KENDRIYA VIDYALAYA SANGATHAN COURSE MATERIAL FOR THE REFRESHER COURSE FOR ASSISTANTS/UDCS AND LDCS ON THE ACCOUNTS AND ADMINISTRATIVE MATTERS DATES: 4 TH TO 8 TH FEBRUARY 2013. VENUE ZONAL INSTITUTE OF EDUCATION AND TRAINING SIDDARTHANAGAR, MYSORE-570 011 COURSE DIRECTOR: SHRI.S.SELVARAJ, DIRECTOR, ZIET, MYSORE ASSOCIATE COURSE DIRECTOR: SHRI.S.VENKATESAN, SECTION OFFICER, KVS RO HYDERABAD. RESOURCE PERSONS: SHRI.K.VIJAYARAGHAVAN, ASSISTANT, KVS RO CHENNAI
Transcript
KENDRIYA VIDYALAYA SANGATHAN
COURSE MATERIAL FOR THE REFRESHER COURSE FOR ASSISTANTS/UDCS
AND LDCS ON THE ACCOUNTS AND ADMINISTRATIVE MATTERS
1 Cashbook and its maintenance2 Operation of bank accounts3 Leave rules4 Submission of proposals for condemnation5 Pay fixation, increments and Joining time6 Personal claims –TADA/LTC/MEDICAL/CEA7 Compassionate appointments8 Contributions to NPS and PF and Drawl of
advances/ part final withdrawal in CPF/GPF9 Purchase procedure
10 Advances payable to the KVS employees11 Submission of various monthly returns.12 Annual accounts SF,VVN and PF13 Budget proposals14 Fees and fines and other receipts.15 Submission of proposals for sr.scale/
sel.scale/MACP and confirmation16 Counting of past service17 Rules regarding art.no.81(d) of Education code18 Vacation and allied matters19 Cash handling allowance20 Pension rules-a preview21 Rules regarding change of home town and date of
birth of KVS employee.22 Departmental inquires.23 Court cases -an outline.24 Major and Minor penalties-An outline.25 Furnishing proper replies to AG/Internal audit
reports26 Maintenance of service records27 Issue of duplicate copy of service register to KVS
employees28 Verification of character and antecedents29 Report on probationers30 KVS quarter allotment rules.31 Vidyalaya Management Committee32 Income tax-an outline33 Implementation of Official language policy
Recapitulation quiz on 8 th February 2013.
Two sessions for tests:Pre-test on 4 th /Post-test on 8 th Feb 2013
Two sessions for test of verbal/non-verbal reasoning and numerical aptitude on 7 th Feb 2013
1. CASH BOOK AND ITS MAINTENANCE/ LEDGER AND OPERATION OF BANK ACCOUNTS.
A. CASH BOOK – SCHOOL FUND A/C & VIDYALAYA VIKAS NIDHI A/C
The maintenance of cash book is governed by articles, 95, 96 Part B of Chapter 8 of KVS, Accounts Code.01. Cash book should be maintained in the form CS 22 prescribed in Accounts Code.02. As soon as cash book is brought into use, a certificate giving the number pages in the cash book should be recorded on the first page and the same should be serially numbered.03. All entries of receipts and payments should be made as soon as they occur and each entry of receipt, payment and balance should be attested by the Principal in token of having checked. It is not sufficient to merely sign the cash book at the end of the transactions for a day.04. For each entry made in the cash book in respect of receipt or payment, the corresponding voucher number should be mentioned for reference. Serial number should be given separately for receipts and payments. The name of the party to whom the payment has been made or from whom the money has been received should also be mentioned briefly under the narration in inner column. A separate entry should be made for each item of receipt or payment for which there should be a distinct ledger account.05. When a self cheque is drawn for recoupment of permanent imprest, voucher number and amount should be entered on the payment side of the cash book in bank column and its amount entered on receipt side of cash/ imprest column as cash received from bank.06. As each receipt and payment entered in the cash book has to be eventually incorporated in the ledger, entries should be made by indicating the head of account opened in the ledger against every entry and a reference of the ledger folio should also be mentioned in token of having made necessary posting in the ledger.07. There should not be any over-writings or corrections in the entries made in cash book. If there is an occasion for any correction, it should be done by striking out the original entry and making the correct entry in red ink and this correction should be duly attested with date by the Principal.08. The cash book should be closed each day when there is any transaction. The closing balance for the day should be struck and totals of both sides agreed. The closing balance should be mentioned in words.09. The totals of each day of closing of the cash book should be checked by the Principal himself and attested; or the totals should be got checked and certified by a member of the staff other the clerk who has made entries in the cash book.10. Appropriate nomenclature has to be used for heads of accounts as prescribed in Accounts Code and as amended from time to time as on date and as per KVS circular.11. While bringing forward the opening balance it has be checked with previous month’s closing balance.12. While bringing forward the opening balance of current financial year it has to be checked with closing balance of last financial year and last year’s Annual Accounts.
13. Entries have to be made on receipts side with reference to amounts received as per Misc. Receipts in form CS 12 issued, collection of fees and fines through Bank Challans, Fee Receipt Books, Daily Fee Collection Register and amounts deposited into Bank through pay-in-slips.14. Contra entries have to be made for deposits/ withdrawal of cash both on payment and receipt side and vice versa.15. Entries have to be made on payments side with reference to cheque issue register/ vouchers/ purchase bills, services bills, establishment bills-Pay bills, Supplementary bills, Medical bills, TA/ DA claims/ LTC claims, CEA claims etc.,16. Entries for adjustment of advance on settlement – expenditure and payment over and above advance have to be entered on payment side and adjustment of advance on settlement and recovery of balance of advance on receipts side.17. Each entry of receipt, payment and closing balance in the cash book should be attested by the Principal in token of having verified the correctness of the entries. The Principal should also sign the Cash book immediately after it is closed for a day.18. Once a week and the end of each month, the actual cash balance in hand, if any, should be verified physically and a certificate to the effect that the cash balance has been verified and found correct should be recorded in the cash book under date and signature of the Principal.19. Balancing have to be done every-day in RED INK showing cash balance if any, and bank balance (s) in figures and words. Term deposit etc.,in the Bank if any, have to be shown every day below the balancing in RED INK.20. Bank Reconciliation has to be done invariably at the end of the month and the balance as per cash book should tally with the balance shown on the last date of the month as per bank statement/ pass book.21. It has to be ensured that the items of differences of previous month’s Bank Reconciliation are reflected in the cash book or bank statement/ pass book as the case may be in the subsequent month.22. It may be ensured that the totaling of cash book is correct.23. It may be ensured that the balances brought forward and carried forward are correct.24. It may be ensured that all entries/ transactions are posted in the ledger.25. It may be ensured that the transactions relating to payment and recovery of advance, such as Festival advance, Conveyance Advance, HBA adavance, Computer Advance, TA/ DA, LTC, Medical Advance and other advance, are appropriately posted in the subsidiary ledgers/ registers i.e., respective Advance registers.26. It may be ensured that closing balance of the current financial year is reflected in current Annual Accounts correctly after preparing Bank Reconciliation Statement.27. It may be ensured that the Statutory recoveries towards Income Tax and Professional Tax are recovered at the prescribed rates and are remitted to the respective Departments within the prescribed time limit i.e., within 7 working days.
B. LEDGER – SCHOOL FUND A/C & VIDYALAYA VIKAS NIDHI A/C
1. The maintenance of Ledger Accounts is governed articles, 192 to 193 of Part A (i) & (ii) of Chapter 20 of KVS, Accounts Code.
Every cash transaction after its being entered in the Cash book should ultimately find a place in the ledger. The ledger is the head-wise repository of all cash
transactions. The necessity for maintaining the ledger arises due to the fact that the accounts of the School are required to be maintained under the double entry system. The double entry system is based on the principle that every transaction has two-fold aspects, viz., the debit and the credit. Accordingly, every ledger account has two side, the left hand side representing the debit side and the right hand side representing the credit side. As soon as a cash/ bank transaction is passed through the cash book it should be entered on the opposite side of the ledger account and the name of the ledger account and ledger folio number indicated in the cash book. A cross reference to page number of the cash book should also be given in the ledger account.
The ledger accounts for a month should be closed at the beginning of the next month. The detailed instructions in regard to the maintenance of ledger accounts as per requirement of the Sangathan are given in Appendix 3 (Form CS 28). These instructions should be strictly followed by each KV.
01.Ledger account has to be maintained in the form CS 28 prescribed in Accounts Code.
02.Appropriate nomenclature has to be used for heads of accounts as prescribed in Accounts Code.
03.Entries on receipt side have to be posted to the appropriate heads of account, head-wise with correct figures in Credit side of the ledger.
04.Entries in payment side have to be posted to the appropriate heads of account, head-wise with correct figures in Debit side of the ledger.
05.Month-wise totaling of the ledger accounts should be done.06.The figures in the heads of accounts in the ledger has to be taken in the
current Annual Account.
2. REGISTER OF ADJUSTMENTS
Each KV shall maintain a register of adjustment to incorporate adjustments in respect of adjustment accounts received from the construction agencies; transfer advices in respect of monthly provident fund and group insurance deductions from pay bills, sanctions for the losses written off, deposits forfeited and other adjustments not involving receipt or payment or cheque or cash. Adjustment entries should be made on the date of receipt of adjustment account and issue/ receipt or write off sanction etc., The effect of these adjustments will have to be incorporated under the respective heads in the ledger and the register will be the basis for preparation of the statement which is required to be incorporated in the Annual Accounts and furnished by the Vidyalaya.
2. Another feature of the double entry system of accounts is the segregation of the transactions into capital and revenue. Capital represents the transactions which result in the creation of tangible assets, while revenue represents expenditure on services of staff, maintenance and repairs of assets and purchase of articles which
do not represent tangible assets. This feature is made use of in the preparation of Annual Accounts, the chronological stages of which are:
(i) Receipts and Payments Account, the cash receipt and cash payments for the year under prescribed heads;
(ii) Income and Expenditure Account incorporating the revenue picture of the transactions; and
(iii) Balance Sheet incorporating the capital picture of the transactions.
3. MONTHLY ACCOUNTS RETURNS:
The Sangathan is required to submit to the Ministry of Human Resource Development (Department of Education) a statement of expenditure incurred out the grants received by it. Besides, a control over the utilization of funds distributed to the schools has to be kept by the Sangathan. In order to serve these purposes, a monthly account return showing the receipts and expenditure under the various heads of account is be submitted. The form of monthly account return in form CS 23 which is known as Consolidated Monthly Statement of Account is given in Part II of the Accounts Code.
The Consolidated Statement of account should be furnished to the Regional Office/ Sangathan positively on or before the fifteenth of the month following the month of account. The Consolidated Statement of Account should be accompanied by copies of pay bills, TA bills, etc., working up to the total amount charged under the head Pay and Allowances in the Consolidated Statement In order to ensure that all the copies of pay bills, etc., have actually been sent, an abstract of payments in the following form should also be sent along with the consolidated Statement of Account:
Abstract of Pay and Allowances during the month of _______________
01.The subsidiary registers, Festival advance recovery register, Conveyance advance recovery register, GPF/ CPF advance recovery register, HBA advance recovery register, Computer advance recovery register etc., have to be opened and balances has to be brought forward correctly with reference to the balances shown in the Annual Accounts.
02.The recoveries have to be made from the subsequent month from the date of sanction of advance.
03.The opening balances have to be brought forward as per closing balance of previous year.
04.All the entries in the cash book have to be posted to the ledger and no entry/ entries remain un-posted.
05.The totals/ balances have to be arrived correctly.06.All figures appearing in the ledger should match with the current Annual
Accounts.
CHAPTER 2
OPERATION OF BANK ACCOUNT
The operation of Bank Account is governed by Articles, 87 to 94 of Part A of Chapter 8 of KVS Accounts Code.
1. OPENING OF BANK ACCOUNT:
i. The bank account of the school should be maintained with the nearest branch of State Bank of India or one of its subsidiaries or a nationalized bank.
ii. The account should be a ‘Savings Bank Account’ if there is no restriction by the bank.
iii. The account should be in the name of the school for ex., ‘KendriyaVidyalaya, __________ (Place) School Fund’ or VidyalayaVikasNidhi as the case may be.
iv. All bank accounts should be jointly operated by the Principal and Chairman/ Nominee, Vidyalaya Management Committee.
v. The facilities allowed to the Sangathan should be ascertained before opening the account and the same should be availed.
2. DEPOSITS INTO THE BANK:
i. All moneys received by the Vidyalaya by way of fees, miscellaneous receipts, balance on adjustment of advance, etc., should be deposited into the bank account within 24 hours of receipt thereof. This stipulation is relaxed only where the bank is situated at a distance of more than eight kilometers/ money is received beyond the bank hours (generally money should not be accepted beyond the bank hours), the money should be deposited into the bank the next day.
ii. For identification and accounting purpose the ‘Pay in Slip’ should be serially numbered and pasted in a file. Proper narration of nature of receipt of amount should be mentioned in the ‘Pay in Slip’. It shall be the duty of the Principal to verify at the time of attestation of the entries in the cash book that the moneys deposited into the bank have actually been acknowledged by the bank on the Pay in Slip and
also in the bank statement/ pass book, as the case may be, at the time of reconciliation of bank balance.
iii. It is essential that the Principal should take adequate precautions for the conveyance of cash to and from the bank by providing suitable escorts where necessary in order to avoid loss of cash in transit.
iv. It is the duty of the Principal to watch for the receipt of bank statement/ entries made in the pass book are in time and ensure that the bank balance in the cash book is reconciled with the statement/ pass book invariably on the last day of the month.
Prescribed format of bank reconciliation (REF: ART.NO.92 of Accounts code):
RECONCILIATION STATEMENT IN RESPECT OF ___________________________ AS ON _____________________01. Balance as per Cash Book as on Rs. Rs.02. Add:
(i) Cheque No. dated issued but not en-cashed(ii) Deposits of other parties (details) for which credit has been afforded wronglySub Total
03. Less:(i) Cheques presented for collection but not realized(ii) Withdrawals of other parties (details) wrongly debited(iii) Bank charges debited on ________ to be adjusted in cash book(iv) Deposits into the bank, as per cash book, but not accounted for by the bankSub Total
04. Net Amount05. Balance as per bank statement/ pass book
Signature of the Principal
vii. The Bank reconciliation statement should be incorporated in the Cash Book below the entries for the last working day of each month and duly signed by the Principal. Action should be simultaneously be taken to set right wrong debits or credits or non-credits. On no account should the monthly bank reconciliation work be allowed to fall into arrear.
viii. A certificate of balance on the last working day of each financial year should be obtained from the bank, besides the bank statement of account/ pass book for the month of March, to fulfil audit requirement.
3. Withdrawal from the bank.
i. The cheque book facility should be availed.
ii. No money should be withdrawn from the bank except in cases of recoupment of imprest.
iii. The cheque books shall, on receipt from the bank, be carefully examined by the Principal who should count the number of forms contained in each and record a certificate of count on the fly leaf. Each cheque book must be kept under lock and key in the personal custody of the Principal, who, when relieved, shall take receipt for the exact number of cheques made over to the relieving Officer. A stock register of cheque book should be kept for record.
iv. The loss of a cheque book or a blank cheque form shall be forthwith notified to the bank and the bank’s acknowledgement obtained and kept on record.
v. For issue of cheques for payments towards, pay and allowances, statutory payments, purchases, payment for services etc., a cheque issue register may be maintained and cheque numbers, date, amount and other particulars may be entered in chronological order. The initials of both drawing officer and the countersigning officer should be made. The name of party to whom payment has been made and also the voucher number in respect of which the cheque has been drawn should be indicated.
vi. The names of the drawing and countersigning authorities with a set of their specimen signatures shall be intimated confidentially to the bank authorities with a copy to the Sangathan for information. When such an officer makes over charges of his office to another, fresh set of specimen signatures of the relieving officer should be sent in cancellation of the earlier one.
vii. All payments made to outside authorities for services rendered or supplies made and to the Vidyalaya staff on account of pay and allowances, advances should be made by means of crossed cheques only.
viii. Cheques should bear the true dates on which they are drawn. It is highly objectionable to draw a cheque in anticipation of receipt of goods and passing the relevant bills.
ix. when it becomes necessary to cancel a cheque, the cancellation must be recorded on the counterfoil and the cheque must be stamped cancelled under the dated initials of the drawing officer and the cancelled cheque preserved for audit purposes.
x. No duplicate cheque should be issued in lieu of one already issued but reported to be lost without getting a Non-payment Certificate from the bank and also a certificate to the effect that they will not pay again on the original one. Similar, undertaking should be obtained from the payee concerned.
xi. One bank account may be maintained for each account head, such as School Fund, VVN, any extra bank accounts may be closed and balance transferred to the related account, preference of maintenance of bank account may be given to nationalized bank.
CHAPTER 3
LEAVE RULES
Sangathan Employees are governed mutatis mutandis by CCS (Leave) Rules, 1972 as amended from time to time.
i) Vocational Staff: All categories of teachers, Librarian, Lab.Assistants, Sub-staff(Lab.Attd&Gr.D).
Note: The post of Vice-Principal will however be treated as both vocational and non-vocational. Half the period of the vacation may be treated on the discretion of the Principal and the Deputy Commissioner as duty for which he will earn leave in accordance with rules.
GENERAL PRINCIPLES:
Leave cannot be claimed as a matter of Right by the employee. When the exigencies of public service so require leave of any kind be
refused or revoked by the Authority Competent to grant leave, but it shall not be open to the authority to alter the kind of leave due and applied for, except at the request of the employee.
Except in case of leave on medical certificate prefixing & suffixing holidays as allowed unless specifically withheld. After maternity leave if fitness certificate is granted on a holiday the holidays and the following holidays if any will be allowed to be suffixed.
A case of medical leave can be referred for second medical opinion to the Government Medical Officer not below the rant of civil surgeon for examination.
An employee cannot join duty during leave unless permitted to do so. No employee shall be granted leave of any kind for a continuous period
exceeding 5 years except in exceptional circumstances. Prefixing and suffixing holidays to leave, other than leave on medical
certificates shall be allowed. In case the leave is on medical grounds, if the day on which the employee is certified medically fit for rejoining duty happens to be holiday he/she shall be automatically allowed to suffix such holidays. If the employee medically fit only on the working day and the
day before the date of joining happened to be a holiday the same should be treated as leave on medical certificate only.
Willful absence from duty after the expiry of leave renders the individual liable to disciplinary action.
Note: Voluntary abandonment of service- issued by K.V.S vide their letter No. 11-12/2000-KVS(Vig) dated 04.09.2000, introduced article 81(d) in the Education Code.
Absence without leave not in continuation of any authorized leave will constitute an interruption of service unless it is regularized .
In case of employee, who is recalled to duty before the expiry of leave such recall of leave shall be treated as compulsory.
Conversion of one kind of leave into leave of different kind is permissible only when applied for by the official , provided it is applied within 30 days of its occurrence.
An employee on leave should not take up any service or Employment elsewhere without obtaining prior sanction of the appointing authority.
KINDS OF LEAVE
1. Earned Leave: Non-vacational staff :
Earned leave is credited to the leave account of a Government employee at the rate of 2 ½ days for each completed calendar month of service, which he is likely to render in a half year of the calendar year in which he is appointed. Credit of Earned leave is afforded in advance at a uniform rete of 15 days on 1st January and 1st July for each half year.
The credit for the year in which a Government servant is due to retire or resign from the service shall be afforded only @2 ½ days per completed calendar month up to the date of retirement or resignation.
When an employee is removed or dismissed from service or dies while in service: credit of Earned leave shall be allowed @2 ½ days per completed calendar month up to the end of the calendar month preceding the calendar month in which he is removed or dismissed from service or dies in service.
If a Government servant has availed EOL/ or some period of absence has been treated as Dies Non , in the half year , the credit to be afforded to his leave account at the commencement of the next year shall be reduced by 1/10th of the period of such leave and /or dies-non subject to maximum of 15 days.
While affording credit of Earned leave, fraction of a day shall be rounded off to the nearest day.
Where an employee ceases to be in service in the course of a particular half year, due to retirement, resignation, death or any other cause, the amount of Earned leave which would be credited to his leave account shall also be reduced to 1/10th of the period of any leave other than Earned leave availed by him from the commencement of that half year to the date he ceases to be in service.
Earned leave can be accumulated up to 300 days. Earned leave can be availed up to 180 days at a time includes vacation and up to 300 days in case of leave preparatory to retirement.
The credit of EL plus the unavailed joining time, to a maximum of 15 days, credited should not exceed 300 days.
One day joining time admissibnle for the transfer within the same station, if not availed, cannot be credited to the EL account.
Vocational Staff:
Up to 31.08.2008, Librarians and Lab-Assistants (with effect from 28.07.1984)& other teaching staff (w.e.f 01.09.1981) and Sub-staff w.e.f 01.01.2002 are entitled to 10 days Earned leave every year. Such leave is credited in advance in two installments of 05 days each on 1st January & 1st July every year. However, as per 6th CPC recommendations, all vocational staff areeligible for credit of 20 days of HPL wef 01.09.2008.
If the vocational staff has availed of EOL and /or some period of absence has been treated as Dies-Non during a half year the credit to be afforded to this leave account at the commencement of next half year shall be reduced to 1/30th of the period of such leave and /or Dies-Non subject to a maximum of 05 days, as per the provisions of 5th CPC.
The credit for the half year in which a vacation staff in appointment ceases to be in service shall be allowed @5/6 thday of each completed month of service which he has rendered or is likely to render in the half year in which he is appointed/ceases to be in service.
If in any year, he does not avail himself of any vacation or is prevented from enjoying more than 15 days of vacation, Earned leave will be admissible to him, in addition to normal credit of Earned leave in respect of that year as in the case of non-vocationalstaff . If he avails of only portion of the vacation, he will be entitled to Earned leave in such proportion of 30 days , as the number of days of vacation not taken bears to the full vacation of 50 days. This proportionate Earned leave is not admissible to temporary employees for the first year of their service (Year means twelve months of actual duty and not calendar year).
2. HALF PAY LEAVE(HPL)(For all staff wef. 01.09.2008)
HPL is credited in advance at the rate of 10 days on the 1st of January and 1st of July every year. The credit for the half year in which an employee is appointed will be at the rate of 5/3 days for each for each completed calendar month of service, he is likely to render in the half year in which he is appointed.
The credit for the half year in which an employee is due to retire/resigns will be afforded @5/3 days for each completed calendar month in that half year, up to the date of retirement /resignation.
When an employee is removed or dismissed from service or dies while in service, credit of HPL shall be allowed @5/3 days of completed calendar month up to the end of the calendar month preceding the calendar month
in which he is removed or dismissed from service or dies in service. In the case of death of a Government servant while in service the credit will be afforded at the rate of 5/3 days per completed calendar month up to the date of death.
Where a period of absence or suspension of an employee has been treated as “Dies-Non”in a half year the credit to be afforded to his half pay leave account at the commencement of next half year shall be reduced by 1/18th of the period of “dies-non” subject to maximum of 10 days.
HPL can be taken either with or without medical certificate. HPL can be converted into full pay leave by taking it as commuted leave if the leave applied for is on medical certificate. HPL upto a maximum of 180 days can be commuted during the entire service without medical certificate, if such leave is utilized for an approved course of study certified to be in public interest. HPL upto maximum of 120 days may be taken as commuted leave without medical certificate in continuation of maternity leave.
3.COMMUTED LEAVE
Commuted leave not exceeding half the amount of half pay leave due can be taken on medical certificate. Commuted leave up to maximum of 60 days can be granted to a female employee in continuation of maternity leave without medical certificate.
Commuted leave can be granted only when the leave sanctioning authority is satisfied that there is a reasonable prospect of the employee returning to duty on its expiry. So it cannot be granted as leave preparatory to retirement.
If commuted leave is taken twice the number of days availed should be debited in the HPL account.
When an employee granted commuted leave quits service voluntarily without returning to duty, the commuted leave shall be treated as half pay leave and the excess leave salary recovered. If the retirement is by reason of ill-health incapacitating him from further service or in the event of death, recovery should not be made.
4. LEAVE NOT DUE(Rule 31)
Except in the case of leave preparatory to retirement, Leave Not Due may be granted to an employee in permanent employment to a maximum of 360 days during the entire service on medical certificate or without medical certificate. LND will be debited against the half pay leave that the Government servant earns subsequently.
In the case of Leave Not Due without medical certificate the maximum period may be granted at a time is 90 days and in entire service 180 days only, if the leave sanctioning authority is satisfied that there is a prospect of the employee returning to duty on its expiry and the amount of leave should be limited to HPL that the employee is likely to earn subsequently.
Leave not due may also be granted to temporary employee as one suffering from T.B, Leprosy, Cancer or mental illness on medical certificate. Further he should have put in one year maximum service and the post from which he proceeds on leave should be likely to last till his return to duty.
5. EXTRAORDINARY LEAVE(Rule 32)
Extraordinary leave may be granted to a Sangathan Employee in special circumstances:-
When no other leave is admissible. When other leave is admissible, but the employee applies in writing for the
grant of EOL. EOL cannot run concurrently with notice in case of voluntary retirement. Any amount of EOL may be sanctioned to a permanent employee, as long
as the continuous spell of all kinds of leave does not exceed five years.
For temporary employees the limit is up to 3 months with or without medical certificate. Employees who have put in a minimum of one years’ of continuous service up to 6 months with medical certificate for common ailments and upto 18 months with medical certificate for cancer, mental illness, pulmonary tuberculosis and pleurisy of Tubercular origin and Leprosy. For the purpose of prosecuting studies certified to be in Public Interest leave may be granted up to 24 months unless, otherwise, employees have completed 3 years continuous service.
6.MATERNITY LEAVE-(Rule 43)
As per the provisions of 6th CPC, a female employee with less than two surviving children may be granted maternity leave for a period of 180 days from the date of its commencement. During such period, she shall be paid leave salary equal to pay drawn immediately before proceeding on leave.
Maternity leave not exceeding 45 days in the entire service can be sanctioned to a female employee w.e.f 16.06.1994 in case of Mis-Carriage, abortion on production of medical certificate. Admissible irrespective of number of children.
Maternity leave may be combined with leave of any kind and it is not debited to the leave account. Un-married female employees are also eligible for maternity leave.
Female employees undergoing Salpingectomy Operation along with medical termination of Pregnancy will be entitled to six weeks maternity leave and they are not entitled to additional 14 days of special casual leave. Maternity leave cannot be granted in case of “ Threatened Abortion”
Regular leave in continuation of maternity leave may be granted in case of illness of the new born baby on production of a medical certificate to the
effect that the condition of the ailing baby warrants personal and the mother’s presence by the baby’s side is absolutely necessary.
It counts as service for increments and pension. Whereas no incremental benefits can be awarded during the currency of Maternity leave.
7. PATERNITY LEAVE
It is admissible to male employees with less than two surviving children. It is also admissible is valid adoption of a child below the age of one year. It is not to be refused normally.
It may be granted 15 days during wife’s confinement i.e up to 15 days before or up to 6 months from the date of delivery of the child.
The leave is not debited to the leave account. It may be combined with any other kind of leave except casual
leave. Leave salary shall be equal to the Last Pay Drawn. As per KVS norms circulated vide circular dated…….., the
paternity leave cannot be combined with breaks and vacation unless the date of delivery is within the 15 days period from the start of the vacation or break. However, it should run concurrently with the vacation or break.
8. LEAVE TO FEMALE GOVERNMENET SERVANT ON ADOPTIONG OF CHILD.
1. Granted to female employees, with fewer than two surviving children, on valid adoption of a child below the age of one year, for a period of 180 days immediately after the date of valid adoption from 22.07.2009.
2. Leave salary will be equal to the pay drawn immediately before proceeding on leave.
3. This may be combined with leave of any other kind.
4. It is not debited against leave account.
9. CASUAL LEAVE:
Casual leave is not a recognised form of 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.
Casual leave can be combined with Special casual leave but not with any other kind of leave.
It cannot be combined with Joining time.
Sundays and Holidays falling during a period of casual leave are not counted as part of casual leave.
Sundays/Public holidays/restricted holidays/weekly offs can be pre-fixed/suffixed to casual leave.
Casual leave can be taken while on tour, but no DA will be admissible for the period.
Casual leave can be taken for half day also. It should not normally be granted for more than 5 days at any one time.
LTC can be availed during casual leave. Entitlement for calendar year is 8 days/12 days for the
employees with disabilities for specific requirements relating to the disability of the employee.
Officials joining duty during the middle of a year may avail leave proportionately or the full period at the discretion of the Competent Authority.
10. SPECIAL CASUAL LEAVE:
Special Casual Leave is admissible for family planning operations, union activities and in Sports Event, Cultural Activities, Mountaineering/Trekking expeditions when the events are at All India Level.
For family planning (Male employees)
Maximum 5 working days admissible to male employees who undergo Vasectomy operation. If he undergoes the said operation for second time due to failure of the first another 5 days will be admissible on production of Medical Certificate.
Maximum 3 working days to male employees if his wife undergoes tubectomy/Laproscopy for the first time/second time. The leave should follow the date of operation and no gap allowed between the date of operation and date of commencement of special casual leave.
Maximum 21 days admissible for undergoing recanalization operation.For Female employees
Maximum 10 working days admissible to female employee who undergoes tubectomy/laproscopy.
One day admissible to female employee on the day of operation when her husband undergoes vasectomy operation.
Admissible for one day on the day of IUCD/IUD Insertion/reinsertion. Intervening holidays are to be excluded for the purpose of Special
Casual leave. Maximum 21 days admissible for undergoing recanalization operation
For Union/Association Activities: The maximum number of days of Special Casual Leave admissible is 20 days in a calendar year(i.e. the annual period followed by the Association/Union /Federation). Subject to the above maximum number of days-
i. 20 days to the office bearers of recognized service associations/Unions for participation in the activities of Association /Unions;
ii. 10 days to outstation delegates/members of Executive Committees for attending its meetings.
iii. 05 days for local delegates and local members of Executive Committee for attending its meetings.’
Note: Leader of the staff side of JCM and a Secretary from the staff side at above Departmental Joint Council level may be granted Special Casual Leave up to maximum 10 days in a year for preparing staff side cases.Staff side members of the Departmental/Regional/Local council may be granted a day’s Special Casual Leave to attend JCM meetings.
Natural Calamities, Bandhs etc.-
The Deputy Commissioner of the Region may grant Special Casual Leave to employees to the vidyalayas and ROs who are residing at a places 3 miles away from their vidyalaya, when they are un-able to attend office due to dislocation of traffic arising out of natural calamities, bandhs, etc based on the reports/recommendations submitted by the principals of the vidyalayas. If the absence was due to picketing or disturbances or curfew, Special Casual Leave may be granted irrespective of the distance from residence to office. If however, the official had applied or applies, for leave for genuine reasons, e.g. medical grounds etc. for the day/days of the bandh, he may be granted the leave admissible including Casual Leave and not Special Casual leave.
Note: LTC can be availed of during Special Casual Leave.
11. CHILD CARE LEAVE
Based on the recommendations of 6th CPC, Women employees having minor children may be granted Child Care Leave by an authority competent to grant leave for a maximum period of 730 days during their entire service for taking care of up to two children, whether for rearing or to look after any of their needs like examination , sickness etcwef 01.09.2008. Child care leave shall not be admissible if the child is eighteen year 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 and commuted leave up to 60 days (without production of medical certificate). It may be combined with leave of the kind due and admissible.
Condition s :
It requires prior sanction. Intervening holidays will count as Child Care Leave as in the case of
Earned Leave. In respect of disabled/mentally challenged children, it is permitted up to
the age of 22 years subject to conditions and submission of certificates. Child Care Leave may not be granted in more than 3 spells in a
Calendar Year. Child Care Leave may not be granted for less than 15 days. Child Care Leave should not be sanctioned during probation period,
except in cases of certain extreme situations and a minimal leave should be sanctioned.
LTC cannot be availed during Child Care Leave.
Note: In addition to the above, the KVS employees are eligible for Hospital leave, study leave, special disability leave as per the rules modified from time to time duly sanctioned by the competent authorities.
CHAPTER 4
ANNUAL PHYSICAL VERIFICATION OF STOCK, CONDEMNATION AND WRITE OFF OF STORES.
a. Maintenance of stock registers:
Every vidyalaya should maintain and prepare stock registers for each department for both consumable and non-consumable articles. Whenever an article is purchased in the vidyalaya, irrespective of the nature whether it is consumable or non-consumables, it should be taken into respective stock register of the concerned department, viz., SUPW, Library, Lab equipments, Drawing, Music, Sports& Games, Furniture etc and the stock entry may be recorded on the bill. Thereafter, the bill is passed for payment. This process will ensure that the articles purchased are properly stored and used whenever required at the vidyalaya.Consumables when issued may be shown as “issued” in the concerned consumables stock register on weekly or fort nightly basis under due attestation by the Principal.
All articles of Non-consumable like Furniture, computer, Audio visual aids, etc. should be serially numbered by code name by using separate nomenclature for each immediately after the purchase. In case of furniture, Computers, AV Aids etc. the class teacher for classes or Department In-charge shall be responsible for the items.
Due care should be taken in handling the valuable items like, microscope, TV set, computers, projectors etc while doing demonstration or experiments. The library
books are to be machine numbered by the Librarian and the same should be recorded in the Library accession register.
b. Physical verification of stores.In every financial year, physical verification of the stock of all the departments should be conducted by forming proper committee members. The committee so constituted for each department should conduct physical verification of items with reference to stock register and certify the availability of each item. The excesses or the shortages of stock should be submitted to the Principal in the following format.
Name of the Department: ___________________________________________Physical verification done on: ________________________________________Stock Register Page No.
Name of the article
Stock as per Excess(+)Shortages(-)
Result of investigationStock
registerPhysical
verification
In case of excess, the original bills may be verified to ascertain any omissions in accounting with reference to invoices of articles received. They should also be brought into account in the stock register with suitable remarks with due attestation of the principal and proper steps should be taken to safe guard such omissions or commissions in future.
In case of shortages, it may be ascertained whether it is due to mishandling of items. In that case, it should be brought to the knowledge of the principal and responsibility may be fixed on the student or teacher or the staff member at fault and the cost price or the present market price whichever is higher may be recovered. However, if it is accidental breakage while doing demonstration or experiments, on the spot of investigation should be held and the result should be recorded in the stock register which will be verified by the condemnation committee at the time of condemnation.
The condemnation procedure as explained in the KVS circular dated 26.08.2009 should be invariable followed by the Principals while forwarding the proposals for condemnation of Computers and other I.T.Equipments.
However, cases involving theft or fraud or embezzlement should be reported to the police with proper FIR for investigation. The entire case along with the preliminary findings as conducted at the vidyalaya level should be referred to the Regional office duly enclosing the required documents/reports for further action. If it is found that some of the employee of the KV is involved, necessary action under CCS(CCA) Rules should be initiated either for the recovery or for the misconduct.
Immediately, after physical verification of the stock is over, a condemnation Board comprising the members of VEC, as per art no.32 of Education code should be constituted. The items which are required to be written off should be prepared by the Department in-charge in the prescribed format i.e. CS 49 to be placed before the Condemnation Committee for perusal and recommendations. While preparing the CS 49, effective life of the article, its “as on date of depreciation value” and “remaining value” should invariably be mentioned so as to enable the Committee to consider the same for write off.
As per the existing delegation of powers, the following authorities of KVS have the power as mentioned below in terms of KVS Circular No.F.16-1/99-KVS(Admn.I) Dated 15.03.2012
S.No.
Authority Powers delegated in respect of KendriyaVidyalayas
Powers delegated in respect of Regional Offices/ZIETs
1 Commissioner Full powers including cases involving fraud, embezzlement, fire misappropriation or theft and the articles whose life span has not been expired including IT equipments.
Full powers including cases involving fraud, embezzlement, fire, misappropriation or theft and the articles whose life span has not been expired including IT equipments.
2. Additional Commissioner (Admn.)
Up to 5 lakhs per annum excluding the cases involving fraud, embezzlement, fire misappropriation or theft and the articles whose life span has not been expired including IT equipments.
3. Deputy Commissioner/Director of Regional/ZIET concerned
Full powers excluding cases involving fraud, embezzlement, fire, misappropriation or theft and the articles whose life span has not been expired including IT equipments.
Up to Rs.2 Lakhs per annum but excluding the cases involving fraud, embezzlement, fire, misappropriation or theft and the articles whose life span has not been expired including IT equipments.
4. Executive Committee of VMC
Up to Rs.2 Lakhs per annum but excluding the cases involving fraud, embezzlement, fire, misappropriation or theft and the articles whose life span has not been expired including IT equipments.
If the book value of the condemnation proposals exceeds Rs.2 lakhs at the vidyalaya level, then the whole proposals should be submitted to the concerned DC for further necessary action, along with all the necessary documents. Part condemnation at the vidyalaya level and forwarding the remaining proposals to RO is not the correct procedure. That is, if the total value of the condemnation proposals is, say, Rs. 6 lakhs, condemning the articles worth Rs.2 lakhs at the vidyalaya level and forwarding Rs.4 lakhs to DC is against the norms.
CHAPTER 5
PAY FIXATION, ANNUAL INCREMENTS AND JOINING TIME RULES
I. PAY FIXATION OF TEACHING AND NON TEACHING STAFF
The pay of KVS employees is normally regulated in accordance to the Fundamental Rules and Govt. of India orders issued from time to time. Instructions were issued by the sangathan to refer all cases of pay fixation, such as, on first appointment, on appointment to higher post on promotion, grant of senior scale, selection scale, MACP, reversion, re-employed pensioners etc. to the concerned Regional office, KVS. Only on getting the pay fixation approved by the Regional Office, the arrears etc. shall be disbursed to the employees concerned by the Principals.
a. EXERCISE OF OPTIONAs per FR 22, the employee shall opt (Except in the case of Deputation to the Ex-cadre post or Adhoc appointment) within one month from the date of appointment –
a. To get the pay fixed from the date of promotion, appointment or b. To get pay fixed initially at the stage of the higher post next above the pay
drawn in the lower post then get it re-fixed on the date of actual of next increment in the lower post after availing the increment, (Option is available even in cases where next increment due is stagnation increment).
NORMAL RULES GOVERNING THE FIXATION OF PAY
S.No.
Particulars Rule Position
1. First appointment F.R.22(1)(b)2. Promotion to a higher post, when one is
already in service of the SangathanF.R.22(1)(a)(1)
3. On grant of Sr. Scale/Selection which does not involve higher responsibility
F.R.22(1)(a)(2)
4. Re-employment of removal, resignation or dismissal
F.R.15 & F.R.22(1)(a)(3)
5. Appointment to selection grade F.R.22(1)(a)(2)6. On reversion from higher post to lower on F.R.22(1)(a)(2) read with
request F.R.22(1)(a)(3)7. Promotion to the post of higher post with
the same grade payF.R.22(1)(a)(1), if not already granted suitable MACP
8. On grant of MACP F.R.22(1)(a)(1)
c. FORM OF OPTION
The Principal KendriyaVidyalaya,______________
Sub: - Option for fixation of Pay (On promotion/grant Sr. Scale/Sel.Scale/MACP etc.)
Sir/Madam,
I am promoted to the post of __________________/Granted Sr. Scale/Sel. Scale/MACP w.e.f. ________ vide Office Order No.________________ Dated __________.
In this regard, I hereby opt for my fixation of pay from the date of promotion/grant of senior scale/sel. Scale/MACP OR from the date of my next increment due on July ________ (strike off whichever not applicable)
Yours faithfully,
Name :Date: Designation:
II. ANNUAL INCREMENTS
a. As per provisions of 6th CPC, an amount equal to the 3% of pay drawn plus Grade pay will be rounded off to the next ten rupees and paid as the annual increment in July month every year. That is, if the 3% is calculated to Rs.590.99 then only Rs.590 has to be added to the Basic pay and if it is Rs.591 then Rs.600 has to be added to the basic pay as the increment.
b. As per the 6th CPC provisions, the incremental period is limited to 6 months and not one year. That is, an employee is eligible for the increment if he/she has 6 months service during the incremental year. If he fails to have 6 months service in an incremental year on grounds like EXOL on private affairs, dies-non etc. then his/her increment will be postponed to next year.
c. The principal is the competent authority for sanctioning annual increments to the staff of the vidyalaya and in the case of Principal; the Deputy Commissioner of the Regional Office is the competent authority, subject to the fulfilment of other conditions. The withholding of increment is a measure of punishment and unless that punishment is inflicted through an order issued by the competent authority, the
annual increment shall be released as on the 1st of July of each year, as per the provisions of 6th CPC rules 2008. A periodical increment certificate in the form CS 16 shall be issued to all the eligible staff members duly signed by the competent authority.d. The annual increment cannot be drawn on the 1st of July if the employee is on regular leave and it will be payable to him from the date of resuming duty. However, the annual increment can be drawn on the 1st of July if the employee is on Casual leave.
III. JOINING TIMEi. One day joining time is admissible if change of residence is not involved.ii. If change of residence is involved, joining time will be admissible with reference to the distance between the old and new stations by direct route and ordinary modes of travel as given below:Distance between the old and new HQ
Joining time admissible Joining time admissible when transfer necessarily involves continuous travel by road for more than 200 KMs
1000 km or less 10 days 12 days1001km to 2000km 12 days 15 daysMore than 2000kms 15 days* 15 days
* In cases of travel by Air, the maximum joining time admissible is 12 days-Rule 5(4).Joining time may be combined with vacation, or leave of any kind or duration except casual leave.When holidays follow joining time, the normal joining time shall be deemed to have been extended to cover such holidays. However, holidays cannot be prefixed to joining time.During joining time, pay will be drawn equal to the pay drawn before relinquishment of charge of the old post. Increment falling due during joining time could be drawn only after assumption of the charges/on return to duty.2. Credit of unavailed Joining time to the EL account.
1. The un-availed joining time can be credited to EL account only if:a. he/she is ordered to join the new post at the new place of posting without availing full joining time to which he is entitled.
Orb. he/she proceeds alone to the new place and joins without availing full joining time and takes his family later within the permissible period for claiming Transfer TA.
2. If the addition results in the total EL at credit exceeding 300 days, the excess will be ignored.
CHAPTER 6
PROCESSING OF PERSONAL CLAIMS OF KVS EMPLOYEES SUCH AS, TA/DA, LTC, MEDICAL AND CEA
The personal claims such as TA/ DA, LTC, Medical and Children’s Educational Assistance are governed by articles B, C, & D 111 to 114 of Chapter 10 of Accounts Code.
A. Travelling Allowance Claims (TA/ DA) (B. 111)B. Leave Travel Concession (LTC) (B.112)C. Childrens’ Education Allowance (CEA) (C. 113)D. Medical Claims (D. 114)
A. TA/DA CLAIMS-NORMAL TOURS
01. The entitlement for Travel by Air/ Rail/ Road w.e.f. 01-09-2008 is decided based on the Grade pay of the employee.02. Daily allowance w.e.f. 01-09-2008 towards reimbursement of Hotel Accommodation, Charges for travel within the city limits and Food expenses on daily basis is decided based on the Grade Pay of the employee and the same is reimbursable only on production of bills otherwise to be disallowed.03. D.A. is calculated as per absence from headquarters on calendar day basis from midnight to midnight.a. Absence not exceeding 6 hours Nilb. Absence exceeding 6 hours but not exceeding 12 hours 70%c. Absence exceeding 12 hours 100%04. Eligibility of D.A in various circumstances:
S.No. Particulars Percentage applicable01. Free Boarding and Lodging 25%02. Free Boarding alone 50%03. Free lodging alone 75%04. Stay in Office building free of cost 75%
05. Rates of Daily Allowance on Tour may be regulated either in accordance with the provisions of OM dated 23-09-2008 or as per the old rates prevalent prior to the above OM whichever is claimed by the employee. The option to claim will be available as a complete package for a particular tour and not by taking part of either order.06. For local journey D.A is only at half the rate.07. No T.A/ D.A are admissible for training at the headquarters irrespective of the distance between normal duty point and the training center.08. It may be ensured that the T.A. claim is enclosed with original Air, Train, Bus Tickets as the case may be. The claim should be restricted to direct shortest route. In case journey is performed by rail partly by lower class and partly by the entitled class, the claim is to be regulated on proportionate basis.09. It may be ensured that Sanction of tour, tour programme, attendance certificate/ relieving order etc., are enclosed.10. The entitlement for T.A. on tour is given below:
S.No. Particulars 01. Fare for journey by rail/ road/ air/ sea.
02. Road mileage for road journey otherwise than by bus03. D.A. for the entire period of absence from headquarters including
journey period.
11. Entitlements for travel by Air/ Rail/ Road w.e.f. 01-09-2008:
S.No.
Grade Pay Air Rail Road
(i). Rs.10,000 and above and those in HAG+ and above
Business/ club class
AC I Class AC taxi/ Ordinary Taxi/ Autorickshaw/ Own Scooter/ Motorcycle/ Moped/ Any Public Bus including AC Bus
(ii). Rs.7,600, Rs.8,700 and Rs.8,900
Economy Class
AC I Class Same as (i) above, except AC Taxi
(iii) Rs.5,400 and Rs.6,600
-do- AC 2/Tier Class
-do-
(iv) Rs.4,200, RS.4,600 and Rs.4,800
- -do- -do-
(v) Rs.2,400 and above but less than Rs.4,200
- First Class/ AC 3 tier/ AC Chair Car
Autorickshaw/ Own Scooter/ Motorcycle/ Moped/ Any Public Bus except AC Bus
(vi) Below Rs.2,400 - -do- Autorickshaw/ Own Scooter/ Motorcycle/ Moped/ Ordinary Public Bus
01. Travel by road by public transport between places connected by rail is allowed provided the total fare does not exceed the train fare by the entitled class.02. To travel below the entitled class is allowed.03. Officers drawing Grade Pay of Rs.7,600/- and above are permitted to travel by Executive Class in Shatabdi Trans and AC First Class in Rajdhani Trains/OM dated 29-06-2009.04. It is not necessary Car/ Scooter should be registered in the name of the Government Servant – SR 46, GIO (1)/05. The claim has to be submitted within 15 days from the date of completion of the journey if TA/ DA advance is drawn otherwise within 3 months from the date of completion of the journey.06. Rate of Road mileage:
S.No. Mode of transport Rate 01. By bus Actual fare02. By bicycle 1.20 per k.m.03. By foot Rs.5/- per k.m.04. By auto rickshaw/ taxi/ car Rates notified by concerned Director of
Transport; 05. By auto rickshaw/ taxi/ car Prevailing rates of Metropolitan city of
the State if rates are not notified.06. By own car/ taxi Rs.16 per k.m if no rates are available07. By auto rickshaw/ own
scooterRs.8/- per k.m. if no rates are available.
08. Sharing auto/ taxi Half the road mileage-SR 46, GIO (1)09. Sharing friend’s scooter as
pillion riderHalf the road mileage or actual cost of propulsion- SR 46, GIO (1).
07. Permitted charges in connection with reservation of tickets:S.No. Particulars Remarks01. Reservation charges-SR 34, GIO (6), SR 46, GIO (9)02. TatkalSeva Charges extremely emergent
circumstances for official purposes/ sR 34, GIO (6)03. Internet/ e-ticketing charges SR 34, GIO (6)04. Conveyance charges for collecting tickets SR 34,
GIO (6)05. Agency Charges- SR 34, GIO (6)06. Telegram expenses-SR 34, GIO (6)07. Cancellation charges – SR 34, GIO (6), SR 46, GIO
(10)08. Service Tax, Education Cess and other similar levies
charged on travel by Air/ Road/ Rail/ Steamer – SR 34, GIO (6).
08. Air travel by Air India only: In all cases of air travel, both domestic and international where the Government of India bears the cost of air passage the officials have to travel by Air India only. If travel station are not connected by Air India, the officials may travel by Air India to the hub/ point closest to their eventual destination beyond which they may utilize the services of another airline which should preferably be an alliance partner of Air India. Any deviation from these has to be referred to the Ministry of Civil Aviation for relaxation – OM dated 13-07-2009.
09. Entitlement for journey by Sea/ River Steamer
S.No.
Grade Pay A & N Islands and Lakshadweep Islands (Shipping Corpn. Of India)
Others
01. Rs.5,400 and above and those in HAG + and above
Deluxe Class Highest Class
02. Rs.4,200, 4,600 and 4,800
First/ “A” Cabin Class
a) If there be two classes only on the steamer, the lower class.b) If there be three class, the middle or
second class.c) If there be four class, the third class.
03. Rs.2,400 and Rs.2,800
Second/ “B” Cabin Class
a) If there be two classes only on the steamer, the lower class.b) If there be three class, the middle or second class.c) If there be four class, the third class.
04. Below Rs.2,400
Bunk Class The lowest Class.
(ii) TA/DA CLAIMS – Local Journey
1. Local journey means on duty any day beyond 8 km from the duty point at Headquarters and within the limits of suburban or other Municipalities, Notified Areas or Cantonments continguous to the Municipality/ Corporation of the Town or City in which the duty point is located.2. Mileage allowance for the journey performed on all the days spent on temporary duty and in addition 50% of the admissible D.A. 3. Local journey should normally be performed in the same way as journey to duty point, i.e., by bus, local trains or own conveyance. For travel by auto rickshaw/ taxi permission should taken from the competent authority.4. If conveyance is provided free of cost. D.A. only will be admissible.
(iii) TA/DA CLAIMS – When deputed for training.
1. If an employee is deputed to undergo a course of training in India, refresher/ in-service/ pre-promotional is entitled to draw T.A. and D.A. as follows:2. When boarding and lodging are not provided:i) First 180 days – Full D.Aii) Beyond 180 days – Nil
3. Training Institutes where boarding and lodging facilities exist including mess run on co-operative basis at the training centre:i) First 30 days – Full D.A.ii) Next 150 days – Half D.A.iii) Beyond 180 days - Nil
(iv) TA/DA CLAIMS – on Transfer.
1. Transfer means the movement of an employee from one headquarter station in which he is employed to another such station, either to take up the dutues of new post, or in consequence of a change of his headquarters. –SR 2 (18)2. Admissible only if the transfer is in the public interest and not at one’s own request.3. (i) Entitlement of transfer T.A:S.No.
Component of T.A
01.. A composite transfer grant equal to one month’s (Band Pay plus Grade Pay plus NPA); Not admissible if no change of residence is involved even where the distance between the two stations is more than 20 kms – OM dated 26-02-2001.
02. Actual fares for self and family for journey by road/ rail/ air/ steamer.03. Road mileage for journey by road between places not connected by rail;04. Cost of transportation of personal effects from residence to residence; and 05. Cost of transportation of conveyance possessed by the employee.06. Additional fare by the entitled class for self for both onward and return
journeys, if he has to leave his family behind due to non-availability of Government accommodation at the new place of posting.
(ii) At the Same Station:
S.No.
Component of T.A
01. No T.A. if no change of residence is involved.02. If there is compulsory change of residence solely due to the transfer
(a) Actual cost of conveyance for self and family limited to the road mileage and actual cost of transportation of personal effects admissible to the prescribed limits and(b) A composite transfer grant equal to one-third of (Band Pay plus Grade Pay plus NPA) – SR 116, GIO (15)
(iii) Between two stations within a short distance of not more than 20 km:
S.No.
Component of T.A
01. No T.A. if no change of residence is involved.02. If change of residence is involved:
(a) Full transfer T.A. will be allowed and(b) A composite transfer grant equal to one-third of (Band Pay plus Grade Pay plus NPA) – OM, dated 23-09-2008.
4. The family may travel:
S.No.
Option available
01. From the old headquarters to the new headquarters; or 02. From any other station to the new headquarters; or 03. From the old headquarters to any other station.
5. The members of family should perform the journey not earlier than one month prior to the date of relief at the old station or within six months of his taking over charge at the new station. This time/ limit can be extended in deserving cases by Head of Department – SR 116 (b) (iii).
6. Entitlements on transfer:
S.No.
Grade Pay Composite Transfer Grant
Personal effectsBy Train/ Steamer Maximum
Rate per km for transport y road(Rs. Per km)X & Y class cities*
Z class cities*
01. Rs.7,600 and above and those in pay scale HAG + and above
Equal to one month’s Band Pay+ GP+NPA
6000 kg by good train, or Four wheeler wagon, or one Double Container
30.00 (Rs.0.005 per kg per km)
18.00 (Rs.0.003 per kg per km)
02. Rs.4,200, 4,600 4,800, 5,400 and 6,600
-do- 6,000 kg by good train, Four wheeler wagon, or one Single Container
30.00 (Rs.0.005 per kg per km)
18.00 (Rs.0.003 per kg per km)
03. Rs.2,800 -do- 3,000 kg 15.00 (Rs.0.005 per kg per km)
09.00 (Rs.0.003 per kg per km)
04. Below Rs.2,800 -do- 1,500 kg 7.50 (Rs.0.005 per kg per km)
4.60 (Rs.0.003 per kg per km)
* as per classification of cities for the purpose of admissibility of HRA(SR 116).
B. LEAVE TRAVEL CONCESSION:
ELIGIBILITY
1. Any employee with one year of continuous service on the date of journey performed by him/his family is eligible, eg. If an official is appointed on 31.12.2012 , he/she will be eligible for the two-year block 2012-13, but those appointed on or after 01.01.2013 , will not be eligible for that block.
2. Government servants whose spouses are working in Indian Railways/National Airlines are not eligible for LTC.
3. If an official is under suspension , the concession is admissible only to his family members.
4. When both the husband and wife are Central Government servants-a. They can declare separate Home towns independently.b. They can claim LTC for their respective families viz., while the husband
can claim for his parents/minor brothers/sisters, the wife can avail for her parents/minor brothers/sisters;
c. Either of the parents can claim the concession for the children in a particular block.
d. The husband/wife who avails LTC as a member of the family of the spouse, cannot claim independently for SELF. Concession can be availed of for self and family separately on different occasions, even in different calendar years of the same block.
5. Family can travel in one or more groups ; but each group should complete its return journey within six months from the date of its onward journey.
6. LTC can be availed combining with transfer/tour.7. It cannot be availed of during closed holidays only, without taking any leave.8. Cannot be availed during Child care leave.9. Upto 90% of the fare can be taken as Advance. Advance is admissible for
both outward and return journeys if the leave taken by the official or the anticipated absence of members of family does not exceed 90 days, otherwise, advance may be drawn for the outward journey only.
10.The official should furnish Railway ticket numbers, PNR No. etc., to the Competent Authority within ten days of drawl of the advance.
11.When advance is taken the claim should be submitted within one month from the date of return
journey. If not outstanding advance will be recovered in one lump sum and the claim will be treated as one where no advance is sanctioned.
Penal interest at 2% over GPF interest on the entire advance from the date of drawl to the date of recovery will be charged.
When no advance is taken, claim should be submitted within three months from the completion of return journey. Otherwise the claim will be forfeited.
When claim is submitted within stipulated time but unutilized portion of advance not refunded, interest is chargeable on that amount from the date of drawl to the date of recovery.
12.LTC to Home Town is admissible to all employees irrespective of the distance involved. Home town once declared by the employee at the time of initial appointment is treated as final. In exceptional circumstances, the HOD may authorize a change, only once during entire service. (proforma for change of Home town is available in annexure).
13.H.T LTC is admissible once in a block of two calendar years. The blocks are 2010-11 and 2012-13 and so on.
14.Any employee(including un-married) having his family at his Home town can avail of this concession for himself alone every year instead of having it for both self and family once in two years.
15.LTC to any place in India is admissible in lieu of one of the two journeys to Home Town in a block of four years. The current block is 2010-13.
16.Officials availing LTC to Home Town for self alone once every year- are not entitled to LTC to anywhere in India.
17.The intended place of visit should be declared by the official to the Controlling Authority in advance.Any change in the declared place of visit should be intimated to controlling authority before the commencement of onward journey. If, however, it is established that the request could not be made before the commencement of the our ward journey for reasons beyond the control of the official, change of destination can be admitted by the Head of the Department..
18.Misuse of LTC- Disciplinary action will be taken and during its pendency:-
The disputed claim will be withheld and Further LTC facility will not be allowed. When disciplinary proceedings are over-
a) If not found guilty-i. The withheld claim will be admitted; andii. Any LTC facility fell due but not allowed will be allowed as
additional set(s) in the future blocks of years irrespective of the provisions relating to lapsing of unavailed LTC . Such additional set(s) also should be availed before the dated of superannuation.
b) If found guilty – i. The withheld claim will be disallowed;ii. Next two sets- one to Home town and one to any place in
India will be forfeited andiii. In case of grave misuse, the Competent Authority may
disallow even more than two sets;19. Due to the implementation of 6th CPC, the following changes are
effective from 1st September, 2008 under LTC Rules.
i. Rule 4(d) Definition of Family :-
The parents and/or step parents(stepmother and step father) who are wholly dependent on the Government employees shall be included in the definition of family for the purpose of LTC irrespective of whether they are residing with the Government employee or not.
The definition of dependency will be linked to the minimum family pension prescribed in Central Government and dearness relief thereon. The extant condition in respect of other relations included in the family including married/divorced/abandoned/separated/widowed daughters shall continue without any change.
ii. RULE 8 –TYPES OF LTC.
Fresh recruits to Central Government are allowed to travel to their home town along with their families on three occasions in a block of four years and to any place in
India on the fourth occasion. This facility shall be available to the Government officers only for the first two blocks of four years applicable after joining the Government for the first time. The blocks of four years shall apply with reference to the initial date of joining the Government even though the employee changes the job within Government subsequently.
The existing blocks will remain the same but the entitlements of the new recruit will be different in the first eight years of service. All other provisions concerning frequency of travel under LTC are retained. That is, if an employee joins in the Government service in April 2009, he is eligible to avail LTC to Home town with family members (upon completion of one year of service) twice in the calendar year 2010(one for 2009 and another for 2010) and so on. However, carry forwarding of such claims is not admissible/allowed.
iii. RULE 12 Entitlements.
Travel entitlements, for the purpose of official tour/transfer or LTC, will be the same but no daily allowance shall be admissible for travel on LTC. Further, the facility shall be admissible only in respect of journeys performed in vehicles operated by the Government or any Corporation in the public sector run by the Central or State Government or a local body. Air Journey by Private Airlines will however, continue to be admissible as per Ministry of Finance O.M No.19024/1/E-IV/2005, dated the 24th March 2006 and in terms of the orders of DOPT in this regard.
iv. ENCASHMENT OF EARNED LEAVE ALONG WITH LTC.
Government officers are allowed to en cash ten days earned leave at the time of availing LTC to the extent of sixty days during the entire career. The leave en cashed at the time of LTC will not be deducted from the maximum amount of earned leave en cashable at the time of retirement. It is further clarified that where both husband and wife are Government servants, the present entitlement for availing LTC shall remain unchanged, and encashment of leave equal to 10 days at the time of availing LTC will continue to be available to both, subject to a maximum of sixty days each during the career.
The LTC claim pertaining to the period prior to 31st August, 2008 shall be regulated as per rules applicable on the date of journey and LTC claims already settled will not be re-opened.
B. CHILDRENS’ EDUCATION ALLOWANCE :
1. General Conditions: i. Available to all Central Government employees.ii. Child means employees child including step/ adopted child wholly dependent on the Government servant.iii. The assistance admissible only if the children study in recognized school.
iv. If both husband and wife are employed in Central Govt., assistance will be admissible to one of them only.v. Admissible while on duty or on leave including extraordinary leave or under suspension. Not admissible for the period treated as ‘dies non’
2. Salient Features, CEA, Hostel Subsidy:
a. CEA:i. The children education allowance and Reimbursement of Tuition fees which were hitherto payable separately are merged and known as CEA w.e.f. 01-09-2008.ii. It can be availed for two eldest surviving children only except when the number of children exceeds two due to second child birth resulting in multiple birth.iii. Admissible for the first child born after failure of sterlisation operation beyond two children.iv. Applicable for school going children only studying in recognized schools, i.e., from classes nursery to twelfth, eleventh and twelfth in colleges affiliated to Boards and two year diploma courses in Polytechnic.v. The allowance is admissible to children irrespective of performance, even if child fails.vi. Admissible for reimbursement of following expenditure, Tuition fee, admission fee, laboratory fee, VidyalayaVikasNidhi charged in KVs, Special fee charged for agriculture, electronics, music or any other subject, fee charged for practical work under the programme of work experience, fee paid for the use of any aid or appliance by the child, library fee, games/ sports fee and fee for extracurricular activities including purchase of one set of text books and notebooks, two sets of uniforms prescribed by the school irrespective of colour/ winter/ summer/ PT uniform and one set of school shoes (one pair of shoes) in a year.vii. Presently, the annual ceiling fixed for reimbursement of Children education allowance is Rs.15,000/- per child.viii. Reimbursement can be claimed once in every quarter i.e., in one quarter Rs.3,750/- or more and in another quarter Rs.3,750/- or less and the remaining in third and fourth quarter. Also, 50% can be claimed in the first quarter and the remaining in third or fourth quarter. However, full amount subject to ceiling can be claimed in the last quarter.ix. The age limit for claiming CEA for the children other than disable children is 20 years or till the time of passing XII class whichever is earlier.x. Children Education Allowance is also admissible for children studying through correspondence or Distance Learning.xi. Fees paid to organizations/ institutions other than schools or private tutors are not reimbursable. Fees charged by the school directly from the student is only reimbursable.
b. Hostel Subsidy:i. Hostel subsidy is reimbursable to the Government servant for keeping his/ her children in the Hostel of a residential school away from the station he/ she is posted/ or residing irrespective of any transfer liability. The station would be demarcated by the first three digits of the PIN code of the area where the Government servant is posted and/ or residing.
ii. Hostel subsidy is reimbursable to a maximum amount of Rs. 3,750/- per month per child to maximum number of 2 children. Both hostel subsidy and children education allowance cannot be availed concurrently.iii. Reimbursable up to 10 plus 2 stage, where pattern of 10 + 2 + 3 exists and up to Higher Secondary/ Senior Secondary stage in other places in recognized schools.iv. Not admissible for a child for whom childrens’ education allowance is drawn.v. Day boarding children are not eligible to draw hostel subsidy.
General:
i. In the case of Government servant who ceases to be in service due to retirement, discharge, dismissal or removal from service, Childrens’ Education Allowance/ Hostel Subsidy is payable till the end of the academic year by the office in which the Government servant worked last.ii. In the case of death of Government servant while in service, the Childrens’ education allowance/ Hostel Subsidy is payable till such time the Government servant would have actually receive the same subject to fulfilling of other conditions by the office in which the Government servant was working prior to death, provided the spouse of Government servant is not employed in the Central/ State Government, Autonomous Body, PSU, Semi-Government Organizations partly or fully funded by the Government.iii. The above limits would be automatically raised by 25% every time the Dearness Allowance on the revised pay structure goes up by 50%.iv. Reimbursement should be made on the submission of original receipton the basis of self-certification by the Government servant.v. In case of misplacement of receipts, reimbursement can be allowed on production of duplicate receipt, duly authenticated by the school authorities. In respect of receipt issued by private parties other than the school, if the receipt is misplaced, the claim should not be entertained even if a duplicate receipt is produced.Disabled Children:i. For physically/ mentally handicapped children studying in any institution i.e., aided or approved by Central/ State/ UT or whose fees are approved by any of these authorities, CEA is reimbursable irrespective of whether the institution is recognized or not. ii. It is admissible between age limits of 5 to 22 years.iii. The reimbursement will be double the normal rates and the annual ceiling is Rs.30,000/-.3. Journey fare for children studying at outstations: i. Applicable to all Central Government civilian employees, State Government employees on deputation to Central Government not applicable to persons employed in Railways, Armed Forces and part time/ contingent employees.ii. Admissible to legitimate/ step/ adopted children who are studying in a recognized educational institution at a place in India away from the residence of the Government servant or his family. Not admissible if the children reside at the same place as the family is residing.iii. Admissible once in a calendar year during vacation declared by the institution in which the child is studying for journeys from the place of study to the employee’s
headquarters and back. The concession is not admissible if the child does not return to the institution after the vacation.iv. Reimbursement of the fare by rail restricted to Second Class fare at student’s concessional rate from the Railway Station nearest to the place where the child is studying, to the Railway Station nearest to the employee’s headquarters by the shortest route and back. If these stations are not connected by rail, the reimbursement will be restricted to the fare for journey by ordinary bus/ lowest class by ship/ streamer.v. The claim should be preferred in the prescribed form within three months of the completion of the return journey along with required certificate from the educational intuition concerned, otherwise the claim will be forfeited.
D. MEDICAL ATTENDANCE RULES
1. Guidelines:
i. Medical consultation should be taken from an Authorised Medical Attendant appointed for the employees of Central Government Offices. If no Medical Attendant is appointed the following officials appointed in Government Hospitals are AMAs:(a) For Group A officers drawing pay not less than Rs.2500/- (1996 scale) the Principal Medical Officer of the District.(b) For Officers drawing pay less than Rs.2,500/- but above Rs.1200/- (1996 scale) Assistant Surgeon Grade I in the station.(c) For others Assistant Surgeons Grade II (Medical Licentiate), or Assistant Surgeon Grade I (Medical Graduate).ii. The treatment at the consulting room of AMA is limited to ten days with a maximum of four consultations and normally ten injections or it may go up to 15 depending on the patient’s ailment. In case of Indian system of Medicine and Homeopathy the treatment may be increased to 40 days.iii. Cases of medical treatment requiring hospitalization have to be referred to Government/ recognized hospital.iv. If hospitalization is not considered necessary but the treatment is expected to be prolonged, the patient can be referred to Out-patient department of Government/ recognized hospital.v. If treatment is taken as in-patient for the Government servant or members of the family, the Medical Officer should be informed about the pay of the Government servant for allotment of accommodation according to status.vi. Separate claim is to be preferred for each spell of illness or for an entirely new disease. To justify the same there should be reasonable gap between the first spell and the second.vii. For super imposition of another disease the consultation during the course of treatment for one disease is treated as fresh and charged at full rates.viii. Every consultation after the first for the same illness is treated as subsequent and charged at lower rates.ix. Consultation on the tenth day of the treatment is permissible provided no medicine is prescribed on the consultation. x. Purchase of allopathic medicines should be made from licensed druggists and Aurvedic/ Siddha/ Unanimedicines can be made only from approved pharmacies. Only admissible medicines are reimbursable. The prices charged should be as per Drugs Price Control Order. Cash vouchers should be collected and duly signed by the AMA/ Medical Officer of the Govt., or recognized hospital.
xi. The claim for reimbursement should be preferred within 3 months of completion of treatment. It should be supported by essentiality certificate, cash vouchers etc., duly signed by the AMA/ Medical Officer of the Govt., or recognized hospital.xii. In cases of serious accidents or illness, an employee or a member of his family may be admitted for emergent treatment in the nearest private hospital in the absence of a Government or recognized hospital nearer to the private hospital and the claim will be paid as per rules on obtaining the approval of the Commissioner, KVS.xiii. Female members may be admitted in any recognized women’s hospital.xiv. Specific instructions for availing the treatment of staff of KVSRO/Vidyalayas in private recognized hospital under CS(MA) Rules has been issued by KVS vide circular no.F.125-6/2002-03/KVS(budget)/ dated 05.08.2003 and 08.03.2006.
2. Medical Advance:
i. Admissible to all Government servants irrespective of pay limit including temporary officials for in-patient treatment in a recognized hospital including treatment of TB, Cancer, Acute Myeloid Leukemia and Chronic Active Heptatis,’B’, ‘C’ &’D’ and also for purchase/ replacement, repair and adjustment of admissible artificial appliances.
ii. Application of advance should accompany, certificate from Medical Officer/ Specialist indicating duration of treatment and the anticipated cost thereof.
iii. The amount of advance:
(a) For indoor treatment in hospital and for out-patient treatment for cancer, etc., Rs.10,000/- or the amount recommended by the Physician, whichever is less, where the duration of the treatment is 3 months or less.
(b) For major illness of bypass surgery, kidney transplant, etc., 90% of the package deal or estimated amount.
(c) For TB where the duration of treatment is more than 3 months 80% of the estimated cost or Rs.36,000/- whichever is less.
Iv. The advance may be paid in one or more instalments for the same illness subject to the limit prescribed.
v. There is no limit for the number of advance payable to an official with reference to himself and to each member of his family and for each case of illness.
3. T.A. for medical attendance and treatment:
i. Employees and members of their families are entitled to T.A. and D.A for their journeys to obtain appropriate medical attendance and treatment if it is certified by the AMA/ Specialist/ Medical Officer attached to the Hospital for travel by rail/ road/ sea/ air and to attendant wherever recommended.
ii. For journeys within the city beyond 8 k.m. mileage allowance at tour rates to Government servants and half the rates to family members.
4. Ambulance charges:
i. It should be used within the city and should belong to Government or Local Fund or Social Service Organisation such as Red Cross Society etc., to a place of treatment or from one hospital to another hospital for medical examination etc., on certificate that the conveyance of the patient by any other means would endanger his/ her life or grossly aggravate the conditions of his/ her health.
E. CENTRAL GOVERNMENT HEALTH SCHEME (CGHS)
1. Guidelines:
i. CGHS is applicable to all Central Government employees other than Railways and employed under Delhi administration.
ii. CGHS is compulsory for all Central Government employees residing within the areas covered by CGHS dispensaries.
iii. On joining and intimating the residential address covered under CGHS area, CGHS contribution at the appropriate rate should be recovered whether the CGHS card is issued or not.
iv. The benefits of CGHS accrue from the date on which the Government servant applies for a CGHS card.
v. If an employee or a member of his family covered under CGHS falls ill at a place not covered under CGHS, treatment shall be admissible under CS (MA) Rules.
vi. If both husband and wife contribute to the CGHS, eligible parents of both may avail the benefits.
vii. Dependent permanently disabled sons suffering from 40% or more of one or more disabilities are eligible to avail CGHS facilities. Every 5 years CGHS beneficiary should furnish a disability certificate.
viii. The income limit per month for dependent under CGHS from all sources including Pension/ Family Pension and pension equivalent of DCRG is Rs.3,500/- plus amount of Dearness Relief thereon on the date of consideration of the claim.
ix. An employee transferred to another CGHS station or goes to serve in abroad leaving his family at the old station, may continue to pay the contribution, in which case his family can continue to receive the benefits at the old station, for that duration. However, if the transfer is to a non-CGHS station, this facility is admissible only for six months.
x. The beneficiaries will have the option of availing specialized treatment at CGHS recognized hospitals of his/ her choice after a Specialist of CGHS/ Government hospital recommends for the same.
xi. Permission should be obtained before getting admitted into the CGHS recognized hospitals/ getting done investigations in diagnostic centres.
xii. Following documents should be submitted for taking permission: (a) Xerox copy of valid CGHS token card. (b) A request letter from the beneficiary indicating the choice of hospital. (c) Photocopy of prescription/ recommendation from Government hospital specialist/ CGHS specialist.
xiii. Permission should be given strictly for a procedure and not for general management.
xiv. If no CGHS specialist or PG GDMO is available in a city, the CMO should make a provisional diagnosis and refer the patient to private empanelled hospital for specialist consultation.
xv. In case of admission of a CGHS beneficiary in emergency in a Private Recognized Hospital/ Diagnostic Centre, the concerned Hospital/ Diagnostic Centre will be responsible for intimating the same to the concerned Additional/ Joint Director, CGHS within 24 hours.
xvi. The claims will be admitted as per CGHS package rates/ CGHS rate list.xvii. OPD treatment is not allowed in Private Hospitals, Diagnostic Centers.
However follow-up treatment is allowed in the following cases: (a) Neurosurgery (b) Cardiac Surgery (c) Cancer Surgery (d) Kidney transplantation (e) Joint replacement (f) Accidental cases.
xviii. CGHS beneficiaries who have subscribed to Medical Insurance Policies can claim reimbursement both from Insurance Company and CGHS/ Department subject to the condition that the reimbursement should not exceed the total expenditure on treatment.
2. Contributions (from 01-06-2009):
Grade Pay Rate of monthly contribution in Rs.Up to Rs.1,650 50Rs.1800, 1900, 2000, 2400, and 2800 125Rs.4200 225Rs.4600, 4800, 5400 and 6600 325Rs.7600 and above 500
3. Facilities available:
i. Medical attendance including consultation with the AMA at a CGHS Dispensary, Polyclinic or CGHS Wing of the Hospital or at recognized Hospitals.ii. X-ray, laboratory and other diagnostic facilities at CGHS laboratories or other laboratories or recognized Hospitals.iii. Supply of drugs prescribed by the AMA, administration of injections, dressing/ minor surgical procedures in the dispensaries or specialisits centres.iv. Hospitalisation facilities: Antenatal/ confinement/ postnatal care facilities.v. Treatment at a specialized hospital.vi. Special treatment for diseases like TB, Cancer, etc.,vii. Specialist consultation in selected centres and Polyclinics, Hospitals, etc.,viii. Super speciality treatment, e.g., Kidney Transplant and Coronary Artery Bypass Graft (CABG), etc.,ix. Facilities for Dental treatment.x. Intra/ocular lens implantation/ treatment and cost of spectacles after cataract operation.xi. Reimbursement of charges for undergoing Angioplasty/ PTCA in the recognized hospitals with prior permission of CGHS.xii. Reimbursement of cost of 1) Digital Hearing Aid 2) Cyber Stents up to a maximum of three 3) CPAP/ BIPAP Machines (once in life time) for domestic use. 4)
TAXUS stent (Pacilaxual excluding stent) up to a maximum of three (serving and retired) and 5) Replacement period of hearing aids will be 3 years in the case child below 12 years.
xiii. Issue of Glucometer to diabetic patients suffering from diabetic gangrene and insulin (analogue) penfil/ vial/ cartridges.xiv. Post operative treatment relating to Neurosurgery, Cardiac Diseases, Cancer, Kidney transplantation and hip/ knee replacement surgery in the same Institutions/ Hospitals where the surgery was earlier carried out with prior permission of CGHS.xv. For OPD treatments, beneficiaries should get the medicines only from the CGHS Dispensary concerned and the cost of medicines purchased from outside is not reimbursable.xvi. Reimbursement of cost of Neuro-implants, viz., Deep Brain Stimulation Implants, Intra-thecalBeclofen pump, Intra-thecal Morphine Pump, Spinal Cord Stimulators.xvii. Reimbursement of the cost of cochlear implant subject to prescribed conditions.xviii. Reimbursement of Ambulance charges subject to conditions.xix. Reimbursement of rates subject to the ceiling fixed for domiciliary rehabilitation intervention viz., physiotherapy, occupational therapy, speech therapy and certified care-giver.xx. Reimbursement of expenses of In-Vitro Fertilisation (IVF) treatment subject to conditions.xxi. Reimbursement of cost of various Coronary/ Vascular Stents implanted in the case of CGHS beneficiary subject to the ceiling rates mentioned in the OM.4. Hospital Accommodation/ Free diet:
Pay limits for entitlement of Hospital accommodation/ Nursing home facilities and Free diet:
(a) Entitlement of accommodationPay (in Pay band) Private hospital
recognized by CGHSAIIMS New Delhi
Up to 13,950 General Ward General Ward13,960 to 19530 Semi-private Ward General Ward19,540 to 25,110 Private Ward Private Ward25,120 and above Private Ward Private Ward
Nursing Home facilities in Government/ State Government/ Municipal Hospitals available for those drawing Pay Rs.13,950 p.m. and above
(b) Free dietFor those who are undergoing treatment in Central Government hospitals for TB, Leprosy, Mental Illness, Cancer, HIV, AIDS, Renal Dialysis Therapy and Thalasemia.
For those who are drawing pay in Pay Band 1 or retired from a post in Pay Band-1 subject to a monetary limit of Rs.11,160 p.m
Others Up to Rs.7,450
5. Procedure for referral to recognized hospitals: The beneficiaries will have the option of availing specialized treatment at CGHS recognized hospitals of his/ her choice after a Specialist of CGHS/ Government hospital recommends for the same. A certificate regarding non-availability of beds in Government hospital would not be required. The term ‘Government hospital’ would include any hospital of a State Government/ Government Departments such as Railways, Atomic Energy Commission etc., as also hospitals of PSUs. In non emergency cases, once the recommendation regarding line of treatment has been obtained, the procedure for obtaining Administrative approval would be as follow:
i) Permission letter should always be issued before the patient visists the private recognized hospitals/ diagnositic centres and not after the patient is admitted in the hospital as is happening in various CGHS cities.
ii) Following documents are to besubmitted to the Deputy Commissioner of the Region by the beneficiary for issue of permission letter for in-patient treatment:
1) A photocopy of valid CGHS token card.2) A request letter from the beneficiary indicating the choice of hospital.3) A photocopy of prescription from Government Hospital Splecialist/ CGHS
specialist.iii) Permission given should be strictly for a procedure and not for general management. No permission is required in case of emergency, where the beneficiary can avail treatment in a private empanelled hospital, as per existing instructions and avail the credit facility extended by the CGHS under rule 11.
iv) If CMO incharge can diagnose, he can refer to private recognized hospital for that specific procedure like cataract eye. However, in specialized diseases like heart, joint replacement, organ transplant a specialist’s opinion/ CGHS specialist opinion must be taken before issuing the permission letter.
v) If no CGHS specialist or PG GDMO is available in a city, CMO incharge should make a provisional diagnosis and refer the patients to private empanelled hospital for specialist’s consultation.
vi) In the case of admission of a CGHS beneficiary in emergency in a private recognized hospital/ diagnostic centre, the concerned hospital/ diagnostic centre will be responsible for intimating the same to the concerned Additional/ Joint Director, CGHS within 24 hours.
vii) OPD treatment is not allowed in private hospitals/ diagnostic centres. However follow-up treatment is allowed in following conditions:
(a) Neurosurgery(b) Cardiac Surgery including CABG, Angioplasty and various implants(c) Cancer Surgery, Chemotherapy and Radiotherapy.(d) Kidney Transplantation.
(e) Joint Replacement.(f) Accidental cases.
viii) The expenditure to be reimbursed by the CGHS Directorate, would be restricted to the package deal rates/ rates approved by the Government. Excess expenditure, if any, would have to be borne by the beneficiary.
ix) In case the beneficiary, in spite of the facility being available in the city still chooses to get treatment in another city, permission of the CGHS authorities of the city would have to be obtained. In such cases, no TA/ DA will be paid.
x) Where there is no prescribed CGHS rates for procedures/ investigations, the Head of the Department/ CGHS of the city may grant up to Rs.20,000 as per the recommended rates of the Government Specialist, limited to the AIIMS rates. IF the AIIMS have not fixed any rate for any particular procedure/ instigations/ test, reimbursement may be made as per actuals.
xi) CGHS beneficiaries who have subscribed to Medical Insurance Policies can claim reimbursement both from Insurance Company and CGHS/ Department subject to conditions that the reimbursement should not exceed the total expenditure on treatment.
xii) Heads of Departments of Ministries/ Departments can accord post facto approval/ permission in genuine cases, where a Government servant or his family members have gone directly to the empanelled institution after due prescription by a Government specialist but without obtaining prior permission from his/ her Department and the reimbursement in such cases has to be limited to financial ceilings and procedures outlined in OM dated 27-12-2006.
xiii) The treatment taken and expenditure incurred thereon within the grace period of three months from the date of retirement will be reimbursable subject to fulfillment of conditions stipulated. The expenditure incurred on the treatment taken after the grace period of three from the date retirement will not be reimbursable. However, on fulfilment of conditions stipulated in OM, it is reimbursable.
4. PROCEDURE TO BE FOLLOWED IN EMERGENCY ADMISSIONS TO PRIVATE HOSPITAL FOR MEDICAL TREATMENT AND CHECKLIST ETC.,
In cases of serious accidents or illness, an employee or a member of his family may be admitted for emergent treatment in the nearest private hospital in the absence of a Government or recognized hospital nearer than the private hospital. Reimbursement of expenditure may be allowed in such cases by Heads of departments as defined in Rule 3 (1) (f), Delegation of Financial Powers Rules, subject to the following guidelines:
1. The persons on the spot may use their discretion for taking the patient to the private hospital. The question whether it was a case of real emergency
necessitating admission in a private institution will be decided on merits by the controlling authorities.
2. Medical expenses incurred in a private hospital are reimbursable without any distinction between private hospitals and private clinics; nursing homes, but treatment in private clinics/ nursing homes of AMAs is not permissible.
3. There is no limit on the amount that can be reimbursed, but individual ceilings prescribed for various items of treatment under different systems of medicine have to be applied.
4. In case where the expenditure likely to be incurred on the treatment of Government servant or member of his family admitted to a private hospital in emergent circumstances under the relaxation provision is beyond the payment capacity of the employee, the Department of the Government of India may authorize the controlling authority to meet directly the expenditure incurred on admissible items of treatment subject to the prescribed limits. The Controlling Officer may make advance payments or advance deposits to the hospital, if demanded.
1. CONDITIONS FOR CLAIMING REIMBURSEMENT OF MEDICAL EXPENSES IN RELAXATION OF RULES IN RESPECT OF EMPLOYEE OR A FAMILY MEMBER:
i. In cases of serious accidents or illness.
ii. Requiring emergent treatment.
iii. The private hospital is nearest than the Government or recognized hospital.
2. DOCUMENTS REQUIRED TO BE SUBMITTED FOR CLAIMING REIMBURSEMENT OF MEDICAL EXPENSES IN RELAXATION OF RULES:
i. Representation of the employee stating the circumstances under which he/ she were enforced to take treatment in a private hospital with the following information:1) Name and address of the office of spouse if employed.2) Whether spouse is getting any medical allowance/ reimbursement from his/ her department.3) Whether any reimbursement in lieu of this treatment is received from any other sources or LIC, etc.,4) Whether the patient is wholly dependent on the employee, if yes, declaration to that effect is available in recorded or not.5) Whether form for claiming medical expenses in CS 32 is enclosed completed in all respects along with prescription (s)/ bills duly attested by the Doctor/ Medical Officer of the hospital.6) Whether Emergency Certificate issued by the hospital is attached.7) Whether Discharge Certificate issued by the hospital is attached.8)Name of the disease and duration of the treatment.
9) The name of procedure/ treatment.10) The package rate of the procedure/ treatment as per Govt.,/ Recognised Hospital. 11) Distance from the place of illness to the Government Hospital.12) Distance from the place of illness to the private hospital from where the treatment is taken.13) Whether the hospital is recognized by CGHS/ State Govt., etc., if yes, copy of letter of such recognition/ number and date.14) Whether checklist is attached for claiming medical reimbursement in relaxation of normal rules.ii. Form for claiming refund of medical expenses in CS 32 completed in all respects duly attested along with prescriptions, bills duly attested by the Doctor/ Medical Officer of the hospital.iii. Emergency Certificate issued by the hospital for emergent treatment.iv. Discharge Certificate issued by the hospital.v. Checklist for medical reimbursement while referring to KVS (HQ.) for sanction in relaxation of rules duly filled.
CHAPTER 7
COMPASSIONATE APPOINTMENT
1. When a KVS employee dies in harness or who retires on medical grounds thereby leaving his family in penury and without any means of livelihood, the near relative of such deceased employee is given appointment in KVS so that the family does not suffer from hardship consequent upon the death of the KVS employees. The near relative has been defined as a wife or husband or brother or sister or son or daughter as beneficiary of the scheme for compassionate appointments.
2. As a general rule up to 5% of direct recruitment vacancies can be utilized for making compassionate appointments. The compassionate appointments should be made on means-com-merit basis.
3. The candidate selected for compassionate appointment should be allowed to join on a provisional basis pending detailed verification of character antecedents.
4. The appointing authority should be selective in its approach and economic status of the family and benefits received by the family of the deceased KVS employee should be kept in view while considering the cases for compassionate appointment.
The following factors are to be examined while considering the case for compassionate appointment:
1. Income of the family of that KVS employee2. Educational qualifications of the members of the family of deceased KVS
employee3. No. of dependents.4. Assets liabilities left by the KVS employee.
5. A prescribed format has been incorporated in the appendix-4 of Education Code which should be invariably filled up and submitted.
Only Group C or Group D posts can be filled up through compassionate appointment.
Compassionate appointments are exempted from observance of following requirements:
1. Recruitment procedure2. Clearance from surplus cell of DOPT3. Ban orders issued by Govt. of India from time to time.
Relaxations:
1. Upper age limit could be relaxed wherever necessary; however the lower age limit cannot be relaxed below 18 years. The age eligibility should be determined with reference to date of application and not the date of appointment.
2. The competent authority can relax temporarily Educational Qualifications as prescribed in the relevant recruitment rules in case of appointment at the lowest level Group D or Lower Division Clerk, in exceptional circumstances if the condition of the family is very hard. Such relaxation will be permitted up to a period of two years beyond which no relaxation of Educational Qualification will be admissible and if the compassionate appointee is still unqualified his services are liable to be terminated.
Appointment on compassionate grounds should be made only on regular basis which means if regular vacancies should be available. The 5% ceiling for making compassionate appointment against regular vacancies should not be circumvented by making appointment of dependent family members of deceased employee on casual/daily wage/adhoc/contract basis against regular vacancies. The ceiling 5% of direct recruitment vacancies should not be exceeded by utilizing any other vacancies.
As a rule application for compassionate appointment should be made within 5 years of the death of KVS employee or retirement on medical grounds. The inference from this rule is that if the family can survive for 5 years after the death of the KVS employee there is no justification for seeking compassionate appointment.
Prescribing time limit for considering applications for compassionateappointment has been reviewed vide this Department O.M No.14014/3/2011-Estt.(D) dated 26.07.2012. Subject to availability of a vacancy andinstructions on the subject issued by DOPT and as amended fromtime to time, any application for compassionate appointment is to beconsidered without any time limit and decision taken on merit in each case.
A widow appointed on compassionate grounds will be allowed to continue in service even after remarriage.
In deserving cases even where there is already an earning member in the family a dependent family member may be consider for compassionate appointment with the approval of the department.
The required proforma for applying for the compassionate appointment is available in Education code for KVS (August 2006 edition) in page no.386 and same should be submitted by the applicant duly filled in along with the copy of the certificate on his/her educational qualification and the death certificate in original to the DC of the Regional office concerned for onward transmission to KVS HQ with his specific recommendations.
CHAPTER 8
Contributions to NPS, GPF & CPF and Drawl of advances/part final withdrawal in CPF/GPF.
a. GPF AND CPF SCHEME
All the Government servants appointed on or before 31.12.2003 on allotment of GPF/CPF Account Numbers shall subscribe every month to the Provident Fund at the rate of minimum of 6.33% and 10% and not exceeding One Basic Pay (Basic Pay + Dearness Pay) (Basic Pay + Grade Pay) respectively except during the period when he/she is under suspension. The employees shifted from CPF to GPF during 1987/1988 shall continue to subscribe at the rate of minimum of 10% of contribution to the fund. The subscriber shall intimate the fixation of the amount of his/her monthly subscription each year in the month of March (for March Pay to be paid in April). The employees are allowed to reduce once and enhance twice his/her monthly subscription during the course of the year.b. NPS SCHEME
The employees appointed to the Government Service from 01.04.2004 onwards are covered under New Pension Scheme and their subscription to the NPS is 10% of their Basic Pay + Grade Pay + Dearness Allowance as on 1st April (rounding off to the nearest Rs.10/- is not allowed). Recovery will commence from the month following the month of joining the Government service. They are not entitled for Advance and Withdrawal from their Fund.1. The scheme is applicable to all Central Govt., employees who are appointed on or after 01-01-2004. This scheme is adopted in KVS wef 01.01.2004. 2. The KVS entrants who join on or after 01.01.2004 have to contribute 10% of their pay plus DA through recovery from their salary and 10% of Pay+GP+DAwef 01.01.2006.
3. Recovery will commence from the month following the month of joining the Government service.4. Government will make equal matching contribution.5. During suspension, the subscriber need not pay any contribution. On exoneration or otherwise, the subscription will be based on emoluments to which he was entitled on the first day after his return to duty. If he elects to pay for the period of suspension, the subscription will be based on emoluments allowed for the period of suspension.6. During HPL, the subscription will be based on leave salary.7. During EOL including on medical grounds, no contribution either from the Government servant or from Government.8. A unique 16 digit Permanent Pension Account Number (PPAN) will be allotted by the PAOs.9. No withdrawals is admissible.10. Exit from the Scheme will be on attaining 60 years.11. Subscribers of the Scheme will get an Annual Statement containing the details of OB, monthly contribution; Government’s matching contribution and interest earned.12. Interest for the accumulations will be at the rate prescribed by the Government from time to time.
ADVANCES AND WITHDRAWALS UNDER GPF AND CPF
The General/Contributory Provident Fund rules for Advance and Part-final Withdrawals from the fund are covered under Provident fund Rules 12 & 15 respectively which are explained below.
Rule: 12 – Temporary Advance from the Fund:
(1) The appropriate sanctioning authority may sanction the payment to any subscriber of an advance consisting of a sum of whole rules and not exceeding in amount three months’ pay or half the amount standing to his credit in the fund, whichever is less, for one or more of the following purposes:
(a) To pay expenses in connection with the illness, confinement or a disability, including where necessary, the travelling expense of the subscriber and members of his family or any person actually dependent on him/her.
(b) To meet cost of higher education, including where necessary, the travelling expenses of the subscriber and members of his family or any person actually dependent on him/herin the following cases namely:-(i) For education outside India for academic, technical professional or
vocational courses beyond the high school state; and(ii) For any medical engineering or other technical or specialised course in
India beyond the high school stage, provided that the course of study is for not less than three years;
(c) To pay, obligatory expenses on a scale appropriate to the subscriber’s status which may customary usage a subscriber has to incur in connection with betrothal or marriages, funerals or other ceremonies;
(d) To meet the cost of legal proceedings instituted by or against the subscriber, any member of his family or any person actual dependent upon him, the advance in this case being available in addition to any advance admissible for same purpose from any other Government source.
(e) To meet the cost of the subscriber’s defence where he/she engages a legal practitioner to defend himself/herself in an enquiry in respect of any legal official misconduct on his/her part.
(f) To purchase consumer durable such s TV, VCR/VCP, washing machines, cooking range, geysers and computers.
(g) To meet the expenses for visiting places which, to the satisfaction of the sanctioning authority, are considered as places of pilgrimage or place of eminence of any religion.
The Principal of the KV is empowered to sanction Rs.20,000/- only and the forward the sanction order to the respective Regional Office for release of advance amount with the facility of repayment of advance in not more than 24 instalments.
The application along with supporting documents for advance Amount exceeding Rs.20,000/- should be forwarded to the Deputy Commissioner, KVS. Regional Office for sanction and release of fund with the facility of repayment of advance in not more than 36 instalments.
The subscriber shall be permitted to take an advance once in every six months under item (b) of sub-rule (1) of Rule 12. The outstanding amount of earlier/previous advance if any, may be added to a fresh advance so that the recovery & equal number of instalments for recovery of advance shall be fixed with reference to the consolidated amount (maximum in 36 instalments) by suspending the recovery of the previous advance of advances for a month or two as the case may be.
No temporary advance shall be sanctioned during the last three months of service.
The subscriber shall submit the utilisation certificate for which the advance is taken to the head of the Office within a month from the date of disbursement of advance.
The details of the applicant (Name, Designation, GPF/CPF Account No. purpose for which Temp. Advance, Amalgamation of outstanding previous advance, if any, and recovery in number of instalments) should be clearly mentioned in the forwarding letter by the principal.
Rule: 15 Withdrawals from the Fund.
Withdrawals may be sanctioned to a subscriber by the competent authority (Deputy Commissioner) subject to following terms & conditions, for following one or more purposes. (75% of Balance in the Fund)
A. After completion of Fifteen years of service (including broken period of service, if any) of the subscriber or within ten years before the date of his/her retirement on superannuation, whichever is earlier from the mount standing to his/her credit.
a. Meeting the cost of higher education, including, where necessary, the travelling expenses of the subscriber or any child of the subscriber in the following cases, namely:-
(i) For education outside India for academic, technical professional or vocation courses beyond the High School state: and(Prospectus/Certificate from the Institution showing yearly Tuition fee, Hostel Fee, Transport for payment to be submitted along with the application for withdrawl)
(ii) for any medical, engineering or other technical or specialised course in India beyond the High School states.(Prospectus/Certificate from the Institution showing yearly Tuition fee, Hostel Fee, Transport for paymentto be submitted along with the application for withdrawl)
b. Meeting the expenditure in connection with the betrothal/marriage of the subscriber of his sons of his daughters, and any other female relation actually dependent on him/her.(Invitation Card / Name of the child, Date of Birth, Proposed Date of Function – as per service record)
c. Meeting the expenses in connection with the illness, including where necessary, the travelling expenses of the subscriber and members of his/her family or any person actually dependent on him/her. (Copy of Estimates from the Hospital / A separate application declaring the facts about illness of dependent(s))
d. Meeting the cost of consumer durables such as TV,VCR/VCP, washing machines, cooking range, geysers and computers.(Quotation/Estimates from the reputed firm/agency/dealer etc. are to be submitted along with the application for withdrawl)
B. During the service of subscriber from the amount outstanding his credit in the fund for one or more of the following purposes, namely (90% of Balance in the Fund.
(a) Building or acquiring a suitable house or ready-built flat for his/her residence including the cost of the site or any payment towards allotment of a plot of flat by the Delhi Development Authority, State Housing Board or a House Building Society. (copy of the intimation given by the employee on the said land/flat purchase and the acknowledgement issued by the Competent Authority are to be enclosed with the application. Principal is the competent authority to acknowledge the purchase of immovable assets upto the level TGTs and Deputy
Commissioner of the Region concerned is the competent authority for PGTs and such acknowledgements will be issued by KVS HQ in respect of vice-principal and principal)
(b) Repaying an outstanding amount on account of loan expressly taken for building or acquiring a suitable house or ready-built flat for his/her residence(acknowledgement earlier issued by the Competent Authority for acquiring the said property along with the statement from Bank/LIC etc.)
(c) Purchasing a house-site for building a house thereon for his/her residence or repaying any outstanding amount on account of loan expressly taken for this purpose(copy of the intimation given by the employee on the said land/flat purchase and the acknowledgement issued by the Competent Authority are to be enclosed with the application along with the statement from Bank/LIC etc.)
(d) Reconstruction or making additions or alterations to a house of flat already owned or acquired by a subscriber.(acknowledgement earlier issued by the Competent Authority along with estimates from the licenced Civil Engineer)
(e) Renovating, additions or alterations or upkeep of the ancestral house or a house built with the assistance or loan from the Government.(Documentary evidence of ancestral property along with estimates from the licenced Civil Engineer)
(f) Construction of house on site purchase under Clause.(acknowledgement earlier issued by the Competent Authority for acquiring site alongwith Plan, and estimates from the licenced Civil Engineer).
(A)Within twelve months before the date of subscriber’s retirement on superannuation from the amounting standing to the credit in the Fund, without linking to any purpose.
Note: Only one withdrawal shall be allowed for the same purpose under this rule. But marriage or education of different children or illness on different occasions or a further addition or alteration to a house or flat covered by a fresh plan duly approved by the Local Municipal Body of the area shall not be treated as the same purpose.
With drawal for purchase of motor car, motor cycle/scooter etc.
The subscriber who have completed 15 years of service (including broken period of service, if any) or who have less than 05 years to attain the age of superannuation shall be permitted to make part final withdrawals from their Provident Fund (GPF or CPF) for purchase of Motor Car, Motor Cycle or Scooter etc. or for repaying the Government loan already taken by them for the purpose, subject to the following conditions.
(i) The Officer’s basic pay should be Rs. 19,530/- per month or more in the case of purchase of motor car and Rs.8,560/- per month or more in case of Motor Cycle/Scooter etc.(Quotation from authorised dealer in the Subscribers name to be submitted)
(ii) The amount of withdrawal is limited to Rs.1,10,000/- for purchase of Motor Car and Rs. 20,000/- for purchase of Motor Cycle/Scooter etc.(Quotation from authorised dealer in the Subscribers name to be submitted).
The Deposit Receipt must be produced for verification by administrative authority within a period of One month from the date of drawal. Failure to do so would involve refund of the total amount of withdrawal.
The subscriber shall fill all the columns of the application and no column should be left blank. In most of the cases, it is observed that the details of GPF Account Number, Basic Pay and Grade Pay, Date of entry in KVS, Date of Superannuation, detailsl of previous advance taken is left blank/marked ----- . The Balance of amount as per the Annual Statement together with subscription, recovery shall be taken as Total Balance. The Interest part will be taken into account at the end of the financial year only.
The Application for withdrawal/advances along with the list of enclosures in the covering letter may be forwarded to the Regional office concerned after proper scrutiny at the Vidyalaya level and, if they are found admissible under rules.
CHAPTER 9
01. PURCHASE PROCEDURE
The procedure for purchases is governed by articles 169 to 183 of Chapter 17 of Accounts Code:
In order to impart quality education to the students every Vidyalaya has to purchase a number of teaching aids and equipments out of funds sanctioned. As the expenditure on KendiryaVidyalaya is met out of the grants sanctioned by the Government of India it is incumbent on the Vidyalayas to follow the rules and procedures prescribed by the Government of India as amended from time to time.
A. Objectives:
i. Procuring of articles of the requisite quality at the most economical rates; and
ii. Procuring articles within the available funds in order of priorities and within the period fixed for utilization of the funds.
B. Policies:
i. Procuring as far as possible articles of indigenous production;
ii. Undue emphasis should not be laid on the quality of articles, if articles of equal durability are available at a lesser cost.
iii. Articles which are approved by the Indian Standards Institution or by the State Government should be purchased.
C. Principles:
i. Excepting in cases of purchases up to Rs.15000/- a minimum of three effective quotations is essential for purchases of any article. Quotations should be invited in sealed covers.
ii. Purchases should be made only after ascertaining the rates, makes etc., and selecting the makes beforehand.
iii. Each case should be decided on its merits and without any arbitrary preference for a particular article or firm.
iv. If specifications of articles are not given, guidance should be taken from comparable institutions.
v. The quantity of articles to be purchased for experiments should be in relation to the actual number of students doing practicals plus a small reserve.
vi. The quantity of articles to be used for demonstration purposes should not exceed the prescribed number.
vii. The requirement of like articles in more than one department should be pooled together and purchases made in lump-sum so as to secure economy.
viii. Costly equipment should be purchased after careful study.
viii. Purchases should be properly planned.
ix. A Purchase Advisory Committee consisting of at least three members of the Management committee including the Principal should be constituted by the Chairman, VMC in each Vidyalaya for processing purchases and tender.
x. The purchase Committee is a Sub-Committee of the Management Committee and as such collectively responsible to the Sangathan for purchase/ procurements of goods and services exceeding Rs.15000/- in value, right from the stage of selection of firms for inviting quotations till purchases are actually made.
xi. A pre-requisite for making purchases is a list of actual requirments of various articles.
REVISED PURCHASE PROCEDURE IN TERMS OF GFR 2005
The rules and procedure for procurement of goods, works and services as contained in the General Financial Rules 2005 of the Govt. of India have been adopted in KVS and instcutions were sent to all vidyalayas vide KVS letter no. dated 16.01.2009. whichshall be adhered to in letter and spirit. The following important articles are given below for information:
(i) Article 169:
1. Standards of financial propriety – Every officer incurring or authorising expenditure from public moneys should be guided by high standards of financial propriety.(i) Every officer has to incur expenditure as he would do for his own money.(ii) The expenditure should not be more than the occasion demands.(iii) No authority should incur expenditure which will be directly or indirectly to its own advantage.(iv) Expenditure should not be incurred for the benefit of a particular person or a section of the people, unless-(a) A claim for the amount could be enforced in a Court of Law, or (b) The expenditure is in pursuance of a recognized policy or custom.(v) The amount of allowances granted to meet expenditure of a particular type should be so regulated that it will not be a source of profit to the recipients.2. Every authority delegated with the financial powers of procuring goods the responsibility and accountability to bring efficiency, economy, and transparency in purchases and for fair and equitable treatment of suppliers and promotion of competition in public procurement.3. To reduce delay, appropriate time frame for each stage of procurement should be prescribed. (ii) Article 169 A:
Definition of goods:The term ‘goods’ applies to all articles, material, commodities, livestock, furniture, fixtures, raw material, spares, instruments, machinery, equipment, industrial plant etc., purchased or otherwise acquired for the use of Government but excluding books, publications, periodicals., etc., for a library.
(iii) Article 169-B:
Powers for procurement of Goods each contract (From VVN):
S.No.
Financial Limit Powers
01. Rs.0.50 lakh per annum on each item of expenditure or the ceiling prescribed for each item whichever is less
Principal
02. Rs.2.00 lakh –do- Executive Committee03. a) Upto the ceiling prescribed for
each itemb) In respect of Maintenance and Repairs:
Vidyalaya Management Committee
i) Schools having up to two Sections Rs.3.00 per annum.ii) Schools having three and above Sections Rs.4.00 per annum
04. Rs.10 lakhs per annum per KVfor each item except item 3 (B), 3 (C), 3 (D), 8, 9, 11, 12, 13, 15 & 17 for which Rs.5 lakh per annum. In respect of Sl. No. 3 (A) the financial power is as under:A-1 Type (01 Section) Rs.4 lakhsA Type (02 Sections) Rs.6 lakhsB Type (03 Sections) Rs.8 lakhsC Type ( 04 Sections & above) Rs.9 lakhs
Deputy Commissioner
05. Rs.15 lakhs per anum per KV for each item.
Addl. Commissioner (Admn.)
06. Full powers with the concurrence of Dy. Commissioner (Fin.), KVS
Commissioner
(C) Reserved items:
(i) The Government has reserved all items of handspun and hand-woven textiles (Khadi goods) for exclusive purchase from Khadi Village Industries Commission (KVIC).
(ii) It has also reserved all of items of handloom textiles.(iii) The Govt. of India has also reserved some items for purchase from registered Small Scale Industrial Units.
(D) Special Dispensation:
(a) Purchases from KendiryaBhandar, NCCF & other multi state co-operative societies.(b) Purchase of goods directly under rate contracts of the DGS &D:
(iv) Article 170:
Registration of Suppliers.
(a) Item-wise lists of eligible and capable suppliers in the locality/ city should be prepared and approved by VMC is known as ‘Registered Suppliers’. Such registered suppliers are eligible for procurement of goods through Limited Tender Enquiry. They are exempt from furnishing bid security along-with the bids.(b) Credentials, manufacturing capability, quality control system, past performance, after-sales service, financial background, etc., of the suppliers should carefully verified before registration.(c) The supplier (s) will be registered for a fixed period of one year. AT the end of the period, the registered supplier (s) willing to continue with registration are to apply
afresh for renewal of registration. New supplier (s) may also be considered for registration at any time, provided they fulfill all the required conditions.(d) Performance and conduct of every registered supplier shall be monitored. They are liable to be removed from the list of approved suppliers if they fail to abide by the terms and conditions of the registration or fail to supply the good on time or supply sub-standard goods or make any false declaration to the KVS. (viii) Article 175:
Advertised Tender Enquiry:
(i) Open bids should be invited through advertisement for procurement of goods of estimated value of Rs.5,00,000/- (Rupees Five Lakhs Only) and above Advertisement in should be given one national daily & one local daily having wide circulation.
(ii) The advertised tender shall be displayed on the website of KVS, HQ/ RO.
(iii) A copy of the tender shall also be given to the Indian Trade Journal for publications.
(iv) The bid should be hosted on its website.
(v) Time to be allowed for submission of bids should three weeks from the date of publication.
(ix) Article 176:
Limited Tender Enquiry (LTE):
The estimated value of the goods to be procured is less than Rs.3,00,000/- (Rupees Three Lakhs Only). Copies of the bidding document should be sent directly by speed post/ registered post/ courier/ e. mail to firms, which are borne on the list of registered suppliers for the goods in question as referred under Article 170 above. Minimum three quotations should be obtained. Further web based publicity should be given for limited tender. Efforts should be made to identify a higher number of approved suppliers to obtain more responsive bids on competitive basis.
(x) Article 177:
Two Bid Systems:
(i) For purchasing high value goods (individually costing Rs.3,00,000/- and above) of a complex and technical nature, bids may be obtained in two parts as under:(ii) Technical bid consisting of all technical details.(iii) Financial bid indicating item-wise price for the items mentioned in the technical bid along-with commercial terms and conditions.
(ii) The technical bid and the financial bid should be sealed by the bidder in separate covers duly super-scribed and both these sealed covers are to be put in a bigger cover which should also be sealed and duly super-scribed.
(i) The technical bids are to be opened by the Bid Opening Committee consisting of at-least three Officers at the first instance and evaluated by a duly constituted Bid Evaluation Committee of technical and commercial experts. At the second stage, financial bids of only the technically acceptable offers should be opened for further evaluation and ranking before awarding the contract. Only the lowest evaluation responsive (both technical bid and commercial combined) bidder shall be accepted.
(xi) Article 178:
Specifications, Warranty & Training etc.,:
The specifications of the required goods should be clearly stated without any ambiguity so that the prospective bidders can send meaningful bids. In order to attract sufficient number of bidders, the specification should be broad based to the extent feasible. Efforts should also be made to use standard specifications which are widely known to the industry.
(xii) Article 179:
Single Tender Enquiry:
Procurement from a single source may be resorted to in the exceptional circumstances given in Article 169-A
(i) It is in the knowledge of the Vidyalaya/ RO/ Hqrs that only a particular firm is the manufacturer of the required goods.(ii) In a case of emergency, the required goods are necessarily to be purchased from a particular source and the reason for such decision is to be recorded and approval of the Competent Authority obtained.(iii) For standardization of machinery or spare parts to be compatible to the existing sets of equipment (on the advice of a competent technical expert and approved by the Competent Authority) the required items is to be purchased only from a selected firms.
Note:Proprietary Article Certificate in the following form is to be provided by the Vidyalaya before procuring the goods from a single source and after obtaining approval of competent authority under the provisions of Article 179.
(i) The indented goods are manufactured by M/s.__________________.(ii) No other make or model is acceptable for the following reason:a)________________________________________________.
b) _______________________________________________.iii) Concurrence of the Chairman, VMC/ Regional Office/ Hqrs., to the proposal vide __________________________ has been obtained.
(iv) Approval of the competent authority vide ___________________ has been obtained.
Signature of the VEC Members Signature of the Principal (with date)
(xiii) Article 180:
Evaluation of Tenders, Formulation of Purchase Proposal and Placement of Contract:
1. The contract should be placed only on responsive tender. Comparative statement should be prepared in order of quotations received and opened. It should have information of rates quoted including taxes, discount, if any, delivery schedule, earnest money deposit, validity of the offer, payment schedule etc., The comparative statement should be signed by the concerned officers. 2. Tenders received will be scrutinized to see whether the tenders meet the requirements incorporated in the tender enquiry document. The tenders, who do not meet the requirements, are to be treated as unresponsive and ignored.3. Price not reasonable: If L1’s price is not reasonable then if L1 reduces the price to the desired level, contract may be placed otherwise re-tendering may be decided.4. Lack of competition: If insufficient tenders are received and if any mistakes in the tender enquiry document are there, the same may be rectified and re-issued. If the purchaser ends up with one responsive tender only, then contract may be placed on the tenderer provided the price quoted is reasonable.5. Dividing the quantity: As per standard procedure, the entire list of items has to be procured from the lowest responsive tenderer without dividing the same. If the lowest tenderer does not quote for the entire list of items then, the remaining items may be ordered from the second lowest tenderer or multiple tenderers and the same should be brought to the notice of tenderers. The splitting of order should be an exception rather than a rule.6. Award of Contract: Before expiry of the tender validity period, the successful tenderer should be notified in writing that tender has been accepted and he has to furnish Performance Security within a specified period of 21 days. The successful tenderer should be asked to send its unconditional acceptance of the contract within 15 days. It should also be mentioned therein that in case, it does not furnish the required performance security or does not accept the contract within the stipulated target dates, such non-compliance will constitute sufficient ground for forfeiture of its EMD and processing the case for further action against it.
CHAPTER 10
ADVANCES PAYABLE TO KVS EMPLOYEES.
Appendix 18 of the KVS Accounts code deals with the payment of advances to the KVS employees as modified from time to time.
General
An advance from the School Fund shall not be granted to an employee without a substantive appointment unless he/she furnished along with the application for the grant of such advance (In case of temporary employee, a surety bond in Form GFR 21 from the permanent employee having a status comparable to or higher than, that of the employee applied for advance)
Non Interest bearing Advances:
1. Advances in connection with transfer on Public Interest – Actuals as per their entitlement.
2. The Transfer TA Advance paid to the employee should be reimbursed by the KV/Office where he/she is transferred in lumpsum.
3. No advance is admissible on retirement when the journey is performed after retirement. He/She may claim the TAetc from the place of duty to Home Townor to any other selected place of residence where he/she wishes to settle after retirement as per their entitlement.
Advance of TA on Tour
1. The Head of Office may sanction to permanent or temporary employee under his administrative control, who is required to proceed on tour an advance to cover his personal travelling expenses for a period not exceeding 120 days.
2. A second advance cannot be paid to employee until an account of the first advance has been rendered.
3. The amount of the advance shall be adjusted/settled within 15 days from the completion of tour on the date of which the employee resumes duty after completion of tour.
LTC Advance
1. Advance may be sanctioned by the Head of the Office to enable employee and dependent family members to avail themselves, either for self or dependent family members separately on his/her request as per eligibility. The amount of such advance in each case may be will be limited to 90% of the estimated amount of both journeys provided the return journey is completed within 06 months otherwise, advance may be drawn for outward journey only. The applicant has to submit the PNR number / Xerox copies of
the journey tickets to the competent authority within 10 days from the date of payment of advance and refund the excess amount, if any.
2. The Claim should be submitted within one month from the date of return journey. If not, outstanding advance will be recovered in one lumpsum and the claim will be treated as one where no advance is sanctioned. Further, panent interest at 2% over GPF interest on the entire advance from the date of drawal to the date of recovery will be charged.
Medical Advance-As explained in Chapter – 6 above.
Festival Advance
A Head of Office may sanction an advance, on the eve of an important festival to a non-gazetted employee under his administrative control whose grade pay does not exceed Rs.4,800/- of Rs.3,000/-. The rate of advance shall be increased by 25% whenever the Dearness Allowance payable on revised pay structure goes up by 50%.
The present rate of Festival Advance is Rs. 3,750/- (3000/- + 750/-) to be recovered in 10 equal instalments. The recovery should commence with the issue of pay for the month following that in which the advance is paid. (In case of temporary employee, a surety bond in Form GFR 21 from the permanent employee having a status comparable to or higher than, that of the employee applied for advance)
The advance is admissible only once in a financial year even if the festival falls twice in the same year.
Flood/Drought/Cyclone Advance
A Head of office may sanction the grant of an advance limited to Rs.5,000/- to an non-gazetted employee under his administrative control whose property, movable or immovable has been substantially effected or damaged in an area which is declared by the concerned State Government to have been effected by a natural calamity provided the application is made in Form GFR 37 within three months of the date of such declaration.
The amount of advance shall be recovered in not more than 25 equal instalments.
Advance to provide relief to families of employees who die while in service.
A Head of the Office may sanction an advance equal to three months basic pay , subject to maximum of Rs.8,000/- to the family of an employee who dies while in service (whether on duty of on leave with or with pay) in order to enable the family to meet its immediate requirement, if in his opinion, the family concerned has been left in indigent circumstances upon the death of the employee on whom it was dependent and is in immediate need of financial assistance on obtaining an
undertaking from the persons concerned to deduct the advance amount from the payments due to the deceased
The advance shall be adjusted as early as possible and in any case, within a period of six months from the date of its sanction by deduction from the amount that may be payable on account of arrears of salary due, DCRG, Provident Fund or other payments.
Interest bearing Advances:
1. Conveyance Advance.
The KVS invites application in Form IV of GFR from the Officers/Employees drawing pay:
a. Rs.19530/- or more for grant of conveyance advance of Rs.1,80,000/- or eleven months basic pay or the price of the car, whichever is least for purchase of car at the first instance and Rs. 1,60,000/- in the second/subsequent occasion.
b. Rs. 8560/- and more for grant of conveyance advance of Rs.30,000/- or Six months basic pay or the price of the Motor Cycle/Scooteretc, whichever is least at the first instance and Rs. 20000/- in the second/subsequent occasion
c. Below Rs.8,560/- for grant of conveyance advance of Rs.20,000/-or Five months basic pay or the price of the Motor Cycle/Scooteretc, whichever is least.
The amount of advance shall be recovered not more than 200 instalments for Car and 70 instalments for Motor Cycle/Scooter etc.
The purchase of vehicle (Car/Motorcycle/Scooter etc) should be made within one month from the date of withdrawal of advance. The advance cannot be granted if the vehicle has been purchased already and paid for, unless it has been purchased and paid for by raising temporary loan within 03 months from the date of advance applied for. The vehicle should be mortgaged to KVS (Motor Car only)
Interest will be charged at the rate of 9% for motor car and 11.5% for Motor Cycle/Scooter for the year 2012-13.
Interest to be recovered in minimum number of monthly instalment, the amount of each instalment to be not greater than the amount fixed for repayment of principle amount.
The Advance cannot be granted to an official under suspension.
2. Cycle Advance
Government Servants whose grade pay does not exceed Rs.2,800/- are eligible for Cycle Advance of Rs. 3,000/- (now Rs.3750) or the anticipated price
including sales tax, whichever is less. The rate of advance shall be increased by 25% whenever the Dearness Allowance payable on revised pay structure goes up by 50%.
Subsequent advance will be ordinarily be admissible within 3 years of the first advance.
The advance cannot be granted if the Cycle is purchased already and paid for, unless it has been purchased and paid for by raising temporary loan within 03 months from the date of advance applied for.
The advance shall be recovered in not more than 30 equal instalments & no interest for advance sanctioned from 07.10.2008.
The Advance cannot be granted to an official under suspension.
3. Personal Computer Advance:
Officers drawing basic pay of Rs.19,530/- or more are eligible for Personal Computer Advance of Rs. 80,000/- in the first occasion and Rs.75,000/- on second/ subsequent occasion or the anticipated price, whichever is less. The Second/subsequent advance shall not be granted before the expiry of 3 years from the date of drawal of the earlier advance.
Employees drawing basic pay Rs.8560/- or more a eligible for Personal Computer Advance of Rs. 30,000/- and second subsequent occasion or the anticipated price, whichever is less. The Second/subsequent advance shall not be granted before the expiry of 3 years from the date of drawal of the earlier advance.
The Recovery in not more than 150 monthly equal instalments. The total recoveries on account of all advances including computer advance, taken by the employee shall not exceed 50% of the total emoluments.
Interest will be charged at the rate of 11.5%.
4. House Building Advance
All the permanent officials put on at least 10 years of continuous service are eligible for House Building Advance for acquiring open plot, construction of house, extension of house, purchase of flat/independent house etc. The sanctioning authority should be satisfied about the official’s likely retention in service till the house is completely built and mortgaged to KVS. If both husband and wife are government servants, advance is admissibly to only one of them. Only one advance is admissible in entire service.
The repayment of HBA together with interest should be refunded in 20 years in 180 monthly instalments for principle and 60 instalments for interest.
CHAPTER 11
SUBMISSION OF VARIOUS MONTHLY RETURNS
S.No.
Nature of Returns Date of submission
01. Monthly Consolidated Statement School Fund Account
03. Funds Flow Statements 5th of the following month04. GPF/ CPF Schedules 15th of the following month05. NPS Schedules 15th of the following month06. Staff vacancy position 5th of the following month07. Students enrolment position 5th of the following month08. Staff quarters vacancy position 5th of the following month09. Computer Infrastructure Report 7st of the following month10. Fire Fighting Equipment 5th of the following month11. Monitoring of cleanliness 5th of the following month12. Physical and Financial progress report on
Construction5th of the following month
These reports will mirror the state of affairs of the Region.
CHAPTER 12
GUIDELINES FOR PREPARATION OF ANNUAL ACCOUNTS OF SF, VVN, GPF/ CPF
I. The preparation of Annual Accounts is governed by article 195 of Chapter 20 of Accounts Code.
i. The Annual Accounts for each financial year has to be complied in time.
ii. The Annual Accounts will be prepared in 3 parts viz., Receipts and Payments Account, Income and Expenditure Account and the Balance Sheet in the forms prescribed.
iii. The detailed instructions for compiling the same are given in Appendix 3.
iv. The Vidyalaya has to render the Annual Accounts with all supporting schedules by 4th of April each financial year.
v. The Regional Office will render the Consolidated Annual Accounts to KVS, HQ by 15th May each financial year.
vi. The Principles and guidelines for preparation of School Fund and VidyalayaVikasNidhiAnuual Accounts should be based on the instructions circulated from time to time.
vii. As per the revised method, i.e., written down value method , the rates of depreciation has to be disclosed in Schedule 1 “Disclosure of Accounting Policies”.
viii. All expenditure should be bi-furcated to the head of accounts as per instructions of Sangathan from time to time.
ix. Provisions made in the previous year in Schedule 6 should be cleared.
x. Statutory liabilities like Income Tax and Professional Tax should be remitted by 31st March of the financial year.
xi. Other liabilities under other remittances should be cleared by 31st March of the financial year.
xii. Annexure 3 & 4 must be filled as per instruction of Sangathan in the format with utmost accuracy in conformity with the figures as shown in the Annexure 1 & 2.
xiii. All annexures of the Annual Accounts should be filled with full details and the figures projected in the annexures should be tallied with respective schedules i.e., 4 and 6.
xiv. Amounts deposited with Construction agencies under Construction Works and M & R should be capitalized/ adjusted as the case may be as per latest Progress Report.
xv. Thepensionary liabilities are calculated in respect of each employee based on February Pay bill each financial year and should be projected in the appropriate column of the balance sheet of school fund account.
xvi. Administrative overhead charges in respect of project KV has to be recovered before 31st March of the financial year. Administrative charges of previous years shown as advance to KV in RO main account and liability in the School Fund Account of KV has to be recovered from the Project before 20 th of March of financial year. All efforts should be made to recover outstanding dues including salary for the month of March to be payable in April before 31st of March of the financial year.
xvii. Unutilized amount, if any lying in the Vidyalaya/ RO Main Account towards Construction/ M &R Work and Computerizations of KVs etc., should be refunded
immediately to KVS, HQ on or before 20th March of the financial year by RTGS/ NIFT positively, a letter through emails has to be sent mentioning the details of remittance.
xviii. The Principals should personally verify the ledger figures with the Annual Account figures of both School Fund Account and VidyalayaVikasNidhi Account. And also the Bank Reconciliation Statement with the balance obtained as on 31 st
March of the financial year.
The Annual Accounts of School Fund Account and VidyalayaVikasNidhi Account has to be prepared in the prescribed form of KVS and as per guidelines and instructions circulated by KVS from time to time as given below:
S.No.
Statement Form/ Schedule
Particulars
01. I Form ‘A’ Balance Sheet as at _______02. II Form ‘B’ Income & Expenditure Account as at _______03. III Form ‘C’ Receipts & Payments Account for the year ended
_________04. IV Schedule 1 Disclosure of Accounting Policies of KVS05. V Schedule 2 Notes on Accounts06. VI Schedule 3 Corpus/ Capital Fund - Schedule forming part of
Balance Sheet)07. VII Schedule 4 Current Liabilities and Provisions - Schedule
forming part of Balance Sheet)08. VIII Schedule 5 Fixed Assets – Schedule forming part of Balance
Sheet09. IX Schedule 5A Fixed Assets (Depreciation – Gross Block, Net
Block)10. X Schedule 6 Current Assets, Loans, Advances and Provisions,
etc., - Schedule forming part of Balance Sheet11. XI Schedule 7 Funds Received – Schedule forming part of
Income & Expenditure Account12. XII Schedule 8 Fees/ Fines, Other Misc., Income and Interest
earned – Schedule forming part of Income & Expenditure Account
13. XIII Schedule 9 Establishment Expenses and other Administrative Expenses, etc., - Schedule forming part of Income & Expenditure Account
14. XIV Form ‘D’ Statement of Details Outstanding Balances15. XV Form ‘E’ Extracts from the Register of Assets16. XVI Form ‘AA’ Statement of Correction/ Adjustment – Assets
and Liabilities17. XVII Form ‘K’ Property Register17. XVIII Annexure – 1 Details of Unutilised Funds Remitted to RO/ KVS,
HQ18. XIX Annexure – 2 Bank Reconciliation Statement19. XX Annexure – 3 Statement of Utilisation of Specific Plan Grant
20. XXI Annexure - 4 Consolidated Statement of Other Liabilities
Written down Value Method of depreciation to be applied uniformly on all assets irrespective of their value but having useable life of more than one year from the financial year 2011-12. The amount of depreciation to be deducted at the end of each financial year at the rate specified in Income Tax Rules for various group of assets are given below:
The Annual Accounts of GPF/ CPF are governed by 158 A of Chapter 13 of Accounts Code.
i. The Vidyalaya has to furnish the details of GPF/ CPF in the following proformae to KVS, Regional Office for consolidation of the same.
1) Statement I (Form CS 46 A – Outwards Remittances
Part I (a) Month-wise Transaction (GPF)
(b) Details of Advances (GPF) (Project Vidyalayas)
Part II (a) Month-wise Transaction (CPF)
(b) Details of Advances (CPF) (Project Vidyalayas)
2) Statement II (Form CS – 46 B) Reconciliation in respect of Remittances
3) Statement III (Form CS- 46 C) Advances paid out of School Fund but not recouped till 31st March.
ii. The details of information required in the above pro-formae should be submitted after due reconciliation as per guidelines.
iii. The closing balance of last year’s broad sheet has to be taken as opening balance for the current year Broad Sheet. Alterations in the opening balance are not permitted.
iii. The figure in GPF/ CPF subscription shown in broad sheet must be tallied with the figure shown in the School Fund Annual Account.
iv. DD’s in respect of Project KVs up to the month of February should be sent by 1st
week of March of each financial year.
v. The following information has to be furnished:
1) Details of incomplete accounts of GPF and CPF as 31st March of the financial year for want of opening balance.
2) Details of employees “Transferred in” with the details of opening balance and month-wise subscription recovered, advances, withdrawal etc., in the previous Vidyalaya.
3) Details of employees “Transferred out” with details of opening balance and month-wise subscription/ refund of advance, advance, withdrawal recovered from the Vidyalaya.
4) The reconciliation statement separately for GPF/ CPF and Management share.
5) Details of month-wise subscription & refund of advances as projected in the ledgers in respect of GPF/ CPF and Management share.
6) Broad sheet showing details of month-wise recoveries of GPF/ CPF and Management share separately.
7) Details of corrections made during the year 2011-12.
8) Details of month-wise payment of GPF advances and withdrawals
9) Annexure ‘A’, ‘B’, ‘C’ & ‘D’andProforma I, II, III duly completed in all respects may be attached with Broad Sheet.
10) A certificate has to be attached conforming the balance reflected in the GPF/ CPF Broad Sheet is tallied with the GPF/ CPF recoveries.
CHAPTER 13
PREPARATION OF BUDGET ESTIMATES OF SF AND VVN
The budget estimates are governed by Articles 55 to 58 C of Chapter 4 of the Accounts Code.
1. Budget is a statement of the estimated annual revenues and expenditure and is prepared with the object of planning the activities of the organisation in advance. Its preparation involves careful planning of the requirement of the organization by taking into account a number of factors such as present and anticipated number of sections, strength of students, availability of accommodation for conducting classes
and storage of equipments, facilities for sports and games and various co-curricular activities. The steps involved for preparation of budget estimates are given below:
i) Identification of needs.ii) Determination of priorities.iii) Estimation of financial requirements.iv) Allotment of funds with reference to approved budget estimates.v) Review of current year’s estimates for revision purposes.vi) Allotment of funds with reference to approved revised estimates.vii) Re-appropriation of funds before the close of the year.
2. Principles for preparation of budget:
i. The budget is to be prepared in two parts, viz., the Revised Estimates for the current financial year i.e., April 1st to 31st March and the Budget Estimates for the next financial year.
ii. The budget is to prepared by estimating the revenues and the expenditure,separately.
iii. The expenditure likely to be incurred during the year will be projected in the revised estimates. The expenditure which is likely to be incurred the next year with regard to planning of activities, progress of expenditure, etc., will be projected in the budget estimates.
iv. The budget period is from 1st April to 31 st March. However, in regard to pay and allowances of the staff, the budget period is to be reckoned from May payable on 31st
May to April payable on 30th April.
v. The budget is to be prepared on cash basis, i.e., what is expected to be received or paid during the year irrespective of the fact whether such receipts and payments relate to that year or previous year. Liabilities should not be included in the budget unless they are expected to be discharged by 31st March.
vi. Form of estimates under various heads should correspond to the head of accounts adopted by the organization.
vi. The estimates on account of pay and allowances in respect of staff of vacant post to be filled up in the current financial year and additional posts required for addition of new sections.vii. The estimates of non-recurring heads of expenditure should be prepared after careful study of the norms of expenditure, approval of Sangathan from time to time.
viii. The estimates of requirement of furniture are assessed on realistic basis.
ix. Estimates in respect of each head of account such as pay and allowances etc., should be rounded off to the nearest hundred rupees at the last stage.
x. Figures relating to the actual expenditure/ collection of fee should be tallied with corresponding amounts shown in the monthly statement of account or Annual Accounts.
xi. Budget proposals for new proposals of construction works should only be made if the land is taken and lease deed registered.
xii. The Budget proposals for M & R should contain urgent repairs for the financial year.
xiii. The budget proposals are to be prepared in CS 69 in the prescribed forms and should be submitted to the Regional Office duly approved by the Chairman, VMC by 16th August each year:
S.No.
Statement Part Particulars
01. I I Statistics regarding number of classes/ section/ students
02. II Statistics regarding approved subject in the case of plus 2 stage and teaching of regional language and mother tongue.
03. II Information regarding actual and estimated income on account of tuition fees relating to school and miscellaneous income.
04. III I Estimates of pay and allowances in respect of staff in position on 1st August
05. II Estimates of pay and allowances in respect of vacant posts.
06. III Estimates of pay and allowances in respect of new posts proposed i.e., other than those included in part I and II
07. IV Estimates based on lump sum requirements regarding T.A., LTC and medical reimbursement
08. V Consolidation of Part I to IV09. IV I Estimates for non-recurring expenditure10. II II Estimates of recurring expenditure other than pay
and allowances and contingencies e.g. Rents, rates, taxes, consumables of science Department.
11. V Estimates for non-recurring expenditure12. VI Summary of Budget.
xiv. The budget proposals in respect of construction programmes viz., continuing works, new major works, new minor works, maintenance and repairs works are to be prepared and submitted separately in form CS 70 each year.
xv. The budget proposals should normally be placed before the VMC and got approved. However, if the VMC is not meeting the same may be sent to the Regional Office pending approval except in case of Project Vidyalayas for which approval is essential.
xvi. Budget is only a process of estimation and as such the inclusion of an item therein does not amount to its acceptance by the Sangathan.
xvii. The final requirement of the school under the various heads of account for the current financial year should be assessed during the second week of February and intimated to the Regional Office and the Sangathan by 20th February for purposes of re-appropriation which involves re-allocation of funds by transfer of savings between various heads in Vidyalaya and between various Vidyalayas, Offices within overall sanctioned Budget for the year.
xviii. The sanctions issued by the Regional Office/ Sangathan are valid only up to the close of a particular financial year.
xix. In order to ensure proper utilization of resources, the Executive Committee of the VMC should monitor the annual budget estimates.
CHAPTER 14
FEES AND FINES AND OTHER RECEIPTS
Fees and fines are governed by the articles 59 to 74 of Chapter 5 of Accounts Code.
A. School Fund:
i. In KVs w.e.f. 1st May 1963 no tuition fees is chargeable up to class VIII.ii. In respect of classes IX, X, XI and XII, the following rates of monthly tuition fees is chargeable w.e.f. 01-10-2009:1) Class IX & X (boys) Rs.200/- per month2) Class XI & XII Commerce & Humanities Rs.300/- per month(boys)3) Class XI & XII Science (boys) Rs.400/- per monthiii. The following categories of students are exempted from payment of tuition fee at all levels:1) Girl students.2) Students belonging to Scheduled Castes/ Scheduled Tibes on production of a certificate from the District Magistrate.3) Children admitted under BPL.4) Children admitted under RTE.5) Children of KVS employees.6) Children of the officers and men of the Armed Forces and Paramilitary personnel killed or disabled during the hostilities in 1962, 1965, 1971 and 1999.
iv. In addition to tuition fee, admission fee of Rs.25/- should be charged from student seeking admission for the first time in KendriyaVidyalaya. It should be charged to students seeking admission on transfer from other KendriyaVidyalaya. It is not charged to students on promotion from one class to another say V to VI but it has to be charged for promotion from class X to XI even if it be in the same Vidyalaya.v. The prospectus for admission should be charged at Rs.100/-vi. On transfer from one KV or from a school recognized by the State Government to a KV the fee should not be charged on the analogy that fee should not be charged twice for the same period. In such cases fee is charged from the month of admission or from the next month up to which the fee has been paid.vii. In the event of student discontinuing the studies and applying for a transfer certificate, due are to be collected only up to the month of discontinuance and not up to the month in which the transfer certificate is applied for.viii. Tuition fee for a month is to be paid on or before the fifteenth of the month. If fifteenth of the month happens to be a holiday, the fee is to be collected on the next working day. Thereafter a late fee at the rate of rupee five per day should be charged up to the last day of the month. In the event of a student not paying the dues on or before the last day of the month, the name of the student should be struck off the rolls. The name can be restored only on payment of tuition fee, late fee up to the end of the month and re-admission fee of Rs.100/-.ix. In a view to reduce the administrative work, thee is no objection to collect the tuition fee on quarterly basis i.e., April to June, July to September, October to December and January to March from students who can afford to pay on such basis. In such case, the due date for payment of the fee and principle for recovery of late fee and re-admission fee shall be the same.x. In order to obviate hardship to the parents during the period when the school is closed for vacation, the tuition fee may be allowed to be up to the extended date.xi. If more than one child of the same parent including dependent brothers and sisters is studying in class IX to XII, only the child in the highest class shall pay full tuition fee and the others half of the tuition fee.xii. Fee concession for deserving students who parents/ guardians are not in to pay tuition fee, may be allowed at the discretion of the Principal subject to the following conditions:
(1) Full and half fee exemption to not more than 20% of the total number of students in each of the classes IX to XII as on 30 th June each year excluding students of the exempted categories, provided that the cost of this concession does not exceed at any time 10% of full fee exemption.(2) The number of fee concession once allowed is not to be altered during the year, but any free-ship or half free-ship may be awarded to other deserving students on the basis of relative performance of special test taken for the purpose.xiii. To facilitate audit purpose, a register showing the details of all fee exemptions and fee concessions should be maintained in form CS 52.xiv. No fee is chargeable for the issue of a Transfer Certificate or Result Card, but a penal fee of Rs.10/- should be charged for the issue of duplicate Transfer Certificate or Result Card in lieu of original lost due to negligence. The penal fee should be credited to the head fees and fines.xv. Library fine: Library books, excepting reference books, may be loaned to students for a maximum period of fourteen days. It is left to the discretion of the
Principal to fix the maximum number of books. If a student fails to return the book loaned within the due date, they should be levied fine at the rate of Rs.2/- per book per week from the due date of return in case of willful delays only. Receipt in form CS 10 should be issued and collections maintained in register in form CS 53. The library fines should be handed over to the cashier the same day and should be credited to the head fees and fines.
B. VidyalayaVikasNidhi:
i. In respect of classes I to XII, the following rates of monthlyVVN fees is chargeable w.e.f. 01-10-2009:1) Class I to& X Rs.240/- per month2) Class XI & XII (non-science) Rs.240/- per month3) Class XI & XII Science Rs.300/- per monthii. There will not be any exception/ concession to any category of students in this fee except in the case of children of the officers and men of the Armed Forces and Para-military personnel killed or disabled during the hostilities in 1962, 1965, 1971 and 1999.iii. VVN fee for a month is to be paid on or before the fifteenth of the month. If fifteenth of the month happens to be a holiday, the fee is to be collected on the next working day. Thereafter, a Higher Contribution at the rate of rupee five per day should be charged up to the last day of the month. In the event of a student not paying the dues on or before the last day of the month, the name of the student should be struck off the rolls. The name can be restored only on payment of tuition fee, late fee up to the end of the month and re-admission fee of Rs.100/-.
C. Computer Fund Fee:
i. In respect of classes III to XII where computer Education imparted and for students who opt for Computer Science as an elective subject at +2 stage as given below w.e.f. 01-10-2009:1) Class I to XII (for computer education) Rs.50/- per month2) Class XI & XII (Computer Science) Rs.100/- per month
D. Accounting of fees and fines:i. The fees have to be collected through bank by way of challan by the parent. On remittance of fee copy of the challan has to be collected from the student and entries in the Students’ attendance register has to be made by the teacher and the same has to be filed class-wise, Section-wise, date-wise in chronological order.
ii. The class teacher has to struck total collections in a month in the attendance register maintained in form CS 9.iii. The UDC/ LDC has to account the fees and fines based on the challans date-wise, class-wise, section-wise in form CS 11 and totals for the day to be struck.iv. Month-wise summary of fee collections should be prepared for each month.v. At the close of each moth a summary of fees collected class-wise, section-wise should be prepared by a Sr. PGT in form CS 54 on the basis of entries made in the Attendance registers.
vi. The totals as per the summary of fee collections aper CS 11 and CS 54 should be agreed. The Principal is personally responsible to ensure the agreement has been done.vii. The Principal should arrange for a monthly review of the Attendance Register of teacher by another to ensure:1) The fees and fines have been realized correctly, and2) The fees have been realized from all students or action taken to strike off the names of defaulting students and collect re-admission fees wherever necessary.viii. The Principal, based on the review should take remedial action for setting right the defects of fee collections.
E. Other Receipts:
i. In respect of other receipts other than fees and fines a receipt in form CS 12 should be prepared in duplicate. Other receipts such as donation, sale of newspapers, sale of fruits of trees within the school campus, recoveries on account of lost/ damaged articles in the laboratories, recoveries on adjustment of advance.ii. Subject to prior approval of the Sangathan donations may be received from the parents/ public under the following conditions:1) The donation should be free from strings and no commitment of any kind should be given in consideration thereof, and2) The donation should be voluntary and non-refundable.iii. The amount of donation is to be treated as miscellaneous income.iv. If the donation is given for specific purpose it should be credited to VVN for eg., for award of prizes for best student etc.,v. The Principal should not hold any cultural programme with the object of raising funds.vi. The VMC is competent to accept donations. The Chairman and the VMC have powers to organized functions/ programmes to raise contributions/ donations from local community for improvement of the Vidyalaya but should not be collected from students/ parents or compelled contributions of specified amount.
F. Utilization of School Building by other department/ organisation:
i. A nominal rent of Rs.500/- per day per room will be charged for class room including the charges for use of electricity, water and furniture for KVs located in New Delhi and NCR and all state capitals and major towns/cities like Allahabad, Kanpur, Jodhpur, Bokaro, Bilaspuretc and Rs.300 will be charged by the KVs located in semi-urban and rural areas.ii. Rooms other than class room such as Library, Conference Hall, Social Science Room etc., can be used at a nominal rent of Rs.300/- per day per room.iii. The user organization/ department shall be responsible for any damages caused to the building, furniture or fixture, etc., In such cases the Principal shall recover the cost of the same from the concerned.iv. The user organization/ department shall pay the rent in advance by means of demand draft in favour of the Vidyalaya concerned. If the organization fails to conduct examination or progamme on the approved dates, 50% of the rent shall be forfeited.
v. No help shall be provided by the Vidyalaya for their programme, they will have to make their own arrangements. However, at the request of the organization the services may be provided on payment of honorarium as per rates prevalent in their organization.vi. Sponsoring organization should make arrangements for the invigilation of staff keeping in view the credibility of their examination. In case the services of the same are required, the Principal should be approached in advance with details of number of persons, qualifications, age, remuneration payable per meeting/ day etc.,vii. Permission for receiving honorarium should be obtained from DC, KVS, RO and the same should be paid by way of crossed cheque.viii. No part of the school building or campus can be used for political, social, cultural or religious purpose.ix. The accommodation will be utilized only for educational purposes like conducting examinations or holding symposium, workshop, conference, summer schools, seminars, etc.,x. The Vidyalaya building can be allowed to be used by Govt., or Semi Govt., organisations financed by Govt. of India as well as all registered professional societies like, Institution of Engineers, All India Management Organisation, Institute of Company Secretary, Institute of Cost and Work Accountants, etc.,
xi. The permission can be given by KVS, Hq only when Vidyalaya building is available without disturbing the normal teaching work of the Vidyalaya. Under no circumstances the teaching in the Vidyalaya should be suspended.
A. General Principles regarding receipts:
i. No amount should be received without issuing a receipt in the prescribed form over the signature of the authorized person.ii. No duplicate receipt should be issued to the payer; in case of loss of receipt only a certificate of payment may be given after instituting an enquiry.H. Important circulars:
1) No fee of any kind to be collection from the children admitted under RTE Act up to 25% as per letter No.11011/1/2010-KVSHQ/ Acad (RTE) dated 25-03-2011.
2) No fee exemption to the wards of the deceased KVS employee except for the year in which the death occurs as per lr. No.125-19/ 2011/ KVS (Budget) dted 05-04-11.
3) Fee exemption of VVN and Computer fund from classes VI to XII to twins (both girls) and only children of their parentsw.e.f. 01-04-2011 as per letter No.125-48/ 2005-06/ KVS (Budget) dated 08-04-11.
4) Fee exemption of Tuition fees and VVN to the wards of BPL on production of valid card without the income ceiling of Rs.3500/- per month vide letter No.110240/ (G)/ 2009-KVS (HQ) (Budget) dated 21-01-2011.
CHAPTER 15
SUBMISSION OF PROPOSALS FOR SENIOR SCALE /SELECTION SCALE/ MACP AND CONFIRMATION
A. SENIOR SCALE AND SELECTION SCALE TO TEACHING STAFF
As per the recommendations of the National Commission on teachers headed by Prof. D.P. Chatopadhayaya, the teachers of KVS on the completion of 12 years or more regular service from the date of their appointment normally eligible for grant of Senior Scale in terms of the decision taken by the Prof. D.P. Chatopadhayaya Commission, as implemented by KVS, since the 4 th Pay Commission. The Selection Scale will be granted after 12 years’ service from the sr. scale of the respective cadre. However, names of posts in the selection scale for all teaching categories will be restricted to 20% of the number of posts in the Sr. Scale of the respective cadre.
The Sr. Scale/Selection Scale will be granted to all the teaching staff, by a screening committee appointed for the purpose at the Regional Level/HQRS. level respectively on their satisfactory performance based on the grading of APARs as per the instructions issued by the KVS from time to time.
Every Teacher will be required to participate in an In-service Course programme of at least three weeks (21 Days) before he/she is promoted to Sr. Scale or Selection Scale during the last six years prior to his/her due date for becoming eligible to Sr./Selection Scale. The periods of Ad-hoc/part time/contractual/Trial basis appointment, dies-non period, Un-authorized absence etc. should not be included in regular service.
The proposals in the prescribed proformaeasdesigned by KVS (HQRS) will be submitted by the vidyalaya duly certified by the principals for grant of Sr. Scale to all the teaching staff at the regional office level. Proposals for grant of selection scale will be submitted by the Regional Office to the KVS (Hqrs.), by collecting the details from the vidyalayas, as and when instructions issued by the KVS (Hqrs.)
B. MODIFIED ASSURED CAREER PROGRESSION SCHEME (MACPS)
KendriyaVidyalayaSangathan has decided to implement the Assured Career Progression (ACP) Scheme w.e.f. 12.10.2000. It was said that the Guidelines issued by the Departmental of Personnel and Training vide OM No.35034/1/97-Estt.(D) dated 9.8.1999 shall apply mutatis mutandis. This scheme was in supersession of Scheme of Career Advancement of Group C and D employees.
Subsequently, on the basis of the recommendations of the VI CPC , GOI introduced Modified Assured Career Progression Scheme (MACPS) in place of ACPS by granting 3 Financial up gradations on completion of 10, 20 and 30 years of continuous regular service to regularly appointed Group ‘A’, ‘B‘ and ‘C’ Central
Government Civilian employees except officers of the organized Group A service vide OM No.35034/3/2008-Estt.(D) dated 19.05.2009 which is adopted in KVS vide OM No.F.11029-16/2009-KVS HQ (Admn.I) dated 9.2.2011.
The MACPS envisages merely placement in the next higher grade pay in the hierarchy of recommended revised pay bands and grade pay as given in the Section 1, Part A of the first schedule of the CCS (Revised Pay) Rules, 2008.
There shall be three financial upgradations under MACPS counted from the direct entry grade on completion of 10,20 and 30 years of service respectively.
The FU under MACPS would be admissible up to the highest grade pay of Rs.12000/- in the PB-4.
The benefit of pay fixation available at the time of regular promotion shall also be allowed at the time of FU under the Scheme.
The Promotions earned/up gradations granted under the ACP Scheme in the past to those grades which now carry the same pay due to merger of pay scales/up gradations of posts shall be ignored for the purpose of granting FU under MACPS. Promotions earned in the post carrying same grade pay in the promotional hierarchy as per Recruitment Rules shall be counted for the purpose of MACPS.
‘Regular service’ for the purpose of the MACPS shall commence from the date joining of a post in direct entry grade on regular basis through direct recruitment basis or on absorption/re-employment basis. Regular service shall include all periods spent on deputation/Foreign Service, study leave and all other kinds of leave, duly sanctioned by the Competent authority.
On grant of FU under the Scheme, there shall be no change in the designation, classification or higher status.
The FU would be on non-functional basis subject to fitness within PB-1. Thereafter, bench mark ‘Good’ would applicable till the GP of Rs.6600/- in PB-3. The bench mark will be ‘Very Good’ to the GP of Rs.7600 and above.
In case of Disciplinary case pending/penalty imposed, grant of benefit under MACPS shall be subject to the rules governing normal promotion.
If a regular promotion has been offered but was refused by the employee before becoming entitled to FU, no FU shall be allowed as employee has not been stagnated due to lack of opportunities. If, however, FU has been allowed due stagnation and the employee subsequently refuse promotion, it shall not be a ground to withdraw the FU.
The four pre-revised Group D pay scales viz. Rs.2550-3200, Rs.2610-3540, Rs.2610-4000 and Rs.2650-4000 have been upgraded and replaced by the Revised pay structure of GP of Rs.1800/- in the Pay Band -1. Further, these four pre-revised scale of pay have been granted Group C Grade Pay. As per MACPS the promotions earned or Up-gradations granted under ACP Scheme in the past to the above named four pay scales which now carry the GP of Rs.1800/- shall be ignored for the purpose of MACPS. However, promotions/Financial Up-gradations earned by existing Group D Employees to GP of Rs.1900/- (pre-revised scale of Rs.3050-4590) shall be counted for the purpose of MACPS.
This scheme is operational w.e.f. 1.9.2008.
In case of KVS, the proposals received from the Vidyalayas/RO shall be placed before the duly constituted Screening Committee for grant of Financial Up-gradation under MACPS as per GOI OM dated 19.05.2009 and subsequent clarifications issued from time to time.
The Screening Committee shall be headed by the Chairman and will consist of at three members who shall be not below the rank of Under Secretary (i.e. Pay Band 3 with GP of Rs.6600/-) of which one member shall be from SC/ST/Minority Community.
The Screening Committee in case of KVS consists of the following:
1. Deputy Commissioner of the Region - Chairperson2. Senior most Assistant Commissioner - Member3. Senior Principal (at Station) where RO is - Member
situated4. SC/ST Member to be nominated by DC - Member
The recommendations of the Committee are placed before the Deputy Commissioner for approval.
The Screening Committed shall follow a time schedule and meet twice in a financial year preferably in the first week of January and first week of July of a year for advance processing of cases maturing in that half year.
C. CONFIRMATION
An employee appointed to a post on promotion initially, if complete his/her probations to the satisfaction gto the appointing authority, he/she will be eligible for substantive appointment (confirmation of service).
Normally the proposals of the staff members of the vidyalaya who have completed their probation period successfully and eligible for confirmation of his/her services should be submitted to the Deputy Commissioner of the Regional concerned
alongwith the probations reports of 11 months, 22 months and 33 months, as the case may be
The services of the teachers on the trial basis will be regularised by the Deputy Commissioner of the Regional only on completion of B.Ed. Degree and on declaration of the results and the proposals of senior scale should be submitted accordingly by the vidyalayas.
CHAPTER 16
GUIDELINES FOR COUNTING OF PAST SERVICE
If a candidate working in Central Govt./State Govt./Autonomous bodies of Central Govt. or State Govt. applies for a post through proper channel and gets selected and joins KVS, he is eligible to have the service rendered in previous department counted.
The resignation tendered by the employee in the previous department to join KVS is nomenclatured as Technical resignation. In such a situation, the counting of past services rendered in non-KVS is subject to certain conditions viz. transfer of GPF, payment of leave salary and pensionary contribution, etc. KVS. It is pertinent to state that service rendered by a KVS employee in a privately managed institutions will not qualify for counting even if such institutions receive aid from Govt. The service rendered in such private institutions will not be counted by KVS. As this issue is subjudice, it is not dwelt further.
The employees of Central Govt./State Govt./Autonomous bodies of Central or State Govt. who have already received pro-rata retrial benefits or other terminal benefits for their past service will have the option either:
a. to retain such benefits and in that event their past service will not qualify for pension.
b. To have the past service counted as qualifying service for pension under the new organization in which case the protata retirement or other terminal benefits if already received by the employee will have to be deposited along with interest thereon from the date of receipt those benefits till the date of deposit with KVS. The right to count to previous service as qualifying service shall not revive until the whole amount has been refunded. When an employee seeks counting of past service, if he fails to deposit the whole amount with KVS, the services rendered will not be counted.
The Organisation from where the KVS employee joined KVS is required to discharge the pensionary liability by paying a lump sum amount to KVS on the basis of number
of years of service rendered by the KVS employee in the previous organization. Once, this exercise is completed, the service rendered by the employee in the previous department will be counted.
The steps to be taken at the Vidyalaya/Regional Office level:
As soon as the employee who joins KVS applying for counting of past services, the Vidyalaya/RO should check all the documents by consulting the check-list. Once, the check-list reveals that the documents submitted by the employee are in order, these documents along with the application of KVS employee for counting of past services would be forwarded to KVS HQrs. which in turn would take up the matter with Central Govt. Department/Autonomous body/State Govt./Autonomous body concerned for transfer of terminal benefits to KVS.
It is pertinent to state that an employee should apply for counting of past service within a period of one year from the date of joining KVS. Application for counting of past services after the expiry of one year will not be taken cognizance of.
The following points should be kept in the mind at the time of submission of proposal for counting of past service to Regional Office/KVS (HQ) :-
Whether the employee concerned has applied in KVS through proper channel with due permission?
Nature of organization where the employee concerned was serving prior to joining KVS i.e. Central/State/Public Sector Undertaking/Autonomous Body/Aided etc.
Whether Government of India’s instructions regarding counting of past service were applicable to the former department when teacher joined KVS. If not the date of adoption of these instructions by the previous employer?
If organization was aided by the Central/State Government the percentage of aid given by Central/State Government (Certificate should be enclosed)
Whether previous employer is ready to pay the pro-rata retirement benefits to KVS?.
Whether the employee concerned was a GPF or CPF optee?
Whether the employee concerned in writing to exercise his option within one year of the date of his joining in the KVS?
The Check-list for counting of past service should be filled and duly countersigned (annexure).
CHAPTER 17
INSTRUCTIONS UNDER ARTICLE NO.81(D) OF EDUCATION CODE
1. If an employee has been absent/remains absent without sanctioned leave or beyond the period of leave originally sanctioned or subsequently extended, he/she shall provisionally lose his/her lien on his post unless:a. he/she returns within fifteen calendar days of the commencement of the absence or the expiry of leave originally granted or subsequently extended, as the case may be: andb. satisfies the Appointing authority that his/her absence or his/her inability to return on the expiry of the leave, as the case may be, was for reasons beyond his/her control. The employee not reporting for duty within fifteen calendar days and satisfactorily explaining the reasons for such absence as aforesaid, shall be deemed to have voluntarily abandoned his service and would, thereby, provisionally lose lien on his/her post.
2. An employee, who has provisionally lost lien on his post in terms of the aforesaid provisions, shall not be entitled to the pay and allowances or any other benefitsafter ha has provisionally lost lien on his/her post. The payment of such pay and allowances will be regulated by such directions as the Appointing authority may issue while ordering re-instatement of the employee in terms of sub clause(6) of Article 81(D).
Supplementary instructions:
The following are the supplementary instructions issued by KVS from time to time under the above provisions:1. When an employee applies for a leave, on medical grounds or otherwise, the author competent to sanction such a leave should invariably issue order in writing when such a leave is refused or not sanctioned adducing the grounds of refusal.2. Employees seeking leave on prolonged medical grounds may be referred to the Medical Board at the Regional office nearest to the residence of the employee so that they do not get any succor on plea of inability on health grounds.3. The Disciplinary authority while examining the representation on show-cause notice should preferably give a personal hearing to the employee before issue of the final order of loss of lien on the post, there by terminating the service of that employee.4. The Disciplinary authority should ensure that the posting of a regular incumbent against a vacancy to that post which has been rendered vacant by virtue of application of provision of 81(D), be kept pending till the disposal of appeal or 90 days after the date of termination whichever is later, to ensure the vacancy at the place of last posting of appellant, when the appeal has been disposed of favorably by the Appellate authority.5. Consequent upon disposal of the appeal by the Appellate authority, in the employee does not join his duties at the assigned place of posting within the
stipulated date without assigning any reason thereof, the Commissioner, KVS may be informed immediately, who will be at liberty to prevail over the order of Appellate authority and pass order as deemed fit.6. The personal file along with service book and the case file of the appellant maintained at the Regional office may invariably provided along with the comments on the points of appeal. The Disciplinary authority should also specifically mention the grounds or consideration on which the leave was refused to the employee.7. Before issue of the show-cause notice under 81(D) to an employee who is unauthorized absent, his/her appointment order should be checked to confirm his Appointing authority. Accordingly, show-cause notice as well as removal order should be issued by an officer below in rank of his/her appointing authority.
CHAPTER 18
VACATION AND ALLIED MATTERS
The detailed instructions were given on the above subject in Chapter No. of Accounts code for KVS. The important points are listed below for guidance.a. Vacation can be combined with casual leave but not with special casual leave or compensatory leave or terminal leave. It can also be combined with regular leave. If the leave applied by the employee is on Medical grounds, it may be sanctioned by the principal of the vidyalaya as per leave rules (art.no.140 of accounts code).
b. If the leave is applied on any other ground other than Medical, then the case has to be forwarded to the Deputy Commissioner of the Region with suitable recommendation of the principal for sanction (Ref. Article No. 139 of Accounts code).
c. Any kind of leave (other than Casual leave) in conjunction with breaks for vocational staff requires sanction of the Deputy commissioner.(art no.140A of accounts code).
d. vocational staff including Vice principals if deputed on duty with the prior approval of the Deputy Commissioner of the Region during breaks and vacation, 3/5 th of the duty period rendered during vacation/break will be credited to EL account, provided the duration of such duty is not less than 10 days. (In terms of Circular No.F.8-10/88/KVS/Audit Dated 14.09.2001 & vide Article No.142 (2) & (3) of Accounts Code)
f. In terms of revised provisions of art. No.67 of Education code, as circulated by KVS HQ vide letter no. F.12-16/99-KVS(Admn.I) dated 26.07.2007, the teachers and other staff of the vidyalaya who have been classified as vocational and who are not called for duty during long vacation(summer/winter/monsoon) shall be entitled for vacation pay only when they have actually worked for a minimum period of five
months during the period of twelve months immediately before the start of vacation(summer/winter/monsoon).No leave other than Maternity leave shall be taken in to account for calculating the aforesaid period of 5 months(modified art.no.137 of Accounts code)
g. Maternity leave can be sanctioned from the date of confinement notwithstanding the fact that it will fall during vacation.
CHAPTER 19
CASH HANDLING ALLOWANCE TO CASHIERS
In terms of Art. No.118(a) of Accounts code and as per recommendations of 6 th CPC, cash handling allowance is admissible at the rates of Rs.150+25% of 150wef 01.01.2011, (which is rounded off to Rs.188) to the UDC or LDC performing the duties of cashier subject to the fulfilment of the conditions as stated below:
1. The amount of allowance will depend on the average amount of monthly cash disbursed, excluding payments by cheques. The amount of receipts should not be taken into account.
2. The amount should be reviewed every financial year and sanctioned on the basis of the average amount of disbursements during the previous financial year.
3. Every official appointed to work as cashier, unless he is exempted by a competent authority, should furnish security of the required amount.
4. The allowance will be granted from the date of appointment as cashier or from the date risk is covered though one of the accepted form of security whichever is later.
5. Only one official should be allowed the allowance in one kendriyavidyalaya.
CHAPTER 20
PENSION RULES – A GLIMPSE
The Pension Scheme is governed by the articles 159 to 161 of Chapter 14 of Accounts Code:
1. A. Personal File with regard to the following may be verified:
i. Offer of initial appointment, certificate for medical examination and fitness, joining report etc.,ii. Orders for Promotion, grant of Senior Scale/ Selection Scale, grant of Financial Up-gradation under ACPS and MACPS.iii.Annual increment statements are filed chronologically.
iv. All pay fixation statements are filed chronologically.v. All leave applications, joining reports, medical/ fitness certificates are filed chronologically.vi. Certificates for attending/ participating In-service Course are filed in chronological order.vii. Latest/ fresh nominations for Retirement/ Death Gratuity, final payment of GPF/ CPF, final payment of KVS, EWS, for changes in the family due to birth, death, divorce, etc., if any.viii. Current list of family members, for changes in family due to birth, death, divorce, if any.ix. The documents in all the personal files (volumes) may be serially numbered and certificate to that effect may be affixed duly attested on the back side of the file cover.
B. Entries in the Service Register with regard to the following may be verified: i. Medical examination and fitness on initial appointment.ii. The date of birth and date of confirmation to the post.iii. The annual certificates of verification of service with reference to pay bills are regularly recorded and are continuous.iv. Sanction of leave and debits in respect of leave availed.v. Recoveries of subscription in respect of KVS, EWS.vi. Entry for sanction of increment up to the date of retirement.vii. Entries for fixation of pay on Grant of Senior Scale, Promotion, Financial Up-gradation under MACPS.viii. Entries for awarding penalties, if any, pay fixation.ix. Credit of leave up-to the date of retirement.x. EOL on private affairs as qualifying for pension.xi. Break in service, if any, specifying the period as qualifying for pension.xii. Recoveries in respect of Leave Salary and Pension Contribution for foreign service, if any, specifying the period.xiii. Latest/ fresh nominations for Retirement/ Death Gratuity, final payment of GPF/ CPF, final payment of KVS, EWS, effecting changes in the family due to birth, death, divorce, etc., if any.xiv. Current list of family members, effecting changes in family due to birth, death, divorce, if any.xv. Signature of the employee in token of seeing the Service Register every year.
2. Forms/ documents to be submitted:S.No. Forms/ documents
(i) Application in Form CS 64 and CS 64A
(ii) Service book duly completed.
(iii) Memorandum of emoluments drawn during the 10 months preceding the date
of retirement.
(iv) Last pay certificate.
(v) Two specimen signatures attested by the Principal or two slips bearing the left hand thumb and finger impressions duly attested if pensioner is illiterate.
(vi) Two copies of joint photographs of the employee with his wife/ her husband duly attested
(vii) Copy of statement of family member in form CS 63 A.
(viii) Formal application for pension by the pensioner in the prescribed form in form CS 63.
(ix) Address of the pensioner after retirement.
(x) No Demand Certificate signed by the Principal, in the cases of Principals, the ‘No Demand Certificate; should be signed by the Relieving Principal and countersigned by the Chairman School Management Committee.
(xi) If the pensioner was in occupation of a quarter owned by Defence authorities or any other Government Deparment, ‘No Dues Certificate’ from the Department concerned.
(xii) A certificate from the Deputy Commissioner of Region concerned stating clearly whether any disciplinary case is pending/ contemplated against the retiring employee.
(xiii) An under taking from the pensioner to repay the amount of any excess payment of pension/ gratuity or adhoc relief.
(xiv) Pension and retirement benefit calculations
(xv) Form of application for commutation of a fraction of pension without Medical Examination
(xvi) Application for drawal of pension through State Bank of India
3. General provisions:
i. The age of retirement on superannuation is 60 years.ii. Retirement is effective from the afternoon of the last day of the month in which age of superannuation is attained except an employee whose date of birth is the first of the month shall retire on the afternoon of the last day of the preceding month and is treated as working day.
iii. In case of voluntary retirement the day of the retirement will be treated as a ‘non-working day’.iv. On retirement on superannuation relinquishment of charge on the afternoon of that day even if it happens to be a closed holiday. v. A Government servant is eligible only for one pension.vi. Grant of pension and its continuance is on the implied condition of future good conduct.vii. The President has the right to withhold a pension or gratuity or both or withdraw a pension or part thereof.viii. A retired Group A officer should not accept any Commercial Employment within one year, if accepts the Govt., may withhold whole or part of pension.ix. A retired Group A Officer should not accept any employment under any Government outside India without prior sanction of the Central Govt., if accepts the Govt., pension is not payable during that period or longer period as may be ordered by Govt.,4. Qualifying Service:i. Qualifying service commences from the date he takes charge of the post to which he is appointed in a permanent capacity including temporary service followed by confirmation without interruption till the date of retirement.
ii. Periods counting as qualifying service:
1) Duty and periods treated as ‘duty’.2) All kinds of leave with leave salary.3) Deputation and Foreign Service.4) Extraordinary leave on medical certificate and extraordinary leave without
medical certificate granted due to inability of the employee to join/ rejoin duty on account of civil commotion or for prosecuting higher technical and scientific studies. This period automatically counts as qualifying service without an express sanction.
5) Pre-appointment training followed immediately by appointment as Group ‘C’ and ‘D’ employees.
6) Service on probation followed by confirmation.7) Service as SAS Apprentice.8) Suspension followed by minor penalty.9) Suspension followed by major penalty; absence from duty including
suspension if any, if the reinstating authority orders that it shall count.iii. Periods not counting as qualifying service:
1) Service rendered before attaining the age of 18 years.2) Service as Apprentice except SAS Apprentice.3) Unauthorized absence treated as ‘dies non’.4) Overstayal of leave/ joining time not regularized as leave with leave salary.5) EOL without MC.6) Suspension followed by major penalty, if the reinstating authority does not
order that it shall count as qualifying service.
iv. Qualifying service for pension/ gratuity is calculated and expressed in completed half-years. Fractions equal to three months and above shall be treated as one half year. Less than three months will be ignored.
5. Emoluments:
i. A. Emoluments for pension include ‘Band Pay plus Grade Pay’ and non-practicing allowance, but does not include special allowance, personal pay, deputation allowance, etc., Rule 33
B. Emoluments for service gratuity/ retirement gratuity/ death gratuity include ‘Band Pay plus Grade Pay’ non-praising allowance and D.A. on the date of retirement/ death.- Rule 33ii. Average emoluments are the average of the emoluments drawn during the last ten months of service – Rule 34.
6. Pension:
i. Pension is admissible to permanent employees who retire or are retired with a qualifying service of not less than ten years. Temporary employees who retire on superannuation or invalidation after rendering not less than ten years of service or retire voluntarily after 20 years of continuous service.
ii. Classes of pension:
1) Superannuation pension on retirement after superannuation- Rule 35.2) Retiring pension on voluntary or premature retirement before superannuation
– Rule 36.3) Invalid pension on retirement after being declared by the competent medical
authority to be permanently incapacitated for further service- Rule 38.4) Compensation pension on selection for discharge owing to the abolition of his
permanent post and provision of alternate employment of equal status is not possible or offer of a lower is not accepted – Rule 39.
5) Compulsory retirement pension on compulsory retirement as a measure of penalty. Such pension or gratuity or both will not be less than two thirds nor more than full compensation pension or gratuity or both admissible on the date of compulsory retirement – Rule 40.
6) Compassionate allowance on dismissal or removal, sanctioned by the competent authority in a case deserving of special consideration. This is also pension but the amount should not exceed two thirds of pension or gratuity or both, which would have been admissible to him if he had retired on compensation pension.
iii. Minimum amount of any class of pension will be Rs.3500 p.m. and maximum will be 50% of the highest pay in the Government with effect from 01-01-2006. Rule 49, GID (4).
7. Preparation of pension papers:
i. List of retiring Government employees: Every head of the Department shall prepare every six months i.e., on 1st January and 1st July of all Government servants who are due to retire within the next 24 month to 30months of that date.
ii. Preparation of pension papers: Two years in advance of the date on which the Government servant is due to attain the age of superannuation.
iii. Furnishing of particulars of qualifying service etc., to retiring Government servant: before ten months to the date of retirement.
iv. Forwarding pension papers to the Finance Officer –not later than six months of the date of retirement of the Government servant, shall forward service Book and Personal File of the Government servant duly completed up to date, other documents for verification of service and ‘Pension Calculation Sheet’ in the prescribed Form in triplicate along with pension papers.
v. Intimation of Government dues to Accounts Officer – The Head of Office after ascertaining and assessing the Government dues, shall furnish the particulars atleast two months before the date of retirement of the Government servant.
8. Calculation of Pension:
i. Full pension is admissible to an employee retiring with minimum qualifying service of not less than 10 years. The amount of pension will be 50% of the average emoluments or 50% of emoluments drawn on the date of retirement, whichever is more beneficial – Rule 49 (2). ii. In case of retirement on or after 01-01-2006, the pension shall not be less than 50% of the sum of the minimum of the Pay Band plus Grade Pay for the post last held by the Government servant at the time of his/ her retirement except in case of compulsory retirement pension and compassionate allowance. In no case pension including compassionate allowance, granted shall be less than Rs.3500/- per month.
iii. Additional pension is payable as and when the pensioner attains the age of 80 years and more as detailed below: (Rule 49 (2 A)
Age of pensioner Additional quantum of pension80 years to less than 85 years 20% of basic pension85 years to less than 90 years 30% of basic pension90 years to less than 95 years 40% of basic pension95 years to less than 100 years 50% of basic pension100 years or more 100% of basic pension
iv. Rounding off: The amount of pension should be rounded off to the next higher rupee. Payment of pension for part of a month, if worked out in fraction of a rupee should also be rounded off to the next higher rupee – Rule 49 (4).
9. Gratuity:
i. Service Gratuity: No pension is admissible to a permanent employee who retires before completion of 10 years qualifying service. Instead, a lump-sum payment known as Service Gratuity at the rate of half/month’s emoluments for every completed six monthly period of qualifying service is admitted. Emoluments mean basic pay, non-practising allowance, if any and include dearness allowance admissible on the date of retirement. This gratuity is in addition to retirement gratuity admissible to those who have completed 5 years’ qualifying service Rule 49 (1).
ii. Retirement Gratuity: is admissible to all employees who retire after completion of 5 years of qualifying service at the rate of ‘one fourth’ of emoluments for each completed six monthly period of qualifying service subjection to a maximum of 16 ½ time ‘the emoluments’ or Rs.10 lakhs. Emoluments include DA on the date of cessation of service – Rule 50.
iii. Death Gratuity: is admissible in case of death in service to an employee at the following rates:
S.No.
Length of service Death gratuity payable to family
(i) Less than one year 2 times of ‘emoluments’(ii) One year or more, but less
than 5 years6 time of ‘emoluments’
(iii) 5 years or more, but less than 20 years
12 time of ‘emoluments’
(iv) 20years or more Half of emoluments for every completed six monthly period of qualifying service subject to a maximum of 33 times of ‘emoluments’ or Rs.10 lakhs.
iv. Rounding off: The amount of gratuity should be rounded to the next higher rupee.
v. Residuary Gratuity: When an employee dies within five years after retirement, and the total amount actually received by him on account of pension)or service gratuity, dearness relief on pension, retirement gratuity, commutation amount, is less than 12 times the ‘emoluments’ drawn at the time of retirement, the deficiency is granted to his nominee/ family is Residuary Gratuity – Rule 50 (2).
vi. Nomination: Every employee should furnish a nomination in the prescribed form conferring one more persons the right to receive the Death/ Retirement Gratuity amount in the event of his death in service/ after retirement before receiving retirement gratuity.
(A) If the official has a family: Only in favour of family members.(B) If the official has no family: In favour any person.
v. When there is no nomination: In equal shares to all the surviving members of family.viz.,.RG/ DG lapses: When an employee dies leaving no family, it shall be payable to the person on production of Succession Certificate granted by Court of Law otherwise it lapses.vii. Recovery from RG/DG: Government dues are recoverable without the consent of the employee or his nominee in case of death.viii. No income tax on RG/DG: IT Act, Section 10 (10) (1).ix. No Court attachment on RG/ DG.10. Authorisation of Pension and Gratuity: by the Deputy Commissioner and gratuity by the Finance Officer or Head of the Office and for Regional Office Staff, AC (Fin.), KVS, HQ.11. Payment of Pension:
i. For disbursement through Nationalised Banks.
ii. Payable in rupees.iii. Interest payable on delayed payment of DCRG beyond three months from the date of retirement at the rate applicable for GPF.12. Commutation of Pension:i. Eligibility: Every pension is eligible to commute a percentage of his monthly pension for a lump-sum payment which is the commuted value of that percentage of the pension. Commutation of a percentage of compassionate allowance is also admissible. An employee against whom departmental or judicial proceedings are pending is not eligible to commute a percentage of his pension till completion of such proceeding.
ii. Amount admissible: Not exceeding 40% of monthly pension. Any fraction in the amount offered for commutation will be ignored.
iii. Commutation without medical examination: If application is received before one year from the date of retirement.
iv.Commutation after medical examination: If the application is received after one year from the date of retirement – Rule 13.
v. Calculation of Commutation Amount:
Lump-sum payable = Commutation factor x 12 x amount of pension offered for Commutation.
The product should be rounded off to next higher rupee.
The commutation factor is taken from the Commutation Table as relevant to the age next birthday with respect to date of retirement/ the date of receipt of application/ date of medical examination.
vi. Reduction of pension on commutation: from the date of receipt of commuted value, in case of retirement on superannuation from the date following the date of retirement.
vii. Payment of difference in commuted amount on revision of pension: without application, reduction of pension from the date of payment of difference amount in commuted amount.
viii. Restoration of commuted portion: on expiry of 15 years from the date of retirement if commuted value is paid after the date of retirement otherwise from the date of receipt of commutation amount. If commuted amount is paid on upward revision, and consequent reduction of pension on more than one occasion, then on expiry of 15 years from respective dates.
13. Encashment of leave:
i. From 01-01-2006, the authority competent to sanction leave should automatically grant lump-sum cash equivalent of leave salary admissible for the number of days of earned leave and half pay leave at the credit of the employee on the last day of his service subject to overall limit of 300 days. The half pay leave component will not be commuted to make up for the shortfall in earned leave. No deduction will be made from the cash equivalent.
ii. Amount payable: The lump-sum will consist of leave salary and DA only, it will not include HRA/ Special allowance granted for promoting small family norm.
iii. Method of calculation:
A. For Earned Leave:Pay + DA admissible as on date of retirement x number of days of earned leave at credit subject to a maximum of 300 days/ 30
B. For Half Pay Leave:Half pay leave salary + DA admissible as on date of retirement x number of days of half pay leave at credit subject to total earned leave and HPL not exceeding 300 days/ 30
14. Dearness Relief to Pensioners/ Family Pensioners:
i. From 01-01-2006 is granted to compensate for the increase in cost of living, twice in a year, from 1st January and 1st July based on the price rise to all pensioners/ family pensioners.
ii. Admissible on original pension before commutation and also the additional pension/ family pension based on the old age.
iii. Fraction of a rupee shall be rounded off to the next higher rupee.
15. Family Pension:
i. Family pension is payable to the family of an employee/ pensioner on his death in service/ after retirement.
ii. Normal rate of family pension: 30% of pay last drawn subject to a minimum of Rs.3500 per month.
iii. Additional family pension from the age of 80 years to 100 years as detailed below:
Age of family pensioner Additional quantum of family pensionFrom 80 years to less than 85 years 20% of basic family pensionFrom 85 years to less than 90 years 30% of basic family pensionFrom 90 years to less than 95 years 40% of basic family pensionFrom 95 years to less than 100 years 50% of basic family pension100 years and more 100% of basic family pension
iv. Rounding off: monthly rate of family pension is expressed in whole rupees, fraction of a rupee being rounded off to the next higher rupee.
v. Higher rate of family pension: is admissible, if the deceased had rendered not less than seven years’ continuous service. It is payable from the date following the date of death. The higher rate of Family Pension is not admissible to dependent parents and they are eligible only for the normal rate.
The rates are:
(a) In the case of death in service:Higher rate of family pension is payable to the family of a Government servant for a period of ten years from the date of death without any upper age limit.Fifty percent of the ‘pay’ last drawn.
(b) In the case of death after retirement:Higher rate of family pension is payable to the family of a Government servant for a period of seven years from the date of death or up to the date on which he would have attained 67 years had he survived, whichever is less.Fifty percent of ‘pay’ drawn at the time of retirement or the amount of pension authorized on retirement whichever is less.
vi. Dearness relief: is payable on the family pension and additional family pension based on old age.
16. Medical facilities to pensioners/ family pensioners:
Medical allowance of Rs.300 per month admissible to pensioners/ family pensioners and will be credited along with monthly pension/ family pension.
17.Payment of Pension/ Family Pension through Public Sector Banks:
i. Pension/ family pension is drawn through public sector banks.ii. Monthly crediting is automatic.
iii. Dearness Relief: On receipt of Government’s orders sanctioning increase in Dearness Relief.iv. Revision of pension: On receipt of revised PPO.v. On the death of pensioner: Pension is payable for the day of death.vi. Family Pension: Death certificate of the pensioner to be submitted for credit of family pension from the date following the death.vii. Certification/ Declarations to be furnished by the pensioners/ family pensioners to the Bank:
1) Life certificate in November each year.2) Non-employment/ re-employment certificate in the month of November each
year.3) Retired as Group ‘A’ Officers – a declaration in May and November each year
about (a) acceptance/ non-acceptance of commercial employment within one year from the date of retirement/ (b) employment under any Government outside India/ an International Organisation of which Government of India is not a member.
4) Pensioners/ family pensioners drawing fixed medical allowance of Rs.300/- per month an annual declaration in November each year that they are not availing any other medical benefit from Insurance Company, etc.,
5) Unmarried son (s)/ daughter (s), dependent parents receiving family pension should furnish annual certificate to the effect that their earning is not more than the minimum family pension along with dearness relief.
6) Unmarried son (s)/ daughter (s) receiving family pension should furnish six-monthly certificate in regard to their marital status.
7) Childless widow receiving family pension should furnish six monthly certificates in regard to her income from other sources.
NEW PENSION SCHEME
Central Govt., employees who are covered by the New Pension Scheme and who are discharged on invalidation/ disablement/ died during service since 01-01-2004 are entitled to the following benefits on provisional basis till further order:
(I) Retirement from Government service on invalidation not attributable to Government duty:(i) Invalid pension
(ii) Retirement Gratuity.
(II) Death in service not attributable to Government duty:
(i) Family pension including enhanced family pension.
(ii) Death Gratuity.
(III) Discharge from Government service due to disease/ injury attributable to Government duty:
(i) Disability pension
(ii) Retirement Gratuity.
(IV) Death in service attributable to Government duty:
(i) Extraordinary Family pension
(ii) Death Gratuity.
(a) In addition to the above benefits Dearness Pension/ Dearness Relief is admissible on provisional basis.
(b) The provisional payments are adjustable against the future payments to be made on the basis of the Rules regulating the benefits under the New Pension System to be brought into place.
(c) NPS Pensioners drawing relief on death/ disability of Government servant as above are entitled for Fixed Medical Allowance.
CHAPTER 21
RULES REGARDING CHANGE OF HOME TOWN& DATE OF BIRTH OF KVS EMPLOYEE
I. CHANGE OF DATE OF BIRTH OF AN EMPLOYEE
The date of birth, by the Christian era, of the new entrance to the Govt. service should be declared at the time of his initial appointment with documentary evidence, viz. matriculation certificate, municipal birth certificate and the same should be recorded in the service records of the employee concerned under proper attestation of the head of the office. Once entered, it cannot be altered without prior order of the head of department, except in the case of clerical error. However, the date alteration of date of birth of employee can be made, with the sanction of the head of the department, if:-
A. An employee makes a request in this regard within five years of his entry into Government service;
B. It is clearly established that a genuine bona fide mistake had occurred; andC. The date of birth so altered would not make him ineligible to appear in any
School or University or UPSC or UPSC examination in which he had appeared or for entry into Government service on the date on which he first appeared at such examination or on the date of entry into Government service.
It may be noted that it is not appropriate to consider any request for alteration in date of birth if the condition stipulated in para above, or not strictly fulfilled.
II. CHANGE OF HOME TOWNAn employee required to declare his Home Town with full address at the time
of initial appointment and it should be recorded in the service register duly attested by the head of the office. It shall not normally be changed. However, on request of the concerned employee the change of his home town is effected once in the entire service of the employee with the approval of the head of department on submitting the required request in the format in the annexure. The important points to be noted while examining the change of home town or as follows:-
i) Whether the place declared by the Government servant is the one which requires his physical presence at intervals for discharging various domestic and social obligations, and if so, whether after his entry into service, the Government servant had been visiting that place frequently.
ii) Whether the Government servant owns residential property in that place or whether he is a member of a joint family having such property there.
iii) Whether his near relations are permanently residing in that place.iv) Whether prior to his entry into Government service, the Government
servant had been living there for some years.
CHAPTER 22
DEPARTMENTAL INQUIRIES
“ The departmental inquiry is not an empty formality; it is a serious proceeding intended to give the officer concerned a chance to meet the charge and to prove his innocence”-
The departmental action is so serious, the proceeding that keeping in view its adverse effects on the livelihood and reputation of the employee. As soon as the misconduct of an employee is reported by the Head of Office to the Deputy Commissioner, a preliminary inquiry is conducted to find out whether there is a prima facie case of disciplinary proceedings and if so, to collect evidence there for.
Preliminary inquiry enables the department to find out (a) exact nature of the misconduct, if any committed; (b) to identify the culprit(s); (c) to collect both documentary and oral evidence; and (d) to take remedial measures to plug loopholes detected in the existing procedures and methods.
The holding of preliminary inquiry does not mean the disciplinary authority has made up its mind that the suspected employee is in factguilty. Preliminary inquiry can also be held ex-parte, but for the sake of fairness and to take into account his version , an explanation is taken from the person concerned. In fact it is an informal type to inquiry without any well-defined form or procedure.
1.As soon the alleged misbehavior of an employee comes to light it is advisable to hold a preliminary enquiry though it is not mandatory which need not be comprehensive as provided under Rule 14.It can be conducted even at the back of the employee.
2.If the preliminary enquiry reveals that a prima facie case exists, then a charge-sheet in prescribed format containing the charges should be issued by the prescribed disciplinary authority. The charges should be specific, clear and in unequivocal terms.
3. If the charged employee admits the charges, then there is no need to hold enquiry and the disciplinary authority may consider his reply and impose penalty as he deems it fit. It is not open to the disciplinary authority to let him off without imposing penalty. At least the penalty of Censure should be imposed on the employee.
4. Conversely, if the employee denies the charges or admits only a few charges, then holding of enquiry is mandatory in respect of the charges denied by him. The proceedings commence with the appointment of Inquiry officer and a Presenting Officer. The status of Inquiry Officer and the Presenting Officer can be likened to that of a judge and Public Prosecutor. The charged official has the right to appoint someone to defend him who is called defence assistant who should be serving or a retired KVS employee only.(ref: Art No.80 of Education code and instructions issued by KVS vide letter no. F11-33/2007-KVS(Vig) dated 31.08.2007). Further if the charged official requests to allow him to nominate a legal practitioner/advocate, the Inquiry Officer should refuse to accede to his request.
5. Before the regular enquiry commences, it is mandatory to allow the charged official to have access to all the documents specified in the charge under annexure III. If he requests photocopies of the same should be provided to him. Failure to provide copies will be amounting to denial of reasonable opportunity.
6. At the preliminary hearing, the Presenting officer will read out the charges and the Inquiry authority will ask the charged official if he agrees or not. If he agrees unconditionally, then his statement will be recorded and the IO will close the inquiry and prepare his report submit to the Disciplinary authority for further necessary action.
7. Whereas, if the charged officer has denied the charges, then regular hearing and recording of evidence will start and the daily proceedings are recorded in document called daily order sheet which should be signed by IO, PO & the CO, and witnesses on each page.
8. Both the PO & CO have the right to examine and cross examine the witnesses specified in the charge sheet. If during the inquiry, the CO wants more witnesses not specified in the charge are to be summoned, his request should be considered on the principles of natural justice. Likewise, if the PO desires new witnesses to be called, the CO should be informed well in advance. It should be borne in mind that granting reasonable opportunity to the CO to defend himself is the corner stone of the disciplinary proceedings.
9. Once all the witnesses are examined by the PO and cross-examined by the CO, the IO shall conduct a General examination to clear his doubts by direct questions to the CO on the circumstances which, in his opinion, still go against him. The IO should ensure that this stage is not omitted in the process of hearing except where
the CO has offered himself to be his own witness and subjected to cross-examination. While putting questions during the general examination, the IO should disclose to the CO the circumstances going against him in the evidence recorded.
10. Soon after the General examination of the CO, the IO will direct the PO to submit a written brief to the Inquiry Officer by a due date and a copy directly to the CO, encompassing all the proceedings and his stand and on its receipt the CO shall submit his written brief to the IO within a specific period. After examining the entire gamut of the proceedings the IO will prepare the Inquiry report and submit to the Disciplinary authority.
11. The Disciplinary authority will send a copy of the inquiry report to the CO and await his representation giving time of 15 days and will make his final order.
12. The disciplinary authority has the power to agree or disagree and issue final order. If he disagrees, the reasons should be recorded before imposition of penalty.
13. The employee has the liberty to file appeal before the prescribed appellate authority within 45 days from the date of receipt of final order and if he fails to prefer to appeal or files belatedly without justification, the Disciplinary authority is empowered to reject the appeal. It should be borne in mind that even in the absence of the appeal from the employee it is open to the appellate authority to examine the issue call for records and enhance or reduce or set aside the penalty if it is of the view that the penalty is disproportionate to the gravity of misconduct or if the rules laid down in were given a go by.
Where inquiry is not mandatory:
1. Where an employee has been penalized due to conviction on a criminal charge
2. Where the disciplinary authority is satisfied that it is not reasonably practical to hold enquiry in the manner explained above. In KVS as per article 81 (b), if an employee misbehaves with students involving moral turpitude then summary enquiry would be conducted and if the immoral behavior is established such immoral employee would be terminated. The reason is that the students can not be subjected to arduous grilling/questioning unlike adults.
If the charged employee dies during the pendency of disciplinary proceedings, the proceedings should be dropped.
Article 81 (d) is invoked when the employee commits misconduct by remaining on unauthorized absence for which a different procedure has been prescribed as explained in the above chapter.
Standard forms of Disciplinary proceedings
Standards forms under all disciplinary proceedings, suspension etc are the same as provided in CCS(CCA) Rules, 1965. The standard forms to be fused under the following occasions are placed in Appendices XIV TO XXIII of Education code.
1. Order of suspension
2. Certificate to be furnished by the suspended employee3. Order for revocation of suspension order4. Charge sheet for major penalties5. Order relating to appointment of Inquiry officer/Board of inquiry6. Form for forwarding the inquiry report to the charged officer7. Memorandum of charges for minor penalties8. Order for taking disciplinary action in common proceedings
Form of the order placing an officer under suspension when he is detained in police custody.
CHAPTER 23
COURT CASES – AN OUTLINE
KendiryaVidyalayaSangathan has been brought under the jurisdiction of the Central Administrative Tribunal with effect from 1st January 1999as per the DOPT orders. In case where a complaint is filed with the Bench of the CAT against the vidyalaya/VMC/KVS, immediate arrangements for defence shall be made in with the Advocate appointed as presenting officer for the Tribunal. The expenditure for this purpose shall be met out of the contingent grant sanction to the vidyalaya/RO.
Normally, all the grievances of the employees / general public are addressed to by the Competent authorities timely and as per the relevant rules. In case of any deviation from the normal rules due to the conduct of the employees or otherwise, the department may take a serious view and reject their claims. Such incidents may force the employees / general public to proceed to the Courts for justice. The Central Government has formed Central Administrative Tribunals during 1985 to address the grievances of employees arising out of their employment / service conditions immediately without much delay.
The employees can file an Original Application in the CAT and the Hon’ble CAT after hearing at the admission stage directs the department / respondents to file the reply / counter affidavit within 3 / 4 weeks. The Department / Respondents get the para-wise comments prepared by the concerned section / RO where the incident happened. After getting the same the reply to the O.A is filed through the Legal Advisor / KVS Standing Counsel and a copy of the same will be given to the applicant for his reply / rejoinder. Soon after the rejoinder is filed , the matter will be heard. After the hearing from both sides the Hon’ble CAT decides the matter as per rules and directs the respondents to consider the application of the employee by a specified date and allows the O.A. In case the matter is not according to the law the CAT may dismiss the same without any costs.
The Department after receiving the copy of the order if it is against the policy of the KVS may take a decision to file an appeal against the order in the Hon’ble High Court along with an application praying interim suspension of the operation of the order of Hon’ble CAT. In case the High Court refused to grant interim
suspension and admitted the matter, the Dept. may have to comply the orders of CAT subject to the outcome of the Writ appeal. In case the Department / KVS has decided to comply the decision of the CAT, then the orders will be passed by the Competent Authority in Sangathan.
In case the decision of the Hon’ble High Court also is in favour of the applicant and if it is against the policy of the Sangathan, KVS may file appeal in the Apex Court i.e. Hon’ble Supreme Court of India, for which the Regional Office is required to forward the certified copy of the order of the High Court. In case the decision of the Supreme Court is also in favour of the applicant, then KVS has no other alternative than to comply the order of the lower court.
CHAPTER 24
MAJOR AND MINOR PERNALTIES-AN OUTLINE:
What is misconduct? Oxford Dictionary defines misconduct as unacceptable or improper behaviour especially by an employee or professional person and mismanagement especially culpable neglect of duties. From this definition it is clear that an every employee has to behave in an acceptable or proper manner enjoined in law and shall not perform such duties which can be termed as blameworthy. Then a question arises as to what are all the acts amounting to misconduct. In KVS? The provisions of CCS (Conduct)Rules, 1964 shall apply mutatis mutandis to all the employees of . In addition to this, the code of conducts as explained in Art. N0.59 of Education code (August 2006 edition). Every employee of KVS is required to adhere to this code of conduct scrupulously failing which shall make the employee liable for action under the CCS (CCA) Rules 1965.
Now it is settled that an employee committing misconduct is liable to be penalized. But there should be well classified rules for imposing penalties and more importantly the misconduct of the employee should be thoroughly enquired and the commission of misconduct by the employee should be clearly established beyond doubt by holding departmental enquiry.
What are the penalties laid down in CCS (CCA) Rules 1965 to be imposed if the misconduct/misbehaviour of KVS employees established beyond doubt?. It is the accepted principle that the penalty should be proportionate to the gravity or magnitude of misconduct. If one hand of a boy is chopped of for having stolen paltry amount of Rs.100 such punishment is disproportionate, cruel inhuman and against the Principles of Natural Justice. Therefore, keeping in view the above said philosophy, Govt. of India has prescribed two kinds of penalties namely minor penalties and major penalties under rule 11 of CCS (CCA) Rules 1965.
Minor Penalties:
1. Censure2. Withholding of Promotions3. (a). Recovery of whole or part of pecuniary loss caused to the govt. caused by
official’s negligence or breach of orders from the pay of the official concerned.
(b). Reduction to the lower stage in the time scale of pay by one stage for period not exceeding three years without cumulative effect and not adversely affecting his pension.
4. Withholding future increments of pay
Major Penalties:
1. Reduction to the lower stage in the time scale of pay other than 3 (b) above2. Reduction to a lower time scale of pay, grade, post or service or service for a
period to be specified in the order of penalty3. Compulsory Retirement4. Removal from service (which is not a bar for future employment in Govt.)5. Dismissal from service.
As I stated in para 2 above, the penalties can be imposed only after proving beyond time that the employee committed misconduct. Major penalties can be imposed only after holding enquiry as envisaged under Rule 14 of CCS (CCA) Rules 1965 while minor penalties can be imposed without holding enquiry. But it should be borne in mind that the decision not to hold enquiry should be fairly and sparingly taken by the Disciplinary authority. If the employee charge sheeted under Rule 16 demands that an enquiry should be conducted under certain circumstances, his request should not be simply turned down. Inquiry is compulsory in minor penalty proceedings, if it is proposed to withhold increment for a period exceeding three years or with cumulative effect for any period or withholding of increment is likely to adversely affect the pension payable to the official.
CHAPTER 25
ACTION TO BE TAKEN ON INTERNAL AND A.G. AUDIT REPORTS AND SUBMISSION OF PROPER REPLIES .
INTERNAL AUDIT REPORT:
i) Replies are required to be submitted in duplicate within a month from the date of issue of the Report, thereafter every 15 days till the audit paras are brought to NIL in the format given below.ii) Replies to Part I of Audit Report i.e., Records not maintained and produced has to be furnished. Non-maintenance of records and non-production of records is a serious observation. Records should always be maintained, updated and invariably
produced to audit and replied accordingly. No excuse will be entertained/ accepted for non-maintenance of records. Reply such as ‘noted for future guidance’ should not be furnished to this audit para.iii) The Part III A of the report contains the paras relating to Serious Irregularities, replies of which should be given with care and all supporting documents and reasons/justifications for such lapse for further necessary action by the DC/FO.iv) Replies to pending paras of previous Internal Audit Reports have to be invariably furnished along with the current Audit Report in chronological order. Compliance to audit paras of current Audit Report will be incomplete without furnishing the replies to pending paras of previous audit reports. All efforts should be made to furnish fresh/ new replies to the pending paras of previous audit reports to justify and substantiate the deficiency/ error along-with documentary evidence/ proof for dropping the para. All efforts should be made to get the old/ pending audit paras of previous audit reports.v) Replies to all the audit paras should invariably be furnished and should not be left blank.vi) Recoveries/ payments, leave entries etc., pointed out in audit paras should be attended to immediately. All recoveries/ payments should be made immediately. Leave entries should be updated immediately. Proper reference such as Receipt number, date, Pay Bill number/ month/ date, amount recovered, paid should invariably mentioned against each audit point/ para with a request to drop the same. The Principal should personally verify all recoveries and payments, leave entries at the time of furnishing replies and authenticate the same for dropping.vii) Every effort should be taken to initiate appropriate action to the observation made in audit para. Replies such as ‘noted for future guidance’, ‘action will be taken’ should be avoided.viii) Every effort should be made to get the audit paras dropped and brought the number of audit paras to NIL.ix) Entire audit para should be furnished instead of furnishing one line brief of audit para. x) The format for furnishing replies should be horizontally typed instead of vertically.xi) Against each audit para information of year of report, part number and para number should be invariably furnished.xii) Equal space should be provided for the columns, Brief of para, Reply by the Vidyalaya and Observation/ remarks of Regional Office.xiii) Enough space must be provided for observation/ remarks of the Regional Office.xiv) For missing vouchers, missing entries, proof, evidence, documents, the Principal may personally verify the same at the time of furnishing replies and authenticate the same for dropping paras.xv) Appropriate and complete reply with justification may be made with a request to drop the audit para.
PRESCRIBED FORMAT FOR FURNISHING REPLIES TO OUT STANDING PARAS OF INTERNAL AUDIT REPORT.
S. Year of Report
Part No.
Para
Brief of Para Reply of Vidyalaya
Comments of Regional Office
No.
No.
Signature of Principal signature of DC, KVS, RO, ______
4. A.G. AUDIT REPORT:
i) Replies are required to be submitted in triplicate within a month from the date of issue of the Report, thereafter every 15 days till the audit paras are brought to NIL in the format given below.ii) Replies to Part I of Audit Report i.e., Records not maintained and produced is required to be furnished. Non-maintenance of records and non-production of records is a serious observation. Records should always be maintained, updated and invariably produced to audit and replied accordingly. No excuse will be entertained/ accepted for non-maintenance of records. Reply such as ‘noted for future guidance’ should not be furnished to this audit para.iii) Replies to pending paras of previous A.G. Audit Reports have to be invariably furnished along with the current Audit Report in chronological order. Compliance to audit paras of current Audit Report will be incomplete without furnishing the replies to pending paras of previous audit reports. All efforts should be made to furnish fresh/ new replies to the pending paras of previous audit reports to justify and substantiate the deficiency/ error along-with documentary evidence/ proof for dropping the para. All efforts should be made to get the old/ pending audit paras of previous audit reports.iv) Replies to all the audit paras should invariably be furnished and should not be left blank.v) Recoveries/ payments, leave entries etc., pointed out in audit paras should be attended to immediately. All recoveries/ payments should be made immediately. Leave entries should be updated immediately. Proper reference such as Receipt number, date, Pay Bill number/ month/ date, amount recovered, paid should invariably mentioned against each audit point/ para with a request to drop the same. Copy of proof/ documentary evidence may be attached. The Principal should personally verify all recoveries and payments, leave entries at the time of furnishing replies and authenticate the same for dropping.vi) Every effort should be taken to initiate appropriate action to the observation made in audit para. Replies such as ‘noted for future guidance’, ‘action will be taken’ should be avoided.vii) Every effort should be made to get the audit paras dropped and brought the number of audit paras to NIL.viii) Entire audit para should be furnished instead of furnishing one line brief of audit para. ix) The format for furnishing replies should be horizontally typed instead of vertically.x) Against each audit para information of year of report, part number and para number should be invariably furnished.
xi) Equal space should be provided for the columns, Brief of para, Reply by the Vidyalaya and Observation/ remarks of Regional Office.xii) Every effort should be made to furnish the replies within the prescribed time limit.xiii) Every effort should be made to furnish the replies to the remaining audit paras till the time the number of pending audit paras are brought to NIL.xiv) The Principal should affix his signature on the bottom of last page of the compliance on the Left hand side leaving sufficient space for affixing signature of Deputy Commissioner/ Finance Officer, KVS, RO, Hyderabad on the bottom of the last page on the Right hand side.xv) Enough space must be provided for observation/ remarks of the Regional Office.xvi) For missing vouchers, missing entries, proof, evidence, documents, the Principal may personally verify the same at the time of furnishing replies and authenticate the same for dropping paras. Copy (s) of documentary evidence/ proof may be attached wherever required.xvii) Appropriate and complete replies with justification may be made with a request to drop the audit para.
PRESCRIBED FORMAT FOR FURNISHING REPLIES TO AUDIT PARAS OF A.G. AUDIT REPORT
S.
No.
Year of Report
Part No.
Para No.
Brief of Para Reply of Vidyalaya
Comments of Regional Office
signature of Principal signature of DC, KVS, RO, ______
CHAPTER 26
MAINTENANCE OF SERVICE REORDS
1. As per KVS rules, a service book in the prescribed format must be maintained for every employeeholding a temporary or substantive post from the date of his/her first appointment. The service boos should be kept under the custody of the Principal.2. Particulars to be recorded in the service register with attestation of the principal:
a. Employee has been medically examined and found fit.b. His/her character and antecedent s have been verified.c. He/she should furnish declaration of his/her not having contracted bigamous
marriage.d. He/she has taken oath of allegiance/affirmation to the constitution.
e. He/she has furnished declaration of Home town.f. The correctness of entries of the flowing items in part-1-BIO-DATA has to be
verified from original certificates furnished as valid documentary evidence for the respective purpose at the time of initial appointment.i. Whether the employee is a member of SC/ST/OBC.ii. Date of Birth by Christian Era (both in words and figures).iii. Educational qualifications at the time of initial appointment and
subsequently acquired.g. He/she has filed nomination for GPF/CPF/NPS and Group Insurance.h. He/she has furnished the details of family members.i. He/she has filed nomination for Death-cum-retirement gratuity.
3. ENTRIES TO BE RECORDED ON YEARLY BASIS
Entries regarding the recovery of KVSEWS subscriptions, annual increment, and service verification should be recorded on yearly basis duly attested by the Head of the office in the service register of the employee concerned without fail. However, the KVSEWS and service verification entries should be updated at the time of transfer of the employee, before the SR is sent to the other KV/office.
4. Important entries to be recorded in the service book.
1. Entries regarding the initial appointment with post and scale of pay, date of joining (AN/FN) should be invariably recorded in SR and attested by the Head of office. Occurrences of events involving a change in the post, station, scale of pay or nature of appointment which will include appointment, promotion, selection, reversion, deputation, transfer, increment, leave, suspension and other forms of interruptions in service. 2. Entries regarding availing LTC either by the KVS employee or by his/her family members or both with the details of leave availed and the EL encashment paid (an employee can avail 6 times EL encashment while availing LTC as per 6th CPC).3. Previous service, if any, to the recorded after verifying the facts and on obtaining the required approval from the competent authority.4. A leave account shall be maintained in the prescribed form for each KVS employee by the Head of the office in the format prescribed. As per 6 th CPC, the vocational staff including the sub-staff is eligible to get 10 days of HPL for each 6 monthly periods. It should be consulted, before any staff is sanctioned leave, to very if the leave is actually admissible and available at his credit.5. It shall be the duty of the Head of the office to initiate action to show the service book to the Govt. servant concerned every year and to obtain their signature therein in token of their having inspected the service book.6. Entries regarding courses attended seniority number, PF account number, confirmation, stoppage of increments, suspension, grant of senior scale, selection scale and MACP etc are to be recorded in the SR. In short, all the events in the
service of the employee should be recorded in the service register of the employee concerned duly attested by the Head of the office.
CHAPTER 27
ISSUE OF DUPLICATE COPY OF SERVICE REGISTER TO KVS EMPLOYEES
In terms of KVS Circular No.F.17-2005/RO./S/ AG(Audit) Dated: 13.08.2007, it is informed to all the Regional offices, ZIETs and Vidyalayas that the for theexistingemployees of the Sangathan, the photo copy of the service book duly attested has to be supplied to the existing employees of KVS by 30thSeptember, 2007.
In January each year the Government servant shall handover his copy of the Service Book to his office for updating the entriesas per the requirement of rule 257(3) ofthe General Financial Rule. The office shall update and return it to the Government Servant within thirty days of its receipt. It has also been decided that in respect of the newappointee, the duplicate service book will be handed over within one month of thedate of appointment. In case the Government servants' copy is lost by the government servant, it shall be replaced on payment of a sum of Rs. 500/-(GFR 257(4))
CHAPTER 28
VERIFICATION OF CHARACTER AND ANTECEDENTS
The Character and antecedent of the employee of a vidyalaya shall be got verified through the District Magistrate concerned with in six months from the date of appointment of such an employee on his/her first appointment. For principals, verification shall be done at the Regional office level. A copy of the attestation form in which the particulars are to be sent to the District authorities, in duplicate, is placed at Appendix- VI of Education code for KVS.
CHAPTER 29
REPORT ON PROBATIONERS
As per the terms and conditions of appointment, all employees will be on probation for a period of two years which may be extended to three years by the appointmng authority. For this purpose, two special reports on probationers, one on completion of 11 months of service and other on completion of 22 months of service, shllbe forwarded by the principal to the Deputy Commissioner of the concerned Regional Office. Where a probationary period has been extended, a report will also be written after 33 months for the date of appointment. In the case of principals, a probation report shall be written and submitted to the KVS HQ on completion of 18 months of
service and in cases where probation period is extended, another report should be submitted after completion of 30 months service. The specimen forms of the Report on probation for Principals and other staff are placed at Appendices VII and VIII of Education code for KVS.
CHAPTER 30
KVS QUARTER ALLOTMENT RULES
Allotment of quarters is governed by Allotment of Residence Rules 1998 of Appendix 28 of Accounts Code.
1. These rules apply to all the employees of the Sangathan.2. Eligibility: The Grade Pay of the officer in the present post held.3. Priority Date: In respect of lower type accommodation i.e., Type I to Type IV is the date of joining the Government service and for the higher type the date on which the officer starts drawing the relevant Grade Pay. The past service rendered by a re-employed pensioner shall be counted for determining the date of priority.
4. Ineligibility of employees owning house (s).
i. No employee of the Sangathan shall be eligible for allotment of residence if either he or any member of his family owns a house within 15 Kms.(20 Kms for Delhi, Calcutta, Mumbai and Chennai) from the place of his/ her place of posting.ii. Notwithstanding anything contained in (i) above the allotting authority may allot or reallot a residence to any employee if;(a) The house owned by him, his wife, any dependent child or by his father/ mother or any other dependent relation has been requisitioned by the Government/ local authority, or(b) It is proved to the satisfaction of the Allotting Authority that such house has been given on lease.iii. When residence has been allotted and the employee or member of his family becomes owner of a house within the limits and shall notify the allotting authority and shall vacate the residence allotted to him.iv. The provisions of this rule will not apply where sufficient number of residences is available for allotment to all the applicants.
5. Allotment to Husband and wife:
i. No employee shall be allotted a residence if his/ her spouse has already been allotted a residence at the same station either by the Sangathan or by the Central or State Govt., or UT Administration or a Public Sector Undertaking or an Autonomous Body unless the husband and wife are residing separately in pursuance of an order of judicial separation made by a court.
ii. Where two employees in occupation of separate residence by any of authorities or bodies, marry each other they shall within one of their marriage surrender the residence allotted by the other agency if the allotment made by the Sangathan is to be retained.iii. Where both husband and wife are Sangathan employees residing in the same residence allotted by Sangathan and the employee to whom residence is allotted is transferred on promoted and posted out of station, the existing residence may be allowed to be retained by his spouse till alternative accommodation as per entitlement of the spouse is made available provided a written request for the said purpose is submitted within 30 days of the relief of the allottee. This will not apply to family members.
6. Licence Fee with effect from 01.07.2010:
A. Residential Accommodation:
S.No.
Grade Pay/ Basic Pay
Entitled Type
Living Area(in Sq. mt.)
Licence feeRs.
Remarks
01. 1300, 1400, 1600, 1650, and 1800
I Up to 30 40 Sharing toilet facilities meant for more than two quarters
-do- I Up to 30 50 Sharing toilet facilities meant for two quarters
-do- I Up to 30 95 Old quarters with plint area less than 300 sq. ft.
--do- I Up to 30 115 Old quarters with plint area of 300 sq. ft. and more
02. 1900, 2000, 2400, 2800
II 26.6 to 4041 to 50
205260
-
03. 4200, 4600, and 4800
III 34.5 to 5556 to 65
310380
-
04. 5400, 6600 IV 59 to 75 420 -05. 6600 IV Spl. ‘D’ 76 to 91.5 525 -06. 7600, 8000 V-A DII Up to 106 740 -07. 8700, 8900 V-B DI Beyond
106900 -
08. 10000 VI A – C II Up to 159.5
1,100 -
09. 67,000 to 74,999 VI-B- C I Beyond 159.5
1,320 -
10. 75,000 to 79,999 VII 189.5 to 224.5
1,550 -
11. 80,000 and VIII 243 to 350 2,220 -
above 12 VIII 350.5 to
5223,270 -
For servant quarters Rs.50/- per month
7. Basis of allotment:
i. Save as otherwise provided in these Rules, a residence falling vacant will be allotted preferably to an applicant desiring a change of accommodation in that type, and if not required for the purpose, to an applicant without accommodation that type having the earliest priority date for that type of residence.
ii. Allottment of residence earmarked will allotted to employees whose residence is earmarked.
iii. Employees joining the Sangathan on deputation may be allotted residence of the eligible category or one category below on priority.
iv. Separate seniority list will be prepared showing the ordr in which the allotment is to be made for each type of residence.
8. Earmarking of residence:
Notwithstanding anything contained in the rules, any accommodation may be earmarked for allotment to such officers of the Sangathan as may be specified by the Commissioner.
9. Allotment Committee:
i. All applications for allotment shall be considered by the Allotment Committee constituted separately for each KV, RO and HQ consisting of such members as may be prescribed by KVS, HQ.ii. The Executive Committee of the vidyalaya will function as Allotment Committee in pursuance of Rule 10(1) of the KVS (Allotment of Residence) Rules, 1998.
iii. The Committee shall draw up a list of applicants eligible for allotment in the order in which residence may be allotted during the allotment year. The list shall remain valid for one year. A fresh list will be prepared and approved by the Allotment Committee at the beginning of each allotment year.
iv. A residence falling vacant will be allotted by the allotting authority strictly in accordance with these rules after taking into account the list prepared by the committee.
v. A letter of allotment shall be issued in duplicate to every employee to whom a residence is allotted and he shall be required to convey his acceptance or otherwise in writing on one copy of the letter of the terms of the allotment stipulated therein before actual possession of the residence is made over to him.
vi. If the employee to whom a residence is allotted does not accept the allotment or take possession of the residence within a period not exceeding 8 continuous days, from the date of receipt of the letter of allotment, the allotment will be treated as cancelled and he/ shall not be eligible for another allotment for a period of one year from the date of allotment letter.
vii. If an employee fails to accept the allotment of a residence within five days or fails to take possession of that residence after acceptance within eight days from the date of receipt of letter of allotment, he/ she shall not be eligible for another allotment letter. Such an employee will also not be eligible to the drawal of HRA for the period during which the allotted residence remains vacant or surplus.
10. A residence allotted to an employee may be retained on the happening of any of the events specified below:
S.No. Events Permission period for retention of residence
01. Resignation, dismissal removal from service, termination of service or unauthorized absence without permission
1 month
02. Retirement or terminal leave 2 months on normal licence fee; another 2 months on double the normal licence feeOn medical/ education grounds- Further retention 2 months on four time the normal licence feeSubsequent 2 months on six times the normal licence fee
03. Death of the allottee 2 years if the deceased or his/ her dependent does not own a house at the last station
04. Transfer to another KV/ RO, Headquarters at the same or other station in India
2 months
05. Transfer to another establishment outside the Sangathan or on deputation/ foreign service in India
2 moths
07. Tranfer to a KV outside India 4 months08. Leave other than leave preparatory
to retirement, medical leave or study leave
4 months
09. Maternity leave For the period of maternity leave plus the leave granted in continuation subject to a maximum of 5 months
10. Leave preparatory to retirement or For the full period of leave on full
earned leave granted to employees who retired under 56 (J)
pay subject to a maximum of 180 days in the case of leave preparatory to retirement and four months in other cases, inclusive of the period permissible in the case of retirement.
3. Study leave in or outside India (a) In case of occupation of residence below entitlement for entire period of study leave.
(b) In case of occupation of residence as per entitlement for a period of six months, beyond six months allotment of residence one below the entitlement from the date of expiry of six months or from the date of commencement of study leave if desired by the allottee.
4. Deputation outside India For the period of deputation but not exceeding six months
5. Leave on medical grounds For the full period of leave6. On proceeding on training For the full period of training
11. Maintenance of residence:
i. An employee to who a residence has been allotted shall maintain the residence and premises in a clean and hygienic condition to the satisfaction of the allotting authority. The employee shall not grow plants or trees contrary to the instructions issued or make any additions and alterations to the residence and shall not deface the glass-panes, walls, floors etc., No inflammable articles shall be stored in the residence.
ii. No employee or his/ her spouse or dependents is permitted under any circumstances to keep animals like cow, buffalo, goat, horse etc., violating this clause will be treated as misconduct on the part of the employee and the allotment of residence will be liable to be cancelled. In addition to this it will be treated as breach of these rules and penalty/ damages will be imposed as per Rules.
12. Personal liability of the employee for payment of licence fee:
i. The employee is personally responsible for payment of licence fee and for any damage beyond normal wear and tear caused to the furniture and fittings.ii. If the employee to whom residence is allotted is not a permanent employee of the Sangathan, he shall execute a security bond with a surety who is a permanent employee of the Sangathan.
13. Mutual exchanges of residence:
Employee to whom residence of the same type have been allotted under these rules may apply for permission to mutually exchange their residence. Permission may be granted if both employees are working in the same KV or RO or KVS, HQ and neither is likely to retire or transferred within 6 months.
14. Subletting and sharing of residences:
i. No employee shall share the residence allotted to him or outhouses, garages appurtenant thereto except for use of bonafide purpose of its allotment.ii. No employee shall sublet the whole or any part of his residence provided he/ she is proceeding on leave may accommodate any other employee as a caretaker for a period not exceeding 6 months.iii. Any employee who shares or sublets his residence shall do so at his own risk and responsibility and shall remain personally responsible for payment of licence fee and any damaged caused to the residence or precincts.
15. Consequences of breach of Rules and Conditions:i. If any employee to whom a residence has been allotted shares his residence or sublets or erects unauthorized structure or uses it for a purpose other than for which it was allotted, the allotting authority may without prejudice to any other disciplinary action or any other action under law, cancel the allotment including recovery of damages if any.ii. In case of unauthorized subletting, a period of 30 days shall be allowed for vacation of the residence. The cancellation of accommodation shall take effect from the date of vacation or expiry of 30 days whichever is earlier.iii. In case of cancellation of allotment for conduct prejudicial to the maintenance of harmonious relations with neighbours, the employee at the discretion of the allotting authority may be allotted another residence at any other place.iv. The allotting authority in addition to the action on breach of Rules can also make the employee ineligible for allotment of residence for a period of 5 years, this shall be in vogue even if he is transferred to other KV, RO/ HQrs.v. The allotting authority in addition to initiating action on breach of Rules shall institute disciplinary action on the employee.
16. Recovery of licence fee:
1. The employee shall not be paid HRA if any admissible and he shall pay flat rate of licence fee as fixed by the Sangathan or sponsoring agency.
2. In addition to licence fee the allottee shall bear the expenditure on consumption of water and electricity in respect of the residence. The payment of water and electricity shall be made direct to the authorities concerned. In the absence of separate meters, the share of the residence shall be payable and the same shall be deducted from the pay bill along-with the licence fee.
17. In case of overstayal in residence after cancellation of allotment, such employee shall be liable to pay damages for use and occupation of residence and without prejudice to the right of the competent authority to evict the employee from the residence and disciplinary action that may be initiated against the employee.
18. Government of Rules apply mutatis mutandis for Government residences.
19. The rules of sponsoring agencies apply mutatis mutandis.
20. The Commissioner of the Sangathan or any other officer designated by him shall relax the Allotment Rules for reasons to be recorded in writing. The decision of the Commissioner shall be final in interpretation of the Allotment Rules.
CHAPTER 31
VIDYALAYA MANAGEMENT COMMITTEE
The chapter –IV of Education code of KVS deals with the constitution of Vidyalaya Management Committee and its members. The composition of VMC shall be with 14 members, the 14th member being inducted by KVS HQ letter noF.2-16/87-KVS(Admn-I)/Pt-ii dated 5/10.10.2011 as a Technical member from MES, CPED etc. The tenure of the VMC is 3 years. The detailed functions/powers of VMC is explained in art no.31 of Education code duly modified by time to time by KVS. The VMC shall meet at least 3 times in a year ordinarily in the vidyalaya premises. These meetings should be in the 1st week of August, 1st week of December and 1st
week of February.
A. SALIENT FEATURES, FUNCTIONS/POWERS OF MANAGEMENT COMMITTEE
1) To exercise control over expenditure in respect of the funds released by the Sangathan for the Vidyalaya, collection in respect of VidyalayaVikasNidhi and other receipts in the manner laid down by the Sangathan. This shall include proper custody of funds, due control over expenditure, ensuring payments to proper persons and parties of correct amount and proper maintenance of accounts.
2) To prepare budget estimates for the next financial year and sending suggestions in respect of new items of expenditure with justification therefor.
This will include non-recurring items such as building , special repairs, furniture, equipment. Etc.
3) To exercise general supervision over the proper running and functioning of the Vidyalaya including maintenance of discipline among students as well as members of the staff, subject to procedures, rules and regulations prescribed by the Sangathan.
4) To make recommendations to the Sangathan about additional classes and sections, if any, to be formed in the Vidyalaya during the forthcoming academic year in order to accommodate children belonging to eligible categories.
5) To make suggestions to the Sangathan for any improvements in academics or other procedures relating to Vidyalaya including amendments in the prescribed rules and regulations.
6) To assist the Vidyalaya in securing local assistance and co-operation for its better working and growth.
7) To scrutinize and approve the annual report of the Vidyalaya.8) To discharge such other functions relating to the Vidyalaya as may be
prescribed by the Sangathan from time to time.9) As per the recent provisions, the Executive Committee will have powers up to
two lakhs in a year to condemn stores in respect of each Vidyalaya as per the procedure laid down in accounts code modified from time to time. However, cases involving fraud , embezzlement , mis-appropriation or theft will be condemned only with the approval of Commissioner, KVS(Hqrs).
B.COMPOSITION OF VIDYALAYA EXECUTIVE COMMITTEE MEMBERS.
Each KendriyaVidyalaya shall have an Executive Committee of the VMC comprising the following:
a) Chairman, V.M.C or his nominee Chairmanb) One Educationist member of VMC Memberc) One Parent Representative Member of VMC Memberd) One Teacher Representative Member of VMC Membere) Principal of the Vidyalaya Member-Secretary
The Executive Committee so constituted will be notified by the Chairman, VMC. In case , there is a vacancy in the VMC because of which a representative as above cannot be nominated, the Chairman, VMC will notify the Executive Committee without such representative , who may be included later.
Note: In situations where Chairman of the VMC is otherwise busy and has nominated an Officer to function as the Chairman’s nominee for the purpose of the KendriyaVidyalaya, the Chairman’s nominee shall perform all functions on behalf of the Chairman including presiding over meetings of the Vidyalaya Management Committee and the Executive Committee in the absence of the Chairman. The only
requirement will be that all decisions shall be brought to the notice of the Chairman for his approval.
CHAPTER 32
INCOME TAX:
1. Income from Salary:
1. Tax Deduction at source: DDO should deduct income tax at source in monthly equal instalments on the salaries disbursed by him from the beginning of the financial year i.e., April, as per estimated income calculated for 12 months based on salary income for the month of March after allowing exemption on provisional basis and remit the same to income tax Department within 07 working days. The deduction of income tax at source in monthly equal installments will be revised as per actual income based on actual salary income for the month of October, arrears etc., and income from other sources if any furnished by the employee after allowing exemptions based on actual receipts produced. Final adjustment should be done from the salary for the month of February.
2. Definition of Salary: Salary includes: i. Pay ii. DA iii. Overtime allowance iv. Bonus v. Leave salary vi. Advance of pay vii. Compensatory allowance viii. Value of rent free quarters ix. Fees x. Honoraria xi. Reimbursement of tuition feesxii. Pensionxiii. Subsistence allowancexiv. Interim reliefxv. House rent allowance to the extent not exempted under Section 10 (13 A) d xvi. Contribution to the New Pension Scheme.
B. Salary does not include:
i. T.A. granted on transfer/ tourii. Conveyance allowance.iii. Allowance granted to helper.iv. Allowance granted for encouraging the academic, research and other professional pursuit.
v. Allowance granted for purchase and maintenance of uniform.3. Salary income: Salary due, whether paid or not, advance salary and arrears of salary paid will be chargeable to income tax for that year. Advance salary and arrears of salary are taxable on receipt basis, but relief can be claimed on accrual basis, if it is advantageous to the employee.4. Incomes which are fully exempt from tax in case of Government servants:i. Death/ Retirement Gratuity.ii. Sumptuary Allowance and Uniform Allowance.iii. Reimbursement of cost of medical treatment subject to the limits prescribed.iv. Commuted value of pension v. Cash equivalent of leave salary received at the time of retirement on superannuation or otherwise.vi. Value of Leave Travel Concession.5.Incomes/ allowances which are exempted to maximum limits prescribed:i. House Rent Allowance:
1. Employee residing in a rented house, exempted allowed to the extent of least of the following:
(a) the actual amount of HRA received;
(b) rent paid in excess of 10% of salary;
(c) 50% of the salary if the residence is at Mumbai, Kolkata, Delhi or Chennai, 40% of salary if the residence is situated at any other place.
2. Employee residing in his own house, or in a house where he does not pay any rent/ pays rent not exceeding 10% of salary, no exemption is available and the entire amount of HRA drawn by him is taxable.
Note: Salary for this purpose is Pay, DA where DA is taken into account for pensionary benefits, CPF etc.,
*ii. Composite Hill Compensatory Allowance
*iii.Any special compensatory allowance in the nature of Border Area Allowance or Remote Locality Allowance or difficult Area Allowance or Disturbed Area Allowance.
*iv. Tribal Allowance.
*v. Special allowance granted to those working in any transport system to meet their personal expenditure.
vi. Children Educational Allowance subject to maximum of Rs.100 per month per child up to a maximum of two children (Rs.1200/- for one child/ Rs.2400/- for two children per year).
vii. Hostel Subsidy subject to a maximum of Rs.300 per month per child up to a maximum of two children (Rs.3600/- for one child/ Rs.7200/- for two children per year).
viii. Transport Allowance up to Rs.1600 per month for orthopedically handicapped persons and Rs.800 per month for others (Rs.19200/- for orthopedically handicapped persons / Rs.9600/- for others per year).
* Subject to maximum limits prescribed.
6. Permitted deductions allowed from total income:
1) Profession tax paid.2) Entertainment Allowance received by Govt. servant limited to one fifth of salary or Rs.5000/- whichever is less.3) i) Life Insurance premium payment limited to 10% of the sum assured.ii) Effect or keep in force a contract for deferred annuity.iii) Contribution to Provident Fund (does not include repayment of advance/ loans)iv. Contribution to approved superannuation fund.v. subscription to any such security/ deposit scheme of the Central Govt.,vi. Subscription to any such Savings Certificate as the Govt., may specify.vii. Contribution to Unit Linked Insurance Plan;viii. Subscription to units of any Mutual Fund;ix. Contribution to any Pension Fund set up by any Mutual Fund;x. Subscription to any such deposit scheme of National Housing Bank as may be notified by Central Govt.,xi. Subscriptions to any such deposit scheme of a public sector company engaged in long term financing for construction/ purchase of houses etc.,xii. Tuition fees paid limited to two children;xiii. Any instalment or part payment of the amount borrowed for construction/ purchase of residential property from Govt.,/ Bank/ LIC/ Co-operative Bank/ Housing Board/ Development Authority etc., The deduction of interest/ principal on amount borrowed is allowed to the extent given below:1. Interest on capital borrowed for purchase/ construction of the house on or after 01-04-1999 is deductible up to a maximum of Rs.1.5 lakhs directly from the income.2. In both the cases repayment of Principal is covered under Section 80 C.xiv. Subscription to equity shares/ debentures forming part of any ‘eligible issue of capital’;xv. Fixed Deposit for a minimum period of 5 years in the State Bank of India or Public Sector Bank or Scheduled Bank or post Office Five Year Time Deposit Scheme.xvi. Senior Citizens Saving Scheme, 2004;4. Contribution up to one lakh rupees per annum to the new pension fund introduced by the LIC or any other insurer notified by the Central Govt.,5. Contribution to the New Pension scheme, limited to ten per cent of salary.
6. Govt.’s or any other employer’s contribution to the New Pension Scheme limited to ten per cent of salary.
The aggregate amount of deductions under Sections 80 C, 80-CCC and sub Section (1) of 80-CCD should not exceed one lakh rupees.
7) i. Deduction of premium amount up to Rs.15000 paid by any mode of payment other than cash for medical insurance under any scheme framed by the General Insurance Corporation of India. Additional deduction of premium paid for parents up to Rs.15000 and up to 20000 if parents are Senior Citizens.
ii. Any contribution made to the CGHS;
iii. Deduction up to Rs.5000 for preventive health check-up has been allowed within maximum limit of Rs.15000/ Rs.20000 payment by any mode including cash.
8) An amount of Rs.50000 for an assesses for expenditure towards medical treatment including nursing, training and rehabilitation of any dependant being a person with disability and Rs.1,00,000 in cases of severe disability.
9) Special deduction of actual expenditure limited to Rs.40,000 in respect of dependent suffering from Cancer or Aids and Rs.60,000 if dependent is Senior Citizen.
10) If an assessee has taken any loan from financial institution or charitable institution for the purpose of his higher education or higher education of spouse/ children or legal guardian to a student, the amount of interest paid during the year can be deducted from the taxable income till the loan including interest is cleared or for a period of eight years, whichever is earlier.
11) Any donation for charitable purposes.
i.Donations for charitable purposes fall under two categories, (a) those which can be taken into account by the DDO and (b) those which assesses can get refund only through their Annual Income Tax Return from the ITO concerned.
ii. In respect of some donations the entire amount can be claimed as deductions while for others only 50% of the donated amount will be taken into account
12) Interest earned on deposits in a Savings Account up to Rs.10000/-
7. Income Tax Rates FOR THE Financial year 2012-13:
Taxable Income Income TaxVery Senior Citizens of 80 years and above
Senior Citizens 60 years and above but less than 80 years
Others
Up to 2,00,000 NIL NIL NIL
200,000 to 2,50,000
NIL NIL 10% of income exceeding Rs.2,00,000
2,50,000 to 5,00,000
NIL 10% of income exceeding rs.2,50,000
-do-
5,00,001 to 10,00,000
20% of income exceeding Rs.5,00,000
Rs.25,000 + 20% of income exceeding Rs.5,00,000
Rs.30,000 + 20% of income exceeding Rs.5,00,000
10,00,000 and above
Rs.1,00,000 + 30% of income exceeding Rs.10,00,000
Rs.1,25,000 + 30% of income exceeding Rs.10,00,000
Rs.1,30,000 + 30% of income exceeding Rs.10,00,000
Education Cess: 3% on Income Tax payable for all assesses.
8. Filing of Income Tax Returns:
i. Every person whose total income exceeds the maximum amount not chargeable to tax, should file annual income tax return irrespective of their tax liability.
ii. From the Assessment year 2011-12 an individual whose total income for the year does not exceed Rs.5 lakhs and consist of only income under salaries and income from other sources by way of interest from Savings Bank account not exceeding Rs.10,000 is exempted from furnishing a return of income, subject to conditions.
APPENDIX
DA RECKONER
4th CPC % 5th CPC % 6th CPC %1.7.1986 4 1.7.199
64 1.7.2006 02
1.1.1987 8 1.1.1997
8 1.1.2007 06
1.7.1987 13 1.7.1997
13 1.7.2007 09
1.1.1988 18 1.1.1998
16 1.1.2008 12
1.7.1988 23 1.7.1998
22 1.7.2008 16
1.1.1989 29 1.1.1999
32 1.1.2009 22
1.7.1989 34 1.7.1999
37 1.7.2009 27
1.1.1990 38 1.1.2000
38 1.1.2010 35
1.7.1990 43 1.7.2000
41 1.7.2010 45
1.1.1991 51 1.1.2001
43 1.1.2011 51
1.7.1991 60 1.7.2001
45 1.7.2011 58
1.1.1992 71 1.1.2002
49 1.1.2012 65
1.7.1992 83 1.7.2002
52 1.7.2012 72
1.1.1993 92 1.1.2003
55 1.1.2013
1.7.1993 97 1.7.2003
59
1.1.1994 104 1.1.2004
11
1.7.1994 114 1.7.2004
14
1.1.1995 125 1.1.2005
17
1.7.1995 136 1.7.2005
21
1.1.1996 148 1.1.2006
24
1.7.1996 159 1.7.2006
29
1.1.1997 170 1.1.2007
35
1.7.2007
41
1.1.2008
47
CHANGE OF HOMETOWN FOR PURPOSE OF LEAVE TRAVEL CONCESSION
1. Name & Designation :
2. Hometown (Present) :
3. Hometown (Proposed)a) Whether the place now declared is
One which required your physical :Presence at intervals for discharging various domestic and social obligations.
b) After entry in service how often You have visited this place? :
c) When did you last visit the place? :
4. Do you own any residential property atthis place?a) Are you a member of a joint family :
Having such property there?b) Are your near relations residing at :
this place?c) What is the relationship?d) Are these relations residing at this :
Place more or less on permanentbasis.
5. Did you reside at this place prior to yourentry into Government service? If so :for what period did you reside there?
6. List of family members with you on date :S.No. Name Age Relation
I declare that the above information is true to the best of my knowledge and belief.
Station: Signature Date: Designation
CHECK LIST TO BE ATTACHED WITH MEDICAL CLAIM WHILE REFERRING TO KVS (HQ) FOR SANCTION IN RELAXATION OF NORMAL RULESS.No.
Particulars Remarks
01. Name & Designation of the employee
02. Name of the Vidyalaya03. Date of receipt of the claim in the KV04. Date of receipt of the claim in the RO05. Name & address of the office of the spouse if
employed06. Whether spouse is getting any medical
allowance/ reimbursement from his/ her department or not.
YES/ NO
07. Whether any reimbursement in lieu of this treatment is received from any other source or LIC, etc., or not.
YES/ NO
08. Whether the patient is wholly dependent on the employee, if yes, declaration to this effect is available on the records or not.
YES/ NOCertified copy enclosed at page no.__________
09. Written representation of the employee stating the circumstances under which he/ she was enforced to take treatment in a private hospital (on separate sheet)
YES/ NOAttached at page No.______
10. Whether form for claiming reimbursement of medical expenses in CS 32 along with all prescriptions/ bills are attached or not.
YES/ NOAttached at page No.______
11. Whether Emergency Certificate issued by the hospital is attached or not.
YES/ NOAttached at page No.______
12. Whether Discharge Certificate issued by the hospital is attached or not.
YES/ NOAttached at page No.______
13. Name of the disease and duration of the treatment.
14. Name of the procedure/ treatment. Procedure ______________________Code No. _______________________
15. Distance from place of the illness to the Govt., hospital
KMs. ___________
16. Distance from the place of illness to the private hospital from where the treatment is taken.
KMs. _____________
17. Amount of the claim Rs.18. Recommendations of principal regarding
genuineness/ admissibility of the case as per Rules.
Signature of the Principal
Contd…2
-2-
For use in Regional Office:
Recommendations of Deputy Commissioner
01. Amount admitted for payment after pre-audit by FO/ DC
Rs.
02. Whether the rates admitted are as per CGHS/ AIIMS rates/ package rates
YES/ NO
19. Recommendations of DC regarding genuineness/ admissibility of the case as per Rules.
Signature of DEPUTY COMMISSIONER
Check list for examination of the cases for counting of past service – Sh./Smt./Kum.______________________________________
1. Whether Sh./Smt./Kum.___________ :________________ has applied in KVSthrough proper channel with due Permission (certificates)
2. Nature of organization where Sh./Smt./ :Kum. ___________________was serving prior to joining KVS i.e. Central/State/Public sector Undertaking/Autonomous Body/Aided etc. (Certificate)
3. Whether Govt. of India’s instructions :regarding counting of past service wereapplicable to the former department whenteacher joined KVS. If not, the date of adoption of these instructions by the previous employer.
4. If organization was aided by the Central/ :State Govt. the percentage of aid given byCentral/State Govt. (Certificate)
5. Period of service proposed to be counted :for pensioner benefits.
6. Whether previous employer is ready to :Pay the pro-rata retirement benefits to KVS
7. Whether teacher was a CPF or GPF optee :
8. Detailed breakup of the amount paid by :the previous employer on account of fund,pensionary liability, gratuity etc.
9. Whether option was exercised for counting :of past service in KVS for pensionarybenefits. The date of option?
10. EOL availed of by the teacher in previous :organization.
11. Date of relief from previous department. :Date of joining the sangathan. Date of Absorption in KVS (if lien was kept in previous department).
