H.P. ELEMENTARY EDUCATION CODEChapter_11_2012_FINANCIAL GUIDE by VIJAY KUMAR HEER
CHAPTER XI
Financial
Guidelines for Head of Office/D&DO Loans and
Advances/Writing of ACRs
(These guidelines
being only illustrative and not exhaustive should be read with relevant books viz. H.P.F.R. 2009,
Fundamental Rules and Supplementary Rules, and all other
relevant reference books)
11.1 Financial management
A great
responsibility devolves upon the
Drawing & Disbursing Officer/Head of Office in matters of handling cash and
maintenance of cash book. This
is one of the most important document which is required to be personally handled and maintained by each Drawing & Disbursing Officer (D&DO).General principles of financial managerial as under :-
General
Principles:
1) All money received by or on behalf of Government either as a due of govt. or
otherwise for deposit remittance and withdrawal there from, shall be b rought into govt. account.
2) Every
officer receiving money on
behalf of the Govt. should maintain a cash book in form
of HPFR: 1, which should have pages machine numbered
3) Head
of office should count the number of pages and record a certificate of count on first page of the
cash book.
4) All monetary
transactions should be entered in the cash book as soon as they occur and attested by
the Head of office.
5) Cash
book should be closed regularly. Drawing and Disbursing Officer
(DDO) should verify the cash
book.
6) Totaling of cash book should be verified by the person other than writer /
cashier of the cash book.
7) At the end of month: DDO should verify the cash balance
and record certificate of
verification.
8) DDO should cross checked the total receipt and payment from.
The consolidated
treasury receipt
Treasury voucher
number.
1) Erasure / overwriting should not be done in the Cash Book.
2) Mistake, if discovered should be corrected
by drawing the pen through
the incorrect entry and inserting correct
one. DDO should attest every
correction made.
3) Special Sanction of head of office is required
for handling the Govt. and non govt. money by the same person.
4) Separate accounts/cash book should be maintained for govt. and non govt. money.
5) The departmental receipt collected should
no be used towards expenditure.
6) Departmental receipt should
be
deposit into
Govt.
Account immediately/next day.
7) No
money is
to be withdrawn
from treasury unless
it is required
for immediate disbursement/has already
been paid from the
permanenet advance.
8) It is not permissible to draw adances
from treasury to prevent the lapse of appropriation.
9) The money actually paid is under no circumstances
kept of account a day
longer than obsolutely.
11.2
Delegation of financial powers
Delegation of financial powers have been made vide Directorate of Elementary Education, H.P., office order No.
EDN(Pry)-H(3)F-25/95-1 dated 20-2-1996 and No. EDN. (Pry)-H(3)-F-25/1 dated 27-3-96 vide which the financial powers stand
delegated to the subordinate officers in the field offices, exercising Drawing
& Disbursing including powers of Controlling Officers and Heads of Offices
etc. The Drawing & Disbursing Officer/Head of office/Controlling Officer should be fully aware of
the limit of financial
powers so delegated to the field officers. The Drawing & Disbursing
Officer/Head of Office/Controlling Officer
should
exercise the powers only to the extent and in the manner prescribed therein.
*****
11.3 Maintenance of accounts registers
Each Drawing
&
Disbursing Officer/Head of Office is required
to maintain
various accounts registers; some of them are
mentioned
hereunder:
1) Bill register
2) Contingent register
3) Monthly and quarterly expenditure registers/statements
4) Token register
5) Loans and advances register
6) Budget check register
7) Stores and stock register
11.4 Ledger:
The
necessity, importance and usages of the registers
mentioned at serial No. 11.3
(i) to (vii) above are briefly illustrated as under for the guidance of the Heads of
Offices/Drawing and Disbursing Officers so as to enable them to be fully aware of the necessity and importance
of their correct and complete maintenance:-
1) Bill register.
Bill
register is the nucleus of all financial transaction/activity emanating
at the level of the Drawing
& Disbursing Officer,
and as such this register
should be maintained with precise care and accuracy
on the format at Annexure-I. Each bill should be numbered
and dated starting from Bill No. 1 onwards from lst April and numbering should
continue till the last day i.e. 31st March of each financial year before its submission to
the Treasury Office for payment orders/passing
by the concerned treasury.
The position of bills so sent to the treasury
should be periodically monitored by the Drawing & Disbursing Officer himself/herself so as to know the status of the bill whether it has been
passed for payment or objected. The bill register should be referred to by the D&DO while checking and signing the entries
recorded in the cash book by the
writer of the cash book. Similarly,
this register must be referred to while comparing
the treasury schedules/voucher numbers received from the treasury. The
bill number allotted serially to a particular bill must be tallied by the
D&DO while signing corresponding
entries of the bills in other accounts
registers such as contingent registers/token
register/loans and advances registers and so on.
2) Contingent register.
Each bill for the drawal of money under SOE office expenses should be
entered sub-voucher wise in
the contingent
register, classifying expenditure for each particular charge i.e. service postage charges,
water and electricity charges,
telephone charges, rent, rate
and taxes, stationery, POL (petrol,
oil and lubricants,) other miscellaneous office expenses/T.E./M.R. etc.
so
as
to
know
the
trend
of
progressive expenditure under each
classification and take measures to restrict the expenditure to the authorized ceiling limits.
The correct and updated maintenance
of the contingent register provides two-pronged assistance to the Drawing
& Disbursing Officer. Firstly, to restrict the flow of expenditure item-wise, and, secondly,
to exercise full vigil and control on the total budget allotment under each SOE.
3) Monthly and quarterly expenditure registers.
The
bill-wise consolidated expenditure
under each SOE incurred during each month should be reflected in the monthly expenditure register and the
progressive total of expenditure incurred from
1st April onwards in each financial year should be deducted from the
total budget allotment under each
SEO
to
exercise proper
control
on
expenditure. Monthly
reconciliation of expenditure should be done by each
Drawing & Disbursing Officer
with
the
concerned
treasury
office
regularly each
month and a certified statement of reconciliation
done at the treasury and D&DO level should be
submitted to the Directorate of Elementary
Education by the 10th of
the following month to which the reconciliation
statement pertains for further
reconciliation of expenditure
at the Directorate level with the A.G.
4) Token register:
Token
register is also one of the most
important documents to be maintained
at the D&DO level. Each bill submitted to the treasury should
be entered in the token register on the standard format appended at Annexure-II and the bills presented at the treasury should be handed over and
received back by the D&DO or the authorized
representative against proper
receipt both at the treasury
and the D&DO level to avoid any
loss/misplacement of bills in transit. The objected bills when received
back and again presented
at the treasury after attending to the observations
should again be entered in the Token Register and transacted following
the same procedure. The status of the bills presented and received back by the D&DO should be regularly
reviewed by the D&DO to keep a proper track
of the bills prepared, presented,
received back and encashed. The token register along with the bill register/bill book should invariably be personally checked and referred to by the D&DO
while comparing the treasury schedule and writing and
signing the cash book, in order to detect and
rectify the discrepancies and to ensure the correctness of the entries
recorded in the cash book.
5) Loans and advances register:
In order to exercise proper check on the recoveries of short-term, as well
as, long-term loans and advances drawn by the employees,
the loans and advances register must be prepared and regularly updated each
month on the specimen
standard format appended at
Annexure-III. The monthly
deductions made from the salary or, otherwise,
i.e. credit through treasury challans from the employee concerned/loanee should be regularly incorporated in the register and the details of balance of recoveries to be effected must invariably be correctly reflected in the last pay certificate
and conveyed to the next D&DO in the event of the employee being
transferred to other office/institution.
It may also be borne in mind by the
D&DO that the amount recoverable from the employees on account of
payments of short-term advances such as travelling expenses on transfer, pay advance, medical advance, LTC advance
etc is fully adjusted and recovered from the concerned employee within the stipulated time-limit
and in the manner prescribed
in the rules/instructions
applicable in each case. Any delay or laxity on the part of the D&DO in the adjustment or
full recovery of
loans/advances constitutes a grave financial irregularity on
the part of the D&DO and renders himself/ herself
liable to action
and such a situation should
be scrupulously avoided at all
levels.
6) Expenditure control and budget
check register.
The main object of maintaining the expenditure control and budget check
register on the specimen format
appended at Annexure-IV at the D&DO level
is to exercise proper control on
the flow of expenditure within the
authorization limit.
It is, therefore, imperative that each bill prepared under each SOE (Standard Object of Expenditure) should be entered in the
budget check register. The position
of the expenditure already
incurred and balance funds available should be regularly reviewed by the
D&DO to avoid un-balanced and unplanned expenditure, as well as, rush of
expenditure at the fag end of the financial year.
The D&DO should, therefore, carefully assess
the
need-based
minimum requirements,
lay
down the priorities, plan spending and ensure utilization of the budget allotments in the manner conforming to the rules and
allied
instructions/guidelines issued by the
government/department from time to
time.
7) Stores and stock register.
As a custodian of the government property, it is incumbent on the part of each Drawing
& Disbursing Officer/Head of Office to maintain stock and stores registers properly in the manner
prescribed under the relevant rules/instructions which stand elaborated in para 7(ii) of these guidelines.
The specimen
of standard formats of these registers are appended
at Annexures I to VI. It is to
be ensured that these registers are maintained
properly, neatly and complete
in all respects, duly authenticated
by the
Drawing & Disbursing Officers at the appropriate
place so that these serve the intended purpose, including
that of audit and inspection of
accounts.
8) Ledger :
Ledger is the
principal book for writing down the amount of funds received and spent.
11.5 Expenditure control/submission
of expenditure statements
The Drawing
& Disbursing Officer
must ensure that
the budget allotted/authorized
under each SOE (Standard Object of Expenditure) of each scheme; both under Plan and Non-Plan; heads of expenditure is utilized in the
particular month/quarter for which authorization
has been made. The instructions issued in this behalf from the Directorate from time to time should be gone
through carefully, kept in mind, and,
strictly adhered to. The monthly
and quarterly expenditure statements must invariably be submitted by each D&DO on the prescribed formats already made available to them by the Directorate through the respective Deputy Director Elementary
Education Officer.
11.6 Purchase of store articles
Purchases are to be made in accordance with
the
procedure laid down in rule 15.2
of H.P.F.R. Vol-1and Chapter – 6 Part – A , Procurement of goods Rule 91 to
111. In this context,
it is stressed upon each D&DO that it should be his/her endeavour to make purchases of items on the approved rate contract or through
the boards/corporations or other government/public sector undertaking outlets engaged in the supply of
the required items. The purchases
from the open market
on competitive rates should be resorted to only
as a last resort and
that too after
obtaining NOC/NAC from the Additional Controller of Stores, H.P. and inviting
tenders/rates/quotations from the prospective suppliers in sealed cover by post.
Collecting of quotations by hand should be scrupulously avoided by the Drawing
& Disbursing
Officers. The sealed quotations
should be opened on the fixed date, time
and venue, in the presence of the suppliers
or their authorized representatives for which a committee of at least three members should
be constituted. The members of the committee should record
a certificate on each quotation
to the effect that these have been opened in their presence on the date and time to be mentioned
in each case. A comparative
statement of rates should be prepared and
signed by each member
of the committee and finally approved by the Drawing & Disbursing officer under his/her
signature and seal. Proper supply orders, mentioning
the exact specifications, make and model, quantity required, terms of
supply and rates approved must be mentioned in the supply order, leaving
no scope for any ambiguity in
any case. The articles received
should be properly checked and
verified with regard to their quality and quantity as mentioned in the
supply order. As far as possible, the payments should be made through
crossed bank drafts/cheques to the suppliers. Heavy payments in cash should be avoided
by the Drawing and Disbursing Officers.
1) The stores purchased must be entered
in
the
relevant
stock
(to
be
maintained separately
for consumable and non-consumable articles) register under proper authentication of the Head of Office/D&DO before
releasing the payment to the
suppliers.
2) The entry in the stock register for each item of the stores purchased
should be recorded, separately, allocating separate page in the stock register for each item e.g. chairs, tables,
almirahs, black-boards and other items of office/school furniture and other
store articles/items (separately for wooden
and steel) so as to depict a clear stock-position, at a glance, at a
particular point of time. Full specifications, make and model, cost price etc. of each item should invariably
be mentioned while making stock entries (standard format of model entries appended at Annexure-IV).
PROCUREMENT OF GOODS
1. Avoiding of piece meal purchases:
A demand for goods shall not be divided
into small quantities to make piece meal
purchases to avoid the necessity of obtaining sanction
of competent authority
required with reference to the estimated
value of total demand.
Buffer Stock:
Every
office shall maintain on optimum level of buffer stock as per day
to day requirement so that there are neither excessive
nor inadequate goods be stored.
2. Purchase of Goods without Quotation :
Purchase
of goods upto monetary value no
exceeding Rs. 3000/- (Rupees three
thousand
only
)
on
each
occasion
subject
to
maximum
of
Rs
50,000/- (Rupees
fifty thousand only) in a financial year may
be made without inviting quotation /
bids.
Following certificate
is to be provided:
“ I am
personally satisfied that goods purchased
are of requisite quality and specification
and have been purchased from a reliable
supplier at reasonable price” .
3. Purchase of goods by the Purchase
Committee:
Purchase of goods costing
above Rs. 3,000/- (Three thousand rupees)
only and up to Rs 1,00,000/- (one lac rupees) only on each occasion
may
be made on the
recommendations of a duly constituted Local Purchase
Committee consisiting
of three members of an appropriate
level as may be deicided by Head of the
Department. The said committee shall survey the market to
ascertain the reasonableness of rate, quality and specifications and identify the appropriate supplier. Before recommending placement of the purchase order,
the members of the committee shall jointly record a certificate as under.
“ Certified
that we , the following
members of the purchase committee are jointly and individually satisfied that the goods recommended
for purchase are of the r equisiste specification and quality. Priced at the prevailing market rate and the supplier
recommended is reliable and competent to supply the goods in question “
.
4. Purchase of Goods directly under rate
contract:
Department directly procures
rate contracted goods from suppliers, decidecd by
the Controler of Stores or approved Public Sector Enterprisese, the prices to be paid
for such goods shallnot exceed those stipulated in the rate contract and the
other sailent terms and conditions of the purchase shall
be in line with those specified in the rate contract.
The Procurement
Entitiy
shall
make its own arrangement for
inspection and testing of such goods where required.
5. Purchase of Goods by obtaining bids:
Following methods be followed:
Advertised Tender System Limited Tender System Single
Tender System
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6.
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Advertised
Tender System :
In case of procurement of Goods of estimated value more than Rs. 10.00 lacs .
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7.
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The
advertisement shall appear in :
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Official Gazette of HP
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At least two leading newspaper.
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Website, if department has its own or in the website of Controller of Stores
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Complete tender
document on website – it should
be
specific
mention the comprehensive maintenance
contract.
If tender document are
priced, there shall be clear instructions for payment of
amount with bid.
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Minimum time
frame three weeks from the date publication
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High Value Machinery &
Equipment or machinery of complicated nature : Separate bids: Technical
bid : financial bids be called for
.
Technical bid be first opened & scrutinized.
Financial bids be opened in r/o
those bids which are technical acceptable.
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BIDS RECEIVED
AFTER THE DATE AND TIME SPECIFIED FOR THEIR RECEIPT SHALL NOT BE CONSIDERED .
LIMITED
TENDER:
In case of
procurement of goods upto 10.00 lacs.
1) Preference be given to the supplier h aving depot & dumps in HP.
2) Copies of tender be sent through
– speed post/registered posts / courier / e-mail to the firms dealing with the required goods
to obtain more responsive bids.
3) The number
of firms should not be less than three.
PURCHASE THROUGH LIMITED TENDER:
May be adopted even where estimated
value of procurement is more than the limit
specified; in following cirumstances:
1) HOD
certifies that demand is urgent limited tender process is justified. Reason be indicated.
2) Sufficient reason --- procurement through advisement tender is not in the public
interest.
3) Sources of supply are definitely known and possibility of fresh sources is beyond them restored to
is remote.
Single Tender
System –
Single Tender System shall be adopted in case of articles of proprietary nature,
which are available from
single source:
1. Item be purchases
only after obtaining
certificate from manufacturer or sole agent
that
a) Rates
quoted
by
them
are identical to
those
approved by
DGS&D/Controller of Stores or
b) Rates quoted
by
them
are
similar to those quoted in any other state/
department.
Single Tender
System shall also be resorted to
For additional purchse
of goods from the original
suppliers, which are intended
either as part replacement of
existing goods, services or installations or the extension of existing goods, services or installations, where such
additional purchse of equipments and
services shall meet the requirements of
Procurement Entity for utilizing the already
existing equipments or services.
Note : A certificate in the following form shall be provided
by the Procurement
Enitity before
procuring the g oods from a single
source:
1. The indented goods are manufactured
by
M/S……………
2. No other make
or model is acceptable for the following reasons:
…………………………….
……………………………
3. Approval of Competent Authority has
been obtained vide
………………….
(Signature with date and designation of the procuring officer)
Maintenance Contract
:
Depending on the cost and nature of Goods; high valued machinery ;
maintenance
contract may be entered with firms / supplier of goods / services :-
The terms of contract may specifically
provide that it shall be mandatory that the equipment
or machinery is maintained free of charge by the supplier during
its warranty period.
Earnest Money:
In case of advertised or limited tender
system; earnest money shall be otained from the tenderers.
It shall be 2 % - 5% of estimated value of goods in the shape of Accounts
Payees Bank
Draft or duly pledged Fixed Deposit Receipt.
Earnest
money of unsuccessful bidder shall be
refunded immediately in
case of successful bidder the earnest money be retained till
the supply of goods or as per time
period specified in the tender document.
Performance
Security:
Performance Security
shall be obtained
from the successful contractor on the award of
the contract irrespective at his
registration status, which shall be for an amount between
five to ten percent of the value of the contract. Such security shall be furnished
in the form of an Account Payee Demand Draft or duty pledged Fixed Deposit Receipt or Bank
Guarantee from a commercial
bank, as the case may be, in an acceptable form with a view to safeguard the interest of
Procuring Department.
Performance Security shall remain valid for a period of sixty days from the date of completion of
contract including warrantly
and guarantee period
to the best of satisfaction of Procuring Department.
INVENTORY
MANAGEMENT
1) All
goods shall be counted, measured or weighed and inspected at the time of receipt with a view to ascertain the quality,
quantities and specifications. Technical inspection
where
required shall
be
carried out by techinical committee consitutied by
the Competent authority.
2) Details of goods received
shall thereafter be entered in the stock register. The officer-incharge of stores of the
concerned Department shall certify
that he has actually received the goods
and recorded it in the stock reg isters.
3) The officer – in – charge
of
stores
having
custody
of
goods
shall
take
appropriate steps for arranging their
safe custody, proper storage and accommodation including arrangements for maintaining
required temperature. Dust free environment
of required specification depending upon the nature of goods.
4) Separate accounts shall be kept for fixed assests, Consumables and dead stock or unserviceable items in the manner
as may be prescribed.
Physical verification:
Physical verification shall be done at least once a year.
Procedure of verification:
1) Physical Verification shall always be conducted
in the presence of the officer (s)
, responsible
for the custody of the inventory.
2) A certificate of verification along with the findings shall
be recorded in the
stock register by the officer (s) or the committee conducting the physical verification.
3) Discrepancies, including shortages, damages and
dead
stock
items.
Unserviceable
goods, if any identified during verification, shall immediately be brought to the notice of the Competent Authority by the officer
(s) or the committee
conducting the physical verification
for taking appropriate action in accordance
with the provisions of departmental
regulations or any other rules framed by the State Government in this behalf.
DISPOSAL
OF GOODS
Department shall
declare the goods
as surplus or absolete or unserviceable and dispose
off the same in the prescribed manner.
Before disposing off the goods, reserve price of the
goods be worked out. METHODSof Disposal
Obtaining bids through advertisement
tender or
Public auction or
Any other mode.
Disposal through Advertised Tender:-
The following
broad steps shall be adopted in case of disposal of surplus or obsolete
or unserviceable goods through
advertised tender:
1)
Preparation of tender documents
2)
Invitation of tender for the surplus, obsolete
or unserviceable goods to be sold;
3)
Opening of bids;
4)
Analysis and evaluation of bids
received
5)
Selection of highest responsive bidder
6)
Collection of safe value from the selected bidder
7)
Issue of sale release order to the selected bidder
8) Release of sold goods to the selected bidder ; and
9) Return of bid security to the unsuccessful bidders.
Disposal through
Auction:
A Department
may undertake auction of surplus,
obsolete or unservicealble goods to be disposed off either
directly or through
approved auctioneers and
shall ensure transparency, completition, fairness and elimination of discretion.
The auction
plan including details
of the suruplus obsolete or
unserviceablegoods to be
auctioned and their location, terms
and conditions of the sale shall be
widely circulated.
Head of the Department shall constitute an auction
committee comprising of three members.
During the auction
process, acceptance or rejection
of a
bid shall be announced immediately on the stroke of
the hammer. If a bid is accepted, earnest
money not less than twenty-five percent of the bid value shall immediatlely
be taken on the spot from the successful bidder in cash. The goods
shall be handed over to the successful bidder only after receiving the
balance payment.
Disposal by
other modes.
If a Department is unable to dispose
off surplus or absolete
or unserviceable goods in
spite of its attempts through advertised tender or auction, it
may dispose off the same at its scrap value
with the approval of the Government.
In
case the Department is unable to
dispose off the goods even at its scrap value, it may adopt any other mode of disposal
including destruction of the goods in an eco-friendly
manner
after constituting a committee of departmental officers who are not directly dealing with the store
11.8 Loans and
advances
The loans and
advances cases should be initiated and processed
carefully by the Head of Office/D&DO in accordance with the rules and procedure laid down by the Govt.
All formalities
as required under
the relevant rules
before and after making payments/disbursements should be got completed. Recoveries
of the loans and advances should be made in accordance with
the rules and conditions mentioned in the sanction order.
Some of
the important things which the Head
of Office/D&DO should keep in mind while processing
and submitting the cases, such as HBA, conveyance advances/loans are mentioned hereunder for their guidance:
1) Processing of cases of house
building advance –
It
has been observed that the cases for the HBA are not properly
scrutinized/processed at the Head of Office level before being forwarded
to the
Directorate, resulting thereby back references for getting the cases properly completed, thus, causing
avoidable delay in the finalization/sanction. The Head of Office/D&DO should, therefore, ensure that the HBA
cases have been completed in all
respects and the following points should be kept in view:--
1) The
application for the HBA should
be submitted only on the prescribed
form,
which should be signed by the applicant, with complete address, and countersigned by the Head of Office. No column of the application form should be kept
blank. The columns which are not applicable or where the
information is ‘Nil’ should not be merely scored out, but, the word ‘Not
Applicable’ or ‘Nil’ should be filled in
against the appropriate column in the application form.
2) As a simplification of procedure for sanction of house building
advance, the Government of Himachal
Pradesh (Finance Department) vides their letter no. Fin-D-A(3)- 1/95, dated, 28-9-1999,
further circulated vide Directorate of Elementary Education endst. No. EDN-H(Pry)-3-A-19/98, dated 21-10-1999 has decided that, in future,
the blue-prints/estimates of
the building shall not be required
by the Finance Department and the government
employee need not be asked to submit these documents with his application for obtaining the house building advance.
3) All documents/certificates etc. attached with the case should be signed by
the applicant and countersigned by the Head of Office after personally
satisfying himself/herself of the correctness
of the information furnished therein.
4) The recovery
schedule should be properly
filled in and the number of installments of recovery of the HBA
should be correctly worked out, keeping in view the date of superannuation of
the applicant and the repaying capacity.
5) The Government of Himachal Pradesh, Finance
Regulation Department vide their Office Memorandum No.
FIN(C)A(3)-aa/95, dated 21st September, 1998,O.M.No. fin (L) A(3) 3/200 dated 25th August 2006
modified all previous orders and revised
the rates and entitleview , as per
detail given order.
i) Cost ceiling limit - The existing cost ceiling limit is revised to 200 times
of the basic pay subject
to a minimum of Rs. 7.5 lakh and maximum of' Rs.
18 lakh. Where the Administrative Department is satisfied on the
merits of the case, they may relax the cost ceiling
upto a maximum of 25%
of the cost ceiling mentioned above in individual cases.
In regard to minimum cost ceiling,
it is clarified that the minimum cost
ceiling has been laid down to enable
employees to avail house building
advance to acquire/construct houses upto this ceiling,
even if their cost ceiling according to their basic pay is less. Otherwise, any government servant can avail of house building
advance, irrespective of his basic pay,
subject to compliance with other requirements of House Building
Advance
Rules.
ii) Quantum of house building
advance
-
The
existing
entitlements are revised to 34 months Basic Pay plus D.P. or the anticipated cost of the house, or the repaying capacity of the government servant, whichever is least, subject
to a maximum of Rs. 7.5 lakh.
iii) The HBA is recoverable in equal monthly
installments, subject
to a maximum of 144 Recovery
of interest on HBA will start office installments.
iv) Quantum of advance for repair/enlargement
of the existing house -
20 months basic pay or Rs. 1,80,000 or actual
estimated cost of repair/enlargement of house, or the repaying capacity, whichever is least.
v) Other terms and conditions for the grant of house building advance remain the same as prescribed from time to time. The above modifications are effective with effect
from 1st October, 1998.
f. The Government
employee
is
required
to
seek
prior
permission of the competent
authority under the CCS (Conduct) Rules, 1964, to acquire
immovable property/construct house, which
must
be attached with the case.
g. In case of employees having put in more than ten years (now revised to 5
year) service but not holding substantive post/not
confirmed, a properly
executed ‘Surety Bond’ by another
state government employee
as required under rule 10.13
of the H.P.F.R, Vol. 1 should be attached with the case, on
the prescribed format.
h.
Original copies of the latest revenue
records of the land on which the house is proposed to be constructed by the
employee, alongwith a certificate from the competent Revenue
Authority (Tehsildar/Naib Tehsildar) to the effect that the
land, in question, is free from
all encumbrances, should be attached
with the HBA case.
i. H.P.F.R.
form No. 14 & 15 should be properly and completely filled
in, signed by the applicant and countersigned by the Head of Office, must, invariably, be furnished along
with the case.
j. In case the title of the land on which the employee proposes
to construct the house, is held by him/her
as a co-sharer of the land, a properly executed affidavit duly attested by the Executive Magistrate, Ist Class, from all other co-sharers of the land to the effect that they have no objection to the
construction of the house by the employee
on the land, anywhere, indicating
‘khasra numbers’ should be attached.
11.9
H.P. Cooperative Banks to provide HBA to state government employees
The state government employees
are
being
allowed
house
building
advance
(HBA) on first come first serve
basis subject to availability of funds. As per
provisions of H.P.
Finance
Rules,
the
amount of HBA is released in two installments.
Due to release of
amount of HBA, in installments, which takes some time, some
employees
are facing difficulties for carrying out uninterrupted construction work in timely, completion
of the houses. In order to enable such employees
to complete their houses in time, matter was taken up with Co-operative Banks for
providing loan to the government employees for house building purposes
on lines of the vehicle
loans. House loan schemes are available with Kangra Central Co- operative Bank, H.P. State Co-operative Bank and Jogindra Central
Co-operative Bank. The Kangra Central Co-operative Bank has expressed
its willingness to extend HBA to the state government employees on the same terms/conditions as in case of vehicle loans.
(Government of H.P.,
Department
of
Finance,
O.M.
No.
Fin(C)
A(3)-3/2002 dated 7th July, 2002)
Additional loans from public sector banks, co-operative banks and financdial institution (fin dept notification no: Fin
(c) A (3) 3/2000 dt. 21.8.02
ANNEXURE
GENERAL TERMS AND CONDITINS FOR CREATION OF SECOND CHARGE BY GOVERNMENT SERVANTS
(1) Prior permission of the “Appointing
Authority” should be obtained by concerned Government servant for creation of second charge.
(2) Concerned
government servant will apply to the “Appointing Authority” by submitting simple application giving
therein details about
concerned bank / financial institution from which loan
is proposed to be obtained / amount
of loan and other relevant information if any.
(3) On receipt of request from the concerned
Governement servant, “Appointing Authority” with look into the matter and after satisfying himself that terms and conditions laid in
this Annexure is satisfied, grant permission
for second mortgage. A copy of permission
will also be sent to the concerned bank / financial institution and it will be clearly mentioned therein that the rights of second
Mortgagee will be subordinate to the rights of first Mortgagee i.e. Government.
(4) The
second charge can be created by the
Government servants only in respect
of loans to be granted for meeting
balance cost (including revised) cost of the house
/ flat.
(5) The
loan to be granted should be by
Public Sector Banks, cooperative Banks or public sector financial institutions like ICCI, HDFC, HUDCO,
and LIC.
(6) The
total amount of HBA granted by the
State Government and the loan raised from above institutions taken together should not exceed the
prescribed cost ceiling limit applicable to the concerned government
servants as notified by the State Government from time
to time. It is clarified that
presently, the cost ceiling limit is 200
times of the basic pay of
concerned government servant subject to minimum of Rs. 7.5 lakh and maximum
of Rs. 18.00 lakh as notified vide FD’s O.M. No. Fin (c) A (3) -
11/95, dated 21st September, 1998.
(7) Following additional clause
will be inserted in the mortgage
deed (form -
14) as para-7:
“That the Mortgager shall not,
during the continuance of these
presents, charges, encumber, alien,
or otherwise dispose of the mortgaged
property. However, if the Mortgager convenants to create a second mortgage in favour of any other financial
institution, he shall not do without
obtaining the prior permission of the
Appointing. Authority and on the consent being given, the draft of second mortgage will be submitted to the Mortgagee for approval.”
The state Govt servants can obtain additional loans from public sector banks, co-operative banks and financial
institutions etc. and create
a second change subject to terms and conditions
specified
in
Annexure
‘ ’ House
building Advance to govt. to acquire flats /
houses membership of co-operative group housing socieites and from private builders
( fin deptt O.M. Fin (c) A (3) . 5/2009
dt.
9.2.2011)
It has been decided at govt level that house building
advance may be granted to the state
govt employers who are members of such societies or intend to buy house from Private builders / housing companies, etc but can to the govt because of facts that these houses/flat being constructed are not coupled / ready for possesion without necessity
of the land / and or/ building
where such flats / houses are dilicated. The terms and condition are annexured as Annexure ‘ ’ .
ANNEXURE
The House Building Advance shall be granted subject
to the following conditions:-
1. The
applicant – State
Government servant
shall execute a Personal Bond and
also furnish a Surety Bond. The Surety Bond shall be executed jointly by two sureties who are
permanent govt. servants of adequate
status having sufficient length of service upto the period of recovery of the advance alongwith interest
from the loanee. The surety bond should not be of husband or wife or member of the same joint family and as far as practicable, should not have stood surety for anybody else.
2. The
amount of advance
shall not exceed
34 months’ Basic
+ Dearness Pay in
the pre-revised scale of the government servant
or the anticipated cost of house or the repaying
capacity ( number of years left for retirement ) of the g ovt.
Servant whichever is least,
subject to the condition that maximum amount of
Housing Building Advance shall not exceed Rs. 7.50 Lakh.
3. The amount of advance shall be granted in 2 installments i.e
50% of the advance sanctioned shall be payable to the applicant on his executing
necessary documents.
4. The
remainig amount of 50% of the total sanctioned
advance shall be disbursed
in suitable installments as fixed by the
sanctioning authority at the time of issue
of ssanction, on the basis of payment schedule
of the flat/house furnished by the concerned Co-operative Society /
Private Builder/ Housing Companies, etc. For
each disbursement, the employees
will
produce a demand
letter
from the Housing Soceity / Private Builder / Housing companies, etc. For each
disbursement, the employees will produce a demand letter from
the Housing Society / Private Builder/ Housing companies, etc. indicating the progress of construction, the correctness of which
may be verified by the sanctioning authority by arranging inspection of the premises in term of HBA
Rules.
5. Original Agreement between
the Housing Society / Private Builder
/ Housing Companies.
etc. applicant Government servant, the share certificates issued
by the Society /Private builder should be produced for verification.
6. A
certificate to the effect that the Co-operative Group Housing Society
/ Private Builder / Housing Companies, etc is registered with the Registrar
of the Co- operative Societies
of the concerned State, as the case may be, should also be obtained.
Other terms and conditions for grant of House Building
Advance shall be the
same as in force at present and as amended from time
to time.
11.10 Stamp duty exemption on instruments of hypothecation
In exercise of the powers conferred by clause (a) of sub-section (1) of section 9 of the Indian Stamp Act, 1899 (Act, No. II of 1899) as applicable to the state of Himachal Pradesh,
the Governor, H.P. is
pleased to remit the entire stamp duty
chargeable on instruments of hypothecation i.e. mortgage
without possession executed
by the employees of the Himachal Pradesh
State Government and the employees of the H.P. state government public sector undertaking and the
employees of autonomous bodies for securing a house building loan from the Cooperative Banks
registered under the H.P. Cooperative Societies Act, 1968
and Nationalized Banks, for construction or purchase of dwelling house for
their own use and executed in favour of aforesaid bank, with immediate effect in the whole of Himachal Pradesh.
Provided that the stamp duty so exempted
shall be for one HBA per employee in his
career subject to the maximum ceiling of Rs. 10 lakh.
(Govt. of H.P. Deptt. Of revenue
notification no. 5-10/74 Rev-A dated 18-3-2002 refers)
In exercise of the powers conferred upon him
by section 78 and 79 of the Registration Act, 1908 (XVI of
1908) as made applicable to state of
Himachal Pradesh, the Governor, Himachal Pradesh is pleased to order that for the existing item (b) of Article
I of the table of registration fees annexed to this department notification
No-17-13/66-Rev.I, dated the 14th April, 1980, published in the
Rajpatra, Himachal Pradesh, dated 6th June, 1970 and
as amended from time to time, the following items shall be substituted with effect from the date of its
publication in the Himachal Pradesh Rajpatra namely:
(Government of H.P., Department of Revenue notification no. 5-10/74 Rev-A dated 18-3-
2002)
(b)
For all compulsorily registerable
documents other than leases and deeds of hypothecation i.e. mortgage without
possession of immovable property
executed by the employees
of H.P. State Government, the H.P. State Government public sector undertakings and the employees
of autonomous bodies for securing a house building loan from Cooperative Banks registered
under the H.P. Coop
Societies Act, 1968 and Nationalized
Banks for construction or purchase of
dwelling house for
their own use
and executed in favour of aforesaid banks. If the value of consideration
be only partly expressed (in addition to the advalorem fee as above) on the value or consideration money expressed.
If the value or
consideration be not at all expressed, a fixed fee of.
(b-I) For deeds of hypothecation i.e.
mortgages without possession executed by the employees of the H.P. State
Government, the employees
of H.P. State
Government public sector undertakings and the employees of autonomous bodies
for securing a house building loan from Cooperative Banks registered under the H.P. Coop Societies Act, 1968 and
Nationalized Banks for construction or purchase of dwelling house
for their own use and executed in favour of aforesaid
banks, a fee of Rs. 10/- only shall be
charged:
Provided that the fee chargeable under item
(b-I) supra shall be for one house building loan per employee in his career further subject to maximum ceiling of Rs.
10.00 lacs.
Provided further
that if an employee raises another
house building loan in his career, the registration fee shall be
charged as applicable
to documents compulsorily registerable.
At the rate of
2% on the value of consideration subject to a minimum of Rs.
5/- and
a maximum
of Rs. 25000/-.
Rs.
10/- Rs. 40/-
11.11 Advance/Withdrawal from GPF – Powers of sanctioning thereof
The Director
of Elementary education, H.P. vides office order no. EDN-(Pry)-H(3) F-25-
95-1 dated 4th
November, 1999 has delegated the powers of sanctioning
advance/withdrawal from the
General Provident
Fund to the officers mentioned
in column No (2) who are authorized to function as Head of the Department under Rule
12(2) and 15 of
the General Provident Fund (Central
Services), Rules 1960, in respect of the categories of staff mentioned against each in column No. (3) below:
|
Sr
No.
1
|
Officer to whom
powers
delegated
2
|
Categories of
staff
in
respect
of
which powers
delegated
3
|
|
1.
|
Deputy Director
Elementary
Education
|
All categories
of Class III & IV employees working
in the office
of DDEE & BEEOs, including BEEOs
and teachers working in the district under his/her administrative control.
|
|
2
|
Principal of
District Institute of Education
and Trg. (DIET)
|
All categories of employees (Class
II,
III
&
IV)
working under his/her administrative control.
|
|
3
|
Deputy Director
(Adult Education)
|
All categories
of
employees working in the
Adult
Education, including the field offices, under his/her administrative
control.
|
All these sanctioning authorities mentioned in column No. (2) above shall be
responsible for proper
adherence of Rules
and in the cases of negative/minus balance
they will be held responsible
for
such lapses and these will
be termed as temporary embezzlement of government
money inviting both
departmental as
well as criminal
action. In order to avoid the occurrence
of negative/minus balance in the GPF accounts of the subscribers, the detail of advances/withdrawals sanctioned to an employee by the
previous office shall be depicted
in the ‘Last Pay Certificate’ or separately on his/her
transfer to another office/institution. Further, at the time of sanctioning
advance/withdrawal, an entry to
this effect will be made in
the GPF statement of account
of the subscriber concerned so that an inaccurate
statement of accounts is not
preferred while applying for second or subsequent withdrawal/advance in the same
financial year.
The power of sanctioning advance withdrawal in respect
of DDEE, Principals of DIETs and all officers and staff working
in the Directorate of Elementary Education, shall continue to be exercised
by the Director Elementary Education.
These orders shall come into force with
immediate effect.
11.12 Settlement of audit paras
The first annotated reply to the audit and
inspections report issued by the Audit Office must be submitted to the Audit Office within
a period of one month from
the date of issue of audit and inspection
report by the Audit Office.
All out efforts should be made
by the D&DO/Head of Office to
ensure spot-settlement of the
intended audit paras by the audit
party so as to avoid accumulation of audit paras.
1) The first annotated reply is to be submitted,
in
quadruplicate, duly supported with
relevant documents, through
the concerned Deputy Director Elementary
Education to the Head of the Department, leaving
sufficient space in annotated form, for recording comments by the DDEE and the Head of Department. This exercise must be completed by
each Head of Office
/D&DO within the prescribed
time limit.
2) Review of old outstanding audit paras must
be
made periodically as continuing process
by each D&DO to ensure whether necessary action required to be taken towards the settlement of pending audit paras has been initiated and follow-up should be
ensured punctually. The Deputy Director Elementary Educationand
the Section Officer (F&A) should examine
each outstanding audit para in respect of their own office and the offices of the Block Elementary Education Officers in the respective district, in the monthly meetings held with
the BEEOs to monitor whether
the first annotated reply has been submitted in the form and manner stipulated above and to ensure that the follow-up action is being taken at all
levels.
3) The
recoveries
on
account
of
over
payments and inadmissible claims pointed out in the audit note
should be made from the concerned
officials either in lump sum
or in
monthly installments (not less than Rs. 500 per month) or as the case may
require.
4) The progress report/review position in regard to the settlement of pending audit paras will be regularly submitted by the BEEO to the DDEE in the monthly meeting convened at the district level, who in turn,
will convey the consolidated ‘Review Report’ to the Directorate, on the format appended at Annexure-VII.
11.13
Annual Confidential Reports
11.13.1 Writing of annual confidential reports
– time schedule therefor
The matter
of revising of time schedule for
writing the Annual Confidential
Reports has been under consideration of the Government for
some time
past.
The
time schedule
of writing
ACRs is as under:
|
i)
|
Self-appraisal of the officer to be reported upon.
|
7th April
|
|
ii)
|
Initiation of the
report by
the
Reporting Officer(s).
|
15th April
|
|
iii)
|
Review of
the
report by
the
Reviewing Officer(s).
|
22nd April
|
|
iv)
|
Acceptance of
the
reports
by
the
Accepting Authorities.
|
29th April
|
|
v)
|
Communication of adverse
remarks, if any.
|
31st May
|
|
vi)
|
Representations of
government
|
|
servants against communicated
remarks, if they wish so. 15th July vii) Maximum period upto which
the
report/comments of the authority recording adverse
remarks
on
the
representation
are to be awaited. 15 days
viii
)
Final date for taking a decision
on representations against adverse
remarks. 30th September
Under the above revised
calendar the officer reported
upon is required to record his self-appraisal by the 7th April every year and
submit it to the reporting officer. With a view
to ensure timely completion
of Annual Confidential
Reports, it has
also been decided that the reporting officer will initiate the report at his own level, in cases where the officer reported upon does not
submit his self-appraisal by the 7th April.
Under this time schedule for writing of ACRs,
the process of
writing ACRs and taking final decision
on the representation against
adverse remarks would be completed by the respective authorities
within the prescribed period. Accordingly, it has also been
decided that the ACRs of the preceding year
will not be taken into
account by the DPCs for various purpose till after 30th September of the year in question.
The above decision will apply to all services, excepting the officers of the All India
Services, Himacahal Pradesh Administration Service, Himachal Police Service and
the Himachal Forest Service.
(H.P. Govt. Deptt. of Personnel O.M. No: 8-3/63-DP
(Apptt.-II) (V) dated 28-3-1984)
11.13.2 Writing of annual confidential reports – time schedule in r/o teaching staff under Education Department
The matter
regarding prescribing separate time schedule in respect of
teaching staff under Education Department, Himachal Pradesh
has been engaging the
attention of the Government for quite some time past, for the main reason, that the general time schedule
appears to be impracticable in their case as the examination
results are generally
declared by the end of
June/July
every year. In order that the Department could make objective assessment on the working of teaching staff in
right perspective, the Government after careful consideration has
decided impartial supersession of this Deptt. O.M. No. 8-3/63 DP (Apptt.
II) V. dated the 28th March,
1984 that the time schedule
in respect of teaching staff
under Education
Department will henceforth be as under:
|
i)
|
Self-appraisal
of the officer to be reported upon
|
7th September
|
|
ii)
|
Initiation of the report by the Reporting Officer(s).
|
15th September
|
|
iii)
|
Review of the
report by the Reviewing Officer(s).
|
22nd September
|
|
iv)
|
Acceptance of
the reports by the Accepting Authorities.
|
29th September
|
|
v)
|
Communication
of adverse remarks, if any.
|
31st October
|
|
vi)
|
Representations of
government servants against communicated remarks, if they wish so.
|
15th December
|
|
vii)
|
Maximum period
upto which the
report/comments of
the authority recording adverse remarks on
the representation are to be
awaited.
|
15 days
|
|
viii)
|
Final
date
for
taking
a
decision
on
representations
against adverse remarks.
|
31st December
|
Under
the above calendar, the process of
writing of ACRs and taking final decisions on
the representations against adverse remarks would be completed by the respective authorities within the prescribed period.
(H.P. Govt. Deptt. of Personnel O.M. No: Per (AP-II) –B (15)-1/84 dated 22-2-1986 refers)
11.14
Guidelines for Writing Annual Confidential Reports (ACRs)
11.14.1 Merit, justice and fair play only considerations
The officer
recording the confidential reports should realize the value and importance of confidential reports in making or marring
the career of the officer
reported upon. While superior officers
have the fullest freedom and the right to record their opinions about the work and conduct of their subordinates, they should in doing so, be guided solely by consideration of merit, justice and
fair play. No personal considerations,
or recommendations of any kind should
be
allowed
to
prevail and their conscience alone
should be their
guide in the matter. Thus the
officers writing the confidential reports should make correct assessment of the work
and conduct of their subordinates without
any partiality, prejudice, selfish motive, pride or fear.
(H.P. Govt. Appointment Deptt. O.M. No. SAD-1-1163/57 dated 7/8-4-1960 and Apptt. 1-
1163/57-II dated 5-2-1965 refers)
11.14.2 Reporting officer to advice, guide and assist his
subordinates
Every reporting
officer should consider it his duty not only to
make an objective
assessment of
a subordinate’s work
and qualities but also to see that he gives to his subordinates at all
times the necessary advice, guidance and assistance to correct their
faults and deficiencies. Accordingly
in mentioning any faults or defects
in the report, the reporting officer
should also give indication, etc. to get the defect removed and with what results. It may
be noted that if called upon to do
so, the officer who gives critical
or adverse remarks in the confidential report
on the Government servant,
should be prepared
to substantiate with concrete facts.
(H.P.
Govt. Appointment Deptt. O.M. No. SAD1-1163-57 dated 7/8-4-1960 and Memo
No.8/3/63-Apptt. Dated 16-9-1963 refers)
11.14.3 Guidelines for writing of annual confidential reports on revised model forms
Revised model forms for writing of
annual confidential reports in
respect of some of the common categories
of posts have been devised with a view to ensuring
maximum objectivity in the preparation of the confidential reports
and these forms minimize vague, cryptic and non-committal remarks being recorded in the confidential reports. The Departments were directed to adopt these forms
with suitable changes in consultation
with the Department of Personnel.
The following instructions in this behalf need be kept in view while writing the annual confidential report:
1) The Reviewing Officers
are
now
expected
to
perform
a
more
effective role and where necessary they should seek clarification or discuss
the adverse remarks with the
Reporting Officer. The Reviewing Officer should
arrive at a proper and independent judgement of his own and it shall be his responsibility to verify the correctness of the remarks of the Reporting
officer after making
such enquiries as he may consider necessary, besides discussing
the remarks with the Reporting
Officer. There may be cases where the entries made by the Reporting
Officer are not sufficiently meaningful. In such cases the reports should be returned to the Reporting
Officer for amplification or explanation.
2) The confidential reports shall contain no mention as to fitness or
unfitness for promotion. Fitness or unfitness for promotion shall be decided by concerned promotion committee.
3) The confidential reports shall not contain any grading
of the officer reported upon. The grading shall be done by the
promotion committee.
4) At present detailed
procedure for recording entries in regard to
reputation and integrity has been prescribed and definite
entries can be
made only
after
ascertaining
the
correctness of suspicions/doubts. It has now been
decided that there should be no inhibition on writing about the reputation of any officer. It should
be possible to make remarks in regard to the integrity based
on general reputation
without the need for citing specific cases of
dishonesty.
5) If the Reporting Officer feels that a prescribed
course of training is
required by an official in order to equip him better
for his duties or to develop his
potentialities,
he
may make a
separate
recommendation to the appropriate authority on this matter. The confidential report would not be
a proper place for such a
recommendation.
(H.P.Govt. letter
No.8-3/63-DP(Apptt-II)Vol.V
dated
12-10-1976 and
No.Per(AP- II)B(15)-1/82 (Loose) dated12-9-1988
refer)
11.15.4 Abolition of grading column in
ACRs – Grading by DPC
The general
principles for promotion to
selection posts provide that after excluding such of the officers
in the field of choice who are considered
unfit by the Departmental Promotion
Committee
or other selecting authority, the remaining officers
should be classified as ‘Outstanding’,
‘Very Good’ and ‘Good’ on the basis of merit, as determined by their
respective records
of service. It
is entirely left
to
the
DPC or other
selecting authority to make its own classification of the officers being
considered by them for promotion to selection posts, irrespective of the
grading given to them by the reviewing
officers in their confidential reports.
With
the revision of forms of annual confidential reports
it has been decided to dispense
with the column in regard to the grading
of officers in the confidential reports. Though the column of grading in the existing C.R. forms has been dispensed with yet the DPC or other selecting authority
should arrive at its own conclusions regarding the grading of
the work of the officers under consideration on the basis of the total contents of the confidential reports
of the officers
concerned. The principles for selection will continue to apply, with reference to the grading to be given
by the DPC on the overall
content of the C.R. form.
(G.I.
Ministry of Home Affairs Office Memo No. 1/3/68-Ests (D), dated the 18th March,
1968 refers)
11.15.5 Outstanding entry in ACRs
As per above decision,
the column for grading has been dispensed with. It has
been decided by the Government that the
Reporting/Reviewing Officers will exercise great restraint while making an entry
of
an
officer/official
as
‘Outstanding’. If such an entry
is to be made, details of specific performance
and achievements justifying the entry
should be recorded in the ACR of the
officers/officials.
(H.P.
Govt. Deptt. of Personnel letter No. 8-3/63-DP (Apptt.
II) Vol. I dated 3-11-1981 refers)
11.15.6 No entry for grant of extension
in service
Some officers make recommendations for grant of extension in service in the ACRs, though there is neither any specific column
for this purpose nor the instructions require such recommendation in ACR. This
tendency has been seriously viewed and it has been decided that no such
unwarranted remarks be recorded in ACRs in future.
(H.P. Govt. Deptt. of Personnel O.M. No. 8-3/63-DP (Apptt.II) Vol.V dated 17-1-1977 refers)
11.15.7 Entries regarding courses of
study or training
1. The question whether
an entry should be made in the character roll of a
Government servant in respect of approved
courses of study or training undergone by him at institutions in India or abroad was under
consideration. It is desirable
that the confidential report entries
should contain particulars of such
courses. It would create greater incentive amongst officers
to attend the courses
and pay more serious attention
to them. It has, therefore,
been decided that the following procedure
should be adopted in such cases:
1) Whenever an officer attends an approved
course
of
study
or
training, the fact of his having done so
should be entered in his confidential report.
2) The report received
from the head of the institution should either be placed
in original with the confidential report or the substance
of it entered therein.
3) An entry about the report submitted by the officer on his work abroad as required in Cabinet Secretariat O.M. No. 145/CF/52, dated 22nd May, 1953 should
also find mention in the confidential
report if it is outstandingly good, or is of poor quality indicating that the officer has not made good
use of his period of study or training.
(G.I., M.H.A.
Office Memo No. 51/14/60-Ests(A), dated 29-1-1962 incorporated in the compendium issued vide H.P. Govt.
Apptt. Deptt. OM No.8-3/63-Apptt-II dated
17-2-69)
2. Approved courses of training may be defined to include courses sponsored
by the Government or
in which the cost or part of the cost is borne by Government, as also courses attended with the
permission of Government
or
for
which
Government grant study leave. In respect of some of these courses
it may not be possible or
necessary to obtain reports, which
could be incorporated in the confidential reports. For instance, there
are
part-time courses and refresher
courses where an assessment of candidate is not made. In such cases, however, entry in the confidential report of the
fact of the officer
having attended the course
would nevertheless be useful in giving a more
complete picture of the officer’s
experience and accomplishment.
(G.I.,
M.H.A. Office Memo No. F 51/2/62-Ests(A), dated 12-4-1962 incorporated in the
compendium issued vide H.P. Govt. Apptt. Deptt.
OM No.8-3/63-Apptt-II dated 17-2-69)
11.15.8
Entries of penalties imposed and warnings
1) It has been decided that if as a result of disciplinary proceedings, any of the prescribed
punishments (e.g. censure, reduction to a lower post, etc.) is imposed on a Government servant a record of the same should invariably be kept in his confidential report.
Further, if on the conclusion of the
disciplinary proceedings it is decided not to impose any of the prescribed
punishments but to administer only
a warning or reprimand etc. (as explained in
Ministry of
Home Affairs
Office
Memorandum No.
39/21/56-Ests (A), dated the 13th December, 1956), a mention of such
warning, etc should also be made in the confidential roll.
(G.I., M.H.A. Office Memo No. 39/12/59-Ests (A), dated 23-4-1960 incorporated in the compendium
issued vide H.P. Govt. Apptt. Deptt.
OM No.8-3/63-Apptt-II dated 17-2-69)
2) Distinction has to be made between “warning” and “censure”. An order of
‘censure is a formal
and public act intended to convey that the person concerned has been held
guilty of some blameworthy
act or omission for which it has been found necessary
to award him a formal punishment.
Nothing can amount to a ‘censure’ unless it is intended to be such a formal punishment imposed for ‘good and sufficient
reasons’ after following the prescribed procedure. A record of the punishment so imposed is kept on
the officer’s confidential roll and the fact that he has been censured,
will have its bearing
on the assessment of his merit or suitability for promotion to higher posts.
There may be occasions, on the other hand, when
a superior officer may find it necessary to criticize adversely the work of an officer
working under him, (e.g. point out negligence, carelessness, lack of thoroughness, delays, etc.) or he may call for an explanation for some act or omission
and taking all 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 informal action, such as the
communication of a
written warning, admonition or
reprimand. If the circumstances justify it a mention
may also be made of such a warning
etc. in the officer’s confidential roll. However, the mere fact that it is so mentioned in the character
roll does not convert the warning etc. into a
‘censure’. Although comments, remarks, warning etc. also would have the
effect of making it apparent or known
to the person concerned that he has done something blameworthy
and to some extent, may
also affect the assessment of his merit and suitability for promotion, they do not amount to the imposition of the penalty of ‘censure’ because it was not intended
that any formal punishment should be inflicted.
The fact that a mere informal warning cannot be equated to a formal
‘censure’, should not, however, be taken as tantamount to suggesting that a written warning may be freely given without caring whether
or not it is really justified. It
is
a
matter of
simple natural justice
that
written
warnings, reprimands, etc. should not be administered
or placed on an officer’s confidential record unless the authority
doing so is satisfied
that there is good and sufficient reason to do so.
It may be reiterated
that every reporting officer should be conscious of the fact that
it is his duty not only to make an objective
assessment of his subordinate’s work and qualities
but also to see that he gives to his subordinates at all times the advice, guidance and assistance to correct their
faults and deficiencies. If this part of reporting officer’s duty has been properly performed there should be
no difficulty about recording adverse entries because they
would only refer to the defects
which have persisted
in spite of the reporting officer’s
efforts to have them corrected. If after having taken much care the reporting
officer finds that for the purpose of a truly objective
assessment mention
should be made of any warning,
admonition, etc. issued,
especially those which have not produced desired improvement, it is his right and duty to
so mention them. In the process of bringing
the defects to the notice of person concerned, where an explanation is possible
an opportunity to do
so should be given.
(G.I., M.H.A
Office Memo No. 39/21/56-Ests (A), dated 13-12-1956 incorporated in the
compendium issued vide H.P. Govt. Apptt. Deptt.
OM No.8-3/63-Apptt-II dated 17-2-69)
11.15.9 Entries regarding integrity
Entries in regard to the integrity of officers are generally made in a routine
manner and the significance of such entries is not fully appreciated. The following procedure
is, therefore, laid down in regard to
the grant of integrity
certificate:
1) The form in which integrity certificate is to be recorded will be as follows:
“Nothing has come to my knowledge which casts any reflection on
the integrity of Shri……………………. His general reputation
for honesty is good and I certify his integrity”.
2) All certifying officers
should give the most careful
attention to the grant or withholding of these certificates and
treat it as a very important matter. No certificate should be given unless the
certifying officer is satisfied
without reservation about the integrity
of the officer concerned.
3) To enable the certifying officers
to discharge their responsibilities in this
regard properly, it is suggested that in respect of each subordinate they should note down from time to time any facts or circumstances which come to their knowledge
touching the integrity of the subordinate. If a definite fact susceptible of formal
proof comes to the notice of
the certifying authority,
he should make a proper enquiry. However, if a mere vague allegation, not susceptible of formal
proof but still creating doubt or suspicion comes to his knowledge; he should face the subordinate with the
allegation or circumstance which has come to his notice. If the subordinate clears up his position, a note should be made to the effect that he was able to clear his position. If on
the other hand, his explanation is
not considered satisfactory and yet the point is not one on which the
certifying officer thinks that proof should be available, he should utilize this as a fact or a
circumstance which came to his knowledge and which would justify
him in withholding the integrity
certificate.
4) In cases where the reporting officer is not in a position to make a positive
report about integrity he should leave the column blank and submit a secret report if he has reasons to doubt the integrity of the officer on whom he is reporting, stating the
reasons for his suspicions. The Government or the Head of Department who receives
such secret reports should take suitable steps to find out the correctness or otherwise of the report.
5) A copy of the secret note (report)
should
be
sent
together
with
the
character roll to the next superior officer
who should ensure that follow up
action is taken with due expedition.
6) If, as a result of the follow up action,
an officer is exonerated, his integrity should be certified and an entry made in
character roll. If suspicions regarding his integrity are confirmed,
this fact can also be recorded and duly communicated to the
officer concerned.
7) 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 instance 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 integrity as the case may
be. This would be a factual statement
to which there can be no objection.
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
positive statement.
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 remarks or that he
has heard nothing against the officer’s integrity, as the case may be.
8) There may be cases in which after a secret report/note has been recorded expressing suspicion about an officer’s
integrity, the inquiries 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.
(H.P. Govt. Appointment Deptt. O.M. No.
SAD 1-1163/57 dated 7/8-4-1960, G.O.I., M.H.A. O.M. Nos. 51/4/65-Ests (A) dated 21-6-1965 and 15-9-1965
incorporated in the compendium issued vide H.P.Govt.
Apptt. Deptt. OM No.8-3/63-Apptt
dated 17-2-69)
11.15.10 Recommendation of the joint conference
of
State
Anticorruption
Officers and CBI
for maintenance of register
regarding complaints
The Seventh
Biennial Joint Conference of State Anti-corruption Officers and Central Bureau of
Investigation while discussing a scheme with regard to
eradication of corruption in State as prepared by the
Central Bureau of Investigation have again recommended the maintenance of a register in respect of
matters or complaints
against officer’s
integrity and for making use
of the same while recording the integrity certification in the annual
confidential reports.
(H.P.
Govt.
Deptt.
of
Personnel
letter
No.
7-22/72-DP(Apptt.
II) dated 11-11-1975 refers)
11.15.11 Certification of integrity
The instructions at ‘entries regarding
integrity’ above prescribe the procedure for filling the column relating to integrity. Particular wording of the certificate is also provided in these instructions. If anything adverse relating to integrity comes to the notice of the concerned
authority, the same is also required to be specified in this
column. In doubtful cases the concerned authorities before recording such
remarks should take steps to ascertain personally whether there is any reason
to doubt or suspect the integrity of the official concerned.
Certain reporting officers do not record integrity certificate in the
annual confidential reports of the officials
according to the Government instructions as issued from time to
time. It is again emphasized
upon each reporting officers to
record invariably the integrity certificate in the annual confidential reports
after giving it a serious thought according to these instructions.
(H.P. Govt. Department of Personnel O.M. No. 8-3/63 (Apptt. II) Vol. V dated 6-6-1985
refers)
Annexure-I (See Para 17.5.a i)
Specimen of Standard Bill
Register
Sr. no. Date Bill no. Particulars Gross amount Deductions|
|
of bill
|
of bill
|
|
||
|
1.
|
2.
|
3.
|
4.
|
5.
|
6.
|
Net amt
Signature Date of
By whom Signature
Tresaury Remarks, of bill of D&DO drawal drawn of D&DO voucher no if any
/date
7. 8. 9. 10. 11. 12. 13.
Annexure-II (See Para 17.5.a iv)
Specimen of Standard Token Register
|
Sr. no. Date
Bill no.
|
Particulars
|
Amount
|
Date of submission
|
|
& date
|
of bill
|
of bill
|
in the treasury
|
1. 2. 3. 4. 5. 6.
Signature Treasury Signature
Date
of Date of Signature
Remarks,
of D&DO token no.
of treasury receipt drawal of D&DO if any token from
clerk
treasury
7. 8. 9. 10. 11.
12. 13.
Annexure-III (See Para 17.5.a v)
Specimen of Standard Loans and Advances Register
|
1.
|
Name of official
|
…………………………
|
|
2.
|
Particulars of the loan/advance (specify, whether house building advance/GPF
|
|
advance/conveyance advance/festival
advance warm clothing advance
etc)
…………………………
3. Amount
of advance …………………………
4. Sanction order no. and date vide, which
and authority by whom the advance sanctioned.
5. Number of
monthly installments in
which the advance will be recoverable.
……………………….
6. Amount
of monthly instalment
7. Account number (allotted by the A.G.
H.P.)
where applicable.
8. Whether the loan/
advance is interest bearing or not?
……………………….
……………………….
…………………………
………………………….
Details of the recovery
|
1. 2. 3. 4. 5. 6.
Annexure-IV
(See Para 17.5.a vi) Specimen of Standard Budget Check Register
1. Name of scheme/ Total budget allotment
SOE………………….. for the year………….
2. Sanction no.
and date vide Plan/Non Plan……… which allotment/authorization
made………………………
1.
Head of account……………………..
.……………………………………….
……………………………………….
……………………………………….
Bill no. Particular of Amount 1. Total budget allotment for
& date bill of bill the year………………..
2. Expenditure including this
bill…………..
3. Balance allotment……………
Signature
of D&DO
Annexure-V
Specimen of Standard Stock
Register
(Permanent articles/consumable articles)
1. Name of item……………. 2. Name of article…………. permanent/consumable
Receipt
Date of Bill/cash Name of Full particulars Quantity
Rate
receiptmemo no.
supplier/ giving
specifications, received
& date or from whom make and model
invoice no. received etc. of the item
& date purchased/received1. 2. 3. 4. 5. 6.Amount Grant/fund out Signature of Previous Total of which D&DO balance Qty purchased7. 8. 9. 10. 11.
Date To whom
Quantity Signature Balance Sig. of
Sig.of Remarks of issued issued of person qty incharge Head
issue to whom stock Office/
issued D&DO
12. 13.
14. 15. 16. 17. 18.
19.
Annexure-VI (See Para 17.5.a vii)
Specimen of
Standard Bill Check Register
|
Sr. No.
|
Bill no. &
|
Particulars of
|
Net amount
|
Signature of
|
|
|
date
|
the bill
|
of the bill
|
D&DO
|
1. 2. 3. 4. 5.
Annexure-VII
(See Para 17.13) Review Report on the
Settlement of
Pending
Audit Paras
Distt…………… Month………………
|
Sr
No
|
Name of block/office (including the DPEO’s
office
|
Period of
audit
& inspection
report
|
Sr. no
of pending audit para appearing in the report (period wise)
|
Total
number of pending audit paras
|
|
1.
|
2.
|
3.
|
4.
|
5.
|
|
No.
of audit paras settled during the month
|
Balance
(no. of pending audit paras indicating period of
audit &
inspection report
to which pertain
|
Remarks
with reasons of delay in
final settlement of
pending
audit paras
|
|
6.
|
7.
|
8.
|
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