BORDER ROAD REGULATIONS

1

TABLE OF CONTENTS

SUBJECT PARA PAGE NO.

PREFACE 9ABBREVIATIONS 11

CHAPTER 1- ORGANIZATION AND FUNCTIONSBORDER ROAD DEVELOPMENT BOARD 1-12 12CHAPTER –II TERMS AND CONDITIONS OF SERVICEINTRODUCTORY 16 14

SECTION -1 SERVICE PERSONNEL AND CIVILIANS OF DEFENCE SERVICES IN ARMY UNITS

TERMS AND CONDITIONS OF SERVICES 17-22 15SECTION -2 GENERAL RESERVE ENGINEER FORCE

APPLICABILITY OF BASIC RULES 26-27 16CLASSIFICATION OF POSTS 28 20CCS ( TEMPORARY SERVICE ) RULES, 1965 29 20APPOINTING AUTHORITIES 30 20SCALES OF PAY 31 21DISCIPLINE 32-34 21PROBATION 35 21

SECTION-3 FIXATION OF PAYGENERAL RULES 41-43 23FIXATION FO PAY- DIRECT RECRUITS 44-49 23FIXATION OF PAY- DEPUTAIONISTS 50-51 24FIXATION OF PAY-RE-EMPLOYED PENSIONERS

52-80 24

INCREMENTS 81-94 30ENTITLEMENT WHILE UNDER SUSPENSION 95-103 32ENTITLEMENT ON REINSTATEMENT 104-107 34

SECTION-4 PERSONNEL ALLOWANCESDEARNESS ALLOWANCE 116-120 35DEPUTATION ALLOWANCE 121-129 35SPECIAL COMPENSATORY ALLOWANCE 130-134 37OUTFIT ALLOWANCE 135-136 38UNIFORM MAINTENANCE ALLOWANCE FOR OFFICERS

136A-137 38

NON PRACTICING ALLOWANCE TO MEDICAL OFFICERS

138 39

CHILDREN’S EDUCATION ALLOWANCE REIMBURSEMENT OF TUITION FEES AND PAYMENT OF HOSTEL SUBSIDY

139 39

SPECIAL PAY FOR GROUP D STAFF EMPLOYED AS OPERATOR ON GESTETNER MACHINES

140 40

2

SECTION 5 UNIT ALLOWANCESAMENITY GRANT 151-158 41ALLOWANCE FOR RECCE PARTY 159 42MESSES 160 42TENTAGE- MONETARY GRANTS FOR INITIAL EQUIPMENT

161-164 42

MESS MAINTENANCE ALLOWANCE 165 44FUNERAL EXPENSES 166 44ENTERTAINMENT GRANT 167 44

SECTION-6 OTHER CONCESSIONSRATION AND ACCOMMODATION 171-177 46RATION ALLOWANCE 178-185 49CLOTHING 186-189 50MEDICAL FACILITIES 190-194 51POSTAL FACILITIES 195 52DEATH/INJURY BENEFIT 196-197 53GP FUND AND IOFWP FUND 198 53FESTIVAL ADVANCE 199-200 53

SECTION 7- LEAVEAUTHORITIES COMPETENT TO SANCTION LEAVE

211-213 54

KINDS OF LEAVE AND CONDITIONS FOR GRANT THEREOF

214 54

CASUAL LEAVE 54SECTION 8- RELEASE/ DISCHARGE TAKEN PRISONERS OF

WAR TERMINATION OF SERVICE 267 55MERITORIOUS SERVICE GRATUITY 270-271 BLAN

KPRISONERS OF WAR 272-280 BLAN

KSECTION 9 TRAVEL RULES

AUTHORITIES COMPETENT TO ORDER MOVES

281-285 56

CONTROLLING OFFICER 286-289 56CLASSIFICATION OF JOURNEYS 290-291 58GRADES OF INDIVIDUALS 292-299 60MODE OF CONVEYANCE 300-304 61LIEN OF CONVEYANCE 305 63SECTION 10 DIFFERENT KINDS OF TRAVEL ALLOWANCES 64MILEAGE ALLOWANCEGENERAL 316-327 63JOURNEYS BY ROAD 328-329 64JOURNEYS BY RAIL 330-334 65JOURNEYS BY AIR 335-344 66JOURNEY BY SEA 345 67

3

JOURNEY BY RAJHDHANI 347 67DAILY ALLOWANCEDEFINITION 355 68RATES OF DAILY ALLOWANCE 356-357 69ADMISSIBILITY OF DAILY ALLOWANCE 358-375 0CONDITIONS FOR THE GRANT OF DAILY ALLOWANCE

36-380 72

METHOD OF CALCULATION FO DAILY ALLOWANCE

381-388 73

EXCHANGE OF DAILY ALLOWANCE FOR MILEAGE ALLOWANCE

389-391 74

DAILY ALLOWANCE WHEN TREVELLING ON WARRANT

392 75

DAILY ALLOWANCE WHEN TRAVELLING BY AIR IN A GOVERNMENT MACHINE

393-394 75

DAILY ALLOWANCE FOR ATTENDING INVESTITURE

395 75

DAILY ALLOWANCE FOR OFFICERS ATTENDING COURSES AT GREF CENTRE

396 75

TREVELLING ALLOWANCE ADMISSIBLE FOR DIFFERENT CLASSES OF JOURNEYSGENERAL 401 77JOURNEY ON TEMPORARY DUTY 402-404 77JOURNEYS ON PERMANENT DUTY 405-411 78OTHER JOURNEYS 412-426 80LEAVE TRAVEL CONCESSION 427 82

MISCELLANEOUS PROVISIONSADVANCE OF TRAVELING ALLOWANCE 466-473 83CONVEYANCE OF BAGGAGE AND STORES 475-484 84ISSUE AND CUSTODY OF RAILWAY WARRANTS AND CREDIT NOTES

485-487 85

HANDING/ TAKING PERIOD 488 86SECTION 13- CASUAL PERSONNEL 87

GENERAL 501-517 90OTHER CATEGORIES OF LABOUR 518 90

CHAPTER III- WORKS AND ACCOUNTING PROCEDURE

SECTION – 1 GENERAL 531-536 94SECTION-2 ADMINISTRATIVE CONTROL

GENERAL 541 97ORIGINAL WORKS 542 97MAINTENANCE SERVICES 542 98APPROVAL TO ORIGINAL WORKS 543-556TECHNICAL MINOR WORKS 557 100AUTHORITIES COMPETENT TO SANCTION 557-A 101

4

WORKAPPROVAL TO MAINTENANCE SERVICES 558-560 102MAINTENANCE CHARGES- BORDER ROADS-BUILDINGS AND SERVICES

561 103

SECTION –3 FINANCIAL CONTROLGENERAL 566 106PROVISION OF FUNDS 567 106WORK SERVICES 568-569 106MAINTENANCE SERVICES 50 107ALLOTMENT OF FUNDS 571-581 107EXCESS & SAVINGS 582 108

SECTION – 4 TECHNICAL CONTROLGENERAL 591-592 109TECHNICAL SANCTION 593 109POWERS OF TECHNICAL SANCTION 594-595 109PROCEDURE FOR ACCORDING TECHNICAL SANCTION

596-603 110

SECTION – 5 METHODS OF EXECUTION OF WORKSGENERAL 611-616 112MEASUREMENT 617-620 113PROGRESS REPORT 621 114DEMOLITION 622-624 114CASH ASSIGNMENT 625-633 114IMPREST 634-638 116FIELD IMPREST 639-641 117CASH BOOK 642-648 117BILLS AND PAYMENT 649-665 119UNPAID WAGES 666-667 122DEMAND REGISTER 668 122COMPLETION CERTIFICATE 669 122CLOSING THE ACCOUNTS ON COMPLETION 670 122COMPLETION REPORT 671-673 122CURTAILMENT OR ABANDONMENT OF WORK

674 123

REGISTER OF ROADS AND BUILDINGS 675 123RE-APPROPRIATION OF BUILDINGS 676 123

SECTION 6 – CONTRACTSFORM OF CONTRACT 681-683 124POWERS OF ACCEPTANCE 684-687 125INVITATION AND ACCEPTANCE OF TENDERS 688-705 125DEVIATIONS AND AMENDMENTS 706-12 128ISSUE OF STORES, T. & P ETC. 713-720 129PAYMENTS TO CONTRACTORS 721-724 129CONTRACTOR’S LEDGER 725-732 130COMPENSATION 733-739 132

5

CLASSIFICATION OF CONTRACTORS 40 740 132EARNEST MONEY 741 132SECURITY DEPOSIT 742-751 135APPOINTMENT OF GOVT. PLEADERS/ LEGAL COUNCILS

752 135

SECTION 7– HIRING OF IMMOVABLE PROPERTY

761-770 137

SECTION 8- TREASURE CHEST HOLDERS 139DUTIES 776-777 139CASH ASSIGNMENTS 778-781 140CASH ACCOUNTS 782-785 140CHANGE OF TREASURE CHEST HOLDER 786 141CLOSING OF THE TREASURE CHEST HOLDERS’ ACCOUNT

787 142

SECTION 9 ACCOUNTS 142AUDITABLE DOCUMENTS 791-792 142CASH ACCOUNTS 793 142CONSTRUCTION ACCOUNTS 794-98 142STORE ACCOUNTSGENERAL 799-801 143BRIDGING EQUIPMENT 801A 144RATION ACCOUNTS 802-804 146POL ACCOUNTS 805 147PERSONAL CLOTHING & EQUIPMENT 807 148ACCOUNTS FOR BULK STORES 808 148MOBILE SURGICAL UNIT ACCOUNTS 809 148MEDICAL STAGING SECTION ACCOUNTS 810 148SURPRISE CHECK 812 149QUARTERLY AUDIT BOARDS 813-815 149

SECTION 10- ADJUSTMENT OF EXPENDITURE GENERAL 816 152PAY AND ALLOWANCES OF SERVICES PERSONNEL

81-823 152

PAY AND ALLOWANCES OF OTHER PERSONNEL

824-829 153

RATION, POL AND OTHER STORES 830-833 154COMMON SERVICE UNITS/ FORMATIONS 834-835 154EXPENDITURE ON MOVES OF PERSONNEL 836-837 155EQUIPMENT OF ARMY UNITS 838-839 155EXPENDITURE ON ARMY POSTAL UNITS 840-843 155EXPENDITURE ON AIRCRAFT 844-845 156ALLOCATION OF BILLS, VOUCHERS ETC. 846 156EXPENDITURE RETURN 847 157

SECTION 11 LIAISON CELLFUNDS 851 158IMPREST 852 158

6

POWERS 853 158PAY ACCOUNTS 854 158PUBLIC FUND ACCOUNTS 855 158CONSTRUCTION ACCOUNTS 856-857 158STORE ACCOUNTS 858-860 159

SECTION 12 RAISING CENTRE/ DEPOT AND RECORD OFFICES

FUNDS 866 160CASH ASSIGNMENT 867 160POWERS 868 160ACCOUNTS 869 160EXPENDITURE RETURN 870 160SECTION 13- FUNCTIONS FO THE DEFENCE ACCOUNTS DEPARTMENT

876-881 160

CHAPTER IV EQUIPMENT AND STORES AND BASE WORKSHOPS EQUIPMENT AND STORES

SECTION 1 CLASSIFICATION OF EQUIPMENT AND STORESGENERAL 891 161CATEGORY A STORES 892 162CATEGORY B STORES 893 162CATEGORIZATION AND ACCOUNTING OF STORES AND EQUIPMENT OF THE WE/ PE OF ARMY UNITS

894 163

DOUBTS AND DIFFICULTIES IN CLASSIFICATION OF STORES

895 163

SECTION 2 PROCUREMENT, TRANSFER, PROVISIONING AND ACCOUNTING OF EQUIPMENT AND STORES

CATEGORY ‘A’ STORES 901-904 164LOCAL PURCHASE OF SPARE PARTS BY OC BASE WORKSHOP

905 167

CATEGORY ‘B’ STORES 906 168PURCHASE THROUGH DGS&D/ DGOOF 907-909 168DIRECT PURCHASE 910-916 168LOCAL PURCHASE OF FRESH RATIONS, FUEL, MEDICAL SUPPLIES ETC.

917-918-A 170

PROCUREMENT OF EQUIPMENT AND STORES FROM FOREIGN COUNTRIES

919 171

REPAIRS TO EQUIPMENT THROUGH TRADE 920-922 171TRANSFER OF STORES 923 172PROVISION OF FUNDS-CATEGORIES A & B STORES

924-929 172

FOREIGN EXCHANGE 930 172PROCUREMENT OF CATEGORY A STORES FOR CENTRAL/STATE PWDs

931 173

ACCOUNTING

7

CATEGORY A STORES 932-937 173USAGE RATE OF EQUIPMENT 938-939 174PRE CAPITA RATE OF CLOTHING 940 174BRIDGING 941 174CATEGORY B STORES 942-943 175ADVANCE COLLECTION OF STORES 944-945 175ISSUE RATES 946 175RECEIPTS OF STORES 947-949 175STOCK VERIFICATION 950-953 176MOVE OF STORES 944 176INSURANCE OF STORES 955 176DEMURRAGE. WHARFAGE CHARGES 956 176FURNITURE 957 177STATIONERY AND FORMS 958-959 177

SECTION 3 DISPOSAL OF STORESGENERAL 966-967 178DECLARATION OF STORES AS UNSERVICEABLE AND SCRAP

968 178

POWERS 969-974 179UTILIZATION OF UNSERVICEABLE STORES 975 180DISPOSAL 976 180GUIDING PRICE 977 180SALE ACCOUNTS 978-980 181

SECTION 4 BASE WORKSHOPGENERAL 986 182PROCEDURE FOR THE ACCOUNTING OF VEHICLES AND EQUIPMENT

987-1011 182

TOOLS STORES 1012-1016 186SALVAGE PARK 1017-1021 186CONTROL OF EXPENDITURE 1022 187TECHNICAL CONTROL 1023 187PURCHASE OF TECHNICAL PUBLICATIONS, TRAINING EQUIPMENT

1025 187

SECTION 5 STORE DIVISIONSGENERAL 1026 188CONTROL OF EXPENDITURE 1027 188TECHNICAL CONTROL 1028 188FINANCIAL POWERS 1029-1030 188

CHAPTER V LOSSESGENERAL 1031-1040 189LOSSES OF STORES 1041-1043 189MATERIAL LOSSES DUE TO SUSPECTED THEFT/ FRAUD OR SABOTAGE

1044-1047 192

SERIOUS LOSS OF IMMOVABLE PROPERTY DUE TO ACCIDENTS OR ACTS OF ELEMENTS

1048-1049 192

8

COURT OF ENQUIRY 1050 193TRANSIT LOSS 1051-1056 193CLAIMS AGAINST RAILWAYS 1057-1060 194POWERS FOR WRITE OFF OF LOSSES OF STORES

1061-1063 195

PREPARATION AND DISPOSAL OF LOSS STATEMENT

1064 196

REGISTER OF LOSSES 1065 196SUBSIDIARY RULES RELATING TO LOSSES 1066-1072 197LOSSES OF PUBLIC MONEY 1073-1075 198CLASSIFICATION OF LOSSES 1076 198POWERS FOR WRITE OFF FOR LOSSES OF PUBLIC MONEY

1077-1079 198

CHAPTER VI - MISCELLANEOUSCOMPENSATION IN RESPECT OF LOSS OF LIFE OR INJURY/ DAMAGE TO PRIVATE PROPERTY CAUSED BY MOMENTS OF THE BORDER ROADS ORGANIZATION

1095-1100 200

COMPENSATION IN RESPECT OF LOSS OF LIFE OR INJURY OR DAMAGE TO PRIVATE PROPERTY CAUSED BY MEMBERS OF THE BORDER ROADS ORGANIZATION IN BHUTAN

1101-1106 200

PREFACE

The various projects approved by the Border Road Development Board are executed through the agency of Central / State P.W.D. or by General Reserve Engineer Force. C. P. W. D and Sate P.W.D. maintain the accounts in accordance with their own departmental rules and procedures.

2. In respect of works entrusted to General Reserve Engineer Force, however, a special producer had to be evolved because it is primarily a departmental civilian construction agency through the pattern of organization is basically modeled on the army. The terms and conditions of service of officers and subordinates had, therefore to be specially laid down in certain respects. The works and Accounting Procedure was streamlined with a view to simplify procedure, cut our delays and yet to ensure administrative and financial control. Broadly speaking , except where specially legislated, the GREF personnel are governed by normal rules as would apply to the corresponding non-industrial civilians of the Defence services.

9

Similarly, the works and Accounting Procedure, which is adjusted form time to time to the requirement on the ground is based on pattern adopted by MES or stores organization on Defence side.

3. The aim of this book is to incorporate, for the guidance of officers and subordinates of the General Reserve Engineer Force, the orders which have been issued so far by the Border Roads Development Board. This book is, however, by no means to be viewed as an encyclopedia of all rules because, as explained above, many of the rules and orders applicable to Defence Civilians and MES Works also apply. It is not necessary to reproduce them in this publication. The rules contained in this volume are, therefore, supplementary to those of general application like General Financial Rules, Civil Service Regulations, Fundamental Rules, MES Regulations, Treasury Rules, Etc.

4. The book has been divided into six chapters as follows:-

Chapter I- Organization and Functions

Chapter II- covers the Terms and Conditions of Service of the personnel employment on Border Roads Projects.

Chapter III- deals with the procedure for execution of Border Roads Works, maintenance of roads and buildings and the financial and buildings and the financial and accounting procedure to be observed

Chapter IV- contains the procedure regarding purchase, custody and disposals of stores, plant and machinery and Base Works- shops

Chapter V- Losses

Chapter VI- Miscellaneous.

5. The amendments which may be necessitated by orders issued from time to time, will be notified once every quarter after the issue of this publication.

Sd/- ( S. K. MUKHERJEE) Secretary

10

Border Roads Development Board and Joint Secy. to

Govt. of India

11

ABBREVIATIONS

AG ACCOUNTANT GENERALAO ACCOUNTS OFFICERASC ARMY SUPPLY CORPSBRDB BORDER ROADS DEVELOPMENT BOARDCDA CONTROLLER OF DEFENCE ACCOUNTSCE CHIEF ENGINEERCGDA CONTROLLER GENERAL OF DEFENCE

ACCOUNTSCPO CHIEF PETTY OFFICERCPWD CENTRAL PUBLIC WORKS DEPARTMENTDGBR DIRECTOR GENERAL OF BORDER RODSDGS&D DIRECTOR GENERAL SUPPLIES AND

DISPOSALSGE GARRISON ENGINEERGREF GENERAL RESERVE ENGINEER FORCEIS INTER-SERVICEIV ISSUE VOUCHERJCO JUNIOR COMMISSIONED OFFICERLPC LAST PAY CERTIFICATEMCD MATERIAL CONTROL OFFICER MES MILITARY ENGINEER SERVICEMWO MASTER WARRANT OFFICERNCO NON- COMMISSIONED OFFICER`OC OFFICER COMMANDINGORs OTHER RANKSPAO PAY ACCOUNTS OFFICERPO PETTY OFFICERPOL PETROL, OIL AND LUBRICANTPSS PLEASE STAND STOREPWD PUBLIC WORKS DEPARTMENTRTR REMITTANCE TRANSFER RECEIPTRV RECEIPT VOUCHERSNCO SENIOR NON-COMMISSIONED OFFICERTA TRAVELING ALLOWANCET&P TOOLS AND PLANTSWO WARRANT OFFICER

12

ORGANIZATIONS AND FUNCTIONS

1. The economic development of the North and North Eastern Border areas is greatly handicapped by meager and inadequate communications. The Defence of these areas also required reliable roads. The development of such primitive roads connecting the road system in the plains involves coordination of resources and efforts. In order to ensure coordination and expeditious execution of projects, Government set up Border Roads Development Board with the Prime Minster as Chairman of the Board and Defence Minster as Deputy Chairman. Members of the Board are nominated by the Prime Minster from time to time for a specified period of time. Financial Adviser ( Defence ) is the Financial Adviser to the Board.

2. The Board exercises the financial and other powers of a Department of the Government of India. Sanctions of the Board are promulgated by the Secretaries of the Board which has ex-officio Secretariat status in the Ministry of Transport Funds are provided under separate heads opened in the estimates of the Ministry of Transport. Even though the budget of the Transport Ministry, the administrative control is placed in the Ministry of Defence. For all practical purposes, the Board functions as a separate self-contained organization.

3. The Board functions in accordance with the rules of business framed by the Prime Minister from time to time. The Secretary of the Board exercises the powers of Joint Secretary to the Government of India.

4. The functions of the Board are broadly as under:-

(a) It lays down the policy, programme and priorities for the development of communications in border areas.

(b) It examines and approves the estimates of individual projects and ensures that they are planned and executed properly and expeditiously in accordance with the priorities laid down.

(c) It decides the agency for execution of the projects and prescribes the responsibilities of such agencies. It coordinates the work of the different agencies.

(d) It approves detailed procedure to be followed for the execution of the projects.

(e) It keeps a watch, on the progress of work and arranges for necessary assistance, where delay occurs or is anticipated./

13

(f) It approved the various measures required in connection with departmental construction of projects.

DIRECTOR GENERAL OF BORDER ROADS

The Director General of Border Roads is responsible for giving advice on technical matters. He is in overall control of the civilian force namely General Reserve Engineer Force for departmental construction of projects. This force, which has been set up on army lines, consist of:-

(a)personnel directly recruited;

(b)personnel belonging to Ministries of the Central Government;

(c) personnel of State Government, local bodies, Corporations etc. and

(d)personnel of Defence Services taken on loan

6. The Director General Border Roads is also responsible for:-

(i) planning and execution of projects entrusted to the General Reserve Engineer Force and coordination of all technical matters and progressing of projects entrusted to P.W.D. / C.P.W.D.;

(ii) technical soundness of designed specifications adopted in the construction of projects

(ii)scrutiny of all estimates before they are put upto the Board for sanction;

(iii) preparation and submission of periodical budget estimates and obtaining funds from Government ; and

(iv) administration, planning and control of man-power, resources etc. of General Reserve Engineer Force

7. Except as otherwise provided, the Director General Border Roads exercises the same administrative, financial and technical powers as are granted to the Engineer-in-Chief under the Regulations for the Military Engineer Service and other orders. He may issue such technical and departmental instructions as are necessary for the proper and economical execution of projects and the administration of units and formations under his control. He may also specify the duties of the different officers in the General Reserve Engineer Force.

14

CHIEF ENGINEERS:-

8. The Director General of Border Roads exercises control over the General Reserve Engineer Force through Chief Engineers, functioning in specified areas.

9. Chief Engineer is responsible for:-

(i) the detailed planning of projects and the submission of estimates;

(ii) ensuring that the project estimates submitted are in accordance with the specifications prescribed from time to time and the designs are sound and economical;

(iii) proper and expeditious execution of sanctioned projects according to technical sanctions and for carrying our periodical inspections. He is also responsible for ensuring that no departure from Regulations, approved

specifications or orders of superior authority is permitted without the approval of the competent authority;

(iv) economical utilization of resources in manpower and equipments;

(v) control and administration of GREF and army units and formations placed under his common; and

(vi) using funds placed at his disposal in the best

10. The Chief Engineer may issue appropriate technical and administrative instructions to subordinate formations under his control. He will keep in close touch with the local army, PWD or CPWD authorities.

TASK FORCE COMMANDERS

11. Task Forces consisting of various type of units are placed at the disposal of Chief Engineers. A part from the execution of works and maintenance services entrusted to them, Commanders Task Forces, are responsible for the due observance of rules and regulations, efficient and economical administration of funds allotted to them and for the proper and p-to-date maintenance of documents and records prescribed in the different procedures.

15

12. In addition to Task Force, certain formations like GREF Centre and Records, Base Workshops and Store Divisions function directly under the Director General of Border Roads . For local administration and purposes of discipline they are placed under a Chief Engineer as decided by Director General of Border Roads .

13-15. Blank

16

CHAPTER IITERMS AND CONDITIONS OF SERVICE

INTRODUCTORY

16. This section deals with the terms and conditions of service of -

(i) Service personnel and Civilians of Defence Services in

Army Units.

(ii) Personnel of the General Reserve Engineer Force

17

SECTION 1

SERVICE PERSONNEL AND CIVILIANS OF DEFENCE SERVICES IN ARMY UNITS

TERMS AND CONDITIONS OF SERVICE

17. Service personnel, Officers and others, belonging in the Army, Navy and Air Force and civilians of the Defence Services in Army units, save as otherwise expressly provided by government orders, will continue to be governed by the terms and conditions of service applicable to them in the Defence Services.

18. Apart from the basic terms and conditions, certain special concessions are authorized from them to time by the Ministry of Defence for Army personnel in specified areas. These concessions, save as otherwise expressly provided by Government orders, are also admissible to the Service Personnel employed on Border Roads projects in the respective areas.

19. To facilitate day-to day administration of Service officers and personnel, certain powers in regard to grant of leave etc. have been delegated to the Director General of Border Roads and officers subordinated to him. These are contained in Annexure - I.

20. The disciplinary powers, under the Army Act, 1950, of the officers of the General Reserve Engineer Force in respect of Service personnel are laid down in Annexure – 2.

21. Disability and Family Pension claims of Service personnel, officers and others of the Defence Services, will be regulated in accordance with the rules in the Defence Services. The procedure for dealing with such claims while the personnel are serving with Border roads projects will be as under:

OFFICERS

(a) Cases of death/disablement other than by disease, will be investigated by Court of Enquiry

(b) The Chief Engineers will endorse his recommendations on the Court of Enquiry Proceedings/ Accident Reports and submit the case to DGBR

18

(c) The DGBR will then endorse his final recommendations and submit the case to the BRDB for onward transmission to the Ministry of Defence for sanction.

(d) Sanctions will continue to be issued by the Ministry of Defence where such sanctions are necessary in accordance with rules.

JCOs ORs AND CIVILIANS IN ARMY UNITS-

(a) Cases of death/ disablement other than by disease will be investigated by Court of Enquiry

(b)The Chief Engineer will endorse his recommendations on the Court of Enquiry Proceedings/Accident Reports, and submit the case to DGBR.

(c) The DGBR will endorse his final recommendations and submit the case to the BREB for onward transmission to the CDA( Pensions) , for sanction.

(d)Sanctions will be issued by the CDA (Pensions), excepting in cases which require sanction of the Government of India. Cases which require the sanctions of the Government of India will be submitted by the CDA ( Pensions) to the Ministry of Defence.

22. Army Officers and ranks serving under Border Road Organization in family stations will for the purpose of provision of accommodation including allied services, recovery and reimbursement of rent and allied charges, grant of traveling and daily allowances including conveyance of motor cycles/ cars, provision of medical cover to families in Military Hospitals wherever such hospitals exist, grant of conveyance, clothing, hair cutting and washing allowances shall be governed by the corresponding procedure prescribed by orders obtaining on the Army side. For this purpose the authorities mentioned below will exercise the powers indicated against them:-

a) permission to officers to hire themselves, privately owned accommodation

Chief engineers will exercise the power of Station Commander.

b) Issue of non-availability certificates to officers for retention of accommodation at old duty stain

Chief Engineers will exercise that powers of Station Commander for issue of non-availability certificate.

c) Retention of GREF Chief engineers will be competent

19

accommodation at old duty station.

authority for granting permission to retain GREF accommodation upto 60 days at old duty station. Beyond 60 days the DGBR may extend the period of retention of accommodation.

d) assessment of rent GREF accommodation

GE/AGFs- will be competent to assess the rent in accordance with the rules in “Quarters and Rents”.

e) allotment and classification of accommodation

Chief Engineers will exercise the powers of Station Commander.

f) permission to officers to hire furniture from the market when not available in Govt. Stocks.

GE/AGEs in charge of Base installation s who hold stocks of furniture will be the competent authority to certify non-availability of furniture tin Govt. stocks. On the authority of this certificate the officers may hire furniture themselves and claim reimbursement in accordance with the normal rules applicable in Defence Services.

g) Fixation of scale for water and electricity charges in respect of JCOs and Ors.

Chief Engineers will lay down the scales

h) Recover of conveyance chargers

Chief Engineers will fix rates for recovery of conservancy charges form non-entitled personnel.

i) Grant of conservancy allowance to JCOs and Ors where free services are not provided.

Chief Engineers will exercise the posers of Station Commander for laying down the rates in terms of Para 132, Pay and Allowances Regulations for JCOs/Other Ranks and non-combatants ( enrolled ) of the Army.

j) Grant of Hair Cutting and washing allowance to JCOs and other ranks.

Chief Engineers will exercise the powers of Station Commander for laying down the rates of allowances.

k) Authority to sanction conveyance of motor cycle / cars etc. from old to new Peace duty station

Chief Engineers will exercise the powers of Station Commander for this purpose except in their own case where sanction of DGBR is necessary.

20

i) To accord permission to single JCOs, married JCOs ( living with their families), and married Ors ( living with their families) provided they are within the percentage of married accommodation to live out under private arrangements when Govt. accommodation Pay and Allowances Regulations for JCOs and Ors.

Chief Engineers , Officer Commanding Base Workshops, Commander GREF Centre and Officer Commanding Bases and Store Division not below the rank of Lieu Colonel will be the competent authorities for this purpose in respect of personnel on their strength.

m) Grant of compensation in lieu of quarters at 2/3rd of married rate, authorized in Rule 280, Pay and Allowances Regulations JCOs/ORs as amended, to single Ors and married ORs not living with their families, serving the Border Road Organisation who cannot be provided with Govt. Accommodation and are permitted to make their own arrangements for Accommodation. Payment of compensation will be subject to the following certificates:-

(i) A certificate from OC Unit that free Govt. Accommodation could not be provided to the individual and hence he was permitted to make his own arrangements.

(ii) A certificate from the individual concerned that the extra expenditure to the extent of the claim has actually been incurred by him in making private arrangements.

All hiring of family accommodation will be subject to the availability of funds specially allotted for the purposes.

21

23-25 BLANK.

22

SECTION 2

GENERAL RESERVE ENGINEER FORCE

APPLICABILITY OF BASIC RULES

26. The provisions in the succeeding paragraph will apply to the members of the General Reserve Engineer Force ( officers and subordinates) directly recruited or transferred on deputation. Certain of these paragraphs have either been reproduced from Civil Service Regulations, Travel Regulations, Fundamental Rules, Army Instructions/ Orders etc. Or are based on the provisions contained din the rules mentioned above. A concordance on the provisions contained in the rules mentioned above. A concordance showing the paragraph Nos. in this book and the corresponding paragraphs in Civil Service Regulations, Travel Regulations, Fundamental Rules etc. on which they are based is given in Annexure 3,. In these cases, the provisions of the basic rules and orders, as amended from time to time, and the Government decisions and audit instructions there under hold good.

27. Except where specifically provided otherwise, the personnel of the General Reserve Engineer Force are governed for purposes of pay, allowances including traveling allowance, leave, injury benefits and gratuity and assessment and recovery of rent and allied chargers from persons in occupation of Government accommodation by the rules applicable to non-industrial Civilians of the Defence Services.

CLASSIFICATION OF POSTS

28. All posts in the General Reserve Engineer Force shall be classified in accordance with the Ministry of Personnel Public Grievances and Pension ( Department of Personnel & Trg) Notification No. 13012/1/98 -Estt(D) dated 20th April, 1998 ( reproduced as Annexure 04) as amended from time to time.

CCS ( TEMPORARY SERVICES ) RULES, 1965

29. Subject to the provision of Para 35 all Officers & Supervisory and other personnel recruited directly will be governed by the provisions of Central Civil Services ( Temporary Service) Rules 1965, as amended from time to time.

23

APPOINTING AUTHORITIES

30. Appointment to Group A and B posts in the Force will be made by the Border Roads Development Board. Appointment to Group C and D posts will be made by the Director General of Border Roads, who may delegate his powers to authorities subordinate to him.SCALES OF PAY

31. The scales of pay of gazetted and non-gazetted posts are given in Annexure 8. Age, qualifications etc. of personnel to be appointed to Group C and D posts shall be as laid down by the Director General of Border Roads with the approval of Border Road Development Board.

DISCIPLINE

32. (a) Members of the General Reserve Engineer Force will be governed by the provisions of the Central Civil Services ( Classification Control and Appeal ) Rules, 1965 as amended from time to time.

(b) Notwithstanding the above, all members of the General Reserve Engineer Force will be subject to certain provisions of the Army Act 1950, and Rules made there under as laid down in SROs 329 and 330 of 1960 reproduced as Annexure 5 for purposes of discipline only. When the offence is such that the provisions of Army Act, 1950 as extended to GREF, apply for purposes of discipline, it will be open to the appropriate disciplinary

authority under the Army Act, 1950 to proceed under its provisions. In all other disciplinary cases, the provisions of CC

(CC) Rules, 1965 will apply .

33. The equivalent ranks in the General Reserve Engineer Force and the Army for purposes of application of the Army Act, 1950 are given in Annexure - 6

34. The powers to be exercised in the application of Army Act, 1950, by the Officers of the General Reserve Engineer Force are contained in Annexure 7.

PROBATION

35. The initial appointment of officers Supervisory and other personnel will be temporary. The Officers supervisory and other personnel will be on probation for the first two years of appointment and on completion of probation, the competent authority will assess their suitability for continued appointment and pass appropriate orders either confirming the successful completion of probation or

24

extending, the probationary period for not more than one year at a time, provided that the segregate period of probation does not, save for exceptional reasons, exceeding 4 years. If on the expiry of, or at any time during the period of probation, the appointing authority does not consider any member, suitable for continue, he shall be discharged from GREF and no notice will be give therefore. Where however, it is found that member is suitable only for lower appointment or lower stage in the time scale applicable to him, the appointing authority may office him the appropriate grade, or stage in the time scale as the case may be. If the individual is not willing, he will be permitted as a special case to resign his appointment or will be discharged from service and no notice will be given therfore.

36. On promotion from one Group to another, and individual will remain on probation for a period of two yuears, whereafter his suitability for continued appointment in his promoted post will be assessed and appropriate orders as aforesaid para 35 passes by the competent authority.

37-40. Blank

25

SECTION 3

FIXATION OF PAY

GENERAL RULES

41. Unless otherwise provided, the salary of Government servant commence when he takes charge of the appointment in respect of which it is earned. If the charge is transferred afternoon, the transfer does not affect Pay and Allowances until the next day.

42. Unless in any particular case, if be otherwise distinctly provided, the whole time of a Government servant must be held to be paid for by Government and he may be employed in any manner required by proper authority within his own branch of duty without any claim for additional remuneration.

43. Government reserve to themselves the right of changing the rules, regarding Pay and Allowances and other conditions of service at their discretion and of interpreting their meaning.

FIXATION OF PAY-DIRECT RECRUITS

44. The initial pay of directly recruitment personnel, gazetted or non-gazetted will be fixed in accordance with the following principles.

45. The initial pay will normally be fixed at the minimum of the scale of pay of the post.

46. When an individual is appointed to a post on progressive pay-

(a) (i) If he has not previously officiated in the post, or(ii) if he has officiated in it but last drew in it, he will

draw as initial pay, the pay of the stage in the progressive scale next above his present substantive pay, and will draw increments after the period usually required, and

(b)If he has previously officiated in the post, but his substantive pay exceeds the pay which he last drew when last officiating he will draw initial pay equal to that pay and will count for increment in that stage the period during which he was drawing the said pay.

26

47. In respect of Central and State Government servants, who are appointed to posts carrying higher duties and responsibilities in the General Reserve Engineer Force, through the Union Public Service Commission, the initial pay will be fixed in accordance with the recommendation, if any, given by the Commissions. In cases where the Commission do not make any specific recommendation, the initial pay shall be fixed at the sate next above the pay notionally arrived at by increasing the pay in respect of the post previously held by the individual, in a substantive, temporary or officiating capacity by one increment at the stage at which such pay has accrued, subject to the following conditions:-

(i) The post previously held and that to which appointed should not both be group A posts.

(ii) Fixation of pay made as above will not be altered on enhancement, on any account in the substantive pay.

(iii) If the individual was drawing immediately prior to his appointment the maximum of the scale, his pay shall be fixed in the new scale only at the stage next above such maximum.

48. The initial pay of non-gazetted personnel directly recruited may be fixed at a stage higher than the minimum of the prescribed scale up to the limits laid down in Column 3 of the Table in Annexure 8, depending on their proficiency and experience, to be determined, as far as possible, by trade test.

49. The Director General, Border roads or any other officer not below the rank of Lt. Col. / Superintending Engineer authorized by him shall decide the stage at which the initial pay should be fixed as in the preceding paragraphs.

FIXATION OF PAY- DEPUTATIONISTS

50. The pay of Government servants, gazetted and non-gazetted, on deputation, will be fixed after the individual exercises his option in accordance with the provisions of para 125.

When and individual elects, under par 125, the scale of pay of the post which he is deputed, his pay will be fixed under the normal rules, subject to the provision of para 129.

51. The initial pay of persons directly appointed to gazetted posts will be fixed by BRDB; in respect of others by the respective appointing authority.

27

FIXATION OF PAY- RE-EMPLOYED PENSIONERS

52. The initial pay of pensioners ( civil and military) re- employed in the Gazetted posts will be fixed by the BRDB.

53. The initial pay of pensioners re-employed in non-gazetted posts will be fixed by the DGBR or by an appointing authority under him of rank not below a Lt. Col. Or Superintending Engineer.

54. The following rules will apply in fixing the pay of pensioner including those who were pensioned off or retired on Contributory Provident Fund and from service of State Governments or local bodies etc. administered by Government. These rules will not apply to persons who had retired from local bodies, such as Municipal Corporations which are not administrated Government.

55. The initial pay should be fixed at the minimum of the stage of the scale of pay of the post. In cases where it is felt that such fixation of initial pay will cause undue hardship, the pay may be fixed at a higher stage by allowing one increment for each year of service which the pensioner had rendered before retirement in a post not lower than that in which he is re-employed.

56. If the post in which a person is re-employed carries a biennial rate of increment, only half the service of the pensioner in equivalent or higher post with annual increment shall be taken into account for fixation of pay as above.

57. One increment for each year of service put in an equivalent or higher post shall be allowed by adding the number of increments to the minimum of the prescribed scale. The fact that the pensioner entered the scale of the pre-retirement post at a higher stage because of his having held a substantive post in a lower scale should be ignored.

58. The comparison of the posts for giving a higher start under this para shall normally be on the basis of scale of pay. But as the scales of pay under the State Government are generally lower than those under the Government of India, comparison of posts under the State and Central Government may be made with reference to the duties and responsibilities attached to the posts.

59. In addition to the initial pay fixed, the pensioner may be permitted to draw separately any pension sanctioned to him and to retain any other form of retirement benefit for which he is eligible e.g. Government’s contribution to a Contributory Provident Fund, gratuity, commuted value of pension etc. provided that the total amount of

28

initial pay plus the gross amount pension and / or the pension equivalent of other form of retirement benefit does not exceed:

(i) the pay he drew before his retirement ( per- retirement pay), or

( ii) Rs. 3,000/- whichever is less

60. For the of para 59, pension as under shall be ignored. In respect of pensioners who had retired before attaining the age of 55 and re-employed after 16.01.654, the actual pension drawn in the case of pensions not exceeding Rs. 50 p.m. and the first Rs. 50 in cases exceeding ;this limit will be ignored. No amount of pension shall be ignored in respect of pensioners who had retired after the age of 55.

61. In all cases where either of the limits mentioned in pare 59 is exceeded, the pension and other retirement benefits may be paid in full and the necessary adjustments made in the pay so as to ensure that the total of pay and pensionary befits is within the prescribed limits.

62. Where, after the pay is fixed at the minimum or any higher stage, it is reduced below the minimum as a result of the said adjustments, increase in pay may be allowed after each year of service at the rates of increment admissible, as if the pay had been fixed at the minimum or the higher stage as the case may be.

63. In the case of civilian pensioners, pay last drawn before retirement will be taken to be the substantive pay plus special pay, if any. Pay drawn in an officiating appointment or in a tenure post may be taken into account if it was drawn continuously for at least one year before retirement. In the case of service pensioners, pay to be taken into account will be pay of the substantive or acting rank as the case may be.

64. For the purpose determining the pre-retirement pay of re-employed Military, Naval and Air Force Pensioners the following items of emoluments will respectively be taken into account:

29

NAVY ( CPOs, Pos, LS AB/OD)OLD PAY CODE NEW PAY CODE

Basic pay (Pay including deferred pay )Non-Substantive payGood Conduct Pay Good Conduct pay War Service Increment Higher Pt. II

Qualification PayDeferred Pay

AIR FORCE ( MWOs, WOs, SNGOs, AIRMEN)Old Pay Code New Pay CodeBasic pay (Pay including deferred pay )Good Service/ Good Conduct PayAir proficiency Pay, Badge PayWar Service Increment

65. In the case of service pensioners in receipt of disability pension which contains and element of service pension only, the service element out of the disability pension will be taken into account for the purpose of fixation of pay under these orders.

66. Pensioners of the Government of Burma and Pakistan are not to be viewed as pensioners of ht foreign Government and their pension will be taken into account while fixing their pay in the civil posts. The cases of pensioners in receipt of pension from the foreign Government will be examined by government on merits.

67. Allowances such as OBI allowances, Gallantry award and Jangi Inam are not be treated as part of pension for purposes of fixation of pay of military re-employed pensioners. Personal allowances, however, will be treated apart of pension.

68. Every appointment of re-employed pensioners from one cadre to another or promotion/ revision from one post to another will be treated as a fresh appointment and pay will be fixed each time under these orders as if there-employment is made for the first time.

69. Special pay granted for specially arduous nature of duties ( including non-practicing allowance granted to doctors) or for additions to work or responsibility or for unhealthiness of the place of work will be taken into account in determining pre-retirement pay. Personal pay granted for loss of substantive pay will be taken into account irrespective of the period it was drawn prior to retirement.

ARMY ( JCOs NCOs ORs)OLD PAY CODE NEW PAY CODE

Basic Pay Pay ( including Deferred Pay)

Grade/ trade…………….. technical corps Pay

Rank Appointment Pay

Good service / Pay Increments of pay for length of service

Proficiency Pay Good Service PaySpecial Proficiency PayWar Service IncrementsDeferred payPersonal Allowances( Ris/ Sub Major)Extra Duty Pay

30

70. In respect of posts for which personnel with the requisite qualifications and experience are not available and it is found necessary to recruit a pensioner for service at a place situated a considerable distance form his home town, the restriction that initial pay on re-employment plus pension should not exceed the last pay drawn may be relaxed to the extent indicated below:

(i) Initial pay on re-employment plus pension /pension equivalent of other retirement benefits should not exceed the pay last drawn before retirement by more than Rs. 250.

(ii) The total of initial pay on re-employment as fixed under para 55 and above plus gross pension/ pension equivalent of other retirement benefits should Rs. 1000/-

71. In cases where pay under para 70 is fixed by authorities lower than Border Road Development Board, the initial pay plus gross pension / pension equivalent of other retirement benefits shall not exceed the last pay drawn by more Rs. 150.

72. The relaxation referred to in the preceding paras is applicable only to cases where the pensioner has retired on a superannuation pension or after reaching the age of compulsory retirement or on completion of tenure of an appointment, as the case may be.

73. In cases where the minimum pay of the post in which the pensioner is re-employed is more than the last pay drawn, the pensioner concerned may be allowed the minimum of the prescribed scale of the post less pension and pension equivalent of other retirement benefits.

74. Where the restriction that pay on re-employment plus gross pension/ pension equivalent of other retirement benefits should not exceed the last pay drawn has to be relaxed in circumstances other than those mentioned in pars 70 and 73 above, the approval of the Ministry of Finance ( Defence ) should be obtained in each individual case.

75. Once the initial pay of a re-employed pensioner has been fixed in the manner indicated above, he may be allowed to draw normal increments in the time-scale of the post to which he is appointed provided that the pay and gross pension/pension equivalent of other retirement benefits taken together do not any time exceed Rs. 3,000/- per month.

31

76. For the correct determination of pay, the competent authority shall obtain the following information from the Audit Officer who reported on the title to pension:

(i) Post held substantively on the date of retirement and substantive pay in that post together with scale of pay.

(ii) Other posts, if any, held in an officiating capacity on the date of retirement and officiating pay drawn in the post together with scale of pay

(iii) In the case of (ii) the dates of actual officiation

(iv) (a) Special pay, personal pay, and deputation allowance, if any, drawn on the date of retirement and the period for which it is drawn continuously

(b) The position counted as emoluments for pension should be indicated

(b) In the case of special pay, drawn in a substantive post, whether it is a part of the prescribed scale of that post and included in the relevant pay schedule.

(v) Gross pension including amount commuted with the particulars of Pension Payment Order

(vi) Death –cum- Retirement or other gratuity and pension equivalent thereof

(vii) Government contribution to Contributory Provident fund with interest and pension equivalent thereof, the Contributory Provident Fund Account Number previously allotted and the particulars of the authority issued by the previous Audit/ pay and Accounts Officer.

77. After getting the above information, the competent authority should fix the pay under the rules in the preceding paragraphs and communicate the pay fixed to the Accounts Officer. He shall also furnish to the Accounts Officer particulars of equivalent / higher posts held by the re-employed pensioner which were taken into account for giving a higher starting salary under para 58 above.

78. Pending fixation of pay as in the foregoing rules, the appointing authority any authorize payment to the re-employed pensioner on a provisional basis for a maximum period for six months. The appointing authority will be responsible for ensuring that the provisional pay

32

authorized is not likely to exceed the correct pay that may become admissible. For this purpose, he should take the maximum pension and gratuity that might be admissible on the basis of the last pay drawn.

79. An undertaking for refunding any amount that might be overpaid as a result of provisional fixation of pay should be obtained from the re-employed pensioner.

80. To enable audit authorities to check that Prima facie the rate of provisional pay has been correctly fixed, the appointing authority while issuing sanction for provisional payments of any to re-employed personnel should furnish the following information to the Accounts Officer concerned:

(i) Date of birth(ii) Date of re-employment(iii) Post in which re-employed with scale of pay(iv) Substantive pay on the date of retirement together with

scale of pay(v) Substantive pay on the date of retirement together with

scale of pay and periods of actual officiation

(vi) Officiating/ action pay, if any, on the date of retirement together with scale of pay and periods of actual officiation

(vii) Details of service rendered before retirement in posts not lower that that in which re-employed.

(viii) Gross pension including amount commuted with particulars of pension payment order, and that amount of Disability/ Invalid pension, if any, included in the Gross Pension.

(ix) Death-cum-retirement gratuity and pension equivalent thereof.

(x) Government contribution to the Contribution to the Contributory Provident Fund with interest and pension equivalent thereof with account number etc.

INCREMENTS

33

81. An increment accrues on the first of the month in which it falls due under the operation of the normal rules and orders regulating increments.

An increment shall ordinarily be drawn as a matter of course, unless it is withheld by appointing authority . In ordering the withholding authority shall state the period for which it is withheld and whether the postponement shall have the effect of postponing future increments.

82. Where an efficiency bar is prescribed in a time – scale of pay, the increment next above the bar shall not be given without the specific sanction of the appointing authority.

83. On each occasion on which an individual is allowed to pass an efficiency bar which had been previously enforced against enforce against him , he should come on to the time scale at such a stage as the appointing authority may fix for him, provided that the pay so fixed shall not exceed the pay which he would have drawn had he not been held up at efficiency bar.

84. The case of all individuals held up at an efficiency bar should be reviewed annually with a view to determine whether the quality of their work has improved and generally whether the defects for which they were stopped at the bar have been remedied, to an extent sufficient to warrant the removal of the bar.

85. All duty in a post on a time –scale of pay counts towards increment in that time-scale.

Service in another post, other than a post carrying less pay, in a substantive or officiating capacity, shall count for increment both in the original and in the new post.

86. All leave other than extraordinary leave taken otherwise that on medical certificates shall count for increment. Government may, in any case in which it is considered that the extraordinary leave shall be counted for increment.

87. For the purpose of this rule, the extraordinary leave taken by the individual, either temporary/officiating or permanent, should be covered by proper medical certificate. Only the period of extraordinary leave covered by medical certificate would count for increment. In the case of a temporary/ officiating Government servant, a certificate from the leave sanctioning authority that the individual concerned would have continued to officiate in that post but for his proceeding on extraordinary leave would be necessary.

34

88. If a Government servant while officiating in a post or holding a temporary post is appointed to officiate in a higher post or to hold a higher temporary service in the higher post, shall, if he is reappointed to the lower post, count for increment in the time-scale applicable to the lower post. The period of officiating service in the higher post which counts for increment in the lower post shall be restricted to the period during which the Government servant would have officiated in the lower post but for his appointment in the higher post.

89. The officiating or temporary service in the higher post will also include earned leave up to a maximum of 120 days taken at a time, provided it is certified by the appointing authority that the Government servant concerned would have actually officiated in the higher post but for his proceeding on leave. This certificate is not necessary in the case quassi-permanent employee.

90. A Government servant reduced to as appointed on account of misconduct or inefficiency, cannot, without the sanction of the authority by whom he is reinstated or promoted, count for increments previous service in a grade or appointment from which he was reduced.

91. The authority which orders the transfer of a Government servant as a penalty from a higher to a lower grade or post may fix his pay at any stage but not exceeding the pay the individual would have drawn had he not held the higher post.

92. Once the pay is fixed in the lower post as above, the regulation of increments in the lower post will be made in the normal manner unless the increment in the lower post is also withheld.

93. In case of reduction to a lower post or grade, the competent authority mayor may not specify the period for which the reduction will be effective. If he specifies that period, he shall also specify whether and if so, the extent wot which the period of reduction will operate to postpone future increments on restoration. The fixation of pay in the higher post on restoration shall be subject to the rules regarding crossing of efficiency bar, if any. In case where the competent authority specifies the period for which the reduction will be operative, pay will be fixed in the normal manner on restoration.

In cases of reduction to a lower stage in the time-scale, the period of reduction and whether such reduction will operate to postpone future increments have necessarily to be specified. Every order passed by a competent authority imposing the penalty of reduction to a lower stage should indicate:

35

(i) the date from which it will take effect and the period ( in terms of years and months) for which the penalty shall be operative;

(ii) the stage in the time-scale ( in terms of rupees) to which the Government servant is reduced; and

(iii) the extent ( in terms of months) , if any, to which the period referred to at (i) above should operate to postpones future increments.

The reduction to a lower stage is not permissible either for an unspecified period or as a permanent measure. Also, when a Government servant is reduced to a particular stage, his pay will remain constant at that stage for the entire period of reduction.

On reinstatement, the pay of the Government servant will be fixed in accordance with the orders of the competent authority. If the order of reduction lays down that the period of reduction shall not operate to postpone future increments, the individual should be allowed a pay which he would have drawn in the normal course but for the reduction, subject to the rules regarding crossing of efficiency bar, if any. If the orders specify that the period of reductions was to operate to postpone future increments for any specified period, the pay which the increments were to be postponed as periods not counting for increments. 94. Where an order of withholding of increment of a Government servant or his reduction to a lower service, grade or post or to a lower time-scale or to a lower stage in a time-scale, is set aside or modified by a competent authority on appeal or review, the pay of the individual shall be regulated in the following manner:

( a) If the said order is set aside, he shall be give, for the period such order as has been force, the difference between the pay to which he would have been entitled had that order not been made and the pay he had actually drawn.

(b) If the said order is modified, the pay shall be regulated as if the order as so modified had been made in the first instance.

Explanation- if the pay drawn by an individual in respect of any period prior to the issue of the orders of the competent authority under this rule is revised, leave salary and allowances ( other that traveling allowances), if any, admissible to him during that period shall be revised on the basis of the revised pay.

ENTITLEMENT WHILE UNDER SUSPENSION

36

95. A Government servant under suspension shall be entitled to subsistence allowances equal to the leave salary which he would have drawn if he had been on furlough on half average salary or leave on half pay and, in addition, dearness allowance based on such leave salary.

96. When the period of suspension exceeds twelve months, the authority which issued the suspension order may vary the amount of subsistence allowance for any periods subsequent to the first twelve months as under.

97. It may be increases or decreased by a suitable amount not exceeding 50 per cent of the subsidence allowances admissible during the first 12 months. If, in the opinion of the authority, the period of suspension has been prolonged for reasons not directly attributable and directly attributable to the individual respectively. The reason in support of the action by the authority should be recorded in writing. The rate of dearness allowance will be bases on the actual subsistence allowance submitted to the individual.

98. In addition to the above, the individual may be admitted other compensatory allowances, if any, of which he was in receipt on the date of suspension, provided the competent authority is satisfied that the individual continues to meet the expenditure for which the allowances has been granted.

99. No payment under the above para may be made, unless the individual furnishes the certificate that he is not engaged in any other employment, profession, business or vocation. The certificate should be countersigned by the OC of the unit to which he is attached during suspension in token of having satisfied himself of its correctness.

100. The following deductions should be enforced from the subsistence allowances:-

(a) Income-tax ( Provided the employee’s yearly income calculated with reference to subsistence allowances is taxable)

(b) House rent and allied charges, that is, electricity, water, furniture etc.

(c) Repayments of loans and advances taken from Government , at such rates as the suspending authority may decide.

37

101. The following deductions cannot be made from the subsistence allowances of the individual:

(i) Premium of Postal Life Insurance Policy

(ii) Amounts due to Co-operative Stores etc.

(iii) Refund of advances taken for General Provident Fund

(iv) Subscription to General Provident Fund

(v) Amounts due on court attachment

(vi) Recoveries of loss for which the individual is responsible

102. In the case of items at (i) to (iii) of the preceding paragraph, recoveries could be made with the written consent of the individual

103. Recoveries of overpayments could be made from the subsistence allowances but the suspending authority will decide whether such recoveries should be made in full or in part of whether it should be wholly held in abeyance depending on the circumstances of each case.

ENTITLEMENT ON RE-INSTATEMENT

104 The salary of a Government servant who is dismissed or removed shall cease from the date of his dismissal or removal. When a Government servant who has been dismissed, removed or suspended is reinstated or would have been reinstated but for his retirement on superannuation while under suspension, the authority competent to reinstate the individual shall make a specific order regarding the Pay and Allowances to be paid to the individual for the period of his absence from duty or for the period of suspension ending with the date of his retirement on superannuation and whether or not the said period shall be treated as period spend on duty.

105. If the competent authority decides that the Government servant has been fully exonerated or the suspension was wholly unjustified, the individual shall be given the full Pay and Allowances to which he would have been entitled had he not been dismissed, removed, compulsorily retired or suspended. The period of absence from duty shall be treated as period spent on duty for all purposes.

106. In other cases, the Government servant shall be given such proportion of the Pay and Allowances as the competent authority may decide. Such pay and allowances shall not be less than the subsistence and other allowances admissible to the individual. The

38

period of absence from duty shall not be treated as period spent on duty unless the Competent authority specifically decides that it shall be so treated for any particular purpose. If the individual desires, the competent authority may direct that the period of absence from duty shall be converted into leave of any kind due and admissible to the individual.

107. A Government servant against whom a criminal charge or proceedings for arrest for debt is pending should be placed under suspension by a specific order to this effect during periods when he is not actually detained in custody or imprisoned, if the charge made or proceedings taken is connected with his official position or is likely to embarrass him in the discharge of his duties or if it involves moral turpitude. The Pay and Allowances of the individual in these cases will be regulated in accordance with preceding paragraph.

108-115 Blank.

SECTION 4

PERSONNEL ALLOWANCES

DEARNESS ALLOWANCE

116. Officers and others shall draw dearness allowances as admissible to other Central Government employees as notified from time to time by Ministry of Finance, Department of Expenditure

117. No portion of dearness allowances will be treated as pay for any purpose.

118. Dearness allowances will be regulated during leave on the basis of leave salary.

119. No reduction in the rates of dearness allowance will be made on account of free ration and accommodation provided to the members of the Force.

120. State Government servants on deputation to the Force electing to draw their parent department scales of pay plus deputation allowances, may draw dearness allowance at the rate sanctioned by the State Government concerned.

39

DEPUTATION ALLOWANCE

121. Officers and others transferred to the Force on deputation will be entitled to a deputation allowance of 20 per cent of their basic pay, subject to a minimum of Rs. 50/- p.m. a maximum of Rs. 300/- p.m.

Note 1:- Group D personnel will not brought on deputation .Note 2:- Deputation allowance is not admissible to officers and supervisory staff transferred from Defence Service

Establishments:-

(i) While serving at HQrs office of the Director General of Border Roads , New Delhi

(ii) While in receipt of special compensatory allowance under para 130 et. Seq.

122. Deputation (duty) allowance is an allowance given, in addition to pay or salary, to an individual deputed on a temporary basis to other Governments, departments or bodies wholly or substantially owned by Government. The deputation should be outside the regular line of duties of the Individual and should involve decided increase of work or responsibility. 123. Appointment of serving Government servants made either by promotion or by direct recruitment in competition with open market candidates will not be regarded as on deputation.

124. The question whether the transfer is outside the regular line is one to be decided by the authority which controls the service or post from which the individual is transferred.

125. Government servant on deputation may elect to draw either the pay in the scale of pay of the post to which he is posted, or his basic pay in his parent department plus, deputation allowance. The option once exercised shall be final, except that on each occasion an employee receives proforma promotion in his department under the ‘next below’ rule or is reverted to a lower grade in his department, or is appointed to another grade, a fresh option will be given to him.

126. Basic pay for the above purpose shall mean the pay drawn in the scale of pay of the substantive appointment held or the pay in the scale of pay of the officiating appointment in the parent cadre, provided the officiating appointment indefinitely.

40

127. Personal pay, if any, drawn by an individual in his parent department may be allowed in addition to deputation allowances. Special pay drawn by an individual in his parent department shall form part of basis pay provided:

(i) the appointment to which the special pay is attached is not a tenure appointment .

(ii) the special pay forms of the prescribed pay scale.

128. The deputation allowances shall be sp restricted that the basic pay of the individual in his department from time to time plus the deputation allowances does not exceed the maximum of the scale of pay of the post held on deputation. No deputation allowance shall be admissible from the date that his basic pay in his department either equals or exceeds the maximum of the scale of pay of the post which he holds on deputation. The cases of such individuals should be considered for reversion to their parent department within a period of six months.

129. Where the minimum of the scale of pay of the deputation post is in excess of the individual’s basic pay plus deputation allowance, the pay allowed to the individual should not exceed his basic pay by more that the amounts below:-

(a) for individual in receipt of basic pay above Rs. 750 p.m.-25% of basic pay or Rs. 225 whichever is more

(b) for individuals in receipt of basic pay above Rs. 300 and upto Rs. 750 p.m.- 30% of basic pay or Rs. 100 whichever is more.

(c) For individuals in receipt of basic pay upto Rs. 300 p.m.- 33.1/3 % of basic pay.

SPECIAL COMPENSATORY ALLOWANCE

130. Civilian employees of Group ‘A’, ‘B’ , ‘C’ and ‘D’ ( including pioneer and allied categories) of the General Reserve Engineer Force shall draw Special Compensatory Allowance a the same rates and terms and conditions as applicable to other Central Govt. Civilian Employees sanctioned vide Ministry of Finance, Department of Expenditure office OM No. 3/1/98-E-II (B) dated 20th July, 1998. Persons drawing any of the admissible Special Compensatory Allowance in addition.

Civilian officers/ subordinates of GREF shall draw composite Hill Compensatory Allowances now termed as Special Compensatory ( Hill Areas) Allowance on the terms and conditions as applicable to

41

other Central Government civilian Employees as sanctioned vide Ministry of Finance, Department of Expenditure OM nO. 4(3)/97-E-II(B) dated 17 August, 1998 subject to the conditions that where the Special Compensatory Allowance is admissible, Composite Hill Compensatory Allowance will not be admissible.

Civilian officers/ subordinates of General Reserve Engineer Force serving in North Eastern Region and Andaman & Nicobar Islands are also entitled to draw special ( Duty ) Allowances on the same terms and conditions as sanctioned Ministry of Finance ( Department of Expenditure) OM No. 11(2)/97-E-II (B) dated 22nd

July, 1998.

131. Special Compensatory Allowances shall not be admissible:-

(i) in addition to deputation allowance

Note:-Such portion of the Compensatory Allowance which is equal to deputation allowance that would have been otherwise admissible under rules would be treated as deputation allowance for the specific purpose of Computing leave salary under rules, while the deputationist are on leave.

132. The members of the Force will be entitled to Special Compensatory Allowances during leave upto 120 days and during temporary duty upto 90 days, provided that on expiry of leave/ temporary duty they are posted within the same or another SCA area, subject to other terms and conditions applicable to similar concession enjoyed by the Central Govt. Employees.

133. Special Compensatory Allowances may be drawn upto a maximum of 15 days during joining time on transfer from one unit/formation to another provided that the person is entitled to such allowances at both the stations. If the rates in two appointments/ stains differ, he will draw the lower rate only. When the joining time is preceded or followed by leave, the SCA will be drawn during joining time in addition to the SCA as admissible during leave vide para 132 above.

134. Civilian Officers and subordinates of GREF serving with Project Dantak in Bhutan are entitled to draw Bhutan Compensatory Allowance. Difficult Area Allowance and Children’s Education Allowance at the rates, conditions and with effect from date as specified in Govt. of India, Ministry of Surface Transport, BRDB letter No. F 81(32)/81 ESTT/17084/BCA/DGBR/E2A(T&C) dated 12 January, 1989 as amended from time to time.

42

Authy:- BRDB No. BRDB/03/87/96-GE I dated 04th October, 99.

OUTFIT ALLOWANCES

135. To equip themselves with the prescribed items of clothing, Officers shall on appointment in GREF , be granted an initial outfit allowance of Rs. 600 provided that:-

(a)an officer who is initially appointed for one year will be paid Rs. 300 on appointment and the balance of Rs. 300 in the 2nd

year in case his services are extended for a period of minimum of 2 years, and

(b)an officer who is initially appointed for less than a year will be paid Rs. 150 on appointment, another Rs. 150 on his services begin extended upto one year, and the balance of Rs. 300 in case his services are extended upto for a minimum of 2 years.

136. Officers will received a Renewal Outfit allowance @ Rs. 140.00 every year with effect from 1.08.75 after four years of service commencing from the date of their appointment as Gazzetted officer in GREF . Those who have already completed four years or more on 1.08.75 will be eligible for the grant with effect from that date. This allowance wile, however, not be admissible to those who become eligible to it whilst on leave pending retirement.

UNIFORM MAINTENANCE ALLOWANCE FOR OFFICERS

136-A. Officers will be granted a Uniform Maintenance Allowance for Maintenance of Uniform and other items of outfit as per the rates and with effect from the dates noted against the category of officers:-

(a) Group ‘A’ Officers Rs. 30.00 per head per month w.e.f 1 Jan, 1981

(b) Group ‘ B’ Officers Rs. 20 per head per month w.e.f. 18th

Nov. 1982

Payment of Uniform Maintenance Allowance will also be made to Group ‘A’ and ‘B’ officers during the period of their leave and joining time subject to a maximum period of 120 days at a time. The Uniform Maintenance Allowance will not be admissible to the officers during their period of suspension.

137. Officers who are permitted to leave the service own request or at the request of their parent department will be required to refund initial or Renewal Outfit Allowance drawn by them as under:-

43

(a) Refund if Initial outfit allowance by Officers recruitment / extended for 3 years:-(i) Officers who leave after 18 months but less than 2 years of

service – 25% of the total allowance drawn(ii) Officers who leave after 1 year but less than 18 months’

service – 50% of the total allowance drawn (iii) Officers who leave before serving for 1 year- full amount

(b) “ Officers appointed for a period of 1 year of less will be required to refund the entire outfit allowance paid to them in case they leave the service before completion of 6 months”.

(c) Officers who draw Renewal Outfit Allowance vide para 136 above will also be required to refund the entire amount if they leave service before completion of 6 months from the date of grant of Renewal Outfit Allowance.

NON-PRACTICING ALLOWANCE TO MEDICAL OFFICERS

138. The Civil Medical Officers of General Reserve Engineer Force be paid Non-practicing allowance at the rate of 25 percent of their Basic Pay subject to the condition that pay plus Non-practicing allowance does not exceed to Rs. 29,500/- per month. The revised rate would be effective from the date an employee draws pay in the revised scale applicable to him in accordance with he provisions of the Central Services ( Revised Pay) Rules 1997.

Note-(1) The Non-parasitizing allowance at the revised rates would be admissible only in those medical posts for which a medical qualification recognized under the Indian Medical Council Act, 1956 or under, the Dentists Act 1948 has been prescribed, as an essential qualification and to which the Non-parasitizing allowance is attached at present.

(2) The non-parasitizing allowance will be treated as ‘pay’ for all service matters. In other words the non-parasitizing allowance will be taken into account for calculating DA, entitlement of TA/DA and other allowances as well as for calculation of retirement benefits.

CHILDREN’S EDUCATION ALLOWANCE, RE-IMBURSEMENT OF TUITION FEES AND PAYMENT OF HOSTEL SUBSIDY

139. The member of the Force will be entitled to Children’s Education Allowance, Re-imbursement of Tuition Fees and payment of Hostel Subsidy as sanctioned to the Civilians paid from Defence Services Estimates from time to time.

44

SPECIAL PAY FOR GROUP D STAFF EMPLOYED AS OPERATORS ON GESTETNER MACHINES

140. Group D employees will be entitled to the grant of special pay at 20/- p.m. w.e,f 1.01.86 or from the date an employee draws pay in the revised scale for pay as applicable in accordance with CCS(RP) Rules 1986. when employed as operators on duplicating machines irrespective of the make of the machine provided it is of the rotary type. The special pay will be sanctioned by Director General of Border Roads and will not be admissible to more than one individual for each machine.

141-150. Blank

45

SECTION 5

UNIT ALLOWANCES

AMENITY GRANT

151. (i) Per capita grants at the following rates will be drawn by units for meeting the expenditure on amenities to all members of GREF excluding officers:-

a. Unit with strength upto 100 Rs. 15/- per capitab. Unit strength in between 101-

200Rs. 10 per capita subject to minimum of Rs. 1500/-

c. Unit strength in between 201-800

Rs. 8/- per capita subject to a minimum of Rs. 2000/-

d. Unit strength 801 and above Rs. 5 per capita subject to a minimum of Rs. 6400/-

(ii) The per capita grants referred to in clauses ( a) to (b) above will be drawn by the units as stated below:-

(i) All units in existences on 1st April and those raised during the 1st half of a financial year - Full rate

(ii) All units raised during second half of a financial year- Half the rate

(iii) Except to the extent stated above the other conditions contained in AI 106/76 dated 11 December, 1976 as amended form time to time will apply.

(iv) This amended will take effect form 1st April, 1998 onwards.

152. The Chief Engineers will in addition to the above draw a sum of fifty paisa per head per annum in respect of all the members of the force serving in units and formations under his administrative control on 1st October every year for supplementing the amenity, at his discretion.

153. The grant will be drawn by units as stated below:-

(a) All units in existence on 1st April and raised during the first half of the financial year- Full rates.

46

(c) All units raised during the second half of the financial year- Half rates

154. These grants will finance the provisions of sports gear, indoor games, literature radios, gramophones, records, musical instruments and anything that helps in the well being and morale of the personnel provided these are not supplied by Government and the personnel themselves cannot purchase them.

155. The claim for the grant will be based on the authorized establishment of the units which must be indicated on the contingent bill. 156. Raising centre will draw a grant based on its permanent establishment and the number of troops that passed through the centre during the six months proceeding the date of the claim.

157. Stores and equipment to be financed out of the grant will be purchased from the open market. The unexpanded balance of amenity grants on the 31st Match of a financial year will be paid into the treasury for credit to Government.

158. Serviceable/ unserviceable stores and equipment purchased form the grant will be disposed of to the best advantage of the State and the sale proceeds credited to Government.

ALLOWANCES FOR RECCE PARTY 159. An allowance of Rs. 8 per head per day is admissible to officers and personnel for he Force and defence Services, detailed for reconnaissance of road projects for periods exceeding six days at a time, to cover the cost of extra rations required. This allowance will not be admissible in areas where daily is admissible.

MESSES

160. Field service Messes may be sanctioned by the Director General of Border Roads in respect of Service Officers and JCOs and Civilians of corresponding status of military and GREF units/ formations, provided:

(i) that he is satisfied that such messes are essential in the interest of service for the Unit/ formations Headquarters concerned and (ii) that a number of small messes which could conveniently be amalgamated are not separately established.

TENTAGE- MONETARY GRANTS FOR INITIAL EQUIPMENT

47

161. Issue of tentage and monetary grants for the initial equipment of the under mentioned messes will be regulated under the orders of the DGBR as per the scale given below:-

(a)OFFICERS

SCALE OF MAXIMUM MONETARY GRANTSRs.

MESS OF 1 TO 2 OFFICERS 500MESS OF 3 TO 5 OFFICERS 1,000MESS OF 6 TO 15 OFFICERS 2,000MESS OF 16 TO 25 OFFICERS 3,000MESS OF 26 TO 30 OFFICERS 3,500MESS OF 31 TO 40 OFFICERS 4,000MESS OF 41 TO MORE OFFICERS 5,000

SCALE OF TENTAGENo. of officers in the mess

5 or less

6-10 11-15

16-20

21-30

31 upwards

Tents 180 Ibs double fly (A)

(A)1

2 2 3 4 5

Tents 80/112 Ibs B(2)

B(2) (C)3 (C)3 (C)3 (D) 6

Screen Latrine 1 1 2 2 3 4

NOTES

( A) for mess

(B) One for mess servants, one for cooking. Two tents 40 Ibs ( Double fly ) may be demanded in lieu of one 80 Ibs tent for mess servants, if double fly tentage is recommended by medical authorities

(C) One for mess servants, one for cooking, one for stores two tents 40 Ibs ( Double fly ) may be demanded in lieu of one 80 Ibs tent for mess servants, if double fly tentage is recommended by medical authorities

(D) Two for mess servants, two for cooking, two for stores, two tents 40 Ibs ( Double fly ) may be demanded in lieu of one 80 Ibs

48

tent for mess servants, if double fly tentage is recommended by medical authorities

(b) Messes for JCO’s and Civilians of corresponding status of units / Formations headquarters

The maximum scale of monetary grants and tentage will be as follows :

No. of JCOs Civilians

1-3 4-5 6-10 11-15

16-20

21-30

31-40

Monetary grants Rs.

200 300 500 650 800 1000 1200

Tents 180 Ibs - - 1 1 2 2 3Tents 80/112 Ibs 2 2 2 2 (A) 3 (A)3 B(5)

(A) One for cooking, one for stores and one for servants(B) One for cooking, two for stores and two for mess

servants. Unserviceable tents IP 112 Ibs will be used for Cook Houses

162. The monetary grant and tentage at the scale laid down in the preceding paragraphs will be calculated with reference to the authorized establishment of the personnel concerned.

163. In cases where the authorized strength is increased subsequently additional monetary grant based on the increases strength will be regulated suitably pro rata as per scales.

164. In case of officers, messes, amount arrived at as above, will however, be decreased by the amount equal 1/12th of the average mess maintenance allowance already drawn.

MESS MAINTENANCE ALLOWANCE

165. Mess Maintenance allowance for each office will be drawn at the following rates, based on the authorized strength of the unit or formation concerned, for such periods as the messes are actually formed and maintained.

Rs. 40/- per month for the first 10 officersRs. 30/- per month for the next 15 officersRs. 15/- per month for each offices in excess of 25

FUNERAL EXPENSES

49

166. In the event of death while in service of any member of the Force expenditure subject to a maximum of Rs. 1000( Rupees one thousand only) may be incurred on the funeral of the individual. The amount will be drawn when the funeral is undertaken by the Border Roads authorities concerned and will include expenses incurred on transport, cost of fuel etc:-

(i) The expenditure involved will be dubitable to the project in which individual had been employed

(ii) This will take effect form 01 January, 1999

ENTERTAINMENT GRANT

167. An entertainment grant amountg to Rs. 5000/- for a financial year will be placed at the disposal of Chief Engineers Projects ( Chief Engineers / Brigadier )for entertainment of VIPs and high ranking Officers during their visit to the Projects.

The entertainment grant in the case of a CE of the project that is raised during the course of a financial year, will be regulated on a proportionate basis.

The entertainment grant will be expended at the discretion of the Chief Engineers concerned. A simple account of expenditure incurred out of the grant, duly supported by necessary vouchers, will be maintained which will be subject to audit by the Accounts Officer concerned Projects.

The unspent balance at the end of the financial year or on disbandment will lapse to the Govt.

The expenditure involved will be debited to the Project concerned under the appropriate head of account.

168-170 BLANK

50

SECTION 6

OTHER CONCESSIONS

RATIONS AND ACCOMMODATIONS

171. Members of the Force, will, while on duty, be entitled to Free Ration and Free Single accommodation of simple type together with lighting and domestic water supply as mentioned in succeeding sub-paras. The scale of rations shall be as laid down in Annexure 10. The substitute provided for in the scale shall be issued only when the standard items or any other fresh substitutes are not available and shall be made a the discretion of the DGBR or the officers authorized by him.

Free rations as laid down in Annexure 10 of Ration Money at the rates as prescribed by the Govt. from time to time are authorized to all GREF personnel and offices upto the level of Additional Director General Border Roads serving Static / Non-Static units / formations. Ration money is entitled to General Reserve Engineer Force personnel and officers upto the level of Additional Director General Border Roads who are entitled to free rations, during their leave period and other contingencies specified as under:-

( a) Leave(i) 30 days Earned leave(ii) 20 days Half pay leave ( 10 days full pay leave).(iii) 12 days casual leaveTotal : 52 days

(b) Other contingencies

(i) When it is not possible or economical convenient for Govt. to supply free rations.

(ii) When owing to sickness or to the disability the individual is unable to consume his normal rations and no ration items are drawn for him.

(iii) When it is possible to supply free rations but the distance between the individual’s place of residence and unit ration stand is more than 3.2 Kms. By road and the individual prefers to draw ration money.

51

(iv) When traveling on duty

(v) Will not be entitled to draw ration money during EOL ( When Pay and Allowances are not admissible)

The members of the force while serving in non- static units be entitled to free single accommodation of simple type together with lighting and domestic water supply. The concessions of non-static units are however also admissible tot the members employed in the following formations:-

(a) Headquarters Office of the Chief Engineers Projects Dantak

Free permanent single accommodation together with lighting and domestic water supply will also be provided to supervisor and other personnel at all static units. Till permanent accommodation is constructed, they will be provided with temporary hutted type accommodation.

When the GREF personnel are posted to a station where they are not entitle to free accommodation, they will occupy any accommodation if made available and pay rent under the normal rules.

172. Blank

172-AWhen member of the General Reserve Engineer Force are handed over to the Military Authorities for custody or imprisonment on a charge under the Army Act, they will be provided facilities including diet, medical treatment etc. to the same extent admissible under the Rules to the corresponding categories of Army personnel. If they are detained in GREF custody, the facilities of diet, medical treatment etc. will be at the scales applicable to GREF personnel. These facilities will be provided whether or not such members of GREF are otherwise entitled to the concessions of free rations, medical treatment etc. The expenditure incurred on this account will be borne by the Border Road Organisation and will be debited to the Projects on which the individuals were employed.

173. Members of Force shall also be entitled to fuel for warming and drying purposes at the scales and conditions applicable on the army side. The Chief Engineers / Commander Raising Centre may authorize, within the scales laid down types of fuel on the recommendations of local boards. Winter Allowance will be admissible to GREF personnel on the revised pay scale of Rs. 196-3-232, while

52

serving at Srinagar and Shimla at the same scale and under similar conditions as for defence civilians. They will not be entitled to free issue of fuel for warming and drying purposes.

174. Members of the Force who are entitled to free rations and who are living under canvas or in Bashas without fans in the Raising Centre, may be issue ice, on the recommendations of the local medical authority at the scale of 450 gms. Per man per diem for a maximum of 78 days, continuous or broken periods during summer months.

175. Rations may also be issued on payment to members of the force in receipt of free rations at the scale laid down in Annexure 11. the cost of ration issued shall be recovered in cash before the rations are issued, at the Army Supply Corps Payment Issue Rates prevailing at the time of issue.

176. Members of the Force including deputationists and their families in static units and installations as well as those in non static units and installation may be issued rations on payment. The issue will be restricted upto the limit of basic items viz. Atta, Rice, Dal, salt, Oil Hydro, Sugar, Tea, Fresh rations, Soft Coke and kerosene Superior only subject to availability.

(a) GREF personnel and deputationist upto the limits of action scales prescribed for GREF personnel form time to time

(b) Families upto the limit of ration scale prescribed in A1 16/75 as amended from time to time

The cost of rations issued will be recovered at the ASC payment issue rates, plus additional transportation charges, if any, prevailing at the time of issue.

( This concession will not be admissible to the personnel serving in HQ DGBR and in the office of Los at Bombay and Calcutta)

176A-The admissibility of Dearness allowance will be subject to the fulfillment of the following conditions:-

(a) Dearness allowance is not admissible to officers/ personnel when movers are within their Task Forces Sector except as under:-

(i) When free rations can not be provided due to administrative reasons to be certified by Chief Engineers .

53

(ii) If move takes place by rail within Task Force Sector and it is economical to the State, TA /DA may be allowed to the officers and personnel under normal ruler

(iii) Under unavoidable circumstances like flood/ land slides etc. if move is carried out by air, TA/DA as per normal rules may be permitted by Chief Engineers Project as per rules

(b) TA/DA is admissible only if move is sanctioned by Chief Engineers Project

(c) The conditions for entitlement of Dearness allowance will be subject to provisions of Rule 114 of Travel Regulations 1976.

(d) Officer/ Personnel detailed for recee will draw recee allowance

177. Civilians paid from Defence Services Estimates on deputation to Border Road Organisation, posted to field service areas they are precluded from living with their families may retain the Defence Accommodation already allotted to them at their old duty station. License fee in such cases shall be recovered at the normal rates ie assessed rates or 10% of the individuals monthly emoluments whichever is less. The accommodation so retained shall not be subject by the individuals for any period fully or partially without the prior permission of Government.

RATION ALLOWANCE

178. At stations whir GREF Messes have not been formed and where officers, who are, entitled to free rations otherwise are actually dining members of Army/ Air Force /Navy mess, may draw ration allowance at Re. 1 per diem in lieu of rations in kind. The allowance will not be admissible for periods an officer is on leave ( excluding Casual Leave at the station ) or sick in hospital.

179. CASH ALLOWANCE IN LIEU OF FRESH RATION ITEMS TO GREF PERSONNEL

Cash allowance in lieu of fresh ration items to GREF personnel is authorized, when an individual chooses to draw dry rations in kind and an allowance in lieu of fresh rations, at the rate amended from time to time.

54

180. GREF personnel sent as re-enforcements on permanent postings from GREF Centre to units in the Projects area will draw Daily allowance under the normal rules as per Travel Regulations.

181. Ration allowance at the rate of Rs. 3.50 per day will be admissible to the apprehended GREF deserts in lieu of rations in kind. The allowance will commence from the date deserters are collected from the place of their apprehension by the GREF escort party and will be paid upto the date they are lodged in lock-ups at GREF Centre. Advance may be paid to the In charge. Escort Party and a receipt obtained from him duly signed by the deserter on return to the centre.

182. Advance of ration allowance at the above rates for the number of days an individual is likely to remain on temporary duty at the out station may be allowed, if necessary.

183. The above allowance will not be admissible in respect of journeys and at stations in the project areas, that is beyond rail head at Pathankot, Kalka, Siliguri, Tezpur, Missamari and Dibrugarh and such other stations as may be specified form time to time.

184. Non-gazetted personnel who are otherwise entitled to free rations but who cannot be issued with rations in kind of account of unforeseen circumstances like land-slides, road blocks, accidents and breakdown of vehicles while traveling between Jammu & Sonmarg, Siliguri and Gangtok and Kalka and Rampur, shall receive ration allowance at the rate of Rs. 1.45 per head per diem for the period of journey /halts.

185. The grant of ration allowance or advance thereof as specified above shall be notified in Part II orders which should specify the rate and the period for which it is granted.

CLOTHING

186. The personnel of the Force shall be issued, free of cost, items of clothing at the scales laid down in Annexure 12. The approximate life of each items of clothing is shown in annexure 12 as guide for subsequent replacement.

The female supervisory and other personnel of the Force shall be granted a Uniform Allowance of Rs. 120 per annum for equipping themselves with sarees, blouse and shoes subject to the following conditions:-

(a)The sarees and Blouse will be white and shoes of black color

55

(b)The female employees will be required to put on

(c) The amount will be paid first on initial appointment and thereafter on completion of each year of service. The female employees leaving service of their own before six months shall be required to refund the full amount of Uniform allowance and those leaving service of their own after completion for six months but before completion of one year, half of the Uniform Allowance.

UNIFORM WASHING ALLOWANCE FOR SUPERVISORY AND OTHER PERSONNEL

186-A Supervisory and other personnel of the Force who are entitled to free clothing under para 186 above will be granted Uniform Washing Allowance at the rate of Rs. 30 per month per head with effect from 01 August, 1997.

This will be in addition to provision contained in para 189 regarding expenditure on washing and repairs of EI/ Winter / snow clothing.

187. Clothing and other items given in Annexure 13 may be held on unit charge for issue of loan to the personnel on an ‘ as required’ basis.

188. Personnel of the Force proceeding on leave and on release/ discharge not on dismissal, on completion of 3 year service, may be permitted to take with items of clothing in annexure 14.

189. Expenditure on washing and repairs of GREF / EI/ Winter/ Snow clothing will be incurred on terms and conditions laid down in Annexure 17.

MEDICAL FACILITIES

190. Members of the force are entitled to free medical treatment for self only, both as out-patient and as in-patients in GREF Medical Staging Sections/Army Staging Sections/ Military Hospitals/ Civil Hospital to the extent feasible. When they are admitted to Civil Hospital they will be transferred to the nearest Military hospital as soon as possible. The members of General Reserve Engineer Force shall be extended the same facilities as are available to other Govt. employees under the Civil Services ( Medical Attendance) Rules, 1944 as amended from time to time, while:-

56

( a) on leave outside the Project areas, and

(b) while suffering form Tuberculosis, Leprosy and Malignant disease

For an individual on duty and undergoing medical treatment for the disease mentioned at (b) above, the GREF/ Services medical Officers giving medical cove to the Unit/ Formation to which the ;individual belongs, shall be the “ Authorized Medical Attendants” will be same as for other Central Govt. employees in that place/area.

191. Members of the force undergoing treatment in medical staging sections will be issued free diet at scales laid down in Annexure 15. the dietary articles will be issued to the patients when prescribed by the Medical Officer-in-charge. Members of the Force ( excluding those holding Group D posts) serving in Base Repair Workshops, Base Depots and similar static installations will pay for the diet charges, if any, levied by Military Medical Units or Civil Hospitals.

192. Members of the Force are entitled to free Dental treatment as provided in the Central Services ( Medical attendance ) Rules 1944. Such treatment will include extraction, scaling and gum treatment, filling of teeth and root canal treatment but not supply of artificial dentures.

193. (a) Separated families of Central Government servants on deputation would be eligible for medical treatment under the normal rules of their parent departments.

b) Families of all members of General Reserve Engineer Force will be granted medical facilities in accordance with the provisions of CGHS at places where this scheme is in operation and at to there place in terms of the Central Services( Medical Attendance) Rules, 1944 as amended form time to time.

194. An honorarium at the following rates will be paid to persons donating blood for use of sick and injured personnel of GREF :-

(a)

Honorarium to blood donors( ordinary blood group)

Rs. 20 per donation for a bottle of 350 cc

(b)

Honorarium to blood donors ( rate blood group)

At rates prevalent in Civil Hospitals at the station subject to a maximum of Rs. 40 per

57

donation for a bottle of 350 cc

A refreshment costing not more than Re. 1 per blood donor may also be paid. The refreshment to be served will be restricted to Tea, Coffee, Sugar, Milk, Lemonade, Oranges Juice, Biscuits and Cakes only. The expenditure involved will be debited to the relevant heads of account of the Border Road Organisation. POSTAL FACILITIES

195. Members of the Force are entitled to free remittance of money within India and to Nepal through Field Post Officers or Civil Post Officers at stations where the former do not function. The remittance may be made to their families or to Post Offices for credit to Savings Bank Account or for Payment of Life Insurance Premium. The number of remittance will be limited to two per man per month and the total amount of the remittance in a month shall not exceed the net monthly emoluments due to a individual after deduction of obligatory charges. The above concessions, is however, not admissible with effect from 1 October, 1970 to GREF personnel serving in Unit/ Formations where they are not in receipt of free ration and accommodation. Free remittance where admissible may be made on or after the twentieth of the month from the pay of that month before it falls due.

Free remittance are primarily intended for the maintenance of an individual’s family i.e. those legally depended upon him. His wife and children rank first in the order of priority and in no case free remittance be made in favour of persons having no claim on the individuals’ earnings, leaving the legal dependents in a sate of serious financial difficulty. An individual can also make allotment to a trusted friend or agent for the maintenance of his family for special reasons. OSc unit will use their discretion in accepting such request. This will have effect from 2.01.1974.

The MO Forms required for the purpose of free remittance facilities will be purchased for the members of the Force, by self accounting units limited to the approximate monthly requirement at a time, out of appropriate imprest as prescribed in par 635 A. the expenditure on this account will be booked to the same head of account to which MO charges are debited. Receipt and issue of the MO forms will be accounted for through the MO check register. Necessary administrative instructions in this regard may be issued by DGBR.

DEATH / INJURY BENEFIT

58

196. Members of the Force will be entitled to death/ injury benefit in accordance with the provisions of Workman Compensation Act, 1923. Members to whom this Act does not apply would be governed by Central Civil Service ( Extraordinary Pension) Rules.

197. The following authorities of General Reserve Engineer Force are authorized to sanction payment of compensation under workmen’s Compensation Act, 1923 to GREF personnel / CPLs as specified against them:-

(a) DGBR Rs. 2.00 lakhs(b) Chief Engineers Rs. 1.50 lakh(c) Commander/ Task Force Rs. 1.00 lakh (d) Commander GREF Centre Rs. 1.00 lakhs

Case involving payment in excess of Rs. 2.00 lakhs shall be submitted to Govt. for sanction.

GP FUND AND I.O.W.F.P. FUND

198. Members of the Force shall be liable to contribute to the General Provident Fund of Indian Ordnance Factory Workers Provident Fund as the case may be in accordance with the rules laid down in General Provident Fund, Defence Services Rules or Indian Ordnance Factory workers Provident Fund.

FESTIVAL ADVANCE

199. An advance of pay of Rs. 600 or one month’s basic pay whichever is less, may be granted to non-gazetted personnel on the eve of important festivals on the terms and conditions laid down in Annexure 16.

200. The advance may be sanctioned by the Task Force Commanders in the case of units under the Task Force and by the head of the Unit/ Formation in other cases .

201.-210 BLANK

59

SECTION 7

LEAVE

AUTHORITIES COMPETENT TO SANCTION LEAVE

211. The following authorities are competent to sanction leave to the personnel indicated against them:-

i) Director General of Border Roads

All personnel

ii) Chief Engineers

All gazetted personnel serving under them

iii)

Commanders Task Forces, Commander GREF Centre Commanding Base Workshop OsC Stores Divisions and Liaison officers

iv) Officer commanding Upto 30 days at a time to all gazetted personnel serving under them. Leave for period in excess of the above limit will be sanctioned by the Commander task Force

212. The powers of the DGBR to sanction leave to non-gazetted personnel may be delegated by him to the Chief Engineers and other subordinate Officers.

213. Before the leave is sanctioned, the admissibility of leave will be verified by the leave sanctioning authority.

KINDS OF LEAVE AND CONDITIONS FOR GRANT THEREOF

214. The members of the Force shall be governed by the Central Civil Services, ( Leave) Rules, 1972 as amended from time to time. Leave will commence from the date on which rail accommodation becomes available at the nearest rail head form the place of duty and will terminate the date on which he reports for duty t the railhead.

CASUAL LEAVE

215. Casual leave may be granted at the discretion of Officers Commanding Units and shall be limited to 8 days in a year.

216-266 Blank

60

SECTION 8

RELEASE / DISCHARGE / TAKEN PRISONERS OF WAR

TERMINATION OF SERVICE

267. After the probationary period of 2 years the appointment of Officers, Supervisory and other personnel may be terminated at any time either by giving a month’s notice by appointing authority without assigning any reason or by reverting the individual to his parent department in case he is holding a lien. The appointing authority also reserves the right of terminating his services forthwith or before expiry of the stipulated period of the notice by making payment to him of a sum equivalent to the pay and allowances for the period of notice or unexpired period thereof. The appointing authority reserves the right of termination of his services without notice or pay in lieu of notice, if he is declared medically unfit by the Medical authority for service in the General Reserve Engineer Force. During the initial period of service of 3 years, no member of the GREF shall have option to resign from the service under the GREF except with the prior permission of the appointing authority. Officers appointed on an ad-hoc basis for a period of one year will have no option to resign during this period. The period of probation in their case will, however, be six months.

268-269 Blank

MERITORIOUS SERVICE GRATUITY

270-271 Blank

PRISONERS OF WAR

272-280 BLANK

61

SECTION 9

TRAVEL RULES

281. The following authorities are competent to order moves to extent indicated against each:-

Authority Extent to which moves may be sanctioned:

(i) DGBR : All moves including his own in India including Sikkim and Bhutan

(ii) CEs ( Project) Moves of personnel within the area of their jurisdiction as defined by Government from time to time.

282. The authorities to order moves may also order moves of personnel on duty by air, and by road between places connected by rail provided the moves are in the public interest and are imperative for he expeditious execution of the projects.

283. The powers of the ‘competent authority’ are personal and cannot be exercised by staff officers for or on behalf of the competent authority specifically named. During the absence of the permanent incumbent on privileges or other leave, his powers may be exercised by the officiating or action incumbent as the case may be. During this absence on tour, an officer subordinate to him may be permitted by him to sign letters on his behalf. An Audit Officer will accept the subordinate officers signature as implying that the orders have been approved by the superior officer provided that the signing officers signs for ……………………….absent on tour.

284. The competent authority is, however, permit a selected staff offices to sign orders authorizing moves on his behalf and in such cases the name of the officer selected should be communicated to the audit officer concerned. The audit officer will accept the signature as implying that the orders have been approved by the superior officer.

285. The competent authority is, however, personally and unreservedly responsible for any orders purporting to be issued in exercise of the powers delegated to him.

CONTROLLING OFFICER

286. The head of the office or O.C. of the unit in which the individual is serving shall be the controlling officer in respect of all movers

62

authorized by the competent authority. In respect of the head of the office or the O.C. of the unit, the next higher authority shall be the conducting officer.

287. In cases where a move has been authorized by the authority empowered to sanction it and the certified copies of the movement order attached, the claims for traveling allowance of the individual shall be countersigned by the controlling officer.

288. It is the duty of the controlling officer, before signing on countersigning a traveling allowance bill:-

(a) to scrutinize the necessity, frequency and duration of journeys and halts for which the traveling allowance is claimed and to disallow the whole or any part of the traveling allowance claimed for any journey or halt if he considers that a journey was unnecessary or unduly practiced or that a halt was of excessive duration and to reduce the rate of daily allowance, when satisfied that the particular circumstances do not justify the grant of full rate claimed;

i) to scrutinize carefully the distances entered in traveling allowance bills;

ii) to satisfy himself that mileage allowance for journey by rail has been claimed at the rate applicable to the class of accommodation actually used;

iii) to satisfy himself that the individual of third or fourth grades, traveling on temporary duty, are allowed to travel by Mail/express train only when the interests of the public service demand it and it endorse a certificate on the claim;

iv) to decide what scale of traveling allowance will be drawn for the particular journey and to demand a certificate in the following form, before passing a traveling allowance bill for road mileage at the higher rate in respect of journeys other than permanent duty:-

“ I certify that I did not perform the road journey for which mileage allowance has been claimed at the higher rates prescribed by taking a single seat in any public conveyance which plies regularly for hire between fixed points and charges fixed rate. I also certify that the

journey was not performed in any other vehicle without payment of hire charges or incurring its running expenses”

63

v) to satisfy himself that in cases where an individual travels by taking more than one seat in a public conveyance and claims higher rate of road mileage allowance; the drawl of such higher rate is not allowed unless compelling circumstances exist e.g. if the individual has valuable records which he must keep with him et;

vi) to check any tendency to abuse the option of exchanging daily allowance for mileage allowance;

289. The controlling officer would be held personally responsible for any over payment caused as a result of his failure to exercise necessary check expected to him.

CLASSIFICATION OF JOURNEYS

290. All moves for which conveyance at the public expenses is authorized under these paras shall be classified as :-

(a)permanent, or(b)temporary

accordingly as the exception of the authority ordering the move is thatch the individual transferred shall do duty in the station to which his transfer is ordered for a period exceeding or not exceeding three months.

291. A transfer classified as ‘temporary’ shall be reclassified as ‘permanent’, if and when the period of duty in the said station does exceed three months. The classification of transfer as ‘permanent’ shall not be revised after the move of the individual has commenced from the station where he was officially located when he received the order transferring him.

GRADES OF INDIVIDUALS

292. For the purposes of traveling allowance individuals are divided into the following grades:-

(a) 1st grade includes individuals in receipt of pay of Rs. 16400 and above

(b) 2nd grade includes individuals in receipt of pay of Rs. 8000 and above but not exceeding Rs. 16400.

64

(c) 3rd grade includes individuals in receipt of pay Rs. 6500 and above nut less than Rs. 8000

(d) 4th grade includes individuals in receipt of pay below of Rs. 4100 and above but less than Rs. 6500

(e) 5th grade includes individuals in respect of pay below Rs. 4100 and All group D employees

293. The above gradation is applicable to personnel who are on revised Scales of Pay, 1997.

294. In the case of individuals having no substantive appointment and officiating in another post and in the case of individuals with a substantive appointment but officiating in another post, the officiating appointment shall be taken into account in determining the grade.

295. An individual in transit from one post to another ranks in the grade to which lower of the tow posts would entitle him.

296. The travelling allowance of an individual, who is promoted/ granted increased rate of pay ( including annual increment)/ reverted, with retrospective effect, should not be revised in respect of periods intervening between the date of promotion/grant of increase in the rate of pay ( including annual increment)/ reversion and that on which it is notified, except when the notification implies a change of duty. In the case of traveling allowance claims, audited before the notification, the audit authorities should be guided by the notification finalized at the time. But in the case of traveling allowance claims not presented or audited before the promotion/ grant in increase of rate of pay (including annual increment)/ reversion is notified audit authorities will recognize the retrospective effect of the notification.

297. The family of such an individual will be entitled to accommodation in the grade allowed to the individual himself, irrespective of whether the family precedes or follows him within the prescribed period.

298. The grade of an individual who is detailed for duty while on leave shall be determined with reference to pay and grade of the post which he would have held had he not proceeded on leave.

299. The following basis will be adopted for determining the grade of a re-employed pensioner:-

i) Where the pension is allowed to be drawn in addition to pay of the post. Such pension should be the amount originally

65

sanctioned before commutation and will include pensionary equivalent of death-cum retirement gratuity.

ii) As an exception to (i) above, the grade of re-employed pensioner whose pay on re-employment if fixed after ignoring pension to the extent laid down in para 60, will be determined on the basis of pay alone.

iii) In the case of individuals who had retired with Contributory Provident Fund Benefit, the grade will be determined with reference to this re-employed pay plus the pension equivalent of Government’s contribution together with interest thereon, subject to the maximum of the pay of the post.

66

MODE OF CONVEYANCE

300. Conveyance as under shall be provided to the personnel on first joining the Force:-

(A) OFFICERS

i) Directly recruited officers single second class railway fare by the shortest route from their place of residence to the place of where they are required to report for duty

ii) On deputation from State Governments and other departments of Central Government Traveling allowance according to the rules of their departments

iii) Officers on deputation from Defence Services

(a) by warrant for journeys in respect of which civilians of Defence Services are required to travel on warrant

(b)by cash TA in all other cases

(B) Non- Gazetted Personnel

(i)Directly recruited by warrant from the place of recruitment to the place of duty

(ii) On deputations from State Governments and other departments of Central Government by traveling allowances according to the rules of their parent departments

(iii)On deputation from Defence Services

(a)by warrant for journeys for journeys in respect of which civilians of Defence Services are required to travel on warrant.

(b)By cash TA in all other cases

301. Conveyance as under shall be provided to the personnel of the Force in respect of all moves while in the Force

(A) All officers of the force

67

(i) by warrant for journeys in respect of which civilians of Defence Service are required to travel on warrant

(ii) by cash TA in all other cases

(B) all Non-Gazetted Personnel

by warrant in all cases 302. Individuals who are required to travel on warrant under this paragraphs 300 and 301 will be entitled to daily allowance for the journey period under para 392.

303. Re-employed pensioners shall be regarded a personnel ‘ directly recruited in respect of all the rules in this Chapter.

304. When a warrant is not used by an individual on a journey required to be performed on warrant by rail a refund of the value of warrant at public tariff rate may be allowed by the Controlling Officers, provided the individual incurred the expenditure to the State involved. Dearness allowance for the period of the journey limited to the amount which would have been admissible had the journey been performed by rail may also be allowed by the Controlling Officer.

LIEN ON CONVEYANCE

305. Individuals entitled to free conveyance on termination of service may retain a lien on such conveyance for three months which may be extended in special cases of sex months under the sanction of the competent authority .

(a) A family entitled to conveyance within Indian limits may preceded or follow the head of the family, provided that the journey is undertaken within six months of the date on which the head of the family moved. Such a family will be regarded as accompanying

Note:- The family of an individual who is transferred form station A to station B and is again transferred to station C is entitled to conveyance from Station A to station C by the direct route when the move between these station takes place within the time limit of six moths from the date of commencement of the journey from station A by the individual himself. The same principle applies if an individual is transferred to more than two stations within the time limit of six month.

68

(b) For the purpose of this rule, the grade of the head of the family should be determined with reference to the facts on the date of his transfer, while the number of fares admissible should determined with reference to the facts on the date of the journey in respect of which free conveyance is claimed.

(c) Claims for conveyance for the family which moves in advance of the family which moves in advance of the head of the family will not be admitted until the head of the family actually moves.

(d) In the case of individuals serving at stations where families are permitted to reside but cannot accompany or join the head of the family for want of accommodation at those stations, the time limit of six months will be calculated from the date of accommodation becomes available at those stations.

(e) The time limit of six moths mentioned in sub para (a) and the provisions thereto are also applicable to the conveyance of personal effect and conveyance, subject to the condition that the cost of conveyance of personal effects from the first to the last station will be regulated as follows:-

(i) the total weight carried form station B to station C and from station A to station C should not exceed the maximum prescribed.

(ii) The total cost of transporting the effects from Station A to station B, from station A to station C should not exceed the amount admissible from station A to station B plus that admissible from station B to station C

(c) An individual who sends his family in advance will do so at his own risk and, should the orders for the move of the head of the family be changed or cancelled subsequently compensation or conveyance in respect of the return journey of the family is not admissible.

(d)An individual under orders of transfers to another station who sends his authorized baggage or a portion thereof in advance of his move does so at his own risk, and is not ordinarily entitled to any compensation in the event of his move being changed or cancelled. A competent authority, however, may, if satisfied that the individual did not dispatch his baggage unduly in advance of his own move as originally ordered, sanction a refund of the actual cost of conveyance goods train rate of the quantity of baggage

69

within the authorized scale, which the change or cancellation of the move has involved.

(e) In special cases, competent authority may sanction and extension of the time limit mentioned in sub-clause (a) and (e) above upto a maximum of one year provided he is satisfied that the circumstances of the case are such as to justify the grant of this.

306-315 Blank

SECTION 10

DIFFERENT KINDS OF TRAVELING ALLOWANCESMILEAGE ALLOWANCE

GENERAL 316. A mileage allowance is an allowance calculated on the distance traveled which is given to meet the cost of a particular journey.

317. The expressions ‘ road mileage’, ‘ mileage allowance’ etc used will have the meaning as referred to distance in Kilometers.

318. Mileage allowance is differently calculated, according to whether the journey is or could be, made by railway or by road.

319. For the purposes of calculating mileage allowance, a journey between two places is held to have been performed by the shortest of two or more practicable routs or by the cheapest of such routs as may be equally short.

320. The shortest route is that by which the traveler can most speedily reach his destination by the ordinary mode of traveling adopted by the general public.

321. In case of doubt competent authority may deicide which will be regarded as the shortest of two or more routs.

322. If an individual travels by a route which is not the shortest but is cheaper than the shortest, his mileage allowance will be calculated on the route actually used.

323. A competent authority may, for special reasons which should be recorded, permit mileage allowance to be calculated on route other

70

than the shortest or cheapest provided that the journey is actually performed by such route.

324. For purposes of calculating mileage allowance admissible, a journey on transfer is held to begin or end at the actual residence of the individual. Any other journey is held to begin and or end in any station at the ‘duty point’ in that station.

325. For the purposes of this rule, ‘duty point’ at head-quarters means the place or office where and individual remains on duty, that is, place or office of employment at Headquarters. As for out-stations, the duty point shall be taken to be the place, or office visited by the individual on duty.

326. An individual is required to travel by the class for accommodation for which traveling allowance is admissible to him. The provisions of all rules regarding mileage allowance are subject to the condition that if an individual travels in a lower class of accommodation, he shall be entitled to the fare of the class of accommodation actually used plus allowance for incidental expenses he is entitled to.

327. The individual of the 3rd and 4th grade will be entitled to the fare by the train Mail / Express or Passenger by which they were required by the controlling officer to travel, provided they actually traveled by the aforesaid train.

JOURNEYS BY ROAD

328. For journeys by road, mileage allowance is admissible at the following rates to individuals of grade specified as under vide Para 2D of Annexure to Ministry of Finance, Department of Expenditure OM NO. 10/2/98-IC & No. 19030/2/97-E IV dated 17 April, 1998.

S.No.

Pay Range Entitlement

1. Rs. 18,400 and above

Actual fare by any type of public bus, including air-conditioned bus,

OrAt prescribed rates for AC taxi when the journey is actually performed by AC Taxi;

OrAt prescribed rates for auto rickshaw for journey by auto rickshaw, own scoter/ motor cycle, moped etc.

(ii) Rs. 8000 and Same as at (i) above with the

71

above nut less than Rs. 18400

exception that journeys by AC taxi will not be permissible

(iii) Rs. 6500 and above but less than Rs. 8000

Same as at (ii) above with the exception that journeys by air-conditioned bus will not be permissible.

(iv) Rs. 4100 and above nut less than Rs. 6300.

Actual fare by any type of public bus other than air conditioned bus;

OrAt prescribed rates for auto rickshaw, own scooter motor cycle/ moped etc.

(v) Below Rs. 4100 Actual fare by ordinary public bus only; At prescribed rates for auto rickshaw/ own scooter. Motor cycle/ moped etc.

In modification of G of I Department of Posts letter no. 16-15/9 PAP dated 5th March, 1993-, mileage allowance for road journeys shall be regulated at the following rates in the places where no specific rates have been prescribed either by the Director of Transport of the concerned States or of the neighboring states:-

(i) For journeys performed in own Car/ taxi - Rs. 8 per km

(ii) For journeys performed by auto rickshaw, - Rs. 4 per km

own scooter 329. Blank

JOURNEYS BY RAIL

330. For the purposes of calculating mileage allowance and for journeys on warrant, individuals when traveling by rail are entitled to the class of accommodation according to the following scales:-

S. No.

Pay Range Entitlement

a Rs. 16400 and above AC First classb Rs. 8000 and above but

less than Rs. 16400II AC tier sleeper

c Rs. 6500 and above but less than Rs. 8000

First class/II AC III Tier sleeper/ AC Chari Car *

d Rs. 4100 and above nut less than Rs. 6500

First class/II AC III tier sleeper II/ AC chair car*

e Below Rs. 4100 Second sleeper

72

* All Government servants who are entitled to travel on tour/ transfer by First class/ II AC II Tier sleeper / AC Chair Car may, their discretion, travel by II AC 2 tier sleeper where any of the trains connecting the originating and destination station concerned by the direct shortest route do not provide these classes of accommodation.

331. Individuals in receipt of pay of Rs. 1600 per month and above may travel by air conditioned accommodation subject to a recovery of 1 paisa per kilometer being made from their traveling allowance bills. This facility to travel to by air – conditioned accommodation will be restricted to journeys on temporary duty, including various types of journeys for which conveyance is admissible as for a journey on a temporary duty. In respect of other journeys, they will not be entitled to air conditioned accommodation.

332. If and individual of the third grade travels by train which does not provide the class of accommodation to which he is entitled, he may be allowed to draw a single railway fare of he next higher claws plus the allowance for incidental charges to which his grade entitles him, provided that the journey is actually performed by the higher class and that the Controlling Officer certifies that it was necessary in the public interest that the individual of the 3rd Grade whose pay is less that Rs. 100 and who travels on a line which provides second class accommodation on one or more of the trains but on the particular train on which he travels, if there is a third class accommodation on the train. Such an individual is restricted to mileage allowance calculated for second class accommodation.

333. When through booking involves payment for part of a journey, of rates for accommodation for a class higher than to which the individual is entitled, he may draw a single railway fare for the whole journey at the rate at which he is actually required to pay for the through booking plus the usual allowances for incidental expenses.

334. Families are entitled to the same class of accommodation as the head of the family.

JOURNEY BY AIR

335. Travel by air means journeys performed in the machine of public air transport companies regularly plying for hire.

336. Travel by air is permissible, on temporary or permanent duty, in the case of and officer in receipt of actual pay of Rs. 16,400/- p.m. and

73

above at his discretion; provided that officers drawing pay between Rs. 12,300/- and Rs. 16,400/- may also be permitted to travel by air at their discretion if the distance involved is more than 500km and the journey can not be performed over nitht by direct train service/ direct slip coach service. 337. An individual of the first grade authorized to travel by air or temporary duty is entitled to mileage allowance equal to one standard fare for he journey plus and allowance for incidental expenses at one-fifth of the standard fare limited to a maximum of Rs. 30 for each journey. The standard air fare should be taken to mean that actual single journey fare payable for the service in which duty is performed. 338. An individual of grade lower than the first, authorized to travel by air on temporary duty, is entitled to one standard air fare for the journey, plus the allowance for incidental expenses in respect of journey by air and half the mileage by road in the cases of journey between stations connected by road to which he would have been entitled had he traveled by the surface route, or one fifth of the standard fare ( limited to a maximum Rs. 30), whichever is less.

339. If at either end of the journey by air an individual has to perform a connected journey by rail or road, he may draw the mileage allowance admissible for such journeys subject to the conditions laid down in para 391.

340. No mileage allowance may be drawn in respect of the surface transport which forms part of the air journey and is included in the fare paid for the air journey.

341. An individual who is normally required to perform a journey by rail on warrant, if authorized to travel by air, will receive a single standard fare by air plus the allowance to which he would have been entitled had he traveled by rail on warrant. These allowances will, however, be granted on the basis of the actual duration of a journey by air. The extra one fifth fare will not be admissible in addition.

342. An individual who is not authorized to travel by air but who performs a journey by air on temporary duty will draw only the mileage allowance to which he would have been entitled had he traveled by rail or road, or he mileage allowance as admissible for a journey authorized to be performed by air, whichever is less. If available return tickets a reduced rates should always be purchased when an individual expects to perform the return journey by air within the period during which return tickets are available. The mileage allowance for the forward and return journeys when such return tickets are available will, however, be the actual cost of the return

74

tickets plus 2/5th of the standard air fare for a single journey between the two places.

343. Blank

344. The traveling allowance of an individual granted fee conveyance by air in a Government machine or a machine chartered by Government when traveling on temporary duty, shall be regulated as follows:-

(a) when the duty involves the officer’s absence from his permanent station for one or more nights:-

(i) Daily allowance shall be admissible at the rates laid down in para 392. the dearness allowance admissible may not be exchanged for mileage allowance unless part of the journey is performed by other means of locomotion, in which case the officer may at his option draw in lieu of dearness allowance the mileage allowance admissible for that part.

(b) Where the officer returns to his headquarters the same day:-

Dearness allowance will be admissible in accordance with the provisions of para 386.

345. MILEAGE ALLOWANCE FOR TRAVEL BY SEA

The entitlement for journeys by sea or by River steamer revised on the basis of the revised pay ranges as under:-

Pay range Entitlement of class by SEA or River Steamer

1. Officers drawing Rs. 8000 & above

Highest class

2. Officers drawing Rs. 6500 & above but less than Rs. 6500

If there be two classes only on the steamer, the lower class

3. Rs. 4100 and above nut less than Rs. 6500

If there be three classes the middle of the second classIf there be foru classes, the third class

4. less than Rs. 4100 The lowest class

Accommodation entitlement for travel between the main land and the Andaman & Nicobar Group of Island and the Lakshdewwp

75

group of Islands by ships operated by the shipping Corporation of India Limited will be as follows :-

Pay Range Other than MV AkbarOfficers drawing Rs. 8000 and above Deluxe cabinOfficers drawing pay of Rs. 6500/- and above but less than Rs. 8000/-

First class ‘ A Cabin class

Rs. 4100 and above but less than Rs. 6500

Second ‘B’ Cabin Class

Less than Rs. 4100 Bunk Classes

These orders take effect from 01 November, 98

346 Blank

347. ENTITLEMENT FOR RAJADHANI EXPRESS

The pay ranges for travel by Rajdhani Express Trains on duty transfer are as under :-

Pay range Entitlement Officers drawing Rs. 16400 and above AC first classRs. 8000 and above nut less than Rs. 16400

II AC 2 Tier sleeper

All others drawing pay below Rs. 8000 chair car *

* Travel by AC III Tier sleeper will be permissible in trains in which AC Chari car accomodaiton is not provided.

Travel by Shaatabdi Express Train:-

Pay range Entitlement Officers drawing Rs. 16400 and above Executive classRs. 8000 and above nut less than Rs. 16400

Chair Car

DEARNESS ALLOWANCE DEFINITION

355. A dearness allowance is a uniform allowance for each day of absence from headquarters or permanent duty station which is intended to cover the ordinary daily charges incurred by an individual in consequence of such absence.

76

RATES OF DEARNESS ALLOWANCE

356. The rates of dearness allowance area as shown below:-

( a) When the Government servant stays in the Govt./ Public sector guest hosue or makes own arrangements

Pay range Localities other than

those mentioned in col 3 & 4

& 5

B-I class cities as

expensive localities

A class cities and

specially expensiv

e localitie

s

AI Class cities

Rs. 16400 and above

Rs. 135/- Rs. 170/- Rs. 210/- Rs. 260/-

Rs. 8000 and above but less than Rs. 16400

Rs. 120/- Rs. 150/- Rs. 185/- Rs. 230/-

Rs. 6500 and above but less than Rs. 8000

Rs. 105/- Rs. 130/- Rs. 160/- Rs. 200/-

Rs. 4100 and above nut less than Rs. 6500

Rs. 90/- Rs. 110/- Rs. 135/- Rs. 170/-

Below Rs. 4100 Rs. 55/- Rs. 70/- Rs. 85/- Rs. 105/-

b. When the Government Servant stays in a hotel or other establishment providing board and / or lodging at scheduled tariff .

Pay range Localities other than

those mentioned in col 3 & 4

& 5

B-I class cities as

expensive localities

*

A class cities and specially expensive localities

**

AI Class cities

Rs. 16400 and above

Rs. 335/- Rs. 425/- Rs. 525/- Rs. 650/-

Rs. 8000 and above but less than Rs. 16400

Rs. 225/- Rs. 330/- Rs. 405/- Rs. 505/-

77

Rs. 6500 and above but less than Rs. 8000

Rs. 200/- Rs. 250/- Rs. 305/- Rs. 380/-

Rs. 4100 and above nut less than Rs. 6500

Rs. 130/- Rs. 160/- Rs. 105/- Rs. 245/-

Below Rs. 4100 Rs. 65/- Rs. 85/- Rs. 100/- Rs. 125/-

* As specified by Government from time to time**357. The all inclusive rates of dearness allowance payable during journeys on T. Duty in SIKKIM and BHUTAN will be at the rates prevailing on the Defence side as amended from time to time. ( This will take effect from the date of issue and past cases dealt with otherwise, need not be re-opened).

ADMISSIBILITY OF DEARNESS ALLOWANCE

358. Dearness allowance may be drawn only during absence from headquarters or permanent duty station. A period of absence from headquarters or permanent duty station. A period of absence from headquarters or permanent duty station begins when the individual actually leaves it and ends when he actually returns to it, whether he halts there or not.

359. Dearness allowance is admissible at the rate prevailing at the out-station at which the succeeding night is spent. When the succeeding night is spent at headquarters station for which a special rate has been fixed, daily allowance at the lower or lowest rate admissible for the locality or localities visited will be allowed.

360. An individual with headquarters at an ordinary locality, who performs journeys on temporary duty by rail and road to and expensive locality and returns to headquarters the same day and doses not claim rail and road mileage, will draw the ordinary rates of dearness allowance.

361. Dearness allowance is admissible to an individual when he performs temporary duty at the station of his residence when such station of temporary duty happens to be more than 8 kilometers away from the duty point of his headquarters station that is, where his office or place of work is located and other conditions regarding its grant are fulfilled.

362. Dearness allowance may not be drawn for any day on which an individual does not reach a point outside a radius of 8 Kilometers from the duty point at his headquarters or returns to it from a similar point.

78

363. Dearness allowance may be drawn during a halt on temporary duty or on a holiday occurring during such duty.

364. Dearness allowance may not be drawn fro a continuous halt of more than 10 days at any one place; the Chief Engineers may grant general or individual exemption exceeding 10 days but only upto 30 days from the operation this rule on such conditions as he thinks fit, if he is satisfied with:-

(a) the prolonged halts are necessary in the interest of public service, and

(b)that such halts continue, after the first 10 days, to entail extra expense upon the halting individual

365. The ten days halt rule will also apply to cases when an individual remain at an out-station and flies over the surrounding country returning to the same out-station each night.

366. In cases where the Chief Engineers grants the expenditure referred to in the preceding para, the dearness allowance will be suitable reduced by him after the first ten days, the principle underlying the reduction being that the expenditure incurred by an individual in respect of halt at an out-station ordinarily decreases in proportion to the length of his pay at that station.

367. In the continuous held on temporary duty exceed ten days, the scale of dearness allowance will ordinarily be as follows:-

(a) for the first 10 days Full rate(b) For the next 20 days ¾ of full rate(c) thereafter ½ of full rate

368. Where circumstances exist in which the halt of the Government servant at the out-station is of uncertain duration which makes it impossible for him to arrange for more permanent and cheaper accommodation, the competent authority may vary the rates, subject to the maximum admissible under the normal rules. The reasons for such relaxation should be intimated to the Accounts Officer.

369. After a continuous halt of 10 days during, the halting place will be regarded as constituting temporarily the ‘ individuals’ permanent station.

370. A halt is continuous unless terminated by absence on duty at a distance from the halting place exceeding 8 kilometers for a period

79

not less than three nights; but when an individual returns to headquarters or permanent station, the temporary duty is held to be completed even though the return be for less than three nights.

371. In calculating the during of a halt, any day on which the individual travels or halts at distance from the halting place exceeding 8 Kilometers shall be excluded. On such a day the individual may draw dearness allowance or exchange it for mileage allowance if admissible.

372. Dearness allowance is not admissible during casual leave taken by an individual for any day while on tour. It is also not admissible for any day, whether Sunday or holiday, unless the officer is actually and not merely constructively present in camp.

373. On dearness allowance only is admissible in respect of halt on any day on which an individual is entitled to such allowances under one or more provisions of these paras.374. An individual transferred temporarily to another station under orders of the authority empowered to order the move for a period of less than 3 months in circumstances not

375. These provisions will apply mutatis mutandis to a case of temporary transfer subsequently made permanent.

CONDITIONS FOR THE GRANT OF DEARNESS ALLOWANCE

376. GREF Officers and personnel will be entitled to grant of Dearness allowance for journey of halt on duty including holidays occurring during such duty. The Dearness allowance will not be admissible when ration or ration money is drawn.

376-A “ The admissibility of Daily Allowance will be subject to the fulfillment of the following conditions:-

(a) Daily allowance is not admissible to officers / personnel when moves are within their Task Forces sector except as under:-

(f) When free rations can not be provided due to administrative reasons to be certified by Chief Engineer.

(ii) If move takes place by rail within Task Force Sector and it is economical to the Stae, TA/DA may be allowed to the officers and personnel under normal rules.

(ii) under unavoidable circumstances like flood/ land slides etc if move is carried out by air, TA /DA as per

80

normal rules may be permitted by Chief Engineer Project as per rules.

(iii)(b) TA /DA is admissible only if move is sanctioned by Chief

Engineer Project.(c) The conditions for entitlement of Daily Allowance will be

subject to provisions of Rule 114 of Travel Regulation 1976.

(d) Officers/ Personnel detailed for recee will draw recee allowance

377. No cognizance will be taken of the fact that an officer availed himself of messing facilities in a regimental or station mess for the purpose of calculating his dearness allowance.

378. When Government accommodation is provided at an outstation to an individual eligible for dearness allowance , rent should be recovered from him at the rates prescribed for such accommodation and no reduction will be made in dearness allowance on this account.

379. When an individual is provided accommodation in concessional areas rent will be recovered as under :-

(a) For tentage accommodation - Rs. 050 p. per day per officer

(b) other type of accommodation (i) when shared with other officers - Rs. 0.75 per day per

officer (ii) when not shared - Rs. 1.50 per day per

officer

380. When an individual is provided with Government transport free of charge at an outstation, a reduction of 25 per cent will be made in his dearness allowance. The provisions of this para will cease to be operative w.e.f. 31.12.73. Past cases already settled should not be re-opened.

METHOD OF CALCULATING DEARNESS ALLOWANCE

381. The following is the method of calculating of dearness allowance for halts on temporary duty at outstations and for journey specified hereunder.

382. Dearness allowance for halts on temporary duty at an outstation (including an enforced halt at any station due to lack of onward rail,

81

road or air accommodations during a journey required to be performed on warrant) will be calculated on the basis of the period of halt. The period of halt will begin from the time the forward journey ends at the outstation and will end at the time the return or further journey commence.383. No dearness allowance will be admissible for periods of halts not exceeding six hours. For halts exceeding six hours but not twelve hours, half dearness allowance will be admissible. For halts of longer duration, full dearness allowance will be admissible for every twenty-four hours. For fractions of 24 hours at the end of the halt, dearness allowance will be admissible as follows:-

Upto six hours NilExceeding six hours but not exceeding twelve hours Half dearness allowance Exceeding twelve hours full daily allowance

384. When an individual performs a journey

(i) by rail or warrant(ii) by road by service transport, whether or not the places are

connected by rail (iii) by service aircraft

and does not return to his headquarters the same day, his title to daily allowance will begin from the time the journey begins and ends when the journey ends. Forward and return journey swill be treated separately but a halt during the period of transit for which the individual does not earn dearness allowance under para 383 will not constitute a break in the onward or the return journey, as the case may be. Dearness allowance will be calculated as in the para 383 but at the fixed rates laid down in para 392 and except in the case of roads journeys between places not connected by rail for which dearness allowance will be allowed at the rates laid down in para 356.

385. When a individual performs a journey:-

(i) by rail or warrant(ii) by road by service transport, whether or not the places are

connected by rail (iii) by service aircraft

and returns to his headquarters the same day, his title to dearness allowance will begin from the time the journey begins and will end at

82

the time the individual returns to his headquarters station the same day.

Dearness allowance for the total period of absence from headquarters will be calculated at the rates laid down in para 392 and in accordance with the formula contained in para 383.

386. When an id is provided with free conveyance for part of the journey only (i.e. either for going from or for return to, headquarters) and he returns to his headquarters on the same day, the dearness allowance if admissible under the rules will be calculated as follows:-

(i) if the absence from headquarters does not exceed twelve hours

- Half daily allowance

(ii) If the absence from headquarters exceeds twelve hours - full daily allowance

He may, at his option, draw, in lieu of the aforesaid dearness allowance , the mileage allowance admissible for the part of the journey for which free conveyance is not provided, if the distance traveled exceeds 32 kilometers.

387. In calculating dearness allowance for individual traveling on warrant, dearness allowance for the journey and dearness allowance for the halt will be calculated separately.

388. The above method of calculation will not apply to dearness allowance for road journeys not exceeding 32 Kilometers which are performed by other than Government transport or on warrant.

EXCHANGE OF DEARNESS ALLOWANCE FOR MILEAGE ALLOWANCE

389. The competent authority may, by general or special orders and on such conditions he thinks fit to impose permit any individual or class of individual to draw mileage allowance instead of dearness allowance for the whole period of absence from his permanent station if he considered that the nature of the individual’s duty is such that dearness allowance is not sufficient to cover his traveling expenses.

390. Subject to any conditions which a competent authority may, by general or special orders impost, an individual may exchange hid dearness allowance for mileage allowance for any day on which

(a)he travels by rail or,

83

(b)he travels more than thirty two kilometers by road provided that if a continuous journey extends over more than one day, the exchange must be made for all such days not for a part of them only

391. When a journey by road is combined with the journey of rail or air mileage allowance may be drawn on account of such journey by road by such mileage allowance is limited to the amount of dearness allowance unless the journey by road exceeds 32 kilometers.

DAILY ALLOWANCE WHEN TRAVELING ON WARRANT

392. Individuals who normally receive traveling allowance will, when required under rule to travel on warrant by rail (except for journeys in concessional areas where free rations are drawn), draw dearness allowance in accordance with the provisions of para 387 at the rates laid down for ordinary places in para 356, individuals of the fourth grade, when required to travel on warrant, may draw dearness allowance of the grade for each day of absence on duty from the permanent station. This will have effect from 27.04.71.

DAILY ALLOWANCE WHEN TRAVELING BY AIR IN A GOVERNMENT MACHINE 393. An individual who travels by air in a Government machine or in machine chartered by Government will draw dearness allowance as per para 385.

394. For halts on duty during such journeys the grant of dearness allowance will be governed by ordinary rules

DAILY ALLOWANCE FOR ATTENDING INVESTITURE

395. Dearness allowance admissible under normal rules to personnel order to attend an investiture for the purposes or receiving a decoration is limited to an amount not exceeding the maximum for 3 days.

DAILY ALLOWANCE TO OFFICERS ATTENDING AT GREF CENTRE

396. Officers attending courses at GREF centre will be entitled to Dearness allowance in accordance with TA/DA rules applicable to them on their foregoing the existing facilities of free accommodation and free rations the cost of accommodation and rations, if approved, will be recovered from them.

84

397-400 BLANK

85

SECTION 11

TRAVELING ALLOWANCE ADMISSIBLE FOR DIFFERENT CLASSES OF JOURNEYS

GENERAL

401. An individual to whom traveling allowance is admissible is entitled to draw traveling allowance as under for journeys on duty

JOURNEYS ON TEMPORARY DUTY

402. (a) ROAD :- Dearness allowance for his grade at the rates in para 356 which can be exchanged for mileage allowance. If mileage allowance is drawn, one mileage allowance at the rates given in para 328 is admissible.

(b)BY RAILWAY:- The actual fare by rail not exceeding the fare of the entitled class. In addition, an allowance for incidental expenses will be admissible as under:-

Grade of individual

Rate

I 35 p. per every 10 Kilometers or part thereof if it exceeds 5 kilometers

II 24 p. per every 10 Kilometers or part thereof if it exceeds 5 kilometers

III 13 p. per every 10 Kilometers or part thereof if it is exceeds 5 Kilometers

IV ½ third class fare by passenger train

(c) By air : see para 335 to 344(d)Halts at outstation :- dearness allowance is admissible under

para 355 etc.

403. Non-gazetted personnel who travel on warrant and who are detailed on temporary duty at Calcutta may be paid actual expenses on account of bus fare and other conveyance limited to Re. 1 per day per individual, on the production of a certificate from LO Calcutta, that no Government transport was provided.

404. Actual expenditure incurred as lodging charges, on the basis of single accommodation per individual for stay in Public Works

86

Department Dak/ Inspection Bungalows, shall be admissible to the Commander Engineer Banihal and his staff while on temporary duty. Accommodation in such Bungalows shall be taken only when no other facilities are available.

JOURNEYS ON PERMANENT DUTY

405. (a) By Road -(i) One mileage allowance at the rates to which his grade

entitles him.

(ii) One additional mileage allowance if two members of his family accompany him and a second, if more than two members accompany him.

(b) By railway:- The actual fare by rail not exceeding the fare of the entitled class

One extra fare for each adult member of his family for whom a full fare is actually paid and one-half fare for each child for whom such a fare is actually paid.

In addition, an allowance for incidental expenses will be admissible as under:-

(a) An amount equal to half month’s pay of the individual, subject to a maximum of Rs. 150, and two times the rates laid down in para 402.

(b) In respect of journeys by rail

For an individual who is normally required to perform a journey on warrant on permanent duty either by rail and /or road if authorized to travel by air, will receive a single standard fare by air plus the allowances to which he would have been entitled had he traveled by rail and/or road on warrant. These allowances will, however, be granted on the basis of actual duration of journey by air.

(c)By air :-

(1)Between places connected by rail-(g)if an individual is authorized to travel by air, the air fares

actually paid for himself and the members of his family.

Or

87

If he is not so authorized, the air fares actually paid for himself and the members of his family or the railway fares which would have been paid had he traveled by the appropriate class of accommodation by rail whichever is less; and

(ii) the incidental fares / expenses which would have been admissible to him had he performed the journey by rail.

Traveling allowance to employees for move of families on transfer from one place where they are precluded from living with family to another such place.

405-A. The employees will be entitled to traveling allowance in accordance with rules applicable to them for journeys undertaken by their families from one selected place of residence to another selected place of residence consequent on the permanent transfer of the employee from one place where they are precluded from living with family to another such place.

406. No traveling allowance is admissible to the individual or his family if no change of station is involved consequent on transfer.

407. No traveling allowance is admissible to the family if they do not move in consequence of the transfer of the individual .

408. The term family means-

An individual’s wife or husband as the case may be, legitimate children and step children, residing with and wholly dependent upon the individual .

Note 1. Not more than one wife is included in a family for the purpose of these regulations

Note 2. The term ‘legitimate children’ includes all legally adopted children.

Note 3. IN the case of sons over 16 years of age suffering from mental or bodily infirmity, the infirmity must be certified by a medical officer to be of such a nature as to render the son wholly dependant upon his father. The grant of conveyance to such sons requires the sanction of the competent authority.

409. An individual transferred whilst on temporary duty away from his headquarters is entitled to traveling allowance as follows:-

88

(a) traveling allowance on temporary duty scale from temporary headquarters station to the new station; and

(b) difference between permanent and temporary duty scales of traveling allowance from the ole to the new station by the direct route.

Note 1. In the case of an officer who proceeds to the new station partly by the class of accommodation to which he is entitled and partly by a lower class, the one fare referred to in clause 1(a) should be calculated partly by the class of accommodation to which he is entitled and partly by lower class actually used in proportion to the distances actually traveled by those classes from the station at which leave was being spent to the new station

410. An individual who is detailed for temporary duty whiles on leave ( including casual leave) may, if such duty entails a journey from the place where he is spending his leave to the place where he performs the duty and also for the return journey to the place where he spends his leave, provided he actually performs his return journey o the place where he spends his leave, provided he actually performs his return journey .

Note:- The phrase ‘ the place where he performs his duty’ occurring in this rule includes also the headquarters station of the individual provided the temporary duty is not connected with his appointment or with

411. In the case of an individual who travels from a station at which he is spending his leave with his family to join a new post by a class lower than that to which he is entitled, traveling allowance is admissible as follows:-

1. for self (a) one fare as from the old to the new station by the class of accommodation by which the journey was actually made as a

result of the transfer; plus

(b) the allowance for incidental expenses at the rates to which his grade entitled him from the old to the new station.

2. for family- for each member, one or half fare as the case may be, as in 1(a) above

OTHER JOURNEYS

89

412. Director General of Border Roads , may for special reasons which should be recorded, authorities an individual draw conveyance in the following circumstances:-

413. Such an authority may be given by the Director General of Border Roads only if the following conditions are fulfilled:-

(a) it is necessary or expedient in the public interest for the individual concerned to perform the duty at that particular time; and

(b) if the individual concerned were not required to perform the duty it would be necessary to detail some other person to perform it.

414. The conveyance admissible under para 412 shall be limited to that admissible for single journey on temporary duty between the individual ‘s permanent station at the time when he proceeds on leave and the place where he is required to perform the duty.

415. The provisions of para 412 and 414 will also apply when an individual proceeds on leave of any kind, other than casual leave, from and outstation on completion of temporary duty at that station and returns to headquarters on expiry of such leave.

416. If casual leave is availed of in such cases, the grant of traveling allowance for both the outward and return journey at the temporary duty scales is not affected thereby.

417. When an individual proceeds on leave ( including casual leave) from and outstation on expiry of such leave, his TA and DA for the temporary duty so performed will be regulated under the normal rules provided that the conditions laid down in para 413 are fulfilled. No DA will be admissible for period of leave.

418. An individual on leave otter than casual leave, recalled to duty with his Unit/ Formation by the authority competent to sanction his leave before the expiry of his leave, is entitled to traveling allowance at temporary duty scale for the return journey to his station from the place at which the order of recall reaches him, provided that the emergency necessitating his return could not have been foreseen at the time of his proceeding on lave. The entitlement to leave travel concession for the final return journey to duty station shall remain unaffected. This concession shall be admissible only when the leave is curtailed by more than half the period.

419. If a member of the individual’s family who proceeds or follows him travels to the new station from a place other than the individual’s

90

old station, an individual may draw either the actual fare fro the journey made or the fare for the journey made or the fare admissible for the journey from the old to the new station whichever is less.

420. If the family of the individual in consequence for his journey travels to a station other the; new headquarters traveling allowance for the journey of the family may be drawn subject to the condition that it does not exceed the traveling allowance that would have been admissible if the family had proceeded to the new headquarters station.

421. Traveling allowance as under shall be admissible to any one relative of a non-gazetted employee visiting him while in hospital as a result of illness or injury contacted due to enemy action, provided the employee is dangerously ill and the Medical officer of the hospital considers that the visit of the relative is necessary:

the actual cost of conveyance subject to the maximum entitlement determined on the basis of the grade of the individual visited, to and from the station at which the individual is in hospital.

422. The amount will be paid to the relative for both the onward and return journeys after his/her arrival at the hospital.

423. The competent authority may, on the advice of the Medical Officer concerned authorize free conveyance, ( including escort where considered necessary ) for the move of all the individuals to the nearest hospital, both Military and civil. Such journeys will be performed on warrant. In cases where directly recruited members of the GREF are discharged from service directly from hospital on the recommendations of the medical authorities, free conveyance will be admissible to them upto their respective home towns. The OC of the hospital may also detail attendant where considered necessary on medical grounds.

424. Where in the opinion of the medical authority, urgent treatment of an individual in the base hospital is necessary, with a view to preserving his life, the competent authority may authorize, evacuation of patient ( including escorts where necessary) by air, providing that Government aircraft is available. Conveyance of patients and escorts may also be authorized by the competent authority in Army ambulances.

425. Supervisory and other personnel shall be allowed free conveyance by Road / Rail on joining the Force from the place of recruitment to the place of duty. On completion of engagement or on proceeding on leave pending such completion, they will be entitled to

91

free conveyance from the place of duty to the place of residence provided no extra expenditure to the State is caused. The concession will be admissible only on termination of service for cause not due to inefficiency misconduct or any other circumstances within the control of the individual. While proceeding on retirement or leave prepatory to retirement, free conveyance will be admissible to supervisory and other personnel from the place of duty to home town /selected place of residence on the same lines as admissible to the Defence Civilians. This will take effect w.e.f 4th November, 74 and past cases, dealt with otherwise, will not be re-opened.

426. Personnel on deputation shall be entitled to traveling allowance as on duty, on reversion to their parent departments.

LEAVE TRAVEL CONCESSION

427. Members of GREF for the purpose of leave Travel concession will be governed under Central Civil Service ( Leave Travel Concession) Rules 1988, as amended from time to time. Department of Personnel and Training Notification No. 31011/10/35 ESTT A dated 3rd May 1988 on Central Civil Service (Leave Travel Concession) Rules 1988 notified under Ministry of Defence ID No. 24(3)/88/D(CIV-II) dated 29.06.1988 is reproduced in Annexure 37.

428-456 Blank

457-465 Blank

92

SECTION 12

MISCELLANEOUS PROVISIONS

ADVANCE OF TRAVELING ALLOWANCE

466. An advance of traveling allowance admissible in respect of an individual and his family may be drawn by him from the Accounts Officer before leaving his station. In urgent cases UA may authorize payment from the cash assignment / imprest in which case information will be sent to the Accounts Officer forthwith.

467. No advance should be paid to an individual of the first grade, if the amount admissible does not exceed Rs. 50.

468. The requisition for the advance will be supported by a simple receipt from the payee and shall contain full particulars in regard to:-

(a) the officer for whom the advance is drawn;(b)the particular journey for which it is drawn; and (c) the accounts office by whom the advance is to be adjusted

469. All advances including those of families drawn in the manner prescribed above shall be adjusted in the TA bill which shall be submitted to the Accountant or the Accounts Officer immediately on the completion of the journey , complete in all respects failing which the amount of the advance shall be deducted in full from the pay bill of the individual for the second month after that in which the journey is completed.

470. If no advance is taken, the claim supported by prescribed certificates will be submitted to the Accountant or the Accounts Officer on completion of the journey .

471. The amount of the advance drawn by an individual is found to be more than the amount of traveling allowance admissible, the unadjusted balance will be recovered from him in lump sum from his pay bill under preparation or by his depositing the amount in a treasury.

472. In the case of advances made to personnel, who are not expected to return to their units( e.g. proceeding on posting), the officer making the advance will notify the unit to which the individual has proceeded, of the amount of the advance the date on which it was

93

paid, and the journey in respect of which the advance was made and will request that the amount of advance should be deducted from the traveling allowance claim. Paying Office will ensure that an acknowledgement of the notification is received. At the new unit the claim will be finally settled, less the amount of the advance made and a reference will be given, on the claim to the unit where the advance was made, and the date of payment.

473. The grant of concurrent advance is not permissible and should be avoided. Before making payments of an advance, it should be verified that no previous advance is outstanding against the person concerned.

COMPLETION OF TRAVELING ALLOWANCE CLAIMS

474. The traveling allowance claims shall give full particulars required in the case of (a) a family moving permanently to another station and (b) an individual claiming the cost of transporting personal effects and also authorized conveyance. Every claim under(b) above, made in a traveling allowance bill for movers on permanent duty, will normally be supported by receipts and vouchers for the expenditure incurred. In exceptional or extraordinary circumstances, however, controlling officers, may at their discretion waive this requirement if they are otherwise convinced of the genuineness of the claims.

CONVEYANCE OF BAGGAGE AND STORES

475. When an individual travels at the public expense on permanent duty. Conveyance for his personal effects is admissible up to the following limits:-

(a) Transportation of personal effects by railPAY RANGE PERSONAL EFFECT THAT

CAN BE CARRIED Rs. 16400 and above Full four wheeler wagon or

6000 Kg by goods train or one Double container.

Rs. 8000 and above but less than Rs. 16400

Full four wheeler wagon or 6000 Kg by goods train or one single container

Rs. 6500 and above but less than Rs. 8000

3000 Kg by goods train

Rs. 4100 and above nut less than Rs. 6500

1500 kg by goods train

Below Rs. 4100 1000 kg by goods train

94

* Such of those employees assure in receipt of revised of Rs. 3350 pm and above may also be permitted to transport 1500 Kg of personal effects by goods train.

(b) Transportation of personal effects by Road

Pay range A-I/A/B-I class cities Rs. Per Km

Other cities

Rs. 8000 and above 30.00 18.00Rs. 6500 and above but less than Rs. 8000

15.00 9.00

Rs. 4100 and above but less than Rs. 6500

7.60 4.60

Below Rs. 4100 6.00 4.00

Notes:-1. The allowance at higher rates mentioned in col (2) will be admissible, as at present, only for carriage of personal effects from one place to another within the limits of A-1/A/B-1 class cities

2. Such of those employees as are in respect of of a revised pay of Rs. 3350 pm and above will, however, be entitled to the rates of allowance prescribed for employees in the next higher pay range of Rs. 4100 and above but less than Rs. 6500. The higher rate mentioned in col (2) will be admissible in their cases as well only for carriage of personal effects from one place to another within the limits of A-1/A/B-1 class cities.

In cases of carriage of personal effects by road between places connected by rail, a Government servant can draw the actual expenditure on transportation of personal effects by road or the amount admissible on transportation of the maximum admissible quantity by rail and an additional amount of not more than 25 per cent thereof, which ever is less.

(c) Transportation of conveyance:-

PAY RANGE SCALERs. 6500 and above

One motor car or one motor cycle/ scooter or one horse

Less than Rs. 6500

One motor cycle / scooter/ moped or one bicycle.

476. In respect of individuals traveling on warrant a uniform scale of 40 K gms baggage will be allowed free by railway, their beddings being subject to weighment along with the rest of luggage for the purpose of determining free allowance.

95

477. Baggage in excess of the scale authorized by rules will not be entered on the warrant byut will be booked under ordinary baggage ticket and will be paid for in cash at the time by the individual concerned. No free allowance will be given on the baggage booked under baggage tickets as the free allowance is given on the baggage paid for by Government only.

478. In the case of journey by road, mileage allowance for the transportation of personal effects is admissible at the rates as fixed by local Governments and Chief Commissioners for Government servants under their administrative control in the areas under them. When the rate for a particular station has not been fixed by the civil authorities, a suitable rate will be fixed in consultation with the local civil authorities and the Controller of Defence Accounts concerned.

479. In the case of journeys by rail , the actual cost of carriage of personal effects by goods train is admissible had he taken the maximum number of kilograms by goods train.

480. An individual who carries his personal effects by road between station connected by rail may draw actual expenses up to the limit of the amount which would have been admissible had be taken the same quantity by passenger train but not exceeding the amount which would have been admissible had he taken the maximum quantity by goods train. In cases where the actual expenses claimed exceeds the limit mentioned above, a competent authority may for valid reason, allow such claims subject to the limit of the amount which would have been admissible if the maximum number of kilograms had been transported by goods train.

481. Subject to the prescribed maximum number of kilograms, an individual may draw the actual cost of transporting personal effects to his new station from a place in India other than his old station (e.g. from a place where they are purchased en route or have been left on the occasion of a previous transfer) of from his old station to a place in India other than his new station, provided that the total amount drawn, including the cost of transporting these personal effects, shall not exceed that admissible had all his personal effects been transported from the old to the new station direct.

482. When an individual transports more than the maximum quantity admissible by a cheaper route, he can draw actual charges not exceeding the amount admissible for the maximum quantity by the normal recognized route.

96

483. The term ‘personal effects’ is not subject to definition, but the controlling officer must satisfy himself that a claim to reimbursement on account of their transportation is reasonable. In the case of journeys on permanent duty, an officer’s motor vehicle or other conveyance can be viewed as covered by this term when not permitted to be transported separately at the public expense, and accordingly the amount spent on such transportation may be claimed up to a limit of the balance of the amount which would have been admissible had the maximum quantity been transported by goods train.

484. Conveyance is admissible for the personal effects of individual s who die as the result of wounds received or who are missing or taken prisoners of war to any station in India.

ISSUE AND CUSTODY OF RAILWAY WARRANT AND CREDIT NOTES

485. The Officer Commanding of the unit is competent to issue warrants and credit notes and is responsible for the safe custody of the forms received by him. Any loss caused to the State by theft or fraudulent use of warrants or credit notes is liable to be charged against the officer responsible for the safe custody of the forms.

486. When the Officer Commanding Unit is away on temporary duty or on lave he may permit the next senior officer to sign warrants or credit notes for him on his own responsibility. The senior officer so permitted will sign ‘for……………(absence on……………………….)’.

487. When railway warrants or credit notes are dispatched by post they should invariably be sent registered cover.

HANDING / TAKING OVER PERIOD

488. The following periods ( which will be inclusive of Sundays and Holidays) will be admissible for handing/ taking over charge of appointment:-

(a)Officers/Subordinates holding stores (TF Comdr, OsC Stores Division, Constry Coy, Stores Coy, Base Depots, Store Keepers etc-) 7 days

(b) In all other cases- 4 days

Efforts should be made to complete handing over/ taking over of charge within the above stipulated periods. However, in exceptional circumstances where the physical checking of scattered stores cannot

97

be completed within 7 days, the period of handing over/taking overt may be increased upto a maximum of 10 working days will be exercised by the Task Force Commander ( Lt. Col/SE) and officers Commanding in respect of staff working under him. In the cases pertaining to the Chief Engineers Offices, Base Depots and Task Force Commander Personally, these powers will be exercised by the CE . In respect of Unit/ Formation functioning directly under the DGBR these powers will be exercised by the DOP.

The Government servant taking over charge should be treated as on duty upto the maximum period indicated above for the purpose of entitlement of Pay and Allowances and the relieving officers will draw:-

(i) if he is transferred form a post which he held substantively, his presumptive pay in that post or

(ii) if he is transferred from a post which he held in and officiating capacity the officiating pay admissible in that post or the pay he would draw after the transfer is complete, whichever is less;

(iii) City compensatory allowance / House Rent Allowance or Special Compensatory Allowance as admissible at the new station on the basis of pay drawn at (i) or (ii) above, as the case may be.

Pay of Government servants who are transferred to a post, on return from leave should during he period of taking over of charge be regulated as follows:-

(i) if he went on leave while working in the post held by him substantively, the presumptive pay of that post; and

(ii) If he went on leave while working in a post in ;an officiating capacity, the officiating pay of that post or the pay which will be admissible to him in the new post after taking over charge, whichever is less.

These orders will apply to service and Civilian officers Working In GREF.

PRESERVATION AND TRANSPORTATION OF DEAD BODIES AND TRAVELING ALLOWANCE ENTITLEMENT OF THE

ATTENDANT

98

489. If any member of GREF is killed in Border / Line of Control (LC) Operation / Counter- Insurgency (CI) operation in India, Bhutan and Myanmar, the following action will be taken by Unit administration:-

(a) PRESERVATION OF THE DEAD BODIES

The dead body will be embalmed and coffined for the purpose of transportation. The cost of embalming will be restricted to the extent of actual expenditure as charged by the Government / Military Hospital and that of coffin should be the barest minimum on the basis of the austerity standards.

(b) TRANSPORTATION OF DEAD BODIES

The dead body will be transported by fastest mode of transport available accompanied by only one person who may either be a member of the family or person deputed by the family or a unit representative from the place of occurrence as the case may be upto the Hometown of the deceased or place of last rites.

TA ( without halting allowance and incidentals) will be admissible to one member of the family person deputed by the family from the place of occurrence as the case may be upt the Hometown of the deceased or selected place or residence (SPR) or place of last rites to accompany the dead body of the deceased. This will not be adjusted against the entitlement of the members of family of the deceased available under these rules after death or demission of office. TA ( without halting allowance and incidental allowance) will be admissible to one representative of the unit to accompany the dead body by Air/ Steamer/ Rail/ Road from the place of death/ unit to Home Town, place of last rites when member of the family or a person deputed by the family is not available to accompany the dead body with the stipulation that the return journey will be performed by the Govt. servant in the entitled class by Train/ steamer/ road as the case may be.

The office commanding of the concerned unit/ formation will be empowered to sanction the total cost of embalming, coffin, transportation of dead body accompanied by one attendant from cash assignment of respective TF/ Project.

Expenditure on this account will be debitable to jobs in operation in the TF / Project against miscellaneous contingencies.

490-500. Blank

99

100

SECTION 13

CASUAL PERSONNEL

GENERAL

501. The following paragraphs deal with the terms and conditions of service of labour recruited locally and employed to supplement (GREF Pioneers in Border Road Organisation and for other odd jobs like shifting of stores etc. Such locally recruitment labour will be called ‘Casual Personnel’.

502. Casual personnel should not be below the age of 16 years.

503. The personnel may be employed on daily or monthly b=rates of pay, if on monthly rates, the period of their engagement shall be for maximum period of six months at time and the personnel shall not be eligible for any of the privileges of continued employment under Government. The service of the personnel are liable to be terminated at any time without notice and no terminal benefits shall be payable.

504. The daily or monthly rates of wages will be fixed by the Chief Engineers in consultation with the local authorities. Such wages shall not be less than the minimum wages fixed under the Minimum wages Act 1948.

505. The personnel may, at the discretion of the Chief Engineers, be provided with shelter, made of cheap materials locally available or with used tents or tarpaulins, if they have to work at considerable distance from their homes and if the climatic conditions warrant. While provided this amenity, the local practice of PWD or other employing agencies should be kept in view.

506. The following items of rations may be issued on payment at the scale indicated against each:-

Item Grams per day per headATTA 600OR ATTA RICE

200400

DAL VARIETY 110SALT 20SUGAR 35TEA 7

101

OIL HYDROGENATED 45K. OIL 100 MILLILITERS PER HEAD PER

DAYMilk powder 10Or Milk tinned 30 per head per day

507. Recovery of the cost of rations issued will be effected, on ‘cash and carry basis, at ASC payment issue rates/ procurement rates in force plays 5 percent to meet incidental expenses. Rations as above will be issued only to the personnel and not to their dependents.

508. Under no circumstances, will transportation of rations by air be resorted to without the prior sanction of Government.

509. The following items of clothing may be issued on payment, to the extent feasible and if aurhorised by Chief Engineers , to the personnel on monthly rates of pay:-

(i) Water proof cap ….. at one per individual only in areas where rainfall is heave

(ii) Blanket/ razai (a) at one per individual at places below 5,0000 ft. height

(b) at two per individual at places above 5000 ft. high

510. The following additional items of clothing may be issued don payment to the personnel employed at places over 10,000 ft. high.

(i) one jersey pullover(ii)one cap comforter(iii) one pair gloves

511. The rates at which cost of the items referred to in paras 509 and 510 will be recovered from the personnel will be notified by the DGBR from time to time.

512. Free outdoor as well as indoor medical treatment to the extent feasible, may be provided to the Casual personnel in respect of injuries sustained by them while at work, during epidemics and also for diseases which may not be due to GREF activities. Free transport may also be provided for removal of urgent cases to the hospital. Free indoor medical treatment in the MSS of the GREF will be subject to the following conditions:-

102

(a) the period of indoor treatment shall not exceed fifteen days at a time.

(b)The indoor treatment will be provided only in areas where the personnel of the General Reserve Engineer Force are allowed Special Compensatory Allowance in Manipur; and

(c) A uniform diet charges @ Rs. 2 per day will be recovered from the individual concerned

513. Casual personnel on Monthly as well as daily rates of pay shall be allowed a day of rest with wages in every period of seven days provided they have worked for a continuous period of not less than six days. Ordinarily Sunday will be the weekly day of rest, but any other day of the week may be fixed as the day of rest by Chief Engineers /Commander Task Force depending on local conditions.

In addition to above, casual personnel on Monthly/ daily rates shall be entitled for following National Holidays as paid holidays, only if they are in Service on the preceding and Succeeding working days. The personnel shall not be entitled to any other leave or holiday with pay:-

1. 26th January2. 15th August3. 2nd October

514. The personnel will, for purposes of injury/ death benefits be governed by the provisions of para 196 et seq.

515. Funeral Expenses:-

In the event of death of labour while in service, expenditure subject total maximum of Rs. 250/- ( Rs. Two hundred fifty only) may be incurred on the funeral of deceased casual labour ( local or Imported). The amount will be drawn when the funeral is undertaken, by the authorities concerned and will include All expenses incurred on transport, fuel.

516. Personnel employed in other areas outside India will be paid compensation under Workmen Compensation Act, 1923, in the same manner and to the same extent as if the injuries are sustained by them in India. Payment in these cases shall also be made on an ex-gratia basis.

103

517. The personnel may, on initial engagement, be provided with free transport from the rear base to the place of work. Pay will, however, be only form the date they arrive at the place of work. The personnel may be provided free transport for moves within project site. The period involved in such journeys will be treated as duty, but , no other allowances will be payable.

OTHER CATEGORIES OF LABOUR

518. In certain areas, Casual Personnel may, with the prior approval of Director General of Border Roads , be imported into project site from outside areas. The terms and conditions of service and other facilities that should be provided to these personnel will be as decided by Government from time to time.

519 IN the event of death of any CP labour whiule in service with Border Roads Organisation, an expenditure subject to maximum of Rs. 500/- ( Rupess five hundred only) may be incurred on the funeral of each individual. The amount will be drawn when the funeral is undertaken by Border Roads Organisation authorities and will include expenses incurred on transport and cost of fuel etc.

520-530 Blank

104

CHAPTER III

WORKS AND ACCOUNTING PROCEDURESECTION I GENERAL

531. Border Road Organisation is responsible for construction, development, improvement and maintenance of roads, civil works and accommodation works for GREF included in the programme (of construction or improvement) of the Border Road Development Board. These services may be carried out by different agencies, namely, General Reserve Engineer Force, CPWD and State PWD, as may be decided by Border Road Development Board, Chairman of the Board and Secretary BRDB will exercise the delegated powers for inclusion of such works in the programme of BRDB as given in Annexure 31. Works exceeding the financial powers of Chairman will be included in the programme of MRDB with the approval of Board as hithertoforce. .

532. To enable the different agencies to carry out the above Services, Administrative Approval / Expenditure Sanction (see para 543 below) will be accorded and funds allotted by BRDB. Thereafter, the works will be executed by different agencies in accordance with the rules of their respective Departments.

533. The rules in the succeeding paragraphs will apply when the work of construction/ improvement or maintenance is carried out by General Reserve Engineer Force.

534. The method of control and the system of accounting provided under these rules are designed:-

(a) to ensure full administrative, financial and technical control. The system by which this control is exercised is described in the succeeding paragraphs.

(b) To enable the financial authorities to submit accounts of the expenditure in the form desired by Government and

(c) To enable expenditure to be compared with the approval and with the allotment of funds

535. Nothing in these rules may be constructed as permitting officers to carry out in portions any group of works or alterations or to make

105

purchases of which the cost in the aggregate exceeds their powers of sanction. The authority granted by a sanction to a service covers only the precise objects to which sanction has been given and any anticipated or actual savings must not be applied to carry out additional work not contemplated in the approved project.

The various powers delegated to the Officers may be restricted by the next higher authority if considered necessary, but in such cases a report will be made to DGBR.

536. It is essential that the broad spirit of the system of control of expenditure should be appreciated and correctly compiled with by all officers entrusted with the execution of works and administration of funds. The fundamental principles to be observed in this connection are:-

(a) no work or service will be commenced without Administrative Approval / expenditure Sanction ( but see para 558 below for maintenance services) and Technical Sanction having been obtained from the authority appropriate in each case and without funds being made available to meet expenditure on it.

(b) No officer will, in the course of the financial year, exceed the budget allotment made to him on any work or service, and

(c) No officer will take to incur expenditure or undertake

liability in excess of administratively approved amount beyond the permissible limit(see para 582 below), whether such excess is due to error in the approved estimate or to any other factors without obtaining prior sanction of the appropriate authority.

537. The following revised procedure will be adopted in regard to inclusion of works in BRDB Programme and sanction of estimates:-

(a)On receipt of an application for execution of General staff works and / or Agency/ deposit work’s, the same would be included in the BRDB Programme for Recce Survey and Trace Cut (RSTC) by the competent financial authorities.

(b)Based upto the Recce Survey and Trace Cut an “ Approximate Project Estimate” would be prepared to include all items of works, sector wise and component wise.

106

(c) The sponsoring department should accept the necessity of the works and its cost as per the “ Approximate Project Estimates”

(d)The “ Approximate Project Estimates” would be scrutinized by Ministry of Defence ( Finance / BR) on the basis of latest standard schedule of Rates (SSR) and norms. Thereafter, the work would be included in the BRDB Programme with approval of the competent authority.

(e)Subsequently if the actual cost of the work exceeds or is likely to exceed the Approximate Project Estimates, beyond the tolerance limit, a revised Approximate Project Estimates would be prepared for examination by Min of Def ( Finance) for re-inclusion in the BRDB programme.

The above procedure would apply in modification of all existing procedures to General Staff as well as Agency / Deposit Works.

Authy: Govt. of Indai, Min of Surface Tpt. BRDB letter No. F. 5(4)/BRDB/P&C/DEL/85 dated 10.04.1987

Case File No. PC 54 & PC 77 to MF No. 24005/DGBR/E2A (T&C) SECTT BRDB UO NO. F 232(10)/BRDB/BWA/88 dated 16.10.90 Min of Def (Fin)/BR) Uo No. BRS/421/1876/S dated 19.09.90

107

SECTION 2

ADMINISTRATIVE CONTROL

GENERAL 541. Administrative control ensures that services proposed for execution are of real necessity and are in accordance with Government policy and of scales, if any laid down. Administrative control is exercised through Administrative Approval.

542. For administrative purposes, works services are divided into the following categories:-

( a) original work

Original works comprise:-

(i) construction of new roads and bridges(ii) construction and acquisition of buildings(iii) improvement/ reconstruction of buildings, roads and

bridges; widening and / or changing the alignment of road,

(iv) restoration of damaged roads, bridges, culverts etc. owing to landsides, floods etc.

(v) provision of furniture, and(vi) acquisition of land

(b) maintenance services

Maintenance services will include, besides maintenance of buildings, furniture and installations.

(i) clearance of slips caused by rain and other natural factors but not due to rock blasting

(ii)normal maintenance, including periodical repairs of road surface, culverts, bridges, drains etc, to keep roads traffic worthy

(iii)clearance of ruts and other repairs to roads which have been badly damages or gone out of commission

(iv)making temporary diversion on account land slides, to enable traffic to pass

108

(v) snow clearance to keep rods open to traffic

(vii) maintenance of milestones, road signs, boundary pillars, etc.

APPROVAL TO ORIGINAL WORKS

543. Administrative Approval/ Expenditure Sanction is issued by Government to the execution of a works at stated cost. Administrative Approval will be based on approximate estimate prepared by the Engineer authority. Deputy Chairman of the Board and Secretary BRDB will exercise the delegation powers to sanction estimates with/ without financial concurrences as given in Annexure 32. The Administrative Approval will be conveyed by a letter specifying the source form which the funds will be provided and the agency who will carry out the services. A copy of the letter according Administrative Approval/ expenditure sanction together with a copy of the approximate estimate will be sent tot the Audit Officer concerned and to the DGBR and the letter will issue such technical instructions as may be necessary to this sub-ordinate officers. However, in the case of estimates costing Rs. 1 crore, and more, which have been concurred in by the Ministry of Finance, works may be commenced and expenditure incurred on the authority of the approval accorded by the Chairman of the Board to this effect. The administrative approval will be issued after the approval of the estimate by the Board.

544. The work on the construction of roads will be executed in the following stages:-

Stage A - Recce, survey and trace- cuttingStage B - Formation cutting to final width, and protective

worksStage C - Surfacing

545. The following authorities are empowered to sanction Recee Survey and Trace cutting as shown against each:-

(a) DGBR - to include Recce Survey and Trace cutting in respect of road works projected by Army HQrs Ministry of

Defence

109

(b) Chief Engineers (Projects) - to Sanction Recce Survey and Trace cutting estimates in respect of Recee Survey and Trace Cutting already included by the competent authority. RSTC cost would continue to be

sanctioned at the standard approved rates ( Rs. 5,500/- per KM in respect of

new rods and Rs. 825/- per KM for existing roads)

These works would be taken up only in respect firm projection of works cleared by Sectt BRDB.

These powers are parley personnel and cannot be further delegated to lower authorities.

546. Approximate estimates for Recce, Survey and trace cutting as well as formation cutting to final width will be submitted by the Chief Engineers. The approximate estimate will be based on the cost of each kilometer, having regard tot he actual terrain and nature of the soil. It will indicate the broad specifications and will be accompanied by:-

(i) Longitudinal section showing the proposed formation, with gradient

(ii) Approximate quantities of different items of work involved, including culverts, bridges, retaining walls, breast walls, catch water draining etc. and

(iii) In areas where large quantities of earth work and/or cuttings in rock are involved, typical cross sections at suitable intervals as prescribed by the Director General of Border Roads

547. In cases where it is not possible for the Chief Engineers to submit the approximate estimates as in the preceding para, ad hoc sanction will be issued at a flat rate of Rs. 3,00,000/- per kilometer for the first fifteen kilometers, to enable work on this stage to commence pending issue of Administrative Approval/ Expenditure sanction. Such sanction may be given even for more than fifteen kilometers, having regard to availability of resources. This ad hoc sanction will be taken into account in the Administrative Approval/ Expenditure sanction that may be subsequently issued for this stage.

548. Separate estimates will be prepared for ancillaries such as temporary accommodation for project staff. Estimates for

110

accommodation will cover other requirements such as furniture, water supply and E/M Services.

549. Separate estimates will be prepared in respect of surfacing works and permanent bridges.

550. The approximate estimates will be priced on the basis of the schedule of Rates issued by the DGBR. In cases where certain items are not priced on the basis of the rates in the schedule, the approximate estimate will be supported by a statement showing the analysis of the rates actually adopted.

Where it is proposed to execute the works by contracts the estimates will be based on the MES Schedule of Rates. Where, however, MES Schedule of Rates is not available, the estimates, will be based on PWD Schedule of Rates.

551. The estimate will be prepared on the form prescribed by the DGBR on the basis of the stretch of roads which can be entrusted to a single Task Force for completion in a given period. Administrative Approval / Expenditure sanction will be issued for this stretch of road in respect of each of the stages mentioned in para 544 above.

552. “ If, during the execution of the project, it is anticipated that the scope of the project would change or if the expenditure exceeds or appears likely to exceed the amount of the Administrative Approval / Expenditure sanction beyond the permissible limit ( see para 582 below), a report will be made at once to the DGBR explaining the reasons for the change in scope or for the excess of expenditure. A revised estimate will be prepared and revised Administrative Approval / Expenditure sanction obtained.

553. The revised estimate should show clearly:-

(i) the progress of work on each item of the project

(ii)a comparison of the quantum of work and the rates as between the original and the revised estimate.

(iii)any additional items proposed to be included in the revised estimates, and

(iv)the reasons for the excess expenditure

554. A job number will be allotted to works sanctioned under each Administrative Approval / Expenditure sanction.

111

555. The Engineer Officer responsible for the execution of the work will maintain, under the supervision of his Accountant, a Register of Approvals to Works ( IAFW-1816) to record all Administrative Approval / Expenditure sanction and Technical Sanctions to works.

556. I an approved work is not commenced within five years from the date of Administrative Approval / Expenditure sanction, fresh approval must be obtained.

TECHNICAL MINOR WORKS

557. Commanders Base Workshops in the GREF may sanction the following technical minor works connect with the installation of plant and machinery in the Base Workshops upto Rupees 2,000 per work:-

(a) Re-organization of particular section within the main production Group viz. establishment of a line system, where shifting of plant and machinery, installation of rollers, shifting or provisioning of additional lighting arrangements mechanical handling devices etc. may be necessary.

(b) Installation of newly received machine

(c) Introduction of special production techniques where small amount of expenditure is involved such as construction of spray painting booth, installation of hot caustic bath or pressure cleaning enclosures for items such as radiators

(d) Making of small enclosures as to segregate particular operation

(e) Making of small enclosures as safety device

(f) Installation of extension of air or water lines

Total expenditure on such works in each Base Workshops will not exceed Rs. 20,000/- in a financial year.

Funds will be separately allotted to meet the expenditure on technical minor works and separate construction accounts will be marinated each work.

AUTHORITIES COMPETENT TO SANCTION WORKS

557 – A. Following authorities are competent to sanction original works/ petty minor works to the extent, indicated against them:-

112

AUTHORITY TYPE OF WORK FINANCIAL LIMIT

SECY BRDB Construction of Road side accommodation in respect of Sanctioned work

Upto Rs. 2 lakhs after necessary scrutiny at their end from Administrative and Financial angle

DGBR

(a) Reccee, Survey and trace out for roads included in the programme of the Board

Note:- Re-survey of any road will require prior Government sanction

Rs. 2 lakhs subject to the Annual Budget provision

(b) Petty Minor Works

Rs. 40,000/- ( not exceeding Rs. 10 lakhs per year) in each case subject to ceiling of Rs. 5 lakhs per annum

CEs Petty Minor works Rs. 8000/- ( not exceeding Rs. 1.5 lakhs per year) for each work to be debited to Maintenance grant for buildings subject to a ceiling of Rs. 75,000 per annum

Task Force Commanders

-do- Rs. 6,000/- ( not exceeding Rs. 60,000/- per year) for each work to be debited to Maintenance grant for buildings subject to a ceiling of Rs. 30,000 per annum

Above amendment will take effect form 16 October, 1984

The exercise of the above powers by DGBR and his subordinate officers will be subject to the following limitations:-

(i) the works sanctioned by such authority will be carried out only after the funds have been provided in the Budget either specially for the work or in the form of lump sum grants. While DGBR will be free to re-appropriate funds between works sanctioned under his own powers, re-appropriation funds between works sanctioned under his own powers, re-appropriation of funds from the works sanctioned by the Government shall not be permissible except with the approval of Government.

113

(ii)The sanction of any work under these powers shall not in any way result in the change in the accepted scales and specification of accommodation/ works.

APPROVAL TO MAINTENANCE SERVICE

558. No separate approval is necessary for carrying out maintenance work in respect of the items enumerated in para 542 (b) above; expenditure may be incurred within the limit of funds provided.

559. Repairs and Maintenance Works, other than those mentioned in para 542(b) above, would be treated as original works and will not be taken in hand without prior Administrative Approval / Expenditure sanction.

560. Occasions may arise from natural causes such as landslides, floods, etc, which will necessitate items of work of the nature specified in the preceding para to be commenced urgently before issue of the Administrative Approval / Expenditure sanction. In such circumstances, where, in the opinion ( to be recorded in writing) of the local engineer officer not below the rank of OC, Construction Company/ Works Section, delay in commencement of work may endanger life or property, or cause serious traffic blockades or further deterioration of the road, work may be commenced in anticipation of Administrative Approval / Expenditure sanction. The Engineer officer concerned will, however, make an immediate detailed report to his Task Force Commander, the Chief Engineers the Accounts Officer and the DGBR stating the approximate amount of liability involved and explaining the reasons for commencing such works. Approximate Estimate for the work will be submitted without delay for issue of Administrative Approval / Expenditure sanction.

Estimates in respect of works valuing upto Rs. 5 lakshs whether already completed or still in progress will be sanctioned by Border Road Development Board after necessary scrutiny at their end from Administrative and Financial angles. Estimates in excess of Rs. 5 lakhs would, however, be sent to Ministry of Finance (Def/BR) for financial concurrence.

MAINTENANCE CHARGES - BORDER ROADS - BUILDING AND SERVICE

561. The following scales will be adopted for the purpose of demanding funds for the maintenance of buildings, furniture and internal electrical installations belonging to Border Road Organization :-

114

Percentage On Capital Value

(a) Building and Internal Services(i) Permanent buildings including water supply, fixtures etc. but excluding internal electrical installation

(ii) Temporary buildings including water supply, Fixture etc. but excluding internal electrical installation

(iii) Internal electrical installation in permanent buildings ( also permanent and external lighting).

(iv) Internal electrical installation in temporary buildings ( also perimeter and external lighting )

1.3/8 %

1 ½ % for the 1st year, 3% for 2nd year and 5% per year thereafter.

8%

11%

(b) Furniture ( Approved pattern within authorized sale) (i) Repairs and renewals of wooden furniture (ii) Steel charpoys

Percentage On Book Value

6 ½ % 1 ½ %

Funds for maintenance at the rates given above will be demanded only in respect of completed Projects for which completion reports Part ‘A’ and ‘B’ have been rendered.

562. The powers for inclusion of works in the programme of Border Roads Development Board and for according Administrative Approval to the Project Estimates are as under:- I. POWERS TO INCLUDE WORKS IN THE PROGRAMME OF BRDB :-

Raksha Mantri(Chairman)

Secy BRDB DGBR

With Financial Concurrence

Without Financial Concurrence

With Financial Concurrence

Without Financial Concurrence

Without Financial Concurrence

1 2 3 4 5 6(a) Roads &

115

Civil Works

(i) Roads & Civil Works required by General Staff

(ii) Development Civil Works and roads

(iii)Civil Works and Roads to be taken up as agency works (funds being provided by the users)

200

100

200

25

Nil

50

50

25

100

10

Nil

25

Nil

Nil

Nil

(b) Accommodation Works for General Reserve Engineer Force( administrative buildings and residential quarters including lands) (i) Administrative buildings

(ii) Residential quarters

200

100

Nil

Nil

50

500

Nil

Nil

Nil

Nil

II. Powers to Sanction Estimates for works

(a) Roads1) Formation cutting Full

powers50 Full

powers35 15

2) Permanent Works -do- 75 -do- 35 153) Surface/ re-surfacing

-do- 75 -do 35 15

116

4) Emergency Works -do- 50 -do- 25 15b) Civil Works and accommodation works for GREF

-do- 50 -do- 25 15

Note:- 1. powers to sanction estimates delegated to Director General

of Border Roads would be exercised without financial concurrence. These powers are purely personal are con not be further delegated

2. Secy BRDB will exercise full powers for sanctioning estimates provided the Cost of the Project remains within the included/ re-included cost plus 20% Secy. BRDB will also exercise full powers in respect of estimates for works other than original works that have no bearing on the included cost.

Authy:- Govt. of India Min of Shipping and TPT BRDB letter No. F 105(2)/BRDB/67 IV/BWA darted 13.10.83

563. The procedure for execution of Deposit Works/ Agency Service entrusted to Border Road Organisation will be adopted as detailed in Annexure 35.

564-565. Blank

117

SECTION – 3

FINANCIAL CONTROL

GENERAL

566. Financial Control ensures that-

(a) the total estimate for each project as administratively approved is not exceeded beyond the permissible limit.

(b)No expenditure or liability is incurred until funds to meet it are available ( but see para 560)

(c) The funds are expended only on authorized items of work for which they are allotted, and

(d)The funds allotted in any year are not exceeding

PROVISION FOR FUNDS

567. Except the National Highways which is a Central Subject, Roads and Bridges is a State subject under Schedule Seventh of the Constitution. The provision of Funds for original works and maintenance services in respect of State Roads and Bridges of strategic needs and importance is made in the Budget as Grants in aid. The demand for funds both for works and maintenance budget will be framed by the DGBR in consultation with the BRDB and Ministry of Finance ( Defence).

568. Funds for original works services are provided as under:-

(a) Major Head 537

Capital outlay on Roads & Bridges National Highways- Major works

(b) Major Head 360

Grants in aid to State Govts- grants sanctioned by BRDB

c) Major Head 361

Grants in aid to Union Territory Govts- grants sanctioned by BRDB

d) Major Head 337

Minor Works

569. Funds for expenditure on the following formation will be provided under Major Head 537:

(a)CE's Headquarters (b)Base/ Transit Depots

118

(c) Base Workshops (d)Store Divisions(e)GREF Records & Centre(f) Liaison Cell

Note:- Funs fro expenditure on HQrs Director General of Border Roads are provided under Major Head 296.

MAINTENANCE SERVICES

570. Expenditure on maintenance services will be met from the provision under following heads:-

MH 337 --- Roads and Bridges- for maintenance of National Highways

MH 360 --- Grants in aid to union Territory Govts. For maintenance of State Roads

MH 361 --- Grants in aid to Union Territory Govts. For maintenance of Union Territory roads

Note 1- Major Heads 360 and 361 also cater for construction works in addition to maintenance of roads

Note 2- Major Head 337 also caters for Grants in aid for construction and Maintenance of Roads in Bhutan

Note 3- Funds for minor works sanctioned under para 557 A of Border Roods Regulations are provided under Major Head 337.

ALLOTMENT OF FUNDS

571. Funds must be specially allotted to a work or maintenance service before execution is commenced.

572. Allotment of funds can be authorized at any time before but not after the expiry of the financial year. It is intended to cover all the charges, including the liabilities of past years to be paid or adjusted during that year.

573. After the close of the financial year, any unspent balance of the allotments lapses.

574. Allotment of funds in respect of each road/ work will be notified to the subordinate authorities by the DGBR in consultation with the CDA (BR). A copy of the allotment letter will be endorsed to the BRDB.

119

575. Allotments in respect of formations, the expenditure on which is controlled through allotments, will be made in consultation with CDA (BR) and BRDB576. Transfer of funds may be made by the Chief Engineers between the projects under them provided that

(a) no transfer is made to allot funds to a work not administratively approved

(b) no transfer is made to works which would have the effect of exceeding the amount of its Administrative Approval/ Expenditure sanction beyond the permissible limit.

(c) No transfer is made between projects for which budget provision is made under different major Heads of Accounts.

(d) No transfer is made between provisions for formations mentioned in para 569 and that for works.

577. All transfers of funds ordered by the Chief Engineers will be reported to the Director General of Border Roads who will inform the BRDB and the Ministry of Finance ( Defence) .

578. Transfers of funds may also be made by the Chief Engineers in consultation with Director General of Border Roads as between roads in his area provided that funds for maintenance have been allotted for each such road and that the over all allotment is not exceeded. Such transfers will be intimated to the Accounts Officer, the DGBR , BRDB and the Ministry of Finance ( Defence).

579. The Chief Engineers , the Task Force Commander and others by whom allotments of funds are made will maintain, under the supervision of the Accountant, A register of Appropriations ( IAFW 2244), showing all allotments received by them and modifications, if any made, to them.

580. Careful control is essential to ensure that allotments are economically spent and that expenditure is spread evenly over the periods during which work is possible. Every effort will be made to avoid rush of expenditure at the end of the financial year. Before deciding on the programme of work for the year, the capacity for expenditure of the Task Force under each Chief Engineers should be considered and allowance made for the time that may be taken in planning etc. No funds will be expended uneconomically merely to prevent them from lapsing.

581. Funds which are not required for the purpose for which granted will be surrendered as soon as they become available.

120

EXCESS AND SAVINGS

582. The final cost of any project may exceed by not more than 20% the amount as administratively approved; expenditure may be incurred up to that limit, provided that the scope of the work as indicated in the administrative approval is not deviated from.

583-590 Blank

SECTION 4

TECHNICAL CONTROL

GENERAL

591. Technical control of all works entrusted to the force is vested in the DGBR and is exercised through the Chief Engineers . Task Force Commanders etc.

592. Technical Control ensures that:-

(a) the designs and specifications are in accordance with sound engineering practice and fulfill the object in view with the least expenditure o funds

(b) the scales in respect of accommodation projects are not exceeded

(c) the estimate represents the possible cost of the execution of the work as accurately as possible at the time it is prepared.

(d) The material for and execution of work are in accordance with the plans and specifications.

(e) All payments to contractors and employees correctly represent the services rendered ( that is, work done or stores supplied) and

(f) That accounts are correctly kept and the expenditure is correctly allocated in accordance with the rules.

121

TECHNICAL SANCTION

593. Technical Sanction is sanction issued by the Competent Engineer Authority, detailing the various items of the work to be done and is appreciation of the cost that will be involved. Technical sanction will be issued on Costed Schedule of Works which will be strictly in accordance with the Administrative Approval in regard to scope of work, scale of accommodation etc, where laid down, and specifications.

POWERS OF TECHNICAL SANCTION

594. The powers of the engineers authorities for according technical sanctions to works are given below:-

DGBR - Full powersChief Engineers - Full powers Commander Engineers - Rs. 22 lakhsGarrison Engineer - Rs. 5 lakhs

595. Commander Task Force and O.C. Construction Company Field Company/ Base Depots/ transit Depot will exercise the same powers as in par 594 as Commander Engineers and Garrison Engineer respectively.

PROCEDURE FOR ACCORDING TECHNICAL SANCTION

596. Technical Sanction will be accorded by the Competent Engineer Authority before the commencement of work and before tender documents are issued in case the work is to be executed through contract. In the case of works carried out by specialist firms on their own design, technical sanction will be accorded on the basis of the accepted design on receipt of tenders but before acceptance of the contract.

597. In the case of works to be carried out departmentally, Technical Sanction will be accorded on the form prescribed by the Director General of Border Roads and will include and analysis of the amount involved under the following headings:-

(1)Pay and Allowances including wages of local labour(2)Stores/ rations(3)POL(4)Vehicles and equipment at usage rates and clothing at

per capita rates(5)Overheads

122

(6)Items of works done through contracts

However, in respect of jobs costing less that Rs. 10,000 such analysis of the amount shown in Technical sanction ( costed schedule of works ) will be dispensed with.

598. Technical sanction may be issued for portions of work, as decided by the Competent Engineer Authority. Technical sanction will specify the portion of the work covered and will be supported by a plan of alignment, cross sections of hillsides and hydraulic particulars of each drainage crossing.

599. Designs with full particulars of bridges having a water-way of 30 meters and above will be submitted to the DGBR for technical approval. Designs for small bridges may also be referred to him for advice if necessary.

600. The Engineer Officer competent to sanction a project as a whole is responsible for the technical soundness of the project and for ensuring that the cost of the project as a whole is not exceeded beyond the permissible limit. He may, however, delegate authority, at his discretion, to his subordinate engineer officer to accord technical sanction to items of work which he orders them to plan locally, within the limit of their powers of Technical Sanction . When delegating such authority he will lay down in each case, the total sum up to which technical sanction may be accorded and this sum will not be exceeded without his prior concurrence.

601. Copies of Technical Sanction and letters delegating powers of Technical Sanction will be furnished to the Accountant / Accounts Officer.

602. In respect of maintenance services. Technical Sanction will be accorded on the BRDB Form 20

603. Minor changes in scope / specification and classification as brought out in Annexure 36 from those sanctioned by Government may be approved by DGBR and the cases need not be processed to government for approval provided that overall cost remains within the permissible limit of the administrative approval. The completion reports should also reflect the changes made in specification, if any, from the sanctioned estimates.

604- 610. Blank.

123

SECTION 5

METHOD OF EXECUTION OF WORKS

General

611. Works on the construction of roads will normally be carried out departmentally be the units and formations in the G.R.E.F. Contracts may be entered into for the construction of bridges or ancillary buildings such as offices. Workshops, living accommodation etc. for the supply of stores and materials or for transportation of personnel and stores.

612. To supplement the labour element in units and formations, skilled or unskilled labour may be employed locally on an “ as required “ basis on monthly or daily rates, within the approved estimates and the allotment of funds. The monthly or daily rates will be fixed in consultation with local administrative / political authorities concerned.

613. Mules / pack animals may also be hired by Task Force Commanders on an “ as required “ basis for conveyance of stores in hilly areas where vehicles cannot be used. The rates of hire charges, will be fixed in consultation with local administrative / political authorities. A register shall be maintained to show:-

(a) The names of the owners of the animals

(b) The number of animals hired with dates.

(c) Details of work /duty performed , with the weight of stores conveyed and the total mileage.

Payment of hire charges shall be made on Contingent Bills which will be supported by statements showing the above details.

614. In exceptional cases, the execution of the following items of road work not exceeding Rs. 20,000 / - individually, may at the discretion of the Chief Engineer, be entrusted to small contractors:-

(a) Jungle clearance and cutting of trees.

124

(b) Trace cutting.

(c) Earth work and formation cutting.

(d) Protective works, like construction of retaining / breast walls, small culverts / causeways, drains and parapet walls, and

(e) Breaking of stones for soiling and metalling. 15- 1 DGBR N D 88.

No original work involving the use of machinery nor any item of maintenance service will be carried out through the above contract. Any other item of work will not also be carried out departmentally on the same stretch of road for the duration of the contract. The contract will be based on the rates adopted by the P.W.D. or C.P.W.D. in the areas concerned and shall specify the time limit for completion of the different stages of the work. The work carried out through contract shall be measured and measurements, recorded in Measurement Books ( IAFW 2261 ) see para 617 below ).

615. In regard to the method of payment to these contractors see para 731.

616. Contracts will be concluded after inviting tenders. The general procedure to be adopted for invitation of tenders, conclusion and operation of the contracts is laid down in para 688 et seq. In the case of contracts referred to in para 614. Chief Engineer, may, at their discretion deviate from the procedure for conclusion of the contracts regarding invitation of tenders and security deposits.

Measurements

617. When the work is carried out departmentally, assessment of quantities of work done will be entered on Works Diary ( B.R.D.B. Form 8 to 12 ) as the case may be. When the work is carried out by contract. Measurement Book ( IAFW-2261) will be used to record the quantities of work done by the contractors. Detailed instructions for the maintenance of Measurement Books are contained in the Book itself.

618. The Measurement Book is the basis of all accounts of measured work and of material’s received which have to be measured or counted. Measurement Book will be used for the supply of timber, stone metal etc. where actual measurement have

125

to be taken at the time of receipt of the stores. It provides a complete record of works performed under a contract and will therefore included all items having financial value.

619. As Measurement Books may have to be produced as evidence in a court of law or before an arbitrator, entries therein must be indelibly recorded, properly described, agreed and signed by the parties concerned on the completion of each day’s measurements.

620. A register of Measurement Books will be maintained by the Accountant attached to the formation concerned. PROGRESS REPORT

621. Physical progress reports on each project as administratively approved will be forwarded by the Chief Engineer to the DGBR monthly by the 10th of month following, in the form prescribed by the DGBR A consolidated progress report will be furnished by the DGBR to the B.R.D.B. by the 20th of that month.

DEMOLITION

622. Demolition of road side camps may be sanctioned by Chief Engineers when no longer required for project purposes. In respect of buildings, other than road side camps, sanction of BRDB will be obtained. Demolition will be approved on Demolition Statement ( IAFW 1819).

623. In the case of building demolished to clear a site for a new project the cost of demolition will be met from the new project. In all other cases, the cost of demolition will be met from Major Head 337.

A Demolition Certificate on IAFW 2201 will be submitted in support of bills claiming of demolition .

624. Where materials obtained from demolition, or buildings in site, are disposed of, sale proceeds will be credited as under:-

(i) to the new project in cases where building are demolished to clear the site for it.

(ii) to Major Head 337 in all other cases as deduction from expenditure.

When serviceable materials obtained from demolition are reused on other projects financial adjustments will be carried out by crediting the sale proceeds to Major Head

126

337. Deduct Expenditure and debiting the Project to which stores have been issued.

CASH ASSIGNMENT

625. To enable the Task Force Commander and others connected with the execution of work to make disbursements on account of pay and allowances of personnel and other items of expenditure, cash assignments on the local civil or political treasury will be authorized, in favour of the following officers by the CDA concerned. The concerned. The amount of the assignment will be fixed by the next higher engineer authority, in consultation with the CDA.

(a)Chief Engineer.(b)Commander Task Force. (c) Officer Commanding Base /Transit Depot(d)Commanding Officer Base Workshop(e)OC Stores Divisions,(f) Garrison Engineer,

626. Within the amount so fixed, the assignment will be recouped periodically by the CDA in accordance with the estimate of requirements submitted by the officer concerned or on application as need arises. Generally, each holder of an assignment with be placed in account with one treasury but, where necessary, the assignment may be apportioned between two or more treasuries. The officer will draw against the amount assigned to him exclusively by cheques for which purpose separate cheque books for each treasury concerned will be supplied by the CDA.

627. A record will be maintained on IAFA-277 of the amount of assignment daily transactions and the balance. It will be a running account within each financial year, and the amount that can be drawn at any time is the balance at credit. A balance unpaid on the last date of the financial year will lapse except that cheques drawn before but put paid after the end of the year will be taken against the balance of the assignment of that year.

628. Assignment holders will maintain a pass book ( IAFA-2105). This will be sent monthly to the Treasury Officer for completion and, on return, the drawings for the month and the balance will be verified and a reconciliation statement prepared. However, at places where banks are functioning as Treasuries for payment to

127

Assignment Holders, the accuracy of the drawings for the month will be verified by the Assignment Holders from the duplicate copy of the daily payment scroll received from the Banks and a reconciliation statement prepared.

629. The cash assignment will be operated by the assignment holder or a gazetted officer duly authorized by him in this behalf Cheques will be drawn with the concurrence of the Accounts Officer or Accountant, on the basis of bills pre-audited and passed for payment by him. All cheques other than those drawn by the assignment holder in his own favour will be crossed.

630. In areas where Border Roads Treasure Chest Holders function, the authorities mentioned in para 625 above shall obtain funds from such Treasure Chest Holders. Where necessary, such authorities may, also be given cash assignments as in para 625 on specified treasuries to enable them to make outstation payments.

631. Authorities drawing cash from the Treasure Chest Holder will be supplied with a book of Cash Requisition form ( Form B.R.D.B. No. 1 ) by the Treasure Chest Holder on receipt of applications therefore. Application for further books of requisition will be supported by a certificate that the completed book has been sent to the Accounts officer concerned Funds will be drawn from the Treasure Chest Holder on the Cash Requisition with reference to bills pre-audited and passed for payment by the Accounts Officer /Accountant , who will make appropriate endorsement on the Requisition.

632. The accounting procedure to be followed by the Border Roads Treasure Chest Holder is detailed in paras 776 et seq.

633. Advances of pay and allowances to service personnel will be made from Field Imprest and not from cash assignment or from the funds obtained from the Treasure Chest Holder. However, chief Engineers may authorize Imprest Holders to draw cash from Cash Assignment Holders or Treasure Chest Holders for payment of advance of pay and allowances to Service personnel if this procedure is considered necessary as a measure of security precaution or for want of banking facilities. The funds will be drawn from one source only. Unit allowances such as amenity grant. Literature grant etc., in respect of the Army units will, however, be paid from the cash assignment after pre-audit by the Accounts Officers these will not be drawn from the Field Imprests.

128

IMPREST

634. For effecting payments of a petty and urgent nature an assignment holder may be authorized as in para 625 above an imprest of an appropriate sum.

634. Chief Engineer may also sanction in consolation with the CDA concerned, an appropriate sum as imprest to an officer who is required to make payments daily in cash but who is situated at considerable distance from the assignment holder on whom he is dependent and is, there fore, unable to draw from him. The imprest will be utilized to make payments to casual labour engaged on daily rate of pay and other petty contingent payments up to Rs. 250 in each case.

635. A The officers provided with imprest under Para 634 or 635 Border Roads Regulations may incur expenditure for making payment of official telegrams, without pre-audit. The officers commanding self accounting units who are not eligible for imprest under Para 634 or 635 may be authorized an imprest of Rs. 100 for meeting the expenditure on prepayment of official telegrams if sanctioned by the Chief Engineer, in consultations with the CDA. This amount will be drawn from the dependent assignment holder and the expenditure will not be subject to pre-audit.

636. The imprests mentioned above will be initially drawn from the cash assignment and recouped at least once a month.

637. while payments from the imprest at para 634 above will be made with reference to pre-audited bills, payments from the imprest at para 635 above need not be pre-audited.

638. Chief Engineer may, in consultation with the Accounts Officer, advance a sum up to Rs. 18,000/- to an officer in charge of a party detailed for reconnaissance of survey, for incurring cash expenditure on locally engaged labour, on hire of mules or on other contingent charges. The advance will be made on a Hand Receipt to the officer of the party and shall be accounted for by him to the assignment holder from whom it is drawn, immediately on completion of reconnaissance of survey. A second advance shall be made only after the first advance has been accounted for and adjusted.

FIELD IMPREST

639. Field Imprest for making payments on account of advance of pay and allowances to Service personnel may be sanctioned in

129

consultation with the regional CDA and CDA ( ORs), by the DGBR in respect of units and formations directly under him and by the Chief Engineers in respect of units placed under them.

640. The following authorities will be competent to fix or refix ceiling limits of field imprests to the extent medicated against each :-

(a) D.G.B.R.

(b)(i) D.G.B.R. in respect of units Cash to meet requirement

directly under him of 15 days Fix/refix of

of ceiling limit equivalent

(ii) Chief Engineer the actual cash requirement for a period of 10 days.

641. Any excess in the limits at (a) and (b) above will be regularized by the D.G.B.R. C.D.A. ( Ors ) will be consulted before the excess at (a) above is regularized.

CASH BOOK

642. Every officer having a cash assignment or imprest or drawing Funds from the Treasure Chest Holder will maintain a cash book on I.A.F.W. 2246. All transactions relating to the receipt of cash or cheques and all payments or disbursements will be entered in the cash book as they take place. The cash book will be maintained by the assignment holder or the officer authorized to operate it. All entries in the cash book will be checked and initiated by him and the Accountant concerned.

643. Separate cash books will be maintained in respect of :-

(i) Cash assignment (ii) Money drawn from Treasure Chest Holder.(iii) Field Imprest.(iv) Imprest for petty cash(v) Public Fund Accounts.

644. The cash book mentioned at (i), (ii) and (iv) of para 643 will be maintained in two volumes. Each volume recording the transactions for alternative months. The Public Fund Account mentioned at (v) of para 643 will be maintained on IAFA-811

130

( Columnar Cash Book ) by each unit/formation responsible for disbursement of (i) pay and allowances; other allowances to defence Accounts Deptt. Personnel attached to GREF against cheques received from CDA (ii) final settlement of Provident Fund balances of GREF personnel (iii) the unit allowances like condiment allowance, mess maintenance allowance, amenity grant etc; on receipt from dependent cash assignment holder (iv) bank drafts received on account of pay and allowances of GREF personnel (which do not affect Project Expenditure 0 of the receiving unit and (v) such other public claims including cost of rations issued on payment, where authorized vide para 803 which are not to be reflected in the cash assignment book. Public Fund will be deposited with a branch of the State Bank of India. Public money will not be drawn from the bank before, it is actually required for disbursement. Public Fund may be deposited in any Nationalized Bank, which has capacity to meet cash requirement at a short notice in addition to State Bank of India or its subsidiaries, provided that they would not charge banking charges for Government cheques and would also furnish Bank Statements as and when required and also as required by Audit Officer as is the practice now followed by State Bank of India. 645. Treasury receipts for money deposited into the treasury by other parties are not entered in the cash book but are dealt with separately by the Accountant.

646. The cash book will be closed and balanced on the 25 th of each month except in March when it will be closed on the 31st . After the monthly closing, the cash books mentioned at (i), (ii) and (iv) of para 643 will be forwarded to the Accounts Officer with all paid vouchers.

All entries in the Public Fund Account cash book will be made in ink and checked and initialed by the officer authorized to maintain Public Fund Account, and where UAs / AOs are attached, the cash book will be maintained under the supervision of the UA/AO. In case of Public Fund Accounts maintained by the OsC RCCs etc. ( who are not operating cash assignment ) and with whom Accounts Sections are not attached, the Public Fund Account cash book will be subject to periodical inspection by AOs. The Public Fund Cash Book will be closed on the last day of the month and entries therein completely checked and cash in hand verified. A monthly reconciliation will be drawn to verify where the balances as shown under the Bank column of the cash book agree with the balances as shown in the monthly bank statement. A certificate to the effect that the cash held in hand as on the closing day of the month has been counted and found to agree with the balance

131

as shown in the cash book will also be recorded in the Cash Book alongwith a simple balance sheet showing assets and liabilities under the signature of the Officer maintaining the accounts and countersigned by OC Unit ( in case where the OC unit is not himself maintaining the account).

647. It should be ensured that large balances of cash are not kept but are remitted into the treasury or returned to the Treasure Chest Holder, as the case may be, within a period of ten days. In individual cases where it is not possible to remit the balance within the prescribed period Chief Engineer may permit retention of cash balance upto a maximum period of 20 days.

648. Balance of cash on the 25th of each month could be carried over to the next month except in March when the cash book should be closed to nil balance, after remitting the balance of cash on the last day of the month into the treasury. BILLS AND PAYMENTS.

649. All bills for works or for services by contract and for purchase of stores made by local authorities will be submitted to the Accounts who will audit and authorize payment. All bills of the above nature, the gross value of each which exceeds Rs. 40,000 ( Rs. 15,000 in the case of Base workshops) will be forwarded by the Accountant to the Accounts Officer for pre-audit and authorization of payment. This limit will not, however, apply to “ on account” payments to contractors.

Bills on account of Rent. Electric and Water charges irrespective of the amount will, however paid by the Unit Accountant without pre-audit by the Accounts Officer.

650. All payments to non- gazetted personnel will be made by or in the presence of the assignment holder or a gazetted officer authorized by him in this behalf. When payments are made in cash, the disbursing officer shall be personally responsible for identification of the payee and for obtaining valid acquittance for the payment. Receipts for payments made outside India should be obtained from the payee and stamped in accordance with the local laws, if any, governing the stamping of such receipts.

651. Gazetted officers will prepare their own individual pay bills.

132

652. Pay bills in respect of non – gazetted personnel will be prepared by unites and formations separately for direct recruits and for deputationsits from Services like the M.E.S. State Government etc. In respect of casual personnel , those on monthly rates of pay will be paid on Special Wage Bill (BRDB Forms No. 19 and 19 A ) and those on daily rates on Muster Rolls ( IAFW – 2255).

653. Special Wage Bills and Muster Rolls need not be accompanied by progress reports statements etc. A certificate will be endorsed by the O.C. Unit on the above bills to the effect that the labour employed and stores issued have been fully utilized on the work. The Task Force Commander will, however maintain records of output and performances as prescribed of D.G.B.R. from time to time.

654. No persons can ( unless he has been newly appointed) draw any pay or allowances without producing the LPC from the officer by whom he was last paid. Should, however, the LPC not be forthcoming on transfer of an individual from one Unit/Formation to another, the Unit Accountant/Accounts Officer (Project) concerned may authorize pay being disbursed and provisionally admitted pending receipt of the LPC, on furnishing a certificate by the individual concerned to OC Unit / Formation stating :-

(i) The rate of pay and allowances to which he is entitled and the date upto and for which he was last paid. 16-1 DGBR/ND/88

(ii) Particular authority or agency by which he was so paid.

(iii) The fund deductions and the amount of advance/ advances if any, which may have been made.

This certificate will from the basis of provisional payment to the individual in the new unit for a maximum period of four months. On receipt of LPC countersigned by CDA in respect of deputationists ( gazetted or non-gezetted ) and by Accounts Officer (P) in respect of directly recruited GREF officers and personnel, the new Unit or Formation will link the same with Personal Certificate mentioned above and finalize the provisional payment initially made. If the LPC is not received within a period of four months, no further provisional payment will be made unless authorized by the CDA

133

concerned as a special case. This procedure will apply only in case of transfer of individuals to posts carrying identical or higher scales of pay.

655. All bills will be forwarded to the Accountant for pre-audit and authorization of payment. Any further post check of the bills will be arranged by the CDA concerned.

656. In the case of Bhutanese Casual labour, occasions may arise when it may not be possible for Muster Rolls in respect of them to be pre-audited by the Accountant before payment is made to the personnel. In such cases, the Chief Engineer may authorize in writing payment without pre audit specifying the area and the categories of personnel affected.

657. The procedure for the preparation of pay bills egc. As in the preceding paragraphs shall apply to civilians in army units also.

658. The procedure for accounting in respect of free remittances of amounts through Field Post Offices shall be as laid down in Annexure 18.

659. In cases where the remittances are authorized to be made through Civil Post Offices, the amounts spent as money order commission, up to the authorized limits, will be claimed on contingent bills, supported by the relevant postal acknowledgement receipts.

660. Pay and allowances due to personnel undergoing hospitalization may be made in cash by an officer proceeding on temporary duty to the station where the hospital is located; no specific move for the purpose should, however, be authorized. Where this is not possible, the amount due may be remitted by R.T.R. at stations where treasury facilities are available.

661. Where money is obtained from the Treasure Chest Holder, payments to contractors and suppliers may be made in cash. Payment on account of pay and allowances will be made to gazetted

662. When the Field Imprest Holder is absent on leave or otherwise, payments to Service personnel out of such imprest may be made by a civilian officer who will also sign the connected acquittance rolls. The rolls. The name of the civilian officer so authorized shall be intimated by the Field Imprest Holder to all concerned.

663. Advance of ration money where payable, will be claimed on a Hand Receipt ( IAFA 3260 ) supported by Part II orders and paid out of the cash assignment, after pre-audit.

134

664. Amenity grant admissible to units and formations will be claimed on Contingent Bill ( IAFA 115 ) and paid out of cash assignment after pre-audit. Simple account of the amount received and expended and of the stores etc. purchased shall be maintained.

665. The allowance of Rs. 4 per head per day admissible to the personnel constituting the recee party will be drawn in bulk on a Hand Receipt by the Officer in charge of the recee party and will be paid to him out of the Cash Assignment after re-audit. The amount will be spent under unit arrangements. A simple account of the amount received and spent, supported by necessary vouchers, shall be rendered by the officer-in charge of the party to the Task Commander. This will be subject to the usual audit checks.

UNPAID WAGES

666. If any wages remain unpaid from a Casual Personnel Bill or from a Muster Roll, they will be credited in the Cash Book. The details of the unpaid wages from these bills will be entered in the Register or Unpaid Wages ( IAFW 2259) to be maintained by the assignment holder.

667. Payment of unpaid wages will be made on Hand Receipt ( IAFW 2260) after check by the Accounts Officer or Accountant and the voucher number noted against the entry in the Unpaid Wages Register.

DEMAND REGISTER

668. Demand Resister ( IAFW 590) will be maintained by the assignment holder to note down advances of pay : T.A. and other allowances authorized and made to the personnel. The recoveries of these advances from the individuals and credit of the amounts to the assignment will be watched through the register.

COMPLETION CERTIFICATE

669. When a building or a work is taken over from a contractor as completed, a written and dated certificate to that effect indicating the state of the building or work taken over, will be given to the contractor. A signed copy of the certificate will be kept along with other documents relating to the contract.

CLOSING THE ACCOUNTS ON COMPLETION

135

670. The accounts of a Project should be closed as soon as possible after the actual work of construction is completed. Before closing the accounts, all outstanding adjustments including liabilities and credits will be cleared. Finalization of the accounts and rendition of completion report ( Part B ) should normally be done within a period of one year from the date of physical completion of the work. No fresh liabilities should be incurred and booked in the accounts of a Project after its physical completion.

COMPLETION REPORT

671. On completion of work, a completion report will be rendered on IAFW 2266A in accordance with the following procedure.

672. Part ‘ A ‘ of the report will be initiated by the Task Force Commander as soon as the work is physically complete, and transmitted in duplicate to the accountant who will after verification and check, forward the original to the Chief Engineer concerned in case of technical minor works and in respect of all other works to the DGBR through the Chief Engineer, retaining the duplicate in his office for subsequent check . The DGBR will show these reports to the B.R.D.P. and Ministry of Finance ( Defence).

673. Part ‘B’ of the report will be completed as soon as the accounts of the work have been closed and forwarded to all concerned in the same manner as Part ‘A’. A note that the completion report has been rendered will be made in the construction accounts of the work concerned.

CORTAILMENT OF ABANDONMENT OF WORK

674. Where work has been abandoned or curtailed for any reason, the accounts will be completed immediately and expenditure incurred regularized under Government orders.

REGISTER OF ROADS AND BUILDINGS

675. A register of roads, bridges and buildings constructed, showing full details, will be maintained in the form prescribed by the D.G.B.R.

RE – APPROPRIATION OF BUILDINGS

676. Chief Engineers/Task Force Commanders will be competent authority to sanction-re-appropriation of buildings entailing no alteration and no cost. Sanctions will be issued for a period not

136

exceeding nine moths at a time and will be communicated to the Accounts Officer of the Project concerned. Particulars of such re-appropriations, will, however, not be recorded in the register of buildings.

Copies of all sanctions accorded by the Task Force Commanders will also be endorsed to the Chief Engineer of the project.

Re-appropriation involving increase in scales or introducing a new practice requires the sanction of the Government of India. Minor increases in scales upto 5 per cent of the authrorised area, which are inevitable due to constructional reasons , will not, however, require Government sanction.

677. 680 Blank.

137

SECTION 6

CONTRACTS

681. The various forms of contracts authorized for use are enumerated below:-

(a) Lump Sum Contracts Lump Sum Contracts ( IAFW- 2159) will generally be used for all ORIGINAL works.

(b) Measurement Contracts –

(i) (a) Item Rate contract . ( IAFW- 1779A) is suitable in cases where large quantities of work, involving a small number of items, have to be carried out but the exact quantities of work required are not known. The contract contains a schedule of items together with the approximate quantity and specifications for each item. The contractor is required to quote his rate against each item and to work out the total sum based on the quantities given and rates quoted.

(b) D.G.B.R. C.A. Form 1 - Tender and Contract for specific jobs, laid down in Annexure 19 may also be used, at the discretion of the Accepting Officer .(ii) (a) Rate Contract for supply of Materials of Furniture, IAFW-1815R is used for the supply of furniture, constructional stores, petty stores for office use etc, in respect of furniture , the items of supply may be divided into groups and a separate contract concluded for each. (b) D.G.B.R. C. A. Form 2- Tender and Contract for supply of stores and materials laid down in annexure 20 may also be used for this purpose.

(iii) Tender and Contract of Handing and /or Conveyance of Stores of any description IAFW- 2320 is used for loading, unloading removal , stacking etc. of stores.

682. In the case of transactions with Central Government departments State Governments etc., agreements will be executed on a “ Memo of terms” a copy of which will be forwarded to the D.G.B.R.

683. Contracts involving any uncertain liability or any condition of an unusual character should be avoided. Such clauses normally

138

required prior sanction of the Government. If local conditions necessitate alterations in the printed conditions of the contract form, these should be referred to D.G.B. R. for orders who may consult the audit and Government legal authorities, if necessary. Verbal changes not effecting the text of the contract, may, however, be made by the Chief Engineer.

POWERS OF ACCEPTANCE

684. The following authorities will exercise powers of acceptance of contracts to the extent against each:-

D.G.B.R. Full Power Chief Engineer Full Power Commander Engineers Rs. 10 Lakhs Garrison Engineer Rs. 5 LakhsOfficer Commanding Base Depot-(i) if Lt. Col. Rs. 2,00,000 /-(ii) if Major/equivalent Rs. 1,00,000 /-

685. Commander Task Force and O.C. Construction Company /Field Company/Base /Transit Depot will exercise the same power ass in para 684 as Commander Engineers and Garrison Engineer respectively.

686. The type of contract, agreements etc. and the authorities competent to execute them are given in annexure 21.

687. The inclusion of the maximum amount of work possible in a contract will usually stimulate competition and achieve economy but, where local circumstances demand, items of a work may be given to different contractors.

INVITATION AND ACCEPTANCE OF TENDERS

688. Tenders will be invited by notice of tender ( IAFW-2162) on two weeks notice. This period may, for reasons to be recorded, be altered according to local requirements. Notices inviting applications for issue of tenders for works costing Rs. 2.5 lakhs and over and also works costing less than Rs. 2.5 lakhs whenever considered necessary, are required to be advertised in press.

With regards to project which are to ‘TOP SECRET’ nature however, the practice of advertisement in the Newspapers will be dispensed with and tenders will be distributed to selected eligible Contractors who are already on the approved list of the MES and have got the capacity and experience to carry out the proposed

139

work. In such cases, the documents may, however, be made available to audit for scrutiny if and when demanded by them.

689. Tender Notice will normally be issued by the officer who is competent to accept the tender ( referred to as the Accepting Officer ). Detailed instruction are contained in the Notice of Tender.

690. Tenders for all woks costing Rs. 2.5 lakhs and over and also works costing less than Rs. 2.5 laksh whenever considered necessary will be advertised. The cost of advertisement etc. will be debited to the work concerned.

The procedure for the advertisement of tender notices in the Press is laid down in Ministry of Information and Broadcasting letter No. 35/2/60/ Adv dated 29-5-61 reproduced as Annexure 22.

691. Tenders will normally be based upon drawings and specifications prepared by the executive. In the case of work of a specialized nature, however, the Chief Engineer may, at his discretion, call for tenders based on the contractor’s own designs and specifications.

692. The procedure for receiving and opening tenders will be as follows :-

(a) Tenders will be addressed to the Accepting Officer as notified in the Notice of Tender.

(b) Tenders will be deposited in locked boxes, the key of which will be held either personally by the Accepting Officer or by an officer specially nominated by him. Tenders received by post will also be deposited in the box.

(c) All Tenders received in time will as for as possible, be opened at the time stated in the Notice of Tender by two officers appointed by the Accepting Officer and scheduled by them in the Comparative Statement of Tenders ( IAFW 1810) which will be signed by both the officers. They will also initial each of the tenders at suitable places for identification of the tenders received in time.

(d) All tenders, of whatever description, will be opened immediately after the time stipulated in the tender documents for their submission in the presence of such of the renderers as may wish to be present. The rates or percentages quoted will be read out in their presence . They will be informed that

140

the tenders are subject to check and examination in accordance with departmental practice.

(c) No tenders received after expiry of the appointed time will be considered for acceptance. Such tenders may, however, be opened to ascertain the desirability of reinviting tenders.

693. Money calculations of all the tenders will be checked and the tenders examined to ascertain which in fact is the lowest. Errors in calculations will be corrected in accordance with the contract conditions and the contract sum modified, if necessary.

694. The tender which is being considered for acceptance will be further examined to see whether it contains any freak rates, i.e., rates which in the opinion of the Accepting Officer, are either abnormally high or abnormally low.

695. If any freak rates are discovered, these will be communicated to the tenderer and he will be afforded an opportunity to revise them. He will be informed that lump sum amount quoted by him will be corrected on the basis of any revision of rates thus made. In case the tender as corrected on longer remains acceptable, the foregoing will he adopted in respect of the next acceptable tender.

696. Where a tenderer does not propose to modify all or any of the freak rates pointed out to him or, where the revised rates quoted by him are not considered reasonable but the tender is otherwise still the most acceptable, the Accepting Officer will decide whether to accept or to reject the tender. Before rejecting such a tender, however, the advice of the C.D.A. will be obtained.

697. If the tender is rejected the Accepting Officer may accept any other tender or resort tore-tendering. Should he decide to accept any other tender, the same procedure will be followed as for correction of freak rates.

698. If the Accepting Officer decides to accept a tender containing freak rates, deviations involving those rates will be strictly controlled and restricted to the unavoidable minimum. 699. Tenders based upon contractor’s designs and specifications will first be scrutinized as to the acceptability of the design and those not considered acceptable excluded from further consideration. Tenders will then be examined with a view to deciding which of the tenders is the most acceptable on technical considerations. In arriving at this decision, the Accepting Officer will

141

be guided by such factors as the type of construction , nature of materials, maintenance expenditure etc., and it should be ensured that the tender selected for acceptance is one in which ( a ) the basic requirements are met by the design selected for acceptance and ( b ) where the authority issuing the tender had specified the use of any particular materials, the design selected for acceptance caters for the use of materials which are fundamentally the same or are analogous thereto , except in relatively minor sections of work. Otherwise, prior sanction of the next higher engineer authority will be necessary.

700. The broad details, on the basis of which the Accepting Officer arrives at his decision, will be placed on record together with a technical appreciation of the suitability of the design selected for acceptance and will be made available to audit on request.

701. The competent authority may, for reasons to be recorded in writing, dispense with calling for tenders and enter into contract on a single tender. 17-1 DGBR/ND/88.

702. If no acceptable tender is received, and if, in the opinion of the competent authority, further efforts in this respect are likely to hamper the execution of the project he may enter into contract by spot tendering or even by negotiations.

703. A tender will be accepted only if the costed schedule of work relating to the tender has been technically sanctioned by the competent engineer authority and the resultant cost of the project as a whole does not exceed the amount of the administrative approval beyond the permissible limit.

704. The original copy of the comparative statement of tenders ( IAFW- 1810), the notices of tenders and the original contract documents as also any subsequent deviation orders and amendments will be forwarded to the Accounts Officer for his reference and record. An additional copy will be furnished to him for onward transmission to the Accountant.

705. One copy of the contract signed by both the parties will be given to the contractor.

DEVIATIONS

706. During the performance of works under a contract, material improvements may suggest themselves which make it necessary to carry out deviations on the contract.

142

707. Deviations on a contract may be authorized only by the officer who accepted the contract unless such powers have been delegated. In delegating such powers, the general nature and the financial limit up to which such deviations may be ordered will be specified.

708. No deviation will be ordered on any contract if it entails an increase in the sanctioned expenditure or it beyond the deviation limit specified in the contract.

709. The deviation orders will clearly state how the deviations are to be measured and priced. Any additional time allowed will be stated and the contractor’s agreement obtained.

AMENDMENT

710. The officer competent to accept the contract is also competent to amend it provided that the contract as amended is within his powers.

711. If an amendment should bring the value of the contract above the powers of the officer who accepted the tender, the amendment will be referred for acceptance to the authority within whose powers the revised value of the contract lies. In such cases the amended contract will have the same implications as if it was originally concluded for the amended amount. The amendment to the contract should clearly specify this position.

712. In contracts for handling of stores and supply of materials, only an approximate amount will be entered in the tender as a rough guide. In case the actual value of work done of supplies made exceed that amount it will not necessitate an amendment to the contract provided :-

(a) the additional work is ordered in accordance with the condition of the contract and within the period covered by it, and.

(b) The effect is not to increase the value of the contract beyond the powers of acceptance of the engineering authority concerned.

Issue of Stores, T & P etc.

Stores

143

713. Stores may be issued to a contractor for use on works for which the contractor is paid for fixing only. In this case, the cost of the stores will be charged direct and finally to the work. No recovery in respect of such stores will be made from the contractor.

714. In cases where the contract is for completed work i.e. at inclusive rates covering the cost of labour and stores, the categories and rates of recovery of stores that will be issued to the contractor will be laid down by D.G.B.R. from time to time.

715. When stores are issued to the contractor, an unstamped dated acknowledgment on IAFW- 1870, detailing full particulars of the stores and Tools and Plant issued, the recovery rates and the total cost chargeable will be taken from the contractor before the Stores and T & P are handed over to him.

716. When a contract specifies that the contractor will draw certain stores from Government, it is not permissible for the contractor to obtain the stores from any other source, except in cases of emergency when the contractor is allowed to supply the stores himself. In such cases, the rates at which the contractor is to be paid and the reasons for allowing him to supply the stores will be reported to the D.G.B.R. Necessary amendment to the contracts will also be carried out.

717. Government will not take from the contractor any material procured by him from sources other than Government for incorporation in the works but which may have subsequently become surplus to his requirements, except as provided for in the contract.

718. Stores issued to a contractor under the terms of contract will not be utilized by him otherwise than for incorporation in works carried out under the contract. All serviceable stores will be retuned by the contractor to Government at the place of issue. The contractor will be allowed credit in respect of such stores returned in the same condition in which they were issued, at the rates he was originally charged for.

Tools and Plant

719. When an item of tools and plant or equipment or vehicle is issued to the contractor on hire, recovery will be made on the basis of hurly “ Usage Rates “ laid down for the item. In addition the pay and allowances of the crew operating the equipment and the cost of P.O.L. issued will be recovered from the contractor. Under no other

144

circumstances, will tools and plant or equipment or vehicle be given free or on loan to the contractor.

720. The officer operating the contract must ensure that stores, tools and plant and machinery issued for a work are brought to the site of the work and actually used. No stores etc. may be removed by the contractor without the permission of the officer operating the contract.

Payments to Contractors

721. Bills will be prepared by contractors who will be required to submit them in duplicate.

722. Final contract bills will be prepared on IAFW – 2262. Bills for measurement contract will contain the details of quantities obtained by measurement entered in the obstract sheet ( IAFW-2264) attached to them. The abstract sheet will be prepared from measurements recorded in Measurment Books.

723. Claims for advance payment will be prepared by contractors in duplicate on IAFW-2263. Such payment on ‘ running account ‘ may be made in accordance with the conditions of the contract. The engineer- in charge will assesses the cost of the work done and materials collected and will record the charges against the contracts with a view to verifying the reasonableness of the payment claimed by him. The amount of payment on ‘ running account’ will not exceed the difference between the approximate cost of work done, and the cost of stores, hire charges of T & P etc. issued and any previous running payments made up to date. In making such an advance, due allowance is to be made for the amount of security deposit, if any, and the sum which it is considered, should be withheld to cover possible contingencies. Payments on ‘ running account ‘ shall be made on the personal certificate of the engineer authority and will be settled in the final contract bill.

724. All advances or recoverable payments to a contractor will be entered in the Construction Accounts and in the Contractors Ledgers ( IAFA 785 ) as charges against the contractor.

CONTRACTOR’S LEDGER

725. In the contractor’s ledger a separate folio will be opened to cover all transactions in respect of each contract. The ledger will be posted as transactions occur and will be balanced monthly. Even in

145

cases of contracts in which the only payment is the final payment, a separate ledger folio will be opened.

726. The closing balance of each contract account will show the amount outstanding, if any, in respect of each contract. The balance of account in the ledger will be reconciled monthly with the corresponding balance detailed in the construction account.

727. The Task Force Commander or an officer deputed by him will periodically examine the ledger accounts to see the that balances do not remain outstanding for a long time.

728. The contractor should be encouraged to examine his ledger account from time to time and sign it in token of his acceptance. He may be given an extract of the ledger account, if required.

729. The bills of contractors for works carried out or services rendered and bill for ‘on account ‘ payments will be technically checked by the Surveyor of Works staff before payment is made. Where Surveyor of Works staff are not posted or are not available, the Chief Engineer may authorize a suitable officer not below the rank of an Assistant Executive Engineer to carry out necessary technical check of these bills.

730. All payment to contractors will be made by crossed cheques’ as stipulate’ in contract forms . ( See para 661 for payments in areas where Treasure Chest Holders function).

731. In the case of small contractors ( see para 614 ) with contracts of the value of Rs. 20,000 or less, payments not exceeding Rs. 5,000 at a time may be made in cash on the specific authority of the Chief Engineer. Such payments in cash shall be witnessed by a responsible person not connected with the G.R.E.F.

Payment not exceeding Rs. 5,000 at a time may also be made in cash to small contractors entrusted with roadside Basha construction work proved the value of the contract does not exceed Rs. 20,000. Such payments will be witnessed as stipulated in the preceding sub para.

732. Should a contractor neglect or fail to carry out a work which he has undertaken to complete, it may become necessary to have the work executed through other agencies. It is permissible in such cases to spend Government funds at the risk and cost of the defaulting contractor in accordance with the terms and conditions of his agreement. To avoid subsequent dispute, suitable intimation

146

should be sent to him as soon as action is taken under this para and subsequently, as charges are incurred on his account.

COMPENSATION

733. The circumstances under which the contractor will become liable for compensation are defined in the conditions of contract.

734. The Chief Engineer may waive or reduce compensation in the case of contracts concluded by him or authorities under him. The concurrence of the C.D.A. in such cases is not necessary.

736. Chief Engineer may settle on the basis of equity and with the concurrence of C.D.A., any dispute directly arising out of the terms and conditions of the contract, if the payment involved does not

737. If the dispute cannot be settled at the level of the Chief Engineer and the C.D.A. and in case the payment involved exceeds Rs. 10,000 the matter should be reported to the DGBR for settlement in consultation with B.R.D.B. and the Ministry of Finance ( Defence).

738. Claims not directly arising out of or in excess of the terms and conditions of contract, which are ex-gratia in character, require the prior sanction of Government.

739. Similarly, payment to a contractor of an advance or compensation outside the terms of his contract requires the sanction of Government.

CLASSIFICATION OF CONTRACTORS

740. The classification of contractors in respect of Border Roads Organization the amounts of Standing Security Deposit to be furnished, the limit of minimum reserve required to be possessed by contractors seeking enlistment and the authorities competent to enlist contractors of different categories are as under :-

Class Under tendering limit Rs.

Amount of Standing Security Deposits

Minimum Reserve Rs. In lacs

Authority Competent to enlist

‘S’ (Special )

Unlimited 70,000 /- 12.50 DGBR

‘A’ 60 lacs 60,000 /- 7.50 DGBR

‘B’ 30 lacs 35,000 /- 6.00 DGBR

147

‘C’ 15 lacs 18,500 /- 3.75 CE Project

‘D’ 7.50 lacs 9,500 /- 1.50 CE Project

‘E’ 4.00 lacs 6,000 /- 1.00 Task Force Commander

‘F’ 2.00 lacs 4000 /- 0.60 Task Force Commander

Earnest Money

741. The amount of Earnest Money will be required to be furnished to be furnished by the contractors with the tenders, who are not enlisted with Border Roads Organization and have not executed Standing Security Bond, which shall be calculated based on the following revised scale :-

Estimated cost of work Earnest Money

1 2

(i) Upto Rs. 2.00 lakhs 2.5% of the amount subject to a minimum of Rs. 500 /- and maximum of Rs. 4,000 /-

(ii) Over Rs. 2.00 lakhs and upto Rs. 400 lakhs

2% of the amount subject to a maximum of Rs. 6,000 /-

(iii) Over Rs. 4.00 lakhs and upto Rs. 7.50 lakhs.

Rs. 6,000 /- plus 1.5% of the amoun in excess of Rs. 4.00 lakhs, subject to a maximum of Rs. 9,500 /-

(iv) Over Rs. 7.50 lakhs and upto Rs. 15 lakhs

Rs. 9,500 /- plus 1.5% of the amount in excess of Rs. 7.50 lakhs, subject to a maximum of Rs. 18,500 /-

(v) Over Rs. 15 lakhs and upto Rs. 30 lakhs

Rs. 18,500 /- plus 1.25 % of the amount in excess of Rs, 15 lakhs subject to a maximum of Rs, 35,000 /-

(vi) Over Rs, 30 lakhs and upto Rs. 60 lakhs

Rs. 35,000 /- plus 1% of the amount in excess of Rs. 30 lakhs subject to a maximum of Rs.

148

60,000 /-

(vii) Over Rs. 60 lakhs Rs. 60,000 plus 1% of the amount in excess of Rs. 60 lakhs subject to a maximum of Rs. 70,000 /-

In exceptional cases, Chief Engineers, may, with the priory

concurrence of DGBR, exempt reliable contractors and specialist specialist firms of repute from depositing earnest money.

If the tender of a contractor is accepted, the Earnest Money deposited by him will be refunded to him on receipt of the full amount of Security Deposit. The amount of Earnest money will be refunded to him if his tender is not accepted. The refund will be allowed as soon as possible after the tenders have been scrutinized and the Accepting Officer certify that a bonafide tender has been submitted and all documents issued to the contractor have been returned. If the tender submitted by the contractor is considered non-bonafide recovery of such compensation as the Accepting Officer may consider reasonable will be affected from the contractor.

742. Security Deposit for individual work (i.e. individual Security Deposit ) shall be 25% more than the amount of Earnest Money calculated as per the scale laid down above based on tendered cost, subject to the provision the in no case the individual Security Deposit shall exceed Rs. 75,000 /-Security Deposit will be obtained from the contractor within 30 days of the receipt by him of notification of acceptance of his tender.

In case the contractor fails to deposit the stipulated Security Deposit within the period of days from the receipt of notice asking him to deposit Security the full amount will be recovered from the first RAR payment or from the first final bill. If the amount from the first RAR/final bill is not adequate the remaining sum shall be recovered from the subsequent RAR/ bills of the contractor in full and the amount of Earnest Money deposited with the tender may be converted into part of Security Deposit.

No security deposit will be taken from Government Departments, Public Sector undertakings, Cantonment Boards or Municipalities.

Authority :

149

Govt. of India Min. of Surface Transport, BRDB letter No. F. 66(5)/BRAB/BWA/86/23034/DGBR/E2A (Policy) dt. 25 June 1987. Case File No. PC-64 to MF No. 24005/DGBR E2A(T&C) Sectt. BRDB U. O. No. 232(13)/BRAB/BWA/86 dt. 30-10-89/1-11-89

Min. of Def. ( Fin/BR) U.O. No. BRS/2201/S dt. 23.1089.

743. The prescribed forms of security are :-

(a) Government Securities (b) State and Municipal Debentures (c) Port Trust Bonds (d) Deposit receipts of the State Bank of India and its

subsidiaries and of the 14 Nationalized Banks. (e) Guarantee Bonds executed by the State Bank of India;

Guarantee Bonds by a Scheduled Bank and countersigned by the State Bank of India recommended by the Reserve Bank of India for acceptance.

(f) Post Office Cash Certificate at market price (g) Post offices Savings Bank Pass Book.(h) National Savings Certificates at market price.

744. The security may be a combination of any of the forms prescribed above.

745. The security deposits enumerated in (a), (b) and (c) of para 743 are subject to the rules in the Government Securities Manual, those in (f) and (h) to the rules for cash certificates and those in (g) to the rules for the Saving Bank Account.

746. In the case of Municipal Debentures and Port Trust Bonds, the Accepting Officer should satisfy himself that these securities are sound.

150

747. Where a security is deposited in the form of post office Savings Bank Pass Book, the Accepting Officer will satisfy himself by an inspection of the entry in the Pass Book that the amount deposited has been correctly pledged.

748. All forms of security will be forwarded to the Accounts Officer who will keep them in safe custody . The Accepting Officer will make arrangement with the Accounts Officer for collection of any interest on behalf of the depositor.

749. The refund of security deposit may be authorized after the delivery of the supply or the performance of services contracted for and after the expiry of the maintenance period if any, prescribed in the contract. The refund of securities will always be subject to the proviso that there are no dues to be recovered from the contractor by the Government the prescribed maintenance period has expired and that the other conditions for the release of security deposit have been fulfilled.

750. Security deposited by a contractor will be refunded to him on his furnishing a ‘Non- Demand Certificate’ ( I.A.F.A. 451) and on the Accepting Officer certifying thereon that there are no dues outstanding against the contractor. The No- Demand will then be forwarded to the Accounts Officer for authorizing the release of the security. The depositor’s acknowledgment will be obtained before any security is refunded.

751. A register of securities ( I.A.F.W. 2286) shall be maintained to keep a record of the securities.

Appointment of Govt. Pleaders/Legal Counsels

752. Chief Engineers are competent to appoint Government Pleaders/Legal Counsels to conduct the following proceedings in a Court of Law after a case has been referred to Arbitration in respect of Contracts within their financial powers :-

(a) For securing implementation of the award of the Arbitrator.

(b) When the matter is referred by the Arbitrator for the opinion of the Court.

753 - 760 Blank.

151

SECTION 7

HIRING OF IMMOVABLE PROPERTY

761. The following authorities are competent to accept necessity for hiring/dehiring of lands, building or other immovable property to the extent indicated against them:-

Per property per annum (a) D.G.B.R. Rs. 50,000 /-

(b) Chief Engineer Rs. 20,000 /-

762. The financial limits indicated above will be calculates on the basis of the initial amount of non-recurring compensation, if any, payable plus rental and other recurring charges for one year payable under the agreement / lease.763. The Chief Engineer shall not hire accommodation for his own office or residence even if such hiring may otherwise be within his powers. Such cases shall be referred to D.G.B.R. for sanction.

764. In cases where the amount of compensation and annual rental exceeds the financial powers of the Chief Engineer, the proposal for hiring will be referred to the D.G.B.R. Hiring of any land, building or other immovable property expected to cost over Rs. 30,000 per annum per property will be referred to Government for approval .

765. An agreed inventory of the property together with furniture and fittings, showing their condition shall be prepared and annexed to the hiring agreement. Similarly an agreed “ Schedule of Dilapidations” shall be prepared at the time of lease of the property. Signed copies of agreement / lease and “ Schedule of Dilapidation” shall sent to the D.G.B.R. and the Accounts Officer concerned as soon as they are executed.

766. Buildings hired for residential or office purposes will, as far as possible, conform to the scales of accommodation prescribed for the purpose.

767. All cases of hiring which are referred to Government for approval will include the following particulars:-

(a) size, description and location of the property;

152

(b) exact purpose and period for which the property is required;

(c) how the property is being used at the time of hire;(d) compensation, initial and terminal, and estimated annual

rent payable;(e) whether there is any political or other objection to the

hiring.

768. The site plan for land and elevation plan for buildings should accompany all proposals for hire.

769. The form in which the hire agreement should be concluded will be prescribed by the D.G.B.R.

770. D.G.B.R. and the Chief Engineers may sanction payment of Terminal Compensation on surrender of hired property upto Rs. 50,000 /- and Rs. 2,000 /- per case respectively. Cases in which the amount of compensation exceeds Rs. 50,000 /- will be reported to the Government for sanction.

771 - 775. Blank.

153

SECTION 8

TREASURE CHEST HOLDERS

Duties

776. The Border Roads Treasure Chest Holder will function as a small treasury to hold and supply the requirements of cash of Task Force Commanders etc. The Treasure Chest Holders will ordinarily be located in forward areas where Treasury facilities do not exist or where the Civil Treasury cannot cope with work relating to supply of funds to the G.R.E.F. The places where Treasure Chest Holders will be located will be decided by the Chief Engineer and lntimated to all concerned.

777. The necessary administrative cover for the Treasure Chest Holders including transport, armed guard, escort etc, will be provided by the Chief Engineer. The Treasure Chest Holders will arrange for the safe custody and conveyance of cash in their possession.

CASH ASSIGNMENT

778. A Cash assignment on the nearest civil treasury will be placed in favour of the Treasure Chest Holder by the Controller of defence Accounts. The amount of the assignment will be fixed by the Chief Engineer in consultation with the C.D.A. The C.D.A. will supply the Treasure Chest Holder cheque books etc. to enable him to draw funds from civil treasury.

The maximum amount of cash that will be retained at any time by the Treasure Chest Holder in his Treasure Chest will be initially laid down by the Chief Engineer in consultation with C.D.A.

779. Each Treasure Chest Holder and the Accounts Officer will be furnished by the Chief Engineer concerned with a list of the formations and the names and specimen signature (in duplicate) of the officer of such formation, actually authorized to draw cash from them Changes in the list will be promptly communicated to the Treasure Chest Holder and the Account Officer by the Chief Engineer. Before making payment, the Treasure Chest Holder will take all reasonable steps to establish the identity of the payee drawing the amount.

154

780. Officers authorized to draw cash from the Treasure Chest Holder will be supplie I with Border Roads cash Requisition Form ( BRDB No. 1 ) by the Treasure Chest Holder on receipt of application therefore. The Treasure Chest Holder will make necessary arrangement for obtaining enough stocks of Cash Requisition Forms for supply to the authorities mentioned in para 631 from the Chief Engineer concerned. The D.G.B.R. will be responsible for printing of the books of these forms and issuing them to the Chief Engineer. The forms will be treated as security document and kept in safe custody. Their receipt and issue will be accounted for in a register to be maintained by the Treasure Chest Holder.

781. As and when a Cash Requisition book is supplied to an Officer authorized to draw cash, the Treasure Chest Holder will report the fact to the Chief Engineer and the Accounts Officer, indicating the full name, designation of the officer to whom issued and book number with the number of the form.

CASH ACCOUNTS

782. The Treasure Chest Holder will maintain cash book (form B.R.D.B. No. II ) in which all receipts and payments will be entered by him. He will also maintain other cash accounts etc. as detailed in para 642 et seq above.

783. All receipts of cash accounted for in the cash book will be signed by the Treasure Chest Holder and all payments will be signed by the Officer receiving the amount in the remarks column of the cash book. The payment entries in the cash book will indicate the name and designation of the officer to whom the amount is paid and will also be supported by Cash Requisitions from the officer authorized to draw the amounts, showing the amounts in works as well as in figures.

784. The Treasure Chest Holder will balance the cash account after each day’s transaction and record the book balance in red ink, in works as well as in figures . He will then court the actual cash in the treasure chest and record the counted cash balance in the cash book with a certificate of counting. Any difference between the two figures should be investigated at once and reported to the Chief Engineer, Accounts Officer and the C.D.A. concerned without delay.

785. The Treasure Chest Holder will submit a balanced account on form B.R.D.B. No. 11 daily to the Accounts Officer concerned, showing the opening balance; cash received during the day and the

155

closing balance and also the certificate of count referred to above. Each transaction of receipt and payment will be exhibited separately, in the cash account, supported by relevant voucher. If there are no transactions on any day, a simple report confirming the cash balance of the previous day will be submitted to the Accounts Officer.

CHANGE OF TREASURE CHEST HOLDER

786. In the event of change of a Treasure Chest Holder, the cash in his custody will be jointly checked by him and the officer who relives him. The amount of cash so counted will be recoded in the cash book and signed both by the outgoing and incoming Treasure Chest Holders. Handing and taking over certificate ( IAFZ 2081) will specify the cash balance, balance of assignment and the cheque books on the day of handing and taking over. A copy of the handing over/taking over certificates signed by the incoming and cutgoing Treasure Chest Holders will be forwarded to the Accounts Officer, the Chief Engineer and the C.D.A.

CLOSING OF THE TREASURE CHEST HOLDER’ ACCOUNT

787. When the Treasure Chest is to be closed down, the Treasure Chest Holder will pay the cash balance in his account into the nearest Treasury or State Bank of India and submit the treasury receipt with his final cash account to the Accounts Officer. He will also return the unused or partly used cheque books to the C.D.A. and the Cash Requisition Books to the D.G.B.R. through the Chief Engineer.

788 - 790. Blank.

156

SECTION 9

ACCOUNTS

Auditable documents

791. The accounts that should be maintained by units and formations in the G.R.E.F. are laid down in Annexure 23.

792. The accounts will be subject to usual audit check.

CASH ACCOUNTS

793. Detailed instructions for the maintenance of cash accounts are contained in para 642 et seq above.

CONSTRUCTION ACCOUNTS

794. Separate Construction Accounts will be maintained on BRDB Forms 26. 26B, 26C, 26D, 26E for each work. It will also be maintained to account for expenditure in respect of maintenance service, and formations like Headquarters. Chief Engineers, etc, In it will be recorded the amounts sanctioned and allotment received and day-to day running account of the expenditure and liabilities incurred and credits expected.

795. Construction Accounts will be maintained under the following headings:-

(a) Service Personnel

(a) Officers(b) Others.

(ii) Civilians

(a) Officers.(b) Others.(c) Casual Labour.

157

(iii) Rations.

(iv) Clothing (v) Petrol, Oil and Lubricants.(vi) Tools and Plant and Vehicles. (vii) Expenditure on common service.(viii) Materials and connected freight charges.(ix) Miscellaneous and contingent expenditure.(x) Works carried out through contract.

796. From the Construction Accounts, abstract will be prepared monthly on BRDB 26 A. The abstracts will be summarized monthly to show the total expenditure and liabilities under the headings indicated above. The totals will be carried to Expenditure Return to be complied in accordance with the para 847.

797. Expenditure under the heads given in para 795 will be worked out and adjusted in the Construction Accounts as laid down in para 817 et seq.

798. The Construction Accounts will be maintained by the Accounts Officers or Accounts concerned. Copies of bills, indents and any other documents/information that is required for the proper maintenance of the Construction Accounts will be sent fortnightly to the Accounts officer or Accountant concerned.

STORE ACCOUNTS

General

799. The following principles will govern the maintenance of store accounts by units and formations.

800. Units and formations will maintain all store accounts relating to the administration of the units as such, for example, clothing, equipment ( including vehicles, tractors and other plant and machinery held). P.O.L. and all other stores, except rations and expendable stores.

801. In respect of expendable stores supplied to the units and formations for the execution of work maintenance, all accounts shall be maintained by the Task Force Headquarters. Stores collected for maintenance as distinct from original works shall be accounted for separately. Expendable stores issued by the Task Force to the Units will be struck off charge on issue vouchers, copies of which

158

duly receipted by the units will be held by the Task Force and the issues will be treated as ‘final’ issues and no account in respect of these will be maintained by the units. Other types of stores issued to the units will not be struck off charge except when lost or rendered unserviceable.

BRIDGING EQUIPMENT

801- A. The procedure for accounting of bridging equipment at various levels i.e., Base Depots. Engineer Stores and Supply Covs and Construction Coys will be as follows:

ACCOUNTING IN BASE DEPOTS ( CE’S LEVEL).

The bridging equipment in Base Depots will be accounted for in stock ledger by components and will be issued as permanent issues to Task Forces against their regular demands for sanctioned works or anticipated works for which release order will be given by CE. No loan issues will be made from Base Depots.

Accounting by ES & S Coy/Stores, Platoon ( Task Force level).

(a) Bridging equipment released to Task Force will be accounted for by components in the Bridging Stock Ledger by the Stores Coy/Platoon. Issues Stores Coy will be made against release order from the Task Force against sanctioned works. Bridging equipment except launching gear issued by Stores Coy/Platoon will be issued to Construction Coys or other units on regular issue voucher. Stores Coy/Platoon will price the receipted copy of the issue voucher and schedule to their UA for booking of expenditure in the Construction Account against the sanctioned work Similarly on delaunching of the bridge and return of components, the Stores Coy/Platioon will price the receipted copy of consignor’s issue, vouchers and schedule the same to their UA for affording any credit to the respective job in the construction accounts. However, no credit is to be afforded for the equipment delaunched after the rendition of completion reports Part ‘A’ and Part ‘B’ Since the bridging equipment has already been paid for centrally at the time of procurement, no debit or credit will be given to Capital Head of account.

159

(b) Once the bridging equipment is issued from Stores Coy/Platoon and taken off the “ Bridging Stock Ledger”, it will, however, be recorded on a separate Committed Stock Ledger ( Known as “ Bridging Stores Committed Ledger”). This will be maintained to keep a check on the total Bridging Equipment On delaunching of the Bridge the same will be again surveyed by a Board of Officers to be ordered by Task Force Commander to condition each component and on receipt in Stores Coy/Platoon the components will be taken off from “ Bridging Stores Committed Ledger” and Brought back to Bridging Stock Ledger.

(c) The bridging components issued for launching bridges are to be taken on delaunching of bridges. As such for all intents and purposes the components are issued as a temporary measure and remain the assets of the Project till rendered unserviceable. It is, therefore, necessary that Stores Coy/Platoon maintain a separate ledger for committed components which are issued for launching of bridges to that, information on complete holding of committed and non-committed components is available at all times with Task Force/Projects. Ledgers showing components are not auditable.

(d) Launching Gear for the bridges will be permanently held on the charge of Stores Coy / Platoon and will be issued on loan for specific period to be determined by the Task Force Commander. Launching gear will be returned to the Stores Coy/Platoon after launching of the bridge. Survey of components on launching gear may be done if necessary to assess the condition at each stage. No proforma adjustment on this account will be required.

(e) In special cases, Task Force Commander may like to keep certain launching gear components with user units for emergency. In this case, the components will be issued to the Construction Coy/other units on loan, for specific period and their loan period will be reviewed annually and extended, if required, under specific orders of Task Force Commander . The loan issue will not be charged off from the ledger but will be reconciled every quarter by Stores Coy/Platoon and acceptance obtained in token of correctness on distribution ledger. If bridging equipment on loan is actually used on the ground against sanctioned works, action as per Para (a) will be taken and issue regularized from loan to permanent issue and

160

shown in Bridging Stores Committed Ledger as per Para (b) above.

Accounting by Construction Coy/Platoon or units entrusted with construction of bridges

Temporary Bridges

(a) The equipment on receipt will be taken on charge by the construction Coy/Platoon on their Bridging Equipment Ledger. As soon as the equipment is used on a bridge, it will be shown on the distribution page of the ledger as issued against job No. …….. for bridge at ……………… and entries linked with the Bridging Register. As and when bridging register is handed over to a relieving unit they will ensure that the equipment is also handed over as per stock ledger and bridging register to the reliever unit. All important documents will be handed over along with details of all equipment including loan equipment, if any.

PERMANENT BRIDGES

(c) Bridging equipment lose their identity after these are used in the bridges of permanent nature. Equipment so sued on the bridges of permanent nature may be struck off finally from the bridging equipment ledger of the Construction Coy/Unit against specified job. These components should not be accounted for separately in the bridging equipment ledger but the completed bridge would be taken on charge as a complete structure. The complete permanent bridges will be handed over to the relieving unit as complete structure alongwith completion drawing drawing /documents.

Ration Accounts

802. Units and formations will submit to the Composite Platoon their daily strength statement and draw their requirements of rations in build from the Composite Platoon, based on the daily strength of the Unit and scale of rations authorized. Units and formations shall maintain daily strength statement in support of ration account Part – Ii orders will also be issued for exercising administrative control over the ration strength.

161

Procedure for maintenance of ration accounts in respect of Transients in Base Depots and staging Camps is laid down in Annexure 26

803. The requirement of rations for issue on payment, where authorized, will be obtained by the units as per scales from Composite Supply Platoons on separate indents, supported by a statement showing the following details:-

(a) Number of Casual Personnel for whom ration is demanded.

(b) Period covering the indent.(c) Quantities in stock, if any; and (d) Authorized scales and the basis of calculations for the

total quantity.

Ration will normally demanded based on the total paid strength of the previous month. Where there has been any large scale increase or decrease in the last paid strength, the indent may be prepared for the actual numbers for whom the rations are required. In such cases, increase over the last paid strength, if beyond 10% should be adequately explained in the indent itself to avoid the possibility of any erroneous overdrawals.

To ensure that rations are issued only to authorized

personnel, units drawing rations for payment issue will maintain a register showing the details of personnel and the quantities of rations issued to them. Signatures of the individuals in token of having received the rations will also be taken in this register. Where the labour is spread over a wide area and it will be expedient to issue rations in bulk to a Mate or Gangman instead of each labourer individually in the opinion of the OC unit, signatures of the Mate /Gangman may be obtained in the register. This register will only be maintained for administrative check and would not be auditable.

When these rations are issued to personnel, recovery will be made concurrently on “ Cash “ Carry” basis. Once a particular quantum of labour ration is issued by the Composite Supply Platoon at a particular issue rate of the articles concerned, these rates will be adhered to for effecting recovery from Casual labour who are issued who are issued rations, till that stock is exhausted.

The amount recovered from Casual personnel will be deposited with the Commander Task Force and a receipt therefore obtained from him. The amount will be accounted for in the Cash Book by the Commander Task Force who will credit it into the Treasury as early as possible.

162

When it is administratively convenient CEs may authorize units to account for in their Public Funds Account Cash Book, the amount recovered on account of cost of Rations issued on payment to casual personnel. In that case units will deposit the money in their public fund account with bank simultaneously drawing a cheque in favour of their bankers together with MRO for the amount which will be presented to the bank with the request that the amount be credited into the Treasury. The MRO will be forwarded to the Unit Accountant for adjustment and his acknowledgment obtained and kept on record by the units for verification by the Accounts officer during his periodical inspection of accounts.

At the end of the month, units will prepare a reconciliation Statement which will reflect quantities as well as cost of rations drawn, sold, balance of unsold stock left with the unit the amount deposited which Commander Task Force on account of sale of rations.

The quantities issued on payment Vouchers will be charged off the Central Ledgers of Supply Platoon and simultaneously accounted for in two separate ledgers. In one ledger, quantitative unit-wise accounts of labour rations issued for sale will be maintained and in the other value of rations issued as per payment issue vouchers and the cash deposits made by the units will be recorded.

The labour ration accounts will be audited at Composite Supply Platoon level with reference to the unit reconciliation statements, payment issue vouchers and ration indents held with the Composite Supply Platoon.

804. No reserves of rations shall be maintained by units and formations for issues to be made on payment.

P.O.L. Accounts

805. Procedure for use of mechanical transport and accounting of POL is given in Annexure 29.

806. Accounting of transactions of POL from the kerbside pumps is Border Roads Organization shall be done as per procedure outlined in Annexure 34.

PERSONAL CLOTHING AND EQUIPMENT

163

807. Items of personal clothing and equipment when issued to individuals will be struck off ledger charge on issue vouchers supported by a statement showing the names of the individuals and the items of clothing and equipment issued to each. Items of clothing and equipment issued will also be recorded in the Identity and Personal Book of the individuals concerned under dated initials of the officer issuing them.

ACCOUNTS FOR BULK STORES

808. Formations like Composite Platoon receiving stores, equipment etc. In bulk for issue to other units or formations will maintain stock ledgers to account for such stores when received will be taken on charge on R.Vs ( Receipt Vouchers) and issues will be struck off charge supported by I. Vs ( issue Vouchers). The R. Vs. should be subsequently linked with I. Vs. received from consignor units and formation or bills paid for their procurement locally. Receipted copies of the I. Vs. will be obtained from the units and ( ormations to whom stores are issued and recorded for verification. The R.Vs. and I. Vs. will be serially numbered separately and copies of these will be furnished to the Accountant fortnightly. In respect of issues of rations the Composite Platoon shall record the daily strength statements referred to in para 802 along with the relevant I. Vs, for audit purposes.

MOBILE SURGICAL UNIT ACCOUNTS

809. Mobile surgical Unit will maintain ledger account for Medical satirical and X-Ray equipment on charge and for the medical stores received Expendable medical stores will be struck off charge monthly on expense vouchers with a certificate by the O.C. Unit to the effect that the stores have been fully utilized for authorized purposes. Medical and Surgical equipment will be charged off from the ledger duly supported by transfer vouchers loss statements etc., in case of transfers to other units or losses, as the case may be.

MEDICAL STAGING SECTION ACCOUNTS

810. Ledgers to account for medical and surgical equipment, X-Ray equipment, hospital clothing and any other equipment or stores, will be maintained Ration Returns shall be maintained to account for ration articles drawn from Composite Platoons for issue to patients as diet items. Quantities issued will be charged off in the Ration Return on the basis of individual diet sheet in respect of the patients. Hospital stoppage rolls will be prepared in respect of personnel who are not entitled to free treatment and sent to the Accountant or

164

Accounts Officer concerned for recovery or adjustment of the charges involved.

811. Blank.

SURPRISE CHECK

812. The Chief Engineer will arrange for surprise checks of cash and bank balances held by treasure chest holders and Assignment Holders in respect of cash assignments, imprest including field imprest where held, Pubic Fund Accounts held at Task Force level, Os C Base / Transit Depots Base Work- shops, Stores Divisions GREF Centre and Record Office GREF and LO DGBR Calcutta. However, in respect of units under Task Force Commander Task Force will arrange for surprise checks. These checks will be carried out quarterly by an officer not below the rank of EE/CO I /Major. Where an officer of this rank is not available in the station, CEs may authorizes an AEE/CO II/Capt to carry out this check. This sanction will be notified to AO and CDA concerned. Officers to conduct surprise check of cash balances will not carry out the surprise check of the unit to which they belong. Officer deputed for such checks should be form different unit. The results of such checks in case of units will be intimated to the Accounts Officer. Chief Engineer concerned; and in the case of Task Force HQ. Base Depots and workshops to AO. CDA. CE and the DGBR. Officers detailed for conducting surprise check of cash balances of Public Funds (including field imprest ) will also simultaneously the cash balances of Regimental Funds and endorse result thereof in the Regimental Fund Cash Books.

QUARTERLY AUDIT BOARDS

813. At the end of each quarter the Task Force Commanders will convene a Departmental Audit Board consisting of two to three officers of different units presided over by EE/CO I/ Major to check all public Fund Accounts (including imprest /cash assignment ) and cash balances and audit the accounts of regimental funds of all units/formations in the Task Force. The Board will be assisted by an officer/senior subordinate from the unit whose regimental fund accounts are being audited. Audit Board in respect of CE s HO. TF HQ and units directly under CE for local administration including GREF Centre and Records office GREF will be ordered by Chief Engineer.

814. In carrying the duties of the quarterly audit board, the board will satisfy themselves that:-

165

(a) the accounts are arithmetically correct and have been kept in accordance with the rules;

(b) all receipt and disbursements, are supported by vouchers and the disbursements, having due regard to the objects of each funds, are generally speaking legitimate and reasonable. Any disbursement which is excessive or extravagant will be brought to notice;

(c) all authorized or fixed contributions to the various funds have been duly credited to those funds;

(d) liabilities are not omitted from the balance sheets;

(e) assets are not over estimated and funds are invested in strict accordance with rules;

(f) cash credits are actually available;

(g) the rules regarding banking of regimental funds have been complied with, and

(h) the cash and bank balances of all accounts are correct.

(i) The responsibility for maintenance of public and regimental funds is not centralized in the hands of any one officer in units having two or more officers.

815. The presiding officer of the board will sign and date each account checked where public or regimental. The proceedings of the board will be prepared in duplicate and the board will certify therein that all rules and instructions bearing upon their duties have been carried out. The original copy of the proceedings with an

166

indicating of any action proposed with reference to the finding of the board will be forwarded to the CE/TF Commander who will issue instructions for compliance as necessary. The duplicate copy will be field for production at the annual inspection of the unit. The officer carrying out the annual inspection of a unit will record in his inspection report, whether the quarterly audit boards have performed their duties to his satisfaction. The proceedings of the quarterly audit board will be examined by the AO(P) to ensure the public funds accounts are being subjected to examination by the board periodically, as prescribed, at the time of his periodical inspection of the unit/formation concerned. Any serous irregularity pointed out by the quarterly Audit Board will be reported by the CE/Task Force Commander to the DGBR/Chief Engineer respectively. Financial irregularities ( including loss of public money) will be reported to CDA concerned . CEs will ensure that regimental funds accounts in respect of all units are maintained generally in accordance with instructions contained in the manual “ Regimental Accounts 1972” and units follow administrative instructions issued on the subject by DGBR from time to time.

167

SECTION -10

ADJUSTMENT OF EXPENDITURE

GENERAL

816. The following procedure will be followed for the adjustment of the various items of expenditure in the accounts of projects.

PAY AND ALLOWANCES OF SERVICE PERSONNEL

817. The expenditure on pay and allowances in respect of all service personnel officers and others, will be adjusted by the C.D.A. (O) and C.D.A. (Ors) to the relevant heads of account of Defence Services Estimates. The expenditure on this account will be adjusted in the accounts maintained in the GREF at capitation rates notified by the Ministry of finance (Defence), by contra-credit to the Defence Services Estimates. For this purpose, the Accountant/Accounts Officer will be finished monthly with a strength statement of the Service personnel employed in each unit/formation in the proforma prescribed by D.G.B.R.

818. The capitation rates fixed will include, besides pay and allowances , an elements on account of leave concession and free postal facilities admissible to the personnel. All other items of expenditure not included in the capitation rate such as traveling allowance, ration allowance etc. where due will be adjusted on the basis of actuals by the Accountant /Accounts Officer. In cases where such allowances are admitted by the Controllers of Defence Accounts mentioned above, the amounts involved will be passed on by them through the exchange accounts to the Accounts Officer of the project concerned for adjustment in the construction accounts.

819. The expenditure on account of pensionary liability will be debited to the project at 4% of the expenditure on the pay and allowances of the personnel, at capitation rates. The Accountant/Accounts Officer will, at the end of each year, work out the amount involved and debit the amount to the project concerned by corresponding credit to the Defence Services Estimates.

Pensionary charges in respect of service Personnel employed in the HQ DGBR will be apportioned on the service share basis.

168

820. The expenditure on account of leave salary contribution in respect of Service personnel employed in HQ DGBR will be worked out in the manner laid down in Annexure 24, corresponding credit being afforded to Defence Services Estimates.

No adjustment on account of leave salary contribution will, however, be made against the Project where the pay and allowances of Service Officers JCOs and Ors are finally debited to defence Services Estimates and where the adjustment of expenditure against be Project is on the basis of Capitation Rates notified from time to time.

821. Claims for disability and special family pension in respect of Service officers will be sanctioned by Ministry of Defence . Such claims in respect of personnel below officer rank will be sanctioned by C.D.A. (P) Allahabad.

The expenditure involved will be debitable to Head “ 266 Pensions and other retirement benefits”. The C.D.A. (P) Allahabad after admitting claims will pass on the expenditure to the AGC W & M DELHI and also include the same in his SAO’s Account to be rendered to A.G.C. W & M NEW DELHI.

822. When Service Officers and others of units under the control of Defence Services are treated as inpatient in Medical Staging Section, hospital charges at Rs. 6 and Rs. 3 per head per day for officers and others respectively will be adjusted by debiting the Defence Services Estimates and crediting Major Head 537.

823. Families of JCOs and Ors serving with the G.R.E.F. are entitled to free treatment in Defence services hospitals, but the expenditure involved is debitable to the projects on which the J.C.Os. and O.Rs. are employed. On receipt of Hospital Stoppage for such treatment the accounts officer/Accountant will debit the expenditure to the project concerned by corresponding credit to the defence Services Estimates.

PAY AND ALLOWANCES OF OTHER PERSONNEL

824. The expenditure on pay and allowances in respect of all other personnel in the GREF will be adjusted on the basis of actuals in the accounts of the project concerned.

825. The liability for pension including gratuity will be borne in full by the Department to which the Govt. servant permanently belongs at the time of retirement. No recovery of proportionate pension need be made from other Central departments under whom he had

169

served. Pensionary charges in respect of deputationsts from the state Governments will however continue to be apportioned on the “ Service Share” basis and adjustments will be carried out at the time of retirement of the personnel concerned.

826. The liability for leave salary will be borne in full by the Department from which the Government servant proceeds on leave whether it will be his parent Department or borrowing Department with whom he is on Deputation.

827. In case of Govt. servants who avail of leave on termination of their deputation period, the liability for the leave salary will be borne by the Department which sanctions the leave.

828. The liability for Govt, contribution towards contributory Provident funds will be borne by the parent Department and no share of contribution will be recovered from any borrowing Department.

829. The expenditure on account of claims of individuals for disablement or death while employed in the GREF or claims arising out of any disability contracted during such employment will be debited to the project concerned on the basis of actuals.

RATIONS, P.O.L. AND OTHER STORES

830. The cost of rations, P.O.L. and other stores obtained from the defence Services will be priced at Army Supply Corps payment issue rates or at any other rates specifically prescribed and debited to the projects concerned by credit to the Defence Service Estimates.

831. The cost of stores procured locally will be debited to the projects at the time of payment of the relevant bills.

832. When stores are obtained from Base Depots , the cost of the stores “ issue rates will be adjusted to the projects concerned.

833. The cost of civil credit notes on which stores are conveyed will be debited to the projects on receipt of debits therefore, from the C.D.A. ( Factories).

COMMON SERVICE UNITS / FORMATIONS

834. Headquarters Task Force, Filed Post office, Transport Company Mobile Surgical Unit and Medical Staging Sections

170

function as “ common service “ units to more than one project. Other units also may be similarly employed on more than one project. In the above case the expenditure on those units should be separately determined and apportioned to individual projects concerned. For this purpose separate construction accounts as indicated in para 794 above will be maintained in respect of each such “ common service “ unit/formation to arrive at the total expenditure involved. The amount of expenditure to be debited to individual projects will then to determined by the Task Force Commander with reference to the extent to which the unit/ formation concerned was utilized on the different projects This will be done in consultation with the unit Accountant. Where, however, the common service units are employed in two different Task Force areas, allocation of expenditure will be decided by the Chief Engineer in consultation with the Accounts Officer keeping in view the quantum of benefit derived from the common service units. The adjustment of such expenditure to individual projects will be made monthly on a proforma basis, if the expenditure is debitable to a Major Head to which the expenditure on the “ common service” units is debited. If the expenditure is debitable to a different Major Head, the adjustment of the expenditure on the “ common service “units will be made through the head “ Transfer between MES Officers.”

835. The expenditure on the office of the Chief Engineer and Base /Transit Depot will be regulated with reference to allotment to funds made by the DGBR and will be debited to Major Head 537 ( see also para 569). These formations also will maintain construction accounts as indicated in para 794 above.

EXPENDITURE ON MOVES OF PERSONNEL

836. The expenditure on all authorized moves of the personnel shall be debited to the projects on which they are employed. When Railway Warrants are issued for the journey, the warrants will be enfaced as “ debitable to Border Roads”, indicating the Task Force number and the Chief Engineer under whom service. The debits on this account will be passed by CDA (Factories) to the Accounts Officer concerned through the Military Exchange Accounts. On receipt of these debits, the expenditure shall be debited to the projects concerned.

837. The expenditure on account of warrants issued to Service personnel in connection with journeys such as those when they avail themselves of the leave Travel Concession, which is adjusted by inclusion in the capitation rates, will be finally debited to the Defence Services Estimates Accordingly, such warrants will not be endorsed as debitable to Border Roads.

171

EQUIPMENT OF ARMY UNITS

838. On the arrival of the Army units at project site, personal and unit equipment, clothing, vehicles etc, of such units will be surveyed by a Board of Officers, and the cost thereof assessed. The cost assessed as above in respect of category ‘ A’ and category ‘B’ stores will be dealt with in the same manners as stores procured direct, in other words the cost of category ‘A’ stores will be debited to Major Head 537 centrally and the cost of category ‘B’ stores will be debited to project on which the army unit is deployed by corresponding credit to the Defence Service Estimates.

839. Similarly, when the Army unit leaves the GREF the equipment etc. will be resurveyed as above and the cost credited to the project by debit to the Defence Service.

EXPENDITURE ON ARMY POSTAL UNITS

840. The pay and allowances ( including leave salary and pension contribution) of the personnel of the P&T Deptt. Serving with the postal units will be debited by the Senior Deputy Accountant General, posts and Telegraphs, Nagpur to the Accountant General, C. W. & M. for adjustment under Major Head 537. No further adjustment of this expenditure against the accounts of the projects will be made.

841. The expenditure on postal equipment, forms and other miscellaneous expenses of these units as well as the cost of postal concessions availed of by army personnel will be met initially from the Defence Service Estimates. On receipt of debits on this account, the expenditure will be debited to the projects by per contra credit to the Defence Services Estimates.

842. Expenditure on other items such as cost of rations, clothing etc., incurred locally will be adjusted against the projects on the basis of actuals.

843. The method of debiting the expenditure involved on these postal units to individual projects will be as laid down in para 834 above.

EXPENDITURE ON AIRCRAFT

844. The adjustment in regard to the initial cost and subsequent maintenance and operation of aircraft and on account of utilization

172

of aircraft in connection with projects will project will be as indicated below:

(j) Cost of aircraft and initial spares.

This will be finally debited to Major Head 537.

(ii) Subsequent maintenance and operation of the aircraft.

The cost of training of crew, overhaul/maintenance, operation and ground facilities together with the cost of additional spares as and when required, will be debited finally to the Air Force heads of account.

845. There will be no financial adjustment between Defence Services Estimates and Border Roads Budget on account of airlift of personnel stores and equipment provided by the Air Force . The Construction account of the project in which airlift has been utilized will be debited on a proforma basis with the cost of airlift of stores at the rate of Rs. 2.64 per ton per mile.

ALLOCATION OF BILLS, VOUCHERS, ETC.,

846. To enable the Accountant/Accounts Officer to correctly adjust the expenditure to the respective projects, all bills and other disbursement vouchers will be clearly allocated, showing the project affected and the amount that should be debited to each project.

EXPENDITURE RETURN

847. Expenditure return on each project as administratively approved duly checked and countersigned by the Accounts Officer, will be rendered monthly by the 15th of the month following, to the Director General, Boarder Roads Development Board and the Ministry of Finance ( Defence). The form in which it should be furnished will be prescribed by the B.R.D.B.

848-850. Blank.

173

SECTION 11

LIAISON CELLS

FUNDS

851. Provision of funds for expenditure in running the cell will be made through allotments by the D.G.B.R. in consultation with the B.R.D.B. and Ministry of Finance ( Defence ).

IMPREST

852. In imprest of an appropriate sum to meet contingent expenditure may be sanctioned by the D.G.B.R. in consultation with the CDA concerned. The imprest will be submitting accounts and vouchers to the C.D.A. concerned.

POWERS

853. The Liaison Officer may employ labour, skilled and unkilled, on daily/ monthly rates of pay on an “ as required “ basis within the limits of the allotment made for the purpose. He may also make local purchase of petty contingent items including packing materials up to Rs. 100 in each case. He may authorize moves of escorts in urgent cases, obtaining the ex-post facto sanction of the D.G.B.R. immediately thereafter. He may also issue civil credit notes for despatch of Government stores and equipment.

PAY ACCOUNTS

854. Pay bills in respect of the personnel will be prepared in the liaison cell and forwarded to the C.D.A. concerned for pre-audit and issue of cheques.

Public Fund Account

855. Public Fund Account will be opened by the Liaison Officer with the local branch of the State Bank of India to account for cheques received form the C.D.A. and the Imprest mentioned above. Separate cash accounts in this regard will be maintained as described in para 642 et seq above. All the entries in the cash book will be initialed by the Liaison Officer.

CONSTRUCTION ACCOUNTS

174

856. Construction accounts will be maintained by the accounts staff attached to the liaison cell to watch the progress of expenditure against the allotments made by the D.G.B.R. The provisions of para 794 et seq will be followed in the maintenance of construction accounts.

857. The auditable documents that shall be maintained in the cell shall be the same as for H.Q. Task Force under para 791.

STORE ACCOUNTS

858. Numerical account showing receipts, issue and balance will be maintained in respect of all equipment and stores passing through the Liaison Cell. The account will be in terms of packages and crates in respect of unopened packages. Where, however, packages are opened on evident or suspected damage, or when bulk consignments, are broken down for distribution, the stores will be accounted for individually according to their nomenclature and quantities. The stores and equipment will be taken on charge on receipt vouchers when will be linked with the packing accounts. Invoices or other connected documents with which they are received.

859. When the equipment and stores are issued to units and formations, issue vouchers will be made out in the name of O.C. of the unit or formation concerned and receipted copies of these issue vouchers will be obtained and recorded. Copies of all receipt and issue vouchers, serially numbered will be furnished to the Accounts staff periodically.

860. In the case of issues to the Central Public Works Department or State Public Works Department the issue vouchers will be made out in the name of the Department concerned and forwarded to them for acknowledgment. Copies of all vouchers duly receipted by the consignee will be forwarded to the Accountant of the Base depot, against the Audit Officer concerned. Issue vouchers in all such cases will be enfaced suitably. Issues of equipment or stores either to units and formations or other departments will be vouchered as accounted for in the ledgers.

861- 865. Blank.

175

SECTION - 12

RAISING CENTRES/DEPOT RECORD OFFICES

FUNDS

866. Provision of funds will be made through allotment made by the D.G.B.R. in consultation with D.R.D.B. and Ministry of Finance ( Defence).

CASH ASSIGNMENT

867. Cash Assignment and Imprest of appropriate sums will be arranged in favour of Commander, in accordance with para 625.

POWERS

868. The Commander will exercise the financial powers as indicated in Annexure 25.

ACCOUNTS

869. The provisions of para 793 et seq in regard to maintenance of cash/construction accounts will be followed. So for as store accounts are concerned, all ledgers, registers, etc. as for Army units in the area will be maintained.

EXPENDITURE RETURN

870. Expenditure incurred will be debited to Major Head 537. A monthly return of the expenditure incurred will be rendered to the D.G.B.R., D.R.D.B. and the Ministry of Finance ( Defence ) in the form prescribed by the D.G.B.R.

871- 875. Blank

176

SECTION 13

FUNCTIONS OF THE DEFENCE ACCOUNTS DEPARTMENT

876. The expenditure incurred by the G.R.E.F. is financed from funds provided in the Budget under the heads of accounts laid down, in para 568 and 570. The Accountant General, Commerce, works and Miscellaneous is the principal Audit Officer in respect of the above expenditure and will be responsible for the final compilation of the expenditure to the respective account heads. However, detailed audit of the accounts will be conducted by the Controllers of Defence Accounts concerned who will act as Sub Accounts Officers of the Accountant General. Commerce, Works and Miscellaneous. The Controller of Defence Accounts may also act as Sub Accounts officers of the Accountants General of some of the State in respect of works within the jurisdiction of the States, executed by the G.R.E.F.

877. The Controllers of Defence Accounts will arrange for the posting of an Accounts officer to the Chief Engineer of each sector or area and Accountants to each Commander Task Force or such other officers, as may be necessary, for audit and authorization of payment of bills. The Accounts Officer and the Accountant will function under the supervision and control of the Controller of Defence Accounts concerned and will comply with such instructions as re issued by him form time to time.

878. The Accounts staff will pre-audit bills before authorizing payment out of cash assignment/imprest or money obtained form the Treasure Chest Holder. ( But see para 637) . They will also be responsible for the maintenance of construction accounts as laid down in para 794.

879. The Controller of Defence Accounts or the Accounts Officer will render Sub Accounts Officer’s accounts monthly to the Accountant General, Commerce, Works and Misc. indicating the head of account and the amount of expenditure involved.

880. In respect of expenditure that should be finally compiled in the accounts of the States concerned, the Controllers of Defence Accounts or the Accounts officer will render the Sub Accounts Officer’s accounts to the accountant General of the State concerned for adjustment in their books.

177

881. The accounts maintained in the G.R.E.F. shall be subjected to statutory audit under arrangement made by the Director of Audit, Defence Service.

882- 890 Blank.

178

CHAPTER IV

EQUIPMENT & STORES AND BASE WORKSHOPS

EQUIPMENT AND STORES

SECTION - 1 CLASSIFICATION OF EQUIPMENT AND STORES

GENERAL

891. For purposes of procurement and accounting, all equipment and stores shall be classified as Category A and Category B.

CATEGORY A STORES

892. Equipment and stores of this category will consist of the following :-

(i) Vehicles .(ii) Earth moving equipment.(iii) Constructional equipment like compressor, road roller,

stone crusher, etc. (iv) Spares in respect of items (i) to (iii).(v) Clothing articles .

CATEGORY B STORES

893. This category will consist of the following :-

(i) Expendable tools and pants like showel, pick axes, drifters and grinders etc.

(ii) Explosives .(iii) constructional stores like cement/steel, timber etc.(iv) Rations and P.O.L.(v) Tentage.(vi) Bridging equipment such as bailey bridging and its

components

179

CATEGORIZATION AND ACCOUNTING OF STORES AND EQUIPMENT OF THE W.E./P.E. OF ARMY UNITS.

894. Machinery, stores and equipment which form part of the W.E./P.E. of Army units will also be classified and accounted for under these provisions.

DOUBTS AND DIFFICULTIES IN CLASSIFICATION OF STORES

895. The types of Category A and Category B equipment/stores mentioned above are illustrative and not exhaustive. Doubts and difficulties in regard to the classification of equipment and stores not mentioned above should be referred to D.G.B.R. for clarification in consultation with the B.R.D.B. and the Ministry of Finance.

896- 900 Blank.

180

SECTION - 2

PROCUREMENT, TRANSFER, PROVISIONING AND ACCOUNTING OF EQUIPMENT AND STORES.

Category “ A” Stores

901. Administrative approval of the Government shall be issued for the procurement of all Category “A” equipment and stores including equipment/vehicles to be obtained from Defence Service. In respect of clothing , however, nonspecific administrative approval for their procurement will be issued, the quantities to be procured will be determined in consultation with the B.R.D.B. and the Ministry of Finance ( Defence ), with reference to the anticipated strength of the personnel, the prescribed scales of issues, reserves and the life of the items and the quantities, if any already procured or ordered.

902. The requirements of clothing items in respect of Service personnel shall be obtained in bulk from the Defence Service.

903. Procurement of all Category “A” stores including clothing shall be arranged centrally by the D.G.B.R. who will place indents on D.G.S. & D., D.G.O.F. or other procurement agencies after approval by B.R.D.B. and the Ministry of Finance ( Defence) subject to such exemption/ delegations as may be granted by the DGS & from time to time.

The powers for procurement of Plant and Machinery, Vehicles and Stores in Border Roads Organization are as under :-

S.L. No.

Authority to whom powers are delegated and the nature of such delegation

With Financial concurrence

Without Financial concurrence

1 2 3 4 1. DGBR :

Indents for :-(i) Items of clothing and personal equipment

for GREF personnel, based on force levels Not exceeding

provisioning approved by Govt. from year Rs. 50 Lakhs

181

to year. On any one

Indent. (ii) Maintenance and overhaul spares for plant

machinery, equipment and vehicles ( Category ‘A’ stores) based on EquipmentAppreciation approved by Finance and BRDB.

_______________________________________________________

Note : The abovementioned delegations are Subject to the following conditions :-

(a) It does not involved Foreign Exchange .(b) The items are procured through

DGS&D/DGOF or any other Central Govt. Supply department or the items are on Rate Running Contracts; and

(c) Funds are available in the sanctioned Budget to cover the cost of Indents.

II. Secretary BRDB

Indent for :-

(b) Purchase of equipment and vehicles Not exceeding Rs.(Category ‘A’ Stores ) 200 Lakhs

on any one (ii) Clothing and Spares not covered by Sri I. Indent.

___________________________________________________

Note : The above mentioned delegations are subject to the following conditions:

(a) the items are procured through DGS&D/DGOF or any other Central Govt. Supply department or the items are on Rate Running Contracts; and

(b) Funds are available in the sanctioned budget to cover the cost of indents

904. No stores under this category shall be purchased locally. In cases or emergency, however, spares for Category ‘A’ stores may be purchased locally as per the following delegations:-

Authority Powers delegated

1 2

182

( a ) Chief Engineer Rs. 40,000 on each occasion. The Purchases shall cover only parts as are expected to be required in the immediate future to keep machinery going before the anticipated arrival of spare parts centrally provisioned and shall not involved expenditure on foreign exchange ( See para 930). Spare parts shall not be purchased under this para for stock.

(b) Commander Task Force

Rs. 5,000 on each occasion

(c) Officer Commanding Field Workshop

Rs. 1,000 on each occasion .

(d) OC Store Division ( As DDOs)

Rs. 20,000 /- per item at one time ( per occasion) subject to a maximum limit of Rs. 20 Lakhs annum in respect of each Store Division, in case, where there have been 2 or more NAs. However, the total allotment i.e. 40 lakhs now approved may be re-appropriated between these two Store Divisions during the Financial year according to their requirement. The purchases shall be made as per normal procedure/ latest instructions issued on the subject i.e. Rate Contract/or through DGS &D/Direct LP depending on the value of the order and urgency in accordance with existing instructions as amended from time to time subject to the following conditions:-

(i) The total cost of purchases under these powers will not exceed 5% of the cost of equipment. Purchases will not be resorted to in respect of vehicles and equipment where existing financial limit as laid down by the Govt. have already reached. With a view to ensuring that purchases are within the prescribed limit of 5% of cost of equipment, Stores Divisions will maintain suitable registers of purchases ordered by them. Further, in order to ensure that financial appreciation is complete, purchases made by the Os C Stores Divisions should be included while initiating indents.

(ii) The Supply order will be pre-audited by the local UA/AO.

183

(iii) Purchases will be restricted to items against which repetitive NAs are given and to items of fast moving nature. Purchases will also be restricted to likely requirement for six months based on NAs during the past 12 months.

(iv) Items for which dues – in exist will not be purchased for which dues-in exist will not be purchased to that extent.

(v) Items already projected by the Stores Divisions will not be purchased by them as Direct Demanding Officer unless the indents are at a stage, the demand can be deleted /modified /projected in indents.

(vi) OsC Stores Divisions will effect purchases under these powers in respect of equipment of their provisioning responsibility.

(vii) It will be ensured that once the requirement of such items is established , the same are included in the central indents to improve the availability of the items in future.

(viii) The expenditure incurred will be debitable to Major Head – 537 Capital out lay on Sub Head AA. 1 (2)-(1) Construction of Border Roads.

Note :- 1 . The local purchases will not exceed the Budget provision for the year.

2. The “ Emergent purchase “ can be extended to include items required for three months stock in respect of items for which two or more Non-availability certificates have been furnished by the Store Division against the quarterly demands. This does not apply to base Workshops.

3. The provisions of para 913 of Border Roads Regulations will apply to these cases also.

904 A. The under mentioned officers may make purchases of spares against cash payment without pre-audit, to the extent indicated against each, on each occasion. The Cost of such purchase will be met out of the special imprest to be placed at their disposal :-

(i) Chief Engineer Rs. 2,000

184

(ii) Commander Task Force ,,

(iii) Officer Commanding Field Workshop

Rs. 1,000

LOCAL PURCHASE OF SPARE PARTS BY OC BASE WORKSHOP

905. The O.C. Base Workshop may order local purchase of spare parts to the extent of Rs. 15,000 on each occasion to meet urgent requirements of repairs on hand. Purchases in excess of these powers shall be made by the Chief Engineer under para 904.

905 A. A special imprest of Rs. 2,000 is authorized to the Os C Base Workshops from which bills in respect of local purchases of spare as well as repairs to equipment through trade can be paid without subjecting them to pre-audit. An account of the imprest will be maintained with the State Bank/Government treasury . Bills paid without pre-audit will be submitted for post audit to the audit authorities as soon as possible but not later than a fortnight after the date of payment. Expenditure incurred against the imprest will be recouped by submission of bills to the audit authority concerned.

CATEGORY “ B ” STORES

906. The procurement of Category B equipment and stores will normally be arranged by the Chief Engineer in consultation , the procurement may be arranged centrally by the D.G.B.R. Whenever procurement of these stores is undertaken by the D.G.B.R. in consultation with CDA (BR) before indents are placed on the supplying agencies.

PURCHASES THROUGH D.G.S. & D/DGOF

907. D.G.B.R. Chief Engineer Commander Task Force and O.C. Base Workshop shall have full powers of purchase of stores and equipment under this category through the D.G.S. & D or other supplying departments.

908. Rate Contracts and Running Contracts are arranged by the D.G.S. & D. for a number of items of general use. Save in cases of emergency, stores in respect of which Rate Contracts and Running Contracts exist will not be obtained from any other source.

185

909. Indents for Stores other than those of local origin which are not covered by Rate Contract may be placed on the D.G.S. & D. The D.G.S. & D. normally dose not entertain an indent when the value of any single category i.e. article or class of similar or inter-connected articles at any one time, does not exceed Rs. 5,000. Where, however, stores within this limit cannot be conveniently obtained locally, special demand may be placed on the D.G.S. & D.

DIRECT PURCHASE

910. The powers for the local purchase of constructional materials are as under :-

D.G.B.R. Full Powers

Chief Engineer Full PowersCommander Engineers

Rs. 30,000

OC Base Workshop Rs. 15,000 for use as consumable stores e.g. timber, steel etc. for the purpose of body building manufacture of components and manufacture and repair of packing material etc.

OC Store Division Rs. 10,000/-Garrison Engineer Rs. 5,000/-O.C. Base Depot Rs. 5,000/-

911. Other Category B Stores ( excluding all ASC items like fresh rations, fuel, Medical supplies and hygiene chemicals ) may be purchased direct by the under mentioned officers to the extent specified against each:-

D.G.B.R. Full Powers in consultation with CDA (BR)

Chief Engineer Rs. 2,00,000/- in consultation with respective DCDA /ACDA.

Commander Engineers Rs. 50,000 /-OC Base Workshop Rs. 15,000 /- Garrison Engineer Rs. 5,000/-O.C. Base Depot Rs. 5,000/-OC Field Wksp/ (f) Field Wksp Platoon

Rs. 1000/-

186

Above financial powers will be exercised in consultation with CDA (BR) / JCDA/ACDA/SAO/ Accounts Office of the concerned projects/ task forces etc.

It will be ensured that the Budget allocation for direct purchase of category ‘ B’ Stores (other than constructional materials). Placed at the disposal of the above authorities is not exceeded .

911 –A. Commander Task Force and OC Road Construction Coy/Transit Depot ( holding the rank of Major or equivalent rank) where functioning independently and having cash assignment will exercise the same power as in paras 910 and 911 as Commander Engineers and Garrison Engineer respectively.

912. The powers in para 911 shall be exercised subject to the condition laid down in para 915.

913. The powers of local purchase laid down in paragraphs 904, 905, 910,911 and 917 will be determined with reference to the value of each article and a number of similar articles purchased at the same time and not with reference to the total cost of all the items purchased at the time. One supply order may be issued for a group of dissimilar items though the total value of the supply order may exceed the direct purchase powers of the authority issuing the order, if the value of each such items in the order is within his powers. In such case, a certificate that the items are dissimilar will be endorsed on the supply order.

914. Purchase orders for similar articles will not be split up to avoid the necessity of obtaining the sanction of higher authority required with reference to the total amount of the orders. Except for articles of proprietary nature purchased from accredited agents. Purchases will be made on the basis of the competitive tenders, whenever possible.

915. Subject to the rules in paragraph 908 local purchase of stores other than constructional stores be resorted to when.

1. the stores are urgently required and delay in obtaining them from the normal sources will be detrimental to the work and

2. the stores are not available in Base Depot.

916. Certificate of ‘ non –availability ‘ of the stores with the normal supply sources will not be necessary. Purchases of category B Stores involving foreign exchange or the grant of import license

187

certificate to the supplier will be referred to B.R.D. B. See para 930 below.

LOCAL PURCHASE OF FRESH RATIONS, FUEL, MEDICAL SUPPLIES ETC.

917. Requirement of ration articles, medical stores and hygiene chemical will normally be drawn from the Defence services. Local purchase of fresh rations, fuel, medical supplies and hygiene chemicals may, however, be made by the authorities indicated below to the extent specified against each :-

Fresh Ration & fuel Rs.

Medical supplies & Hygiene Chemicals Rs.

Chief Engineer 50,000 /- 5,000 /-Commander Task Force

25,000 /- 1,500 /-

OC Base Workshop .. 300 /- O.C. Store Division .. 200 /- 918. The local purchase will be undertaken only where ASC contracts operating in the area do not provide for delivery at the places in which units and formations (including sub-units and detachments) are working or when Composite Platoons cannot supply a particular unit daily with fresh supplies owing to distance, dislocation of communications due to land slides, weather conditions or other local factors. Medical stores may be similarly purchased when they are urgently required or when they are not available with the army sources.

918-A. The Chief Engineers and Task Force Commanders may, however, resort to local purchase of firewood for cooking, warming and drying purposes where the local market rates are cheaper than ASC rates provided such a local purchase does not infringe the provisions contained in ASC contracts in the area. Transportation charges, if any, in both cases will be taken into account while working out the cost of procurement of the item for the purpose of comparison.

PROCUREMENT OF EQUIPMENT AND STORES FROM FOREIGN COUNTRIES

188

919. Apart from the sources of procurement indicated above, equipment and sores may also be procured from foreign countries. Government sanction for procurement of such stores shall invariably be obtained. The method of procurement and payment for the equipment and stores in such cases would be laid down by Government from time to time.

REPAIRS TO EQUIPMENTS THROUGH TRADE

920. The powers for acceptance of contracts for repairs through trade, to Border Roads vehicles and equipments are as under :-

D.G.B.R. Rs. 15,000 /-Chief Engineer Rs. 7,500 /-OsC Base Workshop Rs. 6,000 /-OsC Field Workshop Rs. 3,000 /-

The amounts indicated above represent the value of any one repair order placed for any one type of equipment /vehicle, including the cost of all spares/ stores, if any used by the contractor.

921. The station at which repairs may be carried out will be decided by the authority accepting the contracts . Contracts will be concluded in accordance with the procedure in force in the Army.

922. The following further conditions will be observed:-

(a) Repairs through trade will be restricted to engine, assembles etc., or parts of the body. The entire equipment will not be sent.

(b) There will be no liability to supply of spares from Border Roads resources.

(c) A certificate will be endorsed at the time of placing contracts by the authority accepting the contract that the repairs cannot be carried out either in the Field or Base Workshops. If the reason is the expeditious availability of the item after repair, it will be certified by the authority that repair through contract is inevitable.

(d) Where repairs are ordered on specialist firms, the rates will be approved by the D.G.B.R.

(e) Repaired items will be inspected before they are taken over, by a Boarder of three members, the senior member being an executive engineer ( Mechanical ) or an EME Officer not below the rank of Major. The Board will certify that the repairs have been satisfactorily carried out in accordance with the conditions of the contract. When

189

repairs by contract out at stations where officers of Border Roads Organization are not available for constituting the Board, the Army Authorities (EME) will be requested to make available the services of suitable Army officers from the local station or nearby places for inspection of the equipment.

(f) Expenditure will be kept within the allotment for works/operation of Base Workshops.”

TRANSFER OF STORES

923. Transfer or stores as may be necessary may be ordered by Chief Engineer between projects in his area. Transfer between projects under different Chief Engineers will be ordered by the D.G.B.R.

PROVISION OF FUNDS – CATEGORY A AND B STORES

924. The cost of all equipment and stores procured shall be debited to major head 537 funds under this Head to meet the cost involved will be held centrally by the D.G.B.R. When these equipment and stores are issued to individual projects, the construction accounts of the projects concerned will be debited on a proforma basis in the manner indicated in paragraph 938.

925. The expenditure involved in the purchases of spares under “ Emergent Powers” and “ cash purchases powers” under para 904 and 904A shall be debitable to the Head of Account to which the cost of centrally purchased spares is debited. However, the cost of components of bridging purchased or maintained will be debited directly to the project concerned.

926. The cost of spares purchased locally under para 905 to meet the requirements of repairs in the Base Workshops will be met out of the allotments specifically made for the purchase to the Base Workshops.

927. The cost of all category B stores whether procured by the D.G.B.R. or by the Chief Engineer will be debited, except in the case dealt with in para 944 direct to the project concerned.

928. The cost of all category B stores including rations, P.O.L. etc, used by static formations like C. E.’s headquarters, Bases etc, shall be debited to the allotment made for the purpose to these formations. 929. No stores shall be procured for a work unless it has been administratively approved and funds for expenditure allotted.

190

FOREIGN EXCHANGE

930. Cases involving release of foreign exchange for the procurement of both categories A & B stores and equipment will be referred for approval to the B.R.D.B in consultation with the Ministry of Finance. While submitting the draft indents, it will be clearly stated whether foreign exchange in the procurement of the stores covered by the indent is involved and if so, the extent of foreign exchange. It should also be explained whether stores of indigenous origin cannot be procured in lieu.

PROCUREMENT OF CATEGORY A STORES FOR CENTRAL /STATE P.W.DS.

931. When plant, machinery and other stores required by the Central and state P.W.Ds, are obtained and paid for initially by the D.G.B.R. the consignor formation under D.G.B.R. will, in consultation with the Accountant attached , price the issue vouchers on the basis of procurement cost plus freight and handling charges and debit the amount to the Accountant General of the Central or State P.W.D. concerned. Recoveries effected will be treated as reduction in expenditure under the head of account to which the cost of procurement was initially debited. If, on the other hand, the D.G.B.R. merely placed the indents on behalf of the Central or State P.W.D. and the plant and machinery and other stors are consigned direct to the Central or State P.W.D. concerned, the Pay and accounts Officer of the D.G.S. & D etc. will make payments to the suppliers and raise debits direct against the Accountant General of the P.W.D. concerned. When stores are supplied to the P.W.D. by Defence services at the instance of D.G.B.R. the L.A.O. of the consignor depot will take action to raise debits through the C.D.A. against the Accountant General concerned direct.

ACCOUNTING

CATEGORY A STORES

932. Bill for the purchase of Category A equipment and stores through D.G.S. & D will be received from the P.A.O. concerned and paid by the C.D.A. These payments will be included by the C.D.A in his Sub-Audit Officer’s account to the A.G. concerned for compilation under Major head 537. The amounts paid by the C.D.A will be intimated to the Accountant of the Base Depot holding the stores for posting the construction accounts concerned.

191

933. Debits on account of Category A equipment and stores if drawn from Defence Services will also be adjusted against the Major Head 537 by the accountant or Accounts officers, after acceptance and verification by the formation receiving the equipment or stores.

934. Separate constructions accounts will be maintained in the Base Depot in respect of each type and make of equipment.

936. Issues of equipment and stores to Task Forces will be made on the orders of the Chief Engineer. Such issues will be struck off charge in the ledger on the basis of Issue Vouchers.

937. On receipt of the equipment in the Task Force and other units/formations, the equipment and stores will be accounted for numerically in ledgers maintained by them.

USAGE RATE OF EQUIPMENT

938. In order to make adjustments in the accounts of the project for the use of machinery, equipment and vehicles, ‘usage rate’ will be laid down for individual sectors or areas by the D.G.B.R., in consultation with the B.R.D.B. and the Ministry of Finance (Defence), for each type of machinery, vehicle and other equipment. This rate will be worked out the reference to the capital cost of each type of equipment, its depreciation, the cost of spares, ( see however para 925), expenditure on Base Workshop repair / maintenance and an element on account of the equipment held in reserve. The amount to be adjusted against the project on which the machinery, vehicle etc. are utilized will be worked out hourly for the period of actual use on the basis of the usage rates, from the date of receipt of the machinery etc, by the Task Force. The construction accounts of the project will be debited every month proforma with the amount arrived at as above. The cost of running / operation of the equipment such as the pay allowances of crew, the cost of the fuel and expenditure on first maintenance will be debited direct to the project on the basis of actual cost.

939. Adjustments in accounts will also be made on the basis of hourly usage rates when machinery and equipment are utilized on maintenance services. The dates on which the machinery and equipment are taken on or taken off maintenance service shall be notified in Part X orders.

PER CAPITA RATE OF CLOTHING

940. In respect of clothing articles, per capita rate will be fixed centrally in consultation with the B.R.D.B. and the Ministry of

192

Finance ( Defence), with reference to the authorized scales of clothing for each individual, cost of procurement frequency of issues etc. The construction account of the projects will be debited proforma every month with an amount calculated on the basis of the number of personnel employed on the project and the per capita rates.

BRIDGING

941. The cost of equipment bridges launched shall be debited to the project concerned on a proforma basis. When the bridges are delaunched and taken to stock, the cost of the bridges will be assessed and credited to the original project on proforma basis . When, however, bridges are delaunched after Completion Report ( Part A & B ) has been rendered for the Project, no further adjustment in accounts will be necessary. In such cases the cost of delaunching will be debited to the estimate for estimate for permanent bridges if any in replacement of temporary bridges; otherwise where a simple retrieval is involved, a separate estimate will be sanctioned for the purpose.

CATEGORY B STORES

942. Payment for Category B stores purchased by Chief Engineer and others will be made by the accounts officer/ Accountant concerned and the expenditure involved will be debited to the projects for which they had been procured. Cases may occur when Cs. D. A. may have to pay for Category B Stores purchased through the Central procurement agencies. In such cases , debits for the payments made by the Cs. D.A. will be passed on to the Accounts Officer Accountant of the project through the medium of “ Head T Remittances within India other local remittances. Transfers between M.E.S. offices.” For adjustment against the project concerned. 943. In respect of transfer of Category ‘B’ stores between projects, the receiving project will be debited with the cost of stores at the issue rates fixed by the Chief Engineer vide para 946 by credit to the projects from which the stores are transferred. Freight charges involved will be borne by the receiving project, save where the stores transferred are surplus to the requirement of the dispatching project, in which case the freight charges will be borne by the consignor.

ADVANCE COLLECTION OF STORES

193

944. Category B stores may, to the extent authorized by Government from time to time, be procured by Chief Engineers and held in Stock in the Base depots for subsequent issue to projects. The cost of procurement of the stores will be debited centrally to Major Head 537 Increases/decrease in the value of the stocks held at the end of the financial year over the corresponding figures at the beginning of the financial year will be covered by allotment of funds.

945. Necessary quantitative and construction accounts shall be maintained in the normal manner, with reference to which the limits laid down will be watched.

ISSUE RATES

946. Whenever stores are issued from the Base Depots, they will be priced at ‘ Issue Rates’ to be fixed by the Chief Engineer concerned. The issue rate will be the cost of material plus 6% departmental charges on the total. The cost of the stores issued will be debited to the individual projects through the head – “ Transfer between M.E.S. Officers.”

RECEIPT OF STORES

947. All stores received from various sources will be examined by an Officer, who alone is competent to grant a receipt for them, except in cases where any other subordinate has been specifically authorized to do so.

948. On receipt of the stores the individual who is the physical custodian of the stores issued will be debited to the individual projects through the voucher register and post the voucher in the appropriate ledger. The receipt voucher will be invariably signed by the Officer Commanding or an Officer authorized by him.

949. Receipt of stores shall also be entered in the Measurement Book, wherever necessary.

STOCK VERIFICATION

950. Stock – taking of rations and POL will be carried out monthly by the OC Unit or an officer deputed by him. In respect of all other types of stores listed in paras 892 and 893, stock taking will be carried out by an officer or a Supdt /Supvr Gde I once during a financial year, at the rate of 25% per quarter.

194

The result of stock – takings will be recorded on each page of the ledger under the dated initials of the officer /Supdt/Supvr checking the stock.

951. Stock-talking sheets will be prepared in Base Depots, Base Workshops etc. where Stock Control Group functions. The Stock-taking Officer will enter the holdings on stock tally sheets. He will also enter in red ink quantities as checked on the ground in the marks column of the stock ledger in respect of each item, indicating the date of stock-taking.

952. In units and formations, results, of stock-taking will be recorded in the ledger itself. The stock-talking Officer will draw a red line below the last entry in the ledger and record the physical balance in the remarks column with his dated initials.

953. After stock-taking, surpluses will at once be credited to Government and deficiencies dealt with as losses.

Move of Stores

954. Stores will normally be moved by goods train. The D.G.B.R. and Chief engineers may authorize moves of stores by passenger train and by road between places connected by rail, provided the moves are in the public interest and imperative for the expeditious execution of the projects. Civil credit notes shall be used for all moves of stores by rail. These shall be enfaced as ‘Dubitable to Border Roads’. On emergent occasions, moves of stores by air within their jurisdiction may be authorized by the Chief Engineers and, outside the jurisdiction of the chief Engineers, by the D.G.B.R.

Insurance of Stores

955. Stores are not normally insured against risk when the ownership of such stores vests in Government . In special cases when this is considered necessary, the Chief Engineer may, in consultation with the C.D.A. concerned, authorized the stores to be insured.

956. Demurrages /wharf age charges that become payable in circumstanced beyond the control of the consignor/consignee will be treated as extra expenditure and those which are found to be due to the negligence of the individual concerned regarded as loss of public money. The D.G.B.R. and the Chief Engineer will exercise powers of write off of demurrage/ wharfage charges in the former case to the extent indicated below, in consultation with CDA (BR) and the CDA concerned respectively:-

195

D.G.B.R. Rs. 1,500 /-CHIEF ENGINEER Rs. 500 /- FURNITURE

957. The initial supply of furniture in offices or residential accommodation will be sanctioned by Government. Furniture will be accounted for centrally by Unit nominated by the Chief Engineer/ Task Force Commander at a station and issued to various Units and Formations on loan on Distribution Ledger. The cost of repairs and renewals will be met out of the annual allotment under the Maintenance Grant.

STATIONERY AND FORMS

958. Stationery and forms will be obtained from the Chief Controller of Printing and Stationery and the Director, Military Forms and Regulations respectively. Chief Engineer may, however, purchase locally stationery items up to an annual ceiling of Rs. 750. Similarly, D.G.B.R. may purchase these items locally up to an annual ceiling of Rs. 1,000 per Chief Engineer and up to a total of Rs. 1,000 per year in respect of all the formations directly under his control.

959. Installation of office and residential telephones in the lower formations will be sanctioned by D.G.B.R. Shifting of telephones due to changes in locations of units for the purpose initially sanctioned may, however, be authorized by Chief Engineer concerned.

960 - 965. Blank.

196

SECTION 3

DISPOSAL OF STORES

General

966. The term surplus stores, unserviceable stores and scrap may be broadly defined as under :-

(i) Surplus stores – These are stores which cannot be utilized against present or anticipated requirements over a period to be determined on the merits of each case or which are liable to deteriorate by the time they could be issued in the normal course of events. This term also includes surpluses of obsolete and obsolescent stores which cannot be economically repaired.

(ii) Unserviceable Stores – The term connotes stores, which cannot be economically repaired or re –conditioned and made suitable for use for which they were originally designed.

(iii) Scrap - These are stores which have become unserviceable due to use or otherwise and condemned under proper authority to be of no value except as scrap.

967. Director General Border Roads will exercise the following powers in regard to declaration of spares as surplus and disposal thereof :

(a) Powers to declare each category of spares in respect of equipment held in Border Roads Organization – Rs. 1.00 lakh.

(b) Disposal of spares declared as surplus through sale /transfer to Central Government Deptts, and Public Sector Undertakings- Full Powers.

The following procedure, for pricing of the surplus spares under disposal will be adopted. –

(i) Surplus spares, transferred to other Central Government Deptts. – Last purchase price of similar items plus an additional levy of 11 percent to included inland freight inspection packing and handling charges ( 6 %) and deptt. Charges ( 5 % ).

197

(iii) Surplus spares transferred/sold to Public Sector Undertakings – Last purchase price of similar items plus additional levy of 11% to included inland freight, inspection and handling charges ( 6%) and departmental charges ( 5%), provided that price in the Rate Contract would be levied if a Rate Contract exists and if it is higher.

If surplus spares cannot be transferred to any other Central Govt Deptt/Public Sector Undertaking, they may be disposed of by CEs under whose jurisdiction the Stores Divisions of Border Roads Organization function, through auctioneers on the approved panel of Ministry of Defence / DGS & D. Chief Engineer Project Yatrik may dispose of surplus spares in the location of his Project through auctioneers on the approved panel of Ministry of Defence / DGS & D. Where , however, surplus spares are located in forward or inaccessible areas, the same may be transferred to respective Store Division for disposal by the CEs concerned in the above manner.

DECLARATION OF STORES AS UNSERVICEABLE AND SCRAP

968. Boards of Survey will be constituted for examination and declaration of stores as unserviceable or scrap. The Board of Survey will be convened every quarter under the orders of Chief Engineer in respect of Task Forces and units under them and by D.G.B.R. in respect of formations directly under him. The Chief Engineer / D.G.B.R. will decide the composition of the Board which may consist of officers only, or at lese one officer only, or at least one officer together with one or more JCO or equivalent. The Board should be presided over by an officer not below the rank of Executive Engineer or equivalent rank.

No Condemnation Board is necessary in Field Workshops in the case of scrap of Non-retrievable items such as unserviceable rubber parts, pins, brushes, oil seals etc. The procedure as in para 1021 will be followed in such cases.

POWERS

969. In respect of stores and scrap relating to vehicles, machinery and connected spares, bridging etc., the following authorities shall be the competent to accept the recommendations of the survey board and / or Court of Inquiry in each case and declare them unserviceable /scrap to the extent indicated against each:-

Cases due to fair, wear & tear

Cases not due to fair, wear & tear

D.G.B.R. Rs. 1 . Lakh Rs. 15,000 .00 /-

198

Chief Engineer

Rs. 75,000.00 /- Rs. 5000.00 /-

All cases not covered above will be referred to Govt. for orders

970. In respect of other stores, for example clothing, construction stores, category B stores etc. the following authorities shall be competent to accept the recommendations of the Board of Survey on each occasion and declare stores as unserviceable/scrap to the extent indicated against each provided stores become unserviceable due to fair, wear and tear.

CHIEF ENGINEER Rs. 1,00,000 /-COMMANDER TASK FORCE Rs.

15,000 /-COMMANDER RAISING CENTRE

Rs. 5,000 /-

Above financial powers will be exercised in consultation with CDA (BR)/ JCDA/ DCDA/SAO/Accounts Office of the concerned projects/ task Force etc.

971. No loss statement will be prepared where the stores become unserviceable scrap due to fair, wear and tear, Cases where the stores are found to be unserviceable owing to negligence etc of the individual (s) concerned, shall be treated as loss of stores and dealt with accordingly.

972. The limits indicated in paragraphs 969 and 970 represent the book value i.e. depreciated value of stores of each category at the time of condemnation and assessed value in the case of scrap. By the term “ each category” is meant each item of stores listed under Category ‘ A’ and ‘ B’ in paras 892 and 893.

973. After the proceeding of the Board of Survey are finalized, the quantities declared unserviceable/scrap will be struck of charge in the relevant ledger and brought to account in Salvage Ledger. The quantities permitted to be retained ( see para 975 below ) will be accounted for as expendable stores.

974. All identifiable unserviceable articles and those valuable stores like tents, tarpaulins , lamps stoves etc., which for any reason have lost their identity will be brought on charge by generic headings both by number and weight. All other non-identifiable stores will be accounted for as scrap/rag in terms of weight.

199

UTILIZATION OF UNSERVICEABLE STORES

975. 10% of salvage arising of clothing tentage and other textile items may be appropriated for conversion to rags for purposes of cleaning of plant and machinery and for repair of clothing. Scrap-wood /unserviceable timber may be issued instead of fire-wood ration, where admissible at the scale of 500 kgs of fire- wood equal to 1800 kgs scrap-wood/unserviceable timber.

DISPOSAL

976. Disposal of stores declared unserviceable /scrap will be conducted through auctioneers on the approved panel of the Ministry of Defence. Where however, store are located in forward or inaccessible areas, they may be dispensed of locally under the orders of the Chief Engineer to the best advantage of the State.

GUIDING PRICE

977. The Chief Engineer has full powers of fixing guiding or ceiling prices for all unserviceable/scrap items. Bids up to 30% below this price may be accepted by the supervising officer.

Sale Accounts

978. On completion of sale, a Sale Accounts on AFA 58 will be prepared by the Officer-in Charge of the disposal and will be completed in accordance with the instructions on the form. The stores shall be struck off charge in the ledger on the basis of the Sale Accounts.

979. The sale Account will bear the treasury receipt No. and date and the name of the treasury into which the amount was deposited.

980. Copies of the sale Account will be submitted to the Accounts Officer together with the following documents :-

(i) Receipted copies of M.R.Os.

(ii) One copy of the Sale Release Order receipted by the purchaser and endorsed with relevant gate pass No. and date.

200

981- 985. Blank.

201

SECTION - 4

BASE WORKSHOPS

GENERAL

986. The procedure for the accounting of vehicles / equipment received for repairs /over-haul and of spares and other stores untilised in the Base Workshop, is laid down in the succeeding paras. The procedure for the accounting of cash and stores like rations, P.O.L., clothing etc, shall be as laid down in the chapter “ Works and Accounting Procedure.”

PROCEDURE FOR THE ACCOUNTING OF VEHICLES AND EQUIPMENT RECEIVED FOR REPAIRS/ OVERHAUL

987. Complete vehicles and major equipment and major/minor assemblies requiring repairs in Base Workshops shall, on dispatch to the Base Work- shops, be charged off in the unit ledgers on issue vouchers supported where necessary, by part X orders. After repairs, these will be released on the basis of release order of HQrs. DGBR.

988. Major/minor assemblies, requiring repairs in Base Workshops, for which replacements are not available and which are required urgently by the unit as well as other items requiring minor repairs will, on receipt from the units, be held by the Base Workshop ‘ on deposit ‘. A separate ledger for these will be maintained. These will not be struck off charge in the ledgers of the units. After repairs, these will be returned to the units direct.

989. Ordinarily, there should be no time lag between the declaration of equipment as class ‘C’ and its dispatch to the Base Workshop. Where, however, there is a time lag due to unavoidable reasons, units shall send to the Base Workshops a work order on IAFO 1370 together with the Inspection report given by the Field Workshop. The Planning and Progress action of the Base Workshop will in the latter case indicate the PSS ( Please Send Stores ) date on work order and send back to the Unit one copy of the Work Order and Inspection Report. On or near about the PSS date indicated in Work Order, the unit will send the vehicles/equipment with the following documents:-

1. The Inspection Report of the Field Workshop. 2. The Work Order.

202

3. The Log Book.4. Discrepancy report showing deficiencies of

parts/components.

990. On receipt of the vehicle /equipment in the Receipt and Issue Section of the Workshop, they will be entered in the Day Book or Receipt Control Register. The Day Book will show separately major items such as vehicle , Engineering Plant etc. and will contain the following particulars:-

(a) Receipt Control No. (b) Date (c) Unit/Formation from which received (d) Work Order No, and date (e) Issue Voucher No. and date (f) Name of the representative of unit who brought the

vehicle/ equipment (g) Make and Type(h) Chassis No. (i) BA No.(j) Engine No.(k) Tyres :-

(i) Registered No. (ii) Make and Type.

991. After the vehicle /equipment is registered in the Day Book, it will be inspected in the presence of the representative of the unit and ‘ In ‘ inspection report will be prepared. If the actual discrepancies in the vehicle/equipment agree with those listed in the discrepancy report mentioned in para 989 , it will be signed and handed over to the representative of the unit. If they do not agree, fresh discrepancy report will be prepared which will be signed by the representative of the unit. In respect of vehicle / equipment received on issue vouchers, the vouchers will be endorsed, or reference to the discrepancy report given on them, while accepting them. Action to regularize the discrepancies will be taken by the unit.

992. Vehicles/equipment received on issue vouchers shall be taken on charge in separate ledgers. When these are issued as per the release order of the DGBR, they will be struck off charge on issue vouchers in the normal manner.

993. One Work Order for small batches of similar equipment or type of vehicles will then be prepared. The Work Orders will be controlled by the P & P Section, who will allot serial nos, to them and

203

maintain a register of Work Orders. They will also open a job folder for the covered by each Work Order and send it to the Production Manager along with the vehicle / equipment.

994. At the repair section the vehicle/ equipment will be subjected to a detailed examination by the Production Manager or an Officer authorized by him and an Inspection Report called ‘Visual Inspection Report’ will be prepared showing the nature and extent of repairs involved and a quantitative assessment of the spares and material required for completion of the job.

995. It, on the above inspection, the O.C, is of the opinion that the vehicle/equipment has been damaged owing to neglect, he will issue an ‘ Unfair Wear’ certificate to the unit concerned.

996. Indents for spare parts and other stores required in the repair of the vehicle /equipment will be placed on the Material Control officer on Demands on IAFZ 2183- A large. The detailed procedure in regard to the issue and accounting of stores in the Stores Group is described in para 1009. et scq.

997. If, during repair /overhaul, stores are retrieved or are obtained by cannibalization, these will be categorized as serviceable, part worn, unserviceable and will be vouchers over to the Stores Group on regular issue vouchers and will be accounted for by that group separately in the same manner as other stores.

998. Similarly, stores unexpended on the completion of the job will be sent to the Expense Section of the Stores Group on regular issue vouchers and accounted for by them.

999. Copies of issue vouchers in the above cases, duly receipted by the Stores Group, shall be kept along with the Work Orders.

1000. In some cases, certain spares or items may have to be manufactured in the Workshop itself, for instance, the Machine Shop, Coach Work etc. In such cases, the main section will place a Repair Inter Section Requisition ( IAF EME W 27). This will be treated as a Work Order in the section doing the work.

1001. When the job is completed, the vehicles/ equipment will be checked and a certificate will be given in the Work Order that the work has been satisfactorily completed. The nature of the repairs carried out and a note that the vehicle/ equipment has ‘ passed final test’ will be entered in the Log Book and signed. The Work Order, the Log Book and other vouchers will be sent to the P & P section. Vouchers for stores drawn from the Stores Group will be sent by the

204

MCO. These documents shall be kept by P & P Section in the job folder.

1002. A separate Work Order will be prepared for works undertaken for other departments/ Government s e.g. Central / state PWDs. In such cases, the Work Order will be priced. The overhead charges that should be levied in addition will be as determined by Government from time to time. Debits for the total amount involved will be raised through the Accounts Officer against the department/ Government.

1003. On receipt back of the repaired vehicles/ equipments in the R& I Section, the Log book will be checked for the correctness of the register No, of vehicle/ equipment, BA Nos, ‘Chassis’ Nos, Engine Nos, Tyre Nos. etc. They will then be issued to the units on issue vouchers on the authority of release orders issued by DGBR.

1004. Details as in para 990 in respect of vehicles/ equipment going out of the base Workshops shall be recorded in a Issue Control Register.

1005. On receipt of Work Order and “ Visual Inspection Report”, MCO will place the demand of spares in sextuplicate on the Store Division concerned, indicated the Work Order umber and date. One copy of the demand will also be placed in the job folder held with P&P Section.

1006. On receipt of demand by the Store Division, one advance copy of the demand duly marked with the availability of items will be returned to the Base Workshop for initiation of local purchase action for items declared not available, MCO will collect three copies of the issue vouchers alongwith stores from the Store Division. One copy of the issue voucher will be kept by P&P Section in the job folder and one copy duly singed by MCO will be retuned to the Store Division, the third being retained by MCO. Spares parts not available with Store Divisions will be procured by Base Workshops and accounted for in the normal manner.

1007. One copy of the expense voucher for those items which have been consumed against the particular job will be sent to P&P Section by MCO duly signed by O I/C Section responsible for consumption and will be kept alongwith the job folder.

1008.MCO will not maintain any ledger to account for the spares received from Store Divisions but a record of spares received and spent on jobs will be maintained in the respective job folders.

205

1009. Items remaining with MCO unconsumed against a Work Order will either be transferred to another Work Order where these may be required or retuned to the Store Division, on proper voucher. A copy of this voucher will be placed in the job folder.

1010. Expendable stores required for use in repairs will be procured and accounted for by OC Base Work shops in the normal manner. Items consumed during the month will be charged off the ledger on the basis of an expense voucher. This voucher will be singed by O I/c Section and countersigned by the Production manger and will contain a certificate to the effect that the items mentioned therein have been fully utilized on authorized jobs.

1011. Stores retrieved or obtained by cannibalization from Class ‘D’ Vehicles/ equipment by MCO, will be vouchered over to Store Divisions and will be accounted for in the same manner as other stores. A copy of this voucher will be placed in the relevant job folder.

TOOLS STORES

1012. All machinery, benches, hand tools and special maintenance tolls etc. used in the workshop shall be accounted for the by the Works Manger in separate ledgers as under:-

(a)Machinery Ledger(b)SMT Ledger(c) Hand Tools Ledger(d)Expenditure Stores Ledger

1013. Items of machinery will be received by the Tools Stores direct form DGS&D and other parties with reference to orders placed by Director General of Border Roads , all other tolls and stores including items purchased locally will be received through the stores Group. Indents for requirements of the latter stores shall, therefore, be placed on the Stores Group and on receipt, the stores will be accounted for in the ledgers. Items of machinery, tolls etc. will be given to the different sections and proper receipts obtained. Distribution of the machinery, tools etc. shall be shown separately or on the reveres of the ledger.

1014. All benches, tables, stores cup-boards etc, will be held on charge as ‘article in use’ and will be accounted for in a separate ledger.

206

1015. Items of machinery, tools etc, will be struck off ledger only when they are lost or when they become unserviceable. In the former case, loss statement will be prepared and sanctioned by the competent financial authority and in the latter. Items will be condemned by duly constituted Boards. The proceedings of the Boards shall be attached to the voucher prepared to strike off stores in the ledger.

1016. In the case of expendable stores certificates will be obtained monthly from the officer- in charge of the section concerned that the stores drawn by them have been utilized on authorized purposes. Bases on these certificates the items involved will be charged off in the ledger monthly on expense vouchers. The procedure for the disposal of machinery held in the Tools Stores shall be the same as for the disposal of vehicles and other equipment.

SALVAGE PARK

1017.All scrap occurring out of various jobs undertaken in different sections of the base workshops will be vouchered over monthly on IAFZ-2096 to the Salvage Section, duly supported by Condemnation Report on IAFD-931.

1018.The condemned material will be taken on charge in the ledge according to the category of scraps-ferrous or non-ferrous.

1019. The condemned material which could be used in the base workshops will be sent to the Expense Section of the Stores Group on regular vouchers.

1020. The procedure for the disposal of the rest of unserviceable materials shall be the same as per store in general.

1021. Scrap of non-retrievable items such as unserviceable rubber parts, pins, brushes, oil seals etc, will be vouchered over by weight to the salvage partk, supported by a certificate from the officer-in-charge of the section that the stores are not retrievable or reclaimable. No condemnation board is necessary in such cases.

CONTROL OF EXPENDITURE

1022.The expenditure on the maintenance of base workshops will be controlled through allotment of funds made annually. For this purpose, the Officer Commanding, Base workshops will render to the Chief Engineers and annual estimate of expenditure for the operation/ maintenance of the workshop in the form at Annexure 27.

207

The Chief Engineers after scrutiny will submit the estimate to the DGBR for allotting necessary funds in consultation with BRDB and Ministry of Finance ( Defence).

TECHNICAL CONTROL

1023. The technical control over the working of the base workshops will be exercised by Director General of Border Roads . The officer Commanding Base Workshops, will submit monthly an output return showing the number of vehicles/ equipment received for repair, the number required and the balance awaiting repairs at the end of the month.

1024.Blank

PURCHASE OF TECHNICAL PUBLICATIONS, TRAINING EQUIPMENT

1025. The OC Base workshop may also order the purchase of technical publications and training equipment and manufactures of jigs, tools and fixtures within the approved estimate and allotment of funds made for the purpose.

SECTION 5

STORE DIVISION

1026. The procedure for receipt, Stocking, issue of Category ‘A’ spares provision review. Preparation and issue of scales by Stores Division shall be as laid down in the inventory Control Procedure as amended from time to time. The procedure for the account of cash and stores like POL, clothing shall be as laid down in the Chapter “ Works and Accounting Procedure”.

CONTROL OF EXPENDITURE

208

1027. The expenditure on the maintenance of stores division will be controlled through allotment of funds made annually. For this purpose, the Officer Commanding. Stores Division will render to the Chief Engineers and annual estimate of expenditure for the operation / maintenance of the Stores Division in the form at Annexure 28. The Chief Engineers after scrutiny will submit the estimate to the DGBR for allowing necessary funds in consultation with BRDB and Ministry of Finance ( Defence).

TECHNICAL CONTROL

1028. The technical control over the working of the Store Division will be exercised by Director General of Border Roads .

FINANCIAL POWERS

1029. The OC Stores Division may make direct purchase of packing materials, preservatives and other miscellaneous stores ( other then constructional materials) upto Rs. 5000 per transaction subject to annual budget allotment which will not be exceeded without prior Govt. approval.

1030. The OC Store Division may order the purchase of Technical publications within the approved estimates and allotment of funds made for this purpose.

209

CHAPTER V

LOSSES

GENERAL

1031. All losses whether of public money or of stores shall be subjected to a preliminary investigation by the Officers in whose charge the money or stores were, to fix the cause of the loss and the amount involved.

1032. When and investigation into a case of loss discloses a defect in the system, a report shall be made to the Government through the usual channels and the CDA concerned, together with a recommendation for rectifying the defect.

1033. The momentary limits of sanction laid down refer to each separate case of loss and it shall not be permissible to subdivide a case of loss with the object of brining the amount within the financial powers of the authority dealing with it.

1034. Question relating to investigation of losses should be dealt with promptly by all concerned, and it is of the greatest importance that delay in dealing with any loss due to theft, fraud , negligence, financial irregularity etc. be avoided. Every important case of loss of cash or of stores damaged or found deficient should be brought to the notice of the superior authorities as soon as possible. If the investigation is complex and the assistance of audit authorities is required in pursuing the investigation, the Controller of Defence Accounts should be addressed and requested to furnish vouchers and other documents relevant to the investigation.

1035. Every individual in-charge of stores or cash be personally responsible for any loss sustained by Government through fraud or negligence on his part. He shall also be responsible for any loss arising from fraud or negligence on the part of any other individual to the extent two which he contributed to this loss by his own action or negligence.

1036. In cases where it appears that recourse of judicial proceedings is likely to be involved, competent legal advice should be taken. In case of losses involving a reasonable suspicion of fraud or other criminal offence, the case should be reported to DGBR for obtaining legal advice on the necessity for launching prosecution.

210

1037.The question of enforcing pecuniary liability should always be considered along with the other forms of disciplinary action. If the loss has occurred through theft, fraud or gross neglect, the individual responsible, including the supervising officer, if laxity of supervision has facilitated the loss, may be penalized either directly be requiring him to make good the loss or indirectly by taking appropriate disciplinary action. In deciding the degree of an officer’s pecuniary liability, it will be necessary to look not only to the circumstances of the case but also to the financial circumstances of the officers, since the penalty should not be such as to impair his future efficiency.

1038. In such cases, the authority investigating the loss, shall inform the Accounts Officer responsible for reporting on the Government Servant’s title to pension, gratuity or other terminal benefits ( in respect of deputationists, through the Head of Department to which the Government servant belongs) and the authority to competent to sanction pension, gratuity or other terminal benefit, and it will be the duty of the latter to make a note of the information and ensure that such pension, gratuity or other terminal benefit is not paid before a conclusion is arrived at as regards the Government servant’s capability and final orders are issued thereon.

1039. If any particular loss is found to be due to the fraud or willful neglect of a person who had deserted, the amount due to him as wages may be adjusted against the penal recoveries ordered under the appropriate provisions of the Army Act.

1040.Recoveries on account of losses made from individuals in cash shall be credited to Government in the usual manner. Where these are remitted into the treasury, the treasury receipt shall be forwarded to the Accountant/ Accounts Officer for adjustment. The No. , and date of the treasury receipt and the memo under which it is forwarded to the Accountant/ Accounts Officer shall be quoted on the loss statement.

LOSSES OF STORES

1041. Losses of stores may be classified under one of the following headings:-

(a) Losses due to theft, fraud or neglect(b) Losses due to other causes:-

(i) Fire(ii) Deficiency in actual balance(iii) Deterioration(iv) Defective storage

211

(v) Rains/ storm/ Flood(vi) In transit(viii) Miscellaneous causes

1042. Only those losses which have resulted from gross neglect on the part of the individual responsible should be classified as due to neglect and dealt with as such. Apparent losses of stores resulting from wrong identification, incorrect entries in the ledgers, omission to prepare vouchers for store disposed of or other errors committed by ignorant or inexperienced staff on account of circumstances beyond their control, need not be viewed as coming under the category of gross neglect.

1043. All losses of stores will be investigated by a Court of Inquiry except as provided below:-

(a) LOSS OF STORES NOT DUE TO THEFT, FRAUD OR NEGLECT

DGBR and CEs may, at their discretion after recording the reasons dispense with holding of a Court of Inquiry to investigate losses of stores in valued of Rs. 10,000/- and

Rs. 5000/- respectively in each case

The above financial powers will be exercised in consultation with CDA (BR)/ JCDA /DCDA/SAO/AO/ of the concerned Projects/ Task Forces etc.

(b) LOSS OF STORES DUE TO THEFT, FRAUD OR NEGLECT

A Chief Engineers may, at his discretion after recording the reasons

(i) dispense with the holding of a Court of Inquiry to investigate losses upto Rs. 500

(ii)hold a court of Inquiry consisting of one officer only to investigate loss of stores exceeding Rs. 500 but not exceeding Rs. 2000. If however, a Chief Engineers considers that the circumstances are such that the convening of a Court of Inquiry is not called for in any such case, DGBR will be competent to decided at his discretion and after recording the reasons in writing to dispense with the Court of Inquiry where justified.

212

(iii) Full court of Inquiry will be held to investigate losses exceeding Rs. 2000.

Courts of Inquiry should be promptly convened and the proceedings forwarded without delay to the DGBR for submission to Govt. where Government sanction for write off of the loss is required. Disciplinary action against persons found responsible for the loss will be initiated simultaneously. The proceedings will not be held up for disciplinary action to the taken or loss statement to be prepared. The proceedings will be accompanied by:-

(i) a statement as to the disciplinary action taken or contemplated and the person involved;

(ii) an estimates of the losses of stores and buildings

(iii) a certificate that loss statements are being prepared and will be forwarded.

MATERIAL LOSSES DUE TO SUSPECTED THEFT / FRAUD OR SABOTAGE

1044. When material losses due to suspected theft, fraud , fire etc. occur in Unit/ Formations, such cases should be reported to the Civil Police for investigation, except where it is not possible at all to avail of the services of the police authorities for investigation e.g. in field areas etc. The CE / Task Commander should exercise discretion in determining at what stage the report should be sent to the Police, keeping in view the fact that Police investigation will be increasingly handicapped with lapse of time.

Note:- For this purpose all losses, excepting the losses due to suspected sabotage, of the assessed value of Rs. 5000 and more, shall be regarded as ‘ material’. All cases of suspected sabotage shall be reported to the Police promptly irrespective of the value of the loss involved.

1045. There is no objection to departmental investigation proceeding simultaneously with the Police investigation.

Where feasible, the departmental enquires should be completed before the submission of charge sheets to court. If departmental enquiry cannot be completed and the Police submit a charge sheet to the Court, the departmental enquiry must be suspended.

1046. In case where proceedings pending before a court of competent jurisdiction and the proceedings before a departmental authority / court of enquiry area based on the same facts, the latter

213

proceedings will have to be held in abeyance if a court of competent jurisdiction take cognizance of the case.

1047. Once the matter is reported to the Police authorities, all concerned should assist the Police in their investigation. A formal investigation report should be obtained form the Police authorities in all cases which are referred to them as indicated above.

SERIOUS LOSS OF IMMOVABLE PROPERTY DUE TO ACCIDENTS OR ACTS OF ELEMENTS.

1048. Any serious loss of immovable property, such as building, fixed assets or other works caused by fire, flood, cyclone, earthquake or any other natural cause, shall be reported at once by the Engineer-officer concerned to this Task Force Commanders, Chief Engineers and the Director General of Border Roads .

1049. When a full enquiry as to the cause and extent of the loss has been made, the detailed report should be sent by the Engineer Officer concerned to the DGBR through the normal channels for further action in the matter. A copy of the report or an abstract thereof will also be endorsed to the Accounts Officer concerned. All losses of the above nature of Rs. 5000 and more in valued i.e. book value, should be treated as ‘ serious’ for the purpose of the above rules.

COURT OF ENQUIRY

1050. A Court of Enquiry shall invariable be held to investigate the loss in the following cases:-

(a) all losses requiring the sanction of the Government for write off

(b) losses due to inaccuracy in previous stock-taking(c) losses of arms, ammunition and explosive(d) losses due to theft, fraud, neglect, fire or due to nay other

unusual occurrence except as provided in para 1043(b) above

TRANSIT LOSSES

1051. Losses in transit shall be treated in the same way as losses in stock and, after investigation, shall be categorized as:-

(a)Losses due to theft, fraud or neglect

214

(b)Losses not due to theft, fraud or neglect

1052. In all cases of discrepancy between the quantities of stores shown on the vouchers received form the consignor and those, actually received, the consignee shall sing on receipt vouchers for the quantities shown on them and bring on charge in his ledger the full quantities recorded in the vouchers. The consignee will prepare discrepancy report in triplicate, two copies of which will be attached to the consignor’s receipt copy of the voucher and the triplicate retained. The number and date of the discrepancy report will also be given in the consignor’s copy of the voucher. The difference between the quantity as shown on the voucher and that actually received will be charged off on provisional loss statements will be entered in the Register of Loss statements.

1053. However, when discrepancy in quantity, condition or description are trifling i.e. when the value doesn’t exceed Rs. 25, no discrepancy report will be raised subject to the following stipulations:-

(i)quantities indicated in the voucher will be given, although the actual quantity received will be taken on charge and explanations for the small discrepancies will be attached to the consignee’s receipt, vouchers which will be amended accordingly;

(ii) the discrepancies relate to transit losses between one depot to another from depots to consuming Units and vice versa; from manufacturing establishment to depots;

(iii)The discrepancy is not occasioned due to theft, fraud or neglect and that no responsibility is attached to the carrier

The above instructions will not be applicable in case of discrepancies pertaining to arms, ammunition and explosives.

1054. If the discrepancy is admitted by the consignors and stores are replaced by him on nominal vouchers, such vouchers will be treated by the consignee as regular vouchers and linked with the provisional loss statement. The provisional loss statement will then cease to be treated as loss statement and will be suitably endorsed.

1055. If the discrepancy is not accepted by the consignor, the consignee will obtain the orders of the competent financial authority, converting the provisional loss statement into a regular one. The loss

215

statement duly accepted by the competent financial authority shall be kept on record and produced to audit.

1056. If the loss is attributable to the action of a responsible person at either end, the competent financial authority may allow the loss or any portion of it is as determined by him to be actually paid for in cash by the person concerned.

CLAIMS AGAINST RAILWAYS

1057. In all cases of losses/ damages of stores, in transit, the losses/ damages will be assessed at the consignee’s end in the presence of a representative of the railway and the acceptance of the liability obtained from the railways. The claim on the railways will be prepared as soon as possible after the discovery of the loss but not later than six months from the date of booking of the consignment. When the claim preferred is accepted is full or in part by the railways, the consignee will furnish the Accounts Officer with details of the claims and the copy of the letter from railway acknowledging their liability. The loss statement prepared will also show the above details. No formal write off will, however, be required. The Accounts Officer will take necessary action for effecting recovery from the railways.

1058. No departmental charges need be levied in the railway claims for losses in transit and no regularization on this account will be necessary. No claim will be prepared against the carrying companies if the loss or the damage is Rs. 50 or less. Similarly, no loss statement will be prepared up to Rs. 50 for the unaccepted portion of railway claims representing cost of stores/ freight charges etc. when the loss of stores occurs in transit. In case of short receipt of stores, a clear receipt for the total quantity received will be taken on charge and explanations for the discrepancies will be suitably endorsed on the consignor’s issue voucher as well as the consignees receipt voucher. In case of unaccepted portion of Railway claims not exceeding Rs. 50 representing cost of stores and freight charges etc. a suitable note will be endorsed in the register of losses and provisional loss statement etc., as the case may be.

The above instructions will not be applicable to the losses pertaining to arms, ammunition and explosives.

1059. In cases of claims relating to loss or damage in transit in which the railways claims for losses in transit and no regularization on this account will be necessary. No claim will be prepared against the carrying companies if the loss or the damage is Rs. 50 or less.

216

Similarly, no loss statement will be prepared upto Rs. 50 for the unaccepted portion of railway claims representing cost of Stores/ freight charges etc. when the loss of stores occurs in transit. In case of short receipt of stores, a clear receipt for the total quantities indicated in the voucher will be given although the actual quantity received will be taken on charge and explanations for the discrepancies will be suitable endorsed on the consignor’s issue voucher as well as the consignees receipt voucher. In case of unaccepted portion of Railway claims not exceeding Rs. 50 representing cost of stores and freight charges etc., a suitable note will be endorsed in the register of losses and provisional loss statement etc., as the case may be.

The above instructions will not be applicable to the losses pertaining to arms, ammunition and explosives.

1059. In cases of claims relating to loss or damage in transit in which the railways refuse to accept the claim in full the loss will be treated as store loss. In those cases where the railways admit the claim in part, the loss ( the amount of the claim preferred minus the amount actually admitted by the railways) will be treated as store loss and regularized on a loss statement by the competent authority with reference to the net amount of the loss.

1060. All cases of losses of stores received ex-India will be investigated and reported to Government for orders.

POWERS FOR WRITE OFF OF LOSSES OF STORES

1061. Losses of stores not due to theft, fraud or neglect may be written off by the authorities mentioned below to the extent of powers indicated against each:-

In Rs.DGBR 1,00, 000/- in consultation with CDA

(BR) Chief Engineers 50,000/- in consultation with

respective DCDA /ACDAOC Base Workshops

1,500/-

OC Store Divisions

1,500/-

OC Base Depot 300/-

217

1062. Losses of the following nature, not due to theft, fraud or neglect to the extent of Rs. 1,500/- in each case may be written off by the Task Force Commander:-

(a) Losses of stores, small tolls and plants including loss or damage in transit

(b) Losses sustained in air dropping; and (c) Petty losses of vehicles fitments.

These powers will be exercised personally by the Task Force Commander, who will not delegate it to any other officer.

1063. Losses of stores due to theft, fraud or neglect may be written off by the authorities mentioned below in the manner and to the extent of powers indicated against each:-

DGBR -- Rs. 15,000/- Powers will be exercised in consultation with CDA (BR)

Chief Engineers -- Rs. 7,500/-

PREPARATION OF DISPOSAL OF LOSS STATEMENT

1064. Loss Statements priced and completed in all respects, will be submitted to the competent financial authority, through the Accounts Officer, for sanction. Courts of Enquiry proceedings, if any, as well as a statement of case, prepared in respect of those losses that are exhibited in the Appropriation Accounts will accompany each and every loss statement. The original copy of the loss statement will be signed by the competent financial authority in ink and produced for audit in support of the relevant transaction in the store accounts. This will indicate the penal recoveries made or to be made from the individual concerned or in case loss in transit, the amount of the claim accepted by the railway or other carrying agency.

Note :- Loss Statements for amounts not exceeding Rs. 100 whether due or not due to theft, fraud or neglect, need not be referred to the AO by CFAs.

REGISTER OF LOSSES

1065.Unit/ Formation WILL MAINTAIN Register of Losses on IAFZ-2161. All loss statements which require to the dealt with by the competent financial authority will be entered in the register as soon as they are prepared.

SUBSIDIARY RULES RELATING TO LOSSES

218

1066. The amount that will be shown on loss statement shall be the value of the stores lost in the vase of actual losses and the estimated cost of repairs in the case of stores damaged or which are found to differ in condition from that under which they were held on charge. Damages/ Losses to vehicles and equipment involved in accidents or misuse and requiring repairs costing upto Rs. 6000/- and not downgraded to class ‘C’ should be assessed by Filed Workshop/ Base workshops and will be dealt with under this para.

1067. In the vase of vehicles or equipment involved in accident and being rendered unserviceable or requiring Base repairs by Base workshops , the loss will be determined with reference to the depreciated value of the vehicle/ equipment at the time of loss assessed ad hoc by a Board of Officers convened to investigate the loss. In assessing the loss, the book value of the equipment at its expected life, its residual like and its condition at the time of occurrence of the accident will be taken into account. The actual loss that twill be written off will be the depreciated value less the residual value if any. The authorities competent to sanction the write off will be determined with reference to the depreciated value of the vehicle/ equipment immediately before the accident.

1068. In respect all losses ( except those due to accidents referred to in para 1067 above) the net value of the loss is to be determined after deducting recover, if any , from the persons responsible, whether such recoveries are in the nature of penal deductions or otherwise. The authorities competent to write off the loss will, however, be determined with reference to the gross loss.

1069. Losses of various classes of stores occurring in any unit due to one and the same incident/ cause e.g. theft, fraud, fire ,explosion, etc., should be written off on one loss statement. If, however, the stores involved pertain to different units, separate loss statement will be required to regularize the loss in respect of stores held on charge of each unit. The competent financial authority should be determined with reference to the value of loss in each unit.

1070. When on stock-taking, stores are found surplus or deficient, the surpluses after very thorough check must be taken on charge and the deficiencies dealt with under the orders of the competent financial authority.1071. In Unit/ Formation where periodical stock-taking is conducted, the total value of the loss discovered on each particular occasion of check, irrespective of the time taken in checking the stores and irrespective of the categories of stores, will be treated as one transaction.

219

1072. No financial adjustment of the amount of loss is necessary. The quyantity lost will be charged off the ledger on the basis of loss statement. The penal recoveries on account of theft, fraud or neglect will be adjusted as minus expenditure under the relevant head of account.

LOSSES OF PUBLIC MONEY

1073. The term loss of public money includes in addition to cash proper:-

(a) irrecoverable advances made to individuals no longer in Government service.

(b) Overpayments of Pay and Allowances made to individuals no longer in Government service;

(c) All other irrecoverable cash claims, recoveries of which would entail considerable hardship or present special difficult:

(d) Losses due to expenditure on freight in respect of stores dispatched in error.

(e) Losses resulting from dispatch of stores by other than the authorized procedure

(f) Overpayments and cost of stores issued on payment to contractors and others, the recovery of which would present special difficulty

1074. All losses of public money shall be reported to Chief Engineers who shall order the assembly of a court of enquiry to investigate the loss.

1075. Further action for write-off of the loss and for instituting suitable disciplinary/ legal proceedings against the persons fount responsible will be taken in accordance with the findings of the Court of Enquiry, as in the case of losses of stores.

CLASSIFICATION OF LOSSES

1076. As in the case of losses of stores, losses of public money will be classified as:-

(a) losses due to theft, fraud or neglect

220

(b)losses due to other causes.

POWERS FOR WRITE-OFF FOR LOSSES OF PUBLIC MONEY

1077. Losses of public money not due to theft, fraud or neglect will be written off by the authorities mentioned below to the extent indicated against each:-

DGBR - Rs. 3000

Chief Engineers - Rs. 1500

Note :- Loss statement for amounts not exceeding Rs. 1200 need not be referred to the CDA (BR)

1078. The powers of write off of Director General of Border Roads will be exercised in consultation with CDA (BR) and those of the Chief Engineers in consultations with the CDA concerned.

1079. Losses not due to theft, fraud or neglect in excess of the powers of the DGBR and all losses due to theft, fraud or neglect shall be reported to the DGBR for obtaining the sanction of Government.

1080. Delegation of powers to officers in Border Road Organisation Audit objections arising from Breaches of Rules and Regulations and Technical and non-financial objections are given in Annexure 33.

1081-1094Blank

221

CHAPTER VI

MISCELLANEOUS

COMPENSATION IN RESPECT OF LOSS OF LIFE OR INJURY/ DAMAGE TO PRIVATE PROPERTY CAUSED BY MEMBERS OF

THE BORDER ROAD ORGANISATION

1095. DGBR and the Chief Engineers will be competent to settle Civil Compensation claims up to the following amounts, in respect of loss of life or injury/ damage to private property and property belonging to State Governments, Semi-Government bodies and Corporations, arising out of Traffic accidents or occurrences in the nature of civil wrongs caused by members of the Border Road Organisation :-

DGBR – Rs. 1000 in respect of each individual claim, with a maximum of Rs. 5000 in ;any one accident

Chief Engineers :- Rs. 500 in respect of each individual claim, with a maximum of Rs. 2,500 in any one accident

Note :- No compensation will be offered where the claimants are Departments of Government of India. Any case of difference of opinion with State Governments, Semi-Government etc. will be referred to Government of India.

1096. A Court of Inquiry will be held locally to establish reasons for damage or loss. Verification of claims will be carried out in consultation with local Civil/ political authorities.

1097. In cases of loss of animals( ponies/mules) compensation should not exceed the rates followed by local Army Authorities. Where Army Authorities are not operating assessment will be made by the Competent General Reserve Engineer Force officer in consultation with Civil / Political authorities.

1098. All claims will be dealt with in accordance with the instructions contained in the Manual of Instructions for Officers of the Claims Commission ( India) save where these instructions are clearly not applicable. The Compensation will be offered “ without prejudice” and purely as an act of grace, as Government cannot be held liable for the damages or injuries if the object that caused the damages or injuries is maintained by the Government in the exercise of their

222

sovereign right. Claims will be paid after pre audit by the Accounts Officer of the Project concerned.

1099. The expenditure will be debited to the project concerned.

1100. Sanction of Government will be obtained in the flowing cases:-

(i) Claims in excess of limits laid down vide para 1095 above.

(ii)Claims from Governments Jammu and Kashmir, Sikkim and Bhutan or form the local authorities under them, irrespective of the amount involved

Note:- Claims from private individuals in these Sates will, however, be dealt with in accordance with para 1095 above.

Each case will be accompanied by a full report, a copy of the proceedings of the Court of Inquiry held to investigate the matter and recommendations as to the amount of Compensation to paid.

COMPENSATION IN RESPECT OF LOSS OF LIFE OR INJURY OR DAMAGE TO PRIVATE PROPERTY CAUSE BY MEMBERS FO

THE BORDER ROAD ORGANISATION IN BHUTAN

1101. The authorities in Border Road Organisation shown below will be empowered to settle Civil Compensation Claims upto the amounts indicated against each in respect of loss of life or injury or damage to private property arising out of traffic accidents or occurrences in the nature of civil wrongs caused by members of the Border Road Organisation whilst employed in BHUTAN((P) DANTAK, so far as they relate to private individuals:-

(a) DGBR- Rs. 1000 each individual claim with a maximum of Rs. 5000 in any one accident

(b)Chief Engineers - Rs. 500 in each individual claim with a maximum of Rs. 2500 in one accident

1102. Initially a Court of Inquiry will be held locally to establish the reasons for damage or loss. Verification of the claims will be carried out in consultation with the local Civil/ Political authorities. The payments will be made after pre-audit by the Accounts Officer of the Project Concerned, and the Representative of India in BHUTAN

223

will be informed of the details of the accidents and the payments made to the aggrieved parties.

1103. Proposal to settle claims in excess of the limits laid down in Para 1101 (a) above will be submitted in consultation with Representative of India in BHUTAN to DGBR through the Controller of Defence Accounts concerned for the orders of the Government of India. Each case will be accompanied by a full report, a copy of the proceedings of the Court of Inquiry held to investigate the matter and recommendation as to amount of compensation to be offered.

1104. Claims of the following nature, if any, will also be referred in consultation with Representative of India in BHUTAN to the Govt. of India for consideration irrespective of the amount involved:-

(a) where any local instrumentally ( those organization of Government of BHUTAN at that local level which are officially and lawfully designated as legitimate bodies dealing with the matters in question or the disputes in question) of Government of BHUTAN including semi-Government bodies and Corporation it itself a party to the case or has preferred a claim.

(b)Where the circumstances are such that the BRDB has to deal directly with the Government of BHUTAN and cannot settle the case with Government of BHUTAN’s local authorizes.

1105. Where any case is brought to the notice of Representative of India in BHUTAN, Ministry of Shipping and Transport, Border Road Development Board will provided all necessary assistance tot the Representative to enable him to deal with the matter.

1106. No compensation will be offered where the claimants are Departments of the Government of India in BHUTAN.

----------------------------------------***************----------------------------------

224