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Members' Services Branch Parliament of India Rajya Sabha SECTIONAL MANUAL OF OFFICE PROCEDURE (SMOP) MEMBERS’ SERVICES BRANCH Rajya Sabha Secretariat (Members’ Services Branch) June, 2010 Parliament of India Rajya Sabha SECTIONAL MANUAL OF OFFICE PROCEDURE (SMOP) MEMBERS’ SERVICES BRANCH Rajya Sabha Secretariat (Members’ Services Branch) June, 2010 First Edition June, 2010 Rajya Sabha Secretariat http://parliamentofindia.nic.in email:[email protected] PRICE : RS. 90/- P R E F A C E Sectional Manuals of Office Procedure (SMOP) for various Sections/Branches in the Rajya Sabha Secretariat are being brought out for the first time to provide an insight into the working of different Sections/Branches of the Secretariat and the procedure followed for disposal of work. A consolidated SMOP entitled “Members Services Branch” for MS&A Branch, MA Section, Conference & Protocol Section and Stenographers’ Pool is part of this exercise. The publication provides the procedure followed in disposal of various items of work dealt with by these Sections/Branches. This publication is intended to serve as a guide for the staff and officers dealing with day-to-day functioning of these units. 2. Care has been taken to make the Manual comprehensive and up-to-date. It is hoped that the publication would be found useful by the staff and officers of the Secretariat. 3. Suggestions, if any, for improvement of this publication are welcome. NEW DELHI, V. K. AGNIHOTRI, June, 2010 Secretary-General. (i) C O N T E N T S PAGES M.S. & A. Branch 1 Introduction ............................................................................................................... 1 2 Functions and Responsibilities ................................................................................ 1-2 3.1 Salary Bills of Hon’ble Chairman, Deputy Chairman, Leader of Opposition, Members and their P.As. ......................................................................................... 2-3 3.2 Settlement of TA/DA of Deputy Chairman, Leader of Opposition, Members, Non- Official Witness, TA for cancelled/postponed/adjourned Meetings .......................... 3-4 3.3 Declaration of usual place of residence by New Members ..................................... 4-5 3.4 Issue of Identity Card to Members and their spouses ............................................ 5 3.5 Exchange Order Facility to Members ...................................................................... 5 3.6 Settlement of Indian Airlines Invoices ...................................................................... 5-6 3.7 Cancellation of Air Ticket ......................................................................................... 6 3.8 Settlement of Railway debit claims ......................................................................... 6 3.9 Settlement of Invoices pertaining to the Indian Parliamentary delegations going abroad ...................................................................................................................... 6 3.10 Assistance to Joint Committee on Salaries and Allowances of Members of Parliament and Amendments in the Salary, Allowances and Pension of Members of Parliament Act, 1954 and Rules made thereunder .............................................. 6-7 3.11 Budget—Apportionment of Budget Allocations and preparation of Revised estimates 7-8 3.12 Reimbursement of Medical Expenses ..................................................................... 8-9 3.13 Settlement of Telephone Bills of Members, Chief Whips, Leaders and Deputy Leaders of Various Parliamentary Parties and Groups and Chairmen of Various Parliamentary Committees ....................................................................................... 9-10 3.14 Settlement of Water and Electricity bills of Members of Rajya Sabha ................... 10 3.15 Settlement of Printing and Publication bills ............................................................. 10-11 3.16 Refreshment Bills of Chairman and Leader of Opposition ....................................... 11 3.17 Grant of Conveyance Advance to Members of Rajya Sabha ................................... 11 3.18 Grant of Pension to Former Vice-President of India, Ex-Members Residuary Pension and Grant of Family Pension to Spouse/dependant of deceased Member/ Ex-Member ............................................................................................................... 12-13 3.19 Reimbursement of Expenses incurred by the Member for purchasing Computer equipments ............................................................................................................... 13 3.20 Settlement of bills relating to Study Visits of Parliamentary Committees .............. 13 3.21 Distribution of Cheques received from P&AO .......................................................... 13-14 3.22 Issue of Parliamentary Bulletins .............................................................................. 14 (iii) (iv) PAGES 3.23 Updating of the Salary, Allowances and Pension of Members of Parliament Act, 1954; the Salary and Allowances of Officers of Parliament Act, 1953 and Rules made thereunder; the Salary and Allowances of Leaders of Opposition in Parliament Act, 1977and Rules made thereunder; the Leaders and Chief Whips of recognised Partiesand Groupsin Parliament (Facilities) Act, 1998 and Rules made thereunder; the Vice-President’s Pension Act, 1997 and Rules made thereunder . 14 M.A. Section 4.1 House Committee .................................................................................................... 14 4.2 Functions of the Committee ..................................................................................... 14 4.3 Duties/Responsibilities of the Members Amenities Section (MA Section) .............. 14-15 4.4 Joint Committee of Chairmen, House Committee of both the Houses of Parliament ................................................................................................................ 15 4.5 Accommodation to Members ................................................................................... 15 4.5.1 Transit Accommodation ............................................................................................ 15 4.5.2 Regular Accommodation .......................................................................................... 15-16 4.5.3 Guidelines for Allotment ........................................................................................... 16 4.5.4 Retention of Accommodation after ceasing to be Members of Rajya Sabha .......... 16-17 4.5.5 Localities where Rajya Sabha Pool accommodation is available ............................ 17 4.5.6 CPWD Enquiry Offices ............................................................................................ 17 4.5.7 Allotment of servant quarters and motor garages .................................................... 17-18 4.5.8 Procedure for obtaining occupation slips and surrender of residences ................... 18 4.5.9 Examination of cases of overstay ............................................................................ 18 4.5.10 Supply of Electricity and Water ............................................................................... 18 4.5.11 Furniture ................................................................................................................... 18 4.5.12 Allotment of electrical appliances, air-conditioners, refrigerators, etc. .................... 18 4.5.13 Maintenance of flats/bungalows, servant quarters and motor garages .................... 18-19 5.1 Allotment of guest accommodation in Western Court Hostel ................................. 19 5.2 Allotment of guest accommodation in V.P. House/North Avenue/South Avenue ..... 19-21 6.1 Telephone facilities to Members of Rajya Sabha ..................................................... 21 6.2 Surrender of telephone ............................................................................................. 21-22 7. Medical Facilities to Members ................................................................................. 22-23 8.1 Transport Facilities ................................................................................................... 23 8.2 Allotment of surplus defence vehicles...................................................................... 24 8.3 Refreshment bills in respect of Deputy Chairman’s Office ...................................... 24 8.4 Cultural Events ......................................................................................................... 24 8.5 Railway Booking and Reservation Office ................................................................. 24 8.6 Air Booking and Reservation Office ......................................................................... 24 8.7 State Bank of India .................................................................................................. 24 8.8 Post Office ............................................................................................................... 24 8.9 Filing of Tax Returns ................................................................................................ 24 (v) PAGES 8.10 Catering Arrangements in Parliament House ........................................................... 24 8.11 Members’ Refreshment Room .................................................................................. 25 8.12 Milk Stall and Milk Bar ............................................................................................ 25 Conference
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