OPERATING MANUAL
FOR
HUMAN RESOURCE DEPTT
NATIONAL HOUSING BANK Core 5-A, INDIA HABITAT CENTRE LODHI ROAD, NEW DELHI-110003
Page 1 Page 2 PREFACE
Operating Manual for Human Resource Deptt has been prepared by us in-house. The Manual has been written in simple language, and it covers the Recruitment and Selection of officers, Mentor Scheme, Confirmation, Training, Promotion, Pay Roll and Reimbursement, Terminal benefits, Post Retirement benefits, Entitlements on Resignation, Exit Interview, Annual appraisal of officers, Summer placement of students in the Bank, etc.
Major existing policies, various formats currently in use in the Human Resource Deptt have been placed in the Manual as annexure at the end of each Chapter to facilitate processing of papers by the officers posted in the Department. The Manual is expected to be ready source of guidance to the HR Officers.
It will be our endeavor to revise the Manual as and when HR policies are revised by the Bank from time to time.
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Table of Contents
Chapter Work area Page no. 1. Recruitment & Selection 7 2. Mentor Scheme 57
3. Absorption and PF Membership 65
4. Confirmation 81
5. Training 85
6. Annual Appraisal 111
7. Promotion and fixation of pay on Promotion 129 8. Pay Fixation on Wage Revision 149 9. Payroll & Reimbursement 153 10. Terminal Benefits 193
11. Post Retirement benefits 221
12. Entitlements on Resignation 241
13 Exit Interview 249
14. Summer placement of students 253
15. Index for Annexure 261
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Chapter 1
Recruitment and Selection
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Recruitment and Selection
Purpose:-
To enable sourcing & selection of the right fit of talent into the intended positions in the National Housing Bank to meet the current & future human resource needs.
Philosophy:-
To hire adequately qualified and competent employees suitable for the requirements of National Housing Bank so that NHB can maintain pace with its targeted growth rate in time with its charter. NHB is taking on new roles and activities and looking for new business segments. Such efforts need fresh human resources and proper utilization of existing resources.
Vacancy Identification:-
Vacancies for the various positions in NHB may be identified using following information which include:
(1) Sanctioned vs. Actual staff strength (2) Exit of the existing employees/ replacement. (3) New positions on account of business expansion. (4) Contract (temp or fixed term) appointment to fill identified talent gaps.
New Vacancy review and sanction by the competent authority:-
After new Vacancy identification, the same may be notified to the competent authority for its review and approval. The competent authorities are as indicated in the table below:
Sanctioning Authority of Sl. Posts Appointing Authority Posts 1. Officers in SMG Scale IV and Board of Directors Chairman and above Managing Director 2. Officers in MT Scale II and Board of Directors Executive Director MMG Scale III 3. Officers in MT Scale I Chairman and Managing Executive Director Director Source: - NHB’s Recruitment & Selection Policy.
Once the existing/newly sanctioned vacancies to be filled have been finalized, the proposal for filling vacancies may be taken up by HR Department for further action.
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Recruitment Proposal /Approval:-
HRD may initiate the process of recruitment and seek approval from competent authority for further action. Once the recruitment proposal is approved by competent authority, position may be floated for filling the vacancies in accordance with the approval.
Flow of Recruitment Process would be broadly as under:-
New Vacancy Review and sanction by competent authority.
Recruitment Proposal/ approval
Position Floated
Public Advt. Screening Profiles Lateral Recruitment
Eligible applicants listed
Conduct written test If written test required Yes
No
If Qualified/ Arrange & Conduct Shortlisted Yes GD/PI
No No REJECTION If Qualified/ Shortlisted
Yes
Page 10 Final Selection
Provisional Offer Letter to Candidates Back to Review
No Acceptance
Yes
Fit as per No Medical Test
Yes
Negative Candidate Joins & KYE Checks Office order is commenced issued
Types of Recruitment:-
A) Regular recruitment :
Recruitment of Regular employees on permanent basis who will be governed by service Regulations is done against sanctioned vacancies through open recruitment or Lateral recruitment as approved by the competent authority.
B) Contractual recruitment :
Contractual recruitment is done for identified specialised positions as per policy approved by the Board. Contractual employees may be selected directly by the Bank or employed through an agency on fixed compensation for the specified period. Recruitment of ex-servicemen through Directorate General of Resettlement or those who have registered under the directorate may also be considered on need basis.
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Following channels of recruitment may be adopted to fill the identified vacancies as per approval of the Competent Authority:
Regular Recruitment • Recruitment through Contractual Recruitment newspapers. • Internet (web-based) recruitment. • Recruitment using specialized agencies.
Public Advertisement:- Public advertisement is used to recruit officers on both regular & contractual basis.
i) Recruitment through Newspapers/Website
Brief advertisement inviting applications for vacancies at different levels may be advertised in atleast one English and one vernacular newspaper through the Corporate Advertising wing of BP & PD, so as to give wide coverage. A specimen of the Brief Advertisement is placed at Annexure 1.1 Detailed advertisement giving information about the posts, qualifications, experience, competencies required along with other details may be placed on the Bank’s Website www.nhb.org.in. IT Department may be specifically advised the date from which the Advertisement shall be placed on the Website and the date from which it shall be removed and shifted to the ‘Archives’ menu. A specimen of Detailed advertisement is given at Annexure 1.2
ii) Using Specialized Agencies
Bank may, if required, use the services of recruitment agencies for recruitment, including web-based agency. HRD may identify such specialized recruitment agencies for availing their services with the approval of CMD. The recruitment may be for permanent positions as also for contractual and /or temporary positions required for specific projects/competency gaps.
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Screening Profiles:-
Once the position has been floated and applications received in the Bank/Agency, the next step is to generate a list of applications received and filter the applications received from candidates in accordance with the eligibility criteria.
Eligibility Criteria
The minimum qualification and experience required for recruitment of officers at various levels will be stipulated by the Bank with the approval of CMD depending upon the requirement of skills and expertise for specific posts. Qualification and experience required in general will be as under:
(A) Educational Qualification/s (Minimum):-
i Management Trainee - Scale I Candidates with a Bachelor’s Degree from a recognized University and further qualifications as may be required by the bank may be recruited as Management Trainees – Scale I..
ii Management Trainee - Scale II A Bachelor's Degree from a recognized University and professional qualification such as CA, ICWA, CFA, MBA or post-graduate degree in Engineering, Architecture’ etc.
iii MMG Scale III (Manager) to TEG Scale VII (General Manager) The qualifications shall be decided as required for the position/s.
(B) Work Experience:-
i Management Trainee - Scale I Fresh graduates may be considered for recruitment. Preference may be given for postgraduate/ experienced candidates.
ii Management Trainee - Scale II
Post Graduates with two to three years experience in relevant fields may be considered for recruitment. Preference may be given for more qualified/experienced candidates.
iii MMG Scale III (Manager) to TEG Scale VII (General Manager)
Relevant experience shall be required depending on the post to be recruited for, as may be approved by the CMD.
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(C) Age Limit
The minimum age limit for recruitment of officers in Management Trainee Scale I shall be 21 years of age and maximum 28 years. Age limit for recruitment of officers in other scales shall be fixed by the Bank as per banking industry practice with the approval of CMD. Relaxations in upper age limit shall be allowed as per Government guidelines. Presently, candidates from following categories are eligible for upper age limit relaxation as shown there against.
Relaxation in upper age limit would be available as under :- (for all posts)
Sr. Category of Candidates Relaxation (a) Scheduled Caste (SC) and 5 years Scheduled Tribe (ST) (b) Other Backward Classes (OBCs) 3 years below Creamy Layer (c) Persons with Disabilities (PWD) 5 years (unreserved), 10 years (SC/ST) and 8 years (OBC) (d) Internal Candidates up to DGM 5 years Level (e) Internal Candidates at GM level 3 years (f) Internal reserve category Additional 5 years Candidates up to DGM Level to the relaxation set by Govt (g) Internal reserve category Additional 3 years Candidates at GM Level to the relaxation set by Govt
Eligible applicants listed:- Once the screening is done, the candidates found in sync with the eligibility criteria may be listed for written test/GD/PI, as has been approved in accordance with the nature of the position floated. The Listed candidates will go through the following selection criteria on the basis of positions floated:
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SELECTION PROCEDURE:-
i) Written Test
Written Test may be arranged for open recruitment for the posts of Management Trainee Scale I & Scale II through IBPS or other agency approved by CMD. The written test should be objective in nature and should comprise of tests in Reasoning ability, Numerical/Quantitative Ability, Language proficiency /comprehension, Computer Literacy and General Awareness.
ii) Group Discussion After written test, selected candidates may be called for Group Discussion, if required. In the past, Bank had called short-listed candidates for GD and interview in 1:5 ratio. The Group Discussion shall assess the candidates of their Communication, Team Orientation, Initiative and Leadership, Reasoning and Interpersonal/Social skills etc. The Committee to oversee conduct of group discussion is constituted by the competent authority as is the case for Interviews is given below. iii) Interview The Interview of selected candidates shall be conducted to judge the candidates of their knowledge, attributes in Communication and Presentation Skills, Drive to Perform, Attitude towards Work, Social Sensitivity and General Awareness etc.
Note: Generally, the above selection method shall be followed for Recruitment. However, if any deviation in the selection process is required, the same shall be authorized by CMD. Specimen Invitation letter /Group Discussion is given at Annexure 1.3
Interview Committee The Interview Committee shall comprise of the following members:
Sl. Posts Committee Members 1. CMD (chairman) 2. One ED (member) 1. Officers in SMG Scale IV and above 3. One GM (member) 4. One External Expert (member) 1. One GM (chairman) Officers in MT Scales I & II and 2. One DGM (member) 2. MMG Scale III 3. One SC/ST representative (member) 4. One External Expert (member)
The names of Members for the Interview Committee may be selected/ approved by the CMD.
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2) Campus Recruitment
As per the guidelines issued by Hon'ble Supreme Court of India, NHB doesn't participate in Campus Recruitment. Candidates are selected either by recruitment on all India basis or by lateral recruitment.
Short-listing / Final selection:- Short-listing/Merit-listing/Final selection of candidates shall be on the basis of the number of applications received, selection method used, cut-off marks decided and Merit- listing shall be on the basis of the performance of candidates. The Bank may maintain a panel of waitlisted candidates up to a period of one year. Candidates from the panel may be recruited to fill the vacancy from the same batch or new vacancy arising in the Bank during the currency of the waitlist. Number of candidates to be maintained in the waitlist panel may be in the ratio of 2:1 i.e. 2 candidates for each post for which recruitment has been made.
Offer Letter:-
After obtaining approval of the shortlisted/selected/waitlisted candidates, Offer letter may be issued to the candidates mentioning the period for joining, salary and terms & service conditions of job. Specimen offer letter is placed at Annexure 1.4
Acceptance:-
Receipt of acceptance from the candidates may be monitored. Status shall be put up for information to the HOD within 10 days of last date given in the Offer letter.
Medical Test:-
Once the candidate has accepted the offer, he/she needs to go through medical test prior to joining. Candidate should be found medically fit for appointment in the Bank by a Medical Doctor/Clinic/Hospital advised by the Bank. The Bank’s decision with regard to Candidate’s fitness or otherwise will be final and no correspondence will be entertained by the Bank in this connection under any circumstances. Cost of the medical examination will be borne by the Bank.
Page 16 KYE (Know Your Employee) CHECK:-
Every employee joining the Bank is required to undergo Person, Address, Character and Credential verification check as per the KYE Guidelines of the Bank. KYE check may run parallel with the candidate’s joining to confirm the validity of certificates & background verification through the reference check provided by the candidate.
For the purpose, every new employee shall be required to submit following documents before/at the time of provisionally joining service of the Bank: 1. Attestation form 2. 3 photographs 3. Declaration of fidelity & secrecy 4. Attestation of age 5. Attestation of domicile 6. Declaration to be bound by the staff regulations* 7. Attestation regarding knowledge of Hindi (Raj Bhasha) 8. Copies of any two of the following: Pan Card, Passport, Driving License, Ration Card, Election Card, Certificate from the Gram Panchayat, Certificate from a Gazetted officer for verification of the person and his/her residence 9. Copy of relieving order from the previous employer, if any 10. Declaration of assets and liabilities 11. Copies of the following: i) Education Certificates ii) Caste Certificate, if applicable iii) Appointment Offer letter with officer’s acceptance iv) Experience Certificates *to be taken from MTs on absorption
Action Check list given at Annexure 1.5 is to be completed and filed in Personal File of the officer, along with above documents.
Person and document verification may be commenced as under:
1) Verification with References given within 10 working days of joining.
2) Verification of cast certificate given within 10 working days of joining.
3) Police verification of the new officer within 10 working days of joining.
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In case reply is not received in the above matters, two reminders may be issued as under:
1) Verification with References: After 3-4 weeks of the previous letter. 2) Verification of caste certificate: After 6 weeks of the previous letter. 3) Police verification: After 6 weeks of the previous letter.
In cases where KYE check remains incomplete despite all efforts, the matter may be put up to the competent authority for appropriate decision.
In the case of officers recruited on Contractual basis, limited KYE check is required to be done. For details, reference may be made to the KYE Guidelines approved by the Board.
Trainee Period and Absorption:-
Candidates recruited in Scale I and II shall be taken initially as Management Trainees for a period of one year. During the period of trainee-ship, they will be paid a consolidated amount and specified facilities as may be approved by the Bank from time to time. Presently, consolidated sum of Rs 15,000/= for Scale I and Rs 17,000/= per month for Scale II is payable. In addition, bachelor’s accommodation is provided free of cost, on request, subject to availability. On successful completion of the traineeship period, the candidates will be absorbed in the services of the Bank as Assistant Manager (Scale I) or Deputy Manager (Scale II) on probation, the posts for which they were recruited. Procedure to be followed at the time of absorption is given in Chapter 3.
Interpretation and Review of the Policy and Guidelines Questions concerning the interpretation and application of the Policy and Guidelines shall vest with the Bank and in the event of any dispute; the decision of the CMD shall be final.
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Specimen Brief Advertisement ANNEXTURE 1.1
National Housing Bank (Wholly owned by the Reserve Bank of India) Human Resource Department India Habitat Centre, Core 5A, 4th Floor, Lodhi Road, New Delhi – 110 003
National Housing Bank Invites applications for the following posts:
Sl. Name of the post Grade/Scale Number of No. Posts 1 Senior Advisor On Contract 2 Advisor On Contract 3 Manager MMGS III 4 Management Trainee Scale II 5 Management Trainee Scale I
For details regarding eligibility, experience, application form etc. please visit NHB website on www.nhb.org.in.
Last date for receipt of Application is …………
General/Dy/Asstt General Manager (HRD)
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Specimen Detailed Advertisement ANNEXTURE 1.2
National Housing Bank
National Housing Bank is the apex financial institution in the country for housing setup under an act of Parliament and is a wholly owned subsidiary of Reserve Bank of India. The Bank is the regulator for housing finance companies as also a significant provider of development finance. The Bank seeks to catalyze institutional funds to reduce housing shortage in the country through various development initiatives particularly rural housing and housing for economically weaker sections in urban areas. The Bank is mandated for the holistic development of the housing finance market in the country. The Bank is an officer oriented, professionally managed institution with headquarters in Delhi and offices in Mumbai and Hyderabad with plans to open five other offices in the country over the next few months. The Bank seeks to promote excellence in its operations through research and analysis and adopting contemporary work practices and technology. The Bank offers a modern, congenial, professional work environment.
To address higher level of activities, the Bank invites applications for the following posts: 1. Post
Sl. Name of the Grade/ Scale of Number Reservat Age No Post Scale Pay of ion of Maximum Posts Post as on 01.01.2007 1. General Manager TMGS VII Rs.29340- 1 GEN 55 years 32600
2. Assistant General SMGS V Rs. 24140- 3 GEN 45 years Manager 26620 3. Regional SMGS IV Rs.20480 3 GEN 45 years Manager - 24140 (Information Technology) 4. Manager MMGS III Rs.18240 1 GEN 45 years - 22280 5. Deputy Manager MMGS II Rs.13820- 10 SC-1; 30 years 19920 OBC-2
Employees, who join the Bank’s service, at the age of 35 years or more, may within 90 days of appointment, elect to forgo their right to pension, whereupon the Pension Regulations will not apply to them and they will participate in the Bank’s Contributory Provident Fund Scheme.
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The Scale-wise approximate Gross Emoluments (Basic Pay +DA+HRA+CCA) Payable at Metro Centres is as under:
Grade/Scale Gross In addition, officers are also eligible for facilities like, Emoluments Gratuity, Defined contributory pension, Leave encashment, (Approx.) Leave fare concession for self & dependent family Scale VII Rs.40,000.00 members, Bank’s accommodation (No HRA Payable) or Scale V Rs.33,000.00 leased accommodation, Office car (only for Scale VII), Scale IV Rs.28,000.00 Reimbursement of conveyance charges/fuel expenses, Scale III Rs.25,000.00 Entertainment expenses, newspaper bills, telephone at Scale II Rs.19,000.00 residence, medical aid & hospitalization expenses for self & dependent family members, etc. as applicable under Bank’s rules.
Note: The Bank may at its sole discretion, consider granting advance increments to candidates with exceptional qualifications and/or experience in accordance with its internal norms and accepted practices.
2. Eligibility Criteria
A) Nationality/Citizenship A candidate must be either i) a citizen of India or ii) a subject of Nepal or iii) a subject of Bhutan or iv) a Tibetan refugee who came over to India before 1st January 1962 with the intention of permanently settling in India or v) a person migrated from Pakistan, Myanmar, Sri Lanka, East African countries of Kenya, Uganda, the United Republic of Tanzania, Zambia, Malawi, Zaire, Ethiopia or Vietnam with the intention of permanently settling in India, provided that a candidate belonging to categories (ii), (iii), (iv) or (v) above shall be a person in whose favor a certificate of eligibility has been issued by the Government of India. A candidate in whose case a certificate of eligibility is necessary, may be admitted to the examination/interview conducted by the Bank but on final selection, the offer of appointment may be given only after the necessary certificate of eligibility has been issued to him by the Government of India.
B) Reservation: Reservation to SC/ST/PH/OBC will be provided as per Government Guidelines.
C) Educational Qualification and Experience Note: 1. The candidate must possess the requisite educational experience and post qualification experience as on 01.01.2007. 2. For posts where experience is essential/desirable, it should be full time. 3. Experience in the relevant field for the post applied for will only be counted. 4. Computer Literacy: Basic knowledge in operating computer systems in Windows mode, knowledge of MS Word/Office, spreadsheets like MS Excel and familiarity with the Internet and email are essential.
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General Manager (TMGS VII) – 1 Post
Qualification
Bachelor’s/Master’s degree in any discipline from a recognized institute/ university. CAIIB or any other professional qualification will be additional qualification.
Experience: Minimum 20 years post qualification experience as an officer in a commercial bank/public financial institution. About 10 years experience in business development, loan origination, marketing of financial products, determining and interpreting market needs of which at least 2 years as independent head of a large branch/office. S/he must have networking skills, demonstrated track record of customer relationship management, managerial ability to oversee the setting up of representative offices and monitor performance to meet Bank’s goals. S/he must be willing to travel and work independently with minimum supervision. As a member of corporate management team, S/he will need to contribute effectively to the development and implementation of corporate strategy.
In case, a suitable candidate is not found for the position, it will be offered as TMGS-VI position to qualified candidates
Assistant General Manager (SMGS V) – 3 Posts
Qualification: A Graduate/post Graduate degree in any discipline from a recognized institute/university. M.Phil / PhD/ CAIIB will be an additional qualification.
Experience: a) Post qualification of about 10 years in Bank/financial institution / research institute out of which about 5 years experience in areas related to resource mobilization & treasury operations /rural financing / economic research work. S/he should be able to operate independently in a computerized environment. b) Details of experience required are given below:
Resource mobilization & treasury operations: The candidate must have hands on experience in fund raising through various instruments from capital market. In addition or alternatively, hands-on experience in treasury operations, front office and middle/back office is required. S/he must be well networked in financial markets and must be able to work independently. S/he must be familiar with market documentation and RBI guidelines.
Credit Operations: S/he must have worked as head of regional operations/large unit, with proven track record of meeting the targets, delivery on schedule. S/he must have organizational capabilities of high order, ability to motivate juniors, co- ordinate with peers and seniors to work as a team and network effectively with government, banks and financial institutions. S/He must be willing to travel extensively and provide operational shape to NHB’s initiatives in low income housing in particular.
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Economic research work: S/he should be capable of undertaking without supervision (1) Studies relating to market trends / general economic conditions using trend analysis and projections, data mining; (2) quantitative research & analysis of micro & macroeconomic indicators, international trends; (3) econometric models and forecasting technologies; (4) benchmarking with similar institutions in other countries. S/he must have demonstrated track record of publications / reports and be well networked professionally. S/he will be required to work to short deadlines.
Note: If suitable candidates are not found available for the posts above, the Bank reserves the right to offer position in SMGS IV to qualified candidates.
Regional Manager [Information Technology] (SMGS IV) – 3 posts
Qualification: A Masters Degree in Physics/ Mathematics / Statistics / Commerce / other Science subjects, CA / ICWA with a diploma in computer science or Management/ Information Technology from an institute/college of repute / university or a First Class in B.E./B. Tech Full Time 4 years Degree in Computer Science / Electronics / Electronics and Telecommunications / Information Technology or MCA or a 'B' Level Certificate from the Department of Electronics, Government of India.
Experience: Post qualification experience of about 8 years in computer related operational activities in a bank/FI or reputed commercial / IT organization. Call Centre/BPO related experience will not be considered. The applicant / candidate should have software Project management (Development& Implementation) capabilities and high degree of proficiency in any one or more of the following areas:
• Different operating systems • SAP Applications • Systems audit and cyber security management. • Networking • RDBMS (MS-SQL server & ORACLE) including data warehousing, demonstrated skills in integrating and networking of various stand alone applications with main operating system would be preferred.
Manager (MMGS III) – 1 Post
Qualification: A Graduate/post Graduate degree in any discipline from a recognized institute/university. CAIIB will be an additional qualification.
Experience: Post qualification experience of about 5 years in treasury operations in a scheduled commercial bank/financial institution/public or private sector companies of repute. The candidate must have hands on experience as front office dealer in money market operations and should be proficient with NDS, CBLO, Bill
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Market etc. S/He should be able to operate independently in a computerized environment. Exposure to Back and middle office functions, forex, equity, derivative markets will be given additional weightage. Candidate should have exposure to basic banking operations and finance.
Deputy Manager (MMGS II) – 10 Posts
Qualification: A graduate / post graduate degree in Banking/Finance/Business Administration/Economics/Statistics/IT/commerce/Science or CA / ICWA / CFA from a recognized institute/university. CAIIB will be an additional qualification.
Experience: Post qualification experience of about 3 years in the field of Information Technology or General and Rural Banking operations / Economics Division / Statistical Division in a Public Sector bank/Public financial institution, Housing finance company / Private Sector Bank / Financial Institution or research institute of repute.
3. Selection Procedure
The selection will be made on the basis of Group Discussion and/or Interview. Merely satisfying the eligibility norms do not entitle a candidate to be called for interview. The Bank reserves the right to call only the requisite number of candidates for the interview after preliminary screening / short listing with reference to candidates' qualification, suitability, experience etc.
4. Application Fee including Postal Charges (Non Refundable)
For SC/ST/PH: Rs. 50/- (For each post) For all others (including OBC): Rs. 250/- for each post
Note: 1. Requisite Application Fee must be paid by means of Bank Pay Order/ Bank Draft issued by a Scheduled Commercial Bank payable at DELHI in favour of NATIONAL HOUSING BANK along with the Application Forms 2. Bank Draft / Bank Pay Order must be purchased on or after the date of advertisement but on or before the last date of application 3. Payment by cash / cheque / money orders etc. will not be accepted 4. Candidates must write their names and addresses on the reverse of the Bank Draft / Bank Pay Order
5. Probation / Training
The probation period for General Manager (TMGS -VII), Asst. General Manager (SMGS-V), Regional Manager (SMGS -IV), Manager (MMGS -III) and Deputy Manager (MMGS -II) shall be 1 year.
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6. How to apply Download from the Bank’s web site http:\\www.nhb.org.in under caption “careers” and print application form in the format given at the end of this advertisement on a A4 size(210 X 297 mm) paper. Alternatively, the application form should be neatly typed in English. The Application Form for each post, complete in all respects, should be sent in a closed envelop superscribed “Application for the Post of ______” along with copies of Mark sheets/Experience Certificates/Caste Certificate to the Human Resources Division at the following address: Assistant General Manager Human Resources Division National Housing Bank Core 5 A, 4th floor, India Habitat Centre Lodhi Road, New Delhi - 110003
7. Last Date for receipt of Applications …………….
8. Call Letters
Call Letter for Group Discussion and/or Interview shall be sent to eligible candidates at the correspondence address given in their application form by ordinary post and requests for sending letters to a different address subsequently shall not be accepted.
9. Action against candidates found guilty of misconduct
Candidates are warned that they should not furnish any particulars that are false, tampered, fabricated or suppress any material information while filling up the application form and submitting certified copies / testimonials.
10. General Instructions 1. Applications not received in the Prescribed Format or received after the prescribed date will NOT BE CONSIDERED and the Bank shall not be liable for postal delay at any stage of communication. No correspondence will be entertained in this regard 2. Attempt to bring any outside influence, political or otherwise with regard to selection/recruitment shall be considered as disqualification 3. Mere Eligibility will not vest any right in a candidate for being called for the interviews 4. The selected candidates are liable to be posted /transferred to any of the present or future Offices of the Bank. 5. Caste certificate should be produced in original at the time of interview 6. Attested copies of proof of Date of Birth, Qualifications, Caste Certificate and/or NOC from previous employer should be enclosed along with the Application Form 7. The Bank reserves the right to modify the selection procedure, number of posts in its absolute discretion.
Date: General Manager (HRD)
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APPLICATION FORM
To National Housing Bank India, Habitat Centre Please Affix Lodhi Road, your recent New Delhi - 110003 passport size photograph and sign across
With reference to your advertisement in Employment News dated ______. I submit my application in prescribed format.
1. FULL NAME IN BLOCK LETTERS :
2. ADDRESS FOR CORRESPONDENCE:
PIN CODE
3. POST APPLIED: ______CODE:
(i) Category to which you belong SC: ST: OBC: GEN:
(ii) In case of Persons with disability: OH HI VH
(Indicate by √ mark in appropriate box)
Please write %of Disability : ______
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4. DATE OF BIRTH : DD MM YY
Age as on 01.01.2007 :______years.
5. PARTICULARS OF FEES (Demand Draft/ Pay order)
Name & Address of the Drawn in date of issue DD/PO No. Amount issuing Bank favour of
(Application fee should be sent in the form of DD/Pay Order payable to National Housing Bank, Payable at New Delhi only) cash, Money Order, Postal Stamps, Cheques, Postal Order etc. will not be accepted.
6. Contact Details
Telephone No. (with STD Code) Mobile No : E-Mail :
7. Indicate by √mark in appropriate box:
(i) Gender : Male : Female :
(ii) In case of SC/ST/OBC Candidate: (a) Name of the Caste/Tribe/Class : ______(b) Name of the state to which I belong :______8. Father's /Husband's Name :
Mr.
9. Nationality : ______
10. Place of Birth : Place ______Dist.______State ______
11. Permanent Address :
PIN CODE
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12. Educational/Professional Qualifications: (from 10th Standard onwards)
Exam. Passed Name of the Subjects Month & Year %age of Institution/Board of passing marks
(If space is not sufficient, please attach separate sheet). Please account for breaks, if any, in academic record.
13. Particulars of full time post-qualification experience (as on 01.01.2007)
Name of the Name of Period of Length of Nature of employer the Post Service Service duties Years Months performed From To
(if space is not sufficient, please attach separate sheet).
14. Languages known: (please write yes in appropriate box)
Language Read Write Speak (a) (b) (c)
15. Details of disciplinary proceeding and punishment, if any, imposed in the course of Employment by the employer(s) :______
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BEFORE MAILING APPLICATION PLEASE CHECK THAT YOU HAVE CORRECTLY MENTIONED,
1. The Post name & Post code you have applied for. 2. Category/Sub-category and have enclosed copies of necessary certificates for SC/ST/OBC/PWD Candidates. 3. Details regarding fees (Demand Draft/Pay Order). 4. Address for correspondence. Check List: 1. Candidate must enclose attested Photocopy of the qualification certificate, caste certificate and disability certificate etc. 2. Person must attach attested photo copy of the experience certificate. 3. Candidate must produce proper discharge Certificate from the employer before joining the Bank.
DECLARATION
I hereby declare that all the statements made in this application are true, complete and correct to the best of my knowledge and belief. I understand that in the event of any information being found false or incorrect at any stage or not satisfying the eligibility criteria according to the requirements of the relative advertisement, my candidature/appointment is liable to be cancelled/terminated. I am willing to serve anywhere in India. I agree that Bank has the right to transfer me to any part of the country at its discretion.
PLACE: ______DATE: ______SIGNATURE OF THE APPLICANT
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Sample Invitation Letter for GD/Interview ANNEXTURE 1.3
By speed post NHB (ND)/HRD/ /20… Date:-
Mr. XYZ Address
Dear Sir, Subject: Recruitment for the post of Manager
Please refer to your application for the post of Manager. You are requested to appear for a Group Discussion/Interview which will be held at the following date/venue:
Date January 25, 2010 Time 9.30 a.m. Venue National Housing Bank Core 5 A, 4th floor, India Habitat Centre, Lodhi Road, New Delhi - 110003
You are accordingly requested to report at the venue at least 30 minutes prior to the scheduled time.
Please bring with you the following original certificates along-with a photo copy of the same: (i) SSC Certificate showing Date of Birth (ii) All Degree Certificates (iii) Memorandum of Marks obtained in all the Degree Examinations (iv) Certificate/s of Additional Qualifications, if any (v) Experience Certificate/s, if any (vi) Certificate/s of other achievement/s, if any
Please affix a recent passport size photograph on the top right space on this call letter and bring the same with you while reporting at the venue.
Further please note that the Bank will not pay any T.A. /D.A. for attending the interview.
Yours faithfully,
Manager-HR
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Sample Appointment Offer Letter ANNEXTURE 1.4
NHB (ND)/HR/ /20….. Date……………..
Dear Sir/Madam,
APPOINTMENT AS MANAGEMENT TRAINEE
Please refer to your application for appointment as Management Trainee in the National Housing Bank and the subsequent interview you have undergone in this regard. 2. We are pleased to inform that you have been selected for appointment as Management Trainee in our Bank on the terms and conditions outlined below:- i) Your appointment as Management Trainee will commence from the date of your joining duty in the Bank and will be for a period of one year.
ii) You will be considered for appointment as Assistant Manager in Scale-I in the pay scale of 10000-470/6-12820-500/3-14320-560/7-18240/-in the Bank on successful completion of one year as Management Trainee, subject to your satisfactory performance and conduct as Management Trainee.
iii a) You will be paid lumsum remuneration of Rs. 15,000/- (Rupees Fifteen Thousand only) per month during the period of your service with the Bank as Management Trainee.
b) You will be provided free bachelor accommodation, if required, in the Bank’s quarter/leased flat, as the case may, subject to availability, at the center of your posting or Rs. 3,000/- (Rupees Three Thousand only) per month in lieu thereof.
c) You will be reimbursed Telephone/mobile expenses upto Rs. 500/- and expenses on purchase of book, magazine, newspaper upto Rs. 300/- per month. In addition, you will be provided Lunch facility as per Bank’s rules.
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d) You will be entitled to six days Casual Leave during the period as Trainee.
Note: Remuneration and other facilitate indicated above are provisional. The same as prevailing on the date of joining duty will be made available by the Bank.
iv) During the period of your service as Management Trainee, your services can be terminated by either side by giving one month’s notice or payment of one month’s remuneration in lieu thereof. The Bank is not obliged to furnish any reasons for termination.
v) You will be liable to be transferred to any of the offices of the Bank.
vi) You shall faithfully serve the Bank, obey its lawful commands, keep its secrets, diligently and carefully learn and perform such work and business as may be entrusted to you, attend to your work regularly during such hours as may be prescribed and perform such duties as may be assigned.
vii) You shall be responsible for charge and care of the Bank’s money, goods, stores and any property entrusted to you or in your hands and shall truly and faithfully account for or pass over or deliver to the proper person all money, goods stores and property which shall at any time come to your hands or under your charge on account of the Bank.
viii) You shall devote your whole time to your duties and shall not carry on or be concerned in any other business or occupation whatsoever. You shall not take out any patent for any invention made by you during the period of your service without prior permission of the Bank.
ix) In case of any dispute on interpretation of any part of this letter or rule governing your service howsoever arising, the decision of the Bank shall be final and binding.
x) The above terms and conditions are not exhaustive and hence you will be governed by the Rules and Policy of the Bank as framed from time to time.
3. This offer is subject to fulfillment of the following requirements:
Page 32 a) You should be found medically fit for appointment in the Bank by a Medical Doctor/Clinic/Hospital approved by the Bank. The Bank’s decision with regard to your fitness or otherwise will be final and no correspondence will be entertained by the Bank in that connection under any circumstances. Cost of the medical examinations will be borne by the Bank. However, no reimbursement of travel or conveyance expenditure will be given in this regard; b) You will provide names of two persons in your locality (not related to you; and acceptable to the Bank) with whom reference can be made by the Bank regarding your conduct, character and dependability; c) You will produce, at the time of joining, certificates in original, regarding your age, educational qualifications, experience alongwith two sets of true copies thereof. d) Scheduled Caste (SC), Scheduled Tribe (ST) and Other Backward Class (OBC) candidates should also produce SC/ST/OBC certificate in the prescribed form issued by one of the competent authorities empowered to issue such certificate. OBC certificate should not be older than one year. In this connection, please note that your appointment is Provisional and is subject to the Scheduled Caste/ Scheduled Tribe/ Other Backward Caste Certificate being verified through proper Channels. If the verification reveals that the claim of the candidate to belong to SC/ST/OBC is false and in the case of OBC candidate, belongs to Creamy Layer, his/her services will be terminated forthwith without assigning any further reasons and without prejudice to such further action as may be taken under the provisions of Indian Panel Code (IPC) for production of false Caste Certificate. e) In respect of candidates belonging to Physically Handicapped Category, the candidate will have to submit, at the time of joining, a Medical Certificate (current) issued by the Competent Medical Board showing the nature and extent of disability. f) Your placement as Management Trainee is subject to production of proof of the qualification from the ______(name of institution) on the basis of which the selection has been made. g) You will also produce, at the time of joining, Character Certificate (current) from the above institution, i.e. ______.
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4. In addition, your appointment is provisional subject to:- i) Submission of Clean Discharge Certificate/Relieving Order from your last employer, if any;
ii) Receipt of Satisfactory Reports from Two Referees; iii) Receipt of Satisfactory report from the Police authorities about your character and antecedents;
5. Please note that your appointment as Management Trainee does not by itself assure you of employment in Bank’s service, and will come to an end automatically on completion of the stipulated training period unless NHB decides to absorb you in its service as mentioned under Para 2.ii) above, upon satisfactory completion of training in which event you would be advised of the terms and conditions of appointment.
6. Please also advise the date by which result of the course being presently pursed in the ______, is scheduled to be declared. In this connection, please also note that if you do not report at the Bank’s Head Office within one week from the actual date of declaration of result or relief by the above institution, whichever is later, this offer shall stand withdrawn automatically.
7. If the above terms and conditions are acceptable to you, please return to us, within seven days of the date of receipt of this letter, a photocopy of this letter, duly signed at the place indicated below, in token of your acceptance.
We look forward to your joining our esteemed Bank.
Yours faithfully,
Dy. General Manager ------
Page 34
Acceptance of the candidate I accept Bank’s offer of appointment as Management Trainee and Terms and Conditions thereto. My result is scheduled to be declared on/around ______. I will report for duty by ______. Signature :______Name : ______Date :______
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ANNEXTURE 1.5
OFFICERS JOINING BANK SERVICE - ACTION CHECK LIST Check the following at the time of an officer joining Bank service: Initials Sl Action Point Done of officer with date 1. Education Certificates verified 2. Copies of education certificates taken 3. Character Certificate from college/educational institution, last attended, taken 4. Caste Certificate, if applicable, verified with Central Govt List 5. Copy of caste certificate taken 6. Copy of aptmt/offer letter with officer’s acceptance taken 7. Experience certificates verified
8. Copies of experience certificates taken 9. Copy of relieving order from pervious employer, if any, taken 10. Medical report received 11. Whether officer is medically fit 12. Attestation Form properly filled taken 13. Declaration of Secrecy taken 14. Attestation Form of age taken 15. Attestation Form of domicile taken 16. Declaration Form to be bound by the staff regulations, taken 17. Attestation Form regarding knowledge of Hindi, taken 18. Copies of any two of following taken, for verification of person and his/her residence: Pan Card, Passport, Driving License, Ration Card, Election Card, Certificate from Gram Panchayat, Certificate from a Gazetted officer 19. Above copies verified with Originals
20. Declaration of assets and liabilities, taken
21. Verification from references completed
22. Letter sent for Police verification
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23. Police verification completed 24. Letter sent for caste certificate verification, if applicable 25. Caste certificate verification completed 26. IT & Information Security Awareness undertaking taken
Page 37
National Housing Bank New Delhi
ATTESTATION FORM
WARNING: 1. Furnishing of false information or suppression of any factual information in this Attestation Form would be a disqualification and is likely to render the candidate unfit for employment in the Bank.
2. If detained, arrested, prosecuted, bound down, fined, convicted, debarred, acquitted, etc., subsequent to the completion and submission of this form, the details should be communicated immediately to the Bank to whom the attestation from has been sent earlier, failing which it will be deemed to be suppression of actual information.
3. If the fact that false information has been furnished or that there has been any suppression of any factual information in the attestation form, comes to notice of the Bank at any time during the service of a person, his/her service would be liable to be terminated.
1. Name in full [in block letters] SURNAME NAME with aliases, if any. [Please indicate if you have added or Affix Photograph dropped at any stage any part here and sign of your name or surname] across
2. Present Address in full [i.e. Village, Thana and District or House Number, Lane/Street/Road and Town]
3. Permanent Address in full
4. [a] Home (Place of Domicile) Address in full [i.e. Village, Thana and District or House Number, Lane/Street/Road and Town] 4. [b] If originally a resident of Pakistan/Bangladesh [erstwhile East Pakistan] the address in that country and the date of migration to Indian Union.
5. Personal e-mail i.d. and contact numbers:
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6. Particulars of Places [with period] of residence where you have resided for more than one year at a time during the preceding 5 years. In case of stay abroad, particulars of all places where you have resided fro more than one year after attaining the age of 21 years should be given:
From To Residential Address in full [i.e. Village, District Headquarter of the Thana and District or house No., place mentioned in preceding lane/Street/Road and Town] column.
7. Family particulars:
Sl. Name Nationality Age Place of Occupation Present Postal Permanent No [in full with [by birth in birth [If employed Address Home Address Aliases, if any] and/or by years give domicile] designation and Official Address] i Wife/Husband
ii Children 1. 2. iii Mother
iv Father
v Brother/s 1. 2. vi Sister/s 1. 2.
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8. [a] Information to be furnished with regard to son/s and/or daughter/s in case they are studying/living in a foreign country:
Name Date of birth Country in which studying/living Date from which with full address studying/living in the country mentioned in the preceding column
8. [b] Relationship, if any, in the National Housing Bank. If yes, furnish full particulars… …………………………………………………………………………………………………………..
9. Nationality
10. [a] Date of Birth [a]
[b] Present Age [b] [c] Age at Matriculation
11. [a] Place of birth, District and State in [a] which situated [b] District and State to which you belong [b]
[c] District and State to which your father [c] originally belongs
12. [a] Your religion [a]
[b] Have you ever changed your religion? [b] If yes, give full details [c] Are you a member of a Scheduled [c] Caste/Scheduled Tribe? If yes, indicate your caste, SC/ST status and enclose supporting Certificate as per Govt Rules
[c.i] If yes, also indicate complete postal [c.i] address of the authority whose has issued SC/ST certificate to you
[d] Are you a member of OBC? If yes, [d] indicate your caste, mention income and confirm that you are not included in the creamy layer and enclose supporting Certificate as per Govt Rules
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[d.i] If yes, also indicate complete postal [d.i] address of the authority whose has issued OBC Certificate to you
[e] Do you belong to a Minority [e] Community under PM’s 15 Point Programme? If yes, give details
[f] Are you handicapped? [f] Answer: Yes or No. If yes, give details and enclose necessary certificate from Competent Authority [g] Are you ex-serviceman? If yes, give [g] details
13. Health: Are you suffering from any ailment? If yes, give details
14. Educational Qualification showing places of education with years in School/s and College/s since 15th year of age:
Name of the Date of entering Date of leaving Examination passed School/College with full Address
15. [a] Are you holding or have you at any time held any post or appointment? If so, give full particulars with dates of employment, up-to-date:
Period Designation, Full name and Reason for From To Emoluments and Address of the leaving the Nature of Employer previous service Employment
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15. [b] [i] If the previous employment was under the Government of India, a State Government or an undertaking owned or controlled by the Government of India or a State Government or an Autonomous Body / University/ Local Body?, were any disciplinary proceedings framed against you, or had you been called upon to explain your conduct in any matter at the time you gave notice of resignation or termination of service, or at a subsequent date, before your services actually terminated? ...... ………………………………………………………………………………………………………………… …………………………………………………………………………………………………………………
15.[b] Have you been ever arrested? Yes/No [ii] [a] [b] Have you ever been prosecuted? Yes/No [c] Have you ever been kept under detention? Yes/No [d] Have you ever been bound down? Yes/No [e] Have you ever been fined by a Court of Law? Yes/No [f] Have you ever been convicted by a Court of Law for any offence? Yes/No [g] Have you ever been adjudicated insolvent? Yes/No [g] Have you ever been debarred from any examination or rusticated by Yes/No any University or any other educational Authority/Institution? [h] Have you ever been debarred/disqualified by any Public Service/Staff Yes/No Section Commission fro any of its examination/selection? [i] Is any case pending against you in any Court of Law at the time of Yes/No filling up this Attestation Form? [j] Is any case pending against you in any University or any other Yes/No educational Authority/Institution at the time of filling up this form? [k] Whether discharged/expelled/withdrawn from any training Institution Yes/No under the Government or otherwise?
15 [b] [iii] If the answer to any of the above mentioned questions is ‘Yes’, give full particulars of the case/arrest/detention/fine/conviction/sentence/punishment etc. and/or the nature of the case pending in the Court/University/Educational Authority etc. at the time of filling up this Attestation Form
16. Name and address with contact 1. numbers of two responsible persons of your locality or two references to whom you are known for the last three years or more. 2.
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I certify that the foregoing information is correct and complete to the best of my knowledge and belief. I am not aware of any circumstances which might impair my fitness for employment in the National Hosing Bank.
I undertake to inform the Bank any material changes in respect of the information/statements/facts furnished hereinabove.
( ) Signature of the Candidate Name of the Candidate………………………..
Date: ------Place: ------
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National Housing Bank
DECLARATION TO BE BOUND BY THE REGULATIONS
I hereby declare that I have read and understood the National Housing Bank Employees’ (Conduct) Regulations 1994; National Housing Bank Employees’ (Discipline and Appeals) 1994; National Housing Bank (Officers’) Service Regulation, 1997; and National Housing Bank (Employees’) Pension Regulations, 2003; as amended upto date; and I hereby subscribe and agree to be bound by the said Regulations and amendments thereto from time to time.
Name in full: Nature of appointment: Date of appointment:
Signature Witness
Date
Note: In case of Management Trainees, this declaration may be taken at the time of absorption.
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FORM OF DECLARATION AS TO AGE
The Manager National Housing Bank
Dear Sir,
I hereby declare that my date of birth is------. I have verified the same and I request that the Bank may accept the same as my date of birth for the purpose of appointment in the Bank’s service. I also declare that I will not apply for change in the date of birth at any time during my service and on the strength of this declaration, the Bank may accept my date of birth as declared above and appoint me in the Bank’s service.
2. As proof my date of birth, I enclose ------
Yours faithfully,
Signature:
Name in full……………………. Date------Encl: ------
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FIRST SCHEDULE TO NHB ACT
The Manager National Housing Bank
Dear Sir, DECLARATION OF FIDELITY AND SECERECY I,…………………………………., do hereby declare that I will faithfully, truly and to the best of my skill and ability execute and perform the duties required of me as officer of the National Housing Bank and which properly relate to the office or position held by me in or in relation to the said National Housing Bank.
I further declare that I will not communicate or allow to be communicated to any person not legally entitled thereto any information relating to the affairs of the National Housing Bank nor will I allow any such person to inspect or have access to any books or documents belonging to or in the possession of the National Housing Bank and relating to the business of the said National Housing Bank or the business of any person having any dealing with the said National Housing Bank.
Signature Name------Place: ------Date: ------
Signed before me ………………… Name ………………………..
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National Housing Bank
DECLARATION OF DOMICILE
I, the undersigned having been appointed to the service of the National Housing Bank hereby declare------(place) in------(District) in------(State) as my place of domicile. The above is my place of birth OR The above is not my place of birth, but has been declared as my place of domicile for the reasons given below:
The nearest rail/steamer link to this place is ------. The distance between the two places is------kilometers. This is/is not/fully/partially/covered by regular road/rail/air service.
Signature:
Name and designation of the Officer Accepted Manager
‘Strike out whichever is not applicable’
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National Housing Bank
Employee Agreement on Acceptable use of Information Technology and Information Security Awareness
As per National Housing Bank(NHB) policy on Information Security, my access to various IT & information systems available within NHB or usage of various information systems that I may be entitled to use by virtue of nature of my work at NHB is subject to the following terms and conditions.
1. I understand that accessing applications/Information within NHB [Intranet and Extranets] is based on a strict "need to know" basis only after getting authorization from the senior for the same. 2. I shall adhere to Password Policy for my accounts as specified by the IS policy/ manual. 3. I am responsible for keeping my authentication credentials (such as User id, Password) confidential and accountable for the consequences of misuse due to my negligence. 4. I shall refrain from connecting unauthorized/ personal computing resources (personal laptops, etc) on NHB Network without prior approval from competent authority. 5. NHB reserves the right to monitor and audit computing resources, such as Internet and Email which is provided strictly for business purposes only. 6. I shall use only licensed software and shall refrain from downloading software from the internet without prior approval. 7. I will not disclose company classified confidential information [such as NHB’s Intellectual Property related information, System Information, Business Agreements etc] to IIIrd Parties. 8. Individuals are responsible for taking the backup of their critical information on their Desktop/Laptop. 9. Individuals shall perform their duties as per roles & responsibilities defined towards Security in IS Policy/IS Manual. 10. I shall not use any third party email addresses (other than the one provided by NHB) for any business related e-mail transactions under any circumstances. 11. I shall not be involved in any activities of testing the security systems in NHB network without getting prior authorization /approval.
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12. Information owners shall be responsible for classifying the information as outlined in the Information Policy/ Manual. 13. In order to protect Bank’s assets, I shall adhere to the IS policy and the procedures mentioned in IS manual and will extend my full support to the NHB’s IT/Admin team. 14. I shall report abnormalities or security violations immediately to the concerned authority.
My Acceptance hereby confirms that I have read, understood and I agree to abide by the terms & conditions of this agreement and the responsibility shall rest with me for reading and adhering to the Information Security Policies/ Manual).
Signature:
Full Name: Designation: Employee Number: Office Email Address: Date:
Page 49
“Verifications of Officers”
Employee verification, based on documents / declarations obtained as above, involves i) Police Verification, ii) Caste Verification and iii) Verification of References given by the employee at the time of joining the Bank. The dealing officers should initiate necessary course of action to ensure above verifications.
1. Police Verification: - For the purpose of Police Verification, letter is written to the concerned police authority of the area as per the permanent address given by the officer in the (‘Attestation Form’ submitted by the officer). If verification report not received within a reasonable period, reminder/s may be issued. Sample draft letter to be written for Verification of Character and Antecedents is ahead.
Page 50
Sample letter to Police Authority for verification
Registered Post NHB (ND)/HRD/ /2015 Date: ------
Address of the Police Authority
Dear Sir,
Sub: Verification of Character and Antecedents
National Housing Bank (NHB) has been set up under an Act of Parliament as Apex Financial Institution for the Housing Finance Sector. NHB is wholly owned subsidiary of the Reserve Bank of India.
2. Shri/Ms ------, S/o, D/o Shri/Ms ------, R/o ------has been appointed as ------in our Bank. In this connection, we shall be obliged if you please verify the character and antecedents of Shri/Ms ------and send us your report in this regard, at an early date. Personal Particulars Form submitted by Shri/Ms ------to the Bank is enclosed herewith to facilitate your verification.
An early reply in the matter will be highly appreciated,
Yours faithfully,
Manager (HR) Encl: as above
Page 51 Sample Reminder letter to Police Authority for verification
Reminder Registered Post NHB (ND)/HRD/ /20… Date:-
Address of the Police Authority
Dear Sir,
Sub: Verification of Character and Antecedents
Please refer to our letter No. ______dated ______followed by reminder dated ______regarding verification of Character and Antecedents of Shri /Ms______, S/o, D/o Shri / Ms ______, R/o ______has been appointed as ______in our Bank.
We have not as yet received reply from your office in the matter. We, therefore, request you to kindly arrange to send us your report in the matter at an early date.
Yours faithfully,
Manager (HR)
Page 52
2. Caste Verification: - Officers / Management Trainees from reserved category submit their caste certificate at the time of joining. The same is required to be verified from the issuing authority. Sample draft letter to be sent to the issuing authority for verification of authenticity of the caste certificate is given below:
Sample letter for Caste Certificate Verification Registered Post NHB (ND)/HRD/ /2015 Date:-
Address issuing authority
Dear Sir,
Verification of caste certificate
Shri/Ms ------, S/o, D/o Shri/Ms ------, R/o ------has been appointed as ------in our Bank’s service under the------category, based on the Caste Certificate dated ------submitted by him. Copy of the above Caste Certificate issued by your office to Shri/Ms ------, is enclosed for your perusal. 2. We shall be obliged if you please verify the above Caste Certificate and confirm to us its authenticity. An early reply in the matter will be highly appreciated.
Yours faithfully,
Manager (HR) Encl: as above
Page 53 Sample Reminder letter for Caste Certificate Verification
Reminder Registered Post NHB (ND)/HRD/ /2015 Date:-
Address of the issuing Authority
Dear Sir, Verification of Caste Certificate
Please refer to our letter No. ______dated ______followed by reminder ______requesting verification of Caste Certificate of Shri/Ms ______, S/o D/o Shri, R/o ______who has been appointed as ______in our Bank’s service under the ______category.
We have not as yet received reply from your office in the matter. We, therefore, request you to kindly arrange to send us your report in the matter at an early date.
Yours faithfully,
Manager (HR)
Page 54 3. Verification of References: - The Officers / Management Trainees submit two names of references known to him/her for the last three years. The same is required to be verified from the referees. Sample draft letters to be written to the referees is given below:
Sample letter for Verification of Reference
Registered Post NHB (ND)/HRD/ /2015 Date:-
(Address of referees)
Dear Sir/Madam, Sub: Verification of reference
Shri/Ms ------, S/o, D/o Shri/Ms ------, R/o ------has joined our Bank as ------. Shri/Ms ------has submitted your reference stating that he/she is known to you for the last three years. In this connection, we shall be obliged if you please confirm to us that Shri/Ms ------is known to you and that he/she has good character and credentials. Approximate period since he is known to you may also please be indicated.
An early reply in the matter will be highly appreciated, Yours faithfully,
Manager (HR)
Page 55 Sample Reminder letter for Verification of Reference
Reminder Registered Post NHB (ND)/HRD/ /2015 Date:-
(Address of referees)
Dear Sir/Madam,
Sub: Verification of reference
Please refer to our letter No. ______dated ______regarding verification of reference of Shri/Ms ______, S/o, D/o Shri ______, R/o ______who has been appointed as ______in our Bank.
We have not as yet received reply in the matter. We, therefore, request you to kindly arrange to send us your reply in the matter at an early date.
Yours faithfully,
Manager (HR)
- End of Chapter 1
Page 56
Chapter 2
Mentor Scheme
Page 57
Page 58
Mentor Scheme
With a view to facilitate better integration of new entrants in the Bank, a Programme for mentoring officers recruited at Scale-I & II was introduced in August 2007. Later in May 2009, Management Trainees (MTs) were also brought under the ambit of Mentor Programme.
The Salient Features of Mentor Programme are given below:
1. The objective of the Mentor Programme is to help the Young officers fit well into the organization by quickly developing a good understanding of the Bank, its vision & goals; and integrate well into the organization.
2. Mentors will be middle/ senior professionals who will be the informal contact and guidance point in the Bank for respective officers/MTs.
3. They will act as friend, philosopher and guide for the officers/MTs, particularly helping them to understand organizational goals, dynamics, activities, rules etc.
4. Mentors will:
a. Guide the officers/MTs regarding appropriate behavior, action, response etc.
b. Guide young officers/MTs with regard to issues which are relevant from professional and personal aspects and intervene informally to the extent possible to resolve genuine problems, difficulties faced by them.
c.Assist the officers/MTs develop, as quickly as possible, harmonious relationship with peers and seniors.
d. Understand the strengths, potential, shortcomings of the officers/MTs and help them achieve their aspirations consistent with organizational priorities and discipline.
e. Overall counsel and assist the officers/MTs in adjusting quickly and effectively in the Bank.
5. The Mentors are thus internal advisers and do not replace the formal reporting mechanism. Concerned HODs will continue to be responsible for assignment of tasks, performance, evaluations, professional development of the officers/MTs through respective Departments.
Page 59 6. The Mentors are envisaged to provide supplementary and informal channel of guidance and feedback to the HODs without abridging or limiting their functions and responsibilities. They are not parallel control points.
7. In the interest of better communication flow, there should be more frequent interactions between the Mentors and the officers/MTs under them.
8. Issues raised by the new officers/MTs may be attended to in consultation between the Mentors and HODs. Issues if any, which do not get thus solved at the Departmental level, shall be brought to the notice of HRD by the Mentors.
9. The officers /MTs will be mentored for one year.
KEY ACTION POINTS –
• Mentor may be nominated within one week of reporting by the new officer/MT, after obtaining approval of the competent authority (Sample Note sheet for obtaining approval is given in Annexure 2.1. Sample office order to be issued is given at Annexure 2.2.
• Review Meetings may be conducted at half yearly intervals. Draft circular to be issued in this regard is given in Annexure 2.3.
• Feedback may be obtained from the Mentees on completion of Program period of 1 year in the specified format given in Annexure 2.4
• Adverse feedback or suggestion, if any, received from the Mentees may be processed/ acted upon.
* *
Page 60
Annexure 2.1
Sample Note for obtaining approval for nominating Mentor/s
National Housing Bank New Delhi HRD
Date:
Appointment of Mentors
Mr/Ms……………… (Name, Designation) has recently joined the Bank on ………………. (Date) and hence need to be brought under the “Mentor Programme” of the Bank.
In this connection, we propose name of Mr…………. . (Name, Designation) as Mentor to Mr. ……………… (Name, Designation).
Submitted for approval Please,
MT/AM/DM (………….)
AGM/DGM/GM (………….) pls.
Page 61
Annexure 2.2
Sample Office Order nominating Mentor/s
NHB (ND)/HRD/…../Year Date: Dear Officers/ MTs,
Office Order No……../20….
Appointment of Mentors
We are pleased to nominate following officers as Mentors to the Officers/ MTs in Scale I and II as indicated against their names under the Mentors Programme of the Bank:
Mentee S. No. Mentor Officer Management Trainee 1 Name, Designation Name , Designation
2 Name, Designation Name, Designation
(Name) Designation
Encl: As above
Copy to:
1 CMD Secretariat 2 ED (______) 3 Above officers and MTs - by e-mail
Page 62
Annexure 2.3
Sample Circular for holding Review meeting of Mentor/Mentee Officers
NHB (ND)/HRD/Year Date:
Office Circular no. …../ Year
Review Meeting of Mentor/Mentee Officers
With a view to facilitate better integration of new entrants in the Bank, a Programme for mentoring officers recruited in Scale-I & II was introduced in August 2007. Subsequently, the Management Trainees have been brought under the purview of the Programme. To review the progress of Mentor’s Programme introduced in the Bank, a meeting has been planned to be held on date at time in Chintan Kaksh on 4th floor. The Meeting will be followed by High-Tea. The below mentioned Mentor/Mentee officers/ MTs are requested to attend the meeting:
A) Mentors: 1. Name, Designation 2. Name, Designation 3. Name, Designation
B) Mentees: 4. Name, Designation 5. Name, Designation 6. Name, Designation 7. Name, Designation
(Name) Designation
Copy to: 1. CMD Secretariat 2. ED (……) 3. GM/…. /….. /…. /….. 4. DGM/……. 5. Above officers by e-mail 6.
Page 63
Feedback Form for Mentees Annexure 2.4
NATIONAL HOUSING BANK (HRD) Mentors Programme: Feedback Form To Manager (HRD), National Housing Bank, New Delhi
Please rate the Mentors Programme attended by you on following Criteria:
1. Usefulness of the Program:
Excellent Very Good Good Satisfactory Poor
2. Duration of the Programme:
Excellent Very Good Good Satisfactory Poor
3. Quality of Mentorship Provided by your Mentor:
Excellent Very Good Good Satisfactory Poor
4. Understanding of issues and problems faced by the Officers/MTs.
Excellent Very Good Good Satisfactory Poor
5. Your overall assessment: ______
6. Should NHB’s officers/MTs participate in this Programme in future: Yes / No
7. Your Suggestions for improvement of the Programme: ______
Signature: …………………… Date ………….. Name………………………… Designation: ………………… Department: …………………
- End of Chapter 2
Page 64
Chapter 3
Management Trainees’ Absorption And PF Membership
Page 65
Page 66
Management Trainees – Absorption Starting from April, 2009; officers recruited in Scale I and II are taken initially as Management Trainees for a period of one year. On successful completion of the traineeship period, the candidates become eligible for consideration for absorption in the service of the Bank as Assistant Manager (Scale I) or Deputy Manager (Scale II) on probation, the posts for which they were recruited. However, this process has since been stopped in view of Honb'le Supreme Court's order. Steps involved while processing these cases were as under: i. While proposing the case for the due decision of the Competent Authority- ED/HR, the dealing officer should mention the following points in the proposal (Specimen given in Annexure 3.1):
Compliance status under KYE Guidelines, Leave/absent record (if any), Report from the concerned HOD on the performance and conduct of Management Trainee during the traineeship period in the prescribed format (Specimen given in Annexure 3.2).
ii. After getting due decision from the Competent Authority, an absorption letter (specimen given in Annexure 3.3) may be issued to the absorbee through his/her HOD.
While issuing the absorption order as explained above, the absorbee should be required to submit/comply with the following:
Give declaration to be bound by the staff regulations ( specimen given in Annexure 1.6) He/she will subscribe to the Provident fund which is presently administered by RBI. Procedure for enrolling officers to Provident Fund is given below: Membership - A permanent employee and an employee on probation will subscribe to the Provident fund which is presently administered by RBI. The employee is required to execute an Agreement to this effect in Form no. 1 and a Nomination and a Contingent Notice of Cancellation in Form no. 2/3/3A, as the case may be and also a Form for fixing the rate of subscription in Form No. 5. An index number in the manner indicated in Para 2.2 will be allotted to each subscriber which will be entered in all the forms. The Department will arrange for the execution of all the above forms by the employee and will send the same to the Department of Expenditure and Budgetary Control (Fund Section), Reserve Bank of India, Central office, Main Building, Post Box No. 406, Shaheed Bhagat Singh Marg, Mumbai- 400 001 for the purpose of opening individual’s provident fund account. On receipt of approval of RBI, subscriptions are recovered from the employee and remitted to RBI. Annexure 3.4: Forms nos. 1/2/3/3A/5.
Page 67 Allotment of Index Numbers:- For the purpose of allotting index numbers, a separate series will be maintained for each alphabet in a Register and the number is allotted to the subscriber according to the first alphabet of his/her surname or first name. The index- number which will be prefixed by the relative alphabet of the surname or first name will be further prefixed by the alphabets indicating HB followed by Centre of Posting further followed by four digits number. The index number once allotted to a subscriber will be permanent and quoted in all correspondence to his/her provident fund account.
Note: a) Presently, NHB employees’ PF accounts are maintained by Reserve Bank of India Employees’ Provident Fund.
b) Officers are required to contribute at the rate of 10% of Pay towards their Provident Fund. Pay for the purpose of Provident Fund means Basic Pay including Stagnation Increment, Professional Qualification Pay, Increment component of Fixed Personal Pay and Officiating Allowance, if any.
c) Contribution of the Bank at the rate of 10% of the pay per month of such employees who are member of the NHB, Employees Pension Fund is transferred to the Pension Fund. This fund is administered by the NHB Pension Trust for grant of pensionary benefits to the eligible employees of the Bank on retirement on superannuation or Voluntary Retirement under the provisions of the Service Regulations.
***
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Annexure 3.1
Specimen Proposal Note for absorption before Competent Authority
National Housing Bank New Delhi HRD Date…
Sub: Absorption of Sh. /Ms………, MT-Scale…
Bank had appointed Sh. /Ms. …………………. as a Management Trainee (MT) in Scale…….. in our Bank on, inter-alia, terms and conditions outlined below and he/she reported for duty on …………..:- i) His/her appointment as Management Trainee will commence from the date of his/her joining duty in the Bank and will be for a period of one year. ii) H/she will be considered for appointment as Assistant Manager in Scale-I in the pay scale of 10000-470/6-12820-500/3-14320-560/7-18240/-in the Bank on successful completion of one year as Management Trainee, subject to his/her satisfactory performance and conduct as Management Trainee.
In view of the above, we vide our O/n dated April 01, 2010 requested Sh……,…. (HOD/….), to furnish report on the performance and conduct of Sh. /Ms. ………………., during his/her one year traineeship period. In response, we have received the comments of Sh……,…. (HOD/….) on his/her performance which are as under:
……………………………………………………………………………………………… ………………………………………………………………………………………………
As per record, she/he has availed permissible six Casual leaves during the traineeship period. Besides this, she/he has so far not attended office/duty for …….. days. Details of CL availed/absence are as under:
S. No From To No. of days Reason/ground 1 2 -- Total
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Verification of his/her character and antecedents has been done by concerned local Police Authorities and verifications with two references are also completed. Since, he/she comes under General Category; caste verification is not applicable in her case. He/she had submitted all the documents which are required in compliance with Bank’s Know Your Employees (KYE) Guidelines.
It is also submitted that, in the negotiations with respect to wage revision held between IBA and various workmen/officers unions on 27.11.2009, the parties are reported to have, inter-alia, mutually agreed that - defined contributory retirement benefit scheme as governed by the “contributory pension scheme introduced for employees of Central Government will be introduced for workmen/officers joining the services of banks on or after 1.4.2010.
Since the above agreement has not been finalized yet, we are not in a position to conclude with regard to the applicability of the same to NHB. Hence, as regards Pension eligibility, in the case of officers joining the Bank on/after 01.04.2010, the matter may have to be decided by the Bank after the Govt. /IBA circular on revision of pay scales and allowances is received. It is therefore, proposed that in the event of absorption of Sh./Ms. ……………, we may state in the Appointment letter to be issued to him/her and other Management Trainees (if successfully absorbed) that the Officer will be eligible for pension as may be decided by the Bank (after the wage-revision under consideration is finalized). Keeping in view above comments and terms and conditions, we may put up the matter before the Competent Authority for appropriate order regarding his/her absorption in Bank’s service in Assistant Manager, Scale-I level w.e.f. ……………...
Submitted for appropriate order please,
…………………..
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Annexure- 3.2
Specimen Note to concerned HOD for furnishing performance & conduct report
National Housing Bank New Delhi HRD Date:………………
Sub: Absorption of Sh. /Ms……………, MT-scale…
Bank had appointed Sh. /Ms………….. as a Management Trainee in our Bank on, inter-alia, terms and conditions outlined below:-
ii) His/her appointment as Management Trainee will commence from the date of his/her joining duty in the Bank and will be for a period of one year.
ii) H/she will be considered for appointment as Assistant Manager in Scale-I in the pay scale of 10000-470/6-12820-500/3-14320-560/7-18240/- in the Bank on successful completion of one year as Management Trainee, subject to his/her satisfactory performance and conduct as Management Trainee.
Consequent to his/her reporting for duty on ……………… and completion of rotation to various Departments of the Bank, he/she was posted in ……………….. with effect from ………………. Accordingly, she/he will be completing one year of traineeship on …………...
As per record, she/he has availed permissible six Casual leaves during the traineeship period. Besides this, she/he has so far not attended office/duty for …….. days. Details of CL availed/absence are as under:
S. No From To No. of days Reason/ground 1 2 -- Total
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We may request Sh……,…. (HOD/…….) to furnish Report on the performance and conduct of Sh. /Ms. ……………. during the traineeship period as under to facilitate decision on absorption of Sh. /Ms. ……………. in the Bank:
1. Performance i. Nature and effectiveness of functioning, ii. Performance with reference to duties and works assigned, iii. Timeliness and accuracy in work disposal
2. Conduct i. Punctuality and regularity in attendance. ii. Discipline and integrity iii. Inter-personal relations
Submitted for approval please,
……………..
…………………
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Annexure 3.3
Specimen Absorption Order for issue to the absorbee
By Hand/Speed Post NHB(ND)/HRD/ /...... Date:…………
Sh./Ms...... , Management Trainee, National Housing Bank, New Delhi.
Through ...... /HOD Sir/Madam,
Absorption in Assistant Manager, Scale I (On Probation)
With reference to Bank’s letter NHB(ND)/HR/...... dated ...... , we are pleased to inform that subsequent to your successful completion of one year as Management Trainee, the Bank has decided to absorb you as Assistant Manager in Scale –I (on Probation) w.e.f...... This appointment is subject to the following terms and conditions:
a) Pay: The starting pay will be Rs. 10,000/- per month in the scale 10000- 470/6-12820-500/3-14320-560/7-18240/-.
b) Dearness Allowance: Dearness Allowance (DA) will be payable at rates prescribed by the Bank from time to time. Presently, the DA at minimum of the scale works out as Rs. 6,876/-.
c) City Compensatory Allowance: City Compensatory Allowance (CCA) will be payable at the rates prescribed by the Bank from time to time. Presently, the CCA is Rs. 400/-.
d) House Rent Allowance: If you stay in the accommodation provided by the Bank/taken on lease, no House Rent Allowance (HRA) shall be payable to you. Further, the rent for the accommodation provided/leased shall be recovered as per Bank’s Rules. In case if you do not stay in accommodation provided/ taken on lease, house rent allowance as admissible under Bank’s
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Rules shall be payable to you. Presently, HRA is 8.5% of Basic Pay in case of Major ‘A’ class cities.
(Gross emoluments i.e. Basic Pay plus DA plus CCA plus HRA at the initial stage would be approx. Rs. 18,126/-). e) Provident Fund: You will be required to contribute to the Bank’s Provident Fund Scheme in accordance with the relative regulations in force. f) Pension: You will be eligible for pension as may be decided by the Bank. g) Medical facilities: You will be entitled for reimbursement of medical expenditure for self and dependent family members as admissible under the rules in force. h) Leave: Leave will be admissible as per Bank’s rules. i) LFC facility: The LFC facility as per Bank’s Scheme will be admissible. j) Probation and Confirmation: You will be on probation for a period of two years (extendable at the discretion of the Bank) from the date of your joining/absorption as Assistant Manager, Scale I. You will ordinarily be eligible for confirmation as Officer in Scale I on successful completion of the probation period. k) Posting and Transferability: You are liable to be posted in any of the Offices of the Bank and to work in any of its departments or departments/offices of its associate institutions, as the Bank may decide. You will also be liable for transfer to any place in India as the Bank may decide from time to time. l) Service Regulations: You will be, inter-alia, governed by the National Housing Bank (Officers’) Service Regulations, 1997 & National Housing Bank (Officers’) Service Regulations (Amendments) 2007; the National Housing Bank Employees’ (Conduct) Regulations, 1994 and the National Housing Bank Employees’ (Discipline & Appeals) Regulations, 1994 as may be in force from time to time. m) This appointment is subject to verification, if any, of your character and antecedents by the police authorities concerned. In the event of our receiving any unfavourable police report(s) at a later date, your appointment in the Bank would be liable for termination forthwith without assigning any reason/notice or compensation in lieu thereof.
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n) The offer of appointment is subject to verification of your education, experience and caste certificates, pending if any. o) Your seniority in the Bank shall be determined in terms of Regulation 12 of the National Housing Bank (Officers') Service Regulations, 1997. p) If any certificate, declaration, statement or information given by you is at any time is found to be false or untrue or if any material particular is found to be suppressed, your services are liable to be terminated forthwith without assigning any reason/notice or compensation in lieu thereof.
Please acknowledge receipt.
Yours faithfully,
......
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Annexure 3.4
Provident Fund Form I /Gen 199 /Para 3.123
FORM OF AGREEMENT
Place : ______
Date : ______
The Administrators of the Reserve Bank of India Employees’ Provident Fund _ _ _ _
Gentlemen,
I hereby declare that I have read and understood the Regulations of the Reserve Bank of India Employees’ Provident Fund and hereby subscribe and agree to be bound by the said Regulations.
Name (in full) : ______Date of birth : ______Nature of appointment : ______Salary per month : ______
I am, Yours faithfully, /Witness:
/ Signature: ______
/ Designation: ______
/ Address: ______
Preservation Period Permanent
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323 FORM A
Provident Fund Form 2
(Form of nomination when subscriber has a family)
Index No. ______
NAME ______
PLACE ______
DATE ______To
THE ADMINISTRATORS OF THE RESERVE BANK OF INDIA EMPLOYEES’ PROVIDENT FUND
GENTLEMEN,
I hereby direct that the amount payable to me from Reserve Bank of India Employees’ Provident Fund at the time of my death shall be distributed among the members of my family mentioned below in the manner shown against their names: ______Name and address of the Relationship with the Age of the Amount of share Nominee or nominees subscriber nominee of accumulations (1) (2) (3) (4) ______
______I am, Yours faithfully, ------(Signature) Witness : /Signature ______/Name ______/Designation ______/Address ______
/Signature ______/Name ______/Designation ______/Address ______
Subscriber’s signature verified by me
Manager ______
NOTE: Column 4 shall be filled in so as to cover the whole amount of credit.
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/Gen. 202 /Para 3.123 Provident Fund Form No. 3
FORM B
Form of nomination when subscriber has no family /Place: ______/ Date: ______P.F. Index No.: ______Name (in full) : ______(Block letters to be used)
To The Administrators of the Reserve Bank of India Employees’ Provident Fund,
Gentlemen,
I hereby declare that I have no family and direct that the amount payable to me from the Reserve Bank of India Employees’ Provident Fund at the time of my death shall, in the event of my having no family, be distributed among persons mentioned below in the manner shown against their names:-
Full name and address (both present & Relationship Age of the Amount or with the permanent address) of the nominee or subscriber nominee share of nominees accumulation* 1 2 3 4
/Witness : (1) /Signature ______I am /Name ______Yours faithfully /Designation ______/Address ______(Signature) (2) /Signature ______Name: ______/Name ______/Designation ______Subscriber’s signature verified by me /Address ______Head of the Department/Officer-in-Charge *Note : Column 4 shall be filled in so as to cover the whole amount at credit
Preservation Period Permanent
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/Gen 203 /Para 3.123
Provident Fund Form No. 3 A
FORM B 1
CONTIGNMENT NOTICE OF CANCELLATION
(Where nominations is in favour of one or more persons not being members of the subscriber’s family)
Without prejudice to my right under sub-regulation (iii) of regulation 15 of the Reserve Bank of India Employees’ Provident Fund Regulations to cancel the nominations made by me whenever I think fit, I hereby give notice that in the event of the person/any of the persons nominated thereunder pre-deceasing me, the said nomination shall forthwith stand cancelled in so far as it relates to the conferred upon such person / any of such persons.
Date this______day of ______at……………………………….
Signature of Subscriber______
Name: ______
P.F. Index No: ______
Two witness to Signature:
______
1. ______
2. ______
Preservation period Permanent 324
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/Gen 205 /Para 3.123 Provident Fund Form 5
(Form for fixing rate of subscription)
Place : ______
Date : ______
The Regional Director/Chief General Manager/Officer-in-Charge, Reserve Bank of India
______
Sir,
I hereby direct under Regulation 6 of the Reserve Bank of India Employees’ Provident Fund Regulation that ______percent of my pay may be deducted every month commencing from ______as my subscription to the Provident Fund.
I am Yours faithfully,
______
(Signature)
Designation : ______
Index No. : ______
Preservation Period 3 years after retirement
***
- End of Chapter 3
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Chapter 4
Officers - Confirmation
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Page 82
Officers - Confirmation
Officers joining the Bank’s services are presently placed on probation for the period as under:- Sr Grade/Scale Probation Period 1. AM/S- I Two years 2. DM/S- II & above One year
Above is besides the traineeship period Management Trainees have to undergo before absorption in the Bank.
On successful completion of probation period, officers are required to be confirmed in the Bank’s service. While processing the proposal for confirmation, Compliance with KYE Guidelines, Half-yearly Appraisal Reports recorded during the probation period, Leave record and inputs from CVO are required to be considered.
The Competent Authority for approval of proposal for confirmation of the officers in the Bank is as under:
Sr Grade/Scale Competent Authority 1. AM/S I to MGR/S III ED 2. RM/S IV and above CMD
****
-End of Chapter 4
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Page 84
Chapter 5
Training
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Training
With the developmental process gaining momentum, it is imperative to improve both quality and quantity of the skills to meet the challenges. The growing complexities of operations and management give rise to a variety of training needs. Thus, training has become a critical input to contribute in the performance of the organizations.
Training needs may vary from organization to organization in the financial sector, but it can be broadly classified under three categories e.g. banking operations, functional areas and bank management. The focusing on these aspects depends upon the mandate to the organization. Irrespective of the mandate to the organization, the training programmes need to be framed with the objectives of developing the ability, to check out alternative courses of action, communication skills, leadership quality, attitudinal changes, moral building etc.
Training is equally helpful for the growth of individuals as well as organization, Training need not be viewed as a method of imparting instructions about systems and procedures but an instrument for development of the individual, inculcate a sense of confidence in him/her, inspire for accepting the challenges and also infuse a sense of belongingness to the organization.
The benefits flowing from the training are broadly as under:-
1. Productivity: Helps in increasing the productivity of the employees that helps the organization further to achieve its long-term goal.
2. Team spirit: Helps in inculcating the sense of team work, team spirit and inter-team collaborations. It helps in inculcating the zeal to learn within the employees.
3. Organization Culture: Helps to develop and improve the organization’s health, culture and effectiveness. It helps in creating the learning culture within the organization.
4. Organization Climate: Helps building the positive perception and feelings about the organization. The employees get these feelings from the leaders, subordinates, and peers.
5. Quality: Helps in improving upon the quality of work and work-life.
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6. Healthy work environment: Helps in creating the healthy working environment. It helps to build good employee, relationship so that individual goals align with organizational goal.
7. Health and Safety: Improves health and safety of the organization thus preventing obsolescence.
8. Morale: Helps in improving the morals of the work force
9. Image: Helps in creating a better corporate image
10. Profitability: Improves profitability and more positive attitudes towards profit orientation.
Training thus needs to be so devised, as to facilitate the development of the individual and organization in an integrated manner. Keeping these aspects in views, the training of the employees in NHB is planned and undertaken as per procedure explained ahead.
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Training Process
The officers are deputed to the training courses/seminars/conferences conducted by the reputed Institutions/organizations. A list of such Institutions to which officers have been deputed in the past is maintained in the Deptt.
A FLOW CHART indicating the process involved in deputing an officer for training outside the Bank is given on the next page.
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Training Proposal Processing
Putting up of Minutes sheet
Approval from Competent Authority
INTIMATION TO OFFICER NOMINATED INTIMATION TO TRAINING INSTITUTE
Confirmation of Nomination
Payment, if required in advance
Officer attends the programme
Payment to the Training Institute/Host Organisation
Officer submits feedback
Feedback Analysis, if required
Updating of database/Filing of case
1. Training proposal:
a) On receipt of information about a proposed training course from training institution/host organisation, the proposal may be processed with the objective to seek an approval of the competent authority for deputing the employee in that Programme.
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While making proposal, due consideration may be given to the following aspects:
(i) Relevance of the training course (ii) Duration of the training (iii) Employee to be nominated and (iv) Training fee
b) Inputs to facilitate decisions:- Following inputs can be used to facilitate training decisions:-
i) Requests received, if any, from the officers ii) Suggestions received, if any, from the HODs iii) Inputs received, if any, from the Annual Appraisal Reports iv) Any other inputs
2 Competent Authority:
Competent Authority for approving proposals for training/ seminar/ conference/ symposium etc. is defined in the circular on Delegation of Powers:-
i) Training in India: Presently, HOD/HRD, ED/HRD and CMD are delegated the authority to approve proposals for deputing NHB’s officers for training/ conference/ seminar/ symposium etc. within India.
ii) Training abroad: Power to approve proposals for deputing of NHB’s officers for training/seminar/conference/symposium etc. abroad (i.e. Outside India) vests in CMD.
3 Minutes Sheet:
i) After receiving information on training/seminar/conference, a minutes sheet (proposal) may be prepared for appropriate approval of the competent Authority. On receipt of the case from the Competent Authority, it should be checked whether the proposal has been approved by the Competent Authority. Any observations of the competent authority need to be complied with, before nomination is intimated to the concerned. A specimen of the Minutes Sheet is given at Annexure 5.1
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4 Intimation:-
(a) Intimation to the officer nominated:-
The next stage of processing the proposal is intimation to the officer nominated and the training institution. Following procedure may be followed in this regard:
i) After the competent authority has approved the nomination, the officer concerned may be intimated about his nomination to the training/ seminar/conference etc. through his superior/HOD,
ii) Officer nominated may also be furnished relevant information such as:
(a) name of the training institute, training venue, duration of the course, date of reporting to the institute etc. (b) code of conduct expected to be observed during training (c) facilities provided/made, if any, by the training institute such as boarding, lodging, conveyance; or the officer will have to make own arrangements for it.
Specimen intimation letter is given at Annexure 5.2
(b) Intimation to training institute:
i) The training/host institute/organisation should be intimated about the nomination and confirmation/acceptance of nomination obtained. ii) Any other formalities to be completed may be checked.
Specimen letter is given at Annexure 5.3
5 Confirmation of Nomination:
On receipt of confirmation of nomination from the training/host institute, the officer nominated for the training may be intimated about its confirmation alongwith any other relevant information received.
6. Payment to the training institute/host organisation:
(i) Minutes sheet containing approval of the Competent Authority alongwith Form-8 (Annexure 5.4) may be forwarded to the Accounts Department for preparation of cheque favouring the training institute/host organisation.
(ii) The cheque received from the Accounts Department is forwarded to the training institute/host organisation. Specimen forwarding letter is given at Annexure 5.5
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Effort should be made to remit training/participation fee after the officer has returned from the programme. However, in cases of deputation of officers abroad and in some cases even in India, it may be necessary to remit fee in advance. Decision to remit fee in advance or after the programme may be taken based on facts of the case. However, in cases where fee/payment is remitted in advance, precaution should be taken to ensure that the officer has attended the programme. (Appropriate Form-8 as mentioned earlier is filled by HR Deptt. and forwarded to Accounts Deptt. alongwith approval of the Competent Authority for processing of payment. Sample Form-8 is given at annexure 5.4.
7. Feedback by the Officer:
The officer deputed for training/conference/seminar etc. is required to furnish a report after his/her return to the Head Quarter. The report includes comments on the aspects like:-
i) The usefulness of the training ii) Quality of arrangements for boarding & lodging iii) The co-ordination and co-operation extended iv) The material provided in the training v) Competence of faculty vi) Usefulness of the training, and vii) Suggestions, if any, to make training/programme more relevant and useful.
Specimen Feedback Form is given at Annexure 5.6
8. Feedback analysis:
Feedback received from the officers should be analysed by the dealing officer and cases where adverse feedback has been received may be put up to the HOD/HR for information.
9. Quarterly review of Foreign Visits & Annual Training Review:
In terms of Circular No F.18/1/97, B.O.I. dated December 11, 1997 issued by the Banking Division, Ministry of Finance, Government of India, read with their further letter dated July 6, 2000; an analysis of foreign tours performed by the whole time Directors is to be put up to the Board. Further, in the case of officers below the Board level, quarterly reports are required to be submitted to enable them to take a view about the usefulness of such visits to the Bank. Also, HRD has to report to the Board, a review of Staff Training Activities during the current financial year and proposed training programme for the officers during the next financial year. Specimen memorandum about the Quarterly Review on Foreign Visits and Annual Training Review is given at Annexure 5.11 and 5.12.
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10. Updating of Database:
Appropriate entries should be made in the database maintained in HRD. The database includes information on the following:
i) Names of the officers sent for the training/conference/seminar/ symposium etc. ii) Name of the course/programme attended. iii) Name of the institute/host organisation iv) Duration of the training/seminar etc. including the dates of training/seminar v) Place of training/seminar vi) Course/Participation fee paid
Presently, following database files are maintained in soft form in the HRD:
i) List of officers deputed for training/seminar etc. – giving status of trainings undergone/programmes attended by officers over the years. (Specimen format is placed at Annexure 5.7)
ii) List of officers deputed for training/seminar etc. abroad (July-June). (Specimen format placed at Annexure 5.8)
iii) List of institutes/organisations to which officers have been sent for training/conference (Specimen format placed at Annexure 5.9)
11. Back-up of the database:
Print out of the above data files may be taken at the end of the year, put up to the HOD/HR for perusal and filed thereafter.
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In - house Training
In-house Training is an integral part of the Bank’s training program. It has certain inherent advantages, over the outdoor training, as a large number of officers can participate in it and is cost effective. Further, it provides focused training in the general and specialized subjects of choice. Keeping these considerations in view, in- house training is organized on need-based basis.
FLOW CHART FOR IN-HOUSE TRAINING
IDENTIFY PROGRAMME TOPIC FOR IN-HOUSE TRAINING
IDENTIFY & NEGOTIATE TERMS WITH THE INSTITUTE/ORGANIZATION
FIX DATES
FINAL APPROVAL FROM COMPETENT AUTHORITY
ISSUE CIRCULAR
ARRANGE LOGISTICS
OVERSEE CONDUCT OF PROGRAM
PAYMENT / FEEDBACK
FEED BACK ANALYSIS
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1. Inputs for in-house Training:
The subjects for such Training are selected on the basis of the inputs received in the form of suggestions, observations and felt need to augment talent or knowledge of the officers. Proposals for in-house training could be evaluated based on parameters such as:-
i) Objectives, ii) Its usefulness, iii) Whether any such training was conducted earlier, if so, the feedback thereon iv) Expected participants v) Duration of the Training and vi) Cost involved
2 Identification of Service Provider:
Having zeroed on the topics for the proposed training, guest faculty is identified based on information/data available with the Bank through:-
i) Internet, ii) Brochures received by mail or otherwise iii) Previous Trainers, and iv) Other sources.
3. Seeking approval from competent Authority for conducting the training:-
A comprehensive proposal is prepared detailing the training aspects, identifying the service provider for conducting the training, duration of the training, proposed participants and approx. cost of it, and approval obtained before proceeding further in the matter.
4. Nominations for the Training:-
Depending upon need and nature of in-house training program identified participation of officers from the identified grade/scale or department can be made compulsory. Other officers, if any, willing to attend the program can be permitted by HRD on case to case basis.
5. Issue Circular
Once approval for the proposed Training is obtained, appropriate circular may be issued to the officers. A specimen draft circular is given at Annexure 5.10.
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6 Organizing the training
a) Arrangements for training including i) arranging of infrastructure such as projector, laptop, collar phone etc. and ii) logistics such as tea/cold drinks/coffee/snacks/lunch etc may be made as the case may.
b) Payment to the Institution who had deputed faculty should be made once the training has been conducted. Appropriate details/approval alongwith Form 8 should be furnished to A/c Deptt. to facilitate payment.
7. Feedback Analysis:
The officers participating in the training may be required to furnish a report on the raining organized in-house. The report may include the aspects like:-
i) The usefulness of the training ii) The material provided in the training iii) The faculty iv) Suggestions, if any, to make it more relevant and useful
Also a check on absenteeism is kept for in-house training. In case absenteeism is there, reasons for the same should be called for from officers.
Thus, a proper feedback analysis may be done for future enrichment of training initiatives.
8. Updating of Database:
Appropriate entries should be made in the database maintained in HRD against the employee name.
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Annexure 5.1 Sample Proposal Note for taking training approval
National Housing Bank New Delhi HRD
Dated:______
Subject:- Training/Programme ______to be conducted/organized by ______at ______(Place) on ______(date)
Placed below is a letter/broacher received ______(Reference with No. & Date, if any) stating that they purpose to hold the subject training programme.
Programme content ______
The participation fee is Rs.______per participant, including/excluding service tax
It is proposed that the following officers may be nominated to the above training programme and the participation fee of Rs.______may please be approved.
1. ______2. ______(Name & Designation) 3. ______
The above officers have not attended such Programme in the past. They have attended not attended any Programme/ have attended following Programmes during the current financial year: ………..
Submitted for approval please,
MT/AM/DM/MGR
DGM /GM pls
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Annexure 5.2
Sample Intimation Letter to officer for training
By Hand NHB (ND)/HRD/……./Year Dated: ______
Name of the officer, Designation, National Housing Bank, ……….. (Location).
Dear Sir,
(Through ______(Name of the HOD)
Sub: Training Programme on “______(subject) “at______(venue), on ______(date/s)
We are pleased to inform you that you have been nominated to attend the above Programme.
You are requested to make necessary arrangements to attend the Programme. The details of the same are enclosed for your information.
You are further requested to forward a report about the usefulness of the Programme to HR Dept. within 10 days after completion of the same in the enclosed format.
Yours faithfully,
Manager – HR
Encls: As above.
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Annexure-5.3
Sample Intimation Letter to host training institute
By speed post NHB (ND)/HRD/……./Year Dated: ______
Dear Sir/Madam,
Sub: Training Programme to be organized by …………………………..on …………………at the …………………
Please refer to your letter dated …………..stating that the captioned Training Programme is being organized by …………….on ………………at the ………………………………
Mr……………., (Name and Designation) has been nominated to attend the above Training Programme from our organization.
The contact numbers of the above nominated officer are:
• Mr. ……….. • (Mob No: ………..) • Email Id
The Participation fee of Rs…/- will be sent separately. Kindly confirm acceptance of nomination for the same.
Thanking You,
Yours faithfully,
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Annexure 5.4 Form-8 for forwarding sanction to Accounts Deptt. Form-8 (Revised) : HRD Nature of Expenditure : Revenue Accounting Head of Expenditure : NOTE FOR RELEASE OF PAYMENT 1. Budget for the year : NA 2. Expenditure so far incurred/sanctioned : under the head (excluding this bill) NA 3. Budget available (1 - 2) : NA 4. Proposed sanction: (a) i) Name of the vendor with Vendor No. ii) PAN / TIN No. iii) Service Tax No., if applicable (b) Bill / Invoice No. & Date : (c) Amount sanctioned : (d) Advance payment, if any, to be adjusted : 0.00 (e) Security Deposit / Retention Money, : if any, to be deducted 0.00 (f) Total Amount to be deducted [4(d) + (e)] : 0.00 (g) Amount to be released [4(c) - 4(f)] : (h) Cheque/DD to be issued in favor of : 5. Expenditure pertains to the period 5. Amount of liability/provision created for the above : expenditure, if any. NA 6. Date on which asset has been put to use (applicable : for fixed assets) NA 7. Sanctioning authority as per delegation of powers & : sanction accorded by 8. Remarks, if any : 9. Park No & Name of Participant Certified that; Bill(s) has/have been verified and found to be in order. The assigned work has been carried out to our satisfaction and in accordance with our requirement(s)/specification(s). Goods / items / services included in the bill(s)/invoice(s) has/have been received in full/part, as per terms of the order and satisfies our requirement(s)/specification(s). Expenditure has been recorded in the Expenditure Register maintained in the Deptt / Division, as required under Annex-E of the Delegation of Powers. Signature Signature
Note: Note should be accompanied by bill/invoice (original plus a copy of the bill / invoice where service tax is levied). FOR ACCOUNTS ONLY DOCUMENT NO
CHECKED AM D M/Mgr/AGM
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Annexure 5.5 Sample Payment Forwarding Letter By Speed Post NHB (ND)/HRD/…./2010 Date
Mr. ……………, Designation, Name of the Institute, Address.
Dear Sir, Sub: ……………………………………
Please refer to your letter dated………... In this connection, HDFC Bank Ltd, 19, Kasturba Gandhi Marg, New Delhi, cheque No ……… dated ……. for an amount of Rs. ………. is enclosed herewith towards participation fee for the above Training Programme that will be attended by Shri…….., Designation in our Bank.
Please acknowledge the receipt.
Yours faithfully,
Manager (HR)
Encl: One cheque as above.
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Annexure 5.6 Feedback Form
NATIONAL HOUSING BANK (HRD)
Training/Seminar/Workshop Feedback Form (To be submitted by every officer immediately after attending training/seminar/ workshop)
Title of the program :
Institution Hosting the Programme:
Venue, date/s and duration of the Program attended:
1. Usefulness of the Program to NHB: Very Good Good Satisfactory Poor Pl. Tick One
2 . Structure of the Programme : Very Good Good Satisfactory Poor Pl. Tick One
3. Quality of Presentations:
Very Good Good Satisfactory Poor Pl. Tick one
4. Quality of facilities, class room/s, boarding & lodging provided Very Good Good Satisfactory Poor Pl. Tick one
5. Contents/Topics(in brief) covered during the programme /Seminar/Workshop : ….………………………………………………………………………………………....
6. Your overall assessment : Very Good Good Satisfactory Poor Pl. Tick One
7. Should NHB’s officers participate in this programme in future: Yes / No 8. Any other information / observation : ……………………………………………………………………………………… . ..……………………………………………………………………………………. Signature : …………………. Date ………….. Name………………………. Designation:………………… To HR Division Department:…………………
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Annexure 5.7
LIST OF OFFICERS DEPUTED FOR TRAINING/SEMINARS (In India and Abroad) Officer-wise running List
Desig- Place/Name of Fee Sr. Name Deptt Programme Period nation the Institute (Rs.)
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Annexure 5.8
LIST OF OFFICERS DEPUTED FOR TRAINING/SEMINARS ABROAD Officer-wise running list
For the Desig- Place/Name of Fee Name Deptt Programme Period Financial nation the Institute (Rs.) year
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Annexure 5.9
TRAINING/HOST INSTITUTIONS (National /International) Where NHB officers were deputed in the past Nature of Name of Institute/ Fax/Email/ Sr. Programme Postal Address Organization Phone attended
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Sample Office Circular for In-house Training Program Annexure 5.10 NHB (ND)/HRD/2015 Dated:______
Office Circular No. ____/Year
Sub: - In-house Training Programme on “______”
With a view to upgrade/refresh knowledge of the officers and equip them with better capacity on______, it has been decided to organize In-house training programme on the captioned subject. The programme will be conducted by experienced faculty member(s) from ______(Name of the Institute) on ______(date) from _____ to ______(timing) on ______(Place/ Venue), with lunch break. The programme shall cover the following:-
a) ______b) ______c) ______d) ______
______(officers to be invited for the Programme) are required to attend the Programme. Other officers, if any, willing to attend the Programme may submit their willingness to HRD by/before ______(date), to facilitate to make arrangement.
(Signature) _____
Copy to:- 1. CMD Sectt. 2. ED 3. GMs 4. DGMs 5. All Officers in Delhi – by e-mail 6. Circular file
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Sample Board Memo on Quarterly Review of Foreign Visits Board Memorandum No. NHB/BD/______/2015 BM ______Dated ______
ED/….. CMD
MEMORANDUM FOR THE BOARD -CALENDAR ITEM
For Information
Foreign visits by CMD and officers below Board level during the Quarter ended______
ISSUE
1. To submit for information of the Board, brief particulars of foreign visits undertaken by CMD and other officers.
BACKGROUND
2. In terms of Circular No. F.18/1/97.B.O.I. dated December 11, 1997 issued by the Banking Division, Ministry of Finance, Government of India, read with their further letter dated July 6, 2000; an analysis of foreign tours performed by the whole time Directors is to be put up to the Board. Further, in the case of officers below the Board level, quarterly reports are required to be submitted to enable them to take a view about the usefulness of such visits to the Bank.
SUBMISSION
3. In this context, information with regard to the foreign visits undertaken by CMD and officers of NHB below Board level during the quarter ended______.
(1) Foreign Visit/s by CMD:-
Country Visited Duration of visit
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Usefulness of visit to the bank
(2) Foreign Visits by officers below Board Level Directors:- I. Country Visited Duration of visit
Purpose of Visits
Usefulness of visit to the Bank
II. Country Visited Duration of visit
Purpose of Visits
Usefulness of visit to the Bank
4. Above Memorandum is submitted for information of the Board. If approved, the Board may kindly pass the following resolution:
RESOLUTION:
“Resolved that the information as contained in Memorandum No. NHB/BD/______/ 20….dated…….. be and is hereby noted”
( ______) ( ______) Manager Deputy General Manager
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Annexure 5.12
Sample Board Memo on Annual Review of Training Activities for officers
Board Memorandum No. NHB/BD/______/20….. BM ______Dated ______
ED/RVV CMD
MEMORANDUM FOR THE BOARD
For Information and Approval
Annual Review of Staff Training Activities
ISSUE To report to the Board, a review of Staff Training Activities during the y ear 2014-2015, and proposed training programme for the officers during the year 2015-16.
BACKGROUND
2. Keeping in view the nature of its varied business activities, changed business profile and limited human resources available with the Bank, officers of the Bank need to be trained and re-trained from time to time. The officers have, therefore, to be nominated for the purpose of training to various Training Institutes in India and abroad, which are active in imparting training in areas of relevance and importance to the Bank.
REVIEW OF TRAINING DURING …….. (current FY)
3. During the year 2008-09, total ______officers were deputed to various training programmes, the highest every in a single year. This includes ______officers who attended International Programmes and ______officers from middle management and below. The Officers were nominated to training programmes conducted by National level Institutes such as ______,______,______etc. Details on Trainings imparted to the NHB officers during the last 3 years is given in the table below:-
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Sr. Activity Year 1 Year 2 Year 3 1. Number of officers attended Training Programme in India
2. Number of officers attended International Programmes 3. No. of officers attended Training from Middle Management and below
4. Expenditure on Fees for Training (Rs. In Lakhs)
5. Expenditure on Training fee as %age salary bill of the officers
6. Expenditure on Training Fee as %age of Total Expenditure of the Bank
3.1 The Board has approved budget of Rs.______towards expenses on Training Fee for the training of officers during the Current year ______.
PROPOSED TRAINING PROGRAMME FOR ………. (Next FY) 4. ……………………………………………………………………… ………………………………………………………………………………… ………………………………………………………………………………….
RESOLUTION:
If approved, the Board may kindly pass the following resolution:
“Resolved that the proposals as contained in Memorandum No. NHB/BD/______/20….. dated……………be and are hereby noted”
( ______) ( ______) Manager Deputy General Manager
*****
- End of Chapter 5
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Chapter 6
Annual Appraisal
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Annual Appraisal
Appraisal of the officers serves varied purposes. It helps the Bank update its information database about the strengths and weaknesses of its officers, which in turn can be used to plan reward, posting, training and retraining needs. It provides formal status on the performance and contribution of the officers in the immediate preceding year (July-June) which is, inter-alia, an essential input for promotion of the officers to higher grade. In sum, it is a crucial annual exercise both for the Bank as well as its officers. In the context of the changed business environment and challenges, which necessitate higher level of increased focus on growth and profitability, it has become necessary to review and revise the present Appraisal system so as to make it more objective, concise and reflective of the officers’ all-round performance. Accordingly, a Consultant was appointed by the Bank who has recently given his Report and the same is receiving attention of the Bank. Bank is presently following Annual Appraisal System to evaluate strengths, weaknesses, performance and contribution of the confirmed officers to the business growth of the Bank; and Half-yearly review is done in the case of officers on Probation. Present appraisal system is based on RBI’s old appraisal system and no changes have been made to it ever since its introduction in 1988. Two sets of appraisal format are in use - one for the officers in Scale I (AMs) to Scale IV (RMs) – Annexure 6.1 and other for the officers in Scale V (AGM) to Special Grade (EDs) – Annexure 6.2.
PERIODICITY I. In the case of officers on probation, appraisal is recorded at half-yearly intervals. Same appraisal formats are used for the purpose. II. In the case of confirmed officers, appraisal is recorded at yearly intervals.
TIMELY RECORDING To ensure, timely recording of appraisal reports, following procedure may be followed:
A. Confirmed officers: 1. Appraisal Forms for confirmed officers may be prepared and forwarded to the Officers in the last week of June every year, under the cover of a Circular specifying the period within which the officers are required to submit Self appraisal to HRD.
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2. Appraisal Form with Self appraisal duly recorded there-in, may be noted in the data maintained in HRD and forwarded to the Reporting Officer promptly requiring the Reporting Officer to return the same to HRD after recording his appraisal. 3. Upon receipt of the Appraisal Report duly filled by the Appraisee and the Reporting Officer, data maintained in the HRD may be updated; and then the Report may be forwarded to the Reviewing Authority for recording his appraisal.
B. Officers on Probation: 1. Appraisal Forms for officers on Probation may be prepared and forwarded to the Officers in the sixth month of their reporting period, specifying the period within which the officers are required to submit Self appraisal to HRD. 2. Appraisal Form with Self appraisal duly recorded there-in, may be noted in the data maintained in HRD and forwarded to the Reporting Officer promptly requiring the Reporting Officer to return the same to HRD after recording his appraisal. 3. Upon receipt of the Appraisal Report duly filled by the Appraisee and the Reporting Officer, data maintained in the HRD may be updated; and then the Report may be forwarded to the Reviewing Authority for recording his appraisal.
C. Management Trainees:
System of period Appraisal of Management Trainees (MTs) similar to that in the case of officers has not been introduced in the Bank. Their performance is reviewed near the end of their Traineeship period in such a way that decision on their absorption or otherwise can be taken before the completion of their traineeship. The Head/Officer under which the MT is placed is required to submit his appraisal under the following parameters:
1. Performance i. Nature and effectiveness of functioning, ii. Performance with reference to duties and works assigned, iii. Timeliness and accuracy in work disposal
2. Conduct i. Punctuality and regularity in attendance. ii. Discipline and integrity iii. Inter-personal relations
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REMINDERS:
To the Appraisee Officer: In cases of delay of more than 15 days beyond the time given to the Appraisee Officer, in returning the Appraisal Report to the HRD, reminder may be issued to the concerned officer giving specific time for submitting self-appraisal. In cases where the Appraisee Officer does not respond to the reminder within the period given there-in, 2nd reminder may be issued to him/her indicating there-in that in the event of the non-return of the Report with self-appraisal recorded there-in, it will be assumed that the officer is not interested in submitting self-appraisal and accordingly, the Reporting Officer will be requested to record his Report without any further waiting for the self appraisal from the Appraisee Officer. Suitable letter/e-mail may be sent to the Appraisee Officer in cases where the officer does not submit self-appraisal, clearly stating there-in that the officer has not submitted self- appraisal.
To the Reporting/Reviewing officer: In cases of delay of more than 15 days beyond the time given to the Reporting Officer or the Reviewing Authority, in returning the Appraisal Report to the HRD with their observations recorded there-in, reminders may be issued to them giving specific time for submitting the Appraisal Report to HRD.
MIS: Status on recording of the Appraisal Reports may be submitted to HOD/ED-HR, at the end of August and September every year.
****
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Annexure 6.1
National Housing Bank Performance Appraisal For Officers in AM/scale 1 to MGR/scale III For the Year ended ______
Name of the Appraisee Officer – NATIONAL HOUSING BANK
Performance appraisal for officers for the year ended:
Part I - Self Appraisal
Name and designation of reporting officer:
1. Self Appraisal is an opportunity provided to the Appraisee Officer to write about his/her performance during the period under review. 2. Appraisee Officer is expected to be frank and objective in making his/her own appraisal.
Note: If the Appraisee officer does not submit the completed self-appraisal form to the specified reporting officer within a fortnight of the due date of report, the reporting officer will proceed to record the report without waiting for the self-appraisal.
1. Major items of work done during the period under review , in order of priority
2. Please give an evaluation of he work done by you during the period under review, highlighting achievements of targets, if any, as well as unfinished items of work assignments (i.e. the balance sheet of your performance) indicating volume, complexity, timeliness, accuracy, drafting etc.
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3. Please comment on the factors influencing your performance e.g. assistance & support received from the team working with you, guidance received from superiors, work environment etc.
4. Any other comments (Pertaining to your placement, training, personal matters etc. that you would like to inform the bank.)
Date: ______Signature ______
Name & Designation:
Give a critical evaluation of performance covering achievements, and unfinished items of work of appraisee Officer, after taking into account the comments given under self appraisal and also with reference to other relevant factors connected with his/her work enumerated in part II, particularly knowledge of work, efficiency, speed and output of work, willingness to take decisions, initiative etc.
Name:______Signature______
Designation:______Date: ______
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30.6. Performance appraisal for officers the year ended
Part II - Performance Appraisal
Name of Appraisee Officer: PF Index No. :
Designation : Department & Centre : Qualification : Date of Birth : Date of first appoinment : Service in the present department/office
Years ______Months______Name and Designation of Reporting officer : Service under Reporting Officer
Years _____ Months ______Number of times the officer has availed of leave (other than casual/ special leave) during the year
Punishment / Disciplinary action or commendation during the period :
Instructions: 1. Reporting Officer should positively submit the completed report to the reviewing officer within one month from the date of report. if the appraisee officer does not give his/her Self Appraisal within a fortnight from the due date of report and there is no valid reason assigned for the delay the Reporting Officer should complete the report without it and indicate the fact about part I not having been received in the last docket on page 5. 2. Please make a fair and objective assessment. This should be work done by the Officer during the Period under under you. Please do not get yourself unduly influenced by the latest incidents or experiences. 3. The first two traits listed in the next section carry 20 marks each, total 40, next 4 carry 15 marks each and balance 10 traits carry 10 marks each; total of 200 marks. Please indicate marks against each feature in full integers. The ratings and range of marks are given below. 4. Please give your specific comments in support of your rating against each feature, particularly if the rating is ‘C’ or ‘A+’.
Rating A+ A B+ B C 10 Marks 8-10 6-7 5 4 3 & below 15 Marks 12-15 9-11 7-9 6 5 & below 20 Marks 16-20 12-15 9-11 8 7 & below Overall Rating (200 160 & above 120- 100-119 80-99 below 80 Marks) 159
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Assessment by reporting Officer
Marks Marks Comments Features assigned given
1. KNOWLEDGE OF WORK Work procedures, rules/ regulations, rationale and purpose thereof. 20 2. RATE AND VOLUME OF WORK Rate and Volume of work disposal
20 3. ACCURACY IN WORK Correctness of facts and figures furnished
15 4. COMMUNICATION SKILLS Clear, convincing and logical exposition and concise presentation.
15 5. SUPERVISION AND CONTROL Degree and effectiveness thereof
15 6. WILLINGNESS TO TAKE DECISIONS AND ACCEPT RESPONSIBILITY Exercise of authority delegated for taking decisions and acceptance of responsibility for results 15 7. INITIATIVE Works independently without being guided in detail and exhibits drive and initiative 10 8. COMMITMENT Works with spirit of dedication 10 9. JUDGEMENT Possesses clarity of thoughts and ability to anticipate events, arrives at sound decisions. 10 10. ADAPTABILITY Shows ability to adapt to changing environments, absorbs training and readily accept changes. 10 11. LEADERSHIP & TEAM WORK Sets example and takes responsibility, promotes co-operation and team spirit of the group for optimum results and also develops subordinates through guidance, counselling, delegation etc. 10
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Marks Marks Comments Features assigne given d 12. INTER PERSONAL RELATIONSHIP SKILLS Maintains cordial relationship with superiors and healthy relationship with peers and subordinates 10 13. CREATIVITY Work shows imprint of creative thinking & perception and handling in an unusual and effective manner 10 14. APPRAISING ABILITY Appraises subordinates in a fair and objective manner 10 15. TIMELINESS IN WORK Disposal of work in keeping with the requirements and deadlines 10 16. PUNCTUALITY AND REGULARITY IN ATTENDANCE As evident during the year 10 TOTAL MARKS OVERALL 200 RATING
Comments on Integrity
Comments on training/ transfer/placement
Comments on strengths /weaknesses
Name : ______Signature : ______
Designation : ______Date : ______
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Part III - PERFORMANCE APPRAISAL - REVIEW
Instructions for Reviewing Officer 1. If you feel that during the period under review you did not have sufficient opportunity to review the Appraisee Office’s work, have an informal, free & frank discussion about his work with him/her. 2. In case you notice factual inaccuracies and/or wide disparity in Self Appraisal and the Reporting Officer’s appraisal, try to reconcile the same especially where you feel it is necessary to ensure fair assessment. 3. Examine scrupulously the marks given by the Reporting Officer for each feature and satisfy yourself that these are consistent and fair. If you feel necessary, you may informally discuss the report with the Reporting Officer before giving the assessment. 4. Give your Overall assessment (rating and total marks) after taking into account the Reporting Officer’s appraising capacity, prevalent standard of performance and your own judgement. 5. In case total marks given by you differ from those given by the Reporting Officer, please indicate where and why you differ from the Reporting Officer in respect of individual factor ratings.
Comments of the Reviewing Officer : Name of the Appraisee Officer : I have gone through the Self Appraisal and the Assessment by the Reporting Officer. My observations are as under :
Overall assessment Rating Total marks Signature : Name : Designation : Date :
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Part IV - PERFORMANCE APPRAISAL - REVIEW COMMITTEE’S ASSESSMENT
Name of the Appraisee Officer ______
Instructions for Departmental Review Committee 1. Please ensure that the Reporting Officer’s and Committee’s assessments are consistent. If assessment of the Reporting Officer is required to be changed, please indicate reasons and overall assessment (rating and total marks). 2. Specify any point/s not covered or covered inadequately.
RECOMMENDATIONS Recommendations of the Departmental Review Committee:
Overall Assessment Marks Recommendations of the Review Committee : 1. On Training Needs
2. On Placement :
Name, Designation and Signature of the Review Committee Members : Sr. No. Name Designation Signature 1. 2. 3. 4.
*
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Annexure 6.2 National Housing Bank Performance Appraisal For Senior Management and Top Executive Grade For the Year ended ______
Full Name: Qualification: Present Appointment: Date of Birth: Date of Present Appointment: Total Service: Substantive Appointment:
Instructions A – For Appraisee Officer: Your comments must concentrate on the following “Key Responsibility Areas”
1) Responsibility to Work a) Accuracy, timeliness and comprehensiveness of response to and compliance with the directions received from the top management and/or Central Office. b) Innovations made, attempted or suggested in the policies, procedures and organizational arrangements. c) Control exercised over the department/office through information system, surprise inspection/visits, attending to complaints from vigilance angle etc.
2) Responsibility to Men a) Maintaining discipline and motivating staff by own behaviour and the judicious use of techniques like timely guidance, advice, training and placement. b) Exercising effectively the authority delegated on administrative and financial matters affecting staff viz. recruitment, placement, rotation, promotion, discipline, grievances, facilities and amenities etc.
3) Responsibility to Image Building Maintenance of cordial relations with Banks, financial institutions, Government Departments (Central and State), attending promptly and courteously to complaints and grievances of institution and members of public. To the extent and in the areas he has to deal independently with the Press and Employees’ Associations/Unions, he must boost the image of the department/office and win over their trust.
4) Responsibility to Productivity Effective utilization of men, machines, materials and space, efforts to general cost control bearing in mind the organizational and environmental constraints.
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B – For Reporting Officer: Give your comments and assessments on:
1) Each of the areas of responsibility 2) Other features 3) General observations made by the Appraisee Officer 4) Potential 5) Placement and 6) Need for training
C – For Reviewing Officer Indicate whether you agree with the Reporting Officer: If not, reasons therefore and give your overall assessment.
APPRAISAL: (Use extra sheet if the space is insufficient)
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Date ______Signature ______
Part II Assessment of the Reporting Officer Responsibility Areas Exceptional Very Good Satisfactory Inadequate Good Work Men Image Building Productivity Overall
Other Features
1. Knowledge (Keeps abreast of the developments in his own and allied fields of work) 2. Intelligence (Quick in understanding, possess clarity of thought & sound judgement)
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3. Adaptability (Ability to adapt to changing environments, absorbs training, readily accepts change) 4. Imagination, Foresight and Planning (Systematic and well organized in work, anticipates problems of future and evolves alternative strategies to meet these) 5. Personality (Impact made on others through correct and courteous behavior and his poise) 6. Integrity (Honest inhis dealings and thinking, puts premium on principles and ideals) Overall
Comments of the Reporting Officer
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Name: ______Designation: ______Signture of the Reporting Officer Date: ______
Comments of the Reviewing Officer
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Overall Assessment: Exceptional ___ Very Good ___ Good ___ Satisfactory ___ Inadequate ___
Name: ______Designation: ______Signature of the Reviewing Officer Date: ______
******
- End of Chapter 6
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Chapter 7
Promotion of Officers And Fixation of Pay On Promotion
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Promotion of Officers
1. Framework:
Subject to the availability of vacancies and the eligibility criteria given below, promotions, whether from one scale/grade to another, shall be on the basis of merit (selection method) with weightages for service record, educational/professional qualifications etc. as may be prescribed by the Board from time to time, except that the Board shall not provide any weightage for seniority:
A. Eligibility
(a) Officers would be considered eligible for promotion to the immediate higher scale/grade on the basis of number of years of service. The eligibility in terms of minimum number of years of service for promotion from one scale to another shall be as under:
Promotion from Minimum No. of years of service required
I MG Scale-I to MMG Scale-II 4 years of satisfactory service in JMG Scale-I II MMG Scale-II to MMG Scale-III 4 years of satisfactory service in MMG Scale-II III MMG Scale-III to SMG Scale-IV 4 years of satisfactory service in MMG Scale-III IV SMG Scale-IV to SMG Scale-V 3 years of satisfactory service in SMG Scale-IV V SMG Scale-V to TEG Scale-VI 3 years of satisfactory service in SMG Scale-V VI TEG Scale-VI to TEG Scale-VII 3 years of satisfactory service in SMG Scale-VI
(b) Computation of years of service will be on the basis of actual service rendered in the existing grade.
(c) The minimum eligibility in terms of the number of years of service for promotion will be reckoned as on 1st January in case the selection exercise is initiated during the half year 1st January to 30th June and 1st July, in case the selection exercise is initiated during the half year 1st July to 31st December.
(d) The Board may relax, at its discretion, the eligibility criteria in respect of minimum number of years of service for promotion from one scale to another, by one year.
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B. Number of candidates to be considered for promotion:
The number of candidates to be considered for promotion from one scale to another may normally be upto 3 to 4 times the number of vacancies available in the higher grade/scale for which the promotions are being considered.
CMD is authorized to permit shifting of vacancies one scale up or down subject to non availability of eligible candidates in that scale. Such shifting of position shall however, be restored to its sanctioned strength within two years of effecting such shifting.
Promotion exercise shall be undertaken, notwithstanding the fact that less number of candidates fall within the zone of consideration, as compared to available vacancies for promotion.
C. Promotion Criteria:
I. For filling up the vacancies in MMG Scale II upto SMG Scale IV:
(i) The selection of the candidates from JMG Scale I upto SMG Scale IV shall be done on the basis of the following parameters:
Parameters Maximum marks Minimum marks Performance 60 40 Interview 35 17 Qualifications 5 - Total 100 60
(ii) The performance of officers during 4 preceding years will be evaluated as follows:
Rating Mark for the rating Exceptional 15 Very Good 13 Good 10 Satisfactory 6 Inadequate/Unsatisfactory 0
(iii) The 5 marks for qualification shall be awarded as under:
(a) CAIIB Part I/Post Graduate Degree or Diploma in any discipline or its equivalent like LLB, Degree in Engineering, Inter CA/AICWA/CS etc. - 2 marks
(b) CAIIB Part-II/MBA/Cost Accountancy/Chartered Accountancy/ACS - 3 marks
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(iv) Marks for educational qualification shall be calculated as on 1st January, if the selection exercise is initiated during the half year 1st January to 30th June and as on 1st July, if the selection exercise is initiated during the half year 1st July to 31st December.
II For filling up the vacancies in SMG Scale-V and above:
(i) The selection for filling up the vacancies in SMG Scale-V and above shall be done on the basis of the following parameters:
Parameters Maximum marks Minimum marks Performance 60 40 Interview 40 20 Total 100 60
(iii) The performance of officers during 3 preceding years will be evaluated as follows:
Rating Mark for the rating Exceptional 20 Very Good 17 Good 13 Satisfactory 9 Inadequate/Unsatisfactory 0
(D) Competent authority for the purposes of promotion:
(a) There shall be interview committee/s to select the candidates from amongst the eligible officers and recommend to the competent authority the names of those officers who are selected for promotion. Competent Authority for promotion shall be as under:
Competent Authority Promotion from JMG Scale-I to MMG Scale-II and ED MMG Scale II to MMG Scale III MMG Scale III to SMG Scale IV Chairman SMG Scale IV to SMG Scale V and Executive Committee of Directors/ above Board of Directors.
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(b) The composition of the Interview Committee/s would be as under:
Promotion from Interview Committee i JMG Scale-I to MMG Scale-II Committee comprising of CGM/GM and two MMG Scale-II to MMG Scale-III DGMs plus one SC/ST representative of appropriate status. ii MMG Scale-III to SMG Scale-IV Committee comprising of CMD/ED* and two SMG Scale-IV to SMG Scale-V CGMs/GMs (in the absence of 2nd CGM/GM, one DGM). iii SMG Scale-V to SMG Scale-VI Committee comprising of CMD, ED and one GM or 2 GMs in case of absence of CMD or ED. vi SMG Scale-VI to SMG Scale-VII Committee comprising of CMD/ED* and Govt. nominee Director and RBI nominee Director. *ED will be in the committee only when the post of full time CMD in the Bank is vacant. (c) (i) The Interview Committee shall make an overall assessment of the candidates on the basis of various components such as present job knowledge, potential for shouldering higher responsibilities, decision making ability, communication skills, general awareness, any outstanding contribution made to the Bank etc.
(ii) Having regard to the number of candidates to be interviewed in a selection process, the exigencies of Bank’s work and for other practical difficulties, the Bank may constitute more than one Interview Committee, for each level of selection.
(iii) The Competent Authority for promotions shall approve the promotions in the order of rank in the merit list and on the basis of procedure laid down in the policy. Where, however, the Competent Authority considers in its judgment that an officer, notwithstanding his/her selection for promotion is not suitable for promotion, the Competent Authority may exclude his/her name from the merit list after recording the specific reasons for reaching such judgment.
E. SC/ST Officers:
The SC/ST candidates will be entitled to the benefit of reservations and relaxations, in accordance with the guidelines issued on the subject, from time to time, by the Government of India.
F. Preparation of merit list of successful candidates:
The merit list of successful candidates shall be prepared so as to have a cut off point keeping in view the number of vacancies. The promotion shall be of the candidates at the top of the merit list so prepared irrespective of their seniority in the existing grade. The inter-se seniority of officers promoted in a grade shall remain unchanged in the new grade.
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G. Appeal procedure:
Any aggrieved officer shall have the right to appeal within 45 days from the date of declaration of the result of the promotion interviews. An appeal shall be examined by an Appellate Authority. The Appellate Authority for the officers in Scales I to III shall be the Chairman and for officers in Scale IV and above, shall be the Executive Committee of the Board of Directors.
H. Miscellaneous:
Cases relating to officers on whom minor/major penalties have been imposed, whose conduct is under investigation or who are under suspension or who have been charge- sheeted as also absence in interview, seeking reversion and refusal to accept promotion will be dealt with, in accordance with the guidelines issued on the subject by the Government from time to time.
For more details, reference may be made to the Promotion Policy.
I. Procedure:
Promotion exercise is an important exercise having bearing on the career of the officers. It is, therefore, necessary to ensure that adequate care is taken while conducting a Promotion exercise. Due care should be taken to obviate possibility of any error or omission. Broadly, following steps will be necessary in a Promotion exercise.
1. Assess the vacant posts/vacancies available in each scale for which promotion exercise is to be held.
2. Prepare list of the officers who are eligible for promotion under the promotion Policy.
3. In case the Bank desire to relax the eligibility criteria in respect of minimum number of years of service for promotion from one scale to another, by one year; necessary Board approval may be obtained.
4. Put-up the proposal/s for approval of the Competent Authority for conducting the promotion exercise and constitution of Interview Committee/s.
5. Obtain ‘No Objection’ in respect of the eligible officers from the CVO.
6. Prepare profile of the eligible officers, indicating qualification, experience, , appraisal marks, leave records, excellence/deficiency in service etc.(CAIIB/JAIIB/other professional qualification may be taken in to account). Specimen profile format is enclosed in Annexure 7. 1.
Page 135
7. Issue request letters to the Interview Committee Members after its constitution by the Competent Authority. Specimen request letter format is enclosed in Annexure 7.2.
8. Issue interview letters to the eligible officers. Specimen interview letter format is enclosed in Annexure 7.3.
9. Review arrangements for the Interview a day or two in advance. 10. Handover folders containing profile of candidates and other documents to the Interview Committee Members before commencement of interviews. Index of Folder for Interview Members is given in Annexure 7.4.
11. To facilitate decision by the Interview Committee Members, a detailed Information Sheet is made available to the Interview Members. Specimen Information sheet format is enclosed in Annexure 7.5.
12. Similarly, a Marks Sheet is made available to the Interview Committee Members for indicating marks obtained by the candidate during the Interview. Sample marks sheet is given in Annexure 7.6.
13. Above marks sheets should be taken from the all the Committee Members duly filled in and signed by the members at the end of the interviews.
14. Prepare Final-Result after adding performance appraisal makes, qualification marks and interview marks as per specimen format enclosed in Annexure 7.7.
15. Put-up Final Result to the Competent Authority for approval.
16. Issue promotion intimation letters. Specimen promotion letter is placed at Annexure 7.8.
17. Issue promotion Office Order. Specimen promotion Office Order is placed at Annexure 7.9.
18. Copy of the Promotion letters/orders shall be placed in the personal files of the concerned officers.
19. Workout pay fixation of the promoted officers, obtain approval and issue proper fixation order. For details refer Chapter on ‘Fixation of Basic Pay of Promoted Officers’.
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Fixation of Basic Pay of Promoted Officers
Fixation of pay for officers promoted should be done as per Office Order No. 9 /2008 dated February 26, 2008 or any guidelines issued by IBA from time to time. Presently, Bank follows the following procedure which was approved by the Board with regard to fixation of pay on promotion to the higher scale as per the IBA norms:
(a) The number of increment/s which an officer would have earned for passing each part of CAIIB is first reduced from the existing pay of the officer prior to his fitment on the higher scale of pay.
(b) Thereafter, one increment is added notionally in the old scale from which the officer is being promoted and his pay is fixed at the appropriate stage in the new scale.
(c) After such fitment in the higher scale of pay, one or two increment/s is/are added to the basic pay so fixed in respect of Part I and both Parts of CAIIB as the case may be. The above formula stands to protect the CAIIB increments earned by the officer.
Sample format for fixation of pay of each officer is given on the next page.
Page 137
National Housing Bank, HRD Fixation of pay of promoted officer Promotion from Scale… to Scale… Present Scale of Pay :…… Promoted Scale of Pay :……..
Shri ………………………,………………….
Grade/Sale to which promoted and Date of Promotion to this Scale :……………….
Rs.
1. Basic Pay in the earlier grade i.e. Scale
2. Less CAIIB Increments in old scale
3. Add one notional increment in the old scale
4. Fitment at appropriate stage in new scale
5. Add 1/2 CAIIB increments, as the case may be
6. Fitment in new scale
Date of next increment: date
Note: PQP and FPA must be taken into account while fixing the pay of the officer.
Submitted for approval, MGR/HRD
HOD/HRD
……………
Above requires to be approved by ED for upto MGR Scale and by CMD for Scale RM and above.
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Annexure 7.1
National Housing Bank New Delhi Enabling Processes Department – HRD
PROMOTION FROM … /SCALE - … TO …./SCALE-…
Candidate’s Profile 1. Name of the Officer:
2. Date of Birth/ Age:
3. Qualification:
4. Date of Entry & No. of completed years in NHB :
5. Grade/Scale in which appointed in NHB:
6. Present Grade/Scale:
7. Total Service in present Grade/Scale as on : 1.1….. /1.7…..:
8. Departments in which officer has worked in NHB:
9. Leave record for the last 3 calendar years: (number of times) Year/Leave 2006-07 2007-08 2008-09 Privilege/Earned Leave taken Sick Leave Extra Ordinary Leave on Loss of Pay
10. Performance Grade/Marks obtained during last 3 years (as per Annual Appraisal Reports):
Year 2006-07 2007-08 2008-09 Total Marks
Grade Obtained
Marks
11. Disciplinary proceedings pending/ contemplated, if any:
12. Vigilance Case/pending/contemplated, if any:
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Page 139
Annexure 7.2
Sample Invitation Letter to Interview Members
NHB(ND)/HRD/ /20… November …, 20…
Name of the Officer Designation National Housing Bank New Delhi/Mumbai
Dear Sir,
Interviews for Promotion of Officers
The Bank proposes to hold interviews for promotion of its Officers from Junior/Middle/Senior Management Grade Scale … to Middle/Senior/Top Management Grade Scale …. We are pleased to inform you, that you are one of the members of the Interview Committee. The interviews will be held on …, …. at .. p.m. (afternoon) in the Board Room, National Housing Bank, 5th floor, Core 5 A, India Habitat Centre, Lodhi Road, New Delhi – 110003.
You are requested to kindly make it convenient to join the Committee for conducting the interviews.
Thanking you,
Yours faithfully,
(………………) Name of the officer Designation
Page 140
Annexure 7.3
Sample Invitation Letter to Eligible Officers
By Hand NHB(ND)/HRD/ /20… …………………, 20….
Shri …………………. National Housing Bank, New Delhi
Dear Sir,
Interview for Promotion
The interviews for promotion of Officers from ……… (Scale….) to…………(Scale …) shall be conducted on …, 2015.
We are pleased to inform that you fall in the zone of consideration. You are hereby requested to present yourself for the interview on the above mentioned date. The interview shall be conducted in the Head Office, New Delhi.
We wish you good luck,
Yours faithfully,
(……………….) Name of the Officer Designation
Page 141 Annexure 7.4
Index of Folder for Interview Members
National Housing Bank New Delhi HRD
PROMOTION FROM … /SCALE- ... TO …/SCALE-…
INDEX OF CONTENTS
Sl. Item Page No.
1. Information Sheet
2. Candidate Profile – Shri
3. Candidate Profile – Shri
4. Candidate Profile – Shri
5. Candidate Profile – Shri
6. Candidate Profile – Shri
7. Marks Sheet Format
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Page 142
Annexure 7.5
National Housing Bank New Delhi HRD
PROMOTION FROM … /SCALE- ... TO …/SCALE-…
Information Sheet
1. Number of existing vacancies :
2. List of Eligible Officers in order of Seniority:
Sl. No. Name of the Officer Designation 1. 2. 3. 4. 5. 6.
3. Criteria for Promotion from Scale … to Scale ..
As per the Promotion Policy all promotions shall be on the basis of merit (selection method), subject to eligible criteria given below:
A. For filling up the vacancies in MMG Scale II upto SMG Scale IV:
The selection of the candidates from JMG Scale I upto SMG Scale IV shall be done on the basis of the following parameters:
Parameters Maximum marks Minimum marks Performance 60 40 Interview 35 17 Qualifications 5 - Total 100 60
The performance of officers during 4 preceding years will be evaluated as follows:
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Rating Marks for the rating Exceptional 15 Very Good 13 Good 10 Satisfactory 6 Inadequate/Unsatisfactory 0
(iv) The 5 marks for qualification shall be awarded as under:
- CAIIB Part I/Post Graduate Degree or Diploma in any discipline or its equivalent like LLB, Degree in Engineering, Inter CA/AICWA/CS etc.- 2 marks
- CAIIB Part-II/MBA/Cost Accountancy/Chartered Accountancy/ACS - 3 marks
(B) Officers in Scale IV are required to have put in minimum 3 years of satisfactory service in their existing scale to become eligible for consideration for promotion to Scale V.
The selection of candidates from Scale IV to Scale V shall be done on the basis of
following parameters:
Parameters Maximum marks Minimum marks
Performance 60 40 Interview 40 20 Total 100 60
Performance of officers during last 3 preceding years will be evaluated as under: Rating Mark for the rating Exception 20 Very Good 17 Good 13 Satisfactory 9 Inadequate/Unsatisfactory 0
For details on the above candidates, please refer their Profile enclosed.
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Page 144
Annexure 7.6
Specimen Marks sheet for Interview Members
National Housing Bank New Delhi HRD
PROMOTION FROM ….SCALE … TO …/SCALE …
Assessment of the Interview Panel
Name of the Interviewer: Shri Designation: Place of Interview: Delhi Date of Interview: ……, ……., 20.. Total Marks for Interview: ………
Sr. No. Name of the candidate / Marks Awarded Remarks, if any Officer (out of…. ..)
1.
2.
(Signature) Name of the Interview Member:….
Page 145
Annexure 7.7
Sample Result Sheet
Promotion from Scale … to Scale …
Marks obtained by the eligible candidates in the interview on …
Total Sr. Name of the Max. Average Qualifying Qual. Interview Marks Qualified Performance (A)+(B)+ No. officer Marks Marks Marks Marks (C) (A) (B) (C )
Marks of eligible candidates in Appraisal Performance Report
Sr Name of the officer 2008 2007 2006 2005 Total
1
Qualification Marks Sr Name of the officer Max. Description Marks Marks obtained 1
Sub-Total
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Annexure 7.8 By Hand NHB(ND)/HRD/ /2015 …., 2015
Shri ….., ……, National Housing Bank, New Delhi
Dear Shri ,
Sub: Promotion from ….(Scale ….) to …..(Scale …)
We are pleased to inform you that the Bank has decided to promote you from ….(Scale …) to the position of ….. (Scale …) with effect from ….. Wishing you success in your new position,
Yours Sincerely,
(…………..) Name of the Officer Designation
Page 147 Annexure 7.9
Sample Promotion Office Order
September 22, 2015
Office Order No. xx /2015
S/Shri ------, ------and ------, Assistant General Manager (Scale V) have been promoted as Deputy General Manager with effect from today.
-sd------Deputy General Manager
Copy to: 1. CMD Secretariat 2. ED(---) 3. GM(---) 4. GM(---) 5. GM(---) 6. GM(---) 7. Officers Promoted 8. RR-CRO, BRO, KRO, HRO, LRO, ARO 9. OIC-Mumbai 10. All other officers by email 11. Personal file of promoted officers
*** * ***
- End of Chapter 7
Page 148
Chapter 8
Pay Fixation on Wage Revision
Page 149
Page 150
Fixation of Basic Pay and other allowances on Wage Revision
NHB follows IBA scales of Pay for its officers. Accordingly, wage revision in the Bank is done in accordance with revisions in Pay scales of officers announced by IBA from time to time, generally at intervals of 5 years. After appropriate wage revision for officers in banks is announced by the IBA, the provisions of the IBA circular/s should be studied carefully and proposal for revision of Pay scales and allowances (as may be considered appropriate) prepared for prior/post-fact approval of the NHB’s Board of Directors, as may be approved. After obtaining necessary approval, fitment of individual officers in the revised scales and the payment of arrears may be worked out, approval of competent authority obtained, and decision implemented under intimation of all concerned. Suitable circular/s would also need to be issued.
The NHB in they year 2009 introduced the practice of recruiting officers in scales I and II as Management Trainees on consolidated payment of rumination, as approved by the Board. These Management Trainees are absorbed in the regular scales for which they were selected, on successful completion of one year. It will, therefore, be necessary to incorporate proposal for suitable revision of compensation payable to Management Trainees alongside the proposal to revise pay scales and allowances of regular officers. However, this process has been discontinued w.e.f. 2011 after the order of Hon'ble Supreme COurt. Following points may be kept in view while fixing pay of officers in the revised pay scales:
1. Prepare the corresponding pay scales. 2. Calculated the arrears as per the IBA/GOI guidelines. 3. Calculate the perquisite values in respect of Bank’s accommodation, recoveries etc.
4. Calculate Tax after adding arrears payable to officers and perquisite value of the officers.
Page 151 5. Calculate the PF amount recoverable from the officers. 6. Calculate the PF amount payable by the NHB to Pension Trust. 7. Please check whether any change on the recovery on rent, car etc on account of revision pays.
8. Make net payment to the officers after deduction tax, PF amount recoverable and any other recoveries.
9. Transfer PF amount payable by officers to RBI PF Trust. 10. Transfer PF equivalent amount to NHB Pension Trust. 11. Transfer PF amount to RBI PF Trust in respect of the officers who had taken CPF option.
**** ****
- End of Chapter 8
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Chapter 9
Payroll and Reimbursement
Page 153
Page 154
Payroll and Reimbursement
Purpose:-
To provide guidelines regarding Payroll & Reimbursement procedure in the Bank.
Philosophy:-
HR defines and maintains policies & procedures pertaining to company values, beliefs, compensation and other benefits. One such critical process is of payroll which includes defining of compensation related policies and processing of employees compensation i.e. employees salary and other benefits/Reimbursements.
Payroll Procedure:-
Steps for processing Payroll are as follows:
(1) Collection of monthly salary inputs.
(2) Salary processing.
(3) Providing details of Salary to Account Department.
Reimbursement Procedure:-
Steps for processing Reimbursement are as follows:
(1) Checking the Reimbursement Claims from Officers for its correctness.
(2) Entry in the respective Reimbursement Registers for information.
(3) Reimbursement Processing.
(4) Providing details of Salary to Account Department.
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Flow of Payroll Process would be broadly as under:-
Leave Details New Recruitments Recoveries Legal Orders Inputs from Others Regional Offices Retirement Cases
Monthly Inputs. Resignation Cases Increments
Test Run to
check the Errors
No
If Test Run founds OK
Yes
Final Run
Posting
Salary Third party/Society Reports Pension/PF Recoveries
Information to Account Department & Pension cell
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Flow of Reimbursement Process would be broadly as under:-
Book Grant Newspaper Medical Magazine Conveyance Hospitalization Holiday Working
Telephone Entertainment
Credit Card Reimbursement Club Membership Claims
Staff Benevolent Briefcase
Checking the claims for correctness
No
If Claims Return to the Officer founds OK
Yes
Test Run
No If Test Run founds OK
Yes
Final Run
Information to Account Department
Page 157
Payroll Process:- C) Monthly Inputs : Payroll processing starts with the monthly Input. Monthly inputs are important for processing the salary. It includes the following:
1) Resignation Cases if any. 2) Leave Details. 3) Inputs from Regional Offices. 4) Recoveries from officers including Loan Recovery. 5) New Recruitments. 6) Increments. 7) Legal Orders. 8) Retirements. 9) Others. (if any)
D) Processing in SAP :
Once monthly input is collected an officers who is processing the payroll should follow the following steps:
1) Officer should enter keyword “Pa30” in the space on top. 2) Enter all the necessary inputs in the relevant areas of payroll. 3) Go to PC00_M40_CALC_Payroll program India 4) Put Payroll area as DH 5) Put Other period and month for e.g. 04, 2015 (04- for July month) 6) Put Personal number in range (or individual as per requirement) 7) Schema as ZN00 8) Put Test Run no update 9) Put Display Log 10) Put Display variant renum. Statement—Pay Slip Delhi 11) After testing remove test run no update. 12) Go back to the normal screen and type “pa03” in space and then exit the current payroll, to proceed with payroll processing for new month. 13) Put payroll area as DH 14) Click on the exit payroll button and save it. 15) Go to PC00_M99_CIPE – Create Posting Run 16) Put payroll area as DH 17) Put current period, Personnel number in range from 2 to 166 (till last Emp. Code).
Page 158 18) Put payroll area as DH and Type of document creation as “S”. 19) Put Output Log, put current date on Text on posting run. 20) In the header Specify posting date mark “manually” and put the current date. 21) Put current date in Document date and posting variant as SAP. 22) Execute it by clicking the clock symbol on header. 23) If it is successful then make change in Type of document creation as “P” and execute the same for final posting.
C) Reports & Dispatch:
Once the Final posting is done, various reports are generated which includes Salary Report, PF/Pension Report & Third party (Society Recovery) Report. Officer who has processed the payroll should verify the reports against the data available so that there should not be any error. After checking reports and its correctness officer from HR who is having the rights & authority to process the payroll should sign these reports and dispatch the same to the Account Department for payment/recoveries of the officers as mentioned in the reports.
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Reimbursement Process
A) Reimbursement Claims:
Reimbursements are processed twice in a month tentatively on 10th & 20th day of a month, so if an officer miss to submit his/her claim prior to 10th day of a month then he/she can submit the same before 20th of a month which is a tentative day for processing the claims second times in a month. There are various Reimbursements officer can claim are as follows:
1) Newspaper 2) Medical 3) Hospitalization 4) Credit card 5) Telephone 6) Briefcase 7) Book Grant 8) Professional Magazine 9) Holiday working 10) Conveyance including drivers salary (If applicable) 11) Entertainment 12) Club membership 13) Staff Benevolent 14) Payment related to Bank’s car 15) Misc. Payments (if any)
Once the officer (HR) receives these claims he/she should verify the claims against the officer’s limit and its correctness. If there is any discrepancy in the claims then HR should inform to the concern officer and set it right or can ask to resubmit the claims with proper modifications or within the limits of an officer.
B) SAP Processing for Reimbursement:
Once all the reimbursement claims has verified by the concerned officer, he/she can proceed with the processing of reimbursement claims in SAP. The steps for processing reimbursement through SAP are as follows:
1) Take the amount of respective bill against respective employee code and their reimbursement code. 2) Make a list in excel sheet for it against employee code, wage type and amount from starting.
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3) Check whether reimbursement codes are not repeating against same employee code. 4) Type pa70 in space 5) Period from – today’s date & Info type - 267 6) Create a blank sheet. 7) Paste the entries in the entries from excel sheet. 8) Save it. 9) Go back and open PC00_M40_CALC_payroll program in India. A)Put payroll area as DH, B) Current period, C) Off-cycle payroll A _ current date, D) Put Range in personal no. E) Schema – ZN00, F) Test run with no update, G) Display log and display variant remun. Statement. H) Put Payslip Delhi side to display variant remun. Statement 10) Execute it by clicking on clock symbol. 11) Check for the rejected people or numbers. 12) If rejection is zero then execute it by removing click from test run with no update means it’s a test run with update. 13) Also check the list by selecting all and go to Copy option to view the sheets. 14) Checks the total of each employee in the sheet against the total in excel. 15) Then go to PC00_M99-CIPE_create posting Run. 16) O/p log, Manually-date, Doc. Date, test on posting run. 17) Run in simulation by putting “S” and then post it by putting “P” 18) Follow the same procedure as above from 10-13 19) If need to make any changes, Type pa30 for making an individual’s entry or editing it.
C) Report & Information for Payment:
Once the final posting is done, officer who is authorize for payment in HR can send the report/statement of reimbursement putting the signature over it to the Account Department for payment to the officers.
The reimbursement statement contains the details of officers, their claims and the amount which should be paid to them.
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Some of the methods for correcting mistakes/errors for processing the Payroll/Reimbursement are as under:
1. Error during entering the wage types – enter wrong wage type (check one to one manually).
2. Error during creation of records - Modify manually (pa30 / info type 0027).
3. Dumping error – Please check all the options selected for processing the payroll/ reimbursement. Remove display log if required.
4. Direct Data Errors: These are the errors based on Info type data and are caused directly by the incorrect data in a particular Info type. Examples -The Info type date is a future date that does not fall within the payroll period range. Example: One-time payment date in Info type 0015. A similar condition can arise for Info type 2010 data. Unfortunately, you will not get any warning message for the future dates (as you do for past/retro dates). Wrong data in the Info type. Example: Employee filing status in Info type 0210 resulting in wrong tax calculations.
5. Indirect Data Errors - These are a result of dependence between the Info types. Examples include: One Info type is dependent on another Info type, or is generated as a result of changes to the first Info type. Example: Zip Code in Info type 0006 impacting residence tax authority in Info type 0207. One Info type can drive the eligibility for other Info types. Example: Benefits grouping Info type 0171 drives eligibility for health plan Info type 0167.
6. Date and Retroactivity Errors - If you survey SAP Payroll users about the most common errors they encounter, probably these types of errors will top the chart. Especially for the new implementations and new users, date-related data issues and the retroactive data changes cause most of the stress felt by payroll managers during the payroll run. The retroactive data changes are normally very hard to identify and are visible when payroll goes back to multiple pay periods. In some cases, the change could also cause retroactive calculations for the majority of the employee population. Examples are: Usage of PA30 transaction and overwriting the data.
7. Change too far in payroll past - Appears if you want to change an info type relevant to retroactive accounting and the start date for this info type lies before the earliest retroactive accounting limit.
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Employee not selected during payroll run - Check that you have chosen the correct payroll area on the selection screen. Check that the employee is active in the payroll period that you have chosen. No entry in table T529Q for period modifier 03 for time 01.04.2001-06-20 - This error message is misleading as this table does not exist. It actually points to table T549Q which in turn points to table T510W. This table holds the link between the pay scale type and area and the period parameter.
8. Deletion forbidden Results has been posted with posting run - An error occurs when attempting to delete employee's records whose payroll results have been posted to Accounts.
9. Please do not enter a period - You have entered a payroll period but the radio button says "Current Period". Either delete period entry to use the current Period or change radio button to "Other Period".
10. Error when retrieving results: RESULT DIRECTORY NOT FOUND - Your selection criteria have not yielded any employees. Check the criteria, in particular that the payroll period exists.
Note: If errors occur during the posting of the document, it can be resolved with the help of SAP consultant.
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Annexure 9.1
INCOME-TAX (THIRTEENTH AMENDMENT) RULES, 2009 - SUBSTITUTION OF RULE 3 AND INSERTION OF RULE 40F
Notification No. 94/2009/ F.No.142/25/2009-S O (TPL), dated 18-12-2009
In exercise of the powers conferred by section 295 read with sub-section (2) of section 17 of the Income-tax Act, 1961 (43 of 1961), the Central Board of Direct Taxes hereby makes the following rules further to amend the Income- tax Rules, 1962, namely:-
1. (1) These rules may be called the Income-tax (13th Amendment) Rules, 2009.
(2) They shall be deemed to have come into force on the 1st day of April, 2009.
2. In the Income-tax Rules, 1962, for rule 3, the following shall be substituted, namely:-
3. For the purpose of computing the income chargeable under the head Salaries, the value of perquisites provided by the employer directly or indirectly to the assessee (hereinafter referred to as employee) or to any member of his household by reason of his employment shall be determined in accordance with the following sub-rules, namely:-
(1) The value of residential accommodation provided by the employer during the previous year shall be determined on the basis provided in the Table below:
TABLE I
Sl. Circumstances Where accommodation is Where accommodation unfurnished is furnished No. (1) (2) (3) (4) (1) Where the License fee determined The value of perquisite accommodation is by the Central as determined under provided by the Government or any State column (3) and increased Central Government Government in respect of by 10% per annum of the
Page 164 or any State accommodation in cost of furniture Government to the accordance with the rules (including television employees either framed by such sets, radio sets, holding office or post Government as reduced refrigerators, other in connection with by the rent actually paid household appliances, the affairs of the by the employee. air-conditioning plant or Union or of such equipment) or if such State. furniture is hired from a third party, the actual hire charges payable for the same as reduced by any charges paid or payable for he same by the employee during the previous year. (2) Where the accommodation is provided by any other employer and
(a) where the accommodatio (i) 15% of salary in The value of perquisites n is owned by cities having as determined under the employer, population column (3) and increased or exceeding 25 lakhs by 10% per annum of the as per 2001 census; cost of furniture (including television sets, refrigerators, other household appliances, (ii) 10% of salary in air-conditioning plant or cities having equipment or other population similar appliances or exceeding 10 lakhs gadgets) or if such but not exceeding furniture is hired from a 25 lakhs as per 2001 third party, by the actual census; hire charges payable for the same as reduced by any charges paid or payable for the same by the employee during the
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(iii) 7.5% of salary in previous year. other areas, (b) where the accommodatio in respect of the period n is taken on during which the said The value of perquisite lease or rent by accommodation was as determined under the employer. occupied by the column (3) and increased employee during the by 10% per annum of the previous year as reduced cost of furniture by the rent, if any, (including television actually paid by the sets, radio sets, employee. refrigerators, other household appliances, Actual amount of lease air-conditioning plant or rental paid or payable by equipment or other the employer or 15% of similar appliances or salary whichever is lower gadgets) or if such as reduced by the rent, if furniture is hired from a any, actually paid by the third party, by the actual employee. hire charges payable for the same as reduced by any charges paid or payable for the same by the employee during the previous year. (1) Where the Not applicable 24% of salary paid or accommodation is payable for the previous provided by the year or the actual employer specified charges paid or payable in serial number (1) to such hotel, which is or (2) in a hotel lower, for the period (except where the during which such employee is accommodation is provided such provided as reduced by accommodation for a the rent, if any, actually period not exceeding paid or payable by the in aggregate fifteen employee: days on his transfer from one place to another)
Provided that nothing contained in this sub-rule shall apply to any accommodation provided to an employee working at a mining site or an on-
Page 166 shore oil exploration site or a project execution site, or a dam site or a power generation site or an off-shore site-
(i) which, being of a temporary nature and having plinth area not exceeding 800 square feet, is located not less than eight kilometers away from the local limits of any municipality or a cantonment board; or
(ii) which is located in a remote area:
Provided further that where on account of his transfer from one place to another, the employee is provided with accommodation at the new place of posting while retaining the accommodation at the other place, the value of perquisite shall be determined with reference to only one such accommodation which has the lower value with reference to the Table above for a period not exceeding 90 days and thereafter the value of perquisite shall be charged for both such accommodations in accordance with the Table.
Explanation.- For the purposes of this sub-rule, where the accommodation is provided by the Central Government or any State Government to an employee who is serving on deputation with any body or undertaking under the control of such Government,-
(i) the employer of such an employee shall be deemed to be that body or undertaking where the employee is serving on deputation; and
(ii) the value of perquisite of such an accommodation shall be the amount calculated in accordance with Sl. No. (2)(a) of Table I, as if the accommodation is owned by the employer.
(2) (A) The value of perquisite by way of use of motor car to an employee by an employer shall be determined in accordance with the following Table, namely:-
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TABLE II
VALUE OF PERQUISITE PER CALENDAR MONTH
Sl. Circumstances Where cubic capacity of Where cubic capacity of engine does not exceed engine exceeds 1.6 litres No. 1.6 litres (1) (2) (3) (4) (1) Where the motor car is owned or hired by the employer and
(a) is used wholly and No value: No value: exclusively in the Provided that the Provided that the performance of documents specified in documents specified in clause (B) of this sub- his official clause (B) of this sub- duties; rule are maintained by rule are maintained by the employer. the employer.
(b) is used exclusively for Actual amount of Actual amount of expenditure incurred by expenditure incurred by the private or personal the employer on the the employer on the running and running and purposes of the employee or maintenance of motor maintenance of motor any member of car during the relevant car during the relevant his household previous year including previous year including and the remuneration, if any, remuneration, if any, running and paid by the employer to paid by the employer to maintenance the chauffeur as the chauffeur as expenses are increased by the amount increased by the amount met or representing normal representing normal reimbursed by wear and tear of the wear and tear of the motor car and as motor car and as reduced by any amount reduced by any amount
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the employer; charged form the charged form the employee for such use. employee for such use.
(c) is used partly in the performance of duties and partly for private or personal
purposes of his own or any
member of his household and- Rs. 1,800 (plus Rs. 900, if Rs. 2,400 (plus Rs. 900, if chauffeur is also chauffeur is also (i) the expenses provided to run the provided to run the on motor car) motor car) maintenance and running are met or reimbursed by the employer; Rs. 600 (plus Rs.900, if Rs. 900 (plus Rs. 900, if chauffeur is also chauffeur is also (ii) the expenses provided by the provided to run the on running employer to run the motor car) and motor car) maintenance for private or personal use are fully met by the assessee.
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(2) Where the employee owns a motor car but the actual running and maintenance charges (including
remuneration of the chauffeur, if any)
are met or reimbursed to him by the employer and-
(i) such No value: No value: reimbursement is for the use of Provided that the Provided that the the vehicle documents specified in documents specified in wholly and clause (B) of this sub- clause (B) of this sub- exclusively for rule are maintained by rule are maintained by official the employer. the employer. purposes;
(ii) such reimbursement Subject to the provisions Subject to the provisions is for the use of of clause (B) of this sub- of clause (B) of this sub- the vehicle rule, the actual amount rule, the actual amount partly for of expenditure incurred of expenditure incurred official by the employer as by the employer as purposes and reduced by the amount reduced by the amount partly for specified in Sl. No. specified in Sl. No. personal or (1)(c)(i) above. (1)(c)(i) above private purposes of the employee or any member of his household.
Page 170
(3) Where the employee owns any other automotive conveyance but the actual running and maintenance
charges are met or reimbursed to him
by the employer and
(i) such reimbursement is for the use of the vehicle wholly and exclusively for official Not applicable. purposes;
(ii) such reimbursement No value: is for the use of vehicle partly Provided that the for official documents specified in purposes and clause (B) of this sub- partly for rule are maintained by personal or the employer. private Subject to the provisions purposes of the of clause (B) of this sub- employee. rule, the actual amount of expenditure incurred by the employer as reduced by the amount of Rs. 900.
Provided that where one or more motor-cars are owned or hired by the employer and the employee or any member of his household are allowed Page 171 the use of such motor-car or all of any of such motor-cars (otherwise than wholly and exclusively in the performance of his duties), the value of perquisite shall be the amount calculated in respect of one car in accordance with Sl. No. (1)(c)(i) of Table II as if the employee had been provided one motor-car for use partly in the performance of his duties and partly for his private or personal purposes and the amount calculated in respect of the other car or cars in accordance with Sl. No. (1)(b) of Table II as if he had been provided with such car exclusively for his private or personal purposes.
(B) Where the employer or the employee claims that the motor-car is used wholly and exclusively in the performance of official duty or that the actual expenses on the running and maintenance of the motor-car owned by the employee for official purposes is more than the amounts deductible in Sl. No. 2(ii) or 3(ii) of Table II, he may claim a higher amount attributable to such official use and the value of perquisite in such a case shall be the actual amount attributable to official use of the vehicle provided that the following conditions are fulfilled:-
(a) the employer has maintained complete details of journey undertaken for official purpose which may include date of journey, destination, mileage, and the amount of expenditure incurred thereon;
(b) the employer gives a certificate to the effect that the expenditure was incurred wholly and exclusively for the performance of official duties.
Explanation.- For the purposes of this sub-rule, the normal wear and tear of a motor-car shall be taken at 10% per annum of the actual cost of the motor- car or cars.
(3) The value of benefit to the employee or any member of his household resulting from the provision by the employer or services of a sweeper, a gardener, a watchman or a personal attendant, shall be the actual cost to the employer. The actual cost in such a case shall be the total amount of salary paid or payable by the employer or any other person on his behalf for such services as reduced by any amount paid by the employee for such services.
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(4) The value of the benefit to the employee resulting from the supply of gas, electric energy or water for his household consumption shall be determined as the sum equal to the amount paid on that account by the employer to the agency supplying the gas, electric energy or water. Where such supply is made from resources owned by the employer, without purchasing them from any other outside agency, the value of perquisite would be the manufacturing cost per unit incurred by the employer. Where the employee is paying any amount in respect of such services, the amount so paid shall be deducted from the value so arrived at.
(5) The value of benefit to the employee resulting from the provision of free or concessional educational facilities for any member of his household shall be determined as the sum equal to the amount of expenditure incurred by the employer in that behalf or where the educational institution is itself maintained and owned by the employer or where free educational facilities for such member of employees household are allowed in any other educational institution by reason of his being in employment of that employer, the value of the perquisite to the employee shall be determined with reference to the cost of such education in a similar institution in or near the locality. Where any amount is paid or recovered from the employee on that account, the value of benefit shall be reduced by the amount so paid or recovered:
Provided that where the educational institution itself is maintained and owned by the employer and free educational facilities are provided to the children of the employee or where such free educational facilities are provided in any institution by reason of his being in employment of that employer, nothing contained in this sub-rule shall apply if the cost of such education or the value of such benefit per child does not exceed one thousand rupees per month.
(6) The value of any benefit or amenity resulting from the provision by an employer who is engaged in the carriage of passengers or goods, to any employee or to any member of his household for personal or private journey free of cost or at concessional fare, in any conveyance owned, leased or made available by any other arrangement by such employer for the purpose of transport of passengers or goods shall be taken to be the value at which such benefit or amenity is offered by such employer to the public as reduced by the amount, if any, paid by or recovered from the employee for such benefit or amenity:
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Provided that nothing contained in this sub-rule shall apply to the employees of an airline or the railways.
(7) In terms of provisions contained in clause (viii) of sub-section (2) of section 17, the following other benefits or amenities and value thereof shall be determined in the manner provided hereunder:
(i) The value of the benefit to the assessee resulting from the provision of interest-free or concessional loan for any purpose made available to the employee or any member of his household during the relevant previous year by the employer or any person on his behalf shall be determined as the sum equal to the interest computed at the rate charged per annum by the State Bank of India, constituted under the State Bank of India Act, 1955 (23 of 1955), as on the 1st day of the relevant previous year in respect of loans for the same purpose advanced by it on the maximum outstanding monthly balance as reduced by the interest, if any, actually paid by him or any such member of his household:
Provided that no value would be charged if such loans are made available for medical treatment in respect of diseases specified in rule 3A of these Rules or where the amount of loans are petty not exceeding in the aggregate twenty thousand rupees:
Provided further that where the benefit relates to the loans made available for medical treatment referred to above, the exemption so provided shall not apply to so much of the loan as has been reimbursed to the employee under any medical insurance scheme.
(ii) The value of travelling, touring, accommodation and any other expenses paid for or borne or reimbursed by the employer for any holiday availed of by the employee or any member of his household, other than concession or assistance referred to in rule 2B of these rules, shall be determined as the sum equal to the amount of the expenditure incurred by such employer in that behalf. Where such facility is maintained by the employer, and is not available uniformly to all employees, the value of benefit shall be taken to be the value at which such facilities are offered by other agencies to the public. Where the employee is on official tour and the expenses are incurred in respect of any member of his
Page 174
household accompanying him, the amount of expenditure so incurred shall also be a fringe benefit or amenity:
Provided that where any official tour is extended as a vacation, the value of such fringe benefit shall be limited to the expenses incurred in relation to such extended period of stay or vacation. The amount so determined shall be reduced by the amount, if any, paid or recovered from the employee for such benefit or amenity.
(iii) The value of free food and non-alcoholic beverages provided by the employer to an employee shall be the amount of expenditure incurred by such employer. The amount so determined shall be reduced by the amount, if any, paid or recovered from the employee for such benefit or amenity:
Provided that nothing contained in this clause shall apply to free food and non-alcoholic beverages provided by such employer during working hours at office or business premises or through paid vouchers which are not transferable and usable only at eating joints, to the extent the value thereof either case does not exceed fifty rupees per meal or to tea or snacks provided during working hours or to free food and non-alcoholic beverages during working hours provided in a remote area or an off-shore installation.
(iv) The value of any gift, or voucher, or token in lieu of which such gift may be received by the employee or by member of his household on ceremonial occasions or otherwise from the employer shall be determined as the sum equal to the amount of such gift:
Provided that where the value of such gift, voucher or token, as the case may be, is below five thousand rupees in the aggregate during the previous year, the value of perquisite shall be taken as nil.
(v) The amount of expenses including membership fees and annual fees incurred by the employee or any member of his household, which is charged to a credit care (including any add-on-card) provided by the employer, or otherwise, paid for or reimbursed by such employer shall be taken to be the value of perquisite
Page 175
chargeable to tax as reduced by the amount, if any paid or recovered from the employee for such benefit or amenity:
Provided that there shall be no value of such benefit where expenses are incurred wholly and exclusively for official purposes and the following conditions are fulfilled:
(a) complete details in respect of such expenditure are maintained by the employer which may, inter alia, include the date of expenditure and the nature of expenditure;
(b) the employer gives a certificate for such expenditure to the effect that the same was incurred wholly and exclusively for the performance of official duties.
(vi) (A) The value of benefit to the employee resulting from the payment or reimbursement by the employer of any expenditure incurred (including the amount of annual or periodical fee) in a club by him or by an member of his household shall be determined to be the actual amount of expenditure incurred or reimbursed by such employer on that account. The amount so determined shall be reduced by the amount, if any paid or recovered from the employee for such benefit or amenity:
Provided that where the employer has obtained corporate membership of the club and the facility is enjoyed by the employee or any member of his household, the value of perquisite shall not include the initial fee paid for acquiring such corporate membership.
(B) Nothing contained in this clause shall apply if such expenditure is incurred wholly and exclusively for business purposes and the following conditions are fulfilled:-
(a) complete details in respect of such expenditure are maintained by the employer which may, inter alia, include the date of expenditure, the nature of expenditure and its business expediency;
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(b) the employer gives a certificate for such expenditure to the effect that the same was incurred wholly and exclusively for the performance of official duties.
(C) Nothing contained in this clause shall apply for use of health club, sports and similar facilities provided uniformly to all employees by the employer.
(vii) The value of benefit to the employee resulting from the use by the employee or any member of his household of any movable asset (other than assets already specified in this rule and other than laptops and computers) belonging to the employer or hired by him shall be determined at 10% per annum of the actual cost of such asset or the amount of rent or charge paid or payable by the employer, as the case may be, as reduced by the amount, if any, paid or recovered from the employee for such use.
(viii) The value of benefit to the employee arising from the transfer of any movable asset belonging to the employer directly or indirectly to the employee or any member of his household shall be determined to be the amount representing the actual cost of such assets to the employer as reduced by the cost of normal wear and tear calculated at the rate of 10% of such cost for each completed year during which such asset was put to use by the employer and as further reduced by the amount, if any, paid or recovered from the employee being the consideration for such transfer:
Provided that in the case of computers and electronic items, the normal wear and tear would be calculated at the rate of 50% and in the case of motor cars at the rate of 20% by the reducing balance method.
(ix) The value of any other benefit or amenity, service, right or privilege provided by the employer shall be determined on the basis of cost to the employer under an arms length transaction as reduced by the employees contribution, if any:
Page 177
Provided that nothing contained in this clause shall apply to the expenses on telephones including a mobile phone actually incurred on behalf of the employee by the employer.
(8) (i) For the purposes of clause (vi) of sub-section (2) of section 17, the fair market value of any specified security or sweat equity share, being an equity share in a company, on the date on which the option is exercised by the employee, shall be determined in accordance with the provisions of clause (ii) or clause (iii).
(ii) In a case where, on the date of the exercising of the option, the share in the company is listed on a recognized stock exchange, the fair market value shall be the average of the opening price and closing price of the share on that date on the said stock exchange:
Provided that where, on the date of exercising of the option, the share is listed on more than one recognized stock exchanges, the fair market value shall be the average of opening price and closing price of the share on the recognised stock exchange which records the highest volume of trading in the share:
Provided further that where, on the date of exercising of the option, there is no trading in the share on any recognized stock exchange, the fair market value shall be (a) the closing price of the share on any recognised stock exchange on a date closest to the date of exercising of the option and immediately preceding such date; or (b) the closing price of the share on a recognised stock exchange, which records the highest volume of trading in such share, if the closing price, as on the date closest to the date of exercising of the option and immediately preceding such date, is recorded on more than one recognized stock exchange.
(iii) In a case where, on the date of exercising of the option, the share in the company is not listed on a recognised stock exchange, the fair market value shall be such value of the share in the company as determined by a merchant banker on the specified date.
(iv) For the purpose of this sub-rule,
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(a) closing price of a share on a recognised stock exchange on a date shall be the price of the last settlement on such date on such stock exchange: Provided that where the stock exchange quotes both buy and sell prices, the closing price shall be the sell price of the last settlement. (b) merchant banker means category I merchant banker registered with Security and Exchange Board of India established under section 3 of the Securities and Exchange Board of India Act, 1992 (15 of 1992); (c) opening price of a share on a recognised stock exchange on a date shall be the price of the first settlement on such date on such stock exchange: Provided that where the stock exchange quotes both buy and sell prices, the opening price shall be the sell price of the first settlement. (d) recognised stock exchange shall have the same meaning assigned to it in clause (f) of section 2 of the Securities Contracts (Regulation) Act, 1956 (42 of 1956); (e) specified date means, (i) the date of exercising of the option; or (ii) any date earlier than the date of the exercising of the option, not being a date which is more than 180 days earlier than the date of the exercising.
(9) For the purposes of clause (vi) of sub-section (2) of section 17, the fair market value of any specified security, not being an equity share in a company, on the date on which the option is exercised by the employee, shall be such value as determined by a merchant banker on the specified date.
Explanation. - For the purposes of this sub-rule, merchant banker and specified date shall have the meanings assigned to them in sub-clause (b) and sub-clause (e) respectively of clause (iv) of sub-rule (8).
(10) This rule shall come into force with effect from the 1st day of April, 2009.
Explanation.- For the purposes of this rule-
(i) accommodation includes a house, flat, farm house or part thereof, or accommodation in a hotel, motel, service apartment,
Page 179 guest house, caravan, mobile home, ship or other floating structure;
(ii) entertainment includes hospitality of any kind and also, expenditure on business gifts other than free samples of the employers own product with the aim of advertising to the general public;
(iii) hotel includes licensed accommodation in the nature of motel, service apartment or guest house;
(iv) member of household shall include-
(a) spouse(s),
(b) children and their spouses,
(c) parents, and
(d) servants and dependants;
(v) remote area, for purposes of proviso to this sub-rule means an area that is located at least 40 kilometres away from a town having a population not exceeding 20,000 based on latest published all- India census;
(vi) salary includes the pay, allowances, bonus or commission payable monthly or otherwise or any monetary payment, by whatever name called from one or more employers, as the case may be, but does not include the following, namely:-
(a) dearness allowance or dearness pay unless it enters into the computation of superannuation or retirement benefits of the employee concerned;
(b) employers contribution to the provident fund account of the employee;
(c) allowances which are exempted from payment of tax;
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(d) the value of perquisites specified in clause (2) of section 17 of the Income-tax Act;
(e) any payment or expenditure specifically excluded under proviso to sub-clause (iii) of clause (2) or proviso to clause (2) of section 17;
(f) lump-sum payments received at the time of termination of service or superannuation or voluntary retirement, like gratuity, severance pay, leave encashment, voluntary retrenchment benefits, commutation of pension and similar payments;
(vii) maximum outstanding monthly balance means the aggregate outstanding balance for each loan as on the last day of each month.
3. After rule 40E of the Income-tax Rules, the following rule shall be inserted, namely:-
40F. Nothing contained in this Part, shall apply, in respect of any assessment for the assessment year commencing on the 1st day of April, 2010 or any subsequent assessment year.
Note :- The principal rules were published vide notification No. S.O. 969(E) dated the 26th March, 1962 and last amended by Income-tax (12th Amendment) Rules, 2009 vide notification No. S.O. 2227(E), dated 02-09- 2009.
Page 181 Annexure 9.2
NO.MSS/66/2015 February 10,2015
The HOD HRD National Housing Bank Core 5 – A, India Habitat Centre Lodhi Road NEW DELHI – 110003
Dear Sir,
This is with reference to your letter seeking clarification on taxability of various reimbursement to employees for the financial year : 2014-2015 in view of withdrawl of fringe benefit tax.
The C.B.D.T has substituted Rule 3 and inserted Rule 40F vide Notification No. 94/2009 dated 18.12.2009. The value of the perquisites is to be determined in accordance with Rule 3. The taxability of reimbursements is as below ;
1. Newspapers & Periodicals – Not taxable as it is covered under section (24)(iiia) and is specifically granted to the assessee to meet expenses wholly, necessarily and exclusively for the performance of the duties of an office or employment of profit.
13. Reimbursement for Residential Telephone/Mobile Expenses
Section 10(14)(ii) provides that any allowance or a benefit not being in the nature of a perquisite within the meaning of section 17(2) specifically grant to meet expenses wholly necessarily and exclusively incurred in the performance of duties of an office or employment of profit to the extent to which such expenses are actually incurred for that purpose. The allowance by what ever name called are specified in Rule 2BB(1) and include the following.
(a) any allowance granted for encouraging the academic, research and training pursuits in educational and research institutions ;
Any allowance granted to meet the expenditure incurred on the purchase or maintenance of uniform for wear during the performance of duties of an office or employment of profit.
1. Tuition Fee
Reimbursement of tuition fee to an employee is in the nature of any sum paid by the employee in respect of any obligation which but for such payment would have been payable by the assessee (employee) and is thus a taxable perquisite under section 17(2)(v). However, section 10(14)(ii) exempts children education allowance paid to the employees to the extent of Rs. 100/-
Page 182 per month per child upto a maximum of 2 children. Besides this, expenditure reimbursement to an employee to meet the hosted expenditure on his child is exempt upto Rs. 300/- per month per child upto a maximum of 2 children. In view of the above provisions, the taxable component of tuition fee reimbursement is as under ;
Amount reimbursement minus Rs. 100 per month per child towards tuition fee upto 2 children amount reimbursed
Amount reimbursed towards hotel expenditure minus Rs. 300/- per month per child upto 2 children.
2. Reimbursement of club membership
The amount of expenditure incurred (including annual or ………. Fee) in a club by an employee or any member of his house hotel and reimbursement by the Bank is a taxable perquisite in the hands of the employee
[Rule 3 (7) (vi)]
However the value of the perquisite will be Nil of such expenditure is incurred wholly and exclusively for business purposes and following conditions are fulfilled.
(i) Complete details in respect of such expenditure are maintained by the Bank which may inter alia include the date of expenditure the nature of expenditure and its business expediency.
(ii) the employer the office incharge of the employee) gives a certificate for such expenditure to the effect that the same was incurred wholly and exclusively for the performance of official duties.
6. Reimbursement of credit card expenses
The amount of expenses including membership fee and annual fees incurred by the employees which is charged to a credit card provided by the employer or reimbursed by employer is a taxable perquisite in the hands of the employee. However , the value of the perquisite will be `nil’ if the expenditure is incurred wholly and exclusively for official purposes and the following conditions are fulfilled.
(i) Complete details in respect of such expenditure are maintained by the Bank which may inter alia include the date of expenditure the nature of expenditure and its business expediency.
(ii) the employer the office incharge of the employee) gives a certificate for such expenditure to the effect that the same was incurred wholly and exclusively for the performance of official duties.
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7. Reimbursement for Briefcase
As per the bank’s policy for reimburse of expenditure incurred by an employee in purchase of briefcase leather bag the reimbursement is allowed only for official use. The reimbursement is not a taxable perquisite as it is covered under section (24)(iiia) as being specifically granted to the employee to meet expenses wholly necessarily and exclusively for the performance of the duties of an office or employment of profit.
13. Reimbursement for Residential Telephone/Mobile
Reimbursement of expenses on telephones including mobile phones incurred on behalf of the employee by the employee is not taxable in the hands of employee in view of the proviso to Rule 3(7) (ix)
2. Reimbursement of Medical Expenses
Reimbursement of expenditure incurred by the employee on his medical treatment or treatment of any member of his family (other than the treatment referred in clause (i) and (ii) of section 17(2) (viii) of the Act) is exempt upto Rs. 15,000 in the financial year.
However, any sum paid by the employer in respect of any expenditure actually incurred by the employee on medical treatment (self or any family member) in any Government or approved hospital or in respect of prescribed diseases or ailment is not treated as a perquisite (section17(2)(viii)(ii)
4. Reimbursement towards working on holiday
It is informed to us that the officers and staff of the bank are reimbursement conveyance and food charges for attending office on Saturday and Sunday or other bank holidays. It is stated that any allowance granted to meet the expenditure incurred on conveyance in performance of duties of an office or employment is exempt under section 10(14). Accordingly, this reimbursement is not a taxable perquisite.
10. Reimbursement towards Book Grant Scheme
As per the Bank’s policy the reimbursement is allowed for books on subjects relating to Banking Finance Economics information, Technology Engineering Law etc. The reimbursement is not taxable as it is specifically granted to the assessee to meet expenses wholly, necessarily and exclusively for the performance of duties of an office or employment.
11. Reimbursement for Professional Magazines
As per the Bank’s policy the officer of the Bank and reimbursed expenditure incurred by them towards purchase of professional magazines dealing with subject such as business finance computers, law architecture, housing infrastructure etc. The reimbursement is made on production of bills/documentary evidence of purchase and is subject to specified limits.
Page 184
The expenditure is specifically granted to meet expenses wholly necessarily and exclusively for performance of duties of an office or employment of profit. Section 10(14)(ii) specifically providers that any training pursuits in educational and research institution is not a taxable perquisite/allowance. In view of the aforesaid reimbursement to the employees for professional magazines is not a taxable perquisite.
12. Reimbursement for official Entertainment Expenses
Reimbursement of Entertainment expenditure incurred wholly and exclusively for business purposes is not taxable in the hands of the employer. Provided the following conditions are fulfilled is
(i) Complete details in respect of such expenditure are maintained by the employer which may interalia include the date of expenditure nature of expenditure and its business expediency .
(ii) the employer gives a certificate for such expenditure to the effect that the same was incurred wholly and exclusively for the performance of official duties.
8. Reimbursement on Health Check up
The expenditure is in the nature of sum paid by the employer in respect of any obligation which but for such payment would have been payable by the employee. The reimbursement covered under section 17(2)(iv) of the Act and is taxable in the hands of the employee. 3. Reimbursement of Vehicle Running and Maintenance expenses (petrol + maintenance + driver Salary)
The value of the perquisite by way of use of motor car to an employee by the Bank is determined as per Table II given in Rule 3 of the Income Tax Rule, 1962 as is as under ;
S.N Circumstances Where cubic Where cubic ty of engine is ty of engine exceed .6 litre ies 1. Where car is owned or hired by the Bank Rs. 1800/- P.M if Rs. 2400 P.M of used in the performance of duties and is not provided is not provided Rs. for private or personal 700/ - P.M if driver P.M if driver is also d vided ded (i) Entire expenses on maintenance or ng are reimbursed by the Bank (ii) Expenses on running & maintenance for - Rs. 600 p.m if - Rs. 900 P.M of e or personal use are fully met by the is not provided is nit provided ee - Rs. 1500 P.M if - Rs. 1800 P.M if is provided is provided
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2. Where the car is owned by the employee ctual running & maintenance charges ding driver salary are reimbursed by the and (i) Reimbursement is for use of vehicle -Amount paid to for official purpose & partly for personal yee minus Rs. P.M if driver is not ded - - Amount paid to -Amount paid to yee minus Rs. yee minus Rs. 3300 P.M. if driver is f driver is provided ded 3. Where the employee owns a scooter/two Amount paid to Not Applicable er and reimbursement is for use of vehicle mployee minus Rs. for official purposes and partly for nal use
If the employer or the employee claims that the motor car is used wholly and exclusively in performance of official duty or actual expenses or running & maintenance of motor car owned by the employee for official purpose is more than the amount deductible (that is Rs. 1800 driver is not provided and Rs. 2700 if driver is provided) he may claim higher amount attributable to such official use and value of perquisite will be actual amount attributable to official use. For this purpose normal wear and tear of motor car is taken at 10% per annum of the actual cost of the motor car. However the following conditions must be fulfilled for the aforesaid claimed.
(i) the employer (Bank) has maintained complete details of journey undertaken for official purpose which should include date of journey, destination, mileage and amount of expenditure.
(ii) the employer gives a certificate to the effect that the expenditure was incurred wholly and exclusively for the performance of official duties.
It is also clarified that the provision of driver by the bank of reimbursement of drivers salary to the employee shall have the same treatment for purpose of determination of perquisite value.
Valuation of perquisite i.r.o. residential accommodation provided by bank
The value of residential accommodation provided by the employer is determined on the basis of Table I given in Rule 3 of Income Tax Rule. The details as applicable to bank are as under ;
Page 186
S.No. Circumstance Where aommodation is Where accommodate is unfurnished furnished 1. Where accommodation is provided by the Bank and (a) Accommodation is owned (i) 15% of salary as Value determined in colum 3 by Bank d by rent paid by employee be increased by 10% p.a of the ost of furniture TV. etc. or if hire es paid by bank as reduced by ount recovered from employee
(b) Accommodation is taken on Actual amount of rent Value determined in colum 3 lease or rent by the Bank d by Bank or 15% of salary be increased by 10% p.a of the ever is lower as reduced by ost of furniture TV. etc. or if hire rent paid by employee es paid by bank as reduced by ount recovered from employee
(ii) Accommodation provided for a Not Applicable NIL not exceeding 15 days on transfer from one place to another (iii) In any other case Not Applicable 24% of Salary as reduced by rent paid by the employee
Where on account of transfer from one place to another the employee is provided with accommodation at new place of posting while retaining the accommodation at the other place, the value of perquisite is to be determined with reference to only one such accommodation which has lower value with reference to above table for a period upto 90 days and thereafter the value of perquisite is to be calculation for both such accommodations in accordance with the Table.
Clause(i) of the Explanation to Rule 3 provides that accommodation includes a house, flat farm house or part thereof or accommodation in a hotel motel service apartment guest house etc.
For purpose of calculation of perquisite value salary includes pay allowances bonus or any monetary payment by whatever name called but does not include the following namely ;
(a) dearness allowance or dearness pay unless it enters into the computation of super annuation or retirement benefits of the employer.
(b) employers contribution to provident fund. (c ) allowances which are exempt from tax (d) value of perquisites specified in section 17(2) of the Income Tax Act.
Page 187
Sodenho Corpus to employees
Free food and non alcoholic beverages provident to employees during working hours at office or business premises or through paid vouchers which are not transferable and usable only at eating joints to the extent the value does not exceed fifty rupees per meal is not a taxable perquisite.
Gifts to employees
The value of any gift or voucher or token in lieu of which gift can be received by the employer received from the employer is a taxable perquisite. However, where the value of such gift voucher or token is below Rs. 5000/- in aggregate during the previous year, the value of perquisite is to be taken as nil.
It is clarified that if the value of gift received by the employee exceed Rs. 5000/- the entire amount is to taken as a taxable perquisite and no deduction upto Rs. 5000/- is allowed.
We trust the above would serve your purpose. We shall be glad to furnish any clarification that you may have.
Thanking you,
Yours faithfully, [RAJIV TANDON]
Page 188
Dear Mr. ______, Annexure 9.3
This is with reference to your query regarding the applicability or otherwise of TDS rate of 20% i.r.o employees who have not provided their PAN Number. In this connection your attention is invited to the provisions of section 206AA of the Income Tax Act introduced w.e.f 01.04.2010 which reads as under ;
Requirement to furnish Permanent Account Number.
206AA. (1) Notwithstanding anything contained in any other provisions of this Act, any person entitled to receive any sum or income or amount, on which tax is deductible under Chapter XVIIB (hereafter referred to as deductee) shall furnish his Permanent Account Number to the person responsible for deducting such tax (hereafter referred to as deductor), failing which tax shall be deducted at the higher of the following rates, namely:— (i) at the rate specified in the relevant provision of this Act; or (ii) at the rate or rates in force; or (iii) at the rate of twenty per cent. (2) No declaration under sub-section (1) or sub-section (1A) or sub-section (1C) of section 197A shall be valid unless the person furnishes his Permanent Account Number in such declaration. (3) In case any declaration becomes invalid under sub-section (2), the deductor shall deduct the tax at source in accordance with the provisions of sub-section (1). (4) No certificate under section 197 shall be granted unless the application made under that section contains the Permanent Account Number of the applicant. (5) The deductee shall furnish his Permanent Account Number to the deductor and both shall indicate the same in all the correspondence, bills, vouchers and other documents which are sent to each other. (6) Where the Permanent Account Number provided to the deductor is invalid or does not belong to the deductee, it shall be deemed that the deductee has not furnished his Permanent Account Number to the deductor and the provisions of sub-section (1) shall apply accordingly.
A perusal of the above would reveal that the provision is applicable only on payments on which tax is deductible under chapter XVII-B. In the case of salary, TDS is applicable if the estimated taxable salary per month exceeds Rs. 15,833/- in case of woman employee, Rs. 20,000/-, in case of senior citizen and Rs. 13,333/- in all other cases. So if payment to an employee exceeds the aforesaid sums, tax is to be deducted @ 20% or at the rates in force whichever is higher.
However, it is suggested that the employees should be asked to provide their PAN Number at the time of joining to avoid the tax being deducted at higher rates.
I hope the above would serve your purpose.
Regards Rajiv Tandon
Page 189 Annexure 9.4 M.S. SEKHON & CO. CHARTERED ACCOUNTANTS 170, MADHUVAN, DELHI – 110 092 March 9, 2015 NO. MSS/102/2015
The HOD HRD National Housing Bank, Core 5 – A, India Habitat Centre, Lodhi Road, New Delhi – 110 003
Dear Sir,
Re.: Opinion on taxability of reimbursement of LTA and facility of use of Visiting Officers Flats by employees on personal visits.
This is with reference to your query on the determination of perquisite value of leave travel concession to the employees for travel outside India. Under section 10(5) leave travel concession received by or due to an employee for himself and his family in connection with his proceeding on leave or retirement or termination of service, to any place in India is exempt from tax subject to fulfilling the conditions specified in Rule 2B of the Income Tax Rules, 1962. The exemption is admissible in respect of actual expenditure incurred for journeys performed by the employee and his family.
Besides the general limitation, the quantum of exemption will be subject to the following maximum limits depending upon the mode of transport used or available.
1. For journeys performed by Air : Air economy fare of the national carrier (Indian Airlines or Air India) By the shortest route to the place of destination.
2. Where place of origin of journey and : Air-conditioned first class rail fare destination by the shortest route to the place of destination.
3. Where place of origin and destination : (i) Where a recognized public or part thereof are not connected by transport system exists, the first rail. class or deluxe class fare on such transport by the shortest route to the place of destination.
(ii) Where no recognized public transport system exists, the air- conditioned first class rail fare, for the distance of the journey by the shortest route, as if the journey has been performed by rail.
Page 190 Further, proviso of section 10(5) clarifies that the exemption under this clause can in no case exceed the expenses actually incurred in connection with the travel.
The exemption is strictly limited to expenses on airfare/railfare and/or bus fare only. No other expenses like scooter or taxi charges at both ends, porterage expenses during the journey and lodging/boarding expenses will quality for exemption. Similarly incidental expenses claimed by employees for local conveyance, sight seeing etc. will not qualify for exemption.
It is also clarified that where the journey is performed by a circuitous route the exemption is restricted to what is admissible by the shortest route. So where the journey is performed in a circular fashion touching different place, the exemption will be limited to what is admissible for the journey from the place of origin to the farthest point reached, by the shortest route.
If an employee is paid LTC for journey performed from Delhi to Singapore no exemption is available under section 10(5). However, if the employee travels by air to Chennai and from there to Singapore, the exemption to be allowed will be lower of the following: i) Actual amount of Airfare from Delhi to Chennai (which can be calculated on prorate basis if combined air tickets is issued by air-lines for the sector Delhi – Chennai – Singapore). ii) Airfare for direct flight from Delhi to Chennai by National Carrier (Air India)
It is also clarified that where the employee is paid LTC for travel to his place of domicile and he does not travel by the direct/shortest route but covers some other place in between, the exemption under income tax Act will be calculated on the basis of fare to the farthest point (which may be his place of domicile or the other place visited by the employee enroute) by the shortest route.
2. Perquisite value i.r.o use of Visiting Officers Flat by employees on personal visits
Bank has provided the facility of Visiting Officers Flats (VOF) in some location to its employees. VOF are fully furnished and the employees visiting these locations on personal visits are allowed the facility. We are informed that the employees are required to pay a fixed sum towards use for personal purpose and also for the fooding facility, if availed by the employees or any member of his house hold.
The facility is maintained by the employer and is uniformly available to all the employees, for which charges are recovered uniformly from all the employees. Hence, in our opinion, perquisite value of the benefit to the employee will be nil in view of the provisions of clause 3(7) (ii) of Rule 3 of Income Tax Rules, 1962
We trust the above would serve your purpose. We shall be glad to provide any clarification that you may have.
ThankingYou,
Yours faithfully, Sd/- [RAJIV TANDON] ********* - End of Chapter 9
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Chapter 10
Terminal Benefits
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Terminal Benefits
PREFACE
Normal cycle of service which begins with the entry in the service completes, barring exception/aberration, with the retirement. Both the events are equally important for the employee. The expectation at the entry level relates to career progression, terms & conditions of service, compensation, fringe benefits and the ethos and culture of the organization. Similarly, expectation on retirement relates to early and satisfactory settlement of the retiral benefits. Irrespective of expectation met during the service, these can be, however, fully met in respect of retiral benefits by showing sensitivity and handling them deftly within a reasonable time frame.
1. Pension
1.1 Application and Eligibility: - Pension is regulated in terms of National Housing Bank (Employees’) Pension Regulations, 2003. Pension is compulsory for all the new entrants after 07 May, 2003, except those who join service of the Bank at the age of 35 years or more. The employees of the age 35 years or more are entitled to exercise the option within 90 days for pension or contributory provident fund. An employee is entitled to full pension after 33 years of qualifying service. In the case of voluntary retirement, qualifying service upto a maximum period of 5 years is added, subject to the condition that on addition thereto, it will not be beyond the age of superannuation.
1.2 Amount of Pension:- On completion of 33 years of qualifying service, pension is calculated at the rate of 50% of the last 10 months’ average pay. D.A. is also admissible at the prescribed rates. In cases where total qualifying service is less than 33 years, basic pension is calculated on pro-rata basis.
Formula for calculation of Pension is given below:-
Basic=Average monthly pay X No. of years of qualifying service (max.33 yrs) Pension 2 33 Note: - ‘Pay’ for the purpose of pension means Basic Pay including Stagnation increment, Professional Qualification Pay (PQP), Increment component of Fixed Personal Allowance (FPA) and Officiating Allowance, if any.
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1.3 Commutation:- Employees are entitled to commute pension for lump sum payment upto but not exceeding one-third of their Pension.
If commuted value results in fraction of rupees, such fraction of rupee shall be ignored.
The lump sum amount payable shall be calculated in accordance with the table indicated in Pension Regulations.
Restoration of commuted portion: The commuted portion of the pension shall be restored after expiry of a period of fifteen years from the date of commutation.
The commutation is admissible without medical examination, if the application for commutation is made within one year from the date of retirement. Thereafter, the same will be permitted subject to medical examination.
Ref: Chapter VIII of National Housing Bank (Employees’) Pension Regulation, 2003
1.4 Processing of Pension Application:-
Step I - HR Deptt. shall maintain a record of the officers, due to retire in next financial year.
Step II - HR Deptt. shall advise Admn. Deptt to furnish details of qualifying service to HR Deptt., alongwith a copy to the officer concerned, six months before the date of retirement.
Step III - The proforma for pension (Annexure 10.1) will be given to the officer concerned, three months before retirement for filling the same and return of it within a period of one month.
Step IV - The particulars furnished by the officer will be checked for discrepancy, if any.
Step V - The discrepancy, if any, will be reconciled one month before the date of retirement.
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Step VI - HR Deptt will prepare the proposal for seeking the approval of the Competent Authorities.
Step VII - After the approval, PPO will be issued in the 1st week of the next month of the month of retirement. Sample PPO is given in Annexure 10.2.
Note: - PPO is recorded in a separate register for reference purpose.
1.5 Calculation of Pension:-
Example: Calculation of Pension for an officer ‘A’, - whose date of birth was 26.07.1948 and who joined NHB on 01.04.1988 and retired on 31.03.2008 and whose average pay at the time of retirement was Rs.34,350/-; will be as under:
1. Date of birth - 26.07.1948 2. Date of joining NHB - 01.04.1988 3. Date of Retirement on Superannuation - 31.08.2008 4. Total Service - 20 years 4 months 30 days 5. Qualifying service - 20 years 4 months 30 days 6. No. of years of service for pension Cal. - 20 years 7. Whether commutation was applied or not- Yes 8. Date of application for commutation - 31.08.2008 9. Average Basic Pay/month - Rs.34,350/-
Average pay for the period 01.11.2007 to 31.08.2008
Basic pay Rs. 32,600/- FPA Rs. 1,000/- PQP Rs. 750/- Stagnation Increment Rs. 0/- Officiating Allowance Rs. 0/- TOTAL Rs. 34,350/-
Basic monthly Pension = 34,350 X 20 = Rs. 10,409/- plus D.A. 2 33
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Commutation amount 1/3rd = Rs. 3,470/-
Commutation amount = Rs. 3,470/- x 12 x 9.81* = Rs. 4, 08,449/-
Basic monthly pension after commutation = Rs. 10,409/- minus Rs.3, 470 = Rs. 6,939/- plus D.A. on 10,409/-
Normal Family Pension 15% of basic pay i.e. 34,350/- = Rs.5,153/- Limited to Rs. 4,784/- plus D.A. on that (For the officer, who retired on after 1st April, 1998)
Enhanced Family Pension for Twice of normal family pension + 7 years from date of death of admissible D.A. on that. the officer or attaining 65 years of age, whichever is earlier
* The factor 9.81 above indicates the commuted value of pension expressed as number of years’ purchase with reference to the age of the pensioner as on his next birthday. The commuted value in the case of an employee retiring at the age of 60 years is 9.81 years’ purchase and, therefore, if he commutes rupee one hundred from his pension within one year of retirement, the lump sum amount payable to him works out to Rs. 100 x 9.81 x 12 = Rs. 11,772/-. Commutation table is given at Annexure 10.3.
*
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2. Provident Fund:
2.3 Refund of Provident Fund: An ex-employee will make an application in Proforma II, Form 7 & 8 as per Annexure 10.5 to claim balance in his/her provident Fund Account. In case of ex-employees, interest will be paid upto a maximum period of 6 months from the day the employee ceases to be in service. The duly filled up forms will be forwarded by HR Department to RBI for doing the needful. The payment of the P.F. amount credit should be made after taking into consideration the following:-
a. In case of an employee who is recruited on or after 20th May, 2003 at the age of 35 and above and who had opted for C.P.F. and resigns from Bank’s service before completion of 5 years of continuous service, the balance representing employee’s subscription will be sanctioned for refund to the employee.
b. Provident Fund balance is released after an ex-employee and his/her family occupying Bank’s flat has vacated and handed over the vacant possession of the same to the Bank.
c. Where an employee who has retired on attaining the age of superannuation or otherwise and against whom any departmental or judicial proceedings are instituted or where departmental proceedings are continued, only employee’s PF contribution will become payable to those who had opted C.P.F. until the conclusion of the proceedings against him.
The amount of Provident Fund payable will be reduced to the extent of:
(a) any arrears of rent or other amounts payable to the Bank in respect of residential accommodation allotted/provided.
(b) any outstanding towards any loan or advance granted; and
(c) any overpayments made by or of any liability, loss or expenses caused to the Bank.
Annexure 10.4: Proforma II, Form 7 & 8
*
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3. Gratuity
3.1 Eligibility: - Officer becomes eligible for gratuity on: (a) Retirement, (b) Death, (c) Disablement as certified by Medical Officer approved by the Bank rendering him unfit for further service, (d) Resignation after completion of 10 years of continuous service, or (e) Termination of service in any other way except by way of punishment after completion of 10 years of service.
3.2 Amount of Gratuity:- i. The amount of Gratuity payable to an officer is calculated based on one month’s pay for every completed year of service in the Bank, subject to a maximum of 15 month’s pay.
ii. Provided that where an officer has completed more than 30 years of service, he /she shall be eligible by way of Gratuity for an additional amount at the rate of one half of month’s pay for each completed year of service beyond 30 years.
iii. Gratuity will be paid pro-rata for the period if the fraction of service beyond completed years of service is six months or more.
Note: For the purpose of Gratuity calculation, ‘Pay’ includes Basic pay + Fixed Personal Allowance (Increment Component) + Professional Qualification Pay + Stagnation increment
3.3 Processing of Gratuity request: - HR Deptt. would initiate the action to calculate the amount of Gratuity payable and Income Tax to be deducted at source well in advance in the case of retirement. If required, the tax calculation could be got checked from the Bank’s Tax consultant. In all other cases, action would be initiated, as early as possible. The calculation of Gratuity would be in accordance with the Provisions of NHB (Officers’) Service Regulations, 1997. The following example would illustrate the manner of calculation of Gratuity.
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Example: In the case of an officer who joined NHB on 01.04.1989 and retired on 31.08.2009 and who was drawing pay of Rs. 34,350/- at the time of retirement, The amount of Gratuity admissible would be as under: 1. Date of joining in NHB : 01.04.1989 2. Date of Superannuation : 31.08.2009 3. No. of years of service in NHB : 20 years 5 months 4. Amount of Gratuity payable 15 X (32600 + 1000 + 750 = 34350) :Rs.5, 15,250 Basic pay FPA PQP
Amount exempted under section 10(10) (iii) of IT Act is calculated as under:
a) 15 days of salary (on the basis of salary drawn during last 10 months) for each year of completed service
Rs. 32600 X 20 : Rs.3, 26,000 2 b) Maximum limit (not taxable) : Rs. 3,50,000 c) Amount received from NHB 15 X (32600 + 1000 + 750) : Rs.5, 15,250 Basic pay FPA PQP d) Amount not taxable u/s 10(10AA) is least of a, b or c : Rs. 3, 50,000
e) Amount taxable(5,15,250- 3,26,000) : Rs.1,89,250
Ref: Section 10(10AA)(iii) of Income Tax Act.
3.4 Payment of Gratuity is subject to fulfillment of following conditions: - i. Where an employee has been occupying residential accommodation allotted/provided by the Bank, gratuity will be paid after such accommodation is vacated by the employee and the family occupying the accommodation.
ii. Where an employee who has retired on attaining the age of superannuation or otherwise and against whom any departmental or judicial proceedings are instituted or where departmental proceedings are continued, no gratuity will be paid until the conclusion of the proceedings against the employee.
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The amount of gratuity payable will be reduced to the extent of:
(a) any arrears of rent or other amounts payable to the Bank in respect of residential accommodation allotted/provided. or advances granted; (b) any outstanding towards any loan or advances granted; and
© any overpayments made by or of any liability, loss or expense caused to the Bank. Penalty, if any, imposed upon the employee. Ref: (i)Clause 40 of National Housing Bank (officers’) Service Regulations, 1997 (ii) Clause 45 (2) of National Housing Bank (officers’) Pension Regulations, 2003
*
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4. Earned Leave encashment
4.1 Eligibility:-
(i) An officer retiring on superannuation or under Voluntary Retirement Scheme from the Bank’s service is eligible to be paid a sum equivalent to the emoluments for the Earned leave at his/her credit subject to a maximum period of 240 days.
(ii) Where an officer dies while in service, his/her legal representative/s is/are also eligible to be paid an amount equivalent to the emoluments for the leave at his/her credit subject to a maximum period of 240 days.
(iii) Where an officer resigns from the service of the Bank after giving due notice under clause (a) of sub-regulation (2) of regulation 14 of the NHB (officers’) Service Regulations, 1997; he/she is eligible to be paid a sum equivalent to the emoluments for the period equal to half of Earned leave at his/her credit on the date of cessation of service, subject to a maximum of 120 days.
i) For the purpose of Leave encashment, emoluments mean the salary and allowances.
Ref: Clause 32 of National Housing Bank (officers’) Service (Amendment) Regulations, 2007
4.2 Processing of Leave encashment request: - HR Deptt. would initiate the action to calculate the amount of leave encashment payable and Income Tax to be deducted at source well in advance in the case of retirement. If required, the tax calculation could be got checked from the Bank’s Tax consultant. In all other cases, action would be initiated, as early as possible. The calculation of leave encashment would be in accordance with the Provisions of NHB (Officers’) Service Regulations, 1997. The following example would illustrate the manner of calculation of leave encashment.
Example: Calculation of Leave encashment for an officer who joined NHB on 01.04.1989 and retired on 31.08.2009 and was drawing emoluments* of Rs. 53496.78/- (detail given below) at the time of retirement. He had 230 days privilege leave to his credit at the time of retirement. His leave encashment and the amount exempted from Income Tax is illustrated as under:
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*Emoluments:
Basic Pay : Rs.32600.00 DA : Rs.16064.03 HRA : Rs. 2834.75 CCA : Rs. 540.00 FPA : Rs. 708.00 PQP I & II : Rs. 750.00 Total :Rs. 53496.78
1. Date of Joining in NHB : 01.04.1989
2. Date of superannuation : 31.08.2009
3. No. of years of service in NHB : 31.08.2009 minus 01.04.1989 i.e. 20 years 5 months
4. Leave earned in 20 years & 5 months @ 33 days per year : 674 days ( on the presumption that there is no EOL and dies- non period)
5. Privilege leave availed of : 444 days
6. Balance of leave on credit at : 230 days (7.67 months) retirement
7. Amount received from NHB : Rs.4,10,320.30 (7.67 X 53496.78*)
Calculation of Earned leave encashment and Amount exempted under section 10(10AA) (ii) of IT Act is calculated as under:
Leave entitlement at the rate of 30 days : 612 days leave for every year of qualifying service
Leave availed of : 444 days
Leave on credit at the time of retirement : 168 days (5.6 months)
a) Cash equivalent of leave at the time of : Rs.1,90,568
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Retirement @ pay drawn i.e. [34,030 (Basic + FPA* + PQP) X5.6)] *(Increment component i.e. 680/-)
b) 10 month’s average salary (Basic + FPA* + PQP) : Rs. 3,40,300
c) Max. Amount not taxable : Rs.3,00,000
d) Amount received from NHB (7.67 X 53496.78*) : Rs.4,10,320.30
e) Amount not taxable [Least of a, b, c or d] : Rs. 1,90,568
f) Amount taxable(4,10,320 – 1,90,568) : Rs. 2,19,752
Ref: Section 10(10AA) (ii) of Income Tax Act
4.3 Payment of Leave encashment is subject to Fulfillment of following conditions: - i. Where an employee has been occupying residential accommodation allotted/provided by the Bank, leave encashment will be paid after such accommodation is vacated by the employee and the family occupying the accommodation. ii. Where an employee who has retired on attaining the age of superannuation or otherwise and against whom any departmental or judicial proceedings are instituted or where departmental proceedings are continued, no leave encashment will be paid until the conclusion of the proceedings against the employee.
4.4 The amount of leave encashment payable will be reduced to the extent of :
(a) Any arrears of rent or other amounts payable to the Bank in respect of residential accommodation allotted/provided. (b) Any outstanding towards any loans or advances granted; and (c) Any overpayments made by or of any liability, loss or expense caused to the Bank. (d) Penalty, if any, imposed upon the employee.
*
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Annexure 10.1
NATIONAL HOUSING BANK
FORM OF APPLICATION FOR GRANT OF PENSION
1. Name of the employee :
2. Designation at the time of retirement :
3. Date of Birth :
4. Date of retirement :
5. Class of Pension :
6. Details of family members as on date : of retirement
In terms of National Housing Bank (Employees’) Pension Regulations, 2003, details of members entitled for family pension are as below:
N Name Relationship wi Date of Birth Whether the child officer children) physically handicap 1 2 Note: Family for the purpose means: a) Wife in case of male employee; b) Husband in case of female employee and c) Sons below 25 years of age and un-married daughters below 25 years of age, including such sons or daughters adopted legally before retirement. Wife and husband shall include respectively judicially separated wife and husband.
I herby undertake to keep the above particulars upto date by notifying to the Bank any addition or alteration.
7. Fraction of pension proposed to be commuted not exceeding 1/3rd thereof :
8. Present address of the applicant :
9. Permanent Address :
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10. PAN No. & Bank A/c Detail :
11. Place of payment of pension : (Name, account details and address of the Bank)
12. Whether the applicant is eligible to/or in receipt of pension or family pension from Government on account of service rendered by him or his/her spouse in Government /Defence Service :
(In case of receipt of pension/family pension copy of PPO issued by such officer may be enclosed)
13. Enclosures (Please clearly indicate the documents enclosed):
i) Three specimen signatures of the applicant duly attested on two separate sheets. ii) Three loose copies of passport size photographs of the applicant with and the spouse together. iii) Three slips each bearing left hand thumb and finger impression of the applicant, duly attested. iv) Description of personal marks of identification duly attested a) height, and b) personal marks, if any on hand, face etc. v) Certificate of age (two attested copies) showing date of birth of children. The certificate should be from the Municipal Authority or from local panchayat or from head of recognised school if child is studying in such school. vi) Certificate of non – Employment/ Re-Employment (This certificate is required to be given for a period of two years from the date of retirement.) vii) Life certificate.
14. Signature of the applicant :
15. Date:
16. Attested by: A. i) Name & Designation ii) Signature with date iii) Full address
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B. i) Name & Designation ii) Signature with date iii) Full address
17. Witnesses: A. i) Name ii) Signature with date iii) Full address
B. i) Name ii) Signature with date iii) Full address
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Specimen Signature Sheet
Permanent Residential address of Shri______
Specimen signature of Shri______(with Thumb/finger impression)
1.______2.______
Thumb/finger impression of Smt______
Attested :
Signature of the attesting Bank Officer:
Name of the attesting Bank officer:
Designation with Stamp:
Date:
SHEET FOR HEIGHET AND PERSONAL IDENTIFICATION PARTICULARS
Particulars of Shri. :______
Height : ______
Blood Group : ______
Identification marks : ______
______
______
Signature of the applicant officer: ______Date: ______
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SHEET FOR PHOTOGRAPH
Joint photograph of Shri. /Smt.______
(Please note to sign across the photograph) Attested:
Signature of the attesting officer:
Name of attesting Officer:
Designation with Stamp of the attesting officer: Date:
LIFE CERTIFICATE
Certified that I have seen the Pensioner ______(Name of the pensioner) and he is alive on this date.
Place: Signature : ______
Date : Name :______Designation : ______
Seal:
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Annexure 10.2
PENSION PAYMENT ORDER
PPO No...... Date: ......
Head of Account: NHB Employees Pension Fund Account
UNTIL FURTHER NOTICE, and on expiration of every month be pleased to pay to Shri...... the pension as set out in Part II of this order.
Plus the amount of dearness relief as admissible from time to time after due identification of the pensioner/family pensioner. The payment should commence from...... The income tax where deductible, should be deducted at source.
2. Full Pension of Shri...... is Rs...... P.M. (Rupees only) per month from ...... plus the admissible dearness relief thereon.
3. Basic Pension payable to Shri ...... after deduction of monthly commuted amount of Rs...... will be Rs......
4. Besides the basic pension, Shri...... will get admissible dearness relief on Full Pension of Rs...... per month.
Signature: ......
Designation: ......
Payment Order Issuing Authority
Seal:
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PART - II (Applicable on Retirement)
Section – I- Particulars of Pensioner:
1. Joint Photograph with spouse:
2. Name of the retiring/retired officer :
3. Permanent address :
4. Personal marks of identification :
5. PAN No. :
6. Bank Account details :
Section - 2: Details of Pension
1. Amount of monthly pension before commutation :
2. Class of pension :
3. Date of commencement of pension :
4. Fraction/amount of pension commuted, if any :
5. Commuted value and its date : of payment
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6. Reduced monthly pension after commutation :
7. Date of commencement of : reduced pension
8. Date (in figures and words) from which commuted portion shall stand restored :
9. Whether the pensioner/family pensioner is in receipt of any other pension. : If so, the particulars and source from which being drawn
Part - III - Details of family pension payable on the death of pensioner.
No. Name Relationship Date of Present Whether the with the Birth (For address child is officer children) physically handicapped 1 2 3
Note: Above particulars are as at present. Actual decision to be taken based on facts prevailing on material date.
1. Amount of family pension: a) At enhanced rates :
[From the date following and date of death, for a period of 7 years or upto the date on which the pensioner attained the age of 65 years had he/she survived, whichever is earlier] b) At normal rate :
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Pension Calculation:
1. Date of Birth : 2. Date of Joining in NHB : 3. Date of Retirement : 4. No. of years of service : 18 years + 8 months 5. No. of years of service for pension Cal : 16 years*
*Because PAO, M/o Urban Dev. allowed Pension for 16 years & 8 months in 1989.
6. Date on which option for commutation given: 27.03.2009 7. Average Basic pay /month : Rs.26,620 8. Present allowances (FPA) added for pension cal. : Rs. 620
Average pay for the period 01-06-2007 to 31-03-2008
Basic : Rs. 26,620 FPA : Rs. 620
TOTAL : Rs. 27,240
Basic Pension = 27,240 x [50/100] x 16/33 = Rs.6,603.63 or 6,604/-
Plus Dearness relief at NHB applicable rates
Commutation amount 1/3rd = Rs 2,201/-
Commutation amount =2,201 X 12 X 9.48 = Rs.2,50,385.76 or 2,50,386/-
Basic pension after commutation = 6,604 – 2,201 = Rs. 4,403/-
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Annexure 10.3
COMMUTATION TABLE Commutation values for pension of Re. 1 per annum
Commutation value Commutation value Age next Age next expressed as number of expressed as number of birth day birth day year's purchase year's purchase 17 19.28 52 12.66 18 19.20 53 12.35 19 19.11 54 12.05 20 19.01 55 11.73 21 18.91 56 11.42 22 18.81 57 11.10 23 18.70 58 10.78 24 18.59 59 10.46 25 18.47 60 10.13 26 18.34 61 09.81 27 18.21 62 09.48 28 18.07 63 09.15 29 17.93 64 08.82 30 17.78 65 08.50 31 17.62 66 08.17 32 17.46 67 07.85 33 17.29 68 07.53 34 17.11 69 07.22 35 16.92 70 06.91 36 16.72 71 06.60 37 16.52 72 06.30 38 16.31 73 06.01 39 16.09 74 05.72 40 15.87 75 05.44 41 15.64 76 05.17 42 15.40 77 04.90 43 15.15 78 04.65 44 14.90 79 04.40 45 14.64 80 04.17 46 14.37 81 03.94 47 14.10 82 03.72 48 13.82 83 03.52 49 13.54 84 03.32 50 13.25 85 03.13 51 12.95
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326 Annexure 10.4 PROFORMA II
Address______Dated ______The Administrators of the Reserve \ Bank of India Employees’ Provident Fund, MUMBAI
Dear Sir,
As I have resigned/retired from the Bank’s service with effect from the close of business on ______, I request that the amount of Provident Fund balance standing to my credit in my Provident Fund Account may please be refunded to me.
2. I advise that the amount be refunded on ______(date)
3. I hereby authorize you to deduct from my Provident Fund balance the amount of dues payable to me to the Bank/Reserve Bank of India Staff/Officers Co-operative Credit Society Ltd.
4. The payment may please be made to me in cash/by cheque/by bank draft/by money order at the above mentioned address.
Yours faithfully,
Name (in full) ______Designation ______P.F. Index No. ______Signature verified ______
Staff Officer,
Note: 1. Interest on Provident Fund balance standing to the credit of a subscriber can be paid upto a maximum of six months after retirement.
2. A subscriber can claim refund of Provident Fund with interest co-terminus with the expiry of LPR (Leave preparatory to Retirement) or encashment of leave.
3. Provident Fund balance will be refunded, after recovery of dues, and vacation of flat, if in occupation of the employees.
4. If no date is indicated in paragraph 2, the refund will be made six months after retirement.
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Reference No. ______Date ______PROVIDENT FUND FORM NO. 7
MEMORANDUM FOR REFUND OF PROVIDENT FUND DUES (In duplicate)
From: To ______The Financial Controller (Reserve Bank of India) Reserve Bank of India Central Office, DEBC (Funds section) Mumbai 400 001
Instructions:- 1. The application for refund as also letter of authority for recovery of dues, if any, should be addressed to the Administrators of the Reserve Bank of India Employees’ Provident Fund, Mumbai
2. Signatures of the ex-employees in the application and letter of authority should be verified by an Officer of the Bank. If the ex-employee is deceased, the signature/s of the claimant/s on the application and letter of authority should be attested by a Magistrate/Justice of Peace or an Officer of the Bank.
3. Claim on behalf of the deceased employee should invariably be supported by attested copies of Death Certificate and Estate Duty Clearance Certificate in respect of the cases pertaining to on or before 15th March, 1985. ______(a) PARTICULARS OF EX-EMPLOYEE: Name Designation Provident Fund Index No. ______(b) Ceased to be in Date on which Length of the Bank’s service proceeded on leave service (inclu- as from the close preparatory to ding temporary of business on retirement (wherever) service ______Reasons applicable ______
______(c) (i) Contributions credited/to be credited Reference and Date for the months for which schedules on which the amount is are yet to be forwarded to Central Office credited by Central office/ ______Administrators Month E.A.S. E.S. B.C. Total (Rs.) (Rs.) (Rs.) (Rs.)
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(ii) Final adjustment, if any ______(d) Whether the employee is in occupation of Bank’s/leased flat
(e) Is the application for refund of the Member’s subscriptions only on for the balance at his credit.
(f) Whether any disciplinary proceedings are pending/likely to be instituted against him
(g) Date on which the employee would like to avail of refund of Provident Fund
(h) Whether the employee has availed of LPR- withdrawal under 1st Proviso to Regulation 14(1) of Bank’s Provident Fund Regulations, if so, the amount paid, date. Whether he/she availed of any other withdrawal during last six months
(i) Recommendations
Officer In-charge (FOR USE IN CENTRAL OFFICE) Balance at credit of the subscriber Including interest payable in terms of Regulation 13 of the Bank’s Provident Fund Regulations To be disposed off as follows To be refunded to subscriber Rs. ______To be refunded to the Bank Rs. ______Rs. ______(Rupees ______) Remarks (Refund of the balance at credit of the subscriber under Member’s own subscription)
(Regulation No. ______sanctioned subject to recovery of all the dues and vacation of Bank’s leased flat.
RESERVE BANK OF INDIA CENTRAL OFFICE DY. FINANCIAL CONTROLLER DEPARTMENT OF EXPENDITURE AND BUDGETARY CONTROL, MUMBAI
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PROVIDENT FUND FORM 8
P.F. No. ______Department______
Reserve Bank of India Employees’ Provident Fund Rs.______
Received from the Administrators of the Reserve Bank of India Employees’ Provident Fund the sum of Rupees ______Being the amount of my subscriptions to the Fund plus Balance at my credit in the Fund including Interest payable in terms of Regulation 18 of the Provident Fund Regulations.
Place : ______Date : ______Witness : ______(Signature)
Signature : ______Name : ______Signature verified Designation : ______Name______Designation ______
(to be stamped if the amount exceeds Rs. 500/-)
Sanctioned by the Administrators on ______
***** *****
-End of Chapter 10
Page 219
Page 220
Chapter 11
Post Retirement benefits
Page 221
Page 222
Post Retirement benefits
Eligible officers retired on superannuation including those who have taken voluntary retirement and their spouse; and spouse of the deceased officers are entitled to following medical benefits:
A. Group Mediclaim Policy: Effective from 31.10.2009, NHB has obtained Group Mediclaim Policy from United India Insurance Co. Ltd. for the benefit of its eligible retired officers to cover their indoor treatment/hospitalization expenditure.
The significant features of coverage are as under: i) Cashless/reimbursement facility for indoor/hospitalisation treatment in any hospital included in the network of hospitals with which Third Party Administrator (TPA) has a tie-up arrangement for the purpose. ii) Grade-wise overall monetary ceiling as indicated below will be taken into account by the TPA for the purpose of admissibility of medical claims under the cashless/ reimbursement facility:
Limit of Bed Limit of Bed Charges per day Limit per Charges per Grade/s for normal hospitalization day for ICU Hospitalization (Rs.) (Rs.) (Rs.) AM/DM 1,800 2,880 2,50,000 MGR/RM 2,250 3,600 2,50,000 AGM 2,700 4,320 2,50,000 DGM 3,150 5,040 5,00,000 GM 3,600 5,760 5,00,000 ED Unlimited Unlimited 5,00,000
United India Insurance Co. has designated following Third Party Administrator (TPA) for the purpose:
M/s Raksha TPA Pvt. Ltd, New Delhi
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The members covered under the Policy are issued an identity card by the TPA alongwith a brochure giving the procedure to be followed for availing cashless facility/reimbursement in case of hospitalisation.
Claims are settled directly by the TPA designated for NHB irrespective of the place where the treatment is taken. The members directly contact the TPA to avail cashless- facility or to submit the bills and other documents for reimbursement within 15 days but not later than 30 days of discharge from the hospital/completion of post hospitalization follow-up treatment; and the admissible amount is paid by TPA directly to them. In case of any dispute over settlement of claims between the TPA/Insurance Company and the members, NHB is the final authority to decide the issue as per terms & conditions agreed upon with the Insurance Company.
Group Mediclaim Policy is valid for one year and, therefore, will require to be renewed every year. Action for the same may be started in the month of September every year.
It has been decided that in case NHB fails to secure such cover at any time in future, members’ bills for indoor treatment/ hospitalisation will be reimbursed by the Bank directly within the limits/parameters mentioned above.
B. Reimbursement for OPD/Private treatment: In view of the Group Medical Insurance Cover for hospitalization for the retired officers, their spouses and spouses of deceased officers as above, the Medical Assistance Scheme issued vide Office Circular No.3/2000 dated 25th Jan, 2000 was revised to provide for reimbursement of expenditure incurred on OPD/private treatment, upto Rs.2 lakhs for life, w.e.f. 31st October, 2009 i.e. the date from which Group Mediclaim Policy has come into force. Accordingly, expenditure on OPD/private treatment will be reimbursed by the Bank to the retired officers and spouse of deceased officers within the above overall limit of Rs.2 lakhs for life. In the case of officers who were members of the old Medical Assistance Scheme, this facility will be admissible to the extent of net/balance unutilised amount out of above ceiling limit of Rs.2 lakhs. Retired officers or spouses of deceased officers may submit their claim/s for reimbursement of expenditure incurred on OPD/Private treatment incurred in the previous month in the Form given at Annexure 11.1-III. Such claims may be submitted to the Bank with supporting documents at suitable intervals. These claims for OPD/Private treatment are processed in Administration Department.
Page 224 C. General: The benefits under the above Schemes are admissible to the officers for treatment of self and spouse; and to the spouse of deceased officer for treatment of self only. The retired officers who have taken up commercial employment after retirement or their spouse or the spouse of the deceased officers who are in service, will also be eligible for above medical benefits subject to the condition that they first exhaust such benefits, if any available from their present employer. The eligible officers retiring from the Bank’s service or the spouse of a deceased officer, who intend to join the above facilities, will have to submit option in writing in the prescribed form given in Annexure 11.1-II. alongwith one-time payment of a sum equivalent to 15 days’ last pay plus DA drawn by the officers. They will be covered under the Group Mediclaim policy after their name is registered with the Insurance Company. Accordingly, the retiring officers are required to submit their options to NHB two months in advance of their due date of retirement to facilitate the Bank to take necessary action for their inclusion so that they are covered under the Group Mediclaim Policy from the next day of their retirement. No option will, however, be considered after three months of retirement of an officer, under normal circumstances.
Similarly, names of members who are to be excluded from the coverage of the Group Mediclaim Policy due to death of member/spouse must be advised to the Bank immediately upon the occurrence of such event. Aforesaid information of membership covered under the Group Mediclaim Policy will be updated by the Bank on monthly basis.
Above Schemes have been issued under the Benevolent Fund set up by the Bank.
For details refer Operational Circular No.25/2009 dated 30th October, 2009 placed at Annexure-11.1.
*
Page 225 Annexure 11.1 NHB/ND/HRD/2009 30th October, 2009 Office Circular No. 25/2009
Revised Medical Assistance Scheme for the Retired Officers, their spouse and spouse of deceased officers C. Group Mediclaim Policy: The National Housing Bank has obtained Group Mediclaim Policy for the benefit of its eligible officers retired on superannuation including those who have taken voluntary retirement and their spouse; and spouse of the deceased officers (referred as members hereafter in these Guidelines) to cover their indoor treatment/hospitalization expenditure through the United India Insurance Co. Ltd., Regional Office 8, Mumbai. The Policy will come into force with effect from the 31st October, 2009.
2. Group Mediclaim Policy is a customized product specifically designed for the members. The significant features of its coverage are as under:
iii) Cashless/reimbursement facility for indoor/hospitalisation treatment in any hospital included in the network of hospitals with which Third Party Administrator (TPA) has a tie-up arrangement for the purpose. iv) Indicative limit for grade-wise Room Rent (Bed charges inclusive of day boarding charges for the patient) and the grade-wise overall monetary ceiling as indicated below will be taken into account for the purpose of admissibility of medical claims under the cashless/ reimbursement facility: Limit of Bed Charges Limit of Bed Limit per per day for normal Charges per Sr. Grade/s hospitalization Hospitalization day for ICU (Rs.) (Rs.) (Rs.) 1 AM/DM 1,800 2,880 2,50,000 2 MGR/RM 2,250 3,600 2,50,000
Page 226 3 AGM 2,700 4,320 2,50,000 4 DGM 3,150 5,040 5,00,000
5 GM 3,600 5,760 5,00,000 6 ED Unlimited Unlimited 5,00,000
iii) No limits on the number of consultation fees and doctors’ visit fees. iv) Pre-hospitalization expenses directly related to the ailment, such as consultation fees, cost of diagnostic tests, medicines etc., incurred upto thirty days prior to the date of admission and upto 60 days after the date of discharge from the hospital are covered under the Policy. v) Around 140 day-care procedures which do not require 24-hours hospitalization have also been included as indicated in Annex I. vi) Indoor treatment undergone under Ayurvedic system of medicine in Government/ Government approved hospitals is eligible for reimbursement facility. vii) In case of death of a person covered under the policy, the entire hospitalization bill irrespective of the monetary ceiling per hospitalization will be paid under the policy. viii) On account (advance) payment upto certain percentage of estimated cost of treatment within the overall entitlement per hospitalisation can be made to Government Hospitals where cashless facility is not available. ix) Expenses not incidental to the treatment and cost of non-medical items will remain excluded from the purview of Group Mediclaim Policy. x) Intentional self-injury is not covered under the Policy. xi) The policy will not cover treatment taken abroad.
3. United India Insurance Co. has designated following Third Party Administrator (TPA) for the purpose:
M/s Raksha TPA Pvt. Ltd, New Delhi
The TPA would be appointing ‘relationship manager’ for NHB members and would be furnishing to them the contact details of the relationship manager.
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All claims pertaining to the NHB members will be settled by the TPA designated for NHB irrespective of the place where the treatment is taken.
4. The members covered under the Policy will be issued an identity card by the designated TPA alongwith a brochure giving the procedure to be followed for availing cashless facility/reimbursement in case of hospitalisation. Such Identity Card will have to be produced at the hospital.
5. The members would directly contact the designated TPA to avail cashless- facility or to submit the bills and other documents to them for reimbursement and the admissible amount will be paid by TPA directly to them under advice to NHB.
6.i. To avail cashless facility in regard to planned hospitalization, the member has to fill up an admission request note available in the hospital included in the TPA's network and request the hospital to fax the same to the TPA. After verifying the eligibility and coverage, the TPA will issue an authorization letter to the hospital specifying the limit available under the cashless facility. On receipt of the said letter, the hospital will admit the patient. If the hospital bill exceeds or is likely to exceed the grade-wise monetary ceiling applicable to the member, then he/she has to arrange for balance amount payable to the hospital as per hospital rules. ii. In the event of an emergency, the member can get admitted to the network hospital for treatment and intimate the TPA who will, in turn, verify eligibility etc. within the shortest time possible and arrange to issue authorization letter to the hospital. iii. As regards treatment in non-network hospitals and treatment taken on reimbursement basis, all original bills of hospitalization along with payment receipts, investigation reports, discharge summary, doctors' prescriptions, pre/post hospitalization bills etc., are to be submitted to the TPA within 15 days but not later than 30 days of discharge from the hospital/on completion of post hospitalization follow-up treatment.
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7. In case of any dispute over settlement of claims between the TPA/Insurance Company and the members, NHB will be the final authority to decide the issue as per terms and conditions agreed upon with the Insurance Company. Hence, representations, if any, in respect of claims not settled under the Group Mediclaim Policy may be forwarded to the Manager/Deputy Manager, National Housing Bank, Human Resources Deptt, India Habitat Centre, Core- 5A, Lodhi Road, New Delhi-03.
8. Suggestions/ recommendations for inclusion of any hospital(s) not included in the TPA's network may be forwarded to the NHB.
9. i. Some of the members might have taken individual Mediclaim policy from insurance companies or they might also be covered under some other Group Mediclaim Policy. They have the choice to avail cashless/ reimbursement facility through the above TPA or under their individual/other Mediclaim policy. In case, they avail medical facility under this Group Mediclaim Policy for medical treatment, the TPA will entertain the relative claims upto the overall entitlement of the member concerned and, on request, they will provide necessary certificate together with certified copies of all documents needed for preferring further claim (in respect of expenditure over and above the entitlement of the member under this Policy) under the individual/other Mediclaim policy. However, the original bills, documents etc. will be retained by the TPA. ii. Similarly, TPA will admit claims for the excess expenditure, i.e. over and above the claims settled first by any insurance company under the individual/other Group Mediclaim policy, upto the prescribed overall entitlement under this Group Mediclaim Policy, provided the member produces necessary certificate together with duly certified copies of documents required for the purpose of further settlement.
10. Group Mediclaim Policy is valid for one year and, therefore, will require to be renewed every year. In this connection, it has been decided that in case NHB fails to secure such cover at any time in future, members’ bills for indoor Page 229 treatment/ hospitalisation will be reimbursed by the Bank directly within the limits/parameters mentioned in Para 2 above.
D. Reimbursement for OPD/Private treatment: 11. In view of the Group Medical Insurance Cover for hospitalization for the retired officers/spouse of deceased officers as above, the Medical Assistance Scheme issued vide Office Circular No.3/2000 dated 25th Jan, 2000 stands revised to provide for reimbursement of expenditure upto Rs.2 lakhs for life, to be incurred on OPD/private treatment by the retired officers on self/spouse, or by the spouse of a deceased officer w.e.f. 31st October, 2009 i.e. the date from which Group Mediclaim Policy has come into force. Accordingly, expenditure on OPD/private treatment will be reimbursed by the Bank to the retired officers and spouse of deceased officers within the above overall limit of Rs.2 lakhs for life. It may be clarified that in the case of officers who were members of the old Medical Assistance Scheme, this facility will be admissible to the extent of net/balance unutilised amount out of above ceiling limit of Rs.2 lakhs. Retired officers or spouses of deceased officers may submit their claim/s for reimbursement of expenditure incurred on OPD/Private treatment incurred in the previous month in the Form given at Annex-III. Such claims may be submitted to the Bank with supporting documents at suitable intervals but not earlier than monthly intervals.
C. General:
12. The benefits under the above Schemes are admissible to the officers for treatment of self and spouse; and to the spouse of deceased officer for treatment of self only.
13. The retired officers who have taken up commercial employment after retirement or their spouse or the spouse of the deceased officers who are in service, will also be eligible for above medical benefits subject to the condition that they first exhaust such benefits, if any available from their
Page 230 present employer.
13.i. The eligible officers retiring from the Bank’s service or the spouse of a deceased officer, who intend to join the above facilities, will have to submit option in writing in the prescribed form given in Annex-II alongwith one- time payment of a sum equivalent to 15 days’ last pay plus DA drawn by the officers. They will be covered under the Group Mediclaim policy after their name is registered with the Insurance Company. Accordingly, the retiring officers are required to submit their options to NHB two months in advance of their due date of retirement to facilitate the Bank to take necessary action for their inclusion so that they are covered under the Group Mediclaim Policy from the next day of their retirement. No option will, however, be considered after three months of retirement of an officer, under normal circumstances.
ii. Similarly, names of members who are to be excluded from the coverage of the Group Mediclaim Policy due to death of member/spouse must be advised to the Bank immediately upon the occurrence of such event.
iii. Aforesaid information of membership covered under the Group Mediclaim Policy will be updated by the Bank on monthly basis.
14. Above Schemes have been issued under the Benevolent Fund set up by the Bank. Further necessary instructions, if any, will follow in due course. Hindi version will follow.
Yours faithfully,
Sd/=
(O.P. Puri) Deputy General Manager
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Encls: Annex I-III
Copy to: 12. CMD Sectt 13. ED(RVV) 14. GM/RSG/KM/VKB/RKP 15. DGM/NUK 16. RRR-CRO, BRO, KRO, HRO, LRO, ARO 17. OIC-Mumbai 18. All other officers by email 19. Retired officers and spouses of deceased officers, as per list enclosed
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Annex - I DAY CARE FACILITIES
Operations on the Ears:
Microsurgical Operations on the Middle Ear Stapedotomy Stapedectomy Revision of a Stapedectomy Other operations on the auditory ossicles Myrigoplasty (Type I tympanoplasty) Tympanoplasty (closure of an eardrum perforation and reconstruction of the auditory ossicles) Revision of a tympanoplasty Other microsurgical operations on the middle ear
Other Operations on the Middle and Internal Ear Paracentesis (myringotomy) Removal of a tympanic drain Incision of the mastoid process and middle ear Mastoidectomy Reconstruction of the middle ear Other excisions of the middle and inner ear Fenestration of the inner ear Revision of a fenestration of the inner ear Incision (opening) and destruction (elimination) of the inner ear Other operations on the middle and inner ear
Operation on the Nose and the Nasal Sinuses Excision and destruction of diseased tissue of the nose Operations on the turbinates (nasal concha) Other operations on the nose Nasal sinus aspiration
Operations on the Eyes Incision of tear glands Other operations on the tear ducts Incision of diseased eyelids Excision and destruction of diseased tissue of the eyelid Operations on the canthus and epicanthus Corrective surgery for entropion and ectropion Corrective surgery for blepharopiosis Removal of a foreign body from the conjuctive Removal of a foreign body from the cornea Incision of the cornea
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Operation for plerygium Other operations on the cornea
Removal of a foreign body from the lens of the eye Removal of a foreign body from the posterior chamber of the eye Removal of a foreign body from the orbit and eyeball Operation of cataract Operation on the Skin and Subcutaneous Tissues Incision of a pilonidal sinus Other incisions of the skin and subcutaneous tissues Surgical wound toilet (wound debridement) and removal of diseased tissue of the skin And subcutaneous tissue Local excision of diseased tissue of the skin and subcutaneous tissues Other excisions of the skin and subcutaneous tissue Simple restoration of surface continuity of the skin and subcutaneous tissues Free skin transplantation, donor site Free skin transplantation, recipient site Revision of skin plasty Other restoration and reconstruction of the skin and subcutaneous tissues Chemosurgery of the skin Destruction of diseased tissue in the skin and subcutaneous tissues
Operations on the mouth and face
Operations on the tongue Incision, excision and destruction of diseased tissue of the tongue Partial glossectomy Glossectomy Reconstruction of the tongue Other operations on the tongue
Operations on the salivary glands and salivary ducts Incision and lancing of a salivary gland and a salivary duct Excision of diseased tissue of a salivary gland and a salivary duct Resection of a salivary gland Reconstruction of a salivary gland and a salivary duct Other operations on the salivary glands and salivary ducts
Other Operations on the Mouth and Face External incision and drainage in the region of the mouth, jaw and face Incision of the hard and soft palate Excision and destruction of diseased hard and soft palate Incision, excision and destruction in the mouth Plastic surgery to the floor of the mouth Palatoplasty Other operations in the mouth
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Operations on the Tonsils and adenoids Transoral incision and drainage of a pharyngeal abscess Tonsillectomy without adenoidectomy Tonsillectomy with adenoidectomy Excision and destruction of a lingual tonsil Other operations on the tonsils and adenoids
Traumatological Surgical and Orthopaedics Incision on bone, septic and aseptic Closed reduction on fracture, laxation or epiphyseolosis with osteosynthesis* Suture and other operations on tendons and tendon sheath Reduction of dislocation under GA Arthroscopic knee aspiration
Operations on the Breast Incision of the breast Operations on the nipple
Operations on the Digestive Tract Incision and excision of tissue in the perianal region Surgical treatment of anal fistulas Surgical treatment of haemorrhoids Division of the anal sphincter (sphincterotomy) Other operations on the anus Ultrasound guided aspirations Sclerotherapy etc.
Operations on the Female Sexual Organs Incision of the Ovary Insufflation of Fallopian tubes Other operations on the fallopian tube Dilatation of the cervical canal Conisation of the uterine cervix Other operations on the uteriane cervix Incision of the uterus (Hysterotomy) Therapeutic curettage Culdotomy Incision of the vagina Local excision and destruction of diseased tissue of the vagina and the pouch of Douglas Incision of the vulva Operations on Bartholin’s glands (cyst)
Operations on the Male Sexual Organs
Page 235
Operations on the Prostate and Seminal Vesicles Incision of the prostate Transurethral excision and destruction of prostate tissue Transurethral and precutaneous destruction of prostate tissue Open surgical excision and destruction of prostate tissue Radical prostatovesiculectomy Other excision and destruction of prostate tissue Operations on the seminal vesicles Incision and excision of periprostatic tissue Other operations on the prostate
Operations on the Scrotum and Tunica Vaginalis Testis Incision of the scrotum and tunical vaginalis testis Operation on a testicular hydrocele Excision and destruction of diseased scrotal tissue Plastic reconstruction of the scrotum and tunica vaginalis testics Other operations on the scrotum and tunical vaginalis testis
Operations on the Testes Incision of the testes Excision and destruction of diseased tissue of the testes Unilateral orchidectomy Bilateral orchidectomy Orchidopexy Abdominal exploration in cryptorchidism Surgical repositioning of an abdominal testis Reconstruction of the testis Implantation, exchange and removal of testicular porsthesis Other operations on the testis
Operations on the Spermatic Cord, Epididymis and Ductus Deferens Surgical treatment of a varicocele and a hydrocele of the spermatic cord Excision in the area of spididymis Epididymectomy Reconstruction of the epermatic cord Reconstruction of the ductus deferens and epididymis Other operations on the spermatic cord, epididymis and ductus deferens
Operations on the Penis Operations on the foreskin Local excision and destruction of diseased tissue of the penis Amputation of the penis Plastic reconstruction of the penis Other operations on the penis
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Operations on the Urinary System Cystoscopical removal of stones
Other Operations Lithortripsy Coronary angiographies Dialysis Coronary CT angiography Chemotherapy & radiotherapy ***
Page 237
Annex-II National Housing Bank
Option for the Medical Assistance Scheme for the Retired Officers, their spouse and for the spouse of deceased officers
1. Name of the retiring/retired officer :
2. Designation/scale at the time of retirement:
3. Contact details
i) Name : ii) Present Postal address : iii) Telephone No. : iv) Cell Phone No. : v) E-mail i.d. : 4. Date of Birth :
5. Date of retirement from the NHB : (pls. enclose copy of retirement order, if issued by NHB)
6. Age of the officer at the time of retirement from NHB:
7. Whether the officer is retiring/retired on superannuation: or on some other ground (pl. give details)
8. If employed after retirement from NHB, please state : details of the medical benefits available from the new employer in respect of self as well as spouse
9. Give complete name and address of the new employer:
10. a) Name of the spouse : b) His/her date of Birth : c) Whether he/she is employed anywhere? : d) If so, give name & address of employer and details:
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of medical benefits available from his/her employer 11. Basic Pay and DA to be drawn/drawn by the officer during the month of retirement i) Basic Pay : ii) DA : iii) Total of Basic Pay + DA :
12. Details of cheque/draft/pay order enclosed towards onetime contribution* to join the Scheme i) Cheque/draft/pay order no. : ii) Date of the issue : iii) Amount * : iv) Name of the bank on which drawn: v) Address of the bank branch : *should be equal to 15 days’ Basic Pay plus DA given at Sr.11 above 13. Declaration: I hereby opt for the Revised Medical Assistance Scheme for the Retired/Retiring Officers, their spouse or for the spouses of the deceased officers. I understand that the option does not entitle me to automatic admission to the Scheme. Bank’s decision in the matter will be final and binding on me. I solemnly declare that the above facts are true and nothing has been concealed.
Signature: Name: Date : Place : Encl : cheque/draft/pay order for Rs………
Page 239
Annex-III raYT/Iya Aavaasa baOMk National Housing Bank OPD/Private Medical Bill ihdayato /Instructions : 1. Please submit your claim within one month of completion of treatment. 2. Pl. enclose received Bills/Cash Memos/Prescription of Doctor/Laboratory/Hospital
Name of the Retired Officer Designation at the time of retirement
raogaI ka naama pramaSa- ka pramaSa- BaoYaja p`yaaogaSa Anya kUla evaM saMbaMQa idnaaMk fI maUlya alaa p`Baar p`Baar Name of Patient Date of Consultation Cost of Laboratory Other Total & Relation with Consultation Fee Drugs Charges Charges officer
Gross Total
idnaaMk / Date :______hstaxar/Signature:______Name: ______Address: ______
kaya-alaya p`yaaoga hotu For Office Use Amount in Rupees a. Eligibility as per Bank’s Scheme : b. Amount availed so far : c. Amount now to be reimbursed : Checked & Posted in his/her account. May be sanctioned.
MT/AM/DM Sanctioned
MGR/RM/AGM
Page 240
***** * ***** -End of Chapter 11
CHAPTER 12
ENTITLEMENTS ON RESIGNATION
Page 241
Page 242
ENTITLEMENTS ON RESIGNATION
PREFACE
An officer can resign from the Bank’s service subject to the fulfillment of following conditions:- 1. S/he shall give a notice in writing of a period of not less than 3 months to the Competent Authority and serve the notice period. However, Competent Authority, may at his/her discretion, reduces the period of 3 months or waive the requirement of notice.
2. Where an Officer is unable to comply with the requirement of Notice as mentioned above, s/he may, if so permitted by the competent authority, leave or discontinue his service in the Bank by paying compensation equal to his/her substantive pay for the shortfall in the notice period.
1. STEPS INVOLVED WHILE PROCESSING THE RESIGNATION CASES
While processing the resignation, following steps may be followed:
Obtain approval of the Competent Authority regarding acceptance of resignation, date of relieving, payment of substantive pay in lieu of notice period or for the shortfall in notice period, if any.
Intimate decision of the Bank to the resignee-officer.
Before relieving the applicant, Vigilance Clearance may be obtained from the Bank’s CVO. (Specimen Draft Note to be sent to CVO is placed at Annexure-12.I)
Similarly, No Objection /No Dues certificate may be obtained from the Department where resignee officer is posted and also other concerned Departments, including the following :
• IT Department • Administration Division • Knowledge Centre • Estate Division • Accounts Division • Department in which officer is posted (Specimen circular note to be sent to the Departments is placed at Annexure-12.2)
Page 243
After getting due vigilance clearance/ No dues from the concerned Departments, resignee officer may be relieved from the Bank’s service as at the close of business on the approved date. ( Specimen Relieving Order is placed at Annexure-12.3)
2. ENTITLEMENTS OF THE OFFICER WHO HAS RESIGNED
An officer who has resigned from the Bank’s service could be entitled to following subject to fulfillment of conditions mentioned there-against:
Provident Fund: Provident Fund amount (only Employee’s Contribution in the case of pension optee), with interest there-on upto a maximum period of 6 months from the day the employee ceases to be in the Bank’s service shall be refunded to the officer. However, an employee who was recruited on or after 20th May, 2003 at the age of 35 and above and who had opted for Contributory Pension Fund (C.P.F.) and resigns from Bank’s service before completion of 5 years of continuous service, the balance representing Employee’s Contribution will be sanctioned for refund to the officer.
Gratuity: An officer is eligible for Gratuity if s/he resigns from the Bank’s service after completion of 10 years of continuous service. The amount of Gratuity payable to an officer is calculated based on one month’s pay for every completed year of service in the Bank, subject to a maximum of 15 month’s pay. ( for calculation Procedure, reference may be made to Para 3.3 of Chapter on Terminal Benefits)
Earned Leave encashment: An officer who has resigned from the service of the Bank after giving due notice under Clause (a) of Sub-regulation (2) of Regulation 14 of the NHB (officers’) Service Regulations, 1997; is eligible to be paid a sum equivalent to the emoluments for the period equal to half of Earned leave at his/her credit on the date of cessation of service, subject to a maximum of 120 days. Balance Earned Leave lapses on the day the employee ceases to be in the Bank’s service. (for calculation Procedure, reference may be made to Para 4.2 of Chapter on Terminal Benefits)
Page 244
3. PAYMENT OF CLAIMS IS SUBJECT TO FULFILLMENT OF FOLLOWING CONDITIONS:
iii. Where an employee has been occupying residential accommodation allotted/provided by the Bank, claims will be paid after such accommodation is vacated by the employee and his/her family.
iv. Where an employee who has resigned and against whom any departmental or judicial proceedings are instituted or where departmental proceedings are continued, only Employee’s PF contribution will become payable to those who had opted C.P.F. until the conclusion of the proceedings against him and no other claims will be paid until the conclusion of the proceedings against the employee.
Further, the claims payable will be reduced to the extent of:
(e) any arrears of rent or other amounts payable to the Bank in respect of residential accommodation allotted/provided. (f) any outstandings towards any loans or advances granted; and (g) any overpayments made by or any liability, loss or expense caused to the Bank. (h) Penalty, if any, imposed upon the employee.
-x-
Page 245
Annexure 12.1
National Housing Bank New Delhi HRD
Date:
Reg: Resignation of Shri/Ms./Mrs.…………………
Shri/Ms./Mrs.………………… has resigned from the service of the Bank vide his/her letter dated …………….. He/She will be relieved from the services of the Bank on …………….. after close of the business hours.
In this regard, CVO may kindly issue Vigilance Clearance in respect of Shri/Ms. /Mrs.………………….. Further, no matter against the officer has been pending with HR- Division.
……………………………….
CVO
Page 246
Annexure 12.2
National Housing Bank New Delhi HRD
Date:
Reg: Resignation of Shri/Ms./Mrs.………………- No objection/No dues/clearance certificate
Shri/Ms./Mrs.……………… has resigned from the service of the Bank vide his/her letter dated ……………….. He/She will be relieved from the services of the Bank on …………. after close of the business hours.
In this regard, following departments are requested to issue a No Objection Certificate/No Dues/Clearance in respect of Shri/Ms. /Mrs.……………….
1. IT Department 2. Administration Division 3. Knowledge Centre 4. Estate Division 5. Accounts Division 6. ……………………(Department in which officer is posted)
……………………………..
Page 247
Annexure 12.3 By Hand/Speed Post NHB(ND)/HRD/ /20… Date:
Shri/Ms./Mrs...... , ...... , ...... , National Housing Bank, New Delhi- 110 003
Sir/Madam,
Through HOD
Relieving Letter
Please refer to your letter dated ……………… regarding your resignation from the Bank’s Service. The Competent Authority has accepted the same. Accordingly, you stand relieved from the Bank’s Service as at the close of business on......
During the period of your service i.e. from ………….. to ……………… you have worked in ...... in the Bank.
We wish you success in your new endeavours.
Yours faithfully,
Authorised Signatory ****** ****** -End of Chapter 12
Page 248
Chapter 13
Officers - Exit Interview
Page 249
Page 250
Officers - Exit Interview
The Bank incurs time and money on recruitment of officers. Once recruited, officers are provided training on need based basis, besides existing regular on-the-job training which the officers undergo on their desks.
Therefore, it is the Bank’s endeavour to retain the officers to the extent possible. With a view to ascertaining the reasons for leaving the Bank, a system of ‘Exit Interview’ has been introduced.
Accordingly, where possible, Exit Interview of the officers is recorded in the presence of HOD/HRD & HOD of the Department in which the officer leaving the Bank is posted.
Such Exit Interview is put up to ED or CMD, as may be possible, for their information from time to time.
Specimen interview format is given at Annexure-13.1.
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Annexure 13.1 Exit Interview on Resignation
1. Name of the officer:
2. Date of Joining:
3. Date of Resignation:
4. Tenure of service and Depts./Offices posted from last posting onwards:
5. Interviewers may summarise discussions broadly as follows :
Sr Query Observations a) Purpose of resignation
b) Reflection on tenure in NHB: -Business
-Work environment
-Compensation related issues
c) Steps that may be taken by NHB to retain staff
d) Others
Signature, Name & design. of officer/s taking Interview): Date of interview: ****** * ******
-End of Chapter 13
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Chapter 14
SUMMER PLACEMENT OF STUDENTS
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SUMMER PLACEMENT OF STUDENTS
1. Objective
The Bank has been occasionally permitting students from recognized institutions to undergo summer training/internship in the Bank, on a case to case basis under the Summer Placement Scheme. These students are assigned specific projects/studies and they work under the guidance of a senior officer during the training/internship. This facility, besides enabling the concerned students to complete their degree course, helps in raising the level of awareness about the activities of the Bank amongst the students’ fraternity and also helps the Bank get new, fresh ideas from young students at nominal cost.
2. Criteria for selection of the Institute The selection of the sponsoring institutes would be done as under:
i. Sponsoring university/institution should be a recognized university or an institution recognized by their concerned regulatory authority such as AICTE etc and should be affiliated to a recognized university.
ii. It should be offering graduate courses in Economics, finance, civil engineering, MBA, law, IT etc.
iii. Institutes offering post graduate courses in relevant streams may also be considered.
iv. Summer placement/training/internship should be a requirement under the course and necessary for being awarded degree.
3. Criteria for selection of students The criteria and procedure for selection of the students would be as under:
i. Application for the summer placement/training/internship should be formally forwarded by the concerned institution where the student is studying. It will not be possible for the Bank to accept applications from the students directly.
ii. Final year graduate/postgraduate students pursuing courses in economics, finance, civil engineering, B. Tech (IT), MBA, law etc. relevant streams with good academic background will be eligible to be considered under the Scheme.
iii. Based on the bio data, eligible students would be selected for training/internship.
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iv. The Bank shall look into aptitude and interest of the students to take up selected themes, in addition to consistently good academic background.
4. Limit on number of students The Bank shall generally take upto six students for summer training at a time. CMD will, however, have authority to approve proposal/s to permit student/s beyond this limit, in deserving cases and where suitable project has been identified for being taken up by such student/s.
5. Duration of training Summer placement/training/internship will be permitted for a period as prescribed under the degree/course being pursued by the student subject to condition that the same shall not be permitted beyond the period of 6 six months.
6. Allotment of themes for study Topics which are of national/ core interest to the Bank such as micro-housing finance, eco-friendly housing, green housing, housing and natural resource management, low cost housing, inclusive housing finance, subsidized housing for the poorest of the poor, mapping business potential, etc. may be considered for the study. The above list of topics is indicative and not exhaustive.
7. Stipend and other allowances i. The selected students will be paid stipend at the rate prescribed by the sponsoring university/institution subject to maximum of Rs. 8,000/- per month during the assignment.
ii. Field visit allowance of Rs.500/- per day inclusive of all expenses towards lodging, boarding, local conveyance etc. during the actual period of field visit, if any, required to be undertaken as may be approved by the competent authority monitoring the project/study.
iii. The travel expenses by AC III tier train/Bus fare for joining at NHB office and for the field visit, if any, and return will be reimbursed to the student on actual basis.
iv. Outstation students may be provided bachelor accommodation on need based basis subject to availability and payment as per Bank’s rules.
v. The monetary benefits such as stipend, field allowance would be released to the students subject to satisfactory completion of the project.
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8. Undertaking i. The selected students shall give undertaking to the effect that he/she will have no right/claim on the report submitted by him/her to the Bank after completion of the assignment except submission to his/her university/institute and the Bank shall be free to use the same in the manner considered appropriate by it.
ii. Summer placement shall not bestow any right or preference, whatsoever, on the student for recruitment to the regular service of the Bank.
9. Secrecy The students shall maintain complete secrecy and shall not use for any other purpose, any information of confidential nature that might come to his/her knowledge during the period of assignment under the Scheme.
10. Steps involved while processing the application
iii. Before proposing the application for the approval of Competent Authority, dealing officer should check the below mentioned points:
Criteria for selection of Institute & Student should be met. (clause 2 & 3 above)
A suitable theme/project/assignment for the training for an appropriate period should be proposed in consultation with the concerned department where the student is supposed to undergo training.
A senior officer from the concerned Department may be nominated as Reporting Officer –cum- Guide for the student. (clause 5 & 6 above)
Stipend to be paid to the student, after successful completion of the Summer Training, may be proposed. ( clause 7)
iv. After getting due approval of CMD, the Competent Authority, a letter (specimen given in Annexure 14.1) may be issued to the Institution where the student is studying. A copy of the above letter will also be endorsed to the Reporting Officer- cum-Guide for necessary action.
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Annexure- 14.1
Addressed To,
The Institute
Dear Sir/Madam
Sub: - Summer Training
Please refer to your letter requesting our Bank to permit Shri/Ms. ………, an ……..student in your Institute, to undertake Summer Training in our Bank.
2. In this connection, we are pleased to accept Shri/Ms. ……..to undergo Summer Training for a period of ………. months at our ……. Office in ………….
He/she will be required to work on the ……………….. He/she shall give a Presentation on the given project to a group of concerned Officers and submit Project Report to the Bank before completion of the project assignment. He/she will have no right/claim on the report submitted by him/her after completion of the assignment except submission to your Institute and the Bank shall be free to use the same in the manner considered appropriate.
He/she will maintain complete secrecy and shall not use for any other purpose, any information of confidential nature that might come to his knowledge during the assignment period.
He/she will be paid lump-sum monthly stipend of Rs.…….. after successful completion of the said assignment.
3. Shri/Ms. ……….. may be advised to report for the Summer Training to Shri/Ms. ……….., who will be acting as his/her Reporting Officer-cum-Guide during the Training period. He/she may also be advised to furnish his recent Photograph and Character Certificate in original issued by your Institute.
Yours faithfully,
Signatory Authority
Copy to: - Reporting Officer-cum-Guide (through HOD) - He is advised to forward to HRD the Joining Report alongwith documents submitted by
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Shri ……….. as mentioned under para 3 above. Copy of Project Report submitted by the student and Student Evaluation Report in the light of his Presentation made as mentioned in para 2 above may be submitted to ………. at HO on conclusion of Assignment and a copy of the same placed with Knowledge Centre, for record.
He shall also arrange to pay lump-sum monthly stipend @ Rs……..to Shri ………. after successful completion of the Summer Training.
Signatory Authority
******* *******
-End of Chapter 14
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Index of Annexure
Annexure Description Page No. No. RECRUITMENT AND SELECTION 1.1 Brief Advertisement for Recruitment. 19 1.2 Detailed Advertisement along with Application Form. 20 1.3 Sample letter to invite candidates for GD/Interview 30 1.4 Sample appointment offer letter 31 1.5 KYE checklist with list of documents to be taken from new employees. 36
MENTOR SCHEME 2.1 Sample note for obtaining approval for nominating Mentor 61 2.2 Sample office order for nominating mentor 62 2.3 Sample Circular for holding Review Meetings of Mentor-Mentee 63 2.4 Feedback form for Mentees 64
ABSORPTION AND PF MEMBERSHIP 3.1 Sample Proposal Note- Absorption 69 3.2 Sample Note to HOD for performance on Conduct Report 71 3.3 Absorption Order 73 3.4 Provident Fund Forms No. 1/2/3/3A/5 76
TRAINING 5.1 Proposal Note for Training Approval 97 5.2 Intimation letter to officers 98 5.3 Intimation Letter to Training Institutes 99 5.4 Form-8 for forwarding sanction to A/Cs 100 5.5 Sample Payment Forwarding Letter 101 5.6 Feedback Form 102 5.7 Database of officers deputed for Training 103 5.8 Database of officers deputed for Training abroad 104 5.9 Database of Training Institutes 105 5.10 Sample Office Circular for In-house Training Programme 106 5.11 Sample Board Memo on Quarterly Review of Foreign Visits 107 5.12 Sample Board Memo on Annual Review of Training Activities 109
ANNUAL APPRAISAL 6.1 Appraisal Format for AM/RM 116 6.2 Appraisal Format for AGM to ED 123
PROMOTION AND FIXATION OF PAY ON PROMOTION 7.1 Sample format Profile of eligible officers for Promotion 139
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Annexure Description Page No. No. 7.2 Sample Invitation Letter to Interview Members 140 7.3 Sample Invitation Letter to Eligible Officers 141 7.4 Index of Folder for Interview Members 142 7.5 Information Sheet Form 143 7.6 Specimen Marks Sheet 145 7.7 Sample Final result Sheet 146 7.8 Sample Promotion Intimation Letter 147 7.9 Sample Promotion Order 148
PAYROLL & REIMBURSEMENTS 9.1 Income Tax Rules, 2009 164 9.2 Tax Consultants opinion on tax on FBT’s 182 9.3 Tax Consultants opinion on tax on TDS rate 189 9.4 Tax Consultants opinion on tax on LTC and VOF facilty. 190
TERMINAL BENEFITS 10.1 Proforma Application for pension 206 10.2 Sample Pension Payment Order (PPO) 211 10.3 Commutation Table 215 10.4 PF Proforma II (Form 7,8) 216
POST RETIREMENT BENEFITS 11.1 Office Circular No. 25/2009 dated 30.10.2009 226
ENTITELMENTS ON RESIGNATION 12.1 Draft Note to CVO for vigilance clearance before relieving a Resignee. 246 12.2 Draft Note to Departments for NOC/No dues 247 12.3 Specimen Relieving Letter 248
EXIT INTERVIEW 13.1 Exit Interview form 252
SUMMER PLACEMENT OF STUDENTS 14.1 Specimen Letter to Institute where Student is studying. 258
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