CHAPTER 1 RESTRICTED FUNCTIONS AND ORGANISATION 1. The basic duties of the Officer-In-Charge are given in orders and instructions laid down by HQ DGBR from time to time. 2. The role of Record Office is summarised below:- (a) Maintenance of records of GREF Subordinates. (b) Under instructions issued from Border Roads Organisation, administration of the personnel, other than officers of the Border Roads Organisation whose records are maintained as regards posting, promotion etc. (c) To keep an upto date records of GREF subordinates of Border Roads Organisation in accordance with current instructions. (d) To carry out duties as laid down from time to time in connection with pay and allowances. (e) Issue of medals to entitled personnel (f) Control of Part II Orders received from the Units. (g) Issue of internal instructions for guidance of staff employed in the Record Office and issue of Record Office Instructions to Units. (h) Disposal of petitions from Ex-GREF personnel. (j) Allotment of GREF No immediately on recruitment. (k) Maintenance of Long Roll. (l) Maintenance of electoral rolls and disposal of ballot papers received from the Chief Electoral Officer or the Returning Officer. (m) To maintain close liaison with the PAO(GREF) and ensure expeditious final settlement of accounts timely. 1 RESTRICTED RESTRICTED (n) Watch receipt of basic documents from the GREF Centre and expedite the authorities concerned in case of undue delay. (o) Thoroughly scrutinise basic documents on receipt from GREF Centre. In case of discrepancies, action taken to get them rectified in conjunction with the controlling office or other Competent Authority. (p) Enter in the Record set of documents and attest all recordable entries pertaining to personal occurrences published in the unit or Record Office DO Part II. (q) Ensure that supporting documents of DO Part II are correctly received. (r) Raise observations on inaccurate, incomplete and missing DO Part II and progress rectifications of discrepancies till finally settled. (s) Prepare and maintain registers and documents required in connection with promotions, appointments, postings and transfer, courses, electoral rolls, honours and awards, medals dealt with by the Record Office. (t) Maintain and keep in safe custody basic and other documents in respect of non- effective personnel for such periods as are prescribed from time to time. (u) Visits to Units of GREF. Precedence and Authority of Record Office 3. The misunderstanding regarding the duties and responsibilities of Record Office quite often creates differences of opinion between Record Office and CEs Projects/TF Commanders particularly regarding postings, promotions and documentation. As a result the smooth and efficient functioning of the administration of CEs (P)/TFs/Units is thus hampered. 4. To ensure the smooth and efficient administration of the CEs Projects/TFs/Units, it is imperative for CEs Projects/TFs/Units Commanders to accept and comply with orders, instructions and circulars issued by the Record Office on record matters without procrastination. OIC GREF Records is responsible direct to HQ DGBR for all matters connected with Records and thus functions as the representative of the DGBR. His decisions are final subject only to they are being reversed on appeal to HQ DGBR on all record matters i.e. Posting, Promotions and so on. 2 RESTRICTED RESTRICTED Staff of Record Office 5. The Commandant GREF Centre is the ex-officio OIC Records. The Chief Record Officer is designated as Commanding Officer GREF Records. (a) Lt Col/ Jt Dir (Adm) - Chief Record Officer/Commanding Officer (b) Major/SAO - Senior Record Officer (c) Captain/AO - Record Officer (d) Subaltern/AAO - Assistant Record Officer 6. Record Office is organised on Groups and Sections basis as under. Organisation chart is at Appendix „A‟. (a) Effective Records Group (b) Coord Adm Group (c) Non-Effective Records Group (d) Local Administrative Section 7. Separate letters should be originated for different subjects so that each letter could be dealt with expeditiously by the appropriate group, section or sub section. Correspondence to Record Office 8. Correspondence intended for the Record Office will be addressed as under :- (a) In letters - Record Office „GREF‟ Dighi Camp Pune-411015 (b) In Telegram - GREF Records, Pune (c) Email - 9. Units will indicate group and section for whom the particular letter is intended for. List of subjects being dealt with by each Group/Section is given at Appendix „B‟. 10. It has been seen that the letters on record matters are addressed to GREF Centre which is incorrect and thus delays the disposal of such letters. Therefore, it is to be ensured that the letters are correctly addressed. RESTRICTED RESTRICTED 3 Visit by Unit Representatives 11. Intimation of visits by the CEs, TF Commander and OsC Units or his representatives to the Record Office to settle accumulated important problems which have not been or cannot be solved satisfactorily by correspondence, may be given well in advance to the Record Office. 12. The personnel coming to GREF Records/PAO GREF on temporary duty should be given Movement Orders for GREF Centre. In no case they will be given Movement Orders for PAO(GREF). Pay Accounts Office Introduction 13. At present IRLAs of all Supvrs and ORs are maintained by PAO (GREF), Pune- 411015. 14. The role of the PAO (GREF), Pune-15 is summarised below :- (a) Maintenance and safe custody of individual ledger accounts of effective as well as non-effective personnel. (b) Adjustment of pay and allowances in the IRLAs on the authority of Daily Orders Part II , acquittance rolls and other credit or debit vouchers. (c) Adjustment of miscellaneous claims submitted by the Record Office or units. (d) Pre-audit of service gratuity claims, authorisation of their payment. (e) Reporting of real debit balance cases to the unit of the individuals as well as to the Records Office. (f) Submission of quarterly statement of accounts in respect of every effective individual and disposal of observations made thereon. (g) Finalisation of accounts and signing of Last Pay Certificate. (h) Advising the Record Office on matters affecting pay and allowances of personnel. (j) Maintenance of GREF Personnel Provident Fund Accounts of Supvrs and OR authorising temporary advances, final withdrawals and final settlement thereof at the time of retirement, discharge and death. (k) Recovering Income Tax and transferring it to the Govt of India Account. RESTRICTED RESTRICTED 4 Correspondence with PAO (GREF) 15. All correspondence pertaining the matters mentioned in Para 14 above will be addressed by units direct to PAO (GREF), Pune and not through the Record Office for final settlement of accounts. 16. The correct form of address of PAO (GREF) is as under :- In letters In telegrams Email PAO (GREF) PAO (GREF) Adm Block, 2nd Floor Pune-15 GREF Centre Dighi Camp Pune-411015 17. Correspondence on queries to the PAO (GREF) should be fully supported by facts and references. Reference of hypothetical cases will be avoided. While referring individual cases even if previous correspondence have been exchanged, the full particulars, i.e., GS No, Rank, Name and previous unit if necessary should invariably be furnished to facilitate PAO (GREF) to trace out the case. Procedure to be adopted by units while making observations to PAO (GREF) as per instructions given by PAO „GREF‟ from time to time. RESTRICTED RESTRICTED 5 CHAPTER 2 RESTRICTED RESTRICTED PAY ACCOUNTS Introduction 1. The payment of all personnel of Border Roads Organisation is made from Imprest Accounts maintained by units. The individual running ledger account (IRLA) in respect of all personnel is maintained unit-wise by the PAO (GREF). Responsibility of Paying Officer 2. (a) Disbursing Officers are personally responsible for any breach of orders regarding payment of advances. Officers making irregular payments are liable for disciplinary action apart from being called upon to make good the amount, if any, which may prove irrecoverable. PAO have issued instructions to report selected cases to CEs/Cdrs, units or higher authorities on receipt of these reports. The authority concerned will take prompt action to investigate the case thoroughly and pin point the responsibility with a view to take suitable disciplinary action. (b) QSA will be the only legal authority for all payments to GREF personnel, based on IRLA. Making payments which will result in the QSA going into debit balance will be considered as a lapse and the officer making such payments will be held personally responsible and will be liable for punishment as awarded by the competent authority. (c) Cash payment to individuals are made from imprest on Acquittance Rolls (IAFF- 1114), comprehensive instructions for the preparation and disposal of Acquittance Rolls are printed on the cover of the Acquittance Roll Pad. Quarterly Statement of Accounts 3. (a) Quarterly statement of accounts of personnel are forwarded regularly by the PAO (GREF) to the individuals through their units as on 28 or 29 Feb, 31 May, 31 Aug and 30 Nov. The statements give a clear picture of the state of accounts of individuals and their entitlements. Observation from personnel are also looked into promptly by the PAO (GREF) also available on BRO site of PAO – www.paogref.org. (b) In case the individual is posted out to another unit, a nominal roll in respect of such individuals, indicating the unit to which posted will be submitted to PAO (GREF) and the statement of accounts forwarded to the new unit by the old unit direct under information to PAO (GREF). Units should watch receipt of quarterly statement of accounts in respect of newly posted personnel from their old units. This would be in the interest of personnel and also help in reducing avoidable complaints between units and PAO (GREF). 6 RESTRICTED RESTRICTED Action by Unit on Statements of Account 4. Immediately on receipt of the quarterly statement of accounts from PAO (GREF), the following action will be taken by the unit :- (a) The entitlements of the individuals shown in pay book will be compared with those shown in the statement.