Professional Documents
Culture Documents
INDEX
1
4-11
12-24
25-31
32-33
Overtime Allowance
34-37
Officiating Allowance
38-41
Increments
42-45
46-52
53-71
10
72-83
11
Transfer Benefits
84-96
12
Encashment of Leave
97-101
13
102-114
14
115-116
15
Festival Advance
117
INDEX
16
Flood/Drought Advance
118-119
17
Housing Loan
120-131
18
Vehicle Loan
132-137
19
Residential Accommodation
138-141
20
21
22
144-163
23
164-165
24
166-1168
25
169-170
26
27
177
28
178
29
179-181
30
181-189
31
Uniforms
190-193
32
Part-Time Employees
194-198
199-202
34
203
35
36
Terminal Benefits
207-218
37
Vigilance Clearance
219
38
No Objection Certificate
220
INDEX
39
221-240
Miscellaneous
A) Hours of Work
B) Group Personal Accident Policy
C) Change of Duty
D) Assistance for Management Studies
E) Payment of Incentives for promotion of Official Language
F) Benefits of Officers serving as Faculties at Company's
Learning Centre
G) Reimbursement for purchase of Brief Cases/Leather Bags
to Officers
H) Foreign Service
I) Employees visiting foreign countries Sanction of leave
J) Display of Company's Banner
K) Facilities for employees and ex-employees for attending
Court cases
L) List of places for payment of CCA
M) List of places for payment of HRA
N) Implementation of Transfer Orders (Officers)
40
Conveyance Facilities
241-274
41
Telephone Facilities
275-276
42
43
278
44
Unisurge Initiatives
279-288
CHAPTER 1
SCALES OF PAY AND ALLOWANCES - OFFICERS
1. Scales of Pay (Basic Pay):
(1) Scale VII
Rs.522101400(2)55010-1500(1)-56510-1640(1)-58150-1700(1)-59850
(2) Scale VI
Rs.46610-1400(5)-53610
(2) Scale V
Rs. 41660-1200(3)-45260-1350(2)-47960
(3) Scale IV
Rs. 34460-1200(7)-42860
(4) Scale III
Rs.28160-840(1)-29000-910(6)-34460-1200(4)-39260
(5) Scale II
Rs. 23120-840(7)-29000-910(6)-34460
(6) Scale I
Rs. 17240-840(14)-29000-910(4)-32640
2. Dearness Allowance:
The Scale of Dearness Allowance applicable to the Officers shall be determined as under:
Index : All India Consumer Price Index for Industrial Workers.
Base : Index No. 2944 in the Series 1960 = 100
Rate of Dearness Allowance:
For every four points in the quarterly average over 2944 points, the dearness allowance shall
be calculated at the rate of 0.15% of basic pay.
Revision of dearness allowance :(1) Revision of dearness allowance may be made on quarterly basis for every four
points rise or fall.
(2) There shall be an upward revision of the dearness allowance payable for every four
points rise in the quarterly average (hereinafter referred to as the current average
figure) of the All India Consumer Price Index above 2944 points in the sequence
2944-2948-2952-2956 and so on; and there shall be downward revision of the
With effect from 1st day of August, 2007, the House Rent Allowance payable to Officers
shall be as shown in the Table below :
TABLE
Place of posting
(a) Cities of Mumbai, Navi Mumbai, Kolkata,
New Delhi, Faridabad, Ghaziabad, NOIDA,
Gurgaon, Chennai, Ahmedabad, Bengaluru,
Hyderabad and Pune.
(b) Cities with population exceeding 12 lacs
except the cities mentioned at (a),
Gandhinagar and all cities in the State of Goa.
(c ) All other places.
to
maximum
of
7% of pay subject
Rs.2600/- per month.
to
maximum
of
Note : (1) For the purpose of this item, the population figures
Shall be as per the latest Census Report.
(2) Cities shall include their urban agglomeration.
(3) pay means Basic Pay and stagnation increments.
(2)
Officers who are allotted residential accommodation by the Company shall pay for such
accommodation, appropriate license fee as may be decided by the Company from time
to time and shall not be entitled to House Rent Allowance in terms of sub-item (1) of
this item.
Employees who are allotted residential accommodation/staff quarters, shall not be entitled to
any house rent allowance, but they shall pay to the Company, for such accommodation, the
appropriate licence fee as may be decided by the Board of the Company from time to time.
At present, the licence fee is being deducted @ 1.75% of the minimum of the scale. The
5
revised rate of licence fee shall be 1.20% of the minimum of the revised Scale with effect
from 01.11.2010. Upto 31st October, 2010, , the amount of licence fee which is being
deducted at present on the basis of pre-revised basic and pre-revised rate shall continue.
4. City Compensatory Allowance :
With effect from 1st day of August, 2007, the City Compensatory Allowance payable to Officers
shall be as under :
Place of posting
(a) Cities of Mumbai, Navi Mumbai, Kolkata,
New Delhi, Faridabad, Ghaziabad, NOIDA,
Gurgaon, Chennai, Ahmedabad, Bengaluru,
Hydeabad and Pune
(b) Cities with population exceeding 12 lacs,
except cities mentioned in (a), Gandhinagar,
all cities in the State of Goa.
(c) Cities with population of 5 lacs and above
but not exceeding 12 lacs, State capitals with
population not exceeding 12
lacs,
Chandigarh, Mohali, Panchkula, Pondicherry,
Port Blair.
TABLE
Rate
3% of pay subject
Rs.800/- per month.
to
maximum
of
maximum of
2% of pay subject to
Rs.590/- per month.
maximum of
Note :
(1) For the purpose of this item, the population figure shall be as per the latest Census
Report.
(2) Cities shall include their urban agglomeration
(3) Pay means Basic Pay and stagnation increments.
5. Hill Station Allowance :
With effect from 1.11.2010, Hill Station Allowance payable to Officers shall be as
shown in table below :
TABLE
(i) Posted at places situated at a height 2.5% of Basic Salary subject to maximum
of 1500 metres and over above mean of Rs.460/- per month.
sea level
(ii) Posted at places situated at a height 2% of the Basic Salary subject
of 1000 metres and over but less than maximum of Rs.370/- per month
1500 metres above mean sea level, at
Mercara and at places which are
specifically declared as "Hill Stations" by
Central/State Governments for their
employees
to
(1) All Officers who joined after 1.11.1993 and were in confirmed service as on
21.06.2000 shall be paid one increment in the scale applicable to them on
01.07.2000.
(2) Officer who have joined as Class I on the their first appointment in the services of the
Company on or after 22.06.2000 and those promoted to Class I from other cadres on
or after 22.06.2000 are not eligible for computer increment (as promotees would
have already received the same).
(3) An Officer who was on probation on or before 22.06.2000 on first appointment in the
services of the Company such computer increment shall be payable to him/her on
completion of one year of service after the date of his confirmation.
(4) There is no change in the date of normal grade increment on account of sanction of
computer increment.
(5) If an Officer has already reached the maximum of the scale or is in receipt of one or
more stagnation increments as on 01.11.1993, he will be allowed a Fixed Personal
Allowance with effect from 01.11.1993, which will be equivalent to last increment in
the scale of pay applicable to him as on 01.11.1993 plus the Dearness Allowance
thereon at the relevant rate as on 01.11.1993 and the difference in House Rent
Allowance, if any. The FPA payable to an Officer in different scales of pay is shown
below :
1.
2.
Increment
Dearness
Portion of
Allowance on
Fixed Personal
Increment
Allowance
Portion of Fixed
Personal
Allowance as
on 01/11/1993
5.
3.
4.
Rs.
Rs.
Rs.
Scale VII
1700
400
10.08
Scale VI
1400
300
7.56
Scale V
1350
250
6.30
Scale IV
1200
250
6.30
Scale III
1200
250
6.30
Scale II
910
230
5.80
Scale I
910
230
5.80
(6) An Officer who received Computer Increment and reaches the maximum of the scale
subsequently will be granted FPA one year after reaching the maximum of the scale
of pay. If such an Officer is promoted to the higher cadre before the sanction of the
Fixed Personal Allowance in the pre-promoted scale, the FPA corresponding to the
scale of pay in which he was as on 01.11.1993, shall be released one year after he
reaches the maximum of the promoted scale.
(7) If an Officer is on extraordinary leave (LOP), Strike, etc., the release of FPA one year
after reaching the maximum of the scale should be deferred till the Officer completes
365/366 days of continuous service.
(8) A Class II or Class III employee promoted as a Class I Officer after 01.11.1993 and
who was paid Computer Increment in the scale of pay applicable to him as Class
II/Class III employee, shall be paid FPA one year after reaching the maximum of the
promoted scale and the FPA payable shall be corresponding to the scale of pay in
which he was as Class II/Class III employee, as the case may be, as on 01.11.1993.
(9) A Class II or Class III employee promoted as a Class I Officer after 01.11.1993 and
who was in receipt of FPA prior to his promotion as a Class I Officer, shall continue to
draw FPA which was drawn by him prior to his promotion. Similarly, a Class I Officer
who is in receipt of FPA shall continue to draw the same amount of FPA on his
promotion to next higher cadre.
b) Encashment of EL in service
No FPA is payable.
the DA
7. Kit Allowance :
W.e.f 1.11.2010 an Officer on his transfer to any of the hill stations at which hill station
allowance is payable shall be paid a Kit Allowance of Rs.4,000/-. Provided that no kit
allowance shall be payable if such Officer has drawn such allowance at any time earlier.
8. Transport Allowance :
With effect from the 1st day of August, 2007, every Officer, who is not in receipt of any
Conveyance Allowance under any of the Conveyance Schemes shall be paid Transport
Allowance of Rs.800/- (Rupees Eight hundred only) per month.
9. Functional Allowance : (w.e.f. 01.11.2010)
(a) AO/AM/Dy. Manager/Manager in the Internal Audit Deptt.
At HO and IAI cells in the Regions.
Rs.675/- p.m.
Rs.675/- p.m.
Note :
1. This allowance would not be payable to Officers recruited specifically for investigative
functions or Officers on deputation from Government Department or other Public Sector
Organisations.
2. Officers in the cadres of Deputy Manager and above posted in Vigilance Department at
HO are not eligible to draw this functional allowance.
3. Officers designated as Vigilance Officers and posted in ROs irrespective of the cadre, shall
be eligible to draw this functional allowance.
4. Officers in ROs who are posted to assist the Vigilance Officers on full time basis shall also
be eligible to draw this functional allowance.
(c) Officers who are posted as Full-time 10% of basic pay subject to a maximum of
facility in the Learning Centre, Development Rs.200/- per month
Training Centres and Regional Training
Centres
Category of Officer-in-charge
Entertainment
(Rs. Per month)
Branch Office-in-charge
750/-
Divisional Office-in-charge
900/-
Allowance
It is clarified that the term Branches used in this connection includes Sub-Branches and the
officers in charge of Branches or Sub-Branches (irrespective of size) shall be paid
entertainment allowance.
1. The actual entertainment expenditure incurred by the other officers not below the rank of
Manager within the budget allocated by Chairman-cum-Managing Director will be
permitted to be reimbursed on the strength of vouchers for the expenditure on
entertainment.
2. The allowance specified above will be paid only if the aggregate for the company falls
within the overall limits laid down by the Government. Otherwise the Chairman-cumManaging Director shall reduce them suitably.
3. If an officer eligible to receive Entertainment Allowance proceeds on leave for a
continuous period not exceeding 30 days, no adjustment in payment of entertainment
allowance shall be made. If, however, the continuous period of leave exceeds 30 days,
entertainment allowance shall not be paid for the entire period of leave.
An officer officiating as in-charge of Division/Branch during the period the officer-in-charge of
a Division/Branch is on leave, may also be paid Entertainment Allowance only when he is
entitled to the officiating allowance.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
A.O.
Scale I
17240
(11110)
18080
(11650)
18920
(12190)
19760
(12730)
20600
(13270)
21440
(13810)
22280
(14350)
23120
(14890)
23960
(15430)
24800
(15970)
25640
(16510)
26480
(17050)
27320
(17590)
28160
(18130)
29000
(18670)
29910
(19230)
30820
(19790)
31730
(20350)
32640
(20910)
A.M.
Scale II
23120
(14890)
23960
(15430)
24800
(15970)
25640
(16510)
26480
(17050)
27320
(17590)
28160
(18130)
29000
(18670)
29910
(19230)
30820
(19790)
31730
(20350)
32640
(20910)
33550
(21470)
34460
(22030)
FIXATION TABLE
DyMgr
Mgr.
Scale III
Scale IV
28160
34460
(18130)
(22030)
29000
35660
(18670)
(22680)
29910
36860
(19230)
(23330)
30820
38060
(19790)
(23980)
31730
39260
(20350)
(24630)
32640
40460
(20910)
(25280)
33550
41660
(21470)
(25930)
34460
42860
(22030)
(26580)
35660
(22680)
36860
(23330)
38060
(23980)
39260
(24630)
CHAPTER - 2
11
Chief Mgr.
(Scale-V)
DGM
Scale VI
GM
ScaleVII
Scale
41660V
(25930)
42860
(26580)
44060
(27230)
45260
(27880)
46610
(28605)
47960
(29330)
46610
(28605)
48010
(29390)
49410
(30175)
50810
(30960)
52210
(31745)
53610
(32530)
52210
(31745)
53610
(32530)
55010
(33315)
56510
(34165)
58150
(35105)
59850
(36100)
Stenographer :
Rs.10670-755(4)-13690-840(15)-26290
Driver :
Rs7085-305(2)-7695-315(14)-12105-350(2)-12805-390(9)-16315
Other Subordinate Staff :
Rs.6180-250(5)-7430-265(8)-9550-315(1)-9865-325(2)-10515-390(9)-14025
Dearness Allowance:
The rate of Dearness Allowance applicable to the employees shall be determined as under:
Index : All India Average Consumer Price Index Number for Industrial Workers.
Base : Index No. 2944 in the Series 1960 = 100
Rate of Dearness Allowance:
For every four points in the quarterly average over 2944 points, the dearness allowance shall
be calculated at the rate of 0.15% of basic pay.
Revision of Dearness Allowance :1.
Revision of dearness allowance may be made on quarterly basis for every four points
rise or fall.
2. There shall be an upward revision of the dearness allowance payable for every four
points
rise in the quarterly average (hereinafter referred to as the current average
figure) of the All India Consumer Price Index above 2944 points in the sequence 29442948-2952-2956 and so on;and there shall be downward revision of the dearness
allowance payable if the current average figure falls by four points below the index figure
12
Explanation : For the purposes of this item, quarter shall mean a period of three months
ending on the last day of the month of March, June, September or December.
3. House Rent Allowance :
(a) With effect from 1st day of August, 2007, the House Rent Allowance payable to class
III & IV employees shall be as shown in the Table below :
TABLE
Place of posting
(a) Cities of Mumbai, Navi Mumbai, Kolkata,
New Delhi, Faridabad, Ghaziabad, NOIDA,
Gurgaon,Chennai,Ahmedabad,Bengaluru,
Hyderabad and Pune.
(b) Cities with population exceeding 12 lacs
except the cities mentioned at (a),
Gandhinagar and all cities in the State of Goa.
(c ) All other places.
Note :
(1) For the purpose of this item, the population figure shall be as per the latest
Census Report.
(2) Cities shall include their urban agglomeration.
(3) Pay means Basic Pay and stagnation increments.
(4) Payment of House Rent Allowance to employees transferred
under the Transfer and Mobility Policy under Paragraph 18
shall be subject to provisions of sub-paragraph (1), clause
of the said paragraph.
(b) Employees who are allotted residential accommodation/staff quarters, shall not be
entitled to any house rent allowance, but they shall pay to the Company, for such
accommodation, appropriate license fee as may be decided by the Company from time to
time. At present, the licence fee is being deducted @ 1.75% of the minimum of the scale.
The revised rate of licence fee shall be 1.20% of the minimum of the revised Scale with
13
effect from 01.11.2010. Upto 31st October, 2010, , the amount of licence fee which is
being deducted at present on the basis of pre-revised basic and pre-revised rate shall
continue.
An employee who has been allotted residential accommodation/staff quarters before the
1st day of April, 1983, and who has been in
receipt of House Rent Allowance as
on date
immediately preceding the date of publication of this scheme in the Official
Gazette in terms of item VI of the Fourth Schedule of the said scheme shall continue to
receive such House Rent Allowance so long as he continues to occupy the same
residential accommodation/staff quarters allotted by the Company.
It is however, clarified that such of the employees allotted staff quarters who are not
paid House Rent Allowances shall be eligible to receive House Rent Allowance from the
date they vacate such accommodation and surrender the same to the Company
and
the Company accepts possession of such quarters from the employee.
4. FUNCTIONAL ALLOWANCES :
Employees engaged in any of the following functions as their regular and main function shall
be paid functional allowance as indicated below w.e.f 1.8.2007 :
(i) Functional Allowance :
(a) Assistant (or Senior Assistant, in the Rs.800/- per month
event of non-availability of Assistant)
engaged in handling cash in an office where
the total amount of cash transactions during
a calendar month is ordinarily Rs.25000/- or
more
(b) Subordinate staff engaged either as Key
holder or for carrying cash to or from Bank,
as if regular and main function, where the
amount of cash carried during a calender
month is ordinarily Rs.25000/- or more
(c) other
Subordinate staff working as Rs.165/- per month
Liftmen, Machine Operators, Head Peons, AC
Plant Operators, Daftaries, Heavy Vehicle
Drivers, Generator Operators who were
assigned these functions before 1st day
January, 2006
(d)Telex Operators, Punch Card Operators, Rs.60/- p.m.
Unit Record machine Operators and
Comptists who were assigned these functions
before 1st day January, 2006
(e) Stenographer to Chairman-cum-Managing Rs.75/- p.m.
Director, General Managers (Scale-VII),
Deputy General Managers (Scale VI) and
equivalent positions
From 1.11.2010 the employees performing the functions of Audit Assistants shall be paid
Functional Allowance @ Rs. 460/- pm.
14
The number and names of persons eligible to draw the Functional Allowance shall be
determined by the Chairman-cum-Managing Director or by an officer authorised by him in this
behalf, depending upon the load of work and administrative requirements.
NOTE 2 :
An employee shall draw only one Functional Allowance at a time.
NOTE 3 :
An employee proceeding on leave shall be paid the Functional Allowance during his leave
period other than periods of extra ordinary leave, provided that he resumes work in the same
position on the expiry of his leave.
NOTE 4 :
No employee shall, as a matter of right, claim to be allotted a particular portfolio of work in
order to avail of the Functional Allowance attaching to that position or post.
NOTE 5 :
No employee shall refuse to work in a position carrying a Functional Allowance or make it a
condition that he be paid such allowance where, because of absence of the incumbent or
temporary pressure of work, the employee is assigned such work by the Head of his Office.
NOTE 6 :
Functional Allowance under any of the above clauses, or any part thereof shall not be treated
as part of basic salary and shall not be counted for the purpose of any allowance or for the
purpose of any other service or terminal benefits.
15
Examination
1.
Insurance Institute of India or Chartered Insurance
Institute : On completion of :
(a) Licentiate
(b) Associateship
(c) Fellowship
Institute of Actuaries :
(d)On passing each subject
16
Rs.180/Rs.490/Rs.820/Rs.180/-
1.
Institute of Chartered Accountants or
Institute of Cost and Works Accountants :
(e)Intermediate Examination
(f)Final Group A or Group B
(g)Final Group A and Group B
On completion of :
(h)Master of Business Administration of a
Recognised University/Institution
(AICTE approved course)
Rs.350/Rs.600/Rs.820/Rs.820/-
The grant of allowance for technical qualifications shall not affect the seniority of the
employee concerned.
Where the employee has already been given an advance increment or any other recurring
monetary benefit for having qualified in any of the said examinations, the amount of
allowance for technical qualification shall be suitably reduced or may not be admissible
depending on the quantum of benefit already received.
Such employee on completion of service of one year after reaching the maximum of the scale
shall receive the allowance for technical qualification amounting to not less than one-half
of the full rate and after a further service of one year, the said allowance for
technical qualification shall be paid in full.
This allowance for technical qualification, or any part thereof, shall not count for the purpose
of any allowance or for any service or terminal benefit.
Explanation : recognised University/Institution shall mean a University/Institution recognized by the
University Grants Commission.
Guidelines for payment of Qualification pay for MBA Qualification:
1.
The course duration is minimum 2 years and leads to award of post-graduation diploma
in Business Administration/Management from a Recognized University/AICTE approved
Institute affiliated to Recognized University, such as, Jamnalal Bajaj Institute of
Management Studies/XLRI which are recognized Institutes of All India standing.
Note:
Post Graduation Diploma in Business Administration/Management would mean Qualification
obtained in Business Administration/Management (wherein Personnel Management, I.R.,
H.R.M., F.M. etc., forms a part of the syllabus) and not exclusive specialisation in Personnel
Management or I.R. or H.R.M., etc., either through Degree or Diploma of a Recognised
University/Institution affiliated to Recognised University.
2.
GRADUATION ALLOWANCE :
Stage
(i)
(ii)
Rs.300/-
Rs.530/-
The revised Graduation Allowance as shown above shall not be counted for the purpose of
any allowance or for any service or terminal benefit.
Provided that no Graduation Allowance shall be paid to any Assistant qualifying as graduate
after 31st July, 2007.
Explanation :
Recognised Universitymeans a University recognised by the University Grants
Commission.
(1) GRADUATION ALLOWANCE TO RECORD CLERKS :
Graduation Allowance to employees in the scale of Record Clerk shall be paid as under :-
18
Rate
3% of pay subject to a minimum of Rs.205/p.m. and maximum of Rs.635/- p.m.
2.5% of pay subject to a minimum of
Rs.170/- p.m. and maximum of Rs.595/- p.m.
2% of pay subject to a minimum of Rs.125/p.m. and maximum of Rs.510/- p.m.
Note :
1) For the purpose of this item, the population figures shall be as per the latest Census
Report
2) Cities shall include their urban agglomeration.
3) Pay means Basic Pay and stagnation increments
4) Payment of City Compensatory Allowance to employees transferred under the
Transfer and Mobility Policy under Paragraph 18 shall be subject to provisions of subparagraph (1), clause of the said paragraph.
19
Rate
2.5% of Basic Pay subject to a maximum
of Rs.370/-per month.
to
9. TRANSPORT ALLOWANCE :
With effect from the 1st day of August, 2007 or from the date of appointment which ever is
latter, the Conveyance Allowance payable to employees at the rate of Rupees Seventy Five
per month as per item XII of the Seventh Schedule shall stand revised to Rupees Two
Hundred and seventy five per month, and shall be renamed as Transport Allowance.
10. Kit Allowance :
With effect from 1.11. 2010, an Employee on his transfer to any of the hill stations at which
hill station allowance is payable shall be paid a Kit Allowance of Rs.1000/-. The Kit
Allowance shall not be payable on transfer from one hill station to another if the same was
drawn at any time during the preceding three years.
20
Revised
Employees in the Scale of Fixed
Sl. Pay (as on 01.11.1993)
Personal
No. of
Allowance
(FPA)
Dearness
Allowance
on
Increment
Increment
portion of FPA portion of FPA
as
per
the as
per
the
Altered Terms Altered Terms
(Sixth
as
on
Schedule)
01.11.1993
(1)
(3)
(4)
(5)
Rs.
Rs.
Rs.
(2)
Senior Assistant
840
230
18.68
Stenographer
840
230
18.68
Assistant, etc.
840
230
18.68
Record Clerk
530
130
12.74
Driver
390
100
9.80
390
100
9.80
Note : The revised FPA as shown in column (3) of the table above shall not qualify for any
Allowance or for any service/terminal benefits. However, the increment portion of FPA as per
the Altered Terms as shown in column (4) of the table above shall rank for Provident Fund
and Pension, and the said increment portion along with Dearness Allowance thereon as on
the 1st November, 1993, as shown in column (5) of the table above shall rank for Gratuity
and Encashment of Earned Leave.
21
The basic pay of an employee on promotion to a higher cadre shall be fixed as given below :
(a) Where the basic pay in the lower scale is a stage in the higher scale the basic pay shall be
fixed at the stage in the higher scale which is next above his basic pay in the lower scale.
(b) Where the basic pay in the lower scale is not a stage in the higher scale the basic pay
shall be fixed at one stage above the stage in the higher scale which is next above his
basic pay in the lower scale.
(c) The basic pay shall be fixed at a minimum of the higher scale when such fixation results
in an increase in the basic pay of atleast one grade increment obtaining at the minimum
of the higher scale.
(d) The employee shall have the option to select a date between the date of taking charge in
the higher cadre and the date of next annual increment in the lower cadre.
(e) If the employee opts for date of next annual increment in the lower cadre for his fixation
in the higher cadre, the fixation shall be effected after granting the increment due in the
lower cadre.
(f) Employees who are due to receive stagnation increment within one year after the date of
promotion shall have the option of selecting the date of fixation under this provision. In
case the stagnation increment is due more than one year after the date of promotion this
option is not available.
Senior
Asst/Steno
Assistant
Record Clerk
Driver
Other
Subordinate staff
Existing Revised Existing Revised Existing Revised Existing Revised Existing Revised
6885
10670
4995
7640
4665
7085
4665
7085
4105
6180
7370
11425
5280
8080
4855
7390
4855
7390
4270
6430
22
7855
12180
5590
8560
5045
7695
5045
7695
4435
6680
8340
12935
5900
9040
5255
8020
5250
8010
4600
6930
8825
13690
6250
9580
5465
8345
5455
8325
4765
7180
9365
14530
6600
10120
5675
8670
5600
8640
4930
7430
9905
15370
6950
10660
5885
8995
5865
8955
5105
7695
10445
16210
7300
11200
6095
9320
6070
9270
5280
7960
10985
17050
7650
11740
6320
9670
6275
9585
5455
8225
11525
17890
8055
12365
6570
10060
6480
9900
5630
8490
12065
18730
8460
12990
6820
10450
6685
10215
5805
8755
12605
19570
8950
13750
7100
10880
6890
10530
5980
9020
13145
20410
9440
14510
7380
11310
7095
10845
6155
9285
13685
21250
9930
15270
7660
11740
7300
11160
6330
9550
14225
22090
10440
16060
7970
12220
7505
11475
6535
9865
14765
22930
10950
16850
8280
12700
7710
11790
6745
10190
15305
23770
11490
17690
8590
13180
7915
12105
6955
10515
15845
24610
12030
18530
8900
13660
8135
12455
7165
10905
16385
25450
12570
19370
9210
14140
8355
12805
7415
11295
16925
26290
13110
20210
9555
14670
8605
13195
7665
11685
13650
21050
9900
15200
8855
13585
7915*
12075
10245
15730
9105
13975
8165*
12465
10590* 16260
9355*
14365
8415*
12855
10935* 16790
9605*
14755
8665*
13245
11280* 17320
9855*
15145
8915*
13635
11625* 17850
10105* 15535
9165*
14025
11970* 18380
10355* 15925
12315* 18910
10605* 16315
23
CHAPTER-3
SPECIAL AREA ALLOWANCE TO EMPLOYEES
The places, where the Special Area Allowance is payable and the rates at which it is payable
for the various basic pay ranges are shown in the Table.
The administrative instructions are as follows:
24
TABLE
_____________________________________________________________________
Name of the Special Area
Rate of Special Area Allowances for Employees
Drawing Basic Pay (Including stagnation increments)
Upto Rs.13700 Above Rs.13700
_____________________________________________________________________
Rs.
Rs.
1. MIZORAM
(a) Chimptuipui District of Mizoram and areas
2000
2600
25
1600
2100
1200
1500
2. NAGALAND
1600
2100
1600
2100
2000
2600
2000
2600
5. LAKSHADWEEP
2000
2600
6. ASSAM
320
400
7. MEGHALAYA
320
400
8. TRIPURA
(a) Difficult area of Tripura as notified by
State Government from time to time
(b) Throughout Tripura except Difficult Areas
1600
2100
1200
1500
1200
1500
2000
2600
1600
2100
9. MANIPUR
10. ARUNACHAL PRADESH
26
2000
2600
2000
2600
1600
2100
2000
2600
2000
2600
2000
2000
2600
2600
2000
2600
1600
2100
27
1200
1500
1200
1500
28
2000
2000
2000
2000
2000
2600
2600
2600
2600
2600
2000
2000
2600
2600
2000
2600
2000
2600
2000
2600
2000
2600
2000
2600
2000
2600
2000
2600
2000
2600
1200
1500
1200
1200
1200
1500
1500
1500
1200
1500
1200
1500
1200
1500
29
30
1500
1200
1500
320
400
320
400
2000
2600
31
32
An employee may be required to work beyond the normal working hours whenever it is found
necessary in the interest of office work. When an employee is required to work for more than
half-an-hour in excess of his normal working hours on any day, he/she shall be paid an
overtime allowance for the period beyond his/her normal working hours at rates of overtime
allowance calculated as follows :
(A) Supervisory and Clerical Staff:
i.
ii.
(B)
For the period of overtime work during the week which when added to the normal
working hours of that week totals to 42 hours or less the rate of overtime allowance
shall be one and half-times the hourly rate of wages for the month.
For the period of overtime work beyond 42 hours of work during the week the rate of
overtime allowance shall be twice the hourly rate of wages for the month.
Sub-ordinate Staff:
i.
For the period of overtime work during the week which when added to the normal
working hours of that week totals to 45 working hours or less, the rate of overtime
allowance shall be one and half times the hourly rate of wages for the
month.
ii.
(C)
For the period of overtime work beyond 45 hours of work during the week, the
rate of overtime allowance shall be twice the hourly rate of wages for the month.
For the first seven hours of overtime work during the week the rate of overtime
allowance shall be at one and half times the hourly rate of wages for the month.
ii.
For the overtime hours of work in excess of seven hours during the week, the rate of
overtime allowance shall be at twice the hourly rate of wages for the month.
General:
(1)
For overtime work done on Holidays and Sundays, payment shall be made on the same
basis as for other days. However, for a continuous overtime work of four hours or more
work done on Sundays, a compensatory holiday shall be given in addition to the
payment of overtime allowance as above.
(2)
(3)
Ordinarily, no employee other than drivers shall be asked to work Overtime for more
than 90 hours in a calendar year. However, the Chairman-cum-Managing Director may
at his discretion relax this provision in individual case depending on the exigencies of
work and the circumstances.
33
(5)
The hourly rate of wages shall be the gross salary comprising the Basic Salary, Dearness
allowance, city compensatory allowance, hill station allowance, personal pay, but shall
exclude house rent allowance,qualification pay, graduation allowance
functional
allowance, conveyance allowance to physically handicapped and functional allowance to
Audit Staff for the month divided by the normal working hours in that month.
(6)
The normal working hours during a particular month shall be actual working hours
excluding Saturdays, Sundays and holidays in that month.
(7)
It will be observed that the rates of overtime allowance for an Individual employee
depends on his hourly rate of wages, his category and the number of hours of work put
in during the week. Overtime allowance should be computed separately for each week.
However, the payment will be made monthly along with the salary payments. In the
salary sheets, therefore, the overtime allowance for the period commencing from the
Sunday immediately following the 10th of the previous month to the Saturday
immediately following the 10th of the current month can be included for payment along
with the salary for the current month. The normal working hours for a week are the
total of the hours of work for the working days in the week. The working hours of
various categories of staff are different and the normal working hours for the week
would also vary depending upon the holidays in the week. This has to be calculated to
determine whether the rate of overtime would be one and a half times the hourly rate of
wages of the employee or at double this rate.
(8)
Where the provisions in respect of payment of overtime wages under the Local Shops
and Establishments Act over-ride the provisions of the Scheme and are more favourable
than those under the Scheme, the payment may be made according to the said Act.
(9)
Overtime payments need not be made by separate vouchers but may be made along
with the monthly salary through the salary sheets. It is essential that overtime work
should be supervised by an officer unless the quantum of work turned out can be
evaluated in terms of time.
(10) The computation of overtime payment and the rates of overtime payments are based on
the working days of the week. The week from Sunday to Saturday shall be considered
as a Unit. In a normal week of 5 days, the total working hours will be 39-1/2 hours for
Sub-staff (peons) and 48 hours for Drivers and Building staff. If however, any holiday
occurs during a week and the working days are only 4, the working hours for that week
w hould be calculated for 4 days only.
(11) Overtime allowance is not allowable for work whilst on tour. Overtime is not payable to
an employee working at the place of tour on a day which is a holiday at the
Headquarters. He is also not entitled to any compensatory holiday for work done on
Sunday at the place of tour.
However, it has been decided that if a driver accompanies an Officer on tour and his
actual hours of work beyond the normal hours of this work can be certified by the
Officer concerned, the payment of overtime allowance may be allowed to the Drivers
while on tour. Such overtime allowance in the case of Driver only is payable in addition
to the payment of Halting Allowance as per rules. The Regional Chief shall be the
Competent Authority to sanction such OT to Drivers accompanying the executives.
34
With the level of staffing achieved and the scope for grouping /re-organising the work
there should be no need at all for overtime work in respect of routine matters.
(2)
Sanction of overtime for an employee upto 90 hours in a year can be done by the
Regional Chief. When the employee exceeds 90 hours in a year, RO should obtain
approval from the Competent Authority in HO, subject to availability of Budget provision
for the Region. The recommendation to HO for sanction of overtime exceeding 90 hours
in a year should be with convincing reasons in the specified format.
(3)
Budget provisions for Regions for payment of OT does not amount to automatic sanction
for OT payment.
(4)
35
36
Sometimes, when the circumstances so warrant, an Officer holding a substantive post may be
required to hold charge of a post in a higher cadre and is consequently required to shoulder
higher responsibilities. Under such circumstances, the Officer concerned may be paid
officiating allowance for the period he/she officiates in the higher post.
The following rules shall govern the payment of Officiating Allowance to Officers:
1.
2.
3.
4.
5.
6.
The Officer shall be eligible for payment of Officiating Allowance only if he officiates in
a higher post at the instance of the Regional Chief or Head Office and has been issued
a letter to that effect.
The Officer concerned shall be eligible for payment of Officiating Allowance only if
he/she officiates in a higher post for a period of more than 15 days.
The quantum of officiating allowance shall be 10 per cent of the basic pay subject to a
maximum of Rs.150/- per month if the arrangement is for a period of more than 15
days but not exceeding 60 days and 20 per cent of basic pay subject to maximum of
Rs.200/- per month if the officiating arrangement exceeds 60 days.
The officiating allowance is only an allowance and therefore does not rank for Dearness
Allowance, House Rent Allowance, City Compensatory Allowance, contribution towards
PF & Gratuity and leave salary.
Payment of officiating allowance does not confer any right with regard to seniority or
promotion or posting or increment.
Since officiating arrangement is made for leave vacancies for short periods of time, the
question of granting leave to the incumbents of such officiating positions would not
normally arise. However, in exceptional circumstances, where it becomes necessary to
grant leave to the Officer officiating in a higher post, the same may be granted on the
following basis without affecting the officiating arrangement.
(a) Where officiating arrangement is for a period not more 2 days leave
than 30 days
(b) Where the officiating arrangement is for a period more 4 days leave
than 30 days but not more than 60 days
(c) Where the officiating arrangement is for a period more
than 60 days
6 days leave
If the Officer avails leave, for any cause whatsoever, beyond what is stipulated above, the
officiating arrangement shall stand terminated from the date the Officer proceeds on leave.
7. An Officer who is officiating as In-Charge of a Division for a period exceeding 30
days may be allowed reimbursement of actual conveyance expenses not exceeding
Rs.525/- per month or pro-rata for part of the month. If an Officer officiates as
Branch-in-charge for a period exceeding 30 days, he/she may be reimbursed actual
37
conveyance expenses not exceeding Rs.400/- per month or pro-rata for part of the
month.
This facility will be allowed only if the Officer is not already entitled for conveyance
facility under the Scheme available to Officers with development functions.
8. The officiating Divisional Manager or the officiating Branch Manager having
telephone connection at the residence may be reimbursed the actual expenses
incurred during the period of officiating on pro-rata basis subject to the limitations
on the number of calls, provided the officiating period exceeds 30 days. If the
Officer concerned is not having telephone connection, but spare lines are available,
the telephone may be installed at the residence of the Officer for the period of
officiating subject to the above limitation of calls.
9. The officiating Divisional Manager may be paid an Entertainment Allowance of
Rs.150/- per month or pro-rata for part of the month and an Officiating Branch-incharge may be paid Rs.125/- per month or pro-rata as Entertainment Allowance
provided the officiating period is exceeding 30 days. Entertainment Allowance may
be paid irrespective of whether or not officiating allowance is paid.
Administrative instructions with regard to officiating arrangement in the positions
of Officers-in-charge of Divisions and Branches
1. The officiating arrangement may be approved by the Regional Chief only for a period
of 30 days or less.
2. Where the officiating arrangement is required for more than 30 days, approval should
be obtained from Head Office.
3. Officiating arrangement can be resorted to only when the regular incumbent proceeds
on leave or on tour.
4. Officiating arrangement shall not be made when the present incumbent is under the
orders of transfer and the name of the successor has not been finalised for various
reasons.
5. While selecting an Officer for officiating arrangement, it should be ensured that an
Officer of higher cadre is not asked to take charge on officiating basis the position
held by an Officer of the lower cadre.
6. It would be in order to ask an Assistant Manager in a Divisional Office to officiate in
the position of a Divisional Manager (on Division headed by SDM) provided that the
Asst. Manager who officiates shall exercise the powers of Dy.Manager only.
2. SUPERVISORY, CLERICAL & SUBORDINATE STAFF
An employee may be required to hold officiating charge of a post in higher category or
additional charge of an equivalent post wherever considered necessary and where such
officiating charge or additional charge is held for a continuous period of 15 days or more, the
allowance is payable in terms of the provisions in Paragraph 15 of the Rationalisation Scheme.
The reference to the post either for officiating charge or for additional charge pre-supposes
the existence of an Organisation Chart for each Department and for each Office and the term
'Post' refers to the post sanctioned under the Organisation Chart approved by the Appropriate
Authority. If the vacancy is in the supernumerary post, resort shall not be made as to
officiating/additional charge arrangement.
In case an employee is given an additional charge of another equivalent post, he/she will be
required to discharge the duties efficiently and without resorting to overtime. Hence, when
38
39
2 days leave
4 days leave
6 days leave
If the employee avails leave for any cause whatsoever, beyond the days stipulated above,
the officiating/additional charge arrangement shall stand terminated from the days on which
the employee proceeds on leave.
Officiating arrangement does not in any way confer any right or claim to a higher cadre.
Arrangement to hold additional charge or officiating arrangement may be withdrawn at
any time without assigning any reasons therefor.
CHAPTER - 7
40
Increments to an employee in the grade applicable to him/her shall be due every year on the
first day of the month in which the last increments was drawn or on the first day of the month
in which he/she completes 12 months of continuous service. Twelve months of continuous
service means a period of duty equal to twelve months excluding the periods of extraordinary
leave/leave on loss of pay/period of unauthorized absence/period of suspension not protected
as period spent on duty.
Example:
(1)
A whose annual increment normally falls due on 1st. January of every year, remained
absent during the year 2008 for a total number of 30 days and his absence was treated
as Leave on Loss of Pay for the said days. A would still get his/her annual increment
on 1.1.2009.
(2)
B whose annual increment normally falls due on 1st. February every year remained
absent during the year 2008 for a total number of 30 days and his absence was treated
as Leave on Loss of Pay for the said days. B shall get his/her annual increment on
1.3.2009.
EXPLANATION
Under these rules A completed 12 months of continuous service counted from the date of
his previous increment (1.1.2008), on 30the January, 1981. As such his/her increment fell due
on the first day of the month in which he/she completed 12 months of continuous service i.e.,
1.1.2009.
Whereas B under these rules completed 12 months of continuous service counted from the
date of his previous increment (1.2.2008) on 2 nd March, 2009. As such his/her next increment
fell due on the 1st. day of March, 2009.
In case of all employees including officers whose probationary period is extended or
confirmation is delayed either on recruitment or promotion and if such employee is entitled to
increment in terms of the relevant Rationalization Scheme, increment may be released on due
date, notwithstanding extension of probation or delay in confirmation.
Provided, however, that such grant of increment shall not confer on employee any right of
confirmation in service or in the promoted cadre, as the case may be.
It is further clarified that if the employee on promotion is not confirmed and is reverted to a
cadre from which he was promoted, his basic pay/salary will be re-fixed from the date of
reversion, at the stage at which his/her basic pay/salary would have been but for his/her
promotion to the higher cadre. Thus neither his/her promotion nor the grant of increment, if
any, in the promoted cadre before his/her reversion shall have any effect on the basic
pay/salary, he/she would have drawn in the lower scale as on the date of reversion.
STAGNATION INCREMENT :
(i)For Assistant and Senior Assistant:
41
(a) Employees in the scales of pay of Assistants would be eligible for a maximum of Seven
stagnation increments on completion of every two years of service after reaching the
maximum of the scale.
However, the Seventh such increment shall fall due for consideration after expiry of two years
from the date on which the sixth stagnation increment was granted or on 1.11.2010
whichever is later.
b) Employees in the scales of pay of Senior Assistants or Stenographers would be eligible for
a maximum of six such increments on completion of every three years of service after
reaching the maximum of the scale (in place of Five as at present).
However, the sixth stagnation increment shall fall due for consideration after expiry of three
years, from the date on which the fifth stagnation increment was granted or on 1.11.2010
whichever is later.
(c) For Sub-Staff, Driver and Record Clerk there is no stagnation increment as they are
replaced by regular annual grade increments by extending the span of scale of pay
correspondingly.
COMPETENT AUTHORITY :
An Officer not below the rank of Scale-III authorised by the Company, may grant Stagnation
Increment.
At RO level, Regional Chief is competent authority for grant of stagnation increment.
At HO, level Chief Manager (HR) is competent authority for the same.
(ii)For Officers :
(i) An Officer in the scale of pay of Administrative Officer shall be eligible for a maximum
of Three stagnation increments on completion of every three years of service after
reaching the maximum of the scale.
Provided the third stagnation may be granted after completion of three years from the
date of receipt of second stagnation increments or from 1.11.2010 which ever is later.
(ii) An Officer in the scale of pay of Assistant Manager shall be eligible for a maximum
of Five stagnation increments on completion of every three years of service after
reaching the maximum of the scale.
Provided the fifth stagnation may be granted after completion of three years from the
date of receipt of fourth stagnation increment or from 1.11.2010 which ever is later.
(iii) An Officer in the scale of pay of Deputy Manager shall be eligible for a maximum
of Two stagnation increments on completion of every three years of service after
reaching the maximum of the scale.
(iv)An Officer in the scale of pay of Manager (Scale IV) shall be eligible for One
stagnation increment from the first day of the month following completion of three
years of service after reaching the maximum of the scale of pay applicable to him
on 1.11.2010 whichever is later.
42
EXPLANATION:
(1) There shall be no change in the date of normal grade increment due to grant of
graduation increments.
43
(2) The six increments payable to Hindi Translators appointed in the scale of Assistants would
be inclusive of Graduation Increments and no additional increments for Graduation would be
allowed to them.
A re-employed Ex-serviceman who has obtained the Indian Army Special Certificate or a
corresponding certificate or Navy/Air Force and has put in 15 years of service in the Armed
Forces cannot be considered for payment of Graduation Increment or Graduation Allowance
on the basis of the above criteria.
CHAPTER - 8
44
Operation of Instructions:
These instructions supersede all existing instructions/advises and shall become operative
immediately hereafter.
2.
Ex-servicemen to include
The word ex-servicemen wherever used in these instructions shall refer to all categories of
ex-servicemen including released Emergency Commissioned Officers unless otherwise
specified.
3.
3.1.2
3.2
X i.e., last drawn gross salary in the defence services at the time of release shall be
the aggregate of the following components.
i.
ii.
iii.
iv.
v.
vi.
vii.
Pay as defined in sub-para 3(ix) of the Department of Personnel & O.M.No.311/85Estt (P II) dated 31.7.1986. Relevant extracts of he O.M. are given in the Appendix
A.
Dearness Allowance
Additional Dearness Allowance
Interim Relief
City Compensatory Allowance
Compensation in lieu of Quarters/House Rent Allowance and
Ration Allowance
(The X salary component as given above have been finalized on Ministrys advises and after
thorough discussions with Ex-servicemen Association. There would be no addition of fresh
allowance or substitution of an existing allowance by some other allowance such as Bill
Compensatory Allowances, Special Compensatory Allowance or non practising allowance.
1.1
45
3.4 Components of defence salary (i.e., X) including such allowances as are indicated in 3.2
above are to be taken into account on the basis of discharge certificate/last pay certificate of
the individual employee. If the last pay certificate does not show details of such allowances
e.g., Ration Allowance or CILQ, the same may be ascertained as per Rankwise entitlement
with proper proof from the appropriate authorities. In case of difficulties in this regard
reference may be made to GIC with full details.
3.5 Pension
The component of pension will not be considered for pay fixation.
3.6 Salaries for Comparison :
1.6.1
1.6.2
If, however, he was re-employed more than three years after the date of
discharge from defence services, Y salary to be compared shall also be as
obtaining on the date of discharge but in no case before 1.1.1973. If the basic
salary determined on such comparison results in the same or lower than the basic
salary at which the employee was fitted on the date or re-employment, the
existing salary fitment will continue without any change.
1.7
If the basic salary determined on such comparison is higher than the basic salary at which the
employee was fitted on the date of reemployment, incremental difference that would emerge
out on such fitment would be added to individuals basic salary as on 1.1.1988 and arrears
released accordingly from 1.1.1988.
Example:
Suppose an Ex-servicemans basic salary as on 1.11.1979 i.e., the date of re-employment was
fitted at Rs.175/- in the Assistants scale. His basic salary determined on the basis of above
formula in para 3.1 comes to Rs. 195/- thus resulting in 2 more incremental stages in the
Assistants scale. He continued in the same i.e. Assistants scale on 1.1.1988 and was
drawing basic salary of Rs.1,210/-. He is due to get benefit of two increments. So his basic
salary as on 1.1.1988 would be stepped up from Rs.1,210/- to Rs.1,360/-. He may be paid
arrears of difference in salary from 1.1.1988. No arrears are to be paid for the period before
1.1.1988. Similar procedure is to be adopted for those who entered in the scale of Officers or
Development Officers and continued in the same scale on 1.1.1988.
46
3.7.2
First of all ascertain the basic salary that he would have drawn on 1.1.1988 in the same scale
in which he was appointed without considering promotion/conversion or fitment in 3.1 above.
Add incremental difference arising out of refitment as per 3.1 above to such basic salary on
1.1.988. Thereafter, his salary should be fitted into the promoted/converted grade as per
promotion/conversion fitment formula on the basis of basic salary on 1.1.1988 refitted as per
3.1, and arrears, if any, paid w.e.f. 1.1.1988.
3.8
Fitment in these cases shall be as per formula given in 3.1 above from 1.1.1988 or the date of
appointment in the industry whichever is later.
1. Option-cum-consent letter:
An option-cum-consent letter in the enclosed format (Appendix-B) should be obtained from
each existing Ex-serviceman employee opting for fitment of salary as per these instructions.
2. Fitment of Salary of New Entrants:
Fitment of salary of all ex-servicemen appointed in the industry henceforth shall be governed
by these instructions.
3. Ex-serviceman appointed as Hindi Translator:
The fitment should be at 6 stages above the minimum of the scale which is required to be the
basic salary of Hindi Translator as per rules. If, however, in a given case, X salary cannot be
protected even with such higher start, requisite number of increments may be granted as
found necessary to provide such protection.
Further Clarifications:
1.
PERSONAL ALLOWANCE:
1.1 Quantum
Clarification is being sought on the calculation of Personal Allowance in case of Ex-servicemen
re-employed before 1.1.1988. In this regard, reference is invited to Para 3.7.1 of Circular No.
332/89 dated 31.3.1989 which provides for refitment of Ex-servicemen appointed before
1.1.1988. As per this paragraph, if any incremental difference emerges out of refitment, the
same is to be added to the basic salary of the concerned employee as on 1.1.1988. Para
3.1.2 of the said circular further provides that if fitment even at the ceiling of the entry grade
does not provide full protection, Personal Allowance shall be granted which may be absorbed
against future increase in emoluments.
It is to be clarified that ordinarily on fitment the employees basic salary was expected to be
within the scale of pay i.e., upto the ceiling of the scale. However, to meet the exceptional
cases where such fitment would cross the ceiling, that the provisions for Personal Allowance
47
has been made and that too, with the clear provision that such excess amount continued by
way of Personal Allowance would eventually be wiped out against future increases in
emoluments.
Accordingly, if on adding the amount equal to notional incremental difference to the basic
salary as on 1.1.1988, the aggregate thereof exceeds the ceiling of the pay scale in which he
was re-employed, the Personal Allowance shall be equal to such aggregate minus the ceiling
of pay scale. For this purpose, the ceiling shall mean the maximum of the scale of pay
without taking into account any stagnation increment e.g., the ceiling of pay scale of Peon is
Rs.1,510/-, that of Assistant is Rs.2,850/- and of Stenographer Rs.3,460/- as in existence on
1.1.1988.
Illustration
(a)
(b)
(c)
(d)
1.2
Absorption:
Stagnation Increment:
Those Ex-servicemen who reach the ceiling of the scale on 1.1.1988 due to refitment of salary
i.e., by addition of an amount equal to incremental difference, shall be eligible to be
considered for grant of stagnation increment on completion of two or three years service, as
the case may be, from 1.1.1988 subject to other conditions of grant of stagnation increments
as per respective Rationalisation Schemes.
3.
This list showing standard rates of ration allowance and CILQ for different services have been
already circulated. The Companies may follow these rates for ascertaining the amount of
these allowances paid to the concerned Ex-serviceman at the time of his discharge provided
the concerned Ex-serviceman was in fact receiving such allowance/CILQ but the actual
amount thereof is not shown in his last pay certificate.
4.
Salary Components:
Components of X salary for comparison shall be as stated in item 3.2 of Circular No.332/89
dated 31st March, 1989and actually drawn by the ex-serviceman at the time of his release.
With this salary, Y salary to be compared shall include all such components as described in
48
Comparison of Salaries:
It is clarified that the provision in item No.3.6.2 of Circular No.332/89 of 31 st March, 1989 is
applicable only for the purpose of working out the incremental difference in case of
appointment effected before 1.1.1988. As regards appointment made on/or after 1.1.1988,
the Defence Salary (X Salary) to be compared shall be as on date of release and the Y
salary shall be as applicable on the date of appointment.
6.
Future Appointments:
It should be clarified in all letters of appointment/fitment showing basic pay/salary of exservicemen that the fitment as shown in such letter shall be subject to review and
readjustment in the event of any revision in the pay scales and/or allowances effective from
the date on/or prior to the date of appointment and the paragraph to be added in this regard
shall read as under.
The Basic Pay/Salary shown herein shall be subject to review and readjustment if the Scales
of pay and allowances are revised with effect from the date of your appointment or from a
date prior to your appointment.
In such event, final fitment of your basic pay/salary shall be effected from the date of your
appointment in relation to the relevant components of your gross salary in Defence Services
at the time of your release vis--vis the relevant components of such revised gross salary, as
applicable in terms of Administrative Instructions on salary fitment of ex-servicemen including
Ex-ECOs/SSCOs etc., reemployed in the General Insurance Industry as issued from time to
time.
Appendix A
Sub-para 3 (ix) of the Department of Personnel and Training O.M. No.3/1/85 Estt. (P.11)
dated 31.07.1986 defining PAY (Refer Clause (I) of sub-paragraph 3.2 of the Administrative
Instructions) :
49
3(ix) in the case of retired defence services personnel of the or rank of JCO, NCO or OR in
the Army and corresponding ranks in the Navy or Air Force, the items of emoluments
mentioned below shall constitute pre-retirement pay :
ARMY (JCO, NCO OR OR)
OLD PAY CODE
Basic Pay
Grade/Trade/Technical and Rank Corps. Pay/ Increments of pay for length of service
Good Service/Good Conduct pay
Proficiency/Special Proficiency Pay
Classification Pay
NAVY
Basic Pay
Non-Substantiative Pay
Classification Pay
AIR FORCE
Basic Pay, Good Service/Good Conduct Pay
Appendix-B
LETTER OF OPTION-CUM-CONSENT TO BE EXERCISED BY EX-SERVICEMEN IN INDUSTRY,
IN TERMS OF PARAGRAPH 4 OF the ADMINISTRATIVE INSTRUCTIONS IN CIRCULAR
NO.332/89 DATED 31.03.1989 ON SALARY FITMENT OF EX-SERVICEMEN
50
Sir,
In accordance with paragraph 4 of the Administrative Instructions in Circular No.332/89 dated
31.3.1989 on salary fixation of Ex-servicemen, I hereby exercise my option and confirm my
consent to
*Refix/fix my salary as per pay fixation formula provided in the Circular.
*Not to refix may salary as per pay fixation formula provided in the Circular but continue to
draw as per existing provisions.
I agree that the option as above exercised by me shall be final and binding on me.
Date:_____________Signature_____________________________
Full Name
:__________________________________________
Designation
:___________________________
S.R. No.
:____________
Office
:___________________________
Place
:_______________________
*Strike off whichever is not applicable
CHAPTER 9
LEAVE RULES & MISCELLANEOUS PROVISIONS
ADMINISTRATIVE INSTRUCTIONS ON LEAVE
(For all classes of Staff)
1.
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The following general principles shall govern the grant of leave to employees.
(a) Leave cannot be claimed as a matter of right.
(b) Leave shall be availed of only after sanction by the Competent Authority, but one days
casual leave may be availed of without prior sanction in case of unforeseen emergency,
provided the head of the office is promptly advised of the circumstances under which
prior sanction could not be obtained.
(c)
In case of exigencies of work, it will be open for the Competent Authority, to refuse,
revoke or reduce leave of any description.
Explanation: Sanction of leave shall not be presumed and leave asked for shall not be
availed of unless it has been specifically sanctioned by the Competent Authority.
(d) During the period of leave, an employee shall not take up any service or accept any
employment.
(e) During the period of suspension, an employee shall not be granted any leave. However,
during the pendency of disciplinary proceedings, the Competent Authority may grant
leave.
(f)
Sundays and/or holidays may be prefixed and/or suffixed to any kind of leave, but
intervening Sundays and holidays are counted as a part of leave.
(g) No leave shall be granted in continuation of or in conjunction with any other type of
leave except the following.
(1)
(2)
(3)
(4)
(5)
(6)
(7)
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Before leaving head quarters, every employee will have to obtain from the Competent
Authority permission of leaving headquarters.
(j)
Over-stay beyond the sanctioned leave shall be treated as unauthorised absence unless
the concerned employee has got the extension of his leave sanctioned (by the
Competent Authority) before the expiry of the leave already sanctioned. However,
before treating such unauthorised absence as leave on loss of pay, the Competent
Authority shall satisfy himself that there were no extenuating circumstances which
prevented the employee from obtaining prior sanction for overstayal.
(k)
An employee is expected to avail of leave granted, full, before resuming duty unless
he/she recalled for office exigencies. An employee on leave cannot return to duty before
the expiry of such leave except with the permission of the Competent Authority.
(l)
Except when an employee is on leave on loss pay, the increment falling due during the
period of leave shall be granted from the due date.
1.
Casual Leave
(a) In a calendar year, an employee may be granted casual leave for a maximum of 12 days.
(b) During the calendar year in which an employee joins service, he shall be allowed casual
leave for a maximum number of days obtained by dividing the number of days from the
date of joining to 31st December (both inclusive), by 30
During the calendar year in which an employee retires from service, he shall be allowed
casual leave upto a maximum obtained by dividing the number of days from 1 st January to the
date of retirement (both inclusive) by 30.
In both the above computations, fraction shall be ignored.
In case any day other than those declared as holidays under N.I. Act has been observed as a
holiday, it shall also be counted for the purpose referred above.
(c)
Balance Casual Leave remaining unutilised as on 31 st December each year shall lapse.
(d) Not more than five days of Casual Leave may be granted at a time.
(e) During the initial training period, new recruits on probation may be granted Casual Leave
after accrual i.e., one day Casual Leave after 24 days of service.
(f)
Any leave including Extraordinary Leave (on Loss of Pay) duly sanctioned by the
Competent Authority will not affect the calculation of Casual Leave.
(g) Half-a-day casual leave allowed for a maximum of six occasion (introduced wef 1.1.2011
under Amendment Scheme 2010).
(h) Intervening holidays between 2 Casual leave shall not be counted as leave (wef 1.1.2011)
53
Note : Though Casual leave for Half-a-day and Additional Casual Leave have been abolished
as per the amendment in para 9 of the Rationalisation Scheme for Supervisory, Clerical and
Sub-ordinate Staff w.e.f.01/01/2006, it is modified in Amendment Scheme, 2010 as above.
1.
Restricted Holiday
The amendment in para 9 of the Rationalisation Scheme for Supervisory, Clerical and Subordinate Staff has the effect of providing the employees w.e.f.01/01/2006, an option of
availing not more than two Restricted Holidays in a Calendar year as per his choice, out of the
list of Restricted Holidays declared by the Central Government from year to year subject to
such choice being submitted by the employee to the Company before commencement of the
calendar year concerned.
2.
Earned Leave
(d) It is expected that to meet contingencies of casual absences of short duration, employees
can avail Casual Leave and Earned Leave should be used for absence of longer duration of
six days or more giving prescribed advance notice. Therefore, the Earned Leave for less than
six days is not to be ordinarily granted. However, the Competent Authority who normally
sanctions Earned Leave may in genuine pressing situations consider such requests for shorter
duration, Earned Leave on not more than two occasions in a calendar year. Before granting
such leave, the Competent Authority may take into account merits of individual requests,
grounds on which such requests are made and such other relevant factors. Request for grant
of Earned Leave for shorter duration beyond two occasions in a calendar year may be
considered only by the Officers not below the rank of Regional Manager/Chief Manager if the
overall leave record the employee is satisfactory and the grounds seeking such leave are
found to be genuine and compelling.
54
Explanation : The term shorter duration for this purpose shall mean a period of less than
six days.
It will be observed from Para 10 of the Rationalisation Scheme that leave cannot be claimed
as a matter of right. As per explanation in Para 10(2), sanction of leave may not be
presumed and leave asked for should not be availed of unless it has been specifically
sanctioned. Therefore, if an employee exhausts his entire Casual Leave during the year, it is
necessary that he seeks sanction of Earned Leave for the absence for which no other kind of
leave can be permissible. If an employee cannot be granted Earned Leave requested for a
short duration, such absence will be treated as leave on loss of pay.
(e) If It is noticed that an employee has been applying for earned leave for short duration
after exhausting the casual leave in the early part of the calendar year, his attention should
be drawn to the fact that exhausting of casual leave does not automatically entitle him to
earned leave of short durations and that the Competent Authority may refuse to grant him
such leave.
(f) An employee is required to submit in writing to the Competent Authority, the application
for earned leave atleast 15 days in advance of the date on which he intends to proceed on
earned leave. For sufficient and valid reasons, the Competent Authority may at its discretion
reduce or waive the period of notice.
(g) If an employee requests the conversion of the sanctioned earned leave into sick leave
from the date of his/her sickness duly supported by medical certificate, there should be no
objection to such conversion, provided, however, that the sick leave is otherwise due and
admissible to him/her and that there is no doubt as to the genuineness of his/her sickness.
(h) During the initial training period, employee on probation will not be granted Earned Leave
though it will accrue to his/her credit to be availed after completion of training period.
1.
Sick Leave
(a) Sick leave is earned at the rate of 30 days on half pay basis for each completed calendar
year of service and can be accumulated upto a period of 240 days.
(b) In calculating accrual on any given date, only completed years and not part of a year or
days as in the case of earned leave shall be taken into account. Any leave excluding
leave without pay availed of does not affect the calculation.
(c) Sick leave can be granted to an employee only on production of a medical certificate from
Registered Medical Practitioner, which term would include Homeopathic, Ayurvedic and
Unani Doctors also, provided they are Registered Medical Practitioners.
(d) The certificate should state as clearly as possible the diagnosis and probable duration of
treatment.
(e) An employee on medical leave cannot be allowed to resume duties without producing a
Certificate of fitness from the attending Registered Medical Practitioner.
(f) The Competent Authority may, at his discretion, secure a second medical opinion either
for grant of leave or for satisfying that the employee is fit to resume duty, from a medical
55
examiner of the Company, if considered necessary. The cost of such second medical
examination will be borne by the Company.
(g) During the calendar year in which an employee joins service, his sick-leave account shall
be credited at the end of the year with sick leave equal to number of days obtained by
dividing the number of days from the date of joining to the following 31 st December (both
inclusive) by 12.
During the calendar year in which a employee retires from service, his sick-leave account
shall be credited at the beginning of the year with sick-leave equal to number of days
obtained by dividing number of days from the 1st January to the date of retirement (both
inclusive) by 12.
In both the above computations fraction less than half shall be ignored
(h) An employee on sick leave shall draw leave salary equal to half the aggregate of basic
pay, special pay and personal pay. In addition, such employee shall also draw dearness
allowance , house rent allowance, city compensatory allowance and hill station allowance
(wherever applicable) appropriate to half the aggregate of such basic pay, special pay
and personal pay. The period of sick leave on half pay may be converted into sick leave
on full pay at the option of the employee and in such cases twice the amount of such
leave shall be debited against the half pay leave account of the employee.
1.
If an employee is suffering from any of the nine major diseases of Cancer, Leprosy, TB,
Paralysis, Brain Tumour, Cardiac Ailment, Kidney disease, AIDS or Mental disease,
he may be allowed special leave on half pay for a period not exceeding 6 months if he has to
his credit no sick leave admissible to him. The following authorities are prescribed for
sanction of Special Sick Leave :
1. Cadres of employees in Class III & IV
DGM(HR)
2. AOs & AMs
DGM (HR
3. Dy. Managers & Managers
GM
4. Chief Managers & above
CMD
Advance Sick Leave:
Though there is no provision for Advance Sick leave in the Scheme, in genuine cases of
sickness/accident where the employee does not have any kind of leave to his credit,
recommendations may be made to CMD of the Company to consider the case under the
hardship provision and if agreed Advance Sick leave may be granted which has to be adjusted
against the future accrual of SL. Unless there are special circumstances, grant of Advance
Sick Leave would be on half pay only.
Before reference is made to CMD of the Company all aspects such as leave records of the
employee, nature of illness/injury, future likely leave accrual during the remaining service
period and the likelihood of the employee recovering from illness/injury shall be taken into
consideration. The representation for grant of Advances Sick Leave shall be forwarded to
CMD of the Company. Further norms governing Advance Sick Leave are as under:
56
(9) Before forwarding any request of the employee for grant of advance sick leave, each
such request should be accompanied by the following documents, namely,
a.
b.
c.
d.
Maternity Leave
Maternity Leave may be granted to female employees including probationers having
less than three living children.
57
c.
Maternity leave shall be allowed on production of medical certificate from the medical
attendant.
d.
A female employee is entitled to maternity leave not exceeding 180 days in respect of
each confinement. The spread of leave between pre-natal and post-natal periods will
be left to the convenience of the employee.
e.
In case of miscarriage, a female employee shall be entitled to leave with pay, for a
period not exceeding six weeks immediately following the day of miscarriage. The
probationers can be granted the six weeks leave for miscarriage and the probation
period will be extended to that extent.
f.
The miscarriage leave will be given to a female employee only when she is entitled to
get Maternity Leave. If the employee already have three living children, she is not
entitled for miscarriage leave.
g.
The maximum maternity leave that can be granted to a female employee shall not
exceed 12 months including mis-carriage, medical termination of pregnancy during the
entire period of service.
Note: Miscarriage means expulsion of the contents of a pregnant uterus at any period
between twelve weeks to twenty six weeks of pregnancy and shall include abortion performed
during the above period by an authorised gynaecologist.
There is no limit on the number of occasions for female employees to avail leave with pay for
period of six weeks on account of miscarriage. However, in case a doubt arises, employee
may be referred to obtain the medical opinion of empanelled Gynaecologists/General Surgeon.
h.
It would be in order to grant special leave allowed for any operation for family planning
in addition to any normal leave that the employee may avail at the time of operation.
According special leave for family planning operations should be granted to the female
employees in addition to the maternity leave if the operations has been carried out
during the period of Maternity Leave.
Adoption Leave
Adoption leave may be granted with effect from 22.6.2000. The Maternity Leave for adoption
of a child shall be subject to the following conditions.
1. The leave may be granted once during the service to a childless female employee for
legally adopting a child who is below one year of age.
2. The maximum period of leave will be two months or till the child reaches the age of one
year, whichever is earlier.
3. The leave will be granted for adoption of only one child.
58
8. Examination Leave:
a.
b.
The examination leave shall be granted to cover the day(s) of the examination and in
case it is necessary to travel to a different place from the place of work to write
examination, it shall also be granted to cover the minimum journey time to the nearest
centre and return.
c.
Casual or Earned Leave may be granted for the day(s) between two examinations. In
case an employee does not have either casual leave or earned leave to his credit, leave
on loss of pay may be granted for such day(s).
d.
Examination Leave can be granted for the day of the examination only irrespective of
whether the examination is in the forenoon or afternoon.
e.
9. Quarantine Leave:
a.
Quarantine Leave is leave of absence from duty necessitated by orders not to attend
office in consequence of the presence of infectious disease in the household of an
employee of the Company.
b.
The quarantine leave should not be granted unless the medical officer looking to the
infectious nature of the disease considers it necessary to quarantine the member of the
household suffering from the infectious disease.
Explanation:
The term medical officer mean medical officer-in-charge of any
Government (Civil or Military or Municipal) hospital or dispensary.
c.
The employee must, in the first instance, report the presence of the infectious disease in
household immediately it is detected and submit a medical certificate from the Medical
Officer to the effect that a member of his household has been quarantined.
59
On production of certificate referred to in (c) above, the Competent Authority would pass
orders that the employee should not attend the office for the relevant period
recommended by the medical certificate. Any earned leave sanctioned to the employee
for that period would be cancelled.
e.
If the employee does not promptly intimate the detection of the infectious disease in his
household, he would not be eligible to have the earlier period (i.e the period prior to the
intimation of the disease) to be treated as quarantine leave.
f.
If an employee reports about the presence of an infectious disease after he rejoins duty,
would not be eligible to have his absence for the period treated as quarantine leave.
g.
h.
i.
Cholera, Small Pox, Plague, Diptheria, Typhus Fever and Cerebrospinal Meningitis are
considered as infectious disease for the purpose of quarantine leave. In addition,
quarantine leave may also be granted for such disease as are declared by the concerned
State Government as infectious diseases in the area. If necessary, the above information
may be obtained from the State Government concerned.
j.
The employee should be allowed to resume duty if the physicians report states that the
employee is fit to resume duty.
d. If the physician expresses any doubt, the employee should not be allowed to resume duty
and instead be asked to appear for a fresh medical examination after an interval of time
suggested by the physician.
60
e. After the lapse of the prescribed time, the procedure detailed above will be again gone
through and the cost of reports will again be borne by the office.
11. Trade Union Leave:
a. Special leave for bonafide trade union work may be granted up to a maximum of 15 days
per year excluding actual journey time, to each of not more than 15 persons belonging to
a recognised union and nominated by such union.
b. Special leave for similar purpose may also be granted upto a maximum of 10 days per
year excluding actual journey time, to each of not more than 20 other persons belonging
to the recognised Union referred to in clause (a) and nominated by such Union.
12. Authorised absence from duty:
An employee may be allowed to remain absent and still be treated as on duty under the
following circumstance.
a. Upto a maximum of 6 days for undergoing vasectomy or salpingectomy
family planning purpose.
operation for
b. Upto a maximum of 14 days to a female employee for undergoing puerperal and nonpuerperal sterilisation for family planning purposes.
c.
One day to a female employee for I.U.C.D insertion for family planning purposes.
d. Upto a maximum of 15 days in a year for camp duties by employees who have been
permitted to join Home guards Organisation.
As regards absence of employees for the Home Guards emergency duties, it has been decided
that the employees required to attend emergency duties may be treated on duty for the
period of their absence. Though keeping in view, the national importance of such emergency
duties, may not be feasible to put any limit on the period of absence to be treated as on duty,
yet it will be advisable if the employees give proper intimation the Office preferably in
advance or atleast immediately after proceeding on such duties.
The above special leave may be granted only if the concerned employees produce a certificate
from Home Guards Authorities certifying that they attended the said training.
e. Upto a maximum of three days for invigilation work at an insurance examination
conducted by the Insurance Institute of India, Mumbai, Chartered Insurance Institute,
London, Institute of Actuaries, London and any other bodies conducting insurance
examinations, subject to a maximum of seven days in a year.
f.
(i) Upto a maximum of 30 days in a year when the employee participates in a
representative capacity in a National or an International event in sports.
NOTE: Mountaineering expeditions approved by Indian Mountaineering Federation shall
be deemed to be an event in sports, as stated above and
(ii) Upto a maximum of 10 days in a year when the employee participates as a duly
sponsored candidate of the Company in any important local event in sports: the total
under (i) and (ii) being limited to 30 days in a year.
61
(1) A local event is one when a match is played locally between the teams belonging to the
same place.
2.When the tournaments are arranged on an All India basis and the teams belonging to
different States take part in such tournaments, they will be National events, such as 'Ranji
Trophy,. All India Hockey, All India Foot-ball Tournament etc.,
1.
2.
g. On days on which the employee, though willing and fit to attend office, is prevented from
attending the office by the operation of law, e.g. the imposition of curfew either in the area of
his residence or in the area where the office is situated.
For the days of absence of the employees when the Competent Authority is satisfied that the
absence was entirely due to reasons beyond the employees control, e.g. Due to failure of
public transport system or disturbance etc., provided that in the case of failure of public
transport system, absence of employees who have to come from a distance of more than five
kilometres from the place of duty. In order to consider absence as on duty, the failure of
transport system must be total or near total in the city/town and not merely partial. The
Competent Authority for treating such absence as on duty is the Regional Chief/Chief
Manager(HR) at HO. This provision will not be applicable to employees who are already on
sanctioned leave on such a day.
h) As for the treatment of absence of the employees participating in the Republic Day parade
at New Delhi, in a representative capacity, the following guidelines are issued..
Upto a maximum of 25 days in a year for participation in the Republic Day parade at
New Delhi in a representative capacity.
Note: Participation in the Republic Day parade also included the periods of
rehearsal/training connected with the cultural programmes and also participation in a
capacity of a member of the St. John Ambulance Brigade
(i) On days on which the employee attends the conference of the Insurance Institute of India
and for the period of journey which the employee may have necessarily undertaken for the
purpose of attending the conference and for returning to his place of working.
In terms of the above proviso, the employees who attend conference of the Insurance
Institute of India as Council members, delegates of various institutes, Paper readers and
special invitees of the Federation only are to be treated as on duty. Special Leave may be
granted to employees who have been nominated to represent the Associate Institutes of the
Insurance Institute of India as non-corporate members of the Administration Committee and
the Board of Education for the days they attend the Meetings of the Board of
Education/Administration Committee and for the period of journey.
(j)
62
Note: An employee may be permitted to join only the urban unit of the Territorial army
where training is carried out on a part-time basis outside the office hours.
7. Upto a maximum of 5 days for attending the General Body Meeting or Prize Distribution
Ceremonies of the Kendriya Sachivalaya Hindi Parishad to cover the days of the meeting
and the actual time taken for the journey.
8. For the day(s) of the hearing and for the day(s) of the journeys connected thereto to
employees who have been summoned by Court of Law on behalf of Government as State
witness in a criminal case.
13. Leave on Loss of Pay
(a) Leave on Loss of Pay may be granted when no other leave is due to an employee.
(b) It will not be in order to grant leave without pay to an employee when casual leave or
earned leave due and admissible except when the question of leave once duty
sanctioned, is reopened on account of the same having been taken under false pretext or
overstayal.
(c) Except in exceptional circumstances, the duration of leave on loss of pay shall not exceed
three months on any one occasion and 6 months during the entire period of an
employees service.
Leave on loss of pay beyond 180 days requires reference to CMD of the Company and it
is required that such a reference is made before expiry of 180 days limit so that CMD of
the Company would have adequate time to consider the merits.
(d) If an employee remains absent beyond the maximum permissible period i.e. 180 days, his
or her absence would be treated as unauthorised which as per C.D.A Rules is a
misconduct and action may have to be taken in such cases as per C.D.A rules.
63
Consideration may, however, be given to the grounds of absence at the time of acting in
accordance with C.D.A rules.
(e) (1) If an employee is on leave on loss of pay for the whole year or where he is continuing
to remain absent from the previous year on loss of pay beyond 180 days, he cannot be
given credit of C.L in the following year as he would be exceeding the ceiling 180 days
leave on loss of pay period and thereby it may be necessary to initiate disciplinary action
against him.
(2) While calculating the sick leave credit in the succeeding year, the period of leave on
loss of pay during the preceding year should be excluded. No salary is admissible during
the period of leave on loss of pay.
(f) The leave on loss of pay, has the effect of postponing the date of normal grade increment
of an employee. The normal grade increment will be granted on the first of the month in
which the employee completes 365 days (366 days in the case of leap year) excluding the
leave on loss of pay, after the date on which the last grade increment was granted or
from the date on which he was placed in time scale.
(g) There is no provision for allowing leave on loss of pay to part-time employees. Any
absence without there being credit of leave as applicable to them will have to be treated
as unauthorised absence.
14. Leave for Probationers:
During the calendar year in which an employee joins service, he shall be allowed casual leave
for a maximum number of days obtained by dividing the number of days from the date of
joining to 31st December (both inclusive), by 30. In the said computation, fraction shall be
ignored.
Earned leave/sick leave are admissible during the probation period of an employee to the
extent of availability. Earned leave will accrue at the rate of 1 day for every 11 days of duty.
In case of sick leave, the employees sick leave account shall be credited at the end of the
year by dividing the number of days from the date of joining to 31 st December of year (both
days inclusive) by 12.
Although the probationer is eligible for leave during the period of probation, the same should
be sanctioned using discretion since the employee should, as far as possible, be on duty
during probation to assess his suitability for confirmation.
15. Advance payment of salary:
Salary not exceeding a months salary may be disbursed three days before the date on which
an employee proceeds on EL when such leave would extend beyond the salary disbursement
day of that month.
16. Effect of leave availed while on official tour:
(a) An employee may be allowed to take casual leave while on official tour. However for the
period he is on casual leave, he shall not be entitled to halting allowance. If Sunday
and/or holiday(s) is/are prefixed or suffixed to such casual leave, he shall not be entitled
64
65
Note: This facility of study leave is not available to Supervisory, Clerical & Subordinate Staff.
Absence of employees without prior sanction and sanction of Extraordinary Leave
(LOP)
Leave cannot be availed by an employee as a matter of right and employee who remains
absent without sanction of leave is not entitled to get salary for the period of absence on the
principle of No Work, No, Pay.
As for Casual Leave, it can normally be availed only with the sanction of the Competent
Authority. However, under exceptional circumstances a days Casual Leave may be availed
without prior sanction in case of emergency provided the Competent Authority is informed of
the circumstances in which prior sanction could not be obtained. In case of Privilege Leave,
specific prior sanction is absolutely necessary before it is availed. In case of Sick Leave, it can
be granted only on production of Medical Certificate. Only in case where all other kinds of
leave have been exhausted, leave on Loss of Pay can be sanctioned subject to prior
intimation/request to Office and the duration of such leave shall not exceed 3 months on any
one occasion and 180 days during his/her entire tenure. Only in cases of medical exigencies
Loss of Pay beyond 180 days can be considered after referring to Chairman Cum Managing
Director of the Company.
The authority for sanctioning leave on Loss of Pay for different cadres and for different
durations are as follows:
Upto 90 days
All employees
90-180 days
Whenever leave on loss of pay in excess of 180 days is required, the employee has to make
written request well in advance, in any case before expiry of the leave already sanctioned.
Only then a reference can be made to Chairman cum Managing Director of the Company for
consideration on merits. It is therefore suggested that, purely as an act of courtesy, the
66
Grant of Permission:
1. Keeping in view of the national importance of the Home Guards Organization, request of
the employees for joining the said organization will have to be considered. Except on
very strong grounds, the permission should not be refused. Appropriate steps should be
taken to ensure that the day-to-day work of the office does not suffer in any way as a
result of the grant of the above permission to any employee/s. The Government has
advised all Commandants, General Home Guards of all States/Union Territories except
Arunachal Pradesh, Kerala and Nagaland that if the exigencies of work in the office do not
permit an employee to remain absent from office for a fairly long period on account of
Home Guards work other than emergency duties, the employer may request the Home
Guards authorities as mentioned above to restrict the duration of such call-up to a limited
period so that their work does not suffer.
2. It has come to our notice that some time the services of the employees joining the above
Organization are not put to proper use. Before granting the permission, therefore, it
should be ensured by enquiring with the appropriate authorities that the services of the
employee will be put to proper use by the Organization.
II. Treatment of absence from Office:
1. Administrative instructions on leave provide for absence from duty up to a maximum of 15
days in a year for camp duties by employees who have been permitted to join Home
Guards Organization.
2. As regards absence of employees for Home Guards emergency duties, it has been decided
that the employees required to attend emergency duties may be treated on duty for the
67
period of their absence. Keeping in view the National importance of such emergency
duties, it may not be possible to put any limit on the period of absence to be treated as
on duty but it will be advisable if the employees give intimation to the Office preferably in
advance or atleast immediately after proceeding on such duties.
III.
The employees concerned may be allowed to retain in full the daily allowance that may be
paid by the above Organization to the concerned employees.
IV.
As regards the settlement of claims for injury etc, sustained by the employees, when they
attend any camp, during the period they are treated as on duty, no claim will lie against the
Company because at the relevant time the employees were on camp duty of the above
Organization. The employees will be treated on duty for the limited purpose of their
attendance and their eligibility for payment of salary for the period.
V.
Travelling Expenses
Travelling expenses for the journeys undertaken by the employees for attending to the work
connected with the above organization, is to be settled by the employees directly with the
above organization.
SPECIAL LEAVE FOR GENERAL ELECTIONS AND BYE ELECTIONS ETC.
Following instructions have been issued by the Government regulating closure of offices on
polling day(s), granting special leave etc. These, guidelines are extracted hereunder for
guidance and action, whenever necessary.
1. Election to Lok Sabha/State Assemblies:
(a) Local holiday is usually declared by the Government on the day(s) of the polling if held on
day(s) other than Sunday or other closed holiday. When such a holiday is declared, our office
located in such places will also be closed on the polling day(s) in accordance with the practice
adopted by the State Government.
(b) It may happen that an employee may be residing and enrolled as a voter in a particular
place/constituency other than his place of posting. In such cases, the employee concerned
may be granted special casual leave to enable him to exercise his franchise if the office in
which he is posted is not closed on that particular day.
2. Bye-Election Lok Sabha:
State Government normally declares a local holiday in that particular area/constituency on the
polling day(s)is the election is held on day(s) other than Sunday/closed holidays. The States
practice may be followed in such cases.
3. Bye-Elections to State Assemblies:
It would be sufficient if only those employees who may be placed on election duty are
permitted to be absent from the office on the polling day(s). All other employees should be
given facility to exercise their franchise either by way of coming late to office or by being
68
The employees concerned may be allowed to retain in full the daily allowance that may be
paid by the above Army to the concerned employees.
IV.
As regards the settlement of claims for injury etc., sustained by the employees when they
attend the camp, during the period they are treated as on duty and no claim will be against
us because at the relevant time the employees were on camp duty of the above Army. We
would be treating the employees on duty for the limited purpose of their attendance, and
their eligibility for payment of salary for the period.
69
Travelling Expenses:
We confirm that the question of travelling expenses for the journeys undertaken by the
employees for attending to the work connected with the above Army, is to be settled by the
employees directly with the above Army, and we have nothing to do in the matter.
CHAPTER - 10
TRAVEL RULES AND REGULATIONS
1. Definition of tour:
Tour shall mean a journey beyond 8 Kms. from the outer municipal limits of the headquarters.
2. Definition of each completed journey:
The expression each completed journey shall mean that the journey is completed when an
employee reaches the next place of duty. Thus if the employee is posted at headquarters 'A'
and is proceeding on tour to Station 'B', he shall be deemed to have completed his journey
once he reached the Station 'B'.
If, however, he has to proceed on further tour from Station 'B' to Station 'C' his journey
between Station 'B' to Station 'C' shall be taken as separate journey. It should, however, be
noted that if two or more journeys are completed on the same calendar day from midnight to
midnight, all such completed journeys shall be treated as one complete journey.
3. Travelling Allowance (Mode & Class of travel):
I. OFFICERS
70
Mode
Class of Travel
Air/Rail
Scale IV
Air/Rail
Rail
* However, for Scale-II & III Officers, Air Travel facility is allowed subject to the air fare not
exceeding 125% of the entitled rail (Rajdhani Express, if plying on the route) fare and the
tour approving authority satisfying before such air travel, so allowed shall result in adequate
saving on Daily Halting Allowance (DHA) and Hotel Charges.
b) In case of travel by Steamer the Officers may travel by the highest class.
c) Where the places are connected by road but not by train, the Officers may travel by the
First Class in a Bus, wherever it is provided or by taking a single seat in Taxi where such
facilities are available.
d) If, the places are connected by Train and still the Officers travel by Bus or Taxi, the fare
reimbursable shall be actual fare by Bus or Taxi but not exceeding Rail fares for a Class to
which he is entitled to travel as per regulation referred to above.
e) Notwithstanding above, the Officers entitled to conveyance facilities and taking tour by
their vehicles shall be governed by the following rules:
In case of Offices using Company owned cars
Type of Vehicle
71
Mileage Allowance
(per km.)
w.e.f.01.06.2006
12%
15%
5%
f) When the Officer is on sanctioned tours outside city limit beyond 8 kms, from the
municipality limits of his place of posting, the mile age allowance shall be paid for the entire
distances i.e. from the office/residence (from where he proceeds on tour) to the place of tour.
II. SUPERVISORY. CLERICAL & SUBORDINATE STAFF
The eligibility of mode and class of travel shall be as under:Employees with Basic Salary of Rs.5,375/- & Rail-I Class (other than Rajdhani Express)above
Travel by A/C II Class sleeper coach may be
permitted where I Class accommodation is not
available. In addition to the above travel by
A/C II Class sleeper coach in ordinary trains 3
Tier sleeper coach in Rajdhani is permitted.
Employees with Basic Salary Less than Rail-I Class/II A/C sleeper (other than
Rs.5,375/Rajdhani Express) where night journey is
involved.
Class IV employees with Basic Salary of Rail-I Class (other than Rajdhani Express)Rs.5,375/- & above
Travel by A/C II Class sleeper coach may be
permitted where I Class accommodation is not
available. In addition to the above travel by
A/C II Class sleeper coach in ordinary trains 3
Tier sleeper coach in Rajdhani is permitted.
Class IV employees with Basic Salary less Rail-II Class, II class sleeper where night
than Rs.5,375/journey is involved.
Travel By Road:
Supervisory, Clerical and Subordinate Staff, by Public Transport by taking single seat.
Actual fare (by upper class if provided for all employees except Subordinate Staff).
72
Rs. 5 Lakhs
Chief Manager/Manager
Rs. 3 Lakhs
Dy. Manager/AM/AO
Rs. 2 Lakhs
Officers
Supervisory, Clerical & Subordinate Staff
Actuals
Actual subject to a maximum of 100% of
Halting Allowance at C Class city rate for
one day for each completed journey.
(Inclusive of incidentals, if any.)
73
Actuals
If two or more journeys are completed on
the same calendar day from midnight to
midnight, all such completed journeys
shall be treated as one completed journey
for the above purpose.
Where the employees are staying outside
the City limit of the Headquarters in
adjoining townships, the journey on tour
should wherever practicable start from the
Railway Station nearest to the residence.
VI. INCIDENTALS:
For Officers only :
In addition to applicable halting allowances the incidental expenses actually incurred by the
officers on coolie, hire charges, cost of transporting of personal luggages (including of excess
charges) and hire of bedding supplied by railway authorities for night journeys by train,
subject to a maximum of an amount equal to appropriate halting allowance for half a day
(Class "C" cities) for each completed journey, may be reimbursed.
If two or more journeys are completed on the same calendar day from midnight to midnight,
all such completed, journeys be treated as one complete journey for the purpose of claiming
incidentals.
VII. LOCAL JOURNEY AT TOUR STATION:
1. No expenses on local transport will be admissible to an employee who is provided with
transport at the tour station.
2. If an employee on Tour is not provided with local transport he may be allowed actual
expenses incurred on moving from the place to place on office work at the tour station
provided the amount spent was the minimum and inescapable.
3. No local conveyance expenses shall be allowed to employees on tour for proceeding from
the place of stay at the tour station to the office or first place of duty and vice versa.
4. Where an officer assigned with development function who undertakes an official tour by his
car, may claim reimbursement of 80% of the cost of petrol used for running at the place of
tour, subject to normal monthly limit on running expenses as per rule. Thus when such an
officer undertakes an official tour by his car, he should produce the bills/receipts for the petrol
purchased for the tour and show separately the quantum used for travel to the place of tour
and back and that used for running at the place of tour so as to apportion reimbursement of
mileage allowance under travelling rules and running expenses under conveyance facilities.
5. Sometimes Engineers have to proceed from the place of stay at tour station to the first
place of duty like insured's premises situated more than 30 kms. away. Such journeys beyond
8 Kms. from the municipal limits of the tour station should not be treated as local journeys
and should be treated as tour.
74
A-CLASS
CITIES
B-CLASS
CITIES
C-CLASS
CITIES
General Manager
600
550
500
600
550
500
Chief Manager
600
550
500
Manager
600
550
500
Deputy Manager
550
500
400
Assistant Manager
550
500
400
Administrative Officer
550
500
400
2. Classification of cities:
'A' Class City means:
Cities with population exceeding 12 lacs includes Ahmedabad, Agra,Bangalore, Bhopal,
Chennai, Coimbatore (including Sulur), Faridabad, Gandhinagar, Ghaziabad, Goa and all cities
in the State of Goa, Gurgaon, Hyderabad, Indore, Jaipur, Kanpur, Kochi (including
Tripunithura & Kalamassery), Kolkata, Kozhikode (Calicut), Lucknow, Ludhiana, Madurai
(including Thirunagar), Mumbai, Nagpur, New Delhi, Noida, Patna, Pune (including Pimpri,
Chinchwad & Hadapsar), Secunderabad, Surat, Thiruvananthapuram, Ulhas Nagar, Vadodara,
Varanasi, Vashi, Vishakhapatnam (including Gajuwaka) & Meerut.
'B' Class City means:
Cities with population of 5 lacs and above but not exceeding 12 lacs, State Capitals with
population not exceeding 12 lacs includes Agartala, Aizwal, Aligarh, Allahabad, Amravati,
Amritsar, Asansol, Aurangabad, Bareilly, Bengaum, Bhavnagar, Bhubaneshwar, Bikaner,
Chandigarh, Cuttack, Dehradun, Dhanbad, Dharwad, Durg-Bhilai, Gangtok, Gorakhpur,
Guntur, Guwahati, Gwalior, Hubli, Imphal, Itanagar, Jabalpur, Jalandhar, Jammu, Jamnagar,
Jamshedpur, Jharia, Jodhpur, Kohima, Kolhapur, Kota, Mangalore, Mohali, Moradabad,
Mysore, Nasik, Panchkula, Pondicherry, Port Blair, Raipur, Rajkot, Ranchi, Salem, Shillong,
Sholapur, Sas Nagar, Shimla, Srinagar, Tiruppur, Trichirapalli, Vijayawada & Warangal.
'C' Class City means:
All cities other than those specified above.
3. Calculation for Halting Allowance
a) For calculating the halting allowance for the period of journey, the rate applicable for 'C'
class cities may be applied.
b) Halting Allowance shall be paid for the period from the time of commencement of outward
journey to the time of return to headquarters. For every unit of 24 hours, it shall be paid at
the above rates. Payments in respect of fraction of 24 hours shall be regulated by the
following table:
75
hours
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Note : Counting of 180 days for 100% Halting Allowance is to be reckoned from the date of
departure from Headquarters and not from place to place, as the purpose of reduction is to
discourage unreasonably prolonged tour.
IX. HOTEL EXPENSES
(1) Officers in various grades/scales may be reimbursed the actual hotel expenses, restricting
to single room accommodation charges in ITDC Hotels, subject to the limits (category of
Hotels) given below :
Scale VII Officer
Scale VI Officer
Scale V Officer
Scale IV Officer
Scale II Officer
Scale I Officer
Note:
a) If at a centre ITDC hotel of eligible star category is available the Officer should
normally stay in that hotel. If, however, no accommodation is available in any of the
ITDC hotels of eligible star category, or there is no ITDC hotel of eligible star
category, he may stay in any other hotel and seek reimbursement of actual lodging
expenses incurred to the extent of maximum tariff of an ITDC hotel of eligible star
category at the same centre.
b) The ITDC Hotel single room tariff ceiling as given above is exclusive of all taxes and
such taxes may be reimbursed over and above that amount.
c) Officers should invariably stay in Guest House. Whenever due to accommodation not
being available in a Guest House, an Officer is compelled to stay in a Hotel, he should
furnish a certificate to the effect that no accommodation was available in any Guest
House.
Area I
Other Places
4000
2000
1750
2500
1500
1300
77
Area I
Other Places
1500
1000
800
Scale I Officer
1000
750
500
Superintendent/Sr.Asst./
Stenographer/Assistant/
Record Clerk
800
600
400
Subordinate Staff
700
525
350
Note:
Major Cities for this purpose shall mean the cities of Ahmedabad, Mumbai,
Bangalore, Kolkata, Delhi, Hyderabad and Chennai
** Area I shall consist of Cities of :
a) Pune, Nagpur, Kanpur, Surat, Jaipur, Lucknow
b) Vizag, Patna, Vadodara, Kochi, Indore, Bhopal, Ludhiana, Coimbatore,
Madurai, Agra and Varanasi (fresh inclusion on the basis of 2001 Census)
Officers in the cadres of DGM and GM who are unable to stay in eligible hotels in Delhi,
Kolkata and Mumbai within the permissible room tariff, may be reimbursed actual lodging
expenses for staying in other hotels not exceeding 125% of the room tariff for their entitled
class in Delhi, Kolkata and Mumbai.
X. GENERAL PROVISIONS
1. Check-off Time
In case of an employee staying in hotel where the check-off time is fixed at 12 noon is
charged lodging expenses for 2 days though his stay was less than 24 hours, he may be
reimbursed the actual lodging expenses charged by the hotel within the ceiling limit for 2 days
as per his entitlement subject to production of bills.
2. Taxes. Service Charges. Surcharges
The limit of reimbursement of lodging charges as given above is exclusive of all taxes, service
charges, surcharges and such payments may be reimbursed over and above that amount.
3. Reimbursement of Tips
Reimbursement of tips over and above the bills of hotel cannot be allowed.
4. Reimbursement of Breakfast Charges (Officers)
For the days the officer stays in a hotel, he will get reimbursed both the lodging charges and
the standard breakfast charges reasonably incurred at the same hotel. The daily halting
allowance admissible will be reduced by Rs. 10/- The following points are to be noted
78
79
1. Where an officer has to necessarily stay at the venue of the training (residential course) at
their headquarter and when the Officer actually stays at such venue boarding and lodging are
covered by tuition fees or are provided free the Officer is entitled to draw 25 % of the daily
halting allowance for the period of such training.
2. In case of non-residential training at the place of posting where the venue of training is far
away and in a different direction from the office, the officer/employee concerned may be
reimbursed reasonable travelling perks for attending the training.
XIV. TA/HA for purposes other than tour
1. In case of officiating
Where such officiating arrangement according to existing rules, is done it would be in order to
pay both officiating allowance and travel and halting allowance admissible to the officer if he
has been deputed to hold temporary charge of post other than his headquarters.
2. Attending conference of Insurance Institute of India
(a) Officers/Employees attending the conference as Council Member nominated by the
Company and those invited to Annual Conference of the I.I.I. to collect their prizes and also to
present Technical Session paper will be entitled to payment of travelling and halting allowance
etc. as per rules.
(b) Officers and Employees attending the Conference in any other capacity will not be eligible
for the said facility. However, the period spent by them on attending the Conference and the
journey time will be treated as on duty.
3. Appearing in test for conversion
TA/HA to employees who appear in the pre-recruitment test for conversion to Clerical cadre
from Typist may be allowed, provided they have to go to an outstation other than their place
of posting. Claims for overtime allowance, if any should not be entertained.
4. Appearing in the examination for recruitment in higher cadre
When employees attending interview for higher post in our industry they may be treated as
on duty and be paid TA/DA accordingly. However, employees appearing written examination
for higher post in the industry are not eligible to TA/DA on tour.
XV. Treatment of leave on tour Casual Leave
1. Casual Leave
The employee may be allowed to take Casual Leave whilst on official tour. However, for the
period the employee is on Casual Leave he shall not be entitled to any halting allowance. If
however, the employee proceeds out of tour station on Casual Leave and on holidays and
Sundays, prefixing and/or suffixing Casual Leave remains out of station he shall not be
entitled to halting allowance for the holidays and Sundays prefixing and suffixing such Casual
Leave, unless the employee is actually and not merely constructively in camp. However he
should be allowed to travelling fare etc. for the return journey to headquarters.
2. Sick Leave
80
An employee falling sick while on tour and compelled to take Sick Leave or Earned Leave or
any other leave on grounds of sickness may be allowed the fare for the return journey to
headquarters. However, he will not be entitled to halting allowance and lodging for the period
he is laid up with sickness at the place of tour and for the period of journey.
3. Earned Leave
If Earned Leave is taken while on tour, tour comes to an end. However, such Earned Leave is
taken on grounds of sickness the matter should be dealt with as mentioned above.
Note:
1. When an employee is required to proceed on official tour from a place (other than his
headquarters) where he is on leave, he should be considered to be on tour from that place
and the actual travelling expenses and halting allowance etc. admissible between
headquarters and the tour station whichever is less, should be allowed. He should be deemed
to have resumed his duties on the day the tour commences.
2. When an employee who is on Earned Leave is recalled to duty he/ she will be entitled to
TA/DA in respect of self only for returning to his headquarters provided the employee had
furnished his/her leave address in his/her leave application.
XVI. Submission of documents for settlement of claim
For travel by Rail, it should be enough for the employees to submit the details of ticket
numbers and the train by which the journey has been undertaken. The claims may, therefore,
be settled on the basis of these details furnished by the employees.
The relaxation shall apply only to journey by train and that too during the period the Railway
Authorities have dispensed with the practice of issuing money receipts. Under no
circumstances bills not supported by Money Receipt/ticket in case of journey by Air and Bus
and Ticket No./Ticket in case of journey by train shall be entertained.
XVII. Miscellaneous
1. Ticket Booking Charges
When the employees undertake official tours, the service charges required to be paid to travel
agents for booking Railway Tickets through them may be reimbursed. It may be stated that
such booking of tickets through travel agents may by kept at the minimum.
2. Advance Salary on Tour
Employees who will be away on tour on salary day may draw three days before the date of
their departure on tour, advance salary period not exceeding one month.
3. Expenses for attending Lok Adalat Session
a) The Officers may be paid Rs.1,000/- towards reimbursement of out of pocket expenses if
they attend the Lok Adalat on Saturdays and Sundays or holidays at the place of posting.
81
(b) If the Officer attends Lok Adalat at a place other than his/her place of posting, he/she
shall be eligible only for TA/HA applicable as on touras per rules in addition to Rs.500/towards reimbursement of out of pocket expenses.
4. Undertaking of official tour on hired taxi should be only with the permission of the
Competent Authority who sanctions the official tour. The reimbursement in the normal course
would be limited to the fare for eligible class unless dispensation is given by the appropriate
authority for travel by higher class mode.
5. In cases of tour undertaken by an Officer in the car owned by him or registered in the
name of his spouse, the travelling expenses can be settled on the basis of mileage allowance
applicable, provided the Competent Authority who has sanctioned the tour has specifically
authorised undertaking of tour by car.
Benefits applicable to In-situ promotions:
Officers selected for in-situ promotion (i.e. who are placed in the scale of pay applicable to the
higher cadre without upgradation of post or change of designation shall be given all the
benefits / perks attached to the higher cadre such as TA/DA, class of travel on tour, LTS,
Transfer, Retirement, Telephone facilities etc, as applicable.
CHAPTER - 11
TRANSFER BENEFITS
I. OFFICERS:
1. TRAVELLING EXPENSES:
Travelling Allowance shall be allowed to such Officer and members of his family by the class
of travel to which the Officer is entitled to travel on tour.
In case of travel of an Officer by hired taxi on transfer, reimbursement can be allowed subject
to the maximum fare by eligible class. This would be same even if an Officer owns a car
under the Company's loan scheme but undertakes travel by hired taxi on transfer.
Service charges paid to the travel agents for booking tickets will be paid in case of transfer.
Family includes spouse, legitimate dependent children, brothers, unmarried or widow sister
and parents residing with and wholly dependent on the Officer.
2. SECOND TRIP
a)
When the family and/or luggage of an Officer is left behind at the old head
quarters due to various compelling reasons, the Officer shall be allowed to make another trip
to his original place of posting to take his family and/or household effects to the new place of
posting and be allowed to and fro fares by the entitled mode and class.
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83
Fax : 044-28524191
2. EMPLOYEE NO.
3. DESIGNATION
4. TRANSFERRED FROM
-NAME OF THE OFFICE
-DATE OF RELIEF
:
:
:
:
:
ACADEMIC COURSE
DATE ON WHICH
ACADEMIC SESSION IS
ENDING AT THE PRETRANSFERRED PLACE
84
DATE OF COMMENCEMENT
OF NEXT ACADEMIC
SESSION AT THE NEW
PLACE OF POSTING
YES
NO
For the period of journey less than 6 hours, the daily allowance will be paid @ 30%.
6. TRANSFER GRANT :
Equivalent to one month's basic pay. The increment component of FPA may also be taken
into account for calculation of transfer grant.
The grant should be paid after reporting to the new place of posting. The transfer grant shall
be payable irrespective of whether an Officer transferred out of urban agglomeration shifts his
family or not.
7.BAGGAGE ALLOWANCE: (Reimbursement of expenses for transportation of
household effects.
CATEGORY
c) Other Officers
Goods
d) In cases where the personal effects are transported by road transport, the reimbursement
is restricted to maximum charges as would be payable to transport personal effects on
goods train, subject to the following limits:
Managers and above
Note : In case the goods are transported by road, Service Tax paid at the applicable rates
(the existing rate being 12.24%) may be reimbursed on the said eligible amount.
8. PACKING CHARGES:
Actual expenses subject to following limits may be reimbursed
a) DGM and above
b) Chief Manager & Manager
c) Dy.Manager/AM/AO
:
:
:
Rs.2,500/Rs.1,800/Rs.1,500/-
9. FORWARDING CHARGES:
86
OCTROI DUTY:
Actual subject to production of receipt (payable for both household goods & conveyance).
12.INCIDENTALS:
Incidental expenses are not payable to Officers on transfer.
13.
LOCAL CONVEYANCE:
Local conveyance expenses necessarily incurred for travel between Airport/Railway Station
and place of residence (both side) may be reimbursed.
14. TRANSPORT OF CONVEYANCE:
If the conveyance is transported by train or steamer, actual cost of transporting the
conveyance will be allowed. If it is taken by road, at least one member of the family of the
Officer shall accompany the vehicle and reimbursement as under the travelling rules of the
Company shall be allowed. Further, guidelines, under this head are as follows:
a)
Transportation charges for any one vehicle only shall be allowed to those
Officers who are entitled for cars and also to Officers of the rank of AM and above irrespective
of whether they are entitled to such conveyance or not.
b)
Other Officers may be allowed reimbursement of charges for transport of a
two wheeler vehicle owned by them.
c)
Officer, however, may transport their conveyance by Air or through a public
carrier in which case, the reimbursement shall not exceed the charges by goods train.
d)
If the transport is by road, the reimbursement shall be based on the full
mileage allowance for those who are entitled to conveyance facilities.
e)
Reimbursement shall be based on half the mileage allowance for those who
are not entitled to conveyance facilities if the transport is by road.
15. PET ANIMALS:
Transportation cost of pet animals are not payable separately.
16. MID ACADEMIC YEAR ALLOWANCE:
If an Officer is transferred from one place to another in the mid of an academic year and if he
has one or more children studying in school or college at the place from where he was
87
transferred and children are left behind to do their education, a mid academic year allowance
of Rs.680/- per month from the date the Officer reports at the later place upto the end of the
academic year may be paid. This Rs.680/- per month is payable irrespective of number of
children. If the children of the Officer are undergoing courses in institutions other than
regular schools/colleges (ICAI, ICWAI, ICSI, NIIT, etc.) he is not eligible for such allowance.
OFFICERS POSTED AT NORTH-EASTERN REGION:
However, Officers posted at North-Eastern Region will be paid Mid Academic year Education
Allowance @ Rs.680/- per month for the entire period of their posting in North-Eastern Region
(i.e., Assam, Meghalaya, Manipur,Tripura, Arunachal Pradesh, Nagaland and Mizoram)
irrespective of date of transfer provided the children of such Officers do not join the Office at
their place of posting in these areas.
The grant of the above allowance is effective from 1 st August, 2007 or the date of taking
charge at the North-Eastern States of posting whichever is later.
The Officer will be eligible to receive this allowance only if his child/children is/are staying
away from him and prosecuting studies at a place not falling in the North-Eastern Region.
Further, no allowance would be admissible if the children are not studying in a course
requiring regular attendance in a recognised school/college/university.
The payment of this allowance will be stopped from 1st of the month following the month in
which the Officers' child/children discontinue(s) full time studies or joins him at his posting in
North-Eastern Region.
In case of Officers already receiving Mid-Academic year Education Allowance under general
transfer rules, they will not be entitled to this allowance separately.
However, directly recruited Officers on their first posting, Officers transferred at their own
request and Officers who are transferred from one place to another place in the North-Eastern
Region are not eligible to this Mid Academic year Education Allowance.
Illustration for Para 16
An Officer who had reported to the new headquarter on transfer on 26.05.2008 and family
has been left in old headquarter for the sake of child/children's education, the question of mid
academic year allowance is to be dealt with as under:1.
only.
2. If the academic year is from January, 2008 to December, 2008
The Officer may be paid the above allowance from May, 2008 (pro-rata) and till
December, 2008.
3. If the academic year is from May, 2008 to April, 2009
The Officer may be paid the above allowance from 26th May, 2008 to
April, 2009.
88
The Officer may be paid the above allowance from 26th May, 2008 to March, 2009.
17. HALTING ALLOWANCE IN LIEU OF HOUSING ACCOMMODATION
a) Where no Company owned or leased accommodation/rent compensation is provided to the
Officer after reporting to the new headquarter, a daily halting allowance as per tour rules to
be paid for a period not exceeding 30 days.
b) This allowance is payable to all the Officers regardless of categories.
c) This allowance is payable to the concerned Officer only and not to the members of his
family. However, hotel expenses are not to be reimbursed where accommodation is not
provided.
d) The daily halting allowance on transfer may be paid during the journey time, if any, availed
at the headquarters. However, it shall not be paid during the period of leave or tour.
e) The daily halting allowance is payable for a period not exceeding 30 days and not
necessarily for first 30 days.
ILLUSTRATION:
The Officer reported at the new headquarters on 01.01.2009.
He was not in a position to get accommodation upto 01.03.1989. During this period of 59
days from 01.01.2009 to 28.02.2009, he availed of leave of 20 days from 11.01.2009 to
30.01.2009 and is on tour for 10 days from 11.02.2009 to 20.02.2009. He will get
accommodation from 01.03.2009. The said Officer will be entitled to daily halting allowance
for a period of 29 days viz., 01.01.2009 to 10.01.2009 (10 days), 31.01.2009 to 10.02.2009
(11 days) and 21.02.2009 to 28.02.2009 (8 days). If the same Officer gets accommodation
on 02.03.2009 or from any later date, he would be entitled to daily halting allowance for 30
days (the other details of leave and tour remaining unchanged).
f)
When an Officer is allowed to retain Company accommodation at the previous
headquarter, he may be allowed daily halting allowance not exceeding 30 days if he does not
get residential accommodation at the new headquarters.
g) The halting allowance for the first 30 days is to be paid only to Officers who need
accommodation but the company could not provide staff quarter/leased accommodation
within 30 days.
h) Normally this allowance is not payable to the Officers who have got their own
accommodation at the place where they have been transferred.
i) However, where it is found that though the Officers owning house at places to which they
are transferred but not able to occupy the same for the reasons that the house is under
tenancy and the tenants require sometime to vacate the house. In such an event, Officers
89
are forced to stay initially in the transit camp or any other place till they get possession of
their own house.
In that event if such Officers represent and if the Sanctioning Authority is fully satisfied
about the genuineness of the circumstances that the Officer is not able to occupy the house
even partially, he may be paid halting allowance for first 30 days.
18. ALLOTMENT OF GUEST HOUSE/TRANSIT FLATS ON TRANSFER
a) An Officer on transfer may be permitted to stay in the guest house/transit flat as an
interim arrangement pending shifting of his establishment to the new place of posting. The
period of stay in the guest house/transit flat under this arrangement should not normally
exceed 120 days.
b) Requests for extended period of stay may be examined and the CMD may allow to
continue the Officer's stay in the guest house/transit flat under the following circumstances:i) Officer is not above to shift his family immediately because of school/college going
children or for other equally valid reasons. In such cases, the request to over stay
beyond the period of the three months may be agreed to, but such extended stay
shall not exceed in all a total period of six months or till the academic year comes to
an end, whichever is later.
ii) If the Officer has less than one year's service left before attainment of age of
superannuation he may be allowed to continue to stay till his retirement date.
In all the above cases, the Officer shall pay the normal tariff charges for the frirst 120 days
and at twice the normal rate for the subsequent period.
19. ON PROMOTION
The employees promoted to the higher cadre and transferred on promotion to different places
may be paid travelling allowance and other travelling benefits on transfer applicable to the
promoted (Higher) cadre.
20. ON RECRUITMENT
Existing employees who enter as Direct Recruits in the AO's cadre or clerical promotional
cadre may be allowed benefits such as travelling allowance for joining learning centre and
transfer benefits including TA/DA to members of family if the employee is selected and
posted to a place other than the present place of posting at the time of selection. This should
be on the basis as if the employee is promoted and transferred.
21. ON RETIREMENT AND TO FAMILIES OF OFFICERS DYING IN HARNESS
a) Officers retiring from services and the families of Officers dying in harness (including those
voluntarily retiring under TSR Scheme) are eligible for transfer benefits for journeys from the
place of posting to their home town/place of their choice, in which case the benefit will be
restricted to the maximum reimbursable for shifting to their home town. This benefit is
available only if the Officer/family of the deceased Officer claims for it within six months from
the date of retirement or death of the Officer as the case may be.
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v) Transfer Grant
This benefit can be claimed within 6 months from the date of retirement/dying in harness.
22. MISCELLANEOUS
a) If an Officer is transferred from place (A) to place (B) and does not shift his family and/or
household goods to place (B) within the prescribed time limit and further transferred to place,
he/she may be allowed to shift his/her family and/or household goods from place (A) to place
( c )within the prescribed time limit from the date of his/her release from place (B) but the
reimbursement would be limited to the cost of transportation from place (B) to place (c ) or
actuals as per rules whichever is less.
b) An Officer who does not have a spouse or any other dependents at the time of joining at
the new place of posting (on transfer) but subsequently gets married cannot be allowed
reimbursement of travelling expenses for his/her wife/husband or other dependent when
he/she shifts his/her family.
c) When an Officer shifts from one station to another, entry tax on vehicle is (whether
purchased under company's loan or not) payable subject to the overall limit on
transportation charges available to the Officer.
a) Travelling allowance shall be allowed to such employee and the members of his/her family
by the class of travel to which the employees is entitled to travel on tour.
b) Towards incidentals for thejourney, halting allowance shall be granted to such employee
and the members of his/her family for the time spent on journey. For children below 12
years, the entitlement shall be at half the rate of halting allowance.
2. JOINING TIME
Joining time on transfer shall be allowed as follows:
i) One day, if no change of residence is involved; Saturday, Sunday or a holiday being
reckoned as a day for the purpose.
ii) Six days, if change of residence from one station to another is involved, plus the actual
time of the journey by different modes of transport without any break in journey.
3. BAGGAGE ALLOWANCE
a) Reimbursement of expenses on transportation of personal baggage shall be as follows:
With Family
Without Family
Over Rs.22930/-
30 Qtls./3000 Kgs.
10 Qtls./1000 Kgs.
25 Qtls./2500 Kgs.
15Qtls./1500 Kgs.
5 Qtls./500 Kgs.
b) The luggage may be carried by Goods Train or by Passenger Train or if Rail Transport is
not available, by other mode of transportation, subject to the conditions that the cost of
transportation shall not exceed the maximum permissible by goods train.
c) The rate of transportation by Road shall be 5 paise per Km. for every 35 Kgs. or part
thereof. For cartage of luggage from residence to rail-head and vice versa, the same rates
shall apply.
4. PACKING CHARGES
For packing charges, reimbursement shall be as follows:
i) For employees drawing basic salary over Rs.22930/ii) For employees drawing basic salary from Rs.14531/- to Rs.22929/iii) For employees drawing basic salary of Rs.14530/- and below
Rs.
500/500/350/-
BASIC SALARY
TRANSFER GRANT
Over Rs.22930/-
Rs.1,000/-
Rs.750/-
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BASIC SALARY
TRANSFER GRANT
Rs.500/-
Note:
1.'Family' in relation to an employee, includes the Spouse, legitimate dependent
children and parents residing with and wholly dependent on the employee.
2.'Dependent' means not having income exceeding Rs.1,500/- p.m.
3.Second Trip may be allowed to employees to shift family and/or household effects
for transfers other than request transfers. The time limit for shifting of family and the
extension of time limit thereof shall be on the lines of the Officers.
4.Employees promoted from Class III to AO Cadre, will be eligible for transfer benefits
including transfer grant as applicable to the promoted cadre.
5.Splitting up of Joining time is permissible where the second trip is undertaken for
shifting of family and/or household articles.
6. For transfer under promotional posting, transfer grant is one month basic salary.
III.
GENERAL PROVISIONS
Subordinate
Staff
(For
Officers
and
Supervisory,
Clerical
and
1. 'Dependent' means not having income exceeding Rs.1,500/- p.m. It is clarified that the
mother of an employee cannot be treated as a dependent if the father of the employee is
having an income of more than Rs.1,500/- p.m.
2. (a) Where both husband and wife are employees of GIC/Companies and are transferred
from and to the same stations simultaneously, transfer grant and all other transfer benefits
as applicable, should be allowed as one single unit. The transfer benefits will be payable
to only one employee drawing higher basic pay as on the date of taking charge at the new
place of posting.
(b) Transfer of one spouse, within a period of three months of the transfer of the other
shall be deemed to be simultaneous for this purpose.
3. No transfer grant shall be allowed to an employee/officer transferred from one office to
another located in the same Urban Agglomeration.
Note:
There is no provision for payment of transfer benefits and allowing joining time to the Part
Time Sweepers transferred from one place to another except in cases where the transfer is on
account of merger of a non-viable office with another office in a different location. In such
cases, grant of joining time and other benefits as in the case of Class IV employees may be
allowed as a very special case.
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Sl.No.
1
2
3
CADRE
Scale I, Scale II & Scale III
Scale IV & Scale V
Scale VI & Scale VII
Miximum Amount
Eligible
Rs.5,000/Rs.7,500/Rs. 10,000/-
Note: *The above amounts may be limited to the extent of 25% only if the shifting is
within the same compound/Colony/Premises.
The transferred Class III employees who are eligible for leased residential
accommodation as per Rules may also be allowed reimbursement of actual shifting
expenses up to a maximum Rs.3,000/- subject to production of bills. In all other
cases no reimbursement would be allowed.
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CHAPTER - 12
ENCASHMENT OF LEAVE
I.
A. OFFICERS
Officers may encash earned leave during service as per the following rules :
1.
Once in a block of two calendar years, the Earned Leave standing to the credit of an
employee may be encashed subject to a maximum of 15 days and upon such leave
having been encashed, the Earned Leave account of such employee shall be debited
with a number of days of Earned Leave encashed by him.
Provided that before such employee is allowed to encash the Earned Leave as
aforesaid, he shall be required to avail of Earned Leave for a continuous period of not
less than 15 days. However, with effect from 1.12.2010, this condition is dispensed
with.
2.
The first block of two calendar years commenced on 30.9.80 and ended on 31 st
December, 1981. The subsequent blocks of two calendar years would be 1982/83,
1984/85 and so on.
3.
The encashment may be permitted only once in a block of two years. It is, therefore,
clarified that the encashment upto the maximum permissible period of leave shall be
allowed only on one occasion in the stipulated block. For example, if an employee
avails encashment of Earned Leave say for 7 days, in a particular block, he shall not
be eligible to avail of encashment again in the same block.
4.
The salary for the purpose of encashment shall consist of basic pay, special pay (if
any), personal pay (if any) and all other allowances including FPA (increment
component of FPA plus DA there on as on 01.11.1993) drawn by the concerned
employee excluding Officiating Allowance, Functional Allowance, Conveyance
Allowance and Entertainment Allowance drawn by him.
5.
No contribution to Provident Fund shall be effected from the amount payable to the
employees towards the encashment of Earned Leave.
6.
It is clarified that the period of earned leave encashed, shall count for the purpose of
accrual of Earned leave.
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The employee may be allowed encashment of 15 days earned leave or less for a
particular block.
(a) Leave encashment facility will be available to India based Officers posted abroad,
only during the period they are in India on leave.
(b) The salary for the purpose of encashment would be the salary he would draw in
India at that point of time.
(C) It will be in order to make the disbursement of leave encashment amount to the
India based Officers posted abroad at the Officers place of posting.
Note:
1.
The deduction of wages for participation in strike or unauthorised absence or SL with half
pay during the month prior to the month in which the employee proceeds on encashment
leave will not have any impact on the quantum of leave encashment salary. In other
words, the encashment would be in the basis of the salary the employee is normally
entitled to.
2.
Officers who resign from services are not entitled to claim leave encashment.
3.
For the purpose of calculating encashment of Earned Leave, the normal salary for the
previous month of encashment should be divided by 30 days (irrespective of number of
days in a month) and multiplied by number of days of Earned Leave for encashment.
4.
The application for encashment of earned leave should be submitted to the Competent
Authority in the prescribed form. Payment shall be made within 3 days from the date of
receipt of application.
5.
The encashment of earned leave is deemed to have been done in the block year in which
the application in prescribed format is received by office.
6.
The number of days if earned leave encashed (maximum 15 days in one block) shall be
debited to leave.
The encashment of Earned Leave may be permitted only once in a block of two calendar
years. The first block for this purpose shall commence on the first day of April 1992 and
end on 31st December 1993. The subsequent blocks of two calendar years shall be
1994/95, (1.1.1994 to 31.12.1995), 1996/97 (1.1.1996 to 31.12.1997), 1998/99
(1.1.1998 to 31.12.1999) and so on.
2.
Salary for this purpose shall consist of Basic Salary, HRA, Special Functional Allowance, if
any, Personal Allowance and other allowances (incl.) qualification pay, graduation
96
No contribution to Provident Fund shall be effected from the amount payable to the
employee towards encashment of Earned Leave.
4.
The number of days if earned leave encashed (maximum 15 days in one block) shall be
debited to leave.
5.
The maximum encashment shall be for 15 days at a time. If any employee avails
encashment of Earned Leave for less than 15 days during a block of two years he/she
shall not be eligible again to avail of encashment of Earned Leave during the same block.
Refer caluse 5 of previous NOTE above.
Employees who resign from services are not entitled to claim leave encashment.
6.
7.
The encashment of earned leave is deemed to have been done in the block year in which
the application in prescribed format is received by office.
Note:
1.
The additional temporary increment paid to employees for passing Hindi Typing/Steno
examination is not to be included as salary for the purpose of encashment.
2.
Part Time Employees are not entitled for leave encashment during service/on retirement
or death.
3.
For the purpose of calculating encashment of earned leave, the normal salary for the
previous month of encashment should be divided by 30 days (irrespective of number of
days in a month) and multiplied by no. of days of earned leave for encashment.
4.
The deduction of Wages for participation in strike or unauthorised absence or Sick Leave
with half pay during the month, prior to the month in which the employee proceeds on
encashment leave will not have any impact on the quantum of leave encashment salary.
In other words, the encashment would be on the basis of the salary the employee is
normally entitled to.
5.
Payment shall be made within 3 days from the date of receipt of application by the office.
ENCASHMENT OF LEAVE AT THE TIME OF RETIREMENT AND IN CASE OF
DEATH
A.
OFFICERS
97
included). The increment portion and the DA component of the FPA shall count for the
purpose of encashment of PL on retirement. Any HRA component shall not count for the
above purpose.
3. Payment not to be made before the actual date of retirement.
2.
For calculating the encashment amount, the salary should be taken as the amount
drawn immediately preceding the date of retirement but excluding HRA, CCA,
Officiating, Functional and Special Area allowances and other non-core benefits if any.
The increment portion and the DA component of the FPA shall count for the purpose
of encashment of PL on retirement.
3.
Entire leave (subject to a maximum of 240 days) standing to the credit at the time of
death can be encashed.
2.
For calculating the encashment amount, the salary should be taken as the salary as
on the date of death excluding Officiating, Special area and Functional allowances and
non-core benefits if any. The increment portion and the DA component of the FPA
shall count for the purpose of encashment of PL on retirement.
Other Aspects:
1.
98
2.
3.
4.
Proper internal check measure must be in vogue to see that the leave records of
employees are immediately posted.
5.
Last Pay Certificate issued at the time of transfer of employees to other offices should
include details of Leave Encashement paid and due for the current Block year.
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CHAPTER 13
LEAVE TRAVEL SUBSIDY
I. Employees to whom the Instructions apply:
1. Save as otherwise provided by or under these instructions, leave travel subsidy shall
be admissible to confirmed employees of the Company.
2. The Subsidy shall not be admissible to:
(a) any employee, who is not a whole time employee of the Company, or who has
been appointed on contract or work charged basis;
(b) any employee serving out of India; provided however, the India based Officers
posted abroad may during the period they are in India on leave be allowed
the Subsidy.
II. Definition:
1. 'Block' shall mean a block of two calendar years and in case of Officers it shall
commence on the 1st day of January, of an odd numbered year and expire on the
31st December, of the following even numbered year, whereas in case of all other
employees, the block shall commence on the 1st day of January of an even numbered
year and expire on the 31st day of December of the following odd numbered year.
2. 'Children' shall mean legitimate, legally adopted or step children.
3. 'Corporation' means the General Insurance Corporation of India formed under Section
9 of the General Insurance Business Nationalisation Act, 1972.
4. 'Company' means the National Insurance Company Limited, the New India Assurance
Company Limited, the Oriental Insurance Company Limited or the United India
Insurance Company Limited.
5. 'Competent Authority' shall mean an Officer, not below the rank of an AM, duly
appointed for the purpose by the Officer-in-charge of the Office where the employee
is working.
6. 'Dependant' shall mean a person with an earned income not exceeding Rs.1,500 per
month. A stipend or a scholarship granted for educational purpose shall not be
deemed as income for this purpose. The mother of an employee cannot be treated as
the dependant if the father of the employee is having an income of more than
Rs.1,500 per month.
A divorced daughter who is totally dependant on the employee and does not have an
income of Rs. 1,500 or more per month is eligible for LTS. (Competent Authority
should satisfy about total dependability of divorced daughter on the employee)
7. 'Employee' shall mean a confirmed employee working in India, but shall not include
those appointed on contract or work charged basis.
8. 'Family' in relation to an employee shall include spouse, legitimate dependant children
and dependant parents residing with and wholly dependant on the employee.
[legitimate children include legally adopted and step children].
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101
102
Note: The blocks of two years referred to in item(1) shall be the same for all employees
irrespective of the date from which they become eligible for the subsidy.
VIII. Advances
1. An advance may be granted to an employee against the reimbursement admissible
under these instructions subject to maximum of 90% of the total subsidy.
2. The advance may be granted at the time of commencement of the outward journey
only. Application for advance must be forwarded alongwith application for leave.
3. a) An employee may be allowed to draw advance prior to the commencement of the
journey. The advance shall be granted only if the leave necessary for availing the
Leave Travel Subsidy is sanctioned.
b) For journeys to be undertaken by train where the advance bookings are
necessary, advance for leave travel subsidy shall be paid 60 days prior to the
commencement of the journeys. When the Journey is being undertaken by
unreserved class in Train or by Taxi, the advance for LTS shall be paid 3 days before
commencement of leave/journey.
c) Tickets purchased (atleast for outward journey)out of the advance drawn shall be
produced to Competent Authority within a week of drawing the advance for
verification and return.
d) Advance drawn has to be refunded forthwith if the outward journey is not
commenced as per the leave already sanctioned at the time of drawing advance.
There is no provision for refund of the advance amount on account of LTS journeys in
instalments.
e) In the event of an employee changing the date/period of leave in connection with
the journey to be performed under LTS, the advance drawn is to be refunded
forthwith unless the changed date/period of leave makes an employee eligible
to
draw advance in terms of 3(b)as stated above. The same is applicable to
employees in case of non-availability of train reservation.
Employees, not refunding forthwith the entire amount drawn as LTS advance in the
event of not performing the journey owing to change in the date of leave and/or nonavailability of train reservation and thereby becoming ineligible in terms of 3(b)above
to hold the advance amount shall be liable to appropriate disciplinary action for failure
to maintain absolute integrity, acting in a manner prejudicial to the interest of the
company and committing of an act subversive of good conduct and behaviour.
f) If an employee returns the advance in full without availing the LTS for personal
reasons, further advance towards LTS will not be considered and such employees are
required to intimate the intention to avail LTS, as usual and should submit the bills
after availing, for processing and reimbursement.
IX. Reimbursement Entitlement:
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i) the fare actually paid both for onward and return journey;
or
ii) aggregate of A/c II Sleeper railway fare for 2000 Kms. each way (for train other
than Rajdhani) whichever is less.
b) Travel by Rajdhani Express:
Notwithstanding(a) above, if the entire travel is by Rajdhani Express II A/c Sleeper, the
reimbursement shall be on actual basis, provided the distance travelled does not exceed 4000
Kms.
104
Eligible Class
a)
Employees with basic Rail (Other than Rajdhani) I Class/II AC Sleeper
salary of Rs.12365/Rajdhani
Chaircar/3 Tier Sleeper
b) (i) Class III employees Rail (Other than Rajdhani)
with basic salary less than
Rs.12365/(ii) Class IV employees with Rail (Other than Rajdhani)
basic
salary
less
than
Rs.12365/-
Note : Night journey would mean travel of atleast four and a half hours durations
between 9.00 p.m. and 6.00 a.m
105
REIMBURSEMENT ENTITLEMENT :
1.
2.
3.
4.
Note:- Where a Class III & IV employee drawing a basic pay of Rs. 12365/-and above travels
by different Modes or different classes, the maximum reimbursement of actual expenses will
be limited to II A/c fare(other than Rajdhani Express) for the eligible distance, i.e. 2000
Kms.each way.
B. Travel to Home Town:
All employees travelling to Home Town are expected to travel by the shortest route. The
reimbursement shall in such cases be limited to the fare(fare for outward and return journey
combined)by the entitled class by the shortest route. Even if the employee travels by different
modes of travels and different classes, the amount of entitlement shall be the actual amount
spent by him not exceeding to and fro return fare by the shortest route by the entitled class.
If however, the employee travels by longer route to his Home Town it will be necessary to
ascertain the excess distance travelled and deduct from his claim the fare for the excess
distance by the lowest mode/class travelled by him during the entire to and fro journey.
X. Procedure for reimbursement:
1. An employee who proposes to avail of leave travel subsidy should intimate the
authority in prescribed form. Such intimation shall be prior to the date of outward
journey with details of the names of the persons availing of concession and the
proposed date of the outward journey.
2. An employee availing of leave travel subsidy shall submit his claim for reimbursement
within 15 days from the date of completion of the return journey, provided the
Competent Authority may condone the delay in submission of the claim, if he is
satisfied with the reasons.
3. An employee shall alongwith his claim for reimbursement, submit cash receipts or
vouchers or tickets in respect of the fares. The employees shall also give such other
information as may be required by the authority competent to sanction the
reimbursement.
4. The employee may submit the details of ticket numbers and the train by which the
journey has been undertaken. The claims may, therefore, be settled on the basis of
these details furnished by the employees.
5. If the employees do not produce the relevant receipts or vouchers etc., in accordance
with the rules, their claims shall straightaway be rejected.
6. If any doubt is raised about the timing for submission of claims in cases where the
outward journey performed by the employee is jointly with his family but the
employee returns to the headquarters earlier and his family returns on a subsequent
date, in such cases the claims for reimbursement should be submitted by the
employee separately for himself and for his family members within the prescribed
time limit from the date of completion of return journey by the employee and the
106
107
ii) If the employee is fully cleared of the charges of misuse of LTS, he will be allowed to avail
of the LTS withheld earlier as additional set(s) of LTS in future blocks of years but before his
normal date of superannuation. In such a situation, the provision relating to lapsing of LTS
facility not availed of within the next block will not apply.
iii) If, however, the employee is not fully cleared of the charges of misuse of LTS, he shall not
be allowed the next two blocks of LTS in addition to the set(s) of LTS already withheld.
iv) If the nature of the misuse is grave, the Competent Authority may disallow more than two
blocks of LTS, such disallowance will be without prejudice to the punishment for any proved
misconduct in the disciplinary proceedings.
v) Where on two occasions LTS advances drawn are not accounted immediately on
completion of the trip by submission of relevant claim forms with supporting documents/ticket
nos. etc.or refunded immediately on cancellation of the proposed trip, the employees
concerned shall not be eligible for any further advance in future.
XII. Carry Forward of Subsidy
a) Restricted to next block only:
The employee may carry forward the subsidy of any block and avail it during the immediately
next block of two years. Subsidy for such carried forward block shall not be further carried
forward beyond the next block.
b) Availing Subsidy of carried forward block:
i) Travel to hometown:
The employee may avail during the current block the subsidy of the preceding block so carried
forward and may also avail separately the subsidy of the current block any time during the
same block. However, aggregating the subsidy of two blocks and availing the same beyond
the actual distance by the shortest route between the place of posting and the home town
shall not be permissible.
ii) Travel to a place other than home town:
The employee may avail during the current block the subsidy of the preceding block so carried
forward together with the subsidy for the current block in which case the entitled distance
shall be 4000 kms. each way and reimbursement may be made as per travel other than home
town. Alternatively, the employee may avail the subsidy of the carried forward block any time
within the span of two years of the current block; in which case he may avail separately the
subsidy of the current block, any time during the
same block or carry it forward to the next block.
c) LTS for future blocks cannot be availed in advance.
d) When two blocks are clubbed together and availed by the employee, the maximum
entitlement shall be the fare calculated by multiplying the fare for 2000 kms. by 4.
XIII. Travel with family members:
The employee and the members of his family may travel together or separately in not more
than two groups and claim reimbursement accordingly. Claims for not more than two such
groups shall be allowed in respect of any block or for combination of two consecutive blocks.
When one group has availed LTS already, the second group shall avail it before the expiry of
the block year, in which the first group has availed. There cannot be carry forward of subsidy
for the second group alone.
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109
by the Tourist Agency, subject to total reimbursement not exceeding the eligibility of
the employee concerned.
9. Service charges for booking tickets may be allowed only if tickets are booked through
agencies recognised/approved by railways or agency through whom Office books
tickets at a given centre. The reimbursement of service charges may be limited to the
extent the office allows for official bookings.
10. Superfast Charges and Safety surcharges levied by the Railways would be reimbursed
since it forms part of Railway Fare, subject to the condition that the overall actual
expenses including Superfast charges and Safety surcharges fall within the entitled
fare of the employee under LTS rules.
11.
The cost of Tatkal Charges are reimbursable since it forms part of the Railway fare,
subject to the condition that the overall actual expenses including Tatkal charges fall
within the entitled fare limit of the employee under LTS rules.
12.
12. Certain queries have been raised regarding the first LTS block year to Officers promoted
from Class-III:
The following illustrations are provided to clarify the position:a) A Senior Assistant promoted as AO on 1.8.1989, if he has availed of the 1988-89 block of
class -III LTS before his promotion as AO, he shall be eligible for the 1989-90 block of Class-I
LTS from 1.1.90.
b)If the above employee has not availed of the 1988-89 block of Class-Ill LTS before his
promotion as AO he shall be eligible for the 1989-90 block of Class-I LTS immediately on
promotion as AAO.
Please note the employee after promotion as AO is not entitled for any Class-Ill LTS, the
question of carrying forward any unavailed -Class-Ill LTS does not arise.
13. Existing LTS regulations do not prohibit an employee from returning to head quarters stay
there and thereafter continue the LTS tour and in such cases, the LTS will be terminated only
when he joins duty.
14. The concession fare for Physically Handicapped employee as well as the escort may be
reimbursed as per the following rules :
(a) If the above employees undertake the tour by train, the concessional fare as
applicable in railways for Physically/Visually handicapped persons as well as the escort
may be reimbursed as per their entitlement.
(b) If the said employees perform their journey by train by availing the concessional
fare for travel upto 2000 kms. and want to utilise the concessional fare for travelling
longer distance (i.e more than 2000 kms.), the employees cannot be permitted to do
so and the reimbursement will be limited to 2000 kms, each way on concessional fare.
110
111
Permit Copy
Trip Sheet in the prescribed form or Letterhead of the Taxi operator
Petrol / Diesel Bills
The distance travelled and the place of journey to be mentioned by the Travels
Daily Odometer readings and timings of departure and arrival at various destinations
Inter-State permit, if any
No. of persons travelled in the vehicle
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CHAPTER - 14.
EXGRATIA IN LIEU OF BONUS
1) Rate of Exgratia
The exgratia payment for the relevant financial year shall be made at the percentage (of
annual salary drawn by the employee) decided by the Competent Authority.
2) Definition of Salary:
Salary shall mean Basic Salary, Dearness Allowance, Personal Allowance or any other
Allowance shall not count for determining eligibility for calculating the ex-gratia in lieu of
bonus.
3) Eligibility for Ex-Gratia
(a) Employees who have worked for not less than 30 working days during the relevant
financial year (for which exgratia is paid) and have drawn the salary not exceeding Rs.
10,000/- per month during that period shall be eligible for ex-gratia and the maximum salary
for the purpose of calculation of ex-gratia will be Rs.3,500/- per month.
(b) Ex-gratia payment shall be made to all eligible employees including probationers and
those who are on the rolls of the Company during the relevant financial year provided they
had worked for not less than 30 working days and complied with the condition in (a) above.
(c) Employees who have worked during the relevant financial year but resigned subsequently
before the announcement of ex-gratia shall be eligible for ex-gratia payment.
(d) Employees who have worked for a period not less than 30 working days during the
relevant financial year and resigned in the same financial year shall be eligible for ex-gratia
payment only for the period they worked in the Organisation.
(e) Employees who have retired or died during the relevant financial year shall also be eligible
for ex-gratia for the period they worked during the relevant financial year. Ex-gratia amount
relating to employees who have died shall be disbursed to the person to whom the arrears of
salary, leave salary are paid after the death of the employee.
(f) Part time employees who have worked for not less than 30 days in a financial year are also
eligible for ex-gratia payment and it will be calculated on the wages actually paid to them.
(g) Persons who are not subject to service condition of the Company and who work on a
contract basis are not eligible for payment of exgratia.
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(h) While calculating ex-gratia amount deductions have to be made proportionately, if the
employee was on loss of pay or had participated in strike or remained unauthorisedly absent
even though his gross salary was between Rs. 3,500/- and Rs. 10,000/-.
For example, if an employee with salary (for the purpose of Exgratia) between Rs. 3,500/and Rs. 10,000/- had gone on leave on loss of pay for a period of 10 days in a month during
the relevant financial year, the quantum of ex-gratia admissible to him for that month shall be
for 20 days only irrespective of the fact that his salary during that particular month still
exceeded Rs.3,500/-.
(i) If an employee is otherwise dis-entitled to ex-gratia because he was drawing a salary
exceeding Rs. 10,000/- reduction in salary to Rs. 10,000/- or less would not entitle him to
receive ex-gratia payment.
1. For example, if an employee's salary per month was Rs. 10,200/- but received actual
salary of Rs. 9,700/- on account of leave on loss of pay he will not be entitled for exgratia payment.
4) Disqualification for ex-gratia payment:
Such of the employees who are dismissed from the service of the Company for the following
misconducts shall not be entitled to draw exgratia payment:
(i) Fraud
(ii) Riotous or violent behaviour in the premises of the Company.
(iii) Theft, misappropriation or sabotage of any of the properties of the Company.
(iv) Employees who are under suspension shall not be allowed exgratia payment until such
time the domestic enquiry is over. The question of payment of exgratia in this case may be
decided in the light of the orders passed after such domestic enquiry.
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Festival Advance shall be granted only to confirmed employees in the service of the company,
excluding the following:a) Any employee serving outside India
b) Any employee against whom disciplinary proceedings are instituted or contemplated on the
date of disbursement of the advance
c) Any employee who has already drawn a festival advance during the calendar year and
d) Any employee against whom recovery of festival advance drawn previously is outstanding.
Quantum
The festival advance shall be limited as under:-
CATEGORY
QUANTUM
a) Officers
b) Supervisory,
Staff/FTS
&
c) Part-time Sweepers
CHAPTER 16
FLOOD/DROUGHT ADVANCE
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1. Interest free loan shall be granted only to such of those employees who have been directly
and actually affected by flood, cyclone, earthquake, storm, hurricane, drought, etc. and
have suffered loss on account of damage to their immovable properties/movable
properties (consumer durables) like Scooters, Car, Refrigerators, household furniture, etc.
situated at the station of working or at the Home Town of the employee, as already
declared, and only to those who are in a position to substantiate it to the satisfaction of
the Competent Authority.
2. The loan shall be granted only when the areas within the jurisdiction of employees, place
of work or Home town, as the case may be have been declared as areas affected by the
natural calamities by the Central/State Government.
3. No loan shall be granted to employees who have obtained relief/advance/loan from any
Government/Quasi-Government/benevolent body or organisation in respect of the same
loss suffered by them.
4. The application for the interest-free loan shall be accompanied by a Certificate from the
local Municipal Councillor or where there is no Municipality or Corporation, from the Local
Authorities like Tahsildar/Addl. Tahsildar, Block Development Officer, Local Member of
Legislative Assembly or Member of Parliament or from an Officer of GIPSA Companies not
below the rank of AM/Branch Manager (who will issue the Certificate only after due
verification). The Company will have the right to verify the loss by deputing an Officer to
do so. The Certificate so issued by the Authorities should indicate that the Authority is
satisfied that the property affected belongs to the applicant and it has been substantially
affected or damaged by the natural calamity along with a certification as to the
approximate value of the damage suffered by the applicant.
5. In the cases of areas affected by drought, the employee shall be requested to submit
application and certificate to the effect that he/she is facing acute water scarcity in the
locality in which he/she is residing and the loan is required for the purpose of
digging/deepening or sinking of tube wells or installation motor pump in his/her premises
or for meeting the extra cost of procuring water. The company will have the right to verify
by deputing an Officer.
6. The applications for grant of loan should be made to the Competent Authority within three
months of the occurrence of the calamity.
7. The quantum of loan shall be limited to the extent of damage suffered or Rs.15000/(w.e.f 1.9.2009) whichever is less. In cases where loan granted in the past is still
outstanding on the date granting a fresh loan, the quantum of loan in such cases whall be
restricted to an amount less the amount outstanding in respect of earlier loans. All
confirmed employees of the Company irrespective of salary limits and the class to which
they belong shall be eligible for advance in respect of losses suffered by them.
8. For regular part-time employees, the quantum of loan shall be limited to the following
amounts calculated on pro-rata basis;
Those with Four hours of work per day can get advance upto Rs.2500/Those with Three hours of work per day can get advance upto Rs.1875/Those with Two hours of work per day can get advance upto Rs.1250/-
116
9. The loan granted will be interest-free and shall be recovered in 25 equal monthly
instalments, the first instalment being recovered from the salary for the fourth month from
the month in which the loan is granted. For example, if the advance is granted in the
month of January, recovery would start from the salary for the month of April.
10. The onus of proving the extent of loss or damage to the employee's property caused by
natural calamity would lie on the employee claiming for the loan and does not lie on the
Company. The employee is required to furnish necessary documents/certificates from the
officials specified by the Company in this respect.
11. The Competent Authority to sanction the loan shall be the Regional-in-charge for the
employees of the Region concerned and for Head Office employees, it shall be the General
Manager/Dy. General Manager in-charge of Personnel Department at Head Office. In the
event of delay in producing the certificates of proof to satisfy the conditions referred to
above, the Competent Authority may order grant of an interim advance of Rs.2,500/- or
Rs.1,500/- or less (depending upon the amount of actual loss) to the employee on the
basis of the declaration made by him to the effect that his property has been damaged by
floods. In such an event, the employee should give an undertaking to the effect that he
would produce all the requisite documents and comply with the requirements within one
month of the receipt of interim advance and failure to satisfy the requirements within this
period would result in the recovery of the entire interim advance granted to him in one
lumpsum from his salary. It is imperative that every specific event of natural calamities
requires approval of CMD. Based on the general sanction by the Competent Authority on
the basis of particular Taluk/District or State being declared as affected by any of the
natural calamities covered by the provision, loans to the individual employee posted within
the areas affected by the natural calamity may be disbursed by the Divisional-in-charge
after scrupulously following the guidelines given above. In case the employee's application
for interest free loan is in respect of loss suffered by him on account of damage to the
property situated at his/her hometown, such application should be forwarded to Regional
Office and the Regional-in-charge alone is the Competent Authority to sanction interest
free loan as per the above provisions, in individual cases of such nature.
The advance disbursing authorities shall before sanctioning the advance, take all reasonable
measures to ensure that the benefits of the Advance is confined to be availed by only
those employees who have genuinely suffered from the calamity for which the advance is
sanctioned.
12. After the applications for grant of loan from employees are processed, a statement of
loans paid indicating the number of employees who are availed of the loan and the total
amount disbursed as flood loan should be sent to Head Office.
13. No loan shall be granted to the employees appointed on contract basis or work-wage basis
or working outside India or employees under suspension.
14. There is no provision for grant of Interest Free loan to employees affected by landslide.
CHAPTER 17.
HOUSING LOAN SCHEME
I. FUNDS :
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(a)
A fund created during the year 1975 by setting apart for this purpose an amount
equal to 2% of net premium income of the company in India in the year 1974.
(b)
1% of the previous year's net premium income of the Corporation/Company in India
shall be added to the fund created as in (a) above from the year 1976 onwards. The additions
shall be done as on 1st July every year for distribution during the succeeding period e.g.,
additions as on 1st July 1976 on the basis of premium income for the year 1975 for
disbursement during the period from 01.07.1976 to 30.06.1977 and so on. The additions
shall be at 1.5% for the year 1988-89 and at 2% for the years 1989-90 and 1990-91. The
additions from the year 1991-92 shall continue to be at 2% of the previous year's net
premium income in India.
Amount received by way of re-payment of loans of which only the principal shall be
added to the fund.
(d) Of the total funds so credited, the apportionment for the various categories of employees
shall be as under:
COMPANY
(i)
AO/AM/Dy. Mgr./Manager/Chief 35% of the fund
Manager/DGM/GM & above
(ii) Dev. Officer Gr. II & Gr. I
(iii)Sub-staff/Assistant/RC/ Sr.Asst./
Stenographer
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th of a year
3/8th of a year
of a year
5/8th of a year
3/4th of a year
7/8 of a year
2 A. SECOND LOAN
Second Loan at the normal rate of interest is available for the purpose of meeting the cost
of:(i) Construction of additional room for the use of the family of the employee, not being a self
contained room.
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(ii) Construction of garage, stair case, compound walls, overhead tanks, sump, pumps, wells
and bore wells.
The facility of Second Loan will be available not more than twice during the entire service
tenure of the employee.
As regards the quantum of Second Loan available to an employee for the aforesaid purposes,
the same may be determined by taking into account his/her current cadre eligibility for
Scheme Loan minus the Scheme Loan already sanctioned to him/her but not exceeding the
actual costs of the aforesaid items. In no case, the Scheme Loan sanctioned earlier and the
Second Loan to be sanctioned subsequently together shall exceed his/her current cadre
eligibility for the Scheme Loan.
3. SCHEME LOAN LIMITS
(a)
Cadre limit of loan hereinafter called Scheme Loan & Supplementary Loan.
Cadre
Scheme Loan
(Rs.)
Supplementary
Loan (Rs.)
TOTAL
(Rs.)
FTS/Sub-staff
1,75,000
2,25,000
4,00,000
Record Clerk
2,25,000
2,75,000
5,00,000
Assistant/Sr. Assistant/
Stenographer/Supdt.
2,75,000
3,25,000
6,00,000
2,75,000
3,25,000
6,00,000
2,75,000
3,75,000
6,50,000
Scale I & II
3,25,000
3,75,000
7,00,000
Scale III
3,65,000
4,35,000
8,00,000
Scale IV & V
4,00,000
4,50,000
8,50,000
DGM
4,00,000
5,00,000
9,00,000
GM & above
4,00,000
6,00,000
10,00,000
The Scheme Loan and the Supplementary Loan taken together should not exceed the cost of
the house/flat/apartment.
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121
when the accommodation has been certified by an approved Architect as suffering from
structural defects, the employee may be permitted to dispose of the existing
accommodation and utilise the sale proceeds for purchase of a new house/flat/apartment.
The loan amount will be the current cadre eligibility as in the case of Second loan available
since October, 1994 provided under para 2A of Housing Loan Scheme may be granted i.e.,
the quantum of loan eligibility for transfer of loan cases as per Para 5C of the Scheme also
would be determined by considering the employee's current cadre eligibility of loan minus the
previous loan sanctioned in addition to the existing outstanding loan deposited with the
Corporation/Company (excluding interest subject of course to the limitation of the cost of the
proposed new dwelling unit/house to be purchased/constructed.
The Transfer of Loan along with current cadre eligibility and/or Second Loan as per 2A of the
Housing Loan Scheme, can be allowed only 2 times in a career. That is 'Transfer of Loan'
along with current cadre eligibility and/or 'Second Loan' if already availed earlier will have to
be taken into account, while granting the same second time, and subsequently the said
employee will not be eligible for any more loan. The entire formality of transfer of loan to
new property under Clause-V(c) of Housing Loan Scheme should be completed within 6
months from the date of sale of the existing property. For detailed instructions of transfer of
loan, refer Circular No.HO:HL:566:99 dated 10.03.1999.
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The prime security to be taken from an employee for granting of loan under
clause 2(a)(v) shall be:
(i) Registration of flat/house in the joint names
of the employee and
Corporation/Company in the Co-operative Housing Society.
(ii) Where joint registration is not available, then recognition of the charge of the
Corporation/Company on the flat in the Co-operative Housing Society. However, in
either of the above cases, the employee will be required to deposit with the
Corporation/Company share certificate/s letter of allotment, money receipt, etc.
EXPLANATION
In case the Society is under registration, the Company may at its discretion, accept a suitable
undertaking and documentation as it may deem fit to secure the interest of the Company
before the Society is registered and the above documents are secured.
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(d) The prime security to be obtained for granting of loan under clause 2(a)(vi) shall be:
(i)
The loan should be secured by way of first legal Mortgage of the land and
building of the Society as a principal security in favour of the Corporation/Company
whose employees are in majority.
(ii)
Confirmation of charge in favour of the Corporation/Company concerned on
the individual flat of the employee of that Corporation/Company to be taken from
the Society.
(dd)
Where an employee has availed of a loan under the Housing Loan Scheme
together with the GIC Housing Finance Ltd. (GICHFL) for purchasing land and/or
purchasing/constructing house/flat/apartment under the Scheme, on the prime security
lodged by the employee, a pari passu charge may be created jointly in the name of the
corporation/Company and the GICHFL.
Further second mortgage can be created only in favour of financial institutions
mentioned below on the property on which charge has already been created in favour of the
Company, provided company's security by way of first charge is not affected in any manner:i) Banks
ii) LIC
iii) HDFC
iv) Financial Corporations set up by the Central/State Govt. which provides loan
for construction of House.
Further, second charge in favour of Banks/Financial Institutions on the property on which
specific charge in favour of the Company is already created, can be created for providing
educational loans to employees, provided the company's security by way of first charge is not
affected in any way.
(e)
Besides the prime security, the Corporation/Company should take the
following securities:
(i) Assignment of Life Insurance Policy under Mortgage Redemption or Endowment
Plan maturing on or before the date of retirement in favour of
Corporation/Company.
The amount of policy under Mortgage Redemption,
Endowment Plan should be 100% of the amount arrived at after giving credit to the
full balance of the Provident Fund (i.e., Employee plus Employer's contribution, if
any), with interest standing to the credit of the account of the employee as on 31 st
March of the previous year and amount of Gratuity payable to the employee as on
the date of loan application. However, if any, employee wants to avail the facility
of the payment of interest only as provided under Clause 13(b) and , then the
employee can be allowed the option to assign in favour of the
Corporation/Company, Life Insurance Policy of the full amount of the loan under
Endowment Plan maturing on or before the date of superannuation.
(ii) The employee should also give irrevocable letter of authority in favour of the
Trustees of the Provident Fund confirmed by the nominee/s authorising the
Corporation/Company to adjust the entire credit balance with interest towards the
balance of the housing loan amount remaining unpaid together with the interest,
cost charges and expenses, if any.
(iii)
An irrevocable letter in favour of the Corporation/Company confirmed by the
nominee/s aurhorising the Corporation/Company to adjust the entire amount
payable as Gratuity towards the balance of the housing loan amount remaining
unpaid together with the interest, cost, charges and expenses, if any.
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The amounts payable to the authorities concerned be recovered from the employees
concerned in monthly instalments from the date of the possession of the premises or one year
from the date of the disbursement of the first instalment.
(d) The initial deposit for registration of flats under the Self-financing Scheme be borne by the
employees and not by the Corporation/Company.
8. RATE OF INTEREST:
(i) The interest will be 5.00% per annum Simple Interest on reducing balances for Scheme
Loan.
(ii) In case the Flat/House/Apartment or any part of house is rented out by the employee
posted at the same station where the subject property is situated, the rate of interest shall
be 2.5% over and above thereof interest of Scheme Loan. No additional/penal interest is
to be charged if the Employee Beneficiary is posted away from the centre where the
property is situated. No additional/penal interest is to be charged if the E.B falls under the
category of Entitled Officers irrespective of the location vis-a-vis place of posting.
(iii)
4.5% per annum simple interest on reducing balance in case of Co-operative Housing
Societies formed with 90% membership of employees from the General Insurance
Industry.
EXPLANATION
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(i) Amount of interest calculated on reducing balance as per this clause together with interest
upto the date of commencement of recovery of instalments of Scheme Loan shall be
recovered along with the loan instalments in equal monthly instalments which shall be
calculated by dividing the total amount of interest recoverable as above by the number of
monthly instalments in which the loan is to be recovered.
(ii) When the rate of interest is increased to 7.5% per annum under clause 8(ii), additional
recovery of interest shall be made every month at the rate of 2.5% per annum or 3% per
annum as the case may be, on the amount of outstanding loan for the period during
which the house is rented out.
(iii)
Where the loan is to be terminated by payment of outstanding loan in lump sum
before the stipulated period, interest payable with such lump sum shall be the amount of
interest calculated at the appropriate rate for the period of the loan on reducing balances
less the amount of interest already recovered in instalments.
(iv)
Interest shall be calculated for the month in which loan is disbursed either wholly or
partly, from the 1st day of the month irrespective of the date of disbursement of the loan.
9. a) No
employee
shall
alienate
his/her
house/flat/apartment
purchased/constructed/renovated with the help of the loan taken from the Company,
except to another permanent employee of the Company on such terms and conditions and
price as the Company may at its sole discretion decide upon. This, however, would not
prejudice the right of the employee on his/her retirement or of his/her heirs after his/her
death to sell the property subject to the loan having been fully repaid before such sale (or
the sale proceeds are first adjusted towards the repayment of the balance, if any, of the
loan account).
b) If no employee of the Company is willing to purchase the house/flat/apartment even
on terms which are considered to be reasonable then the employee may be given
permission for the sale of house/flat/apartment to an outsider provided the employee
undertakes to repay his/her outstanding loan in full with interest and other dues.
c) No employee shall let out a house constructed with the assistance of loan under this
Scheme as long as the employee is posted at the same station where he/she has
constructed the house or purchased a flat. In exceptional circumstances, however, the
Company may permit the letting out of the house/flat/apartment even though the
employee is posted at the same station provided the Company is satisfied of the
genuineness of the reasons.
10.
The employee will during the terms of the loan keep the house/flat/apartment
properly and adequately insured against the risks of fire,riot, earthquake and shall maintain it
in good state of repairs for this purpose the employee shall permit any authorised Officer of
the Company to inspect the property on behalf of the Company at all reasonable times.
11. All expenses such as valuation, legal charges, Architect's fee for supervision shall be borne
by the borrower employee.
12. (a) The processing of the loan application, scrutinizing of the title deeds and the
securities to be obtained from the employees may be completed by the Company as early
as possible to enable the employee to submit an application for disbursement of the first
instalment of the loan.
(b) The employee-borrower shall avail of the full amount of the loan sanctioned within a
period of one year from the date of disbursement of the first instalment. However, the
Company may allow the employee to avail of the full amount of the loan beyond the period
of one year from the date of disbursement of the first instalment if the
Corporation/Company is satisfied as to the genuineness of the reasons given by the
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13.
LOAN REPAYMENT:
a)
The loan should be repaid in equal monthly instalments spread over the balance
period of service or 30 years whichever is less. In case where the full amount of the loan is
disbursed within one year from the date of the disbursement of the first instalment, then the
recovery shall commence one year after completion of the disbursement of the final
instalment of Scheme Loan. If, however, disbursement of the full loan amount is not
completed within a period of one year from the date of the disbursement of the first
instalment of the loan, then the recovery of the monthly instalment shall commence two years
after the date of the disbursement of the first instalment or one year after taking possession
whichever is earlier.
b)
An employee with balance period of service of less than 30 years may be given the
choice of having the loan repayment worked out on 30 years basis and the repayment of the
same be made in instalments in the balance period of service provided that the balance of
Provident Fund and Gratuity amounts to which the employee is entitled on his/her retirement
will be adequate to cover the balance of loan.
Provided, however, where an employee assigns an Endowment Life Insurance Policy maturing
on or before the normal date of retirement, then the amount of instalment payable shall be
calculated on the amount of the loan reduced by the amount of the Endowment Life
Insurance Policy assigned, provided where an employee assigns an Endowment Life Insurance
Policy maturing on or before the normal date of retirement for the full amount of the loan,
then, only the interest will be recovered on the loan amount during the balance period of the
service.
c) Where the employee has balance period of service of 15 years or less, there will be no
repayment of the loan in instalments provided the employee gives an Endowment Life
Insurance Policy maturing at the time of his/her retirement for the full amount of the loan
or ensure to keep sufficient balance in his/her Provident Fund account and the amount of
accrued Gratuity is sufficient to meet his/her liability of the loan amount. Only interest will
be payable on the loan amount during the balance period of service.
cc) The entire Supplementary Loan shall be repaid in equated monthly installments during the
balance period of service of the employee. The recovery of the Supplementary Loan will
commence from the month immediately following the month in which such loan or part
thereof is disbursed, on the amount of loan actually disbursed. The repayment options
under this clause will not be available in respect of the Supplementary Loan.
d) The installments for repayment of the loan and the interest will be recovered by deduction
from the monthly pay of the employee. In case of cessation of service of an employee for
whatever reason, the outstanding loan amount will become payable immediately on such
cessation and the Company will have the right to recover the balance of loan in full with
interest from the security offered including the balance amount standing to the credit of
the Provident Fund, Gratuity of the employee.
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e)
The employee shall give an irrevocable authority to the Company to deduct the
monthly installment from his/her salary every month along with interest, cost, charges,
expenses, arrears of Society outstanding, LIC premia, Government and Local Body Taxes,
dues and recoveries, etc., that the Company may have to bear to continue to hold good and
adequate security offered for the loan.
f)
The monthly installment in repayment of the aggregate of Scheme Loan and
Supplementary Loan should not exceed 45% of the employee's gross monthly emoluments
(gross monthly emoluments will include Basic Pay + D.A. + Other Allowances + Pro-rata
Bonus at current rate).
14. Loan for the purposes enumerated in Clause 2 will be available to
of properties situated anywhere in India.
15.
employee in respect
MISCELLANEOUS PROVISIONS:
1. It is permissible under the Scheme to grant an aggregate housing loan to husband
and wife working in the Industry subject to separate and adequate securities as per
provisions of Clause 7 of the Scheme.
2. The loan is admissible to an employee who has built a house on a plot of land
purchased by him/her.
(i) before the housing scheme was sanctioned if the construction of the building has
started after the loan application has been made and was under consideration and
also if the construction was over during the period loan application was under
consideration;
(ii) is to provide finance for the building of the house and not the plot which was
purchased long back (before six months).
3. Since the Scheme cannot visualize all possible combination of requirement of each
employee seeking loan and corresponding security to be taken, the CMD or any
person duly authorised by CMD concerned may use their discretion and make
suitable modification consistent with the overall scheme and adequacy of security.
4. Where the flat/apartment/house is built by or with the assistance of Statutory, Public
Authorities, Private Financial Institutions, the security may be suitably modified to
accommodate their prior charge upon the entire land and building after securing 2 nd
Mortgage and/or necessary recognition of GIC/Company's charge/lien on that part of
the flat/house/apartment and the proportionate right to the land.
5. The Company shall not be bound to grant additional loans due to escalation of cost
of construction or for any reason, whatsoever. However, where an employee has not
utilised full quantum of the loan to which he is eligible, he may be allowed additional
loan due to escalation of cost of construction to the extent of his/her eligibility.
6. Since the housing loan fund is subject to a ceiling, the loans under the Scheme shall
be granted on first come first served basis. If the funds available are exhausted, the
remainder of the applicants shall be listed in the order in which their applications are
received and their applications shall be considered as and when sufficient amount is
available for payment of loan. The sanction of the loan as also the quantum of loan
will be at the sole discretion of the CMD or any person duly authorised by CMD who
will be guided among other things, by the size of the house/flat/apartment the need
of the employee, his/her all other means of income, his/her seniority, the valuation
of the property and security offered.
7. The Chairman of the Corporation will lay down eligibility period for sanction of loan
to members of the Development Staff keeping in view of the provisions of General
Insurance (Rationalisation of Pay Scales and other conditions of Service of
Development Staff) Scheme, 1976 as prevalent from time to time.
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CHAPTER 18
VEHICLE LOAN
Loans for purchase of two wheelers, whether under this Scheme or any other Scheme will be
given once in seven years and not more than two during the entire service of an office
2. Permissible amount of loan
Loan for purchase of four wheelers shall be full purchase price of subject to a maximum of
Rs,250000(w.e.f .1.4.98) and for two wheelers full purchase price of subject to a maximum of
Rs.50,OOOI- (w.e.f. 1.4.98)
Loan, for purchase of second hand car can be allowed provided such car is not more than 5
years old in case of Premier Padmini and not more than 3 years old in case of Hindustan
Ambassador and Maruti model.
The loan will be granted up to the values of the second hand car of
different models as indicated hereunder:
-------------------------------------------------------------------------------------------------------------------------------------130
Age of Car
One Year
Four Years
Max. 5 Years
Rs.
Rs
Rs
Rs
Rs
-------------------------------------------------------------------------1. Premier
Padmini
1,50,000
1,30,000
1,10,000
1,00,000
90,000/2. Maruti (various
Non-AC /
models) ,
a) Standard 1,60,000 . 1,55,000
1,30,000
b) Omni
1,50,000
1,35,000
1,20,000
c) Gypsy
1,75,000
1,45,000
1,30,000
3. Hindustan Motors
Ambassador 1,30,000 1,20,000
90,000
It is to be added that the values as given above are applicable to the vehicles which are
maintained in condition. Obviously, therefore, the loans to be granted would be limited to the
agreed purchase value or the actual valuation of the concerned vehicle preferably by
Automobile Engineer or an Officer conversant with Motor Car valuation or the values
indicated above whichever is less. The values indicated above will continue to be applicable
until further instructions. .
Deputy Managers and Managers on administrative side :maybe allowed to purchase diesel
version of vehicles. In any case, the loan a:mount will be restricted to maximum of
Rs.2,50,000/-. The additional cost of vehicle and the difference in insurance premium will be
borne by the Officer concerned.
Eligible Officers, who are willing to bear the difference between the cost of Non-A/C and
AlC models may be allowed to purchase the AlC model cars of approved .make. However, the
loan will be restricted to the price of Non-Ale approved model of car.
3. Rate of Interest.
Interest on the loan shall be charged at the rate of 5% per annum.
4. Repayment of Loan.
(a) Repayment of the principal amount of the loan and interest shall be in 120 equal monthly
instalments in case of four wheelers, in 'case ofnew cars and 84 equal :monthly instalments in
case of second hand cars and in 60 equal monthly instalments in case of two wheelers.
(b) Recovery of monthly instalment shall be made from the salary of the concerned officer
commencing from the month following the month in which the loan is disbursed. In the event
of suspension, the monthly instalment of repayment will be deducted from the subsistence
allowance of the concerned officer.
131
(c) In the event of cessation. of service of the concerned officer due to retirement, resignation,
death or for any other reason before the loan with interest has been fully repaid by him, the
full outstanding loan with interest .shall be deducted from his terminal dues. Any balance
remaining unadjusted from such dues shall be payable by the Officers or his heirs and
successors failing which the vehicle shall be surrendered to the Company.
(d) The officer taking the loan shall execute the Hypothecation Deed on an. appropriate nonjudicial stamp paper and also furnish a Declaration in forms prescribed by the Company.
5. Registration Charges, Octroi Duty and. Taxes.
These will be borne by the Officers concerned.
6. Insurance Premium.
The cost of insurance premium for providing Comprehensive cover (which including
unlimited Third -Party property damage cover) shall be borne by the Company.
7. Expenses on running, maintenance etc.
No expenses on running, maintenance, repairs etc., shall be borne by the Company, nor any
conveyance allowance or advance for repairs etc., shall be-paid to the officer concerned.
8. Effective date
The Scheme is effective from April 1-1989.
9. Funds
(a) For the purpose of providing funds for granting loans for a particular Financial Year under
this Scheme, the Company will earmark an amount equivalent to 0.5 % of its Audited Net
Premium Income as at the end of 31st March of the preceding year, of which 80% will be for
grant of two wheeler loans to officers and 20% for grant of loans to officers for four wheelers.
The amounts thus earmarked will be allocated to Regional Offices and Head Office of the
Company in the same proportion as the number of Officers of the two eligible categories i.e.
AOs/AMs and Deputy Managers/ Managers under each office bears to the total number' of
such officers in the Company on. 31st March of the preceding year.
(b) Loans granted under this Scheme will be accounted for under a separate head "Vehicle
Loans to non-entitled .Officers".
(c) Subject to availability of funds allocated to Head Office and each Regional Office for the
two eligible categories, loans will be sanctioned on "first come first served" basis.
(d) Monthly recoveries on account of the principal amount of the loan shall be credited to the
account head mentioned in (b) above.
132
(e) Applications pending at the end of the financial year for want of funds shall be carried over
to the next financial year. Similarly, the total un utilized balance of funds with the
Company/Corporation, if. any, at the end of the year shall be carried over to next year (April
to March) as to ensure that the total funds available for the year are equivalent to 0.5% of the
Audited Net Premium as at the end of March in each year. The same process will be repeated
year after year and the position would be reviewed after 5 years of the date of commencement.
of the Scheme.
10. Sanctioning Authority:
Loan for purchase of four wheelers shall be sanctioned by CMD or jointly by two General
Managers nominated by him/jointly by two General Managers nominated by him,as the case
may be.
In respect of two wheelers, loan shall be sanctioned to Officers under a Regional Office by the
Regional Manager and to those in the Head Office by the Deputy General Manager/General
Manager in charge of Admn./P.ersonnel Department who will maintain proper records of
receipt and disposal of applications and amount left unutilised at the end of the year in their
respective offices. Necessary monetary arrangements will be -made at each Head Office of the
Companyto determine the contribution to be made for each successive year.
11. Treatment on promotion/transfer .
(a) If an AM who is granted loan for two wheeler under the above Scheme gets promoted as
Deputy Manager. to the administrative side and is desirous of availing loan for four wheeler,
the same can be granted to him only after the existing loan for two wheeler is repaid in full.
In any event a loan for four wheeler shall not be granted until at least twelve clear months
have elapsed since the disbursement of the earlier loan for two wheeler.
(b) If an AO/AM having availed loan for two wheeler under this scheme is posted as in charge
of a Branch or is posted as in charge of a Divisional Office, and becomes entitled to
Conveyance Facility under the relevant scheme, he may continue the existing loan and utilise
the same two wheelers or may apply for loan for a four wheeler after repaying the entire
outstanding loan for two wheeler and avail of all the benefits admissible under the relevant
Scheme.
In any event, a loan for four wheeler shall not be granted until at least twelve clear months
have elapsed since the disbursement of the earlier loan for two wheeler.
Cases of Deputy Manager or Manager having availed loan under these instructions
and having been posted in charge of RNTB may also be treated on the lines indicated in (b)
above.
(c)
(d) When an Officer who has availed of four wheeler loan becomes entitled to conveyance
loan facility,he may be given the option to dispose of the loan vehicle and repay the full
proceeds of the loan vehicle immediately and repay the full outstanding loan to the Company
as also the Insurance and Taxes borne by the Company for the balance period. Having closed
the account,the Officer then can claim release of conveyance facilities in the normal course"
(e) If an Manager/Deputy Manager having availed loan for four wheelers under this Scheme is
posted as in charge of Divisional Office and becomes eligible for conveyance facility under
the relevant Scheme, may continue to use the same vehicle. Interest to be charged on this
existing loan shall, in that event be recalculated up to the date of his transfer and recovered on
the stipulated monthly instalments and the Officer will become entitled to all benefits under
the relevant scheme from the said date. Depreciation allowance will be calculated on the basis
133
of outstanding amount of principal on such cut-off date and the number of months in which
the loan remains to be repaid.
(f) When an entitled officer becomes non-entitled due to job rotation, he may be given the
option to continue the vehicle loan, or sell off the vehicle and terminate the to an arrangement
treating that loan arrangement as first loan. Thereafter, if he once again becomes entitled to
conveyance facility, he can be given a second loan and exhaust his service entitlement. The
above modifications will be given effect to prospectively.
(g) If an Manager or Deputy Manager having availed loan for four wheeler is promoted as
Manager, the same treatment as:.outlined in (d) and (e) above may be given.
Prior to reimbursing the insurance premium to the officers/ employees, we must ensure the
following:
1~ Whether form 31 is submitted.
2) Hypothecation agreement is executed.
3) Whether hypothecation endorsement noting the Company's interest incorporated in the RC
book.
4) Whether employee concerned has submitted copy of insurance policy to the office.
In the absence of the above, we need not consider -reimbursement of insurance premium. As
there is a-repeated Internal Audit Department Audit Para, we have to ensure strict compliance
of the provisions.
5. Repayment of Loan
a) Repayment of the principal amount of the loan and interest thereon shall be in 60
equal monthly instalments.
b) Recovery of monthly instalment shall be made from the salary of the concerned
employee commencing from the month following the month in which the loan is
disbursed. In the event of suspension, the monthly instalment of repayment will be
deducted from the subsistence allowance of the concerned employee.
134
CHAPTER - 19
RESIDENTIAL ACCOMMODATION
The types of accommodations that are provided are :
(a) Company owned accommodation
(b) Company leased accommodation
(c) Accommodation on personal lease
Company Lease:
135
The lease is between the landlord and the company and hence the company would pay the
rentals monthly. Deposit is allowed.
Personal lease:
No deposit is payable by the company and the rent is reimbursed based on production of
rental receipt monthly. Authority to approve the same vests with Head Office.
There are two categories of Officers:
1. ENTITLED :
RMs/Chief Managers and above are entitled for company owned/leased residential
accommodation. Divisional Managers, full time faculty members are also entitled for housing
accommodation under service conditions. These officers are eligible for company's flats, in
spite of the fact that they own a house under housing loan Scheme of the Company at the
place of posting.
2. ELIGIBLE :
(a) All transferred Officers, provided they do not own house acquired under company's
housing loan at the place of posting.
(b) Direct Recruit Officers posted outside home town and on probation.
(c) Class III/II employees promoted to Class I and transferred from one
centre to another on promotion after 15.10.1992.
The rental eligibility of officers w.e.f. 11.02.2009 is as follows:
CADRE
METROS
Rs.
'A'
'B'
'C'
Rs.
Rs.
Rs.
7500
4,500
3,300
Branch Manager
10,500
8,000
4,750
3,500
9,000
5,300
4,200
SDM
13,000
9,500
5,750
4,750
Scale V
13,000
9,500
5,750
4,750
Scale VI
Scale VII
(* to be decided by the CMD upto 125% of the limit for Scale V Officers for the
respective class of city on case to case basis, till new limits are finalised by GIPSA)
Note:
136
METROS
'A'
6,000
'B'
4,000
'C'
3,000
2,500
CADRE
REVISED LIMIT
Sr. Asst./Steno
2,270
1,815
Sub-staff
1,360
CADRE
METROS
'A'
'B'
'C'
Rs.
Rs.
Rs.
Rs.
Sr.Asst./Steno
6,000
4,000
3,000
2,500
Assistant
4,130
2,765
2,060
1,610
RC
3,300
2,215
1,615
1,210
Sub-staff
2,500
1,660
1,160
930
All the above employees are eligible for company's accommodation only in case they do not
have house under Housing Loan Scheme of the company at the place of posting.
DEPOSIT:
Upto 3 months rent the authority rests with Regional Chief, whereas over 3 months and upto
6 months, the authority vests with Head Office.
RETENTION OF ACCOMMODATION:
Retention on Transfer :
137
138
CHAPTER - 20
LUMPSUM PAYMENT FOR DOMICILLIARY TREATMENT TO CLASS I OFFICERS
Lumpsum payment towards domicilliary medical benefit to Officers has been revised as per
General Insurance (Rationalisation of Pay Scales and other Conditions of Service of Officers )
Amendment, Scheme, 2010.
Administrative instructions are given below for reimbursement of the same.
1) Officers who are confirmed in service as on 1st January of the year will be eligible for
revised annual lumpsum domicilliary medical benefit.
2) If an Officer is confirmed in service during the year, the concerned Officer will be eligible
for the lumpsum payment towards domicilliary medical benefits for the year of
139
confirmation only after confirmation, on pro-rata basis for the period of service put in by
him from the date of appointment to the end of the year, in terms of (1) above.
3) Officers who are promoted from Class III cadre and from the Development Officers cadre
will be eligible for the lumpsum payment as applicable to Officers on a pro-rata basis from
the first day of the month following the date of their promotion. Similarly, recovery on prorata basis may also be made from the lumpsum amount paid to the concerned employee
for the period prior to the promotion as Officer. Officers who retire/die in service during
the calender year commencing from Jan 2010 are eligible for full amount subject to
declaration by the officer/nominee. The payment may be made alongwith the terminal
benefits.
4) The amount of lumpsum payment towards domicilliary medical benefits will be admissible
as per the category of Officers as on 1st January every year as given hereunder :
i.
ii.
Rs.8,000/Rs.12,000/-
5) The revised annual lumpsum payment towards domicilliary medical benefits may be
paid to Officers in the month of December every year, subject to submission of a self
declaration by the Officer to the effect that the medical expenditure incurred for
self/dependents during the relevant year is not less than the annual limit of lumpsum
domicilliary medical benefit prescribed for the concerned officer. Necessary specimen
declaration form to be submitted by the Officers is enclosed, as Annexure-I.
Lumpsum payment can be made separately where both the spouse are employed either with
the same Company or other GIPSA member companies either both as Officers or one as
Officer and the other as Class III employee.
CHAPTER 21
MEDICAL BENEFIT SCHEME FOR CLERICAL AND SUBORDINATE STAFF LUMPSUM
PAYMENT (FOR DOMICILIARY TREATMENT)
1. The Clerical and Subordinate Staff will be eligible to get a lump-sum payment for
domiciliary treatment at the following rates
a) Employees shall be paid Rs.4000/- per annum (w.e.f 1.1.2010) in Clerical and Subordinate
cadres, irrespective of their length of service.
b)The lumpsum payment is to be made only to the employees who have been confirmed in
service. The service period will however, be reckoned from the date of appointment.
c) The relevant year for the purpose of the above payment is July -June.
2. If an employee is confirmed in service in the middle of the year as mentioned above,
he/she will be eligible for the lumpsum payment on pro-rata basis, for the period of service
put in by him/her from the date of appointment to the end of the relevant year i.e., July June. The amount shall be released only after confirmation.
140
CHAPTER 22
GROUP MEDICLAIM POLICY
The Revised Mediclaim Insurance Policy has been made operative to the employees with effect from
1st April, 2002.
I. The Salient features of the Revised Group Mediclaim Policy are as follows:
(1) Categorisation : The benefits (Sum Insured) under the Revised Group Mediclaim Policy
has been categorised with effect from 01.04 2001 as follows:
Basic Salary
1,10,000/-
1,00,000/-
70,000/-
141
date i.e.,
(d) Waiting period would not apply for increasing the Sum Insured and settlement of claim.
1. Domiciliary Hospitalisation Limit:
benefit and is limited to the maximum of Rs. 70,000/-. If an employee has opted for a sum
insured of Rs.2,00,000/- and has claimed Maternity Expenses of Rs.7,000/- balance Sum
Insured of Rs. 1,30,000/- can be utilised for claiming Hospitalisation expenses.
3. Sub-limits :
existing policy would no longer apply to the revised policy and the maximum amount of claim
would be limited to the entitled sum insured or the higher Sum Insured opted by the
employee subject to maximum of Rs.5,00,000/- per person.
4. Premium : The premium rate escalates with every block of Rs.5,000/and varies with the age of the person, i.e., older the person, higher the
premium rate. The Premium Schedule for our employees is annexed
herewith. The premium sharing would continue as per the existing
142
Class I
Class III & IV
For opting a higher Sum Insured the employee should bear, the entire
difference in premium between the entitled Sum Insured and higher Sum Insured. To
cover additional children and dependent/parents-in-law there could be no sharing of
premium by the Company and the entire premium should be borne by the employee.
a) Each employee should submit a proposal form containing the details of persons to be
insured over which the premium calculations would be made.
b) Annual Premium shall be determined in respect of each employee and eligible
dependent on the basis of Sum Insured.
c) Annual Premium per person will be multiplied by number of persons to be covered.
d) Employees will be allowed IT exemption for the premium paid under Section 80-D of
the Income-tax Act.
5. Service Tax : Service Tax as applicable is charged on the net premium and it should be
borne by the employee.
Insured beyond 80 years : There will be no reduction in the benefit (i.e., sum insured) in
the Revised Group Mediclaim Policy for the dependent parents and also the retired
employees of 80 years and above as the rating structure is linked to the age. Further,
when such insured persons cross the age of 80, the rating would be the same as for the
slab 76-80 years.
II. Scope of the Policy :
1. The Policy covers reimbursement of Hospitalisation and/or Domiciliary Hospitalisation
Expenses for illness/disease contracted or injury sustained by the Insured Person.
143
2. In the event of any claim becoming admissible under Policy, the Company will pay to
the Insured Person the amount of such expenses as would fall under different heads
mentioned below as are reasonably and necessarily incurred in respect thereof any
where in India by or on behalf of such Insured Person, but not exceeding Sum
Insured for that person as stated in the Schedule in any one Period of Insurance.
III. Other terms and conditions :
A. DEFINITIONS :
1. Hospital / Nursing Home means any institution in India established for care and
treatment of sickness and injuries which
(a) has been registered either as a Hospital or Nursing Home with the
local authorities and is under the supervision of a registered and
qualified Medical Practitioner.
(or)
(b) Should comply with minimum criteria as under:
i)
ii) Fully equipped Operation Theatre of its own wherever surgical operations are carried
out.
iii) Fully qualified nursing staff under its employment round the clock.
iv)
v) Shall not include an establishment which is a place of rest, a place for the aged, a
place for drug-addicts or place of alcoholics, a hotel or a similar place
Note: In Class 'C towns the number of beds be reduced to 10.
2. Surgical Operation' means manual and/or operative procedures for correction of
deformities and defects, repair of injuries, diagnosis and cure of diseases, relief of
suffering and prolongation of life (including removal of kidney stone by ESWL method
lithotripsy).
3. Expenses of Hospitalisation for minimum period of 24 hours are admissible. However,
this time limit is not applied to specific treatment i.e., Dialysis, Chemotherapy,
Radiotherapy, Eye Surgery, Dental Surgery, Lithotripsy (Kidney stone removal), D &.
C, Tonsillectomy undergone in the Hospital/Nursing Home and the Insured is
discharged on the same day; the treatment will be considered to be taken under
Hospitalisation Benefit. The above is only indicative and the Companies may follow
144
The condition of the patient is such that he/she cannot be removed to the
hospital / nursing home; or
(ii)
145
146
8. Qualified Nurse means a person who holds a certificate of a recognised Nursing Council
and who is employed on the recommendations of the attending Medical Practitioner.
9.Maternity Expenses Benefit means treatment taken in
Hospital/Nursing Home arising from or traceable to pregnancy, child
birth including normal Caesarean Section.
B. TERMS OF COVERAGE :
i)
ii) Even if the enrolment form is not submitted by the employee concerned within the
time, department shall arrange to deduct the premium in respect of his/her eligible
category. This will ensure grant of cover to employee from the date of eligibility. The
eligible dependents of the employee may also be included for cover from the first day
of the month following the date of submission of enrolment form, provided the
enrolment is submitted within a period of 6 months from the date of confirmation of
the employee. Coverage of dependents shall be for the identical Sum Insured for
which the employee is covered.
iii) In case the enrolment form is not submitted within the period of 6
months from the date of confirmation of the employee, the eligible
148
Note : Since the premium being linked to age as per the revised policy, the increased risk
factor has been taken care of. Hence, as and when any new dependent family members of
the insured is to be included, the same may be done, subject to exclusion of pre-existing
diseases.
v) Coverage of dependent parents and additional dependent children shall be subject to
the condition that the Company shall not bear any portion of the premium for such
dependent as in the case of eligible members of the family.
vi) All pre-existing diseases are excluded from the purview of the policy, whenever cover
incepts for the first time.
vii) If both the employee and the spouse, are employees in the General Insurance
Industry, the employee drawing higher basic salary shall be eligible to join the
Scheme who will be termed as Principal Employee and the spouse of the principal
employee will be covered under the policy as his/her family member. In such case it is
possible that the dependent parents of both the employees could also be covered as
the family members of the principal employee. No separate deduction of premium
shall be made from the other spouse.
viii) Employees serving abroad will not be covered by this Scheme. However, Officers
posted abroad shall be entitled to join the Scheme on the first day of the month
following their return to India.
ix) If during the calendar year, an employee covered under a particular sum insured is
eligible to be placed in another sum insured due to change in his basic pay (due to
149
promotion, increment or for any other reasons) he shall be placed in the revised sum
insured from the next renewal date (1st April) only.
The cut-off date to determine the age of the employee and family members will be as per the
completed years as of 01st April of respective year. If an employee crosses cut-off date during
currency of policy and goes to higher age group Premium on higher side will be charged only
from the date of renewal
x) The spouse of the deceased employee who die whilst in service would be continued to
be covered under the Group Medicalim Scheme subject to payment of annual
premium on the next renewal date.
xi) The employee can exclude his family member from the coverage and such exclusion
is to be informed to the office one month prior to ensuing anniversary date of renewal
i.e., 28/29th February of the year preceding the date of renewal.
xii) An employee / family members who have opted out of the Scheme cannot be reenrolled under the Scheme again.
Definition, of Family and Dependents
Family shall comprise of self, spouse and any two Eligible children of the employee.
For considering the eligibility following shall be the condition:
a) Children shall be legitimate children and shall include legally adopted children.
b)The children shall be dependent on the employee i.e., he/she does not have an income of
more than Rs.l,500/- p.m. (through any source including scholarship/stipend).
c) Male children shall be below the age of 21 years (25 years in the case of those prosecuting
whole-time studies in recognised Educational Institutions). In case of children exceeding the
above age limits, who continue to be dependent on their parents owing to chronic ailments,
etc., CMD may consider, further relaxation in the age limit, viewing the merits of the case.
d) There shall be no age limit for unmarried daughters.
e) Married children shall not be eligible for coverage.
f) Widowed daughter shall also be eligible provided she is wholly dependent on the employee
and residing with the employee.
150
If the father of the employee is not a dependent in view of his income being Rs. 1,500/- or
more per month, Mother of the employee cannot be considered as dependent and hence not
covered.
h) An insured employee whether male or female can cover parents and/or parents-in-law
subject to the declaration of dependency.
C: EXCLUSIONS :
1. Diseases which have been in existence at the time of proposing this insurance. Preexisting disease means, any injury which existed prior to the effective date of this
insurance. Pre-existing condition also means any sickness or its symptoms which
existed prior to the effective date of this insurance, whether or not the insured person
had the knowledge, that the symptoms were relating to the sickness. Complications
arising from pre-existing disease will also be considered as part of the pre-existing
condition.
2. During the first year of the operation of the policy the expenses on treatment of
diseases such as Cataract, Benign Prostatic Hypertrophy, Hysterectomy, Menorrahagia
or Fybromyoma, Hernia, Hydrocel, Congenital internal Disease, Fistuala in anus, Piles,
Sinusitis and related disorders are not payable. If these diseases are pre-existing at
the time of proposal they will not be covered even during subsequent period of
renewal.
3. Injury or disease directly or indirectly caused by or arising from or attributable to War,
Invasion, Act of Foreign Enemy, Warlike operations (whether war be declared or not)
4. Circumcision unless necessary for treatment of a disease not excluded hereunder or
as may be necessitated due to an accident, vaccination or inoculation or change of life
of cosmetic nature or treatment of any description, plastic surgery other than as may
be necessitated due to an accident or as a part of any illness.
5. The cost of spectacles, contact lenses, and hearing aids.
6. Dental treatment/Surgery of any kind unless requiring hospitalisation.
7. Convalescence, general debility, Run-down condition or rest cure, congenital external
disease of defects or anomalies (expenses in respect of congenital diseases can be
151
first delivery who are surviving, she will not be eligible for reimbursement of
expenses for her second confinement. In other words, if conditions of either two
surviving children or two confinements is fulfilled, the employee is not eligible for
reimbursement of expenses under Maternity benefits section.
152
153
In other words only such spouse and children who acquire eligibility due to
marriage / childbirth /and / or on account of provisions of revised conditions can be
covered as per the specific rules made. Spouse and children who were already eligible
but not covered by the scheme are not allowed to be covered at a later date.
5. If spouse is covered under any other scheme, she cannot be covered under our
scheme.
6. Deletions of the names of members may be made immediately on death, intercompany transfer, addition in transferee company, retirement or resignation.
7. New born child, who is under observations/treatment in an ICU or incubator these
expenses can be covered under maternity benefits of the mother as mother and child
are treated as one unit.
8. Sisters and brothers of an employee can not be included under group mediclaim
policy even if they are dependent on the employee.
9. Dependency will be applicable only for children and parents of the employee and not
the spouse of the employee. Spouse will be eligible for coverage irrespective of the
income earned by him / her.
10. Age of the family members proposed for coverage under group mediclaim policy may
be ascertained from the date of birth mentioned by the employee in the enrolment
form. Proof of age may not be insisted upon in the normal course.
11. Children exceeding the age limit who continued to be dependent on the employee
because of chrome ailments etc., can be covered for relaxation of age limit for
coverage under group mediclaim on a specific request to CMD who considers on the
merits of the case.
12. Hospitalisation expenses incurred by an employee on his wife and children can be
paid even if she is employed in other Government services provided the same are not
claimed from her employer.
13. There is no relaxation in age in respect of physically handicapped son who is
dependent on the employee under group mediclaim.
14. Medical test for inclusion under policy may be done preferably by Doctors on the
panel of GIC / subsidiaries / LIC for Medical test for recruitment. Such expenses
should be borne by the employee.
15. Whenever an intimation is received from the employee for deletion of members who
axe covered under the policy for reasons whatsoever, full annual premium is charged
154
155
UPTO 35
36-45
46-55
56-65
SUM
INS
URE
D
BASE
PRE
MIU
M
PR
E
G.
D.
BAS
E
PRE
MIU
M
PR
E
G.D
.
BAS
E
PRE
MIU
M
PRE
G.D
.
BASE
PRE
500
00
550
00
600
00
650
00
700
00
750
00
800
00
850
00
900
00
950
00
100
000
105
000
110
000
115
000
120
000
125
000
130
000
135
000
140
000
145
000
638
21
3
23
6
24
7
26
8
28
9
30
9
33
0
35
1
37
2
39
3
41
2
43
1
45
0
47
0
48
9
50
8
52
7
54
6
56
5
58
5
694
23
1
25
6
26
9
29
2
31
5
33
5
35
8
38
1
40
4
42
7
44
8
46
9
49
0
51
0
53
1
55
2
87
3
59
4
61
5
63
5
995
332
109
9
115
1
124
8
134
6
144
3
154
1
163
8
173
6
183
3
192
4
201
5
210
6
219
7
228
8
237
9
247
0
256
1
265
2
274
3
707
742
805
868
926
989
1052
1116
1179
1236
1294
1351
1409
1466
1524
1581
1639
1696
1754
769
806
875
944
100
6
107
5
114
4
121
3
128
1
134
4
140
6
146
9
153
1
159
4
165
6
171
9
178
1
184
4
190
6
66-70
71-75
PRE
G.D.
BAS
E
PRE
MIU
M
PR
E
G.D
.
BAS
E
PRE
MIU
M
PRE
G.D.
1131
377
423
1248
416
384
1313
438
416
1417
472
449
1528
509
481
1638
546
514
1749
583
546
1859
620
579
1970
657
611
2080
693
641
2191
730
672
2295
765
702
2399
800
732
2503
834
763
2607
869
793
2711
904
823
2815
938
854
2919
973
884
3023
1008
914
3127
1042
135
9
149
5
157
3
170
3
183
3
196
3
210
0
223
6
236
6
249
6
262
6
275
6
288
6
301
6
314
6
327
6
340
6
353
6
366
6
379
6
453
366
126
8
139
8
146
9
159
3
171
0
183
3
195
7
208
7
220
4
232
7
245
1
256
8
268
5
280
2
291
9
303
6
315
3
327
0
338
7
350
4
MIU
M
156
466
490
531
870
611
652
696
735
776
817
856
895
934
973
101
2
105
1
109
0
112
9
116
8
498
524
568
611
654
700
745
789
832
875
919
962
100
5
104
9
109
2
113
5
117
9
122
2
126
5
76-80 &
ABOVE
BAS
PR
E
E
PRE G.D
.
MIU
M
167
55
7
9
184
61
6
5
193
64
7
6
209
69
3
8
227
75
5
8
241
80
8
6
260
86
0
7
276
92
9
3
293
97
8
9
309
10
4
31
325
10
0
83
342
11
6
42
360
12
1
00
377
12
7
59
395
13
2
17
412
13
8
76
430
14
3
34
447
14
9
93
465
15
4
51
483
16
0
10
150
000
155
000
160
000
165
000
170
000
175
000
180
000
185
000
190
000
195
000
200
000
205
000
210
000
215
000
220
000
225
000
230
000
235
000
240
000
245
000
250
000
255
000
260
000
265
000
270
000
275
000
1811
1863
1915
1967
2018
2070
2122
2174
2225
2277
2329
2375
2421
2467
2513
2559
2605
2651
2697
2743
2789
2835
2881
2927
2973
3019
3231
1077
3328
119
3426
1142
3523
1174
3621
1207
3718
1239
3816
1272
3913
1304
4011
1337
4108
1369
4206
1402
4297
1432
4388
1463
4479
1493
4570
1523
4661
1554
4752
1584
4843
1614
4934
1645
5025
1675
5118
1705
5207
1738
5298
1766
5389
1798
5480
1827
5571
1857
157
362
1
373
1
384
2
395
2
406
3
417
3
428
4
439
4
450
5
461
5
472
6
483
0
493
4
503
8
514
2
524
6
535
0
545
4
555
8
588
2
576
6
587
0
597
4
607
8
618
2
628
8
16
68
17
25
17
81
18
37
18
94
19
50
20
06
20
63
21
19
21
75
22
32
22
86
23
40
23
94
24
48
25
03
25
57
26
11
26
65
21
79
27
73
28
28
28
82
29
36
29
90
30
44
3065
3111
3157
3203
3249
10
22
10
37
13
52
10
88
10
83
333
1
338
1
343
1
348
1
353
1
11
10
11
27
11
44
11
80
11
77
492
7
500
5
508
3
516
1
523
9
184
2
186
8
159
4
172
0
174
6
5882
1887
5753
1918
5844
1948
5935
1978
6026
2009
639
0
649
4
959
8
670
2
680
8
213
0
216
5
219
9
223
4
225
6
703
3
715
0
725
7
738
4
750
1
234
4
238
3
242
2
248
1
250
0
929
5
945
8
962
0
978
3
994
5
The above figures are gross amounts. On this a group discount of 66 2/3% or as decided by
the Company from time to time has to be applied.
On this appropriate loading if any, bas to be applied,
Note:
The cut off date to determine the age of the employee and family members for premium will
be as per the ruling for General public policy holders, i.e completed years as on 1 st April of
the respective year. If an employee crosses cut off date during the currency of the policy and
goes to higher age group, premium on higher side will be charged only from the date of
renewal, E.g. A member if the age 45 years 11 months 29 days on 1 st April would come
under the age slab upto 45 years, whereas during renewal his age would be 46 years 11
months and 29 days and he would be falling in the age slab 45-55 years and has to pay the
corresponding higher premium,
158
30
95
31
53
32
07
32
61
33
15
159
Now the Group Mediclaim cover can be extended to the dependent children of the
retired employees w.e.f. 01.04.2002. Kindly note that such inclusion is one time and should
be effected only from the next renewal date of the policy as above.
Query 3:
Some of the retired employees may wish to opt out of the policy and take coverage
under individual mediclaim policy. Please intimate us what measures should be taken in such
cases for the current policy period?
Clarification:
Those of the retired employees who wish to opt out of the policy may be allowed to
do so from the next renewal date. However, they will have no option to re-enroll.
Query 4:
Whether the retired employee opting for an individual policy for self, spouse and
children at this time of retirement is eligible for staff discount.
Clarification
The discount is applicable only to the retired employee and his spouse.
Query 5:
Some of our existing employees are willing to discontinue the coverage of dependent
parents/additional children due to increase in premium. Whether the same may be allowed?
Clarification:
Those of the existing employees who wish to discontinue the coverage of spouse, children,
dependent parents / additional children due to increase in premium may be allowed to do so
at the time of renewal of the policy. However, such employees would not have an option to
re-enroll their family members at a later date.
Query 6:
Whether coverage to dependent parents and parents-in-law of both female and male
employees can be allowed, as allowed to the public.
Clarification:
It has been decided that subject to a declaration of dependency, an insured employee
whether male or female can cover parents and / or parents-in-law.
Query 7:
160
Group Mediclaim policy has been extended to cover PTE w.e.f. 01.05.1996. They will be
covered in the same sum insured as applicable to Class-IV employees, as the salary drawn by
PTEs is in proportionate to the gross emoluments drawn by the Sub-staff at the minimum of
the scale. The time limit for coverage has been extended upto 31.07.1996 and another option
given for coverage from next renewal date.
a) All part-time employees joining the industry on or after 01.05.1996 shall be automatically
covered under Mediclaim scheme as per their eligible Sum Insured as above. The coverage
will be operative from the 1st day of the month following the date of confirmation. The
concerned department shall deduct the premium in respect of part-time employee as per
his/her eligible category even if the enrolment form is not submitted by him/her. This will
ensure grant of cover to part-time employee from the date of his/her eligibility. Once the
cover is provided under this item, the requests for change of category can be entertained
earliest from the next renewal date as per existing procedure laid down in this regard.
b) Notwithstanding what is provided in (a) above, it is desirable that a part-time employee
submits the enrolment form immediately on confirmation indicating the option regarding
category and names of dependents to be covered, if any. The form should be submitted by
the last day of the month of the part-time employee's confirmation. After such form is
received, the concerned department shall take steps to deduct appropriate premium in
respect of part-time employee and dependents as per the category opted by him/her.
c) If the enrolment form is not submitted by the last day, the eligible dependents may be
covered from the 1st day of the month following the date of submission of their enrolment
form, provided the same is submitted within a period of six months from the date of
confirmation of the part-time employee. Coverage of dependents shall be as per the same
category under which the part-time employee is covered.
d) In case the enrolment form is not submitted within a period of six months from the date of
confirmation of the part-time employee, the eligible dependents may be covered only from
the annual renewal date immediately following the six months period provided their enrolment
from is submitted by the part-time employee before the said annual renewal date.
e) If the part-time employee does not submit enrolment form for all or any of the eligible
dependents) as prescribed in items (b), (c) and (d) above, such dependents) shall not be
covered from any later date.
f) In respect of parents, spouse/children becoming eligible for coverage after the part-time
employee's entry into the mediclaim scheme, the coverage may be granted from the 1 st day
of the month following submission of enrolment form in respect of such eligible dependents.
Part-time employees may be advised that enrolment forms in respect of such dependents
should be submitted within six months from the date of their becoming eligible.
g) However, if the enrolment form is not submitted within Six months, coverage may be
granted only from the next renewal date immediately following the expiry of six months
period provided the enrolment form is submitted before the said annual renewal date.
162
CHAPTER - 24
163
164
With a view to mitigate the hardship, it has been decided that the break less than one year in
the coverage may be condoned and the cover can be renewed under Group Mediclaim Policy
subject to the following conditions:
a) The employee is less than 80 years of age at the time of the renewal of the cover.
b) Satisfactory medical report is received from the medical examiner the cost of
which will be borne by the retired employee.
c) Full renewal premium covering the break period is also paid.
d) Claims occurred during the period of break in cover cannot be paid.
e) The cover will recommence from the date of payment of renewal premium
without any waiting period.
f) Claims in respect of diseases contracted or accidents suffered during the period of
break in cover are excluded.
1. A retired employee who settles down at a place other than his/her last place of posting,
may renew the cover at any office of any Company, near his/her place of residence. Such
ex-employees will have to produce a certificate, to be issued by the previous mediclaim
policy servicing office stating the names of the ex-employee, name of the persons
covered, their date of birth, category opted for and policy year upto which cover was
renewed.
2. The sum insured which could be opted by retired employees would be as in the case of
existing employees, i.e., maximum upto Rs.5,00,000/3.
Retired employees who continue to be covered under Individual Mediclaim Policy may be
allowed to join the Group Mediclaim Policy without insisting on the medical examination,
provided the Divisional Office where they have been serviced certifies that there has been
no pre-existing diseases suffered by the retired employee and, or spouse, while covering
them under the individual policy for the first time.
4.
The spouse of retired employee after the demise of retired employee will continue to be
covered under the revised Group Mediclaim Policy subject to payment of premium in
advance and other underwriting guidelines.
5. Group discount may be allowed to the employee who retire voluntarily under TSR Scheme
as also under the Pension Scheme provided he/she continues to be member of the group.
6. Terminated employees cannot be covered under Group Mediclaim Policy.
165
from the 1st April following the date of his/her retirement provided full annual premium after
allowing the admissible group discount is paid by the employee in advance of commencement
of each policy year.
Now the Group Mediclaim cover can be extended to the dependent children of the retired
employees also effective from the next renewal date of Group Medical policy i.e., 01.04.2002.
Kindly note that such inclusion is one time and should be effected only from the next renewal
date of the policy as above.
Those of the retired employees who wish to opt out of the policy may be allowed to do so
from the next renewal date. However, they will have no option to re-enroll.
166
CHAPTER 25
FACILITY OF GENERAL MEDICAL CHECK-UP
In order to encourage Senior Officers to undergo diagnostic medical check up at periodic
intervals as a preventive step, the following scheme has been approved.
i) Eligibility
iii)Limit on check-up
167
Fax : 044-28524191
I / II
I / II
Dated :
Enclosures :
168
(16)
Uncovered amount means the amount spent for such treatment in excess of
the entitlement under Mediclaim/Welfare Society Grant/ compensation from legal
forums and amount receivable from any other source including PA policies.
(17)
The limit on each occasion is Rs.5,00,000/- and any un-utilised portion of the
limit in the first occasion cannot be carried over. There is no provision for clubbing of
limits of both the occasions for a single treatment/ailment.
(18)
If this benefit has already been claimed once under the earlier Scheme, either
for the employee, or non-earning spouse or dependent child, the benefit of revised
Scheme can be allowed only once during the balance service of the employee.
(19)
The limits applicable for treatment taken in India is also applicable for
treatment abroad (payable in Indian Currency).
(20)
The list of major diseases covering 28 different kinds of ailments for which
ex-gratia reimbursement could be considered is appended herewith.
(21)
The employee shall submit a request for ex-gratia in the prescribed Format
(as per Annexure-B) duly filled in and recommended by Regional Chief(in case of RO)
and Chief Manager of the dept(in case of HO).
169
(22)
The Chairman-cum-Managing Director may approve ex-gratia, subject to the
production of medical reports, bills and details about the reimbursement already
availed through other sources.
The Scheme allows payment of Advance under ex-gratia reimbursement Scheme of uncovered
Mediclaim expenses in connection with high cost/protracted treatment with effect from
02.06.2000 are as under :
a) Advance payment of ex-gratia reimbursement Scheme may be granted to the extent of
75% eligible ex-gratia limits or 75% of the estimated uncovered cost of treatment whichever
is less in respect of employees/ eligible dependent family members.
b) The authority to sanction such advance payment would be vested with CMD and
sanctioned if he is convinced as to the genuineness of the case of hardship faced by the
employees/dependent family members suffering from any of the specified major illnesses
covered under the Ex-gratia Reimbursement Scheme.
c) Advance payment under the Ex-gratia Scheme be, however, considered only in cases
where the limits under the Group Mediclaim Insurance Scheme are likely to be exhausted.
d) The advance payment may be made directly to the hospital and not in favour of the
employees subject to submission of bills within a month. Refund, if any, to be made to the
Company/Corporation.
ANNEXURE-A
LIST OF SPECIFIED DISEASES UNDER EX-GRATIA MEDICAL REIMBURSEMENT
SCHEME
i) Renal Diseases.
ii) Cerebral or Vascular strokes.
iii) Open & Close Heart Surgery including CABG.
iv) Kidney Transplantation & Dialysis.
v) T.B. which includes Pulmonary T.B.
vi) Malignancy including Leukemia.
vii) Encephalitis (viral).
viii) Neuro Surgery.
ix) Total replacement of joints.
x) Cardiac ailments including ailments necessitating permanent pace maker.
xi) Poliomyelitis.
xii) Leprosy.
xiii) Ailments requiring Brain Surgery.
xiv) Paralysis
xv) Paranoid Schizophrenia.
xvi) Angioplasty
xvii)
Major operations of Spine and Vertebra including for correcting congenital
spinal deformity.
xviii)
Gall Bladder/Pancreatic Calculi or Nesidioblastosis.
xix) Ectopia Vesica
170
ANNEXURE -B
Fax : 044-28524191
DETAILS
Employee Number
Designation
Office of work
Date of Birth
10
Nature of Illness/Disease/Accident
11
Period of Hospitalisation
12
13
14
15
Mediclaim details
16
17
18
Yes
NO
Yes
NO
i) Category
ii) Amount reimbursed
in the current year
iii) Balance
172
:
:
:
DETAILS
19
20
DECLARATION :
I ___________________________, working as _________________________ in
_____________________________, do hereby declare that the particulars
mentioned above are true and correct and I am fully aware that the Ex-gratia
reimbursement of medical expenses is available only twice in my entire service
period. I hereby declare and confirm that, I
SENIOR/DIVISIONAL MANAGER
173
The details furnished by the employee in the application have been verified by the Regional
Office and are certified as correct. Ex-gratia reimbursement is recommended as per the
guidelines.
CHAPTER - 27
BENEFITS FOR EMPLOYEES MEETING WITH ACCIDENTS WHILST ON DUTY
174
The following benefits may be granted to the employees (including probationers) meeting
with accidents whilst on duty:
(i) reimbursement of medical, surgical and hospitalisation expenses that are actually and
necessarily incurred by the employees who sustain injuries on account of accidents arising out
of and in course of duty.
(ii) Special Leave to cover the absence from duty on this account. Such leave shall not be
debited to sick leave or earned leave to the credit of the employee concerned. For the period
of Special Leave, Earned Leave shall not accrue to the credit of the employee.
(iii) the employee may opt for claiming reimbursement of expenses incurred in treating the
injury suffered whilst on duty under the above scheme, i.e. the employee need not as a
precondition make a claim under the Group Mediclaim Scheme.
(iv) reimbursement of the expenses shall be limited to the excess of the expenses over the
amount received or claimed from any other source.
(v) the benefit shall be available only if the accident is not due to the negligence on the part
of the employee.
(vi) the benefits being Fringe benefits will not be available in case of accidents while the
employee commutes from his residence / place of stay to the place of work or vice-versa
(vii)This benefit will be available even to an employee who is on probation
Note:
1. The expenses incurred should be reasonable and shall be restricted to the treatment taken
in India.
The authority to sanction the above benefits is restricted only to DGM/Chief Regional Manager
in respect of employees coming under their control. (at RO) and DGM(P) at HO.
2. The term 'whilst on duty' shall mean the period covering the hours of work excluding lunch
recess or rest interval. However, cases of employees who meet with accident whilst on duty
not falling under the purview of the above, may be referred to Personnel Department, Head
Office with the observations / recommendations of the Regional-in-charge.
CHAPTER - 28
INCENTIVES FOR FAMILY PLANNING
175
The following facilities/incentives are available to employees for undergoing family planning:
I. LEAVE FACILITIES
(i) Six days Special
Salpingectomy):
Leave
for
undergoing
sterilization
operation
(Vasectomy
or
(ii) Fourteen days Special Leave to a female employee for undergoing puerperal or nonpuerperal sterilisation;
(iii) One day's Special Leave to a female employee who had I.U.C.D insertion.
Note: The leave facilities mentioned above is available only if the employee himself/herself
has undergone family planning operation.
II. REIMBURSEMENT OF EXPENSES:
Reimbursement of surgical fees incurred in respect of Vasectomy performed on a male
employee or Tubectomy performed on a female employee or the wife of a male employee
may be made to the limit of Rs. 250/-. This reimbursement shall be limited to the actual
amount incurred, if it is less than the maximum limit
III. INCENTIVE AWARD
An incentive award of Rs. 250/- is extended to an employee whose wife has undergone
tubectomy operation or whose husband has undergone vasectomy operation.
It should be noted that the benefit at II above in the nature of reimbursement benefits and,
therefore, the medical bill(s) in the first instance shall be paid by the employee concerned.
Thereafter, he/ she can claim reimbursement from the office, upto the admissible limit. If the
employee has already received any reimbursement or contribution from any other source, say,
any government agency, the office shall reimburse only the excess of the expenses incurred
over the amount so received, subject to the overall maximum limit that is stipulated. The
above incentives shall be available to all confirmed employees. In case of both Husband and
Wife undergoing family planning operation, the surgical charges and incentives award of
Rs.250/- each shall not be considered separately as the purpose of family planning would be
served if one of the married couple undergoes a sterilisation operation and consequently only
one of them would be entitled to reimbursement of the surgical expenses as also the claim for
incentive. The benefits can be claimed only once. Regional In-charge shall be the Competent
Authority for sanctioning family planning incentives.
CHAPTER 29
GROUP SAVINGS LINKED INSURANCE SCHEME
a) DATE OF COMMENCEMENT :
20.11.1988
176
The premium shall be Rs.10/- per Rs.10,000/- sum assured per month. The apportionment of
premium towards risk premium and savings portion shall be in the ratio of 1:3.
Under this scheme the employees will be divided into six categories on the basis of their
basic salary. Life cover available and contributions payable by employees in different
categories are as under :
Employees covered
Category
Basic salaries
2
Life cover
3
Risk
premium
4
Savings
portion
5
Total
6
7,00,000
164
492
656
II
35661 to 49410/-
5,60,000
131
393
524
III
25451/- to 35660/-
4,20,000
98
294
392
IV
13691/- to 25450/-
2,80,000
65
195
260
7391/- to 13690/-
2,00,000
47
141
188
VI
Upto 7390/-
1,10,000
26
78
104
Part-time employees may be covered from the renewal date viz., 20.11.1996 under Category
VI.
Benefits available under the scheme will be as under:
On death whilst in service
On retirement or leaving
C.
ELIGIBILITY:
All employees shall have option to enter the scheme from the date of introduction of the
scheme.
All new new entrants shall automatically become members of the full-fledged scheme i.e.,
term insurance + survival benefits from the annual renewal date following the date of
appointment of the employees. However, they shall be covered under term insurance
provision right from the date of appointment for which the premium for life cover under
column 4 may be deducted. This provides for automatic cover without option.
Employees who did not join the Scheme earlier may now opt to join the scheme and their
options will be dealt with as per the following conditions laid by Life Insurance Corporation of
India:
(1) Inclusion is effective from next annual renewal date only i.e., 20th November every year.
177
(2) Insurability condition i.e., not absent on ill-health grounds on the date of entry into the
scheme.
(3) The employee was not absent from duty on health grounds during the last six months
period fro six days or more continuously.
(4) The Officer is required to certify as in (3) above for all such cases.
(5) If the Officer is not willing to certify as in (4) above, on account of the employee not
satisfying the condition laid down under (3) above or otherwise it would be necessary to
produce medical evidence of fitness in the form of Short Medical Report from an
authorised medical examiner with adequate limit at the cost of the employee on the basis
of which his admission to the scheme will be considered.
In case an employee is not eligible to join the scheme as above, he may be considered for
inclusion into the scheme on next annual renewal date only on his satisfying the above
condition.
(D)
FORMS:
1. Forms to be submitted by the Company:
(a) Particulars of person joining the GSLI
(b) Particulars of contribution for the month.
2. Forms to be submitted by the eligible employees :
(a) Letter of Admission-cum-Authority
(b) Form of Appointment of Beneficiary
It is clarified that the offices which will deduct the monthly contribution from the employee on
the basis of forms submitted shall send these forms to the Regional Offices. These forms
shall be submitted in triplicate one copy to be kept in the personal file of the employees,
one to be kept each at Regional Office and Head Office Accounts Department. The forms
may be cyclostyled/printed at R.O/D.O level and it should be on back to back basic and on full
scape paper.
E. MODE OF RECOVERY OF PREMIUM AND REMITTANCES:
The Offices are requested to follow the guidelines laid down by H.O., Establishment
Department in this respect.
F.
GENERAL:
The benefits under an employee's life portion for the GSLI Policy may be accepted as
collateral security for housing loan advanced under Company's staff housing scheme.
In case of exit of an employee from the scheme by way of death, retirement, resignation,
termination of services, the relevant form shall be filled up and sent to Establishment
Department, Head Office with the seal of the Office concerned. This would enable them to
lode a claim with LIC.
CHAPTER 30
178
Life Insurance Corporation of India has consented to the introduction of Group Term
Insurance Scheme (GTIS) to cover loss of commutation of Pension due to death while in
service subject to 60% of the eligible employees opting for the GTIS. The employees who are
in service of the United India Insurance Company Ltd. (hereinafter referred to as UIIC) as on
the GTIS date and who are governed by the General Insurance (Employees) Pension Scheme,
1995 shall be given the option to become members of the said scheme. All those employees
who join the service subsequent to the date of introduction of the said scheme and governed
by the General Insurance (Employees') Pension Scheme,1995, shall compulsorily become
members of the Group Term Insurance Scheme, 1997.
The Scheme becomes effective from 01.10.1997.
The details of the Scheme are given below:
1. Short Title :
The Scheme may be known
referred to as GTIS).
2. (1) In this GTIS, where the context so admits the masculine shall include the feminine
and the following words and expressions shall unless repugnant to the subject or context,
have the following meanings:
a) Employees means any person employed in the service of the UIIC on full-time work on
permanent basis and who is governed by the General Insurance (Employees') Pension
Scheme, 1995;
b) Group Policy shall mean the policy taken out under clause 6 hereof;
C ) Insurer shall mean the Life Insurance Corporation of India as insurer under the Scheme;
d) Member shall mean an employee of the UIIC who has been admitted to the membership
of the GTIS;
e) Pension Scheme means the General Insurance (Employees') Pension Scheme, 1995;
f) Relevant Date in relation to the GTIS shall mean (i) in the first year of the Group policy, 1.10.97
and
(ii) in the subsequent years of the Group Policy 1st October each year.
g) GTIS Date means the first day of October 1997
h) Service Rules means :
(i) the General Insurance (Rationalisation and Revision of Pay Scales and Other
conditions of service of Supervisory, Clerical and Subordinate Staff) Scheme, 1974
(ii) the General Insurance (Rationalisation of Pay Scales and other conditions of
service of Officer) Scheme, 1975 and ;
179
(iii) the General Insurance (Rationalisation of Pay Scales and other conditions of
service of Development Staff)
i) CDA Rules means the General Insurance (Conduct, Discipline & Appeal) Rules, 1975.
2) All words and expressions used in these rules but not defined and defined in the Service
Rules or CDA Rules or Pension Scheme shall have the same meaning respectively assigned to
them in the Service Rules or the CDA Rules or the Pension Scheme, as the case may be.
3. Application and Eligibility :
1. GTIS shall apply to employees who a) are in the service of UIIC on the scheme date; and
b) are governed by the General Insurance (Employees') Pension Scheme, 1995 and
exercise an option in writing by giving an irrevocable letter of authority in the
proforma prescribed in Schedule I;
OR
c) join the service of the UIIC on or after the scheme date.
2.
In respect of employees covered by sub-clause 1(a), the scheme shall apply from
01.10.1997 and in respect of employees covered by sub-clause1(b) the scheme shall
apply from the date of their confirmation.
4. Categorisation of employees :
1. The employees under the GTIS shall be divided into six categories depending upon basic
salary as on 1st October of every year as per the Table given below :
Category
II
22,681 to 30,175
III
16,386 to 22,680
IV
8,826 to 16,385
4,855 to 8,825
VI
2.
Change of Category of an employee on change of his Basic Pay will be given effect to on
the relevant date every year coincident with or following the due date of change of Basic
Pay.
5.
180
Category
(1)
Cover
(Basic
range)(Rs.) (2)
Monthly
Premium(4)
7,00,000
164
II
22,681 to 30,175
5,60,000
131
III
16,386 to 22,680
4,20,000
98
IV
8,826 to 16,385
2,80,000
65
4,855 to 8,825
2,00,000
47
VI
1,10,000
26
Provided that the claim is admissible in respect of the deceased employee under the terms
and conditions of the Group Policy.
2. Every appointment of beneficiary made by an employee shall be in accordance
with the provisions contained in Schedule .
3. Notwithstanding anything contained in sub-clause (1) or any other provisions of
the Scheme, the UIIC shall be entitled to have a lien on the family benefit
admissible in respect of the deceased employee for any sum due from him, and
where any such lien exists the beneficiary or the heirs, as the case may be, shall
be entitled to receive only the balance of the amount of family benefit after
recovering such dues.
4. An employee who moves from one category to a higher category, shall be eligible
to the appropriate higher family benefit applicable to the promoted class with
effect from the next relevant date.
6) Group Policy:
1) A Group Policy shall be taken with the Insurer on the lives of the employees who are
Members of the Scheme under the one year Renewable Group Term Insurance Plan
thereby assuring payment of family benefit in accordance with Clause 5.
2) The Group Policy shall be renewed on 1st October every year as long as the Scheme
continues.
3) The UIIC shall act for and on behalf of the Members in all matters relating to the
above assurance with Insurer and every act done by the UIIC shall be binding on the
members.
7) Premium
181
1) The Premium determined in accordance with column (1) of the above table shall be borne
by the Members. The premium shall be deducted from salary and shall be payable in
advance.
2) Where a Member joins the Scheme on a date other than the Relevant Date, the monthly
premium payable by him till the next Relevant Date shall be the same as applicable to the
other Members of his Category.
3) Where an employee ceases to be a Member of the Scheme, the premium in respect to
him/her shall cease to be payable to the Insurer from the month of cessation of Membership.
4) The Insurer reserves right to review the premium rates applicable to this Scheme,
depending upon the claim experience, 3 years from the commencement and once in three
years thereafter.
8) Exit from the Scheme:
If an employee ceases to be in the service of UIIC for any reason whatsoever, he/she
shall forthwith cease to be a Member of the Scheme.
For removal of doubt, it is clarified that no benefit shall be allowed under the Scheme
except in the case of the death of an employee while he is a Member of the Scheme
and no benefit shall be allowed if he/she dies after his/her membership ceases.
9) Interpretation:
I.
The provisions of the Scheme may be amended or modified by the LIC from time to
time.
II. In matters of interpretation of any of the provisions of the Scheme, the LIC's decision
shall be final.
SCHEDULE
(See Clause 5(2) of the Scheme)
182
E.
F.
G.
(2)
(3) Where an employee has no family, the appointment can be of any person including any
Company or Association or body of individuals, whether incorporated or not; where an
employee has only one member in his family (who shall be the original beneficiary), the
183
alternative beneficiary can be any person who is not a member of the family including any
Company or Association or body of individuals, whether incorporated or not.
(4) The appointment made by an employee who has no family at the time of making it or an
alternative appointment made by an employee whose family consists of only one member at
the date of making the. appointment shall become invalid in the event of the employee
subsequently acquiring a family or an addition of a member in the family as the case may be.
(5) Every appointment shall be in the Form specified in Annexure 'A' and forwarded to the
Competent Authority by the employee concerned when completed
(6) An employee may, in any case, where the beneficiary is a minor, appoint a guardian to
receive the benefit if the beneficiary continues to be a minor at the time the benefit becomes
payable. Such appointment of guardian shall be made in the Form specified in Annexure 'B'
and forwarded to the Competent Authority by the employee concerned when completed.
(7) An employee may at any time cancel the appointment of beneficiary or of guardian by
sending a notice in writing to the Competent Authority:
Provided that if the appointment of beneficiary is cancelled, the employee shall along with the
notice of such cancellation send a fresh appointment of beneficiary made in accordance with
this Schedule.
(8) In the event of death of a beneficiary in a case where no alternative beneficiary has been
specified or on the occurrence of any event by reason of which the appointment becomes
invalid in pursuance of the foregoing provisions, the employee shall send to the Competent
Authority a notice in writing formally cancelling the appointment together with a fresh
appointment made in accordance with this Schedule.
(9) When any appointment made under this Schedule or notice of cancellation thereof or
appointment of a guardian for a minor beneficiary is received, the Competent Authority or the
person authorised by him in this behalf, shall countersign it indicating the date of receipt and
keep it under his custody. An acknowledgement shall be sent to the employee concerned
confirming that the appointment or notice of cancellation or fresh appointment or
appointment of guardian has been duly received and placed on record.
(10) Every appointment made and every notice of cancellation given by an employee shall, to
the extent it is valid, take effect on the date on which it is received by the Competent
Authority.
3. Payment of the Benefit:
(1) In the event of the death of an employee who has made an appointment in accordance
with Clause 2, the eligibility of the beneficiary to receive the benefit shall be determined with
reference to the facts obtaining as at the date of death of the employee and any subsequent
event (e.g. remarriage of widow or marriage of unmarried sister) will not affect the eligibility
of such person.
(2) If a beneficiary dies before receiving the payment, the benefit shall pass on to the
alternative beneficiary. In case there is no alternative beneficiary the benefit shall be paid as if
there was no appointment.
184
ANNEXURE 'A'
FORM OF APPOINTMENT OF BENEFICIARY
185
In accordance with Clause 2(5) of the UIIC Employees' Group Term Insurance Scheme, 1997,
read with the provisions contained in Schedule thereto I ______________________________
an employee of the United India Insurance Company Limited do hereby appoint as beneficiary
my ______________________ Shri/Smt. ________________________ aged _______ year
whose address is _______________ _____________________________________________
and confer on him/her the right to receive the amount of family benefit payable under the
scheme in the event of my death while a member of the Scheme.
In the event of the said beneficiary predeceasing me or such beneficiary dying after my death
but before receiving the payment of the family benefit, I appoint as alternative beneficiary
Shri/Smt. ______________________________ aged _____ years whose address is
___________
______________________________________________________________
and confer on him/her the right to receive the amount of the family benefit.
This appointment supercedes the appointment made by the earlier on___________________
which stands cancelled.
IN WITNESS WHEREOF I HAVE hereunto set my hand at _____________on the
________________ day of _____________.
Signature of employee
Salary Roll No.________
Name of Office _________
The above named has hereunto set his hand in the joint presence of himself and us who at
his request and in such joint presence have hereunto subscribed our names as witnesses.
Witnesses
1) Signature _____________________ 2) Signature _________________
Name __________________________ Name ____________________
Designation _____________________ Designation _______________
Address ________________________ Address __________________
ANNEXURE "B"
FORM OF APPOINTMENT OF GUARDIAN
(TO BE ATTESTED BY TWO WITNESSES TO SERVE AS A WILL)
186
Signature of employee
Salary Roll No______
Name of office______
The above named has hereunto set his hand in the joint presence of himself and us, who, at
his request and in such joint presence, have hereunto subscribed our names as witnesses
Witnesses
1) Signature ___________________________ 2) Signature
Name ________________________________ Name
Designation ___________________________ Designation
Address ______________________________ Address
I hereby consent to act as a guardian aforesaid and to the terms hereof
Signature of proposed Guardian _________________ Date _________
CHAPTER - 31
UNIFORMS
I. SUB-STAFF / DRIVERS
187
(1) Five sets of Terry-Cotton uniform in a period of two years are to be provided to the Substaff including Drivers. Three sets to be given in odd years and two sets in even years and so
on.
(2) Where winter is severe a heavy woolen uniform may be supplied once in two years in
addition to the five sets of Terry-Cotton uniform once in every two years as mentioned above.
(3) In places where winter is severe and use of Terry-Cotton uniform is not found suitable an
option may be given to Sub-Staff/Drivers to have either
Five sets of Terry-Cotton uniform every two years as specified above in (1) and a
heavy woolen uniform once in two year or
A light woolen uniform every year and a heavy woolen uniform once in two years
(however, no Terry-Cotton uniform as specified in (1) above will be given under this
option).
The list of places for this purpose shall be as under:
a) Arunachal Pradesh
b) Assam
c) Bihar
d) Gujarat
e) Haryana
f) Himachal Pradesh
h) Madhya Pradesh
l) Orissa
m) Punjab
n) Rajasthan
o) Tripura
p) Uttar Pradesh
q) West Bengal
r) Chandigarh
s) Delhi
t) Chikmagalore,
u) Mercara and
v) Ootcamand
(4) Woolen Overcoat may be provided once in five years to Watchmen and Drivers posted in
areas where winter is severe.
The following places have been approved by the Company for this purpose:
A. STATES
1.
5.
2.
6.
Himachal Pradesh
Uttar Pradesh
Jammu & Kashmir
Haryana
188
3.
7.
4.
8.
B. Specified Centres
Ranchi,
Motihari,
Purnea and Sabaur (in Bihar)
Rajkot and Baroda (in Gujarat),
Khandwa,
Deesa,
Bhopal (Bairagarh),
Betul,
Chindwara,
Indore,
Jabalpur,
Neemuch,
Satna,
Umaria,
Ambikapur,
Mandla,
Pachmari,
Guna and Gwalior
(in Madhya Pradesh)
Lumding,
Bagdogra,
Kalimpong,
Cherrapunji,
Nowgong and Shillong (in North Eastern States).
C. All Hill Stations where Hill Station Allowance is being paid to our employees.
(5) One Umbrella, once in every alternate year may be supplied. Sub staff provided with
cycle, if they so desire, may be provided with a Raincoat once in every three years. However,
the provision of Raincoat is in lieu of the supply of umbrella. On receipt of a request for the
supply of Raincoat in lieu of Umbrella, it should be made clear to him that once Raincoat is
supplied, he will not be supplied with either Raincoat or Umbrella for a period of three years.
If after the expiry of three years the said Sub Staff desires to have an Umbrella and not a
Raincoat, he may be supplied with an Umbrella.
(6) A pair of shoes once in two years and two pairs of socks every year may be provided.
(7) i) Washing Allowance may be paid at the rate of Rs.90/- per month (w. e. f. 01/08/2002).
When an employee is on leave/absent for a continuous period of six days or less, no reduction
in the amount is to be effected. In other words, if an employee remains absent for a
continuous period of 7 days or more in a month, he is eligible for only proportionate washing
allowance in the month.
Illustrations
189
a) If an employee avails 4 days of continuous leave in October, and also avails of one day's
leave on four different occasions in the same month, his absence for 8 days in the month may
be ignored for the purpose of washing allowance for the whole month. Because he has not
been continuously absent for more than 6 days in a month.
b) If an employee avails 8 days of continuous leave in October and also avails of 5 days' leave
in the same month, the employee will be eligible to be paid washing allowance for 23 days
only worked out on pro-rata basis.
c) An employee avails of 12 days leave from 27th October to 7th November and does not
avail of any other leave for a continuos period exceeding 6 days during October and
November. Since this is a continuous absence of over 6 days, the employee will not be eligible
for washing allowance for the said period. He may be paid washing allowance for October for
26 days (i.e. 31 minus 5 ) days and for November for 23 (i.e. 30 minus 7) days.
ii) When the Company makes arrangements to get uniform washed, washing allowance will
not be paid to the Sub-Staff. Where woolen (over coat) uniforms are supplied the actual dry
cleaning charges once in a year may be reimbursed in addition.
II. SECURITY GUARDS
(1) Five sets of Ten cotton uniforms in Khaki colour may be supplied in two years as in the
case of sub-staff i.e., three sets in odd years and two sets in even years. Shirts will have title
shoulders embroidered with Company's initials (UIIC)
(2) Woolen Overcoat may be supplied to them in similar lines as in the case of watchmen and
Drivers.
(3) The Washing Allowance shall be the same as in the case of Sub-Staff/Drivers.
(4) A pair of shoes once in two years, and two pairs of socks every year may be provided
(5) One umbrella once in two years may be provided.
(6) Following accessories may be provided in the frequency prescribed below:
One belt and one lanyard every two years.
One Khaki beret cap every year.
Plastic name tab for fixing on shirt pocket to be provided initially and replaced only
when it is damaged/lost but not earlier than two years.
Whistle to be provided initially and replaced only when it is damaged/lost but not
earlier than two years.
Lathi to be provided initially and replaced only when it is damaged/lost but not earlier
than two years.
Note:
The necessary monetary limit of uniforms and accessories to Sub-staffs (including other Substaffs) may be decided by consensus at the ICC meeting organised by flag Company. The
Admn. Dept of the Flag company, shall hold the meeting to decide the same.
The Uniforms shall be provided to Sub-staffs and Security Guards even on probation. During
the period of suspension of an employee, he shall not be entitled for washing allowance for
the period of suspension.
190
CHAPTER 32
PART - TIME EMPLOYEES
1. Job description:
The job of part-time employee would include sweeping and cleaning of the Office premises,
providing drinking water to staff and also cleaning of toilets and any other similar jobs that
they may be asked to perform. They are required to do their jobs before and/or after office
hours.
191
2. Remuneration
a) The remuneration of Part-time workmen engaged for a fixed number of duty hours per day
shall be as under:-
2 hours
20%
24%
2 hours
25%
30%
3 hours
30%
36%
3 hours
35%
42%
4 hours
40%
48%
The total remuneration shall consist of basic salary (pro rata) and other emoluments which
may be indicated separately in the letter of appointment. Minimum and maximum duration
per day indicated in the above paragraph should be strictly adhered to.
3. Benefits
Part-time workmen employed on regular basis shall be entitled to:
(a) Provident Fund Benefit at the same rate as is applicable to full time employees. The part
time workmen's contributions to the Provident Fund shall be calculated on basic salary
component as indicated in Paragraph (2) above and the Company shall contribute an equal
amount.
(b) Gratuity
As per the provisions of the Payment of Gratuity Act.
(c) Increment
Prorata increment after one completed year of service put in by part-time employees.
(d) Medical
Regular part-time workmen will be eligible to get lumpsum benefit as admissible to regular
Class IV employees proportionate to the number of hours of work fixed per day.
NUMBER OF
WORKING HOURS
/ DAY
192
Working for 6
days in a week
480
600
720
800
960
193
i.Pair of shoes / chappal once in two years. Where shoes have been provided, two pairs of
socks may also be allowed every year.
ii.An umbrella once in two years may also be supplied to Part-time Sweepers.
Note:The necessary monetary limit for the above may be decided by consensus at the ICCC
meeting organised by flag company of Tariff Zone. The Admn. Dept of the flag company shall
hold the meeting and decide the same.
(i) Festival Advance
Part-time Sweeper shall be granted one month's salary (Basic+DA) being received by them on
pro-rata basis, as Festival Advance, subject to a maximum amount of Rs.5,500/-. The
Advance shall be interest free and would be recovered in ten equal monthly instalments.
All other terms and conditions shall be as that in case of regular full-time employees.
(j) Flood Advance
The Part-time Sweepers will be granted Flood Advance as under:
i.PTS having 4 hours duty per day Rs.2500/ii.PTS having 3 hours duty per day Rs.1875/iii.PTS having 2 hours duty per day Rs.1250/All terms and conditions applicable to regular full-time employees for grant of Flood Advance
and its recovery shall be applicable to regular Part-time Sweepers also.
k) Facilities for Family Planning: Part-time Sweepers will be allowed Leave:
(a) Six days special leave for under going Sterilization Operation (Vasectomy or
Salpingectomy)
(b) Fourteen days Special Leave to a female Part-time Sweeper for undergoing non-puerperal
sterilization.
(c) One day Special Leave to a female Part-time Sweeper who had IUCD insertion.
ii.Benefits:
iii.(a) Reimbursement of surgical fees in respect of Vasectomy subject to a maximum of
Rs.100/(b) Reimbursement of surgical fees in respect of Tubectomy performed on female sweeper or
on the wife of a regular part-time sweeper, upto a maximum of Rs. 200/-
iv.Additional Benefits
Part-time Sweepers or their spouses with not more than two children who undergo
Vasectomy/Tubectomy Operation shall be paid a cash incentive of Rs. 250/l) Conveyance Allowance :
194
58.24
57.28
3 hours duty
43.68
42.98
2 hours duty
29.12
28.64
6. Regular part-time employees who have retired, died or resigned after 1.11.1993, may also
be granted the Computer Increment or Fixed Personal Allowance as admissible under these
instructions. In such cases, the terminal benefits may also be recalculated and paid alongwith
the arrears payable on account of computer increment /fixed personal allowance.
195
7. In all cases where arrears are payable, Provident Fund contribution shall be recovered as
per rules and matching contributions of the Company shall be added and remitted to the
Provident Fund Trust. In the case of those who have retired, died or resigned, the provident
fund amount may be paid directly to the same person in whose favour the PF payment has
been made earlier.
8. There could be instances where a permanent part-time employee who was in service as on
1.11.1993 has subsequently become permanent full time employee. It would appear that no
such employee would have reached maximum of his scale upto the time of absorption as full
time employee. In the case of such employee, (Computer) increment would have been
released on pro-rata basis in the scale in which he was as on 1.11.1993. On becoming full
time employee, his fitment would have been made at the start of the Sub-Staff scale as per
rules. On fitment, the Computer increment would have been merged and the concerned
employee would not draw any additional payment on that account.
If such employee reaches the maximum of the scale after becoming full time employee, he
would be eligible to receive Fixed Personal Allowance (FPA) after 12 months from the date of
reaching the maximum of his scale. FPA would be equivalent to (computer) increment he was
drawing whilst he was working as part-time employee, together with DA and HRA as on
1.11.1993 thereon. The following example would make the position clear:
Basic pay of Part-time employee (having four hours duty)
as on 01.11.1993
Computer Increment as on 01.11.1993
Total
Absorbed as Sub-staff on 01.10.1994 and fixed in Basic pay at
Sub-staff Rs.1600/-
Rs.1401.60
Rs. 48.00
Rs.1449.60
1 st stage of scale applicable to
(a) The employee on reaching maximum of the scale of Sub-Staff (viz. Rs. 3020/-) shall be
eligible for FPA on completion of 12 months from reaching such maximum.
(b) The quantum of FPA shall be as specified in paragraph 4, viz. Rs.58.24, if posted in city
with a population more than 12 lacs and Rs.57.28 if posted at other cities.
9. Where a permanent part-time employee draws Fixed Personal Allowance under these
instructions and is absorbed as a permanent whole time employee in the regular scale of pay,
such an employee will continue to draw the FPA as shown in paragraph 4 above.
Clarification:
Any unavailed leave to the credit of PTS who has been appointed to the full time post of substaff or other related cadre cannot be carried over since such appointment as full time basis is
considered as a fresh appointment.
CHAPTER -33
196
197
8. The Officer resigning, should settle all the dues to the Company or he/she should submit a
letter authorising the Company to recover the dues from the terminal benefits payable if
sufficient amount is available in his/her Provident Fund & Gratuity Accounts.
9. The Original Letter of resignation together with a format duly filled in shall be forwarded to
HO.(format is annexed)
198
Fax : 044-28524191
REGION :
DATA ON :
1.RESIGNATION
2.VOLUNTARY RETIREMENT UNDER TSR SCHEME
3. VOLUNTARY RETIREMENT UNDER PENSION SCHEME
(
(
(
:CL
SL
HRA
199
CCA
PL
)
)
)
Flood Advance
200
CHAPTER - 35
201
202
203
CHAPTER - 36
TERMINAL BENEFITS
204
The Company administers an Employees' Provident Fund Scheme on a contributory basis with
the primary object of providing a lump sum in the old age of the employee. The fund will also
enable an employee to tide over temporary financial difficulties by means of withdrawals
permissible in the Rules.
MANAGEMENT:
The Provident Fund is managed by a Board of Trustees constituting 8 (Eight) trustees four of
whom are appointed by the Board of Directors of the Company and the remaining four are
elected by the members of the fund. The Provident Fund is recognised by the Income-Tax
Department. The EPF Act, 1952 is not applicable for our industry with effect from 1st August
1988.
MEMBERSHIP:
Every existing employee of the Company are compulsorily the members of the Fund.
With the introduction of the New pension scheme W.E.F 1.1.2004 all new entrants shall be
governed by the New Pension Scheme.
CONTRIBUTION:
The rate of contribution to PF shall be 10 per cent of the Basic pay of the member,
irrespective of the cadre, rounded off to the nearest rupee, on a monthly basis.
The Company will contribute an equivalent amount monthly for employees not opted for
pension.
VOLUNTARY CONTRIBUTION:
A member may also opt to contribute additional amounts to his PF account, either as a
specific quantum or Ninety percentage of his basic salary as voluntary contribution but the
total contribution, both own and voluntary cannot exceed 100 per cent of the basic salary.
No matching contribution for this by the employer is given.
A member may commence or discontinue voluntary contribution only from months of April,
July, October or January by giving due notice to the Establishment Department of the
respective pay drawing office before 7th of the said month.
If voluntary contribution is once discontinued during the financial year, it cannot be
recommenced in the same financial year.
INTEREST TO MEMBERS:
The fund's financial year is from 1st April to 31st March.
Interest to individual members is credited on the average balance during the year at the rate
decided by the Regional PF Commissioner or the average rate earned by the fund whichever
is higher. (For 1996-97, the interest rate is 13 per cent)
Proportionate interest is calculated in cases of Transfer into the fund and
Non-Refundable withdrawals.
205
EXPENSES OF FUND:
The entire expenses in the administration of the fund are borne by the Company.
SETTLEMENT:
The settlement of PF is effected in the following circumstances.
a. Retirement
b. Migration from India
c. Termination on a mass scale retrenchment
d. Winding up of the Company.
e. Resignation of the member from or Termination of service of member by the Company
(subject to a waiting period of 2 months)
f. Death of the member.
The settlement of P.F. dues are subject to clearance by Personnel Department for the Class I,
III & lV employees and Marketing Department for Development Staff respectively who will in
turn seek clearance from Regional Office, Housing Loan, Internal Audit, Establishment,
Welfare Society, Vigilance Departments for any possible recoveries which will have to be
quantified.
The list of retiring employees are expected to be furnished by the pay disbursing office every
year to the PF trust, based on which the P.F. Department will send the necessary forms for
settlement two months prior to retirement for processing. Even if no member retires during a
year, a "Nil" statement is to be furnished.
Information of Death or Retirement or Resignation or Termination of members are also to be
sent to P.F. There will not be any forfeiture of Company's contribution from the accumulated
balance of P.F. irrespective of number of years of membership.
Interest for the broken period will also be calculated in cases where settlements take place in
the mid of financial year.
The pay disbursing officer shall adhere to the instructions of the PF Department in cases
where recoveries have to be made before settlement.
The settlement in death cases will be made as per the nomination forms available with the
Trust. If nominations are not available, PF will be settled based on legal heir
certificate/succession certificate. If nominations are not available, PF will be settled based on
Legal heir Certificate/Succession certificate.
In cases where a member seeks settlement of P.F. Account on grounds of Termination from
service or Resignation, the same can be made after a waiting period of two months and on
obtaining declaration from the employee about his non-employment with any other employer
having a Recognised Provident Fund
When transfer of P.F. account is sought, Form 13A is to be submitted by the employee.
REFUNDABLE LOANS:
PURPOSES:
a. Medical Expenses of Self/or Family (necessary medical certificate is to be submitted)
b. Higher Education of Children (the education should be post-matric and lasting more than 3
years.
206
207
(i) actual accumulation in the fund by way of own, voluntary and Employer's contribution
decreased by refundable loans, if any, availed
(ii) Cost of purchase and I or construction less other loans, if any, availed for the same
purpose
(iii) 36 times of Basic pay and Dearness Allowance , per month.
HOUSING - SECOND LOAN
a. After a minimum period of 5 years from the completion of the construction of house for
which the first withdrawal was availed a second non-refundable withdrawal can be considered
for additions, or substantial alterations or improvements which will have the effect of
increasing the intrinsic value of the property.
b. The maximum withdrawal permissible will be the aggregate of 12 months Basic plus DA or
the accumulated balance in the fund out of own and voluntary contributions and interest
thereon as reduced by refundable loans, if any, taken, whichever is less.
HOSPITALISATION / MEDICAL EXPENSES:
a. For getting a non-refundable withdrawal on this score, the conditions is that the self or any
member of the family should be hospitalised for medical treatment for a period of not less
than 1 month.
b. The maximum withdrawal is restricted to 3 months' Basic plus DA or own and voluntary
contribution and interest thereon as reduced by refundable loan, if any, availed, whichever is
less.
c. Maximum withdrawal permissible is 50 per cent of the own and voluntary contribution
accumulation and interest thereon as reduced by the refundable loan balance, if any.
d. A maximum of 3 withdrawals only for this purpose are allowed for a member during the
entire period of membership.
NRL for Marriage Purposes: NRL is also permitted to a member for his Dependents marriage,
subject to a maximum of 50% of own & voluntary contribution accumulation and interest
thereon as deducted by refundable loan balance, if any. For self marriage purpose, member
should have completed 7 years of service.
REPAYMENT OF LOANS TAKEN FOR HOUSING:
a. For members who have completed 15 years of membership , non-refundable withdrawals
are permitted for their repayment of other loan taken for the purpose of house construction,
provided such loan had been availed from any recognised agency like State Government,
Housing Board, Housing Finance Corporations, Banks, LIC etc,.
b. The accumulated balance in the member's PF account together with interest should atleast
be Rs.1,000Ic. The payment will be directly be made to the concerned recognised agency only.
d. The maximum limit of withdrawal will be the actual outstanding principal loan amount and
interest thereon due to the concerned agency or 36 months basic pay plus DA whichever is
less.
e. For the quantum eligibility, the accumulated Provident Fund balance by way of own,
voluntary as well as company contributions and interest thereon less refundable loan taken, if
any, will be considered.
EOUIPMENTS FOR PHYSICALLY HANDICAPPED:
208
II. GRATUITY
1. Gratuity is intended to help the employees retiring etc to tide over the difficulties that
he/she will be facing after his/her retirement etc and also to discharge his/her financial
obligations or to help the legal heirs, if the employee dies in harness, to tide over the financial
problems, after the death of the employee. The Gratuity will be paid to the employees on the
occurance of any of the following events viz.
(a) Retirement
(b) Resignation
209
Provided the employee has rendered continuous service of not less than 5 years. (The
completion of 5 years shall not be necessary for death cases). In death cases minimum 6
months should be completed. The amount of Gratuity payable to the various classes of
employees are as follows.
2. Officers and Development Staff:
The Gratuity payable to Class I & II will be as follows
No. of Completed years of Service
Rate of Gratuity
Between 5 and 11 years
50% of Last Drawn Basic
On completion of 12 years
60% of Last Drawn Basic
On completion of 13 years
70% of Last Drawn Basic
On completion of 14 years
80% of Last Drawn Basic
On completion of 15 years (upto 30 years)100% of Last Drawn Basic
In other words, Gratuity payable is equal to one month basic salary for each completed year
of service, subject to a maximum of 15 months basic salary, for those who have put in 15
years of service and for those with lesser number of years of service, the total gratuity
payable will be calculated applying the above mentioned percentages, for every completed
year of service
However, if the total service exceeds 30 years for every additional year of service after
completing the said 30 years, half a months basic salary will be added to the maximum
amount mentioned above.
3. Class III & IV:
In the case of Class III and IV employees the Gratuity payable will be either in accordance
with the provisions of the payment of Gratuity Act (1972) as amended from time to time or as
per the scheme whichever is higher.
a) Gratuity payable under the Act will be at the rate of 15 days wages based on the rate
of wages last drawn, for every completed year of service or part thereof in excess of six
months.
The maximum amount of Gratuity payable under the Act is restricted to Rs.3.50 lakhs for
those employees, who have left the company before 24/05/10 and Rs.10 lacs for those
employees who have left the Company or or after 24/05/10
(Explanation : In the case of a monthly rated employee the fifteen days wages shall be
calculated by dividing the monthly rate of wages last drawn by him by twenty six and
multiplying the quotient by fifteen).
b) Gratuity payable as per the scheme will be as follows:Where the employee has rendered continuous service of not less than 15 years and upto 30
years, it will be 15 times the last drawn terminal basic salary plus half a month's terminal
basic salary for every additional year of service over 30 years, subject to a maximum of 20
months last drawn terminal basic salary.
It may be noted that no employee is eligible for Gratuity if he/she does not complete a
minimum of 5 years of service.
210
The employees are to submit the prescribed application for settlement of Gratuity and the
Office concerned has to submit the details of the salary drawn, tax deducted at source
therefrom etc in the prescribed form to enable the gratuity department to calculate the tax
payable and deduct the same before releasing the Gratuity.
5. Payment of Gratuity to Officers promoted from Supervisory, Clerical and
Subordinate Staff Cadres.
Employees promoted as Officers from Supervisory, Clerical and Subordinate staff cadres on or
after 1.1.1973 are also paid gratuity as per para 10 of the Rationalisation Scheme 1975 for
Officers as amended from time to time. The proviso to para 10 stipulates that where an
employee to whom the General Insurance (Rationalisation and Revision of Pay Scales and
other conditions of service of Supervisory, Clerical and Subordinate Staff) Scheme 1974
applies is promoted as an Officer on or after' 1.1.1973 and becoming entitled to Gratuity on or
after 1.8.87, the amount of Gratuity shall be higher of (a) or (b) as shown below :a) Gratuity as per the rate applicable to the Officers
OR
b) Gratuity as per the formula applicable to Class III employees taking into account:
1. The total service put in by the employee (including service as an Officer) and
2. The notional basic salary (including DA) which the employee would have drawn on the date
on which the gratuity becomes due and payable had he/she not been promoted as Officer and
continued as a Class III employee.
Explanation:
The Notional Basic salary for this purpose should be arrived at as under:1. Notionally release the Normal Grade increments in the Class III Scale of pay from which
he/she was promoted as Officer.
2. No stagnation increments are to be notionally released. However, stagnation increments
already granted before promotion as Officer should be taken into consideration.
3. Notionally fit the basic salary in the amended scale if the said class III pay scale was
revised effective from a date on or before the due date of Gratuity.
4. If an employee was promoted as Officer from the cadre of Assistant, notional basic salary
to be ascertained on the date the gratuity becomes due shall be in the Assistants' Scale
without any stagnating increments were released on or before the date of his/her fixation on
promotion as Officer.
ILLUSTRATION -I
Name of the Officer
Date of Joining
Class III post from which promoted
:
:
Mr./Mrs/Ms. x
24.10.1963
211
:
:
Sr. Asst.
27.06.1979
Rs.665/-
Total Service
Gratuity Calculation:
a. As per Gratuity Rules for Officers
10700 X 17 Rs. 181900
b. As per Gratuity Rules for Class III employees ascertain the Notional Basic Salary as on
31.10.97 in the Senior Assistant Scale :27.06.1979
01.04.1983
(Date of revision)
1.4.1987
(Date of revision)
1.8.1992
(Date of revision)
31.10.1997
(Date of retirement)
Total Salary for Gratuity purpose
Basic Rs. 6700
DA
Rs. 3301 As on 31.10.97
FPA
Rs. 236
:
:
Rs. 3340/-
Rs. 6470/-
Rs. 6700/:
:
:
Total Service
Mr/Mrs/Ms.. Y
22.5.61
Sr. Asst.
Rs. 2110/-
Gratuity Calculation:
a. As per Gratuity Rules for Officers
212
b. As per Gratuity Rules for Class III employees Ascertain the Notional Basic Salary as on
2.01.98 in the Sr.Asst Scale.
23.12.85
01.08.87
01.08.92
02.01.98
Rs.
Rs.
Rs.
Rs.
6930/3607/230/10767/-
2) Copies of notice shall be marked to Internal Audit Cell and Housing Loan Department at
Regional Office.
3) In addition copy each shall also be marked to HO Estate and Administration Departments in
case of Officers.
213
1) Application forms for settlement of terminal dues should be obtained from the employee 2
clear months in advance of the date of retirement.
2) Completed application forms shall be obtained in respect of retiring employee by the
Personnel Department, RO for all the employees in the Region and Establishment Dept for the
employees working in H.O.
3) On receipt of applications, the Personnel Dept, RO/Establishment Dept, HO will obtain
clearance from the Housing Loan Department, Internal Audit Dept, Administration Dept,
Estate Dept and Establishment Dept for dues if any payable by the employee or for
surrendering of Company's property in the possession of the retiring employee. Vigilance
Department clearance shall also be obtained. Information with regard to dues if any to the
Local Co-operative Thrift Society or the Employees' -Welfare Society shall also be obtained.
4) Normally recoveries from the retiring employee under the heads like Travelling Advance,
Festival Advance, Excess salary paid etc shall be effected well in advance and even if any
balance is left out, such recoveries shall be made out of the amount payable towards
encashment of earned leave on retirement.
The PF contribution for the last month of service of the employee shall be deducted from the
salary of the previous month itself and remitted to the PF Department, HO along with
employer's contribution also. (If an employee is retiring on 31st December, deduction for PF
contribution for the month of December shall be made from his/her salary for November
itself.)
C) Action one month in advance.
After collecting these details/clearances the original application shall be forwarded by the
Personnel Dept of RO/Establishment Dept, HO directly to PF Dept, HO and copy of the
application together with consolidated clearances in the prescribed format shall be sent to
Personnel Department, HO one month in advance.
Letter containing the clearances shall be signed by an Officer not below the rank of Assistant
Manager, Personnel Department, in ROI Establishment Dept, in HO.
In the case of Officers/employees who have been provided with accommodation/telephone
etc. by the Company, the terminal benefits including payment of encashment of earned leave
available on retirement shall be released only on surrender of the residential accommodation
and/or telephone etc. It is therefore necessary that as soon as the p05session of the
accommodation and/or the telephone etc. surrendered, information is passed on to the
Personnel Department, HO with copy of PF & Estate Depts, HO so that steps can be taken to
release terminal benefits.
D) A week prior to the date of retirement.
After the initial clearance is forwarded by the Personnel Dept, RO / Establishment Dept, HO if
some other recoveries to be made form the employee come to notice, such information
should be communicated to Personnel Dept, HO immediately (preferably by fax/telex) so that
before final clearance is given by the Personnel Dept, HO to PF & Gratuity Dept, HO, the
recoveries can be taken care of. If no such information is received by the Personnel Dept, HO
latest by 3 days prior to the date of retirement, it will be assumed that, other than the
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215
In the case of employees terminated form service by order of Competent Authority, the
application forms for settlement of PF and Gratuity, if payable, shall be forwarded by the
Regional Office, Personnel Dept / Establishment Dept, HO to PF Dept, HO and a copy of the
application along with necessary clearances to Personnel Dept, HO.
DRAFT OF LETTER TO BE SENT 12 MONTHS PRIOR TO RETIREMENT
To
Dear Sir/Madam,
As per our records and in terms of the provisions of the Schemes relating to Retirement from
service, you will be attaining the age of superannuation on ..
Accordingly, you shall be retiring from our services at the close of Office hours on .
In order to ensure settlement of your terminal dues in time, please clear of all the dues to the
Company such as those arising form Internal Audit queries, excess payments made by the
Company and various advances, if any, drawn by you but remaining unadjusted etc well in
advance.
Yours faithfully,
Cc
Cc
Cc
Cc
Cc
to
to
to
to
to
CHAPTER 37
VIGILANCE CLEARANCE
(I) Vigilance Clearance is to be obtained before:
a) Promotion
b) Confirmation on Completion of probationary period
c) Issue of no objection certificate for obtaining passport
d) Acceptance of resignation and settlement of dues, and
e) Release of retirement/terminal benefits.
216
CHAPTER 38
NO OBJECTION CERTIFICATE
I. For obtaining Passport:
The employee shall apply for NOC and shall complete all entries in the format prescribed. On
receipt of an application as above, the concerned office shall forward the application along
with its remarks to Regional Office concerned for necessary action. CMD has authorised
Regional Chiefs of the regions and Chief Manager / DGM / GM of HO (Personnel) to issue NOC
for employees at ROs and HO respectively.
Broad guidelines to be kept in view while considering request for NOC for obtaining passports:
(i) NOC may be issued if the office, where the employee is working, has no objection in
relieving him for the period of absence.
(ii) Where disciplinary proceedings are pending/contemplated against an employee, clearance
may be obtained from the appropriate authorities conducting enquiries or dealing with
vigilance or disciplinary matters before issuing such a certificate.
217
(iii) The Competent Authority shall also examine, before issuing a certificate, whether such a
certificate can be issued in the light of the purpose of the visit as explained by the employee.
II. Outside Employment
A. The following broad guidelines are provided for dealing with NOC for employment outside
the company:
(i) All applications shall be routed through the Company, that is Regional Office in respect of
all categories of employees, including Class I Officers unless otherwise stipulated.
(ii) NOC shall be issued not more than four times in a year in respect of all employees
including Class I Officers.
(iii) NOC shall be issued by the Chief Executive In-charge of the Region in respect of
employees upto the rank of Manager and by HO for Chief Manager and above.
(iv) It should be made clear to the employee that issue of NOC does not mean that he will be
relieved of his duties in case selected for appointment in other organisation.
(v) No recommendation shall be recorded in the application while forwarding except
verification of facts relating to the employment of the applicant wherever required.
(vi) Issue of NOC or forwarding the application would not absolve the employee of his
obligation to give due notice before leaving the employment of the Company.
(vii) No application should be forwarded unless:
a) the job applied for has been advertised publically in newspapers or otherwise and a copy of
such advertisement is attached with the application.
b) the employee fulfills the minimum eligibility criteria with regard to educational qualification,
experience, age, etc.
CHAPTER 39
MISCELLANEOUS
A. HOURS OF WORK:
1. The total working hours in a week comprising of five full days shall be:
i. Thirty Six and half hours excluding the daily lunch break for thirty minutes.
Days
Timings
218
ii. For all employees in the cadre of Subordinate Staff other than Drivers, Liftmen, Cleaners,
Watchmen, Electricians, Plumbers and Gardeners, Thirty nine and half hours excluding the
daily lunch break for thirty minutes.
2. The total working hours in a week comprising six full days shall be forty eight hours for
Subordinate Staff such as Drivers, Liftmen, Cleaners, Watchmen, Electricians, Plumbers, and
Gardeners.
Subject to the maximum weekly hours of work stipulated in 1 and 2 above, the Chairmancum-Managing Director shall from time to time specify the number of working days in a week
and the number of daily working hours of each office and employee as considered necessary.
219
220
221
assistance given to him/her shall be recovered from him/her. Similarly, if an officer leaves
his/her service before the completion of three years of service as per the bond executed, the
amount of monetary assistance given to him/her shall be recovered from him/her.
II. SUPERVISORY, CLERICAL & SUBORDINATE STAFF:
1. Supervisory and clerical staff in the industry could take up Management and Allied Courses
conducted by the Universities of a duration of not less than one year towards which 75% of
the Tuition fees would be reimbursed and there will be no reimbursement for books,
examination fees and other incidentals. In case of failure, the Company will not pay the fees
for repetition of the course. The course should be part-time course conducted outside the
working hours in the industry.
The courses to be selected should also satisfy two requirements namely:(a) The courses if prosecuted would be of direct benefit to the Company and the employee.
(b) The courses should be those which are not eligible for Qualification Pay.
SCS Staff are not entitled for financial assistance for management studies for prosecuting
Master of Business Administration of a recognised University/Institution w.e.f. 1.8.94, since
they are paid Qualification Pay for completing MBA.
A service bond should be taken from the employee concerned before allowing this facility.
2. When regular management courses are available from the local Universities
correspondence course will not rank for reimbursement of fees. However, where the local
University is not providing instructions in respect of any Management subject as a regular
course, financial assistance can be extended for prosecuting the course on that subject
through correspondence. The Competent Authority may ascertain the need for prosecution of
such course from point of view of the Company and grant permission accordingly.
3. The employees who take up studies in Insurance Management Courses conducted by the
recognised Universities may be allowed financial assistance as per following terms and
conditions
i) The assistance is available only to employees who are in the confirmed service of the
company which may be interpreted to include also employees who are on probation, on
promotion but in confirmed service of the Company.
ii) An amount representing 75% of the fees paid by the concerned employees may be
reimbursed to them on production of satisfactory receipts from the University concerned. If an
employee fails at one of the examinations, there would be no reimbursement of the tuition
fees for the repetition of the Course. It is clarified that the reimbursement referred to above
shall be only in respect of tuition fees and there will be no reimbursement towards cost of
books, examination fees etc. Before effecting reimbursement as above a service bond should
be obtained from the employee concerned agreeing to continue to serve the Company for a
period of three years after passing the final examination of the course for which the
reimbursement is being made.
iii) If an employee who has been given assistance to take up Insurance Management Course
abandons the course in between and does not write the examination, the amount reimbursed
to him/her and monetary assistance is to be recovered. Similarly, if an employee leaves the
222
223
duties, if required, he/ she will also do the Hindi Typing/Stenography work for which he/she
received training and incentives.
Employee can be allowed to draw such personal pay for the full 12 months (on the basis of
his pay applicable to the post which he was holding on the date of announcement of the
result or the date as given in the option exercised by him), even if he/she is promoted to a
higher cadre before completion of these 12 months.
Cash incentive for doing work in Hindi
The Company has introduced Incentive Scheme for doing work in Hindi with a view to
encourage employees for progressive use of Hindi in initiating correspondence Noting,
Drafting etc. This Scheme is applicable only to the employees in the cadre of Stenographers,
and Assistants.
The salient features of the Scheme are:
1. RATE OF INCENTIVE:
Employees found eligible may be paid incentive at the following rates:
Stenographer
Rs.300/-
Assistant
Rs.150/-
ASSISTANT
300/-
PERCENTAGE OF
MARKS
95% or more
STENOGRAPHER
300/-
Personal Pay (whose mother tongue One increment for 12 months including
is not Hindi)
DA, HRA, CCA
224
Prabodh
Praveen
Pragya
Rs. 350/-
Rs. 450/-
Correspondence
Rs. 700/-
Rs. 900/-
Rs. 500/-
225
Officers who serve as full time Faculty Members at the Learning Centre of the Company, shall
be paid a Special Allowance at 10 per cent of their basic pay subject to a maximum of
Rs.200/- per month.
Visiting faculty members:
Visiting faculty members may be paid honorarium for sessions lasting upto 90 minutes.
Officers from the industry may be paid Rs.200/- per session and those from outside the
industry Rs.300/- per session. For this purpose, Officers from National Insurance Academy,
TAC and LPA will be considered as Officers from the Industry.
LIMIT (Rs.)
2150/-
Deputy
Manager/Asst.Manager
1850/-
Administrative Officer
1500/-
226
227
from the date the employee joins duty with the foreign employer and would end when he
leaves the service of the foreign employer. However, the employee may be allowed joining
time provided the foreign employer pays the salary for the period.
4. Leave and Leave Salary:
During the period of deputation, the employees shall not earn any kind of leave under the
rules of the Corporation but shall be governed by the rules of the foreign employer during the
period he is on foreign service.
The unavailed balance of Privilege Leave and Sick Leave remaining to the credit of the
concerned employee on the date he proceeds on deputation would be protected and will be
available to him on repatriation to the Company.
5. Contribution whilst on deputation:
(i) Leave Salary : No contribution towards leave salary will be recovered.
(ii) Provident Fund : If the employee who is posted abroad is required to make contribution
to Provident Fund as per statutory requirement, in the country of posting, he need not make
any contribution to the Provident Fund of India, however the employee may be permitted to
contribute to the Provident Fund in India at his specific request but the Company will not
make any matching contribution to wards Provident Fund during the time the employee
serves abroad.
(iii) Gratuity : Employees would contribute towards Gratuity liability an amount equivalent to
3 per cent of the Notional Salary (Basic Pay) which he would have drawn in India for the
period from the date he is relieved from the post in India to join the assignment abroad and
the date he rejoins duties in India on his return.
(iv) Housing Loan . The employee would remit the amount representing repayment of
instalments of housing loan and any interest thereon and the Housing Society Charges
(v) Interest for delayed payments: Contributions would be paid within 60 days from the due
dates failing which interest on the amount due by way of such contributions shall be from the
employees at the charged same rate as is allowed from time to time on Provident Fund
additional 1 per cent per accumulations plus annum from the due date
6. Lien:
The employee will have the lien on service of the Company and during the period of
deputation he will be granted salary increases that would have been granted had he not been
deputed to Foreign Service. His name would be maintained in the seniority list or other
statement on the basis of which promotions are considered from time to time to the superior
cadre, as if he continued to be in the service with the Company and he will be considered for
and if considered fit, granted proforma promotion.
During the period of deputation, the employee would not be entitled to any salary or any
other benefits from the Corporation/Subsidiary. This period of deputation would not be
treated as a break in service for any purpose. He would receive gratuity and other retiral
benefits as if he had continued in the service of the Company and not been on deputation, in
terms of relevant rules from time to time.
228
b.
Designation
229
c.
Present Office
d.
e.
f.
Date of Departure
g.
2. If the employee has sufficient PL at his credit, leave may be granted subject to other rules
governing sanction of PL and also permission to visit abroad by the Competent Authority.
3. If he/she seeks extension of PL, it may be sanctioned if satisfied by the Competent
Authority subject to availability of PL. Under no circumstances, the total PL thus granted shall
exceed 90 days even though sufficient PL is available to his / her credit.
4. If he/she seeks further extension of PL beyond 90 days, he/she should be clearly and
promptly advised that his extension of leave has not been granted and he/she should report
for duty immediately.
5. If the employee desires to go abroad for taking treatment for self-sickness, he/she has to
produce medical certificate to that effect and leave may be granted subject to availability.
6. No Sick leave will be granted to an employee proceeding/whilst abroad unless it is a case of
his/her hospitalization supported by documents. Many employees, as a routine apply for
extension of leave on medical grounds based on medical practitioner in a foreign country. It
is impossible for us to verify the genuineness of such medical certificates. Hence, we may
restrict grant of sick leave only in cases of hospitalization.
7. After the first spell of sanctioned leave if he/she does not report for duty and also does not
seek extension of leave, he/she should be advised by a letter that he/she has overstayed the
sanctioned leave and he/she is now unauthorized absent and he/she should report for duty
immediately. The unauthorised absence should not be adjusted against any leave (including
leave on loss of pay), though leave may be available in his/her credit. If the unauthorised
absence of the employee is treated as leave on loss of pay, then it would mean that his / her
absence is regularised and hence disciplinary action cannot be initiated against the employee.
Care should be taken to ensure that no payment is made towards salary for the period of
his/her unauthorised absence i.e. for the period beyond the sanctioned leave.
8. If an employee does not report back for duty on expiry of sanctioned leave after going
abroad, his/her absence will be deemed as unauthorised and departmental action will be
initiated for the unauthorised absence. Besides, the leave sanctioned for the earlier period
will be revoked and the entire absence will be treated as unauthorised and the employee will
be liable to repay the leave salary drawn.
9. Similarly, if an officer who goes abroad on Study Leave, does not report for duty on expiry
of the sanctioned Study Leave, he/she should be advised that he/she is unauthorisedly absent
and should report for duty immediately. Even after second reminder, if he/she does not report
230
231
232
233
LIST - B :
(Cities with population of 5 lacs and above but not exceeding 12 lacs)
234
Note :
List A
List B
1000 metres 1500 metres (Above mean sea level) and places which
are specifically declared as Hill Stations by Central/State Govts. for
their employees.
List C
Not less than 750 metres and surrounded by and accessible only
through hill with a height of 1000 metres and over.
235
236
237
ii) In case, the communication sent by RPAD is returned undelivered/refused acceptance, the
envelope concerned may be kept in safe custody without being opened.
Iii) On such constructive serving of the relieving letter, the Officer/employee is deemed to
have been relieved. Hence the name of the Officer/employee shall be struck off from the
muster roll of the office and all related correspondence/notice/Personal File be sent to the
new office under copy to the Controlling Office and to the Establishment Department and IT
Department of the present Regional Office and new Regional Office.
iv) Procedure for sanction of leave : The procedure to be followed in different contingencies
is as follows :
In case the leave application is received before relieving the employee, the
present office may approve the same in normal course, on merits of the case provided the
same does not interfere with the proposed date of relief and relieve the Officer/employee on
expiry of such sanctioned leave. If the leave application is for an unduly longer period and
intended to avoid transfer, the same is to be refused and the concerned Officer to be advised
in writing. Further, the approving authority may deal with the matter on merits in case the
application is for sanction of sick leave.
Where the Officer/employee sends the leave application by post after deemed
relief, the same should be forwarded to the new office he/she is transferred, for their
necessary action under copy to the Officer/employee and to the new controlling office.
Where the employee does not submit a leave application after deemed relief, the
new office shall issue a notice to the employee as per procedure advising him to report for
duty failing which necessary action would be initiated against him. Such Notice is to be issued
by the new office after the expiry of a period of six days plus the joining time reckoned from
the date of deemed relief.
CHAPTER 40
9A(iii) SCHEME
This Scheme is applicable to Branch Managers, AOs and AAOs as signed with Development
functions.
1. Loan :
Interest free loan shall be granted for purchase of approved model of cars. The amount of
loan shall not exceed the purchase price of the vehicle. The loan shall be recovered in 120
equal monthly instalments in case of new vehicle and in sixty equal monthly instalments in
case of second hand vehicle with age more than 3 years. In case of vehicles of less than 3
years old, the loan shall be recovered in the number of instalments equal to 120 minus the
age of the vehicles in months.
Sanction of loan for purchase of car shall be further subject to the following conditions :
i.
ii.
Not more than two loans for purchase of cars be granted during the entire service of
the Officer and for this purpose the car being used as on 15.04.1988 be treated as
first vehicle.
Even if the Officer repays the loan prior to completion of 120 months from the date of
purchase in the case of new cars an sixty months in the case of second hand cars and
238
Amount to be allowed
(80% of the following)
Purchase
price/No.
instalments
Rs.50/-
Of
repayment
Note : The expenses incurred on mobile oil/engine oil are not pay able separately since these
expenses form part of fixed monthly allowance in the case of cars provided under 9A(iii)
Scheme.
3. Running Expenses :
80% of the actual cost of petrol consumption is payable. However, monthly reimbursement
shall not exceed cost of 100 litres.
239
750/-
1500/-
rd
3 year of use
2000/-
4 to 10 years of use
2500/-
Note : The Officers entitled to fresh loan may like to use the same car beyond 10 years. It
would, therefore be in order to apply beyond 10 years the same limit as are applicable to the
10th year.
The loan shall be repaid by the Officer in 10 equal monthly instalments to be recovered from
his salary. The first instalment of repayment shall be deducted from the salary of the Officer
for the month following the date of disbursement of loan. If the Officer requires loan for
major repairs when the previous loan is outstanding, the balance outstanding loan shall be
deducted from the maximum allowable limit shown above and the fresh loan to be granted
shall not exceed such reduced limit. If, on the date the Officer leaves the services of the
Company, there is any outstanding loan the same shall have to repaid in cash by the Officer
or shall be deducted out of the terminal benefits due to the Officer.
7. Provision for payment of taxes and insurance premium :
The Company will bear the premium for insuring the car under comprehensive cover including
the cover against the risk of strike and riot and will also pay registration charges and road
taxes and other taxes payable on the vehicle including the accessories fitted thereon for which
the Company has advanced loan.
Approved models :
CATEGORY
P.A.L.
AO(D)
&
Branch a) Premier Std
Ambassador Std. &
Managers/ Sr. Branch b) Premier Dlx. BE
Ambassador Deluxe
Managers
c) Premier Dlx.BU
d) Premier S1
Executive
e) Premier S1 Deluxe
d. Maruti 800
di. Maruti Omni
It will be in order to sanction Car loans for Diesel Cars to Officers who have been assigned
with Development functions as per the above approved models.
8. Loan for purchase of Two-Wheelers
The AOs (including Branch Managers and Assistant Branch Managers) with Development
Functions entitled to loan for purchase of cars shall have the option to avail loan for purchase
of two-wheelers. Where such an option is exercised, the loans granted for two wheelers shall
be repayable in 60 equal monthly instalments, whether the vehicle is new or second hand.
The allowance, petrol limits shall be reduced as under :
a) Fixed Allowance :
240
Priya,
Lamby,
Kinetic Honda,
LML Vespa,
150 NV model,
Bajaj Cub,
Lambretta Cento-100
b) MOTOR CYCLES
241
Silver Plus
Bajaj M-50
Yamaha RX-100
TVS-Suzuki
The following makes of Mopeds are also approved for grant of loan :
2.
3.
4.
5.
6.
7.
Suvega
Mayram (T.N.Govt.)
Luna
Dart-T.T.
TVS-50
Hero Majestic Moped
242
Amount (Rs.)
5 Lakhs
Scale IV & V
4 Lakhs
3.25 Lakhs
243
Category of Officer
Competent Authority
01
02
the
244
No payment of Fixed Charges to the Officer shall be made under the Scheme. An
amount of Rs.200/- shall be paid to the Officer every month towards cleaning. Servicing
charges of not more than Rs.2000/- p.a shall be reimbursed to the officer.
10. Replacement of Tyres/Tubes & Batteries :
(i) The cost of replacement of tyres and tubes shall be borne by the Company in full
after the vehicle has run for 32,000 kms. subject to production of bills/receipts.
(ii) If the tyres are required to be re-treaded, the cost of re-treading shall be borne
by the Company after the Car has run 16,000 kms. In such cases, the next replacement of
tyres shall be allowed only after the car has run a further 16,000 kms. and the cost of such
replacement shall be borne by the Company in full.
(iii) The cost of replacement of batteries shall be borne by the Company in full after
18 months from the date of purchase of the vehicle and after every 18 months thereafter
subject to production of bills/receipts.
(iv) The cost of premature replacement of battery shall be borne by the Company, in
full, in cases where the Competent Authority considers it necessary, after one year from the
date of purchase of the vehicle/battery, but in no case before the expiry of the guarantee
period.
(v) While bearing the cost of such replacement of tyres/tubes/batteries, due account
will be taken of trading in values of worn out tyres and batteries.
(vi) At present the cost of each tyre is limited to Rs. 2500/- and battery Rs. 2850/-. However,
with effect from 1.9.2010, the said limits have been withdrawn and full cost is reimbursed.
11. Repairs :
(a) Expenses under this head shall be borne by the Company
(b) Full cost of major repairs and replacements shall be borne by the Company,
subject to the conditions that the amount so spent shall not exceed the following ceilings in
each of the eight years from the date of purchase of the vehicle subject to production of
bills/receipts and verification that the said repairs have actually been carried out :
Age of the
Car
Maximum Admissible
Repair Charges (Rs.)
First Year
2250
Second Year
3250
Third Year
3750
Fourth Year
4250
Fifth Year
4750
Sixth Year
5250
245
Age of the
Car
Maximum Admissible
Repair Charges (Rs.)
Seventh Year
5750
Eighth Year
5750
(c) The yearly limits mentioned in sub-clause (b) above, would be cumulative in
nature and balance in the repair budget of a particular year, if any could be carried forward in
the next year (s). However, if the actual expenses exceed the relevant year's budget plus any
carry forward of the previous year(s), the excess will not be adjusted against future
accumulations nor will it be taken into account for the purpose of reimbursement.
(d) No expenses shall be allowed in respect of repairs and replacements, which are
necessitated by accident, or otherwise, to the extent such expenses are to be met by the
Insurer of the Vehicle as a claim arising out of the accident .
(e) If any of the repairs and replacements prescribed in Appendix B are carried out
earlier than due because of an accident, the charges of which are borne by the Insurer of the
vehicle, such repairs shall not be admissible at the time they would otherwise have been due
and would be incurred only at a later date when they are considered necessary by the
Competent Authority.
(f) No advance shall be granted for the repair of a car under the Scheme. However,
in cases where the estimated cost of major repairs undertaken at one time exceeds Rs.4000/and where the garage requires an advance, the Competent Authority, on request, may
sanction such advance not exceeding 50% of the estimated cost of repairs or the amount of
advance required by the garage whichever is less. The Competent Authority shall satisfy that
the concerned repairs are carried out within a month of payment of the advance. The
advance shall be adjusted out of the amount due on account of the repairs and shall not be
allowed to be carried over.
12. Running Expenses :
(a) All the running expenses will be borne by the Company as long as the Car
remains under the Scheme. The running expenses shall be payable per quarter subject to the
limits :
Chairman-cum-Managing Director
No limit
General Managers
375 litres
Deputy General Managers/Chief Regional Managers 300 litres
Chief Managers other than RO-in-charge
250 litres
250 litres
246
No limit
A Class Cities
225 litres
B Class Cities
180 litres
C Class Cities
150 litres
(b) The settlement of running expenses shall be made every month to the Officer.
(c) The norms for reimbursement of fuel expenses during the leave period of an
Officer shall remain unchanged as at present.
13. Exit of Cars from the Scheme :
(i) The period of usage of car under the Scheme will be eight years. After the end
of eight-year period, the car shall be transferred in the name of the officer concerned by
recovering an amount equal to the written down (depreciated) value of the car determined as
per rules in force from time to time. As per the present system, example is worked out below
:
For example : if the cost of car is Rs.1,00,000/-, then the written down value (book
value) of the car every year will be as follows as the book value of the car is determined at
the end of each year by reducing 20% on the written down value of the car at the beginning
of the year :
Age of the Car
80,000
64,000
51,200
40,960
32,768
26,214
16,777
The amount so arrived at the end of the eighth year i.e. Rs.16,777/- shall be
recovered in one lump sum.
(ii) Where the vehicle goes out of the scheme at any time before completion of the
eighth year period as per para 8(a), the depreciated book value will be calculated as on the
date of exit for the purpose of calculating the amount actually to be recovered from such an
Officer. The amount so arrived at shall be deposited immediately in one lumpsum by the
concerned Officer failing which it will be recovered in one lumpsum from any/all dues payable
to the Officer at the time or in future and the vehicle transferred in the name of user Officer.
For Example :
1) Assume purchase price of the vehicle as Rs.1,00,000/-
247
NOTE : If the vehicle goes out of the scheme up to 15th of a month, the
depreciation will be calculated as at the end of the previous month. Otherwise, the same will
be calculated as at the end of the month in which the car exits out of the Scheme.
14. General :
a) A new car bought by the Company and kept for the use of an Officer eligible
under the Scheme shall be kept by the officer for 8 years.
b) An Officer having a car covered by the Scheme and using the same after 8 years
from the date of its purchase shall continue to be covered by the Scheme for a further period
not exceeding one year. The Company shall bear all the expenses as per the provisions of this
Scheme.
c) An Officer using a car under the Scheme shall not normally be permitted
premature change/transfer of the car in his/her name within 8 years from the date of its
purchase. However, the Competent Authority, after reference to the garage or any surveyor
nominated by the Competent Authority, if satisfied that it will not be possible or worthwhile to
get the car repaired, send his/her report to the Chairman-cum-Managing Director in respect of
the Officers of the rank given below :
Cadre
Competent Authority
GM (Marketing) to CMD
Rs.1,00,000/01/09/2003
01/06/2005
21 months
249
(ii) On exercising such an Option, the vehicle/s will be transferred in the name of the
Company for the amount outstanding in respect of the vehicle account as on 01/01/2003.
The Account Code and the Head of Accounts is ......... and 'Office Cars under Scheme 2002'.
(iii) All the Officers who have exercised the option to switch over to the Conveyance
Scheme 2002 shall have to execute a fresh agreement as per Appendix 'A' attached to the
Circular. The amount of stamp duty will be as applicable in the respective States in which the
agreement is executed and the expenses related to the same shall be borne by the Company.
(iv) An Officer who opts to be governed under this Scheme, has to make payment of
the depreciated value required for transfer of the vehicle in the name of the user in one
lumpsum as on the date of exit for any reason whatsoever subject to the provisions of para 8
of this Scheme.
b) In case Officers who do not exercise the option to switch over to the revised Conveyance
Scheme 2002 within the prescribed time limit, they shall have their vehicles covered under the
existing Conveyance Scheme and shall continue to get the benefits as applicable to the
respective Schemes. The Income Tax Liability will be decided on the basis of rules and
regulations in force, in such a case, from time to time.
c) An Officer will not be allowed to exercise the Option for switchover to the revised
Conveyance Scheme, 2002 if his/her Car has ceased to be covered under the existing
Conveyance Schemes or who have retired/resigned from the services of the Company, as the
case may be, as on the date of the Circular.
d) An Officer will have the option to have the vehicle covered either under the existing
Conveyance Schemes or under the revised Conveyance Scheme 2002. No Officer is allowed
to surrender the vehicle to the Company.
e) At the end of eight years from the date of purchase of present case, the new car, if
sanctioned, would automatically be under the Conveyance Scheme 2002.
B. Payment of Fixed Charges & Recovery of Loan Instalment :
No Fixed Charges shall be paid to an Officer who has opted for switchover to the revised
Conveyance Scheme w.e.f.01/01/2003. Similarly, no monthly recovery towards advance shall
be made from the Officer as per the earlier system.
C. Repairs :
In respect of the maximum admissible repair charges relating to the various age of the car,
towards the cost of the repairs and replacements, the age of the car will be determined from
the date of purcase of the car and not from the effective date of implementation of
Conveyance Scheme, 2002 or the date of entry into the Conveyance Scheme, 2002.
D. Income Tax & Surcharge :
The Income Tax and Surcharge, if applicable, would be deducted at source as per the
provisions of the Income Tax Act prevailing from time to time and as per instructions from
Accounts Department, Head Office.
16. INTERPRETATIONS OR CLARIFICATIONS :
250
APPENDIX A
Fax : 044-28524191
251
2.
The Company has agreed to purchase the Motor Car specified in the Schedule hereto
(hereinafter called The said car) and place it at the disposal of the above said employee to
be used by him/her for the purpose of the business of the Company on the terms and
conditions hereinafter contained.
NOW IT IS AGREED BY AND BETWEEN THE PARTIES HERETO AS FOLLOWS :
1.
The Company shall purchase the said Motor Car with all the tools and accessories
belonging thereto at or for the price of Rs._________________. The said Motor Car shall
remain registered in the name of the Company.
2. The Company shall allow the employee the use of the said Motor Car during the period
he/she remains in the service of the Company and performs and observes all the conditions of
his/her service and all the covenants on his part and the conditions herein contained.
3. The employee shall agree to remit to the Company in a lumpsum the written down value
of the car at the end of the eighth year or earlier exit from the scheme. The written down
value of the car being equal to the total amount received from the user Officer, the car shall
be transferred in the name of the user employee.
4. During the course of the vehicle being in the use of the employee, the employee will :
a) bear and pay all the expenses of keeping the said Motor Car in good order and condition
and do or cause to be done all necessary repairs to keep the said car in good order and
condition to the satisfaction of the Company;
b) provide a safe garage or parking place for the said Motor Car;
c) use the said Car solely for the business of the Company and for reasonable town running
for personal purposes and bear and pay all charges for the upkeep of the said car;
d) pay all fines that may be imposed or levied for driving or using or allowing the said Motor
Car to be used in contravention of the law or police regulations or any other regulations in
force from time to time;
e) allow the Company's representatives at all reasonable times to inspect the said Motor Car
and view the state and conditions thereof;
f) shall not sell, pledge, mortgage or part with possession of the said car or otherwise deal
with the same in any manner whatsoever;
g) shall not use the car for any commercial purposes
h) shall take all steps and precautions to keep the car in good working condition as if the car
is his/her own and as any prudent owner would reasonably do.
5.
a)
So long as the said car shall be used by the employee under this Agreement, the
Company shall bear and pay all the charges (but not fines or penalties mentioned in clause
4(d) above) and taxes payable to Government or any Municipality or any Public Body in
connection with the said car including all vehicle Taxes.
b) The user officer shall ensure that the car is always kept adequately insured in the name
of the Company against fire, theft, burglary and third party liability for death or injury to any
person and such other insurable risks with such Insurer as the Company may deem fit at
his/her own expenses and pay the premium from time to time and continue such insurance
until the car is transferred to the employee as a exclusive property pursuant to the provision
in that behalf hereinafter contained. Such premium shall be reimbursed / paid by the
Company.
c) The user Officer will ensure that the car/vehicle in use is always kept adequately insured.
252
6) If the employee fails to comply with any of the conditions of this Agreement or in
case
he/she shall be adjudicated insolvent or in case any execution or distress shall
be levied or
effected upon the said Motor Car, the Company shall be entitled to terminate this Agreement
and to retake and resume possession of the said car and for that purpose to enter into any
garage or premises where the said motor car may be lying for the time being without being
liable for any action for trespass or otherwise. The Company as the owner of the vehicle shall
also be entitled in its absolute discretion to sell the said Motor Car by public auction or by
private treaty and upon such terms and conditions as the Company may deem fit and with
power to give all necessary receipts and discharges on such safe and to do all acts that may
be necessary for completing such sale without being answerable for any loss caused by such
sale and the Company shall out of the net proceeds after paying all expenses
pay
and
satisfy the money which shall then be due and owing to it under the said Car
Account and
shall pay the surplus if any, to the employee on his/her heirs executors and administrators.
Should there be any loss the Company shall be entitled, apart
from its right to recover such
loss by suit against the employee or his/her estate, to deduct the amount of such loss from
any money due and payable by it to the employee on account of salary or other
emoluments/payments.
7. This agreement shall come to an end and the motor car shall become the property of the
employee and Company shall transfer the said car to the employee on recovery of the
depreciated value as at the time of exit from the scheme for any reason whatsoever after the
same is paid to/recovered by the Company.
8. In the event of the employee ceasing to be in the employment of the Company for any
reason or in the event of his/her death while in the service of the Company, the Company as
the owner of the vehicle shall be entitled to exclusive possession of the said Motor Car and for
that purpose to enter upon any garage or premises in which the said Motor Car may be lying
for the time being and the employee and his/her heirs, executors and administrators shall not
be entitled to the payment made by him/her in the said Car Account or any part thereof
PROVIDED that if the employee or his/her heirs, executors and administrators as the case
may be shall so desire he/she or they can pay to the Company within a period of one month
from the date of such event, the outstanding written down value of the Motor Car as on that
date due to the Company under the said Car Account after giving credit for all payments
made by the employee therein and upon payment of such amount, the Company shall
transfer the said Motor Car to the employee or his/her representatives. If the amount due to
the Company shall not be paid within the aforesaid period of one month, the Company as the
owner of the vehicle shall be entitled in its absolute discretion to sell the said Motor Car by
public auction or private treaty and upon such terms and conditions as it shall think fit and
with power to give all necessary receipts and discharges on such safe and to do all acts that
may be necessary for completing such sale and to do all acts that may be necessary for
completing such sale without being answerable for any loss caused by such sale and the
Company shall out of the moneys received from such sale, pay and satisfy the money which
shall then be due and owing to it under the said car account and shall pay the surplus if any
to the employee or his/her heirs executors and administrators. Should there be any loss the
Company shall be entitled apart from its right to recover such loss by suit against the
employee or his/her estate to deduct the amount of such loss from any money due and
payable by it to the employee on account of salary or other emoluments/payments.
9. Any time or indulgence granted by the Company to the employee shall not prejudice or
affect the rights of the Company.
253
IN
WITNESS
WHEREOF
these
presents
have
been
signed
by
______________________General Manager/Deputy General Manager/Chief Regional Manager
of the Company at __________________ and by the said _______________ the dau and
year first herein above written.
THE SCHEDULE ABOVE REFERRED TO :
1. Registered Number
2. Class of Vehicle
3. Maker's Name
4. Type of Body
5. Year of Manufacture
6. Number of Cylinders
7. Chassis Number
8. Engine Number
9. Horse Power
10. Maker's Classification, or if not known, wheel base
11. Seating Capacity (including driver)
12. Unladen weight
APPENDIX 'B'
Fax : 044-28524191
I hereby request that the Car, which is being used by me under Scheme__________ may be transferred to
Conveyance Scheme, 2002
Particulars of the Car :
(a)
Make
(b)
Year of Make
(c)
Registration No.
(d)
(e)
(f)
Rs.
254
I hereby request that the Car, which is being used by me under Scheme__________ may be transferred to
Conveyance Scheme, 2002
Tyres :
(I)
(a) Distinctive number of tyres :
(b) Whether ordinary or nylon or radial
tyres:
(h)
(i)
(II)
(III)
(IV)
(V)
I have read the terms and conditions of Conveyance Scheme 2002 and agree to
furnish such information as is required under the Scheme and also such other
information as may be required by the Company in connection with the Scheme and
also to execute the necessary agreement
I agree to pay Income tax or such other taxes as may be levied by the
Government/CBDT from time to time and hereby authorise the Company to deduct the
same at source from my salary/any other payment
________________________
________________________
Name :
Date :
Fax : 044-28524191
Ref :
Dear Sir,
Re : Intimation of Admission of Car to Conveyance Scheme, 2002
255
Please refer to your application dated ________________ requesting the transfer of your Car
No................................ to Conveyance Scheme, 2002. Your request has been considered
and the above car is admitted to Scheme 2002 with effect from ____________. The terms
and conditions of Conveyance Scheme, 2002 shall henceforth be applicable.
2. The monthly allowance admissible to you will be Rs.100/- towards cleaning.
3. The depreciated value will be paid in lumpsum at the time of exit of the vehicle from the
Scheme.
4.
replacements of the car carried out by you have to be intimated to us in the appropriate forms
as the case may be even though the amount is not borne by the Company eg. Where
payment is made by the Insurance Company.
5. Please note that Officers of the Company empowered in this behalf will have the right to
inspect the condition of the car, note the odometer readings, etc. from time to time.
Yours faithfully,
COMPETENT AUTHORITY
256
257
The cost of replacement of tyres and tubes shall be borne by the Company in full after the
vehicle has run for a minimum of 32,000 kms., subject to production of bills/receipts.
Replacement of radial tyres is permitted and the actual cost of such replacement shall be
borne by the company subject to a maximum of Rs.2,500/- per tyre/tube set. Replacement of
batteries is permitted after a minimum period of 18 months and the actual cost of such
replacement shall be borne by the Company subject to a maximum of Rs.2,850/- per battery.
7. REPAIRS :
Expenses under this head shall be borne by the Company.
Under the 9A(iii) Scheme applicable for Administrative Officers assigned with development
functions, Assistant Managers and Deputy Managers in charge of Branches, there is no
provision for yearly limits in respect reimbursement for cost of major repairs and
replacements. However, when such officers opt for conversion to the Conveyance Scheme,
2002, the repair budget as specified under 11 (b) of the Scheme shall be applicable according
to the age of car at the time of conversion to the Scheme. (For eg., if the age of the car is
three years at the time of conversion to Conveyance Scheme, 2002, the repair budget for the
third year shall be reimbursed subject to the conditions specified). Accumulation of repair
budget is not permissible in such cases at the time of conversion to Conveyance Scheme,
2002.
8. RUNNING EXPENSES :
The limits of running expenses under Conveyance Scheme, 2002 shall be effective from
01.01.2003 for the Officers who opt for conversion to this Scheme. In such cases, the
Depreciation Allowance paid to the Officer from January 2003 shall be recovered.
As per Para 15(b) of the Conveyance Scheme, 2002, if an Officer does not exercise the option
to switch over to the revised Conveyance Scheme, 2002 and continues to be covered under
either of the loan schemes, the limits regarding petrol reimbursement shall be as specified
under the loan schemes applicable of the officer concerned which shall be 80% of the actual
cost of petrol consumption subject to the limits under the loan schemes.
9. CALCULATION OF DEPRECIATED VALUE IN RESPECT OF SECOND HAND CARS
CONVERTED TO CONVEYANCE SCHEME, 2002 :
When a second hand car purchased under any of the existing interest free loan schemes is
converted to Conveyance Scheme, 2002, the period of usage of such car will be seven years
(since the repayment period under loan scheme in respect of such cars is eighty four months).
The loan amount outstanding as on 01.01.2003 transferred in the name of the Company shall
be reckoned for the purpose of calculation of written down (depreciated) value of the car and
the written down book value of the car is determined by reducing 20% p.a on that amount for
the unexpired period out of seven years from the date of purchase of the second hand car
under the earlier scheme.
10. CALCULATION OF DEPRECIATED VALUE IN RESPECT OF BETTER MODEL CARS
CONVERTED TO CONVEYANCE SCHEME, 2002 :
When a car listed as better model under any of the interest free loan scheme is converted to
Conveyance Scheme 2002, for the purpose of calculation of written down (depreciated) value
258
12. GENERAL :
i) Conveyance Scheme, 2002 is effective from 01.01.2003 and all new cars purchased will be
only under this Scheme. No cars will be purchased under any of the interest free loan
Schemes.
ii) An officer having a car covered by the Conveyance Scheme, 2002 and using the same
after 8 years from the date of its purchase shall...............8 th year. However, the written
down value of the car at the end of the 8th year will remain unaltered.
If the officer does not avail the facility of another car even after completion of the extended
period of one year (i.e.9th year) and opts to use the same car, the car shall be transferred in
the name of the officer on payment of written down value as at the end of 8 th year and the
officer shall be eligible for only the running expenses as mentioned above.
iii) Disposal of car as per para 14(c) and 14(e) of the Conveyance Scheme, 2002 :
While a sale is permitted as per provision of 14(c) and 14(e) of Conveyance Scheme, 2002,
the car shall be sold by the Company by advertisement, charges for which shall be borne by
the Officer. The said proceeds shall be utilised as under :
a) The first charge shall be the written down value of the vehicle as on the date of disposal.
b) The shortfall, if any, shall be recovered from the Officer concerned.
259
c) Excess, if any shall be retained by the Company. However, in cases of better model cars
purchased under any of the interest free loan schemes where the officer has contributed over
and above the loan sanctioned, excess retained by the Company will be in the ratio of loan
sanctioned and the purchase price of the car and the balance amount will be repaid to the
officer concerned.
Same is the case where the officer had contributed an amount towards AC model of the car.
d) In cases where better model car purchased under any of the interest free loan schemes
and converted to Conveyance Scheme 2002, meets with accident and the claim for total loss
is paid by the Insurer of the Car, the claim amount shall be apportioned on the same basis as
indicated in para 14(c) and excess retained by the Company will be in the ratio as mentioned
above.
iv) LIMITS FOR ACCESSORIES :
Under this Scheme, the entitled officers are eligible for a maximum of Rs.5,000/- towards
fitment of accessories as under :
i) Petrol Tank lock
ii) Extra Dicky lock
iii) Extra Door lock
iv) Rubber foot mats
v) Bonnet light i.e. (engine light)
vi) Reverse light
vii) Sub Shade/Sub Control Film/Tinted Glass
viii) Seat covers
ix) Rubber Seal
x) Ammeter
xi) Oil Pressure Gauge
xii) Side Mirrors
xiii) Steering Lock
v)
TREATMENT OF
LEAVE/SUSPENSION
CONVEYANCE
FACILITIES
DURING
THE
PERIOD
OF
a) In the case of officers other than Manager and above assigned with development
functions, if they avail Earned Leave, the petrol limit is reduced at 2 litres per day will be after
the first 15 days from 16th day onwards. There will not be any curtailment in the limit for Sick
Leave upto 15 days. Similar procedure will be followed when an Officer is attending training at
an outstation or at the same station but the car is not used.
b) There will not be any reduction in the limit of petrol for Manager and above for Earned
Leave, Sick Leave or outstation training not exceeding 30 days continuously.
c) Where the leave period exceeds 30 days, running expenses shall .....
d) If the leave period exceeds 120 days, running expenses as well as repair expenses, yearly
servicing charges shall not be allowed. However, the repairs expenses accumulated and
unutilised upto that period shall be allowed.
e) In all such cases, the depreciation will not be affected. However, if the period exceeds 6
months continuously depreciation for the purpose of calculation of written down value in
respect of the car used by the officer will be 50% of the normal depreciation for that year and
260
if the period exceeds one year continuously, no depreciation will be allowed for that year and
proportionately for the period exceeding one year. The written down value/book value shall
be calculated with reduced depreciation or without depreciation as the case may be, while
transferring the car in the name of the officer.
f) In case of an officer being placed under suspension, all the benefits under the Conveyance
Scheme 2002 including calculation of depreciation for the purpose of arriving at written down
value shall cease from the date on which the officer if placed under suspension. If the period
under suspension is subsequently ordered to be treated as spent on duty, all the benefits
except running expenses viz., reimbursement of petrol, shall be restored.
13. TRANSITIONAL ARRANGEMENTS :
When an Officer exercises option to switch over for the revised Conveyance Scheme, 2002
and applies for the same in the prescribed proforma, approval for conversion to Conveyance
Scheme 2002 has to be obtained from the Competent Authority in respect of individual officer
and agreement as specified in Appendix A be signed by the Competent Authority after which
the procedure laid out by the RTO fro transfer of ownership should be complied with.
The Account Code and the Head of Account for transfer of cars and new cars under the
Scheme in the name of the Company is as follows :
ACCOUNT CODE
5312
DESCRIPTION
OFFICERS CAR UNDER SCHEME 2002
On exercising of option by officers, who are already covered by the existing schemes for
switching over to Conveyance Scheme 2002, an agreement as per Appendix 'A' has to be
executed and letter issued to the officer as per Appendix 'C'. The office should take
immediate steps to make an application to the Registering Authority for transfer of the car in
the name of the Company, incurring the necessary expenses such as transfer fee, etc. and
additional road-tax if any.
The above formalities have to be completed before 31st MARCH 2003 and necessary records
as specified should be maintained.
AMs. AOs AND SUPERVISORY AND CLERICAL STAFF
ASSIGNED FIELD DUTIES:
1. Eligibility Condition:
All confirmed Supervisory and Clerical Staff as well as Officers in
the rank of Administrative Officer, assigned mainly field
duties of marine cargo claims minimisation and services of motor
claims on regular basis.
2. Rate of interest:
Loan advanced shall be free of interest.
3. Maximum loan permissible for purchase of Motor Cycle
Scooter with or without a side car.
261
Note: Not more than three such loans can be granted to an employee
during the entire service period of the concerned employee,
treating the vehicle in use as on 6.9.88 as the first vehicle for
this purpose.
4. Recovery of the advance amount:
The amount advanced for the purchase of the vehicle shall be
payable in monthly installments by deduction from salary:
In case of New Vehicle
In case of Second-hand vehicle
(Not more than 5 years old)
: 84 Instalments
: 36 Instalments
5. Conveyance Allowance:
All the employees who are allowed the facility of loan for the
purchase of a vehicle under the above regulations shall be paid
conveyance allowance of Rs. 400/- per month (w.e.f. 1-4-98). This
Conveyance Allowance of Rs. 400/- per month will also be payable
to the employees who use their own motor cycle/scooter and do not
avail of the loan facility provided by the Company to purchase a
vehicle.
In case of those employees who have been assigned mainly field
duties and use their own motor cars for such work, conveyance
allowance will be Rs. 500/- per month. (w.e.f.1.4.98)
The allowance indicated above would be for the running of the
vehicle within the municipal limits of the employee's headquarter
and a distance of less than 8 Kms. therefrom. For tours
undertaken by the employees using their own conveyance outside
the municipal limits of "his headquarters and the distance of 8
Kms." therefrom, the employee would be eligible for the payment
of mileage allowance as per rules in force.
6. Provision for payment of Insurance Premium and Taxes:
The Company shall bear the cost of insurance premium for
providing comprehensive cover including unlimited property
damage. The Company shall also bear the taxes. However, the
payment of insurance premium and taxes will not be made to those
employees who use their own cars for office duties but they will
262
263
Note:
When the outdoor duties assigned to the employees are withdrawn,
the Conveyance Allowance payable to an employee shall automatically cease to be paid from the date of withdrawal of such functions.
However the employees shall continue to repay the loan, if any, on
the same conditions on which such loan was granted. The insurance premium and taxes may also be continued to be borne by the
Company until such time the loan is fully repaid.
Officers assigned with field duties, who are allowed conveyance facilities so long as they remain in AO cadre, shall continue to be
allowed this facility on their promotion to the higher cadre provided they continue to be assigned with field duties.
VI TREATMENT OFCONVEYANCE FACITILIES DURING THE PERIOD OF LEAVE/
OTHER CONTINGENCIES:
1. Casual Leave, Examination Leave or Special Leave:
Normally, leave of the above types is availed of for short duration.
Therefore, no adjustment need be provided in benefits in the
Scheme of Conveyance facilities.
264
265
7. Period of Suspension:
a) During period of suspension, the benefits of conveyance facilities would not be allowed from the first day of suspension.
b) If the officer is suspended, then the following provisions will
be applicable:
i) When an employee is placed under suspension, it is not
necessary in every case to take over vehicle purchased under
H.P. Scheme. However, the CMD may in appropriate cases, order to take back the vehicle purchased under the said scheme
depending upon facts and circumstances of each case and especially when security of the vehicles for the loan is likely to be
endangered.
ii) As regards recovery of loan, the loan repayment may be recovered from the Subsistence Allowance payable to the employee
placed under suspension. This, of course, is subject to other
existing provisions and deductions from salary.
8. When the cars are stolen or meet with an accident causing
total damage:
In case of officers assigned with development functions who are
given loan for purchasing of the car, all benefits will stop temporarily and each case will be
266
,.
10. GENERAL
1. Replacement of Car:
i ) The car may be replaced after a period of 10 years.
In exceptional circumstances, (Applicable for New Conveyance
Scheme only) CMD may permit premature replacement and
grant of second loan on the basis of certification from an
Automobile Engineer to the effect that it is uneconomical to
continue with the existing car for reasons to be recorded. The
following guidelines are issued in this regard :
a) The concerned officer shall be required to settle the full outstanding loan.
b) Even if the sale proceeds from disposal of the old car are not
adequate to meet the outstanding loan liability, no relief can
be granted on this account.
ii)
As not more than two loans are permissible during the entire service period, second loan will automatically complete the two entitle-
267
iii) In case the car in question was purchased through second loan, the
question of making a fresh loan does not arise.
iv)
Not more than two loans are permissible during the entire service
period of an officer, treating the vehicle in use as on the relevant
dates specified earlier, as the first vehicle, for this purpose.
v) Even after the concerned officer has repaid, in normal course, the
entire loan amount extended to him for purchase of the vehicle, he
should continue to use his existing vehicle and second loan should
not be sought as a matter of right. If, however, it is found absolutely necessary to apply for the second loan because existing vehicle becomes unusable on account of heavy repairs cost etc., grant of
second loan may be considered. The procedure explained in the
preceding paras may be followed in these cases also. Since the authority of sanction second loan in the type of cases explained above
is CMD, ROs should refer all such cases to Marketing Dept., HO.
2. Treatment of cases of major accident:
Where the car meets with major accident during the currency of 10
years loan period and the insurer decides to settle the claim on Total Loss basis the officer
would have the following alternatives:
i) He could utilise the claim money received to settle the outstanding loan amount and apply for the second loan to purchase the new vehicle. This loan
would be counted as second loan within the limit of two loans permitted during service career.
(or)
ii) If he does not want to exhaust the two loans limit, he could utilise
the money, he received, to purchase a second hand car. In such
a case, the repair charges and other reimbursements would be
allowed at the scale applicable for vehicles of that particular
age. However, the total disbursements towards repair and
other cost should not exceed reimbursement allowable over
the 10 years period under the original loan agreement.
3. Treatment of cases of officers granted conveyance facilities
and transferred on overseas assignment out of India
In such cases, the motor car may be taken over by the company at a
price equal to the outstanding loan amount. The loan arrangement
for his vehicle would not be counted for the limit of two car loan in
the entire service period. The officer, on his return, can be granted
a fresh loan for purchase of new car.
4. Treatment of conveyance facilities of Development Officers
on promotion to AO (D)
Consequent upon promotion to AO (D), the officer becomes
entitled to conveyance facilities under the Scheme 9A (iii ). In such
268
269
270
When the officer granted loan for purchase of a car is due to retire
within a period of 10 years, i.e., the maximum period of repayment,
the amount of loan may be spread over a period of 10 years so that
the outstanding loan amount as on the date of retirement may be
recovered in lumpsum from the retiral dues.
10. Hypothecation Deed on grant of Loans for purchase of Motor
Cars / Motor Cycles and Scooters to Officers:
Various Schemes provide for grant of interest free loan for purchase of car/motor cycle/scooter to officers assigned Marketing
functions and AO and Supervisory and Clerical Staff assigned
with field duties. Since the vehicle will be purchased and registered in the name of employee, a letter has to be obtained from the
concerned employee creating first charge and included in the deed
of hypothecation which is to be executed by all the employees who
have been sanctioned interest free loan for purchase of motor carl
motor cycle/scooter.
Besides the collateral security of PF/Gratuity, the vehicle registered in the employee's own name, will also be a collateral. Hence,
notice of hypothecation shall be given in the R.C. Book and an endorsement to this effect is to be made by the Registering Authority.
11. Treatment of Salvage for reimbursement of cost of replacement of Tyres, Tubes and Battery.
The following amounts should be deducted from the cost of replacement towards the old parts (Tyres, Tubes and Battery) which will
be retained by concerned employee.
a) Four Wheeler
i) Tyres / Tubes
ii) Battery
b) Two Wheeler
Tyre /Tube
271
CHAPTER 41
TELEPHONE FACILITIES
Telephone at the residence of Officers
a) Officers of the rank of Chief Managers and above and Officers Incharge of Divisions shall
be provided with a telephone at their residence.
b) Wherever feasible, Officers Incharge of Branches shall be provided at their residences an
extension from Branch Office telephone. Where, however, it is not possible to get an
extension from Branch Office telephone and there is definite need, the Regional Chief may
consider providing telephones at the residence of such Officers-in-charge of branch offices.
c) The Regional-in-charge in RO at his discretion may allot 5 (including 2 nos. in the Region)
telephone lines to non-entitled Officers depending upon functions. Similarly in HO, CMD under
his discretion may allot 10 lines to Officers in HO depending on functions.
f) Except on account of exigencies of business, STD facility shall be barred in case of Officers
below the rank of Chief Manager.
g) The Officer shall maintain a Trunk-call Register wherein all trunk-calls, STD calls,
Phonograms/Telegrams shall be entered. The cost of private trunk-calls, STD calls and
Phonograms put through the residential telephone shall be borne by the Officer concerned.
iii) The Officers now having at their residences telephones rented by the Company but
become dis-entitled to the same may be permitted to retain the telephone provided
272
Scale VI/CRM
Other Scale V
Other Scale
II&I officers
with marketing
assignment
Land line
connection.
Actuals
Broad Band
connection
Actuals
Rs. 250/pm+ST
Rs. 250/pm+ST
Rs. 250/pm+ST
Rs. 250/pm+ST
Mobile facility
Actuals
Rs. 1000/-+ST
Nil
Rs. 600/-pm +
ST *
Rs. 500/-pm
+ST *
(* Reimbursement of mobile expenses is allowed without cost of instrument for these officers)
The above approval is subject to the following conditions:
1. Reimbursement of rental/usage charges of mobile phones is applicable in respect of post
paid mobile connections only except as provided in point No. 4.
2. In few cases where branches are headed by ABMs, telephone facilities are permitted to the
said ABMs on par with BMs as per limits mentioned above.
3. There is no revision in respect of reimbursement of mobile cost for officers in Scale V and
VI which is Rs. 7000/- and 8000/- respectively (inclusive of all taxes).
4. In case of pre-paid mobile facility already availed on annual basis for year 2008, such
reimbursement will restricted to maximum of Rs. 7200/- pm for DMs and BMs plus applicable
service taxes.
Reimbursement on declaration basis :
1. With effect from 1st January 2009 reimbursement of telephone for the officers upto Scale
V may be made on quarterly basis (first Jan, first Apr, first July and first October) against
submission of requisite declaration up to the monitory limit mentioned above for respective
cadre of officers (including monitory equivalent of entitlement specified at present in terms
of number of calls wherever applicable).
2. For officers in the cadre of Scale VI and VII, reimbursement is on actual basis on
production of bills.
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CHAPTER 42
REVISION IN MAXIMUM AGE OF RETIREMENT FROM 58 YEARS TO 60 YEARS.
The Central Government has notified on 27.5.98 the following two Amendment Schemes
enhancing the age of retirement of employees of the Industry from 58 years to 60 years, in
cases where the retirement age was prescribed as 58 years.
1. General Insurance ( Rationalisation and Revision of Pay Scales and Other Conditions of
Service of Supervisory, Clerical and Subordinate Staff) Amendment Scheme, 1998 in respect
of class III/IV employees and
2. General Insurance (Termination, Superannuation and Retirement of Officers and
Development Staff) Amendment Scheme, 1998 in respect of Class I Officers and Development
Staff (Class II).
274
In terms of General Insurance ( Rationalisation and Revision of Pay Scales and Other
Conditions of Service of Supervisory, Clerical and Subordinate Staff) Amendment Scheme,
1998, the Class III/IV employees who joined the service of the Corporation or a Company on
or after 21.9.1984, shall hereafter retire from service on the afternoon of the last day of the
month in which they attain the age of 60 years.
All other provisions regarding retirement as per paragraph 12 of the Rationalisation Scheme,
1974 remain unaltered.
In terms of the General Insurance ( Termination, Superannuation and Retirement of Officers
and Development Staff) Amendment Scheme, 1998 in respect of Class I Officers and
Development Staff ( Class II), an Officer or a person of the Development Staff appointed on
or after the first day of January 1973, shall hereafter retire on the afternoon of the last day of
the month in which he attains the age 60 years.
All other provisions regarding superannuation, retirement as per paragraph 4 of the General
Insurance ( Termination, Superannuation and Retirement of Officers and Development Staff)
Scheme, 1976 remain unaltered.
The above Amendment Schemes are effective from 27.5.1998.
Scale III
275
The existing instructions on the type of news paper for the respective cadres of officer shall
remain unaltered (i.e financial daily for Manager and Deputy Manager and General daily for
AM and AO) . In addition cost of periodical of the same nature of that of the news paper
applicable for the respective cadre shall be allowed within the above monitory limits.
276
Growth
Customer
Service and
Profitability
Organizational
rejuvenation
Efficiency in
financial
operations
: CMS
: Investments
Organization structure:
The LCB vertical would be headed by a GM Large Corporates and be accountable for profitability and
growth of Large Corporate & Large Broker business. Large Corporate cells were set up in Mumbai,
,Chennai, Kolkata, Bangalore, Hyderabad & Pune.
The LCBs would get the status of a Region and report directly to HO. All LCBs headed by Scale V and
shall have a LCC equivalent to RCC in line with the financial Standing Order of the Company. At other
centers LCC shall have Financial Authority equivalent to DCCs headed by a Senior Divisional
Manager.
Along with the GM (LCBs) ,a National Coordinator in DGM cadre shall supervise the activities of LCBs. A
central LCB support cell at Head Office will be constituted by Scale V officer reporting to National
Coordinator.
277
The LCBs will have front end and back end roles. In the front end there are Relationship Managers
(RMs) responsible for organization and growth of business (Some RMs handling Corporates and some
RMs dedicated to Brokers).The RMs team, will be supported by back office team organized by functions
Underwriting, claims, Administration & Accounts.
Relationship Managers will be responsible for managing a portfolio of Corporate /Broker accounts and be
primary point of contact for such Corporates and Brokers.Each RM will be assigned growth and profit
targets for his /her set of existing or new target customers.
The Corporate RM should be allotted 10-15 accounts and the Broker RM should be given 6-8 broker
accounts to allow marketing focus. RMs of LCBs are trained in customer need analysis and proactive
customer pitching and use specific tools to help in marketing effort.
-Customer/broker level forward looking account plan.
-Customer/broker level call reports.
-MIS to ensure regular tracking and process discipline.
UMEX-Bancassurance:
Key constructs
of the UMEX
BA initiative
3
4
Organizational structure: 5
Dedicated offices with focus only on Bancassurance, located in major cities where
bancassurancee gets deprioritised compared to other business.
Our Company created a separate business vertical to deal exclusively with BA channel along with other
channels like Rural Insurance & Micro Finance .BA vertical is headed by GM and supported by DGM
(BA, Micro Finance & Rural Insurance) shall be accountable for profitability and growth of BA, Rural
Insurance and Micro finance business.
Each RO will have a Nodal officer reporting to Regional chief as well as have a dotted line relationship
with DGM (BA, Micro Fianance & Rural Insurance) at HO. The Nodal officer shall be responsible for the
growth and profitability of the entire Bancassurance business of the Region , including the business
278
conducted through BA offices as well as BA business conducted by other BOs & DOs.. The Nodal officer
shall be responsible for building relationships with the Regional counterparts of the various Banks,
organizing sales campaigns art Regional level and monitoring BA business of the RO.
BA office will have well defined front end and back end roles .In the front end there are Channel
Managers (BACM) responsible for origination and growth of business. Each Channel Manager will be
responsible for the sales and service of a pre-assigned set of Bank Branches (15-25 Bank Branches
depending upon the distance and business potential.).
Being a single point of contact for the Bank branches, the Channel Manager will be responsible for
ensuing the timely collection and delivery of proposal forms and policy documents ,speedy claims
settlement, providing monthly renewal notices and timely payment of commission.
The Channel Managers are supported by a Customer service representative who will help the Channel
Manager to follow up the leads generated, ensure policy documents and ID cards are delivered on time
and support queries on claims settlement. The customer service representative will also support the
Channel Managers in organizing sales campaigns and preparing marketing material(Pamphlets,
brochures etc.,)
The relationship management and customer service team shall be supported by a back office team. The
back office team shall be organized by function-underwriting, claims, administration & accounts.
The Channel Managers are trained in customer need analysis and proactive customer pitching and use
specific tools to help in the marketing effort.
-weekly visit planner
-Lead Management Book
-MIS to ensure regular tracking and process discipline.
ROLES & RESPONSIBILITIES OF NODAL OFFICERS BANCASSURANCE
Daily/ongoing activities:
(d)
(e)
(f)
(g)
(h)
(i)
(j)
(k)
(l)
(m)
(n)
(o)
(p)
Monthly activities:
(m)
(n)
(o)
(p)
Monitor Bancassurance business of every operating office including Bancassurance office (by bank
branch)
Provide banks regional management with MIS on performance of all bank branches
Organise meeting with bank regional officials to address specific issues, identify futuristic thrust
areas
Ensure product training sessions to bank branch staff are organized,
Visit allotted bank branches, build relationship with bank Managers & loan officer
Study insurance register (expiry register) at bank branch to note non-UIIC policies.
Note leads (SMEs/individual)in Lead Management Book
Follow up on leads update Lead Management book
Visit SMEs (joint visit with bank official/direct visit)
279
(q)
Weekly activities
3. Prepare weekly visit plan, discuss with office in-charge
4. Prepare weekly report, discuss with office in-charge
Monthly activities
(5)
Provide Bank branches with consolidated renewal notice statement
(6)
Provide bank branches with commission statement and cheque
Quarterly activities
(c) Conduct product training sessions for bank branch staff.
Perks & Perquisites :
A) Reimbursement of Mobile phone expenses up to Rs.1,000 per month, inclusive of call
rentals additional features fees, service tax etc.
A) Reimbursement of out of pocket expenses on a flat basis on the following scales.
Gross premium up to Rs.6,00,000 per quarter
Rs.1,500
(Minimum amount Payable per month from inception)
Gross premium from Rs.6,00,000 to 12,00,000
Rs.2,000
Gross premium from 12,00,000 to 18,00,000
Rs.2,500
Gross premium from 18,00,000 to 24,00,000
Rs.3,000
Gross premium above Rs.24,00,000 per quarter
Rs.3,500
charges,
Organizational structure:
The Motor dealer offices are headed by scale-III officer. There are primarily 3 teams under office In
charge.
-Motor Marketing team: 2-3 marketing managers who solicit business from Motor dealers, fleet owners
and Financiers.
-Underwriting team: 1 officer ,1-2 Assistants to ensure timely issuance and dispatch of policies
-Claims and administration team:1-3 officers(depending on the volume of business & claims) ,1-2
Assistants & a cashier for faster claims processing
A nodal officer at regional office in scale-V or scale-IV oversees the functioning of Motor Dealer offices
under their Region and coordinate between the Motor dealer office(s),RO and HO and a DGM/CM is the
overall in charge of all Motor offices/Cells all over the country.
Role & responsibilities of Motor Dealer office in charge:
Annual:
f. Map Dealer market and assess potential
g. Lead negotiations with dealers
h. Formulate the annual business plan and set targets by MM for total sales
Ongoing:
280
Key metrics:
Premium garnered and growth rate
-# of new dealers signed
-Dealer attrition
Share by OEM in location
Share in city by 2W,4W in location
Average turnaround time for claims
Secondary: claims ratio
Roles & Responsibilities of Motor Dealer Nodal Officers
i.
j.
k.
l.
m.
n.
o.
p.
q.
r.
s.
t.
u.
Ongoing activities
(8)
Conduct dealer feedback surveys across all tie-up dealers
(9)
Visit all major dealerships (once in a quarter where share of business is higher than 30%)
(10) Review the turnaround time for underwriting
(11) Review claims turnaround times and number of pending claims
(12) Liaison with HO for national tie-ups and joint marketing efforts as required.
(13)
Annual activities
4.
5.
6.
7.
8.
Map dealer market and assess potential for all locations in the RO
Map total RO Footprint in dealers including business brought in by the Branch
Review annual business plan
Set target for Motor dealer offices in consultation with the CRM
Lead negotiations in the RO
Key Matrix:
Primary:
4. Premium garnered and Growth rate for RO
-No of New Dealers signed
-Dealer attrition
5. Share by OEM in RO
6. Share in city by 2W,4W in RO
7. Average TAT for claims
J.
Secondary:
Claims ratio
The Nodal Officers should also submit the monthly MIS report (mailed separately) or the
performance of the Motor Dealer Offices to National co-ordinator on the last day of the month.
Roles & Responsibilities of MD Marketing Managers:
Annual
Approach Dealers and Fleets for
tie-ups:
(3)
Dealer
to
be
split
Ongoing
Act as single point of contact
for dealers
(7) each MM expected to handle
281
Key Metrics
f.
Premium
garnered
growth rate
&
a
maximum
of
15
relationships.
Visit dealer regularly and
maintain
relationships
with
dealer sales manager, F & I
Manager and dealer principle.
- dealer attrition
-Share
within
each
dealer
- Claims TAT for each
dealer
Rs. 1,000/Rs.1,500
Rs.2,000
Rs.2,500
Rs.3,000
Daily/ongoing activities
12.
13.
14.
15.
16.
17.
18.
19.
Ensure Unit Managers perform all the activities required to develop agency business.
Ensure Unit mangers conduct agents reviews, product training and monthly meetings
Review performance of Unit Managers and agents assigned to the Unit Managers
Organise sale campaigns to provide specific products
Co-ordinate display of posters and other publicity activities.
Ensure proposal forms, claims forms, pamphlets, sales kits available for agents
Ensure service issues of agents are addressed.
Co-ordinate recruitment of agents\co-ordinate all other activities aimed at growing agency
business in the region.
Weekly/fortnightly activities
(g)
(h)
(i)
(j)
Monthly activities
3.
282
Quarterly activities
(e)
(f)
Ensure Unit Managers provide claims report, and take corrective actions for agents with high
claims ratio.
Conduct Regional Meetings/training sessions for top performing agents and Unit Managers.
Key constructs of
the SME Broker
initiative
Service hubs and BPR:
Key constructs
of the service
hub BPR
initiative
283
Ensure all TPAs facilitate direct import of electronic data for speedy
issuance
Institute rigorous tracking
Key constructs
of the HR & PMS
initiative
Investment Initiative:
Two key objectives
To adopt best-in-class investment practices from asset management
houses and insurers
To ensure process adherence to the IRDAs (latest amendment)
regulatory guidelines
Key constructs
1.
of the
investment
2.
initiative
Product initiative- Motor:
Key constructs
of the product
initiative
284