HANDBOOK FOR PERSONNEL OFFICERS 2013 Government of India Institute of Secretariat Training & Management (Department of Personnel & Training) Ministry of Personnel, Public Grievances and Pensions DISCLAIMER Though all possible care has been taken to ensure accuracy and consistency, in the event of a conflict between the Handbook and Government orders/ instructions on the subject, the latter will prevail. Any information given herein cannot be cited in any dispute or litigation, nor is it a substitute for a legal interpretation/ evidence. The user will be solely responsible for any consequence of the decision taken on the basis of information contained in this Handbook. It may further be noted that DoPT does not entertain references on service matters directly from Government servants. Any request for clarification/ redressal of grievances etc. should be taken up with the concerned administrative authority. TO BE READ AND ACCEPTED WHILE USING THE HANDBOOK “Department(s)” or ‘administrative Department’ appearing in description of rule position in various Chapters include “Ministry” also, headed by a Secretary to the Government of India. Consequent on implementation of the recommendations of 6th CPC, Group ‘D’ posts/cadre have been replaced by Multi-Tasking Staff (MTS) and is now included in Group ‘C’ cadre. Since all rules have not yet been modified to that effect, Group ’D’, wherever appear, may be read in that context. The Handbook is based on orders applicable to most Central Government servants. However some organisations like Railways, Armed Forces, CPMFs, DRDO etc. have their own rules/ regulations. The user is advised to consult those regulations in such cases. This Handbook is intended to serve as a ready reference and is not to supplant the Government Rules, orders, guidelines and other instructions in any way. Additional list of Acts and Rules relevant to personnel officers is given separately at the end. The Handbook does not cover the subjects in detail. The relevant Act/Rule may be referred to. Various Orders/ Office Memoranda quoted at the end of paragraphs and Chapters may be accessed by logging on to www.persmin.nic.in - >Department of Personnel & Training-> OMs & Orders. TABLE OF CONTENTS CHAPTERS TITLES PAGE PART 1- Pre-Appointment 1 Creation of Posts 1 2 Classification, character and status of posts 25 3 Recruitment Rules 29 4 Age limits for appointment 40 5 Reservations in Services for SCs/STs/OBCs 46 6 Reservations in Services for Persons with 70 Disabilities 7 Reservations in Services for Ex-Servicemen 80 8 Recruitment of Sportspersons 84 9 Compassionate Appointments 94 10 Appointment of Non-Indians 99 11 Recruitment 104 i) Through UPSC and SSC ii) Through Employment Exchange iii) Search –cum- Selection Committee 12 Offer of appointment and Extension of 114 Joining Time 13 Verification of character and antecedents 116 14 Medical examination on First Appointment 120 15 Other Manpower Resources - 166 a) Consultants b) Outsourcing of Services c) Casual Labour Part 2 –Appointment 16 Formalities on Joining Service 176 1. Record of Service (Service Book) 2. Date of Birth 3. Educational Qualification and Proficiency Standards 4. Oath of Allegiance 5. Declaration of Home Town under LTC Rules 6. Declaration of Movable and Immovable Property Part 3- In Service 17 Probation and Confirmation 192 18 Seniority 199 19 Vigilance Clearance 206 20 Promotion 209 21 Cases to be submitted to ACC 243 22 Consultation and Exemption from 245 Consultation with UPSC 23 Ad-Hoc Appointment 247 24 Staff Car Driver’s Promotional Scheme 250 25 Modified Assured Career Progression 252 Scheme(MACPs) 26 Non-Functional Selection Grade to the 254 organized Group-A Services 27 Modified Flexible Complementing Scheme 258 for Scientists 28 Non-Functional Up-gradation (for Organized 262 Group ‘A’ Service Officers) 29 Pay 264 On initial appointment Pay protection Annual increment Special Increments 30 Annual Performance Assessment 269 31 Transfer and Posting 287 32 Joining Time on Transfer 289 33 Deputation & Foreign service 292 34 Central Deputation /Foreign Service (for 301 Organized Group A & B Services Officers) 35 Deputation (Short Term Contract)/Absorption 308 36 Absorption in Central PSUs/ Autonomous 313 Bodies 37 Lien & Technical Resignation 315 38 Casual Leave /Special Casual Leave 318 39 Forwarding of Applications for Another 319 Employment 40 Enforcement of Bond (in respect of Central 324 Government and Public Enterprises employees who leave service to secure employment elsewhere) 41 Advances to Government Servants 327 42 Annual property Returns 328 43 Redeployment of surplus staff 330 44 New Pension System 335 45 Various Allowances 339 a) HRA b) Transport Allowance c) Washing Allowance d) Children Educational Allowance Scheme e) Risk Allowance f) Hospital Patient Care/ Patient Care Allowance 46 Suspension 351 PART 4- Termination of Service and After 47 Voluntary Retirement and Pre-mature Retirement 360 48 Age of Retirement/ Extension 363 49 Termination of Temporary Employees 370 50 Resignation and withdrawal of resignation 377 51 Commercial employment after Retirement 381 PART 5 – List of Acts/Rules 52 Pay, Leave, LTC, Conduct Rules, Disciplinary 387 Procedures, GPF/CPF, Pension/DCRG etc. Chapter 1 CREATION OF POSTS GENERAL PROVISIONS 1.1.1 A post, to be created, may be a permanent post or a temporary or a tenure post. Permanent post means a post carrying a definite rate of pay sanctioned without limit of time. Temporary post means a post carrying a definite rate of pay sanctioned for a limited time, whereas a tenure post means a permanent post which an individual Government Servant may not hold for more than a limited period. F.R. 9(22), 9(30) and 9(30A) 1.1.2 The general provisions relating to creation of posts and the powers delegated to various authorities in regard to creation of posts are contained in the General Financial Rules, 2005 and the Delegation of Financial Powers Rules, 1978 as amended from time to time and various instructions issued by the Ministry of Finance (Department of Expenditure) and the Department of Personnel and Training. 1.2. POWERS DELEGATED TO MINISTRIES/DEPARTMENTS ETC. 1.2.1 Subject to the restrictions contained in the General Financial Rules, 2005, Ministries of the Central Government, Administrators and Heads of Departments enjoy the powers to create permanent as well as temporary posts vide Rule 13 of the DFP Rules, 1978, in accordance with the provisions contained in Schedules II and III of the said Rules (reproduced below), and instructions issued by the Ministry of Finance from time to time. SCHEDULE II POWERS TO CREATE PERMANENT POSTS (See rule 13 of the DFP Rules,1978) NOTE : The powers of subordinate authorities for creation of permanent unclassified posts are regulated by separate orders. Authority Class of posts which may be created 1 2 Department of Central Government: Posts in Group A Service: (i) Ministry of Parliamentary Affairs (a) Secretariat posts not above the and Vice President’s Secretariat rank of Under Secretary and (b) Other Posts carrying prescribed scale the maximum of which does not exceed Rs.4500/- per mensem (PB-3+GP Rs.6600) (c) Posts in Group B, C and D Services. 1 (ii) Other Departments Posts in Group A Services or pay less than Rs.6700/- per mensem ( PB-4 +GP Rs.10000) in the prescribed scale. Note: Where a post is sanctioned on a time scale the maximum of the time scale should be taken as pay for the purpose of this entry. Administrator (i) Administrator of All UTs excluding Posts in Group B,C and D Services. Lakshadweep. (ii) Administrator, Lakshadweep Posts in Group D Services Islands Heads of Departments Posts in Group C and D Services SCHEDULE III POWERS STO CREATE TEMPORARY POSTS (See rule 13 of DFP Rules, 1978) Note: The powers of subordinate authorities for creation of temporary unclassified posts are regulated by separate orders. Authority Class of posts which may Period for which the be created and the limit of posts may be sanctioned pay upto which a post may be sanctioned 1 2 3 Department of the Central Government; Posts in Group A Services (i) Ministry of (a) Secretariat posts Any specified period. Parliamentary Affairs not above the rank and Vice-President’s of Under Secretary Secretariat (d) Other posts carrying Any specified period. prescribed scale the maximum of which does not exceed Rs.4500/- per mensem (PB-3+GP Rs.6600) Posts in Groups B,C Any specified period. and D Services 2 (ii) Other Departments Posts in Group A Services on pay upto Any specified period. Rs.6700/- per mensem (PB-4 +GP Rs.10000) in the prescribed scale. Note: Where a post is sanctioned on a time scale the maximum of the time scale should ne taken as pay for the purpose of this entry Posts in Group B Group C and Group D Administrators: Services. (i) Delhi, Pondicherry Posts in Group A Any specified period. and Andaman & Services the maximum Nicobar Islands of whose scale of pay does not exceed Rs.5000/-(PB-3 +GP Rs 7600) and to which the Administrator is the appointing authority. (ii) Chandigarh, Dadra & Posts in Group B, Initially for any period not Nagar Haveli and Group C and Group D exceeding six months Daman & Diu Services. with power to extend the post by not more than a further period of six months. (iii) Lakshadweep Posts in Group A Any specified period. Services the maximum of whose scale of pay does not exceed Rs. 5000/-(PB-3 +GP Rs 7600 and to which the Administrator is the appointing authority). Head of the Departments Posts in Group B, Any specified period. Group C and Group D Services. Posts in Group C and Any specified period. Group D Services. Posts in Group B, Group C and Group D Services 3 Explanation : In this Schedule, "any specified period" means in the case where the authority specified in column 1 of the Schedule has power to create a temporary post specified in column 2 of the said Schedule but has no power to create such post permanently for a period not exceeding two years; and in any other case, any stated period.