Page 1 of 1 - Central Bureau of Investigation

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ContentsChapter 1 Constitution and Organisation of CBI 4 - 11Chapter 2 Appointments 12 - 23Chapter 3 Identity Cards 24 - 27Chapter 4 Training 28 - 34Chapter 5 Service Records 35 - 40Chapter 6 Confirmation 41 - 42Chapter 7 Seniority 43 - 48Chapter 8 Annual Confidential Reports 49 - 56Chapter 9 Promotion 57 - 62Chapter 10 Fixation of Pay 63 - 71Chapter 11 Termination & Resignation 72 - 73Chapter 12 Dress Regulations 74 - 74Chapter 13 Leave 75 - 91Chapter 14 No Objection Certificate for Higher Studies & Change 92 - 95of JobChapter 15 Pension 96 - 110Chapter 16 Decentralization of Accounts 111 - 113Chapter 17 Delegation of Financial Powers 114 - 117Chapter 18 Budget and Appropriation 118 - 120Chapter 19 Allowances and Rewards/Honoraria 121 - 142Chapter 20 Advances 143 - 161Chapter 21 Drawal of Pay, Allowances and Honoraria 162 - 166Chapter 22 Contingencies 167 - 167Chapter 23 General Provident Fund 168 - 173Chapter 24 Deposit Linked Insurance Scheme 174 - 175Chapter 25 Welfare Measures 176 - 182Chapter 26 Departmental Canteen 183 - 186Chapter 27 Medical Facilities to the Central Government 187 - 195Employees (including CGHS)Chapter 28 Central Government Employees Group Insurance 196 - 199SchemeChapter 29 Accommodation 200 - 205Chapter 30 Stores & Supplies 206 - 212Chapter 31 Furniture 213 - 217Chapter 32 Telephones 218 - 219Chapter 33 Motor Vehicles 220 - 225Chapter 34 Library 226 - 228Chapter 35 Security Plan 229 - 241Chapter 36 Office Procedure – Meanings of various terms 242 - 246Chapter 37 Machinery of Government 247 - 249Chapter 38 Dak-receipt, Registration and Distribution 250 - 252Chapter 39 Receipt-submission and Diarisation 253 - 255Chapter 40 Action on Receipts 256 - 266Chapter 41 Forms and Procedure of Communication 267 - 275Page 2 of 2

Chapter 42 Drafting of Communication 276 - 278Chapter 43 Issue of Drafts 279 - 288Chapter 44 Filing System 289 - 293Chapter 45 Indexing and Recording 294 - 302Chapter 46 Security of Official Information and Documents 303 - 304Chapter 47 Checks on delays 305 - 311Chapter 48 Reports & Returns 312 - 316Chapter 49 Inspections 317 - 325Chapter 50 Audit 326 - 327Chapter 51 Implementation of Instructions on Official Language 328 - 330[Appendix I] 331 - 333Posts sanctioned in CBI and their pay scale[Appendix II] 334 - 338Work allocation in Administration Division[Appendix III] 339 - 344Recruitment Rules[Appendix IV] 345 - 346Appointment through Staff Selection Commission[Appendix V] 347 - 369The DSPE (Subordinate Ranks) (Discipline & Appeal) Rules, 1961[Appendix VI] 370 - 372ADMINS ModuleAnnexures 373 - 498Page 3 of 3

1. CONSTITUTION AND ORGANISATION OF CBI1.1 Growth and Evolution of the OrganisationAt an early stage of the World War-II, the Government of Indiarealised that the vast increase in expenditure for war efforts hadprovided opportunities to unscrupulous public servants and antisocialelements for indulging in bribery and corruption. It felt thatthe Police and other Law Enforcement Agencies under the StateGovernments were not in a position to cope with the situation.Therefore, to investigate offences connected with transactionsrelating to war efforts, an organization known as the Special PoliceEstablishment was set up in 1941 under an executive order of theCentral Government. The Headquarters of Special PoliceEstablishment was established at Lahore. Its branches werecreated in due course at Jabalpur, Bombay, Calcutta, Delhi,Madras, Ranchi, Peshawer, Quetta and Rawalpindi. The activities ofthe S.P.E. were subsequently extended to include cases ofcorruption in Railways also.1.2 In 1943, some doubt was felt about the legal powers of Policeofficers working with the S.P.E. and therefore an Ordinance wasissued by the Government of India, by which a Special Police Forcewith powers to investigate certain offences anywhere in BritishIndia, was constituted. Even after the end of the war, the need for aCentral Government Agency to investigate cases of bribery andcorruption by Central Government servants was felt and therefore,the Ordinance issued in 1943, which had lapsed on 30thSeptember, 1946 was further extended and finally ‘Delhi SpecialPolice Establishment Act’ was enacted. After the promulgation ofthe Act, the superintendence of the SPE was transferred to theHome Department and its functions were enlarged to cover alldepartments of the Government of India. Since then the SPEfunctions under this Act. Its jurisdiction extends to all UnionTerritories and it can also be extended to the States with theconsent of the State Governments concerned.1.3 In 1953, an enforcement wing was added to the SPE to dealwith the offences relating to breach of import and exportregulations. With the passage of time, more and more cases underlaws other than Prevention of Corruption Act also came to beentrusted to the SPE. By 1963, the SPE was authorised toinvestigate offences under 91 different sections of the Indian PenalCode, offences under the Prevention of Corruption Act, 1947 and 16Page 4 of 4

other Central Acts. A growing need was, therefore, felt for a CentralPolice Agency at the disposal of the Central Government, whichwould investigate not only cases of bribery and corruption, but alsocases of breaches of Central fiscal laws, major frauds relating toGovernment of India departments, public joint stock companies,passport frauds, crimes on the high seas, crimes on the Airlines andserious crimes committed by organized gangs or professionalcriminals. Therefore, the Government of India set up the CentralBureau of Investigation on Ist April, 1963. The Organization andfunctions of the Central Bureau of Investigation are given in theGovernment Resolution dated Ist April, 1963, a copy of which isplaced at Annexure- I. The Delhi Special Police Establishmentbecame one of the divisions of the CBI. The tasks to be performedby the Central Bureau of Investigation as per the Resolution werethe following :-i) Investigation of offences specified by the CentralGovernment under Section 3 of the Delhi Special PoliceEstablishment Act (Act XXV of 1946)ii) Collection of intelligence relating to certain types of crimeiii) Participation in the work of the National Central Bureauconnected with the International Criminal Police Organisationiv) Maintenance of crime statistics and dissemination ofinformation relating to crime and criminalsv) Study of specialised crime of particular interest to theGovernment of India or crimes having All India or Inter-Stateramifications or of particular importance from the social pointof viewvi) The conduct of Police researchvii) Coordination of laws relating to crime1.4 The organisation was strengthened in 1964 by the addition ofthe Economic Offences Wing vide Government of India ResolutionNo. 24/66/64-AVD.II dated 29.2.64. In due course of time, a SpecialCrime Division was also created in the organization.1.5 In the year 1985, based on the views of the EstimatesCommittee of VII Lok Sabha, a committee under the chairmanshipof the then Cabinet Secretary Shri P.K. Kaul was formed to reviewthe role, functions & working of CBI, to suggest measures to tone upits working and to examine feasibility of bringing it under a singleadministrative hierarchy. The Committee, in its report hadsuggested that CBI should have three major divisions namely Anti-Corruption, Special Crimes and Economic offences and othersupport divisions which should be placed under three AdditionalDirectors. It also suggested strengthening of various CBI branchesPage 5 of 5

and giving CBI a firm statutory basis to enable it to discharge itsfunctions effectively by way of amendment in the Constitution.Accordingly an order was issued in the year 1994 setting anddefining the jurisdiction of branches under Anti Corruption, SpecialCrimes and Economic Offences Divisions 1 .1.6 In the year 1997, government among its various measures tocontain corruption, established a committee under thechairmanship of Shri B.G. Deshmukh, former Cabinet Secretary toexamine the structure and functioning of CBI. The Committee in itsreport recommended that CVC be conferred statutory status and tooverview CBI's functioning. It also suggested streamlining of CBI'sreporting to the government without diluting its functionalautonomy besides constitution of a selection committee headed byCVC with Home Secretary and Secretary (Personnel) as members foridentifying a panel of names for selection of Director, CBI who wasalso to have a minimum tenure of two years and full freedom forallocation of work within the agency.1.7 Pursuant to the direction of the Hon’ble Supreme Court in 340-343/1993 (Vineet Narain & Others V/s Union of India), changeshave been effected in the legal framework for prosecution of CBICases. Vide OM No. 201/5/2000-AVD.II dated 9th July, 2001, aDirectorate of Prosecution has been constituted to supervise thework of prosecution by reconstituting the existing Legal Division.1.8 On 12.09.2003, CVC Act has been notified giving CVC astatutory basis. The act, inter-alia, amended the DSPE Act, 1946and brought the superintendence of DSPE, so far as it relates toinvestigation of offences alleged to have been committed under thePrevention of Corruption Act 1988, under the Commission. The Actalso provides for establishment of a committee to recommend panelof officers for being considered for appointment as Director. Itstatutorily ensures the tenure of Director to a minimum of twoyears.1.9 Over a period of time, some of the work originally allocated tothe CBI was transferred to other central police organizations. Partof the work relating to Crime Records & Statistics Division wastransferred to NCRB and that relating to Research Division wastransferred to BPR&D.1.10 Under the Government of India (Allocation of Business) Rules,1961, the executive functions in respect of CBI were originally dealt1Policy Division Order No. 21/50/94-PD dated 26.11.1994.Page 6 of 6

y the Ministry of Home Affairs. Subsequently, the functions weretransferred to the Ministry of Personnel, Public Grievances, Pensionsand Training and with effect from 30th January, 2003, CBI hasbeen brought under the charge of the Cabinet Secretariat.1.11 Over the years, the Central Bureau of Investigation (CBI) hasemerged as the premier investigation agency of the Government ofIndia. It enjoys the trust and credibility of the Parliament,Judiciary and the common man. In the last forty years, theorganisation has evolved from an Anti-Corruption Agency to amulti-faceted, multi-disciplinary professional body. At present notonly corruption cases, but a variety of offences involving threat tonational security, national economy, violation of human rights andconventional crime having national and international ramificationsare being entrusted to the CBI by the States, Central Governmentand Constitutional Courts.1.12 Organizational Structure of CBIThe organisational setup has thus under gone several changessince its inception and its present set up is described in the followingparagraphs. The organisational chart is placed at Annexure II.1.13 Delhi Special Police Establishment Division1.13.1 Anti-Corruption Division : The Anti-Corruption Division isresponsible for collection of intelligence with regard to corruption,maintaining liaison with various departments through theirvigilance officers, enquiries into complaints about bribery andcorruption, investigation and prosecution of offences pertaining tobribery and corruption and tasks relating to preventive aspects ofcorruption. It takes up cases against public servants under thecontrol of the Central Government, public servants in Public SectorUndertakings under the control of Central Government and casesagainst the public servants working under State Governmententrusted to the CBI by the State Governments. The Anti-CorruptionDivision is headed by an officer of the rank of SpecialDirector/Addl. Director. It is divided into seven Anti-CorruptionZones, namely, Delhi Zone, North Zone, West Zone, Central Zone,South Zone, East Zone and Anti-Corruption (HQ) Zone. Each zonefunctions under the control of a Joint Director. Zones are furtherdivided into 17 Regions each headed by a DIG. Every Regionconsists of 2-3 Branches, each under the charge of an SSP/SP. TheBranches under the AC(HQ) Zone are designated as Central Unitsand have all India jurisdiction. Branches under other zones haveterritorial jurisdiction over one or more states / parts of the states.Page 7 of 7

1.13.2 Economic Offences Wing : The Economic Offence Wing of CBIis headed by a Special Director/Addl. Director. It takes up cases ofcheating, forgery, criminal breach of trust and large-scale fraudsaffecting the property or revenue of the Government, cases ofsmuggling in narcotics and psychotropic substances, antiquitiesand other economic crimes of national importance. CBI is thepioneer in the field of cyber crime. The MHA vide U.O.No.22011/1/2001 PMA dt. 9.2.2001 has nominated Cyber CrimeInvestigation Cell of the CBI as the nodal agency for developingnational capabilities for fighting cyber crime and to develop trainingcourses for cyber crime investigation for State Police officers. It isrecognised by Interpol as the international contact point in India forreporting cyber crime.1.13.3 The Economic Offences Wing is divided into four Zones namelyEOW-I, EOW-II, EOW-III and EOW-IV Zones, each headed by a JointDirector. The Zones are divided into seven Regions each under thecharge of a DIG. The Regions are further divided into 22 Branches,each headed by a SSP/SP. The Branches located at Delhi, Kolkata,Chennai and Mumbai as well as the Branches of Bank Security andFraud Cell under (EOW-IV) Zone located at Delhi, Kolkata,Bangalore and Mumbai have territorial jurisdiction. Rest of theBranches are Central Units having all India jurisdiction.1.13.4.1 Special Crimes Division : The Special Crimes Division handlesall cases of conventional crimes such as offences relating tointernal security, espionage, hijacking, murders,dacoities/robberies, dowry deaths and other IPC offences as wellas offences under other laws notified under the DSPE Act. It isalso responsible for investigation of crimes with interstate andinternational ramifications. Special Crimes Division of CBI isheaded by a Special Director/Additional Director. This Divisionhas SC I Zone, SC II Zone, Multi Disciplinary Monitoring Agencyand Special Task Force under it, each headed by a Joint Director.These Zones are divided into 8 Regions, each headed by a DIG.The regions are further divided into Branches, headed by anofficer of the rank of SSP/SP. Six of the Branches have territorialjurisdiction. They are located at Delhi, Chandigarh, Lucknow,Kolkata, Chennai and Mumbai. The rest are Central Units havingall India jurisdiction.Page 8 of 8

1.14 Directorate of ProsecutionThe Directorate was created pursuant to orders of Hon'bleSupreme Court by reconstituting the existing Legal Division of theCBI. The Directorate of Prosecution is headed by a Director ofProsecution who is an Officer appointed by the Government. Theduties of the Director of Prosecution include (a) supervision andmonitoring of the prosecution in courts (b) preferring in appeals,revisions etc. (c) giving advice to investigating officers on all mattersrelating to criminal offences during investigation and trial (d)advising on the feasibilities on filing appeals, revisions etc. (e)Preparing a panel of Special Counsels with the approval of theGovernment (f) Selecting retainer counsels for High Courts. Underthe administrative control of the Director of Prosecution, law officersof the ranks of Additional Legal Advisors, Dy. Legal Advisors, Sr.Public Prosecutors, Public Prosecutors and Assistant PublicProsecutors function, in the CBI Branches spread all over thecountry.1.15 Administration Division1.15.1 1.15.1 The Administration Division is responsible for managinghuman and material resources of the organization. The mainactivities include recruitment, training, transfer, confirmation,promotion, deputation, absorption, disciplinary action, budget &appropriation, grant of advances, welfare, accommodation,provisioning besides work study, custody & maintenance of AnnualConfidential Reports of non-gazetted officers and promotion of theuse of Hindi.1.15.2 The Division is headed by a Joint Director who reports to theDirector/CBI through the Additional Director (E). There are threeDIsG namely DIG (Administration), DIG (Personnel) and the DIG(Training) who in turn are assisted by SP (Headquarters) &Administrative Officer (A), SP (Personnel) & Administrative Officer(P) and SsP (Trg) (2) & SP (R&D) respectively who are responsible forthe supervision of discharge of various duties of the AdministrationDivision.1.16 Policy Division1.16.1 The Policy Division deals with formulation of policy regardinginvestigation of cases in CBI, scrutiny of returns and statementsunder the Conduct Rules of Gazetted Officers, handling ofConfidential Reports of Gazetted Officers upto the rank ofSuperintendent of Police, compilation of periodical statistics for usePage 9 of 9

of Cabinet Secretariat and preparation of the Annual AdministrationReport of the Department, formulation and review of implementationof the programme of work of the organisation, liaison with Heads ofMinistries/Departments and Government Undertakings on Policymatters. There are also Special Units which are part of this Division.The function of the Special Units is collection of intelligence inrespect of corruption at high places.1.16.2 The Policy Division is headed by a Joint Director who worksdirectly under the Director/CBI. There are two DIsG looking afterthe work of three Special Units located at Delhi and one each atMumbai, Kolkata and Chennai. Each Unit is headed by a SSP/SP.Two AIsG(P) and one Dy. Principal Information Officer also functionunder the direct control of the Joint Director (Policy).1.17 Coordination Division1.17.1 This division is headed by Dy. Director (Coordination), whichfunctions under a Joint Director nominated by the Director/CBI.DD (Coordination) is assisted by two ADs (Interpol) and oneAD(Coordination). The Coordination Division comprises of two Unitsnamely, (1) Coordination and (2) Interpol.1.17.2 Coordination Unit organises All India Crime PreventionWeeks, takes part in the organisation of DGPs/Inspector Generals ofthe Police, CID Conference and is also incharge of publication of CBIBulletin.1.17.3 Interpol - The CBI is designated as National Central Bureau -India, Interpol New Delhi by the Government of India since 1966. Itis the only agency recognized by Interpol Secretariat General forbilateral as well as multilateral police cooperation among themember states. Interpol, New Delhi is the interface between Indianand foreign law enforcement agencies and is responsible formultifarious activities like - extradition matters, investigationabroad and execution of foreign Letters Rogatory in India, issuanceof various Interpol notices, negotiation of bilateral as well asmultilateral treaties on extradition/mutual legal assistance treatiesin criminal matters, coordination with the Indian States and Interpolmember countries on policing related matters. Interpol New Delhi isconnected globally with all member countries of Interpol, throughthe Interpol Global Communications System (IGCS) I-24/7, which isan Internet based communication system being installed worldwideby member nations. Interpol, New Delhi also remains in constanttouch with various agencies like FRRO, Immigration check postsand state police law enforcement agencies to help track theirPage 10 of 10

absconders and fugitives as well as with various Embassies andMissions located in New Delhi and Indian Missions abroad.1.18 Systems Division1.18.1 The Systems Division looks after the information technologyneeds of the CBI. The main function of the Division is creation andoperation of the ‘decision support systems’ in respect ofadministration and crime supervision functions of the organization.These objectives have been mainly achieved through thecomputerization project of 1997. By means of this Project, twocomprehensive data bases viz. (i) CRIMES and (ii) ADMINS havebeen created. The CRIMES MODULE assists in monitoring andsupervision of investigation, prosecution and RDA matters, besidessupporting the computerization of Malkhanas. The ADMINSMODULE assists in decision making on administration matters. Itcomprises of sub-modules namely PIS (Personnel InformationSystem), Accommodation, Budget, Pay Roll, Central BenevolentFund, Vehicles, equipments, dead stock etc.1.18.2 The Systems Division functions under a JD/DIG well versedwith computers. Under his guidance, an officer on Special Duty(OSD), Computers looks after the work of computerization at themain Computer Centre of CBI at New Delhi. Besides officers of theranks of Principal Systems Analyst/Sr.System Analysts,Programmers and Asstt. Programmers are posted in variousBranches for performing the computerization related aspects.1.19 Central Forensic Science Laboratory (CFSL)It is the principal forensic science institution in the countryhaving 9 divisions under one roof at Delhi, viz. Chemistry Division,Physics Division, Biology Division, Serology Division, DocumentsDivision, Ballistics Division, Lie Detection Division, Finger PrintDivision and Photo & Scientific Aid Section. This is a scientificlaboratory of the Ministry of Home Affairs rendering scientific servicein crime exhibit analysis in actual cases referred to it by CBI,Vigilance, State & Central Government Departments, Judiciary andState Forensic Science Laboratories.1.20 The latest instructions on determining the jurisdiction of eachInvestigation Unit, Region and Zone has been given in the CircularNo. 21/43/2002-PD-01307 dated May 30, 2003 of the Policy &Coordination Division, a copy of which is enclosed as Annexure -III.Page 11 of 11

2. APPOINTMENTS2.1 All appointments except casual appointments in the CentralGovernment Departments/Offices, are made on the basis of theRecruitment Rules framed under Article 309 of the Constitution ofIndia.2.1.1 Separate Recruitment Rules 1[1] are framed for each post. Theserules contain the classification of the post, conditions of service,method of appointment and pay scales attached to the posts.2.1.2 Appointments to all Group - ‘A’ posts are made by the Presidentof India in consultation with the U.P.S.C. Appointments to allGroup - ‘B’ posts in the Central Bureau of Investigation, are madeby the Director, CBI in consultation with the U.P.S.C., wherevernecessary. Appointments to all Group - ‘C’ posts, except the postsof Senior Clerk Stenos, L.D.Cs, Head Constables and Constables inC.B.I., are made by the Dy. Inspector General of Police.Appointments in the posts of Senior Clerk Stenos, Lower DivisionClerks, Head Constables and constables in Group - ‘C’ and all postsin Group - ‘D’ in the CBI, are made by the Superintendent of Police.2.2 Regular appointment2.2.1 All direct recruitment for filling up the regular vacancies inGroup ‘C’ posts (Sub Inspector, Lower Division Clerk andStenographer Grade ‘D’) are made through Staff SelectionCommission.2.2.2 A requisition in the prescribed form (Revised form circulated inDepartment of Personnel & Training letter No. F.2-46/86-P&P,dated 04.09.1991 Annexure-IV is to be placed on the Commission bythe authorized officer of the government department. Before placingrequisition, the required formalities like obtaining No ObjectionCertificate from the Central (Surplus Staff) Cell should becompleted.2.2.3 All vacancies in the central government establishment otherthan those filled through the U.P.S.C. or the Staff SelectionCommission should be notified to the nearest EmploymentExchange. No department or office should fill up any vacancy by1[1] See Appendix-III for Recruitment Rules.Page 12 of 12

direct recruitment unless the Employment Exchange issues a nonavailability certificate.2.2.4 The direct recruitment of Constables in CBI, is made oncentralized basis by CBI Head Office. Their selection is made by theCommittee constituted by the Director, CBI.2.2.5 Oath of Allegiance : Every person entering government serviceshall take an oath of allegiance to the Constitution of India either inEnglish or Hindi, before Head of Department/Office or a gazettedofficer nominated by him.2.2.6 Medical Examination : Every candidate for appointment to apost (including appointment on part-time basis) under governmentis required to produce a medical certificate of fitness from theappropriate medical authority.2.2.7 Verification of Character and Antecedents :(a) The appointing authority should satisfy itself that the characterand antecedents of the person proposed to be appointed are suchthat they do not render him/her unsuitable for appointment togovernment service.(b) Persons dismissed from service of the Central or a Stategovernment including the administration of Union Territories,should be deemed ineligible for appointment.(c) While normally a person convicted for an offence involvingmoral turpitude should be regarded as ineligible for governmentservice, in cases where the appointing authority feels that there areredeeming features and reasons to believe that such a person hascured himself of the weakness, he can be considered forappointment after obtaining specific approval of the government.2.3 Appointment on deputation basis 2[2]2.3.1 One of the modes of appointments in the CBI is by inductingofficers/personnel on deputation from various State/CentralGovernment/Public Sector Undertakings/Autonomous Bodies. Suchappointments are governed by the provisions contained in therelevant Recruitment Rules of the concerned posts/ranks.2.3.2 Appointment on deputation is for a limited period and theofficer concerned is to be reverted to his/her parent cadre after expiryof the same.2[2]Also see D.P.&T. OM No. 2/29/91-Estt (Pay II) dated 5.1.1994 & D.P.&T. OM No. 2/8/97-Estt (Pay II) dated 11.3.1998.Page 13 of 13

2.3.3 When the field of consideration for Group ‘A’ posts consists ofCentral Government Group ‘A’ officers only, prior consultation withU.P.S.C. is not necessary for selection. When the field ofconsideration includes State Government officers also, priorconsultation with the Commission is necessary before appointing aState Government officer. When the field of consideration is mademore broad-based and consists of not only Central/State Governmentofficers but also officers of non-governmental institutions, suchselection shall also be made in consultation with U.P.S.C.Consultation with U.P.S.C. is also necessary for appointment of aCentral Government officer who is not group ‘A’ on deputation toGroup ‘A’ post.2.3.4 According to the provisions of Recruitment Rules, 20% posts ofAddl. SP, 50% of Dy.SP and 50% of Inspector are to be filled throughdeputation/transfer. In prosecution ranks, 25% posts of Sr. PublicProsecutor and Public Prosecutor are required to be filled ondeputation/transfer basis.2.3.5 The Officers holding analogous posts on regular basis or withsix years regular service in the posts having Pay Scale of Rs. 8000-13500 or equivalent and possessing degree of recognized University orequivalent with 5 years experience in investigation of criminal cases,are considered for deputation to CBI as Addl. SP.2.3.6 Similarly, the Officers holding analogous posts on regular basisor with 5 years regular service in the posts having Pay Scale ofRs.6500-10500 or equivalent and possessing degree of recognizedUniversity or equivalent with 3 years experience in investigation ofcriminal cases, are considered for deputation to CBI as Dy. SP.2.3.7 The Officers holding analogous post on regular basis or officerswith 5 years regular service in the pay scale of Rs. 8000-13500 withDegree in Law from a recognized University or equivalent and 8 yearsbar experience in conducting criminal cases are considered forinduction as Sr. PP in CBI.2.3.8 The Officers holding analogous post on regular basis or officerswith 5 years regular service in the pay scale of Rs. 6500-10500 withDegree in Law from a recognized University or equivalent and 7 yearsbar experience in conducting criminal cases are considered forinduction as Public Prosecutor in CBI.2.3.9 The CBI branches may also identify suitable and willing officersfrom State Police Forces/CPMFs and send their nominations alongwith their service particulars to CBI, Head Office to consider theirsuitability for induction in CBI.Page 14 of 14

2.3.10 An employee appointed on deputation may elect to draw either thescale of pay of the post to which he has been appointed on deputationor the basic pay in the parent cadre plus deputation allowance.2.3.11 Tenure of Deputation(a)(b)(c)The period of deputation shall be subject to a maximum ofthree years in all cases except for those posts where a longerperiod of tenure is prescribed in the Recruitment Rules.The Administrative Ministry/borrowing organization may grantextension beyond this limit up to one year, after obtainingorders of their Secretary (in the Central Government and ChiefSecretary in the State Government), equivalent level officer inother cases where such extension is considered necessary inpublic interest.The borrowing Ministries/Departments/Organizations mayextend the period of deputation for the fifth year or for thesecond year in excess of the period prescribed in theRecruitment Rules where absolutely necessary, subject to thefollowing conditions:(i)(ii)(iii)(iv)While according extension for the fifth year, or thesecond year in excess of the period prescribed in theRecruitment Rules the directive issued for rigidapplication of the tenure rules should be taken intoconsideration and only in rare and exceptionalcircumstances such extension should be granted.The extension should be strictly in public interest andwith the specified prior approval of the concernedMinister of the borrowing Ministry/Department and inrespect of other organization, with the approval of theMinister of Ministry/Department with which they areadministratively attached.Where such extension is granted it would be on thespecific understanding that the officer would not beentitled to draw deputation (duty) allowance.The extension would be subject to the prior approval ofthe lending organization, the officer on deputation, andwherever necessary, the U.P.S.C/State Public ServiceCommission and Appointments Committee of theCabinet (ACC).Page 15 of 15

(d)In cases where extension is beyond the fifth year or secondyear in excess of the period prescribed in the RecruitmentRules, the same would be allowed only after obtaining theapproval of the Department of Personnel and Training whetherCentral Government is the lending organization or theborrowing organization.(e)For computing the total period of deputation the period ofdeputation in another ex-cadre post(s) held preceding thecurrent appointment without break in the same or some otherorganization should also be taken into account.(f)If during the period of deputation the basic pay of an employeeexceeds the maximum of the scale of pay of the post or thefixed pay of the post, on account of proforma promotion in hiscadre under the Next Below Rule or otherwise, the deputationof the employee should be restricted to a maximum period ofsix months from the date on which his pay exceeds suchmaximum and he should be reverted to his parent departmentwithin the said period.(g)If during the period of deputation, on account of proformapromotion in the parent cadre under the Next Below Rule, theemployee becomes entitled to a scale of pay higher than thescale of pay attached to the ex-cadre post, he may be allowed tocomplete the normal tenure of deputation subject to (f) abovebut no further extension of the period of deputation should beallowed in such cases.2.3.12 Deputation (Duty) AllowanceThe Deputation (Duty) Allowance shall be admissible at the followingrates :(i) 5% of the employee’s basic pay subject to a maximum ofRs.500/- per month when the deputation is within the samestation.(ii) 10% of the employee’s basic pay subject to a maximum ofRs.1000/- per month in all other cases.(i)(ii)The Deputation (Duty) Allowance as above shall befurther restricted as under:Pay + Deputation (Duty) Allowance does not exceed themaximum of the scale of ex-cadre post.Pay + Deputation (Duty) Allowance as above shall at no timeexceed Rs.22,400/- per month.Page 16 of 16

2.3.13 Premature Reversion of Deputationist to Parent CadreNormally when an employee is appointed on deputation,his/her services are placed at the disposal of the parent departmentat the end of the tenure. However, as and when a situation arises forpremature reversion to the parent cadre of the deputationist,his/her services could be so returned after giving advanceintimation of reasonable period to the lending department and theemployee concerned.2.4 Appointment by absorptionRecruitment Rules for some posts prescribe, inter alia,‘Absorption’ (also ‘transfer’) as a mode of recruitment. ‘Absorption’means permanent absorption in the post.The service rendered on deputation basis cannot be taken intoaccount for the purpose of deciding eligibility for appointment toanother post in the higher pay scale on deputation basis. Theeligibility for appointment on deputation basis would continue to bedetermined with reference to the regular service in the parentcadre/department.2.5 Ad hoc Appointment 3[3]2.5.1 The Government has issued instructions to theMinistries/Departments not to make any appointments on ad-hocbasis including transfer on deputation etc. The ad hoc appointmentscould, however, be made in the following circumstances:(a)(b)(c)Where there is an injunction by the Court/Tribunal directingthat the post may not be filled on regular basis and if the finaljudgement of the Court/Tribunal is not expected early and thepost also cannot be kept vacant.Where the Direct Recruitment Quota has not been filled andthe Recruitment Rules also do not provide for filling it up ontransfer or deputation temporarily and the post cannot also bekept vacant.In short term vacancies due to regular incumbents being onleave/deputation etc. and the officer is not available on theapproved panel and the post cannot also be kept vacant.3[3]Also see D.P.&T. O.M. No. 28036/8/87-Estt.(D) dated 30-3-1988Page 17 of 17

2.5.2 The ad hoc appointments in the Central GovernmentDepartments are, therefore, generally made on the following grounds:-(a)(b)(c)(d)The Recruitments Rules for the posts, are in the process ofbeing framed,The proposals are under consideration to amend the existingRecruitment Rules,The Seniority position of the officers holding the post in thefeeder grade, is disputed,Adequate number of qualified candidates are not available forfilling the vacancies through Direct Recruitment Quotaprescribed in the Recruitment Rules.2.5.3 Conditions for making ad hoc appointments/promotions:(a)(b)(c)The total period for which the appointment/promotion may bemade on ad hoc basis is limited to one year only. The practiceof giving a break periodically and appointing the same personon ad-hoc basis, may not be permitted. In case of compulsionsfor extending any ad hoc appointment/promotion beyond oneyear, the approval of the Department of Personnel andTraining is to be sought in at least two months in advance,before the expiry of one year period. If the approval forcontinuance of the ad hoc arrangements beyond one year isnot received before the expiry of one year period, the ad hocappointment/ promotion shall automatically cease on theexpiry of one year term.It should be ensured that the persons appointed are thosenominated by the Employment Exchange concerned and theyalso fulfill the stipulation of the educationalqualification/experience and the upper age limit prescribed inthe Recruitment Rules.Where the ad hoc appointment is by promotion of the officer infeeder grade, it may be done on Seniority-cum-Fitness basis.(d) (d) The authority competent to approve ad hocappointments should be one level higher than the appointingauthority prescribed for the post.Page 18 of 18

2.6 Casual Appointments 4[4]2.6.1 Casual appointments are generally made in the CentralGovernment departments for meeting the seasonal/intermittentincrease in the workload. The policy regarding engagement of casualworkers in the Central Government Offices has been reviewed byGovernment keeping in view the judgement of Hon’ble SupremeCourt delivered on 17th January, 1986, in the Writ Petition filed byShri Surinder Singh and others vs. Union of India. It has beendecided to lay down the following guidelines in the matter ofrecruitment of casual workers on daily wage basis:(a)(b)(c)(d)(e)(f)Persons on daily wages should not be recruited for work ofregular nature. It should be for work which is of casual orseasonal or intermittent nature or for the work which is not offull time nature or for which regular post cannot be created.The Casual Workers may be paid only the minimum wagesnotified by the State Government/Union Territoriesadministration as per Minimum Wages Act 1948.The Casual Worker may be given one paid weekly off after sixdays continuous work.The payment to the Casual Workers may be restricted only tothe days on which they actually performed duties under thegovernment with a paid weekly off. In addition, wages may alsobe paid for a national holiday if it falls on the working day.While considering regularization of the services of casualworkers, they may be given relaxation in the upper age limitonly if, at the time of initial recruitment as a casual workerthey had not crossed the upper age limit for the relevant post.For any further relaxation, prior concurrence of the Ministry ofFinance and the Department of Personnel and Training, shouldbe obtained.Employment of the same casual labourer beyond 200 days in ayear, is not permitted.2.6.2.1 2.6.2.1 Ban on engagement of Casual Worker forduties of Group ‘C’ postThere is complete ban on engagement of Casual workers forperforming the duties of Group ‘C’ posts and hence no appointmentof Casual Worker, should be made for performing the duties of4[4] Also see D.P.&T. O.M. No. 49014/2/86-Estt.(C) dated 7-6-1988 and Ministry of LabourO.M. No. 53202/16/86-WC(MW) dated 23-8-1988Page 19 of 19

Group ‘C’ posts 5[5] . If any deviation in this regard is committed, theAdministrative officer, in charge in the rank of Joint Secretary orequivalent will be held responsible for the same.2.6.3 Scheme for grant of Temporary Status and regularization ofCasual Workers in Group ‘D’ posts 6[6]Temporary status would be conferred on all Casual Labourerswho are in employment on 01.09.1993 and who have rendered acontinuous service of one year which means they must have beenengaged for a period of at least 206 days in case of offices observing5 days week. Such confirmation of temporary status would bewithout reference to the creation/availability of regular Group ‘D’post. Such Casual Labourers who acquired temporary status willnot, however, be brought on to the permanent establishment unlessthey are selected through regular selection process for Group ‘D’post.2.6.4 Procedure for filling up of Group ‘D’ posts:(i)Two out of every three vacancies in the Group ‘D’ posts inrespective offices where the casual labourers have beenworking, would be filled up as per existing Recruitment Rulesand in accordance with the instructions issued by theDepartment of Personnel and Training from amongst the casuallabourers with the temporary status and the third post will befilled from amongst other than casual labourers.(ii)In case of illiterate casual labourer or those who fail to fulfillthe minimum qualification prescribed for the post,regularization will be considered only against those posts inrespect of which literacy or lack of minimum qualification, isnot a requisite qualification.(iii) They would be allowed age relaxation equivalent to the periodfor which they have worked continuously as Casual Labourers.(iv) No age has been prescribed for grant of temporary status to theCasual Labourers. However, for the purpose of subsequentregularization, the conditions regarding age and educationalqualifications prescribed in the relevant Recruitment Rules, willapply.(v)The Casual Labourer being considered for regularisation inGroup ‘D’ post, should have been engaged through5[5] Also see Ministry of Finance O.M. No. 49014/16/89-Estt.(C) dated 26-2-19906[6]Also see D.P.&T. O.M. No. 51016/2/90-Estt. (C) dated 10-9-1993Page 20 of 20

Employment Exchange. They should not be considered forappointment to regular establishment unless they getthemselves registered with the Employment Exchange andrender from the date of such registration, a minimum of 2years continuous service as Casual Labourer.(vi) On regularization in Group ‘D’ post, their pay will be fixed atthe minimum of the time scale attached to the post.2.6.5 Hon’ble Supreme Court of India in its judgement dated29.04.2002 in SLP (Civil) No. 2224/2000 in the case of Union ofIndia & another vs. Mohan Pal etc. decided that the scheme of01.09.93 is not an ongoing scheme and the temporary status can beconferred on the casual labourers under that scheme only onfulfilling the conditions incorporated in Clause 4 of the scheme,namely they should have been casual labourers in employment onthe date of commencement of the scheme i.e. 01.09.1993 and theyshould have rendered continuous service of at least one year i.e. atleast 240 days in a year or 206 days (in case of offices having 5 daysa week) on 01.09.1993. Those who have already been given‘temporary’ status on the assumption that it is an ongoing schemeshall not be stripped of the ‘temporary’ status pursuant to thisdecision. The Supreme Court in the above case had also consideredthe question as to whether the services of casual labourers who hadbeen given ‘temporary’ status could be dispensed with as per clause7 as if they were regular casual labourers and observed that - “Thecasual labourers who acquire ‘temporary’ status cannot be removedmerely on the whims and fancies of the employer. If there issufficient work and other casual labourers are still to be employedby the employer for carrying out the work, the casual labourers whohave acquired ‘temporary’ status shall not be removed from serviceas per clause 7 of the scheme. If there is serious misconduct orviolation of service rules, it would be open to the employer todispense with the services of a casual labourer who had acquiredthe temporary status”. 7[7]2.7 Compassionate Appointments 8[8]2.7.1 Object : The object of the Scheme is to grant appointment oncompassionate grounds to a dependent family member of agovernment servant dying in harness or who is retired on medicalgrounds, thereby leaving his family in penury and without any7[7] On the basis of the above decision of the Hon’ble Supreme Court, Department of Personnel& Training vide O.M. No. 40011/6/2002 (Estt) (C) dated 06.06.2002 issued clarification to allMinistries/Departments of Central Government.8[8] (Notified by DP&T OM No. 14014/6/94-Estt(D) dated 9.10.1998)Page 21 of 21

means of livelihood, to relieve the family of the government servantconcerned from financial destitution and to help it to get over theemergency.2.7.2 To Whom ApplicableA. To a dependent family member of a government servant who:(i)Dies while in service (including death by suicide); or(ii)Is retired on medical grounds under Rule 38 of the CCS(Pension) Rules, 1972 or the corresponding provision inthe Central Civil Services Regulations before attainingthe age of 55 years (57 years for Group ‘D’ Governmentservants).B. Missing Government Servants: Cases of missing governmentservants are also covered under the scheme for compassionateappointment subject to the following conditions:(a)A request to grant the benefit of compassionateappointment can be considered only after a lapse of atleast 2 years from the date from which the governmentservant has been missing, provided that:(i)(ii)(iii)An FIR to this effect has been lodged with thePolice,The missing person is not traceable, andThe competent authority feels that the case isgenuine;(b) This benefit will not be applicable to the case of agovernment servant:(i) Who had less than two years to retire on the datefrom which he has been missing; or(ii) Who is suspected to have committed fraud, orsuspected to have joined any terroristorganization or suspected to have gone abroad.Note I : Dependent family member means:(a)(b)orSpouse; orSon/daughter (including adopted son/daughter);(c)Brother/sister in case of unmarried governmentservant who are wholly dependent on him/her.Page 22 of 22

2.7.3 Authority Competent to make CompassionateAppointments:The Director, CBI being Head of the Department is competentto make such appointment.2.7.4 Posts to which such appointment can be made :Group ‘C’ and ‘D’ posts against the direct recruitment quota.2.7.5 Determination/Availability of Vacancies(a)Appointment on compassionate grounds should be madeonly on regular basis and that too only if regularvacancies meant for that purpose are available.(b) Compassionate appointments can be made uptomaximum of 5% of vacancies falling under directrecruitment quota in any Group ‘C’ or Group ‘D’ posts.Page 23 of 23

3. IDENTITY CARDS3.1 Every Government servant shall be issued an Identity Cardwith his personal details to establish his identity whenever required.It is a very important document and should be in the personalcustody of the government servant concerned.The Identity Cards issued by CBI are of the following kind:(i)(ii)CBI Identity CardCBI Photo pass3.2 Persons to whom CBI Identity Cards are issuedCBI Identity Cards are issued to all executive and prosecutionstaff and RSO’s working in CBI. Ministerial staff of CBI are notissued CBI Identity Card. CBI Identity Cards are issued under thesignature of Administrative Officer (Accounts), CBI and countersigned by Under Secretary, Cabinet Secretariat. CBI Photo passesare issued by CBI, Head Office to all ranks in CBI 9[1] .3.3 Use of CBI Identity Cards3.3.1 CBI Identity Cards are issued in order to establish the identityof the officers holding the cards and to authorize them to seekaccess to all offices of the Central Government and it’s Departments,all Projects and Undertakings sponsored by the CentralGovernment, all Defence Services Commands, Departments,Factories, all State Railway Offices, Workshops, all Ports andAerodromes etc. for the purpose of conducting enquiries. Theidentity cards are issued to the RSOs to establish their identity asRailway Officer who are on duty with the CBI for detecting cases ofcorruption in the Railways.3.3.2 Every identity card holder shall carry on his person hisidentity card while moving out on duty and shall produce itwhenever required to do so by any competent authority.9[1] Detailed guidelines for issue of above Identity Cards and their safe custody have beenissued by CBI, Head Office from time to time ( O.M. No.5/18/61-Est dated 30.1.1962) whichmay be followed by all the branches.Page 24 of 24

3.4 Supply of Blank Identity CardsBlank Identity Cards for all ranks will be supplied from theCBI Head Office to Branch offices on their demand. The Branchoffices shall keep proper account of blank Identity Cards in theforms/registers prescribed for the purpose.3.5 Issue of Identity CardIdentity cards will be prepared by the branch in which theperson concerned works and sent to Head Office duly completed andverified for being signed by the competent authority. No CBI IdentityCard should be issued by CBI Branches. No CBI Identity Card willbe issued to a person not working in CBl.3.6 Safe custody of Identity Cardsafe custody.The holder of the identity card is personally responsible for its3.7 Misuse of Identity CardIdentity Cards should be made use of strictly for the purposefor which they are meant and only in the discharge of official duties.Any misuse will be viewed seriously. Identity Cards are nottransferable. An official using another person’s card will render himselfliable to disciplinary action. Depositing of Identity Card as security orotherwise and thereby allowing the card to fall in to unauthorisedhands renders an official liable to disciplinary action.3.8 Loss of Identity CardIn case of loss of an Identity card, it is incumbent on the holderto report the loss immediately to the nearest Police station and at thesame time to his office also. On receipt of information of loss of anIdentity Card the branch office has to send a report to the Head Officegiving full details regarding the loss of Identity Card and further actiontaken in the matter. Branch Office should take action for issue of aduplicate Identity card after collecting the penalty and initiatedisciplinary action, if necessary against the loser. The Policeauthorities and the office should be informed immediately if theIdentity Card reported to have been lost is subsequently found and incase a duplicate card has in the meantime been issued, it should besent to the Head Office for cancellation.Page 25 of 25

3.9 Penalty for the loss of Identity CardPenalty charges for loss/mutilation of Identity Cards are to beimposed as per rates prescribed from time to time. The amount ofpenalty once recovered is not refundable. The amount of the penaltyis to be deposited in the Government Account under the head ofaccount “XXIII-Police Misc. receipt”. In addition to the penalty fee,suitable punishment must be awarded in each case where the IdentityCards are lost on account of negligence or carelessness or due to anyavoidable fault of the owner or if the owner fails to give a satisfactoryexplanation for the loss. An entry should be made in the register asindicated above regarding the loss of the Identity Card.3.10 Withdrawal of Identity CardsOn the occurrence of any of the events specified hereunder theIdentity Card issued to a member of the SPE would stand cancelledand is to be withdrawn immediately by the Branch office/Head Officeand sent to Head Office for cancellation. The date ofreversion/retirement/ discharge/suspension/death/transfer ofperson concerned should be indicated in the forwarding letter(a)(b)(c)(d)(e)(f)(g)RetirementDischarge from ServiceSuspensionRepatriation to the parent departmentTransfer outside the BranchDeathChange of designationIn case any official fails to return his Identity Card, penaltycharges may be recovered besides taking any other action asdeemed necessary.3.11 Annual Physical Verification of Identity CardsThe Identity Cards issued to the officers and staff should bephysically checked by a responsible officer not below the rank of Dy.S.P. in respect of branches and Office Superintendent in respect ofHead Office. A certificate to this effect should be sent to Head Officeby the 2nd week of January every year.Page 26 of 26

3.12 Destruction of Identity CardsAll cancelled Identity Cards are to be returned to Head Officefor updating the records and destruction.3.13 Confiscation of Identity CardsThe Inspector General of Police, SPE has the right to confiscatethe Identity Card of any member of the SPE office without any noticeor assigning any reason thereof.3.14 Identity Cards to Central Government PensionersThe Government of India, Ministry of Personnel, PublicGrievances & Pensions (Department of Pension & PensionersWelfare) vide their OM No.41/21/2000-P&PW(D) dated 16.11.2000have introduced Identity Cards to the Central Governmentpensioners. Accordingly, instructions/guidelines for issue ofPensioners Identity Card to a retired/retiring employee of CentralBureau of Investigation have been issued vide CBI, Head OfficeCircular No. DPAD2/2002/00158/26/3/2001 dated 06.02.2002.Page 27 of 27

4. TRAINING4.1 Training is a systematic process of developing professionalknowledge, skills and inculcating right attitudes in the individualsand groups that serve the organization. It is an important segment ofpersonnel management and if properly planned and executed,training can play a highly significant role in the optimization of theperformance of all constituents of the organization.4.2 The institutional training to the CBI Officers is mostly impartedat the CBI Academy, Ghaziabad. It is supplemented by conductingsome specialised courses at regional level and also by in-situ trainingprogrammes at the branch level and need based training to individualofficers at reputed institutions of India and abroad 10[1] .4.3 Basic Training Course for Dy.SsP (Probationers)/SI(cadets)4.3.1 CBI academy conducts Basic Training Programme for Dy. SsP(Prob)/SI (Cadets). Training syllabus for these courses is revised asper the recommendations of the Training Review Committeeconstituted from time to time. Main thrust of the training is on thefollowing areas:(i) Basic Law and Procedure(ii) Crime investigation/supervision including application ofscience and technology in investigation(iii) Forensic Science and Forensic Medicine(iv) Police ethics(v) Behavioural Sciences and communication skills(vi) Knowledge of computers(vii) Drill, Physical Training, Unarmed Combat, Yoga etc.4.3.2 The Course schedule of the Basic Training is as below:Dy. SsPSIs1 Institutional Training with 7 Months 7 MonthsCBI Academy(Phase-I)2 Attachment with Local Police 9 weeks 9 weeks3 Attachment with CBI Branch 9 weeks 9 weeks4 Institutional Training at CBI 15 weeks 10 weeksAcademy (Phase-II)5 Bharat Darshan (Educational 2 weeks --10[1] See Annexure -V for different courses conducted by the Academy, target officers &duration.Page 28 of 28

Tour)TOTAL 1 year &14weeks1 year & 7weeks4.3.3 The objectives of the Basic Training Programme are:(i)(ii)(iii)(iv)To generate professional knowledge and skills in thenewly inducted officers to enable them to conduct indepthinvestigation of the cases.To orient the officers to the core values and work cultureof CBI.To sensitize them to the needs and expectations of thesociety and to cultivate right attitude among them.To ensure high level of physical fitness to withstand therigour and strain of duties within the CBI.4.4 Evaluation of Performance of Course TraineesPerformance of the Basic Course Trainee is evaluated throughexamination, project works and field training. Besides, periodicalknowledge checks are conducted through quizzes, presentations,group and individual tasks etc. These are used for mid-term trainingreviews, identification of trainees requiring special attention and fortaking correctional steps thereof. The distribution of marks toevaluate the overall performance of the Dy.SsP(Prob.) and SI (Cadets)is as under:Dy.SP(Prob)SI(Cadets)Sl.No.Exams TotalMarksSl.No.Exams TotalMarks1 Marks of Phase-I 850 1 Marks of Phase-I 7502 Marks of Phase- 250 2 Marks of Phase- 250IIII3 Assessment of 80 3 Assessment of 80PracticalTrainingPracticalTraining4 Academy Head’s 20 4 Academy Head’s 20AssessmentAssessmentTotal 1200 Total 1100Page 29 of 29

4.5 Assessment4.5.1 The basis for assessment of practical training is the performance ofthe trainees during the attachment with the State Police and CBIBranches, which is based on the following parameters :(i)(ii)(iii)(iv)(v)(vi)(vii)(viii)(ix)PunctualityDiscipline/ConductAptitude/PotentialPerformance in Malkhana and D.O.Performance in Crime SectionPerformance during attachment with I.O.Performance during attachment with Public ProsecutorPerformance during attachment with the PresentingOfficerComments of Branch SP about overall performanceduring branch training4.5.2 The Academy Head’s Assessment is done at the end of the BasicTraining. The following factors shall be taken into consideration forassessment:(a)(b)(c)Attendance.Discipline, conduct and turnout during (i) Parade (ii) Indoorwork (iii) Mess Manners (iv) Social etiquette and manners and(v) team work.Participation in training viz. (i) discussions in the class, (ii)assignments during case studies, individual presentation and(iii) participation in games and extra curricular activities(hobbies, cultural activities etc.).4.5.3 The inter-se seniority of the trainees is decided by the order of meritin the selection list at the time of recruitment and the same is not effected byhis/her training performance.4.5.4 Besides the above, the awards for best all round performance, bestindoor trainee and best outdoor trainee are given at the time of passing outparade.4.6 Basic Training Course for Constables4.6.1 The newly recruited Constables are imparted basic training for 6months. The objectives of the basic training are :Page 30 of 30

(i)To acquaint the recruits with the basic features of laws andprocedures relating to CBI working, organization andadministration, police behaviour, police science etc.(ii)To impart knowledge in the areas related to jobs performed bythe Constables of CBI like assistance in search, seizure, arrest,custody, trap, interrogation, handling, packing and forwardingof packages etc.(iii)To impart basic skills in first aid, driving, handling ofequipment and other related areas of branch functioning.(iv)To make the recruits achieve high level of fitness, mentalalertness and ability to withstand stress and strain.(v)To inculcate the spirit of team work, discipline and obedience.4.6.2 In order to achieve the above mentioned objectives, the trainingis conducted in both indoor and outdoor subjects. At the end of thecourse, a final examination is conducted for which the minimumprescribed pass marks in each subject is 40%.4.7 Induction and Orientation Courses4.7.1 Apart from the long-term basic courses described above in theprevious paragraphs, mid-term and short-term entry level courses areconducted soon after the appointment of officers of various ranks(direct recruitment or through deputation). The objectives of thesecourses are :-(i)To enhance the professional knowledge and skills of the officersto enable them to contribute to the organizational objectives.(ii)To orient the officers to the core values and work culture of theorganization.(iii)To sensitize the officers to the needs and expectations of thesociety from the organization and to cultivate the right attitude.4.7.2 The performance of the trainees in these courses is constantlyevaluated through group and individual tasks, periodical knowledgechecks, syndicate studies and presentations and finally through end ofthe course written examinations.4.8 Short-term In-Service CoursesPage 31 of 31

In-service and short term courses of one or two weeks duration areconducted by the Academy for the benefit of In-service officers of CBI,State Police, Anti-Corruption Bureau, Vigilance Departments of PublicSector Enterprises and Nationalised Banks. Courses are organized inall the areas concerning the functions of CBI, namely, Anti-Corruption,Economic Offences, Conventional and Terrorist Crimes, ScientificInvestigation, Conducting of Departmental Enquiries, Vigilance, CyberCrime, Computer Courses and office management. In addition,Refresher Courses are organized at periodical intervals for Executiveranks, Law Officers and Ministerial cadre for the purpose of updatingtheir knowledge and skills, to equip them with the recent developmentsin the area of functioning, to re-orient them with the organizationalgoals and objectives and to tune them to the expectations of thegovernment, judiciary and the society. Besides, Seminars/Workshopsand Vertical Interaction Courses are organised for the senior officers ofthe rank of SsP and above.4.9 Nomination to the training courses conducted by the CBIAcademyThe Branch SsP are required to ensure that the training needs of theofficers and men working under them are totally fulfilled. The AnnualTraining Calendar is prepared and circulated by the CBI Academylisting the various training programmes proposed to be conducted in acalendar year. The Branch SsP are expected to nominate their officerswell in advance so that their requests can be processed timely andconfirmation can be made. At the time of nomination, it should beensured that the proposed training is directly relevant to the jobperformed and helpful in professional development of the trainee.4.10 Sponsored CoursesIn order to ensure inter-institutional and international trainingcooperation, CBI Academy hosts training courses for the police officersof India and other countries in various areas concerning crimeinvestigation. These courses are sponsored by the Government, theBPR&D or the foreign police organizations.4.11 Training Outside CBI Academy4.11.1 Need-based and cost effective training is provided to CBIOfficers from time to time at reputed institutions in India and abroad.Nominations received for the other institutions of the country areprocessed by the CBI Academy. Nominations of the officers of therank of SP and above are approved by the DCBI & the other GazettedPage 32 of 32

Officers by the JD(Admn.) and of the Non-Gazetted Officers by theDIG(Trg.).4.11.2 Deputation of Police officers on training courses in foreigncountries is mostly co-ordinated by the Bureau of Police Research andDevelopment which circulates a list of such courses. The Academyfurther circulates the courses and seeks nominations from the eligibleofficers. These are then scrutinised by a Committee at the CBI HeadOffice and submitted for approval of the DCBI. The names of theapproved officers are forwarded to the Bureau of Police Research andDevelopment (BPR&D). Sometimes nominations are sought directly bythe Ministry of Home Affairs (MHA) or DoPT.4.12 Training Methodology4.12.1 A periodic training needs analysis is conducted by the Academyfor determining the training methodology and design of the coursecurriculum. In the initial phases of basic courses, the method ofteaching is pedagogical, keeping in view the low level of freshentrants. Thereafter, the lectures are supplemented bydemonstrations, role plays, simulations, case studies, practicalexercises and field visits. After the trainees acquire the basicknowledge in the area of functioning of CBI, they are sent forpractical training in the field. After their return from the field forsecond phase of training, emphasis is laid on individual and groupexercises, projects, group discussions, syndicate studies andpresentations, analysis of case studies, etc. Class room lectures arelimited to the minimum extent possible at this stage.4.12.1 The Outdoor training is an essential course input. The level ofintensity and complexity of outdoor inputs is constantly increased asthe training progresses.4.12.2 The methodology for the training of supervisory level officers ismostly through workshops, seminars, syndicate studies, analysis ofcase studies, presentations and experience sharing.4.12.3 For the investigating officers and the law officers, the trainingmethodologies adopted are lectures, demonstrations, field visits,Group and Individual exercises, group discussions, analysis of casestudies, syndicate studies and presentations.4.12.4 For the ministerial and lower subordinate staff the trainingmethodology is mostly through lecture, demonstrations, field visits,practical exercises, simulations and role play.Page 33 of 33

4.13 Training Research and Development CellTraining research is one of the core training activities. Assessing thetraining needs of all ranks in CBI with the active association of field officers,preparation and revision of course designs, preparation and distribution ofreading material, analysis of feed back and post training impact evaluationetc. are some of the activities performed by this Cell. Branch SsP areexpected to provide active support for performing the tasks by the TrainingResearch and Development Cell by providing it with the required data. Theinputs from the Training Research & Development Cell forms the main basisfor determining the training methodology.Page 34 of 34

5. SERVICE RECORDS5.1 Service book is a record of every event occurring in the officiallife of a government servant. It has to be maintained for everygovernment servant holding a permanent or a temporary postexcept for those who are not likely to be in service for more thanone year or those holding non pensionable service (SRs 196 and197).5.2 Service book in form MSO(T)-27 (Revised) must be opened forall government servants from the date of entry into service and isto be maintained till he ceases to be in service. Service book alsocontains certain entries about events prior to entry into theservice. Entries at this stage are to be recorded very carefully afterconsulting the original certificates. Once the service book isopened and the entries at the initial stage recorded, other entriesalso have to be recorded as and when the events take place.Entries regarding confirmation, suspension, reduction in rank,withholding of increments, recovery of loss, leave without pay,service break, award of President Police Medal/Indian Police Medaletc., should be made in red ink. Service book must be kept in safecustody.5.3 All the entries made in the service book should be dulyattested. There should not be erasing or overwriting in the servicebook. Corrections, if any, should be neatly done and properlyattested. The Head of Offices are permitted to delegate powers tosubordinate Gazetted officers under them, to attest entries in theservice books except their own service book for which the Head ofOffices are responsible (SR-199).5.4 In CBI, different posts are filled by deputation as well as directrecruitment/promotion etc. In so far as the deputationists areconcerned, service books in prescribed format of the parentdepartment are transferred to CBI and entries with regard to theevents during the tenure of their deputation are to be recorded bythe concerned office at the appropriate place/part/column.5.5 To eliminate delay in payment of pension, it shall be theresponsibility of the officer maintaining the service book to makeannual verification and also complete and certify the service bookin respect of previous service in the twenty fifth year of service or 5years before retirement, whichever is less. The orders of thePage 35 of 35

competent authority, where required on the nature of service (e.g.period of leave, break in service etc.) should be obtained andrecorded in the service book. Unless otherwise shown in theservice book, it will be presumed that orders of the competentauthority have been obtained and period of extraordinary leave,period of preceding breaks in service will be counted for pension.If any lapse or omission in observing this procedure results inoverpayment, suitable disciplinary action will be taken against theauthorities concerned. (Rule 32 of CCS (Pension) Rules).5.6 Maintenance of Service Book5.6.1 5.6.1 Service Book contains two volumes:-Vol.I has four parts and Appendix containing leave account.Part-I: Contains bio data and photograph.Part-II: Deals with certificates and attestation.Part-III: Records previous qualifying service and foreign service.Part-IV: Deals with the history and verification of service.Vol.II contains all the service documents which are to be certified andattested in Part-II of Vol.I.5.6.2 Following entries / certificates are to be recorded in the servicebook at the time of first appointment and attested by the Head of Officeor any other officer duly authorised.(i)(ii)(iii)(iv)(v)(vi)Employee has been medically examined and found fit.His/her character and antecedents have been verified.He/she has furnished declaration of his/her not havingcontracted bigamous marriage.He/she has taken the oath of allegiance/affirmation to theConstitution.He/she has furnished the declaration of home town which hasbeen accepted.The correctness of the entries against the following items ofPart-I. Bio-data has been verified from original certificatesfurnished as valid documentary evidence for the respectivepurpose.- Whether a member of SC/ST.- Date of birth by Christian era and wherever possible alsoin Saka era (both in words and figures).- Educational qualifications.Page 36 of 36

(vii)Professional and technical qualification not covered byabove 11[1] .- He/she has filed nominations for GPF and relatedentries have been furnished to the Account Office onvarious dates.- He/she has furnished details of the familymembers.- He/she has filed nominations for Death/RetirementGratuity.5.6.3 Events requiring entries in the Service Book 12[2] :(i)(ii)(iii)(iv)(v)(vi)(vii)(viii)(ix)(x)(xi)Entries at the time of initial appointment.Occurrence of events involving a change in the post, station,office, scale of pay, nature of appointment, promotion,reversion, deputation, transfer on foreign service, increment,leave suspension and other forms of interruption in service.Events like stoppage of increment.Grant of personal pay for adopting family planning norms.Grant of special leave/Paternity leave.Membership of CBI Benevolent Fund.Facts of availing LTC either by Government servant or memberof his family.Grant of encashment of leave during service.Allotment of GPF account number.Deputation/repatriation/absorption.Confirmation at the initial grade.5.6.4 Documents to be placed in Volume - II of the Service Book 13[3] :(i)(ii)(iii)(iv)(v)(vi)(vii)(viii)(ix)(x)Relaxation of age, educational qualification (authenticated/attested copy).Report regarding verification of character and antecedents(original).Medical certificate of fitness (original).Declaration of marital status (original).Acceptance of Home Town declaration (signed/attested copy).Oath/affirmation of allegiance.Nomination for PF, DCRG, CGEGIS, Benevolent Fund.Details of Family (Signed/attested copy).Order regarding change of date of birth (authenticated/attested).Change of name (original).11[1]Also see G.I., MF, O.M. No. 3(2).E IV(A), dtd. 14.03.7612[2]Also see G.O.I., MF, O.M. No. 3(v)-E IV(A), dtd. 11.03.7613[3]Also see G.I., DP&AR, O.M. No. 28034/35/76-Estt.(A) dtd. 19.01.1977Page 37 of 37

(xi) Change in home town / permanent home address (once inservice life).(xii) Attested copies of certificates of age and educationqualification.(xiii) Condonation of break in service.(xiv) Collateral evidence in respect of first service.5.6.5 Leave AccountA leave account shall be maintained in the prescribed form foreach government servant and must be kept with the service book withup to date account (Rule 15 of CCS(Leave) Rules, 1972).5.6.6 Annual Verification of ServiceAt a fixed time, immediately after financial year is over, theservice book shall be taken up for verification by the Head of Office,Annual Verification entry has to be recorded very carefully afterconsulting the Pay Bill Register. When the government servant istransferred from one office to another, the Head of the Office underwhom he was originally posted/worked should record the verificationof service in respect of the whole period or a month/date upto whichpay and allowance of a government servant were drawn inter alia uptothe period for which the government servant was paid in his office(GFR-81).5.7 CGEGI Scheme - Form No. 13 to be pasted in the Service Book5.7.1 Every year in the month of January the Head of Office willrecord a certificate in column 7 in the following form:“Subscription @ Rs. _______ appropriate to group _____ of thescheme recovered from Pay & Allowances for the period from January____ to Dec. _____.”5.7.2 All other events in the nature of promotion, transfers ondeputation / foreign service, absorption in PSU/Autonomous bodies,retirement etc. occurring during the service career of the member ofthe scheme shall also be recorded in the appropriate column No. 6 ofthe form duly attested [GI (8) - SR 199].5.8 Inspection of Service BookEvery Head of Office has to initiate action to show the servicebook to the government servant concerned every year and to obtainPage 38 of 38

his signature there in token of their having inspected / seen theService Book (SR 202).5.9 Supply of copies of Service BookGovernment servant who asks for a certified copy of the servicebook on quitting service on retirement, discharge or resignation maybe supplied with the same on payment of Rs. 5/- as copying fee.5.10 Alteration in Date of Birth 14[4]An alteration of date of birth of a government servant can bemade, with the sanction of the Ministry or Department concerned ofthe Central Government under which the government servant isserving, if :(i)The request for alteration of the date of birth is madewithin a period of 5 years of his entry into governmentservice.(ii)It is clearly established that a bonafide clerical mistakehas occurred and should be rectified.(iii)The date of birth so altered would not make himineligible to appear in any School or University or UPSCexamination in which he had appeared at suchexamination or on the date on which he entered thegovernment service.5.10.1 Belated Claims for Alteration in date of birth to berejected:The Government policy regarding rejection of belated claim foralteration in date of birth has been reinforced by the observationsmade by the Supreme Court in the judgement in Civil Appeal No. 502of 1993 (Union of India vs. Harnam Singh). This position has to bekept in view while considering any request from a government servantfor alteration in his date of birth. In other words, it will not beappropriate to consider any request for alteration in date of birth ifthe conditions stipulated in Note below FR 56 are not strictly fulfilled.14[4]Also see FR 56 - Note 6Page 39 of 39

5.11 NominationsNominations under different rules are required to be obtainedon prescribed forms. It has to be ensured that the nominations arenot only filled in properly and signed by government servant concernedbut are authenticated / accepted by the officer so authorised for thepurpose. In order to ensure that nominations of the concernedemployee have been obtained, a list may be maintained in the followingformat and can be kept in the Service Book for periodical checking.Sr.No.Name&Design.Date ofpostingin theofficeValid nomination / declarationGPF DCRG CGEGIS BenevolentFundHomeTownDetailsofFamilyPage 40 of 40

6. CONFIRMATION6.1 As per the present instructions of the government, confirmationwill be made only once in the service of an official which will be inthe entry grade. However, if a government servant is appointed toanother post by direct recruitment either in the same departmentor a different department, it will be necessary to consider him forconfirmation in the new post in which he has been appointed bydirect recruitment irrespective of the fact that the officer washolding the earlier post on a substantive basis.6.2 A person appointed against a permanent post as a directrecruit with definite conditions of probation is to be confirmed inthe grade with effect from the date on which he successfullycompletes the period of probation. The decision whether heshould be confirmed or his probation extended should be takensoon after the expiry of the initial probationary period, i.e.ordinarily within 6 to 8 weeks and communicated to the employeetogether with the reasons in the case of extension.6.3 Both confirmation and denial of confirmation involveassessment of the work done by the officer concerned and suchassessment can best be done by the DPC. Before confirming aperson, integrity clearance should always be obtained from thevigilance unit of the Ministry/Department concerned. In the caseof confirmation, the DPC should not determine the relative meritof officers but it should assess the officers as ‘Fit’ or ‘Not yet fit’ forconfirmation in their turn on the basis of their performance in thepost as assessed with reference to their service record.6.4 The Union Public Service Commission need not be associatedwith a Departmental Promotion Committee constituted forconsidering the cases of confirmation of officers. The proceedingsof the DPC which considered the confirmation of Group ‘A’ officers,should, however, be sent to the Commission for their approval.While doing so, the cases of officers not considered fit forconfirmation along with their records should be specificallyreferred to the Commission for their approval.6.5 As regards consideration of cases for confirmation of officersunder suspension or in respect of whom disciplinary/criminalcases are pending the same procedure, which is followed by thePage 41 of 41

DPC in respect of promotion of government servants under cloud,should be followed.6.6 If the Recruitment Rules do not prescribe any probation onpromotion post, an officer promoted on regular basis will have allthe benefits that a person confirmed in that grade would have.Where probation is prescribed, the appointing authority will oncompletion of the prescribed period of probation assess the workand conduct of the officer himself and in case the conclusion isthat the officer is fit to hold the higher grade, he will pass an orderdeclaring that the person concerned has successfully completedthe probation. If the appointing authority considers that the workof the officer has not been satisfactory or needs to be watched forsome more time, he may revert him to the post or grade fromwhich he was promoted, or extend the period of probation, as thecase may be.6.7 Passing of typewriting test for persons appointed as LDC bypromotion from Group ‘D’ or by direct recruitment through SSC orotherwise or by other methods including appointment oncompassionate grounds etc. is compulsory for confirmation unlessthey are exempted from passing the typewriting test. They wouldbe eligible for regularisation/confirmation in LDC grade from adate not earlier than the date of exemption or the date of the testat which they passed the typing test, as the case may be.Page 42 of 42

7. SENIORITY7.1 Fixation of Seniority on Appointment and Promotion is a veryimportant function of the Establishment Section. Correct seniorityfixation facilitates smooth functioning of the organization and avoidsunnecessary litigation.7.2 Seniority to be determined by the order of merit indicatedat the time of initial appointment7.2.1 The seniority of government servants is determined inaccordance with the general principles of seniority contained inM.H.A. O.M. No.9/11/55-RPS, dated the 22nd December, 1959 asamended from time to time. One of the basic principles enunciated inthe said OM is that, seniority follows confirmation and consequentlypermanent officers in each grade shall rank senior to those who areofficiating in that grade.7.2.2 This principle came under judicial scrutiny in a number ofcases in the past. In one of the important judgments delivered by theApex Court on 2.5.1990, in the case of Class II Direct RecruitsEngineering Officers' Association Vs. State of Maharashtra, the Courtheld that once an incumbent is appointed to a post according to arule, seniority has to be counted from the date of his appointment andnot according to the date of confirmation.7.2.3 Accordingly, in modification of the 1959 OM the seniority of aperson regularly appointed to a post is now determined by the order ofmerit indicated at the time of initial appointment and is not based onthe date of confirmation.7.3 Seniority of Direct Recruits and Promotees7.3.1 The relative seniority of all direct recruits is determined by theorder of merit in which they are selected for such appointment on therecommendations of the UPSC or other selecting authority. Personsappointed as a result of an earlier selection will be senior to thoseappointed as a result of a subsequent selection.7.3.2 Where promotions are made on the basis of selection by a DPC,the seniority of such promotees shall be in the order in which they arerecommended for such promotion by the Committee. Wherepromotions are made on the basis of seniority, subject to the rejectionof the unfit, the seniority of persons considered fit for promotion at thesame time shall be the same as the relative seniority in the lower gradePage 43 of 43

from which they are promoted. Where, however, a person isconsidered unfit for promotion and is superseded by a junior, suchpersons shall not, if he is subsequently found suitable and promoted,take seniority in the higher grade over the junior persons who hadsuperseded him.7.3.3 Where persons recruited or promoted initially on a temporarybasis are confirmed subsequently in an order different from the orderof merit indicated at the time of their appointment, seniority would bedetermined by the order of merit indicated at the time of initialappointment and not according to the date of confirmation.7.3.4 The relative seniority of direct recruits and of promotees shallbe determined according to the rotation of vacancies between directrecruits and promotees which shall be based on the quota of vacanciesreserved for direct recruitment and promotion respectively in theRecruitment Rules.7.3.5 If adequate number of direct recruits do not become availablein any particular year, rotation of quotas for the purpose ofdetermining seniority would take place only to the extent of theavailable direct recruits and the promotees.7.4 Seniority of Absorbees7.4.1 The relative seniority of persons appointed by absorption to aCentral service from the subordinate office of the Central Governmentor other departments of the Central or a State Government willnormally be counted from the date of absorption. If he has, however,been holding already (on the date of absorption) the same orequivalent grade on regular basis in his parent department, suchregular service in the grade shall also be taken into account in fixinghis seniority, subject to the condition that he will be given seniorityfrom the date he has been holding the post on deputation or the datefrom which he has been appointed on a regular basis to the same orequivalent grade in his parent department whichever is earlier.7.4.2 Where such absorption is effected against specific quotasprescribed in the Recruitment Rules, the relative seniority of suchabsorbees vis-a-vis direct recruits or promotees shall be determinedaccording to the rotation of vacancies which shall be based on thequotas reserved for absorption, direct recruitment and promotionrespectively in the Recruitment Rules.7.4.3 Where a person is appointed by absorption in accordance withthe provisions in the Recruitment Rules providing for such absorptionin the event of non-availability of suitable candidate by directrecruitment or promotion, such absorbee shall be grouped with directPage 44 of 44

ecruits or promotees, as the case may be. He shall be ranked belowall direct recruits or promotees, as the case may be, selected on thesame occasion.7.4.4 In case the dates of absorption of two or more persons, selectedfrom different sources on the same occasion are the same and theseniority is given from the date of absorption, then their inter-seseniority will be determined in accordance with their inter-se order ofmerit 15[1] .7.5 Seniority in Special Types of Cases7.5.1 Fixation of seniority of a government servant reverted to alower post/grade/service as a measure of penalty andsubsequently promoted to a higher postIn cases where a government servant is reduced to a lowerservice, grade or post, or to a lower time-scale, the order imposing thepenalty of reduction to a lower service, grade or post or to a lowertime-scale may or may not specify the period of reduction. Where theorder does not specify the period of reduction and there is coupledwith it an order declaring the government servant permanently unfitfor promotion, the question of re-promotion will, obviously, not arise.In other cases where the period of reduction is not specified, thegovernment servant should be deemed to be reduced for an indefiniteperiod, i.e., such date as, on the basis of his performance subsequentto the order of reduction, he may be considered fit for promotion. Onre-promotion the seniority of such a government servant should bedetermined by the date of promotion. In all such cases, the personloses his original seniority in the higher service, grade or post inentirety. On re-promotion, the seniority of such a government servantshould be determined by the date of re-promotion irrespective of theservice rendered by him in such service, grade or post prior to hisreduction.7.5.2 The more common course is to specify the period of reductionand except when it is intended to debar a government servant frompromotion permanently, it is the preferable course. An order imposingthe penalty or reduction to a lower service, grade or post or to a lowertime scale should invariably specify:(i) the period of reduction, unless the clear intention is that thereduction should be permanent or for an indefinite period.15[1] See judgment dated 14.12.1999 of Apex court in case of Sh.Rooplal & others vs.Lt.Governor of Delhi and also DP&T OM No.20011/1/2000-Estt.(D) dated 27.03.2001Page 45 of 45

(ii) whether on such re-promotion, the government servant willregain his original seniority in the higher service, grade or post orhigher time-scale which had been assigned to him prior to theimposition of the penalty.7.5.3 In cases where the reduction is for a specified period and is notto operate to postpone future increments, the seniority of thegovernment servant may, unless the terms of the order ofpunishment, provide otherwise, be fixed in the higher service, gradeor post or the higher time-scale at what it would have been but for hisreduction.7.5.4 Where the reduction is for a specified period and is to operateto postpone future increments, the seniority of the governmentservant on re-promotion may, unless the terms of the order ofpunishment provide otherwise, be fixed by giving credit for the periodof service rendered by him in the higher service, grade or post orhigher time-scale.7.6 Fixation of inter-se seniority of the staff rendered surplusand re-deployed on different occasions but in the sameoffice7.6.1 When an employee is declared surplus in a particular grade inan office and is re-deployed in a grade in another office, he is notallowed to count his service in his previous office towards seniority inthe office where he is re-deployed 16[2] . Such employees are to betreated as fresh entrants in the matter of their seniority, promotionetc.7.6.2 When two or more surplus employees of a particular grade inan office are selected on different dates for absorption in a grade inanother office, their inter se seniority in the latter office will be sameas in their previous office provided that-(i) (i) No direct recruit has been selected forappointment to that grade in between these dates; and(ii) (ii) If there are no fixed quotas for direct recruitmentand promotion to the grade in question in the new officeand no promotee has been approved for appointment tothat grade in between these dates.7.6.3 When two or more surplus employees of a particular grade inan office are simultaneously selected for re-deployment in anotheroffice in a grade, their inter-se seniority in the particular grade, on16[2]MHA OM No. 9/11/55-RPS, dated the 22nd December, 1959.Page 46 of 46

deployment in the latter office, would be the same as it was in theirprevious office.7.6.4 The above orders would not be applicable in respect ofpersonnel who are appointed on the recommendations of the UPSC toposts/services, to which recruitment is made through theCommission. Seniority of surplus officers appointed on therecommendations of the Commission will be decided on merits inconsultation with the Commission 17[3] .7.7 No loss of seniority of promoted SC/ST employees byvirtue of rule of reservation/roster7.7.1 The seniority of a person appointed to a post is determinedaccording to the general Principle 5 (i) contained in MHA O.M.No.9/11/55-RPS dated 22.12.1959 and Para 2.2 in DoP&T O.M.No.22011/7/86-Estt. (D) dated 3.7.1986 read with DP&T, O.M.No.20011/5/90-Estt. (D) dated 4.11.1992. Seniority of such personsis determined by the order of merit indicated at the time of initialappointment and seniority of persons promoted to various grades isdetermined in the order of selection for such promotion. Thus, as perthe aforementioned instructions, persons appointed through anearlier selection would en bloc be senior to those promoted throughsubsequent selection.7.7.2. This position was reviewed subsequent to the judgment of theSupreme Court, dated 10.10.1995 in the case of Union of India v.Virpal Singh Chauhan, etc. [JT 1995 (7) SC 231] and it was decidedvide DP&T, O.M. No.20011/1/96-Estt.(D), dated 30.1.1997, to modifythe then existing policy by addition of the proviso to general Principle5 (i) contained in MHA (now DP&T), O.M. No.9/11/55-RPS, dated22.12.1959 and Para 2.2 in DP&T, O.M. No.22011/7/86-Estt.(D),dated 3.7.1986, which stipulated that if a candidate belonging to theScheduled Caste or the Scheduled Tribe is promoted to an immediatehigher post/grade against a reserved vacancy earlier than his seniorgeneral/OBC candidate who is promoted later to the said immediatehigher post/grade, the general/OBC candidate will regain hisseniority over such earlier promoted candidate of the Scheduled Casteand the Scheduled Tribe in the immediate higher post/grade.7.7.3. The Government have now decided to negate the effects of theDoP&T, O.M., dated the 30th January, 1997 by amending Article16(4-A) of the Constitution right from the date of its inclusion in theConstitution, i.e., 17th June, 1995, with a view to allow thegovernment servants belonging to SCs/STs to retain the seniority inthe case of promotion by virtue of rule of reservation. In other words,17[3]Also see G.O.I., M.H.A. O.M. Nos. 10/1/63-Estt(D), dated the 30 November, 1963 and9/22/68-Estt.(D), dated the 6th February, 1969.Page 47 of 47

the candidates belonging to general/OBC category promoted later willbe placed junior to the SC/ST government servants promoted earliereven though by virtue of the rule of reservation.7.7.4. Therefore, in pursuance of the aforementioned Constitution(Eighty-Fifth) Amendment Act, 2001, it has been decided as follows:i. (a) SC/ST government servants shall, on their promotion byvirtue of rule of reservation/roster, be entitled to consequentialseniority also; and(b) the above decision shall be effective from 17th June, 1995.ii. The instructions contained in DoP&T, O.M. No.20011/1/96-Estt.(D), dated 30.1.1997 as well as the clarifications contained inDoP&T, O.M. No.20011/2/97-Estt.(D), dated 21.3.1997 shall standwithdrawn with effect from 30.1.1997 itself.iii. Seniority of government servants determined in the light ofO.M., dated 30.1.1997 shall be revised as if that OM was neverissued.iv. (a) On the basis of the revised seniority, consequential benefitslike promotion, pay, pension, etc., should be allowed to the concernedSC/ST Government servants (but without arrears by applyingprinciple of ‘no work no pay’)(b) For this purpose, senior SC/ST government servant may begranted promotion with effect from the date of promotion oftheir immediate junior General/OBC government servant.(c) Such promotion of SC/ST government servant may beordered with the approval of Appointing Authority of the post towhich the government servant is to be promoted at each levelafter following normal procedure of DPC (including consultationwith UPSC).v. Except seniority, other consequential benefits like promotion,pay, etc., (including retiral benefits in respect of those who havealready retired) allowed to general/OBC government servant by virtueof implementation of O.M. dated 30.1.1997 and/or in pursuance ofthe directions of CAT/Court should be protected as personal tothem 18[4] .18[4]G.I., Dept. of Per. & Trg., O.M. No.20011/1/2001-Estt.(D), dated the 21st January, 2002.Page 48 of 48

8. ANNUAL CONFIDENTIAL REPORTS8.1 The Annual Confidential Reports of the government servantsare written with a view to adjudge their performance every year inthe areas of their work, conduct, character and capabilities.8.2 The system of writing confidential reports has two mainobjectives. First and foremost is to improve performance of thesubordinates in their present job. The second is to assess theirpotentialities and to prepare them for the jobs suitable to theirpersonality. The columns of ACRs are, therefore, to be filled up bythe Reporting, Reviewing and Accepting authorities in an objectiveand impartial manner.8.3 Timely Completion of Confidential Reports.8.3.1 The delay in writing of the confidential reports delays holdingof DPCs for promotion & confirmation, awards of PPM/PM,forwarding of applications for higher posts etc. which cause unduehardship to the employees whose cases are due for consideration.The confidential reports should, therefore, be written strictly inaccordance with the following prescribed time schedule.Initiation of ACRsNature of ActionDate by which action is to be completed inrespect of CRs to be written on the basis ofCalendar yearFinancial YearDistribution of Blank ACR 31st Dec.31st Marchforms to all concernedSubmission of self-appraisal to 15th Jan.15th AprilReporting OfficerSubmission of report by Reporting Officer to Reviewing OfficerWhere self-appraisal by 6th Feb.7th Mayreported officer is prescribedWhere self -appraisal by 21st Jan.21st Aprilreported officer is notprescribed.Where officer reported upon is 21st Feb.22nd Mayhimself a reporting officer forsubordinates under himReport to be completed by the Reviewing Officer and send to the CRPage 49 of 49

Sec./Cell Accepting Authority.Where due date for Reporting 22nd Feb.Officer is 6th Feb. (Calendaryear CRs) and 7th May(Financial year CRs)Where due date for Reporting 6th Feb.Officer is 21 st Jan (Calendaryear CRs) and 21st April(Financial year CRs)Where due date for Reporting 8th MarchOfficer is 21st Feb. (Calendaryear CRs) and 22nd May(Financial year CRs)23rd May7th May5th June8.3.2 Reporting officer should not wait till the expiry of the time-limitas per the time schedule for submission of self-appraisal of theofficer to be reported upon and should remind the officer to bereported upon in writing, asking him to submit the self-appraisal bythe stipulated date. If the officer to be reported upon fails to submitthe self-appraisal by the stipulated date, the reporting officer shouldobtain another blank CR form and proceed to write the report onthe basis of his experience of the work and conduct of the officerreported upon. While doing so, he should also point out the failureof the officer reported upon to submit his self-appraisal within thestipulated time which should be viewed adversely.8.4 Eligibility to write a Confidential Report(i) The reporting/reviewing authority can write/review theconfidential report of an officer if it has at least an experience ofthree months of work and conduct of the officer reported upon. Theofficer reported upon need not submit his self-appraisal if the periodof observation of his work and conduct by the reportingofficer/reviewing authority is less than three months.(ii) The period during which the officer reported uponremains on Earned Leave/Commuted Leave, should be deducted forcalculating the required period of 3 months for writing of CR,because the work and conduct of the officer is actually notsupervised during the leave period. 19[1](iii)If the period of observation happens to be less thanthree months, this fact only need to be indicated in the report or a19[1]DOPT ID No. 245/58/2001-AVD.II dated 21.8.2001Page 50 of 50

non-initiation certificate in this regard may be prepared and placedin the CR dossier.8.5 Mention of warning/reprimandsThere may be an occasion when a superior officer may find itnecessary to criticize adversely the work of an officer working underhim or he may call for an explanation for some act of omission orcommission and taking all the circumstances into consideration, itmay be felt that while the matter is not serious enough to justify theimposition of the formal punishment of censure, it calls for someformal action such as communication of a writtenwarning/displeasure/reprimand. Where such awarning/displeasure/reprimand is issued, it should be placed in thepersonal file of the officer concerned. At the end of the period ofreport, the reporting officer, while writing the confidential report ofthe officer, may decide not to make a reference in the confidentialreport to the warning/ displeasure/reprimand, if, in the opinion ofthat authority, the performance of the officer reported on after theissue of the warning/displeasure/reprimand has improved and hasbeen found satisfactory. If, however, the reporting authority comesto the conclusion that despite suchwarning/displeasure/reprimand, the performance of the officerreported upon has not improved, in that case, copy/copies of thewarning/displeasure/reprimand should be placed in the CR dossieras an annexure to the confidential report for the relevant period. Theadverse remark should also be conveyed to the officer and hisrepresentation, if any against the same, be disposed of, inaccordance with the instructions issued by the government fromtime to time.8.6 Filling up column relating to integritySupervisory officers should maintain a confidential diary inwhich instances which create suspicion about the integrity of asubordinate should be noted from time to time and action to verifythe truth of such suspicions should be taken expeditiously bymaking confidential enquiries departmentally. At the time ofrecording the annual confidential report, action should be taken inaccordance with the following:(i) The column pertaining to integrity in the ACR should beleft blank and a separate secret note about the doubts andsuspicions regarding the officer’s integrity should be recordedsimultaneously and followed up.Page 51 of 51

(ii) A copy of the secret note should be sent together withthe ACR to the next superior officer who would ensure that thefollow-up action is expedited.(iii) If, as a result of the follow-up action, an officer isexonerated, his integrity should be certified and an entry made inthe ACR. If suspicions regarding his integrity are confirmed, this factcan also be recorded and duly communicated to the officerconcerned.(iv) There are occasions when a reporting officer cannot infairness to himself and to the officer reported upon, either certifyintegrity or make an adverse entry, or even be in possession of anyinformation which would enable him to make a secret report to thehead of the department. Such instances can occur when an officer isserving in a remote station and the reporting officer has not hadoccasion to watch his work closely or when an officer has workedunder the reporting officer only for a brief period or has been on longleave, etc. In all such cases, the reporting officer should make anentry in the integrity column to the effect that he has not watchedthe officer's work for sufficient time to be able to make any definiteremark or that he has heard nothing against the officer's integrity,as the case may be. But, it is necessary that a superior officershould make every effort to form a definite judgement about theintegrity of those working under him, as early as possible, so thathe may be able to make a positive statement.(v) There may be cases in which after a secret report / notehas been recorded expressing suspicion about an officer's integrity,the enquiries that follow do not disclose sufficient material toremove the suspicion or to confirm it. In such a case, the officer'sconduct should be watched for a further period, and in themeantime, he should, as far as practicable, be kept away frompositions in which there are opportunities for indulging in corruptpractices.8.6.1 Specific mention should be made in the confidential reports ofofficers working in or holding charge of Top Secret / Secret Sectionsabout their trustworthiness especially in matters affectingdepartmental security.8.7 Recording of Adverse Remarks in the Confidential ReportNo employee should be adversely affected by prejudicial reportsrecorded without fullest consideration. At the same time, nonePage 52 of 52

should be rewarded by excessively flattering reports which are notbased on facts. With a view to enabling the Reporting Officers tomake correct overall assessment of the work and conduct of theirsubordinates, the reporting officers are required to maintainmemorandum of services in respect of each officer employed underthem. All instances of good and bad work coming to the notice ofthe reporting officers should be promptly noted in the memo ofservices. The entries in the memo of services should be based onfacts and documentary evidence. With a view to checking uppossibilities of prejudicial reports or excessively flattering reports,the following procedure is prescribed:a) The memo of services should invariably be consulted at thetime of writing the annual report though the report itselfshould necessarily be based on the employee's performanceduring the year as a whole.b) Where an adverse remark is recorded in respect of an officialhaving consistently good record, some details regarding thesame should invariably be given.c) The report should give a clear opinion on the main points likecharacter, integrity, industry etc.d) There should be no hesitation on the part of the reportingofficers to record adverse remarks in justified cases.e) Reporting Officers should not be in a hurry to write all thereports on one day.8.8 Communication of Adverse Remarks in the Confidential Report(i) All adverse entries in the confidential report, both onperformance as well as on basic qualities and potential should becommunicated along with a mention of good points within a monthof their being recorded. This communication should be in writingand a record to that effect should be kept in the CR Dossier of theofficer reported upon. Only such of the adverse entries as areaccepted by the countersigning authority, if any, need becommunicated.(ii) “Average” may not be taken as adverse remark in respectof an officer, at the same time, it cannot be regarded ascomplimentary to the officer, as “Average” performance should beregarded as routine and undistinguished.Page 53 of 53

(iii) Adverse remarks should be communicated by thereviewing officer or by the reporting officer in case there is noreviewing officer.(iv)not be communicated.Remarks about physical defects noted in the CR need(v) The grading of officers on the basis of the generalremarks in the report should not be communicated, even if it isadverse.(vi) Care should be taken to ensure that the remarks arecommunicated in such a form that the identity of the officer makingparticular remarks is not disclosed.8.9 Representation against adverse remarks(i) Only one representation against adverse remarks(including reference to ‘warning’ or communication of displeasure ofthe government or ‘reprimand’ which are recorded in theconfidential report of the government servant) should be allowedwithin one month of their communication. While communicatingthe adverse remarks, the time limit should be brought to the noticeof the officer reported upon. However, the competent authoritymay, in its discretion, entertain a representation made beyond thistime if there is satisfactory explanation for the delay.(ii) Authority deciding the representation against theadverse remarks should be the authority superior to Accepting /Countersigning authority.(iii) All representations against adverse remarks should bedecided expeditiously by the competent authority and in any casewithin three months from the date of submission of therepresentation. But this does not mean that if it is not done withinthis period, the adverse remarks get expunged automatically. Theonly provision is that when a representation has been submittedwithin the prescribed time-limit, no note will be taken on theadverse remarks during the period of pendency of therepresentation. The aggrieved employee may, however, approachthe higher authorities for redressal of his grievance in this regard, ifany.8.10 Expunging of adverse remarksPage 54 of 54

In the circumstances, where on consideration of arepresentation against adverse remarks, the competent authoritycomes to the conclusion that the remarks deserve to be expunged, itshould see whether totally expunging of the remarks will leave therelevant column(s) blank, and if it finds the position to be so, itshould order modification of the relevant remarks in a suitablemanner so that column(s) in question does/do not remain blank.8.11 Reporting / Reviewing of ACRs after retirementDOP & T OM No.21011/1/77-Estt dated 30.1.78 provides thatwhere a reporting officer retires or otherwise demits office, he maybe allowed to give the report on his subordinates within one monthof his retirement or demission of office. This provision has beenfurther extended vide DOP&T OM No. 21011/1/93-Estt.(A) dated14.1.1993 to the reviewing officer also to enable him to review ACRsof his subordinates within one month after his retirement ordemission of office.8.12 Writing of reports by officers under suspensionNo officer under suspension should be allowed to write / reviewthe ACRs of his subordinates if during the major part of writing /reviewing he is under suspension as he might not have fullopportunity to supervise the work of his subordinates.8.13 Writing of ACRs of officers on deputationCentral Government officers who are deputed to otherDepartment / State Government or are on foreign service, theconfidential rolls should be maintained by their parent departmentand periodicity of such confidential reports should be the same asin the parent department. It will be the responsibility of the parentdepartment to obtain the reports of their officers on deputation andmaintain them.8.14 Writing of ACRs of officers on deputation in CBI8.14.1 Confidential Report in respect of deputationist officers in CBIshould invariably be prepared in duplicate so that one copy of theACR may be sent to the parent department of the officer reportedupon. In such ACR, complete address of State/Department fromwhich the officer has come on deputation should also be giveninvariably in the relevant column of the confidential report so thatone copy of the report could be sent to his parent department.Page 55 of 55

8.14.2 DOP&T vide UO NO. 245/24/96-AVD.II dated 4.4.96 hasclarified that Confidential Reports of officers on deputation to CBIfrom State Police Forces/CPOs/Other departments other than AISofficers, should be recorded in the ACR format prescribed for postsin CBI. Confidential Reports of AIS officers will continue to berecorded in the ACR proforma prescribed in their service.8.15 Retention/Custody of CR Dossiers of retired governmentservant whose cases are pending in Courts and UPSCThe ACRs of the officers who have retired will be preserved /kept in safe custody till the time for filing of an appeal, has lapsed ortill a final decision in the appeal, filed by an officer in the Court, hasbeen taken or the promotion case of the officer is pending withUPSC 20[2] .8.16 Initiation of Confidential Reports by D.Is.G (Incharge ) inCBI8.16.1 Policy Division in its circular No. 2/CRs/JD(P)/CBI/94/2135dated 14.11.1994 has pointed out that in some of the regions, wherethe charge of DIG has been entrusted to the senior most SsP, theConfidential Reports of Superintendent of Police of that Region arebeing initiated by the DIsG incharge and as per Rules for initiationof Confidential Rules, it is improper. In such cases where CR is tobe initiated by the DIG and where there is no regular DIG, the CRsshould be initiated by the next superior authority i.e. ReviewingAuthority.8.16.2 Similar analogy may also be applied in respect of initiation ofConfidential Reports by Superintendent of Police (Incharge).8.16.3 For detailed instructions on the subject, the reporting/reviewing/accepting authorities may refer to instructions issued bythe Government and CBI from time to time.20[2]OM No.21011/6/2001-Estt(A) dated 14.5.2001Page 56 of 56

9. PROMOTION9.1 The regular promotions of the government employees aregenerally decided on the basis of recommendations made by theDepartmental Promotion Committees. The Departmental PromotionCommittees are constituted to judge the suitability of officers for -(a)(b)promotions to “Selection” as well as "Non-selection" postsassessment of the work and conduct of probationers for thepurpose of determining their suitability for retention in serviceor their discharge from it or extending their probation andsubsequent confirmation if found suitable for retention inservice.9.2 The UPSC should be associated with DPCs in respect of allCentral Civil Services/posts belonging to Group 'A' where promotion isbased on the principles of “Selection cum Seniority” unless it hasbeen decided by the Government not to associate the UPSC with aGroup 'A' DPC. The UPSC need not be associated in respect of theposts belonging to Group 'A', if the promotion is based not on theprinciples of "Selection" but on “seniority-cum-fitness” only. Wheneverthe UPSC is associated with a DPC, the Chairman or a Member of theCommission will preside over the meeting of the DPC.9.2.1 Where the Recruitment/Service Rules lay down promotion asone of the methods of recruitment, some period of service in the feedergrade is generally prescribed as one of the conditions of eligibility forthe purpose of promotion.9.2.2 The eligibility dates for determining the eligibility of officers forpromotion would be the first day of the crucial year, i.e. January, 1irrespective of whether ACRs are written financial year-wise orcalendar year-wise.9.3 Zone of ConsiderationIn the normal zone of consideration, field of choice from theeligible officers is to be kept as twice the number of vacancies + 4.However, in case the vacancies are reserved for SC/ST also, then thefield of choice is to be extended upto 5 times of the number ofvacancies. This zone is called as an extended zone for considerationfor SC/ST. The normal zone and the extended zone for vacancies willaccordingly be as follows:-Page 57 of 57

No. ofvacanciesNormal ZoneZone forconsiderationfor SC/ST1 5 52 8 103 10 154 12 205 and above Twice thenumberof vacancies+ 45 times thenumber of vacancies9.4 Guidelines for DPCsThe following guidelines are laid down to regulate theassessment of suitability of candidates by DPCs:9.4.1 While merit has to be recognised and rewarded, advancementin an officer's career should not be regarded as a matter of course, butshould be earned by dint of hard work, good conduct and resultorientedperformance as reflected in the annual confidential reports andbased on strict and rigorous selection process.9.4.2 Confidential Reports are the basic inputs on the basis of whichassessment is to be made by each DPC. The evaluation of CRs shouldbe fair, just and non-discriminatory. Hence, the DPC should assessthe suitability of the employees for promotion on the basis of theirService Records and with particular reference to the CRs for fivepreceding years irrespective of the qualifying service prescribed in theService/Recruitment Rules. (If more than one CR has been written fora particular year, all the CRs for the relevant years shall be consideredtogether as the CR for one year).9.4.3 Where one or more CRs have not been written for any reasonduring the relevant period, the DPC should consider the CRs of theyears preceding the period in question and if in any case even these arenot available, the DPC should take the CRs of the lower grade intoaccount to complete the number of CRs required to be considered asper above para. If this is also not possible, all the available CRs shouldbe taken into account.9.5 Principles to be observed for preparation of panel9.5.1 In case of ‘selection’ (merit) promotion, the hitherto existingdistinction in the nomenclature (‘selected by merit’ and ‘selection-cum-Page 58 of 58

seniority) is dispensed with and the mode of promotion in all suchcases is rechristened as ‘selection’ only. The element of selectivity(higher or lower) shall be determined with reference to the relevantbenchmark (“Very Good” or “Good”) prescribed for promotion.9.5.2. The DPC shall determine the merit of those being assessed forpromotion with reference to the prescribed benchmark and accordinglygrade the officers as ‘fit’ or ‘unfit’ only. Only those who are graded ‘fit’(i.e. who meet the prescribed benchmark) by the DPC shall be includedand arranged in the select panel in order of their inter-se seniority inthe feeder grade. Those officers who are graded ‘unfit’ (in terms of theprescribed benchmark) by the DPC shall not be included in the selectpanel. Thus, there shall be no supersession in promotion among thosewho are graded ‘fit’ (in terms of the prescribed benchmark) by theDPC 21[1] .9.6 Procedure to be followed by DPC in respect of governmentservants under cloud9.6.1 At the time of consideration of the cases of governmentservants for promotion, details of government servants in theconsideration zone for promotion falling under the following categoriesshould be specifically brought to the notice of the DepartmentalPromotion Committee:i. Government servants under suspension;ii. Government servants in respect of whom a charge-sheet hasbeen issued and the disciplinary proceedings are pending; andiii. Government servants in respect of whom prosecution for acriminal charge is pending.9.6.2 The DPC shall assess the suitability of the government servantscoming within the purview of the circumstances mentioned abovealong with other eligible candidates without taking into considerationthe disciplinary case/criminal prosecution pending. The assessmentof the DPC, including “Unfit for Promotion”, will be kept in a sealedcover.9.6.3 The same procedure outlined in the above para will be followedby the subsequent Departmental Promotion Committees convened tillthe disciplinary case/criminal prosecution against the governmentservant concerned is concluded.21[1]Govt. of India OM No. 35034/7/97-Estt.(D) dated 08.02.2002.Page 59 of 59

9.7 It has been decided that the “Sealed Cover Procedure”prescribed in the Department of Personnel and Training, OM No.22011/4/91-Estt.(A) dated 14.9.1992 22[2] referred to above may befollowed at the time of consideration for ad hoc promotion also in thecase of government servants -(i) who are under suspension;(ii) in respect of whom a charge-sheet has been issued and thedisciplinary proceedings are pending; and(iii) in respect of whom prosecution for a criminal charge ispending 23[3] .9.8 Processing of recommendations of DPCThe recommendations of the DPC are advisory in nature andshould be duly approved by the appointing authority. A clearancefrom the Vigilance Section of the Office/Department should also beobtained before making actual promotion or confirmation of officerapproved by DPC to ensure that no disciplinary proceedings arepending against the officer concerned. Promotion should be madestrictly in the order in which the names of the officers appear in thepanel.9.9 Refusal of promotion9.9.1 When a government employee does not want to accept an offerof promotion, he may make a written request to that effect and thesame will be considered by the appointing authority. If the reasonsadduced for refusal of promotion are acceptable to the appointingauthority, the next person in the select list may be promoted.However, since it may not be administratively possible or desirable tooffer appointment to the persons who initially refused promotion, onevery occasion on which a vacancy arises, during the period of validityof the panel, no fresh offer of appointment on promotion shall bemade in such cases for a period of one year from the date of refusal offirst promotion or till a next vacancy arises, whichever is later. On theeventual promotion to the higher grade, such government servant willlose seniority vis-a-vis his juniors promoted to the higher grade earlierirrespective of the fact whether the posts in question are filled byselection or otherwise. The above mentioned policy will not applywhere ad hoc promotions against short-term vacancies are refused.22[2]DP&T OM No. 22011/4/91-Estt.(A) dated 14.9.92.23[3]Govt of India Pers. & Trg. OM No. 28036/2/98-Estt.(D) dated 23.2.99.Page 60 of 60

9.9.2 In cases where the reasons adduced by the officer for hisrefusal for promotion are not acceptable, the appointing authorityshould enforce the promotion of the officer and in case the officer stillrefuses to be promoted, then even disciplinary action can be takenagainst him for refusing to obey the orders of the appointingauthority.9.10 Validity of a panel9.10.1 The panel for promotion drawn up by DPC for 'selection' postswould normally be valid for one year. It should cease to be in force onthe expiry of a period of one year or when a fresh panel is prepared,whichever is earlier.9.10.2. The date of commencement of the validity of panel will be thedate on which the DPC meets. In case the DPC meets on more thanone day, the last date of the meeting would be the date ofcommencement of the validity of the panel. In case the panel requires,partially or wholly, the approval of the Commission, the date ofvalidity of panel would be the date (of Commission's letter)communicating their approval to the panel. It is important to ensurethat the Commission's approval to the panel is obtained, wherenecessary, with the least possible delay.9.11 Assured Career Progression SchemeThe Assured Career Progression Scheme for CentralGovernment employees was introduced by the Government of India onthe recommendations of the Fifth Central Pay Commission to dealwith the problem of genuine stagnation and hardship faced by theemployees owing to lack of adequate promotional avenues. Thisscheme is operational since 9th August, 1999, for group 'B', 'C' and'D' employees only. Casual employees (including those holdingtemporary status), ad-hoc & contract employees are not covered inthis scheme. The salient features of the scheme are:(i) The ACP Scheme provides merely placement ofgovernment servants in the higher pay scale upto Rs.14300-18300without regular promotion. It would neither require creation of newposts nor will it have relevancy to the seniority of the governmentservants.(ii) The first financial upgradation under the ACP Scheme isallowed after 12 years of regular service followed by secondupgradation after 12 years of regular service from the date of the firstfinancial upgradation subject to fulfillment of prescribed conditions.Page 61 of 61

Regular service will be counted from the grade in which an employeewas approved as direct recruit. If the first upgradation getspostponed on account of the employee not found fit or due todepartmental proceedings, the second upgradtion would also getdeferred accordingly. In case two prior promotions on regular basishave already been received by an employee, no benefit under the ACPScheme shall accrue to him. In case of an employee declared surplusin his/her organisation and in case of transfer including unilateraltransfer on request, the regular service rendered by him/her in theprevious organisation shall be counted along with his/her regularservice in his/her new organisation for the purpose of giving financialupgradation under the Scheme.(iii) On upgradation under the ACP Scheme pay of anemployee is fixed under the provisions of FR 22 (I) a (1) subject to aminimum financial benefit of Rs.100/- as per the Department ofPersonnel and Training Office Memorandum No.1/6/97-Pay.I datedJuly 5, 1999. The Financial benefit allowed under the ACP Scheme isfinal and no pay fixation benefit shall accrue at the time of regularpromotion i.e. posting against a functional post in the higher grade.(iv) In the matter of disciplinary/penalty proceedings, grantof benefit under the ACP Scheme shall be subject to rules governingnormal promotion. Such cases shall, therefore, be regulated underthe provisions of relevant CCS(CCA) Rules, 1965 and instructionsthereunder.(v) The ACP Scheme contemplates merely placement onpersonal basis in the higher pay-scale/grant of financial benefits onlyand shall not amount to actual/functional promotion of theemployees concerned. Since reservations in promotion are applicableonly in the cases of regular promotions, the reservation roster shallnot apply to the ACP Scheme. However, at the time ofregular/functional (actual) promotion, the Cadre ControllingAuthorities are to ensure that all reservation orders are appliedstrictly. After the introduction of this scheme, the government hasissued various clarifications regarding the same 24[4] .24[4]For details see GOI OM No.35034/1/97-Estt (D) dated: 9.8.99Page 62 of 62

10. FIXATION OF PAY10.1 Various provisions on pay fixation have undergonerationalisation and simplification during the 80’s. The fundamentalrules on these issues have been rewritten accordingly in 1989, so asto consolidate the provisions at one place. The new version of FR 22has substituted old FRs 22, 22-C, 30 and 31.10.2 Fixation on First AppointmentThe pay of the government servant on his first appointment toa post will be fixed at the minimum of the pay scale of that post.10.3 Fixation of Pay on Promotion/Appointment to a higherpost(i) Clause (a) (1) of FR 22 (I) deals with fixation of pay of agovernment servant holding a non-tenure post on his appointmentto another post involving assumption of higher duties andresponsibilities. Such appointment may be in the normal channelof promotion or otherwise, provided the appointment or promotion ismade on fulfillment of the eligibility conditions, as prescribed in therelevant Recruitment Rules.(ii) Initial pay in the time-scale of the higher post is fixed atthe stage next above the notional pay arrived at by increasing hispay in respect of the lower post held by him regularly by anincrement at the stage at which such pay has accrued, or Rs.100/-only whichever is more.Illustrations(a) A government servant drawing pay of Rs. 7075/- w.e.f.01.04.1996 in the pay scale of Rs. 5500-175-9000 is promoted on01.09.1996 to a post in the pay scale of Rs. 6500-200-10500. Hispay shall be fixed as given below:Notional Pay = Rs. 7075Add one notional increment = Rs. 175Notional Pay = Rs. 7250The stage above this pay in the higher pay-scale is Rs. 7300/-.Thus the pay is fixed at Rs. 7300/-Page 63 of 63

Date of next increment (D.N.I.) = 01.09.1997.(b) A government servant drawing pay of Rs. 2660/- in thepay scale of Rs. 2550-55-2660-60-3200 w.e.f. 01.02.1996 ispromoted to a post in the pay scale of Rs. 2610-60-3150-65-3540w.e.f. 16.03.1996.Pay = Rs.2660/-Add one notional increment (Minimum Rs. 100/-) = Rs.2760/-Pay fixed at Next higher stagein the new pay-scale = Rs.2790/-Date of Next Increment =01.03.199710.4 Option for fixation of pay under above rule from the date ofnext increment in the lower grade10.4.1 A government servant is required to exercise option within onemonth from the date of promotion/appointment, to have the pay fixedunder the above rule from the date of promotion itself or from the dateof accrual of next increment in the lower grade/post. In case he optsfor the above rule from the date of next increment, his pay onpromotion is fixed at a stage next above the pay in the lowergrade/post. It is then refixed under the above formula from the dateof accrual of next increment in the lower grade/post. Thus in theillustration (a) above, in case the government servant opts for payfixation as per this rule from the date of next increment, his pay shallbe fixed as follows:(a) On 01.09.1996 the pay of the government servant will befixed in the higher scale at a stage next above Rs.7075/- i.e.Rs.7100/-(b)On 01.04.1997 the pay will be refixed as follows:Pay in the lower grade on 01.04.1997 =Rs.7250/-Notional pay on adding one increment of Rs.175/- =Rs.7425/-Pay to be fixed at next higher stage i.e. Rs.7500/-Date of next increment (DNI) =01.04.1998Page 64 of 64

10.4.2 Thus on comparing the position, it is seen that the governmentservant starts drawing pay of Rs.7500/- from an earlier date i.e. w.e.f.01.04.1997, if he opts for pay fixation under the rule from date of nextincrement (01.04.1997), as against from 01.09.1997 under theprevious option.10.4.3 Option once exercised by the government servant will be final &cannot be changed. In case the government servant does not exercisethe option within one month of his promotion his pay has to be fixedin the scale of the promoted post at the stage above the notional payarrived at by increasing the pay in the lower post by one increment.10.4.4 This option is not admissible to the government servant who isappointed:a) to an ex-cadre post on deputation basis.b) to a post on ad-hoc basis.c) to a post on direct recruitment basis.10.4.5 However, if the ad-hoc promotion is followed by a regularappointment without break, the government servant can exerciseoption within one month from the date of such regular appointmentand the option shall be admissible from the date of initialappointment/promotion. Thus, if he opts for fixation of his pay underthis rule from the date of his next increment, his pay shall be re-fixedfrom initial date of appointment at a stage next above his pay in thelower-grade and under this rule from the date of next increment.10.4.6 For the purposes of pay-fixation, FR 22 III clarifies that anappointment to another post on the same scale of pay or on identicalscale of pay does not involve the assumption of higher duties andresponsibilities. In other cases, decision of the administrative headhas to be obtained. In case the posts belong to different departments,the decision of the Government of India is to be obtained.10.4.7 As already mentioned, the provisions contained in the previous parasare applicable in case of appointment made to a higher post subject tofulfillment of eligibility conditions in the Recruitment Rules. In thecase of appointment made without fulfilling the eligibility criteria, thepay is to be fixed under the above provisions and restricted under FR35. Such appointment may be on promotion or otherwise.Page 65 of 65

10.5 Treatment of Special Pay for purpose of fixation of payon promotionWhen the special pay is granted for specific addition to dutiesor for arduous nature of work, the pay in the higher post is fixed withreference to pay drawn in the lower post and special pay does notcount towards such pay. However, if the pay so fixed in the higherpost happens to be less than the pay plus special pay being drawn inthe lower post at the time of promotion, the difference is protected aspersonal pay subject to the following conditions:i) It must be certified that but for his appointment to the otherpost, the government servant would have continued to drawspecial pay.ii) The protection will only be for so long as the governmentservant could have continued to draw the special pay.iii) The personal pay will be absorbed in subsequent increases ofpay.10.6 Fixation of Pay on appointment to another post notinvolvinghigher duties & responsibilitiesSub-clause (2) of FR 22 I deals with fixation of pay onappointment, from one post to another, when such an appointmentdoes not involve assumption of higher duties and responsibilities. Payis fixed at the same stage in the new-scale, as is being drawn in theearlier post on the date of such appointment. However, if there is nosuch stage in the new-scale, his pay will be fixed at the next higherstage. While in the earlier case his date of increment remains thesame, in the latter case his date of next increment will be on the Ist ofthe month in which he completes 12 months of appointment to a newpost.Illustrations(a) A government servant drawing pay of Rs.15000/- w.e.f.01.07.1996 in the pay scale of Rs.12000-375-16500 is appointed toanother post in the pay scale of Rs.14300-400-18300 from01.02.1997. As there is no stage as Rs.15000/- in the new scale,his pay will be fixed at Rs.15100/- with the date of next incrementas 01.02.1998.On such appointment, the government servant has the optionto come over to the new-scale from the date of his appointment tosuch post or from the date of his next increment in the earlier post.Page 66 of 66

(b) In the above case, if he opts to come over to the newpay-scale from the date of his next increment, his pay will be fixedas follows:From 1.2.97 to 30.6.97 he will draw =Rs.15000/-in earlier pay-scalePay on the date of next increment in thelower pay-scale (01.07.1997) =Rs.15375/-Pay to be fixed in the new scale =Rs.15500/-(At the next higher stage there is nostage as Rs. 15375/-)Date of next increment =01.07.1998(c) A government servant drawing pay of Rs.5750/- w.e.f.01.05.1996 in the scale of Rs.5000-150-8000 is appointed on hisown request on 01.01.1997 to the post carrying the scale ofRs.4500-125-7000. His pay will be fixed at Rs.5750/- (same stage)in the lower pay scale, with D.N.I as 01.05.1997. In case he opts forthe new pay-scale from date of next increment i.e. 01.05.1997 (inthe old pay-scale), he will continue to draw Rs.5750/- in the oldpay-scale till 30.04.1997. From 01.05.1997 his pay will beincreased to Rs.5900/- in the pay-scale of Rs. 5000-150-8000. Asthere is no stage as Rs. 5900/- in the pay scale of Rs.4500-125-7000, his pay will be fixed at the next higher stage, i.e. Rs.6000/-and date of next increment shall be 01.05.1998.In the above case if the pay of government servant is Rs.7400/- instead of Rs.5750/- in the earlier post, his pay will be fixedat Rs. 7000/- only, i.e. the maximum of the pay-scale of the lowerpost [FR 22 I(a) 3].10.7 Fixation of pay on appointment on deputation10.7.1 An employee appointed on deputation/foreign service may electto draw either the pay in the scale of pay of deputation/foreignservice post or his basic pay in the parent cadre plus deputation(duty) allowance thereon plus personal pay, if any. The borrowingauthority should obtain the option of the employee within onemonth from the date of joining the ex-cadre post unless theemployee has himself furnished the option.Page 67 of 67

10.7.2 The option once exercised shall be final. However, theemployees may revise the option under the following circumstanceswhich will be effective from the date of occurrence of the same:(a)when he receives proforma promotion or is appointed to nonfunctionalselection grade in his parent cadre;(b)when he is reverted to a lower grade in his parent cadre;(c)when the scale of pay of the parent post on the basis of whichhis emoluments are regulated during deputation/foreignservice or of the ex-cadre post held by the employee ondeputation/foreign service is revised either prospectively orfrom a retrospective date.10.7.3 Based on the revised/same option of the employees, in theevent of proforma promotion/appointment to non-functionalselection grade, revision of scales of pay in the parent cadre, the payof deputationists will be refixed with reference to the revisedentitlement of pay in the parent cadre. However, if the initial optionwas for the pay scale of the deputation post and no change in optionalready exercised is envisaged, the pay already drawn in deputationpost will be protected if the pay refixed is less. If the pay of anemployee in his cadre post undergoes downward revision, the pay inthe ex-cadre post is also liable to be refixed on the basis of revisedpay and in accordance with the revised option or existing option, ifthe employee does not revise his option.10.8 Deputation (Duty) Allowance10.8.1 The deputation (duty) allowance shall be admissible at thefollowing rates:(a)5% of the employee's basic pay, subject to a maximum ofRs.500/- p.m. when the deputation is within the same station.(b)10% of the employee's basic pay, subject to a maximum ofRs.1000/- p.m. in all other cases.10.8.2 The deputation (duty) allowance as above shall be furtherrestricted as under:(i)Pay plus Deputation (Duty) Allowance does not exceed themaximum of scale of pay of ex-cadre post;Page 68 of 68

(ii)In the case where pay scales are dissimilar, then pay plusdeputation (duty) allowance plus DA/ADA/IR etc. does notexceed the pay at the maximum of ex-cadre post plus DA & IRetc. thereon.(iii)Pay plus deputation (duty) allowance as above shall at notime exceed Rs.22400/- p.m.Note: The term "same station" for this purpose will bedetermined with reference to the station where the personwas on duty before proceeding on deputation.Note: When there is no change in the headquarters withreference to the last post held, the deputation should betreated as within the same station and when there is changein headquarters it would be treated as not in the samestation. So far as places falling within the same urbanagglomeration of the old headquarters are concerned, theywould be treated as transfer within the same station.10.8.3 Special rates of deputation (duty) allowance may be admissibleunder separate orders in any particular area on account of thecondition of living there being particularly arduous or unattractive.Where special rate is more favourable than that under what ismentioned above, employees deputed to the area will be given thebenefit of the special rate.10.8.4 Whenever extension of the period of deputation for the fifthyear or the second year in excess of the period prescribed in theRecruitment Rules is granted, it would be on the specificunderstanding that the officer would not be entitled to drawdeputation (duty) allowance. The officers who opted to draw pay inthe scale of the ex-cadre post shall, however, continue to draw payin that scale during the extended tenure also.10.8.5 If any employee with the permission of the competent authorityproceeds on deputation/foreign service from one ex-cadre post toanother ex-cadre post in the same or another organization withoutreverting to his parent cadre, and if the second ex-cadre post is atthe same station as the first ex-cadre post, then the rate ofdeputation (duty) allowance would remain unchanged.10.8.6 In case where a person on deputation/foreign service istransferred by the borrowing authority from one station to anotherwithout any change in the post held by him, the rate of deputationPage 69 of 69

(duty) allowance will remain the same as was decided at the time ofinitial posting and will not undergo any change.10.9 Admissibility of other allowances and benefits while ondeputation/foreign service10.9.1 Any project allowance admissible in a project area in theborrowing organization may be drawn in addition to deputation(duty) allowance.10.9.2 Any special pay (now Special Allowance) granted to anemployee in the parent department under FR 9 (25) or acorresponding rule of parent organization should not be allowed inaddition to deputation (duty) allowance. However, the borrowingdepartment may allow in addition to deputation (duty) allowanceunder special circumstances any special pay attached to the postheld by the employee in his/her parent department, by suitablyrestricting the deputation (duty) allowance. This will require thespecific and prior approval of Department of Personnel & Training.10.9.3 In case special pay is attached to the scale of pay of the excadrepost and the employee has opted to draw pay also in thatscale, in addition to his pay in that scale, he will also be entitled todraw such special pay. However, such special pay will not beadmissible if he has opted to draw grade pay plus deputationallowance.10.9.4 Personal pay, if any, drawn by an employee in his parentdepartment will continue to be admissible on deputation/foreignservice, if he opts to draw grade pay plus deputation allowance. Nodeputation allowance on this personal pay will, however, beadmissible.10.9.5 Increments: The employee will draw increment in the parentgrade or in the grade attached to the deputation post, as the case maybe, depending on whether he has opted for his own grade pay plusdeputation (duty) allowance or the time-scale of the deputation post. Ifhe has opted for time scale of the deputation post, notional incrementshall also continue to accrue to him in the post held on regular basisin parent cadre/organization for the purpose of regulation of pay onreversion back to parent post at the end of tenure.10.9.6 (a) Such allowance as are not admissible to regularemployees of corresponding status in the borrowingorganization, shall not be admissible to the officer onPage 70 of 70

deputation/foreign service, even if they were admissible in theparent organization.(b)Following allowances will be regulated withmutual consent of the lending and borrowing organizations:(i)(ii)(iii)(iv)(v)HRA/CCA.Joining Time and Joining Time pay.Travelling Allowances and Transfer T.A.Children Education Allowance.LTC.(c)Following allowance/facilities will be regulated inaccordance with the rules as explained against each:(i)Dearness Allowance : The employee shall be entitled to dearnessallowance at the rates prevailing in the borrowing organization or inthe lending organization depending on whether he has opted to drawpay in the time-scale of the ex-cadre post or his own grade plusdeputation (duty) allowance.(ii) Medical Facilities : This will be regulated in accordance with therules of the borrowing organization.(iii) Leave : An officer on deputation/foreign service shall be regulated bythe Leave Rules of the parent organization. If, however, an employeeproceeds from vacation department to non-vacation department, orvice versa, he shall be governed by Leave Rules of the borrowingorganization. At the time of reversion from the deputation post to theparent cadre, the borrowing organization may allow him/her leave notexceeding two months. The employee should apply for further leave tohis cadre controlling authority.Page 71 of 71

11. TERMINATION & RESIGNATION11.1 Termination of service of Temporary Government Servants11.1.1 The conditions of service of temporary government servants aregoverned by the provisions in the Central Civil Services (TemporaryService) Rules, 1965. The services of a temporary government servantcan be terminated under Rule 5(1)(a) of these rules which reads asunder:11.1.2 “Rule 5(1)(a) - The services of a temporary government servantshall be liable to termination at any time by a notice in writing giveneither by the government servant to the appointing authority or by theappointing authority to the government servant; and ( b) the period ofsuch notice shall be one month.”(i)The notice shall be delivered or tendered to the governmentservant in person.(ii) Where personal service is not practicable, the notice shall beserved on such government servant by registered postacknowledgment due at the address of the government servantavailable with the appointing authority.(iii) If the notice sent by registered post is returned unserved, itshall be published in the official gazette and upon such publication, itshall be deemed to have been personally served on such governmentservant on the date it was published.11.2 Resignation from service11.2.1 Resignation must be tendered to the appointing authority inrespect of the service or post in question, who is competent to acceptit. It should be clear and unconditional. Resignation from service willgenerally be accepted straightaway. However, before acceptance ofresignation, prior vigilance clearance from the competent authority ismandatory.11.2.2 Resignation from service or a post, unless it is allowed to bewithdrawn in public interest by the appointing authority, entailsforfeiture of past service except in the cases for taking up anotherappointment whether temporary or permanent with proper permissionunder the government. If a government servant applied for the post inthe same or another department through proper channel and onPage 72 of 72

selection, he/she is required to resign from the previous post foradministrative reasons, it is to be treated as technical resignation andthe past service is to be taken as qualifying service for the purposes ofpension etc. The past service of such government servant also entitleshim the benefits of fixation of pay and the leave due to his/her crediton the day of resignation. In all cases of acceptance of resignation, thecompetent authority shall insist, as a mandatory measure, priorvigilance clearance, before taking decision on the request forresignation. When an authority refers a case for vigilance clearance,the authority competent to accord vigilance clearance should ensureexpeditious consideration of the request. For the purpose ofexpeditious disposal of cases of resignation/termination, the checklist (placed at Annexure-VI) prescribed by G.I. MHA, DP&AR OM No.24011/1/76-Estt(B) dated 17.05.76 may be adopted.Page 73 of 73

12. DRESS REGULATIONS12.1 No uniform is specially prescribed for CBI officers andpersonnel. They can wear plain clothes while on CBI duty. Theclothes, however, should be neat and tidy. For ceremonial occasions,CBI officers should be in national dress. IPS Officers on deputation toCBI and other officers on deputation from State Police Forces etc. andin receipt of uniform allowance should maintain the uniform of IPS orthe parent force. When they are deputed for law and order duty inany organization outside CBI, they should put on such uniform. Ifthey are, however, deputed for plain clothes duty outside the CBI,they should work in plain clothes.Page 74 of 74

13. LEAVE13.1 Provisions relating to leave in respect of central civilgovernment servants are available in Central Civil Services(Leave) Rules, 1972 which have come into effect from01.06.1972. The general conditions regarding grant of leave aregiven below:-(i) Leave can not be claimed as of right [Rule 7(1)].(ii)Leave of any kind taken earlier can be converted intoleave of any other kind at a later date on an applicationmade within 30 days of joining duty after leave, by theemployee and at the discretion of the leave sanctioningauthority subject to adjustment of leave salary (Rule 10as amended vide DoPT Notification No. 14015/2/97-Estt(L) dated 31.12.1997). This facility can be availedonly if the employee is in service and not afterretirement 25[1] .(iii)If leave is applied on medical grounds, the employeeshould produce -(a) In case of CGHS beneficiary and living in an areacovered by the CGHS at the time of illness - amedical/fitness certificate in the prescribed proformafrom a CGHS Doctor/Government Hospital.(b) In case a government servant who is not a CGHSbeneficiary/who has opted out of the CGHS/who thougha CGHS card holder is not residing in an area covered byCGHS - a medical/fitness certificate from his AuthorisedMedical Attendant.(c) In case of hospitalisation/indoor treatment for aparticular disease (e.g. heart, cancer etc.) permitted in arecognised private hospital - a medical/fitness certificatefrom the authorised doctor of such hospital.(d)In case of emergency where a non-gazettedgovernment servant finds it difficult to obtain a medical25[1]MHA DP&AR O.M. No. P/12025/2/81-Estt(L) dtd. 02.12.1981Page 75 of 75

certificate from CGHS/AMA, he may obtain a certificatefrom an RMP 26[2] .(iv) Leave sanctioning authority may -(a) Refuse or revoke any kind of leave [Rule 7(2)].(b) Commute retrospectively periods of absencewithout leave into extra ordinary leave [Rule 32(6)] and(c) Secure second medical opinion, if needed, whenleave is applied on medical grounds [Rule 19(3)].(v)Leave sanctioning authority cannot alter the kind ofleave due and applied for [Rule 7(2)].(vi)Earned leave should not ordinarily be denied to anyemployee especially in the last 10 years of his career 27[3] .(vii)No leave of any kind can be granted for a continuousperiod exceeding 5 years except with the sanction of thePresident [Rule 12].(viii)Any kind of leave may be granted in combination with orin continuation of any other kind of leave except CasualLeave [Rule No. 11].(ix)When the period of leave is preceded or followed byholiday(s) /Sunday/ Saturday/Restricted Holiday thensuch holidays shall not be counted as leave. In otherwords, the employee shall be deemed to have beenpermitted on such holiday(s) without taking leave 28[4] .(x)An employee on leave (including leave preparatory toretirement) shall not return to duty during the period ofleave except with the permission of the competentauthority [Rule 24 (1) & (2)].(xi)An employee on leave should not take up any service oremployment elsewhere without prior sanction from thecompetent authority [Rule 13].(xii)An employee on leave on medical ground will be allowedto return to duty only on production of medical26[2] Effective from 01.09.2000 vide DoP&T O.M. No. 13015/3/2000-Estt(L) dtd. 24.08.200027[3]DoPT O.M. No. 14028/19/86-Estt.(Leave) dated 29.09.8628[4]MHA O.M. No. 20/37/60-PUB(i) dtd. 07.10.1960 and Rule 22Page 76 of 76

certificate of fitness in accordance with (iii) above [Rule24(3)].(xiii)If an employee overstays after leave without priorsanction-(a) The period of overstay will be debited to half-payleave account to the extent HPL is available and thebalance period of overstay, if any, left out will be treatedas EOL [Rule 25(1)].(b) the entire period of overstay will not be countedfor increment unless such period is commuted as ExtraOrdinary Leave and the EOL is specially allowed tocount for increment.(c)The employee will not be entitled for leave salaryfor the whole period of overstay.(xiv) Wilful absence from duty after the expiry of the leave mayentail disciplinary action against the employee [Rule25(2)].(xv)For the purpose of leave, persons re-employed afterretirement shall be treated as if employed for the firsttime [Rule 34].(xvi)If the employee intends to go abroad during leave, theleave sanctioning authority shall take prior approval forpermitting the officer to go abroad 29[5] .13.2 Earned Leave(i)under:Credit to the EL account of the employee will be made as(a) On entering the service 2.5 days per month foreach completed calendar month from the date of joiningto the immediately following 1st January /1st Julyrounding up to the nearest full day [Rule No. 27(1)].(b) Thereafter, 15 days E.L. is credited on 1st Julyand 1st January every year i.e. 30 days E.L. for eachcompleted year of service [Rule 26(1)(a)].29[5]CBI HO Circular No. DPWSU2003/00907/14/6/2003 dated 18.9.2003Page 77 of 77

(c) On the date of retirement/removal fromservice/dismissal/death while in service @ 2.5 days permonth for each completed calendar month in therelevant half year, rounding up to the nearest full dayshall be credited [Rule 27(2)] and(d) Whenever joining time is not fully utilised for thereasons that the employee is ordered to join the newpost at a new place of posting without availing of fulljoining time to which he is entitled or the employeeproceeds alone to the new station without availing fulljoining time and later takes his family within permissibletime for claiming TA for the family, the joining timeadmissible subject to a maximum of 15 days, as reducedby the number of days actually availed shall be creditedto E.L. account. However, the total credit of E.L. andunutilised joining time shall not exceed 300 days[26(1)(a)].The one day joining time for transfer in the same stationif not utilised cannot be credited to E.L. Account.(ii)The E.L. to the credit of an employee at the end ofprevious half year shall be carried forward to the nexthalf year and accumulated upto a maximum of 300 days[Rule 26(1)(b)].(iii)When the credit of E.L. at the start of any half yearresults in the total accumulation of E.L. being more than300 days, the 15 days E.L. for that half year shall bekept separately and set off against the leave availedduring that half year [Rule 26(1)(b) proviso].(iv)E.L. Account of the employee will be debited:(a)To the extent E.L. is availed of.(b) If a government servant has availed ofextraordinary leave and/or some period of absence hasbeen treated as dies non in a half-year, the credit to beafforded to his leave account at the commencement ofthe next half-year shall be reduced by one tenth of theperiod of such leave and/or dies non subject tomaximum of 15 days. (Rule 27(3) r/w DP&AR UO No.397-LO/80 dated 22.5.80).Page 78 of 78

(v)E.L. can be availed upto:(a) 180 days at any one time [Rule 26(2)].(b)300 days in case of leave preparatory toretirement [Rule 38(1)].(c) 300 days in case of Group ‘A’ Officers if the entireleave or a portion of it is spent outside India,Bangladesh, Bhutan, Burma, Sri Lanka, Nepal andPakistan provided out of the leave so granted, the leavespent in India does not exceed 180 days [Rule 26(3)].(vi)Earned Leave (and half pay leave) to the credit of anemployee who is dismissed or removed or who resignsfrom the service ceases from the date of suchdismissal/removal or who resigns except in followingcircumstances:(a)When an employee resigns from his post beforetaking up a new post under the Government of India.(b)When an employee dismissed/removed fromservice is reinstated on appeal or revision.(c) When an employee having retired oncompensation or invalid pension or gratuity is reemployed[Rule 9].(vii)Leave salary for earned leave will be equal to pay for theperiod of leave based on pay drawn immediately beforeproceeding on leave [Rule 40(1)].13.3 Half Pay Leave (HPL)(i)Credit to the HPL Account is made in advance as under:(a) On entering the service 5/3 days per month foreach completed calendar month from the date of joiningto the immediately following 1st January/1st Julyrounding up to the nearest full day [Rule 29(2)(a)].Page 79 of 79

(b) Thereafter, 10 days on each 1st July and 1stJanuary every year i.e. 20 days HPL for each completedyear of service [Rule 29(1)] and(c) On the date of retirement/ resignation/removalfrom service / dismissal/ death while in service @ 5/3per month for each completed calendar month in therelevant half year rounding up to the nearest full day[Rule 29(2)(b)(c)].(ii)Debit to HPL Account is made:(a) To the extent it is availed.(b) When the commuted leave is availed - double thenumber of days so availed [Rule 30(1)(d)].(c) When the employee avails leave not due [Rule31(1)(c)].(d) 1/18th of the period of dies non in a half yearsubject to a maximum of 10 days shall be reduced fromthe half pay leave to be credited for the next half of year(Rule 29(2)(d)].(e) When the employee overstays after leave withoutprior sanction, number of days he so overstays [Rule25].(iii) HPL can be -(a)29(4)].Availed with or without medical certificate {Rule(b)Converted into full pay leave as commuted leave ifleave applied for is on medical ground [Rule 30(1)] or(c) Converted into full pay leave as commuted leaveupto a maximum of 180 days during the entire service tobe utilised for approved study course [Rule 31(1)(a)].(iv)HPL to temporary employee can be granted onsatisfaction of the sanctioning authority that theemployee will return to duty on expiry of the leave. Butthis benefit is not available in case of an employeedeclared completely and permanently incapacitated forfurther service [Rule 29(5) proviso].(v)Leave salary will be half of the amount of leave salary onEL [Rule 40(3)].Page 80 of 80

13.4 Commuted Leave(i) Commuted leave can be taken -(a) with medical certificate upto a maximum of onehalf of the amount of HPL due to an employee [Rule30(1),(b)without medical certificate:- upto a maximum of 180 days during theentire service for an approved course ofstudy certified to be in public interest [Rule31(1)(a)];- upto a maximum of 60 days by a femaleemployee in continuation of maternity leave[Rule 43(4)(b)];- upto a maximum of 60 days by a femaleemployee having less than 2 livingchildren, on adoption of a child less thanone year [Rule 43(A)].(ii)Commuted leave can be granted only when leavesanctioning authority is satisfied that the employee willreturn to duty after expiry of the leave [Rule 30(1)(a)].(iii)Commuted leave can be granted at the request of theemployee even when EL is at the credit of the employee[Note to Rule 30].(iv)Commuted leave cannot be granted as leave preparatoryto retirement.(v)When commuted leave is taken twice the number of daysso taken is debited to HPL account [Rule 30(1(d)].(vi)When an employee on commuted leave, resigns or retiresvoluntarily without returning to duty, commuted leavewill be treated as HPL and the excess of leave salary, ifany, will be recovered except when the employee retiresdue to ill-health incapacitating him for further service ordies [Rule 30(2)].Page 81 of 81

(vii)Leave salary for the period of commuted leave will beequal to the pay drawn immediately before proceedingon leave [Rule 40(4)].13.5 Leave Not Due (LND)13.5.1 This is granted in the following situations:(a)employees.Leave not due is normally granted to permanent(b)LND may be granted to temporary employees incertain special cases.(c)It is granted when the employee has no HPL to hiscredit and requests for LND.(d) It is granted only if leave sanctioning authority issatisfied that there is reasonable prospect of theemployee returning to duty after the leave [Rule 31(1)(a)].13.5.2 Conditions applicable for granting Leave not due(LND)The following conditions will be applicable:(i)Leave not due is granted only on production of medicalcertificate except in following cases [Rule 31(1)]:(a) female employees applying for LND incontinuation of maternity leave [Rule 43(4)];(b) female employees with less than two livingchildren applying for LND on adoption of a child lessthan one year [Rule 43(A)].(ii) The amount of LND shall be limited to -(a) the HPL, the employee is likely to earnsubsequently Rule [31(1) (b)]; and(b)[(31) (1)].a maximum of 360 days in the entire service Rule(iii)LND shall be debited to the HPL account of the employee[Rule 31(1)(c)].Page 82 of 82

(iv)LND should not be granted as leave preparatory toretirement [Rule 31(1)].(v)LND can be granted to temporary employees with aminimum of one year service and suffering from TB,Leprosy, Cancer or Mental illness, if the post from whichthe employee proceeds on leave is likely to last till hisreturn from leave and on fulfillment of other conditionsfor grant of leave not due [Rule 31(1A)].(vi)Leave salary for leave not due will be half of the amountof leave salary on EL [Rule 40(3)].(vii)If an employee, on LND resigns/retires voluntarilywithout returning to duty -(a)the LND will be cancelled,(b)the retirement or resignation shall take effect fromthe date of commencement of leave(c)31(2)(a)].leave salary paid, if any, will be recovered [Rule(viii)If an employee having availed LND, returns to duty butresigns or retires before earning such leave, the leavesalary paid for the days of leave not earned will berecovered [Rule 31(2)(b)].(ix)However, leave salary shall not be recovered if theemployee retires due to ill health incapacitating him forfurther service or is compulsorily retired prematurely ordies [Proviso to Rule 31(2)].13.6 Extra Ordinary Leave (EOL)This can be granted under the following conditions:(a)EOL is granted when (i) no other leave is admissible; or(ii) other leave is admissible, but the employee requestsfor EOL in writing [Rule 32(1)].(b)EOL cannot be granted concurrently to run with thenotice period in case of voluntary retirement.Page 83 of 83

(c)EOL can be granted to apprentices as well [Rule33(3)(b)].(d)The EOL granted in one occasion shall not exceed:(i)For permanent employees : Maximum 5 years forall kinds of leave. No separate limit for EOL [Rule 12].(ii)For temporary employees:3 months - general limit for allemployees, whether with or without medicalcertificate [Rule 32(2)(a)].6 months - for employees with minimumone year continuous service, against medicalcertificate for common ailments [Rule 32(2)(b)].18 months - for employees with minimumone year continuous service undergoing treatmentfor pulmonary tuberculosis (TB) or pleurisy, TB ofany other part of the body, leprosy, cancer ormental illness[Rule 32(2)(d)].24 months - for an employee withminimum three years continuous service, for thepurpose of prosecuting studies, certified to be inthe public interest [Rule 32(2)(e)]. This period canbe further extended. If the employee undertakesto return to duty after leave and work for at leastanother 3 years [Rule 32(3)].(iii) For SC/ST employees : leave required forattending the Pre-Examination Training Course at thenotified centres, without any limit [Rule 32(4)].(e)Two spells of EOL intervened by any other leave will beconsidered as one spell for applying limit as above [Rule32(5)].(f)EOL can be granted to regularise periods of absenceretrospectively [Rule 32(6)].(g)EOL without medical certificate will be counted for thepurposes of promotion under Time Bound OnePromotion (TBOP) Scheme.Page 84 of 84

(h)No Leave salary is admissible for extraordinary leave[Rule 40(5)].13.7 Maternity Leave13.7.1 Maternity leave is admissible to married / unmarriedfemale employees during:(i)(ii)pregnancy - maximum upto 135 days only to employeeswith less than two surviving children,admissible maximum of 45 days in the entire service inconnection with miscarriage/abortion. The applicationfor this purpose should be accompanied by a certificatefrom a Registered Medical Practitioner for NGOs andfrom AMA for GOs (Rule 43).13.7.2 The maternity leave is not debited to the leave account.It is granted on full pay. It may be combined with any otherkind of leave. Maternity leave is not admissible for threatenedabortion (Rule 43 (2)(4)(5).13.7.3 Any leave (including commuted leave upto 60 days andleave not due) may be taken without medical certificate uptoone year in continuation of maternity leave (Rule 43(4).13.7.4 Maternity leave counts as service for increment andpension [(FR 26 (b) & Rule 26 of CCS (Pension) Rules].13.8 Paternity LeavePaternity leave is admissible to male government servantwith less than two surviving children for a maximum of 15 daysduring wife’s confinement. This leave is not to be debited to theleave account. It may be combined with any kind of leaveexcept casual leave. It should be applied upto 15 days before orupto 6 months from date of delivery 30[6] .13.9 Special Disability Leave13.9.1 It is admissible to all employees when (a) disability iscaused by injury intentionally or accidentally inflicted orcaused in, or in consequence of, the due performance of officialduties or in consequence of the official position, (b) when30[6]Rule 43 GOI decision (b) & DP&T OM No. 13018/1/97-Estt. (Leave) dated 7.10.97Page 85 of 85

disabled by illness incurred in the performance of anyparticular duty which has the effect of increasing liability toillness or injury beyond the ordinary risks attaching to the civilpost held, under the same condition (Rule 45).13.9.2 The disability as above should have manifested withinthree months of the occurrence to which it is attributed andthe person disabled acted with due promptitude in bringing itto notice. The leave sanctioning authority, if satisfied as to thecause of disability, may relax the condition and grant leave incase where disability has manifested more than three monthsafter the occurrence of its cause. The disability under theabove should be certified by an Authorised Medical Attendantto be directly due to the performance of the particular duty.13.9.3 The period of leave will be certified by an AuthorisedMedical Attendant subject to a maximum of 24 months. It maybe combined with any other kind of leave. It will count asservice for pension. It will not be debited to the leave account(Rule 44(3).13.9.4 The leave salary for the first 120 days will be the pay lastdrawn and for the remaining period it will be equal to leavesalary during half pay leave. The appointing authorities arecompetent to sanction special disability leave (Rule 44(7).13.10 Hospital Leave13.10.1 Hospital leave is admissible to such Group - Cemployees whose duty involves handling of dangerousmachinery, explosive material, poisonous drugs and the like, orthe performance of hazardous task and also to Group - Demployees while under medical treatment in a hospital orotherwise for illness or injury directly due to risks incurred inthe course of official duty (Rule 46(1).13.10.2 Medical certificate from an Authorised Medical Attendantis necessary for the grant of this leave. It may be granted forsuch period as the authority granting the leave may consider itnecessary [Rule 46 (2)(3)].13.10.3 Hospital leave may be combined with any other kind ofleave due and admissible provided the total period of leave doesnot exceed 28 months. The leave salary for the 120 days willbe the pay last drawn and for remaining period it will be equalPage 86 of 86

to leave salary during half pay leave. The Hospital Leave is notto be debited to the leave account (Rule 46(4).13.11 Study Leave13.11.1 It is granted to a government servant who hassatisfactorily completed period of probation and rendered notless than five years of regular continuous service including theperiod of probation for undergoing a special course consistingof higher studies or specialized training in a professional ortechnical subject having a direct and close connection with thesphere of his duties or being capable of widening his mind in amanner likely to improve his ability as a civil servant ( Rule50(1), (2) & (5).13.11.2 Ministry/Department of Central Government is thecompetent authority for sanctioning the study leave. Thecourse for which the study leave is granted should be certifiedto be of definite advantage to government from the point of viewof public interest. The official on his return should submit afull report on the work done during the study leave.13.11.3 The study leave is not granted (i) for studies out of Indiaif facilities for such studies exist in India, & (ii) to an officialdue to retire within three years of the return from the studyleave. It may also not be granted to some officials with suchfrequency as to remove him from the contact with his regularwork or causes cadre difficulty owing to his absence on leave(Rule 50(4)(5) & (6)).13.11.4 The maximum period of study leave is 24 months in theentire service and may be granted at a stretch or in differentspells. The study leave can be combined with any other leavedue, but maximum period of continuous absence includingvacation if any, but excluding extraordinary leave should notexceed 28 months generally, and 36 months for the coursesleading to Ph.D. degree (Rule 51 & 54).13.11.5 The leave salary in case of Study leave outside India isadmissible as pay last drawn plus D.A., HRA, CCA and in additionstudy allowance admissible. In case of study leave in India, Studyallowance is not admissible. HRA and CCA are payable for the first180 days and beyond 180 days will be subject to the production ofprescribed certificate for drawal.Page 87 of 87

13.12 Casual Leave13.12.1 It is not a recognized form of leave and is not subject toany rule made by Government of India. An official on casualleave is not treated as absent from the duty and pay is notintermitted.13.12.2 Casual Leave can be combined with Special CasualLeave but not with any other kind of leave. It cannot becombined with joining time. Sundays and holidays fallingduring a period of casual leave are not counted as part ofcasual leave. These holidays can be prefixed or suffixed withthe casual leave. Casual leave can be taken while on tour, butno DA will be admissible for the period of casual leave availedon tour. LTC can also be availed during casual leave. Half aday’s casual leave can also be availed of.13.12.3 to a government servant is entitled Eight days casualleave during a calendar year. An individual appointed andjoining duty during the middle of year may avail of casual leaveproportionately or to the full extent at the discretion of thecompetent authority. Casual leave normally is not granted formore than 5 days at any one time except under specialcircumstances.13.12.4 Half a day’s casual leave availed of in the second half isalso permitted to be combined with regular leave on certaincompelling grounds [Rule 11 (GOD) (2)].13.13 Special Casual Leave13.13.1 In sports events admissible upto a maximum of 30 daysin a calendar year for attending (a) coaching of training campsunder Rajkumari Amrit Kaur Coaching Scheme or similar AllIndia Coaching or training schemes; (b) coaching or trainingcamps at the National Institute of Sports, Patiala; (c) coachingcamps in sports organized by National Sports Federation/Sports Boards recognized by government.13.13.2 Admissible upto a maximum of 10 days in any one yearfor participating in Inter-Ministerial and Inter-Departmentaltournaments and sporting events held in and outside Delhi.Special casual leave may also be granted to a sportsmangetting seriously injured or being hospitalized during thePage 88 of 88

sporting events subject to the overall ceiling of 30 days in acalendar year.13.13.3 Special casual leave of 15 days in a calendar year is alsoadmissible for taking part in cultural activities like dance,drama, music and also for taking part in dancing and singingcompetition at religious, national and international levelorganized by Government of India / Government sponsoredbodies.13.13.4 Special Casual Leave for family planning:(a) Male Employees - admissible maximum of 6 workingdays for vasectomy operation. If he undergoes the saidoperation for a second time due to failure of the first,another 6 days will be admissible on the production ofmedical certificate. Maximum 21 days are admissible forundergoing recanalization operation. Maximum of 7days if his wife under-goes tubectomy, laproscopy orsalpingectomy operation. The leave should follow thedate of operation.(b) Female employees - admissible maximum of 14 daysfor tubectomy/laproscopy operation. If she undergoesthe operation for a second time due to failure of the first,maximum of 14 days will be admissible for the secondtime. Maximum of 14 days admissible for salpingectomyoperation after Medical Termination of Pregnancy (MTP).Maximum of 21 days admissible for undergoingrecanalization operation. Admissible for one day on theday of operation when her husband undergoesvasectomy operation, and also for IUCD/IUDinsertion/re-insertion.13.13.5 Extension/Additional Special Casual Leave (i)admissible for the period of hospitalization if the concernedemployee is hospitalized on account of post-operationalcomplications, (ii) Admissible for 7 days in case of vasectomyoperation and 14 days in case of tubectomy operation if theemployee does not remain hospitalized after sterilizationoperation but is not fit to resume duty.13.13.6 Special Casual Leave for sterilization operation is notadmissible to casual labourers with temporary status since thebenefit is admissible to regular employees only.Page 89 of 89

13.14 Powers for sanctioning of Leave in respect of CBIpersonnel:Leave except special casual leave to NGOs of all rankposted in a branch is sanctioned by the Supdt. of Police asHead of Office of the branch. Leave to Gazetted Officers(Group-B) is sanctioned by DIG and to (Group-A) of and abovethe rank of SP by Director, CBI.13.15 Encashment of Leave:The authority competent to sanction leave shouldautomatically grant lump sum cash equivalent of leave salaryadmissible for the number of days of earned leave at the creditof the employee on the last day of his service, subject to amaximum of 300 days including the number of days, for whichencashment was availed along with LTC [Rule 39(2)(b)] &[39(D), GID 17) :(i) Admissible on retirement attaining the age ofsuperannuation;(ii)When the service is extended in public interest beyondsuperannuation, after extension;(iii)When an employee is invalid from service on medicalgrounds;(iv)When an employee resigns or quits service on his ownaccord, the lumpsum cash payment will be only to theextent of half of the earned leave at his credit subject toa maximum of 150 days including the number of daysfor which encashment was availed along with LTC, onthe date of cessation from service;(v) On premature retirement under FR56(j) or (l) or Rule 48of CCS (Pension) Rules;(vi)On voluntary retirement under FR 56(k) or (m) or Rule48 or 48-A of CCS(Pension) Rules;(vii)On compulsory retirement as a measure of penalty whenno reduction in pension is ordered.Page 90 of 90

13.16 Encashment of Half Pay Leave:Officials covered by (i), (v) and (vi) above and thosepermanent/ quasi-permanent employees retired on invalidationwill also be entitled to cash equivalent to half pay leave at theircredit. Encashment of earned leave up to 300 days (includingthe number of days for which encashment was availed alongwith LTC) should, as usual, be allowed in their cases, even ifthe period goes beyond their normal date of superannuation. If, however, the benefit of encashment of half pay leave is alsoavailed of, the period of HPL plus EL should not extend beyondtheir normal date of superannuation. This restriction is notapplicable to those retiring on superannuation. The cashequivalent for half pay leave is subject to reduction on accountof pension, relief on pension and pension equivalent toRetirement Gratuity. If the cash equivalent to half pay leavefalls short of the total of pension, pension equivalent toRetirement Gratuity and relief on pension, cash equivalent forthe half pay leave is not payable [Rule 39(5)].13.17 Encashment of EL during LTCEncashment of EL while availing LTC will be admissiblesubject to the following conditions:(i)Limited to 10 days of EL on one occasion and 60 daysin the entire service.(ii)Will be taken into account while computing themaximum admissibility for encashment at the time ofquitting service.(iii)At least equal number of days of EL should be availedalong with encashment.(iv)The balance at credit should be not less than 30 daysafter deducting the total of leave availed plus leave forwhich encashment was availed [Rule (39-D, GOD(17)].13.18 Amount payable for Encashment of Earned Leave:The lump sum will consist of (i) leave salary and (ii) DA(for the first 300 days only). It will not includeHRA/CCA/Special Increment granted for promoting smallfamily norm.Page 91 of 91

14. NO OBJECTION CERTIFICATE FOR HIGHERSTUDIES & CHANGE OF JOBS14.1 Permission for joining educational institutions bygovernment servants outside normal working hours14.1.1 Ordinarily there can be no objection to the pursuit ofknowledge by government servants in their leisure hours. But thismust be subject to the condition that such pursuit does in no waydetract them from efficient discharge of their duty. Wherever foundnecessary, the administrative authorities may require thatgovernment servants under their control should take priorpermission before joining educational institutions or courses ofstudies for University degrees, as the joining of educationalinstitutions involves commitment about attendance at specific hoursand absence from duty during period of examinations. Ordinarily,permission is to be granted but with a view to dealing with caseswhere it is noticed that the government servant has been neglectinghis duties for the sake of his studies, a condition may be attachedsaying that the permission may be withdrawn at any momentwithout assigning any reasons. This will, of course, be withoutprejudice to any other departmental action being taken where merewithdrawal of the permission is not considered adequate 31[1] .14.1.2 As per H.O. letter No. DPAD4/2000/87/8/1/2000 dated4.2.2000 (Annexure-VII) permission for higher studies/vocationalcourses in respect of officers upto the rank of DIG andAdministrative Officers can be granted by Special Director.14.1.3 Permission for higher studies will be allowed subject to thefollowing conditions:a) The permission can be withdrawn at any time.b) He will have to proceed on tour wheneverasked/required.c) Official duties will not be affected at any time in anyway.d) Permission will not confer any right for granting anyleave for preparation/appearing in examination.31[1] Also see G.I. MHA OM No. 25/27/52-Estts. dated 3.5.52 and G.I. MHA O.M. No. 130/54-Estt.(A) dated 26.2.1955Page 92 of 92

Request for leave will be considered according to officialneeds/exigencies of service at the appropriate time.e) The permission will not be a ground for continued stayat the same station and he could be transferred to someother station as and when the official exigencies sorequire.f) Permission will not be a ground for extension ofdeputation period in case of a deputationist.14.2 Forwarding of applications for other employment14.2.1 General PrinciplesGovernment of India issues guidelines from time to time inrespect of sending of the applications for other employment.According to these guidelines, a final decision whether a particularapplication should be forwarded or not rests with the authoritythrough whom the application has to be forwarded. While taking adecision in the matter, the authority concerned has to balance theinterest of the State against the necessity of avoiding hardship to theindividual.14.2.2 When the conduct of a government servant is underinvestigation and the same has not reached the stage of issue ofprosecution sanction or issue of chargesheet or filing of chargesheetfor criminal prosecution in a court of law, his application will beforwarded with brief comments on the nature of allegation.Applications for appointments, by direct recruitment, deputation orabsorption will not be considered or forwarded if :(i)the employee is under suspension; or(ii)disciplinary proceedings are pending against him and achargesheet has been issued; or(iii)sanction for prosecution, where necessary, has beenaccorded by the Competent Authority; or(iv) where a prosecution is not necessary, a chargesheet hasbeen filed in a court of law against him for criminalprosecution.14.2.3 Applications for appointment in the same or other CentralGovernment Departments can be forwarded. In the event ofappointment of permanent government servant in anotherPage 93 of 93

department, a lien will be retained for a period of two years in parentdepartment which may be extended by one more year if there is delayin confirmation in the borrowing department. Thereafter, they shouldeither revert to parent department or resign. An undertaking to thiseffect will be taken from the applicant while forwarding theapplications. In the case of temporary government servants, anundertaking will be obtained while forwarding applications to theeffect that they would resign in the event of their selections in otherdepartments.14.2.4 Applications of permanent government servants forappointment in Public Sector Undertakings, incorporated or not,wholly or substantially by the Central/State Government and inautonomous, semi-Government organisations may be forwarded andtheir lien retained for two years or till their permanent absorption.An undertaking will be obtained for acceptance of the followingconditions:(a) Leave salary/pension contribution will be paid togovernment by the organisation or the government servanthimself.(b) Pay allowed to him in the organisation should neither beless than the minimum of the scale of post in the PSU norshall it exceed the maximum of that scale and will beregulated as per the provisions in G.I., Department ofPersonnel & Training, OM. No.2/29/91-Estt.(Pay-II), dated5.1.1994.(c) Before permanent absorption, the organisation concernedshould be given prior intimation to the parent office sothat resignation of the employee could be accepted beforeabsorption.14.2.5 In the case of temporary government employee, an undertakingto the effect that they will resign in the event of their selection by theundertakings, will be obtained before forwarding of the application.14.2.6 Based on the government instructions as mentioned above, theCBI, Head Office has issued instructions on the subject from time totime. A gist of the same is given below for guidance and strictcompliance by all the CBI Branches:(i) All applications submitted in response to acircular/advertisement (for the posts carrying higher payscales) shall be forwarded to the Head Office for furtheraction. Applications not submitted in response to anyadvertisement or circular shall not be forwarded.Page 94 of 94

(ii)(iii)(iv)(v)(vi)(vii)(viii)The applications of eligible CBI employees completed inall respects should be sent to the CBI Head Officethrough their controlling officers at least 15 days beforethe last date, after following all the codal formalitiespublished in the concerned advertisement.Every employee may be permitted to apply for outsidepost not more than four times in a year. However, wheregovernment servants apply for the post in response toadvertisements made by UPSC/SSC, it shall not becounted against the number of times specified here.The government servants who wish to appear at acompetitive examination conducted by UPSC/SSC, maysubmit their applications directly to the Commissionunder intimation to their Controlling Officers. If theHead of Office/Department considers it necessary towithhold permission, UPSC will be intimated accordinglywithin 45 days of the closing date for receipt of theapplication by it. If no intimation is received by UPSCwithin the stipulated time, permission will be deemed tohave been given. The same principles would apply to theapplications meant for Staff Selection Commission.An undertaking should be obtained from the governmentservants to the effect that in case of his selection, he willtender his resignation as required under the Rules.The applications of only such employees should beforwarded who could be relieved of duties in the CBI incase of their selection to the new post.It will be open to the Controlling Officer concerned aswell as the Director, CBI to withhold an applicationkeeping the public interest in view and after recordingthe reasons thereof.It will not be a matter of right for any employee to havehis application forwarded. Forwarding of application willbe considered on merit.(ix) (ix) The above guidelines are only illustrative and notexhaustive.Page 95 of 95

15. PENSION15.1 An employee governed by the Pension Scheme gets a recurringmonthly payment termed as pension for life on reaching the age ofsuperannuation or if he is retired earlier in accordance with therules/regulations/orders on the subject. Gratuity is lump sumpayment granted to the employee at the time of death/retirement forthe service rendered by him. Both Pension and Gratuity aredetermined with reference to the length of his service and the paydrawn by him.15.2 The provisions relating to Pension and Gratuity includingfamily pension which were spread over the Civil Service Regulationsand various executive instructions, were codified in 1972, in theform of Statutory Rules entitled -The Central Civil Services(Pension) Rules, 1972 which came into force with effect from IstJune, 1972.15.3 The normal age of superannuation of a permanent governmentservant in Group-A to Group-D services is 60 years.15.4 Types of pensionPensions are of two kinds, viz Ordinary and Extraordinary.While the Ordinary pension is regulated by the CCS(Pension) Rules,1972, the Extraordinary pension is regulated by the CCS(Extraordinary Pension) Rules {Appendix 3 of CCS (Pension) Rules}.Ordinary pension is further divided into various classes. Thefollowing are the different classes of pension which may be granted,as per admissibility, to a government servant on his retirement fromservice:(i)Superannuation pension (Rule 35 A): Superannuationpension shall be granted to a government servant who isretired on attaining the age of superannuation (i.e. 60years).(ii)Retiring pension (Rule 36): A retiring pension shall begranted:a) to a government servant who retires, or is retiredin advance of the age of superannuation retirement inPage 96 of 96

accordance with the provisions of Rule 48 or 48-A ofthe pension rules or Rule 56 of the Fundamental Rules.(b) to a government servant who on being declaredsurplus, opts for voluntary retirement in accordancewith the provision of Rule 29 of these rules.(iii)Pension on absorption in or under a Corporation,Company or Body (Rule 37): Retirement benefits shallbe granted to a government servant who is permanentlyabsorbed in a service or post in or under a corporation,company or body owned or controlled or financed by thegovernment, provided the permanent absorption ispermitted by the government 32[1] .(iv)Invalid pension ( Rule 38): Invalid Pension shall begranted to a government servant after being declared bythe competent medical authority to be permanentlyincapacitated for further service. A government servantwho desires to retire on invalid pension should apply tohis Head of Office who will direct the applicant to theappropriate Medical Authority for examination. Acertificate of incapacity for service obtained by thegovernment servant without the prior knowledge of theHead of Office is invalid (Note below Rule 38).(v) Compensation pension (Rule 39) : CompensationPension shall be granted to a government servant who isdischarged from public service on account of abolition ofhis permanent post and when suitable appointment ofequal rank cannot be found or offer of a lower post isnot accepted by him.(vi) Compulsory retirement pension (Rule 40):Compulsory retirement pension is granted to agovernment servant who is compulsorily retired from thegovernment service as a measure of penalty by thecompetent authority. Such pension or gratuity or bothwill not be less than two third nor more than fullcompensation pension or gratuity or both admissible onthe date of compulsory retirement.32[1]For detailed orders on permanent transfer of government servants to PSUs andAutonomous Bodies etc. © see Appendix 12 of CCS (Pension) Rules 1972.Page 97 of 97

(vii)Compassionate allowance (Rule 41) : A governmentservant who is dismissed or removed from service shallforfeit his pension and gratuity. The authoritycompetent to dismiss or remove him from service may, ifthe case is deserving of special consideration sanction aCompassionate allowance not exceeding, two-thirds ofpension or gratuity or both which would have beenadmissible to him if he had retired on compensationpension.15.5 The quantum of pension/gratuity depends upon length ofQualifying Service, Average Emoluments and Emoluments.15.6 Qualifying Service (QS) and its calculation:15.6.1 The service reckoned for pensionary purposes is known asQualifying Service. Qualifying service of a government servant shallcommence from the date he takes charge of the post to which he isfirst appointed either substantively or in an officiating or temporarycapacity provided that it is followed without interruption bysubstantive appointment in the same or another service or post andends on the date of retirement or date of death. The service of agovernment servant shall not qualify unless his duties and pay areregulated by the government or under conditions determined andpaid by that government from the Consolidated Fund of India or aLocal Fund administered by that government. It does not includeservice in a non-pensionable establishment unless such service istreated as qualifying service by that government.15.6.2 All kinds of service do not earn pension. The conditions laiddown for various services likeprobation/training/EOL/suspension/ deputation/State Govt.service/ autonomous body/Military /contingent service overstayal ofleave or joining time etc. as in Chapter -III of CCS (Pension) Rules,1972 as to whether it qualifies for pension/gratuity or otherwisemay be examined carefully while the service is reckoned forpensionary purposes. Also resignation, removal or dismissal entailsforfeiture of past service (Rule 24 & 26).15.7 Additions to Qualifying Service (QS) on voluntaryretirement (Rules 48-B):15.7.1 A government servant who elects to retire under Rules 48(1) (a)or Rule 48-A or clause (k) of Rule 56 of the FR gets the benefit ofadditions to the Qualifying Service upto maximum of 5 years subjectto the condition that the total qualifying service rendered by thegovernment servant does not in any case exceed 33 years and itdoes not take him beyond the date of superannuation.Page 98 of 98

Government servant who opts to retire under Rule 29 or Rule30 is also eligible for addition to QS subject to certain conditions.The weightage of five years shall not be admissible in cases of thosegovernment servants who are pre-maturely retired under Rule48(1) (b) or FR 56 (j).15.7.2 The Net Qualifying service for the purpose of Pension andGratuity is calculated as under:Years Months DaysGross Service ----- ----- ----Less periods of Non-Qualifying Service ----- ----- ----Balance Qualifying Service ----- ----- ----Add weightage & past service ----- ----- ----Net Qualifying Service ----- ----- ----Note: “Month” means “Calendar month”.15.7.3 Rounding of Qualifying Service (QS) [Rule 49 (3)]:(applies to both Pension and Death/Retirement Gratuity)Qualifying service should be in completed six-monthly(completed half year) period (SMPs). It is subject to a maximum of66 Six Monthly Periods. The fraction of a year in the QualifyingServices should be reckoned in the following manner:Less than 3 monthsNil3 months and above One SMP (Six Monthly Period)but less than 9 months9 months and above Two SMPs (Six MonthlyPeriod)15.8 Verification of service for the purpose of pension after 25yrs. of service, or 5 yrs. before retirement (Rule 32):On a government servant completing 25 years of service or onhis being left with 5 years of service before the date of retirement,whichever is earlier, the head of office in consultation with theaccounts officer shall, in accordance with the rules for the timebeing in force, verify the service rendered by such a governmentservant, determine the qualifying service and communicate to him,in Form 24 (Annexure-VIII), the period of qualifying service sodetermined. In order that the settlement of pension cases of theofficers/officials working in CBI are not delayed the Head of OfficePage 99 of 99

i.e. the SP in charge of the branch should ensure that the servicesrendered by each officer/official are duly verified at the end of theyear i.e. in April each year and a verification certificate notedaccordingly in the Service Book/Service Sheet. In case it is foundthat there are break or breaks in the services of a governmentservant, action should be taken sufficiently in advance to have thebreak condoned, if permissible.15.9 Emoluments (Rule 33):Emoluments means basic pay as defined in FR 9(21)(a) (i) +Non-practicing Allowance + Stagnation Increment. Gratuityadmissible will be on the basis of emoluments drawn immediatelybefore his retirement/death while in service where as pension will beon the basis of average of the emoluments drawn during the last tenmonths of service. With effect from 1.1.1996 Dearness Allowancedrawn on the date of retirement/death in service is reckoned as‘emoluments’ for the purpose of retirement/death gratuity only andfor no other purpose. {(FR 9(21)(a)(i)} 33[2] .15.10 Average Emoluments(AE) (Rule -34 ):As explained already, it is one of the factors determining thequantum of pension. Average emoluments shall be determined withreference to the emoluments drawn by a government servant duringthe last ten months of his service.AE = Total emoluments of last ten months10Note: Average emoluments should not be rounded off.Certain events occurring during the last 10 months asdescribed under rule 34 should be taken into consideration whiledetermining the average emoluments. The calculation of averageemoluments is to be based on the actual number of days containedin each month. A month for this purpose may be reckoned asconsisting of thirty days.15.11 Calculation of Terminal Benefits:15.11.1 Service Gratuity/Rule 49 (1) :It is lump-sum payment payable in lieu of pension to agovernment servant retiring before completing qualifying service of33[2]Also see Rule 33 & GIDs (4) thereunderPage 100 of 100

ten years. It is calculated at the rate of one half months emolumentfor every completed six monthly period (SMP).15.11.2 Retirement Gratuity (Rule 50 (1)(a):A government servant who has completed 5 years of qualifyingservice and has become eligible for service gratuity or pensionunder rule 49 shall on his retirement be granted retirement gratuityequal to 1/4 th of his emoluments for each completed six monthlyperiod of qualifying service subject to maximum 16-1/2 times ofemoluments, provided it does not exceed Rupees Three Lakh andfifty thousand in the case of retirements on or after 1.1.1996.15.12 Death Gratuity:If a government servant dies while in service, the DeathGratuity shall be paid to the person(s) on whom the right to receivethe gratuity is conferred by means of a nomination under Rule 53.Death Gratuity shall be paid at the rates given below:Length of serviceRate of death gratuityLess than one year2 times of emolumentsOne year or more but lessthan 5 years5 years or more but lessthan 20 years6 times of emoluments12 times of emoluments20 years or more Half of emoluments for everycompleted SMP of QS subject toa maximum of 33 times ofemoluments and maximumRs.3,50,000/- only in the case ofdeath on or after 1.1.199615.13 Amount of Pension (Rule 49 (2)(a))(a) A government servantretiring after completingQualifying Service of not lessthan 33 yrs(b) A government servantretiring before completing QSof 33 yrs but aftercompleting 10 yrs of50% of Average emoluments(subject to a minimum ofRs.1275/- and maximum ofRs.15,000/-)Proportionate to the amount ofpension admissible for 33 yrs ofQS and in no case the amountof Pension shall be less thanPage 101 of 101

qualifying serviceRs.1275/-Calculation of Pension = 50 x AE x SMPs AE- Averageemoluments100 x 66 SMPs-Six monthlyPeriod/QS- QualifyingServiceNote: Amount of pension finally determined shall beexpressed in whole rupee. Fraction of a rupee should berounded off to the next higher rupee.Two model calculations (one on superannuation case andanother on family pension) may be seen at Annexure IX.15.14 Provisional Pension when processing of pension papers ispending (Rule 64):The head of office may determine, sanction and disburse theprovisional pension and retirement gratuity to a governmentservant if he has not been able to forward the pension papers tothe Accounts Officer before six months of the retirement or accountsofficer has returned the pension papers for eliciting furtherinformation before issue of Pension Payment Order and order ofpayment of gratuity and he is of the opinion that the governmentservant may retire before his pension and gratuity or both can befinally assessed and settled. Provisional pension and gratuity arecalculated and sanctioned in the manner prescribed in Rule 64 ofthe CCS (Pension) rules which will be further subject to adjustmentsmade after issue of final payment authority by the Accounts Officer.15.15 Provisional pension where departmental or judicialproceedings may be pending (Rule 69) :15.15.1 When departmental or judicial proceedings are pending againstthe government servant, Accounts Officer shall authorise 100%provisional pension on the basis of qualifying service upto the dateof retirement or upto the date preceding the date of suspension ifthe government servant was placed under suspension beforeretirement. This provisional pension will be paid from the date ofretirement upto and including the date on which final orders arepassed by competent authority after the conclusion of departmentalor judicial proceedings.Page 102 of 102

15.15.2 No gratuity shall be paid until the conclusion of departmentalor judicial proceedings and issue of final orders thereon. However,where departmental proceedings have been instituted under Rule 16of CCS (CCA) Rule 1965 for imposing any of penalties specified inclauses (i) (ii) and (iv) of Rule 11 of the said Rules, payment ofgratuity shall be authorised 34[3] .15.16 Family Pension Scheme 1964 ( Rule 54)15.16.1 In the event of death of a government servant while in serviceor after retirement his/her family is eligible for the grant of familypension. If the government servant dies :a) after completion of one year of continuous service; orb) before completion of one year of continuous serviceprovided the deceased government servant concernedimmediately prior to his appointment to the service orpost was examined by the appropriate medical authorityand declared fit by that authority for government service,c) after retirement from service and was on the date ofdeath in receipt of a pension or CompassionateAllowance, referred to in Chapter V of CCS (PensionRules) 1972, other than the pension referred to in Rule37 of these rules,Family for the purpose of Family Pension means as defined inRule 54(14)(b) of CCS (Pension Rules), 1972.15.16.2 Family pension is ordinarily payable to only one person at atime in the following order-(i)(ii)(iii)(iv)Widow/widower upto the date of death or remarriage,whichever is earlier.Sons -upto the age of 25 years.Unmarried daughters-upto the age of 25 years ormarriage whichever is earlier.Mentally or physically disabled children for life.Family pension to children shall be payable in the order of theirbirth and the younger of them will not be eligible unless the elder34[3]For detailed information please refer to Rule 69 of CCS (Pension) Rules 1972.Page 103 of 103

next above him/her has become ineligible for grant of familypension. Normal rate of family pension is 30% of emolumentssubject to a minimum of Rs.1275/- p.m.15.17 Enhanced rate of family pensionEnhanced family pension is payable from the date following thedate of death for a period upto(i) seven years from the date following the date of death(ii) date on which the deceased government servant would haveattained the age of 67 years, had he survived; whichever islessAfter the expiry of the period given above, the family pensionwill be payable at normal rate.15.18 Calculation of family pension when government servantdies in service :50% of the last pay drawn by the government servant or twicethe family pension admissible at normal rate whichever is less.15.19 Calculation of family pension in the event of death afterretirement.In such cases the pension is calculated at 50% of the pay lastdrawn by the government servant or twice the family pensionadmissible at normal rate or the pension authorised to governmentservant on retirement - whichever is less. If the pension onretirement is less than normal family pension, the enhanced familypension will be equal to the normal family pension.15.20 Miscellaneous provisions relating to Pension :15.20.1 Nomination - Every employee should make a nominationin a prescribed form conferring on one or more persons, the right toreceive the death/retirement gratuity amount in the event of hisdeath in service/after retirement before receiving retirementgratuity. Nomination has to be made in two manners (a) if theofficial has a family and (b) if the official has no family (Rule 53).15.20.2 Sudden death of a government servant - In case of suddendeath of a government servant, the head of office may sanction animmediate relief to the family of government servant not exceedingPage 104 of 104

three months pay or Rs.8000/- whichever is less, subject to thecondition that the total amount thus paid in advance, will beadjusted against the death-cum-retirement gratuity, arrears ofsalary or General Provident Fund or any other payment due to thedeceased 35[4] .15.20.3 Application for pension - Every government servant shallsubmit in writing an application for pension in the prescribed form (Form-5).15.20.4 Intimation to the Directorate of Estates regarding issue of“No Demand Certificate” The Head of the Office shall write to Directorateof Estates at least two years before the anticipated date of retirement of agovernment servant, in case he is in occupation of government quarters, sothat the “No demand certificate” may be issued in time and the pension caseis not delayed on that account.15.20.5 Recovery and adjustment of government dues - It is theduty of every government servant to clear government dues beforethe date of his retirement. In case he does not do so, the governmentwill be within its right to deduct the amount from the death-cumretirementgratuity payable to him.15.20.6 Preparation of a list of officials due to retire - Every Head ofDepartment shall have a list prepared every 6 months i.e. on the 1stof January and the 1st of July each year, of all government servantswho are due to retire within the next 24-30 months of that date. Acopy of such lists shall be supplied to the Pay & Accounts Officerconcerned, not later than the 31st of January or 31st of July. Incase of a government servant retiring for reasons other than by wayof superannuation, the Accounts Officer concerned will be informedimmediately by the Head of Office.15.20.7 Preparation of pension papers - Every Head of Office shallundertake the work of preparation of pension papers, two yearsbefore the date on which a government servant is due to retire onsuperannuation or on the date on which he proceeds on leavepreparatory to retirement, whichever is earlier. The stepsenumerated in Rule 56 to 61 of CCS (Pension) Rules are to bestrictly followed.15.20.8 Debarring a person from receiving Gratuity (Rule 51 -A) - Ifa person who in the event of death of a government servant iseligible to receive gratuity, is charged with offence of murdering thegovernment servant or for abetting in the commission of an offence,35[4]Appendix 6 of Pension Compilation & GFR 262-264Page 105 of 105

his claim shall remain suspended till the conclusion of the criminalproceedings and will be paid his share on his acquittal.15.21 Commutation of Pension:Commutation of Pension is covered under the provisions ofCentral Civil Service (Commutation of Pension) Rules 1981. Theserules came into effect from 1.7.1981. These Rules are applicable togovernment servants who may be permitted or have been authorisedany class of pension.15.21.1 Eligibility:i) All pensioners except those facing disciplinaryproceedings are eligible to get their pension commuted for alumpsum payment.ii) Those facing disciplinary proceedings (before or afterretirement) can get their pension commuted when disciplinaryproceedings are over.15.21.2 Amount of commutation :A government servant is entitled to commute for a lump sumpayment a fraction not exceeding 40% of the pension authorised. Agovernment servant who is due to retire on superannuation anddesires payment of commuted value of pension being authorised atthe time of issue of pension payment order, shall be eligible to applyfor commutation of a fraction of pension alongwith the pensionpapers prior to the date of retirement provided that:i) The government servant retires on superannuationpension only.ii)The application is submitted to Head of Office not laterthan 3 months before the date of retirement. Ifapplication is submitted late but before the date ofretirement, it can be accepted and authority as far aspossible will be issued by Pay & Accounts Officealongwith the Pension Payment Order.iii)The government shall have no liability for the payment ofcommuted value of pension if the government servantPage 106 of 106

dies before the date of retirement or forfeits claim topension before such retirement. If anyone desires tocommute a fraction of that pension any time after thedate following the date of his retirement from service butbefore the expiry of one year, he shall apply to Head ofOffice in Form-I after his date of retirement. He mustensure that application duly completed is delivered toHead of Office early but not later that one year of thedate of his retirement.15.21.3 Action by Head of Office - He will initial the form indicatingthe date of its receipt, acknowledge in Part II and despatch the sameto the applicant. He will complete Part III of form and forward it toPay & Accounts Office for issuing the authority.15.21.4 Commutation without medical examination is allowed inthe case of:- Superannuation pension- Retiring pension- Compensation pension- Pension on absorption in a Corporation or Company ora body controlled/financed by government- Pension granted on conclusion of disciplinaryproceedings.The application for commutation should be made within oneyear from the date of issue of the retirement orders.15.21.5 Commutation of Pension after medical examination isallowed in the cases of :(a) Retirement on invalid pension(b) Compulsory retirement as penalty and is grantedcompulsory retirement pension(c) Those in receipt of compassionate allowance(d) Those who apply for commutation after one year fromthe date of retirement.15.21.6 An applicant should make an application in the prescribedform to Head of Office. Head of Office will have the applicantmedically examined from the medical board in the prescribedmanner.15.21.7 An application for commutation on medical certificate can bewithdrawn in the following situations :Page 107 of 107

(a) Before medical examination by not appearing before themedical authority, or(b) After medical examination, if pensioner declines toaccept addition in age as directed in medical report, within 14days of its receipt.15.22 Effect of Commutation of Pension :(i)The pension gets reduced by the amount offered forcommutation from the date of receipt of commuted valueof pension (or credit in the bank account of pensioner) orat the end of three months after issue of authority ofpayment, whichever is earlier.(ii) When pension is commuted at the time ofsuperannuation, the reduction in pension is effectivefrom the date of its inception. However, if commutedvalue is not paid within the first month of retirement,the difference of pension for the period between the datefollowing the day of retirement and the date precedingthe day commuted value is deemed to have been paid,shall be authorised by the Accounts Officer.15.23 Commutation of Provisional Pension and Effect ofRevision:(i)An employee who received provisional pension, pendingassessment of final pension, shall be eligible tocommute a part of such provisional pension.(ii)If provisional pension is finally revised upwards,commutation of increased pension may be authorisedwithout any application from the pensioner.15.24 Payment of Commuted Pension:The commutation of Pension becomes absolute and thecommuted value becomes payable on :(a) The date following the date of retirement in cases ofsuperannuation, if application is made before the date ofretirement (normally the application should reach Head ofOffice not later than 3 months before the date ofsuperannuation but in any case must reach on or before thePage 108 of 108

date of retirement in which case authority for payment ofcommuted value will be issued as soon as possible).(b) On the date of receipt of application by the Head ofOffice for commutation, if applied after the date ofsuperannuation but within one year.(c)On the date of signing the medical report in the case ofcommutation after medical examination.15.25 Calculation of Commuted Value of PensionThe commuted value of pension is calculated as per thefollowing formula:Commuted Value = Pension offered for commutation x 12 xCommutation FactorCommuted value of pension is to be calculated taking intoaccount the date of Medical Examination, the age, next birthday &factor applicable. Amount offered for commutation is expressed inpercentage or fraction of the pension per month. The commutedvalue will be rounded off to the next higher rupee. Commutationfactor is the commutation value for a pension of Re.1 per annum.The Table of the value prescribed from time to time 36[5] gives thecommutation factor in respect of age of the pensioner on his nextbirthday.15.26 Restoration of portion of Pension15.26.1 Commuted portion of pension will be restored after 15 yearsfrom the date of retirement. Prior to 01.4.1985, pensioners wereallowed an optional facility of converting a portion of their pensioninto a lump-sum amount and pensioners were getting only thebalance amount (Full pension minus the commuted portion) for therest of their life.15.26.2 Supreme Court of India in its judgement dated 09.12.1986 inwrit petition of 1983 ruled that pensioners who have commuted theadmissible portion of pension are entitled to have the commutedportion restored on the expiry of 15 years from the date ofretirement. Accordingly, in view of Supreme Court’s judgement,Government decided that only such pensioners who have commuteda portion of their pension and on 01.04.1985 or thereafter have36[5]Table in Appendix-1 of CCS (Commutations of Pension) Rules 1981.Page 109 of 109

completed or will complete 15 years from the respective dates ofretirement will have their commuted portion of pension restored.15.26.3 Each pensioner who is eligible is required to apply in theprescribed form duly completed to the Pension DisbursingAuthority/Bank/Post Office who will restore the commuted portion ofPension, if the commuted amount has been mentioned in PensionPayment Order and will also pay arrear, if any. If commuted portionis not mentioned in PPO, necessary details will be obtained by thePension Disbursing Offices from concerned P&AO which issued thePension Payment Order. In case the pensioner had completed 15years from the date of retirement and died, subsequently, his/herlegal heir(s) are also entitled to receive arrear from the date ofcompletion of 15 years to the date of death of pensioner. Thecommuted pension will be restored after 15 years from:i) The date of retirement if the commuted value is receivedin the first month.ii)The date on which reduction in pension on account ofcommutation becomes effective, when value receivedafter 1 month from the date of retirement.Page 110 of 110

16. DECENTRALIZATION OF ACCOUNTS16.1 With effect from 01.10.1976 Government has issuedorder decentralising accounts from the Audit. The workrelating to the maintenance/checking of accounts, passing ofbills, allocation of LOC (Letter of Credit) to the branch locatedoutside Delhi who draw money from accredited bank areattended to by Pay & Accounts Officer, CBI. In respect of CFSLthere is separate Pay & Accounts Officer under MHA.16.2 Under the revised arrangement effective from01.10.1976 pay bills etc., in respect of CBI offices (includingCBI Head Office) located in Delhi are sent to the Pay &Accounts Officer, CBI who is responsible for issuing thecheques after exercising necessary scrutiny of the bills.Branches located outside Delhi are provided with the letters ofcredit from time to time and on the basis of these letters ofcredit these branches draw money from accredited banks.These branches are required to send the Bills/Vouchers to thePay & Accounts Officer, CBI for post audit. For the purpose ofreconciliation, representatives of the CBI Head Office/branchesare deputed to the office of the Pay & Accounts Officer, CBI,New Delhi from time to time.16.3 Categories of cheques and their useThere are three types of cheques, viz. (i) Negotiable, (ii)Non-Transferable & (iii) Not negotiable and not payable in cash.(i)Negotiable cheques are issued for personal payments togazetted government servants, suppliers, public sectorcompanies, etc. They are ‘negotiable’ and are drawn aspayable to or order of the ‘payee’. As a safeguard againstfraudulent claim all non salary cheques exceeding Rs.500/- and salary cheques exceeding Rs. 1000/- shall becrossed and marked ‘account payee’. In exceptionalcircumstances open cheques in favour of a privateperson or a government servant, on request may beissued but payment will be made only to the payee onidentification, or to a person holding letter of authorityfrom the payee whose signature must be verified andafter identifying the messenger or as the payees bankeron certifying that the amount has been placed to hisPage 111 of 111

credit. Officers and staff drawing salary and otherpayments by cheque shall have an option to get theirsalary/leave salary in cash. The option in this regardshall be exercised in March every year. Payment otherthan salary will also be made by the same mode ofpayment. If agreed in writing, the salary & allowances toa non-gazetted government servant by cheque ispermissible.(ii)‘Non-transferable’ cheques are meant for payment to thepayee who is a government officer for disbursement ofsalaries, etc., of office staff and for office contingencies.These cheques will be drawn in favour of payee by hisofficial designation. These cheques are ‘not negotiable’and payments will be made by the bank only to thepayee or to authorised messenger.(iii)‘Not negotiable and not payable in cash’ - creditable togovernment account only - These are meant for paymentof inter - departmental or inter government claims.16.4 Bank DraftsPayment by bank draft is permissible (a) wherepayments have to be made by bank drafts either under theprovision of any law or other legal or contractual obligations,(b) Payments towards pay and allowances and other personalentitlements, of outstation establishments and contingencies ofoutstation offices, and (c) for payments to Public SectorUndertakings and Corporations etc. (other than local bodies) (d)Payment to semi-government/Private institutions/companiesetc. not covered under (a) to (c), under certain circumstances.16.5 Post - CheckDDOs empowered to draw cheques for payment ofsalary, contingent bills, etc., are to send the vouchers alongwith weekly accounts to the PAO/CBI who will conduct postcheckkeeping in view the same principles as for pre-check.Any discrepancy noticed will be pointed out by the PAO/CBIthrough Objection Memo for compliance to concerned DDO.16.6 Cancellation of sub-vouchersSub-vouchers required to be sent to the PAO/CBI arenot to be cancelled by the DDOs. These will be cancelled byPage 112 of 112

PAO/CBI after checking of bills, in accordance with Rule 109 ofReceipt & Payment Rules, 1983.16.7 Letters of Credit against assignment accounts16.7.1 The Letter of Credit (LOC) is issued by the Pay &Accounts Officer, CBI to the CBI branches located outside Delhi. The Payand Accounts Officer, CBI communicates the relevant branch of theaccredited bank, the amount of quarterly assignment authorized in favour ofcheque - drawing DDOs, rendering accounts to him. A fresh letter of credit,issued after expiry of the period prescribed in the earlier letter of credit is tobe treated as an addition to the unspent balance of the earlier letter ofcredit. The Pay and Accounts Officer, CBI while communicating theassignment for the second and subsequent quarters indicates not only theamount assigned for that quarter, but also the progressive total ofassignment up to the end of the quarter so that the bank is able to ensurethat the total cumulative drawals from the beginning of the year do notexceed the total progressive assignments. However, the assignmentremaining unspent at the end of a financial year is not to be carried forwardto the first quarter of the next financial year. The paying branch isresponsible to ensure that the amount assigned in the letter of credit is notexceeded by the payment of any cheques. The cheques actually issuedduring the last quarter but presented for payment during the next quarter(within the period of validity) will be taken by the bank against theassignment of the year in which they were drawn and not against theassignment of the year in which they are paid.16.7.2 A Drawing Officer in whose favour an assignmentaccount has been opened in the accredited bank, is notpermitted to draw the whole amount and place it in a separateaccount in the bank or in a private account.Note :It is also not permissible to draw cheques and deposit theamount in the department’s cash chest at the end of the yearfor the purpose of showing the full amount of the grant asutilized.Page 113 of 113

17. DELEGATION OF FINANCIAL POWERS17.1 Delegation of Financial Powers Rules, 1978 are applicable inthe Central Government. These rules are statutory in nature andthey came into force with effect from 01.08.1978. Under these rulespowers have been delegated to the following subordinate authorities :(i) Departments of the Central Government(ii) Administrators of Union Territories(iii) Heads of Departments(iv) Heads of Offices17.2 Residuary Financial Powers : All financial powers, notspecifically delegated to any authority, vest in the Finance Ministry.17.3 Heads of Departments17.3.1 Schedule I to these rules indicates a list of Heads ofDepartments under various Ministries/ Departments. Director, CBIhas been specified as Head of Department in this Schedule.17.3.2 According to the provisions of Rule 13, reproduced hereunder,the powers are delegated to subordinate authorities :(1) Subject to the provisions of these rules, the Departmentsof the Central Government, Administrators and Heads ofDepartments shall, in relation to creation of permanentposts, creation of temporary posts, Appropriation and Reappropriation,incurring of contingent expenditure,incurring of miscellaneous expenditure, and write-off oflosses, have the powers respectively specified inSchedules II, III, IV, V, VI and VII.(2) A Department of Central Government may, by general orspecial order, confer powers, not exceeding those vestedin that Department, upon an Administrator or Head ofDepartment or any other subordinate authority in respectof any matter covered by these rules :Provided that no power under this sub-rule shall be redelegatedin respect of :(a)(b)creation of postswrite-off of losses andPage 114 of 114

(c) re-appropriation of funds exceeding 10 per cent ofthe original budget provision for either of the primaryunits of appropriation or sub-head i.e. the primary unitor sub-head from which the funds are being reappropriatedor the primary unit or sub-head to whichthe funds are to be re-appropriated, whichever is less.(3) The Administrator or Head of a Department referred toin sub-rule (2) may, by an order in writing, authorize agazetted officer serving under him to exercise to suchextent, as may be specified in that order, all or any ofthe powers conferred on such Administrator or Head ofDepartment under sub-rule (1) or sub-rule (2). TheAdministrator or Head of a Department shall, however,continue to be responsible for the correctness, regularityand propriety of the decisions taken by the gazettedofficer so authorized.(4) An authority empowered by or under these rules to incurcontingent expenditure or miscellaneous expenditureshall exercise such powers subject to the followingconditions :(a)In regard to the supply of articles required for thepublic service and for regulating the purchase ofstationery stores for the public service, theprovisions contained in Appendix-8 andAppendix-9 respectively to the General FinancialRules, 1963, and subsidiary instructions andorders on the subject shall be followed;(b)In regard to contingent expenditure on each itemspecified in Column 2 of the Annexure toSchedule V of the rules, orders, restrictions orscales specified in Column 4 of that Annexureagainst that item shall be observed;(c)In regard to miscellaneous expenditure any rules,orders, restrictions or scales as may be made,imposed or prescribed by the President shall beobserved.(5) Unless otherwise provided by any general or special ruleor order, it shall be within the competence of anauthority to exercise the financial powers delegated to anauthority subordinate to it.Page 115 of 115

(6) The power delegated under these rules can also beexercised for a validation of an action already taken orexpenditure or liability already incurred even when theauthority validating the action or expenditure or liability,as the case may be, had no competence to do so at thetime the action was taken or expenditure or liability wasincurred.17.3.3 Director CBI as Head of Department has been authorised toexercise financial as well as administrative powers as laid down inthese rules. The Director, CBI, under Rule 13(3) by orders inwriting, has authorised different officers serving under him andhaving gazetted status to exercise to such an extent, as specified inthese orders, certain powers.17.3.4 Similarly, Rule 14 provides for declaration of any GazettedOfficer as Head of Office by the Head of the Department. By virtue ofthis rule, Director, CBI has declared branch SsP as the Head of theOffice. Further, by virtue of Rule 16 (Subject to the provisions ofRule 142 of Treasury Rules), Head of Office has the power toauthorize a gazetted officer serving under him to incur contingent &miscellaneous expenditure on his behalf subject to such restrictions& limitations as may be laid down by him. The Head of Office shall,however, continue to be responsible for the correctness, regularityand propriety of the expenditure incurred by the gazetted officer soauthorized. Under these Rules, powers cannot be delegated to anon-gazetted officer. The provisions of delegation of powers arecontained in Annexure X(A) to X(C).17.3.5 Officer performing current duties of a post in addition to hisown can exercise administrative or financial powers vested in thefull fledged incumbent of the post but he cannot exercise statutorypowers, whether these powers are derived directly from an Act ofParliament or Rules, Regulations and Bye-laws made under variousarticles of the Constitution (e.g. Fundamental Rules, CCS(CCA)Rules, Civil Service Regulations, Delegation of Financial PowersRules etc).17.4 Insurance of Government Property17.4.1 Under these rules, Government property, both movable orimmovable shall not be insured and no subordinate authorityshall undertake any liability or incur any expenditure inconnection with the insurance of such property withoutprevious consent of the Finance Ministry.Page 116 of 116

17.4.2 Motor vehicles owned by the Central Government which areused for the purposes not connected with any commercialenterprise are exempt from compulsory insurance against thirdparty risk. Such vehicles should not, therefore, be insured.Page 117 of 117

18. BUDGET AND APPROPRIATION18.1 The Finance Ministry places before both the Houses ofParliament an Annual Financial Statement also known as “Budget”showing the estimated receipts and expenditure of the CentralGovernment in respect of a financial year, before the commencementof that year. The statement also contains revised provisions for thecurrent year.18.2 The budget is based on the Revised Estimates/BudgetEstimates prepared by various individual offices duly vetted andconsolidated by the Heads of Department/Ministries.18.3 Accordingly, the budget proposals for the next year and revisedproposals for the current year are to be prepared every year andsent to the government. The branches prepare their budgetproposals and submit the same to Head Office. These arescrutinized and reconstructed on the prescribed forms andsubmitted to the Government towards the last week of September. Itis, therefore, very important that the branches send their proposalsto the Head Office in the first week of September to enable the HeadOffice to examine the same and send to the Government in time.18.4 Every branch is required to submit its final statements ofsavings and excesses in the month of February. These arescrutinized in the Head Office and a consolidated statement ofsavings and excess for the whole of CBI is sent to the Government.On receipt of re-appropriation, the branches are intimated regardingtheir final allotment of funds under different heads.18.4.1 Appropriation Accounts: The appropriation account in respectof the Head Office is prepared and sent to the Pay & Accounts Office,CBI alongwith the explanation for variations between the budgetallotment and expenditure. Every branch furnishes the same to thePay & Accounts Office CBI under intimation to the Head Office.18.4.2 Reconciliation of Accounts: The accounts are reconciledby the Head Office and the branches with the expenditure booked inPay & Accounts Office, CBI. Every quarter, an official should bedeputed to the Pay & Accounts Office, CBI, New Delhi from eachbranch to reconcile the figures and to get the adjustments donewherever necessary. Accounts figures finally published will be thosemaintained by PAO.Page 118 of 118

18.4.3 A monthly expenditure statement for each branch is to befurnished to the Head Office by 5th of every month so that theconsolidated figures can be sent to Government.18.4.4 The detailed estimates of expenditure is to be prepared by theestimating authorities i.e. by each DDO under the prescribed Majorand Minor Heads of Accounts for the Non-Plan expenditures.18.4.5 The detailed heads allotted to CBI are as under:-Major Head -2055, Police, 00.101-Criminal Investigation andVigilance, 01-Central Bureau of Investigation.i) 01.00.01- Salariesii) 01.00.02- Wagesiii) 01.00.03- Overtime Allowanceiv) 01.00.11- Domestic Travel Expensesv) 01.00.12- Foreign Travel Expensesvi) 01.00.13- Office Expensesvii) 01.00.28- Payment of Professional & Special Service.viii) 01.00.14- Rent Rate & Taxes.ix) 01.00.16- Publicationx) 01.00.31 -Grant-in-Aidxi) 01.00.41 -Secret Service Fundxii) 01.00.50- Other Charges (Charged)xiii) 01.00.51 - Motor Vehiclexiv) 04.00.20- Other Administrative Expenditure(Departmental Canteen)18.4.6 The framing of Revised Estimates for the current year shouldalways precede estimation for the ensuing year. The RevisedEstimates should be framed with great care to include only thoseitems of expenditure which are likely to materialise for paymentduring the current year, in the light of (i) actuals so far recordedduring the current year, compared with the actuals forcorresponding period of the last and previous years (ii) seasonalcharacter or otherwise of the nature of expenditure (iii) sanctions forexpenditure and orders of appropriation or re-appropriation alreadyissued or contemplated and (iv) any other relevant factor, decision ordevelopment.18.4.7 The budget estimate for the ensuing year should likewise beprepared on the basis of what is expected to be paid during theensuing year, including arrears of previous years, if any. While allinescapable and foreseeable expenditures should be provided for,care should be taken that the estimate is not influenced by undueoptimism. Due attention to considerations of economy should bepaid.Page 119 of 119

18.4.8 No lump sum provision is to be made in the budget exceptwhere urgent measures are to be provided for meeting emergentsituations or for meeting preliminary expenses on a project/schemewhich has been accepted in principle for being taken up in thefinancial year. In such cases, the budget provisions are to be limitedto the requirements of preliminary expenses only.18.4.9 No expenditure is to be incurred in excess of sanctioned grantin individual budget heads. Anticipated savings are required to besurrendered immediately without waiting till the close of the year.Savings should not be seen as an opportunity for incurringexpenditure on items which could wait till next year.18.5 List of Payment : The CBI branches located outside Delhidealing with the budget are required to send their Weekly List ofPayment (LOP) with original vouchers to the PAO/CBI, New Delhion the due date. Some Branches do not send these LOPs by duedates. As a result, the expenditure incurred by the branches doesnot get compiled and accordingly, their accounts are excluded fromthe statement of monthly accounts being submitted by PAO/CBI tothe Principal Accounts Office as well as to Ministry of Finance,Department of Expenditure. Therefore, it is the personalresponsibility of Cheque Drawing DDOs to ensure that LOPs withthe concerned vouchers are sent to the PAO/CBI on due dates i.e.on 9th, 16th and 23rd of each month and on 3rd of the followingmonth.18.6 Plan Budget: The Plan Budget is to be prepared underMajor Head 2055-Police, Sub-head 00.101-Criminal Investigationand Vigilance, 01-Central Bureau of Investigation and Unit ofAppropriation is 02.02-Modernisation of Training Centre, 02.02.50-Other Charges (Plan).18.7 Control over expenditure: The Government of India, Ministryof Finance, Department of Expenditure has repeatedly advised toobserve fiscal prudence and austerity. The branches should,therefore, observe austerity. There should not be avoidableexpenditure on travel, office expenditure, motor vehicles, purchasesetc. The articles which could be repaired need not be replaced. Rushof expenditure particularly in closing month of the financial year isregarded as a financial irregularity. Senior officers must closelymonitor the expenditure of their own office and branches undertheir control. Necessary guidelines are contained in the DCBI’sletter dated 05.12.2002, addressed to all J.D’s/DIsG and SsP. Theinstructions contained therein must be followed strictly.Page 120 of 120

19. ALLOWANCES AND REWARDS/HONORARIA19.1 Dearness Allowance19.1.1 On the recommendations of Fifth Central Pay Commission,Dearness Allowance to all categories of Central Governmentemployees is being sanctioned by the Government twice in a year, on1st January and 1st July based on the increase in the averagemonthly consumer price index for 12 months, taking into account theaverage on 1st January, 1996 as 306.33 points (Base Year: 1982 =100). The average increase is calculated up to December for grant ofDA from 1st January and up to June for grant of DA from 1st July.Full (100%) inflation neutralization is provided uniformly at all levels.19.1.2 Admissibility of DA -i. Pay - DA is calculated on the basic pay (plus NPA andstagnation increment). Special Pay, Personal Pay etc. arenot taken into account for this purpose.ii.Admissibility during Leave - As in the case of Pay, DA isadmissible with reference to the rate of leave salarydrawn (element of special pay, personal pay, if anyexcluded) during leave of any kind including StudyLeave. DA is not admissible during EOL since no leavesalary is drawn. In the case of Leave Preparatory toRetirement (LPR), DA is allowed only for the first 300days spent in India. DA is not allowed for any period ofLPR spent outside India.iii. Encashment of Leave Salary- In all cases whereencashment of leave salary is allowed in the case ofretirement etc. DA is admissible, for the entire period ofEL. Where encashment of HPL is admissible, DA will beallowed for the first 300 days of EL and HPL combined.iv.Admissibility during Suspension- DA will be drawn withreference to the subsistence allowance.v. Re-employed pensioner- DA is admissible based on payfixed on re-employment plus the non-ignorable part ofthe pension.Page 121 of 121

vi.Fraction of D.A. - 50 paise and above should be roundedoff to the next higher rupee, and fraction below 50 paiseignored.19.2 House Rent Allowance & Compensatory (City) Allowance:19.2.1 Classification of cities -Cities have been classified as 'A-1', 'A','B-1', 'B-2' and 'C' for the purpose of Compensatory (City) Allowanceand House Rent Allowance. CCA is admissible for 'A-1', 'A', 'B-1' and'B-2' only , while HRA is admissible for all the classified and also forunclassified cities.19.2.2 House Rent Allowance/Compensatory (City) Allowance toCentral Government employees shall be admissible at the followingrates with effect from 01.08.1997:Compensatory (City) Allowance:Pay Range (Basic Pay) Amount of CCA in class ofCities.(Rs. per month)' A-1' 'A' 'B-1' 'B-2'Below Rs. 3,000 p.m. 90 65 45 25Rs.3,000 p.m. to Rs. 4,499 p.m. 125 95 65 35Rs. 4,500 p.m. to Rs. 5.999 p.m. 200 150 100 65Rs. 6,000 p.m. and above 300 240 180 120House Rent Allowance:Classification of cities/towns Rates of House RentAllowance'A-1' 30% of actual basic paydrawn'A' 'B-1' 'B-2' 15% of actual basic paydrawn'C'7.5% of actual basic paydrawnUnclassified5% of actual basic pay drawn(i)HRA and CCA are payable with reference to basic pay.Pay plus NPA and Stagnation Increment, but not specialpay, personal pay etc.(ii)Both the allowances (CCA/HRA) are admissible if theplace of duty of the government servant falls within thePage 122 of 122

qualifying limits of the city/urban agglomeration,irrespective of the place of residence.(iii)CCA/HRA are admissible during leave of all kinds otherthan terminal leave, but including study leave, and alsoduring vacation, subject to a limit of 180 days ofcombined period of leave, vacation and holidays. Beyondthis period, the allowances can be claimed only byfurnishing certificate in the prescribed form forcontinuously residing in the place of duty/retention ofthe house paying full rent etc. If the leave is on medicalcertificate in the prescribed form, the allowances areadmissible without the certificates up to 8 months.(iv)If a government servant does not join after leave due toinvalidation/death, CCA/HRA paid for the leave periodneed not be recovered. In case of resignation, recoveryshould be effected before the resignation is accepted.(v)During the period of joining time on transfer, theallowances are admissible at the same rates at whichthey were drawn before transfer.(vi) During temporary transfer, the allowances areadmissible upto 90 days at the rates applicable at theold station. Beyond this period the rates for the newstation will be applicable. If a temporary transfer initiallymade for 90 days is later extended, CCA/HRA at the oldrates are allowed up to the date of transfer order or 90days, whichever is earlier. For the period beyond 90days/after issue of extension order, the HRA isadmissible as in the case of regular transfer.(vii)CCA/HRA are admissible for the period of suspensionbased on the pay drawn before suspension for a periodof 180 days. Beyond this period, payment of theallowances will be, subject to the official's furnishing theprescribed certificates.(viii)In the case of training in India, if daily allowance is notdrawn, CCA/HRA are admissible at the rates applicableto the headquarters station or training station,whichever is more favourable. If daily allowance isdrawn, the CCA & HRA are admissible at the ratesapplicable at his headquarters. Even beyond 180 dayswhen daily allowance is not drawn the CCA/HRA willPage 123 of 123

continue to be drawn only at the rates admissible at hisheadquarters.19.3 Transport Allowance19.3.1 The rates of transport allowance effective from 01.08.1997 areas under:Pay Scale A-1/'A' class Cities Otherplaces(as classified for CCA)Rs. 8000-13500 & above Rs.800 Rs.400Rs.6500-6900 & above but Rs.400 Rs.200below Rs. 8000-13500Below Rs.6500-6900 Rs. 100 Rs.75(i)Transport Allowance is not admissible to a CentralGovernment employee who is provided with governmentaccommodation within a distance of one kilometre orwithin a campus housing the places of work andresidence. Transport allowance is admissible subject tofurnishing a certificate that he has not been providedwith government accommodation within one kilometrefrom the place of work or within a campus housing theplaces of work and residence.(ii)The allowance is not admissible to those employees whohave been provided with the facility of governmenttransport.(iii)Transport allowance will not be admissible if anemployee is absent from duty for a full calender monthdue to leave/training/tour. If absence covers part of themonth, it will be admissible for the full month.19.4 Children's Educational Assistance (CEA)19.4.1 Children's Educational Assistance is in the form of (i)Children's Educational Allowances, (ii) Reimbursement of TuitionFees and (iii) Hostel Subsidy.19.4.2 The Scheme for Children's Educational Assistance (CEA) isapplicable, without any pay limits, to all Central Government servantsPage 124 of 124

including civilian employees paid out of Defence Estimates, StateGovernment servants on deputation with Centre, and Industrialemployees of the Central Government and admissible to CentralGovernment servants on deputation to State Governments andCentral Government staff on foreign service, if the terms includeprovision for CEA. The Scheme is not applicable for contract staff,casual and part time staff and staff paid from contingencies.19.4.3 General Conditions :I. If both husband and wife are Central GovernmentServants, the allowance will be admissible to only one ofthem. If either of them is employed in otherorganizations outside the Central Government, CEA willbe allowed to the government servant only, if similarallowance is not granted to the spouse and a declarationto that effect is furnished.II.The allowance will be admissible in respect of theemployee's child, including stepchild/adopted childstudying in a recognized school, and is between the ageof 5 years and 20 years. However, if the child completesthe age of 20 years in the middle of an academic year,the allowance will be allowed till the end of thatacademic year. CEA will not be admissible for a child formore than two academic years in the same class.Regular attendance is an essential condition. If theperiod of absence exceeds one month without properleave, the allowance is not payable even if the childcontinues to be on the roll of the school.III.The allowance will be admissible to the governmentservant while on duty, on leave (including ExtraOrdinary Leave) or under suspension, but notadmissible for the period treated as 'dies non'.IV. In the case of quitting service on resignation/retirement/ discharge/ dismissal/ removal, during thecourse of an academic year, the allowance will beadmissible up to the end of that academic year.In the case of death of the government servant while in service,the CEA/RTF/Hostel Subsidy will be admissible even after academicyear subject to observance of other conditions of its grant if thespouse of the deceased is not employed in service of the CentralGovernment, State Government, Autonomous Body, PSU, Semi-Government Organization, such as Municipality, Port Trust AuthorityPage 125 of 125

or any other organization partly or fully funded by the CentralGovernment/State Government.CEA/RTF/Hostel subsidy will be admissible up to a maximumof three children at a time, born up to 31.12.1987 and restricted totwo children at a time, born thereafter. This limit is inclusive of thechildren for whom hostel subsidy is availed.CEA is also admissible for children who are in receipt ofscholarship. If freeship is awarded, reimbursement of TuitionFee/Hostel Subsidy will be limited to the extent of fees actually paid.19.5 Overtime Allowance19.5.1 The Fifth Central Pay Commission recommendeddiscontinuance of overtime allowance except for staff car drivers,operational staff and industrial employees. The Government has,however, decided to continue status quo in regard to payment ofovertime allowance subject to a review of the matter to make theeligibility for overtime allowance more restrictive and commensuratewith the interest of government work. The payment of OTA maycontinue to be made as per the existing orders on the basis ofnotional pay admissible to the concerned government servant in thepre-revised scales of pay/pay slab as laid down in the existing orders.These instructions are applicable until further orders.19.5.2 Eligibility -Non-gazetted employees drawing pay upto Rs. 2200/- p.m. inpre-revised scales of pay (including special pay, personal pay etc.) areeligible.19.5.3 EmolumentsPay as defined under FR 9(21)(a) plus Dearness Allowance,CCA and Hill Compensatory Allowance.19.5.4 Competent Authority to sanction OTA:Head of Office or any other officer of a rank not lower thanthat to Head of Office in respect of staff working under his control.19.5.5 Condition for grant of overtime allowanceovertime allowance:The following deductions should be made in calculating thePage 126 of 126

(i)(ii)(iii)the normal one hour of free work;the time by which the concerned employee attends officelate; andactual time taken for lunch break.19.5.6 Maximum limit- The OTA in a month should not exceed onethirdof monthly working hours..19.5.7 Overtime Register - Overtime Register in the prescribed formshould be maintained in each office. Entries are to be made as andwhen overtime work is authorized and performed by the official.For detailed information, reference may be made to theinstructions/orders on overtime allowance to Central Governmentemployees.19.6 Reimbursement of Conveyance chargesRe-imbursement of conveyance charges is allowed for localjourneys within municipal limits of the city in which headquarters ofgovernment servant is situated. The re-imbursement is governed bythe provisions contained in the Delegation of Financial Power Rules,1978.19.6.1 Conditions for re-imbursement of conveyance charges :a) The conveyance hire actually paid may be re-imbursed to agazetted government servant who performs a journey, in publicinterest, within the municipal limits of the city in which hisheadquarters is situated, in a conveyance when a staff car isnot available.b) For non-gazetted staff, reimbursement will be allowed, if noother form of compensation e.g. compensatory leave, overtimeallowance etc. is availed by them.c) If more than one officer are required to proceed to a particularplace on official duties, they shall share one conveyance.d) Reimbursement will be at the scheduled rate of charges for theconveyance used.e) Expenditure will be met from contingent charges.Page 127 of 127

f) The total amount of conveyance hire re-imbursement to agovernment servant whether gazetted or non-gazetted in anyone month shall not exceed Rs. 150/-. To keep a watch onmaximum limit of reimbursement of conveyance hire, asuitable register may be maintained by the DDOs.19.7 Grant of Cycle (Maintenance) Allowance(i) Heads of Departments may sanction Cycle allowance at therate of Rs.30 p.m. if the duties assigned to a post require extensivetouring at or near the headquarters and maintenance of cycle isessential. No travelling allowance will be allowed within a radius of 8kms. For journeys beyond 8 kms. and below 16 km, T.A. will beadmissible if the journey is performed by other modes and if the placevisited is outside local jurisdiction. For journeys beyond a radius of16 kms. T.A. will be admissible under normal rules.(ii) For any period of more than one month at any time, if the cycleis not maintained or used, the allowance is not admissible for thatperiod. The Cycle Allowance may be sanctioned initially for a periodnot exceeding two years at a time. The allowance is sanctioned withreference to posts and not the individual incumbents.19.8 Travelling Allowance (T.A.)19.8.1 T.A. Rules.a) a) Travelling Allowance Rules are provided in SupplementaryRules made by the President under FR 44.b) b) Classification of employees in Pay ranges:With effect from 01.10.1997, government servants are classifiedinto five groupings based on their pay as under. 'Pay' includes Basicpay plus NPA and Stagnation Increment only (Special Pay, PersonalPay etc. not included).Rs.16,400 and above.Rs.8,000 and above, but less than Rs.16,400.Rs.6,500 and above, but less than Rs.8,000.Rs.4,100 and above, but less than Rs.6,500.Less than Rs.4,100.19.8.2 Regulation of Supplementary claims whenpromoted/reverted/pay revised retrospectively.a) Except when there has been actual changes of duties, T.A.claim already settled should not be revised consequent onPage 128 of 128

promotion/reversion or revision of pay retrospectively in respect of theperiod intervening between promotion/reversion and date of issue oforders. If the claim is preferred after the issue of orders ofpromotion/reversion/pay revision retrospectively, the same may beallowed with reference to the revised pay.b) Where the pay is yet to be fixed, the claim may be preferredafter the pay fixation. The Head of Department may relax theprovisions of SR 194-A, if due to this reason the claim becomes oneyear old. If the claim is preferred before fixation of pay, the same willbe allowed on the basis of pre-revised pay.c) In the case of late authorisation/drawal of increments withretrospective effect other than those where increment withheld,revision of T.A. claim is permissible. Supplementary T.A. claim maybe admitted on the basis of enhanced pay including the incrementand amount already drawn will be adjusted.19.8.3 Different kinds of Travelling AllowancesThe following are the different kinds of Travelling Allowancesadmissible under different circumstances:(a)(b)(c)(d)(e)Permanent Travelling Allowance.Conveyance Allowance.The actual cost of travelling.Mileage Allowance.Daily Allowance.Among the above, Mileage Allowance and Daily Allowance areapplicable for T.A. on tour and transfer.(a)Permanent Travelling AllowanceA permanent monthly travelling allowance is granted to agovernment servant whose duties require him to travel extensively.This allowance is granted in lieu of other forms of T.A. for journeyswithin his sphere of duty and will be drawn all the year round,whether he is absent from his headquarter or not. However,permanent travelling allowance is not admissible for periods of leave,temporary transfer or joining time. It is also not admissible, if in anyparticular case, T.A. of any other kind is drawn.(b)Conveyance AllowancePage 129 of 129

A monthly conveyance allowance is admissible to a CentralGovernment servant who is required to travel extensively at or withina short distance from hqrs. but not eligible for daily allowance. Therates and conditions governing the grant of allowances are containedin Government of India order No. (1) below SR 25.Terms and Conditions for grant & drawal of conveyanceallowancei) For initial fixation of Conveyance Allowance, the officer isrequired to maintain, for at least three months, a log-book of journeysqualifying for the allowance. A longer period may be prescribed by thesanctioning authority. The log book should contain the detailsregarding places visited, distance covered, purpose of visit and modeof conveyance used. Journeys within 16 kilometers of the place ofwork should be recorded.ii)No allowance shall be admissible unless the average monthlytravelling on duty is more than 200 Kms.iii)Journeys between the residence and normal place of duty shallnot be included.iv)allowance.Journeys on foot or by bicycle will not qualify for grant ofv) The officers who are granted conveyance allowance under theserules will not be entitled to any other travelling allowance for journeysupto 16 kms.vi) The allowance at the rate prescribed under these rules forjourneys performed by own motor car will be admissible in the case ofofficers with pay of Rs. 2800/- (pre-revised) or more and who own,maintain and use motor car for official journeys within a distance of16 kms.vii) If the motor car is not maintained or remains out of order forany period exceeding 15 days at a time, the conveyance allowance isnot admissible for that period.viii) The allowance is not admissible during joining time, leave(including holidays prefixed/suffixed), temporary transfer and whenaway from headquarters on tour for a period of 15 days or more.(c)Actual Cost of TravellingPage 130 of 130

The Toll tax charged at any station by the Municipality,Corporation etc. limited to the amount actually paid may be allowedto a government servant proceeding on tour to that station in additionto the Travelling Allowance admissible, if toll tax for that station isreimbursed by the State Government concerned to their employeesunder their own TA Rules (SR-53-A).(d)Mileage Allowance.(i) A mileage allowance is an allowance calculated on thedistance travelled which is given to meet the cost of a particularjourney which includes fare paid for the rail/steamer/road/airjourney and Daily Allowance at the rates prescribed for the period ofjourney to meet on the way expenses (SR-29).(ii) Principles of calculation: Mileage allowance is calculated for thejourney by the shortest of two or more practicable routes betweenplaces. However, if the route is not shortest but is cheaper, mileageallowance is calculated on the route actually used. When there aretwo or more routes and the difference in terms of time and cost isnot great, mileage allowance should be calculated for the routeactually used (SR-30).(e)Daily Allowance.Daily allowance is a uniform allowance for each day of absencefrom headquarters, which is intended to cover the ordinary dailycharges incurred by a government servant in consequence of suchabsence (SR-49).Daily allowance is admissible at the rates which are revisedfrom time to time. The rates are different for different slabs and theyalso vary depending on whether the government servant stayed in ahotel or Government/Public Sector Guest House or made his ownarrangement. (GOI (I) below SR-51).19.9 Travelling Allowance on Transfer. (SR 2(18) & SR 114)19.9.1 Transfer' means the movement of a government servant fromone headquarters station in which he is employed to another suchstation either to take up the duties of a new post or due to change ofheadquarters. T.A. is drawn by a government servant only, if thetransfer is in public interest. A transfer at his own request is nottreated as a transfer for the public convenience unless the authorityPage 131 of 131

sanctioning the transfer, for special reasons to be recorded, otherwisedirects.19.9.2 A government servant in transit from one post to another ranksin the grade to which the lower of the two posts would entitle him (SR-19).19.9.3 Transfer T.A. is allowed to family members existing on the dateof transfer and not for any member added to the family thereafter.The number of fares admissible will be as on the date of the journey.19.10 Entitlement on TransferThe entitlements from 1.10.1997 in case of transfers involvinga change of station located at a distance of more than 20 kms. fromeach other:(a)(b)(c)(d)(e)Composite Transfer Grant equal to one month's basicpay;Actual fare for journey by rail/steamer/air/road for selfand family;Cost of transport of personal effects;Cost of transport of conveyance; andOne additional to and fro fare by entitled class to thegovernment servant, on transfer, if he has to leave thefamily behind, due to non-availability of governmentaccommodation at the new station.19.11 Temporary Transfer(a) Every transfer which is for a period not exceeding 180days is considered as 'Temporary Transfer'. Thetransfer order should specify whether it is a regulartransfer or temporary transfer not exceeding 180 days.Journeys from headquarters to the station of deputationwill be treated as on tour for regulating TA and full DAfor a maximum of 180 days will be allowed.(b)If a regular transfer initially made is revised astemporary transfer, the transfer T.A. already drawnshould not be changed to the disadvantage of the official.(c)If a temporary transfer initially made for a period notexceeding 180 days is revised as regular transfer, fulltransfer T.A. will be admissible adjusting the TA drawnPage 132 of 132

ut the daily allowance drawn for the days of halt tillthe date of issue of order will not be so adjusted.19.12 T.A. for journeys on transfer within the same station or toa station at a distance of not more than 20 kms.In case of transfer within the same station or within a shortdistance from the old headquarters, the entitlement will be as under :Transfer within same station(a) No T.A. will be admissible, if no change of residence isinvolved.(b) If there is a change of residence as a result of transfer,only the following reimbursements may be allowed:(i)basic pay;Composite Transfer Grant equal to one-third of(ii) Actual cost of conveyance for self and family butnot exceeding the road mileage allowance admissible forregular transfer;(iii) Actual cost of transportation of personal effectsnot exceeding the amount admissible for regulartransfer.19.13 TA entitlement to government servants deputed toundergo training courses.19.13.1 (i) Government servants deputed for training will beentitled to T.A. as on tour. However, the DailyAllowance will be admissible as under :(a) When boarding and lodging are not provided -First 180 days ... Full D.A.Beyond 180 days ... Nil.(b) Training Institutes where boarding and lodgingfacilities exist (including cases where a mess run on cooperativebasis is available at the centre) -First 30 days ... Full D.A.Next 150 days ... HalfD.A.Page 133 of 133

Beyond 180 days ... Nil.(c) (c) when boarding and lodging are compulsoryand provided at fixed rates, special allowance iscalculated as under:OutstationparticipantsLocalparticipantsActualexpenditure onboarding andlodging plusone fourth offull D.AActualexpenditure onboarding andlodging only.Irrespective ofthe period ofTraining course(ii)(iii)Halt at training station will be treated as continuousdespite a trainee is required to proceed on tour toanother station during training.No TA is admissible to government servant for trainingat the Centre/Institution located at their Hqrs.19.14 Journey to give evidence during suspension or to attendcourts or departmental enquiries.Travelling Allowance for journey on tour (without D.A. for haltexcept where specifically mentioned) is admissible in the followingcases:19.14.1 Government servant himself an accused or facing anenquiry(a) Where a government servant under suspension or not forperforming journey to attend Police/CBI enquiry under the directionof or with the approval of the Head of Office.(b)A government servant appearing before the Enquiry Officer in acase against him.(c) Where a government servant under suspension for appearing ina Court of Law as an accused, if later on he is acquitted and reinstatedin service and if the legal expenses incurred are reimbursedto him; TA for journey on tour may also be reimbursed by theadministrative Ministry concerned.(d) A government servant on duty/leave/suspension for journeyundertaken to stations where official records are made available forinspection: D.A. up to 3 days allowed: period of journey treated asPage 134 of 134

duty/leave/suspension depending on whether as the official was onduty/leave/suspension.(d)Advance of travelling allowance is admissible forofficials under suspension to attend enquiry at anoutstation including D.A. for the number of daysspecified by the Enquiry Officer.19.14.2 To give evidence on facts coming to his knowledge in thedischarge of public duties(a) A government servant to give evidence on facts coming to hisknowledge in official capacity in a criminal case, a case before aCourt-martial, or a civil case to which government is a party or adepartmental enquiry any fees received from Court (exceptconveyance expenses for journeys up to 8 kms) should be credited togovernment persons on leave also entitled to travelling allowance fromand to the place from which he is summoned as if he was on duty.(b) A government servant to produce official documents or to giveevidence in official capacity in civil cases T.A. should not be acceptedfrom Courts; controlling officer concerned will make payment of T.A.to the government servant and recover from the Court thereimbursement in full for credit to government account.(c) When summoned by Criminal Courts to give evidence in officialcapacity, T.A. will be paid by the department, if the State is a party tothe case. In other cases, payment will be made by the Courts.19.14.3 Travelling allowance to witnesses, Presenting Officers andDefence Assistants.(a)T.A. is admissible as on tour to persons called to appear before adepartmental enquiry as a prosecution witness, defence witness,presenting officer or defence assistant and will be paid by thedepartment where the official is working(b)A government servant called to give evidence on facts coming tohis knowledge when he was not in service is also entitled to T.A.(c)Defence Assistant is entitled to T.A. for inspection of documentsalso.Page 135 of 135

19.14.4 Travelling allowance to retired government servants.(a)Retired government servant required to attend a departmentalenquiry against him. No advance of tranvelling allowance is tobe paid.(b)For perusal of documents in such cases, TA including D.A. upto 3 days is also allowed.(c)For attending Courts in judicial proceedings against the retiredofficial, T.A. will be allowed, if he is honourably acquitted bythe Court.(d)For attending Courts to give evidence in departmental case onfacts which have come to his knowledge, in discharge of hisduties while in service, or to present the case or to act ascomplainant, T.A. as on tour including D.A. for halts is allowed.The entitlements will be with reference to the post held by himbefore retirement. The grant of travelling allowance will besubject to production of a certificate from the Court that he hasnot been paid travelling allowance by the Court.(e)For appearing as Defence Assistant, T.A. is allowed as per subpara19.14.2 above.19.15 Issue of Air VouchersAir Vouchers are issued to the officers of CBI who are eitherentitled or allowed to travel by air. The officers obtain their ticketsfrom the Indian Airlines Corporation or Air India International, on theauthority of the air vouchers. The Corporation sends its invoices tothe Head Office for payment. The invoices are scrutinized and gotverified from the officers who have travelled. It has also to be checkedwith reference to the particular TA Bills, that the amount has notbeen claimed in TA Bill, though the journey has been performed byAir Vouchers.Payment orders are recorded on the invoices and signed byAO(A) in respect of Head Office staff. A bill is prepared and submittedto the Pay and Accounts Office requesting them to issue a cheque forthe amount claimed in the bill in favour of the Accounts Officers,Indian Airlines Ltd. or Air India Ltd. as the case may be.Air Vouchers.Similar procedure also should be followed by Branches usingPage 136 of 136

19.16 Railway WarrantsRailway Warrant facility is presently available to theGazetted/Non-Gazetted Police Officers. This facility has now beenextended to CBI personnel working in different ranks inLegal/Ministerial/Technical cadres to perform their journey by rail onofficial duties. The branches are authorised to issue Railway Warrantsto the eligible staff for performing the official duty. The bills/claimsof railway warrants are raised by the chief Accounts Officers of therespective Railways and are paid from the Budget Grants of CBI. Aregister has to be maintained in the form SPE G.26 for issue ofRailway Warrants and the same has to be got verified from theControlling Officer of D.D.O. Safe custody of Railway Warrants formsshould be ensured by the Head of Office. The Officer issuing theRailway Warrants should satisfy himself that the journeys have beenperformed by the Officer in whose favour the Railway Warrant wasissued.19.17 Leave Travel Concession (LTC)Provisions for leave travel concession are outlined in theCentral Civil Services (Leave Travel Concession) Rules, 1988.19.17.1 Extent of applicationLTC Rules are applicable to all Central Government servantsincluding Civilians in Defence Services, Members of All India Services,State Government servants on deputation with Centre, Contract staff,re-employed Government servant, SAS, Apprentices and Officers ofAutonomous Bodies on deputation with Centre. These rules are notapplicable to casual, part-time, Staff paid from contingencies,Railway/Armed Forces Services, National Airways and those eligiblefor any other form of Leave Travel Concession.19.17.2 Scopeand his family.The concession is admissible to a government servant himself19.17.3 Admissibility(a)LTC is admissible only on completion of one year continuousservice on the date of commencement of journey. Personsappointed on ad hoc basis are also covered by this provision.Page 137 of 137

(b)State government servants on deputation with CentralGovernment are eligible for the concession on completion ofone year's service under the Central Government. However, thisis, subject to the certificate by the appropriate AdministrativeAuthority that the employee concerned is likely to continue toserve under the Central Government for a period of at least twoyears in the case of LTC to Home town and at least four yearsin the case of LTC to visit any place in India to be reckonedfrom the date of joining the post under the CentralGovernment.(c)In the case of contract officers where the initial contract is forone year and later extended, the total duration of the contractwill be taken into account for the purpose of LTC.(d)In the case of persons re-employed immediately, afterretirement without any break, the period of re-employed servicewill be treated as continuous with the previous service,provided LTC would have been admissible to the re-employedofficer had he not retired but continued in service.19.17.4 Types of Leave Travel Concessions(a)LTC to visit Home town is allowed once in a block of two-years.(b)LTC to visit any place in India once in four years is in lieu ofone of the two Home town LTCs available in that block.(c)Both the LTCs can be availed of irrespective of the distances ofplaces from the headquarters. Against the particular fouryearsblock, one can avail the concession to visit (i) Home townduring each of the two-year block or (ii) Home town during oneblock and All India LTC during the other block.19.17.5 Carry over of leave travel concessionLTC of either type not availed till the end of the particular blockof two-year can be availed during the succeeding year. The date ofcommencement of outward journey only is taken into account for thispurpose.19.17.6 Declaration of Home town.(a)The government servant should declare his home town to theControlling Officer in the prescribed form as soon as he joinsservice. Such declaration duly accepted by the ControllingPage 138 of 138

Officer should be kept in the service book and the receipt of thedeclaration entered. No detailed verification is necessary beforeaccepting declaration initially.(b)Change of Home town. - The "Home town" once declared can bechanged once during the service and accepted by the Head ofDepartment.The following criteria, one after the other, may be appliedbefore the change is accepted:(i)whether the place declared is the one which requires hisphysical presence at intervals for discharging domestic/socialobligations and whether he had been visiting the placefrequently;(ii)whether the government servant owns residential property inthat place or whether he is a member of a joint family havingsuch property there;(iii)whether his near relations are permanently residing in thatplace;(iv)whether prior to his service he was residing there.19.17.7 Declaration of place of visit under leave travel concessionto any place in IndiaBefore availing LTC, prior intimation to the Controlling Officeris necessary. The declared place of visit may be changed beforecommencement of journey with the approval of controlling officer.19.18 Cash CompensationThe Executive Personnel of CBI are required to work onSaturdays, Sundays and Holidays. They are granted CashCompensation in lieu of the aforementioned extra work @ 2 ½ daysfor every completed month of service subject to a maximum of 30 daysonce in a calendar year. The method of getting information withregard to number of days/dates on which an employee has attendedoffice work on holidays during a particular month may be evolved bythe Branch SsP of CBI themselves. EL/Commuted leave etc. have noeffect on the grant of cash compensation. However, if a person is onany kind of leave for more than 30 days, the question of calculation ofcash compensation for that particular month does not arise.Page 139 of 139

19.19 Rewards and honoraria19.19.1 Rewards :Cash rewards are given to the executive and prosecution stafffor special achievements. These should not be sanctioned for routinework. The sanctioning authority should sanction rewards only inrespect of officers/staff working under their administrative control.If any officer intends to sanction reward to any officer not workingunder his administrative control, he may send his recommendationwith full justification to the concerned competent authority forconsideration and orders with regard to sanction of rewards to suchofficer. The order sanctioning rewards would be issued by the unitwhere the officer is working at the time of disbursal. In terms of HOCircular instructions dated 26.12.97 and 20.05.98 (enclosed asAnnexure-XI(A) & (B) ), powers for grant of rewards to an officer on asingle occasion subject to the overall annual ceiling has beenspecified for compliance by all the officers of CBI as specified below:-Rank SP/AD/AIG DIG/DD JD AD/SD Max AnnualceilingConstable 500 750 1250 1500 5000 7000*Hd.Constable600 1000 1500 1750 7500 8000*ASI 750 1250 1750 2000 8500 9000*SI 1000 1500 2000 2250 10000 -Inspector 1500 1750 2250 2500 12250 -APP - - 2000 2500 12000 -* Additional Maximum ceiling in respect of Constable/Hd.Constable/ASI performing driver duty.19.19.2 Reward to RSO, Junior Engineer, CPWD, Telephone OperatorAssistant(MTNL) can also be sanctioned by SP/Asstt.Director/AIG/DIG/Dy.Director, Joint Director, Addl.Director, Special Directorsubject to the limits prescribed in terms of HO Circular dated23.11.98 (See Annexure-XII(A)).19.19.3 Rewards to the Group 'A' Gazetted Officers of CBI i.e. DSP andPP can be sanctioned by Director on the recommendation of theReward Committee constituted for the purpose which is headed bythe SDCBI or ADCBI as its Chairman, JD(A) and Director ofProsecution, CBI as members, subject to the limits of Rs. 5,000/- ina particular case with overall ceiling of Rs. 15,000/- per annumprescribed by the government in terms of Head Office Circularinstructions dated 28.09.2000 (See Annexure-XII(B)). Reward to theofficers of Government Departments other than CBI(Non Gazetted)Page 140 of 140

can be sanctioned by Addl.Director, Special Director and Director,CBI only.19.19.4 Accident free reward for driving the vehicles - Reward ofRs.750/- can be granted to an individual in a financial year foraccident free driving on completion of every 5000 kms run of agovernment vehicle for its good maintenance and economy of fuelconsumption etc.19.20 Honorarium :Remuneration to an employee from the consolidated fund ofIndia for special work of an occasional or intermittent character istermed as "Honorarium".Honorarium should be granted to an individual for exceptionalwork and not for work of routine nature. Powers have been delegatedto CBI Officers for grant of honorarium to an individual on a singleoccasion subject to the prescribed ceiling limit of Rs.2500/- in afinancial year. Powers for grant of maximum honorarium to anindividual in a financial year has been delegated to Director, CBI toRs.2500/- . No honorarium to any Casual Worker is admissible.19.20.1 Payment of honorarium is subject to the following conditions:(i)(ii)(iii)(iv)(v)The work must be undertaken with the prior consent of thecompetent authority.Amount of honorarium to be paid should be settled inadvance.The work is either so laborious or of such special merit as tojustify grant of a special reward.The competent authority may pay due regard to the generalprinciples enunciated in FR.II.The sanctioning authority shall record the fact mentioned at(iv) above in writing. The reasons justifying the grant of extraremuneration shall also be recorded.19.20.2 No honorarium is admissible for the reasons mentionedbelow:(i)(ii)(iii)Compilation of demand for grants and preparation of budgetestimate (Except Budget work of the Budget division ofDepartment of Economic Affairs).Dealing with parliament questions.Convening of DPCs for confirmation, promotion etc.Page 141 of 141

(iv) Incentives to personal staff of Ministers or to other officersand staff for meritorious work such as working for longhours.(v) Condemnation and disposal of unserviceable office stores.(vi) Work relating to the issue of award of printing contract.(vii) Closing of annual GPF accounts/Preparation of GPFstatements (Except in the Indian Audit and AccountsDepartment where these items of work have not been takeninto account while fixing staff norms).(viii) Calculation of Income Tax.(ix) Work relating to the reviewing, weeding and transfer of oldrecords.(x) Preparation of bills for payment of bonus.(xi) Preparation of annual reports.(xii) Preparation of bills for D.A. arrears.(xiii) Preparation/Typing of lists of files to be sent to departmentalrecord room/National Archives and similar other typing work.(xiv) Stock verification of stationery stores.(xv) Supervising the job of vacating the stores and arrangingsegregation.(xvi) Opening new pay bill ledgers.(xvii) Taking out photocopies of various documents.(xviii) Special work in arbitration case.(xix) Work relating to confidential reports.(xx) Work relating to allotment of residential accommodation.(xxi) Work relating to preparation of CGHS Cards.(xxii) (xxii) Normal work relating to the Hindi translation.(xxiii) (xxiii) Performing work relating to clearance drives.(xxiv) (xxiv) Exemplary work of commendable nature and devotionto duty.(xxv) Work connected with celebration e.g. anniversaries of settingup of Autonomous Bodies/Organisations etc. underMinistries/ Departments.Page 142 of 142

20. ADVANCES20.1 Advances are provided to the government servant for cateringto his personal needs and/or to finance the acquisition of assets. It isan important welfare measure and contributes towards keeping upthe morale. Under the provisions of General Financial Rules, 1963,two types of advances, namely, interest free advances and interestbearing advances can be sanctioned to a government servant, who isotherwise eligible under the relevant rules.20.2 Interest Free Advances20.2.1 Festival AdvanceSanctioning Authority : Head of Office- Rule236(GFR)Festivals : To be selected by Headof Department {SeeGID(l) below Rule 236(GFR)}Amount of Advance : Maximum Rs 1500/-( Rule 241 (GFR)Eligibility:a) Non Gazetted staff whose basic pay does not exceed Rs8300 p.m (Rule 236 GFR).b) Employees on EL/Maternity leave are also eligible(Rule237-GFR).c) Employees who have taken advance to visit hill stationin summer as a member of government sponsored party are noteligible for festival advance, in that financial year.d) Contingent staff are not eligible (Explanation below Rule236-GFR).e) Temporary staff not likely to continue for at least 6months after drawing advance are not eligible (Rule 240-GFR).f) Employees under suspension are not eligible (Rule 237-GFR).g) Employees on half pay leave or extraordinary leave orLPR at the time of disbursement are not eligible (Rule-237-GFR).Page 143 of 143

Employee transferred during the year should certify nondrawalof advance in the previous office in that year - GID (1)below Rule 238-GFR.Conditions :a) The advance is admissible only once in a financial yeareven if the festival falls twice in a year ( Rule 238 GFR).b) Second/subsequent festival advance will be granted onlyif previous festival advance or advance for visit to hill stationhas been recovered in full.c) Should be drawn before the festival. The time-lagbetween dates of drawal and disbursement to be reduced to theminimum (Rule 242 and GID below Rule 244-GFR).d) In case of temporary employees a surety bond from apermanent employee having equal or higher status is needed.The surety bond is cancelled on the employee attainingpermanent status. The requirement of surety bond can bewaived, if recovery of advance can be done during temporaryservice of employee.Recovery:a) Should commence with the issue of pay for the monthfollowing that in which the advance is drawn (Rule 244-GFR).b) Not more than 10 monthly instalments (Rule 243-GFR).20.2.2 Natural calamities ( Flood/Drought/Cyclone advance)Sanctioning Authority: Head of Office (Rule 247-GFR)Amount of advance : Maximum of Rs 2500/-Eligibility :Non gazetted employees whose movable/immovable propertyhas been substantially affected/damaged in an area affected bynatural calamity.Conditions :a) Concerned State Government should have declared thearea having been affected by natural calamityPage 144 of 144

(flood/drought/cyclone) and granted financial assistance totheir employees in such area.b) Application must be given in Form - GFR-37 withinthree months from the date of orders declaring naturalcalamity.c) An employee applying for the advance has to give adeclaration of the damage caused to his movable/immovableproperty due to natural calamity. If the employee’s declarationis later found untrue, he shall be liable for disciplinary action.Recovery :a) In maximum 25 equal monthly instalments with effectfrom the second issue of pay after advance is drawn.20.2.3 Advances for training in Hindi through correspondencecoursesSanctioning Authority : Head of OfficeAmount of advance : Rs 150/-Eligibility :a) Employees whose training in Prabodh/Praveen/Pragyais obligatory and who undergo the training throughcorrespondence course conducted by the Central HindiDirectorate.Conditions :a) Advance is granted three months after start of thecourse.b) Employee should make satisfactory progress (Head ofOffice may seek a certificate from the Directorate).Recovery :a) a) Advance will be adjusted in cash award received by thetrainee, if he passes and by recovery in four instalments frompay, if he fails.20.2.4 Advance for Training in Hindi Typewriting and StenographySanctioning Authority : Head of OfficePage 145 of 145

Amount of advance For :Hindi TypewritingRs 100 or 6 months feewhichever is lessFor Hindi Stenography : Rs 200 or 12 months feeEligibility :whichever is lessEmployees for whom training in Hindi Typewriting or HindiStenography is obligatory and who are eligible for grant of lumpsumaward on passing the examination after training.Conditions :a) The advance is granted for payment of fees to a privateinstitution.b) The advance is granted three months after admission.c) The employee should make satisfactory progress.Recovery :a) The advance will be adjusted against the lumpsumaward admissible on passing the examination.b) If the employee does not pass the examination, theadvance shall be recovered from his pay in 4 equal instalments.20.3 Other Interest Free Advances20.3.1 Advances on transfer:Advance of pay and travelling allowance is sanctioned underGFR 222 in the case of transfers in public interest. For mutualtransfers specifically ordered at the request of the governmentservant, these advances are not admissible.20.3.2 Advance of Pay:One month’s pay in the old post or in the new post, whicheveris lower, may be sanctioned as advance of pay on transfer. In casewhere headquarters of an office are shifted as a result of governmentpolicy, two months’ pay may be sanctioned as advance. The advanceof pay, if not drawn at the old station, may be drawn at the newstation. Advance of pay is not admissible for temporary transfers (Rule223, GFR and GIDs 2 and 4).20.3.3 Advance of T.A. on transfer:Page 146 of 146

An advance not exceeding the travelling allowance admissibleto the government servant may be sanctioned, including the T.A. forfamily members whether they accompany the government servant orfollow him within the permissible time. However, if the governmentservant avails TA advance for self, only drawal of a second advance forthe family is permissible separately for the travel of the familymembers within 6 months in normal transfer cases and within 12months in the case of change of headquarters (Rule 223, GFR, GID 3).20.3.4 T.A. advance on retirement:A retiring government servant is entitled to T.A. Advance as ontransfer, to proceed to the place of permanent settlement, only if thejourneys are performed during leave preparatory to retirement (LPR).No advance can be sanctioned for the journeys to be performed afterretirement (Rule 224, GFR).20.3.5 T.A. advance on Tour:The amount of advance to be sanctioned is ‘to cover thetravelling expenses’ including fares, incidental charges, road mileageand D.A. generally for one spell of tour. In the case of prolonged toursin the interior places which are difficult of access, advance may besanctioned to cover T.A. for thirty days, or six weeks in special cases.GFR 231 provides for grant of advance to meet expenses on thecontingent charges also. But in practice, the amount required to meetcontingent expenses arising on tour, e.g., if heavy equipment is to becarried involving transport/mazdoor charges etc. is separately givenfrom out of the permanent advance as these charges are to beaccounted for as contingent expenditure and not included in the tourT.A. claim.20.3.6 LTC advance:The amount of LTC advance to be sanctioned is limited to 90%of the estimated amount of reimbursement for journeys both ways. Incases where the period of leave exceeds 90 days or the return journeyis not proposed to be performed within 90 days, advance will besanctioned for one way only. If the advance has been drawn for bothways and the return journey is not likely to be performed within 90days, one-half of the advance is to be refunded. Where the initialjourney is proposed to be performed by rail, the advance may be paid60 days in advance to facilitate booking of rail tickets. Thegovernment servant is required to submit proof of booking the ticketsPage 147 of 147

within 10 days of payment of advance. If the outward journey isproposed to be performed otherwise than by rail, the advance may begranted thirty days in advance of the proposed date of journey. If thejourney is not commenced within 30 days, the advance is to berefunded.20.3.7 Leave Salary advance:Advance of leave salary may be sanctioned to a Governmentservant proceeding on leave for a period not less than one month or30 days. Thus, one can avail leave for the full month of Februarythough it is less than 30 days and avail the advance. Similarly, if theleave is from 15th February to 14th March it is taken as one monththough it is less than 30 days. The amount of advance will be limitedto the leave salary clearly admissible, including allowances, afterdeducting GPF, IT, HRA, Advances, etc. In other words, if the netamount of salary payable after all the usual deductions includingfresh recoveries, if any, is not less than the actual amount of leavesalary due for the month the amount of leave salary may be paid asadvance. Payment of leave salary advance is to be noted in the PayBills Register for watching adjustment (Rules 259 and 260 GFR).20.4 Interest Bearing AdvancesGeneral ProvisionsInstalments for Recovery: The advances shall be recovered inspecified equal monthly instalments. The maximum number ofinstalments in which an advance can be recovered is given below :SlNo.Type of advanceMaximum no ofinstalments1 Warm Clothing advance 102 Table Fan advance 103 Typewriter advance 304 Motor Car advance 2005 Motor Cycle/Scooter advance 706 Cycle advance 307 Personal Computer advance 1508 House Building Advance 180 for Principal60 for InterestPage 148 of 148

When an advance is granted to an employee who is about toretire shortly the number of instalments shall be so adjusted as toensure full repayment of advance and interest before retirement ortermination of service.Amount of instalments: Each instalment shall be in wholerupees. However, the last instalment may be raised or reduced asmay be necessary for recovery of the balance including any fraction ofa rupee.Mode of recovery: The repayment instalments shall berecovered from the pay, leave salary or subsistence allowance,commencing with first such issue after the advance is drawn.Interest: Interest on advances will be charged at prescribedrates. Sanction for an advance shall indicate the interest rate 2.5%more than the prescribed rate with the stipulation that 2.5% rebatewill be allowed, on compliance with the terms relating to recovery ofamount.Calculation of interest: Interest may be calculated as perfollowing formulae :i) When the principal amount of advance is repaid in equalinstalmentsTotal interest= n(n+1)/2 * A * 1/12 * r/100ii)When a part of the advance is repaid in equal monthlyinstalments and the balance in lumpsumTotal interest= n/2 ( P +L) * 1/12 * r/100iii) When repayment is irregular, interest will be calculatedfor every month on diminishing balance. Alternatively, thebalance outstanding at the end of every month should beaggregated and then interest calculated as follows:Total interest = Aggregate of balancesoutstanding every months*1/12 * r/100Wheren= number of instalments including last instalment oflumpusum payment, if anyA= Amount of each instalmentr= Rate of interestPage 149 of 149

P= Principal amount of advanceL= Lumpsum paymentRecovery of interest:Interest computed as above shall be recovered in the minimumnumber of monthly instalments. The amount of each instalment shallnot be more than the amount of instalment for recovery of advance.The recovery of interest shall commence from the month immediatelyfollowing that in which the repayment of the advance principal iscompleted.Illustration:Amount of Scooter advance Rs 30000/-Date of advance 5.3.98Amount of each instalment(A) Rs 500No. of instalments(n) 60Rate of interest(r) 11.5%Interest n(n+1)/2 * A/12 * r/10060(60+1)/2 * 500/12 * 115/100= Rs 8769/-The interest will be recovered in 18 instalments, the first 17being Rs.500 each and the last of Rs 269.Rate of interest for various types of advancesYear in whichRate of interestadvance drawn Motor Car/PC Motor Cycle/Scooter/ MopedCycle, Warmclothing, Table Fan1982-93 9 8.5 8.51983-84 9.5 9.5 9.51984-85 10 10 101985-86 11 11 111986-87 to8.5 7.5 7.51989-901990-91 10.5 8.5 7.51991-92 12 9.5 81992-93 14 10.5 8.51993-94 to15 11.5 9.01999-20002000-01 14 10.5 8.0Page 150 of 150

2001-02 13 9.5 7.02002-03 12.5 9.0 6.52003-04 11.5 8.0 5.520.4.1 Types of Advances :Warm Clothing advanceSanctioning Authority : Head Of OfficeAmount of advance : Maximum Rs 1500/-Eligibility :All Group C and D employees, posted in hill stations fora period of one year, or more are eligible. Hill station means aplace situated at a height of 1000 metres or more above sealevel.Conditions :a) Head of Office should certify that employee is likely tostay (including period already spent) for not less than 12months in the hill station.b) Second and subsequent advance may be granted onlyafter three years from grant of earlier advance.c) In case of temporary employees a surety bond from apermanent employee having equal or higher status, is needed.The surety bond is cancelled on the employee attainingpermanent status. The requirement of surety bond can bewaived, if recovery of advance can be made during temporaryservice of employee.20.4.2 Table Fan AdvanceAmount of advance: Anticipated price subject to amaximum of Rs 1000/-.Second Advance: A second advance should not ordinarily begranted within 10 years of the grant of previous advance.Eligibility :Page 151 of 151

Group D employees living in a house providedwith electricity and plug point but not having a fan are eligible.Conditions :a) The advance should not be granted to an employeeunder suspension.b) In case of temporary employees a surety bond from apermanent employee having equal or higher status is needed.The surety bond is cancelled on the employee attainingpermanent status. The requirement of surety bond can bewaived if recovery of advance can be made during temporaryservice of the employee.c) The employee is to submit cash receipt of table fanpurchased for verification.d) The fan shall be considered government property till theadvance and interest thereon is repaid.20.4.3 Conveyance (Motor Car, Motor Cycle/Scooter & Bicycle)advanceConditions common to all types of Conveyance Advances:a) The advance is granted for purchase of motor car,motorcycle/scooter, moped and bicycle.b) Advance shall not be granted for furnishing security atthe time of registration.c) In case of temporary employees, a surety bond from apermanent employee of equal or higher status isnecessary.d) Prior permission should be obtained or intimation ofpurchase be given, as may be necessary.e) The sanctioning authority should be satisfied aboutrepaying capacity of the employee.f) The advance cannot be granted if the vehicle has alreadybeen purchased and paid for unless it has beenpurchased within a period of three months from the dateof application and paid for by raising a temporary loan.g) Advance should not be sanctioned and disbursed whenofficial is under suspension.Page 152 of 152

h) Advance can be granted only if the outstanding ofprevious advance, if any, with interest has been fullyrepaid.i) Purchase of vehicle should be made within one monthfrom the drawal of advance. The cash receipt (in allcases) and registration book (in cases other than bicycle)should be produced for verification. The registrationbook must be shown within one month of purchase ortwo months of drawal of advance. If the employee failsto do so the advance shall be refunded with the penalinterest.j) The vehicle after purchase should be hypothecated tothe government.k) Prior sanction of the loan sanctioning authority isnecessary for sale of the vehicle so long as the advanceand interest thereon is outstanding. The sale proceedsmust be used to payback advance and interest or forpurchase of a new car within a month. In the lattercase, the advance outstanding will be restricted to thecost of new car. Re-payment of the outstanding amountwould continue at the rate fixed.l) Recovery of advance will start from first pay/leavesalary/subsistence allowance after drawl of advance.m) Simple interest at prescribed rates, calculated onmonthly reducing balance basis will be recovered in oneor more instalments after the principal is recovered. Therate of interest charged for advances drawn in differentyears is given in para 20.4 of this chapter.n) Sanction order should indicate the rate of interest 2.5%higher than the prescribed rate with stipulation that2.5% rebate will be allowed for prompt payment.o) Even if repayment is made more than once in a month itwill be taken as a simple payment in a month forarriving balance for interest calculations.p) Sanctioning authority is department of CentralGovt/Administrator or Head of Deptt for cases otherthan bicycle and Head of Office in case of Bicycle. AnUnder Secretary who is Head of Office may authorise aSection Officer under him to sign, on his behalf,sanction of cycle advance.20.4.4 Motor Car advanceEligibility :Page 153 of 153

Employees drawing pay including non-practicingallowance(NPA) and stagnation increment(SI) of Rs. 10500/-p.m. or more are eligible. This condition may be relaxed by theSecretary to Ministry/Department in deserving cases {Rule 193(ii)}.Amount of advance :a) On first occasion Rs 1,80,000 or eleven months’ basicpay +SI +NPA or price of car, whichever is the least.b) On second and subsequent occasions Rs 1,60,000 oreleven months basic pay +SI or price of car whichever is theleast.c) In case of employees holding regular posts abroad theadvance shall be further restricted to the amount admissiblefrom foreign exchange angle.Other conditions :a) A second advance can be taken for purchase of adifferent make of car without selling previous one purchasedwith advance, but outstanding advance and interest must berepaid before grant of second/subsequent advance.b) Second and subsequent advances will be given only after4 years from the date of drawal of previous advance.c) However, second/subsequent advance may be giveneven before 4 years in following cases:i) When an employee disposes of his car in Indiaand proceeds on deputation/training abroad for morethan a year and returns without a car orii) when an employee is appointed to a regular postabroad and does not take his car with him oriii) when one had earlier taken advance for motorcycle and now desires for car, if outstanding amount ofprevious advance, if any, with interest is fully cleared.d) An advance can be granted in two instalments in case ofemployees holding regular post abroad, first for purchasing thecar and second while coming to India for payment of customsduty the total being restricted to the overall limit prescribed.Page 154 of 154

e) The advance can also be given only for payment ofcustoms duty, to an employee on regular post abroad whobrings a car subject to the overall limit.f) Employee can pay more than one instalment in a month.20.4.5 Motor Cycle /Scooter advanceEligibility :a) Employees drawing pay (basic pay + NPA+SI) ofRs.4600/- p.m or more are eligible. This condition canbe relaxed by sanctioning authority in deserving cases.Amount of advance :a) On first occasion Rs. 30,000 or 6 months’ pay oranticipated price of motor cycle/scooter/moped whichever isthe least.b) On second and subsequent occasion Rs 24000/- or 5months’ pay or anticipated price of motor cycle/scooter/moped,whichever is the least.Other conditions :Other conditions are same as in case of motor car except thatthere shall be no need for hypothecation of the vehicle.20.4.6 Cycle advanceEligibility :Non-gazetted employees whose basic pay + SI does not exceedRs.5000/- p.m.Amount of Advance :Rs 1500/- or anticipated price of cycle including ST whicheveris less {Rule 212 (i)}Other conditions :a) Subsequent advance will not be available within 3 yearsof the earlier advance.Page 155 of 155

) Priority will be given to those who have not availed theadvance in the last 5 years.c) In case of temporary employees, a surety bond from apermanent employee having equal or higher status, is needed.The surety bond is cancelled on the employee attainingpermanent status. The requirement of surety bond can bewaived, if recovery of advance can be done during temporaryservice of the employee.20.4.7 Personal Computer advanceEligibility :Employees drawing pay including SI and NPA of Rs 10,500/-.Amount of advance :i) On first occasion: Rs 80,000/- or anticipated price ofcomputer excluding customs duty) whichever is less.ii) On second/subsequent Occasion : Rs 75,000/- oranticipated price of computer(excluding duty) whichever is less.Other conditions :a) Application should be made on the prescribed form(GFR-27).b) In case of temporary employees, a surety bond from apermanent employee having equal or higher status, is needed.c) A second/subsequent advance can be granted only after3 years from the drawal of earlier one.d) d) The advance can not be used for payment ofcustoms duty.e) e) Computer purchased should be mortgaged to thegovernment.f) Interest is charged at the rates prescribed as in case ofadvance for motor car.20.4.8 House Building AdvancePurposes of advance :a) Acquiring a plot and constructing a house thereon.Page 156 of 156

) Constructing a new house on a plot already owned singly orjointly with spouse.c) Getting a plot under cooperative schemes and building a housewhere title will vest in the official after the house is built.d) Enlarging living accommodation in a house owned by self orjointly with spouse.e) Constructing the residential portion alone in a shop cumresidential plot in a residential colony.f) Purchase of a ready built house/flat fromi) Government, Semi Government, local bodies, housing boards,development authorities.ii) Self financing Housing schemesiii) Cooperative Housing schemes.iv) Private parties such as registered builders, architects, housebuilding societies etc. , but not from private individuals.g) Conversion of hire purchase of house/flat into outrightpurchase, from State Housing Board or similar governmentcontrolled bodies.h) Repayment of a loan taken for purchase/construction of ahouse/flat if employee had applied for HBA before taking theloan (even if construction has been started already). Loan mayhave been taken from government source, or a non-governmentsource including private institutions, friends and near relatives,PSUs, autonomous bodies and other registered societies fundedby the government. Before obtaining loan from a nongovernmentsource, the employee must apply for HBA and gofor the private loan only when HBA is denied due to paucity offunds.Eligibility :a) All permanent employees.b) Other employees having rendered at least 10 years continuousservice( including military service in case of re-employed exservicemen).c) Members of All India Services( IAS,IPS & IFS) deputed toCentral Government, Public Sector Undertakings under thecontrol of the Central Government, international organizations,autonomous bodies or a private body (These cases should beprocessed by the Head of the parent Department).d) Central government employees on deputation to anotherdepartment or on foreign service (These cases should beprocessed by the Head of the parent department).e) Staff covered under Payment of Wages Act.Page 157 of 157

Note :i) Employees of Union Territories and North East FrontierAgency(NEFA) are also eligible as per the above criterion.ii) If both husband and wife are Central Government employeesand are eligible for HBA, the advance shall be admissible to only oneof them.iii) Central Government servants under suspension are alsoeligible for advance subject to the condition that collateral security inthe shape of mortgage bond from two permanent Central Governmentservants is obtained.Cost ceiling of the House:Cost of the house (excluding cost of land) should not exceed200 times of pay (basic pay + stagnation increment + non-practicingallowance) subject to a maximum of Rs 18 lakhs and a minimum ofRs 7.5 lakhs. Thus, where the cost ceiling according to basic pay isless than 7.5 lakh an employee can avail HBA forbuilding/purchasing a house as if costing Rs.7.5 lakhs. In case of selffinancing scheme, cost ceiling will be inclusive of land anddevelopment charges. Ceiling maybe relaxed upto 25% by theAdministrative Ministry/Department in appropriate cases.Amount of advance:Sl Purposeno.1 For construction of ahouse in an existingplot in urban areas2 For purchasing a plotand constructing ahouse thereon3 For purchasing a readybuilt house4 For enlargingaccommodation in anexisting house in urbanareaAmount of advance50 times pay( i.e. basic pay + SI +NPA ) of the employee or Rs 7.5 lakhsor the estimated cost, or repayingcapacity, whichever is least.- As above -- As above -50 times of pay + SI + NPA or Rs 1.8lakhs or the estimated cost or therepaying capacity whichever is theleast.Page 158 of 158

5 For constructionThe advance should not exceed/enlargement ofaccommodation in ruralareas ( not falling on theperiphery of a town orRs.1.8 Lakhs or 80% of true cost ofland and construction or cost ofenlargement and further restricted tohis repayment capacitycity)6 Where the employee The amount of HBA shall beowns a house jointlywith other relations, orrestricted to 60% of the amountnormally admissible to himhas coparcenary sharein a house belonging toHUF of which he is amember and theemployee desires tohave a separate housefor himselfNote: Amount of advance can be reduced at the request of theemployee (to avail reduced rate of interest) if the entire advanceis not drawn.Repaying capacityLength of remainingserviceOfficials retiring after 20yearsOfficials retiring after 10years but before 20yearsOfficials retiring within10 yearsRepaying capacity40% of Pay( Basic Pay +SI + NPA)40% of pay (Basic Pay +SI + NPA); 65% ofgratuity may also be adjusted.50% of pay (Basic Pay +SI + NPA); 75% ofgratuity may also be adjusted.Conditions for admissibility of HBAa) The house to be purchased/constructed should be either at theplace of duty or at the place where the employee proposes tosettle after retirement.b) Employee /spouse/minor child should not own a house in thetown/urban agglomeration where house/flat is proposed to beconstructed/acquired.c) The title of the land should be clear in the name ofemployee/spouse/jointly.d) In case of purchase of ready built house/flat from privateparties the house/flat should be new and unlived in.e) The house/flat should be used for residential purposesonly.Page 159 of 159

f) Advance shall be granted in respect of only one house/flat inthe entire service.g) Employee should not have taken any loan from any othergovernment source/semi government bodies /Housingbodies/local bodies/development authorities etc. However,where the employee has taken any such loan he shouldundertake to repay such loans with interest in one lump.h) Advance for ready built house will be only for outrightpurchase.i) In case of construction of residence on a shop cum residentialplot in a residential colonyi) Cost of land + cost of superstructure for both residenceand shop(s) should not exceed the prescribed cost ceiling.ii) Entire property including shop(s) should be mortgaged.iii) Entire building including shop(s) should be insuredagainst fire, lightening, floods etc.j) In case of HBA for enlargement of the housei) Funds will be arranged from the officer’s own resourcesand this does not in any way affect his repaying capacity( adeclaration of the employee to that effect is needed).ii) Two years should have elapsed after completion of thehouse( as per completion certificate).iii) Certified copy of approved plan is to be furnished.iv) The foundation is capable of taking additional load.v) HBA + loan raised from other institutions shall berestricted to the prescribed cost ceiling.k) In case of Central Government employees on deputation, thecase is to be processed by the parent department.l) Sanctioning authority should be satisfied that employee islikely to be in service till the house is built and mortgaged.m) The advance should be utilised only for the purpose it issanctioned. Misutilisation of advance shall entail disciplinaryaction. Any unutilised amount should be refundedimmediately.Creation of second chargeGovernment servants may create a second charge on theproperty subject to the following conditions:i) Prior permission of the Head of the Department should beobtained.Page 160 of 160

ii)iii)iv)The second charge can be created only in r/o loans for meetingthe balance cost of the house/flat.The total HBA plus the loan raised should not exceed theprescribed cost ceiling.Loan to be obtained should be from recognized financialinstitutions, such as, banks, government financialcorporations, co-operative housing finance institutions, publiccompanies formed and registered in India with the specificpurpose of financing housing like, Housing DevelopmentFinance Corporation Ltd.v) Second charge can also be created for enlarging livingaccommodation in the house constructed/acquired with HBA,if two years have elapsed after completion of the construction ofthe house.Rs 1500/- or anticipated price of cycle including STwhichever is less {Rule 212 (i)}Other conditions :a) Subsequent advance will not be available within 3 years of theearlier advance. Rs 1500/- or anticipated price of cycle includingST whichever is less {Rule 212 (i)}Page 161 of 161

21. DRAWAL OF PAY, ALLOWANCES ANDHONORARIA21.1 Superintendent of Police incharge of a branch andAdministrative Officer(Accounts) in CBI, Head Office have beendeclared by the Director, CBI as ‘Head of Office’ for that branch andCBI, Head Office respectively, under Rule 13(3) and 14 of Delegationof Financial Powers, 1978 and Controlling Officer under SR-191 forthe purpose of TA Bills and Drawing & Disbursing Officer in respect ofGazetted and Non-Gazetted Officers working under him. The OfficeSuperintendent or some other gazetted officer of the branch, such asa Deputy Superintendent of Police can be authorised by the Head ofOffice within the terms of the existing orders or Rules to perform theduties of drawing and disbursing officer under Rule 13(2) ofDelegation of Financial Powers and Rule 35(2) of Receipt andPayment Rules, 1983.21.2 Pay Bill Register is required to be maintained by the CBI HeadOffice as well as by each of CBI Branches. Separate registers aremaintained for Gazetted Staff, Non-gazetted Executive Staff,Ministerial Staff, Constables and other Class IV Govt. servants.Under the existing arrangement, it is necessary to prepare only onecopy of the Pay Bill to be sent to the Pay and Accounts Officer orCheque Drawing DDO, CBI, as all information relating to drawal ofpay and allowances by the Officers/Staff, is available in the Pay BillRegister.21.3 In the case of officials placed under suspension, separate paybill is to be prepared for drawing the subsistence allowance and otherallowances admissible thereon.21.4 The following allowances are generally drawn alongwith the pay(i)Dearness Allowance (including Addl. DA)(ii)House Rent AllowancePage 162 of 162

(iii)City Compensatory Allowance(iv)Transport Allowance(v)Children Education Allowance(vi)Hill Allowance(vii)Conveyance Allowance(viii)Interim Relief(ix)Deputation (Duty) Allowance(x)Remote locality Allowance(xi)Bad climate Allowance(xii)Tribal Area Allowance(xiii)Kit Maintenance Allowance(xiv)Court Allowance @ Rs. 1000/- p.m. for ALA/DLA, Rs.750/- p.m. for Sr.PP/PP and Rs. 500/- p.m. for APP.(xv)Gallantry Allowance at the following rates:a) President Police Medal for Gallantry :Rs.750/- p.m.b) Each of Bar to President’s PoliceMedal for Gallantry: Rs. 750/- p.m.c) Police Medal for Gallantry : Rs. 450/- p.m.d) Each of Bar to Police Medal450/- p.m.for Gallantry 37[1] : Rs.21.5 Allowance and Honoraria37[1]MHA letter No. 11026/10/98-PMA dt. 6.12.1999Page 163 of 163

The bills relating to the following allowances/claims areprepared separately :(i)Overtime Allowance(ii)Reimbursement of Tuition Fees(iii)Reimbursement of Medical charges(iv)Travelling Allowance(v)Leave Travel Concession(vi)Any other allowance i.e. Reward etc.(vii)Robe Allowance @ Rs. 2500/- in 5 years for Law Officers(viii)Robe Maintenance Allowance @ Rs. 600/- P.A.(ix)Refreshment Allowance(x)One month’s extra pay i.e. Basic Pay + D.A. fromConstable to Inspector in a Calender year(xi)Mufti Dress Allowance @ Rs. 500/- P.A. for Constable &Head Constable(xii)Grant of 75% discount by Indian Airlines to recipients ofPresident’s Police Medal for Gallantry and Police Medalfor Gallantry on the air journeys performed by them oneconomy class w.e.f. 1.2.2001 38[2]Similarly, separate bills are prepared in regard to grant ofhonorarium.21.6 Advances :The bills for the following advances are prepared separately:(i)Advance from the GP Fund(ii)Festival Advance38[2]MHA letter No. 11026/17/99-PMA dt. 5..2.2001Page 164 of 164

(iii)Cycle Advance(iv)Motor Cycle Advance(v)Leave Salary Advance(vi)Motor Car Advance(vii)TA Advance(viii)Advance of Pay(ix)Other Miscellaneous Advance21.6.1 The advance bills may be prepared in the prescribed formatcited in Rule No. 165 of Receipt and Payment Rules, 1983.21.7 Recovery Registers :The following Registers are to be maintained to keep a watch onthe recoveries of advances sanctioned to the staff :(i)Cycle Advance Recovery Register(ii)GPF Advance Recovery Register(iii)Festival Advance Recovery Register(iv)Motor Cycle Advance Recovery Register(v)TA AdvanceAdjustment Register for TA/LTC Advance and Transfer(vi)Register for recovery of other advances21.7.1 Whenever advances are granted, it is necessary to make theentry in the appropriate registers to ensure recoveries as per thenorms.Page 165 of 165

21.7.2 At the beginning of each financial year, the balance of variousoutstanding advance except GPF is to be intimated to Pay andAccounts Officer concerned.21.8 Reward to subordinate Police OfficersFor granting rewards to the subordinate Police Officers, aReward Roll Statement is to be used in Form G-12.Page 166 of 166

22. CONTINGENCIES22.1 Contingencies or ‘contingent expenditure’ means all incidentaland other expenditure, including expenditure on stores, which is incurredfor the management of an office or for the working of technicalestablishment, such as a laboratory, workshop, industrial installation, storedepot and the like, but does not include any expenditure which has beenspecifically classified as falling under some other head of expenditure suchas ‘works, tools and plants’.22.2 The powers of Director as Head of the Department to incurexpenditure on contingencies are specified in Schedule V to the Delegation ofFinancial Powers Rules, 1978. The Director, CBI has further re-delegatedthese powers to various officers in CBI. Detailed chart showing internaldelegations is placed at Annexure-XIII.22.3 Under Rule 90 of the General Financial Rules, the Head Officehas been granted a permanent advance (Imprest) of Rs.2000/- to provide foremergent petty advances of all kinds or for such payments as have to bemade in advance for drawing bills. Permanent advances have also beengranted to branches, according to their requirements 39[1] .22.4 A contingent register showing different heads of contingent ormiscellaneous expenditure is maintained. The annual budget allotment isalso noted in that register. Expenditure under each minor head is watchedthrough that register. The bills are prepared and the amounts are drawn onfully vouched contingent bill forms. Sometimes for meeting urgentcontingent expenditure, advances are also drawn on abstract bill formsunder the provisions of Receipt and Payment Rules.22.5 Vouchers: Vouchers/receipts for payments of Rs. 500/- orabove are to be sent to the Pay and Accounts Officer, CBI. Others are kept inthe office alongwith the bills, after they are cancelled with a rubber stamp.The provisions of Rule 109 of Receipt & Payments Rule have specially to beobserved for defacement or cancellation and preservation of the vouchers.39[1] For detailed guidelines, GFR 90 may be referred to.Page 167 of 167

23. GENERAL PROVIDENT FUND23.1 EligibilityTemporary government servants with one year's service, reemployedpensioners not covered by Contributory Provident FundRules, and all permanent government servants have to subscribecompulsorily at a minimum of 6% pay (maximum 100% pay) everymonth to General Provident Fund. Persons completing one year'sservice during a month are to subscribe from the following month,i.e., recovery commencing from the pay for the month following theone in which they complete one year's service. Temporarygovernment servants (including Probationers and Apprentices) likelyto continue for more than a year in service may subscribe any timebefore one year. No recovery should be made during the last threemonths service before superannuation (e.g. For employees retiring on30th June, subscriptions are not to be recovered from the pay forApril, May and June).23.2 Procedure to be followed by Head of OfficeThe Head of Office is required to send to PAO statement induplicate by 15th of every month with particulars of employeeseligible to subscribe to GPF three months hence, for allotment ofaccount numbers, in the prescribed form. No application from theofficial is necessary. The duplicate copy of the statement will bereturned by the PAO duly completed with account numbers allotted tothe officials. However, in the case of temporary employees choosing tosubscribe before one year, applications are to be forwarded as per theold procedure for allotment of account numbers. In any case,subscriptions should be recovered only after the account numbers areallotted.23.3 Nomination23.3.1 Submission of nominations - Every government servantshould submit nomination in the prescribed form immediately onjoining the Fund. While an employee not having family may nominateany other person, the nomination should be in favour of familymember(s) only in the case of one having family. The subscriber mayprovide in the nomination that the nomination shall become invalid inthe event of the happening of a contingency specified therein e.g. abachelor may nominate his father or mother. He can specify in thePage 168 of 168

nomination that the nomination will become invalid in the event of hissubsequently getting married. If the nomination is made in favour ofmore than one person, the proportionate share in which the amountwill be payable should be specified clearly in the relevant column. Atany time, the nomination may be cancelled by the governmentservant. Revised nomination may be sent to the PAO through theHead of Office. Change of nomination is permitted even afterretirement but before the final payment is made. Every nominationtakes effect from the date it is received by the PAO.23.3.2 Action by the Head of Office : Nominations submitted by theofficials should be carefully scrutinized by the Head of Office beforeforwarding the same to PAO and it should be ensured that theinstructions contained in the nomination form as also the provisionsin GPF Rules are complied with to avoid complications at a laterstage. A copy of the nomination may be kept in Part II of the servicebook of the official. Receipt of acknowledgement from PAO should bewatched and kept in record.23.3.3 Definition of Family : 'Family' includes, spouse, parents,children (including adopted child/ward), minor brothers, unmarriedsisters, deceased son's widow and children and where no parents ofthe subscriber is alive, a paternal grandparent. For a male subscriber,more than one wife is included, but a judiciously separated wife isexcluded, unless the subscriber expresses in writing otherwise. Afemale subscriber may exclude her husband from her family for thispurpose.23.4 Noting GPF Account Number in Service BookAs soon as the account number is allotted by the PAO, this should beentered in the service book of the official.23.5 Subscription23.5.1 Rates : The amount of subscription should be fixed by thegovernment servant in whole rupees, subject to a minimum of 6% ofemoluments and not more than the total emoluments. Thesubscription will be rounded off to the nearest rupee, even if ithappens to be less than 6%. For this purpose, pay drawn on 31stMarch will be taken into account for subscription during the ensuingfinancial year. For subscribers joining service during the year andstart subscribing to the GPF, emoluments drawn on the date ofjoining the Fund is taken into account. The rate of subscription neednot be varied consequent on revision of pay during the year, exceptPage 169 of 169

when required under specific orders e.g. on revision of pay scales onthe recommendations of Pay Commission.23.5.2 Change of amount of subscription : Subscription may beincreased twice and/or reduced once at any time during a year.23.5.3 Recovery of subscription - Recovery should commence fromthe pay for the month following the one in which a temporaryemployee completes one year service. During periods of suspension,recovery is not to be made. On reinstatement, he may opt for recoveryof arrear subscriptions due for the period of suspension. During theperiod of EOL/HPL, the official can opt not to subscribe to the Fund.In such cases, subscription recovered shall be proportionate to thenumber of days spent on duty including leave, if any, other thanEOL/HPL.23.6 Interest:The rate of interest to be allowed on GPF deposits isdetermined by the government each year.23.7 Advances:An advance up to three months' pay or half the amount atcredit, whichever is less, may be sanctioned by the Head of Office to asubscriber for one or more of the reasons mentioned in GPF Rules -Rule 12(1) : GID's 2,3,4,6 & 11. Advance in the case of Head of Officewill be sanctioned by the next higher authority.23.8 Special Advance23.8.1 An advance in excess of 50% of the amount at credit, or threemonths pay, or involving recovery in more than 24 installments, orwhen the earlier advance is not fully recovered or where the advanceis required for reasons other than those mentioned under Para 23.7,is treated as Special Advance. This can be sanctioned by Heads ofDepartments and various other authorities specified in V Schedule toGPF Rules. Heads of Offices authorized to exercise the powers ofHeads of Departments under DFPRs can also sanction the SpecialAdvance. Special reasons are to be recorded for sanction of suchadvances.23.8.2 If the Special Advance is sanctioned before the completion ofthe earlier advance, the balance of the previous advance remainingoutstanding will be added to the amount sanctioned as specialPage 170 of 170

advance and the total consolidated amount recovered in suitablenumber of installments not exceeding 36.Note : Advance is not to be sanctioned during the last three months ofservice before superannuation.23.9 RecoveryRecovery of the advance under Rule 12(1) in not more than 24installments should commence from the pay for the month followingthe one in which the advance is drawn. Recovery of the SpecialAdvance under rule 12(2) in not more than 36 installments will alsobe made in the same way, but it should be ensured that there is nobreak in the recovery of the earlier advance and the Special Advance.In other words, the Special Advance will be sanctioned and theinstallments fixed after taking into account the installments to berecovered in the next month against the earlier advance (Rule 13).23.10 WithdrawalsAuthorities competent to sanction Special Advances cansanction withdrawals from GPF for one or more of the purposesmentioned in Rule 15, after completing stipulated service.23.11 Final Payment of GPF Accumulationsevents :Final payment of GPF accumulations arises in the following(a)Resignation, termination of service, discharge forwant of vacancy, dismissal and removal from service; or(b)Retirement; or(c)Death.In all the above cases, the amount standing to the credit of thesubscriber with accrued interest becomes payable.23.12 GPF Accounts of Group ‘D’ EmployeesThe GPF account of Group `D' employees is maintained by theHead of Office/Head of Department.Page 171 of 171

23.12.1 Duties of Head of Office:(i)The detailed PF Ledger Account in Form (Civil AccountsManual) 47 should be maintained by the Head of Office inbound ledgers which will be machine numbered.(ii)The Head of Office or a gazetted officer nominated by himshould initial the PF accounts monthly to ensure that theamount of subscription deducted, refund of advance andtemporary and final withdrawals are posted correctly. Heshould also initial the entries in the ledger when signing forwithdrawal from PF.(iii)He should ensure that the subscription recovered is subject tothe minimum as per the GPF Rules. Regardingreducing/enhancing the quantum, he should ensure thatreduction is not made more than once in a year andenhancement not more than twice in a year. When thesubscription is reduced, it should not go below the minimum of6% of pay prescribed in the rules.(iv)He should maintain a broad sheet in Form CAM 48 and alldeposits and withdrawals should be posted direct from theledgers and not from the schedules. He shall verify that theamount as booked in the broad sheet agrees with that of thetotal in the certificate of deductions attached to the paybills/payments made during the month.(v)In all cases of new admission, he should verify the eligibility ofthe new subscriber and assign the Account No. with a prefixindicating the office to which the subscriber belongs. Allpermanent employees and temporary employees with acontinuous service of more than one year are eligible.(vi)On receipt of a nomination, he should satisfy himself that ithas been made as per the provisions of GPF Rules.Appropriate arrangements should be made for the safe custodyof the nomination under lock and key in his personal custodyor under the custody of a gazetted officer nominated by him inthis behalf. Necessary entries should be made in the ledger/and General Index Register and an acknowledgment should beissued to the official concerned.(vii) He should maintain a General Index Register in Form CAM 44.Page 172 of 172

(viii)Pass Books are to be issued to all the subscribers. At the end ofeach year, the Head of Office should obtain the Passbook,complete the entries in the Passbook and after makingnecessary endorsement to the effect that “the account has beentransferred to PAO, CBI, New Delhi”, return the Pass book tothe employee.(ix) When an official is transferred to anotherMinistry/Department, the Head of Office should complete theentries in the Pass book and after making necessaryendorsement to the effect that “the account has beentransferred to DDO concerned”, return the concerned Passbookto the employee.23.12.2 On promotion to Group ‘C’:If the Head of Office is able to certify that there are reasonableprospects of the promoted employee continuing in Group `C' for atleast one year, the GPF account should be transferred to the A.O.concerned immediately. In case he is not able to certify as above, itshould continue to be maintained by the Head of Office andtransferred to the Accounts Officer after the concerned employeerenders one year's continuous service in Group `C' post.Page 173 of 173

24. DEPOSIT LINKED INSURANCE SCHEME24.1 The scheme is meant for the welfare of family members of thedeceased government servant. According to this scheme, when aGeneral Provident Fund/Contributory Provident Fund subscriber diesafter having put in 5 years’ of service, the nominee of the subscriber ispaid an additional amount (in addition to the actual GeneralProvident Fund balance in the General Provident Fund (GPF) ofdeceased subscriber) if the balance in the General Provident Fundaccount of the deceased subscriber does not fall below the undermentioned limits at any time during the last 36 months preceding themonth of death:GPF (Vth Pay CommissionCPF (Pre-revised scale)Scale)Ifthesubscriberheld a post inthe scale ofpay, themaximum ofwhich isRs. 12000 ormoreRs. 9000 to Rs.11999Rs. 3500 to Rs.8999Minimummonthlybalanceduring theperiodIf the subscriber hasheld for the greaterpart of the aforesaid 3Minimummonthly balanceduring the periodyears a post themaximum of the payscale of which isRs. 25000/- Rs. 4000 or more Rs. 12000/-Rs. 15000/- Rs. 2900 to Rs. 3999 Rs. 7500/-Rs. 10000/- Rs. 1151 to Rs. 2899 Rs. 4500/-Below Rs. 3500 Rs. 6000/- Below Rs. 1151 Rs. 3000/-Note: Applicable in case of death ofsubscriber on or after 31.5.2000. Incase of death on or before 30.5.2000 oldprovision as per IVth Pay Commissionpay scales only will apply.Note: The revised rates based on 5thpay commission pay scales has notbeen received in respect of CPF.24.2 The additional amount will be equal to the average balance inthe account during the period of 36 months preceding the month ofdeath, subject to a maximum of Rs. 60000/- in the case of GPFsubscribers and Rs. 30000/- for CPF subscriptions. The maximumlimit is to be applied after arriving at the average of 36 months andnot at every stage.Page 174 of 174

24.3 The balance for March every year will be inclusive of interest forthe year. The balance of the last month of the three year period willinclude the interest upto that month. In the case of CPF, ‘balance’ and‘average balance’ would mean only employee’s subscription andinterest thereon.24.4 This Scheme does not apply to persons appointed on contractbasis (Rule 33-A/35-A and Notes thereunder). However, it isadmissible in cases of death during the last 3 months of service duringwhich no subscription is recovered.24.5 In the case of missing employees, payment can be made to thenominee/legal heirs after expiry of a period of 7 years following themonth of disappearance of the subscriber after completion of requiredformalities.Page 175 of 175

25. WELFARE MEASURES25.1 For the welfare of the CBI employees, a Fund called CentralBureau of Investigation Benevolent Fund was created in 1973. It isgoverned by CBI Benevolent Fund Rules dated 11.10.1990. Itsaffairs are managed by Central Managing Committee.25.2 According to the present CBI Benevolent Fund Rules, theobjective for which the Central Bureau of Investigation BenevolentFund was created is to provide financial relief to the following :(i) To any member of the fund who suffers from permanentdisability, such as loss of eye-sight or a limb etc.,incapacitating him for further service.(ii) To the family of a member of the fund in case of hisdeath (upto and including the rank of SO/OS/Dy.SP andequivalent).(iii) To all members of the fund (upto and including the rankof SO/OS/Dy.SP and equivalent) who suffer partial disabilityor prolonged illness forcing them to remain on leave withoutpay for a period exceeding one month.(iv) To meet the funeral expenses of a member of the fundand to meet with the funeral expenses of the dependent of amember of the fund (i.e. mother, father, son, daughter & wifeand in some cases grandfather or grandmother or minorbrother or minor sister in case parents are not alive). Therelief can be given upto the rank of OS/DSP or equivalent.(v) To a member of the fund or a dependent member of hisfamily, if any of them is suffering from diseases like T.B. orCancer etc. which require nourishing diet and no such reliefis available to him under the Medical Relief Rules.(vi) For acquiring artificial limbs, hearing aids or any suchdevice for either a member of the fund or any of hisdependents.(vii) To any member whose property has suffered a severedamage owing to some natural calamity like flood, fire,Page 176 of 176

drought etc. and his financial position is very weak. Thisfinancial relief may be given in addition to a relief, if any, thatgovernment may sanction on such occasions, if that isconsidered insufficient.(viii) To a member of the fund, upto the rank of Dy.SP/OS orequivalent to enable him to purchase sports kit or for specialdiet if he or a dependent member of his family is rated as anoutstanding sportsman/athlete, such as holding the colour ofthe University and above or for his daughter/son who hassecured more than 60% marks in Class-X/HigherSecondary/or higher studies and is prosecuting furtherstudies.25.3 The Director, CBI has the discretion, on the recommendation ofthe Central Managing Committee, to sanction expenditure or to grantmonetary relief/aid in deserving cases of individual or general welfareof the members of the fund which are not covered by the rules.25.4 According to the Benevolent Fund Rules, all personnel of theCBI should subscribe towards CBI Benevolent Fund during theperiod of their stay in the CBI. A declaration, in duplicate, in theprescribed form shall be obtained from all members of the staff of theCBI. This declaration shall be retained in the office in which theperson concerned happens to be working at the time of hisapplication. On transfer of a member to any other unit of the CBI,this declaration shall be sent to the new place of posting. A note shallbe kept in the service book of the persons concerned duly signed bythe Head of Office regarding the date from which the personcommenced his membership of the fund/withdrew from hismembership and subscription from members shall be collected at therates fixed by the Managing Committee.25.5 The Central Managing Committee of the Benevolent Fund atthe Head Quarters of the CBI is presided over by Joint Director(Admn.), CBI. The other members of the Central ManagingCommittee are as follows :(i) D.I.G.(Admn.), CBI - Vice-President(ii) SP(HQ), CBI - Hony. Secy.-cum-Member(iii) Admn.Officer(A), CBI - Hony. Treasurer-cum-MemberPage 177 of 177

(iv) SP-I/ACB-I/CBI/Delhi - Member(v) A Dy. Supdt. of Police/CBI- Member(vi) An Inspector/ - MemberSub-Inspector/CBI(vii) A Head Const./ - MemberConstable of CBI(viii) A representative from - Memberthe Ministerial staff25.6 An account of subscriptions collected in the CBI Branches ismaintained in the concerned Office in the register in prescribedproforma. This register will be a permanent record and theresponsibility for its proper maintenance will primarily rest with thecashier of the branch, under supervision of the Superintendent ofPolice of the Branch. The accounts of the fund will be put up to theSuperintendent of Police/Administrative Officer/Head of Office asthe case may be by the cashier concerned, every month, forattestation. The Dy. Inspector General of Police, while inspectingthe branches/units, will also check these accounts and see thatthese are being maintained properly.25.7 Special benefits in cases of death of Central Governmentemployees while on duty 40[1]The families of Central Government Employees who die inharness in the performances of their bonafide official duties undervarious circumstances are eligible for the following compensation:-25.7.1 Air-lifting of body if death occurs while on tour : In case ofdeath of a public servant, while on tour in India or abroad, the bodymay be brought by air on a commercial flight to the headquarters orto home town, according to the wishes of the family. In such cases,the expenditure will be met by government 41[2] .Sanctioning Authority - Head of Office under whom thedeceased official was last working.25.7.2 Immediate Relief - If an employee dies while in service, hisfamily will be eligible for immediate monetary relief of three months’pay or Rs.8000/-, whichever is less in the form of an advance. The40[1] No. DPAD.3/03/2872/37/1/2003-AD.III dated :- 3/7/2003.41[2] G.I., M.H.A.,OM NO17/18/73-PUB I. dated 14.06.1973, circulated under D.G. P.&T.Letter No.B-26013/2/73-WL, dated 27.12.1973.Page 178 of 178

advance should be adjusted within six months against the arrears ofpay and allowances, leave salary, death gratuity, balance inContributory/General Provident Fund or any other payment due inrespect of the deceased official - Appendix-7, Pension Compilation &GFRs 262-264.Sanctioning Authority - Head of Office or the gazetted officer atthe lowest level under whom the deceased official was last working.25.7.3 Relief from CBI Benevolent FundImmediate relief amounting to Rs.15000/- to meet immediateexpenses to the family/legal hairs of the deceased governmentservant upto and including the rank of Office Superintendent,Deputy Superintendent of Police and equivalent 42[3] .Sanctioning Authority - DD(Admn.)/CBI. The concerned CBIbranch will send a proposal to SP(HQ) CBI for sanction of theamount.25.7.4 T.A. to the family of a deceased employeeThe family of an employee who dies in service may travel fromthe last headquarters of the employee to the home town, or to anyother selected place of residence where the family wishes to settledown. If at the time of the death of employee any member of hisfamily happens to be at a station other than his headquarters, suchmember may travel from the station to the home town or selectedplace of residence. But the claim will be restricted to what isadmissible from the last headquarters to the home town or selectedplace of residence, as the case may be. If any member of theemployee’s family proceeds from the last headquarters to a placeother than the selected place of residence, the claim will berestricted to what is admissible from the last headquarters to theselected place of residence.Sanctioning Authority - Head of Office under whom thedeceased official was last working.25.7.5 Ex-gratia lumpsum compensation to families of CentralGovernment Employees who die in harness.The families of Central Government Civilian employees who diein harness in the performance of their bonafide official duties under42[3] Head Office circular No.B-11015/1/87-89/CBI/BF dated 17.10.1990.Page 179 of 179

various circumstances, shall be paid the following ex gratialumpsum compensation.(a) Death occurring due to accidents in the -Rs.5Lakhscourse of performance of duties .(b) Death occurring in the course of performance -Rs.5Lakhsof duties attributable to acts of violenceby terrorists, anti-social elements etc.(c) Death occurring during (a) enemy -Rs.7.5Lakhsaction in internationl war or borderskirmishes and (b) action against militants,terrorists, extremists etc.The ex-gratia lumpsum compensation is not admissible if thedeath of the employee is due to accidents while traveling on duty bycommercial aircraft, national or private. In the case of death of anemployee while traveling on duty by railways due to train accidents,the amount of ex-gratia lumpsum compensation admissible will bereduced by the compensation, if any, received by the next of kin ofthe employee from the railways. Ex-gratia lumpsum compensation isin addition to other benefits - Admissible in addition to such otherbenefits as may be admissible under CCS(Extraordinary Pension)Rules or the Liberalized Pensionary Awards Scheme, CCS(Pension)Rules, 1972, General/Contributory P.F. Rules, Central GovernmentEmployees's Group Insurance Scheme.Sanctioning Authority - Concerned Administrative Ministries inconsultation with their Financial Advisers. Proposal from branchshould be sent to Head Office for sending the same to the Ministry.25.7.6 Government accommodation : Adhoc allotment in thename of the ward/spouse of the government servant who dieswhile in serviceAs per existing instructions, request for adhoc allotment to aneligible dependent is considered in case he/she gets an employmentin an eligible office even after the death of the officer, provided suchappointment is secured within a period of twelve months of thedeath of the officer and the other prescribed conditions are fulfilled.In the event of death of the allottee, in terms of the Directorateof Estates OM No.12035/4/98-Pol.II dated 9.6.1998, the family isPage 180 of 180

now eligible to retain the government accommodation for a period oftwo years, on payment of normal rate of licence fee, subject to thecondition that extended period of one year is not admissible in caseswhere the deceased officer, or his/her dependent owns a house atthe place of posting. It has been decided that the ward/spouse maybe allotted government accommodation on adhoc basis in caseswhere the eligible dependent secured employment within a period oftwo years from the date of death of the allottee, subject to fulfillmentof other prescribed conditions including that of not being a houseowner. No relaxation beyond a period of two years shall bepermissible in any case 43[4] .Sanctioning Authority :- SP(HQ)/CBI is the Estate Officer foraccommodation available in Delhi while SsP of CBI ACB Branchesare Estate Officers for the accommodation in the station out ofDelhi.25.7.7 Appointment : Compassionate Appointments of DependentsThe detailed instructions on the subject have been mentionedat para 2.7 in Chapter 2.25.7.8 Family Pension (Rule 54 of CCS(Pension) Rules, 1972)In the event of death of a government servant, his/her familyare eligible for the grant of Family Pension. In case of a bachelorgovernment servant, his/her dependent parents is eligible for thegrant of family pension @ 30% of the last pay drawn plus D.A. as inforce. Minimum family pension is Rs.1275/- p.m. Family pension isadmissible on the following conditions:a) After completion of one year of continuous service; orb) Before completion of one year of continuous serviceprovided the deceased government servant concernedimmediately prior to his appointment to the service or post wasexamined by the appropriate medical authorities and declaredfit by that authority for government service.Enhanced rate Family Pension: Enhanced family pension ispayable from the date following the date of death for a period upto:(i)Seven years from the date following the date of death43[4] Ministry of Urban Affairs & Employment, Directorate of Estates, New Delhi OMNo.12035/4/98-Pol..II dated 19.11.1998.Page 181 of 181

(ii) Date on which the deceased government servant wouldhave attained the age of 67 years, had he survived, whicheveris less.After the expiry of the period given above, the family pensionwill be payable at normal rate.Normal rate of family pension. Normal rate of family pensionis @ 30% of last pay drawn by the deceased government servant. If thedeceased government servant after putting more than one year andless than 7 years dies, the family is entitled to get family pension @30% of the last pay drawn.25.7.9 Death Gratuity (Rule 50 of CCS(Pension) Rules, 1972In the event of death of government servant, his/her family iseligible for the grant of Death Gratuity on the basis of servicerendered by the deceased government servant.Sanctioning Authority – For Family Pension & Death gratuity isAccounts Officer, P&AO, CBI, New Delhi. Concerned Head of office isrequired to send the complete pension papers of deceased governmentservant to PAO, CBI, New Delhi for the purpose.Page 182 of 182

26. DEPARTMENTAL CANTEEN26.1 Meeting the refreshment needs of employees in offices andworkers serving in industrial establishments during their workinghours is an obligation undertaken by every welfare orientedorganisation. This responsibility can be fulfilled by running a wellorganised departmental canteen which will meet the welfare needs ofemployees and also make them more efficient at their work. Adepartmental canteen is therefore set up at government cost, inside agovernment department/office/establishment at ‘No Profit No loss”basis by employing the authorised number of canteen workers, whoseaffairs are controlled by a Managing Committee constituted by theDepartment/Office concerned.26.2 The functioning of the departmental canteens is on the basis ofinstructions contained in the “Administrative Instructions onDepartmental Canteen in Offices and Industrial Establishments”(Green Book) issued by Department of Personnel and Training. Insmaller establishments employing less than 100 persons, tiffin roomsare set up instead of a full-fledged canteen. A Canteen/Tiffin Room iscentrally registered with the Office of the Director of Canteens, DP &T, New Delhi. The Canteens/Tiffin Rooms, depending upon thestrength of the establishment office staff have been categorised intothe following types :Total strength of theDepartment/Office/EstablishmentTypes of Canteen/Tiffin Roomentitled25 to 49 Tiffin Room Type ‘B’50 to 99 Tiffin Room Type ‘A’100 to 249 Canteen Type ‘D’250 to 499 Canteen Type ‘C’500 to 699 Canteen Type ‘B’700 to 1200 Canteen Type ‘A’If the strength of the office/establishment is more than 1200,the Canteens may be grouped and categorised as Type 2A, 3A and soon, with the approval of the Director of Canteens, Department ofPersonnel & Training.The entitlement of various employees in various types ofCanteens/Tiffin rooms is also provided in Green Book.Page 183 of 183

26.3 AccommodationAccommodation for the canteen is to be provided by thedepartment/office concerned. All initial provision of fixtures, fittings,lighting arrangement, water storage tanks, white washing etc. andtheir maintenance thereafter will be the responsibility of the civilworks agency of that department/office. The floor area for a canteenshould be sufficient to provide a dining hall of a size where 1/3rd ofthe office strength could be entertained at a time and preferablyshould have separate rooms for kitchen, pantry, store, gas/fuel room,dry ration, fresh vegetable room etc. The nominal rent payable by thedepartmental canteens and tiffin rooms for the office accommodationoccupied by them is Re 1 per annum. Subletting of the canteenpremises to any private person is not permissible.26.4 ManagementA Managing Committee is constituted for each departmentalcanteen out of the officers and staff of the department/officeoccupying the building in which the canteen is located. A modelManaging Committee consisting of seven members including theChairman, Honorary Secretary, Official Member and Staff SideMembers to represent Group ‘C’ and “D’ should be constituted. Onelady may be nominated as a co-opted Member. The tenure of thecommittee shall be three years normally. The rules of business forrunning of a canteen will be framed by the Managing Committee.Head of the Department/Office may depute a government servant ofthe rank of Section Officer or below if he can be spared out of theexisting strength of the department/office for part time or whole timeassistance to the Managing Committee of the canteen.26.5 PersonnelThe canteen staff is treated as holders of civil posts inconnection with the affairs of the Union of India w.e.f. 01.10.1991vide DP & Trg. O.M. No.12/5/91-Dir(C) dated 29.01.1992.26.6 Hygiene and SanitationInspection of the canteens should be carried out at regularintervals and through surprise checks by the Head of the Office,members of the management committee and the medical officer of thelocal medical establishment. The managing committee should arrangeto maintain a record of these inspections in the InspectionPage 184 of 184

Register/Sanitary Diary. A suggestion-cum-complaint book shouldalso be maintained in the canteen. Model sanitary rules as issued vide5/11/72-Dir(C) dated 28.08.92 must be made clear to every canteenworker. All the measures to procure standard provisions should beundertaken to avoid adulteration. Stern disciplinary action should betaken against any employee of the canteen found indulging in ordoing any act which may lead to the adulteration.26.7 Accounts & AuditAnnual accounts comprising of income and expenditure,trading account, profit and loss account, balance sheet etc. must beprepared immediately on the close of the financial year. The accountafter having been internally audited, should be submitted to theintegrated financial advisors of the department/office with copies tothe director of canteen within one month of the close of every financialyear.26.7.1 It will be the responsibility of the canteen manager to completeand submit all accounts progressively prepared as on the last day ofevery month, within seven working days of the following month, afterinternal audit, to the honorary secretary for putting up to themanaging committee.26.7.2 The following account books and records are required to bemaintained by the departmental/cooperative canteens :(i)(ii)(iii)(iv)(v)(vi)(vii)(viii)(ix)(x)(xi)(xii)(xiii)Cash BookLedgerStock Register (for expendable items, coupon books,crockery, empty containers etc.)Dead Stock RegisterPreparation Register (to show eatables produced)Sales Register (Work Sheet)Coupon Sales RegisterSalary RegisterAttendance RegisterBill Register (for sales on credit)Kitchen Register (if a number of canteens are groupedtogether for kitchen functions)Journal (if number of daily transactions of credit salesand credit purchases exceeds five)Annual Accounts26.7.3 The internal audit of the accounts of canteen/tiffin rooms should becarried out by the departmentalized accounts organizations.Page 185 of 185

26.8 Entitlement of employees in various types ofCanteens/Tiffin roomsSl.No. DesignationCanteens TypeTiffin RoomsA B C D A B1 Manager 1 1 1 - - -2 Asstt. Managercum-Store1 1 - - - -Keeper3 Manager-cum-- - - 1 - -Salesman4 Counter2 1 1 1 1 -Clerk/Salesman/Kitchen Clerk5 Coupon/Reserve 1 1 1 1 - -Clerk6 Halwai 1 1 1 1 - -7 Asstt. Halwai 1 - - - - -8 Cook 1 1 - - - -9 Tea/Coffee Maker 1 1 1 1 1 110 Bearer 7 5 3 2 - -11 Washboy/Dish 2 2 1 1 1 1Cleaner12 Sweeper 1 1 1 - - -19 15 10 8 3 226.8.1 26.8.1 In addition to above, the following staff isauthorised in group of more than ‘A’ type Canteen under onemanagement in lieu of staff at Serial Nos. 1 & 2 above.A Group of 2 ‘A’ TypeCanteensA Group of more than2 ‘A’ type Canteens1 General Manager 1 12 Deputy General- 1Manager3 Accountant 1 14 Cashier 1 15 Store-Keeper 1 16 Internal Auditor 1 (Part-time) 1(Part-time)Page 186 of 186

27. MEDICAL FACILITES TO THE CENTRALGOVERNMENT EMPLOYEES (INCLUDINGCGHS)27.1 The Central Government servants are entitled to medicalfacilities under the Central Services (Medical Attendance) Rules, 1944,the salient features of which are given hereunder:27.2 These Rules are applicable to all government servants otherthan (i) those in Railway Service, and (ii) those of non-gazetted rankstationed in or passing through Kolkata, whose conditions of serviceare prescribed by rules made or deemed to have been made by theCentral Government, when they are on duty, leave or foreign servicein India or when under suspension. Following medical facilities areavailable under these rules:In India only -1. Avitaminosis and Hypovitaminosis.2. Correction of squint (eye). Testing of eye sight forglasses of the employees once in three years.3. Disease(s) causing general debility and secondaryanaemia.4. Treatment for immunizing and prophylactic purposes inthe case of communicable diseases only.5. Venereal diseases and Delirium Tremens.6. Treatment of sterility and operation for sterilization.7. Medical termination of pregnancy performed atgovernment hospital/recognised institutions etc.8. Confinement including at residence if attended by ChildWelfare and Maternity Centres staff ; prenatal and post -natal treatment.9. Blood and blood transfusion charges.10. Dental treatment (only in government hospitals, privaterecognised hospitals) - Surgical operations needed forremoval of Odontomes and impacted wisdom - tooth,Treatment of gum boils, Extraction, Scaling and gumtreatment including pyorrhoea and Gingivitis, Filling ofteeth , Root canal treatment etc.11. Anti-rabic treatment.12. Cost of Hepatitis Vaccine B & C.Page 187 of 187

Following treatment can be availed outside India also -a) Cardio vascular Surgery.b) Kidney and other organ Transplant.c) Joint replacement and surgery.d) Bone-marrow transplant.e) Certain types of medical and oncological disorder, suchas Leukaemia and neoplastic conditions.f) Micro vascular and neuro surgery.g) Treatment with laser which obviates the need of opensurgery.h) Treatment with Argon, Krypton and Yag Laser inOphthalmic cases.i) Extra corporeal stone disintegration by ultrasonic shockwaves.27.3 A government servant desirous of availing medical treatmentoutside India may make an application in the prescribed form throughhis Department/Ministry to the Standing Committee establishedunder this rule. On receipt of such application, the StandingCommittee, if after due consideration it is satisfied that the patientcan be treated only outside India, may issue a certificate to theconcerned Department/Ministry conveying its approval of theapplication and the concerned Department/Ministry shall, on thestrength of that certificate incur necessary expenditure in getting thegovernment servant concerned or the member of his family treated inaccordance with the procedure laid down by the Committee (Rules 8& 11).27.4 For getting medical treatment by the Central Governmentservant and his family members in India, the followingHospitals/Institutions are recognised:1. All State Government hospitals including thosemaintained by Local Bodies.2. All hospitals, primary health centres, maternity andchild welfare centres and dispensaries recognised by StateGovernments for treatment of their employees and/ormembers of their families.3. All hospitals/dispensaries attached to Public SectorUndertakings/Projects/Port Trusts.Page 188 of 188

4. Cantonment hospitals in cantonment areas where thereare no government hospitals, for treatment of governmentservants and their family members residing in those areas andalso in the adjoining areas outside cantonment limits.5. All railway hospitals.6. Pay Clinics in Bihar, Punjab, Haryana, Uttar Pradesh,Madhya Pradesh, Rajasthan and Chandigarh.7. Private hospitals in particular stations notified by theGovernment of India from time to time (Rule 2).27.5 In addition to the above, Head of Department as specified inSR 2(10) is empowered to appoint Medical Officers under theemployment of the Central/State Governments and Union Territories,as also Medical Officers not in government employment i.e. PrivateRegistered Medical Practitioners as Authorised Medical Attendants.27.6 Private Medical Practitioners are appointed as AMAs whereadequate number of government doctors in various systems ofmedicines are not available or when their services are not availablewithin a radius of five kilometres or because of the remoteness of thearea (Rule 2). The AMA so appointed, will be bound by the terms andconditions prescribed by the government from time to time underthese rules. If the condition of the patient so requires, the AMA cansend the patient to the nearest specialist or other medical officer orsummon them to attend the patient (Rule 5).27.7 The treatment at the consulting room of the AMA is limited toten days with a maximum of four consultations and normally teninjections. The limit of four consultations within 10 days isapplicable for attendance with a Specialist/other Medical Officer andwill count from the date from which the Specialist/other MedicalOfficer is consulted. Consultation on the 10th day of treatment ispermissible, if no medicine is prescribed on that consultation.27.8 Cases of medical treatment requiring hospitalization arereferred to government/ recognised hospital. If hospitalization is notconsidered necessary but treatment is expected to be prolonged, thepatient should be referred to OPD of government / recognisedhospital.27.9 When a patient consults the same AMA in regard to the superimposition of another disease during the course of treatment of onedisease, it is regarded as a fresh consultation and will be charged atPage 189 of 189

full rates as prescribed by the government from time to time. Tojustify a fresh claim for the recurrence of the same disease for asecond time, there should be a reasonable gap between the closing ofthe first spell and the recurrence of the second spell. A separateclaim is to be preferred in respect of each spell of illness and or anentirely new disease (GID (21) in Rule 2).27.10 The claim for reimbursement should be received within 3months from the date of last treatment. However, subject to certainconditions, the Department may condone the delay. (GIDs (9) and (10)Section-1).27.11 The government servant and their family members may receivetreatment for all diseases for which treatment is provided under therules in a government/recognised hospital outside the district/statebut within India, provided :(i)Necessary and suitable facilities for treatment are not available in agovernment or recognised hospital at the district or stateheadquarters or within the district or state where one falls ill and(ii)The treatment outside the district/state is recommended by theAuthorised Medical Attendant and countersigned by the Chief MedicalOfficer of the district if the treatment is undertaken outside thedistrict or by the Chief Administrative Medical Officer of the state if itis to be undertaken outside the state. (G.I.D.(4) under Rule 6).27.12 Travelling Allowance for medical treatment and attendanceThe government employees and their family members areentitled to undertake journeys to take appropriate medical attendanceand treatment, if it is certified by the AMA/Specialist/Medical Officerattached to the hospital to whom the patient was referred, that thejourney was unavoidably necessary to obtain the treatment. Thepatient ( government servant or his family member ) and attendantalso ( wherever recommended) will be entitled to TA plus DA for theperiod of journey undertaken by rail, road, sea and air. No DA willbe admissible for halt. The government servant is eligible forreimbursement of the travelling expenses of the donor of a kidney tohim or to a member of his family for the journeys made inconnection with the transplantation.27.13 Central Government Health Scheme(CGHS)The medical facilities under the Central Government HealthScheme are available to all the employees paid from the civil estimatesPage 190 of 190

and their family members residing in the area covered by the scheme.An employee can opt out of the scheme and avail of the medicalfacilities provided by the employer of his spouse. If an employee or amember of his family covered under the Scheme falls ill at a place notcovered under CGHS, the treatment shall be admissible under CS(MA)Rules 44[1] .27.14 The medical facilities to the Central Government employees andtheir dependent family members are provided under the CentralGovernment Health Scheme in the following cities:Ahmedabad Ghaziabad Meerut AllahabadGurgaon Mumbai Bangalore GuwahatiNagpur Bhubaneshwar Hyderabad NoidaKolkata Jaipur Patna ChennaiJabalpur Pune Kanpur RanchiDelhi/New Delhi Faridabad LucknowThiruvananthapuram27.15 Definition of Family: ‘ Family’ means employee’s(i)Husband/Wife including more than one wife and alsojudicially separated wife.(ii)Parents and Stepmother. In the case of adoption, onlythe adoptive and not the real parents. If the adoptivefather has more than one wife, the first wife only.A female employee has a choice to include either her parents orher parents-in-law; option exercised can be changed only once duringservice.(iii)Children including legally adopted children, stepchildrenand children taken as wards subject to the followingconditions :SonDaughteris-Till he starts earning, irrespective of age limit.-Till she starts earning or gets married, whicheverearlier, irrespective of age-limit.Son suffering fromPermanent disability of anykind (physical or mental)-No age -limit.44[1]OM No.S.1101/6/92-CGHS Desk-CGHS(P) dated 4.8.94.Page 191 of 191

(iv)Widowed daughters and dependent divorced/separateddaughters.(v)Sisters including widowed sisters.(vi)Minor borthers and dependent brothers.27.15.1 But the above persons should reside with the governmentservants and their income from all sources should not be more thanRs.1500/- per month 45[2] .27.16 ContributionA compulsory monthly contribution is charged from all theentitled classes of government servants on the basis of rates fixed bythe government from time to time. The present rates of contributionare as under:PayRate of monthly contribution (Rs.)Up to Rs.3000/- 15/-Rs.3001 to 6000/- 40/-Rs.6001 to 10000/- 70/-Rs.10001 to 15000/- 100/-Rs.15001/- and above 150/-27.16.1 When both husband and wife are Central Government servantscovered by the scheme, the contribution will be recovered from onlyone of them whose pay is higher 46[3] .27.16.2 An employee transferred to another CGHS station or one whogoes to serve abroad leaving his family at the old station may continueto pay the contribution and his family can avail the facilities at theold station for that duration 47[4] .27.17 Facilities available under the Scheme 48[5]i) Medical attendance including consultation with theAMA at a CGHS Dispensary.45[2]OM No.NB 12014(7)/92-CGHS(D) dated 31.12.1993.46[3]OM No.S-11011/6/98-CHS(P)dated 27.5.1998.47[4]OM No.S-12015/1/85-CGHS(P) dated 8.7.85 and amended from time to time.48[5]OM NO.S-11022/1/98-CGHS (P) dated 4.9.1998.Page 192 of 192

ii) X-Ray, Laboratory and other diagnostic facilities atCGHS Laboratories or other laboratories of CGHS wing ofHospitals/Private Hospitals recognised by CGHS.iii) Hospital services in the CGHS wing ofHospitals/Referral/Private Hospitals recognised by the CGHS.iv) Nursing Home facilities for those having a basic payabove Rs. 12000/-.v) Special treatment for diseases like TB, Cancer, KidneyTransplant and By-pass Surgery and facilities for Dentaltreatment (for few diseases).vi) Ante natal/confinement/post natal care facilities.vii) Specialist consultation in selected centres/polyclinics/hospitals etc.viii) Intra - ocular lens implantation/treatment and cost ofspectacles after cataract operation.ix) Post-operative treatment relating to Neurosurgery,Cardiac Diseases, Cancer, Kidney transplantation andhip/knee replacement surgery in the sameinstitutions/hospitals where the surgery was earlier carried outwith prior permission of CGHS.x) Medicines prescribed during OPD treatment areprovided by the CGHS dispensary concerned. Noreimbursement is allowed for such medicines purchased fromoutside.xi) The scale of hospital accommodation is prescribed asunder:Basic Pay Private Hospitals AIIMSGovernment/Municipalrecognised by N.Delhi hospitalsCGHSUpto Rs.7500 General Ward General Ward …7500 and above … … Nursing Home facilities7501 to 10500 Semi-private Ward General Ward -do-10501 to 13499 Private Ward Private Ward -do-13500 and -do Deluxe Ward -doabove27.18 Procedure for reference to Referral/Recognised Hospitalsunder CGHS -The beneficiaries will have the option to avail specialisedtreatment at CGHS recognised hospitals of his/her choice if thespecialist of the CGHS dispensary or government hospitalrecommends the patient for such specialised treatment.Page 193 of 193

27.18.1 After the specialist advises a procedure in writing, thepermission letter for taking such treatment in a CGHS recognisedprivate/referral hospital of the choice of the employee in the samecity, would be given by the parent department/office 49[6] .27.18.2 In case the beneficiary, inspite of the facility being available inthe city still chooses to get treatment in another city, permission ofthe CGHS authorities of the city would have to be obtained. In suchcases, no TA/DA will be paid by the government 50[7] .27.18.3 The government servant is allowed to take treatment fromreferral/recognised hospitals under CGHS in emergency. However, theterm 'emergency' will be decided by the Additional Director, CGHSconcerned whether the case is/was of real 'Emergency' beforereimbursement is made by the parent department on the basis ofrates fixed by the CGHS from time to time.27.18.4 Ex post facto permission for treatment in government referralhospitals like PGI Chandigarh etc. can be given by the parentdepartment 51[8] .27.19 Medical Advance -The medical advance to the serving government servant for selftreatment or treatment of the dependents on receipt of estimate fromthe treating doctor of a government/recognised hospital is availablesubject to the following conditions:i) Rs.10,000/- or the amount recommended by the doctor,whichever is less for indoor treatment in hospital and forOPD treatment in case of TB/Cancer.ii) In case of major illness like by-pass urgery, kidneytransplant etc., the advance may be limited to 90% ofthe package deal wherever it exists or the amountdemanded by the hospital concerned 52[9] .iii) The advance is paid directly to the hospital concernedon receipt of an estimate.iv) For settlement of advance, the employee concerned maybe required to submit the adjustment bills within aperiod of one month from the date of his discharge fromthe hospital. In case the entire advance has not beenutilised for the treatment of the patient, the head of49[6]OM No.S-11011/6/96-CGHS(P) dated 11.6.199750[7]OM No.S-11011/6/96-CGHS(P) dated 11.7.9751[8]OM No.S-12020/4/97-CGHS(P) dated 4.7.199952[9] OM No.S.12025/1/96-CGS(P) dated.13.5.1997Page 194 of 194

office concerned will correspond with the hospital forrefund of the unutilised balance of medical advance 53[10] .27.20 Settlement of Claim -The government servant is required to prefer claim/bill within 3months, from the date of discharge from the hospital. If the claim getstime barred, relaxation of delay is allowed by the departmentdepending on the circumstances of delay.27.20.1 The claim should have the following documents completed:a) Claim Form Med. '97' and Essentiality Certificate ‘A’ forOutdoor treatment and 'B' for Indoor treatment.b) All original bills verified by the treating doctor with hisstamp.c) Photocopy of CGHS Token Card.d) Discharge Slip of the Hospital in case of IndoorTreatment.e) A detailed list of all medicines, laboratory tests,investigations, number of doctors visits etc.f) Self explanatory letter from the beneficiary explainingthe emergency circumstances in case of emergency.g) Legal heir certificate in case of death of the card holder.27.20.2 Based on the rates fixed by the CGHS, the admissible amountis worked out by the department. If the rates claimed by theconcerned are less than the rates fixed by the government, the actualamount is reimbursed. In case CGHS rates are not available for aparticular item, the reimbursement is allowed on the basis of rate listof AIIMS. Incidentally, where AIIMS rates are also not available, theactual amount paid by the patient is reimbursed. Items mentionedin the list of inadmissible items under CS(MA) Rules are notreimbursable. Special Nursing Charges are to be reimbursed as fixedby the Ministry of Health from time to time 54[11] .27.20.3 In normal cases, AO(A)/AO(E)/SsP upto the amount of Rs.1000/-, DIsG upto the amount of Rs. 5000/- and JDs upto theamount of Rs. 10000/- are empowered to accord sanction forreimbursement. In other cases claims are submitted to DCBI throughJDs concerned for consideration.53[10]OM No.S.12015/3/93-CGHS(P) dated 30.12.199354[11]OM NO. S-11012/1/91-CGHS(P) (Vol.I) dated 18.3.1992Page 195 of 195

28. CENTRAL GOVERNMENT EMPLOYEESGROUP INSURANCE SCHEME28.1 Eligibility(i)The scheme is compulsory for all regular employeesincluding canteen employees.(ii)Employee joining service from Ist January of a year willbe a member of the Scheme from the date of joining.(iii)Employee joining service on any other date will beentitled for insurance cover alone from the actual date ofjoining till the end of that year and will become fullfledged member from the 1st January of the next year.(iv)Re-employed defence personnel shall not be admitted tothis scheme until the expiry of extended insurance coverunder the Group Insurance Scheme for Armed Forces.28.2 Subscription and Insurance Cover(i)Under the scheme monthly subscriptions are to be madeby each group of employees to get the appropriateinsurance cover as follows :(a)old scheme :For members as on 31.1.1989, who opted for theGroup ofEmployeesSubscription permonth (Rs.)Amount ofInsurance cover(Rs.)A 80 80,000B 40 40,000C 20 20,000D 10 10,000(b)For members as on 31.1.1989 who opted for thenew scheme and those joining on or after1.2.1989 :Page 196 of 196

Group ofEmployeesSubscription per month(Rs.)From dateof joiningtosucceedingIst JanuaryFromsucceedingIstJanuaryAmount ofInsurancecover (Rs.)A 40 120 1,20,000B 20 60 60,000C 10 30 30,000D 5 15 15,000(ii)If an employee is promoted to a higher grade in betweena calendar year, his subscription will be raised w.e.f. thefollowing 1st January.(iii)If an employee is reverted to a lower grade, hissubscription and insurance will not be changed. It willremain as applicable to the higher grade to which hebelonged before reversion.(iv)Subscription for a month shall be recovered from theemployee’s salary for that month.(v)Subscription shall be recovered even for the month inwhich the employee ceases to be in service on account ofretirement, death, resignation, removal etc. from service,or is on leave or suspension.(vi)If subscription is not paid during any period ofextraordinary leave, the arrears will be recovered withinterest due under the Scheme, in maximum 3instalments, from the month following the month inwhich employee returns for duty. If an employee dieswhile on extraordinary leave , the arrears will berecovered with compound interest @ 12% p.a. from theamount payable to the family under the scheme.(vii)If subscription is delayed due to delayed payment ofsalary, no interest will be charged.(viii)In exceptional circumstances, when employee cannotsubscribe to CGEGIS, he can make non-refundablewithdrawal from his PF account and pay thesubscription.Page 197 of 197

(ix)30% of the subscription will go to Insurance Fund andthe balance 70% will go to Savings Funds.Fifth Pay Commission has recommended to revise theproportion to 25% and 75% provisionally and review the samebased on mortality rates.28.3 Interest on Savings FundInterest will be paid on the balance in the Savings Fund atprescribed rates, compounded quarterly.28.4 Benefits under the Scheme(i)(ii)(iii)(iv)(v)On Resignation/Retirement :- Amount of subscriptioncredited to the Savings Fund alongwith interest thereon will bepaid to the employee.On Death : Amount of insurance cover of the group to whichhe belongs on the date of death and the accumulation inSavings Fund will be paid to his nominee/heirs.If an employee dies before he was enrolled as a member (i.e.between the date of his joining service and the following IstJanuary), only the insurance amount will be paid to thenominee/heirs.Assignment of Insurance Cover and Savings Fund forobtaining loans : An employee can assign the insurance coverand accumulation in the savings fund to a recognised financialinstitution, for obtaining housing loans. However, noloans/advance or withdrawals are permitted from InsuranceFund/Savings Fund.The amount of subscription is eligible for Income Tax Rebateu/s 88 of IT Act.28.5 Mode of Payment(i)The payment under the scheme shall be made to the employeein case of retirement, or quitting service otherwise.(ii) In case of employee's death, the amount shall be paid to :(a)if there is a valid nomination, to the nominee(s) in themanner prescribed.Page 198 of 198

(b)(c)(d)if there is no valid nomination, as per valid nominationfor GPF.if there is no valid nomination for PF also, then in equalshares to widow(s)/minor sons and unmarrieddaughters. When none of these are alive, then to othermembers of the family in equal shares.if neither any valid nomination is there, nor any memberof the family is alive then to legal heirs on furnishing thesuccession certificate.(iii) When the whereabouts of an employee are not known :(a)(b)(c)Savings Fund accumulation will be paid to thenominees/members of the family/legal heirs after oneyear following the month of disappearance on furnishinga police report that employee is not traceable in spite ofall efforts and an Indemnity Bond.The insurance amount will be paid after 7 years of thedisappearance on production of decree of presumeddeath of the employee.Full subscription for the first year and reducedsubscription for the insurance premium alone for thenext 6 years will be recovered from the amount payable.28.6 Other Conditions :(a)(b)(c)The amount due to the minor can be paid to mother asnatural guardian without any certificate in the case ofnon-Muslims and with guardianship certificate in thecase of Muslims.If any person eligible for share of benefits is charged withmurder or abetting murder of the employee, his claimwill be suspended. If he is convicted he will be debarredfrom receiving any share, if he is acquitted his share willbe paid without any interest.Any dues to the government cannot be recovered fromamount payable under the scheme.Page 199 of 199

29. ACCOMMODATION29.1 The requirement of space for establishing CBI branch at aparticular station is to be met from any of the following sources:i) Allotment of government accommodation through StateGovernment or Directorate of Estates (CPWD).ii)Accommodation owned by CBI.iii) Hiring of accommodation from Public SectorUndertaking/Any other government agency/private.29.2 The requirement of space for accommodating a CBI branch isto be assessed keeping in view the guidelines of Directorate of Estates,operational requirements of CBI and special requirements of thebranch. Directorate of Estates has formulated guidelines forcalculating the requirement of conventional and non-conventionalspace in the office building vide its OM No.11015/15/98-Pol.I dated7.8.1998, annexed as Annexure-XIV. The strength of the branch istaken into consideration for assessing the conventional spacerequirement. Further, guidelines regarding future requirement andausterity cuts are also to be taken into consideration.29.3 Specific approval of Cabinet Secretariat is not required forgetting office accommodation from Directorate of Estates. However,before sending any requisition to such authority, a detailed proposalwith justification of requirement of the building/space should be sentto the Head Office for obtaining the approval of the Director/CBI. Nospace is to be taken from any other agency except with the priorapproval of Director/CBI.29.4 For CBI branch to have its own office building, purchase ofland/ready-built building from state government/private agency/PSUis required. Any purchase of land or a building requires the specificapproval and sanction of the Government. For getting the approvalfrom the Government, a detailed proposal with full justification is tobe prepared as per the following guidelines:a) Requirement of land is to be assessed based on the officespace requirements (both conventional and nonconventionalas per norms fixed by the Directorate ofEstates) and in consultation with CPWD.Page 200 of 200

) While selecting the site, it should be ensured that land isnot waterlogged and is suitable for construction ofbuilding. Efforts should be made to select the sitewhich is centrally located and is convenient for CBIpersonnel.c) Offer of the landlord/Government with cost of land is tobe collected.d) It is to be ensured that identified land is free from anydispute.e) Preference is to be given for purchase of land from thegovernment agencies like CPWD/StateGovernment/PSU, etc.f) The price of land is to be got assessed/verified by theCPWD inter alia reasonableness of cost of land -certificate is to be obtained from CPWD.g) Draft Committee on Non-plan Expenditure Note (CNE) isto be sent alongwith the proposal if the total cost of landand building is Rs.5 crores and above.h) The proposal is required to be routed through RegionalOffice and Zonal Joint Director.29.5 Once site for construction of office is purchased, further actionfor construction of building is to be taken by the branch withoutdelay. CPWD is to be requested for preparation of architecturaldesign, drawings and preliminary estimate for the office/quartersproposed for construction. While request is being made to CPWD, therequirement calculated as per the guidelines given above should beinformed to the CPWD so that the requirement and the plan are inorder. The proposal duly approved by the DIG and JD concernedmust be sent to the Head Office. After the approval of Director, CBI,the proposal is sent to the government for sanction.29.6 For hiring the building on rent for office purposes, effortsshould be made to locate government owned/PSU/semi-governmentbuilding. Where it is not available, private accommodation is to behired. For this purpose, as per CVC guidelines 55[1] , it is mandatory togive wide publicity through local newspapers wherever the monthlyrent of building is likely to be above Rs.60,000. On receipt of tenders55[1] OM No.5DD-6-CTE-5 dated 8.9.1999Page 201 of 201

from the landlords, the suitability of the building with regard to thespace entitlement of the branch, distance from bus terminus, railwaystation, work place, etc. is to be taken into consideration. If thebuilding is found suitable, the CPWD authorities should beapproached for making assessment of the rent and issue of rentassessment certificate. The requisite certificate of non-availability ofgovernment accommodation is also to be obtained from the CPWD.After completing all these formalities, a detailed proposal for hiringthe accommodation should be sent to the Head office through theRegional DIG and Zonal JD.29.7 As per the financial powers delegated to CBI vide Governmentof India MHA No.11011/18/86-Fin.II dated 26.12.1986 Director/CBIis authorised to hire a building on rent not exceeding Rs.5,000/- permonth at a place other than Mumbai, Kolkata and Chennai.Director/CBI has full powers for continued hiring of office rentedbuilding wherever there is no change of rent as sanctioned by theGovernment (letter No.3/20/69-Finance(iii) dated 14th July,1969(Annexure-XV).29.8 Residential AccommodationEfforts should be made by Head Office and all the branches toprovide residential quarters to all CBI personnel by purchasing readybuiltquarters from state government /PSU/private agencies or byacquiring land and constructing the quarters.29.8.1 Effort should be made to acquire houses of all categories fromType-I onwards, depending on the strength of staff and theirentitlement. The BPR&D have fixed satisfaction level norm of 60%upto Type-IV quarters and 80% for Type-V and above. The quartersare to be acquired only on requirement basis. Directorate ofEstates/CPWD has fixed the plinth area for various types of quarterswhich has to be adhered to while proposing purchase/construction ofquarters in any category. Government approval and sanction isrequired for purchase of ready-built houses or purchase of land andconstruction thereafter through CPWD. Wherever it is proposed tobuy/construct any quarters, a detailed proposal giving justificationfor the need and requirement should be sent to Head Office forobtaining the approval of the Director/CBI and Government.29.9 Cleanliness in government buildingsIn order to keep the office building neat & clean, appropriatenumber of posts of safaiwala have been sanctioned by theGovernment in the CBI branches. Where there is no regular post ofPage 202 of 202

safaiwala, cleaning work can be got done on contract basis by invitingtenders. The sweeping/cleaning work of the office buildings comesunder the head “ Civil Works”. The expenditure upto Rs. 30,000/- onthese works is within the delegated financial powers of the Zonal JDand the expenditure exceeding Rs. 30,000/- as enhanced from time totime is within the delegated powers of the Director, CBI. Afterobtaining sanction of the competent authority, the cleaning work ofthe branch/office is to be awarded to the concernedcontractor/firm/agent against contract agreement duly executedbetween the contractor and the branch concerned.29.10 Guidelines to be followed for awarding sweeping contractby CBI branchesa) The area of office space to be swept daily should be11,000 sq.ft. (1025 sq.mtrs.) for engaging one safaiwala.In case the area is too small, contract is to be given toengage part time safaiwala.(b)In order to get competitive rates and enforce competitionamongst the contractors, maximum sealed quotations,as far as possible, are to be called (minimum of 3 sealedquotations) from government registered/approved/reputed contractors with rates separately quoted forwork with cleaning material and without cleaningmaterial.(c)The sealed quotations shall be opened by the head ofoffice, in the presence of a committee consisting of 3members constituted for the purpose. Negotiations canbe made with the lowest bidder.(d)The award of sweeping contract should be as far aspossible with cleaning material.(e)The contract shall be with an approved/registeredgovernment firm and shall not be with an individual. Ifno government approved or registered contractor isavailable in the area where the CBI office is located, thecontract can be awarded to a standard/reputed firmafter thorough enquiry.(f)The contract may be given only to such a firm which hassufficient men on its rolls and which can provide asubstitute in case the safaiwala already deputedproceeds on leave or is absent from duty.Page 203 of 203

(g)The authority competent to award the contract shallaward the sweeping contract to the lowest tenderer for aperiod not exceeding one year with an option to renewthe contract subject to satisfactory service, for anotherperiod or period of one year only on the same terms andconditions. In no case, the contract shall not be awardedto the same contractor for a period exceeding 2 years.(h)In order to maintain security of the premises, verificationof the identity of the persons deployed shall be made bythe contractor. The safaiwalas deployed shall not befrequently changed by the contractor.(i)An agreement of contract shall be executed beforeawarding the contract on a stamp paper of Rs. 10/-value by the contractor firm and signed both by thecontractor on behalf of the firm and the authoritycompetent to award the contract on behalf of the CBI.(j)Every renewal of the contract shall be on a separatestamp paper of the above value and signed by both theparties.(k)The payment shall be made to the firm from the Subhead‘Office Expenses’ by Cheque/Demand Draft onlyand not in cash.(l)The Duty Officer/Care Taker of the branch shall beresponsible for ensuring proper cleanliness of the officepremises. Payment of the bill to the contractor firm shallbe made after the Duty officer/care taker certifies thatthe work is satisfactory.(m)Daily attendance register shall be maintained in respectof the safaiwala without mentioning the name of theindividual deployed by the contractor.(n)It shall be the responsibility of the contractor to depute asubstitute, if for any reason, the existing safaiwalaproceeds on leave or absents from duty, about which theoffice should have prior intimation.(o)If the service rendered is not satisfactory, the contract ofthe existing firm may be terminated immediately and thePage 204 of 204

contract awarded to another firm of lowest rate afterfollowing the prescribed procedure.(p)A register of supervision regarding satisfactory serviceshall be maintained by the Duty Officer/Care Taker andput up to the Head of Office on every first working day ofthe week. If a substitute safaiwala happens to work, arecord to that effect shall be made in this register.(q)Proportionate deductions shall be made from theamount payable to the contractor for day of absencefrom duty of the safaiwala, in case no substitute isprovided by the contractor.(r)Penal provisions can also be incorporated in the contractto ensure performance.(s)A register of the expenditure incurred towards sweepingcontract shall be maintained showing the details of thename of the contractor, number of sweepers deployed,period of contract, rate of contract, amount paid,Cheque/DD No. & date, signature of the DDO/branchIncharge etc.29.11 CBI HostelsIn Delhi and in different branches of CBI at Mumbai, Jaipur,Bhubaneshwar, Lucknow, Visakhapatnam and Silchar, CBI GuestHouses are maintained, which are utilized by the visiting CBI Officerson payment.29.11.1 At New Delhi, there are two CBI Hostels, one at Pragati Viharand the other at Vasant Vihar. At Pragati Vihar, there are 5 suitesand 7 rooms and at Vasant Vihar, the CBI has 2 rest houses.Page 205 of 205

30. STORES & SUPPLIES30.1 Detailed procedure regarding purchase of various storesrequired for use in the public service is laid down in Chapter 8(Stores) of General Financial Rules 1963 (Rules 99 to 128). Allpurchase of stores should be regulated in strict conformity with theserules and the subsidiary instructions contained in the GeneralFinancial Rules and issued by the Government of India as well CBI,Head Office from time to time.30.2 Standards of financial proprietyEvery officer incurring or authorising expenditure from publicmoney should be guided by high standards of propriety. Every officershould also enforce financial order and strict economy at every stepand should see that relevant financial rules and regulations areobserved by his own office and by subordinate disbursing officers.Generally, following principles are emphasized:i) Every officer is expected to exercise same vigilance in respect ofexpenditure incurred from public money as a person ofordinary prudence would exercise in respect of expenditure ofhis own money.ii)iii)iv)Expenditure should not be prima facie more than the occasiondemands.No authority to exercise power of sanctioning expenditure topass an order which will be directly or indirectly to its ownadvantage.Expenditure should not be incurred for benefit of particularperson or a section of people unless :a) a claim for the amount could be enforced in a court oflaw .b) the expenditure is in pursuance of a recognised policyor custom.v) The amount of allowances granted to meet expenditure of aparticular type should be so regulated that the allowances arenot on the whole a source of profit to the recipients.Page 206 of 206

vi)Responsibility and accountability of every authority delegatedwith financial powers to procure any item or service ongovernment account is total and indivisible. He will have publicinterest uppermost in his mind while making a procurementdecision. This responsibility is not discharged merely by theselection of the cheapest offer but must conform to thefollowing yard sticks of financial propriety:a) Whether the offers have been invited in accordance withgoverning rules and after following a fair and reasonableprocedure in the prevailing circumstances.b) Whether the authority is satisfied that the selected offerwill adequately meet the requirement for which it is beingprocured.c) Whether the price on offer is reasonable and consistentwith the quality required.d) Above all, whether the offer being accepted is the mostappropriate one taking all relevant factors into account and inkeeping with the standards of financial propriety.vii)Wherever called for, the concerned authority must place onrecord in precise terms, the considerations which weighed withit while taking the procurement decision.30.3 A controlling officer shall see that not only the totalexpenditure is kept within the limits of the authorised grants orappropriation but also that the funds allotted to spending units areexpended in the public interest and upon objects for which the moneywas provided.30.4 With a view to have greater devolution of financialresponsibility and expeditious disposal of work certain administrativeand financial powers have been delegated to all Branch Ss.P workingas Head of Office, Dy. Inspectors General of Police and all JointDirectors in CBI(including Zonal JDs). The exercise of these powers issubject to restrictions, stipulations or instructions that may be issuedby the Government as well CBI Head Office from time to time and therelevant terms and conditions laid down in the various Rules i.e.DFPRs, GFRs, FRs & SRs etc. and specially contained in Column 4 ofthe Annexure to Schedule V to the Delegation of Financial PowersRules, 1978. This is further subject to availability of funds in theappropriate Head of Accounts in the respective budget allocation of thebranches.30.5 Every officer who has been delegated powers should see that allrelated provisions of the General Financial Rules, Delegation ofFinancial Powers Rules, Orders of Departmental delegations offinancial powers and general instructions issued from time to timePage 207 of 207

are complied with before ordering the purchases. The financialproposal beyond the powers of Joint Director of concerned Zone maybe sent to Head Office with his recommendations.30.6 Rules 102 to 107 General Financial Rules, 1963, are relevantfor purchase and acquisition of stores for day-to-day use in the publicservice and other stores for running of the offices.30.7 30.7 In the light of instructions contained in Rule 103 of theGeneral Financial Rules, consumable stores for day-to-day use of theoffice will be purchased on the basis of periodical requirements asnoted in the rule.30.8 Before making purchases, the following points may be kept inview :(i)(ii)(iii)(iv)(v)(vi)(vii)(viii)(ix)Economy instructions issued by the government and Head ofDepartment from time to time.CVC guidelines on the subject issued from time to time.Purchase should be made in the most economical manner inaccordance with the definite requirements of the office.Purchases should be resorted to only after getting approval ofcompetent authority. Officer ordering for any purchasewithout obtaining the approval of the competent authorityshall be responsible and accountable for the same.Purchases should not be split up to avoid the necessity forobtaining the sanction of higher authority required withreference to the total amount of the orders.Whether the offers have been invited in accordance withgoverning rules and after following a fair and reasonableprocedure.Whether the authority is satisfied that the selected offer willadequately meet the requirement for which it is being procured.Whether the price on offer is reasonable and consistent withthe quality required.Whether the offer being accepted is the most appropriate onetaking all relevant factors into account and in keeping with thestandards of financial propriety.Page 208 of 208

(x)(xi)(xii)(xiii)(xiv)(xv)(xvi)Whether sufficient funds are available in the particular head ofaccount.Where scales of stores have been laid down by virtue ofrule/instructions, it may be followed strictly and limits shouldnot exceed in any case. It should be certified in the proposalitself that the prescribed scales or limits have not beenexceeded.Purchases of articles or group of articles upto Rs.1,000/- oneach occasion can be made without inviting tenders/quotations.Purchase of stores costing between Rs. 1,000 - 10,000 can bemade by the Heads of Department without calling tenders orpre-select DGS&D Rate Contract items. However, in suchcases, quotations must be invited.The open tender system that is invitation to tender by publicadvertisement should be used in all cases in which theestimated value of demand is Rs.2 lakh and above.In terms of directives issued by the Government of India,Department of Personnel & Training from time to time allgovernment departments and their attached and subordinateoffices are required to purchase stationery, furniture and otheroffice requirements from M/s Kendriya Bhandar, M/s NCCFand Super Bazar (where available). In the case of purchasesfrom these agencies, the procedure of calling oftenders/quotations as laid down in General Financial Ruleshave been waived by the Ministry of Finance. Purchases fromthe open market is resorted to only after obtaining ‘NoObjection Certificate’ from these agencies and after observingcodal formalities as laid down in the Chapater-8 of the GeneralFinancial Rules, 1963. Minimum three quotations arenecessary if the purchases are to be made from the openmarket. Single quotation can be considered if the article is ofa proprietary nature i.e. when it is to the knowledge of theprocuring agency that only a particular firm is themanufacturer of the stores demanded.In case of purchases through DGS&D rate contract, supplyorder should be placed in the prescribed form (DGS&D-131).No direct payment should be made to the firm by theconsignee.30.9 Receipt of StoresPage 209 of 209

All stores received shall be examined, counted, measured orweighed, as the case may be, when delivery is taken and the personreceiving the store shall be required to give a certificate that he hasactually received the material and recorded them in the appropriatestock register. Before making any payment of bill, a certificate to thateffect recorded on the bill. After the close of each month, the balanceshould be physically checked by a Gazetted Officer to be nominatedby the Head of Office and a certificate to this effect recorded thereon.30.10 Stationery stores and formsIn the beginning of each financial year, the branches arerequired to send the indents to the respective Regional StationeryDepots of the Stationery and Printing Department of the Governmentof India and the Manager Forms Store, Calcutta. If the stationeryarticles indented are not supplied in time or in full, local purchasemay become necessary. However, before resorting to local purchase,the Government of India Stationery Office should be approached forsupplies. If they are unable to supply the necessary stationery, a ‘Noobjection certificate’ should be obtained from them before resorting tolocal purchase.30.11 Consumable storesThe consumable stores will be issued to the staff on receipt ofrequisitions signed by a Gazetted officer, or the Head Clerk in the caseof branches. These requisitions will first be scrutinized by the dealingassistant in regard to admissibility and availability of stores andsubmitted to SP (or an officer nominated by him in this behalf) fororders. After getting SP’s orders, the items will be issued to theperson concerned against his signatures.30.12 Maintenance of Inventory of Deadstock: (GFR 112)An inventory of the deadstock showing the number received,the number disposed off (by transfer, loss, sale etc.) and the balancein hand for each kind of article shall be maintained in all offices.30.13 Physical verification of stores:(GFR 116(1) /118)A physical verification of all stores should be made in themonth of April every year. It shall not be entrusted to a person who isthe custodian, storekeeper and a person who is not conversant withthe classification, nomenclature and technique of the stores to beverified. The following instructions shall invariably be observed:Page 210 of 210

i) Verification shall always be made in the presence of personresponsible for the custody of the stores or of a responsibleperson deputed by him.ii)iii)All discrepancies noticed shall be brought to accountimmediately so that the stores account may represent the truestate of the stores ; andShortage and damages, as well as unserviceable stores shall bereported immediately to the authority competent to write off theloss.30.13.1 Physical verification of Library books may be carried out inaccordance with the Government of India’s decision below Rule 116(2)of General Financial Rules, 1963.30.14 Surplus/obsolete and unserviceable store:(GFR 124(1))30.14.1 While declaring an item surplus/obsolete or unserviceable thefollowing important points may be kept in view:i) Authority competent to purchase stores shall be competent todeclare the store as obsolete/surplus/unserviceable.ii)iii)iv)An item may be declared obsolete/surplus/unserviceable if it isno longer required by the office. Reasons for the same shouldbe recorded in the board proceedings.An item remaining in stock for over a year shall be consideredsurplus unless there is any good reason to treat that otherwise.Prescribed or stipulated life period of the stores should betaken into account.v) In case such period is not prescribed/stipulated or it is notover, the committee should examine the condition of stores andrecord suitable reasons.vi) Where the life period has been prescribed or stipulated and isalready over, it should normally be taken as enough ground fordeclaring the item obsolete and unserviceable. However, thecondition of the item should still be thoroughly examined bythe committee to see whether the item could be put to furtheruse.Page 211 of 211

vii)viii)In other cases, where the ‘life period’ is not over or no lifeperiod 56[1] has been prescribed or stipulated the reasons fordeclaring the item absolete/surplus or unserviceable shouldbe clearly brought out in the board proceedings.In case of loss due to negligence, fraud or mischief on the partof any government servant, responsibility should be fixed andlosses made good. In order to identify the surplus/obsoleteand unserviceable store items lying in office premises of a CBIbranch/Unit/Zone/Section a periodical inspection of storesshould be made six monthly by every office and a report ofsuch store items should be prepared and submitted to thecompetent authority.30.14.2 The items so identified should be examined by a committee atappropriate level to be appointed by the competent authority.Branches should constitute their own condemnation committee asper provision of Rule 124 of GFRs. The committee shall consist ofnot less than three members of the department, locally availableas far as possible of whom one will be from administration and onewill be technical member having knowledge of the store. Thirdmember may be from finance if locally available, otherwise thecompetent authority may nominate any suitable and experiencedofficer. The committee will submit its report in Form GFR-17 fornecessary action by the competent authority.30.14.3 The stores which are reported to be surplus/ obsolete orunserviceable by the committee may be declared as such inaccordance with the procedure laid down in Rule 124(1) andordered to be disposed off by the authority. The committee in itsreport should also specify the manner in which the stores are to bedisposed off.30.14.4 It may be ensured that the time-lag between the declarationand actual disposal of stores is minimized and proper protectionis given to all such store items till their removal by the purchaser.30.14.5 The general instructions relating to disposal of obsolete,surplus or unserviceable stores contained in GFRs shouldinvariably be followed by all officers entrusted with the work.56[1] Concerned office may prescribe the life period of stores in consultation with themanufacturers and CBI, HO.Page 212 of 212

31. FURNITURE31.1 The furniture will be purchased and accounted for in the DeadStock Register as provided in Rule 112 of the General Financial Rules,1963. For purchase/condemnation of furniture, the principles laiddown in Chapter 8 (Store) and Appendix of General Financial Rules,1963 are to be observed.31.2 Scale of Furniture prescribed for various officesThe following scales of furniture may be laid down for various officersof Head Office and branches, subject to availability of funds and anyother orders/instructions issued by the CBI, Head Office/Governmentfrom time to time:I. Director, Special. Director, Additional Director and JointDirectorsSl.No. Nomenclature Scale1 Secretariat table 6’ X 4’ One2 Side Racks Three3 Chairs/Armed deluxe Eight4 Sofa Set One5 Centre Table One6 Tiffin Table/Corner Table One7 Steel Almirah Need based8 File Cabinets Need based9 Woollen/Acrylic/Synthetic Carpet from wall to wall One10 Wall Clock One11 Pillow One12 Hat Stand One13 Wash basin with stand One14 Foot Rest Board One15 Screen One16 Confidential Boxes Need based17 Book shelf with glass doors One18 Wooden/Plastic Tray Need basedPage 213 of 213

II.Deputy Director, DIsG and ALAs.SlNomenclatureScaleNo.1 Secretariat tables 6’ X 4’ One2 Side Racks Need based3 Armed Chairs Six4 Sofa Set One5 Centre Table One6 Tiffin Table/Corner Table One7 Steel Almirah One8 File Cabinet One9 Woollen Carpet from wall to wall One10 Wall Clock One11 Pillow One12 Wash basin with stand One13 Foot Rest Board One14 Screen One15 Confidential Boxes Two16 Book shelf with glass doors One17 Wooden/Plastic Tray Need basedIII.The following furniture will be supplied to Sr.SsP, AIGs, ADs,SsP, Ex. Eng., C.T.O., DLAs and AOs :Sl.No. Nomenclature Scale1 Secretariat tables One2 Side Racks Need based3 Armed Chairs Five4 Sofa Set One5 Centre Table One6 Tiffin Table/Corner Table One7 Steel Almirah of File cabinet One8 Woollen Carpet from wall to wall One9 Wall Clock One10 Pillow One11 Wash basin with stand One12 Foot Rest Board One13 Screen One14 Confidential Boxes Two15 Wooden/plastic trays Need basedIV.ProgrammerASsP, STO, JTO, DSsP, Sr.PP, OS, Hindi Officer/PPS/PS/Page 214 of 214

Sl.NomenclatureScaleNo.1 Officer’s table 5’ X 3” One2 Side Rack One or two3 Armed Chairs Three4 Easy Chair One5 Foot Rest Board One6 Steel Cabinet / Almirah One7 Confidential Box One8 Wooden trays/Plastic trays OneV. Inspectors, PPs, APPs, SIs, Assistants, Head Clerks, PA,Stenographers, UDCs.Sl.NomenclatureScaleNo1 Clerical table 4’ X 2 1/2’ with wooden top or Onerexine/Sun-mica2 Side Rack One3 Armed Chair One4 Steel Almirah One5 Inspectors, SIs in the branches will be given one extrachair for the suspects and one confidential box for keepingtheir records.VI.Clerks, Typists, ASIs, HCs and Daftries.Sl.No. Nomenclature Scale1 Clerical table 4’ x 2/12’ with wooden top or Onerexine top/sun-mica2 Armed Chair One31.3 The furniture will be purchased through DGS&D on ratecontract where such contract exists in respect of the items sought tobe purchased. If an item is not available on DGS&D rate contractthen purchases can be made from M/s Super Bazar, M/s KendriyaBhandar and M/s NCCF. In case these societies are also unable tosupply furniture items, the purchases can be resorted to from theopen market by observing the codal formalities after obtaining a “NoObjection Certificate” from them. For purchase of furniture,quotations from a number of firms may be invited after givingnecessary specifications to them as provided in Annexure to Chapter8 of the GFR, 1963. Open tender system that is, invitation to tenderPage 215 of 215

y public advertisement should be used as a general rule in cases inwhich estimated value of the demand is Rs. 2 lakh and above.31.4 The lowest quotation as a rule will be accepted. No negotiationis permissible except with L-1 i.e. lowest tender.31.5 On receipt of the furniture, it should be inspected by thecommittee and certified to have been correctly received as perspecifications/quantity/quality. A certificate to that effect should berecorded on the bill before making payment. The furniture sopurchased be got numbered with white paint to facilitate its physicalverification and checking of pilferage.31.6 Director, CBI as Head of Department, has full powers to incurexpenditure on fixtures and furniture, purchase and repairs subjectto conditions and scales fixed by Ministry of Urban Affairs. Thesepowers have further been re-delegated to the various officers.31.7 Condemnation of Furniture:31.7.1 Items of unserviceable furniture which cannot be economicallygot repaired will be condemned with the approval of the competentauthority after obtaining recommendations of a committee and soldby public auction. A list of all such furniture showing the originalprice of the items of furniture, date of purchase of the items etc. willbe shown. Sufficient publicity will be given to such auctions, whichwill be conducted by the office. The sale proceeds of such auctionswill be deposited in the government Account under sub-head“Miscellaneous Receipts”. These items will then be written off in thestock register indicating therein the file number in which thecondemnation sanction had been obtained. For condemnation,procedure laid down in Rule 124 of General Financial Rules, 1963 willbe followed scrupulously.31.7.2 Losses of furniture and stores will be dealt with according tothe provisions of Rules 122 & 123 of GFR.31.8 Entitlement of Air Conditioner31.8.1 As per circular No. 15014 (1)/85-Pol.III dated 21.3.2000issued by the Directorate of Estates, the officers drawing the basicpay of Rs. 18,400/- and above would be eligible for provision of airconditioners in their office chambers according to the followingprescribed norms:Page 216 of 216

i) For rooms having area upto 30 sq. mts., one number 1.5 toncapacity window type air conditioner.ii)For rooms with area above 30 sq. mts. and upto 40 sq. mts.,one number 2 ton capacity window type air-conditioner.iii)The capacity and number of air conditioners for rooms havingarea in excess of 40 sq. metres may be worked out accordingly.If necessary, advice may be sought from the Chief Engineer(Electrical), CPWD.31.8.2 The provision for air conditioners as stated above is alsosubject to the conditions that the existing air conditioner should notbe replaced and these guidelines shall be applicable for new officerooms and for replacement of old air conditioners which are beyondeconomic repairs. Life of window type air-conditioner prescribed byCPWD is 5 years. Purchase of an air-conditioner is to be done onlythrough DGS&D and with the approval of DCBI.31.8.3 All other officers may be provided with desert coolers/roomcoolers as per the scales indicated below, if the existing coolingsystem is considered inadequate:i) For rooms with area upto 25 sq. mts. one cooler with 300 mmdiameter exhaust fan may be provided.ii)iii)For rooms with area above 25 sq. mts. one cooler with 375 mmdiameter exhaust fan may be provided.For rooms with area above 32 sq. mts. but upto 55 sq. mts. onecooler with 450 mm diameter exhaust fan may be provided.The capacity and number of desert coolers for rooms havingarea in excess of 55 sq. mts. may be worked out accordingly.Life of Desert cooler (1500-2000 cfm (evaporative type) is 7 yearand that of room cooler cheap type (100 cfm) is 5 years.Page 217 of 217

32. TELEPHONES32.1 Entitlement of telephonesIn CBI, officers of the level of Superintendent of Police and above areentitled for a direct telephone connection in their office as well as theirresidence. Other officers are sanctioned a telephone with a specific orderfrom the Government.32.2 InstallationThe power to sanction a new telephone connection vests with theGovernment. However, the power for shifting of telephones to the entitledofficers has been delegated to the Head of the Department which has furtherbeen delegated by the Director, CBI to the Joint Directors of CBI.32.3 Limitation of callsThere is no limit fixed by the Government for number of officialcalls in respect of telephones installed in the offices. However, theDCBI, in exercise of his powers as Head of the Department, has fixeda ceiling on the bi-monthly bills in respect of telephones installed atthe office and residence of the officers of the rank of Joint Directorand below (See Annexure-XVI). All the STD calls are required to becertified by the officer indicating the calls as official/privaterespectively. The charges on the private calls are to be deposited bythe officer concerned with the cashier of the concerned branch andReceipt No., date and amount is to be intimated to the DDO. In caseexcess calls are made from residential phones for official purposes,specific approval has to be obtained from Ministry of Finance forregularization of calls.32.4 Residential telephoneIn case of the telephones installed at the residence, bimonthlylocal calls numbering 650+free calls are allowed. However, in case,STD connection is available and allowed by the government, thenevery STD call, whether it is official or private is to be certified by theofficer himself and also required to be countersigned by the nexthigher authority. Therefore, payment is to be made by the office onlyin respect of 650 local calls + official STD calls. Local calls in excessof 650 + free calls will be treated as private calls and accordinglyPage 218 of 218

charges are to be deposited by the officer concerned with thegovernment through cashier of the concerned branch.32.5 STD facilityAs per existing instructions of the government, the officers ofthe level of Joint Secretary to the Government of India and above areentitled for STD facility in their office and residential telephones. STDconnection to the non entitled officers are provided on obtaining thespecific approval from Government on the grounds of operationalrequirement/ need basis.32.6 ISD facilityISD calls are not allowed except in individual cases, if any,wherein the Ministry of Finance has agreed to the same.32.7 Mobile PhonesThe facility of Mobile Phones has been allowed to theSecretaries and Secretary level officers of the Government of Indiawith certain conditions vide Ministry of Finance & Company AffairsOM No.5(3)/E.Coord/2002 dated 01.01.2003. Government on aspecific proposal from CBI has sanctioned some mobile phones to beutilized only during actual raids/operations. These have beendistributed by DCBI to JDs/DIsG of various Zones/Regional Officesfor operational use.32.8 Residential telephones for Dy.SsP in CBI:As per CBI HO Circular No.2/31/97/IWSU dated 21.10.98 andDP&T(AVD.II) No.205/29/97-AVD.II dated 16.10.98, Dy.SsP of CBIare entitled for reimbursement of local official calls limited to anumber of 650 calls bimonthly + rent + surcharge from the noncellular phones installed at their residence in their own names.Page 219 of 219

33. MOTOR VEHICLES33.1 Central Bureau of Investigation is in possession of its ownmotor vehicles including cars, scooters, motor cycles etc. in the HeadOffice at New Delhi as well as in its various branches at other places.33.2 All purchases of vehicles in CBI are centralized in Head Officeat New Delhi and purchases are made on DGS&D rate contract. Aftersanction of the competent authority for purchase of new vehicle(s) inlieu of prematurely/maturely condemned vehicle or otherwise withthe sanction of the government, approval of the competent authorityis taken for allotment of new vehicle. Generally, the new vehicle isallotted to the branch/unit whose vehicle has been condemned. Onlyin exceptional case(s) with the approval of Joint Director (Admn.), thenew vehicle is diverted to another branch.33.3 The Superintendents of Police, CBI are the controlling officersfor all the vehicles in Branch Offices. In Head Office, the SP(HQ) isthe controlling officer. The controlling officer is responsible for theproper use, care and upkeep of the vehicles and regulating theirjourneys in accordance with the “Instructions for the use andmaintenance of motor vehicles framed by the CBI and theGovernment of India Staff Car Rules”. The motor vehicles of CBI areknown as service vehicles or operational vehicles and their use isnormally made for operational purposes. The use and maintenance ofthese vehicles is governed by the instructions issued by theGovernment of India as well as the departmental instructions issuedin this regard from time to time.33.4 CBI vehicles are not to carry any plates, red or amber lights,sign boards in front or at the rear indicative of the fact that theybelong to the CBI or government. The Staff car should not ordinarilybe taken outside the city limits except with the permission of thebranch SP. When the journey is to be performed by the Head of theOffice himself, he has to take permission from the DIG. Staff carsshould not be allowed to be used by officers while on leave. The useof staff car for non-duty journey is completely banned. For use ofstaff car for private purpose the guidelines contained in Staff Carrules are to be followed. Duty journeys shall have preference overnon-duty journeys.33.5 Staff cars being used by the officers of the level of Secretary toGovernment of India and above are to be provided with airconditioners.Page 220 of 220

33.6 Officers of the rank of Joint Secretary and above and the Headsof Departments of the Central Government in the SeniorAdministrative Grade may at their option avail the facility of using thestaff cars for journeys from residence to office and back or opt fordrawing transport allowance. If they opt for using the staff car, theyneed not make any payment but they will not be entitled to transportallowance.33.7 Exemption from compulsory insuranceMotor vehicles owned by the Central Government, which areused for purposes not connected with any commercial enterprises, areexempted from compulsory insurance against third party risk byvirtue of sub-section (2) of Section 94 of the Motor Vehicle Act 1933.Such vehicles shall not, therefore, be insured.33.8 Control over expenditure on POL & repairsDirector, CBI vide CBI H.O. Circular No. DPMTO1999/001/14/21/99-MT dated 24.5.1999 has fixed ceiling of 150litres of POL per month for four-wheeler vehicles belonging to theRegional Offices/Branches and 200 litres for vehicles belonging to theofficers of and above the rank of JD. The officer should adhere to thelimit in the normal course. If, due to exigencies of investigation orcourt work, it is felt that more POL is required for a particular vehiclein a month, the same should be got sanctioned from the nextsupervisory officer giving justification for sanction of excess POL.Supervisory officers should sanction the extra POL for the vehicleafter proper application of mind and not in a routine manner. Allofficers should exercise strict control over the use of vehicles in viewof the instruction of Government of India issued from time to time tocontrol the expenditure 57[1] .33.9 Service and repairsAs per Staff Car Rules, the staff cars may be got repaired at theElectrical and Mechanical Workshop, National Airport Authority andthe respective office should pay the bills for the same to the workshopdirectly from its own funds. Repair and maintenance work of Delhibased branches in CBI is undertaken at the Head Office workshop.Incharge, MT workship has to prepare an inspection report. In casethere is heavy workload in the workshop and there are no facilitieswith the workshop for conducting repairs, the work should beentrusted to an authorised dealer or a private firm, keeping in viewthe general principles contained in the General Financial Rules, 196357[1]GIMF Order File No.7(4)/E-Coord/2000 dt.24.9.2000Page 221 of 221

and instructions contained in CBI HO Circular Nos. (i) DPMTO1999/001/14/21/99-MT dated 24.5.99 and (ii) DPMT1999/Circular/14/21/99-MT Dated 8.9.1999 and instructions issuedfrom time to time.33.10 According to Schedule -VII of DFPR-1978, the life of varioustypes of vehicles, in terms of distance run (in km) and length of use(in years) whichever is reached later, have been fixed as under:S. No. Type of vehicle Kms. Years1 Motor vehicles fitted with enginesupto 20 hp (RAC)2 Motor Cycles fitted with engines of3.5 hp (RAC) or above3 Motor Cycles fitted with engines ofless than 3.5 hp (RAC)150,000 6-1/2 years120,000 7 years120,000 6 years33.11 A vehicle is condemned only after a certificate has beenobtained from any of the following authorities to the effect that thevehicle is not fit for any further economical use:(i)Electrical & Mechanical Workshop of the NationalAirport Authority.(ii)Workshop of a State Road Transport Corporation.(iii)At locations where workshops mentioned at (i) and (ii)are not available, Transport Workshops under theCentral or State Government Departments are alsoauthorised to issue such certificates.33.12 A Committee may be constituted to consider and recommendcondemnation of vehicles. If the above conditions are satisfied,Director/CBI has been delegated powers to condemn vehicles uptomonetary ceiling of Rs.200000/- in each case for a period upto31.12.2006. Replacement of vehicle is sanctioned by the government.Premature condemnation of vehicle and its replacement is sanctionedonly by the government.33.13 It has to be ensured that condemned vehicles are disposed offas per the procedure within a period of three months from the date ofplacing of an order with the manufacturer for replacement of vehicles.33.14 ServicePage 222 of 222

All 4-wheelers should be got serviced after covering 5000 kms.and all 2-wheelers should be got serviced after covering 2500 kms.The servicing would include washing of the vehicle, change of engineoil, gear oil, differential oil, coolant, tuning of the engine, change of oilfilter etc.33.15 Life of tyre/battery33.15.1 The life of a tyre is taken as 40000 Kms. run. In case, it isunserviceable, it should then be got retreaded with cold rubber after24000 Kms. and it should run another 16000 Kms. If a tyre hasrun 40000 Kms., it can be condemned and replaced. Tyres should,therefore, be purchased judiciously and on need basis only. Tooptimise the life of tyres, these would be rotated in the 4-wheelerafter every 5000 kms. Rotation of tyre means bringing the front tyreto the rear side and rear tyres to front side and also to change theface of the tyres.33.15.2 If the battery is maintained properly, it will have a satisfactoryrunning life of 2 years. A battery should normally not be condemnedbefore 2 years.33.16 Vehicle inspectionAll vehicles should be inspected faithfully by the In-charge, MTand by the branch SP at least once in a month. All the observationsof SP during the inspection should be rectified promptly by the Incharge,MT. The In-charge(MT) in the branches should be of the rankof ASI & above and in the Head Office of the rank of Inspector andshould be well conversant with the maintenance of vehicles.33.17 Disposal of condemned vehiclesThe condemned vehicle(s) are to be disposed off immediately tothe best advantage of government exchequer and intimation sent toHead Office. The sale proceeds of condemned vehicle/scooters will bedeposited in the Government Account under Head “MiscellaneousReceipts”.33.18 Records MaintenanceThe following records are to be maintained in the MT Section ofbranches in respect of a vehicle:1. 1. Log Book: The journeys are to be properly entered inthe log book-Rule 15 of Staff Car Rules.Signature of thePage 223 of 223

officers below the rank of Joint Secretary availing the staff carshould be obtained in the log book (Rule 33 of Staff Car Rules).All the columns should be filled and the officer using the staffcar should sign the Log Book. At the end of the month a summaryshould be prepared in the following format:(i)(ii)(iii)(iv)(v)(vi)(vii)(viii)Kilometres reading as on first day of monthKilometres reading as on last day of monthTotal distance covered during the monthPetrol balance at the end of previous monthPetrol drawn during the monthPetrol consumed during the monthPetrol balance at the end of the monthKms/per litre (average) during the monthThis summary should be signed first by the driver and then bythe In-charge(MT) Section who should thereafter put it up to the SP ofthe branch. In the case of Head Office, this summary should besigned by the DSP(HQ).2. A record of repairs and replacements, cost of petrolconsumption, cost of spare parts etc., with the dates inprescribed form SPE G-35/ MTR.3. In case of branch vehicles, a statement showing theconsumption of petrol and lubricants and the repairs etc. is tobe sent to Head Office as per the instructions issued from timeto time. A similar statement is to be prepared in respect ofHead Office vehicles.4. All entries about repair/maintenance, POL and condemnedspare parts etc. should be entered in the Admins Module onregular basis.5. The spare parts which have become unserviceable and replacedparts should be deposited in the MT Store and an entry bemade in the Condemned Spare Parts Register. These partsshould be disposed off by auction after completing all codalformalities under the supervision of a gazetted officer.6. Details of expenditure on all the vehicles including the same onrepairs, upholstery, POL, servicing, purchase of oil etc. shouldbe properly entered in the history sheet.Page 224 of 224

33.19 All requisitions for the vehicles are ordinarily required to bemade in writing to the controlling officer in the prescribed form.33.20 A register in Forms SPEG-35/MTR is to be maintained inrespect of each motor vehicle, jeep, pick up van etc. in each BranchOffice or in the Head Office for Head Office vehicles.33.21 Director, CBI as Head of Department, has full powers forincurring expenditure on maintenance, upkeep and repair of vehiclesincluding two wheelers. Director, CBI has delegated his powersregarding expenditure on POL, maintenance, upkeep and repairs ofvehicles, as follows :Sl.NoNature ofpowers1 MotorVehicles-Purchaseof POL.SP working as Head ofOffice(i) Car : upto Rs.6000/-p.m.If the branch has onecar and uptoRs.4000/- p.m. pervehicle If the branchhas two or morevehicles.(ii) M/Cycle/ Scooter:upto Rs.1000/- p.mper scooter / motorcycle.SP(HQ) DD(A)/DIG JD(i) UptoRs.6000/- oneachoccasion.(ii) UptoRs.1000/- oneachoccasion.(i) BeyondRs.6000/-on eachoccasion.(ii) BeyondRs.1000/-on eachoccasion.Fulllpowers2 Maintenance,Upkeepandrepairs.(i) Car : upto Rs.6000/-on each occasionsubject to maximum ofRs.15,000/- p.a.(i) UptoRs.6000/- oneachoccasion.(i) BeyondRs.6000/-and belowRs.15000/-on eachoccasion.Car :uptoRs.40000/-on eachoccasion.(ii) M/Cycle/ ScooterRs.1000/- in each casesubject to Rs.3000/-p.a.(ii) UptoRs.1000/- oneachoccasion.(ii) BeyondRs.1000/-on eachoccasion.(ii) JD(A)has fullpowers inthis regard.Page 225 of 225

34. LIBRARY34.1 The CBI library which is situated in the Head Office at NewDelhi has a good collection of books in the field of Crime Detection,Economic Offences, Organized Crimes, Bank Frauds, Terrorism,Human Rights, Environmental Law, Forensic Science and Law etc. Italso subscribes to the periodicals, journals and national level newspapers regularly. It functions under the administrative control of theJoint Director (Admn.) CBI and caters to the needs of CBI HeadQuarters and its Branches all over India. It remains open dailyduring the office hours including the lunch break.34.2 The library is fully computerised. All the books have beenentered in the computer duly arranged Author-wise, Subject-wise andTitle-wise. The information regarding availability of any book can beretrieved by the users under the heads mentioned above. The Libraryhas a photo copier also for preparing copies of any extract or chapterfrom any book or journal etc. by the interested users.34.3 Membership of LibraryAny officer/employee of CBI can become member of the CBILibrary by filling up the prescribed membership form kept in thelibrary which has to be forwarded to the librarian of the CBI/HeadOffice by the controlling officer of the employee seeking membershipof the library for further necessary action by him.34.4 Borrowing of Books34.4.1 A member of CBI Library can borrow any two books at a timefor a period of 30 days except the reference books which are to beused in the library only. In case any particular book is furtherrequired by the member, the period of loan could be got furtherextended by 15 days if the book has not already been reserved by anyother member for borrowing purposes. Any book under issue can berecalled if the same is urgently required for official use by thedepartment.34.4.2 The books required for daily use are also issued to the heads ofthe sections/divisions and senior officers of CBI on permanent basis.The availability of the said books with them has, however, to beconfirmed in the month of December each year. In the event oftransfer/retirement of the officer concerned, the books so issued tohim could either be returned to the library or could be handed over tohis successor under intimation to the librarian.Page 226 of 226

34.5 No dues certificate from Library:In the event of repatriation of any member to his parentState/Cadre or his retirement from service, the Last Pay Certificate(LPC) is issued to the concerned officer or his retirement dues aresettled only after obtaining a "No Dues Certificate" from the CBILibrary.34.6 Preservation of Library Records:The period of preservation of Library records is given as under:(a) Library Accession RegistersPermanent.(b) Periodical Registers permanent.(c) Library member-ship registerPermanent.(d) Permanent lending of books Register 10 years(e) Files Pertaining to purchase of books/Journals/Newspapers.5 Years.(f) Temporary lending of books Register 1 Year.34.7 Monetary limits for purchase of publications/journals etc.The CBI Head Office vide letter No. 5/1/90 Ad IV dated 10-8-90has delegated monetary powers limited to Rs 1000/- on each occasionto the Superintendents of Police of all the branches and theAdministrative Officer at CBI Head Office and full powers to all theDy. Inspector Generals of Police for purchase of books by them forofficial purposes. The branches/units of CBI could, therefore, alsoestablish their own library for their day to day use.34.8 Supply of Newspapers/Magazines at the Residence ofvarious officers in CBI34.8.1 The Director CBI vide circular No. 4/15/97-Library dated 28-10-1997 has permitted supply of the Newspapers/Magazines w.e.f 1-11-1997 to the residence of the officers as per the scale given below.S.No Level of OfficersIndian Indian MagazineNewspaper1 Director/Spl. Director/ Addl. No LimitNo LimitDirector2 Joint Directors 4 2Page 227 of 227

3 Director of Prosecution 3 24 DIsG 3 25 SsP/AD(CO)/ AD(Interpol)/ 2 1A.O.(E)/ A.O.(A)6 All other officers of the rank ofDSsP/ O.S and equivalent1 Nil34.8.2 The officers mentioned above are entitled to claimreimbursement of the amounts spent by them for buying theNewspapers/magazines as per the entitlements mentioned aboveafter deducting 15% of the total cost of the bills towards ‘scrap’charges.Page 228 of 228

35. SECURITY PLAN35.1 In view of the sensitive nature of the work performed by CBI,the likelihood of security threats to CBI offices is higher incomparison to most of the other government offices. Therefore, eachhead of the office/designated nodal officer should prepare a securityplan incorporating the following features. The plan should beappropriate and suitable for the premises of the particular branch /set of offices. The plan should contain the following subjects or headsof security detail :(a)(b)(c)(d)(e)(f)(g)Access control of both animate and inanimate objects; thisincludes perimeter defence, car parking etc.Anti-sabotage check and precautions to be taken.Fire control measures including evacuation of premises.Document and security of other valuables.Information SecuritySecurity/threat response, including alerting local police,government agencies etcContingency plan.35.2 Access Control35.2.1 Basic principle to be observed is that access control beginswith the outermost point. Outer perimeter may vary from place toplace. In a typical mofussil branch it may be the street, pavement andcompound wall of the branch. In an urban setup, it can be the road,building entrance, floor entrance, lift doors etc. The outer perimetershould be secured in such a manner that unauthorised object orunauthorised person cannot get entry. Since most of the CBI officesare housed in exclusive premises, nodal officers can consider laying ofbarbed-wire fencing and lighting of the fence/compound wall so as toensure day and night security.35.2.2 Outer perimeter security also includes buildings, trees, polesetc. which provide access to the secure area and which need to becordoned off suitably. Outer perimeter security similarly includesdrains and their openings running from the compound to outsideareas, electricity substations, telephone poles, mail boxes and maildelivery bags etc. Entry points at the outer perimeter have to beregulated by a security guard with a register and intercom facilitieswith the duty room. The duty officer will have to notify allvisitors/vehicle numbers to the security guard. The entrance gatesPage 229 of 229

will have to be made strong and secure and able to resist gatecrashing.The boundary wall similarly will have to be repaired andstrengthened wherever necessary and subsidiary entry points such aswicket gates, service entrance etc. need to be sealed.35.2.3 Finally, built-up areas including apartments, garages, shopsetc. adjoining the compound need to be kept under watch through theday and occasionally at night. Any person(s) found loitering aroundCBI building for no reason should be thoroughly checked and handedover to local police, if necessary.35.3 Inner Access Control35.3.1 Access to the main building/office should be controlled by anextra security guard to whom the outer guard relays the visitor'sidentity. Sentry whenever guard is posted, should be alert whileperforming duties and guard should be always ready to meet anyexigencies. There should be provision for checking of parcels,suitcase etc. through physical checking devices. Letters and postalarticles would similarly require examination. Equipment for the samewould have to be purchased, wherever necessary.35.3.2 There should be a reception area where visitors report. Thisshould be the general rule except for witnesses, experts who have tomeet the concerned IO/Supervisory Officer. All visitors are to be givenidentity tags. They should be escorted to the office/officer to be visitedand nobody should be allowed to roam around the premises withoutspecific work. Tradesmen, repairmen and other service agencies willhave to identify themselves and have their equipment checked beforeentry. Similarly, one constable will have to watch over their workduring the repair/servicing.35.3.3 Car parking/scooter parking, both for employees and visitorsshould be designed in such a way that the area is separate and apart fromthe main building. Employees should conduct their own check of vehiclesbefore parking the same in the designated area. Vehicles of visitors shouldbe checked above and below and wherever feasible, the visitor should bedropped and vehicle made to be parked outside the compound, to be calledwhen necessary. Any incident of important/sensitive nature should bereported to senior officer incharge available.35.4 Identity cards/Personal Identification Criteria35.4.1 Government servants are provided photo Identity Cards whichshould be rigorously checked at the outer perimeter and again at thePage 230 of 230

inner entry point. Similarly, all visitors/service personnel will have toshow some form of identity before being admitted.35.4.2 Sample Identity Cards of MHA and other organisations whosepersonnel frequent our premises should be kept with the outerperimeter guard and similarly look out notices sent by localpolice/intelligence agencies, with or without photographs of wantedaccused should be available for reference with him. In case ofintroduction of new types of Identity Cards by CBI to adopt fool proofsystems, the information is to be furnished to all branches and officesof CBI located elsewhere. However, SP In-charge of branch/NodalOfficer will have to check the current status and tighten up thesystem as and when warranted.35.4.3 It is clarified that visiting cards/letter heads of officers are notsufficient identification or proof of identity and they will have to besupported with verifiable documents such as driving license, serviceIdentity cards, PAN Cards, Voter’s Identity Card etc.35.4.4 Door frame metal detectors, if not already available should beinstalled at the earliest at the inner entry point of all branches. Handheld metal detector should also be available for frisking. However,both these gadgets are only supplements to thorough physical friskingand checking by security personnel. Sharp edged objects and anyother material which can be used as weapon of offence may beretained by the security staff till the departure of the visitor.35.5 Anti Sabotage Checks35.5.1 ASC (Anti Sabotage Check) need not be necessarily associatedwith sophisticated equipment. All that is initially needed is vigilanceand security consciousness on the part of the staff. It starts with theperson and goes on to the work premises. It can be done by anybodybut everybody should do it, because the safety of a branch is thecommon or group concern.35.5.2 Firstly, branch personnel should check their own bags,briefcases etc. before starting for office. Enroute, they should ensurethat no one tampers with them. Luggage boots of cars and scooters,either personal or official, should be checked and always kept locked.A visual check of the under carriage, engine and the boot may bemade before locking the car at the parking site. At all times, oneshould be aware of one's surroundings and notice anything that isamiss, out of context or placed in an awkward or unnecessaryposition. Thus, one's work table, room/cabin and storage area likealmirahs, drawers of table etc. will have to be visually checked. AnyPage 231 of 231

object lying in the room which was not present on the previous daymay be queried and even removed. General visual check of the branchwill be done every morning by the nodal officer who should have acheck list with him. A model check list will be sent later to allbranches but each location can prepare its own list of places andpoints to be visually and manually checked. There is no hard and fastrule in the matter but the underlying emphasis should be oneliminating unauthorised objects. Visual ASC should be conducted ofelectrical points, fixtures and also electronic items like computers,Xerox machines and FAX machines. One's own telephone/extensionshould also be opened from the bottom every week and daily visualcheck is absolutely essential. A trained officer should brief the branchpersonnel about the correct method of ASC but, in the meantime, ourbasic police procedures for rummaging and search can be used.35.5.3 Equipment for anti sabotage check comes in various shapesand sizes but we can certainly invest in viewing mirrors (for looking atthe under carriage of vehicles), simple explosive detectors and mufflerbags (for covering & isolating suspicious objects). This expenditurecan be met from the normal budget. The same goes for door framemetal detectors and the hand-held version, touched upon earlier.35.5.4 Wherever feasible and approved by the appropriate authority inCBI, the branch officers should obtain the services of State SpecialBranch and related bodies of the Centre, to come for lecdems (lecturedemonstrations)of security precautions and anti sabotage checks.The talk/demonstration can be organised outside the premises. At nocost should the topography and site plan/building plan be madeavailable to anyone outside the organisation. CPWD should also bewarned not to part with the plans.35.6 Fire Fighting Measures35.6.1 Every branch and office premises in CBI should have properfire control system. There should be a well laid down procedure of firecontrol . Staff members should be repeatedly educated about firecontrol procedures. The capster of chemical and soda should bechecked and ensured that it is not timed barred.35.6.2 In the multistoried buildings, particularly where we aretenants, the fire control plan should be known to us (For details seeAnnexure-XVII). All the staff members should take part in the firecontrol drill organised by the fire service or by the building supervisorrespectively. The emergency exits and external stair case for speedyevacuation should be known to all members.Page 232 of 232

35.6.3 The local fire service can be requested to demonstrate firecontrol measures and also educate the staff about precautions to betaken. As far as possible, elementary precautions such as using ashtray for cigarette butts, switching off electrical fittings and applianceswhen not required and preventing over heating of junctionboxes/plugs and preventing short circuits, can be observed by allmembers. It is important to have the nodal officer or in his absenceanother officer as fire drill coordinator. Without such a person, chaosand confusion could result. At all times, for major or minor fires, ourstaff should display good discipline and self control. First aid forminor burn and injuries should be known to the nodal officer andalso to some staff members. If there is a CGHS dispensary or medicalunit nearby, they should also be associated with the fire drill.Availability of ambulance or emergency vehicle should be ensured.Besides, the fire fighting equipments normally contained ingovernment offices namely fire extinguishers, buckets of water andsand should always be available in a pre-designated spot. Usually it isfound that these buckets are empty and the buckets themselves haverusted and become unserviceable. Nodal Officer should inspect thefixtures and ensure that all of them including water pipes, alarm bellsand smoke detectors are in working order.35.6.4 Overhead/ceiling water sprinklers are now being provided incertain buildings. This equipment is very delicate in nature. Itresponds to changes in temperature and emitting of smoke. Hence,staff members should be advised not to burn papers and wastematerial in the office premises. The CPWD Engineers or buildingsupervisor should periodically check the sprinkler system and ensurethat it is in working order. Since water is not provided around theclock in all cities, we should have our own storage facility on the roofor elsewhere. The bigger cities have water hydrants to be used by fireservice personnel. We should ensure that these areas are kept freefrom parking vehicles, rubbish and condemned articles are notdumped around this area. Elementary precautions to prevent fire canbe observed in all branches. For example, condemned article orarticles not in active use such as old carpets, wall hangings, sofa sets,wooden chairs and any other inflammable material should bepromptly disposed off. Similarly, exposed wires and junctions shouldbe covered. As far as possible the wiring should be placed in PVC pipeand firmly attached to the wall instead of hanging loose in differentparts of the room. Concealed wiring should be adopted whereverfeasible.35.6.5 Finally in those branches which do not have fire controlmeasures or fire control plan, nodal officer should immediately startworking for a rudimentary system in place at the earliest. OfPage 233 of 233

particular relevance are places such as malkhana where valuable caserecords are stored. Similarly, the record room where crime files andother documents are stored should have excellent fire fightingarrangement. Volatile chemicals, various types of fuel and suchdangerous items should be specially packed and stored. Basementand barsati are equally vulnerable and should not be used asdumping grounds.35.6.6 Pest control particularly of rodents, is required in all branches,not only for preservation of documents and other material but alsobecause rats and other pests will cause damages to the electricalwiring and also to other important fittings. Special precautions shouldbe taken at the time of Diwali and other festivals as also marriagesand local celebrations where fire crackers are used. Roof tops of thebuilding should not contain any inflammable material which cancatch fire if a fire cracker falls on it accidentally. Similarly, windowsand ventilators should always be kept shut, particularly in off dutyhours.35.7 Document security and security of valuables35.7.1 As our organisation has a document oriented work atmosphere,proper storage of documents is essential to counter hazards. The ageold system of storing case documents in steel trunks is not such abad idea provided we know what documents are contained in whichtrunk and do not retain unnecessary records with us. The generaltendency is for IOs to store their documents in wooden or steelalmirahs and this needs to give way to the work station concept inwhich over head bins retain only those papers which are required ona daily basis. The bulkier records seized or required for examinationand scrutiny need to be stored in a fire proof room deep within thebranch premises.35.7.2 Branches will have to go in for fire proof cabinets and ensurethat the malkhana has two or three such cabinets to store valuableproperties such as currency notes, share and stock certificates,computer CD ROMs and floppies as well as gold and jewellery items.The degree of security required for the malkhana is the greatest.Hence, as mentioned earlier, chemicals and other inflammablematerial should not be stored in the malkhana. Documents securityincludes the reprographic facilities such as xerox machine, duplicatormachine and fax machine which need to be kept under the personalcontrol of a responsible member of the staff. Unnecessary copiesshould be destroyed by using the shredding machine. At no costshould we use the old method of burning of the papers. The latter isnot efficient or fool proof.Page 234 of 234

35.7.3 Transit of documents and despatch and receipt of files areequally important in documents security. Within the same station,files have to be sent in properly sealed covers through dispatch ridersand dak vehicles and the peon book should be signed by a responsiblemember of the receiving office. The carriage of dak should beprotected against bad weather, road traffic accident, misplacementand wrong deliveries as well as theft and deliberate mischief.Currently, air bags are being used in addition to normal postalfacilities for dispatch and receipt of other important documents.Besides the requirement of maintaining shadow files, it will bedesirable to send important files through a special messenger. Thedak boxes should be made of steel and "leather bastas" should beused only for storage of local dak.35.7.4 Security classification of documents is very essential. It is wellknown that top secret documents should always be sent in doublecover with double acknowledgment slip but documents with lesserdegree of security classification should also be handled very carefully.Indeed no document should emanate from any branch without someform of security classification. It is also emphasised that NGOreferences should remain with the officer himself and should not besent to the section. Every branch officer and supervisory officershould have proper storage facility to keep such files in his personalcustody under lock and key. As far as possible, correspondenceshould be done by the officer himself or at the most by his PersonalSecretary alone. Separate dairy should be maintained for suchreferences. It is not only a good habit but a security requirement tolock up the files lying on the table in the evening when departing fromthe office. The most vulnerable part of the day is in the early morningwhen the office is opened for sweeping and cleaning and in theevening when the various rooms are locked up. If we are not careful,any type of mischief can be played during these vulnerable moments.In general it would be desirable for the officer to shut his own roomwhen departing in the evening and do so whenever he leaves the roomto attend meetings and other engagements within the building oroutside.35.7.5 Though the government buildings are generally immune frompetty theft or even attempts by professional burglars, adequateprecaution should be taken to prevent entry through vulnerablepoints like ventilators, windows rear doors and elementary burglaralarm has to be installed to ensure that the duty officer or the guardsor the nearby police station is able to intercept and prevent a majortheft in the branch. Those branches which have a lock up and wherepolice custody suspects are kept for a few days or more, need to bePage 235 of 235

strengthened, particularly when the suspects are militants or belongto major criminal gangs. The possibility of rescue attempt by hisassociates cannot be ruled out. This brings into focus the weaponry inthe branch. The available weapons should be cleaned and keptserviceable at all times. Regular fire practice has to be given to allstaff members.35.8 Information SecurityAll the CBI branches are provided with computers and most ofthese computers are interconnected with each other through anetwork. Since information of confidential nature is stored andexchanged in most of these computers, it is essential that head of theoffice takes all precautions to ensure absolute security to theinformation and to make their systems impenetrable to the hackerattacks.35.8.1 Security precautions for network Administrators/usersSystem Administrator/HeadOf Department to ensureThat employee code may beused as login ID for eachauthorised userAll users periodically briefed,regarding SOPs and latestthreats and precautionsthat all users change theirpass words periodicallythat the Data is backed-up ona weekly basisfacility for Internet Access isnever attached or installed inthe CBI network.that temporary files from Tempfolder is regularly deleted.that no user with other thanhis own login name/passwords is allowed to access.that files are named properlyfor enabling search/retrieval atAll Users to ensure thatPasswords generated are ofatleast 10 characters.Passwords contain alphanumeric and symboliccharacters.Passwords are neither noteddown nor disclosed to anyone.Character combinations thatare not available indictionary are used forgenerating passwords.That Internet is notaccessed on CBI network.They log off their machine incase any one wants to leaveeven for a short while.Their login name/passwordsare not used by anyone evenfor a short while.That files are namedproperly for enablingPage 236 of 236

a later stage.that Server and nodes areinstalled in a secure location.that no games are installed inNetwork. He will removegames that are part of OS.Devising mock exercises toeducate users regardingnetwork security threats.Proper supervision on serviceengineers who are given accessfor repair/maintenance.that no unauthorisedprograms are loaded into thecomputer.that no external disk/CDs areloaded into the Drives.that disks/CDs scanned forviral activity before using.that all floppy disks/CDRomsare maintained cleanly andsafely.that UPS is On beforeswitching on Server/Nodes.search/retrieval at a laterstage.That they delete unwanteduser-created files. However,one should not delete filesthat one is not sure about.They use floppy disks, CD-ROMS/ DVD ROMS/MICROVAULTS etc.They follow proper switchingon/ shutdown procedures.35.9 Security/Threat response, alerting Local Police, GovernmentAgencies etc.35.9.1 As soon as information is received about threat to thepremises of headquarters/branch, duty officer, control room could bemade nodal office to inform the various securities agencies like DelhiPolice, I.B. etc. It will do so under the instructions of the nodal officerincharge of security of the premises. Thus, the information receivedshould be authentic and credible and should be verifiable by our ownstaff or by the security agencies. A letter, a telephone call or any othertype of intimation needs to be acted upon immediately.35.9.2 Some anti-social /anti-national elements may pose threat tothe security of CBI officers or CBI buildings. In order to avoiduntoward incident and leakage of discreet information, it is essentialto take utmost care while furnishing information to any personPage 237 of 237

egarding officers/location of CBI buildings by incharge controlroom/D.O./person on telephone duty. Somebody in the guise ofsenior officers may try to gather information about cases or any suchsensitive information or information about custody ofaccused/witnesses etc. should be handled with tact.35.9.3 Bomb blankets whenever made available in the control roomshould be used when there is a suspected bomb, placed either in ascooter / car / open place and there should be sufficient materialavailable by way of ropes and pedestrian stands to cordon off thesuspected area.35.9.4 In the unlikely event of firearms being used by assailants,either against specific targets outside the premises or inside, and ifshots are fired at the windows / apertures, there should be a definiteresponse by way of defensive fire. This firing by our personnel will beresorted to only as it takes time for the local police and other securityagencies to reach the spot.35.9.5 Regular range practice is required for the PSOs of seniorofficers as well as control room staff (including reception staff) whoshould be able to withstand the first assault. The armory should beplaced deep inside the premises, well away from the entrance. Thicksteel plated doors and fire proof arrangements are required toprevent assailants from capturing our firearms and ammunition.35.9.6 Evacuation of the staff through various entrance or throughexit points should be carried out with minimum effort and maximumefficiency. The loose papers and files should be placed within thealmirahs and fire hazards thus eliminated.35.9.7 Similarly, the electrical main switch and master valve of theoverhead tanks should be switched off / shut so that the damage tothe premises is minimum. If the building is equipped with watersprinkler system, the operation of the system should be such thatvaluable documents and other case properties are not damaged.35.9.8 Inflammable material such as petroleum products, chemicals,plastic and nylon tubes etc. should not be stored within the buildingat any time. The correct procedure for storage of such material is touse a out house or separate storage area away from the mainbuilding. Similarly, vehicles parked in the basement or on the groundfloor whenever required, should be removed immediately and takento a safe location.Page 238 of 238

35.9.9 The attack or crisis control room should be located away fromthe area of threat. There should be telephonic communication as wellas wireless facilities between the crisis control room and the effectedarea so that instructions can be passed on to the staff facing theattack.35.9.10 Medical aid including first aid boxes, should be kept atdifferent stations within the premises so as to be of some use duringcrises. The location and route to the nearest M.I. Room as well as theroute to the nearest multi speciality hospital with emergencyoperation facilities should be known either to the control room staffon the nodal officer (Security).35.9.11 Coordination with local police agencies will have to be workedout through coordination meeting to be held individually andseparately for each branch. As conditions may vary, branch officersare requested to hold these meeting at the earliest and agree uponthe correct procedure for a coordinating response to the threat. Inheadquarters, the designated officer should hold the coordinationmeeting with the Ministry of Environment Officer who arecoordinating security arrangements in the CGO Complex.35.10 Contingency Plan35.10.1 In the event of a threat / actual attack, the contingency planavailable with the nodal officer should have two main divisionsnamely short term and immediate response and long term /containment plan. In the former all the counter measures mentionedin the previous chapter be included. In the latter, the effort will be toconduct normal office routine from either the same premises or from adifferent premises, so that our basic work does not suffer.35.10.2 The contingency plan will vary from attacks on individuals, toattacks on teams, to attacks on premises of our branch or courtpremises. In the case of attacks on individuals, the driver of thebranch vehicle will have to be trained in offensive and defensivedriving. He will have to be equipped with sufficient knowledge ofdefensive measures. He should also know the route to the nearestmedical facility. Above all, he should know to use a firearm andshould be able to substitute for the PSO if the latter is injured orincapacitated.35.10.3 When groups of officers are attacked, there should be asufficient pre planned response to the attack. If the officers areproceeding for a search /arrest/court work and the attack takesplace in a public area, they should be instructed before hand aboutPage 239 of 239

the various possibilities available to them to counter the attack. Thiswould apply to prisoners being taken to court in police custody.Sufficient number of firearms should be carried by the party escortingthe prisoner to the court or to the Jail.35.10.4 If the attack is in the court premises, the existing securityarrangements in the court should be used to counter the attack. Mostof the special courts and designated courts are located within theKatchery premises in which the office of District Magistrate, DistrictSuperintendent of Police or Sub Division Police Officer are located.Hence, help can be taken from these agencies to counter the attack.35.10.5 In the case of individual personnel or vulnerable branchesengaged in investigating sensitive cases, request should be made tothe state police to provide sufficient armed guards around the clock.Similarly emergency telephone lines should be installed (hot line)connecting branch or the residential premises with a local policestation.35.10.6 Contingency plan for prolonged period should provide fornormal office routine in borrowed premises which are equallystrengthened and made secure. This eventuality will arise if theoriginal branch or office premises was partly or entirely effected by theattack and was not usable for routine work.35.10.7 As far as possible, every premises and property owned by theOrganisation should have a clear route of escape. Usually, old carsand other unnecessary material obstruct the rear entrance and thelane leading from it. Periodic inspections should avoid such unsafepractices. Contingency plan for officers / groups on the move shouldhave provision for safe routes which are less congested and whichwould lead them to safety in another branch or to the premises of thebig police station or police lines.35.10.8 Every branch should, as part of its security plan, practice andrehearse the contingency plan periodically so that all staff membersare aware of the steps to be taken. If the new member of the staff joinswork, he should be separately briefed by the nodal officer.35.10.9 In residential areas where families are more vulnerable propercompound walls should be set up and access control should beenforced. If a child is abducted or kidnapped, there should be a welldefined plan to meet the emergency.Page 240 of 240

35.10.10 Blood groups of all the staff should be readily available with thenodal officer as also the individual allergy / reaction to specific drugsand medicines such as Penicillin, steroid etc.35.11 Role of control room staff-Officers of the branch should also issue the following set ofinstructions to officers/men in the branch, who handle such tasks :i) The person attending the telephone call must not partwith any information unless he is absolutely sure about theidentity of the caller.ii) Must always enquire about the telephone number of thecaller and then call him back to give the information soughtfor. This will also establish the genuineness of the callsreceived in the control room/D.O.iii) The officers/men on duty during the day and nightshifts must be properly briefed and told thatleaders/activitists of the terrorists outfit such as Lashkar-e-Taiba and others have adopted a new modus-operandi tocollect sensitive information about the Indian SecurityAgencies. The nature of information which may be of interestto the terrorists is :a) Name, address and telephone number of senior officersparticularly those engaged in anti-terrorists operations.b) Details about political leaders and their programmes/movements.c) Movement/deployment of security forces.d) Details about a particular incident.e) Progress in investigation of specific cases, etc.The information on the aforesaid points should not be divulgedto callers whose identity is not properly established.Page 241 of 241

36. OFFICE PROCEDURE-MEANING OFVARIOUS TERMSThe terms used in this Manual carry the special meanings asdescribed below :36.1 'File' means a collection of papers on a specific subject matterassigned a file number and consisting of one or more of the followingparts:(a)(b)(c)(d)CorrespondenceNotesAppendix to correspondenceAppendix to notes36.2 'Appendix to correspondence' in relation to a file meanslengthy enclosures to a communication (whether receipts or issue) onthe file, inclusion of which in the correspondence portion is likely toobstruct smooth reading of the correspondence or make thecorrespondence portion unwieldy.36.3 'Appendix to notes' in relation to a file means a lengthysummary or statement containing detailed information concerningcertain aspects of the question discussed on the file, incorporation ofwhich in the main note is likely to obscure the main point or makethe main note unnecessarily lengthy.36.4 'Branch Officer' in relation to a section means the officer whotakes the work directly from the section.36.5 'Case' means a current file or a receipt together with otherrelated papers, if any.36.6 'Central Issue Section' means the unit within a departmentresponsible for typing of drafts, comparing of fair copies, preparationof pads for signature and despatch of communication to theaddressees and includes functionaries like residential clerk and nightduty clerk. In departments where centralised typing pool does notexist in central issue section, this section will be responsible only fordespatch of signed communications to the addressees.Page 242 of 242

36.7 'Central receipt and issue section' means a unit within adepartment consisting of the central registry and the central issuesection.36.8 'Central registry' means a unit within a department chargedwith the responsibility of receiving, registering and distributing dakmeant for that department and includes functionaries like residentclerk and night duty clerk.36.9 'Classified dak' means dak bearing a security grading.36.10 ‘Come-back case’ means a case received back for furtheraction such as re-examination or preparing a draft or a summary ofthe case.36.11 'Correspondence portion' in relation to a file means theportion containing 'receipts' and office copies of 'issue' pertaining tothe file, including self-contained inter-departmental notes butexcluding those recorded on the notes portion of the file itself.36.12 'CR No.' means the serial number assigned by the centralregistry to dak in the Dak register preceded by the code letteridentifying the register.36.13 'Current file' means a file, action on which has not beencompleted.36.14 'Dak' includes every type of written communication such asletter, telegram, fax, e-mail, interdepartmental note, file, which isreceived, whether by post or otherwise, in any department for itsconsideration.36.15 'Dealing hand' means any functionary such as a lower divisionclerk, an upper division clerk, an assistant, entrusted with initialexamination and noting upon cases.36.16 'Department' means any of the Ministries, Departments,Secretariat and Offices mentioned in the First Schedule to theGovernment of India (Allocation of Business) Rules.36.17 'Departmental index' means a consolidated index of filesopened by different sections of a department during a year (exceptthose of a classified nature or those proposed to be retained for lessthan 10 years) arranged in a single series in the alphabetical order ofthe catch-words under which they have been indexed.Page 243 of 243

36.18 'Departmental instructions' means instructions issued by adepartment to supplement or vary the provisions of the Manual ofOffice Procedure.36.19 'Diarist' means a Clerk within a section charged with theresponsibility inter alia of maintaining the section diary.36.20 'Diarising' means registering of receipts in the section diary.36.21 'Diary number' means the serial number assigned to a receiptin the section diary followed by the year and the abbreviated symbolof the section, e-g. 105/72 - O&M.36.22 'Docketing' means making of entries in the notes portion of afile about the serial number assigned to each item of correspondence(whether receipt or issue) for its identification.36.23 'Final disposal' in relation to a case under considerationmeans completion of all action thereon culminating, where necessary,in the issue of final orders or final reply to the party from which theoriginal communication emanated.36.24 'Fresh receipt (FR)' means any subsequent receipt on a casewhich brings in additional information to the disposal of the paperunder consideration.36.25 'Indexing' in relation to a file means indicating its title underappropriate catchwords arranged in their alphabetical order with aview to facilitate its location in the event of need.36.26 'Index slip' means a card or a paper slip displaying the title ofa file under a catchword, followed by a reference to its file number.36.27 'Issue' means a communication issued in a case.36.28 'Issue of draft' includes all stages of action after the approvalof a draft ending with despatch of the signed communication to theaddressee, e.g. fair typing, comparing, attaching enclosures, preparingpads for signature, preparing covers; making entries in the despatchregisters and messenger books, affixing stamps where necessary etc.36.29 'Messenger book or Peon book' means a record, maintained instandard form O&M 13 or any other form, of particulars of despatchof non-postal communications and their receipt by the addressees.36.30 'Minute' means a note recorded by the President, the Vice-President, the Prime Minister or a Minister.Page 244 of 244

36.31 'Note' means the remarks recorded on a case to facilitate itsdisposal, and includes a precis or previous papers, a statement or ananalysis of the questions requiring decision, suggestions regarding thecourse of action and final orders passed thereon.36.32 'Notes portion' in relation to a file means the portioncontaining notes or minutes recorded on a case.36.33 ‘Ordinary postal dak' means postal dak for which no specificacknowledgement is obtained by the Posts and Telegraphs Offices.36.34 ‘Paper under consideration (PUC)' means a receipt on a case,the consideration of which is the subject matter of the case.36.35 'Personal staff' in relation to a functionary means and includesprivate secretary, personal assistant, stenographer, assistant, clerk orany other clerical staff appointed to assist him as well as the personalsection of a Minister.36.36 'Postal communication' means a communication despatchedby post and includes telegram.36.37 'Postal Dak' means all the dak received through posts andTelegraphs offices.36.38 'Receipt' means dak after it has been received by theconcerned section/officer.36.39 'Record Clerk' means a clerk in a section responsible inter aliafor typing and maintaining index slips and for looking after routineaspects or recording work.36.40 'Recording' means the process of closing a file after action onall the issues considered thereon has been completed, and includesoperations like completing references, removing routine papers,revising the file title, changing the file cover and stitching the file.36.41 'Reference folder' in relation to a particular subject means afolder containing copies of relevant rules, orders, instructions, etc.arranged in chronological order.36.42 'Running summary of facts' in relation to a case means asummary of the facts of the case updated from time to time toincorporate significant developments as and when they take place.36.43 'Section' means the basic work unit within a department,responsible for attending to items of work allotted to it. It is generallyPage 245 of 245

headed by a section officer and includes 'Cell', 'Unit' and other liketerms.36.44 'Sectional note' means a note recorded on only one of themany issue raised in the PUC.36.45 'Section Officer' means an officer supervising a section andincludes functionaries like superintendent and assistant-in-charge, orHead Clerk.36.46 'Security grading' means security marking 'Confidential',‘Secret’ or 'Top Secret'.36.47 'Standing guard file' on a subject means a compilationconsisting of the following three parts :-(a)(b)(c)a running summary of the principles and policy relating to thesubject with number and date of relevant decisions or ordersquoted in margin against each;copies of the decisions or orders referred to, arranged inchronological order ; andmodel forms of communications to be used at different stages.36.48 'Standing note' in relation to a subject means a continuingnote explaining, among other things, the history and development ofthe policy and procedure, designed to serve as :(a)(b)(c)a complete background material for review of the existing Policyor procedure;a brief for preparing replies to Parliament questions or notes forsupplementary thereto; andinduction or training material.36.49 'Standing process sheet' means a standard skeleton notedeveloped for a repetitive item of work, indicating predeterminedpoints of check or aspects to be noted upon.36.50 'Urgent dak' means dak marked 'immediate' or 'priority', andincludes telegrams, wireless messages, and fax messages.Page 246 of 246

37. MACHINERY OF GOVERNMENT37.1 The President –The executive power of the Union formally vests in thePresident and may be exercised by him either directly or throughofficers subordinate to him, in accordance with the Constitution.37.2 The Council of Ministers -(i)In the exercise of his functions, the President is aided andadvised by a council of Ministers headed by the Prime Minister.In the actual practice, the executive authority resides in theCouncil of Ministers.(ii)The Council of Ministers consists of three categories ofMinisters, namely :(a) Ministers of Cabinet rank ;(b) Ministers of State ; and(c) Deputy Ministers.(iii)The Cabinet, which consists of Ministers of the first categoryonly, is responsible for shaping the overall policies of theGovernment. In discharging its responsibilities, it sometimesfunctions through its committees.37.3 Transaction of Government Business(i)Among the rules issued by the President for the convenienttransaction of the business of the Government under Article77(3) of the Constitution, are :(a) The Government of India (Allocation of Business)Rules ; and(b) The Government of India (Transaction ofBusiness) Rules.(ii)The allocation of Business Rules allocate the business of theGovernment among its different departments which areassigned to the charge of the Ministers by the President on theadvice of the Prime Minister. In relation to the businessallotted to a Minister, these rules also permit the association ofPage 247 of 247

another Minister or Deputy Minister to perform such functionsas may be specifically assigned to him.(iii)The Transaction of Business Rules seek to define the authority,responsibility and obligations of each department in the matterof disposal of business allotted to it. While providing that thebusiness allotted to a department will be disposed off by, orunder the direction of, the Minster-In-Charge, these rules alsospecify :(a) cases or classes of cases to be submitted to thePresident, the Prime Minister, the Cabinet or its committees forprior approval;(b) the circumstances in which the department primarilyconcerned with the business under disposal will have toconsult other departments concerned and secure theirconcurrence before taking final decision.37.4 Department-(i)A department is responsible for the formulation of the policiesof the Government within its sphere of responsibility and alsofor the execution and review of those policies.(ii)For the efficient disposal of business allotted to it, adepartment is divided into wings, divisions, branches andsections.(iii)A department is normally headed by a Secretary to theGovernment of India who acts as the Administrative Head ofthe Department and Principal Adviser of the Minister on allmatters of policy and Administration within the department.(iv)Where the volume of work in a department exceeds themanageable charge of a Secretary, one or more wings may beestablished with a Secretary/Special Secretary/AdditionalSecretary/Joint Secretary in charge of each wing. Such afunctionary is normally vested with the maximum measure ofindependent functioning and responsibility in respect of thebusiness falling within his wing subject, however, to the overallresponsibility of the Secretary for the Administration of thedepartment as a whole.(v)A section is generally the lowest organisational unit in adepartment with a well-defined area of work.It normallyPage 248 of 248

consists of assistants and clerks supervised by a SectionOfficer/OS/Head Clerk. Initial handling of cases (includingnoting and drafting) is generally done by assistants and clerkswho are also known as the dealing hands.(vi)While the above represents the commonly adopted pattern oforganisation of a department, there are certain variations, themost notable among them being the desk officer system. Inthis system the work of a department at the lowest level isorganised into distinct functional desks, each manned by anofficer of appropriate rank, e.g. Under Secretary or SectionOfficer, who handles the cases himself and is providedadequate stenographic/clerical assistance.37.5 Attached and subordinate offices -(i)Where the execution of the policies of the Government requiresdecentralisation of executive action and/or direction, adepartment may have under it executive agencies called'Attached' and ‘Subordinate' offices.(ii)Attached offices are generally responsible for providingexecutive direction required in implementation of the policieslaid down by the department to which they are attached. Theyalso serve as repository of technical information and advise thedepartment on technical aspects of questions dealt with bythem.(iii)Subordinate offices generally function as field establishmentsor as agencies responsible for the detailed execution of thepolicies of Government. They function under the direction ofan attached office, or where the volume of executive directioninvolved is not considerable, directly under a department. Inthe latter case, they assist the departments concerned inhandling technical matters in their respective fields ofspecialisation.(iv)CBI Head Office is an attached office under the CabinetSecretariat and the CBI Offices are the subordinate offices. Theconfiguration of CBI, its hierarchy, divisions, zones, regions,branches and units has already been explained in Chapter-1.Page 249 of 249

38. DAK-RECEIPT, REGISTRATION ANDDISTRIBUTION38.1 Receipt of dak(i)During office hours, the entire dak of a department/officeincluding that addressed to Ministers/Officers by name, will bereceived in the Central Registry/Receipt Section. Where,however, immediate/important dak addressed toMinisters/Officers by name is sent through special messengersdirectly to the addressees themselves, it will be received bythem or their personal staff.27 (ii) Outside office hours, dak will be received :28 (a) by the addressees themselves at their residences, if marked‘immediate’ and addressed by name; and29 (b) in other cases by :(i)(ii)the night duty clerk or constable or Control Room of thedepartment concerned, orwhere no such arrangements exist, by the officer designated bythe department/office concerned to receive such dak.38.2 Acknowledgement of dakThe receipt of dak, except ordinary postal dak, will beacknowledged by the recipient signing his name in full and in ink.38.3 Registration of dak(i) Urgent dak will be separated from other dak and dealt withfirst.(ii) All covers, except those addressed to Ministers/Officers byname or those bearing a security grading, will be opened by theCentral Registry/Receipt Section.(iii)On opening dak, the Central Registry will check enclosures andmake a note of any found missing.(iv) All opened dak, as well as the covers of unopened classifieddak, will be date-stamped vide specimen mentioned below :-__________________________Department/Office of ..............Received on .............................Page 250 of 250

CR No......................................Sec. Dy. No.___________________________(v)The entire dak will then be sorted out section-wise (and officerwise,if addressed by name). To facilitate this, the CentralRegistry/Receipt Section will maintain an alphabetical index ofthe subjects dealt with the each section.(vi)The following categories of dak will be registered by the CentralRegistry/Receipt Section in the dak register.(a) Telegrams, wireless messages and telex message.(b) Registered postal dak.(c) Inter-departmental files.(d) Court summons and receipts enclosing valuabledocuments, e.g. service books, agreements, cheques/draftsetc.,(e) Parliament questions, resolutions, cut motions andreferences seeking information relating to them.(f) Unopened inner covers containing classified dak.(g) Letters from Members of Parliament, and(h) Any other category covered by departmentalinstructions.(vii)The Central Registry/Receipt Section will maintain one or moredak registers as may be found convenient. In no case,however, will a single register be operated upon by two or moreclerks. Where more than one dak register is maintained, eachregister will be identified with an alphabetical code letter ‘A’,‘B’, ‘C’ and so on.(viii)The C.R. No./Receipt No. assigned to dak in the dak register,will be exhibited on the dak in the appropriate place in thestamp affixed on it.38.4 Distribution of dak(i)The Central Registry/Receipt Section will prepare an invoiceseparately for each section to which the dak is to bedistributed. The dak, alongwith invoice, will be sent to thesection concerned and acknowledged by the diarist. Theinvoice, duly signed, will then be returned to the CentralRegistry/Receipt Section where it will be filed section-wise anddate-wise.Page 251 of 251

(ii)Alternatively, dak may be distributed and acknowledgementobtained in messenger books or dak register maintainedsection-wsie.(iii)The above procedure will also apply to the dak meant forMinisters/Officers which will be acknowledged by theirpersonal staff.(iv)Urgent dak will be distributed as and when received. Otherdak may be distributed at suitable intervals (i.e. 11 AM, 2 PM,and 4 PM). Such part of the ordinary dak as is received too lateto be included in the last daily round, will be kept ready fordistribution early next day. The official in charge of the CentralRegistry will ensure:(a) that, as far as possible, sorting, registration andinvoicing of dak is completed on the day of its receipt; and(b) that, to the extent to which the above work cannot becompleted during the day, and without prejudice to theprocessing of urgent dak, the night duty staff attends to it.(v)Urgent dak received outside office hours will be sent to thesections concerned, if there is staff on duty. In other cases, suchdak will be dealt with in accordance with the instructions issuedby the department concerned.Page 252 of 252

39. RECEIPT-SUBMISSION AND DIARISATION39.1 Perusal and marking of receipt :The diarist will submit all receipts to the SectionOfficer/OS/Head Clerk who will :(i)go through the receipts;(ii)mark mis-sent receipts to the sections concerned;(iii)separate those which, either under the departmentalinstructions or in his discretion, should be seen by higherofficers before they are processed and mark them to suchofficers;(iv)mark to himself such of the remaining receipts as are of adifficult nature or present any special features requiring hispersonal attention;(v)mark other receipts to the dealing hands concerned, and,where necessary, indicate urgency grading and give directionsregarding line of action;(vi)keep a note in his diary of important receipts requiring promptaction or disposal by a specified date; and(vii)submit the case to the officer who last noted on it, if it is onereturned by another department.39.2 Diarising of receipts:(i)The diarist will diarise in the section diary (Annexure -XVIII) allthe receipts except the following before they are submitted tothe officers concerned or distributed among the dealing hands:(a) receipts which, as a class, are adequately taken care ofby a register specially devised for the purpose (e.g. telephonebills which are entered in telephone bill register);(b) unsigned communications on which no instructionshave been recorded by officers and on which no action is to betaken;Page 253 of 253

(c) identical copies of representations, save the onereceived first;(d) post copies of telegrams unless the endorsementcontains a message in additional to that contained in thetelegrams;(e) petty contingent vouchers such as those relating to nightduty or overtime claims of the staff, claims for coolie hire orconveyance hire, chits asking for articles of furniture,stationery etc.;(f) routine acknowledgements;(g) casual leave applications;(h) copies of miscellaneous circulars, office memoranda,extracts, etc., circulated by any section for general information,e.g., orders of general application, telephone lists, notices ofholidays, tour programmes, etc.; and(i) any other types of receipts which under departmentalinstructions are not required to be diarised.(ii)Inter-departmental notes, telegrams, or any other category orreceipts sought to be distinguished from the rest, may beentered in the section diary in red ink.(iii)Papers referred to another department will be diarised eachtime they are received back. For those referred under diarynumbers, however, previous and later entries in the diary willbe linked by giving the earlier and the later diary numbersagainst each entry.(iv)If a receipt is diarised after a lapse of more than 15 days fromthe date it bears the entry regarding date in column 3 of thesection diary, it will be circled in red ink.(v)The diary number of a receipt will be indicated in the spaceprovided for the purpose in the stamp affixed by the CentralRegistry.(vi)The Section Officer/O.S/Head Clerk will scrutinise the sectiondiary once a week to ensure that it is being properlymaintained and append his dated initials in token of thescrutiny.39.3 Movement of receipts(i)Receipts submitted to officers will move in pads conspicuouslylabelled as “Receipts Pad”. Their movement and perusal willreceive prompt attention.Page 254 of 254

(ii)The Section Officer/OS/Head Clerk will keep a careful watchon any hold-up in the movement of receipts. The diarist willbring to his notice any receipts which are not received backfrom officers within 24 hours.39.4 Action by higher officersOfficers to whom receipts are submitted will:(i)(ii)go through the receipts and initial them;remove receipts which they may like to dispose off withoutassistance from section or to submit to higher officers;(iii)enter the diary numbers of the receipts removed on the movementslip;(iv)(v)where necessary, give directions regarding line of action to betaken on other receipts; andreturn the receipts together with movement slip, if any, to theSection Officer/OS/head Clerk for action above.39.5 Allocation of disputed receiptsIf a section feels that it is not concerned with a mis-sent receiptforwarded to it, the same should be brought to the notice of theofficer designated by the department for deciding allocation ofdisputed receipts.Page 255 of 255

40. ACTION ON RECEIPTS40.1 Action by dealing hand:The dealing hand will :(i)go through the receipts and separate urgent receipts from therest;(ii)enter the receipts in the assistant’s diary (Annexure-XIX);(iii)deal with the urgent receipts first;(iv)check enclosures and, if any, is found missing, initiate actionto obtain it;(v)see whether any other section is concerned with any part oraspect of a receipt and, if so, send copies or relevant extracts tothat section for necessary action;(vi)bring the receipt on to a current file if one already exists oropen a new file and indicate file No. in column 3 of theassistant’s diary;(vii)file papers as per the procedure of filing of papers;(viii)assign the receipt a serial number and page number;(ix)docket the receipt and reproduce on the notes portion of the fileremarks, if any, made by an officer on the receipt;(x)with the help of file registers, indexes, precedent book,standing guard files, reference folders etc., locate and collectother files or papers, if any, referred to in the receipt, or havinga bearing on the issues raised therein;(xi)identify and examine the issue involved in the case and recorda note;(xii)arrange reference papers in the case properly;(xiii)where necessary, attach a label indicating urgency gradingappropriate to the case;Page 256 of 256

(xiv)put up the case to the appropriate higher officer; and(xv)indicate the date of submission in column 4 of the assistant’sdiary.40.2 Action by Section Officer(i)The section officer/OS/Head Clerk will:(a) scrutinise the note of the dealing hand;(b) finally dispose off routine cases;(c) take intermediate routine action;(d) record, where necessary, a note setting out his owncomments or suggestions; and(e) submit the case to the appropriate higher officer.(ii)What constitutes “routine cases” or “intermediate routineaction” in terms of (b) and (c) above will be specified by eachdepartment in its departmental instructions.40.3 Examination by sectionWhen the line of action on a receipt is obvious or is based on aclear precedent or practice, or has been indicated by a higher officer,and a communication has to issue, a draft will be put up without anyelaborate note. In other cases, the section, while putting up a case,will :(i)see whether all the statements are correct;(ii) point out mistakes, mis-statements, missing data orinformation, if any;(iii)draw attention, where necessary, to the statutory or customaryprocedure and point out the relevant law and rules;(iv)furnish other relevant data or information available in thedepartment, if any;(v)state the question for consideration and bring out clearly thepoints requiring decision;(vi)draw attention to precedents;(vii)evaluate relevant data and information; andPage 257 of 257

(viii)suggest, where possible, alternative course of action forconsideration.40.4 Action by higher officersOfficers above the level of Section Officer will take final actionon different classes of cases in accordance with such departmentalinstructions as may be issued by the department concerned fromtime to time.40.5 Departure from normal procedures of RulesIn every case where a major or minor infraction, other thantrivial, of the existing procedures or rules is sought to be made, itshall be the responsibility of the decision making authority toensure that reasons are set out in writing, warranting such adeparture from the rules or procedures.40.6 Running summary of facts (Self contained note)To facilitate consideration and to obviate repeatedrecapitulation, a running summary of facts will be prepared andplaced on the file in a separate folder labelled as such in every casein which it is evident that such a summary would contribute to itsspeedy disposal. This summary will also include the advice or viewsof other departments, consulted in the matter but not opinions ofindividual officers within a department. It should be kept upto datewhenever further developments take place.40.7 Guidelines for noting(i)All notes should be concise and to the point. Lengthy notesshould normally conclude with a para bringing out clearly butbriefly the points for consideration or decision. Paragraphs ofnotes should be serially numbered.(ii)The verbatim reproduction of extracts from or para-phrasing ofthe paper under consideration, fresh receipt, or any other partof correspondence or notes on the same file, should not beattempted.(iii)When passing orders or making suggestions, an officer willconfine his note to the actual points he proposes to makewithout reiterating the ground already covered in the previousPage 258 of 258

notes.If he agrees to the line of action suggested in thepreceding note, he will merely append his signature.(iv)Any officer, who has to note upon a file on which a runningsummary of facts is available will, in drawing attention to thefacts of the case, refer to the appropriate part of the summarywithout repeating it in his own note.(v)Unless a running summary of facts is already available on thefile or the last note on the file itself serves that purpose, a selfcontainedsummary will be put up with every case submitted tothe Minister. Such a summary will bring out briefly but clearlyrelevant facts, including the views expressed on the subject byother departments, if any, consulted in the matter and thepoint or points on which the orders of the Minister are sought.(vi)If apparent errors or mis-statements in a case have to bepointed out or if an opinion expressed therein has to becriticised, care should be taken to couch the observations incourteous and temperate language free from personal remarks.(vii)When a paper under consideration raises several major points,each requiring detailed examination and orders, each point willbe noted upon separately in sectional notes.(viii)Notes and orders will normally be recorded on note sheets.(ix)The dealing hand will append his initial with date on the left,below his note. The section officer and higher officers willappend their signature on the right hand side of the notes.40.8 Modification of notes or orders(i)Senior officers should not require any modification in, orreplacement of, the notes recorded by their juniors once theyhave been submitted to them. Instead, the higher officersshould record their own notes giving their views on the subject,where necessary, correcting or modifying the facts given inearlier notes. In any case, the replacement or modification ofthe notes which have already been recorded on a file, when thefile has been further noted upon by others, should not bepermitted.(ii)Where a final decision already communicated to a party isfound later on to have been given on a mistaken ground orwrong facts or wrong interpretation of rules due toPage 259 of 259

misunderstanding, such withdrawal may also have legalimplications. In all such cases, in addition to consulting theMinistry of Law, wherever necessary, such a withdrawal shouldbe permitted only after the approval of an officer higher thanthe one who took the original decision, has been obtained andreasons for the reversal or modification of the earlier decisionhave been duly recorded on the file.40.9 Noting on files received from other departments(i)If the reference seeks the opinion, ruling or concurrence of thereceiving department and requires detailed examination, suchexamination will normally be done separately through routinenotes and only the final result will be recorded on the file bythe officer responsible for commenting upon the reference. Theofficer to whom such a note is submitted will either accept thatnote or record a note of his own. In the former case, he maydirect that the note in question or a specified portion thereofmay be reproduced on the main file for communication to thedepartment concerned. In the latter case, he will record asuitable note on the main file itself. In either case, a copy ofthe note recorded on the main file will be kept on the routinenotes for retention in the receiving department before the file isreturned to the originating department.(ii)Where the reference requires information of a factual nature orother action based on a clear precedent or practice, the dealinghand in the receiving department may note on the filestraightaway.(iii)Where a note on a file is recorded by an officer after obtainingthe orders of a higher officer, the fact that the views expressedtherein have the approval of the latter should be specificallymentioned.40.10 Aids to processingTo facilitate processing of cases, each section will develop andmaintain the following records for important subjects dealt with by it:-(i)(ii)(iii)(iv)only); and(v)standing guard files;standing notes;precedent bookstandard process sheets (for repetitive items of workreference folders containing copies of circulars etc.Page 260 of 260

40.11 Oral discussions(i)All points emerging from discussions between two or moreofficers of the same department and the conclusions reachedwill be recorded on the relevant file by the officer authorisingaction.(ii) All discussions/instructions/decisions which the officerrecording them considers to be important enough for thepurpose, should be got confirmed by all those who haveparticipated in or are responsible for them. This is particularlydesirable in cases where the policy of the Government is notclear or where some important departure from the prescribedpolicy is involved, or where two or more levels differ onsignificant issues or the decision itself, though agreed upon byall concerned, is an important one.40.12 Oral instructions by higher officers(i)Where an officer is giving direction for taking action in any casein respect of matters on which he or his subordinate haspowers to decide, he shall ordinarily do so in writing. If,however, the circumstances of the case are such that there isno time for giving the instructions in writing, he should followit up by a written confirmation at his earliest.(ii)An officer shall, in the performance of his official duties, or inthe exercise of powers conferred on him, act in his bestjudgement except when he is acting under instructions of anofficial superior. In the latter case he shall obtain thedirections in writing wherever practicable before carrying outthe instructions, and where it is not possible to do so, he shallobtain written confirmation of the directions as soon thereafteras possible. If the officer giving the instructions is not hisimmediate superior but one higher to him in the hierarchy, heshall bring such instructions to the notice of his immediatesuperior at the earliest.40.13 Oral orders on behalf of or from Minister(i)Wherever a member of the personal staff of a Ministercommunicates to any officer an oral order on behalf of theMinister, it shall be confirmed by him in writing immediatelythereafter.Page 261 of 261

(ii)If any officer receives oral instructions from the Minister orfrom his personal staff and the orders are in accordance withthe norms, rules, regulations or procedures, they should bebrought to the notice of the Secretary (or the Head of theDepartment where the officer concerned is working in or undera non-secretariat organisation).(iii)If any officer receives oral instructions from the Minister orfrom his personal staff and the orders are not in accordancewith the norms, rules, regulations or procedures, he shouldseek further clear orders from the Secretary (or the Head of theDepartment in case he is working in or under a non-secretariatorganisation) about the line of action to be taken, statingclearly that the oral instructions are not in accordance with therules, regulations, norms and procedures.40.14 Confirmation of oral instructions(i)If an officer seeks confirmation of an oral instruction given byhis superior, the latter should confirm it in writing wheneversuch confirmation is sought.(ii)Receipt of communications from junior officers seekingconfirmation of oral instructions should be acknowledged bythe senior officers or their personal staff, or the personal staffof the Minister, as the case may be.40.15 Channel of submissionUnless otherwise provided for in the departmental instructionseach case will travel upto the appropriate decision-making levelthrough all the intermediate levels in the hierarchy.40.16 Direct submission of cases by senior assistants(i)Every assistant in a conventional section who has more thanfive years service in the grade including at least six months inthe concerned section may be required to submit all his casesdirect to the branch officer. However, in appropriate cases,assistants with less than five years service in the grade mayalso be permitted to submit cases direct to branch officer.(ii)All the cases directly submitted by assistants to the branchofficer should, as a rule, go back to the assistants through theSection Officer. The Section Officer will, however, be free toPage 262 of 262

ing to the notice of the branch officer any omission or flawsin the submission of cases or the decisions taken and thus givean opportunity to the branch officer to reconsider the matter.40.17 Examination and progressing of cases in which two or moreauthorities are consultedWhere two or more state Governments, Central Departments orother authorities are simultaneously consulted, the examination and,where necessary, tabulation of the replies will ordinarily be started assoon as replies begin to arrive and not held over till the receipt of allthe replies or the expiry of the target date.40.18 Filing of papers(i)Papers required to be filed will be punched on the left hand topcorner and tagged on to the appropriate part of the file, viz,notes, correspondence, appendix to notes and appendix tocorrespondence, in chronological order, from left to right, thelatest being at the bottom.(ii)Normally, each part of the file will be placed in a separate filecover. Where, however, ‘notes’ and 'correspondence' are notbulky, both may be placed in a single file cover by tagging thecorrespondence portion on to the right side of the cover and thenotes portion on the left side of the same cover. Similarly, boththe appendix to notes and appendix to correspondence may befiled in a single file cover, if they are not bulky.(iii) Routine receipts and issues (e.g. reminders,acknowledgements) and routine notes will not be allowed toclutter up the file. They will be placed below the file in aseparate cover and destroyed when they have served theirpurpose.(iv)When either the ‘notes’ or the ‘correspondence’ portion of a filebecomes bulky (say, exceeds 100 pages), it will be stitched andmarked ‘Volume I’. Further papers on the subject will be addedto the new volume of the same file, which will be marked‘Volume II’, and so on.40.19 Arrangement of papers in a casePage 263 of 263

The papers in a case will be arranged in the following orderfrom top, downwards:(i)reference books;(ii)notes portion of the current file ending with the note forconsideration;(iii)running summary of facts;(iv) (iv) draft for approval, if any;(v)Correspondence portion of the current file ending with thelatest receipt or issue, as the case may be;(vi)appendix to notes and correspondence;(vii)standing guard file, standing note or reference folder, if any;(viii)other papers, if any, referred to e.g. extracts of notes orcorrespondence from other files, copies of orders, resolutions,gazettes, arranged in chronological order, the latest beingplaced on the top;(ix)recorded files, if any, arranged in chronological order, the latestbeing placed on the top; and(x)routine notes and papers arranged in chronological order andplaced in a separate cover.40.20 Referencing(i)Every page in each part of the file (viz. notes, correspondence,appendix to notes, and appendix to correspondence) will beconsecutively numbered in separate series, in pencil, blankintervening pages, if any, will not be numbered.(ii)Each item of correspondence in a file, whether receipt or issue,will be assigned a serial number which will be displayedprominently in red ink on the right top corner of its first page.(iii)The paper under consideration on a file will be flagged “PUC”and the latest fresh receipt noted upon, as “FR”. In nocircumstances, will a slip other than “PUC” and (FR), beattached to any paper in a current file. If there are more thanPage 264 of 264

one FRs, they should be flagged separately as ‘FR.I’, ‘FR II’ andso on.(iv)In referring to the papers flagged ‘PUC’ or ‘FR’ the relevant pagenumbers will be quoted invariably in the margin. Other papersin a current file will be referred to by their page numbers only.(v)Recorded files and other papers put up with the current file willbe flagged with alphabetical slips for quick identification. Onlyone alphabetical slip will be attached to a recorded file orcompilation. If two or more papers contained in the same fileor compilation are to be referred to, they should be identified bythe relevant page numbers in addition to the alphabetical slip,e.g. ‘A’/23.N, ‘A’/17.C, and so on.(vi)To facilitate the identification of references to papers containedin other files after the removal of slips, the number of the filereferred to will be quoted invariably in the body of the note andthe relevant page numbers, together with the alphabetical slipattached thereto, will be indicated in the margin. Similarly, thenumber and date of orders, notifications and resolutions, and,in the case of acts, rules and regulations, their brief titletogether with the number of the relevant section, rule,paragraph or clause, referred to will be quoted in the body ofthe notes, while the alphabetical slips used, will be indicated inthe margin.(vii)Rules or other compilations referred to in a case need not beput up if copies thereof are expected to be available with theofficer to whom the case is being submitted. The fact of suchcompilations not having been put up will be indicated in themargins of the notes in pencil.(viii)The reference slips will be pinned neatly on the inside of thepapers sought to be flagged. When a number of papers put upin a case are to be flagged, the slips will be spread over theentire width of the file so that every slip is easily visible.40.21 Linking of files(i)If the issues raised in two or more current files are sointerconnected that they must be dealt with togethersimultaneously, the relevant files will be linked in the mannerindicated in (ii) below. Such linking may also be resorted to if apaper on one current file is required for reference in dealingPage 265 of 265

with another current file unless a copy of the paper can beconveniently placed on the first file.(ii)When files are to be linked, strings of the file board of the lowerfile (but not its flaps) will be tied round the upper file and thoseof the file board or flap of the upper file tied underneath it in abow out of the way so that each file is intact with all itsconnected papers properly arranged on its file board or flap.(iii)On receipt after completion of action, the linked files will beimmediately delinked after taking relevant extracts and placingthem on the linked files, where necessary.40.22 Use of urgency gradings(i)The two urgency gradings authorised for use on cases are‘immediate’ and ‘priority’.(ii)The label ‘immediate’ will be used only in the cases requiringprompt attention. The “Priority’ label will be used for caseswhich, though not warranting prompt attention, have normallyto be given precedence over those not bearing any urgencygrading.(iii)The grading of urgency assigned to a case will be reviewed byall concerned at different stages of its progress and, wherenecessary, revised. This is particularly important for casesproposed to be referred to other departments.Page 266 of 266

41. FORMS AND PROCEDURE OFCOMMUNICATION41.1 Forms of written communicationThe different forms of written communications used by adepartment are described below. Each form has a use and, in somecases, a phraseology of its own.(i) Letter :(a) This form is used for corresponding with foreign governments,state governments, heads of attached and subordinate offices,statutory bodies like the Union Public Service Commission, publicbodies and members of public generally. A letter begins with thesalutation “ Sir (s) or Dear Sir (s)”, as may be appropriate.(b) Official letter emanating from a department and purporting toconvey the views or orders of the Government of India mustspecifically be expressed to have been written under the directions ofGovernment.(ii) Demi-official letter :(a) This form is generally used in correspondence betweengovernment officers for an interchange or communication of opinionor information without the formality of the prescribed procedure. Itmay also be used when it is desired that a matter should receivepersonal attention of the individual addressed. Communications tonon-officials also can take the form of a demi-official letter.(b)tone.It is written in the first person and in a personal and friendly(iii) Office Memorandum :This form is generally used for corresponding with other departmentsor in calling for information from or conveying information (notamounting to an order of Government) to its employees. It may alsobe used in corresponding with attached and subordinate offices. It iswritten in the third person and bears no salutation or subscriptionexcept the name and designation of the officer signing it.Page 267 of 267

(iv) Inter-departmental note :(a) This form is generally employed for obtaining the advice, views,concurrence or comments of other departments on a proposal or inseeking clarification of the existing rules, instructions, etc. It mayalso be used by a department when consulting its attached andsubordinate offices and vice-versa.(b) The inter-departmental note may either be recorded on a filereferred to another department or may take the form of anindependent self-contained note.(v) Office order :This form is normally used for issuing instructions meant for internaladministration e.g. grant of regular leave, distribution of work amongofficers and sections.(vi) Orders :This form is generally used for issuing certain types of financialsanctions and for communicating Government orders in disciplinarycases etc., to the officials concerned.(vii) Notification :This form is mostly used in notifying the promulgation of statutoryrules and orders, appointments and promotions of gazetted officersetc. through publication in the Gazette of India.(viii) Resolution :This form of communication is used for making public announcementof decision of Government in important matters of policy, e.g. thepolicy of industrial licensing, appointment of committees orcommissions of enquiry. Resolutions are also usually published inthe Gazette of India.(ix) Press Communique/note :This form is used when it is proposed to give wide publicity to adecision of Government. A press communique is more formal incharacter than a press note and is expected to be reproduced intactby the press. A press note, on the other hand, is intended to serve asa handout to the press which they may edit, compress or enlarge, asdeemed fit.Page 268 of 268

(x) Endorsement :This form is used when a paper has to be returned in original to thesender, or the paper in original or its copy sent to another departmentor office, for information or action. It is also used when a copy of acommunication is proposed to be forwarded to parties other than theone to which it is addressed. Normally this form will not be used incommunicating copies to State Government. The appropriate form forsuch communication should be a letter.41.2 Fax Messages and E-mail:(i)In CBI, all the branches have been provided with the facility ofFAX. It is incumbent on the Head of Office of the concernedBranch to ensure that the facility of FAX is maintained properlyand is not misused. The FAX machine provided to thebranches should be used only for sending/receiving urgentmessages.(ii)Computers are provided to every branch of CBI. Branch SsPare authorised to subscribe to dial up internet connection upto100 hours on each occasion. Each Head of the Office andsenior officers of CBI have been provided with e-mail addressesof NIC mailing service. Branches should widely use thismeans of communication, which is fast and also inexpensive.41.3 Telephonic communications :(i) In purely routine matters not warranting a writtencommunication, departments may communicate with localparties over the telephone.(ii)In matters of extreme urgency, departments may communicatewith other parties, both local and outstation, over thetelephone. Where necessary, such communications may befollowed by written communications in the appropriate form.(iii)Telephone calls (including STD calls) will be regulated bydepartmental instructions.41.4 Correspondence with attached and subordinate offices :Page 269 of 269

Department may correspond with attached and subordinateoffices under the control of other departments subject to generalinstructions as the latter may issue.41.5 Inter-departmental consultation :(i)Inter-departmental consultation may take the form of interdepartmentalnotes, inter-departmental meetings or oraldiscussions.(ii)In making written inter-departmental references, the followingpoints should be observed :(a) Inter-departmental references, will normally be madeunder the directions of an officer not below the rank of UnderSecretary or as may be provided by the departmentalinstructions.(b) The points on which the opinion of other departments issought or which it is desired to bring to their notice should beclearly stated.(c) Where possible, the drafts of the orders proposed to beissued may also be shown to the departments sought to beconsulted.(d) When it is necessary to consult more than onedepartment on a case, such consultation may be effectedsimultaneously by self-contained inter-departmental notesunless :(i)it involves copying of a large number ofdocuments available on the file; or(ii) the need for consulting the second departmentwould arise only after the views of the first have becomeavailable.(iii) (a) When such reference requires concurrenceof one or more Ministries under the Government of India(Transaction of Business) Rules, the following furtherpoints should be observed :Page 270 of 270

(i) the originating Ministry should invariablyprescribe a time limit when calling for commentsor concurrence from other Ministries.(ii)in case any of the Ministries so consulted is not ina position to send its comments/concurrencewithin the prescribed time limit, it should writeback promptly, and in any case, before theprescribed time limit and indicate the additionaltime they would require for furnishing their finalreply.(b) When such a reference does not require suchconcurrence under the rules, the originating Ministryneed not wait for the comments of other Ministry beyondthe prescribed time limit and it should feel free to goahead with its scheme/proposal without waiting anylonger.(c) The initiating Ministry should always feel free torecall its file from another Ministry to which such areference has been made on a file, if such a course isrequired to be adopted for expediting the process ofdecision making in the case. Such a decision to recall afile should be taken at a level not lower than that of aBranch Officer in the originating Ministry.(iv)Inter-departmental meetings may be held where it is necessaryto elicit the opinion of other departments on important casesand arrive at a decision within a limited time. No such meetingwill normally be convened except under the orders of an officernot below the level of Joint Secretary. In respect of suchmeetings, it will be ensured that:-(a)the representatives attending the meeting are officerswho can take decisions on behalf of their departments;(b) an agenda setting up clearly the points for discussion isprepared and sent alongwith the proposals for holding themeeting, allowing adequate time for the representatives of theirdepartments to prepare themselves for the meeting; and(c) a record of discussions is prepared immediately after themeeting and circulated to the other departments concerned,setting out the conclusions reached and indicating thePage 271 of 271

department or departments responsible for taking furtheraction on each conclusion.(v)Sometimes, it may be necessary to have oral discussions withofficers of other departments, e.g. when ;(a) a preliminary discussion between the officers of thedepartments concerned is likely to help in the disposal of thecase;(b)it is desirable to reach a preliminary agreement beforeproceeding further in the matter;(c)inter-departmental noting reveals a difference of opinionbetween two or more departments; or(d)it is proposed to seek only information or advice of thedepartment to be consulted.The result of such oral consultation should be recorded in asingle note on the file by the officer of the department to which thecase belongs. The note will state clearly the conclusions reached andthe reasons thereof. A copy of the note will also be sent to thedepartments consulted in order that they have a record of theconclusions reached.41.6 References to the Attorney General of India :Reference to the Attorney General will be made only by theMinistry of Law, Justice and Company Affairs.41.7 References to the Comptroller and Auditor General of India:References to the Comptroller and Auditor General for his viewsor advice can be made only by or through the Ministry of Finance. Inmatters of day-to-day administration, departments may, however,correspond directly with the Comptroller and Auditor General at theirdiscretion.41.8 Reference to the Union Public Service Commission :Reference to the Union Public Service Commission willnormally be made in the form of letters addressed to the Secretary. Incertain matters, e.g. requisitions for recruitment, formal referencesPage 272 of 272

should ordinarily be preceded by informal discussions at appropriatelevels.41.9 Correspondence with Union Territory administrations :All communications of a routine nature which are clearlyrelatable to the business of a particular department, will ordinarily beaddressed to the Secretary in the appropriate department. Othercommunications may be addressed to the Chief Secretary or theAdministrator depending upon the importance of the matter.41.10 Correspondence with State Governments :(i)Communications on subjects clearly relatable to the businessof a particular department will normally be addressed to theSecretary of that department.Other communications,including those of special nature or importance warrantingattention at higher levels, may be addressed to the ChiefSecretary.(ii)Communications other than those of a purely routine nature,e.g. acknowledgements, will not ordinarily be addressed toState Government except with the prior approval and over thesignature of the Branch Officer. Purely routinecommunications can, however, be signed by a Section Officer.41.11 Correspondence with Lok Sabha and Rajya SabhaSecretariats :41.12Communications meant for the Lok Sabha Secretariat or theRajya Sabha Secretariat and requiring urgent or high level attentionmay be addressed to the Secretaries concerned and not directly to theSpeaker or the Chairman.41.12 Correspondence with members of Parliament :(i)Communications received from members of Parliament shouldbe attended to promptly.(ii)Where a communication is addressed to a Minister, it should,as far as practicable, be replied to by the Minister himself. Inother cases, a reply should normally be issued over thesignature of an officer not below the rank of Joint Secretary.Page 273 of 273

(iii)Normally information sought by a member should be suppliedunless it is of such a nature that it would have been denied tohim even if asked for on the floor of the Houses of Parliament.(iv)As far as possible, in corresponding with members ofParliament, pre-printed or cyclostyled replies should beavoided.41.13 Correspondence with foreign Governments andInternational organisationsCorrespondence with foreign Governments and their Missionsin India, heads of Indian Diplomatic Missions and posts abroad andUnited Nations and its specialised agencies will normally bechannelised through the Ministry of External Affairs. The cases inwhich and the conditions subject to which direct correspondence maybe resorted to are indicated in the instructions entitled “Channel ofcommunication between the Government of India and StateGovernments on the one hand; and foreign and Commonwealthgovernments or their Missions in India, Heads of India DiplomaticMissions and posts abroad and United Nations and its specialisedAgencies on the other” issued by the Ministry of External Affairs.41.14 Acknowledgements and interim replies :(i)All communications from members of Parliament, recognisedassociations, public bodies and members of the publicgenerally, which cannot be answered promptly will beacknowledged suitably. If any such communication is wronglyaddressed to a department, it will be transferred promptly tothe appropriate department under intimation to the partyconcerned.(ii)In all other cases in which delay is anticipated in sending out afinal reply, an interim reply will be sent to the party concernedat the earliest possible stage, indicating wherever possible theapproximate date by which a final reply may be expected.41.15 Target date for replies :In all important matters in which State Governments,departments of the Central Government or other offices, public bodiesor individuals are consulted, time limit for replies may ordinarily bespecified. On the expiry of the specified date, orders of theappropriate authority may be obtained whether the parties whosePage 274 of 274

eplies have not been received, may be allowed an extension of time orwhether the matter may be proceeded with, without waiting for theirreplies.Page 275 of 275

42. DRAFTING OF COMMUNICATIATION42.1 Procedure for drafting :(i)No draft will normally be prepared in simple and straightforward cases or those of a repetitive nature for which standardforms of communication exist. Such cases may be submittedto the appropriate officer with fair copies of the communicationfor signatures.(ii)When the line of action is obvious and no noting need be doneor when noting is necessary but examination of the matterdevelops a clear line of action, a draft will be put up straight forapproval; otherwise, a draft will be put up only after theappropriate officer has indicated or approved the line ofaction/or what the contents of the communication should be.(iii)An officer who has formulated his views on a case may eitherhave the fair communication made for his signature andauthorise its issue or prepare a draft and submit it to theappropriate officer for approval.42.2 General instructions for drafting :(i)A draft should carry the message sought to be conveyed in alanguage that is clear, concise and incapable of beingmisconstrued.(ii)Lengthy sentences, abruptness, redundancy, circumlocution,superlative and repetition, whether of words, observations orideas, should be avoided.(iii)Communications of some length or complexity should generallyconclude with a summary.(iv)Where appropriate, the subject should be mentioned incommunications (including reminders).(v)The number and date of the last communication in the series,and if this is not from the addressee, his last communicationon the subject, should always be referred to. Where it isnecessary to refer to more than one communication or a seriesof communications, this should be done in the margin of thedraft.Page 276 of 276

(vi)All drafts put up on a file should bear the file number. Whentwo or more communications are to issue from the same file tothe same addressee on the same date, a separate serial numbermay be inserted before the numeral identifying the year toavoid confusion in reference, e.g. 8/5(I)/54-Est., 8/5(II)/54-Est.(vii)A draft should clearly specify the enclosures which are toaccompany the fair copy. In addition, short oblique linesshould be drawn at appropriate places in the margin for readyreference by the typist, the comparers and the despatcher. Thenumber of enclosures should also be indicated at the end of thedraft on the bottom left of the page, thus, “Encl.3”.(viii)If copies of an enclosure referred to in the draft are availableand are, therefore, not to be typed, an indication to that effectwill be given in the margin of the draft below the relevantoblique line.(ix)If the communication to be despatched by post is important(e.g. a notice cancelling a licence or withdrawing an existingfacility) or encloses a valuable document such as anagreement, service book or a cheque, it should be sent underregistered post, insured cover or postal certificate, asappropriate.(x)The name, designation and telephone number of the officer,over whose signature the communication is to issue, shouldinvariably be indicated on the draft.(xi)In writing or typing a draft, sufficient space should be left forthe margin and between successive lines to admit of additionsor interpolation of words, if necessary.(xii)A slip bearing the words “Draft for approval” should beattached to the draft. If two or more drafts are put on a file,the drafts as well as the slips attached thereto will be marked‘DFA-I’, ‘DFA-II’, ‘DFA-III’ and so on.(xiii)Drafts which are to issue as “Immediate” or “Priority” will be somarked under the orders or an officer not lower in rank than aSection Officer/O.S.(xiv)The officer concerned will initial on the draft in token of hisapproval.Page 277 of 277

42.3 Authentication of Government orders :(i)All the orders and other instruments made and executed in thename of the President should be expressed to be made in hisname and signed by an officer having regular or ex-officiosecretariat status of and above the rank of Under Secretary, orothers specifically authorised to authenticate such ordersunder the Authentication (Orders and Other Instruments)Rules, 1958.(ii)Where the power to make orders, notifications, etc. is conferredby a statute on the Central Government, such orders andnotifications will be expressed to be made in the name of theCentral Government.42.4 Addressing communications to officers by name :Normally no communication, other than that of a classifiednature or a demi-official letter, should be addressed or marked to anofficer by name, unless it is intended that the matter raised thereinshould receive his personal attention either because of its specialnature, urgency or importance, or because some ground has alreadybeen covered by personal discussions with him and he would be in abetter position to deal with it.Page 278 of 278

43. ISSUE OF DRAFTS43.1 Marking of drafts for issue :(i)After a draft has been approved, the Section Officer/O.S./HeadClerk will :(a) Examine the draft to see that it is letter perfect i.e. allcorrections etc., have been properly carried out and that thereare no accidental errors;(b) Indicate if a clean copy of the draft is to be made for useas an office copy;(c) Specify the number of spare copies required, if any;(d) Ensure that copies of enclosures are attached to thedraft where these are available in the section;(e) Indicate whether fair copies are to be signed by theofficer approving the draft or to be authenticated for issue bythe Section Officer of the Central Issue Section;(f) Give a clear indication on the draft, where acommunication is to be despatched by a special messenger onaccount of its special nature, importance or urgency;(g) Mark the draft for “issue” (if there are more than onedrafts for issue from the same file, indicate the total number ofdrafts e.g., ‘issue 3 drafts’;(h) Write the words “with file” on the draft where the filealso is to be sent to the Central Issue Section (e.g. where copiesof any paper contained therein are to be typed as enclosure);and(i) Pass on the file to the diarist.(ii) The diarist will :(a) Remove the draft, unless the file itself is to be sent to theCentral Issue Section, place it in the pad prominently marked‘drafts for issue’ and make suitable entry (e.g. sent for issueon 07.04.1991) in the margin of the notes portion of the file;(b) Mark the movement in the file movement register wherethe file is to be sent with the draft.(c) Send the pad containing drafts for issue, alongwith fileswhere necessary, to the Central Issue Section at appropriateintervals during the day; and(d) Report to the Section officer, at the end or each day, thenumber of drafts not received back within two days from thedate they were sent to the Central Issue Section.Page 279 of 279

43.2 Stamping of drafts :On receipt in the Central Issue Section, the drafts will bestamped with the use of an automatic numbering machine, havingan adjustable date, as per specimen in the margin.(Date)(S. No.)Typist ............................................Comparers .....................................43.3 Distribution of work among typists :(i) The drafts will then be placed before the SectionOfficer/OS/Head Clerk of the Central Issue Section/IssueSection who will mark them to the typist for fair typing byindicating their initial letters (e.g. “TKM”), in the space providedin the stamp for the purpose. To enable him to distribute thetyping work among the typists equitably, he will maintain adistribution chart.(ii)The typist will enter the drafts received by him for typing in thetypist’s diary.(iii)At the end of the day, the typist will submit the diary togetherwith the unfinished typing work to the Section Officer.(iv) The Section Officer/OS/Head Clerk will :(a) Complete the distribution chart;(b) Arrange for the typing of urgent untyped work outsideoffice hours, where necessary; and(c) Take the arrears into account in allocating fresh work onthe next working day.43.4 Registration of drafts :(i)Before the drafts are handed over to the typists, they will beentered in the Issue Diary.(ii)Drafts of telegrams and other communications marked“Immediate” will be entered in red ink to distinguish them fromthe rest.Page 280 of 280

(iii)At the end of the day, the clerk maintaining the issue diary willsubmit his diary to the Section Officer/OS/Head Clerk forassessing arrears and taking appropriate action.43.5 General instructions regarding typing :(i)Urgent drafts will be attended to first.(ii)Fair copies of all communications will be typed on paper ofsuitable size, printed forms being used as far as possible. Ifplain paper is used, whether for the original communication orfor an endorsement, the name of the issuing department will betyped at the appropriate place.(iii)Fair copies will be typed with single spacing unless otherwisedirected.(iv)The oblique lines, as also the number of enclosures indicatedin the drafts, will be typed at the appropriate places.(v)The typist will type his initials with date in the left hand bottomcorner of the fair copy, e.g. HCK/13.05.1989.43.6 Comparison :The typed matter, alongwith the drafts and relevant files, if any,will be passed on by the typists to the comparers, who will :(a) Compare the fair copies with the drafts;(b) Initial (with date) in the space provided for the purposein the stamp affixed on the draft;(c) Attach enclosures, if any, and write the word ‘attached’below the oblique line on the office copy; and(d) Send the fair copies alongwith enclosures and theduplicate office copy, if any, together with the approved drafts,in a signature pad to the officer concerned for signature .43.7 Signing of fair copies :(i)Departments having centralised arrangements for fair typing ofdrafts may issue departmental instructions authorising SectionOfficer of the Central Issue Section to authenticate specifiedcategories of fair communications for issue.(ii)The Section Officers of the other Sections could also beauthorised to authenticate issue of such communications asPage 281 of 281

per (i) above, if the fair-typing of drafts is done in thosesections.(iii)Such authorisations, however, will not extend to:(a) Orders and instruments issued in the name of thePresident ;(b) Financial sanctions; and(c) Communications to Members of Parliament, StateGovernment, Public bodies and Members of the PublicGenerally.(iv)Authentication by Section Officers of the fair copies ofcommunications for issue, where permitted, will be done in themanner prescribed.(v)Signing of fair communications and movement of ‘signaturepads’should receive prompt attention.(vi)On return of the signature pads, the comparers concerned willsee that the fair copies have been duly signed by the officer andthat corrections, if any, made by the officer while signing arecarried out in all the copies. The signed fair copies togetherwith office copies, drafts and relevant files, if any, will then bepassed on to the despatcher.43.8 General instructions regarding despatch :The despatcher will :(i) Date fair copy, office copy and spare copies, if any;(ii) Affix the stamp ‘Issued’ (after adjusting date) as perspecimen given in the margin, on the office copy and initial it;ISSUEDInitials(Date)(iii) Where for any reason an enclosure has to be sentseparately, make a note to that effect on the communication(both fair copy and office copy) and attach a slip to theenclosure indicating the number and date of thecommunication to which it relates;Page 282 of 282

(iv)Separate the communications to be sent by post fromthose to be delivered by hand, for further processing;(v) Enclose communications meant for despatch by post, orthose addressed to officers by name in covers of appropriatesize, ensuring at the same time that all communicationsintended for the same addressee are placed in a single cover;(vi) Use economy slips (O&M 32) for all covers except :(a) Those with bulky contents;(b) Those addressed to foreign Governments, privatebodies and members of the public; and(c) Those intended for despatch under registered orinsured covers.(vii) Where window envelopes are in use, fold the faircommunications in such a way that the address typed thereonis visible through the window;(viii) Where other covers are used, write the address and thenumber of the communication on an economy slip or the cover,as the case may be; and(ix):Bring to the notice of the Section Officer/OS/Head Clerk(a) Urgent communications which could not bedespatched on the day or their receipts; and(b) Ordinary communications which could not bedespatched even on the day following the day of theirreceipt.43.9 Despatch of postal communications :(i)The despatcher will hand over communications to be sent bypost to the daftry, who will:-(a) Separate those to be sent by foreign post from the rest;(b) Paste the telegrams, if typed on plain paper, over theprinted form of telegram supplied by posts and TelegraphsDepartment and affix service postage stamps of the appropriatevalue thereon;(c) If a credit deposit account is maintained for issuingtelegrams, affix rubber stamp indicating the credit depositaccount number assigned to the department in the spaceprovided for affixing postage stamps;Page 283 of 283

(d) Affix postage stamps of the appropriate value on covers,packets, etc., where necessary after weighing them, usingordinary postage stamps for foreign post and service postagestamps for inland post;(e) Where postal franking machines are in use, frank thecovers etc. instead or affixing postage stamps;(f) Stamp the postal covers with a rubber stamp bearing thename of the department, the name and designation of theofficer in charge of the Central Issue Section, and the facsimileof his signature; and(g) Return the communications to the despatcher.(ii)The despatcher will enter particulars of the communicationsand the value of stamps affixed thereon in the despatchregister. (Annexure-XX(A)).(iii)In the case of telegrams, the serial number assigned to them inthe despatch register will be noted at a convenient place on thetop receipt portion of the printed telegram to facilitate thelinking of the telegram receipts to the relevant entries in thedespatch register.(iv)Departments despatching registered post exceeding in dailyaverage of 10 should use postal registration books so that theoutgoing registered communications could straightaway beentered in that book instead of in the despatch register. Eachentry in such a book will then be got stamped by the postoffice.(v)If a communication is to be sent by registered post(acknowledgement due), the number of the communicationsshould be written on the ‘acknowledgement card’ also so that,when received back, it can be sent to the section concerned.(vi) Telegrams should be despatched promptly. Registered andinsured articles should be sent to the post office well before theclosing hours prescribed for the receipt of suchcommunications. Other communications should be posted atconvenient intervals.(vii)Receipts for telegrams, registered and insured posts, etc.,should be checked carefully by the despatcher. These shouldbe filed properly for reference in the event of need.(viii)In offices where despatch work is heavy and where centraldespatch registers are maintained in detail, the procedure forPage 284 of 284

maintenance of service postage stamp account will be as givenin Annexure-XX(B).43.10 Despatch of non-postal communications :(i)Non-postal communications should be sorted out according tothe location of the addressees, entered in messenger books andhanded over to messenger for delivery to the addressees.(ii)Messenger books should be numbered serially and an adequatenumber of such books allotted to each department/office orseveral departments/offices grouped conveniently according totheir location.(iii)Urgent communications should be despatched promptly. Thetime of despatch should invariably be noted in the messengerbook. The recipients should similarly be required to indicatethe time of their receipt. Ordinary communication should bedespatched at least twice a day at suitable intervals.(iv)Only urgent communications will be despatched outside officehours. No communication should be sent to an officer at hisresidence unless :(a) It is of such a nature that action thereon cannot wait tillthe commencement of the next working day;(b) It is marked ‘immediate’ and addressed to the officer byname; and(c) Its delivery to the officer’s residence has been authorisedby the Branch Officer concerned at the despatching end.(v)After the communications have been delivered, the despatcherwill examine the messenger books to see that all thecommunications entered therein have been duly acknowledgedby the recipients under dated signatures written in ink.Instances where the communications have not beenacknowledged will be immediately brought to the notice of theSection Officer of the Central Issue Section for investigationand further suitable action.43.11 Return of papers after issue :After issue of fair communications the despatcher will makeover office copies, together with drafts and relevant files, if any, to theclerk maintaining the issue diary. The latter will return the papers toPage 285 of 285

the diarists of the sections concerned after making entries in column3 of the issue diary.43.12 Issue of inter-departmental notes :(i)Drafts of self-contained inter-departmental notes will be issuedin the same manner as any other draft.(ii)Inter-departmental notes sought to be recorded on files will befair typed and compared in the sections concerned butdespatched through the Central Issue Section.(iii)Before sending the files to the Central Issue Section fordespatch, the diarist will:(a) mark the movement in the file movement register in thecase of section’s own files, and in the section diary in othercases;(b) in respect of section’s own files, prepare a challan (O&M10) in duplicate and place one copy on the file and make overthe other to the dealing hand concerned;(c) enter the file in the messenger book; and(d) send it to the despatcher of the Central Issue Section.(iv) The despatcher will :(a)(b)(c)remove the file for despatch to the addressee;acknowledge its receipt in the messenger book; andreturn the messenger book to the section concerned.43.13 Stamps account register :(i)The despatcher will maintain an account of the postage stampsin the form given in Annexure-XX( C).(ii)The Section Officer/OS/Head Clerk will check the entries madein the register every day and append his dated signature intoken of his having done so. He will also conduct surprise testchecksof envelopes ready for despatch by post to make sure :(a) that the value of stamps affixed thereon tallies with thatshown in the despatch register.(b) that the required value has been secured by using theminimum number of stamps of appropriate higherdenominations.Page 286 of 286

(iii)The Branch officer in charge of the Central Issue Section willalso inspect the two registers once a month and verify that thevalue of stamps in hand tallies with that shown in the register.43.14 Action after issue :(i) On receipt of papers after issue, the diarist will :(a)(b)(c)(d)(e)check that the office copies bear the stamp “issued”;make sure that files and other papers sent with thedrafts to the Central Issue Section have been receivedback;make entries about the return of files in the filemovement register;place office copies, with drafts, if any, on the relevantfiles; andpass on the files to the dealing hands concerned.(ii) The dealing hand will :(a)docket the communication issued;(b)examine whether the case is fit for inclusion in any ofthe following reports and obtain orders of theappropriate officer;(i) weekly statement of cases, other than those ofroutine nature, disposed off without reference to theMinister-in-charge, to be submitted to the Minister inaccordance with departmental instructions; and(ii) monthly summary of the principal activities of thedepartment to be furnished to the Cabinet Secretariat inaccordance with the instructions issued by it;(c)Examine whether the communication issued, constitutesfinal disposal of the paper under consideration, and ifso, initiate action to record the file where it has beenmarked for record by the section officer; and(d)If a reply to the communication issued is to be awaitedor further action on the file is to be resumed at a laterdate :date;(i)mark the file for being brought forward on thatPage 287 of 287

(ii) make a note of it in his Engagement Calendar andDiary on the relevant data; and(iii) pass on the file to the diarist for according itsmovement in the file movement register and keeping anote in the reminder diary .(Similar action should be taken also on duplicate copies,challans and in respect of files referred to other departments).43.15 Reference lists :(i)To facilitate quick despatch of papers, the Central Issue Sectionwill maintain the following lists and directories :(a)(b)(c)(d)(e)(f)(g)(h)(i)(j)Schedule of postal rates. Residential addresses andtelephone numbers of officers and staff of thedepartment;Departments which have arrangements within theCentral Registry for receipt of dak outside office hours(with name and telephone number of the officialincharge);Residential addresses and telephone numbers of officersof other departments designated to receive urgent dakoutside officer hours;Postal addresses of all offices under the department,attached offices, subordinate offices, autonomous bodiesetc., which deal directly with it;Residential addresses and telephone numbers of officersof other departments designated to receiveparliamentary papers;Telegraphic addresses of State Governments and otherout station officers frequently addressed;Delhi Official Directory issued by the President’sSecretariat;Official Directory issued by the Ministry of Home Affairs;List of India’s Representatives Abroad issued by theMinistry of External Affairs;Diplomatic List issued by the Ministry of ExternalAffairs.(ii)These lists etc. will be kept up to-date and displayedprominently for easy consultation by the despatcher, theresident clerk and other officials on duty.Page 288 of 288

44. FILING SYSTEM44.1 Filing system :A proper filing system is essential for convenient identification,sorting, storage and retrieval of papers. The two systems now in usein the secretariat are described below.44.2 Filing system based on subject classification :(i) Each section will maintain approved lists of :(a) Standard heads, i.e. main subject headingsconcerning it; and(b) Standard sub-heads, i.e., aspects of the mainsubject headings.(ii) The standard heads will bear consecutive serialnumbers. No such numbers, however, will be allotted tostandard sub-heads.(iii)The lists of standard heads and sub-heads will bereviewed at the beginning of each year and revised, ifnecessary, with the approval of the Branch Officerconcerned. The serial numbers once allotted to thestandard heads should not ordinarily be changed.(iv)Before opening a new file, the dealing hand will ascertainthe standard head to which the paper underconsideration relates. He will then propose a suitabletitle of the file for the approval of the SectionOfficer/OS/Head Clerk. The title will consist of :(a) Standard head;(b) Sub-head which will be more indicative of theprecise subject than the ‘head’ (where it is necessary tohave more than one sub-head in a title the wider andmore abstract should generally precede the narrowerand more concrete);(c) A brief content indicating the question or issueunder consideration in relation to the standard head andsub-head and where necessary, the specific institution,persons place or thing involved.Page 289 of 289

(v)The title should be as brief as possible but should give ata glance sufficient indication of the contents of the file soas to serve as an aid to its identification. It should bearticulated, i.e. broken up into components, eachconsisting of the minimum possible substantive words,and expressing an element in the subject matter. Eachpart will begin with a capital letter and will be separatedfrom the preceding one by a bold dash.(vi)As far as possible, there should be a separate file foreach distinct aspect of the subject. The title of a fileshould not be couched in very general or wide termswhich might attract large number of receipts on differentaspects of the matter, thereby making the file unwieldy.(vii)If the issue raised in a fresh receipt or in the note on acurrent file goes beyond the original scope, a new filemay be opened to deal with it, after placing the relevantextracts or copies thereon.(viii)Every file will be assigned a file number which willconsist of :(a) The serial number allotted to the standard head;(b) The serial number of the file opened during theyear under the standard head;(c) The year of opening the file (last two digits only);(d) An abbreviated symbol identifying the section.44.2.1 The first three elements in the file number will be separatedfrom one another by a slant stroke and the last two by a dash. Thus,files opened in, way, States Reorganisation section during 1991 underthe standard head bearing serial number ‘3’, will be numberedconsecutively as 3/1/91-SR, 3/2/91-SR and so on, where ‘SR’represents the section.44.3 Functional filing system :(i)In this system, the range and dimensions of the subjectfalling under the scope of business allocated to adepartment are analysed in the following sequence :(a) the main functions of the department;(b) the activities in each of these functions;(c) the aspects or operations involved in each of theseactivities; andPage 290 of 290

(d)the factors to be taken into consideration relatingto each of these aspects or operations.(ii)The scope of business of a department is thus analysedunder four hierarchical divisions, and accordingly thefollowing four standard lists of headings are prepared :(a) Functional heads which may be called ‘basicheads’;(b) Activity heads which may be called ‘primaryheads’ as related to each functional head;(c) Aspect or operation heads which may be called‘secondary heads’ as related to activity heads; and(d) Factor heads which may be called ‘tertiary heads’as related to aspects or operation heads.(iii)Based upon the above lists of heads a functional fileindex for the various substantive subjects dealt with bya department together with an identifying file numberingsystem is then developed.(iv)For opening files relating to establishment, finance,budget and accounts, office supplies and services, andother house-keeping jobs common to all departments,the standardised functional file job index including itsfile-numbering system, issued by the Department ofPersonnel and Administrative Reforms will be followed.44.4 Instances where files need not be opened :Normally, no new files will be opened for dealing with receiptsof a purely routine nature (e.g. requests for supply of unclassifiedfactual information, notices of holidays, miscellaneous circulars)which :(a)Can be disposed off straightaway by noting the reply onthe source receipts and returning them to the originators; or(b) Are unlikely to generate further correspondence andtherefore can be placed in a miscellaneous file to be destroyedat the end of the year, or placed in the folder of circulars etc.,on the subject.44.5 File register :Page 291 of 291

A record of files opened during a calendar year will be kept in afile register (Annexure-XXI) to be maintained by the diarist. A list ofapproved standard heads alongwith the serial numbers identifyingthem should be pasted at the beginning of the register. The pagesallotted to the standard heads in the register should also be indicatedagainst each.44.6 Part file :(i)If the main file on a subject is not likely to be availablefor some time and it is necessary to process a freshreceipt or a note without waiting for its return, a part filemay be opened to deal with it. This device may also beresorted to where it is desired to consult simultaneouslytwo or more sections or officers and it is necessary foreach of them to see the receipt noted upon.(ii) A part file will normally consist of :(a)(b)Receipt or note dealt with; andNotes relating thereto.(iii)Where two or more part files are opened, each will beidentified by a distinct number, e.g. part file-I, part file-IIand so on.(iv)A part file will be incorporated with the main file as soonas possible, duplicate papers, if any, being removed.44.7 Transfer, reconstruction and renumbering of files :Whenever work is transferred from one department/section toanother, the former will promptly transfer all the related recordsincluding files, both current and closed, to the latter. Thedepartment/section taking over the records will not divide, reclassifyor renumber the closed files transferred to it. In the case of currentfiles, the endeavour should be to close them at the earliest possiblestage and to open new files according to the department/section’sown scheme of classification for dealing with the matter further.44.8 Movement of files and other papers :(i)Movement of files will be entered in the file movementregister.Page 292 of 292

(ii) Movement of files received from the otherdepartments/sections and other receipts which have notbeen brought on to a file in the receiving section, will benoted in the ‘remarks’ column of the section diary.(iii)Files and other papers marked by the Under Secretary toother officers, sections or departments will be routedthrough the section for noting their movement.(iv)Movement of files passed by Deputy Secretaries andhigher officers will be noted by the personal staff in themovement diary. Papers marked by them to otherdepartments, however, will be routed through thesection concerned for noting their movement in the filemovement register or section diary, as appropriate.Page 293 of 293

45. INDEXING AND RECORDING45.1 Stage of Indexing :Files will be indexed at the time of their recording. Only thosefiles which are categorised as ‘A’ and ‘B’ and those in the ‘C’ categorywhich are to be retained for 10 years will be indexed.45.2 Manner of indexing :(i)underline :While preparing a file for record, the dealing hand will(a) The ‘index head’ i.e. the standard head or the mostimportant catch word in the standard head which will naturallyoccur to any official searching for the file and which willdetermine the position of the relevant index slip in theconsolidated index.(b) The ‘index sub-head’ i.e. the catch-word or catch-wordsin the standard sub-heads and /or the ‘content’ of the titlewhich will give a further and more specific clue to the file undersearch.(ii) Where the functional filing system is followed, files need not beindexed under the basis, primary, secondary and tertiary heads forwhich the classification scheme itself will provide the master index.However, such files will have to be indexed under the catch-wordsused in the ‘content’ part of the title which falls outside thestandardised headings.(iii)After index heads and sub-heads in the title have beenapproved by the Section Officer/OS/Head Clerk, the record clerk will :(a) type out, in duplicate, as many index slips as there areindex heads and sub-heads underlined in the title;(b) distinguish the index heads from the sub-heads by typingthe former in capital letters;(c) indicate, at the top of the index slips, all the heads and subheadsmentioned in the title, one below the other, followed bythe complete title of the file and the file number;(d) allot a pair of slips to each index head and sub-head byscoring out entries relating to the others;Page 294 of 294

(e) arrange the index slips in two sets, one in alphabetical orderof the heads/sub-heads, for use in the section, and the other inthe sequence of the file numbers for the use of the compiler ofthe departmental index;(f) keep each set of paper index slips in separate spring clipfolders for each year;(g) indicate the date of indexing on the file cover and initial it inthe space provided for the purpose.(iv)Index slips will normally be typed on good quality paper. In thecase of important files requiring frequent and urgent reference,however, card indexes could also be prepared. Even here, theduplicate set meant for incorporation in the departmentalindex, will be kept according to the alphabetical order of theirrespective catch-words, in a single series for all the years.Each department will issue departmental instructionsspecifying the classes of files in respect of which card indexeswill be maintained;(v) To ensure consistency and facilitate consolidation ofdepartmental index, files relating to parliamentary businesswill be indexed not only under the appropriate standard headsand sub-heads but also under the nature of such business, e.g.Parliament Questions, cut-motions, resolutions, etc.45.3 Custody of index slips :(i)Index slips will remain in the custody of the record clerk.(ii)After all the files relating to a year have been recorded, the setof index slips in respect of that year meant for use within thesection (viz. that arranged in alphabetical order) will be neatlystitched and the stitched compilation kept at a convenientplace for reference by all concerned.45.4 Compilation of departmental index :(i)The index slips pertaining to files relating to a year will be sentto the compiler of the departmental index one year after theclose of the year to which they relate. If some files of that yearstill remain current even at the time of sending the index slipsas envisaged above, the dealing hand with the approval of theSection Officer/OS/Head Clerk will prepare index slips inrespect of such files as are likely to be retained for 10 years ormore from the date of recording. These will also be added toPage 295 of 295

the set of slips being sent to the compiler of the departmentalindex.(ii) The compiler of the departmental index will :(a) Edit the index slips by :(i)allowing the full title to appear only on themain index slips, i.e. those indexed under the indexheads;(ii)scoring out the title on the subsidiary indexslips, i.e., those indexed under the index sub-heads andgiving a cross reference to the relevant index head.(b) Arrange the index slips received from different sections,in alphabetical order in a single series for the department as awhole;(c) Arrange for the printing or cyclostyling of theconsolidated departmental index for each year.45.5 Precedent book :Every section will maintain a precedent book in the prescribedform (Annexure-XXII) for keeping note of important rulings anddecisions having a precedent value for ready reference. Entries in thisrecord will be made at the earliest opportunity and, in any case, at thestage of recording the file.45.6 Record retention schedule :(i)To ensure that files are neither prematurely destroyed nor keptfor periods longer than necessary, every department will :(a) in respect of records connected with accounts, observethe instructions contained in Appendix 13 to the GeneralFinancial Rules;(b) in respect of records relating to establishment, personneland house-keeping matters common to all departments, followthe ‘schedule of periods of retention for records common to alldepartments’ issued by the Department of Personnel &Administrative Reforms;(c) in respect of records prescribed in this Manual, observethe retention periods specified in (Annexure-XXIII(A) TO (F));Page 296 of 296

(d) in respect of records connected with its substantivefunctions, issue a departmental retention schedule prescribingthe periods for which files dealing with specified subjectsshould be preserved, in consultation with the National Archivesof India.years.(ii) The above schedules should be reviewed at least once in 545.7 Stage of recording :Files should be recorded after action on the issues consideredthereon has been completed. However, files of a purely ephemeralnature containing papers of little reference or research value may bedestroyed after one year without being formally recorded.45.8 Classification of records :Files may be recorded under any one of the following classes;(i)Class ‘A’ meaning 'keep and print or microfilm'This classification will be adopted for :(a) files of historical importance;(b) files which qualify for permanent preservation foradministrative purposes and which have to be printed ormicrofilmed because they contain ;(i) a document so precious that its original must bepreserved intact and access to it in the original formmust be restricted to the barest minimum or(ii) material likely to be required for frequentreference by different parties.(NB : Files of CBI are not ordinarily classified ‘A’)(ii)Class ‘B’ meaning “keep but do not print or microfilm”This class will cover files required for permanent preservationfor administrative purpose, but not containing material of thekind mentioned in (i) or (ii) of sub-para (i) (b) above.(iii)Class ‘C’ meaning “keep for specified period only”Page 297 of 297

This class will include files of secondary importance and havingreference value for a limited period not exceeding 10 years.45.9 Procedure for recording :(i):After action on a file has been completed, the dealing hand will(a) state the fact of completion of action on the file;(b) suggest the appropriate classification of record and inthe case of class ‘C’ files, also specify the retention period andthe year of review;(c) where necessary, revise the title of the file so that itdescribes adequately the contents at that stage;(d) underline the words, under which the title shouldbe indexed;(e) indicate on the file cover whether any of the decisionscontained in the file is or is not to be noted in the precedentbook by scoring out the entry not applicable;(f) indicate the changes, if any, to be incorporated in thestanding guard file;(g) remove from the main file, routine papers;(h) in respect of Class ‘A’ files proposed to be printed, editthe file in accordance with the instructions given in AppendixIII to the Rules of Printing and Binding and suggest the numberof copies to be printed;(i) complete all references and, in particular, mark previousand later references on the subject on the file cover;(j) initial the entries on the file cover;(k) submit the file to the Section Officer/OS/Head Clerk.(ii)After satisfying himself that no action is pending on the file, theSection Officer/OS/Head Clerk will :(a) approve or modify the action proposed in (b) to (g) ofsub-para(i);(b) ensure that action in respect of (h) and (i) sub-para (i)has been taken;(c) sign on the notes portion and initial entries on the filecover;(d) if the file is proposed to be recorded under class ‘A’,obtain the approval of the branch oficer;(e) pass on the file to the Record Clerk.(iii) The Record Clerk will :Page 298 of 298

(a) complete columns 4 & 5 of the file register and, wherenecessary, correct the entry in column 2 thereof;(b) enter the file number in column 2 of the register forwatching progress of recording (Annexure-XXIV);(c) enter Class ‘C’ files proposed to be retained fornot more than 3 years in the record review register(Annexure-XXV);(d) write the word ‘recorded’ prominently in red ink,across the entries in the file movement register;(e) ink page numbers and other references (exceptreferences to alphabetical slips) made in pencil;(f) indicate the year of review on the file cover inrespect of class ‘C’ files;(g) prepare fresh cover, where necessary, with all theentries already made thereon;(h) hand over the file to the Daftry after putting theinitials at the appropriate place on the file cover.(iv)The Daftry will repair the damaged papers, if any, stitch the fileand submit it to the Section Officer/OS/Head Clerk.(v)After satisfying himself that the file has been properly recorded,the Section Officer/OS/Head Clerk will sign the outer coverand return the file to the Record Clerk.(vi)The Record Clerk will enter the file number in column 4 of theregister and make it over to the Daftry for being kept in thebundle of recorded files.45.10 Custody of records :(i)Recorded files will be kept serially arranged in the Sectionsconcerned for not more than 3 calendar years. Thereafter theywill be transferred to the Departmental Record Room.(ii)In the event of transfer of work from one Section to another,the relevant files also will be transferred, after being listed induplicate. One copy of this list will be retained by the Sectiontaking over the files for its record and the other acknowledgedand returned to the Section transferring them.(iii)Files transferred by a Section to the Departmental RecordRoom will be accompanied by a list of files in duplicate. TheDepartmental Record Room will verify that all the filesmentioned in the list have been received, retain one copy of thelist and return the other, duly signed, to the Section concerned.Page 299 of 299

In the Record Room, these lists will be kept section-wise inseparate file covers.(iv)The Departmental Record Room will maintain a record reviewregister in which a few pages will be allotted for each futureyear. Class ‘C’ files marked for review in a particular year willbe entered in the pages earmarked for that year in the register.(v)Files surviving the review undertaken on their attaining the25th year of the life will be stamped prominently as“transferred to NAI” and retired to the National Archives. Filestransferred to the National Archives will be accompanied by alist of files, in triplicate, one copy of which will be returned bythe National Archives, duly signed, to the Departmental RecordRoom.45.11 Review and weeding of records :(i) No file other than ephemeral files will be weeded out withoutfirst reviewing its contents.(ii)A class ‘C’ file will be reviewed on the expiry of the specifiedretention period, and depending on the merits of the case, willbe :(a) weeded out;(b) retained for a further period not exceeding 10 years fromthe year of its closing, at the end of which it will be weeded outwithout any further review; or(c) upgraded to class ‘B’ with the approval of the BranchOfficer.(iii) Class ‘A’ and Class ‘B’ files will be reviewed on attaining the 25year of their life in consultation with the National Archives ofIndia. In these reviews, the need for revising the originalclassification of class ‘B’ files may also be considered.(iv)The year of review of class ‘C’ files will be reckoned withreference to the year of their closing and that for class ‘A’ andclass ‘B’ files with reference to the year of their opening.(v)Beginning in January each year, the Record Clerk will consultthe record review register and submit files due for review in thepreceding year to the Section Officer, after scoring out therelevant entries in that register. Similarly, the DepartmentalRecord Room will send to the Sections concerned files due forPage 300 of 300

eview in the preceding year together with a list of files in theform at (Annexure- XXVI).(vi)Files received for review will be examined by, or under thedirections of the Section Officer concerned and those no longerrequired will be marked for destruction. Other files may bemarked for further retention.(vii)If in the case of a less than three years old file, it has beendecided on review to weed out, the entry to this effect in the fileregister will also be attested by the signature of SectionOfficer/OS/Head Clerk or other officer authorising thedestruction.(viii) The Departmental Record Room will :(a) transfer class ‘A’ and class ‘B’ files surviving the reviewundertaken at the 25th year of their life to the NationalArchives;(b) in the case of other files :(i) dstroy those marked for destruction, aftercompleting column 4 of the list of files;(ii) restore the rest, i.e., those marked for furtherretention, to the departmental record stacks aftermaking the required entries in the record review registerin the case of class ‘C’ files.(ix) Records not falling within the category of files, e.g.publications, spare copies of circulars, orders will also besubjected to periodic reviews at suitable intervals and those nolonger needed, should be weeded out. To facilitate suchreviews each Section will maintain a register.45.12 Records maintained by officers and their personal staff :Each department may issue departmental instructions toregulate the review and weeding out of records maintained by officersand their personal staff.45.13 Requisitioning of records :(i)No recorded file will be issued from the Sectional, Departmentalor Archival records except against a signed requisition inprinted form O&M 65, in the case of Archival records and alsoin the form in the case of other records.Page 301 of 301

(ii)Requisition for files belonging to other departments and in thecustody of the National Archives will be got endorsed by thedepartment concerned before they are sent to the Archives. Ifthe requisitioned filed happens to be a confidential one, theArchives will not supply the file direct to the requisitioningdepartment but route it through the department to which itbelongs.(iii)The requisition will be kept in the place of the file issued.(iv)If the requisitioned file is one that has been microfilmed orprinted, normally a microfilmed or printed copy and not theoriginal will be issued to the requisitioning department.(v)If a requisitioned file initially obtained for being put up in onecase is subsequently put up on another, a fresh requisitionshould be given to the section daftry or sent to the DepartmentRecord Room or the National Archives, as the case may be, forreplacing the original requisition which will be returned to theparty concerned. In the case of records obtained from theNational Archives, the fresh requisition slip will be prominentlymarked “change slip”.(vi)On return, the requisitioned file will be restored to its place andthe requisition returned to the Section/Official concerned.(vii)Files obtained by a Section from the Departmental RecordRoom will normally be returned within 3 months. If they arenot received back within this period, the Departmental RecordRoom will remind the Section concerned. For this purpose, theRecord Room will maintain a simple register for keeping arecord of the files issued to the various Sections each month. Asimilar register will be maintained by each Section as a recordof files borrowed from it by other Sections.(viii)Files obtained by a department from the National Archives willnot normally be retained for more that 6 months except withthe later’s specific knowledge and consent.Page 302 of 302

46. SECURITY OF OFFICIAL INFORMATIONAND DOCUMENTS46.1 Unauthorised communication of official information :Unless authorised by general or specific orders, no official willcommunicate to another official or a non-official, any information ordocument which has come into his possession in the course of hisofficial duties.46.2 Treatment of classified papers :The provisions contained in this manual apply primarily tounclassified papers. In handling classified papers, the officialconcerned will have to exercise special care and follow the provisions of“Departmental Security Instructions” issued by the Ministry of HomeAffairs. Since, according to these instructions, classified papers (otherthan confidential) are expected to be handled either by officersthemselves or in sanction/designated as secret or top secret, it isessential that in Sections not so designated:(a) A separate set of registers and other records (e.g. dakregister, section diary, file register, file movement register,precedent book, index slips, various arrears and disposalstatements) is maintained for such papers by SectionOfficer/OS/himself;(b) The recording of such files and their review is alsoundertaken by him personally keeping in view the DepartmentalSecurity Instructions.46.3 Confidential character of notes :(i) The notes portion of a file referred by a department toanother will be treated as confidential and will not be referredto any authority outside the secretariat and attached officeswithout the general or specific consent of the department towhich the file belongs.(ii) Where the general consent has been obtained undersub-para (i) above, such consent will not be construed to applyto classified files or to files in which the officer to whom the fileis supposed to be referred or shown, is personally affected or inwhich his official conduct is under consideration.Page 303 of 303

46.4 Communication of information to the press :(i)(ii)(iii)(iv)Official information to the press and other news media,i.e. radio and television, will normally be communicatedby Government Departments through the PressInformation Bureau. In CBI, the DPIO performs thisduty.Only Ministers, Secretaries and other Officers speciallyauthorised in this behalf may give information or beaccessible to the representatives of the press. Any otherofficial, if approached by a representative of the press,will direct him to the Press Information Bureau.Whenever it is proposed to release an official informationto the press, or to hold a press conference or Pressbriefing, or to give publicity to an official report,resolution or any other publication, the departmentconcerned will consult the accredited information officerin advance.Detailed procedure in respect of matters mentioned inthis para, as laid down by the Ministry of Informationand Broadcasting, should be followed.46.5 Use of restrictive classification for printed reports etc:(i) The restrictive classification “For official use only” willnot be assigned to any printed report, pamphlet or compilationunless it contains information which it would not be desirablein the public interest to disclose. In doubtful cases, the testthat may be usefully applied is whether the publication, whosecirculation it is proposed to restrict to official use only, is suchthat the minister would be justified in refusing to lay it beforethe Parliament.(ii) No official publication will be marked “For official useonly” except with the prior approval of the Branch Officer, whowill obtain the orders of the Secretary or Minister, in doubtfulcases.Page 304 of 304

47. CHECKS ON DELAYS47.1 Weekly arrear statement :(i) On the last working day of every week, each dealing hand will :(a)(b)(c)prepare a weekly arrear statement in the form prescribed(Annexure-XXVII);give particulars of receipts/cases pending with him formore than 7 days in the form prescribed (Annexure-XXVIII); andsend the two statements to the diarist.(ii)The Section Officer will also prepare similar statements inrespect of receipts/cases required to be dealt with by him andpass them on to the diarist.(iii)The diarist will consolidate the individual weekly arrearstatements in the form prescribed and submit the consolidatedstatement together with the individual statements mentioned in(a) and (b) of sub-para (i) above to the Section Officer on themorning of the first working day of the following week. Theindividual statements of each dealing hand will be kept in aseparate folder.(iv)The Section Officer will:(a) check the individual and consolidated arrear statementsfor theircompleteness and accuracy;(b) scrutinise the statements of receipts/cases which aremore thanone week old;(c) give his remarks or instructions, where necessary;(d) submit the statements to the Branch Officer.(v)The Branch Officer will watch the progress of work in theSection and where necessary, give suitable directions forexpeditious handling of delayed receipts/cases.(vi)On receipt in the Section, the folders containing individualarrear statements will be made over to the dealing handsconcerned for taking necessary action on the remarks, if any, ofPage 305 of 305

the Section Officer/Branch Officer and using the form forpreparing the arrear statement for the next week.47.2 Monthly statement of cases pending disposal for over amonth :(i) Every Section will prepare each month a statement indicatingbriefly the position of each case pending disposal for over a month.(ii) On the last working day of each month, the diarist will :(a) go through the case sheets (Annexure-XXIX) of pendingcases for the preceding month and indicate the latest positionof each case included therein in column 2 of the statement;(b) prepare fresh case sheets for cases opened during thepreceding month but not yet finally disposed off, by completingcolumn 1 and 2 of the form and top fixed entries;(c) hand over the case sheets to the dealing handsconcerned.(iii) The dealing hand will :(a) scrutinise entries in the first two columns of the casesheets;(b) draw a red line across case sheets of cases that havebeen finally disposed off or transferred to call book (Annexure-XXX);(c) complete column 4 of other case sheets;(d) return the case sheets to the diarist by the 2nd of themonth following that to which the statement relates.(iv) The diarist will :(a) remove the case sheets of files that have been finallydisposed off or transferred to call book for being kept in aseparate folder;(b) arrange the remaining case sheets in chronological orderof the dates of the commencement of cases, the latest being ontop;(c) place the case sheets in a file cover marked “Monthlystatement of cases pending disposal for over a month”;(d) prepare in duplicate a numerical abstract (Annexure-XXXI); and(e) submit the monthly statement and the two copies of thenumerical abstract to the Section Officer by the 3rd of themonth.(v) The Section Officer will :Page 306 of 306

(a) scrutinise the case sheets and where necessary, add hisremarks;(b) check the numerical abstract for accuracy;(c) submit the monthly statement and one copy of thenumerical abstract with a brief forwarding note to the BranchOfficer by the 5th of the month; and(d) send the second copy of the numerical abstract to theInternal Work Study Unit.(vi)Unless otherwise provided in the departmental instructions,the monthly statement together with the numerical abstractwill go up to the Joint Secretary. Each of these officers may :(a) add such remarks as he would like to make about latestposition of a case;(b) in suitable cases give directions or make suggestions forexpeditious disposal.(vii)The Joint Secretary may bring any case included in themonthly statement to the specific notice of higher officers orminister, either through submission of the monthly statementitself or otherwise, as deemed fit.(viii) The Internal Work Study Unit will :(a) post the figures in the numerical abstract, in the formprescribed and return the abstract to the Section concerned;(b) prepare the consolidated statement for the department as awhole by totalling the column vertically;(c) analyse the trend of disposal of cases;(d) bring to the notice of the O&M Officer and the Secretary,any significant trends.47.3 Call book :(i)If a current case has reached a stage when no action can orneed be taken to expedite its disposal for at least 6 months (e.g.cases held up in Law Courts), it may be transferred to the callbook with the approval of an officer not below the rank ofUnder Secretary.(ii)Closed cases in which a review is contemplated after a period of6 months or more may also be included in the call book.Page 307 of 307

(iii)Cases transferred to call book vide sub-para (i) above, will beexcluded from the monthly statement of pending cases till theyare reopened vide sub-para (iv) below.(iv)When a case included in the call book becomes ripe for actionor if action has be to restarted as a sequel to an unexpecteddevelopment, e.g. receipt of a communication from the partyconcerned earlier than expected, it will be revived and itsprogress watched in the usual way through the monthlystatement of pending cases. The date of commencement ofsuch reopened cases, however, will be the date of occurrenceof the development or that of the first note leading to thereopening of the case.(v)The Section Officer will scrutinise the call book in the last weekof every month to see that the cases which become ripe forfurther action during the following month are brought forwardand action initiated on due dates. The call book will besubmitted to the Branch Officer once a quarter i.e. during themonths of January, April, July and October. He will satisfyhimself that no case on which action could have been takensuffers by its inclusion in the call book and in suitable cases,give directions for the action to be taken.47.4 Monthly progress reports of recording and review of files :(i) On the first working day of each month, the Record Clerk willprepare in duplicate progress reports on the recording and review offiles for the preceding month in the forms at (Annexures-XXXII) andsubmit them, together with the following records, to the SectionOfficer:(a)(b)(c)Register for watching the progress of recording;Record review register; andLists of files received for review.(ii) The Section Officer will check the two statements, submit onecopy of the report to the Branch Officer and send the other to theInternal Work Study Unit.(iii) The Internal Work Study Unit will :(a)post the figures in the forms prescribed and return thereports to the section concerned;Page 308 of 308

(b) prepare the consolidated statement for the departmentas a whole by vertically totalling the columns in the formprescribed;(c) watch the progress of recording and review workgenerally; and(d) bring to the notice of the O&M Officer and the Secretary,any significant trends in the matter.47.5 Reminder diary :(i) The diarist will maintain a reminder diary in which he willenter, date-wise, all cases marked for suspense or reminder andrequired to be brought forward on specified dates. Challans of filesreferred to other Sections/Departments will also be similarly entered.(ii) Every morning the diarist will :(a) examine the reminder diary;(b) get hold of the files and challans, marked for that date;(c) send the files and challans to the dealing handsconcerned after scoring off the relevant entries in the diary; and(d) if any file entered in the diary for that date is notavailable, report the fact to the dealing hand concerned whowill ensure that appropriate action is taken in such cases.47.6 Watch on disposal of communications received frommembers of Parliament :(i) To enable each Joint Secretary, Director in a department tokeep a special watch on speedy disposal of communications receivedfrom the members of Parliament and addressed to a Minister or aSecretary, the personal staff attached to him will :(a) maintain register in the form prescribed;(b) mark out prominently those communications finallydisposed off by rounding off the relevant serial numbers of theregister in red ink; and(c) submit the register twice a month, say on the 1st andthe 15th of each month to the Joint Secretary/Director forscrutiny and such other action as he may consider appropriate.(ii) The concerned sections will also maintain a similar register forkeeping a special watch on the speedy disposal of communicationsreceived from the members of Parliament.Page 309 of 309

47.7 Register of Parliamentary Assurances :(i) Each Section in a department will keep a record in the form(Annexure-XXXIII) of assurances given by a Minister to either House ofParliament, whether in replies to questions or in the course ofdiscussions on bills, resolutions and other motions. A separateregister will be maintained for each House and entries therein will bemade session-wise.(ii) The Section Officer will :(a) scrutinise the register once a week;(b) ensure that necessary follow-up action is in fact beingtaken; and(c) the Section Officer will submit the registers to theBranch Officer every fortnight if the House concerned is insession and once a month otherwise, drawing his specialattention to assurances which are not likely to be implementedwithin period of two months.(iii) The Branch Officer will keep the higher officers and theMinister informed of the progress made in the implementation ofpromises and undertakings given by him in Parliament. Cases in whichthere is likely to be any delay in the implementation of a promise or anundertaking should be particularly brought to their notice.47.8 Check list of periodical reports :(i)To ensure timely receipt, preparation and despatch ofperiodical reports, each section will maintain two check-lists, one forincoming reports and the other for outgoing reports, in the forms atAnnexure-XXXIV & Annexure-XXXV Periodical reports will be listed incolumn 2 of the appropriate check list in the order of their frequency,weekly reports being entered first, fortnightly reports next, and so on.(ii) The check-lists will be prepared at the commencement of eachyear, approved by the Section Officer, shown to the branch officer anddisplayed prominently on the wall.(iii) The Section Officer will go through the check list once a weekto plan action on items requiring attention during the next week or so.After a periodical report has been received or despatched, the relevantentry in the date column of the appropriate check list will be roundedoff in red ink.Page 310 of 310

47.9 Responsibility of expeditious disposal of work :(i) The primary responsibility for expeditious disposal of work andtimely submission of arrear and disposal statements rests with theSection Officer. To this end, he will inspect the section diary and theassistants diary and take such other action as may be necessary toensure :-(a)(b)that no paper or file has been overlooked; andthat no receipt or case actually pending with the dealinghand has been excluded from the relevant arrearstatement.(ii) The branch officer will also keep a close watch on the progressof work in the sections under his control. In particular, he will ensurethat the prescribed arrear and disposal statements are submittedpunctually and regularly.(iii) The Section Officer/OS etc., shall also regularly inspect theracks and tables of Assistants and Clerks (such inspections being notless frequent than once in a fortnight) and satisfy himself that nopaper or file has been overlooked. He will also ensure that no receiptsactually pending with the dealing Assistants/Clerks are excludedfrom the arrears as shown in the weekly arrears statement.Page 311 of 311

48. REPORTS & RETURNS48.1 Recording of information and its timely and correct retrieval ,collation and transmission are some of the most essentialrequirements for efficient discharge of Managerial functions. In theoffice functioning, one of the mechanisms for keeping a record ofinformation is through registers and the mechanism for itstransmission for perusal by the supervisory officers is throughReports and Returns.48.2 A Return is merely factual information presented in astructured statistical format. A report on the other hand is narrativeand may include analysis and explanations. The Branches arerequired to send Reports and Returns to the CBI HQs. Theinformation received through these reports/returns is used for takingdecisions by seniors officers of CBI and the Government of India.48.3 RegistersIn order to facilitate communication of timely and correctinformation and also for facilitating decision making by the HeadOffice in the matters concerning Administration, registers aremaintained on various subjects. The list of all registers which are tobe maintained under any existing orders or procedure should beprepared by the Head Clerk/Office Superintendent/Section Officer ineach office. This list should have the following columns:-(i)(ii)(iii)(iv)Serial Number.Name of the register.Orders under which the register is to be maintained.Person who is responsible for keeping it up-to-date.48.4 Registers to be maintained by the Branch(i) An Establishment Registers for the permanent staff of CBI(directly recruited and permanently absorbed) is to be maintained ineach office and also at Head Office in Form G-2.(ii) An Establishment Register for the non-CBI staff (i.e.deputationists) is to be maintained in each office and also at HeadOffice in Form SPE-G-3.(iii) An Order Book should be maintained in Form SPE-G-4 in alloffices.Page 312 of 312

(iv) A register of Identification Cards issued is to be maintained byeach issuing office in Form SPE-G-6. Identification Cards are to beissued for all employees under instructions issued in this regard.(v) A daily Duty Register is to be maintained at each unit for policeofficers in Form SPE G-7.(vi) Register of trunk and telephone calls should be maintained inForm SPE G-38 in each office of SPE.(vii) Register of shorthand note books is to be kept in Form SPE G-36 in all Branch Offices and also by Head Office for each Unit.(viii) Motor Vehicles Register.(ix) Register for undisbursed Pay & allowances.(x) Dead Stock Register.(xi) Increment Register.(xii) Stationary / Stores Issue & Receipt Register.(xiii) Despatch and Issue Register.(xiv) Service Postage Stamps Register.(xv) Cash Book.(xvi) Pay Bill Register.(xvii) Party Cheque Register.(xviii) Register of Valuables.(xix) Bill Register.(xx) Contingent Bill Register.(xxi) TR-5 Receipts.(xxii) Rewards Register.(xxiii) TA Bill Register.(xxiv) LTC Bill Register.(xxv) File Register.(xxvi) File Movement Register.48.5 To ensure timely receipt preparation and despatch ofreports/returns, the branches should maintain two checklists - onefor incoming returns/reports and the other for outgoingreports/returns. All periodical reports/returns should be listed incheck - list in order of their frequency i.e. weekly reports beingentered first, followed by fortnightly reports, monthly reports,quarterly reports, half yearly reports and annual reports. The checklists should be prepared at the commencement of each year anddisplayed prominently on the wall. The Head Clerk should go throughthe check-list once a week to plan action on items requiring attentionduring the next week or so. After periodical report has beenreceived/despatched, the relevant entry in the check-list concernedshould be made.48.6 At present the following returns are being dealt with in theCBI,H.O.Page 313 of 313

Monthly ReturnsSection1. Statement of vacancies in the rank of Pers-IIExecutive (ASI to Inspector) and all Ministerialranks except Office Supdts. is required to besent by the branches by the 10th of everymonth.2. Statement of vacancies in the rank of Pers-IIIConstables & Head Constables is required tobe sent by the branches by the 10th of everymonth.3. Statement regarding Pending Pension Cases AD.II(Papers).4. Statement showing particulars of AD.IIIgovernment servants retired in the previousCalendar month and date for authorisationfinal pension report for the month5. Statement showing particulars of AD.IIIgovernment servant due for retirement in thenext (Preceeding) 8 months6. Expenditure statement of loans and Pers-Iadvances Viz. House Building Advance, MotorCar Advance, Computer Advance, ScooterAdvance and Cycle Advance from all theDDOs.7. Statement regarding the number of IWSUSC/ST/OBC candidates appointed against thereserved quota.8. Return relating to pending promotion cases IWSUand ad-hoc arrangement.9. Return regarding activating the existing IWSUmachinery for redressal for grievances.10. Expenditure Statement. AD-IIQuarterly ReturnsSection1. Statement showing particulars ofgovernment servants where presumptionshave been made in favour of retiringgovernment servants because of incompletemaintenance of service records.AD.III2. Statement regarding showing theparticulars of government servants whoseAD.IIIPage 314 of 314

Pension Payment order (PPO) was not issuedwithin six months of retirement.3. Statement regarding voluntary retirement of AD.IIIcentral government employees after 20 yearsqualifying service and who have completed 30years of qualifying service.4. Statement about the pending pension, AD.IIIfamily pension and revision of pension andfamily pension case in P&AO/CBI.5. Employment Returns (ER-I) to be sent to Pers-IIIEmployment Officer, Pusa, New Delhi6. Return regarding Monitoring of personnel IWSUmatters7. Return/Half yearly report regarding total IWSUnumber of employees belonging to minorityCommunities - group wise.8. Report regarding Employment of members IWSUof a family in Foreign Mission in India9. Report/Annual report regarding The Pers-IIIpersons with disabilities equal opportunitiesprotection of Rights and full participation Act1995 - Furnishing of report of action taken inrespect of relevant provisions.10. Return regarding activating the existing IWSUmachinery for redressal of grievances.11. Return regarding public grievances IWSU12. Statement on various types of Pay andAllowances.AD.IIHalf Yearly ReturnsSection1. Return due for retirement in next 24-30 AD.IIImonths.2. Acceptance of commercial employment AD.IIIwithin 2 years of retirement (Group ‘B’Officers).3. Physically handicapped persons in Group Pers-III‘A’, ‘B’ ‘C’ and ‘D’ posts to be sent to DP & Trg.4. Return regarding engagement of consultant IWSU5. Return regarding SC/ST. IWSU6. Report of OBC. IWSU7. Report regarding Minority Communities IWSUReport.Page 315 of 315

Annual Returns1. Reward/honorarium to be sent toCBI/Policy Dvn./HO/New Delhi.2. Appointment of Non-Indians in governmentservice and Public Sector Undertakings to besent to Department of Personnel & Training.3. Physically handicapped persons in Group‘A’, ‘B’, ‘C’ and ‘D’ posts to be sent toDepartment of Personnel & Training.4. Information to be furnished in respect ofScheduled Caste and Scheduled Tribes inAppendix 8A, 8B, 8C and 9 to be sent toDepartment of Personnel & Training.5. Utilisation of vacancies reserved and filledby Ex-Servicemen to be sent to Department ofPersonnel & Training.6. Annual return/Half yearly report regardingtotal number of employees belonging toMinority Communities - Group wise.7. Annual return regarding recruitment ofOBCs in government services.SectionPers-IIIPers-IIIPers-IIIPers-IIIPers-IIIIWSUIWSUPage 316 of 316

49. INSPECTIONS49.1 Meaning & Purpose of InspectionThe word “Inspection” means “ the act of looking closely into,carefully or official examination”. The procedure to be followed in theorganization helps in achieving the objects of the organization aseconomically as possible. A manual itself cannot achieve theobjectives unless it is ensured that the provisions contained thereinare understood properly and practised intelligently. Even this maynot be helpful if periodical reviews are not conducted to replace theold procedure with new ones to suit the present day needs. One ofthe ways to ensure that the procedure laid down is being observed isto make a periodical inspection of the working of a section. Thepurpose of inspection is to see how far the prescribed procedure isbeing followed and to suggest improvement/modifications to coverthe areas where the procedure is not being followed.49.2 ObjectivesThe objectives of inspection are :i) to find out the state of affairs existing in each unit;ii) to see whether the prescribed procedure and instructions areunderstood properly and followed intelligently;iii) to find out whether proper attention is being paid to quality ofperformance by officers and staff during discharge of their duties; andiv) to test the intrinsic soundness and utility of the proceduresand to get reliable data for planning improvements.49.3 Inspection Schedule(i) The branch SP will ensure that periodical inspections arecarried out regularly and thoroughly. The following schedule will beobserved in regard to the inspections of various sections of the SP’soffice :-Section I- Establishment Accommodationof the branch and jurisdictionSection II- OfficeSection III- Accounts.Once in a year.Twice in a year withreasonable gap betweenthe Inspections. Wheretwo Ss.P. are posted inPage 317 of 317

Section IV- Malkhana, Summons &Warrants and Absconders.Section V-Crime.Section VI- Staff and MiscellaneousSection VII- Programme of work.two Ss.P. are posted ina branch the 1stinspection of thesesections may be doneby the SP-II in the 1sthalf of the CalendarYear, while SP-I willcarry out inspection inthe 2nd half of the year.Once in a year.ii) A co-ordinated programme of inspections should be drawn upin advance by the DIG/JD incharge of the Zone. It should beensured that the programmes so drawn up are strictly adhered to byall concerned.49.4 Inspection ReportsThe inspecting officers are required to submit their reports totheir immediate superiors for their information and for devising thesuitable remedies to prevent recurrence of the shortcomings pointedout in the Inspection Report.49.5 Check Points for inspection of CBI BranchesThese are illustrative and indicate only the mandatoryminimum points which are required to be covered by the InspectingOfficers. The officers are required to make their inspection a verycomprehensive exercise keeping in mind the purpose and objectives ofinspection as suggested in the previous paragraphs.49.6 Section I - Establishment /Accommodation of the branch &jurisdiction49.6.1 Buildings and Accommodation - Whether the office is locatedin a Government building or a private one? Is the accommodationsufficient for office purposes? What is the rent? Whether it appearsto be reasonable? If accommodation is inadequate what alternativearrangements are possible? Condition of the building and repairs.Check payment of proportionate rent, water and electricity charges bystaff living in the office premises.49.6.2 Is any residential accommodation provided at governmentexpense? If so, to whom? Any further action necessary and possiblein this connection?49.7 Section - II - OfficePage 318 of 318

49.7.1 Attendance Register - Whether Properly kept up whenchecked by SP or Dy.SP daily & corrective action taken.49.7.2 Receipt/Diary - Whether this has been maintained up-to-dateand all the columns have been filled up promptly and whether areceipt is taken from the clerk concerned to whom the papers weremade over.49.7.3 Dealing Clerk’s Diary - It should be checked to see whether allcolumns are filled up and whether there has been any delay in dealingwith any receipt. In a few cases, the dates of receipt and the dates ofdisposal shown in the dealing clerk’s diary should be checked up withthe Receipt Register and the files to make sure that wrong dates arenot mentioned.49.7.4 Reminders - System of dealing with reminders should bechecked. To see whether prompt action is being taken.49.7.5 Files - Some miscellaneous files should be checked to see -(a)(b)(c)(d)Whether they are properly arranged and page numbers given.Whether there is any delay in disposal.Whether the preparation of cases and drafting is satisfactory.Whether they are properly kept to facilitate tracing them.49.7.6 Register of Files - Whether the files have been correctly notedin this Register and proper serial numbers given to them. Whetherperiod of retention is noted when the file is closed. Whether theheadings and the subjects of files are satisfactory or whether anyimprovement is necessary in this.49.7.7 Files of Circulars/Orders - Whether they are completeand chronologically maintained. Whether index is maintained up-todate.49.7.8 Records - Whether closed files and records are properly kept.Whether notes about weeding are recorded and whether weeding hasbeen done regularly.49.7.9 Despatch Register - Whether it has been checked andsigned daily by the Head Clerk. Totals of a few days should be testchecked to see that the expenditure of stamps shown is correct. Afew items should be verified at random to see that the subject andfile numbers are correctly mentioned.49.7.10 Order Book - Who maintains it ? Whether it is writtenup promptly and signed daily by the SP?. Whether necessary actionPage 319 of 319

on that basis has been taken by the office and others concernedpromptly? Whether relevant corresponding entries have been madein the Service Books? A few specific items might be checked atrandom.49.7.11 Leave Register - Whether properly and correctly maintained.49.7.12 Gradation Lists - Whether properly kept and up-to-date.Whether increments given timely.49.7.13 Character Rolls and Service Books - Some Rolls should berandomly checked to see whether they are up-to-date and properlykept up. Some entries in Service Book relating to leave should bechecked up with the Order Book to make sure that there are noomissions. It should be seen whether annual verification has beendone.49.7.14 Warning Register, Punishment Files - It should be seen iforders passed are suitable and adequate and proper procedure isadopted.49.7.15 Library Register - It should be checked for correctness byrandomly comparing some entries with the books. The issues andreturns should also be checked.49.7.16 Forms and Stationery -Stocks and some items of issue, bothabout their numbers and about the necessity and requirements areto be checked. It should be seen whether indenting has been madeadequately to avoid local purchases. Whether registers maintainedproperly and checked by SP periodically. Care of typewriters.49.7.17 Distribution of Work - Whether update. Whether all thedistribution is done on sound and equitable basis and with theapproval of SP.49.8 Section III - Accounts49.8.1 Cash Book - Whether it has been maintained up-to-date andwritten regularly. Whether entries for everyday are checked andscrutinised and signed by the DDO. Whether all money received forcredit has been entered promptly in the Cash Book and whetherevery payment entry is signed by the SP/DDO in token of havingseen actual payee’s receipt. Whether there has been delay inpayment or in obtaining payee’s receipts. Whether at the end ofevery month statements are prepared showing :-(a)details of cash in hand,Page 320 of 320

(b) items pending for actual payee’s receipts.(c) Whether in cases of inordinate delays in obtainingpayee’s receipts or in disbursements, necessary action has beentaken by the SP. Whether the necessary verification orreconciliation has been done with the bank records everymonth. Whether SP has recorded a certificate on the firstworking day of every month and whenever the balance exceededRs.1,000 that he had checked the amount in hand and found itcorrect.49.8.2 Register of Pay Bills - Whether this has been properlymaintained and whether the fact that it is a Regular Pay Bill or anArrear Pay Bill has been clearly mentioned. Some actual pay billsshould be seen and scrutinised. Checks should be made in somecases to ascertain whether notes about amounts claimed in ArrearPay Bills have been recorded against the relevant item in the OriginalPay Bills concerned.49.8.3 T.A. Bills - Whether there has been delay in preparing the T.A.Bills or in drawing and disbursing the amounts? Whether T.A. hasbeen properly controlled by the SP. T.A. Advance Register should bechecked and seen, whether recoveries made fully and timely.49.8.4 Railway Warrants - It should be seen whether properaccount is kept and if they are properly utilised.49.8.5 Contingent Bill Register - Whether bills have been preparedas often as required? Some items of expenditure should also bechecked with the Contingent Vouchers. Check propriety ofexpenditure under certain heads, e.g. petrol charges, telephonecharges, electricity charges.49.8.6 Payment Vouchers - Some of them should be taken out atrandom and every transaction in it checked including actual payee’sreceipts.49.8.7 Motor Vehicle & Government Cycle - Check them and theirmaintenance and expenditure on repairs.49.8.8 Rewards - Scrutinise the records and see if adequate rewardshave been given.49.8.9 S.S. Fund Accounts - Expenditure on a few items should bescrutinised. Note about this should be recorded separately anddealt with on a secret basis.49.8.10 Cashier’s Security Bond - Whether it is in order.Whether Annual verification is done?Page 321 of 321

49.8.11 Audit Reports - Whether action taken on them and actionsdealt with fully and promptly.49.8.12 Budget - Whether the Head Office instructions on Budgetarycontrol are being exercised meticulously..49.9 Section IV - Malkhana, Summons, Warrants & Absconders49.9.1 Malkhana - Whether the room in which Malkhana is situated,is safe and secure. If not, adequate steps are to be suggested.Whether valuable property is kept in safe custody. Malkhana Registershould be checked particularly to see whether there is any delay indisposal of property after conclusion of the case. In a few items theproperty actually present in Malkhana should be checked with the listgiven in the register. Are Monthly Statements about property presentin the Malkhana prepared? Are Monthly Inspections done by the PPand half - yearly by the SP?49.9.2 Summons and Warrants - Whether the register is maintainedproperly and are Monthly Statements prepared and checked by theSP. Is there any omission or defect in service of summons orexecution of warrants?49.9.3 Absconded Offenders - The register should be checked toascertain whether entries are up-to-date and complete. Whetherrewards are announced and whether periodical efforts have beenmade to trace the absconders.49.10 Section V - Crime49.10.1 Crime Registers - Check all Crime Registers and statements tosee if they are properly maintained, particularly check the crimeDigest and the quality of the notes made therein by the SP or theDy.SP maintaining it.49.10.2 Complaints Register - Check whether each complaint hasbeen scrutinised and dealt with according to its nature and in propertime.49.10.3 Preliminary Enquiries - Check their disposal, both in point ofspeed and quality.49.10.4 Regular Cases - Check their disposal, both in point of speedand quality of investigations.49.10.5 Delays in Enquiries and Investigation - Examine cases inwhich more than three or six months were taken respectively forfinalising PEs and RCs and comments on reasons for delay.Page 322 of 322

49.10.6 Diaries and Progress Reports - Check a few to see theirquality and to check if they were prepared and submitted in propertime.49.10.7 Final Reports - Check some to see if they are properly drafted.Point out general and persistent defects, if any. In how many caseswere further enquiries ordered by Head Office or therecommendations of the branch were not accepted. Comment onsupervision by the SP.49.10.8 Results of Enquiries and Investigation - Consider number ofcases taken up for enquiry and investigation and the number ofsuccessful cases. Comment on quality of investigation work and onsupervision by SP.49.10.9 Court Trials - Check all cases pending trial in courts over ayear. Consider possible steps to get them expedited.49.10.10 Prosecution and Results in Court - Comment on successesand failures in courts. Scrutinise Acquittal Register and results ofappeals or revisions against acquittals. Reasons for failure should beparticularly examined whether in original or Appellate Courts.Comment on quality of prosecution work.49.10.11 Departmental Action & Results - Check and comment oncases sent up for departmental action and their results. Commentparticularly on failures in departmental action.49.10.12 Collection of information about corruption - Check numberof trap cases and other cases started on information gathered by thebranch itself. Discuss adequacy of arrangements made for collectionof information and take steps, wherever necessary, for improvement.Discuss with SP quality of investigation and prosecution workand make necessary suggestions for improvement.49.11 ection VI - Staff & Miscellaneous49.11.1 Staff - Consider vacancies and interview Investigating Officersand other staff to check the quality of their work and their suitabilityfor continued retention in the Special Police Establishment or in thatBranch.49.11.2 RSOs - Interview them and check their work and suitability forfurther retention.Page 323 of 323

49.11.3 Co-operation - Comment on liaison maintained by the SP withother Departments and the co-operation between them.49.11.4 Discipline - Comment on discipline of the staff.49.11.5 Sports and Games - See whether any arrangementsexist?49.11.6 Inspections - Check dates of inspections by the SP, theDy.SP and the P.P. Scrutinise notes of inspection to see their quality.Also see whether the instructions issued during the Inspections havebeen complied with.49.11.7 Security - Check arrangements for security of office andofficial records and files.49.12 List of items to be checked by officers of the CBI HeadOffice while inspecting CBI Branchesi) Whether the expenditure has been kept within the sanctionedBudget grant.ii) Whether the cash book is being maintained properly.iii) Whether the Drawing and Disbursing Officer is exercising thecheck prescribed in the Financial Rules.iv) Whether TA and other advances are being adjusted promptlyin accordance with the rules and the subject.v) Whether recoveries are being made of Government dues fromthe officers in time.vi) Whether the Service Books are being maintained properly.vii) Whether Rules regarding grant of Over Time Allowance arebeing observed.viii) Whether the procedure for disposal of old Newspapers isbeing observed.ix) Whether due care is being exercised on Telephone expenditureand a register maintained for STD calls.x) Whether the amount of permanent imprest sanctioned to theoffice is being properly utilised, whether the amount needsrevision or not.xi) Whether annual stock verification of dead stock is beingcarried out.xii) Whether GPF Ledger in respect of Class IV Governmentservants is being duly maintained.xiii) Whether payment of Children Education Allowance,reimbursement of educational expenditure and reimbursementof medical fees is being made in accordance with the rules etc.xiv) Whether a Pension register is being maintained properly.Page 324 of 324

xv)xvi)xvii)xviii)xix)xx)xxi)xxii)xxiii)xxiv)Whether annual verification certificates are being recorded inthe Service Books.Whether the Recruitment Rules in regard to the cases wherethe SP is appointing authority, are being followed in the matterof appointment of candidates from Employment Exchange.Whether a special register in respect of vacancies reserved forScheduled Caste and Scheduled Tribe candidates is beingmaintained.Whether recording and weeding out of old files is being doneproperly and whether the files recorded are being preserved inaccordance with the procedures prescribed in this regard.Whether Diary, Despatch, File Movement, Assistant Diary(including typists register showing daily work done) and StampAccount Registers are maintained properly.Whether Weekly Arrears Statement is being put up to BranchOfficer in time.Whether a chart/Register showing the periodicity ofvarious/Monthly/ Quarterly/Half Yearly/Annual Returns isbeing maintained and dates of submission of returns to HeadOffice shown therein.Whether proper account is being maintained of chequesissued by the branches and whether the cheques are issued inthe proper form, that is to say, in the form intended for issue togazetted officers, to non-gazetted officers or for miscellaneouspayments.Whether vouchers in respect of payments made by the officeby drawing cash from the bank are being sent to the Pay andAccounts Officer regularly and whether action is being taken tohave the accounts reconciledWhether references to the Pay and Accounts Officer/CBI, HeadOffice are being made regularly and in time for issue of lettersof credit and whether references are also being made to thisPay Office separately for letters of credit for items ofexpenditure of special nature not covered by the letters ofcredit already issued.Page 325 of 325

50. AUDIT50.1 Role of AuditThe audit is an essential part of financial system. Its mainpurpose is to see (i) whether the accounts are complete in all respects(ii) whether expenditure is as per the laid down financial rules andduly authorised.50.2 Internal AuditInternal checks on accounts of Civil Departments is vested inthe Financial Adviser under Departmentalized Accounting System.Internal Audit of CBI Head Office and all budget dealing brancheslocated at Delhi and outside Delhi is conducted by the Internal AuditParty deputed by the Internal Audit Wing of Principal Accounts Officeof Ministry of Personnel, Public Grievances and Pension, New Delhi.50.3 Statutory AuditStatutory Audit is conducted by the Audit Team of DirectorateGeneral of Audit, Central Revenue, New Delhi and local AccountantGeneral of State. Audit of the books of accounts of CBI Head Officeand branches located at Delhi is conducted by the Audit Teamdeputed by the Office of Directorate General of Audit, CentralRevenue, New Delhi and in respect of CBI branches located outsideDelhi by the Audit Team of concerned State Accountant General.50.4 The audit party audits the accounts of the branches andinspects the general working of a Department. The following books/records among other things are generally audited:-(i)(ii)(iii)(iv)(v)(vi)(vii)(viii)(ix)(x)(xi)(xii)Cash BookReceipt Book( in form GAR-6)Contingent RegisterBill RegisterPay Bill RegistersService Postage Stamps RegisterRegister of recoveriesRegister of valuablesDespatch RegisterChallan Register/ChallansRegister of StationeryTelephone Bill RegisterPage 326 of 326

(xiii) Stock Registers :a) Consumable articles &b) Non-consumable articles (Dead-stock)(xiv) Log Books (All Vehicles)(xv) GP Fund Register of Group ‘D’ employees.(xvi) Paid Vouchers.(xvii) TA/LTC claims(xviii) Income Tax calculation(xix) Pay Fixation statements(xx) All Purchase files(xxi) Railway Warrants(xxii) Budget50.5 A subordinate authority shall not with hold any information,books or other documents required by Audit (GFR-II).50.6 On receipt of a copy of the audit/Inspection Report, the Ss.P. ofthe Branches are required to remove the defects and implement thesuggestions made in these reports and send compliance to the AuditParty under intimation to Head Office. The Head Office keeps a watchthat the objections raised by the Audit are settled fully and finally.50.7 To monitor the settlement of audit objections, a register may bemaintained. Progress made for settlement of these objections may bereviewed periodically.50.8 Periodicity of Audit Inspections :Each Office should be inspected at least once a year. Accountsof Head Office and branches are subjected to test audits periodicallyby representatives of Controller of Accounts/Principal AccountsOffice.50.9 Wherever such test audit has not been undertaken within aperiod of preceding two years in any unit, an inspection of theaccounts of that unit should be undertaken by a team from CBI, HeadOffice. Heads of CBI Offices should keep the Head Office informedabout any case when there was no test audit within preceding twoyears.Page 327 of 327

51. IMPLEMENTATION OF INSTRUCTIONSON OFFICIAL LANGUAGE51.1 Language of the UnionThe Official Language of the Union is Hindi in Devanagariscript. The form of numerals used for the official purposes of theUnion is the international form of Indian numerals.51.2 The important instructions regarding Official LanguagePolicy as per the Official Languages Act, 1963 and the OfficialLanguages (Use for official purposes of the Union) Rules, 1976 (Asamended in 1987) made thereunder are as follows:-(i) Region :-"Region A" means the States of Bihar, Chhattisgarh,Jharkhand, Haryana, Himachal Pradesh, MadhyaPradesh, Rajasthan, Uttaranchal and Uttar Pradesh andthe Union Territory of Delhi and Andaman and NicobarIslands ."Region B" means the States of Gujarat, Maharashtraand Punjab and the Union Territory of Chandigarh."Region C" means the States and the Union Territoriesother than those referred to in Region A and B.(ii) (ii) Proficiency in Hindi - An employee shall bedeemed to possess proficiency in Hindi if :-(a) he has passed the Matriculation or anyequivalent or higher examination with Hindi as themedium of examination; or(b) he has taken Hindi as an elective subject in thedegree examination or any other examination equivalentto or higher than the degree examination; or(c) he declares himself to possess proficiency in Hindi.(iii)Working knowledge of Hindi - An employee shall bedeemed to have acquired a working knowledge of Hindi if:-Page 328 of 328

(a) he has passed the Matriculation or anequivalent or higher examination with Hindi asone of the subjects; or(b) he has passed the Pragya examinationconducted under the Hindi Teaching Scheme ofthe Central Government or when so specified bythat Government in respect of any particularcategory of posts, any lower examination underthat Scheme; or(c) he has passed any other examination specifiedin that behalf by the Central Government; or(d) he declares himself to have acquired suchknowledge .(iv)Originating Correspondence to the Central GovernmentOffices, States or Union Territories and individuals inRegion 'A' and 'B' shall be in Hindi.(v)Noting on files be made more and more in Hindi.(vi)All communications received in Hindi irrespective oftheir source shall be replied to in Hindi.(vii)All applications, appeals or representations made orsigned in Hindi shall essentially be replied in Hindi.(viii)All papers, documents, general orders, resolutions,rules, notifications, agreements, administrative andother reports or press communiques etc. falling undersection 3(3) of the Official Language Act, 1963 shallessentially be issued simultaneously in bilingual form( Hindi & English).(ix)Addresses on the envelopes of letters meant fordespatch to Region 'A' & 'B' shall be written only inDevnagari script.(x) Rubber stamps, Name plates, Notice Boards, Signboards, letter-heads, forms headings of Registers etc.shall be got prepared only in bilingual form, i.e. both inHindi & English.(xi)Entries in Service Books/Registers maintained inoffices located in Region A' & 'B' shall be made in Hindionly.Page 329 of 329

(xii)All advertisements/tenders etc. shall be issued inHindi & English simultaneously for publication in theNewspapers of the respective languages.(xiii) In all in-service Departmental and PromotionalExaminations, option shall be provided to answerquestion papers through Hindi medium also exceptcompulsory question papers of English. Such questionpapers shall be made available both in English andHindi. The candidates shall be informed clearly aboutthe availability of Hindi medium for writtenexamination and interview well in advance.(xiv)The names of the Central Government offices, the staffwhereof have acquired a working knowledge of Hindi,shall be notified in the Official Gazette.(xv)All manuals, codes and other procedural literaturerelating to the Central Government offices shall beprinted or cyclostyled, as the case may be, andpublished both in Hindi and English in diglot form.51.3 Overall ResponsibilityIt shall be the responsibility of the administrative head of eachCentral Government office to ensure that the provisions of the Act andrules made thereunder and the directions issued are properlycomplied with. Further, it is the responsibility of the officer signingthe letter, circular or document to ensure that the letters, circularsetc. which are required to be issued in Hindi or in bilingual, i.e. inHindi & English are both prepared simultaneously and then issuedaccordingly.51.4 Incentive SchemesThere are several incentive schemes for doing official work inHindi such as scheme for doing original noting/drafting in Hindi,scheme for doing orginal official work in Hindi in specialized spheres,scheme of giving dictation in Hindi, scheme for writing original booksin Hindi etc.51.5 Annual ProgrammeDepartment of Official Language issues an Annual Programmefor progressive use of Hindi which can be downloaded from theirwebsite [dol.nic.in].Page 330 of 330

APPENDIX-IPOSTS SANCTIONED IN CBI AND THEIR PAY SCALEDesignation of PostGROUP ASanctionedStrengthRevised scales of Pay (According to5th Central Pay Commission)Director 1 Rs.26000/-(fixed)Special Director 1 Rs.24050-650-26000/- (Above Supertime Scale)Additional. Director 2 Rs.22400-525-24500/- (AboveSupertime Scale)Joint Director 16 Rs.18400-500-22400/- (SupertimeScale)Deputy Inspector Generalof Police39 Rs.16400-450-20000/-(Super time Scale)Senior Supdt. of Police 10 Rs.14300-400-18300/-Superintendent of Police 89 For IPS OfficersRs.10000-325-15200 (Time Scale)Rs.12000-375-16500/-(JuniorAdministrative Scale)Rs.14300-400-18300/- (SelectionGrade)For Non -IPS officersRs.12000-375-16500/-Addl. Superintendent of 75 Rs.10000-325-15200/-PoliceDeputy Superintendent 240 Rs.8000-275-13500/-of PoliceDy. Adviser (Equivalent to 10 Rs.8000-275-13500/-the rank of DSP)Admn. Officer 2 Rs.10000-325-15200/-ALA 6 Rs.14300-400-18300/-DLA 20 Rs.12000-375-16500/-Senior Public Prosecutor 67 Rs.10000-325-15200/-Public Prosecutor 96 Rs.8000-275-13500/-Sr. Adviser (Equivalent to 4 Rs.16400-450-20000/-DIG)Adviser (Equivalent to SP) 4 Rs.14300-400-18300/-Technical Adviser 1 Rs.10000-325-15200/-Technical Officer (A&IT) 3 Rs.10000-325-15200/-Page 331 of 331

Technical Officer1 Rs.10000-325-15200/-(Banking)DPIO 1 Rs.14300-400-18300/-Executive Engineer 1 Rs.10000-325-15200/-OSD (Computer) 1 Rs.10000-325-15200/-Principal System Analyst 1 Rs.12000-375-16500/-Sr. System Analyst. 3 Rs.10650-325-15850/-Programmer 10 Rs.8000-275-13500/-Lecturers (Training2 Rs.8000-275-13500/-Academy)TOTAL 706GROUP BJunior Analyst 1 Rs.6500-200-10500/-Office Supdt. 35 Rs.6500-200-10500/-APPs 41 Rs.6500-200-10500/-JTO (A&IT) 4 Rs.6500-200-10500/-Hindi Officer 2 Rs.7500-250-12000/-Librarian 1 Rs.6500-200-10500/-Steno Gr.A/Sr.PS 3 Rs.7500-250-12000/-Steno Gr.B/PS 16 Rs.6500-200-10500/-Asst. Programmer 40 Rs.6500-200-10500/-Total 143GROUP CInspr. of Police 755 Rs.6500-200-10500/-Junior Adviser 16 Rs.6500-200-10500/-Sub Insprs. 381 Rs.5500-175-9000/-ASI 199 Rs.4000-100-6000/-Head Constable 459 Rs.3200-85-4900/-Constable 1,808 Rs.3050-75-3950-80-4590/-Steno Gr.I/PA 64 Rs.5500-175-9000/-Steno Gr.D/ Sr. Clerk 371 Rs.4000-100-6000/-StenoJr. Accounts Officer 1 Rs.5500-175-9000/-Crime Assistants 57 Rs.5500-175-9000/-Head Clerks 76 Rs.5000-150-8000/-UDCs 188 Rs.4000-100-6000/-LDCs 469 Rs.3050-75-3950-80-4590/-Sr.Hindi Translator 1 Rs.6500-200-10500/-Jr. Hindi Translator 20 Rs.5500-175-9000/-Asst. Librarian 1 Rs.5000-150-8000/-Junior Engineers 5 Rs.5500-175-9000/-Income Tax Inspectors 2 Rs.6500-200-10500/-C&CE Insprs. 4 Rs.6500-200-10500/-Page 332 of 332

DPA Gr.B 1 Rs.6500-200-10500/-DPA Gr.A 1 Rs.5500-175-9000/-Care Taker 1 Rs.5500-175-9000/-DEO Gr. A 12 Rs.4000-100-6000/-Sr.Gest. Operator 1 Rs.3050-75-4590/-TOTAL 4,893GROUP DDresser 1 Rs.2750-70-3800-75-4400/-Jr. Gest. Operator 7 Rs.2610-60-2910-65-3300-70-4000/-Daftry 48 Rs.2610-60-2910-65-3300-70-4000/-Peon 28 Rs.2550-55-2660-60-3200/-Safaiwala 53 Rs.2550-55-2660-60-3200/-Farash 1 Rs.2550-55-2660-60-3200/-Bearer 4 Rs.2550-55-2660-60-3200/-Cook 2 Rs.2550-55-2660-60-3200/-Total 144GRAND TOTAL 5,886Page 333 of 333

APPENDIX-IIWORK ALLOCATION IN ADMINISTRATION DIVISIONConsequent upon restructuring of CBI branches / regions vide PolicyDivision/CBI/HO Order dated 30.05.2003 under each Joint Director, thework of Administration Division CBI, Head Office is redistributed as under:(A)DIG(Pers.)The DIG(Pers) is responsible for the personnel management in CBIthrough the SP(Pers) and AO(Pers) whose allocation of duties andresponsibilities are given below :(I)Supdt of Police (Pers.)1. Internal Work Study Uniti. Rationalisation of Organisation structure.ii. Work measurement studies of CBI, HO and Branches etc.iii. Inspection notes - compilation/supply of information asked for byCabinet Sectt./DP&T/MHA and Parliament Questions.iv. Creation of new posts and setting up of new Branches / Units etc.v. Proposal for creation / upgradation of posts.vi. Revision of pay scales and allowances.vii. All monthly, quarterly and annual returns relating to :-a. Representation of Minority Communities in GovernmentService.b. Special Recruitment Drive for SC/ST.c. Recruitment of OBCs in Government Service.d. Employment of members of families of GovernmentServants in foreign mission.e. Representation for Physically handicapped persons inGroup ‘C’ and ‘D’ posts.f. Filling up of backlog of posts reserved for SC/ST.g. Appointment of SCs/STs/OBCs.viii. Continuation of temporary posts.ix. Related Court matters/RDAs.Page 334 of 334

x. To liaise with all officers/Sections of Administration Division andto furnish information to Senior Officers as and when calledfor.xi. Monthly Performance Report.xii. Maintenance of old files and records as per instructions of theGovernment in the Central Record Room.xiii. Co-ordination with Ministries / Sections of AdministrationDivision, CBI, Head Office regarding Establishment matters.2. Pers-II Sectioni. Recruitment, appointment, deputation, posting, transfer, promotion,absorption, pay fixation in respect of Inspector, Sub-Inspectors, Jr.Advisors, Jr. Engineers, Hindi Translators.ii. Recruitment, appointment, deputation, posting, transfer, promotion,absorption, pay fixation of Sr.PS and PS, all NGO Ministerial andGroup ‘D’ ranks.iii. All disciplinary matters in respect of Inspectors and Sub-Inspectors inexecutive ranks, Jr.Advisors & Jr. Engineers, Sr.PS and PS all NGOMinisterial and Group ‘D’ ranks.iv. Preparation of Seniority list of all cadres dealt with in the Section.v. Court/CAT matters in respect of all cadres dealt with in the Section.3. Pers- III Sectioni. Recruitment, appointment, deputation, posting, transfer, promotion,absorption, pay fixation in respect of ASI, Head Constables andConstables.ii. All disciplinary matters in respect of ASI, Head Constables andConstables.iii. Pension cases of all categories of staff / Officers of CBI, HO and followup of pension cases of Branches with P & AO, CBI.iv. All matters relating to CGHS / Family Planning Scheme.v. Rewards / Honorarium.vi. Preparation of Seniority list of all Cadres dealt with in the Section.vii. Court/CAT matters in respect of all cadres dealt with in the Section.(II)Admn. Officers (Pers.)1. Pers-I Sectioni. Appointment, deputation, posting, transfer, promotion, training,absorption, pay fixation and disciplinary matters in respect of allExecutive Officers of the rank of Dy.SP and above, Prosecution ranks,Page 335 of 335

ii.iii.Information Officers, Executive Engineer, OSD(Computer), TechnicalAdvisor, Technical Officers, JTOs, Principal System Analyst,Sr.System Analysts, Programmers, Asstt. Programmers, OfficerSupdts & Hindi Officer.Induction / posting / transfer of Railway Sectional Officers.Preparation of Seniority list of all cadres dealt with in the Section.iv. Court / CAT matters in respect of all cadres dealt with in theSection.2. DPC & ACR Sectioni. DPC meetings of CBI Officers.ii. Submission of proposals to UPSC.iii. Holding of Departmental Competitive Examinations.iv. Recruitment Rules - matters relating to review.v. Custody / maintenance of ACR folders and follow-up action on appealsagainst adverse remarks in respect of all NGO ranks in Ministerial,Executive and Technical cadre of CBI and Departmental Canteenstaff.3. Hindi Sectioni. Translation from English to Hindi and vice-versa.ii. Implementation of official language programmes.iii. Imparting training in Hindi.iv. Inspection of Branches of CBI regarding progressive use of Hindi.v. Organisation of Hindi Workshop.vi. Organisation of OLIC meeting.(B)DIG(Admn.)The Dy.I.G.(Admn) is responsible for the overall Budget & logistics ofthe organisation through the AO(A) and SP(Hqrs) whose allocation of dutiesand responsibilites are given below :-(I)Supdt of Police (Hqrs.)1. Admn.-1i. Office accommodation - Acquisition, possession, maintenance, hiringand construction etc.ii. Residential accommodation - Acquisition, possession, maintenance,hiring and construction etc.Page 336 of 336

iii. Supervision, caretaking etc., of HO building viz., sanitation, hygiene,beautification and other civic amenities.iv. Telephones - all matters.v. Preparation of plan and its implementation.vi. Identity Cards - MHA, CBI, Defence, BOCAS etc.vii. CBI Canteen matters.viii. Condemnation, purchase and distribution of all CBI vehicles.ix. Benevolent fund and welfare matters.x. Uniforms and liveries to Group ‘D’ staff - purchase and supply inrespect of HO staff.2. Control Room3. Motor Transport Celli. Maintenance and upkeep of Government vehicles available on thesrength of CBI, HO and also their records. To provide Government vehiclesto all senior officers of CBI, HO at the time of their requirements. Also toarrange transport facilities for officers attending various Conference /Meetings organised by CBI.4. R & I Celli. Centralised receipts and despatch section for the entire CBI Branches.ii.Despatch section for the entire Admn Division.5. Deptt. Canteen6. Duty Officer, Pragati Vihar Hostel and Vasant Vihar Hostel.7. EPBAX, CBI, HO.(II)Admn. Officer(A)1. Admn.IIi. Drawing and Disbursing Unit for CBI Hqrs., and all related functions.ii. Annual and Plan Budget matters for the Department as a whole.iii. Audit paras and their settlements.iv. Payments of bills in respect of Air Vouchers, Railway Warrants.v. Delegation of Adminisrative and Financial powers.vi. Declaration of DDOs, Head of Office, Controlling Officers in respect ofCBI Branches.vii. Appropriation and Re-appropriation of funds.Page 337 of 337

viii. Maintenance of GPF Account of Group ‘D’ employees of CBI,ix. All work relating to issue of Air Vouchers for air journeys performedby CBIx. Matters relating to Foreign visits of CBI officers for investigation andto attend Training, Seminar & Conferences etc.2. Admn.IIIi. Stationary and furniture / indenting / purchase and supply includingprinting /supply of establishment and crime forms.ii. Purchase, supply and maintenance of all types of manual / electronicmachines FAX, Computers, Printers etc.iii. Purchase and condemnation of stores purchase under HO sanction.iv. Publishing and printing.v. Matters relating to all advances (GPF, HBA, Motor Car Advance, CycleAdvance, Festival Advance, Computer Advance etc.)vi. Medical Reimbursement.vii. Matters relating to all claims (Conveyance allowance under SR-25,Children Education Allowance, Tuition Fee claims etc.)3. LibraryMaintenance of all Books, Newspapers, Magazines.Page 338 of 338

APPENDIX-IIIRECRUITMENT RULES1. IntroductionRules are framed by the President of India in exercise of the powersconferred by the provision of Article 309 of the Constitution to regulate themethod of recruitment/appointment to different posts in CBI. Variousmethods of recruitment are direct recruitment, deputation, promotion byseniority or through Limited Departmental Competitive Examination.Recruitment Rules for most of the posts of CBI have been framed andnotified. The rest of the Rules are under the process of revision or pendingnotification. No relaxation in the provisions of the rules are possible exceptwith the prior approval of the Cabinet Secretariat which is the rule makingauthority.2. Modes of Recruitment2.1 Executive Ranks :(i) The Director, Special Directors and Addl. Director are recruitedexclusively by deputation of the officers of Indian Police Services, who havebeen approved for appointment as Director General of Police/and AdditionalDirector General of Police under the Government of India respectively.Recommendations for appointments are made by a CBI Selection Boardheaded by Central Vigilance Commissioner and Home Secretary, Secretary(Co-ordn & PG), Cabinet Secretariat as Members. The views of theincumbent Director are considered by the Board for making the best choice.Final selection to these posts of CBI is made by the Appointment Committeeof the Cabinet from the panel recommended by the aforesaid CBI SelectionBoard. The Director, CBI shall have a minimum tenure of 2 years regardlessof the date of his superannuation.(ii) Eighty percent posts of the Joint Directors are filled up by deputationfrom the officers of Indian Police Service who have been approved forappointment as Inspector General of Police under the Government of India.The rest twenty percent posts of Joint Directors are filled up by thedepartmental cadre officers who have completed 5 years regular service asDIG.(iii) Seventy five percent posts of DIG are filled up on deputation of theofficers of Indian Police Service empaneled for holding DIsG level post at thePage 339 of 339

Centre or officers of Indian Revenue Service (Income Tax Service, IndianCustom and Central Excise), holding analogous posts on regular basis. Therest twenty five percent posts of DIsG are filled up from the departmentalcadre officers who have completed 4 years regular service as Sr.Ss.P., failingwhich Sr.Ss.P. with combined regular service of 8 years in the grade ofSr.S.P. and SP.(iii)The posts of Sr.Ss.P. are filled up from the departmental cadre SsPwith 4 years of regular service in the grade.(iv) Sixty percent posts of SsP are filled on deputation of the officers ofIndian Police Service/All India Services/IAAS/IRS/IC&CE and Central PoliceOrganizations holding analogous post on regular basis. Ten percent of thedeputation posts are exclusively meant for officers belonging to servicesother than IPS such as AIS, IA&AS/IRS(IT), IC&CES and CPOs (the penal ofthe deputation posts, out of the deputation quota are to be filled up from theofficers other than Indian Police Services). The rest forty percent posts of SsPare filled up from amongst the departmental cadre officers who havecompleted 6 years regular service in the rank of ASP failing which of therank of ASP with combined regular service of 12 years in the grades of ASP &DSP.(v) Eighty percent posts of ASP are filled by promotion of thedepartmental DSsP having 6 year regular service in the grade, the resttwenty percent posts are filled up on deputation/absorption basis.Absorption will not exceed ten percent of the deputation posts.(vi) Forty percent posts of Dy.S.P. are filled up by promotion of thedepartmental Inspectors, who have 8 years regular service in the grade. Fiftypercent posts are filled on deputation/absorption basis of the officers ofCentre/State Police Organisations holding analogous posts subjected to thecondition that absorption will not exceed fifteen percent of the deputationposts. The rest ten percent posts are filled by Direct Recruitment.(vii) Fifty percent posts of Inspectors are filled up by promotion of the Sub-Inspectors in the CBI with 5 years’ regular service in the grade. Remainingfifty percent posts are filled up on deputation/transfer basis of the officers ofCentre/State Police Organisations holding analogous posts.(viii) Fifty percent posts of Sub-Inspectors are filled by direct recruitmentthrough Staff Selection Commission. Twenty five percent posts are filled upby the departmental ASIs with five years’ regular service in the grade bypromotion on seniority-cum-fitness basis. The remaining twenty five percentposts are filled up through Limited Departmental Competitive Examination.Page 340 of 340

(ix) Fifty percent posts of ASIs are filled up by promotion of departmentalHead Constables of CBI with a minimum of 5 years’ regular service in thatgrade. Twenty five percent posts are filled up through Limited DepartmentalCompetitive Examination and remaining twenty five percent bydeputation/absorption.(x) Forty percent posts of Head Constables are filled up by promotion byseniority-cum-fitness basis of the Constables with at least 5 years’ regularservice the grade in CBI. Forty percent posts are filled up through LimitedDepartmental Competitive Examination. Remaining twenty percent are filledup by deputation/absorption.(xi)Forty percent posts of Constables are filled up by direct recruitment.Remaining sixty percent posts are filled up by deputation/absorption.2.2 Law Officers(i) The posts of Additional Legal Advisor/Deputy Legal Advisor are filledup either by promotion from amongst Dy. Legal Advisors/Sr. PublicProsecutors of CBI with 5 years regular service in the grade or by deputationfrom amongst the officers of Central/State Governments holding analogouspost. Failing both of the above methods, ALA/DLA can also be appointed bydirect recruitment through UPSC.(ii) Fifty percent posts of Sr. Public Prosecutors are filled up by promotionfrom amongst the Public Prosecutors of CBI with five years’ regular service inthe grade, failing which the posts are filled by deputation. Twenty fivepercent posts are filled up by direct recruitment through UPSC andremaining twenty five percent posts by deputation or absorption fromamongst the officers of Cenral/State Governments holding analogous post.(iii) Fifty five percent posts of Public Prosecutors are filled up by directrecruitment through UPSC. Twenty percent posts are filled up by promotionfrom amongst the Assistant Public Prosecutors of CBI with five years’ regularservice in the grade, failing which the posts are filled by deputation. Theremaining twenty five percent posts by deputation or absorption fromamongst the officers of Central/State Governments holding analogous post.(iv)The post of Assistant Public Prosecutor is filled up by directrecruitment through UPSC.2.3 Ministerial Cadre(i) The post of Office Superintendent in CBI is filled up either bypromotion of the officers of CBI with a cumulative service of 8 years in theposts of Crime Assistant and Head Clerk-cum-Accountant in thePage 341 of 341

organisation (of which at least 3 years of service should be in the post ofCrime Assistant) or on deputation of the officers holding analogous posts inCentre/State Police Organisations.(ii) The posts of Sr. Private Secretary/Private Secretary in CBI are filledup either by promotion from amongst the officers in the rank of PrivateSecretary/Personal Assistant of CBI with a total period of 2/7 years ofservice respectively in the organization on deputation of the officers holdinganalogous posts in Centre/State Police Organizations.(iii) The post of Personal Assistant in CBI is filled up either by promotionfrom amongst the officers in the rank of Sr. Clerk Steno of CBI with a totalperiod of 3 years of service in the organization or on deputation of theofficers holding analogous posts in Centre/State Police Organizations.(iv) Seventy five percent posts of Sr. Clerk Steno are filled up directlythrough Staff Selection Commission and the remaining twenty five percentposts are filled up by deputation failing which by direct recruitment.(v) The posts of Crime Assistant in CBI are filled up by promotion of theofficers in the rank of Head Clerk-cum-Accountants in the CBI who have putin 3 years regular service in the grade.(vi) Sixty percent posts of Head Clerk in CBI are filled up by promotionthrough Limited Departmental Competitive Examination of the officials inthe rank of UDCs in the CBI who have put in 3 years regular service in thegrade. Remaining forty percent posts are filled up by promotion on the basisof seniority-cum-fitness.(vii) Seventy five percent posts of UDC are filled up by promotion byseniority-cum-fitness, failing which by deputation and the rest twenty fivepercent posts are filled up by promotion through Limited DepartmentalCompetitive Examination from amongst the officials who have put in 5 yearsof regular service in the rank of LDC.(viii) Ninety percent of the posts of LDC are filled up through by directrecruitment. Out of these, ten percent of the vacancies, are to be filledthrough Limited Departmental Competitive Examination of the matriculateClass-IV employees of CBI. The remaining ten percent posts are filled bydeputation, failing which by direct recruitment.2.4 Group ‘ D’ Posts(i)The post of Daftry in CBI is filled up by promotion of the Peons withthree years minimum service rendered on regular basis after theirPage 342 of 342

appointmentCentral Government Officers.or by deputation form persons holding analogous posts in(ii) Seventy five percent posts of Peon are filled up directly and twenty fivepercent posts are filled up by deputation failing which by direct recruitmentof other Group ‘D’ employees who have put in 5 years regular service andposses at least elementary literacy.(iii)The recruitment in the grade of Safaiwalas in the CBI is made bydirect recruitment.(iv) The post of Sr. Gestetner Operator in CBI is filled up by promotionfrom amongst Jr. Gestetner Operators with 3 years service in the grade andhaving proficiency in handling of Gestetner Machines.(v) The post of Jr. Gestetner Operator is filled up by promotion fromamongst Daftaries of CBI who have put in minimum 3 years service asDaftry and who possess proficiency in handling of Gestetner Machines.2.5 Support Staff(i)The post of Lecturer is filled up by deputation from the officers of theCentral/State Government.(ii) The post of Principal System Analyst is filled up either by promotionfrom amongst the Senior System Analysts of CBI with five years’ regularservice in the grade or by deputation from amongst the officers ofCentral/State Government or Universities or recognised Research Institutesof Public Sector Undertaking or Semi-Government, Statutory orAutonomous Organisations holding analogous posts on regular basis, failingwhich by direct recruitment through UPSC.(iii) The post of Sr. System Analyst is filled up either by promotion fromamongst the Programmers of CBI with five years’ regular service in the gradeor by deputation from amongst the officers of Central/State Government orUniversities or recognised Research Institutes or Public Sector Undertakingsor Semi-Government, Statutory or Autonomous Organisations holdinganalogous posts on regular basis, failing by promotion/deputation, the postis filled up directly through UPSC.(iv) The post of Programmer is filled up either by promotion from amongstthe Assistant Programmers of CBI with five years’ regular service in thegrade or by deputation from amongst the officers of Central/StateGovernment or Universities or recognised Research Institutes or PublicSector Undertakings or Semi-Government, Statutory or AutonomousPage 343 of 343

Organisations holding analogous posts on regular basis. Failing bypromotion/deputation, the post is filled up directly through UPSC.(v)The post of Assistant Programmer is filled up by direct recruitment.(vi) The posts of Assistant Library & Information Officer/Senior Library &Information Assistant are filled up either by promotion from departmentalofficers with three years’ regular service or by deputation from amongst theofficers of Central Government holding analogous post.(vii) The post of Information Officer is filled up by deputation fromamongst the officers of Central Government holding analogous post, failingwhich by direct recruitment through UPSC.(viii)The post of Care-Taker in CBI is filled up on deputation from CentralGovernment Offices.(ix)The post of Dresser in CBI is filled up on deputation from CentralGovernment Offices.Page 344 of 344

APPENDIX-IVAPPOINTMENT THROUGH STAFF SELECTION COMMISSION1. The Government of India, in the Department of Personnel andAdministrative Reforms vide its Resolution No. 46/1(S)/74-Estt.(B)dated the 4th November, 1975 constituted a Commission called asSubordinate Services Commission which was subsequentlyredesignated as Staff Selection Commission effective from the 26thSeptember, 1977 to make recruitment to various Class III (now Group‘C’) (non-technical) posts in various Ministries/Departments of theGovernment of India and in subordinate Offices. The functions of theStaff Selection Commission have been enlarged from time to time andpresently the Staff Selection Commission conducts recruitment to allGroup ‘B’ posts in the pay scale the maximum of which is less thanRs. 10,500/-. Thus the Staff Selection Commission conductsexamination and/or interviews, whenever required for recruitment tothe posts within its purview. The examinations are conducted usuallyfor :-(a) the posts of Lower Division Clerks in variousMinistries/Departments, attached and subordinate offices.(b)the posts of Grade ‘C’ and Grade ‘D’ Stenographers of CentralSecretariat Stenographers Service including attached andsubordinate offices.(c)the posts of Assistant in various Ministries/Departmentsincluding attached and subordinate offices.(d)the posts of Inspectors of Central Excise, Inspectors of IncomeTax, Preventive Officers and Examiners in different CustomHouses, Assistant Enforcement Officers in Directorate ofEnforcement, Grade - II of Delhi Administration SubordinateServices.(e)the posts Sub-Inspectors in Delhi Police, Central Bureau ofInvestigation and Central Police Organizations.2. Besides, the Commission conducts periodical typewriting testin English and Hindi.Page 345 of 345

3. On setting up of the Staff Selection Commission, it will not bepossible to make recruitment to these posts without consulting theStaff Selection Commission and that also for filling up of vacancies ofan ad-hoc nature only.4. In CBI, there are posts of SIs, Senior Clerk Stenos and LDCsand other Group B & C Posts (as mentioned in the RecruitmentRules), to which it is now necessary to make recruitment through theStaff Selection Commission. The exact number of vacancies in thegrade of SIs, LDCs and Sr.Clerk Stenos are to be notified to StaffSelection Commission in advance, indicating the number of posts ineach category reserved for Scheduled Caste and Scheduled Tribes.Recruitment examinations are held by the Staff Selection Commissionand on the basis of results, they nominate candidates for the posts ofSIs, in CBI (including SIs, Finger Print Bureau, Kolkatta) as well asSr.Clerk Stenos, and LDCs.5. While notifying the vacancies to the Commission, the followingpoints are required to be noted carefully :-(a)(b)(c)(d)(e)(f)(g)Requisitions and letters intimating the vacancies addressed tothe Commission should be signed invariably by the authorizedofficer, namely, Head of Office.Only permanent vacancies and vacancies likely to continueindefinitely are to be taken into account. Short-term/leavevacancies which are to be filled purely on ad hoc basis shouldnot be included.Exact location of the vacancies, i.e. places where the nominatedcandidates are to be posted, should be clearly specified.Particular care should be taken to ensure that reservationorders are correctly applied and break-up of vacancies reservedfor SC/ST, OBC, PH and Ex-Servicemen is properly indicatedin the requisition under the relevant column.It should be ensured that correct number of vacancies areintimated.Attested copy of ‘No Objection Certificate’ issued by the Central(Surplus Staff) Cell, in respect of relevant post may also beattached with the requisition.It should be ensured that the official seal of requisitioningofficer is affixed below his signature.Page 346 of 346

APPENDIX-VTHE DELHI SPECIAL POLICE ESTABLISHMENT (SUBORDINATE RANKS)(DISCIPLINE AND APPEAL) RULES, 1961(Govt. of India, Ministry of Home Affairs No. 15/18/59-AVDdated, the 15th December, 1961)NOTIFICATIONS.R.O......... In exercise of the powers conferred by the proviso to article 309of the Constitution, the President hereby makes the following rules, namely:-(THE DELHI SPECIAL POLICE ESTABLISHMENT (SUBORDINATE RANKS)(DISCIPLINE AND APPEAL) RULES, 1961.PART-1 (GENERAL)1. SHORT TITLE:These rules may be called the Delhi Special Police Establishment(Subordinate Ranks) (Discipline and Appeal) Rules, 1961.2. APPLICATION:These rules shall apply to all subordinate Police Officers in the DelhiSpecial Police Estt.3. DEFINITIONS:In these rules, unless the context otherwise requires:-(a)means-'Appointing Authority' in relation to a subordinate Police Officer(i) the authority empowered to make appointment to therank or post which the subordinate Police officer for the timebeing holds, or(ii) the authority which appointed the subordinate PoliceOfficer to such rank or post, or(iii) where the subordinate Police Officer havingsubstantively held any other permanent rank or post, has beenin continuous employment of Govt., the authority whichPage 347 of 347

appointed him to that rank or post, whichever authority is thehighest authority;(b)(c)(d)(e)'Disciplinary Authority' in relation to the imposition of a penalty on asubordinate Police Officer means the authority competent under theserules to impose on him that penalty;'Inspector General of Police' means the Inspector General of Police,Delhi Special Police Establishment;'Subordinate Police Officer' means a person who is appointed to anywork rank or post specified in the schedule and includes any suchperson who is on foreign service or whose services are temporarilyplaced at the disposal of any other department of the CentralGovernment or of a State Government or a Union Territory or a localor other authority and also any person in the service of any otherdepartment of the Central Government or of a State Govt. or a UnionTerritory or a local or other authority whose services are temporarilyplaced at the disposal of the Delhi Special police Establishment andwho is appointed to any rank or post specified in the Schedule; and'Schedule' means the Schedule to these rules.4. APPOINTMENTS:All appointments to the ranks or posts mentioned in column 1 of theschedule shall be made by the authorities mentioned against each in column2 thereof.PART-II (SUSPENSION)5. SUSPENSION(1) A subordinate Police Officer may be placed under suspension by theAppointing Authority or any authority to which it is subordinate orany authority competent under these rules to impose on that officerany of the penalties specified in rule-6 :(a) where a disciplinary proceeding against him iscontemplated or is pending, or(b) where a case against him in respect of any criminaloffence is under investigation or trial; Provided that where theorder of suspension is made by an authority lower than theAppointing Authority such authority shall forthwith report tothe appointing authority the circumstances in which the orderwas made.(2) A Subordinate Police Officer who is detained in custody, whether on acriminal charge or otherwise, for a period exceeding forty-eight hoursPage 348 of 348

shall be deemed to have been suspended with effect from the date ofdetention by an order of the Appointing Authority and shall remainunder suspension until further orders.(3) Where a penalty of dismissal, removal or compulsory retirement fromservice imposed upon a Subordinate Police Officer under suspensionis set aside in appeal or on review under these rules and the case isremitted for further enquiry or action or with any other directions, theorder of his suspension shall be deemed to have continued in force onand from the date of the original order of dismissal, removal orcompulsory retirement and shall remain in force until further orders.(4) Where a penalty of dismissal, removal or compulsory retirement fromservice imposed upon a Subordinate Police Officer is set aside ordeclared or rendered void in consequence of or by a decision of aCourt of Law and the Disciplinary Authority, on a consideration of thecircumstances of the case, decides to hold a further inquiry againsthim on the allegations on which the penalty of dismissal, removal orcompulsory retirement was originally imposed the Subordinate PoliceOfficer shall deemed to have been placed under suspension by theAppointing Authority from the date of the original order of dismissal,removal or compulsory retirement and shall continue to remain undersuspension until further orders.(5) An order of suspension made or deemed to have been made underthis rule may at any time be revoked by the authority which made oris deemed to have made the order or by any authority to which thatauthority is subordinate.PART-III (DISCIPLINE)6. NATURE OF PENALTIES:The following penalties may, for good and sufficient reasons and ashereinafter provided, be imposed on any subordinate Police Officer namely:-(i) fatigue duty (in the case of Constables only);(ii) extra guard duty (in the case of Head Constables andConstables only);(iii) black-mark;(iv) censure;(v) withholding of increments or promotion;(vi) recovery from pay of the whole, part of any pecuniaryloss caused to the Government by negligence or breach oforders;Page 349 of 349

(vii) reduction to a lower rank or post, or to a lower timescale; or to a lower stage in a time scale;(viii) compulsory retirement;(ix) removal from service which shall not be adisqualification for future employment;(x) dismissal from service which shall ordinarily be adisqualification for future employment.EXPLANATION:rule:The following shall not amount to a penalty within the meaning of this(i) withholding of increments of a Subordinate Police Officer for failure topass a departmental examination in accordance with the rules ororders governing the rank or post or the terms of his appointment;(ii) stoppage of a Subordinate Police Officer at the efficiency bar in thetime-scale on the ground of his unfitness to cross the bar;(iii) non-promotion, whether in a substantive or officiating capacity, of aSubordinate Police Officer after consideration of his case, to a rank orpost for promotion to which he is eligible;(iv) reversion to a lower rank or post of a Subordinate Police Officerofficiating in a higher rank or post on the ground that he isconsidered, after trial, to be unsuitable for such higher rank or postor on administrative ground unconnected with his conduct;(v) reversion to his permanent rank or post of a Subordinate PoliceOfficer appointed in probation to another rank or post during or at theend of the period of probation in accordance with the terms of hisappointment or the rules and orders governing probation;(vi) replacement of the services of a Subordinate Police Officer at thedisposal of the authority which had lent his services;(vii) compulsory retirement of a Subordinate Police Officer in accordancewith the provisions relating to his superannuation or retirement;(viii) termination of the services-(a) of a Subordinate Police Officer appointed on a probation,during or at the end of the period of probation, in accordancewith the terms of his appointment or the rules and ordersgoverning probation; or(b) of a temporary Subordinate Police Officer in accordancewith rules 5 of the Central Civil Services (Temporary Services)Rules, 1949;(c) of a Subordinate Police Officer employed under anagreement, in accordance with the terms of suchagreement.Page 350 of 350

7. DISCIPLINARY AUTHORITIES:(1) The Inspector General of Police may impose any of the penaltiesspecified in rule 6 on any subordinate police officer.(2) Without prejudice to the provisions of sub-rule(1), but subject to theprovisions of sub-rule(3), any of the penalties specified in rule 6 maybe imposed on a subordinate Police Officer by the appointingauthority or the authority specified in the Schedule in this behalf.(3) Notwithstanding anything contained in this rule, no penalty specifiedin clauses (vii) to (x) of rule 6 shall be imposed by an authoritysubordinate to the Appointing Authority on any subordinate PoliceOfficer.8. PROCEDURE FOR IMPOSING MAJOR PENALTIES(1) Without prejudice to the provisions of the public servants (Inquiries)Act, 1850, (37 of 1850), no order imposing on a subordinate PoliceOfficer any of the penalties specified in clauses (vii) to (x) of rule 6shall be passed except after an inquiry, held as far as may be, in themanner hereinafter provided.(2) The Disciplinary Authority shall frame definite charges on the basis ofthe allegations on which the inquiry is proposed to be held. Suchcharges, together with a statement of the allegations on which theyare based, shall be communicated in writing to the Subordinate PoliceOfficer and he shall be required to submit, within such time as maybe specified by the Disciplinary Authority;(a) to such Authority, or,(b) where a Board of Inquiry or Inquiring Officer has beenappointed under sub-rule(3), to that Board of officer a writtenstatement of his defence and also to state whether he desires tobe heard in person.EXPLANATION:In this sub-rule and in sub-rule(4) the expression "the DisciplinaryAuthority" shall include the authority competent under these rules to imposeupon such Subordinate Police Officer any of the penalties specified inclauses (iii) to (vi) of rule 6.(3) The Disciplinary Authority may inquire into the charges itself or, if itconsiders it necessary so to do, it may either at the time of communicatingPage 351 of 351

the charges to the Subordinate Police Officer under sub-rule(2), at any timethere-after, appoint a Board of Inquiry or Inquiring Officer for the purpose.(4) The Subordinate Police Officer shall for the purpose of preparing hisdefence, be permitted to inspect and take extracts from such official recordsas he may specify, provided that such permission may be refused if, forreasons to be recorded in writing, in the opinion of the Disciplinary Authoritysuch records are not relevant for the purpose or it is against the publicinterest to allow him access thereto.(5) On receipt of the written statement of defence, or if no such statementis received within the time specified, the authority inquiring into the chargesunder sub-rule(3) hereinafter referred to as the inquiring authority mayinquire into such of the charges as are not admitted.(6) The inquiring authority shall, in the course of the inquiry, considersuch documentary evidence and take such oral evidence as may be relevantor material in regard to the charges. The Subordinate Police Officer shall beentitled to cross-examine witnesses examined in support of the charges andto give evidence in person and to examine witnesses in his defence. If theInquiring Authority declines to examine any witness on the ground that hisevidence is not relevant or material, it shall record the reasons in writing.(7) At the conclusion of the inquiry, the Inquiry Authority shall prepare areport of the inquiry, recording its findings on each of the charges togetherwith reasons thereof, if in the opinion of such Authority the proceedings ofthe inquiry establish charges different from those originally framed, it mayrecord findings on such charges provided that findings on such chargesshall not be recorded unless the Subordinate Police Officer has admitted thefacts constituting them or has had an opportunity of defending himselfagainst them.(8) The record of the inquiry shall include:-(i) the charges framed against the Subordinate PoliceOfficer and the statement of allegations communicated to himunder sub-rule(2);(ii) his written statement of defence if any;(iii) the oral evidence taken in the course of the inquiry;(iv) the documentary evidence considered in the course ofthe inquiry;(v) the orders, if any, made by the Disciplinary Authorityand the Inquiring Authority in regard to the inquiry; and(vi) a report setting out the finding on each charge and thereasons thereof.Page 352 of 352

(9) The Disciplinary Authority shall, if it is not the Inquiring Authorityconsider the record of the inquiry and record its findings on eachcharge.(10) (i) If the Disciplinary Authority, having regard to its findings onthe charges, is of the opinion that any of the penalties specified inclauses (vii) to (x) of rule 6 should be imposed, it shall(a) furnish to the Subordinate Police Officer a copy of thereport of the Inquiring Authority and, where the DisciplinaryAuthority is not the Inquiring Authority, a statement of itsfindings together with brief reasons for disagreement if any,with the findings of the Inquiring Authority; and(b) give him a notice stating the action proposed to be takenin regard to him and calling upon him to submit within aspecified time such representation as he may wish to makeagainst the proposed action.(ii) The Disciplinary Authority shall consider the representation, ifany, made by the Subordinate Police Officer in response to the noticeunder clause (i) and determine what penalty, if any, should beimposed on the Subordinate Police Officer and pass appropriateorders on the case.(11) If the Disciplinary Authority having regard to its findings, is of theopinion that any of the penalties specified in clause (iii) to (vi) of rule 6should be imposed, it shall pass appropriate orders in the case.(12) Orders passed by the Disciplinary Authority shall be communicated tothe Subordinate Police Officer who shall also be supplied with a copyof the report of the Inquiring Authority and, where the DisciplinaryAuthority is not the Inquiring Authority, a statement of its findingstogether with brief reasons for disagreement, if any, with the findingsof the Inquiring Authority, unless they have already been supplied tohim.9. PROCEDURE FOR IMPOSING MINOR PENALTIES(1) In every case where it is proposed to impose on a Subordinate PoliceOfficer any of the penalties mentioned in clause (i) and (ii) of rule 6, heshall be given an opportunity of explaining orally his conduct againstthe action proposed to be taken in regard to him. This explanationand the orders passed will be briefly recorded by the officer imposingthe penalty or penalties in a register maintained for this purpose.Page 353 of 353

(2) No order imposing any of the penalties specified in clauses (iii) to (vi)of rule 6 shall be passed except after-(a) the Subordinate Police Officer is informed in writing ofthe proposal to take action against him and of the allegationson which it is proposed to be taken and given an opportunity tomake any representation he may wish to make; and(b) such representation, if any is taken into considerationby the Disciplinary Authority.(3) The record of proceedings in cases under sub-rule (2) shall include-(i) a copy of the intimation of the Subordinate Police Officerof the proposal to take action against him;(ii) a copy of the statement of allegations communicated tohim;(iii) his representation, if any and(iv) the orders on the case together with the reasonstherefor.(4) Order passed by the Disciplinary Authority shall be communicated tothe Subordinate Police Officer.10. JOINT ENQUIRY(1) Where two or more Subordinate Police Officers are concerned in anycase, the President or the Inspector General of Police or any otherauthority competent to impose the penalty of dismissal from serviceon all such Subordinate Police Officers may make an order directingthat disciplinary action against all of them may be taken in a commonproceeding.(2) Subject to the provision of sub-rule(3) of rule 7, any such order shallspecify-(iii)(i) the authority which may function as the DisciplinaryAuthority for the purpose of such common proceedings;(ii) the penalties specified in rule 6 which such DisciplinaryAuthority shall be competent to impose; andwhether the procedure prescribed in rule 8 or rule 9 may befollowed in the proceeding.Page 354 of 354

11. SPECIAL PROCEDURE IN CERTAIN CASES:Notwithstanding anything contained in rules 8, 9 and 10-(1) where a penalty is imposed on a Subordinate Police Officer on theground of conduct which has led to his conviction on a criminalcharge; or(2) where the Disciplinary Authority is satisfied for reasons to berecorded in writing that it is not reasonably practicable to follow theprocedure prescribed in these rules or(3) where the President is satisfied that in the interest of the security ofthe State it is not expedient to follow such procedure, the DisciplinaryAuthority may consider the circumstances of the case and pass suchorders thereon as it deems fit.12. PROVISION REGARDING OFFICERS LENT TO STATE GOVT. ETC.(1) Where the services of a Subordinate Police Officer are lent to anyother Department of the Central Government or to a StateGovernment or Union Territory or to a local or other authority(hereinafter in this rule referred to as "the borrowing authority") theborrowing authority shall have the powers of the Appointing Authorityfor the purpose of placing him under suspension and of theDisciplinary Authority for the purpose of taking disciplinaryproceedings against him;Provided that the borrowing authority shall forthwith informthe authority which lent his services (hereinafter in this rule referredto as "the lending authority") of the circumstances leading to the orderof his suspension or the commencement of the disciplinary proceedingas the case may be, except in respect of proceedings under rule 9.(2) In the light of the findings in the disciplinary proceedings takenagainst the Subordinate Police Officer,(i) if the borrowing authority is of the opinion that any ofthe penalties specified in clauses (i) to (vi) of rule 6 should beimposed on him, it may pass such order on the case as itdeems necessary;(ii) if the borrowing authority is of the opinion that any ofthe penalties specified in clauses (vii) to (x) of rule 6 should beimposed on him, it shall replace his services at the disposal ofPage 355 of 355

the lending authority and transmit to it the proceedings of theinquiry and thereupon the lending authority may, if it is theDisciplinary Authority, pass such orders therein as it deemsnecessary, or if it is not the Disciplinary Authority submit thecase to the Disciplinary Authority which shall pass such orderson the case as it deems necessary;Provided that in passing any such order the Disciplinary Authorityshall comply with the provisions of sub-rules (10) & (11) of rule 8.EXPLANATION:The Disciplinary Authority may make an order under this clause onthe record of the inquiry transmitted by the borrowing authority, or afterholding such further inquiry as it may deem necessary.13. PROVISION REGARDING OFFICERS BORROWED FROM STATEGOVT. ETC.(1) Where an order of suspension is made or a disciplinary proceeding istaken against a Subordinate Police Officer whose services have beenborrowed from a State Government, a Union Territory, a local or otherauthority, the authority lending his services (hereinafter in this rulereferred to as "the lending authority") shall forthwith be informed ofthe circumstances leading to the order of his suspension or thecommencement of the disciplinary proceedings, as the case may be.(2) In the light of the findings in the disciplinary proceedings takenagainst the Subordinate Police Officer-(i) if the Disciplinary Authority is of the opinion that any ofthe penalties specified in clause (i) to (vi) of rule 6 should beimposed on him it may pass such orders on the case as itdeems necessary;(ii) if the disciplinary authority is of the opinion that any ofthe penalties specified in clauses (vii) to (x) of rule 6 should beimposed on him, it shall replace his services at the disposal ofthe lending authority and transmit to it the proceedings of theinquiry for such action as it deems necessary;(iii) notwithstanding anything contained in clause (ii) of subrule(2) when the Disciplinary Authority is of opinion that aSubordinate Police Officer whose services have been borrowedfrom a State Govt. or a Union Territory is guilty of misconductso as to warrant the imposition of any of the penalties specifiedin clauses (vii) to (x) of rule 6 it may at its discretion revertsuch Subordinate Police Officer to the lending authorityPage 356 of 356

without holding an inquiry at all and report the details of thecase to the lending authority for such action as it deemsnecessary.PART-IV- APPEALS14. APPEALS AGAINST ORDERS OF SUSPENSIONA Subordinate Police Officer may appeal against an order ofsuspension to the authority to which the authority which made or is deemedto have made the order is immediately subordinate.15. APPEALS AGAINST ORDERS IMPOSING PENALTIES(1) A Subordinate Police Officer may appeal against an order of theInspector General of Police imposing upon him any of the penaltiesspecified in clauses (iii) to (x) of rule 6 to the Secretary to theGovernment of India, Ministry of Home Affairs.(2) Subject to the provisions contained in sub-rule (1), a SubordinatePolice Officer may appeal against an order imposing upon him any ofthe penalties specified in clauses (iii) to (x) of rule 6 to the authorityspecified in this behalf in the Schedule.(3) No appeal shall lie against an order imposing any of the penaltiesspecified in clauses (i) and (ii) of rule 6.EXPLANATIONIn this rule the expression 'Subordinate Police Officers' includes aperson who has ceased to hold any rank or post mentioned in the Schedule.16. APPEAL AGAINST OTHER ORDERS(I)A Subordinate Police Officer may appeal against an order which-(a) denies or varies to his disadvantage his pay, allowances,pension or other conditions of service as regulated by any rulesor by agreement, or(b) interprets to his disadvantage the provisions of any suchrule or agreement, to the President, if the order is passed bythe authority which made the rules or agreement, as the casemay be or by any authority to which such authority issubordinate, and to the authority which make such rules oragreement, if the order is passed by any other authority.Page 357 of 357

(2) An appeal against an order-(a) stopping a Subordinate Police Officer at the efficiencybar in the time-scale on the ground of his unfitness to crossthe bar;(b) reverting to a lower rank or post, a Subordinate PoliceOfficer officiating in a higher rank or post, otherwise, than as apenalty;(c) reducing or withholding the pension or denying themaximum pension admissible under the rules; and(e) determining the pay and allowances for the periodof suspension to be paid to a Subordinate PoliceOfficer on his reinstatement or determiningwhether or not such period shall be treated as aperiod spent on duty for any purpose, shall lie tothe authority to whom the authority passing suchorder is immediately subordinate.EXPLANATION:In this rule:-(i) the expression, 'Subordinate Police Officer' includes a person who hasceased to hold a rank or post mentioned in the schedule;(ii)the expression 'pension' includes additional pension, gratuity and anyother retirement benefit.17. PERIOD OF LIMITATION FOR APPEALSNo appeal under this part shall be entertained unless it is submittedwithin a period of three months from the date on which the appellantreceives a copy of the order appealed against:Provided that the appellate authority may entertain the appeal afterthe expiry of the said period, if it is satisfied that the appellant had sufficientcause for not submitting the appeal in time.18. FORM AND CONTENTS OF APPEAL(1) Every person submitting an appeal shall do so separately and in hisown name.(2) The appeal shall be addressed to the authority to whom the appeallies, shall contain all material statements and arguments on whichPage 358 of 358

the appellant relies; shall not contain any disrespectful or improperlanguage, and shall be complete in itself.19. SUBMISSION OF APPEALSEvery appeal shall be submitted to the authority which made theorder appealed against:Provided that if such authority is not the head of the office in whichthe appellant may be serving, or if he is not in service, the head of the officein which he was last serving, or is not subordinate to the head of such office,the appeal shall be submitted to the head of such office who shall forward itforthwith to the said authority;Provided further that copy of the appeal may be submitted direct tothe appellate authority.20. WITHHOLDING OF APPEALS(1) The authority which made the order appealed against may withholdthe appeal if -(i) it is an appeal against an order from which no appeallies; or(ii) it does not comply with any of the provision of rule 18;or(iii) it is not submitted within the period specified in rule 17and no cause is shown for the delay; or(iv) it is a repetition of an appeal already decided and nonew facts or circumstances are adduced:Provided that an appeal withheld on the ground only that itdoes not comply with the provisions of rule 18 shall be returned to theappellant and , if re-submitted within one month thereof aftercompliance with the said provisions, shall not be withheld.(2) Where an appeal is withheld, the appellant shall be informed of thefact and the reasons whereof.(3) At the commencement of each quarter a list of the appeals withheldby any authority during the previous quarter, together with thereasons for withholding them, shall be furnished by that authority tothe appellate authority.Page 359 of 359

EXPLANATION:"Quarter" means a period of three months commencing on the first ofJanuary, the first of April, the first of July and the first of October of eachyear.21. TRANSMISSION OF APPEALS:(1) The authority which made the order appealed against shall, withoutany avoidable delay, transmit to the appellate authority every appealwhich is not withheld under rule 20, together with its commentsthereon and the relevant records.(2) The authority to which the appeal lies may direct transmission to it ofany appeal withheld under rule 20 and thereupon such appeal shallbe transmitted to that authority together with the comments of theauthority withholding the appeal and the relevant records.22. CONSIDERATION OF APPEALS:(1) In the case of an appeal against an order of suspension, the appellateauthority shall consider whether in the light of the provisions of rule 5and having regard to the circumstances of the case the order ofsuspension is justified or not and confirm or revoke the orderaccordingly.(2) In the case of an appeal against an order imposing any of thepenalties specified in rule 6, except those specified in clauses (i) and(ii) the appellate authority shall consider-(a) whether the procedure prescribed in these rules hasbeen complied with and if not, whether such non-compliancehas resulted in violation of any provisions of the constitution orin failure of justice;(b) whether the findings are justified; and(c) whether the penalty imposed is excessive, adequate orinadequate; and pass orders-(ii)(i) Setting aside, reducing, confirming or enhancingthe penalty; orremitting the case to the authority which imposed the penaltyor to any other authority with such direction as it may deem fitin the circumstances of the case;Page 360 of 360

PROVIDED THAT-(i) the appellate authority shall not impose any enhanced penaltywhich neither such authority nor the authority which made theorder appealed against is competent in the case to impose;(ii) no order imposing an enhanced penalty shall be passed unlessthe appellant is given an opportunity of making any representationwhich he may wish to make against such enhanced penalty; and(iii) if the enhanced penalty which the appellate authority proposesto impose is one of the penalties specified in clauses (vii) to (x) ofrule 6 and an inquiry under rule 8 has not already been held inthe case, the appellate authority shall, subject to the provisions ofrule 11, itself hold such inquiry or direct that such inquiry be heldand thereafter on consideration of the proceedings of such inquiry,and after giving the appellant an opportunity of making anyrepresentation which he may wish to make against such penalty,pass such orders as it may deem fit.(3) In the case of an appeal against any order specified in the rule 16, theappellate authority shall consider all the circumstances of the caseand pass such orders as it deems just and equitable.23. IMPLEMENTATION OF ORDERS IN APPEAL:The authority which made the ordes appealed against shall give effectto the orders passed by the appellate authority.24. FORWARDING OF APPEAL TO HIGHER AUTHORITY IN CERTAINCASES.Notwithstanding anything contained in this part, where the personwho made the order appealed against becomes by virtue of his subsequentappointment or otherwise, the appellate authority in respect of the appealagainst such order, such person shall forward the appeal to the authority towhich he is immediately subordinate and such authority shall, in relation tothe appeal, be deemed to be the appellate authority for the purposes of theserules.PART-V- REVIEW25. REVIEW BY THE INSPECTOR GENERAL OF POLICE, DELHI SPECIALPOLICE ESTABLISHMENTPage 361 of 361

The Inspector General of Police, if he is not the authority to which anappeal against an order imposing any of the penalties specified in rule 6 lies,may, of his own notion or otherwise, call for the records of the case in adisciplinary proceeding, review any order passed in such a case and(a)(b)(c)(d)confirm, modify or set aside the order;impose any penalty or set aside, reduce confirm, or enhance thepenalty imposed by the order;remit the case to the authority which made the order of to any otherauthority directing such further action or enquiry as he considersproper in the circumstances of the case; orpass such other order as he deems fit.PROVIDED THAT-(i)an order enhancing the penalty shall not be passed unless the personconcerned has been given an opportunity of making anyrepresentation which he may wish to make against such enhancedpenalty;(ii)if the Inspector General of Police proposes to impose any of thepenalties specified in clauses (vii) to (x) of rule 6 in a case where aninquiry under rule 8 has not been held, he shall, subject to theprovisions of rule 11, direct that such inquiry be held and thereafteron consideration of the proceedings of such inquiry and after givingthe person concerned an opportunity of making any representationagainst such penalty, pass such order as he may deem fit; and(iii)no action under this rule shall be initiated by the Inspector General ofPolice, more than two years after the date of the order to be reviewed.26. REVIEW BY APPELLATE AUTHORITY:The authority to which an appeal against an order imposing any ofthe penalties specified in rule 6 lies, may of its own notion or otherwise andif no appeal has been preferred, call for the records of the case in adisciplinary proceeding, review any order passed in such a case, and passsuch orders as it deems fit, as if the Subordinate Police Officer had preferredan appeal against such order;PROVIDED THAT-no action under this rule shall be initiated more than six months afterthe date of the order to be reviewed.Page 362 of 362

PART-VI- MISCELLANEOUS27. THE CENTRAL CIVIL SERVICES (CLASSIFICATION, CONTROL ANDAPPEAL) RULES. NOT TO APPLY TO SUBORDINATE POLICEOFFICERS.(1) The Central Civil Services (Classification, Control and Appeal) Rulesand any notifications issued and orders made thereunder shall ceaseto apply to all subordinate police officers.PROVIDED THAT-(a)such cessation shall not affect the previous operation of the saidrules, notification and orders or anything done or any action takenthereunder;(b)any proceeding under the said rules, notifications or orders pendingat the commencement of these rules shall be continued and dispose ofas far as may be, in accordance with the provisions of these rules;(2) nothing in these rules shall operate to deprive any Subordinate PoliceOfficer of any right of appeal which had accrued to him under theCentral Civil Services (Classification, Control and Appeal) Rules,1957, or any notifications or orders issued thereunder in respect ofany order passed before the commencement of these rules.(3) An appeal pending at or preferred after the commencement of theserules against an order made before such commencement shall beconsidered and orders thereon shall be passed in accordance withthese rules.28. SPECIAL PROVISION BY AGREEMENT:Where it is considered necessary to make special provisions in respectof a Subordinate Police Officer, inconsistent with any of these rules, theauthority making the appointment may, with the previous approval of thePresident and by agreement with such Subordinate Police Officer, makesuch special provisions and thereupon these rules shall not apply to suchSubordinate Police Officer, to the extent to which the special provision somade are inconsistent therewith.29. REMOVAL OF DOUBTS:-Page 363 of 363

Where a doubt arises as to the interpretation or application of any ofthe provisions of these rules, the matter shall be referred to the Presidentwhose decision thereon shall be final.Sd- TCA RamanujachariDy. Secy. to the Govt. of India.No. 15/18/59-AVD Dated: November, 1961.1. Copy to Inspr. Genl. of Police, SPE, New Delhi.2. Ministry of Law (Department of Legal Affairs) for information.Page 364 of 364

SCHEDULEDescriptionof rank orpost1Appointingauthority2Authority empowered to impose penalties and penaltywhich it may imposeAuthority3Penalties4i) Fatigue duty in the case of Constables onlyii) Extra guard duty (in the case of Head Constablesand Constables only)iii) Black Markiv) Censurev) Withholding of increments or promotionvi) Recovery from pay of the whole or part of anypecuniary loss caused to the Government bynegligence or breach of ordersvii) Reduction to a lower rank or post or to a lowertime scale or to a lower state in a time scaleviii) Compulsory retirementix) Removal from service which shall not be adisqualification for future employmentx) Dismissal from service which shall ordinarily be adisqualification for future employment.AppellateAuthority51 2 3 4 5Delhi Special Police Establishment(sub-ordinte ranks)1. InspectorsincludingTechnicalInspectors,Assistant PublicProsecutors Grade-I2. Sub-Insprs.includingTechnical Sub-Inspectors, Asstt.Public ProsecutorsGrade-II and Asstt.Sub-Inspectors3. HeadConstablesDy. Inspr. Genl. ofPoliceDy. Inspr. Genl. ofPoliceSupdt. ofPolice/Asstt. Inspr.Genl. of Policei) Supdt.ofPolice/Assistant Inspr.Genl. of Policeii) Dy. Inspr. Genl. ofPolicei) Supdt. of Police/Asstt.Inspector General ofPoliceii)Dy. Inspr. Genl. ofPolicei) Dy. Supdt. of Policeii) Supdt. of Police/AIG4. Constables SP/AIG i) Dy. Supdt. of Policeii) Supdt. of Police/AIG(iv) to (vii)All(iv) to (vii)All(ii)All(i) & (ii)All(i) Dy. Inspr. Genl.of Police(ii) InspectorGeneral of Police(i) Dy. Inspr. Genl.of Police(ii) InspectorGeneral of Police(i) No appealallowed.(ii) Dy. Inspr.Genl. of Police(i) No appealallowed(ii) Dy. Inspr.Genl. of PoliceNote : (i) In respect of Sub-ordinate Police Officers of the ranks of HCs and FCs attached toHeadquarters of the Delhi Special Police Establishment, the Asstt. Director(P) will exercise the powers ofthe Supdt. of Police as noted above. SP(Hqrs.) in CBI, Head Office will now exercise the powers in place ofAD(P).(ii) In particular cases in which the Inspr. Genl. of Police was actually the appointingauthority, the punishments at items vii to x will be awarded by him.Page 365 of 365

GOI, DP&AR No. 202/44/71-AVD.II dated 30.10.1973ORDERS.O............. In exercise of the powers conferred by sub-rule(2) of rule 9,clause (b) of sub-rule (2) of rule 12 and sub-rule (1) of rule 24 of the CentralCivil Services (Classification, Control and Appeal) Rules, 1965 and insupersession of the existing orders on the subject, the President herebydirects that:-(i) in respect of the posts in the General Central Services, Class II,specified in column 1 of the Part I of the Schedule to this Order, theauthority specified in column 2, shall be the Appointing Authority and theAuthority specified in column 3 shall be the Disciplinary Authority in regardto the penalties specified in column 4;(ii) in respect of the posts in the General Central Service, Class III andthe General Central Service, Class IV, specified in column 1 of Part II andPart III of the said Schedule, the Authority specified in column 2 shall be theAppointing Authority and the authority specified in column 3 and 5 shall bethe Disciplinary Authority and Appellate Authority respectively in regard tothe penalties specified in column 4,(SCHEDULE)No. 202/44/71-AVD.II dated 30.10.1973.Sd- B.C.VanjaniUnder Secy. to the Govt. of India.Copy forwarded for information to:1. The Director, CBI, New Delhi.xxx xxx xxx xxxPage 366 of 366

SCHEDULEDescription ofpost1Part-I - General Central Service, Class IIAppointingauthority2Authority empowered to imposepenalties and penaltiesand penalties which it may impose (With reference to item numbers in rule11)Appellate Authority5AuthorityPenalties341. Dy. Supdt. ofDirector,(i) Director, CentralAllPresidentPoliceCentralBureau of InvestigationBureau ofInvestigation(ii) JointDirector/AdditionalDirector(i) to (iv)Director, Central Bureauof Investigation2. Senior PublicProsecutor-do-(i) Director, CentralBureau of Investigation(ii) JointDirector/AdditionalDirectorAll(i) to (iv)PresidentPresidenTo be modifiedin the light ofthe revisedrecruitmentrulestDir./CBI3. Jr. Technical-do-(i) Director, CBIAllPresidentOfficer(Accounts)(ii) Joint Director/ Addl.Director(i) to (iv)Director, CBI4. Jr. Technical-do-(i) Director, CBIAllPresidentOficer (Income-Tax)(ii) Joint Director/ Addl.(i) to (iv)Director, CBIDirector5. Hindi Officer -do- (i) Director, CBIAllPresident(ii) Joint Director/ Addl.Director6. Office Supdt. -do- (i) Director, CBI(i) to (iv)AllDirector, CBIPresident(ii) Joint Director/ Addl.(i) to (iv)Director, CBIDirector7. Jr. ScientificOfficer-do-(i) Director, CBIAllPresident(ii) Joint Director/ Addl.(i) to (iv)Director, CBIDirector8. Senior-do-(i) Director, CBIAllPresidentScientificAssistant (ClassII Non-Gazetted)(ii) Joint Director/ Addl.Director(i) to (iv)Director, CBIPage 367 of 367

SCHEDULEPart-II- General Central Service, Class IIIDescription ofrank or post11. CounterfeitExpertAppointingauthorityAuthority empowered to imposepenalties and penalty which it mayimpose (with reference to item numbers2 Authority3in rule 11)Penalties4Appellate AuthorityDIG/DD DIG/DD All Joint Director/CBI2. Crime Asstt. -do- -do- All -do-3. Hindi Asstt. -do- -do- All -do-4. PersonalAsstt.-do- -do- All -do-5. Head Clerk -do- i) DIG/DDAll5Joint Director, CBI6. SelectionGradeSr. Clerk.Steno.7. Sr. ClerkSteno8. UpperDivisioin Clerk9. Sr. CrimeClerk10. LowerDivision Clerk11. Jr. CrimeClerk12. Sr.GestetnerOperatorii) SP(i) to (iv)DIG/CBI-do- -do- All DIG/CBISupdt. ofPoliceDIG/DDSupdt. of Police All DIG/DDi) DIG/DDii) SPAll(i) to (iv)Joint Director/CBIDIG/DD-do- DIG/DD All Joint Director, CBISupdt. ofPoliceSupdt. of Police All DIG/DDDIG/DD DIG/DD All Joint Director/CBI-do- -do- All -do-13. Munim -do- i) DIG/DDAllJoint Director, CBIii) Supdt. of Police(i) to (iv)DIG/DD14. Operseer -do- DIG/DD All Joint Director, CBI15. Asstt.Librarian-do- -do- All -do-16. Curator -do- -do- All -do-17. PunchmanVerifier18. ProofReader19. PublicProsecutor20. AssttPublicProsecutor-do- -do- All -do--do- -do- All -do--do- -do- All-do- -do- All-do-(To be modified in thelight of revisedrecruitment rules)(Dy. Director, Central Bureau of Investigation is ex-officio Dy. Inspr. Genl. of Police, CentralBureau of Investigation).Page 368 of 368

SCHEDULEPart-III- General Central Services, Class IVDescription of rankor post1Appointingauthority2Authority empowered to impose penalties andpenalties which it may impose (with reference toitem numbers in rule 11)Authority3PenaltiesAppellateAuthority4 51. Daftry SP/AIG SP/AIG All DIG/DD2. Jr. GestetnerOperator-do- -do- All DIG/DD3. Sweeper -do- -do- All DIG/DD4. Peon AIG AIG All DIG/DD(Dy. Director, Central Bureau of Investigation is ex-officio Dy. Inspr. Genl. of Police, CentralBureau of Investigation)Sd/- B.C. VanjaniUnder Secretary to the Government of IndiaPage 369 of 369

APPENDIX-V1ADMINS MODULE1. The Computerization Project of the CBI envisagescomputerization of various functions of the CBI. One of the areascovered by the project are office automation and the management ofvarious administrative functions. For this purpose, a software modulenamely ADMINS has been developed to facilitate administrative workand it has been fully implemented in the CBI.2. The ADMINS module is acronym for ‘AdministrationInformation System’. It covers the following major administrationrelated activities carried out by the Administration Division as well asthe branches of the CBI namely,(i)(ii)(iii)(iv)(v)(vi)(vii)(viii)Personnel Information SystemAccommodationAdvancesBudget Monitoring SystemCBI Benevolent FundPay roll and Provident FundVehicles, Equipment and Dead Stock InformationTraining Division Information SystemPersonnel Information System (PIS)PIS will aid in maintenance of :Employee details like qualifications, postings, pay, deputation,awards, training attended, foreign visits etc.Vacancy status of CBI branches.Status of ACRs.Information about officers being considered for induction in CBI.Details regarding deputation from/to CBI.Details of employees under suspension or against whomdisciplinary proceedings are contemplated.Details regarding payment to the Armed Guards.Page 370 of 370

It will aid the recruitment/promotion processes.Accommodation ModuleWill aid in maintenance of :CBI pooled quarter informationQuarter occupancyLicence fee recoveryWaiting list for accommodationOfficial and residential buildingsCBI landDetails of proposals for purchase/lease of land/ buildingsAdvances ModuleWill aid in maintenance of :House Building Advance and Motor Car AdvanceRecovery of advancesDetails on pending applicationsFunds available with CBI for the financial yearBudget Monitoring SystemWill aid in maintenance of:Budget allocation, reallocation and revisionFunds utilisationHead-wise budget allocation for all the BranchesMonthly head-wise expenditure for each BranchBudget utilisation recordsConsolidated expenditure reportsBill-wise expenses entryCBI Benevolent Fund ModuleWill aid in maintenance of:Subscriber’s detailsDefaulter’s detailsRelief and loansRecovery of loanInvestments, receipts, issues from the fund accountEnable to effectively monitor the CBF subscription and utilisation.Payroll SystemPage 371 of 371

Will aid in maintenance of :Employee’s earnings and deductions.Loan, advances & licence fee recovery.Savings information and bonus detailsIncome tax deductions.Recoveries to be made on account of deputationists.Pay bills, supplementary pay bills, pay slips, supplementary pay slips,GPF schedules bank statements, GPF statements etc. will begenerated.Vehicles, Equipment, Telephone and Dead Stock InformationSystemWill aid in maintenance of :Expenditure on a vehicle i.e. purchase, monthly maintenance, petrol,accidental repairs etc.Monitor the vehicle performance by consolidating the monthlyinformation received on expenses and km run.Identify the vehicles due for condemnation.Purchase, issue, return and condemnation details of office equipmentand dead stock.Identifying the equipment which is due for AMC.Provide updated dead stock availability status.Details of telephone connections, allotments and expenses on them.Training Division ModuleWill aid in maintenance of :Details of coursesSchedules of coursesDetails of course participantsFaculty detailsNominationsParticipant’s profileCourse feedbackEvaluationPage 372 of 372

Annexure - INo.4/31/61-TGOVERNMENT OF INDIAMINISTRY OF HOME AFFAIRSRESOLUTIONNEW DELHI - 11, the 1st April, 1963.The Government of India have had under consideration theestablishment of a Central Bureau of Investigation for the investigation ofcrimes at present handled by the Delhi Special Police Establishmentincluding specially important cases under the Defence of India Act and Rulesparticularly of hoarding, black-marketing and profiteering in essentialcommodities, which may have repercussions and ramifications in severalStates; the collection of intelligence relating to certain types of crime;participation in the work of the National Central Bureau connected with theInternational Criminal Police Organisation; the maintenance of crimestatistics and dissemination of information relating to crime and criminals;the study of specialised crime of particular interest to the Government ofIndia or crimes having all India or inter-State ramifications or of particularimportance from the social point of view; the conduct of police research; andthe co-ordination of laws relating to crime. As a first step in that direction,the government of India have decided to set up with effect from 1st April,1963 a Central Bureau of Investigation at Delhi with the following sixDivisions, namely :-(i)(ii)(iii)(iv)(v)(vi)Investigation and Anti-Corruption Division,(Delhi Special Police Establishment)Technical Division,Crime Records and Statistics Division,Research Division,Legal and General Division,Administration Division.The Charter of functions of the above said Divisions will be as given inthe annexure. The assistance of the Central Bureau of Investigation will alsobe available to the State Police Forces on request for investigating andassisting in the investigation of inter-State crime and other difficult criminalcases.sd/-( V. Viswanathan )Secretary to the Government of IndiaNo. 4/31/61-T New Delhi-11, the 1st April, 1963.Page 373 of 373

ORDER : Ordered that a copy of the Resolution be communicated toall State Governments/Union Territories Administrations;Director, Intelligence Bureau; Inspector General, SpecialPolice Establishment, Delhi; all Ministries/Departments ofthe Govt. of India.Ordered also that the Resolution be published in theGazette of India for general information.sd/-( V. Viswanathan )Secretary to the Government of IndiaPage 374 of 374

Encl. To Annexure-IIINVESTIGATION AND ANTI-CORRUPTION DIVISION (Delhi SpecialPolice Establishment)(1) Cases in which public servants under the control of the CentralGovernment are involved either by themselves or along with StateGovernment servants and/or other persons.(2) Cases in which the interests of the Central Government, or of anypublic sector project or undertaking, or any statutory corporation orbody set up the financed by the Government of India are involved.(3) Cases relating to breaches of Central Laws with the enforcement ofwhich the Government of India is particularly concerned, e.g.(a) breaches of Import and Export Control Orders,(b) Serious breaches of Foreign Exchange Regulation Act,(c) Passport frauds,(d) cases under the Official Secrets Act pertaining to theaffairs of the Central Government,(e) cases of certain specified categories under the Defence ofIndia Act or Rules with which the Central Government isparticularly concerned.(4) Serious cases of cheating or fraud relating to the Railways, or Post &Telegraph Department, particularly those involving professionalcriminals operating in several States.(5) Crime on the High Seas.(6) Crime on the Airlines.(7) Important and serious cases in Union Territories particularly those byprofessional criminals.(8) Serious cases of fraud, cheating and embezzlement relating to PublicJoint Stock Companies.(9) Other cases of a serious nature, when committed by organised gangsor professional criminals, or cases having ramifications in severalStates including Union Territories, serious cases of spurious drugs,important cases of kidnapping of children by professional inter-statePage 375 of 375

gangs, etc. These cases will be taken up only at the request of or withthe concurrence of the State Government/Union TerritoriesAdministrations concerned.(10) Collection of intelligence about corruption in the public services andthe projects and undertaking in the public sector.(11) Prosecution of cases investigated by this Division.(12) Presentation of cases before Enquiry Officers in which departmentalproceedings are instituted on the recommendations of this Division.II.TECHNICAL DIVISION.(1) Technical assistance in investigation of cases involving accounts.(2) Specialised assistance in cases involving Railway and Postal accounts.(3) Assistance in cases involving assessment of Income-Tax, Estate Duty,etc.(4) Examination of accounts and assets etc. in cases relating toallegations of disproportionate assets.(5) Examination of cases investigated by the Bureau which have anIncome-tax aspect, and communication of information with a view toenabling the Income-tax Department to recover the evaded tax.III.CRIME RECORDS & STATISTICS DIVISION.(1) Maintenance of all-India statistics of crime.(2) Study of all-India trends in thefts and losses, and recoveries of firearmsand ammunition, and note-forgery and counterfeit coining.(3) Collection and dissemination of information about important inter-State criminals.(4) Preparation and circulation of reports and reviews relating to crime inIndia.(5) Participation in the work of the I.C.P.O., N.C.B., U.N.O. Reporter forCrime.Page 376 of 376

IV.RESEARCH DIVISION.(1) Analysis and study of specialised crimes and of problems of a generalnature affecting the Police, e.g.(i)(ii)(iii)iv)(v)(vi)(vii)(viii)(ix)(x)(xi)trends and causes of serious crimes in different areas,preventive measure, their effectiveness and relationship withcrime,improvement in methods of investigation, utility and results ofIntroducing scientific aids and equipment,Inadequacy of laws; coordination of laws relating to crime invarious States,criminal gangs operating in more than one State - wanderinggangs - Ex-criminal Tribes - habitual offenders,crime amongst the Tribal people,inter-State note-forgery and counterfeiting,social factors in crime,industrialisation and crime,juvenile delinquency,kidnapping of women and children.(2) Participation in the work of the Central Forensic Science AdvisoryCommittee and the Central Medico Legal Advisory Committee.V. LEGAL AND GENERAL DIVISION(A)LEGAL SECTION(1) Legal Advice in cases investigated by the Investigation and AnticorruptionDivision.(2) Conducting prosecution in important cases.(3) Review of judicial decisions relating to criminal law and procedure forpublication in the C.B.I. Gazette.(4) Compilation and circulation of Law Digest.(5) Inadequacy of and amendments of laws.(6) Coordination of laws relating to crime in various States.(B)GENERAL SECTIONPage 377 of 377

(1) Matters relating to organisation, policy and procedure.(2) Inter-State Conferences relating to crime and anti-corruption work.(3) Appreciation reports regarding modes of corruption in variousGovernment Departments and Public Undertakings.(4) Correspondence with Ministries and States on general questionsrelating to policy, procedure, etc.(5) Training Courses in anti-corruption work.(6) C.B.I. Gazette.(7) Photographic section.VI.ADMINISTRATION DIVISIONAll establishment and accounts matters.-----------Page 378 of 378

Annexure - IIINo.21/43/2002-PD-01307Central Bureau of InvestigationPolicy & Co-ordination Division,North Block, New Delhi-110001.May 30, 2003ORDERA committee was constituted to suggest restructuring andrationalization of staff strength in CBI. The Committee suggestedrestructuring of CBI branches/regions under each Joint Director. Therecommendations made by the Committee were discussed with all JointDirectors. After detailed deliberations the proposal of the Committee torestructure and rationalise the staff strength was accepted with certainmodifications. However, it is clarified that the restructuring andrationalization is being effected for optimal utilization of Human resourcesand intends to improve the overall performance of the organization. This isnot intended to be a rigid or permanent measure and would be amenable tochanges/ modifications to take care the dynamics of CBI functioning.The following restructuring is ordered in suppression of all theprevious orders on the subject:ANTI-CORRUPTION DIVISIONAnti-Corruption Division of CBI is organised into Zones, Regions andBranches/Units with jurisdiction as detailed below. In the functioning of theDivision, the Director, CBI will be assisted by Special Director/AdditionalDirector (A) with Joint Directors heading each Zone. The territorialjurisdiction of each Zone is given below:S.No Name of the Branch Location ofBranch/unitLocation ofregion/ DIGJDJurisdiction1 2 3 4 5 6DELHI ZONE1 Anti-Corruption Region-IDelhiNewDelhiDIG/ACR-I NewDelhiJD/ACZ/DELHIEntire area ofNational CapitalPage 379 of 379

SP-I ACB-I DelhiSP-II ACB-I Delhi(Existing SP- I & II/ACBDelhi)Territory of Delhi2 Anti-Corruption Region-II,DelhiNewDelhiDIG/ACR-IINew Delhi-do--do-SP-I ACB-II DelhiSP-II ACB-II Delhi(Existing SP-III & SP-IV/ACB Delhi)3 Anti -Corruption RegionJaipur*JaipurDIG/ACR(Jaipur)-do-State of RajasthanSP/ACB/JaipurJodhpur (Unit) underSP/ACB/Jaipur* As amended vide order No. DP0992003/21/43/2002-PD-1069 dated4 Anti -CorruptionRegion ChandigarhSP/ACB/CHG.(with Unit at Shimla)5 Anti-CorruptionBranch JammuSP/ACB/Jammu6 Anti-CorruptionRegion BhopalSP/ACB/Bhopal7 Anti-CorruptionBranch Jabalpur(including CHTG. Unit)SP/ACB/JBL.8 Anti-CorruptionRegion LucknowSP/ACB/LKO9 Anti-CorruptionBranch Dehradun(including GhaziabadUnit)SP/ACB/Dehradun7.05.2003.NORTH ZONEChandigarh DIG/ACRChandigarhJD/ACZ/North(Delhi)State of Punjab, Haryana,Himachal Pradesh & UnionTerritory of Chandigarh.Shimla Unit will havejurisdiction in the State ofHimachal Pradesh.Jammu -do- -do- State of Jammu & KashmirBhopalJabalpur(To beshifted toRaipur indueCourse)LucknowDIG/ACRBhopal-do-Gwalior, Morena, Bhind,Shivpuri, Guna, Vidisha,Shajapur. Dewas, Ujjain,Indore, Dhar, Ratlam,Jhabua, Mandsaur, Rajgarh,East Nimar(Khargone),Sehore, Raisen, Bhopal,Hoshangabad, Khandwa,Betul Districts of MadhyaPradesh,-do- -do- State of ChhatisgarhState of Madhya Pradeshexcluding the areasmentioned against BhopalBranch.DIG/ACRLucknow-do-State of U.P. except the areamentioned against DehradunBranchDehradun -do- -do- Nainital, Pithoragarh,Almorah, Chamoli, Garhwal,Tehri Garwal, Uttar Kashi,Dehradun, Meerut,Ghaziabad,Muzzafarnagar,BulandshaharSaharanpur, Hardwar, Agra,Etah Aligarh, Mainpuri,Mathura districts of UttarPradeshPage 380 of 380

WEST ZONE10 Anti-CorruptionRegion-I Mumbai(SP-I, ACB MumbaiSP-II, ACB MumbaiSP-III, ACB MumbaiGoa (Unit) under SP-III/ACB Mumbai11 Anti-CorruptionRegion– IIMumbaiDIG/ACR-IMumbaiGandhinagar DIG/ACR-IIGandhinagarJD/ACZ/West(Mumbai)-do-State of Maharashtra(excluding the areasmentioned againstNagpur Branch). UnionTerritories of Daman.Diu, Dadra and NagarHaveli, State of GoaState of GujaratAnti-CorruptionBranchGandhinagarSP/ACB/Gandhinagar.12 Anti-CorruptionBranch NagpurSP/ACB/Nagpur13 Anti CorruptionBranch Vadodara*SP/ACB/VadodaraNagpur -do- -do- Bhandara, Chandrapur,Garhchiroli, Wardha,Amravati, Akola,Buldhana. Yavatmal,Aurangabad, JalnaParbhani, Beed,Nanded. Osmanabad,Latur & Nagpur districtsof MaharashtraVadodara -do- -do- Valsad, Bharuch, Surat,Vadodara, Khera(including Anand),Mehsana, Dang,Panchmahal,Sabarkantha,Banaskantha of state ofGujarat.5.8.2003.* As amended vide order No. 21/43/2002-PD-01953 datedCENTRAL ZONE DELHI*14 Anti-CorruptionRegion PatnaPatnaDIG/ACRPatnaJD/ACZ/Central(Delhi)State of BiharSP/ACB/Patna15 SP/AHD Patna Patna -do- -do- -do-16 Anti-Corruption Ranchi DIG/ACR -do- State of JharkhandRegion RanchiRanchiSP/ACB/Ranchi17 SP/AHD Ranchi Ranchi -do- -do- -do-18 Anti -Corruption Dhanbad -do- -do- State of JharkhandBranch DhanbadSP/ACB/DhanbadPage 381 of 381

* As amended vide order No. DP0992003/21/43/2002-PD-1068 dated7.05.2003SOUTH ZONE19 Anti-Corruption RegionChennaiAnti-Corruption BranchChennaiSP-I/ACB/ChennaiSP-II/ ACB/Chennai20 Anti-Corruption BranchCochinSP/ACB/Cochin.21 Anti-Corruption RegionHyderabadAnti-Corruption BranchHyderabadSP/ACB/Hyd.22 Anti-Corruption Branch,VishakhapatnamSP/ACB/ Vizag.23 Anti-Corruption Branch,BangaloreSP/ACB/BangaloreChennaiDIG/ACRChennai-JD/ACZ/South(Chennai)State of Tamil Nadu &Union Territory ofPondicherryCochin -do -do- State of Kerala & theUnion Territory ofLakshadweepHyderabadDIG/ACRHyderabad-do-State of AndhraPradesh excluding theareas mentionedagainstVishakhapatnamBranchVizag. -do- -do- Vishakhapatnam,Srikakulam, EastGodavari,Krishna,Guntur,Prakassam & Nelloredistricts of AndhraPradesh.Bangalore -do- -do- State of KarnatakaEAST ZONE24 Anti-Corruption RegionKolkataSP-I ACB/Kol.SP-II/ACB/Kol.25 Anti-Corruption BranchBhubaneshwar (with Unitat Rourkela)KolkataBhubaneshwarDIG/ACRKolkataJD/ACZ/East(Kolkata)State of West Bengal,Sikkim and UnionTerritories of Andaman& Nicobar Islands.Gangtok and Port BlairUnits will havejurisdiction in the entireState of Sikkim andAndaman NicobarIslands respectively.-do- -do- State of OrissaSP/ACB/BBSR.26 Anti-Corruption RegionGuwahatiGuwahatiDIG/ACRGuwahati-do-State of Assam(excluding Cachar andNorth Cachar DistrictsPage 382 of 382

SP/ACB/Guwahati27 Anti-Corruption BranchSilcharSP/ACB/Silcharof Assam) Meghalayaand Arunachal PradeshSilchar -do- -do- State of Manipur,Nagaland, Tripura,Mizoram and Cachar &North Cachar Districtsof Assam.ACHQ ZONE DELHI28 SP ACU-I, AC-I(Existing SP/ACU-I/Delhi)29 SP ACU-II, AC-I(Existing SP/ACU-II/Delhi.30SP ACU-III, AC-I(Existing SP/ACU-III/Delhi)31 SP ACU-IV, AC-II(Existing SP/ACU-IV/Delhi)32 SP ACU-V, AC-II(Existing SP/ACU-V/Delhi).33 SP ACU-VI, AC-II(Existing SP/ACU-VI/Delhi).34 SP ACU-VII, AC-III(Existing SP/ACU-VIII)/Delhi)35 SP ACU-VIII, AC-III(Existing SP/ACU-IX)/Delhi)36 SP ACU-IX, AC-III(Existing SP/ACU-X/DelhiNew DelhiDIG/AC-I NewDelhiJD/AC/HQ(Delhi)-do- -do- -do- -do--do- -do- -do- -do--do-DIG/AC-II, NewDelhi-do-ThroughoutIndia-do--do- -do- -do- -do--do- -do- -do- -do--do-DIG/AC-III,New Delhi-do--do--do- -do- -do- -do--do- -do- -do- -do-SPECIAL CRIMES DIVISIONSpecial Crimes Division of CBI is organised into Zones, Regions,Investigating Units and Cells as detailed below. In the functioning of theDivision, the Director, CBI will be assisted by Special Director(s)/ Addl.Director (s) with Joint Directors heading each Zone. The territorialjurisdiction of each Zone is given below:SC-I/MDMA, DELHI*Page 383 of 383

37 Special CrimeRegion -I, DelhiNew DelhiDIG/SC-I DelhiJD/SC-I/MDMA DelhiThroughoutIndiaSP SCU-I, SC-I(Existing SP/SIU-I)/Delhi).SP SCU-II, SC-I(Existing SP/SIU-II)/Delhi).SP SCU-III, SC-I(Existing SP/SIU-III)/Delhi)38 Special Crime RegionKolkataSP/SCB/Kolkata39 SCB LucknowSP/SCB/Lucknow(Existing SP/ SIC-IV/Lucknow).40 MDMAMDMA DelhiSP/MDMA/Delhi41 MDMA ChennaiSP/MDMA/ Chn.KolkataDIG/SCRKolkata-do-States of WestBengal, Orissa,Assam, Meghalaya,ArunachalPradesh, Manipur,Tripura, Sikkim,Mizoram andUnion Territory ofAndaman &Nicobar Islands.Lucknow -do- -do- Throughout IndiaDelhiDIG/MDMADelhi-do-Throughout IndiaChennai -do- -do- Throughout India* In partial modification of this office order No.DP0992003/21/43/2002-PD-1099 dated 10.05.2003(SC-II) ZONE DELHI42 Special Crime Region-II, DelhiSP SCU-IV, SC-IISP SCU-V, SC-IISP SCU-VI, SC-II(Existing SP/ SIU-IV,SP/SIU-V & SP/SIU-VI/Delhi).43 Special Crime RegionMumbaiSC Branch MumbaiSP/SCB/Mumbai44 Special Crime BranchChennaiSP/SCB/ChennaiNew DelhiMumbaiDIG/SC-IIDelhiDIG/SCRMumbaiJD/STF(Delhi) *JD/SC-IIThroughout IndiaStates ofMaharashtraGujarat,Rajasthan, Goaand UnionTerritories ofDaman, Diu,Dadra andNagarHaveli.Chennai -do- -do- States of TamilNadu, Kerala,Andhra Pradesh,Karnataka andPage 384 of 384

Union Territoriesof Pondicherry andLakshdweep.* As amended vide Order No. 21/43/2002-PD-01953 dated 5.8.2003.Page 385 of 385

SPECIAL TASK FORCE ZONE DELHI45 Special Crime Region-III, DelhiSP SCU-VII, SC-III (Existing SP-I/SIC-IV)/Delhi).SP SCU-VIII, SC-III(Existing SP-II/ SIC-IV/Delhi).SP SCU-IX, SC-III(Existing SP-III/ SIC-IV/Delhi)46 Special Crime Region,DelhiSC Branch DelhiSP-I, SCB Delhi(Existing SP/ SCB-I/Delhi).47 SP-II, SCB Delhi(Existing SP/ SCB-II/Delhi.48 SC BranchChandigarhSP/SCB/CHG.(Existing SP/SIU-XV/Chg).New DelhiDIG/SC-IIIDelhi(Existing DIGSIC IV, Delhi)JD/SC-II(Delhi) *Delhi DIG/SCR Delhi JD/STFDelhi *Throughout IndiaStates of Punjab,HaryanaHimachalPradesh, Jammu& Kashmir,National CapitalTerritory of Delhiand UT ofChandigarh.Delhi -do- -do- States of Bihar,Madhya Pradeshand UttarPradesh.Chandigarh -do- -do-State of Punjab,Haryana,Himachal Pradeshand UnionTerritory ofChandigarh.49 SP/STF Delhi Delhi DIG STF Delhi -do- Throughout India50 SP/STF Mumbai Mumbai -do- -do- -do-5.8.2003.* As amended vide Order No. 21/43/2002-PD-01953 datedECONOMIC OFFENCES DIVISIONEconomic Offences Division of CBI is organised intoZones, Region, investigation Cell & Units as detailed below. Inthe functioning of the Division, the Director, CBI will beassisted by Special Director (E)/ Additional Director (E) withJoint Directors heading each Zone. The territorial jurisdictionof each Zone will be as mentioned below:-EOW-I ZONE51 EO-I Region, DelhiSP EOU-I, EO-I(Existing SP-I/SIG/Delhi).New DelhiDIG/EO-IDelhiJD/EOW-IDelhiThroughoutIndiaPage 386 of 386

SP EOU-II, EO-I(Existing SP-II/SIG/Delhi)SP EOU-III, EO-I(Newly created byadjusting one post ofSP/CBI)EOW-II ZONESP EOU-VII, EO-III(Existing SP/SIU-IX/Delhi).SP EOU-VIII, EO-III(Existing SP/ SIU-XII/Delhi).SP EOU-IX, EO-III(Existing SP/CCIC/Delhi).NewDelhiNewDelhiDIG/EO-IIDelhiDIG/EO-IIIDelhi52 EO-II Region, DelhiSP EOU-IV, EO-II(Existing SP/SIU-VIII/Delhi).SP EOU-V, EO-II(Existing SP/SIU-XI/Delhi).SP EOU-VI, EO-II(Existing SP/ SIU-XVII/Delhi)53 EO-III Region, DelhiJD/EOW-II Delhi-do-Throughout India-do-EOW-III ZONE54 EOW-RegionMumbaiSP/EOW/MumbaiMumbaiDIG/EOWMumbaiJD/EOW-III DelhiStates of Maharashtra, Goaand Union Territories ofDaman Diu, Dadar and NagarHaveli55 EOW- ChennaiSP/EOW-Chennai56 EOW- Region DelhiEOW DelhiSP-I/EOW DelhiChennai -do- -do- States of Tamil-Nadu, Kerala,Andhra Pradesh. Karnatakaand Union Territories ofPondicherry & LakshdweepNewDelhiDIG/EOWDelhiJD/EOW-III Delhi *States of Punjab, Haryana,Himachal Pradesh, Jammu &Kashmir, NCT of Delhi andU.T. of Chandigarh.57 SP-II/EOW Delhi -do- -do- -do- States of Bihar, UttarPradesh and Remainingdistricts of Madhya Pradesh58 EOW-KolkataSP-/EOW KolkataKolkata -do- -do- States of West Bengal, Orissa,Assam, Meghalaya ArunachalPradesh, Manipur, Tripura,Sikkim, Mizoram and U. T. ofA. & Nicobar Islands.* As amended vide Order No. 21/43/2002-PD-01953dated 5.8.2003.EOW-IV ZONE59 BS&FC Region DelhiNewDIG/BS&FCDelhiJD/EOW-IV DelhiThroughout IndiaPage 387 of 387

BS&FC DelhiBS&FC -I DelhiSP-I,BS&FC Dli.60 BS&FC-II DelhiSP-II,BS&FC Dli.61 BS&FC-III DelhiSP-III,BS&FC Dli.(Existing SP/SIU-X)/ Delhi).Delhi Delhi IV Delhi-do- -do- -do- -do--do- -do- -do- -do-62 BS&FC KolkataSP/BS&FC Kol.(Newly created byadjusting one postof SP/CBI).63 BS&FC RegionMumbaiBS&FC MumbaiSP-I/BS&FC Mum.Kolkata -do- -do- -do-MumbaiDIG/BS&FCMumbai-do--do-64 SP-II/BS&FC Mum. Mumbai -do- -do- -do-65 BS&FC Bangalore Bangalore -do- -do- -do-SP/BS&FC B’lore.ADMINISTRATION DIVISIONHeaded by a Joint Director, the Administration Division willcomprise of following Offices/Units. Jt. Director (A) will reportthrough Addl. Director( E).66 SP/ Training Centre-I67 SP/ TrainingCentre-II68 SP/ R &D(newly created byadjusting one postof SP/CBI)Ghaziabad DIG/Trg. JD(Admn.)Delhi--do- -do- -do- --do- -do- -do- -69 SP/ HQ New Delhi DIG -do- -(Admn.)70 AO (A) -do- -do- -do- -71 SP/ Pers.-do- DIG -do- -(newly created post)(Pers.)72 AO (P) -do- -do- -do- -POLICY DIVISION DELHIHeaded by a Joint Director, this division will work directly underDCBI. It will have following Branches/Units/Wing:-73 Special Unit-INew DIG- JD/Policy Throughout IndiaSP-I/SU DelhiDelhi I/SU74 Special Unit-II New -do- -do- -do-SP-II/SU Delhi Delhi75 Special Unit Mumbai Mumbai -do- -do- -do-76 Special Unit -IIISP-III SU DelhiDelhi DIG-II/SU-II-do- -do-Page 388 of 388

77 Special Unit KolkataSP SU Kolkata78 Special Unit ChennaiSP SU Chennai79 AIG (P)-I (ExistingAIG (P)/ Delhi.80 AIG (P)-II(Newly created byadjusting one post ofSP/CBI).81 Deputy PrincipalInformation OfficerKolkata -do- -do- -do-Chennai -do- -do- -do-New -- -do- --Delhi-do- -- -do- ---do- -- -do- --CO-ORDINATION DIVISIONHeaded by Dy. Director (Coordination), this division will functionunder a Joint Director, which will be nominated by DCBI.82 AD(Interpol)-I (ExistingAD/Interpol/Delhi).New Delhi DIG/Coord. JD-Nominatedby DCBI83 AD (Interpol)-II (Newly New Delhi -do- -do- -docreatedby adjusting onepost of SP/CBI).84 AD (Coord.) New Delhi -do- -do- -do-ThroughoutIndiaThe System Division of CBI will function under JD/ DIG wellversed with Computers. They will be nominated by DCBI.This order will come into force from August 1, 2003 or as otherwiseordered. Administration division will issue all other consequential ordersindicating rationalization of staff strength. The CBI Crime Manual andAdministration Manual are deem to have been amended accordingly inrespect of this order.Sd/-P. C. SharmaDIRECTOR CBICopy to:1. Special Director, CBI, New Delhi/ Additional Director, CBI, NewDelhi2. All Joint Directors, CBI/Director (Prosecution)/Director, C.F.S.L.3. All DIGs, CBI./DD(A) & DD(Co),CBI/ DPIO, CBI, New Delhi.4. All SsP, CBI/ Asstt. Director (Interpol) and Asstt. Director (Coord.),CBI, New Delhi.5. AO(E) and AO(A)/CBI/New Delhi/ OSD(Computer),CBI, SystemDivision, New Delhi.6. Guard File No.24.Page 389 of 389

Annexure -IVPRO FORMA1 (i) Name of the Organisation/Office Central Bureau ofInvestigation(ii) Ministry/Department to which attached Cabinet Secretariat(iii) Whether the requisitioning authority isauthorized by the administrativeMinistry/Deptt. to place the requisitionwith SSC directly ?2 Complete postal address of the Head of Office ofthe Organisation.Central Bureau ofInvestigationBlock No. 3, 4thFloor, CGO Complex,Lodhi Road, NewDelhi - 110 0033 Requisition for recruitment to the post of :-(a) Designation(b) Scale of Pay(c) Classification(Whether Group 'C' - Non - technical orGroup 'B' - Non - gazetted)4 Details of the post :-(a) Brief description of the job requirementsand nature of duties of the post(b) Place of initial posting(c) Whether All India Service Liability involved5 How have the vacancies arisen ?(Clearly specify, byPromotion/Resignation/Death/Retirement,etc. In case the vacancy is due to failure ofrecruitment by transfer/deputation, thedetails thereof may also be indicated.)6 Break- up of vacancies (This may be shown in the format ofVertical and Horizontal components as indicated below)(a)Category - wise (Vertical)Break- up of vacancies(Note : Break - up of current and backlogvacancies for SCs & STs to be indicated. )CategoryNo. of vacancies(i) UR(ii] OBC(iii) SC CurrentBacklog(iv) ST CurrentPage 390 of 390

(b) Horizontal Reservation :(i) Whether the post is identified as suitablefor :(ii)(iii)Out of the total vacancies shown above inCol. 6 (a), the number of vacancies for PH(Horizontal reservation)Out of the total vacancies shown above inCol. 6 (a), the number of vacancies for Ex -Servicemen (Horizontal reservation)(Please note that the vacancies mentioned inthe vertical component shall be the totalnumber of vacancies inclusive of thehorizontal component)BacklogTOTAL(i) OH Yes No(ii) HH Yes No(iii) VH Yes No(i) OH(ii) HH(iii) VH7 Period of Probation8 Qualifications as laid down in the notified Recruitment Rulesincluding any relaxation :(a)(b)EssentialDesirable(Please indicate 'Nil' if not specified in theRecruitment Rules)9 Age limits(a) As per recruitment rules(b) Relaxation in upper age limit available to :(i) SC by ______ years(ii) ST by ______ years(iii) OBC by ______ years(iv) PH by ______ years(v) PH & SC/ST by ______ years(vi) PH & OBC by ______ years(vii) Departmental candidates by ______ years(viii) Central Govt. Employees (Other than (vii) above ) by ______years(ix) Any others (please specify details and extent of relaxation) by______ yearsNote : As regards age relaxation to physically handicapped categoriescandidates, your attention is invited to DOPT OM No. 43019/28/86 - Estt(D) dated 1.2.99.10 Any other requirements or conditions notcovered by the above Columns.11 Name, address and telephone number ofthe Departmental Representative (not lessthan the rank of Deputy Secretary of theDepartment/Ministry) who will be deputedto assist the SSC at the Interview.12 Whether the captioned post(s) has/havebeen got exempted from ban ordersimposed by the Ministry of Finance videtheir O.M. No. F.7 (1)- E (Coord)/84 dated3.1.84 and F.No. 7 (3)/6/E. (Coord)/99,dated 5.8.99 or any subsequent orders.13 Whether the vacancies have been clearedby the Screening Committee of theadministrative Ministry in accordance withPage 391 of 391

DOPT O.M. No. 2/8/2001 - PIC, dated 16thMay, 2001 and 6/18th June, 2002.14 Whether a "No Objection Certificate" fromthe Central (Surplus Staff) Cell (now redesignatedas Division for Retraining andRe-deployment) of the DOPT has beenobtained in accordance with the CCS (Redeploymentof Surplus Staff) Rules, 1990notified vide DOPT Notification 1/14/89 -CS.III, dated 28.2.1990 and DOPT letter No.1/5/2000 - CS.III dated 10.11.2000.15 Whether the number of vacancies reservedfor SC, ST and OBC as mentioned incolumn 6 above is in accordance with thereservation quota fixed for thesecommunities as per the DOPT O.M. No.36012/2/96-Estt (Res), dated 2.7.1997 andDOPT O.M. No. 36012/5/97-Esst. (Res)Vol.II, dated 20.7.2000.16 Whether the vacancies for PhysicallyHandicapped and Ex-servicemen haveworked out with reference to DOPT O.M.Nos. 36035/16/91-Estt.SCT dated 20.9.94and 36012/58/92 - Estt. (SCT), dated1.12.1994 respectively.17 Whether the provisions of the Persons withDisabilities (Equal Opportunities, Protectionof Rights and Full Participation) Act, 1995are complied with.18 Letter No. and date of the LAST requisitionfor the same post (along with category-wisebreak - up of the number of vacancies)placed with the SSC by your office.19 Letter No. and date by which nominationhas been made by SSC to your office earlierfor the same post.It is certified that :(a)(b)(c)(d)(e)The information furnished against the above mentioned columns arecorrect and based on the official records available with the office ;Vacancies projected in this requisition are regular and all regularvacancies on date which fall within the direct recruitment quota havebeen included in this requisition, and also the necessary sanction ofthe govt. for these posts is available ;The vacancies reported shall not be withdrawn nor the number andcategory break - up of vacancies shall be altered under anycircumstances ;Suitable personnel are not available with the Surplus Cell of DOPT forfilling up these vacancies ;While sending this requisition, policy relating to 3% reservation forpersons with disabilities has been taken care of ;Page 392 of 392

(f) (i) The post for which this requisition is being sent has been identified assuitable for being manned by persons with disabilities. Vacanciesreserved for the disabled have been suitably indicated in the vacancyposition ;(ii) The post for which this requisition is being sent has been identified assuitable for being manned by persons with disabilities. However, noneof the vacancies reported hereby has been earmarked reserved for thedisabled ;(iii) The post for which this requisition is being sent has not beenidentified as suitable for being manned by persons with disabilities ;(iv) The establishment/organization to which the post is to be filled up, forwhich this requisition is being sent has been exempted from theprovisions of Section 33 of the Persons with Disabilities (EqualOpportunities, Protection of Rights and full Participation) Act, 1995 ;(g) The number of vacancies reserved for SC, ST, OBC etc. as mentionedin column 6 above are in accordance with the reservation quota fixedby the Govt. for these communities ;(h) Candidates nominated by the SSC against the vacancies reported inthis requisition shall be given appointment by this office within threemonths from the date of nomination.* Strike off whichever is not applicable.Place :Date :Signature and Official Sealof the Officer authorized tosend this requisition.Tel No.Page 393 of 393

Annexure – VCOURSES CONDUCTED BY THE CBI ACADEMYTARGET OFFICERS AND DURATIONBASIC COURSESS.No Courses Target Officers Duration1 Basic Course for Dy.SsP Direct recruited Dy. SsP 1 years &14 weeks2 Basic Course for SIs Direct recruited S.I. andDepartmental1 years &7 weeks3 Basic Course for Constables Direct Recruited Constables 6 monthsORIENTATION/INDUCTION COURSES4 Orientation Course for SsP/ DIsG joining CBI on 1 weekSsP/DIsGdeputation5 Orientation Course for Deputationist Dy.SsP and 6 weeksInspr/DySsP6 Orientation Course forConstablesINDUCTION COURSES7 Induction Course for NewlyAppointed Law Officers8 Induction Course for NewlyAppointed LDCs9 Basic Investigation Course forPromotee Inspectors10 Basic Investigation Course forPromotee Sub-InspectorsInspectors on joining CBIDeputationist Constables onjoining CBI6 daysNewly Appointed Law 5 daysOfficers of CBINewly Appointed LDCs of CBI 2 weeksPromotee Inspectors of CBI(who have not attended BasicCourse of SIs)Promotee Sub-Inspectors ofCBI (who have not attendedBasic Course of SIs)2 weeks3 weeksREFRESHER COURSES11 Refresher Course ASIs of CBI 1 week12 Refresher Course Constables & Head1 weekConstables of CBI13 Refresher Course Handling of Cash & Accts for 2 daysall ministerial staff14 Refresher Course UDCs of CBI 1 week15 Refresher Course for Law APP, PP, and Sr.PP of CBI 1 weekofficers of CBI16 Refresher Course for SCS/PAs of CBI1 weekSCS/PAs17 Refresher Course for LDCs LDCs of CBI 1 week18 Refresher Course for Hd. Hd Clks & CAs of CBI 1 weekClerk and CAsANTI-CORRUPTION COURSES19 Investigation ofDisproportionate Assets &Trap CasesInsprs to Addl.SsP of CBIACB Branches & of StatePolice1 week20 Investigation of Cases ofAbuse of Official Position inAward of Contracts,Purchases, Procurement andSub-Standard ConstructionInsprs. to Addl.SsP of CBIACB Branches Addl.SsP ofState Anticorruption CB(CID)Vig. Dealing with such cases1 week21 Anti-Corruption Laws and SsP of CBI and of State Police 1 weekPage 394 of 394

Investigation includingappreciation of Evidence inAnti-Corruption Casesdealing with Anti-CorruptionCases & DIsG of Statedealing with such casesCYBER CRIME COURSES22 Investigation of Cyber Crime Inspr. to Addl.SsP of CBI &of State Police23 Investigation of Cyber Crime SsP & above of CBI and ofState PoliceECONOMIC OFFENCES COURSES24 Investigation of EconomicOffences25 Investigation of Bank FraudCasesCONVENTIONAL & TERRORIST CRIME COURSES26 Investigation of HomicideCases including CustodialCrime and Capsule onHuman RightsInsprs to Addl.SsP of CBIand of State ACB/EOWBranches, APP, PP, andSr.PP of CBIInsprs to Addl.SsP of CBI,ACB/EOW Branches, APPPP, and Sr.PP of CBIInsprs to Addl.SsP of CBIposted to the branchesinvestigating such casesSCIENTIFIC INVESTIGATION COURSES27 Scientific Aids to Investigation SIs to Addl. SP of CBI andState Police posted ininvestigation units28 Scientific InterrogationTechniquesVIGILANCE COURSES29 Vigilance Course for JuniorVigilance Officials30 Vigilance Course for middlelevel vigilance officialsSIs to Addl. SP of CBI andState Police posted ininvestigation unitsVOs(upto Manager level ) ofPSUs, Insprs. to Dy..SsP ofCBI and of State PoliceSr. Managers to DGM ofPSUs, Addl.SsP of CBI andState Police1 week1 week1 week1 week1 week1 week1 week1 week1 week31 Vigilance Course for CVOs CVOs of PSUs & Banks 1 week32 Departmental Enquiries : Insprs to ASP of CBI, VOs toVigilance Managers of PSUsand Dy.SsP/ Addl. SP ofState Police and CPOshandling DEs1 weekCOMPUTER COURSES33 Computer FamiliarisationCourse34 Computer FamiliarisationCourse35 Computer FamiliarisationCourse36 Data base course on LotusApproachVERTICAL INTERACTION COURSE37 Vertical Interaction Course(sponsored by BPR&D)SEMINAR/WORKSHOPS38 Seminar/Workshop for IT forCBI OfficersSIs to Addl. SP, OS , APP toSr.PP of CBIConst. to ASILDC to CA of CBI & CFSLD.E.Os and all ranks alreadytrained in Windows NTIPS & other Senior PoliceOfficersSsP, DIsG, JDs of CBI1 week1 week1 week1 week3 daysPage 395 of 395

39 International Seminar on“Prosecution of Corruption”40 Seminar/workshop on Anti-Corruption Laws andInvestigation41 Seminar/Workshop on"Economic Offences"42 Seminar/Workshop on"Investigation of SpecialCrime Cases- Difficulties &Challenges"Prosecutors from signatoriescountries to ADB-OECD AntiCorruption initiativeSsP, DIsG & JDs, DLAs &ALAs of CBISsP, DIsG, JDs, DLAs, ALAsof CBISsP, DIsG, DLAs, ALAs ofCBIOTHER COURSES43 Investigation Abroad Dy.SP, SP &Law Officers ofCBI And State Police dealingwith such cases3 days2 days2 days2 days3 days44 Course for DDOs OS, Dy.SP & Addl.SsP of CBI 3 days45 Course for Retiring employees Officers & Staff of CBI 2 daysretiring within one year46 Attachment of IPS(OfficersTrainees)IPS(OTs) of 53rd-RR(on request from NPA)47 Visits of Officers from IndianAir Force, BSF, IB UP Policeetc.On request from concerned agencies.48 Course on Driving and TrafficRulesIn-service Drivers of CBI -Page 396 of 396

Annexure - VICHECKLIST OF POINTS FOR CONSIDERATION(G.I.MHA (D.P.&A.R.) O.M.No.24011-1/76-Estt. (B) dated the 17th May,1976)Part-I-General Information1. Name and present designation :2. Post held including name of establishment :i) substantiveii) officiating3. Any post, other than the present appointment,held during 6 months prior to the month in whichresignation is tendered.4. Permanent residential address :Part-II - Points to be checked up before accepting resignation5. The date on which the Government servant wantsto be relieved from service.6. (i) Whether any inquiry or investigation ordisciplinary case is pending or contemplated.(ii) Whether under suspension :7. Whether the Government servant concerned hasexecuted any Bond for serving the Governmentfor a specified number of years on account of hisbeing given specialised training,fellowship/scholarship for studies or deputed fortraining whether in India or abroad, and if so, theBond period is over.8. Time required for filling up the post and/ormaking alternative arrangements :9. Authority competent to accept resignation i.e.appointing authority :Part-III - If the resignation is accepted, points to be checked upbefore relieving the Government servant.10. Whether alternative arrangements have beenmade for discharge of the duties of the postincluding arrangements for taking over charge ofcash/stores in the custody of Governmentservant (wherever applicable)Controlling Officer :11. Whether the Government servant hassurrendered and obtained ‘No DemandCertificates’ in respect of -(i) MHA/Departmental Identity Card(ii) Library Cards/Tokens of the Central Sectt.Library and/or Departmental Library etc.Page 397 of 397

(iii) CGHS Identity Card(iv) Typewriters, brief cases, cycles, Liveries, etc(wherever applicable)(v) Headgear set and locker in case of TO andother tools in case of other cadres.12. Arrangement made for recovery of outstandingadvances/loans, if any, taken or any other categoryof dues, viz.-(i) Training Allowance paid to the official :(ii) House Building Advance :(iii) Advance for purchase of Motor Car/MotorCycle/Scooter/Cycle :(iv) Festival Advance/Flood Advance :(v) Any other dues, such as :-(a) Amounts due to be recovered from orsettled by, the employee in respect ofmoney/material entrusted to him in the courseof his official duties in this or earlier posts :(b) Recoveries ordered to be made as a resultof disciplinary proceedings13. Whether the Government servant is in occupationof Government accommodation. If so, whether thedues in respect of such accommodation (includingelectrical appliances, etc.) have been settled and aNo Demand Certificate obtained.14. Whether accounts in respect of water andelectricity charges in respect of Governmentaccommodation held by the Government servanthave been settled with the concernedMunicipality/Corporation.15. In case where the Government servant has notbeen in occupation of any Government residentialaccommodation during the service, whether ‘NoDemand Certificate’ has been issued by theMinistry/Department as required in Ministry ofW.H.&R. Memo NO.15-362-A.C.C.I, dated the 19thOctober, 196316. Whether any cash deposit/security of sufficientvalue has been taken where it is not foundpossible to make a correct assessment of the duesimmediately.17. Leave sanctioned to the official from previous halfyearand any leave sanctioned extra, if so leavesalary paid. The Personal File and Service Bookmay also be forwarded18. Any other section concerned :Page 398 of 398

Annexure - VIIMOST IMMEDIATENo.DP AD 4 2000/87/8/1/2000CENTRAL BUREAU OF INVESTIGATIONGovernment of IndiaBlock No.3, 4th Floor,CGO Complex, Lodhi Road,NEW DELHI-110 003.To1. The Spl. Director (S) & (E),Central Bureau of InvestigationNew Delhi.Dated 04-02-2000.2. All Joint Directors,Central Bureau of Investigation,(Delhi based and outside Delhi)3. The Supdt.of Police, CBI,All Branches located in Delhi and outside.Sub.: Delegation/Re-delegation of Financial and Administrative Powersto Special Directors and Joint Directors, CBI.Sir,The proposal regarding Delegation of Financial Powers to the SpecialDirectors and the Joint Directors of the CBI has been under considerationfor some time. The existing scheme of delegation of Financial Powers toZonal JDs has been reviewed with a view to have greater delegation offinancial responsibility and expeditious disposal of business. Accordingly incontinuation of Head Office Circular No(s) A-22020/32/92-AD.IV dt.27-02-95 and 27/28/95/AD.V dt.28-11-96, it has now been decided, in exercise ofthe powers conferred vide Rule - 13(2) of the Delegation of Financial PowersRules, 1978, by the Director/CBI to delegate more Financial andAdministrative Powers to all the Joint Directors and Special Directors, CBI tothe extent as indicated against each item of the Statement annexed to thisletter.2. The delegation/re-delegation is subject to restrictions, stipulations orinstructions that may be issued by the Government from time to time.3. The Director, CBI has desired that all Joint Directors/CBI and SpecialDirectors will ensure that the powers are exercised properly.Yours faithfully,Sd/-(Vivek Dube)Page 399 of 399

Encl.: As above.Dy. Director (Admn./CBICopy to :-1. PS to Director, CBI.2. All DIsG/Dy. Directors/DD(CO), CBI.3. Administrative Officer (A) and (E), AIG (P)CBI, Nsew Delhi.4. Accounts Officer, PAO, CBI, New Delhi.5. All Sections/Zones/Divisions, CBI.6. Guard File (AD.IV Section).Page 400 of 400

STATEMENT SHOWING THE FINANCIAL AND ADMINISTRATIVEPOWERS OF THE JOINT DIRECTORS AND SPECIAL DIRECTORS OF C BISl.No. Nature of Powers. All JointDirectors/CBI1 SANCTION OF LEAVESanction of all Full Powerskinds of leave to for grant ofofficersleave upto therank of SsP.Spl.Director(S)/CBI&Spl.Director(E)/CBIRemarksFull Powers to Leave mattersSpecial Director concerning to JDs(S) & (E) in and above willrespect of DIsG continue to beworking under submitted to thethem.Director, CBI.2 PERMISSION FOR HIGHER STUDIES AND TO OBTAIN PASSPORT.Permission for-- Full Powers to The matters inhigher studies/SDCBI (S) respect of officersvocational coursesand NOC forobtaining passportin respect of officersabove the rank ofDIG will continue tobe submitted to theDirectror/CBI.upto the rank of DIGand AdministrativeOfficers.3 ADVANCE/WITHDRAWAL FROM PF TO IPS OFFICERSSanction ofAdvance/Withdrawalfrom GPF to IPSofficers underAIS(PF) Rules uptothe rank of DIsG.-- Full Powers toSDCBI(S)The cases concerningJDs and above forsanctionofadvance/withdrawalsunder AIS (Rules)will continue to besubmitted to theDCBI.4 HOUSE BUILDING ADVANCEGrant of House -- Full Powers toBuilding Advance toSDCBI (S)officers of and abovethe rank of DIG.Powers to sanctionHBA to officers belowthe rank of DIG arealready delegated toJD (Admn.), CBI,HO.5 MOTOR CAR/COMPUTER ADVANCESanction of -- Full Powers toMotor CarSDCBI(S)Advance/Powers to sanction MotorCar Advance to officersbelow the rank of DIGPage 401 of 401

ComputerAdvance to JDs6 POSTING/TRANSFERPosting/Transfer ofall Group 'A'Officers viz. Dy.Supdts. of Policeand Law Officers(Sr.PP to ALA)except Ss.P andabove.7 MEDICAL CLAIMSProcess claimsunder CS(MA)Rules, CGHSRules, condonationof delay andsettlement ofmedical claims etc.of the staffmembers of theCentral Bureau ofInvestigation uptothe level of DIG,Ministerial Staffand their familymembers.-- Full Powers toSpl. Directors(S) and SpecialDirector (E) inrespect ofofficers workingunder theircontrol only.are already delegated toJD(A), CBI, HO.The cases of Transfer of Dy.SsP and Law Officers (Sr.PPto ALA) outside thejurisdiction of SD, CBI (S)and (E) will be decided inco-ordination meeting to beheld between the twoSpecial Directors, whichmay be held once in amonth.Full Powers. -- The cases concerning JDsand above will continue tobe submitted to the DCBI.The delegation/ redelegationis subject to therestrictions, stipulations orinstructions that may beissued by the Ministry ofHealth & F.W/DGHS/CGHS from time totime.Annexure - VIIIFORM NO 24(See Rule 32)Form of certificate of verification of service for pensionCertificateNo_______________________Government of IndiaMinistry of ________________Department of _____________Dated_____________________It is clarified, in consultation with the Accounts Officer, thatShri......... Designation.......... has completed a qualifying service of........years ............months............days as on............(date), as per details givenbelow. The service has been verified on the basis of his service documentsand in accordance with the rules regarding qualifying service in force atpresent. The verification of service under sub rules (1) and (2) of Rule 32 ofPage 402 of 402

the Central Civil Services(Pension) Rules 1972, shall be treated as final andshall not be re-opened except when necessitated by a subsequent change inthe rules and orders governing the conditions under which the servicequalifies for pension.DETAILS OF QUALIFYING SERVICE_____________________________________________________________________________ToFrom_____________________________________________________________________________1.2.3._____________________________________________________________________________ToShri______________(Name & Designation)Signature of Head of OfficePage 403 of 403

Annexure - IXMODEL CALCULATION-1FAMILY PENSION & DEATH GRATUITY CALCULATIONMEMO IN RESPECT OF SHRI AAA DESIGNATION BBB, CBI EXPIRED ON09.09.1999I. Date of birth: 23.04.1941Date of appointment: 05.04.1963Date of death: 09.09.1999Last pay drawn Rs. 6025/-II.QUALIFYING SERVICE: Y M DGross service w.e.f.36 5 405.04.1963 to 09.09.1999Non-qualifying service - - -NET SERVICE 36 5 4III.FAMILY PENSIONEmoluments last (pay) drawn = Rs.6025/-Family Pension admissible @30%6025 x30 = Rs.1808-00100i) Family pension atEnhanced Rate10.09.1999 to 09.09.2006 (7 years) Rs.1808 x 2 = Rs.3616/- butor attaining the age of 67 years limited to Rs.3013/- i.e. 50% of whichever isearlierthe last pay drawn.ii)Family Pension at Normal Rate10.09.2006 onward Rs.1808/-IV)DEATH GRATUITY:Basic PayDA @ 37%TOTALRs.8254 x 33Rs.6025-00Rs.2229-00Rs.8254-00Rs.2,72,382-00Sd/-Head of OfficeCBIPage 404 of 404

MODEL CALCULATION – 2PENSION, COMMUTED VALUE OF PENSION, RETIREMENT GRATUITY &FAMILY PENSION CALCULATION MEMO IN RESPECT OF SHRI CCCDESIGNATION DDD, CBI RETIRING ON 31.05.2002 ONSUPERANNUATIONDate of birth: 20.05.1942Date of appointment: 03.09.1970Date of retirement: 31.05.2002Pay as on 1.10.2000 Rs. 8300/-Pay as on 1.10.2001 Rs. 8500/-Pay on the date of retirement Rs. 8500/-I. Gross Service Yr. M Dw.e.f. 03.09.1970 to 31.05.2002 31 8 28Non-qualifying service - - -Total Service 31 8 28or say 63 SMPsII:AVERAGE EMOLUMENTSi) 01.08.2001 to 30.09.2001 @Rs.8300 x 2= Rs.16,600-00ii) 01.10.2001 to 31.05.2002 @Rs.8500 x 8= Rs.68,000-00Total = Rs.84,600-00A.E. = 84,600 = Rs.8,460-0010III:PENSIONi) Pension admissible for maximum: 8460 x 66 = Rs.4230-00qualifying service 2 x 66ii) Pension admissible for 8460 x 63 =Rs.4037.7263 Six Monthly Period 2 x 66 or sayRs.4038-00IV.COMMUTATION40% of Rs.4038 = Rs.1615/-1615 x 12 x 9.81 = Rs.1,90,117.80V. RESIDUARY PENSION:Rs.4038 (-) Rs.1615 = Rs.2423-00VI.RETIREMENT GRATUITY:Basic Pay Rs. 8500-00DA @45% Rs. 3825-00Rs.12,325-00Page 405 of 405

12,325x63 = Rs.1,94,118.75/- or say Rs.1,94,119-004VII.FAMILY PENSION (IN CASE OF DEATH OF PENSIONER):30% of the last pay drawn (Rs.8500-00)8500 x 30 = Rs.2550-00100Family Pension at enhanced rate:Rs.2550 x 2 = Rs.5100/-but limited to Rs.4038/- i.e.pension authorised on thedate of retirement.(7 years or the age of 67 yrs. whichever is earlier)Family Pension at Normal Rate thereafterRs.2550/-Sd/-Head of OfficeCBIPage 406 of 406

Annexure – X(A)No.240/1/96-AVD.IIGOVERNMENT OF INDIAMINISTRY OF PERSONNEL, PUBLIC GRIEVANCES AND PENSIONSDEPARTMENT OF PERSONNEL & TRAININGNEW DELHIDATED : 03.10.96ToThe Director,Central Bureau of InvestigationNew DelhiSub:- Delegation of financial powers Rules 1978 - Enhancement ofPowers of DCBI.Sir,I am directed to convey the sanction of the President to the delegationof enhanced powers to the Director,CBI for according administrativeapproval and expenditure sanction for execution of works as specified inAnnexure ’A'.2. This order relating to delegation of enhanced powers is subject to theprovisions contained in DFP Rules, GFRs and other instruction issued fromtime to time.3. This letter issues with the concurrence of Ministry of Home Affairsvide their Dy. No.7334/JS/Fin(P) dated 1.10.96.Yours faithfullysd/-( Jaswant Singh)UNDER SECRETARY TO THE GOVT. OF INDIAPage 407 of 407

STATEMENT SHOWING ENHANCED DELEGATION OF POWERS TO DCBISL NO NATURE OF POWER EXISTING POWERS ENHANCED TOOF DCBI1. Contingent Recurring RecurringExpenditure Rs. 10,000/- p.a. Rs.30,000/- p.a.in each casein each caseNon-RecurringRs.40,000/- p.a.in each caseNon-RecurringRs.60,000/- p.a.in each case2. Local purchase of Rs.40,000/- p.a. Rs.50,000/- p.a.Stationery3. Petty repairs Rs.10,000/- in each case Rs.20.000/-in eachcase4. Major and Minor works Nil Major Work :Rs.30lakh in eachcaseMinor Work:Rs.2Lakh in eachcase.FINANCIAL POWERS OF THEDIRECTOR / CENTRAL BUREAU OF INVESTIGATIONS.No Item Govt. Order ofdelegation1 Bicycle Item No.1 ofAnnex ure toSchedule V ofDFP1978Rules2 Conveyance Hire Item No.3 ofAnnexure toSchedule V ofDFP Rules,1978Monetarylimit uptowhichexpenditurecan beincurredFull PowersRemarksAs per Scalesprescribed inCol.4 ofSchedule V toDFP Rules -1978The conveyancehire chargesactually paidmay bereimbursed to aGazetted /nongazettedGovt.servant whoperformsPage 408 of 408

4 Electric Gas and WaterCharges.5 Fixture and furniture ,purchase and repairsItem No.4 ofAnnexure toSchedule V toDFP Rules,1978Item No 5 ofAnnexure toSchedule V ofDFP Rules,1978Full PowersFull Powersjourney inpublic interestwithin themunicipallimits of thecity in whichhis H.Q. issituated, in aconveyancewhen a staffcar is notavailable.Provided thatwheretravellingallowance isalso admissiblefor such ajourney, it willbe open to theofficers eitherto claimreimbursementoftheconveyancehire underthese rules ortravellingallowanceunderTravellingAllowance.Providedfurther that thereimbursementoftheconveyancehire shall besubject to theconditions laiddown in Col.4of Schedule Vto DFP Rules,78.The exercise ofthis powershall be subjectto suchconditions andscales as maybe prescribedby the Min. ofPage 409 of 409

6 FREIGHT ANDDEMURRAGE /WHARFAGE CHARGESWorksHousing.and(i) Freight ChargesItem No.6 (i) of Full Powers In case ofAnnex ure toairlifting ofSchedule V ofstoresDFP Rules,exceeding1978Rs.1000/-(ii)Demurrage/Wharfageshould bechargesreported to theItem 6(ii) of Full Powers next higherAnnex ure toAdministrativeSchedule V ofAuthority /DFP Rules,DP&T.1978Each caseexceedingRs.1000/-should bereported toMin./Deptt.7 Hire of Office furniture, Item No.7 of Full Powers Subject toelectric fans, heaters, Annex ure toobservance ofcoolers, clocks and call Schedule V ofall the relevantbells.DFP Rules,Govt. Rules in1978force.8 Legal ChargesItem No.9(i) of Full Powers Subject to(i) Fees to Barristers, Annex ure toconditionsAdvocates, Pleaders, Schedule V of/scales laidArbitrators and DFP Rules,down in Col.4Umpires.1978of the Annexure to ScheduleV of DFP Rules,1978(ii)Other Legal ChargesItem No.9(ii) (a)Law suites orprosecutionscases.Full Powersin case ofauthoritiesvested with As perpowers to conditionssanction the provided ininstitution of Col.4 of thesuit or Annex ure toprosecution; Schedule V tootherwise DFP Rules,Rs.5000/- in 1978.each case.Item No.9 (ii) (b)ArbitrationCasesFull Powersin case ofauthoritiesvested withpowers torefer cases toAsperPage 410 of 410

9 Engagement of Spl.Counsel on behalf ofCBI to contest thecriminal casesPayment of fee to Spl.Counsels for the courtsat Delhi, Mumbai,Calcutta and ChennaiPayment of fee to Spl.counsels for the courtsat other stations.10 MOTOR VEHICLES(iii)Maintenance,Upkeep and repairs.11 Municipal rates andtaxes12 Petty Works and Repairi) Execution of PettyWorks and specialrepairs to Govt. ownedbuildingsanitary fittings, watersupply and electricalinstallation in suchbuildings and repairs.(ii) Ordinary repairs toGovernment Buildings(iii) Repair andalteration to hired andrequisitioned buildingsarbitrationotherwiseRs.1,00,000/-in each case.DP&T Letter Full PowersNo.225/2/95-AVD-II dated30.1.97circulated videDCB letterNo.2/97/DCBI/Pers/338 dated4.2.97-do--do-Item No.10 (iii)of Annexure toSchedule V ofDFP Rules ,1978.Sr. CounselsRs.3500/-per day.Jr. CounselsRs.1750/-per dayFull Powersconditionsprovided inCol.4 ofSchedule V toDFP Rules,1978.Subject toobservance ofSchemecirculated byLegal Division/CBI.The Counselsshould beappointed withthe priorapproval of theDirector, CBI.-do-Item No.11 of Full Powers Subject toAnnexure toobservant of allSchedule V ofthe relevantDFP Rules,Govt. rules.1978Item No.12 (ii) Rs.30,000/- As perof Annexure to in each case. conditions laidSchedule V ofdown in col. 4DFP Rules,of the Scheduleincluding 1978V of DFP Rules,1978Item No.12(iii) Full Powersof Annexure toSchedule V ofDFP Rules,1978NonrecurringRs.30,000/-per annumRecurringRs.6,000/-per annum--Subject to theconditions laiddown in col.4 ofSchedule V ofDFP Rules,Page 411 of 411

13 Postal and TelegraphCharges :(i) Charges for the issueof letters , telegraphsetc.(ii)CommissionMoney OrdersItem No.13(i) of Full PowersAnnexure toSchedule V ofDFP Rules,on 1978Item No.13(ii) ofAnnex ure toSchedule V ofDFP Rules,1978197814 Printing and Binding Item No.14 of Full PowersAnnexure to where workSchedule V of executedDFP Rules, through or the1978.with theapproval ofDirector ofPrinting. Inthe case oflocal printingand bindingRs.20,000/-per annum.15 Publication(i) Official Publication(ii)Publication16 R E N T(i) Ordinary Officeaccommodation(a) Where theaccommodation isentirely utilised for theoffice.(b) Where theaccommodation is usedpartly as office andpartly as residenceItem No.15(i) of Full PowersAnnexure toSchedule V ofDFP Rules,1978Non-officialItem No.15(ii) of Full PowersAnnexure toSchedule V ofDFP Rules,1978.Item No.16(i) (a)of Annexure toSchedule V ofDFP Rules,1978Lr. No.11011/18/86-Fin.II (MHA)dated 26.12.86.Item No.16(i)(b)of Annexure toSchedule V ofA1 = Rs.25000/- p.m.A, B1 & B2 =Rs. 10000/-p.m.C = Rs.6000/- p.m.Unclassified =Rs. 4000/-p.m.A1 =Rs.6000/-p.m.A B1 B2 =Subject to theconditions laiddown in Col.4of the scheduleV of DFP Rules,1978.Subject to theconditions laiddown in Col.4of the ScheduleV of DFP Rules,1978.Subject to theconditions laiddown in col.4 ofAnnexureto Schedule Vof DFP Rules,1978.Subject toconditions laiddown in col.4 ofthe schedule Vof DFP Rules,1978--do -Normally theCentral PublicWorksDepartmentshould hireaccommodationrequired forpublicpurposes andalso enter intothe lease deedsand pay therent. Thepowers is anexception thisPage 412 of 412

(ii) For residential andother purposes17 Repairs and removal ofmachinery ( where theexpenditure is not of acapitalnature )18 Rewards , Fees, Bonusetc. ( other than fee orhonoraria granted toGovernment servantsunder the serviceDFP Rules,1978Item No.16(ii) ofAnnexure toSchedule V ofDFP Rules,1978Rs.5000 p.m.C = Rs.3000p.m.A1= Rs.1200p.m.A B1 B2 =Rs. 800 p.m.C= Rs.400p.m.Others=Rs.200 p.m.Rules )19 Honorarium Rs.2,500/-p.a. to a Govt.servant.20 Staff paid fromContingencies21 Local purchase of PettyStationary Stores22 Local purchase ofrubber stamps andoffice seals.generalprinciple andshall beexercisedsubject to theconditions laiddown in col.4 ofAnnexure toSchedule V ofDFP Rules,1978.Item No.17 of Full PowersAnnexure toSchedule V ofDFP Rules,1978.Lr. No. Full Powers11011/12/81- within theFin.II (MHA) budget limits.dated 19.5.81.Subject toobservance ofall the relevantrules.Item No.20 of Full Powers RemunerationAnnexure toof such staffSchedule V ofshall beDFP Rules,regulated in1978.accordancewith general orspecial ordersissued byPresident inthis behalf.DP&T Letter Rs.100000/- As perNo.240/1/96- per annum provisions laidAVD.II dateddown in col.43.10.96against itemNo.21 ofSchedule V toDFP Rules,1978.Item No.21(c) of Full Powers To avoid theAnnexure topossibility ofSchedule V ofcounterfeitingDFP Rules-of stamps and1978.seals by adealer ,purchases shallbe made withcaution andfrom firms ofrepute only.Page 413 of 413

23 S T O R E S(I) Stores required forworks(ii) Other Stores i.e.stores required for theworking of anestablishment,instrumentapparatus.and24 Supply of uniforms,badges and otherarticles of clothing etc.and washing allowanceItem 22(i) ofAnnex ure toSchedule V ofDFP Rules -1978.Item No.22(ii) of Full PowersAnnexure toSchedule V toDFP Rules -1978.Item No.23ofAnnexure toSchedule V toDFP Rules -1978.27 (i) ComputersItem No.26(A) Rs.1.00 lakh(including personal (ii) of Annexurecomputers purchase ) to Schedule Vof DFP Rules -1978 .(ii) Hire andFull Powersmaintenance of Item No.2(b) ofcomputers of all kinds Annexure toSchedule V ofFull Powers The sanction ofa competentauthority forexecuting thework carrieswith it thesanction forincurringnecessaryexpenditure onthe purchase ofstores requiredfor the work.Full Powers As perprovisions laiddown in col.4against theitem ofSchedule V toDFP Rules -1978.Full Powers As perprovisions laiddown in col.425 Telephone Charges Item No.24 ofAnnexure toSchedule V ofDFP Rules-1978.against theitem ofSchedule V toDFP Rules-1978.Theexpenditure onthe purchase ,hire, upkeep ofand repairs tosuch machines26 Purchase, Upkeep & Item No.26(a) (i) Full PowersRepair of all office of Annexure toequipment including Schedule V oftypewriters, Electronic DFP Rulestypewriters,delicate 1978.word processors,Intercom equipment,calculators, electronicstencil cutters,Dictaphone, taperecorders, photocopiers,copying machines,franking machines,addressographs, filingand indexing systems,etc.excludingcomputers of all kinds.shall beincurredsubject togeneral orspecial ordersissued by theMinistry ofFinance orDepartment ofSupply fromtime to time inthis behalf.Subject toprovisions laiddown in col.4against theitem ofSchedule V toDFP Rule-1978.Page 414 of 414

28 CONTINGENTEXPENDITURE (Table inSchedule V to Delegationof Financial PowersRules applicable to itemnot specified in theAnnexure to Schedule Vof DFP Rule-1978).DFP1978.31 Incurring ofMiscellaneousExpenditure includingexpenditure on lightrefreshments.32 Write off of Losses(Stores, Public Money )Loss of irrecoverableloans and advancesSchedule VI ofDFP Rules -1978 and Notethereunder.NonrecurringRs.60,000/-p.a. in eachcase.RecurringRs.30,000/-p.a. in eachcase.Rs.30.00lakhs in eachcase.Rs.2.00 lakhsin each case.RecurringRs.5,000/- ayearNonrecurringRs.20,000/-an unusualcharacter orinvolving anydeparture fromthe rules ,orders ,restrictionsscalesprescribedshallincurred.orbe--do--Subject toobservations ofall the relevantGovt. Rules inforce.Subject toobservations ofall the relevantGovt. Rules inforce.Subject toobservance ofSchedule VI ofDFP Rules,1978.Rules-Subject toprovisions laiddown in col.4against theItem ofSchedule V toDFP Rules-1978.No contingentormiscellaneousexpenditure ofDP&T letterNo.240/1/96-AVD.II dated3.10.199629 MAJOR WORKS DP&T letterNo.240/1/96-AVD.II dated3.10.199630 Minor Works DP&T letterNo.240/1/96-AVD.II dated3.10.1996Schedule VII Rs.50,000/- Subject toof the DFP for losses of observance ofRules, 1978 stores not Schedule VII ofand notes due to theft, DFP Rulesthereunder.fraud or 1978.negligenceRs.20,000/-for othercases.Rs.10,000/--do-33 Travel by air by nonentitledDP&T letter 150officers of CBI No.240/2/93- personnel inincluding accused AVD.II dated a year/witness.6.6.97.As the Director, CBI haspowers to allowtravel by air toPage 415 of 415

34 Reimbursement ofamount equivalent totrap money to thecomplainants seized byCBI in a trapDP&T letterNo.245/32/97-AVD.II dated3.12.1997circulated videHO letter No.23/6/94-Ad.IV dated05.03.1998Full Powersnon-entitledofficers upto150 cases in ayear, nonentitledofficersshould not bepermitted totravel by airand in case ofextremeurgency suchofficer have totake priorapproval oftheir concernedJoint Directorand proposalfor ex-postfactosanctionbe sent to HeadOffice with acopy of priorapproval of theconcernedJoint Director,CBI.Reimbursementshould not bemade as amatter ofroutine but inrare andexceptionalcircumstancesfor reasons tobe recorded inwriting and asper procedurelaid down videHO letter No.23/6/94-Ad.IVdated 23.6.94.D.F.P.Rule, 1978 = Delegation of Financial Powers Rules –1978Annexure – X(B)No.240/2/93-AVD.IIGOVERNMENT OF INDIAMINISTRY OF PERSONNEL, PUBLIC GRIEVANCES AND PENSIONSDEPARTMENT OF PERSONNEL & TRAININGNEW DELHIDated: 06.06.97Page 416 of 416

ToThe Director,Central Bureau of investigation,New Delhi( Attention: Shri R. S. Arora, DD(A) )Sub: Delegation of powers to DCBI to allow Air Journey to non-entitledofficers of CBISir,With reference to CBI's ID NO.3/3/87-Hindi dated.3.2.97 and inpartial modification of this Department's letter No.240/1/89-AVD.IIdated.4.1.1991 on the subject noted above. I am directed to convey thesanction of the President to enhance the delegated powers of Director CBIfrom the 60 non-entitled personnel to 150 non-entitled personnel of CBI forperforming air travel in a year in public interest.2. The terms and conditions for allowing journey by air to non-entitledpersonnel will remain unchanged as mentioned in DOP&T letterNo.240/1/89-AVD.II date4d.30.5.89.3. This issues with the approval of Ministry of Finance vide IDNo.217/E.IV/97 dated 23.5.1997 and IFD Dy. No.1723/97.Fin.II dated the5th June,1997.Yours faithfullySd/-(Hari Singh )Under Secretary to the Govt. of IndiaNo.205/26/98-AVD.IIGovernment of IndiaMinistry of Personnel,Public Grievances and PensionDepartment of Personnel & TrainingNew DelhiAnnexure – X(C)To,The Controller of Accounts,Department of personnel and Training,New DelhiDated: 22 January, 1999Page 417 of 417

Sub: Delegation of financial powers to the Director, CBI as Head of theDepartment for condemnation of government vehicles.Sir,With reference to CBI's U.O. No.14/6/83-AD.II, dated the 21.9.98 andin continuation of this Department's letter No.205/1/95-AVD.IIdated.23.3.1995, I am directed to convey the sanction of the President to theextension of delegation of powers to condemn Government vehicles up to themonetary ceiling of Rs.2,00,000/- (Rupees two lakh only) in each case,subject to conditions mentioned in Schedule VII of Delegation of FinancialPowers Rules , 1978, being satisfied, to Director, Central Bureau ofInvestigation for a further period from 1.1.1999 to 31.12.2002.2. In case further extension of these orders is considered necessary, aproposal may be made out by Director, CBI and referred to this Departmentwell in advance before the expiry of the said period.3. The above delegation of powers will be further subject to other generalorders /instructions issued by the government from time to time.4. This issues with the concurrence of the Ministry of finance,Department of Expenditure vide their U.O. No.3/3-E.II(A)/99 dated 11.1.99and IFD's Dy. No.185/99-Fin.II dated. 14.1.99.Yours faithfully,Sd/-( HARI SINGH )UNDER SECRETARY TO THE GOVERNMENT OF INDIAPage 418 of 418

Annexure – XI(A)No. 29/1/96-AD.IIICentral Bureau of Investigation(Administration Division)Block-3, CGO ComplexNew Delhi-110003December 26, 1997CIRCULARThe rewards are sanctioned to CBI officers as a recognition ofextraordinary efforts made by them and for exemplary initiative shown inaccomplishing a special task assigned to them. Similarly, theCommendation Letters are intended to motivate the officers and staff to putin their best and achieve excellence in their assigned duties. However, therewards and commendation letter must not be given for performing routineduties and normal task expected of an officer. While sanctioning andproposing rewards, the officer must bear in mind that executive officers fromthe rank of Constable to Inspector are being given one month extra salary forworking beyond office hours and on holidays.2. In order to bring in uniformity in the sanction of rewards and issue ofcommendation letter the following instructions are issued to be strictlyfollowed by the officers proposing and sanctioning rewards.a) Group ‘A’ gazetted officers shall not be sanctioned cash rewards. Incase it is proposed to give cash reward to Group ‘A’ gazetted officersfor certain exceptional achievements beyond the call of normal duty, aself-contained proposal with full justification may be submitted toDCBI through concerned supervisory officer for referring the same toGovernment for sanction. The notable efforts and achievements ofGroup ‘A’ officers can be appreciated by way of issue ofCommendation Letters/Letter of Appreciation which the supervisingofficer may propose to the concerned Addl. Director/SpecialDirector/Director as the case may be. The CommendationLetters/Letter of Appreciation are to be placed in the personalfile/Service Books only on prior approval of Director, CBI.b) The proposal for rewards must be submitted normally within oneweek from the date of completion of task for ensuring promptrecognition of commendable work done by an officer.c) Rewards could be given and proposed for the following achievementsand accomplishments:For showing extraordinary initiative and painstaking efforts inaccomplishing the assigned task.Notable efforts of officers in detection of difficult case in a recordtime.Page 419 of 419

In a case which ends in exemplary conviction due to untiringefforts of an officer(s).Arrest of an absconding accused vital to the investigation/trial ofthe case due to painstaking efforts by an officer.Laying of a successful trap and getting conviction of the accusedafter meticulous planning by an officer or team of officers.3. As mentioned in para 1, the officers must bear in mind that rewardsare not proposed and sanctioned for the following:-a) Routine work by an officer/staff whether in the course ofinvestigation or in the office.b) Normal investigation of the case and performing of the assignedjob even beyond the normal office hours and on holidays.c) Any other job or assignment whether in the course ofinvestigation and normally expected from an officer as part ofhis duties.4. While sanctioning the rewards and commendations the followingadministrative guidelines must be kept in mind by the officers:-i) No officer must sanction reward to any individual officer inexcess of his delegated financial powers as mentioned in theparas below. In case it is proposed to reward an officer beyondthe delegated power, the proposal must be put up for sanctionof the next higher authority or as the case may be.ii)iii)The sanctioning authority should sanction rewards only inrespect of officers/staff working under their administrativecontrol.If any officer intends to sanction reward to any officers notworking under his administrative control, he may send hisrecommendations with full justification to the concernedcompetent authority for consideration and orders with regardto sanction of rewards to such officers. The order sanctioningrewards would be issued by the unit where officer is working atthe time of disbursal.iv) Whenever reward is proposed to be granted to anyemployee/officer, the presenting officer as well as possiblemust give details of the previous rewards sanctioned to suchemployee or officer in the financial year.v) The sanctioning authority must keep in mind relevantFundamental Rules as well as instructions issued by theGovernment and the Head Office from time to time.vi) vi) Drawing and Disbursing Officers (DDOs) should ensurethat reward has been sanctioned by the competent authority.DDOs must maintain separate register for honorarium/rewardin respect of each officer and staff. Before passing the bills andpresenting the same to Pay and Accounts Officer, DDO shouldfully satisfy himself that various instructions issued from timeto time and the restrictions if any have been complied with.Page 420 of 420

The delegation of financial powers for sanction of rewards5. The maximum amount of cash rewards that can be sanctioned to anofficer on a single occasion- subject to the overall annual ceiling mentionedin para 8 below- is as follows:-a) Supdt. of Police/Asstt. Director/AIGConstable - Rs. 500/-Hd. Constable - Rs. 600/-ASI - Rs. 750/-Sub-Inspector - Rs. 1,000/-Inspector - Rs 1500/-b) DIG/Dy. DirectorConstable - Rs. 750/-Hd. Constable - Rs. 1,000/-ASI - Rs. 1,250/-Sub-Inspector - Rs. 1,500/-Inspector - Rs 1,750/-c) Joint DirectorConstable - Rs. 1,250/-Hd. Constable - Rs. 1,500/-ASI - Rs. 1,750/-Sub-Inspector - Rs. 2,000/-Inspector - Rs 2,250/-d) Addl. Director/Special DirectorConstable - Rs. 1,500/-Hd. Constable - Rs. 1,750/-ASI - Rs. 2,000/-Sub-Inspector - Rs. 2,250/-Inspector - Rs 2,500/-6. In case any officer wishes to grant reward more than his delegatedpower, he may forward the proposal to the next rank competent to sanctionrewards of the proposed limit.Rewards to the drivers7. Constables/Hd. Constables/ASIs employed for driving duties may begiven cash reward of Rs. 750/- for good maintenance, economy of fuel andaccident free driving for every 5000 kms.The maximum annual ceiling for sanction of cash rewards8. The cash rewards are subject to following maximum annual ceilingand the officers proposing and sanctoning rewards must ensure that theselimits are not exceeded.a) Constable - Rs. 5,000/-Page 421 of 421

) Constable(Driver) - Rs. 7,000/-*c) Hd. Constable - Rs. 7,500/-d) Hd. Const.(Driver) - Rs. 8,000/-*e) ASI - Rs 8,500/-f) ASI (Driver) - Rs. 9,000/-g) SI - Rs. 10,000/-h) Inspector - Rs. 12,250/-*(Inclusive of good maintenance, economy of fuel and accident free drivingrewards).9. However, Director, CBI may sanction rewards more than the abovelimits on a specific proposal submitted with full justification in cases ofexceptional achievements by the officers.This issues with the approval of DCBI.Sd/-(N.R.Wasan)Dy. Director(Admn.)CBI/New DelhiTo,1. PS to Director, CBI.2. Ps to SDCBI.3. PS to ADCBI.4. All Joint Directors, CBI.5. All DIGs and Dy. Directors, CBI.6. All SsP, SP(HQ), SP(Trg.) and ADs/CBI.7. AO(P&AO), CBI/Delhi.8. AO(E)/AO(A)/CBI HO/Delhi.9. LA, DPIO, Tech. Adviser, Exe. Engr. and OSD (Computer).10. All Sections of Admn. Division, CBI, HO.11. 11. Incharge Control Room, Delhi.Annexure – XI(B)CIRCULARNo. 29/1/96-AD.IIICentral Bureau of Investigation(Administration Division)Block-3, CGO ComplexNew Delhi-110003May 20, 1998In continuation of Head Office Circular of even number dated 26thDecember, 1997, it is clarified that Joint Director, AdditionalDirector/Special Director could sanction cash reward to prosecuting staff i.e.APP, Group-B (Non-Gazetted) and PP, Group-B (Gazetted) in deserving andappropriate cases in which the prosecuting staff have shown exemplary andhard work resulting in exemplary conviction of the accused. The cashrewards would be subject to an annual ceiling. The maximum amount ofcash reward that can be sanctioned to the officer on a single occasionsubject to overall annual ceiling mentioned at para 2 below- is as follows:-(a) Joint DirectorPage 422 of 422

(b)i) APP, Gr-B (Non-Gazetted) Rs. 2000/-ii) PP, Gr-B (Gazetted) Rs. 2500/-Addl. Director/Special Directori) APP, Gr-B (Non-Gazetted) Rs. 2500/-ii) PP, Gr-B (Gazetted) Rs. 3000/-2. The cash reward is subject to following maximum annual ceiling andthe officers proposing and sanctioning rewards must ensure that these limitsare not exceeded to:-i) APP, Gr-B (Non-Gazetted) Rs. 12000/-ii) PP, Gr-B (Gazetted) Rs. 15000/-3. However, Director/CBI may sanction rewards more than the abovelimits on a specific proposal submitted with full justification in cases ofexceptional achievements by an officer.4. Other instructions contained in Head Office Circular No. 29/1/96-AD.III dated December, 26, 1997, including those regarding grant of rewardsof Group-A Gazetted Legal Officers vide sub-para (a) of para 2 would remainunchanged.This issues with the approval of DCBI.Sd/-(N.R.Wasan)Dy. Director(Admn.)CBI/New DelhiTo,1. PS to Director, CBI.2. Ps to SDCBI.3. PS to ADCBI.4. All Joint Directors, CBI. (Delhi & Outside Delhi).5. All DIGs and Dy. Directors, CBI (Delhi and Outside Delhi).6. All SsP/CBI, SP(HQ), SP(Trg.) and ADs/CBI.7. AO(P&AO), AGCR Building/Delhi.8. AO(E).AO(A)/CBI/HO/Delhi.9. LA, DPIO, Tech. Adviser, Exe. Engr. and OSD (Computer).10. OS/CBI/Legal Division, HO, Delhi.11. 11. DSP (Hqrs)/CBI/HO.Page 423 of 423

Annexure – XII(A)No. 29/1/96-AD.IIIGovernment of IndiaCentral Bureau of InvestigationCGO Complex, Lodhi Road,New Delhi-11000323 November, 1998CIRCULARA consolidated brochure containing detailed instructions/guidelinesfor sanction of reward to CBI Personnel was issued to all CBI Branches videHO Standing Order No. 32 dated 27.12.1996. In modification to thisBrochure, circular/instructions have been issued from time to time restingwith Head Office Circular No. 29/1/96-AD.III dated 26.12.1997 and20.05.1998 for strict compliance.In continuation of the above circulars/instructions, it is clarified thatthe Officers of the rank of SsP and above can sanction cash rewards toRSOs, Telephone Operator Assistants of MTNL and Junior Engineers ofCPWD and other similar organisations of Government and Public SectorUndertakings, in deserving and appropriate cases, in which the RSOs,Telephone Operator Assistants and Junior Engineers have shown exemplaryinitiative and put in hard work. The cash rewards would be subject to overallannual ceilings in a financial year mentioned against the respectivecategories.Category ofofficerRSOJuniorEngineer(CPWD)TelephoneOperatorAssistant(MTNL)Maximum limit ofreward that can besanctioned on asingle occasion.Rs.1500/-Rs. 1750/-Rs. 2250/-Rs. 2500/-Full powers withinbudget limits.Rs. 1000/-Rs. 1500/-Rs. 2000/-Rs. 2250/-Full powers withinbudget limits.Rs. 600/-Rs. 1000/-Rs. 1500Rs. 1750/-Full powers withinbudget limits.Sanctioning AuthoritySP/Asstt. Director/AIGDIG/Dy. DirectorJoint DirectorAddl./Spl. Dir &DirectorSP/Asstt. Director/AIGDIG/Dy. DirectorJoint DirectorAddl./Spl. Dir &DirectorSP/Asstt. Director/AIGDIG/Dy. DirectorJoint DirectorAddl./Spl. Dir &DirectorMaximumannual overalllimit in afinancial year.*Rs.12,250/-*Rs.10,000/-* Rs.7500/-Page 424 of 424

Other Govt. Servants - As considered suitable for grant of reward byAddl. Director, Spl. Director and Director, CBI.Members of Public -As announced/considered suitable with regard tothe nature of work performed.However, Director/CBI may sanction rewards more than the limits ona specific proposal submitted with full justification in case of exceptionalachievements by an officer.Other instructions contained in Head Office Circular No. 29/1/96-AD.III dated December, 26, 1997 would remain unchanged.This issues with the approval of Director, Central Bureau ofInvestigation.Copy to:-Sd/-(N.R.Wasan)Dy. Director (Admn.)CBI:New Delhi1. PS to Director, CBI.2. Pss to ADCBI/Delhi.3. All Joint Directors/CBI (Delhi & outside Delhi).4. All DIsG and Dy. Directors/CBI Delhi and outside Delhi.5. All SsP, CBI Branches located at Delhi and outside Delhi.6. SP(HQ), AIG(P), AD(CO) & AD(Interpol) CBI/Delhi.7. AO(E) and AO(A)/CBI/HO/Delhi.8. Legal Adviser/Dy. Principal Information Officer/CBI/Delhi.9. Technical Adviser/Ex. Engineer & OS (Computer), CBI/Delhi.10. DSP(HQ)/CBI/HO/Dellhi.Annexure – XII(B)MOST IMMEDIATENo.DPAD32000/5370/29/1/96-AD.IIICentral Bureau of Investigation(Administration Division)Block-3, CGO ComplexNew Delhi-110003CIRCULARSeptember 28, 2000DP & Trg. vide their letter No. 245/13/98-AVD.II dated 16.8.2000have intimated that Government have approved the following scheme forgrant of rewards to Group-A Gazetted Officers in the CBI.Page 425 of 425

i) Only Group ‘A’ officers of and below the rank of DSP/Sr.PP (payscale of Rs. 8000-13500/-) will be eligible for cash rewards.ii)Cash Rewards to Group ‘A’ officers will be granted for work ofexceptional merit in investigation or prosecution.iii)No cash reward would exceed the amount of Rs. 5000/- in aparticular case. The total annual amount which may begranted to Group ‘A’ officer will not exceed Rs. 15000/-.iv) A Committee consisting of the Senior Most SpecialDirector/Addl. Director (Chairman), a Joint Director and LegalAdviser, CBI will recommend for grant of cash rewards toGroup ‘A’ Officers to DCBI who will take a final decision in thematter.DP&T has further informed that this approval is subject to theexistence of budget provisions and advised that a review of the effectivenessof the scheme may be carried out after a year and that they may be informedof the outcome.All Branch SsP of CBI and concerned Officers Incharge are requestedthat recommendations in respect of Group ‘A’ Gazetted Officer of CBI of andbelow the rank of DSP/Sr.PP (pay scale of Rs. 8000-13500/-) for the work ofexceptional merit in investigation or prosecution may be sent through theconcerned DIsG/JDs to the Administration Division for approval. Beforesending recommendation, it may please be ensured that the amount ofreward to an individual on a single occasion in a particular case should notexceed Rs. 5000/-. The total ceiling limit of cash reward for an individual ina financial year in fixed at Rs. 15,000/-.The Committee of the following officers has been constituted forrecommending cash rewards for Group ‘A’ Gazetted Officers in CBI.1. Special Director (S) - Chairman2. Joint Director (A) - Member3. Legal Advisor - MemberWhile recommending rewards, the above instructions may please befollowed strictly.Sd/-(Vivek Dube)Dy. Director(Admn.)CBI/New DelhiCopy forwarded for favour of information and necessary action to:-Page 426 of 426

To,1. PS to Director, CBI.2. Ps to SDCBI.3. PS to ADCBI.4. Sr.PA to all Joint Directors, CBI.5. All DIGs and Dy. Directors, CBI (Delhi and Outside Delhi).6. All SsP/CBI, SP(HQ), SP(Trg.) and ADs/CBI.7. AO(P&AO), AGCR Building/Delhi.8. AO(E).AO(A)/CBI/HO/Delhi.9. AIG(P)/CBI/HO.10. LA, DPIO, Tech. Adviser, Exe. Engr. and OSD (Computer).11. All Sections/Divisions/Zones/CBI/Delhi.12. DSP (Hqrs)/CBI/HO.Sd/-(Vivek Dube)Dy. Director(Admn.)CBI/New DelhiPage 427 of 427

Annexure - XIIISTATEMENT SHOWING THE FINANCIAL POWERS ANDADMINISTRATIVE POWERS IN CENTRAL BUREAU OF INVESTIGATIONANNEXURE TO THE LETTER NO. 8/2/84-AD.IV dated 27.2.1986 to DPAD42002/702/8/6/2002 dated 18.09.2003Sl.No NATURE OF POWERS S.P. A.O. (A/E) DD(A) / DIG Joint Director Joint Directors AD/CBI SDCBI.working /declaredas Head ofOfficeincluding DIG (A)ofMetropolitanBranches(Zonal)1 2 3 4 5 6 7 8 91---Purchase of Bicycle forTwo Cycles Full Powers -- ----office use2 Repair of BicycleFull Powers Full Powers -- -- -- --3 Conveyance Hire(Subject to observanceof conditions laiddown in col.4 of itemNo.3 of Annex ure toSchedule V of DFPRules, 1978.Full Powers -- -- -- -4 Electric, Gas and WaterFull Powers Full Powers --Charges-- -- -5Beyond Beyond BeyondRs.1,000/- Rs.1,000/- Rs.5,000/- Rs.5,000/- andPurchase of furnitureRs.5,000/-on each and upto and upto upto& fixturesp.a.occasion Rs.5000/- on Rs.20,000/- on Rs.20,000/- on--each occasion. each occasion. each occasion.6BeyondBeyondUptoRs.2,000/- Beyond Rs.5,000/- andRs.1,000/ Rs.2,000/-Hiring of furnitureand upto Rs.5,000/- on uptop.a. on eachRs.5000/- on each occasion. Rs.20,000/- onoccasion.each occasion.each occasion.-----Page 428 of 428

7Legal Charges/ otherlegal charges(Subject to observanceof conditions laidi)Fee toi)Fee toAdvocatesAdvocates ,,Pleaders, i)Fee toPleaders,AArbitrators Advocates ,rbitratorsupto Pleaders,uptoRs.1,000/- ArbitratorsRs.1,000/-p.a. uptop.a.Rs.2,500/-.i)Fee toAdvocates ,Pleaders,Arbitratorsi) Fee toAdvocates ,Pleaders,Arbitrators Fullpowers.----down in col.4 of item 9ii)Otherof Annex ure toii)OtherLegalSchedule V of DFPLegalChargesRuls, 1978ChargesuptouptoRs.1,000/-Rs.1,000/-on eachon eachoccaoccasion.sion.ii)Other Legalii)Other LegalCharges uptoChargesRs.2,500/- onFull Powers.each occasion.ii) Other LegalChargesFull Powers.----8 Motor Vehiclesi) Car upto UptoBeyond----(i) Purchase of POLRs.6,000/- Rs.6,000/-Rs.6,000/-p.m. if the on eachon each**Branch has occasion.occasion.( Henceforth theseonecarpowers relating toandupto **Motor Vehicles willRs.4,000/-not beper vehicle--exercised by AO(A)p.m.per-in respect of CBI (HO)vehicleifas these have beenthe Branchdelegated to SP(HQ) /has two orCBImore--(HO) vide HO lettervehicles.--No.DP---AD4ii)Motorii)UptoBeyond2002/702/8/6/2002/Cycle/ScooRs.1000/-Rs.1000/- on-AD.IV dt. 18.9.2003)tersUpto on eacheach occasion.Rs.1000/-occasion.p.m.perii) Maintenance,scooterupkeep and repairs./motor**cycle.**i)Beyond(Henceforth thesei)Carupto i)Rs.6000/Rs.6000/-Full powers.Car:-Beyond Rs.powers relating toRs.6,000/- -and upto10,000/- andMotor Vehicles will not oneach on eachRs.15,000/-uptoRs.be exercised by AO(A)occasionoccasion.on each40,000/- onin respect of CBI (HO)subject tooccasion.each occasion.as these have beenmaximumdelegated toof----SP(HQ)/CBI (HO)Rs.15,000/vide HO letter- p.a.No.DPAD4ii) Beyond--2002/702/8/6/2002/ii) Motorii) UptoRs.1000/- onAD.IV dt.Cycles/ScoRs.1000/-each occasion.Page 429 of 429

18.9.2003). oteron eachRs.1000/- occasion.in eachcasesubject tomaximumofRs.3000/-p.a.9 Post & Telegraphcharges(i) Charges for issue oflettersFull Powers Full Powers ----------------Full Powers Full Powers(ii) Commission onMoney Orders10 Freight and DemurrageFull Powers Full------ --Chargespowers.(i) Freight ChargesRs.250/-in eachBeyond---- --(ii) Demurrage,Warfage chargescase Rs.250/-in eachcaseRs,250/-ineach case.11 Publications(Item 15 of the annexure to Schedule V ofDFP Rules ,1978 )including drawal ofadvance for thepurpose.12 (a) Local purchase ofstationary.(b) Purchase ofstationery fromRs.1000/- Rs.1000/- Full powers. -- - -- --at a time . on eachoccasion.(a) Upto Beyond-- -- -- --Rs.4000/- Rs.4000/- Rs.4000/- onat a time on each each occasion.subject to occasion.maximumofRs.10,000/-p.a.-do--do- -do-Govt. Deptts. (item-21of Annexure toSchedule V of DFPRs)13 Staff paid from Full Powers Full Powers -- -- -- -Contingencies-14 Supply of liveries, Full Powers Full Powers -- -- -- --badges and otherarticles( item No.23 ofAnnexure to ScheduleV of DFP Rules, 1978 )15 Telephone Charges Full Powers Full Powers -- -- -- --forPage 430 of 430

paymentof localand trunkcalls andrentalchargesbills16 Upkeep & Repair of all (i)(i)(i) Recurring---- --kinds office equipmentRecurringRecurringBeyondincluding typewriters, Rs.2000/- Upto Rs.2000/-Electronic typewriters, on each Rs.2000/-delicate workprocessors, intercomoccasionperequipment,calculators, machineelectronic stencilcutters,Dictaphones,subject toceiling of---- --tape recorders,photocopiers,copyingmachines,frankingRs.5000/-p.a.permachine,addressograp machine.(ii) Non-h,filing and indexingsystems, etc.(ii) Non-recur(ii)NonrecurringrecurringBeyondexcluding computersringRs.10,000/ Rs.10,000/-of all kinds.Rs.10,000/ -on each( Item 26 (a)(i) of - on each on each occasion.Annexure to Schedule occasion. occasion.V of DFP Rules, 1978 )(Revised as per item -3of HO letterNo.DPAD42001/626/8/1/2001dt. 19.9.2001)17 Contingent(i)Recurrin(i)Recurring(i)Recurring(i)Recurring(i)RecurrinRecurring-- -ExpendituregRs.2000/-, uptoBeyond upto-(Table in Schedule V toRs.2000/- in each Rs.4,000/-. Rs.2,000/- on Rs.10,000/- onDFPR , applicable top.m. in case.each occasion each occasionitems not specified ineach case. (originalsubject to subject tothe Annex ure toSchedule V of DFP(originalpower ofpower ofHOD)maximum ofRs.30,000/-maximum ofRs.30,000/- -Rules, 1978)HOD)per annum ineach case.(ii)NonNon-(ii)NonNon-recurringrecurring(ii)NonNon-(ii)NonNon-Upto uptorecurringrecurringRs.5000/- Rs.10,000/-. BeyondRs.5,000/- on eachRs.10,000/-on each occasion.on eachoccasion. (originaloccasionpower ofsubject to(original HOD)maximum ofpower ofRs.60,000/- inHOD)each case.P.A.in each case. ---(ii)NonNon-recurringuptoRs.25,000/- oneach occasion.18 (i) Execution of Petty Rs.500/- --- Upto Upto Upto -- --Page 431 of 431

works and special on eachrepairs to Govt. owned occasionbuildings including subject tosanitary fittings, water maximumsupply and electricalinstallations in suchbuildings andofRs.1,500/-P.A.repairs(item 12(i) ofAnnex.to Sch.V ofDFPRs).(ii) Repairs & alteration Rs.2,500/-to hired andrequisitionedbuildings(item 12(iii)of Annex. to Sch.V tothe DFPRs.)on eachoccasion.(vide HONo.8/1/90-AD.IV dt.10.8.90)---19 Write off of Losses (Stores, Public money ) Rs.500/- Rs.500/-(Schedule VII of DFP in each in eachRules, 1978 )case. case.(i)Not due totheft,fraud ornegligence.Rs.10,000/- Rs.30,000/- in Rs.30,000/- inin each case.(videeach case.(vide No.DPAD4each case.No.DPAD4 2002/702/8/6/ (vide2002/702/8/ 2002-AD.IV No.DPAD46/2002-AD.IV dt.18.9.2003.dt.18.9.2003.)2002/702/8/6/2002-AD.IVdt.18.9.2003.UptoRs.10,000/- Upto Rs.Uptoon each 10,000/- onRs.5,000/- on occasion.each occasion. (vide HOeach occasion(vide HO No.(vide HO No. No.8/1/90 8/1/90-AD.8/1/90-AD.IV -AD.IV IV dt. 10.8.90dt. 10.8.90) dt.10.8.90Upto(a)upto (a) uptoRs.2500/- in Rs.20,000/- in Rs.20,000/- ineach case. each case. each case.-- -------(ii)Other cases(vide No.(vide HO----- Rs.5,000/- Rs.5,000/- --- ---No.DPAD4--2002/702/8/6/2002/AD.IVdt. 18.9.2003)20 Sale by auction of Upto Upto Upto book UptoUpto--unserviceable stores ( Rs.5,000/- Rs.5000/- value of Rs.50,000/- Rs.50,000/---GFR 124 and GOIbook value book value Rs.10,000/-in book value in book value inDecision thereunder )in each in each each case. each case. eachcase. case.case(subject tosubmitting areport to HO.)21 Printing and Binding Binding Printing -- -- --- -- -(Item 14 of Schedule V Rs.1500/- and-of DFP Rules, 1978 ) on each Bindingoccasion. FullPowers..(subject toover allceiling ofRs.20,000/- P.A,)22 Grant of Rewards to Constable- --- Constable- Constable- Constable- Constable- ConstablePage 432 of 432

24 Incurring of--- RecurringMiscellaneousRs.100/-expenditure includingon eachPolice Officers for Rs.500/-good services Hd.ConstrenderedRs. 600/-(Rewards to drivers ASI-Constables/.Rs.750/-Hd.Constables/ASUs SIemployedfor driving Rs,1000/-duties may be given Inspr.cash reward of Rs.1500/-Rs.750/- for goodmaintenance,economyof fuel and accidentfree driving for every5000 kms.)Maximum annualceiling for sanction ofcash rewards. Thecash rewards aresubject to followingmaximum annualceiling and the officersproposing andsanctioning rewardsmust ensure that theselimits are notexceeded.a) Constable-Rs.5000/-b) Const.(Driver)-Rs.7000/-*c) Hd.Const.-Rs.7500/-d) Hd.Const.(Dri)Rs.8000/'-*e) ASI- Rs. 8500/-f) ASI (Dri)- Rs.9000/-*g) SI- Rs. 10,000/-h) Inspr. - Rs.12,250/-* (inclusive of goodmaintenance of fueland accident freedriving rewards)(LetterNo.29/1/96-AD.IIIdt.26.12.1997).23 Municipal rates and--- UptotaxesRs.500/-( Item No.11 of Annexure to Schedule V ofDFP Rules, 1978Rs.750/-Hd.Const.Rs.1000/-Rs.1250/-Hd.Const.Rs.1500/-Rs.1250/-Hd.Const.Rs.1500/-Rs.1500/- -Hd.Const. Rs.1500/-Rs.1750/- Hd.Const.ASI-ASI-Rs.1750 ASI-Rs.1750 - Rs.1750/-Rs.1250/- SI-Rs.2000/- SI-Rs.2000/- Rs.2000/- ASI-SI-Rs.1500/- Inspr.Inspr.- Rs.2000/-Inspr. Rs.2250/- Rs. 2250/- Rs.2250/- SI-Rs.1750/-Inspr. Rs.2250/-Rs.2500/- Inspr.Rs.2500/-Full powers. --- --- --- ----i) Up to i) Beyond--- --- ----Rs.200/- on Rs.200/- on.each occasion. each occasion.Page 433 of 433

expenditure on lightrefreshments ( subject ---to Schedule VI andNote thereunder in theDFP Rules, 1978)subject to observanceof scales laid down byCourt from time totime.25 Local purchase ofRubber Stamps andoffice Seals ( Item 21-C of Annex ure toSchedule V of DFPRules, 197826 Bicycle Advance toGovt. servant( Subject to availabilityof funds )UptoRs.250/-on eachoccasion.occasion.Non-BeyondrecurringRs.500/-on eachoccasion.UptoRs.500/-on eachoccasion.UptoBeyond Rs.1000/- onRs.1000/- on Rs.1000/- on each occasion.each occasion. each occasion.Rs. 5000/-on Full powers Upto-- ---each occasion.Rs.10,000/-Full Powers Full Powers -- -- --- - ----27 Warm clothing advance Full Powers Full Powers -- -- --- - ---to employees-transferred fromplains to hill stations.28 Mileage allowance by a -- Full Powers Full Powers in --- -- --route other than theshortest or cheapest incase of non-gazettedin case ofnongazettedcase ofGazettedOfficers (SRofficersemployees 31)29 To decide the shortest -- -do- -do- -- -- --of two or more routes30 To decide in case of - -do- -do- -- -- --doubts whether aparticular absencefrom Hqrs. is absenceor on duty i.e. away ontour in respect of nongazetted officers. (SR-62 )31 Property returns of all -- --- Full Powers in Full Powers in Full Powers inGazetted, noncase of Non- case of case of Gazetted --gazetted staff in HeadOffice (CCS ConductRules, 1964 )gazetted. GazettedOfficersOfficers32 Appropriation and Reappropriation--- --- Full Powers --- ------of funds(Rule 10 of Delegationof Financial PowersRule, 1978 )--33 Alteration of date of -- -- -- These powers -- - ---Page 434 of 434

irthvest only with-Director /CBIbeing Head ofDepartment34 Advance for purchase -- -- Full Powers Full Powers in Full powerts in --- --of conveyance ( Otherthan Bicycles )below therank of DIsGcase of DIG/DD/ALA/DLA )case ofDIG/DD/ALA/(cases of JDs/. DLA) (subject toAddl. Directors certificate ofto be submitted availability ofto Director/CBI) funds. )35 Sale or transfer of --- --- -do- Full powers in Full powers in --motor vehiclespurchased withadvance from Govt.case ofDIG/DD/ALA/DLA(cases ofJDs/Addl.Directors to besubmitted toDirector/CBI)case of DIG/DD/ALA/ DLAworking underhim.36 Advance for purchase --- --- Full Powers --- --- --- ---of Motor Car /MotorCycle to Govt. servantsin foreignemployment.37 Investigation of arrears --- --- Full Powers --- --- --- ---claims38 Fixation of amount of -- -- Full Powers--- --- --- ---Permanent Advance( Amount tobe decided inconsultationwith InternalFinance Divn.under GFR -90 )39 Condemnation of -- -- Full Powers -- -- -- --unserviceabletypewriters39A Purchase of manual Full Powers Full Powers -- -- -- -- --typewriters equal innumber to thosecondemned asunserviceable40 Advance of TA forFullFull Powers-- -- -- -- --journey on tour (SeePowers for for personsGFR-231 )personsworkingunder hisworkingunder hisadministratadministra ive controltiveControl41 To vary the terms of -- Full Powers Full Powers -- -- -- --Page 435 of 435

epayment of advancein exceptional cases (GFR - 184 )42 Grant of advancesfrom G.P.Fund forspecial reasons andfinal withdrawal formeeting the cost ofhigher education etc.covered by Rule 12(2)and 15 of the GPFRules..Note :- : Advances fromGPF for normalreasons upto the limitsprescribed in Rule 12(i)of GPF Rules would besanctioned by SsP inBranches and by AO(E)in Head Office)43 Grant of Advance toprovide relief to thefamilies of nongazettedGovt.servants who die whilein service44 Form of surety bond tobe executed by a Govt,servant handling cash,store etc. (GFR 275)45 Departure fromprocedure relating tocustody of Govt.Money (Treasury Rule- 109(2))46 To dispense withmedical certificate onfirst appointment inindividual cases ( incase of Non-gazettedGovt. servant - FR - 147 To permit a person tojoin a post in Govt.service withoutmedical certificate offitness and to draw(Cases ofadvance formedicalattendance toDIsG , DDs,JDs. and Addl.Directors areto besubmitted toDirector/ CBI)-- -- Full Powers -- -- -- ---- -- Full Powers --- --- --- ----- -- Full Powers -- -- -- ---- -- Full Powers -- -- -- ---- -- Full Powers -- -- -- ---- -- Full Powers -- -- -- --Page 436 of 436

pay and allowancestherefore(Ministry of FinanceO.M. No.F.67(21)E.V/60 dated16.12.60)48 Suspension of lien (FR-14)-- -- Full Powers -- -- -- --49 Transfer of lien in thecircumstances statedin FR - 14 and Sl. No.5 of Appendix 4 toFRs. and SRs. whereDD(A) is theappointing authority.50 Fixation of pay andallowances of a Govt.servant treated as onduty under FR.9(6)(FR-20 & Sl. No. 7 ofAppendix IV)51 Temporary andofficiatingappointment of GroupB and Group C Govt.servants to more thanone post and fixationof pay and allowance(FR 49 and Sl. No. 20of Appendix of FRs.and SRs. Vol. II)52 Retention of 55 (now58) of ministerialservant appointmentafter 1.4.38 (FR56(b)(iii) and S.No. 22-A ofAppx., 4 of FRs. & SRVol. II)53 Transfer to foreignservice in India andfixation of Pay inforeign service ( fornon-gazetted Govt.servant) FRs. 110(c)and 114 and S.No. 29and 30 of Appendix 4of the FRs. SRs. Vol.II)54 To accept a fitnesscertificate by anyregistered femalecandidate ( SR 4(1) andS.No. 1 of Appendix 13-- -- Full Powers -- -- -- ---- -- -- -- -- -- ---- -- -- -- -- -- ---- -- -- -- -- -- ---- -- Full Powers -- -- -- ---- -- Full Powers -- -- -- --Page 437 of 437

of FRs. and SRs.. Vol.II)55 To allow full rate ofT.A. for journeyperformed by a motorcar between placesconnected by rail inrespect of all officersupto SP ( GOI decisionNo. 2 below SR. 56,read with SR. 31)56 To restrict frequencyand duration ofjourneys on tour(Gazetted officers SR.63 and S.No. 22 ofAppendix. of FRs. &SRs. Part II(T. A.Rules).-- -- Full Powers -- -- -- ---- -- Full Powers -- -- -- --57 To grant exemptionfrom the rule limiting ahalt on tour to 10 daysin respect of allofficers upto the rankof SP (SR73 and S.No.23 of Appendix I ofFRs. & SRs. Part - II((T.A.Rules).58 To allow exchange ofdaily allowance formileage allowance forthe whole period ofabsence fromheadquarters, inrespect of all officersupto the rank of SP(SR75 and S.No. 27 ofAppendix - I of FRs.and SRs. Part -II((T.A.Rules)59 To impose restrictionon exchange of dailyallowance for mileageallowance in respect ofofficers upto the rankof SP (SRs. 76 & 77)and S.No. 28 and 29 ofAppendix I of FRs. andSRs. Part-II(TA Rules)60 To permit drawal of TAfor a journey to attenddepartmentalexamination other-- -- Full Powers -- -- -- ---- -- Full Powers -- -- -- ---- -- Full Powers -- -- -- ---- -- Full Powers -- -- -- --Page 438 of 438

than those mentionedin SRs. 130 and 131(SR 132 and Sl. No. 45of Appendix I of FRs.and SRs. Part -II(T.A.Rules)61 To disallow TA forjourneys to attend allobligatoryexaminations if thecompetent authorityconsiders that thecandidate has culpablyneglected to preparehimself for theexamination (Provision 2(i) to SR-130 and Sl. No.44 ofAppdx. I of FRs andSRs. Vol.II.)62 To sanction TA as for ajourney on tour by anon-gazetted Govt.servant who isrequired, while onleave in India toperform any publicduty at a place otherthan the one where heis spending his leave(SR 135 and S.No. 46-A of FRs. and SRs. Part- II((T. A.Rules).63 To allow actual cost ofjourney to appearbefore a medical boardpreliminary tovoluntary retirementon invalid pension( SR 160(b) and S. No.48 of Appendix I ofFRs. and SRs. Part - II((T. A.Rules).-- -- Full Powers -- -- -- ---- -- Full Powers -- -- -- ---- -- Full Powers -- -- -- --64 To decide rates of TA -- -- Full Powers -- -- -- --admissible to a Govt.servant deputed toundergo a course oftraining (SR 164 andS.No. 49 of Appendix Iof FRs. and SRs. Part -II (T. A.Rules).65 To fix the amount of -- -- Full Powers -- -- -- --Page 439 of 439

hire or chargess whena Govt. servant isprovided with meansof transport at State’sexpense but pays thecost of its use orpropulsion . ( SR 183and S.No. 50 ofAppendix I of SRs. andFRs. Part - II (T.A.Rules).66 To grant TA to nonofficialsattendingCommissions ofInquiry or performingother public duty in anhonorary capacity etc.and to declare thegrade to which theymay be considered tobelong (SR 190(A) & (B)& Sl. No. 52 ofAppendix I of FRs. andSRs. Part - II (T.A.Rules).67 To permit calculationof joining time by aroute other thanordinarily used (SR 296and S.No. 68 ofAppendix 13 of FRs.and SRs. Vol. II)68 To extend joining timewithin the maximum of30 days subject tocertain conditions (SR.302 & Sl. No. 70 ofAppendix I of FRs. andSRs. Vol. II)69 To treat a Govt.servant on leave asbeing in occupation ofa residence (SR 312(4)and S.No. 72 ofAppendix -4 of FRs. &SRs. Vol. II)70 Recruitment of aperson below 18 yearsof age to clerical postfilled without referenceto SSC Appendix 3 ofFRs. and SRs. Vol.II andMHA OM No. 4/7/56--- -- Full Powers -- -- -- ---- -- Full Powers -- -- -- ---- -- Full Powers -- -- -- ---- -- Full Powers -- -- -- ---- -- Full Powers -- -- -- --Page 440 of 440

RPS dated 30.11.5671 Appointment of asubstitute in place ofan absentee onquarantine leave (Sec.V (3) Note - 3,Appendix 3 of FRs. andSRs. Vol. II) and Min. ofFinance OM No. 7(40)-E IV 65 dated 29.9.55)72 Sanction to pensionwhere he is theappointing authority73 Power to extend thetime limit of sixmonths and onemonth within whichthe members of thefamily of a Govt.servant may be treatedas accompanying himin individual cases etc.,in case of nongazettedstaff.74 Powers to sanctionHouse BuildingAdvance to themembers ofstaff/officers workingin CBI upto the rank ofOffice Supdt. (Group BPosts.)75 Power to extend thejoining time admissibleunder SR 302 rulebeyond maximum 30days in case of nongazettedstaff.76 Sanction of subsidy tocanteen / tiffin rooms (OM No.5/43/65-Welfare dated 11.2.66from MHA )77 Grant-in-aid for theprovision of amenitiesor of recreational ofWelfare facilities to thestaff of the CentralGovt. (MHA OM No.2/8/67-Welfare dated22.8.67 )78 Hiring of teleprinter (Schedule V of the DFP-- -- Full Powers -- -- -- ---- -- Full Powers -- -- -- ---- -- Full Powers -- -- -- ---- -- Full Powers -- -- -- ---- -- Full Powers -- -- -- ---- -- Full Powers -- -- -- ---- -- Full Powers -- -- -- ---- -- Full Powers. -- -- -- --Page 441 of 441

Ruls, 1978 )79 Payment to P&T--- --- Full Powers-- -- -- --Department forutilising the services oftheir Machines (Schedule V of the DFPRules, 1978 )UptoRs.5000/- ineach case.80 Power to refund-- -- Full Powers -- -- -- --contribution for CGHSto non-gazettedofficers in CBI.81 Power to sanction-- -- Full Powers -- -- -- --special pay to Cashier(F.No.1/12/73-WSUdated 24.7.73)82 Grant of leave toGroup-A Officersbelow the rank of DIsG-- -- -- Full Powers(upto SP)Full Powers(upto SP)Fullpowers inrespect ofDIsGworkingIn respectof DIsGworkingunderhim.under him.83 Combination of-- -- -- Full Powers Full Powers -holidays with leave and- --joining time inrelaxation of provision(a) to SR 209 or SR 211in respect of Group AOfficers and below (SR210 and SR 211)84 Grant of leave to Govt. -- -- -- Full Powers Full Powers -- -servants declared by-Medical Committee asunlikely to be ever fitto return to duty ( SR-233 )85 Grant of maternity -- -- -- Full Powers Full Powers -- -leave and hospital-leave in respect ofGroup A officers ( SR267 and 269 )86 Rent for office &-- -- -- Full Powers Full Powers -- -Residential(as per item (as per item 16 -accommodation ( Item16 of Annexure of Annexure toNo.16 of Annexure toSchedule V ofDelegation of FinancialPowers Rules -1978 (If more than one Wingis using the buildingthe approval of theDirector to be obtained)to schedule-Vof DFPRs)schedule-V ofDFPRs)87 Advance for law suits -- -- -- Full Powers Full Powers -Page 442 of 442

to which Govt. is a-party ( Rule 255 ofGeneral Financial Rules)88 Permission for-- -- -- Full Powers Full Powers -undertaking work for- --which fee is offeredand acceptance of fee (SR- 11 of FRs and SRsPart- II to Officersbelow the rank of DIsG).89 To prescribe a Govt. -- -- -- Full Powers Full Powers -- --servant’s Hqrs. inrespect of officersother than Class-I( SR59 and S.No.19 ofAppendix-13 of FRs.SRs Vol.. II)90 Counting a period of -- -- -- Full Powers Full Powers -- --suspension onreinstatement withforfeiture ofallowances for thepurpose of pension (Article 417 of the CSRs)91 Grant of conveyance -- -- -- Full Powers Full Powers -- --allowance to officers inCBI except seniorClass-I Officers ( MHALetter No. 15/50/61-AVD dated 5.7.63 )92 Powers to extend the -- -- -- Full Powers Full Powers -- -time limit of six-months and onemonth within whichthe member of thefamily of a Govt.servant maybe treatedas accompanying himin individual cases. Incase of gazettedofficers i.e. Dy.SP butbelow the rank ofDIsG. ( SR.116(b)(iii)93 Power to extend the -- -- -- Full Powers Full Powers --joining time admissibleunder SR.302 beyondthe maximum of 30days in case ofgazetted officers uptothe rank of Dy.SP.Page 443 of 443

94 Sale and purchase ofproperty in r/oGroup-B Officers95 Transfer of officerfrom one station toanother station uptothe rank of Group-BOfficers.96 Employment of sonsand daughter ofCentral Govt. employeein case of prematuredeath.97 House BuildingAdvance of Class-IOfficers below the rankof DIsG/ CBI98 Installation ofTelephone in office /residence to eligibleofficers.99 Bringing officer ondeputation upto therank of Group-BOfficers.100 Property returnsexcept for officers ofand above the rank ofSP and AOs.101 Retention of the nongazettedtemporaryposts upto the end offinancial year ( Postsoriginally createdunder the orders ofDirector, CBI )102 Transfer of nongazettedposts fromone Branch to another.103 Application forpurpose / sale ofmoveable andimmovable propertybelow Group-AOfficers.104 Permission toundertake work whichis remunerated and toaccept theremuneration toGroup-A officers.105 Combination ofholidays with leave and-- -- -- Full Powers Full Powers -- ---- -- -- Full Powers Full Powers -- ---- -- -- Full Powers Full Powers -- ---- -- -- Full Powers Full Powers -- ---- -- -- Full Powers Full Powers -- ---- -- -- Full Powers Full Powers -- ---- -- -- Full Powers Full Powers -- ---- -- -- Full Powers Full Powers -- ----- -- -- Full Powers Full Powers -- ---- -- -- Full Powers Full Powers -- ---- -- -- Full Powers Full Powers -- ---- -- -- Full Powers Full Powers -- --Page 444 of 444

joining time inrelaxation of provision(i) to SR-209 or SR-211 in respect ofGroup-A Officers106 Grant of Maternity -- -- -- Full Powers Full Powers -- --leave and Hospitalleave in respect ofGroup-A Officersbelow DIG.107 To prescribe a Govt. -- -- -- Full Powers Full Powers -- --servant’s Hqrs. inrespect of Group-AOfficers below DIG.108 To define the limits of -- -- -- Full Powers Full Powers -- --a Govt. servant’ssphere of duty inrespect of Group-AOfficers below DIG.109 To define the limits of -- -- -- Full Powers Full Powers -- --a Govt. servant'ssphere of duty inrespect of officer otherthan Group-AOfficers.110 Powers to refund-- -- -- Full Powers Full Powers -- --contribution for CGHSrecovered fromofficers previouslyresiding in areascovered by Scheme butsubsequently shiftedto areas not socovered or whererecoveries were madedue to mistakes ( AllGazetted officers inCBI below the rank ofDIsG. )111 Powers to regularize -- -- -- Full Powers Full Powers -- --journeys and tosanction LTCconcession even incase where the returnjourney is performedafter a period of 6months counting fromthe date ofcommencement of theoutward journey.(AllGOs. in CBI below therank of DIsG.)112 Sanction of all kinds of -- -- -- Full Powers of Full Powers of -- FullPage 445 of 445

leave to officers113 Permission for higherstdudies/vocationalcourses and NOC forobtaining passport inrespect of Group-AOfficers upto the rankof DIsG and AOs.114 Sanction ofadvance/withdrawalfrom GPF to IPSofficers under AIS(PF)Rules upto the rank ofDIsG.grant of leaveupto the rankof SsPgrant of leaveupto the rank ofSsPpowers toSDCBI(S) &SDCBI(E)in respectof DIsGworkingunderthem(Leavemattersconcerning to JDsand abovewillcontinueto besubmittedto theDCBI)-- -- -- -- -- -- FullPowers toSDCBI(S)(Thematters inrespect ofofficersabove therank ofDIG willcontinueto besubmittedto theDCBI)-- -- -- -- -- -- FullpowersSDCBI(S)(The casesconcerning JDs andabove forsanctionofadvances/withdrawals underAIS(PF)Rules willcontinueto besubmittedto theDCBI)Page 446 of 446

115 House buildingadvance to officers ofand above the rank ofDIsG.116 Sanction of Motor CarAdvance/ComputerAdvance to JDs117 Posting/transfer of allGroup-A officersviz.DSP & Law Officers(Sr.PP to ALA) exceptSsP and above.-- -- -- -- -- -- FullPowers toSDCBI(S)(Powers tosanctionHBA toofficersbelow therank ofDIG arealreadydelegatedtoJD(A)/CBI,HO.-- -- -- -- -- -- Fullpowers toSDCBI(S)(Powers tosanctionMotor CarAdvanceto officersbelow therank ofDIG arealreadydelegatedtoJD(A)/CBI,HO-- -- -- -- -- -- Fullpowers toSDCBI(S) &SDCBI(E)in respectof officersworkingundertheircontrolonly (Thecases oftransfer ofDy. SsPand LawOfficers(Sr PP toALA)outsidethejurisdiction ofPage 447 of 447

SDCBI(S)andSDCBI(E)will bedecided incoordinationmeetingsto be heldbetweenthe twoSpecialDirectors,which maybe heldonce in amonth)118 Process claims underUptoUptoUptoFull PowersFull Powers-- --CS(MA) Rules, CGHSRs.1000/-Rs.1000/-Rs.5000/-in (The cases(The casesRules, condonation ofinineach case.concerning JDsconcerning JDsdelay and settlementeach case.each case.and above willand above willof medical claims etc.continue to becontinue to beof the staff memberssubmitted tosubmitted to theof the CBI utpo thethe DCBI. TheDCBI. Thelevel of DIG, Ministrialdelegation/re-delegation/re-Staff and their familydelegation isdelegation ismembers.subject to thesubject to the(i) Normal Casesrestrictions,restrictions,Admissible claimsstipulations onstipulations onunder CS(MA)instructionsinstructions thatRules,CGHS Rules inthat may bemay be issue byr/o all rankis.issue by thethe Ministry of(ii) Emergent Cases.Note:-Ministry ofHealth &Claims for medicalIt will notHealthF.W./DGHS/CGHtreatment/in privatebe&F.W./DGHS/CS from time tomedical institution inexercisedGHS from timetime)emergent casesbyto time)involvingauthoritiesaccident,serious nature lower thanof disease in case noHeadofGovt./recognisedDeptt. i.e.hospital is availableDCBI.nearer than privateTherefore,hospital.such casesReimbursement will be should besubject to item-wisesubmittedceiling prescribed forto DCBI forCGHS beneficiaries.sanction.(Note:-Reimbursementof expenses incurredon treatment in thePrivate Clinic/NursingHomes of thePage 448 of 448

Authorised MedicalAttendant would notbe admissible underabove provision evenin emergent cases).(Letter No.DPAD42002/702/8/6/2002/AD.IV dt. 18.9.2003)119 Maintenance of upkeep i) Recurof ComputersringRs.500/-on eachoccasionsubject toceiling ofRs.2500/-p.a. permachine.each case each case Full Powers FullPowers(Advance (Advancepayment to be payment to bemade with the made with theapproval of approval ofDCBI)DCBI)ii)Non-recurring.--Upto--Rs.4000/-on eachoccasion.120 Provisional for Internet -- -- -- Full Powers Full Powersfacility(Advance (Advancepayment to be payment to bemade with the made with theapproval of approval ofDCBI)DCBI)121 Advance payment for -- -- -- Upto Rs. Upto Rs. From Rs. From Rs.purchase of Stores,10,000/- in 10,000/- in 10,000/- 10,000/-maintenance andeach case each case to Rs. to Rs.upkeep of Office(Subject of (Subject of 20,000/- 20,000/-equipments, includingfulfillment of fulfillment of in each in eachcomputer related itemsconditions laid conditions laid case casedown in Govt. down in Govt. (Subject of of (Subject ofof India India decision fulfillment fulfillmentdecision No. 4 No. 4 under Rule of ofunder Rule 258 258 of GFRs.) conditions conditionsof GFRs.) .laid down laid downin Govt. of in Govt. ofIndia Indiadecision decisionNo. 4 No. 4under Rule under258 of Rule 258GFRs.) of GFRs.)122 Advance payment for -- -- -- Full Powers-- -- --installation of Internet(Subject ofconnectionfulfillment ofconditions laidPage 449 of 449

123 Power to reimburse thetrap money to thecomplainants seizedby CBI.124 Maintenance of EPABXSystem125 Reimbursement ofexpenditure to State -Govt. in r/odeployment of armedguards (as perdeployment approvedby CBI, HO.(Letter No.DPAD42002/702/8/6/2002/AD.IV dt. 18.9.2003)126 Permission for AirTravel by non-entitledCBI personnel andwitnesses/ accused inappropriate cases(upto150 cases in a year)(Letter No.DPAD42002/702/8/6/2002/AD.IV dt. 18.9.2003)127 Minor Works(Letter No.DPAD42002/702/8/6/2002/AD.IV dt. 18.9.2003)down in Govt.of Indiadecision No. 4under Rule 258of GFRs.)-- -- -- -- -- Full Powers ---(Subject toconditionsas laiddown inCBI HOletter No.23/6/94-IVdated5/3/1988.)-- -- -- Full powers Full powers(Advance (Advancepayment to be payment to bemade with the made with theapproval of approval ofDCBI).DCBI).-- --- DIG of the --- --- -- ---concernedbranch(Report to besubmitted toHO)-- --- ---- --- - Addl.Direct Spl.Director (Dealing orwith (DealingAdmn.) withAdmn.)-- --- --- --- -- Addl.Direct Spl.or (Dealing Directorwith Admn. (Dealingupto Rs. 1lakh.withAdmn.upto Rs.1lakh.Page 450 of 450

Annexure - XIVG.I, Dte. of Estates (Policy), OM No. 11015/15/98-Pol.I, dated 7.8.1998.Revised scales of office accommodation for various categories ofofficers of Central Secretariat exclusing IT, Central Excise and CustomsDepartments.Sl.No.The undersigned is directed to refer to the then Ministry of Works andHousing OM, dated 24.11.1976 and this Directorate’s OM No. 11015(2)/75-Pol dated 20.10.1987 (vide 456 of Swamy’Annual 1987) and to say thatconsequent upon revision of pay scales of the Central GovernmentEmployees on the recommendations of the Fifth Pay Commission as notifiedvide CCS (Revised Pay) Rules, 1997, it has been decided to prescribe revisedentitlement of office space for various categories of officers as detailedbelow:-(I) CONVENTIONAL SPACE:Existing CategoryProposed Category(On pre-revised pay ) (On pre-revised pay ).1 Officers drawing Rs.5000/- and above permonth.2 Officers drawing Rs.3000/- and above but lessthan Rs. 5000/- permonth.3 Gazetted officers drawingpay less than Rs. 3000/-per month excludingSection officers.Officers drawing Rs.15200/- and above permonth.Officers drawing Rs.10000/- and above butless than Rs. 15200/-per month.Gazetted officers drawingpay less than Rs.10000/- per monthEntitlement ofofficeaccommodation240 Sft.120 Sft.60 Sft.excluding Sectionofficers.4 Section Officers in the Secretariat/Attached offices 60 Sft5 Technical staff such as Draughtsmen, Tracers and 60 SftEstimators, etc.6 Ministerial staff such as Superintendents, Head 40 SftClerks, Assistants, Clerks, Daftries, etc.7 Ministerial staff of Audit Officers. 40 SftPage 451 of 451

2. The total screened requirements of office accommodation determinedon the basis of revised scales will be subject to the following austerity cuts:-CUTENTITLEMENTPERCENTAGE OFUpto 30,000 Sft. 10%( upto 2700 Sq. Mtrs.)More than 30,000 Sft.( More than 2700 Sq. Mtrs.) 15%3. So far as special requirement of office space such Reception Room,Conference Room, space for special equipments, library requirements, oldrecords, etc., are concerned, these should be examined in consulation withthe Directorate of Estates with a view to ensuring that the requirement iskept to the absolute minimum.Page 452 of 452

(II)NON-CONVENTIONAL SPACESl. No. Particulars ofrequirements.Prescribed entitlement of officeaccommodation.1 Conference Room Conference Room should be subject to therequirement of the Ministry/ Departmentsconcerned with minimum space of 22 Sq.Mtrs. and maximum of 44 Sq. Mtrs.2 Visitor’s Room Visitors Room should be according to therequirements of a Ministry/Department butit should not be more than 44 Sq. Mtrs.3 Receptionist/for 11 Sq. Mtrs.Security Staff.4 Canteen /TiffinRoom1 Sft. (0.09 Sq. Meters) per person in anoffice including the space for Dining Halland Kitchen etc.22 Sq. Mtrs.5 TelephoneExchange6 Class Room According to the requirements of aDepartment but should not be more than44 Sq. Mtrs.7 Library. One Sft. for 25 books or one Sq. Mtr. for275 books8 Old Records. One sft. for 20 recorded files or one Sq.meter for 220 recorded files.On the basis of above conventional and Non-conventional office spaceand the drawings prepared by the Architect, the requisite estimates for theconstruction of office buildings on the available land, are required to be gotprepared from the CPWD. Then a comprehensive proposal is required to beprepared and sent to CBI, Head Office giving full justification of the proposedconstruction, for sending sanction of the Competent Authority.After obtaining the approval/sanction of the Competent Authority theCPWD is required to start the construction work. On completion of theconstruction work, the maintenance of the Building/Complex is theresponsibility of the CPWD Authorities.Page 453 of 453

Annexure - XVToThe Director,Central Bureau of Investigation,New Delhi.14th July, 1969Subject:Delegation of additional financial powers.Sir,I am directed to state that, in exercise of powers delegated under Rule10(3) of the Delegation of Financial Powers Rules, 1958, the President ispleased to delegate the additional financial powers, to you, as indicated inthe Annexure to this letter.2. The exercise of these powers will be subject to the general restrictionsand condition contained in the Delegation of Financial Powers Rules, 1958,and other general rules and orders issued by the Government of India fromtime to time.Yours faithfully,Sd/-(M.K. Nair)Deputy Financial AdviserNo.3/20/69-Finance(iii)Dated the 14th July, 1969Copy, together with a copy of the Annexure, forwarded, for information to:-1. All the Accountants General.2. Ministry of Finance (home Finance Branch).3. Ministry of Finance (E-II(a) Branch).4. Ministry of Finance( E-Coordination).5. AVD.II Section, MHA.6. Deptt. of Administrative Reforms.Sd/-Page 454 of 454

(M.K. Nair)Deputy Financial Adviser5 Hiring ofprivatetransport.6 Continued ofrenting ofbuildings.7 Sanction ofresidentialtelephones.8 Hiring ofteleprinter links9 Contingentexpenditure foritems otherthan thosementioned inAnnexure toSchedule V ofthe DFP Rules.Full powers for the transportation Item 3 of Annexureof material/ equipment from one to Schedule V of theplace to another or movement of DFP Rules.operational personnel.Full powers, subject to thecondition that the rates of rentare the same as originallysanctioned by the Min. of HomeAffairs.Full powers subject to the generalrestrictions on the sanctioning ofresidential telephones issued bythe Mininistry of Finance fromtime to time.Where the renting of theteleprinter links have beenoriginally sanctioned by theMinistry of Home Affairscontinued renting on year to yearbasis may be sanctioned,provided necessary budgetprovision has been made. Newteleprinter links should besanctioned only if they have beenapproved at the pre-budget stageby the Ministry of HomeAffairs/Ministry of Finance.Enhanced powers of delegated asshown below:-i) Recurring - Rs.5,000/-per annumin eachcase.ii) Non-recurring - Rs.10,000 ineach caseItem 18 of Annexureto Schedule V of theDFP Rules.Item 25 of Annexureto Schedule V of theDFP Rules.Schedule V of theDFP Rules.Schedule V of theDFP Rules.Page 455 of 455

Annexure - XVIDPAD31999/0820/10/14/97-AD.IIIGovernment of IndiaCentral Bureau of InvestigationBlock No.3, 4 th Floor, CGO ComplexLodhi Road, New Delhi – 110 003Dated 28/10/1999CIRCULARIt has been brought to my notice that expenditure on telephones forbi-monthly cycle of many officers is on the high side. Sr. officers are notexercising restraint in the use of telephones. It has also come to notice thatin spite of specific instructions a lot of communications are being sentthrough FAX when these can go through normal mail.2. During the period October, 1998 to March 1999, CBI spent Rs.1,27,67,744/- on telephones. This huge expenditure is definitely on thehigher side and needs to be curtailed. This will not be possible without theclose supervision of the officers concerned and other Senior SupervisoryOfficers.3. During the course of Audit in Head Office, the following observationswere also made by the Audit Party in connection with excess local calls andinternational calls on residential telephones:-(i)(ii)In accordance with the instructions vide GI MF OM.E(Coord)/79 dated 12.10.79 followed by another O.M.No.F.7(8)-E(Coord)/82 dated 8.6.82, the ceiling on Free Calls tobe allowed to officers in respect of residential telephoneprovided at government expenses will be 650 bimonthly basis.Calls in excess of 650 (excluding STD calls made for officialpurposes and certified by the officers concerned withreference to the register maintained by him) will have to bepaid by the officer himself.The condition of maintaining the STD register was dispensedwith vide Govt. of India, M/o Finance, Dptt. Of ExpenditureO.M.No. F.7(7)-E(Coord)/85 dated 8.7.85 subject tocertification that bimonthly calls in excess of 650 are onaccount of STD and official purpose. This certificate wouldneed to be countersigned by the Controlling Officer. The sameorder also provides that the excess calls other than certifiedto be on official work will continue to be paid by the officers.4. The following precautions are immediately required to be taken tocurtain the huge expenditure being incurred on telephones:-(i)The officers are required to keep a watch on ISD/STD callsand use secret code for STD/ISD. Keep the STD/ISD barred.Open it whenever it is needed and bar the same againimmediately after the use.Page 456 of 456

(ii)(iii)(iv)The officer using the STD facility must be brief and speak tothe point. STD calls may not be availed unless the matter isextremely urgent. The less important matters may becommunicated through Wireless Message etc.The officers availing STD facility must not hesitate to make theprivate call and deposit the amount incurred due to privatecall in the Govt. treasury.Restrain on use of telephones by the officers themselves andcontrol on other officers working under their administrativecontrol would go a long way to ensure economy.5. It is felt that there is still a need for extreme economy in expenditurein the light of latest Economy Instructions of Govt. of India to effect 25%economy in expenditure on telephone. The following ceiling (bimonthly bills)shall operate in respect of telephones held by officers of the rank of JD andbelow:-OFFICERESIDENCEJoint Director Rs. 20,000/- Rs. 7,500/-DIG Rs. 15,000/- Rs. 5,000/-SP Rs. 10,000/- Rs. 2,000/-6. If the expenditure exceeds the above said ceiling limits, a detailed noteexplaining the reasons thereof should be sent to the undersigned. Theofficers should adhere to the limit in the normal course. All concernedshould exercise strict control over the use of telephones in view of theGovernment of India instructions issued from time to time to economise theexpenditure.(R K RAGHAVAN)DIRECTOR, CBICopy to:-1. Special Director, CBI.2. Joint Directors, CBI located in Delhi and outside Delhi.3. LA, CBI, Head Office, New Delhi.4. All DisG, CBI located in Delhi and outside Delhi.5. DD(A), DD(Co) and DIG (HQ), CBI, New Delhi6. SsP, CBI located in Delhi and outside Delhi.7. Information Officer, CBI Head Office, New Delhi.8. Executive Engineer, CBI, New Delhi.9. AO(E) and AO(A), CBI, New Delhi.10. Dy.SP, Control Room.11. I/c EPABX, CBI HO New Delhi.12. OSD System Division, CBI, New Delhi13. AO/PAO/CBI, New Delhi.Page 457 of 457

Annexure - XVIIGUIDELINES FOR FIRE DRILL AND EVACUATION PROCEDURES FORHIGH RISE BUILDINGS (ABOVE 15 m IN HEIGHT) AS CONTAINED INNATIONAL BUILDING CODE OF INDIA, 1983INTRODUCTIONIn case of fire in a high rise building, safe evacuation of its occupantsmay present serious problems unless a plan for orderly and systematicevacuation is prepared in advance and all occupants are well drilled in theoperation of such plan. These guidelines are intended to assist them in thistask.ALARMSAny person discovering fire, heat or smoke shall immediately reportsuch condition to the fire brigade, unless he has personal knowledge thatsuch a report has been made. No person shall make, issue, post or maintainany regulation or order, written or verbal, that would require any person totake any unnecessary delaying action prior to reporting such condition tothe fire brigade.DRILLSFire drills shall be conducted, in accordance with the Fire Safety Plan,at least once every three months for existing buildings during the first twoyears after the effective date of these rules, or for new buildings during thefirst two years after the issuance of the certificate of occupancy. Thereafter,fire drills shall be conducted at least once every six months.All occupants of the building shall participate in the fire drill.However, occupants of the building, other than building service employees,are not required to leave the floor or use the exits during the drill.A written record of such drills shall be kept on the premises for athree years period and shall be readily available for Fire Brigade inspection.SIGNS AND PLANSSigns at Lift Landings - A sign shall be posted and maintained in aconspicuous place on every floor at or near the lift landing in accordancewith the requirements, indicating that in case of fire, occupants shall use thestairs unless instructed otherwise. The sign shall contain a diagramshowing the location of the stairways except that such diagram may beomitted, provided signs containing such diagram are posted in conspicuousplaces on the respective floor.A sign shall read “IN CASE OF FIRE, USE STAIRS UNLESSINSTRUCTED OTHERWISE”. The lettering shall be at least 1.25 cm blockletters in red and white background. Such lettering shall be properly spacedto provide good legibility. The sign shall be at least 25 x 30 cm, where thediagram is also incorporated in it and 6.25x25 cm where the diagram isomitted. In the latter case, the diagram sign shall be at least 20 X 30 cm.The sign shall be located directly above a call-button and squarely attachedPage 458 of 458

to the wall or partition. The top of the sign shall not be above 2 m from thefloor level.Floor Number Signs - A sign shall be posted and maintained withineach stair enclosure on every floor, indicating the number of the floor, inaccordance with the requirements given below.The numerals shall be of bold type and at least 7.5 cm high.The numerals and background shall be in contrasting colours. Thesign shall be securely attached to the stair side of the door.Stair and Elevator Identification Signs - Each stairway and eachelevator back shall be identified by an alphabetical letter. A sign indicatingthe letter of identification shall be posted and maintained at each elevatorlanding and on the side of the stairway door from which egress is to bemade, in accordance with the requirements given below.The lettering on the sign shall be at least 7.5 cm high, of boldtype and of contrasting colour from the background. Such signs shallbe securely attached.Stair Re-entry Signs - A sign shall be posted and maintained on eachfloor within each stairway and on the occupancy side of the stairway whererequired, indicating whether re-entry is provided into the building and thefloor where such re-entry is provided, in accordance with the requirementsgiven below.The lettering and numerals of the signs shall be at least 1.25cm high of bold type. The lettering and background shall be ofcontrasting colours and the signs shall be securely attachedapproximately 1.5 cm above the floor level.Fire command station shall be provided with floor plan of the buildingand other pertinent information relating to service equipment of thebuilding.FIRE SAFETY PLANFire Drills and Fire Orders - Fire notices / orders shall be preparedto fulfil the requirements of fire fighting and evacuation from the buildings inthe event of fire and other emergency. The occupants shall be madethoroughly conversant with their action in the event of emergency, bydisplaying fire notices at vantage points and also through regular training.Such notices should be displayed prominently in broad lettering.The applicable parts of the approved Fire Safety Plan shall bedistributed to all tenants of the building by the building management whenthe Fire Safety Plan has been approved by the Chief Fire Officer.The applicable parts of the approved Fire Safety Plan shall then bedistributed by the tenants to all their employees and by the buildingmanagement to all their building employees.Where the owner of the building is also an occupant of the building,he shall be responsible for the observance of these rules and the Fire SafetyPlan in the same manner as a tenant.Page 459 of 459

In the event there are changes from conditions existing at the time theFire Safety Plan for the building was approved, and the changes are such soas to require amending the Fire Safety Plan, within 30 days after suchchanges, an amended Fire Safety Plan shall be submitted to the fire brigadefor approval.FIRE COMMAND STATIONA Fire Command Station shall be established in the lobby of thebuilding on the entrance floor. Such command station shall be adequatelyilluminated.COMMUNICATION AND FIRE ALARMA means of communication and fire alarm for use during fireemergencies shall be provided and maintained by the owner or person incharge of the building.Fire Safety Plan Format and Duties shall be as per the provisionscontained in Appendix ‘F’ - Para 8 & 9 of the Code.FIRE PARTY DUTIESOn receipt of an alarm for fire the Fire Party shall :(a) report to the floor below the fire to assist in evacuationand provide information to the Fire Command Station.(b) after evacuations of the fire floor, endeavour to controlspread of fire by closing doors etc.(c) attempt to control the fire until arrival of the FireDepartment, if the fire is small and conditions do not pose apersonal threat.(d) leave one member on the floor below the fire to direct theFire Department to the fire location and to inform them ofconditions.(e) on arrival of the Fire Department, the Fire Party shallreport to the Fire Command Station for additional instructions.(f) have a member designated as runner, who shall knowthe location of the nearest telephone, and be instructed in itsuse. Such member shall immediately upon receipt ofinformation that there is a fire or evidence of fire, go to thetelephone, transmit an alarm and await the arrival of the FireDepartment and direct such department to the dire.OCCUPANT’s INSTRUCTIONS(a) The applicable parts of the approved Fire Safety Planshall be distributed to all tenants of the building by thebuilding management when the Fire Safety Plan has beenapproved by the Fire Commissioner.(b) The applicable parts of the approved Fire Safety Planshall then be distributed by the tenents to all their employeesand by the building management to all their buildingemployees.Page 460 of 460

(c) All occupants of the building shall participate andcooperate in carrying out the provisions of the Fire Safety Plan.Page 461 of 461

Annexure - XVIIISECTION DIARYDy.No.No. and date ofreceiptsFromwhomBriefsubjectTowhommarkedDate :_________RemarksNo. Date[1] [2] [3] [4] [5] [6] [7]INSTRUCTIONS1. Columns 1-5 will be filled at the stage of diarising i.e. before thereceipts are made over to the dealing hands.2. Column (6) will be filled after the receipts are seen and passed by theofficers.3. Subsequent movement of papers, when received from higher officers,will also be marked in column (6) after striking off the previous entry.4. Important instructions recorded by the officers will be briefly enteredin column (7).Page 462 of 462

Annexure - XIXASSISTANT’S DIARYSl. No. Diary No. or File No. Date of submissionfile No.1 2 3 4INSTRUCTIONS1. Column 2 should show ‘diary number’ or ‘file number’ according asthe paper marked to a dealing hand is a ‘receipt’ or a come-back case.2. Columns 3 need be filled only in respect of diary numbers.3. 3. The date on which receipts/files are received by the dealing handshould be entered in red ink across the page above the entries to bemade for the day.Page 463 of 463

Annexure – XX(A)DESPATCH REGISTER FOR POSTAL COMMUNICATION ONLYNUMBER _________DATED _____________Sl.No.No. ofcommunicationsAddresseeValue of stampsaffixed.1 2 3 4INSTRUCTIONS1. 1. Separate register will be maintained for (a) foreign post (b)telegrams and (c) other inland post.2. 2. Entries in column 4 will be totalled up at the end of the day andthe total indicated in red ink.Annexure – XX(B)PROCEDURE FOR MAINTENANCE OF SERVICE POSTAGE STAMPACCOUNT1. All communications intended to be sent by post will be placed inaddressed envelopes.2. After affixing postage stamps of the requisite value the envelopeswould be sorted out into groups with the same value of stamps.3. The total number of envelopes in each group would be indicated inthe ‘Register of Daily Abstract of Stamps Used’. This register is in lieuof the despatch register for postal communications. The total value ofthe stamps used during a day as added up in this abstract, will beentered under the respective column of the stamps account register.Page 464 of 464

4. The correctness of the entries of outgoing envelopes in the ‘Register ofDaily Abstract of Stamps Used’ would be checked by the Supervisor ofthe Central R & I Section at least once a week by actual count of thecovers ready for despatch. The check should be recorded in theregister. The Branch Officer-in-charge would also make a monthlycheck of this register.4. 4. It is to be noted that the despatch register for foreign dak forwhich ordinary postage stamps are used will continue to bemaintained in the Despatch Register.STAMPS ACCOUNT REGISTERAnnexure – XX(C)Date Value of stamps Balanceat closeof the day(2+3-4)In handReceivedduringthe dayUsedduringthe daySignature ofDespatcherSectionOfficer1 2 3 4 5 6 7INSTRUCTIONS1. Separate registers should be maintained for (a) ordinary postagestamps and (b) service postage stamps.2. Column 2 will repeat the figure in column 5 of the previous day.3. In the case of ordinary postage stamps, column 4 should reproducethe daily total struck in the despatch register for foreign dak. In thecase of service postage stamps this column should reproduce the sumof the daily totals struck in:(a)(b)(c)Despatch register for telegrams.Despatch register for inland post, andPostal registration books.Page 465 of 465

Annexure - XXIFILE REGISTERSTANDARD HEAD NO.......................STANDARD HEADING ________________________F.No.Subject Date of Classification(and year ofreview)Opening ClosingRemarks1 2 3 4 5 6INSTRUCTIONS1. Entries in columns 1-3 will be made at the time of opening files andthose in columns 4 and 5 at the time of recording and reviewing them.2. Year of review in column 5 is required to be indicated only in the caseof Class 'C' files.3. If as a result of review, a file is marked for further retention, the yearof the next review will be worked out and indicated in column 5.4. When a file is transferred to the departmental record room or toanother section/department, the fact of such transfer and therelevant date will be indicated in column 6 e.g. D.R.R.,M.H.A6.1.87 17.2.87Similarly, when the file is marked for destruction, any entry regardingthe fact and the year of destruction will be made in this column.Page 466 of 466

Annexure - XXIIPRECEDENT BOOKHeading _________________Decision or ruling in briefFile No.INSTRUCTIONS1. Entries in this book will be made under the appropriate standardheads and sub-heads arranged in an alphabetical order. Wherefunctional filing system is followed, entries will be made under theappropriate basic, primary, secondary and tertiary heads.2. The pages of the book will be numbered serially and a few pagesallotted to each standardised heading under which entries are to bemade vide 1 above. At the beginning of the book will be pasted orwritten a list of such headings and pages allotted to each.Page 467 of 467

Annexure – XXIII(A)No.84/5/62-Estt.Government of IndiaMinistry of Home AffairsSpecial Police EstablishmentRail Bhawan, New Delhi - 1Dated : 09.07.1962ToAll the Superintendent of Police,Central Bureau of Investigation.Sub.: Instructions regarding the preservation of records relating toAdministration and Accounts matters.Ref.: Circular No.15356-70/37/1/58-III dated 09.09.1958.A copy of the statement showing the period of retention of records inthe SPE in respect of Administration and Accounts matters is sent herewith.The records will be weeded out after the stipulated period mentioned againsteach item in column No.3 in the statement. A list of the records weeded outshould be made before the files etc. are destroyed.These instructionssubject.supersedes all previous orders issued on theYours faithfully,Sd./-(Prem Prakash)for Administrative Officerfor Inspector General of Police, SPE1. Copy to all section in the SPE Headquarters for information andnecessary action.2. Copy to Gazette Clerk (these instructions are to be published in theSPE Gazette).Page 468 of 468

Annexure – XXIII(B)No.84/5/62-Estt.Government of IndiaMinistry of Home AffairsCentral Bureau of InvestigationEast Block No. 7, R.K.PuramNew Delhi - 110022.Dated : 30.05.1966ToThe Superintendent of Police,Central Bureau of Investigation,All Branches/Units.Sub.: Instructions regarding the preservation of records relating toAdministration and Accounts matters.Sir,In continuation of this office circular of even number dated09.07.1962, I have the honour to send herewith a copy of the statementshowing the period of retention of records in the CBI in respect ofAdministration and Accounts matters. The records will be weeded out afterthe stipulated period mentioned in Col.3 of the statement.records weeded out should be made before they are destroyed.A list of theYours faithfully,Sd./-(O.P.Bansal)Administrative Officer/CBI.Copy forwarded for information and necessary action to :1. AD.I, II, III, IV Sections, Head Office.3. SPE Gazette Clerk.Page 469 of 469

4.Annexure – XXIII(C)No.40/86/69- AD.IIGovernment of IndiaCentral Bureau of InvestigationMinistry of Home AffairsNew DelhiDated : 28.02.1970ToAll Superintendents of Police,Central Bureau of Investigation,Branches.Sub.: Maintenance of register relating to old records - instructionregardingSir,It has been observed that for some time past references are beingreceived in this office from the CBI Branches regarding the period ofpreservation of different types of records.It is felt that such referencesemanate as the contents of this office letter No.84/5/62-Estt., dated 9thJuly, 1962 and 30th May, 1966 and 10/122/65-AD.II dated .5.67perhaps not widely known. With a view of eliminating such references tothis office copies of the said letters are enclosed once again for circulation toall concerned in your office.areYours faithfully,Sd./-(Badri Nath)Administrative OfficerCBI.FOR CALCUTTAThis disposes of your letter No.4/16(E)/87(1)/EOW/Calcutta - 67dated 21.01.70.FOR KERALAThis disposes of your letter No.68(I)/69/KER-GW.IV dated 05.02.70.Page 470 of 470

SPECIAL POLICE ESTABLISHMENTSTATEMENT SHOWING THE PERIOD FOR WHICH THE RECORDSPERTAINING TO ADMINISTRATIVE SIDE IS TO BE PRESERVED.Sl. Description to the Period for which to be RemarksNo. Register/Record etc.preserved.1 2 3 41 Receipt Register in the 8 yearscase of Branches andSection Diary in case ofHead Office2 Register of Inter-Sectional Movement1 year after all the referencesentered in the Register havebeen returned to theoriginating Section3 Despatch Register 5 years or until thecompletion of local auditwhich ever is later4 Period Book 3 years5 Assistant Diary 1 year after all the receiptsentered therein have beendisposed of.6 File Register 15 years Before afile registeris actuallydestroyed alist of filesentered intheRegister7 List of Files Permanent8 Weekly Arrear 1 yearStatement9 Suspense and 1 yearReminder Diary10 Statement of periodical 1 yearreturns and reports11 Precedent Book Permanent12 Attendance Register 2 years13 Postage Stamp 3 years or until theAccounts Register completion of the local auditwhichever is earlier.should bemade out.14 Quarterly and AnnualInspection Reports3 yearsPage 471 of 471

ESTABLISHMENT AND ADMINISTRATIONSl.No.Description to theRegister/Record etc.Period for which to bepreserved.15 Establishment Register Permanent16 Standing orders issued from PermanentHead Office.17 General orders of important Permanentnature issued by theGovernment of India18 Amendments etc. issued to Permanentthe Service Rules.19 Parliament Questions and 5 yearscorrespondence connectedthereto.20 Instructions regarding pay Permanentand allowances admissibleto the SPE Officers.21 Appointment, transfer, 5 years after the date ofposting etc. of officers in transfer or reversion etc.SPE/CBI.22 Leave applications and 3 yearscorrespondence regardinggrant of leave etc.23 Leave Account of Non- 3 years after death orGazetted Staffretirement.24 Extension of deputation 5 years after the date ofcontinuation in service etc. reversion or retirement.25 Departmental Enquiry file 3 years after theagainst SPE Staff.26 Correspondence regardingrenting of OfficeAccommodation.27 Correspondence regardingpermission etc. to attendthe Court28 Correspondence regardingallotment of residential/office accommodation by theGovernment.29 Correspondence regardingaddresses of Officers, Staff,State IsG, etc.30 Correspondence regardingthe issue and printing etc.of DSPE Identity Cards.31 Correspondence regardingthe printing, issue etc. ofRailway Warrants.proceedings are over.2 years after theaccommodation isvacated.2 years.2 years after thevacationofaccommodation.1 year.3 years.2 years.32 Register of Identity Cards. Permanent.33 Register of stock of Identity Permanent.Cards.34 Register of stock of Railway Permanent.Warrants.35 Reward Rolls 3 years.correspondence regardingRemarksPage 472 of 472

36 Property returns andcorrespondence relating to.37 Correspondence regardingTypewriting test - UPSC.38 Civil Lists and theiramendments.39 Verification of antecedentsand correspondence relatingthereto.40 Indian Police Medal,President's Police Medal -Recommendations for theaward of.41 Promotion Rolls andcorrespondence thereto.42 Quasi-Permanancycorrespondence regardingPermanent. May bedestroyed 4years afterthe date ofretirement.5 years.5 years.Permanent. May bedestroyed 4years afterthe date ofretirement.10 years.5 years.Permanent May bedestroyed 4years afterretirement.43 Casual leave applications 1 year.44 All India Police Meets - 5 years.Correspondence regarding45 Casual leave Register 1 year.46 Annaul Establishment Permanent.SinceReturns.discontinued.47 Punishment Register 5 years.48 Office Order Book. Permanent.49 Register of Service Books Permanent.50 Increment Register 3 years after the newregister has beenstarted.51 Long Leave Register 5 years.52 Register of building Permanent.leased/rented etc.53 Duty Register 3 years.54 Surprise check Register of 2 years.Guards.55 Command Certificates 5 years.original and copies thereof.56 Annual Administration Permanent.Report on SPE/CBI.57 Personal files of officers. 10 years after reversionor 5 years after death orretirement.58 Service Books. Permanent.59 Cash Book. 20 years.60 Register of contingent 5 years.Expenditure.61 Detailed Budget Estimatesof an office.5 years.Page 473 of 473

62 Travelling Allowance Bills 3 years.and acquittance roll relatingthereto.63 Statement of monthly 2 years.progressive expenditure andcorrespondence relatingthereto.64 Contingent Bills. 5 years.65 Special Counsel’s Bills 5 years.66 Special Counsels fee 5 years.Register.67 Bill Register 20 years.68 Pay Bills and acquittance 35 years.Rolls where these aremaintained separately ofGovt. servants for whom noEstt. returns are submittedor no S. Books aremaintained.69 Pay Bills of other classes of 6 years.Govt. servants andacquittance rolls for payand allowances other thantravelling allowance (whenmaintained separately)70 Pay Bill Register Permanent.71 Medical Charges, pay 6 years.advance, GPF advance andreward Bills.72 Receipt Books (counterfoil) 20 years.73 Stock Register of Receipt Permanent.Books.74 Muster Roll. 3 years.75 Dead Stock Register Permanent.76 Stock Register of vehicles. Permanent.77 Register of Life Insurance Permanent.Policies financed from GPFund.78 Treasury Challan Register Permanent.79 Telephone and Trunk CallRegister.2 years or when thelocal audit is overwhichever is later.80 Cycle Register 10 years.81 Type-Writing Register 10 years.82 Stationary and forms 5 years.Register.83 PTO Concession Register. 5 years.84 Book adjustment Register 2 years after alladjustment have beenmade.85 Register of R.T.R. 5 years.86 Leave salary contributionRegister.87 Original Treasury Challans. Permanent.5 years after all theadjustments have beenmade.Page 474 of 474

88 TA Bill Register. 10 years.89 Malkhana Inspection 33 years after the lastRegister.inspection is over.90 Register of cash and Permanent.jewellery.91 Log Book of vehicles. 3 years or when thelocal audits is overwhichever is later.92 Vehicle Requisition Slips. 2 years.93 Office copies of pay bills of To be given to theGazetted Officers.Officers at the time ofTransfer etc. as they aretheir own drawingofficers.94 Register of advances. 2 years after theadvances have fully beenrecovered.95 Electric and Water charges 3 years.Register.96 Correspondence regarding 3 years.the issue of Bank drafts etc.97 Correspondence regarding 5 years.the recoveries from the staff.98 Register showing 1 year.acknowledgment of chequesto Gazetted Officers.99 Correspondence regarding 10 years.TA Bills of Gazetted andnon-Gazetted.100 Audit Inspection Reports. 10 years.101 Appropriation Accounts. 5 years.After theintroductionof pay billsregisters,separate paybills are notprepared forGazettedOfficers.Page 475 of 475

STATEMENT SHOWING THE PERIODS FOR WHICH THE RECORDSPERTAINING TO ADMINISTRATION AND ACCOUNTS MATTER ARE TOBE PRESERVED.Sl.No.Description or the Register/Record etc.Period for which they are to bepreserved.1 2 31 Shorthand note books relating theAdministrative work.Six months from the date of lastentry in the book.2 Shorthand note book relating to 2 years from the date of last entry.Crime work.3 GP Fund correspondence Till the account is settled.Accounts slips etc.4 Secret Service Registers showing May be destroyed after 5 years fromtrap accounts.the date when all thecorrespondence regarding amountspaid from SS Fund have beenreceived back (in case of writings offit may be destroyed 2 years afterwriting off).5 Invoice Register and invoice 5 years.counter-foils.6 Dealing Clerk Diary including 2 years after all receipts enteredAssistant Diary.7 Supply of typewriterscorrespondence etc.8 SPE Officers training coursecorrespondence etc.9 Telephone Trunk Call Bills -correspondence etc.10 Reconciliation of accounts file -correspondence etc.11 Purchase of furniture file -correspondence etc.12 Deputation of State Police Officers- correspondence etc.13 List of Govt. holidays files -correspondence.14 Grant of House Rent Allowancefiles - Correspondence etc.15 Grant of Cycle Allowance files -correspondence etc.16 Conveyance Allowance files -correspondence.17 Clothing Allowance and othercorrespondence etc.18 Leave Salary Contribution files -correspondence etc.19 Monthly return of rewards andpunishments files -correspondence etc.20 Hindi Classes for Govt. Servantsin SPE Files.therein have been disposed of.5 years or till all the adjustmentshave been made, whichever isearlier.3 years.Upto 3 years after clearing the bills.Upto 3 years after reconciliation.5 years.5 years after the deputationistconcerned has been reverted to hisparent State.1 year.5 years.5 years.5 years.5 years.3 years.2 years.3 years.Page 476 of 476

21 Supply of stationery and forms 3 years.files - correspondence etc.22 Correspondence regarding service Permanent.books and character rolls of staff.23 Grant of Festival Advance paid to Upto 3 years after repayment.Govt. Servants - correspondenceetc.24 Contingent Vouchers. 5 years.25 Contingent Bills Register. 5 years (this period has beenprescribed in modification of theperiod prescribed against Sl.No.67in the statement attached withletter No.84/5/62-Estt. dated09.07.62.Page 477 of 477

Annexure – XXIII(D)No.10/122/65-AD.IGovernment of IndiaMinistry of Home AffairsCentral Bureau of InvestigationEast Block No.7, R.K.PuramDated : 09.05.1967ToThe Superintendents of Police,Central Bureau of InvestigationAll Branches/Units.Sub.: Instructions regarding the preservation of records relating toAdministration and Accounts matters.Sir,In continuation of this office letter No.84/5/62-Estt. dated30.05.1966, I have the honour to send herewith a copy of the statementshowing the period of retention of records in the CBI in respect ofAdministrative and Accounts matters. The records will be weeded out afterthe stipulated period mentioned in Col.3 of the statement. A list of recordsweeded out should be made before they are destroyed.Yours faithfully,Copy forwarded for information and necessary action to :1. AD.I, II, III, IV Section, Head Office.2. Copy to DIG/CBI/Calcutta.Sd./-(Badri Nath)Administrative OfficerCBI.Sd./-(Badri Nath)(Administrative Officer)CBI.Page 478 of 478

STATEMENT SHOWING THE PERIODS FOR WHICH THE RECORDSPERTAINING TO ADMINISTRATIVE AND ACCOUNTS MATTERS ARE TOBE PRESERVED.Sl.No.Description of the recordPeriod for which to bepreserved after the file isclosed.1 2 31 Advance for the purpose of 5 yeas after recovery ofpurchasing Motor Car.advance.2 Advance for the purchase of Motor 5 yeas after recovery ofCycle.advance.3 Income Tax. 10 years.4 Office orders regarding change inPay/Transfer etc.5 years after transfer/reversionof the officer.5 Sanction for travel beyond 3 years.jurisdiction.6 Adjustment of Railway Warrants. 5 years.7 Correspondence regarding savings 5 years.and excess.8 Correspondence regarding hot and 3 years.cold weather charges.9 Correspondence regarding To be preserved permanently.permanent advance.10 Correspondence regarding Liveries. 5 years.11 Correspondence regarding Prolonged 3 years.Halts.12 Correspondence regarding To be preserved permanently.Government Vehicles.13 Correspondence regarding 3 years.Declaration of Head of Office,Drawing and Disbursing Officer etc.14 Correspondence regardingDelegation of financial powers tosubordinate authorities.To be preserved permanently.15 Correspondence regarding Rules & To be preserved permanently.General Orders, GFR etc.16 Correspondence regarding Misc. 3 years.accounts.17 Malkhanas - instructions regarding. To be preserved permanently.18 Estt. Correspondence regarding To be preserved permanently.fixation of pay of Officers (directlyrecruited).19 Correspondence regarding controlover expenditure and submission ofmonthly statement under delegationof financial powers by theAdministrative Ministries to lowerauthorities.20 Correspondence regarding ratecontract-21 Correspondence regarding Annualstatement of GPF of class IVGovernment servants.3 years.3 years.22 Correspondence regarding pay 10 years.To be preserved permanently.Page 479 of 479

fixation of officers employed ondeputation.23 Special pay to Cashier. 10 years.24 Continuance of posts in the SPE. To be preserved permanently.25 Sanction of posts by IGP/SPE. To be preserved permanently.26 Distribution of Central Govt. 5 years.servants/Publicenterprise,employees according to pay range.27 Monthly return of vacancy position 1 year.and staff strength.28 Annual return of Compulsory 3 years.retirement of Ministerial GovernmentServants.29 Pay fixation of Police Officers in the 10 years.CBI - correspondence regarding30 Misc. matters. 3 years.31 Annual increment to the Executive 3 years.staff in CBI.32 Annual increment to the Ministerial 3 years.Staff in CBI.33 Annual increment to the Class IV 3 years.Government Servants in CBI.34 Confidential reports on CBI Staff. Till transfer of Officer fromBranch.35 Training of Executive Staff - 5 years.correspondence regarding36 Half yearly report regarding the 3 years.progress made in the teaching ofHindi to Central Govt. servants.37 Provisions of Uniform to Police 5 years.Officials - correspondence regarding38 Declaration of Home Town, Leave To be preserved permanently.Travel Concession - correspondence.39 Jurisdiction of CBI Branches. To be preserved permanently.40 Annual report of CBI. To be preserved permanently.41 Provisions of Armed Police Guard. 10 years.42 Treasury Voucher statement. 3 years.43 Correspondence regarding advance 3 years.in connection with festivals andfloods.44 Correspondence regarding 3 years.Stationery indents, rules and localpurchase of Stationery.Page 480 of 480

Annexure – XXIII(E)No.40/86/69-AD.IIGovernment of IndiaCentral Bureau of InvestigationExpress Building, New DelhiToDated : 25th April, 1972The Superintendent of Police,Central Bureau of Investigation,Ambala.Sub.: Instructions regarding the preservation of records relating toAdministrative matters.Sir,With reference to your letter No.506/74/Estt./71-72-GW.II/Amb.dated 03.03.1972 on the subject cited above, I have the honour to encloseherewith a list showing the period of preservation of records referred to byyou.2. Detailed instructions regarding the period of preservation of recordsrelating to establishment and account matters are available in Appendix 5 ofNotes on ‘Office Procedure’ published by the Sectt. Training School, Deptt. ofPersonnel, New Delhi and Appendix 30 of G.F.P. 1963.Yours faithfully,Encl.:Sd./-(G.L.Agarwal)Administrative OfficerCBI.Copy forwarded to all Branches of CBI alongwith the enclosure.SP/SPE/Lucknow only. This disposes of your letterNo.2675/24/A/60 dated 17.02.72. Personal files of the Officers who aretransferred from one Branch to another Branch are to be retained for aperiod of 5 years after their retirement. Such files need not to be transferredto the Branches where the officers are transferred.SP/SPE/N&CC, New Delhi. This disposes of your letterNo.11/33/72-N&CC/681 dated 11.02.1972.Copy to AD.I/V/II/Hindi Section/CFSL/Co-ord. Wing & Policy &Organisation Division.Sd./-(G.L.Agarwal)Page 481 of 481

Administrative Officer(E)CBI.Sl.SubjectPeriod of preservation.No.1 2 31 Correspondence regarding children 5 yearseducation allowance.2 Correspondence regarding progress 5 yearsachieved in the representation ofScheduled Castes & Scheduled Tribes inthe Govt. of India.3 Training Register of newly recruited SIs. 3 years.4 Correspondence regarding service 5 years.stamps.5 Books and publications :-(a) Purchase of Books.5 years.(b) Lending and issue.1 year.(c) Inventory Catalogue.5 years.(d) Library accession register.Permanent.(e) Library membership register.3 years.6 Correspondence regarding property 5 years.declaration.7 Correspondence regarding Organisation 1 year.of sports in CBI Branches.8 Correspondence regarding reservation of 1 year.Rest House for Staff.9 Correspondence regarding forwarding ofapplications for appointment outside SPEBranches.This should be dealt within the personal file of theOfficer concerned.10 Correspondence regarding confirmation,permanent absorption of Constables.11 Correspondence regarding handlingover/taking over of charge by theofficer/official in CBI Branches and HeadOffice.12 Correspondence regarding grant ofextension/re-employment to Govt.servants on their attaining the age ofsuperannuation.13 Correspondence regarding loss and issueof Railway Warrants.14 Correspondence regardingimplementation of decision of SPEConference.15 Correspondence regarding voluntarycontribution for helping the families ofofficers of the CBI Branches.10 years (authenticatedcopies of the ordersshould be available in thepersonal files and theappropriate entriesshould be made in theservice book).This should be dealt within the personal file of theofficer concerned.5 years after retirement.5 years.16 Tution fee to CBI employees. 5 years.5 years after all thedecisions have beenimplemented.3 years.Page 482 of 482

17 Correspondence regarding HouseBuilding Advances.3 years after finalrecovery.Annexure – XXIII(F)No.13/8/70-O&MGovernment of India/Bharat SarkarMinistry of Home Affairs (Grih Mantralaya)Deptt. of Administrative Reforms (Parashanik Sudhar Vibhag)Sardar Patel Bhawan,New Delhi.OFFICE MEMORANDUMDated : 15th, October, 1971Sub.: Retention periods for records relating to pensionary benefits andpersonal cases.The undersigned is directed to refer to O&M Division’s OfficeMemorandum No.34/4/61-O&M dated 21.01.1963 regarding retentionperiods for records common to all Ministries/departments and the first list ofadditions and alternations thereto circulated on 2nd July, 1963. Theretention periods for records relating to grant of pensionary benefits videitems 21-22 and 71-A(B-b) of the said schedule have been reviewed in thelight of the provisions of the Family Pension Scheme, 1964. It has beendecided to revise the retention periods then prescribed as in the enclosedstatement. The C&AG and the Department of Expenditure have beenconsulted.Sd./-(A.T.Govindarajan)Deputy DirectorPage 483 of 483

STATEMENT SHOWING RETENTION PERIOD FOR RECORDS RELATINGTO PENSIONARY BENEFITS AND PERSONAL CASES.Sl.No.No. of itemin theschedule.Subject Period recommended Remarks.1 2 3 4 51 21 Service Books(including leaveaccount).3 years after death/retirement or the dateof finalisation of thepension, whichever islater.2 22 Personal files. 3 years after death/retirement or the dateof finalisation of thepension, whichever islater.3 74-A(b) Invalid Pension. Till the youngestson/daughter attainsmajority or five years,whichever is later.4 74-A(c) Family Pension. Till the youngestson/daughter attainsmajority or five years,whichever is later.5 74-A(d) Other Pension. Till the youngestson/daughter attainsmajority or five years,whichever is later.Page 484 of 484

Annexure - XXIVREGISTER FOR WATCHING THE PROGRESS OF RECORDINGSection________________________Month and year____________File marked for record during themonthFile recorded during the monthS.No. File No. S.No. File No.Page 485 of 485

Annexure - XXVRECORD REVIEW REGISTERDEPARTMENT ________________YEAR OF REVIEW ______________File No. File No. File No. FileNo.only.NOTE :This register will be maintained for class ‘C’ filesPage 486 of 486

Annexure - XXVILIST OF FILES DUE FOR REVIEWSl.No.File No.Instructions of reviewingauthority.1 2 3INSTRUCTIONS1. The Departmental Record Room will prepare this list in triplicate bycompleting column 1 and 2 only.2. The Section responsible for review will sign one copy of the list andreturn it to the Departmental Record Room by way ofacknowledgement, retaining the other two copies.3. After review, the Section concerned will complete column 3 of the listin both the copies by indicating.(a)(b)(c)The word ‘keep’ in the case of files proposed to be retainedindefinitely;The letter ‘W’ in the case of files desired to be weeded out; andThe precise year of weeding, in the case of class ‘C’ filesproposed to be retained for a further period not exceeding 10years from the date of their closing.4. Both the copies of the list should accompany the files returned to theDepartmental Record Room which will sign one copy and return it tothe section concerned by way of acknowledgement.Page 487 of 487

Annexure - XXVIIWEEKLY ARREAR STATEMENT(for individual dealing hand)Section________________Name of dealing hand____________________WeekendingNumber of receipts/casesIn handInitials ofdealinghandBF frompreviousweekReceivedduringthe weekTotalofcols. 2and 3Dealtwithduringtheweek.TotalOver7days1 2 3 4 5 6 7 8INSTRUCTIONS1. Column 2 will repeat the figure shown in column 6 in respect of thepreceding week.2. Column 3 of the statement will also include 'come-back' cases andwill represent the total number of receipts and cases as entered in theassistant's diary for the week under report.3. The figure in column 5 can be ascertained by scanning throughentries in column 4 of the assistant's diary in respect of receipts andcases:(a) received during the week under report and the precedingweek; and(b) included in the statement of more-than-one-week-oldreceipts/cases submitted with the arrears statement for thepreceding week.4. Column 6 will represent the difference between columns 4 and 5.Page 488 of 488

5. 4. The same form will be used to give a running account of the stateof work, week by week, for the whole year.Page 489 of 489

Annexure - XXVIIISTATEMENT SHOWING PARTICULARS OF RECEIPTS/CASES IN HANDFOR MORE THAN 7 DAYSName of the dealing hand____________________Week ending_______________DiaryNo.DatefromwhichpendingBriefsubjectReasons fordelayRemarks ofsectionofficer/hisherofficerActiontaken onremarks inCol.51 2 3 4 5 6Page 490 of 490

Annexure - XXIXCASE SHEETFile/Diary No.SubjectDate of commencement________________________________________________Month endingWith whompending andsince whenReasons fordelayRemarks ofU.S. andhigherofficers1 2 3 4INSTRUCTIONS1. A separate sheet will be maintained for each case.2. The statement will cover not only originating section's own files butalso files received by it from other sections/departments and otherPUCs for which no files has been opened. The last two categories ofcases will be identified by their diary numbers.3. The date of commencement of a case will normally be the date ofreceipt of the PUC and can be ascertained from the file register in thecase of originating section's own files and from the section diary orassistant's diary, in other cases.4. Entries in column 2 will be made on the basis of entries in the filemovement register, section/desk diary.Page 491 of 491

Annexure - XXXCALL BOOKSl.No.FileNo.Date ofcommencementof fileSubjectReasonwhy nofurtheractioncan betakenfor oversixmonthsDate onwhichaction isto berestarted.Remarksof B.O.DivisionalHead atthe timeof reviewDate ofrestarting.1 2 3 4 5 6 7 8Page 492 of 492

Annexure - XXXINUMERICAL ABSTRACT OF CASES PENDING DISPOSALFOR OVER A MONTHSection_____________________Year _________________________As onthelastdayofNumber of cases (other than those transferred tocall book) pending disposalbetween1 & 3monthsbetween3 & 6monthsbetween6monthsand oneyearbetween over 21 & 2 yearsyearsTotalofcols.2-6Number ofcasestransferredto callbookInitialsofsectionofficer/deskfunctionary1 2 3 4 5 6 7 8 9JanFebMarAprMayJunJulAugSepOctNovDecCONSOLIDATED NUMERICAL ABSTRACT OF CASES PENDINGDISPOSAL OF OVER A MONTHDepartment_____________________Month ending_________________________Section Number of cases (other than those transferred to callbook) pending disposalNumber ofcasestransferredto callVariationfrompreviousmonthsPage 493 of 493

etween1 & 3monthsbetween3 & 6monthsbetween6monthsand oneyearbetween1 & 2yearsover2yearsTotalofcols.2-6bookinthecaseofcol.71 2 3 4 5 6 7 8 9 10inthecaseofcol.8Page 494 of 494

Annexure - XXXIIMONTHLY PROGRESS REPORT ON RECORDING OF FILESMonthendingSection _______________BF frompreviousmonthNumber of filesMarkedforrecordduringthemonthRecordedduringthemonthRemainingto berecorded atthe end ofthe month(2+3-4)RecordClerk/Asstt.InitialsSectionOfficer/deskfunctionary1 2 3 4 5 6 7INSTRUCTIONS1. Column 2 will repeat the figure in column 5 for the preceding month.2. 2. Column 3 and 4 will be filled on the basis of the register forwatching the progress of recording.Page 495 of 495

REGISTER OF PARLIAMENTARY ASSURANCESAnnexure - XXXIIISl.No.Section/Desk____________________Date Reference Subject AssurancegivenHowfulfiledLOK SABHARAJYA SABHADate on whichSent toDepartmentofParliamentaryAffairs.Laid ontheTableof theHouse.1 2 3 4 5 6 7 8INSTRUCTIONS1. Column 2 will show the date on which the assurance was given.2. Column 3 will indicate the No. of the question, name of bill,resolution, motion etc., in connection with which the assurance wasgiven and also reference to the communication from the Departmentof Parliamentary Affairs with which it was received.Page 496 of 496

Annexure - XXXIVCHECK LIST FOR WATCHING RECEIPT OF INCOMING PERIODICALREPORTS FOR THE YEAR _____Department ____________________________Section/Desk ____________S.No.Title ofthereportandFileNo.PeriodicityDue date of receiptJan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec1 2 3 4 5 6 7 8 9 10 11 12 13 14 15INSTRUCTIONS1. If the periodicity of a report is more than a month, the prescribeddate(s) will be shown under the appropriate months only. Forexample, if a quarterly report is due on 15th Jan., April, July andOct., only col. 4,7,10 and 13 will be filed by indicating the figure 15under each.2. 2. If a report is to be received of other than once a month, two ormore entries depending on the frequency of the report will be made incolumns 4 to 15. Thus, for instance, a fortnightly report will requiretwo entries to be made under each month.Page 497 of 497

Annexure - XXXVCHECK LIST FOR WATCHING DESPATCH OF OUTGOINGPERIODICAL REPORTS FOR THE YEAR ____Department ____________________________Section ____________Sl.No.Title ofthe reportand FileNo.PeriodicityDue date of despatchJan Feb Mar Apr May Jun Jul Aug Sep Oct Nov DecINSTRUCTIONS1. If the periodicity of a report is more than a month, the prescribeddate(s) will be shown under the appropriate months only. Forexample, if a quarterly report is due on 15th Jan., April, July andOct., only col. 4,7,10 and 13 will be filed by indicating the figure 15under each.2. If a report is to be dispatched of other than once a month, two ormore entries depending on the frequency of the report will be made incolumns 4 to 15. Thus, for instance, a fortnightly report will requiretwo entries to be made under each month.Page 498 of 498