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The smooth and efficient administration of the personnel of Border Roads Organisation is governed by the ‘Record Office Instructions’ (ROIs) issued by GREF Records over the last 38 years. A need was felt not only to review these ROIs but also to consolidate these in the form of a booklet for easy reference by all.
Citation preview
The information contained in this publication is not to be communicated
either directly or indirectly to the press or to any unauthorised person
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FOREWORD BY THE DGBR
Ever since the raising of Border Roads Organisation in 1960, various instructions have
been issued by GREF Centre & Records from time to time to regulate and streamline the
personal and financial management of GREF subordinates. With the publication of this
Compendium, these instructions have been updated, revised and compiled for easy reference by
the units and sub units. I am sure that this Compendium will go a long way in assisting the
Projects in better and efficient administration and management.
I would like to place on record my appreciation of the concerned efforts put in by
Commandant, GREF Centre, Chief Record Officer, GREF Records and their staff in bringing
out this valuable compilation.
( A K Nanda )
Lt Gen
Director General
_____ 2009 Border Roads
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FOREWORD BY THE DDG(PERS)
The smooth and efficient administration of the personnel of Border Roads Organisation
is governed by the ‘Record Office Instructions’ (ROIs) issued by GREF Records over the last 38
years. A need was felt not only to review these ROIs but also to consolidate these in the form of
a booklet for easy reference by all.
The meticulous work done in bringing out this informative Compendium of Record
Office Instructions by Commander, GREF Centre and Chief Record Officer, GREF Records
deserves to be complimented. I hope that the benefits that will flow from this booklet will be of
immense value to all units and sub units of this Organisation.
( K P Singh )
Brig
_____ 2009 Dy Dir Gen (Pers)
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FOREWORD
1. The need for a properly bound book on Record Office Instructions cannot be
overemphasized. GREF Record Office Instructions were so far being issued in loose form. It is felt that consolidated Record Office Instructions will be handy and useful to the user units in
case these can be issued in the form of a book.
2. These instructions are based on the Regulations for the Army, Government of India letters, Army Orders/Instructions and other administrative instructions issued from time to time
by HQ DGBR, Army HQrs and Audit authorities.
3. Needless to say that the contents of the Record Office Instructions do have effect on the
finances and the career prospects of the subordinates. The aim of issuing these consolidated
instructions in the form of book, therefore, is to enable all Projects/Units to deal with the day-to-
day documentation and personal management of the GREF personnel more efficiently. They are
requested to ensure that the instructions are strictly complied with. If Officers and Clerks serving
with PROJECTS/TF HQ and Units are given adequate training to interpret and implement these
instructions correctly, their task wil become much easier.
4. These instructions, though quite exhaustive are, however, for use only within the Border
Roars Organisation. They are not to be quoted as authority and referred to in correspondence
with unit/Formations outside Border Roads Organisation.
5. In order to compile this book the Record Office Staff has put in a concerted effort in updating and incorporating all latest instructions in the Second Edition.
6. I appreciate their efforts and I am confident that the Projects will be greatly benefited
from these instructions.
Station : Pune-411015 ( A K Das )
Colonel
26 Feb 2009 Offr-In-Charge Records
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PREFACE
1. Ever since the functioning of Border Roads Organisation, Record Office Instructions
have been issued in loose leaf fashion. It is, therefore, strongly felt that the Formations/Units experience great difficulties in referring to such instructions issued from time to time.
2. Record Office (GREF) instructions are basically meant for assisting CEs Projects
including Officers and Clerical Staff serving under them in ensuring correct documentation procedure and also to ensure that Supvrs/OR are not denied of their entitled dues and benefits
both in service and on retirement.
3. A large number of amendments and revisions on previous Orders/Instructions and
policies are being received from time to time, an effort has been made to incorporate all such
latest amendments and revisions in the Second Edition of the Record Office Instructions 2009.
4. It is needless to stress that correct and accurate documentation is vital for the morale of
all GREF personnel and efficient functioning of units.
5. It is, therefore, of paramount importance that these instructions are meticulously
followed at all times. Proper and accurate documentation will ensure admissibility of pay and
allowances, grant of promotion, proper selection for appointments and expeditious settlement of
pension.
6. Record Office Instructions are the guide lines taken out from various Orders/Instructions and policies issued by HQ DGBR and other higher authorities. Therefore, these Instructions will
not be quoted as the authority.
7. Record Office Instructions pertaining to JCOs/Ors posted to ERE with the GREF Units are issued by the respective Records.
8. I appreciate and profusely thank the Officers, Supvrs/JCOs and other ranks of Record
Office for their whole-hearted efforts and co-operation in bringing out this SECOND Edition of
the Record Office Instructions 1998.
Station : Pune-411015 ( Rajan EK )
Lt Col
26 Feb 2009 Chief Record Officer
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CONTENTS
CHAPTER 1
FUNCTIONING AND ORGANISATION RECORD OFFICE GREF
Section Page
1. General 01
2. Precedence and authority of Record 02
3. Staff of Record Office 03
4. Correspondence with Record Office 03
5. Visits by Unit Representatives 04
6. Pay Accounts Office 04
CHAPTER 2
PAY ACCOUNTS
Section
1. Introduction 06 2. Responsibility of Paying Officer 06
3. Quarterly Statement of Accounts 06
4. Action by Unit on Statement of Accounts 07
5. Observation on Statement of Accounts 07
6. Monthly Regular Payments 08
7. Debit Cases 08
8. Payment of Credit Balance 08
9. Time Barred Claims 09
10. Cases requiring Audit Ruling 09
11. Main cause of Debit Balance 10
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Section Page
12. Method of Liquidation of Debit Balance 10
13. Regularisation of Over payments 10
14. Procedure to be followed towards Recovery/ 11
Remission of over payments
15. Existing Orders/Instructions 11
16. Real Debit Balance 12
17. Debit Balance 12
18. Publication of Part II Orders 12
19. Miscellaneous Claims 13
20. Procedure to settle Real Debit Balance Cases 13
21. Important requirements connected with 14 payment of Advance
22. Acquittance Roll 15
23. Settlement of discrepancies in IRLA 17
24. Restriction of payment where IRLA in Debit 18
CHAPTER 3
ALLOTMENT OF GREF NUMBER
Section
1. Introduction 19
2. Procedure 19
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CHAPTER 4
REPORTING OF CASUALTIES, ACCIDENT INJURIES,
SICKNESS, BATTLE ACCIDENTS AND CASUALTIES,
MISSING GREF AND ARMY PERS
Section Page
1. Introduction 21
2. Aim 21
3. Procedure 21
4. General Instructions 22
5. Procedure for Reporting 23
6. Submission of Detailed Report 24
7. Report in respect of Personnel on Dangerously 25
or Seriously Ill List
8. Reporting of serious Accidents and Incidents 25
of Public Interest
9. Court of Inquiry 25
10. Procedure for Intimation to NOK 26
11. Reporting of physical casualties in respect of 28 Gorkha Persons whose NOK are resident of Nepal
12. Procedure for Reporting Battle Casualties, 29
Battle Accidents and Air Raid Casualties
13. Issue of Condolence Letter 30
14. Death Certificate 36
15. Accident and Injuries 36
16. Court of Inquiry on Accidental 37
Death or Injury
17. Missing Personnel 37
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Section Page
18. Rules for Reporting Missing Personnel 38
19. Procedure for presumption of Death 38 of Missing Personnel
20. Maintenance of Casualty Register 38
CHAPTER 5
VERIFICATION OF CHARACTER AND ANTECEDENTS
Section
1. Introduction 40
2. Aim 40
3. General 40
4. Indian Nationals/Nepal Domiciles in India 40
5. Bhutanese Nationals 40
6. Nepalese National 41
7. Disposal of Verification Roll 41
8. Attestation Forms 41
9. Entries to be Recorded 42
10. Verification of Character and Antecedents 42
of re-employed Persons
11. Disposal of undesirable personnel 43
adversely reported by Civil Authorities
12. Progress of Verification Roll 43
13. Standard form of covering Letters 45
14. Conclusion 45
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CHAPTER 6
COUNTING OF FORMER SERVICE
Section Page
1. Introduction 46
2. Govt of India’s decisions 47
3. Counting of War Service rendered before 48
Civil Employment
4. Counting of period spent on Leave 48
5. Counting of period of Suspension 49
6. Govt of India’s decision 49
7. Suspension should be held wholly unjustified 49
when the Proceedings end with Minor Penalty
8. Forfeiture of Service on Dismissal or Removal 50
CHAPTER 7
DESERTION
Section
1. Introduction 51
2. Type of Desertion and submission 51
of Desertion Roll
3. Security Classification Desertion Roll 52
4. Court of Inquiry and Striking Off Strength 52
5. Recovery of Deserters 53
6. Trial of Deserters 54
7. Despatch of Escorts 54
8. Payment of TA/DA to Police parties deployed 54 to Apprehend/Escort GREF Deserters
9. Outstanding Dues 55
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CHAPTER 8
DISPOSAL OF ESTATE OF DECEASED PERS
Section Page
1. Introduction 57
2. Disposal of Estates by OC Units 57
3. Main cause of delay in disposal of Estate 57
4. Execution of a WILL by Service Personnel for 58
speedy disposal of Estates
5. Disposal of Estate of deceased personnel who 58
leave behind minor Heir
CHAPTER 9
MEDICAL CATEGORISATION AND DISPOSAL OF BOARDED OUT GREF
PERSONNEL
Section
1. Introduction 59
2. Medical Categorisation 59
3. Procedure for Categorisation 60
4. Composition of Medical Board 60
5. Duration of Medical Category 60
6. Disposal of LMC Personnel 61
7. Conclusion 61
8. Composition of Board 62
9. Disposal of LMC GREF Pers discharge from Hospital 63
10. Employability Restrictions 64
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CHAPTER 10
DISCHARGE/VOLUNTARY AND SUPERANNUATION
RETIREMENT AND SUSPENSION
Section Page
1. Voluntary Retirement 67
2. Suspension 68
CHAPTER 11
DOCUMENTATION
Section
1. Introduction 69
2. Preparation, Maintenance & Disposal 69
of Service Books 62 (ATC-4) of GREF
Personnel and Deputationist
3. Transfer of Documents 73
CHANGE OF HOME ADDRESS, RELIGION AND NAME
Section
1. Introduction 74
2. Change of Home, Address/Railway Station 74
for the Purpose of LTC
3. Change of Religion 74
4. Change of Name 74
5. Recording of Wife’s name in the 75
Service Documents
CHANGE OF RELIGION BY SCHEDULED CAST
Section
1. Introduction 76
2. Aim 76
3. Procedure 76
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RECORDING OF EDUCATIONAL QUALIFICATION/DATE OF BIRTH/AGE IN
SERVICE RECORDS
Section Page
1. Introduction 77
2. Clarification 78
3. Date of Birth 79
4. Change of Date of Birth of Children of 80
GREF Personnel
5. Recognisation of Educational Qualification 80
6. Bogus Educational Certificate 81
MAINTENANCE OF GREF PERSONAL BOOK GRANT OF ANNUAL/SPECIAL
INCREMENTS
Section
1. Introduction 82
2. General 82
3. Regulation of Increment during the course 84 and after expiry of Penalty period
4. Advance Increment 85
5. Special Increment (Personal Pay) for 85
undergoing sterlisation operation
YEARLY NOMINAL ROLL
Section
1. Introduction 87
2. Procedure 87
3. Conclusion 87
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KINDRED ROLL/CHANGE OF NOK
Section Page
1. Introduction 88
2. General 88
COURT MARTIAL BOOK AND BOX
Section
1. Court Martial Book 89
2. Court Martial Box 89
PLURAL MARRIAGE
Section
1. Introduction 90
2. Aim 90
3. Declaration on Appointment 90
4. Plural Marriage by persons in whose case 91
it is permissible
5. Plural Marriage by persons in whose case 92
it is not permissible
6. Ineligibility for Enrollment/Appointment in GREF 92
7. Dissolution of Marriage 93
DESTRUCTION OF PART II ORDERS AND NE DOCUMENTS
Section
1. Introduction 94
2. Procedure 94
3. Destruction of NE Documents of GREF Officers 94
and Personnel
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PROCEDURE FOR GREF PERS PROCEEDING ON LIEN TO
OTHER DEPARTMENTS
Section Page
1. Introduction 95
2. Aim 95
3. Selection 95
4. Documentation 95
5. Extension/Suspension of Lien and Revision 97
from Lien
6. Termination of Lien 98
7. Terminal Benefits 98
ARMY PERSONNEL ON ERE IN GREF
Section
1. Introduction 100
2. Aim 100
3. Turn over and Replacement 100
4. Duration of Tenure 100 5. Extension of Tenure 100
6. Premature Reversion to Regimental Duties 101
Section
7. Posting/Transfer on Compassionate Grounds 101
8. Inter Project Adjustment 102
9. Relieving on Posting Out 102
10. Posting of person of lower rank 102
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CHAPTER 12
PREPARATION OF ELECTORAL ROLL
Section Page
1. Introduction 103
2. Aim 103
3. General 103
4. Eligibility for Registration as Service Voter 103
5. Procedure for Registration 103
6. Despatch of Ballot Papers 104
CHAPTER 13
CENTRAL GOVT EMPLOYEES GROUP INSURANCE SCHEME
Section
1. Introduction 106
2. Aim 106 3. Applicability 106
4. Members 106
5. Subscription 106 6. Insurance Fund and Insurance Cover 107
7. Saving Fund 107
8. Recovery of Subscription 107
9. Financing of subscription from Public Provident Fund 108
10. Payment from Insurance/Saving Fund 108
11. Withdrawal from Insurance/Saving Fund 109
12. Loans/Advances from Insurance/Saving Fund 109
13. Utilisation of Accumulation in Insurance/ Saving Fund 109
Section Page
14. Action of Notification of Scheme 109
15. Action of the Scheme coming into Force 109
16. Register of Members 109
17. Nomination 110
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LEAVE-GREF PERSONNEL
Section
1. Introduction 117 2. Kind of Leave due and admissible 117
3. Special kinds of Leave 118 4. Absence after expiry of Leave 120
5. Action for unauthorised Absence from 120 Duty or Overstayal of Leave
6. Maternity/Child care Leave 120
CHAPTER 15
HONOURS AND AWARDS
Section
1. General 121
2. Procedure 124
MEDALS/STARS AND CLASPS
Section
1. Introduction 131
2. Eligibility 131
3. Qualification for Award 132
4. Submission of Medal Rolls 137 5. Receipt/Disposal of Medals/Stars/Clasps 138
6. Accounting of Medals/Stars/Clasps 138
7. Wearing of Medals/Stars/Clasps 138
Section Page
8. Wearing of 10, 20 and 30 Years Long Service 139
Medals by GREF Personnel
9. Wearing of Ribbon and Documentation 139
10. Issue of Ribbon and Medals 139
11. Design of Ribbon 139 12. Seniority of Medals 139
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CHAPTER 16
VERIFICATION OF CLAIMS OF SC/ST AND RELAXATION
APPLICABLE TO THESE COMMUNITIES
Section
1. Introduction 140
2. Aim 140
3. General 140
4. Copies of Important Letters 142
APPOINTMENT OF SC/ST CANDIDATES ON RELAXED
CONDITION OF TYPING
Section
1. Introduction 160
2. Aim 160
3. Procedure 160
APPOINTMENT/REAPPOINTMENT/PROMOTION
GP C AND D IN GREF
Section
1. Introduction 161
2. Appointment 161
3. Competent Authority empowered to 161
make Appointment
4. Recruitment on Provisional Certificates 163
Section Page
5. Action by Recruiting Officer 164
6. Action by Projects/Units 166 7. Re-appointment 167
8. Departmental Promotion 170
9. Claims for being a SC/ST for Promotion 170
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REFUSAL FOR PROMOTION
Section
1. Introduction 174
2. Procedure 174
CONFIRMATION IN GREF
Section
1. Introduction 175
2. Eligibility 175
3. Procedure 175
4. Action by the Unit 176
COMPASSIONATE APPPOINTMENT OF DEPENDENTS OF
DECEASED GOVT SERVANTS
Section
1. Introduction 177
2. Recruitment of Females in GREF 178
3. Compassionate Appointment in the Case of Govt. 178
servant who are Unmarried at the time of Death
GREF BENEVOLENT FUND
Section Page
1. Title 179
2. Definition 179
3. Membership 180
4 Objects 180
5. Source of the Fund 188
6. Administration and Fund 181
7. Financial Assistance 182 8. Procedure for grant for benefits 183
9. Operation of GBF 184 10. Provision of the Act 186
11. Administrative Instruction 186
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CHAPTER 17
REVISION OF DOs PART II FORMAT
Section
1. Introduction 192 2. Revised Format 192
CHAPTER 18
PENSIONARY AWARDS
Section
1. Introduction 194
2. Types of Pensionary Awards 194
3. Verification of Qualifying Service 194
Section Page
4. Emoluments 194
5. Superannuation Pension 195
6. Retiring Pension 195
7. Pension on absorption in a under a Corporation, 196
Company or Body
8. Invalid Pension 196 9. Compensating Pension 196
10. Compulsory Retirement Pension 197 11. Compassionate Allowances 197
12. Family Pension 199
GREF DISCHARGE CERTIFICATE AND DUPLICATE
DISCHARGE CERTIFICATE PROHIBITION AGAINST
REEMPLOYMENT EX- GREF PERSONNEL ON
DISCIPLINARY GROUNDS AND ADVERSE POLICE
VERIFICATION
Section
1. Introduction 201
2. Precautionary steps to be adopted 202
3. Memorandum in reply to representation dealing with 203
Pensioners
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CHAPTER 19
POSTING AND TRANSFER
Section
1. Introduction 205 2. General Principal 205
3. Criteria for routine turnover 206 4. Criteria for Posting to BCA/MCA Area 207
5. Calculation of Hardness Index 210
6. Area Classification 214
7. Posting HAA/EHA/HHA/BCA/MCA 217
8. Posting HHA 218
9. Posting from and to SA/HA 218
10. Posting of BRDB/HQ DGBR/GREF Centre/Records 219
11. Posting of Personnel on the verge of Retirement 219
12. Deputation GREF Pers 220
13. Posting Female GREF Employees 222
14. Premature Posting 222
15. Location Weightage 222
16. Turn Over 223
17. Representation against Posting 223 18. Deployment and adjustment of LMC Personnel 224
19. Personnel involved in Disciplinary/Court Cases 224
20. Promotion cum Posting Order 226 21. Proforma Posting 226
22. Internal Posting Order 226
23. New Raising/Disbandment/Underposting 227
Section Page
24. Posting on Compassionate Grounds 227
25. Last Leg Posting 230
26. Posting Newly Recruited Personnel 230
27. Posting of Personnel on Promotion/Reappointment 230
28. Posting of Personnel undergoing Diploma Course at CME. 230
29. Posting of Specialised Categories 231
30. Rotation of Technical Staff within BCCs 232 31. Issue of Posting Orders on account of 232
Wastage/Disciplinary Cases
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32. Initiation of ACR/ICR 233
33. Attachment 233
34. Delays in carrying out Posting 233
35. Relief 234
36. Compliance of Posting Order 234 37. Progress on Implementation of Posting Order 234
38. Movement Orders 234
39. Admissibility of transfer incidentals on move of Unit 234 40. Posting/Transfer Army Pers 235
41. Request/Pressure for posting from Politicians/VIPs 235 42. Conclusion 235
CHAPTER 20
MASTER SENIORITY LIST
Section Page
1. Introduction 237
2. Preparation and Maintenance 237
3. Amendment/Revision/Addition 238
4. Conclusion 238
CHAPTER 21
DISCIPLINE UNDER ARMY ACT 1950 AND UNDER CCS
(CC&A) RULES 1965
Section
1. Army Act 1950 239
2. Army Rules 1954 240
PUNISHMENT APPLICABLE TO GREF PERSONNEL
Section
1. Introduction 243
2. Minor Penalties 243 3. Major Penalties 243
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CHAPTER 22
STRENGTH RETURN
Section Page
1. Introduction 249 2. Monthly Strength Return 249
CHAPTER 23
DETAILMENT OF CANDIDATES FOR VARIOUS COURSES
AT ARMY CENTRES/CME
Section
1. Introduction 251
2. Courses 252
3. Medical Fitness 252
4. Bonds/Certificates 252
5. Promotions 252
6. Administrative Instructions 252
7. Medical 253
8. Discipline 253 9. Leave on Long Absence 253
10. Officers empowered to authorise withdrawals 253 11. Family Permission 253
12. Pay and Allowance and issue of Rly Warrants 254 13. Ration/TA/DA and Clothing 254
14. Project responsibilities 255 15. Conclusion 255
CHAPTER 24
INITIATION OF ACRs/ICRs
Section Page
1. Introduction 256
2. Periodicity 256
3. General 256
4. ACR of Persons of GREF Centre/Records 257
5. Initiation of ACR of Stenographers 257 6. Submission of Nominal Roll 258
7. Computing physical service of 90 days 258 8. Initiation of ACR of persons placed under Suspension 259
9. Initiation of ICR 259
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10. Writing of ACR by Officer under Suspension 259
11. Confidential Reports on Retired/Deceased 259
Officers and Disposal
12. Training/Course 260
13. Adverse Entry and Representation on ACR 260 14. Maintenance of ACR of Deputationist/Lien Holders 261
15. Initiation of ACR of Subordinates 262 by Close Relatives Officer
16. Initiation of NIC 262
17. Disposal of ACRs 262 18. Salient Features 263
19. Holding of ACR 264
Section Page
20. Dispensing with Initiation of ACRs 264
21. Refusal to Sign and Accept extract of ACRs 264
22. Exercise of Check of ACR 264
23. Loss of ACRs 264
24. Responsibility of Record Office 265
25. Conclusion 265
CHAPTER 25
DEPUTATION
Section
1. General 266 2. Aim 266
3. Deputation versus Outside Employment 266 4. Deputation 266
5. Procedure for Selection of Individual for 267
Deputation while allowing GREF Personnel
to proceed on Deputation
6. Procedure 269
7. Conditions to be fulfilled by the Candidates/Units 270
8. Leave Salary and Pension Contribution 271
9. Posting on reversion from Deputation 271
10. Reports and Returns 271
11. Undertaking 272
12. Certificate from OC Unit 273 13. Confirmation from Projects 274
14. Check List for forwarding applications 275 15. Register for Deputationists other than IRCC Ltd. 277
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APPENDICS Page No
1. Appendix ‘A’ 278
2. Appendix ‘B’ 279
3. Appendix ‘C’ 283
4. Appendix ‘D’ 284
5. Appendix ‘E’ 285
6. Appendix ‘F’ 289
7. Appendix ‘G’ 290
8. Appendix ‘H’ 292
9. Appendix ‘J’ 296
10. Appendix ‘K’ 301
11. Appendix ‘L’ 304
12. Appendix ‘M’ 305
13. Appendix ‘N’ 306
14. Appendix ‘O’ 307
15. Appendix ‘P’ 309
16. Appendix ‘P1’ 313
17. Appendix ‘P2’ 314
18. Appendix ‘Q’ 315
19. Appendix ‘R’ 316
20. Appendix ‘S’ 317
21. Appendix ‘T’ 318
22. Appendix ‘T1 319
23. Appendix ‘U’ 320
24. Appendix ‘V’ 321
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25. Appendix ‘W’ 323
26. Appendix ‘X’ 324
27. Appendix ‘Y’ 325
28. Appendix ‘Z’ 327
29. Appendix ‘AA’ 329
30. Appendix ‘AB’ 332
31. Appendix ‘AC’ 336
32. Appendix ‘AD’ 341
33. Appendix ‘AE’ 342
34. Appendix ‘AF’ 343
35. Appendix ‘AG’ 345
36. Appendix ‘AH’ 387
37. Appendix ‘AJ’ 389
38. Appendix ‘AK’ 390
39. Appendix ‘AL’ 391
40. Appendix ‘AM’ 393
41. Appendix ‘AN’ 394
42. Appendix ‘AO’ 395
43. Appendix ‘AP’ 396
44. Appendix ‘AQ’ 397
45. Appendix ‘AR’ 398
46. Appendix ‘AS’ 399
47. Appendix ‘AT’ 400
48. Appendix ‘AU’ 401
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49. Appendix ‘AV’ 404
50. Appendix ‘AW’ 405
51. Appendix ‘AX’ 406
52. Appendix ‘AY’ 407
53. Appendix ‘AZ’ 408
54. Appendix ‘AAA’ 410
55. Appendix ‘AAB’ 412
56. Appendix ‘AAC’ 414
57. Annexure I to Appendix ‘AAC’ 417
58. Appendix ‘AAD’ 418
59. Appendix ‘AAE’ 422
60. Appendix ‘AAF’ 423
61. Appendix ‘AAG’ 424
62. Appendix ‘AAH’ 425
63. Appendix ‘AAJ’ 426
64. Appendix ‘AAK’ 427
65. Appendix ‘AAL’ 431
66. Appendix ‘AAM’ 434
67. Appendix ‘AAN’ 436
68. Appendix ‘AAO’ 437
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Note :- 1. Reference HQ DGBR letter No 12867/DGBR/Gen/85/EG2(Estt) dated
29 Dec 2010.
2. As per dirs of HQ DGBR vide their letter referred above, Draft ROI is being uploaded. However, final ROI will be uploaded on receipt of soft copy from HQ DGBR.
CHAPTER 1
CHAPTER 1
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FUNCTIONS AND ORGANISATION
1. The basic duties of the Officer-In-Charge are given in orders and instructions laid down by HQ DGBR from time to time.
2. The role of Record Office is summarised below:-
(a) Maintenance of records of GREF Subordinates.
(b) Under instructions issued from Border Roads Organisation, administration of the
personnel, other than officers of the Border Roads Organisation whose records are
maintained as regards posting, promotion etc.
(c) To keep an upto date records of GREF subordinates of Border Roads
Organisation in accordance with current instructions.
(d) To carry out duties as laid down from time to time in connection with pay and
allowances.
(e) Issue of medals to entitled personnel
(f) Control of Part II Orders received from the Units.
(g) Issue of internal instructions for guidance of staff employed in the Record Office
and issue of Record Office Instructions to Units.
(h) Disposal of petitions from Ex-GREF personnel.
(j) Allotment of GREF No immediately on recruitment.
(k) Maintenance of Long Roll.
(l) Maintenance of electoral rolls and disposal of ballot papers received from the
Chief Electoral Officer or the Returning Officer.
(m) To maintain close liaison with the PAO(GREF) and ensure expeditious final
settlement of accounts timely.
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(n) Watch receipt of basic documents from the GREF Centre and expedite the
authorities concerned in case of undue delay.
(o) Thoroughly scrutinise basic documents on receipt from GREF Centre. In case of
discrepancies, action taken to get them rectified in conjunction with the controlling office or other Competent Authority.
(p) Enter in the Record set of documents and attest all recordable entries pertaining
to personal occurrences published in the unit or Record Office Part II Order.
(q) Ensure that supporting documents of Part II Orders are correctly received.
(r) Raise observations on inaccurate, incomplete and missing Part II Order and
progress rectifications of discrepancies till finally settled.
(s) Prepare and maintain registers and documents required in connection with
promotions, appointments, postings and transfer, courses, electoral rolls, honours and
awards, medals dealt with by the Record Office.
(t) Maintain and keep in safe custody basic and other documents in respect of non-
effective personnel for such periods as are prescribed from time to time.
(u) Visits to Units of GREF.
Precedence and Authority of Record Office
3. The misunderstanding regarding the duties and responsibilities of Record Office quite often creates differences of opinion between Record Office and CEs Projects/TF Commanders
particularly regarding postings, promotions and documentation. As a result the smooth and efficient functioning of the administration of CEs (P)/TFs/Units is thus hampered.
4. To ensure the smooth and efficient administration of the CEs Projects/TFs/Units, it is
imperative for CEs Projects/TFs/Units Commanders to accept and comply with orders,
instructions and circulars issued by the Record Office on record matters without procrastination.
OIC GREF Records is responsible direct to HQ DGBR for all matters connected with Records
and thus functions as the representative of the DGBR. His decisions are final subject only to
they are being reversed on appeal to HQ DGBR on all record matters i.e. Posting, Promotions
and so on.
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Staff of Record Office
5. The Commandant GREF Centre is the ex-officio OIC Records. The Chief Record Officer
is designated as Commanding Officer GREF Records.
(a) Lt Col/ Jt Dir (Adm) - Chief Record Officer/Commanding Officer
(b) Major - Senior Record Officer
(c) Captain/AO - Record Officer
(d) Subaltern/AAO - Assistant Record Officer
6. Record Office is organised on Groups and Sections basis as under. Organisation chart is
at Appendix ‘A’.
(a) Effective Records Group
(b) Coord Adm Group
(c) Non-Effective Records Group
(d) Local Administrative Section
7. Separate letters should be originated for different subjects so that each letter could be
dealt with expeditiously by the appropriate group, section or sub section.
Correspondence to Record Office
8. Correspondence intended for the Record Office will be addressed as under :-
(a) In letters - Record Office ‘GREF’
Dighi Camp
Pune-411015
(b) In Telegram - GREF Records, Pune
9. Units will indicate group and section for whom the particular letter is intended for. List
of subjects being dealt with by each Group/Section is given at Appendix ‘B’.
10. It has been seen that the letters on record matters are addressed to GREF Centre which is
incorrect and thus delays the disposal of such letters. Therefore, it is to be ensured that the letters
are correctly addressed.
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Visit by Unit Representatives
11. Intimation of visits by the CEs, TF Commander and OsC Units or his representatives to
the Record Office to settle accumulated important problems which have not been or cannot be solved satisfactorily by correspondence, may be given well in advance to the Record Office.
12. The personnel coming to GREF Records/PAO GREF on temporary duty should be given
Movement Orders for GREF Centre. In no case they will be given Movement Orders for PAO(GREF).
Pay Accounts Office
Introduction
13. At present IRLAs of all Supvrs and ORs are maintained by PAO (GREF),
Pune- 411015.
14. The role of the PAO (GREF), Pune-15 is summarised below :-
(a) Maintenance and safe custody of individual ledger accounts of effective as well
as non-effective personnel.
(b) Adjustment of pay and allowances in the IRLAs on the authority of Part II
Orders, acquittance rolls and other credit or debit vouchers.
(c) Adjustment of miscellaneous claims submitted by the Record Office or units.
(d) Pre-audit of service gratuity claims, authorisation of their payment.
(e) Reporting of real debit balance cases to the unit of the individuals as well as to the Records Office.
(f) Submission of quarterly statement of accounts in respect of every effective
individual and disposal of observations made thereon.
(g) Finalisation of accounts and signing of Last Pay Certificate.
(h) Advising the Record Office on matters affecting pay and allowances of
personnel.
(j) Maintenance of GREF Personnel Provident Fund Accounts of Supvrs and OR
authorising temporary advances, final withdrawals and final settlement thereof at the
time of retirement, discharge and death.
(k) Recovering Income Tax.
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Correspondence with PAO (GREF)
15. All correspondence pertaining the matters mentioned in Para 14 above will be addressed by units direct to PAO (GREF), Pune and not through the Record Office for final settlement of
accounts.
16. The correct form of address of PAO (GREF) is as under :-
In letters In telegrams
PAO (GREF) PAO (GREF)
Adm Block, 2nd Floor Pune-15
GREF Centre
Dighi Camp
Pune-411015
17. Correspondence on queries to the PAO (GREF) should be fully supported by facts and
references. Reference of hypothetical cases will be avoided. While referring individual cases
even if previous correspondence have been exchanged, the full particulars, i.e., GS No, Rank,
Name and previous unit if necessary should invariably be furnished to facilitate PAO (GREF) to
trace out the case. Procedure to be adopted by units while making observations to PAO (GREF)
as per instructions given by PAO ‘GREF’ from time to time.
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CHAPTER 2
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PAY ACCOUNTS
Introduction
1. The payment of all personnel of Border Roads Organisation is made from Imprest Accounts maintained by units. The individual running ledger account (IRLA) in respect of all
personnel is maintained unit-wise by the PAO (GREF).
Responsibility of Paying Officer
2. (a) Disbursing Officers are personally responsible for any breach of orders regarding payment of advances. Officers making irregular payments are liable for disciplinary
action apart from being called upon to make good the amount, if any, which may prove
irrecoverable. PAO have instructions to report selected cases to CEs/Cdrs, units or higher
authorities on receipt of these reports. The authority concerned will take prompt action to
investigate the case thoroughly and pin point the responsibility with a view to take
suitable disciplinary action.
(b) QSA will be the only legal authority for all payments to GREF personnel, based
on IRLA. Making payments which will result in the QSA going into debit balance will
be considered as a lapse and the officer making such payments will be held personally
responsible and penalised.
(c) Cash payment to individuals are made from imprest on Acquittance Rolls (IAFF-
1114), comprehensive instructions for the preparation and disposal of Acquittance Rolls are printed on the cover of the Acquittance Roll Pad.
Quarterly Statement of Accounts
3. (a) Quarterly statement of accounts of personnel are forwarded regularly by the PAO
to the individuals through their units as on 28 or 29 Feb, 31 May, 31 Aug and 30 Nov. The statements give a clear picture of the state of accounts of individuals and their
entitlements. Observation from personnel are also looked into promptly by the PAO
(GREF).
(b) If any of the individual is posted out to another unit, a nominal roll in respect of
such individuals, indicating the unit to which posted will be submitted to PAO (GREF)
and the statement of accounts forwarded to the new unit by the old unit direct under
information to PAO (GREF). Units should watch receipt of quarterly statement of
accounts in respect of newly posted personnel from their old units. This would be in the
interest of personnel and also help in reducing avoidable complaints between units and
PAO (GREF).
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Action by Unit on Statements of Account
4. Immediately on receipt of the quarterly statement of accounts from PAO (GREF), the
following action will be taken by the unit :-
(a) The entitlements of the individuals shown in pay book will be compared with
those shown in the statement.
(b) The statement should be checked with the previous one, pay book items (serial number) which have not been accounted for, excess recoveries/short adjustment of any
nature, should be intimated to the PAO.
(c) The statement will be thoroughly scrutinised and the missing credits/
unauthorised credits/missing debits will be brought to the notice of the PAO.
(d) A rubber stamp as per specimen given below will then be affixed in the Pay book
after the last entry in the cash payment folio of the personal book and completed with the
help of the information available from the statement of account.
Bal Credit/Debit for Q/E _______________Rs ____________
PB Srl No _____________ adjusted.
(e) Credit/Debit balance reflected in the QSA will be entered in the Unit IRLA
Register against every individual and payments regulated accordingly. In case of heavy
debit balance, payments will be strictly regulated till debit is liquidated.
(f) It will be ensured that the subsequent payments are regulated accordingly.
Observations on the Statement of Accounts
5. (a) Observation, if any, on statement of accounts will be forwarded to Pay Accounts
Office (GREF) within one month on receipt of the statement, otherwise it will be taken as correct one and the individual is satisfied with his account. In exceptional cases,
where men are unable to raise queries on account of being away from the unit on leave, duty or in hospital, PAO will be informed of the same.
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(b) The following procedure will be adhered to, for submission of observation :-
(i) Observation will be submitted to PAO (GREF) only after a preliminary
check of the observations raised by individuals by an officer of the unit from the
available documents.
(ii) Each item of observation will be clearly shown and duly supported by relevant authority, number and date of Part II order.
(iii) The last Part II Order adjusted is quoted in PAO (GREF) letter
accompanying the statement of accounts.
(iv) Statement of accounts will not be returned to PAO (GREF) with
observations.
(c) In case of any discrepancy between the figures of the IRLA Register and QSA,
the same will be progressed as follows:
(i) The discrepancy is addressed to Dy CDA/PAO (GREF) Pune with a copy
to Jt CDA (BR), New Delhi for redressal.
(ii) In case no remedial action is taken by PAO (GREF) within 40 days of the
complaint, the matter may be reported to CDA (BR) by name, under intimation to
DDG (Pers) HQ DGBR.
Monthly Regular Payments
6. Monthly Payments should, as a rule, be limited to the entitlement as recorded in the
Personal Book i.e. pay and allowances minus amount of FRMO, contribution towards General Provident Fund, PLI, other penal deductions awarded, recoveries due to loss statement and
hospital stoppages and so on. Paying Officers are personally responsible to ensure that all payments are strictly made within the authorised entitlements. Cash payments are normally
made once in a month only.
Debit Cases
7. Payments will immediately be restricted until the debit is fully liquidated.
Payments of Credit Balance
8. (a) Credit balance shown in quarterly statement of account may be paid after
deducting the payments already received by the individuals but not accounted for in the
statements.
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(b) At the time of dispatch, a Supvr/OR, if he has to proceed to another station to join
his unit or centre may be paid second advance, if absolutely necessary, to the minimum
extent, not exceeding the net entitlement of pay and allowances which had accrued for one month, after deducting the advance, if any paid during the month and taking into
account the debit balance, if any, as reflected by the latest statement of accounts or the entry in the pay book. Payment of second advance should not normally be made in cases
where admission into and discharge from hospital take place in the same month.
(c) To avoid possibility of erroneous payments, units will ensure that :
(i) Each claim is preferred in original and once only.
(ii) Personal occurrences in respect of allowances which are required to be
claimed on contingent bill are not published in Part II Orders.
Time barred Claims
9. Personal occurrences pertaining to pay and allowances and claims for allowances for
period more than 12 months antecedent to the date of claim can only be entertained if duly
supported by time waiving certificate of the competent financial authority (CFA).
Cases requiring Audit Ruling
10. The PAO is Pre-clude from giving decision on hypothetical cases wherein specific
instances and difficulties experienced in applying rules and regulations, concerned are not stated. Therefore while requesting the PAO, for a decision the following requirements should be
fulfilled :-
(a) Number, rank, name and unit of the individual should be stated.
(b) The exact point of doubt must be specified.
(c) Any known relevant orders which cause doubt will be quoted.
(d) The views of the forwarding authority must accompany.
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Main causes of Debtor Balance
11. The following are the main cause which lead to debtor balance in the individuals
accounts :-
(a) Payment of heavy cash advance in excess of monthly entitlement.
(b) Leave advance being paid in excess of amount authorised.
(c) Paying of credit balance in excess of amount shown in statement of accounts.
(d) Credit or debit balance shown in the quarterly statements are not entered in the
GREF personal book.
Method of liquidation of Debtor Balance
12. The following procedure will be adopted to liquidate the debtor balance in IRLA :-
(a) Payment of advance to personnel should be made against their net entitlements in
arrears during the following month.
(b) Net entitlements due to an individual should be worked out by the paying officer
with reference to the immediately preceding quarterly statements of account and
payment restricted to actual credit so worked out and no excess added.
Regularisation of Over Payments
13. (a) PAO (GREF) will inform unit concerned where individual’s accounts are running into debit. Action will be taken by all concerned to restrict payments as per existing
instructions. Officer responsible for making over payment may be required to make good the loss to the State.
(b) Overpayment may be mainly ascribed to:-
(i) Erroneous/belated publication of personal occurrences in DO Part II
Orders.
(ii) Erroneous adjustment in IRLAs that may go undetected within 12 months
of their admission in audit.
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Procedure to be followed towards recovery/remission of over payments detected within 12
months from the date of admission
14. The PAO will intimate full details of the case to the unit concerned and the proposed
procedure for affecting the recovery thereof, which will normally be by installments, each installment not exceeding 1/3rd of the individual’s monthly emoluments, under FR Part I,
(Revised Edition, 1963) Rule 183. In case the unit/individual desires to put up an appeal to the CFA under FR Part I Rule 179, the unit will immediately inform the PAO (GREF) accordingly,
with a request if so desired, to withhold recovery pending disposal of the case/final orders of the CFA. As per the existing orders, the appeal must be preferred within two months, with a copy to
the PAO. The audit office may, if he considers the protest reasonable postpone recovery pending
submission of the appeal.
Existing Orders and Instructions on the Subject
15. As regards Pay and Allowances, responsibilities in brief of the following are as under:-
(a) Individual. To ensure that he receives his correct entitlements of pay and
allowances. If he believes that he is receiving either more or less than his entitlements,
he should immediately make a report to his superior officer.
(b) CEs/Cdrs/OsC
(i) To ensure that all observations connected with non-adjustment of pay and
allowances published in Part II Orders or claimed otherwise, are addressed direct to Pay Accounts Office. Copies of such communication will not be
endorsed to the Record Office unless specially called for.
(ii) To check the quarterly statement of accounts received from the Pay Accounts Office with the GREF personal book and record the credit or debit
balance therein. Future payments will be regulated in accordance with the debit
or credit balance recorded.
(c) Pay Accounts Office
(i) Adjustment of pay and allowances in the IRLAs on the authority of Part II
Orders, acquittance roll and other credit or debit vouchers.
(ii) Submission of quarterly statement of accounts in respect of every
effective individual and disposal of observations made therein.
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16. OsC units will forward observation on quarterly statement of accounts to the PAO. On
receipt of a reply from the PAO, OC unit will inform the individual of the position.
17. With a view to check rising trend of debit balance, PAO will report all serious cases involving flagrant violation of rules/orders on the subject to HQ DGBR who will investigate
them promptly and scrupulously on an appropriate level and take disciplinary action where warranted.
Real Debit Balances
18. A “real debit balance” is the balance which is not covered by authorised payment i.e.,
unauthorised/uncontrolled advance paid by a paying officer in contravention of the existing
provisions. It may also be so, due to non receipt, belated receipt or non-adjustment of Part II
Orders/Payment made on acquittance rolls or FRMO or for any other reasons by the PAO. The
subject matter, therefore, calls for urgent remedial measures to be taken at all levels to wipe out
the present state of “Real debit balance cases” and avert their recurrence.
Debit Balance
19. A debit balance as shown in the quarterly statement of accounts (whether it is “real debit
balance” or due to unauthorised payment made) is debit balance.
Publication of Part II Orders
20. Units will publish Part II Orders within 24 hours of its occurrence and forward the same
to PAO/Record Office within the next 24 hours latest, so that the credit notified in Part II Orders, on account of authorised advances paid, may be adjusted in IRLAs by the PAO and also
the IRLAs in the case of posting/transfer out could be transferred in the same month by the ledger clerk to another ledger clerk in the PAO.
21. More than one Part II Order may be published in one day, according to necessities but
the serial number of Part II Order will be different. Complete and correct certificates will be
incorporated in Part II Order otherwise the PAO will not accept the Part II Order for want of
required certificates.
22. There are number of individuals out on temporary duty/attachment. Their IRLAs are
maintained in the PAO with the IRLAs of the parent unit. As such the Part II Orders will be
published by the parent unit.
(References-AO 32/80 and PAO GREF No PAO/GREF/Doc Procedure/038 dt
16 Aug 91)
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Miscellaneous Claims
23. Accounts Officers are attached with all the Projects/TFs/Units and various miscellaneous
claims like TA/DA, Ration allowances, Medical re-imbursement etc are being scrutinised and passed by their offices. The passed claims are paid to individuals at Project/TF level where cash
assignment is operated through Imprest Accounts maintained by them.
Procedure to settle “real debit balance cases” and Complaints
24. If a “real debit balance case” is found to be due to any Part II Orders or their dues having not been adjusted or on receipt of a complaint from an individual, the OsC Unit will get the case
investigated and then refer each case separately for each individual to the PAO as under :-
(a) Minor cases/Minor complaints in the form of ordinary letter.
(b) Complicated cases-As per proforma circulated by PAO in duplicate.
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IMPORTANT REQUIREMENTS CONNECTED WITH THE PAYMENT
OF ADVANCES TO GREF PERSONNEL
1. The advances paid shall in no case exceed the net entitlement of the individual.
Advances in excess of net entitlement can be paid only if covered by special rules/orders viz authorised advances payable on transfer or leave. Credits covered by Part II Orders granting
allowances, City Compensatory allowances, or on receipt of credit intimation from the PAO.
2. Particular care will be taken to ensure that all standing recoveries like GPF fund subscription, PLI premium, FRMO, CGEGIS, installments of cycle/festival and other types of
authorised advances (e.g. leave advance, advances of pay book) are taken into account in working out the net entitlements. Special demands (e.g. TA DA/LTC advance, etc) when
intimated, will also likewise be noted in the pay book to ensure their recovery at the time of
making next payment. Omission to do so is one of the chief factors contributing to the
emergence of debit balance in the account of individuals.
3. The entries in the pay book regarding rates of pay and allowances will be checked with
the quarterly statement of accounts and necessary corrections/addition carried out where
necessary. The entries in the credit/debit portions of Part II of the pay book should be an exact
relics of the entries in the IRLA maintained by the PAO. It will be ensured that debit balances
are noted in the pay book promptly and cash issues restricted in all cases, irrespective of the
amount of debtor balance involved. The unit authorities will :-
(a) Note in the pay book, the credit/debit balance shown in statement of accounts just
beneath the entry of the last cash payment in the following manner :-
Bal Credit/Debit for Q/E ____________Rs ___________
PB Srl No ___________ adjusted .
(b) Keep a suitable note in the pay book of the amount due for recovery to ensure
that recoveries are affected by the paying officer at the time of next payment.
4. No Payment shall be made in anticipation of credits. Where the grant of an allowance is
required to be notified in Part II Orders (e.g. HRA allowances, compensatory allowances, etc.),
the allowance shall not be paid unless and until the grant has actually been notified. However, if
a Part II Order is placed under objection by the PAO for one or the other reason and the fact of
the same has been brought to the notice of the unit, the allowance so objected in audit should not
also be paid till the settlement of the objection. An increase in the rate of pay shall like wise be
paid only after publication of necessary Part II Order and noted in the pay book.
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5. When authorised advance are paid, a clear indication of the nature of the advance will be
given in the relevant acquittance rolls. It must be ensured that these advances are recovered
subsequently in the manner prescribed in the rules.
6. Leave advances will not be paid more than ten days before the commencement of leave
and even then, only after ensuring that the leave is not likely to be cancelled. If the leave is cancelled, the advance paid will be recovered immediately and credited to the Govt. It will be
the responsibility of the OsC Unit to ensure that this is done.
7. Not more than one payment is made to any one on any one date.
8. Identity of individuals is established with reference to identity card and Pay Book before
making any payment.
9. Advance are strictly within the net entitlements as recorded in pay books and not against
any anticipated credits. In the case of men whose accounts are in debit, the scale of restricted
cash issue will be strictly observed.
10. Advance paid are recorded in pay book serially at the time of payment and that each
entry is signed personally by the paying officer.
11. The total amount paid on each acquittance roll is entered in the appropriate place by the
Paying Officer in his own handwriting, both in words and figures, on the spot, in such a way that
any interpolation becomes impossible.
Acquittance Roll
12. (a) Acquittance rolls will be prepared in duplicate only. Separate acquittance rolls will be prepared in respect of payments made to individuals belonging to different
Units/Formations. An indication will be made at the top of each acquittance roll of the unit to which the payees belong.
(b) Payee’s name will be in block capitals and will be in order of GREF Numbers, as
far as possible.
(c) Personal/GS numbers, ranks and name are correctly recorded in acquittance rolls
and correctly recorded in acquittance rolls and correspond with those in pay books.
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(d) All literate pers sign their name on acquittance rolls in English and, failing this,
in own vernacular, giving their respective GREF numbers in their own handwriting
underneath their signature. Thumb impressions are permitted, where pers are not able to
sign. Signature in vernacular (to be translated into English) and thumb impressions are to be attested.
(e) Personnel who are unable to sign their name or put their thumb impression due to
physical incapacity are permitted to put their great toe impression on the acquittance rolls duly attested by the Paying Officer. In case of physically handicapped individuals, who
are unable to sign or put their thumb/great toe impression, the payment may be made duly witnessed by two other officers.
(f) An advance of pay on an acquittance roll will not be made to an individual until
he has been allotted GREF number.
(g) Paying Officers will invariably sign in full on each sheet of the acquittance rolls,
as provided for in the form. In addition the name of the paying officer should also be
written in block capitals immediately beneath his signature to facilitate easy reference.
(h) Any alternation/change in the acquittance rolls will be authenticated under the
full signature of the paying officer.
(j) Acquittance rolls are sent to the PAO (GREF) by the first working day following
day of payment.
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SETTLEMENT OF DISCREPANCIES IN IRLA
1. Quarterly Statement of Accounts of GREF Personnel are regularly forwarded by PAO
(GREF) to the individuals through their respective units. These accounts reflect the position of last day of Feb May, Aug and Nov each year and generally reaches in the unit one month
thereafter. The statement gives a clear picture of state of account of individuals and their entitlements. The procedure contained in succeeding paragraphs be adhered to for settlement of
discrepancies.
2. On receipt of the QSA, the units must check its correctness from IRLA register maintained by them and note down the discrepancies wherever exist. The following points may
also be kept in view while scrutinising QSA :-
(a) Whether entitlements/deductions like GPF, CGEGIS, Leave, CGHS, Licence fee,
Fest Adv, HBA, Motor Car Adv etc, are correctly reflected.
(b) DO Pt II pertaining to Ist two months of the quarter to which the statement of
accounts pertains are adjusted.
(c) DO Pt II pertaining to last month of previous quarter and not found adjusted in
QSA of the current quarter should be adjusted in subsequent QSA.
(d) Any omission exists in debiting the amount drawn on Acquittance Roll.
3. The QSA then handed over to the individual concerned and details of discrepancies also
reconciled from them. Thereafter, a consolidated statement of item-wise and individual-wise discrepancies to be prepared and sent to PAO (GREF) in duplicate for their verification and
adjustment of discrepancies in ensuing QSAs. The discrepancy statement will invariably be supported by connected documents for ready reference and immediate action by PAO. While
corresponding with PAO, do not forget to quote Group and Task No of PAO’s office dealing with IRLA account of concerned Unit/Formation alongwith GO/GS No with check digit.
4. Receipt of one copy of discrepancy statement duly endorsed with remarks by PAO office
be watched and a reminder issued after reasonable interval to expedite it. Whenever the same is
received, the adjustment proposed to be watched in subsequent QSAs.
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Restricting Payment where IRLA in Debit
5. On receipt of QSAs in the unit, the CREDIT/DEBIT balance shown in statement of
account, be noted in Pay Book of the individual and advances regulated accordingly. Debit balances as shown in QSAs be noted in Pay Book of individual in RED INK and further
payments restricted/stopped till debit balance is completely liquidated. While making payment of advances after receipt of statement of accounts, the effect of ACRs/FRMOs payment made
after last ACRs/FRMOs included therein be kept in view.
6. Notification of any casualty effecting credit in DO Pt II namely increment, Promotion, grant of certain allces, should not be taken as amount available for drawal of advance unless it is
approved by PAO and standard deduction etc. updated by competent authorities based on entries
in QSA.
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CHAPTER 3
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ALLOTMENT OF GREF NUMBER
Introduction
1. To obviate delay in accounting and indentification, GREF Number was introduced in the Organisation. Every individual recruited in the GREF service is allotted GREF number in
numerical order commencing from 000001 based on recruitment date as per information submitted by GREF Centre.
AIM
2. The aim of this ROI is to streamline the procedure to be followed by all concerned for
allotment of GREF number to the new appointees.
Procedure
3. Allotment of GREF numbers to the new appointees (GREF subordinates) is made by the
GREF Records (ER Group) in numerical order based on recruitment as per information
submitted by GREF Centre (Rtg Section). The detailed instructions for allotment of GREF
number to the new appointees are as given below :-
(a) As soon as a person is appointed by the Appointing Authority (Commandant
GREF Centre), his particulars are submitted to GREF Records on the format as per
Appendix ‘C’ in duplicate. The Record Office returns one copy of the format to the
GREF Centre duly allotted with GREF number followed by suffix letter, strictly as per numerical order, based on the date of appointment of publication of DO Part II as per
format given in the Manual of Documentation-GREF personnel-1985 as amended.
(b) A register for allotment of GREF Number to the new appointees is maintained by Record Office as per format at Appendix ‘D’
(c) GREF number once allotted will be recorded in individual’s documents and used
in all official correspondence of the individual. It will be ensured by all concerned that
alphabetic suffix with personal number is recorded in all documents.
4. The procedure for allotment of GREF number in respect of serving GREF personnel on
re-appointment and ex-GREF personnel will be as under :-
(a) SERVING GREF PERSONNEL. On re-appointment, they are allowed to
continue the existing GREF number.
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(b) EX-GREF PERSONNEL. GREF personnel who are re-appointed even after a
break in service, will be allotted the same GREF number, which was allotted earlier to
them, if they disclose their previous GREF service on re-appointment. In case any person
who does not disclose his earlier service rendered by him in GREF, there is no alternative except to allot him a fresh GREF number.
(c) EX-GREF PERSONNEL WHO ARE DISCHARGED DUE TO
REDUCTION IN ESTABLISHMENT. If re-instated, they are allotted the same number.
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CHAPTER 4
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REPORTING OF CASUALTIES : ACCIDENTS, INJURIES, SICKNESS
BATTLE ACCIDENTS AND CASUALTIES MISSING :
ARMY AND GREF PERSONNEL
Introduction
1. Casualties of different nature are inevitable in an Organisation like GREF working in difficult terrains. There should be some laid down procedure for reporting of the same through
departmental channels also.
Aim
2. Aim of this ROI is to lay down the procedure as to how the different type of casualties
are to be reported for immediate action by all concerned
Procedure
3. The following procedure will be strictly followed by all GREF formations/units in
reporting casualties occurring amongst :-
(a) Army personnel serving with GREF Formation/units.
(b) Personnel directly recruited in GREF.
(c) Personnel on deputation from different deptts.
(d) Casual employees locally recruited/engaged.
4. For the purposes of these instructions casualties are defined as under :-
(a) Physically Casualties:- Physical casualties are those which occur in non-operation areas where there is no fighting. Such casualties fall into the following categories :-
(i) Died or Killed
(ii) Seriously or Dangerously ill
(iii) Ill
(iv) Wounded or injured (including self inflicted)
(v) Missing
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(b) Battle Casualties. Battle casualties are those sustained in action against
enemy forces. These casualties consist the following :-
(i) Killed in action.
(ii) Died or wounded or injured (Other than self inflicted)
(iii) Wounded or injured (Other than self inflicted).
(iv) Missing.
(v) Prisoner of War.
(c) Air Raid Casualties. Air raid casualties are those sustained as a direct result of
enemy raids.
(d) Battle Accidents. Battle accidents are those which take place in operational areas
during the occurrence of fighting but not in proximity to the enemy.
Record Office
5. The term Record Office, wherever it appears in this ROI denotes :-
(a) In respect of civilian officers directly recruited in GREF, the Formations/units
where their service books are maintained.
(b) In respect of Group ‘C’ and ‘D’ employees, the GREF Records.
(c) In respect of causal employees, the units/formations, who employ them.
(d) In respect of personnel on deputation, the parent department.
General Instructions
6. All casualties will be reported under the appropriate headings. In case of illness, reports
will be made only when such illness consist of exhaustion, neurosis or hysteria.
7. A person will not be reported killed or dead unless his dead body has been recovered or
seen and identified by a reliable witness or there is evidence which conclusively proves that he is
dead.
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8. Personnel reported missing will be those whose whereabouts cannot be readily
determined due to abnormal circumstances, those involved in action and in encounters with
hostile elements whilst on normal duties, those travelling abroad in a missing aircraft, or those
suspected to have been drowned whose bodies cannot be traced. Persons regarding whom
evidence exist/points to their having deserted will not be reported as missing.
9. The following type of casualties in operation will not be treated as hostile casualties but as cases of ordinary physical casualties :-
(a) Accidental deaths (other than as provided for in para 8).
(b) Deaths from self inflicted injuries.
(c) Accidental injuries (other than as provided in para 8).
(d) Self inflicted injuries.
10. Accidental injuries as sustained in action on or in proximity to the enemy will be treated
as accidental casualties.
11. Accidents occurring in field area where there is no fighting will not be regarded as battle
accidents/casualties.
12. Reports on personnel missing in action will indicate, if possible likely fate i.e. believed
killed, believed prisoner of war or believed drowned.
Procedure for Reporting
13. All casualties including fatal and other occurrences mentioned in Appendix ‘E’ will hereafter be reported by “OP IMMEDIATE” Signal/Telegram within 24 hours of occurrence
direct to BRDB Secretariate by units and formation mentioned therein under intimation to HQ DGBR, CE Projects, HQ BRTF concerned, GREF Records and PAO (GREF), Pune-
411015. These signals/telegrams should contain full information upto the maximum extent
available .Death casualties in respect of Army Officers will be intimated to Integrated HQ of
MoD (Army), AG’s Br Org 3 (d) and the Controller of Defence Accounts (Officers) Pune-
411001. Also. death of Army personnel serving on ERE with this Organisation will be intimated
to the respective Record Offices and PAO (ORs).
14. The following details will be included in the signal to be sent by unit within 24 hours of
casualty as per ROI ibid :-
(a) Fatal casualty
(b) No, Rank, Name, Age and Unit/Formation of the individual
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(c) Date of death with exact cause and location of death.
(i) Natural/Un-natural
(ii) In case of natural casualty, mention disease and place where died viz
Hospital/Home/Unit lines.
(iii) In case of Un-natural casualty, it will invariably be mentioned such as vehicle accident, eqpt accident, slipped, falling stone, slides, injury, falling trees,
suicide, murdered, burnt, drowned – place of bathing or any other situation/location, poisoning, electric shock, fire accident, rail accident, tribal
attack or missing.
(d) Date, time & group casualty.
(e) Place, area where casualty occurred.
(f) Cause and brief details.
(g) Name and address of NOK, relation with NOK.
(h) Whether NOK informed or not. If not, reasons for the same.
Submission of Detailed Report
15. All initial reports by signals/telegrams will be followed by detailed reports in the form of ‘OP IMMEDIATE’ letter. Detailed report on the important occurrence and fatal casualties
shown in the Appendix ‘F’, which have already been reorted by signals will invariably be submitted in duplicate to HQ DGBR with a copy to CE Project, HQ BRTF concerned & GREF
Records within 72 hours of the occurrence on the form given at Appendix ‘G’. Directorate in turn, will forward one copy of the said report to Sectt BRDB. The detailed report in respect of
other casualties not included in Appendix ‘F’ will be submitted to HQ DGBR (one copy), CE
Project, HQ BRTF concerned and GREF Records as hither-to-fore. Copy of detailed report in
respect of Army Officers will be endorsed to Integrated HQ of MoD (Army), AG’s Br Org 3 (d).
16. Similar report in respect of CPL will also be submitted to HQ DGBR/CEs, BRTFs
respectively.
17. Every death case/casualty is put up to DG. At the end of every month each project will
also send a consolidated list of death cases covering essential info like Number, Rank, Name,
Age, Unit/TF/Formation, date & time of death, exact cause, place of death and brief leading to
death for perusal by DG at a glance. The report should reach DGBR by 10th of every month.
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Reporting in respect of Personnel on Dangerously or Seriously Ill List
18. The responsibility for rendering reports in respect of personnel on DI or SI list will rest
with the OC Hospital or Medical unit. He will send reports as under to the units and Record
Office by ‘OP IMMEDIATE’ signals :-
(a) Dangerously Ill Cases : Bi-weekly commencing from the third day following the date on which the patient was placed on the DI list, confirming that he is still retained
on the list together with brief details of his condition (units to advise NOK regarding facilities to see the patient).
(b) Seriously Ill Cases : As above, except that reports will be furnished on the 7th
day following that on which the patient is placed on the SI list and on every succeeding
7th
day thereafter.
Reporting of Serious Accidents and Incidents of Public Interest
19. Serious accidents involving loss of life are required to be reported. These reports will be
rendered as under :-
(a) Integrated HQ of MoD (Army), AG’s Branch, DGBR – In respect of Army
personnel and Record Office concerned.
(b) DGBR, GREF Records and Units – In respect of GREF personnel concerned
and civilians including deputationists to parent Deptts.
(c) DGBR and unit concerned – In respect of casual employees of Border Roads Organisation.
(d) Local Police Station – FIR will be lodged in respect of accidental death/missing
personnel with Local Police Station.
Court of Inquiry
20. Court of Inquiry, where ordered, will be assembled at the first opportunity after the
physical casualty has occurred. After confirmation, the proceedings will be disposed off
immediately with a copy to GREF Records.
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Procedure for intimation to NOK
21. In order to avoid delay in informing the next of kin, the Officer Commanding unit will
notify physical casualties and DI/SI list cases direct to Next of Kin by express telegram as per
specimen given below :-
(a) Specimen Telegram for Reporting Casualties to NOK
EXPRESS
Shri/Smt . . . . . . .
(address)
DEEPLY REGRET TO INTIMATE YOUR ……….. (relationship and name)
DIED IN MILITARY/CIVIL HOSPITAL (Place) . . . . . . ON … (date and time)
OF . . . . . . . .(disease) STOP PLEASE ACCEPT SINCERE CONDOLENCE
[UNIT]
(b) Specimen Telegram for Reporting DI List case to NOK where Hospital
Authorities do not know the Address of NOK
EXPRESS
Shri/Smt . . . . . .
(address)
REGRET TO INTIMATE YOUR . . . . . . (relationship) . . . . .(number & name)
DANGEROUSLY ILL . . . . (date in words) STOP YOU MAY VISIT HIM IF
DESIRE STOP CONTACT MCO AT RAILWAY STATION . . . . . (name of Rly
Stn) TO REACH THIS LOCATION/HOSPITAL . . . . .. . . . .(where the individual is
admitted)
[UNIT]
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(c) EXPRESS
Shri/Smt .. . . .
(address)
REFERENCE OUR TELEGRAM . . . . . (date) STOP YOUR (relationship) . …..
(number and name) REMOVED FROM DANGEROUSLY ILL LIST AND
PLACED ON SERIOUSLY ILL LIST ON …….. (date) STOP PROGRESSING
SATISFACTORILY
[UNIT]
(d) EXPRESS
Shri/Smt. . . .
(address)
REFERENCE OUR TELEGRAM ….. (date) STOP PLEASED TO INTIMATE
YOUR . . . . . . . (relationship) . . . . . . . (number and name) NO LONGER
SERIOUSLY ILL
[UNIT]
22. In the event of the next of kin being resident within or adjacent to the duty station it will
be the responsibility of the Officer Commanding unit to notify the physical casualty and DI/SI
list cases by the quickest possible means. In the case of personnel on DI or SI lists, the Officer
Commanding unit will ensure that periodical progress reports are sent to the NOK reflecting
each change in condition.
23. A further communication in the form of a letter will at the first available opportunity, be
addressed to the NOK by the unit giving full information and including details likely to be of
sentimental or humanitarian value. Harrowing details likely to cause mental sufferings to the NOK will be avoided. Details which are likely to jeopardize security will also not be
communicated.
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24. No communication will be sent to the NOK or any other relatives by any individual until
seven clear days have elapsed from the date of casualty.
Reporting of Physical Casualties in respect of Gorkha Personnel whose NOK are resident
of Nepal
25. The casualty will be reported by telegram to the Military Attache, Indian Embassy
Nepal, Kathmandu, who will communicate the information through wireless to District Headquarters concerned for transmission to the NOK. A copy of the telegram will also be sent
by post in confirmation. The NOK will also be informed as in para 21 by letter in Gorkhali with Devnagri Script. Copy of casualty report will also be forwarded to the authorities concerned as
hither-to-fore.
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Procedure for Reporting Battle Casualties, Battle Accidents and Air Raid Casualties
26. All battle casualties (all categories of personnel, Military Officers, GREF officers,
JCOs/OR GREF and civilian casual employees) will be reported by OP IMMEDIATE signal/telegram on the date of occurrence as follows :-
___________________________________________________________________________ Battle casualties Reports to be Reports to be
pertaining to submitted by submitted to
a) Personnel employed Chief Engineer IHQ of MoD(Army) (Org3), with HQ CE (Project) Records & DGBR
b) Personnel employed Commander TF IHQ of MoD(Army) (Org3)
with TF HQ Records, DGBR, & HQ
CE (P)
c) Personnel employed Officer Commanding IHQ of MoD(Army) (Org3)
with units Records, DGBR, HQ CE (P)
& HQ TF
Note :- Report in respect of GREF personnel will also be endorsed to GREF Records.
27. Reports will be compiled upto 0001 hrs daily. Nil reports will not be rendered. Reports
will be given a serial number prefixed by the letter ‘BC’ which stands for battle casualties.
Serial number used will be consecutive thus enabling the recipients to ensure that all Battle
Casualty reports are received. Under no circumstances , Battle Casualties serial number will be used for any other type of casualties.
28. Battle casualty reports will be sent in code as intimated from time to time. In case of
Officers, personal No, Rank and Name and Unit will be shown. In the case of JCOs/OR and other GREF Personnel bulk number will be given. Full particulars will subsequently be notified
by signal to DGBR and Record Office concerned. In the case of Army personnel casualty reports on IAFF-3010 and 3011 will be sent subsequently in the normal manner to Record Offices.
Reporting of Battle Accidents
29. Battle accidents will be reported in the same manner as Battle Casualties. Signal reports
pertaining to battle accidents will, however, be prefixed with the words ‘BA’ instead of ‘BC’
and need not be serially numbered.
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Reporting of Air Raid Casualties
30. Air Raid casualties will be reported in the same manner as physical casualties. All
reports pertaining to Air Raid casualties will, however, bear the appropriate heading.
Issue of Condolence Letters and Death Certificate
31. In the case of death, the OC of the unit to which the individual belonged will issue a first
letter of condolence to the NOK on behalf of himself and the unit within 48 hours after the dispatch of official telegram referred to in para 19 above. In the case of physical casualties, this
will be in addition to the letter mentioned in para 21 above as per specimen given below :-
Specimen form of First Letter of Condolence from Officer Commanding
“ I write to express the deep sympathy and condolence of myself and all ranks of
this unit on the sad and untimely death of your …. (relationship) result of accident.
Your …. (relationship) was in good health on the morning of .. (date) and was
detailed to carry out a … (nature of duty). He was proceeding from the unit line in a
vehicle which unfortunately was involved in ….. (nature of accident). Your …. was
in the front/rear seat and sustained serious injuries as a result of which he became
unconscious. He was subsequently removed to Hospital, where despite of all efforts,
he succumbed at ….. hours following day without regaining consciousness ( may be
amended suitably depending upon the nature of accident etc). discipline, loyalty and
courage during his service with this unit. His death leaves a gap which will be
difficult to fill.
May God keep his departed soul in peace and may He also give you the strength to bear this loss bravely”.
Officer Commanding
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32. A copy of this letter will invariably be endorsed to DGBR and GREF Records. A second
letter of condolence will be issued as indicated below :-
Personnel on behalf of Letter signed and
Issued by
(a) Personnel directly DGBR OIC GREF Records recruited in the
GREF other than Gazetted Officers
(b) GREF Officers DGBR DGBR
and Gazetted Civilian
Officers on deputation
(c) Casual Employees DGBR OC Unit
locally engaged
(d) Army :
(i) Officers COAS, DGBR COAS, DGBR
(ii) JCOs COAS, DGBR AG, CE
(iii) ORs COAS, DGBR Corps/Regt Record Office, OC Unit
Specimen of Condolence letter in respect of Death as a result of battle Casualties
33.
31
“ I am instructed by the Director General Border Roads to convey his deep sympathy and condolence and that of all Officers and personnel of the
Organisation on the sad and untimely death of your ….. (relationship) …. (GS NO, rank and name)
Your …… gave his life in the service of the Motherland. This Organisation is
proud of him and his name shall never be forgotten.
In your hour of sorrow, we would like you to know that we share your grief
and are always ready to render you such assistance as may lie in our power”.
OIC GREF Records
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Specimen Condolence letter in respect of Deaths other than Battle Casualties
Col_______________ Record Office
Officer-In-Charge General Reserve Engineer Force
Dighi Camp, Pune-411015 1378/ / CAS Dated
Smt………………………………………….…………….
w/o Ex GS …………………… Trade……………………
Late ……………………………………………….………
Vill & PO …………………………………………….….. Distt: …………………………………………………….
State ……………………..
PIN …………………………
Madam,
1. I, on behalf of the Director General Border Roads and all ranks of the General Reserve Engineer Force
convey my deep sorrow, grief and condolence on the sad and untimely demise of your husband GS ………..….
Trade ……………………... Name
…………………………………………………………………………………………..
of ………………………………….……..(P)………………………. on ……………………..
2. May God bless the departed soul with salvation, peace and grant you the courage and strength to bear this
incompensable loss boldly.
3. A list, containing details of entitlements is enclosed for your information at Page No 8 of the DD form.
4. It is for your information that there is a provision for compassionate employment of any one eligible son of
the deceased GREF employee upon whom you are dependent , in Group ‘C’ and ‘D’ post, provided he meets the
laid down criteria for the same, subject to availability of the vacancy. If the son is not eligible then the unmarried
daughter or yourself, if otherwise meet the laid down criteria, can also be sponsored for compassionate
appointment. There is no provision for compassionate employment to any other member of the family.
5. It is pertinent to mention here that consequent to implementation of Sixth Pay Commission and Govt
Notification issued vide Min of Finance, Department of Expenditure dated 29 Aug 2008, the minimum qualification
for entry in Govt services is 10 th or ITI or equivalent.
6. Further it is mentioned that:-
(a) As per the records available in this Office, the deceased’s real son(s) is /are aged 19/24 and 19
years. He /One of them is eligible for compassionate ground appointment.
(b) As per the records available in this Office, the deceased’s real son is 17½ year old and he will
become eligible for compassionate ground appointment after six months. Please forward his application immediately on his attainment of 18 years of age on __________
(c) As per the records available in this Office the deceased’s eldest son is less than 17 years old and
hence he is not eligible for compassionate ground appointment. The deceased’s daughter/one of the
daughter aged. 19/21 and 19 incase she /they are unmarried or yourself are eligible for compassionate
ground appointment.
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(d) As per the records available in this office, the deceased’s children are aged less than 17 years and
are not eligible for compassionate ground appointment. You may offer yourself for the same.
(e) As per records available in this office the deceased had no children and you may offer yourself for
compassionate ground appointment.
(f) As per the records available in this office the deceased had no spouse and you can nominate
unmarried brother or sister of the deceased.
7. A prescribed application form (DD Form) is enclosed along with instructions. The same may please be
returned duly completed on the following address:-
COMMANDANT
GREF CENTRE (RECRUITING WING)
DIGHI CAMP
PUNE 411015
8. It is to bring to your kind notice that, as per revised Policy/Govt. orders, all compassionate appointment
are to be considered within one year from the date of death/medically boarded out of the GREF employee. It is,
therefore, requested to kindly complete all the formalities with respect to the DD forms attached with this letter and
forward the same duly filled in, to reach GREF Centre (Recruiting Wing) within one year of the date of death along
with the photocopies of educational certificate and other documents.
Yours faithfully,
Copy to :-
1. Unit concerned - (a) Please forward progress report to all
concerned as per HQ DGBR letter No 15176 / Gen /Policy / DGBR /
E1C dated 25/09/1998
(b) As per the directions issued vide Dte Fax 261343 / EG2 dated
24 Oct 2008, dependents are liable to lose the opportunity for
compassionate appointment if case is not produced before BOO within
one year. Therefore, amount of terminal benefits and dues paid to
NOK be communicated immediately. OC unit will be fully responsible
for the legal complication if, risen for delay in compassionate
appointment.
2. GREF Centre - for information.
(Rtg Wing )
Internal :-
3. NE & Pension Group - for information.
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HINDI VERSION
duZy vfHkys[k dk;kZy; ßxzsQÞ izHkkjh vf/kdkjh fn?kh dSaEi iq.ks & 411 015 Col Record Office Officer-In-Charge General Reserve Engineer Force Dighi Camp, Pune-411015 1378@ @ds tq] 2009 Jherhs ------------------------------------------------------------------------------------ ifRu LoxhZ; th,l ------------------------- in ------------------------ LoxhZ; ------------------------------------------------------------------------------------ xzke o iksLV ------------------------------------------------------------------------ ftyk -------------------------------------------------------------------------------------- jkT; --------------------------------------- fiu ------------------------------------ egksn;@egksn;k]
1 1. eSa egkfuns'kd] lhek lM+d ,oa lkekU; vkjf{kr bathfu;j cy ds lHkh inkf/kdkfj;ksa dh vksj ls vkids th,l-
---------------------------- in -------------------------------------------- uke ---------------------------------------tks fd -------------------------------------- ¼ifj;kstuk½ ----------------------------es dk;Zjr Fks ds fnukad ------------------------------ dks gq, nq%[kn ,oa vlkef;d fu/ku ij xgjk 'kksd o laosnuk O;Dr djrk gwWA
2 2. bZ'oj ls izkFkZuk gS fd og fnoaxr vkRek dks 'kkfUr iznku djsa rFkk vkidks Hkh bl viqj.kh; {kfr dks /kS;ZiwoZd lgu djus dh 'kfDr o fgEer nsaA 3. vkidh tks gdnkjh curh gS] mlls lEcfU/kr lkj.kh Mh-Mh QkeZ ds i`"B 08 ij vkids tkudkjh okLrs layXu gSA 4. vkidks tkudkjh nh tkrh gS fd xzsQ ds e`rd deZpkjh ds fdlh ,d iq= dks lewg ^^x**,oa ^^?k** esa] tks fd ljdkj }kjk fofufnZ"V ;ksX;rkvksa dks iw.kZ djrs gksa] dks vuqdEik ds vk/kkj ij] ;fn fjfDr;ka miyC/k gS rks xzsQ esa jkstxkj nsus dk izko/kku gSSaA ftl ij vki vkfJr gSaA ;fn iq= ;ksX; ugha gS rks ml fLFkfr esa vfookfgr iq=h ]tks ljdkj }kjk fu/kkZfjr ;ksX;rkvksa dks iw.kZ djrs gS] Hkh vuqdEik ds vk/kkj ij jkstxkj ysus ds fy, vkosnu dj ldrs gSaA ifjokj ds vU; fdlh lnL; dks ukSdjh ds fy, fu;e ugha gS A 5. ;gka ij ;g mYysf[kr djuk vko’;d gS fd NBs osru vk;ksx ds dk;kZfUor gksus vkSj foRr ea=ky;] O;; foHkkx }kjk tkjh fnukad 29 vxLr 2008 ds ljdkjh vf/klqpuk ds fglkc ls ljdkjh lsok esa HkrhZ ds fy, U;wure ;ksX;rk 10oh ikl ;k vkbZ-Vh-vkbZ ;k blds led{k gS A 6. iqu% ;g mYysf[kr gS fd &
d- bl dk;kZy; esa miyC/k vfHkys[k ds vuqlkj e`rd ds iq=@iq=ksa dh mez dze’k 19@24 vkSj 19 o"kZ gSaA og buesa ls ,d iq= vuqdEik vk/kkj ij jkstxkj ds fy, vkosnu dj ldrk gSaA
[k- bl dk;kZy; esa miyC/k vfHkys[k ds vuqlkj e`rd ds iq= dh mez 17½ gSaA vr% og vuqdaEik vk/kkj ij jkstxkj ds fy, ;ksX; ugha gSA 6 ekg i’pkr vuqdEik vk/kkj ij jkstxkj ds fy, ;ksX; gksxkA vr% fnukad -------------------------- dks 18 o"kZ iqjs gksrs gh vki rqjaUr jkstxkj ds fy, vkosnu Hkst ldrh gSA
x- bl dk;kZy; esa miyC/k vfHkys[k ds vuqlkj e`rd ds cMs+ iq= dh mez 17 o"kZ ls de gS]A ijUrq e`rd ds ifq=;ksa dh mez 19 rFkk 19] 21 o"kZ gSa A ;fn os vfookfgr gS rks og ;k buesa ls ,d iq=h vuqdEik vk/kkj ij jkstxkj ds fy, vkosnu dj ldrh gSaA vU;Fkk vki vius Lo;a ds jkstxkj ds fy, vkosnu Hkst ldrh gS A
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34 ?k- bl dk;kZy; esa miyC/k vfHkys[k ds vuqlkj e`rd ds cPpksa dh mez 17 o"kZ ls de gSa rFkk og vuqdEik vk/kkj ij jkstxkj ds fy, ;ksX; ugha gSaA vr% vki vius Lo;a ds jkstxkj ds fy, vkosnu Hkst ldrh gSA
M- bl dk;kZy; esa miyC/k vfHkys[k ds vuqlkj e`rd ds cPps ugha gSa A vr% vki vius Lo;a ds jkstxkj ds fy, vkosnu Hkst ldrh gSA
p- bl dk;kZy; esa miyC/k vfHkys[k ds vuqlkj e`rd dh dksbZ ifr@ifRu ugha gSA vr% vki muds vfookfgr HkkbZ ;k cgu esa ls ,d dks jkstxkj ds fy, ukekafdr dj ldrs gS A
7. ,d fu/kkZfjr vkosnu Ik= ¿Mh-Mh- QkeZ½ vuqns'kksa ds lkFk layXu gS] bls lHkh laca/kksa esa iw.kZ :Ik ls Hkjdj bl dk;kZy; ds fuEu irs ij Hkstsa %& dekUMsUV xzsQ dsUnz ¿HkrhZ vuqÀ fn?kh dSEi] iq.ks & 411 015 8. vkidks ;g lwfpr fd;k tkrk gS fd cnyh uhfr @ljdkjh vkns’kksa ds vuqlkj] vuqdEik ds vk/kkj ij lHkh fu;qfDr;ksa ij xzsQ dkfeZd dh e`R;q@LokLF; dkj.kksa ls lsok ls fudkys tkus dh frfFk ls ,d lky ds Hkhrj gh fopkj fd;k tk,xk A vr% vkilsa vuqjks/k gS fd bl i= ds lkFk lyXu Mh-Mh QkeZ dh lHkh vkSipkfjdrk,a iwjh djsa vkSj QkeZ Hkjdj 'kh?kz Hksts ftlls og e`R;q dh frfFk ls ,d lky ds vUnj xzsQ dsUnz ¼HkrhZ vuqHkkx½ esa igqap tk, A QkeZ ds lkFk 'kS{kf.kd ;ksX;rk ls lacaf/kr lHkh izek.k i= rFkk vU; nLrkost Hkh layXu djsa A Hkonh; izfrfyfi%& 1 lacaf/kr bdkbZ
& d- d`Ik;k- fofHkUu nkoksa dh izxfr fjiksVZ lh-l-e- ds i= la-15176@tu@uhfr@Mh th ch vkj @bZ&1 lh fnukad 25-09-98 ds vk/kkj ij leLr lacaf/kr dk;kZy;ksa dks HkstsaA [k- egkfuns’kky; ds QSDl la-261343@bZth&2 fnukad 24 vDVwcj 2008 ds funsZ’kkuqlkj ;fn e`rd ds vkfJr dk izkFkZuk i= ,d o"kZ dh vof/k ds nkSjku vf/kdkfj;ksa ds cksMZ ds le{k izLrqr ugha fd;k tkrk gSA rks og vuqdaEik ds vk/kkj ij HkrhZ dk ekSdk [kksa ldrk gSA vr% fudVre laca/kh dks fofHkUu enksa ds varxZr Hkqxrku dh xbZ /kujk’kh ds ckjsa esa rqjaUr lwfpr djsa A vuqdEik ds vk/kkj ij fu;qfDr ds ekeys esa nsjh gksus ls mRiUu oS/kkfud ifjfLFkfr ds fy, ;wfuV deku vf/kdkjh iw.kZ :i ls ftEesnkj gksxsa A
2 xzSQ dsUnz ¼HkrhZ vuqHkkx½
& LwkpukFkZA
vkUrfjd%& 3- ,u-bZ-vkj ¼isa'ku xzqi ½ & lwpukFkZ A
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35
Death Certificate
34. Death certificate in respect of deceased personnel when asked for will be issued by the
following to the NOK only :-
Issuing Authoriy
GREF Officers - Chief Engineer
GREF Personnel - GREF Records Or Unit
Accidents and Injuries
35. With regard to the preparation of injury report in respect of GREF Officers and
personnel, please refer to DGBR letter No 69609/pers-1/654/DGBR dated 31 Dec 62. IAFY-2006 in respect of Officers/JCOs/OR/GREF personnel will be prepared in quadruplicate
irrespective of the extent of the injury or its ultimate likely effect, and will be distributed as under :-
Unit - 1 copy
Record Office - 1 copy
BRTF - 1 copy
HQ CE (P) - 1 copy
36. IAFY-2006 will not be prepared in case of injuries sustained in battle casualties, battle
accident, Air Raid casualties and casualties which are immediately fatal.
37. Medical Officer in-Charge of the case will be responsible for initiating and for
completing part-1 and 2 of IAFY-2006. The OC unit will be responsible for ensuring that parts 3
and 4 of the form are completed in accordance with instructions of the form.
38. Part 3 of the form will not contain any statement as to whether or not the injury effect the
future efficiency of the person since this point is irrelevant to the question of attributability to service.
39. When a injury is of trivial nature, a short statement in Part 4 of the form is sufficient. In
other cases and when a C of I is not considered necessary, statement of the injured person and any witness will be attached to each copy of the form. Part 1 to 5 of the form will be completed
only in cases occurring in operational or field areas where injuries are, suspected to be self
inflicted.
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40. In case of accidents, the DGBR is required to record on part 5 of IAFY-2006 his decision
as to whether or not the disability is attributable to Military, Field or operational service. In this
connection Govt of India, Min of Def letter No. 70507/B2A/BRD/81/Sec/Pen.C dated 26 Nov
62, forwarded under DGBR letter No 70507/E2A/BRD dated 10 Dec 62 refers.
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Court of Inquiry on Accidental Death or Injury
41. If the medical officer certifies that the injury is of a trivial nature, no C of I need to be
held.
42. A C of I will be held in the following circumstances :-
(a) If the injury is fatal or certified by a medical officer to be of a serious or severe nature. Where an inquest or police inquiry is held, copy of the report will be attached to
the C of I proceedings.
(b) If in the opinion of the Commanding Officer, doubt exists as to the cause of
injury.
(c) If, for any reason, it is desirable to thoroughly investigate the cause of the injury.
(d) If, the injury was caused through the fault of some other person.
43. C of I held in case of suicide will record their opinion with reason in support, as to the
motive and also where possible the mental conditions of the deceased prior to his death. CTC of
translations of all papers relevant to the case, such as private correspondence of deceased, will
be attached to the proceedings. In all other cases the accidental death or injury or opinion of the
Court is not essential.
44. In respect of Army personnel the Commanding Officer of the injured person will express his opinion on the C of I proceedings and submit the same to DGBR through TF/CE, who will
also endorse their opinion thereon. The proceedings will be finalised by DGBR by endorsing his decision thereon. C of I proceedings in respect of GREF Officers and Personnel will be finalised
by CE concerned.
45. Similarly in C of I proceedings in respect of injuries sustained by Army Officers, the
opinion of the Medical Officer as to the effect of the injury on the injured officer’s service will
be expressed after the endorsement by DGBR.
Missing Personnel
46. During operation, a proportion of personnel will inevitably be reported missing and some
time must necessarily elapse before information is available as to their fate. It is the duty of any
person who comes into possession of information regarding missing officer and men to bring
this to appropriate authorities without delay. It is also likely that officers and men who are
separated from their units might subsequently be able to join another unit. It will be the
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responsibility of the later unit to immediately intimate Integrated HQ of MoD (Army) in respect
of Army personnel and DGBR, CE and Record Office and the parent unit by OP IMMEDIATE
signals giving full regimental particulars of the individual concerned. Subsequent information
regarding missing personnel i.e. they are killed or confirmed prisoners or have returned, will be
reflected in the battle casualty report.
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47. Army and GREF personnel may also be reported missing when not in operations due to
various circumstances. A few examples are cited below :-
(a) A person might have drowned in a river and his dead body not recovered or seen
by a reliable witness.
(b) A person might have been on board of an aircraft which is missing and
consequently no trace has been found of him.
(c) A person involved in a skirmish whilst in aid to civil power to maintain internal
security might have been killed but his dead body not recovered or seen by a reliable
witness.
Rules for Reporting Personnel Missing
48. The following instructions will be strictly adhered to while reporting personnel as missing :-
(a) A person will be regarded as missing with effect from the day following that on
which he was last seen.
(b) A ‘missing’ casualty will not be reported until 72 hours from the date he became
missing i.e. 96 hours after he was last seen.
Procedure for Presumption of Death of Missing Personnel
49. The Instructions regarding procedure for presumption of death of missing personnel are
contained in G of I, Min of Def No A/01831/Org3/(RR&C)(i)/11420/D(AG-1) dated 14 Sep 64.
The case of GREF personnel will be referred to DGBR for taking up the same with Govt for
orders. In this connection please refer to DGBR letter No. 69569/DGBR/E1C dated 11/18 Feb
86, 15103/PD/Policy/DGBR/E1C’B’ dated 28 Mar 94 and 15103/PD/Policy/DGBR/E1C’B’
dated 15 Jul 97.
Maintenance of Casualty Registers
50. The following casualty registers in respect of GREF Officers and personnel will be maintained by all concerned :-
(a) Physical casualty register (non operational areas)
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(b) Physical casualty register (Operational areas) – by areas
(c) Battle Casualty Register – by areas
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51. The responsibility for the same will be as under :-
(a) GREF Officers - DGBR
(b) GREF Personnel - GREF Records
(c) Deputationists and - CE concerned casual employees
52. These register will contain the following details in respect of all casualties :-
(a) GS NO, Category, Name
(b) HQ Project
(c) Name of unit
(d) Class and religion
(e) Nature of casualty
(f) Brief details of casualty or causes of death
(g) Date of casualty
(h) Place where casualty occurred
(j) NOK particulars, i.e., name, relationship and full address
(k) Marital status
Authority : HQ DGBR letter No. 69609/C/DGBR/CIE of 25/31 Oct 66,
11313/P/DGBR/E1E dated 04 Dec 71, 11313/P/DGBR/E1E dated 30 May
74, 11313/P/DGBR/169/E1E dated 22 Sep 86 and 69569/PD/DGBR/E1C
dated 04/12 Jun 87.
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CHAPTER 5
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VERIFICATION OF CHARACTER AND ANTECEDENTS
Introduction
1. Since the issue of ROI 1/72, Record Office letter No. 0008/555/AR-1 dated 11 Dec 67, and ROI 3/90 several changes have taken place concerning to the verification of Character and
Antecedents of GREF Personnel (Supervisors and Subordinates).
Aim
2. This ROI is issued to incorporate the changes, amendments and also compile the relevant information at one place for easy reference and implementation.
General
3. The character and antecedents of newly appointed GREF personnel will be verified as
per instructions contained in DGBR letter No. 67245/DGBR/EG2 dated 26 Aug 66. Verification
roll (IAFX-1152) and two attestation forms as per specimen attached as Appendix ‘H’ & ‘J’
will be initiated by the enrolling authority immediately after the appointment but not later than a
week. Procedure for verification of character and antecedents and disposal of undesirable
personnel adversely reported by Civil Authorities are given in succeeding paras.
Indian Nationals/Nepalese Domiciles in India
4. Verification rolls will be initiated by Commander GREF Centre in respect of persons recruited at GREF Centre immediately after recruitment. The verification rolls will be sent to the
concerned District Magistrate /Deputy Commissioner of the Districts, whose particulars have already been furnished vide Govt of India, Min of Pers QM No. 3/14(S)-Estt(B) (ii) dated
21.10.72, copy circulated to all Projects under DGBR letter No. 67245/DGBR/EG2 dated 12.01.73, by appointing authority with a request to return the same to the Officer-in-Charge,
Record Office (GREF), Dighi Camp, Pune-411015. In no case a reference will be made direct to the Police Authorities unless such provision exists in a particular State. In this connection this
office letter No. 0008/396/AR-1 dated 04 Mar 66 and 0008/462/AR-1 dated 10 Dec 66 may also
be referred to.
Bhutanese Nationals
5. Personnel of Bhutanese origin whether domiciles in India or in Bhutan, who have been
in India for at least 3 years, will be verified in the normal manner as laid down in Para 3 above.
If the persons have not stayed in India for a period of 03 years, such persons may be considered
for appointment provided they are able to produce character certificate from the Agent for Govt
of Bhutan at Calcutta to show in particular that they have not been criminal in the past.
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Nepalese National
6. As per Govt order, no offer of appointment can be made to the foreign national including
Nepalese Nationals for whom the issue of the certificate of eligibility is a pre-requisite. In
accordance with orders contained in DOP & AR OM No. 15014/3/(5)/Estt(B) dated 10 May 78, attached as Appendix ‘K’ to this ROI, verification of character and antecedents of Nepalese
Nationals for appointment in the Govt of India is to be made through the District authorities in India where the individual is temporarily residing and simultaneously an additional reference is
required to be made to the intelligence Bureau through Ministry of Surface Transport alongwith the attestation form prescribed for the purpose.
Disposal of Verification Roll
7. On completion of verification, the verification roll will be retained with Record set of
documents.
Attestation Forms
8. In addition to the verification rolls, the attestation forms as reproduced in Appendix ‘H’
will also be completed alongwith other forms required to be prepared at the time of appointment
of GREF persons. GS No. and date of appointment should invariably be reflected on the top of
the form, since there exists no column for the purpose Orders issued by Min of Home Affairs
and higher authorities from time to time regarding verification of character and antecedents of
candidates for appointment to the post under Central Govt will be strictly followed.
9. According to the instructions contained in HQ DGBR letter No. 67245/DGBR/EG2
dated 13 May 68 addressed to Commander GREF Centre and copy endorsed to all Projects and this office, character and antecedents of candidates, who are recruited after 01 Apr 68 are to be
verified not only at the home station but also at all places where they have resided for more than one year within 5 years of the date of enquiry. While initiating verifications roll, the appointing
authority will ascertain from the candidate the complete address of home/places, where he had resided for more than one year in the preceding five years, and indicate the same under
appropriate columns of verification roll/attestation forms to enable the civil authority to verify
from all the places.
10. Apart from the usual verification of character and antecedents through Distt authorities in
India, a reference should also be made by the appointing authorities to the Intelligence Bureau,
New Delhi together with all the particulars as contained in respect of the period of such stay
abroad, in respect of personnel, who have lived or living abroad as per instructions contained in
Deptt of P & AR OM No. 19011/13/75-Estt dated 15 Apr 76, copy received under HQ DGBR
letter No. 67245/DGBR/EG2(Rtg) dated 09 Dec 85, as clarified vide DGBR letter No.
67245/VER/DGBR/EG2(Rtd) dated 22 Jul 88 both letters reproduced as Appendices ‘L’ & ‘M’
respectively. The cases for this nature may, therefore, be submitted to this office for further
submission to HQ DGBR.
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11. CPLs of our Organisation are also being recruited in GREF. On initiation of their
verification roll in various cases, the civil authorities are returning the verifications rolls duly
verified for the period upto the stay of the individuals in their District with a point to get the
verification of subsequent period of the present location also. A case was accordingly taken up
with DGBR for clarification as to how to progress/settle such cases as some of the labourers might have been staying in our organised camp. Clarification issued vide HQ DGBR under their
letter No. 67043-V/DGBR/EG2 (Rtg) dated 22 Dec 87, addressed to this office only, is reproduced :-
“CPL’s are not covered by the provision of AA while serving in
GREF. Hence, the verification for the period of CPL service be
done by the Civil police authorities in the area they have resided.
Please also ensure that TF concerned is asked to expedite the
Verification”.
Entries to be Recorded
12. Record Office will inform the Fmn/Units concerned as soon as the individual’s character
roll duly verified is received from the civil authority/other competent authority. In case any
report is received by the Fmn/Unit from civil authority the same will be sent in original to
Record Office. The unit will publish a Part II order as per serial 23 of specimen-Part II order of
Group II ‘B’ of Manual of Documentation “GREF” personnel, 1985. The unit will also make
entries as under on the Top of Outer Sheet/cover of service books and confidential dossiers of
the persons for whom ACRs are initiated :-
“Character verified. Authority Record Office letter No. ______dated______”.
Dated : ___________ OC Unit
Verification of Character and Antecedents of Re-employed personnel
13. In the case of person employed in an office of Central Govt and the interval between the date of his discharge from his previous service and the date of securing an appointment in the
new office is less than a year, it would be sufficient, if the appointing authority before making appointment satisfies it in which the candidate was previously employed in accordance with the
instructions contained in Govt of India, Min of Home Affairs OM No. 20/102/47-Estt(8) dated 14-10-47 (copy reproduced as Appendix ‘N’) that :-
(a) that office had verified his character and antecedents and.
(b) his conduct while in employment in that office does not render him unsuitable for employment under Govt. If however, more than a year has lapsed after the discharge of
the person from his previous service, verification should be carried out in full as indicated at Para 3 above.
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14. In the case of ex-servicemen including Ex-GREF personnel seeking re-employment in
GREF within one year from the date of their discharge, they will be appointed only after their
previous service have been verified from the respective Record Office and the reasons for their
discharge and the character assessed at that time are ascertained.
15. In case where the requirement of fresh verification of character and antecedents are
dispensed as per preceding paragraphs, the appointing authority will issue a certificate to this effect :-
“Certified that requirements of Para 13 & 14 of ROI have been fulfilled
and fresh verification of character and antecedents has been dispensed
with”.
Dated Signature of appointing auth.
Disposal of undesirable personnel adversely reported by Civil Authority
16. Cases of GREF personnel who are adversely reported upon by the civil authorities, will
be dealt with in accordance with the instructions/procedure contained in Record Office letter No.
0008/555/AR-1 dated 11 Dec 67 and Deptt of pers & AR OM No. 18011/1(5)/75-Estt(B) dated
Aug 75 circulated under HQ DGBR letter No. 67245/DGBR/EG2 dated 05 Nov 75.
17. The pers discharged from service due to adverse police verification, in no circumstances,
be informed of the fact of his having been adversely reported by civil authority. The OsC
Units/Fmn Cdrs are advised to pay personal attention to this requirement.
18. In the event of adverse police report and decision taken on the unsuitability of the
candidate, the service of the individual concerned should be terminated without assigning any
reason as per DGBR letter No. 67245/DGBR/EG2 dated 22 Jan 79.
Progress of Verification Roll
19. Action as per succeeding para will be taken by Record Office and Fmn/Units :-
(a) A register of verification roll will be maintained by Record Office in numerical orders as being done at present.
(b) In case, verification roll of an individual is not received duly verified from the
civil authorities within two months from the date of its issue, a reminder will be issued
to the civil authority concerned by Record Office and subsequently progressed by the
Fmn/Unit.
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20. Verification should be completed within 6 months from the date of appointment. In
extreme cases where verification is not possible within the time limit as laid down, it will be
ensured that detailed verification is completed during probationary period. Declaration of
completion of probation and permanency will not be issued unless detailed verification of
character and antecedents is completed.
21. In order to speed up the case/obtain verification roll from civil authorities, GREF
Records will inform the Fmn/Unit to initiate fresh verification roll alongwith attestation form
duly affixed with photograph of the individual, if the same is not received within six months.
The said form will be signed by the OC unit on behalf of enrolling Officer. Another reminder
will also be issued by the Record Office as well as unit concerned to the civil authorities. In
case, no reply is forthcoming, the Chief Engineer will take the following action to progress the
case :-
(a) Approach to DM/DC after one month.
(b) In case of no reply, approach Home Secy with a copy to DM/DC concerned
giving the details of relevant reference.
(c) In case the issue is left unattended the matter may be referred to Chief Secy with
copy to Home Secy, DM/DC concerned.
22. In case correspondence fails to produce desired results, Project should depute, an
officer/responsible person on temporary duty to get the matter finalised. All the outstanding cases pertaining to one place be got clubbed so that maximum results can be achieved by the
Officer/pers visiting that officials. Sanction from the competent authority may be obtained for move of Officer/Pers as per normal procedure. Progress will be intimated to DGBR/Record
Office from time to time.
23. Where the verification roll is not received within one year inspite of repeated reminders
to civil authorities, the case will be reported to DGBR by Record Office for taking up the matter
with State Govt concerned.
24. Record Office will furnish a half yearly statement of cases where verification of
character and antecedents have not been completed by above dates in respect of individuals who
have completed more than three months service on 30 Dec/30 Jun so as to reach DGBR by Ist
Feb and Ist Aug each year, as per procedure being followed.
25. Record Office will prepare an additional list, whose character and antecedents have not
been verified for more than two years from the date of appointment showing home address
indicating the name of the Project located nearby so that the Project concerned will be asked by
HQ DGBR to depute an Officer/Supvr for progressing the case till their finalisation as required
vide HQ DGBR letter No. 67245/DGBR/EG2(Retg) dated 11.8.87.
26. Verification roll returned by civil authority unverified for want of complete address/other
details will be sent to unit concerned by Record Office. The unit will ascertain the correct particulars/details from the individuals and either submit the same duly completed or initiate
fresh verification roll under intimation to GREF Records. Such cases should be personally dealt with by the Officer Commanding, as undesirable pers may try to linger on the service by giving
incomplete/incorrect information/address repeatedly.
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27. The appointing authorities will ensure that full and correct information obtained from the
individuals at the time of appointment and recorded in the service documents of the individuals.
The individual should be warned that if they give insufficient/incorrect informations, they will
be liable to be discharged.
28. As per HQ DGBR letter No. 67245/DGBR/EG2 dated 20 Jun 70, case of individuals whose verification is not completed within the probationary period of 2 years, will be referred to
HQ DGBR by Project through Record Office for consideration of retention of the individuals in service or otherwise by BRDB depending upon the merit of each case on the recommendation of
CE Project concerned. A consolidated report will be submitted to avoid submission of such cases to higher authorities in piece-meal, CEs Project will, therefore, forward their
recommendation of cases of such pers for retention in service or otherwise to Record Office, two
months before the individuals complete their probationary period of two years, for referring the
case to DGBR/BRDB as above.
29. Till the detailed verification is completed, the persons concerned should not be entrusted
with work involving handling of classified documents/materials as per instructions contained in
HQ DGBR letter No. 67245/DGBR/EG2 dated 22.1.79.
Standard Form of Covering letter
30. It is noticed that uniform procedure is not being followed while forwarding the
particulars of the candidates to District Authorities for verification of their character and
antecedents. A standard form of covering letter is reproduced at Appendix ‘O’ which may be used by all appointing authorities. One copy of said letter to be kept with Record set of
documents and one copy to be sent to the unit concerned as required vide Govt of India Deptt of Pers & AR OM No. 18011/1(S)/75-Estt(E) of Aug 75 (Secret), copy circulated vide HQ DGBR
letter No. 67245/DGBR/EG2 of 05.11.75.
Conclusion
31. The importance of proper and timely verification of character and antecedents of GREF
personnel can hardly be over emphasised. It is, therefore, imperative that all correspondence
pertaining to verification of character and antecedents should be accorded priority at all levels.
The verification roll should be prepared carefully and invariably in ink or type written. A slight
omission in recording the correct particulars of the individual and his home address may cause a
lot of avoidable delay and unnecessary correspondence at all levels.
Authority :-
HQ DGBR letter No. 67245/VERPDGER/EG2(Rtg) dated 15.7.88 and even number dated
01.08.88.
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CHAPTER 6
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COUNTING OF FORMER (MILITARY) SERVICE RENDERED
BEFORE CIVIL EMPLOYMENT
Introduction
1. A Govt servant who is re-employed in a civil service or post before attaining the age of
superannuation and who, before such re-employment, had rendered military service after attaining the age of eighteen years, may on his confirmation in a civil service or post, opt :-
(a) Either to continue to draw the military pension or retain gratuity received on
discharge from mil service, in which case his former mil service shall not count as qualifying service
or
(b) To cease to draw his pension and refund the pension already drawn and the value
received for commutation of a part of military pension and the amount of retirement
Gratuity.
2. To count previous military service as qualifying service, in which case the service so
allowed to count shall be restricted to a service within or outside the employee’s unit or
department in India or elsewhere which is paid from the consolidated fund of India or for which
pensionary contribution has been received by the Govt provided that :-
(a) The pension drawn prior to the date of re-employment shall not be required to be
refunded
(b) The element of pension which was ignored for fixation of his pay including the
element of pension which was not taken into account for fixation pay on re-employment shall be refunded by him.
(c) The element of pension equivalent of Gratuity including the element of
commuted part of pension, if any, which was taken into account for fixation of pay shall be set off against the amount of retirement gratuity and the commuted value of pension
and the balance, if any, shall be refunded by him.
3. The Appointing Authority while issuing the orders of appointments should direct the
employee in writing to exercise option within one year of the date of his re-employment.
4. A Govt servant, who opts for clause (b) of Para 1 shall be required to refund the pension,
bonus of gratuity received in respect of his earlier military service, in monthly installments not
exceeding thirty-six in number (however, the position has been changed from 25 Aug 1994 and
necessary amendment is yet to be issued by the Govt), the first instalment beginning from the
month following the month in which he exercised the option. The right to count previous service
as qualifying service shall not revive until the whole amount has been refunded.
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5. In the case of a Govt servant, who, having elected to refund the pension, bonus or
gratuity, dies before the entire amount is refunded, the unrefunded amount of pension or gratuity
shall be adjusted against the death gratuity which may become payable to his family.
6. When an order is passed under this rule allowing previous military service to count as part of the service qualifying for civil pension, the order shall be deemed to include the
condonation of interruption in service, if any, in the military service and between the military and civil services.
GOVT OF INDIA’S DECISIONS
7. Re-employed military pensioners should exercise option under Rule 19 (1) within one
year from the date of re-employment as under :-
(a) Under Rule 19 (1) of the CCS (Pension) Rules, 1972, a Government servant who
is re-employed in a civil service or post is required to give an option at the time of his
confirmation in the civil post whether he would like to get past military service counted
for pension in the civil post or service. The Govt had issued orders vide OM No
38/16/Pension Unit/80 dated 30 Dec 80 allowing the Govt servants to get pension after
completion of twenty years of service either on invalidation or superannuation. In
pursuance of Government decisions on the recommendations of the Fourth Central Pay
Commission, the Government has further decided vide OM NO 2/4/87-PIC dated 14 Apr
87 that a Govt servant will get pension under the CCS (Pension) Rules, either on
superannuation or on invalidation after rendering ten years of temporary service in the
Govt. In view of the relaxation allowed recently to temporary Govt servants, the matter has been engaging attention of the Govt to allow benefit under Rule 19 (1) of the CCS
(Pension) Rules, 1972, also to Government servants who retire on Superannuation without confirmation. It has been decided that all those Govt servants who retire on
superannuation or invalidation without confirmation after rendering not less that ten years of combined military and civil service shall be entitled to the benefit of counting of
service under Rule 19 (1). The provision of Rule 19 (a).The provision of Rule 19 (1) may be deemed to have been modified accordingly.
(b) It has also been decided that a Govt servant applying for counting of service
under Rule 19 (1) may be allowed to exercise option for the same within a period of one
year from the date of joining the civil service or post. The refund of pension, gratuity etc.
already drawn by such Govt servants from the military authorities shall be refunded to
the Govt with interest from the date of their joining the civil service. The rate of interest
would be simple interest at 6% per annum. The other conditions as mentioned under
Rule 19 of the CCS (Pension) Rules, will remain unaltered.
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(c) In order to facilitate compliance with requirement of exercising option in time, it
has been further decided that the administrative authorities concerned should incorporate
in the order of re-employment itself a clause to the effect that if the re-employed ex-
serviceman desires to take advantage of the retirement benefits based on combined military and civil service, he should exercise option within a period of one year from the
date of his re-employment.
COUNTING OF WAR SERVICE RENDERED BEFORE CIVIL EMPLOYMENT
8. A Government servant who, prior to his appointment in a civil service or post against reserved or other permanent vacancy which arose for direct recruitment before the Ist January,
1948, had rendered satisfactory paid whole-time, enlisted or commissioned war service in the
Armed Forces of India or in similar forces of a Commonwealth country during the period from
the 3rd
September, 1939 to the Ist April, 1946, which did not earn a service pension under the
military rules, shall be allowed to count such service, including all kinds of leave on full rates of
pay and sick leave taken during such service, as qualifying service, subject to the following
conditions, namely :-
(a) In the case of a service or post in respect of which a minimum age is fixed for
recruitment, no war service rendered below that age shall count as qualifying service;
(b) No contribution towards or share of pension earned as a result of counting war
service rendered in a force of a Commonwealth country shall be claimed from the
Government of that country;
(c) No refund of bonus or gratuity in respect of war service shall be demanded from the Government servant concerned.
9. War service rendered by a Government servant who was appointed substantively to a
civil service or post against vacancies which arose after the 31st December, 1947, shall, subject
to the conditions specified in sub-rule (1), be treated as military service as provided in Rule 19.
COUNTING OF PERIOD SPENT ON LEAVE
10. All leave during service for which leave salary is payable (and all extraordinary leave
granted on medical certificate ) shall count as qualifying service, provided that in the case of
extraordinary leave (other than extraordinary leave granted on medical certificate) the
appointing authority may, at the time of granting such leave, allow the period of that leave to
count as qualifying service if such leave is granted to a Government servant.
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COUNTING OF PERIOD OF SUSPENSION
11. Time passed by a Government servant under suspension pending inquiry into conduct
shall count as qualifying service where, on conclusion of such inquiry, he has been fully
exonerated or the suspension is held to be wholly unjustified; in other cases, the period of suspension shall not count unless the authority competent to pass orders under the rule
governing such cases expressly declares at the time that it shall count to such extent as the competent authority may declare.
GOVERNMENT OF INDIA’S DECISIONS
12. Need for making proper entries for counting of periods of suspension-Rule 23 of the
CCS (Pension) Rules, 1972, requires that in cases other than those in which suspension has been
held to be wholly unjustified, the competent authority should at the appropriate time declare
whether and to what extend the period of suspension will count towards the qualifying service.
Specific entries in this regard in the service book/records will be taken note of at the time of
reckoning qualifying service. In the absence of any specific entry, period of suspension shall be
taken as counting towards the qualifying service.
SUSPENSION SHOULD BE HELD WHOLLY UNJUSTIFIED WHEN THE
PROCEEDINGS END WITH MINOR PENALTY
13. The Staff Side of the Committee of the National Council set up to review the CCS
(CCA) Rules, 1965, had suggested that in cases where a Government servant, against whom an
inquiry has been held for the imposition of a major penalty, is finally awarded only a minor penalty, the suspension should be considered unjustified and full pay and allowances paid for
suspension period. Government have accepted this suggestion of the Staff Side. Accordingly, where departmental proceedings against a suspended employee for the imposition of a major
penalty finally end with the imposition of minor penalty, the suspension can be said to be wholly unjustified in terms of FR 54-B and the employee concerned should, therefore, be paid full pay
and allowances for the period of suspension by passing a suitable order under FR 54-B.
14. These orders are effective from 3rd
December , 1985. Past cases already decided need not
be re-opened.
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FORFEITURE OF SERVICE ON DISMISSAL OR REMOVAL
15. Termination of service under temporary services rules or under the term of appointment
for failure to pass prescribed examination, does not entail forfeiture – The Government of India in consultation with the Ministry of Home Affairs, have held that the termination of service
either under CCS (TS) Rules, 1965 or under the terms of appointment for failure to pass a prescribed examination does not amount to dismissal or removal within the meaning of Article
418 (a) CSR (Rule 24). A Government servant whose services are not terminated for failure to pass prescribed examination and who is appointed to another post without any break, will count
his previous service towards leave and pension.
COUNTING OF PAST SERVICE IN REINSTATEMENT
16. A Government servant who is dismissed, removed or compulsorily retired from service,
but is reinstated on appeal or review, is entitled to count his past service as qualifying service.
17. The period or interruption in service between the date of dismissal, removal or
compulsory retirement, as the case may be, and the date of reinstatement, and the period of
suspension, if any, shall not count as qualifying service unless regularised as duty or leave by a
specific order of the authority which passed the order of reinstatement.
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CHAPTER 7
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DESERTION
Introduction
1. Any person who absents without permission from his unit or overstays leave granted to
him, is termed as absent without leave. A person who absents himself in a deliberate or clandestine manner either with the intention of not returning to service or with a view to avid
GREF service, will be deemed to be a deserter. Whenever a GREF person absents himself without due authority or deserts the Govt service, it is imperative that prompt and correct action
is taken in accordance with instructions laid down in Army Act Section 106 and Army Rule 183.
Types of Desertion and submission of Desertion Roll
2. Cases of desertion or absence without leave of a person subject to Army Act, will be
reported by an express letter on IAFD-925, on occurrence, by the Officer Commanding unit to
the authorities given at Appendix ‘P’ in the following manner :-
(a) Individual deserting the service, from unit line – Forthwith.
(b) Overstaying from leave.
When the individual does not rejoin on due date for duty, he will be advised by a
Registered letter with a copy to the NOK advising them to intimate the reasons for
absence. Where the persons have overstayed their leave, the rendition of a desertion
report may be delayed upto a maximum of 14 days at the discretion of the Officer
Commanding the unit. In no case will the desertion report be delayed beyond 14 days. However, the report may be delayed upto a maximum of 30 days taking into
consideration the deployment of personnel in remote border areas. The application of desertion roll may also be delayed appropriately in the case of persons who have sought
extension of leave on medical grounds and medical certificates from AMA submitted alongwith the request. In case of person subject to Nepal, his report will be rendered to
HQ DGBR (E1E Sec) and to other authorities as specified in Appendix ‘P’ (Note).
(c) Personnel who fail to join their new unit on their posting to another Units
Desertion reports in respect of such GREF personnel are required to be initiated
by the receiving units and not by the dispatching units. Accordingly, action to prepare
the loss statement for the kit and adjustment of pay and allowances, including payment
of TA/DA will also be taken by the receiving unit/UA(AO) of that unit.
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(d) In case of desertion with arms, collective desertion with or without arms where it
is considered that desertion are due to subversive activity, initial report of such cases will
invariably be made by signal and subsequently confirmed by letter.
Security Classification – Desertion Reports
3. Since desertion reports invariably contain the name and location of a deserter’s unit, it is
essential that such reports bear correct security classification. Reports by Units/Formation in an operational area will be classified SECRET, all others will be classified “CONFIDENTIAL”. In
order to establish the identity of a deserter or absentee without leave, IAFD-925 will be authenticated by the office stamp of the unit/formation issuing them.
Court of Inquiry and striking of strength
4. If the individual continues to remain absent, a Court of Inquiry will be held after of a
period of not less than 30 days from the date of absence to enquire into his absence, and
deficiency, if any, in the property of the Govt. such as arms, ammunition, equipment, clothing
and accessories entrusted to his care. If satisfied with the facts of such absence without due
authority or other sufficient evidence, the court shall declare such absence and the period thereof
and the defiance, if any, the individual will be declared absent without leave with effect from the
date on which he originally absented himself. IAFD-918 will be prepared by the unit on the
authority of court of inquiry proceedings.
NOTE :- The actual date of absence and date on which the court of inquiry is held are to be excluded for determining the above period of 30 days (AA Sec 106 refers) If the
person declared absent does not afterwards surrender or is not apprehended, he shall, for the purpose of Army Act, be deemed to be a deserter.
5. The Commanding Officer of the absent person shall enter in the court martial book a
record of the declaration of the court and original destroyed vide Army Rule 183(3). IAFD-918 (Deserter Declaration Form), copy enclosed as Appendix ‘P1’ will be prepard by OC unit and
one copy each will be sent to Commander GREF Centre and OIC Records GREF. This should
be a correct extract from the court martial book and free from alterations or erasures. For trial of
a deserter by Court Martial, a correct extract reproduction of the declaration entered in the court
martial book produced in evidence in IAFD-918, is admissible and sufficient under AA Sec 91-
A(4)(MIML).
6. The following points will be kept in view while submitting IAFD-918 :-
(a) The actual value of items found deficient of the deserter will invariably be shown
(b) Date Court of Inquiry held should be recorded in the form.
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(c) Date on which kit inventory was taken should be stated. This should normally be
done as soon as it is known that the individual is AWOL/has deserted the service and not
held in abeyance till the Court of Inquiry is assembled.
(d) Rank and name of the Commanding Officer who signed the declaration in the Court Martial Book should be recorded in the Form.
(e) The copy should be certified as true copy under signature of the Officer having
custody of the original records.
(f) The No and date of unit Part II Order notifying individual’s desertion/SOS and taking on attached strength of the unit as deserter will be endorsed on the top of the
deserter declaration form (IAFD-918) in each case before it is sent to GREF Centre and
Record Office.
7. After an absentee is declared deserter, OC Unit/Formation will publish a Part II Order
striking him off the strength of the unit as a deserter from the date of his absence and not from
the date the court of inquiry is held. Although the deserter is SOS of the unit to enable GREF
Centre to take on supernumerary strength, he continues to remain on the attached srength of the
unit as deserter till such time the procedure laid down under Rule 14 of CCS (CC&A) Rule 1965
for his removal is completed. It is advisable that disciplinary action should be initiated after a
reasonable period, say about 3 to 4 months, has passed after issuing of apprehension roll. While
forwarding the Annual Desertion Report, which includes cases of affected Officers also, the
Projects will ensure that the statement for every case where action under CCS (CC&A) Rules,
1965 has not been initiated within four months of the issue of apprehension roll is attached with the ibid report. The report should include the name of the Officers responsible for not initiating
action alongwith reasons.
8. In the past, it has been noticed that no follow up action has been taken for apprehension of deserters with the result that the individual remained at large indefinitely. In some of the
cases, the individual keeps in correspondence, and unit/higher formation keep replying him to join duty forthwith instead of taking appropriate action to apprehend the individual unless
otherwise in order as per leave rules. Henceforth, the OC Unit/Formation will pursue from
police authorities at District level, the matter should be taken up at higher level, where necessary
with the DIG/IG Police by the TF/CE concerned, so that the individual is arrested and dealt with
under Army Act. Any dilatoriness on the part of police authorities inspite of above action,
should be reported to HQ DGBR.
Recovery of Deserters
9. Units or GREF Centre will ensure that all authorities who have been notified of a
desertion, are informed as soon as a deserter returns to his unit, or is apprehended, or is
otherwise removed from the list of deserters.
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Trial of Deserters
10. Deserters/absentee will be tried by the authorities as under :-
(a) When a deserter surrenders to his Unit/HQ Task Force/HQ CE (P) or to any other unit within the same Project to which he belongs, he will be tried by the respective
competent authority in the Project. Under no circumstances, will he be sent to GREF Centre for trial.
(b) When a deserter is apprehended by the police authority, he will be collected by
the respective unit concerned from the police authority, notwithstanding the distance involved and disciplinary action should be taken by the respective unit/TF/Project
concerned.
(c) When a deserter is apprehended by the police of adjoining areas/Project where
the unit is located, he will be collected by unit concerned and tried by respective Project
authorities.
(d) Cases of desertion involving personnel posted to GREF Centre/Records and new
recruits undergoing training at GREF Centre will be dealt by Commander GREF Centre
Despatch of Escorts
11. In order to avoid wastage of man power and crowding in trains, the strength of escorts
sent to collect deserters will be kept to a minimum. Normally an escort of two, one of whom might be a NCO/equivalent, will be adequate to collect one man. As far as possible Army
personnel will be sent as escorts.
12. In case/the deserter is supervisory staff he will be collected and tried by the concerned project. In such case, the Incharge of escort should be supervisor of the deserter’s status.
NOTE :- When any intimation is received direct by the GREF Centre regarding arrest of
deserter, the same will be passed to the concerned unit with particulars of the individual
i.e. GREF No, Trade/Category and Name by fastest means to avoid delay in collection of
the the deserter.
Payment of TA/DA to Civil Police Parties Deployed to Apprehend/Escort GREF Deserters
13. The police parties who are deployed on duty to apprehend/escort deserters of GREF
employees will be eligible for payment of TA/DA at the rates and under the condtions as
prevailing in the police department. Particulars of the Account Officer of the project to whom
the claims are to be preferred on this account will invariably be shown on the apprehension roll.
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14. The fact that TA/DA is admissible to police parties deployed on the duty to apprehend/
escort deserters will also be mentioned on each apprehension roll for information and necessary
action of police authorities.
Outstanding Dues
15. A statement of dues outstanding against the deserter will invariably be recorded on the
reverse of deserter declaration form (IAFD-918) when forwarded by unit to GREF Centre. This statement will include all amounts on account of regimental dues and recoveries outstanding on
any other account including Mess, Canteen and also the amount of Pay & allces due to him (details of such recoveries will be shown under separate heading). In case this statement is not
recorded, it will be assumed that no dues are outstanding against the deserter. It will be the
responsibility of the OC Unit concerned if subsequently any dues of the Govt comes to light
against the deserter/absentee after he is discharged/dismissed by the competent disciplinary
authority.
Removal of Deserter from Service/Desertion Roll
16. If the deserter does not return to duty or is not apprehended within reasonable time after
the issue of apprehension roll, disciplinary action should be initiated against him by the
competent authority under Rule 14 of CCS (CC&A) Rules, 1965, and charge sheet served on the
individual at his last known/permanent address on records.
17. The entire procedure prescribed in the CCS (CC&A) Rules 1965 including the serving of “SHOW CAUSE NOTICE”, should be scrupulously followed. Thereafter suitable punishment
may be awarded in terms of Rule 11 CCS (CC&A) Rules, 1965.
18. Wherein the personnel to whom the charge sheets are addressed do not reply of the communications or received back by the units undelivered in which eventually, EX-PARTE
action should be taken as per the provision of the rules ibid. Before taking Ex-parte decision on account of non-delivery of charge sheet, the local authorities concerned should publish a notice
to the delinquent official in the prominent local news paper which should state that the charge
sheet was returned undelivered by the postal authorities previously though sent on his permanent
address. In the notice the individual may be asked to show cause why he should not be removed
from the service within one month from the date of publication of this notice failing which
action may be taken in accordance with rule 19 (ii) of the CCS (CCA) Rules, 1965. This
requirement is however waived in cases of personnel from Nepal origin. Administrative
instructions issued by DGBR on the subject should also be borne in mind while dealing cases
under CCS (CCA) Rules ibid.
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Note :- “ It is not a statutory requirement under CCS (CC&A) Rules, 1965 that in all cases,
where it has not been possible to serve the charge sheet etc, through normal channels, a notice
must be published through newspapers. In accordance with the provisions of rule 19 ibid, when
the disciplinary authority is satisfied that it is not reasonably practicable to hold an enquiry due
to the reasons to be recorded in writing, it may consider the circumstances of the case and make such orders as deemed fit.”
(Auth : HQ DGBR letter No 17017/DGBR/POL/193/A1E dt 24 Dec 2008)
19. In this way, action under Army Act and CCS (CC&A) Rules 1965 can be taken
simultaneously and delay can be avoided by starting action under CCS (CC&A) Rules 1965 well in time. Once disciplinary action is completed as above and the personnel are finally stuck off
unit’s strength, the deficiencies will be filled up.
Disposal of Service Documents
20. After the individual has been declared deserter and removed from service after
completion of all formalities as per CCS (CC&A) Rules 1965 his documents will be forwarded
to Record Office. The OC unit will make his personal responsibility to ensure that documents
are complete and upto-date in all respects before these are sent to Record Office.
Disposal of Personal Belongings
21. The personal belongings of deserter, after he has been removed from service, be sent to
NOK of the individual through a person of neighbouring area on temp duty after obtaining prior move sanction from competent authority. Proper receipt of delivery of various items as obtained
from NOK be kept on records.
22. It has been noticed that Units/Formations issuing cancellation letters to the desertion/apprehension rolls in respect of those personnel who were deserted and subsequently
reported to the unit or removed/dismissed from service completing action as per CCS (CC&A) Rules, 1965. Such action is legally incorrect. The right course of action in such cases is that a
letter should be addressed to all concerned stating that the individual has since reported to unit
or has been dismissed/removed from service, as the case may be, hence no further action on the
apprehension roll issued vide letter quoted ibid is called for.
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CHAPTER 8
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DISPOSAL OF ESTATES OF DECEASED PERSONNEL
Introduction
1. In accordance with the various rules and regulations the OC unit to which the deceased belonged, is responsible for the finalisation and disposal of his estate. The estate of deceased
person normally comprises of :-
(a) Movable property in camp or quarters i.e. personal effects and cash, if any left behind.
(b) Credit balance in the IRLA if any.
(c) Sale proceeds of personal effects, if any.
(d) Realised amount from Banks/Post Offices, if any.
Disposal of Estates by OsC Units
2. These are required to be dealt with and disposed off by the OC Unit if the total value
thereof does not exceed Rs 1,000/- and the claim has been established within 12 months after the
death. Where the amount exceeds Rs 1,000/- or where no claim has been established within one
year from the death, order of Chief Engineer Projects in such cases should be obtained.
Main Cause of Delay in Disposal of Estate
3. It is essential that cases of deceased personnel are disposed of expeditiously in order to safe guard the interests of beneficiaries. To achieve this aim the following factors will be kept in
view :- (a) Production of security bond is necessary only in cases when a person has
obtained a succession certificate or any other conclusive legal evidence of title from a court of law and wishes to take over the estate himself or herself without its being
administered by OC Unit. In actual practice there will hardly be a case to be dealt with
under this sub section. It would not, therefore, be necessary to call for a security bond in
a normal case. This will reduce delay in settlement as it is found that demand for a
security bond has been the main reason for delay in most of the cases.
(b) In view of what is stated in sub para (a) above, it is not necessary to obtain
wishes of the beneficiaries regarding adminstration of estate. All estates should be
disposed off under Section 10 of the Act ibid.
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(c) If in any case a deceased person has left any WILL, the estate should
straightaway be disposed off in favour of the beneficiary under ‘WILL’ if the value
thereof does not exceed Rs 5,000/-.
(d) Bank/Post Office balances of deceased personnel will be released on behalf of beneficiaries only if they so desire.
(e) If the amount exceed Rs 1,000/- or where a period of 12 months has elapsed and
the claim remains unestablished, it shall be paid under the order of Chief Engineer Projects.
(f) Nomination regarding heir to estate in the Kindred roll is not a ‘WILL’ and the
person nominated therein cannot be treated as the legal beneficiary by virtue of the
nomination.
(g) Realisation of amounts on account of Insurance Policies is not within the scope of
the Act and Rules ibid.
Execution of a WILL by Service personnel for Speedy Disposal of Estates
4. The Kindred Roll maintained in the Service Document of each person is a part of service
records merely for adminstration purposes. As it is not executed in pursuance of any provisions
of Law, it has no legal effect on the disposal of deceased person’s estate.
5. Although, no one can be compelled to make a ‘WILL’ but it is with interest of the person himself to do so, so that in the event of his death, all his dues and property can be disposed off
expeditiously and according to his own wish. It will also be beneficial for the dependents as it will save considerable legal formalities and delay which his dependent will have to undergo to
get them completed.
6. All OsC Units are, therefore, advised to ask serving personnel to execute a ‘WILL’.
Disposal of Estate of Deceased personnel who leave behind Minor Heir
7. The payment of estates of deceased personnel leaving behind minor heir will be sent by
money order addressed to the beneficiaries. This procedure is based on Rule 264, Posts and
Telegraphs Manual Vol VI Art I. While remitting the money to the minor heir Record Office or
units will explain simultaneously in a letter addressed to the guardian that she/he is competent to
receive the money order on behalf of the minor.
8. Units remitting the money will deal all cases under observation to ensure that there is no
undue delay on the part of Post Offices in delivering the money and returning acknowledgments.
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CHAPTER 9
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MEDICAL CATEGORISATION – GREF PERSONNEL
Introduction
1. GREF Personnel are governed by Central Civil Services (Medical Examination ) Rules 1957. However in view of the role of GREF and deployment pattern of GREF personnel, it is
necessary to lay down a separate medical categorisation policy for them. It is imperative that all GREF personnel are placed in suitable medical categories as per their medical condition. Since
the GREF personnel are deployed based on their medical categories it is incumbent on them to report to medical authorities for placement in appropriate medical category after they suffer
from disease/disability.
Aim
2. The aim of these instructions is to lay down a proper medical categorisation policy, as
well as to familiarise all concerned with regard to their responsibilities in the matter of
placement of GREF personnel (Officers and Subordinates) in proper medical categories.
Personnel on deputation will also be covered by this policy. However service Officers and
PBOR serving with BRO will continue to be governed by the policies of their parent
department.
Medical Categories
3. The various medical categories for GREF personnel are given below. These medical
categories are to facilitate deployment of individuals by the administrative authorities and also to help the individuals to recover from their disease and disabilities :-
(a) Category - I (One)
(b) Category - II (Two)
(c) Category - III (Three) Employability restrictions attached
as per Appx ‘C’.
(d) Category - IV (Four)
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Procedure for Categorisation
4. All GREF personnel will report to their Authorised Medical Attendant (AMA), i.e. the
unit medical Officer (UMO), GREF as and when they contract a disease/disability. Where UMO is not available, the individual will be directed to report to the nearest unit where UMO is
available. Further, in case of stations covered under CGHS, it will be incumbent on the part of GREF personnel to report to the nearest UMO, GREF for the said purpose.
5. If the AMA/MO feels that the extent of disease/disability requires down grading of
medical category, the individual will be referred to a civil/service specialist. Based on the specialist’s opinion the AMA will recommend appropriate medical category and arrange holding
of the medical board.
6. Individuals requiring time for convalescence on discharge from hospital MSS may, on
their request be sent on any form of leave or on EOL, as authorised, on recommendation of
medical authorities.
Composition of Medical Board
7. Composition of medical boards and procedure for recording/disposal of medical board
proceedings is explained in Appendix ‘A’.
Duration of Medical Category
8. An individual will be placed in low medical category (LMC) GREF II/III (Temp) on the
basis of opinion of civil/service specialist for a minimum period of six months, after which he will be reviewed by the AMA. After six months, if the AMA finds that the individuals physical
condition has improved / deteriorated, he will be referred to a civil/service specialist, who may recommend upgrading/downgrading. In case the AMA finds that the individual’s physical
condition has remained static, the AMA may recommend continuance of the same medical category II/III (Temp) for another six months or place him in permanent medical category. After
12 months, if the individual’s physical condition is unchanged, he will be placed in LMC GREF
II/III (Permanent) by AMA. LMC GREF II/III (Perm) individuals will be reviewed by AMA
periodically and will be brought before a medical board after every two years. During the two
yearly review if the AMA finds that condition static, he will recommend continuance of same
medical category and hold the medical board on AFMSF-15A. In case the AMA finds
deterioration/improvement he will refer the case to civil/service specialist for their opinion for
treatment/re-categorisation. The AMA may decide appropriate medical category based on the
opinion of civil/services specialist. While the downgrading/upgrading of medical category will
always be based on opinion/recommendation of civil/service specialist during review, the
continuance of LMC pers will be recommended by AMA and a single Offr medical board held
by him.
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9. No category will be awarded for less than six months at a time, and review will be
carried out only after expiry of six months on due date as per recommendation of medical board.
Temporary medical category will be recommended for a maximum period of 12 months, after
which permanent LMC will be awarded.
Disposal of LMC Personnel
10. On discharge from hospital after placement in a low medical category, GREF personnel will be disposed of as per procedure explained in Appx ‘B’.
Conclusion
11. The above mentioned instructions will come in force with immediate effect and
supercede all previous instructions on the subject. Any doubts in the matter will be referred to
HQ DGBR/Med Dte for clarification .
12. The Projects are advised to disseminate these instructions to the lowest level and advise
GREF Personnel to get themselves place in appropriate medical category based on their medical
condition. Representation against move on posting to HAA/difficult areas will not be
entertained after their posting orders based on their recorded medical categories are issued.
13. The Commanders at level will exercise their authority and ensure implementation of
these instructions.
Authy : HQ DGBR letter No, 70321/DGBR/Med/Stats dated 24 Jan 2005.
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Appendix ‘A’ to HQ DGBR instruction
No.70321/DGBR/Med/Stats dt
28 Sep 2001
COMPOSITION OF BOARD AND RECORDING/DISPOSAL OF PROCEEDINGS
Medical Category Composition of Board Approving Auth Remarks/Disposal of Proceedings
1. Officers
(a)Initial category
on AFMSF-15 (in
triplicate)
DCMO/DADMS/SMO as
Presiding offr (PO)with one
MO/Dental Officer as
member
DDG (Med) Medical board will be held after
obtaining opinion of concerned specialist
of service/civil hospital. Based on
opinion of specialist, MO will
recommend appropriate medical
category,after approval of DDG (Med),
one copy of AFMSF-15 will be fwd to EIA HQ DGBR and one to unit. MO
may seek the advice of DCMO/DADMS
for appropriate medical category.
(b) Re-Categori -
sation on AFMSF
-15A
(in triplicate)
-do- (i) DCMO/DADMS
Project if PO is
SMO/MO
(ii) DDG (Med) if
PO is DCMO/
DADMS
-do-
2. Subordinates
(a) Initial category
on AFMSF-15
(in triplicate)
-do- (i) DCMO/DADMS
Project if PO is
SMO/MO
After approval, two copies with
connected documents to OC unit and one
copy to GREF Records.
(b) Re-Categiori -
sation on AFMSF -15A
(in triplicate)
-do- (ii) DDG (Med) if
PO is DCMO/ DADMS
-do-
3. All Ranks
(IMB)
Category-IV
on AFMSF-15(In
quadruplicate)
(a) Civil Surgeon, Distt
Hospital as PO with 2 MOs
as members.
b) DCMO/DADMS as PO
with 2 MOs as members.
DDG(Med) After approval original copy with
connected med docus to E1A HQ
DGBR(in case of Officers) and OIC
Records(in case of subordinates) and two
copies to OC Unit.
-do-
Note :- During re-categorisation where upgrading/continuation in the same medical category is
recommended the composition of medical board will be a single medical officer only. Approving authority will remain as above.
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Appendix ‘B’ to HQ DGBR
Instruction No 70321/DGBR/
MED/ STATES DATED
28 SEP 2001
DISPOSAL OF LMC GREF PERSONNEL ON DISCHAGE FROM HOSPITAL
S/No Category of Medical Category Disposal
Officers
01. Officers I, II & III To be discharged back to parent unit.
IV (Four) Officers placed in Category IV will not be invalided
out from GREF service for disability acquired during his/her service. The Officer who has
acquired disability and is not found suitable for the post he/she was holding, should be shifted to some
alternate post with the same pay scale & service benefits. In case it is not possible to adjust him/her
against any post, he/she may be kept on
supernumerary post until a suitable post is available
or he/she attains the age of superannuation,
whichever is earlier. (Auth : Govt of India, Min of
Personnel, P.G. & Pension Deptt of Personnel
Training Om No. 13015/3/2002-Estt(L) dated
19 Jan 2004.
2. Subordinates I, II & III To be discharged back to parent unit.
No patient will be discharged to GREF Centre.
IV (Four) Subordinates placed in Category IV will not be
invalided out from GREF service for disability acquired during his/her service. The employee who
has acquired disability and is not found suitable for the post he/she was holding, should be shifted to
some alternate post with the same pay scale & service benefits. In case it is not possible to adjust
him/her against any post, he/she may be kept on supernumerary post until a suitable post is available
or he/she attains the age of superannuation,
whichever is earlier. (Auth : Govt of India, Min of
Personnel, P.G.& Pension Deptt of Personnel
Training OM No. 13015/3/2002-Estt(L) dated 19
Jan 2004.
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Appendix ‘C’
EMPLOYABILITY RESTRICTIONS
1. CATEGORY GREF-I
An individual is fit in all respects for general service in any area will be placed in medical category-I
To determine the exact category applicable, his physical fitness will be assessed
by testing his functional capacity under five factors as follows :-
(a) Psychological (S1) : Can withstand severe mental stress and strain.
(b) Hearing (H1) : Has excellent hearing with both ears viz with back to
examiner can hear a forced whisper at a distance of 6
Meters with each ear separately.
(c) Appendages (A1) : Has full functional capacity of the limbs.
(d) Physcial (P1) : Has full functional capacity and physical stamina.
(e) Eye Sight (E1) : Good Eye sight. May have corrected vision (Myopia or
manifest Hypernetropia not to exceed 7 dioptres).
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2. CATEGORY GREF-II
An individual will be placed in medical category II when he has a moderate
degree of disability. It does not interfere with the routine performance of work. Thus the
functional capacity and employability restrictions are given as under :-
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Functional Capacity Employability Restrictions
(a) Psychological (S2) Can withstand moderate stress.
Likelihood of break down under severe stress cannot be
ruled out.
Fit for duties anywhere
except at isolated garrisons
and sentry duty.
(b) Hearing (H2) With his back to the examiner can
hear conversation at a distance of 6 Meters with one ear
and 3 Meters with the other ear
Fit for duties which donot
require acuity of hearing.
(c) Appendages (A2)
(i) Upper Limb (A2U) Has slight defect of upper
limb but these in no way incapacitate his routine daily
movements
(ii) Lower Limb (A2L) Has slight defect of locomotion
but these do not incapacitate him from daily
movements
Not fit for HAA and ECC
areas.
Not fit for duties in hilly
terrain. HAA and ECC areas
(d) Physical Capacity (P2) Has only mild degree of
disability which does not interfere with performance of
normal work. Suffered from metabolic/ constitutional/
infective disease/operative procedures, but now well
stablised. Can undergo exertion not involving severe
strain.
Not fit for duties in hilly
terrain, HAA and ECC
areas.
(e) Eye Sight (E2) Can see for ordinary purposes No restriction
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3. Category GREF-III Personnel whose defects/disabilities are of a higher degree those
acceptable for category 2 are placed in this category.
The functional capacity and corresponding employability restrictions are as under :-
Functional Capacity Employability Restrictions
(a) Psychological (S3) Has limited tolerance to stress.
Has recently recovery from acute psychoneurotic or
psychotic states.
Fit for routine duties (except
sentry duty) under
supervison. Not fit for HAA
(b) Hearing (H3) Partially deaf with both ears. With
his back to the examiner can hear conversion with both
ears at distance of 3 Meters
Fit for routine duties
anywhere not requiring got
hearing standard. Not fit for
sentry duty.
(c) Appendages (A3)
(i) Upper Limb (A3U) Has major disability or disease
in one area like complete loss of one hand including
fingers.
(ii) Lower Limb (A3L) Has a disease or disability
above knee on one side. Can walk 5 Kms at his own
pace.
Not fit for HAA and ECC
areas.
Not fit for hilly terrain. HAA
and ECC areas.
(d) Physical Capacity (P3) Has moderate disablement
with limited physical capacity and stamina. Can undergo
exertion not involving severe strain
Fit for sentry duties in areas
where hospital with
appropriate specialist are
available nearby. Not fit for
hilly terrain, HAA and ECC
areas.
(e) Eye Sight (E3) Can see only for ordinary purposes
corrected vision with spectacles 6/24 each eye.
Fit for duties not requiring
good usual acuity.
4. Category GREF-IV Persons considered to be permanently unfit for GREF duties will
be placed under GREF-IV category :-
S4 : Mentally unstable on account of Psychological/Psychiatric disorders.
H4 : Hearing below H3 standards. A4 : Severe derangement of functional efficiency.
P4 : Gross limitations in physical capacity and stamina. E4 : Visual acuity below E3 std Bilateral aphakia.
Note :- Some terms used above are amplified.
(a) Hilly terrain : Denotes areas where a person has to negotiate heights which are
likely to aggravate or put to difficulty persons with cardiac respiratory, arthritis or such
disabilities.
(b) Extreme Cold Climate : Where temperature remain below 7 for 6 months or
more.
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CHAPTER 10
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INSTRUCTIONS : VOLUNTARY RETIREMENT/SUSPENSION
Voluntary Retirement
1. Instructions on voluntary retirement scheme on completion of 20 years service have been
issued vide Govt of India, Min of Home Affairs (Deptt of Pers & AR) No. 25013/7/77-ESTT(A) dated 26 Aug 77.
2. To streamline the administrative procedure for implementing scheme of voluntary
retirement the necessity of issuing instructions was felt by GREF Records.
3. It has been brought out in Govt orders, the pre-requisite for voluntary retirement after 20
years service is the establishing of the fact of one’s having actually put in 20 years qualifying
service.
4. Once the Govt employee desires to go on retirement after completion of 20 years
qualifying service under the voluntary retirement scheme, the following action will be
administered :-
(a) Govt servant desirous of going on pension after completion of 20 years service will submit his request in writing to OC unit.
(b) The unit will bring the unit set of sevice docus upto-date and forward to AO (P)
for the purpose of verifying the fact that the individual has completed 20 years of qualifying service for pension.
(c) On receipt of confirmation for eligibility of pension from the AOs under
voluntary retirement scheme, an application for voluntary retirement as per Appendix
‘Q’ duly filled with relevant details and signed by the individual will be submitted to the
appointing authority.
(d) On receipt of the application, the OC unit will initiate measures to verify
viz/disciplinary clearance of the applicant.
(e) OC unit will then submit the case to the appointing authority through normal
channel in letter (format attached as Appendix ‘R’).
(f) It must be ensured that the application is dealt as “First Sight Dak” so that the
sanction is accorded well within the notice period.
(g) On receipt of Appendix ‘R’ by the Competent Appointing Authority, the order
regarding retirement from service under voluntary retirement scheme will be issued.
(h) Sanction form appended with GREF ROI No. 8/73 need not be prepared in case
of voluntary retirement.
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5. In case of personnel who had ever been serving with other departments on deputation or
lien will be ensured that the leave salary contribution and pension contribution is borne by the
Govt. servant or department before the Govt servant is permitted to proceed on voluntary
retirement.
Authority :- HQ DGBR letter No. 11476/DGBR/E1C dated 13 Feb 1985 and Rule 48 of CCS
(Pension) Rules, 1972.
Suspension
6. The appointing authority or any authority to which it is subordinate or the disciplinary authority or any other authority empowered in that behalf by the President, by general or special
order, may place a Government servant under suspension :-
(a) where a disciplinary proceeding against him is contemplated or is pending
or
(b) where, in the opinion of the authority aforesaid, he has engaged himself in
activities prejudicial to the interest of the security of the State
or
(c) Where a case against him in respect of any criminal offence is under
investigation, inquiry or trial.
7. A Government servant shall be deemed to have been placed under suspension by an order of appointing authority :-
(a) with effect from the date of his detention, if he is detained in custody, whether
on a criminal charge or otherwise, for a period exceeding forty-eight hours.
(b) with effect from the date of his conviction, if, in the event of a conviction for an
offence, he is sentenced to a term of imprisonment exceeding forty-eight hours and is not
forthwith dismissed or removed or compulsorily retired consequent to such conviction.
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CHAPTER 11
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DOCUMENTATION
Introduction
1. Compilation and recording of information of prescribed froms which affects the GREF
history and accounts of GREF personnel is called documentation. It is used for immediate or future action by the Record Office, Pay and Account Office or Pension authorities. It is
imperative that full attention to the meticulous details of documentation and accounting is always paid by staff employed on this important task.
Preparation, Maintenance and Disposal of Service Books ATC-4 GREF Personnel and
Deputationists
2. Service book (ATC-4) of all individuals are prepared by the units where they all initially
posted after appoitment. Units are therefore responsible for the correct maintenanc of service
books (ATC-4). This is an auditable document and will be carefully maintained and kept upto
date at all times. In case of non-availability of Service Books (ATC-4) all records of service will
be entered in Ghost sheet. Specimen of Ghost sheet is attached at Appendix ‘S’. All casualties
affecting pay and allowances and service records which are notified in Part II Order will be
recorded in the service books/ghost sheets supported with number of Part II Orders and attested
under signture of an Officer. The following points will be kept in mind while recording the
entries in Ghost Sheets :-
(a) Every Ghost Sheet will bear a page number.
(b) Trade and unit on Ghost Sheet will be written in pencil.
(c) All entries will be recorded date-wise and attested by an Officer, and
(d) Entries regarding change in Kindred Roll, grant of leave will in addition to be
recorded in the main body of Ghost Sheet, also be reflected in Kindred Roll portion and
ATC-4 and Leave Account Form respectively. On availability of Service Book (ATC-4)
all entries recorded in the Ghost Sheet will be transcribed and such Ghost Sheet will still
be kept with the individual’s documents. All entries will be serially numbered.
3. Unit copies of the following documents will be kept with the Service Books/Ghost Sheets :-
(a) Appointment form.
(b) Trade Test Sheet.
(c) Medical form, clinical sheets and other medical documents.
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(d) Willingness/agreement Certificate.
(e) ATC-2 (Leave Account Form).
(f) Oath affirmation certificate.
(g) Declaration regarding pension.
(h) Declaration of Home/Town for LTC purpose.
(j) Appendix ‘A’ to CPRO 65/58 (Plural marriage).
(k) Age exemption certificate in case of re-employed pensioners only.
(l) Nomination for Death-cum-Retirement gratuity.
(m) SC/ST certificate (in case of SC/ST personnel).
(n) CTCs of qualification and experience certificate, Driving Licence.
(o) Appendix ‘A’ to HQ DGBR letter No 18130/15/DGBR/E1B dated 10 Dec 69
(option certificate where applicable).
(p) Appendix ‘B’ to HQ DGBR letter No 69524/D/DGBR/E1C dated 13 May 70
(declaration of Pmt).
(q) Pay fixation proforma duly approved by audit/competent authority (i.e re-appointment/promotion/remustering/reversion etc.
(r) Statement of movable/immovable property.
(s) Photographs (passport size).
(t) Nationality certificate.
(u) Nomination form for payment of pension/GP Fund accumulations.
(v) Nomination of CGEGIS.
(w) Nomination of BRSRF.
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4. In addition to above, kindred roll/next of kin form as per Appendix ‘T’ will be
completed in duplicate, by the appointing authority in respect of personnel appointed in the
GREF. Only one copy of the form will be kept by the unit with the service documents/ghost
sheet and the other copy will be sent to GREF Records.
5. Home/Town address in the kindred roll in respect of Nepal domiciles will be recorded as
per specimen given below :-
6. All casualties regarding marriage, deaths and change of next of kin will be notified in
Unit Part II Orders as per Appendix ‘U’ to this ROI and entries recorded in the Kindred Roll and
NOK form duly supported by Part II Order No and attested by an Officer.
7. Service Books in respect of deputationists from Government Department such as
MES/DAD will be maintained by Units/Head of Office where the individuals are serving.
8. It has been seen in the past that units submit Service Documents of non-effective
personnel to GREF Records incomplete and in piecemeal resulting in avoidable correspondence
and in prompt disposal of post-discharge representations from non-effective GREF personnel
and their dependents. Apparently, some units are not clear about correct completion and dispatch of various documents whose individuals become non-effective. In order to overcome these
difficulties, the documents required by the Record Office, in case of non-effective personnel are given below to serve as a guide line for units. These documents alongwith those mentioned in
para 3 above, duly completed, should be dispatched by the concerned units immediately after an individual become non-effective and his accounts are finally settled. A delay report explaining
reasons for non-despatch of Service Documents will be submitted by the units, where documents cannot be dispatched by the units within three months from the date of discharge of an
individual from service :-
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GS NO _________Trade__________Name_____________________________________
Village___________Thana_________Teh _____________Zila_____________________
Nepalese Post Office : __________________________________________________
Exchange Post Office : _________________________________________________
Via(India side Post Office) : ____________________________________________
Phone No (If any) ____________________________________________________
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(a) Final casualty regarding death/discharge/dismissal.
(b) A final payment certificate in duplicate showing details of each payment made to
the NOK with date of payment from OsC Units endorsed with the Unit Set of documents
to Records.
(c) Character assessed at the time of discharge should be recorded below the entry of
final payment.
(d) Endorsement regarding verification of ‘Character and Antecedents’ on the outer
cover of Service Book/Ghost Sheet.
(e) Endorsement of CDA (P) Allahabad regarding final award of pension is required
to be made available in the NE service documents (ATC-4).
(f) A copy of pension calculation sheet will be kept in Service Documents for
reference.
(g) A copy of sanction for termination of service duly completed should be sent
alongwith the DO Pt II Orders (containing casualty regarding discharge). The original
copy should be sent with ATC-4. The form should be completed in the following respect
:-
(i) Detailed cause of discharge should be stated.
(ii) Character assessed at the time of discharge should be entered in the
bottom portion of the form.
(iii) Date of SOS and Part II Order No should be entered and signed by the OC
unit.
(iv) Copy of ‘Show Cause Notice’ and its reply should be attached with the
form wherever applicable.
(v) If no ‘Show Cause Notice’ was given reasons for not doing so will be
stated in the Recommendation of OC unit.
(h) Copy of Show Cause Notice and its reply where applicable be attached with
sanction for termination of service.
(j) Movement order given at the time of discharge.
(k) AFMSF 15/IAF (Med)-8 in case of discharge on medical grounds.
(l) Medical/clinical documents including X-Ray Reports where applicable.
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(m) Application form of the individual in case of discharge on compassionate
Grounds.
(n) Sanction of Competent Authority in case of discharge on adverse police report.
(o) C of I proceedings regarding cause of injury/death where applicable.
(p) Death certificate where applicable.
(q) Deserter declaration form (IAFD-918).
(r) Apprehension roll.
(s) A copy of the letter addressed to all concerned as per Appendix ‘P’
(Desertion).
(t) Orders of the competent authority for removal from service where individuals are deemed to have resigned on expiry of 90 days EOL or other maximum limits.
(u) Copy of discharge certificate to be kept in service documents.
(v) Complete set of ACRs to be attached with the unit set of service documents.
Transfer of Documents
9. Immediately on arrival of an individual on posting, the receiving unit will ensure that they receive the documents and these are properly maintained and kept upto-date, from Part II
order entries.
10. The documents will always be sent in sealed cover under Registered letter and acknowledgement obtained. Whenever documents are dispatched from one unit to another, both
units will check them particularly the ATC-4 and its supporting documents to ensure that these
have been properly maintained/audited and are upto-date in all respects at the time of
dispatch/receipt. All entries in these documents will be made accurately, neatly and attested in
the appropriate columns under the signature of an Officer.
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CHANGE OF HOME ADDRESS, RELIGION AND NAME
Introduction
1. Change of home address, religion, name etc. of a Govt servant can be made at a later stage. The procedure for changing the same is enumerated in succeeding paragraphs.
Change of Home address/Railway Station for the purpose of LTC
2. Changes in the permanent home address in respect of GREF personnel are to be notified
in Part II Orders. For this purpose sanction of the Competent Auhtority is required to be obtained before notification of the same in Part II Orders, in accordance with Para 432 and 433
of Border Roads Regulations. Change of NRS is possible due to reason of happening or closure
of NRS without having any change to permanent HOME or residence (declared) can be notified
in Unit Part II Order after verifiying the facts with the civil authorities.
Auth : G of I, Min of Tpt & Shipping BRDB OM No. F-81(6) 1964-pers/69512/
DGBR/E1C dt 2-5-67, HQ DGBR letter No. 69512/PC-4/DGBR/E1C dt 3-1-68,
69512/PC-4/DGBR/E1C dt 26 May 80 and App 17, CSR Vol II 10th Edn, Para 1
(4).
Change of Religion-GREF personnel
3. Change in religion in respect of GREF personnel will be notified on the basis of a written
declaration from the individual concerned supported with affidavit duly sworn by him in a Court and News Paper cuttings to the effect that he has voluntarily changed his religion. Entries in all
the service documents will be changed on the authority of DO Part II notifying the change of religion. The declaration duly countersigned by the OC Unit will be sent to Record Office
alongwith the DO Part II in which the change of religion is notified for record purpose.
Change of Name : GREF personnel
4. A Government servant wishing to adopt a name or to effect any modification in his
existing name should be asked to adopt the change formally by a deed changing his name
(specimen attached as per Appendix ‘T-1’). In order that the execution of the document may not
be in doubt, it is desirable that it should be attested by two witnesses preferably those known to
the Head of the Office in which the Government servant is serving. The execution of deed
should be followed by publication of change in the prominent local newspaper as well as
Gazette of India, publication being undertaken by the Government servant in his own expense in
both cases. For the publication of the advertisement in the Gazette of India, Government servant
should be directed to approach the Manager of Publications, Government of India Publication
Branch, Civil lines, Delhi.
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5. It is only after the formalities described in foregoing paragraph have been complied with
and satisfactory evidence of identity and execution of the document adduced by the Government
servant that the adoption of the new name or change in the existing name should be recognised
officially, entries should be made in the service documents of the indvidual after notifying the same in Part II order. The following procedures are to be ensured by the individual and the units
in this regards :-
(a) The changed name of the individual will not be recorded in the documents shown below but a copy of Part II Order notifying the change will be attached thereto or pasted
in such a way that the original name is clearly visible and not blocked.
(i) Appointment form. (BRDB-15 (Revised)
(ii) Verification roll (IAFK-1152)
(iii) Education Certificates (Civil)
(iv) Departmental Courses/qualifications
(v) Papers relating to medals, honors & awards
(b) The change of name will be recorded in the undermentioned documents on the
authority of Part II Orders :-
(i) Service Book (ATC-4)
(ii) AFMSF-2A (Primary Medical Examination report)
(vi) Nominations & Declarations
(iv) Other service documents i.e Identity Card GREF pay Book etc.
Auth : Government of India’s decision (1) below Art 26 of CSR Vol 1 (12th Edition)
Recording of Wife’s Name in the Service Documents
6. In many cases while submitting declaration after having married a girl of Nepal domicile the GREF personnel gives the pet name of his wife for publishing the same in Part II Orders
whereas, real name of the wife is recorded in the Citizenship certificate issued by the Government of Nepal. Thus two different names of the same lady wife are recorded in two
different documents. This leads to complications at a later stage, especially if the individual predeceases his wife. It has, therefore, been decided that henceforth, as and when a person
marries a Nepal domiciled girl and makes a declaration of his marriage to his OC for publication
of the occurrence in Part II Orders, the declaration should be accompanied by citizenship
certificate of his wife issued by the Government of Nepal.
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CHANGE OF RELIGION BY SCHEDULED CASTE : GREF PERSONNEL
Introduction
1. In accordance with Para 3 of the Constitution (Scheduled Castes) Order, 1950 as
amended by the Scheduled Castes and Scheduled Tribe Orders (Amendment) Act, 1956, no person who professes a religion different from the Hindu or Sikh religion can be deemed to be a
member of Scheduled Castes. However, instances have come to light where scheduled caste candidates on adopting a religion other than Hinduism and Sikhism, does not intimate the
change in religion to the Appointing/Administrative Authorities and continued claiming/enjoying concessions/benefits admissible to Schedules Castes. This necessiated
withdrawal retrospectively of the concessions enjoyed by them.
Aim
2. The aim of this ROI is to streamline the procedure to be followed by all concerned so as
to avoid lapses and continue to claim concessions admissible to Schedules Castes.
Procedure
3. The appointing authority in the letter of appointment issued to Schedules Caste
candidates should inform them that they should intimate about any change of their religion to
their Appointing/Administrative Authorities, immediately after such a change. The serving
personnel will also be instructed to intimate the change, if any, in their religion immediately to their Appointing/administrative authorities.
4. Any change in the religion, will be notified in the Unit Part II Orders and recorded in
service documents of the concerned individual.
Auth :- Cabinet Secretariat (Department of Personnel) OM No. 13/2/71-Ests (SCT) dated 10 Sep 71 received under HQ DGBR letter No. 17573/639/DGBR/
Coord dated 11 Apr 73.
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RECORDING OF EDUCATIONAL QUALIFICATION/DATE OF BIRTH/AGE IN THE
SERVICE RECORDS OF GREF PESONNEL
Introduction
1. As a rule, the crucial date for determining the age limit mentioned in the Recruitment
Rules will in each case be the closing date for receipt of application from candidates in India. Accordingly the date of birth is recorded in the service documents by the appointing authority on
the basis of documentary evidence as laid down in Art 51 of CSR as under :-
(a) Every person on entering service, shall declare his date of birth which shall not differ from any declaration expressed or implied or any public purpose entering service
in civilian capacity.
(b) In the case of literate staff, the date of birth shall invariably be supported by
documentary evidence, and be entered in the record of service in the employee’s own
handwriting. If an employee is a Matriculate or possesses a higher qualification, the date
of birth as recorded in his Matriculation/School Certificate shall be accepted as the date
of his birth.
(c) In the case of illiterate staff, they will be required to produce some documentary
evidence, if available, eg. Horoscope or an extract from the Municipal Birth Register in
support of the date of birth which shall be recorded by a responsible Gazetted Officer
and withnessed by another responsible employee of the installation not below the rank of
supervisor or of equivalent grade. In case no such proof is available the procedure as laid down in GFR 80 as summarised below will be followed :-
(i) When the year and the month of birth are known but not the exact date the
16th
of that month shall be treated as the date of birth
(ii) When a person entering service is unable to give his date of birth but gives his age he should be assumed to have completed the stated age on the date
of attestation eg. if a person enters service on Ist January 1987 and if on that date
his age is stated to be 18, his date of birth should be taken as Ist January 1969.
(iii) When the authorities have any doubt about the correctness of the age
stated or evidence produced by the person concerned in support of the age,
medical opinion to assess his age may also be obtained and suitable date of birth
entered in his service record (after taking into account the date stated/evidence
produced by the individual) in the manner prescribed at (b) above.
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Clarification
2. Inspite of clear rule position, there appears to be wide spread doubt among the various
units about the recording of correct date of birth of an individual in the service documents and
subsequent alteration due to bonafide clerical mistake. Therefore, a growing need has been felt to issue a concise document for guidance of Units/Projects. On close examination with reference
to the Govt orders, it is found that in all the cases date of birth is correctly recorded at the time of appointment and no feasible ground is warranted for any change. Therefore, in all cases the
following course of action will be taken :-
(a) If a person is Matriculate/SSLC passed and above, his date of birth recorded in his Matriculation/SSLC certificate shall be accepted as his date of birth. However, where
the individual did not produce Matriculation/SSLC certificate at the time of his
appointment and was not aware to disclose his exact date of birth before appointing
authority, but produces the same at a later stage, the unit will initiate his case for
alteration of date of birth.
(b) Where the individual is non-matriculate/non-SSLC and his educational
qualification is not recorded in his service documents, the date of birth already declared
by the employee at the time of his appointment will be taken as final and will not be
changed under any circumstances. No cognizance or any request for change of date of
birth made by an employee subsequent to his enrolment in GREF based on educational
certificate upto 9th class will be taken and cause of these nature shall not be entertained.
(c) Under no circumstances, apparent age assessed by the Medical will be taken into account where documentary evidence in support of the precise date of birth is available.
As already clarified under para 1 (a) (iii) above, Medical opinion will be resorted only where all the alternatives brought out under para 1 above have failed. In all such cases,
the date of birth recorded by the Appointing Authority in the service documents of an employee at the time of his entry into Govt service should be the date of birth as assessed
by the Medical Officer.
(d) Wherever an employee has acquired any educational qualification during his
service career the same will be published and recorded in his service documents on
production of the educational qualification certificate. However, in case of any difference
between the date of birth declared and accepted at the time of initial appointment and
that shown in the educational qualification certificates acquired while in service, the
former will be treated as final and no cognizance of date of birth in the later will be
taken.
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(e) Notwithstanding the above, where an empoyee who was possessing the
educational qualification certificate at the time of recruitment but due to some
misapprehension or unforeseen circumstances did not disclose the fact earlier, due
weightage should be given to the educational qualification certificate if produced by him at a later date subsequent to his appointment. Authenticity of such School Leaving
Certificate of upto ninth class shall not be challenged, merely because there is a variation in the date of birth. For the purpose of affecting change in the date of birth of an
employee subsequent to his recruitment the age/date of birth as recorded in the Matriculation Certificate. Army Discharge Certificate, extract of birth register etc only to
be relied upon as authentic. Where however, in case of doubt of the authenticity of the date of birth, it is open to the competent authorities to verify the correctness from the
appropriate civil authority before the change is effected.
(f) In the case of Ex-servicemen, date of birth recorded in his Army Discharge
Certificate will be taken into account as authentic. Article 356 of CSR refers.
Date of Birth
3. The date of birth as recorded in accordance with these rules shall be held to be binding
and no alteration of such date shall be permitted except where prima facie evidence is produced
that the date of birth recorded in service record is incorrect. Where alterations become necessary
due to bonafide clerical error, it shall be open to the Head of the service in the case of Gazetted
Officer and the senior officer of an installation, or any other duly empowered officer, in the case
of non-gazetted employees to cause the date of birth to be altered. All other cases, for change of the date of birth shall be decided by the Ministry of Surface Tpt (BRDB) in case of Gazetted
Officer and HQ DGBR in case of Group ‘C’ and ‘D’ employees.
4. The date of birth as recorded at the initial appointment or as altered by the competent authority in accordance with these orders will be taken as the correct date of birth for counting
previous service if any, for pension, irrespective of date of birth as recorded in documents relating to such prior service, in those cases in which the earlier service is allowed to count for
pension under Articles 356 of CSR.
5. Requests for change of dates of birth of employees should not be encouraged. Only in
very special cases may be sponsored, provided there is an over whelming evidence to show that
the date of birth recorded in the service records is incorrect. Unless such requests are made
within a reasonable time i.e before completion of probation period or declaration of
quasipermanency which ever is earlier, they shall not be considered. No request for change of
date of birth made about the time of superannuation shall be entertained. Such request should be
supported by satisfactory documentary evidence (such as the Matriculation or equivalent
certificate in original) together with a satisfactory explanation of the circumstance in which the
wrong date came to be entered and statement of any previous attempts made to have the date of
birth amended. It should also be examined whether the Government servant concerned would
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have been within the age limits prescribed for Government service at the time he entered service
with reference to the difference date later claimed by him. If he would not have been so eligible
it should be examined whether the date actually accepted then was given by him bonafide and
did not give him some advantage in securing admission into service at that time and the change
proposed later on is for bonafide reasons and not merely to gain some fresh advantage.
6. Where it is proved that the date of birth had been falsely stated by an employee to obtain an advantage otherwise inadmissible, disciplinary action shall be taken against the individual
concerned in addition to effecting the necessary alteration of the date of birth in service records to conform with evidence found in support of the real date of birth.
7. Where a changed date of birth is ordered no restrospective adjustment of pay and
allowance should be permitted, in other words, the change will be given effect from a
prospective date. This should be made clear in each sanction.
Change of Date of Birth of Children of GREF Personnel
8. The date of birth of childen of serving GREF personnel will not be changed merely to
confirm to the entries of age recorded in School register. In the event of difference between the
date of birth shown in School certificate and that recorded in service documents the former will
be accepted as correct for the purpose of admissibility of Children Education Allowance and no
amendment to the Kindred Roll portion of the service documents need be carried out on this
account.
9. However, as there cannot be two dates of birth for a child and if the GREF personnel
claim the date on School records to be correct then the GREF Pers will be asked to submit a declaration in writing giving correct date of birth (alongwith authenticated proof of date of birth,
which will be witnessed by two persons and if the same found satisfactory will be countersigned by the OC Unit). Accordingly, change in date of birth of the child will be notified in DO Part II
and one copy of the same alongwith the declaration will be forwarded to Record Office GREF which will be kept in the Record set of service documents of the individual concerned.
Recognition of Educational Qualification
10. Matriculation or equivalent is the minimum qualification for certain trades in the GREF
for recruitment. For the purpose of employment to posts under the Central Govt including
Armed Force Education qualifications recognised by the Govt of India as equivalence to
Matriculation examination has to be referred.
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Bogus Educational Certificate
11. In order to obviate the possibility of person seeking appointment in the GREF on the
basis of bogus educational certificate utmost care will be exercised by all concerned to scrutinise all educational certificate before these are accepted as genuine ones.
12. A person who is appointed on the strength of a bogus educational certificate will be
deemed to have been irregularly appointed. The OC unit will examine such cases in detail based on a person’s length of service, general conduct and usefulness and recommend his
retention/discharge from service.
13. It has been clarified that the individual who produce bogus educational certificate will be
deemed to have committed an offence on the date of production of certificate and not on the date
of its detection. Such individuals have to face disciplinary/administrative action.
Auth : HQ DGBR letter No. 69528/153/DGBR/E1C dated 21 Mar’ 84.
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MAINTENANCE OF GREF PERSONAL BOOK
Introduction
1. IRLA system has been introduced in GREF wef Dec 1987 and since then the payment to
GREF pers is made on Acquitance Roll. GREF Personal Book is issued to an individual joining the Force and contain the details of entitlements of Pay and Allowances and the payment made
to him on various heads.
General
2. An individual to whom the Personal Book has been issued is responsible for its safe
custody. The following instructions be rigidly adhered to :-
(a) The Book should be kept under lock and key.
(b) The loss of book be reported to nearest police station and also to Head of Office.
3. The details of entitlement of pay and allces, and payment made must be entered in the
book with the sig of officer at the appropriate place.
4. Each entry in the Cash payment folio of the GREF Personal Book will be given a serial
number by the Officer making the payment. The same series of serial numbers will be continued
in the event of posting/transfer of GREF pers.
5. On receipt of QSA from PAO (GREF), the entries in the Personal Book of the individual relating to rate of pay and allces and deductions will be carefully checked by unit authorities by
comparing them with the QSA and amended where necessary. A rubber stamp as per specimen below, will then be affixed in the GREF Pay Book after the last entry in the Cash Payment folio
and complete it with the help of information available from QSA :-
6. In case where the entitlement and or debit/credit is disputed by the individual,
observation will immediately be made and referred directly to PAO ‘GREF’ under intimation to
Record Office. The affixing of the Rubber stamp will be withheld till the observation is settled.
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As per QSA for Q/E_______/_________Balance Cr/Dr Rs. _______
PB Srl No. ______________________adjusted.
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7. In the event of cash payment folio of GREF Pay Book being completely used up,
continuation sheets should not be pasted. Instead, a new GREF Pay Book will be taken into use.
8. When a GREF Pay Book is completely utilised and a new one is taken into use, serial number of Cash Payment entries will start afresh from Srl No 1 and will not be in continuation
of the last entry in the cash payment folio of the completed Personal Book. The serial number of the cash entry in the cash payment folio will, however, be entered in the cash payment folio of
the new Pay Book. This entry will be made above serial number one of the cash payment being made in the new Pay Book as under :-
9. The cases where Personal book is issued in replacement of the one which is lost, the
credit/debit balance in respect of the individual will be ascertained from PAO GREF and will be
entered under relevant headings.
10. If a Personal Book is lost, cash payments relating to period prior to loss of Book will not
be made until necessary verification has been made from PAO to avoid duplication/over
payments in case individual claims payment for the period he is already in receipt of his dues
due to forgetfulness or other reasons.
11. If after the issue of a new Personal Book, the missing Personal Book is found, it will be marked as “Closed” and forwarded to PAO ‘GREF”. Under no circumstances will it be taken
into use again.
12. Officers responsible for making payment will carefully check before making payments, the page number of the cash payment folio as well as the cash payment entries so as to satisfy
themselves that no attempt has been made to remove/substitute any of the pages of GREF Pay
Book, relating to cash payments. The Personal Books will also be checked on an individuals
arrival in a unit and thereafter at regular intervals.
13. The Personal Book should be closed in the event of retirement/death/dismissal and
surrendered to PAO (GREF). The Personal Book from the GREF personnel proceeding on
deputation, will also be withdrawn.
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“ Last payment made in the previous pay book was made under
Serial No__________dt___________for Rs. _____________”.
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GRANT OF ANNUAL INCREMENT/SPECIAL INCREMENT
Introudction
1. The orders regulating grant of increment are contained in FR (26), FR & SR Part I. The important points are reproduced here under for guidance at a glance. In the event of doubts FR &
SR may be referred.
General
2. An increment shall ordinarily be drawn as a matter of course unless withheld as a matter of penalty or otherwise from the Ist of the month in which it falls due except it is withheld as
statutory punishment. If Govt servant is on leave or is availing joining time on the Ist of the
month in which it falls due, the increased pay will be drawn only from the date on which he
resumes duty and not from the Ist of that month. All increment falling after 01-01-2006 will be
drawn from the first of the July month and reckoned for all purpose as normal date of
increment.
3. The following period of service will count for increment under FR 26 :-
(a) All duty in a post on a time scale provided that, for the purpose of arriving at the
date of next increment in that time scale, the total of all such period as do not count for
increment, shall be added to normal date of increment. However in case such period does
not take the date of increment to next month, the increment shall be granted on Ist of
month.
(b) Services in another post, other than a post carrying less scale of pay.
(c) All kinds of leave other than EOL on private affairs.
(d) EOL granted on medical certificate and also otherwise then on medical certificate due to inability to join or rejoin duty on account of civil commotion or for prosecuting
higher scientific and technical studies. Course should be certified to be of definite
advantage to Government from the point of view of public interest. Necessary orders in
such cases have to be obtained from the competent authority.
(e) Deputation out of India
(f) Foreign Service Subject to the conditions (a) to (d) above
(g) Joining Time
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Regulation of Increment during the Course and after expiry of Penalty Period
4. Grant of increment during the course of pendency of disciplinary proceedings and expiry
of penalty imposed against an individual will be regulated in accordance with the instructions contained in FR 24, 25 and 26.
Advance Increment
5. This increment is granted to the Govt employees by authority competent to create a post
in accordance with the conditions prescribed under the FR 27. In the case of increments granted in advance, it is the intention that the officer should be entitled to increment in the same manner
as if he had reached his position in the scale in the ordinary course. While granting the
advance/premature increment by the competent authority, no reason for doing so need to assign.
Special Increment (Personal pay) for Undergoing Sterilisation Operation
6. The Central Govt employees, or spouse, who undergo sterilisation operation to observe
‘Small Family Planning Scheme’ after having one/two/three surviving children may be granted a
special increment in the form of personal pay equal to the amount of next increment due at the
time of grant of concession and in case of persons drawing pay at the maximum, the rate of
personal pay would be equal to the amount of increment last drawn which will remain fixed
during the entire service and will not be absorbed in future increase of pay either in the same
post or on promotion to higher posts. The grant of the concession will be subject to the
following conditions :-
(a) In the case of male Govt servant, he should not be over 50 years and his wife should be between 20 to 45 years of age. A Female employee’s age should not be over
45 and her husband’s age not over 50.
(b) The sterilisation operation should be conducted in and the sterilisation certificate issued by Central Govt Hospital/CGHS/State Govt Hospital/Clinic and voluntary
institution getting grants from the Govt of India/State Government or certificate from the
private medical practitioner/private hospital duly countersigned by a civil
Surgeon/District Medical Officers CGHS/Central Govt Hospital.
Auth : HQ DGBR letter No. 14007/P/Gen/21/DGBR/E1B dt 16 Jul 96.
7. Where both husband and wife are Govt servants, the personal pay (i.e, special increment
under family welfare programme) can be drawn by either husband or the wife and there is no
objection to choice being left to them so that they can choose the higher of two increments
available to them for benefits.
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8. The benefit of special increment granted for sterilisation operation should be allowed
from the first of the month following the date of sterilisation. Govt of India have also decided on
implementation of Fourth Pay Commission recommendation, that the rate of personal pay in
respect of those Govt employees, who have already in receipt of personal pay prior to 1-1-1986 will be an amount equivalent to the lowest rate of increment in the revised scale corresponding
to the pay scale of the post against which the individual had earned the personal pay in the prerevised scale of pay wef 01 Jan 1986 the date of implementation of CCS (RP) Rules, 1986.
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YEARLY NOMINAL ROLL
Introduction
1. Record set of service documents of GREF personnel are being maintained by Record Office Project wise. On SOS/TOS of an individual copies of part II Orders are received and
necessary inter-group transfer of the documents is done. In order to ascertain the correct holding of personnel upto Unit level and account-for all the dues in/out, a half yearly nominal roll was
introduced vide ROI No. 5/73. Since then lot of changes in office procedure have taken place and also to obviate the acute problem of shortage of stationery, it is proposed to introduce
rendition of yearly nominal roll instead of half yearly.
Procedure
2. The Fmns/Units will reflect the particulars of all subordinates held on their strength
showing as on 01 Apr in their yearly nominal roll as per specimen attached as Appendix ‘V’.
Only one copy of the Nominal Roll will be forwarded to GREF Records with copy to HQ CE
(P)/HQ Task so as to reach by 30 April.
3. All personnel borne on the posted strength of a Fmn/Unit as on 01 Apr irrespective of the
fact whether they are present with the unit or away on leave, duty, absent, deputation or sick in
hospital will be accounted for and included in the report.
4. GREF Personnel posted from one unit to another will be struck off strength of
dispatching unit wef the date of their leaving the unit. Though such personnel will be taken on strength by the receiving Units from the date they physically report to the new unit for duty, they
will, however be accounted for by the receiving units with effect from the date of SOS by previous Unit for the purpose of this return accordingly in their yearly nominal roll. Govt of
India, decision No 8 to Article 53 of CSR 12th
Edition refers.
5. A copy of yearly nominal roll will also be sent to PAO GREF for their use.
6. Yearly nominal roll in respect of Army personnel will continue to be forwarded
separately showing position as on 01 Oct to the respective Army Record Offices and PAO (OR)
in terms of AO 411/73 with a copy to GREF Records also to keep the uptodate record of these
personnel posted on ERE as per Manning Policy.
Conclusion
7. OsC units will ensure hundred percent accuracy and correctness in preparation of Yearly
Nominal roll.
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KINDRED ROLL/CHANGE OF NOK
Introduction
1. Since there is no specific Column provided in the ATC-4 (Service book) of GREF Personnel, the kindred roll and next of kin form was introduced.
General
2. Kindred roll will be completed in duplicate by the Appointing Authority in respect of
personnel appointed in GREF and one copy of the Kindred roll will be kept by the unit with unit sets of service documents (Service book) and other copy will be sent to Record Office. All
personal occurrences regarding marriage, death, birth and change of next of kin will be notified
in DO Part II and entered in kindred roll and NOK form duly supported by DO Part II order No
and date duly attested by an officer.
3. Specimen of Kindred roll and NOK form is attached at Appendix ‘W’
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COURT MARTIAL BOOK AND BOX
Court Martial Book
1. A portfolio will be kept containing a true copy signed by the OC Unit of the following :-
(a) Every conviction by court martial, every award of forfeiture of seniority, forfeiture of service for promotion and severe reprimand or reprimand under AA Section
83 and 84, every conviction by the Civil authorities involving imprisonment exceeding seven days (IAFD-904)
(b) Every declaration of Court of Inquiry held under Army Act section 106
(IAFD-918) (Refer DSR Para 611)
Court Martial Box
2. All holders of the Court-Martial warrants, OsC stations and units will keep a complete
set of the following books and pamphlets duly amended up-to-date in court-martial box for the
use of the Presiding Officers and members of all courts :-
(a) Army Act, 1950.
(b) Army Rules, 1954.
(c) Manual of Military Law, 1983.
(d) Notes on Indian Military and Air Force Law.
(e) Regulations for the Army.
(f) Pay and Allowances Regulations for Officer (Army), 1954.
(g) Pay and Allowances Regulations for JCOs/OR and NCsE(Army) 1979.
(h) Memorandum on Summary General Courts Martial.
(j) Guide to Summary Court Martial.
(k) Code of Criminal Procedure, 1973.
(l) The Geeta, The Granth Sahib, The Bible and The Koran
3. In addition to the above, copies of such books, order, instructions and letters on the subject as and when notified by Army HQ from time to time will also be placed in each Court-
Martial box. (Refer DSR para 612).
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PLURAL MARRIAGE
Introduction
1. In accordance with Rule 21 of Central Civil Service (Conduct) Rules 1964.
(a) No Government servant shall enter into, or contract, a marriage with a person
having a spouse living, and
(b) No Government servant having a spouse living, shall enter into or contract, a marriage with any person, provided that the Central Government may permit a
Government servant to enter into, or contract, any such marriage as is referred to in clause (a) or (b) above, if it is satisfied that :-
(i) Such marriage is permissible under the personal law applicable to such
Government servant and the other party to the marriage; and
(ii) there are other grounds for so doing.
(c) A Government servant, who has married or marries a persons other than of Indian
Nationality shall forthwith intimates the fact to the Government.
Aim
2. Aim of this ROI is to streamline the rule position with regard to plural marriage.
Declaration on Appointment
3. A declaration in writing (specimen attached as Appendix ‘X’) will be obtained from all
GREF personnel before they are appointed in GREF as to whether they have more than one wife living and in the event of declaration in the negative, being found to be incorrect after his
appointment in GREF, he will be liable to be dismissed from service. This declaration/certificate will be obtained by the appointing authority before the appointment is actually made and filed
with the individual’s form of appointment.
4. In exceptional cases, however, where the appointment of an individual, having more than
one living wife is recommended on any special grounds, sanction of the Government will be
obtained to exempt such individual from the operation of this rule before the appointment is
actually made. Appointing authority will take up such cases with HQ DGBR through proper
channel.
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Plural Marriage by Persons in whose case it is Permissible
5. No person subject to the Army Act including Gorkha personnel of Nepalese domicile
whose personal law permits plural marriage and whose previous marriage is subsisting, will marry again without prior sanction of the Central Government.
6. An individual, may during the life time of his wife, apply for sanction to contract a plural
marriage on any one or more of the following grounds :-
(a) His wife has deserted him and there is sufficient proof of such desertion;
(b) His wife has been medically certified as being insane;
(c) Infidelity of the wife has been proved before a Court of Law;
(d) Any other special circumstances which in the opinion of the Chief Engineer
(Project) concerned would justify contracting a plural marriage.
7. Applications will state the law under which the subsisting marriage was solemnised,
registered or performed and will include the following details applicable :-
(a) Whether the previous wife will continue to live with the husband;
(b) If the previous wife does not propose to live with the husband, what maintenance allowance is proposed to be paid and in what manner ;
(c) Name, age and sex of each child by previous marriage and the maintenance
allowance proposed for each in case any such child is to live in custody of the mother.
8. In all cases, the applicant will render a certificate to the effect that he is not a Christian, Parsi or Jew by religion ; that he had not solemnised or registered his previous marriage under
the Special Marriage Act 1954 and that the Hindu Marriage Act 1955 is not applicable to him.
9. An application which is not recommended by the Commanding Officer and an authority
superior to him need not be sent to HQ DGBR but may be rejected by the CE (Project)
concerned.
10. There is no provision to accord ex-post-facto sanction for plural marriage and for such
cases, action to be taken outright by the administrative authorities. In cases, where it is decided
that administrative action should be taken against the individual his services will be terminated
under order of the Competent Authority.
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11. In no circumstances will disciplinary action by way of trial by Court Martial or Summary
disposal be taken against an individual who is found to have contravened the provisions of para
5 above. If however, the individual is also found to have committed another offence connected
with his act of contracting a plural marriage, disciplinary action for the connected offence may
be taken and progressed in the normal manner.
Plural Marriage by persons in whose case it is not permissible
12. A plural marriage solemnised, contracted or performed by any such person is null and void and may, on a petition presented to a Court of Law by either party thereto be so declared by
a decree of nullity. Not only is the plural marriage void but the offence of bigamy is also committed. This offence is, however, triable only on a complaint made to the civil authority by a
aggrieved party. The punishment for the offence of bigamy is prescribed in Section 494 and 495
of the Indian Penal Code.
13. When it is found, on receipt of a complaint, from any source what-so-ever, that any such
person has gone through a ceremony of plural marriage, no disciplinary action by way of trial by
Court Martial or Summary disposal will be taken against him; but disciplinary proceedings will
be initiated against the deliquent official in terms of CCS (Conduct) Rule 21 and Rule 14 of
CCS (CC&A) Rules 1965 and the case reported to higher authorities in the manner laid down in
para 1 above. In case, where cognizance has been taken by Civil Court of competent jurisdiction,
the matter should be treated as sub-judice and decision of the Court awaited before taking action.
When a person has been convicted of the offence of bigamy or where his marriage has been
declared void by a decree of Court on grounds of plural marriage, action will be taken in terms
of Rule 19 of CCS (CC&A) Rules 1965. No ex-post-facto sanction can be accorded as such marriage are contrary to the law of the land.
Eligibility for Enrolment/Appointment in GREF
14. No person, who has more than one wife living shall be eligible for appointment in GREF
unless specifically exempted by the Ministry of Surface Transport, Border Roads Development Board.
15. The Officer Commanding unit/formation will take action as under in connection with the
disposal of the individual’s application requesting to contract second marriage during the life
time of his first wife :-
(a) All such application will be addressed by the individual to HQ DGBR through
proper staff channel for obtaining sanction of BRDB.
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(b) On receipt of the application, the Fmn/Unit will initiate an enquiry to ascertain
the following :-
(i) the admissibility of such marriage under the personal law applicable to the
employee concerned.
(ii) whether sufficient grounds exist for allowing an exception in relaxation of the Government’s general policy.
(iii) the genuineness of the grounds given in support of the second marriage.
(iv) the views of the first wife where not stated.
(v) whether the arrangements made by the husband for the maintenance of the
first wife are adequate and satisfactory.
(vi) in the case of a joint application, whether the consent given by the wife is
voluntary and of her own free WILL.
(vii) detailed information in consultation with the medical authorities of
alleged sickness of the wife, where this reason has been given in support of the
second marriage.
16. After an inquiry on the above lines, the OsC of the Unit concerned will forward the
application together with all relevant papers (including his report and findings) to HQ DGBR through normal staff channel for obtaining orders of BRDB.
Dissolution of Marriage
17. As per orders in vogue, marriage once so solemnised can only be annulled by death or
decree of divorce from a Court of Law. In case a lower authority i.e.. Muslim Committee, Sub-Register, Village Panchayat, Unit (Sangh) etc. issued a divorce certificate and doubt on the
competency, it should be got verified from District Magistrate of the area whether he is entitled
to issue such a certificate and it is legally valid and thereafter necessary Part II orders for
dissolution of marriage will be published by the respective unit as per specimen at Srl No. 6,
Page 86, Manual of Documentation GREF personnel 1985.
Authority : HQ DGBR letter No 67067/Org-2/BRDB-1 dated 25 Jun 64, 11245/6/M(DGBR)/
E1C dated 14/22 Jul 74 and 69546/P/Corres/DGBR/E1E dt 12 Sep 88.
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DESTRUCTION OF PART II ORDERS AND NE DOCUMENTS
Introduction
1. A Board of Officers will be assembled in every Unit/Formations for the purpose of recommending documents including Part II Orders for destruction. The board will as
far as possible be composed of three officers but a JCO/Supvr or a senior NCO with an intimate knowledge of records may be detailed as member.
Procedure
2. All DOs Part II will be treated like other pension documents and retained for
twenty five years. In addition, the procedure outlined in pamphlet “Classification and
Handling of Classified Documents” will be followed regarding the destruction of
classified documents.
Auth : Para 595 (i) of Defence Service Regs (Rev) 1987 and HQ DGBR
letter No. 23076/DGBR/E2A (Procedure) dt 24 Nov 86.
Destruction of Documents of NE Officers and GREF Personnel
3. Service documents (ATC-4) of Govt servant are to be destroyed after 10 years of
the Govt servant ceased to be in service and the ACRs of non effective Govt servants are
to be retained for a period of 5 years after the date of retirement.
4. Obsolete service documents/ACRs of Ex GREF personnel will not be destroyed
without taking clearance from DGBR/E1E section dealing with discipline and Court cases on service matters and Vigilance Directorate dealing with disciplinary cases. While
asking for the clearance, concerned unit will submit a certificate that the individual is not involved in any Court case/no representation of the individual is pending for
disposal.
5. Therefore, it is incumbent on part of Unit/Project forwarding the service
documents of non-effective GREF Officers and personnel to GREF Records, to endorse
a certificate on the similar lines on every service documents.
Auth : HQ DGBR letter No. 23076/DGBR/E2A (Procedure) dated 24 Nov 86, Govt of
India, Min of Deptt of pers OM No 51/5/72-Estt(A) dt 20 May 72 & DGBR
letter No. 17101/P/DGBR/E1E of 31 May/28 Jun 91.
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PROCEDURE FOR GREF PERSONNEL PROCEEDING
ON LIEN TO OTHER DEPARTMENTS
Introduction
1. GREF personnel holding a permanent post are permitted to proceed on lien to various
Departments (Under Central Govt/State Govt). All such individuals proceed on lien to be retained in GREF strength on suspended or active till their acquiring a lien on a permanent post
elsewhere outside the cadre or till return to the permanent post which was holding in a substantive capacity. A Govt servant’s lien on permanent post shall, however, stand terminated
on his acquiring lien on another permanent post outside the cadre where he is borne.
Aim
2. The aim of the ROI is to streamline the correct procedure to be followed by all concerned
while considerting the case of lien of personnel in the BRO.
Selection
3. Application for taking up appointment in other departments at individual’s own request
against the paper advertisement are to be recommended and forwarded by the Unit/Task
Force/CE concerned to the departments as per the advertisement. The individuals on selection
are despatched as per the instructions issued by the concerned department. The department
concerned will be intimated about maintenance of lien initially for 2 years and also restriction on
pay. It will be ensured that only permanent employees are allowed to maintain lien. No personnel are sent on lien to Public Sector Undertakings/Semi Govt Org/Autonomous body or of
the same nature of departments at present. In such departments now individuals can go on transfer/immediate absorption basis and the Govt servant will be required to give his/her
technical resignation before his/her relief from Govt. The Govt servant may thereafter be relieved by the respective Min/Deptt/Office to take up appointment in the Public Sector
Undertaking/Autonomous Bodies.
Documentation
4. After the individual moves to the Department, the unit will publish the following
casualty in unit Part II orders :-
“ Struck of Strength to _________ with effect from ___________(FN/AN) and
allowed to maintain lien for initial period of 2 years in the permanent post
in this Department wef __________”.
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5. The following documents will be forwarded to GREF Records (ER Lien Sec)
immediately by the concerned unit after publication of casualty for further maintenance/follow
up action :-
(a) Unit set of service documents duly audited/verified by AO concerned.
(b) Copy of appointment letter from the employer.
(c) Copy of movement order.
(d) Undertaking certificate from the individual for maintaining lien.
(e) Copy of Last Pay Certificate.
(f) A copy of Last Pay Certificate is also sent to the employer duly audited.
(g) Original copies of ACR dossier.
6. Records Office has to inform the despatching units to forward following
information/documents/certificates/undertakings and take suitable action on restriction of pay,
payment of leave salary and pension contribution as per rates laid down in Fundamental Rule
116 and 117 :-
(a) Undertaking certificate for maintenance of lien from the employer in case same is not furnished at the time of moving from unit.
(b) The indl should not be allowed pay exceeding the limits specified in Govt of
India, Min of Finance No F1(II) & III(b)/75 dated 07 Nov 1974 & Govt of India decision No 2 below Para 3 in Appx ‘31’ of CSR Vol-II.
(c) The payment of leave salary and pension contribution either by the
undertaking/Organisation or by the Govt servant concerned himself, if applicable. As per
provisions contained under GI D(S) and (6) below Rule 14 of CCS (Pension) Rules,
1972, the allocation of leave salary and pension contribution between Central and State
Government has been dispensed with wef 01-04-1987.
(d) Obtaining consent of this department by the undertaking/autonomous semi Govt
Organisation in case they propose to absorb the Govt servant permanently in Public
sector/Autonomous Semi Govt Org prior to completion of two years as it is incumbent
on the employer to consult Record Office/ HQ DGBR before issuing orders of permanent
absorption.
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(e) Obtain status of the borrowing department i.e.. whether it is Central Govt/State
Govt/Govt of India undertaking/Semi-Govt Org.
(f) On receipt of DO Pt II from units for having been relieved an individual on lien, record set of service docus are transferred to ER (Lien) Sec by concerned Group and on
getting the docus, name of the indl is entered in lien register.
Extension/Suspension of Lien/Reversion from Lien
7. The lien shall not be granted for more than 2 years initially, but, in exceptional cases where it would take some time for the other Department/Office to confirm such Government
servants due to the delay in converting temporary post into permanent one, or due to some other
administrative reasons, the pmt Govt servant may be permitted to retain lien in the parent
department/office for one more year. While granting such permission, fresh undertaking for
maintenance of lien on the post in parent department for one year more as prescribed in Govt
decision No 23 under Articles 67 of CSR Vol I (12th Edition) is to be obtained from the Govt
servant and certificate on the following lines to be obtained from the employer :-
“The individual could not be confirmed __________ in the post of _____________
due some administrative reasons and is likely to be confirmed within a further period
of one year”.
If the application is received for extension of the lien period, duly supported with
individuals undertaking and certificate from present employer the same be processed and extension is granted for only one year.
8. Even on completion of the extended period of lien, if an individual is not confirmed in
the borrowing Deptt, he be placed under suspended lien wef the date of 4th
year starting, after
obtaining an application from the individual under the provisions of G of I decision No 3 below
Article 89 of CSR Vol I (12th Edition) in which lien of an indl cannot be terminated till the time
he is confirmed/permanently absorbed in the borrowing deptt. In cases, where extension is not granted due to one or the other reasons, they can also be placed under suspended lien on
completion of initial lien.
9. In case application is received for reversion, the same be sent immediately to posting
section for issue of posting order.
10. In some cases, the individuals outrightly submit resignation which cannot be accepted
unless they are confirmed in the borrowing deptt. Acceptance of such application may entail
forfeiture of the benefit of past service rendered in GREF which may lead to legal complications
later on.
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Termination of Lien
11. Six months prior to the completion of lien period, the department where the individual is
serving shall be reminded by GREF Records to forward certificate documents for
extension/reversion/resignation as the case may be and action regarding terminating the lien/granting extension as applicable will be taken by GREF Records.
Terminal Benefits
12. Consequent on termination of lien of the Govt servant for the purpose of absorption in
Central/State Government/Public Sector/Semi Govt Deptts and Autonomous bodies, the Govt servant shall be entitled to following terminal benefits :-
(a) When a permanent Govt employee is permanently absorbed in other Central and
State Government Departments no terminal benefits are admissible as the service
rendered with the parent department is considered for pension in Central/State Govt
departments.
(b) In the case of a permanent Govt employee who is absorbed permanently in public
sector, Autonomous Body and Semi Govt department, the pro-rata pension is admissible
after the Govt sanction is accorded after pmt absorption of the individual in such
Organisation. In such cases, statement of case alongwith other supporting documents are
to be initiated by the concerned unit in accordance with HQ DGBR letter No.
69564/Lien/Policy/DGBR/EG2 dated 07 Apr 88, and submitted to GREF Records (ER
Lien Sec) through audit channel. On receipt of these papers/documents, the same will be submitted to HQ DGBR/EG2, duly scrutinised for obtaining the Government sanction.
(c) On termination of lien of the individual held in GREF, the unit last served will be
intimated to take follow up action with regards to transfer/payment of GPF/CGEGIS, Pay and Allowances etc to the borrowing deptt/concerned indl.
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13. Some time, personnel on deputation, opt for permanent absorption and in such cases they
are being dealt as lien holders from the date of absorption in the borrowing department.
Auth :-
1. Govt of India decision No 3 below Art 89 of CSR Vol I (12th edition).
2. Govt of India decision No 23 below Art 67 of CSR Vol-I (12th edition).
3. Govt of India, Min of pers public Grievance & pensions (Deptt of pension &
P.W.N/Delhi OM No. 4/15/88-P&PW(D) dated 13 Nov 1991).
4. Govt of India, Min of Finance No F1(II) & II (B)/75 dated 7 Nov 1974 & G of I
decision No. 2 below para 3 in Appx 31 of CSR Vol-II.
5. GID (S) and (6) below rule 14 of CCS (pension) Rules, 1972.
6. Record Office letter No. 2051/Policy/ER (Lien) dated 6/11 Feb 84.
7. Govt of India, Min of Pers, Public Grievances & Pension, Deptt of Pension and
Pensioner’s Welfare New Delhi OM No 4/5/86. & P.W dated 26 May 1986.
8. HQ DGBR letter No 69564/PG-8/DGBR/E1C dated 08 Oct 74.
9. HQ DGBR letter No 69564/Lien/Policy/DGBR/EG2 dt 07 Apr 88.
10. Govt of India, Dept of Pen & Pen. Welfare OM No. 4/42-91/P & PW (D).
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ARMY PERSONNEL ON ERE IN GREF
Introduction
1. Army personnel are being posted to Border Roads Organisation on Extra Regimentally Employed duty as per manning policy.
Aim
2. Aim of this ROI is to lay down the procedure to be followed on their reversion,
replacement, posting/transfer etc.
Turn over and Replacement
3. Army personnel posted on ERE are required to be turned over on completion of their
normal ERE tenure in GREF in accordance with AO 20/90. In order to ensure timely turn over
of Army personnel on ERE, GREF Record Office will intimate the dates of completion of ERE
tenure to the respective Army Record Offices three months in advance before completion of
their ERE tenure and obtain necessary posting orders. Due to fluid manpower situation in Border
Roads Organisation, replacement of Army personnel are not required to be provided
automatically by the respective Regiment/ Corps. Replacement of the individuals concerned will
be demanded by GREF Records where considered necessary, keeping in view of the
manpower position and availability of GREF personnel (in case where Army personnel are
employed against stroke appointment).
Duration of Tenure
4. The normal tenure of JCOs/NCOs and OR on ERE will be three year for units located in
peace area and two years for units located in HAA. The period specified may be extended in case individual concerned is due for retirement from service within a year. In all such cases,
prior approval of Army Headquarters will be obtained by GREF Records through the respective Army Records Offices. Such cases will be submitted by HQ (P) concerned four months prior to
the date of completion of normal ERE tenure.
Extension of Tenure
5. No extension of tenure is permissible other than for reasons quoted in para 4 above. In
exceptional circumstances, extension upto a maximum period of one year can be granted by
Officer-in-Charge parent Record Office in two spells, i.e. for six months at a time. Where
extension of tenure is recommended by CE concerned, case may be referred to GREF Records
with full details of the case four months before completion of the ERE tenure. GREF Records
office will take up such cases with respective Army Record Office and obtain necessary
sanction. Risaldar Major/Sub Majors once posted on ERE will normally be allowed to complete
the balance of tenure of appointment in that rank.
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Premature Reversion to Regimental Duties
6. Premature reversion to Regimental duty before completion of normal tenure on ERE
may be asked on the following grounds :-
(a) Unsuitability : An individual found unsuitable for the specific
appointment to which he is posted may be reverted to regimental duties within three months of reporting for his duty. Reversion will be carried out with the prior approval of
Officer-in-Charge Records concerned. Relief of personnel reverted will be provided by the Officer-in-Charge concerned Records.
(b) Discipline grounds : Formation HQ/Unit/Est employing personnel on ERE will
not revert individuals to regimental duties on disciplinary grounds. They will take
appropriate action against such individuals. Except in a very rare case of major
indiscipline, premature reversion on disciplinary grounds will not be ordered. In all such
cases where premature reversion is required, prior approval of parent Directorate Army
HQs will be obtained through GREF Records/DGBR after suitable disciplinary action
has been taken.
(c) Inefficiency : Personnel found inefficient in the duties will be adversely reported
upon by the ERE Fmn/HQs/Unit/Est in the form of special report or interim report to be
recorded with the ACR. In all such cases, specific recommendations will be made in
their report whether the individual is fit for retention in service or not.
(d) Special grounds : Officer-in-Charge Records concerned may revert an individual prematurely within six months of completion of tenure. Such reversion will be
carried out in consultation with the ERE Unit/Fmn/HQs/Est.
Posting/Transfer on Compassionate Grounds
7. All requests for compassionate postings/transfer of Army personnel on ERE with GREF Units will be forwarded by the Projects to GREF Record Office alongwith recommendations of
the Chief Engineer concerned on proper proforma introduced by the respective Army Record
Office twice a year during Apr & Oct only. While forwarding such cases to GREF Records, it
will be clearly stated whether replacement is required or not. GREF Records will scrutinise these
cases and take necessary action in consultation with parent Record Office of the individual. Only
those cases where action is required to be taken with Directorate concerned at Army
Headquarters will be forwarded to HQ DGBR by GREF Records Office.
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Inter Project Adjustment
8. If inter change of posting within Project of JCO/NCO/OR on ERE to a particular unit
become necessary, concerned Army Record Office will be approached for issuing amendment to original posting order by GREF Records. No internal adjustment will be made by CE Project.
Reliving of Posting Out
9. Personnel provided to Fmn HQ/Unit/Est on ERE must be relieved off their duties within
a period of seven days from the date of arrival of their reliefs.
Posting of pers of Lower Rank
10. Personnel holding rank lower than those authorised for the ERE vacancies will not be
posted. This may, however, be relaxed at the discretion of the concerned Officer-in-Charge
Records except where promotion to the rank of Nb Sub/Ris/Sub is involved.
Auth: HQ DGBR letter No 67022/Gen/DGBR/EG2 dated 28 Jan 87.
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CHAPTER 12
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PREPARATION OF ELECTORAL ROLL : GREF PERSONNEL
Introduction
1. Consequent upon issue of various orders/instructions pertaining to preparation of electoral roll in respect of Service Voters, the previous orders/instructions on the subject need
revision with reference to Election Commission New Delhi letter No 24/90/1070 dated 28 Mar 90 and special Army Order 16/S/72.
Aim
2. The aim of this ROI is to streamline and simplify the existing procedure for preparing
Electoral Roll in respect of service voters (GREF pers) and to submit to the concerned Chief Electoral Officer of the States and procedure for casting votes through postal ballot paper.
General
3. In accordance with Para 2 of Election Commission of India letter No. 24/71 dated 02 Apr
71, all members of General Reserve Engineer Force fall under the category of service voters.
Therefore, the provisions contained in SAO 16/S/72 for registration as a service voter/casting of vote through postal ballot will also be applicable to GREF personnel.
Eligibility for Registration as a Service Voter
4. A person subject to Army Act is eligible for registration as Service Voter, provided
he is :- (a) a Citizen of INDIA.
(b) of 18 years of age as on 01 Jan of the year in which electoral roll is prepared
or revised, and
(c) ordinarily resident in the constituency in which but for his service in GREF, he
would have been ordinarily resident. In case of a person whose ordinary place of
residence is in J & K State, he should also be permanent resident of the State, for the
purpose of registration in the electoral rolls for any assembly constituency in the State.
Procedure for Registration
5. Personnel who are eligible to be service voters will submit statement as per Form 2 (in
duplicate) to Record Office for checking the entries made there in and onward submission to the Chief Electoral Officer of the state concerned. The form as per Form 2 should be sent by a
service voter as soon as he becomes eligible to the Chief Electoral Officer of his State through his Record Office, Specimen Form 2 is given at Appendix ‘Y’.
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6. It will be ensured by the Formation/Units that the Statements submitted by the Service
Voters are filled in correctly. Essential details viz GREF No, Trade, Name (in full) home
address will be clearly specified. In case of rural areas, full details of village, post office,
Tehsil/Taluk, District, Zilla/Patti, Police Station/Thana will be indicated.In case of Urban/Sub-urban areas, details of house No/Street Police Station, Tehsil/Taluk, District will be shown.
Zilla/Patti where applicable will invariably be mentioned in Form 2 under column ‘locality’ as certain Chief Electoral Officers experienced difficulties to ascertain the residence of personnel
where two or more villages are of the similar name. In no case the name of Formation/Unit will be mentioned in Form 2.
7. The wife of a person, if she is a citizen of India and is not less than 18 years of age
would, and if she be ordinarily residing with him, be eligible to be registered as a voter in the
constituency specified by her husband as per statement furnished by him.
8. As regards persons whose ordinary place of permanent residence is within J&K State, a
statement as per Form 2 in duplication, of J & K Registration of Electoral Rule 1966
(Appendix ‘Z’) should also be submitted.
9. Statewise nominal rolls in respect of service voters will be prepared by the
Formations/Units and forwarded to Record Office in triplicate alongwith statements as per Form
2 (in duplicate).
10. Record Office will check the correctness of entries in statement and sort them out
statewise. Both the copies of statements will then be dispatched immediately to the Chief Electoral Officer of the State concerned (Given at Appendix ‘AA’). Record Officer verifying
the statements in Form 2 will sign at appropriate place and will be personally responsible for correctness of particulars recorded therein.
Despatch of Ballot Papers
11. The Chief Electoral Officer or the Returning Officer of the constituency concerned, as
the case may be, would as soon as the names of candidates contesting are finalised, send a postal
ballot paper alongwith the following forms, by post under certificate of posting in a separate
cover addressed to each elector, care of the Record Office concerned for transmission to the
individual service voters :-
(a) a declaration in Form 13A.
(b) a cover in form 13B.
(c) a large cover addressed to the Returning Officer in Form 13C and
(d) instructions for the guidance of the electors in Form 13D.
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12. The Record Office will arrange correct and expeditious re-direction of ballot paper
envelopes received to the individual concerned.
13. As soon as the service voter receives the postal ballot paper, he is to record his vote
thereon in accordance with the directions given in Part I of Form 13D. The ballot paper will then be secured in the cover in Form 13B. He will then sign a declaration in Form 13 A in the
presence of and have the signature attested by his Commanding Officer or by such other officer as may be appointed by him. The Ballot paper and the declaration will then be returned to the
Returning Officer in accordance with the instructions contained in Part II of Form 13D so as to reach him before the date as specified therein. The service voter is not required to affix any
postage stamps on the envelope while returning it to the Returning Officer.
14. OsC units will emphasise the importance to the unit personnel with a view to ensure that
maximum number of personnel are able to exercise their franchise in the General Elections, for
getting themselves registered as service voters.
15. In the absence of a printed form, typed or cyclostyled form can be used, but it must
conform to the printed form in every respect.
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CHAPTER 13
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CENTRAL GOVT EMPLOYEES GROUPS INSURANCE SCHEME, 1980
Introduction
1. Central Govt Employees Group Insurance Scheme came into force wef 01 Jan 1982. The scheme is at a low cost, wholly contributory and self financing.
Aim
2. The aim of this ROI is to streamline the procedure for affecting recoveries/contribution
received from the employees and payment in the event of death of an employee while in service or to pay lump-sum payment on retirement.
Applicability
3. The scheme has been made applicable to all Central Govt Employees except the Armed
Forces and Para Military Force who have already a scheme of their own. Contract employees,
persons on deputation from State Govt, Public Sector undertakings, or other Autonomous
Organisation, casual labours etc. are not covered by this scheme.
Members
4. The scheme has been made compulsory for all employees who entered the Govt service
after 01 Nov 1980. The employees who were already in Central Govt service prior to 01 Nov
1980 had been given option either to join the scheme or to opt to remain out of the scheme.
Subscription
5. The subscription for the scheme @ Rs 15/- per month for Group ‘D’ employees and Rs 30/- per month for Group ‘C’employees and Rs 60/- pm for Gp ‘B’ & Rs 120/- Pm for Gp ‘A’
officials is recovered through IRLAs maintained by PAO GREF. In the event of regular promotion of an employee from one Group to another the subscription shall be raised
accordingly from the next anniversary of the scheme i.e. Ist Jan of next year. He shall continue
to be covered for insurance for the same amount for which he was eligible before such
promotion.
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Recommendation of 5th Pay Commission
6. The fifth Pay Commission has recommended the following subscription rate and amount
of Insurance cover :-
Group Subscription Insurance Cover
‘A’ Rs. 240/- Pm Rs. 2,40,000/-
‘B’ Rs. 120/- Pm Rs. 1,20,000/-
‘C’ Rs. 60/- Pm Rs. 60,000/-
‘D’ Rs 30/- Pm Rs. 30,000/-
Note :- Formal orders of the Govt are awaited.
Insurance Fund and Insurance Cover
7. In order to provide an insurance cover to each member of the scheme portion of the subscription shall be credited to Insurance Fund to be held in public Account of the Central
Govt. It will be paid to the families of those employees who unfortunately die, due to any cause while in Central Govt service. The positive and negative balance under the Insurance Fund shall
be credited/debited with the amount of interest calculated at the prevailing rate of interest on the post office Saving bank deposit.
Savings Fund
8. The balance of the subscription shall be credited to a saving fund which will be held in
the public account of Central Govt. The total accumulation of the savings together with the
interest thereon will be paid to the members on their retirement/cessation of employment with
the Central Govt or to their families on their death while on service. In the case of death of a
member the payment of the amount of insurance will be in addition to payment of saving Fund.
The positive balance under the savings fund will be credited with the amount of interest
calculated at the rate of interest notified by the Ministry of Finance, Department of Economic
Affairs, for the purpose.
Recovery of Subscription
9. The subscription of a member for a month shall fall due at the commencement of the normal working hour of the first day of a month. Subscription for a month shall be recovered by
deduction from the salary of the employees for that month. The subscription shall be recovered every month including the month in which the employees ceases to be in employment. However,
an employee entering into service in a month other than January will subscribe 30% of the subscription rate being the premium towards insurance cover till the end of that year and
wef January in full rate.
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Financing of subscription from General Provident Fund
10. It will not ordinarily be permissible to finance the scheme from the General Provident
Fund. However, if at any stage the position of a member does not permit him to subscribe
towards the scheme and to the General Provident Fund at the same time, he may be permitted to make a non refundable withdrawal from the General Provident Fund subscription paid for the
scheme.
Payment from Insurance Fund/Saving Fund
11. If an employee retires on attaining the age of superannuation or otherwise ceases to be in Central Govt Service and his service records disclose that he has been a member of the Scheme
the Head of the Office shall issue a sanction for the payment after obtaining a simple application
in Form No 4.
12. If an employee dies while in service, the head of the office shall address the
nominee(s)/heir(s) of the deceased in Form No 5 to submit application on Form No 6 and on
receipt thereof, shall issue a sanction for the payment.
13. The amount payable to the nominee(s)/heir(s) of an employee will be the amount of
insurance appropriate to his group and the amount payable to the nominee/heir of a member who
dies in service shall be :-
(a) the amount of insurance of the appropriate Group, plus
(b) the amount due to him put in the saving fund for the entire period of his
membership in the lowest group, and
(c) the amount due to him for the additional units by which his subscription was raised on each occasion of appointment/promotion to higher group.
(d) The amount payable to an employee who ceases to be in Central Govt
Employment shall be :-
(i) the amount due to him out of the Savings Fund for the entire period of his
membership in the lowest group and
(ii) the amount due to him for the additional units by which his subscription
was raised on each occasion due to appointment/promotion to a higher group.
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Withdrawal from Insurance Fund/Saving Fund
14. It will not be permissible for any member of the scheme to withdraw any amount out of
the Insurance Fund to which he has been subscribing or the Savings Fund.
Loans/Advances from the Insurance/Saving Fund
15. No loan or advance shall be paid to any member from or against the Insurance/Savings Fund.
Utilisation of accumulation in Insurance/Savings Funds
16. The accumulations in the Insurance/Savings Fund shall be at the disposal of the Central
Govt. Since the scheme is self financing and self supporting the bulk of these funds are proposed
to be utilised for ownership housing and other schemes for the benefits of the members of the
scheme.
Action of notification of the ‘Scheme’
17. The Head of the Office shall supply to the Drawing and Disbursing Officer, names,
groups, date of birth and date of appointment of pers who may be appointed to any post under
the Central Govt during the preceeding month and who would be eligible to be the member of
the Scheme by 10th
of every month following the month in which the ‘Scheme’ is notified.
Action of the ‘Scheme’ coming into force
18. The Head of the office shall supply to the Drawing and Disbursing Officer, the name, the
Group, date of birth of every employee who has been in the Central Govt service on the date of the ‘Scheme’ is notified but has not opted out of the ‘Scheme’ by 10th of every month in which
the Scheme comes into force. Every member of the ‘Scheme shall be informed in Form 1, the date of his enrolment, the subscription to be deducted and the benefits to which he would be
eligible. On his regular promotion from one Group to another, he will be similarly informed in
Form 2.
19. The option exercised by the ‘employees’ who are already in Central Govt Service on the
date of the ‘Scheme’ is notified shall be in Form No 3 and will be pasted in the service book of
the individual.
Register of member
20. The Head of the Office shall maintain Group-wise register of members in Form No 9 and
keep upto-date. The register will be sent to the DDO once a year to check the appropriate
subscription being recovered from the members.
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Nomination
21. The Head of the Office shall obtain a Nomination from every Govt Servant who is a
member of the Scheme conferring on one or more persons, the right to receive the amount
payable under the Scheme in the event of his death before attaining the age of superannuation.
22. If a member of the Scheme has a family at the time of making nomination, he shall make such nomination only in favour of the member of his family. For this purpose family will have
the same meaning as in the case of General Provident Fund Rules 1960.
23. If a member of the scheme nominates more than one person he should specify in the nomination ‘it self’ the amount of share payable to each nominee in such a manner to cover the
whole of the amount payable under the Scheme failing which the amount will be equally
distributed among all the nominees.
24. The nomination shall be made in Form No 7 or Form No 8 as is appropriate in the
circumstances. The nomination can be cancelled at any time by the member by sending a notice
to the Head of the Office alongwith a fresh nomination.
25. The nomination received from the member shall be countersigned by the Head of the
Office and pasted on their service documents. The Head of the Office shall also make an entry in
his service documents that the nomination has been duly received.
Government of India Form 1
Ministry of
Department/office Dated . . . . . .
MEMORANDUM
Shri . . . . . . . . a Group . . . . . . . employee has been enrolled as a member of the Central Govt Employee’s Group Insurance Scheme, 1980 wef . .. . .. . . His
monthly subscription of Rs . . . . . . (Rupees . . . . . . . ) shall be deducted from his salary/wages commencing from the month of . . . . . . . . . and he will be eligible to
the benefits of the scheme appropriate to Group . . . . . . wef . . . . . .
To ( )
Shri* Head of Office
*Name and designation of the employee
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Government of India Form 2 Department/office Dated . . . . . .
MEMORANDUM
Shri . . . . . . . . has been promoted on regular basis, from Group . . . . . . to
Group . .. . . . . wef . . . . His monthly subscription for the Central Govt
Employees’ Group Insurance Scheme, 1980 shall be raised from Rs . . . . . to Rs .
. . . from the month of . . . and he will be eligible to the benefits of the scheme
appropriate to Group . . . . . . wef . . . . . .
To ( )
Shri* Head of Office
*Name and designation of the employee
Form 3
To
(Head of Office)
Sir,
I have read and understood/I have been explained the details of the new
Central Government Employees’ Group Insurance Scheme 1980, I opt to remain
out side this new Scheme
Place : Yours faithfully
Date : Name and designation of the emloyee
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Form 5
No………
Ministry of
Department of
Office of Dated ……..
To
* Subject :- PAYMENT OF THE AMOUNT DUE UNDER THE CENTRAL
GOVERNMENT EMPLOYEES’ GROUP INSURANCE SCHEME, 1980
Dear Sir/Madam,
I am directed to state that the late Shri . . . . . . . . has nominted you
for payment of full/……. Percent amount due under the Central
Government Employees’ Group Insurance Scheme, 1980. You are,
therefore, requested, to submit an application in the enclosed Form No 6,
for arranging payment.
*Name and address of the nominee Yours faithfully,
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Form 4
To
Subject :- APPLICATION FOR PAYMENT OF ACCUMULATION UNDER
CENTRAL GOVERNMENT EMPLOYEES’ GROUP
INSURANCE SCHEME 1980 Sir,
I have been a member of the Central Government Employees’ Group
Insurance Scheme, 1980 since……….** I have retired from service after attaining the age of . . . years/I have ceased to be in employment with the Central
Government wef . . . . . . I was holding the post of Government. I request that the
amount due to me under the Central Government Employees’ Group Insurance
Scheme may be paid to me.
Yours faithfully,
*Designation and address of the Head of Office
**Month and year of becoming a member of the scheme may be indicated here.
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Form 6
To : *The
Subject :- APPLICATION FOR PAYMENT OF AMOUNT DUE TO
LATE SHRI . . . . . …………… UNDER THE CENTRAL
GOVERNMENT EMPLOYEES’ GROUP INSURANCE
SCHEME 1980
Sir,
With reference to your letter No . . . . . . dated . . . . I, hereby reqest that the
full/ . . . . . . percent of amount due to late Shri .. . . . . . . under the Central
Government employees’ Group Insurance Scheme may be paid to me.
Yours faithfully,
*Name and address of the office where Form No 5 is received.
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Form 7
Nomination for benefits under the Central Government Employees,
Group Insurance Scheme 1980
(When the Govt servant has no family and wishes to nominate one person or more than one person).
I having no family, hereby, nominate the person/persons mentioned below and confer on him/them the rights to receive to the extent specified below and amount that may be sanctioned
by Central Government under the Central Government Employees’ Group Insurance Scheme 1980 in the event of my death while in service or which having become payable on my attaining
the age of superannuation may remain unpaid at my death.
*Share of
the amount
to be paid
to each
Contigencies**
on the happening
of which the
nomination shall
become invalid
Name, Address and relationship
of the person, if any, to whom
the right of the nominee shall
pass in the event of his
predeceasing the Govt servant
Dated, this………….. day of, …………….. 20 ……. at ……………………………..
Two witnesses to signature
1.
2. Signature of the Govt. servant
NB. The Govt servant should draw a line across the blank space below his last entry to
prevent the insertion of any names after he has signed.
* This column should be filled in so as to cover the whole amount that may be
payable under the insurance scheme.
** Where a Govt servant who has no family makes the nomination, he shall specify in this column that the nomination shall become invalid in the event of his
subsequently acquiring a family.
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Form 8
Nomination for benefit under the Central Govt Employees’ Group Insurance scheme 1980
(When the Govt servant has a family and wishes to nominate one memer or more than one member thereof)
I hereby nominate the person (s) mentioned below who is/are members (s) of my family and
confer on him/them the right to receive the extent specified below any amount that may be sanctioned by the Central Govt under the Central Govt Employees’ Group Insurance Scheme
1980 in the event of my death while in service or which having become payable on my attaining the age of superannuation may remain unpaid at my death.
Name and
address of the
nominee/
nominees
Relationship
with Govt
servant
Age* Share to be
paid to
each
Contingencies on
the happening of
/which the
nomination shall
become
invalid
Name, address and
relationship
of the person if any
to whom,
the right of the
nominee pass
in the event of his
predeceasing the
Govt servant
1 2 3 4 5 6
1.
2.
3.
NB : The Govt servant should draw line across the blank space below his last entry to prevent insertion of any names after he has Signed.
Dated this . . . . day of . . . . 20 . . . . . . at . . . . . . .
Signature of two witnesses
1.
2. Signature of the Govt servant
*This column should be filled in so as to cover the whole amount that may be payable under the
Insurance Scheme.
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Form No. 9
CENTRAL GOVERNMENT EMPLOYEES’ GROUP INSURANCE SCHEME, 1980
REGISTER OF MEMBERS
Group
Section 1 : Particulars of employees subscribing to the Insurance fund only
Sl
No
Name Designation Date
of
birth
Date
of
apptt
Date of
Commen-
cement
of sub-
scription
Date of
promotion
to
higher
Gp/date
of transfer
to other
Deptt
Date
of
death
Remarks
1 2 3 4 5 6 7 8 9
Section II. Particulars of employees subscribing to both Insurance Fund and saving fund
S/No Name Designa- tion
Dt of birth
Dt of Apptt
Dt of Commen-
cement of sub-
scription
Dt of Promo-
tion to higher
Gp/dt of transfer
to other govt
dept
Dt of cessation
of member-
ship and reasons
therefore
Remarks
1 2 3 4 5 6 7 8 9
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CHAPTER 14
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LEAVE: GREF PERSONNEL
Introduction
1. GREF personnel are governed under CCS (Leave) Rules 1972.
2. Leave cannot be claimed as a matter of right. When exigencies of public service so
require, leave of any kind may be refused or revoked by the authority competent to grant it, but, it shall not be open to that authority to alter the kind of leave due and applied for except at the
written request of Govt servant.
Kind of Leave Due And Admissible
Earned Leave
3. The leave account of every person who is serving in the department shall be credited in
advance in two instalments of 15 days each on Ist day of Jan and Jul of every calendar year. The
earned leave at credit allowed to be so credited shall not exceed 300 days.
4. Earned leave shall be credited to leave account of a Government servant at two and half
days for each completed calendar month of service which he is likely to render in a half year in
which he is appointed/retired.
5. If a Govt servant has availed EOL in the half year, the credit to be afforded to his leave
account at the commencement of next half year shall be reduced by 1/10th
of the period of such
leave subject to maximum 15 days.
Half Pay Leave
6. Half Pay Leave account of every Govt servant shall be credited with half pay leave in advance in two instalments of 10 days each on the Ist Jan and Jul of every calendar year.
7. The leave shall be credited to said leave account at the rate of 5/3 days for each calendar
month of service which he is likely to render in the half year of the calendar year in which he is
appointed/retired.
Commutted Leave
8. Commuted leave not exceeding half the amount of half pay leave due, may be granted on
medical certificate to a Govt servant subject to :-
(a) The Authority Competent to grant leave is satisfied that there is reasonable
prospect of Govt servant returning to duty on its expiry.
(b) When commuted leave is granted, twice the amount of such leave shall be
debited to the half pay leave account.
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Leave Not Due
9. Leave not due may be granted to a Govt servant in permanent employment limited to a
maximum of 360 days during the entire service when there is no HPL at credit and requests for
grant of leave not due on medical certificate subject to :-
(a) The authority competent to grant leave is satisfied that there is reasonable prospect of Govt servant returning to duty on its expiry.
(d) Leave not due shall be limited to the half pay leave he is likely to earn thereafter.
(e) Leave not due shall be debited against half pay leave the Govt servant may earn subsequently.
10. Temporary officials with minimum of one year service and suffering from TB, Leaprosy,
Cancer or Mental ailments may also be granted leave not due.
Extra Ordinary Leave
11. EOL may be granted to a Govt servant in special circumstances:-
(a) When no other leave is admissible.
(b) When other leave admissible but Govt servant applies in writing for grant of
EOL.
Special Kinds of Leave
Maternity Leave
12. A female Govt servant with less than two surving children may be granted maternity
leave by authority competent to grant leave for a period of 90 days from date of its commencement. During such period she shall be paid leave salary equal to the pay drawn
immediately before proceeding on leave. Maternity leave may be combined with leave of any other kind. Maternity leave shall not be debited against the leave account. Maximum 135 days
twice in service can be granted to a female Govt. servant.
Paternity Leave
13. Granted to male employees with less than two children during the confinement of their wives (maximum 15 days).
Special Disability Leave For Accidental Injury
14. Govt servant who is disabled by injury accidentally incurred in, or in consequence of the
due performance of his official duties or in consequence of his official position or by illness
incurred in the performance of any particular duty, which has the effect of increasing his liability
to illness or injury beyond the ordinary risk attaching to civil post which he holds. The grant of
special disability leave in such case shall be subject to further conditions :-
(a) that the disability, if due to disease, must be certified by an Authorised Medical
Attendant to be directly due to the performance of the particular duty.
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(b) that, if the Government servant has contracted such disability during service
otherwise than with a military force, it must be in the opinion of the authority competent
to sanction leave, exceptional in character, and
(c) that the period of absence recommended by an Authorised Medical Attendant may be covered in part, by leave under this rule and in part by any other kind of leave,
and that the amount of special disability leave granted on leave salary equal to that admissible on earned leave shall not exceed 120 days.
Hospital Leave
15. The authority competent to grant leave, may grant hospital leave to :-
(a) Group ‘D’ Govt servants,
(b) Such Gp ‘C’ Govt servant whose duties involve the handling of dangerous
machinery, explosive materials, poisonous drugs and the like, or the performance of
hazardous tasks.
While under medical treatment in hospital or otherwise for illness or injury if such illness
or injury is directly due to risks incurred in the course of officials duties.
16. Hospital leave shall be granted on production of medical certificate from an Authorised
Medical Attendant and will not be debited against leave account. Hospital leave may be
combined with any kind of leave which may be admissible provided the total period of leave,
after such combination does not exceed 28 months.
Casual Leave
17. Casual leave is not a recognised leave and is not subject to any rules made by the Govt of
India. An official on casual leave is not treated as absent from duty and his pay is not
intermitted.
18. Casual leave can be combined with special casual leave but not with any other kinds of
leave. It cannot be combined with joining time. Sundays and public holidays/restricted
holidays/weekly off can be prefixed/suffixed to casual leave.
19. Sunday/Holidays falling during a period of Casual Leave are not counted as part of casual leave. Casual Leave can be taken for half day also. LTC can be availed during casual
leave. 12 days casual leave is entitled during one calendar year.
Absence after Expiry of Leave
20. A Govt servant who remains absent after the expiry of leave, is not entitled to leave salary for the period of such absence unless the authority competent to grant leave extends the
leave. The period of such absence shall be debited against his leave account as though it were half pay leave to the extent such leave is due. The period is excess of such leave due being
treated as Extra Ordinary leave.
21. Wilful absence from duty after the expiry of leave renders a Government servant liable to
disciplinary action.
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Action For Unauthorised Absence From Duty Or Overstayal of Leave
22. Following decision/action will be taken :-
(a) When a temporary Govt servant requests for leave in excess of limits prescribed
under Rule 32 of Central Civil Service (Leave) Rule 1972 under the exceptional
circumstances, the leave sanctioning authority can take a decision to grant further leave
in excess of the limits.
(b) When a temporary Govt servant applies for leave beyond the prescribed limit of
extraordinary leave and the leave sanctioning authority is not satisfied with the
genuineness of grounds on which further leave has been applied for, nor he considers the
grounds as exceptional, the leave cannot be granted. In this case the Govt servant should
be asked to rejoin duty within a specified date failing which he will render himself liable
for disciplinary action. Disobedience of orders would afford good and sufficient reasons
for initiating disciplinary action under CCA (CCA) Rules 1965. If he rejoins duty within the specified date, he may be taken back into service and the period of absence not
covered by leave be treated as overstayal and dealt with in accordance with the orders for regularisation of overstayal of leave.
Auth : CCS (Leave) Rules 1972
Maternity Leave/Child Care Leave
23. (a) The existing ceiling of 135 days Maternity Leave provided in Rule 43 (1) of CCS
(Leave) Rules 1972 shall be enhcnced to 180 days.
(b) Leave of the kind due and admissible (including) commuted leave for a period not exceeding 60 days and leave not due that can be granted in continuation with
Maternity Leave provided in Rule 43 (4) (b) shall be increased to 2 years.
(c) Women employees having minor children may be granted Child Care Leave by
an authority competent to grant leave, for a maximum period of two years (i.e. 730 days) during their
entire service for taking care of upto two children whetner for rearing or to look after any
of their needs like examination, sickness etc. Child Care Leave shall not be admissible if
the child is eighteen years of age or older. During the period of such leave, the women
employees shall be paid leave salary equal to the pay drawn immediately before
proceeding on leave. It may be availed of in more than one spell. Child Care Leave shall
not be debited against the leave account. Child Care Leave may also be allowed for the
third year as leave not due (without production of medical certificate). It may be
combined with leave of the kind due and admissible.
These order shall take affect from 01 Sep 2008. A women employee in whose case the
period of 135 days of maternity leave has not expired on the said date shall also be entitled to
the maternity leave of 180 days.
Auth : Govt of India Min of Personnal, Public Grievances & Persion (Deptt of Personnel & Training) letter No 13018/2/2008-Estt(L) dt 11 Sep 2008.
Encashment of Earned Leave alongwith LTC
24. A Central Govt employee can encash 10 days Earned Leave while availing LTC and during entire service, he can encash 60 days EL which will not be deducted from the encashment
of EL while proceeding on retirement. This order shall take effect from 01 Sep 2008.
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HONOURS AND AWARDS
General
1. Like Armed Forces and personnel of other Deptts, GREF pers are also granted
gallantry awards and awards for Jeevan Raksha Padak series. The details of various awards
including brief act of eligibility are contained in Appendix ‘AB’. Service officers servings in
BRO are also recommended for awards following ACR and command channels.
2. The awards of Kiriti Chakra and Shaurya Chakra are granted on the eve of Republic Day
or Independence Day. These carry monetary allowance of Rs 250/- ( Rs 350/- Enhanced wef
01/01/96 ) pm and Rs 175/- (Rs 250/- Enhanced wef 01/01/96 ) pm respectively which may be
claimed by publishing necessary DO Pt II for serving personnel. Besides, the following ex-
gratia grant is also given by the State Govts ;-
SI Award/Name of
Decoration
Cash
Award
(a)
Annuity
(b)
Monetary
Grant in
lieu of
lands (c)
States
1. Param Vir Chakra 22500/- 1000/- 150000/- Arunachal Prasesh
(a+b+c) Assam (a+b+c)
2. Ashok Chakra 20000/- 800/- 125000/- Andhra Prasesh (a+b+c)
with slight variation in (b)
Chandigarh (a+b+c)
Haryana
3. Sarvottam Yudh Seva
Medal
17000/- 600/- 110000/-
4. Maha Vir Chakra 15000/- 400/- 100000/- (a) except SYUM, UYSM,
PVSM,AVSM and VSM
(b) Variation from States
(c) Variation in AC,
KC and SC
5. Kirti Chakra 12000/- 350/- 75000/-
6. Uttam Yudh Seva
Medal
10000/- 350/- 65000/-
7. Vir Chakra 7000/- 300/- 50000/-
Himachal Pradesh
8. Shaurya Chakra 5000/- 250/- 40000/ (a) except PVSM, VSM,
and AVSM
(b) Slight Variation
(c) except SYUM, UYSM,
9. Yudh Seva Medal 4000/- 250/- 30000/-
10. Sena Medal 3000/- 250/- 20000/-
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SI Award/Name of
Decoration
Cash
Award
(a)
Annuity
(b)
Monetary
Grant in
lieu of
lands (c)
States
11. Mention in Despatch 2000/- 150/- 10000/- YSM,PVSM,AVSM and
VSM
12. PVSM 15000/- 400/- 100000/- Jammu & Kashmir – (a)
13. AVSM 7000/- 300/- 50000/- (b) – Only PVC, MC &
VC
(c) – Less SYSM, UYSM
14. VSM 3000/- 250/- 20000/- YSM,PVSM,AVSM and
VSM
Karnataka – (a+b+c)
Variation in (c) PVSM
Kerala – (a) except
SYUM, UYSM,YSM,
PVSM,AVSM,VSM and
No (b) & (c)
Madhya Pradesh – (a) &
(c) only except PVSM,
AVSM and VSM
Mizoram – (a) only &
land
Meghalaya – Nil
Nagaland – (a+b+c)
Orissa – (a) only
Punjab – Only monthly
allowance
Rajasthan – Amount not
mentioned but land also
Tripura – (a) only
3. The awards on accounts of Sarvottam Jeevan Raksha Padak, Uttam Raksha Padak &
Jeevan Raksha Padak were sanctioned vide Govt of India, Min of Home Affair letter No
17/8/92- Public dated 05/12 Nov 92. The recipients of these series awards will get monetary
grant of Rs 25,000.00,Rs 15,000.00 and Rs 10,000.00 respectively. If however, an award is
given posthumously, monetary grant to NOK will be admissible at higher rate of Rs 50,000, Rs
30,000.00 and Rs 20,000.00 respectively. In respect of a bar to an award i.e when the award is
repeated, the monetary grant will be 50% of the amount specified above in respect of that
award.
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4. The awardees including NOKs of posthumous awardees of Chakra series gallantry
awards are eligible for 50% concession in first class in railways for whole life. Indian Airlines
offer 50% discount on the economy class fair to the recipients of Ashok Chakra and Kirti
Chakra awards.
5. Certain cash awards have been sanctioned by Govt on India, Min of Surf Tpt, BRDB
vide their letter No. F.1 (13) BRDB/67 dated 30 Mar 1970 and F.152 (2)/1988- Pers /PC-
69639/2/ DGB R/E1D dated 23 Jan 1989, as amended from time to time. The rates are as
under :-
(A) Cash awards for outstanding inventions and suggestions .
(i) Chief Engineer - Not more than one cash award per
Project, each upto Rs 250/- per year.
(ii) DGBR - Not more than 7 cash awards per
year, upto Rs 350/- each.
(iii) A Committee (BRDB) - Not more than 2 cash awards per
year, Upto Rs 4000/- each.
(B) Cash Awards for Outstanding and Meritorious work in relation to specific
tasks.
(i) DGBR - 7 Awards per year @ Rs 250/- each.
These will be for the entire GREF.
(ii) Chief Engineer - Not more than 25 awards for all Project
Chief Engineers per year, Rs 175/- each.
(iii) Task Force Cdr - Not more than 50 awards for all Task
Forces per year, upto Rs 100/- each.
(iv) OC Base Workshops - Not more than 4 awards for both the Base
Workshops per year upto Rs 100/- each
(C) Efficiency Shield
DGBR will award the shield to the Task Force after judging the performance on the
basis of norms to be laid down by him
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(D) Cash award for incentives for economy in POL consumption
(i) Chief Engineer - Two cash awards per annum as under
(aa) First Prize of Rs 1000/-
(ab) Second Prize of Rs 500/-
(ii) Govt - For BRO as a whole two cash awards per
annum as under :-
(aa) First Prize of Rs 3000/-
(ab) Second Prize Rs 1500/-
Procedure
6. The detailed instructions for submission of recommendations for Gallantry and
Distinguished service awards are contained in AO 59/79 as amplified vide Army HQ letter No
30397/M5(X) dated 16 May 84, even No of dated 30 Mar 88 and even No of dated 20 Feb 95
and clarifications given from time to time. Some of the points to be observed in submission of
cases are reiterated below : -
(a) Recommendations for awards should be initiated on IAFZ- 3046 Appendix ‘A’
to AO/ 59/79 (copy att as Appendix ‘AC’ ) by the Officer Commanding (or by the next
superior officer, when the Officer Commanding himself is recommended for an award)
immediately after qualifying act of gallantary or distinguished service of human nature
occurs. These recommendations in octuplicate on presentable thick paper appropriate
for preservation for atleast 10 years or more should be forwarded without delay through
normal channel so as to reach Dte within three months of the qualifying act alongwith a
certificate that the officers / individuals recommended are not involved in any
disciplinary / vigilance case or have not earned any adverse report or have not been
given any adverse report or have not been given any displeasure or censure or any
punishment in Court Martial proceedings or through administrative action. In respect
recommendations for distinguished service awards, an indication to the effect whether
or not the officers / pers recommended had been superseded to the next higher ranks
should be given. In the case of an individual recommended gets involved in a
disciplinary/ vigilance case subsequent to the initiation of the recommendations, Officer
Commanding should report the fact to HQ DGBR through normal channel immediately
by signal. The recommendations will be screened thoroughly at all levels before putting
them uptodate. No deserving cases should however, be left out merely because the
recommendations could not be submitted within the stipulated period. In such cases
reasons for delay in submitting the recommendation will be given.
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(b) Since each case is routed through Sectt BRDB, it should be ensured that
intermediate auth should forward the same within a period of 21 days.
(c) Recommendations for gallantry awards as distinct from distinguished service
award should be assessed by forwarding authorities for grant as an immediate gallantry
awards based on the merit of the act.
(d) The gallantry awards and sena medal for gallantry are to be announced twice a
year i.e. on the Independence Day and the Republic Day every year. It is therefore,
imperative that the recommendations for above awards may be submitted so as to reach
Dte by 15 Feb and 15 Jun each year for announcement on Independence Day and
Republic Day respectively.
(e) The distinguished service awards and sena medal series of awards for devotion
of duty will continue to be announced once a year on the Republic Day. Therefore,
recommendations may be submitted to reach Dte by 15 Jun every year.
(f) A special recommendations for gallantry awards will be considered by HQ
DGBR by 15 Feb and 10 Jul each year for announcement on Independence Day and
Republic Day respectively as per revised cut off dates which will cover the period from
01 Jul to Jan of current year for Independence Day awards and from Feb to Jun of the
preceding year for Republic Day awards.
(g) Utmost care and discretion should be exercised in preparation of citations. In
case of recommendations for distinguished service awards, the citation will reflect the
entire service career of the officers/ personnel. Effective date of the award should
invariably be indicated in the margin of citation. However, any specified act or period of
the career may be highlighted, if necessary, giving all the details. In case where, the
personnel are recommended for gallantry or distinguished service awards for a particular
act, a reference to the sitrep which had been initiated, should invariably be made . In this
manner the act of bravery/valour of the person recommended may be verified for its
correctness at the time of consideration by the honours and awards committee. For
instance, in the insurgents will be necessarily brought out in the citation and the details
of weapons or ammunitions recovered from them should also be given
(h) As per the format prescribed vide Appx ‘A’ to AO 59/79, the date of retirement
of the officers/personnel is indicated in column 4 only in case officers/personnel
recommended for distinguished service award. However, the date of retirement will be
indicated in all cases including recommendations for gallantry awards.
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(j) Recommendation will continue to be submitted in 8 complete sets as prescribed.
As far as possible, a citation should not exceed 200 words and also include therein the
award recommended. It would be worded in a manner which highlights the main events
in a chronological reference and verbosity should be invariably avoided. If however,
some additional information is to be given to establish facts or highlight aspects
mentioned in the recommendation they may be incorporated as an appendix to the
citation.
(k) If personnel recommended for award are likely to retire from service before the
announcement of the award, their post retirement address should invariably be
mentioned.
(l) Since telegrams are required to be sent to the awardees, the telegraphic address
of the individual may also be sent alongwith the citation.
(m) Number, Rank, Full Name, Unit/project and address of the individual should be
indicated correctly. Initials will not be used. In the citation for all the awards, full name
of the individual should be given in Hindi and English.
(n) In the case of personnel recommended for posthumous awards, the full name and
address of the NOK should be indicated clearly.
(o) The place and date of action would be indicated clearly in the body of the
citation.
(p) If more than one individual engaged in one and the same action are
recommended for an award, the date of performance of the qualifying act/or the period
covered by their citation should not vary. Separate citation/recommendation is required
for each individual.
(q) If an individual has previously received an award, details of the same should be
indicated quoting authority in support against serial 11 of the form IAFZ-3046.
(r) Citation should be worded clearly and correctly and should bring out clearly the
importance of the act of gallantry or service rendered and should confirm to the nature
and degree of award recommended.
(s) In the case of Jeevan Raksha Padak series, the initiating officer must bring out in
the citations the fact that the individual performed the act of human nature voluntarily
and not during the course of his normal duty. Nature of the act for which the
recommendation is made and date of performance of the act will be indicated in the
citation.
(t) There should be no duplicacy.
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7. On announcement of awards, congratulatory telegrams from the Defence Secy and DO
letters from DGBR are sent to the awardees. Once a year, defence investiture ceremony for the
presentation of gallantry awards and distinguished service awards both the occasions will be
held in Rastrapati Bhavan, thereafter .
8 The awardees will neither wear the ribbon nor any other insignias of the award being
presented to them at the investiture.
9 Dress for next-of-kin of awardees and civilian guests will be appropriate formal dress.
10 Retired personnel will not wear formation sign.
Growth and Dressing Hair
11. The personnel should observe the following rules:-
(a) Non-Sikh Personnel. The hair of the head will be kept short. The chin and the
underlip will be shaved whisker and moustaches, if worn, will be of moderate length.
(b) Sikh Personnel. They will draw up their hair and beard properly.
12. As per Govt of India, Min of Defence Memo No.3(1)/89/D (Ceremonial) dated 07 Nov
89, the recipients of the awards mentioned above are entitled to the following for investiture:-
(a) Travelling Allowance
(i) Journey by Air. The recipients (both officials and non-officials)
irrespective of rank or next-of –kin in the case of posthumous awardees and their
entitled guests will be entitled to travel by air from the nearest air port to Delhi
and back.
(ii) Journey by Rail. The recipients and their entitled guests traveling by
rail, will be entitled to travel by the highest class available on the railway line or
by the class of accommodation by which the journey is actually performed,
whichever is less. If the journey between the places connected by rail is
performed by road, only the actual expenses restricted to rail fare admissible will
be allowed.
(iii) Journey by Road. The recipients and their entitled guests performing
journey by road between places not connected by rail will be allowed road
mileage allowance as admissible.
Note:- 1. Journeys by rail will be performed by warrant, where free warrant is
admissible and where not, recipients/guests will be entitled to reimbursement of
actual fare.
2. Recipients of the award can move the entitled guest(s) at Govt expense from
any place of India irrespective of place of duty of the awardee.
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(b) Daily Allowance
Recipients or the next-of-kin in case of posthumous awardees and their entitled
guests travelling by train will be entitled to an allowance of Rs 60/- for each day of the
journey. If the journey does not cover a full day, 12 hrs or more spent on the journey
will be qualified for full allowances and less than 12 hrs on any day will qualify for an
allowance of Rs 30/-.
(c) Out of Pocket Allowance
Recipients whether coming from outside or residing in Delhi, will be allowed a
total amount of Rs 330/- for out of pocket expenses for his/her entire period of stay.
Guests will not be allowed out of pocket allowances or road mileage.
(d) Guests of Recipients
Recipients are permitted to bring two guests above 18 years of age to witness the
investiture. However, only one guest is allowed to travel, boarding and lodging at Govt
expense on the same scale and subject to the same conditions as are applicable to
recipients except that the guests(s) will not be allowed out of pocket expenses of Rs.
330/- each day road mileage. Children above 12 years accompanying the recipients will
be treated as guest.
(e) Boarding and Lodging in Delhi
Arrangements for boarding and lodging of the recipients and for one guest will
be made by the Govt for four days, unless they chose to make their own arrangements.
The arrangements may be made at any place where hotel expenses do not exceed those
of a three star hotel. The period of boarding and lodging will cover the day of rehearsal,
the day of the Investiture ceremony, the day preceding the day of rehearsal and the day
following the day of investiture. The arrangements for boarding the lodging for second
guest may also be made on request from the recipient provided the expenses are borne
by recipients/guest/her/ himself.
13. The traveling allowances etc. will be claimed and paid by the projects/ Units concerned.
14. The expenditure involved in respect of all the recipients (Both official and nonofficial)
will be debitable to the concerned projects/where the awardees are presently serving.
15. Following actions at project level will be taken on priority:-
(a) The awardees when called for, be advised to reach Delhi for Investiture clear two
days before the date fixed for Investiture ceremony preferably by forenoon so that they
could be accommodated and are ready to participate in the rehearsal the next day.
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(b) The awardees should arrange a set of good uniform for the Investiture. They will
neither wear the ribbon nor any other insignia of the award being presented to them at
the investiture. The dress for the awardees (for both rehearsal and investiture), their
guests and other spectators will be as under:-
(i) GREF/Army Officers/Personnel. Summer dress as per dress regulation
issued vide HQ DGBR letter No. 16901/Investiture/DGBR/E1D dt 31 Mar 93 in
respect of GREF personnel and in respect of army, regulations of the Army
concerned.
(ii) Next of Kin of Awardees and Civilian Guests. Appropriate formal
dress.
(c) The details as per Appendix ‘AD’ be obtained in respect of the awardees of
PVSM, KC, AVSM and SC including the guests and forwarded to HQ DGBR as
immediately as possible for co-ordination of arrangements.
(d) Format as at Appendix ‘AE’ got completed from the awardees and sent to
HQ DGBR in triplicate to take up their cases with the concerned state Govt for obtaining
sanction of lumpsum grant, as mentioned above.
(e) Bio-data of the awardees be submitted to reach HQ DGBR as per the directions.
(f) In case of posthumous awardees, Projects should send responsible
representatives on temporary duty to the place, where the NOK is residing and brief the
NOK suitably. The same representative will also report to HQ DGBR clear four days
before the date so fixed on temporary duty. He will be available at the railway
station/bus stand/airport well before the arrival of NOK and receive the NOK at railway
station/ airport/bus stand.
(g) The representative of the units moving to the present address of posthumous
awardees should hand over the amount in cash as advance not exceeding one single fare
for to and from journey for one individual of the appropriate class if the awardee is
participating in the Investiture and intimate the details of advance to HQ DGBR and to
the respective TF/Project HQ.
(h) Format as at Appendix ‘AE’ be got completed from the NOK and submitted to
HQ DGBR by the representative well in time.
(j) The latest details of all dues of the posthumous awardees be forwarded in
triplicate to reach HQ DGBR/EIC and DGBR/EID immediately. Chief Engineers
Project, must ensure that all dues of posthumous awardees are paid before the
investiture. If necessary they may detail an officer/Supvr on ty duty for liaison with
respective offices for expediting settlement/payment of dues still outstanding. Final
position as on last day be also intimated to HQ DGBR well in time.
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16. The details of disciplinary/vigilance cases if any, pending against the awardees in
service will be intimated to HQ DGBR.
17. Those awardees, who do not attend the Investiture on the date so fixed for Investiture
ceremony, will not be called again for any subsequent Investiture. Their medals will be send to
them by post in due course.
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MEDALS/STARS AND CLASPS : GREF PERSONNEL
Introduction
1. Medals /stars and clasps are awarded to personnel of Border Roads Organisation for the
service rendered in specific areas/period. Applicability conditions for the award of various
medals /stars and clasps to GREF personnel already published in various ROIs need further
consolidation regarding claiming, accounting and displaying of medals.
Eligibility
2. GREF Personnel are eligible for the award of the following medals /stars and clasps at
present :-
S/No Name of Medals /Stars claps Authority
01
Samanya Seva Medal -1965 with
Clasps Mizoram / Nagland
Ceremonials & Welfare Dte/CA2 AG’S Branch
Army HQ letter No 0052/AG/CW/2 dated 27
May 81 and A1 26/81.
02 Videsh Seva Medals with Clasp
Bhutan
A1 51/73,145/70, HQ DGBR letter No
1130/P/DGBR/E1E dated 24 Oct 75 and
11308/P/DGBR/E1E dated 18 Apr 78.
03 Sainya Seva Medal with Clasp
Andaman & Nicobar
A1 51/73 and DGBR letter No
11308/DGBR/(P)/E1E dated 30.6.79/10.7.79.
04 Samar Seva Star 1965 A1 96/68, HQ DGBR letter No
11308/DGBR/E1E dated 10.07.68 & AG’s
Branch Army HQ letter No A/15239/AG/PS5 (b)
dated 07 Aug 69.
05 Sangram Medal A1 27/74, Army HQ AG’s Branch letter No
A/42154/AG/PS5 (b) dated 31 Jan 73, HQ DGBR
letter No.11308/DGBR/E1E dated 26/28 Sep 72
and 11308/DGBR/E1E dated 02 Mar 1974.
06 Poorvi Star
07 Paschimi Star
08 Wound Medal
09 25th
Indian Independence
Anniversary Medal
A1 27/74, HQ DGBR letter No 22308 (B)
DGBR/E1E dated 30 Jun 79 and
11308/DGBR/E1E dated 10 Sep 79
10 50th
Indian Independence
Anniversary Medal
Presidents Secretariat Notification No 87- pres
/98 dated 24 July 1998 and HQ DGBR letter No
11544/DGBR/30/T&C dated 26 Mar 1999.
11 Uchh Tungta Medal
(High Altitude Medal )
President’s Sectt Notification No 72- pers /76
dated 12 Sep 86 and HQ DGBR letter No
11308/P/DGBR /E1E dated 09 Mar 87.
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S/No Name of Medals /Stars claps Authority
12 Videsh Seva Medal with Clasp Sri
Lanka
President’s Sectt Notification No 66-pres/89
dated 20 Jul 1989 and HQ DGBR No
16907/DGBR/E1D dated 23 Feb 1990.
13 Special Service Medal with clasp
Sri Lanka
President’s Sectt Notification No 65- pres/89
dated 20 July 1989 and HQ DGBR No
16907/DGBR/E1D dated 23 Feb 1990.
14 10 years long service medals President’s Sectt Notification No 75- Pers/2001
dated 26 April 2001 15 20 years long service medals
16 30 years long service medals
17. OP Vijay medals and
OP VIJAY STAR
President’s Secretariat notification No. 115- Pers
/2001 dated 20 Aug 2001 and HQ DGBR letter
No. 16907/P/DGBR/110/E1D dated 09 Aug 2002
and 16903 /H&A /DGBR/POL/17/E1D dated 03
Mar 2003.
3. Qualification for Award
(a) Samanya Seva Medal 1965 with Clasp Mizoram and Nagaland. As per
AI 26/81, personnel who are already in possession of GS Medal 1947 and have become
eligible for clasps ‘Mizo Hill’ between 01 Jan 68 to 31 May 73 will be issued with
Samanya Seva Medal 1965 with clasp Mizoram with an appropriate ribbon. AI 30/81
refers.
(b) Videsh Seva Medal wth clasp Bhutan . The following categories of personnel
are entitled the medal :-
(i) A person who served on the effective strength of Army Team in Bhutan
between 27 May 1961 and 22 Sep 61.
(ii) A person , who has served for not less than 180 days continuously on the
effective strength of the Indian military Training Team in Bhutan commencing
from 27 Aug 62 and there after,
(iii) A person who has served for not less than 180 days continuously on the
effective strength of a unit or formation employed on the construction of roads in
Bhutan commencing from 08 Apr 61 or thereafter .
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(c) Sainya Seva Medal with Clasp Andaman & Nicobar . The following
categories of personnel are entitled the medal :-
(i) A person who has completed an aggregate of one year service on the
effective strength of Formation/ unit located in the geographical limit of
ANDAMAN & NICOBAR from 20 May 56 or thereafter.
(ii) A member of the ejection crew of Air Dispatch units and personnel
borne on the effective strength of Army Air Transport Organisation, Rear Air
Field Supply Organisation. Air dispatch units and air observation posts units,
who has carried out a minimum of 10 sorties or 40 hours of flying commencing
from 20 May 1956 or thereafter on the transport support role in the geographical
limits of ANDAMAN & NICOBAR.
(d) Samar Seva Star 1965. Personnel who rendered at least 10 days active
service between 5.8.65 and 25.1.66 in a Fmn/Unit operating or located in qualifying area
and minimum one day in battle zone are eligible. The following categories of personnel
are entitled for the award :-
(i) Those, who were borne on unit establishments of the armed forces and
functioned as part of such forces in the battle zones/qualifying areas.
(ii) Those who did not form part of the above forces but carried out similar
functions with the armed forces in the battle zones/ qualifying areas.
(iii) Those who relieved units of the armed forces to take up more active
functions in the operations and for construction and repairs of road/air field battle
zones/ qualifying area.
(iv) Those who manned essential service towards maintenance of lines of
communication, law and order, transport, medical/ nursing services, fire
services and so in the battle zones/ qualifying areas.
(v) Those, who actively assisted the troops by acting as guides, informers
and rendered assistance in the battle/zones/qualifying areas by helping in
locating and apprehending infiltrators, paratroopers, spies and so on.
(vi) Those who actively assisted the troops as truck dvrs/ cleaners and
laboures/ porters to transport defence personnel and stores to forward areas.
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(e) Sangram Medal :- The following categories of pers, who were borne on
the effective strength of the following forces on 3rd
December, 1971 to 20th
Dec 1972
( both days inclusive ) :-
(i) All ranks of the Army, the Navy, the Air Force , or any of the Reserve
Forces of Territorial Army, J &K Militia and of any other armed forces of the
union.
(ii) All ranks of the Railway Portection Forces, Police Forces, Home Guards,
Civil Defence Organisation and any other Organisation specified by Government
when deployed in operation areas, Viz, J & K, Punjab, Gujarat, Rajasthan, West
Bengal ,Assam, Meghalaya, Mizoram, Tripura and members of any or all the
aforesaid Organisations deployed in such other areas as may be specified by
Government , and ;
(iii) Civilian of either sex serving regularly or temporarily under the orders/
directions or supervision of the above mentioned Forces in operational areas.
(f) Poorvi Star : - The medal shall be awarded to all personnel of the following
forces, who participated in the operations in and around Bangladesh on the ground, on
the sea or in the Air from 03 Dec 71 to 16 Dec 71 (in battle zone ) and from 25 Mar 71
to 25 Mar 72 ( in qualifying areas) it shall be a minimum of ten days or one operational
sortie or total of three flying hours as member of crew :-
(i) All ranks of the Army, the Navy, the Air Force, or any of the Reserve
Force or the Territorial Army and J & K Militia and of any other forces of the
Union.
(ii) All ranks of the Railway Protection forces, Police Forces, Home Guards
Civil Defence Organisation and any other Organisation specified by Government
(iii) Civilians of either sex serving regularly or temporarily under the orders/
directions or supervision of the above mentioned forces.
(g) Paschimi Star :- The medal shall be awarded to all personnel of the following
forces, who participated in the operations against Pakistan Forces in an around the
western border of India on the ground, on the sea or in the Air. The minimum
qualifying service shall be one day in the battle zone or one operational sortie. In the
qualifying areas it shall be minimum of 10 days service or one operational sortie or a
total of 3 flying hours as members of crew from 03 Dec 71 to 20 Dec 72 ( both days
inclusive ).
(i) All ranks of the army , the navy and the Air Forces, or any of the reserve
forces, or the Territorial Army, J & K Militia and of any Armed Forces of the
Union.
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(ii) All ranks of the Railway Protection Force, Police forces, Home guards,
Civil Defence Organisations and any other Organisation specified by Govt. and,
(iii) Civilians of either sex serving regularly or temporarily under the orders/
directions or supervision of the above mentioned forces.
(h) Wound Medal : - The medal shall be awarded to the following categories of
personnel, who sustained/ sustain wounds as a result of direct enemy action in any type
of operations or counter insurgency operations. This will take effect from the 15th
August 1947 :-
(i) All ranks of the Army, the Navy, the Air Force, or any of the Reserve
Forces, Territorial Army, J & K Militia and other Armed Forces of the Union.
(ii) All ranks of Railway Protection Force, Police Forces, Home Guards,
Civil Defence Organisation and any other Organisation specified by
Government.
(j) 25th
Independence anniversary medal :- The medal shall be awarded to the
personnel of the following forces who were borne on the effective strength on the 15th
August, 1972 :-
(i) All ranks of the Army, the Navy, the Air Force, or any other Reserve
Force, Territorial army, J & K Militia and any other Armed Forces of the Union.
(ii) All ranks of Railways Protection Force, Police Force, Home Guards,
Civil Defence Organisation, National Cadet Corps Commissioned Officers, who
were subject to the National Cadet Corps Act and any other Organisation
specified by Government.
(k) 50th
Anniversary of Indian Independence medals :- The medals shall be
awarded to the personnel of the following forces who were borne on the effective
strength or on the 15th
August 1997:-
(i) All ranks of the Army, the Navy, the Air Force and other Reserve Force,
Territorial Army and any other armed forces of the Union.
(ii) All ranks of the Railway protection Force, police Forces, personnel of
central police Organisations including paramilitary Forces, Home Guards, civil
Defence organisation, fire services and any other organisation specified by the
Government .
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(l) Uchh Tungta Medal ( High Altitude Medal ) :- The conditions of eligibility
for the award shall be as follows :-
(i) Personnel, who have been detailed for duties connected with the defence
of the border and who have completed an aggregate service of 180 days during
first spell of tenure on the active strength of a unit/ formation in the areas where
high altitude allowance is admissible commencing form 1st Apr 1984.
(ii) Air crew personnel and personnel of ejection crew of Air maintenance
Units, who carried out a minimum of 10 sorties or 40 hours of flying or transport
roles from 1st Apr, 1984.
(m) Videsh Seva Medal with clasp Sri Lanka :- The following personnel will be
eligible to this award wef 28 Jul 87 for recognition of their service with IPKF in ‘’ OP
PAWAN’’ in Sri Lanka :-
(i) A person who has completed an aggregate service of 90 days in
qualifying area.
(ii) All recipients of gallantry award of service in qualifying area irrespective
of time limit.
(iii) A person who died in service or was evacuated as a result of wounds or
the disabilities attributable to service in the qualifying area irrespective of time
limit. Publication of Part II order for Medals shown in Para 2.
(n) OP Vijay Medal :- The medal shall be awarded to the personnel of the
following forces :-
(i) Awarded to all categories of personnel who were borne on the effective
strength of the Army, Navy and Air forces and were mobilised/ deployed
/involved in planning and conduct of operations at various Headquarters in
support of OP VIJAY. Air force personnel located at Srinagar, Avantipur, Leh,
Thoise and Kargil will also be eligible for ‘ OP VIJAY Medal’.
(ii) All ranks of the para military Forces, Central police Forces, Railway
protection Force, J & K state police Force, Home Guards, Civil defence
organisation and any other organisation specified by Government when
deployed in operational areas , viz., J & K, Punjab, Gujarat and Rajasthan and
other areas in the Western and Southern theatres and members if any of all the
aforesaid Organisations deployed in such other areas as may be specified by
Government, and
(iii) Civilians of either sex serving regularly or temporarily under the orders/
directions or supervision of the above mentioned forces in operation areas.
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(o) OP Vijay Star :- The star is awarded to all personnel of the following forces
who participated in operations in and around Kargil on the ground, or in the air. The
minimum qualifying service shall be one day in the Battle zone/Air Fields or one
operational sortie or total of three flying hrs as members of a crew in the battle zone:-
(i) All ranks of the Army, the Navy, the Air Force, any of the Reserve
Forces, the Territorial Army and any other armed forces of the union.
(ii) All ranks of the Para military force, central police Organisations and
police forces which participated in operations under command of the Army or in
support of the Army in OP VIJAY.
4. After scrutinising the eligibility, the unit will publish the Part II Orders within two
months of publication of entitlement by the Government for grant of awards of medals /
star/clasp in respect of those personnel, who were on its effective strength when the award was
earned. In case of disbanded unit , this responsibility will devolve on the successor units.
5. The formations/ Units will further ensure that these casualties are published and medal
roll forwarded to GREF Records within a maximum period of 06 months from the date of
authorisation of the awards.
Submission of Medal Rolls
6. Immediately after publication of the part II Orders, medal rolls as per specimen given in
Appendix ‘AE’ in respect of GREF officers will be submitted to HQ DGBR E1D and in
respect of GREF Personnel to GREF Records through Project concerned in triplicate
expeditiously but not later than three months from the date of publication of Part II orders.
While forwarding the medal rolls the following aspects may be checked by project HQ / Units:-
(a) Medal roll are submitted in bulk for the entire eligible personnel of all the units
in the Project instead of submitting in piecemeal. All such claims must be made
within 06 months of publications of the authorisation by the Government.
(b) GO Number/GREF Number, trade and Name are typed in numerical order
correctly as per service documents.
(d) All columns of medal roll (forms ) are to be filled in properly.
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(d) Alterations /cuttings/deletions should be attested by the officer who signed the
certificates.
(e) Each sheet of medal roll should not contain more than 10 names.
(f) Medal rolls should be typed in double space neatly avoiding
cuttings/overwriting.
(g) In the forwarding memo by the projects, a certificate to the effect that medal rolls
have been checked from the records held and found correct to avoid duplication should
be give invariably.
Receipt and Disposal of Medals /Stars/Clasps
7. Medals /Stars/Claps in respect of GREF offr will be issued by the Ministry of Defence
(D)/Medals), after scrutinising the medals rolls to HQ DGBR and GREF Records ( Medal Sec )
in respect of GREF Personnel duly punched. On receipt, the Medals/Stars/Clasps will be
accounted for in the Central Ledger maintained in GREF Records (Medal Sec).
8. Medals section of GREF Records will sort out the Medals /Stars/Clasp and send the
same to the Project/Unit concerned for handing over to the personnel concerned. Project HQrs,
Formations /Units will accept the issue voucher sent by GREF Records.
9. Medals in respect of non effective GREF Personnel will be sent to the personnel at their
home address by GREF Records.
10. Medals /Stars/Clasps in respect of non effective GREF Officers promoted from
subordinates will be sent to the officers at their home address by the Projects/Units who have
claimed the same. In this connection Officer’s/ NOK’s address, if any required, will be
obtained from HQ DGBR (E1D). The medals/Stars/Clasps which cannot be disposed off by any
means will be sent to HQ DGBR (E1D) duly supported with the nominal roll of such officers in
quadruplicate for further disposal after obtaining clearance from HQ DGBR (E1D).
Accounting of Medals /Stars/Clasp
11. A separate ledger will be opened in Projects/TFs/Units for accounting of the
Medals/Stars and produced to the audit authorities on demand for audit verification as being
done in other accountable stores. Proper receipt/issue/expense voucher in support of the
transactions will be prepared and kept on record.
Wearing of Medals /Ribbons
12. Medals / Ribbons as applicable above will be worn strictly as per precedence given in
the Presidents Secretariat notification No.75 Pers/7001/dated 26 Apr 2001 copy circulated vide
HQ DGBR letter No. 16901/Policy/DGBR/97/E1D dated 08 Jun 2001.
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Wearing of 10,20 and 30 Years Long Service Medals by GREF Personnel.
13. Occurrence for award of the following medals are based on length of service:-
(a) 10 Years Long Service Medals.
(b) 20 Years Long Service Medals.
(c) 30 Years Long Service Medals.
The above medals are to be awarded to all categories of GREF on completion of 10
years, 20 years and 30 years unblemished service. “ Dus Varsha Dirgha Seva Medal ( 10 years
long Service medals ), “ Bees Varsha Dirgha Seva Medal “(20 years Long Service Medals)
and “Tees Varsha Dirgha Seva Medals “(30 Years Long Service Medals).
Wearing of Ribbons and Documentation
14. The unit concerned will publish the casualty of award of medals and individual will be
permitted to wear the ribbon.
Issue of Ribbons
15. The requisites ribbons will be procured under own arrangement by the individuals.
Design of Ribbons
16. Design of all 3 ribbons is identical. Ribbon is in silk and 32 mm in width. Each ribbon
will have five white bands with the background colour navy blue, army red and viridian green
for 30 years, 20 years and 10 years service medals respectively.
Seniority of Medals
17. These ribbons when worn with other ribbons will be junior most. Order of seniority of
these ribbons amongst themselves will be 30 years, 20 years and 10 years long service medals
respectively.
Auth :- BROO No 5/90 dt 29 Nov 1990.
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CHAPTER 15
CHAPTER 16
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VERIFICATION OF THE CLAIMS OF SCHEDULED CASTES/SCHEDULED TRIBES
AND RELAXATION APPLICABLE TO THESE COMMUNITIES
Introduction
1. Of late, it has been noted that GREF units are not fully aware of various instructions on
reservation and concession provided to SC/ST communities. Therefore, a growing need has
been felt to compile and upto-date all relevant instructions concerning to these communities.
Aim
2. This ROI is issued with a view to enhancing the usefulness of these instructions, various
Government letters on the subject have been reproduced to make it more convenient for the staff
to make quick reference and take correct decisions.
General
3. Any of the following certificates may be accepted by the appointing authority as
sufficient proof in support of candidate’s claims as belonging to the Scheduled Caste or
Scheduled Tribes :-
(a) Matriculation or School leaving certificate or the birth certificate giving the caste
or Community of the candidate and place of residence.
(b) A certificate in the form given in Appendix ‘AF’ issued by one of the authorities
listed as under vide Min of Home Affairs OM No. 13/2/57 SCT (I) dated 25 May 60 and
Deptt of personnel & AR letter No. 36012/6/76-Estt (SCT) dated 20-10-77.
(i) District Magistrate/Additional District Magistrate/Collector/Deputy
Commissioner/Additional Deputy Commissioner/Deputy Collector/Ist Class
Stipendary Magistrate/City Magistrate/Sub Divisional Magistrate (not below the
rank of Ist class Stipendary Magistrate)/Taluka Magistrate/Executive
Magistrate/Extra Assistant Commissioner.
(ii) Chief Presidency Magistrate/Additional Presidency
Magistrate/Presidency Magistrate.
(iii) Revenue Officer not below the rank of Tehsildar.
(iv) Sub-Divisional Officer of the area where the candidate and/or his family
normally resides.
(v) Administrator/Secretary to Administrator/Development Officer
(Lakshadeep Islands).
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4. Where a candidate belonging to a Scheduled Caste or Schedules Tribe is unable to
produce a certificate from any of the prescribed authorities, he may be appointed provisionally
on the basis of whatever, prima-facie proof he is able to produce in support of his claim subject
to his furnishing the prescribed certificate within a reasonable time or if there is genuine
difficulty in his obtaining a certificate, the appointing authority should itself verify this claim
through the District Magistrate concerned.
5. An appointing authority may, if it considers necessary for any reason, verify the claim of
a candidate through the District Magistrate of the place where the candidate and/or his family
ordinarily resides. If after appointment in any particular case, the verification reveals that the
candidate’s claim was false, his service may be terminated in accordance with the relevant
rules/orders.
6. However, where the individual claims to be SC/ST after joining service, his caste
certificate issued by the Civil authorities will be sent to GREF Records for verification of its
correctness. Casualty will be published on confirmation from GREF Records.
7. Statewise list of SC/ST recognised in various states is also attached as Appendix ‘AG’.
8. As per Govt of India, Deptt of personnel & Training OM No 36012/52/93-Estt(SCT) dt
13-1-95, the reservation for OBCs is applicable to Civil posts and services under the Govt of
India to be filled through direct recruitment. Similar instructions in respect of Public Sector
undertaking and Financial Institutions including the Public Sector Banks were issued by the
Dept of Public Enterprise and the Ministry of Finance respectively. The above said instructions
relating to reservations for OBC have been extended to autonomous bodies, statutory and Semi
Government bodies and voluntary agencies receiving grants from Government. (Copy of above
letter enclosed).
9. As per Govt of India, Min of personnel, Public Grievances and pension OM No
42014/10/94-Estt(SCT) dt 13-10-94 regarding the reservation for OBCs, relaxation of standard
may be provided to OBC candidates as in the case of SC/ST candidates in respect of written
examination and interview, in order to fulfill the quota earmarked to OBCs.
10. Copies of following letters are reproduced for strict compliance :-
(a) Govt of India, Deptt of personnel & Trg OM No 36012/52/93-Estt (SCT) dt
13.1.95.
(b) Govt of India, Min of personal, Public Grievances and pension OM No
42014/10/94-Estt(SCT) dt 13-10-94 all ministries No. 36012/52/93-Estt(SCT)
Department of Personnel & Training Estt (SCT) Section New Delhi the 13th
Jan 1995.
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OFFICE MEMORANDUM
Subject : Reservation of Other Backward Classes In Civil Services and Posts
Under Government of India
1. The undersigned is directed to say that in accordance with the instructrions contained in
this Department’s O.M. dated 8-9-93, the reservation for OBCs is applicable to Civil posts and
service under the Government of India to be filled through direct recruitment. Similar
instructions in respect of Public Sector Undertakings and Financial Institutions including the
Public Sector Banks were issued by the Department of Public Enterprises and the Ministry of
Finance respectively.
2. The above said instructions relating to reservations for OBCs have been extended to
autonomous bodies, statutory and semi-Government bodies and voluntary agencies receiving
grants from Government.
(Hindi version will follow) Sd/
(M Venkataraman)
Under Secretary to the Government of India
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No 42014/10/93-Estt. (SCT)
Government of India
Ministry of Personnel, Public Grievances And Pensions
(Department of Personnel & Training)
New Delhi,
Dated the 13 Oct 1994
OFFICE MEMORANDUM
Subject : Reservation for Other Backward Classes.
The undersigned is directed to refer to paragraph 4 of O.M. No 36012/22/93-Estt. (SCT)
dated 22.10.1993 and subsequent clarificatory OM No. 36012/22/93-Estt. (SCT) dated 3.2.1994
on the above subject and to say that in respect of written examinations and interview, in order to
fulfil the quota earmarked to OBCs, relaxation of standards may be provided to OBC candidates
as in the case of SC/ST candidates.
(Hindi version will follow ) Sd/ xxxxxxx
(M VENKATARAMAN)
Under Secretary to the Governmen t of India
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Copy of Ministry of Home Affairs OM No 42/34/52, NGS dated 17th
April 1953 to all
Ministries etc.
The undersigned is directed to say that complaints have been received from some
Scheduled Caste candidates that on their selection for appointment in the Office of the
Government of India, they are asked to produce certificate from the District Magistrates of their
respective districts testifying that they belong to Scheduled Castes and that they are not allowed
to join their appointment till they produce such certificate. As it takes quite a long time for the
candidates to obtain the requisite certificates, they remain unemployed for considerable periods
and are thus subjected to unnecessary hardship.
In this connection, attention is invited to para 5 (7) of the Ministry of Home Affairs
Office Memorandum No 42/21/49-NGS dated 28th
January, 1952 as amended by Office
memorandum No. 42/22/51-NGS dt the 09th
April 1952. From which it is clear that it is the
duty of the appointing authority to verify the claims of the candidates for employment to be
treated as belonging to Scheduled castes or Scheduled Tribes through the District Magistrates
of the places where such candidates and/or their families ordinarily resides and that the
certificates signed by Gazetted Officers and countersigned by the District Magistrates concerned
of those issued by the Sub Divisional Officers have been prescribed only as alternatives. It is,
therefore, requested that where candidates claiming to belong to Scheduled Castes or Scheduled
Tribes are unable to produce one of the certificates mentioned in para 5 (7) of the Ministry of
Home Affairs Office Memorandum No 42/21/49-NGS dated 28th
January, 1952 and in Office
Memorandum No 42/21/51-NGS dated 09th
April, 1952, referred to above, they should be
appointed provisionally on the basis of whatever prima facie evidence they are able to produce
in support of their claim to be belonging to scheduled caste or scheduled tribes and that such
claim should then be verified through the District Magistrates of the place where they and/or
their families are ordinarily resident in the prescribed manner. If in any particular case the
verification reveals that the candidates’s claim is false, his service should be terminated.
It is requested that the position stated above may be brought to the notice of all
appointing authorities under the control of the Ministry of Finance etc.
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Copy of Deptt of Personnel & AR letter No. 36012/676-Estt. (SCT), dated 29.10.77,
to all State Governments and Union Territories.
I am directed to refer to this Department’s letter No. 13/2/74-Estt(SCT), dated 12th
August, 1976 on the subject noted above and to say that the form of Caste Certificate enclosed
with the aforesaid letter has been further revised consequent upon coming into force of the
Scheduled Caste and Scheduled Tribes Orders (Amendment) Act 1976. A copy of the revised
form is enclosed, I am to request that the revised form of certificate may please be brought to
the notice of the authorities under the State Government/Union Territories who are empowered
to issue such certificates.
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DP & AR OM No 36011/16/80-Estt (SCT) dt. 27.2.81
Subject: Descheduling of Caste of a Scheduled Caste Person after his initial appointment
in question of Verification of a Caste at the time of making subsequent
promotions
With reference to the above subject, the undersigned is directed to say that instances
have come to the notice of the Government where a Scheduled Caste person whose caste has
been de-scheduled long ago was promoted against a reserved vacancy though he no longer was
a member of the Scheduled Caste. Instances have also come to the notice of the Government
where a person professing a religion other than the Hindus and Sikhs, was appointed against a
Scheduled Caste vacancy though the fact of his belonging to any other religion other than
Hindus and Sikhs did not entitle him to claim the benefits of being Scheduled Caste.
Obviously, these have occurred due to the appointing authorities not scrutinising the caste
certificate of the persons to be appointed or promoted.
It has not been decided that the appointing authorities should verify the caste status of
Scheduled Caste/Tribe officer at the time of initial appointment and promotion against a
vacancy reserved for Scheduled Caste/Tribe. For this purpose, the caste and the community to
which a SC/ST person belongs, his place of residence and the name of the State, should be
pasted on the top of the service book, personal file or any other relevant document covering its
employee to facilitate such verification. It may be mentioned that a Scheduled Caste person,
whose caste been de-scheduled after his initial appointment as a scheduled caste is no longer
entitled to enjoy the benefit of reservation in promotions. This verification of caste-status at
every important upturn of employees career is necessary so that the benefit of reservation and
other scheme of concessions etc. meant for SC/ST should go only to the rightful claimants and
not those who become dis-entitled to them.
Min of Finance etc. are requested to bring the above position to the notice of all attached
and subordinates under them.
Copy of Ministry of Home Affairs letter No 35/1/72-RU(SCT), VO, dated 2nd
May 1975
to all State Government and Union Territory Administrations.
I am directed to state that complaints are often received that Scheduled Caste and
Scheduled Tribes certificates are given to persons who do not in fact belong to a Scheduled
caste or Scheduled tribes. It is necessary, therefore, that the certificate issuing authorities should
make a proper verification before they actually issue such a certificates.
In this connection a set of points which should be taken into account are enclosed for the
guidance of those empowered to issue Scheduled Caste and Scheduled Tribe Certificates. It is
requested that these instructions may be circulated amongst them.
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Where a person claims to belong to a Scheduled Caste or a Scheduled Tribe by
birth it could be verified :-
(i) That the person and his parents actually belong to the community
claimed.
(ii) that this community is included in the presidential Orders specifying the
Scheduled Castes and Scheduled Tribe in relation to the concerned state;
(iii) that the person belongs to that State and to the area within that state in
respect of which the community has been scheduled,
(iv) If the person claims to be a Scheduled caste, he should profess either the
Hindu or the Sikh religion,
(v) if the poerson claims to be Scheduled Tribe, he may profess any religion.
2. Cases of Migration:
(i) Where a person migrated from the portion of the state in respect of which
his community is scheduled to another part of the same state in respect of which
his community is not scheduled, he will continue to deem to be the member of
the Scheduled Caste or the Schedule Tribe, as the case may be, in relation to that
State.
(ii) Where a person is migrated from one state to another he can claim to belong
Scheduled Caste or a Scheduled Tribe only in relation to the State to which he
originally belonged and not in respect of the State to which he has migrated.
3. Claims through marriage
(i) the guiding principle is that no person who was not a Scheduled Caste or
a Schedule tribe by birth will deemed to be a member of a Scheduled Caste or a
Scheduled Tribe merely because he or she had married a person belonging to a
Scheduled Caste or a Schedule Tribe. Similarly a person who is a member of
Scheduled Caste or a Scheduled Tribe would continue to be a member of that
Scheduled caste or Scheduled Tribe as the case may be, even after his or her
marriage with a person who does not belong to a Scheduled Caste or a Scheduled
tribe.
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4. Case of Conversion and Reconversion
(i) Where a Scheduled caste person gets converted to a religion other than
Hinduism or Sikhism and then reconverts himself back to Hinduism or Sikhism,
he will be deemed to have reverted to his original Scheduled Caste, if he is
accepted by the member of that particular caste as one among them.
(ii) in the case of a descendant of a Scheduled caste convert, the mere fact or
conversion to Hinduism or Sikhism will not be sufficient to entitled him to be
regarded as a member of the Scheduled Caste or which his forefathers belonged.
It will have to be established that such a convert has been accepted by the
members of the caste claimed as one among themselves and has thus become a
member of the caste.
Cases of Adoption
Great care has to be exercised in dealing with cases where a persons claims to be
Scheduled Caste on the ground that he has been adopted by a Scheduled Caste person. The
validity of the adoption has to be clearly established before any caste certificate can be given. It
is for the party to prove his claim by cognate and reliable evidence :-
(i) The requirements of valid adoption are given in Section 6 to 11 of the
Hindu Adoptions and Maintenance Act, 1956. The actual giving and taking of
the child in adoption is a mandatory requirement and there-after the adopted
child is deemed to be the child of his or her adoptive father or mother for all
purposes and the child serves all ties with the family of his or her birth.
Ordinarily, no child who has attained the age of 15 years or who is married can
be given in adoption unless there is a custom or usage applicable to the parties.
(ii) In deciding whether an adoption is valid, the certificate issuing authority
should satisfy himself that all the requirements of Law have been complied with.
He should also take into account the behaviour of the child after adoption
whether he physically lives with and is supported by his adoptive parents and
receives no financial help from his original parents. In case these conditions are
not satisfied, the certificate should be refused.
(iii) Where the case relates to an adoption of a married person or of a person
of the age of 15 years and above, the certificate shall be required to be given by
the Distt Magistrate who shall after making due enquiries as to the validity of the
adoption and as to whether such adoption is permitted by a custom or usage
applicable to the parties, make an endorsement to that effect on certificate. Such
custom or usage should have been continuously and uniformly observed for a
long time and obtained the force of law among the Hindus of that particular area,
or that community group of family provided that the custom or usage is certain
and not unreasonable or opposed to public policy and in the case of custom or
usage in respect of particular family that the custom or usage has not been
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discontinued. In addition it should be verified that all other conditions for a valid
adoption, including the physical transfer of the adopted person to the family of
the adoptive parents and that he has served all ties with the original parents are
fulfilled.
Ministry of Home Resolution No 15/1/55-SCT, dated 30 April 1955
Recruitment
1. In order to secure greater representation of the Scheduled castes and Scheduled Tribes in
the public Services, the maximum age limit prescribed for appointment to a non-Gazetted
service or post was increased by 5 years in the case of candidates belonging to these castes and
Tribes vide Government of India, Ministry of Home Affairs resolution No. 42/19/51/NGS,
dated the 25th
June, 1952. It has now been decided that this concession should be extended to
appointments to gazetted posts in the Central services. The application of these orders to
recruitment to all India servies is separately under consideration.
2. The above decision will take effect immediately. The Union Public Service Commission
have agreed that where the advertisements issued by them require that applications from the
candidates should reach the Commission on a date falling within 15 days from the date of this
Resolution, the last date for the receipt of applications from Scheduled Caste and Scheduled
Tribe candidates will be extended by two weeks. Other recruiting authorities for posts under the
Government of India will also take similar action wherever necessary.
Copy of Deptt, of Peresonnel & AR OM No 36011/9/76-Estt. (SCT), dated 14.7.76 to all
Ministries etc.
The undersigned is directed to refer to the instructions contained in the Ministry of
Home Affrairs OM No 42/19/51/NGS dated 25.6.1952 and No.15/1/55-SCT dt 30.4.1955
according to which the maximum age limit prescribed for direct recruitment to a service or post
is increased by five years in the case of candidates belonging to Scheduled castes and Scheduled
Tribes. Further according to the instructions in Department of Personnel and AR OM No
21/9/70-Estt (SCT) dated 8.12.1971 where an upper age limit not exceeding 50 years is
prescribed for promotion to a service/post, it shall be relaxed by 5 years in the case of
candidates belonging to Scheduled Caste and Scheduled Tribes, except in posts which have
arduous field duties or are meant for operational safety and in posts in para-military
organiations. The maximum age limit prescribed for direct recruitment to a service or post is
also relaxable in the case of certain special categories of persons eg. Migrant from East Pakistan
(now Bangladesh), Migrants from East African countries, Ex-servicemen in certain cases etc.
according to the various orders issued in this regard. According to the instructions in the
Ministry Of Home Affairs OM No 4/1/55-RPS dated 12th
February, 1955, relaxation of age
limit should normally be made only where the recruitment rules provide for such relaxation. The
recruitment rules which inter-alia prescribe the age limit for a post/service, should, therefore,
contain the following proviso :-
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“Provided that the upper age limit prescribed may be relaxed in the case of candidates
belonging to the Scheduled Castes, Scheduled Tribes and other special categories of
persons in accordance with the orders issued from time to time by the Central
Government”.
The committee on Subordinate Legislation has however pointed out in para 182 of its
12th
report that the Recruitment Rules for posts under certain Ministries/Departments did not
contain the above mentioned proviso. The committee has desired that all
Ministries/Departments should take necessary action to amend their recruitment rules so as to
incorporate theirin the proviso on the above mentioned lines, wherever it has not already been
done. The recommendation of the committee is accordingly brought to the notice of the
Ministries/Departments for implementation. Ministries/Departments are requested to review the
recruitment rules in respect of posts under them and to include a proviso therein on the above
mentioned lines, wherever necessary.
(b) Promotion
Copy of Department of Personnel OM No 21/9/70-Estt(SCT) dated 8th
December, 1971 to
all Ministries etc.
In accordance with the Ministry of Home Affairs Resolution No 42/19/51-NGS, dated
the 25th
June, 1952 and No. 15/1/55-SCT, dated the 30th
April, 1955, the maximum age limit
prescribed for appointment to a service or post is to be increased by 5 years in the case of
candidates belonging to SC/ST. This relaxation is being granted in all services/posts filled by
direct recruitment. Enquiries made from different Ministries/Departments regarding the upper
age limit prescribed for post/services filled by promotion reveal, that for a large number of
posts/services, either no upper age limit has been prescribed or where such limit is prescribed a
relaxation of 5 years is already being granted in favour scheduled Castes/Scheduled Tribes
employees. The question whether the upper age limit prescribed in posts/services filled by
promotion should be relaxed in favour of Scheduled Caste and Scheduled Tribes where such
relaxation is at present not available has been under the consideration of the Government. It has
now been decided that where an upper age limit not exceeding 50 years is prescribed for
promotion to a service post, it shall be relaxed by 5 years in favour of Scheduled castes and
Scheduled Tribes. This decision, however, would not apply to posts which have arduous field
duties or are meant for operational safety and to posts in para military organisations.
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Ministry of Finance etc. are requested to bring the above decision to the notice of all
authorities under them and take appropriate action for amending the recruitment rules, wherever
necessary.
Copy of Department, of Peresonnel & AR OM No 15012/2/81-Estt. (d), dated 8-4-81
In terms of this Departments OM No 4/4-74-Estt. (D) dated the 20th
July’ 1976 for direct
recruitment in Group C and D posts/Services, the upper age limit will be relaxable upto the age
of 35 years in respect of persons who are working in posts which are in the same line or allied
cadre and where a relationship could be established that the service rendered in the Department
will be useful for efficient discharge of the duties in other categories of posts in the same
Department, provided the age concession will be admissible only where an employee has
rendered not less than three years continuous service in the same Department.
An enquiry has been made as to whether departmental candidate belonging to SC/ST
would be eligible for a concession of 5 years over the age of 35 years for purpose of recruitment
terms of the OM No. quoted above. It is clarified that for Departmental SC/ST candidates
satisfying the above conditions, the upper age limt will be relaxable upto 40 years.
-------------------------------------------
3. Relaxation of experience qualification
Copy of Department, of Personnel & AR OM No 27/10/71-Estt. (SCT),
dated the 5th
September, 1975 to all Ministries etc.
In this Department’s Office Memorandum No 27/10/71-Estt. (SCT), dated the 28th
August, 1971, views of the Ministries/Departments were invited on the question of relaxation of
the requirement regarding experience in the particular field or post for recruitment to
posts/services under the Govt in the case of Scheduled Caste/Scheduled Tribes candidates. This
matter has been carefully considered in the light of the views of the Ministries/Departments, and
in consultation with the Union Public Service Commission. It has now been decided that where
some period of experience is prescribed as an essential qualification for direct recruitment to a
post and where, in the opinion of the Ministry/Department concerned, the relaxation of the
experience qualification will not be inconsistent with efficiency, a provision should be inserted
under the ‘Essential’ qualification in column 7 of the Schedule to the relevant Recruitment
Rules, as indicated at (a) or (b) below, to enable the UPSC/Competent authrority to relax the
‘experience’ qualification in the case of Scheduled Castes/Scheduled Tribes candidates in the
circumstance mentioned in the provisions :-
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(a) Where the post is filled by direct recruitment through the Union Public Service
Commmission, the provision to be inserted will be :-
“The qualification regarding experience is relaxable at the discretion of the
Union Public Service commission in the case of candidates belonging to the
Schedule Castes or Schedule tribes, if at any stage of selection the Union Public
Service Commission is of the opinion that sufficient number of candidates from
these communities possessing the requisite experience are not likely to be
available to fill up the vacancies reserved for them”
(b) Where the post is filled by direct recruitment otherwise than through the UPSC,
the provision to be inserted will be :-
“The qualification regarding experience is relaxable at the discretion of
the competent authority in the case of candidates belonging to the Scheduled
Castes or Scheduled Tribes, if at any stage of selection, the competent authority
is of the opinion that sufficient number of candidates from these communities
possessing the requisite experience are not likely to be available to fill up the
vacancies reserved for them”.
2. The ministry of Finance, etc, are accordingly requested to review the recruitment rules
of all the posts in Class I, Class II, Class III and Class IV under them, and to make suitable
provision, wherever, necessary, in the Recruitment Rules as mentioned in the preceding
paragraph.
3. When any vacancies reserved for Scheduled castes and Scheduled Tribes are advertised
or intimated to the Employment Exchange, it should be specifically mentioned in the
advertisement/requisition that the period of experience prescribed is relaxable, at the discretion
of the UPSC or the competent authority, as the case may be, in the case of Scheduled
caste/Tribes candidates as provided in the recruitment rules. This is intended to ensure that the
aspirants who may fall slightly short of the requisite experience come to know above the
possibility of relaxation in their regard.
4. Ministry of Finance, etc.are requested to bring the above instructions to the notice of all
concerned.
Copy of Department, of Peresonnel & AR OM No D.1458/81-Estt. (SCT), dated 21-5-81
Attention is invited to Department of Personnel & AR OM No. 21/10/71-Estt(SCT),
dated 5th
September, 1975 on the above subject by which a provision should be inserted under
the ‘essential’ qualification in column 7 of the scheduled to the relevant recruitment rules for
relaxing the essential qualification in favour of SC/ST candidates in direct recruitment to a
post. The committee on subordinate Legislation has recommended that the foot-note in column
7 of the Recruitment Rules should be further expanded by adding the following sentence.
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“the appointing authority shall record the reasons for relaxing the qualifications
regarding experience in writing while doing Ministries/Departments etc. are requested to
bring the above recommendation to the notice of all concerned.
4. Relaxation of Standard of suitability
Copy of Ministry of Home Affairs OM No 1/1/70-Estt. (SCT), dated
25th
July, 70 to all Ministries etc.
1. According to the instruction in this Ministry’s Office Memorandum No 8/10/66-Estt(C),
dated the 15th
May 1967 read with Office Memorandum No 16/17/67-Estt(C), dated the 8th
February, 1968 if Scheduled Caste/Tribe candidates obtained, according to their normal position
in the examination for direct recruitment, less vacancies than the number reserved for them the
selecting authorities have discretion, in order to make up the deficiency to select candidates
belonging to these communities who may have obtained low place in the examination, provided
that such authorities are satisfied that the minimum standard necessary for maintenance of
efficiency of administration has been reached in their cases. Similarly, in direct recruitment
otherwise than by examination, if Scheduled Caste/Scheduled Tribes candidates obtain, on the
basis of the general standard, less vacancies than the number reserved for the selecting
authorities can, in order so make up the deficiency, select Scheduled Caste/Tribes candidates
who may be of a lower strandard than candidates of other communities, provided such
candidates satisfy the maximum standard necessary for maintenance of efficiency of
administration. The extent of relaxation of standard, while judging the suitability of Scheduled
Caste/Tribe candidates, both in direct recruitment by examination and otherwise than by
examination is thus at present decided by the selecting authority in the case of each category of
post or posts. It has now been decieded that, in the case of direct recruitment, whether by
examination or otherwise, if sufficient number of Scheduled Caste/Tribe candidates are not
available on the basis of the general standard to fill all the vacancies reserved for them,
candidates belonging to these communities may be selected to fill up the remaining vacancies
reserved for them provided they are not found unfit for such post or posts. Thus, to the extent
the number of vacancies reserved for scheduled castes and scheduled tribes can not be filled on
the basis of the general standard candidates belonging to these communities will, as at present,
be taken by relaxed standard to make up the deficiency in the reserved quota, subject to the
fitness of these candidates for appointment to the post/posts in question.
2. Ministry of Finance etc. are requested to bring the above instructions to the notice of all
appointing authorities under them including public section undertakings and statutory, semi
Government and autonomous bodies.
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5. Further relaxation of standard for non-tech
Copy of Ministry of Home Affairs OM No 24/7(I-Estt. (SCT), dated the
24th
September, 1968 to all Ministries etc.
1. The working Group set-up under the Chairmanship of Shri MR Yardi, Additional
Secretary, Ministry of Home Affairs, to study the progress of measures for land allotment to
Scheduled Caste and their representation in service has inter-alia made the following
recommendation :-
Recommendation No 13
‘As an experimental measure, it would be desirable to select the best among the
candidates being considered for selection, give them in service training and confirm
them only after they have acquired the requisite proficiency. In the initial stages this
could be confined to the non-technical and quasi-technical posts’.
2. Under the existing orders in respect of direct recruitment by competitive examination or
by qualifying examination, the recruiting authorities have the discretion to select Scheduled
Caste/Scheduled Tribes candidates by applying relaxed standards. The exact position in this
regard has been explained in paragraph 3 and 4 of this Ministry’s Office Memorandun No
16/1/67/Estt (C), dated the 8th
February, 1968. The provisions of these paragraphs are again
brought to the notice of Ministries/ Departments and other recuiting authorities with the request
to ensure that the orders in this regard are strictly complied with.
3. The Government have considered the recommendation of the working Group
reproduced in paragraph 1 above and it has been decided to accept it in regard to non-technical
and quasi technical Class III and Class IV services/posts filled by direct recruitment other wise
than through a written examination ie. by direct recruitment on the basis of applications,
nominations form Employment Exchange, whether followed by interview or not. Accordingly,
in addition to the existing concessions referred to in para 2 above it has been decided that with
effect from the date of issue of this office memorandum until further orders in cases where the
requisite number of Scheduled Casts/Scheduled Tribe candidated fulfilling even the lower
standards are not available to fill the vacancies reserved for them, selecting authorities should,
to the extent of the vacancies reserved for Scheduled Caste/Scheduled Tribes in non-technical
and quasi-technical Class III and Class IV Services/posts requiring to be filled by direct
recruitment otherwise than by written examination, select for appointment the best among the
Scheduled Caste/Scheduled Tribe candidates who fulfill the minimum standard necessary for
the posts and for the maintenance of efficiency of administration, they should be given in-
service training. The in-service training will be provided by the appointing authorities within
their own offices. Such candidates will, on their appointment, be placed on probation and the
rules/orders regarding probation will apply to them.
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4. All Ministries/Department are requested to bring these instruction to the notice of all
authorities under them.
Ministry of Home Affairs OM No 16/8/69-Estt. (SCT), dated 31st October, 1969 to all
Ministries etc. According to para 2 (c) of this Ministry’s office Memorandum No 1/12/67-Estt.
(C), dated the 11th
Jul 1968, while there is no reservation for Scheduled castes and Scheduled
tribes in appointments made by promotion on the basis of seniority subject to fitness, cases
involving supersession of Scheduled castes and Scheduled Tribes Officers in Class I and II
appointments are required to be submitted for prior approval to the Minister or Deputy Minister
concerned and cases involving supersession of Officers belonging to these categories in Class
III and IV appointment are required to be reported within a month to the Minister or Deputy
Minister concerned for information. It has been brought to the notice of this Ministry that some
cases of supersession of Scheduled Caste/Tribes Officers were not submitted or reported to the
Minister as required under the instructions referred to above. It is, therefore, requested that all
the Ministries and departments may enjoin on the authorities under their control to ensure that
the prescribed procedure in this regard is strictly observed. The Liaison Officers who have been
nominated in the Ministries/Departments and in the Offices under the Heads of Departments for
the purpose of ensuring proper compliance of the orders relating to reservation of Scheduled
Castes and Scheduled Tribes may specially watch proper implementation of the aforesaid orders
in the offices under their charge.
6. Relaxation of Standards in Departments Competitive Examination and
Confirmation Examinations.
Copy of Department of Personnel OM No 8/12/69-Estt. (SCT), dated
23rd
December, 1970 to all Ministries etc.
Attention of the Ministry of Finance etc. is invited to Ministry of Home Affairs OM No.
1/1/70-Estt. (SCT), dated 25th
July, 1970 in which it has been provided that in the case of direct
recruitment, whether by examination or otherwise, if sufficient number of Scheduled
caste/Scheduled Tribes candidates are not available on the basis of the general standard to fill all
the vacancies reserved for them, candidates belonging to these communities may be selected to
fill up the remaining vacancies reserved for them provided they are not found unfit for
appointment to such post or posts. A question has been raised whether relaxation in the
qualifying standards could be granted to Scheduled Castes/Scheduled Tribes candidates on the
same basis in promotions made through departmental competitive examinations and in
departmental confirmation examinations where such examinations re-prescribed to determine
the suitability of candidates for confirmations. The matter has been carefully considered and it
has been decided that in promotions confirmations made through such examinations, Scheduled
Caste/Scheduled Tribes candidates who have not acquired the general qualification standard in
such examinations could also be considered for promotion/confirmations. In other words, the
qualifying standards in these examinations could be relaxed in favour of scheduled
castes/scheduled tribes candidates in keeping with the above criterion.
***
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7. Relaxation of Standard in Departmental Qualifying Examination for Promotion to
Higher Grade
Copy of Department of Personnel & Administrative Reforms OM No 36021/10/76-Estt. (SCT),
dated 21st January, 1977 to all Ministries etc.
The undersigned in directed to refer to this Department’s Office Memorandum No.
8/12/69-Estt. (SCT), dated 23rd
December, 1970 in which it has been provided that in
promotions made through departmental competitive examinations and in departmental
confirmation examinations, if sufficient number of Scheduled Caste/Scheduled Tribes
Candidates are not available on the basis of the general standard to fill the vacancies reserved
for them, candidates belonging to these communities who have not acquired the general
qualifying standard should also be considered for promotion/confirmation provided they are not
found unfit for such promotion/confirmation. A question has been raised whether relaxation in
qualifying standards should be granted been raised whether relaxation in qualifying standards
should be granted to Scheduled Castes and Scheduled Tribes candidates, on the same basis, in
promotions on the basis of seniority subject to fitness is decided on the basis of qualifying
examination. The matter has been carefully examined and it has now been decided that in
promotions made on the basis of seniority subject to fitness in which there is reservation for
Scheduled Castes and Scheduled Tribes in accordance with this department’s Office
Memorandum No 27/2/71-Estt. (SCT), dated 27th
November, 1972, and where a qualifying
examination is held to determine the fitness of candidates for such promotion suitable relaxation
in the qualifying standard in such examinations should be made in the case of Scheduled
Caste/Scheduled Tribe candidates. The extent of relaxation should however, be decided on each
occasion whenever such an examination is held taking into account all relevant factors including
(i) the number of vacancies reserved,
(ii) the performance of Scheduled Caste/Scheduled Tribes as well as general
candidates in that examinations,
(iii) the minimum standard of fitness for appointment to the post and also
(iv) the overall strength of the cadre and that of the Scheduled Castes and Scheduled
Tribes in that cadre.
2. The ministry of Finance etc. are requested to bring the above decision to the notice of all
authorities concerned.
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8. Relaxation of Standards
Copy of Department of Personnel & AR OM No 36011/6/79-Estt (SCT), dated 19th
April 1979
to all Ministries etc.
The undersigned is directed to refer to this department’s OM No 36021/10/76-Estt
(SCT) dated 21.01.1977 in which it has been provided that in promotions made on the basis of
seniority subject to fitness where there is reservation for Scheduled Castes and Scheduled Tribes
in accordance with the Department of personnel & AR OM No 27/2/71-Estt. (SCT), dated 27th
November 1972, and where a qualifying examination is held to determine the fitness of
candidates for such promotion, suitable relaxation in the qualifying standards in such
examinations should be made in the case Scheduled Caste/Scheduled Tribes candidates. The
extent of relaxation in such case is to be decided on each occasion taking into account all
relevant factors including (i) the number of vacancies reserved; (ii) the performances of
Scheduled Castes/Scheduled Tribes candidates as well as general candidates in that examination
(iii) the minimum standard of fitness for appointment to the post, and also (iv) the overall
strength of the cadre and that of the Scheduled Castes and Scheduled Tribes in that cadre. A
question has been raised whether similar relaxation of standards could be made by selection
(and not on the basis of seniority subject to fitness), It has now been decided that in the case
also of departmental qualifying examinations held for promotion to be made on the basis of
selection in which there is reservation for Scheduled Castes and Scheduled Tribes in accordance
with Para 2(B) (b) of this Deptt OM No.1/12/67 Estt(C) dated 11.7.68 and 10/41/73-Estt. (SCT),
dated 25.2.76) suitable relaxation should be made in the case of Scheduled Caste/Scheduled
Tribe candidates in the Departmental qualifying examinations in question. In such cases the
extent of relaxation should be decided on each occasion whenever a qualifying examination is
held taking into account all relevant factors such as those refers to at times (i) to (iv) in this
office memorandum.
9. Number of candidates
Copy of Department of Personnel OM No 27/14/71-Estt. (SCT), dated 30th
January 1973 to all Ministries etc.
The undersigned is directed to say that according to para 2 (c) of Ministry of Home
Affairs Office Memorandum No 1/1/70-Estt. (SCT), dated the 31st July, 1970, in direct
recruitment made through examinations alongwith interview or in direct recruitment made
otherwise than through examination the interview of Scheduled Caste and Scheduled Tribe
candidates should be held on separate day or sitting of the Selection Committee so that the
Scheduled Caste and Scheduled Tribe candidates are not judged in comparison with general
candidates and the Interviewing authority/board is/are prominently aware of the need for
judging the Scheduled Caste /Scheduled Tribe candidates by relaxed standards. It has been
brought to the notice of this Department that candidates belonging to Scheduled Caste/
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Scheduled Tribes through fulfilling all the prescribed qualifications were some times not called
for interview. This matter has been considered and it has been decide that in posts filled
otherwise than through examination normally, six to seven candidates belonging to the
community for which the post reserved may be called for interview for each reserved vacancy,
subject to availability of such candidates fulfilling the qualifications prescribed for the post.
Where the response from the Scheduled Caste/Scheduled Tribe candidates in exceptionally
good, the recruiting authority may, having regard to the merits of each case, call as may as 10 to
12 candidates of the respective category for each reserved vacancy for purpose of
interview/selection.
2. Ministry of Finance etc, are requested to bring the above instructions to the notice of all
the appointing authorities under them.
10. Travelling allowance
Copy of Office Memorandum No F.5/25/FIV(B)/60, dated the 6th
May, 1960 from the Ministry
of Finance (Department of Expenditure), to all Ministries of the Government of India etc.
The undersigned is directed to invite a reference to the Ministy of Home affairs Office
Memorandum No 5/5(2)/59/SCT(I), dated 18th
November, 1959, addressed to all Ministries etc,
of the Government of India on the above subject, and to say that the question of grant of TA to
Scheduled Caste/Scheduled Tribe candidates called for interview in connection with their
appointment to posts under Government has been considered in consultation with Controller
and Auditor General. The President has been pleased to decide that when Scheduled
Caste/Scheduled Tribes candidates are called for interview for appointment to Class III and IV
advertised posts, recruitment to which is made departmentally, (i.e otherwise than through the
UPSC), the recruiting authority may allow such candidates single 3rd
Class rail fares, chargeable
by passenger train, by the shortest route from the railway station nearest to their normal place of
residence, or from which they actually performed the journey, whichever is nearer to the place
of interview, and back to the same station provided the distance travelled by rail each way
exceeds fifty miles. No extra charge if any, incurred for reserving seat/sleeping berth in the train
will however, be re-imbursed to the candidates.
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(ii) Copy of Office Memorandum No F.5/25/E, IV (B)/60, dated the 21st September,
1960 from Ministry of Finance (Department of Expenditure) to all Ministries etc.
The undersigned is directed to invite a reference to this Ministry’s Office
Memorandum No F.5/25/E.IV (B)/60, dated the 6th May, 1960 on the above subject and
to say that a question has been raised whether road mileage will be admissible to
Scheduled Castes/Scheduled Tribes Candidates called for interview for appointment to
Class III and Class IV advertised posts if the journeys are made between stations not
connected by rail. It has been decide for road journeys between stations not connected
by rail, the recruiting authority may allow such candidates actual bus fare or road
mileage at the lowest rate for Govt servants as admissible under the Supplementary
Rules, whichever is less provided the distance covered by road is more than 20 miles
each way.
It has also been decided that the provisions of this Ministry’s Office
Memorandum No 5/25/EIV (B)/60, dated the 6th
May 1960 and Para 1 above will apply
to the Scheduled Caste/Schedule Tribes Candidates called for a written test on the basis
of which appointment to such Class III and Class IV advertised posts are made. The
traveling allowance to the candidates called for a written test will, however, be
admissible subject to the condition that the written test any interview that may also be
necessary would be held at one and the same station and on the same or adjacent days so
that the candidates would get Travelling Allowance for only one journey to and from the
place of selection.
***
(iii) Copy of Office Memorandum No 5(25)E IV(B)-60, dated the 23rd
November,
1960, from the Ministry of Finance (Department of Expenditure), to all
Ministries of the Government of India etc.
The undersigned is directed to invite reference to this Ministry’s Office
Memorandum No F.5/25-E IV/60, dated the 6th
May 1960 and 21st September 1960
wherein orders were issued for the payment of traveling allowance to the Scheduled
Caste/Scheduled Tribes candidates called for interview/written test by the recruiting
authorities for appointment to Class III and Class IV advertised posts recruitment to
which is made departmentally. Enquiries have been received from certain quarters
whether the concession under those orders may also be allowed to the candidates called
by the recruiting authority for interview/written test, through the Employment
Exchanges. It has been decided that the orders mentioned above should apply also to the
candidates of Scheduled Castes/Scheduled Tribes called through the Employment
Exchanges, for interview/ written test for appointment to Class III and Class IV posts,
recruitment to which is made departmentally.
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(iv) Copy of Office Memorandum No F 5(25)EIV(B)/60, dated the 22nd
July,1963,
from the Ministry of Finance (Department of Expenditure), to all Ministries of
the Government of India, etc.
The undersigned is directed to invite reference to this Ministry’s Office
Memorandum of even number dated that 6th
May, 1960, the 21st September, 1960 and
the 23rd
November, 1960 on the subject mentioned above and to state that a question has
been raised as to whether the concessions sanctioned therein are admissible also to
Scheduled Caste/Scheduled Tribes candidates who are already in Central/State
Government services. It is hereby clarified that the terms ‘candidates’ in the Office
Memorandum cited above does not include those who are already in Central/State
Government service. Accordingly the concessions in question are not admissible to
those candidates who are already in Central/State Government service.
These orders have effect from the respective dates of the orders mentioned above
but past cases in which payments have been made under these orders to the candidates,
who were in the Central/State Governments service, need not be reopened.
(v) Copy of Ministry of Finance (Department of Expenditure) OM No 5(25) EIV
(B)/60 dated 19.6.72 to all Ministries/Departments etc.
The undersigned is directed to invite reference to this Ministry’s Office
Memorandum of even number dated the 6th
May 1960 and 21st September, 1960 wherein
orders were issued for the payment of traveling allowance to the Scheduled
Castes/Scheduled Tribes Candidates called for interview/written test by the recruiting
authorities for appointment to Class III and IV advertised posts recruitment to which is
made departmentally.
A question has been raised as to what travelling allowance should be allowed for
sea-journey performed by the Scheduled Tribes candidates from the Union Territories of
LMA Islands to attend interview/test for recruitment to Class III and Class IV posts on
the mainland as well as in the Islands centres. It has been decided that for the above
mentioned sea-journeys, the sea-passage by the Lowest class (exclusive of diet charges)
may be reimbursed provided the distance covered by sea is more than thirty Kilometers
each way.
In their application to the Indian audit and accounts department these orders
issued after consultation with the controller and Auditor General of India.
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(vi) Copy of Ministry of Finance OM No 19014/(2)/EIV(B)/74, dated 25-1-75
to all Ministries/Department etc.
The undersigned is directed to invite attention to this Ministry’s
OM No F 5. (25)-EIVF(B)/60, dated 22.7.1963, which clarifies that SC/ST
candidates already in service under Central/State Government will not be
entitled to the concessions granted in this Ministry’s Office Memorandum No
F (25)-EIV(B)/60 dated 6.5.1960 and the 23.11.1960.
It is now further clarified that the concessions will also not be admissible to
SC/ST candidates who are already in service in central/State Government, Corporations,
Public Undertakings, local Government, Institutions and Panchayats.
Past cases in which payments have already been made need not be reopened.
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APPOINTMENT ON SC/ST CANDIDATES ON
RELAXED CONDITION OF TYPING
Introduction
1. The cases are increasing where SC/ST candidates recruited on relaxed conditions as per
existing Govt orders who do not qualify the typing test are required to be trained so as to enable
them to pass the test within the prescribed time.
Aim
2. Aim of the ROI is to lay down the procedure to be followed on conduction of trade
test/written counselling to them.
Procedure
3. As per Para 3 (a) and (b) of Govt orders incorporated at Page 279 in ‘Swamy’s
Complete Manual on Establishment and Administration for Central Govt Offices’, relaxation
are to be given to SC/ST candidates in appointment. However SC/ST candidates in recruitment
should qualify the test i.e. upto the marks given in relaxation i.e. not found unfit to hold the
post.
4. Projects where they are posted should be asked to test/train these individuals. The test
should be carried out every two months and written counselling given up to the stage they come
up to the required standard and no relaxation is to be given in such cases. This counselling
should be given to the individuals concerned after each test i.e. 2 months. If the individual do
not pick up, they should be placed under another officer for 3-6 months. If they do no show any
improvement, then action to discharge them will be taken by the competent authority after 2
years based on number of counselling letters and recommendation of the Board of Officers.
Authy : HQ DGBR letter No 12401/Gen/DGBR/EG2 (Rtg) dated 03 Jan 96.
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APPOINTMENT/REAPPOINTMENT/PROMOTION
GROUP ‘C’ & ‘D’ IN GREF
Introduction
1. Various ROIs and instructions concerning the subject matter have been issued in the past
with reference to the instructions received from the higher authorities. Consolidation of these
instructions contained in the various GREF ROIs are felt necessary for references.
2. The procedure, which is being followed for appointment/re-appointment/promotion in
respect of GROUP ‘C’ and ‘D’ employees in GREF, and the same is narrated in the succeeding
paragraphs.
Appointment
3. As per recruitment programme, vacancies are advertised by GREF Centre in the relevant
news papers and applications are invited from the candidates for the trade (s) for appointment in
Group ‘C’ & ‘D’ posts.
Competent Authority Empowered to make Appointment Gp ‘C’ & ‘D’
4. The officers authorised to make appointment to Group ‘C’ and ‘D’ in the General
Reserve Engineer Force are specified in DGBR letter NO. 70542/DGBR/E2A(T&C) dated
19.1.73. At present Commander GREF Centre is empowered to make appointment to the said
posts.
5. The appointing/recruiting authorities will be personally responsible to ensure that
personnel recruited by them are in possession of all requisite educational/technical
qualifications and experience certificates as prescribed in Recruitment and Promotion Rules-
1982 of Group ‘C’ & ‘D’ and where doubt arises for the genuineness, such certificates must
invariably be referred to the Government Education Board (s) concerned for verification. Cases
warranting relaxation, if any, will be referred to DGBR for prior approval before the recruitment
of any candidate is actually carried out.
6. The candidates, who possess original education/technical certificates and fulfill the
conditions as per GREF Recruitment & Promotion Rules-1982 of Group ‘C’ & ‘D’ may be
asked to appear for test/interview for selection. The candidates with provisional certificates may
also be accepted, if they have passed the requisite educational/technical examinations within the
last five years of recruitment, if the reasons in obtaining the original certificates are beyond the
control of the individual (s) and there is adequate collateral evidence for non-issue of the
certificate (original) available with candidate (s). The candidates who are in possession of
provisional certificates of more than five years and do not posses any evidence for non-issue of
original certificate, should not be entertained. The fresh graduates or Diploma holder candidates
can also be recruited, if they fulfill the requisitie conditions laid down in GREF Recruitment &
Promotion Rules-1982 for Group ‘C’ and ‘D’, on the basis of provisional certificate issued by
the competent authority/recognised University/College/Institution. However, the recruitment on
provisional certificates may be restricted to the barest minimum.
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7. On selection of a candidate for appointment, the appointing/recruiting authority will
prepare the following documents and dispose off as shown against each.Two sets of service
documents will be prepared (Unit set and Records set) and the documents earmarked for unit
and Record will be placed in them :-
(a) Appointment form : 3 copies - Original copy to individual
concerned, duplicate to unit and
triplicate to GREF Records.
(b) Trade Test Sheet : 2 copies - Original to unit concerned and
duplicate to GREF Records.
(Guidelines for completion of TT Sheet are incorporated in Appendix ‘AH’)
(c) Medical form/sheet : 3 copies - Original and duplicate to unit
concerned and triplicate to
GREF Records.
(d) Kindred roll and : 2 copies - Original to unit concerned and
Next of Kin form duplicate to GREF Records
(e) Certificate regard- : 2 copies - -do-
ing Nationality
(f) Declaration regarding : 2 copies - -do-
marriage (alongwith joint
passport size photograph
of husband and wife duly
attested by village
Sarpanch or a Gazetted
Officer where applicable).
(g) Statement of movable/ 2 copies - -do-
immovable property
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(h) Extract form discharge 2 copies - Original to unit concerned and
certificate in r/o ex-armed duplicate to GREF Records
forces/GREF/TA
personnel
(j) Photostat copies : 2 copies - -do-
of original/provisional
educational/technical
qualification certificates
(k) CTC of SC/ST : 2 copies - -do-
certificates
(l) CTC of experience : 2 copies - -do-
certificates
(m) Verification roll
(n) Photograph : 3 copies - One to unit, one to
(passport size) Record Office and one
copy to be affixed in
GREF personal Book.
(o) Oath/affirmation : 2 copies - One copy to unit and
(as per Appx ‘AJ’) one for Record Office.
(A register as per Appx ‘AK’ will also be maintained by the authority, which
will adminster the Oath/affirmation).
8. Each individual on his appointment will be allotted with a GREF number by the Record
Office. Casualty regarding appointment of an individual interalia indicating date of birth etc will
also be published by GREF Centre and recorded in both sets of service documents (ATC-4).
9. GREF Centre will prepare an allocation chart and sent the same to Record Office for
issuing necessary posting orders. The personnel posted to the units will be TOS by them from
the date of appointment.
Recruitment on Provisional Certificate
10. DGBR’s letter NO 67043/Pro-Cert/DGBR/EG2(Rtg) dated 20 Aug 87 clarifies that non-
production of original certificate of educational/technical qualifications by an individual at the
time of appointment are of two types :-
(a) Where non-production is due to inaction of individual. Therefore the furnishing of
diploma/certificate is within the control of the individual concerned.
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(b) Where non-production is due to the competent authority for not having yet issued
the diploma/certificate and as such it is beyond the control of the individual concerned.
11. In both cases (1) (a) & (b) above), Unit/TF/ (P), to whom the candidate recruited on
provisional certificate, is posted, should take steps to verify the fact of the individual having
passed the requisite qualification by writing to the Institution and to the State Government
authorities concerned, if they have not in actual fact issued the diploma/certificate also asking
for the probable date by which they will be able to issue the certificate/ diploma in question.
Record Office ’GREF’ should be then informed accordingly and the name of the particular
individual should, therefore, not be shown in the list of defaulters but proper track of the case is
to be kept so that at the appropriate time, the individual is asked to procure the certificate and is
also given full assistance/facilities (like leave official letter etc) required in obtaining it.
12. However, cases where the institutes have issued certificate (original) upto the date of the
passing the individual but where the failure is on the part of the individual in procuring and
producing it at his own, are to be shown as outstanding.
Action by Recruiting Officer
13. The Recruiting Officer must personally scrutinise the original certificates before an
individual is selected for appointment. The following certificates will be furnished by the
Recruiting Officer and undertaking obtained by him from the newly appointed individuals and
kept with relevant records where original copies of certificates are not produced :-
(a) In the case of the candidate appointed on original education/technical
qualifications certificates.
“Certified that I have personally verified the following Degree/diploma certificates
in respect of Shri …………. S/O Shri ……………. Who has been selected for
appointment as ……..
(i)
(ii)
(iii)
The Degree/Diploma/Certificate has been issued by the recognised institution”
Place :
Date : (Signature of Recruiting Officer)
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(b) In the case of candidate recruited on provisional certificate in the absence of
any collateral evidence from the concerned University/College/Govt Edn
Boards.
“Certified that I have personally verified the following provisional certificates
in respect of Shri . . . . . . . . . . . . . . . . . . . . . . S/O Shri . . . . . . . . . . . . .
who has been selected for appointment as . . . . . . . . . . . and the certificates have
been issued by the recognised institution/competent authority :-
(i)
(ii)
(iii)
The individual has been instructed by me to produce original certificates
within two years from the date of recruitment, failing which he will be discharged
from service”.
Place :
Date : (Signature of Recruiting Officer)
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UNDERTAKING (By the individual)
“ I hereby undertake to produce original copies of my following
Degree/Diploma within two years from the date of recruitment :-
(i)
(ii)
(iii)
I understand that I shall be discharged from service in case I fail to produce
the above original Degree/Diploma/certificates within two years from the date of
my recruitment”.
Place :
Date : (Signature of the individual)
COUNTERSINGED
Place :
Date : (Recruiting Officer)
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14. Apart from the above, the Recruiting Officer will also endorse the following in the call
letter issued to candidates to avoid hardship to the individual :-
“All the selected candidates are required to produce original Degree/Diploma
certificate before they can be recruited.Cases of only those who have acquired the
essential qualifications for the post within past 3 years and do not possess and collateral
evidence from the concerned University/College/State Edn Boards for non-issue of
original educational/technical qualification as prescribed in the advertisement in
operation can be considered on provisional certificate if found genuine, for recruitment
subject to the production of the original certificate within 2 years from the date of
recruitment failing which their service will be terminated”.
15. The fact that the recruitment is provisional will be stamped on the outer cover of service
documents and will also be mentioned in the movement order by GREF Centre to enable the
Units to easily identify such cases and to take appropriate action as and when required.
Action by Project Units
16. The following action will be taken by the Projects/Units concerned in respect of the
individuals, those who are appointed on provisional certificate :-
(a) OC unit will issue written reminders to the individual in the first week of every
quarter for furnishing the original Degree/Diploma certificates.
(b) On receipt of the required Degree/Diploma certificates, unit will forward CTC of
the said certificates alongwith the following certificates under his signature to Record
Office for keeping with record set of service documents. Photostat copy should also be
certified by OsC Units.
“Certified that :-
I have personally checked the original High School/Intermediate/Diploma in
____ Engineering certificate of GS _______Trade________Name___________
and I certify that it is genuine and issued by the recognised
body/institutute/university/organisation. A certified true copy of the each certificate
is enclosed.
(ii) The certificates issued by the _______ (State name of Institutes/Govt
Edn Board etc as the case may be) is recognised by Govt of India for the purpose of
recruitment in Central subordinate posts and service.”
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17. GREF Records will maintain a running register in respect of all cases of provisional
recruitment and they will update the same on receipt of CTC of original certificate from unit(s).
However, confirmation obtained from concerned educational/technical institutes that the
required certificates have not been issued to the individuals so far, their names will not be
shown as outstanding but CTC of the original certificate will be watched.
18. Where the original certificates have not been received from the individual(s) despite
quarterly reminders, six months before the expiry of 2 years (24 months) period, written notice
be issued to the individual by the competent authority to the effect that his service will be
terminated, if the requisite certificate are not received by _______(give date). In such cases also
OsC units will provide all help/facilities (like leave/official letter etc) to the individuals
concerned for obtaining the same before giving the notice.
19. CEs will render half yearly reports in respect of all the candidates those who have not
produced the required original certificates or any proof for non-issue of the certificate by the
concerned institutes by due date to DGBR with a copy to Record Office GREF, categorywise
showing position of outstanding cases of provisional recruitment as on 30 Jun and 31 Dec every
year. It will be the responsibility of GREF Records to check these from the running register
maintained by them and bring out discrepancy, if any.
Re-Appointment
20. Earlier, remustering were done at TF/Project level from one post to another, which were
later on termed as re-appointment vide DGBR letter No 67043/A/Policy/DGBR/EG2 (Rtg)
dated 22 Oct 74 as amended vide their letter of Even No dated 15 Mar 76. The re-appointment
will be done at GREF Centre only in the same manners as appointment in accordance with the
conditions laid down in GREF R&P Rules 1982 for Group ‘C’ and ‘D’. The serving GREF
personnel, who are desirous for re-appointment have to qualify and compete with open market
candidates during written test/interview. No concession is given to the departmental personnel
except medical examination, which is not done in the case of re-appointment being individual
still in service. However, fresh medical examination should be conducted in the case of re-
appointment of serving GREF personnel as MT DVRs, since special standard of eye sight has
been prescribed for this category, as clarified vide DGBR letter No 67043/Policy/DGBR/EG2
(Rtg) dated 28 Jul 75. The following should also be fulfilled by the serving GREF personnel
who apply for re-appointment :-
(a) The individuals of general quota/unreserved and SC/ST should not be over 40
years and 45 years respectively (the age limit of the individual is considered on the
closing date of receipt of application).
(b) Minimum one year service in GREF for those individuals, who are below 25/28,
30 years of age i.e maximum age prescribed in R&P Rules as the case may be and apply
for re-appointment, while 3 years minimum service in GREF is required for the
individuals, who are above 25/28/30 years age as the case may be, and apply for re-
appointment.
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21. The vacancies are advertised in the relevant News papers/ Employment News as per
recruitment programme. GREF employees desirous of getting re-appointment to a suitable post
have to apply specifically with respect to a particular advertisement in operation, which is
published from time to time. In case, the individual satisfies all conditions particularly with
reference to qualifications, experience etc and conditions laid down in Para 20 above he can
apply. Weightage of 15 percent will be added to the percentage of marks obtained in the
minimum qualifying examination in comparison to other open market applicants/candidates.
22. Application (specimen attached as Appendix AL) alongwith the following documents is
required to be submitted by the individual :-
(a) Willingness certificate - Ty pers (Appendix AM)
(b) Willingness certificate - Pmt pers (Appx AN)
(c) Experience certificate - Appendix AO
(Copy of willingness certificate will also be retained by the unit for records)
23. On publication of advertisement, applications in respect of all GREF employees desirous
of re-appointment will be submitted by them to their respective units alongwith undertaking as
stated above. “On receipt of applications from GREF personnel, proper scrutiny will be carried
out regarding eligibility of the candidates and then the applications will be submitted to GREF
Centre duly recommended by OC unit in one lot alongwith a consolidated nominal roll
(Specimen attached as Appx AP) by due date as advance copy followed by through proper
channel”. Submission of application in piecemeal will not be entertained. Before submission of
applications, the following should be explained to the individuals, who apply for re-appointment
as laid down in DGBR letter No 67043-A/Policy/DGBR/EG2 (Rtg) dt 01 Jun 88.
(a) Temporary personnel
(i) Seniority in the new trade will be determined by the order of merit in which they
are selected for re-appointment.
(ii) Will have to resign from the previous post at the time of re-appointment.
However, past continuous service will count for pension, carry forward of leave and
pay fixation.
(iii) Will have no option to come back in the original trade.
(iv) Will not be entitled to permanency in their previous trade.
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(b) Permanent Personnel
(i) Seniority – Seniority in the new trade will be determined by the order of merit in
which they are selected for re-appt. Past continuous service will count for pension, carry
forward of leave and pay fixation, and individuals will be allowed to retain a lien on
permanent appointments when released for appointment within or outside department.
(ii) Lien – As regards lien for pmt Govt employees, it is an accepted principle that
the lien of a Government servant may not be terminated against his will. The lien means
among other things the right to return to a permanent post when summoned and it has,
therefore, to be retained, suspended or kept active till the individual concerned acquires
a lien on a permanent post elsewhere outside the cadre or till he returns to the permanent
post which he was holding in a substantive capacity. A Govt servants’s lien on a
permanent post shall, however, stands terminated on his acquiring lien on another
permanent post (Whether under the Central Govt or State Govt) outside the cadre on
which he is borne, vide Govt of India, Min of Def letter NO 25 (63)58/1363/D (Appts)
dated 24 Dec 1958 as amended by Memo No 25(II)/67/D(Appts) dated 07 Aug 1967 and
incorporated as Decision No 3 under Act 89 of CSR Vol I (13th
Edn) 1986.
24. Re-appointment applications, on receipt from unit will be scrutinised by Recruiting Sec
(GREF Centre) and eligibility checked by ER Group of GREF Records for finalisation. Based
on recruitment programme, call letters will be issued to the eligible candidates for attending the
interview/trade test by the GREF Centre.
25. As brought out above, departmental candidates have to compete with open market
candidates during the written test/interview. Even at the scrutiny stage, before a call letter is
issued, applications with particular reference to qualification, percentage or marks and
experience are considered in details vis-à-vis the open market candidates, call letters are issued
after taking all these factors into consideration. Therefore, merely applying for re-appointment
with a merit of say 40% marks at the matriculation/graduation level examination does not
automatically make the departmental candidates eligible for the post of LDC/UDC when a
criteria of minimum 60% marks is fixed for open market candidates. While some weightage is
given to the fact that departmental candidates have gained some experience and knowledge of
working in department, merit of the candidate based on his performance in qualifying
examination mainly forms the basis for considering him for a call letter. This aspect may also be
impressed upon the candidates when they apply for re-appointment.
26. On re-appointment of an individual, posting order will be issued accordingly. But
posting of the re-appointed individual will be implemented when re-appointment orders and TT
sheets duly signed and approved by the appointing authority i.e Cdr GREF Centre are received
by the unit.
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Departmental Promotion
27. In accordance with DGBR letter No. 25201/77/DGBR/E1D dated 31.10.70, CEs
Projects and TF Commanders were authorised to hold DPC for certain categories of GREF
personnel. As a result of the above, it was experienced that DPC quota / vacancies in some
categories remained unfilled due to one reason or the other. In order to obviate the above
situation, DGBR vide their letter No. 25211/GC/795/E1D dated 27/30 Jul 74 have decided that
in future all promotions DPCs will be centrally held at GREF Records every year as detailed by
the DGBR. A tentative programme for DPC promotion is prepared by GREF Records every
year well in advance and programme is circulated to the Project for necessary action to furnish
requisite information / documents by the due date. The DPC is conducted by GREF Records
strictly according to the programme after obtaining approval from DGBR and the DPC
proceedings are finalised in the light of documents and information available with Records
Office. After the recommendation of DPC, the Board proceedings are submitted to OIC
Records for approval. On receipt of approved board proceedings, DPC (P) Section will intimate
the names of personnel approved for promotion to Posting Section for issue of promotion-cum-
posting order immediately. But, in order to avoid irregular promotion, certain aspects, which
required re-checking and compliance by units for implementing the promotion are stipulated in
each promotion-cum-posting orders. Inter seniority of promotees will reckon from the date
mentioned under column “date of DPC held” where the period of service in the grade required
for further promotion as per Recruitment & Promotion Rules reckon from the date of
assumption in the present grade. Pay and allowances will be admissible from the date of
assuming the charge of higher appointment.
Claim for being Scheduled Caste / Scheduled Tribe for Promotion
28. Before entertaining the claim regarding Scheduled Caste / Scheduled Tribe, it is of
paramount importance for the appointing authority at the time of initial appointment or by the
OC unit in case of a claim after entering into Govt. service to verify the correctness of caste
certificate in accordance with the instructions in vogue. Claim of Scheduled Caste / Scheduled
Tribe is to be accepted only if the same is certified by the Competent Authority of the State /
Union Territory to which the individual belongs. In this regard it is stated that any laxity or
mistake in establishing the claim of an individual for being SC/ST not only cause erroneous
promotion to NON-ENTITLED PERSONS but also invite adverse criticism / representations /
remedial measure through Court of Law.
29. If a serving person claims to belong to SC/ST, preliminary enquiries in this regard will
be conducted by OsC unit. After the OsC unit having fully satisfied themselves with the
genuineness of the cases, a reference will be made to GREF Records for approval and Part II
Orders will be issued only after receipt of confirmation from Records Office. Such DO Part II
will contain reference of GREF Records and will be duly supported with valid documentary
proof.
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30. Inspite of all these precautions, if any, individual is promoted erroneously, action should
be taken to revert the individual to the post he was holding immediately prior to such irregular
promotion as soon as the fact comes to the notice as per rules. Sanction of the Competent
Authority would be required to regularise all the cases of irregular promotion. In this
connection attention is invited to FR-31A. Therefore, it is pertinent to mention that as and when
Projects are approached by GREF Records to furnish the required confirmation / informations /
documents etc. for DPC, they must submit the same by due date, accurately after exercising
proper checks of relevant documents to avoid set back of phased programme, discontentment
amongst the affected officials and to avoid irregular promotion. In this regard DGBR letter No.
25211/77-78/DGBR/E1D dated 15/20 Dec 77 refers. Select panels drawn by Departmental
Promotion Committee for promotion to Selection Grade categories will be circulated to all
Projects and units for general information.
31. Promotion orders are issued by GREF Records for implementation by the units
concerned, subject to fulfillment of conditions stipulated therein. The following instructions
will be complied with by both dispatching / receiving unit before the individual is allowed to
assume the charge of higher grade :-
(a) Ensure that there is no disciplinary / vigilance case against the individual under
promotion. If the individual is involved in such cases, he will not be dispatched to his
new unit / allowed to assume promotion. Such cases will be reported to Record Office
by the unit through Project Headquarters.
(b) Ensure that the individual under promotion fulfils all the conditions laid down in
the latest Recruitment & Promotion Rules 1982 and as amended from time to time and
that the certificate of academic / technical qualification possessed by the individual are
genuine and issued by the recognised University / Institutions.
(c) Ensure that the individual’s appointment is not irregular.
(d) Caste of the individual, who is promoted against reserved quota (marked as SC /
ST in the promotion orders) should be checked and ensured that the caste of the
individual mentioned in the caste certificate is recognised as SC / ST as the case may be
by the Govt. of India and the certificate has been issued by the competent authority.
(e) Promotions are made only against the authorised higher officiating posts.
(f) The receiving unit will forward an assumption report to this office (Record
Office MSL Section) immediately on implementation of promotion.
(g) In case any individual is on deputation / lien, his promotion order will not be
affected and intimation to this effect may be given to Record Office (GREF).
(h) Ensure that character and antecedents of the individual have been verified and
found in order.
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32. (a) The names of the Officers who are on deputation, either on their own volition or
in public interest (including foreign service), should also be included in the list
submitted to DPC for consideration for promotion in case they come within the field of
choice for promotion and fulfil the prescribed eligibility conditions.
(b) Very often a certain number of years of service in the lower grade is prescribed
as a condition for becoming eligible for consideration for promotion to higher post /
grade. In such cases, the period of service rendered by an officer on deputation / foreign
service, should be treated as comparable service in his parent department for the purpose
of promotion as well as confirmation. This is subject to the condition that the
deputation / foreign service, is with the approval of the Competent Authority and it is
certified by the Competent Authority that but for deputation / foreign service, the officer
would have continued to hold the relevant post in his parent department. Such a
certificate would not be necessary if he was holding the departmental post in a
substantive capacity.
(c) If the panel contains the name of a person who has gone on deputation or on
foreign service in the public interest including a person who has gone on study leave,
provision should be made for his regaining the temporarily lost seniority in the higher
grade on his return to the cadre. Therefore, such an officer need not be reconsidered by
a fresh DPC if any subsequently held, while he continues to be on deputation / foreign
service / study leave so long as any officer junior to him in the panel is not required to be
so considered by a fresh DPC irrespective of the fact whether he got the benefit of
proforma promotion under the NBR or otherwise. The same treatment will be given to
an officer included in the panel who could have been promoted within the currency of
the panel but for his being away on deputation.
(d) In case the officer is serving on an ex-cadre post on his own volition by applying
in response to an advertisement, he should be required to revert to his parent cadre
immediately when due for promotion, failing which his name shall be removed from the
panel. On his reverting to the parent cadre after a period of two years, he will have no
claim for promotion to the higher grade on the basis of that panel. He should be
considered in the normal course alongwith other eligible officers when the next panel is
prepared and he should be promoted to the higher grade according to his position in the
fresh panel. His seniority in that event, shall be determined on the basis of the position
assigned to him in the fresh panel with reference to which he is promoted to higher
grade. (If the panel contains the name of an officer on study leave, he should be
promoted to the higher post on return from the study leave). He should also be given
seniority according to his position in the present panel and not on the basis on the date of
promotion.
(e) Individual on lien will be considered for promotion on reversion to this
department on the date they physically assume the appointment.
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33. In case, an individual is posted to another unit on promotion, it is not possible for the
receiving unit to ensure correctness of the points mentioned in para 31 (a) to (e) & (h) above till
receipt of service documents of the individual. As such the dispatching unit should furnish
certificate covering these aspects in the movement order for information and action by the
receiving unit before allowing the individual to assume higher appointment.
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REFUSAL OF PROMOTION
Introduction
1. There may be cases where a Govt. Servant, ordered to be promoted to a higher grade,
refuse to accept the same. Action to be taken in such cases is given in CPRO 46/60 and Govt.
of India No. 1 in Appendix-16 of CSR (Vol-II), Rule 11 of CCS (CC&A) Rules 1965.
Procedure
2. When a Govt. servant does not accept promotion to a higher post which is offered to
him, he may make a written request that he may not be promoted and the request may be
considered by the appointing authority taking relevant aspects into consideration, as under :-
(a) If the reasons put forth by the individual are not acceptable to the appointing
authority, it will constitute a good and sufficient reason for taking disciplinary action
against him to impose any of the penalties specified in Rule 11 of CCS (CC&A) Rules
1965. Where the appointing authority is of the opinion that public interest will suffer by
refusal of promotion, there would be no question of accepting the reasons for refusal of
promotion. Accordingly, he will be informed and he will assume charge of the duties of
higher post otherwise will have to face the consequence under Rule quoted above.
(b) If the competent authority is satisfied of the genuineness of the case and feels
refusal of promotion does not suffer public interest, a suitable endorsement of this effect
will be made in the relevant file to cancel the promotion order. Then the next man in the
approved panel will be promoted subject to fulfillment all condition. However, the
individual’s name will not be deleted from the approved list. Since it may not be
administratively possible or desirable to offer appointments to the persons who initially
refused promotion on very occasion on which a vacancy arises during the period of
validity of the panel, no fresh offer of appointment on promotion should be made in such
cases for a period of one year of the date of refusal of first promotion or till a next
vacancy arises whichever is later. Govt. servants refusing a promotion for reasons
acceptable to the appointing authority will, on eventual promotion to the higher grade,
loss seniority vis-a-vis, their erstwhile juniors promoted to the higher grade earlier than
them irrespective of whether the posts in question are filled by selection or other wise.
3. The above mentioned policy will not apply where adhoc promotions against short term
vacancies are refused.
4. However, there should be no ban for consideration of his promotion by the next DPC.
Authority :- Govt. of India, Dept of Pers and Administrative Reforms
OM No. 1/3/69-Estt(D) dated 22 Nov 75.
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CONFIRMATION IN GREF
Introduction.
1. Confirmation means grant of permanency in the Department. This is an important event in
the service, which makes an individual eligible for promotion, pensionery benefits besides
privileges like seniority, maintenance of lien etc. It is granted once in entire service in initially
appointed post/trade. Confirmation is essential in another trade also in which an individual has
been re-appointed, although, he is already confirmed in his previous category.
Eligibility.
2. A Government servant is eligible for confirmation after successful completion of
probationary period of 2 years.
Procedure.
3. DPC (Confirmation) is done once in a year during Apr/May vide HQ DGBR letter
No.12611/DPC/VOL-07/DGBR/222/EG2 dt 14 Mar 2008 so that personnel of all categories are
considered at least once during the year. A list of categories to be considered in each year is
chalked out and sent annually in January every year to HQ DGBR for perusal, approval and
issue to convening order at the appropriate time as per HQ DGBR letter No
25211/DPC/1989/DGBR/EG2 dated 08 Mar 89. In the meantime, the action as enumerated
below is taken by DPC (Confirmation) Cell :-
(a) Issue a detailed letter to Projects in the beginning of each year indicating,
interalia, the categories to be considered and the date of seniority. Besides, following
certificate and details of personnel not to be considered is also asked from them :-
(i) All direct recruits including re-appointed cases of respective categories
with seniority upto………have successfully completed the probationary period.
(ii) No one is involved in Disciplinary/Vigilance Case/Court of Inquiry.
(iii) No one is left whose character and antecedents have been verified.
(b) An eligibility list for confirmation in respect of the particular category is
prepared from the MSL in quadruplicate.
(c) After exercise of proper check of the list, the Unit/Project is marked from the
location and computer section with a view to collect record set of service documents
from ER Group.ACRs are also collected from ACR Section.
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(d) Date of successful completion of probation period is checked from the Record
Set of service documents and entry made in the eligibility list against each individual.
(e) A certificate to the effect that the particulars mentioned in the eligibility list have
been verified from the MSL and are correct in all respects is annexed to other
certificates being furnished to the DPC Board.
(f) A check list as introduced is signed by all concerned for each category and kept
in the office copy of DPC proceedings
(g) The board proceedings (IAFD- 931) and panel are typed after marking serial
numbers as per ascending order of date of completion of probation period and got
signed from the board.
(h) Orders of Competent Authority is also typed and kept ready.
4. The Dte convenes DPC board comprising of Chairman not below the rank of Lt Col/SE
and one member of Major/EE/SAO rank as per R&P Rules 1982 and one member from outside
the Deptt for each year. The board verifies the entry regarding successful completion of
probation period in record set of service documents and reports from the Projects regarding
fitness based on the MSL centrally maintained and makes the recommendations for fitness for
confirmation on the proceedings. The instructions contained in G of I, Min of Pers, Public
Grievances & Pension( Deptt of Pers & Trg) OM No 18011/86 Estt (D) dt 28 Mar 88 are strictly
adhered to.
5. The Board Proceedings of the DPC are then submitted to competent authority for
approval. On receipt of approved copy of the proceedings, the confirmation order are finally
issued under the signature of CRO to all projects and HQ TFs for onward circulation to units
under their command for publication of casualty in the daily order Part II and thereby entry
recorded in the service documents of the individual concerned.
Action by Units.
6. Units are expected to ensure that entry regarding successful completion of probation
period is notified in DO Part II in time, besides initiating ACRs, where applicable, well in time
and rendition of certificates vide Para 3 above by due date. In the event of absence of the any of
the requirements, an employee is likely to be debarred from confirmation and his juniors
declared so.
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COMPASSIONATE APPOINTMENT OF DEPENDENTS OF
DECEASED GOVERNMENT SERVANTS
Introduction
1. As per provision contained in Govt of India, Deptt of Pers & Trg OM No. 14014/6/86-
Estt(D) dt 30 Jun 1987, as amended from time to time, compassionate appointment in Gp ‘C’ &
‘D’ post under Central Govt of one dependent of GREF Employee who dies in harness, can be
made.
2. However, near relatives are not entitled for compassionate appointment as per
Judgement dated 08 Apr 1993 promulgated by Hon’ble Supreme Court.
3. The Hon’ble Supreme Court, in its judgement date 08 Apr 1993 has held that if the
appointments are confined to the son/daughter or widow of the deceased Government employee
who died in harness and who needs immediate appointment on grounds of immediate need of
assistance in the event of there being no other earning member in the family to supplement the
loss of income from the bread winner to relieve the economic distress of the members of the
family, it is un-exceptionable. But in other cases, it can not be a rule to take advantage of the
memorandum to appoint the persons to these posts on the grounds of compassion. Accordingly,
we allow the appeal in part and hold that the appointment in Para 1 of the Memo No
14014/6/86-Estt(D) dated 30 Jun 1987 as amended is upheld and that appointment on
compassionate grounds to a son/daughter or widow to assist the family to relieve economic
distress by sudden demise in harness of Govt employee is valid. It is not on the grounds descent
simpliciter, but exceptional circumstances for the grounds mentioned. It should be
circumscribed with suitable modification by an appropriate amendment to the memorandum
limiting to relieve the members of the deceased employee who died in harness, from economic
distress. In other respects Article 16 (2) clearly attracted.
4. The implications of the above observations/directions of the Supreme Court of the
existing scheme of compassionate appointment have been examined in consultation with the
Min of Law (Deptt of Legal Affairs). It has been decided to delete the provision in the existing
scheme providing for appointment on compassionate ground of near relatives. In other words,
no near relative will henceforth be eligible for appointment on compassionate grounds and it is
only a widow or son or daughter (or adopted son or adopted daughter) of a deceased
Government servant who can be considered for appointment on compassionate grounds.
However if a Government servant is retired on medical grounds under Rule 38 of Central Civil
Service (Pension) Rules 1972, or corresponding revision in the Central Civil Service
Regulation, before attaining the age of 55 years (57 for group ‘D’) and the Ministry/Department
is satisfied that the family is in great economic distress his wife or son or daughter may also be
considered for appointment on compassionate grounds.
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5. While considering a request for compassionate appointment it may be kept in view that
the purpose is to relieve the family members from economic distress due to sudden demise in
harness of the Govt servant as observed by the Supreme Court.
6. In a case where any member of the family of the deceased servant is already an
employee and is not supporting the other members of family of the deceased, extreme caution
has to be observed in ascertaining the economic distress of the members of the family of the
deceased so that the facility of appointment on compassionate grounds is not circumvented and
misused by making grounds that the members of the family already employed is not supporting
the family.
Authy :- Govt of India, Min of Personnel, Public Grievances and Pensions
(Department of Personnel and Training) Letter No. 14014/20/90/Estt(D) dated 09-12-93.
Recruitment of Females
7. The recruitment of females has been banned in GREF as intimated vide Dte letter No.
67043-A/Ladies/DGBR/EG2 of 17 Jan 1985. However, AG’s Branch, Army HQrs vide their
letter No. 93791/1/Org 4 (Civ) (a) dt 22 Jun 1990 have issued directives to all Command HQrs
to consider and accommodate cases of female wards of deceased/medically boarded out GREF
employees for compassionate appointment in lower formations of the Army to the extent
feasible.
Authy :- Dte letter No. 12702/Dep/L/DGBR/EG2 dt 18 Jul 1990.
Compassionate Appointment in the case of Govt servants who are unmarried at the time
of death and retirement on Medical grounds
8. As per Govt of India, Min of Pers, PG & Pensions (Deptt of Pers & Trg) OM No
14014/9/94-Estt(D) dated 22 Jun 95 received under Dte letter No
12701/Dep/Policy/DGBR/EG2 dated 03 Aug 95, one of the dependent brother/sisters of such
Govt servant will be eligible for consideration for appointment on compassionate grounds, if
he/she gives an undertaking that he/she will look after the other family members who were
dependent on the Govt servant.
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GREF BENEVOLENT FUND
TITLE
1. The fund shall be called “GREF Benevolent Fund”, herein after referred to as ‘GBF’.
DEFINITIONS
2. (a) GREF Personnel. GREF personnel shall include men and women other than
officers of GREF, subject to the Army Act 1950, and governed by Civil Service
Regulations.
(b) GREF Officers. Those GREF Officers who are promoted to Officer’s rank from
Gp ‘C’ are also included.
(c) Family. For the purpose of grant of relief from GBF, the family shall include the
following relatives of the deceased or missing person in order of priority.
(i) Husband/ Wife in the case of female/male members of the Force.
(ii) Failing (i) above, the eldest surviving son including adopted son.
(iii) Failing(ii) above, the eldest unmarried daughter including adopted
daughter.
(iv) Failing (iii) above, the eldest surviving widowed daughter.
(d) If there is no surviving member of the family as in clause 2(c) above, the family
shall include :-
(i) Parents (Father or Mother).
(ii) Failing (i) above, eldest surviving brother below the age of 25 years.
(iii) Failing (ii) above, the eldest surviving unmarried sister.
(iv) Failing (iii) above, the eldest surviving widowed sister.
(e) Governing Council. Governing Council is the Council of Members appointed
herein as per Para 7 of this SOP.
(f) Workmen Compensation Act 1923. The act which authorises compensation
from the Govt for various categories of working in road construction activities. Hence
for the will be called WCA 1923.
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MEMBERSHIP
3. (a) Eligibility. ‘The membership of the fund shall be for all employees of the GREF’
(b) Application. Application form as prescribed in Apeendix ‘A’ shall be filled by
every member and forwarded to GREF Records.
(c) Cessation. A person shall cease to be a member of the GBF in the event of
retirement/dismissal/death/resignation/invalidment.
OBJECTS
4. The objects of the fund is to relieve the family of member from financial distress and to
provide financial assistance to the employees in the following circumstances.
(a) When a member dies while in service leaving his/her dependents in indigent
circumstances.
(b) When a member is invalided with prolonged illness.
(c) When a member is invalided out of service on medical grounds or premature
retirement due to illness/other unforeseen circumstances
(d) When a member is declared ‘missing’ and later presumed ‘dead’ as per laid
down policy.
SOURCE OF THE FUND
5. The fund shall be generated/created by means of :-
(a) Annual subscription @ Rs 100/- per annum from all members of GBF
(b) Grant-in-aid @ Rs 1/- per annum per sanctioned strength as sanctioned by the
Govt vide Min of Home Affairs O.M No. 2(I)/1/78/Welfare dated 13 Mar 78.
(c) Any other donation/grant received from Central or State Govts.
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6. Initial Subscription from Newly Appointed GREF Perssonnel . Subscription @ Rs
100/- per head from newly appointed GREF personnel will be collected by GREF Centre (ITW)
and remitted to Secretary, GBF within one month of their appointment. An endorsement to this
effect will also be made in the movement order at the time of dispatch of these pers to their
units.
ADMINISTRATION OF THE FUND
7. Governing Council. The fund will be maintained and controlled by a Governing
Council consisting of 7 ex-officio members as follows :-
Chairman : DDG (Pers) HQ DGBR
Dy Chairman : Commandant GREF Centre
Members : 1. CRO, GREF Records (Secretary)
2. RMO, GREF Centre
3. Accts Offr, GBF
4. Senior most Supvr from B/R or E/M cadre in
GREF Centre
5. Senior most Supdt from Clerical or Store Cadre in
GREF Centre
8. Functions of the office bearers
Chairman He will preside over the meeting of the Governing Council.
Dy Chairman Commandant GREF Centre and Officer-in-Charge GREF
Records. In the absence of Chairman, he will preside over the
meeting.
Members 1. He will perform the duties of the Secretary of the Governing
Council.
Member 2. Medical Officer in attendance who will examine the cases
sponsored for financial assistance from the medical point of view.
Member 3 He will act as Accounts Officer of the GREF Benevolent Fund, as
nominated by Deputy Chairman and will be responsible to
maintain the accts and all connected documents pertaining to the
Fund.
Member 4. He will act as representative of the subordinate staff in connection
with sanction of grants.
Member 5 He will maintain all documents pertaining to the Fund and will
assist the Accts Officer in maintaining the documents and cash
books.
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9. Powers of the Governing Council.
(a) The Governing Council shall carry out the objects of the GBF and generally
exercise all powers in furtherance thereof.
(b) Quorum. Minimum five members of the Governing Council shall form the
quorum at any meeting to consider applications for grants to the members and/or their
dependents.
(c) The council shall have power to frame and amend By-laws and Rules of GBF.
FINANCIAL ASSISTANCE
10. Beneficiaries. The benefits of the GBF shall be for all those.
(a) members who are enrolled as members of the GBF, as defined in para 2(a) and
(b) above.
(b) members of the families as defined in para 2(c) and (d) above.
(c) loans for marriage/debt etc will not be granted from GBF.
11. Scale of Financial Assistance. The quantum and nature of benefits shall be determined
by the Governing Council, subject to instructions received from the Govt based on the merits of
each case and further subject to limitation of such aid as laid down below :-
(a) Death cases not covered by WCA-1923 - Rs 20,000/-
(b) Death cases covered by WCA-1923 - Rs 16,000/-
(c) Invalidment cases not covered by WCA-1923 - Rs 16,000/-
(d) Invalidment cases covered by WCA-1923 - Rs 12,000/-
12. When a member is prematurely retired due to sickness or is on prolonged leave without
pay or on reduced pay or suffers other unforeseen misfortunes and in any other such cases, as
may be deemed fit by the Governing Council, a sum not exceeding Rs 5,000/- may be
sanctioned to that member.
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13. A person who has subscribed to the fund as a subordinate and is later promoted to the
rank of an officer in the department will be entitled to the assistance as per paras 11 and 12
above, but the same will be proportionately reduced by a multiplying factor as give below.
Number of years the indl has subscribed to the fund (any figure exceeding 90 days
will be rounded off to next higher year)
The total number of years of service of the indl up to the time he becomes eligible
or applies for relief/assistance rounded off to the nearest higher year.
PROCEDURE FOR GRANT FOR BENEFITS
14. The Governing Council will meet at GREF Centre once in every quarter. The quorum
for meeting will be five. All cases received for grant of assistance from the GBF during the
quarter will be put up for consideration and sanction by Governing Council.
15. Dy Chairman is empowered to sanction the following payments to the NOK/legal
heir/individual concerned immediately on receipt of intimation.
(a) Death cases not covered by WCA-1923 - Rs 20,000/-
(b) Death cases covered by WCA-1923 - Rs 16,000/-
(c) Invalidment cases not covered by WCA-1923 - Rs 16,000/-
(d) Invalidment cases covered by WCA-1923 - Rs 12,000/-
16. Payment out of Regimental Fund. Financial assistance may be given immediately on
occurrence of death/medical invalidment, directly by OC Unit/TF Cdr/CE Project to the
concerned NOK/individual out of their Regimental fund, through a representative generally sent
alongwith the personal belongings.
17. Urgency. Emergent and unforeseen situations, like sudden and serious illness of the
Govt servant, sometimes coupled with absence from duty without pay for long periods on
account of such illness or his/her death in harness may leave the families of such Govt servants
in great financial distress. At such times, the financial assistance must be readily available to
enable the family to tide over the genuine financial stringency. Therefore, the urgency of
financial assistance to the family of the deceased must be appreciated and action to make
payment to the NOK of the deceased taken promptly. In cases of any delay, the matter shall be
brought to the notice of Chairman.
18. Reimbursement from GBF. The amount so paid by the unit will be reimbursed from the
GBF as per Rules, on production of proof of amount having been received by the NOK/indl.
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19. Claiming Procedure. CE Project/TF Cdr/OC Unit should submit claim for
reimbursement of financial assistance from GBF paid out of their Regtl Fund to “The Secretary,
GBF, GREF Records” alongwith the following certificates.
(a) Application as per Appx ‘A’ to ROI 2/70 dated 21 Jul 70 (for medical
invalidment cases only). Form is enclosed at Appx ‘B’.
(b) Medical Board Proceedings (AFMSF-15) (for medical invalidment cases only).
(c) Cash receipt from NOK of deceased duly countersigned by OC unit affixed with
Re. 1/- revenue stamp as per specimen attached as per Appx ‘C’.
(d) Certificate as per Appx ‘D’.
20. Periodicity for submission of claims by units. The periodicity for submission of claims
for reimbursement is given below. Every Endeavour must be made to comply with the framed
time schedule.
Ser
No
Occurrence Time period Claim to be
initiated by
(a) Death cases Within 3 months from the date of death
of indl/receipt of money receipt from
NOK
Units
(b) Medically
invalided cases
Within 3 months from the date of
invalidment
Units
(c) Prematurely
retired Pers due to
illness/Other
unforeseen
circumstances
Within one year of occurrence by the
concerned member through his last unit.
Advance copy will be sent directly to
GREF Centre
Member
(d) Missing/Presumed
Dead cases
Within 3 months of declaring “Missing”
of “Presumed Dead”
Unit
OPERATION OF GBF
21. Opening of A/C in SBI. The account shall be opened in SBI or any other Nationalised
Bank.
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22. Operation of Account. Cash Book will be maintained/operated by the Acct Offr GBF
as nominated by the Dy Chairman. However, bank account will be jointly operated by the Ist &
3rd
members of the Governing Council.
23. Investment of the Fund. The fund shall be invested in PSU/Nationalised Banks/UTI etc,
after concurrence by the Governing Council. No amount shall be invested in a loss making PSU
or Organisation.
24. System of Accounting. Proper accounts shall be kept by the Secretary Accts Offr of the
fund. By the 10th
of each month the accounts will be put up to Dy Chairman through GBF
Secretary/Accts Offr. The accounting year will be the same as the financial year viz from Ist
April of calendar year to 31st March of the following year. A consolidated annual account for
the year ending 31st March shall be prepared by the Secretary/Accts Offr showing receipts and
payments during the year supported by their relevant documents and shall be submitted to the
Chairman of the fund by 30th
Jun for producing the same to the Governing Council. The
Governing Council shall ensure that the registers for withdrawal and payments are properly
maintained and adequate provisions are made for systematic internal check for the regular
accounting of the disbursements.
25. Bank Draft Charges & MO Commission. Mode of payment will be decided by the
Secretary GBF. MO commission and charges for bank drafts as applicable will be met from the
fund and will not be deducted from the benefits sanctioned.
26. Expenditure on Stationery. Expenditure on stationery required for documentation
exclusively pertaining to GBF, which cannot be met from any Government sources may be met
out of this fund. The following members of the Council can sanction expenditure for purchase
of stationery on this account :-
(a) Upto Rs 3,000/- per annum - Dy Chairman of Governing Council.
(b) Beyond Rs 3,000/- and upto - Chairman of Governing Council
Rs 5,000/- per annum
27. Auditing of Accounts. Accounts shall be made available by the Secretary for audit by
the Quarterly Audit Board to be appointed for the purpose by the Governing Council. In
addition, the accounts will be got audited by Chartered Accountant where the annual assets
exceed Rupees five lakhs expenditure.
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28. Powers and Duties of the Governing Council. The Governing Council may frame rules
to regulate the following :-
(a) Receipts and Grants
(b) Collection of contribution and subscription.
(c) Maintenance of Accounts
(d) Investment of money of the fund
(e) The quantum of the amount to be disbursed annually in relief and otherwise
generally to give effect to the objects of the fund.
PROVISIONS OF THE ACT
29. Registration of the fund. The GBF has been registered vide Srl No S/9261 dated 27 Apr
78 under the Societies Registration Act XXI of 1860.
ADMINISTRATIVE INSTRUCTIONS
30. Suitable administrative instructions based on the Rules as above will be issued by
Commandant GREF Centre to all concerned.
31. Approved by the Ministry of Home Affairs, Department of Personnel and
Administrative Reforms U.O. No.3002/77-W dated 09 Aug 77 and Sectt BRDB Note No
F.81/5/69-Pers dated 29 Aug 77.
32. As the Governing Council of GREF Benevolent Fund is affiliated to Registrar of
Societies , the following provisions of the Societies Act 1860 will be incumbent upon the said
Governing Council.
(a) Annual List of Managing Body to be filed. The Society shall file a list of
Governing Council in the Office of Registrar every year in compliance will Sec 4 of the
Societies Act, 1860.
(b) Societies enabled to alter, extend or abridge their purposes. Whenever it shall
appear to the Governing Council that it is advisable to alter, amend, extend the
provisions of the rules of the GREF Benevolent Fund or to amalgamate this with other
body, the Governing Council may convene a special meeting for the purpose. In this
connection the provisions of Sec 12 of the Societies Registration Act will be kept in
view.
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(c) Dissolution of Funds. In the event of the dissolution of the Governing Council
or the fund, any number not less than three-fifths of the members of the Council may
determine to dissolve. In case of dissolution of funds, the residual amount then existing
will be distributed among the beneficiaries sponsored at that time. Before taking steps
for dissolution the procedure laid down in Sec 13 and 14 of the said Act will be
followed.
33. In addition to above, all provisions of the Societies Registration Act XXI of 1860, as
extended to the Union Territory of Delhi will apply to the Rules and Regulations of the GREF
Benevolent Fund stipulated above and amendments if any effected in future.
34. These rules will be effective with effect from 01 Apr 2001 vide HQ HQ DGBR letter No
11497/GBF/DGBR/EG 1 and amended time to time vide HQ DGBR letter No
11497/GBF/DGBR/110/EG1 dt 11 Feb 02, 11512/P/DGBR/158/EG1 dt 16 Jun 03 and
114987/GBF/DGBR/87/EG1 dt 06 Jun 08.
35. This supersedes all previous rules/orders/instructions on the subject.
Authority :- GREF Benevolent Fund Rules 1988 as amended from time to time by
Dte GBR vide HQ DGBR letter No. 11497/GBF/DGBR/EGI,
11497/GBF/DGBR/ 110/EGI dt 11 Feb 2002, 11512/P/DGBR/158/EGI
dt 16 Jun 2003 and 114987/GBF/ DGBR/87/EGI dt -6 Jun 2008.
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Appendix “A”
APPLICATION FORM FOR MEMBERSHIP OF THE BENEVOLENT FUND
1. Name (in full)
Designation
Shri/Smt.Kum___________________________________
2. Father’s/Husband’sName
3. Date of birth/retirement
4. Whether permanent or
Temporary
5. Name of the
section/office, where
working
I hereby declare that I have read the Model Rules of the Benevolent Fund and am
desirous of becoming a member of this Fund. I agree to pay Rs ____________ (Rupees
_____________________________________ only) annually towards the subscription of this
fund.
Signature ____________________________
Dated_______________________________
Verification certificate from Administration Wing of the Department/office.
Certified that Shri/Smt/Kum. __________________________ son/wife/daughter of
____________________________________________________ is a regular/permanent servant
in the grade of ________________________________ in this Ministry/Department/Office.
Signature of the OC Unit/TF/CE
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Appendix “B”
PARTICULARS OF GREF PERSONNEL RECOMMENDED FOR
GRANT OF FINANCIAL ASSISTANCE UNDER RULE 19 OF
GREF BENEVOLENT FUND RULES
(To be sent to Record Office in triplicate)
Part I
1. GREF No ____________ Rank_____________Name _________________________
Unit ____________________ Task Force ____________ Project _____________
2. Date of Appointment :
3. Date of discharge on medical grounds :
4. Disease due to which discharged :
from service on Medical Grounds
5. Period spent in Hospital : Date of admission & Date of Discharge
6. Whether served in the GREF for : Yes/No
more than a year free of disease (delete whichever is not applicable)
7. Address of the individual at which grant is to be remitted :
8. Recommendation of OC Unit
(Signature of OC unit)
------------------------------------------------------------------------------------------------------------------
9. Recommendation of Commander Task Force
(Signature of Commander TF)
------------------------------------------------------------------------------------------------------------------
10. Recommendation of CE Project
(Signature of Chief Engineer)
------------------------------------------------------------------------------------------------------------------
Part-II
11. Recommendation of Secretary GREF Benevolent Fund
(Secretary of GREF Benevolent Fund
------------------------------------------------------------------------------------------------------------------
12. Orders of the Sanctioning Authority.
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Appendix “C”
CASH RECEIPT
Received a sum of Rs __________________ (Rupees
_____________________________________________________________ only) on account of
financial assistance from GBF through Regimental Fund (unit Name)
___________________________________ through an account payee cheque/bank draft No
__________________________ dated __________________________ payable at SBI
___________________________
Rs ______________________
Place : GS No _______________ Trade _______
Name _____________________________
Date Address___________________________
COUNTERSIGNATURE OF OC UNIT/GAZETTED OFFICER
_______________________
_______________________
_______________________ Dated :
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Appendix “D”
CERTIFICATE FOR DEATH/INVALIDMENT CASES
1. It is certified that Ex/GS ____________________ Trade __________________
Name _____________________________________ of _______________________________
(unit) died/was medically boarded out on _______________________ due to
__________________________________ (name of disease) while on duty/leave.
2. He is covered/not covered by WCA 1923.
3. He is eligible for compensation in terms of Chapter I of Sec 2 (I) (n) of Schedule II and
Chapter II, Sec 3(I) read with parts A to C of Schedule III of WCA-1923 and the same has been
paid/being paid to his NOK.
4. He is not eligible for compensation under WCA as cause of death does not fall under the
provisions of Chapter I of Sec 2 (I) (n) of Schedule II and Chapter II, Sec 3 (I) read with parts
A to C schedule III of WCA, 1923, hence the compensation has not been paid to NOK.
Station :
(with round stamp)
Dated : (Signature of OC Unit)
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CHAPTER 17
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REVISION OF DOs PART II FORMATS
Introduction
1. During the SO I/II (P) conference held at GREF Centre, a point was discussed for
revision of existing formats of DOs Part II given in the Manual of Documentation GREF
Personnel 1985. The formats so identified by GREF Records after consultation with PAO
(GREF), CDA (SC) Pune and the same were approved by HQ DGBR.
Revised Format
2. Based on the points discussed in the SOI/II (P) conference held at GREF Centre during
1995, GREF Records has been able to identify some existing Part II order formats as given
below which require immediate revision so as to include some information that is considered
necessary to streamline the publication of personal occurrences by units/Fmns and facilitating
correct entry in service documents of GREF subordinates and data capturing by Computer :-
(a) Recruitment/Appointment Appendix ‘AQ’
(b) Successful completion of probation period Appendix ‘AR’
(Appointment/Re-appointment)
(c) Medical categorisation/Review Med board Appendix ‘AS’
(d) Productivity test for Pioneers and yearly Appendix ‘AT’
extension of service after attaining
the age of 50 years
3. The DOs Part II formats mentioned above have since been approved by HQ DGBR for
implementation and use of revised formats by Projects/Units with immediate effect.
4. Other formats as given in Manual of Documentation GREF pers 1985 as amended vide
Special Border Roads Office Order No. 01/91 will continue to be followed. OsC Unit will
ensure hundred percent accuracy and correctness in publication of DOs Part II.
Authority : HQ DGBR letter No 17621/Manual/Docs/DGBR/E2A (Procedure)
dated 09 Oct 96.
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5. DOs Part II will be issued strictly in accordance with laid formats (Refer Manual of
Documentation, BROO 1/91 and DDG (Pers) DO letter No 17621/Manual Doc/DGBR/E2A
(Proc) dated 11 Dec 1996). Incorrect DOs Part II will not be adjusted by PAO GREF and thus
payments due thereon will not be made.
6. PAO GREF will send a summary containing general short comings on DOs Part II to
Pers Dte with copy to all Chief Engineers every quarter. System for feed back to the Projects
on discrepant DOs Part II will be worked out by PAO GREF in consulation with CDA (SC) and
intimated to Pers Dte and CEs on TOP PRIORITY.
Authority : HQ DGBR letter No 17621/Manual/Docs/DGBR/E2A (Procedure) dated
09 Oct 96.
7. Format of personal occurrences : Formats of personal occurrence for publicationof Part
II Order (refer to para 5 above) issued by HQ DGBR as amended from time to time is
reproduced at Appendix ‘AAO’
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CHAPTER 18
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PENSIONARY AWARDS
Introduction
1. Pension awards in respect of GREF personnel are contained in the CCS (pen) Rules,
1972 and Govt of India letters issued from time to time.
Types of pensionary Awards
2. The pensionary awards are of following types:-
(a) Superannuation Pension.
(b) Retiring Pension
(c) Pension on absorption in or under a Corporation, Company or body.
(d) Invalid Pension.
(e) Compensation Pension
(f) Compulsory retirement Pension.
(g) Compassionate allowance
(h) Family Pension
Verification of Qualifying Service after 25 Years or 5 Years before retirement
3. Strict compliance of the requirements of Sub-rule (1) of Rule 32 of the CCS (Pension)
Rules, 1972, provides that on a Govt servant completing twenty five years of service, or on his
being left with five years of service before the date of retirement, whichever is earlier, the Head
of Office in consultation with the Accounts officer shall in accordance with the rules for the
time being in force, verify the service rendered by such a Govt servant, determine the qualifying
service and communicate to him, in Form 24, the period of qualifying service so determined.
Emoluments
4. The term Emoluments means pay as defined in Rule 9 (21) of the Fundamental Rules
which a Govt servant was receiving immediately before his retirement or on the date of his
death and will also include non-practicing allowance granted to medical officer in lieu of private
practice
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5. Average emoluments determined with reference to the emoluments drawn by a Govt
servant during the last ten month service.
Superannuation Pension
6. A superannuation Pension shall be granted to a Govt servant who is retiring on attaining
the prescribed age of superannuation.
7. Government servent shall retire from service wef the afternoon of the last day of the
month in which their date of retirement falls. However, a person whose date of birth is 1st of a
month shall retire on the last day of preceeding month.
Reckoning of date of birth when exact/month is not known
8. If a Govt servant is unable to state his exact date of birth but can state the year or year
and month of birth, the 1St
Jul or 16th
of the month, respectively, shall be treated as the date of
his birth. If he is only able to state his approximate age, his date of birth shall be assumed to be
the corresponding date after deducting the number of years representing his age from his date of
appointment.
Retiring Pension
9. A retiring pension shall be granted:-
(a) to a Govt servant who retires, or is retired, in advance of the age of compulsory
retirement in accordance with the provisions of Rule 48 or 48A of CCS (pension) Rules
1972 or Rule 56 of the Fundamental Rules of Article 459 of the civil service
Regulations and,
(b) to a Govt servant who, on being declared surplus opts for Voluntary retirement in
accordance with the provisions of Rule 29 of CCS (pension) Rules, 1972.
10. Retiring pension is admissible @ 50% of average emoluments, if completed 33 years of
qualifying service. If service is less than 33 years, pension will be proportionately reduced.
Minimum pension admissible for Rs. 3500.00 pm and maximum upto 50% of the highest pay.
Date of effect.
11. The orders regarding retirement on the last day of the month will not apply to the cases
of premature retirement.
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Pension on Absorption in or under a Corporation Company
12. A Govt servant who has been permitted to be absorbed in a service or post in or under a
Corporation or company wholly or substantially owned or controlled by the Central Govt or a
State Govt or in or under a body controlled or financed by the Central Government or a State
Govt, shall be deemed to have retired from service from the date of such absorption and he shall
be eligible to receive retirement benefits which he may have elected or deemed to have elected
and from such date as may be determined, in accordance with the orders of the Central Govt
applicable to him.
Invalid Pension
13. Invalid pension may be granted if a Govt servant retires from the service on account of
any bodily or mental infirmity which permanently incapacitates him for the service.
14. A Govt servant applying for an invalid pension shall submit a medical certificate of
incapacity from the following medical authority, namely:-
(a) A medical Board in the case of a Gazetted Govt servant and of a non-gazetted
Govt servant whose pay, as defined in Rule 9 (21) of the Fundamental Rules, exceeds
two thousand and two hundred rupees per mention.
(b) Civil Surgeon or a District Medical Officer or Medical Officer of equivalent
status in other cases.
Compensation Pension
15 If a Government servant is selected for discharge owing to the abolition of his
permanent post, he shall, unless he is appointed to another post the conditions of which are
deemed by the authority competent to discharge him to be at least equal to those of his own,
have the option:-
(a) Of taking compensation pension to which entitled for the service he had
rendered, or
(b) Of accepting another appointment on such pay as may be offered and continuing
to count his previous service for pension.
(c) Notice of at least three months shall be given to Government servant in
permanent employment before his service are dispensed with on the abolition of his
permanent post.
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(d) Where notice of at least three months is not given and the Government servant
has not been provided with other employment on the date on which his service are
dispensed with, the authority competent to dispense with his services may sanction the
payment of a sum not exceeding the pay and allowances for the period by which the
notice actually given to him falls short of three months.
(e) No compensation pension shall be payable for the period in respect of which he
received pay and allowances in lieu of notice.
16. In case a Govt Servant is granted pay and allowances for the period by which the notice
given to him falls short of three months and he is re-employed before the expiry of the period
for which he has received pay and allowances he shall refund the pay and allowances so
received for the period following his re-employment.
17. If a Govt Servant who is entitled to compensation pension accepts instead another
appointment under the Government and subsequently becomes entitled to receive a pension of
any class, the amount of such pension shall not be less than the compensation pension which he
could have claimed if he had not accepted the appointment.
Compulsory Retirement Pension
18. A Government servant compulsorily retired from service as a penalty may be granted,
by the authority competent to impose such penalty, pension or gratuity or both at a rate not less
than two-thirds and not more than full compensation pension gratuity or both admissible to him
on the date of his compulsory retirement.
19. Whenever in the case of a Government servant the President passes an order (whether
original, appellate or in exercise or power or review) awarding a pension less than the full
compensation pension admissible under these rules, the Union Public Commission shall be
consulted before such order is passed.
20. A pension granted or awarded under sub-rule(1) of CCS (Pension) Rules, 1972 or, as the
case may be, under sub-rule(2) of the said rules, shall not be less than the amount of Rupees
three thousand five hundred per mensem.
Compassionate Allowance
21. A Government servant who is dismissed or removed from service shall forfeit his
pension and gratuity:-
(a) Provided that the authority competent to dismiss or remove him from service
may, if the case is deserving of special consideration, sanction a compassionate
allowance not exceeding two-thirds of pension or gratuity or both which would have
been admissible to him if he had retired on compensation pension.
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Compassionate Allowance
22. A Compassionate allowance sanctioned under the provision to sub rule (1) shall not be
less than the amount of Rupees three thousandand five hundred per mensem.
Commutation of Compassionate Allowance permissible
23. Govt servant drawing Compassionate Allowance under Rule 41 of the Central Civil
Service (Pension) Rules, 1972, are entitled to commute a part of Compassionate Allowance as
in the case of other kinds of pension. Since Compassionate Allowance is one of the various
kinds of pensions enumerated in the CCS (Pension) Rules, 1972, and as such the CCS
(Commutation of Pension) Rules, 1981, would apply to the Compassionate Allowance in the
same manner as in respect of any other class of pension.
Procedure for the grant of Compassionate Allowance
24. In order to avoid delay in the payment of compassionate allowance, the following
procedure should be adopted in cases relating to officers removed from service:-
(a) On receipt of the orders of the competent authority removing an officer from
service for misconduct, insolvency or inefficiency, the Head of the Office, if proposes to
recommend the grant of a compassionate allowance, should fill in the application for
pension and send it to the Accounts Officer concerned for report on the title to pension.
The Head of the Office should not wait for an application from the officer.
(b) If the competent authority in issuing orders of removal states that a certain
proportion of the compensation pension is to be granted as compassionate allowance, no
further sanction to pension is necessary, and all that is required is that the Accounts
Officer should certify to the admissibility of the pension on a pension application
completed and signed by the Head of the Officer as provided in para (a) above.
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FAMILY PENSION: 1964
1. The Provisions of this rule shall apply:-
(a) To a Govt servant entering service in a Pensionable establishment on or after the
1st January 1964.
(b) To a Govt servant who was in service on the 31st December 1963 and came to be
governed by the provisions of the Family Pension Scheme for Central Government
Employees 1964, contained in the Ministry of Finance, Office Memorandum No 9(16)-
E(A)/63 dated 31 Dec 63 as in force immediately before the commencement of these
rules.
Note: - The provisions of this rule will also extend, from 22 Sep 77 to Government
servants on pensionable establishments who retired/died before 31 Dec 63 as also to
those who were alive on 31 Dec 63 but had opted out of 1964 Scheme.
2. Without prejudice to the provisions contained in sub rule (3), where a Government
servant dies:-
(a) after completion of one year of continuous service, or before completion of one
year of continuous service provided the deceased Government servant concerned
immediately prior to his appointment to the service or post was examined by the
appropriate medical authority and declared fit by that authority for Government service;
or
(b) After retirement from service and was on the date of death in receipt of a
pension, or compassionate allowance, the family of the deceased shall be entitled to
Family Pension 1964 the amount of which shall be uniform rate of 30% of emoluments
in all cases, subject to minimum of Rs.3500.00 pm and maximum of 30% of the highest
pay.
3. The amount of family pension shall be fixed at monthly rates and be expressed in
whole rupees and where the family pension contains a fraction of a rupee, it shall be rounded off
to the next higher rupee, provided that in no case a family pension in excess of the maximum
prescribed under this rule shall be allowed.
(a) Where a Govt servant, who is governed by the Workmen’s Compensation Act,
1923 (8 of 1923), dies while in service after having rendered not less than seven years
continuous service, the rate of family pension payable to the family shall be equal to 50
percent of the pay last drawn twice the family pension admissible under sub-rule (2),
whichever is less, and the amount so admissible shall be payable from the date following
the date of death of the Govt servent for a period of seven years, or for a period upto the
date on which the deceased Govt servant would have attained the age of 65 years had he
survived, whichever is less.
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(b) In the event of death of a Govt Servant after retirement the family pension as determined
under sub clause(i) shall be payable for a period of seven years, or for a period upto the date on
which the retired deceased Govt servant would have attained the age of 65 years had he
survived, whichever is less.
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GREF DISCHARGE CERTIFICATE
1. With effect from 01 Dec 83, the Discharge Certificate form to be issued in GREF has
been revised as per format enclosed at Appendix ‘AU’.
DUPLICATE DISCHARGE CERTIFICATE
2. It has been observed that the number of non-effective persons applying for duplicate
discharge certificate is on the increase. It is noticed from the reasons quoted for the loss in the
applications that no proper care is taken to safeguard the Discharge certificate issued.
3. Duplicate discharge certificate cannot be issued as a routine but only in exceptional
cases. It has accordingly been decided that with immediate effect the format of GREF discharge
certificate promulgated under ROI 1998 dated 18 Jan 1999 should have the endorsement on the
reverse as under:-
Note 4: No duplicate discharge certificate will be issued in place of the lost one except
in very exceptional cases. The individual should therefore ensure the safe custody of the
certificate in his own interest.
4. All units will disseminate the contents of this ROI to the persons serving under them.
Authority:- HQ DGBR letter No.69564/DGBR-E1C dated 08 May 85.
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PROHIBITATION AGAINST RE-EMPLOYMENT EX-GREF PERSONNEL
DISCHARGED ON DISCIPLINARY GROUNDS AND ADVERSE POLICE
VERIFICATIOIN
Introduction
1. Ex-GREF Personnel discharged due to various reasons are also being re-employed in
GREF, if they fulfill the criteria for such appointments. To safeguard against re-employment of
ex-GREF personnel, who are dismissed under CCS (CC&A) Rule 11 (ix) and those discharged
due to adverse police verification, certain precautionary steps needs to be taken.
Precautionary steps to be adopted
2. (a) Officer Commanding units will furnish to Record Office the particulars as per
Appendix ‘AV’, in duplicate, in respect of such personnel immediately the dismissal
/discharge is sanctioned by the competent authority and Part-II Order published.
(b) Record Office on receipt of particulars, will forward the copy of the same
together with photograph of the individuals involved, where held, to GREF Centre and
other copy will be retained with record set of service documents duly endorsing an entry
in Appendix ‘AV’. GREF Records will also circulate names of dismissed GREF
personnel to all Projects/TF/Units quarterly.
(c) GREF Centre (EI Rtg) will maintain a permanent register giving the information
as per the appendix duly pasted the photograph against the entries of the individual.
3. Instruction on prohibition against the re-employment of Ex- GREF personnel dismissed
from service for civil offences contained in Record Office letter No 0003/195/ AR-I dated
17 May 80 will continue to be followed.
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MEMORANDUM IN REPLY TO REPRESENTATIONS DEALING WITH PENSION,
GRATUITY AND COMPENSATION FROM THE GREF PERSONNEL
1. Ex-GREF personnel once they have left the unit on release, discharge or
Superannuation, have on many occasion generated false hopes or have been the cause of
creating apprehension in the mind of these personnel.
2. The unit usually send a routine reply to the individuals that his claims are either under
preparation or submitted to the higher authorities for finalisation. This creates an impression
that the individual is entitled for pensionary or other benefits and it is only a matter of time
when these claims would be sanctioned. In many of such cases a careful study of the rules
would indicate that he is not so entitled. As a consequence, when the claims are rejected by the
audit, an embrrassing situation airses.
3. Basically representations received from the individuals can be divided in two categories
:-
(a) Those Claims where Rule Position is Clear
Where rule position is clear, specific reply should be given at the earliest,
however, caution may be shown in indicating a time frame for payment where
procedural delays like obtaining waival of time barred limits, pay fixation or audit
verifications are anticipated.
(b) Those Claims where the Rule Position is not Clear
In these cases there is a necessity of drafting reply memorandums with care so as
not to generate any false hopes in the mind of Ex-Servicemen.
4. The following points should be kept in mind while answering representations received
from individuals :-
(a) Copies of letters regarding forwarding applications of the individuals to the
higher authorities must not be endorsed to them. If need be a separate memorandum be
sent to the individuals which may indicate the position ie. the case has been forwarded to
the Task Force Commander/Chief Engineer or higher authorities for due consideration.
(b) Memorandums or replies must be carefully worded and it should not be a source
of generating a false hope or not be worded in such a manner which can later be
misconstrued as an assurance. If any doubt exists, it should be indicated that the dues not
appear to be entitled for the pension or other benefits under the rules and his case has
been referred to the appropriate authorities for determination of eligibility in accordance
with the rules.
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5. Particular care must be taken while answering petitions dealing with following cases
where eligibility may be in doubt :-
(a) EOP. Here the two points which should be specifically checked are :
(i) Is the category of the individual covered under WCA 1923 ? If so, he is
not entitled for EOP.
(ii) It the diseases are listed under Schedule I, IA Appendix 12 to CSR Vol-II ?
(b) Invalid Pension. In the invalid pension cases, the following points need to be
checked :-
(i) Has individual been confirmed ?
(ii) Has he completed 10 years service ?
(iii) Has the incapacity from service been certified by the medical board?
(iv) The incapacity has not been directly caused due to the irregular or
intemperate habits of a Govt servant.
(c) Workmen’s Compensation. While granting Workmen’s Compensation, three
basic factors determining eligibility must be carefully checked :-
(i) Is the category of the GREF person to be treated as Workmen under
WCA 1923? The doubts will arise with regard to the categories not directly
working on road.
(ii) Did the person sustain injury as a consequence of and in the course of his
employment ?
(iii) Is the disease listed under Schedule III of WCA 1923 ?
6. Even if doubts arise the replies of the representation to individuals should be prompt and
specific, so that the personnel feel that their representations are receiving proper attention.
7. It has also been decided that, in future copies of all reply memorandums to Ex GREF
personnel on their representations sent by units should be endorsed to respective Task Force
Commanders or equivalent. This will serve a dual purpose :-
(a) Keep the respective Task Force Commanders acquainted with the specific
problems of Ex GREF personnel of their Task Force and enable them to take special
steps to expedite progress in cases where appears to be unduly delayed.
(b) Enable the Task Force Commanders to decide action to rectify any irregularities
which may have been committed by the unit and conveyed in their replies.
Authority : HQ DGBR letter No 11464-B/DGBR/EIC dated 25 Apr 81
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CHAPTER 19
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POSTING/TRANSFER
Introduction
1. Personnel (including Female GREF Employees) of Border Roads Orgainsation have all
India Service liability in the matter of postings as contained in appointment letter, the basic
contract between the individual and the State signed at the time of joining the Force. The tenure
of stay and turnover of GREF subordinates will be regulated by GREF Records in accordance
with the instructions contained in this ROI.
General Principles
2. The following general principles have been considered in the formation of turnover
policy:-
(a) Personnel will be required to complete the prescribed tenure except for the
contingencies to meet organisational/functional requirements. In such eventuality
decision of OIC Records will be final and no representation will be
entertained/accepted.
(b) Tenure between East and West will normally be balanced subject to change in
deployment pattern of the units and availability of vacancy.
(c) As far as possible, bulk posting orders will be issued keeping academic session
in view. However, the posting from/to HAA/EHA/BCA/MCA as well as to meet certain
organisational requirements may be ordered at any time during the year.
(d) Posting to/from the following areas will not generally be issued :-
(i) From MAS to MAS and vice-versa.
(ii) From MAS to SA and vice-versa.
(iii) From EHA to HAA/EHA to HHA/HAA to HHA and vice-versa.
(iv) From BCA/MCA to MAS/SA and vice-versa.
(e) GREF personnel are not eligible for mutual posting.
(f) Exigencies of service will have over-riding priority.
(g) Tenures laid down in these instructions are guidelines for the purpose of cadre
management and do not entitle any person to claim these as a matter of right.
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(h) Choice postings will be given to the extent possible in respect of the personnel
after completion of tenure in the following areas:-
(i) High Altitude Areas.
(ii) Pers serving in extreme hostile areas (EHA) (in J&K valley (KV), North
East and other such areas as designated from time to time).
(iii) For this purpose, five choice in different Projects inclusive of both
the sectors (Eastern & Western) will be forwarded by the
individuals who have completed the prescribed physical service in
HAA to GREF Records six months prior to completion of physical
tenure in HAA for consideration of one choice subject to the
availability of vacancy. In case of violation, individual will forfeit
this privilege and will be posted to any units according to the area classification.
(j) Requests from Officers other than Task force Commanders will be termed as
circumventing the normal channel of correspondence and will not be taken cognisance
of.
(k) Efforts will be made to give one last leg posting for minimum tenure of two
years to the extent possible in the last 4 years. Any individual seeking compassionate
posting in the last 10 years will forfeit last leg posting.
(l) Extension of tenure beyond the laid down period will generally not be allowed.
Exceptions, if any, may be given under orders of OIC Records in the interest of the
organisation in exceptional cases. Requests for extension received after issue of PO may
be rejected summarily. Applications for extensions duly recommended by CEs Projects
must be forwarded to GREF Records at least six months prior to completion of tenure.
No extension in respect of personnel serving in BCA/MCA will be granted.
(m) Compassionate posting will be for a maximum period of 2 years, and will
normally not be extended barring exceptional circumstances.
(n) Personnel reverting to Department after deputation will not be posted to
MAS/SA.
Criteria for Routine Turnovers
3. Hardness index will be main factor to be considered for routine turnover. Ideally, it
would provide an individual with one tenure in all types of areas, during each of his two service
cycles. The other factors to be considered for a routine turnover would be :-
(a) Qualification and experience of the individual.
(b) Organisational requirement.
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Criteria for posting to BCA/MCA areas
4. The number of vacancies available for Bhutan Compensatory Area (BCA)/Myanmar
Compensatory Area (MCA) being restricted, it is near impossible to consider all personnel in
the BRO for each vacancy, as and when the same arises. It is, therefore, necessary to short list
personnel based on some criteria before final selection is carried out.
5. A minimum criteria is required to be applied for short listing of GREF personnel for
BCA/MCA postings. These may be diluted only in most exceptional cases with prior approval
of the DGBR, when adequate eligible personnel are not available. The minimum criteria to be
applied, is as follows :-
(a) HAA Tenure : Should have already done 22 months physical service in HAA
before 01 Jan 2009 or done 26 months physical service those who are posted to/serving
in HAA for the first tenure on 01 Jan 2009 or thereafter, i.e the date from which revised
HAA posting policy has come in force.
(b) (i) “Viable Tenure : Should have completed a minimum viable tenure of 6
months in the present unit to qualify for consideration”.
(ii) “Postings to BCA be planned quarterly for vacancies likely to occur. The
respective candidates found suitable for BCA may be delayed in the current unit
to avoid double move”.
(iii) In case the most eligible person for posting to BCA has not completed 6
months tenure in present unit, he will be given an option to go to BCA provided
he voluntarily foregoes all transfer incidentals including TA/DA/Transfer grant
and joining time. In case, however, he does not agree to forego such claims, he
will not be posted to BCA and will be considered on merit when the next
vacancy arises in BCA after he completes 06 months of viable tenure in the
present unit.
(c) Minimum Service : Should have completed minimum 15 years of service.
(d) Age limit at the time of entry into BCA/MCA area :-
(i) GREF Personnel other than Pioneers : 55 years.
(ii) Pioneers : 50 years of age
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(e) Medical Category :
(i) Medical category of personnel will be GREF- I
(ii) In case any individual becomes LMC while in BCA area, Foreign Country
he will be moved out to Non BCA area, subject to completion of one year in
BCA area. Projects must intimate Records regarding down-categorisation by
telex alongwith proposal for adjustment within project.
(f) Punishment : No major punishment during the entire service and no minor
punishment during the last ten years.
(g) ACR Gradings : An individual should have earned a minimum of four “VERY
GOOD” and one “GOOD” ACR grading in the last five years.
“Selection of personnel belonging to categories/trades when ACR is not
applicable will be in accordance with the minimum eligibility criteria and as per
Hardness index formulated here in after”.
(h) Vigilance Clearance : No vigilance/disciplinary case should be pending or
contemplated against the individual..
(j) Spoken Reputation : Person should have good spoken reputation. An Officer of
the rank of Chief Engineer/Commander TF should personally interview personnel who
are selected for posting to BCA/MCA/Foreign posting and consider all available inpute
to judge their spoken reputation before despatch. The following note will be
incorporated in the movement order to indicate that this requirement has been complied
with.
“Spoken reputation has been checked/carried out by CE/Commander TF
and declared FIT”.
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5A. Second Stage Selection : Number of personnel to be considered for 2nd
stage selection
against available vacancies will be in the ratio of 3 : 1 (i.e. 3 individuals for each vacancy)
Strictly based on the total length of service from the date of appointment in GREF will be
counted.. Further, the personnel who meet all the QRs/minimum eligibility criteria mentioned
above, will be further shortlisted by granting Grace Marks as follows :-
(i) Marks for ACRs - Outstanding – 3 marks, Very Good – 2 marks
(Last 10 years) and Good – 1 mark. (Individuals with Average
ACR grading will not be considered in panel).
Personnel promoted from Gp ‘D’ to ‘C’ should have earned minimum three
ACRs, of which two should be ‘Very Good’ and one ‘Good’.
(ii) Marks for Courses - Distinction -2, Alfa – 1, Bravo – 0.5
(Subject to maximum 3 marks)
(iii) Marks for Honours - Gallantry/VSM - 3 Marks
& Awards Gol’s/COAS CC - 2 Marks
DG’s/VCOAS CC - 1 Mark
(If any indvl has got more than one award, then mark shall be granted only for
any one such award which is maximum).
(iv) After 15 years service (which is minimum service required), for each completed
five years service, one mark will be added to the grace marks.
Factors Debarring Consideration :
6. Factors debarring a person from being considered for posting to BCA/MCA areas are as
follows :-
(a) Has had a foreign tenure ever for more than six months during entire service.
(b) Has availed a compassionate posting or deputation during last ten years (TORS
date will be reckoned for computing 10 years at the time of selection).
(c) Any recovery from pay and allowances ordered after a Court of Inquiry under
Section 160 FR, Section 90 (g) or 91 (g) of AA 1950 will be a disqualification barring
an individual’s entry to BCA/MCA/any foreign tenure.
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Final Selection
7. Personnel who have got through the first stage (i.e. minimum eligibility criteria) and
second stage, will finally be shorlisted based on the percentile collation of above Grace Marks
and Hardness Index in the ratio of 40% : 60% as per the following formula, to select the highest
scores :-
Final marks = 0.4 x Grace Marks + [0.6 x (100-HI)]
The methodology for computing the hardness profile is given in succeeding paragraphs.
Calculation of Hardness Index
Calculation of Hardness Profile
8. The service profile of every individual needs to be quantified mathematically so as to
bring all persons belonging to various service groups to the same datum for fair comparison.
The quantification of service profile of any individual will be done as given in succeeding paras.
Conversion Factor
9. The Conversion Factor (CF) is used to convert the number of months into years ie the
number of months divided by 12. The CF for each months is listed as follows :-
Month CF
(a) 01 0.08
(b) 02 0.16
(c) 03 0.25
(d) 04 0.33
(e) 05 0.42
(f) 06 0.50
(g) 07 0.58
(h) 08 0.67
(j) 09 0.75
(k) 10 0.83
(l) 11 0.92
(m) 12 1.00
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Equivalency Factor
10. The Equivalency Factor (EF) is used to equate the service of an individual in areas
having a different degree of difficulty and bringing it down to a common datum. The EF for
different areas are as follows :-
Area No of Percentage EF
Years Credit Laid Down
(a) HAA/EHA 1 + 0.8 1.2
4
(b) EHA/HHA 0.8 + 0.7 0.975
4
(c) EHA/HA 0.8 + 0.6 0.950
4
(d) EHA/SA 0.8 + 0.5 0.925
4
(e) EHA/MAA 0.8 + 0.4 0.900
4
(f) HAA 01 90% 0.900
(g) EHA 01 80% 0.800
(h) HHA 01 70% 0.700
(j) HA 01 60% 0.600
(k) SA 01 50% 0.500
(l) MAA 01 40% 0.400
(m) DI (OEM Course) 01 40% 0.400
(n) BCA/MCA 01 10% 0.100
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(o) Deputation
(i) RT(E)/RE(W),RT(C) 01 60% 0.600
(ii) CME,TE/DTE 01 40% 0.400
(iii) NEC Sectt 01 40% 0.400
(iv) PG Course 01 10% 0.100
(v) All other 01 10% 0.100
Deputation
(vi) Foreign Service/ 01 0% 0.000
IRCC
11. Ideal Tenure Cycle
(a) An Ideal Cycle includes one tenure each in all types of areas starting from HAA
to MAS as follows :-
Area Tenure Considered for Cycle
(i) HAA1 & - 2 Years 2
HAA2
(ii) EHA - 3 Years 3
(iii) HHA - 3-3 ½ Years 3.25
(iv) HA - 3-3 ½ Years 3.25
(v) SA - 3-3 ½ Years 3.25
(vi) MAS - 2 ½ - 3 Years 2.75
(b) At an average, a GREF employee puts in a maximum service of 35 Years in
BRO.
(c) Every individual should therefore repeat the ideal tenure cycle after 17.5 Years
namely, every person would ideally serve two tenures in all types of areas during his
entire service of 35 Years.
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12. Equivalent Service
(a) Equivalent Service is the product of the years of service of an individual in any
area and the EF of that area, i.e. the ES of a GREF employee who has served in HAA2 is
2x0.9 = 1.8 Years.
(b) The equivalent service of an ideal tenure cycle will be 11.15 and the same is
calculated as under :-
Area Tenure Considered EF ES
for Cycle
(i) HAA - 2 Years 2 0.9 1.8
(ii) EHA - 3 Years 3 0.8 2.4
(iii) HHA - 3-3 ½ Years 3.25 0.7 2.275
(iv) HA - 3-3 ½ Years 3.25 0.6 1.95
(v) SA - 3-3 ½ Years 3.25 0.5 1.625
(vi) MAS - 2 ½ - 3 Years 2.75 0.4 1.1
_____ ______
17.50 11.15
_____ ______
(c) Thus every individual should ideally do an Equivalent Service of 22.3 Years in
35 Years of service, at an Average Equivalent Service (AES) of 0.6371 (11.15/17.5).
Maximum Service
13. In actual fact, it is not possible for every individual to put in a total service of 35 Years
in BRO. His maximum service would depend on the date of birth, age at retirement and date of
entry into service.
Maximum Equivalent Service
14. Maximum Equivalent Service is the product of the Maximum Service and the Average
Equivalent Service. This would be the target that an individual should ideally achieve before he
superannuates at the age of 60 Years.
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15. Hardness Index
(a) The balance Equivalent Service required to be achieved by any person at any
point during his service, quantifies the service profile an individual has undergone till
then. It also gives an indication of the service profile due for him in his balance service.
(b) An increment element of 0.25 for every year of service put in by each individual
will be added to the total equivalent service achieved by him.
(c) The Hardness Index (HI) is calculated based on the quantum of equivalent
service any individual is required to achieve in his balance service.
HI=(Maximum Eqvt Service) – [(Eqvt Service Achvd)+(0.25xPresent Service)]x100
(Maximum Service) – (Present Service).
(d) Tenure of posting for personnel so selected shall continue to be 24 months.
(e) These instructions shall come into force wef 01 Apr 2009 for all vacancies
occurring in BCA/MCA on or after 01 Apr 2009.
Area Classification
16. Classification of areas for deployment of BRO Personnel will be notified by HQ DGBR
from time to time as under :-
(a) High Altitude Areas (HAA1 & HAA2)
(b) Hard Hard Area (HHA)
(c) Hard Area (HA)
(d) Soft Area (SA)
(e) Most attractive station (MAS)
(f) Bhutan compensatory allowance area (BCA)
(g) Myanmar compensatory allowance area (MCA)
(h) Extreme hostile area (EHA)
(j) Moderate hostile area (MHA)
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Tenure of Stay
17. Barring organisation and administrative requirements, which may necessitate
enhancement/curtailment of these tenures, generally the length of tenure in the following areas
(for all pers incl PNR) will be as under:-
(a) HQ DGBR - 2 ½ to 3 Years
(b) GREF Centre/GREF Records - 2 ½ to 3 Years
(c) High Altitude Area (HAA) - 2 years
(d) Hard Hard Area (HHA) - 3 to 3 ½ Years
(e) Hard Area (HA) - 3 to 3 ½ Years
(f) Soft Area (SA) - 3 to 3 ½ Years
(g) Most attractive station (MAS) - 2 ½ to 3 Years
(h) BCA area - 2 Years
(j) MCA area - 2 Years
(k) Extremely hostile area (EHA) - 3 Years
(l) Moderately hostile area (MHA) - 3 to 3 ½ Years
(m) Compassionate postings - 2 Years
18. Premature posting are unavoidable in the larger interest of the Organisation due to
shorter tenures in HAA, BCA, MCA and compassionate cases, disciplinary cases and on
promotion to higher posts.
19. Tenure of sensitive appointments as mentioned here under will be restricted to three
years. Where the normal specified tenure in a particular area is less than three years, these
categories will also move as per tenures specified for that area. Normally, their tenure will not
be extended:-
(a) SS Gde I/II
(b) SKT
(c) Storeman
(d) Supvr Cipher I/II
20. It has been noticed that posting of individuals to difficult area get delayed or some flaws
are pointed out by indls in posting on the basis of their service in HAA/EHA areas. When these
cases are analysed, almost invariably it is found that units have failed to publish Part II orders,
leading to aberration. Indls should be encouraged in GREF Sammelans to get their
documentations updated to avoid any hardship at the later stage while the indl is proceeding on
Pension/retirement etc.
21. All ranks should be prepared to take their share of good/not-so-good stations and not
resort to representations. GREF Records will be fair and transparent in matters of posting.
Towards this end, postings have been computerised.
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Average Service
22. Pioneers are enrolled into BRO at an average age of 20 years. Pioneers enrolled prior to
25 Sep 1993 are to retire between the age of 50 to 60 years. These pioneers can serve in BRO
for a maximum period of 28 to 30 years. On attaining the age of 50 years, these pioneers are
required to undergo Annual Physical fitness Productivity Test as per the procedure laid down in
GSR-477.
23. Pioneers enrolled on or after 25 Sep 93 will however retire at the age of 50 years. These
pioneers can serve for a maximum tenure of about 28 years.
24. About 90% of the total pioneers held as on date are recruited prior to Sep 1993.
Tenure :
25. The tenure of pioneers will be as under :-
(a) Posted to Pioneer Coys: - Pioneers posted to Pioneer Coys will have a tenure
cycle as given below:-
(i) Located in HHA – One tenure of 6 years.
(ii) Located in HA _ One tenure of 8 years.
(iii) Located in SA – One tenure of 8 years.
(iv) Located in HAA – Two tenures of 2 years each.
(v) Located in EHA – One tenure of 3 years.
(vi) Located in MAS – One tenure of 3 years.
(b) Posted to units other than Pioneer Coys – Pioneers posted to units other than
Pioneer Coys will be turned over as per the tenures of areas where the respective units
are located.
26. Service Profile:
(a) The service profile of pioneers, subject to organisational requirement is expected
to be as under :-
Area Length of
Tenure (Yrs)
No of Tenure
(Nos)
Total Service
(Yrs)
(i) HAA 2 2 4
(ii) EHA 3 1 3
(iii) HHA 6 1 6
(iv) HA 8 1 8
(v) SA 8 1 8
(vi) MAS 3 1 3
Total 32 Years
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(b) The balance span of service will be adjusted for posting on account of
deputation, foreign postings, compassionate/medical, last leg posting subject to meeting
the QR for the same and availability of vacancies.
27. Nominal roll of personnel attached from units located in soft area to the units deployed
in HAA and EHA, indicating the period of deployment in such areas giving reference and copy
of relevant DO Part II Order will be forwarded to GREF Records to consider posting to the
choice stations to the extent feasible, provided it does not imbalance the overall sector profile of
the individual.
Postings-HAA/EHA/HHA/BCA/MCA
28. In order to facilitate GREF Records to turnover all the pers serving in HAA, BCA,
MCA etc well within the stipulated period, the concerned projects will forward nominal roll of
personnel completing physical service in HAA/HHA/BCA/MCA etc., to Record Office as per
the following schedule on the format at Appendix ‘AW’ :-
S/No Pers completing their
tenure during
Date at which Nominal Roll
to be submitted to Records
(a) 01 Jan to 30 Jun 01 Sep of preceding year
(b) 01 Jul to 31 Dec 01 Mar of current year
29. Personnel serving in HAA will give three choice stations (and not units) in different
projects and the same will be reflected in half yearly nominal rolls to be submitted as per
schedule mentioned in para 28 above. Individuals are advised to ensure this action in their own
interest. By and large, it should be possible for GREF Records to accommodate the individual
in one of his choice stations subject to the individual having balanced sector profile and
organisational constraints such as availability of vacancies, job requirement etc. In case of non-
availability of vacancy in any of the choice stations, alternative choice may be ascertained from
the affected indls telegraphically. Persons posted in HHA and MHA have no right for any
choice station and their tenure will be atleast three years. No congnizance will be given to
particular choice station except projects, because of limitations of vacancies and large number
of personnel to be considered for choice station from units located in HAA.
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30. The following points will be observed while posting personnel to HAA :-
(a) LMC personnel with employment restrictions for high altitude areas will not be
posted to these areas.
(b) Pnrs over 50 years and personnel of other categories over 52 years will not be
posted to HAA.
(c) Personnel can be posted from EHA/HHA to HAA and vice versa.
(d) Personnel will not be posted to HAA more than two tenures during their entire
service. Individuals can be posted again to HAA after a cooling period of six years. The
first tenure will be for a period of 30 months with physical mandatory service of 26
months. The second tenure will be for a period of 2 years (24 months) with physical
mandatory service of 22 months.
(e) Personnel who become LMC during their tenure at HAA will be adjusted in HA/
HHA/HA, keeping their Medical category in mind.
Posting-Hard Hard Area
31. The salient features for posting to HHA are as follows:-
(a) Two tenures each of 3 to 3 ½ years.
(b) Personnel in low medical category can be posted to HHA provided there is no
employment restrictions for a particular area.
(c) No age bar.
Posting from and to SA/HA
32. The following points will govern the posting from and to Hard/Soft areas:-
(a) Separate two tenures each of 3 to 3 ½ years in SA/HA.
(b) No medical bar.
(c) No age bar.
(d) Not entitled to choice posting.
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Posting to BRDB, DGBR, GREF Centre & GREF Records
33. Posting of personnel from/to BRDB, DGBR, GREF Centre and Records will be
approved by OIC Records. ACR gradings for the last five years, age factor, non involvement in
disciplinary cases and sector profile will be the basis for posting to the above Establishments.
The personnel should be generally in “VERY GOOD’ ACR bracket. In case of different
gradings awarded by IO, RO and SRO for particular ACR, the grading given by seniormost
officer will be considered. No person other than clerical/steno cat will be posted to HQ
DGBR/Sectt BRDB/GREF Centre/GREF Records for a second tenure, unless it is necessary in
Organisational interest, with prior approval of DDG (Pers).
Authy : HQ DGBR letter No. 12520/PP/DGBR/75/EG2 dt 28 Jul 2004
34. Personnel other than clerical/steno cat posted to BRDB, HQ DGBR, GREF Centre and
GREF Records must have atleast 6 years service left before proceeding on superannuation and
their posting out order from these office should be issued on completion of 2 to 2 ½ yrs so that
these personnel move out to new unit on completion of 2 ½ years to 3 years, enabling them to
have a full tenure of 3 yrs in the new unit before proceeding on superannuation.
Posting of personnel on the verge of retirement:
35. Personnel who have completed their prescribed tenure in a unit and are due for posting
out will not be disturbed if they are left with only 2 yrs or less service before proceeding on
superannuation. The policy of minimum 2 Yrs service in the new unit before superannuation
will be strictly followed. In cases where postings could not be affected in time resulting into a
person left with less than 2 yrs service he will normally be allowed to retire from that unit
unless it is located in HAA/EHA.
36. While a person who is being posted for the first time will always be given preference, a
minimum essential cooling period for second tenure (except in disciplinary cases) will be as
under :-
(a) Sectt BRDB/HQ DGBR/GREF Centre/Records - 6 Years
(b) HAA - 6 Years
(c) MAS - 6 Years
(d) Compassionate medical cases - Once during whole
service
(e) Deputation - 10 Years
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Deputation GREF Personnel
37. Deputation is permissible only to other Ministries/Govt Depts. Deputation to public
sector undertakings/Autonomous bodies/Corpns is not permissible unless specifically notified
by Govt. Only pers who have completed minimum 10 years service in GREF in the present
rank will be considered for deputation.
38. Projects can sponsor pers for deputation only when Force and Project defs in those
trades is less than 10%. GREF Records will circulate Force defs to projects every quarter.
Individuals whose posting orders have been issued for HAA/EHA/HHA are not to be
considered for deputation. HQ CEs (P) will keep this aspect in mind while forwarding
applications to HQ DGBR/advertising depts. Applications for deputation will be sent only to
HQ DGBR against the vacancies circulated by Dte. However, in case of Newspaper
advertisement, applications can be forwarded by the projects directly to the borrowing depts.
under intimation to HQ DGBR. In the event of any individual’s posting order being received
for HAA/EHA/HHA subsequent to the forwarding of his application, his application for
deputation would stand cancelled and the indl will be moved on posting and the borrowing dept
informed accordingly.
39. Once selected, indls will have to move and will not be allowed to withdraw their names.
Necessary undertaking in this regard will be obtained/countersigned by OC unit and forwarded
alongwith the application.
40. With a view to give a chance to maximum individuals to go on deputation, the normal
deputation period will be three years. In exceptional cases, it may be extended to 4 years by HQ
DGBR provided the case is initiated minimum 4 months prior to completion of tenure. For
extension of period, the borrowing dept, after taking consent of the individual is required to
apply four months in advance to HQ DGBR so that concurrence for extension is granted prior to
expiry of the sanctioned period and their posting orders can be issued in time in case extension
is not granted. Extension of deputation beyond 4 years will not be permitted under any
circumstances.
41. Posting orders of GREF deputationist due for reversion after completing their approved
term of deputation will be issued at least two months in advance.
42. On reversion from deputation, indl will be posted strictly as per his service profile. For
this purpose, deputation will be treated as MAS. As far as feasible, the pers reverting from
deputation will be posted to a unit/Fmn where clear vacancy is available so that no chain moves
are affected. The defs caused due to deputation will be filled up as low priority in the projects.
43. Requests for deputation from pers serving in HAA/HHA/EHA will be accepted only on
completion of minimum one and half year service. Requests for deputation from pers serving in
most attractive stations (MAS) will be considered only within the first 6 months of posting to
that station.
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44. Other things being equal, preference for deputation will be given to pers on completion
of HAA/HHA/EHA tenure, to those in the last 10 years of their service before superannuation
and to the female GREF employees. Detailed instrs on deputation are issued by HQ DGBR
from time to time based on Govt of India Orders.
45. Intimation regarding deputation should be sent to PAO (GREF) also since they have to
close the IRLA of the indl. Same applies to repatriation of deputationists.
46. In accordance with HQ DGBR letter No. 12874/SOs (P) Conf /DGBR/EG2 dated
10 Oct 95 the following will be kept in view while forwarding the applications for deputation:-
(a) Two deputations will be permitted. Second deputation will be accepted
provided the official had not exceeded the first deputation beyond 3 yrs. Cooling off
period between two deputations will be 10 yrs for subordinates. Last leg deputation can
be considered in special cases provided the official did not enjoy any deputation earlier.
Cases of Personnel attaining 55 yrs may also be considered.
(b) Maximum ceiling of 100 UDCs and 80 LDCs has been fixed for deputation at
any given time.
(c) Pers serving in HAA/HHA/EHA can apply only on completion of 18 months
service in these areas.
(d) Personnel serving in MAS can apply only before completing 06 months i.e. no
application will be accepted if a person has completed 6 months in MAS- However pers
of stagnating categories can apply any time provided they have put atleast 15 years
service in the present rank. Stagnating categories have been defined in Dte letter No.
12318/Policy/Depu/DGBR/EG2 of 01 Jan 93.
(e) From all other areas personnel can apply any time provided they have completed
10 years service.
(f) UDCs can apply for higher grade/scale of pay only.
(g) While recommending application of UDCs/LDCs for deputation following
factors will also be taken into account:-
(i) Total length of service.
(ii) Total service in field unit specially those who did not get an opportunity
to serve in HQ DGBR/GREF Centre and Record etc during entire service.
(iii) Nature of performance in different assignments/duties in hazardous area
during entire service
(iv) Academic qualifications and experience in the relevant posts.
(v) Deputation is not a right. Organisational need override all other
considerations.
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(h) Ration Money, in lieu of Free ration will not be admissible to the GREF pers sent
on deputation/while on deputation with other Govt Department/Organisation. Similarly,
clothing items will be fully withdrawn from the GREF personnel while proceeding on
deputation to other Government Department/Organisations, where they are not required
to wear the uniform and as such officers and personnel of GREF are not entitled to
Washing Allowance/UMA during period of deputation.
Posting Femal GREF Employees
47. (a) Female employees will be asked three choice stations in three different projects
and efforts will be made to post them to one of the choice station. Present system of
staying in one station for a very long duration will be discouraged.
(b) Case for widows having School going children (below 15 years of age) will be
considered on merit and efforts will be made to post them to the units where schooling
facilities are available, to the extent possible.
(c) As far as possible, female employees on turn over shall be posted to places where
family accommodation is available, which may be in any area classification keeping in
view the increasing strength of lady employees.
(d) Female employees who have completed their prescribed tenure in a unit and due
for posting out will not be disturbed if they are left with less than 02 years service for
proceeding on superannuation.
(e) Turnover posting of female GREF employees will also be done in the same
manner as is being done for others. However, efforts will be made to the extent possible
to post husband and wife in the same Station/Unit/Formation if both of them are GREF
employees.
Premature Posting
48. Premature posting will normally not be issued except to meet organisational
requirements.
Locational Weightage
49. For the purpose of tenure, physical stay in the area will be considered except in case of
BCA/MCA.
50. With a view to adjust surplus/deficiencies, personnel junior in stay will be turned over
within the same project and senior in stay will be posted out. However, no one will normally be
moved out of project before completion of a minimum of six months period after reporting on
posting.
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Turnover
51. The turnover policy will be implemented as under:-
(a) The posting will be issued by name giving the date of move against each
individual.
(b) Longest stayees will normally be turned over first.
(c) The personnel posted to HAA/EHA will be moved first even without relief.
HQ CE projects will ensure that such moves are not held up by the units under their
command. Personnel serving in BCA/MCA will be moved on posting on completion of
specified tenure without awaiting relief. In case for any reason their posting orders are
not received they will be side stepped to a unit located at Non BCA/MCA area within
the Project on attachment.
(d) No unit/Task Force will issue directions to withhold the move of individuals
dues in from other units at their level. For reasons of no vacancy, representation by the
individual etc, such cases will be referred to GREF Records through Project HQ.
(e) The target date will invariably be adhered to for carrying out posting.
(f) Forthwith posting, as far as possible will be issued through telex and be carried
out within seven days of receipt. No representation will be made by the present unit
except where the individual himself is involved in a disciplinary case or admitted to the
hospital for long term treatment.
Representation against Posting
52. Representation against posting issued, if any from the unit as well as from the individual
will be initiated within 30 days from the date of receipt of the posting order in the unit.
Representation against posting order will only be addressed and forwarded to OIC Records by
the Project HQs/Dte duly endorsed with recommendations of the Project/Dte on the body of
the representation itself. It will be ensured that such representations reach GREF Records within
60 days on receipt of the posting order in the unit. GREF Records will not entertain onus of
delay on any pretext. No representation from Task Force/units on a DO letter from any officer
other than Chief Engineer will be entertained by OIC Records for change/diversion/
choice pos/deferment of posting and extension of tenure in organisational requirement or
otherwise. OIC GREF Records will be the competent authority to take decision on these
representations/ applications/requests and his decision will be final and binding. However, in
the eventuality of any ambiguity, OIC Records with his specific recommendations, may refer
the case to HQ DGBR for further decision. Any representation/request for change of posting on
medical grounds will be treated as compassionate grounds and the same will be endorsed in
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index card of the individual for deciding service profile factor. Any application forwarded
without adhering to the aforesaid channel will render it null and void. In case the unit does not
hear from GREF Records within one month, the representation would be assumed to have been
rejected and the individual will be moved immediately. Non-receipt of reply from GREF
Records or non availability of rail/air reservation will not be cited as reasons to delay the move
of the individual. OC unit will be held personally responsible for lapse in this regard.
Deployment and adjustment of low medical category personnel
53. A number of personnel get themselves down-graded to low medical category after
receipt of their posting to a difficult station. Such an act will be considered highly objectionable
as it makes the task of management more difficult, and in addition harms the cause of comrades
whose cases may be highly deserving.
54. While issuing the posting orders of Pers of Low Medical Category (LMC), the
recommendations of Med auth available in the service documents are taken into consideration
and personnel are posted to a place where the requisite medical facilities are available.
55. If the indl is placed in low medical category, the unit should immediately inform the
Records to take appropriate action to post the indl as per recommendation of medical board
instead of sending the application through HQ DGBR.
Personnel involved in Disciplinary/Court Cases
56. Cases of posting of personnel involved in disciplinary cases/court cases will be dealt
with as under:-
(a) In the case of a person against whom disciplinary case has been
initiated/contemplated, the project/unit will intimate the complete details immediately.
The guidelines contained in SOP on finalisation of disciplinary cases issued to all
projects under HQ DGBR letter No.17001/P/DGBR/195/E1E dated 02 Dec 1993 and
HQ DGBR letter No.12520/PP/DGBR/EG2 of 23 Feb 1998 will be kept in view while
referring cases of personnel involved in disciplinary cases.
(b) If the individual is a witness in a court of inquiry, efforts to be made to finalise
the same at an early date and move of such individuals will not be got delayed. In case
of their requirement at the later stage, they may be recalled to give their evidence and
witness when required.
(c) In case, the individual is involved in disciplinary/court of inquiry/vigilance case
after issue of posting order and unit concerned is not in a position to despatch the
individual to new unit, complete details are to be forwarded to GREF Records for
consideration and if genuine posting order may be cancelled and endorsement made on
his index card so that case can be pursued accordingly as per the circumstances arises.
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(d) If a person involved in a C of I has given his evidence, he should be moved to his
new unit. In any case he must be moved within six months and if required again can be
recalled.
(e) If the effected person is in BCA, he should, as far as administratively feasible, be
attached to any other place in project area, (Non BCA)/repatriated to India so that, he is
not unnecessarily allowed to avail the BCA facilities attached to these areas.
(f) In case of involvement of a person under orders of posting in a court case where
organisational interest is involved, his posting order will be held in abeyance till final
decision by the Hon’ble court.
(g) On receipt of cases of personnel involved in disciplinary cases, they will be
posted back to the unit where the incident took place to enable the unit concerned to
finalise the cases expeditiously. Such personnel will be immediately relieved and
despatched to the unit/project dealing with the cases.
(h) In case any individual involved in disciplinary cases/court if inquiry is moved in
contravention of the instructions of posting order, OC unit will be personally held
responsible. When the individuals concerned have completed their tenure at the present
duty station, their cases will be referred to HQ DGBR and GREF Records for obtaining
specific orders regarding their move.
(j) Cases of personnel whose cases are processed under Army Act will be dealt with
as per Para 4 of SOP for temporary attachments.
(k) In case the person involved in court case where organisational interest is not
involved, the person will be posted out as per posting policy.
(l) In case the person is required as a witness in a court case involving
organisational interest, he will be posted out on completion of his nominal tenure to a
nearby project from where he can attend the court as and when called for.
(m) When the person is involved in a MACT case, he will be posted out on
completion of his tenure to nearby project to ensure his availability as and when required
if otherwise not specifically required by the concerned Court.
(n) When the move of a person is withheld by the court/petition admitted for
deferment of posting by a court pending final orders, he will not be moved out till
clearance from the court to avoid contempt of court.
(o) When the person who have gone to court against the department and where no
embargo is laid down by the court, he will be moved as per posting orders.
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Promotion-cum-Posting Order
57. On approval of DPC proceedings by the Competent auth, Promotion-cum-posting orders
will be issued by CRO GREF Records as early as possible. Affected personnel will be adjusted
within the projects subject to availability to vacancy, if the individual has not completed the
prescribed tenure and those completed prescribed tenure will be posted out of the Project.
Promotion cum posting orders will be carried out immediately as per instructions.
58. Assumption certificate on account of promotion or reappointment as per Appendix
‘AX’ and ‘AY’ to this ROI will be forwarded by the units/Projects to MSL section of GREF
Records immediately. In case non-assumption of higher rank by the individual within one
month of receipt of promotion cum posting order, the matter will be brought to the notice of
GREF Records office by concerned projects. Case where assumption certificates are not
received within three months of issue of promotion cum posting order will be reported to DGBR
by GREF Records.
59. Non implementation of promotion cum posting order is bound to create lot of legal
complications at later stage. CEs project and TF Cdrs should pay particular attention towards
this aspect, as non implementation/delayed implementation is neither in the interest of
organisation, nor the concerned individual. However, genuine problem if any, with regard to
non-implementation of promotion cum posting orders, will be referred to GREF Records
without loss of time.
Proforma posting
60. Proforma posting will be resorted to as an exception. Prior sanction of OIC Records will
invariably be obtained for proforma adjustment of the individual in vacant posts in the projects.
61. Internal Posting Orders
(a) It may sometimes become necessary to adjust the personnel within the projects
mainly in the eventualities of disbandments, reorganisation, under posting, reduction in
authorisation or to meet specific organisational requirements. In such cases, proposal for
posting within the project should be initiated by CE (P) well in advance for ractification
by GREF Records. Detailed justification should accompany the case.
(b) Internal POs may also be needed for project Dantak and Sewak to adjust
personnel for giving equitable share of BCA/MCA in case of decrease of
vacancies in BCA/MCA area due to reduction in work load.
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62. The following points will be kept in mind while proposing internal posting/adjustments:-
(a) Longest stayee will be proposed for posting out of projects.
(b) To minimise the expenditure on move, as far as possible personnel be proposed
for adjustment where distance involved is less than 20 Km. However, to improve
satisfaction level transfer incidentals will be paid for any move beyond 20 Kms carried
out in organisational interest, even if it is premature and within the project. If the move
is on the request of the individual, transfer incidentals will not be paid.
(c) Shifting of personnel within the project will not be undertaken to extend the
overall tenure of the individual in project beyond the prescribed tenure limits.
63. Projects will not implement internal posting order in anticipation of approval from
GREF Records. Efforts will, however, be made to favourably consider the recommendation of
CEs provided the above guidelines have been observed.
64. Non-compliance of these instructions may cause irregular move and extra expenditure to
the state which will attract criticism from higher authorities.
New Raising/Disbandment/Underposting
65. On receipt of orders regarding new raising of unit, GREF Records will issue posting
orders on priority. For this purpose, they will take into account the surplus within the project
and make up the balance manpower from other projects.
66. Move of personnel posted to newly raised units will not be withheld on any account.
Their moves will be carried out as per the dates mentioned in posting orders.
67. Immediately on receipt of disbandment order, the concerned project HQ will forward
adjustment plan giving details of personnel to be adjusted within the project and to be posted
out to other projects. It will be ensured that the longest stayees are offered to be posted out.
68. On receipt of orders regarding underposting, the concerned project will forward
adjustment plan to Records immediately for issue of posting orders in keeping with service
profile of concerned individuals.
Posting on Compassionate Ground
69. The word ‘compassion’ means a case of pity which needs to be helped/treated
mercifully. It has been experienced that the purpose of compassionate posting has sometimes
been misconstrued. It will be appreciated that every human problem/grievance cannot be
brought within the purview of compassion and be treated accordingly. It may adversely affect
many genuine cases and debar them from availaling this facility. Since the number of vacancies
in good station is limited, compassion of one indl is bound to be at the cost of another. This
needs to be avoided as much as feasible in the interest of good discipline.
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70. In order to restrict such cases to the barest minimum, requests falling under the
following categories shall not constitute grounds for compassionate posting:-
(a) Old age and infirmity of parents.
(b) To look after landed property
(c) Separation from combined family.
(d) Construction of house.
(e) Pregnancy of wife/birth of a child
(f) Marriage/betrothals of brothers/sisters/children, or arranging the same.
(g) Employee pursuing higher education.
(h) Education of children.
71. The following points will be borne in mind by the projects/units while accepting and
forwarding applications for compassionate posting to GREF Records:-
(a) Cases of those falling under the clauses mentioned above are not included.
Otherwise the case will stand summarily rejected.
(b) Applications for compassionate posting in initial 10 years service will generally
not be forwarded. Where an exception to this is considered necessary for any special
reasons, specific recommendations to this effect should be incorporated by the
authorities recommending the case while submitting application for consideration by
board of officers.
(c) Request for posting on compassionate grounds after receipt of posting order will
not be entertained.
(d) Incomplete application will be liable for summary rejection. HQ (P) should
make check list for compliance of these orders.
(e) Applications for compassionate grounds posting received by GREF Records upto
14th
and 28th
of each month will be placed before the Board of officers meant for
compassionate posting for consideration to be held on 16th
of the same or 1st of the
following month at GREF Centre.
(f) Personnel transferred after completion of full tenure are entitled to transfer
incidentals even if they are posted to the place of their choice. Personnel who are posted
on compassionate/medical grounds to choice stations and those on last leg posting after
completion of their prescribed tenure will be eligible for transfer incidentials. However
individuals posted to choice station on compassionate/medical grounds before
completion of full tenure are not entitled for transfer incidentals.
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72. The tenure of compassionate posting will be two years.
73. The application for compassionate posting will be prepared as per Appendix ‘AZ’ by the
individual and routed through his project. The application will be scrutinised at all levels with
reference to facts as well as compassion and definite recommendations will be given by each
intermediate authority.
74. GREF Records will check the details furnished in applications fortnightly and place the
same before the Board of officers for consideration.
75. The composition of Board of Officers considering the compassionate/medical cases
which will be held fortnightly at GREF Centre, will be as under :-
PO : CRO/SRO
Members : 1. One Offr from GREF Centre
2. One Offr from GREF Records
3. RMO GREF Centre
76. The Board of Officers will consider the cases on merit and endorse its decision against
each case. Due Weightage will be given to the recommendation of the CE as also to the
service/sector profile of the individual and availability of vacancies in the station. The Board
Proceeding will approved by OIC Records, and expeditious action will be taken to implement
the decision taken there in. On finalisation of the Board Proceedings, the decision will be
communicated to the Project concerned.
77. The applications for medical case pertaining to dependents of GREF Personnel will be
prepared as per Appendix ‘AZ’ by the individual. The Project HQs/Dte will forward these
applications, directly to OIC Records with the specific recommendations of Project/Dte. GREF
Records will include these cases for consideration by the Board of Officers detailed by them.
Based on the recommendations of the Board of Officers, OIC Records will decide the posting
and his decision will be final and binding.
78. On receipt of applications from HQ DGBR/EG-2 alongwith their recommendations,
GREF Records will include these cases for consideration by the BOO. In their own interest,
applications should enclose all relevant supporting documents with the application in the first
instance. Applications not accompanied by supporting documents are liable to be rejected.
79. Endorsement regarding application for posting on compassionate/medical grounds as
also the Board’s decision will be made on the Index Card of the concerned individuals for future
reference. The application will be passed into the documents section for retention with Record
set of documents of the individual.
80. No representation on the decision of the compassionate/medical Board will be
entertained except where new facts warrant reconsideration.
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81. Once the case on compassionate/medical grounds is initiated by the unit/project, it
should not be pursued separately through other media i.e DO letter, telephonic call/telex, etc, as
each case is dispassionately gone into by the Board of Officers.
Last Leg Posting
82. As far as possible the GREF Personnel will be posted nearer to their home as last leg
posting depending upon availability of vacancies to enable them to settle down after retirement.
Projects HQrs will forward the particulars of the indls who are due for retirement within the
next 4 years (i.e. within two viable tenures) to GREF Records alongwith the recommended
place for posting identified in proximity of home station to accommodate them nearer to their
station to the extent feasible.
83. The following cases are NOT eligible for last leg posting:-
(a) Personnel due for turn over from Project/Task Force/Units on completion of
tenure, but are left with only two years or less service for superannuations will not
disturbed, and allowed to continue till they retire unless it is their last leg posting or they
are located in HAA/EHA.
(b) Personnel who have availed compassionate posting or deputation in last 8 years
of their service.
Posting Newly Recruited Personnel
84. Newly recruited personnel will preferably be posted to HAA/EHA/HHA. In case they are
not given first tenure in HAA they will be given a tenure in HAA at the earliest opportunity as
far as possible to make him eligible for foreign postings.
Posting of Pers on Promotion (Approved by DPC)/Re-Appointment
85. Personnel who have not completed project tenure will be adjusted in-situ/within the
project if vacancy exists. Those who have completed their tenure will be posted out as per
hardness profile.
Posting of Personnel undergoing Diploma Course at CME
86. Immediately on their selection for undergoing Diploma course at CME, GREF Centre
(Trg School) will forward particulars of individuals to GREF Records showing following
details:-
(a) GS/NO, Rank/Category and Name.
(b) Unit/Project.
(c) Name of the course and its duration.
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87. On receipt of these details, GREF Records will take following action:-
(a) Make endorsement to this effect on Index Card of the affected individuals.
(b) Cancel posting orders, if already issued reflecting reasons for cancellation of
posting.
(c) Posting of these personnel are not issued till Diploma courses are over.
(d) Details of such personnel be maintained separately in registers by the concerned
group of posting section.
88. In case of premature reversion from course/change in duration of course, parent unit as
well as GREF Centre (Trg School) will inform GREF Records accordingly.
89. The course tenure in respect of the personnel selected for CME course for a period of
more than three months from the units located in HAA/EHA and other difficult areas will be
termed as Soft Area tenure. On completion of course such personnel will have no claim for
choice posting.
Posting of Specialised Categories
90. A panel of the following specialised categories will be maintained at GREF Records :-
(a) Bridge construction specialised personnel
(b) Hot Mix Plant expert personnel
(c) Snow clearance specialised personnel
(d) Building construction specialised personnel
(e) Experience in Budget/Contract sections
(f) Experience in Lab and quality control
(g) EDP qualified personnel
(h) Trained on Electronic equipment
(j) Pioneers knowing the job of Radio Operator, OEM and RR DVR etc.
(k) Law qualified personnel
(l) Staff Car Drivers
(m) Officer’s Mess Staff (Good Cooks and Mess Waiters) etc.
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Rotation of Technical Staff within BCCs
91. The supervisory staff involved in bridging activities in various BCCs, who are
undertaking physical execution of the bridges to form a core group to develop expertise in the
organisation. Therefore posting of technical staff of BCCs, will normally be rotated amongst
BCCs, and atleast 40% technical staff of BCCs will be those rotated from other BCCs on
completion of prescribed tenure.
92. It will be the endeavour of Records that no exceptions are made except for
organizational requirement. Such cases must be approved by OIC Records.
93. Keeping the job requirement in view, it may not be possible to apply the sector
profile/tenure rigidly for the turnover of the personnel of the following categories:-
(a) Supdt/Assistant/Steno of all grades
(b) D/Man category
(c) Hindi Translator/Hindi Typist (LDC)
(d) Driller/Mason/Moulder/Upholster
(e) Fire staff
(f) Machinists/OTRP
(g) Sanitary Inspector
(h) E&M Gde I
(j) SS Gde I
Issue of posting order on account of Wastage/Disciplinary Cases
94. In order to avoid issue of posting order in respect of personnel wasted/likely to be
wasted out, all units will immediately inform Record Office (Posting Section) by signal on
occurrence of the following :-
(a) Deaths
(b) Desertion and rejoining from desertions
(c) Removal from service on disciplinary cases
(d) Voluntary Retirement/Premature discharges
(e) Invalidments
(f) Involvement in disciplinary cases
(g) Wastage due to other reasons including Superannuation etc.
(h) Downgradation/upgradation of medical category
95. Replacement of voluntary retirement/discharge cases will be provided once manpower
trained as a result of such wastage becomes available. This is because the vacancies created are
unanticipated and adequate manpower is not catered for to make up such deficiency. Projects
should, therefore, refrain from making an issue of these deficiencies.
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Initiation of ACR/ICR
96. All concerned will ensure that ACRs/ICRs where due, are invariably initiated before an
individual moves out to another unit on permanent posting. Endorsement to this effect will be
made in the movement order by the despatching unit.
Attachment
97. Attachment of personnel outside the projects will be ordered by HQ DGBR. Therefore,
cases for attachment will be projected by the projects to HQ DGBR giving full justification of
the case.
Delays in carrying out posting
98. With a view to curb the tendency of delay in carrying out posting, the following
instructions will be adhered to:-
(a) All posting orders will be implemented by target dates.
(b) Delays due to leave/payment will not be accepted.
(c) Withholding the move of individuals unless they are involved in C of I as
important witness, will not be a valid reason to delay the posting.
(d) Personnel ordered to move on posting to units located as under will be moved
first without waiting for relief. Posting orders will indicate such moves as to move
without relief :-
(i) To units located in HAA
(ii) To units located in EHA
(iii) To units entrusted with important works as per instructions from time to
time.
(e) Earned leave beyond 15 days will not be granted to an individual after receipt of
posting order without prior concurrence of the receiving unit. However, leave upto 15
days can be granted to the individual to dispose off the family or for similar
administrative reason with the approval of OC Unit. In such cases, personnel should
move on leave cum-posting and should be SOS accordingly.
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Reliefs
99. All possible efforts are made by GREF Records to provide relief in the same posting
order except in exceptional cases such as non-availability of personnel for turnover or
rationalisation of force deficiency. Move will not be delayed for want of relief in such cases.
Compliance of Posting Orders
100. It will be the personal responsibility of OsC units to ensure that posting orders are
carried out as ordered and as per the schedule. OsC Units will also include the information on
number of posting orders delayed with reasons thereto in the brief for inspection/visit of OIC
Records, concerned CE projects and DDG (Pers).
101. It has been observed in the past that there is general reluctance on the part of units to
move their personnel on posting before arrival of relief. To overcome this difficulty all postings
will contain specific date by which move is to be implemented. Units will ensure compliance of
move dates as stipulated in the Posting order. Instructions contained in Appendix ‘AAA’ to this
ROI will be complied with by all the units in connection with carrying out the move of the
individuals on posting.
Progress on implementation of Posting Orders
102. Projects will forward to HQ DGBR, with copy to Records, details of posting orders
which have not been implemented for over three months. The details will include posting issued
upto 28 Feb and 31 Aug and reach HQ DGBR/GREF Records by 20 May and 20 Nov.
Movement Orders
103. In order to enable GREF Records to maintain upto date record of outstanding posting
orders, copies of movement orders will invariably be forwarded to GREF Records immediately
on move of the individual.
104. In the movement order, the original posting order number and date with amendment, if
any, issued to the original posting order will invariably be quoted for easy linking and updation
of records.
Admissibility of Transfer Incidentals on Move of Units
105. As per Rule 3 (c) of CCS (Joining Time) Rules, “Joining Time” means time allowed to a
Govt. servant in which to join a new post or to travel to a station to which he is posted. But,
while on move of a unit, no time factor is involved as a whole unit together with personnel
move to another station utilising means of travel provided by the Govt. Hence, joining time is
not admissible when Unit moves enblock and Govt. transport is provided.
Authority : CDA (BR) No. AT/BR/8/X dated 18 Aug 1998
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Posting/Transfer Army Personnel
106. Army personnel are authorised to this organisation from various Corps and Regiments of
Army. Their posting/transfer are being issued by their respective Records as per posting policy
applicable to them. Whenever any army person is posted out from GREF units/formations, he
will be relieved/despatched only after his relief has reported. In this connection HQ DGBR
letter No. 12217/Army/DGBR/EG2 of 08 Nov 93 refers.
107. Copy of posting orders in respect of Army personnel are not being endorsed to GREF
Records by respective Army Records in many cases owing to which the correct statistical data
of Army personnel can not be maintained. In order to overcome this lacunae, Projects will
forward a quarterly report to GREF Records as on 31 Mar, 30 Jun, 30 Sep and 31 Dec
containing the details of dues in/out duly incorporating posting orders recd by them from
respective Army Records. A copy of movement order will also be endorsed to GREF Records
for updating records. The details of Army personnel will also be shown in monthly change
report separately.
Request/Pressure for Posting from Politicians/VIPs
108. A large number of requests are received from various politicians/VIPs for posting of
subordinate staff. This hampers implementation of laid down posting policy and leads to
frustration amongst subordinates. Whenever such request is received, a communication to this
effect will be sent to the concerned CE to ascertain in writing whether the individual has made
the request to CE through proper channel. If the case is in affirmative, the original reply
alongwith the comments of CE regarding action taken on his request will be sent to HQ DGBR
and GREF Records for necessary action. In case the reply is negative, disciplinary
administrative action against the individual will be initiated. An endorsement to this effect will
also be made on the Index Card of the concerned individual by GREF Records for future
reference. Reply to the VIP will be sent separately. In this context, HQ DGBR letter No,.
12520/PP/DGBR/EG2 dated 05 May 1994 may be referred.
Conclusion
109. Posting policy should be seen in totality. It is our attempt not only to be transparent, fair
and just but also to be received/seen as such. These instructions have been formulated with a
view to give equal opportunity to all the personnel to serve in different areas. Personnel of BRO
have All India Service liability in the matter of posting and are bound to be posted to any place
in the specified areas as per service/sector profile keeping in view the administrative and
functional requirements. It should, therefore be impressed upon all Ranks that redressal of
grievances if any, in this regard should be sought through departmental channels. The
instructions contained in the posting policy should be implemented in letter and spirit to achieve
greater satisfaction level amongst the subordinate staff and to discourage a section of our
personnel, who have a tendency to resort to recommendation from VIPs/Politicians, to obtain
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good posting at the cost of deserving personnel. All personnel should be educated in GREF
Sammelans to willingly accept their share of good and not-so-good stations. The posting policy
will be implemented in letter and spirit and with all compassion so long as it does not unfairly
tread on due share of others. Exceptions will not be the rule and will be avoided as far as
possible, and when that happens, it should be accepted in the larger interest of the organisation.
110. Action will be taken only on the applications of GREF individuals through proper
channel. Request received on their behalf from relatives or politicians will be disposed of in
accordance with the provisions of Dte letter quoted at para 108 above. All ranks should be
educated on this aspect and apprised that bringing outside pressure regarding service matters
renders them liable for disciplinary action.
111. Strict implementation of the above posting policy coupled with the co-operation from
CEs/TF Cdrs/OsC units and subordinates staff will enable us to achieve higher satisfaction level
in BRO.
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CHAPTER 20
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MASTER SENIORITY LIST
Introduction
1. MSL is a vital document, based on which the cases of promotion and confirmation etc.
are finalised by respective DPCs. In order to avoid complications as far as promotion and
confirmation are concerned, due care be given in the preparation of MSLs. Incorrect preparation
of MSL will, therefore, lead to a number of complications as far as grant of promotion and
confirmation are concerned and result into unwarranted appeals/ representations.
Preparation and Maintenance
2. The instructions regarding preparations of MSL are contained in GREF Records letter
No. 1238/MSL/Vol-II/33/SR dated 15 Mar 78. The MSLs are maintained strictly according to
seniority in the rank/grade and contains service particulars like GS No, Rank, date of initial
appointment, present rank, status, education and technical qualifications etc. According to quota
of DR and DPC, the vacancies allotted are also shown in MSL and inserted/filled up on
availability of candidates through recruitment as well as promotion.
3. The relative seniority of all direct recruits is determined by the order of merit in which
they are selected for such appointment on the recommendation of selecting authority, persons
appointed as a result of an earlier selection being senior to those appointed as a result of
subsequent selection.
4. Where promotions are made on the basis of selection by a DPC, the seniority of such
promotees shall be in the order in which they are recommended for such promotion by the
Committee. Where promotions are made on the basis of seniority, subject to the rejection of the
unfit, the seniority of persons considered fit for promotion at the same time shall be the same as
the relative seniority in the lower grade from which they are promoted. Where however, a
person is considered as unfit for promotion and is superseded by a junior, such persons shall
not, if he is subsequently found suitable and promoted, take seniority in the higher grade over
the junior person who had superseded him.
5. Where persons recruited or promoted initially on a temporary basis are confirmed
subsequently in an order different from the order of merit indicated at the time of their
appointment, seniority shall follow the order of confirmation and not the original order of merit.
6. The relative seniority of direct recruits and promotees is determined according to the
rotation of vacancies between direct recruits and promotees, which is based on the quotas of
vacancies for them respectively in the Recruitment Rules.
Auth : for Para 3 to 6 : - Govt of India, Min of Personnel, Public Grievances and
Pensions (Deptt of Pers and Trg ) letter No. 22011/7/86-Est (D) of 03 Jul 86).
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7. In other words, it is illustrated that, where 75% of the vacancies are meant for promotion
and 25% for direct recruitment, each direct recruit is placed in the seniority below three
promotees. Where appointment to grade is to be made 50% by direct recruitment and 50% by
promotion from lower post, the inter- se-seniority of direct recruits and promotees is determined
1:1 basis.
Amendment/Revision /Addition
8. An amendment to MSL necessitates when an individual acquires higher academic
/technical qualification, promotions. In the event of promotion and re-appointment from one
trade to other, the name of the promoted/re-appointed individual is deleted in the existing MSL
and inserted in the MSLs of promoted/re-appointed categories. An index is maintained on the
front page of respective MSLs and amendments carried out to the MSL are authenticated by
dealing clerk, I/C Sec and OIC MSL Section. The inputs received from units will be transcribed
to the MSL immediately so as to keep the MSL upto date at all times. All inputs for amendment
to MSL are unit Part II orders published for the purpose.
9. MSLs are to be revised after every 5 years on rotation basis and on the requirement of
DGBR at any time. Obsolete MSL is kept in safe custody for reference at a later date specially
in connection with Court Cases.
Conclusion
10. This is published and circulated for guidance of Formations/Units, who are also
expected to render assumption certificate and Part II Orders published for the personal
occurrences and to their relevant reports in time so that MSLs are kept upto-date at all times
being very sensitive and useful documents in the GREF Records. Revised MSLs will be
circulated to Projects every after 5 years once all MSLs are circulated.
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CHAPTER 21
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DISCIPLINE UNDER ARMY ACT 1950 & UNDER CCS (CC&A) RULES -65
1. Army Act 1950 and Army Rules 1954 have been made applicable to the members of
GREF vide SRO 329 and 330 both dated 23rd
Sep 1960 with following exceptions and
modifications :-
Army Act 1950
(a) Exceptions : Section 10,11,13 to 17,20,22 to 24,43,44, Clause (d) (e), (f), (g)
and (k) of Section 71,74 to 78, Clause (e), (f) and (j) of Section 80 and clause (a) of
Section 84.
(b) Modification
(I) In section 3 for clause (v) the following shall be substituted namely :-
“ Commanding Officer” when used in any provision of this Act with
reference to any separate portion of the General Reserve Engineer Force means
the person in actual command of that portion and include a person duly
authorised by such person to exercise the powers of a Commanding Officer in
respect of that portion of the Force.
(II) In clause (XII), after the words “or the Territorial Army” the words “or a
person belonging to the General Reserve Engineer Force holding therein a
position equivalent to that of Junior Commissioned Officer of the regular Army”
shall be inserted.
(III) In clause (xv) after the words “or the Territorial Army” the words “or a
person belonging to the General Reserve Engineer Force holding therein a
position equivalent to that of Non Commissioned Officer of the regular Army”
shall be inserted.
(IV) In clause (viii) after sub-clause (f), the following sub-clause
shall be inserted namely :-
(g) “ A person belonging to the General Reserve Engineering
Force holding therein position equivalent to that of an Officer of the
regular Army who is for the time being subject to this act” and
(V) In clause (xxiv), after the words or of the Territorial Army the words “or
person belonging to the General Reserve Engineer Force holding therein a
position equivalent to that of a Warrant Officer of the regular Army” shall be
inserted.
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(VI) In Section 63, for the words “Military discipline” the word “discipline”
shall be substituted.
(VII) In section 73
(aa) The words “the punishment” specified in clause (d) or clause (e)
of Section 71 shall be omitted and (b) for the words, brackets and letters
“Clauses (f) to (I) of that Section words brackets and letters clause (h)”
clause (I) or Clause (j) clause (1) of Section 71 shall be substituted.
(VIII) In sub-section (4) of Section 81, for the words brackets and letters “
Clause (a),(b),(c) and (j) “ the words brackets and letters “Clause (a), (b) and (c)
shall be substituted.
(IX) In Section 113, the words “each of whom has held a commission for not
less than three whole years and” shall be omitted.
(X) In Section 114, the words “each of whom has held a commission for not
less than two whole years” shall be omitted.
(XI) In sub-section (I) of section 116, the words “of any corps, department or
detachment of the regular army” shall be omitted.
ARMY RULES-1954
(a) Exceptions - Rule 7 to 18, 168,172 to 176, 190 and 191.
2. At the same time CCS (CC&A) Rules 1965 are also applicable to the members of the
Force. In other words GREF pers can be tried under Army Act and under CCS (CC&A) Rules
1965 both. The sentence of dismissal from service by court martial, however, cannot be
awarded vide Army Act Section 71 (e). If it is intended to dismiss and individual sentenced to
imprisonment by Court Martial, simultaneous action should be taken by the appointing authority
after following the procedural instructions as laid down in Rule 19 of CCS (CC&A) Rules 1965.
In the event of failure to comply with this requirement, the award of dismissal is likely to be set
aside on review by the competent authority and thus giving the accused the benefit of continued
status of an employee in GREF after completion of sentence of imprisonment, having not been
dismissed/removed from the service by the competent authority.
3. The disciplinary power have been delegated to OC units of the GREF, TF commanders,
and CEs vide Annexure II para 20 of BR Regulations and HQ DGBR letter No
69546/(P)/DGBR/E1E dated 11 Jan 73, Even No dated 31 Mar 73 and
70541/DGBR/E2A(T&C) dated 23 Feb 77.
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4. Inspite of clear policies laid down on the disciplinary powers by the various authorities
in GREF, there appears to be doubt regarding exercising of the powers of the OCs by the Task
Force Commanders under Army Act. The Task Force Commanders can only exercise
disciplinary powers in respect of personnel of their own HQs. They have no jurisdiction
whatever the case may be to try a person under Army Act, of a Unit/Estt which is an
independent establishment authorised /sanctioned, unless and otherwise such persons have been
attached with HQ Task Force for disciplinary purpose by the competent authorities as contained
in HQ DGBR letter No. 695460(P)/DGBR/E1E dated 26 Nov 80 and AI 106/60 and 153/69.
5. The case has been discussed with the JAG Deptt and it has been clarified that the powers
of OC units as defined in sub sec (v) of Sec 3 of the Army Act, 1950, are to be exercised by OC
RCCs and other equal independent units and not by the Task Force Commanders in the normal
course. Whenever for administrative or disciplinary reasons, it is desired/essential that the
individual be tried by the Task Force Commander, then such a person should be attached to HQ
TF for disciplinary purpose by issue of a specific order before initiating the disciplinary action.
This may please be brought to the notice of all Task Force Commanders, and Unit Commanders
to ensure that the cases are dealt with by officers having legal jurisdiction and do not in any way
lead to miscarriage of justice.
6. Vide Para 4 of Dte letter No 70511/DGBR/E2A(T&C) dated 21 Feb 77, it has been
clearly stated that officiating incombents are not competent to exercise the powers of appointing
authority and hence they do not enjoy the disciplinary powers under CCS (CC&A) Rules 1965.
Hence any award by the officiating incumbents become illegal for want of jurisdiction. In this
connection, please refer to Govt of India, Notification No F 18(16)/1969 Rectt dated 15 Mar 73
which lays down the disciplinary powers vested in various authorities while exercising
disciplinary powers as per the delegation vide above referred notification, a Task Force
Commander of the rank of Lt Col/SE should ensure that the person on whom major penalty of
dismissal/removal/compulsory retirement is being imposed is not appointed by person senior to
him in rank i.e. Colonel.
7. The proceedings of a Court Martial (other than) Summary Court Martial shall after
promulgation, forwarded to the CE (P) concerned for further action.
8. Summary Court Martial proceedings after having been countersigned by the competent
authority be forwarded to GREF Records office as per Army Rule 146(2) for further action.
9. Since no time limit has been laid down for submission of an appeal against the sentence
awarded by court martial and until AA Sec 164 is suitably amended to provide a statutory time
limit for the exercise of the right of the appeal preferred under the aforesaid AA Section, an
extract from the Summary Court Martial proceedings (IAFD-904) such of conviction by court
martial alongwith the following additional details attested by the Record Office will be
maintained by the record office before these proceedings are destroyed with reference to Army
Rules 146(2) :-
(a) Plea of the accused
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(b) Result of the appeal submitted by the accused, if any, and
(c) Character of the accused at the time of trial.
10. When a person subject to the Army Act is sentenced to a term of imprisonment and
committed to a civil jail, a copy of the warrant of commitment (shown at Appendix ‘AAB’)
will be attached to the Court Martial proceedings before forwarding to Record Office (GREF).
11. While taking disciplinary action under CCS (CC&A) Rules 1965, competent authority
should ensure that procedure laid down in Rules 14 and 16 is meticulously followed. The
proceedings under CCS (CC&A) rules are quasi-judicial and can be setaside if the procedure as
laid down is not followed.
12. Before initiating action under CCS (CC&A) rules or Army Act 1950, instructions being
issued from time to time by HQ Dte General Border Roads should also be kept in mind.
13. Once the disciplinary action is initiated under one act of rules can not be changed in
between.
14. No individual can be temporary attached with another unit for initiating disciplinary
action under CCS (CC&A) Rules 1965.
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PUNISHMENTS APPLICABLE TO GREF PERSONNEL
Introduction
1. The following penalties for good and sufficient reasons and as here-in-after provided, be
imposed on GREF personnel, being Government Servants.
Minor Penalties
2. (a) Censure
(b) Withholding of promotion
(c) Recovery from pay of the whole or part of any pecuniary loss caused by him to
the Government by negligence or breach of orders.
(d) Reduction of lower stage in the time-scale of pay for a period not exceeding 3
years without cumulative effect and not adversely affected his pension.
(e) Withholding of future increments of pay
3. Minor punishments of reprimand and severe reprimand having no affect on the pay and
allowances awarded to GREF Personnel equated to NCOs and JCOs rank vide Min of Def
Notification No 1001 dated 20 May 61 (Annexure 6 of BR Regs) will not be published in Part II
Orders. On finalisation of primary trial papers, Officer Commanding unit will record the
charges framed, findings and punishment awarded as a result in the Service book of the
individual as red/black ink entry. Summary disposal documents will then be kept in the
individuals confidential reports file by the unit concerned.
Major Penalties
4. (a) Reduction to a lower stage in the time-scale of pay for a specified period with
further directions as to whether or not the person will earn increment of pay during the
period of such reduction and whether on the expiry of such period, the reduction will or
will not have the effect of postponing the future increments of pay.
(b) Reduction to lower time-scale of pay, grade post or service which shall ordinarily
be a bar to the promotion of the Government servant to the time-scale of pay grade, post
or service from which he was reduced with or without further directions regarding
conditions of restoration to the grade or post or service from which he was reduced and
his seniority and pay on such restriction to that grade, post or service.
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(c) Compulsory retirement.
(d) Removal from service which shall not be a disqualification for future employment
under the Government.
(e) Dismissal from service which shall ordinarily be a disqualification for future
employment under the Government.
5. Provided that in every case in which the charge of acceptance from any person of any
gratification other than doing or fore bearing to do any official act is established, the penalty
mentioned in clause (d) or (e) above shall be imposed.
6. Provided further that in any exceptional case and for special reasons recorded in writing,
an other penalty may be imposed.
7. The following shall not amount to a penalty within meaning of this rule, namely:-
(a) Withholding of increment of a government servant for his failure to pass any
departmental examination in accordance with the rules or orders governing the service to
which he belongs or post which he holds or the terms of his appointment.
(b) Non-promotion of a government servant, whether in a substantive or officiating
capacity, after consideration of his case, to a service grade or post for promotion to which
he is eligible.
(c) Reversion of government servant officiating in a higher service, grade or post to
a lower service, grade or post, on the ground that he is considered to be unsuitable for
such higher service, grade or post or on any administrative ground unconnected with his
conduct.
(d) Reversion of government servant, appointed on probation to any other service,
grade or post, to his permanent service, grade or post during or at the end of the period of
probation in accordance with the term of his appointment or the rules and orders
governing such probation.
(e) Replacement of the services of a Government servant, whose services had been
borrowed from a State Government or any authority under the control of a state
Government, at the disposal of the State Government, or the authority from which the
services of such Government servant had been borrowed.
(f) Compulsory retirement of a Government servant in accordance with the
provisions relating to his superannuation or retirement.
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(g) Termination of the Services:-
(i) of a Government Servant appointed on probation during or at the end of the
period of his probation, in accordance with the terms of his appointment or the
rules and other governing such propation or.
(ii) of a temporary Government Servant in accordance with the provisions of sub
rule (1) of Rule 5 of the Central Civil Services (Temporary Service) Rules,1965,or.
(iii) of a Government servant, employed under an agreement in accordance
with the terms of such agreement.
8. Other punishments as per Section 80 of Army Act 1950 with the exception of (e), (f) & (j)
will apply to GREF personnel also.
Authority: CCS (CCA) Rule-11, G of I, MHA Notn No 35012/2/80 Estt (A) dt 07 Sep 81,
Dept of per & try Notn No 11012/4/86 Estt(A) dt 13 Jul 90, 11012/4/86-Estt(A)
dt 28 May 92, 11012/11/86-Estt(A) dt 10 Jun 87, Gazette of India SO No 1591
dt 27 Jun 87 and SRO 329 as amended vide SRO 364.
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GUIDE LINES FOR APPLYING PROVISONS OF ARMY ACT – 1950 IN GREF
Section
of Army
Act -
1950
Details of offences To be tried
under Army
Act
To be tried
under
CCS(CC&A)
Rules, 1965
Remarks
34 Offence in relation to the enemy and
punishable with death.
Yes - -
35 Offence in relation to the enemy and not
punishable with death.
Yes - -
36 Offences punishable more severely on active
service than at other times.
Yes - -
37 Mutiny Yes - -
38 Desertion and aiding desertion Yes - -
39 Absence without leave Yes Yes Note 1
40 Striking or threatening superior Officers Yes - -
41 Disobedience to superior Officers Yes - -
42 Insubordination and obstruction Yes - -
45 Unbecoming conduct - Yes Note 2
46 Certain forms of disgraceful conduct - Yes Note 2
47 Ill- treating a subordinate Yes - -
48 Intoxication Yes Yes Note 1
49 Permitting escape of person in custody Yes - -
50 Irregularity in connection with arrest or
confinement
Yes - -
51 Escape from custody Yes - -
52 Offences in respect of property Yes Yes Note 1
53 Extortion and corruption - Yes Note 2
54 Making away with equipment Yes Yes Note 1
55 Injury to property - Yes Note 2
56 False accusation Yes Yes Note 1
57 Falsifying official documents and false
declaration
- Yes Note 2
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58 Signing in blank and failure to report - Yes Note 2
59 Offences relating Court Martial Yes - -
60 False evidence Yes - -
61 Unlawful detention of pay - Yes Note 2
62 Offences in relation to airport and flying Yes - -
63 Violation of good order and discipline Yes - -
64 Miscellaneous offences Yes Yes Note 1
65 Attempt - - Note 3
66 Abetment of offences that have been
committed
- - Note 3
67 Abetment of offences punishable with death
and not committed
- - Note 3
68 Abetment of offences punishable with
imprisonment and not committed
- - Note 3
69 Civil offences Yes (a & b) - -
70 Civil offences not triable by Court Martial Yes (a & b) - -
Note: 1. Minor offences under Army Act. Repeated offences of this nature and other
offences deserving removal/dismissal from service or withholding of increment, may be
dealt with under CCS (CC&A), Rules.
2. Under normal circumstances to be dealt with under the CCS (CC&A), Rules.
However, if for any reason the disciplinary authority considers it more expedient in the
interest of discipline to deal with the offences under the Army Act, he will record in
writing his reason for doing so and will proceed accordingly after taking prior approval
of his next superior authority.
3. Should be dealt with depending on the guidelines given against corresponding
charges.
Authority: HQ DGBR Letter No.69589/AA/DGBR/EiE dated 14 Apr 80
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COURT MARTIAL
1. Army Act 1950 and Army Rule 1954 have been made applicable to GREF vide SRO
329 and 330 both dated 23 Sep 60 with certain exceptions and that Army Act Sec 71 (e) is one
of these i.e. the sentence of dismissal from service by Court Martial is not awardable to GREF
personnel. In this connection a reference is also invited to Schedule ‘B’ of SRO 329 dated 23
Sep 60 (modification) (iii) (a) where Army Act Sec 71(e) has been omitted.
2. Position being such, if it is intended to dismiss the individual sentenced to imprisonment
by Court-Martial, simultaneous action should be taken by following the procedure laid down in
Rule 19 of CCS (CC&A) Rules 1965. If this requirement is not complied with, the award of
dismissal is likely to be set aside on review by the competent authority and thus giving the
accused the benefit of continued status of an employee in GREF after completing the sentence
of imprisonment, having not been dismissed/removed from the service by the competent
authority.
3. The procedure of a Court Martial (other than Summary Court Martial) shall after
promulgation, be forwarded to the Office of the Chief Engineer Project concerned for their
further action.
4. Summary Court Martial Proceedings after having been countersigned by the Competent
Authority will be forwarded to GREF Record Office as per Army Rule 146 (2).
5. Since no time limit has been laid down for submission of an appeal against the sentence
awarded by Court Martial and until AA Sec 164 is suitably amended to provide a statutory time
limit for the exercise of the right of the appeal conferred under the aforesaid AA Section, an
extract from the Summary Court Martial Proceedings ( On IAFD-904, schedule of Conviction
by Court Martial) along with the following additional details duly attested by the Record Officer
will be maintained by the Record Office before these proceedings are destroyed with reference
to Army Rule 146(2):-
(a) Plea of the accused.
(b) Result of the appeal submitted by the accused, if any, and
(c) Character of the accused at the time of trial.
6. When a person subject to the Army Act is sentenced to a term of imprisonment and
committed to a civil jail, a copy of the warrant of commitment (specimen Appendix ’AAB’)
will be attached to the Court Martial Proceedings before forwarding to Record Office GREF.
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CHAPTER 22
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STRENGTH RETURN
Introduction
1. Monthly strength return to be submitted by the Units/TFs/Projects, are the basic data
required by GREF Records to maintain the man power state. Late submission and non
submission of the reports not only involves unnecessary correspondence but also dislocate the
work in Record office. Unless the deficiencies arising in the force due to various reason, are
reflected in the strength return, action for provisioning the category through recruitment or DPC
for making up the deficiency of the units/TF/Project concerned is delayed. Therefore necessity
for timely submission of the strength return showing authorisation, holding, under posting, dues
in/dues out and net deficiencies, need no over emphasis. Detailed instruction for submission of
strength return was circulated to all Projects, TFs and units vide GREF Record office letter No
1285/217/Stats dated 06 Mar 92.
2. Monthly Strength Return (IAFF-3009)
Instruction for Compilation
This return contains three parts i.e Appendix ‘A ‘ Annexure-1 to Appendix ‘A’ and
Annexure –II to Appendix ‘A’ (Attached as Anndexure-I of this instruction).
(a) Appendix ‘A’
Column 2 : The category shown in Appx ‘A’ to be exactly as per
Establishment sanctioned by the Govt.
Column 3 : Authorisation should be the strength actually sanctioned as per
establishment and under-postings should not be deducted.
Column 4 : Held – Strength of Army pers allocated to unit/formations should
be shown in this column.
Column 5 : Held – No of GREF pers held should be shown in the column.
Column 6 : Total held (Army & GREF) should not exceed the posts
sanctioned as per establishment by the Govt.
Column 7 : Deficiency should be Auth minus total held.
Column 8 : Dues in – No of personnel stand posted, but not reported to be
shown under the column.
Column 9 : Dues Out – No of pers stand posted out but not moved out to be
shown in this column.
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Column 10: Under postings ordered by Min of Finance, BRDB and DGBR to
be shown in this column.
Column 11 : Deficiencies arisen due to wastages through retirements, Vol
retirements, resignations, removal, death and posting out without
replacement etc to be shown in the column.
Column 12 : Net deficiency, after taking into account dues in/dues out, under
postings and wastages to be shown in the column.
Column 13 : Reasons for increase/decrease of def may be shown in the column.
(b) ANNEXURE 1 TO APPENDIX A (DETAILS OF DUES IN/DUES OUT)
Details of personnel stand posted in from various Units/Projects and on reversion
from deputation to be shown under column ‘dues in’. Details of personnel stand posted
out but not moved, indicating reason for non implementation of PO to be shown under
column ‘dues out’
(c) ANNEXURE II TO APPENDIX ‘A’
Details of personnel proceeded on discharge, retirement, deaths, invalidments
and wastages due to various other reasons, indicating reasons of wastages be shown in
the column. Reference of unit part II order No & date under which personal occurrence
published should also be indicated.
Auth : GREF Records letter No 1285/217/Stats of 06 Mar 92.
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CHAPTER 23
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DETAILMENT OF CANDIDATES FOR VARIOUS COURSES AT ARMY
CENTRES/CME PUNE
Introduction
1. The bulk of the Force today is of Group ‘C’ & ‘D’ employees. Group ‘D’ PNRs & other
similar categories form practically 90% of the Force with PNR leading with 40%. To improve
the lot of the bulk of the force, it has been considered at HQ DGBR to give them ample
chance/avenues for promotion and to inspire them to improve their capabilities and
employability and subsequently promotion prospects. With this view, the case was taken up
with IHQ of MoD (Army) and Govt. for imparting training to various categories of GREF pers
at various Army Regimental Centres, CME Pune and AMC School Lucknow and our proposal
was accepted.
2. Initially sanction for detailment of Pers for the following categories has been accorded
by Govt. as shown against each :-
(a) Diploma in Civil Engineering - 20 pers
(b) Diploma in D’Man Estimating - 10 pers
and Design
(c) Diploma in Mechanical Engineering - 10 pers
(BRDB No F. 104(i)/964-Pers/VI/10587/DGBR/EG dt 08 Apr 83.)
(d) O.E.M - 45 pers
(BRDB letter No F.104(i)/64-Pers/10408/51/DGBR/EG-1 dt 21 Dec 82.)
(e) Nursing Assistant - 120 pers
(BRDB letter No No. F.104(i)/1964-pers/VII/67114/IA/DGBR/EG1 dt 22 Mar 83.)
(f) D.E.S - 40 pers
(g) RR Dvr - 40 pers
(h) W/Opr - 40 pers
(BRDB No F 104(i)/1964 Pers/VI/10587/DGBR/EG1 dt 08 Apr 83.)
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2A. Sanctions to continue various courses have been/are being received from time to time.
3. This will now entitle a sub-overseer/other eligible categories in EM/Draughtsman with 2
years services to be detailed for the courses and acquired a Diploma recognised in terms of AO
313/74. With this qualification these categories would be eligible for promotion or
re-appointment to BR Gde II, E/M-II and Draughtsman Gde II. Having acquired the
qualification he could be promoted upto the rank of Executive Engineer depending upon the
capabilities and performance. To ensure that the suitable and eligible candidates are detailed on
the courses, there is a need to lay down a definite policy with regard to the qualification
required and the method of selection.
Courses
4. The Courses and the duration to be conducted at various centres are given at Appendix
‘AAC’ and ‘AAD’ to this ROI. The Appendices also indicate the vacancies and the number of
courses.
Medical Fitness
5. All personnel nominated for pre-test will be in medical category GREF-I. Temporary
medical category pers will not be nominated for the pre-test.
Bond/Certificate
6. Personnel detailed on Diploma Courses will be required to serve the Force for a
minimum of 5 years on reappointment/promotion after completion of the course. An
undertaking as per enclosed Appendix ‘AAE’ will be signed by each candidates before
proceeding on pre-course training.
7. In addition to the liability of serving the Organisation for 5 years, personnel having
completed the diploma and other courses will not be eligible for deputations and outside
employment for 5 years. A Bond/Certificate as per Appendix ‘AAF’ will be signed by each
candidate before proceeding on pre-course/training. Reappointment is not guaranteed and this
Department is not responsible for the same.
Promotion
8. All personnel on successful completion of the course, will be promoted in
seniority/reappointed to the next higher rank on availability of vacancies/suitability.
Administrative Instructions
9. Detailed administrative instructions regarding the course will be issued by the GREF
Centre on directions from HQ DGBR.
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Medical
10. Student who fail to attend pre-course Diploma Classes, on medical grounds for a period
more than 15 days will be withdrawn.
Discipline
11. All students, during pre-course training are under command of Cdr GREF Centre. Any
student whose discipline is considered to be detrimental to others study and who is not likely to
get through will be withdrawn.
12. The trainees will remain under the administrative control of the following authorities
during the period of course :-
(a) Cdr GREF Centre - During pre-course training
(b) Commandant CME/ - During the period of course
Cdr GREF Centre
(c) Commandant AMC Centre - During the period of course
/Regimental Centre
Leave on long absence
13. During pre-course training, a student desirous of availing long leave of more than 15
days on any grounds, will be withdrawn.
Officers Empowered to Authorise Withdrawals
14. The Cdr GREF Centre in consultation with HQ DGBR will be final authority for
ordering withdrawal of a student in relation to all the aspects mentioned in para 13 and 14
above. The withdrawals of a student from the course will be approved by HQ DGBR in respect
of the student based on the recommendations made by the Cdr GREF Centre.
Family Permission
15. Due to acute shortage of family accommodation in GREF Centre, individuals detailed
for pre-course training are not allowed to take their families to CME/GREF Centre without prior
permission from Cdr GREF Centre/institution of the training.
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Pay and Allowance and issue of Railway Warrant
16. Personnel detailed on training/course at CME Pune, will remain attached with GREF
Centre for the following purposes :-
(a) Pay and Allowance including TA/DA and LTC.
(b) Issue of Railway Warrant.
17. To enable GREF Centre to disburse pay and allowances and to issue Railway Warrant,
OC Unit will furnish the following docus/info to GREF Centre :-
(a) A Certificate regarding details of pay and allowances and recoveries including
date of annual increment.
(b) A Certificate showing details of last LTC availed, declaring NRS and the leave at
credit.
(c) Any change on above will also be intimated to GREF Centre as and when occurs.
The pay book should be completed and should be in possession of the individual.
Ration
18. The trainees will be authorised to free rations at Army scale in peace station, wherever
authorised.
TA/DA
19. TA/DA during journey period will be admissible to the trainees under normal rules.
Clothing
20. The trainees undergoing Diploma Course, will remain attached with GREF Centre for
the purpose of replacement of their kit items. The clothing issue voucher/kit inventory should be
forwarded to GREF Centre for acceptance. Pre-Course trainees will however depend on their
parent unit for clothing. Items of clothing not authorised at GREF Centre will be withdrawn by
units/Base Depots before their departure on course.
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Project Responsibilities
21. The Projects are requested to encourage Group ‘C’ & ‘D’ personnel to avail of this
opportunity and detail suitable candidates for various courses strictly as per the guide lines in
Appendix ‘AAC & AAD’.
22. After completion of courses the Projects should keep a tag on these personnel so that
they are suitably employed and opportunity of re-appointment is offered to them in their own
turn. The Projects should ensure that all personnel are kept informed of the re-appointment
facilities and the advertisement for recruitment being published from time to time in the
Employment News. They should keep the Record Office/GREF Centre Training School
informed of all such cases where the individuals have completed their training but have not
offered themselves for re-appointment for whatsoever reasons.
Conclusion
23. The vacancies mentioned above are expected to be available depending on the
utilisation. Therefore, all personnel should be encouraged and Formations/Units should
recommend the personnel from feeding categories for these courses.
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CHAPTER 24
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INITIATION OF ACRs/ICRs: GREF SUBORDINATES
Introduction
1. Consequent upon the revision of the existing ACR forms BRDB-22 for Tech/Non Tech
(Non-Gazetted) Group ‘C’ and BRDB-23 for Group’D’ the ACRs in respect of Group ‘C’ and
‘D’ employees are required to be written on the following forms wef 01 Jan 1988 :-
(a) BRDB-22A – for Technical and Non Technical (Non Gazetted staff)
(Revised/1987) Including Nursing Asst and Storeman excluding PAs and Stenographers.
(b) BRDB-22B- for PAs and Stenographers.(Revised/1987)
2. Broadly speaking the aim of initiation of Confidential Reports is to have an objective
assessment of Group ‘C’ and ‘D’ employees’ professional competence, personal qualities,
employability and potentialities. It is a vital document, as far as a Govt employee is concerned.
The employee’s career prospects entirely depend upon the ACR. In a nutshell, ACRs are the
criteria to arrive at the employees suitability for consideration for the following:-
(a) Promotion
(b) Confirmation
(c) Extension of service beyond the age of 55 years/Completion of 30 Years service.
(d) Selection of personnel for specialised assignments/deputation.
Periodicity
3. The period covered should be clearly indicated on top of the form. This period should
not be less than 90 days . However, the reporting period of ACR is from 01 Jan to 31 Dec.
General
4. Annual Confidential Report in respect of GREF personnel will be initiated in duplicate
annually on 01 Jan every year by reporting officer (under whom the individual has last served
for a minimum period of 90 days during the year) on the specified form as per time schedule
attached at Appendix ‘AAG’. Generally, no officer should take more than 15 days in
completing the ACRs and in case of undue delay in initiation/review, the concerned Reporting
Officer should be issued with a performance counselling or warning by the Reviewing
officer/Accepting officer (NHO) in writing for delay in completion of CRs.
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5. Where an individual of selection post is either recommended for “Outstanding / Out of
Turn Promotion” or graded “Below Average/Not Yet Fit”, endorsement of CE Project/DDG
(Pers) as the case may be, is required in part V and in the case of individuals on non-selection
categories, endorsement of the next officer superior to the reviewing officer in the chain of
initiation of the ACR is required under Part V of the ACR form.
6. In the case of Selection Grade categories, if the accepting authority is below the rank of
CE/DDG (Pers), an additional column as Part VI will be added to the existing form after Part V
for the remarks of Chief Engineer/DDG (Pers) as the case may be as per directions issued by
HQ DGBR vide their letter No 25211/ACR/DGBR/EG2 dated 09 Jun 1982.
7. Under serial No 7 of the revised ACR form, the details of only these appointments are to
be reflected which have been held by the individual during the period for which the CR/ICR is
being initiated.
ACRs PF Pers GREF Centre/Records
8. Commander GREF Centre is the competent authority to dispose off all the ACRs of pers
of GREF Centre/Records, initiated under him, in respect of Selection/Non-selection categories.
Initiation of ACR Stenographers
9. The following instructions will be followed in initiation and review of ACRs in respects
of Stenographers :-
(a) In the case of Stenographers working with DG, Addl DG, DDGs in Dte and CEs,
the IO and RO will be the same.
(b) In case of stenographers working with officers other than those shown in Para 9(a)
above, it will be a 2 (two) tier ACR except that an outstanding/below average ACR
which will be a 3 (three) tier report and it will be finally reviewed at the level of
CE/DDG.
Authy : HQ DGBR letter No.12622/ACR/DGBR/EG2 dated 05 Feb 2003.
(c) In case of stenographers working with Cdr GREF Centre, IO and RO will be the
same except that when it is an outstanding/below average ACR, the ACR will be
reviewed by DDG (Pers), he being the next superior Officer in the chain of command.
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Submission of Nominal Roll
10. In order to watch the progress of receipt of ACRs from Projects/TFs/units, a nominal
roll of GREF personnel, whose ACRs are to be initiated and who are borne on the effective
strength as on 01 Oct of each year should be prepared and submitted to GREF Records in the
form at Appendix ‘AAH’. While preparing the nominal roll, the dispatching unit will ensure
that the individuals, who have been moved out to other units on permanent posting during the
month of Sep but could not physically report there by Ist Oct will be included in the dispatching
unit nominal roll with suitable remarks against them. The individuals, who are not likely to
complete 90 days physically service in the new units, their ACRs will invariably be initiated by
the dispatching units.
Computing Physical Service of 90 Days
11. It has been clarified by the Department of Personnel and Training that the primary
propose of 90 days experience required for initiation of ACRs by Officer is to ensure that the
reporting officer is capable for forming an opinion about the official reported upon. This
physical service of 90 days mentioned above need not be continuous. Any temporary absence
due to leave or temporary duty beyond a maximum of 10 days at a time either by the Initiating
Officer or the officer reported upon will be deducted while computing the physical service. The
stipulation of 90 days experience applies to assessment by Reviewing Officer as well. In case
the individual reported upon has not served under Reviewing Officer for 90 days, the report will
be reviewed by next superior officer upto the level of CE. In case the report cannot be reviewed
upto the level of CE, a certificate as under will be pasted against the column meant for
Reviewing Officer :-
“The report for the period from _________to_________ could not be reviewed
as the individual reported upon has not served atleast for 90 days under
Reviewing Officer”.
12. Where a person not completing 90 days physical service under any Initiating Officer
during the period under report, his ACR may be initiated by Reviewing Officer as an Initiating
Officer provided such ratee completes 90 days physical service under him and RO is in a
position to complete Part III of the ACR form. In such cases the ACR/ICR will be reviewed by
next Superior Officer in the chain of command upto the level of CE. In case the ACR cannot be
reviewed upto the level of CE, necessary certificate as given below Para 11 above will be pasted
and overall grading of initiating officer will be treated as final.
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Initiation of ACRs of Pers Placed under Suspension
13. No ACR will be initiated on individuals for the period of their suspension since such
individuals are not assigned any responsibility during the period of their suspension. However
ACR/ICR as the case may be initiated for the period (excluding of suspension period) during
which the individual has served but only when the official reported upon has physically served
for a period of 90 days under any reporting offr. In case any individual is not entitled for an
ACR due to the reason that he is under suspension, a certificate to this effect stating that he is
under suspension from…….to…….is to be rendered to Record Office.
Initiation of ICR
14. “Interim confidential Reports in respect of Group ”B” (Non Gazetted ) categories
carrying the pay scale of Rs 5500-175-9000 will be initiated whenever the ratee or the initiating
officer is transferred/posted out during the reporting year. In such cases the Annual Confidential
Report/Interim Confidential Report for the longest period will be considered final. In case of
other categories carrying the pay scale of Rs. 5000-150-8000 and below the Annual
Confidential Report will be initiated by the Formation/Unit where the individual has served for
a longer period after 15 May of the year”.
Auth : HQ DGBR letter No.12622/ACR/DGBR/33/EG2 dt 13.8.2004.
15. Henceforth a certificate to the effect that ACR/ICR/NIC has been initiated for the period
from……….to …….will also be endorsed by dispatching unit in their movement orders.
Writing of ACRs by the Officer under Suspension
16. If the IO/RO is under suspension when the confidential report in respect of subordinates
working under him has become due, it may be got written/reviewed by the officer concerned
within two months from the date of his having been placed under suspension or within one
month from the date on which the report was due whichever is later. An officer under
suspension shall not be asked to write/review confidential reports after the time limit specified
above as per Deptt of Pers AR OM No 21011/2/78-Estt (A) dated 01 Aug 78.
Confidential Reports on Retired and Deceased Officers and their Disposal
17. Confidential Report or copies thereon should not be given to a retired officer or
anybody who has otherwise relinquished Government service. However, on request from such a
person, there should be no objection to the issue of an objective testimonial based on his work
and conduct.
18. Confidential reports relating to a deceased officer may be destroyed after a period of two
years from the date of his death and that of a retired Govt servant, five years after his date of
retirement.
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Training/Course
19. Whenever an individual attends an approved course of study or training, the fact of his
having done so should be entered in his confidential report with the grading obtained.
20. No ACR is required to be initiated on GREF Officers/personnel attending long duration
course at CME Pune or elsewhere if they have not physically served under any of the Reporting
Officer for minimum period of 90 days. In such cases only NIC/No ACR certificate is to be
prepared indicating reasons for non-initiation of ACR as per HQ DGBR letter No
25001/P/Gen/FRI/DGBR/EID dated 11 Jan 85.
21. In case assessment of the RO is widely at variance with the assessment of the IO i.e.
difference of more than three points in the figurative assessment and more than two steps in
overall grading the RO will elaborate the variation and endorse full justification for his
assessment in the pen picture. If the assessment is “Average NR or Lower” full justification
supported by periodical warning (s) performance counseling (s) given to the individual will be
recorded in ACR.
Auth : HQ DGBR letter No.12622/ACR/DGBR//EG2 dt 23.6.2004.
ADVERSE ENTRIES AND REPRESENTATION THEREOF
22. A letter communicating the adverse entries in the CR be made out by the Reviewing
Officer and sent to the Accepting Officer alongwith the ACR for his perusal. In case, the
countersigning/Accepting Authority accepts the adverse entries made in the CR by the IO/RO,
the letter containing the remarks will be communicated to the concerned individuals by the RO
within one month of the completion of CR i.e. after endorsement of remarks by the Accepting
Authority. The letter No and date under which the adverse remarks are to be communicated will
be entered in the CR form against item No. 31 by the Accepting Authority. In case, the adverse
remarks made in the CR are not acceptable by him, the letter communicating the adverse
remarks will be cancelled. Where there is no Reviewing Officer, the adverse entries will be
communicated by the Reporting Officer himself. In all such cases, the substance of the entire
report, including what may have been said in praise of the official should also be
communicated. Time limit of six weeks for making representation against adverse remarks, if
any, should also be brought to the notice of Government servant reported upon. While
communicating adverse remarks to the Government servant reported upon, the grading and the
identity of the reporting officer should not be disclosed.
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23. All representations, against adverse remarks, will be examined by an authority superior
to the Reviewing Officer and such representations should be expeditiously disposed off, at any
rate within three months, complete the CR sets where adverse remarks are recorded, a note as
under duly signed by the competent authority or the Staff Officer to the said authority will be
placed alongwith the said CR.
OR
OR
24. The competent authority may at its discretion entertain a representation made beyond the
time limit, if there is justification for the delay.
25. No request or appeal against rejection of the representation against adverse entries should be
allowed after six months of his rejection.
Maintenance of ACRs in respect of Deputationist/Lien Holders
26. The responsibility to maintain Unit set of ACR, in respect of personnel proceeded on
deputation, rests with the last unit, where the individual had served, prior to his proceeding on
deputation. Hence the Annual Confidential Reports of such personnel will be obtained on the form
in vogue in this Organisation. The Formations/Units will, therefore, submit a separate nominal roll
of the deputationists as in the case of other unit personnel to GREF Records. In case any change
takes place, after rendition of the nominal roll, the same will also be communicated to Record
Office (HQ DGBR letter No. 69564/IRCC/POLICY/DGBR/EG2 dated 18.8.84 refers). The ACR of
lien holder will be maintained by GREF Records.
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The representation dated _________ of Shree___________ against adverse
remarks contained in ACR/ICR for the period from _____ to_________
was examined by the competent authority and rejected. The decision
of competent authority communicated vide letter No _______ dated
__________ of unit/HQ ___________
On representation of Shri __________ against adverse remarks contained
in ACR/ICR of the period from ___________ to __________ competent
authority expunged/toned down certain/all adverse entries as would be
evident from the said CR/ICR”.
“Shri did not submit any representation against adverse
remarks conveyed to him under letter No ________ date _________ for
ACR/ICR of the period from __________ to ______________ .”
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Initiation of ACRs of Subordinates by Close Relative Officers
27. The following points will be strictly adhered to when an individual is placed under the direct
charge of an official who happens to be his close relative :-
(a) The administrative authority may take care that to the extent possible a close relative
of an official is not placed under the direct charge of that official where the latter has to
write his ACR.
(b) Should such a situation become inescapable, it should not be allowed to continue
beyond barest minimum time possible.
(c) In such a situation, the employee should abstain from writing the Annual confidential
report of the employee who is his close relative and instead, the Reviewing Officer should
take on the roll of the Reporting Officer.
(d) If a similar relationship exist between officer on one hand and the officer reported
upon on the other, the same would apply in respect of Reviewing Officer also and the role
of the Reviewing Officer would be transferred to the authority next higher up.
(e) In cases of this nature, where there is any doubt, it would be incumbent upon the
reporting officer to consult the next higher authority before he writes confidential report.
Initiation of NICs
28. (a) If the gap of two intervening reports is less than 90 days, no NIC is required to be
initiated.
(b) If the gap period of two intervening reports is more than 90 days, but the ratee does
not completed minimum 90 days physical service under IO, NIC is required to be
initiated in this case, explaining the reasons thereof viz Ratee/ IO on lve / course /temp
duty/ hospitalisation etc with period of absence.
Auth : HQ DGBR letter No.12622/DGBR/54/EG2 dt 11.11.2004.
Disposal of ACRs
29. The original copy of the ACRs, will be forwarded to the Records Office immediately
after the GREF personnel become non–effective.
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Silent Feature
30. While initiating ACRs, the following points may be borne in mind so as to obviate
numerous difficulties :-
(a) GREF number is the only source to identify an individual. Hence it is needless to
say that proper attention is paid while typing the GREF number. The GREF number,
trade and Name of the individual and Unit/Project should be superscribed on the top side
left corner of the ACR forms.
(b) Alternations, if any, are to be authenticated.
(c) No column will be left blank.
(d) Name and designation of reporting, Reviewing and Accepting Officer will be
written/typed or affixed with seal thereof.
(e) ACRs once submitted to Record Office will not be returned to any formation/unit at
any cost. Additions/deletions, if any, found after despatching duplicate copy of ACR to
Record Office, will be made in a separate sheet of paper in each case and forwarded to
Record Office for pasting the same in the appropriate place of duplicate copy after
making corresponding entries in the original copy. Such sheets should bear the GREF
Number, Trade and Name of the individual and the signatures of reporting officer,
reviewing officer and the accepting officer wherever necessary.
(f) All sheets of individual ACR will be neatly stapled/stitched so as to ensure that no
sheet is left clubbed with each other. Also each page should bear the initial in addition to
GREF Number, Trade and Name of the individual.
(g) All IOs and ROs are duty bound to initiate and review the ACRs by due date as
stated in para 4 above. However, where delay has been caused beyond 15 Apr necessary
approval to be obtained from the competent authority ie. CE and the same to be fwd to
Record Office alongwith delay report.
(h) Meticulous care to be taken to communicate the adverse remarks to ratee within
stipulate period of time i.e. one month from the date of acceptance/countersigning by
Next Superior Officer of Confidential Reports. However in exceptional cases, where
delay has been caused, necessary approval of the competent authority to be obtained i.e
CE and the same to be submitted alongwith ACRs to Records Office.
(j) ACR is a confidential document. The loss of ACR is invariably required to be
investigated by means of conducting C of I at appropriate level. Under no circumstances,
copies of the ACRs for lost cases will be supplied to units until unless the loss is
regularised through C of I proceedings which are to be submitted to this office for
obtaining further approval from DGBR to construct the duplicate copies of such ACRs.
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Holding of ACR
31. ACRs are confidential documents and will be handled as per instructions contained in
pamphlet “Classifications and handling of classified documents 1966”. Steps will be taken to
ensure that ACR is not accessible to any unauthorised person including the individual whose
own ACR is involved. ACR once initiated and received in the Record Office will, under no
circumstances be allowed to be revised.
Despensing with Initiation of ACR
32. When the initiation of ACR has been much/abnormally delayed and IO/RO cannot be
located/traced physically for finalisation of ACR duly endorsed with remarks of IO/RO, a
suitable action for dispensing with ACR by OIC Records is to be contemplated through chain of
Command duly recommended by CE/DDG(Pers). A copy of such order be maintained in
original/duplicate copy of ACR.
Refusal to Sign and Accept Extract of ACR
33. GREF personnel are not permitted to write any remarks on the extract of ACR being
communicated to them. Refusal on the part of the individual not to sign/accept or endorsing
remarks thereon will render him liable to disciplinary action. This fact may be clearly made
understood to the individual and even the individual keeps on insisting on this plea as well as
action, the RO will endorse it suitable in the ACR. The extract of ACR is to be despatched to
ratee on present address under Registered cover.
Exercise of Check
34. Proper attention to exercise a thorough check by dealing staff before submission to
Records Office is to be carried out to check personal data filled in Part-I and all columns have
been remarked suitably as per requirement thereof.
35. Check list to this effect must be attached with each ACRs duly signed by IO and RO as
per format given at Appendix ‘AAM’.
Loss of ACRs
36. As and when the loss of ACR (by any means) comes to light immediately it should be
brought to the notice of competent authority by the OC Unit where it is being maintained for
order to convene a Court of Inquiry to investigate circumstances of loss and advise as to what
further steps to be taken and the proceedings to be finalised by the competent authority. The
orders of the authority to be fully implemented. On finalisation of C of I proceedings, OC Unit
will approach Record office for getting a duplicate/Photostat copy of ACR duly supported with
a copy of C of I proceedings. Record Office will initiate the case with HQ DGBR to obtain their
approval for re-constructing the copies of lost ACRs.
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Responsibility of Record Office
37. It will be ensured by Record Office that on receipt duplicate copy of ACRs from the
Project/Units, these are checked 100% as per the check list and discrepancies, if any, will be
brought to the notice of concerned formation/Unit. Adverse remarks/below average grading ,
where given, should invariably be pasted on the ACR form.
Conclusion
38. Instructions contained on the respective CRs forms are attached as per Appendix
‘AAK’ & ‘AAL’ BRDB forms 22A and 22B respectively which may be strictly followed while
writing the CRs. DOs and DONTs are also enclosed as per Appendix ‘AAN’.
Auth : DGBR letter No 16801/P/57/DGBR/EG2 dated 25 Sep 90, Govt of India, Min of
Home Affairs Deptt of Pers and AR letter No 21001/5/76-Estt(A) dt 31 May 78,
HQ DGBR letter No 25002/Policy/Vol-II/185/DGBR/E1D of 25211/ACR/DGBR/EG2
dated 09 Jun 82, No 69564/IRCC/Policy/DGBR/EG2 dated 18 Aug 84,
No 25002/P/Gen/46/DGBR/EID dated 27 Jan 88, No 25001/P/Gen/FR1/DGBR/EID, dt
11 Jan 85, No. 12622/ACR/DGBR/EG2 dt 05 Feb 03, 12622/ACR/DGBR/33/EG2 dt
13.8.2004, 12622/ACR/DGBR/EG2 dt 23 June 2004, and 12622/DGBR/54/EG2 at
11.11.2004.
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CHAPTER 25
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POLICY GUIDE LINES ON DEPUTATION : GREF PERSONNEL
General
1. A large number of GREF personnel opt for deputation to other Central/State
Government Departments within the country. Due to overwhelming response of our personnel
for deputation due to obvious reasons, it is considered essential to lay down policy guidelines
with a view to ensure that right type of personnel only are given chance and deserving personnel
are not overlooked.
Aim
2. To evolve a uniform policy in selecting deserving candidates for deputation and lay
down policy guidelines on deputation of subordinate staff of BRO.
Deputation versus Outside Employment
3. Outside employment and deputation are two different matters and are governed by
separate set of rules. Central Government employees are permitted to proceed on deputation to
Central/State Governments only. However, they may also be permitted to such Government
Bodies which have been exempted from the provision of immediate absorption by the
concerned Ministry. Deputation to Central Public Enterprises and Central Autonomous Bodies
has been banned vide Ministry of Finance [Bureau of Public Enterprises] OM No.5 (25)/83-
B.P.E(PESB] of 06 Mar 1985 and Ministry of Personnel, PG & Pensions [Department of
Pension and Pensioner’s Welfare] OM No. 4(12)/85-P&PW of 31 Mar 1987 respectively.
However, assignments in Public Undertakings and Autonomous Bodies can only be approved
on immediate absorption basis after quitting the Government service. Necessary undertakings to
this effect are required to be obtained from the individual and kept on record while forwarding
applications to these establishments.
Deputation
4. The rules for deputation are laid down in Government of India Ministry of Personnel,
Public Grievances and Pensions [Deptt. of Pers and Trg] letter No. 2/29/91-Est[Pay-II] dated 05
Jan 94 [copy attached].
5. Personnel on deputation shall not be entitled to ration money as well as washing
allowance vide Sectt BRDB letter No.F.45(2)/BRDB/90-Estt.I dated 21 Aug 98 and circulated
vide Dte letter No. 12316/Deput/DGBR/Policy/231/EG2 dated 31 Aug 98.
6. Deputation is not a right. Organisations need over rides all other considerations.
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Procedure for Selection of Individual for Deputation while allowing GREF Personnel to
proceed on Deputation :-
7. It is necessary to ensure that all personnel get equal opportunity for betterment of their
career/posting to a choice station and at the same time, it must be ensured that borrowing and
lending departments are not put to administrative inconvenience.
8. The following principles will govern the deputation cases:-
(a) Personnel are permitted to apply for deputation to Central/State Government
Departments against the posts circulated by this Dte/various department or advertised in
News Papers/Employment News.
(b) Applications will be screened thoroughly at Task Force/Project level to ensure
that the applicant is fully eligible for the post applied for. The following points will be
kept in mind:-
(i) Personnel who have put in minimum 10 years service in the Organisation
having 3 years in their present grade in case of promotee are eligible for
proceeding on deputation.
(ii) Ex-deputationists and personnel served in BCA/MCA will be sponsored
after a cooling off period of Ten years.
(iii) Preference will be given to the individuals applying for the first time.
(iv) Applications in respect of personnel serving in MAS/SOFT areas will be
forwarded only after completion of six months and before 18 months stay in
present unit.
(v) Personnel posted to HAA/HHA from MAS/SOFT area other than
returning from deputation will be permitted to apply for deputation only on
completion of minimum 1½ years service in HHA/HAA and Kashmir
Valley/Insurgency Area.
(vi) Personnel in the zone of promotion will not be considered unless the post
applied for is higher than the present appointment. A period of less than one year
will be reckoned for this purpose.
(vii) Service profile of the individuals be gone through while deciding the
application to ensure that undue advantage is not taken by anybody.
(viii) Personnel who are in low medical category and whose cases for review
on completion of 30 years of service or on attaining the age of 55 years of age
are due during the next one year will be sent on deputation upon giving an
undertaking to get the review papers initiated in time while on deputation.
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(ix) Special condition if any imposed by this Dte from time to time will be
meticulously followed.
(c) Personnel will not be considered for deputation where trade deficiency is 5% or
more in Project concerned. This aspect will be checked before processing the
application.
(d) No one will be eligible for deputation for more than 2 occasions in service.
(e) Individuals should be sponsored for higher post only. However, LDCs are
permitted to apply for same grade in other departments. Applications for lower post are
not to be entertained.
(f) Deficiency caused due to deputation will be filled up as a last priority.
(g) The general performance of the individual should be satisfactory and he should
not have been involved in C of I/Disciplinary/Vigilance case etc.
(h) Personnel will not be considered for deputation once their posting orders have
been issued to HHA/HAA/Insurgency Area/Kashmir Valley.
(j) If the individual selected for deputation is due for review on completion of 30
years of service or on completion of 55 years of age during the currency of the
deputation, it will be ensured that review papers are initiated well in advance (i.e six
months) by the dispatching unit. An undertaking will be obtained from the individual
concerned that he is aware of his review to be made duing the currency of deputation
period and it shall be his responsibility to get the case initiated in time. Service
documents of the individual in such cases may be retained/not to be sent to borrowing
department as per the requirement but it will be ensured that necessary retention of
service documents do not create administrative problems in updating of service
documents by the borrowing department.
(k) Conditions laid down by the borrowing department be fully met with before
forwarding the application.
(l) Individual will also ensure that his ACR is initiated/reviewed timely and returned
to GREF Records. For this also he will render an undertaking.
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Procedure
9. The following procedure will be followed by Projects :-
(a) Application will be forwarded to Borrowing Department directly by HQ Project,
except those vacancies sponsored by this Dte, after thorough scrutiny as per the guiding
principles laid down in the preceding paras. In case of shortage of time, HQ TF can
forward the application with copy to concerned HQ Project. Copies of forwarding letter,
Newspapers cuttings and its enclosures except copy of ACRs will invariably be sent to
DGBR/EG2. However, applications are to be routed through Dte only when Dte
circulates the vacancies.
(b) Projects will ensure that while sponsoring names for deputation, personal bio-
data, ACRs and Vigilance clearance certificates are only to be sent to the borrowing
department. Other additional undertaking/certificates prescribed by this HQ will only be
forwarded against the vacancies notified by this HQ.
(c) On selection CE will submit case to this Dte. Individuals will be relieved only
after sanction accorded by this Dte. While requesting for sanction Projects should
categorically confirm that :-
(i) Person for whom sanction for deputation is being sought for is fully
eligible as per DGBR policy and other instructions issued from time to time.
(ii) Department to which the individual is proceeding on deputation is a
Central/State Government Department.
(iii) Individual is not proceeding to take up job in an Autonomous
Organisation/Public Sector Undertaking.
(d) Departure report of each individual will invariably be rendered to all concerned,
including this Dte.
(e) Service documents of the individual duly completed in all respects will be
forwarded to the borrowing department for maintenance.
(f) The individual will hold GREF Identity Card while on deputation and in the
event of permanent absorption the same will be returned to the unit for their action
similar to that of retirement. Necessary endorsement in the Movement order be made
and in addition an undertaking be obtained from the individual to this effect before
proceeding on deputation.
(g) GREF Personal Book [Pay Book] be completed/closed in all respect and sent to
PAO [GREF] for their record/retention.
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(h) GREF Clothing Cards be got finally audited and kept by the concerned unit till
the completion of prescribed life term as applicable to other auditable documents.
Conditions to be fulfilled by the Candidates/Units
10. Following conditions will be accepted by the candidates/units while considering case of
deputation.
(a) Once selected, individuals will have to move and they will not be allowed to
withdraw their names. Necessary undertaking in this regard be obtained and kept on
record while forwarding the application. In case of refusal, their cases for deputation will
not be considered in ensuing three years.
(b) The period of deputation should not normally exceed three years. Undertaking to
the effect that the individual will submit an application to the borrowing department
expressing his request to be repatriated to his parent department showing his unwilling
for extension of term of deputation will be obtained from the individual while processing
the application. “However, inspite of unwillingness from the individual should a request
that the individual’s service on deputation are required for fourth year in public interest
received from the borrowing departments with approval of their Secretary, such request
will be considered on merit”.
(c) Overstayal with the borrowing department beyond the approved deputation term
will be treated as “dies-non”. This provision will be explained to the affected individual
and an undertaking obtained before sending on deputation.
(d) Individual selected will be advised to undertake that in case he is promoted while
on deputation, he will report back within 60 days from the date of receipt of information
failing which he will have no claim over the promotion/seniority etc. However, benefits
under Next Below Rule will be granted on receipt of request from the borrowing
department.
(e) Deputatioinsts are not permitted to apply for further deputation while on
deputation without the approval of this Dte. However, the overall absence from the
parent department at a stretch will not exceed three years.
(f) DGBR/EG2/GREF Records will watch the deputation term of each individual
and ensure timely action for extension of term up to three years or for reversion on due
date.
(g) An individual posted from MAS and wants to come on deputation to MAS will
require a cooling off period of six years after posting out from MAS.
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Leave Salary and Pension Contribution
11. As at present allocation of leave salary and pension contribution between different
Ministries/Departments of Central Government, and between Central and State Government has
been dispensed with. In such cases of deputation from Central Government to State Government
and vice versa, liability for bearing leave salary rests with the department from which the officer
proceeds on leave or which sanctions leave and no contributions are payable to the lending
Organisation. Liability for Pension will be borne by the parent department, to which the officer
permanently belongs at the time of retirement and no proportionate contribution will be
recovered.
12. In case of deputation of Central Government Employees on foreign services to
Central/State Public Sector Undertakings and Autonomous Bodies, etc., leave salary
contribution (except for the period of leave availed on foreign service) and pension
contribution/CPF (Employer’s Share) contribution are required to be paid either by the
employee himself or by the borrowing Organisation to the Central Government.
13. In case of reversion from deputation from Central Public Sector Undertakings/State
Public Sector Undertakings, Autonomous Bodies to Central Government, the question regarding
leave salary and pension contribution will be decided by mutual consent.
Posting on Reversion from Deputation
14. On reversion from deputation, individuals will be posted strictly as per the service
profile. No application for choice station will be entertained as the deputation is treated as a soft
posting. Project will render an arrival report showing date of TOS of deputationist immediately
on reporting to unit for completion of records/updating the computer data.
15. GREF Records will ensure that posting orders are issued at least three months in
advance in case of GREF deputationists due for reversion on completion of initial period of
deputation. In case of extension of period of deputation, posting order will be issued in same
manner. i.e. before completion of term of extension period of deputation.
Reports and Returns
16. DGBR/EG2, HQ Project and GREF Records will maintain statistical records of
deputationists as per proforma supplied vide Appendix ‘A’ to this Dte’s No.
69564/Depu/Policy/DGBR/EG2 dated 08 Feb 1989.
17. The above instructions will be disseminated to the units under command for strict
compliance.
18. All the previous instructions on the subject stand amended to above extent.
Authority : HQ DGBR letter No. 12318/Deput/Policy/DGBR/EG2 dated 04 Jan 99.
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UNDERTAKING
I, GS/No ______________Rank_______Name_____________________Unit______ do
hereby undertake that :-
(a) My review case on completion of 30 years service or on attaining the age of 55
years of age is due during the next one year. I will ensure that the review case is initiated
in time while on deputation.
(b) I undertake to initiate ACRs in time while on deputation.
(c) I undertake that in the event of my selection, I will not withdraw my name and in
case of refusal my case for deputation will not be considered in ensuing three years.
(d) I am fully aware that maximum period of deputation is three years and I shall
revert to my parent department on expiry of three years/approved deputation or earlier if
reverted by the borrowing department.
(e) I am also aware that overstayal of deputation beyond the sanctioned period will
be treated as “Dies-Non”.
(f) In case I am promoted while on deputation I will report back within 60 days from
the date of receipt of intimation, failing which I will have no claim over that
promotion/seniority etc.
Date : (Signature of individual)
COUNTERSIGNED
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CERTIFICATE FROM OC UNIT
Certified that :-
(a) GS/No _____________Rank___________Name_________Unit__________ is
not involved in any Court of Inquiry/disciplinary/vigilance case and no disciplinary
action is contemplated against him as on date.
(b) As per all available records his general performance is satisfactory.
(c) His service particulars have been verified and are correct as shown in the Bio-
data.
Date : (Signature of OC Unit)
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CONFIRMATION FROM PROJECTS
It is confirmed that :-
(a) GS/No _____________ Rank ________Name _________Unit ____________ is
eligible for deputation as per DGBR/EG2 policy.
(b) Department to which individual is proceeding on deputation is Central/State
Government.
(c) The individual is not proceeding to take up job in an autonomous
Organisation/Public Sector Undertaking.
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CHECK LIST FOR FORWARDING APPLICATIONS OF GREF PERSONNEL
ON DEPUTATION IN R/O GS/NO RANK NAME______
OF UNIT__________________(P)_______________
S/No POINT REMARKS
1. Has the application been made in response to a circular
forwarded by HQ DGBR/Advertisement in newspaper? In case
the application is in response to a newspaper advertisement,
newspaper cutting should be enclosed.
2. Is the individual eligible for the post circulated/advertaised as per
QR prescribed by the borrowing department?
3. Has the application been correctly filled in completed on the
Proforma prescribed by the borrowing department?
4. Is the borrowing department a Central/State/Autonomous
body/Public Undertaking? (In case the borrowing department is a
Government of India Autonomous body/Undertaking, the
persons can proceed only on outright absorption basis, unless
relaxation to existing orders has been obtained).
5. Has the individual completed minimum 10 years service and
three years in the present rank?
6. Has the individual applied for deputation earlier during the
calender year? If so, how many applications have been
forwarded earlier? As per Art 67 (decision No. 11) of CSR Vol.I,
individual can make 4 applications for outside
employment/depuation during a year.
7. Has the individual served on deputation during the last 10 years?
(Cooling off period of 10 years is essential).
8. Is the individual put in more than 20% of his total service in
appointment other than BRO? If so, he is not eligible for
deputation.
9. Is the applicant serving in MAS/SOFT AREA? If so, has he
completed more than 6 months but less that 1 ½ year service in
that unit?
10. If the individual is serving in a HAA/HHA/IA Unit, has he
completed18 months physical service in his present unit?
11. Is the individual in low medical category? If so, his application
can be forwarded only if his medical review is not due in the
next one year?
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S/No POINT REMARKS
12. Is the individual completing 30 years of service or 55 years of
age during the next one year? Has the undertaking from him
obtained that he will get his papers initiated 8 months before
completion of 30 years service or 55 years age.
13. Does the Project deficiency of the category of individual exceed
5%? If so, his application is not to be forwarded
14. Will the work presently handled by individual suffer unduly on
his sudden departure? If so, his application is not to be
forwarded.
15. IN THE CASE OF HQ DGBR :- Will the individual be relieved
for proceeding on deputation without asking relief? If so, attach
a certificate duly signed by Director of the concerned Dte.
16. In case of UDC, does the post carry a higher grade/Scale of
Pay?
17. Has the Project/Task Force/Unit taken note of the fact that def
caused due to deputation will be filled as last priority?
18. Is the individual involved in Court of Inquiry, disciplinary or
vigilance case? If so, his application is not to be forwarded.
19. Is the individual due for retirement during the currency of
deputation? If so, his application is not to be forwarded.
20. Is the individual under orders of posting to HAA/HHA/IA Unit?
If so, his application is not to be forwarded. (It is made clear
that even in case posting order to a HAA/HHA/IA unit is
received subsequent to the forwarding of his application/receipt
of selection orders from the borrowing department, his
deputation would stand cancelled and he would move on
posting.
21. Has it been clear to the applicant that if he is posted to a station
other than that mentioned in item No. 20 above, he will not be
permitted to move on deputation if the deputation sanction is
not received before the date of move as per the posting order?
22. Has the individual served in BCA/MCA area? (He can apply for
deputation after expiry of 10 years of his BCA/MCA tenure).
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Appendix ‘A’
REGISTER FOR DEPUTATIONISTS OTHER THAN WITH IRCC LTD
S/N
o
GS/No
Rank &
Name
Unit
from
where
Proceeded
Date
Proceed-
ing on
deputa-
Tion
Initial
period
of
deputa-
tion
Extension
Ist Yr
From To
2nd
Yr
From To
3rd Yr
From To
1 2 3 4 5 6 7 8
Authority PO No. and date Remarks
9 10 11
277
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