Page 1 of 1

Contents
Chapter 1

Constitution and Organisation of CBI

4 - 11

Chapter 2

Appointments

12 - 23

Chapter 3

Identity Cards

24 - 27

Chapter 4

Training

28 - 34

Chapter 5

Service Records

35 - 40

Chapter 6

Confirmation

41 - 42

Chapter 7

Seniority

43 - 48

Chapter 8

Annual Confidential Reports

49 - 56

Chapter 9

Promotion

57 - 62

Chapter 10

Fixation of Pay

63 - 71

Chapter 11

Termination & Resignation

72 - 73

Chapter 12

Dress Regulations

74 - 74

Chapter 13

Leave

75 - 91

Chapter 14
Chapter 15

No Objection Certificate for Higher Studies & Change 92 - 95

of Job
Pension
96 - 110

Chapter 16

Decentralization of Accounts

111 - 113

Chapter 17

Delegation of Financial Powers

114 - 117

Chapter 18

Budget and Appropriation

118 - 120

Chapter 19

Allowances and Rewards/Honoraria

121 - 142

Chapter 20

Advances

143 - 161

Chapter 21

Drawal of Pay, Allowances and Honoraria

162 - 166

Chapter 22

Contingencies

167 - 167

Chapter 23

General Provident Fund

168 - 173

Chapter 24

Deposit Linked Insurance Scheme

174 - 175

Chapter 25

Welfare Measures

176 - 182

Chapter 26

Departmental Canteen

183 - 186

Chapter 27

187 - 195

Chapter 29

Medical Facilities to the Central Government

Employees (including CGHS)
Central Government Employees Group Insurance
Scheme
Accommodation

200 - 205

Chapter 30

Stores & Supplies

206 - 212

Chapter 31

Furniture

213 - 217

Chapter 32

Telephones

218 - 219

Chapter 33

Motor Vehicles

220 - 225

Chapter 34

Library

226 - 228

Chapter 35

Security Plan

229 - 241

Chapter 36

Office Procedure Meanings of various terms

242 - 246

Chapter 37

Machinery of Government

247 - 249

Chapter 38

Dak-receipt, Registration and Distribution

250 - 252

Chapter 39

Receipt-submission and Diarisation

253 - 255

Chapter 40

Action on Receipts

256 - 266

Chapter 41

Forms and Procedure of Communication

267 - 275

Chapter 28

196 - 199

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Chapter 42

Drafting of Communication

276 - 278

Chapter 43

Issue of Drafts

279 - 288

Chapter 44

Filing System

289 - 293

Chapter 45

Indexing and Recording

294 - 302

Chapter 46

Security of Official Information and Documents

303 - 304

Chapter 47

Checks on delays

305 - 311

Chapter 48

Reports & Returns

312 - 316

Chapter 49

Inspections

317 - 325

Chapter 50

Audit

326 - 327

Chapter 51

Implementation of Instructions on Official Language

328 - 330

[Appendix I]

331 - 333

Posts sanctioned in CBI and their pay scale

[Appendix II]

334 - 338

Work allocation in Administration Division

[Appendix III]

339 - 344

Recruitment Rules
[Appendix IV]

345 - 346

Appointment through Staff Selection Commission

[Appendix V]

347 - 369

The DSPE (Subordinate Ranks) (Discipline & Appeal) Rules, 1961

[Appendix VI]

370 - 372

ADMINS Module
Annexures

373 - 498

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1.

CONSTITUTION AND ORGANISATION OF CBI

1.1

Growth and Evolution of the Organisation

At an early stage of the World War-II, the Government of India
realised that the vast increase in expenditure for war efforts had
provided opportunities to unscrupulous public servants and antisocial elements for indulging in bribery and corruption. It felt that
the Police and other Law Enforcement Agencies under the State
Governments were not in a position to cope with the situation.
Therefore, to investigate offences connected with transactions
relating to war efforts, an organization known as the Special Police
Establishment was set up in 1941 under an executive order of the
Central Government. The Headquarters of Special Police
Establishment was established at Lahore.
Its branches were
created in due course at Jabalpur, Bombay, Calcutta, Delhi,
Madras, Ranchi, Peshawer, Quetta and Rawalpindi. The activities of
the S.P.E. were subsequently extended to
include cases of
corruption in Railways also.

1.2

In 1943, some doubt was felt about the legal powers of Police
officers working with the S.P.E. and therefore an Ordinance was
issued by the Government of India, by which a Special Police Force
with powers to investigate certain offences anywhere in British
India, was constituted. Even after the end of the war, the need for a
Central Government Agency to investigate cases of bribery and
corruption by Central Government servants was felt and therefore,
the Ordinance issued in 1943, which had lapsed on 30th
September, 1946 was further extended and finally Delhi Special
Police Establishment Act was enacted. After the promulgation of
the Act, the superintendence of the SPE was transferred to the
Home Department and its functions were enlarged to cover all
departments of the Government of India. Since then the SPE
functions under this Act. Its jurisdiction extends to all Union
Territories and it can also be extended to the States with the
consent of the State Governments concerned.

1.3

In 1953, an enforcement wing was added to the SPE to deal

with the offences relating to breach of import and export
regulations. With the passage of time, more and more cases under
laws other than Prevention of Corruption Act also came to be
entrusted to the SPE. By 1963, the SPE was authorised to
investigate offences under 91 different sections of the Indian Penal
Code, offences under the Prevention of Corruption Act, 1947 and 16

Page 4 of 4

other Central Acts. A growing need was, therefore, felt for a Central
Police Agency at the disposal of the Central Government, which
would investigate not only cases of bribery and corruption, but also
cases of breaches of Central fiscal laws, major frauds relating to
Government of India departments, public joint stock companies,
passport frauds, crimes on the high seas, crimes on the Airlines and
serious crimes committed by organized gangs or professional
criminals. Therefore, the Government of India set up the Central
Bureau of Investigation on Ist April, 1963. The Organization and
functions of the Central Bureau of Investigation are given in the
Government Resolution dated Ist April, 1963, a copy of which is
placed at Annexure- I. The Delhi Special Police Establishment
became one of the divisions of the CBI. The tasks to be performed
by the Central Bureau of Investigation as per the Resolution were
the following :i)

Investigation of offences specified by the Central

Government under Section 3 of the Delhi Special Police
Establishment Act (Act XXV of 1946)
ii)
Collection of intelligence relating to certain types of crime
iii) Participation in the work of the National Central Bureau
connected with the International Criminal Police Organisation
iv)
Maintenance of crime statistics and dissemination of
information relating to crime and criminals
v)
Study of specialised crime of particular interest to the
Government of India or crimes having All India or Inter-State
ramifications or of particular importance from the social point
of view
vi)
The conduct of Police research
vii) Coordination of laws relating to crime
1.4

The organisation was strengthened in 1964 by the addition of

the Economic Offences Wing vide Government of India Resolution
No. 24/66/64-AVD.II dated 29.2.64. In due course of time, a Special
Crime Division was also created in the organization.

1.5

In the year 1985, based on the views of the Estimates

Committee of VII Lok Sabha, a committee under the chairmanship
of the then Cabinet Secretary Shri P.K. Kaul was formed to review
the role, functions & working of CBI, to suggest measures to tone up
its working and to examine feasibility of bringing it under a single
administrative hierarchy.
The Committee, in its report had
suggested that CBI should have three major divisions namely AntiCorruption, Special Crimes and Economic offences and other
support divisions which should be placed under three Additional
Directors. It also suggested strengthening of various CBI branches

Page 5 of 5

and giving CBI a firm statutory basis to enable it to discharge its

functions effectively by way of amendment in the Constitution.
Accordingly an order was issued in the year 1994 setting and
defining the jurisdiction of branches under Anti Corruption, Special
Crimes and Economic Offences Divisions1.
1.6

In the year 1997, government among its various measures to

contain corruption, established a committee under the
chairmanship of Shri B.G. Deshmukh, former Cabinet Secretary to
examine the structure and functioning of CBI. The Committee in its
report recommended that CVC be conferred statutory status and to
overview CBI's functioning. It also suggested streamlining of CBI's
reporting to the government without diluting its functional
autonomy besides constitution of a selection committee headed by
CVC with Home Secretary and Secretary (Personnel) as members for
identifying a panel of names for selection of Director, CBI who was
also to have a minimum tenure of two years and full freedom for
allocation of work within the agency.

1.7

Pursuant to the direction of the Honble Supreme Court in 340343/1993 (Vineet Narain & Others V/s Union of India), changes
have been effected in the legal framework for prosecution of CBI
Cases. Vide OM No. 201/5/2000-AVD.II dated 9th July, 2001, a
Directorate of Prosecution has been constituted to supervise the
work of prosecution by reconstituting the existing Legal Division.

1.8

On 12.09.2003, CVC Act has been notified giving CVC a

statutory basis. The act, inter-alia, amended the DSPE Act, 1946
and brought the superintendence of DSPE, so far as it relates to
investigation of offences alleged to have been committed under the
Prevention of Corruption Act 1988, under the Commission. The Act
also provides for establishment of a committee to recommend panel
of officers for being considered for appointment as Director. It
statutorily ensures the tenure of Director to a minimum of two
years.

1.9

Over a period of time, some of the work originally allocated to

the CBI was transferred to other central police organizations. Part
of the work relating to Crime Records & Statistics Division was
transferred to NCRB and that relating to Research Division was
transferred to BPR&D.

1.10

Under the Government of India (Allocation of Business) Rules,

1961, the executive functions in respect of CBI were originally dealt

Policy Division Order No. 21/50/94-PD dated 26.11.1994.

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by the Ministry of Home Affairs. Subsequently, the functions were

transferred to the Ministry of Personnel, Public Grievances, Pensions
and Training and with effect from 30th January, 2003, CBI has
been brought under the charge of the Cabinet Secretariat.
1.11

1.12

Over the years, the Central Bureau of Investigation (CBI) has

emerged as the premier investigation agency of the Government of
India. It enjoys the trust and credibility of the Parliament,
Judiciary and the common man. In the last forty years, the
organisation has evolved from an Anti-Corruption Agency to a
multi-faceted, multi-disciplinary professional body. At present not
only corruption cases, but a variety of offences involving threat to
national security, national economy, violation of human rights and
conventional crime having national and international ramifications
are being entrusted to the CBI by the States, Central Government
and Constitutional Courts.
Organizational Structure of CBI
The organisational setup has thus under gone several changes
since its inception and its present set up is described in the following
paragraphs. The organisational chart is placed at Annexure II.

1.13
1.13.1

Delhi Special Police Establishment Division

Anti-Corruption Division : The Anti-Corruption Division is
responsible for collection of intelligence with regard to corruption,
maintaining liaison with various departments through their
vigilance officers, enquiries into complaints about bribery and
corruption, investigation and prosecution of offences pertaining to
bribery and corruption and tasks relating to preventive aspects of
corruption. It takes up cases against public servants under the
control of the Central Government, public servants in Public Sector
Undertakings under the control of Central Government and cases
against the public servants working under State Government
entrusted to the CBI by the State Governments. The Anti-Corruption
Division
is headed by an officer of the rank of Special
Director/Addl. Director. It is divided into seven Anti-Corruption
Zones, namely, Delhi Zone, North Zone, West Zone, Central Zone,
South Zone, East Zone and Anti-Corruption (HQ) Zone. Each zone
functions under the control of a Joint Director. Zones are further
divided into 17 Regions each headed by a DIG. Every Region
consists of 2-3 Branches, each under the charge of an SSP/SP. The
Branches under the AC(HQ) Zone are designated as Central Units
and have all India jurisdiction. Branches under other zones have
territorial jurisdiction over one or more states / parts of the states.

Page 7 of 7

1.13.2

Economic Offences Wing : The Economic Offence Wing of CBI

is headed by a Special Director/Addl. Director. It takes up cases of
cheating, forgery, criminal breach of trust and large-scale frauds
affecting the property or revenue of the Government, cases of
smuggling in narcotics and psychotropic substances, antiquities
and other economic crimes of national importance. CBI is the
pioneer in the field of cyber crime. The MHA vide U.O.
No.22011/1/2001 PMA dt. 9.2.2001 has nominated Cyber Crime
Investigation Cell of the CBI as the nodal agency for developing
national capabilities for fighting cyber crime and to develop training
courses for cyber crime investigation for State Police officers. It is
recognised by Interpol as the international contact point in India for
reporting cyber crime.

1.13.3

The Economic Offences Wing is divided into four Zones namely

EOW-I, EOW-II, EOW-III and EOW-IV Zones, each headed by a Joint
Director. The Zones are divided into seven Regions each under the
charge of a DIG. The Regions are further divided into 22 Branches,
each headed by a SSP/SP. The Branches located at Delhi, Kolkata,
Chennai and Mumbai as well as the Branches of Bank Security and
Fraud Cell under (EOW-IV) Zone located at Delhi, Kolkata,
Bangalore and Mumbai have territorial jurisdiction. Rest of the
Branches are Central Units having all India jurisdiction.

1.13.4.1

Special Crimes Division : The Special Crimes Division handles

all cases of conventional crimes such as offences relating to
internal
security,
espionage,
hijacking,
murders,
dacoities/robberies, dowry deaths and other IPC offences as well
as offences under other laws notified under the DSPE Act. It is
also responsible for investigation of crimes with interstate and
international ramifications. Special Crimes Division of CBI is
headed by a Special Director/Additional Director. This Division
has SC I Zone, SC II Zone, Multi Disciplinary Monitoring Agency
and Special Task Force under it, each headed by a Joint Director.
These Zones are divided into 8 Regions, each headed by a DIG.
The regions are further divided into Branches, headed by an
officer of the rank of SSP/SP. Six of the Branches have territorial
jurisdiction. They are located at Delhi, Chandigarh, Lucknow,
Kolkata, Chennai and Mumbai. The rest are Central Units having
all India jurisdiction.

Page 8 of 8

1.14

Directorate of Prosecution
The Directorate was created pursuant to orders of Hon'ble
Supreme Court by reconstituting the existing Legal Division of the
CBI. The Directorate of Prosecution is headed by a Director of
Prosecution who is an Officer appointed by the Government. The
duties of the Director of Prosecution include (a) supervision and
monitoring of the prosecution in courts (b) preferring in appeals,
revisions etc. (c) giving advice to investigating officers on all matters
relating to criminal offences during investigation and trial (d)
advising on the feasibilities on filing appeals, revisions etc. (e)
Preparing a panel of Special Counsels with the approval of the
Government (f) Selecting retainer counsels for High Courts. Under
the administrative control of the Director of Prosecution, law officers
of the ranks of Additional Legal Advisors, Dy. Legal Advisors, Sr.
Public Prosecutors, Public Prosecutors and Assistant Public
Prosecutors function, in the CBI Branches spread all over the
country.

1.15

Administration Division

1.15.1 1.15.1
The Administration Division is responsible for managing
human and material resources of the organization. The main
activities include recruitment, training, transfer, confirmation,
promotion, deputation, absorption, disciplinary action, budget &
appropriation, grant of advances, welfare, accommodation,
provisioning besides work study, custody & maintenance of Annual
Confidential Reports of non-gazetted officers and promotion of the
use of Hindi.
1.15.2

1.16
1.16.1

The Division is headed by a Joint Director who reports to the

Director/CBI through the Additional Director (E). There are three
DIsG namely DIG (Administration), DIG (Personnel) and the DIG
(Training) who in turn are assisted by SP (Headquarters) &
Administrative Officer (A), SP (Personnel) & Administrative Officer
(P) and SsP (Trg) (2) & SP (R&D) respectively who are responsible for
the supervision of discharge of various duties of the Administration
Division.
Policy Division
The Policy Division deals with formulation of policy regarding
investigation of cases in CBI, scrutiny of returns and statements
under the Conduct Rules of Gazetted Officers, handling of
Confidential Reports of Gazetted Officers upto the rank of
Superintendent of Police, compilation of periodical statistics for use

Page 9 of 9

of Cabinet Secretariat and preparation of the Annual Administration

Report of the Department, formulation and review of implementation
of the programme of work of the organisation, liaison with Heads of
Ministries/Departments and Government Undertakings on Policy
matters. There are also Special Units which are part of this Division.
The function of the Special Units is collection of intelligence in
respect of corruption at high places.
1.16.2

1.17

The Policy Division is headed by a Joint Director who works

directly under the Director/CBI. There are two DIsG looking after
the work of three Special Units located at Delhi and one each at
Mumbai, Kolkata and Chennai. Each Unit is headed by a SSP/SP.
Two AIsG(P) and one Dy. Principal Information Officer also function
under the direct control of the Joint Director (Policy).
Coordination Division

1.17.1

This division is headed by Dy. Director (Coordination), which

functions under a Joint Director nominated by the Director/CBI.
DD (Coordination) is assisted by two ADs (Interpol) and one
AD(Coordination). The Coordination Division comprises of two Units
namely, (1) Coordination and (2) Interpol.

1.17.2

Coordination Unit organises All India Crime Prevention

Weeks, takes part in the organisation of DGPs/Inspector Generals of
the Police, CID Conference and is also incharge of publication of CBI
Bulletin.

1.17.3

Interpol - The CBI is designated as National Central Bureau India, Interpol New Delhi by the Government of India since 1966. It
is the only agency recognized by Interpol Secretariat General for
bilateral as well as multilateral police cooperation among the
member states. Interpol, New Delhi is the interface between Indian
and foreign law enforcement agencies and is responsible for
multifarious activities like - extradition matters, investigation
abroad and execution of foreign Letters Rogatory in India, issuance
of various Interpol notices, negotiation of bilateral as well as
multilateral treaties on extradition/mutual legal assistance treaties
in criminal matters, coordination with the Indian States and Interpol
member countries on policing related matters. Interpol New Delhi is
connected globally with all member countries of Interpol, through
the Interpol Global Communications System (IGCS) I-24/7, which is
an Internet based communication system being installed worldwide
by member nations. Interpol, New Delhi also remains in constant
touch with various agencies like FRRO, Immigration check posts
and state police law enforcement agencies to help track their

Page 10 of 10

absconders and fugitives as well as with various Embassies and

Missions located in New Delhi and Indian Missions abroad.
1.18

Systems Division

1.18.1

The Systems Division looks after the information technology

needs of the CBI. The main function of the Division is creation and
operation of the decision support systems in respect of
administration and crime supervision functions of the organization.
These objectives have been
mainly
achieved through
the
computerization project of 1997. By means of this Project, two
comprehensive data bases viz. (i) CRIMES and (ii) ADMINS have
been created. The CRIMES MODULE assists in monitoring and
supervision of investigation, prosecution and RDA matters, besides
supporting the computerization of Malkhanas. The ADMINS
MODULE assists in decision making on administration matters. It
comprises of
sub-modules namely PIS (Personnel Information
System), Accommodation, Budget, Pay Roll, Central Benevolent
Fund, Vehicles, equipments, dead stock etc.

1.18.2

The Systems Division functions under a JD/DIG well versed

with computers. Under his guidance, an officer on Special Duty
(OSD), Computers looks after the work of computerization at the
main Computer Centre of CBI at New Delhi. Besides officers of the
ranks of
Principal Systems Analyst/Sr.System Analysts,
Programmers and Asstt. Programmers are posted in various
Branches for performing the computerization related aspects.

1.19

Central Forensic Science Laboratory (CFSL)

It is the principal forensic science institution in the country
having 9 divisions under one roof at Delhi, viz. Chemistry Division,
Physics Division, Biology Division, Serology Division, Documents
Division, Ballistics Division, Lie Detection Division, Finger Print
Division and Photo & Scientific Aid Section. This is a scientific
laboratory of the Ministry of Home Affairs rendering scientific service
in crime exhibit analysis in actual cases referred to it by CBI,
Vigilance, State & Central Government Departments, Judiciary and
State Forensic Science Laboratories.

1.20

The latest instructions on determining the jurisdiction of each

Investigation Unit, Region and Zone has been given in the Circular
No. 21/43/2002-PD-01307 dated May 30, 2003 of the Policy &
Coordination Division, a copy of which is enclosed as Annexure -III.

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2.

APPOINTMENTS

2.1

All appointments except casual appointments in the Central

Government Departments/Offices, are made on the basis of the
Recruitment Rules framed under Article 309 of the Constitution of
India.

2.1.1

Separate Recruitment Rules1[1] are framed for each post. These

rules contain the classification of the post, conditions of service,
method of appointment and pay scales attached to the posts.

2.1.2

Appointments to all Group - A posts are made by the President

of India in consultation with the U.P.S.C. Appointments to all
Group - B posts in the Central Bureau of Investigation, are made
by the Director, CBI in consultation with the U.P.S.C., wherever
necessary. Appointments to all Group - C posts, except the posts
of Senior Clerk Stenos, L.D.Cs, Head Constables and Constables in
C.B.I., are made by the Dy. Inspector General of Police.
Appointments in the posts of Senior Clerk Stenos, Lower Division
Clerks, Head Constables and constables in Group - C and all posts
in Group - D in the CBI, are made by the Superintendent of Police.

2.2

Regular appointment

2.2.1

All direct recruitment for filling up the regular vacancies in

Group C posts (Sub Inspector, Lower Division Clerk and
Stenographer Grade D) are made through Staff Selection
Commission.

2.2.2

A requisition in the prescribed form (Revised form circulated in

Department of Personnel & Training letter No. F.2-46/86-P&P,
dated 04.09.1991 Annexure-IV is to be placed on the Commission by
the authorized officer of the government department. Before placing
requisition, the required formalities like obtaining No Objection
Certificate from the Central (Surplus Staff) Cell should be
completed.

2.2.3

All vacancies in the central government establishment other

than those filled through the U.P.S.C. or the Staff Selection
Commission should be notified to the nearest Employment
Exchange. No department or office should fill up any vacancy by

1[1]

See Appendix-III for Recruitment Rules.

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direct recruitment unless the Employment Exchange issues a non

availability certificate.
2.2.4

The direct recruitment of Constables in CBI, is made on

centralized basis by CBI Head Office. Their selection is made by the
Committee constituted by the Director, CBI.

2.2.5

Oath of Allegiance : Every person entering government service

shall take an oath of allegiance to the Constitution of India either in
English or Hindi, before Head of Department/Office or a gazetted
officer nominated by him.

2.2.6

Medical Examination : Every candidate for appointment to a

post (including appointment on part-time basis) under government
is required to produce a medical certificate of fitness from the
appropriate medical authority.

2.2.7

Verification of Character and Antecedents :

(a) The appointing authority should satisfy itself that the character
and antecedents of the person proposed to be appointed are such
that they do not render him/her unsuitable for appointment to
government service.
(b)
Persons dismissed from service of the Central or a State
government including the administration of Union Territories,
should be deemed ineligible for appointment.
(c)
While normally a person convicted for an offence involving
moral turpitude should be regarded as ineligible for government
service, in cases where the appointing authority feels that there are
redeeming features and reasons to believe that such a person has
cured himself of the weakness, he can be considered for
appointment after obtaining specific approval of the government.

2.3

Appointment on deputation basis2[2]

2.3.1

One of the modes of appointments in the CBI is by inducting

officers/personnel on deputation from various State/Central
Government/Public Sector Undertakings/Autonomous Bodies. Such
appointments are governed by the provisions contained in the
relevant Recruitment Rules of the concerned posts/ranks.

2.3.2

Appointment on deputation is for a limited period and the

officer concerned is to be reverted to his/her parent cadre after expiry
of the same.

2[2]Also

see D.P.&T. OM No. 2/29/91-Estt (Pay II) dated 5.1.1994 & D.P.&T. OM No. 2/8/97Estt (Pay II) dated 11.3.1998.

Page 13 of 13

2.3.3

When the field of consideration for Group A posts consists of

Central Government Group A officers only, prior consultation with
U.P.S.C. is not necessary for selection.
When the field of
consideration includes State Government officers also, prior
consultation with the Commission is necessary before appointing a
State Government officer. When the field of consideration is made
more broad-based and consists of not only Central/State Government
officers but also officers of non-governmental institutions, such
selection shall also be made in consultation with U.P.S.C.
Consultation with U.P.S.C. is also necessary for appointment of a
Central Government officer who is not group A on deputation to
Group A post.

2.3.4

According to the provisions of Recruitment Rules, 20% posts of

Addl. SP, 50% of Dy.SP and 50% of Inspector are to be filled through
deputation/transfer. In prosecution ranks, 25% posts of Sr. Public
Prosecutor and Public Prosecutor are required to be filled on
deputation/transfer basis.

2.3.5

The Officers holding analogous posts on regular basis or with

six years regular service in the posts having Pay Scale of Rs. 800013500 or equivalent and possessing degree of recognized University or
equivalent with 5 years experience in investigation of criminal cases,
are considered for deputation to CBI as Addl. SP.

2.3.6

Similarly, the Officers holding analogous posts on regular basis

or with 5 years regular service in the posts having Pay Scale of
Rs.6500-10500 or equivalent and possessing degree of recognized
University or equivalent with 3 years experience in investigation of
criminal cases, are considered for deputation to CBI as Dy. SP.

2.3.7

The Officers holding analogous post on regular basis or officers

with 5 years regular service in the pay scale of Rs. 8000-13500 with
Degree in Law from a recognized University or equivalent and 8 years
bar experience in conducting criminal cases are considered for
induction as Sr. PP in CBI.

2.3.8

The Officers holding analogous post on regular basis or officers

with 5 years regular service in the pay scale of Rs. 6500-10500 with
Degree in Law from a recognized University or equivalent and 7 years
bar experience in conducting criminal cases are considered for
induction as Public Prosecutor in CBI.

2.3.9

The CBI branches may also identify suitable and willing officers
from State Police Forces/CPMFs and send their nominations along
with their service particulars to CBI, Head Office to consider their
suitability for induction in CBI.

Page 14 of 14

2.3.10 An employee appointed on deputation may elect to draw either the

scale of pay of the post to which he has been appointed on deputation
or the basic pay in the parent cadre plus deputation allowance.

Tenure of Deputation

2.3.11
(a)

The period of deputation shall be subject to a maximum of

three years in all cases except for those posts where a longer
period of tenure is prescribed in the Recruitment Rules.

(b)

The Administrative Ministry/borrowing organization may grant

extension beyond this limit up to one year, after obtaining
orders of their Secretary (in the Central Government and Chief
Secretary in the State Government), equivalent level officer in
other cases where such extension is considered necessary in
public interest.

(c)

The borrowing Ministries/Departments/Organizations may

extend the period of deputation for the fifth year or for the
second year in excess of the period prescribed in the
Recruitment Rules where absolutely necessary, subject to the
following conditions:
(i)

While according extension for the fifth year, or the

second year in excess of the period prescribed in the
Recruitment Rules the directive issued for rigid
application of the tenure rules should be taken into
consideration and only in rare and exceptional
circumstances such extension should be granted.

(ii)

The extension should be strictly in public interest and

with the specified prior approval of the concerned
Minister of the borrowing Ministry/Department and in
respect of other organization, with the approval of the
Minister of Ministry/Department with which they are
administratively attached.

(iii)

Where such extension is granted it would be on the

specific understanding that the officer would not be
entitled to draw deputation (duty) allowance.

(iv)

The extension would be subject to the prior approval of

the lending organization, the officer on deputation, and
wherever necessary, the U.P.S.C/State Public Service
Commission and Appointments Committee of the
Cabinet (ACC).

Page 15 of 15

(d)

In cases where extension is beyond the fifth year or second

year in excess of the period prescribed in the Recruitment
Rules, the same would be allowed only after obtaining the
approval of the Department of Personnel and Training whether
Central Government is the lending organization or the
borrowing organization.

(e)

For computing the total period of deputation the period of

deputation in another ex-cadre post(s) held preceding the
current appointment without break in the same or some other
organization should also be taken into account.

(f)

If during the period of deputation the basic pay of an employee

exceeds the maximum of the scale of pay of the post or the
fixed pay of the post, on account of proforma promotion in his
cadre under the Next Below Rule or otherwise, the deputation
of the employee should be restricted to a maximum period of
six months from the date on which his pay exceeds such
maximum and he should be reverted to his parent department
within the said period.

(g)

If during the period of deputation, on account of proforma

promotion in the parent cadre under the Next Below Rule, the
employee becomes entitled to a scale of pay higher than the
scale of pay attached to the ex-cadre post, he may be allowed to
complete the normal tenure of deputation subject to (f) above
but no further extension of the period of deputation should be
allowed in such cases.
Deputation (Duty) Allowance

2.3.12

The Deputation (Duty) Allowance shall be admissible at the following

rates :
(i)
5% of the employees basic pay subject to a maximum of
Rs.500/- per month when the deputation is within the same
station.
(ii)
10% of the employees basic pay subject to a maximum of
Rs.1000/- per month in all other cases.

(i)
(ii)

The Deputation (Duty) Allowance as above shall be

further restricted as under:
Pay + Deputation (Duty) Allowance does not exceed the
maximum of the scale of ex-cadre post.
Pay + Deputation (Duty) Allowance as above shall at no time
exceed Rs.22,400/- per month.

Page 16 of 16

Premature Reversion of Deputationist to Parent Cadre

2.3.13

Normally when an employee is appointed on deputation,

his/her services are placed at the disposal of the parent department
at the end of the tenure. However, as and when a situation arises for
premature reversion to the parent cadre of the deputationist,
his/her services could be so returned after giving advance
intimation of reasonable period to the lending department and the
employee concerned.
Appointment by absorption

2.4

Recruitment Rules for some posts prescribe, inter alia,

Absorption (also transfer) as a mode of recruitment. Absorption
means permanent absorption in the post.
The service rendered on deputation basis cannot be taken into
account for the purpose of deciding eligibility for appointment to
another post in the higher pay scale on deputation basis. The
eligibility for appointment on deputation basis would continue to be
determined with reference to the regular service in the parent
cadre/department.
Ad hoc Appointment3[3]

2.5
2.5.1

3[3]Also

The
Government
has
issued
instructions
to
the
Ministries/Departments not to make any appointments on ad-hoc
basis including transfer on deputation etc. The ad hoc appointments
could, however, be made in the following circumstances:
(a)

Where there is an injunction by the Court/Tribunal directing

that the post may not be filled on regular basis and if the final
judgement of the Court/Tribunal is not expected early and the
post also cannot be kept vacant.

(b)

Where the Direct Recruitment Quota has not been filled and
the Recruitment Rules also do not provide for filling it up on
transfer or deputation temporarily and the post cannot also be
kept vacant.

(c)

In short term vacancies due to regular incumbents being on

leave/deputation etc. and the officer is not available on the
approved panel and the post cannot also be kept vacant.

see D.P.&T. O.M. No. 28036/8/87-Estt.(D) dated 30-3-1988

Page 17 of 17

2.5.2

The ad hoc appointments in the Central Government

Departments are, therefore, generally made on the following grounds
:(a)

The Recruitments Rules for the posts, are in the process of

being framed,

(b)

The proposals are under consideration to amend the existing

Recruitment Rules,

(c)

The Seniority position of the officers holding the post in the

feeder grade, is disputed,

(d)

Adequate number of qualified candidates are not available for

filling the vacancies through Direct Recruitment Quota
prescribed in the Recruitment Rules.
Conditions for making ad hoc appointments/promotions:

2.5.3
(a)

The total period for which the appointment/promotion may be

made on ad hoc basis is limited to one year only. The practice
of giving a break periodically and appointing the same person
on ad-hoc basis, may not be permitted. In case of compulsions
for extending any ad hoc appointment/promotion beyond one
year, the approval of the Department of Personnel and
Training is to be sought in at least two months in advance,
before the expiry of one year period. If the approval for
continuance of the ad hoc arrangements beyond one year is
not received before the expiry of one year period, the ad hoc
appointment/ promotion shall automatically cease on the
expiry of one year term.

(b)

It should be ensured that the persons appointed are those

nominated by the Employment Exchange concerned and they
also
fulfill
the
stipulation
of
the
educational
qualification/experience and the upper age limit prescribed in
the Recruitment Rules.

(c)

Where the ad hoc appointment is by promotion of the officer in

feeder grade, it may be done on Seniority-cum-Fitness basis.

(d)

The authority competent to approve ad hoc

(d)
appointments should be one level higher than the appointing
authority prescribed for the post.

Page 18 of 18

Casual Appointments4[4]

2.6
2.6.1

2.6.2.1

Casual appointments are generally made in the Central

Government departments for meeting the seasonal/intermittent
increase in the workload. The policy regarding engagement of casual
workers in the Central Government Offices has been reviewed by
Government keeping in view the judgement of Honble Supreme
Court delivered on 17th January, 1986, in the Writ Petition filed by
Shri Surinder Singh and others vs. Union of India. It has been
decided to lay down the following guidelines in the matter of
recruitment of casual workers on daily wage basis:
(a)

Persons on daily wages should not be recruited for work of

regular nature. It should be for work which is of casual or
seasonal or intermittent nature or for the work which is not of
full time nature or for which regular post cannot be created.

(b)

The Casual Workers may be paid only the minimum wages

notified by
the
State
Government/Union Territories
administration as per Minimum Wages Act 1948.

(c)

The Casual Worker may be given one paid weekly off after six
days continuous work.

(d)

The payment to the Casual Workers may be restricted only to

the days on which they actually performed duties under the
government with a paid weekly off. In addition, wages may also
be paid for a national holiday if it falls on the working day.

(e)

While considering regularization of the services of casual

workers, they may be given relaxation in the upper age limit
only if, at the time of initial recruitment as a casual worker
they had not crossed the upper age limit for the relevant post.
For any further relaxation, prior concurrence of the Ministry of
Finance and the Department of Personnel and Training, should
be obtained.

(f)

Employment of the same casual labourer beyond 200 days in a

year, is not permitted.

Ban on engagement of Casual Worker for

2.6.2.1
duties of Group C post
There is complete ban on engagement of Casual workers for
performing the duties of Group C posts and hence no appointment
of Casual Worker, should be made for performing the duties of

4[4]

Also see D.P.&T. O.M. No. 49014/2/86-Estt.(C) dated 7-6-1988 and Ministry of Labour
O.M. No. 53202/16/86-WC(MW) dated 23-8-1988

Page 19 of 19

Group C posts5[5]. If any deviation in this regard is committed, the

Administrative officer, in charge in the rank of Joint Secretary or
equivalent will be held responsible for the same.
Scheme for grant of Temporary Status and regularization of
Casual Workers in Group D posts6[6]

2.6.3

Temporary status would be conferred on all Casual Labourers

who are in employment on 01.09.1993 and who have rendered a
continuous service of one year which means they must have been
engaged for a period of at least 206 days in case of offices observing
5 days week. Such confirmation of temporary status would be
without reference to the creation/availability of regular Group D
post. Such Casual Labourers who acquired temporary status will
not, however, be brought on to the permanent establishment unless
they are selected through regular selection process for Group D
post.
Procedure for filling up of Group D posts:

2.6.4
(i)

Two out of every three vacancies in the Group D posts in

respective offices where the casual labourers have been
working, would be filled up as per existing Recruitment Rules
and in accordance with the instructions issued by the
Department of Personnel and Training from amongst the casual
labourers with the temporary status and the third post will be
filled from amongst other than casual labourers.

(ii)

In case of illiterate casual labourer or those who fail to fulfill

the minimum qualification prescribed for the post,
regularization will be considered only against those posts in
respect of which literacy or lack of minimum qualification, is
not a requisite qualification.

(iii) They would be allowed age relaxation equivalent to the period

for which they have worked continuously as Casual Labourers.

5[5]

(iv)

No age has been prescribed for grant of temporary status to the

Casual Labourers. However, for the purpose of subsequent
regularization, the conditions regarding age and educational
qualifications prescribed in the relevant Recruitment Rules, will
apply.

(v)

The Casual Labourer being considered for regularisation in

Group D post, should have been engaged through

Also see Ministry of Finance O.M. No. 49014/16/89-Estt.(C) dated 26-2-1990

6[6]Also

see D.P.&T. O.M. No. 51016/2/90-Estt. (C) dated 10-9-1993

Page 20 of 20

Employment Exchange. They should not be considered for

appointment to regular establishment unless they get
themselves registered with the Employment Exchange and
render from the date of such registration, a minimum of 2
years continuous service as Casual Labourer.
(vi)

2.6.5

2.7
2.7.1

On regularization in Group D post, their pay will be fixed at

the minimum of the time scale attached to the post.

Honble Supreme Court of India in its judgement dated

29.04.2002 in SLP (Civil) No. 2224/2000 in the case of Union of
India & another vs. Mohan Pal etc. decided that the scheme of
01.09.93 is not an ongoing scheme and the temporary status can be
conferred on the casual labourers under that scheme only on
fulfilling the conditions incorporated in Clause 4 of the scheme,
namely they should have been casual labourers in employment on
the date of commencement of the scheme i.e. 01.09.1993 and they
should have rendered continuous service of at least one year i.e. at
least 240 days in a year or 206 days (in case of offices having 5 days
a week) on 01.09.1993. Those who have already been given
temporary status on the assumption that it is an ongoing scheme
shall not be stripped of the temporary status pursuant to this
decision. The Supreme Court in the above case had also considered
the question as to whether the services of casual labourers who had
been given temporary status could be dispensed with as per clause
7 as if they were regular casual labourers and observed that - The
casual labourers who acquire temporary status cannot be removed
merely on the whims and fancies of the employer. If there is
sufficient work and other casual labourers are still to be employed
by the employer for carrying out the work, the casual labourers who
have acquired temporary status shall not be removed from service
as per clause 7 of the scheme. If there is serious misconduct or
violation of service rules, it would be open to the employer to
dispense with the services of a casual labourer who had acquired
the temporary status.7[7]
Compassionate Appointments8[8]
Object : The object of the Scheme is to grant appointment on
compassionate grounds to a dependent family member of a
government servant dying in harness or who is retired on medical
grounds, thereby leaving his family in penury and without any

On the basis of the above decision of the Honble Supreme Court, Department of Personnel
& Training vide O.M. No. 40011/6/2002 (Estt) (C) dated 06.06.2002 issued clarification to all
Ministries/Departments of Central Government.
8[8] (Notified by DP&T OM No. 14014/6/94-Estt(D) dated 9.10.1998)
7[7]

Page 21 of 21

means of livelihood, to relieve the family of the government servant

concerned from financial destitution and to help it to get over the
emergency.
To Whom Applicable

2.7.2
A.

To a dependent family member of a government servant who:

(i)

Dies while in service (including death by suicide); or

(ii)

Is retired on medical grounds under Rule 38 of the CCS

(Pension) Rules, 1972 or the corresponding provision in
the Central Civil Services Regulations before attaining
the age of 55 years (57 years for Group D Government
servants).

B. Missing Government Servants: Cases of missing government

servants are also covered under the scheme for compassionate
appointment subject to the following conditions:
(a)

A request to grant the benefit of compassionate

appointment can be considered only after a lapse of at
least 2 years from the date from which the government
servant has been missing, provided that:
(i)
(ii)
(iii)

An FIR to this effect has been lodged with the

Police,
The missing person is not traceable, and
The competent authority feels that the case is
genuine;

(b)
This benefit will not be applicable to the case of a
government servant:
(i)
Who had less than two years to retire on the date
from which he has been missing; or
(ii)
Who is suspected to have committed fraud, or
suspected
to
have
joined
any
terrorist
organization or suspected to have gone abroad.
Note I : Dependent family member means:
(a)
(b)
or

Spouse; or
Son/daughter (including adopted son/daughter);

(c)

Brother/sister in case of unmarried government

servant who are wholly dependent on him/her.

Page 22 of 22

2.7.3

Authority
Appointments:

Competent

to

make

Compassionate

The Director, CBI being Head of the Department is competent

to make such appointment.
2.7.4

Posts to which such appointment can be made :

Group C and D posts against the direct recruitment quota.

2.7.5

Determination/Availability of Vacancies
(a)

Appointment on compassionate grounds should be made

only on regular basis and that too only if regular
vacancies meant for that purpose are available.

(b)

Compassionate appointments can be made upto

maximum of 5% of vacancies falling under direct
recruitment quota in any Group C or Group D posts.

Page 23 of 23

3.

IDENTITY CARDS

3.1

Every Government servant shall be issued an Identity Card

with his personal details to establish his identity whenever required.
It is a very important document and should be in the personal
custody of the government servant concerned.
The Identity Cards issued by CBI are of the following kind:
(i)
(ii)

CBI Identity Card

CBI Photo pass

Persons to whom CBI Identity Cards are issued

3.2

CBI Identity Cards are issued to all executive and prosecution

staff and RSOs working in CBI. Ministerial staff of CBI are not
issued CBI Identity Card. CBI Identity Cards are issued under the
signature of Administrative Officer (Accounts), CBI and counter
signed by Under Secretary, Cabinet Secretariat. CBI Photo passes
are issued by CBI, Head Office to all ranks in CBI9[1].
Use of CBI Identity Cards

3.3
3.3.1

CBI Identity Cards are issued in order to establish the identity

of the officers holding the cards and to authorize them to seek
access to all offices of the Central Government and its Departments,
all Projects and Undertakings sponsored by the Central
Government, all Defence Services Commands, Departments,
Factories, all State Railway Offices, Workshops, all Ports and
Aerodromes etc. for the purpose of conducting enquiries. The
identity cards are issued to the RSOs to establish their identity as
Railway Officer who are on duty with the CBI for detecting cases of
corruption in the Railways.

3.3.2

Every identity card holder shall carry on his person his

identity card while moving out on
duty and shall produce it
whenever required to do so by any competent authority.

9[1]

Detailed guidelines for issue of above Identity Cards and their safe custody have been

issued by CBI, Head Office from time to time ( O.M. No.5/18/61-Est dated 30.1.1962) which
may be followed by all the branches.

Page 24 of 24

3.4

Supply of Blank Identity Cards

Blank Identity Cards for all ranks will be supplied from the
CBI Head Office to Branch offices on their demand.
The Branch
offices shall keep proper account of blank Identity Cards in the
forms/registers prescribed for the purpose.

3.5

Issue of Identity Card

Identity cards will be prepared by the branch in which the
person concerned works and sent to Head Office duly completed and
verified for being signed by the competent authority. No CBI Identity
Card should be issued by CBI Branches. No CBI Identity Card will
be issued to a person not working in CBl.

3.6

Safe custody of Identity Card

The holder of the identity card is personally responsible for its
safe custody.

3.7

Misuse of Identity Card

Identity Cards should be made use of strictly for the purpose
for which they are meant and only in the discharge of official duties.
Any misuse will be viewed seriously. Identity Cards are not
transferable. An official using another persons card will render himself
liable to disciplinary action. Depositing of Identity Card as security or
otherwise and thereby allowing the card to fall in to unauthorised
hands renders an official liable to disciplinary action.

3.8

Loss of Identity Card

In case of loss of an Identity card, it is incumbent on the holder
to report the loss immediately to the nearest Police station and at the
same time to his office also. On receipt of information of loss of an
Identity Card the branch office has to send a report to the Head Office
giving full details regarding the loss of Identity Card and further action
taken in the matter. Branch Office should take action for issue of a
duplicate Identity card after collecting the penalty and initiate
disciplinary action, if necessary against the loser. The Police
authorities and the office should be informed immediately if the
Identity Card reported to have been lost is subsequently found and in
case a duplicate card has in the meantime been issued, it should be
sent to the Head Office for cancellation.

Page 25 of 25

3.9

Penalty for the loss of Identity Card

Penalty charges for loss/mutilation of Identity Cards are to be
imposed as per rates prescribed from time to time. The amount of
penalty once recovered is not refundable. The amount of the penalty
is to be deposited in the Government Account under the head of
account XXIII-Police Misc. receipt. In addition to the penalty fee,
suitable punishment must be awarded in each case where the Identity
Cards are lost on account of negligence or carelessness or due to any
avoidable fault of the owner or if the owner fails to give a satisfactory
explanation for the loss. An entry should be made in the register as
indicated above regarding the loss of the Identity Card.

3.10

Withdrawal of Identity Cards

On the occurrence of any of the events specified hereunder the
Identity Card issued to a member of the SPE would stand cancelled
and is to be withdrawn immediately by the Branch office/Head Office
and sent to Head Office for cancellation. The date of
reversion/retirement/
discharge/suspension/death/transfer
of
person concerned should be indicated in the forwarding letter
(a)
(b)
(c)
(d)
(e)
(f)
(g)

Retirement
Discharge from Service
Suspension
Repatriation to the parent department
Transfer outside the Branch
Death
Change of designation

In case any official fails to return his Identity Card, penalty

charges may be recovered besides taking any other action as
deemed necessary.
3.11

Annual Physical Verification of Identity Cards

The Identity Cards issued to the officers and staff should be
physically checked by a responsible officer not below the rank of Dy.
S.P. in respect of branches and Office Superintendent in respect of
Head Office. A certificate to this effect should be sent to Head Office
by the 2nd week of January every year.

Page 26 of 26

3.12

Destruction of Identity Cards

All cancelled Identity Cards are to be returned to Head Office
for updating the records and destruction.

3.13

Confiscation of Identity Cards

The Inspector General of Police, SPE has the right to confiscate
the Identity Card of any member of the SPE office without any notice
or assigning any reason thereof.

3.14

Identity Cards to Central Government Pensioners

The Government of India, Ministry of Personnel, Public
Grievances & Pensions (Department of Pension & Pensioners
Welfare) vide their OM No.41/21/2000-P&PW(D) dated 16.11.2000
have introduced
Identity Cards to the Central Government
pensioners. Accordingly, instructions/guidelines for issue of
Pensioners Identity Card to a retired/retiring employee of Central
Bureau of Investigation have been issued vide CBI, Head Office
Circular No. DPAD2/2002/00158/26/3/2001 dated 06.02.2002.

Page 27 of 27

4.

TRAINING

4.1

Training is a systematic process of developing professional

knowledge, skills and inculcating right attitudes in the individuals
and groups that serve the organization. It is an important segment of
personnel management and if properly planned and executed,
training can play a highly significant role in the optimization of the
performance of all constituents of the organization.

4.2

The institutional training to the CBI Officers is mostly imparted

at the CBI Academy, Ghaziabad. It is supplemented by conducting
some specialised courses at regional level and also by in-situ training
programmes at the branch level and need based training to individual
officers at reputed institutions of India and abroad10[1].

4.3
4.3.1

Basic Training Course for Dy.SsP (Probationers)/SI(cadets)

CBI academy conducts Basic Training Programme for Dy. SsP
(Prob)/SI (Cadets). Training syllabus for these courses is revised as
per the recommendations of the Training Review Committee
constituted from time to time. Main thrust of the training is on the
following areas:
(i)
Basic Law and Procedure
(ii)
Crime investigation/supervision including application of
science and technology in investigation
(iii)
Forensic Science and Forensic Medicine
(iv)
Police ethics
(v)
Behavioural Sciences and communication skills
(vi)
Knowledge of computers
(vii)
Drill, Physical Training, Unarmed Combat, Yoga etc.

4.3.2

The Course schedule of the Basic Training is as below:

Dy. SsP
SIs
1
Institutional Training with
7 Months
7 Months
CBI Academy(Phase-I)
2
Attachment with Local Police
9 weeks
9 weeks
3

Attachment with CBI Branch

9 weeks

9 weeks

Institutional Training at CBI

Academy (Phase-II)

15 weeks

10 weeks

Bharat Darshan (Educational

2 weeks

--

10[1]

See Annexure -V for different courses conducted by the Academy, target officers &
duration.

Page 28 of 28

Tour)
TOTAL

4.3.3

1 year & 7
weeks

The objectives of the Basic Training Programme are:

(i)

(ii)
(iii)
(iv)

4.4

1 year &14
weeks

To generate professional knowledge and skills in the

newly inducted officers to enable them to conduct indepth investigation of the cases.
To orient the officers to the core values and work culture
of CBI.
To sensitize them to the needs and expectations of the
society and to cultivate right attitude among them.
To ensure high level of physical fitness to withstand the
rigour and strain of duties within the CBI.

Evaluation of Performance of Course Trainees

Performance of the Basic Course Trainee is evaluated through
examination, project works and field training. Besides, periodical
knowledge checks are conducted through quizzes, presentations,
group and individual tasks etc. These are used for mid-term training
reviews, identification of trainees requiring special attention and for
taking correctional steps thereof. The distribution of marks to
evaluate the overall performance of the Dy.SsP(Prob.) and SI (Cadets)
is as under:
Dy.SP(Prob)

SI(Cadets)

Sl.
No.

Exams

Total
Marks

Sl.
No.

Exams

Total
Marks

Marks of Phase-I

850

Marks of Phase-I

750

Marks of PhaseII

250

Marks of PhaseII

250

Assessment of
Practical
Training

80

Assessment of
Practical
Training

80

Academy Heads
Assessment

20

Academy Heads
Assessment

20

Total

1200

Total

1100

Page 29 of 29

Assessment

4.5

4.5.1 The basis for assessment of practical training is the performance of

the trainees during the attachment with the State Police and CBI
Branches, which is based on the following parameters :
(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
(viii)
(ix)

Punctuality
Discipline/Conduct
Aptitude/Potential
Performance in Malkhana and D.O.
Performance in Crime Section
Performance during attachment with I.O.
Performance during attachment with Public Prosecutor
Performance during attachment with the Presenting
Officer
Comments of Branch SP about overall performance
during branch training

4.5.2 The Academy Heads Assessment is done at the end of the Basic
Training. The following factors shall be taken into consideration for
assessment:
(a)
(b)

(c)

Attendance.
Discipline, conduct and turnout during (i) Parade (ii) Indoor
work (iii) Mess Manners (iv) Social etiquette and manners and
(v) team work.
Participation in training viz. (i) discussions in the class, (ii)
assignments during case studies, individual presentation and
(iii) participation in games and extra curricular activities
(hobbies, cultural activities etc.).

4.5.3 The inter-se seniority of the trainees is decided by the order of merit
in the selection list at the time of recruitment and the same is not effected by
his/her training performance.
4.5.4 Besides the above, the awards for best all round performance, best
indoor trainee and best outdoor trainee are given at the time of passing out
parade.
4.6

Basic Training Course for Constables

4.6.1 The newly recruited Constables are imparted basic training for 6
months. The objectives of the basic training are :

Page 30 of 30

4.6.2

(i)

To acquaint the recruits with the basic features of laws and

procedures relating to CBI working, organization and
administration, police behaviour, police science etc.

(ii)

To impart knowledge in the areas related to jobs performed by

the Constables of CBI like assistance in search, seizure, arrest,
custody, trap, interrogation, handling, packing and forwarding
of packages etc.

(iii)

To impart basic skills in first aid, driving, handling of

equipment and other related areas of branch functioning.

(iv)

To make the recruits achieve high level of fitness, mental

alertness and ability to withstand stress and strain.

(v)

To inculcate the spirit of team work, discipline and obedience.

In order to achieve the above mentioned objectives, the training

is conducted in both indoor and outdoor subjects. At the end of the
course, a final examination is conducted for which the minimum
prescribed pass marks in each subject is 40%.
Induction and Orientation Courses

4.7
4.7.1

Apart from the long-term basic courses described above in the

previous paragraphs, mid-term and short-term entry level courses are
conducted soon after the appointment of officers of various ranks
(direct recruitment or through deputation). The objectives of these
courses are :(i)

To enhance the professional knowledge and skills of the officers

to enable them to contribute to the organizational objectives.

(ii)

To orient the officers to the core values and work culture of the
organization.

(iii)

To sensitize the officers to the needs and expectations of the

society from the organization and to cultivate the right attitude.

4.7.2 The performance of the trainees in these courses is constantly

evaluated through group and individual tasks, periodical knowledge
checks, syndicate studies and presentations and finally through end of
the course written examinations.

4.8

Short-term In-Service Courses

Page 31 of 31

In-service and short term courses of one or two weeks duration are
conducted by the Academy for the benefit of In-service officers of CBI,
State Police, Anti-Corruption Bureau, Vigilance Departments of Public
Sector Enterprises and Nationalised Banks. Courses are organized in
all the areas concerning the functions of CBI, namely, Anti-Corruption,
Economic Offences, Conventional and Terrorist Crimes, Scientific
Investigation, Conducting of Departmental Enquiries, Vigilance, Cyber
Crime, Computer Courses and office management.
In addition,
Refresher Courses are organized at periodical intervals for Executive
ranks, Law Officers and Ministerial cadre for the purpose of updating
their knowledge and skills, to equip them with the recent developments
in the area of functioning, to re-orient them with the organizational
goals and objectives and to tune them to the expectations of the
government, judiciary and the society. Besides, Seminars/Workshops
and Vertical Interaction Courses are organised for the senior officers of
the rank of SsP and above.
4.9

Nomination to the training courses conducted by the CBI

Academy
The Branch SsP are required to ensure that the training needs of the
officers and men working under them are totally fulfilled. The Annual
Training Calendar is prepared and circulated by the CBI Academy
listing the various training programmes proposed to be conducted in a
calendar year. The Branch SsP are expected to nominate their officers
well in advance so that their requests can be processed timely and
confirmation can be made. At the time of nomination, it should be
ensured that the proposed training is directly relevant to the job
performed and helpful in professional development of the trainee.
Sponsored Courses

4.10

In order to ensure inter-institutional and international training

cooperation, CBI Academy hosts training courses for the police officers
of India and other countries in various areas concerning crime
investigation. These courses are sponsored by the Government, the
BPR&D or the foreign police organizations.
4.11
4.11.1

Training Outside CBI Academy

Need-based and cost effective training is provided to CBI
Officers from time to time at reputed institutions in India and abroad.
Nominations received for the other institutions of the country are
processed by the CBI Academy. Nominations of the officers of the
rank of SP and above are approved by the DCBI & the other Gazetted

Page 32 of 32

Officers by the JD(Admn.) and of the Non-Gazetted Officers by the

DIG(Trg.).
4.11.2

4.12
4.12.1

Deputation of Police officers on training courses in foreign

countries is mostly co-ordinated by the Bureau of Police Research and
Development which circulates a list of such courses. The Academy
further circulates the courses and seeks nominations from the eligible
officers. These are then scrutinised by a Committee at the CBI Head
Office and submitted for approval of the DCBI. The names of the
approved officers are forwarded to the Bureau of Police Research and
Development (BPR&D). Sometimes nominations are sought directly by
the Ministry of Home Affairs (MHA) or DoPT.
Training Methodology
A periodic training needs analysis is conducted by the Academy
for determining the training methodology and design of the course
curriculum. In the initial phases of basic courses, the method of
teaching is pedagogical, keeping in view the low level of fresh
entrants.
Thereafter,
the
lectures
are
supplemented
by
demonstrations, role plays, simulations, case studies, practical
exercises and field visits. After the trainees acquire the basic
knowledge in the area of functioning of CBI, they are sent for
practical training in the field. After their return from the field for
second phase of training, emphasis is laid on individual and group
exercises, projects, group discussions, syndicate studies and
presentations, analysis of case studies, etc. Class room lectures are
limited to the minimum extent possible at this stage.

4.12.1 The Outdoor training is an essential course input. The level of

intensity and complexity of outdoor inputs is constantly increased as
the training progresses.
4.12.2 The methodology for the training of supervisory level officers is
mostly through workshops, seminars, syndicate studies, analysis of
case studies, presentations and experience sharing.
4.12.3 For the investigating officers and the law officers, the training
methodologies adopted are lectures, demonstrations, field visits,
Group and Individual exercises, group discussions, analysis of case
studies, syndicate studies and presentations.
4.12.4 For the ministerial and lower subordinate staff the training
methodology is mostly through lecture, demonstrations, field visits,
practical exercises, simulations and role play.

Page 33 of 33

4.13

Training Research and Development Cell

Training research is one of the core training activities. Assessing the

training needs of all ranks in CBI with the active association of field officers,
preparation and revision of course designs, preparation and distribution of
reading material, analysis of feed back and post training impact evaluation
etc. are some of the activities performed by this Cell. Branch SsP are
expected to provide active support for performing the tasks by the Training
Research and Development Cell by providing it with the required data. The
inputs from the Training Research & Development Cell forms the main basis
for determining the training methodology.

Page 34 of 34

5.

SERVICE RECORDS

5.1

Service book is a record of every event occurring in the official

life of a government servant. It has to be maintained for every
government servant holding a permanent or a temporary post
except for those who are not likely to be in service for more than
one year or those holding non pensionable service (SRs 196 and
197).

5.2

Service book in form MSO(T)-27 (Revised) must be opened for

all government servants from the date of entry into service and is
to be maintained till he ceases to be in service. Service book also
contains certain entries about events prior to entry into the
service. Entries at this stage are to be recorded very carefully after
consulting the original certificates. Once the service book is
opened and the entries at the initial stage recorded, other entries
also have to be recorded as and when the events take place.
Entries regarding confirmation, suspension, reduction in rank,
withholding of increments, recovery of loss, leave without pay,
service break, award of President Police Medal/Indian Police Medal
etc., should be made in red ink. Service book must be kept in safe
custody.

5.3

All the entries made in the service book should be duly

attested. There should not be erasing or overwriting in the service
book. Corrections, if any, should be neatly done and properly
attested. The Head of Offices are permitted to delegate powers to
subordinate Gazetted officers under them, to attest entries in the
service books except their own service book for which the Head of
Offices are responsible (SR-199).

5.4

In CBI, different posts are filled by deputation as well as direct

recruitment/promotion etc. In so far as the deputationists are
concerned, service books in prescribed format of the parent
department are transferred to CBI and entries with regard to the
events during the tenure of their deputation are to be recorded by
the concerned office at the appropriate place/part/column.

5.5

To eliminate delay in payment of pension, it shall be the

responsibility of the officer maintaining the service book to make
annual verification and also complete and certify the service book
in respect of previous service in the twenty fifth year of service or 5
years before retirement, whichever is less. The orders of the

Page 35 of 35

competent authority, where required on the nature of service (e.g.

period of leave, break in service etc.) should be obtained and
recorded in the service book. Unless otherwise shown in the
service book, it will be presumed that orders of the competent
authority have been obtained and period of extraordinary leave,
period of preceding breaks in service will be counted for pension.
If any lapse or omission in observing this procedure results in
overpayment, suitable disciplinary action will be taken against the
authorities concerned. (Rule 32 of CCS (Pension) Rules).
Maintenance of Service Book

5.6

5.6.1 5.6.1 Service Book contains two volumes:Vol.I has four parts and Appendix containing leave account.
Part-I:
Contains bio data and photograph.
Part-II:
Deals with certificates and attestation.
Part-III:
Records previous qualifying service and foreign service.
Part-IV:
Deals with the history and verification of service.
Vol.II contains all the service documents which are to be certified and
attested in Part-II of Vol.I.
5.6.2

Following entries / certificates are to be recorded in the service

book at the time of first appointment and attested by the Head of Office
or any other officer duly authorised.
(i)
(ii)
(iii)
(iv)
(v)
(vi)

Employee has been medically examined and found fit.

His/her character and antecedents have been verified.
He/she has furnished declaration of his/her not having
contracted bigamous marriage.
He/she has taken the oath of allegiance/affirmation to the
Constitution.
He/she has furnished the declaration of home town which has
been accepted.
The correctness of the entries against the following items of
Part-I. Bio-data has been verified from original certificates
furnished as valid documentary evidence for the respective
purpose.
- Whether a member of SC/ST.
- Date of birth by Christian era and wherever possible also
in Saka era (both in words and figures).
- Educational qualifications.

Page 36 of 36

(vii)

Professional and technical qualification not covered by

above11[1].
He/she has filed nominations for GPF and related
entries have been furnished to the Account Office on
various dates.
He/she
has furnished
details of the family
members.
He/she has filed nominations for Death/Retirement
Gratuity.

Events requiring entries in the Service Book12[2]:

5.6.3
(i)
(ii)

(iii)
(iv)
(v)
(vi)
(vii)
(viii)
(ix)
(x)
(xi)

Entries at the time of initial appointment.

Occurrence of events involving a change in the post, station,
office, scale of pay, nature of appointment, promotion,
reversion, deputation, transfer on foreign service, increment,
leave suspension and other forms of interruption in service.
Events like stoppage of increment.
Grant of personal pay for adopting family planning norms.
Grant of special leave/Paternity leave.
Membership of CBI Benevolent Fund.
Facts of availing LTC either by Government servant or member
of his family.
Grant of encashment of leave during service.
Allotment of GPF account number.
Deputation/repatriation/absorption.
Confirmation at the initial grade.

Documents to be placed in Volume - II of the Service Book13[3]:

5.6.4
(i)
(ii)

(iii)
(iv)
(v)
(vi)
(vii)
(viii)
(ix)
(x)

Relaxation of age, educational qualification (authenticated/

attested copy).
Report regarding verification of character and antecedents
(original).
Medical certificate of fitness (original).
Declaration of marital status (original).
Acceptance of Home Town declaration (signed/attested copy).
Oath/affirmation of allegiance.
Nomination for PF, DCRG, CGEGIS, Benevolent Fund.
Details of Family (Signed/attested copy).
Order regarding change of date of birth (authenticated/
attested).
Change of name (original).

11[1]Also

see G.I., MF, O.M. No. 3(2).E IV(A), dtd. 14.03.76

see G.O.I., MF, O.M. No. 3(v)-E IV(A), dtd. 11.03.76
13[3]Also see G.I., DP&AR, O.M. No. 28034/35/76-Estt.(A) dtd. 19.01.1977
12[2]Also

Page 37 of 37

(xi)
(xii)
(xiii)
(xiv)

Change in home town / permanent home address (once in

service life).
Attested copies of certificates of age
and education
qualification.
Condonation of break in service.
Collateral evidence in respect of first service.

5.6.5 Leave Account

A leave account shall be maintained in the prescribed form for
each government servant and must be kept with the service book with
up to date account (Rule 15 of CCS(Leave) Rules, 1972).
5.6.6 Annual Verification of Service
At a fixed time, immediately after financial year is over, the
service book shall be taken up for verification by the Head of Office,
Annual Verification entry has to be recorded very carefully after
consulting the Pay Bill Register. When the government servant is
transferred from one office to another, the Head of the Office under
whom he was originally posted/worked should record the verification
of service in respect of the whole period or a month/date upto which
pay and allowance of a government servant were drawn inter alia upto
the period for which the government servant was paid in his office
(GFR-81).
5.7
5.7.1

CGEGI Scheme - Form No. 13 to be pasted in the Service Book

Every year in the month of January the Head of Office
record a certificate in column 7 in the following form:

will

Subscription @ Rs. _______ appropriate to group _____ of the

scheme recovered from Pay & Allowances for the period from January
____ to Dec. _____.
5.7.2

5.8

All other events in the nature of promotion, transfers on

deputation / foreign service, absorption in PSU/Autonomous bodies,
retirement etc. occurring during the service career of the member of
the scheme shall also be recorded in the appropriate column No. 6 of
the form duly attested [GI (8) - SR 199].

Inspection of Service Book

Every Head of Office has to initiate action to show the service
book to the government servant concerned every year and to obtain

Page 38 of 38

his signature there in token of their having inspected / seen the

Service Book (SR 202).

5.9

Supply of copies of Service Book

Government servant who asks for a certified copy of the service
book on quitting service on retirement, discharge or resignation may
be supplied with the same on payment of Rs. 5/- as copying fee.

5.10

Alteration in Date of Birth14[4]

An alteration of date of birth of a government servant can be
made, with the sanction of the Ministry or Department concerned of
the Central Government under which the government servant is
serving, if :

5.10.1

(i)

The request for alteration of the date of birth is made

within a period of 5 years of his entry into government
service.

(ii)

It is clearly established that a bonafide clerical mistake

has occurred and should be rectified.

(iii)

The date of birth so altered would not make him

ineligible to appear in any School or University or UPSC
examination in which he had appeared at such
examination or on the date on which he entered the
government service.

Belated Claims for Alteration in date of birth to be

rejected:
The Government policy regarding rejection of belated claim for
alteration in date of birth has been reinforced by the observations
made by the Supreme Court in the judgement in Civil Appeal No. 502
of 1993 (Union of India vs. Harnam Singh). This position has to be
kept in view while considering any request from a government servant
for alteration in his date of birth. In other words, it will not be
appropriate to consider any request for alteration in date of birth if
the conditions stipulated in Note below FR 56 are not strictly fulfilled.

14[4]

Also see FR 56 - Note 6

Page 39 of 39

5.11

Nominations
Nominations under different rules are required to be obtained
on prescribed forms. It has to be ensured that the nominations are
not only filled in properly and signed by government servant concerned
but are authenticated / accepted by the officer so authorised for the
purpose. In order to ensure that nominations of the concerned
employee have been obtained, a list may be maintained in the following
format and can be kept in the Service Book for periodical checking.
Sr. Name
Date of
No. &
posting
Design. in the
office

Valid nomination / declaration

GPF DCRG CGEGIS BenHome Details

evolent Town of
Fund
Family

Page 40 of 40

6.

CONFIRMATION

6.1

As per the present instructions of the government, confirmation

will be made only once in the service of an official which will be in
the entry grade. However, if a government servant is appointed to
another post by direct recruitment either in the same department
or a different department, it will be necessary to consider him for
confirmation in the new post in which he has been appointed by
direct recruitment irrespective of the fact that the officer was
holding the earlier post on a substantive basis.

6.2

A person appointed against a permanent post as a direct

recruit with definite conditions of probation is to be confirmed in
the grade with effect from the date on which he successfully
completes the period of probation. The decision whether he
should be confirmed or his probation extended should be taken
soon after the expiry of the initial probationary period, i.e.
ordinarily within 6 to 8 weeks and communicated to the employee
together with the reasons in the case of extension.

6.3

Both confirmation and denial of confirmation involve

assessment of the work done by the officer concerned and such
assessment can best be done by the DPC. Before confirming a
person, integrity clearance should always be obtained from the
vigilance unit of the Ministry/Department concerned. In the case
of confirmation, the DPC should not determine the relative merit
of officers but it should assess the officers as Fit or Not yet fit for
confirmation in their turn on the basis of their performance in the
post as assessed with reference to their service record.

6.4

The Union Public Service Commission need not be associated

with a Departmental Promotion Committee constituted for
considering the cases of confirmation of officers. The proceedings
of the DPC which considered the confirmation of Group A officers,
should, however, be sent to the Commission for their approval.
While doing so, the cases of officers not considered fit for
confirmation along with their records should be specifically
referred to the Commission for their approval.

6.5

As regards consideration of cases for confirmation of officers

under suspension or in respect of whom disciplinary/criminal
cases are pending the same procedure, which is followed by the

Page 41 of 41

DPC in respect of promotion of government servants under cloud,

should be followed.
6.6

If the Recruitment Rules do not prescribe any probation on

promotion post, an officer promoted on regular basis will have all
the benefits that a person confirmed in that grade would have.
Where probation is prescribed, the appointing authority will on
completion of the prescribed period of probation assess the work
and conduct of the officer himself and in case the conclusion is
that the officer is fit to hold the higher grade, he will pass an order
declaring that the person concerned has successfully completed
the probation. If the appointing authority considers that the work
of the officer has not been satisfactory or needs to be watched for
some more time, he may revert him to the post or grade from
which he was promoted, or extend the period of probation, as the
case may be.

6.7

Passing of typewriting test for persons appointed as LDC by

promotion from Group D or by direct recruitment through SSC or
otherwise or by other methods including appointment on
compassionate grounds etc. is compulsory for confirmation unless
they are exempted from passing the typewriting test. They would
be eligible for regularisation/confirmation in LDC grade from a
date not earlier than the date of exemption or the date of the test
at which they passed the typing test, as the case may be.

Page 42 of 42

7.

SENIORITY

7.1

Fixation of Seniority on Appointment and Promotion is a very

important function of the Establishment Section. Correct seniority
fixation facilitates smooth functioning of the organization and avoids
unnecessary litigation.

7.2

Seniority to be determined by the order of merit indicated

at the time of initial appointment

7.2.1

The seniority of government servants is determined in

accordance with the general principles of seniority contained in
M.H.A. O.M. No.9/11/55-RPS, dated the 22nd December, 1959 as
amended from time to time. One of the basic principles enunciated in
the said OM is that, seniority follows confirmation and consequently
permanent officers in each grade shall rank senior to those who are
officiating in that grade.

7.2.2

This principle came under judicial scrutiny in a number of

cases in the past. In one of the important judgments delivered by the
Apex Court on 2.5.1990, in the case of Class II Direct Recruits
Engineering Officers' Association Vs. State of Maharashtra, the Court
held that once an incumbent is appointed to a post according to a
rule, seniority has to be counted from the date of his appointment and
not according to the date of confirmation.

7.2.3

Accordingly, in modification of the 1959 OM the seniority of a

person regularly appointed to a post is now determined by the order of
merit indicated at the time of initial appointment and is not based on
the date of confirmation.

7.3

Seniority of Direct Recruits and Promotees

7.3.1

The relative seniority of all direct recruits is determined by the

order of merit in which they are selected for such appointment on the
recommendations of the UPSC or other selecting authority. Persons
appointed as a result of an earlier selection will be senior to those
appointed as a result of a subsequent selection.

7.3.2

Where promotions are made on the basis of selection by a DPC,

the seniority of such promotees shall be in the order in which they are
recommended for such promotion by the Committee.
Where
promotions are made on the basis of seniority, subject to the rejection
of the unfit, the seniority of persons considered fit for promotion at the
same time shall be the same as the relative seniority in the lower grade

Page 43 of 43

from which they are promoted.

Where, however, a person is
considered unfit for promotion and is superseded by a junior, such
persons shall not, if he is subsequently found suitable and promoted,
take seniority in the higher grade over the junior persons who had
superseded him.
7.3.3

Where persons recruited or promoted initially on a temporary

basis are confirmed subsequently in an order different from the order
of merit indicated at the time of their appointment, seniority would be
determined by the order of merit indicated at the time of initial
appointment and not according to the date of confirmation.

7.3.4

The relative seniority of direct recruits and of promotees shall

be determined according to the rotation of vacancies between direct
recruits and promotees which shall be based on the quota of vacancies
reserved for direct recruitment and promotion respectively in the
Recruitment Rules.

7.3.5

If adequate number of direct recruits do not become available

in any particular year, rotation of quotas for the purpose of
determining seniority would take place only to the extent of the
available direct recruits and the promotees.

7.4

Seniority of Absorbees

7.4.1

The relative seniority of persons appointed by absorption to a

Central service from the subordinate office of the Central Government
or other departments of the Central or a State Government will
normally be counted from the date of absorption. If he has, however,
been holding already (on the date of absorption) the same or
equivalent grade on regular basis in his parent department, such
regular service in the grade shall also be taken into account in fixing
his seniority, subject to the condition that he will be given seniority
from the date he has been holding the post on deputation or the date
from which he has been appointed on a regular basis to the same or
equivalent grade in his parent department whichever is earlier.

7.4.2

Where such absorption is effected against specific quotas

prescribed in the Recruitment Rules, the relative seniority of such
absorbees vis-a-vis direct recruits or promotees shall be determined
according to the rotation of vacancies which shall be based on the
quotas reserved for absorption, direct recruitment and promotion
respectively in the Recruitment Rules.

7.4.3

Where a person is appointed by absorption in accordance with

the provisions in the Recruitment Rules providing for such absorption
in the event of non-availability of suitable candidate by direct
recruitment or promotion, such absorbee shall be grouped with direct

Page 44 of 44

recruits or promotees, as the case may be. He shall be ranked below

all direct recruits or promotees, as the case may be, selected on the
same occasion.
7.4.4

In case the dates of absorption of two or more persons, selected

from different sources on the same occasion are the same and the
seniority is given from the date of absorption, then their inter-se
seniority will be determined in accordance with their inter-se order of
merit15[1].

7.5

Seniority in Special Types of Cases

7.5.1

Fixation of seniority of a government servant reverted to a

lower post/grade/service as a measure of penalty and
subsequently promoted to a higher post
In cases where a government servant is reduced to a lower
service, grade or post, or to a lower time-scale, the order imposing the
penalty of reduction to a lower service, grade or post or to a lower
time-scale may or may not specify the period of reduction. Where the
order does not specify the period of reduction and there is coupled
with it an order declaring the government servant permanently unfit
for promotion, the question of re-promotion will, obviously, not arise.
In other cases where the period of reduction is not specified, the
government servant should be deemed to be reduced for an indefinite
period, i.e., such date as, on the basis of his performance subsequent
to the order of reduction, he may be considered fit for promotion. On
re-promotion the seniority of such a government servant should be
determined by the date of promotion. In all such cases, the person
loses his original seniority in the higher service, grade or post in
entirety. On re-promotion, the seniority of such a government servant
should be determined by the date of re-promotion irrespective of the
service rendered by him in such service, grade or post prior to his
reduction.

7.5.2

The more common course is to specify the period of reduction

and except when it is intended to debar a government servant from
promotion permanently, it is the preferable course. An order imposing
the penalty or reduction to a lower service, grade or post or to a lower
time scale should invariably specify:
(i)
the period of reduction, unless the clear intention is that the
reduction should be permanent or for an indefinite period.

See judgment dated 14.12.1999 of Apex court in case of Sh.Rooplal & others vs.
Lt.Governor of Delhi and also DP&T OM No.20011/1/2000-Estt.(D) dated 27.03.2001

15[1]

Page 45 of 45

(ii)
whether on such re-promotion, the government servant will
regain his original seniority in the higher service, grade or post or
higher time-scale which had been assigned to him prior to the
imposition of the penalty.
7.5.3

In cases where the reduction is for a specified period and is not

to operate to postpone future increments, the seniority of the
government servant may, unless the terms of the order of
punishment, provide otherwise, be fixed in the higher service, grade
or post or the higher time-scale at what it would have been but for his
reduction.

7.5.4

Where the reduction is for a specified period and is to operate

to postpone future increments, the seniority of the government
servant on re-promotion may, unless the terms of the order of
punishment provide otherwise, be fixed by giving credit for the period
of service rendered by him in the higher service, grade or post or
higher time-scale.
Fixation of inter-se seniority of the staff rendered surplus
and re-deployed on different occasions but in the same
office

7.6

7.6.1

When an employee is declared surplus in a particular grade in

an office and is re-deployed in a grade in another office, he is not
allowed to count his service in his previous office towards seniority in
the office where he is re-deployed16[2]. Such employees are to be
treated as fresh entrants in the matter of their seniority, promotion
etc.

7.6.2

When two or more surplus employees of a particular grade in

an office are selected on different dates for absorption in a grade in
another office, their inter se seniority in the latter office will be same
as in their previous office provided that(i)
(ii)

7.6.3

(i)
No direct recruit has been selected for
appointment to that grade in between these dates; and
(ii)
If there are no fixed quotas for direct recruitment
and promotion to the grade in question in the new office
and no promotee has been approved for appointment to
that grade in between these dates.

When two or more surplus employees of a particular grade in

an office are simultaneously selected for re-deployment in another
office in a grade, their inter-se seniority in the particular grade, on

16[2]MHA

OM No. 9/11/55-RPS, dated the 22nd December, 1959.

Page 46 of 46

deployment in the latter office, would be the same as it was in their

previous office.
7.6.4

7.7

The above orders would not be applicable in respect of

personnel who are appointed on the recommendations of the UPSC to
posts/services, to which recruitment is made through the
Commission. Seniority of surplus officers appointed on the
recommendations of the Commission will be decided on merits in
consultation with the Commission17[3].
No loss of seniority of promoted SC/ST employees by
virtue of rule of reservation/roster

7.7.1

The seniority of a person appointed to a post is determined

according to the general Principle 5 (i) contained in MHA O.M.
No.9/11/55-RPS dated 22.12.1959 and Para 2.2 in DoP&T O.M.
No.22011/7/86-Estt. (D) dated 3.7.1986 read with DP&T, O.M.
No.20011/5/90-Estt. (D) dated 4.11.1992. Seniority of such persons
is determined by the order of merit indicated at the time of initial
appointment and seniority of persons promoted to various grades is
determined in the order of selection for such promotion. Thus, as per
the aforementioned instructions, persons appointed through an
earlier selection would en bloc be senior to those promoted through
subsequent selection.

7.7.2.

This position was reviewed subsequent to the judgment of the

Supreme Court, dated 10.10.1995 in the case of Union of India v.
Virpal Singh Chauhan, etc. [JT 1995 (7) SC 231] and it was decided
vide DP&T, O.M. No.20011/1/96-Estt.(D), dated 30.1.1997, to modify
the then existing policy by addition of the proviso to general Principle
5 (i) contained in MHA (now DP&T), O.M. No.9/11/55-RPS, dated
22.12.1959 and Para 2.2 in DP&T, O.M. No.22011/7/86-Estt.(D),
dated 3.7.1986, which stipulated that if a candidate belonging to the
Scheduled Caste or the Scheduled Tribe is promoted to an immediate
higher post/grade against a reserved vacancy earlier than his senior
general/OBC candidate who is promoted later to the said immediate
higher post/grade, the general/OBC candidate will regain his
seniority over such earlier promoted candidate of the Scheduled Caste
and the Scheduled Tribe in the immediate higher post/grade.

7.7.3.

The Government have now decided to negate the effects of the

DoP&T, O.M., dated the 30th January, 1997 by amending Article
16(4-A) of the Constitution right from the date of its inclusion in the
Constitution, i.e., 17th June, 1995, with a view to allow the
government servants belonging to SCs/STs to retain the seniority in
the case of promotion by virtue of rule of reservation. In other words,

17[3]Also see G.O.I., M.H.A. O.M. Nos. 10/1/63-Estt(D), dated the 30 November, 1963 and
9/22/68-Estt.(D), dated the 6th February, 1969.

Page 47 of 47

the candidates belonging to general/OBC category promoted later will

be placed junior to the SC/ST government servants promoted earlier
even though by virtue of the rule of reservation.
7.7.4.

Therefore, in pursuance of the aforementioned Constitution

(Eighty-Fifth) Amendment Act, 2001, it has been decided as follows:
i.
(a) SC/ST government servants shall, on their promotion by
virtue of rule of reservation/roster, be entitled to consequential
seniority also; and
(b) the above decision shall be effective from 17th June, 1995.
ii.
The instructions contained in DoP&T, O.M. No.20011/1/96Estt.(D), dated 30.1.1997 as well as the clarifications contained in
DoP&T, O.M. No.20011/2/97-Estt.(D), dated 21.3.1997 shall stand
withdrawn with effect from 30.1.1997 itself.
iii.
Seniority of government servants determined in the light of
O.M., dated 30.1.1997 shall be revised as if that OM was never
issued.
(a) On the basis of the revised seniority, consequential benefits
iv.
like promotion, pay, pension, etc., should be allowed to the concerned
SC/ST Government servants (but without arrears by applying
principle of no work no pay)
(b) For this purpose, senior SC/ST government servant may be
granted promotion with effect from the date of promotion of
their immediate junior General/OBC government servant.
(c) Such promotion of SC/ST government servant may be
ordered with the approval of Appointing Authority of the post to
which the government servant is to be promoted at each level
after following normal procedure of DPC (including consultation
with UPSC).
v.
Except seniority, other consequential benefits like promotion,
pay, etc., (including retiral benefits in respect of those who have
already retired) allowed to general/OBC government servant by virtue
of implementation of O.M. dated 30.1.1997 and/or in pursuance of
the directions of CAT/Court should be protected as personal to
them18[4].

18[4]G.I.,

Dept. of Per. & Trg., O.M. No.20011/1/2001-Estt.(D), dated the 21st January, 2002.

Page 48 of 48

8.

ANNUAL CONFIDENTIAL REPORTS

8.1

The Annual Confidential Reports of the government servants

are written with a view to adjudge their performance every year in
the areas of their work, conduct, character and capabilities.

8.2

The system of writing confidential reports has two main

objectives. First and foremost is to improve performance of the
subordinates in their present job. The second is to assess their
potentialities and to prepare them for the jobs suitable to their
personality. The columns of ACRs are, therefore, to be filled up by
the Reporting, Reviewing and Accepting authorities in an objective
and impartial manner.
Timely Completion of Confidential Reports.

8.3
8.3.1

The delay in writing of the confidential reports delays holding

of DPCs for promotion & confirmation, awards of PPM/PM,
forwarding of applications for higher posts etc. which cause undue
hardship to the employees whose cases are due for consideration.
The confidential reports should, therefore, be written strictly in
accordance with the following prescribed time schedule.
Initiation of ACRs

Nature of Action

Date by which action is to be completed in

respect of CRs to be written on the basis of
Calendar year
Financial Year

Distribution of Blank ACR

forms to all concerned

31st Dec.

31st March

Submission of self-appraisal to
Reporting Officer

15th Jan.

15th April

Submission of report by Reporting Officer to Reviewing Officer

Where self-appraisal by
reported officer is prescribed

6th Feb.

7th May

Where self -appraisal by

reported officer is not
prescribed.

21st Jan.

21st April

Where officer reported upon is

himself a reporting officer for
subordinates under him

21st Feb.

22nd May

Report to be completed by the Reviewing Officer and send to the CR

Page 49 of 49

Sec./Cell Accepting Authority.

Where due date for Reporting
Officer is 6th Feb. (Calendar
year CRs) and 7th May
(Financial year CRs)

22nd Feb.

23rd May

Where due date for Reporting

Officer is 21 st Jan (Calendar
year CRs) and 21st April
(Financial year CRs)

6th Feb.

7th May

Where due date for Reporting

Officer is 21st Feb. (Calendar
year CRs) and 22nd May
(Financial year CRs)

8th March

5th June

8.3.2

8.4

Reporting officer should not wait till the expiry of the time-limit
as per the time schedule for submission of self-appraisal of the
officer to be reported upon and should remind the officer to be
reported upon in writing, asking him to submit the self-appraisal by
the stipulated date. If the officer to be reported upon fails to submit
the self-appraisal by the stipulated date, the reporting officer should
obtain another blank CR form and proceed to write the report on
the basis of his experience of the work and conduct of the officer
reported upon. While doing so, he should also point out the failure
of the officer reported upon to submit his self-appraisal within the
stipulated time which should be viewed adversely.
Eligibility to write a Confidential Report
(i)
The reporting/reviewing authority can write/review the
confidential report of an officer if it has at least an experience of
three months of work and conduct of the officer reported upon. The
officer reported upon need not submit his self-appraisal if the period
of observation of
his work and conduct by the reporting
officer/reviewing authority is less than three months.
(ii)
The period during which the officer reported upon
remains on Earned Leave/Commuted Leave, should be deducted for
calculating the required period of 3 months for writing of CR,
because the work and conduct of the officer is actually not
supervised during the leave period.19[1]
(iii)
If the period of observation happens to be less than
three months, this fact only need to be indicated in the report or a

19[1]DOPT

ID No. 245/58/2001-AVD.II dated 21.8.2001

Page 50 of 50

non-initiation certificate in this regard may be prepared and placed

in the CR dossier.

8.5

Mention of warning/reprimands
There may be an occasion when a superior officer may find it
necessary to criticize adversely the work of an officer working under
him or he may call for an explanation for some act of omission or
commission and taking all the circumstances into consideration, it
may be felt that while the matter is not serious enough to justify the
imposition of the formal punishment of censure, it calls for some
formal
action
such
as
communication
of
a
written
warning/displeasure/reprimand.
Where
such
a
warning/displeasure/reprimand is issued, it should be placed in the
personal file of the officer concerned. At the end of the period of
report, the reporting officer, while writing the confidential report of
the officer, may decide not to make a reference in the confidential
report to the warning/ displeasure/reprimand, if, in the opinion of
that authority, the performance of the officer reported on after the
issue of the warning/displeasure/reprimand has improved and has
been found satisfactory. If, however, the reporting authority comes
to
the
conclusion
that
despite
such
warning/displeasure/reprimand, the performance of the officer
reported upon has not improved, in that case, copy/copies of the
warning/displeasure/reprimand should be placed in the CR dossier
as an annexure to the confidential report for the relevant period. The
adverse remark should also be conveyed to the officer and his
representation, if any against the same, be disposed of, in
accordance with the instructions issued by the government from
time to time.

8.6

Filling up column relating to integrity

Supervisory officers should maintain a confidential diary in
which instances which create suspicion about the integrity of a
subordinate should be noted from time to time and action to verify
the truth of such suspicions should be taken expeditiously by
making confidential enquiries departmentally. At the time of
recording the annual confidential report, action should be taken in
accordance with the following:
(i)
The column pertaining to integrity in the ACR should be
left blank and a separate secret note about the doubts and
suspicions regarding the officers integrity should be recorded
simultaneously and followed up.

Page 51 of 51

(ii)
A copy of the secret note should be sent together with
the ACR to the next superior officer who would ensure that the
follow-up action is expedited.
(iii)
If, as a result of the follow-up action, an officer is
exonerated, his integrity should be certified and an entry made in
the ACR. If suspicions regarding his integrity are confirmed, this fact
can also be recorded and duly communicated to the officer
concerned.
(iv)
There are occasions when a reporting officer cannot in
fairness to himself and to the officer reported upon, either certify
integrity or make an adverse entry, or even be in possession of any
information which would enable him to make a secret report to the
head of the department. Such instances can occur when an officer is
serving in a remote station and the reporting officer has not had
occasion to watch his work closely or when an officer has worked
under the reporting officer only for a brief period or has been on long
leave, etc. In all such cases, the reporting officer should make an
entry in the integrity column to the effect that he has not watched
the officer's work for sufficient time to be able to make any definite
remark or that he has heard nothing against the officer's integrity,
as the case may be. But, it is necessary that a superior officer
should make every effort to form a definite judgement about the
integrity of those working under him, as early as possible, so that
he may be able to make a positive statement.
(v)
There may be cases in which after a secret report / note
has been recorded expressing suspicion about an officer's integrity,
the enquiries that follow do not disclose sufficient material to
remove the suspicion or to confirm it. In such a case, the officer's
conduct should be watched for a further period, and in the
meantime, he should, as far as practicable, be kept away from
positions in which there are opportunities for indulging in corrupt
practices.
8.6.1

8.7

Specific mention should be made in the confidential reports of

officers working in or holding charge of Top Secret / Secret Sections
about their trustworthiness especially in matters affecting
departmental security.
Recording of Adverse Remarks in the Confidential Report
No employee should be adversely affected by prejudicial reports
recorded without fullest consideration. At the same time, none

Page 52 of 52

should be rewarded by excessively flattering reports which are not

based on facts. With a view to enabling the Reporting Officers to
make correct overall assessment of the work and conduct of their
subordinates, the reporting officers are required to maintain
memorandum of services in respect of each officer employed under
them. All instances of good and bad work coming to the notice of
the reporting officers should be promptly noted in the memo of
services. The entries in the memo of services should be based on
facts and documentary evidence. With a view to checking up
possibilities of prejudicial reports or excessively flattering reports,
the following procedure is prescribed:

8.8

a)

The memo of services should invariably be consulted at the

time of writing the annual report though the report itself
should necessarily be based on the employee's performance
during the year as a whole.

b)

Where an adverse remark is recorded in respect of an official

having consistently good record, some details regarding the
same should invariably be given.

c)

The report should give a clear opinion on the main points like
character, integrity, industry etc.

d)

There should be no hesitation on the part of the reporting

officers to record adverse remarks in justified cases.

e)

Reporting Officers should not be in a hurry to write all the

reports on one day.

Communication of Adverse Remarks in the Confidential Report

(i)
All adverse entries in the confidential report, both on
performance as well as on basic qualities and potential should be
communicated along with a mention of good points within a month
of their being recorded. This communication should be in writing
and a record to that effect should be kept in the CR Dossier of the
officer reported upon. Only such of the adverse entries as are
accepted by the countersigning authority, if any, need be
communicated.
(ii)
Average may not be taken as adverse remark in respect
of an officer, at the same time, it cannot be regarded as
complimentary to the officer, as Average performance should be
regarded as routine and undistinguished.

Page 53 of 53

(iii)
Adverse remarks should be communicated by the
reviewing officer or by the reporting officer in case there is no
reviewing officer.
(iv)
Remarks about physical defects noted in the CR need
not be communicated.
(v)
The grading of officers on the basis of the general
remarks in the report should not be communicated, even if it is
adverse.
(vi)
Care should be taken to ensure that the remarks are
communicated in such a form that the identity of the officer making
particular remarks is not disclosed.
8.9

Representation against adverse remarks

(i)
Only one representation against adverse remarks
(including reference to warning or communication of displeasure of
the government or reprimand which are recorded in the
confidential report of the government servant) should be allowed
within one month of their communication. While communicating
the adverse remarks, the time limit should be brought to the notice
of the officer reported upon. However, the competent authority
may, in its discretion, entertain a representation made beyond this
time if there is satisfactory explanation for the delay.
(ii)
Authority deciding the representation against the
adverse remarks should be the authority superior to Accepting /
Countersigning authority.
(iii)
All representations against adverse remarks should be
decided expeditiously by the competent authority and in any case
within three months from the date of submission of the
representation. But this does not mean that if it is not done within
this period, the adverse remarks get expunged automatically. The
only provision is that when a representation has been submitted
within the prescribed time-limit, no note will be taken on the
adverse remarks during the period of pendency of the
representation. The aggrieved employee may, however, approach
the higher authorities for redressal of his grievance in this regard, if
any.

8.10

Expunging of adverse remarks

Page 54 of 54

In the circumstances, where on consideration of a

representation against adverse remarks, the competent authority
comes to the conclusion that the remarks deserve to be expunged, it
should see whether totally expunging of the remarks will leave the
relevant column(s) blank, and if it finds the position to be so, it
should order modification of the relevant remarks in a suitable
manner so that column(s) in question does/do not remain blank.

8.11

Reporting / Reviewing of ACRs after retirement

DOP & T OM No.21011/1/77-Estt dated 30.1.78 provides that
where a reporting officer retires or otherwise demits office, he may
be allowed to give the report on his subordinates within one month
of his retirement or demission of office. This provision has been
further extended vide DOP&T OM No. 21011/1/93-Estt.(A) dated
14.1.1993 to the reviewing officer also to enable him to review ACRs
of his subordinates within one month after his retirement or
demission of office.

8.12

Writing of reports by officers under suspension

No officer under suspension should be allowed to write / review
the ACRs of his subordinates if during the major part of writing /
reviewing he is under suspension as he might not have full
opportunity to supervise the work of his subordinates.

8.13

Writing of ACRs of officers on deputation

Central Government
officers who are deputed to other
Department / State Government or are on foreign service, the
confidential rolls should be maintained by their parent department
and periodicity of such confidential reports should be the same as
in the parent department. It will be the responsibility of the parent
department to obtain the reports of their officers on deputation and
maintain them.

8.14
8.14.1

Writing of ACRs of officers on deputation in CBI

Confidential Report in respect of deputationist officers in CBI
should invariably be prepared in duplicate so that one copy of the
ACR may be sent to the parent department of the officer reported
upon. In such ACR, complete address of State/Department from
which the officer has come on deputation should also be given
invariably in the relevant column of the confidential report so that
one copy of the report could be sent to his parent department.

Page 55 of 55

8.14.2

DOP&T vide UO NO. 245/24/96-AVD.II dated 4.4.96 has

clarified that Confidential Reports of officers on deputation to CBI
from State Police Forces/CPOs/Other departments other than AIS
officers, should be recorded in the ACR format prescribed for posts
in CBI. Confidential Reports of AIS officers will continue to be
recorded in the ACR proforma prescribed in their service.

Retention/Custody of CR Dossiers of retired government

servant whose cases are pending in Courts and UPSC

8.15

The ACRs of the officers who have retired will be preserved /

kept in safe custody till the time for filing of an appeal, has lapsed or
till a final decision in the appeal, filed by an officer in the Court, has
been taken or the promotion case of the officer is pending with
UPSC20[2].
Initiation of Confidential Reports by D.Is.G (Incharge ) in

8.16
CBI
8.16.1

Policy Division in its circular No. 2/CRs/JD(P)/CBI/94/2135

dated 14.11.1994 has pointed out that in some of the regions, where
the charge of DIG has been entrusted to the senior most SsP, the
Confidential Reports of Superintendent of Police of that Region are
being initiated by the DIsG incharge and as per Rules for initiation
of Confidential Rules, it is improper. In such cases where CR is to
be initiated by the DIG and where there is no regular DIG, the CRs
should be initiated by the next superior authority i.e. Reviewing
Authority.

8.16.2

Similar analogy may also be applied in respect of initiation of

Confidential Reports by Superintendent of Police (Incharge).

8.16.3

For detailed instructions on the subject, the reporting/

reviewing/accepting authorities may refer to instructions issued by
the Government and CBI from time to time.

20[2]OM

No.21011/6/2001-Estt(A) dated 14.5.2001

Page 56 of 56

9.
9.1

PROMOTION
The regular promotions of the government employees are
generally decided on the basis of recommendations made by the
Departmental Promotion Committees. The Departmental Promotion
Committees are constituted to judge the suitability of officers for (a)
(b)

promotions to Selection as well as "Non-selection" posts

assessment of the work and conduct of probationers for the
purpose of determining their suitability for retention in service
or their discharge from it or extending their probation and
subsequent confirmation if found suitable for retention in
service.

9.2

The UPSC should be associated with DPCs in respect of all

Central Civil Services/posts belonging to Group 'A' where promotion is
based on the principles of Selection cum Seniority unless it has
been decided by the Government not to associate the UPSC with a
Group 'A' DPC. The UPSC need not be associated in respect of the
posts belonging to Group 'A', if the promotion is based not on the
principles of "Selection" but on seniority-cum-fitness only. Whenever
the UPSC is associated with a DPC, the Chairman or a Member of the
Commission will preside over the meeting of the DPC.

9.2.1

Where the Recruitment/Service Rules lay down promotion as

one of the methods of recruitment, some period of service in the feeder
grade is generally prescribed as one of the conditions of eligibility for
the purpose of promotion.

9.2.2

The eligibility dates for determining the eligibility of officers for

promotion would be the first day of the crucial year, i.e. January, 1
irrespective of whether ACRs are written financial year-wise or
calendar year-wise.

9.3

Zone of Consideration
In the normal zone of consideration, field of choice from the
eligible officers is to be kept as twice the number of vacancies + 4.
However, in case the vacancies are reserved for SC/ST also, then the
field of choice is to be extended upto 5 times of the number of
vacancies. This zone is called as an extended zone for consideration
for SC/ST. The normal zone and the extended zone for vacancies will
accordingly be as follows:-

Page 57 of 57

No. of
vacancies

Zone for
consideration
for SC/ST

10

10

15

12

20

5 and above

9.4

Normal Zone

Twice the
number
of vacancies
+4

5 times the
number of vacancies

Guidelines for DPCs

The following guidelines are laid down to regulate the
assessment of suitability of candidates by DPCs:

9.4.1
While merit has to be recognised and rewarded, advancement
in an officer's career should not be regarded as a matter of course, but
should be earned by dint of hard work, good conduct and resultoriented performance as reflected in the annual confidential reports and
based on strict and rigorous selection process.
9.4.2
Confidential Reports are the basic inputs on the basis of which
assessment is to be made by each DPC. The evaluation of CRs should
be fair, just and non-discriminatory. Hence, the DPC should assess
the suitability of the employees for promotion on the basis of their
Service Records and with particular reference to the CRs for five
preceding years irrespective of the qualifying service prescribed in the
Service/Recruitment Rules. (If more than one CR has been written for
a particular year, all the CRs for the relevant years shall be considered
together as the CR for one year).
9.4.3
Where one or more CRs have not been written for any reason
during the relevant period, the DPC should consider the CRs of the
years preceding the period in question and if in any case even these are
not available, the DPC should take the CRs of the lower grade into
account to complete the number of CRs required to be considered as
per above para. If this is also not possible, all the available CRs should
be taken into account.
9.5

Principles to be observed for preparation of panel

9.5.1
In case of selection (merit) promotion, the hitherto existing
distinction in the nomenclature (selected by merit and selection-cum-

Page 58 of 58

seniority) is dispensed with and the mode of promotion in all such

cases is rechristened as selection only. The element of selectivity
(higher or lower) shall be determined with reference to the relevant
benchmark (Very Good or Good) prescribed for promotion.
9.5.2.

The DPC shall determine the merit of those being assessed for
promotion with reference to the prescribed benchmark and accordingly
grade the officers as fit or unfit only. Only those who are graded fit
(i.e. who meet the prescribed benchmark) by the DPC shall be included
and arranged in the select panel in order of their inter-se seniority in
the feeder grade. Those officers who are graded unfit (in terms of the
prescribed benchmark) by the DPC shall not be included in the select
panel. Thus, there shall be no supersession in promotion among those
who are graded fit (in terms of the prescribed benchmark) by the
DPC21[1].
Procedure to be followed by DPC in respect of government
servants under cloud

9.6

9.6.1

At the time of consideration of the cases of government

servants for promotion, details of government servants in the
consideration zone for promotion falling under the following categories
should be specifically brought to the notice of the Departmental
Promotion Committee:
i.
ii.
iii.

Government servants under suspension;

Government servants in respect of whom a charge-sheet has
been issued and the disciplinary proceedings are pending; and
Government servants in respect of whom prosecution for a
criminal charge is pending.

9.6.2

The DPC shall assess the suitability of the government servants

coming within the purview of the circumstances mentioned above
along with other eligible candidates without taking into consideration
the disciplinary case/criminal prosecution pending. The assessment
of the DPC, including Unfit for Promotion, will be kept in a sealed
cover.

9.6.3

The same procedure outlined in the above para will be followed

by the subsequent Departmental Promotion Committees convened till
the disciplinary case/criminal prosecution against the government
servant concerned is concluded.

21[1]Govt.

of India OM No. 35034/7/97-Estt.(D) dated 08.02.2002.

Page 59 of 59

9.7

It has been decided that the Sealed Cover Procedure

prescribed in the Department of Personnel and Training, OM No.
22011/4/91-Estt.(A) dated 14.9.199222[2] referred to above may be
followed at the time of consideration for ad hoc promotion also in the
case of government servants (i)
who are under suspension;
in respect of whom a charge-sheet has been issued and the
(ii)
disciplinary proceedings are pending; and
(iii)
in respect of whom prosecution for a criminal charge is
pending23[3].
Processing of recommendations of DPC

9.8

The recommendations of the DPC are advisory in nature and

should be duly approved by the appointing authority. A clearance
from the Vigilance Section of the Office/Department should also be
obtained before making actual promotion or confirmation of officer
approved by DPC to ensure that no disciplinary proceedings are
pending against the officer concerned. Promotion should be made
strictly in the order in which the names of the officers appear in the
panel.
Refusal of promotion

9.9
9.9.1

When a government employee does not want to accept an offer

of promotion, he may make a written request to that effect and the
same will be considered by the appointing authority. If the reasons
adduced for refusal of promotion are acceptable to the appointing
authority, the next person in the select list may be promoted.
However, since it may not be administratively possible or desirable to
offer appointment to the persons who initially refused promotion, on
every occasion on which a vacancy arises, during the period of validity
of the panel, no fresh offer of appointment on promotion shall be
made in such cases for a period of one year from the date of refusal of
first promotion or till a next vacancy arises, whichever is later. On the
eventual promotion to the higher grade, such government servant will
lose seniority vis-a-vis his juniors promoted to the higher grade earlier
irrespective of the fact whether the posts in question are filled by
selection or otherwise. The above mentioned policy will not apply
where ad hoc promotions against short-term vacancies are refused.

22[2]DP&T
23[3]Govt

OM No. 22011/4/91-Estt.(A) dated 14.9.92.

of India Pers. & Trg. OM No. 28036/2/98-Estt.(D) dated 23.2.99.

Page 60 of 60

9.9.2

9.10
9.10.1

In cases where the reasons adduced by the officer for his

refusal for promotion are not acceptable, the appointing authority
should enforce the promotion of the officer and in case the officer still
refuses to be promoted, then even disciplinary action can be taken
against him for refusing to obey the orders of the appointing
authority.
Validity of a panel
The panel for promotion drawn up by DPC for 'selection' posts
would normally be valid for one year. It should cease to be in force on
the expiry of a period of one year or when a fresh panel is prepared,
whichever is earlier.

9.10.2.
The date of commencement of the validity of panel will be the
date on which the DPC meets. In case the DPC meets on more than
one day, the last date of the meeting would be the date of
commencement of the validity of the panel. In case the panel requires,
partially or wholly, the approval of the Commission, the date of
validity of panel would be the date (of Commission's letter)
communicating their approval to the panel. It is important to ensure
that the Commission's approval to the panel is obtained, where
necessary, with the least possible delay.
9.11

Assured Career Progression Scheme

The Assured Career Progression Scheme for Central
Government employees was introduced by the Government of India on
the recommendations of the Fifth Central Pay Commission to deal
with the problem of genuine stagnation and hardship faced by the
employees owing to lack of adequate promotional avenues. This
scheme is operational since 9th August, 1999, for group 'B', 'C' and
'D' employees only. Casual employees (including those holding
temporary status), ad-hoc & contract employees are not covered in
this scheme. The salient features of the scheme are:
(i)
The ACP Scheme provides merely placement of
government servants in the higher pay scale upto Rs.14300-18300
without regular promotion. It would neither require creation of new
posts nor will it have relevancy to the seniority of the government
servants.
(ii)
The first financial upgradation under the ACP Scheme is
allowed after 12 years of regular service followed by second
upgradation after 12 years of regular service from the date of the first
financial upgradation subject to fulfillment of prescribed conditions.

Page 61 of 61

Regular service will be counted from the grade in which an employee

was approved as direct recruit.
If
the first upgradation gets
postponed on account of the employee not found fit or due to
departmental proceedings, the second upgradtion would also get
deferred accordingly. In case two prior promotions on regular basis
have already been received by an employee, no benefit under the ACP
Scheme shall accrue to him. In case of an employee declared surplus
in his/her organisation and in case of transfer including unilateral
transfer on request, the regular service rendered by him/her in the
previous organisation shall be counted along with his/her regular
service in his/her new organisation for the purpose of giving financial
upgradation under the Scheme.
(iii)
On upgradation under the ACP Scheme pay of an
employee is fixed under the provisions of FR 22 (I) a (1) subject to a
minimum financial benefit of Rs.100/- as per the Department of
Personnel and Training Office Memorandum No.1/6/97-Pay.I dated
July 5, 1999. The Financial benefit allowed under the ACP Scheme is
final and no pay fixation benefit shall accrue at the time of regular
promotion i.e. posting against a functional post in the higher grade.
(iv)
In the matter of disciplinary/penalty proceedings, grant
of benefit under the ACP Scheme shall be subject to rules governing
normal promotion. Such cases shall, therefore, be regulated under
the provisions of relevant CCS(CCA) Rules, 1965 and instructions
thereunder.
(v)
The ACP Scheme contemplates merely placement on
personal basis in the higher pay-scale/grant of financial benefits only
and shall not amount to actual/functional promotion of the
employees concerned. Since reservations in promotion are applicable
only in the cases of regular promotions, the reservation roster shall
not apply to the ACP Scheme. However, at the time of
regular/functional (actual) promotion, the Cadre Controlling
Authorities are to ensure that all reservation orders are applied
strictly. After the introduction of this scheme, the government has
issued various clarifications regarding the same24[4].

24[4]For

details see GOI OM No.35034/1/97-Estt (D) dated: 9.8.99

Page 62 of 62

10.

10.1

FIXATION OF PAY

Various provisions on pay fixation have undergone

rationalisation and simplification during the 80s. The fundamental
rules on these issues have been rewritten accordingly in 1989, so as
to consolidate the provisions at one place. The new version of FR 22
has substituted old FRs 22, 22-C, 30 and 31.
Fixation on First Appointment

10.2

The pay of the government servant on his first appointment to

a post will be fixed at the minimum of the pay scale of that post.
Fixation of Pay on Promotion/Appointment to a higher

10.3
post

(i)
Clause (a) (1) of FR 22 (I) deals with fixation of pay of a
government servant holding a non-tenure post on his appointment
to another post involving assumption of higher duties and
responsibilities. Such appointment may be in the normal channel
of promotion or otherwise, provided the appointment or promotion is
made on fulfillment of the eligibility conditions, as prescribed in the
relevant Recruitment Rules.
(ii)
Initial pay in the time-scale of the higher post is fixed at
the stage next above the notional pay arrived at by increasing his
pay in respect of the lower post held by him regularly by an
increment at the stage at which such pay has accrued, or Rs.100/only whichever is more.
Illustrations
(a)
A government servant drawing pay of Rs. 7075/- w.e.f.
01.04.1996 in the pay scale of Rs. 5500-175-9000 is promoted on
01.09.1996 to a post in the pay scale of Rs. 6500-200-10500. His
pay shall be fixed as given below:
Notional Pay
Add one notional increment
Notional Pay

=
=
=

Rs.
Rs.
Rs.

7075
175
7250

The stage above this pay in the higher pay-scale is Rs. 7300/-.
Thus the pay is fixed at Rs. 7300/-

Page 63 of 63

Date of next increment (D.N.I.)

01.09.1997.

(b)
A government servant drawing pay of Rs. 2660/- in the
pay scale of Rs. 2550-55-2660-60-3200 w.e.f. 01.02.1996 is
promoted to a post in the pay scale of Rs. 2610-60-3150-65-3540
w.e.f. 16.03.1996.
Pay

2660/Add one notional increment (Minimum Rs. 100/-) =

2760/Pay fixed at Next higher stage
in the new pay-scale
=
2790/Date of Next Increment
=
01.03.1997
10.4

10.4.1

Rs.
Rs.

Rs.

Option for fixation of pay under above rule from the date of
next increment in the lower grade
A government servant is required to exercise option within one
month from the date of promotion/appointment, to have the pay fixed
under the above rule from the date of promotion itself or from the date
of accrual of next increment in the lower grade/post. In case he opts
for the above rule from the date of next increment, his pay on
promotion is fixed at a stage next above the pay in the lower
grade/post. It is then refixed under the above formula from the date
of accrual of next increment in the lower grade/post. Thus in the
illustration (a) above, in case the government servant opts for pay
fixation as per this rule from the date of next increment, his pay shall
be fixed as follows:
(a)
On 01.09.1996 the pay of the government servant will be
fixed in the higher scale at a stage next above Rs.7075/- i.e.
Rs.7100/(b)

On 01.04.1997 the pay will be refixed as follows:

Pay in the lower grade on 01.04.1997

=
Rs.7250/Notional pay on adding one increment of Rs.175/- =
Rs.7425/Pay to be fixed at next higher stage i.e. Rs.7500/Date of next increment (DNI)
=
01.04.1998

Page 64 of 64

10.4.2

Thus on comparing the position, it is seen that the government

servant starts drawing pay of Rs.7500/- from an earlier date i.e. w.e.f.
01.04.1997, if he opts for pay fixation under the rule from date of next
increment (01.04.1997), as against from 01.09.1997 under the
previous option.

10.4.3

Option once exercised by the government servant will be final &

cannot be changed. In case the government servant does not exercise
the option within one month of his promotion his pay has to be fixed
in the scale of the promoted post at the stage above the notional pay
arrived at by increasing the pay in the lower post by one increment.

10.4.4

This option is not admissible to the government servant who is

appointed:
a)
b)
c)

to an ex-cadre post on deputation basis.

to a post on ad-hoc basis.
to a post on direct recruitment basis.

10.4.5

However, if the ad-hoc promotion is followed by a regular

appointment without break, the government servant can exercise
option within one month from the date of such regular appointment
and the option shall be admissible from the date of initial
appointment/promotion. Thus, if he opts for fixation of his pay under
this rule from the date of his next increment, his pay shall be re-fixed
from initial date of appointment at a stage next above his pay in the
lower-grade and under this rule from the date of next increment.

10.4.6

For the purposes of pay-fixation, FR 22 III clarifies that an

appointment to another post on the same scale of pay or on identical
scale of pay does not involve the assumption of higher duties and
responsibilities. In other cases, decision of the administrative head
has to be obtained. In case the posts belong to different departments,
the decision of the Government of India is to be obtained.

10.4.7 As already mentioned, the provisions contained in the previous paras

are applicable in case of appointment made to a higher post subject to
fulfillment of eligibility conditions in the Recruitment Rules. In the
case of appointment made without fulfilling the eligibility criteria, the
pay is to be fixed under the above provisions and restricted under FR
35. Such appointment may be on promotion or otherwise.

Page 65 of 65

Treatment of Special Pay for purpose of fixation of pay

on promotion

10.5

When the special pay is granted for specific addition to duties

or for arduous nature of work, the pay in the higher post is fixed with
reference to pay drawn in the lower post and special pay does not
count towards such pay. However, if the pay so fixed in the higher
post happens to be less than the pay plus special pay being drawn in
the lower post at the time of promotion, the difference is protected as
personal pay subject to the following conditions:
i)

ii)
iii)

10.6

It must be certified that but for his appointment to the other

post, the government servant would have continued to draw
special pay.
The protection will only be for so long as the government
servant could have continued to draw the special pay.
The personal pay will be absorbed in subsequent increases of
pay.
Fixation of Pay on appointment to another post not
involving
higher duties & responsibilities

Sub-clause (2) of FR 22 I deals with fixation of pay on

appointment, from one post to another, when such an appointment
does not involve assumption of higher duties and responsibilities. Pay
is fixed at the same stage in the new-scale, as is being drawn in the
earlier post on the date of such appointment. However, if there is no
such stage in the new-scale, his pay will be fixed at the next higher
stage. While in the earlier case his date of increment remains the
same, in the latter case his date of next increment will be on the Ist of
the month in which he completes 12 months of appointment to a new
post.
Illustrations
(a)
A government servant drawing pay of Rs.15000/- w.e.f.
01.07.1996 in the pay scale of Rs.12000-375-16500 is appointed to
another post in the pay scale of Rs.14300-400-18300 from
01.02.1997. As there is no stage as Rs.15000/- in the new scale,
his pay will be fixed at Rs.15100/- with the date of next increment
as 01.02.1998.
On such appointment, the government servant has the option
to come over to the new-scale from the date of his appointment to
such post or from the date of his next increment in the earlier post.

Page 66 of 66

(b)
In the above case, if he opts to come over to the new
pay-scale from the date of his next increment, his pay will be fixed
as follows:
From 1.2.97 to 30.6.97 he will draw
Rs.15000/in earlier pay-scale
Pay on the date of next increment in the
lower pay-scale (01.07.1997)
Rs.15375/Pay to be fixed in the new scale
Rs.15500/(At the next higher stage there is no
stage as Rs. 15375/-)
Date of next increment
01.07.1998

=
=

(c)
A government servant drawing pay of Rs.5750/- w.e.f.
01.05.1996 in the scale of Rs.5000-150-8000 is appointed on his
own request on 01.01.1997 to the post carrying the scale of
Rs.4500-125-7000. His pay will be fixed at Rs.5750/- (same stage)
in the lower pay scale, with D.N.I as 01.05.1997. In case he opts for
the new pay-scale from date of next increment i.e. 01.05.1997 (in
the old pay-scale), he will continue to draw Rs.5750/- in the old
pay-scale till 30.04.1997.
From 01.05.1997 his pay will be
increased to Rs.5900/- in the pay-scale of Rs. 5000-150-8000. As
there is no stage as Rs. 5900/- in the pay scale of Rs.4500-1257000, his pay will be fixed at the next higher stage, i.e. Rs.6000/and date of next increment shall be 01.05.1998.
In the above case if the pay of government servant is Rs.
7400/- instead of Rs.5750/- in the earlier post, his pay will be fixed
at Rs. 7000/- only, i.e. the maximum of the pay-scale of the lower
post [FR 22 I(a) 3].
10.7
10.7.1

Fixation of pay on appointment on deputation

An employee appointed on deputation/foreign service may elect
to draw either the pay in the scale of pay of deputation/foreign
service post or his basic pay in the parent cadre plus deputation
(duty) allowance thereon plus personal pay, if any. The borrowing
authority should obtain the option of the employee within one
month from the date of joining the ex-cadre post unless the
employee has himself furnished the option.

Page 67 of 67

10.7.2

10.7.3

The option once exercised shall be final. However, the

employees may revise the option under the following circumstances
which will be effective from the date of occurrence of the same:
(a)

when he receives proforma promotion or is appointed to nonfunctional selection grade in his parent cadre;

(b)

when he is reverted to a lower grade in his parent cadre;

(c)

when the scale of pay of the parent post on the basis of which
his emoluments are regulated during deputation/foreign
service or of the ex-cadre post held by the employee on
deputation/foreign service is revised either prospectively or
from a retrospective date.

Based on the revised/same option of the employees, in the

event of proforma promotion/appointment to non-functional
selection grade, revision of scales of pay in the parent cadre, the pay
of deputationists will be refixed with reference to the revised
entitlement of pay in the parent cadre. However, if the initial option
was for the pay scale of the deputation post and no change in option
already exercised is envisaged, the pay already drawn in deputation
post will be protected if the pay refixed is less. If the pay of an
employee in his cadre post undergoes downward revision, the pay in
the ex-cadre post is also liable to be refixed on the basis of revised
pay and in accordance with the revised option or existing option, if
the employee does not revise his option.
Deputation (Duty) Allowance

10.8

10.8.1
The deputation (duty) allowance shall be admissible at the
following rates:
(a) 5% of the employee's basic pay, subject to a maximum of
Rs.500/- p.m. when the deputation is within the same station.
(b) 10% of the employee's basic pay, subject to a maximum of
Rs.1000/- p.m. in all other cases.
10.8.2
The deputation (duty) allowance as above shall be further
restricted as under:
(i)

Pay plus Deputation (Duty) Allowance does not exceed the

maximum of scale of pay of ex-cadre post;

Page 68 of 68

(ii)

(iii)

In the case where pay scales are dissimilar, then pay plus
deputation (duty) allowance plus DA/ADA/IR etc. does not
exceed the pay at the maximum of ex-cadre post plus DA & IR
etc. thereon.
Pay plus deputation (duty) allowance as above shall at no
time exceed Rs.22400/- p.m.
Note: The term "same station" for this purpose will be
determined with reference to the station where the person
was on duty before proceeding on deputation.
Note: When there is no change in the headquarters with
reference to the last post held, the deputation should be
treated as within the same station and when there is change
in headquarters it would be treated as not in the same
station. So far as places falling within the same urban
agglomeration of the old headquarters are concerned, they
would be treated as transfer within the same station.

10.8.3

Special rates of deputation (duty) allowance may be admissible

under separate orders in any particular area on account of the
condition of living there being particularly arduous or unattractive.
Where special rate is more favourable than that under what is
mentioned above, employees deputed to the area will be given the
benefit of the special rate.

10.8.4

Whenever extension of the period of deputation for the fifth

year or the second year in excess of the period prescribed in the
Recruitment Rules is granted, it would be on the specific
understanding that the officer would not be entitled to draw
deputation (duty) allowance. The officers who opted to draw pay in
the scale of the ex-cadre post shall, however, continue to draw pay
in that scale during the extended tenure also.

10.8.5

If any employee with the permission of the competent authority

proceeds on deputation/foreign service from one ex-cadre post to
another ex-cadre post in the same or another organization without
reverting to his parent cadre, and if the second ex-cadre post is at
the same station as the first ex-cadre post, then the rate of
deputation (duty) allowance would remain unchanged.

10.8.6

In case where a person on deputation/foreign service is

transferred by the borrowing authority from one station to another
without any change in the post held by him, the rate of deputation

Page 69 of 69

(duty) allowance will remain the same as was decided at the time of
initial posting and will not undergo any change.
Admissibility of other allowances and benefits while on
deputation/foreign service

10.9

10.9.1

Any project allowance admissible in a project area in the

borrowing organization may be drawn in addition to deputation
(duty) allowance.

10.9.2

Any special pay (now Special Allowance) granted to an

employee in the parent department under FR 9 (25) or a
corresponding rule of parent organization should not be allowed in
addition to deputation (duty) allowance. However, the borrowing
department may allow in addition to deputation (duty) allowance
under special circumstances any special pay attached to the post
held by the employee in his/her parent department, by suitably
restricting the deputation (duty) allowance. This will require the
specific and prior approval of Department of Personnel & Training.

10.9.3

In case special pay is attached to the scale of pay of the excadre post and the employee has opted to draw pay also in that
scale, in addition to his pay in that scale, he will also be entitled to
draw such special pay. However, such special pay will not be
admissible if he has opted to draw grade pay plus deputation
allowance.

10.9.4

Personal pay, if any, drawn by an employee in his parent

department will continue to be admissible on deputation/foreign
service, if he opts to draw grade pay plus deputation allowance. No
deputation allowance on this personal pay will, however, be
admissible.

10.9.5

Increments: The employee will draw increment in the parent

grade or in the grade attached to the deputation post, as the case may
be, depending on whether he has opted for his own grade pay plus
deputation (duty) allowance or the time-scale of the deputation post. If
he has opted for time scale of the deputation post, notional increment
shall also continue to accrue to him in the post held on regular basis
in parent cadre/organization for the purpose of regulation of pay on
reversion back to parent post at the end of tenure.
10.9.6

(a)
Such allowance as are not admissible to regular
employees of corresponding status in the borrowing
organization, shall not be admissible to the officer on

Page 70 of 70

deputation/foreign service, even if they were admissible in the

parent organization.
(b)
Following allowances will be regulated with
mutual consent of the lending and borrowing organizations:
(i)
(ii)
(iii)
(iv)
(v)

HRA/CCA.
Joining Time and Joining Time pay.
Travelling Allowances and Transfer T.A.
Children Education Allowance.
LTC.

(c)
Following allowance/facilities will be regulated in
accordance with the rules as explained against each:
(i)

Dearness Allowance : The employee shall be entitled to dearness

allowance at the rates prevailing in the borrowing organization or in
the lending organization depending on whether he has opted to draw
pay in the time-scale of the ex-cadre post or his own grade plus
deputation (duty) allowance.

(ii)

Medical Facilities : This will be regulated in accordance with the

rules of the borrowing organization.

(iii) Leave : An officer on deputation/foreign service shall be regulated by

the Leave Rules of the parent organization. If, however, an employee
proceeds from vacation department to non-vacation department, or
vice versa, he shall be governed by Leave Rules of the borrowing
organization. At the time of reversion from the deputation post to the
parent cadre, the borrowing organization may allow him/her leave not
exceeding two months. The employee should apply for further leave to
his cadre controlling authority.

Page 71 of 71

11.

TERMINATION & RESIGNATION

11.1

Termination of service of Temporary Government Servants

11.1.1

The conditions of service of temporary government servants are

governed by the provisions in the Central Civil Services (Temporary
Service) Rules, 1965. The services of a temporary government servant
can be terminated under Rule 5(1)(a) of these rules which reads as
under:

11.1.2

Rule 5(1)(a) - The services of a temporary government servant

shall be liable to termination at any time by a notice in writing given
either by the government servant to the appointing authority or by the
appointing authority to the government servant; and ( b) the period of
such notice shall be one month.
(i)
The notice shall be delivered or tendered to the government
servant in person.
Where personal service is not practicable, the notice shall be
(ii)
served on such government servant by registered post
acknowledgment due at the address of the government servant
available with the appointing authority.
(iii)
If the notice sent by registered post is returned unserved, it
shall be published in the official gazette and upon such publication, it
shall be deemed to have been personally served on such government
servant on the date it was published.

11.2

Resignation from service

11.2.1

Resignation must be tendered to the appointing authority in

respect of the service or post in question, who is competent to accept
it. It should be clear and unconditional. Resignation from service will
generally be accepted straightaway. However, before acceptance of
resignation, prior vigilance clearance from the competent authority is
mandatory.

11.2.2

Resignation from service or a post, unless it is allowed to be

withdrawn in public interest by the appointing authority, entails
forfeiture of past service except in the cases for taking up another
appointment whether temporary or permanent with proper permission
under the government. If a government servant applied for the post in
the same or another department through proper channel and on

Page 72 of 72

selection, he/she is required to resign from the previous post for

administrative reasons, it is to be treated as technical resignation and
the past service is to be taken as qualifying service for the purposes of
pension etc. The past service of such government servant also entitles
him the benefits of fixation of pay and the leave due to his/her credit
on the day of resignation. In all cases of acceptance of resignation, the
competent authority shall insist, as a mandatory measure, prior
vigilance clearance, before taking decision on the request for
resignation. When an authority refers a case for vigilance clearance,
the authority competent to accord vigilance clearance should ensure
expeditious consideration of the request. For the purpose of
expeditious disposal of cases of resignation/termination, the check
list (placed at Annexure-VI) prescribed by G.I. MHA, DP&AR OM No.
24011/1/76-Estt(B) dated 17.05.76 may be adopted.

Page 73 of 73

12.

DRESS REGULATIONS

12.1

No uniform is specially prescribed for CBI officers and

personnel. They can wear plain clothes while on CBI duty.

The

clothes, however, should be neat and tidy. For ceremonial occasions,

CBI officers should be in national dress. IPS Officers on deputation to
CBI and other officers on deputation from State Police Forces etc. and
in receipt of uniform allowance should maintain the uniform of IPS or
the parent force. When they are deputed for law and order duty in
any organization outside CBI, they should put on such uniform. If
they are, however, deputed for plain clothes duty outside the CBI,
they should work in plain clothes.

Page 74 of 74

13.
13.1

LEAVE
Provisions relating to leave in respect of central civil
government servants are available in Central Civil Services
(Leave) Rules, 1972 which have come into effect from
01.06.1972. The general conditions regarding grant of leave are
given below:(i)

Leave can not be claimed as of right [Rule 7(1)].

(ii)

Leave of any kind taken earlier can be converted into

leave of any other kind at a later date on an application
made within 30 days of joining duty after leave, by the
employee and at the discretion of the leave sanctioning
authority subject to adjustment of leave salary (Rule 10
as amended vide DoPT Notification No. 14015/2/97Estt(L) dated 31.12.1997). This facility can be availed
only if the employee is in service and not after
retirement25[1].

(iii)

If leave is applied on medical grounds, the employee

should produce (a)
In case of CGHS beneficiary and living in an area
covered by the CGHS at the time of illness - a
medical/fitness certificate in the prescribed proforma
from a CGHS Doctor/Government Hospital.
(b)
In case a government servant who is not a CGHS
beneficiary/who has opted out of the CGHS/who though
a CGHS card holder is not residing in an area covered by
CGHS - a medical/fitness certificate from his Authorised
Medical Attendant.
(c)
In case of hospitalisation/indoor treatment for a
particular disease (e.g. heart, cancer etc.) permitted in a
recognised private hospital - a medical/fitness certificate
from the authorised doctor of such hospital.
(d)
In case of emergency where a non-gazetted
government servant finds it difficult to obtain a medical

25[1]MHA

DP&AR O.M. No. P/12025/2/81-Estt(L) dtd. 02.12.1981

Page 75 of 75

certificate from CGHS/AMA, he may obtain a certificate

from an RMP26[2].
(iv)

Leave sanctioning authority may (a)

Refuse or revoke any kind of leave [Rule 7(2)].
(b)
Commute retrospectively periods of absence
without leave into extra ordinary leave [Rule 32(6)] and
(c)
Secure second medical opinion, if needed, when
leave is applied on medical grounds [Rule 19(3)].

26[2]

(v)

Leave sanctioning authority cannot alter the kind of

leave due and applied for [Rule 7(2)].

(vi)

Earned leave should not ordinarily be denied to any

employee especially in the last 10 years of his career27[3].

(vii)

No leave of any kind can be granted for a continuous

period exceeding 5 years except with the sanction of the
President [Rule 12].

(viii)

Any kind of leave may be granted in combination with or

in continuation of any other kind of leave except Casual
Leave [Rule No. 11].

(ix)

When the period of leave is preceded or followed by

holiday(s) /Sunday/ Saturday/Restricted Holiday then
such holidays shall not be counted as leave. In other
words, the employee shall be deemed to have been
permitted on such holiday(s) without taking leave28[4].

(x)

An employee on leave (including leave preparatory to

retirement) shall not return to duty during the period of
leave except with the permission of the competent
authority [Rule 24 (1) & (2)].

(xi)

An employee on leave should not take up any service or

employment elsewhere without prior sanction from the
competent authority [Rule 13].

(xii)

An employee on leave on medical ground will be allowed

to return to duty only on production of medical

Effective from 01.09.2000 vide DoP&T O.M. No. 13015/3/2000-Estt(L) dtd. 24.08.2000

27[3]DoPT
28[4]MHA

O.M. No. 14028/19/86-Estt.(Leave) dated 29.09.86

O.M. No. 20/37/60-PUB(i) dtd. 07.10.1960 and Rule 22

Page 76 of 76

certificate of fitness in accordance with (iii) above [Rule

24(3)].
(xiii)

If an employee overstays after leave without prior

sanction(a)
The period of overstay will be debited to half-pay
leave account to the extent HPL is available and the
balance period of overstay, if any, left out will be treated
as EOL [Rule 25(1)].
(b)
the entire period of overstay will not be counted
for increment unless such period is commuted as Extra
Ordinary Leave and the EOL is specially allowed to
count for increment.
(c)
The employee will not be entitled for leave salary
for the whole period of overstay.

(xiv) Wilful absence from duty after the expiry of the leave may
entail disciplinary action against the employee [Rule
25(2)].

13.2

(xv)

For the purpose of leave, persons re-employed after

retirement shall be treated as if employed for the first
time [Rule 34].

(xvi)

If the employee intends to go abroad during leave, the

leave sanctioning authority shall take prior approval for
permitting the officer to go abroad29[5].
Earned Leave

(i)
Credit to the EL account of the employee will be made as
under:
(a)
On entering the service 2.5 days per month for
each completed calendar month from the date of joining
to the immediately following 1st January /1st July
rounding up to the nearest full day [Rule No. 27(1)].
(b)
Thereafter, 15 days E.L. is credited on 1st July
and 1st January every year i.e. 30 days E.L. for each
completed year of service [Rule 26(1)(a)].

29[5]CBI

HO Circular No. DPWSU2003/00907/14/6/2003 dated 18.9.2003

Page 77 of 77

(c)
On the date of retirement/removal from
service/dismissal/death while in service @ 2.5 days per
month for each completed calendar month in the
relevant half year, rounding up to the nearest full day
shall be credited [Rule 27(2)] and
(d)
Whenever joining time is not fully utilised for the
reasons that the employee is ordered to join the new
post at a new place of posting without availing of full
joining time to which he is entitled or the employee
proceeds alone to the new station without availing full
joining time and later takes his family within permissible
time for claiming TA for the family, the joining time
admissible subject to a maximum of 15 days, as reduced
by the number of days actually availed shall be credited
to E.L. account. However, the total credit of E.L. and
unutilised joining time shall not exceed 300 days
[26(1)(a)].
The one day joining time for transfer in the same station
if not utilised cannot be credited to E.L. Account.
(ii)

The E.L. to the credit of an employee at the end of

previous half year shall be carried forward to the next
half year and accumulated upto a maximum of 300 days
[Rule 26(1)(b)].

(iii)

When the credit of E.L. at the start of any half year

results in the total accumulation of E.L. being more than
300 days, the 15 days E.L. for that half year shall be
kept separately and set off against the leave availed
during that half year [Rule 26(1)(b) proviso].

(iv)

E.L. Account of the employee will be debited:

(a)

To the extent E.L. is availed of.

(b)
If a government servant has availed of
extraordinary leave and/or some period of absence has
been treated as dies non in a half-year, the credit to be
afforded to his leave account at the commencement of
the next half-year shall be reduced by one tenth of the
period of such leave and/or dies non subject to
maximum of 15 days. (Rule 27(3) r/w DP&AR UO No.
397-LO/80 dated 22.5.80).

Page 78 of 78

(v)

E.L. can be availed upto:

(a)

180 days at any one time [Rule 26(2)].

(b)
300 days in case
retirement [Rule 38(1)].

of

leave

preparatory

to

(c)
300 days in case of Group A Officers if the entire
leave or a portion of it is spent outside India,
Bangladesh, Bhutan, Burma, Sri Lanka, Nepal and
Pakistan provided out of the leave so granted, the leave
spent in India does not exceed 180 days [Rule 26(3)].
(vi)

Earned Leave (and half pay leave) to the credit of an

employee who is dismissed or removed or who resigns
from the service ceases from the date of such
dismissal/removal or who resigns except in following
circumstances:
(a)
When an employee resigns from his post before
taking up a new post under the Government of India.
(b)
When an employee dismissed/removed
service is reinstated on appeal or revision.

from

(c)
When
an
employee
having
retired
on
compensation or invalid pension or gratuity is reemployed [Rule 9].
(vii)

Leave salary for earned leave will be equal to pay for the
period of leave based on pay drawn immediately before
proceeding on leave [Rule 40(1)].
Half Pay Leave (HPL)

13.3
(i)

Credit to the HPL Account is made in advance as under:

(a)
On entering the service 5/3 days per month for
each completed calendar month from the date of joining
to the immediately following 1st January/1st July
rounding up to the nearest full day [Rule 29(2)(a)].

Page 79 of 79

(b)
Thereafter, 10 days on each 1st July and 1st
January every year i.e. 20 days HPL for each completed
year of service [Rule 29(1)] and
(c)
On the date of retirement/ resignation/removal
from service / dismissal/ death while in service @ 5/3
per month for each completed calendar month in the
relevant half year rounding up to the nearest full day
[Rule 29(2)(b)(c)].
(ii)

Debit to HPL Account is made:

(a)
To the extent it is availed.
(b)
When the commuted leave is availed - double the
number of days so availed [Rule 30(1)(d)].
(c)
When the employee avails leave not due [Rule
31(1)(c)].
(d)
1/18th of the period of dies non in a half year
subject to a maximum of 10 days shall be reduced from
the half pay leave to be credited for the next half of year
(Rule 29(2)(d)].
(e)
When the employee overstays after leave without
prior sanction, number of days he so overstays [Rule
25].

(iii)

HPL can be (a)

Availed with or without medical certificate {Rule
29(4)].
(b)
Converted into full pay leave as commuted leave if
leave applied for is on medical ground [Rule 30(1)] or
(c)
Converted into full pay leave as commuted leave
upto a maximum of 180 days during the entire service to
be utilised for approved study course [Rule 31(1)(a)].

(iv)

HPL to temporary employee can be granted on

satisfaction of the sanctioning authority that the
employee will return to duty on expiry of the leave. But
this benefit is not available in case of an employee
declared completely and permanently incapacitated for
further service [Rule 29(5) proviso].

(v)

Leave salary will be half of the amount of leave salary on

EL [Rule 40(3)].

Page 80 of 80

13.4

Commuted Leave
(i)

Commuted leave can be taken (a)

with medical certificate upto a maximum of one
half of the amount of HPL due to an employee [Rule
30(1),
(b)

without medical certificate:

-

upto a maximum of 180 days during the

entire service for an approved course of
study certified to be in public interest [Rule
31(1)(a)];

upto a maximum of 60 days by a female

employee in continuation of maternity leave
[Rule 43(4)(b)];

upto a maximum of 60 days by a female

employee having less than 2 living
children, on adoption of a child less than
one year [Rule 43(A)].

(ii)

Commuted leave can be granted only when leave

sanctioning authority is satisfied that the employee will
return to duty after expiry of the leave [Rule 30(1)(a)].

(iii)

Commuted leave can be granted at the request of the

employee even when EL is at the credit of the employee
[Note to Rule 30].

(iv)

Commuted leave cannot be granted as leave preparatory

to retirement.

(v)

When commuted leave is taken twice the number of days

so taken is debited to HPL account [Rule 30(1(d)].

(vi)

When an employee on commuted leave, resigns or retires

voluntarily without returning to duty, commuted leave
will be treated as HPL and the excess of leave salary, if
any, will be recovered except when the employee retires
due to ill-health incapacitating him for further service or
dies [Rule 30(2)].

Page 81 of 81

(vii)

Leave salary for the period of commuted leave will be

equal to the pay drawn immediately before proceeding
on leave [Rule 40(4)].
Leave Not Due (LND)

13.5
13.5.1

This is granted in the following situations:

(a)
Leave not due is normally granted to permanent
employees.
(b)
LND may be granted to temporary employees in
certain special cases.
(c)
It is granted when the employee has no HPL to his
credit and requests for LND.
(d)
It is granted only if leave sanctioning authority is
satisfied that there is reasonable prospect of the
employee returning to duty after the leave [Rule 31(1)(a)].
Conditions applicable for granting Leave not due

13.5.2
(LND)

The following conditions will be applicable:

(i)

Leave not due is granted only on production of medical

certificate except in following cases [Rule 31(1)]:
(a)
female
employees
applying
for
continuation of maternity leave [Rule 43(4)];

LND

in

(b)
female employees with less than two living
children applying for LND on adoption of a child less
than one year [Rule 43(A)].
(ii)

The amount of LND shall be limited to (a)

the HPL, the employee
subsequently Rule [31(1) (b)]; and

is

likely

to

earn

(b)
a maximum of 360 days in the entire service Rule
[(31) (1)].
(iii)

LND shall be debited to the HPL account of the employee

[Rule 31(1)(c)].

Page 82 of 82

(iv)

LND should not be granted as leave preparatory to

retirement [Rule 31(1)].

(v)

LND can be granted to temporary employees with a

minimum of one year service and suffering from TB,
Leprosy, Cancer or Mental illness, if the post from which
the employee proceeds on leave is likely to last till his
return from leave and on fulfillment of other conditions
for grant of leave not due [Rule 31(1A)].

(vi)

Leave salary for leave not due will be half of the amount
of leave salary on EL [Rule 40(3)].

(vii)

If an employee, on LND resigns/retires voluntarily

without returning to duty (a)

the LND will be cancelled,

(b)
the retirement or resignation shall take effect from
the date of commencement of leave
(c)
leave salary paid, if any, will be recovered [Rule
31(2)(a)].
(viii)

If an employee having availed LND, returns to duty but

resigns or retires before earning such leave, the leave
salary paid for the days of leave not earned will be
recovered [Rule 31(2)(b)].

(ix)

However, leave salary shall not be recovered if the

employee retires due to ill health incapacitating him for
further service or is compulsorily retired prematurely or
dies [Proviso to Rule 31(2)].
Extra Ordinary Leave (EOL)

13.6

This can be granted under the following conditions:

(a)

EOL is granted when (i) no other leave is admissible; or

(ii) other leave is admissible, but the employee requests
for EOL in writing [Rule 32(1)].

(b)

EOL cannot be granted concurrently to run with the

notice period in case of voluntary retirement.

Page 83 of 83

(c)

EOL can be granted to apprentices as well [Rule

33(3)(b)].

(d)

The EOL granted in one occasion shall not exceed:

(i)
For permanent employees : Maximum 5 years for
all kinds of leave. No separate limit for EOL [Rule 12].
(ii)

For temporary employees:

3 months
general
limit
for
all
employees, whether with or without medical
certificate [Rule 32(2)(a)].
6 months
for employees with minimum
one year continuous service, against medical
certificate for common ailments [Rule 32(2)(b)].
18 months for employees with minimum
one year continuous service undergoing treatment
for pulmonary tuberculosis (TB) or pleurisy, TB of
any other part of the body, leprosy, cancer or
mental illness[Rule 32(2)(d)].
24 months for
an
employee
with
minimum three years continuous service, for the
purpose of prosecuting studies, certified to be in
the public interest [Rule 32(2)(e)]. This period can
be further extended. If the employee undertakes
to return to duty after leave and work for at least
another 3 years [Rule 32(3)].

(iii)
For SC/ST employees : leave required for
attending the Pre-Examination Training Course at the
notified centres, without any limit [Rule 32(4)].
(e)

Two spells of EOL intervened by any other leave will be

considered as one spell for applying limit as above [Rule
32(5)].

(f)

EOL can be granted to regularise periods of absence

retrospectively [Rule 32(6)].

(g)

EOL without medical certificate will be counted for the

purposes of promotion under Time Bound One
Promotion (TBOP) Scheme.

Page 84 of 84

(h)

Maternity Leave

13.7
13.7.1

No Leave salary is admissible for extraordinary leave

[Rule 40(5)].

Maternity leave is admissible to married / unmarried

female employees during:
(i)
(ii)

pregnancy - maximum upto 135 days only to employees

with less than two surviving children,
admissible maximum of 45 days in the entire service in
connection with miscarriage/abortion. The application
for this purpose should be accompanied by a certificate
from a Registered Medical Practitioner for NGOs and
from AMA for GOs (Rule 43).

13.7.2

The maternity leave is not debited to the leave account.

It is granted on full pay. It may be combined with any other
kind of leave. Maternity leave is not admissible for threatened
abortion (Rule 43 (2)(4)(5).

13.7.3

Any leave (including commuted leave upto 60 days and

leave not due) may be taken without medical certificate upto
one year in continuation of maternity leave (Rule 43(4).

13.7.4

Maternity leave counts as service for increment and

pension [(FR 26 (b) & Rule 26 of CCS (Pension) Rules].

13.8

Paternity Leave
Paternity leave is admissible to male government servant
with less than two surviving children for a maximum of 15 days
during wifes confinement. This leave is not to be debited to the
leave account. It may be combined with any kind of leave
except casual leave. It should be applied upto 15 days before or
upto 6 months from date of delivery30[6].

13.9
13.9.1

30[6]Rule

Special Disability Leave

It is admissible to all employees when (a) disability is
caused by injury intentionally or accidentally inflicted or
caused in, or in consequence of, the due performance of official
duties or in consequence of the official position, (b) when

43 GOI decision (b) & DP&T OM No. 13018/1/97-Estt. (Leave) dated 7.10.97

Page 85 of 85

disabled by illness incurred in the performance of any

particular duty which has the effect of increasing liability to
illness or injury beyond the ordinary risks attaching to the civil
post held, under the same condition (Rule 45).
13.9.2

The disability as above should have manifested within

three months of the occurrence to which it is attributed and
the person disabled acted with due promptitude in bringing it
to notice. The leave sanctioning authority, if satisfied as to the
cause of disability, may relax the condition and grant leave in
case where disability has manifested more than three months
after the occurrence of its cause.
The disability under the
above should be certified by an Authorised Medical Attendant
to be directly due to the performance of the particular duty.

13.9.3

The period of leave will be certified by an Authorised

Medical Attendant subject to a maximum of 24 months. It may
be combined with any other kind of leave. It will count as
service for pension. It will not be debited to the leave account
(Rule 44(3).

13.9.4

The leave salary for the first 120 days will be the pay last
drawn and for the remaining period it will be equal to leave
salary during half pay leave. The appointing authorities are
competent to sanction special disability leave (Rule 44(7).

13.10

Hospital Leave

13.10.1

Hospital leave is admissible to such Group - C

employees whose duty involves handling of dangerous
machinery, explosive material, poisonous drugs and the like, or
the performance of hazardous task and also to Group - D
employees while under medical treatment in a hospital or
otherwise for illness or injury directly due to risks incurred in
the course of official duty (Rule 46(1).

13.10.2

Medical certificate from an Authorised Medical Attendant

is necessary for the grant of this leave. It may be granted for
such period as the authority granting the leave may consider it
necessary [Rule 46 (2)(3)].

13.10.3

Hospital leave may be combined with any other kind of

leave due and admissible provided the total period of leave does
not exceed 28 months. The leave salary for the 120 days will
be the pay last drawn and for remaining period it will be equal

Page 86 of 86

to leave salary during half pay leave. The Hospital Leave is not
to be debited to the leave account (Rule 46(4).
13.11

Study Leave

13.11.1

It is granted to a government servant who has

satisfactorily completed period of probation and rendered not
less than five years of regular continuous service including the
period of probation for undergoing a special course consisting
of higher studies or specialized training in a professional or
technical subject having a direct and close connection with the
sphere of his duties or being capable of widening his mind in a
manner likely to improve his ability as a civil servant ( Rule
50(1), (2) & (5).

13.11.2

Ministry/Department of Central Government is the

competent authority for sanctioning the study leave.
The
course for which the study leave is granted should be certified
to be of definite advantage to government from the point of view
of public interest. The official on his return should submit a
full report on the work done during the study leave.

13.11.3

The study leave is not granted (i) for studies out of India
if facilities for such studies exist in India, & (ii) to an official
due to retire within three years of the return from the study
leave. It may also not be granted to some officials with such
frequency as to remove him from the contact with his regular
work or causes cadre difficulty owing to his absence on leave
(Rule 50(4)(5) & (6)).

13.11.4

The maximum period of study leave is 24 months in the

entire service and may be granted at a stretch or in different
spells. The study leave can be combined with any other leave
due, but maximum period of continuous absence including
vacation if any, but excluding extraordinary leave should not
exceed 28 months generally, and 36 months for the courses
leading to Ph.D. degree (Rule 51 & 54).

13.11.5
The leave salary in case of Study leave outside India is
admissible as pay last drawn plus D.A., HRA, CCA and in addition
study allowance admissible. In case of study leave in India, Study
allowance is not admissible. HRA and CCA are payable for the first
180 days and beyond 180 days will be subject to the production of
prescribed certificate for drawal.

Page 87 of 87

13.12

Casual Leave

13.12.1

It is not a recognized form of leave and is not subject to

any rule made by Government of India. An official on casual
leave is not treated as absent from the duty and pay is not
intermitted.

13.12.2

Casual Leave can be combined with Special Casual

Leave but not with any other kind of leave. It cannot be
combined with joining time. Sundays and holidays falling
during a period of casual leave are not counted as part of
casual leave. These holidays can be prefixed or suffixed with
the casual leave. Casual leave can be taken while on tour, but
no DA will be admissible for the period of casual leave availed
on tour. LTC can also be availed during casual leave. Half a
days casual leave can also be availed of.

13.12.3

to a government servant is entitled Eight days casual

leave during a calendar year. An individual appointed and
joining duty during the middle of year may avail of casual leave
proportionately or to the full extent at the discretion of the
competent authority. Casual leave normally is not granted for
more than 5 days at any one time except under special
circumstances.

13.12.4

Half a days casual leave availed of in the second half is

also permitted to be combined with regular leave on certain
compelling grounds [Rule 11 (GOD) (2)].

13.13

Special Casual Leave

13.13.1

In sports events admissible upto a maximum of 30 days

in a calendar year for attending (a) coaching of training camps
under Rajkumari Amrit Kaur Coaching Scheme or similar All
India Coaching or training schemes; (b) coaching or training
camps at the National Institute of Sports, Patiala; (c) coaching
camps in sports organized by National Sports Federation/
Sports Boards recognized by government.

13.13.2

Admissible upto a maximum of 10 days in any one year

for participating in Inter-Ministerial and Inter-Departmental
tournaments and sporting events held in and outside Delhi.
Special casual leave may also be granted to a sportsman
getting seriously injured or being hospitalized during the

Page 88 of 88

sporting events subject to the overall ceiling of 30 days in a

calendar year.
13.13.3

13.13.4

Special casual leave of 15 days in a calendar year is also

admissible for taking part in cultural activities like dance,
drama, music and also for taking part in dancing and singing
competition at religious, national and international level
organized by Government of India / Government sponsored
bodies.
Special Casual Leave for family planning:
(a) Male Employees - admissible maximum of 6 working
days for vasectomy operation. If he undergoes the said
operation for a second time due to failure of the first,
another 6 days will be admissible on the production of
medical certificate. Maximum 21 days are admissible for
undergoing recanalization operation. Maximum of 7
days if his wife under-goes tubectomy, laproscopy or
salpingectomy operation. The leave should follow the
date of operation.
(b) Female employees - admissible maximum of 14 days
for tubectomy/laproscopy operation. If she undergoes
the operation for a second time due to failure of the first,
maximum of 14 days will be admissible for the second
time. Maximum of 14 days admissible for salpingectomy
operation after Medical Termination of Pregnancy (MTP).
Maximum of 21 days admissible for undergoing
recanalization operation. Admissible for one day on the
day of operation when her husband undergoes
vasectomy
operation, and also for IUCD/IUD
insertion/re-insertion.

13.13.5

Extension/Additional Special Casual Leave

(i)
admissible for the period of hospitalization if the concerned
employee is hospitalized on account of post-operational
complications, (ii) Admissible for 7 days in case of vasectomy
operation and 14 days in case of tubectomy operation if the
employee does not remain hospitalized after sterilization
operation but is not fit to resume duty.

13.13.6

Special Casual Leave for sterilization operation is not

admissible to casual labourers with temporary status since the
benefit is admissible to regular employees only.

Page 89 of 89

13.14

Powers for sanctioning of Leave in respect of CBI

personnel:
Leave except special casual leave to NGOs of all rank
posted in a branch is sanctioned by the Supdt. of Police as
Head of Office of the branch. Leave to Gazetted Officers
(Group-B) is sanctioned by DIG and to (Group-A) of and above
the rank of SP by Director, CBI.

Encashment of Leave:

13.15

The authority competent to sanction leave should

automatically grant lump sum cash equivalent of leave salary
admissible for the number of days of earned leave at the credit
of the employee on the last day of his service, subject to a
maximum of 300 days including the number of days, for which
encashment was availed along with LTC [Rule 39(2)(b)] &
[39(D), GID 17) :
(i)

Admissible on retirement
superannuation;

attaining

the

age

of

(ii)

When the service is extended in public interest beyond

superannuation, after extension;

(iii)

When an employee is invalid from service on medical

grounds;

(iv)

When an employee resigns or quits service on his own

accord, the lumpsum cash payment will be only to the
extent of half of the earned leave at his credit subject to
a maximum of 150 days including the number of days
for which encashment was availed along with LTC, on
the date of cessation from service;

(v)

On premature retirement under FR56(j) or (l) or Rule 48

of CCS (Pension) Rules;

(vi)

On voluntary retirement under FR 56(k) or (m) or Rule

48 or 48-A of CCS(Pension) Rules;

(vii)

On compulsory retirement as a measure of penalty when

no reduction in pension is ordered.

Page 90 of 90

Encashment of Half Pay Leave:

13.16

Officials covered by (i), (v) and (vi) above and those

permanent/ quasi-permanent employees retired on invalidation
will also be entitled to cash equivalent to half pay leave at their
credit. Encashment of earned leave up to 300 days (including
the number of days for which encashment was availed along
with LTC) should, as usual, be allowed in their cases, even if
the period goes beyond their normal date of superannuation. If
, however, the benefit of encashment of half pay leave is also
availed of, the period of HPL plus EL should not extend beyond
their normal date of superannuation. This restriction is not
applicable to those retiring on superannuation. The cash
equivalent for half pay leave is subject to reduction on account
of pension, relief on pension and pension equivalent to
Retirement Gratuity. If the cash equivalent to half pay leave
falls short of the total of pension, pension equivalent to
Retirement Gratuity and relief on pension, cash equivalent for
the half pay leave is not payable [Rule 39(5)].
Encashment of EL during LTC

13.17

Encashment of EL while availing LTC will be admissible

subject to the following conditions:

13.18

(i)

Limited to 10 days of EL on one occasion and 60 days

in the entire service.

(ii)

Will be taken into account while computing the

maximum admissibility for encashment at the time of
quitting service.

(iii)

At least equal number of days of EL should be availed

along with encashment.

(iv)

The balance at credit should be not less than 30 days

after deducting the total of leave availed plus leave for
which encashment was availed [Rule (39-D, GOD(17)].
Amount payable for Encashment of Earned Leave:

The lump sum will consist of (i) leave salary and (ii) DA
(for the first 300 days only).
It will not include
HRA/CCA/Special Increment granted for promoting small
family norm.

Page 91 of 91

14.

NO OBJECTION CERTIFICATE FOR HIGHER

STUDIES & CHANGE OF JOBS

14.1

Permission for joining educational institutions

government servants outside normal working hours

by

14.1.1

Ordinarily there can be no objection to the pursuit of

knowledge by government servants in their leisure hours. But this
must be subject to the condition that such pursuit does in no way
detract them from efficient discharge of their duty. Wherever found
necessary, the administrative authorities may require that
government servants under their control should take prior
permission before joining educational institutions or courses of
studies for University degrees, as the joining of educational
institutions involves commitment about attendance at specific hours
and absence from duty during period of examinations. Ordinarily,
permission is to be granted but with a view to dealing with cases
where it is noticed that the government servant has been neglecting
his duties for the sake of his studies, a condition may be attached
saying that the permission may be withdrawn at any moment
without assigning any reasons. This will, of course, be without
prejudice to any other departmental action being taken where mere
withdrawal of the permission is not considered adequate31[1].

14.1.2

As per H.O. letter No. DPAD4/2000/87/8/1/2000 dated

4.2.2000 (Annexure-VII) permission for higher studies/vocational
courses in respect of officers upto the rank of DIG and
Administrative Officers can be granted by Special Director.

14.1.3

Permission for higher studies will be allowed subject to the

following conditions:
a)
b)
c)
d)

The permission can be withdrawn at any time.

He will have to proceed on tour whenever
asked/required.
Official duties will not be affected at any time in any
way.
Permission will not confer any right for granting any
leave for preparation/appearing in examination.

31[1]

Also see G.I. MHA OM No. 25/27/52-Estts. dated 3.5.52 and G.I. MHA O.M. No. 130/54Estt.(A) dated 26.2.1955

Page 92 of 92

e)

f)

Request for leave will be considered according to official

needs/exigencies of service at the appropriate time.
The permission will not be a ground for continued stay
at the same station and he could be transferred to some
other station as and when the official exigencies so
require.
Permission will not be a ground for extension of
deputation period in case of a deputationist.

14.2

Forwarding of applications for other employment

14.2.1

General Principles
Government of India issues guidelines from time to time in
respect of sending of the applications for other employment.
According to these guidelines, a final decision whether a particular
application should be forwarded or not rests with the authority
through whom the application has to be forwarded. While taking a
decision in the matter, the authority concerned has to balance the
interest of the State against the necessity of avoiding hardship to the
individual.

14.2.2

When the conduct of a government servant is under

investigation and the same has not reached the stage of issue of
prosecution sanction or issue of chargesheet or filing of chargesheet
for criminal prosecution in a court of law, his application will be
forwarded with brief comments on the nature of allegation.
Applications for appointments, by direct recruitment, deputation or
absorption will not be considered or forwarded if :
(i)

the employee is under suspension; or

(ii)
disciplinary proceedings are pending against him and a
chargesheet has been issued; or
(iii)
sanction for prosecution, where necessary, has been
accorded by the Competent Authority; or
(iv)
where a prosecution is not necessary, a chargesheet has
been filed in a court of law against him for criminal
prosecution.
14.2.3

Applications for appointment in the same or other Central

Government Departments can be forwarded.
In the event of
appointment of
permanent government servant in another

Page 93 of 93

department, a lien will be retained for a period of two years in parent

department which may be extended by one more year if there is delay
in confirmation in the borrowing department. Thereafter, they should
either revert to parent department or resign. An undertaking to this
effect
will be taken from the applicant while forwarding the
applications. In the case of temporary government servants, an
undertaking will be obtained while forwarding applications to the
effect that they would resign in the event of their selections in other
departments.
14.2.4

Applications
of
permanent
government
servants
for
appointment in Public Sector Undertakings, incorporated or not,
wholly or substantially by the Central/State Government and in
autonomous, semi-Government organisations may be forwarded and
their lien retained for two years or till their permanent absorption.
An undertaking will be obtained for acceptance of the following
conditions:
(a)

(b)

(c)

Leave salary/pension contribution will be paid to

government by the organisation or the government servant
himself.
Pay allowed to him in the organisation should neither be
less than the minimum of the scale of post in the PSU nor
shall it exceed the maximum of that scale and will be
regulated as per the provisions in G.I., Department of
Personnel & Training, OM. No.2/29/91-Estt.(Pay-II), dated
5.1.1994.
Before permanent absorption, the organisation concerned
should be given prior intimation to the parent office so
that resignation of the employee could be accepted before
absorption.

14.2.5

In the case of temporary government employee, an undertaking

to the effect that they will resign in the event of their selection by the
undertakings, will be obtained before forwarding of the application.

14.2.6

Based on the government instructions as mentioned above, the

CBI, Head Office has issued instructions on the subject from time to
time. A gist of the same is given below for guidance and strict
compliance by all the CBI Branches:
(i)

All applications submitted in response to a

circular/advertisement (for the posts carrying higher pay
scales) shall be forwarded to the Head Office for further
action. Applications not submitted in response to any
advertisement or circular shall not be forwarded.

Page 94 of 94

(ii)

The applications of eligible CBI employees completed in

all respects should be sent to the CBI Head Office
through their controlling officers at least 15 days before
the last date, after following all the codal formalities
published in the concerned advertisement.

(iii)

Every employee may be permitted to apply for outside

post not more than four times in a year. However, where
government servants apply for the post in response to
advertisements made by UPSC/SSC, it shall not be
counted against the number of times specified here.

(iv)

The government servants who wish to appear at a

competitive examination conducted by UPSC/SSC, may
submit their applications directly to the Commission
under intimation to their Controlling Officers. If the
Head of Office/Department considers it necessary to
withhold permission, UPSC will be intimated accordingly
within 45 days of the closing date for receipt of the
application by it. If no intimation is received by UPSC
within the stipulated time, permission will be deemed to
have been given. The same principles would apply to the
applications meant for Staff Selection Commission.

(v)

An undertaking should be obtained from the government

servants to the effect that in case of his selection, he will
tender his resignation as required under the Rules.

(vi)

The applications of only such employees should be

forwarded who could be relieved of duties in the CBI in
case of their selection to the new post.

(vii)

It will be open to the Controlling Officer concerned as

well as the Director, CBI to withhold an application
keeping the public interest in view and after recording
the reasons thereof.

(viii)

It will not be a matter of right for any employee to have

his application forwarded. Forwarding of application will
be considered on merit.

(ix)

(ix)
The above guidelines are only illustrative and not
exhaustive.

Page 95 of 95

15.

PENSION

15.1

An employee governed by the Pension Scheme gets a recurring

monthly payment termed as pension for life on reaching the age of
superannuation or if he is retired earlier in accordance with the
rules/regulations/orders on the subject. Gratuity is lump sum
payment granted to the employee at the time of death/retirement for
the service rendered by him. Both Pension and Gratuity are
determined with reference to the length of his service and the pay
drawn by him.

15.2

The provisions relating to Pension and Gratuity including

family pension which were spread over the Civil Service Regulations
and various executive instructions, were codified in 1972, in the
form of Statutory Rules entitled -The Central Civil Services
(Pension) Rules, 1972 which came into force with effect from Ist
June, 1972.

15.3

The normal age of superannuation of a permanent government

servant in Group-A to Group-D services is 60 years.

15.4

Types of pension
Pensions are of two kinds, viz Ordinary and Extraordinary.
While the Ordinary pension is regulated by the CCS(Pension) Rules,
1972, the Extraordinary pension is regulated by the CCS
(Extraordinary Pension) Rules {Appendix 3 of CCS (Pension) Rules}.
Ordinary pension is further divided into various classes. The
following are the different classes of pension which may be granted,
as per admissibility, to a government servant on his retirement from
service:
(i)

Superannuation pension (Rule 35 A): Superannuation

pension shall be granted to a government servant who is
retired on attaining the age of superannuation (i.e. 60
years).

(ii)

Retiring pension (Rule 36): A retiring pension shall be

granted:
a)
to a government servant who retires, or is retired
in advance of the age of superannuation retirement in

Page 96 of 96

accordance with the provisions of Rule 48 or 48-A of

the pension rules or Rule 56 of the Fundamental Rules.
(b)
to a government servant who on being declared
surplus, opts for voluntary retirement in accordance
with the provision of Rule 29 of these rules.

32[1]For

(iii)

Pension on absorption in or under a Corporation,

Company or Body (Rule 37): Retirement benefits shall
be granted to a government servant who is permanently
absorbed in a service or post in or under a corporation,
company or body owned or controlled or financed by the
government, provided the permanent absorption is
permitted by the government32[1].

(iv)

Invalid pension ( Rule 38): Invalid Pension shall be

granted to a government servant after being declared by
the competent medical authority to be permanently
incapacitated for further service. A government servant
who desires to retire on invalid pension should apply to
his Head of Office who will direct the applicant to the
appropriate Medical Authority for examination.
A
certificate of incapacity for service obtained by the
government servant without the prior knowledge of the
Head of Office is invalid (Note below Rule 38).

(v)

Compensation pension (Rule 39) :

Compensation
Pension shall be granted to a government servant who is
discharged from public service on account of abolition of
his permanent post and when suitable appointment of
equal rank cannot be found or offer of a lower post is
not accepted by him.

(vi)

Compulsory
retirement
pension
(Rule
40):
Compulsory retirement pension
is granted to a
government servant who is compulsorily retired from the
government service as a measure of penalty by the
competent authority. Such pension or gratuity or both
will not be less than two third nor more than full
compensation pension or gratuity or both admissible on
the date of compulsory retirement.

detailed orders on permanent transfer of government servants to PSUs and

Autonomous Bodies etc. see Appendix 12 of CCS (Pension) Rules 1972.

Page 97 of 97

(vii)

15.5

15.6

Compassionate allowance (Rule 41) : A government

servant who is dismissed or removed from service shall
forfeit his pension and gratuity.
The authority
competent to dismiss or remove him from service may, if
the case is deserving of special consideration sanction a
Compassionate allowance not exceeding, two-thirds of
pension or gratuity or both which would have been
admissible to him if he had retired on compensation
pension.

The quantum of pension/gratuity depends upon length of

Qualifying Service, Average Emoluments and Emoluments.
Qualifying Service

(QS) and its calculation:

15.6.1

The service reckoned for pensionary purposes is known as

Qualifying Service. Qualifying service of a government servant shall
commence from the date he takes charge of the post to which he is
first appointed either substantively or in an officiating or temporary
capacity provided
that it is followed without interruption by
substantive appointment in the same or another service or post and
ends on the date of retirement or date of death. The service of a
government servant shall not qualify unless his duties and pay are
regulated by the government or under conditions determined and
paid by that government from the Consolidated Fund of India or a
Local Fund administered by that government. It does not include
service in a non-pensionable establishment unless such service is
treated as qualifying service by that government.

15.6.2

All kinds of service do not earn pension. The conditions laid

down
for
various
services
like
probation/training/EOL/suspension/
deputation/State
Govt.
service/ autonomous body/Military /contingent service overstayal of
leave or joining time etc. as in Chapter -III of CCS (Pension) Rules,
1972 as to whether it qualifies for pension/gratuity or otherwise
may be examined carefully while the service is reckoned for
pensionary purposes. Also resignation, removal or dismissal entails
forfeiture of past service (Rule 24 & 26).

15.7

15.7.1

Additions to Qualifying Service (QS) on voluntary

retirement (Rules 48-B):
A government servant who elects to retire under Rules 48(1) (a)
or Rule 48-A or clause (k) of Rule 56 of the FR gets the benefit of
additions to the Qualifying Service upto maximum of 5 years subject
to the condition that the total qualifying service rendered by the
government servant does not in any case exceed 33 years and it
does not take him beyond the date of superannuation.

Page 98 of 98

Government servant who opts to retire under Rule 29 or Rule

30 is also eligible for addition to QS subject to certain conditions.
The weightage of five years shall not be admissible in cases of those
government servants who are pre-maturely retired under Rule
48(1) (b) or FR 56 (j).
15.7.2

The Net Qualifying service for the purpose of Pension and

Gratuity is calculated as under:
Years Months Days
Gross Service
-----------Less periods of Non-Qualifying Service -----------Balance Qualifying Service
-----------Add weightage & past service
-----------Net Qualifying Service
-----------Note: Month means Calendar month.

15.7.3

Rounding of Qualifying Service (QS) [Rule 49 (3)]:

(applies to both Pension and Death/Retirement Gratuity)
Qualifying service
should be in completed six-monthly
(completed half year) period (SMPs). It is subject to a maximum of
66 Six Monthly Periods. The fraction of a year in the Qualifying
Services should be reckoned in the following manner:
Less than 3 months
3 months and above

9 months and above

15.8

Nil
One SMP (Six Monthly Period)
but less than 9 months
Two SMPs (Six Monthly
Period)

Verification of service for the purpose of pension after 25

yrs. of service, or 5 yrs. before retirement (Rule 32):
On a government servant completing 25 years of service or on
his being left with 5 years of service before the date of retirement,
whichever is earlier, the head of office in consultation with the
accounts officer shall, in accordance with the rules for the time
being in force, verify the service rendered by such a government
servant, determine the qualifying service and communicate to him,
in Form 24 (Annexure-VIII), the period of qualifying service so
determined. In order that the settlement of pension cases of the
officers/officials working in CBI are not delayed the Head of Office

Page 99 of 99

i.e. the SP in charge of the branch should ensure that the services
rendered by each officer/official are duly verified at the end of the
year i.e. in April each year and a verification certificate noted
accordingly in the Service Book/Service Sheet. In case it is found
that there are break or breaks in the services of a government
servant, action should be taken sufficiently in advance to have the
break condoned, if permissible.
Emoluments (Rule 33):

15.9

Emoluments means basic pay as defined in FR 9(21)(a) (i) +

Non-practicing Allowance + Stagnation Increment. Gratuity
admissible will be on the basis of emoluments drawn immediately
before his retirement/death while in service where as pension will be
on the basis of average of the emoluments drawn during the last ten
months of service. With effect from 1.1.1996 Dearness Allowance
drawn on the date of retirement/death in service is reckoned as
emoluments for the purpose of retirement/death gratuity only and
for no other purpose. {(FR 9(21)(a)(i)}33[2].
Average Emoluments(AE) (Rule -34 ):

15.10

As explained already, it is one of the factors determining the

quantum of pension. Average emoluments shall be determined with
reference to the emoluments drawn by a government servant during
the last ten months of his service.
AE

= Total emoluments of last ten months

10
Note: Average emoluments should not be rounded off.
Certain events occurring during the last
10 months as
described under rule 34 should be taken into consideration while
determining the average emoluments. The calculation of average
emoluments is to be based on the actual number of days contained
in each month. A month for this purpose may be reckoned as
consisting of thirty days.
15.11

Calculation of Terminal Benefits:

15.11.1

Service Gratuity/Rule 49 (1) :

It is lump-sum payment payable in lieu of pension to a
government servant retiring before completing qualifying service of

33[2]Also

see Rule 33 & GIDs (4) thereunder

Page 100 of 100

ten years. It is calculated at the rate of one half months emolument

for every completed six monthly period (SMP).
15.11.2

Retirement Gratuity (Rule 50 (1)(a):

A government servant who has completed 5 years of qualifying
service and has become eligible for service gratuity or pension
under rule 49 shall on his retirement be granted retirement gratuity
equal to 1/4th of his emoluments for each completed six monthly
period of qualifying service subject to maximum 16-1/2 times of
emoluments, provided it does not exceed Rupees Three Lakh and
fifty thousand in the case of retirements on or after 1.1.1996.

15.12 Death Gratuity:

If a government servant dies while in service, the Death
Gratuity shall be paid to the person(s) on whom the right to receive
the gratuity is conferred by means of a nomination under Rule 53.
Death Gratuity shall be paid at the rates given below:
Length of service

Rate of death gratuity

Less than one year

2 times of emoluments

One year or more but less

than 5 years

6 times of emoluments

5 years or more but less 12 times of emoluments

than 20 years
20 years or more

Half of emoluments for every

completed SMP of QS subject to
a maximum of 33 times of
emoluments
and
maximum
Rs.3,50,000/- only in the case of
death on or after 1.1.1996

15.13 Amount of Pension (Rule 49 (2)(a))

(a) A government servant
retiring
after
completing
Qualifying Service of not less
than 33 yrs
(b) A government servant
retiring before completing QS
of
33
yrs
but
after
completing
10
yrs
of

50% of Average emoluments

(subject to a minimum of
Rs.1275/- and maximum of
Rs.15,000/-)
Proportionate to the amount of
pension admissible for 33 yrs of
QS and in no case the amount
of Pension shall be less than

Page 101 of 101

qualifying service

Rs.1275/-

Calculation of Pension = 50 x AE x SMPs

100 x 66

AE- Average
emoluments
SMPs-Six monthly
Period/QS- Qualifying
Service

Note: Amount of pension finally determined

shall be
expressed in whole rupee. Fraction of a rupee should be
rounded off to the next higher rupee.
Two model calculations (one on superannuation case and
another on family pension) may be seen at Annexure IX.
15.14

Provisional Pension when processing of pension papers is

pending (Rule 64):
The head of office may determine, sanction and disburse the
provisional pension and retirement gratuity to a government
servant if he has not been able to forward the pension papers to
the Accounts Officer before six months of the retirement or accounts
officer has returned the pension papers for eliciting further
information before issue of Pension Payment Order and order of
payment of gratuity and he is of the opinion that the government
servant may retire before his pension and gratuity or both can be
finally assessed and settled. Provisional pension and gratuity are
calculated and sanctioned in the manner prescribed in Rule 64 of
the CCS (Pension) rules which will be further subject to adjustments
made after issue of final payment authority by the Accounts Officer.

15.15

15.15.1

Provisional pension where departmental

proceedings may be pending (Rule 69) :

or

judicial

When departmental or judicial proceedings are pending against

the government servant, Accounts Officer shall authorise 100%
provisional pension on the basis of qualifying service upto the date
of retirement or upto the date preceding the date of suspension if
the government servant was placed under suspension before
retirement. This provisional pension will be paid from the date of
retirement upto and including the date on which final orders are
passed by competent authority after the conclusion of departmental
or judicial proceedings.

Page 102 of 102

15.15.2

No gratuity shall be paid until the conclusion of departmental

or judicial proceedings and issue of final orders thereon. However,
where departmental proceedings have been instituted under Rule 16
of CCS (CCA) Rule 1965 for imposing any of penalties specified in
clauses (i) (ii) and (iv) of Rule 11 of the said Rules, payment of
gratuity shall be authorised34[3].

15.16 Family Pension Scheme 1964 ( Rule 54)

15.16.1

In the event of death of a government servant while in service

or after retirement his/her family is eligible for the grant of family
pension. If the government servant dies :
a)

after completion of one year of continuous service; or

b)

before completion of one year of continuous service

provided the deceased government servant concerned
immediately prior to his appointment to the service or
post was examined by the appropriate medical authority
and declared fit by that authority for government service,

c)

after retirement from service and was on the date of

death in receipt of a pension or Compassionate
Allowance, referred to in Chapter V of CCS (Pension
Rules) 1972, other than the pension referred to in Rule
37 of these rules,

Family for the purpose of Family Pension means as defined in

Rule 54(14)(b) of CCS (Pension Rules), 1972.
15.16.2

Family pension is ordinarily payable to only one person at a

time in the following order(i)
(ii)
(iii)
(iv)

Widow/widower upto the date of death or remarriage,

whichever is earlier.
Sons -upto the age of 25 years.
Unmarried daughters-upto the age of 25 years or
marriage whichever is earlier.
Mentally or physically disabled children for life.

Family pension to children shall be payable in the order of their

birth and the younger of them will not be eligible unless the elder
34[3]For

detailed information please refer to Rule 69 of CCS (Pension) Rules 1972.

Page 103 of 103

next above him/her has become ineligible for grant of family

pension. Normal rate of family pension is 30% of emoluments
subject to a minimum of Rs.1275/- p.m.
15.17

Enhanced rate of family pension

Enhanced family pension is payable from the date following the
date of death for a period upto
(i) seven years from the date following the date of death
(ii) date on which the deceased government servant would have
attained the age of 67 years, had he survived; whichever is
less
After the expiry of the period given above, the family pension
will be payable at normal rate.

15.18

Calculation of family pension when government servant

dies in service :
50% of the last pay drawn by the government servant or twice
the family pension admissible at normal rate whichever is less.

15.19

Calculation of family pension in the event of death after

retirement.
In such cases the pension is calculated at 50% of the pay last
drawn by the government servant or twice the family pension
admissible at normal rate or the pension authorised to government
servant on retirement - whichever is less. If the pension on
retirement is less than normal family pension, the enhanced family
pension will be equal to the normal family pension.

15.20

Miscellaneous provisions relating to Pension :

15.20.1

Nomination Every employee should make a nomination

in a prescribed form conferring on one or more persons, the right to
receive the death/retirement gratuity amount in the event of his
death in service/after retirement before receiving retirement
gratuity. Nomination has to be made in two manners (a) if the
official has a family and (b) if the official has no family (Rule 53).

15.20.2

Sudden death of a government servant - In case of sudden

death of a government servant, the head of office may sanction an
immediate relief to the family of government servant not exceeding

Page 104 of 104

three months pay or Rs.8000/- whichever is less, subject to the

condition that the total amount thus paid in advance, will be
adjusted against the death-cum-retirement gratuity, arrears of
salary or General Provident Fund or any other payment due to the
deceased35[4].
15.20.3
Application for pension - Every government servant shall
submit in writing an application for pension in the prescribed form (Form-5).
15.20.4
Intimation to the Directorate of Estates regarding issue of
No Demand Certificate The Head of the Office shall write to Directorate
of Estates at least two years before the anticipated date of retirement of a
government servant, in case he is in occupation of government quarters, so
that the No demand certificate may be issued in time and the pension case
is not delayed on that account.
15.20.5

Recovery and adjustment of government dues - It is the

duty of every government servant to clear government dues before
the date of his retirement. In case he does not do so, the government
will be within its right to deduct the amount from the death-cumretirement gratuity payable to him.

15.20.6

Preparation of a list of officials due to retire - Every Head of

Department shall have a list prepared every 6 months i.e. on the 1st
of January and the 1st of July each year, of all government servants
who are due to retire within the next 24-30 months of that date. A
copy of such lists shall be supplied to the Pay & Accounts Officer
concerned, not later than the 31st of January or 31st of July. In
case of a government servant retiring for reasons other than by way
of superannuation, the Accounts Officer concerned will be informed
immediately by the Head of Office.

15.20.7

Preparation of pension papers - Every Head of Office shall

undertake the work of preparation of pension papers, two years
before the date on which a government servant is due to retire on
superannuation or on the date on which he proceeds on leave
preparatory to retirement, whichever is earlier. The steps
enumerated in Rule 56 to 61 of CCS (Pension) Rules are to be
strictly followed.

15.20.8

Debarring a person from receiving Gratuity (Rule 51 -A) - If

a person who in the event of death of a government servant is
eligible to receive gratuity, is charged with offence of murdering the
government servant or for abetting in the commission of an offence,

35[4]Appendix

6 of Pension Compilation & GFR 262-264

Page 105 of 105

his claim shall remain suspended till the conclusion of the criminal
proceedings and will be paid his share on his acquittal.
15.21

Commutation of Pension:
Commutation of Pension is covered under the provisions of
Central Civil Service (Commutation of Pension) Rules 1981. These
rules came into effect from 1.7.1981. These Rules are applicable to
government servants who may be permitted or have been authorised
any class of pension.

15.21.1

Eligibility:
i)
All pensioners except those facing disciplinary
proceedings are eligible to get their pension commuted for a
lumpsum payment.
ii)
Those facing disciplinary proceedings (before or after
retirement) can get their pension commuted when disciplinary
proceedings are over.

15.21.2

Amount of commutation :
A government servant is entitled to commute for a lump sum
payment a fraction not exceeding 40% of the pension authorised. A
government servant who is due to retire on superannuation and
desires payment of commuted value of pension being authorised at
the time of issue of pension payment order, shall be eligible to apply
for commutation of a fraction of pension alongwith the pension
papers prior to the date of retirement provided that:
i)

The government servant retires on superannuation

pension only.

ii)

The application is submitted to Head of Office not later

than 3 months before the date of retirement. If
application is submitted late but before the date of
retirement, it can be accepted and authority as far as
possible will be issued by Pay & Accounts Office
alongwith the Pension Payment Order.

iii)

The government shall have no liability for the payment of

commuted value of pension if the government servant

Page 106 of 106

dies before the date of retirement or forfeits claim to

pension before such retirement. If anyone desires to
commute a fraction of that pension any time after the
date following the date of his retirement from service but
before the expiry of one year, he shall apply to Head of
Office in Form-I after his date of retirement. He must
ensure that application duly completed is delivered to
Head of Office early but not later that one year of the
date of his retirement.
15.21.3

Action by Head of Office - He will initial the form indicating

the date of its receipt, acknowledge in Part II and despatch the same
to the applicant. He will complete Part III of form and forward it to
Pay & Accounts Office for issuing the authority.

15.21.4

Commutation without medical examination is allowed in

the case of:
-

Superannuation pension
Retiring pension
Compensation pension
Pension on absorption in a Corporation or Company or
a body controlled/financed by government
Pension granted on conclusion of disciplinary
proceedings.
The application for commutation should be made within one
year from the date of issue of the retirement orders.
15.21.5

Commutation of Pension after medical examination is

allowed in the cases of :
(a)
Retirement on invalid pension
(b)
Compulsory retirement as penalty and is granted
compulsory retirement pension
(c)
Those in receipt of compassionate allowance
(d)
Those who apply for commutation after one year from
the date of retirement.

15.21.6
An applicant should make an application in the prescribed
form to Head of Office. Head of Office will have the applicant
medically examined from the medical board in the prescribed
manner.
15.21.7
An application for commutation on medical certificate can be
withdrawn in the following situations :

Page 107 of 107

(a)
Before medical examination by not appearing before the
medical authority, or
(b)
After medical examination, if pensioner declines to
accept addition in age as directed in medical report, within 14
days of its receipt.
15.22

15.23

15.24

Effect of Commutation of Pension :

(i)

The pension gets reduced by the amount offered for

commutation from the date of receipt of commuted value
of pension (or credit in the bank account of pensioner) or
at the end of three months after issue of authority of
payment, whichever is earlier.

(ii)

When pension is commuted at the time of

superannuation, the reduction in pension is effective
from the date of its inception. However, if commuted
value is not paid within the first month of retirement,
the difference of pension for the period between the date
following the day of retirement and the date preceding
the day commuted value is deemed to have been paid,
shall be authorised by the Accounts Officer.

Commutation
Revision:

of

Provisional

Pension

and

Effect

of

(i)

An employee who received provisional pension, pending

assessment of final pension, shall be
eligible to
commute a part of such provisional pension.

(ii)

If provisional pension is finally revised upwards,

commutation of increased pension may be authorised
without any application from the pensioner.

Payment of Commuted Pension:

The commutation of Pension becomes absolute and the
commuted value becomes payable on :
(a) The date following the date of retirement in cases of
superannuation, if application is made before the date of
retirement (normally the application should reach Head of
Office not later than 3 months before the date of
superannuation but in any case must reach on or before the

Page 108 of 108

date of retirement in which case authority for payment of

commuted value will be issued as soon as possible).
(b) On the date of receipt of application by the Head of
Office for commutation, if applied after the date of
superannuation but within one year.
(c)
On the date of signing the medical report in the case of
commutation after medical examination.
15.25

Calculation of Commuted Value of Pension

The commuted value of pension is calculated as per the
following formula:
Commuted Value = Pension offered for commutation x 12 x
Commutation Factor
Commuted value of pension is to be calculated taking into
account the date of Medical Examination, the age, next birthday &
factor applicable. Amount offered for commutation is expressed in
percentage or fraction of the pension per month. The commuted
value will be rounded off to the next higher rupee. Commutation
factor is the commutation value for a pension of Re.1 per annum.
The Table of the value prescribed from time to time36[5] gives the
commutation factor in respect of age of the pensioner on his next
birthday.

15.26 Restoration of portion of Pension

15.26.1
Commuted portion of pension will be restored after 15 years
from the date of retirement. Prior to 01.4.1985, pensioners were
allowed an optional facility of converting a portion of their pension
into a lump-sum amount and pensioners were getting only the
balance amount (Full pension minus the commuted portion) for the
rest of their life.
15.26.2

36[5]Table

Supreme Court of India in its judgement dated 09.12.1986 in

writ petition of 1983 ruled that pensioners who have commuted the
admissible portion of pension are entitled to have the commuted
portion restored on the expiry of 15 years from the date of
retirement. Accordingly, in view of Supreme Courts judgement,
Government decided that only such pensioners who have commuted
a portion of their pension and on 01.04.1985 or thereafter have
in Appendix-1 of CCS (Commutations of Pension) Rules 1981.

Page 109 of 109

completed or will complete 15 years from the respective dates of

retirement will have their commuted portion of pension restored.
15.26.3
Each pensioner who is eligible is required to apply in the
prescribed form duly completed to the Pension Disbursing
Authority/Bank/Post Office who will restore the commuted portion of
Pension, if the commuted amount has been mentioned in Pension
Payment Order and will also pay arrear, if any. If commuted portion
is not mentioned in PPO, necessary details will be obtained by the
Pension Disbursing Offices from concerned P&AO which issued the
Pension Payment Order. In case the pensioner had completed 15
years from the date of retirement and died, subsequently, his/her
legal heir(s) are also entitled to receive arrear from the date of
completion of 15 years to the date of death of pensioner. The
commuted pension will be restored after 15 years from:
i)
The date of retirement if the commuted value is received
in the first month.
ii)

The date on which reduction in pension on account of

commutation becomes effective, when value received
after 1 month from the date of retirement.

Page 110 of 110

16.

DECENTRALIZATION OF ACCOUNTS

16.1

With effect from 01.10.1976 Government has issued

order decentralising accounts from the Audit.
The work
relating to the maintenance/checking of accounts, passing of
bills, allocation of LOC (Letter of Credit) to the branch located
outside Delhi who draw money from accredited bank are
attended to by Pay & Accounts Officer, CBI. In respect of CFSL
there is separate Pay & Accounts Officer under MHA.

16.2

Under the revised arrangement effective from

01.10.1976 pay bills etc., in respect of CBI offices (including
CBI Head Office) located in Delhi are sent to the Pay &
Accounts Officer, CBI who is responsible for issuing the
cheques after exercising necessary scrutiny of the bills.
Branches located outside Delhi are provided with the letters of
credit from time to time and on the basis of these letters of
credit these branches draw money from accredited banks.
These branches are required to send the Bills/Vouchers to the
Pay & Accounts Officer, CBI for post audit. For the purpose of
reconciliation, representatives of the CBI Head Office/branches
are deputed to the office of the Pay & Accounts Officer, CBI,
New Delhi from time to time.

16.3

Categories of cheques and their use

There are three types of cheques, viz. (i) Negotiable, (ii)
Non-Transferable & (iii) Not negotiable and not payable in cash.
(i)

Negotiable cheques are issued for personal payments to

gazetted government servants, suppliers, public sector
companies, etc. They are negotiable and are drawn as
payable to or order of the payee. As a safeguard against
fraudulent claim all non salary cheques exceeding Rs.
500/- and salary cheques exceeding Rs. 1000/- shall be
crossed and marked account payee. In exceptional
circumstances open cheques in favour of a private
person or a government servant, on request may be
issued but payment will be made only to the payee on
identification, or to a person holding letter of authority
from the payee whose signature must be verified and
after identifying the messenger or as the payees banker
on certifying that the amount has been placed to his

Page 111 of 111

credit. Officers and staff drawing salary and other

payments by cheque shall have an option to get their
salary/leave salary in cash. The option in this regard
shall be exercised in March every year. Payment other
than salary will also be made by the same mode of
payment. If agreed in writing, the salary & allowances to
a non-gazetted government servant by cheque is
permissible.

16.4

(ii)

Non-transferable cheques are meant for payment to the

payee who is a government officer for disbursement of
salaries, etc., of office staff and for office contingencies.
These cheques will be drawn in favour of payee by his
official designation. These cheques are not negotiable
and payments will be made by the bank only to the
payee or to authorised messenger.

(iii)

Not negotiable and not payable in cash - creditable to

government account only - These are meant for payment
of inter - departmental or inter government claims.

Bank Drafts
Payment by bank draft is permissible (a) where
payments have to be made by bank drafts either under the
provision of any law or other legal or contractual obligations,
(b) Payments towards pay and allowances and other personal
entitlements, of outstation establishments and contingencies of
outstation offices, and (c) for payments to Public Sector
Undertakings and Corporations etc. (other than local bodies) (d)
Payment to semi-government/Private institutions/companies
etc. not covered under (a) to (c), under certain circumstances.

16.5

Post - Check
DDOs empowered to draw cheques for payment of
salary, contingent bills, etc., are to send the vouchers along
with weekly accounts to the PAO/CBI who will conduct postcheck keeping in view the same principles as for pre-check.
Any discrepancy noticed will be pointed out by the PAO/CBI
through Objection Memo for compliance to concerned DDO.

16.6

Cancellation of sub-vouchers
Sub-vouchers required to be sent to the PAO/CBI are
not to be cancelled by the DDOs. These will be cancelled by

Page 112 of 112

PAO/CBI after checking of bills, in accordance with Rule 109 of

Receipt & Payment Rules, 1983.

16.7

Letters of Credit against assignment accounts

16.7.1
The Letter of Credit (LOC) is issued by the Pay &
Accounts Officer, CBI to the CBI branches located outside Delhi. The Pay
and Accounts Officer, CBI communicates the relevant branch of the
accredited bank, the amount of quarterly assignment authorized in favour of
cheque - drawing DDOs, rendering accounts to him. A fresh letter of credit,
issued after expiry of the period prescribed in the earlier letter of credit is to
be treated as an addition to the unspent balance of the earlier letter of
credit. The Pay and Accounts Officer, CBI while communicating the
assignment for the second and subsequent quarters indicates not only the
amount assigned for that quarter, but also the progressive total of
assignment up to the end of the quarter so that the bank is able to ensure
that the total cumulative drawals from the beginning of the year do not
exceed the total progressive assignments.
However, the assignment
remaining unspent at the end of a financial year is not to be carried forward
to the first quarter of the next financial year. The paying branch is
responsible to ensure that the amount assigned in the letter of credit is not
exceeded by the payment of any cheques. The cheques actually issued
during the last quarter but presented for payment during the next quarter
(within the period of validity) will be taken by the bank against the
assignment of the year in which they were drawn and not against the
assignment of the year in which they are paid.
16.7.2

A Drawing Officer in whose favour an assignment

account has been opened in the accredited bank, is not
permitted to draw the whole amount and place it in a separate
account in the bank or in a private account.

Note :

It is also not permissible to draw cheques and deposit the

amount in the departments cash chest at the end of the year
for the purpose of showing the full amount of the grant as
utilized.

Page 113 of 113

17.

DELEGATION OF FINANCIAL POWERS

17.1

Delegation of Financial Powers Rules, 1978 are applicable in

the Central Government. These rules are statutory in nature and
they came into force with effect from 01.08.1978. Under these rules
powers have been delegated to the following subordinate authorities :
(i)
(ii)
(iii)
(iv)

17.2

17.3

Departments of the Central Government

Administrators of Union Territories
Heads of Departments
Heads of Offices

Residuary Financial Powers :

All financial powers, not
specifically delegated to any authority, vest in the Finance Ministry.
Heads of Departments

17.3.1

Schedule I to these rules indicates a list of Heads of

Departments under various Ministries/ Departments. Director, CBI
has been specified as Head of Department in this Schedule.

17.3.2

According to the provisions of Rule 13, reproduced hereunder,

the powers are delegated to subordinate authorities :
(1)

Subject to the provisions of these rules, the Departments

of the Central Government, Administrators and Heads of
Departments shall, in relation to creation of permanent
posts, creation of temporary posts, Appropriation and Reappropriation, incurring of contingent expenditure,
incurring of miscellaneous expenditure, and write-off of
losses, have the powers respectively specified in
Schedules II, III, IV, V, VI and VII.

(2)

A Department of Central Government may, by general or

special order, confer powers, not exceeding those vested
in that Department, upon an Administrator or Head of
Department or any other subordinate authority in respect
of any matter covered by these rules :

Provided that no power under this sub-rule shall be redelegated in respect of :

(a)
(b)

creation of posts
write-off of losses and

Page 114 of 114

(c)
re-appropriation of funds exceeding 10 per cent of
the original budget provision for either of the primary
units of appropriation or sub-head i.e. the primary unit
or sub-head from which the funds are being reappropriated or the primary unit or sub-head to which
the funds are to be re-appropriated, whichever is less.
(3)

The Administrator or Head of a Department referred to

in sub-rule (2) may, by an order in writing, authorize a
gazetted officer serving under him to exercise to such
extent, as may be specified in that order, all or any of
the powers conferred on such Administrator or Head of
Department under sub-rule (1) or sub-rule (2). The
Administrator or Head of a Department shall, however,
continue to be responsible for the correctness, regularity
and propriety of the decisions taken by the gazetted
officer so authorized.

(4)

An authority empowered by or under these rules to incur

contingent expenditure or miscellaneous expenditure
shall exercise such powers subject to the following
conditions :

(5)

(a)

In regard to the supply of articles required for the

public service and for regulating the purchase of
stationery stores for the public service, the
provisions
contained
in
Appendix-8
and
Appendix-9 respectively to the General Financial
Rules, 1963, and subsidiary instructions and
orders on the subject shall be followed;

(b)

In regard to contingent expenditure on each item

specified in Column 2 of the Annexure to
Schedule V of the rules, orders, restrictions or
scales specified in Column 4 of that Annexure
against that item shall be observed;

(c)

In regard to miscellaneous expenditure any rules,

orders, restrictions or scales as may be made,
imposed or prescribed by the President shall be
observed.

Unless otherwise provided by any general or special rule

or order, it shall be within the competence of an
authority to exercise the financial powers delegated to an
authority subordinate to it.

Page 115 of 115

(6)

The power delegated under these rules can also be

exercised for a validation of an action already taken or
expenditure or liability already incurred even when the
authority validating the action or expenditure or liability,
as the case may be, had no competence to do so at the
time the action was taken or expenditure or liability was
incurred.

17.3.3

Director CBI as Head of Department has been authorised to

exercise financial as well as administrative powers as laid down in
these rules. The Director, CBI, under Rule 13(3) by orders in
writing, has authorised different officers serving under him and
having gazetted status to exercise to such an extent, as specified in
these orders, certain powers.

17.3.4

Similarly, Rule 14 provides for declaration of any Gazetted

Officer as Head of Office by the Head of the Department. By virtue of
this rule, Director, CBI has declared branch SsP as the Head of the
Office. Further, by virtue of Rule 16 (Subject to the provisions of
Rule 142 of Treasury Rules), Head of Office has the power to
authorize a gazetted officer serving under him to incur contingent &
miscellaneous expenditure on his behalf subject to such restrictions
& limitations as may be laid down by him. The Head of Office shall,
however, continue to be responsible for the correctness, regularity
and propriety of the expenditure incurred by the gazetted officer so
authorized. Under these Rules, powers cannot be delegated to a
non-gazetted officer. The provisions of delegation of powers are
contained in Annexure X(A) to X(C).

17.3.5

Officer performing current duties of a post in addition to his

own can exercise administrative or financial powers vested in the
full fledged incumbent of the post but he cannot exercise statutory
powers, whether these powers are derived directly from an Act of
Parliament or Rules, Regulations and Bye-laws made under various
articles of the Constitution (e.g. Fundamental Rules, CCS(CCA)
Rules, Civil Service Regulations, Delegation of Financial Powers
Rules etc).

17.4

Insurance of Government Property

17.4.1

Under these rules, Government property, both movable or

immovable shall not be insured and no subordinate authority
shall undertake any liability or incur any expenditure in
connection with the insurance of such property without
previous consent of the Finance Ministry.

Page 116 of 116

17.4.2

Motor vehicles owned by the Central Government which are

used for the purposes not connected with any commercial
enterprise are exempt from compulsory insurance against third
party risk. Such vehicles should not, therefore, be insured.

Page 117 of 117

18. BUDGET AND APPROPRIATION

18.1

The Finance Ministry places before both the Houses of

Parliament an Annual Financial Statement also known as Budget
showing the estimated receipts and expenditure of the Central
Government in respect of a financial year, before the commencement
of that year. The statement also contains revised provisions for the
current year.

18.2

The budget is based on the Revised Estimates/Budget

Estimates prepared by various individual offices duly vetted and
consolidated by the Heads of Department/Ministries.

18.3

Accordingly, the budget proposals for the next year and revised
proposals for the current year are to be prepared every year and
sent to the government. The branches prepare their budget
proposals and submit the same to Head Office. These are
scrutinized and reconstructed on the prescribed forms and
submitted to the Government towards the last week of September. It
is, therefore, very important that the branches send their proposals
to the Head Office in the first week of September to enable the Head
Office to examine the same and send to the Government in time.

18.4

Every branch is required to submit its final statements of

savings and excesses in the month of February. These are
scrutinized in the Head Office and a consolidated statement of
savings and excess for the whole of CBI is sent to the Government.
On receipt of re-appropriation, the branches are intimated regarding
their final allotment of funds under different heads.

18.4.1

Appropriation Accounts: The appropriation account in respect

of the Head Office is prepared and sent to the Pay & Accounts Office,
CBI alongwith the explanation for variations between the budget
allotment and expenditure. Every branch furnishes the same to the
Pay & Accounts Office CBI under intimation to the Head Office.

18.4.2

Reconciliation of Accounts:
The accounts are reconciled
by the Head Office and the branches with the expenditure booked in
Pay & Accounts Office, CBI. Every quarter, an official should be
deputed to the Pay & Accounts Office, CBI, New Delhi from each
branch to reconcile the figures and to get the adjustments done
wherever necessary. Accounts figures finally published will be those
maintained by PAO.

Page 118 of 118

18.4.3

A monthly expenditure statement for each branch is to be

furnished to the Head Office by 5th of every month so that the
consolidated figures can be sent to Government.

18.4.4

The detailed estimates of expenditure is to be prepared by the

estimating authorities i.e. by each DDO under the prescribed Major
and Minor Heads of Accounts for the Non-Plan expenditures.

18.4.5

The detailed heads allotted to CBI are as under:Major Head -2055, Police, 00.101-Criminal Investigation and
Vigilance, 01-Central Bureau of Investigation.
i)
ii)
iii)
iv)
v)
vi)
vii)
viii)
ix)
x)
xi)
xii)
xiii)
xiv)

01.00.01- Salaries
01.00.02- Wages
01.00.03- Overtime Allowance
01.00.11- Domestic Travel Expenses
01.00.12- Foreign Travel Expenses
01.00.13- Office Expenses
01.00.28- Payment of Professional & Special Service.
01.00.14- Rent Rate & Taxes.
01.00.16- Publication
01.00.31 -Grant-in-Aid
01.00.41 -Secret Service Fund
01.00.50- Other Charges (Charged)
01.00.51 - Motor Vehicle
04.00.20- Other Administrative Expenditure
(Departmental Canteen)

18.4.6

The framing of Revised Estimates for the current year should

always precede estimation for the ensuing year. The Revised
Estimates should be framed with great care to include only those
items of expenditure which are likely to materialise for payment
during the current year, in the light of (i) actuals so far recorded
during the current year, compared with the actuals for
corresponding period of the last and previous years (ii) seasonal
character or otherwise of the nature of expenditure (iii) sanctions for
expenditure and orders of appropriation or re-appropriation already
issued or contemplated and (iv) any other relevant factor, decision or
development.

18.4.7

The budget estimate for the ensuing year should likewise be

prepared on the basis of what is expected to be paid during the
ensuing year, including arrears of previous years, if any. While all
inescapable and foreseeable expenditures should be provided for,
care should be taken that the estimate is not influenced by undue
optimism. Due attention to considerations of economy should be
paid.

Page 119 of 119

18.4.8

No lump sum provision is to be made in the budget except

where urgent measures are to be provided for meeting emergent
situations or for meeting preliminary expenses on a project/scheme
which has been accepted in principle for being taken up in the
financial year. In such cases, the budget provisions are to be limited
to the requirements of preliminary expenses only.

18.4.9

No expenditure is to be incurred in excess of sanctioned grant

in individual budget heads. Anticipated savings are required to be
surrendered immediately without waiting till the close of the year.
Savings should not be seen as an opportunity for incurring
expenditure on items which could wait till next year.

18.5

List of Payment : The CBI branches located outside Delhi

dealing with the budget are required to send their Weekly List of
Payment (LOP) with original vouchers to the PAO/CBI, New Delhi
on the due date. Some Branches do not send these LOPs by due
dates. As a result, the expenditure incurred by the branches does
not get compiled and accordingly, their accounts are excluded from
the statement of monthly accounts being submitted by PAO/CBI to
the Principal Accounts Office as well as to Ministry of Finance,
Department of Expenditure. Therefore, it is the personal
responsibility of Cheque Drawing DDOs to ensure that LOPs with
the concerned vouchers are sent to the PAO/CBI on due dates i.e.
on 9th, 16th and 23rd of each month and on 3rd of the following
month.

18.6

Plan Budget:
The Plan Budget is to be prepared under
Major Head 2055-Police, Sub-head 00.101-Criminal Investigation
and Vigilance, 01-Central Bureau of Investigation and Unit of
Appropriation is 02.02-Modernisation of Training Centre, 02.02.50Other Charges (Plan).

18.7

Control over expenditure: The Government of India, Ministry

of Finance, Department of Expenditure has repeatedly advised to
observe fiscal prudence and austerity.
The branches should,
therefore, observe austerity. There should not be avoidable
expenditure on travel, office expenditure, motor vehicles, purchases
etc. The articles which could be repaired need not be replaced. Rush
of expenditure particularly in closing month of the financial year is
regarded as a financial irregularity.
Senior officers must closely
monitor the expenditure of their own office and branches under
their control. Necessary guidelines are contained in the DCBIs
letter dated 05.12.2002, addressed to all J.Ds/DIsG and SsP. The
instructions contained therein must be followed strictly.

Page 120 of 120

19.

ALLOWANCES AND REWARDS/HONORARIA

19.1

Dearness Allowance

19.1.1

19.1.2

On the recommendations of Fifth Central Pay Commission,

Dearness Allowance to all categories of Central Government
employees is being sanctioned by the Government twice in a year, on
1st January and 1st July based on the increase in the average
monthly consumer price index for 12 months, taking into account the
average on 1st January, 1996 as 306.33 points (Base Year: 1982 =
100). The average increase is calculated up to December for grant of
DA from 1st January and up to June for grant of DA from 1st July.
Full (100%) inflation neutralization is provided uniformly at all levels.
Admissibility of DA i.

Pay - DA is calculated on the basic pay (plus NPA and

stagnation increment). Special Pay, Personal Pay etc. are
not taken into account for this purpose.

ii.

Admissibility during Leave - As in the case of Pay, DA is

admissible with reference to the rate of leave salary
drawn (element of special pay, personal pay, if any
excluded) during leave of any kind including Study
Leave. DA is not admissible during EOL since no leave
salary is drawn. In the case of Leave Preparatory to
Retirement (LPR), DA is allowed only for the first 300
days spent in India. DA is not allowed for any period of
LPR spent outside India.

iii.

Encashment of
Leave Salary- In all cases where
encashment of leave salary is allowed in the case of
retirement etc. DA is admissible, for the entire period of
EL. Where encashment of HPL is admissible, DA will be
allowed for the first 300 days of EL and HPL combined.

iv.

Admissibility during Suspension- DA will be drawn with

reference to the subsistence allowance.

v.

Re-employed pensioner- DA is admissible based on pay

fixed on re-employment plus the non-ignorable part of
the pension.

Page 121 of 121

vi.

19.2

Fraction of D.A. - 50 paise and above should be rounded

off to the next higher rupee, and fraction below 50 paise
ignored.

House Rent Allowance & Compensatory (City) Allowance:

19.2.1

Classification of cities -Cities have been classified as 'A-1', 'A',

'B-1', 'B-2' and 'C' for the purpose of Compensatory (City) Allowance
and House Rent Allowance. CCA is admissible for 'A-1', 'A', 'B-1' and
'B-2' only , while HRA is admissible for all the classified and also for
unclassified cities.

19.2.2

House Rent Allowance/Compensatory (City) Allowance to

Central Government employees shall be admissible at the following
rates with effect from 01.08.1997:
Compensatory (City) Allowance:
Pay Range (Basic Pay)
Cities.
(Rs. per month)
'
Below Rs. 3,000 p.m.
Rs.3,000 p.m. to Rs. 4,499 p.m.
Rs. 4,500 p.m. to Rs. 5.999 p.m.
Rs. 6,000 p.m. and above

Amount of CCA in class of

A-1'
90
125
200
300

'A'
65
95
150
240

'B-1'
45
65
100
180

'B-2'
25
35
65
120

House Rent Allowance:

Classification of cities/towns
Allowance
'A-1'
drawn
'A' 'B-1' 'B-2'
drawn
'C'
drawn
Unclassified

Rates

of

House

Rent

30%

of

actual

basic

pay

15%

of

actual

basic

pay

7.5%

of

actual

basic

pay

5% of actual basic pay drawn

(i)

HRA and CCA are payable with reference to basic pay.

Pay plus NPA and Stagnation Increment, but not special
pay, personal pay etc.

(ii)

Both the allowances (CCA/HRA) are admissible if the

place of duty of the government servant falls within the

Page 122 of 122

qualifying limits of the city/urban

irrespective of the place of residence.

agglomeration,

(iii)

CCA/HRA are admissible during leave of all kinds other

than terminal leave, but including study leave, and also
during vacation, subject to a limit of 180 days of
combined period of leave, vacation and holidays. Beyond
this period, the allowances can be claimed only by
furnishing certificate in the prescribed form for
continuously residing in the place of duty/retention of
the house paying full rent etc. If the leave is on medical
certificate in the prescribed form, the allowances are
admissible without the certificates up to 8 months.

(iv)

If a government servant does not join after leave due to

invalidation/death, CCA/HRA paid for the leave period
need not be recovered. In case of resignation, recovery
should be effected before the resignation is accepted.

(v)

During the period of joining time on transfer, the

allowances are admissible at the same rates at which
they were drawn before transfer.

(vi)

During temporary transfer, the allowances are

admissible upto 90 days at the rates applicable at the
old station. Beyond this period the rates for the new
station will be applicable. If a temporary transfer initially
made for 90 days is later extended, CCA/HRA at the old
rates are allowed up to the date of transfer order or 90
days, whichever is earlier. For the period beyond 90
days/after issue of extension order, the HRA is
admissible as in the case of regular transfer.

(vii)

CCA/HRA are admissible for the period of suspension

based on the pay drawn before suspension for a period
of 180 days. Beyond this period, payment of the
allowances will be, subject to the official's furnishing the
prescribed certificates.

(viii)

In the case of training in India, if daily allowance is not

drawn, CCA/HRA are admissible at the rates applicable
to the headquarters station or training station,
whichever is more favourable. If daily allowance is
drawn, the CCA & HRA are admissible at the rates
applicable at his headquarters. Even beyond 180 days
when daily allowance is not drawn the CCA/HRA will

Page 123 of 123

continue to be drawn only at the rates admissible at his

headquarters.
19.3
19.3.1

19.4

Transport Allowance
The rates of transport allowance effective from 01.08.1997 are
as under:

Pay Scale
A-1/'A' class Cities
places
(as classified for CCA)
Rs. 8000-13500 & above
Rs.800

Other

Rs.400

Rs.6500-6900 & above but

Rs.400

Rs.200

below Rs. 8000-13500

Below Rs.6500-6900

Rs. 100

Rs.75

(i)

Transport Allowance is not admissible to a Central

Government employee who is provided with government
accommodation within a distance of one kilometre or
within a campus housing the places of work and
residence. Transport allowance is admissible subject to
furnishing a certificate that he has not been provided
with government accommodation within one kilometre
from the place of work or within a campus housing the
places of work and residence.

(ii)

The allowance is not admissible to those employees who

have been provided with the facility of government
transport.

(iii)

Transport allowance will not be admissible if an

employee is absent from duty for a full calender month
due to leave/training/tour. If absence covers part of the
month, it will be admissible for the full month.

Children's Educational Assistance (CEA)

19.4.1

Children's Educational Assistance is in the form of (i)

Children's Educational Allowances, (ii) Reimbursement of Tuition
Fees and (iii) Hostel Subsidy.

19.4.2

The Scheme for Children's Educational Assistance (CEA) is

applicable, without any pay limits, to all Central Government servants

Page 124 of 124

including civilian employees paid out of Defence Estimates, State

Government servants on deputation with Centre, and Industrial
employees of the Central Government and admissible to Central
Government servants on deputation to State Governments and
Central Government staff on foreign service, if the terms include
provision for CEA. The Scheme is not applicable for contract staff,
casual and part time staff and staff paid from contingencies.
19.4.3

General Conditions :
I.

If both husband and wife are Central Government

Servants, the allowance will be admissible to only one of
them. If either of them is employed in other
organizations outside the Central Government, CEA will
be allowed to the government servant only, if similar
allowance is not granted to the spouse and a declaration
to that effect is furnished.

II.

The allowance will be admissible in respect of the

employee's child, including stepchild/adopted child
studying in a recognized school, and is between the age
of 5 years and 20 years. However, if the child completes
the age of 20 years in the middle of an academic year,
the allowance will be allowed till the end of that
academic year. CEA will not be admissible for a child for
more than two academic years in the same class.
Regular attendance is an essential condition. If the
period of absence exceeds one month without proper
leave, the allowance is not payable even if the child
continues to be on the roll of the school.

III.

The allowance will be admissible to the government

servant while on duty, on leave (including Extra
Ordinary Leave) or under suspension, but not
admissible for the period treated as 'dies non'.

IV.

In the case of quitting service on resignation/

retirement/ discharge/ dismissal/ removal, during the
course of an academic year, the allowance will be
admissible up to the end of that academic year.

In the case of death of the government servant while in service,

the CEA/RTF/Hostel Subsidy will be admissible even after academic
year subject to observance of other conditions of its grant if the
spouse of the deceased is not employed in service of the Central
Government, State Government, Autonomous Body, PSU, SemiGovernment Organization, such as Municipality, Port Trust Authority

Page 125 of 125

or any other organization partly or fully funded by the Central

Government/State Government.
CEA/RTF/Hostel subsidy will be admissible up to a maximum
of three children at a time, born up to 31.12.1987 and restricted to
two children at a time, born thereafter. This limit is inclusive of the
children for whom hostel subsidy is availed.
CEA is also admissible for children who are in receipt of
scholarship. If freeship is awarded, reimbursement of Tuition
Fee/Hostel Subsidy will be limited to the extent of fees actually paid.
19.5
19.5.1

19.5.2

Overtime Allowance
The
Fifth
Central
Pay
Commission
recommended
discontinuance of overtime allowance except for staff car drivers,
operational staff and industrial employees. The Government has,
however, decided to continue status quo in regard to payment of
overtime allowance subject to a review of the matter to make the
eligibility for overtime allowance more restrictive and commensurate
with the interest of government work. The payment of OTA may
continue to be made as per the existing orders on the basis of
notional pay admissible to the concerned government servant in the
pre-revised scales of pay/pay slab as laid down in the existing orders.
These instructions are applicable until further orders.
Eligibility Non-gazetted employees drawing pay upto Rs. 2200/- p.m. in
pre-revised scales of pay (including special pay, personal pay etc.) are
eligible.

19.5.3

Emoluments
Pay as defined under FR 9(21)(a) plus Dearness Allowance,
CCA and Hill Compensatory Allowance.

19.5.4 Competent Authority to sanction OTA:

Head of Office or any other officer of a rank not lower than
that to Head of Office in respect of staff working under his control.
19.5.5

Condition for grant of overtime allowance

The following deductions should be made in calculating the

overtime allowance:

Page 126 of 126

(i)
(ii)
(iii)

the normal one hour of free work;

the time by which the concerned employee attends office
late; and
actual time taken for lunch break.

Maximum limit- The OTA in a month should not exceed onethird of monthly working hours.
.
19.5.7
Overtime Register - Overtime Register in the prescribed form
should be maintained in each office. Entries are to be made as and
when overtime work is authorized and performed by the official.
19.5.6

For detailed information, reference may be made to the

instructions/orders on overtime allowance to Central Government
employees.

Reimbursement of Conveyance charges

19.6

Re-imbursement of conveyance charges is allowed for local

journeys within municipal limits of the city in which headquarters of
government servant is situated. The re-imbursement is governed by
the provisions contained in the Delegation of Financial Power Rules,
1978.
Conditions for re-imbursement of conveyance charges :

19.6.1
a)

The conveyance hire actually paid may be re-imbursed to a

gazetted government servant who performs a journey, in public
interest, within the municipal limits of the city in which his
headquarters is situated, in a conveyance when a staff car is
not available.

b)

For non-gazetted staff, reimbursement will be allowed, if no

other form of compensation e.g. compensatory leave, overtime
allowance etc. is availed by them.

c)

If more than one officer are required to proceed to a particular

place on official duties, they shall share one conveyance.

d)

Reimbursement will be at the scheduled rate of charges for the

conveyance used.

e)

Expenditure will be met from contingent charges.

Page 127 of 127

f)

19.7

The total amount of conveyance hire re-imbursement to a

government servant whether gazetted or non-gazetted in any
one month shall not exceed Rs. 150/-. To keep a watch on
maximum limit of reimbursement of conveyance hire, a
suitable register may be maintained by the DDOs.
Grant of Cycle (Maintenance) Allowance

(i)
Heads of Departments may sanction Cycle allowance at the
rate of Rs.30 p.m. if the duties assigned to a post require extensive
touring at or near the headquarters and maintenance of cycle is
essential. No travelling allowance will be allowed within a radius of 8
kms. For journeys beyond 8 kms. and below 16 km, T.A. will be
admissible if the journey is performed by other modes and if the place
visited is outside local jurisdiction. For journeys beyond a radius of
16 kms. T.A. will be admissible under normal rules.
(ii)
For any period of more than one month at any time, if the cycle
is not maintained or used, the allowance is not admissible for that
period. The Cycle Allowance may be sanctioned initially for a period
not exceeding two years at a time. The allowance is sanctioned with
reference to posts and not the individual incumbents.
19.8

Travelling Allowance (T.A.)

19.8.1

T.A. Rules.
a) a) Travelling Allowance Rules are provided in Supplementary
Rules made by the President under FR 44.
b) b) Classification of employees in Pay ranges:
With effect from 01.10.1997, government servants are classified
into five groupings based on their pay as under. 'Pay' includes Basic
pay plus NPA and Stagnation Increment only (Special Pay, Personal
Pay etc. not included).
Rs.16,400 and above.
Rs.8,000 and above, but less than Rs.16,400.
Rs.6,500 and above, but less than Rs.8,000.
Rs.4,100 and above, but less than Rs.6,500.
Less than Rs.4,100.

19.8.2

Regulation
of
Supplementary
claims
promoted/reverted/pay revised retrospectively.

when

a)
Except when there has been actual changes of duties, T.A.
claim already settled should not be revised consequent on

Page 128 of 128

promotion/reversion or revision of pay retrospectively in respect of the

period intervening between promotion/reversion and date of issue of
orders.
If the claim is preferred after the issue of orders of
promotion/reversion/pay revision retrospectively, the same may be
allowed with reference to the revised pay.
b)
Where the pay is yet to be fixed, the claim may be preferred
after the pay fixation. The Head of Department may relax the
provisions of SR 194-A, if due to this reason the claim becomes one
year old. If the claim is preferred before fixation of pay, the same will
be allowed on the basis of pre-revised pay.
c)
In the case of late authorisation/drawal of increments with
retrospective effect other than those where increment withheld,
revision of T.A. claim is permissible. Supplementary T.A. claim may
be admitted on the basis of enhanced pay including the increment
and amount already drawn will be adjusted.

Different kinds of Travelling Allowances

19.8.3

The following are the different kinds of Travelling Allowances

admissible under different circumstances:
(a)
(b)
(c)
(d)
(e)

Permanent Travelling Allowance.

Conveyance Allowance.
The actual cost of travelling.
Mileage Allowance.
Daily Allowance.

Among the above, Mileage Allowance and Daily Allowance are

applicable for T.A. on tour and transfer.
(a)

Permanent Travelling Allowance

A permanent monthly travelling allowance is granted to a

government servant whose duties require him to travel extensively.
This allowance is granted in lieu of other forms of T.A. for journeys
within his sphere of duty and will be drawn all the year round,
whether he is absent from his headquarter or not.
However,
permanent travelling allowance is not admissible for periods of leave,
temporary transfer or joining time. It is also not admissible, if in any
particular case, T.A. of any other kind is drawn.
(b)

Conveyance Allowance

Page 129 of 129

A monthly conveyance allowance is admissible to a Central

Government servant who is required to travel extensively at or within
a short distance from hqrs. but not eligible for daily allowance. The
rates and conditions governing the grant of allowances are contained
in Government of India order No. (1) below SR 25.
Terms and
allowance

Conditions

for

grant &

drawal of

conveyance

i)
For initial fixation of Conveyance Allowance, the officer is
required to maintain, for at least three months, a log-book of journeys
qualifying for the allowance. A longer period may be prescribed by the
sanctioning authority. The log book should contain the details
regarding places visited, distance covered, purpose of visit and mode
of conveyance used. Journeys within 16 kilometers of the place of
work should be recorded.
ii)
No allowance shall be admissible unless the average monthly
travelling on duty is more than 200 Kms.
iii)
Journeys between the residence and normal place of duty shall
not be included.
iv)
Journeys on foot or by bicycle will not qualify for grant of
allowance.
v)
The officers who are granted conveyance allowance under these
rules will not be entitled to any other travelling allowance for journeys
upto 16 kms.
vi)
The allowance at the rate prescribed under these rules for
journeys performed by own motor car will be admissible in the case of
officers with pay of Rs. 2800/- (pre-revised) or more and who own,
maintain and use motor car for official journeys within a distance of
16 kms.
vii)
If the motor car is not maintained or remains out of order for
any period exceeding 15 days at a time, the conveyance allowance is
not admissible for that period.
viii)
The allowance is not admissible during joining time, leave
(including holidays prefixed/suffixed), temporary transfer and when
away from headquarters on tour for a period of 15 days or more.
(c)

Actual Cost of Travelling

Page 130 of 130

The Toll tax charged at any station by the Municipality,

Corporation etc. limited to the amount actually paid may be allowed
to a government servant proceeding on tour to that station in addition
to the Travelling Allowance admissible, if toll tax for that station is
reimbursed by the State Government concerned to their employees
under their own TA Rules (SR-53-A).
(d)

Mileage Allowance.

(i)
A mileage allowance is an allowance calculated on the
distance travelled which is given to meet the cost of a particular
journey which includes fare paid for the rail/steamer/road/air
journey and Daily Allowance at the rates prescribed for the period of
journey to meet on the way expenses (SR-29).
(ii)
Principles of calculation: Mileage allowance is calculated for the
journey by the shortest of two or more practicable routes between
places. However, if the route is not shortest but is cheaper, mileage
allowance is calculated on the route actually used. When there are
two or more routes and the difference in terms of time and cost is
not great, mileage allowance should be calculated for the route
actually used (SR-30).
(e)

Daily Allowance.

Daily allowance is a uniform allowance for each day of absence

from headquarters, which is intended to cover the ordinary daily
charges incurred by a government servant in consequence of such
absence (SR-49).
Daily allowance is admissible at the rates which are revised
from time to time. The rates are different for different slabs and they
also vary depending on whether the government servant stayed in a
hotel or Government/Public Sector Guest House or made his own
arrangement. (GOI (I) below SR-51).
19.9
19.9.1

Travelling Allowance on Transfer. (SR 2(18) & SR 114)

Transfer' means the movement of a government servant from
one headquarters station in which he is employed to another such
station either to take up the duties of a new post or due to change of
headquarters. T.A. is drawn by a government servant only, if the
transfer is in public interest. A transfer at his own request is not
treated as a transfer for the public convenience unless the authority

Page 131 of 131

sanctioning the transfer, for special reasons to be recorded, otherwise

directs.
19.9.2

A government servant in transit from one post to another ranks

in the grade to which the lower of the two posts would entitle him (
SR-19).

19.9.3

Transfer T.A. is allowed to family members existing on the date

of transfer and not for any member added to the family thereafter.
The number of fares admissible will be as on the date of the journey.

19.10

Entitlement on Transfer
The entitlements from 1.10.1997 in case of transfers involving
a change of station located at a distance of more than 20 kms. from
each other:
(a)
(b)
(c)
(d)
(e)

19.11

Composite Transfer Grant equal to one month's basic

pay;
Actual fare for journey by rail/steamer/air/road for self
and family;
Cost of transport of personal effects;
Cost of transport of conveyance; and
One additional to and fro fare by entitled class to the
government servant, on transfer, if he has to leave the
family behind, due to non-availability of government
accommodation at the new station.

Temporary Transfer
(a)

Every transfer which is for a period not exceeding 180

days is considered as
'Temporary Transfer'.
The
transfer order should specify whether it is a regular
transfer or temporary transfer not exceeding 180 days.
Journeys from headquarters to the station of deputation
will be treated as on tour for regulating TA and full DA
for a maximum of 180 days will be allowed.

(b)

If a regular transfer initially made is revised as

temporary transfer, the transfer T.A. already drawn
should not be changed to the disadvantage of the official.

(c)

If a temporary transfer initially made for a period not

exceeding 180 days is revised as regular transfer, full
transfer T.A. will be admissible adjusting the TA drawn

Page 132 of 132

but the daily allowance drawn for the days of halt till
the date of issue of order will not be so adjusted.
T.A. for journeys on transfer within the same station or to
a station at a distance of not more than 20 kms.

19.12

In case of transfer within the same station or within a short

distance from the old headquarters, the entitlement will be as under :

Transfer within same station

(a)
No T.A. will be admissible, if no change of residence is
involved.
(b)
If there is a change of residence as a result of transfer,
only the following reimbursements may be allowed:
(i)
Composite Transfer Grant equal to one-third of
basic pay;
(ii)
Actual cost of conveyance for self and family but
not exceeding the road mileage allowance admissible for
regular transfer;
(iii)
Actual cost of transportation of personal effects
not exceeding the amount admissible for regular
transfer.
19.13

19.13.1

TA entitlement to government servants deputed to

undergo training courses.
(i)

Government servants deputed for training will

be
entitled to
T.A.
as on tour. However, the Daily
Allowance will be admissible as under :
(a)

When boarding and lodging are not provided First 180 days
...
Full D.A.
Beyond 180 days
...
Nil.

(b)
Training Institutes where boarding and lodging
facilities exist (including cases where a mess run on cooperative basis is available at the centre) First 30 days
...
Full D.A.
Next 150 days
...
Half
D.A.

Page 133 of 133

Beyond 180 days

(c)

(ii)

(iii)

...

Nil.

(c)
when boarding and lodging are compulsory
and provided at fixed rates, special allowance is
calculated as under:
Outstation
Actual
participants
expenditure on
boarding
and Irrespective of
lodging
plus the period of
one fourth of Training course
full D.A
Local
Actual
participants
expenditure on
boarding
and
lodging only.

Halt at training station will be treated as continuous

despite a trainee is required to proceed on tour to
another station during training.
No TA is admissible to government servant for training
at the Centre/Institution located at their Hqrs.

Journey to give evidence during suspension or to attend

courts or departmental enquiries.

19.14

Travelling Allowance for journey on tour (without D.A. for halt

except where specifically mentioned) is admissible in the following
cases:
19.14.1

Government servant himself an accused or facing an

enquiry

(a)
Where a government servant under suspension or not for
performing journey to attend Police/CBI enquiry under the direction
of or with the approval of the Head of Office.
(b)
A government servant appearing before the Enquiry Officer in a
case against him.
(c)
Where a government servant under suspension for appearing in
a Court of Law as an accused, if later on he is acquitted and reinstated in service and if the legal expenses incurred are reimbursed
to him; TA for journey on tour may also be reimbursed by the
administrative Ministry concerned.
(d)
A government servant on duty/leave/suspension for journey
undertaken to stations where official records are made available for
inspection: D.A. up to 3 days allowed: period of journey treated as

Page 134 of 134

duty/leave/suspension depending on whether as the official was on

duty/leave/suspension.
(d)

19.14.2

Advance of travelling allowance is admissible for

officials under suspension to attend enquiry at an
outstation including D.A. for the number of days
specified by the Enquiry Officer.

To give evidence on facts coming to his knowledge in the

discharge of public duties

(a)
A government servant to give evidence on facts coming to his
knowledge in official capacity in a criminal case, a case before a
Court-martial, or a civil case to which government is a party or a
departmental enquiry any fees received from Court (except
conveyance expenses for journeys up to 8 kms) should be credited to
government persons on leave also entitled to travelling allowance from
and to the place from which he is summoned as if he was on duty.
(b)
A government servant to produce official documents or to give
evidence in official capacity in civil cases T.A. should not be accepted
from Courts; controlling officer concerned will make payment of T.A.
to the government servant and recover from the Court the
reimbursement in full for credit to government account.
(c)
When summoned by Criminal Courts to give evidence in official
capacity, T.A. will be paid by the department, if the State is a party to
the case. In other cases, payment will be made by the Courts.
19.14.3

Travelling allowance to witnesses, Presenting Officers and

Defence Assistants.

(a)

T.A. is admissible as on tour to persons called to appear before a

departmental enquiry as a prosecution witness, defence witness,
presenting officer or defence assistant and will be paid by the
department where the official is working

(b)

A government servant called to give evidence on facts coming to

his knowledge when he was not in service is also entitled to T.A.

(c)

Defence Assistant is entitled to T.A. for inspection of documents

also.

Page 135 of 135

Travelling allowance to retired government servants.

19.14.4
(a)

Retired government servant required to attend a departmental

enquiry against him. No advance of tranvelling allowance is to
be paid.

(b)

For perusal of documents in such cases, TA including D.A. up

to 3 days is also allowed.

(c)

For attending Courts in judicial proceedings against the retired

official, T.A. will be allowed, if he is honourably acquitted by
the Court.

(d)

For attending Courts to give evidence in departmental case on

facts which have come to his knowledge, in discharge of his
duties while in service, or to present the case or to act as
complainant, T.A. as on tour including D.A. for halts is allowed.
The entitlements will be with reference to the post held by him
before retirement. The grant of travelling allowance will be
subject to production of a certificate from the Court that he has
not been paid travelling allowance by the Court.

(e)

19.15

For appearing as Defence Assistant, T.A. is allowed as per subpara 19.14.2 above.
Issue of Air Vouchers

Air Vouchers are issued to the officers of CBI who are either
entitled or allowed to travel by air. The officers obtain their tickets
from the Indian Airlines Corporation or Air India International, on the
authority of the air vouchers. The Corporation sends its invoices to
the Head Office for payment. The invoices are scrutinized and got
verified from the officers who have travelled. It has also to be checked
with reference to the particular TA Bills, that the amount has not
been claimed in TA Bill, though the journey has been performed by
Air Vouchers.
Payment orders are recorded on the invoices and signed by
AO(A) in respect of Head Office staff. A bill is prepared and submitted
to the Pay and Accounts Office requesting them to issue a cheque for
the amount claimed in the bill in favour of the Accounts Officers,
Indian Airlines Ltd. or Air India Ltd. as the case may be.
Similar procedure also should be followed by Branches using
Air Vouchers.

Page 136 of 136

Railway Warrants

19.16

Railway Warrant facility is presently available to the

Gazetted/Non-Gazetted Police Officers. This facility has now been
extended to CBI personnel working in different ranks in
Legal/Ministerial/Technical cadres to perform their journey by rail on
official duties. The branches are authorised to issue Railway Warrants
to the eligible staff for performing the official duty. The bills/claims
of railway warrants are raised by the chief Accounts Officers of the
respective Railways and are paid from the Budget Grants of CBI. A
register has to be maintained in the form SPE G.26 for issue of
Railway Warrants and the same has to be got verified from the
Controlling Officer of D.D.O. Safe custody of Railway Warrants forms
should be ensured by the Head of Office. The Officer issuing the
Railway Warrants should satisfy himself that the journeys have been
performed by the Officer in whose favour the Railway Warrant was
issued.

Leave Travel Concession (LTC)

19.17

Provisions for leave travel concession are outlined in the

Central Civil Services (Leave Travel Concession) Rules, 1988.
19.17.1

Extent of application

LTC Rules are applicable to all Central Government servants

including Civilians in Defence Services, Members of All India Services,
State Government servants on deputation with Centre, Contract staff,
re-employed Government servant, SAS, Apprentices and Officers of
Autonomous Bodies on deputation with Centre. These rules are not
applicable to casual, part-time, Staff paid from contingencies,
Railway/Armed Forces Services, National Airways and those eligible
for any other form of Leave Travel Concession.
19.17.2

Scope

The concession is admissible to a government servant himself

and his family.
19.17.3
(a)

Admissibility
LTC is admissible only on completion of one year continuous
service on the date of commencement of journey. Persons
appointed on ad hoc basis are also covered by this provision.

Page 137 of 137

(b)

State government servants on deputation with Central

Government are eligible for the concession on completion of
one year's service under the Central Government. However, this
is, subject to the certificate by the appropriate Administrative
Authority that the employee concerned is likely to continue to
serve under the Central Government for a period of at least two
years in the case of LTC to Home town and at least four years
in the case of LTC to visit any place in India to be reckoned
from the date of joining the post under the Central
Government.

(c)

In the case of contract officers where the initial contract is for

one year and later extended, the total duration of the contract
will be taken into account for the purpose of LTC.

(d)

In the case of persons re-employed immediately, after

retirement without any break, the period of re-employed service
will be treated as continuous with the previous service,
provided LTC would have been admissible to the re-employed
officer had he not retired but continued in service.

19.17.4

Types of Leave Travel Concessions

(a)

LTC to visit Home town is allowed once in a block of two-years.

(b)

LTC to visit any place in India once in four years is in lieu of

one of the two Home town LTCs available in that block.

(c)

Both the LTCs can be availed of irrespective of the distances of

places from the headquarters. Against the particular fouryears block, one can avail the concession to visit (i) Home town
during each of the two-year block or (ii) Home town during one
block and All India LTC during the other block.

19.17.5

Carry over of leave travel concession

LTC of either type not availed till the end of the particular block
of two-year can be availed during the succeeding year. The date of
commencement of outward journey only is taken into account for this
purpose.
19.17.6
(a)

Declaration of Home town.

The government servant should declare his home town to the
Controlling Officer in the prescribed form as soon as he joins
service. Such declaration duly accepted by the Controlling

Page 138 of 138

Officer should be kept in the service book and the receipt of the
declaration entered. No detailed verification is necessary before
accepting declaration initially.
(b)

Change of Home town. - The "Home town" once declared can be

changed once during the service and accepted by the Head of
Department.

The following criteria, one after the other, may be applied

before the change is accepted:
(i)

whether the place declared is the one which requires his

physical presence at intervals for discharging domestic/social
obligations and whether he had been visiting the place
frequently;

(ii)

whether the government servant owns residential property in

that place or whether he is a member of a joint family having
such property there;

(iii)

whether his near relations are permanently residing in that

place;

(iv)

whether prior to his service he was residing there.

19.17.7

Declaration of place of visit under leave travel concession

to any place in India

Before availing LTC, prior intimation to the Controlling Officer

is necessary. The declared place of visit may be changed before
commencement of journey with the approval of controlling officer.
19.18

Cash Compensation
The Executive Personnel of CBI are required to work on
Saturdays, Sundays and Holidays. They are granted Cash
Compensation in lieu of the aforementioned extra work @ 2 days
for every completed month of service subject to a maximum of 30 days
once in a calendar year. The method of getting information with
regard to number of days/dates on which an employee has attended
office work on holidays during a particular month may be evolved by
the Branch SsP of CBI themselves. EL/Commuted leave etc. have no
effect on the grant of cash compensation. However, if a person is on
any kind of leave for more than 30 days, the question of calculation of
cash compensation for that particular month does not arise.

Page 139 of 139

19.19

Rewards and honoraria

19.19.1

Rewards :
Cash rewards are given to the executive and prosecution staff
for special achievements. These should not be sanctioned for routine
work. The sanctioning authority should sanction rewards only in
respect of officers/staff working under their administrative control.
If any officer intends to sanction reward to any officer not working
under his administrative control, he may send his recommendation
with full justification to the concerned competent authority for
consideration and orders with regard to sanction of rewards to such
officer. The order sanctioning rewards would be issued by the unit
where the officer is working at the time of disbursal. In terms of HO
Circular instructions dated 26.12.97 and 20.05.98 (enclosed as
Annexure-XI(A) & (B) ), powers for grant of rewards to an officer on a
single occasion subject to the overall annual ceiling has been
specified for compliance by all the officers of CBI as specified below
:Rank
SP/AD/AIG DIG/DD JD
AD/SD
Max
ceiling
Constable 500
750
1250
1500
5000
Hd.
600
1000
1500
1750
7500
Constable
ASI
750
1250
1750
2000
8500
SI
1000
1500
2000
2250
10000
Inspector 1500
1750
2250
2500
12250
APP
2000
2500
12000
* Additional Maximum ceiling in respect of Constable/Hd.
Constable/ASI performing driver duty.

19.19.2

Reward to RSO, Junior Engineer, CPWD, Telephone Operator

Assistant(MTNL) can also be sanctioned by SP/Asstt.Director/
AIG/DIG/Dy.Director, Joint Director, Addl.Director, Special Director
subject to the limits prescribed in terms of HO Circular dated
23.11.98 (See Annexure-XII(A)).

19.19.3

Rewards to the Group 'A' Gazetted Officers of CBI i.e. DSP and
PP can be sanctioned by Director on the recommendation of the
Reward Committee constituted for the purpose which is headed by
the SDCBI or ADCBI as its Chairman, JD(A) and Director of
Prosecution, CBI as members, subject to the limits of Rs. 5,000/- in
a particular case with overall ceiling of Rs. 15,000/- per annum
prescribed by the government in terms of Head Office Circular
instructions dated 28.09.2000 (See Annexure-XII(B)). Reward to the
officers of Government Departments other than CBI(Non Gazetted)

Page 140 of 140

Annual
7000*
8000*
9000*
-

can be sanctioned by Addl.Director, Special Director and Director,

CBI only.
19.19.4

Accident free reward for driving the vehicles - Reward of

Rs.750/- can be granted to an individual in a financial year for
accident free driving on completion of every 5000 kms run of a
government vehicle for its good maintenance and economy of fuel
consumption etc.
Honorarium :

19.20

Remuneration to an employee from the consolidated fund of

India for special work of an occasional or intermittent character is
termed as "Honorarium".
Honorarium should be granted to an individual for exceptional
work and not for work of routine nature. Powers have been delegated
to CBI Officers for grant of honorarium to an individual on a single
occasion subject to the prescribed ceiling limit of Rs.2500/- in a
financial year. Powers for grant of maximum honorarium to an
individual in a financial year has been delegated to Director, CBI to
Rs.2500/- . No honorarium to any Casual Worker is admissible.
19.20.1

Payment of honorarium is subject to the following conditions:

(i)
(ii)
(iii)
(iv)
(v)

19.20.2

The work must be undertaken with the prior consent of the

competent authority.
Amount of honorarium to be paid should be settled in
advance.
The work is either so laborious or of such special merit as to
justify grant of a special reward.
The competent authority may pay due regard to the general
principles enunciated in FR.II.
The sanctioning authority shall record the fact mentioned at
(iv) above in writing. The reasons justifying the grant of extra
remuneration shall also be recorded.
No honorarium is admissible for the reasons mentioned
below:

(i)

(ii)
(iii)

Compilation of demand for grants and preparation of budget

estimate (Except Budget work of the Budget division of
Department of Economic Affairs).
Dealing with parliament questions.
Convening of DPCs for confirmation, promotion etc.

Page 141 of 141

(iv)

(v)
(vi)
(vii)

(viii)
(ix)
(x)
(xi)
(xii)
(xiii)
(xiv)
(xv)
(xvi)
(xvii)
(xviii)
(xix)
(xx)
(xxi)
(xxii)
(xxiii)
(xxiv)
(xxv)

Incentives to personal staff of Ministers or to other officers

and staff for meritorious work such as working for long
hours.
Condemnation and disposal of unserviceable office stores.
Work relating to the issue of award of printing contract.
Closing of annual GPF accounts/Preparation of GPF
statements (Except in the Indian Audit and Accounts
Department where these items of work have not been taken
into account while fixing staff norms).
Calculation of Income Tax.
Work relating to the reviewing, weeding and transfer of old
records.
Preparation of bills for payment of bonus.
Preparation of annual reports.
Preparation of bills for D.A. arrears.
Preparation/Typing of lists of files to be sent to departmental
record room/National Archives and similar other typing work.
Stock verification of stationery stores.
Supervising the job of vacating the stores and arranging
segregation.
Opening new pay bill ledgers.
Taking out photocopies of various documents.
Special work in arbitration case.
Work relating to confidential reports.
Work relating to allotment of residential accommodation.
Work relating to preparation of CGHS Cards.
(xxii) Normal work relating to the Hindi translation.
(xxiii) Performing work relating to clearance drives.
(xxiv) Exemplary work of commendable nature and devotion
to duty.
Work connected with celebration e.g. anniversaries of setting
up of Autonomous Bodies/Organisations etc. under
Ministries/ Departments.

Page 142 of 142

20.

20.1

ADVANCES

Advances are provided to the government servant for catering

to his personal needs and/or to finance the acquisition of assets. It is
an important welfare measure and contributes towards keeping up
the morale. Under the provisions of General Financial Rules, 1963,
two types of advances, namely, interest free advances and interest
bearing advances can be sanctioned to a government servant, who is
otherwise eligible under the relevant rules.

20.2

Interest Free Advances

20.2.1

Festival Advance
Sanctioning Authority
236(GFR)
Festivals

Head of Office- Rule

To be selected by Head
of Department {See
GID(l) below Rule 236
(GFR)}

Amount of Advance

Maximum Rs 1500/( Rule 241 (GFR)

Eligibility:
a)
Non Gazetted staff whose basic pay does not exceed Rs
8300 p.m (Rule 236 GFR).
b)
Employees on EL/Maternity leave are also
eligible
(Rule237-GFR).
c)
Employees who have taken advance to visit hill station
in summer as a member of government sponsored party are not
eligible for festival advance, in that financial year.
d)
Contingent staff are not eligible (Explanation below Rule
236-GFR).
e)
Temporary staff not likely to continue for at least 6
months after drawing advance are not eligible (Rule 240-GFR).
f)
Employees under suspension are not eligible (Rule 237GFR).
g)
Employees on half pay leave or extraordinary leave or
LPR at the time of disbursement are not eligible (Rule-237GFR).

Page 143 of 143

Employee transferred during the year should certify nondrawal of advance in the previous office in that year - GID (1)
below Rule 238-GFR.
Conditions :
a)
The advance is admissible only once in a financial year
even if the festival falls twice in a year ( Rule 238 GFR).
b)
Second/subsequent festival advance will be granted only
if previous festival advance or advance for visit to hill station
has been recovered in full.
c)
Should be drawn before the festival. The time-lag
between dates of drawal and disbursement to be reduced to the
minimum (Rule 242 and GID below Rule 244-GFR).
d)
In case of temporary employees a surety bond from a
permanent employee having equal or higher status is needed.
The surety bond is cancelled on the employee attaining
permanent status. The requirement of surety bond can be
waived, if recovery of advance can be done during temporary
service of employee.
Recovery:
a)
Should commence with the issue of pay for the month
following that in which the advance is drawn (Rule 244-GFR).
b)
Not more than 10 monthly instalments (Rule 243-GFR).
20.2.2

Natural calamities ( Flood/Drought/Cyclone advance)

Sanctioning Authority

: Head of Office (Rule 247-GFR)

Amount of advance : Maximum of Rs 2500/Eligibility

Non gazetted employees whose movable/immovable property

has been substantially affected/damaged in an area affected by
natural calamity.
Conditions :
a)
area

Concerned State Government should have declared the

having
been
affected
by
natural
calamity

Page 144 of 144

(flood/drought/cyclone) and granted financial assistance to

their employees in such area.
b)
Application must be given in Form - GFR-37 within
three months from the date of orders declaring natural
calamity.
c)
An employee applying for the advance has to give a
declaration of the damage caused to his movable/immovable
property due to natural calamity. If the employees declaration
is later found untrue, he shall be liable for disciplinary action.
Recovery :
a)
In maximum 25 equal monthly instalments with effect
from the second issue of pay after advance is drawn.
20.2.3

Advances for training in Hindi through correspondence

courses
Sanctioning Authority

Head of Office

Amount of advance

Rs 150/-

Eligibility :
a)
Employees whose training in Prabodh/Praveen/Pragya
is obligatory and who undergo the training through
correspondence course conducted by the Central Hindi
Directorate.
Conditions :
a)
Advance is granted three months after start of the
course.
b)
Employee should make satisfactory progress (Head of
Office may seek a certificate from the Directorate).
Recovery :
a) a) Advance will be adjusted in cash award received by the
trainee, if he passes and by recovery in four instalments from
pay, if he fails.

20.2.4

Advance for Training in Hindi Typewriting and Stenography

Sanctioning Authority

Head of Office

Page 145 of 145

Amount of advance For :

Hindi Typewriting

Rs 100 or 6 months fee

whichever is less

For Hindi Stenography

Eligibility :

Rs 200 or 12 months fee

whichever is less

Employees for whom training in Hindi Typewriting or Hindi

Stenography is obligatory and who are eligible for grant of lumpsum
award on passing the examination after training.
Conditions :
a)
The advance is granted for payment of fees to a private
institution.
b)
The advance is granted three months after admission.
c)
The employee should make satisfactory progress.
Recovery :
a)
The advance will be adjusted against the lumpsum
award admissible on passing the examination.
b)
If the employee does not pass the examination, the
advance shall be recovered from his pay in 4 equal instalments.
20.3

Other Interest Free Advances

20.3.1

Advances on transfer:
Advance of pay and travelling allowance is sanctioned under
GFR 222 in the case of transfers in public interest. For mutual
transfers specifically ordered at the request of the government
servant, these advances are not admissible.

20.3.2

Advance of Pay:
One months pay in the old post or in the new post, whichever

is lower, may be sanctioned as advance of pay on transfer. In case

where headquarters of an office are shifted as a result of government
policy, two months pay may be sanctioned as advance. The advance
of pay, if not drawn at the old station, may be drawn at the new
station. Advance of pay is not admissible for temporary transfers (Rule
223, GFR and GIDs 2 and 4).
20.3.3

Advance of T.A. on transfer:

Page 146 of 146

An advance not exceeding the travelling allowance admissible

to the government servant may be sanctioned, including the T.A. for
family members whether they accompany the government servant or
follow him within the permissible time. However, if the government
servant avails TA advance for self, only drawal of a second advance for
the family is permissible separately for the travel of the family
members within 6 months in normal transfer cases and within 12
months in the case of change of headquarters (Rule 223, GFR, GID 3).
20.3.4

T.A. advance on retirement:

A retiring government servant is entitled to T.A. Advance as on
transfer, to proceed to the place of permanent settlement, only if the
journeys are performed during leave preparatory to retirement (LPR).
No advance can be sanctioned for the journeys to be performed after
retirement (Rule 224, GFR).

20.3.5

T.A. advance on Tour:

The amount of advance to be sanctioned is to cover the
travelling expenses including fares, incidental charges, road mileage
and D.A. generally for one spell of tour. In the case of prolonged tours
in the interior places which are difficult of access, advance may be
sanctioned to cover T.A. for thirty days, or six weeks in special cases.
GFR 231 provides for grant of advance to meet expenses on the
contingent charges also. But in practice, the amount required to meet
contingent expenses arising on tour, e.g., if heavy equipment is to be
carried involving transport/mazdoor charges etc. is separately given
from out of the permanent advance as these charges are to be
accounted for as contingent expenditure and not included in the tour
T.A. claim.

20.3.6

LTC advance:
The amount of LTC advance to be sanctioned is limited to 90%
of the estimated amount of reimbursement for journeys both ways. In
cases where the period of leave exceeds 90 days or the return journey
is not proposed to be performed within 90 days, advance will be
sanctioned for one way only. If the advance has been drawn for both
ways and the return journey is not likely to be performed within 90
days, one-half of the advance is to be refunded.

Where the initial

journey is proposed to be performed by rail, the advance may be paid

60 days in advance to facilitate booking of rail tickets.

The

government servant is required to submit proof of booking the tickets

Page 147 of 147

within 10 days of payment of advance.

If the outward journey is

proposed to be performed otherwise than by rail, the advance may be

granted thirty days in advance of the proposed date of journey. If the
journey is not commenced within 30 days, the advance is to be
refunded.

Leave Salary advance:

20.3.7

Advance of leave salary may be sanctioned to a Government

servant proceeding on leave for a period not less than one month or
30 days. Thus, one can avail leave for the full month of February
though it is less than 30 days and avail the advance. Similarly, if the
leave is from 15th February to 14th March it is taken as one month
though it is less than 30 days. The amount of advance will be limited
to the leave salary clearly admissible, including allowances, after
deducting GPF, IT, HRA, Advances, etc. In other words, if the net
amount of salary payable after all the usual deductions including
fresh recoveries, if any, is not less than the actual amount of leave
salary due for the month the amount of leave salary may be paid as
advance. Payment of leave salary advance is to be noted in the Pay
Bills Register for watching adjustment (Rules 259 and 260 GFR).
Interest Bearing Advances

20.4

General Provisions
Instalments for Recovery: The advances shall be recovered in
specified equal monthly instalments.

The maximum number of

instalments in which an advance can be recovered is given below :

Sl
No.

Type of advance

Maximum no of
instalments

Warm Clothing advance

10

Table Fan advance

10

Typewriter advance

30

Motor Car advance

200

Motor Cycle/Scooter advance

70

Cycle advance

30

Personal Computer advance

House Building Advance

150
180 for Principal
60 for Interest

Page 148 of 148

When an advance is granted to an employee who is about to

retire shortly the number of instalments shall be so adjusted as to
ensure full repayment of advance and interest before retirement or
termination of service.
Amount of instalments: Each instalment shall be in whole
rupees. However, the last instalment may be raised or reduced as
may be necessary for recovery of the balance including any fraction of
a rupee.
Mode of recovery: The repayment instalments shall be
recovered from the pay, leave salary or subsistence allowance,
commencing with first such issue after the advance is drawn.
Interest:
Interest on advances will be charged at prescribed
rates. Sanction for an advance shall indicate the interest rate 2.5%
more than the prescribed rate with the stipulation that 2.5% rebate
will be allowed, on compliance with the terms relating to recovery of
amount.
Calculation of interest: Interest may be calculated as per
following formulae :
i)
When the principal amount of advance is repaid in equal
instalments
Total interest= n(n+1)/2 * A * 1/12 * r/100
ii)
When a part of the advance is repaid in equal monthly
instalments and the balance in lumpsum
Total interest= n/2 ( P +L) * 1/12 * r/100
iii)
When repayment is irregular, interest will be calculated
for every month on diminishing balance. Alternatively, the
balance outstanding at the end of every month should be
aggregated and then interest calculated as follows:
Total interest =
Aggregate of balances
outstanding every months*
1/12 * r/100
Where
n= number of instalments including last instalment of
lumpusum payment, if any
A= Amount of each instalment
r= Rate of interest

Page 149 of 149

P= Principal amount of advance

L= Lumpsum payment
Recovery of interest:
Interest computed as above shall be recovered in the minimum
number of monthly instalments. The amount of each instalment shall
not be more than the amount of instalment for recovery of advance.
The recovery of interest shall commence from the month immediately
following that in which the repayment of the advance principal is
completed.
Illustration:
Amount of Scooter advance

Rs 30000/-

Date of advance

5.3.98

Amount of each instalment(A)

Rs 500

No. of instalments(n)

60

Rate of interest(r)

11.5%

Interest

n(n+1)/2 * A/12 * r/100

60(60+1)/2 * 500/12 * 115/100
= Rs 8769/-

The interest will be recovered in 18 instalments, the first 17

being Rs.500 each and the last of Rs 269.
Rate of interest for various types of advances
Year in which
advance drawn
1982-93
1983-84
1984-85
1985-86
1986-87 to
1989-90
1990-91
1991-92
1992-93
1993-94 to
1999-2000
2000-01

Motor Car/PC
9
9.5
10
11
8.5

Rate of interest
Motor Cycle/
Cycle, Warm
Scooter/ Moped clothing, Table Fan
8.5
8.5
9.5
9.5
10
10
11
11
7.5
7.5

10.5
12
14
15

8.5
9.5
10.5
11.5

7.5
8
8.5
9.0

14

10.5

8.0

Page 150 of 150

2001-02
2002-03
2003-04
20.4.1

13
12.5
11.5

9.5
9.0
8.0

7.0
6.5
5.5

Types of Advances :
Warm Clothing advance
Sanctioning Authority
Amount of advance

:
:

Head Of Office
Maximum Rs 1500/-

Eligibility :
All Group C and D employees, posted in hill stations for
a period of one year, or more are eligible. Hill station means a
place situated at a height of 1000 metres or more above sea
level.
Conditions :
a)
Head of Office should certify that employee is likely to
stay (including period already spent) for not less than 12
months in the hill station.
b)
Second and subsequent advance may be granted only
after three years from grant of earlier advance.
c)
In case of temporary employees a surety bond from a
permanent employee having equal or higher status, is needed.
The surety bond is cancelled on the employee attaining
permanent status. The requirement of surety bond can be
waived, if recovery of advance can be made during temporary
service of employee.

20.4.2

Table Fan Advance

Amount of advance:
maximum of Rs 1000/-.

Anticipated

price

subject

to

Second Advance: A second advance should not ordinarily be

granted within 10 years of the grant of previous advance.
Eligibility :

Page 151 of 151

Group D employees living in a house provided

with electricity and plug point but not having a fan are eligible.
Conditions :
a)
The advance should not be granted to an employee
under suspension.
b)
In case of temporary employees a surety bond from a
permanent employee having equal or higher status is needed.
The surety bond is cancelled on the employee attaining
permanent status. The requirement of surety bond can be
waived if recovery of advance can be made during temporary
service of the employee.
c)
The employee is to submit cash receipt of table fan
purchased for verification.
d)
The fan shall be considered government property till the
advance and interest thereon is repaid.

20.4.3

Conveyance (Motor Car, Motor Cycle/Scooter & Bicycle)

advance
Conditions common to all types of Conveyance Advances:
a)
b)
c)

d)
e)
f)

g)

The advance is granted for purchase of motor car,

motorcycle/scooter, moped and bicycle.
Advance shall not be granted for furnishing security at
the time of registration.
In case of temporary employees, a surety bond from a
permanent employee of equal or higher status is
necessary.
Prior permission should be obtained or intimation of
purchase be given, as may be necessary.
The sanctioning authority should be satisfied about
repaying capacity of the employee.
The advance cannot be granted if the vehicle has already
been
purchased and paid for unless it has been
purchased within a period of three months from the date
of application and paid for by raising a temporary loan.
Advance should not be sanctioned and disbursed when
official is under suspension.

Page 152 of 152

h)

i)

j)
k)

l)
m)

n)

o)

p)

20.4.4

Advance can be granted only if the outstanding of

previous advance, if any, with interest has been fully
repaid.
Purchase of vehicle should be made within one month
from the drawal of advance. The cash receipt (in all
cases) and registration book (in cases other than bicycle)
should be produced for verification. The registration
book must be shown within one month of purchase or
two months of drawal of advance. If the employee fails
to do so the advance shall be refunded with the penal
interest.
The vehicle after purchase should be hypothecated to
the government.
Prior sanction of the loan sanctioning authority is
necessary for sale of the vehicle so long as the advance
and interest thereon is outstanding. The sale proceeds
must be used to payback advance and interest or for
purchase of a new car within a month. In the latter
case, the advance outstanding will be restricted to the
cost of new car. Re-payment of the outstanding amount
would continue at the rate fixed.
Recovery of advance will start from first pay/leave
salary/subsistence allowance after drawl of advance.
Simple interest at prescribed rates, calculated on
monthly reducing balance basis will be recovered in one
or more instalments after the principal is recovered. The
rate of interest charged for advances drawn in different
years is given in para 20.4 of this chapter.
Sanction order should indicate the rate of interest 2.5%
higher than the prescribed rate with stipulation that
2.5% rebate will be allowed for prompt payment.
Even if repayment is made more than once in a month it
will be taken as a simple payment in a month for
arriving balance for interest calculations.
Sanctioning authority is department of Central
Govt/Administrator or Head of Deptt for cases other
than bicycle and Head of Office in case of Bicycle. An
Under Secretary who is Head of Office may authorise a
Section Officer under him to sign, on his behalf,
sanction of cycle advance.

Motor Car advance

Eligibility :

Page 153 of 153

Employees drawing pay including non-practicing

allowance(NPA) and stagnation increment(SI) of Rs. 10500/p.m. or more are eligible. This condition may be relaxed by the
Secretary to Ministry/Department in deserving cases {Rule 193
(ii)}.
Amount of advance :
a)
On first occasion Rs 1,80,000 or eleven months basic
pay +SI +NPA or price of car, whichever is the least.
b)
On second and subsequent occasions Rs 1,60,000 or
eleven months basic pay +SI or price of car whichever is the
least.
c)
In case of employees holding regular posts abroad the
advance shall be further restricted to the amount admissible
from foreign exchange angle.
Other conditions :
a)
A second advance can be taken for purchase of a
different make of car without selling previous one purchased
with advance, but outstanding advance and interest must be
repaid before grant of second/subsequent advance.
b)
Second and subsequent advances will be given only after
4 years from the date of drawal of previous advance.
c)
However, second/subsequent advance may be given
even before 4 years in following cases:
i)
When an employee disposes of his car in India
and proceeds on deputation/training abroad for more
than a year and returns without a car or
ii)
when an employee is appointed to a regular post
abroad and does not take his car with him or
iii)
when one had earlier taken advance for motor
cycle and now desires for car, if outstanding amount of
previous advance, if any, with interest is fully cleared.
d)
An advance can be granted in two instalments in case of
employees holding regular post abroad, first for purchasing the
car and second while coming to India for payment of customs
duty the total being restricted to the overall limit prescribed.

Page 154 of 154

e)
The advance can also be given only for payment of
customs duty, to an employee on regular post abroad who
brings a car subject to the overall limit.
f)
20.4.5

Employee can pay more than one instalment in a month.

Motor Cycle /Scooter advance

Eligibility :
a)

Employees drawing pay (basic pay + NPA+SI) of

Rs.4600/- p.m or more are eligible. This condition can
be relaxed by sanctioning authority in deserving cases.

Amount of advance :
a)
On first occasion Rs. 30,000 or 6 months pay or
anticipated price of motor cycle/scooter/moped whichever is
the least.
b)
On second and subsequent occasion Rs 24000/- or 5
months pay or anticipated price of motor cycle/scooter/moped,
whichever is the least.
Other conditions :
Other conditions are same as in case of motor car except that
there shall be no need for hypothecation of the vehicle.
20.4.6

Cycle advance
Eligibility :
Non-gazetted employees whose basic pay + SI does not exceed
Rs.5000/- p.m.
Amount of Advance :
Rs 1500/- or anticipated price of cycle including ST whichever
is less {Rule 212 (i)}
Other conditions :
a)
Subsequent advance will not be available within 3 years
of the earlier advance.

Page 155 of 155

b)
Priority will be given to those who have not availed the
advance in the last 5 years.
c)
In case of temporary employees, a surety bond from a
permanent employee having equal or higher status, is needed.
The surety bond is cancelled on the employee attaining
permanent status. The requirement of surety bond can be
waived, if recovery of advance can be done during temporary
service of the employee.
Personal Computer advance

20.4.7

Eligibility :
Employees drawing pay including SI and NPA of Rs 10,500/-.

Amount of advance :
i)
On first occasion: Rs 80,000/- or anticipated price of
computer excluding customs duty) whichever is less.
ii)
On second/subsequent Occasion :
Rs 75,000/- or
anticipated price of computer(excluding duty) whichever is less.
Other conditions :
a)
Application should be made on the prescribed form
(GFR-27).
b)
In case of temporary employees, a surety bond from a
permanent employee having equal or higher status, is needed.
c)
A second/subsequent advance can be granted only after
3 years from the drawal of earlier one.
d)
d)
The advance can not be used for payment of
customs duty.
e)
e)
Computer purchased should be mortgaged to the
government.
f)
Interest is charged at the rates prescribed as in case of
advance for motor car.
House Building Advance

20.4.8

Purposes of advance :
a)

Acquiring a plot and constructing a house thereon.

Page 156 of 156

b)
c)
d)
e)
f)
i)

iv)

g)

h)

Constructing a new house on a plot already owned singly or

jointly with spouse.
Getting a plot under cooperative schemes and building a house
where title will vest in the official after the house is built.
Enlarging living accommodation in a house owned by self or
jointly with spouse.
Constructing the residential portion alone in a shop cum
residential plot in a residential colony.
Purchase of a ready built house/flat from
Government, Semi Government, local bodies, housing boards,
development authorities.
ii)
Self financing Housing schemes
iii)
Cooperative Housing schemes.
Private parties such as registered builders, architects, house
building societies etc. , but not from private individuals.
Conversion of hire purchase of house/flat into outright
purchase, from State Housing Board or similar government
controlled bodies.
Repayment of a loan taken for purchase/construction of a
house/flat if employee had applied for HBA before taking the
loan (even if construction has been started already). Loan may
have been taken from government source, or a non-government
source including private institutions, friends and near relatives,
PSUs, autonomous bodies and other registered societies funded
by the government.
Before obtaining loan from a nongovernment source, the employee must apply for HBA and go
for the private loan only when HBA is denied due to paucity of
funds.

Eligibility :
a)
b)

c)

d)

e)

All permanent employees.

Other employees having rendered at least 10 years continuous
service( including military service in case of re-employed exservicemen).
Members of All India Services( IAS,IPS & IFS) deputed to
Central Government, Public Sector Undertakings under the
control of the Central Government, international organizations,
autonomous bodies or a private body (These cases should be
processed by the Head of the parent Department).
Central government employees on deputation to another
department or on foreign service (These cases should be
processed by the Head of the parent department).
Staff covered under Payment of Wages Act.

Page 157 of 157

Note :
i)
Employees of Union Territories and North East Frontier
Agency(NEFA) are also eligible as per the above criterion.
ii)
If both husband and wife are Central Government employees
and are eligible for HBA, the advance shall be admissible to only one
of them.
Central Government servants under suspension are also
iii)
eligible for advance subject to the condition that collateral security in
the shape of mortgage bond from two permanent Central Government
servants is obtained.
Cost ceiling of the House:
Cost of the house (excluding cost of land) should not exceed
200 times of pay (basic pay + stagnation increment + non-practicing
allowance) subject to a maximum of Rs 18 lakhs and a minimum of
Rs 7.5 lakhs. Thus, where the cost ceiling according to basic pay is
less than 7.5 lakh an employee can avail HBA for
building/purchasing a house as if costing Rs.7.5 lakhs. In case of self
financing scheme, cost ceiling will be inclusive of land and
development charges. Ceiling maybe relaxed upto 25% by the
Administrative Ministry/Department in appropriate cases.

Amount of advance:
Sl
no.

Purpose

Amount of advance

For construction of a
house in an existing
plot in urban areas

50 times pay( i.e. basic pay + SI +

NPA ) of the employee or Rs 7.5 lakhs
or the estimated cost, or repaying
capacity, whichever is least.

For purchasing a plot

and constructing a
house thereon

- As above -

For purchasing a ready

built house

- As above -

For enlarging
accommodation in an
existing house in urban
area

50 times of pay + SI + NPA or Rs 1.8

lakhs or the estimated cost or the
repaying capacity whichever is the
least.

Page 158 of 158

For construction
/enlargement of
accommodation in rural
areas ( not falling on the
periphery of a town or
city)

The advance should

Rs.1.8 Lakhs or 80% of
land and construction
enlargement and further
his repayment capacity

not exceed
true cost of
or cost of
restricted to

Where the employee

owns a house jointly
with other relations, or
has coparcenary share
in a house belonging to
HUF of which he is a
member and the
employee desires to
have a separate house
for himself

The amount of HBA shall be

restricted to 60% of the amount
normally admissible to him

Note: Amount of advance can be reduced at the request of the

employee (to avail reduced rate of interest) if the entire advance
is not drawn.
Repaying capacity
Length of remaining
service

Repaying capacity

Officials retiring after 20

years

40% of Pay( Basic Pay +SI + NPA)

Officials retiring after 10

years but before 20
years

40% of pay (Basic Pay +SI + NPA); 65% of

gratuity may also be adjusted.

Officials retiring within

10 years

50% of pay (Basic Pay +SI + NPA); 75% of

gratuity may also be adjusted.

Conditions for admissibility of HBA

a)

b)

c)
d)

The house to be purchased/constructed should be either at the

place of duty or at the place where the employee proposes to
settle after retirement.
Employee /spouse/minor child should not own a house in the
town/urban agglomeration where house/flat is proposed to be
constructed/acquired.
The title of the land should be clear in the name of
employee/spouse/jointly.
In case of purchase of ready built house/flat from private
parties the house/flat should be new and unlived in.
e)
The house/flat should be used for residential purposes
only.

Page 159 of 159

f)
g)

h)
i)

Advance shall be granted in respect of only one house/flat in

the entire service.
Employee should not have taken any loan from any other
government source/semi government bodies /Housing
bodies/local bodies/development authorities etc. However,
where the employee has taken any such loan he should
undertake to repay such loans with interest in one lump.
Advance for ready built house will be only for outright
purchase.
In case of construction of residence on a shop cum residential
plot in a residential colony
i)
Cost of land + cost of superstructure for both residence
and shop(s) should not exceed the prescribed cost ceiling.
ii)
Entire property including shop(s) should be mortgaged.
iii)
Entire building including shop(s) should be insured
against fire, lightening, floods etc.

j)

k)
l)
m)

In case of HBA for enlargement of the house

i)
Funds will be arranged from the officers own resources
and this does not in any way affect his repaying capacity( a
declaration of the employee to that effect is needed).
ii)
Two years should have elapsed after completion of the
house( as per completion certificate).
iii)
Certified copy of approved plan is to be furnished.
iv)
The foundation is capable of taking additional load.
v)
HBA + loan raised from other institutions shall be
restricted to the prescribed cost ceiling.
In case of Central Government employees on deputation, the
case is to be processed by the parent department.
Sanctioning authority should be satisfied that employee is
likely to be in service till the house is built and mortgaged.
The advance should be utilised only for the purpose it is
sanctioned. Misutilisation of advance shall entail disciplinary
action. Any unutilised amount should be refunded
immediately.
Creation of second charge

Government servants may create a second charge on the

property subject to the following conditions:
i)

Prior permission of the Head of the Department should be

obtained.

Page 160 of 160

ii)
iii)
iv)

v)

The second charge can be created only in r/o loans for meeting
the balance cost of the house/flat.
The total HBA plus the loan raised should not exceed the
prescribed cost ceiling.
Loan to be obtained should be from recognized financial
institutions,
such
as,
banks,
government
financial
corporations, co-operative housing finance institutions, public
companies formed and registered in India with the specific
purpose of financing housing like, Housing Development
Finance Corporation Ltd.
Second charge can also be created for enlarging living
accommodation in the house constructed/acquired with HBA,
if two years have elapsed after completion of the construction of
the house.Rs 1500/- or anticipated price of cycle including ST
whichever is less {Rule 212 (i)}

Other conditions :

a)
Subsequent advance will not be available within 3 years of the
earlier advance. Rs 1500/- or anticipated price of cycle including
ST whichever is less {Rule 212 (i)}

Page 161 of 161

21.

DRAWAL OF PAY, ALLOWANCES AND

HONORARIA

21.1

Superintendent of Police incharge of a branch and

Administrative Officer(Accounts) in CBI, Head Office have been
declared by the Director, CBI as Head of Office for that branch and
CBI, Head Office respectively, under Rule 13(3) and 14 of Delegation
of Financial Powers, 1978 and Controlling Officer under SR-191 for
the purpose of TA Bills and Drawing & Disbursing Officer in respect of
Gazetted and Non-Gazetted Officers working under him. The Office
Superintendent or some other gazetted officer of the branch, such as
a Deputy Superintendent of Police can be authorised by the Head of
Office within the terms of the existing orders or Rules to perform the
duties of drawing and disbursing officer under Rule 13(2) of
Delegation of Financial Powers and Rule 35(2) of Receipt and
Payment Rules, 1983.

21.2

Pay Bill Register is required to be maintained by the CBI Head

Office as well as by each of CBI Branches. Separate registers are
maintained for Gazetted Staff, Non-gazetted Executive Staff,
Ministerial Staff, Constables and other Class IV Govt. servants.
Under the existing arrangement, it is necessary to prepare only one
copy of the Pay Bill to be sent to the Pay and Accounts Officer or
Cheque Drawing DDO, CBI, as all information relating to drawal of
pay and allowances by the Officers/Staff, is available in the Pay Bill
Register.

21.3

In the case of officials placed under suspension, separate pay

bill is to be prepared for drawing the subsistence allowance and other
allowances admissible thereon.

21.4

The following allowances are generally drawn alongwith the pay

(i)

Dearness Allowance (including Addl. DA)

(ii)

House Rent Allowance

Page 162 of 162

(iii)

City Compensatory Allowance

(iv)

Transport Allowance

(v)

Children Education Allowance

(vi)

Hill Allowance

(vii)

Conveyance Allowance

(viii)

Interim Relief

(ix)

Deputation (Duty) Allowance

(x)

Remote locality Allowance

(xi)

Bad climate Allowance

(xii)

Tribal Area Allowance

(xiii)

Kit Maintenance Allowance

(xiv)

Court Allowance @ Rs. 1000/- p.m. for ALA/DLA, Rs.

750/- p.m. for Sr.PP/PP and Rs. 500/- p.m. for APP.

(xv)

Gallantry Allowance at the following rates:

a)
President Police Medal for Gallantry
Rs.750/- p.m.
b)

Each of Bar to Presidents Police

Medal for Gallantry

: Rs. 750/- p.m.

c)

Police Medal for Gallantry

: Rs. 450/- p.m.

d)

Each of Bar to Police Medal

for Gallantry37[1]
450/- p.m.

21.5

37[1]MHA

Rs.

Allowance and Honoraria

letter No. 11026/10/98-PMA dt. 6.12.1999

Page 163 of 163

The bills relating to the following allowances/claims are

prepared separately :

(i)

Overtime Allowance

(ii)

Reimbursement of Tuition Fees

(iii)

Reimbursement of Medical charges

(iv)

Travelling Allowance

(v)

Leave Travel Concession

(vi)

Any other allowance i.e. Reward etc.

(vii)

Robe Allowance @ Rs. 2500/- in 5 years for Law Officers

(viii)

Robe Maintenance Allowance @ Rs. 600/- P.A.

(ix)

Refreshment Allowance

(x)

One months extra pay i.e. Basic Pay + D.A. from

Constable to Inspector in a Calender year

(xi)

Mufti Dress Allowance @ Rs. 500/- P.A. for Constable &

Head Constable

(xii)

Grant of 75% discount by Indian Airlines to recipients of

Presidents Police Medal for Gallantry and Police Medal
for Gallantry on the air journeys performed by them on
economy class w.e.f. 1.2.200138[2]

Similarly, separate
honorarium.
21.6

bills

are

prepared in

regard to

grant

of

Advances :
The bills for the following advances are prepared separately:

38[2]MHA

(i)

Advance from the GP Fund

(ii)

Festival Advance

letter No. 11026/17/99-PMA dt. 5..2.2001

Page 164 of 164

21.6.1

21.7

(iii)

Cycle Advance

(iv)

Motor Cycle Advance

(v)

Leave Salary Advance

(vi)

Motor Car Advance

(vii)

TA Advance

(viii)

Advance of Pay

(ix)

Other Miscellaneous Advance

The advance bills may be prepared in the prescribed format

cited in Rule No. 165 of Receipt and Payment Rules, 1983.

Recovery Registers :

The following Registers are to be maintained to keep a watch on

the recoveries of advances sanctioned to the staff :
(i)

Cycle Advance Recovery Register

(ii)

GPF Advance Recovery Register

(iii)

Festival Advance Recovery Register

(iv)

Motor Cycle Advance Recovery Register

(v)
Adjustment Register for TA/LTC Advance and Transfer
TA Advance
(vi)

21.7.1

Register for recovery of other advances

Whenever advances are granted, it is necessary to make the

entry in the appropriate registers to ensure recoveries as per the
norms.

Page 165 of 165

21.7.2

21.8

At the beginning of each financial year, the balance of various

outstanding advance except GPF is to be intimated to Pay and
Accounts Officer concerned.

Reward to subordinate Police Officers

For granting rewards to the subordinate Police Officers, a
Reward Roll Statement is to be used in Form G-12.

Page 166 of 166

22.

CONTINGENCIES

22.1
Contingencies or contingent expenditure means all incidental
and other expenditure, including expenditure on stores, which is incurred
for the management of an office or for the working of technical
establishment, such as a laboratory, workshop, industrial installation, store
depot and the like, but does not include any expenditure which has been
specifically classified as falling under some other head of expenditure such
as works, tools and plants.
22.2
The powers of Director as Head of the Department to incur
expenditure on contingencies are specified in Schedule V to the Delegation of
Financial Powers Rules, 1978. The Director, CBI has further re-delegated
these powers to various officers in CBI. Detailed chart showing internal
delegations is placed at Annexure-XIII.
22.3
Under Rule 90 of the General Financial Rules, the Head Office
has been granted a permanent advance (Imprest) of Rs.2000/- to provide for
emergent petty advances of all kinds or for such payments as have to be
made in advance for drawing bills. Permanent advances have also been
granted to branches, according to their requirements39[1].
22.4
A contingent register showing different heads of contingent or
miscellaneous expenditure is maintained. The annual budget allotment is
also noted in that register. Expenditure under each minor head is watched
through that register. The bills are prepared and the amounts are drawn on
fully vouched contingent bill forms. Sometimes for meeting urgent
contingent expenditure, advances are also drawn on abstract bill forms
under the provisions of Receipt and Payment Rules.
22.5
Vouchers: Vouchers/receipts for payments of Rs. 500/- or
above are to be sent to the Pay and Accounts Officer, CBI. Others are kept in
the office alongwith the bills, after they are cancelled with a rubber stamp.
The provisions of Rule 109 of Receipt & Payments Rule have specially to be
observed for defacement or cancellation and preservation of the vouchers.

39[1]

For detailed guidelines, GFR 90 may be referred to.

Page 167 of 167

23. GENERAL PROVIDENT FUND

23.1

Eligibility
Temporary government servants with one year's service, reemployed pensioners not covered by Contributory Provident Fund
Rules, and all permanent government servants have to subscribe
compulsorily at a minimum of 6% pay (maximum 100% pay) every
month to General Provident Fund. Persons completing one year's
service during a month are to subscribe from the following month,
i.e., recovery commencing from the pay for the month following the
one in which they complete one year's service.
Temporary
government servants (including Probationers and Apprentices) likely
to continue for more than a year in service may subscribe any time
before one year. No recovery should be made during the last three
months service before superannuation (e.g. For employees retiring on
30th June, subscriptions are not to be recovered from the pay for
April, May and June).

23.2

Procedure to be followed by Head of Office

The Head of Office is required to send to PAO statement in
duplicate by 15th of every month with particulars of employees
eligible to subscribe to GPF three months hence, for allotment of
account numbers, in the prescribed form. No application from the
official is necessary. The duplicate copy of the statement will be
returned by the PAO duly completed with account numbers allotted to
the officials. However, in the case of temporary employees choosing to
subscribe before one year, applications are to be forwarded as per the
old procedure for allotment of account numbers. In any case,
subscriptions should be recovered only after the account numbers are
allotted.

23.3
23.3.1

Nomination
Submission of nominations - Every government servant
should submit nomination in the prescribed form immediately on
joining the Fund. While an employee not having family may nominate
any other person, the nomination should be in favour of family
member(s) only in the case of one having family. The subscriber may
provide in the nomination that the nomination shall become invalid in
the event of the happening of a contingency specified therein e.g. a
bachelor may nominate his father or mother. He can specify in the

Page 168 of 168

nomination that the nomination will become invalid in the event of his
subsequently getting married. If the nomination is made in favour of
more than one person, the proportionate share in which the amount
will be payable should be specified clearly in the relevant column. At
any time, the nomination may be cancelled by the government
servant. Revised nomination may be sent to the PAO through the
Head of Office. Change of nomination is permitted even after
retirement but before the final payment is made. Every nomination
takes effect from the date it is received by the PAO.
23.3.2

Action by the Head of Office : Nominations submitted by the

officials should be carefully scrutinized by the Head of Office before
forwarding the same to PAO and it should be ensured that the
instructions contained in the nomination form as also the provisions
in GPF Rules are complied with to avoid complications at a later
stage. A copy of the nomination may be kept in Part II of the service
book of the official. Receipt of acknowledgement from PAO should be
watched and kept in record.

23.3.3

Definition of Family : 'Family' includes, spouse, parents,

children (including adopted child/ward), minor brothers, unmarried
sisters, deceased son's widow and children and where no parents of
the subscriber is alive, a paternal grandparent. For a male subscriber,
more than one wife is included, but a judiciously separated wife is
excluded, unless the subscriber expresses in writing otherwise. A
female subscriber may exclude her husband from her family for this
purpose.

23.4

Noting GPF Account Number in Service Book

As soon as the account number is allotted by the PAO, this should be
entered in the service book of the official.

23.5
23.5.1

Subscription
Rates : The amount of subscription should be fixed by the
government servant in whole rupees, subject to a minimum of 6% of
emoluments and not more than the total emoluments. The
subscription will be rounded off to the nearest rupee, even if it
happens to be less than 6%. For this purpose, pay drawn on 31st
March will be taken into account for subscription during the ensuing
financial year. For subscribers joining service during the year and
start subscribing to the GPF, emoluments drawn on the date of
joining the Fund is taken into account. The rate of subscription need
not be varied consequent on revision of pay during the year, except

Page 169 of 169

when required under specific orders e.g. on revision of pay scales on

the recommendations of Pay Commission.
23.5.2

Change of amount of subscription : Subscription may be

increased twice and/or reduced once at any time during a year.

23.5.3

Recovery of subscription - Recovery should commence from

the pay for the month following the one in which a temporary
employee completes one year service. During periods of suspension,
recovery is not to be made. On reinstatement, he may opt for recovery
of arrear subscriptions due for the period of suspension. During the
period of EOL/HPL, the official can opt not to subscribe to the Fund.
In such cases, subscription recovered shall be proportionate to the
number of days spent on duty including leave, if any, other than
EOL/HPL.

23.6

Interest:
The rate of interest to be allowed on GPF deposits is
determined by the government each year.

23.7

Advances:
An advance up to three months' pay or half the amount at
credit, whichever is less, may be sanctioned by the Head of Office to a
subscriber for one or more of the reasons mentioned in GPF Rules Rule 12(1) : GID's 2,3,4,6 & 11. Advance in the case of Head of Office
will be sanctioned by the next higher authority.

23.8

Special Advance

23.8.1

An advance in excess of 50% of the amount at credit, or three

months pay, or involving recovery in more than 24 installments, or
when the earlier advance is not fully recovered or where the advance
is required for reasons other than those mentioned under Para 23.7,
is treated as Special Advance. This can be sanctioned by Heads of
Departments and various other authorities specified in V Schedule to
GPF Rules. Heads of Offices authorized to exercise the powers of
Heads of Departments under DFPRs can also sanction the Special
Advance. Special reasons are to be recorded for sanction of such
advances.

23.8.2

If the Special Advance is sanctioned before the completion of

the earlier advance, the balance of the previous advance remaining
outstanding will be added to the amount sanctioned as special

Page 170 of 170

advance and the total consolidated amount recovered in suitable

number of installments not exceeding 36.
Note : Advance is not to be sanctioned during the last three months of
service before superannuation.
23.9

Recovery
Recovery of the advance under Rule 12(1) in not more than 24
installments should commence from the pay for the month following
the one in which the advance is drawn. Recovery of the Special
Advance under rule 12(2) in not more than 36 installments will also
be made in the same way, but it should be ensured that there is no
break in the recovery of the earlier advance and the Special Advance.
In other words, the Special Advance will be sanctioned and the
installments fixed after taking into account the installments to be
recovered in the next month against the earlier advance (Rule 13).

23.10

Withdrawals
Authorities competent to sanction Special Advances can
sanction withdrawals from GPF for one or more of the purposes
mentioned in Rule 15, after completing stipulated service.

23.11 Final Payment of GPF Accumulations

Final payment of GPF accumulations arises in the following
events :
(a)
Resignation, termination of service, discharge for
want of vacancy, dismissal and removal from service; or
(b)

Retirement; or

(c)

Death.

In all the above cases, the amount standing to the credit of the
subscriber with accrued interest becomes payable.
23.12

GPF Accounts of Group D Employees

The GPF account of Group `D' employees is maintained by the
Head of Office/Head of Department.

Page 171 of 171

23.12.1

Duties of Head of Office:

(i)

The detailed PF Ledger Account in Form (Civil Accounts

Manual) 47 should be maintained by the Head of Office in
bound ledgers which will be machine numbered.

(ii)

The Head of Office or a gazetted officer nominated by him

should initial the PF accounts monthly to ensure that the
amount of subscription deducted, refund of advance and
temporary and final withdrawals are posted correctly. He
should also initial the entries in the ledger when signing for
withdrawal from PF.

(iii)

He should ensure that the subscription recovered is subject to

the minimum as per the GPF Rules.
Regarding
reducing/enhancing the quantum, he should ensure that
reduction is not made more than once in a year and
enhancement not more than twice in a year. When the
subscription is reduced, it should not go below the minimum of
6% of pay prescribed in the rules.

(iv)

He should maintain a broad sheet in Form CAM 48 and all

deposits and withdrawals should be posted direct from the
ledgers and not from the schedules. He shall verify that the
amount as booked in the broad sheet agrees with that of the
total in the certificate of deductions attached to the pay
bills/payments made during the month.

(v)

In all cases of new admission, he should verify the eligibility of

the new subscriber and assign the Account No. with a prefix
indicating the office to which the subscriber belongs. All
permanent employees and temporary employees with a
continuous service of more than one year are eligible.

(vi)

On receipt of a nomination, he should satisfy himself that it

has been made as per the provisions of GPF Rules.
Appropriate arrangements should be made for the safe custody
of the nomination under lock and key in his personal custody
or under the custody of a gazetted officer nominated by him in
this behalf. Necessary entries should be made in the ledger/
and General Index Register and an acknowledgment should be
issued to the official concerned.

(vii)

He should maintain a General Index Register in Form CAM 44.

Page 172 of 172

(viii)

Pass Books are to be issued to all the subscribers. At the end of

each year, the Head of Office should obtain the Passbook,
complete the entries in the Passbook and after making
necessary endorsement to the effect that the account has been
transferred to PAO, CBI, New Delhi, return the Pass book to
the employee.

(ix)

When
an
official
is
transferred
to
another
Ministry/Department, the Head of Office should complete the
entries in the Pass book and after making necessary
endorsement to the effect that the account has been
transferred to DDO concerned, return the concerned Passbook
to the employee.

23.12.2

On promotion to Group C:

If the Head of Office is able to certify that there are reasonable

prospects of the promoted employee continuing in Group `C' for at
least one year, the GPF account should be transferred to the A.O.
concerned immediately. In case he is not able to certify as above, it
should continue to be maintained by the Head of Office and
transferred to the Accounts Officer after the concerned employee
renders one year's continuous service in Group `C' post.

Page 173 of 173

24.
24. DEPOSIT LINKED INSURANCE SCHEME
24.1

The scheme is meant for the welfare of family members of the

deceased government servant. According to this scheme, when a
General Provident Fund/Contributory Provident Fund subscriber dies
after having put in 5 years of service, the nominee of the subscriber is
paid an additional amount (in addition to the actual
General
Provident Fund balance in the General Provident Fund (GPF) of
deceased subscriber) if the balance in the General Provident Fund
account of the deceased subscriber does not fall below the under
mentioned limits at any time during the last 36 months preceding the
month of death:

GPF (Vth Pay Commission

Scale)

CPF (Pre-revised scale)

If
the
subscriber
held a post in
the scale of
pay,
the
maximum
of
which is

Minimum
monthly
balance
during
the
period

If the subscriber has Minimum

held for the greater monthly balance
part of the aforesaid 3 during the period
years
a
post
the
maximum of the pay
scale of which is

Rs. 12000 or
more

Rs. 25000/-

Rs. 4000 or more

Rs. 12000/-

Rs. 9000 to Rs.

11999

Rs. 15000/-

Rs. 2900 to Rs. 3999

Rs. 7500/-

Rs. 3500 to Rs.

8999

Rs. 10000/-

Rs. 1151 to Rs. 2899

Rs. 4500/-

Below Rs. 3500

Rs. 6000/-

Below Rs. 1151

Rs. 3000/-

Note: Applicable in case of death of Note: The revised rates based on 5th
subscriber on or after 31.5.2000. In pay commission pay scales has not
case of death on or before 30.5.2000 old been received in respect of CPF.
provision as per IVth Pay Commission
pay scales only will apply.
24.2

The additional amount will be equal to the average balance in

the account during the period of 36 months preceding the month of
death, subject to a maximum of Rs. 60000/- in the case of GPF
subscribers and Rs. 30000/- for CPF subscriptions. The maximum
limit is to be applied after arriving at the average of 36 months and
not at every stage.

Page 174 of 174

24.3

The balance for March every year will be inclusive of interest for
the year. The balance of the last month of the three year period will
include the interest upto that month. In the case of CPF, balance and
average balance would mean only employees subscription and
interest thereon.

24.4

This Scheme does not apply to persons appointed on contract

basis
(Rule 33-A/35-A and Notes thereunder). However, it is
admissible in cases of death during the last 3 months of service during
which no subscription is recovered.

24.5

In the case of missing employees, payment can be made to the

nominee/legal heirs after expiry of a period of 7 years following the
month of disappearance of the subscriber after completion of required
formalities.

Page 175 of 175

25.

WELFARE MEASURES

25.1

For the welfare of the CBI employees, a Fund called Central

Bureau of Investigation Benevolent Fund was created in 1973. It is
governed by CBI Benevolent Fund Rules dated 11.10.1990. Its
affairs are managed by Central Managing Committee.

25.2

According to the present CBI Benevolent Fund Rules, the

objective for which the Central Bureau of Investigation Benevolent
Fund was created is to provide financial relief to the following :
(i)
To any member of the fund who suffers from permanent
disability, such as loss of eye-sight or a limb etc.,
incapacitating him for further service.
(ii) To the family of a member of the fund in case of his
death (upto and including the rank of SO/OS/Dy.SP and
equivalent).
(iii) To all members of the fund (upto and including the rank
of SO/OS/Dy.SP and equivalent) who suffer partial disability
or prolonged illness forcing them to remain on leave without
pay for a period exceeding one month.
(iv) To meet the funeral expenses of a member of the fund
and to meet with the funeral expenses of the dependent of a
member of the fund (i.e. mother, father, son, daughter & wife
and in some cases grandfather or grandmother or minor
brother or minor sister in case parents are not alive). The
relief can be given upto the rank of OS/DSP or equivalent.
(v) To a member of the fund or a dependent member of his
family, if any of them is suffering from diseases like T.B. or
Cancer etc. which require nourishing diet and no such relief
is available to him under the Medical Relief Rules.
(vi) For acquiring artificial limbs, hearing aids or any such
device for either a member of the fund or any of his
dependents.
(vii) To any member whose property has suffered a severe
damage owing to some natural calamity like flood, fire,

Page 176 of 176

drought etc. and his financial position is very weak. This

financial relief may be given in addition to a relief, if any, that
government may sanction on such occasions, if that is
considered insufficient.
(viii) To a member of the fund, upto the rank of Dy.SP/OS or
equivalent to enable him to purchase sports kit or for special
diet if he or a dependent member of his family is rated as an
outstanding sportsman/athlete, such as holding the colour of
the University and above or for his daughter/son who has
secured more than 60% marks in Class-X/Higher
Secondary/or higher studies and is prosecuting further
studies.
25.3

The Director, CBI has the discretion, on the recommendation of

the Central Managing Committee, to sanction expenditure or to grant
monetary relief/aid in deserving cases of individual or general welfare
of the members of the fund which are not covered by the rules.

25.4

According to the Benevolent Fund Rules, all personnel of the

CBI should subscribe towards CBI Benevolent Fund during the
period of their stay in the CBI. A declaration, in duplicate, in the
prescribed form shall be obtained from all members of the staff of the
CBI. This declaration shall be retained in the office in which the
person concerned happens to be working at the time of his
application. On transfer of a member to any other unit of the CBI,
this declaration shall be sent to the new place of posting. A note shall
be kept in the service book of the persons concerned duly signed by
the Head of Office regarding the date from which the person
commenced his membership of the fund/withdrew from his
membership and subscription from members shall be collected at the
rates fixed by the Managing Committee.

25.5

The Central Managing Committee of the Benevolent Fund at

the Head Quarters of the CBI is presided over by Joint Director
(Admn.), CBI.
The other members of the Central Managing
Committee are as follows :
(i)

D.I.G.(Admn.), CBI

Vice-President

(ii)
SP(HQ), CBI
Member

Hony.

Secy.-cum-

(iii)
Admn.Officer(A), CBI
Member

Hony.

Treasurer-cum-

Page 177 of 177

(iv)

SP-I/ACB-I/CBI/Delhi

Member

(v)

A Dy. Supdt. of Police/CBI-

Member

(vi)

An Inspector/
Sub-Inspector/CBI
A Head Const./
Constable of CBI
A representative from
the Ministerial staff

Member

Member

Member

(vii)
(viii)

25.6

An account of subscriptions collected in the CBI Branches is

maintained in the concerned Office in the register in prescribed
proforma.
This register will be a permanent record and the
responsibility for its proper maintenance will primarily rest with the
cashier of the branch, under supervision of the Superintendent of
Police of the Branch. The accounts of the fund will be put up to the
Superintendent of Police/Administrative Officer/Head of Office as
the case may be by the cashier concerned, every month, for
attestation. The Dy. Inspector General of Police, while inspecting
the branches/units, will also check these accounts and see that
these are being maintained properly.

25.7

Special benefits in cases of death of Central Government

employees while on duty40[1]
The families of Central Government Employees who die in
harness in the performances of their bonafide official duties under
various circumstances are eligible for the following compensation:-

25.7.1

Air-lifting of body if death occurs while on tour : In case of

death of a public servant, while on tour in India or abroad, the body
may be brought by air on a commercial flight to the headquarters or
to home town, according to the wishes of the family. In such cases,
the expenditure will be met by government41[2].
Sanctioning Authority - Head of Office under whom the
deceased official was last working.

25.7.2

40[1]

Immediate Relief - If an employee dies while in service, his

family will be eligible for immediate monetary relief of three months
pay or Rs.8000/-, whichever is less in the form of an advance. The

No. DPAD.3/03/2872/37/1/2003-AD.III dated :- 3/7/2003.

G.I., M.H.A.,OM NO17/18/73-PUB I. dated 14.06.1973, circulated under D.G. P.&T.

Letter No.B-26013/2/73-WL, dated 27.12.1973.

41[2]

Page 178 of 178

advance should be adjusted within six months against the arrears of

pay and allowances, leave salary, death gratuity, balance in
Contributory/General Provident Fund or any other payment due in
respect of the deceased official - Appendix-7, Pension Compilation &
GFRs 262-264.
Sanctioning Authority - Head of Office or the gazetted officer at
the lowest level under whom the deceased official was last working.
25.7.3

Relief from CBI Benevolent Fund

Immediate relief amounting to Rs.15000/- to meet immediate
expenses to the family/legal hairs of the deceased government
servant upto and including the rank of Office Superintendent,
Deputy Superintendent of Police and equivalent42[3].
Sanctioning Authority - DD(Admn.)/CBI. The concerned CBI
branch will send a proposal to SP(HQ) CBI for sanction of the
amount.

25.7.4

T.A. to the family of a deceased employee

The family of an employee who dies in service may travel from
the last headquarters of the employee to the home town, or to any
other selected place of residence where the family wishes to settle
down. If at the time of the death of employee any member of his
family happens to be at a station other than his headquarters, such
member may travel from the station to the home town or selected
place of residence. But the claim will be restricted to what is
admissible from the last headquarters to the home town or selected
place of residence, as the case may be. If any member of the
employees family proceeds from the last headquarters to a place
other than the selected place of residence, the claim will be
restricted to what is admissible from the last headquarters to the
selected place of residence.
Sanctioning Authority - Head of Office under whom the
deceased official was last working.

25.7.5

Ex-gratia lumpsum compensation to families of Central

Government Employees who die in harness.
The families of Central Government Civilian employees who die
in harness in the performance of their bonafide official duties under

42[3]

Head Office circular No.B-11015/1/87-89/CBI/BF dated 17.10.1990.

Page 179 of 179

various circumstances, shall be paid the following ex gratia

lumpsum compensation.
(a)
Death occurring due to accidents in the
-Rs.5
Lakhs
course of performance of duties .
(b)
Death occurring in the course of performance -Rs.5
Lakhs
of duties attributable to acts of violence
by terrorists, anti-social elements etc.
(c)
Death occurring during (a) enemy
Lakhs
action in internationl war or border
skirmishes and (b) action against militants,
terrorists, extremists etc.

-Rs.7.5

The ex-gratia lumpsum compensation is not admissible if the

death of the employee is due to accidents while traveling on duty by
commercial aircraft, national or private. In the case of death of an
employee while traveling on duty by railways due to train accidents,
the amount of ex-gratia lumpsum compensation admissible will be
reduced by the compensation, if any, received by the next of kin of
the employee from the railways. Ex-gratia lumpsum compensation is
in addition to other benefits - Admissible in addition to such other
benefits as may be admissible under CCS(Extraordinary Pension)
Rules or the Liberalized Pensionary Awards Scheme, CCS(Pension)
Rules, 1972, General/Contributory P.F. Rules, Central Government
Employees's Group Insurance Scheme.
Sanctioning Authority - Concerned Administrative Ministries in
consultation with their Financial Advisers. Proposal from branch
should be sent to Head Office for sending the same to the Ministry.
25.7.6

Government accommodation : Adhoc allotment in the

name of the ward/spouse of the government servant who dies
while in service
As per existing instructions, request for adhoc allotment to an
eligible dependent is considered in case he/she gets an employment
in an eligible office even after the death of the officer, provided such
appointment is secured within a period of twelve months of the
death of the officer and the other prescribed conditions are fulfilled.
In the event of death of the allottee, in terms of the Directorate
of Estates OM No.12035/4/98-Pol.II dated 9.6.1998, the family is

Page 180 of 180

now eligible to retain the government accommodation for a period of

two years, on payment of normal rate of licence fee, subject to the
condition that extended period of one year is not admissible in cases
where the deceased officer, or his/her dependent owns a house at
the place of posting. It has been decided that the ward/spouse may
be allotted government accommodation on adhoc basis in cases
where the eligible dependent secured employment within a period of
two years from the date of death of the allottee, subject to fulfillment
of other prescribed conditions including that of not being a house
owner. No relaxation beyond a period of two years shall be
permissible in any case43[4].
Sanctioning Authority :- SP(HQ)/CBI is the Estate Officer for
accommodation available in Delhi while SsP of CBI ACB Branches
are Estate Officers for the accommodation in the station out of
Delhi.
25.7.7

Appointment : Compassionate Appointments of Dependents

The detailed instructions on the subject have been mentioned
at para 2.7 in Chapter 2.

25.7.8

Family Pension (Rule 54 of CCS(Pension) Rules, 1972)

In the event of death of a government servant, his/her family
are eligible for the grant of Family Pension. In case of a bachelor
government servant, his/her dependent parents is eligible for the
grant of family pension @ 30% of the last pay drawn plus D.A. as in
force. Minimum family pension is Rs.1275/- p.m. Family pension is
admissible on the following conditions:
a)
After completion of one year of continuous service; or
b)
Before completion of one year of continuous service
provided the deceased government servant concerned
immediately prior to his appointment to the service or post was
examined by the appropriate medical authorities and declared
fit by that authority for government service.
Enhanced rate Family Pension: Enhanced family pension is
payable from the date following the date of death for a period upto:
(i)

43[4]

Seven years from the date following the date of death

Ministry of Urban Affairs & Employment, Directorate of Estates, New Delhi OM

No.12035/4/98-Pol..II dated 19.11.1998.

Page 181 of 181

(ii) Date on which the deceased government servant would

have attained the age of 67 years, had he survived, whichever
is less.
After the expiry of the period given above, the family pension
will be payable at normal rate.
Normal rate of family pension. Normal rate of family pension
is @ 30% of last pay drawn by the deceased government servant. If the
deceased government servant after putting more than one year and
less than 7 years dies, the family is entitled to get family pension @
30% of the last pay drawn.
25.7.9

Death Gratuity (Rule 50 of CCS(Pension) Rules, 1972

In the event of death of government servant, his/her family is
eligible for the grant of Death Gratuity on the basis of service
rendered by the deceased government servant.
Sanctioning Authority For Family Pension & Death gratuity is
Accounts Officer, P&AO, CBI, New Delhi. Concerned Head of office is
required to send the complete pension papers of deceased government
servant to PAO, CBI, New Delhi for the purpose.

Page 182 of 182

26. DEPARTMENTAL CANTEEN

CANTEEN

26.1

Meeting the refreshment needs of employees in offices and

workers serving in industrial establishments during their working
hours is an obligation undertaken by every welfare oriented
organisation. This responsibility can be fulfilled by running a well
organised departmental canteen which will meet the welfare needs of
employees and also make them more efficient at their work. A
departmental canteen is therefore set up at government cost, inside a
government department/office/establishment at No Profit No loss
basis by employing the authorised number of canteen workers, whose
affairs are controlled by a Managing Committee constituted by the
Department/Office concerned.

26.2

The functioning of the departmental canteens is on the basis of

instructions contained in the Administrative Instructions on
Departmental Canteen in Offices and Industrial Establishments
(Green Book) issued by Department of Personnel and Training. In
smaller establishments employing less than 100 persons, tiffin rooms
are set up instead of a full-fledged canteen. A Canteen/Tiffin Room is
centrally registered with the Office of the Director of Canteens, DP &
T, New Delhi. The Canteens/Tiffin Rooms, depending upon the
strength of the establishment office staff have been categorised into
the following types :

Total strength of the

Department/Office/Establishment

Types of Canteen/Tiffin Room

entitled

25 to 49

Tiffin Room

Type B

50 to 99

Tiffin Room

Type A

100 to 249

Canteen

Type D

250 to 499

Canteen

Type C

500 to 699

Canteen

Type B

700 to 1200

Canteen

Type A

If the strength of the office/establishment is more than 1200,

the Canteens may be grouped and categorised as Type 2A, 3A and so
on, with the approval of the Director of Canteens, Department of
Personnel & Training.
The entitlement of various employees in various types of
Canteens/Tiffin rooms is also provided in Green Book.

Page 183 of 183

26.3

Accommodation
Accommodation for the canteen is to be provided by the
department/office concerned. All initial provision of fixtures, fittings,
lighting arrangement, water storage tanks, white washing etc. and
their maintenance thereafter will be the responsibility of the civil
works agency of that department/office. The floor area for a canteen
should be sufficient to provide a dining hall of a size where 1/3rd of
the office strength could be entertained at a time and preferably
should have separate rooms for kitchen, pantry, store, gas/fuel room,
dry ration, fresh vegetable room etc. The nominal rent payable by the
departmental canteens and tiffin rooms for the office accommodation
occupied by them is Re 1 per annum. Subletting of the canteen
premises to any private person is not permissible.

26.4

Management
A Managing Committee is constituted for each departmental
canteen out of the officers and staff of the department/office
occupying the building in which the canteen is located. A model
Managing Committee consisting of seven members including the
Chairman, Honorary Secretary, Official Member and Staff Side
Members to represent Group C and D should be constituted. One
lady may be nominated as a co-opted Member. The tenure of the
committee shall be three years normally. The rules of business for
running of a canteen will be framed by the Managing Committee.
Head of the Department/Office may depute a government servant of
the rank of Section Officer or below if he can be spared out of the
existing strength of the department/office for part time or whole time
assistance to the Managing Committee of the canteen.

26.5

Personnel
The canteen staff is treated as holders of civil posts in
connection with the affairs of the Union of India w.e.f. 01.10.1991
vide DP & Trg. O.M. No.12/5/91-Dir(C) dated 29.01.1992.

26.6

Hygiene and Sanitation

Inspection of the canteens should be carried out at regular
intervals and through surprise checks by the Head of the Office,
members of the management committee and the medical officer of the
local medical establishment. The managing committee should arrange
to maintain a record of these inspections in the Inspection

Page 184 of 184

Register/Sanitary Diary. A suggestion-cum-complaint book should

also be maintained in the canteen. Model sanitary rules as issued vide
5/11/72-Dir(C) dated 28.08.92 must be made clear to every canteen
worker. All the measures to procure standard provisions should be
undertaken to avoid adulteration. Stern disciplinary action should be
taken against any employee of the canteen found indulging in or
doing any act which may lead to the adulteration.
26.7

Accounts & Audit

Annual accounts comprising of income and expenditure,
trading account, profit and loss account, balance sheet etc. must be
prepared immediately on the close of the financial year. The account
after having been internally audited, should be submitted to the
integrated financial advisors of the department/office with copies to
the director of canteen within one month of the close of every financial
year.

26.7.1

It will be the responsibility of the canteen manager to complete

and submit all accounts progressively prepared as on the last day of
every month, within seven working days of the following month, after
internal audit, to the honorary secretary for putting up to the
managing committee.

26.7.2

The following account books and records are required to be

maintained by the departmental/cooperative canteens :
(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
(viii)
(ix)
(x)
(xi)
(xii)
(xiii)

Cash Book
Ledger
Stock Register (for expendable items, coupon books,
crockery, empty containers etc.)
Dead Stock Register
Preparation Register (to show eatables produced)
Sales Register (Work Sheet)
Coupon Sales Register
Salary Register
Attendance Register
Bill Register (for sales on credit)
Kitchen Register (if a number of canteens are grouped
together for kitchen functions)
Journal (if number of daily transactions of credit sales
and credit purchases exceeds five)
Annual Accounts

26.7.3 The internal audit of the accounts of canteen/tiffin rooms should be

carried out by the departmentalized accounts organizations.

Page 185 of 185

26.8

Sl.No.

Entitlement
of
Canteens/Tiffin rooms

employees

in

various

Canteens Type

Designation

types

of

Tiffin Rooms

Manager

Asstt. Managercum-Store Keeper

Manager-cumSalesman

Counter
Clerk/Salesman/
Kitchen Clerk

Coupon/Reserve
Clerk

Halwai

Asstt. Halwai

Cook

Tea/Coffee Maker

10

Bearer

11

Washboy/Dish
Cleaner

12

Sweeper

19

15

10

26.8.1

26.8.1
In addition to above, the following staff is
authorised in group of more than A type Canteen under one
management in lieu of staff at Serial Nos. 1 & 2 above.
A Group of 2 A Type A Group of more than
Canteens
2 A type Canteens

General Manager

Deputy General
Manager

Accountant

Cashier

Store-Keeper

Internal Auditor

1 (Part-time)

1(Part-time)

Page 186 of 186

27.

MEDICAL FACILITES TO THE CENTRAL

GOVERNMENT EMPLOYEES (INCLUDING
CGHS)

27.1

The Central Government servants are entitled to medical

facilities under the Central Services (Medical Attendance) Rules, 1944,
the salient features of which are given hereunder:

27.2

These Rules are applicable to all government servants other

than (i) those in Railway Service, and (ii) those of non-gazetted rank
stationed in or passing through Kolkata, whose conditions of service
are prescribed by rules made or deemed to have been made by the
Central Government, when they are on duty, leave or foreign service
in India or when under suspension. Following medical facilities are
available under these rules:
In India only 1.
2.
3.
4.
5.
6.
7.
8.

9.
10.

11.
12.

Avitaminosis and Hypovitaminosis.

Correction of squint (eye). Testing of eye sight for
glasses of the employees once in three years.
Disease(s) causing general debility and secondary
anaemia.
Treatment for immunizing and prophylactic purposes in
the case of communicable diseases only.
Venereal diseases and Delirium Tremens.
Treatment of sterility and operation for sterilization.
Medical termination of pregnancy performed at
government hospital/recognised institutions etc.
Confinement including at residence if attended by Child
Welfare and Maternity Centres staff ; prenatal and post natal treatment.
Blood and blood transfusion charges.
Dental treatment (only in government hospitals, private
recognised hospitals) - Surgical operations needed for
removal of Odontomes and impacted wisdom - tooth,
Treatment of gum boils, Extraction, Scaling and gum
treatment including pyorrhoea and Gingivitis, Filling of
teeth , Root canal treatment etc.
Anti-rabic treatment.
Cost of Hepatitis Vaccine B & C.

Page 187 of 187

Following treatment can be availed outside India also a)

b)
c)
d)
e)
f)
g)
h)
i)

Cardio vascular Surgery.

Kidney and other organ Transplant.
Joint replacement and surgery.
Bone-marrow transplant.
Certain types of medical and oncological disorder, such
as Leukaemia and neoplastic conditions.
Micro vascular and neuro surgery.
Treatment with laser which obviates the need of open
surgery.
Treatment with
Argon, Krypton and Yag Laser in
Ophthalmic cases.
Extra corporeal stone disintegration by ultrasonic shock
waves.

27.3

A government servant desirous of availing medical treatment

outside India may make an application in the prescribed form through
his Department/Ministry to the Standing Committee established
under this rule. On receipt of such application, the Standing
Committee, if after due consideration it is satisfied that the patient
can be treated only outside India, may issue a certificate to the
concerned Department/Ministry conveying its approval of the
application and the concerned Department/Ministry shall, on the
strength of that certificate incur necessary expenditure in getting the
government servant concerned or the member of his family treated in
accordance with the procedure laid down by the Committee (Rules 8
& 11).

27.4

For getting medical treatment by the Central Government

servant and his family members in India, the following
Hospitals/Institutions are recognised:
1.
All State Government
maintained by Local Bodies.

hospitals

including those

2.
All hospitals, primary health centres, maternity and
child welfare centres and dispensaries recognised by State
Governments for
treatment of their employees and/or
members of their families.
3.
All hospitals/dispensaries attached to Public Sector
Undertakings/Projects/Port Trusts.

Page 188 of 188

4.
Cantonment hospitals in cantonment areas where there
are no government hospitals, for treatment of government
servants and their family members residing in those areas and
also in the adjoining areas outside cantonment limits.
5.

All railway hospitals.

6.
Pay Clinics in Bihar, Punjab, Haryana, Uttar Pradesh,
Madhya Pradesh, Rajasthan and Chandigarh.
7.
Private hospitals in particular stations notified by the
Government of India from time to time (Rule 2).
27.5

In addition to the above, Head of Department as specified in

SR 2(10) is empowered to appoint Medical Officers under the
employment of the Central/State Governments and Union Territories,
as also Medical Officers not in government employment i.e. Private
Registered Medical Practitioners as Authorised Medical Attendants.

27.6

Private Medical Practitioners are appointed as AMAs where

adequate number of government doctors in various systems of
medicines are not available or when their services are not available
within a radius of five kilometres or because of the remoteness of the
area (Rule 2). The AMA so appointed, will be bound by the terms and
conditions prescribed by the government from time to time under
these rules. If the condition of the patient so requires, the AMA can
send the patient to the nearest specialist or other medical officer or
summon them to attend the patient (Rule 5).

27.7

The treatment at the consulting room of the AMA is limited to

ten days with a maximum of four consultations and normally ten
injections.
The limit of four consultations within 10 days is
applicable for attendance with a Specialist/other Medical Officer and
will count from the date from which the Specialist/other Medical
Officer is consulted. Consultation on the 10th day of treatment is
permissible, if no medicine is prescribed on that consultation.

27.8

Cases of medical treatment requiring hospitalization are

referred to government/ recognised hospital. If hospitalization is not
considered necessary but treatment is expected to be prolonged, the
patient should be referred to OPD of government / recognised
hospital.

27.9

When a patient consults the same AMA in regard to the super

imposition of another disease during the course of treatment of one
disease, it is regarded as a fresh consultation and will be charged at

Page 189 of 189

full rates as prescribed by the government from time to time. To

justify a fresh claim for the recurrence of the same disease for a
second time, there should be a reasonable gap between the closing of
the first spell and the recurrence of the second spell. A separate
claim is to be preferred in respect of each spell of illness and or an
entirely new disease (GID (21) in Rule 2).
27.10

The claim for reimbursement should be received within 3

months from the date of last treatment. However, subject to certain
conditions, the Department may condone the delay. (GIDs (9) and (10)
Section-1).

27.11

The government servant and their family members may receive

treatment for all diseases for which treatment is provided under the
rules in a government/recognised hospital outside the district/state
but within India, provided :

(i)

Necessary and suitable facilities for treatment are not available in a

government or recognised hospital at the district or state
headquarters or within the district or state where one falls ill and

(ii)

The treatment outside the district/state is recommended by the

Authorised Medical Attendant and countersigned by the Chief Medical
Officer of the district if the treatment is undertaken outside the
district or by the Chief Administrative Medical Officer of the state if it
is to be undertaken outside the state. (G.I.D.(4) under Rule 6).

27.12

Travelling Allowance for medical treatment and attendance

The government employees and their family members are
entitled to undertake journeys to take appropriate medical attendance
and treatment, if it is certified by the AMA/Specialist/Medical Officer
attached to the hospital to whom the patient was referred, that the
journey was unavoidably necessary to obtain the treatment. The
patient ( government servant or his family member ) and attendant
also ( wherever recommended) will be entitled to TA plus DA for the
period of journey undertaken by rail, road, sea and air. No DA will
be admissible for halt.
The government servant is eligible for
reimbursement of the travelling expenses of the donor of a kidney to
him or to a member of his family for the journeys made
in
connection with the transplantation.

27.13

Central Government Health Scheme(CGHS)

The medical facilities under the Central Government Health
Scheme are available to all the employees paid from the civil estimates

Page 190 of 190

and their family members residing in the area covered by the scheme.
An employee can opt out of the scheme and avail of the medical
facilities provided by the employer of his spouse. If an employee or a
member of his family covered under the Scheme falls ill at a place not
covered under CGHS, the treatment shall be admissible under CS(MA)
Rules44[1].
27.14

The medical facilities to the Central Government employees and

their dependent family members are provided under the Central
Government Health Scheme in the following cities:
Ahmedabad
Gurgaon
Nagpur

Ghaziabad
Mumbai
Bhubaneshwar

Meerut
Bangalore
Hyderabad

Allahabad
Guwahati
Noida

Kolkata

Jaipur

Patna

Chennai

Kanpur
Lucknow

Ranchi

Jabalpur
Pune
Delhi/New Delhi
Faridabad
Thiruvananthapuram
27.15

Definition of Family: Family means employees

(i)

Husband/Wife including more than one wife and also

judicially separated wife.

(ii)

Parents and Stepmother. In the case of adoption, only

the adoptive and not the real parents. If the adoptive
father has more than one wife, the first wife only.

A female employee has a choice to include either her parents or

her parents-in-law; option exercised can be changed only once during
service.
(iii)

Children including legally adopted children, stepchildren

and children taken as wards subject to the following
conditions :

Son -Till he starts earning, irrespective of age limit.

Daughter
-Till she starts earning or gets married, whichever
is
earlier, irrespective of age-limit.
Son suffering from
-No age -limit.
Permanent disability of any
kind (physical or mental)

44[1]

OM No.S.1101/6/92-CGHS Desk-CGHS(P) dated 4.8.94.

Page 191 of 191

(iv)

Widowed daughters and dependent divorced/separated

daughters.

(v)

Sisters including widowed sisters.

(vi)

Minor borthers and dependent brothers.

27.15.1
But the above persons should reside with the government
servants and their income from all sources should not be more than
Rs.1500/- per month45[2].
27.16

Contribution
A compulsory monthly contribution is charged from all the
entitled classes of government servants on the basis of rates fixed by
the government from time to time. The present rates of contribution
are as under:
Pay
Up to Rs.3000/Rs.3001 to 6000/Rs.6001 to 10000/Rs.10001 to 15000/Rs.15001/- and above

Rate of monthly contribution (Rs.)

15/40/70/100/150/-

27.16.1
When both husband and wife are Central Government servants
covered by the scheme, the contribution will be recovered from only
one of them whose pay is higher46[3].
27.16.2
An employee transferred to another CGHS station or one who
goes to serve abroad leaving his family at the old station may continue
to pay the contribution and his family can avail the facilities at the
old station for that duration47[4].
27.17

Facilities available under the Scheme 48[5]

i)
Medical attendance including consultation with the
AMA at a CGHS Dispensary.

45[2]OM

No.NB 12014(7)/92-CGHS(D) dated 31.12.1993.

46[3]OM

No.S-11011/6/98-CHS(P)dated 27.5.1998.

47[4]OM

No.S-12015/1/85-CGHS(P) dated 8.7.85 and amended from time to time.

NO.S-11022/1/98-CGHS (P) dated 4.9.1998.

48[5]OM

Page 192 of 192

ii)
X-Ray, Laboratory and other diagnostic facilities at
CGHS Laboratories or other laboratories of CGHS wing of
Hospitals/Private Hospitals recognised by CGHS.
iii)
Hospital
services
in
the
CGHS
wing
of
Hospitals/Referral/Private Hospitals recognised by the CGHS.
iv)
Nursing Home facilities for those having a basic pay
above Rs. 12000/-.
v)
Special treatment for diseases like TB, Cancer, Kidney
Transplant and By-pass Surgery and facilities for Dental
treatment (for few diseases).
vi)
Ante natal/confinement/post natal care facilities.
Specialist consultation in selected centres/poly
vii)
clinics/hospitals etc.
viii)
Intra - ocular lens implantation/treatment and cost of
spectacles after cataract operation.
ix)
Post-operative treatment relating to Neurosurgery,
Cardiac Diseases, Cancer, Kidney transplantation and
hip/knee
replacement
surgery
in
the
same
institutions/hospitals where the surgery was earlier carried out
with prior permission of CGHS.
x)
Medicines prescribed during OPD treatment are
provided by the CGHS dispensary concerned.
No
reimbursement is allowed for such medicines purchased from
outside.
xi)
The scale of hospital accommodation is prescribed as
under:
Basic Pay

Private Hospitals AIIMS

recognised
by N.Delhi
CGHS

Upto Rs.7500

General Ward

General Ward

Government/Municipal
hospitals

7500 and above

7501 to 10500

Semi-private Ward

General Ward

-do-

10501 to 13499

Private Ward

Private Ward

-do-

Deluxe Ward

-do-

13500
above

27.18

and

-do

Nursing Home facilities

Procedure for reference to Referral/Recognised Hospitals

under CGHS The beneficiaries will have the option to avail specialised
treatment at CGHS recognised hospitals of his/her choice if the
specialist of the CGHS dispensary or government hospital
recommends the patient for such specialised treatment.

Page 193 of 193

27.18.1
After
the specialist advises a procedure in writing, the
permission letter for taking such treatment in a CGHS recognised
private/referral hospital of the choice of the employee in the same
city, would be given by the parent department/office49[6].
27.18.2
In case the beneficiary, inspite of the facility being available in
the city still chooses to get treatment in another city, permission of
the CGHS authorities of the city would have to be obtained. In such
cases, no TA/DA will be paid by the government50[7].
27.18.3
The government servant is allowed to take treatment from
referral/recognised hospitals under CGHS in emergency. However, the
term 'emergency' will be decided by the Additional Director, CGHS
concerned whether the case is/was of real 'Emergency' before
reimbursement is made by the parent department on the basis of
rates fixed by the CGHS from time to time.
27.18.4
Ex post facto permission for treatment in government referral
hospitals like PGI Chandigarh etc. can be given by the parent
department51[8].
27.19

Medical Advance The medical advance to the serving government servant for self
treatment or treatment of the dependents on receipt of estimate from
the treating doctor of a government/recognised hospital is available
subject to the following conditions:
i)

ii)

iii)
iv)

Rs.10,000/- or the amount recommended by the doctor,

whichever is less for indoor treatment in hospital and for
OPD treatment in case of TB/Cancer.
In case of major illness like by-pass urgery, kidney
transplant etc., the advance may be limited to 90% of
the package deal wherever it exists or the amount
demanded by the hospital concerned52[9].
The advance is paid directly to the hospital concerned
on receipt of an estimate.
For settlement of advance, the employee concerned may
be required to submit the adjustment bills within a
period of one month from the date of his discharge from
the hospital. In case the entire advance has not been
utilised for the treatment of the patient, the head of

49[6]OM

No.S-11011/6/96-CGHS(P) dated 11.6.1997

No.S-11011/6/96-CGHS(P) dated 11.7.97
51[8]OM No.S-12020/4/97-CGHS(P) dated 4.7.1999
50[7]OM

52[9]

OM No.S.12025/1/96-CGS(P) dated.13.5.1997

Page 194 of 194

office concerned will correspond with the hospital for

refund of the unutilised balance of medical advance53[10].

Settlement of Claim -

27.20

The government servant is required to prefer claim/bill within 3

months, from the date of discharge from the hospital. If the claim gets
time barred, relaxation of delay is allowed by the department
depending on the circumstances of delay.
27.20.1

The claim should have the following documents completed:

a)
b)
c)
d)
e)
f)
g)

Claim Form Med. '97' and Essentiality Certificate A for

Outdoor treatment and 'B' for Indoor treatment.
All original bills verified by the treating doctor with his
stamp.
Photocopy of CGHS Token Card.
Discharge Slip of the Hospital in case of
Indoor
Treatment.
A detailed list of all medicines, laboratory tests,
investigations, number of doctors visits etc.
Self explanatory letter from the beneficiary explaining
the emergency circumstances in case of emergency.
Legal heir certificate in case of death of the card holder.

27.20.2
Based on the rates fixed by the CGHS, the admissible amount
is worked out by the department. If the rates claimed by the
concerned are less than the rates fixed by the government, the actual
amount is reimbursed. In case CGHS rates are not available for a
particular item, the reimbursement is allowed on the basis of rate list
of AIIMS. Incidentally, where AIIMS rates are also not available, the
actual amount paid by the patient is reimbursed. Items mentioned
in the list of inadmissible items under CS(MA) Rules are not
reimbursable. Special Nursing Charges are to be reimbursed as fixed
by the Ministry of Health from time to time54[11].
27.20.3
In normal cases, AO(A)/AO(E)/SsP upto the amount of Rs.
1000/-, DIsG upto the amount of Rs. 5000/- and JDs upto the
amount of Rs. 10000/- are empowered to accord sanction for
reimbursement. In other cases claims are submitted to DCBI through
JDs concerned for consideration.

53[10]OM
54[11]OM

No.S.12015/3/93-CGHS(P) dated 30.12.1993

NO. S-11012/1/91-CGHS(P) (Vol.I) dated 18.3.1992

Page 195 of 195

28.

CENTRAL GOVERNMENT EMPLOYEES

GROUP INSURANCE SCHEME

28.1

28.2

Eligibility
(i)

The scheme is compulsory for all regular employees

including canteen employees.

(ii)

Employee joining service from Ist January of a year will

be a member of the Scheme from the date of joining.

(iii)

Employee joining service on any other date will be

entitled for insurance cover alone from the actual date of
joining till the end of that year and will become full
fledged member from the 1st January of the next year.

(iv)

Re-employed defence personnel shall not be admitted to

this scheme until the expiry of extended insurance cover
under the Group Insurance Scheme for Armed Forces.

Subscription and Insurance Cover

(i)

Under the scheme monthly subscriptions are to be made

by each group of employees to get the appropriate
insurance cover as follows :
(a)
For members as on 31.1.1989, who opted for the
old scheme :
Group of
Employees
A

(b)

Subscription per
Amount of
month (Rs.)
Insurance cover
(Rs.)
80
80,000

40

40,000

20

20,000

10

10,000

For members as on 31.1.1989 who opted for the

new scheme and those joining on or after
1.2.1989 :

Page 196 of 196

Group of
Employees

A
B
C
D

Subscription per month Amount of

Insurance
(Rs.)
cover (Rs.)
From date
From
of joining
succeeding
to
Ist
succeeding January
Ist January
40
120
1,20,000
20
60
60,000
10
30
30,000
5
15
15,000

(ii)

If an employee is promoted to a higher grade in between

a calendar year, his subscription will be raised w.e.f. the
following 1st January.

(iii)

If an employee is reverted to a lower grade, his

subscription and insurance will not be changed. It will
remain as applicable to the higher grade to which he
belonged before reversion.

(iv)

Subscription for a month shall be recovered from the

employees salary for that month.

(v)

Subscription shall be recovered even for the month in

which the employee ceases to be in service on account of
retirement, death, resignation, removal etc. from service,
or is on leave or suspension.

(vi)

If subscription is not paid during any period of

extraordinary leave, the arrears will be recovered with
interest due under the Scheme, in maximum 3
instalments, from the month following the month in
which employee returns for duty. If an employee dies
while on extraordinary leave , the arrears will be
recovered with compound interest @ 12% p.a. from the
amount payable to the family under the scheme.

(vii)

If subscription is delayed due to delayed payment of

salary, no interest will be charged.

(viii)

In exceptional circumstances, when employee cannot

subscribe to CGEGIS, he can make non-refundable
withdrawal from his PF account and pay the
subscription.

Page 197 of 197

(ix)

30% of the subscription will go to Insurance Fund and

the balance 70% will go to Savings Funds.

Fifth Pay Commission has recommended to revise the

proportion to 25% and 75% provisionally and review the same
based on mortality rates.
Interest on Savings Fund

28.3

Interest will be paid on the balance in the Savings Fund at

prescribed rates, compounded quarterly.
Benefits under the Scheme

28.4
(i)

On Resignation/Retirement :- Amount of subscription

credited to the Savings Fund alongwith interest thereon will be
paid to the employee.

(ii)

On Death : Amount of insurance cover of the group to which

he belongs on the date of death and the accumulation in
Savings Fund will be paid to his nominee/heirs.

(iii)

If an employee dies before he was enrolled as a member (i.e.

between the date of his joining service and the following Ist
January), only the insurance amount will be paid to the
nominee/heirs.

(iv)

Assignment of Insurance Cover and Savings Fund for

obtaining loans : An employee can assign the insurance cover
and accumulation in the savings fund to a recognised financial
institution, for obtaining housing loans. However, no
loans/advance or withdrawals are permitted from Insurance
Fund/Savings Fund.

(v)

The amount of subscription is eligible for Income Tax Rebate

u/s 88 of IT Act.
Mode of Payment

28.5
(i)

The payment under the scheme shall be made to the employee

in case of retirement, or quitting service otherwise.

(ii)

In case of employee's death, the amount shall be paid to :

(a)

if there is a valid nomination, to the nominee(s) in the

manner prescribed.

Page 198 of 198

(iii)

28.6

(b)

if there is no valid nomination, as per valid nomination

for GPF.

(c)

if there is no valid nomination for PF also, then in equal

shares to widow(s)/minor sons and unmarried
daughters. When none of these are alive, then to other
members of the family in equal shares.

(d)

if neither any valid nomination is there, nor any member

of the family is alive then to legal heirs on furnishing the
succession certificate.

When the whereabouts of an employee are not known :

(a)

Savings Fund accumulation will be paid to the

nominees/members of the family/legal heirs after one
year following the month of disappearance on furnishing
a police report that employee is not traceable in spite of
all efforts and an Indemnity Bond.

(b)

The insurance amount will be paid after 7 years of the

disappearance on production of decree of presumed
death of the employee.

(c)

Full subscription for the first year and reduced

subscription for the insurance premium alone for the
next 6 years will be recovered from the amount payable.

Other Conditions :
(a)

The amount due to the minor can be paid to mother as

natural guardian without any certificate in the case of
non-Muslims and with guardianship certificate in the
case of Muslims.

(b)

If any person eligible for share of benefits is charged with

murder or abetting murder of the employee, his claim
will be suspended. If he is convicted he will be debarred
from receiving any share, if he is acquitted his share will
be paid without any interest.

(c)

Any dues to the government cannot be recovered from

amount payable under the scheme.

Page 199 of 199

29. ACCOMMODATION
29.1

The requirement of space for establishing CBI branch at a

particular station is to be met from any of the following sources:
i)

Allotment of government accommodation through State

Government or Directorate of Estates (CPWD).

ii)

Accommodation owned by CBI.

iii)

Hiring
of
accommodation
from
Public
Sector
Undertaking/Any other government agency/private.

29.2

The requirement of space for accommodating a CBI branch is

to be assessed keeping in view the guidelines of Directorate of Estates,
operational requirements of CBI and special requirements of the
branch.
Directorate of Estates has formulated guidelines for
calculating the requirement of conventional and non-conventional
space in the office building vide its OM No.11015/15/98-Pol.I dated
7.8.1998, annexed as Annexure-XIV. The strength of the branch is
taken into consideration for assessing the conventional space
requirement. Further, guidelines regarding future requirement and
austerity cuts are also to be taken into consideration.

29.3

Specific approval of Cabinet Secretariat is not required for

getting office accommodation from Directorate of Estates. However,
before sending any requisition to such authority, a detailed proposal
with justification of requirement of the building/space should be sent
to the Head Office for obtaining the approval of the Director/CBI. No
space is to be taken from any other agency except with the prior
approval of Director/CBI.

29.4

For CBI branch to have its own office building, purchase of

land/ready-built building from state government/private agency/PSU
is required. Any purchase of land or a building requires the specific
approval and sanction of the Government. For getting the approval
from the Government, a detailed proposal with full justification is to
be prepared as per the following guidelines:
a)

Requirement of land is to be assessed based on the office

space requirements (both conventional and nonconventional as per norms fixed by the Directorate of
Estates) and in consultation with CPWD.

Page 200 of 200

b)

While selecting the site, it should be ensured that land is

not waterlogged and is suitable for construction of
building.
Efforts should be made to select the site
which is centrally located and is convenient for CBI
personnel.

c)

Offer of the landlord/Government with cost of land is to

be collected.

d)

It is to be ensured that identified land is free from any

dispute.

e)

Preference is to be given for purchase of land from the

government
agencies
like
CPWD/State
Government/PSU, etc.

f)

The price of land is to be got assessed/verified by the

CPWD inter alia reasonableness of cost of land certificate is to be obtained from CPWD.

g)

Draft Committee on Non-plan Expenditure Note (CNE) is

to be sent alongwith the proposal if the total cost of land
and building is Rs.5 crores and above.

h)

The proposal is required to be routed through Regional

Office and Zonal Joint Director.

29.5

Once site for construction of office is purchased, further action

for construction of building is to be taken by the branch without
delay. CPWD is to be requested for preparation of architectural
design, drawings and preliminary estimate for the office/quarters
proposed for construction. While request is being made to CPWD, the
requirement calculated as per the guidelines given above should be
informed to the CPWD so that the requirement and the plan are in
order. The proposal duly approved by the DIG and JD concerned
must be sent to the Head Office. After the approval of Director, CBI,
the proposal is sent to the government for sanction.

29.6

For hiring the building on rent for office purposes, efforts

should be made to locate government owned/PSU/semi-government
building. Where it is not available, private accommodation is to be
hired. For this purpose, as per CVC guidelines55[1], it is mandatory to
give wide publicity through local newspapers wherever the monthly
rent of building is likely to be above Rs.60,000. On receipt of tenders

55[1]

OM No.5DD-6-CTE-5 dated 8.9.1999

Page 201 of 201

from the landlords, the suitability of the building with regard to the
space entitlement of the branch, distance from bus terminus, railway
station, work place, etc. is to be taken into consideration. If the
building is found suitable, the CPWD authorities should be
approached for making assessment of the rent and issue of rent
assessment certificate. The requisite certificate of non-availability of
government accommodation is also to be obtained from the CPWD.
After completing all these formalities, a detailed proposal for hiring
the accommodation should be sent to the Head office through the
Regional DIG and Zonal JD.
29.7

29.8

As per the financial powers delegated to CBI vide Government

of India MHA No.11011/18/86-Fin.II dated 26.12.1986 Director/CBI
is authorised to hire a building on rent not exceeding Rs.5,000/- per
month at a place other than Mumbai, Kolkata and Chennai.
Director/CBI has full powers for continued hiring of office rented
building wherever there is no change of rent as sanctioned by the
Government (letter No.3/20/69-Finance(iii) dated 14th July,
1969(Annexure-XV).
Residential Accommodation
Efforts should be made by Head Office and all the branches to
provide residential quarters to all CBI personnel by purchasing readybuilt quarters from state government /PSU/private agencies or by
acquiring land and constructing the quarters.

29.8.1

29.9

Effort should be made to acquire houses of all categories from

Type-I onwards, depending on the strength of staff and their
entitlement. The BPR&D have fixed satisfaction level norm of 60%
upto Type-IV quarters and 80% for Type-V and above. The quarters
are to be acquired only on requirement basis.
Directorate of
Estates/CPWD has fixed the plinth area for various types of quarters
which has to be adhered to while proposing purchase/construction of
quarters in any category. Government approval and sanction is
required for purchase of ready-built houses or purchase of land and
construction thereafter through CPWD. Wherever it is proposed to
buy/construct any quarters, a detailed proposal giving justification
for the need and requirement should be sent to Head Office for
obtaining the approval of the Director/CBI and Government.
Cleanliness in government buildings
In order to keep the office building neat & clean, appropriate
number
of posts of safaiwala
have been sanctioned by the
Government in the CBI branches. Where there is no regular post of

Page 202 of 202

safaiwala, cleaning work can be got done on contract basis by inviting

tenders. The sweeping/cleaning work of the office buildings comes
under the head Civil Works. The expenditure upto Rs. 30,000/- on
these works is within the delegated financial powers of the Zonal JD
and the expenditure exceeding Rs. 30,000/- as enhanced from time to
time is within the delegated powers of the Director, CBI. After
obtaining sanction of the competent authority, the cleaning work of
the branch/office is to be awarded to the concerned
contractor/firm/agent against contract agreement duly executed
between the contractor and the branch concerned.
29.10

Guidelines to be followed for awarding sweeping contract

by CBI branches
a)

The area of office space to be swept daily should be

11,000 sq.ft. (1025 sq.mtrs.) for engaging one safaiwala.
In case the area is too small, contract is to be given to
engage part time safaiwala.

(b)

In order to get competitive rates and enforce competition

amongst the contractors, maximum sealed quotations,
as far as possible, are to be called (minimum of 3 sealed
quotations) from government registered/approved/
reputed contractors with rates separately quoted for
work with cleaning material and without cleaning
material.

(c)

The sealed quotations shall be opened by the head of

office, in the presence of a committee consisting of 3
members constituted for the purpose. Negotiations can
be made with the lowest bidder.

(d)

The award of sweeping contract should be as far as

possible with cleaning material.

(e)

The contract shall be with an approved/registered

government firm and shall not be with an individual. If
no government approved or registered contractor is
available in the area where the CBI office is located, the
contract can be awarded to a standard/reputed firm
after thorough enquiry.

(f)

The contract may be given only to such a firm which has

sufficient men on its rolls and which can provide a
substitute in case the safaiwala already deputed
proceeds on leave or is absent from duty.

Page 203 of 203

(g)

The authority competent to award the contract shall

award the sweeping contract to the lowest tenderer for a
period not exceeding one year with an option to renew
the contract subject to satisfactory service, for another
period or period of one year only on the same terms and
conditions. In no case, the contract shall not be awarded
to the same contractor for a period exceeding 2 years.

(h)

In order to maintain security of the premises, verification

of the identity of the persons deployed shall be made by
the contractor. The safaiwalas deployed shall not be
frequently changed by the contractor.

(i)

An agreement of contract shall be executed before

awarding the contract on a stamp paper of Rs. 10/value by the contractor firm and signed both by the
contractor on behalf of the firm and the authority
competent to award the contract on behalf of the CBI.

(j)

Every renewal of the contract shall be on a separate

stamp paper of the above value and signed by both the
parties.

(k)

The payment shall be made to the firm from the Subhead Office Expenses by Cheque/Demand Draft only
and not in cash.

(l)

The Duty Officer/Care Taker of the branch shall be

responsible for ensuring proper cleanliness of the office
premises. Payment of the bill to the contractor firm shall
be made after the Duty officer/care taker certifies that
the work is satisfactory.

(m)

Daily attendance register shall be maintained in respect

of the safaiwala without mentioning the name of the
individual deployed by the contractor.

(n)

It shall be the responsibility of the contractor to depute a

substitute, if for any reason, the existing safaiwala
proceeds on leave or absents from duty, about which the
office should have prior intimation.

(o)

If the service rendered is not satisfactory, the contract of

the existing firm may be terminated immediately and the

Page 204 of 204

contract awarded to another firm of lowest rate after

following the prescribed procedure.

29.11

(p)

A register of supervision regarding satisfactory service

shall be maintained by the Duty Officer/Care Taker and
put up to the Head of Office on every first working day of
the week. If a substitute safaiwala happens to work, a
record to that effect shall be made in this register.

(q)

Proportionate deductions shall be made from the

amount payable to the contractor for day of absence
from duty of the safaiwala, in case no substitute is
provided by the contractor.

(r)

Penal provisions can also be incorporated in the contract

to ensure performance.

(s)

A register of the expenditure incurred towards sweeping

contract shall be maintained showing the details of the
name of the contractor, number of sweepers deployed,
period of contract, rate of contract, amount paid,
Cheque/DD No. & date, signature of the DDO/branch
Incharge etc.

CBI Hostels
In Delhi and in different branches of CBI at Mumbai, Jaipur,
Bhubaneshwar, Lucknow, Visakhapatnam and Silchar, CBI Guest
Houses are maintained, which are utilized by the visiting CBI Officers
on payment.

29.11.1
At New Delhi, there are two CBI Hostels, one at Pragati Vihar
and the other at Vasant Vihar. At Pragati Vihar, there are 5 suites
and 7 rooms and at Vasant Vihar, the CBI has 2 rest houses.

Page 205 of 205

30. STORES & SUPPLIES

30.1

Detailed procedure regarding purchase of various stores

required for use in the public service is laid down in Chapter 8
(Stores) of General Financial Rules 1963 (Rules 99 to 128). All
purchase of stores should be regulated in strict conformity with these
rules and the subsidiary instructions contained in the General
Financial Rules and issued by the Government of India as well CBI,
Head Office from time to time.
Standards of financial propriety

30.2

Every officer incurring or authorising expenditure from public

money should be guided by high standards of propriety. Every officer
should also enforce financial order and strict economy at every step
and should see that relevant financial rules and regulations are
observed by his own office and by subordinate disbursing officers.
Generally, following principles are emphasized:
i)

Every officer is expected to exercise same vigilance in respect of

expenditure incurred from public money as a person of
ordinary prudence would exercise in respect of expenditure of
his own money.

ii)

Expenditure should not be prima facie more than the occasion

demands.

iii)

No authority to exercise power of sanctioning expenditure to

pass an order which will be directly or indirectly to its own
advantage.

iv)

Expenditure should not be incurred for benefit of particular

person or a section of people unless :
a)
law .

a claim for the amount could be enforced in a court of

b)
the expenditure is in pursuance of a recognised policy
or custom.
v)

The amount of allowances granted to meet expenditure of a

particular type should be so regulated that the allowances are
not on the whole a source of profit to the recipients.

Page 206 of 206

vi)

Responsibility and accountability of every authority delegated

with financial powers to procure any item or service on
government account is total and indivisible. He will have public
interest uppermost in his mind while making a procurement
decision. This responsibility is not discharged merely by the
selection of the cheapest offer but must conform to the
following yard sticks of financial propriety:
a)
Whether the offers have been invited in accordance with
governing rules and after following a fair and reasonable
procedure in the prevailing circumstances.
b)
Whether the authority is satisfied that the selected offer
will adequately meet the requirement for which it is being
procured.
c)
Whether the price on offer is reasonable and consistent
with the quality required.
d)
Above all, whether the offer being accepted is the most
appropriate one taking all relevant factors into account and in
keeping with the standards of financial propriety.

vii)

Wherever called for, the concerned authority must place on

record in precise terms, the considerations which weighed with
it while taking the procurement decision.

30.3

A controlling officer shall see that not only the total

expenditure is kept within the limits of the authorised grants or
appropriation but also that the funds allotted to spending units are
expended in the public interest and upon objects for which the money
was provided.

30.4

With a view to have greater devolution of financial

responsibility and expeditious disposal of work certain administrative
and financial powers have been delegated to all Branch Ss.P working
as Head of Office, Dy. Inspectors General of Police and all Joint
Directors in CBI(including Zonal JDs). The exercise of these powers is
subject to restrictions, stipulations or instructions that may be issued
by the Government as well CBI Head Office from time to time and the
relevant terms and conditions laid down in the various Rules i.e.
DFPRs, GFRs, FRs & SRs etc. and specially contained in Column 4 of
the Annexure to Schedule V to the Delegation of Financial Powers
Rules, 1978. This is further subject to availability of funds in the
appropriate Head of Accounts in the respective budget allocation of the
branches.

30.5

Every officer who has been delegated powers should see that all
related provisions of the General Financial Rules, Delegation of
Financial Powers Rules, Orders of Departmental delegations of
financial powers and general instructions issued from time to time

Page 207 of 207

are complied with before ordering the purchases. The financial

proposal beyond the powers of Joint Director of concerned Zone may
be sent to Head Office with his recommendations.
30.6

Rules 102 to 107 General Financial Rules, 1963, are relevant

for purchase and acquisition of stores for day-to-day use in the public
service and other stores for running of the offices.

30.7

30.7
In the light of instructions contained in Rule 103 of the
General Financial Rules, consumable stores for day-to-day use of the
office will be purchased on the basis of periodical requirements as
noted in the rule.

30.8
view :

Before making purchases, the following points may be kept in

(i)

Economy instructions issued by the government and Head of

Department from time to time.

(ii)

CVC guidelines on the subject issued from time to time.

(iii)

Purchase should be made in the most economical manner in

accordance with the definite requirements of the office.

(iv)

Purchases should be resorted to only after getting approval of

competent authority.
Officer ordering for
any purchase
without obtaining the approval of the competent authority
shall be responsible and accountable for the same.

(v)

Purchases should not be split up to avoid the necessity for

obtaining the sanction of higher authority required with
reference to the total amount of the orders.

(vi)

Whether the offers have been invited in accordance with

governing rules and after following a fair and reasonable
procedure.

(vii)

Whether the authority is satisfied that the selected offer will

adequately meet the requirement for which it is being procured.

(viii)

Whether the price on offer is reasonable and consistent with

the quality required.

(ix)

Whether the offer being accepted is the most appropriate one

taking all relevant factors into account and in keeping with the
standards of financial propriety.

Page 208 of 208

30.9

(x)

Whether sufficient funds are available in the particular head of

account.

(xi)

Where scales of stores have been laid down by virtue of

rule/instructions, it may be followed strictly and limits should
not exceed in any case. It should be certified in the proposal
itself that the prescribed scales or limits have not been
exceeded.

(xii)

Purchases of articles or group of articles upto Rs.1,000/- on

each occasion
can be
made without inviting tenders/
quotations.

(xiii)

Purchase of stores costing between Rs. 1,000 - 10,000 can be

made by the Heads of Department without calling tenders or
pre-select DGS&D Rate Contract items. However, in such
cases, quotations must be invited.

(xiv)

The open tender system that is invitation to tender by public

advertisement should be used in all cases in which the
estimated value of demand is Rs.2 lakh and above.

(xv)

In terms of directives issued by the Government of India,

Department of Personnel & Training from time to time all
government departments and their attached and subordinate
offices are required to purchase stationery, furniture and other
office requirements from M/s Kendriya Bhandar, M/s NCCF
and Super Bazar (where available). In the case of purchases
from these agencies, the procedure of calling of
tenders/quotations as laid down in General Financial Rules
have been waived by the Ministry of Finance. Purchases from
the
open market is resorted to only after obtaining No
Objection Certificate from these agencies and after observing
codal formalities as laid down in the Chapater-8 of the General
Financial
Rules, 1963.
Minimum three quotations are
necessary if the purchases are to be made from the open
market. Single quotation can be considered if the article is of
a proprietary nature i.e. when it is to the knowledge of the
procuring agency that only a particular firm is the
manufacturer of the stores demanded.

(xvi)

In case of purchases through DGS&D rate contract, supply

order should be placed in the prescribed form (DGS&D-131).
No direct payment should be made to the firm by the
consignee.
Receipt of Stores

Page 209 of 209

All stores received shall be examined, counted, measured or

weighed, as the case may be, when delivery is taken and the person
receiving the store shall be required to give a certificate that he has
actually received the material and recorded them in the appropriate
stock register. Before making any payment of bill, a certificate to that
effect recorded on the bill. After the close of each month, the balance
should be physically checked by a Gazetted Officer to be nominated
by the Head of Office and a certificate to this effect recorded thereon.
30.10

Stationery stores and forms

In the beginning of each financial year, the branches are
required to send the indents to the respective Regional Stationery
Depots of the Stationery and Printing Department of the Government
of India and the Manager Forms Store, Calcutta. If the stationery
articles indented are not supplied in time or in full, local purchase
may become necessary. However, before resorting to local purchase,
the Government of India Stationery Office should be approached for
supplies. If they are unable to supply the necessary stationery, a No
objection certificate should be obtained from them before resorting to
local purchase.

30.11

Consumable stores
The consumable stores will be issued to the staff on receipt of
requisitions signed by a Gazetted officer, or the Head Clerk in the case
of branches. These requisitions will first be scrutinized by the dealing
assistant in regard to admissibility and availability of stores and
submitted to SP (or an officer nominated by him in this behalf) for
orders. After getting SPs orders, the items will be issued to the
person concerned against his signatures.

30.12

Maintenance of Inventory of Deadstock: (GFR 112)

An inventory of the deadstock showing the number received,
the number disposed off (by transfer, loss, sale etc.) and the balance
in hand for each kind of article shall be maintained in all offices.

30.13 Physical verification of stores:(GFR 116(1) /118)

A physical verification of all stores should be made in the
month of April every year. It shall not be entrusted to a person who is
the custodian, storekeeper and a person who is not conversant with
the classification, nomenclature and technique of the stores to be
verified. The following instructions shall invariably be observed:

Page 210 of 210

i)

Verification shall always be made in the presence of person

responsible for the custody of the stores or of a responsible
person deputed by him.

ii)

All discrepancies noticed shall be brought to account

immediately so that the stores account may represent the true
state of the stores ; and

iii)

Shortage and damages, as well as unserviceable stores shall be

reported immediately to the authority competent to write off the
loss.

30.13.1
Physical verification of Library books may be carried out in
accordance with the Government of Indias decision below Rule 116(2)
of General Financial Rules, 1963.
Surplus/obsolete and unserviceable store:(GFR 124(1))

30.14

30.14.1
While declaring an item surplus/obsolete or unserviceable the
following important points may be kept in view:
i)

Authority competent to purchase stores shall be competent to

declare the store as obsolete/surplus/unserviceable.

ii)

An item may be declared obsolete/surplus/unserviceable if it is

no longer required by the office. Reasons for the same should
be recorded in the board proceedings.

iii)

An item remaining in stock for over a year shall be considered

surplus unless there is any good reason to treat that otherwise.

iv)

Prescribed or stipulated life period of the stores should be

taken into account.

v)

In case such period is not prescribed/stipulated or it is not

over, the committee should examine the condition of stores and
record suitable reasons.

vi)

Where the life period has been prescribed or stipulated and is

already over, it should normally be taken as enough ground for
declaring the item obsolete and unserviceable. However, the
condition of the item should still be thoroughly examined by
the committee to see whether the item could be put to further
use.

Page 211 of 211

vii)

In other
period56[1]
declaring
be clearly

cases, where the life period is not over or no life

has been prescribed or stipulated the reasons for
the item absolete/surplus or unserviceable should
brought out in the board proceedings.

viii)

In case of loss due to negligence, fraud or mischief on the part

of any government servant, responsibility should be fixed and
losses made good. In order to identify the surplus/obsolete
and unserviceable store items lying in office premises of a CBI
branch/Unit/Zone/Section a periodical inspection of stores
should be made six monthly by every office and a report of
such store items should be prepared and submitted to the
competent authority.

30.14.2

The items so identified should be examined by a committee at

appropriate level to be appointed by the competent authority.
Branches should constitute their own condemnation committee as
per provision of Rule 124 of GFRs. The committee shall consist of
not less than three members of the department, locally available
as far as possible of whom one will be from administration and one
will be technical member having knowledge of the store. Third
member may be from finance if locally available, otherwise the
competent authority may nominate any suitable and experienced
officer.
The committee will submit its report in Form GFR-17 for
necessary action by the competent authority.

30.14.3

The stores which are reported to be surplus/ obsolete or

unserviceable by the committee may be declared as such in
accordance with
the procedure laid down in Rule 124(1) and
ordered to be disposed off by the authority. The committee in its
report should also specify the manner in which the stores are to be
disposed off.

30.14.4

It may be ensured that the time-lag between the declaration

and actual disposal of stores is minimized and proper protection
is given to all such store items till their removal by the purchaser.

30.14.5

The general instructions relating to disposal of obsolete,

surplus or unserviceable stores contained in GFRs should
invariably be followed by all officers entrusted with the work.

56[1]

Concerned office may prescribe the life period of stores in consultation with the
manufacturers and CBI, HO.

Page 212 of 212

31. FURNITURE
31.1

The furniture will be purchased and accounted for in the Dead

Stock Register as provided in Rule 112 of the General Financial Rules,
1963. For purchase/condemnation of furniture, the principles laid
down in Chapter 8 (Store) and Appendix of General Financial Rules,
1963 are to be observed.

31.2

Scale of Furniture prescribed for various offices

The following scales of furniture may be laid down for various officers
of Head Office and branches, subject to availability of funds and any
other orders/instructions issued by the CBI, Head Office/Government
from time to time:
I.
Director, Special. Director, Additional Director and Joint
Directors

Sl.No.

Nomenclature

Scale

Secretariat table 6 X 4

Side Racks

Three

Chairs/Armed deluxe

Eight

Sofa Set

One

Centre Table

One

Tiffin Table/Corner Table

One

Steel Almirah

Need based

File Cabinets
Woollen/Acrylic/Synthetic Carpet from wall to wall

Need based

One

One

10

Wall Clock

One

11

Pillow

One

12

Hat Stand

One

13

Wash basin with stand

One

14

Foot Rest Board

One

15

Screen

One

16

Confidential Boxes

17

Book shelf with glass doors

18

Wooden/Plastic Tray

Need based
One
Need based

Page 213 of 213

II.

Deputy Director, DIsG and ALAs.

Sl
No.

Nomenclature

Scale

Secretariat tables 6 X 4

One

Side Racks

Armed Chairs

Six

Sofa Set

One

Centre Table

One

Tiffin Table/Corner Table

One

Steel Almirah

One

File Cabinet

One

Woollen Carpet from wall to wall

One

10

Wall Clock

One

11

Pillow

One

12

Wash basin with stand

One

13

Foot Rest Board

One

14

Screen

One

15

Confidential Boxes

Two

16

Book shelf with glass doors

One

17

Wooden/Plastic Tray

Need based

Need based

III.
The following furniture will be supplied to Sr.SsP, AIGs, ADs,
SsP, Ex. Eng., C.T.O., DLAs and AOs :
Sl.No.

Nomenclature

Scale

Secretariat tables

One

Side Racks

Armed Chairs

Five

Sofa Set

One

Centre Table

One

Tiffin Table/Corner Table

One

Steel Almirah of File cabinet

One

Woollen Carpet from wall to wall

One

Wall Clock

One

10

Pillow

One

11

Wash basin with stand

One

12

Foot Rest Board

One

13

Screen

One

14

Confidential Boxes

Two

15

Wooden/plastic trays

Need based

Need based

IV.
ASsP, STO, JTO, DSsP, Sr.PP, OS, Hindi Officer/PPS/PS/
Programmer

Page 214 of 214

Sl.
No.

Nomenclature

Scale

Officers table 5 X 3

One

Side Rack

One or two

Armed Chairs

Three

Easy Chair

One

Foot Rest Board

One

Steel Cabinet / Almirah

One

Confidential Box

One

Wooden trays/Plastic trays

One

V.
Inspectors, PPs, APPs, SIs, Assistants, Head Clerks, PA,
Stenographers, UDCs.
Sl.
No

Nomenclature

Scale

Clerical table 4 X 2 1/2 with wooden top or

rexine/Sun-mica

One

Side Rack

One

Armed Chair

One

Steel Almirah

One

Inspectors, SIs in the branches will be given one extra

chair for the suspects and one confidential box for keeping
their records.

VI.

Clerks, Typists, ASIs, HCs and Daftries.

Sl.No.

Nomenclature

Scale

Clerical table 4 x 2/12 with wooden top or

rexine top/sun-mica

One

Armed Chair

One

31.3

The furniture will be purchased through DGS&D on rate

contract where such contract exists in respect of the items sought to
be purchased. If an item is not available on DGS&D rate contract
then purchases can be made from M/s Super Bazar, M/s Kendriya
Bhandar and M/s NCCF. In case these societies are also unable to
supply furniture items, the purchases can be resorted to from the
open market by observing the codal formalities after obtaining a No
Objection Certificate from them. For purchase of furniture,
quotations from a number of firms may be invited after giving
necessary specifications to them as provided in Annexure to Chapter
8 of the GFR, 1963. Open tender system that is, invitation to tender

Page 215 of 215

by public advertisement should be used as a general rule in cases in

which estimated value of the demand is Rs. 2 lakh and above.
31.4

The lowest quotation as a rule will be accepted. No negotiation

is permissible except with L-1 i.e. lowest tender.

31.5

On receipt of the furniture, it should be inspected by the

committee and certified to have been correctly received as per
specifications/quantity/quality. A certificate to that effect should be
recorded on the bill before making payment. The furniture so
purchased be got numbered with white paint to facilitate its physical
verification and checking of pilferage.

31.6

Director, CBI as Head of Department, has full powers to incur

expenditure on fixtures and furniture, purchase and repairs subject
to conditions and scales fixed by Ministry of Urban Affairs. These
powers have further been re-delegated to the various officers.

31.7

Condemnation of Furniture:

31.7.1

Items of unserviceable furniture which cannot be economically

got repaired will be condemned with the approval of the competent
authority after obtaining recommendations of a committee and sold
by public auction. A list of all such furniture showing the original
price of the items of furniture, date of purchase of the items etc. will
be shown. Sufficient publicity will be given to such auctions, which
will be conducted by the office. The sale proceeds of such auctions
will be deposited in the government Account under sub-head
Miscellaneous Receipts. These items will then be written off in the
stock register indicating therein the file number in which the
condemnation sanction had been obtained. For condemnation,
procedure laid down in Rule 124 of General Financial Rules, 1963 will
be followed scrupulously.

31.7.2

Losses of furniture and stores will be dealt with according to

the provisions of Rules 122 & 123 of GFR.

31.8
31.8.1

Entitlement of Air Conditioner

As per circular No. 15014 (1)/85-Pol.III dated 21.3.2000
issued by the Directorate of Estates, the officers drawing the basic
pay of Rs. 18,400/- and above would be eligible for provision of air
conditioners in their office chambers according to the following
prescribed norms:

Page 216 of 216

i)

For rooms having area upto 30 sq. mts., one number 1.5 ton
capacity window type air conditioner.

ii)

For rooms with area above 30 sq. mts. and upto 40 sq. mts.,
one number 2 ton capacity window type air-conditioner.

iii)

The capacity and number of air conditioners for rooms having

area in excess of 40 sq. metres may be worked out accordingly.
If necessary, advice may be sought from the Chief Engineer
(Electrical), CPWD.

31.8.2

The provision for air conditioners as stated above is also

subject to the conditions that the existing air conditioner should not
be replaced and these guidelines shall be applicable for new office
rooms and for replacement of old air conditioners which are beyond
economic repairs. Life of window type air-conditioner prescribed by
CPWD is 5 years. Purchase of an air-conditioner is to be done only
through DGS&D and with the approval of DCBI.

31.8.3

All other officers may be provided with desert coolers/room

coolers as per the scales indicated below, if the existing cooling
system is considered inadequate:
i)

For rooms with area upto 25 sq. mts. one cooler with 300 mm
diameter exhaust fan may be provided.

ii)

For rooms with area above 25 sq. mts. one cooler with 375 mm
diameter exhaust fan may be provided.

iii)

For rooms with area above 32 sq. mts. but upto 55 sq. mts. one
cooler with 450 mm diameter exhaust fan may be provided.
The capacity and number of desert coolers for rooms having
area in excess of 55 sq. mts. may be worked out accordingly.
Life of Desert cooler (1500-2000 cfm (evaporative type) is 7 year
and that of room cooler cheap type (100 cfm) is 5 years.

Page 217 of 217

32. TELEPHONES

32.1

Entitlement of telephones

In CBI, officers of the level of Superintendent of Police and above are

entitled for a direct telephone connection in their office as well as their
residence. Other officers are sanctioned a telephone with a specific order
from the Government.
32.2

Installation

The power to sanction a new telephone connection vests with the

Government. However, the power for shifting of telephones to the entitled
officers has been delegated to the Head of the Department which has further
been delegated by the Director, CBI to the Joint Directors of CBI.
32.3

Limitation of calls
There is no limit fixed by the Government for number of official
calls in respect of telephones installed in the offices. However, the
DCBI, in exercise of his powers as Head of the Department, has fixed
a ceiling on the bi-monthly bills in respect of telephones installed at
the office and residence of the officers of the rank of Joint Director
and below (See Annexure-XVI). All the STD calls are required to be
certified by the officer indicating the calls as official/private
respectively. The charges on the private calls are to be deposited by
the officer concerned with the cashier of the concerned branch and
Receipt No., date and amount is to be intimated to the DDO. In case
excess calls are made from residential phones for official purposes,
specific approval has to be obtained from Ministry of Finance for
regularization of calls.

32.4

Residential telephone
In case of the telephones installed at the residence, bimonthly
local calls numbering 650+free calls are allowed. However, in case,
STD connection is available and allowed by the government, then
every STD call, whether it is official or private is to be certified by the
officer himself and also required to be countersigned by the next
higher authority. Therefore, payment is to be made by the office only
in respect of 650 local calls + official STD calls. Local calls in excess
of 650 + free calls will be treated as private calls and accordingly

Page 218 of 218

charges are to be deposited by the officer concerned with the

government through cashier of the concerned branch.
32.5

STD facility
As per existing instructions of the government, the officers of
the level of Joint Secretary to the Government of India and above are
entitled for STD facility in their office and residential telephones. STD
connection to the non entitled officers are provided on obtaining the
specific approval from Government on the grounds of operational
requirement/ need basis.

32.6

ISD facility
ISD calls are not allowed except in individual cases, if any,
wherein the Ministry of Finance has agreed to the same.

32.7

Mobile Phones
The facility of Mobile Phones has been allowed to the
Secretaries and Secretary level officers of the Government of India
with certain conditions vide Ministry of Finance & Company Affairs
OM No.5(3)/E.Coord/2002 dated 01.01.2003. Government on a
specific proposal from CBI has sanctioned some mobile phones to be
utilized only during actual raids/operations.
These have been
distributed by DCBI to JDs/DIsG of various Zones/Regional Offices
for operational use.

32.8

Residential telephones for Dy.SsP in CBI:

As per CBI HO Circular No.2/31/97/IWSU dated 21.10.98 and
DP&T(AVD.II) No.205/29/97-AVD.II dated 16.10.98, Dy.SsP of CBI
are entitled for reimbursement of local official calls limited to a
number of 650 calls bimonthly + rent + surcharge from the non
cellular phones installed at their residence in their own names.

Page 219 of 219

33. MOTOR VEHICLES

33.1

Central Bureau of Investigation is in possession of its own

motor vehicles including cars, scooters, motor cycles etc. in the Head
Office at New Delhi as well as in its various branches at other places.

33.2

All purchases of vehicles in CBI are centralized in Head Office

at New Delhi and purchases are made on DGS&D rate contract. After
sanction of the competent authority for purchase of new vehicle(s) in
lieu of prematurely/maturely condemned vehicle or otherwise with
the sanction of the government, approval of the competent authority
is taken for allotment of new vehicle. Generally, the new vehicle is
allotted to the branch/unit whose vehicle has been condemned. Only
in exceptional case(s) with the approval of Joint Director (Admn.), the
new vehicle is diverted to another branch.

33.3

The Superintendents of Police, CBI are the controlling officers

for all the vehicles in Branch Offices. In Head Office, the SP(HQ) is
the controlling officer. The controlling officer is responsible for the
proper use, care and upkeep of the vehicles and regulating their
journeys in accordance with the Instructions for the use and
maintenance of motor vehicles framed by the CBI and the
Government of India Staff Car Rules. The motor vehicles of CBI are
known as service vehicles or operational vehicles and their use is
normally made for operational purposes. The use and maintenance of
these vehicles is governed by the instructions issued by the
Government of India as well as the departmental instructions issued
in this regard from time to time.

33.4

CBI vehicles are not to carry any plates, red or amber lights,
sign boards in front or at the rear indicative of the fact that they
belong to the CBI or government. The Staff car should not ordinarily
be taken outside the city limits except with the permission of the
branch SP. When the journey is to be performed by the Head of the
Office himself, he has to take permission from the DIG. Staff cars
should not be allowed to be used by officers while on leave. The use
of staff car for non-duty journey is completely banned. For use of
staff car for private purpose the guidelines contained in Staff Car
rules are to be followed. Duty journeys shall have preference over
non-duty journeys.

33.5

Staff cars being used by the officers of the level of Secretary to

Government of India and above are to be provided with airconditioners.

Page 220 of 220

33.6

Officers of the rank of Joint Secretary and above and the Heads
of Departments of the Central Government in the Senior
Administrative Grade may at their option avail the facility of using the
staff cars for journeys from residence to office and back or opt for
drawing transport allowance. If they opt for using the staff car, they
need not make any payment but they will not be entitled to transport
allowance.
Exemption from compulsory insurance

33.7

Motor vehicles owned by the Central Government, which are

used for purposes not connected with any commercial enterprises, are
exempted from compulsory insurance against third party risk by
virtue of sub-section (2) of Section 94 of the Motor Vehicle Act 1933.
Such vehicles shall not, therefore, be insured.
Control over expenditure on POL & repairs

33.8

Director, CBI vide CBI H.O. Circular No. DPMTO

1999/001/14/21/99-MT dated 24.5.1999 has fixed ceiling of 150
litres of POL per month for four-wheeler vehicles belonging to the
Regional Offices/Branches and 200 litres for vehicles belonging to the
officers of and above the rank of JD. The officer should adhere to the
limit in the normal course. If, due to exigencies of investigation or
court work, it is felt that more POL is required for a particular vehicle
in a month, the same should be got sanctioned from the next
supervisory officer giving justification for sanction of excess POL.
Supervisory officers should sanction the extra POL for the vehicle
after proper application of mind and not in a routine manner. All
officers should exercise strict control over the use of vehicles in view
of the instruction of Government of India issued from time to time to
control the expenditure57[1].
Service and repairs

33.9

As per Staff Car Rules, the staff cars may be got repaired at the
Electrical and Mechanical Workshop, National Airport Authority and
the respective office should pay the bills for the same to the workshop
directly from its own funds. Repair and maintenance work of Delhi
based branches in CBI is undertaken at the Head Office workshop.
Incharge, MT workship has to prepare an inspection report. In case
there is heavy workload in the workshop and there are no facilities
with the workshop for conducting repairs, the work should be
entrusted to an authorised dealer or a private firm, keeping in view
the general principles contained in the General Financial Rules, 1963
57[1]GIMF

Order File No.7(4)/E-Coord/2000 dt.24.9.2000

Page 221 of 221

and instructions contained in CBI HO Circular Nos. (i) DPMTO

1999/001/14/21/99-MT
dated
24.5.99
and
(ii)
DPMT
1999/Circular/14/21/99-MT Dated 8.9.1999 and instructions issued
from time to time.
33.10

According to Schedule -VII of DFPR-1978, the life of various

types of vehicles, in terms of distance run (in km) and length of use
(in years) whichever is reached later, have been fixed as under:

S. No.
1

Type of vehicle
Motor vehicles fitted with engines
upto 20 hp (RAC)

Kms.
150,000

Years
6-1/2 years

Motor Cycles fitted with engines of

3.5 hp (RAC) or above

120,000

7 years

Motor Cycles fitted with engines of

less than 3.5 hp (RAC)

120,000

6 years

33.11

A vehicle is condemned only after a certificate has been

obtained from any of the following authorities to the effect that the
vehicle is not fit for any further economical use:
(i)

Electrical & Mechanical Workshop of the National

Airport Authority.

(ii)

Workshop of a State Road Transport Corporation.

(iii)

At locations where workshops mentioned at (i) and (ii)

are not available, Transport Workshops under the
Central or State Government Departments are also
authorised to issue such certificates.

33.12

A Committee may be constituted to consider and recommend

condemnation of vehicles. If the above conditions are satisfied,
Director/CBI has been delegated powers to condemn vehicles upto
monetary ceiling of Rs.200000/- in each case for a period upto
31.12.2006. Replacement of vehicle is sanctioned by the government.
Premature condemnation of vehicle and its replacement is sanctioned
only by the government.

33.13

It has to be ensured that condemned vehicles are disposed off

as per the procedure within a period of three months from the date of
placing of an order with the manufacturer for replacement of vehicles.

33.14

Service

Page 222 of 222

All 4-wheelers should be got serviced after covering 5000 kms.

and all 2-wheelers should be got serviced after covering 2500 kms.
The servicing would include washing of the vehicle, change of engine
oil, gear oil, differential oil, coolant, tuning of the engine, change of oil
filter etc.

Life of tyre/battery

33.15
33.15.1

The life of a tyre is taken as 40000 Kms. run. In case, it is

unserviceable, it should then be got retreaded with cold rubber after
24000 Kms. and it should run another 16000 Kms. If a tyre has
run 40000 Kms., it can be condemned and replaced. Tyres should,
therefore, be purchased judiciously and on need basis only. To
optimise the life of tyres, these would be rotated in the 4-wheeler
after every 5000 kms. Rotation of tyre means bringing the front tyre
to the rear side and rear tyres to front side and also to change the
face of the tyres.

33.15.2

If the battery is maintained properly, it will have a satisfactory

running life of 2 years. A battery should normally not be condemned
before 2 years.
Vehicle inspection

33.16

All vehicles should be inspected faithfully by the In-charge, MT

and by the branch SP at least once in a month. All the observations
of SP during the inspection should be rectified promptly by the Incharge, MT. The In-charge(MT) in the branches should be of the rank
of ASI & above and in the Head Office of the rank of Inspector and
should be well conversant with the maintenance of vehicles.
Disposal of condemned vehicles

33.17

The condemned vehicle(s) are to be disposed off immediately to

the best advantage of government exchequer and intimation sent to
Head Office. The sale proceeds of condemned vehicle/scooters will be
deposited in the Government Account under Head Miscellaneous
Receipts.
Records Maintenance

33.18

The following records are to be maintained in the MT Section of

branches in respect of a vehicle:
1.

1.
Log Book: The journeys are to be properly entered in
the log book-Rule 15 of Staff Car Rules. Signature of the

Page 223 of 223

officers below the rank of Joint Secretary availing the staff car
should be obtained in the log book (Rule 33 of Staff Car Rules).
All the columns should be filled and the officer using the staff
car should sign the Log Book. At the end of the month a summary
should be prepared in the following format:
(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
(viii)

Kilometres reading as on first day of month

Kilometres reading as on last day of month
Total distance covered during the month
Petrol balance at the end of previous month
Petrol drawn during the month
Petrol consumed during the month
Petrol balance at the end of the month
Kms/per litre (average) during the month

This summary should be signed first by the driver and then by

the In-charge(MT) Section who should thereafter put it up to the SP of
the branch. In the case of Head Office, this summary should be
signed by the DSP(HQ).
2.

A record of repairs and replacements, cost of petrol

consumption, cost of spare parts etc., with the dates in
prescribed form SPE G-35/ MTR.

3.

In case of branch vehicles, a statement showing the

consumption of petrol and lubricants and the repairs etc. is to
be sent to Head Office as per the instructions issued from time
to time. A similar statement is to be prepared in respect of
Head Office vehicles.

4.

All entries about repair/maintenance, POL and condemned

spare parts etc. should be entered in the Admins Module on
regular basis.

5.

The spare parts which have become unserviceable and replaced

parts should be deposited in the MT Store and an entry be
made in the Condemned Spare Parts Register. These parts
should be disposed off by auction after completing all codal
formalities under the supervision of a gazetted officer.

6.

Details of expenditure on all the vehicles including the same on

repairs, upholstery, POL, servicing, purchase of oil etc. should
be properly entered in the history sheet.

Page 224 of 224

33.19

All requisitions for the vehicles are ordinarily required to be

made in writing to the controlling officer in the prescribed form.

33.20

A register in Forms SPEG-35/MTR is to be maintained in

respect of each motor vehicle, jeep, pick up van etc. in each Branch
Office or in the Head Office for Head Office vehicles.

33.21

Director, CBI as Head of Department, has full powers for

incurring expenditure on maintenance, upkeep and repair of vehicles
including two wheelers. Director, CBI has delegated his powers
regarding expenditure on POL, maintenance, upkeep and repairs of
vehicles, as follows :

Sl.
No

Nature of
powers

SP working as Head of
Office

SP(HQ)

DD(A)/DIG

JD

Motor
VehiclesPurchase
of POL.

(i) Car : upto Rs.6000/p.m.

If the branch has one
car and upto
Rs.4000/- p.m. per
vehicle If the branch
has two or more
vehicles.

(i) Upto
Rs.6000/- on
each
occasion.

(i) Beyond
Rs.6000/on each
occasion.

Fulll
powers

(ii) M/Cycle/ Scooter:

upto Rs.1000/- p.m
per scooter / motor
cycle.

(ii) Upto
Rs.1000/- on
each
occasion.

(i) Car : upto Rs.6000/on each occasion

subject to maximum of
Rs.15,000/- p.a.

(i) Upto
Rs.6000/- on
each
occasion.

(i) Beyond
Rs.6000/and below
Rs.15000/on each
occasion.

Car :
upto
Rs.40000/on each
occasion.

(ii) M/Cycle/ Scooter

Rs.1000/- in each case
subject to Rs.3000/p.a.

(ii) Upto
Rs.1000/- on
each
occasion.

(ii) Beyond
Rs.1000/on each
occasion.

(ii) JD(A)
has full
powers in
this regard.

Maintenance,
Upkeep
and
repairs.

(ii) Beyond
Rs.1000/on each
occasion.

Page 225 of 225

34. LIBRARY
34.1

The CBI library which is situated in the Head Office at New

Delhi has a good collection of books in the field of Crime Detection,
Economic Offences, Organized Crimes, Bank Frauds, Terrorism,
Human Rights, Environmental Law, Forensic Science and Law etc. It
also subscribes to the periodicals, journals and national level news
papers regularly. It functions under the administrative control of the
Joint Director (Admn.) CBI and caters to the needs of CBI Head
Quarters and its Branches all over India. It remains open daily
during the office hours including the lunch break.

34.2

The library is fully computerised. All the books have been

entered in the computer duly arranged Author-wise, Subject-wise and
Title-wise. The information regarding availability of any book can be
retrieved by the users under the heads mentioned above. The Library
has a photo copier also for preparing copies of any extract or chapter
from any book or journal etc. by the interested users.

34.3

Membership of Library
Any officer/employee of CBI can become member of the CBI
Library by filling up the prescribed membership form kept in the
library which has to be forwarded to the librarian of the CBI/Head
Office by the controlling officer of the employee seeking membership
of the library for further necessary action by him.

34.4

Borrowing of Books

34.4.1

A member of CBI Library can borrow any two books at a time

for a period of 30 days except the reference books which are to be
used in the library only. In case any particular book is further
required by the member, the period of loan could be got further
extended by 15 days if the book has not already been reserved by any
other member for borrowing purposes. Any book under issue can be
recalled if the same is urgently required for official use by the
department.

34.4.2

The books required for daily use are also issued to the heads of
the sections/divisions and senior officers of CBI on permanent basis.
The availability of the said books with them has, however, to be
confirmed in the month of December each year. In the event of
transfer/retirement of the officer concerned, the books so issued to
him could either be returned to the library or could be handed over to
his successor under intimation to the librarian.

Page 226 of 226

No dues certificate from Library:

34.5

In the event of repatriation of any member to his parent

State/Cadre or his retirement from service, the Last Pay Certificate
(LPC) is issued to the concerned officer or his retirement dues are
settled only after obtaining a "No Dues Certificate" from the CBI
Library.
Preservation of Library Records:

34.6

The period of preservation of Library records is given as under:

(a)
(b)
(c)
(d)
(e)
(f)

Library Accession Registers

Permanent.
Periodical Registers
permanent.
Library member-ship register
Permanent.
Permanent lending of books Register
10 years
Files Pertaining to purchase of books/
Journals/Newspapers.
5 Years.
Temporary lending of books Register
1 Year.

Monetary limits for purchase of publications/journals etc.

34.7

The CBI Head Office vide letter No. 5/1/90 Ad IV dated 10-8-90
has delegated monetary powers limited to Rs 1000/- on each occasion
to the Superintendents of Police of all the branches and the
Administrative Officer at CBI Head Office and full powers to all the
Dy. Inspector Generals of Police for purchase of books by them for
official purposes. The branches/units of CBI could, therefore, also
establish their own library for their day to day use.
34.8

Supply of Newspapers/Magazines at the Residence of

various officers in CBI

34.8.1

The Director CBI vide circular No. 4/15/97-Library dated 2810-1997 has permitted supply of the Newspapers/Magazines w.e.f 111-1997 to the residence of the officers as per the scale given below.

S.No

Level of Officers

Director/Spl. Director/ Addl.

Director

Joint Directors

Indian
Newspaper

Indian Magazine

No Limit

No Limit

Page 227 of 227

Director of Prosecution

DIsG

SsP/AD(CO)/
AD(Interpol)/
A.O.(E)/ A.O.(A)

All other officers of the rank of

DSsP/ O.S and equivalent

Nil

34.8.2

The officers mentioned above are entitled to claim

reimbursement of the amounts spent by them for buying the
Newspapers/magazines as per the entitlements mentioned above
after deducting 15% of the total cost of the bills towards scrap
charges.

Page 228 of 228

35.

35.1

SECURITY PLAN

In view of the sensitive nature of the work performed by CBI,

the likelihood of security threats to CBI offices is higher in
comparison to most of the other government offices. Therefore, each
head of the office/designated nodal officer should prepare a security
plan incorporating the following features.
The plan should be
appropriate and suitable for the premises of the particular branch /
set of offices. The plan should contain the following subjects or heads
of security detail :
(a)
(b)
(c)
(d)
(e)
(f)
(g)

35.2

Access control of both animate and inanimate objects; this

includes perimeter defence, car parking etc.
Anti-sabotage check and precautions to be taken.
Fire control measures including evacuation of premises.
Document and security of other valuables.
Information Security
Security/threat response, including alerting local police,
government agencies etc
Contingency plan.
Access Control

35.2.1

Basic principle to be observed is that access control begins

with the outermost point. Outer perimeter may vary from place to
place. In a typical mofussil branch it may be the street, pavement and
compound wall of the branch. In an urban setup, it can be the road,
building entrance, floor entrance, lift doors etc. The outer perimeter
should be secured in such a manner that unauthorised object or
unauthorised person cannot get entry. Since most of the CBI offices
are housed in exclusive premises, nodal officers can consider laying of
barbed-wire fencing and lighting of the fence/compound wall so as to
ensure day and night security.

35.2.2

Outer perimeter security also includes buildings, trees, poles

etc. which provide access to the secure area and which need to be
cordoned off suitably. Outer perimeter security similarly includes
drains and their openings running from the compound to outside
areas, electricity substations, telephone poles, mail boxes and mail
delivery bags etc. Entry points at the outer perimeter have to be
regulated by a security guard with a register and intercom facilities
with the duty room. The duty officer will have to notify all
visitors/vehicle numbers to the security guard. The entrance gates

Page 229 of 229

will have to be made strong and secure and able to resist gatecrashing. The boundary wall similarly will have to be repaired and
strengthened wherever necessary and subsidiary entry points such as
wicket gates, service entrance etc. need to be sealed.
35.2.3

35.3

Finally, built-up areas including apartments, garages, shops

etc. adjoining the compound need to be kept under watch through the
day and occasionally at night. Any person(s) found loitering around
CBI building for no reason should be thoroughly checked and handed
over to local police, if necessary.
Inner Access Control

35.3.1

Access to the main building/office should be controlled by an

extra security guard to whom the outer guard relays the visitor's
identity. Sentry whenever guard is posted, should be alert while
performing duties and guard should be always ready to meet any
exigencies.
There should be provision for checking of parcels,
suitcase etc. through physical checking devices. Letters and postal
articles would similarly require examination. Equipment for the same
would have to be purchased, wherever necessary.

35.3.2

There should be a reception area where visitors report. This

should be the general rule except for witnesses, experts who have to
meet the concerned IO/Supervisory Officer. All visitors are to be given
identity tags. They should be escorted to the office/officer to be visited
and nobody should be allowed to roam around the premises without
specific work. Tradesmen, repairmen and other service agencies will
have to identify themselves and have their equipment checked before
entry. Similarly, one constable will have to watch over their work
during the repair/servicing.

35.3.3
Car parking/scooter parking, both for employees and visitors
should be designed in such a way that the area is separate and apart from
the main building. Employees should conduct their own check of vehicles
before parking the same in the designated area. Vehicles of visitors should
be checked above and below and wherever feasible, the visitor should be
dropped and vehicle made to be parked outside the compound, to be called
when necessary. Any incident of important/sensitive nature should be
reported to senior officer incharge available.

35.4
35.4.1

Identity cards/Personal Identification Criteria

Government servants are provided photo Identity Cards which
should be rigorously checked at the outer perimeter and again at the

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inner entry point. Similarly, all visitors/service personnel will have to

show some form of identity before being admitted.
35.4.2

Sample Identity Cards of MHA and other organisations whose

personnel frequent our premises should be kept with the outer
perimeter guard and similarly look out notices sent by local
police/intelligence agencies, with or without photographs of wanted
accused should be available for reference with him. In case of
introduction of new types of Identity Cards by CBI to adopt fool proof
systems, the information is to be furnished to all branches and offices
of CBI located elsewhere. However, SP In-charge of branch/Nodal
Officer will have to check the current status and tighten up the
system as and when warranted.

35.4.3

It is clarified that visiting cards/letter heads of officers are not

sufficient identification or proof of identity and they will have to be
supported with verifiable documents such as driving license, service
Identity cards, PAN Cards, Voters Identity Card etc.

35.4.4

Door frame metal detectors, if not already available should be

installed at the earliest at the inner entry point of all branches. Hand
held metal detector should also be available for frisking. However,
both these gadgets are only supplements to thorough physical frisking
and checking by security personnel. Sharp edged objects and any
other material which can be used as weapon of offence may be
retained by the security staff till the departure of the visitor.

35.5

Anti Sabotage Checks

35.5.1

ASC (Anti Sabotage Check) need not be necessarily associated

with sophisticated equipment. All that is initially needed is vigilance
and security consciousness on the part of the staff. It starts with the
person and goes on to the work premises. It can be done by anybody
but everybody should do it, because the safety of a branch is the
common or group concern.

35.5.2

Firstly, branch personnel should check their own bags,

briefcases etc. before starting for office. Enroute, they should ensure
that no one tampers with them. Luggage boots of cars and scooters,
either personal or official, should be checked and always kept locked.
A visual check of the under carriage, engine and the boot may be
made before locking the car at the parking site. At all times, one
should be aware of one's surroundings and notice anything that is
amiss, out of context or placed in an awkward or unnecessary
position. Thus, one's work table, room/cabin and storage area like
almirahs, drawers of table etc. will have to be visually checked. Any

Page 231 of 231

object lying in the room which was not present on the previous day
may be queried and even removed. General visual check of the branch
will be done every morning by the nodal officer who should have a
check list with him. A model check list will be sent later to all
branches but each location can prepare its own list of places and
points to be visually and manually checked. There is no hard and fast
rule in the matter but the underlying emphasis should be on
eliminating unauthorised objects. Visual ASC should be conducted of
electrical points, fixtures and also electronic items like computers,
Xerox machines and FAX machines. One's own telephone/extension
should also be opened from the bottom every week and daily visual
check is absolutely essential. A trained officer should brief the branch
personnel about the correct method of ASC but, in the meantime, our
basic police procedures for rummaging and search can be used.
35.5.3

Equipment for anti sabotage check comes in various shapes

and sizes but we can certainly invest in viewing mirrors (for looking at
the under carriage of vehicles), simple explosive detectors and muffler
bags (for covering & isolating suspicious objects). This expenditure
can be met from the normal budget. The same goes for door frame
metal detectors and the hand-held version, touched upon earlier.

35.5.4

Wherever feasible and approved by the appropriate authority in

CBI, the branch officers should obtain the services of State Special
Branch and related bodies of the Centre, to come for lecdems (lecturedemonstrations) of security precautions and anti sabotage checks.
The talk/demonstration can be organised outside the premises. At no
cost should the topography and site plan/building plan be made
available to anyone outside the organisation. CPWD should also be
warned not to part with the plans.

35.6

Fire Fighting Measures

35.6.1

Every branch and office premises in CBI should have proper

fire control system. There should be a well laid down procedure of fire
control . Staff members should be repeatedly educated about fire
control procedures. The capster of chemical and soda should be
checked and ensured that it is not timed barred.

35.6.2

In the multistoried buildings, particularly where we are

tenants, the fire control plan should be known to us (For details see
Annexure-XVII). All the staff members should take part in the fire
control drill organised by the fire service or by the building supervisor
respectively. The emergency exits and external stair case for speedy
evacuation should be known to all members.

Page 232 of 232

35.6.3

The local fire service can be requested to demonstrate fire

control measures and also educate the staff about precautions to be
taken. As far as possible, elementary precautions such as using ash
tray for cigarette butts, switching off electrical fittings and appliances
when not required and preventing over heating of junction
boxes/plugs and preventing short circuits, can be observed by all
members. It is important to have the nodal officer or in his absence
another officer as fire drill coordinator. Without such a person, chaos
and confusion could result. At all times, for major or minor fires, our
staff should display good discipline and self control. First aid for
minor burn and injuries should be known to the nodal officer and
also to some staff members. If there is a CGHS dispensary or medical
unit nearby, they should also be associated with the fire drill.
Availability of ambulance or emergency vehicle should be ensured.
Besides, the fire fighting equipments normally contained in
government offices namely fire extinguishers, buckets of water and
sand should always be available in a pre-designated spot. Usually it is
found that these buckets are empty and the buckets themselves have
rusted and become unserviceable. Nodal Officer should inspect the
fixtures and ensure that all of them including water pipes, alarm bells
and smoke detectors are in working order.

35.6.4

Overhead/ceiling water sprinklers are now being provided in

certain buildings. This equipment is very delicate in nature. It
responds to changes in temperature and emitting of smoke. Hence,
staff members should be advised not to burn papers and waste
material in the office premises. The CPWD Engineers or building
supervisor should periodically check the sprinkler system and ensure
that it is in working order. Since water is not provided around the
clock in all cities, we should have our own storage facility on the roof
or elsewhere. The bigger cities have water hydrants to be used by fire
service personnel. We should ensure that these areas are kept free
from parking vehicles, rubbish and condemned articles are not
dumped around this area. Elementary precautions to prevent fire can
be observed in all branches. For example, condemned article or
articles not in active use such as old carpets, wall hangings, sofa sets,
wooden chairs and any other inflammable material should be
promptly disposed off. Similarly, exposed wires and junctions should
be covered. As far as possible the wiring should be placed in PVC pipe
and firmly attached to the wall instead of hanging loose in different
parts of the room. Concealed wiring should be adopted wherever
feasible.

35.6.5

Finally in those branches which do not have fire control

measures or fire control plan, nodal officer should immediately start
working for a rudimentary system in place at the earliest. Of

Page 233 of 233

particular relevance are places such as malkhana where valuable case

records are stored. Similarly, the record room where crime files and
other documents are stored should have excellent fire fighting
arrangement. Volatile chemicals, various types of fuel and such
dangerous items should be specially packed and stored. Basement
and barsati are equally vulnerable and should not be used as
dumping grounds.
35.6.6

35.7

Pest control particularly of rodents, is required in all branches,

not only for preservation of documents and other material but also
because rats and other pests will cause damages to the electrical
wiring and also to other important fittings. Special precautions should
be taken at the time of Diwali and other festivals as also marriages
and local celebrations where fire crackers are used. Roof tops of the
building should not contain any inflammable material which can
catch fire if a fire cracker falls on it accidentally. Similarly, windows
and ventilators should always be kept shut, particularly in off duty
hours.
Document security and security of valuables

35.7.1

As our organisation has a document oriented work atmosphere,

proper storage of documents is essential to counter hazards. The age
old system of storing case documents in steel trunks is not such a
bad idea provided we know what documents are contained in which
trunk and do not retain unnecessary records with us. The general
tendency is for IOs to store their documents in wooden or steel
almirahs and this needs to give way to the work station concept in
which over head bins retain only those papers which are required on
a daily basis. The bulkier records seized or required for examination
and scrutiny need to be stored in a fire proof room deep within the
branch premises.

35.7.2

Branches will have to go in for fire proof cabinets and ensure

that the malkhana has two or three such cabinets to store valuable
properties such as currency notes, share and stock certificates,
computer CD ROMs and floppies as well as gold and jewellery items.
The degree of security required for the malkhana is the greatest.
Hence, as mentioned earlier, chemicals and other inflammable
material should not be stored in the malkhana. Documents security
includes the reprographic facilities such as xerox machine, duplicator
machine and fax machine which need to be kept under the personal
control of a responsible member of the staff. Unnecessary copies
should be destroyed by using the shredding machine. At no cost
should we use the old method of burning of the papers. The latter is
not efficient or fool proof.

Page 234 of 234

35.7.3

Transit of documents and despatch and receipt of files are

equally important in documents security. Within the same station,
files have to be sent in properly sealed covers through dispatch riders
and dak vehicles and the peon book should be signed by a responsible
member of the receiving office. The carriage of dak should be
protected against bad weather, road traffic accident, misplacement
and wrong deliveries as well as theft and deliberate mischief.
Currently, air bags are being used in addition to normal postal
facilities for dispatch and receipt of other important documents.
Besides the requirement of maintaining shadow files, it will be
desirable to send important files through a special messenger. The
dak boxes should be made of steel and "leather bastas" should be
used only for storage of local dak.

35.7.4

Security classification of documents is very essential. It is well

known that top secret documents should always be sent in double
cover with double acknowledgment slip but documents with lesser
degree of security classification should also be handled very carefully.
Indeed no document should emanate from any branch without some
form of security classification. It is also emphasised that NGO
references should remain with the officer himself and should not be
sent to the section. Every branch officer and supervisory officer
should have proper storage facility to keep such files in his personal
custody under lock and key. As far as possible, correspondence
should be done by the officer himself or at the most by his Personal
Secretary alone. Separate dairy should be maintained for such
references. It is not only a good habit but a security requirement to
lock up the files lying on the table in the evening when departing from
the office. The most vulnerable part of the day is in the early morning
when the office is opened for sweeping and cleaning and in the
evening when the various rooms are locked up. If we are not careful,
any type of mischief can be played during these vulnerable moments.
In general it would be desirable for the officer to shut his own room
when departing in the evening and do so whenever he leaves the room
to attend meetings and other engagements within the building or
outside.

35.7.5

Though the government buildings are generally immune from

petty theft or even attempts by professional burglars, adequate
precaution should be taken to prevent entry through vulnerable
points like ventilators, windows rear doors and elementary burglar
alarm has to be installed to ensure that the duty officer or the guards
or the nearby police station is able to intercept and prevent a major
theft in the branch. Those branches which have a lock up and where
police custody suspects are kept for a few days or more, need to be

Page 235 of 235

strengthened, particularly when the suspects are militants or belong

to major criminal gangs. The possibility of rescue attempt by his
associates cannot be ruled out. This brings into focus the weaponry in
the branch. The available weapons should be cleaned and kept
serviceable at all times. Regular fire practice has to be given to all
staff members.
35.8

Information Security
All the CBI branches are provided with computers and most of
these computers are interconnected with each other through a
network. Since information of confidential nature is stored and
exchanged in most of these computers, it is essential that head of the
office takes all precautions to ensure absolute security to the
information and to make their systems impenetrable to the hacker
attacks.

35.8.1

Security precautions for network Administrators/users

System Administrator/Head All Users to ensure that
Of Department to ensure
That employee code may be Passwords generated are of
used as login ID for each atleast 10 characters.
authorised user
All users periodically briefed, Passwords
contain alpha
regarding SOPs and latest numeric
and
symbolic
threats and precautions
characters.
that all users change their Passwords are neither noted
pass words periodically
down nor disclosed to any
one.
that the Data is backed-up on Character combinations that
a weekly basis
are
not
available
in
dictionary are used for
generating passwords.
facility for Internet Access is That
Internet
is
not
never attached or installed in accessed on CBI network.
the CBI network.
that temporary files from Temp They log off their machine in
folder is regularly deleted.
case any one wants to leave
even for a short while.
that no user with other than Their login name/passwords
his own
login name/pass are not used by anyone even
words is allowed to access.
for a short while.
that files are named properly That
files
are
named
for enabling search/retrieval at properly
for
enabling

Page 236 of 236

a later stage.

search/retrieval at a later
stage.

that Server and nodes are That they delete unwanted

installed in a secure location.
user-created files. However,
one should not delete files
that one is not sure about.
that no games are installed in They use floppy disks, CDNetwork.
He will remove ROMS/ DVD ROMS/MICRO
games that are part of OS.
VAULTS etc.
Devising mock exercises to They follow proper switching
educate
users
regarding on/ shutdown procedures.
network security threats.
Proper supervision on service
engineers who are given access
for repair/maintenance.
that
no
unauthorised
programs are loaded into the
computer.
that no external disk/CDs are
loaded into the Drives.
that disks/CDs
scanned for
viral activity before using.
that all floppy disks/CDRoms
are maintained cleanly and
safely.
that UPS is On before
switching on Server/Nodes.

35.9

Security/Threat response, alerting Local Police, Government

Agencies etc.

35.9.1

As soon as information is received

about threat to the
premises of headquarters/branch, duty officer, control room could be
made nodal office to inform the various securities agencies like Delhi
Police, I.B. etc. It will do so under the instructions of the nodal officer
incharge of security of the premises. Thus, the information received
should be authentic and credible and should be verifiable by our own
staff or by the security agencies. A letter, a telephone call or any other
type of intimation needs to be acted upon immediately.

35.9.2

Some anti-social /anti-national elements may pose threat to

the security of CBI officers or CBI buildings. In order to avoid
untoward incident and leakage of discreet information, it is essential
to take utmost care while furnishing information to any person

Page 237 of 237

regarding officers/location of CBI buildings by incharge control

room/D.O./person on telephone duty. Somebody in the guise of
senior officers may try to gather information about cases or any such
sensitive
information
or
information
about
custody
of
accused/witnesses etc. should be handled with tact.
35.9.3

Bomb blankets whenever made available in the control room

should be used when there is a suspected bomb, placed either in a
scooter / car / open place and there should be sufficient material
available by way of ropes and pedestrian stands to cordon off the
suspected area.

35.9.4

In the unlikely event of firearms being used by assailants,

either against specific targets outside the premises or inside, and if
shots are fired at the windows / apertures, there should be a definite
response by way of defensive fire. This firing by our personnel will be
resorted to only as it takes time for the local police and other security
agencies to reach the spot.

35.9.5

Regular range practice is required for the PSOs of senior

officers as well as control room staff (including reception staff) who
should be able to withstand the first assault. The armory should be
placed deep inside the premises, well away from the entrance. Thick
steel plated doors and fire proof arrangements are required to
prevent assailants from capturing our firearms and ammunition.

35.9.6

Evacuation of the staff through various entrance or through

exit points should be carried out with minimum effort and maximum
efficiency. The loose papers and files should be placed within the
almirahs and fire hazards thus eliminated.

35.9.7

Similarly, the electrical main switch and master valve of the

overhead tanks should be switched off / shut so that the damage to
the premises is minimum. If the building is equipped with water
sprinkler system, the operation of the system should be such that
valuable documents and other case properties are not damaged.

35.9.8

Inflammable material such as petroleum products, chemicals,

plastic and nylon tubes etc. should not be stored within the building
at any time. The correct procedure for storage of such material is to
use a out house or separate storage area away from the main
building. Similarly, vehicles parked in the basement or on the ground
floor whenever required, should be removed immediately and taken
to a safe location.

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35.9.9

The attack or crisis control room should be located away from

the area of threat. There should be telephonic communication as well
as wireless facilities between the crisis control room and the effected
area so that instructions can be passed on to the staff facing the
attack.

35.9.10
Medical aid including first aid boxes, should be kept at
different stations within the premises so as to be of some use during
crises. The location and route to the nearest M.I. Room as well as the
route to the nearest multi speciality hospital with emergency
operation facilities should be known either to the control room staff
on the nodal officer (Security).
35.9.11
Coordination with local police agencies will have to be worked
out through coordination meeting to be held individually and
separately for each branch. As conditions may vary, branch officers
are requested to hold these meeting at the earliest and agree upon
the correct procedure for a coordinating response to the threat. In
headquarters, the designated officer should hold the coordination
meeting with the Ministry of Environment Officer who are
coordinating security arrangements in the CGO Complex.
35.10

Contingency Plan

35.10.1
In the event of a threat / actual attack, the contingency plan
available with the nodal officer should have two main divisions
namely short term and immediate response and long term /
containment plan. In the former all the counter measures mentioned
in the previous chapter be included. In the latter, the effort will be to
conduct normal office routine from either the same premises or from a
different premises, so that our basic work does not suffer.
35.10.2
The contingency plan will vary from attacks on individuals, to
attacks on teams, to attacks on premises of our branch or court
premises. In the case of attacks on individuals, the driver of the
branch vehicle will have to be trained in offensive and defensive
driving. He will have to be equipped with sufficient knowledge of
defensive measures. He should also know the route to the nearest
medical facility. Above all, he should know to use a firearm and
should be able to substitute for the PSO if the latter is injured or
incapacitated.
35.10.3
When groups of officers are attacked, there should be a
sufficient pre planned response to the attack. If the officers are
proceeding for a search /arrest/court work and the attack takes
place in a public area, they should be instructed before hand about

Page 239 of 239

the various possibilities available to them to counter the attack. This

would apply to prisoners being taken to court in police custody.
Sufficient number of firearms should be carried by the party escorting
the prisoner to the court or to the Jail.
35.10.4
If the attack is in the court premises, the existing security
arrangements in the court should be used to counter the attack. Most
of the special courts and designated courts are located within the
Katchery premises in which the office of District Magistrate, District
Superintendent of Police or Sub Division Police Officer are located.
Hence, help can be taken from these agencies to counter the attack.
35.10.5
In the case of individual personnel or vulnerable branches
engaged in investigating sensitive cases, request should be made to
the state police to provide sufficient armed guards around the clock.
Similarly emergency telephone lines should be installed (hot line)
connecting branch or the residential premises with a local police
station.
35.10.6
Contingency plan for prolonged period should provide for
normal office routine in
borrowed premises which are equally
strengthened and made secure. This eventuality will arise if the
original branch or office premises was partly or entirely effected by the
attack and was not usable for routine work.
35.10.7
As far as possible, every premises and property owned by the
Organisation should have a clear route of escape. Usually, old cars
and other unnecessary material obstruct the rear entrance and the
lane leading from it. Periodic inspections should avoid such unsafe
practices. Contingency plan for officers / groups on the move should
have provision for safe routes which are less congested and which
would lead them to safety in another branch or to the premises of the
big police station or police lines.
35.10.8
Every branch should, as part of its security plan, practice and
rehearse the contingency plan periodically so that all staff members
are aware of the steps to be taken. If the new member of the staff joins
work, he should be separately briefed by the nodal officer.
35.10.9
In residential areas where families are more vulnerable proper
compound walls should be set up and access control should be
enforced. If a child is abducted or kidnapped, there should be a well
defined plan to meet the emergency.

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35.10.10
Blood groups of all the staff should be readily available with the
nodal officer as also the individual allergy / reaction to specific drugs
and medicines such as Penicillin, steroid etc.
35.11

Role of control room staffOfficers of the branch should also issue the following set of
instructions to officers/men in the branch, who handle such tasks :
i)
The person attending the telephone call must not part
with any information unless he is absolutely sure about the
identity of the caller.
ii)
Must always enquire about the telephone number of the
caller and then call him back to give the information sought
for. This will also establish the genuineness of the calls
received in the control room/D.O.
iii) The officers/men on duty during the day and night
shifts
must
be
properly
briefed
and
told
that
leaders/activitists of the terrorists outfit such as Lashkar-eTaiba and others have adopted a new modus-operandi to
collect sensitive information about the Indian Security
Agencies. The nature of information which may be of interest
to the terrorists is :
a) Name, address and telephone number of senior officers
particularly those engaged in anti-terrorists operations.
b) Details about political leaders and their programmes/
movements.
c) Movement/deployment of security forces.
d) Details about a particular incident.
e) Progress in investigation of specific cases, etc.
The information on the aforesaid points should not be divulged
to callers whose identity is not properly established.

Page 241 of 241

36.

OFFICE PROCEDUREPROCEDURE-MEANING OF
VARIOUS TERMS

The terms used in this Manual carry the special meanings as

described below :
36.1

'File' means a collection of papers on a specific subject matter

assigned a file number and consisting of one or more of the following
parts:
(a)
(b)
(c)
(d)

Correspondence
Notes
Appendix to correspondence
Appendix to notes

36.2

'Appendix to correspondence' in relation to a file means

lengthy enclosures to a communication (whether receipts or issue) on
the file, inclusion of which in the correspondence portion is likely to
obstruct smooth reading of the correspondence or make the
correspondence portion unwieldy.

36.3

'Appendix to notes' in relation to a file means a lengthy

summary or statement containing detailed information concerning
certain aspects of the question discussed on the file, incorporation of
which in the main note is likely to obscure the main point or make
the main note unnecessarily lengthy.

36.4

'Branch Officer' in relation to a section means the officer who

takes the work directly from the section.

36.5

'Case' means a current file or a receipt together with other

related papers, if any.

36.6

'Central Issue Section' means the unit within a department

responsible for typing of drafts, comparing of fair copies, preparation
of pads for signature and despatch of communication to the
addressees and includes functionaries like residential clerk and night
duty clerk. In departments where centralised typing pool does not
exist in central issue section, this section will be responsible only for
despatch of signed communications to the addressees.

Page 242 of 242

36.7

'Central receipt and issue section' means a unit within a

department consisting of the central registry and the central issue
section.

36.8

'Central registry' means a unit within a department charged

with the responsibility of receiving, registering and distributing dak
meant for that department and includes functionaries like resident
clerk and night duty clerk.

36.9

'Classified dak' means dak bearing a security grading.

36.10

Come-back case means a case received back for further

action such as re-examination or preparing a draft or a summary of
the case.

36.11

'Correspondence portion' in relation to a file means the

portion containing 'receipts' and office copies of 'issue' pertaining to
the file, including self-contained inter-departmental notes but
excluding those recorded on the notes portion of the file itself.

36.12

'CR No.' means the serial number assigned by the central

registry to dak in the Dak register preceded by the code letter
identifying the register.

36.13

'Current file' means a file, action on which has not been

completed.

36.14

'Dak' includes every type of written communication such as

letter, telegram, fax, e-mail, interdepartmental note, file, which is
received, whether by post or otherwise, in any department for its
consideration.

36.15

'Dealing hand' means any functionary such as a lower division

clerk, an upper division clerk, an assistant, entrusted with initial
examination and noting upon cases.

36.16

'Department' means any of the Ministries, Departments,

Secretariat and Offices mentioned in the First Schedule to the
Government of India (Allocation of Business) Rules.

36.17

'Departmental index' means a consolidated index of files

opened by different sections of a department during a year (except
those of a classified nature or those proposed to be retained for less
than 10 years) arranged in a single series in the alphabetical order of
the catch-words under which they have been indexed.

Page 243 of 243

36.18

'Departmental instructions' means instructions issued by a

department to supplement or vary the provisions of the Manual of
Office Procedure.

36.19

'Diarist' means a Clerk within a section charged with the

responsibility inter alia of maintaining the section diary.

36.20

'Diarising' means registering of receipts in the section diary.

36.21

'Diary number' means the serial number assigned to a receipt

in the section diary followed by the year and the abbreviated symbol
of the section, e-g. 105/72 - O&M.

36.22

'Docketing' means making of entries in the notes portion of a

file about the serial number assigned to each item of correspondence
(whether receipt or issue) for its identification.

36.23

'Final disposal' in relation to a case under consideration

means completion of all action thereon culminating, where necessary,
in the issue of final orders or final reply to the party from which the
original communication emanated.

36.24

'Fresh receipt (FR)' means any subsequent receipt on a case

which brings in additional information to the disposal of the paper
under consideration.

36.25

'Indexing' in relation to a file means indicating its title under

appropriate catchwords arranged in their alphabetical order with a
view to facilitate its location in the event of need.

36.26

'Index slip' means a card or a paper slip displaying the title of

a file under a catchword, followed by a reference to its file number.

36.27

'Issue' means a communication issued in a case.

36.28

'Issue of draft' includes all stages of action after the approval

of a draft ending with despatch of the signed communication to the
addressee, e.g. fair typing, comparing, attaching enclosures, preparing
pads for signature, preparing covers; making entries in the despatch
registers and messenger books, affixing stamps where necessary etc.

36.29

'Messenger book or Peon book' means a record, maintained in

standard form O&M 13 or any other form, of particulars of despatch
of non-postal communications and their receipt by the addressees.

36.30

'Minute' means a note recorded by the President, the VicePresident, the Prime Minister or a Minister.

Page 244 of 244

36.31

'Note' means the remarks recorded on a case to facilitate its

disposal, and includes a precis or previous papers, a statement or an
analysis of the questions requiring decision, suggestions regarding the
course of action and final orders passed thereon.

36.32

'Notes portion' in relation to a file means the portion

containing notes or minutes recorded on a case.

36.33

Ordinary postal dak' means postal dak for which no specific

acknowledgement is obtained by the Posts and Telegraphs Offices.

36.34

Paper under consideration (PUC)' means a receipt on a case,

the consideration of which is the subject matter of the case.

36.35

'Personal staff' in relation to a functionary means and includes

private secretary, personal assistant, stenographer, assistant, clerk or
any other clerical staff appointed to assist him as well as the personal
section of a Minister.

36.36

'Postal communication' means a communication despatched

by post and includes telegram.

36.37

'Postal Dak' means all the dak received through posts and
Telegraphs offices.

36.38

'Receipt' means dak after it has been received by the

concerned section/officer.

36.39

'Record Clerk' means a clerk in a section responsible inter alia

for typing and maintaining index slips and for looking after routine
aspects or recording work.

36.40

'Recording' means the process of closing a file after action on

all the issues considered thereon has been completed, and includes
operations like completing references, removing routine papers,
revising the file title, changing the file cover and stitching the file.

36.41

'Reference folder' in relation to a particular subject means a

folder containing copies of relevant rules, orders, instructions, etc.
arranged in chronological order.

36.42

'Running summary of facts' in relation to a case means a

summary of the facts of the case updated from time to time to
incorporate significant developments as and when they take place.

36.43

'Section' means the basic work unit within a department,

responsible for attending to items of work allotted to it. It is generally

Page 245 of 245

headed by a section officer and includes 'Cell', 'Unit' and other like
terms.
36.44

'Sectional note' means a note recorded on only one of the

many issue raised in the PUC.

36.45

'Section Officer' means an officer supervising a section and

includes functionaries like superintendent and assistant-in-charge, or
Head Clerk.

36.46

'Security grading' means security marking 'Confidential',

Secret or 'Top Secret'.

36.47

'Standing guard file' on a subject means a compilation

consisting of the following three parts :(a)

(b)
(c)
36.48

a running summary of the principles and policy relating to the

subject with number and date of relevant decisions or orders
quoted in margin against each;
copies of the decisions or orders referred to, arranged in
chronological order ; and
model forms of communications to be used at different stages.

'Standing note' in relation to a subject means a continuing

note explaining, among other things, the history and development of
the policy and procedure, designed to serve as :
(a)
(b)
(c)

a complete background material for review of the existing Policy

or procedure;
a brief for preparing replies to Parliament questions or notes for
supplementary thereto; and
induction or training material.

36.49

'Standing process sheet' means a standard skeleton note

developed for a repetitive item of work, indicating predetermined
points of check or aspects to be noted upon.

36.50

'Urgent dak' means dak marked 'immediate' or 'priority', and

includes telegrams, wireless messages, and fax messages.

Page 246 of 246

37. MACHINERY OF GOVERNMENT

The President

37.1

The executive power of the Union formally vests in the

President and may be exercised by him either directly or through
officers subordinate to him, in accordance with the Constitution.
The Council of Ministers -

37.2
(i)

In the exercise of his functions, the President is aided and

advised by a council of Ministers headed by the Prime Minister.
In the actual practice, the executive authority resides in the
Council of Ministers.

(ii)

The Council of Ministers consists of three categories of

Ministers, namely :
(a)
(b)
(c)

(iii)

Ministers of Cabinet rank ;

Ministers of State ; and
Deputy Ministers.

The Cabinet, which consists of Ministers of the first category

only, is responsible for shaping the overall policies of the
Government. In discharging its responsibilities, it sometimes
functions through its committees.
Transaction of Government Business

37.3
(i)

Among the rules issued by the President for the convenient

transaction of the business of the Government under Article
77(3) of the Constitution, are :
(a)
The Government of India (Allocation of Business)
Rules ; and
(b)
The Government of India (Transaction of
Business) Rules.

(ii)

The allocation of Business Rules allocate the business of the

Government among its different departments which are
assigned to the charge of the Ministers by the President on the
advice of the Prime Minister. In relation to the business
allotted to a Minister, these rules also permit the association of

Page 247 of 247

another Minister or Deputy Minister to perform such functions

as may be specifically assigned to him.
(iii)

The Transaction of Business Rules seek to define the authority,

responsibility and obligations of each department in the matter
of disposal of business allotted to it. While providing that the
business allotted to a department will be disposed off by, or
under the direction of, the Minster-In-Charge, these rules also
specify :
(a)
cases or classes of cases to be submitted to the
President, the Prime Minister, the Cabinet or its committees for
prior approval;
(b)
the circumstances in which the department primarily
concerned with the business under disposal will have to
consult other departments concerned and secure their
concurrence before taking final decision.
Department-

37.4
(i)

A department is responsible for the formulation of the policies

of the Government within its sphere of responsibility and also
for the execution and review of those policies.

(ii)

For the efficient disposal of business allotted to it, a

department is divided into wings, divisions, branches and
sections.

(iii)

A department is normally headed by a Secretary to the

Government of India who acts as the Administrative Head of
the Department and Principal Adviser of the Minister on all
matters of policy and Administration within the department.

(iv)

Where the volume of work in a department exceeds the

manageable charge of a Secretary, one or more wings may be
established with a Secretary/Special Secretary/Additional
Secretary/Joint Secretary in charge of each wing. Such a
functionary is normally vested with the maximum measure of
independent functioning and responsibility in respect of the
business falling within his wing subject, however, to the overall
responsibility of the Secretary for the Administration of the
department as a whole.

(v)

A section is generally the lowest organisational unit in a

department with a well-defined area of work. It normally

Page 248 of 248

consists of assistants and clerks supervised by a Section

Officer/OS/Head Clerk. Initial handling of cases (including
noting and drafting) is generally done by assistants and clerks
who are also known as the dealing hands.
(vi)

While the above represents the commonly adopted pattern of

organisation of a department, there are certain variations, the
most notable among them being the desk officer system. In
this system the work of a department at the lowest level is
organised into distinct functional desks, each manned by an
officer of appropriate rank, e.g. Under Secretary or Section
Officer, who handles the cases himself and is provided
adequate stenographic/clerical assistance.
Attached and subordinate offices -

37.5
(i)

Where the execution of the policies of the Government requires

decentralisation of executive action and/or direction, a
department may have under it executive agencies called
'Attached' and Subordinate' offices.

(ii)

Attached offices are generally responsible for providing

executive direction required in implementation of the policies
laid down by the department to which they are attached. They
also serve as repository of technical information and advise the
department on technical aspects of questions dealt with by
them.

(iii)

Subordinate offices generally function as field establishments

or as agencies responsible for the detailed execution of the
policies of Government. They function under the direction of
an attached office, or where the volume of executive direction
involved is not considerable, directly under a department. In
the latter case, they assist the departments concerned in
handling technical matters in their respective fields of
specialisation.

(iv)

CBI Head Office is an attached office under the Cabinet

Secretariat and the CBI Offices are the subordinate offices. The
configuration of CBI, its hierarchy, divisions, zones, regions,
branches and units has already been explained in Chapter-1.

Page 249 of 249

38.

DAKDAK-RECEIPT, REGISTRATION AND

DISTRIBUTION
Receipt of dak

38.1
(i)

During office hours, the entire dak of a department/office

including that addressed to Ministers/Officers by name, will be
received in the Central Registry/Receipt Section.
Where,
however,
immediate/important
dak
addressed
to
Ministers/Officers by name is sent through special messengers
directly to the addressees themselves, it will be received by
them or their personal staff.

27

(ii)

28

(a)
by the addressees themselves at their residences, if marked
immediate and addressed by name; and
(b)
in other cases by :

29

(i)
(ii)

Outside office hours, dak will be received :

the night duty clerk or constable or Control Room of the

department concerned, or
where no such arrangements exist, by the officer designated by
the department/office concerned to receive such dak.
Acknowledgement of dak

38.2

The receipt of dak, except ordinary postal dak, will be

acknowledged by the recipient signing his name in full and in ink.
Registration of dak

38.3
(i)

Urgent dak will be separated from other dak and dealt with
first.
(ii)
All covers, except those addressed to Ministers/Officers by
name or those bearing a security grading, will be opened by the
Central Registry/Receipt Section.
(iii)On opening dak, the Central Registry will check enclosures and
make a note of any found missing.
(iv)
All opened dak, as well as the covers of unopened classified
dak, will be date-stamped vide specimen mentioned below :__________________________
Department/Office of ..............
Received on .............................

Page 250 of 250

CR No......................................
Sec. Dy. No.
___________________________
(v)

The entire dak will then be sorted out section-wise (and officerwise, if addressed by name). To facilitate this, the Central
Registry/Receipt Section will maintain an alphabetical index of
the subjects dealt with the each section.

(vi)

The following categories of dak will be registered by the Central

Registry/Receipt Section in the dak register.
(a)
Telegrams, wireless messages and telex message.
(b)
Registered postal dak.
(c)
Inter-departmental files.
(d)
Court summons and receipts enclosing valuable
documents, e.g. service books, agreements, cheques/drafts
etc.,
(e)
Parliament questions, resolutions, cut motions and
references seeking information relating to them.
(f)
Unopened inner covers containing classified dak.
(g)
Letters from Members of Parliament, and
(h)
Any
other
category
covered
by
departmental
instructions.

(vii)

The Central Registry/Receipt Section will maintain one or more

dak registers as may be found convenient.
In no case,
however, will a single register be operated upon by two or more
clerks. Where more than one dak register is maintained, each
register will be identified with an alphabetical code letter A,
B, C and so on.

(viii)

The C.R. No./Receipt No. assigned to dak in the dak register,

will be exhibited on the dak in the appropriate place in the
stamp affixed on it.
Distribution of dak

38.4
(i)

The Central Registry/Receipt Section will prepare an invoice

separately for each section to which the dak is to be
distributed. The dak, alongwith invoice, will be sent to the
section concerned and acknowledged by the diarist. The
invoice, duly signed, will then be returned to the Central
Registry/Receipt Section where it will be filed section-wise and
date-wise.

Page 251 of 251

(ii)

Alternatively, dak may be distributed and acknowledgement

obtained in messenger books or dak register maintained
section-wsie.

(iii)

The above procedure will also apply to the dak meant for
Ministers/Officers which will be acknowledged by their
personal staff.

(iv)

Urgent dak will be distributed as and when received. Other

dak may be distributed at suitable intervals (i.e. 11 AM, 2 PM,
and 4 PM). Such part of the ordinary dak as is received too late
to be included in the last daily round, will be kept ready for
distribution early next day. The official in charge of the Central
Registry will ensure:
(a)
that, as far as possible, sorting, registration and
invoicing of dak is completed on the day of its receipt; and
(b)
that, to the extent to which the above work cannot be
completed during the day, and without prejudice to the
processing of urgent dak, the night duty staff attends to it.

(v)

Urgent dak received outside office hours will be sent to the

sections concerned, if there is staff on duty. In other cases, such
dak will be dealt with in accordance with the instructions issued
by the department concerned.

Page 252 of 252

39.

RECEIPTRECEIPT-SUBMISSION AND DIARISATION

39.1

Perusal and marking of receipt :

The diarist will submit
Officer/OS/Head Clerk who will :

all

receipts

to

the

Section

(i)

go through the receipts;

(ii)

mark mis-sent receipts to the sections concerned;

(iii)

separate those which, either under the departmental

instructions or in his discretion, should be seen by higher
officers before they are processed and mark them to such
officers;

(iv)

mark to himself such of the remaining receipts as are of a

difficult nature or present any special features requiring his
personal attention;

(v)

mark other receipts to the dealing hands concerned, and,

where necessary, indicate urgency grading and give directions
regarding line of action;

(vi)

keep a note in his diary of important receipts requiring prompt

action or disposal by a specified date; and

(vii)

submit the case to the officer who last noted on it, if it is one
returned by another department.
Diarising of receipts:

39.2
(i)

The diarist will diarise in the section diary (Annexure -XVIII) all
the receipts except the following before they are submitted to
the officers concerned or distributed among the dealing hands:
(a)
receipts which, as a class, are adequately taken care of
by a register specially devised for the purpose (e.g. telephone
bills which are entered in telephone bill register);
(b)
unsigned communications on which no instructions
have been recorded by officers and on which no action is to be
taken;

Page 253 of 253

(c)
identical copies of
representations, save the one
received first;
(d)
post copies of telegrams unless the endorsement
contains a message in additional to that contained in the
telegrams;
(e)
petty contingent vouchers such as those relating to night
duty or overtime claims of the staff, claims for coolie hire or
conveyance hire, chits asking for articles of furniture,
stationery etc.;
(f)
routine acknowledgements;
(g)
casual leave applications;
(h)
copies of miscellaneous circulars, office memoranda,
extracts, etc., circulated by any section for general information,
e.g., orders of general application, telephone lists, notices of
holidays, tour programmes, etc.; and
(i)
any other types of receipts which under departmental
instructions are not required to be diarised.
(ii)

Inter-departmental notes, telegrams, or any other category or

receipts sought to be distinguished from the rest, may be
entered in the section diary in red ink.

(iii)

Papers referred to another department will be diarised each

time they are received back. For those referred under diary
numbers, however, previous and later entries in the diary will
be linked by giving the earlier and the later diary numbers
against each entry.

(iv)

If a receipt is diarised after a lapse of more than 15 days from

the date it bears the entry regarding date in column 3 of the
section diary, it will be circled in red ink.

(v)

The diary number of a receipt will be indicated in the space

provided for the purpose in the stamp affixed by the Central
Registry.

(vi)

The Section Officer/O.S/Head Clerk will scrutinise the section

diary once a week to ensure that it is being properly
maintained and append his dated initials in token of the
scrutiny.
Movement of receipts

39.3
(i)

Receipts submitted to officers will move in pads conspicuously

labelled as Receipts Pad. Their movement and perusal will
receive prompt attention.

Page 254 of 254

(ii)

The Section Officer/OS/Head Clerk will keep a careful watch

on any hold-up in the movement of receipts. The diarist will
bring to his notice any receipts which are not received back
from officers within 24 hours.

Action by higher officers

39.4

Officers to whom receipts are submitted will:

(i)

go through the receipts and initial them;

(ii)

remove receipts which they may like to dispose off without

assistance from section or to submit to higher officers;

(iii)enter the diary numbers of the receipts removed on the movement

slip;

39.5

(iv)

where necessary, give directions regarding line of action to be

taken on other receipts; and

(v)

return the receipts together with movement slip, if any, to the

Section Officer/OS/head Clerk for action above.

Allocation of disputed receipts

If a section feels that it is not concerned with a mis-sent receipt
forwarded to it, the same should be brought to the notice of the
officer designated by the department for deciding allocation of
disputed receipts.

Page 255 of 255

40.

ACTION ON RECEIPTS

40.1

Action by dealing hand:

The dealing hand will :
(i)

go through the receipts and separate urgent receipts from the

rest;

(ii)

enter the receipts in the assistants diary (Annexure-XIX);

(iii)

deal with the urgent receipts first;

(iv)

check enclosures and, if any, is found missing, initiate action

to obtain it;

(v)

see whether any other section is concerned with any part or

aspect of a receipt and, if so, send copies or relevant extracts to
that section for necessary action;

(vi)

bring the receipt on to a current file if one already exists or

open a new file and indicate file No. in column 3 of the
assistants diary;

(vii)

file papers as per the procedure of filing of papers;

(viii)

assign the receipt a serial number and page number;

(ix)

docket the receipt and reproduce on the notes portion of the file
remarks, if any, made by an officer on the receipt;

(x)

with the help of file registers, indexes, precedent book,

standing guard files, reference folders etc., locate and collect
other files or papers, if any, referred to in the receipt, or having
a bearing on the issues raised therein;

(xi)

identify and examine the issue involved in the case and record
a note;

(xii)

arrange reference papers in the case properly;

(xiii)

where necessary, attach a label indicating urgency grading

appropriate to the case;

Page 256 of 256

(xiv)

put up the case to the appropriate higher officer; and

(xv)

indicate the date of submission in column 4 of the assistants

diary.
Action by Section Officer

40.2
(i)

The section officer/OS/Head Clerk will:

(a)
scrutinise the note of the dealing hand;
(b)
finally dispose off routine cases;
(c)
take intermediate routine action;
(d)
record, where necessary, a note setting out his own
comments or suggestions; and
(e)
submit the case to the appropriate higher officer.

(ii)

What constitutes routine cases or intermediate routine

action in terms of (b) and (c) above will be specified by each
department in its departmental instructions.
Examination by section

40.3

When the line of action on a receipt is obvious or is based on a

clear precedent or practice, or has been indicated by a higher officer,
and a communication has to issue, a draft will be put up without any
elaborate note. In other cases, the section, while putting up a case,
will :
(i)

see whether all the statements are correct;

(ii)

point out mistakes,

information, if any;

(iii)

draw attention, where necessary, to the statutory or customary

procedure and point out the relevant law and rules;

(iv)

furnish other relevant data or information available in the

department, if any;

(v)

state the question for consideration and bring out clearly the
points requiring decision;

(vi)

draw attention to precedents;

(vii)

evaluate relevant data and information; and

mis-statements,

missing

data

or

Page 257 of 257

(viii)

suggest, where possible, alternative course of action for

consideration.
Action by higher officers

40.4

Officers above the level of Section Officer will take final action
on different classes of cases in accordance with such departmental
instructions as may be issued by the department concerned from
time to time.
Departure from normal procedures of Rules

40.5

In every case where a major or minor infraction, other than

trivial, of the existing procedures or rules is sought to be made, it
shall be the responsibility of the decision making authority to
ensure that reasons are set out in writing, warranting such a
departure from the rules or procedures.
Running summary of facts (Self contained note)

40.6

To facilitate consideration and to obviate repeated

recapitulation, a running summary of facts will be prepared and
placed on the file in a separate folder labelled as such in every case
in which it is evident that such a summary would contribute to its
speedy disposal. This summary will also include the advice or views
of other departments, consulted in the matter but not opinions of
individual officers within a department. It should be kept upto date
whenever further developments take place.
Guidelines for noting

40.7
(i)

All notes should be concise and to the point. Lengthy notes

should normally conclude with a para bringing out clearly but
briefly the points for consideration or decision. Paragraphs of
notes should be serially numbered.

(ii)

The verbatim reproduction of extracts from or para-phrasing of

the paper under consideration, fresh receipt, or any other part
of correspondence or notes on the same file, should not be
attempted.

(iii)

When passing orders or making suggestions, an officer will

confine his note to the actual points he proposes to make
without reiterating the ground already covered in the previous

Page 258 of 258

notes. If he agrees to the line of action suggested in the

preceding note, he will merely append his signature.
(iv)

Any officer, who has to note upon a file on which a running

summary of facts is available will, in drawing attention to the
facts of the case, refer to the appropriate part of the summary
without repeating it in his own note.

(v)

Unless a running summary of facts is already available on the

file or the last note on the file itself serves that purpose, a selfcontained summary will be put up with every case submitted to
the Minister. Such a summary will bring out briefly but clearly
relevant facts, including the views expressed on the subject by
other departments, if any, consulted in the matter and the
point or points on which the orders of the Minister are sought.

(vi)

If apparent errors or mis-statements in a case have to be

pointed out or if an opinion expressed therein has to be
criticised, care should be taken to couch the observations in
courteous and temperate language free from personal remarks.

(vii)

When a paper under consideration raises several major points,

each requiring detailed examination and orders, each point will
be noted upon separately in sectional notes.

(viii)

Notes and orders will normally be recorded on note sheets.

(ix)

The dealing hand will append his initial with date on the left,
below his note. The section officer and higher officers will
append their signature on the right hand side of the notes.
Modification of notes or orders

40.8
(i)

Senior officers should not require any modification in, or

replacement of, the notes recorded by their juniors once they
have been submitted to them. Instead, the higher officers
should record their own notes giving their views on the subject,
where necessary, correcting or modifying the facts given in
earlier notes. In any case, the replacement or modification of
the notes which have already been recorded on a file, when the
file has been further noted upon by others, should not be
permitted.

(ii)

Where a final decision already communicated to a party is

found later on to have been given on a mistaken ground or
wrong facts or wrong interpretation of rules due to

Page 259 of 259

misunderstanding, such withdrawal may also have legal

implications. In all such cases, in addition to consulting the
Ministry of Law, wherever necessary, such a withdrawal should
be permitted only after the approval of an officer higher than
the one who took the original decision, has been obtained and
reasons for the reversal or modification of the earlier decision
have been duly recorded on the file.
Noting on files received from other departments

40.9
(i)

If the reference seeks the opinion, ruling or concurrence of the

receiving department and requires detailed examination, such
examination will normally be done separately through routine
notes and only the final result will be recorded on the file by
the officer responsible for commenting upon the reference. The
officer to whom such a note is submitted will either accept that
note or record a note of his own. In the former case, he may
direct that the note in question or a specified portion thereof
may be reproduced on the main file for communication to the
department concerned. In the latter case, he will record a
suitable note on the main file itself. In either case, a copy of
the note recorded on the main file will be kept on the routine
notes for retention in the receiving department before the file is
returned to the originating department.

(ii)

Where the reference requires information of a factual nature or

other action based on a clear precedent or practice, the dealing
hand in the receiving department may note on the file
straightaway.

(iii)

Where a note on a file is recorded by an officer after obtaining

the orders of a higher officer, the fact that the views expressed
therein have the approval of the latter should be specifically
mentioned.

40.10 Aids to processing

To facilitate processing of cases, each section will develop and
maintain the following records for important subjects dealt with by it:(i)
(ii)
(iii)
(iv)
only); and
(v)

standing guard files;

standing notes;
precedent book
standard process sheets (for repetitive items of work
reference folders containing copies of circulars etc.

Page 260 of 260

40.11 Oral discussions

(i)

All points emerging from discussions between two or more

officers of the same department and the conclusions reached
will be recorded on the relevant file by the officer authorising
action.

(ii)

All discussions/instructions/decisions which the officer

recording them considers to be important enough for the
purpose, should be got confirmed by all those who have
participated in or are responsible for them. This is particularly
desirable in cases where the policy of the Government is not
clear or where some important departure from the prescribed
policy is involved, or where two or more levels differ on
significant issues or the decision itself, though agreed upon by
all concerned, is an important one.
Oral instructions by higher officers

40.12
(i)

Where an officer is giving direction for taking action in any case

in respect of matters on which he or his subordinate has
powers to decide, he shall ordinarily do so in writing. If,
however, the circumstances of the case are such that there is
no time for giving the instructions in writing, he should follow
it up by a written confirmation at his earliest.

(ii)

An officer shall, in the performance of his official duties, or in

the exercise of powers conferred on him, act in his best
judgement except when he is acting under instructions of an
official superior.
In the latter case he shall obtain the
directions in writing wherever practicable before carrying out
the instructions, and where it is not possible to do so, he shall
obtain written confirmation of the directions as soon thereafter
as possible. If the officer giving the instructions is not his
immediate superior but one higher to him in the hierarchy, he
shall bring such instructions to the notice of his immediate
superior at the earliest.

40.13 Oral orders on behalf of or from Minister

(i)

Wherever a member of the personal staff of a Minister

communicates to any officer an oral order on behalf of the
Minister, it shall be confirmed by him in writing immediately
thereafter.

Page 261 of 261

(ii)

If any officer receives oral instructions from the Minister or

from his personal staff and the orders are in accordance with
the norms, rules, regulations or procedures, they should be
brought to the notice of the Secretary (or the Head of the
Department where the officer concerned is working in or under
a non-secretariat organisation).

(iii)

If any officer receives oral instructions from the Minister or

from his personal staff and the orders are not in accordance
with the norms, rules, regulations or procedures, he should
seek further clear orders from the Secretary (or the Head of the
Department in case he is working in or under a non-secretariat
organisation) about the line of action to be taken, stating
clearly that the oral instructions are not in accordance with the
rules, regulations, norms and procedures.

40.14 Confirmation of oral instructions

(i)

If an officer seeks confirmation of an oral instruction given by

his superior, the latter should confirm it in writing whenever
such confirmation is sought.

(ii)

Receipt of communications from junior officers seeking

confirmation of oral instructions should be acknowledged by
the senior officers or their personal staff, or the personal staff
of the Minister, as the case may be.

40.15 Channel of submission

Unless otherwise provided for in the departmental instructions
each case will travel upto the appropriate decision-making level
through all the intermediate levels in the hierarchy.
40.16 Direct submission of cases by senior assistants
(i)

Every assistant in a conventional section who has more than

five years service in the grade including at least six months in
the concerned section may be required to submit all his cases
direct to the branch officer. However, in appropriate cases,
assistants with less than five years service in the grade may
also be permitted to submit cases direct to branch officer.

(ii)

All the cases directly submitted by assistants to the branch

officer should, as a rule, go back to the assistants through the
Section Officer. The Section Officer will, however, be free to

Page 262 of 262

bring to the notice of the branch officer any omission or flaws

in the submission of cases or the decisions taken and thus give
an opportunity to the branch officer to reconsider the matter.

Examination and progressing of cases in which two or more

authorities are consulted

40.17

Where two or more state Governments, Central Departments or

other authorities are simultaneously consulted, the examination and,
where necessary, tabulation of the replies will ordinarily be started as
soon as replies begin to arrive and not held over till the receipt of all
the replies or the expiry of the target date.
40.18 Filing of papers
(i)

Papers required to be filed will be punched on the left hand top

corner and tagged on to the appropriate part of the file, viz,
notes, correspondence, appendix to notes and appendix to
correspondence, in chronological order, from left to right, the
latest being at the bottom.

(ii)

Normally, each part of the file will be placed in a separate file

cover. Where, however, notes and 'correspondence' are not
bulky, both may be placed in a single file cover by tagging the
correspondence portion on to the right side of the cover and the
notes portion on the left side of the same cover. Similarly, both
the appendix to notes and appendix to correspondence may be
filed in a single file cover, if they are not bulky.

(iii)

Routine
receipts
and
issues
(e.g.
reminders,
acknowledgements) and routine notes will not be allowed to
clutter up the file. They will be placed below the file in a
separate cover and destroyed when they have served their
purpose.

(iv)

When either the notes or the correspondence portion of a file

becomes bulky (say, exceeds 100 pages), it will be stitched and
marked Volume I. Further papers on the subject will be added
to the new volume of the same file, which will be marked
Volume II, and so on.

40.19 Arrangement of papers in a case

Page 263 of 263

The papers in a case will be arranged in the following order

from top, downwards:
(i)

reference books;

(ii)

notes portion of the current file ending with the note for
consideration;

(iii)

running summary of facts;

(iv)

(iv)

(v)

Correspondence portion of the current file ending with the

latest receipt or issue, as the case may be;

(vi)

appendix to notes and correspondence;

(vii)

standing guard file, standing note or reference folder, if any;

(viii)

other papers, if any, referred to e.g. extracts of notes or

correspondence from other files, copies of orders, resolutions,
gazettes, arranged in chronological order, the latest being
placed on the top;

(ix)

recorded files, if any, arranged in chronological order, the latest

being placed on the top; and

(x)

routine notes and papers arranged in chronological order and

placed in a separate cover.

draft for approval, if any;

40.20 Referencing
(i)

Every page in each part of the file (viz. notes, correspondence,

appendix to notes, and appendix to correspondence) will be
consecutively numbered in separate series, in pencil, blank
intervening pages, if any, will not be numbered.

(ii)

Each item of correspondence in a file, whether receipt or issue,

will be assigned a serial number which will be displayed
prominently in red ink on the right top corner of its first page.

(iii)

The paper under consideration on a file will be flagged PUC

and the latest fresh receipt noted upon, as FR. In no
circumstances, will a slip other than PUC and (FR), be
attached to any paper in a current file. If there are more than

Page 264 of 264

one FRs, they should be flagged separately as FR.I, FR II and

so on.
(iv)

In referring to the papers flagged PUC or FR the relevant page

numbers will be quoted invariably in the margin. Other papers
in a current file will be referred to by their page numbers only.

(v)

Recorded files and other papers put up with the current file will
be flagged with alphabetical slips for quick identification. Only
one alphabetical slip will be attached to a recorded file or
compilation. If two or more papers contained in the same file
or compilation are to be referred to, they should be identified by
the relevant page numbers in addition to the alphabetical slip,
e.g. A/23.N, A/17.C, and so on.

(vi)

To facilitate the identification of references to papers contained

in other files after the removal of slips, the number of the file
referred to will be quoted invariably in the body of the note and
the relevant page numbers, together with the alphabetical slip
attached thereto, will be indicated in the margin. Similarly, the
number and date of orders, notifications and resolutions, and,
in the case of acts, rules and regulations, their brief title
together with the number of the relevant section, rule,
paragraph or clause, referred to will be quoted in the body of
the notes, while the alphabetical slips used, will be indicated in
the margin.

(vii)

Rules or other compilations referred to in a case need not be

put up if copies thereof are expected to be available with the
officer to whom the case is being submitted. The fact of such
compilations not having been put up will be indicated in the
margins of the notes in pencil.

(viii)

The reference slips will be pinned neatly on the inside of the

papers sought to be flagged. When a number of papers put up
in a case are to be flagged, the slips will be spread over the
entire width of the file so that every slip is easily visible.

40.21 Linking of files

(i)

If the issues raised in two or more current files are so

interconnected that they must be dealt with together
simultaneously, the relevant files will be linked in the manner
indicated in (ii) below. Such linking may also be resorted to if a
paper on one current file is required for reference in dealing

Page 265 of 265

with another current file unless a copy of the paper can be

conveniently placed on the first file.
(ii)

When files are to be linked, strings of the file board of the lower
file (but not its flaps) will be tied round the upper file and those
of the file board or flap of the upper file tied underneath it in a
bow out of the way so that each file is intact with all its
connected papers properly arranged on its file board or flap.

(iii)

On receipt after completion of action, the linked files will be

immediately delinked after taking relevant extracts and placing
them on the linked files, where necessary.
Use of urgency gradings

40.22
(i)

The two urgency gradings authorised for use on cases are

immediate and priority.

(ii)

The label immediate will be used only in the cases requiring

prompt attention. The Priority label will be used for cases
which, though not warranting prompt attention, have normally
to be given precedence over those not bearing any urgency
grading.

(iii)

The grading of urgency assigned to a case will be reviewed by

all concerned at different stages of its progress and, where
necessary, revised. This is particularly important for cases
proposed to be referred to other departments.

Page 266 of 266

41.

FORMS AND PROCEDURE OF

COMMUNICATION
Forms of written communication

41.1

The different forms of written communications used by a

department are described below. Each form has a use and, in some
cases, a phraseology of its own.
(i)

Letter :

(a)
This form is used for corresponding with foreign governments,
state governments, heads of attached and subordinate offices,
statutory bodies like the Union Public Service Commission, public
bodies and members of public generally. A letter begins with the
salutation Sir (s) or Dear Sir (s), as may be appropriate.
(b)
Official letter emanating from a department and purporting to
convey the views or orders of the Government of India must
specifically be expressed to have been written under the directions of
Government.
(ii)

Demi-official letter :

(a)
This form is generally used in correspondence between
government officers for an interchange or communication of opinion
or information without the formality of the prescribed procedure. It
may also be used when it is desired that a matter should receive
personal attention of the individual addressed. Communications to
non-officials also can take the form of a demi-official letter.
(b)
It is written in the first person and in a personal and friendly
tone.
(iii)

Office Memorandum :

This form is generally used for corresponding with other departments

or in calling for information from or conveying information (not
amounting to an order of Government) to its employees. It may also
be used in corresponding with attached and subordinate offices. It is
written in the third person and bears no salutation or subscription
except the name and designation of the officer signing it.

Page 267 of 267

(iv)

Inter-departmental note :

(a)
This form is generally employed for obtaining the advice, views,
concurrence or comments of other departments on a proposal or in
seeking clarification of the existing rules, instructions, etc. It may
also be used by a department when consulting its attached and
subordinate offices and vice-versa.
(b)
The inter-departmental note may either be recorded on a file
referred to another department or may take the form of an
independent self-contained note.
(v)

Office order :

This form is normally used for issuing instructions meant for internal
administration e.g. grant of regular leave, distribution of work among
officers and sections.
(vi)

Orders :

This form is generally used for issuing certain types of financial

sanctions and for communicating Government orders in disciplinary
cases etc., to the officials concerned.
(vii)

Notification :

This form is mostly used in notifying the promulgation of statutory

rules and orders, appointments and promotions of gazetted officers
etc. through publication in the Gazette of India.
(viii)

Resolution :

This form of communication is used for making public announcement

of decision of Government in important matters of policy, e.g. the
policy of industrial licensing, appointment of committees or
commissions of enquiry. Resolutions are also usually published in
the Gazette of India.
(ix)

Press Communique/note :

This form is used when it is proposed to give wide publicity to a

decision of Government. A press communique is more formal in
character than a press note and is expected to be reproduced intact
by the press. A press note, on the other hand, is intended to serve as
a handout to the press which they may edit, compress or enlarge, as
deemed fit.

Page 268 of 268

(x)

Endorsement :

This form is used when a paper has to be returned in original to the

sender, or the paper in original or its copy sent to another department
or office, for information or action. It is also used when a copy of a
communication is proposed to be forwarded to parties other than the
one to which it is addressed. Normally this form will not be used in
communicating copies to State Government. The appropriate form for
such communication should be a letter.
Fax Messages and E-mail:

41.2
(i)

In CBI, all the branches have been provided with the facility of
FAX. It is incumbent on the Head of Office of the concerned
Branch to ensure that the facility of FAX is maintained properly
and is not misused.
The FAX machine provided to the
branches should be used only for sending/receiving urgent
messages.

(ii)

Computers are provided to every branch of CBI. Branch SsP

are authorised to subscribe to dial up internet connection upto
100 hours on each occasion. Each Head of the Office and
senior officers of CBI have been provided with e-mail addresses
of NIC mailing service. Branches should widely use this
means of communication, which is fast and also inexpensive.
Telephonic communications :

41.3

41.4

(i)

In purely routine matters not warranting a written

communication, departments may communicate with local
parties over the telephone.

(ii)

In matters of extreme urgency, departments may communicate

with other parties, both local and outstation, over the
telephone. Where necessary, such communications may be
followed by written communications in the appropriate form.

(iii)

Telephone calls (including STD calls) will be regulated by

departmental instructions.
Correspondence with attached and subordinate offices :

Page 269 of 269

Department may correspond with attached and subordinate

offices under the control of other departments subject to general
instructions as the latter may issue.

Inter-departmental consultation :

41.5
(i)

Inter-departmental consultation may take the form of interdepartmental notes, inter-departmental meetings or oral
discussions.

(ii)

In making written inter-departmental references, the following

points should be observed :
(a)
Inter-departmental references, will normally be made
under the directions of an officer not below the rank of Under
Secretary or as may be provided by the departmental
instructions.
(b)
The points on which the opinion of other departments is
sought or which it is desired to bring to their notice should be
clearly stated.
(c)
Where possible, the drafts of the orders proposed to be
issued may also be shown to the departments sought to be
consulted.
(d)
When it is necessary to consult more than one
department on a case, such consultation may be effected
simultaneously by self-contained inter-departmental notes
unless :
(i)
it involves copying of a large number of
documents available on the file; or
(ii)
the need for consulting the second department
would arise only after the views of the first have become
available.
(iii)
(a)
When such reference requires concurrence
of one or more Ministries under the Government of India
(Transaction of Business) Rules, the following further
points should be observed :

Page 270 of 270

(i)

the originating Ministry should invariably

prescribe a time limit when calling for comments
or concurrence from other Ministries.

(ii)

in case any of the Ministries so consulted is not in

a position to send its comments/concurrence
within the prescribed time limit, it should write
back promptly, and in any case, before the
prescribed time limit and indicate the additional
time they would require for furnishing their final
reply.

(b)
When such a reference does not require such
concurrence under the rules, the originating Ministry
need not wait for the comments of other Ministry beyond
the prescribed time limit and it should feel free to go
ahead with its scheme/proposal without waiting any
longer.
(c)
The initiating Ministry should always feel free to
recall its file from another Ministry to which such a
reference has been made on a file, if such a course is
required to be adopted for expediting the process of
decision making in the case. Such a decision to recall a
file should be taken at a level not lower than that of a
Branch Officer in the originating Ministry.
(iv)

Inter-departmental meetings may be held where it is necessary

to elicit the opinion of other departments on important cases
and arrive at a decision within a limited time. No such meeting
will normally be convened except under the orders of an officer
not below the level of Joint Secretary. In respect of such
meetings, it will be ensured that:(a)
the representatives attending the meeting are officers
who can take decisions on behalf of their departments;
(b)
an agenda setting up clearly the points for discussion is
prepared and sent alongwith the proposals for holding the
meeting, allowing adequate time for the representatives of their
departments to prepare themselves for the meeting; and
(c)
a record of discussions is prepared immediately after the
meeting and circulated to the other departments concerned,
setting out the conclusions reached and indicating the

Page 271 of 271

department or departments responsible for taking further

action on each conclusion.
(v)

Sometimes, it may be necessary to have oral discussions with

officers of other departments, e.g. when ;
(a)
a preliminary discussion between the officers of the
departments concerned is likely to help in the disposal of the
case;
(b)
it is desirable to reach a preliminary agreement before
proceeding further in the matter;
(c)
inter-departmental noting reveals a difference of opinion
between two or more departments; or
(d)
it is proposed to seek only information or advice of the
department to be consulted.

The result of such oral consultation should be recorded in a

single note on the file by the officer of the department to which the
case belongs. The note will state clearly the conclusions reached and
the reasons thereof. A copy of the note will also be sent to the
departments consulted in order that they have a record of the
conclusions reached.
References to the Attorney General of India :

41.6

Reference to the Attorney General will be made only by the

Ministry of Law, Justice and Company Affairs.
References to the Comptroller and Auditor General of India

41.7
:

References to the Comptroller and Auditor General for his views

or advice can be made only by or through the Ministry of Finance. In
matters of day-to-day administration, departments may, however,
correspond directly with the Comptroller and Auditor General at their
discretion.
41.8

Reference to the Union Public Service Commission :

Reference to the Union Public Service Commission will
normally be made in the form of letters addressed to the Secretary. In
certain matters, e.g. requisitions for recruitment, formal references

Page 272 of 272

should ordinarily be preceded by informal discussions at appropriate

levels.
Correspondence with Union Territory administrations :

41.9

All communications of a routine nature which are clearly

relatable to the business of a particular department, will ordinarily be
addressed to the Secretary in the appropriate department. Other
communications may be addressed to the Chief Secretary or the
Administrator depending upon the importance of the matter.

Correspondence with State Governments :

41.10
(i)

Communications on subjects clearly relatable to the business

of a particular department will normally be addressed to the
Secretary

of

that

department.

Other

communications,

including those of special nature or importance warranting

attention at higher levels, may be addressed to the Chief
Secretary.
(ii)

Communications other than those of a purely routine nature,

e.g. acknowledgements, will not ordinarily be addressed to
State Government except with the prior approval and over the
signature of the Branch Officer.
Purely routine
communications can, however, be signed by a Section Officer.
Correspondence
Secretariats :

41.11

with

Lok

Sabha and

Rajya Sabha

41.12
Communications meant for the Lok Sabha Secretariat or the
Rajya Sabha Secretariat and requiring urgent or high level attention
may be addressed to the Secretaries concerned and not directly to the
Speaker or the Chairman.
Correspondence with members of Parliament :

41.12
(i)

Communications received from members of Parliament should

be attended to promptly.

(ii)

Where a communication is addressed to a Minister, it should,

as far as practicable, be replied to by the Minister himself. In
other cases, a reply should normally be issued over the
signature of an officer not below the rank of Joint Secretary.

Page 273 of 273

41.13

(iii)

Normally information sought by a member should be supplied

unless it is of such a nature that it would have been denied to
him even if asked for on the floor of the Houses of Parliament.

(iv)

As far as possible, in corresponding with members of

Parliament, pre-printed or cyclostyled replies should be
avoided.

Correspondence
with
International organisations

foreign

Governments

and

Correspondence with foreign Governments and their Missions

in India, heads of Indian Diplomatic Missions and posts abroad and
United Nations and its specialised agencies will normally be
channelised through the Ministry of External Affairs. The cases in
which and the conditions subject to which direct correspondence may
be resorted to are indicated in the instructions entitled Channel of
communication between the Government of India and State
Governments on the one hand; and foreign and Commonwealth
governments or their Missions in India, Heads of India Diplomatic
Missions and posts abroad and United Nations and its specialised
Agencies on the other issued by the Ministry of External Affairs.
Acknowledgements and interim replies :

41.14

41.15

(i)

All communications from members of Parliament, recognised

associations, public bodies and members of the public
generally, which cannot be answered promptly will be
acknowledged suitably. If any such communication is wrongly
addressed to a department, it will be transferred promptly to
the appropriate department under intimation to the party
concerned.

(ii)

In all other cases in which delay is anticipated in sending out a

final reply, an interim reply will be sent to the party concerned
at the earliest possible stage, indicating wherever possible the
approximate date by which a final reply may be expected.
Target date for replies :

In all important matters in which State Governments,

departments of the Central Government or other offices, public bodies
or individuals are consulted, time limit for replies may ordinarily be
specified.
On the expiry of the specified date, orders of the
appropriate authority may be obtained whether the parties whose

Page 274 of 274

replies have not been received, may be allowed an extension of time or

whether the matter may be proceeded with, without waiting for their
replies.

Page 275 of 275

42. DRAFTING OF COMMUNICATI

COMMUNICATION
ATION
Procedure for drafting :

42.1
(i)

No draft will normally be prepared in simple and straight

forward cases or those of a repetitive nature for which standard
forms of communication exist. Such cases may be submitted
to the appropriate officer with fair copies of the communication
for signatures.

(ii)

When the line of action is obvious and no noting need be done

or when noting is necessary but examination of the matter
develops a clear line of action, a draft will be put up straight for
approval; otherwise, a draft will be put up only after the
appropriate officer has indicated or approved the line of
action/or what the contents of the communication should be.

(iii)

An officer who has formulated his views on a case may either

have the fair communication made for his signature and
authorise its issue or prepare a draft and submit it to the
appropriate officer for approval.
General instructions for drafting :

42.2
(i)

A draft should carry the message sought to be conveyed in a

language that is clear, concise and incapable of being
misconstrued.

(ii)

Lengthy sentences, abruptness, redundancy, circumlocution,

superlative and repetition, whether of words, observations or
ideas, should be avoided.

(iii)

Communications of some length or complexity should generally

conclude with a summary.

(iv)

Where appropriate, the subject should be mentioned in

communications (including reminders).

(v)

The number and date of the last communication in the series,

and if this is not from the addressee, his last communication
on the subject, should always be referred to. Where it is
necessary to refer to more than one communication or a series
of communications, this should be done in the margin of the
draft.

Page 276 of 276

(vi)

All drafts put up on a file should bear the file number. When
two or more communications are to issue from the same file to
the same addressee on the same date, a separate serial number
may be inserted before the numeral identifying the year to
avoid confusion in reference, e.g. 8/5(I)/54-Est., 8/5(II)/54Est.

(vii)

A draft should clearly specify the enclosures which are to

accompany the fair copy. In addition, short oblique lines
should be drawn at appropriate places in the margin for ready
reference by the typist, the comparers and the despatcher. The
number of enclosures should also be indicated at the end of the
draft on the bottom left of the page, thus, Encl.3.

(viii)

If copies of an enclosure referred to in the draft are available

and are, therefore, not to be typed, an indication to that effect
will be given in the margin of the draft below the relevant
oblique line.

(ix)

If the communication to be despatched by post is important

(e.g. a notice cancelling a licence or withdrawing an existing
facility) or encloses a valuable document such as an
agreement, service book or a cheque, it should be sent under
registered post, insured cover or postal certificate, as
appropriate.

(x)

The name, designation and telephone number of the officer,

over whose signature the communication is to issue, should
invariably be indicated on the draft.

(xi)

In writing or typing a draft, sufficient space should be left for

the margin and between successive lines to admit of additions
or interpolation of words, if necessary.

(xii)

A slip bearing the words Draft for approval should be

attached to the draft. If two or more drafts are put on a file,
the drafts as well as the slips attached thereto will be marked
DFA-I, DFA-II, DFA-III and so on.

(xiii)

Drafts which are to issue as Immediate or Priority will be so

marked under the orders or an officer not lower in rank than a
Section Officer/O.S.

(xiv)

The officer concerned will initial on the draft in token of his

approval.

Page 277 of 277

Authentication of Government orders :

42.3

42.4

(i)

All the orders and other instruments made and executed in the
name of the President should be expressed to be made in his
name and signed by an officer having regular or ex-officio
secretariat status of and above the rank of Under Secretary, or
others specifically authorised to authenticate such orders
under the Authentication (Orders and Other Instruments)
Rules, 1958.

(ii)

Where the power to make orders, notifications, etc. is conferred

by a statute on the Central Government, such orders and
notifications will be expressed to be made in the name of the
Central Government.
Addressing communications to officers by name :

Normally no communication, other than that of a classified

nature or a demi-official letter, should be addressed or marked to an
officer by name, unless it is intended that the matter raised therein
should receive his personal attention either because of its special
nature, urgency or importance, or because some ground has already
been covered by personal discussions with him and he would be in a
better position to deal with it.

Page 278 of 278

43. ISSUE OF DRAFTS

Marking of drafts for issue :

43.1
(i)

After a draft has been approved, the Section Officer/O.S./Head

Clerk will :
(a)
Examine the draft to see that it is letter perfect i.e. all
corrections etc., have been properly carried out and that there
are no accidental errors;
(b)
Indicate if a clean copy of the draft is to be made for use
as an office copy;
(c)
Specify the number of spare copies required, if any;
(d)
Ensure that copies of enclosures are attached to the
draft where these are available in the section;
(e)
Indicate whether fair copies are to be signed by the
officer approving the draft or to be authenticated for issue by
the Section Officer of the Central Issue Section;
(f)
Give a clear indication on the draft, where a
communication is to be despatched by a special messenger on
account of its special nature, importance or urgency;
(g)
Mark the draft for issue (if there are more than one
drafts for issue from the same file, indicate the total number of
drafts e.g., issue 3 drafts;
(h)
Write the words with file on the draft where the file
also is to be sent to the Central Issue Section (e.g. where copies
of any paper contained therein are to be typed as enclosure);
and
(i)
Pass on the file to the diarist.

(ii)

The diarist will :

(a) Remove the draft, unless the file itself is to be sent to the
Central Issue Section, place it in the pad prominently marked
drafts for issue and make suitable entry (e.g. sent for issue
on 07.04.1991) in the margin of the notes portion of the file;
(b)
Mark the movement in the file movement register where
the file is to be sent with the draft.
(c)
Send the pad containing drafts for issue, alongwith files
where necessary, to the Central Issue Section at appropriate
intervals during the day; and
(d)
Report to the Section officer, at the end or each day, the
number of drafts not received back within two days from the
date they were sent to the Central Issue Section.

Page 279 of 279

Stamping of drafts :

43.2

On receipt in the Central Issue Section, the drafts will be

stamped with the use of an automatic numbering machine, having
an adjustable date, as per specimen in the margin.
(Date)
(S. No.)
Typist ............................................
Comparers .....................................
Distribution of work among typists :

43.3
(i)

The drafts will then be placed before the Section

Officer/OS/Head Clerk of the Central Issue Section/Issue
Section who will mark them to the typist for fair typing by
indicating their initial letters (e.g. TKM), in the space provided
in the stamp for the purpose. To enable him to distribute the
typing work among the typists equitably, he will maintain a
distribution chart.

(ii)

The typist will enter the drafts received by him for typing in the
typists diary.

(iii)

At the end of the day, the typist will submit the diary together
with the unfinished typing work to the Section Officer.

(iv)

The Section Officer/OS/Head Clerk will :

(a)
Complete the distribution chart;
(b)
Arrange for the typing of urgent untyped work outside
office hours, where necessary; and
(c)
Take the arrears into account in allocating fresh work on
the next working day.
Registration of drafts :

43.4
(i)

Before the drafts are handed over to the typists, they will be
entered in the Issue Diary.

(ii)

Drafts of telegrams and other communications marked

Immediate will be entered in red ink to distinguish them from
the rest.

Page 280 of 280

(iii)

At the end of the day, the clerk maintaining the issue diary will
submit his diary to the Section Officer/OS/Head Clerk for
assessing arrears and taking appropriate action.
General instructions regarding typing :

43.5
(i)

Urgent drafts will be attended to first.

(ii)

Fair copies of all communications will be typed on paper of

suitable size, printed forms being used as far as possible. If
plain paper is used, whether for the original communication or
for an endorsement, the name of the issuing department will be
typed at the appropriate place.

(iii)

Fair copies will be typed with single spacing unless otherwise

directed.

(iv)

The oblique lines, as also the number of enclosures indicated

in the drafts, will be typed at the appropriate places.

(v)

The typist will type his initials with date in the left hand bottom
corner of the fair copy, e.g. HCK/13.05.1989.
Comparison :

43.6

The typed matter, alongwith the drafts and relevant files, if any,
will be passed on by the typists to the comparers, who will :
(a)
Compare the fair copies with the drafts;
(b)
Initial (with date) in the space provided for the purpose
in the stamp affixed on the draft;
(c)
Attach enclosures, if any, and write the word attached
below the oblique line on the office copy; and
(d)
Send the fair copies alongwith enclosures and the
duplicate office copy, if any, together with the approved drafts,
in a signature pad to the officer concerned for signature .
Signing of fair copies :

43.7
(i)

Departments having centralised arrangements for fair typing of

drafts may issue departmental instructions authorising Section
Officer of the Central Issue Section to authenticate specified
categories of fair communications for issue.

(ii)

The Section Officers of the other Sections could also be

authorised to authenticate issue of such communications as

Page 281 of 281

per (i) above, if the fair-typing of drafts is done in those

sections.
(iii)

Such authorisations, however, will not extend to:

(a)
Orders and instruments issued in the name of the
President ;
(b)
Financial sanctions; and
(c)
Communications to Members of Parliament, State
Government, Public bodies and Members of the Public
Generally.

43.8

(iv)

Authentication by Section Officers of the fair copies of

communications for issue, where permitted, will be done in the
manner prescribed.

(v)

Signing of fair communications and movement of signaturepads should receive prompt attention.

(vi)

On return of the signature pads, the comparers concerned will

see that the fair copies have been duly signed by the officer and
that corrections, if any, made by the officer while signing are
carried out in all the copies. The signed fair copies together
with office copies, drafts and relevant files, if any, will then be
passed on to the despatcher.
General instructions regarding despatch :
The despatcher will :
(i)
Date fair copy, office copy and spare copies, if any;
(ii)
Affix the stamp Issued (after adjusting date) as per
specimen given in the margin, on the office copy and initial it;
ISSUED
Initials
(Date)

(iii)
Where for any reason an enclosure has to be sent
separately, make a note to that effect on the communication
(both fair copy and office copy) and attach a slip to the
enclosure indicating the number and date of the
communication to which it relates;

Page 282 of 282

(iv)
Separate the communications to be sent by post from
those to be delivered by hand, for further processing;
(v)
Enclose communications meant for despatch by post, or
those addressed to officers by name in covers of appropriate
size, ensuring at the same time that all communications
intended for the same addressee are placed in a single cover;
(vi)

Use economy slips (O&M 32) for all covers except :

(a)
Those with bulky contents;
(b)
Those addressed to foreign Governments, private
bodies and members of the public; and
(c)
Those intended for despatch under registered or
insured covers.

(vii)
Where window envelopes are in use, fold the fair
communications in such a way that the address typed thereon
is visible through the window;
(viii) Where other covers are used, write the address and the
number of the communication on an economy slip or the cover,
as the case may be; and
(ix)
:

Bring to the notice of the Section Officer/OS/Head Clerk

(a)
Urgent communications which could not be
despatched on the day or their receipts; and
(b)
Ordinary communications which could not be
despatched even on the day following the day of their
receipt.

Despatch of postal communications :

43.9
(i)

The despatcher will hand over communications to be sent by

post to the daftry, who will:(a)
Separate those to be sent by foreign post from the rest;
(b)
Paste the telegrams, if typed on plain paper, over the
printed form of telegram supplied by posts and Telegraphs
Department and affix service postage stamps of the appropriate
value thereon;
(c)
If a credit deposit account is maintained for issuing
telegrams, affix rubber stamp indicating the credit deposit
account number assigned to the department in the space
provided for affixing postage stamps;

Page 283 of 283

(d)
Affix postage stamps of the appropriate value on covers,
packets, etc., where necessary after weighing them, using
ordinary postage stamps for foreign post and service postage
stamps for inland post;
(e)
Where postal franking machines are in use, frank the
covers etc. instead or affixing postage stamps;
(f)
Stamp the postal covers with a rubber stamp bearing the
name of the department, the name and designation of the
officer in charge of the Central Issue Section, and the facsimile
of his signature; and
(g)
Return the communications to the despatcher.
(ii)

The despatcher will enter particulars of the communications

and the value of stamps affixed thereon in the despatch
register. (Annexure-XX(A)).

(iii)

In the case of telegrams, the serial number assigned to them in

the despatch register will be noted at a convenient place on the
top receipt portion of the printed telegram to facilitate the
linking of the telegram receipts to the relevant entries in the
despatch register.

(iv)

Departments despatching registered post exceeding in daily

average of 10 should use postal registration books so that the
outgoing registered communications could straightaway be
entered in that book instead of in the despatch register. Each
entry in such a book will then be got stamped by the post
office.

(v)

If a communication is to be sent by registered post

(acknowledgement due), the number of the communications
should be written on the acknowledgement card also so that,
when received back, it can be sent to the section concerned.

(vi)

Telegrams should be despatched promptly. Registered and

insured articles should be sent to the post office well before the
closing hours prescribed for the receipt of such
communications. Other communications should be posted at
convenient intervals.

(vii)

Receipts for telegrams, registered and insured posts, etc.,

should be checked carefully by the despatcher. These should
be filed properly for reference in the event of need.

(viii)

In offices where despatch work is heavy and where central

despatch registers are maintained in detail, the procedure for

Page 284 of 284

maintenance of service postage stamp account will be as given

in Annexure-XX(B).
Despatch of non-postal communications :

43.10
(i)

Non-postal communications should be sorted out according to

the location of the addressees, entered in messenger books and
handed over to messenger for delivery to the addressees.

(ii)

Messenger books should be numbered serially and an adequate

number of such books allotted to each department/office or
several departments/offices grouped conveniently according to
their location.

(iii)

Urgent communications should be despatched promptly. The

time of despatch should invariably be noted in the messenger
book. The recipients should similarly be required to indicate
the time of their receipt. Ordinary communication should be
despatched at least twice a day at suitable intervals.

(iv)

Only urgent communications will be despatched outside office

hours. No communication should be sent to an officer at his
residence unless :
(a)
It is of such a nature that action thereon cannot wait till
the commencement of the next working day;
(b)
It is marked immediate and addressed to the officer by
name; and
(c)
Its delivery to the officers residence has been authorised
by the Branch Officer concerned at the despatching end.

(v)

After the communications have been delivered, the despatcher

will examine the messenger books to see that all the
communications entered therein have been duly acknowledged
by the recipients under dated signatures written in ink.
Instances where the communications have not been
acknowledged will be immediately brought to the notice of the
Section Officer of the Central Issue Section for investigation
and further suitable action.

43.11 Return of papers after issue :

After issue of fair communications the despatcher will make
over office copies, together with drafts and relevant files, if any, to the
clerk maintaining the issue diary. The latter will return the papers to

Page 285 of 285

the diarists of the sections concerned after making entries in column

3 of the issue diary.
43.12 Issue of inter-departmental notes :
(i)

Drafts of self-contained inter-departmental notes will be issued

in the same manner as any other draft.

(ii)

Inter-departmental notes sought to be recorded on files will be

fair typed and compared in the sections concerned but
despatched through the Central Issue Section.

(iii)

Before sending the files to the Central Issue Section for

despatch, the diarist will:
(a)
mark the movement in the file movement register in the
case of sections own files, and in the section diary in other
cases;
(b)
in respect of sections own files, prepare a challan (O&M
10) in duplicate and place one copy on the file and make over
the other to the dealing hand concerned;
(c)
enter the file in the messenger book; and
(d)
send it to the despatcher of the Central Issue Section.

(iv)

The despatcher will :

(a)
(b)
(c)

remove the file for despatch to the addressee;

acknowledge its receipt in the messenger book; and
return the messenger book to the section concerned.

43.13 Stamps account register :

(i)

The despatcher will maintain an account of the postage stamps

in the form given in Annexure-XX( C).

(ii)

The Section Officer/OS/Head Clerk will check the entries made

in the register every day and append his dated signature in
token of his having done so. He will also conduct surprise testchecks of envelopes ready for despatch by post to make sure :
(a)
that the value of stamps affixed thereon tallies with that
shown in the despatch register.
(b)
that the required value has been secured by using the
minimum number of stamps of appropriate higher
denominations.

Page 286 of 286

(iii)

The Branch officer in charge of the Central Issue Section will

also inspect the two registers once a month and verify that the
value of stamps in hand tallies with that shown in the register.

43.14 Action after issue :

(i)

On receipt of papers after issue, the diarist will :

(a)
(b)

(c)
(d)
(e)
(ii)

check that the office copies bear the stamp issued;

make sure that files and other papers sent with the
drafts to the Central Issue Section have been received
back;
make entries about the return of files in the file
movement register;
place office copies, with drafts, if any, on the relevant
files; and
pass on the files to the dealing hands concerned.

The dealing hand will :

(a)

docket the communication issued;

(b)

examine whether the case is fit for inclusion in any of

the following reports and obtain orders of the
appropriate officer;
(i)
weekly statement of cases, other than those of
routine nature, disposed off without reference to the
Minister-in-charge, to be submitted to the Minister in
accordance with departmental instructions; and
(ii)
monthly summary of the principal activities of the
department to be furnished to the Cabinet Secretariat in
accordance with the instructions issued by it;

(c)

Examine whether the communication issued, constitutes

final disposal of the paper under consideration, and if
so, initiate action to record the file where it has been
marked for record by the section officer; and

(d)

If a reply to the communication issued is to be awaited

or further action on the file is to be resumed at a later
date :
(i)

mark the file for being brought forward on that

date;

Page 287 of 287

(ii)
make a note of it in his Engagement Calendar and
Diary on the relevant data; and
(iii)
pass on the file to the diarist for according its
movement in the file movement register and keeping a
note in the reminder diary .
(Similar action should be taken also on duplicate copies,
challans and in respect of files referred to other departments).
43.15 Reference lists :
(i)

To facilitate quick despatch of papers, the Central Issue Section

will maintain the following lists and directories :
(a)

(b)

(c)

(d)

(e)

(f)
(g)
(h)
(i)
(j)

(ii)

Schedule of postal rates. Residential addresses and

telephone numbers of officers and staff of the
department;
Departments which have arrangements within the
Central Registry for receipt of dak outside office hours
(with name and telephone number of the official
incharge);
Residential addresses and telephone numbers of officers
of other departments designated to receive urgent dak
outside officer hours;
Postal addresses of all offices under the department,
attached offices, subordinate offices, autonomous bodies
etc., which deal directly with it;
Residential addresses and telephone numbers of officers
of
other
departments
designated
to
receive
parliamentary papers;
Telegraphic addresses of State Governments and other
out station officers frequently addressed;
Delhi Official Directory issued by the Presidents
Secretariat;
Official Directory issued by the Ministry of Home Affairs;
List of Indias Representatives Abroad issued by the
Ministry of External Affairs;
Diplomatic List issued by the Ministry of External
Affairs.

These lists etc. will be kept up to-date and displayed

prominently for easy consultation by the despatcher, the
resident clerk and other officials on duty.

Page 288 of 288

44. FILING SYSTEM

44.1

Filing system :
A proper filing system is essential for convenient identification,
sorting, storage and retrieval of papers. The two systems now in use
in the secretariat are described below.

44.2

Filing system based on subject classification :

(i)

Each section will maintain approved lists of :

(a)
Standard heads, i.e. main subject headings
concerning it; and
(b)
Standard sub-heads, i.e., aspects of the main
subject headings.
(ii)

The standard heads will bear consecutive serial

numbers. No such numbers, however, will be allotted to
standard sub-heads.

(iii)

The lists of standard heads and sub-heads will be

reviewed at the beginning of each year and revised, if
necessary, with the approval of the Branch Officer
concerned. The serial numbers once allotted to the
standard heads should not ordinarily be changed.

(iv)

Before opening a new file, the dealing hand will ascertain

the standard head to which the paper under
consideration relates. He will then propose a suitable
title of the file for the approval of the Section
Officer/OS/Head Clerk. The title will consist of :
(a)
Standard head;
(b)
Sub-head which will be more indicative of the
precise subject than the head (where it is necessary to
have more than one sub-head in a title the wider and
more abstract should generally precede the narrower
and more concrete);
(c)
A brief content indicating the question or issue
under consideration in relation to the standard head and
sub-head and where necessary, the specific institution,
persons place or thing involved.

Page 289 of 289

(v)

The title should be as brief as possible but should give at

a glance sufficient indication of the contents of the file so
as to serve as an aid to its identification. It should be
articulated, i.e. broken up into components, each
consisting of the minimum possible substantive words,
and expressing an element in the subject matter. Each
part will begin with a capital letter and will be separated
from the preceding one by a bold dash.

(vi)

As far as possible, there should be a separate file for

each distinct aspect of the subject. The title of a file
should not be couched in very general or wide terms
which might attract large number of receipts on different
aspects of the matter, thereby making the file unwieldy.

(vii)

If the issue raised in a fresh receipt or in the note on a

current file goes beyond the original scope, a new file
may be opened to deal with it, after placing the relevant
extracts or copies thereon.

(viii)

Every file will be assigned a file number which will

consist of :
(a)
The serial number allotted to the standard head;
(b)
The serial number of the file opened during the
year under the standard head;
(c)
The year of opening the file (last two digits only);
(d)
An abbreviated symbol identifying the section.

44.2.1

44.3

The first three elements in the file number will be separated

from one another by a slant stroke and the last two by a dash. Thus,
files opened in, way, States Reorganisation section during 1991 under
the standard head bearing serial number 3, will be numbered
consecutively as 3/1/91-SR, 3/2/91-SR and so on, where SR
represents the section.
Functional filing system :
(i)

In this system, the range and dimensions of the subject

falling under the scope of business allocated to a
department are analysed in the following sequence :
(a)
the main functions of the department;
(b)
the activities in each of these functions;
(c)
the aspects or operations involved in each of these
activities; and

Page 290 of 290

(d)
the factors to be taken into consideration relating
to each of these aspects or operations.
(ii)

The scope of business of a department is thus analysed

under four hierarchical divisions, and accordingly the
following four standard lists of headings are prepared :
(a)
Functional heads which may be called basic
heads;
(b)
Activity heads which may be called primary
heads as related to each functional head;
(c)
Aspect or operation heads which may be called
secondary heads as related to activity heads; and
(d)
Factor heads which may be called tertiary heads
as related to aspects or operation heads.

(iii)

Based upon the above lists of heads a functional file

index for the various substantive subjects dealt with by
a department together with an identifying file numbering
system is then developed.

(iv)

44.4

For opening files relating to establishment, finance,

budget and accounts, office supplies and services, and
other house-keeping jobs common to all departments,
the standardised functional file job index including its
file-numbering system, issued by the Department of
Personnel and Administrative Reforms will be followed.

Instances where files need not be opened :

Normally, no new files will be opened for dealing with receipts
of a purely routine nature (e.g. requests for supply of unclassified
factual information, notices of holidays, miscellaneous circulars)
which :
(a)
Can be disposed off straightaway by noting the reply on
the source receipts and returning them to the originators; or
(b)
Are unlikely to generate further correspondence and
therefore can be placed in a miscellaneous file to be destroyed
at the end of the year, or placed in the folder of circulars etc.,
on the subject.

44.5

File register :

Page 291 of 291

A record of files opened during a calendar year will be kept in a

file register (Annexure-XXI) to be maintained by the diarist. A list of
approved standard heads alongwith the serial numbers identifying
them should be pasted at the beginning of the register. The pages
allotted to the standard heads in the register should also be indicated
against each.
44.6

Part file :
(i)

If the main file on a subject is not likely to be available

for some time and it is necessary to process a fresh
receipt or a note without waiting for its return, a part file
may be opened to deal with it. This device may also be
resorted to where it is desired to consult simultaneously
two or more sections or officers and it is necessary for
each of them to see the receipt noted upon.

(ii)

A part file will normally consist of :

(a)
(b)

44.7

Receipt or note dealt with; and

Notes relating thereto.

(iii)

Where two or more part files are opened, each will be

identified by a distinct number, e.g. part file-I, part file-II
and so on.

(iv)

A part file will be incorporated with the main file as soon

as possible, duplicate papers, if any, being removed.

Transfer, reconstruction and renumbering of files :

Whenever work is transferred from one department/section to
another, the former will promptly transfer all the related records
including files, both current and closed, to the latter.
The
department/section taking over the records will not divide, reclassify
or renumber the closed files transferred to it. In the case of current
files, the endeavour should be to close them at the earliest possible
stage and to open new files according to the department/sections
own scheme of classification for dealing with the matter further.

44.8

Movement of files and other papers :

(i)

Movement of files will be entered in the file movement

register.

Page 292 of 292

(ii)

Movement
of
files
received
from
the
other
departments/sections and other receipts which have not
been brought on to a file in the receiving section, will be
noted in the remarks column of the section diary.

(iii)

Files and other papers marked by the Under Secretary to

other officers, sections or departments will be routed
through the section for noting their movement.

(iv)

Movement of files passed by Deputy Secretaries and

higher officers will be noted by the personal staff in the
movement diary. Papers marked by them to other
departments, however, will be routed through the
section concerned for noting their movement in the file
movement register or section diary, as appropriate.

Page 293 of 293

45. INDEXING AND RECORDING

Stage of Indexing :

45.1

Files will be indexed at the time of their recording. Only those

files which are categorised as A and B and those in the C category
which are to be retained for 10 years will be indexed.
45.2

Manner of indexing :

(i)
underline :

While preparing a file for record, the dealing hand will

(a)
The index head i.e. the standard head or the most
important catch word in the standard head which will naturally
occur to any official searching for the file and which will
determine the position of the relevant index slip in the
consolidated index.
(b)
The index sub-head i.e. the catch-word or catch-words
in the standard sub-heads and /or the content of the title
which will give a further and more specific clue to the file under
search.
(ii)
Where the functional filing system is followed, files need not be
indexed under the basis, primary, secondary and tertiary heads for
which the classification scheme itself will provide the master index.
However, such files will have to be indexed under the catch-words
used in the content part of the title which falls outside the
standardised headings.
(iii)
After index heads and sub-heads in the title have been
approved by the Section Officer/OS/Head Clerk, the record clerk will :
(a) type out, in duplicate, as many index slips as there are
index heads and sub-heads underlined in the title;
(b) distinguish the index heads from the sub-heads by typing
the former in capital letters;
(c) indicate, at the top of the index slips, all the heads and subheads mentioned in the title, one below the other, followed by
the complete title of the file and the file number;
(d) allot a pair of slips to each index head and sub-head by
scoring out entries relating to the others;

Page 294 of 294

(e) arrange the index slips in two sets, one in alphabetical order
of the heads/sub-heads, for use in the section, and the other in
the sequence of the file numbers for the use of the compiler of
the departmental index;
(f) keep each set of paper index slips in separate spring clip
folders for each year;
(g) indicate the date of indexing on the file cover and initial it in
the space provided for the purpose.
(iv)

Index slips will normally be typed on good quality paper. In the

case of important files requiring frequent and urgent reference,
however, card indexes could also be prepared. Even here, the
duplicate set meant for incorporation in the departmental
index, will be kept according to the alphabetical order of their
respective catch-words, in a single series for all the years.
Each department will issue departmental instructions
specifying the classes of files in respect of which card indexes
will be maintained;

(v)

To ensure consistency and facilitate consolidation of

departmental index, files relating to parliamentary business
will be indexed not only under the appropriate standard heads
and sub-heads but also under the nature of such business, e.g.
Parliament Questions, cut-motions, resolutions, etc.
Custody of index slips :

45.3
(i)

Index slips will remain in the custody of the record clerk.

(ii)

After all the files relating to a year have been recorded, the set
of index slips in respect of that year meant for use within the
section (viz. that arranged in alphabetical order) will be neatly
stitched and the stitched compilation kept at a convenient
place for reference by all concerned.
Compilation of departmental index :

45.4
(i)

The index slips pertaining to files relating to a year will be sent

to the compiler of the departmental index one year after the
close of the year to which they relate. If some files of that year
still remain current even at the time of sending the index slips
as envisaged above, the dealing hand with the approval of the
Section Officer/OS/Head Clerk will prepare index slips in
respect of such files as are likely to be retained for 10 years or
more from the date of recording. These will also be added to

Page 295 of 295

the set of slips being sent to the compiler of the departmental

index.

(ii)

The compiler of the departmental index will :

(a)

Edit the index slips by :

(i)
allowing the full title to appear only on the
main index slips, i.e. those indexed under the index
heads;
(ii)
scoring out the title on the subsidiary index
slips, i.e., those indexed under the index sub-heads and
giving a cross reference to the relevant index head.

(b)
Arrange the index slips received from different sections,
in alphabetical order in a single series for the department as a
whole;
(c)
Arrange for the printing or cyclostyling
consolidated departmental index for each year.

of

the

Precedent book :

45.5

Every section will maintain a precedent book in the prescribed

form (Annexure-XXII) for keeping note of important rulings and
decisions having a precedent value for ready reference. Entries in this
record will be made at the earliest opportunity and, in any case, at the
stage of recording the file.
Record retention schedule :

45.6
(i)

To ensure that files are neither prematurely destroyed nor kept

for periods longer than necessary, every department will :
(a)
in respect of records connected with accounts, observe
the instructions contained in Appendix 13 to the General
Financial Rules;
(b)
in respect of records relating to establishment, personnel
and house-keeping matters common to all departments, follow
the schedule of periods of retention for records common to all
departments issued by the Department of Personnel &
Administrative Reforms;
(c)
in respect of records prescribed in this Manual, observe
the retention periods specified in (Annexure-XXIII(A) TO (F));

Page 296 of 296

(d)
in respect of records connected with its substantive
functions, issue a departmental retention schedule prescribing
the periods for which files dealing with specified subjects
should be preserved, in consultation with the National Archives
of India.
(ii)

The above schedules should be reviewed at least once in 5

years.
Stage of recording :

45.7

Files should be recorded after action on the issues considered

thereon has been completed. However, files of a purely ephemeral
nature containing papers of little reference or research value may be
destroyed after one year without being formally recorded.
Classification of records :

45.8

Files may be recorded under any one of the following classes;

(i)

Class A meaning 'keep and print or microfilm'

This classification will be adopted for :
(a)
files of historical importance;
(b)
files which qualify for permanent preservation for
administrative purposes and which have to be printed or
microfilmed because they contain ;
(i)
a document so precious that its original must be
preserved intact and access to it in the original form
must be restricted to the barest minimum or
(ii)
material likely to be required for frequent
reference by different parties.
(NB : Files of CBI are not ordinarily classified A)

(ii)

Class B meaning keep but do not print or microfilm

This class will cover files required for permanent preservation
for administrative purpose, but not containing material of the
kind mentioned in (i) or (ii) of sub-para (i) (b) above.

(iii)

Class C meaning keep for specified period only

Page 297 of 297

This class will include files of secondary importance and having

reference value for a limited period not exceeding 10 years.
45.9

Procedure for recording :

(i)
:

After action on a file has been completed, the dealing hand will

(a)
state the fact of completion of action on the file;
(b)
suggest the appropriate classification of record and in
the case of class C files, also specify the retention period and
the year of review;
(c)
where necessary, revise the title of the file so that it
describes adequately the contents at that stage;
(d)
underline the words, under which the title should
be indexed;
(e)
indicate on the file cover whether any of the decisions
contained in the file is or is not to be noted in the precedent
book by scoring out the entry not applicable;
(f)
indicate the changes, if any, to be incorporated in the
standing guard file;
(g)
remove from the main file, routine papers;
(h)
in respect of Class A files proposed to be printed, edit
the file in accordance with the instructions given in Appendix
III to the Rules of Printing and Binding and suggest the number
of copies to be printed;
(i)
complete all references and, in particular, mark previous
and later references on the subject on the file cover;
(j)
initial the entries on the file cover;
(k)
submit the file to the Section Officer/OS/Head Clerk.
(ii)
After satisfying himself that no action is pending on the file, the
Section Officer/OS/Head Clerk will :
(a)
approve or modify the action proposed in (b) to (g) of
sub-para(i);
(b)
ensure that action in respect of (h) and (i) sub-para (i)
has been taken;
(c)
sign on the notes portion and initial entries on the file
cover;
(d)
if the file is proposed to be recorded under class A,
obtain the approval of the branch oficer;
(e)
pass on the file to the Record Clerk.
(iii)

The Record Clerk will :

Page 298 of 298

(a)
complete columns 4 & 5 of the file register and, where
necessary, correct the entry in column 2 thereof;
(b)
enter the file number in column 2 of the register for
watching progress of recording (Annexure-XXIV);
(c)
enter Class C files proposed to be retained for
not more than 3 years in the record review register
(Annexure-XXV);
(d)
write the word recorded prominently in red ink,
across the entries in the file movement register;
(e)
ink page numbers and other references (except
references to alphabetical slips) made in pencil;
(f)
indicate the year of review on the file cover in
respect of class C files;
(g)
prepare fresh cover, where necessary, with all the
entries already made thereon;
(h)
hand over the file to the Daftry after putting the
initials at the appropriate place on the file cover.
(iv)

The Daftry will repair the damaged papers, if any, stitch the file
and submit it to the Section Officer/OS/Head Clerk.

(v)

After satisfying himself that the file has been properly recorded,
the Section Officer/OS/Head Clerk will sign the outer cover
and return the file to the Record Clerk.

(vi)

The Record Clerk will enter the file number in column 4 of the
register and make it over to the Daftry for being kept in the
bundle of recorded files.
Custody of records :

45.10
(i)

Recorded files will be kept serially arranged in the Sections

concerned for not more than 3 calendar years. Thereafter they
will be transferred to the Departmental Record Room.

(ii)

In the event of transfer of work from one Section to another,

the relevant files also will be transferred, after being listed in
duplicate. One copy of this list will be retained by the Section
taking over the files for its record and the other acknowledged
and returned to the Section transferring them.

(iii)

Files transferred by a Section to the Departmental Record

Room will be accompanied by a list of files in duplicate. The
Departmental Record Room will verify that all the files
mentioned in the list have been received, retain one copy of the
list and return the other, duly signed, to the Section concerned.

Page 299 of 299

In the Record Room, these lists will be kept section-wise in

separate file covers.
(iv)

The Departmental Record Room will maintain a record review

register in which a few pages will be allotted for each future
year. Class C files marked for review in a particular year will
be entered in the pages earmarked for that year in the register.

(v)

Files surviving the review undertaken on their attaining the

25th year of the life will be stamped prominently as
transferred to NAI and retired to the National Archives. Files
transferred to the National Archives will be accompanied by a
list of files, in triplicate, one copy of which will be returned by
the National Archives, duly signed, to the Departmental Record
Room.

45.11 Review and weeding of records :

(i)

No file other than ephemeral files will be weeded out without

first reviewing its contents.

(ii)

A class C file will be reviewed on the expiry of the specified

retention period, and depending on the merits of the case, will
be :
(a)
weeded out;
(b)
retained for a further period not exceeding 10 years from
the year of its closing, at the end of which it will be weeded out
without any further review; or
(c)
upgraded to class B with the approval of the Branch
Officer.

(iii)

Class A and Class B files will be reviewed on attaining the 25

year of their life in consultation with the National Archives of
India. In these reviews, the need for revising the original
classification of class B files may also be considered.

(iv)

The year of review of class C files will be reckoned with

reference to the year of their closing and that for class A and
class B files with reference to the year of their opening.

(v)

Beginning in January each year, the Record Clerk will consult

the record review register and submit files due for review in the
preceding year to the Section Officer, after scoring out the
relevant entries in that register. Similarly, the Departmental
Record Room will send to the Sections concerned files due for

Page 300 of 300

review in the preceding year together with a list of files in the

form at (Annexure- XXVI).
(vi)

Files received for review will be examined by, or under the

directions of the Section Officer concerned and those no longer
required will be marked for destruction. Other files may be
marked for further retention.

(vii)

If in the case of a less than three years old file, it has been
decided on review to weed out, the entry to this effect in the file
register will also be attested by the signature of Section
Officer/OS/Head Clerk or other officer authorising the
destruction.

(viii)

The Departmental Record Room will :

(a)
transfer class A and class B files surviving the review
undertaken at the 25th year of their life to the National
Archives;
(b)
in the case of other files :
(i)
dstroy those marked for destruction, after
completing column 4 of the list of files;
(ii)
restore the rest, i.e., those marked for further
retention, to the departmental record stacks after
making the required entries in the record review register
in the case of class C files.

(ix)

Records not falling within the category of files, e.g.

publications, spare copies of circulars, orders will also be
subjected to periodic reviews at suitable intervals and those no
longer needed, should be weeded out. To facilitate such
reviews each Section will maintain a register.
Records maintained by officers and their personal staff :

45.12

Each department may issue departmental instructions to

regulate the review and weeding out of records maintained by officers
and their personal staff.
Requisitioning of records :

45.13
(i)

No recorded file will be issued from the Sectional, Departmental

or Archival records except against a signed requisition in
printed form O&M 65, in the case of Archival records and also
in the form in the case of other records.

Page 301 of 301

(ii)

Requisition for files belonging to other departments and in the

custody of the National Archives will be got endorsed by the
department concerned before they are sent to the Archives. If
the requisitioned filed happens to be a confidential one, the
Archives will not supply the file direct to the requisitioning
department but route it through the department to which it
belongs.

(iii)

The requisition will be kept in the place of the file issued.

(iv)

If the requisitioned file is one that has been microfilmed or

printed, normally a microfilmed or printed copy and not the
original will be issued to the requisitioning department.

(v)

If a requisitioned file initially obtained for being put up in one

case is subsequently put up on another, a fresh requisition
should be given to the section daftry or sent to the Department
Record Room or the National Archives, as the case may be, for
replacing the original requisition which will be returned to the
party concerned. In the case of records obtained from the
National Archives, the fresh requisition slip will be prominently
marked change slip.

(vi)

On return, the requisitioned file will be restored to its place and

the requisition returned to the Section/Official concerned.

(vii)

Files obtained by a Section from the Departmental Record

Room will normally be returned within 3 months. If they are
not received back within this period, the Departmental Record
Room will remind the Section concerned. For this purpose, the
Record Room will maintain a simple register for keeping a
record of the files issued to the various Sections each month. A
similar register will be maintained by each Section as a record
of files borrowed from it by other Sections.

(viii)

Files obtained by a department from the National Archives will

not normally be retained for more that 6 months except with
the laters specific knowledge and consent.

Page 302 of 302

46.

SECURITY OF OFFICIAL INFORMATION

AND DOCUMENTS

46.1

Unauthorised communication of official information :

Unless authorised by general or specific orders, no official will
communicate to another official or a non-official, any information or
document which has come into his possession in the course of his
official duties.

46.2

Treatment of classified papers :

The provisions contained in this manual apply primarily to
unclassified papers.
In handling classified papers, the official
concerned will have to exercise special care and follow the provisions of
Departmental Security Instructions issued by the Ministry of Home
Affairs. Since, according to these instructions, classified papers (other
than confidential) are expected to be handled either by officers
themselves or in sanction/designated as secret or top secret, it is
essential that in Sections not so designated:
(a)
A separate set of registers and other records (e.g. dak
register, section diary, file register, file movement register,
precedent book, index slips, various arrears and disposal
statements) is maintained for such papers by Section
Officer/OS/himself;
(b)
The recording of such files and their review is also
undertaken by him personally keeping in view the Departmental
Security Instructions.

46.3

Confidential character of notes :

(i)
The notes portion of a file referred by a department to
another will be treated as confidential and will not be referred
to any authority outside the secretariat and attached offices
without the general or specific consent of the department to
which the file belongs.
(ii)
Where the general consent has been obtained under
sub-para (i) above, such consent will not be construed to apply
to classified files or to files in which the officer to whom the file
is supposed to be referred or shown, is personally affected or in
which his official conduct is under consideration.

Page 303 of 303

46.4

Communication of information to the press :

(i)

(ii)

(iii)

(iv)

46.5

Official information to the press and other news media,

i.e. radio and television, will normally be communicated
by Government Departments through the Press
Information Bureau. In CBI, the DPIO performs this
duty.
Only Ministers, Secretaries and other Officers specially
authorised in this behalf may give information or be
accessible to the representatives of the press. Any other
official, if approached by a representative of the press,
will direct him to the Press Information Bureau.
Whenever it is proposed to release an official information
to the press, or to hold a press conference or Press
briefing, or to give publicity to an official report,
resolution or any other publication, the department
concerned will consult the accredited information officer
in advance.
Detailed procedure in respect of matters mentioned in
this para, as laid down by the Ministry of Information
and Broadcasting, should be followed.

Use of restrictive classification for printed reports etc:

(i)
The restrictive classification For official use only will
not be assigned to any printed report, pamphlet or compilation
unless it contains information which it would not be desirable
in the public interest to disclose. In doubtful cases, the test
that may be usefully applied is whether the publication, whose
circulation it is proposed to restrict to official use only, is such
that the minister would be justified in refusing to lay it before
the Parliament.
(ii)
No official publication will be marked For official use
only except with the prior approval of the Branch Officer, who
will obtain the orders of the Secretary or Minister, in doubtful
cases.

Page 304 of 304

47. CHECKS ON DELAYS

Weekly arrear statement :

47.1
(i)

On the last working day of every week, each dealing hand will :
(a)
(b)

(c)

prepare a weekly arrear statement in the form prescribed

(Annexure-XXVII);
give particulars of receipts/cases pending with him for
more than 7 days in the form prescribed (AnnexureXXVIII); and
send the two statements to the diarist.

(ii)

The Section Officer will also prepare similar statements in

respect of receipts/cases required to be dealt with by him and
pass them on to the diarist.

(iii)

The diarist will consolidate the individual weekly arrear

statements in the form prescribed and submit the consolidated
statement together with the individual statements mentioned in
(a) and (b) of sub-para (i) above to the Section Officer on the
morning of the first working day of the following week. The
individual statements of each dealing hand will be kept in a
separate folder.

(iv)

The Section Officer will:

(a)
check the individual and consolidated arrear statements
for their
completeness and accuracy;
(b)
scrutinise the statements of receipts/cases which are
more than
one week old;
(c) give his remarks or instructions, where necessary;
(d) submit the statements to the Branch Officer.

(v)

The Branch Officer will watch the progress of work in the

Section and where necessary, give suitable directions for
expeditious handling of delayed receipts/cases.

(vi)

On receipt in the Section, the folders containing individual

arrear statements will be made over to the dealing hands
concerned for taking necessary action on the remarks, if any, of

Page 305 of 305

the Section Officer/Branch Officer and using the form for

preparing the arrear statement for the next week.
47.2

Monthly statement of cases pending disposal for over a

month :
(i)
Every Section will prepare each month a statement indicating
briefly the position of each case pending disposal for over a month.
(ii)

On the last working day of each month, the diarist will :

(a)
go through the case sheets (Annexure-XXIX) of pending
cases for the preceding month and indicate the latest position
of each case included therein in column 2 of the statement;
(b)
prepare fresh case sheets for cases opened during the
preceding month but not yet finally disposed off, by completing
column 1 and 2 of the form and top fixed entries;
(c)
hand over the case sheets to the dealing hands
concerned.

(iii)

The dealing hand will :

(a)
scrutinise entries in the first two columns of the case
sheets;
(b)
draw a red line across case sheets of cases that have
been finally disposed off or transferred to call book (AnnexureXXX);
(c)
complete column 4 of other case sheets;
(d)
return the case sheets to the diarist by the 2nd of the
month following that to which the statement relates.

(iv)

The diarist will :

(a)
remove the case sheets of files that have been finally
disposed off or transferred to call book for being kept in a
separate folder;
(b)
arrange the remaining case sheets in chronological order
of the dates of the commencement of cases, the latest being on
top;
(c)
place the case sheets in a file cover marked Monthly
statement of cases pending disposal for over a month;
(d)
prepare in duplicate a numerical abstract (AnnexureXXXI); and
(e)
submit the monthly statement and the two copies of the
numerical abstract to the Section Officer by the 3rd of the
month.

(v)

The Section Officer will :

Page 306 of 306

(a)
scrutinise the case sheets and where necessary, add his
remarks;
(b)
check the numerical abstract for accuracy;
(c)
submit the monthly statement and one copy of the
numerical abstract with a brief forwarding note to the Branch
Officer by the 5th of the month; and
(d)
send the second copy of the numerical abstract to the
Internal Work Study Unit.
(vi)

Unless otherwise provided in the departmental instructions,

the monthly statement together with the numerical abstract
will go up to the Joint Secretary. Each of these officers may :
(a)
add such remarks as he would like to make about latest
position of a case;
(b)
in suitable cases give directions or make suggestions for
expeditious disposal.

(vii)

The Joint Secretary may bring any case included in the

monthly statement to the specific notice of higher officers or
minister, either through submission of the monthly statement
itself or otherwise, as deemed fit.

(viii)

The Internal Work Study Unit will :

(a) post the figures in the numerical abstract, in the form
prescribed and return the abstract to the Section concerned;
(b) prepare the consolidated statement for the department as a
whole by totalling the column vertically;
(c) analyse the trend of disposal of cases;
(d) bring to the notice of the O&M Officer and the Secretary,
any significant trends.
Call book :

47.3
(i)

If a current case has reached a stage when no action can or

need be taken to expedite its disposal for at least 6 months (e.g.
cases held up in Law Courts), it may be transferred to the call
book with the approval of an officer not below the rank of
Under Secretary.

(ii)

Closed cases in which a review is contemplated after a period of

6 months or more may also be included in the call book.

Page 307 of 307

(iii)

Cases transferred to call book vide sub-para (i) above, will be

excluded from the monthly statement of pending cases till they
are reopened vide sub-para (iv) below.

(iv)

When a case included in the call book becomes ripe for action
or if action has be to restarted as a sequel to an unexpected
development, e.g. receipt of a communication from the party
concerned earlier than expected, it will be revived and its
progress watched in the usual way through the monthly
statement of pending cases. The date of commencement of
such reopened cases, however, will be the date of occurrence
of the development or that of the first note leading to the
reopening of the case.

(v)

The Section Officer will scrutinise the call book in the last week
of every month to see that the cases which become ripe for
further action during the following month are brought forward
and action initiated on due dates. The call book will be
submitted to the Branch Officer once a quarter i.e. during the
months of January, April, July and October. He will satisfy
himself that no case on which action could have been taken
suffers by its inclusion in the call book and in suitable cases,
give directions for the action to be taken.
Monthly progress reports of recording and review of files :

47.4

(i)
On the first working day of each month, the Record Clerk will
prepare in duplicate progress reports on the recording and review of
files for the preceding month in the forms at (Annexures-XXXII) and
submit them, together with the following records, to the Section
Officer:
(a)
(b)
(c)

Register for watching the progress of recording;

Record review register; and
Lists of files received for review.

(ii)
The Section Officer will check the two statements, submit one
copy of the report to the Branch Officer and send the other to the
Internal Work Study Unit.
(iii)

The Internal Work Study Unit will :

(a)
post the figures in the forms prescribed and return the
reports to the section concerned;

Page 308 of 308

(b)
prepare the consolidated statement for the department
as a whole by vertically totalling the columns in the form
prescribed;
(c)
watch the
progress of recording and review work
generally; and
(d)
bring to the notice of the O&M Officer and the Secretary,
any significant trends in the matter.

Reminder diary :

47.5

(i)
The diarist will maintain a reminder diary in which he will
enter, date-wise, all cases marked for suspense or reminder and
required to be brought forward on specified dates. Challans of files
referred to other Sections/Departments will also be similarly entered.
(ii)

Every morning the diarist will :

(a)
examine the reminder diary;
(b)
get hold of the files and challans, marked for that date;
(c)
send the files and challans to the dealing hands
concerned after scoring off the relevant entries in the diary; and
(d)
if any file entered in the diary for that date is not
available, report the fact to the dealing hand concerned who
will ensure that appropriate action is taken in such cases.

47.6

Watch on disposal of communications received from

members of Parliament :
(i)
To enable each Joint Secretary, Director in a department to
keep a special watch on speedy disposal of communications received
from the members of Parliament and addressed to a Minister or a
Secretary, the personal staff attached to him will :
(a)
maintain register in the form prescribed;
(b)
mark out prominently those communications finally
disposed off by rounding off the relevant serial numbers of the
register in red ink; and
(c)
submit the register twice a month, say on the 1st and
the 15th of each month to the Joint Secretary/Director for
scrutiny and such other action as he may consider appropriate.
(ii)
The concerned sections will also maintain a similar register for
keeping a special watch on the speedy disposal of communications
received from the members of Parliament.

Page 309 of 309

Register of Parliamentary Assurances :

47.7

(i)
Each Section in a department will keep a record in the form
(Annexure-XXXIII) of assurances given by a Minister to either House of
Parliament, whether in replies to questions or in the course of
discussions on bills, resolutions and other motions. A separate
register will be maintained for each House and entries therein will be
made session-wise.
(ii)

The Section Officer will :

(a)
scrutinise the register once a week;
(b)
ensure that necessary follow-up action is in fact being
taken; and
(c)
the Section Officer will submit the registers to the
Branch Officer every fortnight if the House concerned is in
session and once a month otherwise, drawing his special
attention to assurances which are not likely to be implemented
within period of two months.

(iii)
The Branch Officer will keep the higher officers and the
Minister informed of the progress made in the implementation of
promises and undertakings given by him in Parliament. Cases in which
there is likely to be any delay in the implementation of a promise or an
undertaking should be particularly brought to their notice.
Check list of periodical reports :

47.8
(i)

To

ensure

timely

receipt,

preparation

and despatch

of

periodical reports, each section will maintain two check-lists, one for
incoming reports and the other for outgoing reports, in the forms at
Annexure-XXXIV & Annexure-XXXV Periodical reports will be listed in
column 2 of the appropriate check list in the order of their frequency,
weekly reports being entered first, fortnightly reports next, and so on.
(ii)
The check-lists will be prepared at the commencement of each
year, approved by the Section Officer, shown to the branch officer and
displayed prominently on the wall.
(iii)
The Section Officer will go through the check list once a week
to plan action on items requiring attention during the next week or so.
After a periodical report has been received or despatched, the relevant
entry in the date column of the appropriate check list will be rounded
off in red ink.

Page 310 of 310

47.9

Responsibility of expeditious disposal of work :

(i)
The primary responsibility for expeditious disposal of work and
timely submission of arrear and disposal statements rests with the
Section Officer. To this end, he will inspect the section diary and the
assistants diary and take such other action as may be necessary to
ensure :(a)
(b)

that no paper or file has been overlooked; and

that no receipt or case actually pending with the dealing
hand has been excluded from the relevant arrear
statement.

(ii)
The branch officer will also keep a close watch on the progress
of work in the sections under his control. In particular, he will ensure
that the prescribed arrear and disposal statements are submitted
punctually and regularly.
(iii)
The Section Officer/OS etc., shall also regularly inspect the
racks and tables of Assistants and Clerks (such inspections being not
less frequent than once in a fortnight) and satisfy himself that no
paper or file has been overlooked. He will also ensure that no receipts
actually pending with the dealing Assistants/Clerks are excluded
from the arrears as shown in the weekly arrears statement.

Page 311 of 311

48. REPORTS & RETURNS

48.1

Recording of information and its timely and correct retrieval ,

collation
and transmission are some of the most
essential
requirements for efficient discharge of Managerial functions. In the
office functioning, one of the mechanisms for keeping a record of
information is through registers and the mechanism for its
transmission for perusal by the supervisory officers is through
Reports and Returns.

48.2

A Return is merely factual information presented in a

structured statistical format. A report on the other hand is narrative
and may include analysis and explanations. The Branches are
required to send Reports and Returns to the CBI HQs.
The
information received through these reports/returns is used for taking
decisions by seniors officers of CBI and the Government of India.

48.3

Registers
In order to facilitate communication of timely and correct
information and also for facilitating decision making by the Head
Office in the matters concerning Administration, registers are
maintained on various subjects. The list of all registers which are to
be maintained under any existing orders or procedure should be
prepared by the Head Clerk/Office Superintendent/Section Officer in
each office. This list should have the following columns:(i)
(ii)
(iii)
(iv)

48.4

Serial Number.
Name of the register.
Orders under which the register is to be maintained.
Person who is responsible for keeping it up-to-date.
Registers to be maintained by the Branch

(i)
An Establishment Registers for the permanent staff of CBI
(directly recruited and permanently absorbed) is to be maintained in
each office and also at Head Office in Form G-2.
(ii)
An Establishment Register for the non-CBI staff (i.e.
deputationists) is to be maintained in each office and also at Head
Office in Form SPE-G-3.
(iii)
An Order Book should be maintained in Form SPE-G-4 in all
offices.

Page 312 of 312

(iv)
A register of Identification Cards issued is to be maintained by
each issuing office in Form SPE-G-6. Identification Cards are to be
issued for all employees under instructions issued in this regard.
(v)
A daily Duty Register is to be maintained at each unit for police
officers in Form SPE G-7.
(vi)
Register of trunk and telephone calls should be maintained in
Form SPE G-38 in each office of SPE.
(vii)
Register of shorthand note books is to be kept in Form SPE G36 in all Branch Offices and also by Head Office for each Unit.
(viii) Motor Vehicles Register.
(ix)
Register for undisbursed Pay & allowances.
(x)
Dead Stock Register.
(xi)
Increment Register.
(xii) Stationary / Stores Issue & Receipt Register.
(xiii) Despatch and Issue Register.
(xiv) Service Postage Stamps Register.
(xv)
Cash Book.
(xvi) Pay Bill Register.
(xvii) Party Cheque Register.
(xviii) Register of Valuables.
(xix) Bill Register.
(xx)
Contingent Bill Register.
(xxi) TR-5 Receipts.
(xxii) Rewards Register.
(xxiii) TA Bill Register.
(xxiv) LTC Bill Register.
(xxv) File Register.
(xxvi) File Movement Register.
48.5

To ensure timely receipt preparation and despatch of

reports/returns, the branches should maintain two checklists - one
for incoming returns/reports and the other for outgoing
reports/returns. All periodical reports/returns should be listed in
check - list in order of their frequency i.e. weekly reports being
entered first, followed by fortnightly reports, monthly reports,
quarterly reports, half yearly reports and annual reports. The check
lists should be prepared at the commencement of each year and
displayed prominently on the wall. The Head Clerk should go through
the check-list once a week to plan action on items requiring attention
during the next week or so.
After periodical report has been
received/despatched, the relevant entry in the check-list concerned
should be made.

48.6
CBI,

At present the following returns are being dealt with in the

H.O.

Page 313 of 313

Monthly Returns

Section

1. Statement of vacancies in the rank of

Executive (ASI to Inspector) and all Ministerial
ranks except Office Supdts. is required to be
sent by the branches by the 10th of every
month.

Pers-II

2. Statement of vacancies in the rank of

Constables & Head Constables is required to
be sent by the branches by the 10th of every
month.

Pers-III

3. Statement regarding Pending Pension Cases

(Papers).
4.
Statement showing particulars of
government servants retired in the previous
Calendar month and date for authorisation
final pension report for the month

AD.II
AD.III

5.
Statement showing particulars of
government servant due for retirement in the
next (Preceeding) 8 months

AD.III

6.
Expenditure statement of loans and
advances Viz. House Building Advance, Motor
Car Advance, Computer Advance, Scooter
Advance and Cycle Advance from all the
DDOs.

Pers-I

7.
Statement regarding the number of
SC/ST/OBC candidates appointed against the
reserved quota.
8. Return relating to pending promotion cases
and ad-hoc arrangement.

IWSU

9. Return regarding activating the existing

machinery for redressal for grievances.

IWSU

10. Expenditure Statement.

AD-II

Quarterly Returns

IWSU

Section

1.
Statement showing particulars of
government servants where presumptions
have been made in favour of retiring
government servants because of incomplete
maintenance of service records.

AD.III

2.
Statement regarding showing the
particulars of government servants whose

AD.III

Page 314 of 314

Pension Payment order (PPO) was not issued

within six months of retirement.
3. Statement regarding voluntary retirement of
central government employees after 20 years
qualifying service and who have completed 30
years of qualifying service.
4. Statement about the pending pension,
family pension and revision of pension and
family pension case in P&AO/CBI.

AD.III

AD.III

5. Employment Returns (ER-I) to be sent to

Employment Officer, Pusa, New Delhi
6. Return regarding Monitoring of personnel
matters

Pers-III

7. Return/Half yearly report regarding total

number of employees belonging to minority
Communities - group wise.

IWSU

8. Report regarding Employment of members

of a family in Foreign Mission in India
9. Report/Annual report regarding The
persons with disabilities equal opportunities
protection of Rights and full participation Act
1995 - Furnishing of report of action taken in
respect of relevant provisions.

IWSU

IWSU

Pers-III

10. Return regarding activating the existing

machinery for redressal of grievances.

IWSU

11. Return regarding public grievances

IWSU

12. Statement on various types of Pay and

Allowances.

AD.II

Half Yearly Returns

Section

1. Return due for retirement in next 24-30

months.

AD.III

2. Acceptance of commercial employment

within 2 years of retirement (Group B
Officers).
3. Physically handicapped persons in Group
A, B C and D posts to be sent to DP & Trg.

AD.III

Pers-III

4. Return regarding engagement of consultant

IWSU

5. Return regarding SC/ST.

IWSU

6. Report of OBC.

IWSU

7. Report regarding Minority Communities

Report.

IWSU

Page 315 of 315

Annual Returns
1. Reward/honorarium to be
CBI/Policy Dvn./HO/New Delhi.

Section
sent

to

Pers-III

2. Appointment of Non-Indians in government

service and Public Sector Undertakings to be
sent to Department of Personnel & Training.

Pers-III

3.
Physically handicapped persons in Group
A, B,
C and D posts to be sent to
Department of Personnel & Training.

Pers-III

4. Information to be furnished in respect of

Scheduled Caste and Scheduled Tribes in
Appendix 8A, 8B, 8C and 9 to be sent to
Department of Personnel & Training.
5. Utilisation of vacancies reserved and filled
by Ex-Servicemen to be sent to Department of
Personnel & Training.

Pers-III

6. Annual return/Half yearly report regarding

total number of employees belonging to
Minority Communities - Group wise.

IWSU

7. Annual return regarding recruitment of

OBCs in government services.

IWSU

Pers-III

Page 316 of 316

49. INSPECTIONS

49.1

Meaning & Purpose of Inspection

The word Inspection means the act of looking closely into,
carefully or official examination. The procedure to be followed in the
organization helps in achieving the objects of the organization as
economically as possible. A manual itself cannot achieve the
objectives unless it is ensured that the provisions contained therein
are understood properly and practised intelligently. Even this may
not be helpful if periodical reviews are not conducted to replace the
old procedure with new ones to suit the present day needs. One of
the ways to ensure that the procedure laid down is being observed is
to make a periodical inspection of the working of a section. The
purpose of inspection is to see how far the prescribed procedure is
being followed and to suggest improvement/modifications to cover
the areas where the procedure is not being followed.

49.2

Objectives
The objectives of inspection are :
i)
to find out the state of affairs existing in each unit;
ii)
to see whether the prescribed procedure and instructions are
understood properly and followed intelligently;
iii)
to find out whether proper attention is being paid to quality of
performance by officers and staff during discharge of their duties; and
iv)
to test the intrinsic soundness and utility of the procedures
and to get reliable data for planning improvements.

49.3

Inspection Schedule
(i)
The branch SP will ensure that periodical inspections are
carried out regularly and thoroughly. The following schedule will be
observed in regard to the inspections of various sections of the SPs
office :-

Section I- Establishment Accommodation Once in a year.

of the branch and jurisdiction
Section II- Office
Twice in a year with
reasonable gap between
Section III- Accounts.
the Inspections. Where
two Ss.P. are posted in

Page 317 of 317

Section IV- Malkhana, Summons &

Warrants and Absconders.
Section V- Crime.
Section VI- Staff and Miscellaneous

Section VII- Programme of work.

two Ss.P. are posted in

a
branch
the
1st
inspection
of
these
sections may be done
by the SP-II in the 1st
half of the Calendar
Year, while SP-I will
carry out inspection in
the 2nd half of the year.
Once in a year.

ii)
A co-ordinated programme of inspections should be drawn up
in advance by the DIG/JD incharge of the Zone. It should be
ensured that the programmes so drawn up are strictly adhered to by
all concerned.
49.4

Inspection Reports
The inspecting officers are required to submit their reports to
their immediate superiors for their information and for devising the
suitable remedies to prevent recurrence of the shortcomings pointed
out in the Inspection Report.

49.5

Check Points for inspection of CBI Branches

These are illustrative and indicate only the mandatory
minimum points which are required to be covered by the Inspecting
Officers. The officers are required to make their inspection a very
comprehensive exercise keeping in mind the purpose and objectives of
inspection as suggested in the previous paragraphs.

49.6

Section I - Establishment /Accommodation of the branch &

jurisdiction

49.6.1

Buildings and Accommodation - Whether the office is located

in a Government building or a private one? Is the accommodation
sufficient for office purposes? What is the rent? Whether it appears
to be reasonable? If accommodation is inadequate what alternative
arrangements are possible? Condition of the building and repairs.
Check payment of proportionate rent, water and electricity charges by
staff living in the office premises.

49.6.2

Is any residential accommodation provided at government

expense? If so, to whom? Any further action necessary and possible
in this connection?

49.7

Section - II - Office

Page 318 of 318

49.7.1

Attendance Register - Whether Properly kept up when

checked by SP or Dy.SP daily & corrective action taken.

49.7.2

Receipt/Diary - Whether this has been maintained up-to-date

and all the columns have been filled up promptly and whether a
receipt is taken from the clerk concerned to whom the papers were
made over.

49.7.3

Dealing Clerks Diary - It should be checked to see whether all

columns are filled up and whether there has been any delay in dealing
with any receipt. In a few cases, the dates of receipt and the dates of
disposal shown in the dealing clerks diary should be checked up with
the Receipt Register and the files to make sure that wrong dates are
not mentioned.

49.7.4

Reminders - System of dealing with reminders should be

checked. To see whether prompt action is being taken.
Files - Some miscellaneous files should be checked to see -

49.7.5
(a)
(b)
(c)
(d)

Whether
Whether
Whether
Whether

they are properly arranged and page numbers given.

there is any delay in disposal.
the preparation of cases and drafting is satisfactory.
they are properly kept to facilitate tracing them.

49.7.6

Register of Files - Whether the files have been correctly noted

in this Register and proper serial numbers given to them. Whether
period of retention is noted when the file is closed. Whether the
headings and the subjects of files are satisfactory or whether any
improvement is necessary in this.

49.7.7

Files of Circulars/Orders Whether they are complete

and chronologically maintained. Whether index is maintained up-todate.

49.7.8

Records - Whether closed files and records are properly kept.

Whether notes about weeding are recorded and whether weeding has
been done regularly.

49.7.9

Despatch Register Whether it has been checked and

signed daily by the Head Clerk. Totals of a few days should be test
checked to see that the expenditure of stamps shown is correct. A
few items should be verified at random to see that the subject and
file numbers are correctly mentioned.

49.7.10
Order Book Who maintains it ? Whether it is written
up promptly and signed daily by the SP?. Whether necessary action

Page 319 of 319

on that basis has been taken by the office and others concerned
promptly? Whether relevant corresponding entries have been made
in the Service Books? A few specific items might be checked at
random.
49.7.11

Leave Register - Whether properly and correctly maintained.

49.7.12
Gradation Lists - Whether properly kept and up-to-date.
Whether increments given timely.
49.7.13
Character Rolls and Service Books - Some Rolls should be
randomly checked to see whether they are up-to-date and properly
kept up. Some entries in Service Book relating to leave should be
checked up with the Order Book to make sure that there are no
omissions. It should be seen whether annual verification has been
done.
49.7.14
Warning Register, Punishment Files - It should be seen if
orders passed are suitable and adequate and proper procedure is
adopted.
49.7.15
Library Register - It should be checked for correctness by
randomly comparing some entries with the books. The issues and
returns should also be checked.
49.7.16
Forms and Stationery -Stocks and some items of issue, both
about their numbers and about the necessity and requirements are
to be checked. It should be seen whether indenting has been made
adequately to avoid local purchases. Whether registers maintained
properly and checked by SP periodically. Care of typewriters.
49.7.17
Distribution of Work - Whether update. Whether all the
distribution is done on sound and equitable basis and with the
approval of SP.
49.8
49.8.1

Section III - Accounts

Cash Book - Whether it has been maintained up-to-date and
written regularly. Whether entries for everyday are checked and
scrutinised and signed by the DDO. Whether all money received for
credit has been entered promptly in the Cash Book and whether
every payment entry is signed by the SP/DDO in token of having
seen actual payees receipt. Whether there has been delay in
payment or in obtaining payees receipts. Whether at the end of
every month statements are prepared showing :(a)

details of cash in hand,

Page 320 of 320

(b)
items pending for actual payees receipts.
(c)
Whether in cases of inordinate delays in obtaining
payees receipts or in disbursements, necessary action has been
taken by the SP.
Whether the necessary verification or
reconciliation has been done with the bank records every
month. Whether SP has recorded a certificate on the first
working day of every month and whenever the balance exceeded
Rs.1,000 that he had checked the amount in hand and found it
correct.
49.8.2

Register of Pay Bills - Whether this has been properly

maintained and whether the fact that it is a Regular Pay Bill or an
Arrear Pay Bill has been clearly mentioned. Some actual pay bills
should be seen and scrutinised. Checks should be made in some
cases to ascertain whether notes about amounts claimed in Arrear
Pay Bills have been recorded against the relevant item in the Original
Pay Bills concerned.

49.8.3

T.A. Bills - Whether there has been delay in preparing the T.A.
Bills or in drawing and disbursing the amounts? Whether T.A. has
been properly controlled by the SP. T.A. Advance Register should be
checked and seen, whether recoveries made fully and timely.

49.8.4

Railway Warrants It should be seen whether proper

account is kept and if they are properly utilised.

49.8.5

Contingent Bill Register - Whether bills have been prepared

as often as required? Some items of expenditure should also be
checked with the Contingent Vouchers.
Check propriety of
expenditure under certain heads, e.g. petrol charges, telephone
charges, electricity charges.

49.8.6

Payment Vouchers Some of them should be taken out at

random and every transaction in it checked including actual payees
receipts.

49.8.7

Motor Vehicle & Government Cycle - Check them and their

maintenance and expenditure on repairs.

49.8.8

Rewards - Scrutinise the records and see if adequate rewards

have been given.

49.8.9

S.S. Fund Accounts - Expenditure on a few items should be

scrutinised. Note about this should be recorded separately and
dealt with on a secret basis.

49.8.10

Cashiers Security Bond Whether

Whether Annual verification is done?

it

is

in

order.

Page 321 of 321

49.8.11

Audit Reports - Whether action taken on them and actions

dealt with fully and promptly.

49.8.12

Budget - Whether the Head Office instructions on Budgetary

control are being exercised meticulously..

49.9

Section IV - Malkhana, Summons, Warrants & Absconders

49.9.1
Malkhana - Whether the room in which Malkhana is situated,
is safe and secure.
If not, adequate steps are to be suggested.
Whether valuable property is kept in safe custody. Malkhana Register
should be checked particularly to see whether there is any delay in
disposal of property after conclusion of the case. In a few items the
property actually present in Malkhana should be checked with the list
given in the register. Are Monthly Statements about property present
in the Malkhana prepared? Are Monthly Inspections done by the PP
and half - yearly by the SP?
49.9.2

Summons and Warrants - Whether the register is maintained

properly and are Monthly Statements prepared and checked by the
SP. Is there any omission or defect in service of summons or
execution of warrants?

49.9.3

Absconded Offenders - The register should be checked to

ascertain whether entries are up-to-date and complete. Whether
rewards are announced and whether periodical efforts have been
made to trace the absconders.

49.10

Section V - Crime

49.10.1
Crime Registers - Check all Crime Registers and statements to
see if they are properly maintained, particularly check the crime
Digest and the quality of the notes made therein by the SP or the
Dy.SP maintaining it.
49.10.2
Complaints Register - Check whether each complaint has
been scrutinised and dealt with according to its nature and in proper
time.
49.10.3
Preliminary Enquiries - Check their disposal, both in point of
speed and quality.
49.10.4
Regular Cases - Check their disposal, both in point of speed
and quality of investigations.
49.10.5
Delays in Enquiries and Investigation - Examine cases in
which more than three or six months were taken respectively for
finalising PEs and RCs and comments on reasons for delay.

Page 322 of 322

49.10.6
Diaries and Progress Reports - Check a few to see their
quality and to check if they were prepared and submitted in proper
time.
49.10.7
Final Reports - Check some to see if they are properly drafted.
Point out general and persistent defects, if any. In how many cases
were further enquiries ordered by Head Office or the
recommendations of the branch were not accepted. Comment on
supervision by the SP.
49.10.8
Results of Enquiries and Investigation - Consider number of
cases taken up for enquiry and investigation and the number of
successful cases. Comment on quality of investigation work and on
supervision by SP.
49.10.9
Court Trials - Check all cases pending trial in courts over a
year. Consider possible steps to get them expedited.
49.10.10
Prosecution and Results in Court - Comment on successes
and failures in courts. Scrutinise Acquittal Register and results of
appeals or revisions against acquittals. Reasons for failure should be
particularly examined whether in original or Appellate Courts.
Comment on quality of prosecution work.
49.10.11
Departmental Action & Results - Check and comment on
cases sent up for departmental action and their results. Comment
particularly on failures in departmental action.
49.10.12
Collection of information about corruption - Check number
of trap cases and other cases started on information gathered by the
branch itself. Discuss adequacy of arrangements made for collection
of information and take steps, wherever necessary, for improvement.
Discuss with SP quality of investigation and prosecution work
and make necessary suggestions for improvement.
49.11

ection VI - Staff & Miscellaneous

49.11.1
Staff - Consider vacancies and interview Investigating Officers
and other staff to check the quality of their work and their suitability
for continued retention in the Special Police Establishment or in that
Branch.
49.11.2
RSOs - Interview them and check their work and suitability for
further retention.

Page 323 of 323

49.11.3
Co-operation - Comment on liaison maintained by the SP with
other Departments and the co-operation between them.
Discipline - Comment on discipline of the staff.

49.11.4

49.11.5
Sports and Games exist?

See

whether

any

arrangements

49.11.6
Inspections Check dates of inspections by the SP, the
Dy.SP and the P.P. Scrutinise notes of inspection to see their quality.
Also see whether the instructions issued during the Inspections have
been complied with.
49.11.7

Security - Check arrangements for security of office and

official records and files.
List of items to be checked by officers of the CBI Head
Office while inspecting CBI Branches

49.12

i)
ii)
iii)
iv)
v)
vi)
vii)
viii)
ix)
x)

xi)
xii)
xiii)

xiv)

Whether the expenditure has been kept within the sanctioned

Budget grant.
Whether the cash book is being maintained properly.
Whether the Drawing and Disbursing Officer is exercising the
check prescribed in the Financial Rules.
Whether TA and other advances are being adjusted promptly
in accordance with the rules and the subject.
Whether recoveries are being made of Government dues from
the officers in time.
Whether the Service Books are being maintained properly.
Whether Rules regarding grant of Over Time Allowance are
being observed.
Whether the procedure for disposal of old Newspapers is
being observed.
Whether due care is being exercised on Telephone expenditure
and a register maintained for STD calls.
Whether the amount of permanent imprest sanctioned to the
office is being properly utilised, whether the amount needs
revision or not.
Whether annual stock verification of dead stock is being
carried out.
Whether GPF Ledger in respect of Class IV Government
servants is being duly maintained.
Whether payment of Children Education Allowance,
reimbursement of educational expenditure and reimbursement
of medical fees is being made in accordance with the rules etc.
Whether a Pension register is being maintained properly.

Page 324 of 324

xv)
xvi)

xvii)

xviii)

xix)

xx)
xxi)

xxii)

xxiii)

xxiv)

Whether annual verification certificates are being recorded in

the Service Books.
Whether the Recruitment Rules in regard to the cases where
the SP is appointing authority, are being followed in the matter
of appointment of candidates from Employment Exchange.
Whether a special register in respect of vacancies reserved for
Scheduled Caste and Scheduled Tribe candidates is being
maintained.
Whether recording and weeding out of old files is being done
properly and whether the files recorded are being preserved in
accordance with the procedures prescribed in this regard.
Whether Diary, Despatch, File Movement, Assistant Diary
(including typists register showing daily work done) and Stamp
Account Registers are maintained properly.
Whether Weekly Arrears Statement is being put up to Branch
Officer in time.
Whether a chart/Register showing the periodicity of
various/Monthly/ Quarterly/Half Yearly/Annual Returns is
being maintained and dates of submission of returns to Head
Office shown therein.
Whether proper account is being maintained of cheques
issued by the branches and whether the cheques are issued in
the proper form, that is to say, in the form intended for issue to
gazetted officers, to non-gazetted officers or for miscellaneous
payments.
Whether vouchers in respect of payments made by the office
by drawing cash from the bank are being sent to the Pay and
Accounts Officer regularly and whether action is being taken to
have the accounts reconciled
Whether references to the Pay and Accounts Officer/CBI, Head
Office are being made regularly and in time for issue of letters
of credit and whether references are also being made to this
Pay Office separately for letters of credit for items of
expenditure of special nature not covered by the letters of
credit already issued.

Page 325 of 325

50. AUDIT
50.1

Role of Audit
The audit is an essential part of financial system. Its main
purpose is to see (i) whether the accounts are complete in all respects
(ii) whether expenditure is as per the laid down financial rules and
duly authorised.

50.2

Internal Audit
Internal checks on accounts of Civil Departments is vested in
the Financial Adviser under Departmentalized Accounting System.
Internal Audit of CBI Head Office and all budget dealing branches
located at Delhi and outside Delhi is conducted by the Internal Audit
Party deputed by the Internal Audit Wing of Principal Accounts Office
of Ministry of Personnel, Public Grievances and Pension, New Delhi.

50.3

Statutory Audit
Statutory Audit is conducted by the Audit Team of Directorate
General of Audit, Central Revenue, New Delhi and local Accountant
General of State. Audit of the books of accounts of CBI Head Office
and branches located at Delhi is conducted by the Audit Team
deputed by the Office of Directorate General of Audit, Central
Revenue, New Delhi and in respect of CBI branches located outside
Delhi by the Audit Team of concerned State Accountant General.

50.4

The audit party audits the accounts of the branches and

inspects the general working of a Department. The following books
/records among other things are generally audited:(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
(viii)
(ix)
(x)
(xi)
(xii)

Cash Book
Receipt Book( in form GAR-6)
Contingent Register
Bill Register
Pay Bill Registers
Service Postage Stamps Register
Register of recoveries
Register of valuables
Despatch Register
Challan Register/Challans
Register of Stationery
Telephone Bill Register

Page 326 of 326

(xiii)

Stock Registers :
a)
Consumable articles &
b)
Non-consumable articles (Dead-stock)
(xiv) Log Books (All Vehicles)
(xv)
GP Fund Register of Group D employees.
(xvi) Paid Vouchers.
(xvii) TA/LTC claims
(xviii) Income Tax calculation
(xix) Pay Fixation statements
(xx)
All Purchase files
(xxi) Railway Warrants
(xxii) Budget

50.5

A subordinate authority shall not with hold any information,

books or other documents required by Audit (GFR-II).

50.6

On receipt of a copy of the audit/Inspection Report, the Ss.P. of

the Branches are required to remove the defects and implement the
suggestions made in these reports and send compliance to the Audit
Party under intimation to Head Office. The Head Office keeps a watch
that the objections raised by the Audit are settled fully and finally.

50.7

To monitor the settlement of audit objections, a register may be

maintained. Progress made for settlement of these objections may be
reviewed periodically.

50.8

Periodicity of Audit Inspections :

Each Office should be inspected at least once a year. Accounts
of Head Office and branches are subjected to test audits periodically
by representatives of Controller of Accounts/Principal Accounts
Office.

50.9

Wherever such test audit has not been undertaken within a

period of preceding two years in any unit, an inspection of the
accounts of that unit should be undertaken by a team from CBI, Head
Office. Heads of CBI Offices should keep the Head Office informed
about any case when there was no test audit within preceding two
years.

Page 327 of 327

51.

IMPLEMENTATION OF INSTRUCTIONS
ON OFFICIAL LANGUAGE

51.1

Language of the Union

The Official Language of the Union is Hindi in Devanagari
script. The form of numerals used for the official purposes of the
Union is the international form of Indian numerals.

51.2

The important instructions regarding Official Language

Policy as per the Official Languages Act, 1963 and the Official
Languages (Use for official purposes of the Union) Rules, 1976 (As
amended in 1987) made thereunder are as follows:(i)

Region :"Region A" means the States of Bihar, Chhattisgarh,

Jharkhand, Haryana, Himachal Pradesh, Madhya
Pradesh, Rajasthan, Uttaranchal and Uttar Pradesh and
the Union Territory of Delhi and Andaman and Nicobar
Islands .
"Region B" means the States of Gujarat, Maharashtra
and Punjab and the Union Territory of Chandigarh.
"Region C" means the States and the Union Territories
other than those referred to in Region A and B.

(ii)

(ii)
Proficiency in Hindi - An employee shall be
deemed to possess proficiency in Hindi if :(a)
he has passed the Matriculation or any
equivalent or higher examination with Hindi as the
medium of examination; or
(b)
he has taken Hindi as an elective subject in the
degree examination or any other examination equivalent
to or higher than the degree examination; or
(c) he declares himself to possess proficiency in Hindi.

(iii)

Working knowledge of Hindi - An employee shall be

deemed to have acquired a working knowledge of Hindi if
:-

Page 328 of 328

(a)

(b)

(c)

he has passed the Matriculation or an

equivalent or higher examination with Hindi as
one of the subjects; or
he has passed the Pragya examination
conducted under the Hindi Teaching Scheme of
the Central Government or when so specified by
that Government in respect of any particular
category of posts, any lower examination under
that Scheme; or
he has passed any other examination specified
in that behalf by the Central Government; or
(d) he declares himself to have acquired such
knowledge .

(iv)

Originating Correspondence to the Central Government

Offices, States or Union Territories and individuals in
Region 'A' and 'B' shall be in Hindi.

(v)

Noting on files be made more and more in Hindi.

(vi)

All communications received in Hindi irrespective of

their source shall be replied to in Hindi.

(vii)

All applications, appeals or representations made or

signed in Hindi shall essentially be replied in Hindi.

(viii)

All papers, documents, general orders, resolutions,

rules, notifications, agreements, administrative and
other reports or press communiques etc. falling under
section 3(3) of the Official Language Act, 1963 shall
essentially be issued simultaneously in bilingual form
( Hindi & English).

(ix)

Addresses on the envelopes of letters meant for

despatch to Region 'A' & 'B' shall be written only in
Devnagari script.

(x)

Rubber
boards,
shall be
Hindi &

(xi)

Entries in Service Books/Registers maintained in

offices located in Region A' & 'B' shall be made in Hindi
only.

stamps, Name plates, Notice Boards, Sign

letter-heads, forms headings of Registers etc.
got prepared only in bilingual form, i.e. both in
English.

Page 329 of 329

51.3

(xii)

All advertisements/tenders etc. shall be issued in

Hindi & English simultaneously for publication in the
Newspapers of the respective languages.

(xiii)

In all in-service Departmental and Promotional

Examinations, option shall be provided to answer
question papers through Hindi medium also except
compulsory question papers of English. Such question
papers shall be made available both in English and
Hindi. The candidates shall be informed clearly about
the availability of Hindi medium for written
examination and interview well in advance.

(xiv)

The names of the Central Government offices, the staff

whereof have acquired a working knowledge of Hindi,
shall be notified in the Official Gazette.

(xv)

All manuals, codes and other procedural literature

relating to the Central Government offices shall be
printed or cyclostyled, as the case may be, and
published both in Hindi and English in diglot form.

Overall Responsibility
It shall be the responsibility of the administrative head of each
Central Government office to ensure that the provisions of the Act and
rules made thereunder and the directions issued are properly
complied with. Further, it is the responsibility of the officer signing
the letter, circular or document to ensure that the letters, circulars
etc. which are required to be issued in Hindi or in bilingual, i.e. in
Hindi & English are both prepared simultaneously and then issued
accordingly.

51.4

Incentive Schemes
There are several incentive schemes for doing official work in
Hindi such as scheme for doing original noting/drafting in Hindi,
scheme for doing orginal official work in Hindi in specialized spheres,
scheme of giving dictation in Hindi, scheme for writing original books
in Hindi etc.

51.5

Annual Programme
Department of Official Language issues an Annual Programme
for progressive use of Hindi which can be downloaded from their
website [dol.nic.in].

Page 330 of 330

APPENDIX-I
POSTS SANCTIONED IN CBI AND THEIR PAY SCALE

Designation of Post

Sanctioned
Strength

Revised scales of Pay (According to

5th Central Pay Commission)

GROUP A
Director

Rs.26000/-(fixed)

Special Director

Additional. Director

Rs.24050-650-26000/- (Above Super

time Scale)
Rs.22400-525-24500/(Above
Supertime Scale)
Rs.18400-500-22400/(Supertime
Scale)
Rs.16400-450-20000/(Super time Scale)
Rs.14300-400-18300/For IPS Officers
Rs.10000-325-15200 (Time Scale)
Rs.12000-375-16500/-(Junior
Administrative Scale)
Rs.14300-400-18300/(Selection
Grade)
For Non -IPS officers
Rs.12000-375-16500/Rs.10000-325-15200/-

Joint Director

16

Deputy Inspector General

of Police
Senior Supdt. of Police
Superintendent of Police

39

Addl. Superintendent of
Police
Deputy Superintendent
of Police
Dy. Adviser (Equivalent to
the rank of DSP)
Admn. Officer
ALA
DLA
Senior Public Prosecutor
Public Prosecutor
Sr. Adviser (Equivalent to
DIG)
Adviser (Equivalent to SP)
Technical Adviser

75

Technical Officer (A&IT)

10
89

240

Rs.8000-275-13500/-

10

Rs.8000-275-13500/-

2
6
20
67
96
4

Rs.10000-325-15200/Rs.14300-400-18300/Rs.12000-375-16500/Rs.10000-325-15200/Rs.8000-275-13500/Rs.16400-450-20000/-

4
1

Rs.14300-400-18300/Rs.10000-325-15200/-

Rs.10000-325-15200/-

Page 331 of 331

Technical Officer
(Banking)
DPIO
Executive Engineer
OSD (Computer)
Principal System Analyst
Sr. System Analyst.
Programmer
Lecturers (Training
Academy)
TOTAL

Rs.10000-325-15200/-

1
1
1
1
3
10
2

Rs.14300-400-18300/Rs.10000-325-15200/Rs.10000-325-15200/Rs.12000-375-16500/Rs.10650-325-15850/Rs.8000-275-13500/Rs.8000-275-13500/-

706

GROUP B
Junior Analyst

Rs.6500-200-10500/-

Office Supdt.

35

Rs.6500-200-10500/-

APPs

41

Rs.6500-200-10500/-

JTO (A&IT)

Rs.6500-200-10500/-

Hindi Officer

Rs.7500-250-12000/-

Librarian

Rs.6500-200-10500/-

Steno Gr.A/Sr.PS

Rs.7500-250-12000/-

Steno Gr.B/PS

16

Rs.6500-200-10500/-

Asst. Programmer

40

Rs.6500-200-10500/-

Total

143
GROUP C

Inspr. of Police
Junior Adviser
Sub Insprs.
ASI
Head Constable
Constable
Steno Gr.I/PA
Steno Gr.D/ Sr. Clerk
Steno
Jr. Accounts Officer
Crime Assistants
Head Clerks
UDCs
LDCs
Sr.Hindi Translator
Jr. Hindi Translator
Asst. Librarian
Junior Engineers
Income Tax Inspectors
C&CE Insprs.

755
16
381
199
459
1,808
64
371

Rs.6500-200-10500/Rs.6500-200-10500/Rs.5500-175-9000/Rs.4000-100-6000/Rs.3200-85-4900/Rs.3050-75-3950-80-4590/Rs.5500-175-9000/Rs.4000-100-6000/-

1
57
76
188
469
1
20
1
5
2
4

Rs.5500-175-9000/Rs.5500-175-9000/Rs.5000-150-8000/Rs.4000-100-6000/Rs.3050-75-3950-80-4590/Rs.6500-200-10500/Rs.5500-175-9000/Rs.5000-150-8000/Rs.5500-175-9000/Rs.6500-200-10500/Rs.6500-200-10500/-

Page 332 of 332

DPA Gr.B
DPA Gr.A
Care Taker
DEO Gr. A
Sr.Gest. Operator
TOTAL

1
1
1
12
1

Rs.6500-200-10500/Rs.5500-175-9000/Rs.5500-175-9000/Rs.4000-100-6000/Rs.3050-75-4590/-

4,893
GROUP D

Dresser
Jr. Gest. Operator
Daftry
Peon
Safaiwala
Farash
Bearer
Cook
Total
GRAND TOTAL

1
7
48
28
53
1
4
2
144
5,886

Rs.2750-70-3800-75-4400/Rs.2610-60-2910-65-3300-704000/Rs.2610-60-2910-65-3300-704000/Rs.2550-55-2660-60-3200/Rs.2550-55-2660-60-3200/Rs.2550-55-2660-60-3200/Rs.2550-55-2660-60-3200/Rs.2550-55-2660-60-3200/-

Page 333 of 333

APPENDIX-II
WORK ALLOCATION IN ADMINISTRATION DIVISION
Consequent upon restructuring of CBI branches / regions vide Policy
Division/CBI/HO Order dated 30.05.2003 under each Joint Director, the
work of Administration Division CBI, Head Office is redistributed as under:
(A)

DIG(Pers.)

The DIG(Pers) is responsible for the personnel management in CBI

through the SP(Pers) and AO(Pers) whose allocation of duties and
responsibilities are given below :
(I)

Supdt of Police (Pers.)

1.

Internal Work Study Unit

i. Rationalisation of Organisation structure.
ii. Work measurement studies of CBI, HO and Branches etc.
iii. Inspection notes - compilation/supply of information asked for by
Cabinet Sectt./DP&T/MHA and Parliament Questions.
iv. Creation of new posts and setting up of new Branches / Units etc.
v. Proposal for creation / upgradation of posts.
vi. Revision of pay scales and allowances.
vii. All monthly, quarterly and annual returns relating to :a. Representation of Minority Communities in Government
Service.
b. Special Recruitment Drive for SC/ST.
c. Recruitment of OBCs in Government Service.
d.
Employment of members of families of Government
Servants in foreign mission.
e.
Representation for Physically handicapped persons in
Group C and D posts.
f. Filling up of backlog of posts reserved for SC/ST.
g. Appointment of SCs/STs/OBCs.
viii. Continuation of temporary posts.
ix. Related Court matters/RDAs.

Page 334 of 334

To liaise with all officers/Sections of Administration Division and

to furnish information to Senior Officers as and when called
for.
xi. Monthly Performance Report.
xii. Maintenance of old files and records as per instructions of the
Government in the Central Record Room.
xiii.
Co-ordination with Ministries / Sections of Administration
Division, CBI, Head Office regarding Establishment matters.
x.

2.

Pers-II Section

Recruitment, appointment, deputation, posting, transfer, promotion,

absorption, pay fixation in respect of Inspector, Sub-Inspectors, Jr.
Advisors, Jr. Engineers, Hindi Translators.
ii. Recruitment, appointment, deputation, posting, transfer, promotion,
absorption, pay fixation of Sr.PS and PS, all NGO Ministerial and
Group D ranks.
iii. All disciplinary matters in respect of Inspectors and Sub-Inspectors in
executive ranks, Jr.Advisors & Jr. Engineers, Sr.PS and PS all NGO
Ministerial and Group D ranks.
iv. Preparation of Seniority list of all cadres dealt with in the Section.
v. Court/CAT matters in respect of all cadres dealt with in the Section.

i.

3.
i.

ii.
iii.
iv.
v.
vi.
vii.

Pers- III Section

Recruitment, appointment, deputation, posting, transfer, promotion,
absorption, pay fixation in respect of ASI, Head Constables and
Constables.
All disciplinary matters in respect of ASI, Head Constables and
Constables.
Pension cases of all categories of staff / Officers of CBI, HO and follow
up of pension cases of Branches with P & AO, CBI.
All matters relating to CGHS / Family Planning Scheme.
Rewards / Honorarium.
Preparation of Seniority list of all Cadres dealt with in the Section.
Court/CAT matters in respect of all cadres dealt with in the Section.

(II)

Admn. Officers (Pers.)

1.

Pers-I Section

i.

Appointment, deputation, posting, transfer, promotion, training,

absorption, pay fixation and disciplinary matters in respect of all
Executive Officers of the rank of Dy.SP and above, Prosecution ranks,

Page 335 of 335

Information Officers, Executive Engineer, OSD(Computer), Technical

Advisor, Technical Officers, JTOs, Principal System Analyst,
Sr.System Analysts, Programmers, Asstt. Programmers, Officer
Supdts & Hindi Officer.
ii. Induction / posting / transfer of Railway Sectional Officers.
iii. Preparation of Seniority list of all cadres dealt with in the Section.
iv.
Court / CAT matters in respect of all cadres dealt with in the
Section.

2.
i.
ii.
iii.
iv.
v.

3.
i.
ii.
iii.
iv.
v.
vi.
(B)

DPC & ACR Section

DPC meetings of CBI Officers.
Submission of proposals to UPSC.
Holding of Departmental Competitive Examinations.
Recruitment Rules - matters relating to review.
Custody / maintenance of ACR folders and follow-up action on appeals
against adverse remarks in respect of all NGO ranks in Ministerial,
Executive and Technical cadre of CBI and Departmental Canteen
staff.
Hindi Section
Translation from English to Hindi and vice-versa.
Implementation of official language programmes.
Imparting training in Hindi.
Inspection of Branches of CBI regarding progressive use of Hindi.
Organisation of Hindi Workshop.
Organisation of OLIC meeting.
DIG(Admn.)

The Dy.I.G.(Admn) is responsible for the overall Budget & logistics of

the organisation through the AO(A) and SP(Hqrs) whose allocation of duties
and responsibilites are given below :(I)

Supdt of Police (Hqrs.)

1.

Admn.-1

i.

Office accommodation - Acquisition, possession, maintenance, hiring

and construction etc.
Residential accommodation - Acquisition, possession, maintenance,
hiring and construction etc.

ii.

Page 336 of 336

iii.
iv.
v.
vi.
vii.
viii.
ix.
x.

Supervision, caretaking etc., of HO building viz., sanitation, hygiene,

beautification and other civic amenities.
Telephones - all matters.
Preparation of plan and its implementation.
Identity Cards - MHA, CBI, Defence, BOCAS etc.
CBI Canteen matters.
Condemnation, purchase and distribution of all CBI vehicles.
Benevolent fund and welfare matters.
Uniforms and liveries to Group D staff - purchase and supply in
respect of HO staff.

2.

Control Room

3.

Motor Transport Cell

i.
Maintenance and upkeep of Government vehicles available on the
srength of CBI, HO and also their records. To provide Government vehicles
to all senior officers of CBI, HO at the time of their requirements. Also to
arrange transport facilities for officers attending various Conference /
Meetings organised by CBI.
4.
i.
ii.

R & I Cell
Centralised receipts and despatch section for the entire CBI Branches.
Despatch section for the entire Admn Division.

5.

Deptt. Canteen

6.

Duty Officer, Pragati Vihar Hostel and Vasant Vihar Hostel.

7.

EPBAX, CBI, HO.

(II)

Admn. Officer(A)

1.

Admn.II

i.
ii.
iii.
iv.
v.
vi.

Drawing and Disbursing Unit for CBI Hqrs., and all related functions.
Annual and Plan Budget matters for the Department as a whole.
Audit paras and their settlements.
Payments of bills in respect of Air Vouchers, Railway Warrants.
Delegation of Adminisrative and Financial powers.
Declaration of DDOs, Head of Office, Controlling Officers in respect of
CBI Branches.
Appropriation and Re-appropriation of funds.

vii.

Page 337 of 337

viii.
ix.
x.

Maintenance of GPF Account of Group D employees of CBI,

All work relating to issue of Air Vouchers for air journeys performed
by CBI
Matters relating to Foreign visits of CBI officers for investigation and
to attend Training, Seminar & Conferences etc.

2.

Admn.III

i.

Stationary and furniture / indenting / purchase and supply including

printing /supply of establishment and crime forms.
Purchase, supply and maintenance of all types of manual / electronic
machines FAX, Computers, Printers etc.
Purchase and condemnation of stores purchase under HO sanction.
Publishing and printing.
Matters relating to all advances (GPF, HBA, Motor Car Advance, Cycle
Advance, Festival Advance, Computer Advance etc.)
Medical Reimbursement.
Matters relating to all claims (Conveyance allowance under SR-25,
Children Education Allowance, Tuition Fee claims etc.)

ii.
iii.
iv.
v.
vi.
vii.

3.

Library
Maintenance of all Books, Newspapers, Magazines.

Page 338 of 338

APPENDIX-III
RECRUITMENT RULES

1.

Introduction

Rules are framed by the President of India in exercise of the powers

conferred by the provision of Article 309 of the Constitution to regulate the
method of recruitment/appointment to different posts in CBI. Various
methods of recruitment are direct recruitment, deputation, promotion by
seniority or through Limited Departmental Competitive Examination.
Recruitment Rules for most of the posts of CBI have been framed and
notified. The rest of the Rules are under the process of revision or pending
notification. No relaxation in the provisions of the rules are possible except
with the prior approval of the Cabinet Secretariat which is the rule making
authority.
2.

Modes of Recruitment

2.1

Executive Ranks :

(i)
The Director, Special Directors and Addl. Director are recruited
exclusively by deputation of the officers of Indian Police Services, who have
been approved for appointment as Director General of Police/and Additional
Director General of Police under the Government of India respectively.
Recommendations for appointments are made by a CBI Selection Board
headed by Central Vigilance Commissioner and Home Secretary, Secretary
(Co-ordn & PG), Cabinet Secretariat as Members. The views of the
incumbent Director are considered by the Board for making the best choice.
Final selection to these posts of CBI is made by the Appointment Committee
of the Cabinet from the panel recommended by the aforesaid CBI Selection
Board. The Director, CBI shall have a minimum tenure of 2 years regardless
of the date of his superannuation.
(ii)
Eighty percent posts of the Joint Directors are filled up by deputation
from the officers of Indian Police Service who have been approved for
appointment as Inspector General of Police under the Government of India.
The rest twenty percent posts of Joint Directors are filled up by the
departmental cadre officers who have completed 5 years regular service as
DIG.
(iii)
Seventy five percent posts of DIG are filled up on deputation of the
officers of Indian Police Service empaneled for holding DIsG level post at the

Page 339 of 339

Centre or officers of Indian Revenue Service (Income Tax Service, Indian

Custom and Central Excise), holding analogous posts on regular basis. The
rest twenty five percent posts of DIsG are filled up from the departmental
cadre officers who have completed 4 years regular service as Sr.Ss.P., failing
which Sr.Ss.P. with combined regular service of 8 years in the grade of
Sr.S.P. and SP.
(iii)
The posts of Sr.Ss.P. are filled up from the departmental cadre SsP
with 4 years of regular service in the grade.
(iv)
Sixty percent posts of SsP are filled on deputation of the officers of
Indian Police Service/All India Services/IAAS/IRS/IC&CE and Central Police
Organizations holding analogous post on regular basis. Ten percent of the
deputation posts are exclusively meant for officers belonging to services
other than IPS such as AIS, IA&AS/IRS(IT), IC&CES and CPOs (the penal of
the deputation posts, out of the deputation quota are to be filled up from the
officers other than Indian Police Services). The rest forty percent posts of SsP
are filled up from amongst the departmental cadre officers who have
completed 6 years regular service in the rank of ASP failing which of the
rank of ASP with combined regular service of 12 years in the grades of ASP &
DSP.
(v)
Eighty percent posts of ASP are
departmental DSsP having 6 year regular
twenty percent posts are filled up on
Absorption will not exceed ten percent of the

filled by promotion of the

service in the grade, the rest
deputation/absorption basis.
deputation posts.

(vi)
Forty percent posts of Dy.S.P. are filled up by promotion of the
departmental Inspectors, who have 8 years regular service in the grade. Fifty
percent posts are filled on deputation/absorption basis of the officers of
Centre/State Police Organisations holding analogous posts subjected to the
condition that absorption will not exceed fifteen percent of the deputation
posts. The rest ten percent posts are filled by Direct Recruitment.
(vii)
Fifty percent posts of Inspectors are filled up by promotion of the SubInspectors in the CBI with 5 years regular service in the grade. Remaining
fifty percent posts are filled up on deputation/transfer basis of the officers of
Centre/State Police Organisations holding analogous posts.
(viii) Fifty percent posts of Sub-Inspectors are filled by direct recruitment
through Staff Selection Commission. Twenty five percent posts are filled up
by the departmental ASIs with five years regular service in the grade by
promotion on seniority-cum-fitness basis. The remaining twenty five percent
posts are filled up through Limited Departmental Competitive Examination.

Page 340 of 340

(ix)
Fifty percent posts of ASIs are filled up by promotion of departmental
Head Constables of CBI with a minimum of 5 years regular service in that
grade. Twenty five percent posts are filled up through Limited Departmental
Competitive Examination and remaining twenty five percent by
deputation/absorption.
(x)
Forty percent posts of Head Constables are filled up by promotion by
seniority-cum-fitness basis of the Constables with at least 5 years regular
service the grade in CBI. Forty percent posts are filled up through Limited
Departmental Competitive Examination. Remaining twenty percent are filled
up by deputation/absorption.
(xi)
Forty percent posts of Constables are filled up by direct recruitment.
Remaining sixty percent posts are filled up by deputation/absorption.
2.2

Law Officers

(i)
The posts of Additional Legal Advisor/Deputy Legal Advisor are filled
up either by promotion from amongst Dy. Legal Advisors/Sr. Public
Prosecutors of CBI with 5 years regular service in the grade or by deputation
from amongst the officers of Central/State Governments holding analogous
post. Failing both of the above methods, ALA/DLA can also be appointed by
direct recruitment through UPSC.
(ii)
Fifty percent posts of Sr. Public Prosecutors are filled up by promotion
from amongst the Public Prosecutors of CBI with five years regular service in
the grade, failing which the posts are filled by deputation. Twenty five
percent posts are filled up by direct recruitment through UPSC and
remaining twenty five percent posts by deputation or absorption from
amongst the officers of Cenral/State Governments holding analogous post.
(iii)
Fifty five percent posts of Public Prosecutors are filled up by direct
recruitment through UPSC. Twenty percent posts are filled up by promotion
from amongst the Assistant Public Prosecutors of CBI with five years regular
service in the grade, failing which the posts are filled by deputation. The
remaining twenty five percent posts by deputation or absorption from
amongst the officers of Central/State Governments holding analogous post.
(iv)
The post of Assistant Public Prosecutor is filled up by direct
recruitment through UPSC.
2.3

Ministerial Cadre

(i)
The post of Office Superintendent in CBI is filled up either by
promotion of the officers of CBI with a cumulative service of 8 years in the
posts of Crime Assistant and Head Clerk-cum-Accountant in the

Page 341 of 341

organisation (of which at least 3 years of service should be in the post of

Crime Assistant) or on deputation of the officers holding analogous posts in
Centre/State Police Organisations.
(ii)
The posts of Sr. Private Secretary/Private Secretary in CBI are filled
up either by promotion from amongst the officers in the rank of Private
Secretary/Personal Assistant of CBI with a total period of 2/7 years of
service respectively in the organization on deputation of the officers holding
analogous posts in Centre/State Police Organizations.
(iii)
The post of Personal Assistant in CBI is filled up either by promotion
from amongst the officers in the rank of Sr. Clerk Steno of CBI with a total
period of 3 years of service in the organization or on deputation of the
officers holding analogous posts in Centre/State Police Organizations.
(iv)
Seventy five percent posts of Sr. Clerk Steno are filled up directly
through Staff Selection Commission and the remaining twenty five percent
posts are filled up by deputation failing which by direct recruitment.
(v)
The posts of Crime Assistant in CBI are filled up by promotion of the
officers in the rank of Head Clerk-cum-Accountants in the CBI who have put
in 3 years regular service in the grade.
(vi)
Sixty percent posts of Head Clerk in CBI are filled up by promotion
through Limited Departmental Competitive Examination of the officials in
the rank of UDCs in the CBI who have put in 3 years regular service in the
grade. Remaining forty percent posts are filled up by promotion on the basis
of seniority-cum-fitness.
(vii)
Seventy five percent posts of UDC are filled up by promotion by
seniority-cum-fitness, failing which by deputation and the rest twenty five
percent posts are filled up by promotion through Limited Departmental
Competitive Examination from amongst the officials who have put in 5 years
of regular service in the rank of LDC.
(viii) Ninety percent of the posts of LDC are filled up through by direct
recruitment. Out of these, ten percent of the vacancies, are to be filled
through Limited Departmental Competitive Examination of the matriculate
Class-IV employees of CBI. The remaining ten percent posts are filled by
deputation, failing which by direct recruitment.
2.4

Group D Posts

(i)
The post of Daftry in CBI is filled up by promotion of the Peons with
three years minimum service rendered on regular basis after their

Page 342 of 342

appointment or by deputation form persons holding analogous posts in

Central Government Officers.
(ii)
Seventy five percent posts of Peon are filled up directly and twenty five
percent posts are filled up by deputation failing which by direct recruitment
of other Group D employees who have put in 5 years regular service and
posses at least elementary literacy.
(iii)
The recruitment in the grade of Safaiwalas in the CBI is made by
direct recruitment.
(iv)
The post of Sr. Gestetner Operator in CBI is filled up by promotion
from amongst Jr. Gestetner Operators with 3 years service in the grade and
having proficiency in handling of Gestetner Machines.
(v)
The post of Jr. Gestetner Operator is filled up by promotion from
amongst Daftaries of CBI who have put in minimum 3 years service as
Daftry and who possess proficiency in handling of Gestetner Machines.
2.5

Support Staff

(i)
The post of Lecturer is filled up by deputation from the officers of the
Central/State Government.
(ii)
The post of Principal System Analyst is filled up either by promotion
from amongst the Senior System Analysts of CBI with five years regular
service in the grade or by deputation from amongst the officers of
Central/State Government or Universities or recognised Research Institutes
of Public Sector Undertaking or
Semi-Government, Statutory or
Autonomous Organisations holding analogous posts on regular basis, failing
which by direct recruitment through UPSC.
(iii)
The post of Sr. System Analyst is filled up either by promotion from
amongst the Programmers of CBI with five years regular service in the grade
or by deputation from amongst the officers of Central/State Government or
Universities or recognised Research Institutes or Public Sector Undertakings
or Semi-Government, Statutory or Autonomous Organisations holding
analogous posts on regular basis, failing by promotion/deputation, the post
is filled up directly through UPSC.
(iv)
The post of Programmer is filled up either by promotion from amongst
the Assistant Programmers of CBI with five years regular service in the
grade or by deputation from amongst the officers of Central/State
Government or Universities or recognised Research Institutes or Public
Sector Undertakings or Semi-Government, Statutory or Autonomous

Page 343 of 343

Organisations holding analogous posts on regular basis. Failing by

promotion/deputation, the post is filled up directly through UPSC.
(v)

The post of Assistant Programmer is filled up by direct recruitment.

(vi)
The posts of Assistant Library & Information Officer/Senior Library &
Information Assistant are filled up either by promotion from departmental
officers with three years regular service or by deputation from amongst the
officers of Central Government holding analogous post.
(vii)
The post of Information Officer is filled up by deputation from
amongst the officers of Central Government holding analogous post, failing
which by direct recruitment through UPSC.
(viii) The post of Care-Taker in CBI is filled up on deputation from Central
Government Offices.
(ix)
The post of Dresser in CBI is filled up on deputation from Central
Government Offices.

Page 344 of 344

APPENDIX-IV
APPOINTMENT THROUGH STAFF SELECTION COMMISSION

1.

2.

The Government of India, in the Department of Personnel and

Administrative Reforms vide its Resolution No. 46/1(S)/74-Estt.(B)
dated the 4th November, 1975 constituted a Commission called as
Subordinate Services Commission which was subsequently
redesignated as Staff Selection Commission effective from the 26th
September, 1977 to make recruitment to various Class III (now Group
C) (non-technical) posts in various Ministries/Departments of the
Government of India and in subordinate Offices. The functions of the
Staff Selection Commission have been enlarged from time to time and
presently the Staff Selection Commission conducts recruitment to all
Group B posts in the pay scale the maximum of which is less than
Rs. 10,500/-.
Thus the Staff Selection Commission conducts
examination and/or interviews, whenever required for recruitment to
the posts within its purview. The examinations are conducted usually
for :(a)

the
posts
of
Lower
Division
Clerks
in
various
Ministries/Departments, attached and subordinate offices.

(b)

the posts of Grade C and Grade D Stenographers of Central

Secretariat Stenographers Service including attached and
subordinate offices.

(c)

the posts of Assistant in various Ministries/Departments

including attached and subordinate offices.

(d)

the posts of Inspectors of Central Excise, Inspectors of Income

Tax, Preventive Officers and Examiners in different Custom
Houses, Assistant Enforcement Officers in Directorate of
Enforcement, Grade - II of Delhi Administration Subordinate
Services.

(e)

the posts Sub-Inspectors in Delhi Police, Central Bureau of

Investigation and Central Police Organizations.

Besides, the Commission conducts periodical typewriting test

in English and Hindi.

Page 345 of 345

3.

On setting up of the Staff Selection Commission, it will not be

possible to make recruitment to these posts without consulting the
Staff Selection Commission and that also for filling up of vacancies of
an ad-hoc nature only.

4.

In CBI, there are posts of SIs, Senior Clerk Stenos and LDCs
and other Group B & C Posts (as mentioned in the Recruitment
Rules), to which it is now necessary to make recruitment through the
Staff Selection Commission. The exact number of vacancies in the
grade of SIs, LDCs and Sr.Clerk Stenos are to be notified to Staff
Selection Commission in advance, indicating the number of posts in
each category reserved for Scheduled Caste and Scheduled Tribes.
Recruitment examinations are held by the Staff Selection Commission
and on the basis of results, they nominate candidates for the posts of
SIs, in CBI (including SIs, Finger Print Bureau, Kolkatta) as well as
Sr.Clerk Stenos, and LDCs.

5.

While notifying the vacancies to the Commission, the following

points are required to be noted carefully :(a)

(b)

(c)
(d)

(e)
(f)

(g)

Requisitions and letters intimating the vacancies addressed to

the Commission should be signed invariably by the authorized
officer, namely, Head of Office.
Only permanent vacancies and vacancies likely to continue
indefinitely are to be taken into account. Short-term/leave
vacancies which are to be filled purely on ad hoc basis should
not be included.
Exact location of the vacancies, i.e. places where the nominated
candidates are to be posted, should be clearly specified.
Particular care should be taken to ensure that reservation
orders are correctly applied and break-up of vacancies reserved
for SC/ST, OBC, PH and Ex-Servicemen is properly indicated
in the requisition under the relevant column.
It should be ensured that correct number of vacancies are
intimated.
Attested copy of No Objection Certificate issued by the Central
(Surplus Staff) Cell, in respect of relevant post may also be
attached with the requisition.
It should be ensured that the official seal of requisitioning
officer is affixed below his signature.

Page 346 of 346

APPENDIX-V
THE DELHI SPECIAL POLICE ESTABLISHMENT (SUBORDINATE RANKS)
(DISCIPLINE AND APPEAL) RULES, 1961

(Govt. of India, Ministry of Home Affairs No. 15/18/59-AVD

dated, the 15th December, 1961)
NOTIFICATION
S.R.O......... In exercise of the powers conferred by the proviso to article 309
of the Constitution, the President hereby makes the following rules, namely:(THE DELHI SPECIAL POLICE ESTABLISHMENT (SUBORDINATE RANKS)
(DISCIPLINE AND APPEAL) RULES, 1961.
PART-1 (GENERAL)
1.

SHORT TITLE:

These rules may be called the Delhi Special Police Establishment

(Subordinate Ranks) (Discipline and Appeal) Rules, 1961.
2.

APPLICATION:

These rules shall apply to all subordinate Police Officers in the Delhi
Special Police Estt.
3.

DEFINITIONS:
In these rules, unless the context otherwise requires:-

(a)
'Appointing Authority' in relation to a subordinate Police Officer
means(i)
the authority empowered to make appointment to the
rank or post which the subordinate Police officer for the time
being holds, or
(ii)
the authority which appointed the subordinate Police
Officer to such rank or post, or
(iii)
where
the
subordinate
Police
Officer
having
substantively held any other permanent rank or post, has been
in continuous employment of Govt., the authority which

Page 347 of 347

appointed him to that rank or post, whichever authority is the

highest authority;
(b)

(e)

'Disciplinary Authority' in relation to the imposition of a penalty on a

subordinate Police Officer means the authority competent under these
rules to impose on him that penalty;
'Inspector General of Police' means the Inspector General of Police,
Delhi Special Police Establishment;
'Subordinate Police Officer' means a person who is appointed to any
work rank or post specified in the schedule and includes any such
person who is on foreign service or whose services are temporarily
placed at the disposal of any other department of the Central
Government or of a State Government or a Union Territory or a local
or other authority and also any person in the service of any other
department of the Central Government or of a State Govt. or a Union
Territory or a local or other authority whose services are temporarily
placed at the disposal of the Delhi Special police Establishment and
who is appointed to any rank or post specified in the Schedule; and
'Schedule' means the Schedule to these rules.

4.

APPOINTMENTS:

(c)
(d)

All appointments to the ranks or posts mentioned in column 1 of the

schedule shall be made by the authorities mentioned against each in column
2 thereof.
PART-II (SUSPENSION)
5.

SUSPENSION

(1)

A subordinate Police Officer may be placed under suspension by the

Appointing Authority or any authority to which it is subordinate or
any authority competent under these rules to impose on that officer
any of the penalties specified in rule-6 :
(a)
where a disciplinary proceeding against him is
contemplated or is pending, or
(b)
where a case against him in respect of any criminal
offence is under investigation or trial; Provided that where the
order of suspension is made by an authority lower than the
Appointing Authority such authority shall forthwith report to
the appointing authority the circumstances in which the order
was made.

(2)

A Subordinate Police Officer who is detained in custody, whether on a

criminal charge or otherwise, for a period exceeding forty-eight hours

Page 348 of 348

shall be deemed to have been suspended with effect from the date of
detention by an order of the Appointing Authority and shall remain
under suspension until further orders.
(3)

Where a penalty of dismissal, removal or compulsory retirement from

service imposed upon a Subordinate Police Officer under suspension
is set aside in appeal or on review under these rules and the case is
remitted for further enquiry or action or with any other directions, the
order of his suspension shall be deemed to have continued in force on
and from the date of the original order of dismissal, removal or
compulsory retirement and shall remain in force until further orders.

(4)

Where a penalty of dismissal, removal or compulsory retirement from

service imposed upon a Subordinate Police Officer is set aside or
declared or rendered void in consequence of or by a decision of a
Court of Law and the Disciplinary Authority, on a consideration of the
circumstances of the case, decides to hold a further inquiry against
him on the allegations on which the penalty of dismissal, removal or
compulsory retirement was originally imposed the Subordinate Police
Officer shall deemed to have been placed under suspension by the
Appointing Authority from the date of the original order of dismissal,
removal or compulsory retirement and shall continue to remain under
suspension until further orders.

(5)

An order of suspension made or deemed to have been made under

this rule may at any time be revoked by the authority which made or
is deemed to have made the order or by any authority to which that
authority is subordinate.
PART-III (DISCIPLINE)

6.

NATURE OF PENALTIES:

The following penalties may, for good and sufficient reasons and as
hereinafter provided, be imposed on any subordinate Police Officer namely:(i)
fatigue duty (in the case of Constables only);
(ii)
extra guard duty (in the case of Head Constables and
Constables only);
(iii)
black-mark;
(iv)
censure;
(v)
withholding of increments or promotion;
(vi)
recovery from pay of the whole, part of any pecuniary
loss caused to the Government by negligence or breach of
orders;

Page 349 of 349

(vii)
reduction to a lower rank or post, or to a lower time
scale; or to a lower stage in a time scale;
(viii) compulsory retirement;
(ix)
removal from service which shall not be a
disqualification for future employment;
(x)
dismissal from service which shall ordinarily be a
disqualification for future employment.
EXPLANATION:
The following shall not amount to a penalty within the meaning of this
rule:
(i)

withholding of increments of a Subordinate Police Officer for failure to

pass a departmental examination in accordance with the rules or
orders governing the rank or post or the terms of his appointment;
(ii)
stoppage of a Subordinate Police Officer at the efficiency bar in the
time-scale on the ground of his unfitness to cross the bar;
(iii)
non-promotion, whether in a substantive or officiating capacity, of a
Subordinate Police Officer after consideration of his case, to a rank or
post for promotion to which he is eligible;
(iv)
reversion to a lower rank or post of a Subordinate Police Officer
officiating in a higher rank or post on the ground that he is
considered, after trial, to be unsuitable for such higher rank or post
or on administrative ground unconnected with his conduct;
(v)
reversion to his permanent rank or post of a Subordinate Police
Officer appointed in probation to another rank or post during or at the
end of the period of probation in accordance with the terms of his
appointment or the rules and orders governing probation;
(vi)
replacement of the services of a Subordinate Police Officer at the
disposal of the authority which had lent his services;
(vii)
compulsory retirement of a Subordinate Police Officer in accordance
with the provisions relating to his superannuation or retirement;
(viii) termination of the services(a)
of a Subordinate Police Officer appointed on a probation,
during or at the end of the period of probation, in accordance
with the terms of his appointment or the rules and orders
governing probation; or
(b)
of a temporary Subordinate Police Officer in accordance
with rules 5 of the Central Civil Services (Temporary Services)
Rules, 1949;
(c) of a Subordinate Police Officer employed under an
agreement, in accordance with the terms of such
agreement.

Page 350 of 350

7.

DISCIPLINARY AUTHORITIES:

(1)

The Inspector General of Police may impose any of the penalties

specified in rule 6 on any subordinate police officer.

(2)

Without prejudice to the provisions of sub-rule(1), but subject to the

provisions of sub-rule(3), any of the penalties specified in rule 6 may
be imposed on a subordinate Police Officer by the appointing
authority or the authority specified in the Schedule in this behalf.

(3)

Notwithstanding anything contained in this rule, no penalty specified

in clauses (vii) to (x) of rule 6 shall be imposed by an authority
subordinate to the Appointing Authority on any subordinate Police
Officer.

8.

PROCEDURE FOR IMPOSING MAJOR PENALTIES

(1)

Without prejudice to the provisions of the public servants (Inquiries)

Act, 1850, (37 of 1850), no order imposing on a subordinate Police
Officer any of the penalties specified in clauses (vii) to (x) of rule 6
shall be passed except after an inquiry, held as far as may be, in the
manner hereinafter provided.

(2)

The Disciplinary Authority shall frame definite charges on the basis of

the allegations on which the inquiry is proposed to be held. Such
charges, together with a statement of the allegations on which they
are based, shall be communicated in writing to the Subordinate Police
Officer and he shall be required to submit, within such time as may
be specified by the Disciplinary Authority;
(a)
to such Authority, or,
(b)
where a Board of Inquiry or Inquiring Officer has been
appointed under sub-rule(3), to that Board of officer a written
statement of his defence and also to state whether he desires to
be heard in person.

EXPLANATION:
In this sub-rule and in sub-rule(4) the expression "the Disciplinary
Authority" shall include the authority competent under these rules to impose
upon such Subordinate Police Officer any of the penalties specified in
clauses (iii) to (vi) of rule 6.
(3)
The Disciplinary Authority may inquire into the charges itself or, if it
considers it necessary so to do, it may either at the time of communicating

Page 351 of 351

the charges to the Subordinate Police Officer under sub-rule(2), at any time
there-after, appoint a Board of Inquiry or Inquiring Officer for the purpose.
(4)
The Subordinate Police Officer shall for the purpose of preparing his
defence, be permitted to inspect and take extracts from such official records
as he may specify, provided that such permission may be refused if, for
reasons to be recorded in writing, in the opinion of the Disciplinary Authority
such records are not relevant for the purpose or it is against the public
interest to allow him access thereto.
(5)
On receipt of the written statement of defence, or if no such statement
is received within the time specified, the authority inquiring into the charges
under sub-rule(3) hereinafter referred to as the inquiring authority may
inquire into such of the charges as are not admitted.
(6)
The inquiring authority shall, in the course of the inquiry, consider
such documentary evidence and take such oral evidence as may be relevant
or material in regard to the charges. The Subordinate Police Officer shall be
entitled to cross-examine witnesses examined in support of the charges and
to give evidence in person and to examine witnesses in his defence. If the
Inquiring Authority declines to examine any witness on the ground that his
evidence is not relevant or material, it shall record the reasons in writing.
(7)
At the conclusion of the inquiry, the Inquiry Authority shall prepare a
report of the inquiry, recording its findings on each of the charges together
with reasons thereof, if in the opinion of such Authority the proceedings of
the inquiry establish charges different from those originally framed, it may
record findings on such charges provided that findings on such charges
shall not be recorded unless the Subordinate Police Officer has admitted the
facts constituting them or has had an opportunity of defending himself
against them.
(8)

The record of the inquiry shall include:(i)

the charges framed against the Subordinate Police
Officer and the statement of allegations communicated to him
under sub-rule(2);
(ii)
his written statement of defence if any;
(iii)
the oral evidence taken in the course of the inquiry;
(iv)
the documentary evidence considered in the course of
the inquiry;
(v)
the orders, if any, made by the Disciplinary Authority
and the Inquiring Authority in regard to the inquiry; and
(vi)
a report setting out the finding on each charge and the
reasons thereof.

Page 352 of 352

(9)

The Disciplinary Authority shall, if it is not the Inquiring Authority

consider the record of the inquiry and record its findings on each
charge.

(10)

(i)
If the Disciplinary Authority, having regard to its findings on
the charges, is of the opinion that any of the penalties specified in
clauses (vii) to (x) of rule 6 should be imposed, it shall
(a)
furnish to the Subordinate Police Officer a copy of the
report of the Inquiring Authority and, where the Disciplinary
Authority is not the Inquiring Authority, a statement of its
findings together with brief reasons for disagreement if any,
with the findings of the Inquiring Authority; and
(b)
give him a notice stating the action proposed to be taken
in regard to him and calling upon him to submit within a
specified time such representation as he may wish to make
against the proposed action.
(ii)
The Disciplinary Authority shall consider the representation, if
any, made by the Subordinate Police Officer in response to the notice
under clause (i) and determine what penalty, if any, should be
imposed on the Subordinate Police Officer and pass appropriate
orders on the case.

(11)

If the Disciplinary Authority having regard to its findings, is of the

opinion that any of the penalties specified in clause (iii) to (vi) of rule 6
should be imposed, it shall pass appropriate orders in the case.

(12)

Orders passed by the Disciplinary Authority shall be communicated to

the Subordinate Police Officer who shall also be supplied with a copy
of the report of the Inquiring Authority and, where the Disciplinary
Authority is not the Inquiring Authority, a statement of its findings
together with brief reasons for disagreement, if any, with the findings
of the Inquiring Authority, unless they have already been supplied to
him.

9.

PROCEDURE FOR IMPOSING MINOR PENALTIES

(1)

In every case where it is proposed to impose on a Subordinate Police

Officer any of the penalties mentioned in clause (i) and (ii) of rule 6, he
shall be given an opportunity of explaining orally his conduct against
the action proposed to be taken in regard to him. This explanation
and the orders passed will be briefly recorded by the officer imposing
the penalty or penalties in a register maintained for this purpose.

Page 353 of 353

(2)

No order imposing any of the penalties specified in clauses (iii) to (vi)

of rule 6 shall be passed except after(a)
the Subordinate Police Officer is informed in writing of
the proposal to take action against him and of the allegations
on which it is proposed to be taken and given an opportunity to
make any representation he may wish to make; and
(b)
such representation, if any is taken into consideration
by the Disciplinary Authority.

(3)

The record of proceedings in cases under sub-rule (2) shall include(i)

a copy of the intimation of the Subordinate Police Officer
of the proposal to take action against him;
(ii)
a copy of the statement of allegations communicated to
him;
(iii)
his representation, if any and
(iv)
the orders on the case together with the reasons
therefor.

(4)

Order passed by the Disciplinary Authority shall be communicated to

the Subordinate Police Officer.

10.

JOINT ENQUIRY

(1)

Where two or more Subordinate Police Officers are concerned in any

case, the President or the Inspector General of Police or any other
authority competent to impose the penalty of dismissal from service
on all such Subordinate Police Officers may make an order directing
that disciplinary action against all of them may be taken in a common
proceeding.

(2)

Subject to the provision of sub-rule(3) of rule 7, any such order shall

specify-

(iii)

(i)
the authority which may function as the Disciplinary
Authority for the purpose of such common proceedings;
(ii)
the penalties specified in rule 6 which such Disciplinary
Authority shall be competent to impose; and
whether the procedure prescribed in rule 8 or rule 9 may be
followed in the proceeding.

Page 354 of 354

11.

SPECIAL PROCEDURE IN CERTAIN CASES:

Notwithstanding anything contained in rules 8, 9 and 10-

(1)

where a penalty is imposed on a Subordinate Police Officer on the

ground of conduct which has led to his conviction on a criminal
charge; or

(2)

where the Disciplinary Authority is satisfied for reasons to be

recorded in writing that it is not reasonably practicable to follow the
procedure prescribed in these rules or

(3)

where the President is satisfied that in the interest of the security of

the State it is not expedient to follow such procedure, the Disciplinary
Authority may consider the circumstances of the case and pass such
orders thereon as it deems fit.

12.

PROVISION REGARDING OFFICERS LENT TO STATE GOVT. ETC.

(1)

Where the services of a Subordinate Police Officer are lent to any

other Department of the Central Government or to a State
Government or Union Territory or to a local or other authority
(hereinafter in this rule referred to as "the borrowing authority") the
borrowing authority shall have the powers of the Appointing Authority
for the purpose of placing him under suspension and of the
Disciplinary Authority for the purpose of taking disciplinary
proceedings against him;
Provided that the borrowing authority shall forthwith inform
the authority which lent his services (hereinafter in this rule referred
to as "the lending authority") of the circumstances leading to the order
of his suspension or the commencement of the disciplinary proceeding
as the case may be, except in respect of proceedings under rule 9.

(2)

In the light of the findings in the disciplinary proceedings taken

against the Subordinate Police Officer,
(i)
if the borrowing authority is of the opinion that any of
the penalties specified in clauses (i) to (vi) of rule 6 should be
imposed on him, it may pass such order on the case as it
deems necessary;
(ii)
if the borrowing authority is of the opinion that any of
the penalties specified in clauses (vii) to (x) of rule 6 should be
imposed on him, it shall replace his services at the disposal of

Page 355 of 355

the lending authority and transmit to it the proceedings of the

inquiry and thereupon the lending authority may, if it is the
Disciplinary Authority, pass such orders therein as it deems
necessary, or if it is not the Disciplinary Authority submit the
case to the Disciplinary Authority which shall pass such orders
on the case as it deems necessary;
Provided that in passing any such order the Disciplinary Authority
shall comply with the provisions of sub-rules (10) & (11) of rule 8.
EXPLANATION:
The Disciplinary Authority may make an order under this clause on
the record of the inquiry transmitted by the borrowing authority, or after
holding such further inquiry as it may deem necessary.
13.

PROVISION REGARDING OFFICERS BORROWED FROM STATE

GOVT. ETC.

(1)

Where an order of suspension is made or a disciplinary proceeding is

taken against a Subordinate Police Officer whose services have been
borrowed from a State Government, a Union Territory, a local or other
authority, the authority lending his services (hereinafter in this rule
referred to as "the lending authority") shall forthwith be informed of
the circumstances leading to the order of his suspension or the
commencement of the disciplinary proceedings, as the case may be.

(2)

In the light of the findings in the disciplinary proceedings taken

against the Subordinate Police Officer(i)
if the Disciplinary Authority is of the opinion that any of
the penalties specified in clause (i) to (vi) of rule 6 should be
imposed on him it may pass such orders on the case as it
deems necessary;
(ii)
if the disciplinary authority is of the opinion that any of
the penalties specified in clauses (vii) to (x) of rule 6 should be
imposed on him, it shall replace his services at the disposal of
the lending authority and transmit to it the proceedings of the
inquiry for such action as it deems necessary;
(iii)
notwithstanding anything contained in clause (ii) of subrule (2) when the Disciplinary Authority is of opinion that a
Subordinate Police Officer whose services have been borrowed
from a State Govt. or a Union Territory is guilty of misconduct
so as to warrant the imposition of any of the penalties specified
in clauses (vii) to (x) of rule 6 it may at its discretion revert
such Subordinate Police Officer to the lending authority

Page 356 of 356

without holding an inquiry at all and report the details of the

case to the lending authority for such action as it deems
necessary.
PART-IV- APPEALS
14.

APPEALS AGAINST ORDERS OF SUSPENSION

A Subordinate Police Officer may appeal against an order of

suspension to the authority to which the authority which made or is deemed
to have made the order is immediately subordinate.
15.

APPEALS AGAINST ORDERS IMPOSING PENALTIES

(1)

A Subordinate Police Officer may appeal against an order of the

Inspector General of Police imposing upon him any of the penalties
specified in clauses (iii) to (x) of rule 6 to the Secretary to the
Government of India, Ministry of Home Affairs.

(2)

Subject to the provisions contained in sub-rule (1), a Subordinate

Police Officer may appeal against an order imposing upon him any of
the penalties specified in clauses (iii) to (x) of rule 6 to the authority
specified in this behalf in the Schedule.

(3)

No appeal shall lie against an order imposing any of the penalties

specified in clauses (i) and (ii) of rule 6.

EXPLANATION
In this rule the expression 'Subordinate Police Officers' includes a
person who has ceased to hold any rank or post mentioned in the Schedule.
16.

APPEAL AGAINST OTHER ORDERS

(I)

A Subordinate Police Officer may appeal against an order which(a)

denies or varies to his disadvantage his pay, allowances,
pension or other conditions of service as regulated by any rules
or by agreement, or
(b)
interprets to his disadvantage the provisions of any such
rule or agreement, to the President, if the order is passed by
the authority which made the rules or agreement, as the case
may be or by any authority to which such authority is
subordinate, and to the authority which make such rules or
agreement, if the order is passed by any other authority.

Page 357 of 357

(2)

An appeal against an order(a)

stopping a Subordinate Police Officer at the efficiency
bar in the time-scale on the ground of his unfitness to cross
the bar;
(b)
reverting to a lower rank or post, a Subordinate Police
Officer officiating in a higher rank or post, otherwise, than as a
penalty;
(c)
reducing or withholding the pension or denying the
maximum pension admissible under the rules; and
(e)
determining the pay and allowances for the period
of suspension to be paid to a Subordinate Police
Officer on his reinstatement or determining
whether or not such period shall be treated as a
period spent on duty for any purpose, shall lie to
the authority to whom the authority passing such
order is immediately subordinate.

EXPLANATION:
In this rule:(i)
the expression, 'Subordinate Police Officer' includes a person who has
ceased to hold a rank or post mentioned in the schedule;
(ii)

the expression 'pension' includes additional pension, gratuity and any

other retirement benefit.

17.

PERIOD OF LIMITATION FOR APPEALS

No appeal under this part shall be entertained unless it is submitted

within a period of three months from the date on which the appellant
receives a copy of the order appealed against:
Provided that the appellate authority may entertain the appeal after
the expiry of the said period, if it is satisfied that the appellant had sufficient
cause for not submitting the appeal in time.
18.

FORM AND CONTENTS OF APPEAL

(1)

Every person submitting an appeal shall do so separately and in his

own name.

(2)

The appeal shall be addressed to the authority to whom the appeal

lies, shall contain all material statements and arguments on which

Page 358 of 358

the appellant relies; shall not contain any disrespectful or improper

language, and shall be complete in itself.
19.

SUBMISSION OF APPEALS

Every appeal shall be submitted to the authority which made the

order appealed against:
Provided that if such authority is not the head of the office in which
the appellant may be serving, or if he is not in service, the head of the office
in which he was last serving, or is not subordinate to the head of such office,
the appeal shall be submitted to the head of such office who shall forward it
forthwith to the said authority;
Provided further that copy of the appeal may be submitted direct to
the appellate authority.
20.

WITHHOLDING OF APPEALS

(1)

The authority which made the order appealed against may withhold
the appeal if (i)
it is an appeal against an order from which no appeal
lies; or
(ii)
it does not comply with any of the provision of rule 18;
or
(iii)
it is not submitted within the period specified in rule 17
and no cause is shown for the delay; or
(iv)
it is a repetition of an appeal already decided and no
new facts or circumstances are adduced:
Provided that an appeal withheld on the ground only that it
does not comply with the provisions of rule 18 shall be returned to the
appellant and , if re-submitted within one month thereof after
compliance with the said provisions, shall not be withheld.

(2)

Where an appeal is withheld, the appellant shall be informed of the

fact and the reasons whereof.
(3) At the commencement of each quarter a list of the appeals withheld
by any authority during the previous quarter, together with the
reasons for withholding them, shall be furnished by that authority to
the appellate authority.

Page 359 of 359

EXPLANATION:
"Quarter" means a period of three months commencing on the first of
January, the first of April, the first of July and the first of October of each
year.
21.

TRANSMISSION OF APPEALS:

(1)

The authority which made the order appealed against shall, without
any avoidable delay, transmit to the appellate authority every appeal
which is not withheld under rule 20, together with its comments
thereon and the relevant records.

(2)

The authority to which the appeal lies may direct transmission to it of

any appeal withheld under rule 20 and thereupon such appeal shall
be transmitted to that authority together with the comments of the
authority withholding the appeal and the relevant records.

22.

CONSIDERATION OF APPEALS:

(1)

In the case of an appeal against an order of suspension, the appellate

authority shall consider whether in the light of the provisions of rule 5
and having regard to the circumstances of the case the order of
suspension is justified or not and confirm or revoke the order
accordingly.

(2)

In the case of an appeal against an order imposing any of the

penalties specified in rule 6, except those specified in clauses (i) and
(ii) the appellate authority shall consider(a)
whether the procedure prescribed in these rules has
been complied with and if not, whether such non-compliance
has resulted in violation of any provisions of the constitution or
in failure of justice;
(b)
whether the findings are justified; and
(c)
whether the penalty imposed is excessive, adequate or
inadequate; and pass orders-

(ii)

(i)
Setting aside, reducing, confirming or enhancing
the penalty; or
remitting the case to the authority which imposed the penalty
or to any other authority with such direction as it may deem fit
in the circumstances of the case;

Page 360 of 360

PROVIDED THAT(i) the appellate authority shall not impose any enhanced penalty
which neither such authority nor the authority which made the
order appealed against is competent in the case to impose;
(ii) no order imposing an enhanced penalty shall be passed unless
the appellant is given an opportunity of making any representation
which he may wish to make against such enhanced penalty; and
(iii) if the enhanced penalty which the appellate authority proposes
to impose is one of the penalties specified in clauses (vii) to (x) of
rule 6 and an inquiry under rule 8 has not already been held in
the case, the appellate authority shall, subject to the provisions of
rule 11, itself hold such inquiry or direct that such inquiry be held
and thereafter on consideration of the proceedings of such inquiry,
and after giving the appellant an opportunity of making any
representation which he may wish to make against such penalty,
pass such orders as it may deem fit.
(3)

In the case of an appeal against any order specified in the rule 16, the
appellate authority shall consider all the circumstances of the case
and pass such orders as it deems just and equitable.

23.

IMPLEMENTATION OF ORDERS IN APPEAL:

The authority which made the ordes appealed against shall give effect
to the orders passed by the appellate authority.
24.

FORWARDING OF APPEAL TO HIGHER AUTHORITY IN CERTAIN

CASES.

Notwithstanding anything contained in this part, where the person

who made the order appealed against becomes by virtue of his subsequent
appointment or otherwise, the appellate authority in respect of the appeal
against such order, such person shall forward the appeal to the authority to
which he is immediately subordinate and such authority shall, in relation to
the appeal, be deemed to be the appellate authority for the purposes of these
rules.
PART-V- REVIEW
25.

REVIEW BY THE INSPECTOR GENERAL OF POLICE, DELHI SPECIAL

POLICE ESTABLISHMENT

Page 361 of 361

The Inspector General of Police, if he is not the authority to which an

appeal against an order imposing any of the penalties specified in rule 6 lies,
may, of his own notion or otherwise, call for the records of the case in a
disciplinary proceeding, review any order passed in such a case and
(a)
(b)
(c)

(d)

confirm, modify or set aside the order;

impose any penalty or set aside, reduce confirm, or enhance the
penalty imposed by the order;
remit the case to the authority which made the order of to any other
authority directing such further action or enquiry as he considers
proper in the circumstances of the case; or
pass such other order as he deems fit.

PROVIDED THAT(i)

an order enhancing the penalty shall not be passed unless the person
concerned has been given an opportunity of making any
representation which he may wish to make against such enhanced
penalty;

(ii)

if the Inspector General of Police proposes to impose any of the

penalties specified in clauses (vii) to (x) of rule 6 in a case where an
inquiry under rule 8 has not been held, he shall, subject to the
provisions of rule 11, direct that such inquiry be held and thereafter
on consideration of the proceedings of such inquiry and after giving
the person concerned an opportunity of making any representation
against such penalty, pass such order as he may deem fit; and

(iii)

no action under this rule shall be initiated by the Inspector General of

Police, more than two years after the date of the order to be reviewed.

26.

REVIEW BY APPELLATE AUTHORITY:

The authority to which an appeal against an order imposing any of

the penalties specified in rule 6 lies, may of its own notion or otherwise and
if no appeal has been preferred, call for the records of the case in a
disciplinary proceeding, review any order passed in such a case, and pass
such orders as it deems fit, as if the Subordinate Police Officer had preferred
an appeal against such order;
PROVIDED THATno action under this rule shall be initiated more than six months after
the date of the order to be reviewed.

Page 362 of 362

PART-VI- MISCELLANEOUS
27.

THE CENTRAL CIVIL SERVICES (CLASSIFICATION, CONTROL AND

APPEAL) RULES.
NOT TO APPLY TO SUBORDINATE POLICE
OFFICERS.

(1)

The Central Civil Services (Classification, Control and Appeal) Rules

and any notifications issued and orders made thereunder shall cease
to apply to all subordinate police officers.
PROVIDED THAT-

(a)

such cessation shall not affect the previous operation of the said
rules, notification and orders or anything done or any action taken
thereunder;

(b)

any proceeding under the said rules, notifications or orders pending

at the commencement of these rules shall be continued and dispose of
as far as may be, in accordance with the provisions of these rules;

(2)

nothing in these rules shall operate to deprive any Subordinate Police

Officer of any right of appeal which had accrued to him under the
Central Civil Services (Classification, Control and Appeal) Rules,
1957, or any notifications or orders issued thereunder in respect of
any order passed before the commencement of these rules.

(3)

An appeal pending at or preferred after the commencement of these

rules against an order made before such commencement shall be
considered and orders thereon shall be passed in accordance with
these rules.

28.

SPECIAL PROVISION BY AGREEMENT:

Where it is considered necessary to make special provisions in respect

of a Subordinate Police Officer, inconsistent with any of these rules, the
authority making the appointment may, with the previous approval of the
President and by agreement with such Subordinate Police Officer, make
such special provisions and thereupon these rules shall not apply to such
Subordinate Police Officer, to the extent to which the special provision so
made are inconsistent therewith.
29.

REMOVAL OF DOUBTS:-

Page 363 of 363

Where a doubt arises as to the interpretation or application of any of

the provisions of these rules, the matter shall be referred to the President
whose decision thereon shall be final.

Sd- TCA Ramanujachari

Dy. Secy. to the Govt. of India.
No. 15/18/59-AVD
1.
2.

Dated: November, 1961.

Copy to Inspr. Genl. of Police, SPE, New Delhi.

Ministry of Law (Department of Legal Affairs) for information.

Page 364 of 364

SCHEDULE
Description
of rank or
post
1

Appointing
authority
2

Appellate
Authority

Authority empowered to impose penalties and penalty

which it may impose
Authority
3

Penalties
4
5
i) Fatigue duty in the case of Constables only
ii) Extra guard duty (in the case of Head Constables
and Constables only)
iii) Black Mark
iv) Censure
v) Withholding of increments or promotion
vi) Recovery from pay of the whole or part of any
pecuniary loss caused to the Government by
negligence or breach of orders
vii) Reduction to a lower rank or post or to a lower
time scale or to a lower state in a time scale
viii) Compulsory retirement
ix) Removal from service which shall not be a
disqualification for future employment
x) Dismissal from service which shall ordinarily be a
disqualification for future employment.

(iv) to (vii)

(i) Dy. Inspr. Genl.

of Police

Delhi Special Police Establishment

(sub-ordinte ranks)
1. Inspectors
including
Technical
Inspectors,
Assistant Public
Prosecutors GradeI

Dy. Inspr. Genl. of

Police

2. Sub-Insprs.
including
Technical SubInspectors, Asstt.
Public Prosecutors
Grade-II and Asstt.
Sub-Inspectors

Dy. Inspr. Genl. of

Police

3. Head
Constables

Supdt. of
Police/Asstt. Inspr.
Genl. of Police

i) Supdt.of
Police/Assistant Inspr.
Genl. of Police
ii) Dy. Inspr. Genl. of
Police

All

(ii) Inspector
General of Police

i) Supdt. of Police/Asstt.
Inspector General of
Police

(iv) to (vii)

(i) Dy. Inspr. Genl.

of Police

All

(ii) Inspector
General of Police

i) Dy. Supdt. of Police

(ii)

(i) No appeal
allowed.

ii) Supdt. of Police/AIG

All

ii)Dy. Inspr. Genl. of

Police

(ii) Dy. Inspr.

Genl. of Police
4. Constables

SP/AIG

i) Dy. Supdt. of Police

(i) & (ii)

ii) Supdt. of Police/AIG

All

(i) No appeal
allowed
(ii) Dy. Inspr.
Genl. of Police

Note :
(i)
In respect of Sub-ordinate Police Officers of the ranks of HCs and FCs attached to
Headquarters of the Delhi Special Police Establishment, the Asstt. Director(P) will exercise the powers of
the Supdt. of Police as noted above. SP(Hqrs.) in CBI, Head Office will now exercise the powers in place of
AD(P).
(ii)
In particular cases in which the Inspr. Genl. of Police was actually the appointing
authority, the punishments at items vii to x will be awarded by him.

Page 365 of 365

GOI, DP&AR No. 202/44/71-AVD.II dated 30.10.1973

ORDER
S.O............. In exercise of the powers conferred by sub-rule(2) of rule 9,
clause (b) of sub-rule (2) of rule 12 and sub-rule (1) of rule 24 of the Central
Civil Services (Classification, Control and Appeal) Rules, 1965 and in
supersession of the existing orders on the subject, the President hereby
directs that:(i)
in respect of the posts in the General Central Services, Class II,
specified in column 1 of the Part I of the Schedule to this Order, the
authority specified in column 2, shall be the Appointing Authority and the
Authority specified in column 3 shall be the Disciplinary Authority in regard
to the penalties specified in column 4;
(ii)
in respect of the posts in the General Central Service, Class III and
the General Central Service, Class IV, specified in column 1 of Part II and
Part III of the said Schedule, the Authority specified in column 2 shall be the
Appointing Authority and the authority specified in column 3 and 5 shall be
the Disciplinary Authority and Appellate Authority respectively in regard to
the penalties specified in column 4,
(SCHEDULE)
No. 202/44/71-AVD.II dated 30.10.1973.
Sd- B.C.Vanjani
Under Secy. to the Govt. of India.
Copy forwarded for information to:
1.

The Director, CBI, New Delhi.

xxx
xxx
xxx

xxx

Page 366 of 366

SCHEDULE
Part-I - General Central Service, Class II
Description of
post

Appointing
authority

1. Dy. Supdt. of
Police

2. Senior Public
Prosecutor

3. Jr. Technical
Officer(Accounts)

Director,
Central
Bureau of
Investigation

-do-

-do-

4. Jr. Technical
Oficer (IncomeTax)

-do-

5. Hindi Officer

-do-

6. Office Supdt.

7. Jr. Scientific
Officer

8. Senior
Scientific
Assistant (Class
II Non-Gazetted)

-do-

-do-

-do-

Authority empowered to impose

penalties and penalties
and penalties which it may impose (
With reference to item numbers in rule
11)

Appellate Authority

Authority
3

Penalties
4

(i) Director, Central

Bureau of Investigation

All

President

(i) to (iv)

Director, Central Bureau

of Investigation

(ii) Joint
Director/Additional
Director
(i) Director, Central
Bureau of Investigation

All

Presiden
t

To be modified
in the light of
the revised
recruitment
rules

(ii) Joint
Director/Additional
Director

(i) to (iv)

(i) Director, CBI

All

President

(ii) Joint Director/ Addl.

Director

(i) to (iv)

Director, CBI

(i) Director, CBI

All

President

(ii) Joint Director/ Addl.

Director

(i) to (iv)

Director, CBI

(i) Director, CBI

All

President

(ii) Joint Director/ Addl.

Director

(i) to (iv)

Director, CBI

(i) Director, CBI

All

President

(ii) Joint Director/ Addl.

Director

(i) to (iv)

Director, CBI

(i) Director, CBI

All

President

(ii) Joint Director/ Addl.

Director

(i) to (iv)

Director, CBI

(i) Director, CBI

All

President

(ii) Joint Director/ Addl.

Director

(i) to (iv)

Director, CBI

Presiden
t
Dir./CBI

Page 367 of 367

SCHEDULE
Part-II- General Central Service, Class III
Authority empowered to impose
penalties and penalty which it may
impose (with reference to item numbers
in rule 11)

Description of
rank or post

Appointing
authority

Appellate Authority

Authority
3

Penalties
4

1. Counterfeit
Expert

DIG/DD

DIG/DD

All

Joint Director/CBI

2. Crime Asstt.

-do-

-do-

All

-do-

3. Hindi Asstt.

-do-

-do-

All

-do-

4. Personal
Asstt.

-do-

-do-

All

-do-

5. Head Clerk

-do-

i) DIG/DD

All

Joint Director, CBI

ii) SP

(i) to (iv)

DIG/CBI

6. Selection
Grade
Sr. Clerk.
Steno.

-do-

-do-

All

DIG/CBI

7. Sr. Clerk
Steno

Supdt. of
Police

Supdt. of Police

All

DIG/DD

8. Upper
Divisioin Clerk

DIG/DD

i) DIG/DD

All

Joint Director/CBI

(i) to (iv)

DIG/DD

ii) SP
9. Sr. Crime
Clerk

-do-

DIG/DD

All

Joint Director, CBI

10. Lower
Division Clerk

Supdt. of
Police

Supdt. of Police

All

DIG/DD

11. Jr. Crime

Clerk

DIG/DD

DIG/DD

All

Joint Director/CBI

12. Sr.
Gestetner
Operator

-do-

-do-

All

-do-

13. Munim

-do-

i) DIG/DD

All

Joint Director, CBI

ii) Supdt. of Police

(i) to (iv)

DIG/DD

14. Operseer

-do-

DIG/DD

All

Joint Director, CBI

15. Asstt.
Librarian

-do-

-do-

All

-do-

16. Curator

-do-

-do-

All

-do-

17. Punchman
Verifier

-do-

-do-

All

-do-

18. Proof
Reader

-do-

-do-

All

-do-

19. Public
Prosecutor

-do-

-do-

All

20. Asstt
Public
Prosecutor

-do-

-do-

All

-do(To be modified in the

light of revised
recruitment rules)

(Dy. Director, Central Bureau of Investigation is ex-officio Dy. Inspr. Genl. of Police, Central
Bureau of Investigation).

Page 368 of 368

SCHEDULE
Part-III- General Central Services, Class IV

Description of rank
or post

Appointing
authority

Authority
3

Penalties
4

SP/AIG

SP/AIG

All

DIG/DD

2. Jr. Gestetner
Operator

-do-

-do-

All

DIG/DD

3. Sweeper

-do-

-do-

All

DIG/DD

4. Peon

AIG

AIG

All

DIG/DD

1. Daftry

Authority empowered to impose penalties and

penalties which it may impose (with reference to
item numbers in rule 11)

Appellate
Authority

(Dy. Director, Central Bureau of Investigation is ex-officio Dy. Inspr. Genl. of Police, Central
Bureau of Investigation)

Sd/- B.C. Vanjani

Under Secretary to the Government of India

Page 369 of 369

APPENDIX-V1

ADMINS MODULE
1.

The Computerization Project of the CBI envisages

computerization of various functions of the CBI. One of the areas
covered by the project are office automation and the management of
various administrative functions. For this purpose, a software module
namely ADMINS has been developed to facilitate administrative work
and it has been fully implemented in the CBI.

2.

The ADMINS module is acronym for Administration

Information System. It covers the following major administration
related activities carried out by the Administration Division as well as
the branches of the CBI namely,
(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
(viii)

Personnel Information System

Accommodation
Advances
Budget Monitoring System
CBI Benevolent Fund
Pay roll and Provident Fund
Vehicles, Equipment and Dead Stock Information
Training Division Information System

Personnel Information System (PIS)

PIS will aid in maintenance of :

Employee details like qualifications, postings, pay, deputation,

awards, training attended, foreign visits etc.

Vacancy status of CBI branches.

Status of ACRs.

Information about officers being considered for induction in CBI.

Details regarding deputation from/to CBI.

Details of employees under suspension or against whom

disciplinary proceedings are contemplated.

Details regarding payment to the Armed Guards.

Page 370 of 370

It will aid the recruitment/promotion processes.

Accommodation Module
Will aid in maintenance of :

CBI pooled quarter information

Quarter occupancy
Licence fee recovery
Waiting list for accommodation
Official and residential buildings
CBI land
Details of proposals for purchase/lease of land/ buildings
Advances Module
Will aid in maintenance of :

House Building Advance and Motor Car Advance

Recovery of advances
Details on pending applications
Funds available with CBI for the financial year
Budget Monitoring System
Will aid in maintenance of:

Budget allocation, reallocation and revision

Funds utilisation
Head-wise budget allocation for all the Branches
Monthly head-wise expenditure for each Branch
Budget utilisation records
Consolidated expenditure reports
Bill-wise expenses entry
CBI Benevolent Fund Module
Will aid in maintenance of:

Subscribers details
Defaulters details
Relief and loans
Recovery of loan
Investments, receipts, issues from the fund account
Enable to effectively monitor the CBF subscription and utilisation.
Payroll System

Page 371 of 371

Will aid in maintenance of :

Employees earnings and deductions.

Loan, advances & licence fee recovery.
Savings information and bonus details
Income tax deductions.
Recoveries to be made on account of deputationists.
Pay bills, supplementary pay bills, pay slips, supplementary pay slips,
GPF schedules bank statements, GPF statements etc. will be
generated.

Vehicles, Equipment, Telephone and Dead Stock Information

System
Will aid in maintenance of :

Expenditure on a vehicle i.e. purchase, monthly maintenance, petrol,

accidental repairs etc.
Monitor the vehicle performance by consolidating the monthly
information received on expenses and km run.
Identify the vehicles due for condemnation.
Purchase, issue, return and condemnation details of office equipment
and dead stock.
Identifying the equipment which is due for AMC.
Provide updated dead stock availability status.
Details of telephone connections, allotments and expenses on them.
Training Division Module
Will aid in maintenance of :

Details of courses
Schedules of courses
Details of course participants
Faculty details
Nominations
Participants profile
Course feedback
Evaluation

Page 372 of 372

Annexure - I
No.4/31/61-T
GOVERNMENT OF INDIA
MINISTRY OF HOME AFFAIRS
NEW DELHI - 11, the 1st April, 1963.
RESOLUTION
The Government of India have had under consideration the
establishment of a Central Bureau of Investigation for the investigation of
crimes at present handled by the Delhi Special Police Establishment
including specially important cases under the Defence of India Act and Rules
particularly of hoarding, black-marketing and profiteering in essential
commodities, which may have repercussions and ramifications in several
States; the collection of intelligence relating to certain types of crime;
participation in the work of the National Central Bureau connected with the
International Criminal Police Organisation; the maintenance of crime
statistics and dissemination of information relating to crime and criminals;
the study of specialised crime of particular interest to the Government of
India or crimes having all India or inter-State ramifications or of particular
importance from the social point of view; the conduct of police research; and
the co-ordination of laws relating to crime. As a first step in that direction,
the government of India have decided to set up with effect from 1st April,
1963 a Central Bureau of Investigation at Delhi with the following six
Divisions, namely :(i)
(ii)
(iii)
(iv)
(v)
(vi)

Investigation and Anti-Corruption Division,

(Delhi Special Police Establishment)
Technical Division,
Crime Records and Statistics Division,
Research Division,
Legal and General Division,
Administration Division.

The Charter of functions of the above said Divisions will be as given in

the annexure. The assistance of the Central Bureau of Investigation will also
be available to the State Police Forces on request for investigating and
assisting in the investigation of inter-State crime and other difficult criminal
cases.

No. 4/31/61-T

sd/( V. Viswanathan )
Secretary to the Government of India
New Delhi-11, the 1st April, 1963.

Page 373 of 373

ORDER : Ordered that a copy of the Resolution be communicated to

all State Governments/Union Territories Administrations;
Director, Intelligence Bureau; Inspector General, Special
Police Establishment, Delhi; all Ministries/Departments of
the Govt. of India.
Ordered also that the Resolution be published in the
Gazette of India for general information.
sd/( V. Viswanathan )
Secretary to the Government of India

Page 374 of 374

Encl. To AnnexureAnnexure-I

INVESTIGATION AND ANTI-CORRUPTION DIVISION (Delhi Special

Police Establishment)

(1)

Cases in which public servants under the control of the Central

Government are involved either by themselves or along with State
Government servants and/or other persons.

(2)

Cases in which the interests of the Central Government, or of any

public sector project or undertaking, or any statutory corporation or
body set up the financed by the Government of India are involved.

(3)

Cases relating to breaches of Central Laws with the enforcement of

which the Government of India is particularly concerned, e.g.
(a)
breaches of Import and Export Control Orders,
(b)
Serious breaches of Foreign Exchange Regulation Act,
(c)
Passport frauds,
(d)
cases under the Official Secrets Act pertaining to the
affairs of the Central Government,
(e)
cases of certain specified categories under the Defence of
India Act or Rules with which the Central Government is
particularly concerned.

(4)

Serious cases of cheating or fraud relating to the Railways, or Post &

Telegraph Department, particularly those involving professional
criminals operating in several States.

(5)

Crime on the High Seas.

(6)

Crime on the Airlines.

(7)

Important and serious cases in Union Territories particularly those by

professional criminals.

(8)

Serious cases of fraud, cheating and embezzlement relating to Public

Joint Stock Companies.

(9)

Other cases of a serious nature, when committed by organised gangs

or professional criminals, or cases having ramifications in several
States including Union Territories, serious cases of spurious drugs,
important cases of kidnapping of children by professional inter-state

Page 375 of 375

gangs, etc. These cases will be taken up only at the request of or with
the concurrence of the State Government/Union Territories
Administrations concerned.
(10)

Collection of intelligence about corruption in the public services and

the projects and undertaking in the public sector.

(11)

Prosecution of cases investigated by this Division.

(12)

Presentation of cases before Enquiry Officers in which departmental

proceedings are instituted on the recommendations of this Division.

II.

TECHNICAL DIVISION.

(1)

Technical assistance in investigation of cases involving accounts.

(2)

Specialised assistance in cases involving Railway and Postal accounts.

(3)

Assistance in cases involving assessment of Income-Tax, Estate Duty,

etc.

(4)

Examination of accounts and assets etc. in cases relating to

allegations of disproportionate assets.

(5)

Examination of cases investigated by the Bureau which have an

Income-tax aspect, and communication of information with a view to
enabling the Income-tax Department to recover the evaded tax.

III.

CRIME RECORDS & STATISTICS DIVISION.

(1)

Maintenance of all-India statistics of crime.

(2)

Study of all-India trends in thefts and losses, and recoveries of firearms and ammunition, and note-forgery and counterfeit coining.

(3)

Collection and dissemination of information about important interState criminals.

(4)

Preparation and circulation of reports and reviews relating to crime in

India.
Participation in the work of the I.C.P.O., N.C.B., U.N.O. Reporter for
Crime.

(5)

Page 376 of 376

IV.

RESEARCH DIVISION.

(1)

Analysis and study of specialised crimes and of problems of a general

nature affecting the Police, e.g.
(i)
(ii)
(iii)
iv)
(v)
(vi)
(vii)
(viii)
(ix)
(x)
(xi)

(2)

trends and causes of serious crimes in different areas,

preventive measure, their effectiveness and relationship with
crime,
improvement in methods of investigation, utility and results of
Introducing scientific aids and equipment,
Inadequacy of laws; coordination of laws relating to crime in
various States,
criminal gangs operating in more than one State - wandering
gangs - Ex-criminal Tribes - habitual offenders,
crime amongst the Tribal people,
inter-State note-forgery and counterfeiting,
social factors in crime,
industrialisation and crime,
juvenile delinquency,
kidnapping of women and children.

Participation in the work of the Central Forensic Science Advisory

Committee and the Central Medico Legal Advisory Committee.
V.

LEGAL AND GENERAL DIVISION

(A)

LEGAL SECTION

(1)

Legal Advice in cases investigated by the Investigation and Anticorruption Division.

(2)

Conducting prosecution in important cases.

(3)

Review of judicial decisions relating to criminal law and procedure for

publication in the C.B.I. Gazette.

(4)

Compilation and circulation of Law Digest.

(5)

Inadequacy of and amendments of laws.

(6)

Coordination of laws relating to crime in various States.

(B)

GENERAL SECTION

Page 377 of 377

(1)

Matters relating to organisation, policy and procedure.

(2)

Inter-State Conferences relating to crime and anti-corruption work.

(3)

Appreciation reports regarding modes of corruption in various

Government Departments and Public Undertakings.

(4)

Correspondence with Ministries and States on general questions

relating to policy, procedure, etc.

(5)

Training Courses in anti-corruption work.

(6)

C.B.I. Gazette.

(7)

Photographic section.

VI.

ADMINISTRATION DIVISION
All establishment and accounts matters.
-----------

Page 378 of 378

Annexure - III
No.21/43/2002-PD-01307
Central Bureau of Investigation
Policy & Co-ordination Division,
North Block, New Delhi-110001.
May 30, 2003
ORDER
A

committee

rationalization

of

was

staff

restructuring of CBI

constituted

strength

in

to

suggest

CBI.

The

restructuring

Committee

and

suggested

branches/regions under each Joint Director. The

recommendations made by the Committee were discussed with all Joint

Directors. After detailed deliberations the proposal of the Committee to
restructure and rationalise the staff strength was accepted with certain
modifications.

However,

it

is

clarified

that

the

restructuring

and

rationalization is being effected for optimal utilization of Human resources

and intends to improve the overall performance of the organization. This is
not intended to be a rigid or permanent measure and would be amenable to
changes/ modifications to take care the dynamics of CBI functioning.
The following restructuring is ordered in suppression of all the
previous orders on the subject:
ANTI-CORRUPTION DIVISION
Anti-Corruption Division of CBI is organised into Zones, Regions and
Branches/Units with jurisdiction as detailed below. In the functioning of the
Division, the Director, CBI will be assisted by Special Director/Additional
Director (A) with Joint Directors heading each Zone.

The territorial

jurisdiction of each Zone is given below:

S.No

Name of the Branch

Location of
Branch/
unit
3

Location of
region/ DIG

JD

Jurisdiction

DELHI ZONE
1

Anti-Corruption Region-I New

Delhi
Delhi

DIG/ACR-I New JD/ACZ/

Delhi
DELHI

Entire area of
National Capital

Page 379 of 379

Territory of Delhi
SP-I ACB-I Delhi
SP-II ACB-I Delhi
(Existing SP- I & II/ACB
Delhi)
2

Anti-Corruption Region-II,
Delhi
SP-I ACB-II Delhi
SP-II ACB-II Delhi
(Existing SP-III & SPIV/ACB Delhi)
Anti -Corruption Region
Jaipur*

New
Delhi

DIG/ACR-II
New Delhi

-do-

-do-

Jaipur

DIG/ACR
(Jaipur)

-do-

State of Rajasthan

SP/ACB/Jaipur
Jodhpur (Unit) under
SP/ACB/Jaipur

* As amended vide order No. DP0992003/21/43/2002-PD-1069 dated

7.05.2003.

NORTH ZONE
4 Anti -Corruption
Region Chandigarh

Chandigarh

DIG/ACR
Chandigarh

Jammu

-do-

Bhopal

DIG/ACR
Bhopal

-do-

-do-

-do-

DIG/ACR
Lucknow

-do-

State of U.P. except the area

mentioned against Dehradun
Branch

-do-

-do-

Nainital, Pithoragarh,
Almorah, Chamoli, Garhwal,
Tehri Garwal, Uttar Kashi,
Dehradun, Meerut,
Ghaziabad,
Muzzafarnagar,Bulandshahar
Saharanpur, Hardwar, Agra,
Etah Aligarh, Mainpuri,
Mathura districts of Uttar
Pradesh

SP/ACB/CHG.
(with Unit at Shimla)
5 Anti-Corruption
Branch Jammu
SP/ACB/Jammu
6 Anti-Corruption
Region Bhopal
SP/ACB/Bhopal

7 Anti-Corruption
Jabalpur
Branch Jabalpur
(To be
(including CHTG. Unit) shifted to
Raipur in
SP/ACB/JBL.
due
Course)
8 Anti-Corruption
Lucknow
Region Lucknow
SP/ACB/LKO
9 Anti-Corruption
Branch Dehradun
(including Ghaziabad
Unit)

SP/ACB/
Dehradun

Dehradun

JD/ACZ/ State of Punjab, Haryana,

North
Himachal Pradesh & Union
(Delhi)
Territory of Chandigarh.
Shimla Unit will have
jurisdiction in the State of
Himachal Pradesh.
-doState of Jammu & Kashmir

Gwalior, Morena, Bhind,

Shivpuri, Guna, Vidisha,
Shajapur. Dewas, Ujjain,
Indore, Dhar, Ratlam,
Jhabua, Mandsaur, Rajgarh,
East Nimar(Khargone),
Sehore, Raisen, Bhopal,
Hoshangabad, Khandwa,
Betul Districts of Madhya
Pradesh,
State of Chhatisgarh
State of Madhya Pradesh
excluding the areas
mentioned against Bhopal
Branch.

Page 380 of 380

WEST ZONE
10

Anti-Corruption
Region-I Mumbai

Mumbai

DIG/ACR-I
Mumbai

(SP-I, ACB Mumbai

SP-II, ACB Mumbai
SP-III, ACB Mumbai

11

12

Goa (Unit) under SPIII/ACB Mumbai

Anti-Corruption
Region II
Anti-Corruption
Branch
Gandhinagar
SP/ACB/
Gandhinagar.
Anti-Corruption
Branch Nagpur

JD/ACZ/
West
(Mumbai)

Gandhinagar DIG/ACR-II
Gandhinagar

-do-

State of Gujarat

Nagpur

-do-

-do-

Vadodara

-do-

-do-

Bhandara, Chandrapur,
Garhchiroli, Wardha,
Amravati, Akola,
Buldhana. Yavatmal,
Aurangabad, Jalna
Parbhani, Beed,
Nanded. Osmanabad,
Latur & Nagpur districts
of Maharashtra
Valsad, Bharuch, Surat,
Vadodara, Khera
(including Anand),
Mehsana, Dang,
Panchmahal,
Sabarkantha,
Banaskantha of state of
Gujarat.

SP/ACB/Nagpur

13

Anti Corruption
Branch Vadodara*

State of Maharashtra
(excluding the areas
mentioned against
Nagpur Branch). Union
Territories of Daman.
Diu, Dadra and Nagar
Haveli, State of Goa

SP/ACB/Vadodara

* As amended vide order No. 21/43/2002-PD-01953 dated

5.8.2003.

CENTRAL ZONE DELHI*

14

Anti-Corruption
Region Patna

Patna

DIG/ACR
Patna

JD/ACZ/
Central
(Delhi)

State of Bihar

15
16

SP/ACB/Patna
SP/AHD Patna
Anti-Corruption
Region Ranchi

Patna
Ranchi

-doDIG/ACR
Ranchi

-do-do-

-doState of Jharkhand

17
18

SP/ACB/Ranchi
SP/AHD Ranchi
Anti -Corruption
Branch Dhanbad

Ranchi
Dhanbad

-do-do-

-do-do-

-doState of Jharkhand

SP/ACB/Dhanbad

Page 381 of 381

* As amended vide order No. DP0992003/21/43/2002-PD-1068 dated

7.05.2003

SOUTH ZONE
19

20

21

22

Anti-Corruption Region
Chennai
Anti-Corruption Branch
Chennai
SP-I/ACB/Chennai
SP-II/ ACB/Chennai
Anti-Corruption Branch
Cochin

SP/ACB/Cochin.
Anti-Corruption Region
Hyderabad
Anti-Corruption Branch
Hyderabad
SP/ACB/Hyd.
Anti-Corruption Branch,
Vishakhapatnam

Chennai

DIG/ACR
Chennai-

JD/ACZ/
South
(Chennai)

State of Tamil Nadu &

Union Territory of
Pondicherry

Cochin

-do

-do-

State of Kerala & the

Union Territory of
Lakshadweep

Hyderabad

DIG/ACR
Hyderabad

-do-

Vizag.

-do-

-do-

Bangalore

-do-

-do-

State of Andhra
Pradesh excluding the
areas mentioned
against
Vishakhapatnam
Branch
Vishakhapatnam,
Srikakulam, East
Godavari,
Krishna,Guntur,
Prakassam & Nellore
districts of Andhra
Pradesh.
State of Karnataka

SP/ACB/ Vizag.

23

Anti-Corruption Branch,
Bangalore
SP/ACB/Bangalore

EAST ZONE
24

Anti-Corruption Region
Kolkata

Kolkata

DIG/ACR
Kolkata

JD/ACZ/
East
(Kolkata)

Bhubaneshwar

-do-

-do-

State of Orissa

Guwahati

DIG/ACR
Guwahati

-do-

State of Assam
(excluding Cachar and
North Cachar Districts

SP-I ACB/Kol.
SP-II/ACB/Kol.

25

26

Anti-Corruption Branch
Bhubaneshwar (with Unit
at Rourkela)
SP/ACB/BBSR.
Anti-Corruption Region
Guwahati

State of West Bengal,

Sikkim and Union
Territories of Andaman
& Nicobar Islands.
Gangtok and Port Blair
Units will have
jurisdiction in the entire
State of Sikkim and
Andaman Nicobar
Islands respectively.

Page 382 of 382

SP/ACB/Guwahati
27

Anti-Corruption Branch
Silchar

Silchar

-do-

-do-

SP/ACB/Silchar

of Assam) Meghalaya
and Arunachal Pradesh
State of Manipur,
Nagaland, Tripura,
Mizoram and Cachar &
North Cachar Districts
of Assam.

ACHQ ZONE DELHI

28

29

30

31

32

33

34

35

36

SP ACU-I, AC-I
(Existing SP/ACUI/Delhi)
SP ACU-II, AC-I
(Existing SP/ACUII/Delhi.
SP ACU-III, AC-I
(Existing SP/ACUIII/Delhi)
SP ACU-IV, AC-II
(Existing SP/ACUIV/Delhi)
SP ACU-V, AC-II
(Existing SP/ACUV/Delhi).
SP ACU-VI, AC-II
(Existing SP/ACUVI/Delhi).
SP ACU-VII, AC-III
(Existing SP/ACUVIII)/Delhi)
SP ACU-VIII, AC-III
(Existing SP/ACUIX)/Delhi)
SP ACU-IX, AC-III
(Existing SP/ACUX/Delhi

New Delhi

DIG/AC-I New
Delhi

JD/AC/
HQ(Delhi)

Throughout
India

-do-

-do-

-do-

-do-

-do-

-do-

-do-

-do-

-do-

DIG/AC-II, New
Delhi

-do-

-do-

-do-

-do-

-do-

-do-

-do-

-do-

-do-

-do-

-do-

DIG/AC-III,
New Delhi

-do-

-do-

-do-

-do-

-do-

-do-

-do-

-do-

-do-

-do-

SPECIAL CRIMES DIVISION

Special Crimes Division of CBI is organised into Zones, Regions,

Investigating Units and Cells as detailed below. In the functioning of the
Division, the Director, CBI will be assisted by Special Director(s)/ Addl.
Director (s) with Joint Directors heading each Zone.

The territorial

jurisdiction of each Zone is given below:

SC-I/MDMA, DELHI*

Page 383 of 383

37

Special Crime
Region -I, Delhi

New Delhi

DIG/SC-I Delhi

JD/SC-I/
MDMA Delhi

Throughout
India

SP SCU-I, SC-I
(Existing SP/SIUI)/Delhi).
SP SCU-II, SC-I
(Existing SP/SIUII)/Delhi).
SP SCU-III, SC-I
(Existing SP/SIUIII)/Delhi)

38

Special Crime Region

Kolkata

Kolkata

DIG/SCR
Kolkata

-do-

Lucknow

-do-

-do-

States of West
Bengal, Orissa,
Assam, Meghalaya,
Arunachal
Pradesh, Manipur,
Tripura, Sikkim,
Mizoram and
Union Territory of
Andaman &
Nicobar Islands.
Throughout India

Delhi

DIG/MDMA
Delhi

-do-

Throughout India

Chennai

-do-

-do-

Throughout India

SP/SCB/Kolkata

39

40

41

SCB Lucknow
SP/SCB/Lucknow
(Existing SP/ SICIV/Lucknow).
MDMA
MDMA Delhi
SP/MDMA/Delhi
MDMA Chennai
SP/MDMA/ Chn.

In

partial

modification

of

this

office

order

No.

DP0992003/21/43/2002-PD-1099 dated 10.05.2003

(SC-II) ZONE DELHI

42

43

Special Crime Region

-II, Delhi
SP SCU-IV, SC-II
SP SCU-V, SC-II
SP SCU-VI, SC-II
(Existing SP/ SIU-IV,
SP/SIU-V & SP/SIUVI/Delhi).
Special Crime Region
Mumbai

New Delhi

DIG/SC-II
Delhi

Mumbai

DIG/SCR
Mumbai

JD/SC-II

Chennai

-do-

-do-

JD/STF
(Delhi) *

SC Branch Mumbai
SP/SCB/Mumbai

44

Special Crime Branch

Chennai
SP/SCB/Chennai

Throughout India

States of
Maharashtra
Gujarat,
Rajasthan, Goa
and Union
Territories of
Daman, Diu,
Dadra and
NagarHaveli.
States of Tamil
Nadu, Kerala,
Andhra Pradesh,
Karnataka and

Page 384 of 384

Union Territories
of Pondicherry and
Lakshdweep.

* As amended vide Order No. 21/43/2002-PD-01953 dated 5.8.2003.

Page 385 of 385

SPECIAL TASK FORCE ZONE DELHI

45

Special Crime RegionIII, Delhi

New Delhi

DIG/SC-III
Delhi
(Existing DIG
SIC IV, Delhi)

JD/SC-II
(Delhi) *

Throughout India

Delhi

DIG/SCR Delhi

JD/STF
Delhi *

States of Punjab,
Haryana
Himachal
Pradesh, Jammu
& Kashmir,
National Capital
Territory of Delhi
and UT of
Chandigarh.
States of Bihar,
Madhya Pradesh
and Uttar
Pradesh.

SP SCU-VII, SCIII (Existing SP-I/

SIC-IV)/Delhi).

46

SP SCU-VIII, SC-III
(Existing SP-II/ SICIV/Delhi).
SP SCU-IX, SC-III
(Existing SP-III/ SICIV/Delhi)
Special Crime Region,
Delhi
SC Branch Delhi
SP-I, SCB Delhi
(Existing SP/ SCBI/Delhi).

47

SP-II, SCB Delhi

(Existing SP/ SCBII/Delhi.

Delhi

-do-

-do-

48

SC Branch
Chandigarh

Chandigarh

-do-

-do-

Delhi
Mumbai

DIG STF Delhi

-do-

-do-do-

SP/SCB/CHG.
(Existing SP/SIUXV/Chg).
49
50

SP/STF Delhi
SP/STF Mumbai

State of Punjab,
Haryana,
Himachal Pradesh
and Union
Territory of
Chandigarh.
Throughout India
-do-

* As amended vide Order No. 21/43/2002-PD-01953 dated

5.8.2003.

ECONOMIC OFFENCES DIVISION

Economic Offences Division of CBI is organised into

Zones, Region, investigation Cell & Units as detailed below. In
the functioning of the Division, the Director, CBI will be
assisted by Special Director (E)/ Additional Director (E) with
Joint Directors heading each Zone. The territorial jurisdiction
of each Zone will be as mentioned below:-

EOW-I ZONE

51

EO-I Region, Delhi

SP EOU-I, EO-I
(Existing SPI/SIG/Delhi).

New Delhi

DIG/EO-I
Delhi

JD/EOW-I
Delhi

Throughout
India

Page 386 of 386

SP EOU-II, EO-I
(Existing SPII/SIG/Delhi)
SP EOU-III, EO-I
(Newly created by
adjusting one post of
SP/CBI)

EOW-II ZONE

52

53

EO-II Region, Delhi

SP EOU-IV, EO-II
(Existing SP/SIUVIII/Delhi).
SP EOU-V, EO-II
(Existing SP/SIUXI/Delhi).
SP EOU-VI, EO-II
(Existing SP/ SIUXVII/Delhi)
EO-III Region, Delhi

New
Delhi

New
Delhi

DIG/EO-II
Delhi

DIG/EO-III
Delhi

JD/EOWII Delhi

Throughout India

-do-

-do-

SP EOU-VII, EO-III
(Existing SP/SIUIX/Delhi).
SP EOU-VIII, EO-III
(Existing SP/ SIUXII/Delhi).
SP EOU-IX, EO-III
(Existing SP/CCIC/
Delhi).

EOW-III ZONE
54

EOW-Region
Mumbai

Mumbai

DIG/EOW
Mumbai

JD/EOWIII Delhi

States of Maharashtra, Goa

and Union Territories of
Daman Diu, Dadar and Nagar
Haveli

Chennai

-do-

-do-

States of Tamil-Nadu, Kerala,

Andhra Pradesh. Karnataka
and Union Territories of
Pondicherry & Lakshdweep
States of Punjab, Haryana,
Himachal Pradesh, Jammu &
Kashmir, NCT of Delhi and
U.T. of Chandigarh.
States of Bihar, Uttar
Pradesh and Remaining
districts of Madhya Pradesh
States of West Bengal, Orissa,
Assam, Meghalaya Arunachal
Pradesh, Manipur, Tripura,
Sikkim, Mizoram and U. T. of
A. & Nicobar Islands.

SP/EOW/Mumbai
55

EOW- Chennai
SP/EOW-Chennai

56

EOW- Region Delhi

EOW Delhi
SP-I/EOW Delhi

New
Delhi

DIG/EOW
Delhi

JD/EOWIII Delhi *

57

SP-II/EOW Delhi

-do-

-do-

-do-

58

EOW-Kolkata

Kolkata

-do-

-do-

SP-/EOW Kolkata

* As amended vide Order No. 21/43/2002-PD-01953

dated 5.8.2003.
EOW-IV ZONE

59

BS&FC Region Delhi

New

DIG/BS&FC
Delhi

JD/EOWIV Delhi

Throughout India

Page 387 of 387

60
61

62

63

64
65

BS&FC Delhi
BS&FC -I Delhi
SP-I,BS&FC Dli.
BS&FC-II Delhi
SP-II,BS&FC Dli.
BS&FC-III Delhi
SP-III,BS&FC Dli.
(Existing SP/SIUX)/ Delhi).
BS&FC Kolkata
SP/BS&FC Kol.
(Newly created by
adjusting one post
of SP/CBI).
BS&FC Region
Mumbai
BS&FC Mumbai
SP-I/BS&FC Mum.
SP-II/BS&FC Mum.
BS&FC Bangalore

Delhi

Delhi

IV Delhi

-do-

-do-

-do-

-do-

-do-

-do-

-do-

-do-

Kolkata

-do-

-do-

-do-

Mumbai

DIG/BS&FC
Mumbai

-do-

-do-

Mumbai
Bangalore

-do-do-

-do-do-

-do-do-

SP/BS&FC Blore.

ADMINISTRATION DIVISION

Headed by a Joint Director, the Administration Division will

comprise of following Offices/Units. Jt. Director (A) will report
through Addl. Director( E).
66

SP/ Training Centre

-I

Ghaziabad

DIG/Trg.

67

SP/ Training
Centre-II
SP/ R &D

-do-

68

-do-

JD
(Admn.)
Delhi
-do-

-do-

-do-

-do-

DIG
(Admn.)
-doDIG
(Pers.)
-do-

-do-

-do-do-

-do-

(newly created by
adjusting one post
of SP/CBI)
69

SP/ HQ

New Delhi

70
71

AO (A)
SP/ Pers.
(newly created post)
AO (P)

-do-do-

72

-do-

POLICY DIVISION DELHI

Headed by a Joint Director, this division will work directly under

DCBI. It will have following Branches/Units/Wing:73
74
75
76

Special Unit-I
SP-I/SU Delhi
Special Unit-II
SP-II/SU Delhi
Special Unit Mumbai
Special Unit -III
SP-III SU Delhi

New
Delhi
New
Delhi
Mumbai
Delhi

DIGI/SU
-do-doDIGII/SU-II

JD/Policy

Throughout India

-do-

-do-

-do-do-

-do-do-

Page 388 of 388

77
78
79
80

81

Special Unit Kolkata

SP SU Kolkata
Special Unit Chennai
SP SU Chennai
AIG (P)-I (Existing
AIG (P)/ Delhi.
AIG (P)-II
(Newly created by
adjusting one post of
SP/CBI).
Deputy Principal
Information Officer

Kolkata

-do-

-do-

-do-

Chennai

-do-

-do-

-do-

New
Delhi
-do-

--

-do-

--

--

-do-

--

-do-

--

-do-

--

CO-ORDINATION DIVISION

Headed by Dy. Director (Coordination), this division will function

under a Joint Director, which will be nominated by DCBI.
82

AD(Interpol)-I (Existing
AD/Interpol/Delhi).

New Delhi

DIG/Coord.

83

AD (Interpol)-II (Newly
created by adjusting one
post of SP/CBI).
AD (Coord.)

New Delhi

New Delhi

84

Throughout
India

-do-

JDNominated
by DCBI
-do-

-do-

-do-

-do-

-do-

The System Division of CBI will function under JD/ DIG well
versed with Computers. They will be nominated by DCBI.

This order will come into force from August 1, 2003 or as otherwise
ordered. Administration division will issue all other consequential orders
indicating rationalization of staff strength.

The CBI Crime Manual and

Administration Manual are deem to have been amended accordingly in

respect of this order.

Sd/P. C. Sharma
DIRECTOR CBI

Copy to:

1.

Special Director, CBI, New Delhi/ Additional Director, CBI, New

Delhi

2.
3.
4.

All Joint Directors, CBI/Director (Prosecution)/Director, C.F.S.L.

All DIGs, CBI./DD(A) & DD(Co),CBI/ DPIO, CBI, New Delhi.
All SsP, CBI/ Asstt. Director (Interpol) and Asstt. Director (Coord.),
CBI, New Delhi.
5.
AO(E) and AO(A)/CBI/New Delhi/ OSD(Computer),CBI, System
Division, New Delhi.
6.
Guard File No.24.

Page 389 of 389

Annexure -IV

PRO FORMA
1

(i)
(ii)
(iii)

Name of the Organisation/Office

Central Bureau of
Investigation
Cabinet Secretariat

Ministry/Department to which attached

Whether the requisitioning authority is
authorized
by
the
administrative
Ministry/Deptt. to place the requisition
with SSC directly ?
Complete postal address of the Head of Office of Central Bureau of
the Organisation.
Investigation
Block No. 3, 4th
Floor, CGO Complex,
Lodhi Road, New
Delhi - 110 003
Requisition for recruitment to the post of :(a) Designation
(b) Scale of Pay
(c) Classification
(Whether Group 'C' - Non - technical or
Group 'B' - Non - gazetted)
Details of the post :(a) Brief description of the job requirements
and nature of duties of the post
(b) Place of initial posting
(c) Whether All India Service Liability involved
How have the vacancies arisen ?
(Clearly
specify,
by
Promotion/Resignation/Death/Retirement,
etc. In case the vacancy is due to failure of
recruitment by transfer/deputation, the
details thereof may also be indicated.)
Break- up of vacancies (This may be shown in the format of
Vertical and Horizontal components as indicated below)
Category - wise (Vertical)
Category
(a)
Break- up of vacancies
No. of vacancies
(Note : Break - up of current and backlog
vacancies for SCs & STs to be indicated. )
(i) UR
(ii] OBC
(iii) SC Current
Backlog
(iv) ST Current

Page 390 of 390

Backlog
TOTAL
(b)
(i)

Horizontal Reservation :
Whether the post is identified as suitable (i) OH Yes
No
for :
(ii) HH Yes
No
(iii) VH Yes
No
(ii)
Out of the total vacancies shown above in (i) OH
Col. 6 (a), the number of vacancies for PH (ii) HH
(Horizontal reservation)
(iii) VH
(iii)
Out of the total vacancies shown above in
Col. 6 (a), the number of vacancies for Ex Servicemen (Horizontal reservation)
(Please note that the vacancies mentioned in
the vertical component shall be the total
number of vacancies inclusive of the
horizontal component)
7
Period of Probation
8
Qualifications as laid down in the notified Recruitment Rules
including any relaxation :
(a)
Essential
(b)
Desirable
(Please indicate 'Nil' if not specified in the
Recruitment Rules)
9
Age limits
(a)
As per recruitment rules
(b)
Relaxation in upper age limit available to :
(i) SC by ______ years
(ii) ST by ______ years
(iii) OBC by ______ years
(iv) PH by ______ years
(v) PH & SC/ST by ______ years
(vi) PH & OBC by ______ years
(vii) Departmental candidates by ______ years
(viii) Central Govt. Employees (Other than (vii) above ) by ______
years
(ix) Any others (please specify details and extent of relaxation) by
______ years
Note : As regards age relaxation to physically handicapped categories
candidates, your attention is invited to DOPT OM No. 43019/28/86 - Estt
(D) dated 1.2.99.
10
Any other requirements or conditions not
covered by the above Columns.
11
Name, address and telephone number of
the Departmental Representative (not less
than the rank of Deputy Secretary of the
Department/Ministry) who will be deputed
to assist the SSC at the Interview.
12
Whether the captioned post(s) has/have
been got exempted from ban orders
imposed by the Ministry of Finance vide
their O.M. No. F.7 (1)- E (Coord)/84 dated
3.1.84 and F.No. 7 (3)/6/E. (Coord)/99,
dated 5.8.99 or any subsequent orders.
13
Whether the vacancies have been cleared
by the Screening Committee of the
administrative Ministry in accordance with

Page 391 of 391

14

15

16

17

18

19

DOPT O.M. No. 2/8/2001 - PIC, dated 16th

May, 2001 and 6/18th June, 2002.
Whether a "No Objection Certificate" from
the Central (Surplus Staff) Cell (now redesignated as Division for Retraining and
Re-deployment) of the DOPT has been
obtained in accordance with the CCS (Redeployment of Surplus Staff) Rules, 1990
notified vide DOPT Notification 1/14/89 CS.III, dated 28.2.1990 and DOPT letter No.
1/5/2000 - CS.III dated 10.11.2000.
Whether the number of vacancies reserved
for SC, ST and OBC as mentioned in
column 6 above is in accordance with the
reservation
quota
fixed
for
these
communities as per the DOPT O.M. No.
36012/2/96-Estt (Res), dated 2.7.1997 and
DOPT O.M. No. 36012/5/97-Esst. (Res)
Vol.II, dated 20.7.2000.
Whether the vacancies for Physically
Handicapped and Ex-servicemen have
worked out with reference to DOPT O.M.
Nos. 36035/16/91-Estt.SCT dated 20.9.94
and 36012/58/92 - Estt. (SCT), dated
1.12.1994 respectively.
Whether the provisions of the Persons with
Disabilities (Equal Opportunities, Protection
of Rights and Full Participation) Act, 1995
are complied with.
Letter No. and date of the LAST requisition
for the same post (along with category-wise
break - up of the number of vacancies)
placed with the SSC by your office.
Letter No. and date by which nomination
has been made by SSC to your office earlier
for the same post.

It is certified that :
(a)
(b)

(c)

(d)
(e)

The information furnished against the above mentioned columns are

correct and based on the official records available with the office ;
Vacancies projected in this requisition are regular and all regular
vacancies on date which fall within the direct recruitment quota have
been included in this requisition, and also the necessary sanction of
the govt. for these posts is available ;
The vacancies reported shall not be withdrawn nor the number and
category break - up of vacancies shall be altered under any
circumstances ;
Suitable personnel are not available with the Surplus Cell of DOPT for
filling up these vacancies ;
While sending this requisition, policy relating to 3% reservation for
persons with disabilities has been taken care of ;

Page 392 of 392

(f) (i)

The post for which this requisition is being sent has been identified as
suitable for being manned by persons with disabilities. Vacancies
reserved for the disabled have been suitably indicated in the vacancy
position ;
(ii) The post for which this requisition is being sent has been identified as
suitable for being manned by persons with disabilities. However, none
of the vacancies reported hereby has been earmarked reserved for the
disabled ;
(iii) The post for which this requisition is being sent has not been
identified as suitable for being manned by persons with disabilities ;
(iv) The establishment/organization to which the post is to be filled up, for
which this requisition is being sent has been exempted from the
provisions of Section 33 of the Persons with Disabilities (Equal
Opportunities, Protection of Rights and full Participation) Act, 1995 ;
(g)
The number of vacancies reserved for SC, ST, OBC etc. as mentioned
in column 6 above are in accordance with the reservation quota fixed
by the Govt. for these communities ;
(h)
Candidates nominated by the SSC against the vacancies reported in
this requisition shall be given appointment by this office within three
months from the date of nomination.
* Strike off whichever is not applicable.

Signature and Official Seal

of the Officer authorized to
send this requisition.
Place :
Tel No.
Date :

Page 393 of 393

Annexure V

COURSES CONDUCTED BY THE CBI ACADEMY

TARGET OFFICERS AND DURATION
BASIC COURSES
S.No
Courses
1
Basic Course for Dy.SsP
2

Basic Course for SIs

3
Basic Course for Constables
ORIENTATION/INDUCTION COURSES
4
Orientation Course for
SsP/DIsG
5
Orientation Course for
Inspr/DySsP
6
Orientation Course for
Constables
INDUCTION COURSES
7
Induction Course for Newly
Appointed Law Officers
8
Induction Course for Newly
Appointed LDCs
9
Basic Investigation Course for
Promotee Inspectors

Target Officers
Direct recruited Dy. SsP
Direct recruited S.I. and
Departmental
Direct Recruited Constables

Duration
1 years &
14 weeks
1 years &
7 weeks
6 months

SsP/ DIsG joining CBI on

1 week
deputation
Deputationist Dy.SsP and
6 weeks
Inspectors on joining CBI
Deputationist Constables on 6 days
joining CBI
Newly Appointed Law
5 days
Officers of CBI
Newly Appointed LDCs of CBI 2 weeks

Promotee Inspectors of CBI 2 weeks

(who have not attended Basic
Course of SIs)
10
Basic Investigation Course for Promotee Sub-Inspectors of 3 weeks
Promotee Sub-Inspectors
CBI (who have not attended
Basic Course of SIs)
REFRESHER COURSES
11
Refresher Course
ASIs of CBI
1 week
12
Refresher Course
Constables & Head
1 week
Constables of CBI
13
Refresher Course
Handling of Cash & Accts for 2 days
all ministerial staff
14
Refresher Course
UDCs of CBI
1 week
15
Refresher Course for Law
APP, PP, and Sr.PP of CBI
1 week
officers of CBI
16
Refresher Course for
SCS/PAs of CBI
1 week
SCS/PAs
17
Refresher Course for LDCs
LDCs of CBI
1 week
18
Refresher Course for Hd.
Hd Clks & CAs of CBI
1 week
Clerk and CAs
ANTI-CORRUPTION COURSES
19
Investigation of
Insprs to Addl.SsP of CBI
1 week
Disproportionate Assets &
ACB Branches & of State
Trap Cases
Police
20
Investigation of Cases of
Insprs. to Addl.SsP of CBI
1 week
Abuse of Official Position in
ACB Branches Addl.SsP of
Award of Contracts,
State Anticorruption CB(CID)
Purchases, Procurement and Vig. Dealing with such cases
Sub-Standard Construction
21
Anti-Corruption Laws and
SsP of CBI and of State Police 1 week

Page 394 of 394

Investigation including
appreciation of Evidence in
Anti-Corruption Cases
CYBER CRIME COURSES
22
Investigation of Cyber Crime
23

Investigation of Cyber Crime

ECONOMIC OFFENCES COURSES

24
Investigation of Economic
Offences

dealing with Anti-Corruption

Cases & DIsG of State
dealing with such cases
Inspr. to Addl.SsP of CBI &
of State Police
SsP & above of CBI and of
State Police

Insprs to Addl.SsP of CBI

and of State ACB/EOW
Branches, APP, PP, and
Sr.PP of CBI
25
Investigation of Bank Fraud
Insprs to Addl.SsP of CBI,
Cases
ACB/EOW Branches, APP
PP, and Sr.PP of CBI
CONVENTIONAL & TERRORIST CRIME COURSES
26
Investigation of Homicide
Insprs to Addl.SsP of CBI
Cases including Custodial
posted to the branches
Crime and Capsule on
investigating such cases
Human Rights
SCIENTIFIC INVESTIGATION COURSES
27
Scientific Aids to Investigation SIs to Addl. SP of CBI and
State Police posted in
investigation units
28
Scientific Interrogation
SIs to Addl. SP of CBI and
Techniques
State Police posted in
investigation units
VIGILANCE COURSES
29
Vigilance Course for Junior
VOs(upto Manager level ) of
Vigilance Officials
PSUs, Insprs. to Dy..SsP of
CBI and of State Police
30
Vigilance Course for middle
Sr. Managers to DGM of
level vigilance officials
PSUs, Addl.SsP of CBI and
State Police
31
Vigilance Course for CVOs
CVOs of PSUs & Banks
32
Departmental Enquiries :
Insprs to ASP of CBI, VOs to
Vigilance Managers of PSUs
and Dy.SsP/ Addl. SP of
State Police and CPOs
handling DEs
COMPUTER COURSES
33
Computer Familiarisation
SIs to Addl. SP, OS , APP to
Course
Sr.PP of CBI
34
Computer Familiarisation
Const. to ASI
Course
35
Computer Familiarisation
LDC to CA of CBI & CFSL
Course
36
Data base course on Lotus
D.E.Os and all ranks already
Approach
trained in Windows NT
VERTICAL INTERACTION COURSE
37
Vertical Interaction Course
IPS & other Senior Police
(sponsored by BPR&D)
Officers
SEMINAR/WORKSHOPS
38
Seminar/Workshop for IT for SsP, DIsG, JDs of CBI
CBI Officers

1 week
1 week

1 week

1 week

1 week

1 week

1 week

1 week

1 week

1 week
1 week

1 week
1 week
1 week

1 week

3 days

Page 395 of 395

39

40

International Seminar on
Prosecution of Corruption

Seminar/workshop on AntiCorruption Laws and

Investigation
41
Seminar/Workshop on
"Economic Offences"
42
Seminar/Workshop on
"Investigation of Special
Crime Cases- Difficulties &
Challenges"
OTHER COURSES
43
Investigation Abroad

44
45
46
47

48

Prosecutors from signatories 3 days

countries to ADB-OECD Anti
Corruption initiative
SsP, DIsG & JDs, DLAs &
2 days
ALAs of CBI
SsP, DIsG, JDs, DLAs, ALAs
of CBI
SsP, DIsG, DLAs, ALAs of
CBI

2 days
2 days

Dy.SP, SP &Law Officers of

3 days
CBI And State Police dealing
with such cases
Course for DDOs
OS, Dy.SP & Addl.SsP of CBI 3 days
Course for Retiring employees Officers & Staff of CBI
2 days
retiring within one year
Attachment of IPS(Officers
IPS(OTs) of 53rd-RR
Trainees)
(on request from NPA)
Visits of Officers from Indian On request from concerned agencies.
Air Force, BSF, IB UP Police
etc.
Course on Driving and Traffic In-service Drivers of CBI
Rules

Page 396 of 396

Annexure - VI

CHECKLIST OF POINTS FOR CONSIDERATION

(G.I.MHA (D.P.&A.R.) O.M.No.24011-1/76-Estt. (B) dated the 17th May,
1976)
Part-I1.
2.

3.

4.
5.
6.

7.

8.
9.

General Information

Name and present designation :

Post held including name of establishment :
i) substantive
ii) officiating
Any post, other than the present appointment,
held during 6 months prior to the month in which
resignation is tendered.
Permanent residential address :
Part-II - Points to be checked up before accepting resignation
The date on which the Government servant wants
to be relieved from service.
(i) Whether any inquiry or investigation or
disciplinary case is pending or contemplated.
(ii)
Whether under suspension :
Whether the Government servant concerned has
executed any Bond for serving the Government
for a specified number of years on account of his
being
given
specialised
training,
fellowship/scholarship for studies or deputed for
training whether in India or abroad, and if so, the
Bond period is over.
Time required for filling up the post and/or
making alternative arrangements :
Authority competent to accept resignation i.e.
appointing authority :

Part-III - If the resignation is accepted, points to be checked up

before relieving the Government servant.
10.
Whether alternative arrangements have been
made for discharge of the duties of the post
including arrangements for taking over charge of
cash/stores in the custody of Government
servant (wherever applicable)
Controlling Officer :
11.
Whether
the
Government
servant
has
surrendered
and
obtained
No
Demand
Certificates in respect of (i) MHA/Departmental Identity Card
(ii) Library Cards/Tokens of the Central Sectt.
Library and/or Departmental Library etc.

Page 397 of 397

(iii) CGHS Identity Card

(iv) Typewriters, brief cases, cycles, Liveries, etc
(wherever applicable)
(v) Headgear set and locker in case of TO and
other tools in case of other cadres.
12. Arrangement made for recovery of outstanding
advances/loans, if any, taken or any other category
of dues, viz.(i) Training Allowance paid to the official :
(ii) House Building Advance :
(iii) Advance for purchase of Motor Car/Motor
Cycle/Scooter/Cycle :
(iv) Festival Advance/Flood Advance :
(v) Any other dues, such as :(a) Amounts due to be recovered from or
settled by, the employee in respect of
money/material entrusted to him in the course
of his official duties in this or earlier posts :
(b) Recoveries ordered to be made as a result
of disciplinary proceedings
13. Whether the Government servant is in occupation
of Government accommodation. If so, whether the
dues in respect of such accommodation (including
electrical appliances, etc.) have been settled and a
No Demand Certificate obtained.
14. Whether accounts in respect of water and
electricity charges in respect of Government
accommodation held by the Government servant
have
been
settled
with
the
concerned
Municipality/Corporation.
15. In case where the Government servant has not
been in occupation of any Government residential
accommodation during the service, whether No
Demand Certificate has been issued by the
Ministry/Department as required in Ministry of
W.H.&R. Memo NO.15-362-A.C.C.I, dated the 19th
October, 1963
16.

17.

18.

Whether any cash deposit/security of sufficient

value has been taken where it is not found
possible to make a correct assessment of the dues
immediately.
Leave sanctioned to the official from previous halfyear and any leave sanctioned extra, if so leave
salary paid. The Personal File and Service Book
may also be forwarded
Any other section concerned :

Page 398 of 398

Annexure - VII

MOST IMMEDIATE
No.DP AD 4 2000/87/8/1/2000
CENTRAL BUREAU OF INVESTIGATION
Government of India
Block No.3, 4th Floor,
CGO Complex, Lodhi Road,
NEW DELHI-110 003.
Dated 04-02-2000.
To
1.

The Spl. Director (S) & (E),

Central Bureau of Investigation
New Delhi.

2.

All Joint Directors,

Central Bureau of Investigation,
(Delhi based and outside Delhi)

3.

The Supdt.of Police, CBI,

All Branches located in Delhi and outside.

Sub.: Delegation/Re-delegation of Financial and Administrative Powers

to Special Directors and Joint Directors, CBI.
Sir,
The proposal regarding Delegation of Financial Powers to the Special
Directors and the Joint Directors of the CBI has been under consideration
for some time. The existing scheme of delegation of Financial Powers to
Zonal JDs has been reviewed with a view to have greater delegation of
financial responsibility and expeditious disposal of business. Accordingly in
continuation of Head Office Circular No(s) A-22020/32/92-AD.IV dt.27-0295 and 27/28/95/AD.V dt.28-11-96, it has now been decided, in exercise of
the powers conferred vide Rule - 13(2) of the Delegation of Financial Powers
Rules, 1978, by the Director/CBI to delegate more Financial and
Administrative Powers to all the Joint Directors and Special Directors, CBI to
the extent as indicated against each item of the Statement annexed to this
letter.
2.
The delegation/re-delegation is subject to restrictions, stipulations or
instructions that may be issued by the Government from time to time.
3.
The Director, CBI has desired that all Joint Directors/CBI and Special
Directors will ensure that the powers are exercised properly.
Yours faithfully,
Sd/(Vivek Dube)

Page 399 of 399

Dy. Director (Admn./CBI

Encl.: As above.

Copy to :1.
2.
3.
4.
5.
6.

PS to Director, CBI.
All DIsG/Dy. Directors/DD(CO), CBI.
Administrative Officer (A) and (E), AIG (P)CBI, Nsew Delhi.
Accounts Officer, PAO, CBI, New Delhi.
All Sections/Zones/Divisions, CBI.
Guard File (AD.IV Section).

Page 400 of 400

STATEMENT SHOWING THE FINANCIAL AND ADMINISTRATIVE

POWERS OF THE JOINT DIRECTORS AND SPECIAL DIRECTORS OF C B
I

Sl.No.

Nature of Powers.

All Joint
Spl.Director(S)/
CBI
Directors/CBI
&
Spl.
Director(E)/
CBI

Remarks

SANCTION OF LEAVE
Sanction of all
Full Powers
kinds of leave to
for grant of
officers
leave upto the
rank of SsP.

Full Powers to
Leave
matters
Special Director concerning to JDs
(S) & (E) in
and
above
will
respect of DIsG
continue
to
be
working under
submitted to
the
them.
Director, CBI.
PERMISSION FOR HIGHER STUDIES AND TO OBTAIN PASSPORT.
Permission for
-Full Powers to
The
matters
in
higher studies/
SDCBI (S)
respect of officers
vocational courses
above the rank of
and NOC for
DIG will continue to
obtaining passport
be submitted to the
in respect of officers
Directror/CBI.
upto the rank of DIG
and Administrative
Officers.
ADVANCE/WITHDRAWAL FROM PF TO IPS OFFICERS
Sanction of
-Full Powers to
The cases concerning
Advance/Withdrawal
SDCBI(S)
JDs and above for
from GPF to IPS
sanction
of
officers under
advance/withdrawals
AIS(PF) Rules upto
under AIS (Rules)
the rank of DIsG.
will continue to be
submitted to
the
DCBI.

HOUSE BUILDING ADVANCE

Grant
of
House
-Building Advance to
officers of and above
the rank of DIG.

Full Powers to
SDCBI (S)

MOTOR CAR/COMPUTER ADVANCE

Sanction
of
-Full Powers to
Motor
Car
SDCBI(S)
Advance/

Powers to sanction
HBA to officers below
the rank of DIG are
already delegated to
JD (Admn.), CBI,
HO.

Powers to sanction Motor

Car Advance to officers
below the rank of DIG

Page 401 of 401

Computer
Advance to JDs
POSTING/TRANSFER
Posting/Transfer of
all
Group
'A'
Officers viz. Dy.
Supdts. of Police
and Law Officers
(Sr.PP
to
ALA)
except Ss.P and
above.

are already delegated to

JD(A), CBI, HO.
--

Full Powers to
Spl. Directors
(S) and Special
Director (E) in
respect
of
officers working
under
their
control only.

MEDICAL CLAIMS
Process
claims Full Powers.
under
CS(MA)
Rules,
CGHS
Rules, condonation
of
delay
and
settlement
of
medical claims etc.
of
the
staff
members of the
Central Bureau of
Investigation upto
the level of DIG,
Ministerial
Staff
and their family
members.

--

The cases of Transfer of Dy.

SsP and Law Officers (Sr.PP
to ALA)
outside the
jurisdiction of SD, CBI (S)
and (E) will be decided in
co-ordination meeting to be
held between the two
Special Directors, which
may be held once in a
month.
The cases concerning JDs
and above will continue to
be submitted to the DCBI.
The
delegation/
redelegation is subject to the
restrictions, stipulations or
instructions that may be
issued by the Ministry of
Health
&
F.W/
DGHS/CGHS from time to
time.

Annexure - VIII

FORM NO 24
(See Rule 32)
Form of certificate of verification of service for pension
No_______________________
Government of India
Ministry of ________________
Department of _____________
Dated_____________________
Certificate
It is clarified, in consultation with the Accounts Officer, that
Shri......... Designation.......... has completed a qualifying service of........
years ............months............days as on............(date), as per details given
below. The service has been verified on the basis of his service documents
and in accordance with the rules regarding qualifying service in force at
present. The verification of service under sub rules (1) and (2) of Rule 32 of

Page 402 of 402

the Central Civil Services(Pension) Rules 1972, shall be treated as final and
shall not be re-opened except when necessitated by a subsequent change in
the rules and orders governing the conditions under which the service
qualifies for pension.

DETAILS OF QUALIFYING SERVICE

___________________________________________________________________________
__
To
From
___________________________________________________________________________
__
1.
2.
3.
___________________________________________________________________________
__

Signature of Head of Office

To
Shri______________
(Name & Designation)

Page 403 of 403

Annexure - IX
MODEL CALCULATION-1
FAMILY PENSION & DEATH GRATUITY CALCULATION
MEMO IN RESPECT OF SHRI AAA DESIGNATION BBB, CBI EXPIRED ON
09.09.1999
I.

Date of birth:
23.04.1941
Date of appointment:
05.04.1963
Date of death:
09.09.1999
Last pay drawn
Rs. 6025/-

II.
QUALIFYING SERVICE:
Gross service w.e.f.
05.04.1963 to 09.09.1999
Non-qualifying service
NET SERVICE
III.

Y
36

M
5

D
4

36

FAMILY PENSION
Emoluments last (pay) drawn
=
Family Pension admissible @30%

i)

ii)

IV)

Rs.6025/-

= Rs.1808-00
6025 x30
100
Family pension at
Enhanced Rate
10.09.1999 to 09.09.2006 (7 years)
Rs.1808 x 2 = Rs.3616/- but
or attaining the age of 67 years limited to Rs.3013/- i.e. 50% of whichever is
earlier
the last pay drawn.
Family Pension at Normal Rate
10.09.2006 onward
DEATH GRATUITY:
Basic Pay
DA @ 37%

Rs.1808/-

TOTAL

Rs.6025-00
Rs.2229-00
Rs.8254-00

Rs.8254 x 33

Rs.2,72,382-00
Sd/Head of Office
CBI

Page 404 of 404

MODEL CALCULATION 2
PENSION, COMMUTED VALUE OF PENSION, RETIREMENT GRATUITY &
FAMILY PENSION CALCULATION MEMO IN RESPECT OF SHRI CCC
DESIGNATION
DDD,
CBI
RETIRING
ON
31.05.2002
ON
SUPERANNUATION

Date of birth:
20.05.1942
Date of appointment:
03.09.1970
Date of retirement:
31.05.2002
Pay as on 1.10.2000
Rs. 8300/Pay as on 1.10.2001
Rs. 8500/Pay on the date of retirement
Rs. 8500/I.

Gross Service
w.e.f. 03.09.1970 to 31.05.2002
Non-qualifying service
Total Service

31

Yr.
31
-

M
8
-

D
28
28
or say 63 SMPs

II:

AVERAGE EMOLUMENTS

i)
ii)

01.08.2001 to
01.10.2001 to

A.E.

30.09.2001 @Rs.8300 x 2=
31.05.2002 @Rs.8500 x 8=
Total =

= 84,600
10

Rs.16,600-00
Rs.68,000-00
Rs.84,600-00

= Rs.8,460-00

III:

PENSION

i)

Pension admissible for maximum:

qualifying service

ii)
Pension admissible for
Rs.4037.72
63 Six Monthly Period

8460 x 66
2 x 66

8460 x 63

Rs.4230-00

x 66

or say
Rs.403800

IV.

V.

VI.

COMMUTATION
40% of Rs.4038
1615 x 12 x 9.81

=
=

Rs.1615/Rs.1,90,117.80

RESIDUARY PENSION:
Rs.4038 (-) Rs.1615

Rs.2423-00

RETIREMENT GRATUITY:
Basic Pay
Rs. 8500-00
DA @45%
Rs. 3825-00
Rs.12,325-00

Page 405 of 405

12,325x63
4
VII.

Rs.1,94,118.75/- or say Rs.1,94,119-00

FAMILY PENSION (IN CASE OF DEATH OF PENSIONER):

30% of the last pay drawn (Rs.8500-00)
8500 x 30
100

Rs.2550-00

Family Pension at enhanced rate:Rs.2550 x 2 = Rs.5100/but limited to Rs.4038/- i.e.

pension authorised on the
date of retirement.
(7 years or the age of 67 yrs. whichever is earlier)
Family Pension at Normal Rate thereafter

Rs.2550/-

Sd/Head of Office
CBI

Page 406 of 406

Annexure X(A)
No.240/1/96-AVD.II
GOVERNMENT OF INDIA
MINISTRY OF PERSONNEL, PUBLIC GRIEVANCES AND PENSIONS
DEPARTMENT OF PERSONNEL & TRAINING
NEW DELHI
DATED :

03.10.96

To
The Director,
Central Bureau of Investigation
New Delhi
Sub:- Delegation of financial powers Rules 1978 - Enhancement of
Powers of DCBI.
Sir,
I am directed to convey the sanction of the President to the delegation
of enhanced powers to the Director,CBI for according administrative
approval and expenditure sanction for execution of works as specified in
Annexure A'.
2.
This order relating to delegation of enhanced powers is subject to the
provisions contained in DFP Rules, GFRs and other instruction issued from
time to time.
3.
This letter issues with the concurrence of Ministry of Home Affairs
vide their Dy. No.7334/JS/Fin(P) dated 1.10.96.

Yours faithfully
sd/( Jaswant Singh)
UNDER SECRETARY TO THE GOVT. OF INDIA

Page 407 of 407

STATEMENT SHOWING ENHANCED DELEGATION OF POWERS TO DCBI

SL NO NATURE OF POWER

EXISTING POWERS
OF DCBI

ENHANCED TO

1.

Recurring
Rs. 10,000/- p.a.
in each case

Recurring
Rs.30,000/- p.a.
in each case

Contingent
Expenditure

2.

Local purchase of
Stationery

3.

Petty repairs

Non-Recurring
Rs.40,000/- p.a.
in each case

Non-Recurring
Rs.60,000/- p.a.
in each case

Rs.40,000/- p.a.

Rs.50,000/- p.a.

Rs.10,000/- in each case Rs.20.000/-in each

case

4.
Major and Minor works
Rs.30

Nil

Major Work :
lakh in each

case
Minor Work
:Rs.2
Lakh in each
case.

FINANCIAL POWERS OF THE

DIRECTOR / CENTRAL BUREAU OF INVESTIGATION
S.No

Item

Bicycle

Conveyance Hire

Govt. Order of
delegation

Monetary
Remarks
limit upto
which
expenditure
can be
incurred
Item No.1 of Full Powers
As per Scales
Annex ure to
prescribed
in
Schedule V of
Col.4
of
DFP
Rules
Schedule V to
1978
DFP Rules 1978
Item No.3 of
The conveyance
Annexure
to
hire
charges
Schedule V of
actually
paid
DFP
Rules,
may
be
1978
reimbursed to a
Gazetted /nongazetted Govt.
servant
who
performs

Page 408 of 408

journey
in
public interest
within
the
municipal
limits of the
city in which
his
H.Q.
is
situated, in a
conveyance
when a staff
car
is
not
available.
Provided
that
where
travelling
allowance
is
also admissible
for
such
a
journey, it will
be open to the
officers either
to
claim
reimbursement
of
the
conveyance
hire
under
these rules or
travelling
allowance
under
Travelling
Allowance.
Provided
further that the
reimbursement
of
the
conveyance
hire shall be
subject to the
conditions laid
down in Col.4
of Schedule V
to DFP Rules,
78.
4

Electric Gas and Water Item No.4 of Full Powers

Charges.
Annexure
to
Schedule V to
DFP
Rules,
1978
Fixture and furniture , Item No 5 of Full Powers
purchase and repairs
Annexure
to
Schedule V of
DFP
Rules,
1978

The exercise of
this
power
shall be subject
to
such
conditions and
scales as may
be prescribed
by the Min. of

Page 409 of 409

Works
Housing.
6

and

FREIGHT
AND
DEMURRAGE
/
WHARFAGE CHARGES
(i) Freight Charges
Item No.6 (i) of Full Powers
Annex ure to
Schedule V of
DFP
Rules,
1978
(ii)Demurrage/Wharfage
charges
Item 6(ii) of Full Powers
Annex ure to
Schedule V of
DFP
Rules,
1978

Hire of Office furniture,

electric fans, heaters,
coolers, clocks and call
bells.

Item No.7 of
Annex ure to
Schedule V of
DFP
Rules,
1978
Legal Charges
Item No.9(i) of
(i) Fees to Barristers, Annex ure to
Advocates,
Pleaders, Schedule V of
Arbitrators
and DFP
Rules,
Umpires.
1978

Item No.9(ii) (a)

Law suites or
prosecutions
cases.

(ii)Other Legal Charges

In
case
of
airlifting
of
stores
exceeding
Rs.1000/should
be
reported to the
next
higher
Administrative
Authority
/
DP&T.

Each
case
exceeding
Rs.1000/should
be
reported
to
Min./Deptt.
Full Powers
Subject
to
observance of
all the relevant
Govt. Rules in
force.
Full Powers
Subject
to
conditions
/scales
laid
down in Col.4
of the Annex
ure to Schedule
V of DFP Rules,
Full
Powers 1978
in case of
authorities
vested
with As
per
powers
to conditions
sanction the provided
in
institution of Col.4 of the
suit
or Annex ure to
prosecution; Schedule V to
otherwise
DFP
Rules,
Rs.5000/- in 1978.
each
case.

Item No.9 (ii) (b)

Arbitration
Full
Powers
in case of
Cases
authorities
vested
with
powers
to
refer cases to As

per

Page 410 of 410

arbitration
otherwise
Rs.1,00,000/in each case.

Engagement of Spl.
Counsel on behalf of
CBI to contest the
criminal cases

Payment of fee to Spl.

Counsels for the courts
at
Delhi,
Mumbai,
Calcutta and Chennai
Payment of fee to Spl.
counsels for the courts
at other stations.

DP&T
Letter Full Powers
No.225/2/95AVD-II
dated
30.1.97
circulated vide
DCB
letter
No.2/97/DCBI/
Pers/338 dated
4.2.97
-do-

-do-

conditions
provided
in
Col.4
of
Schedule V to
DFP
Rules,
1978.
Subject
to
observance of
Scheme
circulated
by
Legal Division
/CBI.

Sr. Counsels
Rs.3500/per day.
The Counsels
should
be
appointed with
Jr. Counsels the
prior
Rs.1750/approval of the
per day
Director, CBI.
-do-

10

MOTOR VEHICLES
(iii)Maintenance,
Upkeep and repairs.

rates

and

Item No.10 (iii)

of Annexure to
Schedule V of
DFP Rules ,
1978.
Item No.11 of
Annexure
to
Schedule V of
DFP
Rules,
1978
Item No.12 (ii)
of Annexure to
Schedule V of
DFP
Rules,
1978

Full Powers
--

Full Powers

11

Municipal
taxes

12

Rs.30,000/Petty Works and Repair

in each case.
i) Execution of Petty
Works
and special
repairs to Govt. owned
building
including
sanitary fittings, water
supply and electrical Item No.12(iii) Full Powers
installation in such of Annexure to
buildings and repairs. Schedule V of
DFP
Rules,
(ii) Ordinary repairs to 1978
Government Buildings
Non(iii)
Repair
and
recurring
alteration to hired and
Rs.30,000/requisitioned buildings
per annum
Recurring
Rs.6,000/per annum

Subject
to
observant of all
the
relevant
Govt. rules.
As
per
conditions laid
down in col. 4
of the Schedule
V of DFP Rules,
1978

Subject to the
conditions laid
down in col.4 of
Schedule V of
DFP
Rules,

Page 411 of 411

1978
13

Postal and Telegraph

Charges :
(i) Charges for the issue Item No.13(i) of Full Powers
of letters , telegraphs Annexure
to
etc.
Schedule V of
DFP
Rules,
(ii)Commission
on 1978
Money Orders
Item No.13(ii) of
Annex ure to
Schedule V of
DFP
Rules,
1978

14

Printing and Binding

15

Publication
(i) Official Publication

16

Item No.14 of
Annexure
to
Schedule V of
DFP
Rules,
1978.

Full
Powers
where
work
executed
through
or
with
the
approval
of
Director
of
Printing.
In
the case of
local printing
and binding
Rs.20,000/per annum.

Item No.15(i) of Full Powers

Annexure
to
Schedule V of
DFP
Rules,
1978

(ii)
Non-official
Publication
Item No.15(ii) of
Annexure
to
Schedule V of
DFP
Rules,
1978.
RENT
(i)
Ordinary
Office Item No.16(i) (a)
accommodation
of Annexure to
(a)
Where
the Schedule V of
accommodation
is DFP Rules,
entirely utilised for the 1978
office.
Lr. No.
11011/18/86Fin.II (MHA)
dated 26.12.86.
(b)
Where
the
accommodation is used
partly as office and Item No.16(i)(b)
of Annexure to
partly as residence
Schedule V of

Subject to the
conditions laid
down in Col.4
of the schedule
V of DFP Rules,
1978.
Subject to the
conditions laid
down in Col.4
of the Schedule
V of DFP Rules,
1978.
Subject to the
conditions laid
down in col.4 of
the Annexure
to Schedule V
of DFP Rules,
1978.

Subject
to
conditions laid
down in col.4 of
the schedule V
of DFP Rules,
1978

Full Powers
--do -

A1 = Rs.
25000/- p.m.
A, B1 & B2 =
Rs. 10000/p.m.
C = Rs.
6000/- p.m.
Unclassified =
Rs. 4000/p.m.
A1 =
Rs.6000/p.m.
A B1 B2 =

Normally
the
Central Public
Works
Department
should
hire
accommodation
required
for
public
purposes and
also enter into
the lease deeds
and pay the
rent.
The
powers is an
exception this

Page 412 of 412

DFP Rules,
1978
(ii) For residential and
other purposes
Item No.16(ii) of
Annexure
to
Schedule V of
DFP
Rules,
1978

17

18

19

Repairs and removal of

machinery ( where the
expenditure is not of a
capital
nature )
Rewards , Fees, Bonus
etc. ( other than fee or
honoraria granted to
Government
servants
under the service
Rules )
Honorarium

Rs.5000 p.m. general

and
principle
C = Rs.3000 shall
be
p.m.
exercised
subject to the
A1= Rs.1200 conditions laid
p.m.
down in col.4 of
Annexure
to
A B1 B2 =
Rs. 800 p.m. Schedule V of
C=
Rs.400 DFP
Rules,
p.m.
1978.
Others
=Rs.200 p.m.
Full Powers

Item No.17 of
Annexure
to
Schedule V of
DFP
Rules,
1978.
Lr.
No. Full
Powers
11011/12/81- within
the
Fin.II
(MHA) budget limits.
dated 19.5.81.

20

Staff
paid
Contingencies

from Item No.20 of

Annexure
to
Schedule V of
DFP
Rules,
1978.

21

Local purchase of Petty DP&T

Letter
Stationary Stores
No.240/1/96AVD.II
dated
3.10.96

22

Local
purchase
of Item No.21(c) of
rubber
stamps
and Annexure
to
office seals.
Schedule V of
DFP
Rules1978.

Rs.2,500/Subject
to
p.a. to a Govt. observance of
servant.
all the relevant
rules.
Full Powers
Remuneration
of such staff
shall
be
regulated
in
accordance
with general or
special orders
issued
by
President
in
this behalf.
Rs.100000/- As
per
per annum
provisions laid
down in col.4
against
item
No.21
of
Schedule V to
DFP
Rules,
1978.
Full Powers
To avoid the
possibility
of
counterfeiting
of stamps and
seals
by
a
dealer
,
purchases shall
be made with
caution
and
from firms of
repute only.

Page 413 of 413

23

STORES
(I) Stores required for Item 22(i) of
Full Powers
works
Annex ure to
Schedule V of
DFP Rules 1978.
(ii) Other Stores i.e.
stores required for the Item No.22(ii) of Full Powers
working
of
an Annexure
to
establishment,
Schedule V to
instrument
and DFP Rules apparatus.
1978.

24

Supply of uniforms,
badges
and
other
articles of clothing etc.
and washing allowance

Item
No.23of Full Powers
Annexure
to
Schedule V to
DFP Rules 1978.

25

Telephone Charges

Item No.24 of Full Powers

Annexure
to
Schedule V of
DFP
Rules1978.

26

Purchase, Upkeep &

Repair
of all office
equipment
including
typewriters, Electronic
typewriters,
delicate
word
processors,
Intercom
equipment,
calculators, electronic
stencil
cutters,
Dictaphone,
tape
recorders, photocopiers,
copying
machines,
franking
machines,
addressographs, filing
and indexing systems,
etc.
excluding
computers of all kinds.

Item No.26(a) (i) Full Powers

of Annexure to
Schedule V of
DFP
Rules1978.

27

(i) Computers
Item
No.26(A) Rs.1.00 lakh
(including
personal (ii) of Annexure
computers purchase ) to Schedule V
of DFP Rules 1978 .
(ii)
Hire
and
Full Powers
maintenance
of Item No.2(b) of
computers of all kinds Annexure
to
Schedule V of

The sanction of
a
competent
authority
for
executing the
work
carries
with
it
the
sanction
for
incurring
necessary
expenditure on
the purchase of
stores required
for the work.
As
per
provisions laid
down in col.4
against
the
item
of
Schedule V to
DFP Rules 1978.
As
per
provisions laid
down in col.4
against
the
item
of
Schedule V to
DFP
Rules1978.
The
expenditure on
the purchase ,
hire, upkeep of
and repairs to
such machines
shall
be
incurred
subject
to
general
or
special orders
issued by the
Ministry
of
Finance
or
Department of
Supply
from
time to time in
this behalf.
Subject
to
provisions laid
down in col.4
against
the
item
of
Schedule V to
DFP
Rule1978.

Page 414 of 414

DFP
1978.

28

CONTINGENT
EXPENDITURE (Table in
Schedule V to Delegation
of
Financial
Powers
Rules applicable to item
not specified in the
Annexure to Schedule V
of DFP Rule-1978).

29

MAJOR WORKS

30

Minor Works

31

Incurring
of
Miscellaneous
Expenditure including
expenditure
on
light
refreshments.

32

Write off of Losses

(Stores, Public Money )

Loss of irrecoverable
loans and advances

33

Rules-

Subject
to
provisions laid
down in col.4
against
the
Item
of
Schedule V to
DFP
Rules1978.
DP&T
letter NonNo contingent
No.240/1/96- recurring
or
AVD.II dated Rs.60,000/- miscellaneous
3.10.1996
p.a. in each expenditure of
case.
an
unusual
character
or
involving
any
departure from
the
rules
,
Recurring
Rs.30,000/- orders
,
p.a. in each restrictions or
case.
scales
prescribed
shall
be
incurred.

--do-letter Rs.30.00
Subject
to
DP&T
No.240/1/96- lakhs in each observations of
AVD.II dated case.
all the relevant
3.10.1996
Govt. Rules in
force.
DP&T
letter Rs.2.00 lakhs Subject
to
No.240/1/96- in each case. observations of
AVD.II dated
all the relevant
3.10.1996
Govt. Rules in
force.
Schedule VI of Recurring
Subject
to
DFP Rules - Rs.5,000/- a observance of
1978 and Note year
Schedule VI of
thereunder.
NonDFP
Rules,
recurring
1978.
Rs.20,000/Schedule VII Rs.50,000/- Subject
to
of the DFP for losses of observance of
Rules,
1978 stores
not Schedule VII of
and
notes due to theft, DFP
Rulesthereunder.
fraud
or 1978.
negligence
Rs.20,000/for
other
cases.

Rs.10,000/-doTravel by air by non- DP&T

letter 150
entitled officers of CBI No.240/2/93- personnel in
including
accused AVD.II dated a year
/witness.
6.6.97.

As the Director
,
CBI
has
powers to allow
travel by air to

Page 415 of 415

34

Reimbursement of
amount equivalent to
trap money to the
complainants seized by
CBI in a trap

DP&T letter
Full Powers
No.
245/32/97AVD.II dated
3.12.1997
circulated vide
HO letter No.
23/6/94Ad.IV dated
05.03.1998

non-entitled
officers
upto
150 cases in a
year,
nonentitled officers
should not be
permitted
to
travel by air
and in case of
extreme
urgency such
officer have to
take
prior
approval
of
their concerned
Joint Director
and
proposal
for
ex-postfacto sanction
be sent to Head
Office with a
copy of prior
approval of the
concerned
Joint Director,
CBI.
Reimbursement
should not be
made
as
a
matter
of
routine but in
rare
and
exceptional
circumstances
for reasons to
be recorded in
writing and as
per procedure
laid down vide
HO letter No.
23/6/94-Ad.IV
dated 23.6.94.

D.F.P.Rule, 1978 = Delegation of Financial Powers Rules 1978

Annexure X(B)
No.240/2/93-AVD.II
GOVERNMENT OF INDIA
MINISTRY OF PERSONNEL, PUBLIC GRIEVANCES AND PENSIONS
DEPARTMENT OF PERSONNEL & TRAINING
NEW DELHI
Dated: 06.06.97

Page 416 of 416

To
The Director,
Central Bureau of investigation,
New Delhi
( Attention: Shri R. S. Arora, DD(A) )
Sub: Delegation of powers to DCBI to allow Air Journey to non-entitled
officers of CBI
Sir,
With reference to CBI's ID NO.3/3/87-Hindi dated.3.2.97 and in
partial modification of this Department's letter No.240/1/89-AVD.II
dated.4.1.1991 on the subject noted above. I am directed to convey the
sanction of the President to enhance the delegated powers of Director CBI
from the 60 non-entitled personnel to 150 non-entitled personnel of CBI for
performing air travel in a year in public interest.
2.
The terms and conditions for allowing journey by air to non-entitled
personnel will remain unchanged as mentioned in DOP&T letter
No.240/1/89-AVD.II date4d.30.5.89.
3.
This issues with the approval of Ministry of Finance vide ID
No.217/E.IV/97 dated 23.5.1997 and IFD Dy. No.1723/97.Fin.II dated the
5th June,1997.

Yours faithfully
Sd/(Hari Singh )
Under Secretary to the Govt. of India

Annexure X(C)
No.205/26/98-AVD.II
Government of India
Ministry of Personnel,Public Grievances and Pension
Department of Personnel & Training
New Delhi
Dated: 22 January, 1999
To,
The Controller of Accounts,
Department of personnel and Training,
New Delhi

Page 417 of 417

Sub: Delegation of financial powers to the Director, CBI as Head of the

Department for condemnation of government vehicles.
Sir,
With reference to CBI's U.O. No.14/6/83-AD.II, dated the 21.9.98 and
in continuation of this Department's letter No.205/1/95-AVD.II
dated.23.3.1995, I am directed to convey the sanction of the President to the
extension of delegation of powers to condemn Government vehicles up to the
monetary ceiling of Rs.2,00,000/- (Rupees two lakh only) in each case,
subject to conditions mentioned in Schedule VII of Delegation of Financial
Powers Rules , 1978, being satisfied, to Director, Central Bureau of
Investigation for a further period from 1.1.1999 to 31.12.2002.
2.
In case further extension of these orders is considered necessary, a
proposal may be made out by Director, CBI and referred to this Department
well in advance before the expiry of the said period.
3.
The above delegation of powers will be further subject to other general
orders /instructions issued by the government from time to time.
4.
This issues with the concurrence of the Ministry of finance,
Department of Expenditure vide their U.O. No.3/3-E.II(A)/99 dated 11.1.99
and IFD's Dy. No.185/99-Fin.II dated. 14.1.99.
Yours faithfully,
Sd/( HARI SINGH )
UNDER SECRETARY TO THE GOVERNMENT OF INDIA

Page 418 of 418

Annexure XI(A)

No. 29/1/96-AD.III
Central Bureau of Investigation
(Administration Division)
Block-3, CGO Complex
New Delhi-110003
December 26, 1997

CIRCULAR
The rewards are sanctioned to CBI officers as a recognition of
extraordinary efforts made by them and for exemplary initiative shown in
accomplishing a special task assigned to them.
Similarly, the
Commendation Letters are intended to motivate the officers and staff to put
in their best and achieve excellence in their assigned duties. However, the
rewards and commendation letter must not be given for performing routine
duties and normal task expected of an officer. While sanctioning and
proposing rewards, the officer must bear in mind that executive officers from
the rank of Constable to Inspector are being given one month extra salary for
working beyond office hours and on holidays.
2.
In order to bring in uniformity in the sanction of rewards and issue of
commendation letter the following instructions are issued to be strictly
followed by the officers proposing and sanctioning rewards.
a)

Group A gazetted officers shall not be sanctioned cash rewards. In

case it is proposed to give cash reward to Group A gazetted officers
for certain exceptional achievements beyond the call of normal duty, a
self-contained proposal with full justification may be submitted to
DCBI through concerned supervisory officer for referring the same to
Government for sanction. The notable efforts and achievements of
Group A officers can be appreciated by way of issue of
Commendation Letters/Letter of Appreciation which the supervising
officer may propose to the concerned Addl. Director/Special
Director/Director as the case may be.
The Commendation
Letters/Letter of Appreciation are to be placed in the personal
file/Service Books only on prior approval of Director, CBI.

b)

The proposal for rewards must be submitted normally within one

week from the date of completion of task for ensuring prompt
recognition of commendable work done by an officer.

c)

Rewards could be given and proposed for the following achievements

and accomplishments:

For showing extraordinary initiative and painstaking efforts in

accomplishing the assigned task.

Notable efforts of officers in detection of difficult case in a record

time.

Page 419 of 419

In a case which ends in exemplary conviction due to untiring

efforts of an officer(s).

Arrest of an absconding accused vital to the investigation/trial of

the case due to painstaking efforts by an officer.

Laying of a successful trap and getting conviction of the accused

after meticulous planning by an officer or team of officers.

3.
As mentioned in para 1, the officers must bear in mind that rewards
are not proposed and sanctioned for the following:a)
b)
c)

Routine work by an officer/staff whether in the course of

investigation or in the office.
Normal investigation of the case and performing of the assigned
job even beyond the normal office hours and on holidays.
Any other job or assignment whether in the course of
investigation and normally expected from an officer as part of
his duties.

4.
While sanctioning the rewards and commendations the following
administrative guidelines must be kept in mind by the officers:i)

No officer must sanction reward to any individual officer in

excess of his delegated financial powers as mentioned in the
paras below. In case it is proposed to reward an officer beyond
the delegated power, the proposal must be put up for sanction
of the next higher authority or as the case may be.

ii)

The sanctioning authority should sanction rewards only in

respect of officers/staff working under their administrative
control.

iii)

If any officer intends to sanction reward to any officers not

working under his administrative control, he may send his
recommendations with full justification to the concerned
competent authority for consideration and orders with regard
to sanction of rewards to such officers. The order sanctioning
rewards would be issued by the unit where officer is working at
the time of disbursal.

iv)

Whenever reward is proposed to be granted to any

employee/officer, the presenting officer as well as possible
must give details of the previous rewards sanctioned to such
employee or officer in the financial year.

v)

The sanctioning authority must keep in mind relevant

Fundamental Rules as well as instructions issued by the
Government and the Head Office from time to time.

vi)

vi)
Drawing and Disbursing Officers (DDOs) should ensure
that reward has been sanctioned by the competent authority.
DDOs must maintain separate register for honorarium/reward
in respect of each officer and staff. Before passing the bills and
presenting the same to Pay and Accounts Officer, DDO should
fully satisfy himself that various instructions issued from time
to time and the restrictions if any have been complied with.

Page 420 of 420

The delegation of financial powers for sanction of rewards

5.
The maximum amount of cash rewards that can be sanctioned to an
officer on a single occasion- subject to the overall annual ceiling mentioned
in para 8 below- is as follows:a)

Supdt. of Police/Asstt. Director/AIG

Constable
Hd. Constable
ASI
Sub-Inspector
Inspector
b)

Rs.
Rs.
Rs.
Rs.
Rs

750/1,000/1,250/1,500/1,750/-

Rs.
Rs.
Rs.
Rs.
Rs

1,250/1,500/1,750/2,000/2,250/-

Joint Director

Constable
Hd. Constable
ASI
Sub-Inspector
Inspector
d)

Rs. 500/Rs. 600/Rs. 750/Rs. 1,000/Rs 1500/-

DIG/Dy. Director

Constable
Hd. Constable
ASI
Sub-Inspector
Inspector
c)

Addl. Director/Special Director

Constable
Hd. Constable
ASI
Sub-Inspector
Inspector

Rs.
Rs.
Rs.
Rs.
Rs

1,500/1,750/2,000/2,250/2,500/-

6.
In case any officer wishes to grant reward more than his delegated
power, he may forward the proposal to the next rank competent to sanction
rewards of the proposed limit.
Rewards to the drivers
7.
Constables/Hd. Constables/ASIs employed for driving duties may be
given cash reward of Rs. 750/- for good maintenance, economy of fuel and
accident free driving for every 5000 kms.
The maximum annual ceiling for sanction of cash rewards
8.
The cash rewards are subject to following maximum annual ceiling
and the officers proposing and sanctoning rewards must ensure that these
limits are not exceeded.
a)

Constable

Rs. 5,000/-

Page 421 of 421

b)
Constable(Driver) Rs. 7,000/-*
c)
Hd. Constable
Rs. 7,500/d)
Hd. Const.(Driver) Rs. 8,000/-*
e)
ASI
Rs 8,500/f)
ASI (Driver)
Rs. 9,000/g)
SI
Rs. 10,000/h)
Inspector
Rs. 12,250/*(Inclusive of good maintenance, economy of fuel and accident free driving
rewards).
9.
However, Director, CBI may sanction rewards more than the above
limits on a specific proposal submitted with full justification in cases of
exceptional achievements by the officers.
This issues with the approval of DCBI.
Sd/(N.R.Wasan)
Dy. Director(Admn.)
CBI/New Delhi
To,
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

PS to Director, CBI.
Ps to SDCBI.
PS to ADCBI.
All Joint Directors, CBI.
All DIGs and Dy. Directors, CBI.
All SsP, SP(HQ), SP(Trg.) and ADs/CBI.
AO(P&AO), CBI/Delhi.
AO(E)/AO(A)/CBI HO/Delhi.
LA, DPIO, Tech. Adviser, Exe. Engr. and OSD (Computer).
All Sections of Admn. Division, CBI, HO.
11.
11.
Incharge Control Room, Delhi.

Annexure XI(B)

No. 29/1/96-AD.III
Central Bureau of Investigation
(Administration Division)
Block-3, CGO Complex
New Delhi-110003
May 20, 1998
CIRCULAR
In continuation of Head Office Circular of even number dated 26th
December, 1997, it is clarified that Joint Director, Additional
Director/Special Director could sanction cash reward to prosecuting staff i.e.
APP, Group-B (Non-Gazetted) and PP, Group-B (Gazetted) in deserving and
appropriate cases in which the prosecuting staff have shown exemplary and
hard work resulting in exemplary conviction of the accused. The cash
rewards would be subject to an annual ceiling. The maximum amount of
cash reward that can be sanctioned to the officer on a single occasion
subject to overall annual ceiling mentioned at para 2 below- is as follows:(a)
Joint Director

Page 422 of 422

(b)

i)
ii)
Addl.
i)
ii)

APP, Gr-B (Non-Gazetted)

PP, Gr-B (Gazetted)
Director/Special Director
APP, Gr-B (Non-Gazetted)
PP, Gr-B (Gazetted)

Rs. 2000/Rs. 2500/Rs. 2500/Rs. 3000/-

2.
The cash reward is subject to following maximum annual ceiling and
the officers proposing and sanctioning rewards must ensure that these limits
are not exceeded to:i)
APP, Gr-B (Non-Gazetted)
Rs. 12000/ii)
PP, Gr-B (Gazetted)
Rs. 15000/3.
However, Director/CBI may sanction rewards more than the above
limits on a specific proposal submitted with full justification in cases of
exceptional achievements by an officer.
4.
Other instructions contained in Head Office Circular No. 29/1/96AD.III dated December, 26, 1997, including those regarding grant of rewards
of Group-A Gazetted Legal Officers vide sub-para (a) of para 2 would remain
unchanged.
This issues with the approval of DCBI.
Sd/(N.R.Wasan)
Dy. Director(Admn.)
CBI/New Delhi

To,
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

PS to Director, CBI.
Ps to SDCBI.
PS to ADCBI.
All Joint Directors, CBI. (Delhi & Outside Delhi).
All DIGs and Dy. Directors, CBI (Delhi and Outside Delhi).
All SsP/CBI, SP(HQ), SP(Trg.) and ADs/CBI.
AO(P&AO), AGCR Building/Delhi.
AO(E).AO(A)/CBI/HO/Delhi.
LA, DPIO, Tech. Adviser, Exe. Engr. and OSD (Computer).
OS/CBI/Legal Division, HO, Delhi.
11.
11.
DSP (Hqrs)/CBI/HO.

Page 423 of 423

Annexure XII(A)
No. 29/1/96-AD.III
Government of India
Central Bureau of Investigation
CGO Complex, Lodhi Road,
New Delhi-110003

23 November, 1998
CIRCULAR
A consolidated brochure containing detailed instructions/guidelines
for sanction of reward to CBI Personnel was issued to all CBI Branches vide
HO Standing Order No. 32 dated 27.12.1996. In modification to this
Brochure, circular/instructions have been issued from time to time resting
with Head Office Circular No. 29/1/96-AD.III dated 26.12.1997 and
20.05.1998 for strict compliance.
In continuation of the above circulars/instructions, it is clarified that
the Officers of the rank of SsP and above can sanction cash rewards to
RSOs, Telephone Operator Assistants of MTNL and Junior Engineers of
CPWD and other similar organisations of Government and Public Sector
Undertakings, in deserving and appropriate cases, in which the RSOs,
Telephone Operator Assistants and Junior Engineers have shown exemplary
initiative and put in hard work. The cash rewards would be subject to overall
annual ceilings in a financial year mentioned against the respective
categories.
Category of Maximum limit of
officer
reward that can be
sanctioned on a
single occasion.
RSO
Rs.1500/Rs. 1750/Rs. 2250/Rs. 2500/Full powers within
budget limits.
Junior
Rs. 1000/Engineer
Rs. 1500/(CPWD)
Rs. 2000/Rs. 2250/Full powers within
budget limits.
Telephone
Rs. 600/Operator
Rs. 1000/Assistant
Rs. 1500
(MTNL)
Rs. 1750/Full powers within
budget limits.

Sanctioning Authority

SP/Asstt. Director/AIG
DIG/Dy. Director
Joint Director
Addl./Spl.
Dir
&
Director

Maximum
annual overall
limit
in
a
financial year.
*Rs.12,250/-

SP/Asstt. Director/AIG
DIG/Dy. Director
Joint Director
Addl./Spl. Dir &
Director

*Rs.10,000/-

SP/Asstt. Director/AIG
DIG/Dy. Director
Joint Director
Addl./Spl. Dir &
Director

* Rs.7500/-

Page 424 of 424

Other Govt. Servants -

As considered suitable for grant of reward by

Addl. Director, Spl. Director and Director, CBI.

Members of Public -

As announced/considered suitable with regard to

the nature of work performed.

However, Director/CBI may sanction rewards more than the limits on

a specific proposal submitted with full justification in case of exceptional
achievements by an officer.
Other instructions contained in Head Office Circular No. 29/1/96AD.III dated December, 26, 1997 would remain unchanged.
This issues with the approval of Director, Central Bureau of
Investigation.

Sd/(N.R.Wasan)
Dy. Director (Admn.)
CBI:New Delhi
Copy to:1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

PS to Director, CBI.
Pss to ADCBI/Delhi.
All Joint Directors/CBI (Delhi & outside Delhi).
All DIsG and Dy. Directors/CBI Delhi and outside Delhi.
All SsP, CBI Branches located at Delhi and outside Delhi.
SP(HQ), AIG(P), AD(CO) & AD(Interpol) CBI/Delhi.
AO(E) and AO(A)/CBI/HO/Delhi.
Legal Adviser/Dy. Principal Information Officer/CBI/Delhi.
Technical Adviser/Ex. Engineer & OS (Computer), CBI/Delhi.
DSP(HQ)/CBI/HO/Dellhi.

Annexure XII(B)

MOST IMMEDIATE
No.DPAD32000/5370/29/1/96-AD.III
Central Bureau of Investigation
(Administration Division)
Block-3, CGO Complex
New Delhi-110003
September 28, 2000
CIRCULAR
DP & Trg. vide their letter No. 245/13/98-AVD.II dated 16.8.2000
have intimated that Government have approved the following scheme for
grant of rewards to Group-A Gazetted Officers in the CBI.

Page 425 of 425

i)

Only Group A officers of and below the rank of DSP/Sr.PP (pay

scale of Rs. 8000-13500/-) will be eligible for cash rewards.

ii)

Cash Rewards to Group A officers will be granted for work of

exceptional merit in investigation or prosecution.

iii)

No cash reward would exceed the amount of Rs. 5000/- in a

particular case. The total annual amount which may be
granted to Group A officer will not exceed Rs. 15000/-.

iv)

A Committee consisting of the Senior Most Special

Director/Addl. Director (Chairman), a Joint Director and Legal
Adviser, CBI will recommend for grant of cash rewards to
Group A Officers to DCBI who will take a final decision in the
matter.

DP&T has further informed that this approval is subject to the

existence of budget provisions and advised that a review of the effectiveness
of the scheme may be carried out after a year and that they may be informed
of the outcome.
All Branch SsP of CBI and concerned Officers Incharge are requested
that recommendations in respect of Group A Gazetted Officer of CBI of and
below the rank of DSP/Sr.PP (pay scale of Rs. 8000-13500/-) for the work of
exceptional merit in investigation or prosecution may be sent through the
concerned DIsG/JDs to the Administration Division for approval. Before
sending recommendation, it may please be ensured that the amount of
reward to an individual on a single occasion in a particular case should not
exceed Rs. 5000/-. The total ceiling limit of cash reward for an individual in
a financial year in fixed at Rs. 15,000/-.
The Committee of the following officers has been constituted for
recommending cash rewards for Group A Gazetted Officers in CBI.
1.
Special Director (S) Chairman
2.
Joint Director (A)
Member
3.
Legal Advisor
Member
While recommending rewards, the above instructions may please be
followed strictly.

Sd/(Vivek Dube)
Dy. Director(Admn.)
CBI/New Delhi
Copy forwarded for favour of information and necessary action to:-

Page 426 of 426

To,
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.

PS to Director, CBI.
Ps to SDCBI.
PS to ADCBI.
Sr.PA to all Joint Directors, CBI.
All DIGs and Dy. Directors, CBI (Delhi and Outside Delhi).
All SsP/CBI, SP(HQ), SP(Trg.) and ADs/CBI.
AO(P&AO), AGCR Building/Delhi.
AO(E).AO(A)/CBI/HO/Delhi.
AIG(P)/CBI/HO.
LA, DPIO, Tech. Adviser, Exe. Engr. and OSD (Computer).
All Sections/Divisions/Zones/CBI/Delhi.
DSP (Hqrs)/CBI/HO.

Sd/(Vivek Dube)
Dy. Director(Admn.)
CBI/New Delhi

Page 427 of 427

Annexure - XIII

STATEMENT SHOWING THE FINANCIAL POWERS AND

ADMINISTRATIVE POWERS IN CENTRAL BUREAU OF INVESTIGATION
INVESTIGATION
ANNEXURE TO THE LETTER NO. 8/2/848/2/84-AD.IV dated 27.2.1986 to DPAD4
2002/702/8/6/2002 dated 18.09.2003
Sl.No NATURE OF POWERS

S.P.

working /

A.O. (A/E) DD(A) / DIG

including DIG (A)

declared

of

as Head of

Metropolitan

Office
1
1

2
Purchase of Bicycle for
office use

2
3

Repair of Bicycle

Joint Director

Joint Directors
AD/CBI

SDCBI

(Zonal)

Branches

Two Cycles Full Powers

--

--

Full Powers Full Powers

--

--

--

--

--

Conveyance Hire

(Subject to observance
of conditions laid
down in col.4 of item

Full Powers

--

--

--

--

No.3 of Annex ure to

Schedule V of DFP
Rules, 1978.
4

Electric, Gas and Water

Charges

Full Powers Full Powers --

Beyond
Purchase of furniture Rs.5,000/& fixtures

p.a.

-Beyond

Beyond

Rs.1,000/- Rs.1,000/-

Rs.5,000/-

Rs.5,000/- and

on each

and upto

and upto

upto

occasion

Rs.5000/- on Rs.20,000/- on Rs.20,000/- on

--

each occasion. each occasion. each occasion.

6

Upto
Hiring of furniture

Rs.1,000/ Rs.2,000/p.a.

on each
occasion.

Beyond

Beyond

Rs.2,000/-

Beyond

Rs.5,000/- and

and upto

Rs.5,000/- on

upto

Rs.5000/- on each occasion. Rs.20,000/- on

each occasion.

each occasion.

Page 428 of 428

i)Fee to
Advocates
,
Pleaders,A
Legal Charges/ other
legal charges
(Subject to observance
of conditions laid
down in col.4 of item 9
of Annex ure to
Schedule V of DFP
Ruls, 1978

rbitrators
Rs.1,000/p.a.

Pleaders,

i)Fee to

Arbitrators Advocates ,
Pleaders,

Rs.1,000/- Arbitrators
p.a.

upto

i)Fee to
Advocates ,
Pleaders,
Arbitrators

ii)Other

--

Advocates ,
Pleaders,
Arbitrators Full

--

ii)Other

Legal
Charges
upto
on each

Legal

ii)Other Legal

Charges

Charges upto

upto

Rs.2,500/- on

Rs.1,000/- each occasion.

ii)Other Legal
Charges
Full Powers.

ii) Other Legal

Charges

--

Full Powers.

on each

occa

occasion.

sion.
Motor Vehicles

i) Car upto Upto

(i) Purchase of POL

Rs.6,000/- Rs.6,000/- Rs.6,000/-

Beyond

p.m. if the on each

on each

**

Branch has occasion.

occasion.

( Henceforth these

one

car

powers relating to

and

upto **

Motor Vehicles will

Rs.4,000/-

not be

per vehicle

exercised by AO(A)

p.m.

if

as these have been

the Branch

delegated to SP(HQ) /

has two or

CBI

more

(HO) vide HO letter

vehicles.

No.DP

-ii)Motor
Motor

ii)Upto

Beyond

2002/702/8/6/2002/ Cycle/Scoo
Cycle/Scoo Rs.1000/- Rs.1000/- on
AD.IV dt. 18.9.2003)

ters

Upto on each

each occasion.

Rs.1000/- occasion.
p.m.

per

ii) Maintenance,

scooter

upkeep and repairs.

/motor

**

cycle.
i)Beyond

**
(Henceforth these

i)Car
Car upto i)Rs.6000/ Rs.6000/-

powers relating to

Rs.6,000/- -

Motor Vehicles will not on

each on each

be exercised by AO(A) occasion

occasion.

in respect of CBI (HO) subject to

as these have been

maximum

delegated to

of

SP(HQ)/CBI (HO)

Rs.15,000/

vide HO letter

- p.a.

Car:-Beyond
Rs.
Car
10,000/-

Rs.15,000/-

upto

Rs.

on each

40,000/-

on

occasion.

each occasion.

ii) Beyond

2002/702/8/6/2002/ ii) Motor

Full powers.

and upto

and

----

No.DPAD4
AD.IV dt.

per

in respect of CBI (HO) vehicle

AD4

i) Fee to

powers.

Rs.2,500/-.

Rs.1,000/-

Advocates ,

upto

upto

i)Fee to

ii) Upto

--

Rs.1000/- on

Cycles/Sco Rs.1000/- each occasion.

Page 429 of 429

18.9.2003).

oter

on each

Rs.1000/- occasion.
in each
case
subject to
maximum
of
Rs.3000/p.a.
9

Post & Telegraph

charges

Full Powers Full Powers

--

--

--

--

--

--

(i) Charges for issue of

--

letters

--

Full Powers Full Powers

(ii) Commission on
Money Orders
10

Freight and Demurrage Full Powers Full

Charges
(i) Freight Charges

--

--

--

powers.
Rs.250/in each

(ii) Demurrage,

--

case

Warfage charges

Beyond
Rs.250/-

Rs,250/-in

in each

each case.

--

--

--

case
11

Publications

Rs.1000/- Rs.1000/- Full powers.

(Item 15 of the annex at a time .

ure to Schedule V of

--

--

--

on each
occasion.

DFP Rules ,1978 )

including drawal of
advance for the
purpose.
12

(a) Local purchase of

(a)

stationary.

Rs.4000/- Rs.4000/- Rs.4000/- on

at a time

Upto
on each

Beyond

--

--

--

--

each occasion.

subject to occasion.
maximum
of
Rs.10,000/
-p.a.
-do(b) Purchase of

-do-

-do-

stationery from
Govt. Deptts. (item-21
of Annexure to
Schedule V of DFPRs)
13

Staff paid from

Full Powers Full Powers

--

--

--

Contingencies
14

Supply of liveries,

Full Powers Full Powers

--

Full Powers Full Powers

--

--

--

--

--

--

badges and other

articles( item No.23 of
Annexure to Schedule
V of DFP Rules, 1978 )
15

Telephone Charges

--

for

Page 430 of 430

payment
of local
and trunk
calls and
rental
charges
bills
16

Upkeep & Repair of all (i)

(i)

(i) Recurring

kinds office equipment Recurring Recurring

Beyond

including typewriters, Rs.2000/- Upto

Rs.2000/-

Electronic typewriters, on each

delicate work

occasion

processors, intercom

per

--

--

--

--

--

--

Rs.2000/-

equipment,calculators, machine
electronic stencil

subject to

cutters,Dictaphones,

ceiling of

tape recorders,

Rs.5000/-

photocopiers,copying p.a.
machines,franking

per

machine,addressograp machine.

(ii) NonNon-

h,filing and indexing

(ii) NonNon-

(ii)Non
Non

recurring

systems, etc.

recur

recurring

Beyond

excluding computers

ring

Rs.10,000/ Rs.10,000/-

of all kinds.

Rs.10,000/ -

on each

( Item 26 (a)(i) of

- on each on each

occasion.

Annexure to Schedule occasion.

occasion.

V of DFP Rules, 1978 )

(Revised as per item -3
of HO letter
No.DPAD4
2001/626/8/1/2001
dt. 19.9.2001)
17

Contingent

Recurring (i)Recurring
(i)Recurrin
Recurrin (i)Recurring
Recurring

(i)Recurring
Recurring

(i)Recurrin
Recurring
Recurring

Expenditure

Beyond

upto

Rs.2,000/- on

Rs.10,000/- on

each occasion

each occasion

subject to

subject to

Rs.2000/-, upto

(Table
Table in Schedule V to Rs.2000/- in each
DFPR , applicable to

p.m. in

Rs.4,000/-.

case.

items not specified in each case. (original

the Annex ure to

(original

power of

maximum of

maximum of

Schedule
Schedule V of DFP

power of

HOD)

Rs.30,000/-

Rs.30,000/-

Rules, 1978)

HOD)

per annum in

P.A.in each case.-

each case.

(i) Execution of Petty

(ii)Non
NonNonrecurring

(ii)Non
NonNon-

Upto

recurring

Rs.5000/- Rs.10,000/-.

upto

(ii)Non
NonNonrecurring

(ii)Non
NonNon-recurring
upto

Beyond

Rs.25,000/- on

Rs.5,000/- on each

Rs.10,000/-

each occasion.

on each

occasion.

on each

occasion.

(original

occasion

power of

subject to

HOD)

maximum of

(original

18

(ii)Non
NonNonrecurring
recurring

power of

Rs.60,000/- in

HOD)

each case.

Rs.500/-

--- Upto

Upto

--

Upto

--

Page 431 of 431

--

Rs.10,000/-

Rs.30,000/- in Rs.30,000/- in

repairs to Govt. owned occasion

in each case.

each case.

buildings including

(vide

(vide No.DPAD4

No.DPAD4

2002/702/8/6/ (vide

works and special

on each
subject to

sanitary fittings, water maximum

supply and electrical

of

installations in such
buildings and

each case.

2002/702/8/ 2002-AD.IV

No.DPAD4

Rs.1,500/-

6/2002-AD.IV dt.18.9.2003.

2002/702/8/6/

P.A.

dt.

2002-

18.9.2003.)

AD.IVdt.18.9.20

repairs(item 12(i) of
Annex.to Sch.V of

03.

DFPRs).

--

--

Upto
Rs.10,000/-

Upto Rs.

on each

10,000/- on

(ii) Repairs & alteration Rs.2,500/-

Upto

to hired and

on each

Rs.5,000/- on occasion.

each occasion

requisitioned

occasion.

each occasion. (vide HO

(vide HO No.

buildings(item 12(iii)

(vide HO

(vide HO No. No.8/1/90

8/1/90-AD.

of Annex. to Sch.V to

No.

8/1/90-AD.IV -AD.IV

IV dt. 10.8.90

the DFPRs.)

8/1/90-

dt. 10.8.90)

dt.10.8.90

---

AD.IV dt.
10.8.90)
19

Write off of Losses (

(a) upto

Stores, Public money ) Rs.500/-

Rs.500/-

Upto

(a)upto

(Schedule VII of DFP

in each

in each

Rs.2500/- in

Rs.20,000/- in Rs.20,000/- in

Rules, 1978 )

case.

case.

each case.

each case.

each case.

Rs.5,000/-

Rs.5,000/-

Upto

Upto

Rs.50,000/-

Rs.50,000/-

---

--

(i)Not due to
theft,fraud or
negligence.

(ii)Other cases

--

---

---

---

(vide No.(vide HO
No.DPAD4

--

2002/702/8/6/2002/
AD.IV
dt. 18.9.2003)
20

Sale by auction of

Upto

Upto

Upto book

unserviceable stores ( Rs.5,000/- Rs.5000/- value of

GFR 124 and GOI

book value book value Rs.10,000/-in book value in

Decision thereunder ) in each

case.

in each

each case.

each case.

case.

---

book value in
each
case(subject to
submitting a
report to HO.)

21

Printing and Binding

Binding

Printing

--

--

---

--

(Item 14 of Schedule V Rs.1500/- and

of DFP Rules, 1978 )

on each

Binding

occasion.

Full
Powers.

(subject to
over all
ceiling of
Rs.20,000/
- P.A,)

22

Grant of Rewards to

Constable-

---

Constable-

Constable-

Constable- Constable- Constable

Page 432 of 432

Police Officers for

Rs.500/-

Rs.750/-

Rs.1250/-

Rs.1250/-

Rs.1500/- -

good services

Hd.Const-

Hd.Const.

Hd.Const.

Hd.Const.

Hd.Const. Rs.1500/-

rendered

Rs. 600/-

Rs.1000/-

Rs.1500/-

Rs.1500/-

Rs.1750/- Hd.Const.

(Rewards to drivers

ASI-

ASI-

ASI-Rs.1750

ASI-Rs.1750

Constables/

.Rs.750/-

Rs.1250/-

SI-Rs.2000/-

SI-Rs.2000/- Rs.2000/- ASI-

Hd.Constables/ASUs

SI-

SI-Rs.1500/- Inspr.

Inspr.

employed for driving

Rs,1000/-

Inspr.

Rs. 2250/-

duties may be given

Inspr.

Rs.1750/-

cash reward of

Rs.1500/-

Rs.2250/-

Rs.1750/-

Rs.2000/-

Rs.2250/- SIInspr.

Rs.2250/-

Rs.2500/- Inspr.

Rs.750/- for good

Rs.2500/-

maintenance,economy
of fuel and accident
free driving for every
5000 kms.)
Maximum annual
ceiling for sanction of
cash rewards. The
cash rewards are
subject to following
maximum annual
ceiling and the officers
proposing and
sanctioning rewards
must ensure that these
limits are not
exceeded.
a) ConstableRs.5000/b) Const.(Driver)Rs.7000/-*
c) Hd.Const.Rs.7500/d) Hd.Const.(Dri)
Rs.8000/'-*
e) ASI- Rs. 8500/f) ASI (Dri)- Rs.9000/*
g) SI- Rs. 10,000/h) Inspr. - Rs.12,250/* (inclusive of good
maintenance of fuel
and accident free
driving rewards)(Letter
No.29/1/96-AD.III
dt.26.12.1997).
23

Municipal rates and

---

taxes

Upto

Full powers.

---

---

---

---

----

Rs.500/-

( Item No.11 of Annex

ure to Schedule V of
DFP Rules, 1978
24

Incurring of

Recurring

i) Up to

i) Beyond

Miscellaneous

---

Rs.100/-

Rs.200/- on

Rs.200/- on

expenditure including

on each

each occasion. each occasion.

---

---.

Page 433 of 433

occasion.

expenditure on light
refreshments ( subject --to Schedule VI and
Note thereunder in the
DFP Rules, 1978
)subject to observance

NonNon-

Beyond

of scales laid down by

recurring

Upto

Beyond

Rs.1000/- on

Court from time to

Rs.500/-

Rs.1000/- on Rs.1000/- on

time.

on each

each occasion. each occasion.

each occasion.

occasion.
25

Local purchase of

Upto

Upto

Rs. 5000/-on

Rubber Stamps and

Rs.250/-

Rs.500/-

each occasion.

office Seals ( Item 21- on each

on each

C of Annex ure to

occasion.

occasion.

Full powers

Upto

--

---

Rs.10,000/-

Schedule V of DFP
Rules, 1978
26

Bicycle Advance to

Full Powers Full Powers

--

--

---

---

Govt. servant

( Subject to availability
of funds )
27

Warm clothing advance Full Powers Full Powers

--

--

---

---

to employees

transferred from
plains to hill stations.

28

Mileage allowance by a --

Full Powers Full Powers in

route other than the

in case of

case of

shortest or cheapest in

non-

Gazetted

case of non-gazetted

gazetted

Officers (SR-

---

--

--

officers

employees 31)

29

To decide the shortest --

-do-

-do-

--

30

To decide in case of

-do-

-do-

--

---

Full Powers in Full Powers in

Full Powers in

Gazetted, non

case of Non-

case of

case of Gazetted
--

gazetted staff in Head

gazetted.

Gazetted

Officers

--

--

of two or more routes

-

--

--

doubts whether a
particular absence
from Hqrs. is absence
or on duty i.e. away on
tour in respect of non
gazetted officers. (SR62 )
31

Property returns of all --

Office (CCS Conduct

Officers

Rules, 1964 )
32

Appropriation and Re- ---

---

Full Powers

---

--

appropriation of funds

-----

(Rule 10 of Delegation
of Financial Powers
Rule, 1978 )
33

Alteration of date of

--

--

--

These powers

--

Page 434 of 434

---

birth

vest only with

Director /CBI
being Head of
Department
34

Advance for purchase --

Full Powers

Full Powers in

Full powerts in

of conveyance ( Other

--

below the

case of DIG/

case of

than Bicycles )

rank of DIsG

DD/ALA/DLA ) DIG/DD/ALA/

---

--

(cases of JDs/. DLA) (subject to

Addl. Directors certificate of
to be submitted availability of
to Director/CBI) funds. )
35

Sale or transfer of

---

---

-do-

Full powers in Full powers in

motor vehicles

case of

case of DIG/DD/

purchased with

DIG/DD/

ALA/ DLA

advance from Govt.

ALA/DLA

working under

(cases of

him.

--

JDs/Addl.
Directors to be
submitted to
Director/CBI)
36

Advance for purchase ---

---

Full Powers

---

---

---

---

---

Full Powers

---

---

---

---

--

Full Powers

---

---

---

---

--

--

--

--

of Motor Car /Motor

Cycle to Govt. servants
in foreign
employment.
37

Investigation of arrears --claims

38

Fixation of amount of -Permanent Advance

( Amount to
be decided in
consultation
with Internal
Finance Divn.
under GFR 90 )

39

Condemnation of

--

--

Full Powers

unserviceable
typewriters
39A Purchase of manual

Full Powers Full Powers

--

--

--

--

--

typewriters equal in
number to those
condemned as
unserviceable
40

Advance of TA for

Full

Full Powers

journey on tour (See

Powers for for persons

GFR-231 )

persons

working

working

under his

under his

administrat

--

--

--

--

--

--

--

--

--

administra ive control

tive
Control
41

To vary the terms of

--

Full Powers Full Powers

Page 435 of 435

repayment of advance

(Cases of

in exceptional cases (

advance for

GFR - 184 )

medical
attendance to
DIsG , DDs,
JDs. and Addl.
Directors are
to be
submitted to
Director/ CBI)

42

Grant of advances

--

--

Full Powers

--

--

--

--

--

--

Full Powers

---

---

---

---

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

from G.P.Fund for

special reasons and
final withdrawal for
meeting the cost of
higher education etc.
covered by Rule 12(2)
and 15 of the GPF
Rules..
Note ::- Advances from
GPF for normal
reasons upto the limits
prescribed in Rule 12(i)
of GPF Rules would be
sanctioned by SsP in
Branches and by AO(E)
in Head Office)
43

Grant of Advance to
provide relief to the
families of nongazetted Govt.
servants who die while
in service

44

Form of surety bond to

be executed by a Govt,
servant handling cash,
store etc. (GFR 275)

45

Departure from
procedure relating to
custody of Govt.
Money (Treasury Rule
- 109(2))

46

To dispense with
medical certificate on
first appointment in
individual cases ( in
case of Non-gazetted
Govt. servant - FR - 1

47

To permit a person to
join a post in Govt.
service without
medical certificate of
fitness and to draw

Page 436 of 436

pay and allowances

therefore
(Ministry of Finance
O.M. No.
F.67(21)E.V/60 dated
16.12.60)
48

Suspension of lien (FR-

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

--

--

--

--

--

--

--

--

--

--

--

--

--

--

--

--

--

--

--

--

--

Full Powers

--

--

--

--

Full Powers

--

--

--

--

14)
49

Transfer of lien in the

circumstances stated
in FR - 14 and Sl. No.
5 of Appendix 4 to
FRs. and SRs. where
DD(A) is the
appointing authority.

50

Fixation of pay and

allowances of a Govt.
servant treated as on
duty under FR.9(6)
(FR-20 & Sl. No. 7 of
Appendix IV)

51

Temporary and
officiating
appointment of Group
B and Group C Govt.
servants to more than
one post and fixation
of pay and allowance
(FR 49 and Sl. No. 20
of Appendix of FRs.
and SRs. Vol. II)

52

Retention of 55 (now
58) of ministerial
servant appointment
after 1.4.38 (FR56(b)
(iii) and S.No. 22-A of
Appx., 4 of FRs. & SR
Vol. II)

53

Transfer to foreign

--

--

service in India and

fixation of Pay in
foreign service ( for
non-gazetted Govt.
servant) FRs. 110(c)
and 114 and S.No. 29
and 30 of Appendix 4
of the FRs. SRs. Vol.II)
54

To accept a fitness

--

--

certificate by any
registered female
candidate ( SR 4(1) and
S.No. 1 of Appendix 13

Page 437 of 437

of FRs. and SRs.. Vol.

II)
55

To allow full rate of

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

T.A. for journey

performed by a motor
car between places
connected by rail in
respect of all officers
upto SP ( GOI decision
No. 2 below SR. 56,
read with SR. 31)
56

To restrict frequency
and duration of
journeys on tour
(Gazetted officers SR.
63 and S.No. 22 of
Appendix. of FRs. &
SRs. Part II(T. A.Rules).

57

To grant exemption
from the rule limiting a
halt on tour to 10 days
in respect of all
officers upto the rank
of SP (SR73 and S.
No.23 of Appendix I of
FRs. & SRs. Part - II((T.
A.Rules).

58

To allow exchange of
daily allowance for
mileage allowance for
the whole period of
absence from
headquarters, in
respect of all officers
upto the rank of SP
(SR75 and S.No. 27 of
Appendix - I of FRs.
and SRs. Part II((T.A.Rules)

59

To impose restriction
on exchange of daily
allowance for mileage
allowance in respect of
officers upto the rank
of SP (SRs. 76 & 77)
and S.No. 28 and 29 of
Appendix I of FRs. and
SRs. Part-II(TA Rules)

60

To permit drawal of TA
for a journey to attend
departmental
examination other

Page 438 of 438

than those mentioned

in SRs. 130 and 131
(SR 132 and Sl. No. 45
of Appendix I of FRs.
and SRs. Part II(T.A.Rules)
61

To disallow TA for

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

journeys to attend all

obligatory
examinations if the
competent authority
considers that the
candidate has culpably
neglected to prepare
himself for the
examination (
Provision 2(i) to SR130 and Sl. No.44 of
Appdx. I of FRs and
SRs. Vol.II.)
62

To sanction TA as for a
journey on tour by a
non-gazetted Govt.
servant who is
required, while on
leave in India to
perform any public
duty at a place other
than the one where he
is spending his leave
(SR 135 and S.No. 46A of FRs. and SRs. Part
- II((T. A.Rules).

63

To allow actual cost of

journey to appear
before a medical board
preliminary to
voluntary retirement
on invalid pension
( SR 160(b) and S. No.
48 of Appendix I of
FRs. and SRs. Part - II
((T. A.Rules).

64

To decide rates of TA
admissible to a Govt.
servant deputed to
undergo a course of
training (SR 164 and
S.No. 49 of Appendix I
of FRs. and SRs. Part II (T. A.Rules).

65

To fix the amount of

Page 439 of 439

hire or chargess when

a Govt. servant is
provided with means
of transport at States
expense but pays the
cost of its use or
propulsion . ( SR 183
and S.No. 50 of
Appendix I of SRs. and
FRs. Part - II (T.
A.Rules).
66

To grant TA to non-

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

officials attending
Commissions of
Inquiry or performing
other public duty in an
honorary capacity etc.
and to declare the
grade to which they
may be considered to
belong (SR 190(A) & (B)
& Sl. No. 52 of
Appendix I of FRs. and
SRs. Part - II (T.
A.Rules).
67

To permit calculation
of joining time by a
route other than
ordinarily used (SR 296
and S.No. 68 of
Appendix 13 of FRs.
and SRs. Vol. II)

68

To extend joining time

within the maximum of
30 days subject to
certain conditions (SR.
302 & Sl. No. 70 of
Appendix I of FRs. and
SRs. Vol. II)

69

To treat a Govt.
servant on leave as
being in occupation of
a residence (SR 312(4)
and S.No. 72 of
Appendix -4 of FRs. &
SRs. Vol. II)

70

Recruitment of a
person below 18 years
of age to clerical post
filled without reference
to SSC Appendix 3 of
FRs. and SRs. Vol.II and
MHA OM No. 4/7/56-

Page 440 of 440

RPS dated 30.11.56

71

Appointment of a

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

--

--

Full Powers.

--

--

--

--

substitute in place of
an absentee on
quarantine leave (Sec.
V (3) Note - 3,
Appendix 3 of FRs. and
SRs. Vol. II) and Min. of
Finance OM No. 7(40)E IV 65 dated 29.9.55)
72

Sanction to pension
where he is the
appointing authority

73

Power to extend the

time limit of six
months and one
month within which
the members of the
family of a Govt.
servant may be treated
as accompanying him
in individual cases etc.,
in case of nongazetted staff.

74

Powers to sanction
House Building
Advance to the
members of
staff/officers working
in CBI upto the rank of
Office Supdt. (Group B
Posts.)

75

Power to extend the

joining time admissible
under SR 302 rule
beyond maximum 30
days in case of nongazetted staff.

76

Sanction of subsidy to
canteen / tiffin rooms (
OM No.5/43/65Welfare dated 11.2.66
from MHA )

77

Grant-in-aid for the

provision of amenities
or of recreational of
Welfare facilities to the
staff of the Central
Govt. (MHA OM No.
2/8/67-Welfare dated
22.8.67 )

78

Hiring of teleprinter (
Schedule V of the DFP

Page 441 of 441

Ruls, 1978 )
79

Payment to P&T

---

---

Full Powers

Department for

Upto

utilising the services of

Rs.5000/- in

their Machines (

each case.

--

--

--

--

Schedule V of the DFP

Rules, 1978 )
80

Power to refund

--

--

Full Powers

--

--

--

--

--

--

Full Powers

--

--

--

--

--

--

--

contribution for CGHS

to non-gazetted
officers in CBI.
81

Power to sanction
special pay to Cashier
(F.No.1/12/73-WSU
dated 24.7.73)

82

Grant of leave to
Group-A Officers

Full Powers

Full Powers Full

In respect

(upto SP)

(upto SP)

powers in

of DIsG

respect of

working

DIsG

under

working

him.

below the rank of DIsG

under him.
83

Combination of

--

--

--

Full Powers

Full Powers

holidays with leave and

--

joining time in
relaxation of provision
(a) to SR 209 or SR 211
in respect of Group A
Officers and below (SR
210 and SR 211)
84

Grant of leave to Govt.

--

--

--

Full Powers

Full Powers

--

servants declared by

Medical Committee as
unlikely to be ever fit
to return to duty ( SR233 )
85

Grant of maternity

--

--

--

Full Powers

Full Powers

--

leave and hospital

leave in respect of
Group A officers ( SR
267 and 269 )
86

Rent for office &

--

--

--

Full Powers

Full Powers

Residential

(as per item

(as per item 16

accommodation ( Item

16 of Annexure of Annexure to

No.16 of Annexure to

to schedule-V schedule-V of

Schedule V of

of DFPRs)

DFPRs)

Full Powers

Full Powers

--

Delegation of Financial
Powers Rules -1978 (
If more than one Wing
is using the building
the approval of the
Director to be obtained
)
87

Advance for law suits

--

--

--

Page 442 of 442

to which Govt. is a

party ( Rule 255 of

General Financial Rules
)
88

--

Permission for

--

--

Full Powers

Full Powers

undertaking work for

--

which fee is offered

and acceptance of fee (
SR- 11 of FRs and SRs
Part- II to Officers
below the rank of DIsG
).
89

To prescribe a Govt.

--

--

--

Full Powers

Full Powers

--

--

--

--

--

Full Powers

Full Powers

--

--

--

--

--

Full Powers

Full Powers

--

--

--

--

--

Full Powers

Full Powers

servants Hqrs. in
respect of officers
other than Class-I( SR
59 and S.No.19 of
Appendix-13 of FRs.
SRs Vol.. II)
90

Counting a period of
suspension on
reinstatement with
forfeiture of
allowances for the
purpose of pension (
Article 417 of the CSRs
)

91

Grant of conveyance
allowance to officers in
CBI except senior
Class-I Officers ( MHA
Letter No. 15/50/61AVD dated 5.7.63 )

92

Powers to extend the

--

time limit of six

months and one
month within which
the member of the
family of a Govt.
servant maybe treated
as accompanying him
in individual cases. In
case of gazetted
officers i.e. Dy.SP but
below the rank of
DIsG. ( SR.116(b)(iii)
93

Power to extend the

--

--

--

Full Powers

Full Powers

--

joining time admissible

under SR.302 beyond
the maximum of 30
days in case of
gazetted officers upto
the rank of Dy.SP.

Page 443 of 443

94

Sale and purchase of

--

--

--

Full Powers

Full Powers

--

property in r/o

Group-B Officers
95

Transfer of officer

--

--

--

Full Powers

Full Powers

--

from one station to

another station upto

the rank of Group-B
Officers.
96

Employment of sons

--

--

--

Full Powers

Full Powers

--

and daughter of

Central Govt. employee

in case of premature
death.
97

House Building

--

--

--

Full Powers

Full Powers

--

Advance of Class-I

Officers below the rank

of DIsG/ CBI
98

Installation of

--

--

--

Full Powers

Full Powers

--

Telephone in office /

residence to eligible
officers.
99

Bringing officer on

--

--

--

Full Powers

Full Powers

--

deputation upto the

rank of Group-B
Officers.
100

Property returns

--

--

--

Full Powers

Full Powers

--

except for officers of

and above the rank of

SP and AOs.
101

Retention of the non-

--

--

--

Full Powers

Full Powers

--

gazetted temporary

posts upto the end of

financial year ( Posts
originally created
under the orders of
Director, CBI )
102

Transfer of non-

---

--

--

Full Powers

Full Powers

--

--

--

--

--

Full Powers

Full Powers

--

--

--

--

--

Full Powers

Full Powers

--

--

--

--

--

Full Powers

Full Powers

--

--

gazetted posts from

one Branch to another.
103

Application for
purpose / sale of
moveable and
immovable property
below Group-A
Officers.

104

Permission to
undertake work which
is remunerated and to
accept the
remuneration to
Group-A officers.

105

Combination of
holidays with leave and

Page 444 of 444

joining time in
relaxation of provision
(i) to SR-209 or SR211 in respect of
Group-A Officers
106

Grant of Maternity

--

--

--

Full Powers

Full Powers

--

--

--

--

--

Full Powers

Full Powers

--

--

--

--

--

Full Powers

Full Powers

--

--

--

--

--

Full Powers

Full Powers

--

--

--

--

--

Full Powers

Full Powers

--

--

--

--

--

Full Powers

Full Powers

--

--

Full Powers of

Full Powers of

leave and Hospital

leave in respect of
Group-A Officers
below DIG.
107

To prescribe a Govt.
servants Hqrs. in
respect of Group-A
Officers below DIG.

108

To define the limits of

a Govt. servants
sphere of duty in
respect of Group-A
Officers below DIG.

109

To define the limits of

a Govt. servant's
sphere of duty in
respect of officer other
than Group-A
Officers.

110

Powers to refund
contribution for CGHS
recovered from
officers previously
residing in areas
covered by Scheme but
subsequently shifted
to areas not so
covered or where
recoveries were made
due to mistakes ( All
Gazetted officers in
CBI below the rank of
DIsG. )

111

Powers to regularize

--

journeys and to
sanction LTC
concession even in
case where the return
journey is performed
after a period of 6
months counting from
the date of
commencement of the
outward journey.(All
GOs. in CBI below the
rank of DIsG.)
112

Sanction of all kinds of

--

--

--

Page 445 of 445

Full

leave to officers

grant of leave

grant of leave

powers to

upto the rank

upto the rank of

SDCBI(S) &

of SsP

SsP

SDCBI(E)
in respect
of

DIsG

working
under
them
(Leave
matters
concernin
g

to

JDs

and above
will
continue
to

be

submitted
to

the

DCBI)
113

Permission for higher

--

--

--

--

--

--

Full

stdudies/vocational

Powers to

courses and NOC for

SDCBI(S)

obtaining passport in

(The

respect of Group-A

matters in

Officers upto the rank

respect of

of DIsG and AOs.

officers
above the
rank of
DIG will
continue
to be
submitted
to the
DCBI)

114

Sanction of

--

--

--

--

--

--

Full

advance/withdrawal

powers

from GPF to IPS

SDCBI(S)

officers under AIS(PF)

(The cases

Rules upto the rank of

concernin

DIsG.

g JDs and
above for
sanction
of
advances/
withdrawa
ls under
AIS(PF)
Rules will
continue
to be
submitted
to the
DCBI)

Page 446 of 446

115

House building

--

--

--

--

--

--

advance to officers of

Full
Powers to

and above the rank of

SDCBI(S)

DIsG.

(Powers to
sanction
HBA to
officers
below the
rank of
DIG are
already
delegated
to
JD(A)/CBI,
HO.

116

Sanction of Motor Car

--

--

--

--

--

--

Full

Advance/Computer

powers to

Advance to JDs

SDCBI(S)
(Powers to
sanction
Motor Car
Advance
to officers
below the
rank of
DIG are
already
delegated
to
JD(A)/CBI,
HO

117

Posting/transfer of all

--

--

--

--

--

--

Full

Group-A officers

powers to

viz.DSP & Law Officers

SDCBI(S) &

(Sr.PP to ALA) except

SDCBI(E)

SsP and above.

in respect
of officers
working
under
their
control
only (The
cases of
transfer of
Dy. SsP
and Law
Officers
(Sr PP to
ALA)
outside
the
jurisdictio
n of

Page 447 of 447

SDCBI(S)
and
SDCBI(E)
will be
decided in
coordination
meetings
to be held
between
the two
Special
Directors,
which may
be held
once in a
month)
118

Process claims under

Upto

CS(MA) Rules, CGHS

Rs.1000/- Rs.1000/- Rs.5000/-

Upto

Rules, condonation of in
delay and settlement

in

each case. each case.

Upto
each case.

Full Powers
in (The cases

Full Powers

--

(The cases

concerning JDs concerning JDs

and above will

and above will

of medical claims etc.

continue to be

continue to be

of the staff members

submitted to

submitted to the

of the CBI utpo the

the DCBI. The

DCBI. The

level of DIG, Ministrial

delegation/re- delegation/re-

Staff and their family

delegation is

delegation is

members.

subject to the

subject to the

(i) Normal Cases

restrictions,

restrictions,

Admissible claims

stipulations on stipulations on

under CS(MA)

instructions

instructions that

Rules,CGHS Rules in

that may be

may be issue by

r/o all rankis.

issue by the

the Ministry of

(ii) Emergent Cases.

Note:-

Ministry of

Health &

Claims for medical

It will not

Health

F.W./DGHS/CGH

treatment/in private

be

&F.W./DGHS/C S from time to

medical institution in

exercised

GHS from time time)

emergent cases

by

to time)

involving

authorities

accident,serious nature lower than

of disease in case no

Head

Govt./recognised

Deptt. i.e.

of

hospital is available

DCBI.

nearer than private

Therefore,

hospital.

such cases

Reimbursement will be should be

subject to item-wise

submitted

ceiling prescribed for

to DCBI for

CGHS beneficiaries.

sanction.

(Note:-Reimbursement
of expenses incurred
on treatment in the
Private Clinic/Nursing
Homes of the

Page 448 of 448

--

Authorised Medical
Attendant would not
be admissible under
above provision even
in emergent cases).
(Letter No.DPAD4
2002/702/8/6/2002/
AD.IV dt. 18.9.2003)
119

Maintenance of upkeep

i) Recur

of Computers

each case

each case

ring

Full

Powers Full

(Advance

Powers

(Advance

Rs.500/-

payment to be payment to be

on

made with the made

each

occasion

approval

subject to
ceiling

with

of approval

DCBI)

the
of

DCBI)

of

Rs.2500/p.a.

per

machine.
ii)Nonii)Nonrecurring.

--

Upto

--

Rs.4000/on

each

occasion.
120

Provisional for Internet

--

--

--

facility

Full

Powers Full

(Advance

Powers

(Advance

payment to be payment to be
made with the made
approval
121

with

of approval

the
of

DCBI)

DCBI)

Upto Rs.

Upto Rs.

From Rs.

From Rs.

purchase of Stores,

10,000/- in

10,000/- in 10,000/-

10,000/-

maintenance and

each case

each case

to Rs.

upkeep of Office

(Subject of

(Subject of 20,000/-

20,000/-

equipments, including

fulfillment of

fulfillment ofin each

in each

computer related items

conditions laid conditions laid

case

Advance payment for

--

--

--

to Rs.

case

down in Govt.

down in Govt.
(Subject
of
of (Subject of

of India

fulfillment fulfillment
India decision

decision No. 4

No. 4 under Rule

of

of

conditions conditions
under Rule 258 258 of GFRs.)
laid down

of GFRs.) .

laid down

in Govt. of in Govt. of
India

India

decision

decision

No. 4

No. 4

under Rule under

258 of
GFRs.)
122

Advance payment for

--

--

--

Full Powers

installation of Internet

(Subject of

connection

fulfillment of

--

--

conditions laid

Page 449 of 449

Rule 258
of GFRs.)
--

down in Govt.
of India
decision No. 4
under Rule 258
of GFRs.)
123

Power to reimburse the

--

--

--

--

--

Full Powers

trap money to the

(Subject to

complainants seized

conditions

by CBI.

as laid

---

down in
CBI HO
letter No.
23/6/94IV
dated
5/3/1988.)
124

Maintenance of EPABX

--

--

--

System

125

Reimbursement of
expenditure to State

--

--- DIG of the

Full powers

Full powers

(Advance

(Advance

payment to be

payment to be

made with the

made with the

approval of

approval of

DCBI).

DCBI).

---

---

--

---

concerned

Govt. in r/o

branch

deployment of armed

(Report to be

guards (as per

submitted to

deployment approved

HO)

by CBI, HO.
(Letter No.DPAD4
2002/702/8/6/2002/
AD.IV dt. 18.9.2003)
126

Permission for Air

--

---

----

---

Travel by non-entitled

Addl.Direct Spl.Direct
or (Dealing or

CBI personnel and

with

(Dealing

witnesses/ accused in

Admn.)

with

appropriate cases(upto

Admn.)

150 cases in a year)

(Letter No.DPAD4
2002/702/8/6/2002/
AD.IV dt. 18.9.2003)
127

Minor Works

--

---

---

---

--

Addl.Direct Spl.

(Letter No.DPAD4

or (Dealing Director

2002/702/8/6/2002/

with Admn. (Dealing

AD.IV dt. 18.9.2003)

upto Rs. 1 with

lakh.

Admn.
upto Rs.1
lakh.

Page 450 of 450

Annexure - XIV

G.I, Dte. of Estates (Policy), OM No. 11015/15/98-Pol.I, dated 7.8.1998.

Revised scales of office accommodation for various categories of
officers of Central Secretariat exclusing IT, Central Excise and Customs
Departments.
The undersigned is directed to refer to the then Ministry of Works and
Housing OM, dated 24.11.1976 and this Directorates OM No. 11015(2)/75Pol dated 20.10.1987 (vide 456 of SwamyAnnual 1987) and to say that
consequent upon revision of pay scales of the Central Government
Employees on the recommendations of the Fifth Pay Commission as notified
vide CCS (Revised Pay) Rules, 1997, it has been decided to prescribe revised
entitlement of office space for various categories of officers as detailed
below:-

Sl.
No.
1

4
5
6
7

(I)
CONVENTIONAL SPACE:
Existing Category
Proposed Category
(On pre-revised pay )
(On pre-revised pay ).

Entitlement
of
office
accommodation
Officers
drawing
Rs. Officers
drawing
Rs. 240 Sft.
5000/- and above per 15200/- and above per
month.
month.
Officers
drawing
Rs. Officers
drawing
Rs. 120 Sft.
3000/- and above but less 10000/- and above but
than Rs. 5000/- per less than Rs. 15200/month.
per month.
Gazetted officers drawing Gazetted officers drawing 60 Sft.
pay less than Rs. 3000/- pay
less
than
Rs.
per
month
excluding 10000/per
month
Section officers.
excluding
Section
officers.
Section Officers in the Secretariat/Attached offices
60 Sft
Technical staff such as Draughtsmen, Tracers and 60 Sft
Estimators, etc.
Ministerial staff such as Superintendents, Head
40 Sft
Clerks, Assistants, Clerks, Daftries, etc.
Ministerial staff of Audit Officers.
40 Sft

Page 451 of 451

2.
The total screened requirements of office accommodation determined
on the basis of revised scales will be subject to the following austerity cuts:ENTITLEMENT
PERCENTAGE OF
CUT
Upto 30,000 Sft.
10%
( upto 2700 Sq. Mtrs.)
More than 30,000 Sft.
( More than 2700 Sq. Mtrs.)
15%
3.
So far as special requirement of office space such Reception Room,
Conference Room, space for special equipments, library requirements, old
records, etc., are concerned, these should be examined in consulation with
the Directorate of Estates with a view to ensuring that the requirement is
kept to the absolute minimum.

Page 452 of 452

(II)
Sl. No.

NON-CONVENTIONAL SPACE

Particulars of
requirements.
Conference Room

Visitors Room

Receptionist/for
Security Staff.
Canteen /Tiffin
Room

5
6

Telephone
Exchange
Class Room

Library.

Old Records.

Prescribed entitlement of office

accommodation.
Conference Room should be subject to the
requirement of the Ministry/ Departments
concerned with minimum space of 22 Sq.
Mtrs. and maximum of 44 Sq. Mtrs.
Visitors Room should be according to the
requirements of a Ministry/Department but
it should not be more than 44 Sq. Mtrs.
11 Sq. Mtrs.
1 Sft. (0.09 Sq. Meters) per person in an
office including the space for Dining Hall
and Kitchen etc.
22 Sq. Mtrs.
According to the requirements of a
Department but should not be more than
44 Sq. Mtrs.
One Sft. for 25 books or one Sq. Mtr. for
275 books
One sft. for 20 recorded files or one Sq.
meter for 220 recorded files.

On the basis of above conventional and Non-conventional office space

and the drawings prepared by the Architect, the requisite estimates for the
construction of office buildings on the available land, are required to be got
prepared from the CPWD. Then a comprehensive proposal is required to be
prepared and sent to CBI, Head Office giving full justification of the proposed
construction, for sending sanction of the Competent Authority.
After obtaining the approval/sanction of the Competent Authority the
CPWD is required to start the construction work. On completion of the
construction work, the maintenance of the Building/Complex is the
responsibility of the CPWD Authorities.

Page 453 of 453

Annexure - XV
To
The Director,
Central Bureau of Investigation,
New Delhi.

14th July, 1969

Subject:

Delegation of additional financial powers.

Sir,
I am directed to state that, in exercise of powers delegated under Rule
10(3) of the Delegation of Financial Powers Rules, 1958, the President is
pleased to delegate the additional financial powers, to you, as indicated in
the Annexure to this letter.
2.
The exercise of these powers will be subject to the general restrictions
and condition contained in the Delegation of Financial Powers Rules, 1958,
and other general rules and orders issued by the Government of India from
time to time.
Yours faithfully,
Sd/(M.K. Nair)
Deputy Financial Adviser
No.3/20/69-Finance(iii)
Dated the 14th July, 1969
Copy,
1.
2.
3.
4.
5.
6.

together with a copy of the Annexure, forwarded, for information to:All the Accountants General.
Ministry of Finance (home Finance Branch).
Ministry of Finance (E-II(a) Branch).
Ministry of Finance( E-Coordination).
AVD.II Section, MHA.
Deptt. of Administrative Reforms.

Sd/-

Page 454 of 454

(M.K. Nair)
Deputy Financial Adviser

Hiring of
private
transport.

Full powers for the transportation

of material/ equipment from one
place to another or movement of
operational personnel.
Continued of
Full powers, subject to the
renting of
condition that the rates of rent
buildings.
are the same as originally
sanctioned by the Min. of Home
Affairs.
Sanction of
Full powers subject to the general
residential
restrictions on the sanctioning of
telephones.
residential telephones issued by
the Mininistry of Finance from
time to time.
Hiring of
Where
the
renting of the
teleprinter links teleprinter links have been
originally sanctioned by the
Ministry
of
Home
Affairs
continued renting on year to year
basis
may
be
sanctioned,
provided
necessary
budget
provision has been made. New
teleprinter
links
should
be
sanctioned only if they have been
approved at the pre-budget stage
by
the
Ministry
of
Home
Affairs/Ministry of Finance.
Contingent
Enhanced powers of delegated as
expenditure for shown below:items other
i) Recurring
- Rs.5,000/than those
per annum
in each
mentioned in
case.
Annexure to
ii) Non-recurring - Rs.10,000 in
Schedule V of
each case
the DFP Rules.

Item 3 of Annexure
to Schedule V of the
DFP Rules.
Item 18 of Annexure
to Schedule V of the
DFP Rules.

Item 25 of Annexure
to Schedule V of the
DFP Rules.

Schedule V of the
DFP Rules.

Schedule V of the
DFP Rules.

Page 455 of 455

Annexure - XVI

DPAD31999/0820/10/14/97-AD.III
Government of India
Central Bureau of Investigation
Block No.3, 4th Floor, CGO Complex
Lodhi Road, New Delhi 110 003
Dated 28/10/1999
CIRCULAR
It has been brought to my notice that expenditure on telephones for
bi-monthly cycle of many officers is on the high side. Sr. officers are not
exercising restraint in the use of telephones. It has also come to notice that
in spite of specific instructions a lot of communications are being sent
through FAX when these can go through normal mail.
2.
During the period October, 1998 to March 1999, CBI spent Rs.
1,27,67,744/- on telephones. This huge expenditure is definitely on the
higher side and needs to be curtailed. This will not be possible without the
close supervision of the officers concerned and other Senior Supervisory
Officers.
3.
During the course of Audit in Head Office, the following observations
were also made by the Audit Party in connection with excess local calls and
international calls on residential telephones:(i)

(ii)

In accordance with the instructions vide GI MF OM.E

(Coord)/79 dated 12.10.79 followed by another O.M.No.
F.7(8)-E(Coord)/82 dated 8.6.82, the ceiling on Free Calls to
be allowed to officers in respect of residential telephone
provided at government expenses will be 650 bimonthly basis.
Calls in excess of 650 (excluding STD calls made for official
purposes and certified by the officers concerned with
reference to the register maintained by him) will have to be
paid by the officer himself.
The condition of maintaining the STD register was dispensed
with vide Govt. of India, M/o Finance, Dptt. Of Expenditure
O.M.No. F.7(7)-E(Coord)/85 dated 8.7.85 subject to
certification that bimonthly calls in excess of 650 are on
account of STD and official purpose. This certificate would
need to be countersigned by the Controlling Officer. The same
order also provides that the excess calls other than certified
to be on official work will continue to be paid by the officers.

4.
The following precautions are immediately required to be taken to
curtain the huge expenditure being incurred on telephones:(i)

The officers are required to keep a watch on ISD/STD calls

and use secret code for STD/ISD. Keep the STD/ISD barred.
Open it whenever it is needed and bar the same again
immediately after the use.

Page 456 of 456

(ii)

(iii)

(iv)

The officer using the STD facility must be brief and speak to
the point. STD calls may not be availed unless the matter is
extremely urgent. The less important matters may be
communicated through Wireless Message etc.
The officers availing STD facility must not hesitate to make the
private call and deposit the amount incurred due to private
call in the Govt. treasury.
Restrain on use of telephones by the officers themselves and
control on other officers working under their administrative
control would go a long way to ensure economy.

5.
It is felt that there is still a need for extreme economy in expenditure
in the light of latest Economy Instructions of Govt. of India to effect 25%
economy in expenditure on telephone. The following ceiling (bimonthly bills)
shall operate in respect of telephones held by officers of the rank of JD and
below:OFFICE

RESIDENCE

Joint Director

Rs. 20,000/-

Rs. 7,500/-

DIG

Rs. 15,000/-

Rs. 5,000/-

SP

Rs. 10,000/-

Rs. 2,000/-

6.
If the expenditure exceeds the above said ceiling limits, a detailed note
explaining the reasons thereof should be sent to the undersigned. The
officers should adhere to the limit in the normal course. All concerned
should exercise strict control over the use of telephones in view of the
Government of India instructions issued from time to time to economise the
expenditure.
(R K RAGHAVAN)
DIRECTOR, CBI
Copy to:Special Director, CBI.
1.
2.
Joint Directors, CBI located in Delhi and outside Delhi.
3.
LA, CBI, Head Office, New Delhi.
4.
All DisG, CBI located in Delhi and outside Delhi.
5.
DD(A), DD(Co) and DIG (HQ), CBI, New Delhi
6.
SsP, CBI located in Delhi and outside Delhi.
7.
Information Officer, CBI Head Office, New Delhi.
8.
Executive Engineer, CBI, New Delhi.
9.
AO(E) and AO(A), CBI, New Delhi.
10.
Dy.SP, Control Room.
11.
I/c EPABX, CBI HO New Delhi.
12.
OSD System Division, CBI, New Delhi
13.
AO/PAO/CBI, New Delhi.

Page 457 of 457

Annexure - XVII

GUIDELINES FOR FIRE DRILL AND EVACUATION PROCEDURES FOR

HIGH RISE BUILDINGS (ABOVE 15 m IN HEIGHT) AS CONTAINED IN
NATIONAL BUILDING CODE OF INDIA, 1983
INTRODUCTION
In case of fire in a high rise building, safe evacuation of its occupants
may present serious problems unless a plan for orderly and systematic
evacuation is prepared in advance and all occupants are well drilled in the
operation of such plan. These guidelines are intended to assist them in this
task.
ALARMS
Any person discovering fire, heat or smoke shall immediately report
such condition to the fire brigade, unless he has personal knowledge that
such a report has been made. No person shall make, issue, post or maintain
any regulation or order, written or verbal, that would require any person to
take any unnecessary delaying action prior to reporting such condition to
the fire brigade.
DRILLS
Fire drills shall be conducted, in accordance with the Fire Safety Plan,
at least once every three months for existing buildings during the first two
years after the effective date of these rules, or for new buildings during the
first two years after the issuance of the certificate of occupancy. Thereafter,
fire drills shall be conducted at least once every six months.
All occupants of the building shall participate in the fire drill.
However, occupants of the building, other than building service employees,
are not required to leave the floor or use the exits during the drill.
A written record of such drills shall be kept on the premises for a
three years period and shall be readily available for Fire Brigade inspection.

SIGNS AND PLANS

Signs at Lift Landings - A sign shall be posted and maintained in a
conspicuous place on every floor at or near the lift landing in accordance
with the requirements, indicating that in case of fire, occupants shall use the
stairs unless instructed otherwise. The sign shall contain a diagram
showing the location of the stairways except that such diagram may be
omitted, provided signs containing such diagram are posted in conspicuous
places on the respective floor.
A sign shall read IN CASE OF FIRE, USE STAIRS UNLESS
INSTRUCTED OTHERWISE. The lettering shall be at least 1.25 cm block
letters in red and white background. Such lettering shall be properly spaced
to provide good legibility. The sign shall be at least 25 x 30 cm, where the
diagram is also incorporated in it and 6.25x25 cm where the diagram is
omitted. In the latter case, the diagram sign shall be at least 20 X 30 cm.
The sign shall be located directly above a call-button and squarely attached

Page 458 of 458

to the wall or partition. The top of the sign shall not be above 2 m from the
floor level.
Floor Number Signs - A sign shall be posted and maintained within
each stair enclosure on every floor, indicating the number of the floor, in
accordance with the requirements given below.
The numerals shall be of bold type and at least 7.5 cm high.
The numerals and background shall be in contrasting colours. The
sign shall be securely attached to the stair side of the door.
Stair and Elevator Identification Signs - Each stairway and each
elevator back shall be identified by an alphabetical letter. A sign indicating
the letter of identification shall be posted and maintained at each elevator
landing and on the side of the stairway door from which egress is to be
made, in accordance with the requirements given below.
The lettering on the sign shall be at least 7.5 cm high, of bold
type and of contrasting colour from the background. Such signs shall
be securely attached.
Stair Re-entry Signs - A sign shall be posted and maintained on each
floor within each stairway and on the occupancy side of the stairway where
required, indicating whether re-entry is provided into the building and the
floor where such re-entry is provided, in accordance with the requirements
given below.
The lettering and numerals of the signs shall be at least 1.25
cm high of bold type. The lettering and background shall be of
contrasting colours and the signs shall be securely attached
approximately 1.5 cm above the floor level.
Fire command station shall be provided with floor plan of the building
and other pertinent information relating to service equipment of the
building.
FIRE SAFETY PLAN
Fire Drills and Fire Orders - Fire notices / orders shall be prepared
to fulfil the requirements of fire fighting and evacuation from the buildings in
the event of fire and other emergency. The occupants shall be made
thoroughly conversant with their action in the event of emergency, by
displaying fire notices at vantage points and also through regular training.
Such notices should be displayed prominently in broad lettering.
The applicable parts of the approved Fire Safety Plan shall be
distributed to all tenants of the building by the building management when
the Fire Safety Plan has been approved by the Chief Fire Officer.
The applicable parts of the approved Fire Safety Plan shall then be
distributed by the tenants to all their employees and by the building
management to all their building employees.
Where the owner of the building is also an occupant of the building,
he shall be responsible for the observance of these rules and the Fire Safety
Plan in the same manner as a tenant.

Page 459 of 459

In the event there are changes from conditions existing at the time the
Fire Safety Plan for the building was approved, and the changes are such so
as to require amending the Fire Safety Plan, within 30 days after such
changes, an amended Fire Safety Plan shall be submitted to the fire brigade
for approval.
FIRE COMMAND STATION
A Fire Command Station shall be established in the lobby of the
building on the entrance floor. Such command station shall be adequately
illuminated.
COMMUNICATION AND FIRE ALARM
A means of communication and fire alarm for use during fire
emergencies shall be provided and maintained by the owner or person in
charge of the building.
Fire Safety Plan Format and Duties shall be as per the provisions
contained in Appendix F - Para 8 & 9 of the Code.
FIRE PARTY DUTIES
On receipt of an alarm for fire the Fire Party shall :
(a)
report to the floor below the fire to assist in evacuation
and provide information to the Fire Command Station.
(b)
after evacuations of the fire floor, endeavour to control
spread of fire by closing doors etc.
(c)
attempt to control the fire until arrival of the Fire
Department, if the fire is small and conditions do not pose a
personal threat.
(d)
leave one member on the floor below the fire to direct the
Fire Department to the fire location and to inform them of
conditions.
(e)
on arrival of the Fire Department, the Fire Party shall
report to the Fire Command Station for additional instructions.
(f)
have a member designated as runner, who shall know
the location of the nearest telephone, and be instructed in its
use.
Such member shall immediately upon receipt of
information that there is a fire or evidence of fire, go to the
telephone, transmit an alarm and await the arrival of the Fire
Department and direct such department to the dire.
OCCUPANTs INSTRUCTIONS
(a)
The applicable parts of the approved Fire Safety Plan
shall be distributed to all tenants of the building by the
building management when the Fire Safety Plan has been
approved by the Fire Commissioner.
(b)
The applicable parts of the approved Fire Safety Plan
shall then be distributed by the tenents to all their employees
and by the building management
to all their building
employees.

Page 460 of 460

(c)
All occupants of the building shall participate and
cooperate in carrying out the provisions of the Fire Safety Plan.

Page 461 of 461

Annexure - XVIII

SECTION DIARY

Date :_________
Dy.
No.

No. and date of

receipts

[1]

No.
[2]

Date
[3]

From
whom

Brief
subject

To
whom
marked

Remarks

[4]

[5]

[6]

[7]

INSTRUCTIONS
1.

Columns 1-5 will be filled at the stage of diarising i.e. before the
receipts are made over to the dealing hands.

2.

Column (6) will be filled after the receipts are seen and passed by the
officers.

3.

Subsequent movement of papers, when received from higher officers,

will also be marked in column (6) after striking off the previous entry.

4.

Important instructions recorded by the officers will be briefly entered

in column (7).

Page 462 of 462

Annexure - XIX

ASSISTANTS DIARY

Sl. No.
1

Diary No. or
file No.
2

File No.

Date of submission

INSTRUCTIONS
1.

Column 2 should show diary number or file number according as

the paper marked to a dealing hand is a receipt or a come-back case.

2.

Columns 3 need be filled only in respect of diary numbers.

3. 3. The date on which receipts/files are received by the dealing hand
should be entered in red ink across the page above the entries to be
made for the day.

Page 463 of 463

Annexure XX(A)
DESPATCH REGISTER FOR POSTAL COMMUNICATION ONLY

NUMBER _________

DATED _____________

Sl.
No.

No. of
communications

Addressee

Value of stamps
affixed.

INSTRUCTIONS

1. 1. Separate register will be maintained for (a) foreign post (b)

telegrams and (c) other inland post.
2. 2. Entries in column 4 will be totalled up at the end of the day and
the total indicated in red ink.

Annexure XX(B)
PROCEDURE FOR MAINTENANCE OF SERVICE POSTAGE STAMP
ACCOUNT

1.

All communications intended to be sent by post will be placed in

addressed envelopes.

2.

After affixing postage stamps of the requisite value the envelopes

would be sorted out into groups with the same value of stamps.

3.

The total number of envelopes in each group would be indicated in

the Register of Daily Abstract of Stamps Used. This register is in lieu
of the despatch register for postal communications. The total value of
the stamps used during a day as added up in this abstract, will be
entered under the respective column of the stamps account register.

Page 464 of 464

4.

The correctness of the entries of outgoing envelopes in the Register of

Daily Abstract of Stamps Used would be checked by the Supervisor of
the Central R & I Section at least once a week by actual count of the
covers ready for despatch. The check should be recorded in the
register. The Branch Officer-in-charge would also make a monthly
check of this register.

4. 4.

It is to be noted that the despatch register for foreign dak for

which ordinary postage stamps are used will continue to be

maintained in the Despatch Register.

Annexure XX(C)
STAMPS ACCOUNT REGISTER

Date

Value of stamps

In hand

Received
during
the day
3

Balance
at close
of the day
(2+3-4)

Used
during
the day
4

Signature of

Despatcher

Section
Officer

INSTRUCTIONS
1.

Separate registers should be maintained for (a) ordinary postage

stamps and (b) service postage stamps.

2.

Column 2 will repeat the figure in column 5 of the previous day.

3.

In the case of ordinary postage stamps, column 4 should reproduce

the daily total struck in the despatch register for foreign dak. In the
case of service postage stamps this column should reproduce the sum
of the daily totals struck in:
(a)
(b)
(c)

Despatch register for telegrams.

Despatch register for inland post, and
Postal registration books.

Page 465 of 465

Annexure - XXI

FILE REGISTER
STANDARD HEAD NO.......................
STANDARD HEADING ________________________

F.
No.

Subject

Date of

Opening
3

Classification
(and year of
review)

Remarks

Closing
4

INSTRUCTIONS
1.
2.
3.
4.

Entries in columns 1-3 will be made at the time of opening files and
those in columns 4 and 5 at the time of recording and reviewing them.
Year of review in column 5 is required to be indicated only in the case
of Class 'C' files.
If as a result of review, a file is marked for further retention, the year
of the next review will be worked out and indicated in column 5.
When a file is transferred to the departmental record room or to
another section/department, the fact of such transfer and the
relevant date will be indicated in column 6 e.g.
D.R.R.,
M.H.A
6.1.87
17.2.87
Similarly, when the file is marked for destruction, any entry regarding
the fact and the year of destruction will be made in this column.

Page 466 of 466

Annexure - XXII

PRECEDENT BOOK

Heading _________________

Decision or ruling in brief

File No.

INSTRUCTIONS
1.

Entries in this book will be made under the appropriate standard

heads and sub-heads arranged in an alphabetical order. Where
functional filing system is followed, entries will be made under the
appropriate basic, primary, secondary and tertiary heads.

2.

The pages of the book will be numbered serially and a few pages
allotted to each standardised heading under which entries are to be
made vide 1 above. At the beginning of the book will be pasted or
written a list of such headings and pages allotted to each.

Page 467 of 467

Annexure XXIII(A)

No.84/5/62-Estt.
Government of India
Ministry of Home Affairs
Special Police Establishment
Rail Bhawan, New Delhi - 1

Dated :

09.07.1962

To
All the Superintendent of Police,
Central Bureau of Investigation.
Sub.: Instructions regarding the preservation of records relating to
Administration and Accounts matters.
Ref.:

Circular No.15356-70/37/1/58-III dated 09.09.1958.

A copy of the statement showing the period of retention of records in

the SPE in respect of Administration and Accounts matters is sent herewith.

The records will be weeded out after the stipulated period mentioned against
each item in column No.3 in the statement. A list of the records weeded out
should be made before the files etc. are destroyed.
These instructions
subject.

supersedes all previous orders issued on the

Yours faithfully,

Sd./(Prem Prakash)
for Administrative Officer
for Inspector General of Police, SPE
1.

Copy to all section in the SPE Headquarters for information and

necessary action.

2.

Copy to Gazette Clerk (these instructions are to be published in the

SPE Gazette).

Page 468 of 468

Annexure XXIII(B)

No.84/5/62-Estt.
Government of India
Ministry of Home Affairs
Central Bureau of Investigation
East Block No. 7, R.K.Puram
New Delhi - 110022.
Dated :

30.05.1966

To
The Superintendent of Police,
Central Bureau of Investigation,
All Branches/Units.
Sub.: Instructions regarding the preservation of records relating to
Administration and Accounts matters.
Sir,
In continuation of this office circular of even number dated
09.07.1962, I have the honour to send herewith a copy of the statement
showing the period of retention of records in the CBI in respect of
Administration and Accounts matters. The records will be weeded out after
the stipulated period mentioned in Col.3 of the statement.

A list of the

records weeded out should be made before they are destroyed.

Yours faithfully,

Sd./(O.P.Bansal)
Administrative Officer/CBI.

Copy forwarded for information and necessary action to :

1.

AD.I, II, III, IV Sections, Head Office.

3. SPE Gazette Clerk.

Page 469 of 469

4.

Annexure XXIII(C)

No.40/86/69- AD.II
Government of India
Central Bureau of Investigation
Ministry of Home Affairs
New Delhi
Dated :

28.02.1970

To
All Superintendents of Police,
Central Bureau of Investigation,
Branches.
Sub.: Maintenance of register relating to old records - instruction
regarding
Sir,
It has been observed that for some time past references are being
received in this office from the CBI Branches regarding the period of
preservation of different types of records.

It is felt that such references

emanate as the contents of this office letter No.84/5/62-Estt., dated 9th

July, 1962 and 30th May, 1966 and 10/122/65-AD.II dated .5.67

are

perhaps not widely known. With a view of eliminating such references to

this office copies of the said letters are enclosed once again for circulation to
all concerned in your office.
Yours faithfully,

Sd./(Badri Nath)
Administrative Officer
CBI.
FOR CALCUTTA
This disposes of your letter No.4/16(E)/87(1)/EOW/Calcutta - 67
dated 21.01.70.
FOR KERALA
This disposes of your letter No.68(I)/69/KER-GW.IV dated 05.02.70.

Page 470 of 470

SPECIAL POLICE ESTABLISHMENT

STATEMENT SHOWING THE PERIOD FOR WHICH THE RECORDS
PERTAINING TO ADMINISTRATIVE SIDE IS TO BE PRESERVED.

Sl.
No.
1
1

4
5

7
8
9
10
11
12
13

14

Description to the
Period for which to be
Remarks
Register/Record etc.
preserved.
2
3
4
Receipt Register in the 8 years
case of Branches and
Section Diary in case of
Head Office
Register
of
Inter- 1 year after all the references
Sectional Movement
entered in the Register have
been
returned
to
the
originating Section
Despatch Register
5
years
or
until
the
completion of local audit
which ever is later
Period Book
3 years
Assistant Diary
1 year after all the receipts
entered therein have been
disposed of.
File Register
15 years
Before
a
file register
is actually
destroyed a
list of files
entered in
the
Register
should be
made out.
List of Files
Permanent
Weekly
Arrear 1 year
Statement
Suspense
and 1 year
Reminder Diary
Statement of periodical 1 year
returns and reports
Precedent Book
Permanent
Attendance Register
2 years
Postage
Stamp 3
years
or
until
the
Accounts Register
completion of the local audit
whichever is earlier.
Quarterly and Annual 3 years
Inspection Reports

Page 471 of 471

ESTABLISHMENT AND ADMINISTRATION

Sl.
No.
15
16
17

18
19

20

21

22

23
24
25
26

27

28

29

30

31

32
33
34
35

Description to the
Register/Record etc.
Establishment Register
Standing orders issued from
Head Office.
General orders of important
nature
issued
by
the
Government of India
Amendments etc. issued to
the Service Rules.
Parliament Questions and
correspondence connected
thereto.
Instructions regarding pay
and allowances admissible
to the SPE Officers.
Appointment,
transfer,
posting etc. of officers in
SPE/CBI.
Leave
applications
and
correspondence
regarding
grant of leave etc.
Leave Account of NonGazetted Staff
Extension of deputation
continuation in service etc.
Departmental Enquiry file
against SPE Staff.
Correspondence regarding
renting
of
Office
Accommodation.
Correspondence regarding
permission etc. to attend
the Court
Correspondence regarding
allotment of residential/
office accommodation by the
Government.
Correspondence regarding
addresses of Officers, Staff,
State IsG, etc.
Correspondence regarding
the issue and printing etc.
of DSPE Identity Cards.
Correspondence regarding
the printing, issue etc. of
Railway Warrants.
Register of Identity Cards.
Register of stock of Identity
Cards.
Register of stock of Railway
Warrants.
Reward
Rolls
correspondence regarding

Period for which to be

preserved.
Permanent
Permanent

Remarks

Permanent

Permanent
5 years

Permanent

5 years after the date of

transfer or reversion etc.
3 years

3 years after death or

retirement.
5 years after the date of
reversion or retirement.
3
years
after
the
proceedings are over.
2
years
after
the
accommodation
is
vacated.
2 years.

2
years
after
vacation
accommodation.

the
of

1 year.

3 years.

2 years.

Permanent.
Permanent.
Permanent.
3 years.

Page 472 of 472

36

Property
returns
and Permanent.
correspondence relating to.

37

Correspondence regarding 5 years.

Typewriting test - UPSC.
Civil
Lists
and
their 5 years.
amendments.
Verification of antecedents Permanent.
and correspondence relating
thereto.

38
39

40

41
42

43
44
45
46
47
48
49
50

51
52
53
54
55
56
57

58
59
60
61

Indian
Police
Medal, 10 years.
President's Police Medal Recommendations for the
award of.
Promotion
Rolls
and 5 years.
correspondence thereto.
Quasi-Permanancy
Permanent
correspondence regarding

Casual leave applications

All India Police Meets Correspondence regarding
Casual leave Register
Annaul
Establishment
Returns.
Punishment Register
Office Order Book.
Register of Service Books
Increment Register

May
be
destroyed 4
years
after
the date of
retirement.

May
be
destroyed 4
years
after
the date of
retirement.

May
be
destroyed 4
years
after
retirement.

1 year.
5 years.
1 year.
Permanent.

Since
discontinued.

5 years.
Permanent.
Permanent.
3 years after the new
register
has
been
started.
Long Leave Register
5 years.
Register
of
building Permanent.
leased/rented etc.
Duty Register
3 years.
Surprise check Register of 2 years.
Guards.
Command
Certificates 5 years.
original and copies thereof.
Annual
Administration Permanent.
Report on SPE/CBI.
Personal files of officers.
10 years after reversion
or 5 years after death or
retirement.
Service Books.
Permanent.
Cash Book.
20 years.
Register
of
contingent 5 years.
Expenditure.
Detailed Budget Estimates 5 years.
of an office.

Page 473 of 473

62

63

64
65
66
67
68

69

70
71

72
73
74
75
76
77

78
79

80
81
82
83
84

85
86

87

Travelling Allowance Bills

and acquittance roll relating
thereto.
Statement
of
monthly
progressive expenditure and
correspondence
relating
thereto.
Contingent Bills.
Special Counsels Bills
Special
Counsels
fee
Register.
Bill Register
Pay Bills and acquittance
Rolls where these are
maintained separately of
Govt. servants for whom no
Estt. returns are submitted
or no
S. Books are
maintained.
Pay Bills of other classes of
Govt.
servants
and
acquittance rolls for pay
and allowances other than
travelling allowance (when
maintained separately)
Pay Bill Register
Medical
Charges,
pay
advance, GPF advance and
reward Bills.
Receipt Books (counterfoil)
Stock Register of Receipt
Books.
Muster Roll.
Dead Stock Register
Stock Register of vehicles.
Register of Life Insurance
Policies financed from GP
Fund.
Treasury Challan Register
Telephone and Trunk Call
Register.

3 years.

2 years.

5 years.
5 years.
5 years.
20 years.
35 years.

6 years.

Permanent.
6 years.

20 years.
Permanent.
3 years.
Permanent.
Permanent.
Permanent.

Permanent.
2 years or when the
local audit is over
whichever is later.
Cycle Register
10 years.
Type-Writing Register
10 years.
Stationary
and
forms 5 years.
Register.
PTO Concession Register.
5 years.
Book adjustment Register
2
years
after
all
adjustment have been
made.
Register of R.T.R.
5 years.
Leave salary contribution 5 years after all the
Register.
adjustments have been
made.
Original Treasury Challans. Permanent.

Page 474 of 474

88
89
90
91

92
93

94

95
96
97
98

99

100
101

TA Bill Register.
Malkhana
Inspection
Register.
Register
of
cash
and
jewellery.
Log Book of vehicles.

10 years.
33 years after the last
inspection is over.
Permanent.

3 years or when the

local audits is over
whichever is later.
Vehicle Requisition Slips.
2 years.
Office copies of pay bills of To be given to the
Gazetted Officers.
Officers at the time of
Transfer etc. as they are
their
own
drawing
officers.

After
the
introduction
of pay bills
registers,
separate pay
bills are not
prepared for
Gazetted
Officers.

Register of advances.

2
years
after
the
advances have fully been
recovered.
Electric and Water charges 3 years.
Register.
Correspondence regarding 3 years.
the issue of Bank drafts etc.
Correspondence regarding 5 years.
the recoveries from the staff.
Register
showing 1 year.
acknowledgment of cheques
to Gazetted Officers.
Correspondence regarding 10 years.
TA Bills of Gazetted and
non-Gazetted.
Audit Inspection Reports.
10 years.
Appropriation Accounts.
5 years.

Page 475 of 475

STATEMENT SHOWING THE PERIODS FOR WHICH THE RECORDS

PERTAINING TO ADMINISTRATION AND ACCOUNTS MATTER ARE TO
BE PRESERVED.
Sl.
No.
1
1
2
3
4

5
6
7

8
9
10
11
12

13
14
15
16
17
18
19

20

Description or the Register/

Record etc.
2
Shorthand note books relating the
Administrative work.
Shorthand note book relating to
Crime work.
GP
Fund
correspondence
Accounts slips etc.
Secret Service Registers showing
trap accounts.

Period for which they are to be

preserved.
3
Six months from the date of last
entry in the book.
2 years from the date of last entry.
Till the account is settled.

May be destroyed after 5 years from

the
date
when
all
the
correspondence regarding amounts
paid from SS Fund have been
received back (in case of writings off
it may be destroyed 2 years after
writing off).
invoice 5 years.

Invoice Register and

counter-foils.
Dealing Clerk Diary including
Assistant Diary.
Supply
of
typewriters
correspondence etc.

2 years after all receipts entered

therein have been disposed of.
5 years or till all the adjustments
have been made, whichever is
earlier.
course 3 years.

SPE Officers training

correspondence etc.
Telephone Trunk Call Bills correspondence etc.
Reconciliation of accounts file correspondence etc.
Purchase of furniture file correspondence etc.
Deputation of State Police Officers
- correspondence etc.

Upto 3 years after clearing the bills.

Upto 3 years after reconciliation.
5 years.

5 years after the deputationist

concerned has been reverted to his
parent State.
- 1 year.

List of Govt. holidays files

correspondence.
Grant of House Rent Allowance
files - Correspondence etc.
Grant of Cycle Allowance files correspondence etc.
Conveyance Allowance files correspondence.
Clothing Allowance and other
correspondence etc.
Leave Salary Contribution files correspondence etc.
Monthly return of rewards and
punishments
files
correspondence etc.
Hindi Classes for Govt. Servants
in SPE Files.

5 years.
5 years.
5 years.
5 years.
3 years.
2 years.

3 years.

Page 476 of 476

21
22
23

24
25

Supply of stationery and forms

files - correspondence etc.
Correspondence regarding service
books and character rolls of staff.
Grant of Festival Advance paid to
Govt. Servants - correspondence
etc.
Contingent Vouchers.
Contingent Bills Register.

3 years.
Permanent.
Upto 3 years after repayment.

5 years.
5 years (this period has been
prescribed in modification of the
period prescribed against Sl.No.67
in the statement attached with
letter
No.84/5/62-Estt.
dated
09.07.62.

Page 477 of 477

Annexure XXIII(D)

No.10/122/65-AD.I
Government of India
Ministry of Home Affairs
Central Bureau of Investigation
East Block No.7, R.K.Puram

Dated :

09.05.1967

To
The Superintendents of Police,
Central Bureau of Investigation
All Branches/Units.
Sub.: Instructions regarding the preservation of records relating to
Administration and Accounts matters.
Sir,
In

continuation

of

this

office

letter

No.84/5/62-Estt.

dated

30.05.1966, I have the honour to send herewith a copy of the statement

showing the period of retention of records in the CBI in respect of
Administrative and Accounts matters. The records will be weeded out after
the stipulated period mentioned in Col.3 of the statement. A list of records
weeded out should be made before they are destroyed.
Yours faithfully,

Sd./(Badri Nath)
Administrative Officer
CBI.
Copy forwarded for information and necessary action to :
1.

AD.I, II, III, IV Section, Head Office.

2.

Copy to DIG/CBI/Calcutta.
Sd./(Badri Nath)
(Administrative Officer)
CBI.

Page 478 of 478

STATEMENT SHOWING THE PERIODS FOR WHICH THE RECORDS

PERTAINING TO ADMINISTRATIVE AND ACCOUNTS MATTERS ARE TO
BE PRESERVED.
Sl.
No.

Description of the record

1
1

2
Advance
for
the
purpose
of
purchasing Motor Car.
Advance for the purchase of Motor
Cycle.
Income Tax.
Office orders regarding change in
Pay/Transfer etc.
Sanction
for
travel
beyond
jurisdiction.
Adjustment of Railway Warrants.
Correspondence regarding savings
and excess.
Correspondence regarding hot and
cold weather charges.
Correspondence
regarding
permanent advance.
Correspondence regarding Liveries.
Correspondence regarding Prolonged
Halts.
Correspondence
regarding
Government Vehicles.
Correspondence
regarding
Declaration of Head of Office,
Drawing and Disbursing Officer etc.
Correspondence
regarding
Delegation of financial powers to
subordinate authorities.
Correspondence regarding Rules &
General Orders, GFR etc.
Correspondence regarding Misc.
accounts.
Malkhanas - instructions regarding.
Estt.
Correspondence
regarding
fixation of pay of Officers (directly
recruited).
Correspondence regarding control
over expenditure and submission of
monthly statement under delegation
of
financial
powers
by
the
Administrative Ministries to lower
authorities.
Correspondence
regarding
rate
contractCorrespondence regarding Annual
statement of GPF of class IV
Government servants.
Correspondence
regarding
pay

2
3
4
5
6
7
8
9
10
11
12
13

14

15
16
17
18

19

20
21

22

Period for which to be

preserved after the file is
closed.
3
5 yeas after recovery of
advance.
5 yeas after recovery of
advance.
10 years.
5 years after transfer/reversion
of the officer.
3 years.
5 years.
5 years.
3 years.
To be preserved permanently.
5 years.
3 years.
To be preserved permanently.
3 years.

To be preserved permanently.

To be preserved permanently.
3 years.
To be preserved permanently.
To be preserved permanently.

3 years.

3 years.
To be preserved permanently.

10 years.

Page 479 of 479

23
24
25
26

27
28

29
30
31
32
33
34
35
36

37
38
39
40
41
42
43

44

fixation of officers employed on

deputation.
Special pay to Cashier.
Continuance of posts in the SPE.
Sanction of posts by IGP/SPE.
Distribution
of
Central
Govt.
servants/Public
enterprise,
employees according to pay range.
Monthly return of vacancy position
and staff strength.
Annual
return
of
Compulsory
retirement of Ministerial Government
Servants.
Pay fixation of Police Officers in the
CBI - correspondence regarding
Misc. matters.
Annual increment to the Executive
staff in CBI.
Annual increment to the Ministerial
Staff in CBI.
Annual increment to the Class IV
Government Servants in CBI.
Confidential reports on CBI Staff.

10 years.
To be preserved permanently.
To be preserved permanently.
5 years.

1 year.
3 years.

10 years.
3 years.
3 years.
3 years.
3 years.

Till transfer of Officer from

Branch.
- 5 years.

Training of Executive Staff

correspondence regarding
Half yearly report regarding the
progress made in the teaching of
Hindi to Central Govt. servants.
Provisions of Uniform to Police
Officials - correspondence regarding
Declaration of Home Town, Leave
Travel Concession - correspondence.
Jurisdiction of CBI Branches.
Annual report of CBI.
Provisions of Armed Police Guard.
Treasury Voucher statement.
Correspondence regarding advance
in connection with festivals and
floods.
Correspondence
regarding
Stationery indents, rules and local
purchase of Stationery.

3 years.

5 years.
To be preserved permanently.
To be preserved permanently.
To be preserved permanently.
10 years.
3 years.
3 years.

3 years.

Page 480 of 480

Annexure XXIII(E)

No.40/86/69-AD.II
Government of India
Central Bureau of Investigation
Express Building, New Delhi
Dated : 25th April, 1972
To
The Superintendent of Police,
Central Bureau of Investigation,
Ambala.
Sub.: Instructions regarding the preservation of records relating to
Administrative matters.
Sir,
With reference to your letter No.506/74/Estt./71-72-GW.II/Amb.
dated 03.03.1972 on the subject cited above, I have the honour to enclose
herewith a list showing the period of preservation of records referred to by
you.
2.

Detailed instructions regarding the period of preservation of records

relating to establishment and account matters are available in Appendix 5 of

Notes on Office Procedure published by the Sectt. Training School, Deptt. of
Personnel, New Delhi and Appendix 30 of G.F.P. 1963.
Yours faithfully,
Sd./(G.L.Agarwal)
Administrative Officer
CBI.
Encl.:
Copy forwarded to all Branches of CBI alongwith the enclosure.
SP/SPE/Lucknow
only.
This
disposes
of
your
letter
No.2675/24/A/60 dated 17.02.72. Personal files of the Officers who are
transferred from one Branch to another Branch are to be retained for a
period of 5 years after their retirement. Such files need not to be transferred
to the Branches where the officers are transferred.
SP/SPE/N&CC, New Delhi.
This
No.11/33/72-N&CC/681 dated 11.02.1972.

disposes

of

your

letter

Copy to AD.I/V/II/Hindi Section/CFSL/Co-ord. Wing & Policy &

Organisation Division.
Sd./(G.L.Agarwal)

Page 481 of 481

Administrative Officer(E)
CBI.

Sl.
No.
1
1
2

3
4
5

6
7
8
9

10

11

12

13
14

15

16

Subject
2
Correspondence
regarding
children
education allowance.
Correspondence
regarding
progress
achieved in the representation of
Scheduled Castes & Scheduled Tribes in
the Govt. of India.
Training Register of newly recruited SIs.
Correspondence
regarding
service
stamps.
Books and publications :(a) Purchase of Books.
(b) Lending and issue.
(c) Inventory Catalogue.
(d) Library accession register.
(e) Library membership register.
Correspondence
regarding
property
declaration.
Correspondence regarding Organisation
of sports in CBI Branches.
Correspondence regarding reservation of
Rest House for Staff.
Correspondence regarding forwarding of
applications for appointment outside SPE
Branches.
Correspondence regarding confirmation,
permanent absorption of Constables.

Period of preservation.
3
5 years
5 years

3 years.
5 years.

5 years.
1 year.
5 years.
Permanent.
3 years.
5 years.
1 year.
1 year.

This should be dealt with

in the personal file of the
Officer concerned.
10 years (authenticated
copies of the orders
should be available in the
personal files and the
appropriate
entries
should be made in the
service book).
Correspondence
regarding
handling This should be dealt with
over/taking over of charge by the in the personal file of the
officer/official in CBI Branches and Head officer concerned.
Office.
Correspondence regarding grant of 5 years after retirement.
extension/re-employment
to
Govt.
servants on their attaining the age of
superannuation.
Correspondence regarding loss and issue 5 years.
of Railway Warrants.
Correspondence
regarding 5 years after all the
implementation of decision of SPE decisions
have
been
Conference.
implemented.
Correspondence
regarding
voluntary 3 years.
contribution for helping the families of
officers of the CBI Branches.
Tution fee to CBI employees.
5 years.

Page 482 of 482

17

Correspondence
regarding
Building Advances.

House 3
years
recovery.

after

final

Annexure XXIII(F)

No.13/8/70-O&M
Government of India/Bharat Sarkar
Ministry of Home Affairs (Grih Mantralaya)
Deptt. of Administrative Reforms (Parashanik Sudhar Vibhag)
Sardar Patel Bhawan,
New Delhi.
Dated :

15th, October, 1971

OFFICE MEMORANDUM
Sub.: Retention periods for records relating to pensionary benefits and
personal cases.

The undersigned is directed to refer to O&M Divisions Office

Memorandum No.34/4/61-O&M dated 21.01.1963 regarding retention
periods for records common to all Ministries/departments and the first list of
additions and alternations thereto circulated on 2nd July, 1963.

The

retention periods for records relating to grant of pensionary benefits vide

items 21-22 and 71-A(B-b) of the said schedule have been reviewed in the
light of the provisions of the Family Pension Scheme, 1964. It has been
decided to revise the retention periods then prescribed as in the enclosed
statement.

The C&AG and the Department of Expenditure have been

consulted.

Sd./(A.T.Govindarajan)
Deputy Director

Page 483 of 483

STATEMENT SHOWING RETENTION PERIOD FOR RECORDS RELATING

TO PENSIONARY BENEFITS AND PERSONAL CASES.

Sl.
No.
1
1

No. of item
in the
schedule.
2
21

22

74-A(b)

74-A(c)

74-A(d)

Subject

3
Service Books
(including leave
account).

Period recommended

Remarks.

4
3 years after death/
retirement or the date
of finalisation of the
pension, whichever is
later.
Personal files.
3 years after death/
retirement or the date
of finalisation of the
pension, whichever is
later.
Invalid Pension. Till
the
youngest
son/daughter attains
majority or five years,
whichever is later.
Family Pension. Till
the
youngest
son/daughter attains
majority or five years,
whichever is later.
Other Pension. Till
the
youngest
son/daughter attains
majority or five years,
whichever is later.

Page 484 of 484

Annexure - XXIV

REGISTER FOR WATCHING THE PROGRESS OF RECORDING

Section________________________
Month and year____________

File marked for record during the

month
S.No.

File No.

File recorded during the month

S.No.

File No.

Page 485 of 485

Annexure - XXV

RECORD REVIEW REGISTER

DEPARTMENT ________________
YEAR OF REVIEW ______________

File No.
No.

NOTE :

File No.

File No.

File

This register will be maintained for class C files

only.

Page 486 of 486

Annexure - XXVI

LIST OF FILES DUE FOR REVIEW

Sl.
No.

File No.

Instructions of reviewing
authority.

INSTRUCTIONS
1.

The Departmental Record Room will prepare this list in triplicate by

completing column 1 and 2 only.

2.

The Section responsible for review will sign one copy of the list and
return it to the Departmental Record Room by way of
acknowledgement, retaining the other two copies.

3.

After review, the Section concerned will complete column 3 of the list
in both the copies by indicating.
(a)
(b)
(c)

4.

The word keep in the case of files proposed to be retained

indefinitely;
The letter W in the case of files desired to be weeded out; and
The precise year of weeding, in the case of class C files
proposed to be retained for a further period not exceeding 10
years from the date of their closing.

Both the copies of the list should accompany the files returned to the
Departmental Record Room which will sign one copy and return it to
the section concerned by way of acknowledgement.

Page 487 of 487

Annexure - XXVII
WEEKLY ARREAR STATEMENT
(for individual dealing hand)
Section________________
Name of dealing hand____________________

Week
ending

Number of receipts/cases
In hand

Initials of
dealing
hand

BF from
previous
week

Received
during
the week

Total
of
cols. 2
and 3

Dealt
with
during
the
week.

Total

Over
7
days

INSTRUCTIONS
1.
2.

3.

4.

Column 2 will repeat the figure shown in column 6 in respect of the

preceding week.
Column 3 of the statement will also include 'come-back' cases and
will represent the total number of receipts and cases as entered in the
assistant's diary for the week under report.
The figure in column 5 can be ascertained by scanning through
entries in column 4 of the assistant's diary in respect of receipts and
cases:
(a)
received during the week under report and the preceding
week; and
(b)
included in the statement of more-than-one-week-old
receipts/cases submitted with the arrears statement for the
preceding week.
Column 6 will represent the difference between columns 4 and 5.

Page 488 of 488

5. 4. The same form will be used to give a running account of the state
of work, week by week, for the whole year.

Page 489 of 489

Annexure - XXVIII

STATEMENT SHOWING PARTICULARS OF RECEIPTS/CASES IN HAND

FOR MORE THAN 7 DAYS

Name of the dealing hand____________________

Week ending_______________

Diary
No.

Date
from
which
pending

Brief
subject

Reasons for
delay

Remarks of
section
officer/hisher
officer

Action
taken on
remarks in
Col.5

Page 490 of 490

Annexure - XXIX

CASE SHEET

File/Diary No.

________________

Subject

________________

Date of commencement

________________

Month ending

With whom
pending and
since when

Reasons for
delay

Remarks of
U.S. and
higher
officers
4

INSTRUCTIONS
1.

A separate sheet will be maintained for each case.

2.

The statement will cover not only originating section's own files but
also files received by it from other sections/departments and other
PUCs for which no files has been opened. The last two categories of
cases will be identified by their diary numbers.

3.

The date of commencement of a case will normally be the date of

receipt of the PUC and can be ascertained from the file register in the
case of originating section's own files and from the section diary or
assistant's diary, in other cases.

4.

Entries in column 2 will be made on the basis of entries in the file

movement register, section/desk diary.

Page 491 of 491

Annexure - XXX
CALL BOOK

Sl.
No.

File
No.

Date of
commencement
of file

Subject

Reason
why no
further
action
can be
taken
for over
six
months

Date on
which
action is
to be
restarted.

Remarks
of B.O.
Divisional
Head at
the time
of review

Date of
restarting.

Page 492 of 492

Annexure - XXXI
NUMERICAL ABSTRACT OF CASES PENDING DISPOSAL
FOR OVER A MONTH

Section_____________________
Year _________________________

As on Number of cases (other than those transferred to Number of

the
call book) pending disposal
cases
last
transferred
day
to call
of
book

1
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec

between between between between over 2 Total

1 & 33 & 66
1 & 2 years of
months months months years
cols.
and one
2-6
year
2
3
4
5
6
7

Initials
of
section
officer/
desk
functionary

CONSOLIDATED NUMERICAL ABSTRACT OF CASES PENDING

DISPOSAL OF OVER A MONTH

Department_____________________
Month ending_________________________

Section Number of cases (other than those transferred to call Number of

book) pending disposal
cases
transferred
to call

Variation
from
previous
months

Page 493 of 493

between between between between over

1 & 3 3 & 6 6
1 & 2 2
months months months years
years
and one
year
1

Total book
of
cols.
2-6

in
the
case
of
col.
7
9

Page 494 of 494

in
the
case
of
col.
8
10

Annexure - XXXII

MONTHLY PROGRESS REPORT ON RECORDING OF FILES

Section _______________
Month
ending

Number of files
BF from
previous
month

Marked
for
record
during
the
month
3

Recorded
during
the
month

Initials
Remaining
to be
recorded at
the end of
the month
(2+3-4)
5

Record
Clerk/
Asstt.

Section
Officer/
desk
functionary

INSTRUCTIONS
1.

Column 2 will repeat the figure in column 5 for the preceding month.

2.

2.
Column 3 and 4 will be filled on the basis of the register for
watching the progress of recording.

Page 495 of 495

Annexure - XXXIII
REGISTER OF PARLIAMENTARY ASSURANCES

LOK SABHA
RAJYA SABHA
Section/Desk____________________
Sl.
No.

Date

Reference

Subject

Assurance
given

How
fulfiled

Date on which
Sent to
Department of
Parliamentary
Affairs.
7

Laid on
the
Table
of the
House.
8

INSTRUCTIONS
1.

Column 2 will show the date on which the assurance was given.

2.

Column 3 will indicate the No. of the question, name of bill,

resolution, motion etc., in connection with which the assurance was
given and also reference to the communication from the Department
of Parliamentary Affairs with which it was received.

Page 496 of 496

Annexure - XXXIV

CHECK LIST FOR WATCHING RECEIPT OF INCOMING PERIODICAL

REPORTS FOR THE YEAR _____

Department ____________________________
Section/Desk ____________

S. Title of Periodicity
No.
the
report
and
File
No.
1

Due date of receipt

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
4
5
6
7
8
9 10 11 12 13 14
15

INSTRUCTIONS
1.

If the periodicity of a report is more than a month, the prescribed

date(s) will be shown under the appropriate months only. For
example, if a quarterly report is due on 15th Jan., April, July and
Oct., only col. 4,7,10 and 13 will be filed by indicating the figure 15
under each.
2. 2. If a report is to be received of other than once a month, two or
more entries depending on the frequency of the report will be made in
columns 4 to 15. Thus, for instance, a fortnightly report will require
two entries to be made under each month.

Page 497 of 497

Annexure - XXXV

CHECK LIST FOR WATCHING DESPATCH OF OUTGOING

PERIODICAL REPORTS FOR THE YEAR ____

Department ____________________________
Section ____________

Sl.
Title of Periodicity
No. the report
and File
No.

Due date of despatch

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

INSTRUCTIONS
1.

If the periodicity of a report is more than a month, the prescribed

date(s) will be shown under the appropriate months only. For
example, if a quarterly report is due on 15th Jan., April, July and
Oct., only col. 4,7,10 and 13 will be filed by indicating the figure 15
under each.

2.

If a report is to be dispatched of other than once a month, two or

more entries depending on the frequency of the report will be made in
columns 4 to 15. Thus, for instance, a fortnightly report will require
two entries to be made under each month.

Page 498 of 498