1. Introduction - METNET : An e-Governance Intra-IMD Portal - India ...

SOP
FOR ADMINISTRATIVE SETUP
AT
METEOROLOGICAL CENTRES
1. Introduction :
Meteorological Centers are located at state capitals in India and are the
backbone of the India Meteorological Department. Day to day collection/recording of
basic meteorological observations of their regions( state) and their transmission to RTH
NEW DELHI ( main computer ) on real time mode ; issuing weather forecasts and its
related warnings on different sub scales , archival of past meteorological data for
climatology purposes ; data supply , weather queries pertaining to the state,
maintenance and inspection of all observatories and rain gauge stations ; coordination
with state government and other government agencies for disaster management ;
briefing print and electronic media about different past and future weather events of
their region are the main responsibilities of the meteorological centers ( M C’ s ) . In
the recent past, staff strength has been reduced considerably due to retirement/transfer of
employees but no new/contractual appointment is being made. On the other hand
responsibilities and work load have increased due to increase in observational net
work, advancement in technology and user requirements. Existence of different
operational units are not same at all met.Centers .
2. Main Objectives :
1. To facilitate uniform administrative practices at all M.C.s
2. Providing value-based administrative service
3. Improving quality of technical/operational works by using administrative reforms
4. Integration of service Excellence into organizational planning
5. Improving the reach of administrative rules and regulations time to time
6. Improve relationship between officers and staffs
7. To make transparency into administration
8. Reorganization of employees who deliver excellent service
9. Higher level of confidence among employees
10. Services that are designed and delivered keeping the welfare of the employees in mind
11. Improve the delivery of services in the public service
12. Developing service standards
13. All correspondence/ dealing work to be done in Hindi.
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3. Duty Roster:
(i)
(ii)
(iii)
(iv)
(v)
Duty roster of all general and operational duty personnel may be maintained. Weekly off
day of each official may be marked against his/her roster. Duty roster for succeeding
month should be prepared for use on last working day of the month.
Leave of any kind may be recorded against concerned official’s roster.
All duty rosters will be under control of A.M.(Admin) and it should be initialed by
A.M.(Admin) as well as Dir. I/C on last working day of the month.
Officials dealing technical / administration on general duty should be drafted to
operational units in case of shortage of staffs or at the time of adverse weather such as
cyclone/active monsoon period on c-off basis in case the day been declared holiday.
A.M.(Admin) will be responsible for duty allotment against officials on leave especially
on operational unit and on his off days/holidays, duty officer will make necessary duty
allotment in case required on emergency, he can consult with A.M.(Admin) over phone if
he is available at the station otherwise with Dir. I/C.
4. Attendance:-
(i)
(ii)
(iii)
(iv)
(v)
(vi)
To make more punctual and sincere of the employees, two bio-metric machines should
be installed in each M.C..
Till installation of biometric machines, two attendance registers will be used in each
M.C.. One register for general duty personnel i.e. fixed duty hours under the supervision
of A.M.(Admin) /Admin officer, another for roster duty personnel under supervision of
Duty officer.
Dir.I/C will countersign Attendance register once in a week preferably first working day
of the week for 1st and 2nd category
Separate attendance register for Gaz. Officers (Roaster and General duty) under
supervision of A.M.(Admin)/Admin officer but Dir. I/C will countersign everyday
Attendance register should be one for an year and it should begin from 1 st January and
end on 31 st December of the year
Late arrival may be recorded and leave may be asked as per rules ( Appendix –I).
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5. Leave:
(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
(viii)
(ix)
(x)
(xi)
Earned Leave should be applied 15 days in advance to manage duty roster.
Recommendation of leave should be forwarded to concerned R.M.C. well in advance
Sanction of E.L. should be communicated by R.M.C. before the commencement of leave
and regularization of leave should be within two months
E.L. application should be recorded in a register for each individual and regularization of
leave in the remarks column against the official may be entered as & when received from
R.M.C.
C.L. account may be maintained for each year against each official and more than 5 days
C.L. should not be granted at a time. For more than 5 days C.L., approval of concerned
D.D.G.M. of R.M.C. may be sought. Separate C.L. account register for Gaz. & non-Gaz.
Employees. C.L. should be availed only after approval of the Dir. I/C as far as possible
Comp.off can not be availed more than two days at a time with prior approval of Dir. I/C.
C.off earned performing extra duties should be availed within a month from the date of
earning at the place of posting station.
C . off will have to be availed at the place of posting only otherwise these will be
lapsed.
Commuted leave may be recommended on request of employees but he/she has to submit
fitness & medical certificates at the time of joining otherwise joining should not allowed.
The officials should communicate his inability to the office while proceeding on medical
leave.
Extension of leave will be sought on written application/request but no telephonic
information will be entertained for extension of leave.
C.L. can not be combined with E.L. or commuted leave
Special casual leave will be granted to employees in case of curfew/bandh irrespective of
distance from residence to office.
Rules regarding leave will be followed ( Appendix –II)
6. Work Diary:
All group C staff in general duty ( i.e. fixed duty hours in the week) should maintain
diary for daily assigned work and it will be verified daily by section I/C . The diary will
be brought to the notice of Dir. I/C once in a week for his/her signature.
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S.No.
Particulars of dak
received
Number Date
From whom
received
To whom
Remarks
1 2 3 4 5 6
(v)
(vi)
All letters received will be entered in receipt register and issued to concerned Assistant of
the section with signature and date.
Each section / unit will maintain separate receipt/dak registers and status of action will be
indicated in the remarks column. Format is given below:
7. DAK register:
(i) 'Dak' includes every type of written communication such as letter, telegram,
interdepartmental note, file, fax, e-mail, wireless message which is received, whether by
post or otherwise, in any department for its consideration.
(ii) All daks will be received in General Section by Admin. Section staff ( either LDC or MA)
and all daks( speed post / registered latter / latter marked to Director) should be opened
in presence of Dir.I/C by the concerned staff.
(iii) After initial of Dir. I/C, all daks will be shown to all Group ‘A’ officers and section I/C s
posted at M.C.
(iv) Dak/Receipt register may be prepared in the following format:
Date:-
Date:-
Sr.No Diar
y
Number &
date of receipt
From
whom
Brief
subject
To
whom
File
No.
Replied to No reply
was
Remarks
No. Numbe
r
Date
marked In
Hindi
In
English
necessar
y
1 2 3 4 5 6 7 8 9 10 11 12
8. Dispatch Register:
Dispatch register will be maintained in the following format and stamp account may be
indicated in the respective column. The centers where franking machine is used, frank
the cover instead of affixing stamp and its value may be entered in the column
accordingly.
S.No.
Number of
communication
Addressee
Value of stamps
affixed
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Non-postal communications will be sorted out according to the location of the
addressees, entered in messenger books and handed over to messenger for delivery to
the addressees. Messenger books will be numbered serially. Name of messenger may be
indicated and also signature of recipient may be ensured.
9. Service Postage stamp Register:
The dispatcher will maintain an account of the postage stamps in the format given below.
Signature of A.M. (Admin) may be made as & when stamps are received and entered in
the stamp account register.
Stamps Account Register
Date
In hand
the
the day
Value of stamps
Received
during
Used
during
the day
Balance at the
close of the day
( cols. 2+3+4)
Signature of
Dispatcher A.M.(Admin)
Franking machine account will be maintained in the similar procedure.
10. File Register:
A record of files opened during a calendar year will be kept in a file register to be
maintained by the diarist. A list of approved standard heads along with the serial numbers
identifying them should be pasted at the beginning of the register. The pages allotted to
the standard heads in the registers should also be indicated against each. Electronic file
register will also be maintained in a computer environment. The format of file register is
given below:
File Register
Standard Head No:-
Standard Heading :-
File No.
Subject
Date of
Opening
Closing
Classification
(and year of
review)
Remarks
A proper file numbering system is essential for convenient identification, sorting,
storage and retrieval of papers. 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 index including its file-numbering
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system, issued by the Department of Administrative Reforms and Public Grievances will
be followed. The file numbering should be in subject classification with standard heads,
i.e. main subject headings concerning it; and (b) standard sub-heads, i.e. aspects of the
main subject headings. The standard heads will bear consecutive serial numbers. No such
numbers, however, will be allotted to standard sub-heads.
File register will be maintained by General Admin section and the number will be
allotted to each file of every unit depending on their subject of work of the unit but the
procedure will be followed with head etc. as mentioned above. The file is numbered
consecutively as 3/1/2000-SR,3/2/2000-SR and so on, where `SR' represents the section.
Separate file register can be maintained in each unit whereas file numbers of all the units
should have matched with the main file register being maintained in General Admin
section.
On top of the file, subject both in Hindi and English should be written along with
opening date of file. Serial numbers in increasing order in roman for indicating part of file
can be put if the file is bulky and heavy such as I, II, III,IV etc.
11. File movement Register:
Movement of files will be entered in the file movement register as per format given
below:
File No:-
Subject:-
To
whom
Date
To
whom
Date
To
whom
Date
To
whom
Date
12. Movement Register:
Movement register of officials for office works in the city or personal problem
due to some reason or other may be maintained with proper timings of departure and
arrival and it should be in the custody of Dir. I/C.
13. Station leave Permission:
Separate register for station leave permission may be maintained and details of
employee with date of leaving, place of visit along with leave address may be recorded.
The register will be in the custody of A.M.(Admin) but A.M.(admin) should inform time
to time about the official to Dir. I/C. Station leave will be granted by the Director I/C
only.
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14. Office vehicle:
(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
(viii)
Vehicle requisition register will be maintained. Movement of vehicle should be
prior approval/permission of Dir. I/C.
Log book of vehicle should be maintained and signature of requisitioned official
may be recorded with counter signature of Dir. I/C.
Register for expenditure on maintenance of vehicle may be maintained with
amount, approval number and date of repair/maintenance . Separate pages for
each vehicle if more than one vehicle is at the centre.
Insurance and road permit may be verified in every January month of the year and
action may be initiated if any.
Copy of driver’s licence may be kept in the office file.
A.M.(Admin) is responsible for maintenance and security including key of the
vehicle.
Requisition of vehicle to Dir. I/C through A.M.(Admin) should be sent.
Original documents and duplicate key of the vehicle should be kept in safe
custody in knowledge of two officer.
15.(a) Security of the campus;
15.(b)
(i) One senior officer may be designated as security officer of the centre.
A.M.(Admin) can act as security officer.
(ii) During off hours of security officer or holidays, duty officer will act as security
officer
(iii) Incoming and outgoing articles from the campus should be allowed with written
permission order of security officer
(iv) Chowkidar on duty at the entry/exit gate should collect the permission order and
these should be brought to the notice of security officer on same day for his
authentication.
Guard File:
(i) Copy of Letter/order meant for future reference nature may be preserved in guard
file
(ii) Separate guard file may be created for each of administration, finance, general
office procedure and matters of scientific/technical nature.
(iii) Subject and number of guard file may be written on the top. Number may be
entered in file register.
(iv) Guard files should be in the custody of A.M.(Admin)
16. Charter of responsibility of unit:
(i)
(ii)
(iii)
(iv)
(v)
Item of works with timings of the unit may be displayed in each unit.
Duty and responsibility list in each unit may be indicated in display system
Officer/staff responsible for the item of work may be indicated in each unit.
Modification of nature of work if any may be added or deleted.
Name of the section I/C may be indicated on the work chart.
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17. Staff Statement Register:
(i) Staff statement register indicating columns for name of the post, sanction No. with
date, Group/Cadre, Number of posts, date of creation, plan/non-plan, remarks may
be maintained at each M.C.. If post is transferred, same may be entered in remarks
column.
(ii) In separate pages of the register, columns for sanctioned post, actual posting,
name of the incumbent, date of joining of incumbent may be prepared and if
individual transferred/retired/promoted to higher post, same may be indicated in
remarks column.
(iii) In separate pages, details of the employee such as name with designation, date of
joining in department with cadre post, date of birth, training particulars,
knowledge of Hindi, working experience, transfer details, categorygeneral/SC/ST/OBC
may be prepared.
(iv) Staff statement register should be in the custody of Dir. I/C which may be
accessible to A.M.(Admin).
18. Employees whereabout register:
(i)
Present address, permanent address, residence telephone number, mobile number,
joining date at the station and his previous posting station name of each employee
may be maintained in separate pages for future reference in case of missing of
employee or absconding, not returning duty after expiry of leave etc.
19. Record Management
(A)
Records management is the practice of maintaining the records of an organization
from the time they are created up to their eventual disposal. This may include
classifying, storing, securing, and destruction (or in some cases, archival
preservation) of records. A record can be either a tangible object or digital
information: for example, birth certificates, medical x-rays, office documents,
databases, application data, and e-mail. Records management is primarily
concerned with the evidence of an organization's activities, and is usually applied
according to the value of the records rather than their physical format. Activities
of record management are given below:
1. CONTROLLING CREATION
2. CATEGORISATION
3. TRANSFER
4. MAINTENANCE
5. PRESERVATION
6. RETRIEVAL
7. RESTORATION
8. REVIEW
9. WEEDING
(B)
Records management principles and automated records management systems aid
in the capture, classification, and ongoing management of records throughout their
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lifecycle. Such a system may be paper based (such as index cards as used in a
library), or may be a computer system, such as an electronic records management
application.
ISO 15489:2001 states that records management includes:
(i) setting policies and standards;
(ii) assigning responsibilities and authorities;
(iii) establishing and promulgating procedures and guidelines;
(iv) providing a range of services relating to the management and use of
records;
(v) designing, implementing and administering specialized systems for
managing records; and
(vi) integrating records management into business systems and processes.
(C)
Procedure of recording when file is closed:
(i)
(ii)
(iii)
(iv)
(v)
(vi)
Files should be recorded after action on the issues considered thereon has
been completed. However, files of a purely ephemeral nature (such as
casual leave records or circulars of temporary nature) containing papers of
little reference or research value may be destroyed after one year without
being formally recorded.
Extract from the file, copies of important decisions, documents, etc. as are
considered useful for future reference and add them to the standing guard
file/precedent book
Remove from the file all superfluous papers such as reminders,
acknowledgements, routine slips, working-sheets, rough drafts, surplus
copies, etc. and destroy them
Complete all references and, in particular, mark previous and later
references on the subject on the file cover
Files or records meant for permanent preservation may be stored in
National Archives of India office being located at different places in India.
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 given below:
The destruction of records (including correspondence) connected with accounts shall be
governed by the following Rules and such other subsidiary rules consistent therewith as
may be prescribed by Government in this behalf with the concurrence of the Comptroller
and Auditor-General. The following shall on no account be destroyed
(iv)
(v)
(i) Records connected with expenditure, which is within the period of
limitation fixed by law.
(ii) Records connected with expenditure on projects, schemes or works not
completed, although beyond the period of limitation.
(iii)Records connected with claims to service and personal matters affecting
persons in the service
Orders and sanctions of a permanent character, until revised.
Records in respect of which an audit objection is outstanding.
9

Number
of files
recorded
(b) In respect of records, relating to establishment, personnel and housekeeping matters
common to all departments, follow the `schedule of periods of retention for records
common to all departments' issued by the Department of Administrative Reforms and
Public Grievances.
(c) Considering the urgency to reduce the volume of records now being retained without any
significant need for their retention, the measures may be taken such as a special drive may
be launched every 6 months to record/review all old files and to weed out those no longer
needed. The results of such special drives will be sent to DDGM of concerned RMC in
the Performa given below:
Period of special Drive
From_________ TO________
Met. Centre_________
Numbe
r of
files
indexed
Number
of files
reviewed
Numbe
r of
files
weeded
out
Number of files yet to be
Recorde
d
Reviewed
Weeded
out
Number
of
files sent
to
Departm
ental
Record
Room
Number
of files
sent to
Nationa
l
Archive
s
of India
1 2 3 4 5 6 7 8 9 10
Remarks
20. Transfer of Charge:-
In cases in which the transfer of charge involves assumption of responsibility for cash, stores,
etc., the following instructions should be observed :-
(i) The Cash Book or imprest account should be closed on the date of transfer and a note
recorded in it over the signatures of both the relieved and the relieving Government
servants, showing the cash and imprest balances and the number of unused cheques /
receipt books, if any, made over and received by them respectively.
(ii) The relieving Government servant should bring to notice anything irregular or
objectionable in the conduct of business that may have come officially to his notice.
examine the accounts, count, weight and measure certain selected articles, as applicable,
in order to test the accuracy of the returns.
(iii) In the case of any sudden casualty occurring or any emergent necessity arising for
Government servant to relinquish his charge, the next senior officer of the department
present shall take charge. When the person who takes charge is not a Gazetted
Government servant, he must at once report the circumstances to his nearest departmental
superior and obtain orders as to the cash in hand, if any.
(iv)Perform for transfer of charge and joining report given below should be followed.
(v)
Retiring officials to handover office items – I-card, Locker key, Library books e.t.c. and
if he was assigned with any important files the same to be handed over under proper
receipt to the next officer.
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Certificate of transfer of charge
Certified that I /we have in the forenoon / afternoon of this day respectively
made over and received charge of the Office………………………… in pursuance
or Order No……………………… dated ………………………………
Received Officer ………………………… Relieving Officer …………………………
Signature ………………………………… Signature …………………………………
(Name in Block Letters) (Name in Block Letters)
Designation………………………………
Designation…………………………………
Station …………………………………… Station
………………………………………
Date ……………………………………… Date
…………………………………………
(For use in Audit Office / PAO only)
Noted in A/R at page …………………………
SO/AAO/AO/PAO
Noted in A/R at page……………………………
SO/AAO/AO/PAO
Forwarded
…………………………………………………………………………………
NOTE :- Separate certificate (as per Form appended) also to be used
where transfer / assumption of charge involves responsibilities for Cash, Stores
etc.
Certificate of transfer of charge in respect of transfer / assumption of responsibilities for
Cash, Stores, etc.
Certified that I/we have in the forenoon / afternoon of this day ……………
[date to be indicated] respectively made over and assumed charge and
responsibility of the following :-
Cash Rs…………………………………
Permanent advance Rs…………………
Others……………………………………
Relieved Officer…………………………..
Reliving Officer……………………………
“Ministry / Department of ………………………….
Joining Report
I hereby report myself for duty this day…………………… forenoon /
afternoon after availing of leave from ……………… to ……………………
sanctioned vide Ministry / Department of ……………………… Order
No……………, dated ………………………
Signature ……………………………
(Name in Block Letters)
Designation………………………….”
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21. Official language for purposes of Government work :-
(a) In accordance with the provisions of Article 343 of the Constitution, Hindi became
the official language of the Union with effect from the 26th January, 1965. However,
the Official Languages Act, 1963 permits the continued use of English for specified
purposes of Government work subject to certain conditions.
(b) The Official Languages Rules, 1976 have been framed under the Official Languages
Act, 1963. Instructions are issued from time to time by the Department of Official
Languages to ensure compliance with them. Each year an annual programme of
action is also issued.
(c) In particular the following should be ensured:-
(i) Communications to the offices of State Governments and the Administration of the
Union Territories or persons residing in Region
(A)
i.e. Bihar, Chattisgarh, Haryana, Himachal Pradesh, Jharkhand, Madhya Pradesh,
Rajasthan, Uttaranchal and Uttar Pradesh, as well as the Union Territories of Delhi
and Andaman & Nicobar Islands, and in Region
(B) i.e. Gujarat, Maharashtra and Punjab as well as the Union Territory of Chandigarh
as defined in sub-rules (2)(f) and (g) of the Official Languages Rules 1976, shall be
made in Hindi. In case a person responsible for drafting a letter does not have
sufficient knowledge of Hindi the draft prepared by him in English will be
translated into Hindi and the letter will be issued in Hindi.
(ii) Communications to the offices of the remaining States and Union Territories as well
as persons residing therein may be made in English.
(iii)Correspondence with Central Government offices located in all regions shall be made
in Hindi in the proportions as fixed in the Annual Programme issued by the
Department of Official Languages.
(iv) All communications received in Hindi, irrespective of their source, shall be replied to
in Hindi.
(v) For noting as well as drafting purposes other than those specified herein before an
official is permitted to use Hindi or English, according to his convenience.
(vi) An official who does not possess working knowledge of the language used in a case,
is provided with a translation or a precise thereof in the language he knows and
employs for the purpose of Government work.
(vii) Both Hindi and English are used for:-
(i) Resolutions, general orders, rules, administrative and other
representations, notifications and press communiqués;
(ii) Administrative and other reports and officials papers laid before a
House of Parliament; and
(iii)Contracts and agreements executed as well as licences, permits,
notices and form of tenders.
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22. Quarter Allotment Register:
(i)
(ii)
(iii)
(iv)
(v)
Total number of different type of quarters may be recorded in the register.
Allotment of quarter to the official against each type in separate pages may be
maintained with date of occupation and date of surrender
Articles available including fan/electrical points/wash basin/furniture if any in
each type of quarter may be recorded at the top to facilitate in verification at the
time of surrender of quarter
When quarter is vacated, CPWD may be informed to put lock & key or in case by
department, then departmental lock & key may be put
If the quarter is kept vacant for longer duration, CPWD may be asked to remove
fan etc. to avoid stealing
23. Store procurement and stock register:
(i)
Every officer incurring or authorizing expenditure from public money should be
guided by high standards of financial propriety. Every officer should also enforce
financial order and strict economy and see that all relevant financial rules and
regulations are observed, by his own office and by subordinate disbursing officers.
Among the principles on which emphasis is generally laid are the following :-
(a) Every officer is expected to exercise the same vigilance in respect of
expenditure incurred from public moneys as a person of ordinary prudence
would exercise in respect of expenditure of his own money.
(b) The expenditure should not be prima facie more than the occasion demands.
(c) No authority should exercise its powers of sanctioning expenditure to pass an
order which will be directly or indirectly to its own advantage.
(d) Expenditure from public moneys should not be incurred for the benefit of a
particular person or a section of the people, unless –
(i) A claim for the amount could be enforced in a Court of Law, or
(ii) The expenditure is in pursuance of a recognized policy or custom.
(e) 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.
(ii)
(iii)
Expenditure from public funds : No authority may incur any expenditure or enter
into any liability involving expenditure or transfer of moneys for investment or
deposit from Government account unless he same has been sanctioned by a
competent authority.
Delegation of Financial Powers: The financial powers of the Government have
been delegated to various subordinate authorities vide Delegation of Financial
Powers Rules, 1978 as amended from time to time. The financial powers of the
Government, which have not been delegated to a subordinate authority, shall vest
in the Finance Ministry.
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(iv) Scheme/project/procurement approval:
Administrative approval from competent authority (to whom the financial
power delegated) for procurement
(i)
DDGM (A&S) - Scheme/project/store costing value up to Rs. 10 lakhs.
(ii) DGM –
(a) Scheme/project/store costing up to Rs. 5.0 crore with
concurrence of FO/CA
(b) PAC items /single resultant effective tender–Nil
Earlier it was upto upto Rs. 50 lakhs
Secretary
– upto Rs. 25 crores
PAC/single effective tender-Rs.5.0 crore
(iii)
SFC/EFC recommendation with the approval Minister- Above 25 crores
(iv)
Procurement under power delegated to DDGM(SI) and DDGM(UI)- not
to be sent to CPU (At present Rs. 5.0 lakh)
(v)
MC In charges- upto Rs.1.0 lakh
(v) Mode of procurement:
1. Purchase without quotation
2. Purchase through LPC
3. Purchase under DGS&D R/C
4. Purchase through advertisement enquiry
5. Purchase through LTE
6. Purchase through single tender (PAC)
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(vi) Rule 145. Purchase of goods without quotation : Purchase of goods upto the value of
Rs. 15,000/- (Rupees Fifteen Thousand) only on each occasion may be made without
inviting quotations or bids on the basis of a certificate to be recorded by the competent
authority in the following format.
"I, ___________________, am personally satisfied that these goods purchased are of the
requisite quality and specification and have been purchased from a reliable supplier at a
reasonable price."
(vii) Rule 146. Purchase of goods by purchase committee :
Purchase of goods costing above Rs. 15,000/- (Rupees Fifteen Thousand) only and upto Rs.
1,00,000/- (Rupees One lakh) only on each occasion may be made on the recommendations
of a duly constituted Local Purchase Committee consisting of three members of an
appropriate level as decided by the Head of the Department. The committee will 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 will jointly record a certificate as under.
"Certified that we _____________________, members of the purchase committee are
jointly and individually satisfied that the goods recommended for purchase are of the
requisite specification and quality, priced at the prevailing market rate and the supplier
recommended is reliable and competent to supply the goods in question. "
(viii) Though any item costing upto Rs.15,000/= can be purchased without quotation but no
delegation of power to M.C. In-charges has been given by competent authority i.e.
D.G.M..
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(ix) Supply order can be issued in the following format.
No.D-15028/2010-11
Government of India
India Meteorological Department
Meteorological Centre, New Delhi-3 Dated: the Feb.,2011
To,
M/s ________________________
________________________
Dear Sir,
________________________
With reference to the rates quoted under letter No. ______________________
dt.,____________ please supply the articles mentioned below at the rates given against
them and send your pre-receipted bill in triplicate for payment in due course. This office
reserves the right to cancel the order and to take suitable action against the supplier if the
terms of the order (Enclosure-A) is not strictly adhered to.
S.No. Name of the article Quantity Rate Vat
Total amount
Yours faithfully
(Head M.C.)
16

(i)
(ii)
Stores are procured by two ways- by local purchase or received from other offices.
The articles are categorised as consumable, semi-consumable and nonconsumable
depending nature of articles. Separate register may be maintained for
separate nature of articles. The format for consumable items and nonconsumable/semi-consumable
items are given below:
Stock Register of Consumable such as stationery, chemicals, spare parts, etc.
Name of the article_______________
Date Particulars Suppliers
Invoice
No. and
Date
Receipt
Issue
Voucher
No.
Issue Balance Unit
Price
1 2 3 4 5 6 7 8
Register for Fixed/Non-consumable/Semi-consumable Assets
Name and description of the Asset:-
Date
Particulars Particulars of Supplier
of Asset Name & Bill No. &
Address Date
Cost of the
Asset
Location
the Asset
of
Remarks
(iii)
(iv)
(v)
(vi)
(vii)
(viii)
(ix)
Stock registers may be maintained by G.S. but each unit should maintain separate
registers for respective units. Technical stores may also be maintained in each unit
of M.C.
Stock register should be verified in every calendar year and physical verification
report may be prepared accordingly.
All registers must have certificate with number of pages and purpose of register
on the 1 st page and it should be certified/attested by senior most Gaz. Officer of
the section.
While transferring/issuing article, the record may be maintained in respective
pages with signature of recipient or dispatcher but concerned officers’ signature
for each entry should be there.
In case of condemnation of article if found obsolete or unusable or damaged,
approval may be sought from competent authority and these articles may be
disposed off after obtaining approval from competent authority.
Articles can be disposed off by two ways- obtaining bids through advertised
tender and public auction.
Report of obsolete/written off/condemned items may be prepared in a register.
The format is given below:
Report of Surplus, obsolete and unserviceable stores for disposal
17

Item No. Particulars Quantity/ Book Condition Mode of Remarks
of Stores Weight Value/
Original
purchase
price
and year of
purchase
disposal (
sale, public
auction or
otherwise)
1 2 3 4 5 6 7
(x)
Signature________
Designation________
Date:----
Register for assets of historical /artistic value may be maintained in the following
format. Here land details of office/quarter, office buildings/quarters etc. can be
recorded
Register of Assets of Historical /Artistic value
Name of asset:---
Date of
acquisition
Source of
acquisition
Cost
price, if
any
Particulars
which make it
an asset of
historic/artistic
value
Particulars
of the
custodian
of the
asset
Location
of the
asset
Remarks
24. Delegation of financial power to M.C. In-Charges:
(i) Permanent advance enhanced to `Rs.25,000/- to Heads of M.C.’s as per
DGM.O.M. No.B-90 dated 14.6.2010.
(ii) Exp. is debitable under Major Head “8672-permanent Cash Imprest,101-
Civil” initially and recouped from the O.E within the allocated budget grant
of resp. R.M.C’s.
(iii) Heads of M.C.’s in IMD will exercise the enhanced delegated financial
powers to the tune of Rs.1.00 lakh per month under Head “Office
Expenses”. Priority must be given for payment of electricity, water and
telephone charges before due date in all circumstances. All Head of MC to
observe codal formalities as laid down in General and other financial
guidelines issued by Govt. of India from time to time.
(iv) RMC have been directed to allocate adequate funds to each M.C. Under MH
3455 METEOROLOGY,00.102 OWS, 01.01.13 O.E or MH 3455
METEOROLOGY,00.200 OMS, 01.00.13 O.E as case may be. so that M.C.
could exercise delegated power appropriately.
(v) The daily expenses by MC in charge should be at least Rs.5000/-.
(vi) The proposal of exp. Amounting to more than 1 lakh or which are not
procured through local purchase committee should be sent to H.Q. for
concurrence of F.O. through RMC.
18

(vii) The details of expenditure incurred by each M.C. on monthly basis be
communicated to concerned RC by 3 rd of following month positively.
(viii) DELEGATION OF POWERS TO THE GROUP ’A’ OFFICER INCHARGE
OF INDEPENDENT OFFICES VIZ. ALL MC’S/CDRs/DWRs; PAC
KOLKATA;
CWC VISAKHAPATNAM AND CSO SHILLONG IN THE INDIA
METEOROLOGICAL DEPARTMENT UNDER RULES 13(3) OF THE
DELEGATION OF FINANCIAL POWERS RULES, 1978
1. Bicycle Full powers
2. Fixture & Furniture, purchase
and repairs
3. Demurrage/Wharf age
charges
4. Hire of office furniture,
electric fans, heaters, coolers,
clocks and call bells
5. Motor vehicles –
maintenance, upkeep and
repairs
(i) 4 wheelers
(ii) 3 or 2 wheelers
6. Petty works and repairs
i) Execution of petty works
and special repairs to Govt.
owned building, including
sanitary fittings water supply
and electric installations in
such building and repairs to
such installation.
ii) Ordinary repairs to
Government building
Rs. 5000/- per annum
Rs. 1000/- in each case subject of maximum of Rs. 10,000 p.a.
Rs. 5000/- per annum
(i) Rs. 15,000/- per vehicle per annum
(ii) Rs. 1,000/- per vehicle per annum
(i) Rs. each case
(These powers shall not be exercised at places
where CPWD is functioning.
(ii) Rs. each case
(These powers shall not be exercised at places
where CPWD is functioning.
19

7. Binding:
(i) Office records
Rs. 5000/- per annum
8. Rent- ordinary office
accommodation
1) Where the accommodation
is entirely utilized for the
office
Nil
2) Where the accommodation
is used partly as office and
partly as residence
Nil
9. Repairs and removal of
machinery (Where the
expenditure is not of a capital
nature)
Rs. 10,000/- per annum
20

10. i) Local purchase of rubber
stamps and office seals
Full powers
11. i). stores required for the
working of an establishment,
instruments, equipments and
apparatus
(i) Nil
(ii) Rs. 2000/- to PAC Kolkata
12. Shifting of residential
telephones.
Full powers
13. Upkeep of and repairs to all
office equi9pments including
typewriters, intercom
equipments, calculators,
electronic stencil cutters,
Dictaphones, tape recorders,
photocopiers, copying
machines, addressographs,
filing and indexing systems,
desert cooler, water cooler, air
conditions fans etc. excluding
computers of all kinds.
Recurring : Rs. 50,000/- per annum
Non-recurring : Rs. 15,000/- per annum
21

14. Hire and maintenance of
Computers of all kinds
Rs. 5,000/- per annum
15. Expenditure to wards
Hospitality for conferences,
seminar, meetings.
A maximum of Rs. 500/- per month (rates per annum
will be governed by the Govt of India,
Deptt. Of Expenditure latter No.F.I(I)E.II(A)/92
dated 19.12.93 and subsequent amendments, if any).
(ix)
Office expenses as per DFPR
Office expenses – Will include all contingent expenses for running an office
such as furniture, postage, purchase and maintenance of office machines and
equipment, liveries, hot and cold weather charges (excluding wages of staff
paid from (contingencies), telephones, electricity and water charges,
stationery, printing of forms, purchase and maintenance of staff cars and
other vehicles for office use as distinct from vehicles for functional purposes
like ambulance, vans, etc. This will also include POL expenses on vehicles for
office use.
25. Cash regarding-
(i)
(ii)
(iii)
Dir. I/C is the financial authority at M.C. level.
Every Government Officer who is authorised to (i) sign or countersign
bills (ii) draw cheques shall send specimen of his signatures to his
Accounts Officer/branch bank concerned duly attested by the relieving
officer or through some superior officer whose specimen signature is
already available with the Accounts Officer/ Bank concerned.
The Drawing & Disbursing Officer shall ensure that, except where
otherwise specifically authorised, Government money is kept in strong
treasure chests secured by two locks of different patterns, and the keys of
22

(iv)
(v)
(vi)
(vii)
(viii)
(ix)
(x)
(xi)
(xii)
(xiii)
(xiv)
one lock shall be kept apart from the keys of the other and in the custody
of a different person wherever practicable. The chest shall not be opened
unless both the custodians of the keys of the two locks are present. (It
would, however be proper that the cash chests are embedded in an inner
wall of the room occupied by the DDO or by the Cashier).
The DDO will ensure that all monetary transactions in his office are
entered in a cash book in the prescribed form. The other important
instructions mentioned in the ensuing paragraphs should be observed in
this regard. The cash book should be maintained in form GAR 3/TR 4. It
should be bound and its pages machine-numbered. Before bringing a cash
book into use, the DDO should count the number of pages and record a
certificate of count on the first page of the cash book. All monetary
transactions should be entered in the cash book as soon as they occur and
be attested by the DDO in token of such check. The cash book should be
closed regularly and completely checked. The DDO should verify the
totalling of the cash book or have this done by some responsible
subordinate other than the writer of the cash book and initial it as correct.
Current account of Dir. I/C is maintained at each M.C. . Payments are
received from concerned RMC through current A/C. Dir.I/C should have
online banking facility for current A/C so that he can verify credit or debit
of amount against current A/C.
Permanent advance register may be maintained.
Cheque book register may be maintained. Cheque no. with date along with
A/C payee may indicated on the cheque while signing the cheque.
All the party payments may be made through cheques
Contingent register may be maintained
Cash book may be maintained with signature of cashier, A.M.(Admin) and
then Dir. I/C.
Receipt books may be kept stock at M.C. for issuing receipt against guest
house tariff, return of any money by any of the officials and details of
receipt books may be recorded in a register.
Monthly contingent statement including consumption of diesel etc. may be
sent to concerned RMC.
Contingent requirement bill may be sent to concerned RMC once or twice
in a month depending your expenditure in month.
Dir. I/C should verify cash in 1 st week of every month and statement may
be given on the body of cash book.
26. Library:
(i)
(ii)
(iii)
Register for books on different subjects will be prepared separately.
Issue/receipt register may be maintained.
Physical verification of library may be made once in every year and
discrepancies if any may be recorded. Loss of books if any may be
investigated and action may be taken accordingly.
23

27. Guest House:-
(i) Guest house register may be maintained. Entry of occupants with address,
designation, stray period, payment details may be recorded in the register.
(ii) Occupants may be allowed with verification of Identity card and application/form
may be obtained from him/her.
(iii) All the items available in the guest house may be entered in the register. Physical
verification of guest house stores may be made once in every year.
28. Manpower management:
(i) At present G.S. works are managed by technical officers and staffs as no sufficient
administrative manpower are available at each M.C.. Technical officers/ staffs are
dealing mainly technical nature of works and moreover, they are transferable.
They do not have adequate knowledge of administration and it causes sometimes
indiscipline at the centre. To avoid these problems, separate administrative
officer/staffs should be sanctioned.
(ii) One Admin. Officer, one store keeper, one Admin. Asst., one UDC, one LDC
and one peon should be sanctioned at each M.C.
(iii) Officials on local tour within the state may be done under the jurisdiction of
director incharge.
(iv) For smooth and efficient functioning of Met Centre, the staff transferred from
M.C. by RMC suggestion of the incharge be taken while transferring an official.
29. Suggestions:
(i)
(ii)
(iii)
(iv)
(v)
Outsourcing of security guards round the clock at M.C.s
Outsourcing of two safaiwalas at each M.C.
Engagement of retired experienced persons for inspectional works and
surface/PBO observations.
Delegation of financial power with allocation of fund for A.M.C. of EPBX, watercoolers/aqua
guards
Departmental posting of store keeper-cun-caretaker.
30. Group “D” liveries:
(i)
(ii)
Staff Car Drivers, Dispatch Riders, Senior Gestetner Operators in Group ‘C’
and all Group ‘D’ employees of the categories of Jamadars, Daftaries, peons,
Messengers, Record Sorters, Chowkidars, Farashes, Sweepers and Junior
Gestetner Operators, borne on the regular establishment are eligible for issue
of uniforms after completing 3 months’ service, provided they are whole-time
employees.
Climatic classification of places:
The eligible categories of Groups ‘C’ and ‘D’ employees are supplied summer
as well as winter uniforms as per laid down pattern and schedule based on
classification of different places on climatic considerations as "all summer
stations", "all winter stations" and "both summer and winter stations". Any
new places will be notified by the Department of Personnel and Training in
24

consultation with the India Meteorological Department on the following
basis:-
(a)
(b)
Places where the average daily minimum temperature in the
coldest month of the year does not fall below 11.7 C ( 53 F ) will
be deemed to be "All Summer Stations".
Places where the average daily minimum temperature prevailing
during the whole year is 11.7 C ( 53 F) or below will be deemed
to be "All Winter Stations".
(c ) Places where the average daily minimum temperature falls below
11.7 C ( 53 F ) in winter and rises above that in summer will be
deemed to be " Both Summer and Winter Stations".
(iii)
(iv)
(v)
Ordinarily, summer and winter seasons are reckoned to commence on the 1 st
April and 1 st October respectively. The Ministries, etc., can, however, use
their discretion in deciding the dates from which the two seasons should be
deemed to commence; but once the dates are fixed, they should not be altered
from year to year. In no case should uniforms be supplied after the expiry of
the season for which they are intended. The life of uniforms should be
reckoned on a seasonal basis. [O.M.No.23/9/70-JCA, dated 4-12-197}. ( Also
see Para 6 of O.M. dated 12-12-2000 ).
Stitching of uniforms:
(a) The common categories of Groups ‘C’ and ‘D’ Staff eligible for supply of
uniforms may be given the required cloth (Summer and Winter ) to
enable them to have the uniforms stitched as per the laid down pattern.
[O.M.No.14/8/86-JCA, dated 9-3-1989 ].
(b) It may please be noted that the reimbursement of stitching charges at the
prescribed rates should be done only after the stitched uniforms are
produced which are duly stamped with an indelible ink at an appropriate
place on the wrong side of the stitched dress for identification. A proper
record and procedure should be evolved to ensure that the employees
produce the stitched uniforms within a reasonable period (say, one month
) after the cloth was supplied to them [ O.M.No.14/2/90-JCA, dated 2-5-
1990 and O.M.No.14/4/2000-JCA, dated 18-12-2000 ].
Proper use, care and maintenance of uniforms:
(a) The employees provided with uniforms are required to turn out in
proper and clean uniforms. Non-wearing of proper uniforms not only
attract disciplinary action but further supply of uniforms is to be
discontinued if the employee is found to be attending to his duties
without wearing uniforms regularly. [O.M.No.19/4/86-JCA, dated 13-9-
1989 ].
(b) In order to ensure compliance by individual employee, the desirability
of introducing a system of surprise check for these employees may be
considered and for this purpose an officer of an appropriate level
preferable A.M. (Admin) may be designated as Inspecting Officer for
surprise check and cases of delinquencies may be suitably dealt with by
25

the Ministries / Departments / Offices. [O.M.No.14/26/76-JCA, dated 2-
8-1976 ].
(vi)
(vii)
Washing Allowance:
The common categories of Groups ‘C’ and ‘D’ employees mentioned above
(Para 2) are eligible for grant of Washing Allowance @ Rs.30/- per month
(O.M.No.14/9/95-JCA, dated 12-12-2000 ). It is for the Ministries /
Departments to satisfy themselves that the allowance is actually spent for the
purpose for which it is granted. No deduction, whatsoever, of Washing
Allowance, need be made for the period of any leave taken by the employee
concerned. [O.M.No.14/14/80-JCA, dated 21-5-1981 ].
Register may be maintained for supply of uniforms to the eligible employees
and signature of individual may be taken in register.
31. Identity Card:-
(i) Identity cards are to be issued to all cadre of employees
(ii) Register for issue of I-card may be maintained at the centre
(iii) In case of Loss or damage of I-card, appropriate fine with police FIR may be
collected from the concerned official.
32. Notice board
Observational net work under the Meteorological centre and officers /staff
strength should be displayed at the entrance of the main building.
Climatology of the state and the state capital should be displayed on the notice
board. Some important weather features of the state can also be displayed along
with above material.
Daily weather report and F/C pertaining to the state should be displayed
electronically at the main gate of the office
33. Maintenance and looking after the office building
A caretaker from the cadre of LDC/UDC should be appointed to look after the
cleanliness and other maintenance work of the office building and the guest house.
A.M (admin) will supervise and inspect his work.
26