber expresses in writing otherwise. A

female subscriber may exclude her husband from her family for this

purpose.

23.4 Noting GPF Account Number in Service Book

As soon as the account number is allotted by the PAO, this should be

entered in the service book of the official.

23.5 Subscription

23.5.1 Rates : The amount of subscription should be fixed by the

government servant in whole rupees, subject to a minimum of 6% of

emoluments and not more than the total emoluments. The

subscription will be rounded off to the nearest rupee, even if it

happens to be less than 6%. For this purpose, pay drawn on 31st

March will be taken into account for subscription during the ensuing

financial year. For subscribers joining service during the year and

start subscribing to the GPF, emoluments drawn on the date of

joining the Fund is taken into account. The rate of subscription need

not be varied consequent on revision of pay during the year, except

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when required under specific orders e.g. on revision of pay scales on

the recommendations of Pay Commission.

23.5.2 Change of amount of subscription : Subscription may be

increased twice and/or reduced once at any time during a year.

23.5.3 Recovery of subscription - Recovery should commence from

the pay for the month following the one in which a temporary

employee completes one year service. During periods of suspension,

recovery is not to be made. On reinstatement, he may opt for recovery

of arrear subscriptions due for the period of suspension. During the

period of EOL/HPL, the official can opt not to subscribe to the Fund.

In such cases, subscription recovered shall be proportionate to the

number of days spent on duty including leave, if any, other than

EOL/HPL.

23.6 Interest:

The rate of interest to be allowed on GPF deposits is

determined by the government each year.

23.7 Advances:

An advance up to three months' pay or half the amount at

credit, whichever is less, may be sanctioned by the Head of Office to a

subscriber for one or more of the reasons mentioned in GPF Rules -

Rule 12(1) : GID's 2,3,4,6 & 11. Advance in the case of Head of Office

will be sanctioned by the next higher authority.

23.8 Special Advance

23.8.1 An advance in excess of 50% of the amount at credit, or three

months pay, or involving recovery in more than 24 installments, or

when the earlier advance is not fully recovered or where the advance

is required for reasons other than those mentioned under Para 23.7,

is treated as Special Advance. This can be sanctioned by Heads of

Departments and various other authorities specified in V Schedule to

GPF Rules. Heads of Offices authorized to exercise the powers of

Heads of Departments under DFPRs can also sanction the Special

Advance. Special reasons are to be recorded for sanction of such

advances.

23.8.2 If the Special Advance is sanctioned before the completion of

the earlier advance, the balance of the previous advance remaining

outstanding will be added to the amount sanctioned as special

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advance and the total consolidated amount recovered in suitable

number of installments not exceeding 36.

Note : Advance is not to be sanctioned during the last three months of

service before superannuation.

23.9 Recovery

Recovery of the advance under Rule 12(1) in not more than 24

installments should commence from the pay for the month following

the one in which the advance is drawn. Recovery of the Special

Advance under rule 12(2) in not more than 36 installments will also

be made in the same way, but it should be ensured that there is no

break in the recovery of the earlier advance and the Special Advance.

In other words, the Special Advance will be sanctioned and the

installments fixed after taking into account the installments to be

recovered in the next month against the earlier advance (Rule 13).

23.10 Withdrawals

Authorities competent to sanction Special Advances can

sanction withdrawals from GPF for one or more of the purposes

mentioned in Rule 15, after completing stipulated service.

23.11 Final Payment of GPF Accumulations

Final payment of GPF accumulations arises in the following

events :

(a) Resignation, termination of service, discharge for

want of vacancy, dismissal and removal from service; or

(b) Retirement; or

(c) Death.

In all the above cases, the amount standing to the credit of the

subscriber with accrued interest becomes payable.

23.12 GPF Accounts of Group ‘D’ Employees

The GPF account of Group `D' employees is maintained by the

Head of Office/Head of Department.

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23.12.1 Duties of Head of Office:

(i) The detailed PF Ledger Account in Form (Civil Accounts

Manual) 47 should be maintained by the Head of Office in

bound ledgers which will be machine numbered.

(ii) The Head of Office or a gazetted officer nominated by him

should initial the PF accounts monthly to ensure that the

amount of subscription deducted, refund of advance and

temporary and final withdrawals are posted correctly. He

should also initial the entries in the ledger when signing for

withdrawal from PF.

(iii) He should ensure that the subscription recovered is subject to

the minimum as per the GPF Rules. Regarding

reducing/enhancing the quantum, he should ensure that

reduction is not made more than once in a year and

enhancement not more than twice in a year. When the

subscription is reduced, it should not go below the minimum of

6% of pay prescribed in the rules.

(iv) He should maintain a broad sheet in Form CAM 48 and all

deposits and withdrawals should be posted direct from the

ledgers and not from the schedules. He shall verify that the

amount as booked in the broad sheet agrees with that of the

total in the certificate of deductions attached to the pay

bills/payments made during the month.

(v) In all cases of new admission, he should verify the eligibility of

the new subscriber and assign the Account No. with a prefix

indicating the office to which the subscriber belongs. All

permanent employees and temporary employees with a

continuous service of more than one year are eligible.

(vi) On receipt of a nomination, he should satisfy himself that it

has been made as per the provisions of GPF Rules.

Appropriate arrangements should be made for the safe custody

of the nomination under lock and key in his personal custody

or under the custody of a gazetted officer nominated by him in

this behalf. Necessary entries should be made in the ledger/

and General Index Register and an acknowledgment should be

issued to the official concerned.

(vii) He should maintain a General Index Register in Form CAM 44.

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(viii) Pass Books are to be issued to all the subscribers. At the end of

each year, the Head of Office should obtain the Passbook,

complete the entries in the Passbook and after making

necessary endorsement to the effect that “the account has been

transferred to PAO, CBI, New Delhi”, return the Pass book to

the employee.

(ix) When an official is transferred to another

Ministry/Department, the Head of Office should complete the

entries in the Pass book and after making necessary

endorsement to the effect that “the account has been

transferred to DDO concerned”, return the concerned Passbook

to the employee.

23.12.2 On promotion to Group ‘C’:

If the Head of Office is able to certify that there are reasonable

prospects of the promoted employee continuing in Group `C' for at

least one year, the GPF account should be transferred to the A.O.

concerned immediately. In case he is not able to certify as above, it

should continue to be maintained by the Head of Office and

transferred to the Accounts Officer after the concerned employee

renders one year's continuous service in Group `C' post.

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24242424. . . . DEPOSIT LINKED INSURANCE SCHEMEDEPOSIT LINKED INSURANCE SCHEMEDEPOSIT LINKED INSURANCE SCHEMEDEPOSIT LINKED INSURANCE SCHEME 24.1 The scheme is meant for the welfare of family members of the

deceased government servant. According to this scheme, when a

General Provident Fund/Contributory Provident Fund subscriber dies

after having put in 5 years’ of service, the nominee of the subscriber is

paid an additional amount (in addition to the actual General

Provident Fund balance in the General Provident Fund (GPF) of

deceased subscriber) if the balance in the General Provident Fund

account of the deceased subscriber does not fall below the under

mentioned limits at any time during the last 36 months preceding the

month of death:

GPF (Vth Pay Commission

Scale)

CPF (Pre-revised scale)

If the

subscriber

held a post in

the scale of

pay, the

maximum of

which is

Minimum

monthly

balance

during the

period

If the subscriber has

held for the greater

part of the aforesaid 3

years a post the

maximum of the pay

scale of which is

Minimum

monthly balance

during the period

Rs. 12000 or

more

Rs. 25000/- Rs. 4000 or more Rs. 12000/-

Rs. 9000 to Rs.

11999

Rs. 15000/- Rs. 2900 to Rs. 3999 Rs. 7500/-

Rs. 3500 to Rs.

8999

Rs. 10000/- Rs. 1151 to Rs. 2899 Rs. 4500/-

Below Rs. 3500 Rs. 6000/- Below Rs. 1151 Rs. 3000/-

Note: Applicable in case of death of

subscriber on or after 31.5.2000. In

case of death on or before 30.5.2000 old

provision as per IVth Pay Commission

pay scales only will apply.

Note: The revised rates based on 5th

pay commission pay scales has not

been received in respect of CPF.

24.2 The additional amount will be equal to the average balance in

the account during the period of 36 months preceding the month of

death, subject to a maximum of Rs. 60000/- in the case of GPF

subscribers and Rs. 30000/- for CPF subscriptions. The maximum

limit is to be applied after arriving at the average of 36 months and

not at every stage.

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24.3 The balance for March every year will be inclusive of interest for

the year. The balance of the last month of the three year period will

include the interest upto that month. In the case of CPF, ‘balance’ and

‘average balance’ would mean only employee’s subscription and

interest thereon.

24.4 This Scheme does not apply to persons appointed on contract

basis (Rule 33-A/35-A and Notes thereunder). However, it is

admissible in cases of death during the last 3 months of service during

which no subscription is recovered.

24.5 In the case of missing employees, payment can be made to the

nominee/legal heirs after expiry of a period of 7 years following the

month of disappearance of the subscriber after completion of required

formalities.

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25. 25. 25. 25. WELFARE MEASURESWELFARE MEASURESWELFARE MEASURESWELFARE MEASURES 25.1 For the welfare of the CBI employees, a Fund called Central

Bureau of Investigation Benevolent Fund was created in 1973. It is

governed by CBI Benevolent Fund Rules dated 11.10.1990. Its

affairs are managed by Central Managing Committee.

25.2 According to the present CBI Benevolent Fund Rules, the

objective for which the Central Bureau of Investigation Benevolent

Fund was created is to provide financial relief to the following :

(i) To any member of the fund who suffers from permanent

disability, such as loss of eye-sight or a limb etc.,

incapacitating him for further service.

(ii) To the family of a member of the fund in case of his

death (upto and including the rank of SO/OS/Dy.SP and

equivalent).

(iii) To all members of the fund (upto and including the rank

of SO/OS/Dy.SP and equivalent) who suffer partial disability

or prolonged illness forcing them to remain on leave without

pay for a period exceeding one month.

(iv) To meet the funeral expenses of a member of the fund

and to meet with the funeral expenses of the dependent of a

member of the fund (i.e. mother, father, son, daughter & wife

and in some cases grandfather or grandmother or minor

brother or minor sister in case parents are not alive). The

relief can be given upto the rank of OS/DSP or equivalent.

(v) To a member of the fund or a dependent member of his

family, if any of them is suffering from diseases like T.B. or

Cancer etc. which require nourishing diet and no such relief

is available to him under the Medical Relief Rules.

(vi) For acquiring artificial limbs, hearing aids or any such

device for either a member of the fund or any of his

dependents.

(vii) To any member whose property has suffered a severe

damage owing to some natural calamity like flood, fire,

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drought etc. and his financial position is very weak. This

financial relief may be given in addition to a relief, if any, that

government may sanction on such occasions, if that is

considered insufficient.

(viii) To a member of the fund, upto the rank of Dy.SP/OS or

equivalent to enable him to purchase sports kit or for special

diet if he or a dependent member of his family is rated as an

outstanding sportsman/athlete, such as holding the colour of

the University and above or for his daughter/son who has

secured more than 60% marks in Class-X/Higher

Secondary/or higher studies and is prosecuting further

studies.

25.3 The Director, CBI has the discretion, on the recommendation of

the Central Managing Committee, to sanction expenditure or to grant

monetary relief/aid in deserving cases of individual or general welfare

of the members of the fund which are not covered by the rules.

25.4 According to the Benevolent Fund Rules, all personnel of the

CBI should subscribe towards CBI Benevolent Fund during the

period of their stay in the CBI. A declaration, in duplicate, in the

prescribed form shall be obtained from all members of the staff of the

CBI. This declaration shall be retained in the office in which the

person concerned happens to be working at the time of his

application. On transfer of a member to any other unit of the CBI,

this declaration shall be sent to the new place of posting. A note shall

be kept in the service book of the persons concerned duly signed by

the Head of Office regarding the date from which the person

commenced his membership of the fund/withdrew from his

membership and subscription from members shall be collected at the

rates fixed by the Managing Committee.

25.5 The Central Managing Committee of the Benevolent Fund at

the Head Quarters of the CBI is presided over by Joint Director

(Admn.), CBI. The other members of the Central Managing

Committee are as follows :

(i) D.I.G.(Admn.), CBI - Vice-President

(ii) SP(HQ), CBI - Hony. Secy.-cum-

Member

(iii) Admn.Officer(A), CBI - Hony. Treasurer-cum-

Member

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(iv) SP-I/ACB-I/CBI/Delhi - Member

(v) A Dy. Supdt. of Police/CBI- Member

(vi) An Inspector/ - Member

Sub-Inspector/CBI

(vii) A Head Const./ - Member

Constable of CBI

(viii) A representative from - Member

the Ministerial staff

25.6 An account of subscriptions collected in the CBI Branches is

maintained in the concerned Office in the register in prescribed

proforma. This register will be a permanent record and the

responsibility for its proper maintenance will primarily rest with the

cashier of the branch, under supervision of the Superintendent of

Police of the Branch. The accounts of the fund will be put up to the

Superintendent of Police/Administrative Officer/Head of Office as

the case may be by the cashier concerned, every month, for

attestation. The Dy. Inspector General of Police, while inspecting

the branches/units, will also check these accounts and see that

these are being maintained properly.

25.7 Special benefits in cases of death of Central Government

employees while on duty40[1]

The families of Central Government Employees who die in

harness in the performances of their bonafide official duties under

various circumstances are eligible for the following compensation:-

25.7.1 Air-lifting of body if death occurs while on tour : In case of

death of a public servant, while on tour in India or abroad, the body

may be brought by air on a commercial flight to the headquarters or

to home town, according to the wishes of the family. In such cases,

the expenditure will be met by government41[2].

Sanctioning Authority - Head of Office under whom the

deceased official was last working.

25.7.2 Immediate Relief - If an employee dies while in service, his

family will be eligible for immediate monetary relief of three months’

pay or Rs.8000/-, whichever is less in the form of an advance. The

40[1] No. DPAD.3/03/2872/37/1/2003-AD.III dated :- 3/7/2003.

41[2] G.I., M.H.A.,OM NO17/18/73-PUB I. dated 14.06.1973, circulated under D.G. P.&T. Letter No.B-26013/2/73-WL, dated 27.12.1973.

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advance should be adjusted within six months against the arrears of

pay and allowances, leave salary, death gratuity, balance in

Contributory/General Provident Fund or any other payment due in

respect of the deceased official - Appendix-7, Pension Compilation &

GFRs 262-264.

Sanctioning Authority - Head of Office or the gazetted officer at

the lowest level under whom the deceased official was last working.

25.7.3 Relief from CBI Benevolent Fund

Immediate relief amounting to Rs.15000/- to meet immediate

expenses to the family/legal hairs of the deceased government

servant upto and including the rank of Office Superintendent,

Deputy Superintendent of Police and equivalent42[3].

Sanctioning Authority - DD(Admn.)/CBI. The concerned CBI

branch will send a proposal to SP(HQ) CBI for sanction of the

amount.

25.7.4 T.A. to the family of a deceased employee

The family of an employee who dies in service may travel from

the last headquarters of the employee to the home town, or to any

other selected place of residence where the family wishes to settle

down. If at the time of the death of employee any member of his

family happens to be at a station other than his headquarters, such

member may travel from the station to the home town or selected

place of residence. But the claim will be restricted to what is

admissible from the last headquarters to the home town or selected

place of residence, as the case may be. If any member of the

employee’s family proceeds from the last headquarters to a place

other than the selected place of residence, the claim will be

restricted to what is admissible from the last headquarters to the

selected place of residence.

Sanctioning Authority - Head of Office under whom the

deceased official was last working.

25.7.5 Ex-gratia lumpsum compensation to families of Central

Government Employees who die in harness.

The families of Central Government Civilian employees who die

in harness in the performance of their bonafide official duties under

42[3]

Head Office circular No.B-11015/1/87-89/CBI/BF dated 17.10.1990.

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various circumstances, shall be paid the following ex gratia

lumpsum compensation.

(a) Death occurring due to accidents in the -Rs.5

Lakhs

course of performance of duties .

(b) Death occurring in the course of performance -Rs.5

Lakhs

of duties attributable to acts of violence

by terrorists, anti-social elements etc.

(c) Death occurring during (a) enemy -Rs.7.5

Lakhs

action in internationl war or border

skirmishes and (b) action against militants,

terrorists, extremists etc.

The ex-gratia lumpsum compensation is not admissible if the

death of the employee is due to accidents while traveling on duty by

commercial aircraft, national or private. In the case of death of an

employee while traveling on duty by railways due to train accidents,

the amount of ex-gratia lumpsum compensation admissible will be

reduced by the compensation, if any, received by the next of kin of

the employee from the railways. Ex-gratia lumpsum compensation is

in addition to other benefits - Admissible in addition to such other

benefits as may be admissible under CCS(Extraordinary Pension)

Rules or the Liberalized Pensionary Awards Scheme, CCS(Pension)

Rules, 1972, General/Contributory P.F. Rules, Central Government

Employees's Group Insurance Scheme.

Sanctioning Authority - Concerned Administrative Ministries in

consultation with their Financial Advisers. Proposal from branch

should be sent to Head Office for sending the same to the Ministry.

25.7.6 Government accommodation : Adhoc allotment in the

name of the ward/spouse of the government servant who dies

while in service

As per existing instructions, request for adhoc allotment to an

eligible dependent is considered in case he/she gets an employment

in an eligible office even after the death of the officer, provided such

appointment is secured within a period of twelve months of the

death of the officer and the other prescribed conditions are fulfilled.

In the event of death of the allottee, in terms of the Directorate

of Estates OM No.12035/4/98-Pol.II dated 9.6.1998, the family is

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now eligible to retain the government accommodation for a period of

two years, on payment of normal rate of licence fee, subject to the

condition that extended period of one year is not admissible in cases

where the deceased officer, or his/her dependent owns a house at

the place of posting. It has been decided that the ward/spouse may

be allotted government accommodation on adhoc basis in cases

where the eligible dependent secured employment within a period of

two years from the date of death of the allottee, subject to fulfillment

of other prescribed conditions including that of not being a house

owner. No relaxation beyond a period of two years shall be

permissible in any case43[4].

Sanctioning Authority :- SP(HQ)/CBI is the Estate Officer for

accommodation available in Delhi while SsP of CBI ACB Branches

are Estate Officers for the accommodation in the station out of

Delhi.

25.7.7 Appointment : Compassionate Appointments of Dependents

The detailed instructions on the subject have been mentioned

at para 2.7 in Chapter 2.

25.7.8 Family Pension (Rule 54 of CCS(Pension) Rules, 1972)

In the event of death of a government servant, his/her family

are eligible for the grant of Family Pension. In case of a bachelor

government servant, his/her dependent parents is eligible for the

grant of family pension @ 30% of the last pay drawn plus D.A. as in

force. Minimum family pension is Rs.1275/- p.m. Family pension is

admissible on the following conditions:

a) After completion of one year of continuous service; or

b) Before completion of one year of continuous service

provided the deceased government servant concerned

immediately prior to his appointment to the service or post was

examined by the appropriate medical authorities and declared

fit by that authority for government service.

Enhanced rate Family Pension: Enhanced family pension is

payable from the date following the date of death for a period upto:

(i) Seven years from the date following the date of death

43[4]

Ministry of Urban Affairs & Employment, Directorate of Estates, New Delhi OM

No.12035/4/98-Pol..II dated 19.11.1998.

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(ii) Date on which the deceased government servant would

have attained the age of 67 years, had he survived, whichever

is less.

After the expiry of the period given above, the family pension

will be payable at normal rate.

Normal rate of family pension. Normal rate of family pension

is @ 30% of last pay drawn by the deceased government servant. If the

deceased government servant after putting more than one year and

less than 7 years dies, the family is entitled to get family pension @

30% of the last pay drawn.

25.7.9 Death Gratuity (Rule 50 of CCS(Pension) Rules, 1972

In the event of death of government servant, his/her family is

eligible for the grant of Death Gratuity on the basis of service

rendered by the deceased government servant.

Sanctioning Authority – For Family Pension & Death gratuity is

Accounts Officer, P&AO, CBI, New Delhi. Concerned Head of office is

required to send the complete pension papers of deceased government

servant to PAO, CBI, New Delhi for the purpose.

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26. 26. 26. 26. DEPARTMENTAL CDEPARTMENTAL CDEPARTMENTAL CDEPARTMENTAL CANTEENANTEENANTEENANTEEN

26.1 Meeting the refreshment needs of employees in offices and

workers serving in industrial establishments during their working

hours is an obligation undertaken by every welfare oriented

organisation. This responsibility can be fulfilled by running a well

organised departmental canteen which will meet the welfare needs of

employees and also make them more efficient at their work. A

departmental canteen is therefore set up at government cost, inside a

government department/office/establishment at ‘No Profit No loss”

basis by employing the authorised number of canteen workers, whose

affairs are controlled by a Managing Committee constituted by the

Department/Office concerned.

26.2 The functioning of the departmental canteens is on the basis of

instructions contained in the “Administrative Instructions on

Departmental Canteen in Offices and Industrial Establishments”

(Green Book) issued by Department of Personnel and Training. In

smaller establishments employing less than 100 persons, tiffin rooms

are set up instead of a full-fledged canteen. A Canteen/Tiffin Room is

centrally registered with the Office of the Director of Canteens, DP &

T, New Delhi. The Canteens/Tiffin Rooms, depending upon the

strength of the establishment office staff have been categorised into

the following types :

Total strength of the

Department/Office/Establishment

Types of Canteen/Tiffin Room

entitled

25 to 49 Tiffin Room Type ‘B’

50 to 99 Tiffin Room Type ‘A’

100 to 249 Canteen Type ‘D’

250 to 499 Canteen Type ‘C’

500 to 699 Canteen Type ‘B’

700 to 1200 Canteen Type ‘A’

If the strength of the office/establishment is more than 1200,

the Canteens may be grouped and categorised as Type 2A, 3A and so

on, with the approval of the Director of Canteens, Department of

Personnel & Training.

The entitlement of various employees in various types of

Canteens/Tiffin rooms is also provided in Green Book.

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26.3 Accommodation

Accommodation for the canteen is to be provided by the

department/office concerned. All initial provision of fixtures, fittings,

lighting arrangement, water storage tanks, white washing etc. and

their maintenance thereafter will be the responsibility of the civil

works agency of that department/office. The floor area for a canteen

should be sufficient to provide a dining hall of a size where 1/3rd of

the office strength could be entertained at a time and preferably

should have separate rooms for kitchen, pantry, store, gas/fuel room,

dry ration, fresh vegetable room etc. The nominal rent payable by the

departmental canteens and tiffin rooms for the office accommodation

occupied by them is Re 1 per annum. Subletting of the canteen

premises to any private person is not permissible.

26.4 Management

A Managing Committee is constituted for each departmental

canteen out of the officers and staff of the department/office

occupying the building in which the canteen is located. A model

Managing Committee consisting of seven members including the

Chairman, Honorary Secretary, Official Member and Staff Side

Members to represent Group ‘C’ and “D’ should be constituted. One

lady may be nominated as a co-opted Member. The tenure of the

committee shall be three years normally. The rules of business for

running of a canteen will be framed by the Managing Committee.

Head of the Department/Office may depute a government servant of

the rank of Section Officer or below if he can be spared out of the

existing strength of the department/office for part time or whole time

assistance to the Managing Committee of the canteen.

26.5 Personnel

The canteen staff is treated as holders of civil posts in

connection with the affairs of the Union of India w.e.f. 01.10.1991

vide DP & Trg. O.M. No.12/5/91-Dir(C) dated 29.01.1992.

26.6 Hygiene and Sanitation

Inspection of the canteens should be carried out at regular

intervals and through surprise checks by the Head of the Office,

members of the management committee and the medical officer of the

local medical establishment. The managing committee should arrange

to maintain a record of these inspections in the Inspection

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Register/Sanitary Diary. A suggestion-cum-complaint book should

also be maintained in the canteen. Model sanitary rules as issued vide

5/11/72-Dir(C) dated 28.08.92 must be made clear to every canteen

worker. All the measures to procure standard provisions should be

undertaken to avoid adulteration. Stern disciplinary action should be

taken against any employee of the canteen found indulging in or

doing any act which may lead to the adulteration.

26.7 Accounts & Audit

Annual accounts comprising of income and expenditure,

trading account, profit and loss account, balance sheet etc. must be

prepared immediately on the close of the financial year. The account

after having been internally audited, should be submitted to the

integrated financial advisors of the department/office with copies to

the director of canteen within one month of the close of every financial

year.

26.7.1 It will be the responsibility of the canteen manager to complete

and submit all accounts progressively prepared as on the last day of

every month, within seven working days of the following month, after

internal audit, to the honorary secretary for putting up to the

managing committee.

26.7.2 The following account books and records are required to be

maintained by the departmental/cooperative canteens :

(i) Cash Book

(ii) Ledger

(iii) Stock Register (for expendable items, coupon books,

crockery, empty containers etc.)

(iv) Dead Stock Register

(v) Preparation Register (to show eatables produced)

(vi) Sales Register (Work Sheet)

(vii) Coupon Sales Register

(viii) Salary Register

(ix) Attendance Register

(x) Bill Register (for sales on credit)

(xi) Kitchen Register (if a number of canteens are grouped

together for kitchen functions)

(xii) Journal (if number of daily transactions of credit sales

and credit purchases exceeds five)

(xiii) Annual Accounts

26.7.3 The internal audit of the accounts of canteen/tiffin rooms should be

carried out by the departmentalized accounts organizations.

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26.8 Entitlement of employees in various types of

Canteens/Tiffin rooms

Canteens Type Tiffin Rooms Sl.No. Designation

A B C D A B

1 Manager 1 1 1 - - -

2 Asstt. Manager-

cum-Store Keeper

1 1 - - - -

3 Manager-cum-

Salesman

- - - 1 - -

4 Counter

Clerk/Salesman/

Kitchen Clerk

2 1 1 1 1 -

5 Coupon/Reserve

Clerk

1 1 1 1 - -

6 Halwai 1 1 1 1 - -

7 Asstt. Halwai 1 - - - - -

8 Cook 1 1 - - - -

9 Tea/Coffee Maker 1 1 1 1 1 1

10 Bearer 7 5 3 2 - -

11 Washboy/Dish

Cleaner

2 2 1 1 1 1

12 Sweeper 1 1 1 - - -

19 15 10 8 3 2

26.8.1 26.8.1 In addition to above, the following staff is

authorised in group of more than ‘A’ type Canteen under one

management in lieu of staff at Serial Nos. 1 & 2 above.

A Group of 2 ‘A’ Type

Canteens

A Group of more than

2 ‘A’ type Canteens

1 General Manager 1 1

2 Deputy General

Manager

- 1

3 Accountant 1 1

4 Cashier 1 1

5 Store-Keeper 1 1

6 Internal Auditor 1 (Part-time) 1(Part-time)

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27. 27. 27. 27. MEDICAL FACILITES TO THE CENTRAL MEDICAL FACILITES TO THE CENTRAL MEDICAL FACILITES TO THE CENTRAL MEDICAL FACILITES TO THE CENTRAL

GOVERNMENT EMPLOYEES (INCLUDING GOVERNMENT EMPLOYEES (INCLUDING GOVERNMENT EMPLOYEES (INCLUDING GOVERNMENT EMPLOYEES (INCLUDING

CGHS)CGHS)CGHS)CGHS) 27.1 The Central Government servants are entitled to medical

facilities under the Central Services (Medical Attendance) Rules, 1944,

the salient features of which are given hereunder:

27.2 These Rules are applicable to all government servants other

than (i) those in Railway Service, and (ii) those of non-gazetted rank

stationed in or passing through Kolkata, whose conditions of service

are prescribed by rules made or deemed to have been made by the

Central Government, when they are on duty, leave or foreign service

in India or when under suspension. Following medical facilities are

available under these rules:

In India only -

1. Avitaminosis and Hypovitaminosis.

2. Correction of squint (eye). Testing of eye sight for

glasses of the employees once in three years.

3. Disease(s) causing general debility and secondary

anaemia.

4. Treatment for immunizing and prophylactic purposes in

the case of communicable diseases only.

5. Venereal diseases and Delirium Tremens.

6. Treatment of sterility and operation for sterilization.

7. Medical termination of pregnancy performed at

government hospital/recognised institutions etc.

8. Confinement including at residence if attended by Child

Welfare and Maternity Centres staff ; prenatal and post -

natal treatment.

9. Blood and blood transfusion charges.

10. Dental treatment (only in government hospitals, private

recognised hospitals) - Surgical operations needed for

removal of Odontomes and impacted wisdom - tooth,

Treatment of gum boils, Extraction, Scaling and gum

treatment including pyorrhoea and Gingivitis, Filling of

teeth , Root canal treatment etc.

11. Anti-rabic treatment.

12. Cost of Hepatitis Vaccine B & C.

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Following treatment can be availed outside India also -

a) Cardio vascular Surgery.

b) Kidney and other organ Transplant.

c) Joint replacement and surgery.

d) Bone-marrow transplant.

e) Certain types of medical and oncological disorder, such

as Leukaemia and neoplastic conditions.

f) Micro vascular and neuro surgery.

g) Treatment with laser which obviates the need of open

surgery.

h) Treatment with Argon, Krypton and Yag Laser in

Ophthalmic cases.

i) Extra corporeal stone disintegration by ultrasonic shock

waves.

27.3 A government servant desirous of availing medical treatment

outside India may make an application in the prescribed form through

his Department/Ministry to the Standing Committee established

under this rule. On receipt of such application, the Standing

Committee, if after due consideration it is satisfied that the patient

can be treated only outside India, may issue a certificate to the

concerned Department/Ministry conveying its approval of the

application and the concerned Department/Ministry shall, on the

strength of that certificate incur necessary expenditure in getting the

government servant concerned or the member of his family treated in

accordance with the procedure laid down by the Committee (Rules 8

& 11).

27.4 For getting medical treatment by the Central Government

servant and his family members in India, the following

Hospitals/Institutions are recognised:

1. All State Government hospitals including those

maintained by Local Bodies.

2. All hospitals, primary health centres, maternity and

child welfare centres and dispensaries recognised by State

Governments for treatment of their employees and/or

members of their families.

3. All hospitals/dispensaries attached to Public Sector

Undertakings/Projects/Port Trusts.

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4. Cantonment hospitals in cantonment areas where there

are no government hospitals, for treatment of government

servants and their family members residing in those areas and

also in the adjoining areas outside cantonment limits.

5. All railway hospitals.

6. Pay Clinics in Bihar, Punjab, Haryana, Uttar Pradesh,

Madhya Pradesh, Rajasthan and Chandigarh.

7. Private hospitals in particular stations notified by the

Government of India from time to time (Rule 2).

27.5 In addition to the above, Head of Department as specified in

SR 2(10) is empowered to appoint Medical Officers under the

employment of the Central/State Governments and Union Territories,

as also Medical Officers not in government employment i.e. Private

Registered Medical Practitioners as Authorised Medical Attendants.

27.6 Private Medical Practitioners are appointed as AMAs where

adequate number of government doctors in various systems of

medicines are not available or when their services are not available

within a radius of five kilometres or because of the remoteness of the

area (Rule 2). The AMA so appointed, will be bound by the terms and

conditions prescribed by the government from time to time under

these rules. If the condition of the patient so requires, the AMA can

send the patient to the nearest specialist or other medical officer or

summon them to attend the patient (Rule 5).

27.7 The treatment at the consulting room of the AMA is limited to

ten days with a maximum of four consultations and normally ten

injections. The limit of four consultations within 10 days is

applicable for attendance with a Specialist/other Medical Officer and

will count from the date from which the Specialist/other Medical

Officer is consulted. Consultation on the 10th day of treatment is

permissible, if no medicine is prescribed on that consultation.

27.8 Cases of medical treatment requiring hospitalization are

referred to government/ recognised hospital. If hospitalization is not

considered necessary but treatment is expected to be prolonged, the

patient should be referred to OPD of government / recognised

hospital.

27.9 When a patient consults the same AMA in regard to the super

imposition of another disease during the course of treatment of one

disease, it is regarded as a fresh consultation and will be charged at

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full rates as prescribed by the government from time to time. To

justify a fresh claim for the recurrence of the same disease for a

second time, there should be a reasonable gap between the closing of

the first spell and the recurrence of the second spell. A separate

claim is to be preferred in respect of each spell of illness and or an

entirely new disease (GID (21) in Rule 2).

27.10 The claim for reimbursement should be received within 3

months from the date of last treatment. However, subject to certain

conditions, the Department may condone the delay. (GIDs (9) and (10)

Section-1).

27.11 The government servant and their family members may receive

treatment for all diseases for which treatment is provided under the

rules in a government/recognised hospital outside the district/state

but within India, provided :

(i) Necessary and suitable facilities for treatment are not available in a

government or recognised hospital at the district or state

headquarters or within the district or state where one falls ill and

(ii) The treatment outside the district/state is recommended by the

Authorised Medical Attendant and countersigned by the Chief Medical

Officer of the district if the treatment is undertaken outside the

district or by the Chief Administrative Medical Officer of the state if it

is to be undertaken outside the state. (G.I.D.(4) under Rule 6).

27.12 Travelling Allowance for medical treatment and attendance

The government employees and their family members are

entitled to undertake journeys to take appropriate medical attendance

and treatment, if it is certified by the AMA/Specialist/Medical Officer

attached to the hospital to whom the patient was referred, that the

journey was unavoidably necessary to obtain the treatment. The

patient ( government servant or his family member ) and attendant

also ( wherever recommended) will be entitled to TA plus DA for the

period of journey undertaken by rail, road, sea and air. No DA will

be admissible for halt. The government servant is eligible for

reimbursement of the travelling expenses of the donor of a kidney to

him or to a member of his family for the journeys made in

connection with the transplantation.

27.13 Central Government Health Scheme(CGHS)

The medical facilities under the Central Government Health

Scheme are available to all the employees paid from the civil estimates

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and their family members residing in the area covered by the scheme.

An employee can opt out of the scheme and avail of the medical

facilities provided by the employer of his spouse. If an employee or a

member of his family covered under the Scheme falls ill at a place not

covered under CGHS, the treatment shall be admissible under CS(MA)

Rules44[1].

27.14 The medical facilities to the Central Government employees and

their dependent family members are provided under the Central

Government Health Scheme in the following cities:

Ahmedabad Ghaziabad Meerut Allahabad

Gurgaon Mumbai Bangalore Guwahati

Nagpur Bhubaneshwar Hyderabad Noida

Kolkata Jaipur Patna Chennai

Jabalpur Pune Kanpur Ranchi

Delhi/New Delhi Faridabad Lucknow

Thiruvananthapuram

27.15 Definition of Family: ‘ Family’ means employee’s

(i) Husband/Wife including more than one wife and also

judicially separated wife.

(ii) Parents and Stepmother. In the case of adoption, only

the adoptive and not the real parents. If the adoptive

father has more than one wife, the first wife only.

A female employee has a choice to include either her parents or

her parents-in-law; option exercised can be changed only once during

service.

(iii) Children including legally adopted children, stepchildren

and children taken as wards subject to the following

conditions :

Son -Till he starts earning, irrespective of age limit.

Daughter -Till she starts earning or gets married, whichever

is earlier, irrespective of age-limit.

Son suffering from -No age -limit. Permanent disability of any kind (physical or mental)

44[1] OM No.S.1101/6/92-CGHS Desk-CGHS(P) dated 4.8.94.

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(iv) Widowed daughters and dependent divorced/separated

daughters.

(v) Sisters including widowed sisters.

(vi) Minor borthers and dependent brothers.

27.15.1 But the above persons should reside with the government

servants and their income from all sources should not be more than

Rs.1500/- per month45[2].

27.16 Contribution

A compulsory monthly contribution is charged from all the

entitled classes of government servants on the basis of rates fixed by

the government from time to time. The present rates of contribution

are as under:

Pay Rate of monthly contribution (Rs.)

Up to Rs.3000/- 15/-

Rs.3001 to 6000/- 40/-

Rs.6001 to 10000/- 70/-

Rs.10001 to 15000/- 100/-

Rs.15001/- and above 150/-

27.16.1 When both husband and wife are Central Government servants

covered by the scheme, the contribution will be recovered from only

one of them whose pay is higher46[3].

27.16.2 An employee transferred to another CGHS station or one who

goes to serve abroad leaving his family at the old station may continue

to pay the contribution and his family can avail the facilities at the

old station for that duration47[4].

27.17 Facilities available under the Scheme 48[5]

i) Medical attendance including consultation with the

AMA at a CGHS Dispensary.

45[2]OM No.NB 12014(7)/92-CGHS(D) dated 31.12.1993.

46[3]OM No.S-11011/6/98-CHS(P)dated 27.5.1998.

47[4]OM No.S-12015/1/85-CGHS(P) dated 8.7.85 and amended from time to time. 48[5]OM NO.S-11022/1/98-CGHS (P) dated 4.9.1998.

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ii) X-Ray, Laboratory and other diagnostic facilities at

CGHS Laboratories or other laboratories of CGHS wing of

Hospitals/Private Hospitals recognised by CGHS.

iii) Hospital services in the CGHS wing of

Hospitals/Referral/Private Hospitals recognised by the CGHS.

iv) Nursing Home facilities for those having a basic pay

above Rs. 12000/-.

v) Special treatment for diseases like TB, Cancer, Kidney

Transplant and By-pass Surgery and facilities for Dental

treatment (for few diseases).

vi) Ante natal/confinement/post natal care facilities.

vii) Specialist consultation in selected centres/poly

clinics/hospitals etc.

viii) Intra - ocular lens implantation/treatment and cost of

spectacles after cataract operation.

ix) Post-operative treatment relating to Neurosurgery,

Cardiac Diseases, Cancer, Kidney transplantation and

hip/knee replacement surgery in the same

institutions/hospitals where the surgery was earlier carried out

with prior permission of CGHS.

x) Medicines prescribed during OPD treatment are

provided by the CGHS dispensary concerned. No

reimbursement is allowed for such medicines purchased from

outside.

xi) The scale of hospital accommodation is prescribed as

under:

Basic Pay Private Hospitals

recognised by

CGHS

AIIMS

N.Delhi

Government/Municipal

hospitals

Upto Rs.7500 General Ward General Ward …

7500 and above … … Nursing Home facilities

7501 to 10500 Semi-private Ward General Ward -do-

10501 to 13499 Private Ward Private Ward -do-

13500 and

above

-do Deluxe Ward -do-

27.18 Procedure for reference to Referral/Recognised Hospitals

under CGHS -

The beneficiaries will have the option to avail specialised

treatment at CGHS recognised hospitals of his/her choice if the

specialist of the CGHS dispensary or government hospital

recommends the patient for such specialised treatment.

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27.18.1 After the specialist advises a procedure in writing, the

permission letter for taking such treatment in a CGHS recognised

private/referral hospital of the choice of the employee in the same

city, would be given by the parent department/office49[6].

27.18.2 In case the beneficiary, inspite of the facility being available in

the city still chooses to get treatment in another city, permission of

the CGHS authorities of the city would have to be obtained. In such

cases, no TA/DA will be paid by the government50[7].

27.18.3 The government servant is allowed to take treatment from

referral/recognised hospitals under CGHS in emergency. However, the

term 'emergency' will be decided by the Additional Director, CGHS

concerned whether the case is/was of real 'Emergency' before

reimbursement is made by the parent department on the basis of

rates fixed by the CGHS from time to time.

27.18.4 Ex post facto permission for treatment in government referral

hospitals like PGI Chandigarh etc. can be given by the parent

department51[8].

27.19 Medical Advance -

The medical advance to the serving government servant for self

treatment or treatment of the dependents on receipt of estimate from

the treating doctor of a government/recognised hospital is available

subject to the following conditions:

i) Rs.10,000/- or the amount recommended by the doctor,

whichever is less for indoor treatment in hospital and for

OPD treatment in case of TB/Cancer.

ii) In case of major illness like by-pass urgery, kidney

transplant etc., the advance may be limited to 90% of

the package deal wherever it exists or the amount

demanded by the hospital concerned52[9].

iii) The advance is paid directly to the hospital concerned

on receipt of an estimate.

iv) For settlement of advance, the employee concerned 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

49[6]OM No.S-11011/6/96-CGHS(P) dated 11.6.1997 50[7]OM No.S-11011/6/96-CGHS(P) dated 11.7.97 51[8]OM No.S-12020/4/97-CGHS(P) dated 4.7.1999 52[9] OM No.S.12025/1/96-CGS(P) dated.13.5.1997

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office concerned will correspond with the hospital for

refund of the unutilised balance of medical advance53[10].

27.20 Settlement of Claim -

The government servant is required to prefer claim/bill within 3

months, from the date of discharge from the hospital. If the claim gets

time barred, relaxation of delay is allowed by the department

depending on the circumstances of delay.

27.20.1 The claim should have the following documents completed:

a) Claim Form Med. '97' and Essentiality Certificate ‘A’ for

Outdoor treatment and 'B' for Indoor treatment.

b) All original bills verified by the treating doctor with his

stamp.

c) Photocopy of CGHS Token Card.

d) Discharge Slip of the Hospital in case of Indoor

Treatment.

e) A detailed list of all medicines, laboratory tests,

investigations, number of doctors visits etc.

f) Self explanatory letter from the beneficiary explaining

the emergency circumstances in case of emergency.

g) Legal heir certificate in case of death of the card holder.

27.20.2 Based on the rates fixed by the CGHS, the admissible amount

is worked out by the department. If the rates claimed by the

concerned are less than the rates fixed by the government, the actual

amount is reimbursed. In case CGHS rates are not available for a

particular item, the reimbursement is allowed on the basis of rate list

of AIIMS. Incidentally, where AIIMS rates are also not available, the

actual amount paid by the patient is reimbursed. Items mentioned

in the list of inadmissible items under CS(MA) Rules are not

reimbursable. Special Nursing Charges are to be reimbursed as fixed

by the Ministry of Health from time to time54[11].

27.20.3 In normal cases, AO(A)/AO(E)/SsP upto the amount of Rs.

1000/-, DIsG upto the amount of Rs. 5000/- and JDs upto the

amount of Rs. 10000/- are empowered to accord sanction for

reimbursement. In other cases claims are submitted to DCBI through

JDs concerned for consideration.

53[10]OM No.S.12015/3/93-CGHS(P) dated 30.12.1993 54[11]OM NO. S-11012/1/91-CGHS(P) (Vol.I) dated 18.3.1992

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28. 28. 28. 28. CENTRAL GOVERNMENT EMPLOYEES CENTRAL GOVERNMENT EMPLOYEES CENTRAL GOVERNMENT EMPLOYEES CENTRAL GOVERNMENT EMPLOYEES

GROUP INSURANCE SCHEMEGROUP INSURANCE SCHEMEGROUP INSURANCE SCHEMEGROUP INSURANCE SCHEME 28.1 Eligibility

(i) The scheme is compulsory for all regular employees

including canteen employees.

(ii) Employee joining service from Ist January of a year will

be a member of the Scheme from the date of joining.

(iii) Employee joining service on any other date will be

entitled for insurance cover alone from the actual date of

joining till the end of that year and will become full

fledged member from the 1st January of the next year.

(iv) Re-employed defence personnel shall not be admitted to

this scheme until the expiry of extended insurance cover

under the Group Insurance Scheme for Armed Forces.

28.2 Subscription and Insurance Cover

(i) Under the scheme monthly subscriptions are to be made

by each group of employees to get the appropriate

insurance cover as follows :

(a) For members as on 31.1.1989, who opted for the

old scheme :

Group of

Employees

Subscription per

month (Rs.)

Amount of

Insurance cover

(Rs.)

A 80 80,000

B 40 40,000

C 20 20,000

D 10 10,000

(b) For members as on 31.1.1989 who opted for the

new scheme and those joining on or after

1.2.1989 :

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Subscription per month

(Rs.)

Group of

Employees

From date

of joining

to

succeeding

Ist January

From

succeeding

Ist

January

Amount of

Insurance

cover (Rs.)

A 40 120 1,20,000

B 20 60 60,000

C 10 30 30,000

D 5 15 15,000

(ii) If an employee is promoted to a higher grade in between

a calendar year, his subscription will be raised w.e.f. the

following 1st January.

(iii) If an employee is reverted to a lower grade, his

subscription and insurance will not be changed. It will

remain as applicable to the higher grade to which he

belonged before reversion.

(iv) Subscription for a month shall be recovered from the

employee’s salary for that month.

(v) Subscription shall be recovered even for the month in

which the employee ceases to be in service on account of

retirement, death, resignation, removal etc. from service,

or is on leave or suspension.

(vi) If subscription is not paid during any period of

extraordinary leave, the arrears will be recovered with

interest due under the Scheme, in maximum 3

instalments, from the month following the month in

which employee returns for duty. If an employee dies

while on extraordinary leave , the arrears will be

recovered with compound interest @ 12% p.a. from the

amount payable to the family under the scheme.

(vii) If subscription is delayed due to delayed payment of

salary, no interest will be charged.

(viii) In exceptional circumstances, when employee cannot

subscribe to CGEGIS, he can make non-refundable

withdrawal from his PF account and pay the

subscription.

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(ix) 30% of the subscription will go to Insurance Fund and

the balance 70% will go to Savings Funds.

Fifth Pay Commission has recommended to revise the

proportion to 25% and 75% provisionally and review the same

based on mortality rates.

28.3 Interest on Savings Fund

Interest will be paid on the balance in the Savings Fund at

prescribed rates, compounded quarterly.

28.4 Benefits under the Scheme

(i) On Resignation/Retirement :- Amount of subscription

credited to the Savings Fund alongwith interest thereon will be

paid to the employee.

(ii) On Death : Amount of insurance cover of the group to which

he belongs on the date of death and the accumulation in

Savings Fund will be paid to his nominee/heirs.

(iii) If an employee dies before he was enrolled as a member (i.e.

between the date of his joining service and the following Ist

January), only the insurance amount will be paid to the

nominee/heirs.

(iv) Assignment of Insurance Cover and Savings Fund for

obtaining loans : An employee can assign the insurance cover

and accumulation in the savings fund to a recognised financial

institution, for obtaining housing loans. However, no

loans/advance or withdrawals are permitted from Insurance

Fund/Savings Fund.

(v) The amount of subscription is eligible for Income Tax Rebate

u/s 88 of IT Act.

28.5 Mode of Payment

(i) The payment under the scheme shall be made to the employee

in case of retirement, or quitting service otherwise.

(ii) In case of employee's death, the amount shall be paid to :

(a) if there is a valid nomination, to the nominee(s) in the

manner prescribed.

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(b) if there is no valid nomination, as per valid nomination

for GPF.

(c) if there is no valid nomination for PF also, then in equal

shares to widow(s)/minor sons and unmarried

daughters. When none of these are alive, then to other

members of the family in equal shares.

(d) if neither any valid nomination is there, nor any member

of the family is alive then to legal heirs on furnishing the

succession certificate.

(iii) When the whereabouts of an employee are not known :

(a) Savings Fund accumulation will be paid to the

nominees/members of the family/legal heirs after one

year following the month of disappearance on furnishing

a police report that employee is not traceable in spite of

all efforts and an Indemnity Bond.

(b) The insurance amount will be paid after 7 years of the

disappearance on production of decree of presumed

death of the employee.

(c) Full subscription for the first year and reduced

subscription for the insurance premium alone for the

next 6 years will be recovered from the amount payable.

28.6 Other Conditions :

(a) The amount due to the minor can be paid to mother as

natural guardian without any certificate in the case of

non-Muslims and with guardianship certificate in the

case of Muslims.

(b) If any person eligible for share of benefits is charged with

murder or abetting murder of the employee, his claim

will be suspended. If he is convicted he will be debarred

from receiving any share, if he is acquitted his share will

be paid without any interest.

(c) Any dues to the government cannot be recovered from

amount payable under the scheme.

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29. 29. 29. 29. ACCOMMODATIONACCOMMODATIONACCOMMODATIONACCOMMODATION 29.1 The requirement of space for establishing CBI branch at a

particular station is to be met from any of the following sources:

i) Allotment of government accommodation through State

Government or Directorate of Estates (CPWD).

ii) Accommodation owned by CBI.

iii) Hiring of accommodation from Public Sector

Undertaking/Any other government agency/private.

29.2 The requirement of space for accommodating a CBI branch is

to be assessed keeping in view the guidelines of Directorate of Estates,

operational requirements of CBI and special requirements of the

branch. Directorate of Estates has formulated guidelines for

calculating the requirement of conventional and non-conventional

space in the office building vide its OM No.11015/15/98-Pol.I dated

7.8.1998, annexed as Annexure-XIV. The strength of the branch is

taken into consideration for assessing the conventional space

requirement. Further, guidelines regarding future requirement and

austerity cuts are also to be taken into consideration.

29.3 Specific approval of Cabinet Secretariat is not required for

getting office accommodation from Directorate of Estates. However,

before sending any requisition to such authority, a detailed proposal

with justification of requirement of the building/space should be sent

to the Head Office for obtaining the approval of the Director/CBI. No

space is to be taken from any other agency except with the prior

approval of Director/CBI.

29.4 For CBI branch to have its own office building, purchase of

land/ready-built building from state government/private agency/PSU

is required. Any purchase of land or a building requires the specific

approval and sanction of the Government. For getting the approval

from the Government, a detailed proposal with full justification is to

be prepared as per the following guidelines:

a) Requirement of land is to be assessed based on the office

space requirements (both conventional and non-

conventional as per norms fixed by the Directorate of

Estates) and in consultation with CPWD.

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b) While selecting the site, it should be ensured that land is

not waterlogged and is suitable for construction of

building. Efforts should be made to select the site

which is centrally located and is convenient for CBI

personnel.

c) Offer of the landlord/Government with cost of land is to

be collected.

d) It is to be ensured that identified land is free from any

dispute.

e) Preference is to be given for purchase of land from the

government agencies like CPWD/State

Government/PSU, etc.

f) The price of land is to be got assessed/verified by the

CPWD inter alia reasonableness of cost of land -

certificate is to be obtained from CPWD.

g) Draft Committee on Non-plan Expenditure Note (CNE) is

to be sent alongwith the proposal if the total cost of land

and building is Rs.5 crores and above.

h) The proposal is required to be routed through Regional

Office and Zonal Joint Director.

29.5 Once site for construction of office is purchased, further action

for construction of building is to be taken by the branch without

delay. CPWD is to be requested for preparation of architectural

design, drawings and preliminary estimate for the office/quarters

proposed for construction. While request is being made to CPWD, the

requirement calculated as per the guidelines given above should be

informed to the CPWD so that the requirement and the plan are in

order. The proposal duly approved by the DIG and JD concerned

must be sent to the Head Office. After the approval of Director, CBI,

the proposal is sent to the government for sanction.

29.6 For hiring the building on rent for office purposes, efforts

should be made to locate government owned/PSU/semi-government

building. Where it is not available, private accommodation is to be

hired. For this purpose, as per CVC guidelines55[1], it is mandatory to

give wide publicity through local newspapers wherever the monthly

rent of building is likely to be above Rs.60,000. On receipt of tenders

55[1]

OM No.5DD-6-CTE-5 dated 8.9.1999

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from the landlords, the suitability of the building with regard to the

space entitlement of the branch, distance from bus terminus, railway

station, work place, etc. is to be taken into consideration. If the

building is found suitable, the CPWD authorities should be

approached for making assessment of the rent and issue of rent

assessment certificate. The requisite certificate of non-availability of

government accommodation is also to be obtained from the CPWD.

After completing all these formalities, a detailed proposal for hiring

the accommodation should be sent to the Head office through the

Regional DIG and Zonal JD.

29.7 As per the financial powers delegated to CBI vide Government

of India MHA No.11011/18/86-Fin.II dated 26.12.1986 Director/CBI

is authorised to hire a building on rent not exceeding Rs.5,000/- per

month at a place other than Mumbai, Kolkata and Chennai.

Director/CBI has full powers for continued hiring of office rented

building wherever there is no change of rent as sanctioned by the

Government (letter No.3/20/69-Finance(iii) dated 14th July,

1969(Annexure-XV).

29.8 Residential Accommodation

Efforts should be made by Head Office and all the branches to

provide residential quarters to all CBI personnel by purchasing ready-

built quarters from state government /PSU/private agencies or by

acquiring land and constructing the quarters.

29.8.1 Effort should be made to acquire houses of all categories from

Type-I onwards, depending on the strength of staff and their

entitlement. The BPR&D have fixed satisfaction level norm of 60%

upto Type-IV quarters and 80% for Type-V and above. The quarters

are to be acquired only on requirement basis. Directorate of

Estates/CPWD has fixed the plinth area for various types of quarters

which has to be adhered to while proposing purchase/construction of

quarters in any category. Government approval and sanction is

required for purchase of ready-built houses or purchase of land and

construction thereafter through CPWD. Wherever it is proposed to

buy/construct any quarters, a detailed proposal giving justification

for the need and requirement should be sent to Head Office for

obtaining the approval of the Director/CBI and Government.

29.9 Cleanliness in government buildings

In order to keep the office building neat & clean, appropriate

number of posts of safaiwala have been sanctioned by the

Government in the CBI branches. Where there is no regular post of

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safaiwala, cleaning work can be got done on contract basis by inviting

tenders. The sweeping/cleaning work of the office buildings comes

under the head “ Civil Works”. The expenditure upto Rs. 30,000/- on

these works is within the delegated financial powers of the Zonal JD

and the expenditure exceeding Rs. 30,000/- as enhanced from time to

time is within the delegated powers of the Director, CBI. After

obtaining sanction of the competent authority, the cleaning work of

the branch/office is to be awarded to the concerned

contractor/firm/agent against contract agreement duly executed

between the contractor and the branch concerned.

29.10 Guidelines to be followed for awarding sweeping contract

by CBI branches

a) The area of office space to be swept daily should be

11,000 sq.ft. (1025 sq.mtrs.) for engaging one safaiwala.

In case the area is too small, contract is to be given to

engage part time safaiwala.

(b) In order to get competitive rates and enforce competition

amongst the contractors, maximum sealed quotations,

as far as possible, are to be called (minimum of 3 sealed

quotations) from government registered/approved/

reputed contractors with rates separately quoted for

work with cleaning material and without cleaning

material.

(c) The sealed quotations shall be opened by the head of

office, in the presence of a committee consisting of 3

members constituted for the purpose. Negotiations can

be made with the lowest bidder.

(d) The award of sweeping contract should be as far as

possible with cleaning material.

(e) The contract shall be with an approved/registered

government firm and shall not be with an individual. If

no government approved or registered contractor is

available in the area where the CBI office is located, the

contract can be awarded to a standard/reputed firm

after thorough enquiry.

(f) The contract may be given only to such a firm which has

sufficient men on its rolls and which can provide a

substitute in case the safaiwala already deputed

proceeds on leave or is absent from duty.

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(g) The authority competent to award the contract shall

award the sweeping contract to the lowest tenderer for a

period not exceeding one year with an option to renew

the contract subject to satisfactory service, for another

period or period of one year only on the same terms and

conditions. In no case, the contract shall not be awarded

to the same contractor for a period exceeding 2 years.

(h) In order to maintain security of the premises, verification

of the identity of the persons deployed shall be made by

the contractor. The safaiwalas deployed shall not be

frequently changed by the contractor.

(i) An agreement of contract shall be executed before

awarding the contract on a stamp paper of Rs. 10/-

value by the contractor firm and signed both by the

contractor on behalf of the firm and the authority

competent to award the contract on behalf of the CBI.

(j) Every renewal of the contract shall be on a separate

stamp paper of the above value and signed by both the

parties.

(k) The payment shall be made to the firm from the Sub-

head ‘Office Expenses’ by Cheque/Demand Draft only

and not in cash.

(l) The Duty Officer/Care Taker of the branch shall be

responsible for ensuring proper cleanliness of the office

premises. Payment of the bill to the contractor firm shall

be made after the Duty officer/care taker certifies that

the work is satisfactory.

(m) Daily attendance register shall be maintained in respect

of the safaiwala without mentioning the name of the

individual deployed by the contractor.

(n) It shall be the responsibility of the contractor to depute a

substitute, if for any reason, the existing safaiwala

proceeds on leave or absents from duty, about which the

office should have prior intimation.

(o) If the service rendered is not satisfactory, the contract of

the existing firm may be terminated immediately and the

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contract awarded to another firm of lowest rate after

following the prescribed procedure.

(p) A register of supervision regarding satisfactory service

shall be maintained by the Duty Officer/Care Taker and

put up to the Head of Office on every first working day of

the week. If a substitute safaiwala happens to work, a

record to that effect shall be made in this register.

(q) Proportionate deductions shall be made from the

amount payable to the contractor for day of absence

from duty of the safaiwala, in case no substitute is

provided by the contractor.

(r) Penal provisions can also be incorporated in the contract

to ensure performance.

(s) A register of the expenditure incurred towards sweeping

contract shall be maintained showing the details of the

name of the contractor, number of sweepers deployed,

period of contract, rate of contract, amount paid,

Cheque/DD No. & date, signature of the DDO/branch

Incharge etc.

29.11 CBI Hostels

In Delhi and in different branches of CBI at Mumbai, Jaipur,

Bhubaneshwar, Lucknow, Visakhapatnam and Silchar, CBI Guest

Houses are maintained, which are utilized by the visiting CBI Officers

on payment.

29.11.1 At New Delhi, there are two CBI Hostels, one at Pragati Vihar

and the other at Vasant Vihar. At Pragati Vihar, there are 5 suites

and 7 rooms and at Vasant Vihar, the CBI has 2 rest houses.

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30. 30. 30. 30. STORES & SUPPLIESSTORES & SUPPLIESSTORES & SUPPLIESSTORES & SUPPLIES

30.1 Detailed procedure regarding purchase of various stores

required for use in the public service is laid down in Chapter 8

(Stores) of General Financial Rules 1963 (Rules 99 to 128). All

purchase of stores should be regulated in strict conformity with these

rules and the subsidiary instructions contained in the General

Financial Rules and issued by the Government of India as well CBI,

Head Office from time to time.

30.2 Standards of financial propriety

Every officer incurring or authorising expenditure from public

money should be guided by high standards of propriety. Every officer

should also enforce financial order and strict economy at every step

and should see that relevant financial rules and regulations are

observed by his own office and by subordinate disbursing officers.

Generally, following principles are emphasized:

i) Every officer is expected to exercise same vigilance in respect of

expenditure incurred from public money as a person of

ordinary prudence would exercise in respect of expenditure of

his own money.

ii) Expenditure should not be prima facie more than the occasion

demands.

iii) No authority to exercise power of sanctioning expenditure to

pass an order which will be directly or indirectly to its own

advantage.

iv) Expenditure should not be incurred for benefit of particular

person or a section of people unless :

a) a claim for the amount could be enforced in a court of

law .

b) the expenditure is in pursuance of a recognised policy

or custom.

v) The amount of allowances granted to meet expenditure of a

particular type should be so regulated that the allowances are

not on the whole a source of profit to the recipients.

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vi) Responsibility and accountability of every authority delegated

with financial powers to procure any item or service on

government account is total and indivisible. He will have public

interest uppermost in his mind while making a procurement

decision. This responsibility is not discharged merely by the

selection of the cheapest offer but must conform to the

following yard sticks of financial propriety:

a) Whether the offers have been invited in accordance with

governing rules and after following a fair and reasonable

procedure in the prevailing circumstances.

b) Whether the authority is satisfied that the selected offer

will adequately meet the requirement for which it is being

procured.

c) Whether the price on offer is reasonable and consistent

with the quality required.

d) Above all, whether the offer being accepted is the most

appropriate one taking all relevant factors into account and in

keeping with the standards of financial propriety.

vii) Wherever called for, the concerned authority must place on

record in precise terms, the considerations which weighed with

it while taking the procurement decision.

30.3 A controlling officer shall see that not only the total

expenditure is kept within the limits of the authorised grants or

appropriation but also that the funds allotted to spending units are

expended in the public interest and upon objects for which the money

was provided.

30.4 With a view to have greater devolution of financial

responsibility and expeditious disposal of work certain administrative

and financial powers have been delegated to all Branch Ss.P working

as Head of Office, Dy. Inspectors General of Police and all Joint

Directors in CBI(including Zonal JDs). The exercise of these powers is

subject to restrictions, stipulations or instructions that may be issued

by the Government as well CBI Head Office from time to time and the

relevant terms and conditions laid down in the various Rules i.e.

DFPRs, GFRs, FRs & SRs etc. and specially contained in Column 4 of

the Annexure to Schedule V to the Delegation of Financial Powers

Rules, 1978. This is further subject to availability of funds in the

appropriate Head of Accounts in the respective budget allocation of the

branches.

30.5 Every officer who has been delegated powers should see that all

related provisions of the General Financial Rules, Delegation of

Financial Powers Rules, Orders of Departmental delegations of

financial powers and general instructions issued from time to time

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are complied with before ordering the purchases. The financial

proposal beyond the powers of Joint Director of concerned Zone may

be sent to Head Office with his recommendations.

30.6 Rules 102 to 107 General Financial Rules, 1963, are relevant

for purchase and acquisition of stores for day-to-day use in the public

service and other stores for running of the offices.

30.7 30.7 In the light of instructions contained in Rule 103 of the

General Financial Rules, consumable stores for day-to-day use of the

office will be purchased on the basis of periodical requirements as

noted in the rule.

30.8 Before making purchases, the following points may be kept in

view :

(i) Economy instructions issued by the government and Head of

Department from time to time.

(ii) CVC guidelines on the subject issued from time to time.

(iii) Purchase should be made in the most economical manner in

accordance with the definite requirements of the office.

(iv) Purchases should be resorted to only after getting approval of

competent authority. Officer ordering for any purchase

without obtaining the approval of the competent authority

shall be responsible and accountable for the same.

(v) Purchases should not be split up to avoid the necessity for

obtaining the sanction of higher authority required with

reference to the total amount of the orders.

(vi) Whether the offers have been invited in accordance with

governing rules and after following a fair and reasonable

procedure.

(vii) Whether the authority is satisfied that the selected offer will

adequately meet the requirement for which it is being procured.

(viii) Whether the price on offer is reasonable and consistent with

the quality required.

(ix) Whether the offer being accepted is the most appropriate one

taking all relevant factors into account and in keeping with the

standards of financial propriety.

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(x) Whether sufficient funds are available in the particular head of

account.

(xi) Where scales of stores have been laid down by virtue of

rule/instructions, it may be followed strictly and limits should

not exceed in any case. It should be certified in the proposal

itself that the prescribed scales or limits have not been

exceeded.

(xii) Purchases of articles or group of articles upto Rs.1,000/- on

each occasion can be made without inviting tenders/

quotations.

(xiii) Purchase of stores costing between Rs. 1,000 - 10,000 can be

made by the Heads of Department without calling tenders or

pre-select DGS&D Rate Contract items. However, in such

cases, quotations must be invited.

(xiv) The open tender system that is invitation to tender by public

advertisement should be used in all cases in which the

estimated value of demand is Rs.2 lakh and above.

(xv) In terms of directives issued by the Government of India,

Department of Personnel & Training from time to time all

government departments and their attached and subordinate

offices are required to purchase stationery, furniture and other

office requirements from M/s Kendriya Bhandar, M/s NCCF

and Super Bazar (where available). In the case of purchases

from these agencies, the procedure of calling of

tenders/quotations as laid down in General Financial Rules

have been waived by the Ministry of Finance. Purchases from

the open market is resorted to only after obtaining ‘No

Objection Certificate’ from these agencies and after observing

codal formalities as laid down in the Chapater-8 of the General

Financial Rules, 1963. Minimum three quotations are

necessary if the purchases are to be made from the open

market. Single quotation can be considered if the article is of

a proprietary nature i.e. when it is to the knowledge of the

procuring agency that only a particular firm is the

manufacturer of the stores demanded.

(xvi) In case of purchases through DGS&D rate contract, supply

order should be placed in the prescribed form (DGS&D-131).

No direct payment should be made to the firm by the

consignee.

30.9 Receipt of Stores

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All stores received shall be examined, counted, measured or

weighed, as the case may be, when delivery is taken and the person

receiving the store shall be required to give a certificate that he has

actually received the material and recorded them in the appropriate

stock register. Before making any payment of bill, a certificate to that

effect recorded on the bill. After the close of each month, the balance

should be physically checked by a Gazetted Officer to be nominated

by the Head of Office and a certificate to this effect recorded thereon.

30.10 Stationery stores and forms

In the beginning of each financial year, the branches are

required to send the indents to the respective Regional Stationery

Depots of the Stationery and Printing Department of the Government

of India and the Manager Forms Store, Calcutta. If the stationery

articles indented are not supplied in time or in full, local purchase

may become necessary. However, before resorting to local purchase,

the Government of India Stationery Office should be approached for

supplies. If they are unable to supply the necessary stationery, a ‘No

objection certificate’ should be obtained from them before resorting to

local purchase.

30.11 Consumable stores

The consumable stores will be issued to the staff on receipt of

requisitions signed by a Gazetted officer, or the Head Clerk in the case

of branches. These requisitions will first be scrutinized by the dealing

assistant in regard to admissibility and availability of stores and

submitted to SP (or an officer nominated by him in this behalf) for

orders. After getting SP’s orders, the items will be issued to the

person concerned against his signatures.

30.12 Maintenance of Inventory of Deadstock: (GFR 112)

An inventory of the deadstock showing the number received,

the number disposed off (by transfer, loss, sale etc.) and the balance

in hand for each kind of article shall be maintained in all offices.

30.13 Physical verification of stores:(GFR 116(1) /118)

A physical verification of all stores should be made in the

month of April every year. It shall not be entrusted to a person who is

the custodian, storekeeper and a person who is not conversant with

the classification, nomenclature and technique of the stores to be

verified. The following instructions shall invariably be observed:

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i) Verification shall always be made in the presence of person

responsible for the custody of the stores or of a responsible

person deputed by him.

ii) All discrepancies noticed shall be brought to account

immediately so that the stores account may represent the true

state of the stores ; and

iii) Shortage and damages, as well as unserviceable stores shall be

reported immediately to the authority competent to write off the

loss.

30.13.1 Physical verification of Library books may be carried out in

accordance with the Government of India’s decision below Rule 116(2)

of General Financial Rules, 1963.

30.14 Surplus/obsolete and unserviceable store:(GFR 124(1))

30.14.1 While declaring an item surplus/obsolete or unserviceable the

following important points may be kept in view:

i) Authority competent to purchase stores shall be competent to

declare the store as obsolete/surplus/unserviceable.

ii) An item may be declared obsolete/surplus/unserviceable if it is

no longer required by the office. Reasons for the same should

be recorded in the board proceedings.

iii) An item remaining in stock for over a year shall be considered

surplus unless there is any good reason to treat that otherwise.

iv) Prescribed or stipulated life period of the stores should be

taken into account.

v) In case such period is not prescribed/stipulated or it is not

over, the committee should examine the condition of stores and

record suitable reasons.

vi) Where the life period has been prescribed or stipulated and is

already over, it should normally be taken as enough ground for

declaring the item obsolete and unserviceable. However, the

condition of the item should still be thoroughly examined by

the committee to see whether the item could be put to further

use.

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vii) In other cases, where the ‘life period’ is not over or no life

period56[1] has been prescribed or stipulated the reasons for

declaring the item absolete/surplus or unserviceable should

be clearly brought out in the board proceedings.

viii) In case of loss due to negligence, fraud or mischief on the part

of any government servant, responsibility should be fixed and

losses made good. In order to identify the surplus/obsolete

and unserviceable store items lying in office premises of a CBI

branch/Unit/Zone/Section a periodical inspection of stores

should be made six monthly by every office and a report of

such store items should be prepared and submitted to the

competent authority.

30.14.2 The items so identified should be examined by a committee at

appropriate level to be appointed by the competent authority.

Branches should constitute their own condemnation committee as

per provision of Rule 124 of GFRs. The committee shall consist of

not less than three members of the department, locally available

as far as possible of whom one will be from administration and one

will be technical member having knowledge of the store. Third

member may be from finance if locally available, otherwise the

competent authority may nominate any suitable and experienced

officer. The committee will submit its report in Form GFR-17 for

necessary action by the competent authority.

30.14.3 The stores which are reported to be surplus/ obsolete or

unserviceable by the committee may be declared as such in

accordance with the procedure laid down in Rule 124(1) and

ordered to be disposed off by the authority. The committee in its

report should also specify the manner in which the stores are to be

disposed off.

30.14.4 It may be ensured that the time-lag between the declaration

and actual disposal of stores is minimized and proper protection

is given to all such store items till their removal by the purchaser.

30.14.5 The general instructions relating to disposal of obsolete,

surplus or unserviceable stores contained in GFRs should

invariably be followed by all officers entrusted with the work.

56[1]

Concerned office may prescribe the life period of stores in consultation with the

manufacturers and CBI, HO.

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31. 31. 31. 31. FURNITUREFURNITUREFURNITUREFURNITURE

31.1 The furniture will be purchased and accounted for in the Dead

Stock Register as provided in Rule 112 of the General Financial Rules,

1963. For purchase/condemnation of furniture, the principles laid

down in Chapter 8 (Store) and Appendix of General Financial Rules,

1963 are to be observed.

31.2 Scale of Furniture prescribed for various offices

The following scales of furniture may be laid down for various officers

of Head Office and branches, subject to availability of funds and any

other orders/instructions issued by the CBI, Head Office/Government

from time to time:

I. Director, Special. Director, Additional Director and Joint

Directors

Sl.No. Nomenclature Scale

1 Secretariat table 6’ X 4’ One

2 Side Racks Three

3 Chairs/Armed deluxe Eight

4 Sofa Set One

5 Centre Table One

6 Tiffin Table/Corner Table One

7 Steel Almirah Need based

8 File Cabinets Need based

9 Woollen/Acrylic/Synthetic Carpet from wall to wall One

10 Wall Clock One

11 Pillow One

12 Hat Stand One

13 Wash basin with stand One

14 Foot Rest Board One

15 Screen One

16 Confidential Boxes Need based

17 Book shelf with glass doors One

18 Wooden/Plastic Tray Need based

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II. Deputy Director, DIsG and ALAs.

Sl

No.

Nomenclature Scale

1 Secretariat tables 6’ X 4’ One

2 Side Racks Need based

3 Armed Chairs Six

4 Sofa Set One

5 Centre Table One


7 Steel Almirah One

8 File Cabinet One

9 Woollen Carpet from wall to wall One

10 Wall Clock One

11 Pillow One



14 Screen One

15 Confidential Boxes Two

16 Book shelf with glass doors One

17 Wooden/Plastic Tray Need based

III. The following furniture will be supplied to Sr.SsP, AIGs, ADs,

SsP, Ex. Eng., C.T.O., DLAs and AOs :


1 Secretariat tables One

2 Side Racks Need based

3 Armed Chairs Five

4 Sofa Set One

5 Centre Table One


7 Steel Almirah of File cabinet One

8 Woollen Carpet from wall to wall One

9 Wall Clock One

10 Pillow One



13 Screen One

14 Confidential Boxes Two

15 Wooden/plastic trays Need based

IV. ASsP, STO, JTO, DSsP, Sr.PP, OS, Hindi Officer/PPS/PS/

Programmer

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Sl.

No.

Nomenclature Scale

1 Officer’s table 5’ X 3” One

2 Side Rack One or two

3 Armed Chairs Three

4 Easy Chair One


6 Steel Cabinet / Almirah One

7 Confidential Box One

8 Wooden trays/Plastic trays One

V. Inspectors, PPs, APPs, SIs, Assistants, Head Clerks, PA,

Stenographers, UDCs.

Sl.

No

Nomenclature Scale

1 Clerical table 4’ X 2 1/2’ with wooden top or

rexine/Sun-mica

One

2 Side Rack One

3 Armed Chair One

4 Steel Almirah One

5 Inspectors, SIs in the branches will be given one extra

chair for the suspects and one confidential box for keeping

their records.

VI. Clerks, Typists, ASIs, HCs and Daftries.


1 Clerical table 4’ x 2/12’ with wooden top or

rexine top/sun-mica

One

2 Armed Chair One

31.3 The furniture will be purchased through DGS&D on rate

contract where such contract exists in respect of the items sought to

be purchased. If an item is not available on DGS&D rate contract

then purchases can be made from M/s Super Bazar, M/s Kendriya

Bhandar and M/s NCCF. In case these societies are also unable to

supply furniture items, the purchases can be resorted to from the

open market by observing the codal formalities after obtaining a “No

Objection Certificate” from them. For purchase of furniture,

quotations from a number of firms may be invited after giving

necessary specifications to them as provided in Annexure to Chapter

8 of the GFR, 1963. Open tender system that is, invitation to tender

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by public advertisement should be used as a general rule in cases in

which estimated value of the demand is Rs. 2 lakh and above.

31.4 The lowest quotation as a rule will be accepted. No negotiation

is permissible except with L-1 i.e. lowest tender.

31.5 On receipt of the furniture, it should be inspected by the

committee and certified to have been correctly received as per

specifications/quantity/quality. A certificate to that effect should be

recorded on the bill before making payment. The furniture so

purchased be got numbered with white paint to facilitate its physical

verification and checking of pilferage.

31.6 Director, CBI as Head of Department, has full powers to incur

expenditure on fixtures and furniture, purchase and repairs subject

to conditions and scales fixed by Ministry of Urban Affairs. These

powers have further been re-delegated to the various officers.

31.7 Condemnation of Furniture:

31.7.1 Items of unserviceable furniture which cannot be economically

got repaired will be condemned with the approval of the competent

authority after obtaining recommendations of a committee and sold

by public auction. A list of all such furniture showing the original

price of the items of furniture, date of purchase of the items etc. will

be shown. Sufficient publicity will be given to such auctions, which

will be conducted by the office. The sale proceeds of such auctions

will be deposited in the government Account under sub-head

“Miscellaneous Receipts”. These items will then be written off in the

stock register indicating therein the file number in which the

condemnation sanction had been obtained. For condemnation,

procedure laid down in Rule 124 of General Financial Rules, 1963 will

be followed scrupulously.

31.7.2 Losses of furniture and stores will be dealt with according to

the provisions of Rules 122 & 123 of GFR.

31.8 Entitlement of Air Conditioner

31.8.1 As per circular No. 15014 (1)/85-Pol.III dated 21.3.2000

issued by the Directorate of Estates, the officers drawing the basic

pay of Rs. 18,400/- and above would be eligible for provision of air

conditioners in their office chambers according to the following

prescribed norms:

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i) For rooms having area upto 30 sq. mts., one number 1.5 ton

capacity window type air conditioner.

ii) For rooms with area above 30 sq. mts. and upto 40 sq. mts.,

one number 2 ton capacity window type air-conditioner.

iii) The capacity and number of air conditioners for rooms having

area in excess of 40 sq. metres may be worked out accordingly.

If necessary, advice may be sought from the Chief Engineer

(Electrical), CPWD.

31.8.2 The provision for air conditioners as stated above is also

subject to the conditions that the existing air conditioner should not

be replaced and these guidelines shall be applicable for new office

rooms and for replacement of old air conditioners which are beyond

economic repairs. Life of window type air-conditioner prescribed by

CPWD is 5 years. Purchase of an air-conditioner is to be done only

through DGS&D and with the approval of DCBI.

31.8.3 All other officers may be provided with desert coolers/room

coolers as per the scales indicated below, if the existing cooling

system is considered inadequate:

i) For rooms with area upto 25 sq. mts. one cooler with 300 mm

diameter exhaust fan may be provided.

ii) For rooms with area above 25 sq. mts. one cooler with 375 mm

diameter exhaust fan may be provided.

iii) For rooms with area above 32 sq. mts. but upto 55 sq. mts. one

cooler with 450 mm diameter exhaust fan may be provided.

The capacity and number of desert coolers for rooms having

area in excess of 55 sq. mts. may be worked out accordingly.

Life of Desert cooler (1500-2000 cfm (evaporative type) is 7 year

and that of room cooler cheap type (100 cfm) is 5 years.

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32. 32. 32. 32. TELEPHONESTELEPHONESTELEPHONESTELEPHONES

32.1 Entitlement of telephones

In CBI, officers of the level of Superintendent of Police and above are

entitled for a direct telephone connection in their office as well as their

residence. Other officers are sanctioned a telephone with a specific order

from the Government.

32.2 Installation

The power to sanction a new telephone connection vests with the

Government. However, the power for shifting of telephones to the entitled

officers has been delegated to the Head of the Department which has further

been delegated by the Director, CBI to the Joint Directors of CBI.

32.3 Limitation of calls

There is no limit fixed by the Government for number of official

calls in respect of telephones installed in the offices. However, the

DCBI, in exercise of his powers as Head of the Department, has fixed

a ceiling on the bi-monthly bills in respect of telephones installed at

the office and residence of the officers of the rank of Joint Director

and below (See Annexure-XVI). All the STD calls are required to be

certified by the officer indicating the calls as official/private

respectively. The charges on the private calls are to be deposited by

the officer concerned with the cashier of the concerned branch and

Receipt No., date and amount is to be intimated to the DDO. In case

excess calls are made from residential phones for official purposes,

specific approval has to be obtained from Ministry of Finance for

regularization of calls.

32.4 Residential telephone

In case of the telephones installed at the residence, bimonthly

local calls numbering 650+free calls are allowed. However, in case,

STD connection is available and allowed by the government, then

every STD call, whether it is official or private is to be certified by the

officer himself and also required to be countersigned by the next

higher authority. Therefore, payment is to be made by the office only

in respect of 650 local calls + official STD calls. Local calls in excess

of 650 + free calls will be treated as private calls and accordingly

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charges are to be deposited by the officer concerned with the

government through cashier of the concerned branch.

32.5 STD facility

As per existing instructions of the government, the officers of

the level of Joint Secretary to the Government of India and above are

entitled for STD facility in their office and residential telephones. STD

connection to the non entitled officers are provided on obtaining the

specific approval from Government on the grounds of operational

requirement/ need basis.

32.6 ISD facility

ISD calls are not allowed except in individual cases, if any,

wherein the Ministry of Finance has agreed to the same.

32.7 Mobile Phones

The facility of Mobile Phones has been allowed to the

Secretaries and Secretary level officers of the Government of India

with certain conditions vide Ministry of Finance & Company Affairs

OM No.5(3)/E.Coord/2002 dated 01.01.2003. Government on a

specific proposal from CBI has sanctioned some mobile phones to be

utilized only during actual raids/operations. These have been

distributed by DCBI to JDs/DIsG of various Zones/Regional Offices

for operational use.

32.8 Residential telephones for Dy.SsP in CBI:

As per CBI HO Circular No.2/31/97/IWSU dated 21.10.98 and

DP&T(AVD.II) No.205/29/97-AVD.II dated 16.10.98, Dy.SsP of CBI

are entitled for reimbursement of local official calls limited to a

number of 650 calls bimonthly + rent + surcharge from the non

cellular phones installed at their residence in their own names.

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33. 33. 33. 33. MOTOR VEHICLESMOTOR VEHICLESMOTOR VEHICLESMOTOR VEHICLES

33.1 Central Bureau of Investigation is in possession of its own

motor vehicles including cars, scooters, motor cycles etc. in the Head

Office at New Delhi as well as in its various branches at other places.

33.2 All purchases of vehicles in CBI are centralized in Head Office

at New Delhi and purchases are made on DGS&D rate contract. After

sanction of the competent authority for purchase of new vehicle(s) in

lieu of prematurely/maturely condemned vehicle or otherwise with

the sanction of the government, approval of the competent authority

is taken for allotment of new vehicle. Generally, the new vehicle is

allotted to the branch/unit whose vehicle has been condemned. Only

in exceptional case(s) with the approval of Joint Director (Admn.), the

new vehicle is diverted to another branch.

33.3 The Superintendents of Police, CBI are the controlling officers

for all the vehicles in Branch Offices. In Head Office, the SP(HQ) is

the controlling officer. The controlling officer is responsible for the

proper use, care and upkeep of the vehicles and regulating their

journeys in accordance with the “Instructions for the use and

maintenance of motor vehicles framed by the CBI and the

Government of India Staff Car Rules”. The motor vehicles of CBI are

known as service vehicles or operational vehicles and their use is

normally made for operational purposes. The use and maintenance of

these vehicles is governed by the instructions issued by the

Government of India as well as the departmental instructions issued

in this regard from time to time.

33.4 CBI vehicles are not to carry any plates, red or amber lights,

sign boards in front or at the rear indicative of the fact that they

belong to the CBI or government. The Staff car should not ordinarily

be taken outside the city limits except with the permission of the

branch SP. When the journey is to be performed by the Head of the

Office himself, he has to take permission from the DIG. Staff cars

should not be allowed to be used by officers while on leave. The use

of staff car for non-duty journey is completely banned. For use of

staff car for private purpose the guidelines contained in Staff Car

rules are to be followed. Duty journeys shall have preference over

non-duty journeys.

33.5 Staff cars being used by the officers of the level of Secretary to

Government of India and above are to be provided with air-

conditioners.

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33.6 Officers of the rank of Joint Secretary and above and the Heads

of Departments of the Central Government in the Senior

Administrative Grade may at their option avail the facility of using the

staff cars for journeys from residence to office and back or opt for

drawing transport allowance. If they opt for using the staff car, they

need not make any payment but they will not be entitled to transport

allowance.

33.7 Exemption from compulsory insurance

Motor vehicles owned by the Central Government, which are

used for purposes not connected with any commercial enterprises, are

exempted from compulsory insurance against third party risk by

virtue of sub-section (2) of Section 94 of the Motor Vehicle Act 1933.

Such vehicles shall not, therefore, be insured.

33.8 Control over expenditure on POL & repairs

Director, CBI vide CBI H.O. Circular No. DPMTO

1999/001/14/21/99-MT dated 24.5.1999 has fixed ceiling of 150

litres of POL per month for four-wheeler vehicles belonging to the

Regional Offices/Branches and 200 litres for vehicles belonging to the

officers of and above the rank of JD. The officer should adhere to the

limit in the normal course. If, due to exigencies of investigation or

court work, it is felt that more POL is required for a particular vehicle

in a month, the same should be got sanctioned from the next

supervisory officer giving justification for sanction of excess POL.

Supervisory officers should sanction the extra POL for the vehicle

after proper application of mind and not in a routine manner. All

officers should exercise strict control over the use of vehicles in view

of the instruction of Government of India issued from time to time to

control the expenditure57[1].

33.9 Service and repairs

As per Staff Car Rules, the staff cars may be got repaired at the

Electrical and Mechanical Workshop, National Airport Authority and

the respective office should pay the bills for the same to the workshop

directly from its own funds. Repair and maintenance work of Delhi

based branches in CBI is undertaken at the Head Office workshop.

Incharge, MT workship has to prepare an inspection report. In case

there is heavy workload in the workshop and there are no facilities

with the workshop for conducting repairs, the work should be

entrusted to an authorised dealer or a private firm, keeping in view

the general principles contained in the General Financial Rules, 1963

57[1]GIMF Order File No.7(4)/E-Coord/2000 dt.24.9.2000

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and instructions contained in CBI HO Circular Nos. (i) DPMTO

1999/001/14/21/99-MT dated 24.5.99 and (ii) DPMT

1999/Circular/14/21/99-MT Dated 8.9.1999 and instructions issued

from time to time.

33.10 According to Schedule -VII of DFPR-1978, the life of various

types of vehicles, in terms of distance run (in km) and length of use

(in years) whichever is reached later, have been fixed as under:

S. No. Type of vehicle Kms. Years

1 Motor vehicles fitted with engines

upto 20 hp (RAC)

150,000 6-1/2 years

2 Motor Cycles fitted with engines of

3.5 hp (RAC) or above

120,000 7 years

3 Motor Cycles fitted with engines of

less than 3.5 hp (RAC)

120,000 6 years

33.11 A vehicle is condemned only after a certificate has been

obtained from any of the following authorities to the effect that the

vehicle is not fit for any further economical use:

(i) Electrical & Mechanical Workshop of the National

Airport Authority.

(ii) Workshop of a State Road Transport Corporation.

(iii) At locations where workshops mentioned at (i) and (ii)

are not available, Transport Workshops under the

Central or State Government Departments are also

authorised to issue such certificates.

33.12 A Committee may be constituted to consider and recommend

condemnation of vehicles. If the above conditions are satisfied,

Director/CBI has been delegated powers to condemn vehicles upto

monetary ceiling of Rs.200000/- in each case for a period upto

31.12.2006. Replacement of vehicle is sanctioned by the government.

Premature condemnation of vehicle and its replacement is sanctioned

only by the government.

33.13 It has to be ensured that condemned vehicles are disposed off

as per the procedure within a period of three months from the date of

placing of an order with the manufacturer for replacement of vehicles.

33.14 Service

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All 4-wheelers should be got serviced after covering 5000 kms.

and all 2-wheelers should be got serviced after covering 2500 kms.

The servicing would include washing of the vehicle, change of engine

oil, gear oil, differential oil, coolant, tuning of the engine, change of oil

filter etc.

33.15 Life of tyre/battery

33.15.1 The life of a tyre is taken as 40000 Kms. run. In case, it is

unserviceable, it should then be got retreaded with cold rubber after

24000 Kms. and it should run another 16000 Kms. If a tyre has

run 40000 Kms., it can be condemned and replaced. Tyres should,

therefore, be purchased judiciously and on need basis only. To

optimise the life of tyres, these would be rotated in the 4-wheeler

after every 5000 kms. Rotation of tyre means bringing the front tyre

to the rear side and rear tyres to front side and also to change the

face of the tyres.

33.15.2 If the battery is maintained properly, it will have a satisfactory

running life of 2 years. A battery should normally not be condemned

before 2 years.

33.16 Vehicle inspection

All vehicles should be inspected faithfully by the In-charge, MT

and by the branch SP at least once in a month. All the observations

of SP during the inspection should be rectified promptly by the In-

charge, MT. The In-charge(MT) in the branches should be of the rank

of ASI & above and in the Head Office of the rank of Inspector and

should be well conversant with the maintenance of vehicles.

33.17 Disposal of condemned vehicles

The condemned vehicle(s) are to be disposed off immediately to

the best advantage of government exchequer and intimation sent to

Head Office. The sale proceeds of condemned vehicle/scooters will be

deposited in the Government Account under Head “Miscellaneous

Receipts”.

33.18 Records Maintenance

The following records are to be maintained in the MT Section of

branches in respect of a vehicle:

1. 1. Log Book: The journeys are to be properly entered in

the log book-Rule 15 of Staff Car Rules. Signature of the

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officers below the rank of Joint Secretary availing the staff car

should be obtained in the log book (Rule 33 of Staff Car Rules).

All the columns should be filled and the officer using the staff

car should sign the Log Book. At the end of the month a summary

should be prepared in the following format:

(i) Kilometres reading as on first day of month

(ii) Kilometres reading as on last day of month

(iii) Total distance covered during the month

(iv) Petrol balance at the end of previous month

(v) Petrol drawn during the month

(vi) Petrol consumed during the month

(vii) Petrol balance at the end of the month

(viii) Kms/per litre (average) during the month

This summary should be signed first by the driver and then by

the In-charge(MT) Section who should thereafter put it up to the SP of

the branch. In the case of Head Office, this summary should be

signed by the DSP(HQ).

2. A record of repairs and replacements, cost of petrol

consumption, cost of spare parts etc., with the dates in

prescribed form SPE G-35/ MTR.

3. In case of branch vehicles, a statement showing the

consumption of petrol and lubricants and the repairs etc. is to

be sent to Head Office as per the instructions issued from time

to time. A similar statement is to be prepared in respect of

Head Office vehicles.

4. All entries about repair/maintenance, POL and condemned

spare parts etc. should be entered in the Admins Module on

regular basis.

5. The spare parts which have become unserviceable and replaced

parts should be deposited in the MT Store and an entry be

made in the Condemned Spare Parts Register. These parts

should be disposed off by auction after completing all codal

formalities under the supervision of a gazetted officer.

6. Details of expenditure on all the vehicles including the same on

repairs, upholstery, POL, servicing, purchase of oil etc. should

be properly entered in the history sheet.

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33.19 All requisitions for the vehicles are ordinarily required to be

made in writing to the controlling officer in the prescribed form.

33.20 A register in Forms SPEG-35/MTR is to be maintained in

respect of each motor vehicle, jeep, pick up van etc. in each Branch

Office or in the Head Office for Head Office vehicles.

33.21 Director, CBI as Head of Department, has full powers for

incurring expenditure on maintenance, upkeep and repair of vehicles

including two wheelers. Director, CBI has delegated his powers

regarding expenditure on POL, maintenance, upkeep and repairs of

vehicles, as follows :

Sl. No

Nature of powers

SP working as Head of Office

SP(HQ) DD(A)/DIG JD

1 Motor Vehicles- Purchase of POL.

(i) Car : upto Rs.6000/- p.m. If the branch has one car and upto Rs.4000/- p.m. per vehicle If the branch has two or more vehicles. (ii) M/Cycle/ Scooter: upto Rs.1000/- p.m per scooter / motor cycle.

(i) Upto Rs.6000/- on each occasion.

(ii) Upto Rs.1000/- on each occasion.

(i) Beyond Rs.6000/- on each occasion. (ii) Beyond Rs.1000/- on each occasion.

Fulll powers

2 Maint-enance, Upkeep and repairs.

(i) Car : upto Rs.6000/- on each occasion subject to maximum of Rs.15,000/- p.a. (ii) M/Cycle/ Scooter Rs.1000/- in each case subject to Rs.3000/- p.a.

(i) Upto Rs.6000/- on each occasion. (ii) Upto Rs.1000/- on each occasion.

(i) Beyond Rs.6000/- and below Rs.15000/- on each occasion. (ii) Beyond Rs.1000/- on each occasion.

Car : upto Rs.40000/- on each occasion. (ii) JD(A) has full powers in this regard.

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34. 34. 34. 34. LIBRARY LIBRARY LIBRARY LIBRARY

34.1 The CBI library which is situated in the Head Office at New

Delhi has a good collection of books in the field of Crime Detection,

Economic Offences, Organized Crimes, Bank Frauds, Terrorism,

Human Rights, Environmental Law, Forensic Science and Law etc. It

also subscribes to the periodicals, journals and national level news

papers regularly. It functions under the administrative control of the

Joint Director (Admn.) CBI and caters to the needs of CBI Head

Quarters and its Branches all over India. It remains open daily

during the office hours including the lunch break.

34.2 The library is fully computerised. All the books have been

entered in the computer duly arranged Author-wise, Subject-wise and

Title-wise. The information regarding availability of any book can be

retrieved by the users under the heads mentioned above. The Library

has a photo copier also for preparing copies of any extract or chapter

from any book or journal etc. by the interested users.

34.3 Membership of Library

Any officer/employee of CBI can become member of the CBI

Library by filling up the prescribed membership form kept in the

library which has to be forwarded to the librarian of the CBI/Head

Office by the controlling officer of the employee seeking membership

of the library for further necessary action by him.

34.4 Borrowing of Books

34.4.1 A member of CBI Library can borrow any two books at a time

for a period of 30 days except the reference books which are to be

used in the library only. In case any particular book is further

required by the member, the period of loan could be got further

extended by 15 days if the book has not already been reserved by any

other member for borrowing purposes. Any book under issue can be

recalled if the same is urgently required for official use by the

department.

34.4.2 The books required for daily use are also issued to the heads of

the sections/divisions and senior officers of CBI on permanent basis.

The availability of the said books with them has, however, to be

confirmed in the month of December each year. In the event of

transfer/retirement of the officer concerned, the books so issued to

him could either be returned to the library or could be handed over to

his successor under intimation to the librarian.

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34.5 No dues certificate from Library:

In the event of repatriation of any member to his parent

State/Cadre or his retirement from service, the Last Pay Certificate

(LPC) is issued to the concerned officer or his retirement dues are

settled only after obtaining a "No Dues Certificate" from the CBI

Library.

34.6 Preservation of Library Records:

The period of preservation of Library records is given as under:

(a) Library Accession Registers

Permanent.

(b) Periodical Registers permanent.

(c) Library member-ship register

Permanent.

(d) Permanent lending of books Register 10 years

(e) Files Pertaining to purchase of books/

Journals/Newspapers. 5 Years.

(f) Temporary lending of books Register 1 Year.

34.7 Monetary limits for purchase of publications/journals etc.

The CBI Head Office vide letter No. 5/1/90 Ad IV dated 10-8-90

has delegated monetary powers limited to Rs 1000/- on each occasion

to the Superintendents of Police of all the branches and the

Administrative Officer at CBI Head Office and full powers to all the

Dy. Inspector Generals of Police for purchase of books by them for

official purposes. The branches/units of CBI could, therefore, also

establish their own library for their day to day use.

34.8 Supply of Newspapers/Magazines at the Residence of

various officers in CBI

34.8.1 The Director CBI vide circular No. 4/15/97-Library dated 28-

10-1997 has permitted supply of the Newspapers/Magazines w.e.f 1-

11-1997 to the residence of the officers as per the scale given below.

S.No Level of Officers Indian

Newspaper

Indian Magazine

1 Director/Spl. Director/ Addl.

Director

No Limit No Limit

2 Joint Directors 4 2

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3 Director of Prosecution 3 2

4 DIsG 3 2

5 SsP/AD(CO)/ AD(Interpol)/

A.O.(E)/ A.O.(A)

2 1

6 All other officers of the rank of

DSsP/ O.S and equivalent

1 Nil

34.8.2 The officers mentioned above are entitled to claim

reimbursement of the amounts spent by them for buying the

Newspapers/magazines as per the entitlements mentioned above

after deducting 15% of the total cost of the bills towards ‘scrap’

charges.

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35. 35. 35. 35. SECURITY PLANSECURITY PLANSECURITY PLANSECURITY PLAN

35.1 In view of the sensitive nature of the work performed by CBI,

the likelihood of security threats to CBI offices is higher in

comparison to most of the other government offices. Therefore, each

head of the office/designated nodal officer should prepare a security

plan incorporating the following features. The plan should be

appropriate and suitable for the premises of the particular branch /

set of offices. The plan should contain the following subjects or heads

of security detail :

(a) Access control of both animate and inanimate objects; this

includes perimeter defence, car parking etc.

(b) Anti-sabotage check and precautions to be taken.

(c) Fire control measures including evacuation of premises.

(d) Document and security of other valuables.

(e) Information Security

(f) Security/threat response, including alerting local police,

government agencies etc

(g) Contingency plan.

35.2 Access Control

35.2.1 Basic principle to be observed is that access control begins

with the outermost point. Outer perimeter may vary from place to

place. In a typical mofussil branch it may be the street, pavement and

compound wall of the branch. In an urban setup, it can be the road,

building entrance, floor entrance, lift doors etc. The outer perimeter

should be secured in such a manner that unauthorised object or

unauthorised person cannot get entry. Since most of the CBI offices

are housed in exclusive premises, nodal officers can consider laying of

barbed-wire fencing and lighting of the fence/compound wall so as to

ensure day and night security.

35.2.2 Outer perimeter security also includes buildings, trees, poles

etc. which provide access to the secure area and which need to be

cordoned off suitably. Outer perimeter security similarly includes

drains and their openings running from the compound to outside

areas, electricity substations, telephone poles, mail boxes and mail

delivery bags etc. Entry points at the outer perimeter have to be

regulated by a security guard with a register and intercom facilities

with the duty room. The duty officer will have to notify all

visitors/vehicle numbers to the security guard. The entrance gates

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will have to be made strong and secure and able to resist gate-

crashing. The boundary wall similarly will have to be repaired and

strengthened wherever necessary and subsidiary entry points such as

wicket gates, service entrance etc. need to be sealed.

35.2.3 Finally, built-up areas including apartments, garages, shops

etc. adjoining the compound need to be kept under watch through the

day and occasionally at night. Any person(s) found loitering around

CBI building for no reason should be thoroughly checked and handed

over to local police, if necessary.

35.3 Inner Access Control

35.3.1 Access to the main building/office should be controlled by an

extra security guard to whom the outer guard relays the visitor's

identity. Sentry whenever guard is posted, should be alert while

performing duties and guard should be always ready to meet any

exigencies. There should be provision for checking of parcels,

suitcase etc. through physical checking devices. Letters and postal

articles would similarly require examination. Equipment for the same

would have to be purchased, wherever necessary.

35.3.2 There should be a reception area where visitors report. This

should be the general rule except for witnesses, experts who have to

meet the concerned IO/Supervisory Officer. All visitors are to be given

identity tags. They should be escorted to the office/officer to be visited

and nobody should be allowed to roam around the premises without

specific work. Tradesmen, repairmen and other service agencies will

have to identify themselves and have their equipment checked before

entry. Similarly, one constable will have to watch over their work

during the repair/servicing.

35.3.3 Car parking/scooter parking, both for employees and visitors

should be designed in such a way that the area is separate and apart from

the main building. Employees should conduct their own check of vehicles

before parking the same in the designated area. Vehicles of visitors should

be checked above and below and wherever feasible, the visitor should be

dropped and vehicle made to be parked outside the compound, to be called

when necessary. Any incident of important/sensitive nature should be

reported to senior officer incharge available.

35.4 Identity cards/Personal Identification Criteria

35.4.1 Government servants are provided photo Identity Cards which

should be rigorously checked at the outer perimeter and again at the

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inner entry point. Similarly, all visitors/service personnel will have to

show some form of identity before being admitted.

35.4.2 Sample Identity Cards of MHA and other organisations whose

personnel frequent our premises should be kept with the outer

perimeter guard and similarly look out notices sent by local

police/intelligence agencies, with or without photographs of wanted

accused should be available for reference with him. In case of

introduction of new types of Identity Cards by CBI to adopt fool proof

systems, the information is to be furnished to all branches and offices

of CBI located elsewhere. However, SP In-charge of branch/Nodal

Officer will have to check the current status and tighten up the

system as and when warranted.

35.4.3 It is clarified that visiting cards/letter heads of officers are not

sufficient identification or proof of identity and they will have to be

supported with verifiable documents such as driving license, service

Identity cards, PAN Cards, Voter’s Identity Card etc.

35.4.4 Door frame metal detectors, if not already available should be

installed at the earliest at the inner entry point of all branches. Hand

held metal detector should also be available for frisking. However,

both these gadgets are only supplements to thorough physical frisking

and checking by security personnel. Sharp edged objects and any

other material which can be used as weapon of offence may be

retained by the security staff till the departure of the visitor.

35.5 Anti Sabotage Checks

35.5.1 ASC (Anti Sabotage Check) need not be necessarily associated

with sophisticated equipment. All that is initially needed is vigilance

and security consciousness on the part of the staff. It starts with the

person and goes on to the work premises. It can be done by anybody

but everybody should do it, because the safety of a branch is the

common or group concern.

35.5.2 Firstly, branch personnel should check their own bags,

briefcases etc. before starting for office. Enroute, they should ensure

that no one tampers with them. Luggage boots of cars and scooters,

either personal or official, should be checked and always kept locked.

A visual check of the under carriage, engine and the boot may be

made before locking the car at the parking site. At all times, one

should be aware of one's surroundings and notice anything that is

amiss, out of context or placed in an awkward or unnecessary

position. Thus, one's work table, room/cabin and storage area like

almirahs, drawers of table etc. will have to be visually checked. Any

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object lying in the room which was not present on the previous day

may be queried and even removed. General visual check of the branch

will be done every morning by the nodal officer who should have a

check list with him. A model check list will be sent later to all

branches but each location can prepare its own list of places and

points to be visually and manually checked. There is no hard and fast

rule in the matter but the underlying emphasis should be on

eliminating unauthorised objects. Visual ASC should be conducted of

electrical points, fixtures and also electronic items like computers,

Xerox machines and FAX machines. One's own telephone/extension

should also be opened from the bottom every week and daily visual

check is absolutely essential. A trained officer should brief the branch

personnel about the correct method of ASC but, in the meantime, our

basic police procedures for rummaging and search can be used.

35.5.3 Equipment for anti sabotage check comes in various shapes

and sizes but we can certainly invest in viewing mirrors (for looking at

the under carriage of vehicles), simple explosive detectors and muffler

bags (for covering & isolating suspicious objects). This expenditure

can be met from the normal budget. The same goes for door frame

metal detectors and the hand-held version, touched upon earlier.

35.5.4 Wherever feasible and approved by the appropriate authority in

CBI, the branch officers should obtain the services of State Special

Branch and related bodies of the Centre, to come for lecdems (lecture-

demonstrations) of security precautions and anti sabotage checks.

The talk/demonstration can be organised outside the premises. At no

cost should the topography and site plan/building plan be made

available to anyone outside the organisation. CPWD should also be

warned not to part with the plans.

35.6 Fire Fighting Measures

35.6.1 Every branch and office premises in CBI should have proper

fire control system. There should be a well laid down procedure of fire

control . Staff members should be repeatedly educated about fire

control procedures. The capster of chemical and soda should be

checked and ensured that it is not timed barred.

35.6.2 In the multistoried buildings, particularly where we are

tenants, the fire control plan should be known to us (For details see

Annexure-XVII). All the staff members should take part in the fire

control drill organised by the fire service or by the building supervisor

respectively. The emergency exits and external stair case for speedy

evacuation should be known to all members.

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35.6.3 The local fire service can be requested to demonstrate fire

control measures and also educate the staff about precautions to be

taken. As far as possible, elementary precautions such as using ash

tray for cigarette butts, switching off electrical fittings and appliances

when not required and preventing over heating of junction

boxes/plugs and preventing short circuits, can be observed by all

members. It is important to have the nodal officer or in his absence

another officer as fire drill coordinator. Without such a person, chaos

and confusion could result. At all times, for major or minor fires, our

staff should display good discipline and self control. First aid for

minor burn and injuries should be known to the nodal officer and

also to some staff members. If there is a CGHS dispensary or medical

unit nearby, they should also be associated with the fire drill.

Availability of ambulance or emergency vehicle should be ensured.

Besides, the fire fighting equipments normally contained in

government offices namely fire extinguishers, buckets of water and

sand should always be available in a pre-designated spot. Usually it is

found that these buckets are empty and the buckets themselves have

rusted and become unserviceable. Nodal Officer should inspect the

fixtures and ensure that all of them including water pipes, alarm bells

and smoke detectors are in working order.

35.6.4 Overhead/ceiling water sprinklers are now being provided in

certain buildings. This equipment is very delicate in nature. It

responds to changes in temperature and emitting of smoke. Hence,

staff members should be advised not to burn papers and waste

material in the office premises. The CPWD Engineers or building

supervisor should periodically check the sprinkler system and ensure

that it is in working order. Since water is not provided around the

clock in all cities, we should have our own storage facility on the roof

or elsewhere. The bigger cities have water hydrants to be used by fire

service personnel. We should ensure that these areas are kept free

from parking vehicles, rubbish and condemned articles are not

dumped around this area. Elementary precautions to prevent fire can

be observed in all branches. For example, condemned article or

articles not in active use such as old carpets, wall hangings, sofa sets,

wooden chairs and any other inflammable material should be

promptly disposed off. Similarly, exposed wires and junctions should

be covered. As far as possible the wiring should be placed in PVC pipe

and firmly attached to the wall instead of hanging loose in different

parts of the room. Concealed wiring should be adopted wherever

feasible.

35.6.5 Finally in those branches which do not have fire control

measures or fire control plan, nodal officer should immediately start

working for a rudimentary system in place at the earliest. Of

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particular relevance are places such as malkhana where valuable case

records are stored. Similarly, the record room where crime files and

other documents are stored should have excellent fire fighting

arrangement. Volatile chemicals, various types of fuel and such

dangerous items should be specially packed and stored. Basement

and barsati are equally vulnerable and should not be used as

dumping grounds.

35.6.6 Pest control particularly of rodents, is required in all branches,

not only for preservation of documents and other material but also

because rats and other pests will cause damages to the electrical

wiring and also to other important fittings. Special precautions should

be taken at the time of Diwali and other festivals as also marriages

and local celebrations where fire crackers are used. Roof tops of the

building should not contain any inflammable material which can

catch fire if a fire cracker falls on it accidentally. Similarly, windows

and ventilators should always be kept shut, particularly in off duty

hours.

35.7 Document security and security of valuables

35.7.1 As our organisation has a document oriented work atmosphere,

proper storage of documents is essential to counter hazards. The age

old system of storing case documents in steel trunks is not such a

bad idea provided we know what documents are contained in which

trunk and do not retain unnecessary records with us. The general

tendency is for IOs to store their documents in wooden or steel

almirahs and this needs to give way to the work station concept in

which over head bins retain only those papers which are required on

a daily basis. The bulkier records seized or required for examination

and scrutiny need to be stored in a fire proof room deep within the

branch premises.

35.7.2 Branches will have to go in for fire proof cabinets and ensure

that the malkhana has two or three such cabinets to store valuable

properties such as currency notes, share and stock certificates,

computer CD ROMs and floppies as well as gold and jewellery items.

The degree of security required for the malkhana is the greatest.

Hence, as mentioned earlier, chemicals and other inflammable

material should not be stored in the malkhana. Documents security

includes the reprographic facilities such as xerox machine, duplicator

machine and fax machine which need to be kept under the personal

control of a responsible member of the staff. Unnecessary copies

should be destroyed by using the shredding machine. At no cost

should we use the old method of burning of the papers. The latter is

not efficient or fool proof.

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35.7.3 Transit of documents and despatch and receipt of files are

equally important in documents security. Within the same station,

files have to be sent in properly sealed covers through dispatch riders

and dak vehicles and the peon book should be signed by a responsible

member of the receiving office. The carriage of dak should be

protected against bad weather, road traffic accident, misplacement

and wrong deliveries as well as theft and deliberate mischief.

Currently, air bags are being used in addition to normal postal

facilities for dispatch and receipt of other important documents.

Besides the requirement of maintaining shadow files, it will be

desirable to send important files through a special messenger. The

dak boxes should be made of steel and "leather bastas" should be

used only for storage of local dak.

35.7.4 Security classification of documents is very essential. It is well

known that top secret documents should always be sent in double

cover with double acknowledgment slip but documents with lesser

degree of security classification should also be handled very carefully.

Indeed no document should emanate from any branch without some

form of security classification. It is also emphasised that NGO

references should remain with the officer himself and should not be

sent to the section. Every branch officer and supervisory officer

should have proper storage facility to keep such files in his personal

custody under lock and key. As far as possible, correspondence

should be done by the officer himself or at the most by his Personal

Secretary alone. Separate dairy should be maintained for such

references. It is not only a good habit but a security requirement to

lock up the files lying on the table in the evening when departing from

the office. The most vulnerable part of the day is in the early morning

when the office is opened for sweeping and cleaning and in the

evening when the various rooms are locked up. If we are not careful,

any type of mischief can be played during these vulnerable moments.

In general it would be desirable for the officer to shut his own room

when departing in the evening and do so whenever he leaves the room

to attend meetings and other engagements within the building or

outside.

35.7.5 Though the government buildings are generally immune from

petty theft or even attempts by professional burglars, adequate

precaution should be taken to prevent entry through vulnerable

points like ventilators, windows rear doors and elementary burglar

alarm has to be installed to ensure that the duty officer or the guards

or the nearby police station is able to intercept and prevent a major

theft in the branch. Those branches which have a lock up and where

police custody suspects are kept for a few days or more, need to be

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strengthened, particularly when the suspects are militants or belong

to major criminal gangs. The possibility of rescue attempt by his

associates cannot be ruled out. This brings into focus the weaponry in

the branch. The available weapons should be cleaned and kept

serviceable at all times. Regular fire practice has to be given to all

staff members.

35.8 Information Security

All the CBI branches are provided with computers and most of

these computers are interconnected with each other through a

network. Since information of confidential nature is stored and

exchanged in most of these computers, it is essential that head of the

office takes all precautions to ensure absolute security to the

information and to make their systems impenetrable to the hacker

attacks.

35.8.1 Security precautions for network Administrators/users

System Administrator/Head

Of Department to ensure

All Users to ensure that

That employee code may be

used as login ID for each

authorised user

Passwords generated are of

atleast 10 characters.

All users periodically briefed,

regarding SOPs and latest

threats and precautions

Passwords contain alpha

numeric and symbolic

characters.

that all users change their

pass words periodically

Passwords are neither noted

down nor disclosed to any

one.

that the Data is backed-up on

a weekly basis

Character combinations that

are not available in

dictionary are used for

generating passwords.

facility for Internet Access is

never attached or installed in

the CBI network.

That Internet is not

accessed on CBI network.

that temporary files from Temp

folder is regularly deleted.

They log off their machine in

case any one wants to leave

even for a short while.

that no user with other than

his own login name/pass

words is allowed to access.

Their login name/passwords

are not used by anyone even

for a short while.

that files are named properly

for enabling search/retrieval at

That files are named

properly for enabling

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a later stage. search/retrieval at a later

stage.

that Server and nodes are

installed in a secure location.

That they delete unwanted

user-created files. However,

one should not delete files

that one is not sure about.

that no games are installed in

Network. He will remove

games that are part of OS.

They use floppy disks, CD-

ROMS/ DVD ROMS/MICRO

VAULTS etc.

Devising mock exercises to

educate users regarding

network security threats.

They follow proper switching

on/ shutdown procedures.

Proper supervision on service

engineers who are given access

for repair/maintenance.

that no unauthorised

programs are loaded into the

computer.

that no external disk/CDs are

loaded into the Drives.

that disks/CDs scanned for

viral activity before using.

that all floppy disks/CDRoms

are maintained cleanly and

safely.

that UPS is On before

switching on Server/Nodes.

35.9 Security/Threat response, alerting Local Police, Government

Agencies etc.

35.9.1 As soon as information is received about threat to the

premises of headquarters/branch, duty officer, control room could be

made nodal office to inform the various securities agencies like Delhi

Police, I.B. etc. It will do so under the instructions of the nodal officer

incharge of security of the premises. Thus, the information received

should be authentic and credible and should be verifiable by our own

staff or by the security agencies. A letter, a telephone call or any other

type of intimation needs to be acted upon immediately.

35.9.2 Some anti-social /anti-national elements may pose threat to

the security of CBI officers or CBI buildings. In order to avoid

untoward incident and leakage of discreet information, it is essential

to take utmost care while furnishing information to any person

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regarding officers/location of CBI buildings by incharge control

room/D.O./person on telephone duty. Somebody in the guise of

senior officers may try to gather information about cases or any such

sensitive information or information about custody of

accused/witnesses etc. should be handled with tact.

35.9.3 Bomb blankets whenever made available in the control room

should be used when there is a suspected bomb, placed either in a

scooter / car / open place and there should be sufficient material

available by way of ropes and pedestrian stands to cordon off the

suspected area.

35.9.4 In the unlikely event of firearms being used by assailants,

either against specific targets outside the premises or inside, and if

shots are fired at the windows / apertures, there should be a definite

response by way of defensive fire. This firing by our personnel will be

resorted to only as it takes time for the local police and other security

agencies to reach the spot.

35.9.5 Regular range practice is required for the PSOs of senior

officers as well as control room staff (including reception staff) who

should be able to withstand the first assault. The armory should be

placed deep inside the premises, well away from the entrance. Thick

steel plated doors and fire proof arrangements are required to

prevent assailants from capturing our firearms and ammunition.

35.9.6 Evacuation of the staff through various entrance or through

exit points should be carried out with minimum effort and maximum

efficiency. The loose papers and files should be placed within the

almirahs and fire hazards thus eliminated.

35.9.7 Similarly, the electrical main switch and master valve of the

overhead tanks should be switched off / shut so that the damage to

the premises is minimum. If the building is equipped with water

sprinkler system, the operation of the system should be such that

valuable documents and other case properties are not damaged.

35.9.8 Inflammable material such as petroleum products, chemicals,

plastic and nylon tubes etc. should not be stored within the building

at any time. The correct procedure for storage of such material is to

use a out house or separate storage area away from the main

building. Similarly, vehicles parked in the basement or on the ground

floor whenever required, should be removed immediately and taken

to a safe location.

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35.9.9 The attack or crisis control room should be located away from

the area of threat. There should be telephonic communication as well

as wireless facilities between the crisis control room and the effected

area so that instructions can be passed on to the staff facing the

attack.

35.9.10 Medical aid including first aid boxes, should be kept at

different stations within the premises so as to be of some use during

crises. The location and route to the nearest M.I. Room as well as the

route to the nearest multi speciality hospital with emergency

operation facilities should be known either to the control room staff

on the nodal officer (Security).

35.9.11 Coordination with local police agencies will have to be worked

out through coordination meeting to be held individually and

separately for each branch. As conditions may vary, branch officers

are requested to hold these meeting at the earliest and agree upon

the correct procedure for a coordinating response to the threat. In

headquarters, the designated officer should hold the coordination

meeting with the Ministry of Environment Officer who are

coordinating security arrangements in the CGO Complex.

35.10 Contingency Plan

35.10.1 In the event of a threat / actual attack, the contingency plan

available with the nodal officer should have two main divisions

namely short term and immediate response and long term /

containment plan. In the former all the counter measures mentioned

in the previous chapter be included. In the latter, the effort will be to

conduct normal office routine from either the same premises or from a

different premises, so that our basic work does not suffer.

35.10.2 The contingency plan will vary from attacks on individuals, to

attacks on teams, to attacks on premises of our branch or court

premises. In the case of attacks on individuals, the driver of the

branch vehicle will have to be trained in offensive and defensive

driving. He will have to be equipped with sufficient knowledge of

defensive measures. He should also know the route to the nearest

medical facility. Above all, he should know to use a firearm and

should be able to substitute for the PSO if the latter is injured or

incapacitated.

35.10.3 When groups of officers are attacked, there should be a

sufficient pre planned response to the attack. If the officers are

proceeding for a search /arrest/court work and the attack takes

place in a public area, they should be instructed before hand about

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the various possibilities available to them to counter the attack. This

would apply to prisoners being taken to court in police custody.

Sufficient number of firearms should be carried by the party escorting

the prisoner to the court or to the Jail.

35.10.4 If the attack is in the court premises, the existing security

arrangements in the court should be used to counter the attack. Most

of the special courts and designated courts are located within the

Katchery premises in which the office of District Magistrate, District

Superintendent of Police or Sub Division Police Officer are located.

Hence, help can be taken from these agencies to counter the attack.

35.10.5 In the case of individual personnel or vulnerable branches

engaged in investigating sensitive cases, request should be made to

the state police to provide sufficient armed guards around the clock.

Similarly emergency telephone lines should be installed (hot line)

connecting branch or the residential premises with a local police

station.

35.10.6 Contingency plan for prolonged period should provide for

normal office routine in borrowed premises which are equally

strengthened and made secure. This eventuality will arise if the

original branch or office premises was partly or entirely effected by the

attack and was not usable for routine work.

35.10.7 As far as possible, every premises and property owned by the

Organisation should have a clear route of escape. Usually, old cars

and other unnecessary material obstruct the rear entrance and the

lane leading from it. Periodic inspections should avoid such unsafe

practices. Contingency plan for officers / groups on the move should

have provision for safe routes which are less congested and which

would lead them to safety in another branch or to the premises of the

big police station or police lines.

35.10.8 Every branch should, as part of its security plan, practice and

rehearse the contingency plan periodically so that all staff members

are aware of the steps to be taken. If the new member of the staff joins

work, he should be separately briefed by the nodal officer.

35.10.9 In residential areas where families are more vulnerable proper

compound walls should be set up and access control should be

enforced. If a child is abducted or kidnapped, there should be a well

defined plan to meet the emergency.

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35.10.10 Blood groups of all the staff should be readily available with the

nodal officer as also the individual allergy / reaction to specific drugs

and medicines such as Penicillin, steroid etc.

35.11 Role of control room staff-

Officers of the branch should also issue the following set of

instructions to officers/men in the branch, who handle such tasks :

i) The person attending the telephone call must not part

with any information unless he is absolutely sure about the

identity of the caller.

ii) Must always enquire about the telephone number of the

caller and then call him back to give the information sought

for. This will also establish the genuineness of the calls

received in the control room/D.O.

iii) The officers/men on duty during the day and night

shifts must be properly briefed and told that

leaders/activitists of the terrorists outfit such as Lashkar-e-

Taiba and others have adopted a new modus-operandi to

collect sensitive information about the Indian Security

Agencies. The nature of information which may be of interest

to the terrorists is :

a) Name, address and telephone number of senior officers

particularly those engaged in anti-terrorists operations.

b) Details about political leaders and their programmes/

movements.

c) Movement/deployment of security forces.

d) Details about a particular incident.

e) Progress in investigation of specific cases, etc.

The information on the aforesaid points should not be divulged

to callers whose identity is not properly established.

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36.36.36.36. OFFICE PROCEDUREOFFICE PROCEDUREOFFICE PROCEDUREOFFICE PROCEDURE----MEANING OF MEANING OF MEANING OF MEANING OF

VARIOUS TERMSVARIOUS TERMSVARIOUS TERMSVARIOUS TERMS

The terms used in this Manual carry the special meanings as

described below :

36.1 'File' means a collection of papers on a specific subject matter

assigned a file number and consisting of one or more of the following

parts:

(a) Correspondence

(b) Notes

(c) Appendix to correspondence

(d) Appendix to notes

36.2 'Appendix to correspondence' in relation to a file means

lengthy enclosures to a communication (whether receipts or issue) on

the file, inclusion of which in the correspondence portion is likely to

obstruct smooth reading of the correspondence or make the

correspondence portion unwieldy.

36.3 'Appendix to notes' in relation to a file means a lengthy

summary or statement containing detailed information concerning

certain aspects of the question discussed on the file, incorporation of

which in the main note is likely to obscure the main point or make

the main note unnecessarily lengthy.

36.4 'Branch Officer' in relation to a section means the officer who

takes the work directly from the section.

36.5 'Case' means a current file or a receipt together with other

related papers, if any.

36.6 'Central Issue Section' means the unit within a department

responsible for typing of drafts, comparing of fair copies, preparation

of pads for signature and despatch of communication to the

addressees and includes functionaries like residential clerk and night

duty clerk. In departments where centralised typing pool does not

exist in central issue section, this section will be responsible only for

despatch of signed communications to the addressees.

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36.7 'Central receipt and issue section' means a unit within a

department consisting of the central registry and the central issue

section.

36.8 'Central registry' means a unit within a department charged

with the responsibility of receiving, registering and distributing dak

meant for that department and includes functionaries like resident

clerk and night duty clerk.

36.9 'Classified dak' means dak bearing a security grading.

36.10 ‘Come-back case’ means a case received back for further

action such as re-examination or preparing a draft or a summary of

the case.

36.11 'Correspondence portion' in relation to a file means the

portion containing 'receipts' and office copies of 'issue' pertaining to

the file, including self-contained inter-departmental notes but

excluding those recorded on the notes portion of the file itself.

36.12 'CR No.' means the serial number assigned by the central

registry to dak in the Dak register preceded by the code letter

identifying the register.

36.13 'Current file' means a file, action on which has not been

completed.

36.14 'Dak' includes every type of written communication such as

letter, telegram, fax, e-mail, interdepartmental note, file, which is

received, whether by post or otherwise, in any department for its

consideration.

36.15 'Dealing hand' means any functionary such as a lower division

clerk, an upper division clerk, an assistant, entrusted with initial

examination and noting upon cases.

36.16 'Department' means any of the Ministries, Departments,

Secretariat and Offices mentioned in the First Schedule to the

Government of India (Allocation of Business) Rules.

36.17 'Departmental index' means a consolidated index of files

opened by different sections of a department during a year (except

those of a classified nature or those proposed to be retained for less

than 10 years) arranged in a single series in the alphabetical order of

the catch-words under which they have been indexed.

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36.18 'Departmental instructions' means instructions issued by a

department to supplement or vary the provisions of the Manual of

Office Procedure.

36.19 'Diarist' means a Clerk within a section charged with the

responsibility inter alia of maintaining the section diary.

36.20 'Diarising' means registering of receipts in the section diary.

36.21 'Diary number' means the serial number assigned to a receipt

in the section diary followed by the year and the abbreviated symbol

of the section, e-g. 105/72 - O&M.

36.22 'Docketing' means making of entries in the notes portion of a

file about the serial number assigned to each item of correspondence

(whether receipt or issue) for its identification.

36.23 'Final disposal' in relation to a case under consideration

means completion of all action thereon culminating, where necessary,

in the issue of final orders or final reply to the party from which the

original communication emanated.

36.24 'Fresh receipt (FR)' means any subsequent receipt on a case

which brings in additional information to the disposal of the paper

under consideration.

36.25 'Indexing' in relation to a file means indicating its title under

appropriate catchwords arranged in their alphabetical order with a

view to facilitate its location in the event of need.

36.26 'Index slip' means a card or a paper slip displaying the title of

a file under a catchword, followed by a reference to its file number.

36.27 'Issue' means a communication issued in a case.

36.28 'Issue of draft' includes all stages of action after the approval

of a draft ending with despatch of the signed communication to the

addressee, e.g. fair typing, comparing, attaching enclosures, preparing

pads for signature, preparing covers; making entries in the despatch

registers and messenger books, affixing stamps where necessary etc.

36.29 'Messenger book or Peon book' means a record, maintained in

standard form O&M 13 or any other form, of particulars of despatch

of non-postal communications and their receipt by the addressees.

36.30 'Minute' means a note recorded by the President, the Vice-

President, the Prime Minister or a Minister.

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36.31 'Note' means the remarks recorded on a case to facilitate its

disposal, and includes a precis or previous papers, a statement or an

analysis of the questions requiring decision, suggestions regarding the

course of action and final orders passed thereon.

36.32 'Notes portion' in relation to a file means the portion

containing notes or minutes recorded on a case.

36.33 ‘Ordinary postal dak' means postal dak for which no specific

acknowledgement is obtained by the Posts and Telegraphs Offices.

36.34 ‘Paper under consideration (PUC)' means a receipt on a case,

the consideration of which is the subject matter of the case.

36.35 'Personal staff' in relation to a functionary means and includes

private secretary, personal assistant, stenographer, assistant, clerk or

any other clerical staff appointed to assist him as well as the personal

section of a Minister.

36.36 'Postal communication' means a communication despatched

by post and includes telegram.

36.37 'Postal Dak' means all the dak received through posts and

Telegraphs offices.

36.38 'Receipt' means dak after it has been received by the

concerned section/officer.

36.39 'Record Clerk' means a clerk in a section responsible inter alia

for typing and maintaining index slips and for looking after routine

aspects or recording work.

36.40 'Recording' means the process of closing a file after action on

all the issues considered thereon has been completed, and includes

operations like completing references, removing routine papers,

revising the file title, changing the file cover and stitching the file.

36.41 'Reference folder' in relation to a particular subject means a

folder containing copies of relevant rules, orders, instructions, etc.

arranged in chronological order.

36.42 'Running summary of facts' in relation to a case means a

summary of the facts of the case updated from time to time to

incorporate significant developments as and when they take place.

36.43 'Section' means the basic work unit within a department,

responsible for attending to items of work allotted to it. It is generally

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headed by a section officer and includes 'Cell', 'Unit' and other like

terms.

36.44 'Sectional note' means a note recorded on only one of the

many issue raised in the PUC.

36.45 'Section Officer' means an officer supervising a section and

includes functionaries like superintendent and assistant-in-charge, or

Head Clerk.

36.46 'Security grading' means security marking 'Confidential',

‘Secret’ or 'Top Secret'.

36.47 'Standing guard file' on a subject means a compilation

consisting of the following three parts :-

(a) a running summary of the principles and policy relating to the

subject with number and date of relevant decisions or orders

quoted in margin against each;

(b) copies of the decisions or orders referred to, arranged in

chronological order ; and

(c) model forms of communications to be used at different stages.

36.48 'Standing note' in relation to a subject means a continuing

note explaining, among other things, the history and development of

the policy and procedure, designed to serve as :

(a) a complete background material for review of the existing Policy

or procedure;

(b) a brief for preparing replies to Parliament questions or notes for

supplementary thereto; and

(c) induction or training material.

36.49 'Standing process sheet' means a standard skeleton note

developed for a repetitive item of work, indicating predetermined

points of check or aspects to be noted upon.

36.50 'Urgent dak' means dak marked 'immediate' or 'priority', and

includes telegrams, wireless messages, and fax messages.

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37. 37. 37. 37. MACHINERY OF GOVERNMENTMACHINERY OF GOVERNMENTMACHINERY OF GOVERNMENTMACHINERY OF GOVERNMENT

37.1 The President –

The executive power of the Union formally vests in the

President and may be exercised by him either directly or through

officers subordinate to him, in accordance with the Constitution.

37.2 The Council of Ministers -

(i) In the exercise of his functions, the President is aided and

advised by a council of Ministers headed by the Prime Minister.

In the actual practice, the executive authority resides in the

Council of Ministers.

(ii) The Council of Ministers consists of three categories of

Ministers, namely :

(a) Ministers of Cabinet rank ;

(b) Ministers of State ; and

(c) Deputy Ministers.

(iii) The Cabinet, which consists of Ministers of the first category

only, is responsible for shaping the overall policies of the

Government. In discharging its responsibilities, it sometimes

functions through its committees.

37.3 Transaction of Government Business

(i) Among the rules issued by the President for the convenient

transaction of the business of the Government under Article

77(3) of the Constitution, are :

(a) The Government of India (Allocation of Business)

Rules ; and

(b) The Government of India (Transaction of

Business) Rules.

(ii) The allocation of Business Rules allocate the business of the

Government among its different departments which are

assigned to the charge of the Ministers by the President on the

advice of the Prime Minister. In relation to the business

allotted to a Minister, these rules also permit the association of

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another Minister or Deputy Minister to perform such functions

as may be specifically assigned to him.

(iii) The Transaction of Business Rules seek to define the authority,

responsibility and obligations of each department in the matter

of disposal of business allotted to it. While providing that the

business allotted to a department will be disposed off by, or

under the direction of, the Minster-In-Charge, these rules also

specify :

(a) cases or classes of cases to be submitted to the

President, the Prime Minister, the Cabinet or its committees for

prior approval;

(b) the circumstances in which the department primarily

concerned with the business under disposal will have to

consult other departments concerned and secure their

concurrence before taking final decision.

37.4 Department-

(i) A department is responsible for the formulation of the policies

of the Government within its sphere of responsibility and also

for the execution and review of those policies.

(ii) For the efficient disposal of business allotted to it, a

department is divided into wings, divisions, branches and

sections.

(iii) A department is normally headed by a Secretary to the

Government of India who acts as the Administrative Head of

the Department and Principal Adviser of the Minister on all

matters of policy and Administration within the department.

(iv) Where the volume of work in a department exceeds the

manageable charge of a Secretary, one or more wings may be

established with a Secretary/Special Secretary/Additional

Secretary/Joint Secretary in charge of each wing. Such a

functionary is normally vested with the maximum measure of

independent functioning and responsibility in respect of the

business falling within his wing subject, however, to the overall

responsibility of the Secretary for the Administration of the

department as a whole.

(v) A section is generally the lowest organisational unit in a

department with a well-defined area of work. It normally

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consists of assistants and clerks supervised by a Section

Officer/OS/Head Clerk. Initial handling of cases (including

noting and drafting) is generally done by assistants and clerks

who are also known as the dealing hands.

(vi) While the above represents the commonly adopted pattern of

organisation of a department, there are certain variations, the

most notable among them being the desk officer system. In

this system the work of a department at the lowest level is

organised into distinct functional desks, each manned by an

officer of appropriate rank, e.g. Under Secretary or Section

Officer, who handles the cases himself and is provided

adequate stenographic/clerical assistance.

37.5 Attached and subordinate offices -

(i) Where the execution of the policies of the Government requires

decentralisation of executive action and/or direction, a

department may have under it executive agencies called

'Attached' and ‘Subordinate' offices.

(ii) Attached offices are generally responsible for providing

executive direction required in implementation of the policies

laid down by the department to which they are attached. They

also serve as repository of technical information and advise the

department on technical aspects of questions dealt with by

them.

(iii) Subordinate offices generally function as field establishments

or as agencies responsible for the detailed execution of the

policies of Government. They function under the direction of

an attached office, or where the volume of executive direction

involved is not considerable, directly under a department. In

the latter case, they assist the departments concerned in

handling technical matters in their respective fields of

specialisation.

(iv) CBI Head Office is an attached office under the Cabinet

Secretariat and the CBI Offices are the subordinate offices. The

configuration of CBI, its hierarchy, divisions, zones, regions,

branches and units has already been explained in Chapter-1.

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38.38.38.38. DAKDAKDAKDAK----RECEIPT, REGISTRATION ANDRECEIPT, REGISTRATION ANDRECEIPT, REGISTRATION ANDRECEIPT, REGISTRATION AND

DISTRIBUTIONDISTRIBUTIONDISTRIBUTIONDISTRIBUTION

38.1 Receipt of dak

(i) During office hours, the entire dak of a department/office

including that addressed to Ministers/Officers by name, will be

received in the Central Registry/Receipt Section. Where,

however, immediate/important dak addressed to

Ministers/Officers by name is sent through special messengers

directly to the addressees themselves, it will be received by

them or their personal staff.

27 (ii) Outside office hours, dak will be received :

28 (a) by the addressees themselves at their residences, if marked

‘immediate’ and addressed by name; and

29 (b) in other cases by :

(i) the night duty clerk or constable or Control Room of the

department concerned, or

(ii) where no such arrangements exist, by the officer designated by

the department/office concerned to receive such dak.

38.2 Acknowledgement of dak

The receipt of dak, except ordinary postal dak, will be

acknowledged by the recipient signing his name in full and in ink.

38.3 Registration of dak

(i) Urgent dak will be separated from other dak and dealt with

first.

(ii) All covers, except those addressed to Ministers/Officers by

name or those bearing a security grading, will be opened by the

Central Registry/Receipt Section.

(iii)On opening dak, the Central Registry will check enclosures and

make a note of any found missing.

(iv) All opened dak, as well as the covers of unopened classified

dak, will be date-stamped vide specimen mentioned below :-

__________________________

Department/Office of ..............

Received on .............................

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CR No......................................

Sec. Dy. No.

___________________________

(v) The entire dak will then be sorted out section-wise (and officer-

wise, if addressed by name). To facilitate this, the Central

Registry/Receipt Section will maintain an alphabetical index of

the subjects dealt with the each section.

(vi) The following categories of dak will be registered by the Central

Registry/Receipt Section in the dak register.

(a) Telegrams, wireless messages and telex message.

(b) Registered postal dak.

(c) Inter-departmental files.

(d) Court summons and receipts enclosing valuable

documents, e.g. service books, agreements, cheques/drafts

etc.,

(e) Parliament questions, resolutions, cut motions and

references seeking information relating to them.

(f) Unopened inner covers containing classified dak.

(g) Letters from Members of Parliament, and

(h) Any other category covered by departmental

instructions.

(vii) The Central Registry/Receipt Section will maintain one or more

dak registers as may be found convenient. In no case,

however, will a single register be operated upon by two or more

clerks. Where more than one dak register is maintained, each

register will be identified with an alphabetical code letter ‘A’,

‘B’, ‘C’ and so on.

(viii) The C.R. No./Receipt No. assigned to dak in the dak register,

will be exhibited on the dak in the appropriate place in the

stamp affixed on it.

38.4 Distribution of dak

(i) The Central Registry/Receipt Section will prepare an invoice

separately for each section to which the dak is to be

distributed. The dak, alongwith invoice, will be sent to the

section concerned and acknowledged by the diarist. The

invoice, duly signed, will then be returned to the Central

Registry/Receipt Section where it will be filed section-wise and

date-wise.

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(ii) Alternatively, dak may be distributed and acknowledgement

obtained in messenger books or dak register maintained

section-wsie.

(iii) The above procedure will also apply to the dak meant for

Ministers/Officers which will be acknowledged by their

personal staff.

(iv) Urgent dak will be distributed as and when received. Other

dak may be distributed at suitable intervals (i.e. 11 AM, 2 PM,

and 4 PM). Such part of the ordinary dak as is received too late

to be included in the last daily round, will be kept ready for

distribution early next day. The official in charge of the Central

Registry will ensure:

(a) that, as far as possible, sorting, registration and

invoicing of dak is completed on the day of its receipt; and

(b) that, to the extent to which the above work cannot be

completed during the day, and without prejudice to the

processing of urgent dak, the night duty staff attends to it.

(v) Urgent dak received outside office hours will be sent to the

sections concerned, if there is staff on duty. In other cases, such

dak will be dealt with in accordance with the instructions issued

by the department concerned.

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39. 39. 39. 39. RECEIPTRECEIPTRECEIPTRECEIPT----SUBMISSION AND DIARISATIONSUBMISSION AND DIARISATIONSUBMISSION AND DIARISATIONSUBMISSION AND DIARISATION

39.1 Perusal and marking of receipt :

The diarist will submit all receipts to the Section

Officer/OS/Head Clerk who will :

(i) go through the receipts;

(ii) mark mis-sent receipts to the sections concerned;

(iii) separate those which, either under the departmental

instructions or in his discretion, should be seen by higher

officers before they are processed and mark them to such

officers;

(iv) mark to himself such of the remaining receipts as are of a

difficult nature or present any special features requiring his

personal attention;

(v) mark other receipts to the dealing hands concerned, and,

where necessary, indicate urgency grading and give directions

regarding line of action;

(vi) keep a note in his diary of important receipts requiring prompt

action or disposal by a specified date; and

(vii) submit the case to the officer who last noted on it, if it is one

returned by another department.

39.2 Diarising of receipts:

(i) The diarist will diarise in the section diary (Annexure -XVIII) all

the receipts except the following before they are submitted to

the officers concerned or distributed among the dealing hands:

(a) receipts which, as a class, are adequately taken care of

by a register specially devised for the purpose (e.g. telephone

bills which are entered in telephone bill register);

(b) unsigned communications on which no instructions

have been recorded by officers and on which no action is to be

taken;

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(c) identical copies of representations, save the one

received first;

(d) post copies of telegrams unless the endorsement

contains a message in additional to that contained in the

telegrams;

(e) petty contingent vouchers such as those relating to night

duty or overtime claims of the staff, claims for coolie hire or

conveyance hire, chits asking for articles of furniture,

stationery etc.;

(f) routine acknowledgements;

(g) casual leave applications;

(h) copies of miscellaneous circulars, office memoranda,

extracts, etc., circulated by any section for general information,

e.g., orders of general application, telephone lists, notices of

holidays, tour programmes, etc.; and

(i) any other types of receipts which under departmental

instructions are not required to be diarised.

(ii) Inter-departmental notes, telegrams, or any other category or

receipts sought to be distinguished from the rest, may be

entered in the section diary in red ink.

(iii) Papers referred to another department will be diarised each

time they are received back. For those referred under diary

numbers, however, previous and later entries in the diary will

be linked by giving the earlier and the later diary numbers

against each entry.

(iv) If a receipt is diarised after a lapse of more than 15 days from

the date it bears the entry regarding date in column 3 of the

section diary, it will be circled in red ink.

(v) The diary number of a receipt will be indicated in the space

provided for the purpose in the stamp affixed by the Central

Registry.

(vi) The Section Officer/O.S/Head Clerk will scrutinise the section

diary once a week to ensure that it is being properly

maintained and append his dated initials in token of the

scrutiny.

39.3 Movement of receipts

(i) Receipts submitted to officers will move in pads conspicuously

labelled as “Receipts Pad”. Their movement and perusal will

receive prompt attention.

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(ii) The Section Officer/OS/Head Clerk will keep a careful watch

on any hold-up in the movement of receipts. The diarist will

bring to his notice any receipts which are not received back

from officers within 24 hours.

39.4 Action by higher officers

Officers to whom receipts are submitted will:

(i) go through the receipts and initial them;

(ii) remove receipts which they may like to dispose off without

assistance from section or to submit to higher officers;

(iii)enter the diary numbers of the receipts removed on the movement

slip;

(iv) where necessary, give directions regarding line of action to be

taken on other receipts; and

(v) return the receipts together with movement slip, if any, to the

Section Officer/OS/head Clerk for action above.

39.5 Allocation of disputed receipts

If a section feels that it is not concerned with a mis-sent receipt

forwarded to it, the same should be brought to the notice of the

officer designated by the department for deciding allocation of

disputed receipts.

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40. 40. 40. 40. ACTION ON RECEIPTSACTION ON RECEIPTSACTION ON RECEIPTSACTION ON RECEIPTS

40.1 Action by dealing hand:

The dealing hand will :

(i) go through the receipts and separate urgent receipts from the

rest;

(ii) enter the receipts in the assistant’s diary (Annexure-XIX);

(iii) deal with the urgent receipts first;

(iv) check enclosures and, if any, is found missing, initiate action

to obtain it;

(v) see whether any other section is concerned with any part or

aspect of a receipt and, if so, send copies or relevant extracts to

that section for necessary action;

(vi) bring the receipt on to a current file if one already exists or

open a new file and indicate file No. in column 3 of the

assistant’s diary;

(vii) file papers as per the procedure of filing of papers;

(viii) assign the receipt a serial number and page number;

(ix) docket the receipt and reproduce on the notes portion of the file

remarks, if any, made by an officer on the receipt;

(x) with the help of file registers, indexes, precedent book,

standing guard files, reference folders etc., locate and collect

other files or papers, if any, referred to in the receipt, or having

a bearing on the issues raised therein;

(xi) identify and examine the issue involved in the case and record

a note;

(xii) arrange reference papers in the case properly;

(xiii) where necessary, attach a label indicating urgency grading

appropriate to the case;

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(xiv) put up the case to the appropriate higher officer; and

(xv) indicate the date of submission in column 4 of the assistant’s

diary.

40.2 Action by Section Officer

(i) The section officer/OS/Head Clerk will:

(a) scrutinise the note of the dealing hand;

(b) finally dispose off routine cases;

(c) take intermediate routine action;

(d) record, where necessary, a note setting out his own

comments or suggestions; and

(e) submit the case to the appropriate higher officer.

(ii) What constitutes “routine cases” or “intermediate routine

action” in terms of (b) and (c) above will be specified by each

department in its departmental instructions.

40.3 Examination by section

When the line of action on a receipt is obvious or is based on a

clear precedent or practice, or has been indicated by a higher officer,

and a communication has to issue, a draft will be put up without any

elaborate note. In other cases, the section, while putting up a case,

will :

(i) see whether all the statements are correct;

(ii) point out mistakes, mis-statements, missing data or

information, if any;

(iii) draw attention, where necessary, to the statutory or customary

procedure and point out the relevant law and rules;

(iv) furnish other relevant data or information available in the

department, if any;

(v) state the question for consideration and bring out clearly the

points requiring decision;

(vi) draw attention to precedents;

(vii) evaluate relevant data and information; and

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(viii) suggest, where possible, alternative course of action for

consideration.

40.4 Action by higher officers

Officers above the level of Section Officer will take final action

on different classes of cases in accordance with such departmental

instructions as may be issued by the department concerned from

time to time.

40.5 Departure from normal procedures of Rules

In every case where a major or minor infraction, other than

trivial, of the existing procedures or rules is sought to be made, it

shall be the responsibility of the decision making authority to

ensure that reasons are set out in writing, warranting such a

departure from the rules or procedures.

40.6 Running summary of facts (Self contained note)

To facilitate consideration and to obviate repeated

recapitulation, a running summary of facts will be prepared and

placed on the file in a separate folder labelled as such in every case

in which it is evident that such a summary would contribute to its

speedy disposal. This summary will also include the advice or views

of other departments, consulted in the matter but not opinions of

individual officers within a department. It should be kept upto date

whenever further developments take place.

40.7 Guidelines for noting

(i) All notes should be concise and to the point. Lengthy notes

should normally conclude with a para bringing out clearly but

briefly the points for consideration or decision. Paragraphs of

notes should be serially numbered.

(ii) The verbatim reproduction of extracts from or para-phrasing of

the paper under consideration, fresh receipt, or any other part

of correspondence or notes on the same file, should not be

attempted.

(iii) When passing orders or making suggestions, an officer will

confine his note to the actual points he proposes to make

without reiterating the ground already covered in the previous

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notes. If he agrees to the line of action suggested in the

preceding note, he will merely append his signature.

(iv) Any officer, who has to note upon a file on which a running

summary of facts is available will, in drawing attention to the

facts of the case, refer to the appropriate part of the summary

without repeating it in his own note.

(v) Unless a running summary of facts is already available on the

file or the last note on the file itself serves that purpose, a self-

contained summary will be put up with every case submitted to

the Minister. Such a summary will bring out briefly but clearly

relevant facts, including the views expressed on the subject by

other departments, if any, consulted in the matter and the

point or points on which the orders of the Minister are sought.

(vi) If apparent errors or mis-statements in a case have to be

pointed out or if an opinion expressed therein has to be

criticised, care should be taken to couch the observations in

courteous and temperate language free from personal remarks.

(vii) When a paper under consideration raises several major points,

each requiring detailed examination and orders, each point will

be noted upon separately in sectional notes.

(viii) Notes and orders will normally be recorded on note sheets.

(ix) The dealing hand will append his initial with date on the left,

below his note. The section officer and higher officers will

append their signature on the right hand side of the notes.

40.8 Modification of notes or orders

(i) Senior officers should not require any modification in, or

replacement of, the notes recorded by their juniors once they

have been submitted to them. Instead, the higher officers

should record their own notes giving their views on the subject,

where necessary, correcting or modifying the facts given in

earlier notes. In any case, the replacement or modification of

the notes which have already been recorded on a file, when the

file has been further noted upon by others, should not be

permitted.

(ii) Where a final decision already communicated to a party is

found later on to have been given on a mistaken ground or

wrong facts or wrong interpretation of rules due to

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misunderstanding, such withdrawal may also have legal

implications. In all such cases, in addition to consulting the

Ministry of Law, wherever necessary, such a withdrawal should

be permitted only after the approval of an officer higher than

the one who took the original decision, has been obtained and

reasons for the reversal or modification of the earlier decision

have been duly recorded on the file.

40.9 Noting on files received from other departments

(i) If the reference seeks the opinion, ruling or concurrence of the

receiving department and requires detailed examination, such

examination will normally be done separately through routine

notes and only the final result will be recorded on the file by

the officer responsible for commenting upon the reference. The

officer to whom such a note is submitted will either accept that

note or record a note of his own. In the former case, he may

direct that the note in question or a specified portion thereof

may be reproduced on the main file for communication to the

department concerned. In the latter case, he will record a

suitable note on the main file itself. In either case, a copy of

the note recorded on the main file will be kept on the routine

notes for retention in the receiving department before the file is

returned to the originating department.

(ii) Where the reference requires information of a factual nature or

other action based on a clear precedent or practice, the dealing

hand in the receiving department may note on the file

straightaway.

(iii) Where a note on a file is recorded by an officer after obtaining

the orders of a higher officer, the fact that the views expressed

therein have the approval of the latter should be specifically

mentioned.

40.10 Aids to processing

To facilitate processing of cases, each section will develop and

maintain the following records for important subjects dealt with by it:-

(i) standing guard files;

(ii) standing notes;

(iii) precedent book

(iv) standard process sheets (for repetitive items of work

only); and

(v) reference folders containing copies of circulars etc.

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40.11 Oral discussions

(i) All points emerging from discussions between two or more

officers of the same department and the conclusions reached

will be recorded on the relevant file by the officer authorising

action.

(ii) All discussions/instructions/decisions which the officer

recording them considers to be important enough for the

purpose, should be got confirmed by all those who have

participated in or are responsible for them. This is particularly

desirable in cases where the policy of the Government is not

clear or where some important departure from the prescribed

policy is involved, or where two or more levels differ on

significant issues or the decision itself, though agreed upon by

all concerned, is an important one.

40.12 Oral instructions by higher officers

(i) Where an officer is giving direction for taking action in any case

in respect of matters on which he or his subordinate has

powers to decide, he shall ordinarily do so in writing. If,

however, the circumstances of the case are such that there is

no time for giving the instructions in writing, he should follow

it up by a written confirmation at his earliest.

(ii) An officer shall, in the performance of his official duties, or in

the exercise of powers conferred on him, act in his best

judgement except when he is acting under instructions of an

official superior. In the latter case he shall obtain the

directions in writing wherever practicable before carrying out

the instructions, and where it is not possible to do so, he shall

obtain written confirmation of the directions as soon thereafter

as possible. If the officer giving the instructions is not his

immediate superior but one higher to him in the hierarchy, he

shall bring such instructions to the notice of his immediate

superior at the earliest.

40.13 Oral orders on behalf of or from Minister

(i) Wherever a member of the personal staff of a Minister

communicates to any officer an oral order on behalf of the

Minister, it shall be confirmed by him in writing immediately

thereafter.

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(ii) If any officer receives oral instructions from the Minister or

from his personal staff and the orders are in accordance with

the norms, rules, regulations or procedures, they should be

brought to the notice of the Secretary (or the Head of the

Department where the officer concerned is working in or under

a non-secretariat organisation).

(iii) If any officer receives oral instructions from the Minister or

from his personal staff and the orders are not in accordance

with the norms, rules, regulations or procedures, he should

seek further clear orders from the Secretary (or the Head of the

Department in case he is working in or under a non-secretariat

organisation) about the line of action to be taken, stating

clearly that the oral instructions are not in accordance with the

rules, regulations, norms and procedures.

40.14 Confirmation of oral instructions

(i) If an officer seeks confirmation of an oral instruction given by

his superior, the latter should confirm it in writing whenever

such confirmation is sought.

(ii) Receipt of communications from junior officers seeking

confirmation of oral instructions should be acknowledged by

the senior officers or their personal staff, or the personal staff

of the Minister, as the case may be.

40.15 Channel of submission

Unless otherwise provided for in the departmental instructions

each case will travel upto the appropriate decision-making level

through all the intermediate levels in the hierarchy.

40.16 Direct submission of cases by senior assistants

(i) Every assistant in a conventional section who has more than

five years service in the grade including at least six months in

the concerned section may be required to submit all his cases

direct to the branch officer. However, in appropriate cases,

assistants with less than five years service in the grade may

also be permitted to submit cases direct to branch officer.

(ii) All the cases directly submitted by assistants to the branch

officer should, as a rule, go back to the assistants through the

Section Officer. The Section Officer will, however, be free to

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bring to the notice of the branch officer any omission or flaws

in the submission of cases or the decisions taken and thus give

an opportunity to the branch officer to reconsider the matter.

40.17 Examination and progressing of cases in which two or more

authorities are consulted

Where two or more state Governments, Central Departments or

other authorities are simultaneously consulted, the examination and,

where necessary, tabulation of the replies will ordinarily be started as

soon as replies begin to arrive and not held over till the receipt of all

the replies or the expiry of the target date.

40.18 Filing of papers

(i) Papers required to be filed will be punched on the left hand top

corner and tagged on to the appropriate part of the file, viz,

notes, correspondence, appendix to notes and appendix to

correspondence, in chronological order, from left to right, the

latest being at the bottom.

(ii) Normally, each part of the file will be placed in a separate file

cover. Where, however, ‘notes’ and 'correspondence' are not

bulky, both may be placed in a single file cover by tagging the

correspondence portion on to the right side of the cover and the

notes portion on the left side of the same cover. Similarly, both

the appendix to notes and appendix to correspondence may be

filed in a single file cover, if they are not bulky.

(iii) Routine receipts and issues (e.g. reminders,

acknowledgements) and routine notes will not be allowed to

clutter up the file. They will be placed below the file in a

separate cover and destroyed when they have served their

purpose.

(iv) When either the ‘notes’ or the ‘correspondence’ portion of a file

becomes bulky (say, exceeds 100 pages), it will be stitched and

marked ‘Volume I’. Further papers on the subject will be added

to the new volume of the same file, which will be marked

‘Volume II’, and so on.

40.19 Arrangement of papers in a case

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The papers in a case will be arranged in the following order

from top, downwards:

(i) reference books;

(ii) notes portion of the current file ending with the note for

consideration;

(iii) running summary of facts;

(iv) (iv) draft for approval, if any;

(v) Correspondence portion of the current file ending with the

latest receipt or issue, as the case may be;

(vi) appendix to notes and correspondence;

(vii) standing guard file, standing note or reference folder, if any;

(viii) other papers, if any, referred to e.g. extracts of notes or

correspondence from other files, copies of orders, resolutions,

gazettes, arranged in chronological order, the latest being

placed on the top;

(ix) recorded files, if any, arranged in chronological order, the latest

being placed on the top; and

(x) routine notes and papers arranged in chronological order and

placed in a separate cover.

40.20 Referencing

(i) Every page in each part of the file (viz. notes, correspondence,

appendix to notes, and appendix to correspondence) will be

consecutively numbered in separate series, in pencil, blank

intervening pages, if any, will not be numbered.

(ii) Each item of correspondence in a file, whether receipt or issue,

will be assigned a serial number which will be displayed

prominently in red ink on the right top corner of its first page.

(iii) The paper under consideration on a file will be flagged “PUC”

and the latest fresh receipt noted upon, as “FR”. In no

circumstances, will a slip other than “PUC” and (FR), be

attached to any paper in a current file. If there are more than

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one FRs, they should be flagged separately as ‘FR.I’, ‘FR II’ and

so on.

(iv) In referring to the papers flagged ‘PUC’ or ‘FR’ the relevant page

numbers will be quoted invariably in the margin. Other papers

in a current file will be referred to by their page numbers only.

(v) Recorded files and other papers put up with the current file will

be flagged with alphabetical slips for quick identification. Only

one alphabetical slip will be attached to a recorded file or

compilation. If two or more papers contained in the same file

or compilation are to be referred to, they should be identified by

the relevant page numbers in addition to the alphabetical slip,

e.g. ‘A’/23.N, ‘A’/17.C, and so on.

(vi) To facilitate the identification of references to papers contained

in other files after the removal of slips, the number of the file

referred to will be quoted invariably in the body of the note and

the relevant page numbers, together with the alphabetical slip

attached thereto, will be indicated in the margin. Similarly, the

number and date of orders, notifications and resolutions, and,

in the case of acts, rules and regulations, their brief title

together with the number of the relevant section, rule,

paragraph or clause, referred to will be quoted in the body of

the notes, while the alphabetical slips used, will be indicated in

the margin.

(vii) Rules or other compilations referred to in a case need not be

put up if copies thereof are expected to be available with the

officer to whom the case is being submitted. The fact of such

compilations not having been put up will be indicated in the

margins of the notes in pencil.

(viii) The reference slips will be pinned neatly on the inside of the

papers sought to be flagged. When a number of papers put up

in a case are to be flagged, the slips will be spread over the

entire width of the file so that every slip is easily visible.

40.21 Linking of files

(i) If the issues raised in two or more current files are so

interconnected that they must be dealt with together

simultaneously, the relevant files will be linked in the manner

indicated in (ii) below. Such linking may also be resorted to if a

paper on one current file is required for reference in dealing

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with another current file unless a copy of the paper can be

conveniently placed on the first file.

(ii) When files are to be linked, strings of the file board of the lower

file (but not its flaps) will be tied round the upper file and those

of the file board or flap of the upper file tied underneath it in a

bow out of the way so that each file is intact with all its

connected papers properly arranged on its file board or flap.

(iii) On receipt after completion of action, the linked files will be

immediately delinked after taking relevant extracts and placing

them on the linked files, where necessary.

40.22 Use of urgency gradings

(i) The two urgency gradings authorised for use on cases are

‘immediate’ and ‘priority’.

(ii) The label ‘immediate’ will be used only in the cases requiring

prompt attention. The “Priority’ label will be used for cases

which, though not warranting prompt attention, have normally

to be given precedence over those not bearing any urgency

grading.

(iii) The grading of urgency assigned to a case will be reviewed by

all concerned at different stages of its progress and, where

necessary, revised. This is particularly important for cases

proposed to be referred to other departments.

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41. 41. 41. 41. FORMS AND PROCEDURE OF FORMS AND PROCEDURE OF FORMS AND PROCEDURE OF FORMS AND PROCEDURE OF

COMMUNICATIONCOMMUNICATIONCOMMUNICATIONCOMMUNICATION

41.1 Forms of written communication

The different forms of written communications used by a

department are described below. Each form has a use and, in some

cases, a phraseology of its own.

(i) Letter :

(a) This form is used for corresponding with foreign governments,

state governments, heads of attached and subordinate offices,

statutory bodies like the Union Public Service Commission, public

bodies and members of public generally. A letter begins with the

salutation “ Sir (s) or Dear Sir (s)”, as may be appropriate.

(b) Official letter emanating from a department and purporting to

convey the views or orders of the Government of India must

specifically be expressed to have been written under the directions of

Government.

(ii) Demi-official letter :

(a) This form is generally used in correspondence between

government officers for an interchange or communication of opinion

or information without the formality of the prescribed procedure. It

may also be used when it is desired that a matter should receive

personal attention of the individual addressed. Communications to

non-officials also can take the form of a demi-official letter.

(b) It is written in the first person and in a personal and friendly

tone.

(iii) Office Memorandum :

This form is generally used for corresponding with other departments

or in calling for information from or conveying information (not

amounting to an order of Government) to its employees. It may also

be used in corresponding with attached and subordinate offices. It is

written in the third person and bears no salutation or subscription

except the name and designation of the officer signing it.

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(iv) Inter-departmental note :

(a) This form is generally employed for obtaining the advice, views,

concurrence or comments of other departments on a proposal or in

seeking clarification of the existing rules, instructions, etc. It may

also be used by a department when consulting its attached and

subordinate offices and vice-versa.

(b) The inter-departmental note may either be recorded on a file

referred to another department or may take the form of an

independent self-contained note.

(v) Office order :

This form is normally used for issuing instructions meant for internal

administration e.g. grant of regular leave, distribution of work among

officers and sections.

(vi) Orders :

This form is generally used for issuing certain types of financial

sanctions and for communicating Government orders in disciplinary

cases etc., to the officials concerned.

(vii) Notification :

This form is mostly used in notifying the promulgation of statutory

rules and orders, appointments and promotions of gazetted officers

etc. through publication in the Gazette of India.

(viii) Resolution :

This form of communication is used for making public announcement

of decision of Government in important matters of policy, e.g. the

policy of industrial licensing, appointment of committees or

commissions of enquiry. Resolutions are also usually published in

the Gazette of India.

(ix) Press Communique/note :

This form is used when it is proposed to give wide publicity to a

decision of Government. A press communique is more formal in

character than a press note and is expected to be reproduced intact

by the press. A press note, on the other hand, is intended to serve as

a handout to the press which they may edit, compress or enlarge, as

deemed fit.

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(x) Endorsement :

This form is used when a paper has to be returned in original to the

sender, or the paper in original or its copy sent to another department

or office, for information or action. It is also used when a copy of a

communication is proposed to be forwarded to parties other than the

one to which it is addressed. Normally this form will not be used in

communicating copies to State Government. The appropriate form for

such communication should be a letter.

41.2 Fax Messages and E-mail:

(i) In CBI, all the branches have been provided with the facility of

FAX. It is incumbent on the Head of Office of the concerned

Branch to ensure that the facility of FAX is maintained properly

and is not misused. The FAX machine provided to the

branches should be used only for sending/receiving urgent

messages.

(ii) Computers are provided to every branch of CBI. Branch SsP

are authorised to subscribe to dial up internet connection upto

100 hours on each occasion. Each Head of the Office and

senior officers of CBI have been provided with e-mail addresses

of NIC mailing service. Branches should widely use this

means of communication, which is fast and also inexpensive.

41.3 Telephonic communications :

(i) In purely routine matters not warranting a written

communication, departments may communicate with local

parties over the telephone.

(ii) In matters of extreme urgency, departments may communicate

with other parties, both local and outstation, over the

telephone. Where necessary, such communications may be

followed by written communications in the appropriate form.

(iii) Telephone calls (including STD calls) will be regulated by

departmental instructions.

41.4 Correspondence with attached and subordinate offices :

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Department may correspond with attached and subordinate

offices under the control of other departments subject to general

instructions as the latter may issue.

41.5 Inter-departmental consultation :

(i) Inter-departmental consultation may take the form of inter-

departmental notes, inter-departmental meetings or oral

discussions.

(ii) In making written inter-departmental references, the following

points should be observed :

(a) Inter-departmental references, will normally be made

under the directions of an officer not below the rank of Under

Secretary or as may be provided by the departmental

instructions.

(b) The points on which the opinion of other departments is

sought or which it is desired to bring to their notice should be

clearly stated.

(c) Where possible, the drafts of the orders proposed to be

issued may also be shown to the departments sought to be

consulted.

(d) When it is necessary to consult more than one

department on a case, such consultation may be effected

simultaneously by self-contained inter-departmental notes

unless :

(i) it involves copying of a large number of

documents available on the file; or

(ii) the need for consulting the second department

would arise only after the views of the first have become

available.

(iii) (a) When such reference requires concurrence

of one or more Ministries under the Government of India

(Transaction of Business) Rules, the following further

points should be observed :

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(i) the originating Ministry should invariably

prescribe a time limit when calling for comments

or concurrence from other Ministries.

(ii) in case any of the Ministries so consulted is not in

a position to send its comments/concurrence

within the prescribed time limit, it should write

back promptly, and in any case, before the

prescribed time limit and indicate the additional

time they would require for furnishing their final

reply.

(b) When such a reference does not require such

concurrence under the rules, the originating Ministry

need not wait for the comments of other Ministry beyond

the prescribed time limit and it should feel free to go

ahead with its scheme/proposal without waiting any

longer.

(c) The initiating Ministry should always feel free to

recall its file from another Ministry to which such a

reference has been made on a file, if such a course is

required to be adopted for expediting the process of

decision making in the case. Such a decision to recall a

file should be taken at a level not lower than that of a

Branch Officer in the originating Ministry.

(iv) Inter-departmental meetings may be held where it is necessary

to elicit the opinion of other departments on important cases

and arrive at a decision within a limited time. No such meeting

will normally be convened except under the orders of an officer

not below the level of Joint Secretary. In respect of such

meetings, it will be ensured that:-

(a) the representatives attending the meeting are officers

who can take decisions on behalf of their departments;

(b) an agenda setting up clearly the points for discussion is

prepared and sent alongwith the proposals for holding the

meeting, allowing adequate time for the representatives of their

departments to prepare themselves for the meeting; and

(c) a record of discussions is prepared immediately after the

meeting and circulated to the other departments concerned,

setting out the conclusions reached and indicating the

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department or departments responsible for taking further

action on each conclusion.

(v) Sometimes, it may be necessary to have oral discussions with

officers of other departments, e.g. when ;

(a) a preliminary discussion between the officers of the

departments concerned is likely to help in the disposal of the

case;

(b) it is desirable to reach a preliminary agreement before

proceeding further in the matter;

(c) inter-departmental noting reveals a difference of opinion

between two or more departments; or

(d) it is proposed to seek only information or advice of the

department to be consulted.

The result of such oral consultation should be recorded in a

single note on the file by the officer of the department to which the

case belongs. The note will state clearly the conclusions reached and

the reasons thereof. A copy of the note will also be sent to the

departments consulted in order that they have a record of the

conclusions reached.

41.6 References to the Attorney General of India :

Reference to the Attorney General will be made only by the

Ministry of Law, Justice and Company Affairs.

41.7 References to the Comptroller and Auditor General of India

:

References to the Comptroller and Auditor General for his views

or advice can be made only by or through the Ministry of Finance. In

matters of day-to-day administration, departments may, however,

correspond directly with the Comptroller and Auditor General at their

discretion.

41.8 Reference to the Union Public Service Commission :

Reference to the Union Public Service Commission will

normally be made in the form of letters addressed to the Secretary. In

certain matters, e.g. requisitions for recruitment, formal references

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should ordinarily be preceded by informal discussions at appropriate

levels.

41.9 Correspondence with Union Territory administrations :

All communications of a routine nature which are clearly

relatable to the business of a particular department, will ordinarily be

addressed to the Secretary in the appropriate department. Other

communications may be addressed to the Chief Secretary or the

Administrator depending upon the importance of the matter.

41.10 Correspondence with State Governments :

(i) Communications on subjects clearly relatable to the business

of a particular department will normally be addressed to the

Secretary of that department. Other communications,

including those of special nature or importance warranting

attention at higher levels, may be addressed to the Chief

Secretary.

(ii) Communications other than those of a purely routine nature,

e.g. acknowledgements, will not ordinarily be addressed to

State Government except with the prior approval and over the

signature of the Branch Officer. Purely routine

communications can, however, be signed by a Section Officer.

41.11 Correspondence with Lok Sabha and Rajya Sabha

Secretariats :

41.12

Communications meant for the Lok Sabha Secretariat or the

Rajya Sabha Secretariat and requiring urgent or high level attention

may be addressed to the Secretaries concerned and not directly to the

Speaker or the Chairman.

41.12 Correspondence with members of Parliament :

(i) Communications received from members of Parliament should

be attended to promptly.

(ii) Where a communication is addressed to a Minister, it should,

as far as practicable, be replied to by the Minister himself. In

other cases, a reply should normally be issued over the

signature of an officer not below the rank of Joint Secretary.

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(iii) Normally information sought by a member should be supplied

unless it is of such a nature that it would have been denied to

him even if asked for on the floor of the Houses of Parliament.

(iv) As far as possible, in corresponding with members of

Parliament, pre-printed or cyclostyled replies should be

avoided.

41.13 Correspondence with foreign Governments and

International organisations

Correspondence with foreign Governments and their Missions

in India, heads of Indian Diplomatic Missions and posts abroad and

United Nations and its specialised agencies will normally be

channelised through the Ministry of External Affairs. The cases in

which and the conditions subject to which direct correspondence may

be resorted to are indicated in the instructions entitled “Channel of

communication between the Government of India and State

Governments on the one hand; and foreign and Commonwealth

governments or their Missions in India, Heads of India Diplomatic

Missions and posts abroad and United Nations and its specialised

Agencies on the other” issued by the Ministry of External Affairs.

41.14 Acknowledgements and interim replies :

(i) All communications from members of Parliament, recognised

associations, public bodies and members of the public

generally, which cannot be answered promptly will be

acknowledged suitably. If any such communication is wrongly

addressed to a department, it will be transferred promptly to

the appropriate department under intimation to the party

concerned.

(ii) In all other cases in which delay is anticipated in sending out a

final reply, an interim reply will be sent to the party concerned

at the earliest possible stage, indicating wherever possible the

approximate date by which a final reply may be expected.

41.15 Target date for replies :

In all important matters in which State Governments,

departments of the Central Government or other offices, public bodies

or individuals are consulted, time limit for replies may ordinarily be

specified. On the expiry of the specified date, orders of the

appropriate authority may be obtained whether the parties whose

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replies have not been received, may be allowed an extension of time or

whether the matter may be proceeded with, without waiting for their

replies.

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42. 42. 42. 42. DRAFTING OF COMMUNICDRAFTING OF COMMUNICDRAFTING OF COMMUNICDRAFTING OF COMMUNICATIATIATIATIONONONON

42.1 Procedure for drafting :

(i) No draft will normally be prepared in simple and straight

forward cases or those of a repetitive nature for which standard

forms of communication exist. Such cases may be submitted

to the appropriate officer with fair copies of the communication

for signatures.

(ii) When the line of action is obvious and no noting need be done

or when noting is necessary but examination of the matter

develops a clear line of action, a draft will be put up straight for

approval; otherwise, a draft will be put up only after the

appropriate officer has indicated or approved the line of

action/or what the contents of the communication should be.

(iii) An officer who has formulated his views on a case may either

have the fair communication made for his signature and

authorise its issue or prepare a draft and submit it to the

appropriate officer for approval.

42.2 General instructions for drafting :

(i) A draft should carry the message sought to be conveyed in a

language that is clear, concise and incapable of being

misconstrued.

(ii) Lengthy sentences, abruptness, redundancy, circumlocution,

superlative and repetition, whether of words, observations or

ideas, should be avoided.

(iii) Communications of some length or complexity should generally

conclude with a summary.

(iv) Where appropriate, the subject should be mentioned in

communications (including reminders).

(v) The number and date of the last communication in the series,

and if this is not from the addressee, his last communication

on the subject, should always be referred to. Where it is

necessary to refer to more than one communication or a series

of communications, this should be done in the margin of the

draft.

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(vi) All drafts put up on a file should bear the file number. When

two or more communications are to issue from the same file to

the same addressee on the same date, a separate serial number

may be inserted before the numeral identifying the year to

avoid confusion in reference, e.g. 8/5(I)/54-Est., 8/5(II)/54-

Est.

(vii) A draft should clearly specify the enclosures which are to

accompany the fair copy. In addition, short oblique lines

should be drawn at appropriate places in the margin for ready

reference by the typist, the comparers and the despatcher. The

number of enclosures should also be indicated at the end of the

draft on the bottom left of the page, thus, “Encl.3”.

(viii) If copies of an enclosure referred to in the draft are available

and are, therefore, not to be typed, an indication to that effect

will be given in the margin of the draft below the relevant

oblique line.

(ix) If the communication to be despatched by post is important

(e.g. a notice cancelling a licence or withdrawing an existing

facility) or encloses a valuable document such as an

agreement, service book or a cheque, it should be sent under

registered post, insured cover or postal certificate, as

appropriate.

(x) The name, designation and telephone number of the officer,

over whose signature the communication is to issue, should

invariably be indicated on the draft.

(xi) In writing or typing a draft, sufficient space should be left for

the margin and between successive lines to admit of additions

or interpolation of words, if necessary.

(xii) A slip bearing the words “Draft for approval” should be

attached to the draft. If two or more drafts are put on a file,

the drafts as well as the slips attached thereto will be marked

‘DFA-I’, ‘DFA-II’, ‘DFA-III’ and so on.

(xiii) Drafts which are to issue as “Immediate” or “Priority” will be so

marked under the orders or an officer not lower in rank than a

Section Officer/O.S.

(xiv) The officer concerned will initial on the draft in token of his

approval.

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42.3 Authentication of Government orders :

(i) All the orders and other instruments made and executed in the

name of the President should be expressed to be made in his

name and signed by an officer having regular or ex-officio

secretariat status of and above the rank of Under Secretary, or

others specifically authorised to authenticate such orders

under the Authentication (Orders and Other Instruments)

Rules, 1958.

(ii) Where the power to make orders, notifications, etc. is conferred

by a statute on the Central Government, such orders and

notifications will be expressed to be made in the name of the

Central Government.

42.4 Addressing communications to officers by name :

Normally no communication, other than that of a classified

nature or a demi-official letter, should be addressed or marked to an

officer by name, unless it is intended that the matter raised therein

should receive his personal attention either because of its special

nature, urgency or importance, or because some ground has already

been covered by personal discussions with him and he would be in a

better position to deal with it.

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43. 43. 43. 43. ISSUE OF DRAFTSISSUE OF DRAFTSISSUE OF DRAFTSISSUE OF DRAFTS

43.1 Marking of drafts for issue :

(i) After a draft has been approved, the Section Officer/O.S./Head

Clerk will :

(a) Examine the draft to see that it is letter perfect i.e. all

corrections etc., have been properly carried out and that there

are no accidental errors;

(b) Indicate if a clean copy of the draft is to be made for use

as an office copy;

(c) Specify the number of spare copies required, if any;

(d) Ensure that copies of enclosures are attached to the

draft where these are available in the section;

(e) Indicate whether fair copies are to be signed by the

officer approving the draft or to be authenticated for issue by

the Section Officer of the Central Issue Section;

(f) Give a clear indication on the draft, where a

communication is to be despatched by a special messenger on

account of its special nature, importance or urgency;

(g) Mark the draft for “issue” (if there are more than one

drafts for issue from the same file, indicate the total number of

drafts e.g., ‘issue 3 drafts’;

(h) Write the words “with file” on the draft where the file

also is to be sent to the Central Issue Section (e.g. where copies

of any paper contained therein are to be typed as enclosure);

and

(i) Pass on the file to the diarist.

(ii) The diarist will :

(a) Remove the draft, unless the file itself is to be sent to the

Central Issue Section, place it in the pad prominently marked

‘drafts for issue’ and make suitable entry (e.g. sent for issue

on 07.04.1991) in the margin of the notes portion of the file;

(b) Mark the movement in the file movement register where

the file is to be sent with the draft.

(c) Send the pad containing drafts for issue, alongwith files

where necessary, to the Central Issue Section at appropriate

intervals during the day; and

(d) Report to the Section officer, at the end or each day, the

number of drafts not received back within two days from the

date they were sent to the Central Issue Section.

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43.2 Stamping of drafts :

On receipt in the Central Issue Section, the drafts will be

stamped with the use of an automatic numbering machine, having

an adjustable date, as per specimen in the margin.

(Date)

(S. No.)

Typist ............................................

Comparers .....................................

43.3 Distribution of work among typists :

(i) The drafts will then be placed before the Section

Officer/OS/Head Clerk of the Central Issue Section/Issue

Section who will mark them to the typist for fair typing by

indicating their initial letters (e.g. “TKM”), in the space provided

in the stamp for the purpose. To enable him to distribute the

typing work among the typists equitably, he will maintain a

distribution chart.

(ii) The typist will enter the drafts received by him for typing in the

typist’s diary.

(iii) At the end of the day, the typist will submit the diary together

with the unfinished typing work to the Section Officer.

(iv) The Section Officer/OS/Head Clerk will :

(a) Complete the distribution chart;

(b) Arrange for the typing of urgent untyped work outside

office hours, where necessary; and

(c) Take the arrears into account in allocating fresh work on

the next working day.

43.4 Registration of drafts :

(i) Before the drafts are handed over to the typists, they will be

entered in the Issue Diary.

(ii) Drafts of telegrams and other communications marked

“Immediate” will be entered in red ink to distinguish them from

the rest.

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(iii) At the end of the day, the clerk maintaining the issue diary will

submit his diary to the Section Officer/OS/Head Clerk for

assessing arrears and taking appropriate action.

43.5 General instructions regarding typing :

(i) Urgent drafts will be attended to first.

(ii) Fair copies of all communications will be typed on paper of

suitable size, printed forms being used as far as possible. If

plain paper is used, whether for the original communication or

for an endorsement, the name of the issuing department will be

typed at the appropriate place.

(iii) Fair copies will be typed with single spacing unless otherwise

directed.

(iv) The oblique lines, as also the number of enclosures indicated

in the drafts, will be typed at the appropriate places.

(v) The typist will type his initials with date in the left hand bottom

corner of the fair copy, e.g. HCK/13.05.1989.

43.6 Comparison :

The typed matter, alongwith the drafts and relevant files, if any,

will be passed on by the typists to the comparers, who will :

(a) Compare the fair copies with the drafts;

(b) Initial (with date) in the space provided for the purpose

in the stamp affixed on the draft;

(c) Attach enclosures, if any, and write the word ‘attached’

below the oblique line on the office copy; and

(d) Send the fair copies alongwith enclosures and the

duplicate office copy, if any, together with the approved drafts,

in a signature pad to the officer concerned for signature .

43.7 Signing of fair copies :

(i) Departments having centralised arrangements for fair typing of

drafts may issue departmental instructions authorising Section

Officer of the Central Issue Section to authenticate specified

categories of fair communications for issue.

(ii) The Section Officers of the other Sections could also be

authorised to authenticate issue of such communications as

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per (i) above, if the fair-typing of drafts is done in those

sections.

(iii) Such authorisations, however, will not extend to:

(a) Orders and instruments issued in the name of the

President ;

(b) Financial sanctions; and

(c) Communications to Members of Parliament, State

Government, Public bodies and Members of the Public

Generally.

(iv) Authentication by Section Officers of the fair copies of

communications for issue, where permitted, will be done in the

manner prescribed.

(v) Signing of fair communications and movement of ‘signature-

pads’ should receive prompt attention.

(vi) On return of the signature pads, the comparers concerned will

see that the fair copies have been duly signed by the officer and

that corrections, if any, made by the officer while signing are

carried out in all the copies. The signed fair copies together

with office copies, drafts and relevant files, if any, will then be

passed on to the despatcher.

43.8 General instructions regarding despatch :

The despatcher will :

(i) Date fair copy, office copy and spare copies, if any;

(ii) Affix the stamp ‘Issued’ (after adjusting date) as per

specimen given in the margin, on the office copy and initial it;

ISSUED

Initials

(Date)

(iii) Where for any reason an enclosure has to be sent

separately, make a note to that effect on the communication

(both fair copy and office copy) and attach a slip to the

enclosure indicating the number and date of the

communication to which it relates;

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(iv) Separate the communications to be sent by post from

those to be delivered by hand, for further processing;

(v) Enclose communications meant for despatch by post, or

those addressed to officers by name in covers of appropriate

size, ensuring at the same time that all communications

intended for the same addressee are placed in a single cover;

(vi) Use economy slips (O&M 32) for all covers except :

(a) Those with bulky contents;

(b) Those addressed to foreign Governments, private

bodies and members of the public; and

(c) Those intended for despatch under registered or

insured covers.

(vii) Where window envelopes are in use, fold the fair

communications in such a way that the address typed thereon

is visible through the window;

(viii) Where other covers are used, write the address and the

number of the communication on an economy slip or the cover,

as the case may be; and

(ix) Bring to the notice of the Section Officer/OS/Head Clerk

:

(a) Urgent communications which could not be

despatched on the day or their receipts; and

(b) Ordinary communications which could not be

despatched even on the day following the day of their

receipt.

43.9 Despatch of postal communications :

(i) The despatcher will hand over communications to be sent by

post to the daftry, who will:-

(a) Separate those to be sent by foreign post from the rest;

(b) Paste the telegrams, if typed on plain paper, over the

printed form of telegram supplied by posts and Telegraphs

Department and affix service postage stamps of the appropriate

value thereon;

(c) If a credit deposit account is maintained for issuing

telegrams, affix rubber stamp indicating the credit deposit

account number assigned to the department in the space

provided for affixing postage stamps;

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(d) Affix postage stamps of the appropriate value on covers,

packets, etc., where necessary after weighing them, using

ordinary postage stamps for foreign post and service postage

stamps for inland post;

(e) Where postal franking machines are in use, frank the

covers etc. instead or affixing postage stamps;

(f) Stamp the postal covers with a rubber stamp bearing the

name of the department, the name and designation of the

officer in charge of the Central Issue Section, and the facsimile

of his signature; and

(g) Return the communications to the despatcher.

(ii) The despatcher will enter particulars of the communications

and the value of stamps affixed thereon in the despatch

register. (Annexure-XX(A)).

(iii) In the case of telegrams, the serial number assigned to them in

the despatch register will be noted at a convenient place on the

top receipt portion of the printed telegram to facilitate the

linking of the telegram receipts to the relevant entries in the

despatch register.

(iv) Departments despatching registered post exceeding in daily

average of 10 should use postal registration books so that the

outgoing registered communications could straightaway be

entered in that book instead of in the despatch register. Each

entry in such a book will then be got stamped by the post

office.

(v) If a communication is to be sent by registered post

(acknowledgement due), the number of the communications

should be written on the ‘acknowledgement card’ also so that,

when received back, it can be sent to the section concerned.

(vi) Telegrams should be despatched promptly. Registered and

insured articles should be sent to the post office well before the

closing hours prescribed for the receipt of such

communications. Other communications should be posted at

convenient intervals.

(vii) Receipts for telegrams, registered and insured posts, etc.,

should be checked carefully by the despatcher. These should

be filed properly for reference in the event of need.

(viii) In offices where despatch work is heavy and where central

despatch registers are maintained in detail, the procedure for

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maintenance of service postage stamp account will be as given

in Annexure-XX(B).

43.10 Despatch of non-postal communications :

(i) Non-postal communications should be sorted out according to

the location of the addressees, entered in messenger books and

handed over to messenger for delivery to the addressees.

(ii) Messenger books should be numbered serially and an adequate

number of such books allotted to each department/office or

several departments/offices grouped conveniently according to

their location.

(iii) Urgent communications should be despatched promptly. The

time of despatch should invariably be noted in the messenger

book. The recipients should similarly be required to indicate

the time of their receipt. Ordinary communication should be

despatched at least twice a day at suitable intervals.

(iv) Only urgent communications will be despatched outside office

hours. No communication should be sent to an officer at his

residence unless :

(a) It is of such a nature that action thereon cannot wait till

the commencement of the next working day;

(b) It is marked ‘immediate’ and addressed to the officer by

name; and

(c) Its delivery to the officer’s residence has been authorised

by the Branch Officer concerned at the despatching end.

(v) After the communications have been delivered, the despatcher

will examine the messenger books to see that all the

communications entered therein have been duly acknowledged

by the recipients under dated signatures written in ink.

Instances where the communications have not been

acknowledged will be immediately brought to the notice of the

Section Officer of the Central Issue Section for investigation

and further suitable action.

43.11 Return of papers after issue :

After issue of fair communications the despatcher will make

over office copies, together with drafts and relevant files, if any, to the

clerk maintaining the issue diary. The latter will return the papers to

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the diarists of the sections concerned after making entries in column

3 of the issue diary.

43.12 Issue of inter-departmental notes :

(i) Drafts of self-contained inter-departmental notes will be issued

in the same manner as any other draft.

(ii) Inter-departmental notes sought to be recorded on files will be

fair typed and compared in the sections concerned but

despatched through the Central Issue Section.

(iii) Before sending the files to the Central Issue Section for

despatch, the diarist will:

(a) mark the movement in the file movement register in the

case of section’s own files, and in the section diary in other

cases;

(b) in respect of section’s own files, prepare a challan (O&M

10) in duplicate and place one copy on the file and make over

the other to the dealing hand concerned;

(c) enter the file in the messenger book; and

(d) send it to the despatcher of the Central Issue Section.

(iv) The despatcher will :

(a) remove the file for despatch to the addressee;

(b) acknowledge its receipt in the messenger book; and

(c) return the messenger book to the section concerned.

43.13 Stamps account register :

(i) The despatcher will maintain an account of the postage stamps

in the form given in Annexure-XX( C).

(ii) The Section Officer/OS/Head Clerk will check the entries made

in the register every day and append his dated signature in

token of his having done so. He will also conduct surprise test-

checks of envelopes ready for despatch by post to make sure :

(a) that the value of stamps affixed thereon tallies with that

shown in the despatch register.

(b) that the required value has been secured by using the

minimum number of stamps of appropriate higher

denominations.

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(iii) The Branch officer in charge of the Central Issue Section will

also inspect the two registers once a month and verify that the

value of stamps in hand tallies with that shown in the register.

43.14 Action after issue :

(i) On receipt of papers after issue, the diarist will :

(a) check that the office copies bear the stamp “issued”;

(b) make sure that files and other papers sent with the

drafts to the Central Issue Section have been received

back;

(c) make entries about the return of files in the file

movement register;

(d) place office copies, with drafts, if any, on the relevant

files; and

(e) pass on the files to the dealing hands concerned.

(ii) The dealing hand will :

(a) docket the communication issued;

(b) examine whether the case is fit for inclusion in any of

the following reports and obtain orders of the

appropriate officer;

(i) weekly statement of cases, other than those of

routine nature, disposed off without reference to the

Minister-in-charge, to be submitted to the Minister in

accordance with departmental instructions; and

(ii) monthly summary of the principal activities of the

department to be furnished to the Cabinet Secretariat in

accordance with the instructions issued by it;

(c) Examine whether the communication issued, constitutes

final disposal of the paper under consideration, and if

so, initiate action to record the file where it has been

marked for record by the section officer; and

(d) If a reply to the communication issued is to be awaited

or further action on the file is to be resumed at a later

date :

(i) mark the file for being brought forward on that

date;

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(ii) make a note of it in his Engagement Calendar and

Diary on the relevant data; and

(iii) pass on the file to the diarist for according its

movement in the file movement register and keeping a

note in the reminder diary .

(Similar action should be taken also on duplicate copies,

challans and in respect of files referred to other departments).

43.15 Reference lists :

(i) To facilitate quick despatch of papers, the Central Issue Section

will maintain the following lists and directories :

(a) Schedule of postal rates. Residential addresses and

telephone numbers of officers and staff of the

department;

(b) Departments which have arrangements within the

Central Registry for receipt of dak outside office hours

(with name and telephone number of the official

incharge);

(c) Residential addresses and telephone numbers of officers

of other departments designated to receive urgent dak

outside officer hours;

(d) Postal addresses of all offices under the department,

attached offices, subordinate offices, autonomous bodies

etc., which deal directly with it;

(e) Residential addresses and telephone numbers of officers

of other departments designated to receive

parliamentary papers;

(f) Telegraphic addresses of State Governments and other

out station officers frequently addressed;

(g) Delhi Official Directory issued by the President’s

Secretariat;

(h) Official Directory issued by the Ministry of Home Affairs;

(i) List of India’s Representatives Abroad issued by the

Ministry of External Affairs;

(j) Diplomatic List issued by the Ministry of External

Affairs.

(ii) These lists etc. will be kept up to-date and displayed

prominently for easy consultation by the despatcher, the

resident clerk and other officials on duty.

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44. 44. 44. 44. FILING SYSTEMFILING SYSTEMFILING SYSTEMFILING SYSTEM

44.1 Filing system :

A proper filing system is essential for convenient identification,

sorting, storage and retrieval of papers. The two systems now in use

in the secretariat are described below.

44.2 Filing system based on subject classification :

(i) Each section will maintain approved lists of :

(a) Standard heads, i.e. main subject headings

concerning it; and

(b) Standard sub-heads, i.e., aspects of the main

subject headings.

(ii) The standard heads will bear consecutive serial

numbers. No such numbers, however, will be allotted to

standard sub-heads.

(iii) The lists of standard heads and sub-heads will be

reviewed at the beginning of each year and revised, if

necessary, with the approval of the Branch Officer

concerned. The serial numbers once allotted to the

standard heads should not ordinarily be changed.

(iv) Before opening a new file, the dealing hand will ascertain

the standard head to which the paper under

consideration relates. He will then propose a suitable

title of the file for the approval of the Section

Officer/OS/Head Clerk. The title will consist of :

(a) Standard head;

(b) Sub-head which will be more indicative of the

precise subject than the ‘head’ (where it is necessary to

have more than one sub-head in a title the wider and

more abstract should generally precede the narrower

and more concrete);

(c) A brief content indicating the question or issue

under consideration in relation to the standard head and

sub-head and where necessary, the specific institution,

persons place or thing involved.

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(v) The title should be as brief as possible but should give at

a glance sufficient indication of the contents of the file so

as to serve as an aid to its identification. It should be

articulated, i.e. broken up into components, each

consisting of the minimum possible substantive words,

and expressing an element in the subject matter. Each

part will begin with a capital letter and will be separated

from the preceding one by a bold dash.

(vi) As far as possible, there should be a separate file for

each distinct aspect of the subject. The title of a file

should not be couched in very general or wide terms

which might attract large number of receipts on different

aspects of the matter, thereby making the file unwieldy.

(vii) If the issue raised in a fresh receipt or in the note on a

current file goes beyond the original scope, a new file

may be opened to deal with it, after placing the relevant

extracts or copies thereon.

(viii) Every file will be assigned a file number which will

consist of :

(a) The serial number allotted to the standard head;

(b) The serial number of the file opened during the

year under the standard head;

(c) The year of opening the file (last two digits only);

(d) An abbreviated symbol identifying the section.

44.2.1 The first three elements in the file number will be separated

from one another by a slant stroke and the last two by a dash. Thus,

files opened in, way, States Reorganisation section during 1991 under

the standard head bearing serial number ‘3’, will be numbered

consecutively as 3/1/91-SR, 3/2/91-SR and so on, where ‘SR’

represents the section.

44.3 Functional filing system :

(i) In this system, the range and dimensions of the subject

falling under the scope of business allocated to a

department are analysed in the following sequence :

(a) the main functions of the department;

(b) the activities in each of these functions;

(c) the aspects or operations involved in each of these

activities; and

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(d) the factors to be taken into consideration relating

to each of these aspects or operations.

(ii) The scope of business of a department is thus analysed

under four hierarchical divisions, and accordingly the

following four standard lists of headings are prepared :

(a) Functional heads which may be called ‘basic

heads’;

(b) Activity heads which may be called ‘primary

heads’ as related to each functional head;

(c) Aspect or operation heads which may be called

‘secondary heads’ as related to activity heads; and

(d) Factor heads which may be called ‘tertiary heads’

as related to aspects or operation heads.

(iii) Based upon the above lists of heads a functional file

index for the various substantive subjects dealt with by

a department together with an identifying file numbering

system is then developed.

(iv) For opening files relating to establishment, finance,

budget and accounts, office supplies and services, and

other house-keeping jobs common to all departments,

the standardised functional file job index including its

file-numbering system, issued by the Department of

Personnel and Administrative Reforms will be followed.

44.4 Instances where files need not be opened :

Normally, no new files will be opened for dealing with receipts

of a purely routine nature (e.g. requests for supply of unclassified

factual information, notices of holidays, miscellaneous circulars)

which :

(a) Can be disposed off straightaway by noting the reply on

the source receipts and returning them to the originators; or

(b) Are unlikely to generate further correspondence and

therefore can be placed in a miscellaneous file to be destroyed

at the end of the year, or placed in the folder of circulars etc.,

on the subject.

44.5 File register :

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A record of files opened during a calendar year will be kept in a

file register (Annexure-XXI) to be maintained by the diarist. A list of

approved standard heads alongwith the serial numbers identifying

them should be pasted at the beginning of the register. The pages

allotted to the standard heads in the register should also be indicated

against each.

44.6 Part file :

(i) If the main file on a subject is not likely to be available

for some time and it is necessary to process a fresh

receipt or a note without waiting for its return, a part file

may be opened to deal with it. This device may also be

resorted to where it is desired to consult simultaneously

two or more sections or officers and it is necessary for

each of them to see the receipt noted upon.

(ii) A part file will normally consist of :

(a) Receipt or note dealt with; and

(b) Notes relating thereto.

(iii) Where two or more part files are opened, each will be

identified by a distinct number, e.g. part file-I, part file-II

and so on.

(iv) A part file will be incorporated with the main file as soon

as possible, duplicate papers, if any, being removed.

44.7 Transfer, reconstruction and renumbering of files :

Whenever work is transferred from one department/section to

another, the former will promptly transfer all the related records

including files, both current and closed, to the latter. The

department/section taking over the records will not divide, reclassify

or renumber the closed files transferred to it. In the case of current

files, the endeavour should be to close them at the earliest possible

stage and to open new files according to the department/section’s

own scheme of classification for dealing with the matter further.

44.8 Movement of files and other papers :

(i) Movement of files will be entered in the file movement

register.

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(ii) Movement of files received from the other

departments/sections and other receipts which have not

been brought on to a file in the receiving section, will be

noted in the ‘remarks’ column of the section diary.

(iii) Files and other papers marked by the Under Secretary to

other officers, sections or departments will be routed

through the section for noting their movement.

(iv) Movement of files passed by Deputy Secretaries and

higher officers will be noted by the personal staff in the

movement diary. Papers marked by them to other

departments, however, will be routed through the

section concerned for noting their movement in the file

movement register or section diary, as appropriate.

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45. 45. 45. 45. INDEXING AND RECORDINGINDEXING AND RECORDINGINDEXING AND RECORDINGINDEXING AND RECORDING

45.1 Stage of Indexing :

Files will be indexed at the time of their recording. Only those

files which are categorised as ‘A’ and ‘B’ and those in the ‘C’ category

which are to be retained for 10 years will be indexed.

45.2 Manner of indexing :

(i) While preparing a file for record, the dealing hand will

underline :

(a) The ‘index head’ i.e. the standard head or the most

important catch word in the standard head which will naturally

occur to any official searching for the file and which will

determine the position of the relevant index slip in the

consolidated index.

(b) The ‘index sub-head’ i.e. the catch-word or catch-words

in the standard sub-heads and /or the ‘content’ of the title

which will give a further and more specific clue to the file under

search.

(ii) Where the functional filing system is followed, files need not be

indexed under the basis, primary, secondary and tertiary heads for

which the classification scheme itself will provide the master index.

However, such files will have to be indexed under the catch-words

used in the ‘content’ part of the title which falls outside the

standardised headings.

(iii) After index heads and sub-heads in the title have been

approved by the Section Officer/OS/Head Clerk, the record clerk will :

(a) type out, in duplicate, as many index slips as there are

index heads and sub-heads underlined in the title;

(b) distinguish the index heads from the sub-heads by typing

the former in capital letters;

(c) indicate, at the top of the index slips, all the heads and sub-

heads mentioned in the title, one below the other, followed by

the complete title of the file and the file number;

(d) allot a pair of slips to each index head and sub-head by

scoring out entries relating to the others;

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(e) arrange the index slips in two sets, one in alphabetical order

of the heads/sub-heads, for use in the section, and the other in

the sequence of the file numbers for the use of the compiler of

the departmental index;

(f) keep each set of paper index slips in separate spring clip

folders for each year;

(g) indicate the date of indexing on the file cover and initial it in

the space provided for the purpose.

(iv) Index slips will normally be typed on good quality paper. In the

case of important files requiring frequent and urgent reference,

however, card indexes could also be prepared. Even here, the

duplicate set meant for incorporation in the departmental

index, will be kept according to the alphabetical order of their

respective catch-words, in a single series for all the years.

Each department will issue departmental instructions

specifying the classes of files in respect of which card indexes

will be maintained;

(v) To ensure consistency and facilitate consolidation of

departmental index, files relating to parliamentary business

will be indexed not only under the appropriate standard heads

and sub-heads but also under the nature of such business, e.g.

Parliament Questions, cut-motions, resolutions, etc.

45.3 Custody of index slips :

(i) Index slips will remain in the custody of the record clerk.

(ii) After all the files relating to a year have been recorded, the set

of index slips in respect of that year meant for use within the

section (viz. that arranged in alphabetical order) will be neatly

stitched and the stitched compilation kept at a convenient

place for reference by all concerned.

45.4 Compilation of departmental index :

(i) The index slips pertaining to files relating to a year will be sent

to the compiler of the departmental index one year after the

close of the year to which they relate. If some files of that year

still remain current even at the time of sending the index slips

as envisaged above, the dealing hand with the approval of the

Section Officer/OS/Head Clerk will prepare index slips in

respect of such files as are likely to be retained for 10 years or

more from the date of recording. These will also be added to

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the set of slips being sent to the compiler of the departmental

index.

(ii) The compiler of the departmental index will :

(a) Edit the index slips by :

(i) allowing the full title to appear only on the

main index slips, i.e. those indexed under the index

heads;

(ii) scoring out the title on the subsidiary index

slips, i.e., those indexed under the index sub-heads and

giving a cross reference to the relevant index head.

(b) Arrange the index slips received from different sections,

in alphabetical order in a single series for the department as a

whole;

(c) Arrange for the printing or cyclostyling of the

consolidated departmental index for each year.

45.5 Precedent book :

Every section will maintain a precedent book in the prescribed

form (Annexure-XXII) for keeping note of important rulings and

decisions having a precedent value for ready reference. Entries in this

record will be made at the earliest opportunity and, in any case, at the

stage of recording the file.

45.6 Record retention schedule :

(i) To ensure that files are neither prematurely destroyed nor kept

for periods longer than necessary, every department will :

(a) in respect of records connected with accounts, observe

the instructions contained in Appendix 13 to the General

Financial Rules;

(b) in respect of records relating to establishment, personnel

and house-keeping matters common to all departments, follow

the ‘schedule of periods of retention for records common to all

departments’ issued by the Department of Personnel &

Administrative Reforms;

(c) in respect of records prescribed in this Manual, observe

the retention periods specified in (Annexure-XXIII(A) TO (F));

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(d) in respect of records connected with its substantive

functions, issue a departmental retention schedule prescribing

the periods for which files dealing with specified subjects

should be preserved, in consultation with the National Archives

of India.

(ii) The above schedules should be reviewed at least once in 5

years.

45.7 Stage of recording :

Files should be recorded after action on the issues considered

thereon has been completed. However, files of a purely ephemeral

nature containing papers of little reference or research value may be

destroyed after one year without being formally recorded.

45.8 Classification of records :

Files may be recorded under any one of the following classes;

(i) Class ‘A’ meaning 'keep and print or microfilm'

This classification will be adopted for :

(a) files of historical importance;

(b) files which qualify for permanent preservation for

administrative purposes and which have to be printed or

microfilmed because they contain ;

(i) a document so precious that its original must be

preserved intact and access to it in the original form

must be restricted to the barest minimum or

(ii) material likely to be required for frequent

reference by different parties.

(NB : Files of CBI are not ordinarily classified ‘A’)

(ii) Class ‘B’ meaning “keep but do not print or microfilm”

This class will cover files required for permanent preservation

for administrative purpose, but not containing material of the

kind mentioned in (i) or (ii) of sub-para (i) (b) above.

(iii) Class ‘C’ meaning “keep for specified period only”

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This class will include files of secondary importance and having

reference value for a limited period not exceeding 10 years.

45.9 Procedure for recording :

(i) After action on a file has been completed, the dealing hand will

:

(a) state the fact of completion of action on the file;

(b) suggest the appropriate classification of record and in

the case of class ‘C’ files, also specify the retention period and

the year of review;

(c) where necessary, revise the title of the file so that it

describes adequately the contents at that stage;

(d) underline the words, under which the title should

be indexed;

(e) indicate on the file cover whether any of the decisions

contained in the file is or is not to be noted in the precedent

book by scoring out the entry not applicable;

(f) indicate the changes, if any, to be incorporated in the

standing guard file;

(g) remove from the main file, routine papers;

(h) in respect of Class ‘A’ files proposed to be printed, edit

the file in accordance with the instructions given in Appendix

III to the Rules of Printing and Binding and suggest the number

of copies to be printed;

(i) complete all references and, in particular, mark previous

and later references on the subject on the file cover;

(j) initial the entries on the file cover;

(k) submit the file to the Section Officer/OS/Head Clerk.

(ii) After satisfying himself that no action is pending on the file, the

Section Officer/OS/Head Clerk will :

(a) approve or modify the action proposed in (b) to (g) of

sub-para(i);

(b) ensure that action in respect of (h) and (i) sub-para (i)

has been taken;

(c) sign on the notes portion and initial entries on the file

cover;

(d) if the file is proposed to be recorded under class ‘A’,

obtain the approval of the branch oficer;

(e) pass on the file to the Record Clerk.

(iii) The Record Clerk will :

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(a) complete columns 4 & 5 of the file register and, where

necessary, correct the entry in column 2 thereof;

(b) enter the file number in column 2 of the register for

watching progress of recording (Annexure-XXIV);

(c) enter Class ‘C’ files proposed to be retained for

not more than 3 years in the record review register

(Annexure-XXV);

(d) write the word ‘recorded’ prominently in red ink,

across the entries in the file movement register;

(e) ink page numbers and other references (except

references to alphabetical slips) made in pencil;

(f) indicate the year of review on the file cover in

respect of class ‘C’ files;

(g) prepare fresh cover, where necessary, with all the

entries already made thereon;

(h) hand over the file to the Daftry after putting the

initials at the appropriate place on the file cover.

(iv) The Daftry will repair the damaged papers, if any, stitch the file

and submit it to the Section Officer/OS/Head Clerk.

(v) After satisfying himself that the file has been properly recorded,

the Section Officer/OS/Head Clerk will sign the outer cover

and return the file to the Record Clerk.

(vi) The Record Clerk will enter the file number in column 4 of the

register and make it over to the Daftry for being kept in the

bundle of recorded files.

45.10 Custody of records :

(i) Recorded files will be kept serially arranged in the Sections

concerned for not more than 3 calendar years. Thereafter they

will be transferred to the Departmental Record Room.

(ii) In the event of transfer of work from one Section to another,

the relevant files also will be transferred, after being listed in

duplicate. One copy of this list will be retained by the Section

taking over the files for its record and the other acknowledged

and returned to the Section transferring them.

(iii) Files transferred by a Section to the Departmental Record

Room will be accompanied by a list of files in duplicate. The

Departmental Record Room will verify that all the files

mentioned in the list have been received, retain one copy of the

list and return the other, duly signed, to the Section concerned.

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In the Record Room, these lists will be kept section-wise in

separate file covers.

(iv) The Departmental Record Room will maintain a record review

register in which a few pages will be allotted for each future

year. Class ‘C’ files marked for review in a particular year will

be entered in the pages earmarked for that year in the register.

(v) Files surviving the review undertaken on their attaining the

25th year of the life will be stamped prominently as

“transferred to NAI” and retired to the National Archives. Files

transferred to the National Archives will be accompanied by a

list of files, in triplicate, one copy of which will be returned by

the National Archives, duly signed, to the Departmental Record

Room.

45.11 Review and weeding of records :

(i) No file other than ephemeral files will be weeded out without

first reviewing its contents.

(ii) A class ‘C’ file will be reviewed on the expiry of the specified

retention period, and depending on the merits of the case, will

be :

(a) weeded out;

(b) retained for a further period not exceeding 10 years from

the year of its closing, at the end of which it will be weeded out

without any further review; or

(c) upgraded to class ‘B’ with the approval of the Branch

Officer.

(iii) Class ‘A’ and Class ‘B’ files will be reviewed on attaining the 25

year of their life in consultation with the National Archives of

India. In these reviews, the need for revising the original

classification of class ‘B’ files may also be considered.

(iv) The year of review of class ‘C’ files will be reckoned with

reference to the year of their closing and that for class ‘A’ and

class ‘B’ files with reference to the year of their opening.

(v) Beginning in January each year, the Record Clerk will consult

the record review register and submit files due for review in the

preceding year to the Section Officer, after scoring out the

relevant entries in that register. Similarly, the Departmental

Record Room will send to the Sections concerned files due for

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review in the preceding year together with a list of files in the

form at (Annexure- XXVI).

(vi) Files received for review will be examined by, or under the

directions of the Section Officer concerned and those no longer

required will be marked for destruction. Other files may be

marked for further retention.

(vii) If in the case of a less than three years old file, it has been

decided on review to weed out, the entry to this effect in the file

register will also be attested by the signature of Section

Officer/OS/Head Clerk or other officer authorising the

destruction.

(viii) The Departmental Record Room will :

(a) transfer class ‘A’ and class ‘B’ files surviving the review

undertaken at the 25th year of their life to the National

Archives;

(b) in the case of other files :

(i) dstroy those marked for destruction, after

completing column 4 of the list of files;

(ii) restore the rest, i.e., those marked for further

retention, to the departmental record stacks after

making the required entries in the record review register

in the case of class ‘C’ files.

(ix) Records not falling within the category of files, e.g.

publications, spare copies of circulars, orders will also be

subjected to periodic reviews at suitable intervals and those no

longer needed, should be weeded out. To facilitate such

reviews each Section will maintain a register.

45.12 Records maintained by officers and their personal staff :

Each department may issue departmental instructions to

regulate the review and weeding out of records maintained by officers

and their personal staff.

45.13 Requisitioning of records :

(i) No recorded file will be issued from the Sectional, Departmental

or Archival records except against a signed requisition in

printed form O&M 65, in the case of Archival records and also

in the form in the case of other records.

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(ii) Requisition for files belonging to other departments and in the

custody of the National Archives will be got endorsed by the

department concerned before they are sent to the Archives. If

the requisitioned filed happens to be a confidential one, the

Archives will not supply the file direct to the requisitioning

department but route it through the department to which it

belongs.

(iii) The requisition will be kept in the place of the file issued.

(iv) If the requisitioned file is one that has been microfilmed or

printed, normally a microfilmed or printed copy and not the

original will be issued to the requisitioning department.

(v) If a requisitioned file initially obtained for being put up in one

case is subsequently put up on another, a fresh requisition

should be given to the section daftry or sent to the Department

Record Room or the National Archives, as the case may be, for

replacing the original requisition which will be returned to the

party concerned. In the case of records obtained from the

National Archives, the fresh requisition slip will be prominently

marked “change slip”.

(vi) On return, the requisitioned file will be restored to its place and

the requisition returned to the Section/Official concerned.

(vii) Files obtained by a Section from the Departmental Record

Room will normally be returned within 3 months. If they are

not received back within this period, the Departmental Record

Room will remind the Section concerned. For this purpose, the

Record Room will maintain a simple register for keeping a

record of the files issued to the various Sections each month. A

similar register will be maintained by each Section as a record

of files borrowed from it by other Sections.

(viii) Files obtained by a department from the National Archives will

not normally be retained for more that 6 months except with

the later’s specific knowledge and consent.

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46. 46. 46. 46. SECURITY OF OFFICIAL INFORMATION SECURITY OF OFFICIAL INFORMATION SECURITY OF OFFICIAL INFORMATION SECURITY OF OFFICIAL INFORMATION

AND DOCUMENTSAND DOCUMENTSAND DOCUMENTSAND DOCUMENTS

46.1 Unauthorised communication of official information :

Unless authorised by general or specific orders, no official will

communicate to another official or a non-official, any information or

document which has come into his possession in the course of his

official duties.

46.2 Treatment of classified papers :

The provisions contained in this manual apply primarily to

unclassified papers. In handling classified papers, the official

concerned will have to exercise special care and follow the provisions of

“Departmental Security Instructions” issued by the Ministry of Home

Affairs. Since, according to these instructions, classified papers (other

than confidential) are expected to be handled either by officers

themselves or in sanction/designated as secret or top secret, it is

essential that in Sections not so designated:

(a) A separate set of registers and other records (e.g. dak

register, section diary, file register, file movement register,

precedent book, index slips, various arrears and disposal

statements) is maintained for such papers by Section

Officer/OS/himself;

(b) The recording of such files and their review is also

undertaken by him personally keeping in view the Departmental

Security Instructions.

46.3 Confidential character of notes :

(i) The notes portion of a file referred by a department to

another will be treated as confidential and will not be referred

to any authority outside the secretariat and attached offices

without the general or specific consent of the department to

which the file belongs.

(ii) Where the general consent has been obtained under

sub-para (i) above, such consent will not be construed to apply

to classified files or to files in which the officer to whom the file

is supposed to be referred or shown, is personally affected or in

which his official conduct is under consideration.

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46.4 Communication of information to the press :

(i) Official information to the press and other news media,

i.e. radio and television, will normally be communicated

by Government Departments through the Press

Information Bureau. In CBI, the DPIO performs this

duty.

(ii) Only Ministers, Secretaries and other Officers specially

authorised in this behalf may give information or be

accessible to the representatives of the press. Any other

official, if approached by a representative of the press,

will direct him to the Press Information Bureau.

(iii) Whenever it is proposed to release an official information

to the press, or to hold a press conference or Press

briefing, or to give publicity to an official report,

resolution or any other publication, the department

concerned will consult the accredited information officer

in advance.

(iv) Detailed procedure in respect of matters mentioned in

this para, as laid down by the Ministry of Information

and Broadcasting, should be followed.

46.5 Use of restrictive classification for printed reports etc:

(i) The restrictive classification “For official use only” will

not be assigned to any printed report, pamphlet or compilation

unless it contains information which it would not be desirable

in the public interest to disclose. In doubtful cases, the test

that may be usefully applied is whether the publication, whose

circulation it is proposed to restrict to official use only, is such

that the minister would be justified in refusing to lay it before

the Parliament.

(ii) No official publication will be marked “For official use

only” except with the prior approval of the Branch Officer, who

will obtain the orders of the Secretary or Minister, in doubtful

cases.

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47. 47. 47. 47. CHECKS ON DELAYSCHECKS ON DELAYSCHECKS ON DELAYSCHECKS ON DELAYS

47.1 Weekly arrear statement :

(i) On the last working day of every week, each dealing hand will :

(a) prepare a weekly arrear statement in the form prescribed

(Annexure-XXVII);

(b) give particulars of receipts/cases pending with him for

more than 7 days in the form prescribed (Annexure-

XXVIII); and

(c) send the two statements to the diarist.

(ii) The Section Officer will also prepare similar statements in

respect of receipts/cases required to be dealt with by him and

pass them on to the diarist.

(iii) The diarist will consolidate the individual weekly arrear

statements in the form prescribed and submit the consolidated

statement together with the individual statements mentioned in

(a) and (b) of sub-para (i) above to the Section Officer on the

morning of the first working day of the following week. The

individual statements of each dealing hand will be kept in a

separate folder.

(iv) The Section Officer will:

(a) check the individual and consolidated arrear statements

for their

completeness and accuracy;

(b) scrutinise the statements of receipts/cases which are

more than

one week old;

(c) give his remarks or instructions, where necessary;

(d) submit the statements to the Branch Officer.

(v) The Branch Officer will watch the progress of work in the

Section and where necessary, give suitable directions for

expeditious handling of delayed receipts/cases.

(vi) On receipt in the Section, the folders containing individual

arrear statements will be made over to the dealing hands

concerned for taking necessary action on the remarks, if any, of

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the Section Officer/Branch Officer and using the form for

preparing the arrear statement for the next week.

47.2 Monthly statement of cases pending disposal for over a

month :

(i) Every Section will prepare each month a statement indicating

briefly the position of each case pending disposal for over a month.

(ii) On the last working day of each month, the diarist will :

(a) go through the case sheets (Annexure-XXIX) of pending

cases for the preceding month and indicate the latest position

of each case included therein in column 2 of the statement;

(b) prepare fresh case sheets for cases opened during the

preceding month but not yet finally disposed off, by completing

column 1 and 2 of the form and top fixed entries;

(c) hand over the case sheets to the dealing hands

concerned.

(iii) The dealing hand will :

(a) scrutinise entries in the first two columns of the case

sheets;

(b) draw a red line across case sheets of cases that have

been finally disposed off or transferred to call book (Annexure-

XXX);

(c) complete column 4 of other case sheets;

(d) return the case sheets to the diarist by the 2nd of the

month following that to which the statement relates.

(iv) The diarist will :

(a) remove the case sheets of files that have been finally

disposed off or transferred to call book for being kept in a

separate folder;

(b) arrange the remaining case sheets in chronological order

of the dates of the commencement of cases, the latest being on

top;

(c) place the case sheets in a file cover marked “Monthly

statement of cases pending disposal for over a month”;

(d) prepare in duplicate a numerical abstract (Annexure-

XXXI); and

(e) submit the monthly statement and the two copies of the

numerical abstract to the Section Officer by the 3rd of the

month.

(v) The Section Officer will :

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(a) scrutinise the case sheets and where necessary, add his

remarks;

(b) check the numerical abstract for accuracy;

(c) submit the monthly statement and one copy of the

numerical abstract with a brief forwarding note to the Branch

Officer by the 5th of the month; and

(d) send the second copy of the numerical abstract to the

Internal Work Study Unit.

(vi) Unless otherwise provided in the departmental instructions,

the monthly statement together with the numerical abstract

will go up to the Joint Secretary. Each of these officers may :

(a) add such remarks as he would like to make about latest

position of a case;

(b) in suitable cases give directions or make suggestions for

expeditious disposal.

(vii) The Joint Secretary may bring any case included in the

monthly statement to the specific notice of higher officers or

minister, either through submission of the monthly statement

itself or otherwise, as deemed fit.

(viii) The Internal Work Study Unit will :

(a) post the figures in the numerical abstract, in the form

prescribed and return the abstract to the Section concerned;

(b) prepare the consolidated statement for the department as a

whole by totalling the column vertically;

(c) analyse the trend of disposal of cases;

(d) bring to the notice of the O&M Officer and the Secretary,

any significant trends.

47.3 Call book :

(i) If a current case has reached a stage when no action can or

need be taken to expedite its disposal for at least 6 months (e.g.

cases held up in Law Courts), it may be transferred to the call

book with the approval of an officer not below the rank of

Under Secretary.

(ii) Closed cases in which a review is contemplated after a period of

6 months or more may also be included in the call book.

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(iii) Cases transferred to call book vide sub-para (i) above, will be

excluded from the monthly statement of pending cases till they

are reopened vide sub-para (iv) below.

(iv) When a case included in the call book becomes ripe for action

or if action has be to restarted as a sequel to an unexpected

development, e.g. receipt of a communication from the party

concerned earlier than expected, it will be revived and its

progress watched in the usual way through the monthly

statement of pending cases. The date of commencement of

such reopened cases, however, will be the date of occurrence

of the development or that of the first note leading to the

reopening of the case.

(v) The Section Officer will scrutinise the call book in the last week

of every month to see that the cases which become ripe for

further action during the following month are brought forward

and action initiated on due dates. The call book will be

submitted to the Branch Officer once a quarter i.e. during the

months of January, April, July and October. He will satisfy

himself that no case on which action could have been taken

suffers by its inclusion in the call book and in suitable cases,

give directions for the action to be taken.

47.4 Monthly progress reports of recording and review of files :

(i) On the first working day of each month, the Record Clerk will

prepare in duplicate progress reports on the recording and review of

files for the preceding month in the forms at (Annexures-XXXII) and

submit them, together with the following records, to the Section

Officer:

(a) Register for watching the progress of recording;

(b) Record review register; and

(c) Lists of files received for review.

(ii) The Section Officer will check the two statements, submit one

copy of the report to the Branch Officer and send the other to the

Internal Work Study Unit.

(iii) The Internal Work Study Unit will :

(a) post the figures in the forms prescribed and return the

reports to the section concerned;

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(b) prepare the consolidated statement for the department

as a whole by vertically totalling the columns in the form

prescribed;

(c) watch the progress of recording and review work

generally; and

(d) bring to the notice of the O&M Officer and the Secretary,

any significant trends in the matter.

47.5 Reminder diary :

(i) The diarist will maintain a reminder diary in which he will

enter, date-wise, all cases marked for suspense or reminder and

required to be brought forward on specified dates. Challans of files

referred to other Sections/Departments will also be similarly entered.

(ii) Every morning the diarist will :

(a) examine the reminder diary;

(b) get hold of the files and challans, marked for that date;

(c) send the files and challans to the dealing hands

concerned after scoring off the relevant entries in the diary; and

(d) if any file entered in the diary for that date is not

available, report the fact to the dealing hand concerned who

will ensure that appropriate action is taken in such cases.

47.6 Watch on disposal of communications received from

members of Parliament :

(i) To enable each Joint Secretary, Director in a department to

keep a special watch on speedy disposal of communications received

from the members of Parliament and addressed to a Minister or a

Secretary, the personal staff attached to him will :

(a) maintain register in the form prescribed;

(b) mark out prominently those communications finally

disposed off by rounding off the relevant serial numbers of the

register in red ink; and

(c) submit the register twice a month, say on the 1st and

the 15th of each month to the Joint Secretary/Director for

scrutiny and such other action as he may consider appropriate.

(ii) The concerned sections will also maintain a similar register for

keeping a special watch on the speedy disposal of communications

received from the members of Parliament.

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47.7 Register of Parliamentary Assurances :

(i) Each Section in a department will keep a record in the form

(Annexure-XXXIII) of assurances given by a Minister to either House of

Parliament, whether in replies to questions or in the course of

discussions on bills, resolutions and other motions. A separate

register will be maintained for each House and entries therein will be

made session-wise.

(ii) The Section Officer will :

(a) scrutinise the register once a week;

(b) ensure that necessary follow-up action is in fact being

taken; and

(c) the Section Officer will submit the registers to the

Branch Officer every fortnight if the House concerned is in

session and once a month otherwise, drawing his special

attention to assurances which are not likely to be implemented

within period of two months.

(iii) The Branch Officer will keep the higher officers and the

Minister informed of the progress made in the implementation of

promises and undertakings given by him in Parliament. Cases in which

there is likely to be any delay in the implementation of a promise or an

undertaking should be particularly brought to their notice.

47.8 Check list of periodical reports :

(i) To ensure timely receipt, preparation and despatch of

periodical reports, each section will maintain two check-lists, one for

incoming reports and the other for outgoing reports, in the forms at

Annexure-XXXIV & Annexure-XXXV Periodical reports will be listed in

column 2 of the appropriate check list in the order of their frequency,

weekly reports being entered first, fortnightly reports next, and so on.

(ii) The check-lists will be prepared at the commencement of each

year, approved by the Section Officer, shown to the branch officer and

displayed prominently on the wall.

(iii) The Section Officer will go through the check list once a week

to plan action on items requiring attention during the next week or so.

After a periodical report has been received or despatched, the relevant

entry in the date column of the appropriate check list will be rounded

off in red ink.

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47.9 Responsibility of expeditious disposal of work :

(i) The primary responsibility for expeditious disposal of work and

timely submission of arrear and disposal statements rests with the

Section Officer. To this end, he will inspect the section diary and the

assistants diary and take such other action as may be necessary to

ensure :-

(a) that no paper or file has been overlooked; and

(b) that no receipt or case actually pending with the dealing

hand has been excluded from the relevant arrear

statement.

(ii) The branch officer will also keep a close watch on the progress

of work in the sections under his control. In particular, he will ensure

that the prescribed arrear and disposal statements are submitted

punctually and regularly.

(iii) The Section Officer/OS etc., shall also regularly inspect the

racks and tables of Assistants and Clerks (such inspections being not

less frequent than once in a fortnight) and satisfy himself that no

paper or file has been overlooked. He will also ensure that no receipts

actually pending with the dealing Assistants/Clerks are excluded

from the arrears as shown in the weekly arrears statement.

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48. 48. 48. 48. REPORTS & RETURNSREPORTS & RETURNSREPORTS & RETURNSREPORTS & RETURNS

48.1 Recording of information and its timely and correct retrieval ,

collation and transmission are some of the most essential

requirements for efficient discharge of Managerial functions. In the

office functioning, one of the mechanisms for keeping a record of

information is through registers and the mechanism for its

transmission for perusal by the supervisory officers is through

Reports and Returns.

48.2 A Return is merely factual information presented in a

structured statistical format. A report on the other hand is narrative

and may include analysis and explanations. The Branches are

required to send Reports and Returns to the CBI HQs. The

information received through these reports/returns is used for taking

decisions by seniors officers of CBI and the Government of India.

48.3 Registers

In order to facilitate communication of timely and correct

information and also for facilitating decision making by the Head

Office in the matters concerning Administration, registers are

maintained on various subjects. The list of all registers which are to

be maintained under any existing orders or procedure should be

prepared by the Head Clerk/Office Superintendent/Section Officer in

each office. This list should have the following columns:-

(i) Serial Number.

(ii) Name of the register.

(iii) Orders under which the register is to be maintained.

(iv) Person who is responsible for keeping it up-to-date.

48.4 Registers to be maintained by the Branch

(i) An Establishment Registers for the permanent staff of CBI

(directly recruited and permanently absorbed) is to be maintained in

each office and also at Head Office in Form G-2.

(ii) An Establishment Register for the non-CBI staff (i.e.

deputationists) is to be maintained in each office and also at Head

Office in Form SPE-G-3.

(iii) An Order Book should be maintained in Form SPE-G-4 in all

offices.

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(iv) A register of Identification Cards issued is to be maintained by

each issuing office in Form SPE-G-6. Identification Cards are to be

issued for all employees under instructions issued in this regard.

(v) A daily Duty Register is to be maintained at each unit for police

officers in Form SPE G-7.

(vi) Register of trunk and telephone calls should be maintained in

Form SPE G-38 in each office of SPE.

(vii) Register of shorthand note books is to be kept in Form SPE G-

36 in all Branch Offices and also by Head Office for each Unit.

(viii) Motor Vehicles Register.

(ix) Register for undisbursed Pay & allowances.

(x) Dead Stock Register.

(xi) Increment Register.

(xii) Stationary / Stores Issue & Receipt Register.

(xiii) Despatch and Issue Register.

(xiv) Service Postage Stamps Register.

(xv) Cash Book.

(xvi) Pay Bill Register.

(xvii) Party Cheque Register.

(xviii) Register of Valuables.

(xix) Bill Register.

(xx) Contingent Bill Register.

(xxi) TR-5 Receipts.

(xxii) Rewards Register.

(xxiii) TA Bill Register.

(xxiv) LTC Bill Register.

(xxv) File Register.

(xxvi) File Movement Register.

48.5 To ensure timely receipt preparation and despatch of

reports/returns, the branches should maintain two checklists - one

for incoming returns/reports and the other for outgoing

reports/returns. All periodical reports/returns should be listed in

check - list in order of their frequency i.e. weekly reports being

entered first, followed by fortnightly reports, monthly reports,

quarterly reports, half yearly reports and annual reports. The check

lists should be prepared at the commencement of each year and

displayed prominently on the wall. The Head Clerk should go through

the check-list once a week to plan action on items requiring attention

during the next week or so. After periodical report has been

received/despatched, the relevant entry in the check-list concerned

should be made.

48.6 At present the following returns are being dealt with in the

CBI, H.O.

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Monthly Returns Section

1. Statement of vacancies in the rank of

Executive (ASI to Inspector) and all Ministerial

ranks except Office Supdts. is required to be

sent by the branches by the 10th of every

month.

Pers-II

2. Statement of vacancies in the rank of

Constables & Head Constables is required to

be sent by the branches by the 10th of every

month.

Pers-III

3. Statement regarding Pending Pension Cases

(Papers).

AD.II

4. Statement showing particulars of

government servants retired in the previous

Calendar month and date for authorisation

final pension report for the month

AD.III


government servant due for retirement in the

next (Preceeding) 8 months

AD.III

6. Expenditure statement of loans and

advances Viz. House Building Advance, Motor

Car Advance, Computer Advance, Scooter

Advance and Cycle Advance from all the

DDOs.

Pers-I

7. Statement regarding the number of

SC/ST/OBC candidates appointed against the

reserved quota.

IWSU

8. Return relating to pending promotion cases

and ad-hoc arrangement.

IWSU

9. Return regarding activating the existing

machinery for redressal for grievances.

IWSU

10. Expenditure Statement. AD-II

Quarterly Returns

Section


government servants where presumptions

have been made in favour of retiring

government servants because of incomplete

maintenance of service records.

AD.III

2. Statement regarding showing the

particulars of government servants whose

AD.III

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Pension Payment order (PPO) was not issued

within six months of retirement.

3. Statement regarding voluntary retirement of

central government employees after 20 years

qualifying service and who have completed 30

years of qualifying service.

AD.III

4. Statement about the pending pension,

family pension and revision of pension and

family pension case in P&AO/CBI.

AD.III

5. Employment Returns (ER-I) to be sent to

Employment Officer, Pusa, New Delhi

Pers-III

6. Return regarding Monitoring of personnel

matters

IWSU

7. Return/Half yearly report regarding total

number of employees belonging to minority

Communities - group wise.

IWSU

8. Report regarding Employment of members

of a family in Foreign Mission in India

IWSU

9. Report/Annual report regarding The

persons with disabilities equal opportunities

protection of Rights and full participation Act

1995 - Furnishing of report of action taken in

respect of relevant provisions.

Pers-III

10. Return regarding activating the existing

machinery for redressal of grievances.

IWSU

11. Return regarding public grievances IWSU

12. Statement on various types of Pay and

Allowances.

AD.II

Half Yearly Returns Section

1. Return due for retirement in next 24-30

months.

AD.III

2. Acceptance of commercial employment

within 2 years of retirement (Group ‘B’

Officers).

AD.III

3. Physically handicapped persons in Group

‘A’, ‘B’ ‘C’ and ‘D’ posts to be sent to DP & Trg.

Pers-III

4. Return regarding engagement of consultant IWSU

5. Return regarding SC/ST. IWSU

6. Report of OBC. IWSU

7. Report regarding Minority Communities

Report.

IWSU

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Annual Returns Section

1. Reward/honorarium to be sent to

CBI/Policy Dvn./HO/New Delhi.

Pers-III

2. Appointment of Non-Indians in government

service and Public Sector Undertakings to be

sent to Department of Personnel & Training.

Pers-III

3. Physically handicapped persons in Group

‘A’, ‘B’, ‘C’ and ‘D’ posts to be sent to

Department of Personnel & Training.

Pers-III

4. Information to be furnished in respect of

Scheduled Caste and Scheduled Tribes in

Appendix 8A, 8B, 8C and 9 to be sent to

Department of Personnel & Training.

Pers-III

5. Utilisation of vacancies reserved and filled

by Ex-Servicemen to be sent to Department of

Personnel & Training.

Pers-III

6. Annual return/Half yearly report regarding

total number of employees belonging to

Minority Communities - Group wise.

IWSU

7. Annual return regarding recruitment of

OBCs in government services.

IWSU

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49. 49. 49. 49. INSPECTIONSINSPECTIONSINSPECTIONSINSPECTIONS

49.1 Meaning & Purpose of Inspection

The word “Inspection” means “ the act of looking closely into,

carefully or official examination”. The procedure to be followed in the

organization helps in achieving the objects of the organization as

economically as possible. A manual itself cannot achieve the

objectives unless it is ensured that the provisions contained therein

are understood properly and practised intelligently. Even this may

not be helpful if periodical reviews are not conducted to replace the

old procedure with new ones to suit the present day needs. One of

the ways to ensure that the procedure laid down is being observed is

to make a periodical inspection of the working of a section. The

purpose of inspection is to see how far the prescribed procedure is

being followed and to suggest improvement/modifications to cover

the areas where the procedure is not being followed.

49.2 Objectives

The objectives of inspection are :

i) to find out the state of affairs existing in each unit;

ii) to see whether the prescribed procedure and instructions are

understood properly and followed intelligently;

iii) to find out whether proper attention is being paid to quality of

performance by officers and staff during discharge of their duties; and

iv) to test the intrinsic soundness and utility of the procedures

and to get reliable data for planning improvements.

49.3 Inspection Schedule

(i) The branch SP will ensure that periodical inspections are

carried out regularly and thoroughly. The following schedule will be

observed in regard to the inspections of various sections of the SP’s

office :-

Section I- Establishment Accommodation

of the branch and jurisdiction

Once in a year.

Section II- Office

Section III- Accounts.

Twice in a year with

reasonable gap between

the Inspections. Where

two Ss.P. are posted in

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Section IV- Malkhana, Summons &

Warrants and Absconders.

Section V- Crime.

Section VI- Staff and Miscellaneous

two Ss.P. are posted in

a branch the 1st

inspection of these

sections may be done

by the SP-II in the 1st

half of the Calendar

Year, while SP-I will

carry out inspection in

the 2nd half of the year.

Section VII- Programme of work. Once in a year.

ii) A co-ordinated programme of inspections should be drawn up

in advance by the DIG/JD incharge of the Zone. It should be

ensured that the programmes so drawn up are strictly adhered to by

all concerned.

49.4 Inspection Reports

The inspecting officers are required to submit their reports to

their immediate superiors for their information and for devising the

suitable remedies to prevent recurrence of the shortcomings pointed

out in the Inspection Report.

49.5 Check Points for inspection of CBI Branches

These are illustrative and indicate only the mandatory

minimum points which are required to be covered by the Inspecting

Officers. The officers are required to make their inspection a very

comprehensive exercise keeping in mind the purpose and objectives of

inspection as suggested in the previous paragraphs.

49.6 Section I - Establishment /Accommodation of the branch &

jurisdiction

49.6.1 Buildings and Accommodation - Whether the office is located

in a Government building or a private one? Is the accommodation

sufficient for office purposes? What is the rent? Whether it appears

to be reasonable? If accommodation is inadequate what alternative

arrangements are possible? Condition of the building and repairs.

Check payment of proportionate rent, water and electricity charges by

staff living in the office premises.

49.6.2 Is any residential accommodation provided at government

expense? If so, to whom? Any further action necessary and possible

in this connection?

49.7 Section - II - Office

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49.7.1 Attendance Register - Whether Properly kept up when

checked by SP or Dy.SP daily & corrective action taken.

49.7.2 Receipt/Diary - Whether this has been maintained up-to-date

and all the columns have been filled up promptly and whether a

receipt is taken from the clerk concerned to whom the papers were

made over.

49.7.3 Dealing Clerk’s Diary - It should be checked to see whether all

columns are filled up and whether there has been any delay in dealing

with any receipt. In a few cases, the dates of receipt and the dates of

disposal shown in the dealing clerk’s diary should be checked up with

the Receipt Register and the files to make sure that wrong dates are

not mentioned.

49.7.4 Reminders - System of dealing with reminders should be

checked. To see whether prompt action is being taken.

49.7.5 Files - Some miscellaneous files should be checked to see -

(a) Whether they are properly arranged and page numbers given.

(b) Whether there is any delay in disposal.

(c) Whether the preparation of cases and drafting is satisfactory.

(d) Whether they are properly kept to facilitate tracing them.

49.7.6 Register of Files - Whether the files have been correctly noted

in this Register and proper serial numbers given to them. Whether

period of retention is noted when the file is closed. Whether the

headings and the subjects of files are satisfactory or whether any

improvement is necessary in this.

49.7.7 Files of Circulars/Orders - Whether they are complete

and chronologically maintained. Whether index is maintained up-to-

date.

49.7.8 Records - Whether closed files and records are properly kept.

Whether notes about weeding are recorded and whether weeding has

been done regularly.

49.7.9 Despatch Register - Whether it has been checked and

signed daily by the Head Clerk. Totals of a few days should be test

checked to see that the expenditure of stamps shown is correct. A

few items should be verified at random to see that the subject and

file numbers are correctly mentioned.

49.7.10 Order Book - Who maintains it ? Whether it is written

up promptly and signed daily by the SP?. Whether necessary action

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on that basis has been taken by the office and others concerned

promptly? Whether relevant corresponding entries have been made

in the Service Books? A few specific items might be checked at

random.

49.7.11 Leave Register - Whether properly and correctly maintained.

49.7.12 Gradation Lists - Whether properly kept and up-to-date.

Whether increments given timely.

49.7.13 Character Rolls and Service Books - Some Rolls should be

randomly checked to see whether they are up-to-date and properly

kept up. Some entries in Service Book relating to leave should be

checked up with the Order Book to make sure that there are no

omissions. It should be seen whether annual verification has been

done.

49.7.14 Warning Register, Punishment Files - It should be seen if

orders passed are suitable and adequate and proper procedure is

adopted.

49.7.15 Library Register - It should be checked for correctness by

randomly comparing some entries with the books. The issues and

returns should also be checked.

49.7.16 Forms and Stationery -Stocks and some items of issue, both

about their numbers and about the necessity and requirements are

to be checked. It should be seen whether indenting has been made

adequately to avoid local purchases. Whether registers maintained

properly and checked by SP periodically. Care of typewriters.

49.7.17 Distribution of Work - Whether update. Whether all the

distribution is done on sound and equitable basis and with the

approval of SP.

49.8 Section III - Accounts

49.8.1 Cash Book - Whether it has been maintained up-to-date and

written regularly. Whether entries for everyday are checked and

scrutinised and signed by the DDO. Whether all money received for

credit has been entered promptly in the Cash Book and whether

every payment entry is signed by the SP/DDO in token of having

seen actual payee’s receipt. Whether there has been delay in

payment or in obtaining payee’s receipts. Whether at the end of

every month statements are prepared showing :-

(a) details of cash in hand,

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(b) items pending for actual payee’s receipts.

(c) Whether in cases of inordinate delays in obtaining

payee’s receipts or in disbursements, necessary action has been

taken by the SP. Whether the necessary verification or

reconciliation has been done with the bank records every

month. Whether SP has recorded a certificate on the first

working day of every month and whenever the balance exceeded

Rs.1,000 that he had checked the amount in hand and found it

correct.

49.8.2 Register of Pay Bills - Whether this has been properly

maintained and whether the fact that it is a Regular Pay Bill or an

Arrear Pay Bill has been clearly mentioned. Some actual pay bills

should be seen and scrutinised. Checks should be made in some

cases to ascertain whether notes about amounts claimed in Arrear

Pay Bills have been recorded against the relevant item in the Original

Pay Bills concerned.

49.8.3 T.A. Bills - Whether there has been delay in preparing the T.A.

Bills or in drawing and disbursing the amounts? Whether T.A. has

been properly controlled by the SP. T.A. Advance Register should be

checked and seen, whether recoveries made fully and timely.

49.8.4 Railway Warrants - It should be seen whether proper

account is kept and if they are properly utilised.

49.8.5 Contingent Bill Register - Whether bills have been prepared

as often as required? Some items of expenditure should also be

checked with the Contingent Vouchers. Check propriety of

expenditure under certain heads, e.g. petrol charges, telephone

charges, electricity charges.

49.8.6 Payment Vouchers - Some of them should be taken out at

random and every transaction in it checked including actual payee’s

receipts.

49.8.7 Motor Vehicle & Government Cycle - Check them and their

maintenance and expenditure on repairs.

49.8.8 Rewards - Scrutinise the records and see if adequate rewards

have been given.

49.8.9 S.S. Fund Accounts - Expenditure on a few items should be

scrutinised. Note about this should be recorded separately and

dealt with on a secret basis.

49.8.10 Cashier’s Security Bond - Whether it is in order.

Whether Annual verification is done?

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49.8.11 Audit Reports - Whether action taken on them and actions

dealt with fully and promptly.

49.8.12 Budget - Whether the Head Office instructions on Budgetary

control are being exercised meticulously..

49.9 Section IV - Malkhana, Summons, Warrants & Absconders

49.9.1 Malkhana - Whether the room in which Malkhana is situated,

is safe and secure. If not, adequate steps are to be suggested.

Whether valuable property is kept in safe custody. Malkhana Register

should be checked particularly to see whether there is any delay in

disposal of property after conclusion of the case. In a few items the

property actually present in Malkhana should be checked with the list

given in the register. Are Monthly Statements about property present

in the Malkhana prepared? Are Monthly Inspections done by the PP

and half - yearly by the SP?

49.9.2 Summons and Warrants - Whether the register is maintained

properly and are Monthly Statements prepared and checked by the

SP. Is there any omission or defect in service of summons or

execution of warrants?

49.9.3 Absconded Offenders - The register should be checked to

ascertain whether entries are up-to-date and complete. Whether

rewards are announced and whether periodical efforts have been

made to trace the absconders.

49.10 Section V - Crime

49.10.1 Crime Registers - Check all Crime Registers and statements to

see if they are properly maintained, particularly check the crime

Digest and the quality of the notes made therein by the SP or the

Dy.SP maintaining it.

49.10.2 Complaints Register - Check whether each complaint has

been scrutinised and dealt with according to its nature and in proper

time.

49.10.3 Preliminary Enquiries - Check their disposal, both in point of

speed and quality.

49.10.4 Regular Cases - Check their disposal, both in point of speed

and quality of investigations.

49.10.5 Delays in Enquiries and Investigation - Examine cases in

which more than three or six months were taken respectively for

finalising PEs and RCs and comments on reasons for delay.

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49.10.6 Diaries and Progress Reports - Check a few to see their

quality and to check if they were prepared and submitted in proper

time.

49.10.7 Final Reports - Check some to see if they are properly drafted.

Point out general and persistent defects, if any. In how many cases

were further enquiries ordered by Head Office or the

recommendations of the branch were not accepted. Comment on

supervision by the SP.

49.10.8 Results of Enquiries and Investigation - Consider number of

cases taken up for enquiry and investigation and the number of

successful cases. Comment on quality of investigation work and on

supervision by SP.

49.10.9 Court Trials - Check all cases pending trial in courts over a

year. Consider possible steps to get them expedited.

49.10.10 Prosecution and Results in Court - Comment on successes

and failures in courts. Scrutinise Acquittal Register and results of

appeals or revisions against acquittals. Reasons for failure should be

particularly examined whether in original or Appellate Courts.

Comment on quality of prosecution work.

49.10.11 Departmental Action & Results - Check and comment on

cases sent up for departmental action and their results. Comment

particularly on failures in departmental action.

49.10.12 Collection of information about corruption - Check number

of trap cases and other cases started on information gathered by the

branch itself. Discuss adequacy of arrangements made for collection

of information and take steps, wherever necessary, for improvement.

Discuss with SP quality of investigation and prosecution work

and make necessary suggestions for improvement.

49.11 ection VI - Staff & Miscellaneous

49.11.1 Staff - Consider vacancies and interview Investigating Officers

and other staff to check the quality of their work and their suitability

for continued retention in the Special Police Establishment or in that

Branch.

49.11.2 RSOs - Interview them and check their work and suitability for

further retention.

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49.11.3 Co-operation - Comment on liaison maintained by the SP with

other Departments and the co-operation between them.

49.11.4 Discipline - Comment on discipline of the staff.

49.11.5 Sports and Games - See whether any arrangements

exist?

49.11.6 Inspections - Check dates of inspections by the SP, the

Dy.SP and the P.P. Scrutinise notes of inspection to see their quality.

Also see whether the instructions issued during the Inspections have

been complied with.

49.11.7 Security - Check arrangements for security of office and

official records and files.

49.12 List of items to be checked by officers of the CBI Head

Office while inspecting CBI Branches

i) Whether the expenditure has been kept within the sanctioned

Budget grant.

ii) Whether the cash book is being maintained properly.

iii) Whether the Drawing and Disbursing Officer is exercising the

check prescribed in the Financial Rules.

iv) Whether TA and other advances are being adjusted promptly

in accordance with the rules and the subject.

v) Whether recoveries are being made of Government dues from

the officers in time.

vi) Whether the Service Books are being maintained properly.

vii) Whether Rules regarding grant of Over Time Allowance are

being observed.

viii) Whether the procedure for disposal of old Newspapers is

being observed.

ix) Whether due care is being exercised on Telephone expenditure

and a register maintained for STD calls.

x) Whether the amount of permanent imprest sanctioned to the

office is being properly utilised, whether the amount needs

revision or not.

xi) Whether annual stock verification of dead stock is being

carried out.

xii) Whether GPF Ledger in respect of Class IV Government

servants is being duly maintained.

xiii) Whether payment of Children Education Allowance,

reimbursement of educational expenditure and reimbursement

of medical fees is being made in accordance with the rules etc.

xiv) Whether a Pension register is being maintained properly.

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xv) Whether annual verification certificates are being recorded in

the Service Books.

xvi) Whether the Recruitment Rules in regard to the cases where

the SP is appointing authority, are being followed in the matter

of appointment of candidates from Employment Exchange.

xvii) Whether a special register in respect of vacancies reserved for

Scheduled Caste and Scheduled Tribe candidates is being

maintained.

xviii) Whether recording and weeding out of old files is being done

properly and whether the files recorded are being preserved in

accordance with the procedures prescribed in this regard.

xix) Whether Diary, Despatch, File Movement, Assistant Diary

(including typists register showing daily work done) and Stamp

Account Registers are maintained properly.

xx) Whether Weekly Arrears Statement is being put up to Branch

Officer in time.

xxi) Whether a chart/Register showing the periodicity of

various/Monthly/ Quarterly/Half Yearly/Annual Returns is

being maintained and dates of submission of returns to Head

Office shown therein.

xxii) Whether proper account is being maintained of cheques

issued by the branches and whether the cheques are issued in

the proper form, that is to say, in the form intended for issue to

gazetted officers, to non-gazetted officers or for miscellaneous

payments.

xxiii) Whether vouchers in respect of payments made by the office

by drawing cash from the bank are being sent to the Pay and

Accounts Officer regularly and whether action is being taken to

have the accounts reconciled

xxiv) Whether references to the Pay and Accounts Officer/CBI, Head

Office are being made regularly and in time for issue of letters

of credit and whether references are also being made to this

Pay Office separately for letters of credit for items of

expenditure of special nature not covered by the letters of

credit already issued.

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50. 50. 50. 50. AUDITAUDITAUDITAUDIT 50.1 Role of Audit

The audit is an essential part of financial system. Its main

purpose is to see (i) whether the accounts are complete in all respects

(ii) whether expenditure is as per the laid down financial rules and

duly authorised.

50.2 Internal Audit

Internal checks on accounts of Civil Departments is vested in

the Financial Adviser under Departmentalized Accounting System.

Internal Audit of CBI Head Office and all budget dealing branches

located at Delhi and outside Delhi is conducted by the Internal Audit

Party deputed by the Internal Audit Wing of Principal Accounts Office

of Ministry of Personnel, Public Grievances and Pension, New Delhi.

50.3 Statutory Audit

Statutory Audit is conducted by the Audit Team of Directorate

General of Audit, Central Revenue, New Delhi and local Accountant

General of State. Audit of the books of accounts of CBI Head Office

and branches located at Delhi is conducted by the Audit Team

deputed by the Office of Directorate General of Audit, Central

Revenue, New Delhi and in respect of CBI branches located outside

Delhi by the Audit Team of concerned State Accountant General.

50.4 The audit party audits the accounts of the branches and

inspects the general working of a Department. The following books

/records among other things are generally audited:-

(i) Cash Book

(ii) Receipt Book( in form GAR-6)

(iii) Contingent Register

(iv) Bill Register

(v) Pay Bill Registers

(vi) Service Postage Stamps Register

(vii) Register of recoveries

(viii) Register of valuables

(ix) Despatch Register

(x) Challan Register/Challans

(xi) Register of Stationery

(xii) Telephone Bill Register

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(xiii) Stock Registers :

a) Consumable articles &

b) Non-consumable articles (Dead-stock)

(xiv) Log Books (All Vehicles)

(xv) GP Fund Register of Group ‘D’ employees.

(xvi) Paid Vouchers.

(xvii) TA/LTC claims

(xviii) Income Tax calculation

(xix) Pay Fixation statements

(xx) All Purchase files

(xxi) Railway Warrants

(xxii) Budget

50.5 A subordinate authority shall not with hold any information,

books or other documents required by Audit (GFR-II).

50.6 On receipt of a copy of the audit/Inspection Report, the Ss.P. of

the Branches are required to remove the defects and implement the

suggestions made in these reports and send compliance to the Audit

Party under intimation to Head Office. The Head Office keeps a watch

that the objections raised by the Audit are settled fully and finally.

50.7 To monitor the settlement of audit objections, a register may be

maintained. Progress made for settlement of these objections may be

reviewed periodically.

50.8 Periodicity of Audit Inspections :

Each Office should be inspected at least once a year. Accounts

of Head Office and branches are subjected to test audits periodically

by representatives of Controller of Accounts/Principal Accounts

Office.

50.9 Wherever such test audit has not been undertaken within a

period of preceding two years in any unit, an inspection of the

accounts of that unit should be undertaken by a team from CBI, Head

Office. Heads of CBI Offices should keep the Head Office informed

about any case when there was no test audit within preceding two

years.

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51. 51. 51. 51. IMPLEMENTATION OF INSTRUCTIONS IMPLEMENTATION OF INSTRUCTIONS IMPLEMENTATION OF INSTRUCTIONS IMPLEMENTATION OF INSTRUCTIONS

ON OFFICIAL LANGUAGEON OFFICIAL LANGUAGEON OFFICIAL LANGUAGEON OFFICIAL LANGUAGE

51.1 Language of the Union

The Official Language of the Union is Hindi in Devanagari

script. The form of numerals used for the official purposes of the

Union is the international form of Indian numerals.

51.2 The important instructions regarding Official Language

Policy as per the Official Languages Act, 1963 and the Official

Languages (Use for official purposes of the Union) Rules, 1976 (As

amended in 1987) made thereunder are as follows:-

(i) Region :-

"Region A" means the States of Bihar, Chhattisgarh,

Jharkhand, Haryana, Himachal Pradesh, Madhya

Pradesh, Rajasthan, Uttaranchal and Uttar Pradesh and

the Union Territory of Delhi and Andaman and Nicobar

Islands .

"Region B" means the States of Gujarat, Maharashtra

and Punjab and the Union Territory of Chandigarh.

"Region C" means the States and the Union Territories

other than those referred to in Region A and B.

(ii) (ii) Proficiency in Hindi - An employee shall be

deemed to possess proficiency in Hindi if :-

(a) he has passed the Matriculation or any

equivalent or higher examination with Hindi as the

medium of examination; or

(b) he has taken Hindi as an elective subject in the

degree examination or any other examination equivalent

to or higher than the degree examination; or

(c) he declares himself to possess proficiency in Hindi.

(iii) Working knowledge of Hindi - An employee shall be

deemed to have acquired a working knowledge of Hindi if

:-

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(a) he has passed the Matriculation or an

equivalent or higher examination with Hindi as

one of the subjects; or

(b) he has passed the Pragya examination

conducted under the Hindi Teaching Scheme of

the Central Government or when so specified by

that Government in respect of any particular

category of posts, any lower examination under

that Scheme; or

(c) he has passed any other examination specified

in that behalf by the Central Government; or

(d) he declares himself to have acquired such

knowledge .

(iv) Originating Correspondence to the Central Government

Offices, States or Union Territories and individuals in

Region 'A' and 'B' shall be in Hindi.

(v) Noting on files be made more and more in Hindi.

(vi) All communications received in Hindi irrespective of

their source shall be replied to in Hindi.

(vii) All applications, appeals or representations made or

signed in Hindi shall essentially be replied in Hindi.

(viii) All papers, documents, general orders, resolutions,

rules, notifications, agreements, administrative and

other reports or press communiques etc. falling under

section 3(3) of the Official Language Act, 1963 shall

essentially be issued simultaneously in bilingual form

( Hindi & English).

(ix) Addresses on the envelopes of letters meant for

despatch to Region 'A' & 'B' shall be written only in

Devnagari script.

(x) Rubber stamps, Name plates, Notice Boards, Sign

boards, letter-heads, forms headings of Registers etc.

shall be got prepared only in bilingual form, i.e. both in

Hindi & English.

(xi) Entries in Service Books/Registers maintained in

offices located in Region A' & 'B' shall be made in Hindi

only.

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(xii) All advertisements/tenders etc. shall be issued in

Hindi & English simultaneously for publication in the

Newspapers of the respective languages.

(xiii) In all in-service Departmental and Promotional

Examinations, option shall be provided to answer

question papers through Hindi medium also except

compulsory question papers of English. Such question

papers shall be made available both in English and

Hindi. The candidates shall be informed clearly about

the availability of Hindi medium for written

examination and interview well in advance.

(xiv) The names of the Central Government offices, the staff

whereof have acquired a working knowledge of Hindi,

shall be notified in the Official Gazette.

(xv) All manuals, codes and other procedural literature

relating to the Central Government offices shall be

printed or cyclostyled, as the case may be, and

published both in Hindi and English in diglot form.

51.3 Overall Responsibility

It shall be the responsibility of the administrative head of each

Central Government office to ensure that the provisions of the Act and

rules made thereunder and the directions issued are properly

complied with. Further, it is the responsibility of the officer signing

the letter, circular or document to ensure that the letters, circulars

etc. which are required to be issued in Hindi or in bilingual, i.e. in

Hindi & English are both prepared simultaneously and then issued

accordingly.

51.4 Incentive Schemes

There are several incentive schemes for doing official work in

Hindi such as scheme for doing original noting/drafting in Hindi,

scheme for doing orginal official work in Hindi in specialized spheres,

scheme of giving dictation in Hindi, scheme for writing original books

in Hindi etc.

51.5 Annual Programme

Department of Official Language issues an Annual Programme

for progressive use of Hindi which can be downloaded from their

website [dol.nic.in].

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APPENDIX-I

POSTS SANCTIONED IN CBI AND THEIR PAY SCALEPOSTS SANCTIONED IN CBI AND THEIR PAY SCALEPOSTS SANCTIONED IN CBI AND THEIR PAY SCALEPOSTS SANCTIONED IN CBI AND THEIR PAY SCALE

Designation of Post Sanctioned Strength

Revised scales of Pay (According to 5th Central Pay Commission)

GROUP A

Director 1 Rs.26000/-(fixed)

Special Director 1 Rs.24050-650-26000/- (Above Super time Scale)

Additional. Director 2 Rs.22400-525-24500/- (Above Supertime Scale)

Joint Director 16 Rs.18400-500-22400/- (Supertime Scale)

Deputy Inspector General of Police

39 Rs.16400-450-20000/- (Super time Scale)

Senior Supdt. of Police 10 Rs.14300-400-18300/-

Superintendent of Police 89 For IPS Officers Rs.10000-325-15200 (Time Scale) Rs.12000-375-16500/-(Junior Administrative Scale) Rs.14300-400-18300/- (Selection Grade) For Non -IPS officers Rs.12000-375-16500/-

Addl. Superintendent of Police

75 Rs.10000-325-15200/-

Deputy Superintendent of Police

240 Rs.8000-275-13500/-

Dy. Adviser (Equivalent to the rank of DSP)

10 Rs.8000-275-13500/-

Admn. Officer 2 Rs.10000-325-15200/-

ALA 6 Rs.14300-400-18300/-

DLA 20 Rs.12000-375-16500/-

Senior Public Prosecutor 67 Rs.10000-325-15200/-

Public Prosecutor 96 Rs.8000-275-13500/-

Sr. Adviser (Equivalent to DIG)

4 Rs.16400-450-20000/-

Adviser (Equivalent to SP) 4 Rs.14300-400-18300/-

Technical Adviser

1 Rs.10000-325-15200/-

Technical Officer (A&IT)

3 Rs.10000-325-15200/-

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Technical Officer (Banking)

1 Rs.10000-325-15200/-

DPIO 1 Rs.14300-400-18300/-

Executive Engineer 1 Rs.10000-325-15200/-

OSD (Computer) 1 Rs.10000-325-15200/-

Principal System Analyst 1 Rs.12000-375-16500/-

Sr. System Analyst. 3 Rs.10650-325-15850/-

Programmer 10 Rs.8000-275-13500/-

Lecturers (Training Academy)

2 Rs.8000-275-13500/-

TOTAL 706

GROUP B

Junior Analyst 1 Rs.6500-200-10500/-

Office Supdt. 35 Rs.6500-200-10500/-

APPs 41 Rs.6500-200-10500/-

JTO (A&IT) 4 Rs.6500-200-10500/-

Hindi Officer 2 Rs.7500-250-12000/-

Librarian 1 Rs.6500-200-10500/-

Steno Gr.A/Sr.PS 3 Rs.7500-250-12000/-

Steno Gr.B/PS 16 Rs.6500-200-10500/-

Asst. Programmer 40 Rs.6500-200-10500/-

Total

143

GROUP C

Inspr. of Police 755 Rs.6500-200-10500/-

Junior Adviser 16 Rs.6500-200-10500/-

Sub Insprs. 381 Rs.5500-175-9000/-

ASI 199 Rs.4000-100-6000/-

Head Constable 459 Rs.3200-85-4900/-

Constable 1,808 Rs.3050-75-3950-80-4590/-

Steno Gr.I/PA 64 Rs.5500-175-9000/-

Steno Gr.D/ Sr. Clerk Steno

371 Rs.4000-100-6000/-

Jr. Accounts Officer 1 Rs.5500-175-9000/-

Crime Assistants 57 Rs.5500-175-9000/-

Head Clerks 76 Rs.5000-150-8000/-

UDCs 188 Rs.4000-100-6000/-

LDCs 469 Rs.3050-75-3950-80-4590/-

Sr.Hindi Translator 1 Rs.6500-200-10500/-

Jr. Hindi Translator 20 Rs.5500-175-9000/-

Asst. Librarian 1 Rs.5000-150-8000/-

Junior Engineers 5 Rs.5500-175-9000/-

Income Tax Inspectors 2 Rs.6500-200-10500/-

C&CE Insprs. 4 Rs.6500-200-10500/-

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DPA Gr.B 1 Rs.6500-200-10500/-

DPA Gr.A 1 Rs.5500-175-9000/-

Care Taker 1 Rs.5500-175-9000/-

DEO Gr. A 12 Rs.4000-100-6000/-

Sr.Gest. Operator 1 Rs.3050-75-4590/-

TOTAL

4,893

GROUP D

Dresser 1 Rs.2750-70-3800-75-4400/-

Jr. Gest. Operator 7 Rs.2610-60-2910-65-3300-70-4000/-

Daftry 48 Rs.2610-60-2910-65-3300-70-4000/-

Peon 28 Rs.2550-55-2660-60-3200/-

Safaiwala 53 Rs.2550-55-2660-60-3200/-

Farash 1 Rs.2550-55-2660-60-3200/-

Bearer 4 Rs.2550-55-2660-60-3200/-

Cook 2 Rs.2550-55-2660-60-3200/-

Total 144

GRAND TOTAL 5,886

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APPENDIX-II

WORK ALLOCATION IN ADMINISTRATION DIVISIONWORK ALLOCATION IN ADMINISTRATION DIVISIONWORK ALLOCATION IN ADMINISTRATION DIVISIONWORK ALLOCATION IN ADMINISTRATION DIVISION

Consequent upon restructuring of CBI branches / regions vide Policy

Division/CBI/HO Order dated 30.05.2003 under each Joint Director, the

work of Administration Division CBI, Head Office is redistributed as under:

(A) DIG(Pers.)

The DIG(Pers) is responsible for the personnel management in CBI

through the SP(Pers) and AO(Pers) whose allocation of duties and

responsibilities are given below :

(I) Supdt of Police (Pers.)

1. Internal Work Study Unit

i. Rationalisation of Organisation structure.

ii. Work measurement studies of CBI, HO and Branches etc.

iii. Inspection notes - compilation/supply of information asked for by

Cabinet Sectt./DP&T/MHA and Parliament Questions.

iv. Creation of new posts and setting up of new Branches / Units etc.

v. Proposal for creation / upgradation of posts.

vi. Revision of pay scales and allowances.

vii. All monthly, quarterly and annual returns relating to :-

a. Representation of Minority Communities in Government

Service.

b. Special Recruitment Drive for SC/ST.

c. Recruitment of OBCs in Government Service.

d. Employment of members of families of Government

Servants in foreign mission.

e. Representation for Physically handicapped persons in

Group ‘C’ and ‘D’ posts.

f. Filling up of backlog of posts reserved for SC/ST.

g. Appointment of SCs/STs/OBCs.

viii. Continuation of temporary posts.

ix. Related Court matters/RDAs.

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x. To liaise with all officers/Sections of Administration Division and

to furnish information to Senior Officers as and when called

for.

xi. Monthly Performance Report.

xii. Maintenance of old files and records as per instructions of the

Government in the Central Record Room.

xiii. Co-ordination with Ministries / Sections of Administration

Division, CBI, Head Office regarding Establishment matters.

2. Pers-II Section

i. Recruitment, appointment, deputation, posting, transfer, promotion,

absorption, pay fixation in respect of Inspector, Sub-Inspectors, Jr.

Advisors, Jr. Engineers, Hindi Translators.

ii. Recruitment, appointment, deputation, posting, transfer, promotion,

absorption, pay fixation of Sr.PS and PS, all NGO Ministerial and

Group ‘D’ ranks.

iii. All disciplinary matters in respect of Inspectors and Sub-Inspectors in

executive ranks, Jr.Advisors & Jr. Engineers, Sr.PS and PS all NGO

Ministerial and Group ‘D’ ranks.

iv. Preparation of Seniority list of all cadres dealt with in the Section.

v. Court/CAT matters in respect of all cadres dealt with in the Section.

3. Pers- III Section

i. Recruitment, appointment, deputation, posting, transfer, promotion,

absorption, pay fixation in respect of ASI, Head Constables and

Constables.

ii. All disciplinary matters in respect of ASI, Head Constables and

Constables.

iii. Pension cases of all categories of staff / Officers of CBI, HO and follow

up of pension cases of Branches with P & AO, CBI.

iv. All matters relating to CGHS / Family Planning Scheme.

v. Rewards / Honorarium.

vi. Preparation of Seniority list of all Cadres dealt with in the Section.

vii. Court/CAT matters in respect of all cadres dealt with in the Section.

(II) Admn. Officers (Pers.)

1. Pers-I Section

i. Appointment, deputation, posting, transfer, promotion, training,

absorption, pay fixation and disciplinary matters in respect of all

Executive Officers of the rank of Dy.SP and above, Prosecution ranks,

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Information Officers, Executive Engineer, OSD(Computer), Technical

Advisor, Technical Officers, JTOs, Principal System Analyst,

Sr.System Analysts, Programmers, Asstt. Programmers, Officer

Supdts & Hindi Officer.

ii. Induction / posting / transfer of Railway Sectional Officers.

iii. Preparation of Seniority list of all cadres dealt with in the Section.

iv. Court / CAT matters in respect of all cadres dealt with in the

Section.

2. DPC & ACR Section

i. DPC meetings of CBI Officers.

ii. Submission of proposals to UPSC.

iii. Holding of Departmental Competitive Examinations.

iv. Recruitment Rules - matters relating to review.

v. Custody / maintenance of ACR folders and follow-up action on appeals

against adverse remarks in respect of all NGO ranks in Ministerial,

Executive and Technical cadre of CBI and Departmental Canteen

staff.

3. Hindi Section

i. Translation from English to Hindi and vice-versa.

ii. Implementation of official language programmes.

iii. Imparting training in Hindi.

iv. Inspection of Branches of CBI regarding progressive use of Hindi.

v. Organisation of Hindi Workshop.

vi. Organisation of OLIC meeting.

(B) DIG(Admn.)

The Dy.I.G.(Admn) is responsible for the overall Budget & logistics of

the organisation through the AO(A) and SP(Hqrs) whose allocation of duties

and responsibilites are given below :-

(I) Supdt of Police (Hqrs.)

1. Admn.-1

i. Office accommodation - Acquisition, possession, maintenance, hiring

and construction etc.

ii. Residential accommodation - Acquisition, possession, maintenance,

hiring and construction etc.

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iii. Supervision, caretaking etc., of HO building viz., sanitation, hygiene,

beautification and other civic amenities.

iv. Telephones - all matters.

v. Preparation of plan and its implementation.

vi. Identity Cards - MHA, CBI, Defence, BOCAS etc.

vii. CBI Canteen matters.

viii. Condemnation, purchase and distribution of all CBI vehicles.

ix. Benevolent fund and welfare matters.

x. Uniforms and liveries to Group ‘D’ staff - purchase and supply in

respect of HO staff.

2. Control Room

3. Motor Transport Cell

i. Maintenance and upkeep of Government vehicles available on the

srength of CBI, HO and also their records. To provide Government vehicles

to all senior officers of CBI, HO at the time of their requirements. Also to

arrange transport facilities for officers attending various Conference /

Meetings organised by CBI.

4. R & I Cell

i. Centralised receipts and despatch section for the entire CBI Branches.

ii. Despatch section for the entire Admn Division.

5. Deptt. Canteen

6. Duty Officer, Pragati Vihar Hostel and Vasant Vihar Hostel.

7. EPBAX, CBI, HO.

(II) Admn. Officer(A)

1. Admn.II

i. Drawing and Disbursing Unit for CBI Hqrs., and all related functions.

ii. Annual and Plan Budget matters for the Department as a whole.

iii. Audit paras and their settlements.

iv. Payments of bills in respect of Air Vouchers, Railway Warrants.

v. Delegation of Adminisrative and Financial powers.

vi. Declaration of DDOs, Head of Office, Controlling Officers in respect of

CBI Branches.

vii. Appropriation and Re-appropriation of funds.

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viii. Maintenance of GPF Account of Group ‘D’ employees of CBI,

ix. All work relating to issue of Air Vouchers for air journeys performed

by CBI

x. Matters relating to Foreign visits of CBI officers for investigation and

to attend Training, Seminar & Conferences etc.

2. Admn.III

i. Stationary and furniture / indenting / purchase and supply including

printing /supply of establishment and crime forms.

ii. Purchase, supply and maintenance of all types of manual / electronic

machines FAX, Computers, Printers etc.

iii. Purchase and condemnation of stores purchase under HO sanction.

iv. Publishing and printing.

v. Matters relating to all advances (GPF, HBA, Motor Car Advance, Cycle

Advance, Festival Advance, Computer Advance etc.)

vi. Medical Reimbursement.

vii. Matters relating to all claims (Conveyance allowance under SR-25,

Children Education Allowance, Tuition Fee claims etc.)

3. Library

Maintenance of all Books, Newspapers, Magazines.

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APPENDIX-III

RECRUITMENT RULES

1. Introduction

Rules are framed by the President of India in exercise of the powers

conferred by the provision of Article 309 of the Constitution to regulate the

method of recruitment/appointment to different posts in CBI. Various

methods of recruitment are direct recruitment, deputation, promotion by

seniority or through Limited Departmental Competitive Examination.

Recruitment Rules for most of the posts of CBI have been framed and

notified. The rest of the Rules are under the process of revision or pending

notification. No relaxation in the provisions of the rules are possible except

with the prior approval of the Cabinet Secretariat which is the rule making

authority.

2. Modes of Recruitment

2.1 Executive Ranks :

(i) The Director, Special Directors and Addl. Director are recruited

exclusively by deputation of the officers of Indian Police Services, who have

been approved for appointment as Director General of Police/and Additional

Director General of Police under the Government of India respectively.

Recommendations for appointments are made by a CBI Selection Board

headed by Central Vigilance Commissioner and Home Secretary, Secretary

(Co-ordn & PG), Cabinet Secretariat as Members. The views of the

incumbent Director are considered by the Board for making the best choice.

Final selection to these posts of CBI is made by the Appointment Committee

of the Cabinet from the panel recommended by the aforesaid CBI Selection

Board. The Director, CBI shall have a minimum tenure of 2 years regardless

of the date of his superannuation.

(ii) Eighty percent posts of the Joint Directors are filled up by deputation

from the officers of Indian Police Service who have been approved for

appointment as Inspector General of Police under the Government of India.

The rest twenty percent posts of Joint Directors are filled up by the

departmental cadre officers who have completed 5 years regular service as

DIG.

(iii) Seventy five percent posts of DIG are filled up on deputation of the

officers of Indian Police Service empaneled for holding DIsG level post at the

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Centre or officers of Indian Revenue Service (Income Tax Service, Indian

Custom and Central Excise), holding analogous posts on regular basis. The

rest twenty five percent posts of DIsG are filled up from the departmental

cadre officers who have completed 4 years regular service as Sr.Ss.P., failing

which Sr.Ss.P. with combined regular service of 8 years in the grade of

Sr.S.P. and SP.

(iii) The posts of Sr.Ss.P. are filled up from the departmental cadre SsP

with 4 years of regular service in the grade.

(iv) Sixty percent posts of SsP are filled on deputation of the officers of

Indian Police Service/All India Services/IAAS/IRS/IC&CE and Central Police

Organizations holding analogous post on regular basis. Ten percent of the

deputation posts are exclusively meant for officers belonging to services

other than IPS such as AIS, IA&AS/IRS(IT), IC&CES and CPOs (the penal of

the deputation posts, out of the deputation quota are to be filled up from the

officers other than Indian Police Services). The rest forty percent posts of SsP

are filled up from amongst the departmental cadre officers who have

completed 6 years regular service in the rank of ASP failing which of the

rank of ASP with combined regular service of 12 years in the grades of ASP &

DSP.

(v) Eighty percent posts of ASP are filled by promotion of the

departmental DSsP having 6 year regular service in the grade, the rest

twenty percent posts are filled up on deputation/absorption basis.

Absorption will not exceed ten percent of the deputation posts.

(vi) Forty percent posts of Dy.S.P. are filled up by promotion of the

departmental Inspectors, who have 8 years regular service in the grade. Fifty

percent posts are filled on deputation/absorption basis of the officers of

Centre/State Police Organisations holding analogous posts subjected to the

condition that absorption will not exceed fifteen percent of the deputation

posts. The rest ten percent posts are filled by Direct Recruitment.

(vii) Fifty percent posts of Inspectors are filled up by promotion of the Sub-

Inspectors in the CBI with 5 years’ regular service in the grade. Remaining

fifty percent posts are filled up on deputation/transfer basis of the officers of

Centre/State Police Organisations holding analogous posts.

(viii) Fifty percent posts of Sub-Inspectors are filled by direct recruitment

through Staff Selection Commission. Twenty five percent posts are filled up

by the departmental ASIs with five years’ regular service in the grade by

promotion on seniority-cum-fitness basis. The remaining twenty five percent

posts are filled up through Limited Departmental Competitive Examination.

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(ix) Fifty percent posts of ASIs are filled up by promotion of departmental

Head Constables of CBI with a minimum of 5 years’ regular service in that

grade. Twenty five percent posts are filled up through Limited Departmental

Competitive Examination and remaining twenty five percent by

deputation/absorption.

(x) Forty percent posts of Head Constables are filled up by promotion by

seniority-cum-fitness basis of the Constables with at least 5 years’ regular

service the grade in CBI. Forty percent posts are filled up through Limited

Departmental Competitive Examination. Remaining twenty percent are filled

up by deputation/absorption.

(xi) Forty percent posts of Constables are filled up by direct recruitment.

Remaining sixty percent posts are filled up by deputation/absorption.

2.2 Law Officers

(i) The posts of Additional Legal Advisor/Deputy Legal Advisor are filled

up either by promotion from amongst Dy. Legal Advisors/Sr. Public

Prosecutors of CBI with 5 years regular service in the grade or by deputation

from amongst the officers of Central/State Governments holding analogous

post. Failing both of the above methods, ALA/DLA can also be appointed by

direct recruitment through UPSC.

(ii) Fifty percent posts of Sr. Public Prosecutors are filled up by promotion

from amongst the Public Prosecutors of CBI with five years’ regular service in

the grade, failing which the posts are filled by deputation. Twenty five

percent posts are filled up by direct recruitment through UPSC and

remaining twenty five percent posts by deputation or absorption from

amongst the officers of Cenral/State Governments holding analogous post.

(iii) Fifty five percent posts of Public Prosecutors are filled up by direct

recruitment through UPSC. Twenty percent posts are filled up by promotion

from amongst the Assistant Public Prosecutors of CBI with five years’ regular

service in the grade, failing which the posts are filled by deputation. The

remaining twenty five percent posts by deputation or absorption from

amongst the officers of Central/State Governments holding analogous post.

(iv) The post of Assistant Public Prosecutor is filled up by direct

recruitment through UPSC.

2.3 Ministerial Cadre

(i) The post of Office Superintendent in CBI is filled up either by

promotion of the officers of CBI with a cumulative service of 8 years in the

posts of Crime Assistant and Head Clerk-cum-Accountant in the

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organisation (of which at least 3 years of service should be in the post of

Crime Assistant) or on deputation of the officers holding analogous posts in

Centre/State Police Organisations.

(ii) The posts of Sr. Private Secretary/Private Secretary in CBI are filled

up either by promotion from amongst the officers in the rank of Private

Secretary/Personal Assistant of CBI with a total period of 2/7 years of

service respectively in the organization on deputation of the officers holding

analogous posts in Centre/State Police Organizations.

(iii) The post of Personal Assistant in CBI is filled up either by promotion

from amongst the officers in the rank of Sr. Clerk Steno of CBI with a total

period of 3 years of service in the organization or on deputation of the

officers holding analogous posts in Centre/State Police Organizations.

(iv) Seventy five percent posts of Sr. Clerk Steno are filled up directly

through Staff Selection Commission and the remaining twenty five percent

posts are filled up by deputation failing which by direct recruitment.

(v) The posts of Crime Assistant in CBI are filled up by promotion of the

officers in the rank of Head Clerk-cum-Accountants in the CBI who have put

in 3 years regular service in the grade.

(vi) Sixty percent posts of Head Clerk in CBI are filled up by promotion

through Limited Departmental Competitive Examination of the officials in

the rank of UDCs in the CBI who have put in 3 years regular service in the

grade. Remaining forty percent posts are filled up by promotion on the basis

of seniority-cum-fitness.

(vii) Seventy five percent posts of UDC are filled up by promotion by

seniority-cum-fitness, failing which by deputation and the rest twenty five

percent posts are filled up by promotion through Limited Departmental

Competitive Examination from amongst the officials who have put in 5 years

of regular service in the rank of LDC.

(viii) Ninety percent of the posts of LDC are filled up through by direct

recruitment. Out of these, ten percent of the vacancies, are to be filled

through Limited Departmental Competitive Examination of the matriculate

Class-IV employees of CBI. The remaining ten percent posts are filled by

deputation, failing which by direct recruitment.

2.4 Group ‘ D’ Posts

(i) The post of Daftry in CBI is filled up by promotion of the Peons with

three years minimum service rendered on regular basis after their

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appointment or by deputation form persons holding analogous posts in

Central Government Officers.

(ii) Seventy five percent posts of Peon are filled up directly and twenty five

percent posts are filled up by deputation failing which by direct recruitment

of other Group ‘D’ employees who have put in 5 years regular service and

posses at least elementary literacy.

(iii) The recruitment in the grade of Safaiwalas in the CBI is made by

direct recruitment.

(iv) The post of Sr. Gestetner Operator in CBI is filled up by promotion

from amongst Jr. Gestetner Operators with 3 years service in the grade and

having proficiency in handling of Gestetner Machines.

(v) The post of Jr. Gestetner Operator is filled up by promotion from

amongst Daftaries of CBI who have put in minimum 3 years service as

Daftry and who possess proficiency in handling of Gestetner Machines.

2.5 Support Staff

(i) The post of Lecturer is filled up by deputation from the officers of the

Central/State Government.

(ii) The post of Principal System Analyst is filled up either by promotion

from amongst the Senior System Analysts of CBI with five years’ regular

service in the grade or by deputation from amongst the officers of

Central/State Government or Universities or recognised Research Institutes

of Public Sector Undertaking or Semi-Government, Statutory or

Autonomous Organisations holding analogous posts on regular basis, failing

which by direct recruitment through UPSC.

(iii) The post of Sr. System Analyst is filled up either by promotion from

amongst the Programmers of CBI with five years’ regular service in the grade

or by deputation from amongst the officers of Central/State Government or

Universities or recognised Research Institutes or Public Sector Undertakings

or Semi-Government, Statutory or Autonomous Organisations holding

analogous posts on regular basis, failing by promotion/deputation, the post

is filled up directly through UPSC.

(iv) The post of Programmer is filled up either by promotion from amongst

the Assistant Programmers of CBI with five years’ regular service in the

grade or by deputation from amongst the officers of Central/State

Government or Universities or recognised Research Institutes or Public

Sector Undertakings or Semi-Government, Statutory or Autonomous

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Organisations holding analogous posts on regular basis. Failing by

promotion/deputation, the post is filled up directly through UPSC.

(v) The post of Assistant Programmer is filled up by direct recruitment.

(vi) The posts of Assistant Library & Information Officer/Senior Library &

Information Assistant are filled up either by promotion from departmental

officers with three years’ regular service or by deputation from amongst the

officers of Central Government holding analogous post.

(vii) The post of Information Officer is filled up by deputation from

amongst the officers of Central Government holding analogous post, failing

which by direct recruitment through UPSC.

(viii) The post of Care-Taker in CBI is filled up on deputation from Central

Government Offices.

(ix) The post of Dresser in CBI is filled up on deputation from Central

Government Offices.

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APPENDIX-IV

APPOINTMENT THROUGH STAFF SELECTION COMMISSIONAPPOINTMENT THROUGH STAFF SELECTION COMMISSIONAPPOINTMENT THROUGH STAFF SELECTION COMMISSIONAPPOINTMENT THROUGH STAFF SELECTION COMMISSION

1. The Government of India, in the Department of Personnel and

Administrative Reforms vide its Resolution No. 46/1(S)/74-Estt.(B)

dated the 4th November, 1975 constituted a Commission called as

Subordinate Services Commission which was subsequently

redesignated as Staff Selection Commission effective from the 26th

September, 1977 to make recruitment to various Class III (now Group

‘C’) (non-technical) posts in various Ministries/Departments of the

Government of India and in subordinate Offices. The functions of the

Staff Selection Commission have been enlarged from time to time and

presently the Staff Selection Commission conducts recruitment to all

Group ‘B’ posts in the pay scale the maximum of which is less than

Rs. 10,500/-. Thus the Staff Selection Commission conducts

examination and/or interviews, whenever required for recruitment to

the posts within its purview. The examinations are conducted usually

for :-

(a) the posts of Lower Division Clerks in various

Ministries/Departments, attached and subordinate offices.

(b) the posts of Grade ‘C’ and Grade ‘D’ Stenographers of Central

Secretariat Stenographers Service including attached and

subordinate offices.

(c) the posts of Assistant in various Ministries/Departments

including attached and subordinate offices.

(d) the posts of Inspectors of Central Excise, Inspectors of Income

Tax, Preventive Officers and Examiners in different Custom

Houses, Assistant Enforcement Officers in Directorate of

Enforcement, Grade - II of Delhi Administration Subordinate

Services.

(e) the posts Sub-Inspectors in Delhi Police, Central Bureau of

Investigation and Central Police Organizations.

2. Besides, the Commission conducts periodical typewriting test

in English and Hindi.

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3. On setting up of the Staff Selection Commission, it will not be

possible to make recruitment to these posts without consulting the

Staff Selection Commission and that also for filling up of vacancies of

an ad-hoc nature only.

4. In CBI, there are posts of SIs, Senior Clerk Stenos and LDCs

and other Group B & C Posts (as mentioned in the Recruitment

Rules), to which it is now necessary to make recruitment through the

Staff Selection Commission. The exact number of vacancies in the

grade of SIs, LDCs and Sr.Clerk Stenos are to be notified to Staff

Selection Commission in advance, indicating the number of posts in

each category reserved for Scheduled Caste and Scheduled Tribes.

Recruitment examinations are held by the Staff Selection Commission

and on the basis of results, they nominate candidates for the posts of

SIs, in CBI (including SIs, Finger Print Bureau, Kolkatta) as well as

Sr.Clerk Stenos, and LDCs.

5. While notifying the vacancies to the Commission, the following

points are required to be noted carefully :-

(a) Requisitions and letters intimating the vacancies addressed to

the Commission should be signed invariably by the authorized

officer, namely, Head of Office.

(b) Only permanent vacancies and vacancies likely to continue

indefinitely are to be taken into account. Short-term/leave

vacancies which are to be filled purely on ad hoc basis should

not be included.

(c) Exact location of the vacancies, i.e. places where the nominated

candidates are to be posted, should be clearly specified.

(d) Particular care should be taken to ensure that reservation

orders are correctly applied and break-up of vacancies reserved

for SC/ST, OBC, PH and Ex-Servicemen is properly indicated

in the requisition under the relevant column.

(e) It should be ensured that correct number of vacancies are

intimated.

(f) Attested copy of ‘No Objection Certificate’ issued by the Central

(Surplus Staff) Cell, in respect of relevant post may also be

attached with the requisition.

(g) It should be ensured that the official seal of requisitioning

officer is affixed below his signature.

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APPENDIX-V

THE DELHI SPECIAL POLICE ESTABLISHMENT (SUBORDINATE RANKS) THE DELHI SPECIAL POLICE ESTABLISHMENT (SUBORDINATE RANKS) THE DELHI SPECIAL POLICE ESTABLISHMENT (SUBORDINATE RANKS) THE DELHI SPECIAL POLICE ESTABLISHMENT (SUBORDINATE RANKS)

(DISCIPLINE AND APPEAL) RULES, 1961(DISCIPLINE AND APPEAL) RULES, 1961(DISCIPLINE AND APPEAL) RULES, 1961(DISCIPLINE AND APPEAL) RULES, 1961

(Govt. of India, Ministry of Home Affairs No. 15/18/59-AVD

dated, the 15th December, 1961)

NOTIFICATION

S.R.O......... In exercise of the powers conferred by the proviso to article 309

of the Constitution, the President hereby makes the following rules, namely:-

(THE DELHI SPECIAL POLICE ESTABLISHMENT (SUBORDINATE RANKS)

(DISCIPLINE AND APPEAL) RULES, 1961.

PART-1 (GENERAL)

1. SHORT TITLE:

These rules may be called the Delhi Special Police Establishment

(Subordinate Ranks) (Discipline and Appeal) Rules, 1961.

2. APPLICATION:

These rules shall apply to all subordinate Police Officers in the Delhi

Special Police Estt.

3. DEFINITIONS:

In these rules, unless the context otherwise requires:-

(a) 'Appointing Authority' in relation to a subordinate Police Officer

means-

(i) the authority empowered to make appointment to the

rank or post which the subordinate Police officer for the time

being holds, or

(ii) the authority which appointed the subordinate Police

Officer to such rank or post, or

(iii) where the subordinate Police Officer having

substantively held any other permanent rank or post, has been

in continuous employment of Govt., the authority which

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appointed him to that rank or post, whichever authority is the

highest authority;

(b) 'Disciplinary Authority' in relation to the imposition of a penalty on a

subordinate Police Officer means the authority competent under these

rules to impose on him that penalty;

(c) 'Inspector General of Police' means the Inspector General of Police,

Delhi Special Police Establishment;

(d) 'Subordinate Police Officer' means a person who is appointed to any

work rank or post specified in the schedule and includes any such

person who is on foreign service or whose services are temporarily

placed at the disposal of any other department of the Central

Government or of a State Government or a Union Territory or a local

or other authority and also any person in the service of any other

department of the Central Government or of a State Govt. or a Union

Territory or a local or other authority whose services are temporarily

placed at the disposal of the Delhi Special police Establishment and

who is appointed to any rank or post specified in the Schedule; and

(e) 'Schedule' means the Schedule to these rules.

4. APPOINTMENTS:

All appointments to the ranks or posts mentioned in column 1 of the

schedule shall be made by the authorities mentioned against each in column

2 thereof.

PART-II (SUSPENSION)

5. SUSPENSION

(1) A subordinate Police Officer may be placed under suspension by the

Appointing Authority or any authority to which it is subordinate or

any authority competent under these rules to impose on that officer

any of the penalties specified in rule-6 :

(a) where a disciplinary proceeding against him is

contemplated or is pending, or

(b) where a case against him in respect of any criminal

offence is under investigation or trial; Provided that where the

order of suspension is made by an authority lower than the

Appointing Authority such authority shall forthwith report to

the appointing authority the circumstances in which the order

was made.

(2) A Subordinate Police Officer who is detained in custody, whether on a

criminal charge or otherwise, for a period exceeding forty-eight hours

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shall be deemed to have been suspended with effect from the date of

detention by an order of the Appointing Authority and shall remain

under suspension until further orders.

(3) Where a penalty of dismissal, removal or compulsory retirement from

service imposed upon a Subordinate Police Officer under suspension

is set aside in appeal or on review under these rules and the case is

remitted for further enquiry or action or with any other directions, the

order of his suspension shall be deemed to have continued in force on

and from the date of the original order of dismissal, removal or

compulsory retirement and shall remain in force until further orders.

(4) Where a penalty of dismissal, removal or compulsory retirement from

service imposed upon a Subordinate Police Officer is set aside or

declared or rendered void in consequence of or by a decision of a

Court of Law and the Disciplinary Authority, on a consideration of the

circumstances of the case, decides to hold a further inquiry against

him on the allegations on which the penalty of dismissal, removal or

compulsory retirement was originally imposed the Subordinate Police

Officer shall deemed to have been placed under suspension by the

Appointing Authority from the date of the original order of dismissal,

removal or compulsory retirement and shall continue to remain under

suspension until further orders.

(5) An order of suspension made or deemed to have been made under

this rule may at any time be revoked by the authority which made or

is deemed to have made the order or by any authority to which that

authority is subordinate.

PART-III (DISCIPLINE)

6. NATURE OF PENALTIES:

The following penalties may, for good and sufficient reasons and as

hereinafter provided, be imposed on any subordinate Police Officer namely:-

(i) fatigue duty (in the case of Constables only);

(ii) extra guard duty (in the case of Head Constables and

Constables only);

(iii) black-mark;

(iv) censure;

(v) withholding of increments or promotion;

(vi) recovery from pay of the whole, part of any pecuniary

loss caused to the Government by negligence or breach of

orders;

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(vii) reduction to a lower rank or post, or to a lower time

scale; or to a lower stage in a time scale;

(viii) compulsory retirement;

(ix) removal from service which shall not be a

disqualification for future employment;

(x) dismissal from service which shall ordinarily be a

disqualification for future employment.

EXPLANATION:

The following shall not amount to a penalty within the meaning of this

rule:

(i) withholding of increments of a Subordinate Police Officer for failure to

pass a departmental examination in accordance with the rules or

orders governing the rank or post or the terms of his appointment;

(ii) stoppage of a Subordinate Police Officer at the efficiency bar in the

time-scale on the ground of his unfitness to cross the bar;

(iii) non-promotion, whether in a substantive or officiating capacity, of a

Subordinate Police Officer after consideration of his case, to a rank or

post for promotion to which he is eligible;

(iv) reversion to a lower rank or post of a Subordinate Police Officer

officiating in a higher rank or post on the ground that he is

considered, after trial, to be unsuitable for such higher rank or post

or on administrative ground unconnected with his conduct;

(v) reversion to his permanent rank or post of a Subordinate Police

Officer appointed in probation to another rank or post during or at the

end of the period of probation in accordance with the terms of his

appointment or the rules and orders governing probation;

(vi) replacement of the services of a Subordinate Police Officer at the

disposal of the authority which had lent his services;

(vii) compulsory retirement of a Subordinate Police Officer in accordance

with the provisions relating to his superannuation or retirement;

(viii) termination of the services-

(a) of a Subordinate Police Officer appointed on a probation,

during or at the end of the period of probation, in accordance

with the terms of his appointment or the rules and orders

governing probation; or

(b) of a temporary Subordinate Police Officer in accordance

with rules 5 of the Central Civil Services (Temporary Services)

Rules, 1949;

(c) of a Subordinate Police Officer employed under an

agreement, in accordance with the terms of such

agreement.

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7. DISCIPLINARY AUTHORITIES:

(1) The Inspector General of Police may impose any of the penalties

specified in rule 6 on any subordinate police officer.

(2) Without prejudice to the provisions of sub-rule(1), but subject to the

provisions of sub-rule(3), any of the penalties specified in rule 6 may

be imposed on a subordinate Police Officer by the appointing

authority or the authority specified in the Schedule in this behalf.

(3) Notwithstanding anything contained in this rule, no penalty specified

in clauses (vii) to (x) of rule 6 shall be imposed by an authority

subordinate to the Appointing Authority on any subordinate Police

Officer.

8. PROCEDURE FOR IMPOSING MAJOR PENALTIES

(1) Without prejudice to the provisions of the public servants (Inquiries)

Act, 1850, (37 of 1850), no order imposing on a subordinate Police

Officer any of the penalties specified in clauses (vii) to (x) of rule 6

shall be passed except after an inquiry, held as far as may be, in the

manner hereinafter provided.

(2) The Disciplinary Authority shall frame definite charges on the basis of

the allegations on which the inquiry is proposed to be held. Such

charges, together with a statement of the allegations on which they

are based, shall be communicated in writing to the Subordinate Police

Officer and he shall be required to submit, within such time as may

be specified by the Disciplinary Authority;

(a) to such Authority, or,

(b) where a Board of Inquiry or Inquiring Officer has been

appointed under sub-rule(3), to that Board of officer a written

statement of his defence and also to state whether he desires to

be heard in person.

EXPLANATION:

In this sub-rule and in sub-rule(4) the expression "the Disciplinary

Authority" shall include the authority competent under these rules to impose

upon such Subordinate Police Officer any of the penalties specified in

clauses (iii) to (vi) of rule 6.

(3) The Disciplinary Authority may inquire into the charges itself or, if it

considers it necessary so to do, it may either at the time of communicating

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the charges to the Subordinate Police Officer under sub-rule(2), at any time

there-after, appoint a Board of Inquiry or Inquiring Officer for the purpose.

(4) The Subordinate Police Officer shall for the purpose of preparing his

defence, be permitted to inspect and take extracts from such official records

as he may specify, provided that such permission may be refused if, for

reasons to be recorded in writing, in the opinion of the Disciplinary Authority

such records are not relevant for the purpose or it is against the public

interest to allow him access thereto.

(5) On receipt of the written statement of defence, or if no such statement

is received within the time specified, the authority inquiring into the charges

under sub-rule(3) hereinafter referred to as the inquiring authority may

inquire into such of the charges as are not admitted.

(6) The inquiring authority shall, in the course of the inquiry, consider

such documentary evidence and take such oral evidence as may be relevant

or material in regard to the charges. The Subordinate Police Officer shall be

entitled to cross-examine witnesses examined in support of the charges and

to give evidence in person and to examine witnesses in his defence. If the

Inquiring Authority declines to examine any witness on the ground that his

evidence is not relevant or material, it shall record the reasons in writing.

(7) At the conclusion of the inquiry, the Inquiry Authority shall prepare a

report of the inquiry, recording its findings on each of the charges together

with reasons thereof, if in the opinion of such Authority the proceedings of

the inquiry establish charges different from those originally framed, it may

record findings on such charges provided that findings on such charges

shall not be recorded unless the Subordinate Police Officer has admitted the

facts constituting them or has had an opportunity of defending himself

against them.

(8) The record of the inquiry shall include:-

(i) the charges framed against the Subordinate Police

Officer and the statement of allegations communicated to him

under sub-rule(2);

(ii) his written statement of defence if any;

(iii) the oral evidence taken in the course of the inquiry;

(iv) the documentary evidence considered in the course of

the inquiry;

(v) the orders, if any, made by the Disciplinary Authority

and the Inquiring Authority in regard to the inquiry; and

(vi) a report setting out the finding on each charge and the

reasons thereof.

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(9) The Disciplinary Authority shall, if it is not the Inquiring Authority

consider the record of the inquiry and record its findings on each

charge.

(10) (i) If the Disciplinary Authority, having regard to its findings on

the charges, is of the opinion that any of the penalties specified in

clauses (vii) to (x) of rule 6 should be imposed, it shall

(a) furnish to the Subordinate Police Officer a copy of the

report of the Inquiring Authority and, where the Disciplinary

Authority is not the Inquiring Authority, a statement of its

findings together with brief reasons for disagreement if any,

with the findings of the Inquiring Authority; and

(b) give him a notice stating the action proposed to be taken

in regard to him and calling upon him to submit within a

specified time such representation as he may wish to make

against the proposed action.

(ii) The Disciplinary Authority shall consider the representation, if

any, made by the Subordinate Police Officer in response to the notice

under clause (i) and determine what penalty, if any, should be

imposed on the Subordinate Police Officer and pass appropriate

orders on the case.

(11) If the Disciplinary Authority having regard to its findings, is of the

opinion that any of the penalties specified in clause (iii) to (vi) of rule 6

should be imposed, it shall pass appropriate orders in the case.

(12) Orders passed by the Disciplinary Authority shall be communicated to

the Subordinate Police Officer who shall also be supplied with a copy

of the report of the Inquiring Authority and, where the Disciplinary

Authority is not the Inquiring Authority, a statement of its findings

together with brief reasons for disagreement, if any, with the findings

of the Inquiring Authority, unless they have already been supplied to

him.

9. PROCEDURE FOR IMPOSING MINOR PENALTIES

(1) In every case where it is proposed to impose on a Subordinate Police

Officer any of the penalties mentioned in clause (i) and (ii) of rule 6, he

shall be given an opportunity of explaining orally his conduct against

the action proposed to be taken in regard to him. This explanation

and the orders passed will be briefly recorded by the officer imposing

the penalty or penalties in a register maintained for this purpose.

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(2) No order imposing any of the penalties specified in clauses (iii) to (vi)

of rule 6 shall be passed except after-

(a) the Subordinate Police Officer is informed in writing of

the proposal to take action against him and of the allegations

on which it is proposed to be taken and given an opportunity to

make any representation he may wish to make; and

(b) such representation, if any is taken into consideration

by the Disciplinary Authority.

(3) The record of proceedings in cases under sub-rule (2) shall include-

(i) a copy of the intimation of the Subordinate Police Officer

of the proposal to take action against him;

(ii) a copy of the statement of allegations communicated to

him;

(iii) his representation, if any and

(iv) the orders on the case together with the reasons

therefor.

(4) Order passed by the Disciplinary Authority shall be communicated to

the Subordinate Police Officer.

10. JOINT ENQUIRY

(1) Where two or more Subordinate Police Officers are concerned in any

case, the President or the Inspector General of Police or any other

authority competent to impose the penalty of dismissal from service

on all such Subordinate Police Officers may make an order directing

that disciplinary action against all of them may be taken in a common

proceeding.

(2) Subject to the provision of sub-rule(3) of rule 7, any such order shall

specify-

(i) the authority which may function as the Disciplinary

Authority for the purpose of such common proceedings;

(ii) the penalties specified in rule 6 which such Disciplinary

Authority shall be competent to impose; and

(iii) whether the procedure prescribed in rule 8 or rule 9 may be

followed in the proceeding.

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11. SPECIAL PROCEDURE IN CERTAIN CASES:

Notwithstanding anything contained in rules 8, 9 and 10-

(1) where a penalty is imposed on a Subordinate Police Officer on the

ground of conduct which has led to his conviction on a criminal

charge; or

(2) where the Disciplinary Authority is satisfied for reasons to be

recorded in writing that it is not reasonably practicable to follow the

procedure prescribed in these rules or

(3) where the President is satisfied that in the interest of the security of

the State it is not expedient to follow such procedure, the Disciplinary

Authority may consider the circumstances of the case and pass such

orders thereon as it deems fit.

12. PROVISION REGARDING OFFICERS LENT TO STATE GOVT. ETC.

(1) Where the services of a Subordinate Police Officer are lent to any

other Department of the Central Government or to a State

Government or Union Territory or to a local or other authority

(hereinafter in this rule referred to as "the borrowing authority") the

borrowing authority shall have the powers of the Appointing Authority

for the purpose of placing him under suspension and of the

Disciplinary Authority for the purpose of taking disciplinary

proceedings against him;

Provided that the borrowing authority shall forthwith inform

the authority which lent his services (hereinafter in this rule referred

to as "the lending authority") of the circumstances leading to the order

of his suspension or the commencement of the disciplinary proceeding

as the case may be, except in respect of proceedings under rule 9.

(2) In the light of the findings in the disciplinary proceedings taken

against the Subordinate Police Officer,

(i) if the borrowing authority is of the opinion that any of

the penalties specified in clauses (i) to (vi) of rule 6 should be

imposed on him, it may pass such order on the case as it

deems necessary;

(ii) if the borrowing authority is of the opinion that any of

the penalties specified in clauses (vii) to (x) of rule 6 should be

imposed on him, it shall replace his services at the disposal of

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the lending authority and transmit to it the proceedings of the

inquiry and thereupon the lending authority may, if it is the

Disciplinary Authority, pass such orders therein as it deems

necessary, or if it is not the Disciplinary Authority submit the

case to the Disciplinary Authority which shall pass such orders

on the case as it deems necessary;

Provided that in passing any such order the Disciplinary Authority

shall comply with the provisions of sub-rules (10) & (11) of rule 8.

EXPLANATION:

The Disciplinary Authority may make an order under this clause on

the record of the inquiry transmitted by the borrowing authority, or after

holding such further inquiry as it may deem necessary.

13. PROVISION REGARDING OFFICERS BORROWED FROM STATE

GOVT. ETC.

(1) Where an order of suspension is made or a disciplinary proceeding is

taken against a Subordinate Police Officer whose services have been

borrowed from a State Government, a Union Territory, a local or other

authority, the authority lending his services (hereinafter in this rule

referred to as "the lending authority") shall forthwith be informed of

the circumstances leading to the order of his suspension or the

commencement of the disciplinary proceedings, as the case may be.

(2) In the light of the findings in the disciplinary proceedings taken

against the Subordinate Police Officer-

(i) if the Disciplinary Authority is of the opinion that any of

the penalties specified in clause (i) to (vi) of rule 6 should be

imposed on him it may pass such orders on the case as it

deems necessary;

(ii) if the disciplinary authority is of the opinion that any of

the penalties specified in clauses (vii) to (x) of rule 6 should be

imposed on him, it shall replace his services at the disposal of

the lending authority and transmit to it the proceedings of the

inquiry for such action as it deems necessary;

(iii) notwithstanding anything contained in clause (ii) of sub-

rule (2) when the Disciplinary Authority is of opinion that a

Subordinate Police Officer whose services have been borrowed

from a State Govt. or a Union Territory is guilty of misconduct

so as to warrant the imposition of any of the penalties specified

in clauses (vii) to (x) of rule 6 it may at its discretion revert

such Subordinate Police Officer to the lending authority

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without holding an inquiry at all and report the details of the

case to the lending authority for such action as it deems

necessary.

PART-IV- APPEALS

14. APPEALS AGAINST ORDERS OF SUSPENSION

A Subordinate Police Officer may appeal against an order of

suspension to the authority to which the authority which made or is deemed

to have made the order is immediately subordinate.

15. APPEALS AGAINST ORDERS IMPOSING PENALTIES

(1) A Subordinate Police Officer may appeal against an order of the

Inspector General of Police imposing upon him any of the penalties

specified in clauses (iii) to (x) of rule 6 to the Secretary to the

Government of India, Ministry of Home Affairs.

(2) Subject to the provisions contained in sub-rule (1), a Subordinate

Police Officer may appeal against an order imposing upon him any of

the penalties specified in clauses (iii) to (x) of rule 6 to the authority

specified in this behalf in the Schedule.

(3) No appeal shall lie against an order imposing any of the penalties

specified in clauses (i) and (ii) of rule 6.

EXPLANATION

In this rule the expression 'Subordinate Police Officers' includes a

person who has ceased to hold any rank or post mentioned in the Schedule.

16. APPEAL AGAINST OTHER ORDERS

(I) A Subordinate Police Officer may appeal against an order which-

(a) denies or varies to his disadvantage his pay, allowances,

pension or other conditions of service as regulated by any rules

or by agreement, or

(b) interprets to his disadvantage the provisions of any such

rule or agreement, to the President, if the order is passed by

the authority which made the rules or agreement, as the case

may be or by any authority to which such authority is

subordinate, and to the authority which make such rules or

agreement, if the order is passed by any other authority.

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(2) An appeal against an order-

(a) stopping a Subordinate Police Officer at the efficiency

bar in the time-scale on the ground of his unfitness to cross

the bar;

(b) reverting to a lower rank or post, a Subordinate Police

Officer officiating in a higher rank or post, otherwise, than as a

penalty;

(c) reducing or withholding the pension or denying the

maximum pension admissible under the rules; and

(e) determining the pay and allowances for the period

of suspension to be paid to a Subordinate Police

Officer on his reinstatement or determining

whether or not such period shall be treated as a

period spent on duty for any purpose, shall lie to

the authority to whom the authority passing such

order is immediately subordinate.

EXPLANATION:

In this rule:-

(i) the expression, 'Subordinate Police Officer' includes a person who has

ceased to hold a rank or post mentioned in the schedule;

(ii) the expression 'pension' includes additional pension, gratuity and any

other retirement benefit.

17. PERIOD OF LIMITATION FOR APPEALS

No appeal under this part shall be entertained unless it is submitted

within a period of three months from the date on which the appellant

receives a copy of the order appealed against:

Provided that the appellate authority may entertain the appeal after

the expiry of the said period, if it is satisfied that the appellant had sufficient

cause for not submitting the appeal in time.

18. FORM AND CONTENTS OF APPEAL

(1) Every person submitting an appeal shall do so separately and in his

own name.

(2) The appeal shall be addressed to the authority to whom the appeal

lies, shall contain all material statements and arguments on which

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the appellant relies; shall not contain any disrespectful or improper

language, and shall be complete in itself.

19. SUBMISSION OF APPEALS

Every appeal shall be submitted to the authority which made the

order appealed against:

Provided that if such authority is not the head of the office in which

the appellant may be serving, or if he is not in service, the head of the office

in which he was last serving, or is not subordinate to the head of such office,

the appeal shall be submitted to the head of such office who shall forward it

forthwith to the said authority;

Provided further that copy of the appeal may be submitted direct to

the appellate authority.

20. WITHHOLDING OF APPEALS

(1) The authority which made the order appealed against may withhold

the appeal if -

(i) it is an appeal against an order from which no appeal

lies; or

(ii) it does not comply with any of the provision of rule 18;

or

(iii) it is not submitted within the period specified in rule 17

and no cause is shown for the delay; or

(iv) it is a repetition of an appeal already decided and no

new facts or circumstances are adduced:

Provided that an appeal withheld on the ground only that it

does not comply with the provisions of rule 18 shall be returned to the

appellant and , if re-submitted within one month thereof after

compliance with the said provisions, shall not be withheld.

(2) Where an appeal is withheld, the appellant shall be informed of the

fact and the reasons whereof.

(3) At the commencement of each quarter a list of the appeals withheld

by any authority during the previous quarter, together with the

reasons for withholding them, shall be furnished by that authority to

the appellate authority.

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EXPLANATION:

"Quarter" means a period of three months commencing on the first of

January, the first of April, the first of July and the first of October of each

year.

21. TRANSMISSION OF APPEALS:

(1) The authority which made the order appealed against shall, without

any avoidable delay, transmit to the appellate authority every appeal

which is not withheld under rule 20, together with its comments

thereon and the relevant records.

(2) The authority to which the appeal lies may direct transmission to it of

any appeal withheld under rule 20 and thereupon such appeal shall

be transmitted to that authority together with the comments of the

authority withholding the appeal and the relevant records.

22. CONSIDERATION OF APPEALS:

(1) In the case of an appeal against an order of suspension, the appellate

authority shall consider whether in the light of the provisions of rule 5

and having regard to the circumstances of the case the order of

suspension is justified or not and confirm or revoke the order

accordingly.

(2) In the case of an appeal against an order imposing any of the

penalties specified in rule 6, except those specified in clauses (i) and

(ii) the appellate authority shall consider-

(a) whether the procedure prescribed in these rules has

been complied with and if not, whether such non-compliance

has resulted in violation of any provisions of the constitution or

in failure of justice;

(b) whether the findings are justified; and

(c) whether the penalty imposed is excessive, adequate or

inadequate; and pass orders-

(i) Setting aside, reducing, confirming or enhancing

the penalty; or

(ii) remitting the case to the authority which imposed the penalty

or to any other authority with such direction as it may deem fit

in the circumstances of the case;

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PROVIDED THAT-

(i) the appellate authority shall not impose any enhanced penalty

which neither such authority nor the authority which made the

order appealed against is competent in the case to impose;

(ii) no order imposing an enhanced penalty shall be passed unless

the appellant is given an opportunity of making any representation

which he may wish to make against such enhanced penalty; and

(iii) if the enhanced penalty which the appellate authority proposes

to impose is one of the penalties specified in clauses (vii) to (x) of

rule 6 and an inquiry under rule 8 has not already been held in

the case, the appellate authority shall, subject to the provisions of

rule 11, itself hold such inquiry or direct that such inquiry be held

and thereafter on consideration of the proceedings of such inquiry,

and after giving the appellant an opportunity of making any

representation which he may wish to make against such penalty,

pass such orders as it may deem fit.

(3) In the case of an appeal against any order specified in the rule 16, the

appellate authority shall consider all the circumstances of the case

and pass such orders as it deems just and equitable.

23. IMPLEMENTATION OF ORDERS IN APPEAL:

The authority which made the ordes appealed against shall give effect

to the orders passed by the appellate authority.

24. FORWARDING OF APPEAL TO HIGHER AUTHORITY IN CERTAIN

CASES.

Notwithstanding anything contained in this part, where the person

who made the order appealed against becomes by virtue of his subsequent

appointment or otherwise, the appellate authority in respect of the appeal

against such order, such person shall forward the appeal to the authority to

which he is immediately subordinate and such authority shall, in relation to

the appeal, be deemed to be the appellate authority for the purposes of these

rules.

PART-V- REVIEW

25. REVIEW BY THE INSPECTOR GENERAL OF POLICE, DELHI SPECIAL

POLICE ESTABLISHMENT

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The Inspector General of Police, if he is not the authority to which an

appeal against an order imposing any of the penalties specified in rule 6 lies,

may, of his own notion or otherwise, call for the records of the case in a

disciplinary proceeding, review any order passed in such a case and

(a) confirm, modify or set aside the order;

(b) impose any penalty or set aside, reduce confirm, or enhance the

penalty imposed by the order;

(c) remit the case to the authority which made the order of to any other

authority directing such further action or enquiry as he considers

proper in the circumstances of the case; or

(d) pass such other order as he deems fit.

PROVIDED THAT-

(i) an order enhancing the penalty shall not be passed unless the person

concerned has been given an opportunity of making any

representation which he may wish to make against such enhanced

penalty;

(ii) if the Inspector General of Police proposes to impose any of the

penalties specified in clauses (vii) to (x) of rule 6 in a case where an

inquiry under rule 8 has not been held, he shall, subject to the

provisions of rule 11, direct that such inquiry be held and thereafter

on consideration of the proceedings of such inquiry and after giving

the person concerned an opportunity of making any representation

against such penalty, pass such order as he may deem fit; and

(iii) no action under this rule shall be initiated by the Inspector General of

Police, more than two years after the date of the order to be reviewed.

26. REVIEW BY APPELLATE AUTHORITY:

The authority to which an appeal against an order imposing any of

the penalties specified in rule 6 lies, may of its own notion or otherwise and

if no appeal has been preferred, call for the records of the case in a

disciplinary proceeding, review any order passed in such a case, and pass

such orders as it deems fit, as if the Subordinate Police Officer had preferred

an appeal against such order;

PROVIDED THAT-

no action under this rule shall be initiated more than six months after

the date of the order to be reviewed.

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PART-VI- MISCELLANEOUS

27. THE CENTRAL CIVIL SERVICES (CLASSIFICATION, CONTROL AND

APPEAL) RULES. NOT TO APPLY TO SUBORDINATE POLICE

OFFICERS.

(1) The Central Civil Services (Classification, Control and Appeal) Rules

and any notifications issued and orders made thereunder shall cease

to apply to all subordinate police officers.

PROVIDED THAT-

(a) such cessation shall not affect the previous operation of the said

rules, notification and orders or anything done or any action taken

thereunder;

(b) any proceeding under the said rules, notifications or orders pending

at the commencement of these rules shall be continued and dispose of

as far as may be, in accordance with the provisions of these rules;

(2) nothing in these rules shall operate to deprive any Subordinate Police

Officer of any right of appeal which had accrued to him under the

Central Civil Services (Classification, Control and Appeal) Rules,

1957, or any notifications or orders issued thereunder in respect of

any order passed before the commencement of these rules.

(3) An appeal pending at or preferred after the commencement of these

rules against an order made before such commencement shall be

considered and orders thereon shall be passed in accordance with

these rules.

28. SPECIAL PROVISION BY AGREEMENT:

Where it is considered necessary to make special provisions in respect

of a Subordinate Police Officer, inconsistent with any of these rules, the

authority making the appointment may, with the previous approval of the

President and by agreement with such Subordinate Police Officer, make

such special provisions and thereupon these rules shall not apply to such

Subordinate Police Officer, to the extent to which the special provision so

made are inconsistent therewith.

29. REMOVAL OF DOUBTS:-

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Where a doubt arises as to the interpretation or application of any of

the provisions of these rules, the matter shall be referred to the President

whose decision thereon shall be final.

Sd- TCA Ramanujachari

Dy. Secy. to the Govt. of India.

No. 15/18/59-AVD Dated: November, 1961.

1. Copy to Inspr. Genl. of Police, SPE, New Delhi.

2. Ministry of Law (Department of Legal Affairs) for information.

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SCHEDULE

Authority empowered to impose penalties and penalty

which it may impose

Description

of rank or

post

1

Appointing

authority

2

Authority

3

Penalties

4

Appellate

Authority

5

i) Fatigue duty in the case of Constables only

ii) Extra guard duty (in the case of Head Constables

and Constables only)

iii) Black Mark

iv) Censure

v) Withholding of increments or promotion

vi) Recovery from pay of the whole or part of any

pecuniary loss caused to the Government by

negligence or breach of orders

vii) Reduction to a lower rank or post or to a lower

time scale or to a lower state in a time scale

viii) Compulsory retirement

ix) Removal from service which shall not be a

disqualification for future employment

x) Dismissal from service which shall ordinarily be a

disqualification for future employment.

1 2 3 4 5

Delhi Special Police Establishment

(sub-ordinte ranks)

1. Inspectors

including

Technical

Inspectors,

Assistant Public

Prosecutors Grade-

I

Dy. Inspr. Genl. of

Police

i) Supdt.of

Police/Assistant Inspr.

Genl. of Police

ii) Dy. Inspr. Genl. of

Police

(iv) to (vii)

All

(i) Dy. Inspr. Genl.

of Police

(ii) Inspector

General of Police

2. Sub-Insprs.

including

Technical Sub-

Inspectors, Asstt.

Public Prosecutors

Grade-II and Asstt.

Sub-Inspectors

Dy. Inspr. Genl. of

Police

i) Supdt. of Police/Asstt.

Inspector General of

Police

ii)Dy. Inspr. Genl. of

Police

(iv) to (vii)

All

(i) Dy. Inspr. Genl.

of Police

(ii) Inspector

General of Police

3. Head

Constables

Supdt. of

Police/Asstt. Inspr.

Genl. of Police

i) Dy. Supdt. of Police

ii) Supdt. of Police/AIG

(ii)

All

(i) No appeal

allowed.

(ii) Dy. Inspr.

Genl. of Police

4. Constables SP/AIG i) Dy. Supdt. of Police

ii) Supdt. of Police/AIG

(i) & (ii)

All

(i) No appeal

allowed

(ii) Dy. Inspr.

Genl. of Police

Note : (i) In respect of Sub-ordinate Police Officers of the ranks of HCs and FCs attached to Headquarters of the Delhi Special Police Establishment, the Asstt. Director(P) will exercise the powers of the Supdt. of Police as noted above. SP(Hqrs.) in CBI, Head Office will now exercise the powers in place of AD(P). (ii) In particular cases in which the Inspr. Genl. of Police was actually the appointing authority, the punishments at items vii to x will be awarded by him.

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GOI, DP&AR No. 202/44/71-AVD.II dated 30.10.1973

ORDER

S.O............. In exercise of the powers conferred by sub-rule(2) of rule 9,

clause (b) of sub-rule (2) of rule 12 and sub-rule (1) of rule 24 of the Central

Civil Services (Classification, Control and Appeal) Rules, 1965 and in

supersession of the existing orders on the subject, the President hereby

directs that:-

(i) in respect of the posts in the General Central Services, Class II,

specified in column 1 of the Part I of the Schedule to this Order, the

authority specified in column 2, shall be the Appointing Authority and the

Authority specified in column 3 shall be the Disciplinary Authority in regard

to the penalties specified in column 4;

(ii) in respect of the posts in the General Central Service, Class III and

the General Central Service, Class IV, specified in column 1 of Part II and

Part III of the said Schedule, the Authority specified in column 2 shall be the

Appointing Authority and the authority specified in column 3 and 5 shall be

the Disciplinary Authority and Appellate Authority respectively in regard to

the penalties specified in column 4,

(SCHEDULE)

No. 202/44/71-AVD.II dated 30.10.1973.

Sd- B.C.Vanjani

Under Secy. to the Govt. of India.

Copy forwarded for information to:

1. The Director, CBI, New Delhi.

xxx xxx xxx xxx

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SCHEDULE

Part-I - General Central Service, Class II

Authority empowered to impose

penalties and penalties

and penalties which it may impose (

With reference to item numbers in rule

11)

Description of

post

1

Appointing

authority

2

Authority

3

Penalties

4

Appellate Authority

5

1. Dy. Supdt. of

Police

Director,

Central

Bureau of

Investigation

(i) Director, Central

Bureau of Investigation

(ii) Joint

Director/Additional

Director

All

(i) to (iv)

President

Director, Central Bureau

of Investigation

2. Senior Public

Prosecutor

-do- (i) Director, Central

Bureau of Investigation

(ii) Joint

Director/Additional

Director

All

(i) to (iv)

Presiden

t

Presiden

t

Dir./CBI

To be modified

in the light of

the revised

recruitment

rules

3. Jr. Technical

Officer(Accounts)

-do- (i) Director, CBI

(ii) Joint Director/ Addl.

Director

All

(i) to (iv)

President

Director, CBI

4. Jr. Technical

Oficer (Income-

Tax)



Director

All

(i) to (iv)

President

Director, CBI

5. Hindi Officer -do- (i) Director, CBI


Director

All

(i) to (iv)

President

Director, CBI

6. Office Supdt. -do- (i) Director, CBI


Director

All

(i) to (iv)

President

Director, CBI

7. Jr. Scientific

Officer



Director

All

(i) to (iv)

President

Director, CBI

8. Senior

Scientific

Assistant (Class

II Non-Gazetted)



Director

All

(i) to (iv)

President

Director, CBI

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SCHEDULE

Part-II- General Central Service, Class III

Authority empowered to impose

penalties and penalty which it may

impose (with reference to item numbers

in rule 11)

Description of

rank or post

1

Appointing

authority

2 Authority

3

Penalties

4

Appellate Authority

5

1. Counterfeit

Expert

DIG/DD DIG/DD All Joint Director/CBI

2. Crime Asstt. -do- -do- All -do-

3. Hindi Asstt. -do- -do- All -do-

4. Personal

Asstt.

-do- -do- All -do-

5. Head Clerk -do- i) DIG/DD

ii) SP

All

(i) to (iv)

Joint Director, CBI

DIG/CBI

6. Selection

Grade

Sr. Clerk.

Steno.

-do- -do- All DIG/CBI

7. Sr. Clerk

Steno

Supdt. of

Police

Supdt. of Police All DIG/DD

8. Upper

Divisioin Clerk

DIG/DD i) DIG/DD

ii) SP

All

(i) to (iv)

Joint Director/CBI

DIG/DD

9. Sr. Crime

Clerk

-do- DIG/DD All Joint Director, CBI

10. Lower

Division Clerk

Supdt. of

Police

Supdt. of Police All DIG/DD

11. Jr. Crime

Clerk

DIG/DD DIG/DD All Joint Director/CBI

12. Sr.

Gestetner

Operator

-do- -do- All -do-

13. Munim -do- i) DIG/DD

ii) Supdt. of Police

All

(i) to (iv)

Joint Director, CBI

DIG/DD

14. Operseer -do- DIG/DD All Joint Director, CBI

15. Asstt.

Librarian

-do- -do- All -do-

16. Curator -do- -do- All -do-

17. Punchman

Verifier

-do- -do- All -do-

18. Proof

Reader

-do- -do- All -do-

19. Public

Prosecutor

-do- -do- All

20. Asstt

Public

Prosecutor

-do- -do- All

-do-

(To be modified in the

light of revised

recruitment rules)

(Dy. Director, Central Bureau of Investigation is ex-officio Dy. Inspr. Genl. of Police, Central

Bureau of Investigation).

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SCHEDULE

Part-III- General Central Services, Class IV

Authority empowered to impose penalties and

penalties which it may impose (with reference to

item numbers in rule 11)

Appellate

Authority

Description of rank

or post

1

Appointing

authority

2

Authority

3

Penalties

4

5

1. Daftry SP/AIG SP/AIG All DIG/DD

2. Jr. Gestetner

Operator

-do- -do- All DIG/DD

3. Sweeper -do- -do- All DIG/DD

4. Peon AIG AIG All DIG/DD

(Dy. Director, Central Bureau of Investigation is ex-officio Dy. Inspr. Genl. of Police, Central

Bureau of Investigation)

Sd/- B.C. Vanjani

Under Secretary to the Government of India

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APPENDIX-V1

ADMINS MODULEADMINS MODULEADMINS MODULEADMINS MODULE

1. The Computerization Project of the CBI envisages

computerization of various functions of the CBI. One of the areas

covered by the project are office automation and the management of

various administrative functions. For this purpose, a software module

namely ADMINS has been developed to facilitate administrative work

and it has been fully implemented in the CBI.

2. The ADMINS module is acronym for ‘Administration

Information System’. It covers the following major administration

related activities carried out by the Administration Division as well as

the branches of the CBI namely,

(i) Personnel Information System

(ii) Accommodation

(iii) Advances

(iv) Budget Monitoring System

(v) CBI Benevolent Fund

(vi) Pay roll and Provident Fund

(vii) Vehicles, Equipment and Dead Stock Information

(viii) Training Division Information System

Personnel Information System (PIS)

PIS will aid in maintenance of :

� Employee details like qualifications, postings, pay, deputation,

awards, training attended, foreign visits etc.

� Vacancy status of CBI branches.

� Status of ACRs.

� Information about officers being considered for induction in CBI.

� Details regarding deputation from/to CBI.

� Details of employees under suspension or against whom

disciplinary proceedings are contemplated.

� Details regarding payment to the Armed Guards.

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� It will aid the recruitment/promotion processes.

Accommodation Module

Will aid in maintenance of :

� CBI pooled quarter information

� Quarter occupancy

� Licence fee recovery

� Waiting list for accommodation

� Official and residential buildings

� CBI land

� Details of proposals for purchase/lease of land/ buildings

Advances Module


� House Building Advance and Motor Car Advance

� Recovery of advances

� Details on pending applications

� Funds available with CBI for the financial year

Budget Monitoring System

Will aid in maintenance of:

� Budget allocation, reallocation and revision

� Funds utilisation

� Head-wise budget allocation for all the Branches

� Monthly head-wise expenditure for each Branch

� Budget utilisation records

� Consolidated expenditure reports

� Bill-wise expenses entry

CBI Benevolent Fund Module

Will aid in maintenance of:

� Subscriber’s details

� Defaulter’s details

� Relief and loans

� Recovery of loan

� Investments, receipts, issues from the fund account

� Enable to effectively monitor the CBF subscription and utilisation.

Payroll System

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� Employee’s earnings and deductions.

� Loan, advances & licence fee recovery.

� Savings information and bonus details

� Income tax deductions.

� Recoveries to be made on account of deputationists.

� Pay bills, supplementary pay bills, pay slips, supplementary pay slips,

GPF schedules bank statements, GPF statements etc. will be

generated.

Vehicles, Equipment, Telephone and Dead Stock Information

System


� Expenditure on a vehicle i.e. purchase, monthly maintenance, petrol,

accidental repairs etc.

� Monitor the vehicle performance by consolidating the monthly

information received on expenses and km run.

� Identify the vehicles due for condemnation.

� Purchase, issue, return and condemnation details of office equipment

and dead stock.

� Identifying the equipment which is due for AMC.

� Provide updated dead stock availability status.

� Details of telephone connections, allotments and expenses on them.

Training Division Module


� Details of courses

� Schedules of courses

� Details of course participants

� Faculty details

� Nominations

� Participant’s profile

� Course feedback

� Evaluation

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Annexure - I

No.4/31/61-T

GOVERNMENT OF INDIA MINISTRY OF HOME AFFAIRS

NEW DELHI - 11, the 1st April, 1963.

RESOLUTION The Government of India have had under consideration the

establishment of a Central Bureau of Investigation for the investigation of

crimes at present handled by the Delhi Special Police Establishment

including specially important cases under the Defence of India Act and Rules

particularly of hoarding, black-marketing and profiteering in essential

commodities, which may have repercussions and ramifications in several

States; the collection of intelligence relating to certain types of crime;

participation in the work of the National Central Bureau connected with the

International Criminal Police Organisation; the maintenance of crime

statistics and dissemination of information relating to crime and criminals;

the study of specialised crime of particular interest to the Government of

India or crimes having all India or inter-State ramifications or of particular

importance from the social point of view; the conduct of police research; and

the co-ordination of laws relating to crime. As a first step in that direction,

the government of India have decided to set up with effect from 1st April,

1963 a Central Bureau of Investigation at Delhi with the following six

Divisions, namely :-

(i) Investigation and Anti-Corruption Division,

(Delhi Special Police Establishment)

(ii) Technical Division,

(iii) Crime Records and Statistics Division,

(iv) Research Division,

(v) Legal and General Division,

(vi) Administration Division.

The Charter of functions of the above said Divisions will be as given in

the annexure. The assistance of the Central Bureau of Investigation will also

be available to the State Police Forces on request for investigating and

assisting in the investigation of inter-State crime and other difficult criminal

cases.

sd/- ( V. Viswanathan )

Secretary to the Government of India No. 4/31/61-T New Delhi-11, the 1st April, 1963.

of 374

ORDER : Ordered that a copy of the Resolution be communicated to

all State Governments/Union Territories Administrations;

Director, Intelligence Bureau; Inspector General, Special

Police Establishment, Delhi; all Ministries/Departments of

the Govt. of India.

Ordered also that the Resolution be published in the

Gazette of India for general information.

sd/-

( V. Viswanathan ) Secretary to the Government of India

of 375

I INVESTIGATION AND ANTI-CORRUPTION DIVISION (Delhi Special

Police Establishment)

(1) Cases in which public servants under the control of the Central

Government are involved either by themselves or along with State

Government servants and/or other persons.

(2) Cases in which the interests of the Central Government, or of any

public sector project or undertaking, or any statutory corporation or

body set up the financed by the Government of India are involved.

(3) Cases relating to breaches of Central Laws with the enforcement of

which the Government of India is particularly concerned, e.g.

(a) breaches of Import and Export Control Orders,

(b) Serious breaches of Foreign Exchange Regulation Act,

(c) Passport frauds,

(d) cases under the Official Secrets Act pertaining to the

affairs of the Central Government,

(e) cases of certain specified categories under the Defence of

India Act or Rules with which the Central Government is

particularly concerned.

(4) Serious cases of cheating or fraud relating to the Railways, or Post &

Telegraph Department, particularly those involving professional

criminals operating in several States.

(5) Crime on the High Seas.

(6) Crime on the Airlines.

(7) Important and serious cases in Union Territories particularly those by

professional criminals.

(8) Serious cases of fraud, cheating and embezzlement relating to Public

Joint Stock Companies.

(9) Other cases of a serious nature, when committed by organised gangs

or professional criminals, or cases having ramifications in several

States including Union Territories, serious cases of spurious drugs,

important cases of kidnapping of children by professional inter-state

Encl. To AnnexureEncl. To AnnexureEncl. To AnnexureEncl. To Annexure----IIII

of 376

gangs, etc. These cases will be taken up only at the request of or with

the concurrence of the State Government/Union Territories

Administrations concerned.

(10) Collection of intelligence about corruption in the public services and

the projects and undertaking in the public sector.

(11) Prosecution of cases investigated by this Division.

(12) Presentation of cases before Enquiry Officers in which departmental

proceedings are instituted on the recommendations of this Division.

II. TECHNICAL DIVISION.

(1) Technical assistance in investigation of cases involving accounts.

(2) Specialised assistance in cases involving Railway and Postal accounts.

(3) Assistance in cases involving assessment of Income-Tax, Estate Duty,

etc.

(4) Examination of accounts and assets etc. in cases relating to

allegations of disproportionate assets.

(5) Examination of cases investigated by the Bureau which have an

Income-tax aspect, and communication of information with a view to

enabling the Income-tax Department to recover the evaded tax.

III. CRIME RECORDS & STATISTICS DIVISION.

(1) Maintenance of all-India statistics of crime.

(2) Study of all-India trends in thefts and losses, and recoveries of fire-

arms and ammunition, and note-forgery and counterfeit coining.

(3) Collection and dissemination of information about important inter-

State criminals.

(4) Preparation and circulation of reports and reviews relating to crime in

India.

(5) Participation in the work of the I.C.P.O., N.C.B., U.N.O. Reporter for

Crime.

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IV. RESEARCH DIVISION.

(1) Analysis and study of specialised crimes and of problems of a general

nature affecting the Police, e.g.

(i) trends and causes of serious crimes in different areas,

(ii) preventive measure, their effectiveness and relationship with

crime,

(iii) improvement in methods of investigation, utility and results of

Introducing scientific aids and equipment,

iv) Inadequacy of laws; coordination of laws relating to crime in

various States,

(v) criminal gangs operating in more than one State - wandering

gangs - Ex-criminal Tribes - habitual offenders,

(vi) crime amongst the Tribal people,

(vii) inter-State note-forgery and counterfeiting,

(viii) social factors in crime,

(ix) industrialisation and crime,

(x) juvenile delinquency,

(xi) kidnapping of women and children.

(2) Participation in the work of the Central Forensic Science Advisory

Committee and the Central Medico Legal Advisory Committee.

V. LEGAL AND GENERAL DIVISION

(A) LEGAL SECTION

(1) Legal Advice in cases investigated by the Investigation and Anti-

corruption Division.

(2) Conducting prosecution in important cases.

(3) Review of judicial decisions relating to criminal law and procedure for

publication in the C.B.I. Gazette.

(4) Compilation and circulation of Law Digest.

(5) Inadequacy of and amendments of laws.

(6) Coordination of laws relating to crime in various States.

(B) GENERAL SECTION

of 378

(1) Matters relating to organisation, policy and procedure.

(2) Inter-State Conferences relating to crime and anti-corruption work.

(3) Appreciation reports regarding modes of corruption in various

Government Departments and Public Undertakings.

(4) Correspondence with Ministries and States on general questions

relating to policy, procedure, etc.

(5) Training Courses in anti-corruption work.

(6) C.B.I. Gazette.

(7) Photographic section.

VI. ADMINISTRATION DIVISION

All establishment and accounts matters.

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Annexure - III

No.21/43/2002-PD-01307 Central Bureau of Investigation Policy & Co-ordination Division, North Block, New Delhi-110001.

May 30, 2003

ORDER

A committee was constituted to suggest restructuring and

rationalization of staff strength in CBI. The Committee suggested

restructuring of CBI branches/regions under each Joint Director. The

recommendations made by the Committee were discussed with all Joint

Directors. After detailed deliberations the proposal of the Committee to

restructure and rationalise the staff strength was accepted with certain

modifications. However, it is clarified that the restructuring and

rationalization is being effected for optimal utilization of Human resources

and intends to improve the overall performance of the organization. This is

not intended to be a rigid or permanent measure and would be amenable to

changes/ modifications to take care the dynamics of CBI functioning.

The following restructuring is ordered in suppression of all the

previous orders on the subject:

ANTI-CORRUPTION DIVISION

Anti-Corruption Division of CBI is organised into Zones, Regions and

Branches/Units with jurisdiction as detailed below. In the functioning of the

Division, the Director, CBI will be assisted by Special Director/Additional

Director (A) with Joint Directors heading each Zone. The territorial

jurisdiction of each Zone is given below:

S.No Name of the Branch Location of Branch/ unit

Location of region/ DIG

JD Jurisdiction

1 2 3 4 5 6

DELHI ZONE

1 Anti-Corruption Region-I Delhi

New Delhi

DIG/ACR-I New Delhi

JD/ACZ/ DELHI

Entire area of National Capital

of 380

SP-I ACB-I Delhi SP-II ACB-I Delhi (Existing SP- I & II/ACB Delhi)

Territory of Delhi

2 Anti-Corruption Region-II,

Delhi SP-I ACB-II Delhi SP-II ACB-II Delhi (Existing SP-III & SP-

IV/ACB Delhi)

New Delhi

DIG/ACR-II New Delhi

-do- -do-

3 Anti -Corruption Region Jaipur* SP/ACB/Jaipur Jodhpur (Unit) under SP/ACB/Jaipur

Jaipur DIG/ACR (Jaipur)

-do- State of Rajasthan

* As amended vide order No. DP0992003/21/43/2002-PD-1069 dated

7.05.2003.

NORTH ZONE

4 Anti -Corruption

Region Chandigarh SP/ACB/CHG.

(with Unit at Shimla)

Chandigarh DIG/ACR Chandigarh

JD/ACZ/ North (Delhi)

State of Punjab, Haryana, Himachal Pradesh & Union Territory of Chandigarh. Shimla Unit will have

jurisdiction in the State of Himachal Pradesh.

5 Anti-Corruption Branch Jammu SP/ACB/Jammu

Jammu -do- -do- State of Jammu & Kashmir

6 Anti-Corruption Region Bhopal SP/ACB/Bhopal

Bhopal DIG/ACR Bhopal

-do- Gwalior, Morena, Bhind, Shivpuri, Guna, Vidisha, Shajapur. Dewas, Ujjain, Indore, Dhar, Ratlam, Jhabua, Mandsaur, Rajgarh, East Nimar(Khargone), Sehore, Raisen, Bhopal, Hoshangabad, Khandwa,

Betul Districts of Madhya Pradesh,

7 Anti-Corruption Branch Jabalpur (including CHTG. Unit) SP/ACB/JBL.

Jabalpur (To be shifted to Raipur in due Course)

-do- -do- State of Chhatisgarh State of Madhya Pradesh excluding the areas mentioned against Bhopal Branch.

8 Anti-Corruption Region Lucknow SP/ACB/LKO

Lucknow DIG/ACR Lucknow

-do- State of U.P. except the area mentioned against Dehradun Branch

9 Anti-Corruption Branch Dehradun (including Ghaziabad Unit) SP/ACB/ Dehradun

Dehradun -do- -do- Nainital, Pithoragarh, Almorah, Chamoli, Garhwal, Tehri Garwal, Uttar Kashi, Dehradun, Meerut, Ghaziabad, Muzzafarnagar,Bulandshahar Saharanpur, Hardwar, Agra, Etah Aligarh, Mainpuri, Mathura districts of Uttar Pradesh

of 381

WEST ZONE

10 Anti-Corruption Region-I Mumbai (SP-I, ACB Mumbai SP-II, ACB Mumbai SP-III, ACB Mumbai Goa (Unit) under SP-III/ACB Mumbai

Mumbai DIG/ACR-I Mumbai

JD/ACZ/

West (Mumbai)

State of Maharashtra (excluding the areas mentioned against Nagpur Branch). Union Territories of Daman. Diu, Dadra and Nagar Haveli, State of Goa

11 Anti-Corruption Region– II Anti-Corruption Branch Gandhinagar SP/ACB/ Gandhinagar.

Gandhinagar DIG/ACR-II Gandhinagar

-do- State of Gujarat

12 Anti-Corruption Branch Nagpur SP/ACB/Nagpur

Nagpur -do- -do- Bhandara, Chandrapur, Garhchiroli, Wardha, Amravati, Akola, Buldhana. Yavatmal, Aurangabad, Jalna Parbhani, Beed, Nanded. Osmanabad, Latur & Nagpur districts of Maharashtra

13 Anti Corruption Branch Vadodara* SP/ACB/Vadodara

Vadodara -do- -do- Valsad, Bharuch, Surat, Vadodara, Khera (including Anand), Mehsana, Dang, Panchmahal, Sabarkantha, Banaskantha of state of Gujarat.

* As amended vide order No. 21/43/2002-PD-01953 dated

5.8.2003.

CENTRAL ZONE DELHI*

14 Anti-Corruption

Region Patna

SP/ACB/Patna

Patna DIG/ACR Patna

JD/ACZ/ Central (Delhi)

State of Bihar

15 SP/AHD Patna Patna -do- -do- -do-

16 Anti-Corruption Region Ranchi SP/ACB/Ranchi

Ranchi DIG/ACR Ranchi

-do- State of Jharkhand

17 SP/AHD Ranchi Ranchi -do- -do- -do-

18 Anti -Corruption Branch Dhanbad SP/ACB/Dhanbad

Dhanbad -do- -do- State of Jharkhand

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* As amended vide order No. DP0992003/21/43/2002-PD-1068 dated

7.05.2003

SOUTH ZONE

19 Anti-Corruption Region Chennai Anti-Corruption Branch Chennai SP-I/ACB/Chennai SP-II/ ACB/Chennai

Chennai DIG/ACR Chennai-

JD/ACZ/ South (Chennai)

State of Tamil Nadu & Union Territory of Pondicherry

20 Anti-Corruption Branch Cochin SP/ACB/Cochin.

Cochin -do -do- State of Kerala & the Union Territory of Lakshadweep

21 Anti-Corruption Region Hyderabad Anti-Corruption Branch Hyderabad SP/ACB/Hyd.

Hyderabad DIG/ACR Hyderabad

-do- State of Andhra Pradesh excluding the areas mentioned against Vishakhapatnam Branch

22 Anti-Corruption Branch, Vishakhapatnam SP/ACB/ Vizag.

Vizag. -do- -do- Vishakhapatnam, Srikakulam, East Godavari, Krishna,Guntur, Prakassam & Nellore districts of Andhra Pradesh.

23 Anti-Corruption Branch, Bangalore SP/ACB/Bangalore

Bangalore -do- -do- State of Karnataka

EAST ZONE

24 Anti-Corruption Region Kolkata SP-I ACB/Kol.

SP-II/ACB/Kol.

Kolkata DIG/ACR Kolkata

JD/ACZ/ East (Kolkata)

State of West Bengal,

Sikkim and Union Territories of Andaman & Nicobar Islands. Gangtok and Port Blair Units will have jurisdiction in the entire State of Sikkim and Andaman Nicobar Islands respectively.

25 Anti-Corruption Branch Bhubaneshwar (with Unit at Rourkela) SP/ACB/BBSR.

Bhubane- shwar

-do- -do- State of Orissa

26 Anti-Corruption Region Guwahati

Guwahati DIG/ACR Guwahati

-do- State of Assam (excluding Cachar and North Cachar Districts

of 383

SP/ACB/Guwahati of Assam) Meghalaya and Arunachal Pradesh

27 Anti-Corruption Branch Silchar SP/ACB/Silchar

Silchar -do- -do- State of Manipur, Nagaland, Tripura, Mizoram and Cachar & North Cachar Districts of Assam.

ACHQ ZONE DELHI

28 SP ACU-I, AC-I (Existing SP/ACU-I/Delhi)

New Delhi DIG/AC-I New Delhi

JD/AC/ HQ(Delhi)

Throughout India

29 SP ACU-II, AC-I

(Existing SP/ACU-II/Delhi.

-do- -do- -do- -do-

30 SP ACU-III, AC-I

(Existing SP/ACU-III/Delhi)

-do- -do- -do- -do-

31 SP ACU-IV, AC-II (Existing SP/ACU-IV/Delhi)

-do- DIG/AC-II, New Delhi

-do- -do-

32 SP ACU-V, AC-II (Existing SP/ACU-V/Delhi).

-do- -do- -do- -do-

33 SP ACU-VI, AC-II (Existing SP/ACU-VI/Delhi).

-do- -do- -do- -do-

34 SP ACU-VII, AC-III (Existing SP/ACU-VIII)/Delhi)

-do- DIG/AC-III, New Delhi

-do- -do-

35 SP ACU-VIII, AC-III (Existing SP/ACU-IX)/Delhi)

-do- -do- -do- -do-

36 SP ACU-IX, AC-III (Existing SP/ACU-X/Delhi

-do- -do- -do- -do-

SPECIAL CRIMES DIVISION

Special Crimes Division of CBI is organised into Zones, Regions,

Investigating Units and Cells as detailed below. In the functioning of the

Division, the Director, CBI will be assisted by Special Director(s)/ Addl.

Director (s) with Joint Directors heading each Zone. The territorial

jurisdiction of each Zone is given below:

SC-I/MDMA, DELHI*

of 384

37 Special Crime Region -I, Delhi SP SCU-I, SC-I (Existing SP/SIU-I)/Delhi). SP SCU-II, SC-I (Existing SP/SIU-II)/Delhi). SP SCU-III, SC-I (Existing SP/SIU-III)/Delhi)

New Delhi DIG/SC-I Delhi

JD/SC-I/ MDMA Delhi

Throughout India

38 Special Crime Region

Kolkata SP/SCB/Kolkata

Kolkata DIG/SCR Kolkata

-do- States of West Bengal, Orissa, Assam, Meghalaya, Arunachal Pradesh, Manipur, Tripura, Sikkim, Mizoram and Union Territory of Andaman & Nicobar Islands.

39 SCB Lucknow SP/SCB/Lucknow (Existing SP/ SIC-IV/Lucknow).

Lucknow -do- -do- Throughout India

40 MDMA MDMA Delhi SP/MDMA/Delhi

Delhi DIG/MDMA Delhi

-do- Throughout India

41 MDMA Chennai SP/MDMA/ Chn.

Chennai -do- -do- Throughout India

* In partial modification of this office order No.

DP0992003/21/43/2002-PD-1099 dated 10.05.2003

(SC-II) ZONE DELHI

42 Special Crime Region -II, Delhi SP SCU-IV, SC-II SP SCU-V, SC-II SP SCU-VI, SC-II (Existing SP/ SIU-IV, SP/SIU-V & SP/SIU-VI/Delhi).

New Delhi DIG/SC-II Delhi

JD/STF (Delhi) *

Throughout India

43 Special Crime Region Mumbai SC Branch Mumbai SP/SCB/Mumbai

Mumbai DIG/SCR Mumbai

JD/SC-II States of Maharashtra Gujarat, Rajasthan, Goa and Union Territories of Daman, Diu, Dadra and NagarHaveli.

44 Special Crime Branch Chennai SP/SCB/Chennai

Chennai -do- -do- States of Tamil Nadu, Kerala, Andhra Pradesh, Karnataka and

of 385

Union Territories of Pondicherry and Lakshdweep.

* As amended vide Order No. 21/43/2002-PD-01953 dated 5.8.2003.

of 386

SPECIAL TASK FORCE ZONE DELHI

45 Special Crime Region-

III, Delhi

SP SCU-VII, SC-

III (Existing SP-I/

SIC-IV)/Delhi).

SP SCU-VIII, SC-III (Existing SP-II/ SIC-IV/Delhi). SP SCU-IX, SC-III (Existing SP-III/ SIC-IV/Delhi)

New Delhi DIG/SC-III Delhi (Existing DIG SIC IV, Delhi)

JD/SC-II (Delhi) *

Throughout India

46 Special Crime Region, Delhi SC Branch Delhi SP-I, SCB Delhi (Existing SP/ SCB-I/Delhi).

Delhi DIG/SCR Delhi JD/STF Delhi *

States of Punjab, Haryana Himachal Pradesh, Jammu & Kashmir, National Capital Territory of Delhi and UT of Chandigarh.

47 SP-II, SCB Delhi (Existing SP/ SCB-II/Delhi.

Delhi -do- -do- States of Bihar, Madhya Pradesh and Uttar Pradesh.

48 SC Branch Chandigarh SP/SCB/CHG. (Existing SP/SIU-XV/Chg).

Chandigarh -do- -do- State of Punjab,

Haryana, Himachal Pradesh and Union Territory of Chandigarh.

49 SP/STF Delhi Delhi DIG STF Delhi -do- Throughout India

50 SP/STF Mumbai Mumbai -do- -do- -do-

* As amended vide Order No. 21/43/2002-PD-01953 dated

5.8.2003.

ECONOMIC OFFENCES DIVISION

Economic Offences Division of CBI is organised into

Zones, Region, investigation Cell & Units as detailed below. In

the functioning of the Division, the Director, CBI will be

assisted by Special Director (E)/ Additional Director (E) with

Joint Directors heading each Zone. The territorial jurisdiction

of each Zone will be as mentioned below:-

EOW-I ZONE

51 EO-I Region, Delhi SP EOU-I, EO-I (Existing SP-I/SIG/Delhi).

New Delhi DIG/EO-I Delhi

JD/EOW-I Delhi

Throughout India

of 387

SP EOU-II, EO-I (Existing SP-II/SIG/Delhi) SP EOU-III, EO-I (Newly created by adjusting one post of SP/CBI)

EOW-II ZONE

52 EO-II Region, Delhi SP EOU-IV, EO-II (Existing SP/SIU-VIII/Delhi). SP EOU-V, EO-II (Existing SP/SIU-XI/Delhi). SP EOU-VI, EO-II (Existing SP/ SIU-XVII/Delhi)

New Delhi

DIG/EO-II Delhi

JD/EOW-II Delhi

Throughout India

53 EO-III Region, Delhi SP EOU-VII, EO-III (Existing SP/SIU-IX/Delhi). SP EOU-VIII, EO-III (Existing SP/ SIU-XII/Delhi). SP EOU-IX, EO-III

(Existing SP/CCIC/ Delhi).

New Delhi

DIG/EO-III Delhi

-do- -do-

EOW-III ZONE

54 EOW-Region

Mumbai SP/EOW/Mumbai

Mumbai DIG/EOW Mumbai

JD/EOW- III Delhi

States of Maharashtra, Goa and Union Territories of Daman Diu, Dadar and Nagar Haveli

55 EOW- Chennai

SP/EOW-Chennai

Chennai -do- -do- States of Tamil-Nadu, Kerala, Andhra Pradesh. Karnataka and Union Territories of Pondicherry & Lakshdweep

56 EOW- Region Delhi EOW Delhi SP-I/EOW Delhi

New Delhi

DIG/EOW Delhi

JD/EOW-III Delhi *

States of Punjab, Haryana, Himachal Pradesh, Jammu & Kashmir, NCT of Delhi and U.T. of Chandigarh.

57 SP-II/EOW Delhi -do- -do- -do- States of Bihar, Uttar Pradesh and Remaining districts of Madhya Pradesh

58 EOW-Kolkata

SP-/EOW Kolkata

Kolkata -do- -do- States of West Bengal, Orissa, Assam, Meghalaya Arunachal

Pradesh, Manipur, Tripura, Sikkim, Mizoram and U. T. of A. & Nicobar Islands.

* As amended vide Order No. 21/43/2002-PD-01953

dated 5.8.2003.

EOW-IV ZONE

59 BS&FC Region Delhi New

DIG/BS&FC Delhi

JD/EOW-IV Delhi

Throughout India

of 388

BS&FC Delhi BS&FC -I Delhi SP-I,BS&FC Dli.

Delhi Delhi IV Delhi

60 BS&FC-II Delhi SP-II,BS&FC Dli.

-do- -do- -do- -do-

61 BS&FC-III Delhi SP-III,BS&FC Dli. (Existing SP/SIU-X)/ Delhi).

-do- -do- -do- -do-

62 BS&FC Kolkata

SP/BS&FC Kol. (Newly created by adjusting one post

of SP/CBI).

Kolkata -do- -do- -do-

63 BS&FC Region Mumbai BS&FC Mumbai SP-I/BS&FC Mum.

Mumbai DIG/BS&FC Mumbai

-do- -do-

64 SP-II/BS&FC Mum. Mumbai -do- -do- -do-

65 BS&FC Bangalore

SP/BS&FC B’lore.

Bangalore -do- -do- -do-

ADMINISTRATION DIVISION

Headed by a Joint Director, the Administration Division will comprise of following Offices/Units. Jt. Director (A) will report through Addl. Director( E).

66 SP/ Training Centre -I

Ghaziabad DIG/Trg. JD (Admn.) Delhi

-

67 SP/ Training Centre-II

-do- -do- -do- -

68 SP/ R &D

(newly created by

adjusting one post of SP/CBI)

-do- -do- -do- -

69 SP/ HQ New Delhi DIG (Admn.)

-do- -

70 AO (A) -do- -do- -do- -

71 SP/ Pers. (newly created post)

-do- DIG (Pers.)

-do- -

72 AO (P) -do- -do- -do- -

POLICY DIVISION DELHI

Headed by a Joint Director, this division will work directly under DCBI. It will have following Branches/Units/Wing:-

73 Special Unit-I SP-I/SU Delhi

New Delhi

DIG-I/SU

JD/Policy Throughout India

74 Special Unit-II SP-II/SU Delhi

New Delhi

-do- -do- -do-

75 Special Unit Mumbai Mumbai -do- -do- -do-

76 Special Unit -III

SP-III SU Delhi

Delhi DIG-

II/SU-II

-do- -do-

of 389

77 Special Unit Kolkata SP SU Kolkata

Kolkata -do- -do- -do-

78 Special Unit Chennai SP SU Chennai

Chennai -do- -do- -do-

79 AIG (P)-I (Existing AIG (P)/ Delhi.

New Delhi

-- -do- --

80 AIG (P)-II (Newly created by adjusting one post of SP/CBI).

-do- -- -do- --

81 Deputy Principal Information Officer

-do- -- -do- --

CO-ORDINATION DIVISION

Headed by Dy. Director (Coordination), this division will function

under a Joint Director, which will be nominated by DCBI.

82 AD(Interpol)-I (Existing

AD/Interpol/Delhi). New Delhi DIG/Coord. JD-

Nominated by DCBI

Throughout India

83 AD (Interpol)-II (Newly created by adjusting one post of SP/CBI).

New Delhi -do- -do- -do-

84 AD (Coord.) New Delhi -do- -do- -do-

The System Division of CBI will function under JD/ DIG well versed with Computers. They will be nominated by DCBI.

This order will come into force from August 1, 2003 or as otherwise

ordered. Administration division will issue all other consequential orders

indicating rationalization of staff strength. The CBI Crime Manual and

Administration Manual are deem to have been amended accordingly in

respect of this order.

Sd/- P. C. Sharma

DIRECTOR CBI

Copy to:

1. Special Director, CBI, New Delhi/ Additional Director, CBI, New

Delhi

2. All Joint Directors, CBI/Director (Prosecution)/Director, C.F.S.L.

3. All DIGs, CBI./DD(A) & DD(Co),CBI/ DPIO, CBI, New Delhi.

4. All SsP, CBI/ Asstt. Director (Interpol) and Asstt. Director (Coord.),

CBI, New Delhi.

5. AO(E) and AO(A)/CBI/New Delhi/ OSD(Computer),CBI, System

Division, New Delhi.

6. Guard File No.24.

of 390

Annexure -IV

PRO FORMA

1 (i) Name of the Organisation/Office Central Bureau of Investigation

(ii) Ministry/Department to which attached Cabinet Secretariat

(iii) Whether the requisitioning authority is authorized by the administrative Ministry/Deptt. to place the requisition with SSC directly ?

2 Complete postal address of the Head of Office of the Organisation.

Central Bureau of Investigation Block No. 3, 4th Floor, CGO Complex, Lodhi Road, New Delhi - 110 003

3 Requisition for recruitment to the post of :-

(a) Designation

(b) Scale of Pay

(c) Classification (Whether Group 'C' - Non - technical or Group 'B' - Non - gazetted)

4 Details of the post :-

(a) Brief description of the job requirements and nature of duties of the post

(b) Place of initial posting

(c) Whether All India Service Liability involved

5 How have the vacancies arisen ? (Clearly specify, by Promotion/Resignation/Death/Retirement, etc. In case the vacancy is due to failure of recruitment by transfer/deputation, the details thereof may also be indicated.)

6 Break- up of vacancies (This may be shown in the format of Vertical and Horizontal components as indicated below)

(a)

Category - wise (Vertical) Break- up of vacancies (Note : Break - up of current and backlog vacancies for SCs & STs to be indicated. )

Category No. of vacancies

(i) UR (ii] OBC (iii) SC Current Backlog (iv) ST Current

of 391

Backlog TOTAL

(b) Horizontal Reservation :

(i) Whether the post is identified as suitable for :

(i) OH Yes No (ii) HH Yes No (iii) VH Yes No

(ii) Out of the total vacancies shown above in Col. 6 (a), the number of vacancies for PH (Horizontal reservation)

(i) OH (ii) HH (iii) VH

(iii) Out of the total vacancies shown above in Col. 6 (a), the number of vacancies for Ex - Servicemen (Horizontal reservation) (Please note that the vacancies mentioned in the vertical component shall be the total number of vacancies inclusive of the horizontal component)

7 Period of Probation

8 Qualifications as laid down in the notified Recruitment Rules including any relaxation :

(a) Essential

(b) Desirable (Please indicate 'Nil' if not specified in the Recruitment Rules)

9 Age limits

(a) As per recruitment rules

(b) Relaxation in upper age limit available to :

(i) SC by ______ years (ii) ST by ______ years (iii) OBC by ______ years (iv) PH by ______ years (v) PH & SC/ST by ______ years (vi) PH & OBC by ______ years (vii) Departmental candidates by ______ years (viii) Central Govt. Employees (Other than (vii) above ) by ______ years (ix) Any others (please specify details and extent of relaxation) by ______ years

Note : As regards age relaxation to physically handicapped categories candidates, your attention is invited to DOPT OM No. 43019/28/86 - Estt (D) dated 1.2.99.

10 Any other requirements or conditions not covered by the above Columns.

11 Name, address and telephone number of the Departmental Representative (not less than the rank of Deputy Secretary of the Department/Ministry) who will be deputed to assist the SSC at the Interview.

12 Whether the captioned post(s) has/have been got exempted from ban orders imposed by the Ministry of Finance vide their O.M. No. F.7 (1)- E (Coord)/84 dated 3.1.84 and F.No. 7 (3)/6/E. (Coord)/99, dated 5.8.99 or any subsequent orders.

13 Whether the vacancies have been cleared by the Screening Committee of the administrative Ministry in accordance with

of 392

DOPT O.M. No. 2/8/2001 - PIC, dated 16th May, 2001 and 6/18th June, 2002.

14 Whether a "No Objection Certificate" from the Central (Surplus Staff) Cell (now re-designated as Division for Retraining and Re-deployment) of the DOPT has been obtained in accordance with the CCS (Re-deployment of Surplus Staff) Rules, 1990 notified vide DOPT Notification 1/14/89 - CS.III, dated 28.2.1990 and DOPT letter No. 1/5/2000 - CS.III dated 10.11.2000.

15 Whether the number of vacancies reserved for SC, ST and OBC as mentioned in column 6 above is in accordance with the reservation quota fixed for these communities as per the DOPT O.M. No. 36012/2/96-Estt (Res), dated 2.7.1997 and DOPT O.M. No. 36012/5/97-Esst. (Res) Vol.II, dated 20.7.2000.

16 Whether the vacancies for Physically Handicapped and Ex-servicemen have worked out with reference to DOPT O.M. Nos. 36035/16/91-Estt.SCT dated 20.9.94 and 36012/58/92 - Estt. (SCT), dated 1.12.1994 respectively.

17 Whether the provisions of the Persons with Disabilities (Equal Opportunities, Protection of Rights and Full Participation) Act, 1995 are complied with.

18 Letter No. and date of the LAST requisition for the same post (along with category-wise break - up of the number of vacancies) placed with the SSC by your office.

19 Letter No. and date by which nomination has been made by SSC to your office earlier for the same post.

It is certified that : (a) The information furnished against the above mentioned columns are

correct and based on the official records available with the office ;

(b) Vacancies projected in this requisition are regular and all regular

vacancies on date which fall within the direct recruitment quota have

been included in this requisition, and also the necessary sanction of

the govt. for these posts is available ;

(c) The vacancies reported shall not be withdrawn nor the number and

category break - up of vacancies shall be altered under any

circumstances ;

(d) Suitable personnel are not available with the Surplus Cell of DOPT for

filling up these vacancies ;

(e) While sending this requisition, policy relating to 3% reservation for

persons with disabilities has been taken care of ;

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(f) (i) The post for which this requisition is being sent has been identified as

suitable for being manned by persons with disabilities. Vacancies

reserved for the disabled have been suitably indicated in the vacancy

position ;

(ii) The post for which this requisition is being sent has been identified as

suitable for being manned by persons with disabilities. However, none

of the vacancies reported hereby has been earmarked reserved for the

disabled ;

(iii) The post for which this requisition is being sent has not been

identified as suitable for being manned by persons with disabilities ;

(iv) The establishment/organization to which the post is to be filled up, for

which this requisition is being sent has been exempted from the

provisions of Section 33 of the Persons with Disabilities (Equal

Opportunities, Protection of Rights and full Participation) Act, 1995 ;

(g) The number of vacancies reserved for SC, ST, OBC etc. as mentioned

in column 6 above are in accordance with the reservation quota fixed

by the Govt. for these communities ;

(h) Candidates nominated by the SSC against the vacancies reported in

this requisition shall be given appointment by this office within three

months from the date of nomination.

* Strike off whichever is not applicable.

Signature and Official Seal of the Officer authorized to send this requisition.

Place : Tel No.

Date :

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Annexure – V

COURSES CONDUCTED BY THE CBI ACADEMY TARGET OFFICERS AND DURATION

BASIC COURSES

S.No Courses Target Officers Duration

1 Basic Course for Dy.SsP Direct recruited Dy. SsP 1 years & 14 weeks

2 Basic Course for SIs Direct recruited S.I. and Departmental

1 years & 7 weeks

3 Basic Course for Constables Direct Recruited Constables 6 months

ORIENTATION/INDUCTION COURSES

4 Orientation Course for SsP/DIsG

SsP/ DIsG joining CBI on deputation

1 week

5 Orientation Course for Inspr/DySsP

Deputationist Dy.SsP and Inspectors on joining CBI

6 weeks

6 Orientation Course for Constables

Deputationist Constables on joining CBI

6 days

INDUCTION COURSES

7 Induction Course for Newly Appointed Law Officers

Newly Appointed Law Officers of CBI

5 days

8 Induction Course for Newly Appointed LDCs

Newly Appointed LDCs of CBI 2 weeks

9 Basic Investigation Course for Promotee Inspectors

Promotee Inspectors of CBI (who have not attended Basic Course of SIs)

2 weeks

10 Basic Investigation Course for Promotee Sub-Inspectors

Promotee Sub-Inspectors of CBI (who have not attended Basic Course of SIs)

3 weeks

REFRESHER COURSES

11 Refresher Course ASIs of CBI 1 week

12

Refresher Course Constables & Head

Constables of CBI 1 week

13 Refresher Course Handling of Cash & Accts for all ministerial staff

2 days

14 Refresher Course UDCs of CBI 1 week

15 Refresher Course for Law officers of CBI

APP, PP, and Sr.PP of CBI 1 week

16 Refresher Course for SCS/PAs

SCS/PAs of CBI 1 week

17 Refresher Course for LDCs LDCs of CBI 1 week

18 Refresher Course for Hd. Clerk and CAs

Hd Clks & CAs of CBI

1 week

ANTI-CORRUPTION COURSES

19 Investigation of Disproportionate Assets & Trap Cases

Insprs to Addl.SsP of CBI ACB Branches & of State Police

1 week

20 Investigation of Cases of Abuse of Official Position in Award of Contracts, Purchases, Procurement and Sub-Standard Construction

Insprs. to Addl.SsP of CBI ACB Branches Addl.SsP of State Anticorruption CB(CID) Vig. Dealing with such cases

1 week

21 Anti-Corruption Laws and SsP of CBI and of State Police 1 week

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Investigation including appreciation of Evidence in Anti-Corruption Cases

dealing with Anti-Corruption Cases & DIsG of State dealing with such cases

CYBER CRIME COURSES

22 Investigation of Cyber Crime Inspr. to Addl.SsP of CBI & of State Police

1 week

23 Investigation of Cyber Crime SsP & above of CBI and of State Police

1 week

ECONOMIC OFFENCES COURSES

24 Investigation of Economic Offences

Insprs to Addl.SsP of CBI and of State ACB/EOW Branches, APP, PP, and Sr.PP of CBI

1 week

25 Investigation of Bank Fraud Cases

Insprs to Addl.SsP of CBI, ACB/EOW Branches, APP PP, and Sr.PP of CBI

1 week

CONVENTIONAL & TERRORIST CRIME COURSES

26 Investigation of Homicide Cases including Custodial Crime and Capsule on Human Rights

Insprs to Addl.SsP of CBI posted to the branches investigating such cases

1 week

SCIENTIFIC INVESTIGATION COURSES

27 Scientific Aids to Investigation SIs to Addl. SP of CBI and State Police posted in investigation units

1 week

28 Scientific Interrogation Techniques

SIs to Addl. SP of CBI and State Police posted in investigation units

1 week

VIGILANCE COURSES

29 Vigilance Course for Junior Vigilance Officials

VOs(upto Manager level ) of PSUs, Insprs. to Dy..SsP of CBI and of State Police

1 week

30 Vigilance Course for middle level vigilance officials

Sr. Managers to DGM of PSUs, Addl.SsP of CBI and State Police

1 week

31 Vigilance Course for CVOs CVOs of PSUs & Banks 1 week

32 Departmental Enquiries : Insprs to ASP of CBI, VOs to Vigilance Managers of PSUs and Dy.SsP/ Addl. SP of State Police and CPOs handling DEs

1 week

COMPUTER COURSES

33 Computer Familiarisation Course

SIs to Addl. SP, OS , APP to Sr.PP of CBI

1 week


Const. to ASI 1 week


LDC to CA of CBI & CFSL 1 week

36 Data base course on Lotus Approach

D.E.Os and all ranks already trained in Windows NT

VERTICAL INTERACTION COURSE

37 Vertical Interaction Course (sponsored by BPR&D)

IPS & other Senior Police Officers

1 week

SEMINAR/WORKSHOPS

38 Seminar/Workshop for IT for CBI Officers

SsP, DIsG, JDs of CBI 3 days

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39 International Seminar on “Prosecution of Corruption”

Prosecutors from signatories countries to ADB-OECD Anti Corruption initiative

3 days

40 Seminar/workshop on Anti-Corruption Laws and Investigation

SsP, DIsG & JDs, DLAs & ALAs of CBI

2 days

41 Seminar/Workshop on "Economic Offences"

SsP, DIsG, JDs, DLAs, ALAs of CBI

2 days

42 Seminar/Workshop on "Investigation of Special Crime Cases- Difficulties & Challenges"

SsP, DIsG, DLAs, ALAs of CBI

2 days

OTHER COURSES

43 Investigation Abroad Dy.SP, SP &Law Officers of CBI And State Police dealing with such cases

3 days

44 Course for DDOs OS, Dy.SP & Addl.SsP of CBI 3 days

45 Course for Retiring employees Officers & Staff of CBI retiring within one year

2 days

46 Attachment of IPS(Officers Trainees)

IPS(OTs) of 53rd-RR (on request from NPA)

47 Visits of Officers from Indian Air Force, BSF, IB UP Police etc.

On request from concerned agencies.

48 Course on Driving and Traffic Rules

In-service Drivers of CBI -

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Annexure - VI

CHECKLIST OF POINTS FOR CONSIDERATION (G.I.MHA (D.P.&A.R.) O.M.No.24011-1/76-Estt. (B) dated the 17th May,

1976)

Part-I- General Information

1. Name and present designation :

2. Post held including name of establishment : i) substantive ii) officiating

3. Any post, other than the present appointment, held during 6 months prior to the month in which resignation is tendered.

4. Permanent residential address :

Part-II - Points to be checked up before accepting resignation

5. The date on which the Government servant wants to be relieved from service.

6. (i) Whether any inquiry or investigation or disciplinary case is pending or contemplated.

(ii) Whether under suspension :

7. Whether the Government servant concerned has executed any Bond for serving the Government for a specified number of years on account of his being given specialised training, fellowship/scholarship for studies or deputed for training whether in India or abroad, and if so, the Bond period is over.

8. Time required for filling up the post and/or

making alternative arrangements :

9. Authority competent to accept resignation i.e. appointing authority :

Part-III - If the resignation is accepted, points to be checked up before relieving the Government servant.

10. Whether alternative arrangements have been made for discharge of the duties of the post including arrangements for taking over charge of cash/stores in the custody of Government servant (wherever applicable)

Controlling Officer :

11. Whether the Government servant has surrendered and obtained ‘No Demand Certificates’ in respect of -

(i) MHA/Departmental Identity Card (ii) Library Cards/Tokens of the Central Sectt.

Library and/or Departmental Library etc.

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(iii) CGHS Identity Card (iv) Typewriters, brief cases, cycles, Liveries, etc

(wherever applicable) (v) Headgear set and locker in case of TO and

other tools in case of other cadres.

12. Arrangement made for recovery of outstanding advances/loans, if any, taken or any other category of dues, viz.- (i) Training Allowance paid to the official : (ii) House Building Advance : (iii) Advance for purchase of Motor Car/Motor Cycle/Scooter/Cycle : (iv) Festival Advance/Flood Advance : (v) Any other dues, such as :-

(a) Amounts due to be recovered from or settled by, the employee in respect of money/material entrusted to him in the course of his official duties in this or earlier posts :

(b) Recoveries ordered to be made as a result of disciplinary proceedings

13. Whether the Government servant is in occupation of Government accommodation. If so, whether the dues in respect of such accommodation (including electrical appliances, etc.) have been settled and a No Demand Certificate obtained.

14. Whether accounts in respect of water and electricity charges in respect of Government accommodation held by the Government servant have been settled with the concerned Municipality/Corporation.

15. In case where the Government servant has not been in occupation of any Government residential accommodation during the service, whether ‘No Demand Certificate’ has been issued by the Ministry/Department as required in Ministry of W.H.&R. Memo NO.15-362-A.C.C.I, dated the 19th October, 1963

16. Whether any cash deposit/security of sufficient

value has been taken where it is not found possible to make a correct assessment of the dues immediately.

17. Leave sanctioned to the official from previous half-year and any leave sanctioned extra, if so leave salary paid. The Personal File and Service Book may also be forwarded

18. Any other section concerned :

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Annexure - VII

MOST IMMEDIATE No.DP AD 4 2000/87/8/1/2000

CENTRAL BUREAU OF INVESTIGATION Government of India Block No.3, 4th Floor,

CGO Complex, Lodhi Road, NEW DELHI-110 003.

Dated 04-02-2000.

To 1. The Spl. Director (S) & (E), Central Bureau of Investigation New Delhi. 2. All Joint Directors, Central Bureau of Investigation, (Delhi based and outside Delhi) 3. The Supdt.of Police, CBI, All Branches located in Delhi and outside. Sub.: Delegation/Re-delegation of Financial and Administrative Powers

to Special Directors and Joint Directors, CBI. Sir, The proposal regarding Delegation of Financial Powers to the Special

Directors and the Joint Directors of the CBI has been under consideration

for some time. The existing scheme of delegation of Financial Powers to

Zonal JDs has been reviewed with a view to have greater delegation of

financial responsibility and expeditious disposal of business. Accordingly in

continuation of Head Office Circular No(s) A-22020/32/92-AD.IV dt.27-02-

95 and 27/28/95/AD.V dt.28-11-96, it has now been decided, in exercise of

the powers conferred vide Rule - 13(2) of the Delegation of Financial Powers

Rules, 1978, by the Director/CBI to delegate more Financial and

Administrative Powers to all the Joint Directors and Special Directors, CBI to

the extent as indicated against each item of the Statement annexed to this

letter.

2. The delegation/re-delegation is subject to restrictions, stipulations or

instructions that may be issued by the Government from time to time.

3. The Director, CBI has desired that all Joint Directors/CBI and Special

Directors will ensure that the powers are exercised properly.

Yours faithfully,

Sd/- (Vivek Dube)

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Dy. Director (Admn./CBI Encl.: As above.

Copy to :- 1. PS to Director, CBI. 2. All DIsG/Dy. Directors/DD(CO), CBI. 3. Administrative Officer (A) and (E), AIG (P)CBI, Nsew Delhi. 4. Accounts Officer, PAO, CBI, New Delhi. 5. All Sections/Zones/Divisions, CBI. 6. Guard File (AD.IV Section).

of 401

STATEMENT SHOWING THE FINANCIAL AND ADMINISTRATIVE

POWERS OF THE JOINT DIRECTORS AND SPECIAL DIRECTORS OF C B I

Sl.No. Nature of Powers. All Joint Directors/CBI

Spl.Director(S)/ CBI & Spl.

Director(E)/ CBI

Remarks

1 SANCTION OF LEAVE

Sanction of all kinds of leave to officers

Full Powers for grant of leave upto the rank of SsP.

Full Powers to Special Director (S) & (E) in respect of DIsG working under them.

Leave matters concerning to JDs and above will continue to be submitted to the Director, CBI.

2 PERMISSION FOR HIGHER STUDIES AND TO OBTAIN PASSPORT.

Permission for higher studies/ vocational courses and NOC for obtaining passport in respect of officers upto the rank of DIG and Administrative Officers.

-- Full Powers to SDCBI (S)

The matters in respect of officers above the rank of DIG will continue to be submitted to the Directror/CBI.

3 ADVANCE/WITHDRAWAL FROM PF TO IPS OFFICERS

Sanction of Advance/Withdrawal from GPF to IPS officers under AIS(PF) Rules upto the rank of DIsG.

-- Full Powers to SDCBI(S)

The cases concerning JDs and above for sanction of advance/withdrawals under AIS (Rules) will continue to be submitted to the DCBI.

4 HOUSE BUILDING ADVANCE

Grant of House Building Advance to officers of and above the rank of DIG.

-- Full Powers to SDCBI (S)

Powers to sanction HBA to officers below the rank of DIG are already delegated to JD (Admn.), CBI, HO.

5 MOTOR CAR/COMPUTER ADVANCE

Sanction of Motor Car Advance/

-- Full Powers to SDCBI(S)

Powers to sanction Motor Car Advance to officers below the rank of DIG

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Computer Advance to JDs

are already delegated to JD(A), CBI, HO.

6 POSTING/TRANSFER

Posting/Transfer of all Group 'A' Officers viz. Dy. Supdts. of Police and Law Officers (Sr.PP to ALA) except Ss.P and above.

-- Full Powers to Spl. Directors (S) and Special Director (E) in respect of officers working under their control only.

The cases of Transfer of Dy. SsP and Law Officers (Sr.PP to ALA) outside the jurisdiction of SD, CBI (S) and (E) will be decided in co-ordination meeting to be held between the two Special Directors, which may be held once in a month.

7 MEDICAL CLAIMS

Process claims under CS(MA) Rules, CGHS Rules, condonation of delay and settlement of medical claims etc. of the staff members of the Central Bureau of Investigation upto the level of DIG, Ministerial Staff and their family members.

Full Powers. -- The cases concerning JDs and above will continue to be submitted to the DCBI. The delegation/ re-delegation is subject to the restrictions, stipulations or instructions that may be issued by the Ministry of Health & F.W/ DGHS/CGHS from time to time.

Annexure - VIII

FORM NO 24 (See Rule 32)

Form of certificate of verification of service for pension

No_______________________

Government of India Ministry of ________________ Department of _____________ Dated_____________________

Certificate

It is clarified, in consultation with the Accounts Officer, that

Shri......... Designation.......... has completed a qualifying service of........

years ............months............days as on............(date), as per details given

below. The service has been verified on the basis of his service documents

and in accordance with the rules regarding qualifying service in force at

present. The verification of service under sub rules (1) and (2) of Rule 32 of

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the Central Civil Services(Pension) Rules 1972, shall be treated as final and

shall not be re-opened except when necessitated by a subsequent change in

the rules and orders governing the conditions under which the service

qualifies for pension.

DETAILS OF QUALIFYING SERVICE

_____________________________________________________________________________

To From ___________________________________________________________________________

__

1. 2. 3.

_____________________________________________________________________________

Signature of Head of Office

To Shri______________ (Name & Designation)

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Annexure - IX MODEL CALCULATION-1 FAMILY PENSION & DEATH GRATUITY CALCULATION MEMO IN RESPECT OF SHRI AAA DESIGNATION BBB, CBI EXPIRED ON 09.09.1999 I. Date of birth: 23.04.1941 Date of appointment: 05.04.1963 Date of death: 09.09.1999 Last pay drawn Rs. 6025/- II.

QUALIFYING SERVICE: Y M D

Gross service w.e.f. 05.04.1963 to 09.09.1999

36 5 4

Non-qualifying service - - -

NET SERVICE 36 5 4

III. FAMILY PENSION Emoluments last (pay) drawn = Rs.6025/- Family Pension admissible @30% 6025 x30 = Rs.1808-00 100 i) Family pension at Enhanced Rate 10.09.1999 to 09.09.2006 (7 years) Rs.1808 x 2 = Rs.3616/- but

or attaining the age of 67 years limited to Rs.3013/- i.e. 50% of whichever is earlier the last pay drawn.

ii) Family Pension at Normal Rate 10.09.2006 onward Rs.1808/- IV) DEATH GRATUITY: Basic Pay Rs.6025-00 DA @ 37% Rs.2229-00 TOTAL Rs.8254-00 Rs.8254 x 33 Rs.2,72,382-00

Sd/- Head of Office

CBI

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MODEL CALCULATION – 2 PENSION, COMMUTED VALUE OF PENSION, RETIREMENT GRATUITY & FAMILY PENSION CALCULATION MEMO IN RESPECT OF SHRI CCC DESIGNATION DDD, CBI RETIRING ON 31.05.2002 ON SUPERANNUATION Date of birth: 20.05.1942 Date of appointment: 03.09.1970 Date of retirement: 31.05.2002 Pay as on 1.10.2000 Rs. 8300/- Pay as on 1.10.2001 Rs. 8500/- Pay on the date of retirement Rs. 8500/- I. Gross Service Yr. M D

w.e.f. 03.09.1970 to 31.05.2002 31 8 28

Non-qualifying service - - -

Total Service 31 8 28

or say 63 SMPs II: AVERAGE EMOLUMENTS i) 01.08.2001 to 30.09.2001 @Rs.8300 x 2= Rs.16,600-00 ii) 01.10.2001 to 31.05.2002 @Rs.8500 x 8= Rs.68,000-00 Total = Rs.84,600-00 A.E. = 84,600 = Rs.8,460-00 10 III: PENSION i) Pension admissible for maximum: 8460 x 66 = Rs.4230-00 qualifying service 2 x 66 ii) Pension admissible for 8460 x 63 = Rs.4037.72 63 Six Monthly Period 2 x 66 or say

Rs.4038-00

IV. COMMUTATION 40% of Rs.4038 = Rs.1615/- 1615 x 12 x 9.81 = Rs.1,90,117.80 V. RESIDUARY PENSION: Rs.4038 (-) Rs.1615 = Rs.2423-00 VI. RETIREMENT GRATUITY: Basic Pay Rs. 8500-00 DA @45% Rs. 3825-00 Rs.12,325-00

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12,325x63 = Rs.1,94,118.75/- or say Rs.1,94,119-00 4 VII. FAMILY PENSION (IN CASE OF DEATH OF PENSIONER): 30% of the last pay drawn (Rs.8500-00) 8500 x 30 = Rs.2550-00 100 Family Pension at enhanced rate:Rs.2550 x 2 = Rs.5100/-

but limited to Rs.4038/- i.e. pension authorised on the date of retirement.

(7 years or the age of 67 yrs. whichever is earlier) Family Pension at Normal Rate thereafter Rs.2550/-

Sd/- Head of Office

CBI

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Annexure – X(A)

No.240/1/96-AVD.II GOVERNMENT OF INDIA

MINISTRY OF PERSONNEL, PUBLIC GRIEVANCES AND PENSIONS DEPARTMENT OF PERSONNEL & TRAINING

NEW DELHI

DATED : 03.10.96

To The Director, Central Bureau of Investigation New Delhi Sub:- Delegation of financial powers Rules 1978 - Enhancement of

Powers of DCBI. Sir, I am directed to convey the sanction of the President to the delegation

of enhanced powers to the Director,CBI for according administrative

approval and expenditure sanction for execution of works as specified in

Annexure ’A'.

2. This order relating to delegation of enhanced powers is subject to the

provisions contained in DFP Rules, GFRs and other instruction issued from

time to time.

3. This letter issues with the concurrence of Ministry of Home Affairs

vide their Dy. No.7334/JS/Fin(P) dated 1.10.96.

Yours faithfully

sd/-

( Jaswant Singh) UNDER SECRETARY TO THE GOVT. OF INDIA

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STATEMENT SHOWING ENHANCED DELEGATION OF POWERS TO DCBI SL NO NATURE OF POWER EXISTING POWERS ENHANCED TO OF DCBI 1. Contingent Recurring Recurring Expenditure Rs. 10,000/- p.a. Rs.30,000/- p.a. in each case in each case Non-Recurring Non-Recurring Rs.40,000/- p.a. Rs.60,000/- p.a. in each case in each case 2. Local purchase of Rs.40,000/- p.a. Rs.50,000/- p.a. Stationery 3. Petty repairs Rs.10,000/- in each case Rs.20.000/-in each case 4. Major and Minor works Nil Major Work : Rs.30 lakh in each case Minor Work :Rs.2 Lakh in each case.

FINANCIAL POWERS OF THE DIRECTOR / CENTRAL BUREAU OF INVESTIGATION

S.No Item Govt. Order of delegation

Monetary limit upto which

expenditure can be incurred

Remarks

1 Bicycle Item No.1 of Annex ure to Schedule V of DFP Rules 1978

Full Powers As per Scales prescribed in Col.4 of Schedule V to DFP Rules -1978

2 Conveyance Hire Item No.3 of Annexure to Schedule V of DFP Rules, 1978

The conveyance hire charges actually paid may be reimbursed to a Gazetted /non-gazetted Govt. servant who performs

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journey in public interest within the municipal limits of the city in which his H.Q. is situated, in a conveyance when a staff car is not available. Provided that where travelling allowance is also admissible for such a journey, it will be open to the officers either to claim reimbursement of the conveyance hire under these rules or travelling allowance under Travelling Allowance. Provided further that the reimbursement of the conveyance hire shall be subject to the conditions laid down in Col.4 of Schedule V to DFP Rules, 78.

4 Electric Gas and Water Charges.

Item No.4 of Annexure to Schedule V to DFP Rules, 1978

Full Powers

5 Fixture and furniture , purchase and repairs

Item No 5 of Annexure to Schedule V of DFP Rules, 1978

Full Powers The exercise of this power shall be subject to such conditions and scales as may be prescribed by the Min. of

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Works and Housing.

6 FREIGHT AND DEMURRAGE / WHARFAGE CHARGES (i) Freight Charges (ii)Demurrage/Wharfage charges

Item No.6 (i) of Annex ure to Schedule V of DFP Rules, 1978 Item 6(ii) of Annex ure to Schedule V of DFP Rules, 1978

Full Powers Full Powers

In case of airlifting of stores exceeding Rs.1000/- should be reported to the next higher Administrative Authority / DP&T. Each case exceeding Rs.1000/- should be reported to Min./Deptt.

7 Hire of Office furniture, electric fans, heaters, coolers, clocks and call bells.

Item No.7 of Annex ure to Schedule V of DFP Rules, 1978

Full Powers Subject to observance of all the relevant Govt. Rules in force.

8 Legal Charges (i) Fees to Barristers, Advocates, Pleaders, Arbitrators and Umpires. (ii)Other Legal Charges

Item No.9(i) of Annex ure to Schedule V of DFP Rules, 1978 Item No.9(ii) (a) Law suites or prosecutions cases. Item No.9 (ii) (b) Arbitration Cases

Full Powers Full Powers in case of authorities vested with powers to sanction the institution of suit or prosecution; otherwise Rs.5000/- in each case. Full Powers in case of authorities vested with powers to refer cases to

Subject to conditions /scales laid down in Col.4 of the Annex ure to Schedule V of DFP Rules, 1978 As per conditions provided in Col.4 of the Annex ure to Schedule V to DFP Rules, 1978. As per

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arbitration otherwise Rs.1,00,000/- in each case.

conditions provided in Col.4 of Schedule V to DFP Rules, 1978.

9 Engagement of Spl. Counsel on behalf of CBI to contest the criminal cases Payment of fee to Spl. Counsels for the courts at Delhi, Mumbai, Calcutta and Chennai Payment of fee to Spl. counsels for the courts at other stations.

DP&T Letter No.225/2/95- AVD-II dated 30.1.97 circulated vide DCB letter No.2/97/DCBI/ Pers/338 dated 4.2.97

-do-

-do-

Full Powers Sr. Counsels Rs.3500/- per day. Jr. Counsels Rs.1750/- per day

Subject to observance of Scheme circulated by Legal Division /CBI. The Counsels should be appointed with the prior approval of the Director, CBI.

-do-

10 MOTOR VEHICLES (iii)Maintenance, Upkeep and repairs.

Item No.10 (iii) of Annexure to Schedule V of DFP Rules , 1978.

Full Powers

--

11 Municipal rates and taxes

Item No.11 of Annexure to Schedule V of DFP Rules, 1978

Full Powers Subject to observant of all the relevant Govt. rules.

12 Petty Works and Repair i) Execution of Petty Works and special repairs to Govt. owned building including sanitary fittings, water supply and electrical installation in such buildings and repairs. (ii) Ordinary repairs to Government Buildings (iii) Repair and alteration to hired and requisitioned buildings

Item No.12 (ii) of Annexure to Schedule V of DFP Rules, 1978 Item No.12(iii) of Annexure to Schedule V of DFP Rules, 1978

Rs.30,000/- in each case. Full Powers Non- recurring Rs.30,000/- per annum Recurring Rs.6,000/- per annum

As per conditions laid down in col. 4 of the Schedule V of DFP Rules, 1978 Subject to the conditions laid down in col.4 of Schedule V of DFP Rules,

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1978

13 Postal and Telegraph Charges : (i) Charges for the issue of letters , telegraphs etc. (ii)Commission on Money Orders

Item No.13(i) of Annexure to Schedule V of DFP Rules, 1978 Item No.13(ii) of Annex ure to Schedule V of DFP Rules, 1978

Full Powers

Subject to the conditions laid down in Col.4 of the schedule V of DFP Rules, 1978. Subject to the conditions laid down in Col.4 of the Schedule V of DFP Rules, 1978.

14 Printing and Binding Item No.14 of Annexure to Schedule V of DFP Rules, 1978.

Full Powers where work executed through or with the approval of Director of Printing. In the case of local printing and binding Rs.20,000/- per annum.

Subject to the conditions laid down in col.4 of the Annexure to Schedule V of DFP Rules, 1978.

15 Publication (i) Official Publication (ii) Non-official Publication

Item No.15(i) of Annexure to Schedule V of DFP Rules, 1978 Item No.15(ii) of Annexure to Schedule V of DFP Rules, 1978.


Subject to conditions laid down in col.4 of the schedule V of DFP Rules, 1978 --do -

16 R E N T (i) Ordinary Office accommodation (a) Where the accommodation is entirely utilised for the office. (b) Where the accommodation is used partly as office and partly as residence

Item No.16(i) (a) of Annexure to Schedule V of DFP Rules, 1978 Lr. No. 11011/18/86-Fin.II (MHA) dated 26.12.86. Item No.16(i)(b) of Annexure to Schedule V of

A1 = Rs. 25000/- p.m. A, B1 & B2 = Rs. 10000/- p.m. C = Rs. 6000/- p.m. Unclassified = Rs. 4000/- p.m. A1 = Rs.6000/- p.m. A B1 B2 =

Normally the Central Public Works Department should hire accommodation required for public purposes and also enter into the lease deeds and pay the rent. The powers is an exception this

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(ii) For residential and other purposes

DFP Rules, 1978 Item No.16(ii) of Annexure to Schedule V of DFP Rules, 1978

Rs.5000 p.m. C = Rs.3000 p.m. A1= Rs.1200 p.m. A B1 B2 = Rs. 800 p.m. C= Rs.400 p.m. Others =Rs.200 p.m.

general principle and shall be exercised subject to the conditions laid down in col.4 of Annexure to Schedule V of DFP Rules, 1978.

17 Repairs and removal of machinery ( where the expenditure is not of a capital nature )

Item No.17 of Annexure to Schedule V of DFP Rules, 1978.

Full Powers

18 Rewards , Fees, Bonus etc. ( other than fee or honoraria granted to Government servants under the service Rules )

Lr. No. 11011/12/81-Fin.II (MHA) dated 19.5.81.

Full Powers within the budget limits.

19 Honorarium Rs.2,500/- p.a. to a Govt. servant.

Subject to observance of all the relevant rules.

20 Staff paid from Contingencies

Item No.20 of Annexure to Schedule V of DFP Rules, 1978.

Full Powers Remuneration of such staff shall be regulated in accordance with general or special orders issued by President in this behalf.

21 Local purchase of Petty Stationary Stores

DP&T Letter No.240/1/96-AVD.II dated 3.10.96

Rs.100000/- per annum

As per provisions laid down in col.4 against item No.21 of Schedule V to DFP Rules, 1978.

22 Local purchase of rubber stamps and office seals.

Item No.21(c) of Annexure to Schedule V of DFP Rules-1978.

Full Powers To avoid the possibility of counterfeiting of stamps and seals by a dealer , purchases shall be made with caution and from firms of repute only.

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23 S T O R E S (I) Stores required for works (ii) Other Stores i.e. stores required for the working of an establishment, instrument and apparatus.

Item 22(i) of Annex ure to Schedule V of DFP Rules -1978. Item No.22(ii) of Annexure to Schedule V to DFP Rules -1978.


The sanction of a competent authority for executing the work carries with it the sanction for incurring necessary expenditure on the purchase of stores required for the work.

24 Supply of uniforms, badges and other articles of clothing etc. and washing allowance

Item No.23of Annexure to Schedule V to DFP Rules -1978.

Full Powers As per provisions laid down in col.4 against the item of Schedule V to DFP Rules -1978.

25 Telephone Charges Item No.24 of Annexure to Schedule V of DFP Rules-1978.

Full Powers As per provisions laid down in col.4 against the item of Schedule V to DFP Rules-1978.

26 Purchase, Upkeep & Repair of all office equipment including typewriters, Electronic typewriters, delicate word processors, Intercom equipment, calculators, electronic stencil cutters, Dictaphone, tape recorders, photocopiers, copying machines, franking machines, addressographs, filing and indexing systems, etc. excluding computers of all kinds.

Item No.26(a) (i) of Annexure to Schedule V of DFP Rules-1978.

Full Powers The expenditure on the purchase , hire, upkeep of and repairs to such machines shall be incurred subject to general or special orders issued by the Ministry of Finance or Department of Supply from time to time in this behalf.

27 (i) Computers (including personal computers purchase ) (ii) Hire and maintenance of computers of all kinds

Item No.26(A) (ii) of Annexure to Schedule V of DFP Rules -1978 . Item No.2(b) of Annexure to Schedule V of

Rs.1.00 lakh Full Powers

Subject to provisions laid down in col.4 against the item of Schedule V to DFP Rule-1978.

of 415

DFP Rules-1978.

Subject to provisions laid down in col.4 against the Item of Schedule V to DFP Rules-1978.

28 CONTINGENT EXPENDITURE (Table in Schedule V to Delegation of Financial Powers Rules applicable to item not specified in the Annexure to Schedule V of DFP Rule-1978).

DP&T letter No.240/1/96-AVD.II dated 3.10.1996

Non- recurring Rs.60,000/- p.a. in each case. Recurring Rs.30,000/- p.a. in each case.

No contingent or miscellaneous expenditure of an unusual character or involving any departure from the rules , orders , restrictions or scales prescribed shall be incurred. --do--

29 MAJOR WORKS

DP&T letter No.240/1/96-AVD.II dated 3.10.1996

Rs.30.00 lakhs in each case.

Subject to observations of all the relevant Govt. Rules in force.

30 Minor Works DP&T letter No.240/1/96-AVD.II dated 3.10.1996

Rs.2.00 lakhs in each case.

Subject to observations of all the relevant Govt. Rules in force.

31 Incurring of Miscellaneous Expenditure including expenditure on light refreshments.

Schedule VI of DFP Rules -1978 and Note thereunder.

Recurring Rs.5,000/- a year Non- recurring Rs.20,000/-

Subject to observance of Schedule VI of DFP Rules, 1978.

32 Write off of Losses (Stores, Public Money ) Loss of irrecoverable loans and advances

Schedule VII of the DFP Rules, 1978 and notes thereunder. -do-

Rs.50,000/- for losses of stores not due to theft, fraud or negligence Rs.20,000/- for other cases. Rs.10,000/-

Subject to observance of Schedule VII of DFP Rules-1978.

33 Travel by air by non-entitled officers of CBI including accused /witness.

DP&T letter No.240/2/93-AVD.II dated 6.6.97.

150 personnel in a year

As the Director , CBI has powers to allow travel by air to

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non-entitled officers upto 150 cases in a year, non-entitled officers should not be permitted to travel by air and in case of extreme urgency such officer have to take prior approval of their concerned Joint Director and proposal for ex-post-facto sanction be sent to Head Office with a copy of prior approval of the concerned Joint Director, CBI.

34 Reimbursement of amount equivalent to trap money to the complainants seized by CBI in a trap

DP&T letter No. 245/32/97-AVD.II dated 3.12.1997 circulated vide HO letter No. 23/6/94-Ad.IV dated 05.03.1998

Full Powers Reimbursement should not be made as a matter of routine but in rare and exceptional circumstances for reasons to be recorded in writing and as per procedure laid down vide HO letter No. 23/6/94-Ad.IV dated 23.6.94.

D.F.P.Rule, 1978 = Delegation of Financial Powers Rules –1978

Annexure – X(B)

No.240/2/93-AVD.II GOVERNMENT OF INDIA

MINISTRY OF PERSONNEL, PUBLIC GRIEVANCES AND PENSIONS DEPARTMENT OF PERSONNEL & TRAINING

NEW DELHI

Dated: 06.06.97

of 417

To The Director, Central Bureau of investigation, New Delhi ( Attention: Shri R. S. Arora, DD(A) ) Sub: Delegation of powers to DCBI to allow Air Journey to non-entitled

officers of CBI Sir, With reference to CBI's ID NO.3/3/87-Hindi dated.3.2.97 and in

partial modification of this Department's letter No.240/1/89-AVD.II

dated.4.1.1991 on the subject noted above. I am directed to convey the

sanction of the President to enhance the delegated powers of Director CBI

from the 60 non-entitled personnel to 150 non-entitled personnel of CBI for

performing air travel in a year in public interest.

2. The terms and conditions for allowing journey by air to non-entitled

personnel will remain unchanged as mentioned in DOP&T letter

No.240/1/89-AVD.II date4d.30.5.89.

3. This issues with the approval of Ministry of Finance vide ID

No.217/E.IV/97 dated 23.5.1997 and IFD Dy. No.1723/97.Fin.II dated the

5th June,1997.

Yours faithfully

Sd/-

(Hari Singh ) Under Secretary to the Govt. of India

Annexure – X(C)

No.205/26/98-AVD.II Government of India

Ministry of Personnel,Public Grievances and Pension Department of Personnel & Training

New Delhi Dated: 22 January, 1999

To, The Controller of Accounts, Department of personnel and Training, New Delhi

of 418

Sub: Delegation of financial powers to the Director, CBI as Head of the

Department for condemnation of government vehicles. Sir, With reference to CBI's U.O. No.14/6/83-AD.II, dated the 21.9.98 and

in continuation of this Department's letter No.205/1/95-AVD.II

dated.23.3.1995, I am directed to convey the sanction of the President to the

extension of delegation of powers to condemn Government vehicles up to the

monetary ceiling of Rs.2,00,000/- (Rupees two lakh only) in each case,

subject to conditions mentioned in Schedule VII of Delegation of Financial

Powers Rules , 1978, being satisfied, to Director, Central Bureau of

Investigation for a further period from 1.1.1999 to 31.12.2002.

2. In case further extension of these orders is considered necessary, a

proposal may be made out by Director, CBI and referred to this Department

well in advance before the expiry of the said period.

3. The above delegation of powers will be further subject to other general

orders /instructions issued by the government from time to time.

4. This issues with the concurrence of the Ministry of finance,

Department of Expenditure vide their U.O. No.3/3-E.II(A)/99 dated 11.1.99

and IFD's Dy. No.185/99-Fin.II dated. 14.1.99.

Yours faithfully,

Sd/-

( HARI SINGH )

UNDER SECRETARY TO THE GOVERNMENT OF INDIA

of 419

Annexure – XI(A)

No. 29/1/96-AD.III Central Bureau of Investigation

(Administration Division) Block-3, CGO Complex

New Delhi-110003

December 26, 1997

CIRCULAR

The rewards are sanctioned to CBI officers as a recognition of extraordinary efforts made by them and for exemplary initiative shown in accomplishing a special task assigned to them. Similarly, the Commendation Letters are intended to motivate the officers and staff to put in their best and achieve excellence in their assigned duties. However, the rewards and commendation letter must not be given for performing routine duties and normal task expected of an officer. While sanctioning and proposing rewards, the officer must bear in mind that executive officers from the rank of Constable to Inspector are being given one month extra salary for working beyond office hours and on holidays. 2. In order to bring in uniformity in the sanction of rewards and issue of commendation letter the following instructions are issued to be strictly followed by the officers proposing and sanctioning rewards. a) Group ‘A’ gazetted officers shall not be sanctioned cash rewards. In

case it is proposed to give cash reward to Group ‘A’ gazetted officers for certain exceptional achievements beyond the call of normal duty, a self-contained proposal with full justification may be submitted to DCBI through concerned supervisory officer for referring the same to Government for sanction. The notable efforts and achievements of Group ‘A’ officers can be appreciated by way of issue of Commendation Letters/Letter of Appreciation which the supervising officer may propose to the concerned Addl. Director/Special Director/Director as the case may be. The Commendation Letters/Letter of Appreciation are to be placed in the personal file/Service Books only on prior approval of Director, CBI.

b) The proposal for rewards must be submitted normally within one

week from the date of completion of task for ensuring prompt recognition of commendable work done by an officer.

c) Rewards could be given and proposed for the following achievements

and accomplishments:

� For showing extraordinary initiative and painstaking efforts in accomplishing the assigned task.

� Notable efforts of officers in detection of difficult case in a record time.

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� In a case which ends in exemplary conviction due to untiring efforts of an officer(s).

� Arrest of an absconding accused vital to the investigation/trial of the case due to painstaking efforts by an officer.

� Laying of a successful trap and getting conviction of the accused after meticulous planning by an officer or team of officers.

3. As mentioned in para 1, the officers must bear in mind that rewards are not proposed and sanctioned for the following:-

a) Routine work by an officer/staff whether in the course of investigation or in the office.

b) Normal investigation of the case and performing of the assigned job even beyond the normal office hours and on holidays.

c) Any other job or assignment whether in the course of investigation and normally expected from an officer as part of his duties.

4. While sanctioning the rewards and commendations the following administrative guidelines must be kept in mind by the officers:-

i) No officer must sanction reward to any individual officer in excess of his delegated financial powers as mentioned in the paras below. In case it is proposed to reward an officer beyond the delegated power, the proposal must be put up for sanction of the next higher authority or as the case may be.

ii) The sanctioning authority should sanction rewards only in

respect of officers/staff working under their administrative control.

iii) If any officer intends to sanction reward to any officers not

working under his administrative control, he may send his recommendations with full justification to the concerned competent authority for consideration and orders with regard to sanction of rewards to such officers. The order sanctioning rewards would be issued by the unit where officer is working at the time of disbursal.

iv) Whenever reward is proposed to be granted to any

employee/officer, the presenting officer as well as possible must give details of the previous rewards sanctioned to such employee or officer in the financial year.

v) The sanctioning authority must keep in mind relevant

Fundamental Rules as well as instructions issued by the Government and the Head Office from time to time.

vi) vi) Drawing and Disbursing Officers (DDOs) should ensure

that reward has been sanctioned by the competent authority. DDOs must maintain separate register for honorarium/reward in respect of each officer and staff. Before passing the bills and presenting the same to Pay and Accounts Officer, DDO should fully satisfy himself that various instructions issued from time to time and the restrictions if any have been complied with.

of 421

The delegation of financial powers for sanction of rewards 5. The maximum amount of cash rewards that can be sanctioned to an officer on a single occasion- subject to the overall annual ceiling mentioned in para 8 below- is as follows:- a) Supdt. of Police/Asstt. Director/AIG Constable - Rs. 500/- Hd. Constable - Rs. 600/- ASI - Rs. 750/- Sub-Inspector - Rs. 1,000/- Inspector - Rs 1500/- b) DIG/Dy. Director Constable - Rs. 750/- Hd. Constable - Rs. 1,000/- ASI - Rs. 1,250/- Sub-Inspector - Rs. 1,500/- Inspector - Rs 1,750/- c) Joint Director Constable - Rs. 1,250/- Hd. Constable - Rs. 1,500/- ASI - Rs. 1,750/- Sub-Inspector - Rs. 2,000/- Inspector - Rs 2,250/- d) Addl. Director/Special Director Constable - Rs. 1,500/- Hd. Constable - Rs. 1,750/- ASI - Rs. 2,000/- Sub-Inspector - Rs. 2,250/- Inspector - Rs 2,500/- 6. In case any officer wishes to grant reward more than his delegated power, he may forward the proposal to the next rank competent to sanction rewards of the proposed limit. Rewards to the drivers 7. Constables/Hd. Constables/ASIs employed for driving duties may be given cash reward of Rs. 750/- for good maintenance, economy of fuel and accident free driving for every 5000 kms. The maximum annual ceiling for sanction of cash rewards 8. The cash rewards are subject to following maximum annual ceiling and the officers proposing and sanctoning rewards must ensure that these limits are not exceeded. a) Constable - Rs. 5,000/-

of 422

b) Constable(Driver) - Rs. 7,000/-* c) Hd. Constable - Rs. 7,500/- d) Hd. Const.(Driver) - Rs. 8,000/-* e) ASI - Rs 8,500/- f) ASI (Driver) - Rs. 9,000/- g) SI - Rs. 10,000/- h) Inspector - Rs. 12,250/- *(Inclusive of good maintenance, economy of fuel and accident free driving rewards). 9. However, Director, CBI may sanction rewards more than the above limits on a specific proposal submitted with full justification in cases of exceptional achievements by the officers. This issues with the approval of DCBI.

Sd/- (N.R.Wasan)

Dy. Director(Admn.) CBI/New Delhi

To, 1. PS to Director, CBI. 2. Ps to SDCBI. 3. PS to ADCBI. 4. All Joint Directors, CBI. 5. All DIGs and Dy. Directors, CBI. 6. All SsP, SP(HQ), SP(Trg.) and ADs/CBI. 7. AO(P&AO), CBI/Delhi. 8. AO(E)/AO(A)/CBI HO/Delhi. 9. LA, DPIO, Tech. Adviser, Exe. Engr. and OSD (Computer). 10. All Sections of Admn. Division, CBI, HO.

11. 11. Incharge Control Room, Delhi.

Annexure – XI(B)

No. 29/1/96-AD.III Central Bureau of Investigation

(Administration Division) Block-3, CGO Complex

New Delhi-110003 May 20, 1998

CIRCULAR In continuation of Head Office Circular of even number dated 26th

December, 1997, it is clarified that Joint Director, Additional

Director/Special Director could sanction cash reward to prosecuting staff i.e.

APP, Group-B (Non-Gazetted) and PP, Group-B (Gazetted) in deserving and

appropriate cases in which the prosecuting staff have shown exemplary and

hard work resulting in exemplary conviction of the accused. The cash

rewards would be subject to an annual ceiling. The maximum amount of

cash reward that can be sanctioned to the officer on a single occasion

subject to overall annual ceiling mentioned at para 2 below- is as follows:-

(a) Joint Director

of 423

i) APP, Gr-B (Non-Gazetted) Rs. 2000/-

ii) PP, Gr-B (Gazetted) Rs. 2500/-

(b) Addl. Director/Special Director



2. The cash reward is subject to following maximum annual ceiling and

the officers proposing and sanctioning rewards must ensure that these limits

are not exceeded to:-



3. However, Director/CBI may sanction rewards more than the above

limits on a specific proposal submitted with full justification in cases of

exceptional achievements by an officer.

4. Other instructions contained in Head Office Circular No. 29/1/96-

AD.III dated December, 26, 1997, including those regarding grant of rewards

of Group-A Gazetted Legal Officers vide sub-para (a) of para 2 would remain

unchanged.

This issues with the approval of DCBI.

Sd/- (N.R.Wasan)


To, 1. PS to Director, CBI. 2. Ps to SDCBI. 3. PS to ADCBI. 4. All Joint Directors, CBI. (Delhi & Outside Delhi). 5. All DIGs and Dy. Directors, CBI (Delhi and Outside Delhi). 6. All SsP/CBI, SP(HQ), SP(Trg.) and ADs/CBI. 7. AO(P&AO), AGCR Building/Delhi. 8. AO(E).AO(A)/CBI/HO/Delhi. 9. LA, DPIO, Tech. Adviser, Exe. Engr. and OSD (Computer). 10. OS/CBI/Legal Division, HO, Delhi.

11. 11. DSP (Hqrs)/CBI/HO.

of 424

Annexure – XII(A)

No. 29/1/96-AD.III Government of India

Central Bureau of Investigation CGO Complex, Lodhi Road,

New Delhi-110003

23 November, 1998

CIRCULAR

A consolidated brochure containing detailed instructions/guidelines

for sanction of reward to CBI Personnel was issued to all CBI Branches vide

HO Standing Order No. 32 dated 27.12.1996. In modification to this

Brochure, circular/instructions have been issued from time to time resting

with Head Office Circular No. 29/1/96-AD.III dated 26.12.1997 and

20.05.1998 for strict compliance.

In continuation of the above circulars/instructions, it is clarified that

the Officers of the rank of SsP and above can sanction cash rewards to

RSOs, Telephone Operator Assistants of MTNL and Junior Engineers of

CPWD and other similar organisations of Government and Public Sector

Undertakings, in deserving and appropriate cases, in which the RSOs,

Telephone Operator Assistants and Junior Engineers have shown exemplary

initiative and put in hard work. The cash rewards would be subject to overall

annual ceilings in a financial year mentioned against the respective

categories.

Category of officer

Maximum limit of reward that can be sanctioned on a single occasion.

Sanctioning Authority Maximum annual overall limit in a financial year.

RSO Rs.1500/- Rs. 1750/- Rs. 2250/- Rs. 2500/- Full powers within budget limits.

SP/Asstt. Director/AIG DIG/Dy. Director Joint Director Addl./Spl. Dir & Director

*Rs.12,250/-

Junior Engineer (CPWD)

Rs. 1000/- Rs. 1500/- Rs. 2000/- Rs. 2250/- Full powers within budget limits.


*Rs.10,000/-

Telephone Operator Assistant (MTNL)

Rs. 600/- Rs. 1000/- Rs. 1500 Rs. 1750/- Full powers within budget limits.


* Rs.7500/-

of 425

Other Govt. Servants - As considered suitable for grant of reward by Addl. Director, Spl. Director and Director, CBI.

Members of Public - As announced/considered suitable with regard to

the nature of work performed.

However, Director/CBI may sanction rewards more than the limits on

a specific proposal submitted with full justification in case of exceptional

achievements by an officer.

Other instructions contained in Head Office Circular No. 29/1/96-

AD.III dated December, 26, 1997 would remain unchanged.

This issues with the approval of Director, Central Bureau of

Investigation.

Sd/- (N.R.Wasan)

Dy. Director (Admn.) CBI:New Delhi

Copy to:- 1. PS to Director, CBI. 2. Pss to ADCBI/Delhi. 3. All Joint Directors/CBI (Delhi & outside Delhi). 4. All DIsG and Dy. Directors/CBI Delhi and outside Delhi. 5. All SsP, CBI Branches located at Delhi and outside Delhi. 6. SP(HQ), AIG(P), AD(CO) & AD(Interpol) CBI/Delhi. 7. AO(E) and AO(A)/CBI/HO/Delhi. 8. Legal Adviser/Dy. Principal Information Officer/CBI/Delhi. 9. Technical Adviser/Ex. Engineer & OS (Computer), CBI/Delhi. 10. DSP(HQ)/CBI/HO/Dellhi.

Annexure – XII(B)

MOST IMMEDIATE No.DPAD32000/5370/29/1/96-AD.III

Central Bureau of Investigation (Administration Division) Block-3, CGO Complex

New Delhi-110003

September 28, 2000

CIRCULAR DP & Trg. vide their letter No. 245/13/98-AVD.II dated 16.8.2000

have intimated that Government have approved the following scheme for

grant of rewards to Group-A Gazetted Officers in the CBI.

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i) Only Group ‘A’ officers of and below the rank of DSP/Sr.PP (pay

scale of Rs. 8000-13500/-) will be eligible for cash rewards.

ii) Cash Rewards to Group ‘A’ officers will be granted for work of

exceptional merit in investigation or prosecution.

iii) No cash reward would exceed the amount of Rs. 5000/- in a

particular case. The total annual amount which may be

granted to Group ‘A’ officer will not exceed Rs. 15000/-.

iv) A Committee consisting of the Senior Most Special

Director/Addl. Director (Chairman), a Joint Director and Legal

Adviser, CBI will recommend for grant of cash rewards to

Group ‘A’ Officers to DCBI who will take a final decision in the

matter.

DP&T has further informed that this approval is subject to the

existence of budget provisions and advised that a review of the effectiveness

of the scheme may be carried out after a year and that they may be informed

of the outcome.

All Branch SsP of CBI and concerned Officers Incharge are requested

that recommendations in respect of Group ‘A’ Gazetted Officer of CBI of and

below the rank of DSP/Sr.PP (pay scale of Rs. 8000-13500/-) for the work of

exceptional merit in investigation or prosecution may be sent through the

concerned DIsG/JDs to the Administration Division for approval. Before

sending recommendation, it may please be ensured that the amount of

reward to an individual on a single occasion in a particular case should not

exceed Rs. 5000/-. The total ceiling limit of cash reward for an individual in

a financial year in fixed at Rs. 15,000/-.

The Committee of the following officers has been constituted for

recommending cash rewards for Group ‘A’ Gazetted Officers in CBI.

1. Special Director (S) - Chairman

2. Joint Director (A) - Member

3. Legal Advisor - Member

While recommending rewards, the above instructions may please be

followed strictly.

Sd/- (Vivek Dube)


Copy forwarded for favour of information and necessary action to:-

of 427

To, 1. PS to Director, CBI. 2. Ps to SDCBI. 3. PS to ADCBI. 4. Sr.PA to all Joint Directors, CBI. 5. All DIGs and Dy. Directors, CBI (Delhi and Outside Delhi). 6. All SsP/CBI, SP(HQ), SP(Trg.) and ADs/CBI. 7. AO(P&AO), AGCR Building/Delhi. 8. AO(E).AO(A)/CBI/HO/Delhi. 9. AIG(P)/CBI/HO. 10. LA, DPIO, Tech. Adviser, Exe. Engr. and OSD (Computer). 11. All Sections/Divisions/Zones/CBI/Delhi. 12. DSP (Hqrs)/CBI/HO.

Sd/- (Vivek Dube)


of 428

Annexure - XIII

STATEMENT SHOWING THE FINANCIAL POWERS AND STATEMENT SHOWING THE FINANCIAL POWERS AND STATEMENT SHOWING THE FINANCIAL POWERS AND STATEMENT SHOWING THE FINANCIAL POWERS AND

ADMINISTRATIVE POWERS IN CENTRAL BUREAU OF INVESTIGATIOADMINISTRATIVE POWERS IN CENTRAL BUREAU OF INVESTIGATIOADMINISTRATIVE POWERS IN CENTRAL BUREAU OF INVESTIGATIOADMINISTRATIVE POWERS IN CENTRAL BUREAU OF INVESTIGATIONNNN

ANNEXURE TO THE LETTER NO. 8/2/84ANNEXURE TO THE LETTER NO. 8/2/84ANNEXURE TO THE LETTER NO. 8/2/84ANNEXURE TO THE LETTER NO. 8/2/84----AD.IV dated 27.2.1986 to DPAD4 AD.IV dated 27.2.1986 to DPAD4 AD.IV dated 27.2.1986 to DPAD4 AD.IV dated 27.2.1986 to DPAD4

2002/702/8/6/2002 dated 18.09.20032002/702/8/6/2002 dated 18.09.20032002/702/8/6/2002 dated 18.09.20032002/702/8/6/2002 dated 18.09.2003

Sl.No

.

NATURE OF POWERS S.P.

working /

declared

as Head of

Office

A.O. (A/E) DD(A) / DIG

including DIG

of

Metropolitan

Branches

Joint Director

(A)

Joint Directors

(Zonal)

AD/CBI SDCBI

1 2 3 4 5 6 7 8 9

1 Purchase of Bicycle for

office use Two Cycles Full Powers -- --

--

--

-

2 Repair of Bicycle

Full Powers Full Powers -- -- -- -

-

3 Conveyance HireConveyance HireConveyance HireConveyance Hire

(Subject to observance

of conditions laid

down in col.4 of item

No.3 of Annex ure to

Schedule V of DFP

Rules, 1978.

Full Powers -- -- -- -

-

4 Electric, Gas and Water

Charges Full Powers Full Powers -- -- -- -

-

5

Purchase of furniture Purchase of furniture Purchase of furniture Purchase of furniture

& fixtures& fixtures& fixtures& fixtures

Rs.5,000/-

p.a.

Rs.1,000/-

on each

occasion

Beyond

Rs.1,000/-

and upto

Rs.5000/- on

each occasion.

Beyond

Rs.5,000/-

and upto

Rs.20,000/- on

each occasion.

Beyond

Rs.5,000/- and

upto

Rs.20,000/- on

each occasion.

--

-

6

Hiring of furniture Rs.1,000/

p.a.

Upto

Rs.2,000/-

on each

occasion.

Beyond

Rs.2,000/-

and upto

Rs.5000/- on

each occasion.

Beyond

Rs.5,000/- on

each occasion.

Beyond

Rs.5,000/- and

upto

Rs.20,000/- on

each occasion.

-

-

of 429

7

Legal Charges/ other Legal Charges/ other Legal Charges/ other Legal Charges/ other

legal chargeslegal chargeslegal chargeslegal charges

(Subject to observance

of conditions laid

down in col.4 of item 9

of Annex ure to

Schedule V of DFP

Ruls, 1978

i)Fee to

Advocates

,

Pleaders,A

rbitrators

upto

Rs.1,000/-

p.a.

ii)Other

Legal

Charges

upto

Rs.1,000/-

on each

occa

sion.

i)Fee to

Advocates ,

Pleaders,

Arbitrators

upto

Rs.1,000/-

p.a.

ii)Other

Legal

Charges

upto

Rs.1,000/-

on each

occasion.

i)Fee to

Advocates ,

Pleaders,

Arbitrators

upto

Rs.2,500/-.

ii)Other Legal

Charges upto

Rs.2,500/- on

each occasion.

i)Fee to

Advocates ,

Pleaders,

Arbitrators

ii)Other Legal

Charges

Full Powers.

i) Fee to

Advocates ,

Pleaders,

Arbitrators Full

powers.

ii) Other Legal

Charges

Full Powers.

--

--

-

-

--

8 Motor Vehicles Motor Vehicles Motor Vehicles Motor Vehicles

(i) Purchase of POL

**

( Henceforth these

powers relating to

Motor Vehicles will

not be

exercised by AO(A)

in respect of CBI (HO)

as these have been

delegated to SP(HQ) /

CBI

(HO) vide HO letter

No.DP

AD4

2002/702/8/6/2002/

AD.IV dt. 18.9.2003)

ii) Maintenance, ii) Maintenance, ii) Maintenance, ii) Maintenance,

upkeep and repairs.upkeep and repairs.upkeep and repairs.upkeep and repairs.

**

(Henceforth these

powers relating to

Motor Vehicles will not

be exercised by AO(A)

in respect of CBI (HO)

as these have been

delegated to

SP(HQ)/CBI (HO)

vide HO letter

No.DPAD4

2002/702/8/6/2002/

AD.IV dt.

i) CarCarCarCar upto

Rs.6,000/-

p.m. if the

Branch has

one car

and upto

Rs.4,000/-

per vehicle

p.m. per

vehicle if

the Branch

has two or

more

vehicles.

ii)Motor Motor Motor Motor

Cycle/Cycle/Cycle/Cycle/ScooScooScooScoo

tersterstersters Upto

Rs.1000/-

p.m. per

scooter

/motor

cycle.

i)CarCarCarCar upto

Rs.6,000/-

on each

occasion

subject to

maximum

of

Rs.15,000/

- p.a.

ii) Motor Motor Motor Motor

Cycles/ScoCycles/ScoCycles/ScoCycles/Sco

Upto

Rs.6,000/-

on each

occasion.

**

ii)Upto

Rs.1000/-

on each

occasion.

**

i)Rs.6000/

-

on each

occasion.

ii) Upto

Rs.1000/-

Beyond

Rs.6,000/-

on each

occasion.

Beyond

Rs.1000/- on

each occasion.

i)Beyond

Rs.6000/-

and upto

Rs.15,000/-

on each

occasion.

ii) Beyond

Rs.1000/- on

each occasion.

-

-

-

-

--

Full powers.

--

-

CarCarCarCar:-Beyond Rs.

10,000/- and

upto Rs.

40,000/- on

each occasion.

----

-

-

-

-

-

-

-

-

of 430

18.9.2003). oteroteroteroter

Rs.1000/-

in each

case

subject to

maximum

of

Rs.3000/-

p.a.

on each

occasion.

9 Post & Telegraph Post & Telegraph Post & Telegraph Post & Telegraph

chargeschargeschargescharges

(i) Charges for issue of

letters

(ii) Commission on

Money Orders

Full Powers

Full Powers

Full Powers

Full Powers

--

--

--

--

--

--

--

--

10 Freight and Demurrage Freight and Demurrage Freight and Demurrage Freight and Demurrage

ChargesChargesChargesCharges

(i) Freight Charges(i) Freight Charges(i) Freight Charges(i) Freight Charges

(ii) Demurrage, (ii) Demurrage, (ii) Demurrage, (ii) Demurrage,

Warfage chargesWarfage chargesWarfage chargesWarfage charges

Full Powers

Rs.250/-

in each

case

Full

powers.

Rs.250/-

in each

case

--

Beyond

Rs,250/-in

each case.

--

--

--

--

--

--

11 PublicationsPublicationsPublicationsPublications

(Item 15 of the annex

ure to Schedule V of

DFP Rules ,1978 )

including drawal of

advance for the

purpose.

Rs.1000/-

at a time .

Rs.1000/-

on each

occasion.

Full powers. -- - -- --

12 (a) Local purchase of

stationary.

(b) Purchase of

stationery from

Govt. Deptts. (item-21

of Annexure to

Schedule V of DFPRs)

(a)

Rs.4000/-

at a time

subject to

maximum

of

Rs.10,000/

-p.a.

-do-

Upto

Rs.4000/-

on each

occasion.

-do-

Beyond

Rs.4000/- on

each occasion.

-do-

--

-- -- --

13 Staff paid from

Contingencies

Full Powers Full Powers -- -- -- -

-

14 Supply of liveries,

badges and other

articles( item No.23 of

Annexure to Schedule

V of DFP Rules, 1978 )

Full Powers

Full Powers -- -- -- --

15 Telephone Charges Full Powers

for

Full Powers -- -- -- --

of 431

payment

of local

and trunk

calls and

rental

charges

bills

16 Upkeep & Repair Upkeep & Repair Upkeep & Repair Upkeep & Repair of all

kinds office equipment

including typewriters,

Electronic typewriters,

delicate work

processors, intercom

equipment,calculators,

electronic stencil

cutters,Dictaphones,

tape recorders,

photocopiers,copying

machines,franking

machine,addressograp

h,filing and indexing

systems, etc.

excluding computers

of all kinds.

( Item 26 (a)(i) of

Annexure to Schedule

V of DFP Rules, 1978 )

(Revised as per item -3

of HO letter

No.DPAD4

2001/626/8/1/2001

dt. 19.9.2001)

(i)

RecurringRecurringRecurringRecurring

Rs.2000/-

on each

occasion

per

machine

subject to

ceiling of

Rs.5000/-

p.a.

per

machine.

(ii) NonNonNonNon----

recurrecurrecurrecur

ringringringring

Rs.10,000/

- on each

occasion.

(i) (i) (i) (i)


Upto

Rs.2000/-

(ii)Non Non Non Non

recurringrecurringrecurringrecurring

Rs.10,000/

-

on each

occasion.

(i) RecurringRecurringRecurringRecurring

Beyond

Rs.2000/-

(ii) NonNonNonNon----


Beyond

Rs.10,000/-

on each

occasion.

--

--

--

--

--

--

17 Contingent

Expenditure

(Table in Schedule V to Table in Schedule V to Table in Schedule V to Table in Schedule V to

DFPR , applicable to DFPR , applicable to DFPR , applicable to DFPR , applicable to

items not specified in items not specified in items not specified in items not specified in

the Annex ure to the Annex ure to the Annex ure to the Annex ure to

SchSchSchSchedule V of DFP edule V of DFP edule V of DFP edule V of DFP

Rules, 1978)Rules, 1978)Rules, 1978)Rules, 1978)

(i)RecurrinRecurrinRecurrinRecurrin

gggg

Rs.2000/-

p.m. in

each case.

(original

power of

HOD)

(ii)NonNonNonNon----


Rs.5,000/-

on each

occasion.

(original

power of

HOD)

(i)RecurringRecurringRecurringRecurring

Rs.2000/-,

in each

case.

(original

power of

HOD)


recurrrecurrrecurrrecurring ing ing ing

Upto

Rs.5000/-

on each

occasion.

(original

power of

HOD)


upto

Rs.4,000/-.


recurring recurring recurring recurring

upto

Rs.10,000/-.


Beyond

Rs.2,000/- on

each occasion

subject to

maximum of

Rs.30,000/-

per annum in

each case.



Beyond

Rs.10,000/-

on each

occasion

subject to

maximum of

Rs.60,000/- in

each case.

(i)RecurrinRecurrinRecurrinRecurring g g g

upto

Rs.10,000/- on

each occasion

subject to

maximum of

Rs.30,000/-

P.A.in each case.

(ii)NonNonNonNon----recurringrecurringrecurringrecurring

upto

Rs.25,000/- on

each occasion.

--

-

-

-

-

-

-

18 (i) Execution of Petty Rs.500/- --- Upto Upto Upto -- --

of 432

works and special

repairs to Govt. owned

buildings including

sanitary fittings, water

supply and electrical

installations in such

buildings and

repairs(item 12(i) of

Annex.to Sch.V of

DFPRs).

(ii) Repairs & alteration

to hired and

requisitioned

buildings(item 12(iii)

of Annex. to Sch.V to

the DFPRs.)

on each

occasion

subject to

maximum

of

Rs.1,500/-

P.A.

Rs.2,500/-

on each

occasion.

(vide HO

No.

8/1/90-

AD.IV dt.

10.8.90)

---

Rs.10,000/-

in each case.

(vide

No.DPAD4

2002/702/8/

6/2002-AD.IV

dt.

18.9.2003.)

Upto

Rs.5,000/- on

each occasion.

(vide HO No.

8/1/90-AD.IV

dt. 10.8.90)

Rs.30,000/- in

each case.

(vide No.DPAD4

2002/702/8/6/

2002-AD.IV

dt.18.9.2003.

Upto

Rs.10,000/-

on each

occasion.

(vide HO

No.8/1/90

-AD.IV

dt.10.8.90

Rs.30,000/- in

each case.

(vide

No.DPAD4

2002/702/8/6/

2002-

AD.IVdt.18.9.20

03.

Upto Rs.

10,000/- on

each occasion

(vide HO No.

8/1/90-AD.

IV dt. 10.8.90

--

--

19 Write off of LossesWrite off of LossesWrite off of LossesWrite off of Losses (

Stores, Public money )

(Schedule VII of DFP

Rules, 1978 )

(i)Not due to

theft,fraud or

negligence.

(ii)Other cases

(vide No.(vide HO

No.DPAD4

2002/702/8/6/2002/

AD.IV

dt. 18.9.2003)

Rs.500/-

in each

case.

---

Rs.500/-

in each

case.

--

Upto

Rs.2500/- in

each case.

--

(a)upto

Rs.20,000/- in

each case.

Rs.5,000/-

(a) upto

Rs.20,000/- in

each case.

Rs.5,000/-

--

---

---

---

20 Sale by auction of

unserviceable stores (

GFR 124 and GOI GFR 124 and GOI GFR 124 and GOI GFR 124 and GOI

Decision thereunder )Decision thereunder )Decision thereunder )Decision thereunder )

Upto

Rs.5,000/-

book value

in each

case.

Upto

Rs.5000/-

book value

in each

case.

Upto book

value of

Rs.10,000/-in

each case.

Upto

Rs.50,000/-

book value in

each case.

Upto

Rs.50,000/-

book value in

each

case(subject to

submitting a

report to HO.)

--

--

21 Printing and Binding

(Item 14 of Schedule V

of DFP Rules, 1978 )

Binding

Rs.1500/-

on each

occasion.

.

Printing

and

Binding

Full

Powers.

(subject to

over all

ceiling of

Rs.20,000/

- P.A,)

-- -- --- -- -

-

22 Grant of Rewards to Constable- --- Constable- Constable- Constable- Constable- Constable

of 433

Police Officers for

good services

rendered

(Rewards to drivers

Constables/

Hd.Constables/ASUs

employed for driving

duties may be given

cash reward of

Rs.750/- for good

maintenance,economy

of fuel and accident

free driving for every

5000 kms.)

Maximum annual

ceiling for sanction of

cash rewards. The

cash rewards are

subject to following

maximum annual

ceiling and the officers

proposing and

sanctioning rewards

must ensure that these

limits are not

exceeded.

a) Constable-

Rs.5000/-

b) Const.(Driver)-

Rs.7000/-*

c) Hd.Const.-

Rs.7500/-

d) Hd.Const.(Dri)

Rs.8000/'-*

e) ASI- Rs. 8500/-

f) ASI (Dri)- Rs.9000/-

*

g) SI- Rs. 10,000/-

h) Inspr. - Rs.12,250/-

* (inclusive of good

maintenance of fuel

and accident free

driving rewards)(Letter

No.29/1/96-AD.III

dt.26.12.1997).

Rs.500/-

Hd.Const-

Rs. 600/-

ASI-

.Rs.750/-

SI-

Rs,1000/-

Inspr.

Rs.1500/-

Rs.750/-

Hd.Const.

Rs.1000/-

ASI-

Rs.1250/-

SI-Rs.1500/-

Inspr.

Rs.1750/-

Rs.1250/-

Hd.Const.

Rs.1500/-

ASI-Rs.1750

SI-Rs.2000/-

Inspr.

Rs.2250/-

Rs.1250/-

Hd.Const.

Rs.1500/-

ASI-Rs.1750

SI-Rs.2000/-

Inspr.

Rs. 2250/-

Rs.1500/-

Hd.Const.

Rs.1750/-

-

Rs.2000/-

-

Rs.2250/-

Inspr.

Rs.2500/-

-

Rs.1500/-

Hd.Const.

Rs.1750/-

ASI-

Rs.2000/-

SI-

Rs.2250/-

Inspr.

Rs.2500/-

23 Municipal rates and Municipal rates and Municipal rates and Municipal rates and

taxestaxestaxestaxes

( Item No.11 of Annex

ure to Schedule V of

DFP Rules, 1978

--- Upto

Rs.500/-

Full powers. --- --- --- ----

24 Incurring of

Miscellaneous

expenditure including

---


Rs.100/-

on each

i) Up to

Rs.200/- on

each occasion.

i) Beyond

Rs.200/- on

each occasion.

---

--- ----

.

of 434

expenditure on light

refreshments ( subject

to Schedule VI and

Note thereunder in the

DFP Rules, 1978

)subject to observance

of scales laid down by

Court from time to

time.

---

occasion.

Non Non Non Non----

recurring recurring recurring recurring

Rs.500/-

on each

occasion.

Upto

Rs.1000/- on

each occasion.

Beyond

Rs.1000/- on

each occasion.

Beyond

Rs.1000/- on

each occasion.

25 Local purchase of

Rubber Stamps and

office Seals ( Item 21-

C of Annex ure to

Schedule V of DFP

Rules, 1978

Upto

Rs.250/-

on each

occasion.

Upto

Rs.500/-

on each

occasion.

Rs. 5000/-on

each occasion.

Full powers Upto

Rs.10,000/-

-- ---

26 Bicycle Advance to

Govt. servant

( Subject to availability ( Subject to availability ( Subject to availability ( Subject to availability

of funds )of funds )of funds )of funds )

Full Powers Full Powers -- -- --- - ---

-

27 Warm clothing advance

to employees

transferred from

plains to hill stations.

Full Powers Full Powers -- -- --- - ---

-

28 Mileage allowance by a

route other than the

shortest or cheapest in

case of non-gazetted

officers

-- Full Powers

in case of

non-

gazetted

employees

Full Powers in

case of

Gazetted

Officers (SR-

31)

--- -- --

29 To decide the shortest

of two or more routes

-- -do- -do- -- -- --

30 To decide in case of

doubts whether a

particular absence

from Hqrs. is absence

or on duty i.e. away on

tour in respect of non

gazetted officers. (SR-

62 )

- -do- -do- -- -- --

31 Property returns of all

Gazetted, non

gazetted staff in Head

Office (CCS Conduct

Rules, 1964 )

-- --- Full Powers in

case of Non-

gazetted.

Full Powers in

case of

Gazetted

Officers

Full Powers in

case of Gazetted

Officers

--

32 Appropriation and Re-

appropriation of funds

(Rule 10 of Delegation

of Financial Powers

Rule, 1978 )

--- --- Full Powers --- --

--

----

33 Alteration of date of -- -- -- These powers -- - ---

of 435

birth vest only with

Director /CBI

being Head of

Department

-

34 Advance for purchase

of conveyance ( Other

than Bicycles )

-- -- Full Powers

below the

rank of DIsG

Full Powers in

case of DIG/

DD/ALA/DLA )

(cases of JDs/.

Addl. Directors

to be submitted

to Director/CBI)

Full powerts in

case of

DIG/DD/ALA/

DLA) (subject to

certificate of

availability of

funds. )

--- --

35 Sale or transfer of

motor vehicles

purchased with

advance from Govt.

--- --- -do- Full powers in

case of

DIG/DD/

ALA/DLA

(cases of

JDs/Addl.

Directors to be

submitted to

Director/CBI)

Full powers in

case of DIG/DD/

ALA/ DLA

working under

him.

--

36 Advance for purchase

of Motor Car /Motor

Cycle to Govt. servants

in foreign

employment.

--- --- Full Powers --- --- --- ---

37 Investigation of arrears

claims

--- --- Full Powers --- --- --- ---

38 Fixation of amount of

Permanent Advance

-- -- Full Powers Full Powers Full Powers Full Powers

( Amount to

be decided in

consultation

with Internal

Finance Divn.

under GFR -

90 )

--- --- --- ---

39 Condemnation of

unserviceable

typewriters

-- -- Full Powers -- -- -- --

39A Purchase of manual

typewriters equal in

number to those

condemned as

unserviceable

Full Powers

Full Powers -- -- -- -- --

40 Advance of TA for

journey on tour (See

GFR-231 )

Full Full Full Full

PowersPowersPowersPowers for

persons

working

under his

administra

tive

Control

Full PowersFull PowersFull PowersFull Powers

for persons

working

under his

administrat

ive control

-- -- -- -- --

41 To vary the terms of -- Full Powers Full PowersFull PowersFull PowersFull Powers -- -- -- --

of 436

repayment of advance

in exceptional cases (

GFR - 184 )

(Cases of

advance for

medical

attendance to

DIsG , DDs,

JDs. and Addl.

Directors are

to be

submitted to

Director/ CBI)

42 Grant of advances

from G.P.Fund for

special reasons and

final withdrawal for

meeting the cost of

higher education etc.

covered by Rule 12(2)

and 15 of the GPF

Rules..

Note :Note :Note :Note :---- Advances from

GPF for normal

reasons upto the limits

prescribed in Rule 12(i)

of GPF Rules would be

sanctioned by SsP in

Branches and by AO(E)

in Head Office)

-- -- Full Powers -- -- -- --

43 Grant of Advance to

provide relief to the

families of non-

gazetted Govt.

servants who die while

in service

-- -- Full Powers --- --- --- ---

44 Form of surety bond to

be executed by a Govt,

servant handling cash,

store etc. (GFR 275)

-- -- Full Powers -- -- -- --

45 Departure from

procedure relating to

custody of Govt.

Money (Treasury Rule

- 109(2))

-- -- Full Powers -- -- -- --

46 To dispense with

medical certificate on

first appointment in

individual cases ( in

case of Non-gazetted

Govt. servant - FR - 1

-- -- Full Powers -- -- -- --

47 To permit a person to

join a post in Govt.

service without

medical certificate of

fitness and to draw

-- -- Full Powers -- -- -- --

of 437

pay and allowances

therefore

(Ministry of Finance

O.M. No.

F.67(21)E.V/60 dated

16.12.60)

48 Suspension of lien (FR-

14)

-- -- Full Powers -- -- -- --

49 Transfer of lien in the

circumstances stated

in FR - 14 and Sl. No.

5 of Appendix 4 to

FRs. and SRs. where

DD(A) is the

appointing authority.

-- -- Full Powers -- -- -- --

50 Fixation of pay and

allowances of a Govt.

servant treated as on

duty under FR.9(6)

(FR-20 & Sl. No. 7 of

Appendix IV)

-- -- -- -- -- -- --

51 Temporary and

officiating

appointment of Group

B and Group C Govt.

servants to more than

one post and fixation

of pay and allowance

(FR 49 and Sl. No. 20

of Appendix of FRs.

and SRs. Vol. II)

-- -- -- -- -- -- --

52 Retention of 55 (now

58) of ministerial

servant appointment

after 1.4.38 (FR56(b)

(iii) and S.No. 22-A of

Appx., 4 of FRs. & SR

Vol. II)

-- -- -- -- -- -- --

53 Transfer to foreign

service in India and

fixation of Pay in

foreign service ( for

non-gazetted Govt.

servant) FRs. 110(c)

and 114 and S.No. 29

and 30 of Appendix 4

of the FRs. SRs. Vol.II)

-- -- Full Powers -- -- -- --

54 To accept a fitness

certificate by any

registered female

candidate ( SR 4(1) and

S.No. 1 of Appendix 13

-- -- Full Powers -- -- -- --

of 438

of FRs. and SRs.. Vol.

II)

55 To allow full rate of

T.A. for journey

performed by a motor

car between places

connected by rail in

respect of all officers

upto SP ( GOI decision

No. 2 below SR. 56,

read with SR. 31)

-- -- Full Powers -- -- -- --

56 To restrict frequency

and duration of

journeys on tour

(Gazetted officers SR.

63 and S.No. 22 of

Appendix. of FRs. &

SRs. Part II(T. A.Rules).

-- -- Full Powers -- -- -- --

57 To grant exemption

from the rule limiting a

halt on tour to 10 days

in respect of all

officers upto the rank

of SP (SR73 and S.

No.23 of Appendix I of

FRs. & SRs. Part - II((T.

A.Rules).

-- -- Full Powers -- -- -- --

58 To allow exchange of

daily allowance for

mileage allowance for

the whole period of

absence from

headquarters, in

respect of all officers

upto the rank of SP

(SR75 and S.No. 27 of

Appendix - I of FRs.

and SRs. Part -

II((T.A.Rules)

-- -- Full Powers -- -- -- --

59 To impose restriction

on exchange of daily

allowance for mileage

allowance in respect of

officers upto the rank

of SP (SRs. 76 & 77)

and S.No. 28 and 29 of

Appendix I of FRs. and

SRs. Part-II(TA Rules)

-- -- Full Powers -- -- -- --

60 To permit drawal of TA

for a journey to attend

departmental

examination other

--

-- Full Powers -- -- -- --

of 439

than those mentioned

in SRs. 130 and 131

(SR 132 and Sl. No. 45

of Appendix I of FRs.

and SRs. Part -

II(T.A.Rules)

61 To disallow TA for

journeys to attend all

obligatory

examinations if the

competent authority

considers that the

candidate has culpably

neglected to prepare

himself for the

examination (

Provision 2(i) to SR-

130 and Sl. No.44 of

Appdx. I of FRs and

SRs. Vol.II.)

-- -- Full Powers -- -- -- --

62 To sanction TA as for a

journey on tour by a

non-gazetted Govt.

servant who is

required, while on

leave in India to

perform any public

duty at a place other

than the one where he

is spending his leave

(SR 135 and S.No. 46-

A of FRs. and SRs. Part

- II((T. A.Rules).

-- -- Full Powers -- -- -- --

63 To allow actual cost of

journey to appear

before a medical board

preliminary to

voluntary retirement

on invalid pension

( SR 160(b) and S. No.

48 of Appendix I of

FRs. and SRs. Part - II

((T. A.Rules).

-- -- Full Powers -- -- -- --

64 To decide rates of TA

admissible to a Govt.

servant deputed to

undergo a course of

training (SR 164 and

S.No. 49 of Appendix I

of FRs. and SRs. Part -

II (T. A.Rules).

-- -- Full Powers -- -- -- --

65 To fix the amount of -- -- Full Powers -- -- -- --

of 440

hire or chargess when

a Govt. servant is

provided with means

of transport at State’s

expense but pays the

cost of its use or

propulsion . ( SR 183

and S.No. 50 of

Appendix I of SRs. and

FRs. Part - II (T.

A.Rules).

66 To grant TA to non-

officials attending

Commissions of

Inquiry or performing

other public duty in an

honorary capacity etc.

and to declare the

grade to which they

may be considered to

belong (SR 190(A) & (B)

& Sl. No. 52 of


SRs. Part - II (T.

A.Rules).

-- -- Full Powers -- -- -- --

67 To permit calculation

of joining time by a

route other than

ordinarily used (SR 296

and S.No. 68 of

Appendix 13 of FRs.

and SRs. Vol. II)

-- -- Full Powers -- -- -- --

68 To extend joining time

within the maximum of

30 days subject to

certain conditions (SR.

302 & Sl. No. 70 of


SRs. Vol. II)

-- -- Full Powers -- -- -- --

69 To treat a Govt.

servant on leave as

being in occupation of

a residence (SR 312(4)

and S.No. 72 of

Appendix -4 of FRs. &

SRs. Vol. II)

-- -- Full Powers -- -- -- --

70 Recruitment of a

person below 18 years

of age to clerical post

filled without reference

to SSC Appendix 3 of

FRs. and SRs. Vol.II and

MHA OM No. 4/7/56-

-- -- Full Powers -- -- -- --

of 441

RPS dated 30.11.56

71 Appointment of a

substitute in place of

an absentee on

quarantine leave (Sec.

V (3) Note - 3,

Appendix 3 of FRs. and

SRs. Vol. II) and Min. of

Finance OM No. 7(40)-

E IV 65 dated 29.9.55)

-- -- Full Powers -- -- -- --

72 Sanction to pension

where he is the

appointing authority

-- -- Full Powers -- -- -- --

73 Power to extend the

time limit of six

months and one

month within which

the members of the

family of a Govt.

servant may be treated

as accompanying him

in individual cases etc.,

in case of non-

gazetted staff.

-- -- Full Powers -- -- -- --

74 Powers to sanction

House Building

Advance to the

members of

staff/officers working

in CBI upto the rank of

Office Supdt. (Group B

Posts.)

-- -- Full Powers -- -- -- --


joining time admissible

under SR 302 rule

beyond maximum 30

days in case of non-

gazetted staff.

-- -- Full Powers -- -- -- --

76 Sanction of subsidy to

canteen / tiffin rooms (

OM No.5/43/65-

Welfare dated 11.2.66

from MHA )

-- -- Full Powers -- -- -- --

77 Grant-in-aid for the

provision of amenities

or of recreational of

Welfare facilities to the

staff of the Central

Govt. (MHA OM No.

2/8/67-Welfare dated

22.8.67 )

-- -- Full Powers -- -- -- --

78 Hiring of teleprinter (

Schedule V of the DFP

-- -- Full Powers. -- -- -- --

of 442

Ruls, 1978 )

79 Payment to P&T

Department for

utilising the services of

their Machines (

Schedule V of the DFP

Rules, 1978 )

--- --- Full Powers

Upto

Rs.5000/- in

each case.

-- -- -- --

80 Power to refund

contribution for CGHS

to non-gazetted

officers in CBI.

-- -- Full Powers -- -- -- --

81 Power to sanction

special pay to Cashier

(F.No.1/12/73-WSU

dated 24.7.73)

-- -- Full Powers -- -- -- --

82 Grant of leave to

Group-A Officers

below the rank of DIsG

-- -- -- Full Powers

(upto SP)

Full Powers

(upto SP)

Full

powers in

respect of

DIsG

working

under him.

In respect

of DIsG

working

under

him.

83 Combination of

holidays with leave and

joining time in

relaxation of provision

(a) to SR 209 or SR 211

in respect of Group A

Officers and below (SR

210 and SR 211)

-- -- -- Full Powers Full Powers -

-

--

84 Grant of leave to Govt.

servants declared by

Medical Committee as

unlikely to be ever fit

to return to duty ( SR-

233 )

-- -- -- Full Powers Full Powers -- -

-

85 Grant of maternity

leave and hospital

leave in respect of

Group A officers ( SR

267 and 269 )


-

86 Rent for office &

Residential

accommodation ( Item

No.16 of Annexure to

Schedule V of

Delegation of Financial

Powers Rules -1978 (

If more than one Wing

is using the building

the approval of the

Director to be obtained

)


(as per item

16 of Annexure

to schedule-V

of DFPRs)

Full Powers

(as per item 16

of Annexure to

schedule-V of

DFPRs)

-- -

-

87 Advance for law suits -- -- -- Full Powers Full Powers -

of 443

to which Govt. is a

party ( Rule 255 of

General Financial Rules

)

-

88 Permission for

undertaking work for

which fee is offered

and acceptance of fee (

SR- 11 of FRs and SRs

Part- II to Officers

below the rank of DIsG

).

-- -- -- Full Powers Full Powers -

-

--

89 To prescribe a Govt.

servant’s Hqrs. in

respect of officers

other than Class-I( SR

59 and S.No.19 of

Appendix-13 of FRs.

SRs Vol.. II)

-- -- -- Full Powers Full Powers -- --

90 Counting a period of

suspension on

reinstatement with

forfeiture of

allowances for the

purpose of pension (

Article 417 of the CSRs

)


91 Grant of conveyance

allowance to officers in

CBI except senior

Class-I Officers ( MHA

Letter No. 15/50/61-

AVD dated 5.7.63 )


92 Powers to extend the

time limit of six

months and one

month within which

the member of the

family of a Govt.

servant maybe treated

as accompanying him

in individual cases. In

case of gazetted

officers i.e. Dy.SP but

below the rank of

DIsG. ( SR.116(b)(iii)


-


joining time admissible

under SR.302 beyond

the maximum of 30

days in case of

gazetted officers upto

the rank of Dy.SP.

-- -- -- Full Powers Full Powers --

of 444

94 Sale and purchase of

property in r/o

Group-B Officers


-

95 Transfer of officer

from one station to

another station upto

the rank of Group-B

Officers.


-

96 Employment of sons

and daughter of

Central Govt. employee

in case of premature

death.


-

97 House Building

Advance of Class-I

Officers below the rank

of DIsG/ CBI


-

98 Installation of

Telephone in office /

residence to eligible

officers.


-

99 Bringing officer on

deputation upto the

rank of Group-B

Officers.


-

100 Property returns

except for officers of

and above the rank of

SP and AOs.


-

101 Retention of the non-

gazetted temporary

posts upto the end of

financial year ( Posts

originally created

under the orders of

Director, CBI )


-

102 Transfer of non-

gazetted posts from

one Branch to another.

--- -- -- Full Powers Full Powers -- --

103 Application for

purpose / sale of

moveable and

immovable property

below Group-A

Officers.


104 Permission to

undertake work which

is remunerated and to

accept the

remuneration to

Group-A officers.


105 Combination of

holidays with leave and


of 445

joining time in

relaxation of provision

(i) to SR-209 or SR-

211 in respect of

Group-A Officers

106 Grant of Maternity

leave and Hospital

leave in respect of

Group-A Officers

below DIG.


107 To prescribe a Govt.

servant’s Hqrs. in

respect of Group-A

Officers below DIG.


108 To define the limits of

a Govt. servant’s

sphere of duty in

respect of Group-A

Officers below DIG.


109 To define the limits of

a Govt. servant's

sphere of duty in

respect of officer other

than Group-A

Officers.


110 Powers to refund

contribution for CGHS

recovered from

officers previously

residing in areas

covered by Scheme but

subsequently shifted

to areas not so

covered or where

recoveries were made

due to mistakes ( All

Gazetted officers in

CBI below the rank of

DIsG. )


111 Powers to regularize

journeys and to

sanction LTC

concession even in

case where the return

journey is performed

after a period of 6

months counting from

the date of

commencement of the

outward journey.(All

GOs. in CBI below the

rank of DIsG.)


112 Sanction of all kinds of -- -- -- Full Powers of Full Powers of -- Full

of 446

leave to officers grant of leave

upto the rank

of SsP

grant of leave

upto the rank of

SsP

powers to

SDCBI(S) &

SDCBI(E)

in respect

of DIsG

working

under

them

(Leave

matters

concernin

g to JDs

and above

will

continue

to be

submitted

to the

DCBI)

113 Permission for higher

stdudies/vocational

courses and NOC for

obtaining passport in

respect of Group-A

Officers upto the rank

of DIsG and AOs.

-- -- -- -- -- -- Full

Powers to

SDCBI(S)

(The

matters in

respect of

officers

above the

rank of

DIG will

continue

to be

submitted

to the

DCBI)

114 Sanction of

advance/withdrawal

from GPF to IPS

officers under AIS(PF)

Rules upto the rank of

DIsG.

--

-- -- -- -- -- Full

powers

SDCBI(S)

(The cases

concernin

g JDs and

above for

sanction

of

advances/

withdrawa

ls under

AIS(PF)

Rules will

continue

to be

submitted

to the

DCBI)

of 447

115 House building

advance to officers of

and above the rank of

DIsG.

--

-- -- -- -- -- Full

Powers to

SDCBI(S)

(Powers to

sanction

HBA to

officers

below the

rank of

DIG are

already

delegated

to

JD(A)/CBI,

HO.

116 Sanction of Motor Car

Advance/Computer

Advance to JDs

-- -- -- -- -- -- Full

powers to

SDCBI(S)

(Powers to

sanction

Motor Car

Advance

to officers

below the

rank of

DIG are

already

delegated

to

JD(A)/CBI,

HO

117 Posting/transfer of all

Group-A officers

viz.DSP & Law Officers

(Sr.PP to ALA) except

SsP and above.

-- -- -- -- -- -- Full

powers to

SDCBI(S) &

SDCBI(E)

in respect

of officers

working

under

their

control

only (The

cases of

transfer of

Dy. SsP

and Law

Officers

(Sr PP to

ALA)

outside

the

jurisdictio

n of

of 448

SDCBI(S)

and

SDCBI(E)

will be

decided in

co-

ordination

meetings

to be held

between

the two

Special

Directors,

which may

be held

once in a

month)

118 Process claims under

CS(MA) Rules, CGHS

Rules, condonation of

delay and settlement

of medical claims etc.

of the staff members

of the CBI utpo the

level of DIG, Ministrial

Staff and their family

members.

(i) Normal Cases Normal Cases Normal Cases Normal Cases

Admissible claims

under CS(MA)

Rules,CGHS Rules in

r/o all rankis.

(ii) Emergent Cases. Emergent Cases. Emergent Cases. Emergent Cases.

Claims for medical

treatment/in private

medical institution in

emergent cases

involving

accident,serious nature

of disease in case no

Govt./recognised

hospital is available

nearer than private

hospital.

Reimbursement will be

subject to item-wise

ceiling prescribed for

CGHS beneficiaries.

(Note:-Reimbursement

of expenses incurred

on treatment in the

Private Clinic/Nursing

Homes of the

Upto

Rs.1000/-

in

each case.

Note:-

It will not

be

exercised

by

authorities

lower than

Head of

Deptt. i.e.

DCBI.

Therefore,

such cases

should be

submitted

to DCBI for

sanction.

Upto

Rs.1000/-

in

each case.

Upto

Rs.5000/- in

each case.

Full Powers

(The cases

concerning JDs

and above will

continue to be

submitted to

the DCBI. The

delegation/re-

delegation is

subject to the

restrictions,

stipulations on

instructions

that may be

issue by the

Ministry of

Health

&F.W./DGHS/C

GHS from time

to time)

Full Powers

(The cases

concerning JDs

and above will

continue to be

submitted to the

DCBI. The

delegation/re-

delegation is

subject to the

restrictions,

stipulations on

instructions that

may be issue by

the Ministry of

Health &

F.W./DGHS/CGH

S from time to

time)

-- --

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Authorised Medical

Attendant would not

be admissible under

above provision even

in emergent cases).

(Letter No.DPAD4

2002/702/8/6/2002/

AD.IV dt. 18.9.2003)

119 Maintenance of upkeep

of Computers

i) Recur Recur Recur Recur

ringringringring

Rs.500/-

on each

occasion

subject to

ceiling of

Rs.2500/-

p.a. per

machine.

ii)Nonii)Nonii)Nonii)Non----

recurring.recurring.recurring.recurring.

Upto

Rs.4000/-

on each

occasion.

each case each case Full Powers

(Advance

payment to be

made with the

approval of

DCBI)

--

Full Powers

(Advance

payment to be

made with the

approval of

DCBI)

--

120 Provisional for Internet

facility


(Advance

payment to be

made with the

approval of

DCBI)

Full Powers

(Advance

payment to be

made with the

approval of

DCBI)

121 Advance payment for

purchase of Stores,

maintenance and

upkeep of Office

equipments, including

computer related items

-- -- -- Upto Rs.

10,000/- in

each case

(Subject of

fulfillment of

conditions laid

down in Govt.

of India

decision No. 4

under Rule 258

of GFRs.) .

Upto Rs.

10,000/- in

each case

(Subject of

fulfillment of

conditions laid

down in Govt. of

India decision

No. 4 under Rule

258 of GFRs.)

From Rs.

10,000/-

to Rs.

20,000/-

in each

case

(Subject of

fulfillment

of

conditions

laid down

in Govt. of

India

decision

No. 4

under Rule

258 of

GFRs.)

From Rs.

10,000/-

to Rs.

20,000/-

in each

case

(Subject of

fulfillment

of

conditions

laid down

in Govt. of

India

decision

No. 4

under

Rule 258

of GFRs.)

122 Advance payment for

installation of Internet

connection


(Subject of

fulfillment of

conditions laid

-- -- --

of 450

down in Govt.

of India

decision No. 4

under Rule 258

of GFRs.)

123 Power to reimburse the

trap money to the

complainants seized

by CBI.

-- -- -- -- -- Full Powers

(Subject to

conditions

as laid

down in

CBI HO

letter No.

23/6/94-

IV

dated

5/3/1988.)

---

124 Maintenance of EPABX

System

-- -- -- Full powers

(Advance

payment to be

made with the

approval of

DCBI).

Full powers

(Advance

payment to be

made with the

approval of

DCBI).

125 Reimbursement of

expenditure to State

Govt. in r/o

deployment of armed

guards (as per

deployment approved

by CBI, HO.

(Letter No.DPAD4

2002/702/8/6/2002/

AD.IV dt. 18.9.2003)

--

-

--- DIG of the

concerned

branch

(Report to be

submitted to

HO)

--- --- -- ---

126 Permission for Air

Travel by non-entitled

CBI personnel and

witnesses/ accused in

appropriate cases(upto

150 cases in a year)

(Letter No.DPAD4

2002/702/8/6/2002/

AD.IV dt. 18.9.2003)

-- --- ---- --- - Addl.Direct

or (Dealing

with

Admn.)

Spl.Direct

or

(Dealing

with

Admn.)

127 Minor Works

(Letter No.DPAD4

2002/702/8/6/2002/

AD.IV dt. 18.9.2003)

-- --- --- --- -- Addl.Direct

or (Dealing

with Admn.

upto Rs. 1

lakh.

Spl.

Director

(Dealing

with

Admn.

upto Rs.1

lakh.

of 451

Annexure - XIV

G.I, Dte. of Estates (Policy), OM No. 11015/15/98-Pol.I, dated 7.8.1998.

Revised scales of office accommodation for various categories of

officers of Central Secretariat exclusing IT, Central Excise and Customs

Departments.

The undersigned is directed to refer to the then Ministry of Works and

Housing OM, dated 24.11.1976 and this Directorate’s OM No. 11015(2)/75-

Pol dated 20.10.1987 (vide 456 of Swamy’Annual 1987) and to say that

consequent upon revision of pay scales of the Central Government

Employees on the recommendations of the Fifth Pay Commission as notified

vide CCS (Revised Pay) Rules, 1997, it has been decided to prescribe revised

entitlement of office space for various categories of officers as detailed

below:-

(I) CONVENTIONAL SPACE:

Sl. No.

Existing Category (On pre-revised pay )

Proposed Category (On pre-revised pay ).

Entitlement of office accommodation

1 Officers drawing Rs. 5000/- and above per month.

Officers drawing Rs. 15200/- and above per month.

240 Sft.

2 Officers drawing Rs. 3000/- and above but less than Rs. 5000/- per month.

Officers drawing Rs. 10000/- and above but less than Rs. 15200/- per month.

120 Sft.

3 Gazetted officers drawing pay less than Rs. 3000/- per month excluding Section officers.

Gazetted officers drawing pay less than Rs. 10000/- per month excluding Section officers.

60 Sft.

4 Section Officers in the Secretariat/Attached offices 60 Sft

5 Technical staff such as Draughtsmen, Tracers and Estimators, etc.

60 Sft

6 Ministerial staff such as Superintendents, Head Clerks, Assistants, Clerks, Daftries, etc.

40 Sft

7 Ministerial staff of Audit Officers. 40 Sft

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2. The total screened requirements of office accommodation determined

on the basis of revised scales will be subject to the following austerity cuts:-

ENTITLEMENT PERCENTAGE OF CUT Upto 30,000 Sft. 10% ( upto 2700 Sq. Mtrs.) More than 30,000 Sft. ( More than 2700 Sq. Mtrs.) 15% 3. So far as special requirement of office space such Reception Room,

Conference Room, space for special equipments, library requirements, old

records, etc., are concerned, these should be examined in consulation with

the Directorate of Estates with a view to ensuring that the requirement is

kept to the absolute minimum.

of 453

(II) NON-CONVENTIONAL SPACE

Sl. No. Particulars of requirements.

Prescribed entitlement of office accommodation.

1 Conference Room Conference Room should be subject to the requirement of the Ministry/ Departments concerned with minimum space of 22 Sq. Mtrs. and maximum of 44 Sq. Mtrs.

2 Visitor’s Room Visitors Room should be according to the requirements of a Ministry/Department but it should not be more than 44 Sq. Mtrs.

3 Receptionist/for Security Staff.

11 Sq. Mtrs.

4 Canteen /Tiffin Room

1 Sft. (0.09 Sq. Meters) per person in an office including the space for Dining Hall and Kitchen etc.

5 Telephone Exchange

22 Sq. Mtrs.

6 Class Room According to the requirements of a Department but should not be more than 44 Sq. Mtrs.

7 Library. One Sft. for 25 books or one Sq. Mtr. for 275 books

8 Old Records. One sft. for 20 recorded files or one Sq. meter for 220 recorded files.

On the basis of above conventional and Non-conventional office space

and the drawings prepared by the Architect, the requisite estimates for the

construction of office buildings on the available land, are required to be got

prepared from the CPWD. Then a comprehensive proposal is required to be

prepared and sent to CBI, Head Office giving full justification of the proposed

construction, for sending sanction of the Competent Authority.

After obtaining the approval/sanction of the Competent Authority the

CPWD is required to start the construction work. On completion of the

construction work, the maintenance of the Building/Complex is the

responsibility of the CPWD Authorities.

of 454

Annexure - XV

To

The Director,

Central Bureau of Investigation,

New Delhi.

14th July, 1969

Subject: Delegation of additional financial powers.

Sir,

I am directed to state that, in exercise of powers delegated under Rule

10(3) of the Delegation of Financial Powers Rules, 1958, the President is

pleased to delegate the additional financial powers, to you, as indicated in

the Annexure to this letter.

2. The exercise of these powers will be subject to the general restrictions

and condition contained in the Delegation of Financial Powers Rules, 1958,

and other general rules and orders issued by the Government of India from

time to time.

Yours faithfully,

Sd/-

(M.K. Nair)

Deputy Financial Adviser

No.3/20/69-Finance(iii)

Dated the 14th July, 1969

Copy, together with a copy of the Annexure, forwarded, for information to:-

1. All the Accountants General.

2. Ministry of Finance (home Finance Branch).

3. Ministry of Finance (E-II(a) Branch).

4. Ministry of Finance( E-Coordination).

5. AVD.II Section, MHA.

6. Deptt. of Administrative Reforms.

Sd/-

of 455

(M.K. Nair)

Deputy Financial Adviser

5 Hiring of private transport.

Full powers for the transportation of material/ equipment from one place to another or movement of operational personnel.

Item 3 of Annexure to Schedule V of the DFP Rules.

6 Continued of renting of buildings.

Full powers, subject to the condition that the rates of rent are the same as originally sanctioned by the Min. of Home Affairs.


7 Sanction of residential telephones.

Full powers subject to the general restrictions on the sanctioning of residential telephones issued by the Mininistry of Finance from time to time.


8 Hiring of teleprinter links

Where the renting of the teleprinter links have been originally sanctioned by the Ministry of Home Affairs continued renting on year to year basis may be sanctioned, provided necessary budget provision has been made. New teleprinter links should be sanctioned only if they have been approved at the pre-budget stage by the Ministry of Home Affairs/Ministry of Finance.

Schedule V of the DFP Rules.

9 Contingent expenditure for items other than those mentioned in Annexure to Schedule V of the DFP Rules.

Enhanced powers of delegated as shown below:- i) Recurring - Rs.5,000/- per annum in each case. ii) Non-recurring - Rs.10,000 in

each case

Schedule V of the DFP Rules.

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Annexure - XVI

DPAD31999/0820/10/14/97-AD.III Government of India

Central Bureau of Investigation Block No.3, 4th Floor, CGO Complex Lodhi Road, New Delhi – 110 003

Dated 28/10/1999

CIRCULAR

It has been brought to my notice that expenditure on telephones for bi-monthly cycle of many officers is on the high side. Sr. officers are not exercising restraint in the use of telephones. It has also come to notice that in spite of specific instructions a lot of communications are being sent through FAX when these can go through normal mail. 2. During the period October, 1998 to March 1999, CBI spent Rs. 1,27,67,744/- on telephones. This huge expenditure is definitely on the higher side and needs to be curtailed. This will not be possible without the close supervision of the officers concerned and other Senior Supervisory Officers. 3. During the course of Audit in Head Office, the following observations were also made by the Audit Party in connection with excess local calls and international calls on residential telephones:-

(i) In accordance with the instructions vide GI MF OM.E (Coord)/79 dated 12.10.79 followed by another O.M.No. F.7(8)-E(Coord)/82 dated 8.6.82, the ceiling on Free Calls to be allowed to officers in respect of residential telephone provided at government expenses will be 650 bimonthly basis. Calls in excess of 650 (excluding STD calls made for official purposes and certified by the officers concerned with reference to the register maintained by him) will have to be paid by the officer himself.

(ii) The condition of maintaining the STD register was dispensed with vide Govt. of India, M/o Finance, Dptt. Of Expenditure O.M.No. F.7(7)-E(Coord)/85 dated 8.7.85 subject to certification that bimonthly calls in excess of 650 are on account of STD and official purpose. This certificate would need to be countersigned by the Controlling Officer. The same order also provides that the excess calls other than certified to be on official work will continue to be paid by the officers.

4. The following precautions are immediately required to be taken to curtain the huge expenditure being incurred on telephones:-

(i) The officers are required to keep a watch on ISD/STD calls and use secret code for STD/ISD. Keep the STD/ISD barred. Open it whenever it is needed and bar the same again immediately after the use.

of 457

(ii) The officer using the STD facility must be brief and speak to the point. STD calls may not be availed unless the matter is extremely urgent. The less important matters may be communicated through Wireless Message etc.

(iii) The officers availing STD facility must not hesitate to make the private call and deposit the amount incurred due to private call in the Govt. treasury.

(iv) Restrain on use of telephones by the officers themselves and control on other officers working under their administrative control would go a long way to ensure economy.

5. It is felt that there is still a need for extreme economy in expenditure in the light of latest Economy Instructions of Govt. of India to effect 25% economy in expenditure on telephone. The following ceiling (bimonthly bills) shall operate in respect of telephones held by officers of the rank of JD and below:- OFFICE RESIDENCE Joint Director Rs. 20,000/- Rs. 7,500/- DIG Rs. 15,000/- Rs. 5,000/- SP Rs. 10,000/- Rs. 2,000/- 6. If the expenditure exceeds the above said ceiling limits, a detailed note explaining the reasons thereof should be sent to the undersigned. The officers should adhere to the limit in the normal course. All concerned should exercise strict control over the use of telephones in view of the Government of India instructions issued from time to time to economise the expenditure.

(R K RAGHAVAN) DIRECTOR, CBI

Copy to:- 1. Special Director, CBI. 2. Joint Directors, CBI located in Delhi and outside Delhi. 3. LA, CBI, Head Office, New Delhi. 4. All DisG, CBI located in Delhi and outside Delhi. 5. DD(A), DD(Co) and DIG (HQ), CBI, New Delhi 6. SsP, CBI located in Delhi and outside Delhi. 7. Information Officer, CBI Head Office, New Delhi. 8. Executive Engineer, CBI, New Delhi. 9. AO(E) and AO(A), CBI, New Delhi. 10. Dy.SP, Control Room. 11. I/c EPABX, CBI HO New Delhi. 12. OSD System Division, CBI, New Delhi 13. AO/PAO/CBI, New Delhi.

of 458

Annexure - XVII

GUIDELINES FOR FIRE DRILL AND EVACUATION PROCEDURES FOR HIGH RISE BUILDINGS (ABOVE 15 m IN HEIGHT) AS CONTAINED IN

NATIONAL BUILDING CODE OF INDIA, 1983

INTRODUCTION In case of fire in a high rise building, safe evacuation of its occupants may present serious problems unless a plan for orderly and systematic evacuation is prepared in advance and all occupants are well drilled in the operation of such plan. These guidelines are intended to assist them in this task. ALARMS Any person discovering fire, heat or smoke shall immediately report such condition to the fire brigade, unless he has personal knowledge that such a report has been made. No person shall make, issue, post or maintain any regulation or order, written or verbal, that would require any person to take any unnecessary delaying action prior to reporting such condition to the fire brigade. DRILLS Fire drills shall be conducted, in accordance with the Fire Safety Plan, at least once every three months for existing buildings during the first two years after the effective date of these rules, or for new buildings during the first two years after the issuance of the certificate of occupancy. Thereafter, fire drills shall be conducted at least once every six months. All occupants of the building shall participate in the fire drill. However, occupants of the building, other than building service employees, are not required to leave the floor or use the exits during the drill. A written record of such drills shall be kept on the premises for a three years period and shall be readily available for Fire Brigade inspection. SIGNS AND PLANS Signs at Lift Landings - A sign shall be posted and maintained in a conspicuous place on every floor at or near the lift landing in accordance with the requirements, indicating that in case of fire, occupants shall use the stairs unless instructed otherwise. The sign shall contain a diagram showing the location of the stairways except that such diagram may be omitted, provided signs containing such diagram are posted in conspicuous places on the respective floor. A sign shall read “IN CASE OF FIRE, USE STAIRS UNLESS INSTRUCTED OTHERWISE”. The lettering shall be at least 1.25 cm block letters in red and white background. Such lettering shall be properly spaced to provide good legibility. The sign shall be at least 25 x 30 cm, where the diagram is also incorporated in it and 6.25x25 cm where the diagram is omitted. In the latter case, the diagram sign shall be at least 20 X 30 cm. The sign shall be located directly above a call-button and squarely attached

of 459

to the wall or partition. The top of the sign shall not be above 2 m from the floor level. Floor Number Signs - A sign shall be posted and maintained within each stair enclosure on every floor, indicating the number of the floor, in accordance with the requirements given below. The numerals shall be of bold type and at least 7.5 cm high. The numerals and background shall be in contrasting colours. The sign shall be securely attached to the stair side of the door. Stair and Elevator Identification Signs - Each stairway and each elevator back shall be identified by an alphabetical letter. A sign indicating the letter of identification shall be posted and maintained at each elevator landing and on the side of the stairway door from which egress is to be made, in accordance with the requirements given below. The lettering on the sign shall be at least 7.5 cm high, of bold type and of contrasting colour from the background. Such signs shall be securely attached. Stair Re-entry Signs - A sign shall be posted and maintained on each floor within each stairway and on the occupancy side of the stairway where required, indicating whether re-entry is provided into the building and the floor where such re-entry is provided, in accordance with the requirements given below. The lettering and numerals of the signs shall be at least 1.25 cm high of bold type. The lettering and background shall be of contrasting colours and the signs shall be securely attached approximately 1.5 cm above the floor level. Fire command station shall be provided with floor plan of the building and other pertinent information relating to service equipment of the building. FIRE SAFETY PLAN Fire Drills and Fire Orders - Fire notices / orders shall be prepared to fulfil the requirements of fire fighting and evacuation from the buildings in the event of fire and other emergency. The occupants shall be made thoroughly conversant with their action in the event of emergency, by displaying fire notices at vantage points and also through regular training. Such notices should be displayed prominently in broad lettering. The applicable parts of the approved Fire Safety Plan shall be distributed to all tenants of the building by the building management when the Fire Safety Plan has been approved by the Chief Fire Officer. The applicable parts of the approved Fire Safety Plan shall then be distributed by the tenants to all their employees and by the building management to all their building employees. Where the owner of the building is also an occupant of the building, he shall be responsible for the observance of these rules and the Fire Safety Plan in the same manner as a tenant.

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In the event there are changes from conditions existing at the time the Fire Safety Plan for the building was approved, and the changes are such so as to require amending the Fire Safety Plan, within 30 days after such changes, an amended Fire Safety Plan shall be submitted to the fire brigade for approval. FIRE COMMAND STATION A Fire Command Station shall be established in the lobby of the building on the entrance floor. Such command station shall be adequately illuminated. COMMUNICATION AND FIRE ALARM A means of communication and fire alarm for use during fire emergencies shall be provided and maintained by the owner or person in charge of the building. Fire Safety Plan Format and Duties shall be as per the provisions contained in Appendix ‘F’ - Para 8 & 9 of the Code. FIRE PARTY DUTIES On receipt of an alarm for fire the Fire Party shall : (a) report to the floor below the fire to assist in evacuation

and provide information to the Fire Command Station. (b) after evacuations of the fire floor, endeavour to control

spread of fire by closing doors etc. (c) attempt to control the fire until arrival of the Fire

Department, if the fire is small and conditions do not pose a personal threat.

(d) leave one member on the floor below the fire to direct the

Fire Department to the fire location and to inform them of conditions.

(e) on arrival of the Fire Department, the Fire Party shall

report to the Fire Command Station for additional instructions. (f) have a member designated as runner, who shall know

the location of the nearest telephone, and be instructed in its use. Such member shall immediately upon receipt of information that there is a fire or evidence of fire, go to the telephone, transmit an alarm and await the arrival of the Fire Department and direct such department to the dire.

OCCUPANT’s INSTRUCTIONS

(a) The applicable parts of the approved Fire Safety Plan shall be distributed to all tenants of the building by the building management when the Fire Safety Plan has been approved by the Fire Commissioner. (b) The applicable parts of the approved Fire Safety Plan shall then be distributed by the tenents to all their employees and by the building management to all their building employees.

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(c) All occupants of the building shall participate and cooperate in carrying out the provisions of the Fire Safety Plan.

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Annexure - XVIII

SECTION DIARY

Date :_________

Dy. No.

No. and date of receipts

From whom

Brief subject

To whom marked

Remarks

No. Date

[1] [2] [3] [4] [5] [6] [7]

INSTRUCTIONS

1. Columns 1-5 will be filled at the stage of diarising i.e. before the

receipts are made over to the dealing hands. 2. Column (6) will be filled after the receipts are seen and passed by the

officers. 3. Subsequent movement of papers, when received from higher officers,

will also be marked in column (6) after striking off the previous entry. 4. Important instructions recorded by the officers will be briefly entered

in column (7).

of 463

Annexure - XIX

ASSISTANT’S DIARY

Sl. No. Diary No. or file No.

File No. Date of submission

1 2 3 4

INSTRUCTIONS 1. Column 2 should show ‘diary number’ or ‘file number’ according as

the paper marked to a dealing hand is a ‘receipt’ or a come-back case. 2. Columns 3 need be filled only in respect of diary numbers.

3. 3. The date on which receipts/files are received by the dealing hand should be entered in red ink across the page above the entries to be made for the day.

of 464

Annexure – XX(A)

DESPATCH REGISTER FOR POSTAL COMMUNICATION ONLY

NUMBER _________ DATED _____________

Sl. No.

No. of communications

Addressee Value of stamps affixed.

1 2 3 4

INSTRUCTIONS

1. 1. Separate register will be maintained for (a) foreign post (b)

telegrams and (c) other inland post. 2. 2. Entries in column 4 will be totalled up at the end of the day and

the total indicated in red ink.

Annexure – XX(B)

PROCEDURE FOR MAINTENANCE OF SERVICE POSTAGE STAMP ACCOUNT

1. All communications intended to be sent by post will be placed in

addressed envelopes.

2. After affixing postage stamps of the requisite value the envelopes

would be sorted out into groups with the same value of stamps.

3. The total number of envelopes in each group would be indicated in

the ‘Register of Daily Abstract of Stamps Used’. This register is in lieu

of the despatch register for postal communications. The total value of

the stamps used during a day as added up in this abstract, will be

entered under the respective column of the stamps account register.

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4. The correctness of the entries of outgoing envelopes in the ‘Register of

Daily Abstract of Stamps Used’ would be checked by the Supervisor of

the Central R & I Section at least once a week by actual count of the

covers ready for despatch. The check should be recorded in the

register. The Branch Officer-in-charge would also make a monthly

check of this register.

4. 4. It is to be noted that the despatch register for foreign dak for

which ordinary postage stamps are used will continue to be

maintained in the Despatch Register.

Annexure – XX(C)

STAMPS ACCOUNT REGISTER

Date Value of stamps Balance at close of the day (2+3-4)

Signature of

In hand Received during the day

Used during the day

Despatcher Section Officer

1 2 3 4 5 6 7

INSTRUCTIONS

1. Separate registers should be maintained for (a) ordinary postage

stamps and (b) service postage stamps. 2. Column 2 will repeat the figure in column 5 of the previous day. 3. In the case of ordinary postage stamps, column 4 should reproduce

the daily total struck in the despatch register for foreign dak. In the case of service postage stamps this column should reproduce the sum of the daily totals struck in:

(a) Despatch register for telegrams. (b) Despatch register for inland post, and (c) Postal registration books.

of 466

Annexure - XXI

FILE REGISTER

STANDARD HEAD NO....................... STANDARD HEADING ________________________

F. No.

Subject Date of Classification (and year of review)

Remarks

Opening Closing

1 2 3 4 5 6

INSTRUCTIONS

1. Entries in columns 1-3 will be made at the time of opening files and those in columns 4 and 5 at the time of recording and reviewing them.

2. Year of review in column 5 is required to be indicated only in the case of Class 'C' files.

3. If as a result of review, a file is marked for further retention, the year of the next review will be worked out and indicated in column 5.

4. When a file is transferred to the departmental record room or to another section/department, the fact of such transfer and the relevant date will be indicated in column 6 e.g. D.R.R., M.H.A

6.1.87 17.2.87 Similarly, when the file is marked for destruction, any entry regarding

the fact and the year of destruction will be made in this column.

of 467

Annexure - XXII

PRECEDENT BOOK

Heading _________________

Decision or ruling in brief File No.

INSTRUCTIONS

1. Entries in this book will be made under the appropriate standard

heads and sub-heads arranged in an alphabetical order. Where functional filing system is followed, entries will be made under the appropriate basic, primary, secondary and tertiary heads.

2. The pages of the book will be numbered serially and a few pages

allotted to each standardised heading under which entries are to be made vide 1 above. At the beginning of the book will be pasted or written a list of such headings and pages allotted to each.

of 468

Annexure – XXIII(A)

No.84/5/62-Estt. Government of India

Ministry of Home Affairs Special Police Establishment Rail Bhawan, New Delhi - 1

Dated : 09.07.1962 To All the Superintendent of Police, Central Bureau of Investigation. Sub.: Instructions regarding the preservation of records relating to

Administration and Accounts matters. Ref.: Circular No.15356-70/37/1/58-III dated 09.09.1958. A copy of the statement showing the period of retention of records in

the SPE in respect of Administration and Accounts matters is sent herewith.

The records will be weeded out after the stipulated period mentioned against

each item in column No.3 in the statement. A list of the records weeded out

should be made before the files etc. are destroyed.

These instructions supersedes all previous orders issued on the subject.

Yours faithfully,

Sd./- (Prem Prakash)

for Administrative Officer for Inspector General of Police, SPE

1. Copy to all section in the SPE Headquarters for information and

necessary action. 2. Copy to Gazette Clerk (these instructions are to be published in the

SPE Gazette).

of 469

Annexure – XXIII(B)

No.84/5/62-Estt. Government of India

Ministry of Home Affairs Central Bureau of Investigation East Block No. 7, R.K.Puram

New Delhi - 110022.

Dated : 30.05.1966 To The Superintendent of Police, Central Bureau of Investigation,

All Branches/Units. Sub.: Instructions regarding the preservation of records relating to

Administration and Accounts matters. Sir, In continuation of this office circular of even number dated

09.07.1962, I have the honour to send herewith a copy of the statement

showing the period of retention of records in the CBI in respect of

Administration and Accounts matters. The records will be weeded out after

the stipulated period mentioned in Col.3 of the statement. A list of the

records weeded out should be made before they are destroyed.

Yours faithfully,

Sd./- (O.P.Bansal)

Administrative Officer/CBI.

Copy forwarded for information and necessary action to : 1. AD.I, II, III, IV Sections, Head Office.

3. SPE Gazette Clerk.

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4.

Annexure – XXIII(C)

No.40/86/69- AD.II Government of India

Central Bureau of Investigation Ministry of Home Affairs

New Delhi

Dated : 28.02.1970 To All Superintendents of Police, Central Bureau of Investigation, Branches. Sub.: Maintenance of register relating to old records - instruction

regarding Sir, It has been observed that for some time past references are being

received in this office from the CBI Branches regarding the period of

preservation of different types of records. It is felt that such references

emanate as the contents of this office letter No.84/5/62-Estt., dated 9th

July, 1962 and 30th May, 1966 and 10/122/65-AD.II dated .5.67 are

perhaps not widely known. With a view of eliminating such references to

this office copies of the said letters are enclosed once again for circulation to

all concerned in your office.

Yours faithfully,

Sd./- (Badri Nath)

Administrative Officer CBI.

FOR CALCUTTA This disposes of your letter No.4/16(E)/87(1)/EOW/Calcutta - 67 dated 21.01.70. FOR KERALA This disposes of your letter No.68(I)/69/KER-GW.IV dated 05.02.70.

of 471

SPECIAL POLICE ESTABLISHMENT

STATEMENT SHOWING THE PERIOD FOR WHICH THE RECORDS PERTAINING TO ADMINISTRATIVE SIDE IS TO BE PRESERVED.

Sl. No.

Description to the Register/Record etc.

Period for which to be preserved.

Remarks

1 2 3 4

1 Receipt Register in the case of Branches and Section Diary in case of Head Office

8 years

2 Register of Inter-Sectional Movement

1 year after all the references entered in the Register have been returned to the originating Section

3 Despatch Register 5 years or until the completion of local audit which ever is later

4 Period Book 3 years

5 Assistant Diary 1 year after all the receipts entered therein have been disposed of.

6 File Register 15 years Before a file register is actually destroyed a list of files entered in the Register should be made out.

7 List of Files Permanent

8 Weekly Arrear Statement

1 year

9 Suspense and Reminder Diary

1 year

10 Statement of periodical returns and reports

1 year

11 Precedent Book Permanent

12 Attendance Register 2 years

13 Postage Stamp Accounts Register

3 years or until the completion of the local audit whichever is earlier.

14 Quarterly and Annual Inspection Reports

3 years

of 472

ESTABLISHMENT AND ADMINISTRATION

Sl. No.

Description to the Register/Record etc.

Period for which to be preserved.

Remarks

15 Establishment Register Permanent

16 Standing orders issued from Head Office.

Permanent

17 General orders of important nature issued by the Government of India

Permanent

18 Amendments etc. issued to the Service Rules.

Permanent

19 Parliament Questions and correspondence connected thereto.

5 years

20 Instructions regarding pay and allowances admissible to the SPE Officers.

Permanent

21 Appointment, transfer, posting etc. of officers in SPE/CBI.

5 years after the date of transfer or reversion etc.

22 Leave applications and correspondence regarding grant of leave etc.

3 years

23 Leave Account of Non-Gazetted Staff

3 years after death or retirement.

24 Extension of deputation continuation in service etc.

5 years after the date of reversion or retirement.

25 Departmental Enquiry file against SPE Staff.

3 years after the proceedings are over.

26 Correspondence regarding renting of Office Accommodation.

2 years after the accommodation is vacated.

27 Correspondence regarding permission etc. to attend the Court

2 years.

28 Correspondence regarding allotment of residential/ office accommodation by the Government.

2 years after the vacation of accommodation.

29 Correspondence regarding addresses of Officers, Staff, State IsG, etc.

1 year.

30 Correspondence regarding the issue and printing etc. of DSPE Identity Cards.

3 years.

31 Correspondence regarding the printing, issue etc. of Railway Warrants.

2 years.

32 Register of Identity Cards. Permanent.

33 Register of stock of Identity Cards.

Permanent.

34 Register of stock of Railway Warrants.

Permanent.

35 Reward Rolls correspondence regarding

3 years.

of 473

36 Property returns and correspondence relating to.

Permanent. May be destroyed 4 years after the date of retirement.

37 Correspondence regarding Typewriting test - UPSC.

5 years.

38 Civil Lists and their amendments.

5 years.

39 Verification of antecedents and correspondence relating thereto.

Permanent. May be destroyed 4 years after the date of retirement.

40 Indian Police Medal, President's Police Medal - Recommendations for the award of.

10 years.

41 Promotion Rolls and correspondence thereto.

5 years.

42 Quasi-Permanancy correspondence regarding

Permanent May be destroyed 4 years after retirement.

43 Casual leave applications 1 year.

44 All India Police Meets - Correspondence regarding

5 years.

45 Casual leave Register 1 year.

46 Annaul Establishment Returns.

Permanent. Since discontinued.

47 Punishment Register 5 years.

48 Office Order Book. Permanent.

49 Register of Service Books Permanent.

50 Increment Register 3 years after the new register has been started.

51 Long Leave Register 5 years.

52 Register of building leased/rented etc.

Permanent.

53 Duty Register 3 years.

54 Surprise check Register of Guards.

2 years.

55 Command Certificates original and copies thereof.

5 years.

56 Annual Administration Report on SPE/CBI.

Permanent.

57 Personal files of officers. 10 years after reversion or 5 years after death or retirement.

58 Service Books. Permanent.

59 Cash Book. 20 years.

60 Register of contingent Expenditure.

5 years.

61 Detailed Budget Estimates of an office.

5 years.

of 474

62 Travelling Allowance Bills and acquittance roll relating thereto.

3 years.

63 Statement of monthly progressive expenditure and correspondence relating thereto.

2 years.

64 Contingent Bills. 5 years.

65 Special Counsel’s Bills 5 years.

66 Special Counsels fee Register.

5 years.

67 Bill Register 20 years.

68 Pay Bills and acquittance Rolls where these are maintained separately of Govt. servants for whom no Estt. returns are submitted or no S. Books are maintained.

35 years.

69 Pay Bills of other classes of Govt. servants and acquittance rolls for pay and allowances other than travelling allowance (when maintained separately)

6 years.

70 Pay Bill Register Permanent.

71 Medical Charges, pay advance, GPF advance and reward Bills.

6 years.

72 Receipt Books (counterfoil) 20 years.

73 Stock Register of Receipt Books.

Permanent.

74 Muster Roll. 3 years.

75 Dead Stock Register Permanent.

76 Stock Register of vehicles. Permanent.

77 Register of Life Insurance Policies financed from GP Fund.

Permanent.

78 Treasury Challan Register Permanent.

79 Telephone and Trunk Call Register.

2 years or when the local audit is over whichever is later.

80 Cycle Register 10 years.

81 Type-Writing Register 10 years.

82 Stationary and forms Register.

5 years.

83 PTO Concession Register. 5 years.

84 Book adjustment Register 2 years after all adjustment have been made.

85 Register of R.T.R. 5 years.

86 Leave salary contribution Register.

5 years after all the adjustments have been made.

87 Original Treasury Challans. Permanent.

of 475

88 TA Bill Register. 10 years.

89 Malkhana Inspection Register.

33 years after the last inspection is over.

90 Register of cash and jewellery.

Permanent.

91 Log Book of vehicles. 3 years or when the local audits is over whichever is later.

92 Vehicle Requisition Slips. 2 years.

93 Office copies of pay bills of Gazetted Officers.

To be given to the Officers at the time of Transfer etc. as they are their own drawing officers.

After the introduction of pay bills registers, separate pay bills are not prepared for Gazetted Officers.

94 Register of advances. 2 years after the advances have fully been recovered.

95 Electric and Water charges Register.

3 years.

96 Correspondence regarding the issue of Bank drafts etc.

3 years.

97 Correspondence regarding the recoveries from the staff.

5 years.

98 Register showing acknowledgment of cheques to Gazetted Officers.

1 year.

99 Correspondence regarding TA Bills of Gazetted and non-Gazetted.

10 years.

100 Audit Inspection Reports. 10 years.

101 Appropriation Accounts. 5 years.

of 476

STATEMENT SHOWING THE PERIODS FOR WHICH THE RECORDS

PERTAINING TO ADMINISTRATION AND ACCOUNTS MATTER ARE TO BE PRESERVED.

Sl. No.

Description or the Register/ Record etc.

Period for which they are to be preserved.

1 2 3

1 Shorthand note books relating the Administrative work.

Six months from the date of last entry in the book.

2 Shorthand note book relating to Crime work.

2 years from the date of last entry.

3 GP Fund correspondence Accounts slips etc.

Till the account is settled.

4 Secret Service Registers showing trap accounts.

May be destroyed after 5 years from the date when all the correspondence regarding amounts paid from SS Fund have been received back (in case of writings off it may be destroyed 2 years after writing off).

5 Invoice Register and invoice counter-foils.

5 years.

6 Dealing Clerk Diary including Assistant Diary.

2 years after all receipts entered therein have been disposed of.

7 Supply of typewriters correspondence etc.

5 years or till all the adjustments have been made, whichever is earlier.

8 SPE Officers training course correspondence etc.

3 years.

9 Telephone Trunk Call Bills - correspondence etc.

Upto 3 years after clearing the bills.

10 Reconciliation of accounts file - correspondence etc.

Upto 3 years after reconciliation.

11 Purchase of furniture file - correspondence etc.

5 years.

12 Deputation of State Police Officers - correspondence etc.

5 years after the deputationist concerned has been reverted to his parent State.

13 List of Govt. holidays files - correspondence.

1 year.

14 Grant of House Rent Allowance files - Correspondence etc.

5 years.

15 Grant of Cycle Allowance files - correspondence etc.

5 years.

16 Conveyance Allowance files - correspondence.

5 years.

17 Clothing Allowance and other correspondence etc.

5 years.

18 Leave Salary Contribution files - correspondence etc.

3 years.

19 Monthly return of rewards and punishments files - correspondence etc.

2 years.

20 Hindi Classes for Govt. Servants in SPE Files.

3 years.

of 477

21 Supply of stationery and forms files - correspondence etc.

3 years.

22 Correspondence regarding service books and character rolls of staff.

Permanent.

23 Grant of Festival Advance paid to Govt. Servants - correspondence etc.

Upto 3 years after repayment.

24 Contingent Vouchers. 5 years.

25 Contingent Bills Register. 5 years (this period has been prescribed in modification of the period prescribed against Sl.No.67 in the statement attached with letter No.84/5/62-Estt. dated 09.07.62.

of 478

Annexure – XXIII(D)

No.10/122/65-AD.I Government of India

Ministry of Home Affairs Central Bureau of Investigation East Block No.7, R.K.Puram

Dated : 09.05.1967 To The Superintendents of Police, Central Bureau of Investigation All Branches/Units. Sub.: Instructions regarding the preservation of records relating to

Administration and Accounts matters. Sir, In continuation of this office letter No.84/5/62-Estt. dated

30.05.1966, I have the honour to send herewith a copy of the statement

showing the period of retention of records in the CBI in respect of

Administrative and Accounts matters. The records will be weeded out after

the stipulated period mentioned in Col.3 of the statement. A list of records

weeded out should be made before they are destroyed.

Yours faithfully,

Sd./- (Badri Nath)

Administrative Officer CBI.

Copy forwarded for information and necessary action to : 1. AD.I, II, III, IV Section, Head Office. 2. Copy to DIG/CBI/Calcutta.

Sd./-

(Badri Nath) (Administrative Officer)

CBI.

of 479

STATEMENT SHOWING THE PERIODS FOR WHICH THE RECORDS

PERTAINING TO ADMINISTRATIVE AND ACCOUNTS MATTERS ARE TO BE PRESERVED.

Sl. No.

Description of the record Period for which to be preserved after the file is

closed.

1 2 3

1 Advance for the purpose of purchasing Motor Car.

5 yeas after recovery of advance.

2 Advance for the purchase of Motor Cycle.

5 yeas after recovery of advance.

3 Income Tax. 10 years.

4 Office orders regarding change in Pay/Transfer etc.

5 years after transfer/reversion of the officer.

5 Sanction for travel beyond jurisdiction.

3 years.

6 Adjustment of Railway Warrants. 5 years.

7 Correspondence regarding savings and excess.

5 years.

8 Correspondence regarding hot and cold weather charges.

3 years.

9 Correspondence regarding permanent advance.

To be preserved permanently.

10 Correspondence regarding Liveries. 5 years.

11 Correspondence regarding Prolonged Halts.

3 years.

12 Correspondence regarding Government Vehicles.


13 Correspondence regarding Declaration of Head of Office, Drawing and Disbursing Officer etc.

3 years.

14 Correspondence regarding Delegation of financial powers to subordinate authorities.


15 Correspondence regarding Rules & General Orders, GFR etc.


16 Correspondence regarding Misc. accounts.

3 years.

17 Malkhanas - instructions regarding. To be preserved permanently.

18 Estt. Correspondence regarding fixation of pay of Officers (directly recruited).


19 Correspondence regarding control over expenditure and submission of monthly statement under delegation of financial powers by the Administrative Ministries to lower authorities.

3 years.

20 Correspondence regarding rate contract-

3 years.

21 Correspondence regarding Annual statement of GPF of class IV Government servants.


22 Correspondence regarding pay 10 years.

of 480

fixation of officers employed on deputation.

23 Special pay to Cashier. 10 years.

24 Continuance of posts in the SPE. To be preserved permanently.

25 Sanction of posts by IGP/SPE. To be preserved permanently.

26 Distribution of Central Govt. servants/Public enterprise, employees according to pay range.

5 years.

27 Monthly return of vacancy position and staff strength.

1 year.

28 Annual return of Compulsory retirement of Ministerial Government Servants.

3 years.

29 Pay fixation of Police Officers in the CBI - correspondence regarding

10 years.

30 Misc. matters. 3 years.

31 Annual increment to the Executive staff in CBI.

3 years.

32 Annual increment to the Ministerial Staff in CBI.

3 years.

33 Annual increment to the Class IV Government Servants in CBI.

3 years.

34 Confidential reports on CBI Staff. Till transfer of Officer from Branch.

35 Training of Executive Staff - correspondence regarding

5 years.

36 Half yearly report regarding the progress made in the teaching of Hindi to Central Govt. servants.

3 years.

37 Provisions of Uniform to Police Officials - correspondence regarding

5 years.

38 Declaration of Home Town, Leave Travel Concession - correspondence.


39 Jurisdiction of CBI Branches. To be preserved permanently.

40 Annual report of CBI. To be preserved permanently.

41 Provisions of Armed Police Guard. 10 years.

42 Treasury Voucher statement. 3 years.

43 Correspondence regarding advance in connection with festivals and floods.

3 years.

44 Correspondence regarding Stationery indents, rules and local purchase of Stationery.

3 years.

of 481

Annexure – XXIII(E)

No.40/86/69-AD.II Government of India

Central Bureau of Investigation Express Building, New Delhi

Dated : 25th April, 1972

To The Superintendent of Police, Central Bureau of Investigation, Ambala. Sub.: Instructions regarding the preservation of records relating to

Administrative matters. Sir, With reference to your letter No.506/74/Estt./71-72-GW.II/Amb.

dated 03.03.1972 on the subject cited above, I have the honour to enclose

herewith a list showing the period of preservation of records referred to by

you.

2. Detailed instructions regarding the period of preservation of records

relating to establishment and account matters are available in Appendix 5 of

Notes on ‘Office Procedure’ published by the Sectt. Training School, Deptt. of

Personnel, New Delhi and Appendix 30 of G.F.P. 1963.

Yours faithfully,

Sd./-

(G.L.Agarwal) Administrative Officer

CBI. Encl.: Copy forwarded to all Branches of CBI alongwith the enclosure. SP/SPE/Lucknow only. This disposes of your letter No.2675/24/A/60 dated 17.02.72. Personal files of the Officers who are transferred from one Branch to another Branch are to be retained for a period of 5 years after their retirement. Such files need not to be transferred to the Branches where the officers are transferred. SP/SPE/N&CC, New Delhi. This disposes of your letter No.11/33/72-N&CC/681 dated 11.02.1972. Copy to AD.I/V/II/Hindi Section/CFSL/Co-ord. Wing & Policy & Organisation Division.

Sd./-

(G.L.Agarwal)

of 482

Administrative Officer(E) CBI.

Sl. No.

Subject Period of preservation.

1 2 3

1 Correspondence regarding children education allowance.

5 years

2 Correspondence regarding progress achieved in the representation of Scheduled Castes & Scheduled Tribes in the Govt. of India.

5 years

3 Training Register of newly recruited SIs. 3 years.

4 Correspondence regarding service stamps.

5 years.

5 Books and publications :- (a) Purchase of Books.

5 years.

(b) Lending and issue. 1 year.

(c) Inventory Catalogue. 5 years.

(d) Library accession register. Permanent.

(e) Library membership register. 3 years.

6 Correspondence regarding property declaration.

5 years.

7 Correspondence regarding Organisation of sports in CBI Branches.

1 year.

8 Correspondence regarding reservation of Rest House for Staff.

1 year.

9 Correspondence regarding forwarding of applications for appointment outside SPE Branches.

This should be dealt with in the personal file of the Officer concerned.

10 Correspondence regarding confirmation, permanent absorption of Constables.

10 years (authenticated copies of the orders should be available in the personal files and the appropriate entries should be made in the service book).

11 Correspondence regarding handling over/taking over of charge by the officer/official in CBI Branches and Head Office.

This should be dealt with in the personal file of the officer concerned.

12 Correspondence regarding grant of extension/re-employment to Govt. servants on their attaining the age of superannuation.

5 years after retirement.

13 Correspondence regarding loss and issue of Railway Warrants.

5 years.

14 Correspondence regarding implementation of decision of SPE Conference.

5 years after all the decisions have been implemented.

15 Correspondence regarding voluntary contribution for helping the families of officers of the CBI Branches.

3 years.

16 Tution fee to CBI employees. 5 years.

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17 Correspondence regarding House Building Advances.

3 years after final recovery.

Annexure – XXIII(F)

No.13/8/70-O&M Government of India/Bharat Sarkar

Ministry of Home Affairs (Grih Mantralaya) Deptt. of Administrative Reforms (Parashanik Sudhar Vibhag)

Sardar Patel Bhawan, New Delhi.

Dated : 15th, October, 1971

OFFICE MEMORANDUM

Sub.: Retention periods for records relating to pensionary benefits and

personal cases. The undersigned is directed to refer to O&M Division’s Office

Memorandum No.34/4/61-O&M dated 21.01.1963 regarding retention

periods for records common to all Ministries/departments and the first list of

additions and alternations thereto circulated on 2nd July, 1963. The

retention periods for records relating to grant of pensionary benefits vide

items 21-22 and 71-A(B-b) of the said schedule have been reviewed in the

light of the provisions of the Family Pension Scheme, 1964. It has been

decided to revise the retention periods then prescribed as in the enclosed

statement. The C&AG and the Department of Expenditure have been

consulted.

Sd./- (A.T.Govindarajan)

Deputy Director

of 484

STATEMENT SHOWING RETENTION PERIOD FOR RECORDS RELATING

TO PENSIONARY BENEFITS AND PERSONAL CASES.

Sl. No.

No. of item in the

schedule.

Subject Period recommended Remarks.

1 2 3 4 5

1 21 Service Books (including leave account).

3 years after death/ retirement or the date of finalisation of the pension, whichever is later.

2 22 Personal files. 3 years after death/ retirement or the date of finalisation of the pension, whichever is later.

3 74-A(b) Invalid Pension. Till the youngest son/daughter attains majority or five years, whichever is later.

4 74-A(c) Family Pension. Till the youngest son/daughter attains majority or five years, whichever is later.

5 74-A(d) Other Pension. Till the youngest son/daughter attains majority or five years, whichever is later.

of 485

Annexure - XXIV

REGISTER FOR WATCHING THE PROGRESS OF RECORDING

Section________________________ Month and year____________

File marked for record during the month

File recorded during the month

S.No. File No. S.No. File No.

of 486

Annexure - XXV

RECORD REVIEW REGISTER

DEPARTMENT ________________ YEAR OF REVIEW ______________ File No. File No. File No. File No. NOTE : This register will be maintained for class ‘C’ files

only.

of 487

Annexure - XXVI

LIST OF FILES DUE FOR REVIEW

Sl. No.

File No. Instructions of reviewing authority.

1 2 3

INSTRUCTIONS 1. The Departmental Record Room will prepare this list in triplicate by

completing column 1 and 2 only. 2. The Section responsible for review will sign one copy of the list and

return it to the Departmental Record Room by way of acknowledgement, retaining the other two copies.

3. After review, the Section concerned will complete column 3 of the list

in both the copies by indicating.

(a) The word ‘keep’ in the case of files proposed to be retained indefinitely;

(b) The letter ‘W’ in the case of files desired to be weeded out; and (c) The precise year of weeding, in the case of class ‘C’ files

proposed to be retained for a further period not exceeding 10 years from the date of their closing.

4. Both the copies of the list should accompany the files returned to the

Departmental Record Room which will sign one copy and return it to the section concerned by way of acknowledgement.

of 488

Annexure - XXVII

WEEKLY ARREAR STATEMENT (for individual dealing hand)

Section________________ Name of dealing hand____________________

Number of receipts/cases

In hand Initials of dealing hand

Week ending

BF from previous week

Received during the week

Total of

cols. 2 and 3

Dealt with during the week.

Total Over 7

days

1 2 3 4 5 6 7 8

INSTRUCTIONS 1. Column 2 will repeat the figure shown in column 6 in respect of the

preceding week.

2. Column 3 of the statement will also include 'come-back' cases and

will represent the total number of receipts and cases as entered in the

assistant's diary for the week under report.

3. The figure in column 5 can be ascertained by scanning through

entries in column 4 of the assistant's diary in respect of receipts and

cases:

(a) received during the week under report and the preceding

week; and

(b) included in the statement of more-than-one-week-old

receipts/cases submitted with the arrears statement for the

preceding week.

4. Column 6 will represent the difference between columns 4 and 5.

of 489

5. 4. The same form will be used to give a running account of the state

of work, week by week, for the whole year.

of 490

Annexure - XXVIII

STATEMENT SHOWING PARTICULARS OF RECEIPTS/CASES IN HAND FOR MORE THAN 7 DAYS

Name of the dealing hand____________________ Week ending_______________

Diary No.

Date from which pending

Brief subject

Reasons for delay

Remarks of section

officer/hisher officer

Action taken on remarks in Col.5

1 2 3 4 5 6

of 491

Annexure - XXIX

CASE SHEET

File/Diary No. ________________ Subject ________________

Date of commencement ________________

Month ending With whom pending and since when

Reasons for delay

Remarks of U.S. and higher officers

1 2 3 4

INSTRUCTIONS

1. A separate sheet will be maintained for each case. 2. The statement will cover not only originating section's own files but

also files received by it from other sections/departments and other PUCs for which no files has been opened. The last two categories of cases will be identified by their diary numbers.

3. The date of commencement of a case will normally be the date of

receipt of the PUC and can be ascertained from the file register in the case of originating section's own files and from the section diary or assistant's diary, in other cases.

4. Entries in column 2 will be made on the basis of entries in the file

movement register, section/desk diary.

of 492

Annexure - XXX

CALL BOOK

Sl. No.

File No.

Date of commencement

of file

Subject Reason why no further action can be taken for over six

months

Date on which action is to be

restarted.

Remarks of B.O.

Divisional Head at the time of review

Date of restarting.

1 2 3 4 5 6 7 8

of 493

Annexure - XXXI

NUMERICAL ABSTRACT OF CASES PENDING DISPOSAL FOR OVER A MONTH

Section_____________________ Year _________________________

As on the last day of

Number of cases (other than those transferred to call book) pending disposal

Number of cases transferred to call book

Initials of section officer/ desk functionary

between 1 & 3 months


between 6 months and one year

between 1 & 2 years

over 2 years

Total of cols. 2-6

1 2 3 4 5 6 7 8 9

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

CONSOLIDATED NUMERICAL ABSTRACT OF CASES PENDING DISPOSAL OF OVER A MONTH

Department_____________________ Month ending_________________________

Section Number of cases (other than those transferred to call book) pending disposal

Number of cases transferred to call

Variation from previous months

of 494



between 6 months and one year

between 1 & 2 years

over 2 years

Total of cols. 2-6

book in the case of col. 7

in the case of col. 8

1 2 3 4 5 6 7 8 9 10

of 495

Annexure - XXXII

MONTHLY PROGRESS REPORT ON RECORDING OF FILES

Section _______________

Month ending

Number of files Initials

BF from previous month

Marked for

record during the

month

Recorded during the

month

Remaining to be

recorded at the end of the month (2+3-4)

Record Clerk/ Asstt.

Section Officer/ desk

functionary

1 2 3 4 5 6 7

INSTRUCTIONS

1. Column 2 will repeat the figure in column 5 for the preceding month. 2. 2. Column 3 and 4 will be filled on the basis of the register for

watching the progress of recording.

of 496

Annexure - XXXIII

REGISTER OF PARLIAMENTARY ASSURANCES

LOK SABHA RAJYA SABHA

Section/Desk____________________

Sl. No.

Date Reference Subject Assurance given

How fulfiled

Date on which

Sent to Depart- ment of Parlia- mentary Affairs.

Laid on the Table of the House.

1 2 3 4 5 6 7 8

INSTRUCTIONS 1. Column 2 will show the date on which the assurance was given.

2. Column 3 will indicate the No. of the question, name of bill,

resolution, motion etc., in connection with which the assurance was

given and also reference to the communication from the Department

of Parliamentary Affairs with which it was received.

of 497

Annexure - XXXIV

CHECK LIST FOR WATCHING RECEIPT OF INCOMING PERIODICAL REPORTS FOR THE YEAR _____

Department ____________________________ Section/Desk ____________

S. No.

Title of the

report and File No.

Periodicity Due date of receipt


1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

INSTRUCTIONS 1. If the periodicity of a report is more than a month, the prescribed

date(s) will be shown under the appropriate months only. For example, if a quarterly report is due on 15th Jan., April, July and Oct., only col. 4,7,10 and 13 will be filed by indicating the figure 15 under each.

2. 2. If a report is to be received of other than once a month, two or

more entries depending on the frequency of the report will be made in columns 4 to 15. Thus, for instance, a fortnightly report will require two entries to be made under each month.

of 498

Annexure - XXXV

CHECK LIST FOR WATCHING DESPATCH OF OUTGOING PERIODICAL REPORTS FOR THE YEAR ____

Department ____________________________ Section ____________

Sl. No.

Title of the report and File No.

Periodicity Due date of despatch


INSTRUCTIONS 1. If the periodicity of a report is more than a month, the prescribed

date(s) will be shown under the appropriate months only. For example, if a quarterly report is due on 15th Jan., April, July and Oct., only col. 4,7,10 and 13 will be filed by indicating the figure 15 under each.

2. If a report is to be dispatched of other than once a month, two or

more entries depending on the frequency of the report will be made in columns 4 to 15. Thus, for instance, a fortnightly report will require two entries to be made under each month.