INDEX S. No.

Topic/Heading

1 2 3 4 5 6

Organisation Charter of Duties P&F Dte Authorisation of civilian manpower Procedure on framing/revision of Recruitment Rules Reservations and concessions for recruitment Categories of Central Govt civilian employees and their terms and conditions of service
i) Civilian Gliding Instructors (CGIs) ii) Administrative Officer (Civilian) iii) Office Superintendent (OS) and Assistant iv) Stenographer (Gde I to III) v) Junior Hindi Translator (JHT) vi) Upper Dividion Clerk (UDC)/Lower Division Clerk vii) Civilian Motor Driver (CMD) viii) Carpenter ix) Draughtsman x) Painter xi) Group D staff Packer, Gestetner Operator, Peon, Chowkidar, Cook, Safaiwala, Gardner, Barber, Washerman, Cycle Repairer, AT Cart Driver, Mess Waiter, Masalchi, Lasker, Syce, Marker and Motor Pump Attendant

7 8 9 10

Promotions Assured Career Progression Scheme (ACP) Recruitment of Whole Time Lady Officers (WTLOs) Girl Cadet Instructors (GCIs)
i) Mode of recruitment ii) Terms and conditions of service iii) Charter of duties iv) Annexures /Appendices to Chapter 10 v) Step by step procedure for recruitment of GCI Gde III

11

Recruitment of UDC in NCC on the basis of Limited Departmental Competitive Examination (LDCE)
2

12 13

Appointment of Cashiers in NCC Directorates Annexure

i) Scheme for compassionate appointments ii) Appendix A- Time limit and revised rules & regulations for the pupose of appointment on compassionate grounds iii) Appendix B Scheme for compassionate appointment Relative merit points and revised procedure for selection iv) Appendix C Time limit for making compassionate appointments

14 15 16

Conversion of trade in Gp D Engagement of Casual Labour Discipline

i) Disciplinary procedures and penalties ii) Appeal, Revision and Review iii) Suspension iv) Subsistence Allowance v) Disciplinary powers

17 18 19 20

Handling of court cases Annual Confidential Reports (ACRs) Appendix A Procedure on rendition of ACRs Review under FR 56 (j) i) Non-Invalidation of Govt servant on account of mental and physical disabilities ii) Appendix A - Non-Invalidation of Govt servant who has been permanently incapacitated from Govt service on account of physical disability information regarding i)Constitution of IIIrd level Office Council (JCM) in NCC ii) Appendix A Constitution and composition of Office Council in NCC

21

22

i) Complaint Committee relating to sexual harassment of women employees at work places ii) Appendix A Circular for setting up of Complaints committee in NCC
3

iii) Appendix B - Annual reports from the Complaint Committee iv) Appendix C DtesJudgement issued by Supreme Court in WP (CRL) No S 666/70 of 1992 by Visakha & Others Vs State of Rajasthan 23 Grant of loans and advances A. House Building Advance i) Appendix A Form for grant of HBA ii) Appendix B Form of agreement to be executed at the time of drawing HBA iii) Appendix C Reconveyance Deed B. Motorcycle and Scooter Advance i) Appendix D Form for drawal of Scooter & Motorcycle Advance 24 25 Procedure for medical reimbursement Leave Rules i) Earned Leave ii) Half Pay Leave iii) Commutted Leave iv) Leave Not Due v) Extraordinary Leave vi) Maternity Leave vii) Paternity Leave viii) Casual Leave ix) Leave to female Govt servant on adoption of child x) Special Disability Leave xi) Hospital Leave xii) Study Leave xiii) Leave Salary xiv) Special Casual Leave

26 27

Leave Travel Concessions (LTC) General Provident Fund (GPF) i) Eligibility ii) Rate of subscription iii) Advance from GPF : a) Amount of advance b) Purposes iv) Withdrawal from GPF v) Final payment from GPF

28

Central Govt Health Scheme i) Definition of family ii) Rate of subscription iii) Procedure for referral to recognized hospitals iv) Medical advance v) Treatment in emergency vi) Reimbursement of medical claim vii) entitlement for hospital treatment ix) CCS Medical Attendant Rules a) Reference to specialists/other medical officers b) Definition of family c) Medical attendance d) Treatment e) TA entitlement x) Some useful tips for submission of medical claims

29 30

Central Govt employees Group Insurance Scheme (CGEGIS) Children Education Assistance a) Children Education Allowances b) Reimbursement of Tuition Fee c) Hostel Subsidy Retirement benefits
5

31

a) Pensions i) General provisions ii) Qualifying service iii) Classes of pension iv) Calculation of pension b) Service Gratuity c) Retirement Gratuity d) Death Gratuity e) Residuary Gratuity f) Encashment of leave i) Earned Leave ii) Half Pay Leave g) Grant of Family Pension 32 Issue of No Objection Certificate for obtaining passport and for proceeding abroad Annexure I Instructions for Defence civilian employees proceeding to foreign countries Annexure II Instructions for Defence civilian employees proceeding to foreign countries Annexure III Procedure for issue of NOC for proceeding abroad Appendix A Application form for obtaining NOC for a passport only Appendix B Application form for obtaining NOC for passport cum proceeding abroad Appendix C Format for issue of NOC for passport only : Format I Issue of NOC for passport only Format II Issue of NOC for going abroad Appendix D Application for seeking prior permission of the Govt to accept foreign hospitality Appendix E Format of Security Bond. 33 Parliemant Questions and VIP references

34

Award of DG NCC Commendation Card Annexure I and II Guidelines for award of DGNCC Commendation Card to NCC personnel Appendix A Format for recommendation for the award of DGNCC Commendation Card Reports and Returns i) ii) iii) Monthly Reports Quarterly Reports Half Yearly Reports

35

Setting up of Shopping Complex in Republic Day Camp i) Appendix I Tender and agreement forms for opening of stalls 37 38 39 40 41 42 Setting up of Photo Cell during RDC Setting up of Recreation and Information Room for Boys and Girls during RDC RD Camp related other important functions undertaken by P&F Dte Duties of Establishment Officer (EO) in HQ NCC Financial Matters Rules & Procedures Central Budget i) Heads of Account ii) Code Heads and items of expenditure iii) Stages of budget iv) Allotment of funds v) Stages of fund allotment vi) Monitoring of progress of expenditure 43 State Budget i) Items of expenditure ii) Rates of allowances admissible to cadets and ANOs 44 Annual Training Grant and Amenity Grant i) Rate ii) Utilisation

45

Camp expenditure a) Items of expenditure i) Messing Allowance ii) Rank Pay iii) TA & DA iv) Incidental Allowance v) TA & DA for civilians vi) POL b) Procedure for drawal, disbursal and accounting and audit of cam expenditure c) Procedure for reimbursement of camp expenditure d) Submission of quarterly report on reimbursement of camp expenditure e) Appendices A and B Govt letters dated 7 May 99 and 24 Nov 67 on reimbursement of 50% of Camp expenditure f) Appendix C and D Formats I & II for submission of report on reimbursement of camp expenditure g) Appendix E - Format for submission of report on reimbursement of camp expenditure (For J&K and NER only)

46

One time grant for permanent advance Appendix A C Govt letter dated 10 Apr 92 on procedure for drawal for permanent advance

47

Standard Operating Procedure for drawal, management and audit of central funds for NCC activities in respect of additional 25,000 cadets in the states of J&K and NER Delegation of financial powers Standards of financial propriety Purchase procedure i) Fundamental principles of public buying ii) Procurement yardsticks iii) Rate contract iv) Registration of suppliers v) Reserved items vi) Purchase of goods without quotations

48 49 50

vii) Purchase of goods by Purchase Committee viii) Purchase of goods directly under rate contract ix) Tender enquiry (Purchase of goods by obntaining bids) x) Advertised tender enquiry xi) Limited tender enquiry xii) Two bid system xiii) Single tender enquiry xiv) Tender opening procedure xv) Receipt of stores xvi) Procedure for sending proposals to HQ NCC (P&F Dte) 51 52 Hiring of civil transport (CHT) Purchase of computers, computer stationery, peripherals and maintenance of computers i) Laptop computers SOP for maintenance and operation of DGNCC Public Fund Account i) Category of fund ii) Maintenance iii) Deposits iv) Withdrawal v) Closing of accounts vi) Audit of accounts vii) Checking and audit of accounts Appendix A Proforma for forwarding cheques/DD/cash for depositing in the DG NCC Public Fund Account 54 Republic Day Camp i) Duties of P&F Dte ii) Financial management of RD Camp iii) Remittance of funds by State NCC Dtes

53

iv) Opening of bank account v) Maintenance of accounts vi) Financial powers and channel of submission of proposals for incurring expenditure vii) Cash in hand ix) Local purchase of stores x) Submission of bills xi) Disposal of unconsumed ration xii) Submission of documents after RD Camp xiii) Unspent amount xiv) SOP for making purchases/execution of contracts xv) Clearance certificate Appendix A Pay Order Appendix B Check list for submission of bills Appendix C Clearance Certificate Chapter 55 55 Regimental Fund i) General ii) Source of receipt iii) Distribution of subscription iv) Financial powers to incur expenditure in Dtes/OTAs/Gp/Units v) Financial powers in HQ NCC 56 NCC Unit Run Canteens i) Procedure to open new URC ii) Distribution of CSD profits iii) Transfer of canteen profits to higher HQ iv) Entitlement of canteen facilities

10

v) Canteen facilities to NCC personnel vi) Scale of liquor per month vii) Terms and conditions of service of civilian employees viii) Accounting of CSD funds 57 NCC Officers Mess Procedure for opening of new mess Grant of advance Membership Functions Organization Mess Committee Mess Staff Service conditions of mess staff Officers Room Bearers Functions of Mess Committee Mess Meeting Mess Committee Meeting Mess customs and etiquettes Security Visitors & guests Accommodation Property Valuation of movable property Immovable property Silver Sources of finance Members contribution Hony Members

11

Mess Maintenance Allowance Share of canteen profit Misc sources Financial powers Procedure to write off losses Maintenance of accounts Audit Inspection Miscellaneous 58 Management of Non-Public Funds i) Documentation ii) Maintenance of accounts and ledgers iii) Maintenance and accounting of CSD Fund account iv) Common observations noticed during inspection 59 Camp Accounting Instructions Introduction Scope Aims Location of camps Definition Camp expenditure Financial arrangements for running of camp Observance of canons of financial propriety Responsibility for funds and stores Responsibility for losses Losses in camps Sanction of estimated expenditure Utilization of funds Drawl of money

12

Payments Camp officer Duties of camp commandant Duties of Dy Camp Commdt Bank account Safe custody of cash NCC part time officers / cadet committee Retention period of camp records Safe custody of documents Prompt audit of camp accounts Audit by Regimental Audit Board Source of ration supply Contracts General principles Purchase Committee Estimate of requirements Call for tenders Resister of approved contractors Tender Forms Supply of and rate Sale proceeds of tender forms Contract register Maintenance of Tenders issuing authority Date of submission of tender Earnest money - Calculation of Earnest Money Deposit of Supply of samples Tender Box Submission of tender

13

Date and time of opening of tenders Acceptance of tenders Opening of tenders Allotment number to each tender Approval of tenders Resealing of sample after examination Procedure if no or one tender is received Market Rates Ascertaining of Recording of advertisement of tenders Approval of contractor Authorities empowered to approve/conclude tenders Intimation of acceptance of tender Security deposit Sealed samples Left over ration Issue of supply order Requirement of ration Contract Operating Board Checking of ration Compensation for breach of contract Cash purchase of rations Sanction for modification of contracts Non-receipt of tenders Errors in tenders Duration of contracts Transfer of contracts Advance Recovery of compensation from security deposits

14

Interpretation of Contracts Settlement of bills Maintenance of Accounts/Records Records Cash account for the camp Procedure for maintenance of cash book Vouchers for payment Payment of bills Remittance of un-disbursed amount Re-appropriation of funds Messing Account - Weights and measures Scale of ration Supply of ration from ASC/Govt Agencies Procedure for drawal of ration from ASC/Govt agencies Purchase of rations from contractors Arrival and departure report Ration strength Maintenance of Messing account Daily menu Issue and accounting of messing stores in stock book Daily messing expenditure statement Daily attendance register Disposal of unconsumed ration Auction of unconsumed ration stores Mess arrangements for civilian staff Scale of mess servants Messing arrangement for NCC Part Time Officers Messing Arrangement on contract

15

Cooking/Serving arrangements in camp on contract Incidental expenditure Quantum of incidental expenditure Items of expenditure Postage charges register Telephone calls/rental register Loan ledger stores Expenditure on pitching of tents etc Opening/Closing day function Cash prizes Scale of civilian camp followers Lighting Camp POL account including milage cards and car dairies Register of hired transport Non-expendable stores Accounting of stores purchased from incidental expenditure Custody of stores- Arms and ammunition Unit Camp Store ledger Condemnation of non-expendable stores Sale proceeds from condemned articles Purchase procedure out of Incidental grant All India Combined/Zonal Camps Military/Central/Public/Residential Merit Scholarship School/Navodaya Vidyalayas camps Audit documents required Audit - General instructions Responsibility for the settlement of audit objections Objection Register

16

Camp report Reports and returns Camp report Audit Report Expenditure Statement Scrutiny of reports and returns DOs and DONTs for camp accounting Appendices to chapter 59 60 Cadet Welfare Society i) Introduction ii) Aims iii) Membership iv) Nomination Form v) Financial assistance/relief vi) Grant of Scholarships vii) Best Cadet Awards viii) Sports and adventure activities Appendix A Statement of membership fee Appendix B - Nomination Form Appendix C - Certificate to be given by cadet for financial assistance Appendix D Application for financial assistance in death cases 61 Sahara Scholarship Scheme i) No of Scholarships ii) Amount of Scholarship iii) Eligibility criteria Appendix A Application form 62 Posted strength and emoluments of AFHQ officers/staff in DGNCC.

17

P&F INFORMATION ACT

ORGANISATION 1. NCC Organization is administered by Ministry of Defence with Defence Secretary as over all incharge, responsible to the Govt of India for its efficient functioning. 2. NCC Organization is headed by Director General (DG) who monitors its functioning through his HQ in Delhi. The DG is assisted by two Additional Directors General (ADsG) one Maj General from the Army and the other, a Rear Admiral from the Navy or Air Vice Marshal from the Air Force. 3. At the State level, the country has been divided into 16 Directorates (Dtes) covering all the states and Union Territories. These State NCC Dtes control 95 Group HQs. The Gp HQs supervise the functioning of Army, Naval and Air NCC Units. 4. In addition to State NCC Dtes, NCC has two Officers Training Academies (OTAs) located at Gwalior, and Kamptee where professors and teachers are specially trained to impart requisite training to NCC cadets in colleges and schools. These professors and teachers are designated as Associated NCC Officers for the purpose of training. OTA Gwalior is also entrusted to conduct courses for the cadres of WTLO and GCI of NCC.

18

ORGANISATION CHART - HQ DGNCC Director General

Additional DG (A)

Additional DG (B)

8 NCC Dtes AP Bihar Gujarat Kar & G Mah MP NER Orissa

DDG (Plg & Coord) Dir (Coord) JD (Coord) JD (Plg) DD (Pub)

DDG (Pers & Fin) Dir (Fin) DD (Fin) Asstt Dir (Hindi) Dir (Pers) DD (Pers) Estt Officer SO (Pers) -I SO (Pers) II OIC CWS

DDG(Logistics) Director (Lgs) JD (Lgs Coord) DD (Clothing) DD (Veh) DD (Eqp & Amn) DD (Procurement) DD (Lg(Navy/Air)

DDG (Trg)

DDG (MS)

8 NCC Dtes Delhi J&K Ker & Lak Punjab Rajasthan TN & P UP & UA WB & Skm OTAs (Kamptee/ Gwalior)

Trg (A) Coord Dir Trg (A) Coord DD Trg (A) Girls Div Dir Trg(B) Army & RDC JD Trg(B) Army & RDC

MS (A) Coord & Posting Dir MS (A) JD MS (A) Posting DD MS (A) Coord MS (B) WTOs & ANOs JD MS (B) WTOs Pensions Acts & Rules, ANOs DD MS (D) ANOs MS (C) ACRs & Compl DD MS (C) ACSrs & Compl JD MS (DV) DD MS (DV) DD MS (PI)

DD (Work & Qrs) DD (Lgs & Coord) OC Camp

Trg (C) Navy & Adventure JD Trg (C) Navy & Adventure DD Trg (E) Adventure JD Trg (D) Air, Flt Safety & YEP JD Trg (F) YEP

19

DETAILED ORGANIZATION CHART OF DTE OF P&F IN HQ NCC DG ADG (A) DDG (P & F)

Dir (Pers)

Dir (Fin)

Dy Dir (Pers)

OIC (CWS)

Dy Dir (Fin)

Section Officer (Pers-1)

Section Officer (Pers-2)

Estt Officer

Dept Canteen

SO (Coord)

Sr AO (Funds-I)

Sr AO (Funds-II)

AAO (Budget)

Asstt Dir (Rajbha sha)

HQ NCC Unit Run Canteen

20

CHARTER OF DUTIES OF P&F DTE DDG (P&F) (a) Personnel Directorate 1. Personnel Management of Central Govt Civilian Personnel posted in NCC Dtes/Trg Estts. Policy on recruitment, posting, transfer, promotion, discipline, retirement benefits etc. 2. To advise DG and ADG (A) on disciplinary matters in their capacity as the Disciplinary authority in r/o Gp C & D employees posted in NCC Dtes & OTAs. 3. All matters pertaining to Personnel Administration of Girl Cadet Instructors (GCI) and Civilian Gliding Instructors (CGIs) 4. Framing and amendment of Recruitment Rules for various civilian posts eg. NCC Whole-Time Lady Officers and Girls Cadet Instructors, filling up of the vacancies of Whole Time Lady Officer (WTLO) under Departmental Quota. 5. 6. 7. Appointment and Regularisation of Casual Labours. Filling up the posts of Accounts Officers in Dte Gen NCC, NCC Dtes/Trg Estts in liaison with CGDA. Sanction of House Building Advance, Motor Cycle Advance, Bicycle Advance to NCC Whole-Time Lady Officers, GCIs, CGIs and Civilian personnel posted in the NCC/Trg Estts. Sanction of re-imbursement of medical claims. All matters relating to Joint Consultative Machinery (JCM) and Civilian Staff Associations. All matters pertaining to Annual Confidential Reports (ACRs) of AFHQ Civilian personnel and the Civilian personnel posted in NCC Dtes/Trg Estts. Staffing of AFHQ Civilian Employees in the HQ NCC Dtes.
21

8. 9. 10.

11.

12. To deal with Parliament Questions and VIP references regarding Personnel and Finance matters 13. Framing of Policy, Utilisation, management & control of Office Contingency Grant.

14. Procurement and supply of furniture, office equipment and office amenities. 15. 16. Matters pertaining to the Central Registry of the Dte Gen NCC. Over all control, supervision and management of Photo Cell, Post Office, Bank, Telephones, Refreshment for VIPs, Shopping complex, Information and Recreation Room for girls and boys, Horticulture and TV sets during RDC. Detailment of staff for RDC. All matters relating to the Office Accommodation at the Directorate General NCC. Chairperson, Office Council (JCM) Member Secretary, NCC Cadets Welfare Society. Chairperson, Wet Canteen at the HQ NCC. Patron-DGNCC Cultural & Recreation Club. Chairperson, DG NCC Women Complaint Cell. Management and Supervision of Office Automation at HQ DGNCC.

17. 18. 19. 20. 21. 22. 23. 24. (b)

Finance Directorate 1. 2. All financial matters including preparation of Central NCC budget, allocation of funds to NCC Dtes/Trg Estt and monitoring of expenditure. Monitoring of financial support provided by the State Govts/Union Territories.

22

3. 4. 5. 6. 7. 8.

Framing of policy, guidelines and SoPs on allocation of funds to NCC Dtes/OTAs. Policy framework and processing cases of delegation of financial powers. Exercise of delegated Financial and Administrative powers. Making allotments to Dtes & OTAs under IT, OCG and CHT heads. Processing cases of grant of incentives to cadets. Framing policies for financial management in respect of Regimental Fund, CSD Fund and Officers Mess Fund and inspection of accounts. Sanction of PCs, duplicators, plain-paper-copiers for all NCC Dtes/Trg Estts. Allotment of RDC funds, processing of cases for financial sanction during RDC. Issue of sanction of Traveling Allowances/Dearness Allowance (TA/DA) and other financial sanctions. Implementation and supervision of Rajbhasha Cell in HQ DGNCC. Overall control and Coordination of P&F Directorate. Control and management of Accounts of Public Funds, Cadet Welfare Society Funds, Civilian Welfare Funds.

9. 10. 11. 12. 13. 14.

Director (Pers) 1. Personnel Management of Central Govt Civilian personnel posted in NCC Dtes/Trg Estts Recruitment, posting, transfer, promotion, discipline, retirement benefits etc. 2. Personnel Administration of Girl Cadet Instructors.
23

3. Framing and amendment of Recruitment Rules for various civilian posts, NCC Whole-Time Officers and Girls Cadet Instructors filling up the vacancies of Whole Time Lady Officer (WTLO) under Departmental Quotas. 4. Appointment and Regularization of Casual Labours.

5. Filling up the posts of Accounts Officers in Dte Gen NCC, NCC Dtes/Trg Estts in liaison with CGDA. 6. Detailement of Civilian staff for RDC and IDC.

7. Sanction (HBA/MCA) to NCC Whole Time Officers, Girls Cadet Instructors, Civilian Officers and Staff.. 8. All matters relating to JCM and Civilian Staff Association.

9. Annual Confidential Reports (ACRs) of AFHQ Civilian personnel and the Civilian personnel posted in NCC Dtes/Trg Estts. 10. Management & control of Miscellaneous Expenditure grant.

11. Procurement and supply of furniture, office equipment, stationery and office amenities. 12. 13. 14. Staffing of AFHQ Civilian Employees at the Dte Gen NCC. Issue of Identity Cards and Passes through Security Officer. Matters pertaining to the Central Registry of the Dte Gen NCC.

15. Management of Photo Cell, Post Office, Shopping Complex, Horticulture, and TV sets during RDC/IDCs. 16. 17. All matters relating to the Central Registry. Maintenance and upkeep of the Conference Room.

18. All matters relating to the office Accommodation at the Directorate General NCC. 19. Treasurer to NCC Cadets Welfare Society. 20. Secretary of NCC Wet Canteen.
24

21.

President , DG NCC Cultural and Recreation Club.

22. All matters relating to Defence Civilian Welfare (TB, Cancer and Leprosy) Fund. Dy Director (Pers) 1. Personnel Management of Central Govt Civilian personnel posted in the NCC Dtes/Trg Estts Recruitment, posting, transfer, promotion, deputation, discipline, retirement benefits etc. 2. Correspondence with all the NCC Dtes on problem of State Govt Employees posted in the NCC Gp HQs/Units. 3. Recruitment of personnel and administration of Girl Cadet Instructors (GCIs). 4. Filling up the posts of Accts Officers in the Dte Gen NCC, NCC Dtes/Trg Estts in liaison with CGDA. 5. Maintenance of ACR Dossiers.

6. Processing of cases for recruitment and regularization of causal labourers. 7. Detailment /attachment of staff for RDC/IDC or on special requirement. 8. Framing/revision of recruitment rules of all civilian posts and GCIs. 9. Processing of cases for grant of house building advances/motor conveyances and bicycle advance to NCC WholeTime Officers, GCIs, Civilian personnel posted in NCC Dtes/Trg Estts. 10. Parliament questions/court cases concerning all matters of civilian employees. 11. Correspondence with All India NCC Defence Civilian Employees Associations and other Staff Unions.
25

12. Compilation and submission of various returns/reports periodically to MOD. 13. Management of Photo horticulture during RDC/IDC. 14. 15. Cell, Shopping complex and

Staffing of AFHQ Civilian Employees at the Dte Gen NCC. Management of Miscellaneous Expenditure Grant.

16. Issue of Identity cards and passes from security office to the officers and staff at the Dte Gen NCC. 17. Procurement and supply of stationery furniture and office equipment. 18. 19. 20. All works pertaining to office contingencies. All matters pertaining Central Registry. Maintenance and upkeep of conference hall.

Director (Finance) 1. Preparation of budgetary estimates and monitoring of central budget. 2. 3. 4. 5. 6. Monitoring of state financial suppor Allocation of funds to all the NCC Dtes/Trg Estts. Delegation of Financial powers. Maintenance of accounts of public fund and RDC/IDC Funds. Regimental Fund, CSD Fund and Officers Mess Fund policies.

7. Issue of policy and Standard Operating Procedures (SOPs) on financial matters. 8. Inspection of public and non-public funds of all the NCC Dtes/Trg Estts.
26

9. Sanction of typewriters, duplicators, plain-paper-copiers for all NCC Dtes/Trg Estts during absence of DDG (P&F). 10. Financial policy regarding NCC Officers Messes and NCC CSD Canteens. 11. Establishment of Bank during RDC & IDC.

12. Maintenance of all types of funds and processing of cases for financial sanction during RDC. 13. Issue of Traveling Allowances/Dearness Allowance/ (TA/DA) sanctions and other financial sanctions during absence of DDG (P&F) 14. 15. 16. Supervision of Hindi Cell. Incentives to cadets All maters pertaining to coordination of P&F Directorate

Dy Director (Fin) 1. 2. Assist Dir (Fin) in all his functions. Preparation and monitoring of NCC Central Govt budget.

3. Administration of Budget and Finance Section of Dte Gen NCC. 4. 5. Policy on TA/DA. Processing of issue of TA/DA move sanctions.

6. Processing of claims of Civilian Officers posted at the Dte Gen NCC. 7. Processing sanction of time-barred claims.

8. Reports and returns on camp expenditure and inputs from all the States regarding expenditure on NCC activities.

27

9. Policy on Regt Funds, NCC Officers Mess and NCC CSD Canteen. 10. 11. 12. 13. Supervise functioning of Hindi Cell. Incentives to NCC Cadets. All matters pertaining to telephones. Coordination of P&F Dte.

Establishment Officer (EO) 1. All matters relating to AFHQ Civilian staff.

2. Procurement and issue of consumable and non-consumable items. 3. 4. Procurement of various items from Imprest Account. Supervision of functioning of Central Registry.

5. Installation and maintenance of Telephone (both office and residential) and arranging payment thereof. 6. Processing of bills for payment through PCDA HQ.

7. Maintenance of telephone exchanges at HQ DGNCC and NCC Camp. 8. 9. All work relating to NCC Library. Management of DGNCC Deptl Canteen.

10. Issue of DO Pt II Orders in respect of Service Officers posted in HQ DGNCC. 11. 12. 13. Allotment of office accommodation. Maintenance of office complex. Maintenance of Conference Hall.
28

14.

Provision and maintenance of ACs.

15. Work related to DDsG Conference, DGs Weekly Conference and other conferences held from time to time. RD related duties 16. 17. 18. 19. Arrangement of stationery/stores for RD Camp. Arrangements for refreshments to VVIPs visiting RD Camp. Installation of temporary telephone connections in RD Camp. Management of ISD/STD/Local PCOs at RD Camp.

20. Arrangement for setting up of a temporary Post Office in RD Camp. 21. Arrangements for plants for Camp through CPWD(Hort).

22. Arrangements for Passes/Admit Cards for Officers/Cadets for Republic Day Parade and Beating the Retreat through Min of Defence.

29

AUTHORISATION OF CIVILIAN MANPOWER The NCC Organization has an authorized strength of 1131 Central Government Civilian employees which are posted only in the 16 NCC state Directorates, the two NCC Training establishments and two indep units, namely, DAS Naval Unit, Mumbai and 3 Maha Med Coy, NCC. Their authorisation in various Directorates and OTAs is as indicated in Apendix A. P&F Directorate is the cadre controlling authority in respect of all NCC Central Govt Civilian employees. This includes :(a) (b) (c) (d) (e) (f) (g) Framing and revision of Recruitment Rules. Recruitment and promotion in respect of all categories. Processing of disciplinary/court cases. Posting and transfer on administrative and compassionate grounds. Grant of various advances e.g. HBA, Motor Cycle Advance. Maintenance of ACR Dossiers. Sanctioning of Ty Duty move.

30

Appendix A AUTHORISATION OF CENTRAL GOVT. CIVILIAN MANPOWER Directorate Andhra Pradesh Bihar Delhi Gujarat J&K Karnataka Kerala Madhya Pradesh Maharashtra NER Orissa Punjab Rajasthan Tamil Nadu Uttar Pradesh West Bengal OTA,Kamptee OTA, Gwalior DAS Naval Unit 3 Mah TOTAL Clerks Steno I,II.III 18 2 22 2 14 3 12 2 9 1 18 2 21 1 20 2 21 3 19 1 14 2 27 2 14 3 21 2 31 2 26 2 10 1 9 1 4 0 3 0 333 34 CMD JHT 4 5 4 3 4 4 3 4 6 4 4 4 3 3 5 4 8 3 2 1 78 Asstt / GCI Gp 'D' OS 1 3 9 27 1 2 3 14 1 2 20 21 1 2 13 12 1 2 3 10 1 3 6 15 1 2 13 21 1 3 13 29 1 3 16 14 1 2 13 22 1 2 3 18 1 3 24 24 1 2 5 21 1 3 13 21 1 4 46 29 1 3 11 13 1 1 0 50 1 1 0 33 0 1 0 12 0 0 0 4 18 44 211 410

31

PROCEDURE ON FRAMING / REVISION OF RECRUITMENT RULES 1. In the event of induction of any new grade in NCC Cadre or any change of rule position, Recruitment Rules are required to be framed/Revised accordingly. 2. In National Cadet Corps, there are 37 categories in various grades of Group A, B, C & D employees. Each and every grade has separate Recruitment Rules based on which their Recruitment/Promotion DPC/ACP are regulated. All Recruitment Rules are updated as per the changing rule positions. 3. The Framing/Revision in the RR is done in consultation with and as per the guidelines issued by various Govt agencies ie Min of Defence/D(Apptt), DOP&T, UPSC, Min of Law & Justice and are finally published in the Gazette of India.

32

RESERVATIONS AND CONCESSIONS FOR RECRUITMENT 1. In compliance with the Directive Principles of the Constitution, significant measures have been taken by the Government of India for the advancement of the members of Scheduled Castes and Scheduled Tribes socially, economically and educationally weaker sections. Orders and instructions have been issued from time to time promulgating concessions to encourage their employment in the Civil Services of the Government and to safeguard their interests while in service. These concessions largely comprise(i) (ii) (iii) (iv) (v) (vi) Reservation of posts for recruitment and promotion. Age relaxation Relaxation of criteria for appointment, experience and educational qualifications. Fee concessions. Extension of zone of consideration for promotions. Provision in the CCS (Conduct) Rules against harassment of SC/ST employees and against practice of untouchability by other members of the staff.

2. The objective underlying these concessions is not just to give them jobs but to uplift them and facilitate them to secure proper place in the society. 3. The scope of these concessions has been progressively widened further, i.e. raising of percentages of reservations and age-limits, full exemption of fees, carry over of unfilled vacancies in the reserved quota to subsequent years, etc. 4. As per latest guidelines on the subject vide GOI., Dept of Personal and Training OM No. 36012/2/96-Estt.(Res.), dated 02 Jul 1997 reservation in Direct Recruitments and Promotions are being regulated as per the Post based reservation roster. 5. A person shall be held to be a member of a Scheduled Caste or Scheduled Tribe or Other Backward Caste(below creamy layer), as the case may be, if he belongs to a Caste or a Tribe which has been declared, under
33

any of the Government orders from time to time, to be a Scheduled Caste, Scheduled Tribe of Other Backward Caste for the area of which he/she is a resident. (a) Certificate to be produced is support of claim:(i) Every person who claims to belong to a scheduled Caste, Scheduled Tribe or Other Backward Caste (below creamy layer) has to produce a certificate to the Appointing Authority, as sufficient proof in support of the claim so as to make him eligible for the various relaxation and concessions. (ii) The certificate should be in the prescribed form issued by one of the authorities empowered for the purpose. No other certificate will be accepted as sufficient proof. (b) Provisional appointment subject to verification:-

As per the instructions on the subject, even where the prescribed certificate have been produced, the appointments are made provisionally and is subject to the Caste/Tribe/OBC certificates being verified through the proper channels and if the verification as the case may be, is false, the services will be terminated forthwith without assigning any further reasons and without prejudice to such further action as may be taken under the provisions of the Indian Penal Code for production of false certificates. (c) Further verification and action thereon:(i) It is always open to the Appointing Authority, if it considers necessary for any reason, to verify the claim of a candidate through the District Magistrate of the place where the candidate and/or his family ordinarily resides. (ii) If after appointment in any particular case, the verification reveals that the candidates claim was false, his services may be terminated in accordance with the relevant rules/orders.

(d)

Application:34

(i) The reservation scheme covers all the posts/grades belonging to Groups A, B, C and D under the Central Government. (ii) The reservation scheme is not applicable to posts filled by transfer or deputation, temporary appointment of less than 45 days duration and those work-charged posts which are required for emergencies like flood relief work, accident restoration and relief, etc. (e) Percentage of Reservation in Direct Recruitment on All India Basis:Category Scheduled Caste Scheduled Tribe Percentage 15 % 7 % 27 % Age Relaxation 5 years 5 years 3 years

Other Backward Castes (below creamy layer) 6. Relaxation for Physically Handicapped

Any person who is appointed to Government service is expected to be of sound health physically. Persons who are physically handicapped cannot compete with others. They are not to be totally deprived of their chances of securing any employment under the Government. With this in view, the Government of India have earmarked some percentage of the employment opportunities as the share due to the persons who are physically handicapped. They are provided with certain relaxations and concessions in the initial recruitment as well as service conditions. 7. The number of persons physically handicapped in various ways is numerous. However, for the purpose of employment, the reservations, relaxations and concessions are confined to the Blind, the Deaf and the Orthopaedically handicapped persons only. 8. The physically handicapped candidates who are orthopaedically handicapped and deaf are required to produce medical certificates in the prescribed form issued by the Competent Medical Authority for the purpose of employment. 9. Quantum of reservation for Pbysically handicapped persons
35

The following reservation is made available for the physically handicapped persons:(a) For Gp A & B posts/services against vacancies calculated with reference to identified post only. (b) For Gp C & D post as shown below:Category of the handicapped (i) Blindness or Low vision (ii) Hearing impairment (iii) Locomotor disability or cerebral palsy Percentage of reservation 1% 1% 1%

10. Age relaxation for physically handicapped persons The following age relaxation is provided to the physically handicapped candidates:(a) For Gp A & B posts Category (i) Schedule Caste (ii) Schedule Tribe (iii) Other Backward Caste (Below creamy layers) (b) For Gp C & D posts Category (i) Schedule Caste (ii) Schedule Tribe (iii) Other Backward Caste (Below creamy layers) Age relaxation 15 years 15 years 13 years Age relaxation 10 years 10 years 08 years

36

CATEGORIES OF NCC CENTRAL GOVT CIVILIAN EMPLOYEES AND THEIR TERMS AND CONDITIONS OF SERVICE The various categories, terms and conditions of service and respective charter of duties are given in succeeding paragraphs:The NCC civilian cadre consists of the following categories:Group A Group B (Gaz) Group B (Non-Gaz) Group C Civilian Gliding Instructor (CGI). Admin Officer (Civ). Office Supdt, Steno Gd- I Girls Cadet Instructor (GCI), Steno Gd II & III, CMD LDC UDC JHT Packer Daftry Jr Gestetner Operator Peon Safaiwala Chowkidar Lascar Syce Marker AT Cart Driver Cycle Repairer Motor Pump Attendant Cook Barber Masalachi Washerman Gardner Mess Waiter

Group D

The post of CGI being a Gp A post is filled up through selection by UPSC. The personnel in Gp B and C posts are recruited and filled through P&F Dte and the Gp D personnel are recruited by respective Dtes, OTAs and 2
37

Independent units. The relevant rules and terms and conditions of service in respect of each of the above categories is as given below:1. CIVILIAN GLIDING INSTRUCTOR (CGI)

(a) There are 17 posts of Civilian Gliding Instructor (CGI) in NCC. They have been categorized as General Central Service, Gp A Gazetted Officers. The following NCC Units are authorized one CGI each:Sr No. (i) (ii) (iii) (iv) (v) (vi) (vii) (viii) (ix) (x) (xi) (xii) (xiii) (xiv) (xv) (xvi) (xvii) (b) (c) Unit Holding 1(AP) Air Sqn, Secundrabad 4(AP) Air Sqn, Warangal 2(Del) Air Sqn, Delhi 1(Guj) Air Sqn Baroda 1(Kar) Air Sqn, Bangalore 4(Kar) Air Sqn Mysore 6(Kar) Air Sqn, Mangalore 1(Ker) Air Sqn, Trivendrum 2(MP) Air Sqn, Bhopal 3(MP) Air Sqn, Raipur 3(Pb) Air Sqn, Patiala 4(Pb) Air Sqn, Ludhiana 1(Raj) Air Sqn, Jaipur 6(Raj) Air Sqn, Udaipur 1(TN) Air Sqn, Chennai 3(UP) Air Sqn, Kanpur 1(Bengal) Air Sqn, Kolkata Rs.8000 13500 Rs.10,000 15,200 Rs.12,000 16,500

Pay Scale Ist ACP Scale IInd ACP Scale

(d) Mode of Recruitment -Direct Recruitment through UPSC. Candidates recruited by the UPSC are appointed after verification of Character and Antecedents and Medical Examination. The Min of Defence issues appointment letters. The RRs are published as SRO 233 Dated 1 Oct 1992. (e) Essential Qualifications
38

a)

(i) 10+2 pass or its equivalent with Physics and Maths from a recognized Board/Institution. (ii) Flight Instructor Rating (Gliders)

Note : Qualifications are relaxable at the discretion of the Union Public Service Commission in case of candidates are Otherwise qualified. Desirable : Experience as Gliding Instructor from any recognized Flying /Glider Club. OR b) Possession of Private Pilot License (Aeroplane)/Commercial Pilot License (Aeroplane)/Glider Pilot License/National Cadet Corps C Certificate (Air Wing). (The candidates with Private Pilot License/Commercial Pilot License/Gliders Pilot License/National Cadet Corps C Certificate (Air Wing) will have to complete Theoretical and Practical Training as prescribed by Air Craft Rules 1937, in the Institution detailed for training by the Director General National Cadet Corps and obtain the license of Flight Instructor Rating (Gliders) and complete probation successfully before he/she is given flight command. Note: Candidates with Flight Instructor Rating (Gliders) will be preferred. Charter of Duties. While the Gliding Instructor has to, for all intents and purposes carry out the duties nearly similar to that of a Flight Commander in the Regular Air Force Squadrons, his broad duties and responsibilities are given below:i) The Gliding Instructor shall act as Flight Commander of the Glider Flight under the direct command of the Commanding Officer. ii) He will authorize flights as directed in writing by the Officer Commanding.
39

iii) He will carry out the Glider Training of cadets as per the syllabus laid down under Air HQ Training Pamphlet No.48, as amended. iv) He will maintain Pilots Personnel Records on the progress of each cadet for each sortie. v) He will ensure that the cadets have undergone the required training in the subjects relevant to flying before the commencement of flying training. vi) He will ensure that the flying Order Book, Technical Order Books etc are signed by all concerned cadets and staff/personnel respectively. vii) He will ensure that the flying training is imparted to the cadets as per plans/programmes published earlier. He shall report to the OC cases of any cadets not coming up to the mark in ground/flying training and recommend their suspension if considered necessary. He will also report any cases of indiscipline of any cadets and staff of the glider flight. viii) He will hold the inventory of the glider flight. He may, however, sub-allot various items of inventory on loan cards to SNCOS, JNCOS, under whose physical charge the items are held. ix) He is responsible for maintenance of all gliders, winches, equipments, tools and spares. All matters of unserviceability will be reported to the OC. x) He is prohibited from training any one other than the cadets unless written orders from the Dte Gen authorize him specifically. xi) He will advice the OC regarding the professional capabilities of the personnel in the flight. xii) He will act as liaison officer between the unit and the flying clubs wherever the powered flying is available. He will ensure that all possible and available facilities are given to the cadets, for imparting powered flying.
40

xiii) He is to ensure that all Training/Technical pamphlets issued by the Dte Gen are read and understood by all concerned and signatures of all are obtained. xiv) He will ensure that all notifications etc are carried out. xv) He can authorize flights on the Flight Authorization Book including his own. He can also sign the flying logbook certifying for correctness of entries. The logbooks including his own will, however, like in the Air Force, will be countersigned by the OC of the Squadron. xvi) He being a qualified winch operator will also operate the winch, especially for training the Air Force Staff concerned. 2 ADMINISTRATIVE OFFICER (CIVILIAN)

a. There are 16 posts of Administrative Officer (Civilian) in NCC. They have been categorized as General Central Service Group- B Gazatted. All the 16 NCC Directorates are authorized one AO (Civ) each. b. c. Pay scale Mode of RecruitmentPromotion failing which, by deputation. 20% posts of Admin Officers are filled by Stenographers with 3 years regular service in the grade of Steno I, and, 80% posts are filled by Office Superintendents with 3 years regular service in the grade or 6 years combined service in the grade of Office Superintendent and Assistant out of which 2 years must be in the grade of Office Superintendent. d. Charter of Duties(i) The AO (Civ) will perform the duties which earlier were being performed by DAD(Estt). To be more specific he will deal with the following subjects:Rs. 6500-10500

41

(ii) All matters of Central Govt Civilian Employees i.e. recruitment, posing/transfers, promotions, SC/ST reservation, discipline, leave, publication of Daily Orders Part II, maintenance of Service Books, initiation of ACRs, crossing of Efficiency bar, Court cases, retirement etc. (iii) Pay and Allowances, Advances, General Providend Fund (GPF), Pension of all Central Govt Civilian Employees. (iv) Permanent and temporary duty moves of all staff and their TA/DA claims. (v) (vi) Office accommodation and furniture. Residential accommodation for staff. forms, books, publications,

(vii) Procurement of stationery, typewriters and duplicators. (viii) (ix) (x) Mechanical transport and POL.

Telephones and payment of their bills. Issue of Railway Warrants.

(xi) Maintenance and accounting of stores purchased out of Regimental Fund. (xii) (xiii) Provision of liveries to Civilian Staff. Audit of Service Books, Regimental Fund Account Ledgers.

(xiv) Represent the DDG in Central Govt Servants Welfare Coordination Committee and responsible for all welfare measures of the civilian staff. He will initiate and implement various welfare measures with the approval of the DDG. (xv) Maintenance of up to date statistics, rules regulations, various Govt orders and instructions issued from time to time. (xvi) Projection of estimates and expenditure of office Contingency Grant.

42

(xvii) Claiming/drawal of Pay and Allowances of Civ Staff/PI Staff and their disbursement. (xviii) Maintenance of Record Room. 3 OFFICE SUPERINTENDENT (OS) & ASSISTANT

a. There are 44 posts (06 OS & 38 Asstt.) of Office Supdt /Asstt in NCC. Office Supdts are categorized as Group B Non-Gazetted, whereas Asstts are categorized as General Central Service Group C posts. These posts are distributed to all the 16 NCC Directorate and Training Establishments as indicated in the Chart in Chapter 3 b. Pay scale:Office Supdt Rs. 5500-9000 Asstts c. Mode of Recruitment: By promotion from the respective feeder grade. d. Charter of Duties:(i) To supervise the work of all clerks and Class IV staff under him. (ii) To receive the unclassified mail and get them opened under his personal supervision. (iii) To mark the dak to the staff and get them diarised by the Diarist. (iv) To submit all-important receipts as First Sight Dak to the DDG and mark to staff officer concerned. (v) To put up Receipts/Mail after perusal of DDG to the Staff Officer concerned and mark to Staff Officer concerned. (vii) To put up the classified dak to the senior staff officers for opening and to register it as well as to undertake typing of classified documents.
43

- Rs. 5000-8000

(viii) To examine the diary and despatch registers of the clerks for speedy disposal of dak. (ix) To check all typewriters and duplicating machines personally and periodically for their serviceability. (x) To keep a note of all important papers and report/returns, and ensure their timely submission. (xi) To keep a regular watch for timely submission of indents for stationery and maintenance of hot/cold weather amenities. (xii) (xiii) (xiv) (xv) To ensure proper destruction of waste papers. Proper storage of old documents and files etc . To maintain service stamps accounts. Maintenance of attendance Registers and its safe custody.

(xvi) To bring to the notice of Establishment officer, all discipline cases. (xvii) To look after the welfare of the staff under him 4 a. STENOGRAPHER (GRADE I, II & III) There are a total of 35 posts as per the following distribution No. of Posts Steno Grade I Gp B Steno Grade II Gp C Steno Grade III Gp C b. Pay Scale : (i) Stenographer Grade I Ist ACP Scale
(After 12 years of service) NA

7 14 14

Rs.5500 -

9000

IInd ACP Scale (After 24 years of service)

44

(ii) Stenographer Grade II

Rs.5000 Rs.5500 -NARs.4000 -

8000 9000

Ist ACP Scale (After 12 years of service) IInd ACP Scale (iii) Stenographer Grade III Ist ACP Scale (After 12 years) IInd ACP Scale (After 24 years) c. Mode of Recruitment (i) Stenographer Grade I -

6000

Rs.5000 - 8000 Rs.5500 - 9000

-75% post in the grade are filled by promotion 25% by deputation.

(a) By Promotion - From Stenographer Grade II with three years of regular service in the grade. (b) By Deputation - From among those Officers of the Central Government who are:i Holding analogous posts on regular basis in the parent cadre/Department OR With three years experience in the grade rendered after appointment thereto on a regular basis in the scale of pay of Rs.5000-8000 or equivalent in the present cadre/department. OR With ten years of service in the grade rendered after appointment thereto on a regular basis in the scale of pay Rs.4000-6000 or equivalent in the parent cadre/department and
45

ii Possessing a speed of 100 words per minute in Stenography (English/Hindi) (ii) Stenographer Grade II (a) Educational Qualifications :Matriculation or equivalent. Must possess a speed of 100 words per minute in Short Hand (English/Hindi) to be transcribed in Typewriter within the time prescribed for the purpose or a serving / Ex Servicemen belonging to the trade of Personal Assistant (ASC) of Army or equivalent trade in the Navy & Air Force. (b) Mode of Recruitment : By promotion failing which by deputation failing both by direct recruitment. (i) By Promotion

Stenographer Grade III of the cadre with 8 years regular service in the grade. (ii)
OR

By Deputation (a) Officers holding analogous posts on regular basis Those with 8 years of regular service in the scale of Rs.40006000.

AND

(b) Possessing the prescribed educational qualifications as mentioned above. (iii) Stenographers Grade III (a) Educational Qualifications :Matriculation or equivalent. Must possess a speed of 80 words per minute in Short Hand (English/Hindi) to be transcribed in Typewriter within the time prescribed for the purpose or a serving / Ex Servicemen belonging to the trade of Personal Assistant (ASC) of Army or equivalent trade in the Navy & Air Force. (b) Mode of Recruitment :By absorption failing which by deputation / re-employment (of Ex Servicemen) failing both by direct recruitment.
46

(i)

By Absorption : Upper Division or Lower Division Clerks of National Cadet Corps organization with 3 years of continuous service in the grade on regular basis. The same applies to candidates who have partly served as a Lower Division Clerk or an Upper Division Clerk and partly in an equivalent grade. For Ex- Servicemen : To be inducted on Deputation or reemployment. The Armed Forces personnel due to retire or who are to be transferred to the reserve within a period of one year and having the requisite experience and qualificationss prescribed shall also be considered. Such persons would be given deputation terms upto the date on which they are due for release from the Armed Forces; thereafter they may be continued on reemployment.

(ii)

(c) Age Limit : Age limit for direct recruitment is 18 to 25 years (Relaxable for Govt Servants up to 35 years in accordance with the instructions/orders issued by he Central Govt). (d) Period of Probation: Probation period is of 2 years for Stenographer Grade II & III. (e) Charter of Duties : (i) To work as Personal Assistant to DDG / Director /Commandant OTA. (ii) To take dictation in shorthand and to transcribe it and to do other typing work as directed by his/her officer. (iii) To screen telephone calls and visitors in a tactful manner. (iv) To fix up appointments and to keep an accurate list of engagements and to remind the officer about them in time. (v) To submit complete papers required for meetings and interviews well in time and in proper form.
47

(vi) To take down Meetings/Conferences.

the

Minutes

of

the

(vii) To prepare Tour Programmes/Notes. (viii) To maintain in an orderly manner the papers required to be retained by his/her officer. (ix) To ensure that matters to be dealt with by his/her officer are not lost sight of and to bring anything of importance to his/her notice promptly and in due order. (x) To maintain a proper record of movement of files/papers passed by his/her officer to other officer. (xi) To keep track of the progress of the action taken by the officers concerned on important matters as required by his/her officer. (xii) To destroy by burning his/her stenographic record of classified matter after it has been typed and issued and other classified waste papers at the earliest opportunity in accordance with the security instructions. (xiii) To familiarize himself/herself with the practice and procedure to be followed in connection with the tours of the officer. (xiv) To maintain his/her officers reference book. (xv) To ensure proper handing/taking over of papers, boxes, keys, etc in his/her possession when proceeding on leave/transfer or retirement and to submit a report duly signed to the Section Officer concerned in the Directorate/Branch for information. (xvi) Generally to assist the officer in such manner as may be directed. (xvii) To undertake typing work of essential or confidential/secret nature. 5 JUNIOR HINDI TRANSLATOR (JHT)
48

(a) There are 18 posts of Junior Hindi Translator (JHT) authorized in NCC. One post each in 16 NCC Dtes and one each in the two training establishments. The posts are categorized as General Central Service Group C Non Ministerial, Non Gazetted. (b) Pay Scale : Ist ACP Scale IInd ACP Scale Rs.4500 - 7000 Rs 5000 - 8000 Rs 5500 - 9000

(c) Mode of recruitment: They are directly recruited through the concerned Employment Exchange by in the respective Directorate. (d) Age Limit : Age limit for direct recruitment is 28 years (Relaxable for Govt Servants upto 35 years in accordance with the instructions/orders issued by he Central Govt). Relaxable for 5 years for SC/ST candidates and 3 years for OBC candidates. (e) Educational Qualificationss : (i) Category I: Masters Degree in Hindi/English with English/Hindi as compulsory/elective or as medium of examination at degree level. (ii) Category II: Masters Degree in any subject other than Hindi/English with Hindi and English as compulsory/elective subjects or either of two as medium of examination and the other as a compulsory/elective subject at degree level. (iii) Category III : Masters Degree in any subject other than Hindi/English with Hindi/English medium and English/Hindi as a compulsory/elective subjects or as medium of examination at degree level. (iv) Category IV: Bachelors Degree with Hindi and English as compulsory/elective subjects or either of the two as medium of examination and the other as a compulsory/elective subject plus a recognized Diploma/Certificate course in Translation from Hindi to English and vice versa or two years experience of translation work from Hindi to English and vice
49

 versa in Central or State Govt Offices including Govt of India Undertaking. (f) (g) Period of Probation : Probation period is of 2 years. Charter of Duties : (i) Translation from English to Hindi and vice-versa.

(ii) Vetting of original correspondence in Hindi as and when required. (iii) Helping in implementation of orders and instruction issued by the Dept of Official Language, Ministry of Home Affairs and Ministry of Defence on progressive use of Hindi in official work in accordance with the provisions of the Official Language Act and Rules. (iv) Helping in effective functioning of the Departmental Official Language Implementation Committee. (v) Help in devising ways and means for progressive use of Hindi in official work and giving necessary help and guidance to the officers and staff for learning Hindi by various means. 6 UPPER DIVISION CLERK/LOWER DIVISION CLERK (a) There are 130 posts of UDC and 203 posts of LDC authorized in NCC. They have been categorized as General Central Service Gp C posts. These UDCs/LDCs are distributed among all the 16 NCC Directorates and Training establishments. (b) Pay Scale UDC - Rs. 4000-6000 LDC - Rs. 3050-4590 I- ACP Scale - Rs.4000-6000 (after completion of 12 years of service) II-ACP Scale - Rs.5000-8000 (after completion of 24 years of service) (c) Mode of Recruitment :
50

UDC LDC

(i) (ii)

80% by promotion from LDC 20% by Limited Departmental Exam

(i) 90% by absorption of persons working in similar/equivalent or higher grade in other Organizations of Min of Def failing which by reemployment of ex-servicemen failing both by direct recruitment. (ii) 10% by promotion of Group D employees borne on regular establishment.

(d) Direct recruitment to these posts is done by respective Directorates (e) (f) Age Limit : 18-25 years Educational Qualifications : Matriculation

(g) Typing : Speed of 30 words per minute in English or 25 words per minute in Hindi. (h) CHARTER OF DUTIES UDC : To put up notes to the senior officers on important/policy letters received in his branch To distribute work amongst LDCs in his Branch General supervision of the work of LDCs in his branch to ensure prompt disposal of receipts To type out Notes/letters pertaining to confidential and important nature as assigned by the Branch Officer. To keep record of all important events concerning subjects dealt by the branch To attend calls from the Branch Officer, Dir/Dy DG. To draft notes/letters etc
51

 To ensure timely submission of various reports & returns LDC Maintenance of records of all files in his charge. Submission of notes and drafts on routine cases Typing of notes/letters etc To receive mails etc To diaries all incoming classified/un-classified receipts in separate registers. To dispatch mails etc To maintain proper records of various Books/Manual on Rules, Regulations etc. To ensure proper maintenance of Typewriter. To attend to any work that may be assigned by the Branch Officer/Branch incharge.

52

7.

CIVILIAN MOTOR DRIVER

(a) There are 82 posts of Civilian Motor Drivers authorized in NCC as per the following pay scales mentioned against each:Sr Civilian No. Motor Driver 1. Special Grade 2. Grade I 3. Grade II Total Number Pay Scale of posts authorized 04 Rs 50008000 29 Rs 45007000 24 Rs 40006000 25
ACP Scales

NA NA

4.

Ordinary Grade

Ist ACP Rs 45007000 2nd ACP 5000-8000 3050-4590 Ist ACP 4000-6000 2nd ACP 4500-7000

(b)

Mode of Recruitment :

CMD (Ordinary Grade) are directly recruited through the concerned Employment Exchange by the respective Directorates (c) Age Limit: Age limit for direct recruitment of Civilian Motor Driver (Ord Gd) is 18 - 25 years (Relaxable for Govt Servants up to 35 years in accordance with the instructions/orders issued by the Central Govt). Note (i): The crucial date for determining the age limit will in each case be the closing date for receipt of applications from the candidates in India (Other than Andamans & Nicobar Islands and Laskshadeep) Note (ii): In respect of posts, the appointment to which are made through the Employment Exchange, the crucial date for determining the age limit, in each case will be the last date up to which the Employment Exchange are asked to submit the names. (d) Educational Qualifications :

53

(i) Essential: Should posses valid driving license in respect of Light as well as Heavy commercial vehicles. Should have passed 8th Class. (ii) Desirable : Experience in driving and maintaining of vehicles. OR Serving/Ex Servicemen belonging to the trade of driver MT of Army/ Navy/ Air Force (e) (f) Period of Probation : Probation period is of 2 years. CHARTER OF DUTIES (A) CIVILIAN MOTOR DRIVER (GRADE-II) To drive heavy/light vehicles including Motor Cycles. He will be personally responsible for the vehicle placed in his charge along with its tools and fitment for its maintenance, security and cleanliness. He will be responsible to wash, clean and maintain the vehicle thoroughly at all times. He will be responsible for completion of duty slip by the officer concerned immediately after completion of journey. He will carry out the daily, weekly, monthly and mileage maintenance tasks as laid down in the maintenance task schedule in the log book. He will be responsible for the cleanliness and safe custody of car diary and log book of his vehicle. He will keep vehicle road worthy at all times and will report about any defect at its occurrence immediately to MT in charge / MTC. He will attend to the repairs of his vehicle during workshop timings and will report about the progress of the repairs to his superiors. Absence from the workshop during working hours will be treated as absence from duty. He will have to do DR duties in addition to his Motor Driving duties.

54

(B)

CIVILIAN MOTOR DRIVER (GRADE-I) Same as laid down for Grade II i.e. Sr (i) to (ix) above. To advise Civilian Motor Grade II about proper performance of their duties and also to keep supervision over their work. To report all accidents to the Adm JCO/MT immediately.

CARPENTER III

(a) There are 2 posts of Carpenter Grade III sanctioned in NCC. It has been categorized as General Central Service, Gp C Non Gazetted Ministerial. They are posted in OTA Kamptee. (b) Pay Scale Rs.3050 - Rs 4590

ACP Scale : I ACP : Rs 4000 Rs 6000 II ACP : Rs 4500 Rs 7000 (c) Probation : 2 years for direct recruits and re-employed exservicemen. No probation period for transferees. (d) Mode of Recruitment By absorption failing which by deputation/re-employment (For Ex Servicemen) failing both by direct recruitment. (i) By Absorption: Persons working in similar equivalent or higher grade in other organizations of Ministry of Defence and possessing the qualifications as specified in Para e below. (ii) For Ex Servicemen: Deputation /re-employment. The Armed Forces personnel due to retire or who are to be transferred to reserve within a period of one year and having requisite experience and qualifications prescribed shall also be considered. Such persons would be given deputation terms up to the date on which they are due for release from the Armed Forces; thereafter they may be continued on re-employment. (e) Essential Qualifications

Persons having Industrial Training Institute (ITI) certificate in the carpentry trade or its equivalent or serving /ex-servicemen belonging to the
55

trade of Carpenter and Jointer of Army and equivalent trades in the Navy and Air Force. (f) Charter of Duties. 9. Preparation of training targets and repairs thereto. Preparation of Drawing Boards/Sign Boards. Repairs of furniture etc. Maintenance of tools/equipment.

DRAUGHTSMAN GRADE III

(a) There are 2 posts of Draughtsman Grade III sanctioned in NCC. It has been categorised as General Central Service, Gp C Non Gazetted Ministerial. They are posted in OTA Kamptee. (b) Pay Scale Rs.4000- 6000 Rs 4500- 7000 Rs 5000- 8000

ACP Scale : I ACP : II ACP : (c) (d)

Probation Period : In case of direct recruits and re-employed personnel 2 years . Age Limit : 18-25 years Note : (i) Relaxable for Govt Servants upto 35 years in accordance with the instructions or orders issued by the Central Govt (ii) Relaxable for SC/ST/OBC and certain other categories as notified by the Central Government from time to time. (iii) Relaxable cumulatively with any other age relaxation for SC/ST/OBC. (iv) The crucial date for determining the age limit shall be the closing date for receipt of the applications from candidates in India (For candidates residing abroad or in the Andaman & Nicobar islands, Lakshadweep and other areas for which provision of extended closing date has been specified by the Government from time to time, the crucial date for determining the age limit shall be the such extended closing date)
56

(v) In case of recruitment made through the employment exchange the crucial date for determining the age limit shall be the last date upto which the Employment Exchange is asked to sponsor the names. (e) Mode of Recruitment -

(i) By absorption failing which by deputation/re-employment (For Ex Servicemen) failing both by direct recruitment which is done through regional employment exchange by the concerned Dte. (ii) By Absorption: Persons working in similar equivalent or higher grade in other orgnaisations of Ministry of Defence and possessing the qualifications as specified in Para e below. (iii) For Ex Servicemen: To fill up post on Deputation /reemployment. The Armed Forces personnel due to retire or who are to be transferred to reserve within a period of one year and having requisite experience and qualifications prescribed shall also be considered. Such persons would be given deputation terms up to the date on which they are due for release from the Armed Forces; thereafter they may be continued on re-employment. (f) Essential Qualifications Matriculation or equivalent qualification of a recognized University or Board. Diploma in Civil Engineering form a recognized Institution or equivalent or Serving /Ex-servicemen draughtsman from any of the three services, viz., Army, Navy or Air Force. (g) 10. Charter of Duties: Preparation and maintenance of statistical charts, diagrams, graphs, wall maps, designing of models, ensigns badges etc. PAINTER

(a) There is 1 post of Painter in NCC. It has been categorised as General Central Service, Gp C Non Gazetted Ministerial. He is posted in OTA, Kamptee. (b) Pay Scale Rs.3050 - 4590

ACP Scale : I ACP : Rs 4000 6000 II ACP : Rs 4500 - 7000

57

(c) Mode of Recruitment By promotion failing which by absorption failing both by deputation/re-employment (For Ex Servicemen) failing all by direct recruitment with the following eligibility criteria:(i) By Promotion: Group D employees with minimum of three years of service in the grade and after passing the prescribed trade test. Note : Where Juniors who have completed their qualifying eligibility service are being considered for promotion, their seniors would also be considered provided they are not short of the requisite qualifying /eligibility service by more than half of such qualifying /eligibility service or two years whichever is less and having successfully completed the probation period for promotion to the next higher grade along with their juniors who have already completed such qualifying/eligibility service). (ii) By Absorption: Persons with Industrial Training Institute certificate ex-trade apprentices NCTVT in the semi skilled grade of Rs.2650-4000 who have rendered four years service in the grade in other organizations of Ministry of Defence. (iii) For Ex Servicemen: Deputation /re-employment. The Armed Forces personnel due to retire or who are to be transferred to reserve within such a period of one year and having requisite experience and qualifications prescribed shall also be considered. Such persons would be given deputation terms up to the date on which they are due for release from the Armed Forces thereafter they may be continued on re-employment. (d) Essential Qualifications

Persons having Industrial Training Institute certificate/Ex-Trade apprentices/NCTVT inducted in the semi skilled grade with two years service in that grade or serving ex-servicemen belonging to the trade of Painter or Painter & Decorator of Army or equivalent trades in the Navy and Air Force.

58

(e)

Charter of Duties. (i) (ii) Painting of Sign Boards, Poles etc. Proper maintenance of Paints/Brushes.

11

NCC CENTRAL GOVERNMENT GP D STAFF The following are the functional grades of Group D Staff in NCC Packer Junior Gasetnor Operator (JGO) Daftry Peon Chowkidar Cook Safaiwala Gardener Barber Washer man Cycle Repairer AT Cart Driver Mess Waiter Masalchi Lascar Syce Marker

The above categories have a common pay scale of Rs 2550-3200. 12 CHARTER OF DUTIES OF NCC CENTRAL GOVT GP D STAFF (a) PACKER Packing of stores/equipment in packing cases. Closing of crates containing stores/equipment. Opening of packing cases and checking of stores. To assist the store staff in allied duties. To take delivery of stores/packages etc from Railway Station.

59

(b)

GESTETNER OPERATOR To operate hand/electrically operated rotary duplicating machine and plain paper copiers. To ensure proper maintenance of duplicating machine and photocopier on his charge. To keep record of all duplicating/photocopying work done.

(c)

DAFTARY To seal all outgoing classified letters and files. To stitch and mend office records. To open envelopes containing mail. To keep proper record of reference books of rules and Gazette -Notification, etc. To ensure that office stationery are kept in proper condition. To collect stationery etc on due date. To assist the clerks in diary and despatch jobs. To ensure cleanliness/tidiness of wooden/steel cupboards, almirahs etc and orderly arrangements of files.

(d)

PEONS Carrying of official files/papers between officers & Staff. Delivery of letters/files to other offices/Deptts. Cleanliness of Officers/Staff tables etc. Delivery of telegrams/signals to Post Office or Army Signal Centre. Ushering of visitors into Officers rooms and looking after the rooms in the absence of officers. Miscellaneous duties e.g. fetching water and filling water pots, occasional supply of furniture and carrying of immediate messages from one Section to another. Thorough dusting of tables, chairs, other furniture every morning before commencement of work. Dusting of glass panes of doors/windows accessible from the floor with or without the aid of stools daily.
60

(e)

Dusting of light shades/fans wherever possible. To assist in loading/un-loading and carrying of stationery packages received for the Dte/Estt. MARKER To write addresses on consignment meant for dispatch. To mark service signs/marking on packages. To take delivery of stores/packages etc from Railway Station. To ensure proper maintenance of paints/brushes/stencils. To assist the store staff in allied duties. To assist packer in discharging his duties.

(f)

RANGE CHOWKIDAR To guard the Range during and after firing practice.

(g)

CHOWKIDAR To guard office premises after closure of office till opening of office next day. To guard the Dte/Unit vehicle parked in MT Park or in Unit Office premises. To guard the boats berth in Naval Dockyard (for Naval unit NCC). To ensure that no unauthorized person tampers with the Government property i.e. vehicles, stores, boats etc. To receive urgent messages/telegrams during night hours. If any untoward incident occurs, he should report the matter immediately to Duty Officer and to the available officers.

(h)

LASCARS Maintenance of Arms/Trg Equipment kept in Kots and Units. Cleaning of Boats (for Navy Units). Maintenance of Unit/Trg Area/Stores/Class Rooms/Squad posts. Admin duty in the Unit/Annual Training Camps as directed.
61

 (j) COOK (k)

Carrying of Trg stores to and from the Trg Site/Camp Site. Collection of store from Railway Station. Loading and unloading the stores from vehicles. Sentry duties by day and night in office/MT Park/Boats/Stores or any Govt property at the discretion of Commanding Officer. Any other routine duties as assigned by his superiors.

To cook meals for Instructional Staff posted for trg purposes. To keep the Cook House neat and clean.

BARBER Shaving and Hair cutting of PI staff.

(l)

WASHERMAN Washing of Cadets Uniforms etc. Ironing of Uniforms of Cadets/P.I. Staff.

(m)

GARDNER Maintenance of office lawns and flower beds.

(n)

CYCLE REPAIRER Repairing of cycles on the charge of Trg Estts, Maintenance of relevant tools/equipment.

(o)

MOTOR PUMP ATTENDANT To operate and maintain motor pump

(p)

SAFAIWALA Cleanliness of office premises. Removing of cobwebs woven round the corners, roofs etc of rooms. Washing of bath-rooms etc in the office.
62

 (q)

Sweeping and cleaning of floors every day. Attend to any other duty assigned by the office Supdt.

SYCES To look-after Horses/Mules of R&V Sqns. Feeding of Horses/ Mules at regular intervals. Cleaning/ Massaging of animals on his charge.

(r)

AT CART DRIVER Driving of AT Carts. Carrying of fodder for the animals. To look-after the animals and to feed them in time. To ensure cleaning of the animals on his charge.

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PROMOTIONS DEPARTMENTAL PROMOTION COMMITTEE 1. A post in Central Government Civilian Employees Cadre is filled by promotion where the Recruitment Rules so provide. In making promotions, it is ensured that suitability of the candidates for promotion is considered in an objective and impartial manner. For this purpose, Departmental Promotion Committee is formed in each Ministry/ Department/Office whenever an occasion arises for making promotions/confirmations, etc as per composition in their respective Recruitment Rules. The DPCs so constituted judge the suitability of officers for (a) Promotion to Selection and Non Selection posts; (b) Confirmation in their respective grades/posts; (c) Assessment of the work and conduct of probationers for the purpose of determining their suitability for retention in service or their discharge from it or extending their probation; and (d) Consideration of cases of Government servants for crossing the Efficiency Bar. 2. The DPCs are to be convened at regular annual intervals to draw panels that could be utilized on effecting promotions against the vacancies occurring during the course of a year.

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ASSURED CAREER PROGRESSION SCHEME 1. The Scheme called the Assured Career Progression Scheme, aims at dealing with the problems of genuine stagnation and hardship faced by the employees due to lack of adequate promotional avenues and has been approved by the Government based on the recommendation of the5th Central Pay Commission. Broadly, under this scheme two financial upgradation are to be granted to those employees on completion of 12 and 24 years of regular service who have not earned any regular promotion from the date of appointment in the existing grade. The guidelines pertaining to the Scheme are contained in DOP&T OM No. 35034/1/97-Estt(D), dated 09 Aug 1999 (Annexure I). As per these instructions, the scheme envisages mere placement in the higher pay scale/ grant of financial benefits through financial upgradation to the Government servant concerned on personal basis and, therefore, neither amounts to functional/ regular promotion nor requires creation of new/ additional posts for the purpose. 2. In terms of these conditions as envisaged in DOP&T OM dated 09.08.1999 only those employees who fulfill all promotional norms are eligible to be considered for benefits under the ACP Scheme. 3. The ACP Scheme is operational since 09.08.99. Departmental Screening Committee is constituted twice a year in HQ DGNCC under the chairmanship of DDG (P & F) to consider cases for grant of benefits under the ACP Scheme in respect of various grades in the NCC Central Govt Civilian Employees cadre. 4 The scheme as envisaged in the Govt of India, DoP&T OM NO. 35034/1/97-Estt.(D) dated 9/8/99, is reproduced as Annexure I, II & III to this chapter.

65

ANNEXURE I No.35034/1/97-Estt(D) Government of India Ministry of Personnel, Public Grievances and Pensions (Department of Personnel and Training) North Block, New Delhi 110001 August 9, 1999

OFFICE MEMORANDUM

Subject:- THE ASSURED CAREER PROGRESSION SCHEME FOR THE CENTRAL GOVERNMENT CIVILIAN EMPLOYEES. The Fifth Central Pay Commission in its Report has made certain recommendations relating to the Assured Career Progression (ACP) Scheme for the Central Government civilian employees in all Ministries/Departments. The ACP Scheme needs to be viewed as a Safety Net to deal with the problem of genuine stagnation and hardship faced by the employees due to lack of adequate promotional avenues. Accordingly, after careful consideration it has been decided by the Government to introduce the ACP Scheme recommended by the Fifth Central Pay Commission with certain modifications as indicated hereunder:2. GROUP A CENTRAL SERVICES 2.1 In respect of Group A Central services (Technical/Non-Technical), no financial up-gradation under the Scheme is being proposed for the reason that promotion in their case must be earned. Hence, it has been decided that there shall be no benefits under the ACP Scheme for Group A Central services (Technical/Non-Technical). Cadre Controlling Authorities in their case would, however, continue to improve the promotion prospects in organizations/cadres on functional grounds by way of organizational study, cadre review, etc. as per prescribed norms.

66

3. GROUP B, C AND D SERVICES/POSTS AND ISOLATED POSTS IN GROUP A, B, C AND D CATEGORIES 3.1 While in respect of these categories also promotion shall continue to be duly earned, it is proposed to adopt the ACP Scheme in a modified form to mitigate hardship in cases of acute stagnation either in a cadre or in an isolated post. Keeping in view all relevant factors, it has, therefore, been decided to grant two financial up-gradation [as recommended by the Fifth Central Pay Commission and also in accordance with the Agreed Settlement dated September 11, 1997 (in relation to Group C and D employees) entered into with the Staff Side of the National Council (JCM)] under the ACP Scheme to Group B, C and D employees on completion of 12 years and 24 years (subject to condition no.4 in Annexure-I) of regular service respectively. Isolated posts in Group A, B, C and D categories which have no promotional avenues shall also qualify for similar benefits on the pattern indicated above. Certain categories of employees such as casual employees (including those with temporary status), ad-hoc and contract employees shall not qualify for benefits under the aforesaid Scheme. Grant of financial up-gradation under the ACP Scheme shall, however, be subject to the conditions mentioned in Annexure-II (attached). 3.2 Regular Service for the purpose of the ACP Scheme shall be interpreted to mean the eligibility service counted for regular promotion in terms of relevant Recruitment/Service Rules. 4. Introduction of the ACP Scheme should, however, in no case affect the normal (regular) promotional avenues available on the basis of vacancies. Attempts needed to improve promotion prospects in organizations/cadres on functional grounds by way of organizational study, cadre reviews, etc as per prescribed norms should not be given up on the ground that the ACP Scheme has been introduced. 5. Vacancy based regular promotions, as distinct from financial up-gradation under the ACP Scheme, shall continue to be granted after due screening by a regular Departmental Promotion Committee as per relevant rules/guidelines. 6. SCREENING COMMITTEE 6.1 A departmental Screening Committee shall be constituted for the purpose of processing the cases for grant of benefits under the ACP Scheme. 6.2 The composition of the Screening Committee shall be the same as that of the DPC prescribed under the relevant Recruitment/Service Rules for regular promotion to the higher grade to which financial up-gradation is to be
67

granted. However, in cases where DPC as per the prescribed rules is headed by the Chairman/Member of the UPSC, the Screening Committee under the ACP Scheme shall, instead, be headed by the Secretary or an officer of equivalent rank of the concerned Ministry/Department. In respect of isolated posts, the composition of the Screening Committee (with modification as noted above, if required) shall be the same as that of the DPC for promotion to analogous grade in that Ministry/Department. 6.3 In order to prevent operation of the ACP Scheme from resulting into undue strain on the administrative machinery, the Screening Committee shall follow a time-schedule and meet twice in a financial year preferably in the first week of January and July for advance processing of the cases. Accordingly, cases maturing during the first-half (April-September) of a particular financial year for grant of benefits under the ACP Scheme shall be taken up for consideration by the Screening Committee meeting in the first week of January of the previous financial year. Similarly, the Screening Committee meeting in the first week of July of any financial year shall process the cases that would be maturing during the second-half (OctoberMarch) of the same financial year. For example, the Screening Committee meeting in the first week of January, 1999 would process the cases that would attain maturity during the period April 1, 1999 to September 30, 1999 and the Screening Committee meeting in the first week of July, 1999 would process the cases that would mature during the period October 1, 1999 to March 31, 2000. 6.4 To make the Scheme operational, the Cadre Controlling Authorities shall constitute the first Screening Committee of the current financial year within a month from the date of issue of these instructions to consider the cases that have already matured or would be maturing up to March 31, 2000 for grant of benefits under the ACP Scheme. The next Screening Committee shall be constituted as per the time-schedule suggested above. 7. Ministries/Departments are advised to explore the possibility of effecting savings so as to minimize the additional financial commitment that introduction of the ACP Scheme may entail. 8. The ACP Scheme shall become operational from the date of issue of this Office Memorandum. 9. In so far as persons serving in the Indian Audit and Accounts Departments are concerned, these orders issue after consultation with the Comptroller and Auditor General of India.

68

10. The Fifth Central Pay Commission in paragraph 52.15 of its Report has also separately recommended a "Dynamic Assured Career Progression Mechanism" for different streams of doctors. It has been decided that the said recommendation may be considered separately by the administrative Ministry concerned in consultation with the Department of Personnel and Training and the Department of Expenditure. 11. Any interpretation/clarification of doubt as to the scope and meaning of the provisions of the ACP Scheme shall be given by the Department of Personnel and Training (Establishment-D). 12. All Ministries/Departments may give wide circulation to these instructions for guidance of all concerned and also take immediate steps to implement the Scheme keeping in view the ground situation obtaining in services/cadres/ posts within their administrative jurisdiction; 13. Hindi version would follow. Sd/(K.K. JHA) Director(Establishment)

69

ANNEXURE-II CONDITIONS FOR GRANT OF BENEFITS UNDER THE ACP SCHEME 1. The ACP Scheme envisages merely placement in the higher payscale/grant of financial benefits (through financial up-gradation) only to the Government servant concerned on personal basis and shall, therefore, neither amount to functional/regular promotion nor would require creation of new posts for the purpose; 2. The highest pay-scale upto which the financial up-gradation under the Scheme shall be available will be Rs.14,300-18,300. Beyond this level, there shall be no financial up-gradation and higher posts shall be filled strictly on vacancy based promotions; 3. The financial benefits under the ACP Scheme shall be granted from the date of completion of the eligibility period prescribed under the ACP Scheme or from the date of issue of these instructions whichever is later; 4. The first financial up-gradation under the ACP Scheme shall be allowed after 12 years of regular service and the second up-gradation after 12 years of regular service from the date of the first financial up-gradation subject to fulfillment of prescribed conditions. In other words, if the first up-gradation gets postponed on account of the employee not found fit or due to departmental proceedings, etc this would have consequential effect on the second up-gradation which would also get deferred accordingly; 5.1 Two financial up-gradation under the ACP Scheme in the entire Government service career of an employee shall be counted against regular promotions (including in-situ promotion and fast-track promotion through limited departmental competitive examination) availed from the grade in which an employee was appointed as a direct recruit. This shall mean that two financial up-gradation under the ACP Scheme shall be available only if no regular promotions during the prescribed periods (12 and 24 years) have been availed by an employee. If an employee has already got one regular promotion, he shall qualify for the second financial up-gradation only on completion of 24 years of regular service under the ACP Scheme. In case two prior promotions on regular basis have already been received by an employee, no benefit under the ACP Scheme shall accrue to him; 5.2 Residency periods (regular service) for grant of benefits under the ACP Scheme shall be counted from the grade in which an employee was appointed as a direct recruit;
70

6. Fulfillment of normal promotion norms (bench-mark, departmental examination, seniority-cum-fitness in the case of Group D employees, etc.) for grant of financial up-gradation, performance of such duties as are entrusted to the employees together with retention of old designations, financial up-gradation as personal to the incumbent for the stated purposes and restriction of the ACP Scheme for financial and certain other benefits (House Building Advance, allotment of Government accommodation, advances, etc) only without conferring any privileges related to higher status (e.g. invitation to ceremonial functions, deputation to higher posts, etc) shall be ensured for grant of benefits under the ACP Scheme; 7. Financial up-gradation under the Scheme shall be given to the next higher grade in accordance with the existing hierarchy in a cadre/category of posts without creating new posts for the purpose. However, in case of isolated posts, in the absence of defined hierarchical grades, financial up-gradation shall be given by the Ministries/Departments concerned in the immediately next higher (standard/common) pay-scales as indicated in Annexure-II which is in keeping with Part-A of the First Schedule annexed to the Notification dated September 30, 1997 of the Ministry of Finance (Department of Expenditure). For instance, incumbents of isolated posts in the pay-scale S-4, as indicated in Annexure-III, will be eligible for the proposed two financial up-gradation only to the pay-scales S-5 and S-6. Financial up-gradation on a dynamic basis (i.e. without having to create posts in the relevant scales of pay) has been recommended by the Fifth Central Pay Commission only for the incumbents of isolated posts, which have no avenues of promotion at all. Since financial up-gradation under the Scheme shall be personal to the incumbent of the isolated post, the same shall be filled at its original level (pay-scale) when vacated. Posts which are part of a well-defined cadre shall not qualify for the ACP Scheme on dynamic basis. The ACP benefits in their case shall be granted conforming to the existing hierarchical structure only; 8. The financial up-gradation under the ACP Scheme shall be purely personal to the employee and shall have no relevance to his seniority position. As such, there shall be no additional financial up-gradation for the senior employee on the ground that the junior employee in the grade has got higher pay-scale under the ACP Scheme; 9. On up-gradation under the ACP Scheme, pay of an employee shall be fixed under the provisions of FR 22(I) a(1) subject to a minimum financial benefit of Rs.100/- as per the Department of Personnel and Training Office Memorandum No.1/6/97-Pay.I dated July 5, 1999. The financial benefit allowed under the ACP Scheme shall be final and no pay-fixation benefit
71

shall accrue at the time of regular promotion i.e. posting against a functional post in the higher grade; 10. Grant of higher pay-scale under the ACP Scheme shall be conditional to the fact that an employee, while accepting the said benefit, shall be deemed to have given his unqualified acceptance for regular promotion on occurrence of vacancy subsequently. In case he refuses to accept the higher post on regular promotion subsequently, he shall be subject to normal debarment for regular promotion as prescribed in the general instructions in this regard. However, as and when he accepts regular promotion thereafter, he shall become eligible for the second up-gradation under the ACP Scheme only after he completes the required eligibility service/period under the ACP Scheme in that higher grade subject to the condition that the period for which he was debarred for regular promotion shall not count for the purpose. For example, if a person has got one financial up-gradation after rendering 12 years of regular service and after 2 years there from if he refuses regular promotion and is consequently debarred for one year and subsequently he is promoted to the higher grade on regular basis after completion of 15 years (12+2+1) of regular service, he shall be eligible for consideration for the second up-gradation under the ACP Scheme only after rendering ten more years in addition to two years of service already rendered by him after the first financial up-gradation (2+10) in that higher grade i.e. after 25 years (12+2+1+10) of regular service because the debarment period of one year cannot be taken into account towards the required 12 years of regular service in that higher grade; 11. In the matter of disciplinary/penalty proceedings, grant of benefits under the ACP Scheme shall be subject to rules governing normal promotion. Such cases shall, therefore, be regulated under the provisions of relevant CCS(CCA) Rules, 1965 and instructions there under; 12. The proposed ACP Scheme contemplates merely placement on personal basis in the higher pay-scale/grant of financial benefits only and shall not amount to actual/functional promotion of the employees concerned. Since orders regarding reservation in promotion are applicable only in the case of regular promotion, reservation orders/roster shall not apply to the ACP Scheme which shall extend its benefits uniformly to all eligible SC/ST employees also. However, at the time of regular/functional (actual) promotion, the Cadre Controlling Authorities shall ensure that all reservation orders are applied strictly; 13. Existing time-bound promotion schemes, including in-situ promotion scheme, in various Ministries/Departments may, as per choice, continue to be operational for the concerned categories of employees. However, these
72

schemes, shall not run concurrently with the ACP Scheme. The Administrative Ministry/Department -- not the employees -- shall have the option in the matter to choose between the two schemes, i.e. existing timebound promotion scheme or the ACP Scheme, for various categories of employees. However, in case of switch-over from the existing time-bound promotion scheme to the ACP Scheme, all stipulations (viz. for promotion, redistribution of posts, up-gradation involving higher functional duties, etc) made under the former (existing) scheme would cease to be operative. The ACP Scheme shall have to be adopted in its totality; 14. In case of an employee declared surplus in his/her organization and in case of transfers including unilateral transfer on request, the regular service rendered by him/her in the previous organization shall be counted along with his/her regular service in his/her new organization for the purpose of giving financial up-gradation under the Scheme; and 15. Subject to Condition No. 4 above, in cases where the employees have already completed 24 years of regular service, with or without a promotion, the second financial up-gradation under the scheme shall be granted directly. Further, in order to rationalize unequal level of stagnation, benefit of surplus regular service (not taken into account for the first up-gradation under the scheme) shall be given at the subsequent stage (second) of financial upgradation under the ACP Scheme as a one-time measure. In other words, in respect of employees who have already rendered more than 12 years but less than 24 years of regular service, while the first financial up-gradation shall be granted immediately, the surplus regular service beyond the first 12 years shall also be counted towards the next 12 years of regular service required for grant of the second financial up-gradation and, consequently, they shall be considered for the second financial up-gradation also as and when they complete 24 years of regular service without waiting for completion of 12 more years of regular service after the first financial up-gradation already granted under the Scheme.

(K.K. JHA) Director(Establishment)

73

ANNEXURE-III STANDARD / COMMON PAY-SCALES

AS PER PART-A OF THE FIRST SCHEDULE ANNEXED TO THE MINISTRY OF FINANCE (DEPARTMENT OF EXPENDITURE) GAZETTE NOTIFICATION DATED SEPTEMBER 30, 1997 S.No. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. Revised pay-scales (Rs) S-1 S-2 S-3 S-4 S-5 S-6 S-7 S-8 S-9 S-10 S-12 S-13 S-14 S-15 S-19 S-21 S-23 S-24 2550-55-2660-60-3200 2610-60-3150-65-3540 2650-65-3300-70-4000 2750-70-3800-75-4400 3050-75-3950-80-4590 3200-85-4900 4000-100-6000 4500-125-7000 5000-150-8000 5500-175-9000 6500-200-10500 7450-225-11500 7500-250-12000 8000-275-13500 10000-325-15200 12000-375-16500 12000-375-18000 14300-400-18300

74

RECRUITMENT OF WHOLE TIME LADY OFFICERS (WTLO) IN NCC

1. The NCC organization has an authorized strength of 110 Whole Time Lady Officers (WTLO). They are given NCC Commission in the rank of Lt and are posted as Admin Officer in the NCC Girls Units. Only the Recruitment of WTLO is administered by the P&F Dte/Pers C. The MS Dte administers all the other service matters including posting and transfer, promotion, leave, etc. A step by step procedure of recruitment of WTLO is given below:S.No. (i) (ii) (iii) (iv) (v) (vi) Vacancies in the WTLO cadre are consolidated Vacancies are submitted to DGNCC for approval for filling up Vacancies are segregated for filling up from direct recruitment (80%) and from GCI candidates (20%) In case of GCI candidates the vacancies are circulated to all Dtes and applications are invited from the eligible candidates with 10 years service in GCI rank on the prescribed Form. All applications are scrutinized in the P&F Dte A Board of Officers consisting of ADG (A) as Chairman, and DDG(P&F), DDG(Trg/MS) and Commandant OTA as members for selection of candidates is constituted to conduct Written test, Physical proficiency test, Interview, Group Discussion etc. Candidates physical proficiency is tested in 1 Mile run, Standing broad jump, Obstacle Course, Sit-ups and Shuttle race Arrangement for boarding and lodging of the candidates is made for 5 to 10 days at HQNCC Camp, on payment. Tests are conducted under the aegis of the Selection Board

(vii) (viii)

(ix) Candidates short listed on the basis of the interview are referred to MH for medical examination (x) Candidates found temporarily unfit are referred to Appeal Medical Board (xi) A merit list of medically fit candidates is prepared (xii) Approval of DGNCC is obtained (xii) Case is referred to MoD for approval of RM and issue of appointment orders
75

(xiii) In case of direct recruitment, case is referred to UPSC through MoD for conducting written examination and subsequent Interviews (xiv) UPSC conducts the written test (xv) UPSC sends a list of short listed candidates to DGNCC for conduct of Medical Examination (xvi) Medical Examination of the WTLO candidates is arranged through DGAFMS (xvii) Candidates found temporarily unfit are referred to an Appeal/ Review Medical Board (xviii) Candidates declared fit are referred to UPSC for Interview (xix) Departmental rep from Trg Dte is detailed for briefing the interview Board at UPSC (xx) After completion of interview, list of selected candidates is received from the UPSC (xxi) A letter is written to all selected candidates to forward original certificates and Attestation forms duly filled up (xxii) Original Certificates are verified (xxiii) Character and antecedents are verified through the concerned Distt authorities (xxiv) Genuineness of the Caste certificate is verified from the issuing authority (xxv) Case is referred to MoD for approval of RM and issue of appointment orders (xxvi) Case is transferred to MS Dte for issue of posting orders

76

NCC GIRL CADET INSTRUCTORS (GCI) 1. The Girl Cadet Instructor (GCI) is a cadre unique to NCC. This cadre has been created with a purpose to escort girl cadets in NCC during the training and camp activities. The GCIs are detailed on various camp duties through out the year to look after the girl cadets as a guardian. The GCIs are responsible for all administrative requirements and arrangements during the camps involving girl cadets. The cadre was launched in 1963. The GCIs were initially appointed in this cadre on contractual basis. The cadre was however given permanency in 1981 vide Govt of India, Ministry of Deference letter No 5030/80.DGNCC/PA/TCS/GS/ D(GS-VI) dated 24 Jan 1981 Annexure-I refers. The existing authorized strength, post optimization in Ministry of Defence, of GCI grade is 211. The grade of GCIs is distributed in the ratio of 1:2:4 in Gd I, Gd II and Gd III respectively.

MODE OF RECRUITMENT :

The Recruitment Rules of NCC GCIs were framed under Article 309 and issued vide SRO 51 dated 05 Jan 85 in which the GCI post has been classified as General Central Service, Gp C, Non-Gazetted, Non-Ministerial. The GCIs are recruited to the GCI grade III on the basis of an all India Competitive Examination, Interview and Medical/Physical Examination. Various steps involved in the Recruitment procedure of GCIs are given in Annexure II to this Chapter.

3.

PAY & ALLOWANCES

The pay scales of GCIs as per the MoD letter No. 12467/HQNCC/ Pers(C)/26/D(GS-VI) Dated 16 Jan 04 are as under:Grade
GCI III

Pay Scale Rs 4000-100-6000 Rs 5000-150-8000 Rs 5500-175-9000

No. of Posts 110 67 34

GCI II GCI I

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4. They will be entitled to Dearness Allowance, House Rent Allowance and City Compensatory Allowance, as admissible to Civilian Central Government employees of corresponding scales pay. In addition, they will be admissible Ration Allowance in accordance with the provisions of AI 166/70 as amended from time to time for the period they are in Annual Training Camps or they are actually traveling on duty. This is subject to the condition that they do not draw any Daily Allowance during the aforesaid period. 4. GRANT OF ACP : 1st ACP 2nd ACP : Rs 5000-8000 : Rs 5500-9000

5.

PROMOTION

Directorate wise Seniority is maintained in respect of GCIs in which a GCI is promoted subject to availability of vacancy in the Dte in which she is working. A GCI who has put in 05 year of service in the grade of GCI III is eligible for the promotion to the grade of GCI II. Similarly a GCI who has put 3 years of service as GCI II is eligible for promotion to the grade of GCI I. 6. LIABILITY OF SERVICE.

Normally the GCIs will be liable to serve subject to availability of vacancies with GD Units located in the jurisdiction of the respective NCC Dtes and in the NCC OTA Gwalior, when so selected. Transfer of a GCI to a unit within or outside her respective Dtes is governed by this HQ letter No. 12210/HQNCC/Pers (C) dt 16 Jun 1999 which categorically stipulates that HQ NCC/P&F Dte is to issue transfer / posting orders in respect of the cadre of GCI.

7.

DISCIPLINE

They will be subject to NCC Act XXXI of 1948 and NCC (Girl Division) Rules 1949 as amended form time to time for disciplinary purpose.

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8.

AGE OF SUPERANNUATION

The GCIs, if otherwise not found unfit will be eligible to serve upto 55 years of age.

9.

PENSIONS, FAMILY PENSION, DEATH-CUM-RETIREMENT GRATUITY AND OTHER TERMINAL BENEFITS.

The GCIs will be governed by the Central Civil Services (Pension) Rules 1972 as amended form time to time.

10.

CHARTER OF DUTIES

a)

Ensure safety and security of Cadets during training events. To

be conversant with procedural provision of medical aid to the NCC cadets attending both indoor/ outdoor events, specially in case of medical emergencies. b) c) d) e) f) g) h) j) k) Escort the Girl cadets for various types of Camps/Courses. Assist the Officer Commanding/ANO in Girls Bn in enrolment Check daily attendance of Cadets on parades in respect of Coy Attend various types of Camps when so detailed. Assist OC in preparing and conduct of lessons during training Assist OC in range classification. Issue and position training stores before each parade and return Attend central duties at RD Camps at new Delhi, if so detailed. Assist to organize and conduct social services activities.
79

of the Cadets for NCC. and Platoon.

periods of Institutional training and Camp training.

the same after parade is over.

l) m) n)

Officiate as ANO in the Absence of lady ANO. Assist OC in training the cadets essentially in First Aid, Home Any other job directly concerning NCC activities as assigned

Nursing, Child Care, Mother craft and posture training. by the OC unit. ANNEXURE-I No5030/80/DGNCC/PA/TCS/GD/238/A/D(GS.VI) Government of India Ministry of Defence New Delhi, the 24th January 1981 To The Director General, National Cadets Corps, Rama Krishna Puram, NEW DELHI 110066 SUBJECT:- EMPLOYMENT OF SERVING NCC GIRLS CADET INSTRUCTORS ON PERMANENT BASIS Sir, In continuation of this Ministrys letter No th 5030/63/NCC/PERS(A)/293-US/D(GS.III) dated the 8 February, 1963, as amended from time to time, I am directed to state that the President is pleased to appoint the serving Girl Cadet Instructors, listed at Appendix A to this letter, who are medically fit, are not involved in any disciplinary case and have been recommended by a selection board, on a regular and permanent basis, subject to the condition that they exercise an option to accept such an appointment by 31st March, 1981 in the prescribed proforma, attached at Appendix B. 2. These Girl Cadet Instructors, mentioned in Para 1 above, will be governed by the terms and conditions of service, attached at Appendix C to this letter. They will be allotted new Personal Numbers on such employment. Girl Cadet Instructors, who have already retired/have been released from service, as on date of issue of these orders, will not be covered by the provisions of this letter.
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3. Serving Girl Cadet Instructors, who are not granted permanent employment but are medically fit, are not involved in any disciplinary case and have been cleared by the Selection Board, will be entitled to pay and allowances as given in paras 8 to 11 of Appendix C to this letter. Their other existing terms and conditions of service will remain unchanged. 4. Serving Girl Cadet Instructors, not covered by paras 1 and 3 above will continue to be governed by their existing terms and conditions, including existing consolidated pay only. 5. These orders take effect from the date of their issue.

6. This issued with the concurrence of Ministry of Finance (Defence) vide their UO No 213/GS-I of 1981. Yours faithfully, Sd/-xxxxxx (ML Kapoor) Under Secretary to the Government of India APPENDIX A [GIRL CADET INSTRUCTORS APPOINTED ON A PERMANENT BASIS]

APPENDIX B [OPTION CERTIFICATE]

81

82

APPENDIX C to Annexure I (Refer to para 2 of Gov of India Ministry of Ministry of Defence letter No 5030/80/ DGNCC/PA/ICS/D(GS VI) dated 24th January, 1981 TERMS AND CONDITIONS OF SERVICE OF NCC GIRL CADET INSTRUCTORS EMPLOYED ON PERMANENT BASIS UNDER GOVERNMENT OF INDIA, MINISTRY OF DEFENCE LETTER NO 5030/80/DGNCC/PA/OCS/ / D (GS-VI) DATED 24TH JANUARY, 1981 Applicability 1. These terms and conditions of service are applicable to serving NCC Whole-time Girl Cadet Instructors, who are in service on the date of issue of the above letter and are employed on permanent basis in NCC. Appointment 2. These Girl Cadet Instructors may be appointed as under Officer Instructors (UOIs) or Sergeant Major Instructors (SMIs) in NCC Girl Division Units and in NCC College for Women, Gwalior. [SINCE AMENDED] Promotion 3. Subject to the availability of vacancy, a Sergeant Major Instructor may be granted promotion to the rank of Under Officer Instructor provided she is found fit and fulfils the following condition :(i) (ii) (iii) (iv) (v) Has completed 3 years of service as SMI; Is graduate from any recognized university in India; Possesses G-II certificate of the NCC; Is physically fit in an acceptable Medical Category SHAPE-I at the time of promotion; and Is willing to be posted to a station where vacancy exists. [SINCE AMENDED]

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Local Rank 4. Local rank of 2/Lieut, as part-time NCC Officer, may be granted to Girl Cadet Instructors temporarily to fill up the deficiency of Part-time officer, so long as it exists, in terms of Government of India, Ministry of Defence letter No 7637/70/DGNCC/3705/D/D(GS-II) dated 14 Oct 70. [SINCE AMENDED] Liability of Service 5. Normally these Girl Cadet Instructors will be liable to serve, subject to availability of vacancies, with GD units for ---- in the jurisdiction of the respective NCC Directorates and in the NCC College of Women, Gwalior, when so selected of transfer to unit outside their respective Directorates may be ordered provided the Girl Cadet instructor is willing. Discipline 6. They will be subject to NCC act XXXI of 1948 and NCC (Girl Division) Rules 1949 as amended from time to time for disciplinary purposes with effect from the date of grant of permanency. Age of superannuation 7 These girl Cadet Instructors, if otherwise not found unfit will be eligible to serve upto 52 year of age (since raised to 55 year) [SINCE AMENDED] Pay and allowances 8. The pay scales of Girl Cadet Instructors will be as under:(a) (b) UOIs SMIs -Rs 355-15-445 -Rs 245-8-325 [SINCE AMENDED] 9. They will be entitled to Dearness Allowance, House Rent Allowance and City Compensatory Allowance, as admissible to Civilian Central Government Employees of corresponding scales of pay. In addition, they
84

will be admitted Ration allowance in accordance with the provision of AI166/70, as amended from time to time, for the period they are in annual Training camps or when they are actually traveling on duty . This is subject to the condition that they do not draw any daily allowance during the aforesaid period. [SINCE AMENDED] 10 While officiating in place of a part-time lady officer and when granted the local rank of 2/Lt, the Girl Cadet Instructors will be entitled to an honorarium of Rs 75/- per month, chargeable to the State Government Concerned. [SINCE AMENDED] 11. Free uniforms on existing scales only, as laid down in annexure I to this Appendix, will also be issued to them. Pension, Family Pension, Death-cum-Retirement Gratuity And other terminal benefits 12 The girl Cadet Instructors will be governed by the Central Civil service (Pension) Rules 1972, as amended from time to time. Traveling concessions 13 (a) Leave Travel Concessions to the Girl Cadet Instructors will be admissible as for JCOs/NCOs of regular Army, as laid down in Travel Regulations. (b) For all other moves, these Girl Cadet Instructors will be governed by the rules and orders applicable to JCOs/NCOs of the regular Army (c ) On termination of the service, the travel concessions as applicable to JCOs/NCOs in the Regular Army will be admissible to the Girl Cadet Instructor [SINCE AMENDED]

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Leave 14. The Girl Cadet Instructor will be entitled to leave as under:(a) Annual leave up to a maximum of 30 days in a calendar year. This will not be accumulated. Cash payment in lieu of unveiled annual leave, up to the maximum of 30 days is permissible in the year of retirement provided it was not availed in that year. Casual leave not up to a maximum of 15 days in a calendar year, but not exceeding 10 days of a time may be granted. However, casual leave for more then 10 days at a time may be granted as a special case at the discretion of the Officer Commanding of the unit. Casual leave will not be accumulated. Sick leave will be admissible in attributable cases only and will be limited at the rate of 30 days in a calendar year. This can be accumulated up to a maximum period of 180 days only. It will not include casual leave due. Sick list concessions will not be admissible. Sick leave will be sanctioned only by the Commandant of a Military Hospital or a Senior Civil Surgeon of the district wherein a Military Hospital is not located. Under no circumstances, sick leave or absence from duty on medical grounds will be permitted on production of a Medical Certificate from sources other then mentioned above. No furlough or terminal leave will be admissible. A Girl Cadet Instructor may be granted maternity leave by an authority competent to grant leave for a period which may extend up to the end of three months from the date of its commencement or to the end of six weeks from the date of confinement, whichever is earlier.

(b)

(c)

(d) (e)

Medical Treatment 15 The Girl Cadet Instructor and their dependent family members will be entitled to the same medical facilities as are admissible to JCOs/NCOs of the Regular Army and their families under the existing medical attendance rules. The dental treatment will be admissible as applicable to the JCOs/NCOs of the Regular Army, provided these can be accommodated within the existing resources.

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APPP Fund 16 The Girl Cadet Instructor will contribute towards APPP Fund after one year of service. They will be entitled to draw loans/advance and final withdrawals from the APPP Fund subject to the provisions of APPP fund rules and instructions issued by Central Government in this behalf from time to time. ANNEXURE-I TO APPENDIX C TO MINISTRY OF DEFENCE NO 5030/80/DGNCC/PA/TCS/GD/238/A/D(GS-VI)DATED 24-1-1981 SCALE OF PERSONAL CLOTHING FOR GIRL CADET INSTRUCTORS Srl No 1 2 3. 4. 5. 6. 7 8. 9. 10 11 12 13 14 15 @ Item Bush-Shirt Khaki Slacks Khaki Socks Khaki Shoes Leather Brown Shoes Canvas White Beret Maroon Badge Beret Lanyard (NCC Colour) Hackles (NCC Colour) Shoulder Titles Badges of rank Jersey Pullover Khaki (FOR USE DURING WINTER) Saree Nylon Khaki Blouse Tericot Khaki Petticoat Cotton Khaki Scale 1 Prs 1 Prs 1 Prs 1 Prs 1 1 1 1 1 Prs 2 2 1 1 1 1 @ @ @

-To be issued once in 3 year.

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ANNXURE-II STEP BY STEP PROCEDURE FOR RECRUITMENT OF GIRL CADET INSTRUCTOR GRADE III The recruitment of GCI-III is carried out centrally by the P&F Dte at HQ DGNCC. The various steps involved in the recruitment procedure are given below:Sl No. 1 2 3 4 5 Vacancies in the GCI-III grade are consolidated Vacancies are submitted to DGNCC for approval for reference to MoD Vacancies are referred to MoD for consideration of the Screening Committee under the Defence Secretary Approval for filling up the vacancies from MoD is obtained Advertisement for filling up the vacancies is published in the Employment News inviting applications on the prescribed proforma Applications are received and scrutinized in the P&F Dte /HQ DGNCC Roll Nos and Instruction to candidates are issued Test Centers are set up at various Directorates for conducting written examination and instructions issued for conducting the examination A Board of officers for preparation of Question Papers for recruitment is constituted Question Papers are printed and despatched to all the Test Centers (Directorates) Answer booklets are received from all the Test Centers (Directorates) at the HQNCC A board of officers for evaluation of answer booklets is constituted Answer booklets are evaluated and the marks tabulated Candidates are short listed on the basis of their marks in the written test and called for physical proficiency test, lecturette and interview at OTA (Gwalior).
88

6 8 9

10 11 12 13 14 15

16

A Board of officers for selection of candidates is constituted by the DGNCC to conduct physical proficiency test, interview and other tests for recruitment The board is assembled at OTA Gwalior for conducting Interview, Physical Proficiency Test, Lecturette and Medical Examination A Medical Board is constituted at the MH Gwalior under the aegis of the DGAFMS Arrangement for accommodation, boarding and lodging of the candidates is made at OTA Gwalior Tests and Interviews are conducted under the aegis of a Selection Board under the chairmanship of the Commandant OTA, with DDG(P&F) and Dir (Trg) as members. Candidates short listed on the basis of the interview are referred for medical examination Candidates found temporarily unfit are referred to Appeal Medical Board A merit list of medically fit candidates is prepared DGs approval is obtained Original Certificates and Attestation forms, duly filled in by the candidate, are called Original Certificates are verified Caste certificate, in relevant cases is verified from the issuing authority Record Check of character and antecedents is carried through the concerned district Police / Administrative authority Appointment and Posting Order is issued with the approval of the competent authority, viz DDG(P&F)

17

18 19 20

21 22 23 24 25 26 27 28 29

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RECRUITMENT OF UDC IN NCC ON THE BASIS OF LIMITED DEPARTMENTAL COMPETITIVE EXAMINATION (LDCE) 1. As per the provisions of the Recruitment Rules for the post of UDC, 25% of the vacancies in the grade are required to be filled up through LDCE, which is held biannually. The exam is held at HQ NCC in Sep/Oct every alternate year. 2 The action involved in the recruitment of UDC through LDCE is as under :(a) Circular is issued in the month of May inviting applications from LDCs who have completed 05 years regular service as on 01 Jul of the previous year and who have not crossed 45 years of age. (b) A panel of AFHQ officers is put up to DDG(P&F) for selecting officers for preparation of Question Papers. (c) Question papers are prepared as per details below :-

_________________________________________________________ Paper Subject Max Time No Marks Allowed I (a) Essay (b) General English (c) General Knowledge 50 50 50 1 Hr } 1 Hr } 3 hrs 1 Hr } 1 Hr } 1 Hr } } 3hrs 1 Hr }

II

(a) Noting & Drafting 50 (b) Establishment & Administration 50 (c) Budgeting, Expenditure from Public Fund & Accounting Instructions on Camps 50

(d) DO letter from Dir (Pers) is written to the nominated officers in the month of Jul to set 02 sets of Question papers. (e) Details of applications are compiled.

(f) Detailed Admin Instructions are issued to all NCC Dtes in Aug/Sep for the information of candidates. (g) Issue of Admission Tickets to all candidates.
90

(h) Cyclostyling of Question Papers which are put in sealed envelopes. (j) Making arrangements for holding of Exam in the NCC Auditorium and for boarding/lodging of the candidates on payment basis at HQ NCC Camp in consultation with Lgs Dte and OC Camp. (k) Conduct of Exam on the stipulated date.

(l) Issue of Movement Orders/detention certificates to the candidates. (m) (n) Send the Answer Sheets to the concerned officers for evaluation On receipt of evaluated answer sheets, compilation of marks.

(o) To draw rank wise list of candidates which is put up to DDG (P&F) for approval. (p) Issue of promotion letter.

(q) Payment of honorarium for setting up Question Papers @ Rs.300/- per paper and for evaluation of answer books @ Rs.4.50/- per answer book.

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APPOINTMENT OF CASHIER IN NCC DTES 1 There is no sanctioned post of Cashier in NCC. The work of cashier, however, is carried out by temporary appointment of cashier from among the LDCs/UDCs of the concerned Directorate in terms of Govt of India, DoP&T OM No. 6/31/86-Est(Pay II) Dated 29 Sep 1986 and HQNCC letter No. 11812/DGNCC/Pers(c ) dated 04 Jun 97(Annex- I). 2. Salient features of the appointment of Cashier in State NCC Dtes are as under:(a) DDG(P&F) has been delegated with powers to appoint LDCs/UDCs to perform the duties of cashier. (b) Cashier is appointed for a period of 03 years commencing with the financial year. (c ) The concerned Dte invites from its staff i.e. LDCs/ UDCs for performing the duties of cashier. Selection is made by a Board of Officers constituted in P&F Dte. Proceedings of the same are forwarded to P&F Dte/ Pers(C) (d) After examination of details, approval of DDG (P&F) is obtained for appointment of cashier (e) Cashier is entitled to a special pay based on monthly cash disbursement as under:Average monthly cash disbursement (i) (ii) (iii) (iv) (v) Up to Rs. 50,000/ pm Rs 50,000 to 2,00,000 Rs 2,00,000 to 5,00,000 Rs 5,00,000 to 10,00,000 Over Rs 10,00,000 Rate of Cash Handling Allowance Rs. 75/- pm Rs. 150/-pm Rs. 200/-pm Rs. 250/-pm Rs. 300/-pm

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Annexure -I Tele: 6194434 11812/DGNCC/Pers(c) All NCC Directorate APPOINTMENT OF CASHIER: POLICY 1. The instructions for appointment of Cashiers in Government offices and grant of special pay to them have been laid down in DOP&T OM No. 6/31/86- Est (Pay II) dated 29 Sep 86 as amended from time to time. The provisions of the above Off are recapitulated in brief as under:(a) Head of the Department may appoint LDCs/UDCs to perform the duties of cashier. (b) Head of the Department should certify on the basis of the previous financial year average the amount of cash disbursed and sanction the rate of special pay appropriate to that quantum. (c ) Not more than one official should be allowed the special pay of cashier in an office. (d) The special pay should be reviewed every financial year. (e) The LDCs/UDCs who is appointed as a cashier should furnish a security in accordance with the provisions contained in chapter 15 of the GFR 1963 and orders issued thereafter from time to time. The special pay is admissible from the date of issue of the orders of appointment as cashier or from the date the risk is covered through one of the accepted forms of security whichever is later. However, the special pay will be released only after the cashier has furnished security fidelity bond to the Head of the Department. 2. In the light of the above instructions it has been decided to regulate the manner of appointment of cashier and grant of special pay to them in NCC as per the details given below:(a) Cashier in NCC shall be appointed commencing with the financial year. (b) Three months before the commencement of the financial year, NCC Directorates shall invite applications from the volunteers from among the serving LDCs/UDCs to perform the duties of cashier. The
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Directorate General NCC West Block-IV, RK Puram New Delhi-110066 04 Jun 97

LDC/UDC who does not volunteer for discharging the duties of cashier, should clearly specify the reasons for not doing so. (c ) On receipt of the applications, a three member Board of Officers shall be constituted under the orders of the Dy DG of the Directorate to select a suitable person for discharging the duties of the cashier. (d) The Board of Officers shall make the selection on the basis of such parameters as personal integrity of the individual, knowledge of cash and accounts, previous experience in handling cash etc and recommend a panel of at least two names for appointment of casher. (e) The tenure of the cashier will be three years. Care should be taken to ensure that a person who is discharging the duties of cashier is not recommended for appointment for a consecutive second term unless it is unavoidable due to non availability of suitable persons or any other administrative reasons. (f) The Board Proceedings duly recommended by the DDG along with the cash disbursement statement of the previous financial year duly certified by the audit authority, should be sent to this Directorate General 45 days before the commencement of the financial year. (g) On receipt of the panel of recommended names along with the Board Proceedings, approval of the DDG (P & F) will be accorded by this Directorate General for appointment of cashier. (h) After the appointment order is issued by this Directorate General, the cashier is required to furnish the fidelity bond to the DDG of the NCC Directorate concerned, Special pay for discharging the duties of cashiers shall be granted only after the security fidelity bond is furnished. (j) Since special pay is to be reviewed every financial year, Directorates should ensure that they forward the cash disbursement statement within one month of the expiry of the financial year so that quantum of special pay admissible to the cashier is re-fixed. 3. The above instructions may be complied by all concerned.

Sd/(PN Reddy) Director (Pers) for Director General NCC

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SCHEME FOR COMPASSIONATE APPOINTMENTS 1. The objective of the Scheme is to grant appointment on compassionate grounds to a dependent family member of a Government servant dying in harness or who is retired on medical grounds, thereby leaving his family in penury and without any means of livelihood, to relieve the family of the Government servant concerned from financial destitution and to help it out over the emergency. 2. A copy of the Government orders governing Compassionate Appointment is at Appendix-A. 3. All compassionate appointments are made on a Relative Merit Point System the Govt orders on which are at Appendix-B. 4. Compassionate appointments are to be made within a stipulated time limit as indicated in Appendix-C.

95

APPENDIX A Ministry of Defence D(Lab) Subject : Time limit and revised rules and regulations for the purpose of appointment on compassionate grounds The issues raised by various Service HQrs on the subject have been examined by the Ministry in consultation with DOP&T. The following explanation/clarifications in accordance with DOP&T rules and regulations are to be adopted :(a) With regard to wait-listing of deserving cases, DOP&T vide OM No. 14014/23/99-Estt(D) dated 3-12-1999 (Annexure-I) have clearly brought out that the Committee prescribed for considering a request for appointment on compassionate grounds should take into account the position regarding availability of vacancy for such appointment and it should recommend appointment on compassionate grounds only in a really deserving case and only if vacancy meant for appointment on compassionate grounds will be available within a year, that too within the ceiling of 5% falling under direct recruitment quota in any Group C or D post. The above restriction is in accordance with the Supreme Court ruling (AnnexureII) that appointment on compassionate grounds can be made only if vacancies are available for the purpose . DOP&T have further instructed that, in respect of other really deserving cases, the Committee should only recommend taking up the matter with other Ministries/Department/Offices of the Government of India to consider those cases for appointment. In this connection, DOP&T have given a yard-stick of poverty line to be applied (Annexure-IV) to determine the financial destitution/penurious condition of the family to decide whether or not a case is really deserving one. It has been brought out that according to the Planning Commission, the poverty line amounts to income below Rs. 1767.20 (353.44 x5) for family of 5 members per month. Hence if the yard-stick of poverty line is applied to decide whether or not the pending backlog cases are really deserving cases, the number of really deserving cases would surely be within the ceiling of prescribed 5% quota. Henceforth this criterion should be applied to judge the penurious condition/financial destitution of the family of the concerned government servant for considering the requests from the dependents for compassionate appointment. In view
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of the above, the system of maintenance of waiting lists be dispensed with since this is causing lot of problems and therefore no cases are henceforth to be waitlisted. (b) The level of compassion to be quantified to facilitate screening of deserving cases is under consideration of this Ministry. (c) Regarding additional 5% vacancies, DOP&T had time and again rejected (Annexures III & IV) the proposal of this Ministry for an increase in the prescribed 5% quota for compassionate appointments stating that exception to MOD would result in requests of similar nature from other Ministries also. (d) With regard to one time release of vacancies, it transpires that, in 1992 it was allowed as a one time relaxation to make compassionate appointments against unutilized vacancies reserved for ex-servicemen and physically handicapped, in consultation with dOP&T. Para 7 (d) of the revised Scheme for compassionate appointment (Annexure VII) specifically brings out that the ceiling of 5% of direct recruitment vacancies for making compassionate appointment should not be exceeded by utilizing any other vacancy e.g. sports quota vacancy. The proposal as one time measure, to utilize the vacancies meant for other purposes lying unutilized in order to accommodate the waitlisted candidates was taken up with DOP&T vide OM No. 19(1)/2000- D(Lab) dated 229-2000 (Annexure-VIII), but the same was not agreed to by DOP&T as intimated vide their reference dated 4-10-2000 (Annexure-IX). In view of the above, no alternative is left but to review all pending cases as per the criterion (Annexure-IV) brought out in Para 1(a) above. (e) Regarding separate quota for Service Personnel, DOP&T vide OM No. 14014/2/97-Estt(D) dated 4/5th March 1998 (Annexure V) have given their no objection to Ministry of Defence evolving a separate scheme for families of Defence service personnel killed in action for their appointment on compassionate grounds in the noncombatant posts in Armed Forces and Defence Establishments which are not part of civilian posts under the Ministry of Defence as the latter would be covered by the scheme of compassionate appointment operated by this Department. 2. Further, DOP&T have observed that before a decision is taken by the Competent authority, taking into account among other things the availability
97

of a suitable vacancy within the 5% ceiling for appointment on compassionate grounds, the applicants are sent for Medical examination by the Service HQrs and their cases are referred for verification of character and antecedents. This action of the administration leads the candidates to believe that their cases have been approved for such appointment, whereas the factual position is different and such cases result in Court litigation. Therefore, DOP&T have instructed (Annexure X) avoiding creation of such a situation and such pre-mature action be avoided in future. Accordingly, Medical examination and Police verification regarding the candidates antecedents etc. are only to be initiated after the final approval for compassionate appointment by the competent authority is obtained. 3. Further it has come to notice that certain HQrs/Dtes are adopting the method of informing the candidates that their request for compassionate appointment has been placed at a certain Serial No. of Seniority List. Thereafter, on availability of vacancy, on objection/willingness certificates are called for from the candidates, prior to obtaining approval from the competent authority for compassionate appointment to a particular post, giving a misconception of appointment to the candidate. Such practices have invited many Court cases. In view of the above, the candidates willingness to accept any Group C or Group D posts, irrespective of his educational qualification/status (keeping in view the Supreme Court ruling (AnnexureII) that compassionate appointment is not to cater to the status of the family, should be avoided in all circumstances. 4. In view of the above DOP&T instructions/policy position and keeping in view the Supreme Court rulings that the whole object of granting compassionate appointment is to enable the family to tide over the sudden crisis and to relieve the family of the deceased from financial destitution and to help it get over the emergency , only the most deserving cases be recommended, Further an early disposal of compassionate appointment cases within the year of request applying the poverty line yard-stick in order to determine the most deserving cases, would avoid unnecessary court cases related to belated rejection, delay in consideration etc. 5. This may be brought to the notice of all concerned upto the Unit/lower formation level for information, guidance and strict compliance. -sd(Shingara Singh) Deputy Secretary/D(Lab) Tele ; 3012660
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(i) (ii) (iii)

AGs Br/MP4(Civ) (a) Naval HQrs/CP Dte. Air HQrs/Pc-5

_________________________________________________ M of D ID No. 19(1)/2000-D(Lab) dated 12th February, 2001

99

APPENDIX B Ministry of Defence D(Lab) Subject: Scheme for Compassionate appointment Relative Merit Points and Revised Procedure for selection Reference DOP&T OM No. 14014/6/94-Estt(D) dated 9-10-98 and subsequent modifications thereto with regard to the Scheme for Compassionate appointment. 2. DOP&T have prescribed a formal procedure and time limit to be adopted for compassionate appointment as brought in para 12 and amendment thereto of the Scheme under reference. The proforma given as Annexure to above reference provides adequate information regarding the overall circumstances of the family, to make a recommendation/decision regarding compassionate employment of the applicant. The procedure involved and the criteria to be adopted for ascertaining the economic status of the family of the Government servant and the eligibility of the candidate concerned has also been clearly brought out. 3. While considering cases for compassionate appointment, merits of the cases were conveniently decided by allotting points to the applicants based on various attributes as indicated in the Annexure to the MOD Id No. 271/93/D(Lab) dated 02 Nov 1993. After implementation of the Vth Pay Commissions recommendation, the points allotted to various aspects like family pension, terminal benefits etc have become redundant. Thereupon, the suggestions/opinion received from various Headquarters in response to MOD ID No. 824/D(Lab)/99 dated 12-7-99 have been considered and the competent authority has decided that the revised points based on a hundred point scale as indicated below the attributed to various parameters for a comparatively balanced and objective assessment of requests of really deserving candidates for compassionate appointment :(a) Family Pension (Basic excluding DA & allowances) (i) (ii) (iii) (iv) Upto Rs. 1300 1301 1500 1501 1700 1701 1900 20 18 16 14

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(v) (vi) (vii) (viii) (b)

1901 2100 2101 2300 2301 2500 above Rs, 2500

12 10 8 6

Terminal Benefits (i) (ii) (iii) (iv) (v) (vi) (vii) (viii) (ix) (x) (xi) Up to Rs. 100000 100001 120000 120001 140000 140001 160000 160001 180000 180001 200000 200001 220000 220001 240000 240001 260000 260000 300000 Above Rs300000 10 9 8 7 6 5 4 3 2 1 Nil

Monthly income, of earning member(s) and income from Property. (This does not include the monthly family pension/pension due to the death/missing of govt. servant but any other pensions, income of all the family members (including earning members living separately) should be accounted). (i) (ii) (iii) (iv) (v) (vi) (d) No income Rs. 1000 or less Rs. 1001 to 2000 Rs. 2001 to 3000 Rs. 3001 to 4000 Rs. 4001 and above5 4 3 2 1 Nil

Movable/immovable Property( Latest Market Value in Rs.) (i) (ii) (iii) (iv) (v) Nil Upto 50000 50001 100000 100001 200000 200001 and above 10 8 6 3 1

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(e)

No. of dependents (i) (ii) (iii) 3 and above 2 1 15 10 5

(f)

No. of unmarried daughters (i) (ii) (iii) (iv) 3 and above 2 1 None 15 10 5 0

(g)

No. of Minor children (i) (ii) (iii) (iv) 3 and above 2 1 None 15 10 5 0

(h)

Left over service (i) (ii) (iii) (iv) (v) 0 5 years 2 Over 5 & upto 10 years- 4 Over 10 & upto 15 years-6 Over 15 & upto20 yrs - 8 Over 20 years - 10

4. The weightage fixed above is to be strictly followed for assessing comparative merit keeping in view the instructions issued by the DOP&T from time to time. Further, all applications may be acknowledged immediately on receipt and decision of the Board of Officers (BOO) be communicated to the applicants after every sitting. The system of WAITING LISTS have already been discarded (Ref DOP&T OM F No. 14014/23/99Estt.(D) dated 3-12-1999). The candidates are required to apply only once and the application if not recommended in the first BOO for want of vacancy, it to be considered afresh alongwith the fresh applicants by the BOO on three occasions consecutively and ensure that the final decision is communicated to the applicant by a detailed speaking order. 5. Moreover, it has been decided that the Committee (BOO) for considering a request for appointment on compassionate grounds should take into account the position regarding availability of vacancy or such
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appointment and it should recommend appointment on compassionate grounds only in a really deserving case and only if vacancy meant for appointment on compassionate grounds will be available within a year, that too within the ceiling of 5% meant for the purpose. This would ensure grant of compassionate appointment within a year. 6. These guidelines being meant for various HQrs/Subordinate Offices/IS Organisations of the Ministry of Defence, be brought to the notice of all concerned for information and strict compliance, so as to ensure appropriate action in all cases of compassionate appointment including cases coming up before the CAT/Courts. -sd(Shingara Singh) Deputy Secretary/D(Lab) Tele : 3012660 M o D ID No. 19(4)/824-99/1998-D(Lab) dated 9th March, 2001.

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APPENDIX C (Copy) F. No. 14014/15/99-Estt.(D) Government of India Ministry of Personnel, Public Grievances & Pensions Department of Personnel & Training New Delhi, dated the 8th march, 2002 OFFICE MEMORANDUM Subject : Time-limit for making Compassionate Appointment

The undersigned is directed to refer to Ministry of Defence O.M. No. 19(1)/2000/D(Lab) dated February 27, 2001 on the above subject and to say that the object of the scheme to grant appointment on compassionate grounds is to help the family to get over the emergency and to provide immediate assistance for relief from financial destitution and as such timelimit of one year which has been prescribed for making compassionate appointment in our O.M. dated 3-12-1999 cannot be relaxed or increased to 3 years as proposed by the Ministry of Defence. It is therefore, suggested that the procedure for considering such requests for compassionate appointment may be streamlined and brought in line with the instructions contained in para 12 of this Department O.M. dated 9-10-1998. Sd/(K. K. Jha) Director (E)

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CONVERSION OF TRADE IN GP D CADRE IN NCC 1. As per DOP&T OM No 42015/3/75/Estt dated 16 Jan 1976 as amended by OM No 42015/1/76-Estt (C ) dated 2-2-1977 those employees who are holding the post of Safaiwala or Chowkidar, being the lowest grade in the Govt hierarchy of the society, having completed 5 years of regular service and possessing elementary literacy standards and ability to read either English or Hindi or a regional language may, on the individuals request, be considered for conversion of their trade to the post of Peon without any financial benefit. 25% post accruing in the grade of Peon cadre are thus earmarked for being filled by transfer on conversion from Safaiwala and Chowkidar grade. 2. All requests for conversion of trade are to be forwarded to Pers (c)/ P&F Dte for obtaining necessary approval.

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ENGAGEMENT OF CASUAL LABOUR 1. In term of DOP&T OM No 49014/2/86-Est (C) dated 7-6-1988, recruitment of daily wages casual labour may be made under the delegated power only for work, which is of casual or seasonal or intermittent nature. The number of casual labour employees against the vacancies in the post of group D for work related to these post should not exceed the number of vacancies in the group D. 2. In NCC organization the powers to sanction engagement of casual labour is delegated to the DDG (P&F). 3. A casual labour may be engaged only against a deficiency in Gp D cadre for a period not exceeding 89 days at a time and thereafter the sanction automatically lapses. 4. A requisition, in the form of a statement of case for employment of casual labour, duly approved by the DDG of the concerned Directorate should be forwarded along with the particulars of Authorization/Held/Deficiency of Gp D employees in the Directorate and also casual labour engaged, if any, to HQNCC/Pers C Section. 5. The Requisition is considered at the HQ NCC with respect to the existing Authorization/Held/Deficiency statement of the directorate concerned and approval of the DDG (P&F) is accorded. 6. The casual labour is paid for actual working days on local nerrick rates from OCG allocated to the respective Dte.

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DISCIPLINE All Government employees are supposed to maintain absolute integrity and strictly follow the CCS Conduct Rules. Any violation of the conduct rules are treated in accordance with the Central Civil Services (Classification, Control and Appeal) Rules 1965. DISCIPLINARY PROCEDURE & PANALITIES [CCS (CCA) Rules] 1. Penalties The following are the penalties that may be imposed on a Government servant :Minor Penalties :(i) Censure; Withholding of promotion; (iii) Recovery from pay of the whole or part of any pecuniary loss to Government caused by the officials negligence or breach of orders; (iii-a) Reduction to a lower stage in the time-scale of pay for a period not exceeding three years, without cumulative effect and not adversely affecting his pension; Withholding of future increments of pay. Major Penalties :Reduction to a lower stage in the time-scale of pay other than (iii-a); (vi) Reduction to a lower time-scale of pay, grade, post or service; Compulsory retirement; (viii) Removal from service; Dismissal from service. 2. Inquiry Mandatory Inquiry as laid down in the CCS (CCA) Rules should be held in the following cases :(i) To impose any of the major penalties (in respect of those charges which are not accepted); or (ii) In minor penalty proceedings, after representation, if it is proposed 107

to withhold increment for a period exceeding three years ; or (b) to withhold increment with cumulative effect for any period ; or (c) to withhold increment which is likely to effect adversely the pension admissible to the official ; or (iii) When the Disciplinary Authority decides that an inquiry should be held, even though proceedings have been initiated for imposition of minor penalties only. - Rules 14 (1) & 16 (1-A) refered. 3. Procedure for imposing Major Penalties (i) The charged official should be served with a charge-sheet together with a statement of imputation of misconduct or misbehavior and reasonable time and opportunity given to him to reply to the charges or to be heard in person. (ii) Inquiry is a must to consider charges refuted by him. It must be conducted by the Disciplinary Authority or an Inquiry Officer appointed by it. It should also appoint a Presenting Officer to present the charges. (iii) The delinquent official has a right (a) to inspect documents referred to in the annexure to the charge sheet; (b) to engage any other serving or retired Government servant to assist him; (c) to engage a legal practitioner, if the presenting Officer is a legal practitioner. In other cases, the Disciplinary Authority may permit such an engagement, having regard to the circumstances of the case. (iv) If at the inquiry the Government servant pleads guilty to any of the article of charge, the Inquiry Officer should record a finding of guilt in respect of those articles and hold inquiry only in respect of the remaining, if any.
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(v) Government side has the first priority to present the case and produce witnesses and evidence. (vi) Delinquent official will be allowed to offer his defence witness and evidence. (vii) Witness on both sides may be examined, cross examined and re-examined. (viii) The defendant may examine himself as a witness on his own behalf , if he so desires. If he has not done so, the Inquiry Officer may generally question him to enable him to properly explain the circumstances cited in the evidence against him. (ix) Defence may be in writing or oral. Oral defence will be recorded, got signed and a copy supplied to the Presenting Officer. (x) Thereafter, Inquiry Officer will hear arguments on both sides or take written briefs from both. Presenting Officers brief will be taken first, copy thereof supplied to the defendant and his reply brief obtained thereafter. (xi) Entire proceedings should be recorded in writing, every page to be signed by the respective witness, the defendant and the Inquiry Officer, and copies furnished to the defendant and the Presenting Officer. (xii) If the delinquent official does not attend, ex-parte enquiry may be conducted , observing the procedure in full. (xiii) On completion, the Inquiry Officer will submit his report and his findings on each article of the charges to the Disciplinary Authority. (xiv) Disciplinary Authority may accept or disagree (recording reasons for disagreement), record its own findings and make a final order. (xv) If the Disciplinary Authority who initiated the case is competent to award only minor penalties, and is of the opinion that major penalty is to be imposed, it should send the entire records and findings without recording any opinion with regard to the imposition
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of the penalty to the Competent Disciplinary Authority which will record its findings and pass orders as deemed fit. (xvi) The Disciplinary Authority should forward a copy of the report of the Inquiring Authority together with its tentative reasons for disagreement, if any, with the findings to the Government servant giving him fifteen days time to make any representation/submission. (xvii) The representation, if any, submitted by Government Servant should be considered before passing final orders. Rules, 14, 15 and GIIs refer. (xviii) Along with the final orders, the Government servant should be supplied with (a) a copy of the findings on each article of charge ; a copy of advice, if any, given by the Union Public Service Commission (UPSC), Where the Disciplinary Authority has not accepted the advice, a brief statement of reasons for such non-acceptance Rule-17 of CCS (CCA) Rules refer. (xix) Disciplinary Authority should take final decision on the enquiry report within 03 months. 4. Procedure for imposing Minor Penalties (a) The Government Servant should be given a copy of the chargesheet with a statement of imputations of misconduct. (b) He should be given reasonable time and opportunity to submit his defence. (c) On receipt of the defence, the Disciplinary Authority may pass appropriate orders, or may hold an inquiry if (i) it is of the opinion that such inquiry is necessary, or (ii) the inquiry is mandatory in view of the punishment proposed. The procedure for the inquiry will be as for major penalty Rule16 refers.
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5. When prescribed procedure need not be followed Following are the special circumstances where the prescribed procedure for inquiry need not be followed: Where a penalty is due to conviction on a criminal charge, or (b) Where the Disciplinary Authority is satisfied (reasons should be recorded in writing) that it is not reasonable/practicable to hold an enquiry in the manner provided, or (c) Where the President is satisfied that in the interest of the security of the State, it is not expedient to hold an enquiry in the manner provided. 6. In cases falling under Category (2) (i) above, the Disciplinary Authority has to peruse the judgment of the Criminal Court and take into account the gravity of the misconduct committed, its impact on the administration and other extenuating circumstances or redeeming features. Once it is concluded that the Government servants conduct is blameworthy and punishable, it may impose such penalty as it is competent to do. The penalty should neither be grossly excessive, nor out of proportion to the offence committed or one not warranted by the facts and circumstances of the case. 7. Regarding cases falling under Category (2) (ii) above, detailed guidelines have been laid down in this regard. Inquiry should not be dispensed with lightly or arbitrarily or out of ulterior motives or merely in order to avoid the holding of an inquiry or because the Departments case is weak and is, therefore, bound to fail. Further, it is a constitutional obligation that the Disciplinary Authority should record in writing (preferably in the order itself) the reasons for the satisfaction that it was not reasonably practicable to hold the inquiry. The reason, though brief, should not be vague or not just a repetition of the language of the relevant rule. 8. In both the cases, the Governments servant should be given an opportunity of making representation against the penalty proposed Rule 19 and GIIs refer. 9. If the delinquent Government servant dies during the pendency of the disciplinary proceedings, the proceedings should be dropped.

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APPEAL, REVISION AND REVIEW [CCS (CCA) Rules] 10. Appeal (a) An appeal is one which is preferred to the appropriate Appellate Authority against an order of penalty. Right of appeal has been provided in certain other cases also, like (i) Suspension, (ii) payment of subsistence allowance during suspension, (iii) regulation of pay and allowances for period of suspension and/or unemployment, on reinstatement and (iv) withholding/withdrawing pension or part thereof, by an order of the Appointing Authority, when a pensioner is found guilty of grave miscounduct or is convicted of a serious crime by a Court of Law. Even supersession in promotion which denies/varies to disadvantage pay, allowances, pension and conditions of service, is appeal able. (b) Appeal has to be preferred within forty-five days of receipt of the order appealed against, direct to the Appellate Authority, who may condone delay, if valid reasons are given. (b) The appeal should contain all material statements and arguments on which the appellant relies and should be complete in itself. It should not be in disrespectful or improper language. (d) A copy of the appeal should be sent to the authority who passed the order, who has to forward the same along with the complete records and his comments to the Appellate Authority without any avoidable delay. (e) The Appellate Authority is to consider (i) whether procedure laid down in the rules has been complied with and if not, whether such non-compliance has resulted in violation of the provisions of the Constitution/in the failure of justice, (ii) whether findings of the Disciplinary Authority are warranted in the circumstances of the case and (iii) whether the penalty imposed is adequate, inadequate or severe. The word consider has been held to imply due application of mind and the Appellate Authority should pass a speaking order. It is necessary that all the points raised by the appellant are summarized in the order and are also logically discussed to show how they are not tenable or acceptable.

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(f) In an appeal against a major penalty, if the appellant specifically requests for a personal hearing, taking the assistance of a defence assistant also, this may be granted by the Appellate Authority at its discretion. (g) If the Appellate Authority proposes to enhance the penalty, it can do so only after holding an inquiry if one is required to be held but not held earlier and after issue of a show-cause notice. In cases where an inquiry has already been held, the appellant should be given a reasonable opportunity to represent against the proposed enhanced penalty. (h) In respect of an appeal against any other order, the Appellate Authority may pass such order as it deems just and equitable considering the facts and circumstances of the case - Rules 22 to 28 and GII refers. 11. Revision:(a) Even after disposal of appeal, or having failed to avail of appeal facility, further departmental remedy is available to an aggrieved official by way of revision. (b) The power of revision is vested with the President, the Comptroller and Auditor-General, the Member (Personnel) Postal Services Board, Adviser (Human Resources Development), Department of Telecommunication , the Head of a Department, The relevant Appellate Authority or any other authority specified in this behalf. (c) In the case of the Appellate Authority, it should convey its intention to revise the orders and call for the records within six months of the date of the order to be revised. No time-limit has been prescribed in respect of others. (d) Revisional Authorities can start the proceedings either on their own motion or on an application from the official. Revision proceedings cannot be commenced until after the expiry of the period of limitation for an appeal or the disposal of appeal, if one has been preferred. (e) If the Revisional Authority comes to the provisional conclusion
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that the punishment awarded is not adequate, he can impose higher penalty only after (i) issuing show-cause notice to the Government servant and considering his reply thereto ; and (ii) holding regular inquiry if an inquiry had not been held earlier, if a major penalty is proposed. (f) An application for revision has to be dealt with in the same manner as an appeal Rule 29 and GIIs refers. 12. Review

The President can make a review of any order passed earlier, including an order passed in revision, when any new fact or material which has the effect of changing the nature of the case, comes to his notice, However, imposing or enhancing of any penalty can be done only after giving the Government servant concerned a reasonable opportunity of making representation and holding of an inquiry, in cases where one is required to be held under the rules but has not been held Rule 29A refers.

SUSPENSION [CCS (CCA) Rules] 13. Suspension is an executive action whereby a Government servant is kept out of duty temporarily pending final action against him for criminal offences or acts of indiscipline, delinquency, misdemeanor, etc. 14. When resorted to. (a) When disciplinary proceedings are contemplated/pending , or when a case in respect of any criminal offence is under investigation, inquiry or trial or when the Government servant is involved in a case of dowry death (b) The following circumstances may be considered appropriate to place a Government servant under suspension :-

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(i) When preliminary enquiry supports a prima facie case for initiating criminal/departmental proceedings likely to lead to his conviction, and/or dismissal, removal or compulsory retirement from service. (ii) When his continuance in office will prejudice investigation, trial or enquiry, or likely to seriously subvert discipline or be against wider `public interest. (iii) When he is suspected to have engaged himself in activities prejudicial to the security of the State. (iv) When he is charged with misdemeanor of the following types:(aa) Offence or conduct involving moral turpitude.

(bb) Corruption, embezzlement or misappropriation of Government money, possession of disproportionate assets, misuse of official powers for personal gain; (cc) Serious negligence and dereliction of duty resulting in considerable loss to Government ; and (dd) Refusal or deliberate failure to carry out written orders of superior officers. (c) A Government servant should be placed under suspension immediately if (a) he is arrested in Dowry Death case, irrespective of the period of detention; or (b) the Police report to the Magistrate prima facie indicates that the offence has been committed by the Government servant - Rule 10 (1), GIIs (1) & (2), Chapter 3 or CCs (CCA) Rules refer. 15. Suspension should not be resorted to (a) (b) for petty offences unrelated to morality or official duties; and when an official is absconding.

16. Deemed suspension A Government servant detained in custody on a criminal charge or otherwise, for a period exceeding forty-eight hours or sentenced to a term of imprisonment exceeding forty-eight hours, is deemed
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to have been placed under suspension. However issue of formal order of suspension is necessary Rule 10 (2) CCs (CCA) Rules refer. 17. Review and Revocation - To avoid greater hardship, suspension should not be unduly prolonged. When it has been decided to institute criminal proceedings against a Government Servant in a Court of Law, efforts should be made to file the charge-sheet in a Court within three months. Likewise , in departmental action, the total period of investigation and disciplinary proceedings should not ordinarily exceed six months. A review committee should be constituted and all cases of suspension should be reviewed by the committee within 90 days from the date of the order of suspension. The suspension may be revoked or extended on the recommendation of the committee. The extension shall not be more than 180 days at a time. If the suspension is not extended within 90 days, it will not be valid after a period of 90 days. - Rule 10 (5), (6), (7), GII (10), Chapter 3 CCs (CCA) Rules refer. 18. Authority competent to order/revoke suspension - The appointing authority, any authority to which it is subordinate, the Disciplinary Authority or any other authority empowered in the behalf by the President may place an official under suspension. The suspension can be revoked by the authority, which issued the order of suspension, or by any authority to which it is subordinate Rule 10, GII (9), Chapter3 CCs (CCA) Rules refer. 19. Headquarters during suspension - The suspended officers station of posting immediately before suspension. At his request, it can be changed provided the change does not involve any expenditure or create any other complication Rule 10, GII(9), Chapter 3 CCs (CCA) Rules refer. 20. Appeal against suspension - Though suspension is not a statutory penalty, the Government servant can prefer an appeal against an order of suspension within forty-five days of service of the order if from the order itself he becomes aware of the reasons leading to his suspension. If the reasons could not be ascertained from the order itself, the appeal can be preferred within forty-five days from the date of receipt of charge-sheet or communication intimating the reasons for suspension, whichever is earlier. The Appellate Authority is to consider whether in the light of the provisions of the rule and the circumstances of the case, the order of suspension is justified or not and confirm or revoke the order Rule 23 (i) & 27 (1) and GII (11), Chapter 3 CCs (CCA) Rules refer.

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21. Treatment of suspension, if in its duration, the Government servant (i) Dies Suspension order abates and the period is treated as duty. Pay and allowances and retirement/leave encashment benefits are admitted under normal rules FR B(2) refer. (ii) Attains age of superannuation He is provisionally pensioned off, but retirement gratuity to be paid only after conclusion of the proceedings depending upon the effect of the final order Rule 69, CCS (Pension) Rules refer. (iii) Seeks Voluntary Retirement Permissible with prior approval of Appointing Authority. FR 56 (k), Proviso (c) refer. (iv) Submits Resignation. Competent Authority should examine merits of the case and decide if acceptance of resignation would be in public interest GII (14), Chapter 3 refer.

SUBSISTENCE ALLOWANCE [FR & SR, Part-I and CCS(CCA) Rules] 22. Quantum payable - A suspended official is entitled for the first three months of suspension to Subsistence Allowance of an amount equal to leave salary on half pay, with Appropriate Dearness and Compensatory Allowances FR (1) refers. 23. First Review for increase/decrease. - The Suspending Authority has to review, and pass necessary orders in sufficient time before expiry of the first three months. The allowance may be increased by a suitable amount not exceeding 50% of the initial sum, if the suspension is prolonged due to reasons not directly attributable to the Government servant. It may be decreased in the same manner if the Government servant is held to be responsible for the prolongation. If it is not varied either way, the circumstances under which such a decision was taken should be recorded.FR 53 (1) refers. 24. Subsequent reviews. - It is open to the Competent Authority to make further reviews at any time if the circumstances so warrant and pass appropriate orders. FR 53, GIO (3) refer.
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25. Certificate of non-employment. - Subsistence Allowance can be paid only if the suspended official furnishes a certificate every month that he was not engaged in any other employment, business, profession or vocation and cannot be denied on any other ground. FR 53 (2) refers. 26. Appeal against revision of allowance. - The suspended official may appeal if he is not satisfied with the increase/decrease allowed and the Appelate Authority after considering all the circumstances may pass just and equitable orders. Rules 23 (v)(d) & 27 (3), CCS (CCA) Rules refer. 27. Recovery from Subsistence Allowance. (i) Obligatory. - Repayment of loans and advances taken, contributions to CGHS and Group Insurance, house rent and allied charges and income tax. (ii) With the officials written consent. - PLI Premia, Cooperative Stores/Societies dues, refund of GPF advances. (iii) Not enforceable - GPF subscriptions, Court attachment dues and recovery of loss to Government FR 53, GIO (5) & CCS(CCA) Rules Chapters 3 & 4 refer. Disciplinary Powers 28. Disciplinary cases under CCS (CCA) Rules, in respect of NCC Central Govt Civilian employees posted at State NCC Dtes and Trg Estts, are dealt with by P&F Dte/Pers(C). Existing disciplinary powers are as under:Disciplinary Authority Minor & Major Penalties Gp A Gp B Gp C Gp D MOD DGNCC ADG(A) -doOnly Minor Penalties MOD DGNCC DDG/ Commdt State Dte/ Trg Estt -do118

29. The following procedure is followed in dealing with disciplinary cases:(a) Cases for imposition of Minor penalties in respect of Gps C & D employees are dealt with by State NCC Dte/Trg Estt. (b) Regarding other cases, the proposal for initiation of disciplinary case is sent by the Dte to P&F/Pers(C ). (c ) After due examination, P&F Dte calls for draft charge sheet alongwith supporting documents from the Dte. (d) After scrutinizing the draft charge sheet/documents, the case is examined in detail and the charge sheet is put up for ADG(A)s approval and signature in respect of cases relating to Gp C & D and DGNCC/MOD is respect of Gp B & A respectively. (e) The charge sheet is sent to Dte for delivering to the delinquent official. (f) The delinquent official is given 15 days time to make representation, if any. (g) If the delinquent official does not make any representation or denies the charges, decision is taken to hold an inquiry. (h) Dte is requested to forward the names of Inquiry officers and Presenting Officer. (j) On receipt of proposed names, Inquiry officer and Presenting officer are approved by the Disciplinary Authority. (k) After completion of the Inquiry, the Dte forward the Inquiry Report to P&F/Pers (C). (l) P&F Dte forward a copy of the Inquiry Report to the Dte for delivering to the individual directing to forward representation, if any, within a period of 10 days. (m) After due examination of the individuals representation, if any, the case is put up to the Disciplinary Authority for award of appropriate penalty as mentioned in the CCS(CCA) Rules, 1965.
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HANDLING OF COURT CASES 1. On receipt of copy of OA (Original Application) from the Court/CAT or the Govt Advocate relating to Central Govt Civilian Employees posted at NCC Dtes/Trg Estts, the following action is taken by the P&F/Pers(C):(a) Copy of OA is sent to the concerned Dte/Trg Estt for

forwarding a statement of case, Para wise comments and draft counter affidavit processed by the Govt Counsel. (b) The Dte is advised to appoint Govt Advocate. The Dte to provide all information required by the Govt Advocate for defending the case on behalf of the Deptt. (c) On receipt of Para wise comments and draft counter affidavit , P&F Dte scrutinize the same for correctness and forward it to the LA(Def) in the Min of Def for vetting. (d) After vetting by LA(Def) P&F Dte forwards it to the concerned Dte for getting the counter affidavit filed in the court by the Govt Counsel. (e) (f) P&F Dte monitor the progress of the case. On receipt of bills from the advocate, sanction for

payment is issued by the P&F Dte as per rules.

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ANNUAL CONFIDENTIAL REPORT 1. It is mandatory that completed ACRs in respect of Central Govt Civilian employees of NCC (Gp A, B, C) are forwarded by all NCC Dtes/Trg Estts to P&F/Pers(C) by 15 May. ACRs in respect of Gp D employees have been done away with as per the Govt of India instructions on the subject. 2. On receipt of completed ACRs, following action is taken:-

ACRs are scrutinized to ensure that these are complete in all respects. If any adverse/advisory entries are recorded, the ACR, is returned to the Dte for communicating the adverse/advisory remarks to the individual. Representation against the adverse remarks, if received is submitted to the Authority superior to the Reviewing Officer. Disposal of the representation is communicated to the concerned individual. Completed ACRs are filed in the Dossier of the concerned individual in P&F/Pers(C). 3. Instruction regarding filling up of ACRs are given in Appendix A.

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Appendix A PROCEDURE ON RENDITION OF ANNUAL CONFIDENTIAL REPORTS IN RESPECT OF NCC CENTRAL GOVT CIVILIAN EMPLOYEES CADRE (Gps A, B & C) Introduction 1. A Confidential Report (CR) provides the basic and vital inputs for assessing the performance of an officer (ratee) and his/her advancement in his/her career and also for judging his/her fitness for promotion, confirmation etc. 2. The system provides an opportunity to assess the potential of an officer and gives him/her appropriate feedback and guidance for correcting his/her deficiencies and improve his/her performance. Periodicity 3. The CR year coincides with the financial year, i.e. 01 Apr of any year to 31 Mar of the next year. Normally, only one CR is required to be raised covering the complete reporting year. However, there may be occasions, like transfer of the ratee or Reporting Officer during the course of any CR year, when more than one CR may have to be written. It is, however, mandatory that Reporting Officer as well as the Reviewing Officer should have at least three months experience about the work and conduct of the ratee during the course of the relevant reporting year. The period of three months, however, includes closed days, short spells of leave of less than 15 days duration availed by the ratee/Reporting Officer. In case the ratee has not served under any Officer for a minimum period of 03 months, a NonInitiation Certificate may be raised in lieu of the CR for that period. 4. The following important points may be kept in view while raising the CRs to avoid infructuous correspondence on the subject:(a) All CRs should be written by the appropriate authorities and, under normal circumstances, there should not be any deviation from the laid down reporting channel. (b) No CR should be initiated and reviewed by the same officer save in the case of PA/PS.
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(c) The name of the officer reported upon and period of the report should be clearly written on right hand corner of each page of the CR form. (d) Delay in submission of self-appraisal should not delay writing of CR of any officer/staff. The Reporting Officer should not delay the initiation of CR for want of the self-appraisal of the officer to be reported upon. In case the ratee does not submit the ACR form along with the self-appraisal by second week of May, he/she (the Reporting Officer) should take it upon himself to remind the ratee in writing, asking him/her to submit the self-appraisal by a stipulated date. It should also be made clear in the reminder that if the ratee fails to submit the self-appraisal by the stipulated date, the report will be written without self-appraisal. If no self-appraisal is received by the stipulated date, the Reporting Officer should obtain another blank CR form and proceed to write the report on the basis of his experience of the work and conduct of the ratee. While doing so, he/she can also point out the failure of the officer reported upon to submit his/her selfappraisal within the stipulated time. (e) All adverse and advisory remarks/comments recorded in a CR along with summary of good points, EXCLUDING GRADING recorded therein, should invariably be communicated to the individual concerned by the Reviewing Officer (by the Reporting Officer in case there is no Reviewing Officer) and a copy of such communication, duly acknowledged by the individual reported upon, should be attached to the CR before forwarding the same to the P&F Dte.

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REVIEW UNDER FR 56 J 1. In accordance with the provisions of CSR Article 459(h) and Rule 48 of Pension Rules 1972, the cases of government employees in Group `C and `D are to be reviewed six months before they complete 30 years of service or attain 55 years of age whichever is earlier, with a view to ascertain their suitability or otherwise for further retention in service up to the age of superannuation. 2. The Review Committee as approved by the Ministry of Defence in respect of Gp `C and `D employees in NCC consists of the following: DG DDG (P&F) Chairman Member

3. The Guidelines to be followed by the Review Committee are enumerated below: (a) (b) (c) Govt. employees whose integrity is doubtful will be retired; Govt. employees who are ineffective and who are not considered fit to hold their present post will be retired. No employee should normally be retired on grounds of ineffectiveness, if his service during the preceding five years or where he has been promoted to a higher post during that 5 years, his service in the higher post, has been found satisfactory. No employee should be retired on grounds of ineffectiveness if he would be retiring on superannuation within a period of one year; and Premature retirement should not be resorted to as short cut to disciplinary action.

(d)

(e)

Notwithstanding anything contained in this rule, the Appropriate Authority shall, if it is of the opinion that it is in the public interest so to do, have the
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absolute right to retire any Government servant by giving him notice of not less than three months in writing or three months pay and allowances in lieu of such notice: (i) If he is, in Group A or Group B service or post in a substantive, quasi-permanent or temporary capacity and had entered Government service before attaining the age of 35 years, after he has attained the age of 50 years; (ii) in any other case after he has attained the age of fifty-five years;

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NON INVALIDATION OF GOVERNMENT SERVANT ON ACCOUNT OF MENTAL OR PHYSICAL DISABILITY 1. The Govt has issued directions that no Govt servant who has been permanently encapacitated on account of mental or physical disability can be invalidated from Govt service. In this connection, a copy of Min of Personnel, Public grievances and Pension OM No. 13015/3/2002Estt(L) dated 19 Jan 2004, circulated vide Min of Def ID No. A14019/1/2002-D (Estt-I Gp II) dated 04 Feb 2004 placed at Appendix A refers.

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APPENDIX A Ministry of Defence D(Est/Gp.II) Subject:Non invalidation of Govt servant who has been permanently incapacitated from Govt service on account of mental or physical disability- information reg.

A copy of Ministry of Personnel , Public Grievences and Pension O.M. No. 13015/3/2002-Estt(L) dated 19th January 2004 is forwarded for information and necessary action. Sd/(KV Unnikrishnan) Section Officer D(Est.I/Gp.I) D(Est.II/Gen.I) D(Civ) D(B&C) CAOs Office D(Apptts) DDG(CP),AGs Branch/Army HQs Director(CP)/Air HQs Jt. Director(R)/OFB,Kolkata Jt. Director(Admn)/DGAQA DGDE(Admn) DCP/NHQ Director MS /DRDO Jt. Director (P-II)/DGQA CGDA(AN) DGNCC/Pers(c ) DPR/PR(X) M of D I.D. No. A-14019/1/2002- D(Est I Gp II) dated 04/02/2004

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IMMEDIATE No. 13015/3/2002-Est(L) Government of India Ministry of Personnel, P.G & Pensions Department of Personnel & Training **** New Delhi, dt. 19th January , 2004
OFFICE MEMORANDUM

Subject:-

Non invalidation of a Govt servant who has been permanently incapacitated form Govt service on account of mental or physical disability- Information regarding *****

The Ministry of Social Justice & Empowerment (Disabilities Div) has amended Section 17 of the Persons with Disabilities Act 1995 and under amended provisions 1) No establishment shall dispense with or reduce in rank an employee who acquires a disability during his service and the employee who has acquired disability if is not suitable for the post be was holding, could be shifted to some other post with the same pay scale & service benefits. In case it is not possible to adjust him against any post he may be kept on supernumerary post until a suitable post is available or he attains the age of superannuation, whichever is earlier. 2) No promotion shall be denied to a person merely on the ground of his disability. Provided that the appropriate govt may having regard to the type of work carried on in any establishment, by Notification and subject to such conditions, if any as may be specified in such Notification, exempt any establishment from provision of this section. In view of the aforesaid position, the position of Rule 20(2) of CCS (Leave) Rules, 1972 shall be as under:a) if he is on duty, shall not be invalidated from service during his service period.
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b)

if he is already on leave, the period of leave or an extension therealfter to the extent permissible under sub-rule(1) of this rule and even beyond that may be granted as per relevant rule(s).

3.

Amendment in Rule 20(2) is being carried out on the above lines.

4. In so far as persons serving in the Indian Audit and Accounts Department are concerned, these orders issue in consultation with the comptroller & Auditor General of India. Sd/(DR CHATTOPADHYAY) Under Secretary to the Govt of India To All Ministries/Departments of Government of India etc Endorsements as per Standard List

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CONSTITUTION OF 3RD LEVEL OFFICE COUNCIL (JCM) IN NCC 1. The Ministry of Defence recognized the All India NCC Defence Civilians Employees Association in the year 1998. Subsequently by Govt letter No. 10561/DGNCC/Pers(C) dated 06 Jun 2001 placed at Appendix A Min of Defence approved Constitution of 3rd Level office Counsel (JCM) in NCC organization, consisting of five Official members and five Staff Side members with DDG (P&F) as Chairperson. 2. As per rules, meetings of the Official Counsel (JCM) are required to be held at least once in two months. The Associations nominate their representatives for a term of three years. The meetings are held in different NCC Dtes at regular intervals. Various issues concerning NCC Civilian Employees are discussed in the meetings and follow up action is taken on all points. Minutes of the meetings are issued to all NCC Dtes.

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APPENDIX A Tele:6194434 Directorate General NCC West Block-IV, RK Puram New Delhi-110066 06 Jun 2001

No.10561/DGNCC/Pers (C) List A & B

CONSTITUTION OF OFFICE COUNCIL JCM

Min of Def/D(JCM) have approved the constitution of Office Council (JCM) at HQ NCC consisting of the following members:Official Side DDG(P&F) Director (Pers) Dy Dir (Pers) ACSO (Pers (C)(i) ACSO Pers(C)(ii) Staff side (As recommended by Gen Secy of the Association) Shri MI Raja, Asstt, - Gen Secy NCC Dte Kar & Goa (South Zone) Shri A Bhattacharjee, Steno Gde-I NCC Dte MP, Bhopal (Central & West Zone) Smt Meena Shah, Lady Rep NCC Dte Punjab (North Zone) Shri B Sahoo, LDC NCC Dte Orissa (Eastern Zone) Shri CK Gogoi, Gest Optr NCC Dte NER
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Chairman Member Member Member Member

(North East Zone) 2. The meeting of the Office Council (JCM) will be held on date and time convenient to both the staff side and official side members.

sd/(P Raghunarayanan) Dy Dir (Pers)

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COMPLAINT COMMITTEE RELATING TO SEXUAL HARASSMENT OF WOMEN EMPLOYEES AT WORK PLACES 1. In pursuance of the guidelines issued by the Honble Supreme Court in its judgment dated 13 Aug 1997, DGNCC has approved constitution of a Complaint Committee in each NCC Dte and Trg Estts for redressal of complaints relating to sexual harassment of women employees of the NCC Central Govt Civilian employees cadre including Girl Cadet Instructors and WTLOs. 2. The composition of the Complaints Committee is as under:(a) (b) (c) (d) (e) WTLO GCI A female employee of the Dte Two Male employees of the Dte One Rep of a NGO working on Gender Issues Chairperson Member Member Members Member

3. The Committee shall submit its annual report to HQNCC/Pers(C) in the prescribed format as on 31 Mar each year. 4. Detailed instructions in this regard are contained in HQNCC letter NO. 1979/HQNCC/WC/Pers(c) dated 21 Jun 2005 placed at Appendix A.

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APPENDIX A Tele: 26715488 Directorate General NCC West Block-4, RK Puram New Delhi 110066 21 Jun 05

No.1979/HQ NCC/WC/Pers(C) List A & B

JUDGEMENT ISSUED BY SUPREME COURT IN WP (CRL) NoS.66670 OF 1992 BY VISAKHA AND OTHERS Vs STATE OF RAJASTHAN AND OTHERS CONSTITUTION OF COMPLAINT COMMITTEE 1. A copy of the judgement delivered by the Honble Supreme Court in Writ Petition (Criminal) Nos.666-77 of 1992 dated 13 Aug 1997 along with copies of DO letter No.S.27016/1/97-C&WL-II dated 02 Nov 1997 from the Secretary, Ministry of Labour and Min of Defence ID No.A 52029/1/97-D(Est.I/GpI) dated 24 Nov 1997 are enclosed. 2. In pursuance of the guidelines issued by the Honble Supreme Court in its ibid judgement, the DGNCC has approved constitution of a Complaints Committee in each NCC Dtes and Trg Estts for redressal of complaints relating to sexual harassment of women employees of the NCC Central Govt Civilian employees cadre including Girl Cadet Instructors and WTLOs. 3. (a) (b) (c) (d) (e) The composition of the Complaints Committee will be as under:WTLO GCI A female employee of the Dte Two Male employee of the Dte One Rep of a NGO working on Gender issues Chairperson Member Member Members Member

4. The Committee shall work in accordance with the guidelines laid down in the aforesaid judgement of the Honble supreme Court and ensure time bound disposal of complaints received by them. 5. The Committee shall submit an annual report to HQNCC (P&F/PersC) indicating position as on 31 Mar on the complaints received
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by it and action taken thereon in the enclosed proforma. In case no complaint is received in a year, a Nil report will be submitted. 6. It is requested that the guidelines of the Honble Supreme Court including the definition of sexual harassment, formation of the Complaints Committee etc may be disseminated to all Gp HQrs/Units under your Dte for information and compliance by all concerned. It may be ensured that all women employees of NCC are made aware of these provisions through display on Notice Boards etc. 7. Receipt of this letter may please be acknowledged.

(P Raghunarayanan) Dy Dir/Pers for Dir Gen NCC Encls: As above.

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APPENDIX B ANNUAL REPORT OF THE COMPLAINTS COMMITTEE 1. 2. 3. 4. Sl.No. Name of Unit Name of the Head of the Complaint Committee Period of Report Details of Complaints to be indicated as follows:Name of complainant Nature of Complaint Action Taken

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MOST IMMEDIATE MINISTRY OF DEFENCE D(ESTT/Gp I) Subject :- Guidelines issued by Supreme Court in IL wp No (crl) 666-70 of 1992 by Visakha and other Vs State of Rajasthan and others. A copy of DO letter No S-27016/1/97-C & WL.II dated 02-11-97 on the above subject alongwith copy of Judgment WP No 660-70 of 1992 is sent herewith for express prohibition of sexual harassment in work place and compliance.

Sd/xxxxx

(VK Singh) Director

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Ministry of Labour Shram Shakti Bhawan New Delhi 110001 SECRETARY

Government of India

DO No S-27016/1/97-C&WL.II Dear Ajit,

November 2, 1997

The Honble Supreme Court has in a recent judgement defined what constitutes sexual harassment in workplace and has laid down certain guidelines to prevent such harassment. These guidelines have the consent of the Government. The Supreme Court has directed that these guidelines be strictly observed at all work places for the preservation and enforcement of the right to gender equality of working women. The direction of Court would be binding and enforceable in law until (Article 141 of the Constitution) a suitable legislation is enacted. A copy of the Judgment (W.P (CPL) Nos 666-70 of 1992) is enclosed. 2. As the onus for implementation of the guidelines lies solely on the employer, I would urge to initiate immediate action to specifically ensure the following:(i) Bring to the notice of those working in your Ministry/ Department as well as attached and subordinate offices, autonomous bodies, public sector undertakings etc the definition of sexual harassment as laid down by the Supreme Court and its express prohibition. (ii) Take all necessary action to suitably modify the Conduct Rules governing the employees of Public Sector Undertakings under the jurisdiction of your Ministry to ensure that they include the express prohibition of sexual harassment and provide for appropriate penalties against the offender. (iii) Take all steps necessary to ensure that appropriate work conditions are provided in respect of work, leisure, health and hygiene to further ensure that there is no hostile environment towards women at workplace and no woman employee has reasonable grounds to believe that she is disadvantaged in connection with her employment.
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(iv) Set up a complaint mechanism in your Department to deal with complaints of sexual harassment. The modalities for setting up such a mechanism may please be seen at Para 7 of the Judgment. You may also consider setting up such a mechanism in the attached and subordinate offices, autonomous bodies etc under jurisdiction of your Ministry/Department. 3. Action taken for implementation of the guidelines laid down by the Supreme Court may kindly be intimated to this Ministry at your earliest convenience.

Yours sincerely, Sd/xxxxx (Dr L Mishra) Enclosure: Shri Ajit Kumar Secretary, Department of DefenceNew Delhi

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Appendix C /COPY/ IN THE SUPREME COURT OF INDIA CRIMINAL ORIGINAL JURISDICTION

Writ Petition (Criminal) Nos 666-70 of 1992

Vishaka & Ors Versus State of Rajasthan & Ors

JUDGEMENT

Petitioner

Respondent

Verma, CJI: This Writ Petition has been filed for the enforcement of the fundamental rights of working women under Article 14, 19 and 21 of the Constitution of India in view of the prevailing climate in which the violation of these rights is not uncommon. With the increasing awareness and emphasis on gender justice, there is increase in the effort to guard against such violations, and the resentment towards incidents of sexual harassment is also increasing. The present petition has been brought as a class action by certain social activists and NGOs with the aim of focusing attention towards this societal aberration and assisting in finding suitable methods for realization of the true concept of gender equality and to prevent sexual harassment of working women in all workplaces through judicial process, to fill the vacuum in existing legislation. The immediate cause for the filing of this writ petition is an incident of alleged brutal gang rape of a social worker in a village of Rajasthan. That incident is the subject matter of a separate criminal action and no further mention of it, by us, is necessary. The incident reveals the hazards to which sexual harassment can degenerate; and the urgency for safeguards by an alternative mechanism in the absence of Legislative measures. In the absence of Legislative measures, the need is to find an effective alternative mechanism to fulfill this felt and urgent social need.
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Each such incident results in violation of the fundamental rights of Gender Equality and the Rights to Life and Liberty. It is a clear violation of the right under Article 14, 15 and 21 of the Constitution. One of the logical consequences of such an incident is also the violation of the victims fundamental right under Article 19 (1)(g) to practice any profession or to carry out any occupation, trade or business. Such violations, therefore, attract the remedy under Article 32 for the enforcement of these fundamental rights of women. This class action under Article 32 of the Constitution is for this reason. A writ, it of mandamus in such a situation, if it is to be effective, needs to be accompanied by directions for prevention; as the violation of fundamental rights to carry on any occupation, trade or profession depends on the availability of safe working environment. Right to Life means life with dignity. The primary responsibility for ensuring such safety and dignity through suitable legislation, and the creation of a mechanism for its enforcement, is of the legislature and the executive. When, however, instance of sexual harassment resulting in violation of fundamental rights of women workers under Articles 14, 19 and 21 are brought before us for redress under Article 32, an effective redressal requires that some guidelines should be laid down for the protection of these rights to fill the legislative vacuum. The notice of the petition was given to the State of Rajasthan and Union of India. The learned Solicitor General appeared for the Union of India and rendered valuable assistance in the true spirit of Law Officer to help us find a proper solution to this social problem of considerable magnitude. In addition to Ms Meenakshi Arora and Ms Naina Kapoor who assisted the Court with full commitment, Shri Fali S Nariman appeared as Amicus Curiae and rendered great assistance. We place on record our great appreciation for every counsel who appeared in the case and rendered the needed assistance to the Court which has enabled us to deal with this unusual matter in the manner considered appropriate for a cause of this nature. Apart from Article 32 of the Constitution of India, we may refer to some other provision which envisage judicial intervention for eradication of this social evil. Some provisions in the Constitution in addition to Articles 14, 19 (I) (g) and 21 which have relevance are: Article 15 15. Prohibition of discrimination on grounds of religion, race, caste, sex or place of birth:141

(1) A state shall not discriminate against any citizen on only of religion, race, caste, sex, place of birth or any of them. (2) xxx xxx xxx (3) Nothing in this Article shall prevent the state from making any special provision for women and children. (4) xxx xxx xxx Article 42 42. Provision for just and humane conditions of work and maternity relief the state shall make provision for securing just and humane condition of work and for maternity relief. Article 51A 51A. India, Fundamental duties. It shall be the duty of every citizen of

(a) to abide by the Constitution and respect it ideals and institutions, xxx xxx xxx

(e) To promote harmony and spirit of common brotherhood amongst all the people of India transcending religion, linguistic and regional or sectional diversities: to renounce practices derogatory to the dignity of women; xxx xxx xxx

Before we refer to the International conventions and for having relevance in this field and the manner in which it assume significance in application and judicial interpretation, my advert to some other provisions in the Constitution which permit such use. These provisions are: Article 51 : 51. Promotion of International peace and security- The state shall endeavour toxxxx xxxxx xxxxx
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(c ) foster respect for International law and treaty obligations in the dealings of organized people with one another: and Article 253 253. Legislation for giving effect to International agreementsNotwithstanding anything in the foregoing provisions of this Chapter, Parliament has power to make any law for the whole or any part of the territory of India for implementing any treaty, agreement or convention with any other country or countries of any decision made at- any International conference, association or other body Seventh Schedule: List 1-Union List: Xxxxxx xxxx xxxx

14. Entering into treaties and agreements with foreign countries and implementing or treaties, agreements and conventions with foreign countries xxxxxx xxxxxx xxxxxx In the absence of domestic law occupying the field, to formulate effective measures to check the evil of sexual harassment of working women at all work places, the contents of International Conventions and norms are significant for the purpose of interpretation of the guarantee of gender equality, right to work with human dignity in Articles 14, 15, 19(1)(g) and 21 of the constitution and the safeguards against sexual harassment implicit therein. Any International convention not inconsistent with the fundamental rights and in harmony spirit must be read into these provisions to enlarge the matter and content thereof, to promote the object of the Constitutional guarantee. This is implicit from Article 51(C ) and the enabling power of the Parliament to enact laws for implementing the International Conventions and norms by virtue of Article 253 read with Entry 14 of the Union List in Seventh Schedule of the Constitution. Article 73 also is relevant. It provides that the executive power of the union shall extend to such matters, with respect to which Parliament has power to make laws. The executive power of the Union is, therefore, available till the Parliament enacts legislation to expressly provide measures needed to curb the evil. Thus, the power of this court under Article 32 for enforcement of the fundamental rights and the executive power of the Union have to meet the challenge to protect the working women from sexual harassment and to make their fundamental rights meaningful. Governance of the society by rule
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of law mandates this requirement as a logical concomitant of the constitutional scheme. The exercise performed by the court in this matter is with this common perception shared with learned Solicitor General and other members of the bar who rendered valuable assistance in the performance of this difficult task in public interest. The progress made at each hearing culminated in formulation of guidelines to which the Union of India gave its consent though the learned Solicitor General. Indicating that these should be the guidelines and norms declared by this Court to govern the behaviour of the employers and all others at the work places to curb this social evil. Gender equality includes protection from sexual harassment and right to work with dignity, which is a universally recognized basic human right. The common minimum requirement of this right has received global acceptance. The International Conventions and norms are, therefore, of great significance in the formulation of the guidelines to achieve this purpose. The obligation of this Court under Article 32 of the Constitution of the enforcement of these fundamental rights in the absence of legislation must be viewed along with the role of judiciary envisaged in the Beijing Statement of Principles of the Independence of the Judiciary in the LAWASIA region. These principles were accepted by the Chief Justices of the Asia and the Pacific at Beijing in 1995 as those representing the minimum standards necessary to be observed in order to maintain the independence and effective functioning of the judiciary. The objectives of the judiciary mentioned in the Beijing Statement are: Objectives of the Judiciary: 10. The objectives and functions of the judiciary include the following: (a) to ensure that all persons are able to live securely under the Rule of Law; (b) to promote, within the proper limits of the judicial function, the observance and the attainment of human rights; and (c) to administer the law impartially among persons and between persons and the State Some provisions in the Convention on the Elimination of All Forms of Discrimination against Women, of significance in the present context are:
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Article 11: 1. States Parties shall take all appropriate measures to eliminate discrimination against women in the field of employment in order to ensure, on a basis of equality of men and women, the same rights, in particular: (a) The right to work as an inalienable right of all human beings xxx xxx xxx (f) The right to protection of health and to safety in working conditions, including the safeguarding of the function of reproduction. Article 24: States parties undertake to adopt all necessary measures at the national level aimed at achieving the full realization of the rights recognized in the present Convention, The general recommendations of CEDAW in this context in respect of Article 11 are:VIOLANCE AND EQUALITY IN EMPLOYMENT: 22. Equality in employment can be seriously impaired when women are subjected to gender specific violence, such as sexual harassment in the work place. 23. Sexual harassment includes such unwelcome sexually determined behavior as physical contacts and advances, sexually colored remarks, showing pornography and sexual demands, whether by words or actions. Such conduct can be humiliating and may constitute health and safety problem; it is discriminatory when the woman has reasonable grounds to believe that her objections would disadvantage her in connection with her employment, including recruiting or promotion, or when it creates a hostile working environment. Effective complaints procedures and remedies, including compensation, should be provided. 24. States should include in their reports information about sexual harassment, and on measures to protect women from sexual harassment and other forms of violence of coercion in the work place The Government of India has ratified the above Resolution on June 25, 1993 with some reservations which are not material in the present context . At the Fourth World Conference on Women in Beijing, the
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Government of India has also made an official commitment, inter-alia, to formulate and operationalize a national policy on women which will continuously guide and inform action at every level and in every sector; to set up a commission for Womens Rights to act as a public defender of womens human rights; to institutionalize a national level mechanism to monitor the implementation of the Platform for Action. We have, therefore, no hesitation in placing reliance on the above for the purpose of construing the nature and ambit of constitutional guarantee of gender equality of our Constitution. The meaning and content of the fundamental rights guaranteed in the Constitution of India are of sufficient amplitude to encompass all the facets of gender equality including prevention of sexual harassment of abuse. Independence of Judiciary forms a part of our Constitutional scheme. The International conventions and norms are to be read into them in the absence of enacted domestic law occupying the field when there is no inconsistency between them. It is now an accepted rule of judicial construction that regard must he had to International conventions and norms for construing domestic law when the is no inconsistency between them and there is a void in domestic law. The High Court of Australia in Minister for immigration and ethnic Affairs vs. Tech. 128 ALR 353, has recognized the concept of legitimate expectation of its Observance in the absence of a contrary legislative provision, even in the absence of a Bill of Rights in the Constitution of Australia. In Nilabati Behera Vs State of Orissa, 1993(2) SCC746, a provision in the ICCPR was referred to support the view taken that an enforceable right to compensation is not alien to the concept of enforcement of a guaranteed right, as a public law remedy under Article 32, distinct from the private law remedy in torts. There is no reason why these International conventions and norms cannot, therefore, be used for constituting the fundamental rights expressly guaranteed in the Constitution of India which embody the basic concept of gender equality spheres of human activity. In view of the above, and the absence of enacted law provided for the effective enforcement of the basic human right gender equality and guarantee against sexual harassment abuse, more particularly against sexual harassment at places, we lay down the guidelines and norms specified hereinafter for due observance at all work places or of institutions, until a legislation is enacted for the purpose. They done in exercise of the power available under Article 32 of Constitution for enforcement of the fundamental rights and further emphasized that this would be treated as the law declared by this Court under Article 141 of the Constitution.
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The Guidelines and Norms prescribed herein are as under:HAVING REGARD to the definition of human rights in Section 2(d) of the Protection of Human Rights Act, 1993, TAKING NOTE of the fact that the present civil and penal laws in India do not adequately provide for specific protection of women from sexual harassment in work places and that enactment of such legislation will take considerable time. It is necessary and expedient for employers in work places as well as other responsible persons or institutions to observe certain guidelines to ensure the prevention of sexual harassment of women: 1 Duty of the Employer or other responsible persons in work places and other institutions: It shall be the duty of the employer or other responsible persons in work places or other institutions to prevent or deter the commission or acts of sexual harassment and to provide the procedures for the resolution, settlement or prosecution of acts of sexual harassment by all steps required. 2 Definition: For this purpose, sexual harassment includes such unwelcome sexually determined behavior (whether directly or by implication) as: (a) physical contact and advances; (b) a demand or request for sexual favours; (c) sexually coloured remarks; (d) showing pornography; (e) any other unwelcome physical, verbal or non-verbal conduct of sexual nature. Where any of these acts is committed in circumstances where-under the victim of such conduct has a reasonable apprehension that in relation to the victims employment or work whether she is drawing salary, or honorarium or voluntary, whether in government, public or private enterprise such conduct can be humiliating and may constitute a health and safety problem, it is discriminatory for instance when the women has reasonable grounds to believe that her objection would disadvantage her in connection with her employment or work including recruiting or promotion or when it creates a hostile work environment. Adverse consequences might be visited if the
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victim does not consent to the conduct in question or raises any objection thereto. 3 Preventive Steps:

All employers or persons in charge of work place whether in the public or private sector should take appropriate steps to prevent sexual harassment. Without prejudice to the generality of this obligation they should take the following steps: (a) Express prohibition of sexual harassment as defined above at the work place should be notified, published and circulated in appropriate ways. (b) The Rules/Regulations of Government and Public Sector bodies relating to conduct and discipline should include rules/regulations prohibiting sexual harassment and provide for appropriate penalties in such rules against the offender: (c) As regards private employers steps should be taken to include the aforesaid prohibitions in the standing orders under the industrial Employment (Standing Orders) Act, 1946. (d) Appropriate work conditions should be provided in respect of work, leisure, health and hygiene to further ensure that there is no hostile environment towards women at work places and no employee woman should have reasonable grounds to believe that she is disadvantaged in connection with her employment. 4 Criminal Proceedings:

Where such conduct amounts to a specific offence under the Indian Penal Code or under any other law the employer shall initiate appropriate action in accordance with law by making a complaint with the appropriate authority. In particular, it should ensure that victims, or witnesses are not victimized or discriminated against while dealing with complaints or sexual harassment. The victims of sexual harassment should have the option to seek transfer of the perpetrator or their own transfer. 5 Disciplinary Action:
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Where such conduct amounts to mis-conduct in employment as defined by the relevant service rules, appropriate disciplinary action should be initiated by the employer in accordance with those rules. 6 Complaint Mechanism:

Whether or not such conduct constitutes an offence under law or a breach of the service rules, an appropriate complaint mechanism should be created in the employers organization for redress of the complaint made by the victim. Such complaint mechanism should ensure time bound treatment of complaints. 7 Complaints Committee: The complaint mechanism, referred to in (6) above, should be adequate to provide, where necessary, a Complaints Committee, a special counselor or other support service, including the maintenance of confidentiality. The Complaints Committee should be headed by a woman and not less than half of its member should be women. Further, to prevent the possibility of any undue pressure or influence from senior levels, such Complaints Committee should involve a third party either NGO or other body who is familiar with the issue of sexual harassment. The Complaints Committee must make an annual report in the Government department concerned of the complaints and action taken by them. The employers and person in charge will also report on the compliance with the aforesaid guidelines including on the reports of the Complaints Committee to the Government department. 8 Workers Initiative:

Employees should be allowed to raise issues of sexual harassment at workers meeting and in other appropriate forum and it should be affirmatively discussed in Employer-Employee Meetings. 9 Awareness:

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Awareness of the right of female employees in this regard should be created in particular by prominently notifying the guidelines (and appropriate legislation when enacted on the subject) in a suitable manner. 10 Third Party Harassment:

Where sexual harassment occurs as a result of an act or omission by any third party or outsider, the employer and person in charge will take all steps necessary and reasonable to assist the affected person in terms of support and preventive action. 11 The Central/State Governments are requested to consider adopting suitable measures including legislation to ensure that the guidelines laid down by this order are also observed by the employers in Private Sector. 12 These guidelines will not prejudice any rights available under the Protection of Human Rights Act, 1993. Accordingly, we direct that the above guidelines and norms would be strictly observed in all work places for the preservation and enforcement of the right to gender equality of the working women, these directions would be binding and enforceable in law until suitable legislation is enacted to occupy the field, these writ petitions are disposed of, accordingly.

. CJI .. J (Sujata V. Manohar) . J (B.N. Kirpal) New Delhi August 13, 1997.

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GRANT OF LOANS AND ADVANCES House Building Advance 1. For purposes of facilitating the NCC Central Govt Civilian Employees for Purchasing of plot and construction thereon, Purchase of a new ready built house/flat, enlarging/renovating living accommodation, Construction of a new house on the plot owned by the official or the official and the officials wife/husband jointly House Building Advance is admissible subject to fulfillment of the eligibility criteria and conditions applied at the time of sanction of HBA. Conditions to be fulfilled 2. The cost of the house to be built/purchased (excluding the cost of the plot) should not exceed 134 times (the Basic Pay + DP + Stagnation Increment) of the Govt servant subject to minimum of Rs. 7.50 lakhs and a maximum of Rs. 18 lakhs. 3. In individual cases, if the Administrative Ministry is satisfied on the merits of the case, the cost ceiling may be relaxed up to a maximum of 25%. 4. The official should not have availed of any loan or advance for the purpose from any other Govt. source viz., State Housing Board, etc. However, an official can apply for advance under HBA Rules if he undertakes to repay the outstanding loan/advance with interest in one lumpsum. 5. If the official makes a final withdrawal from his GPF for this purpose, the total amount of the advance and final withdrawal should not exceed the limit in 1 above. 6. The official or the officials wife/husband/minor child should not already own a house in the town/urban agglomeration where the house is proposed to be constructed or acquired with the advance from Government. If, however, the official is a member of HUF which owns a house at the same place, he may be granted advance under these rules but the amount will be restricted to 60% of the normal entitlement. 7. The title to the land should be clear; the land may be owned by the official or by the official and officials wife/husband jointly.
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8. If the advance is for purchase of ready built house/flat from private parties, the house/flat should be new and unlived in and the applicant should get it valued at his cost by registered valuers. 9. If the advance is for enlarging living accommodation in an existing house, the total cost of the existing structure (excluding the cost of land) and the cost of proposed addition/expansions should not exceed the limit in 1 above. 10. If the advance is for constructing residential part of the building on a shop-cum-residential plot situated in a residential colony(a) The cost of land and the cost of superstructures of the proposed residential portion and shop(s) should not exceed the ceiling limit. (b) The entire property including the shop(s) and the residential portion should be mortgaged. (c) The entire building including the shop(s) should be insured against fire, lightning, floods, etc. 11. The house/flat constructed/acquired should be used only for residential purposes and using it in any other manner will be violation of the conditions for grant of HBA. 12. A reconveyance deed as per proforma at Appendix A on the stamp paper as applicable in each state shall be signed by the govt employee. 13. Recovery

The entire amount of advance together with interest is repayable in 20 years, 180 montly instalments for principal and 60 instalments for interest. The official may elect to repay in a shorter period. 14. Interest

The advance carry simple interest from the date of payment of the first inslatment and is calculated on the balance outstanding on the last day of each month. No interest is chargeable beyond the date of retirement/death of the Govt servant. Presently, the rate of interest
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varies from 5.0% to 9.5% depending upon the amount of loan sanctioned.

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Appendix A GRANT OF ADVANCE FOR THE PURCHASE OF LAND OR PART/FULL CONSTRUCTION, ENLARGEMENT, ETC., OF A HOUSE APPLICATION FORM (To be filled by the applicant) GENERAL 1. 2. Name (in Block Letters).In Ministry/Office

Post held (i) Permanent.In Ministry/Office (iii)Temporary/Offig ....In Ministry/Office. (iv)Length of service on the date of application . 3. Present pay as defined in Rule 4 (b) and Scale of Pay 4. Date of Superannuation .

5. Amount of Provident Fund /any other advance/final withdrawal taken for purchase of land/construction (an attested copy of sanction to be enclosed). PARTICULARS RELATING TO ADVANCE: 7. If advance is needed for purchase of a plot and/or for construction of a new house, please give the following information:8. (a) Plot
Rural/ Urban Is it clearly demarcated and developed 3 Approximate area (in sq. mtrs.) 4 (a) Cost (b)Amount actually paid 5 If not purchased when proposed to be acquired 6 Unexpired portion of lease if not freehold 7

Location with address

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(b)

Construction
Amount of advance No. of Installments required (for land/ for repayments construction/both) 10 11

Floor wise area to Estimated be constructed in Cost (sq mtrs.) 8 9 G. Floor I Floor II Floor

9.

If advance is required for enlarging the existing house, please state-Plinth area proposed for enlargemen t (in sq. mtrs) Cost of constru -ction/ acquisition of existin g house Cost of proposed enlarge -ment Total Plint h area (2+3) Total Cost (4+5 ) Amoun t of advanc e require d No. of Installment s for repayments

Locatio Plint n with h address area (in sq. mtrs)

[Note. If the enlargement is proposed on any floor other than ground floor, a certificate from an approved Engineer to the effect that foundation of the existing structure can safely take the load of the proposed enlargement, should be enclosed.] 10. If advance is required for purchase of a ready-build house/flat, please state:Location Plinth When with area (in conaddress sq. structed mts.) 1 2 3 Price settled The agency from whom to be purchased 5 Amount (a)already paid (b)to be paid 6 (a) (b) Amount of advance required 7 No of installment for repayment 8

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MISCELLANEOUS

11. If you or any dependent member of your family already own(s) a house, please state-Location address 1 with Plinth area (Floor- Present fair market Reasons for wise) value acquiring another Rs. house or enlarging the existing house 2 3 4

12.

Have you enclosed (a) the relevant construction plan approved by the Municipal Authority concerned; and (b) detailed construction estimates based on Central/State PWD Schedule, prevailing in the area corrected as per relevant cost of Index duly signed by qualified Engineer.

DECLARATION 1. I solemnly declare that the information furnished by me in reply to the various items indicated above is true to the best of my knowledge and belief. 2. I have read the rules regulating the grant of advances to Central Government servants for purchase of land and purchase/construction of building, etc., and agree to abide by the terms and conditions stipulated therein. 3. I certify that -(i) My wife/husband is not a Central Government servant/my wife/husband who is a Central Government servant, has not applied for and/or obtained an advance under these rules; Neither I nor my wife/husband/minor child has applied for and/or obtained any loan from any Government source (e.g., Ministry of Rehabilitation or under any Central or State Housing Scheme);

(ii)

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(iii)

The construction of the house for which the advance has been applied for, has not yet commenced.

Station ..

Signature of the Applicant

Dated

Designation.. Department/Office in which employed

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Appendix B FORM OF AGREEMENT TO BE EXECUTED AT THE TIME OF DRAWING AN ADVANCE BY A CENTRAL GOVERNMENT SERVANT FOR THE PURCHASE OF PLOT OF LAND AND BUILDING A HOUSE, ENLARGEMENT OF EXISTING HOUSE AND PURCHASE OF A READY BUILD HOUSE, WHERE THE TITLE IS ABSOLUTE [Rule 5(a) (1), 5(a)(3) and 5(a)(5)] AN AGREEMENT MADE THIS day of two thousand and ..BETWEEN \son of ..at present serving as .(hereinafter called the Borrower which expression shall unless excluded by or repugnant to the subject or context include his heirs, executors, administrators and legal representatives) of the one part and the President of India (hereinafter called the Government which expression shall unless excludes by or repugnant to the subject or context includes his successors in office and assigns) of the other part, WHEREAS the Borrower desires to purchase land and construct a house thereon/enlarge living accommodation in his/her house at ..purchase a ready built house at described in the scheduled hereto annexed and WHEREAS the Borrower has under the provision of rules framed by the Government of India to regulate the grant of advances to Central Government servants for building, etc. of houses (hereinafter referred to as the said rules, which expression shall, where the context so admits, includes any amendment thereof or addition for the time being in force) applied to the Government for an advance of Rupees .to purchase land and construct a house thereon/enlarge living accommodation in his/her house/purchase a ready built house as aforesaid and the Government has sanctioned an advance of Rupees to the Borrower, vide the Ministry/Office Letter No., dated .., a copy of which is annexed to these presents for the purpose aforesaid on the terms and conditions set forth therein NOW IT IS HEREBY AGREED by and between the parties hereto as follows:-(1) In consideration of the sum of Rupees .(insert amount of the first installment) to be paid by the Government after the execution of this agreement for the purchase of land and the sum of Rupees (insert balance amount to be paid ) to be paid by the Government to the Borrower as provided in the said rules, the Borrower hereby agrees with the Government 158

(a)

To repay to the Government the said amount of Rupees ..(Insert full amount sanctioned) with interest calculated in accordance with the said rules for the time being in force by(number to be filled in) monthly installments of Rupees ..from his pay commencing from the month of two thousand and .or from the month following the completion of the house, whichever is earlier and deductions from his monthly pay, leave salary and substinence allowance bills, (i) Within two months from the date of receipt of the amount of Rs. (insert amount of installment to be paid )out of the said sanctioned advance or within such further time as Government/Head of the Department may allow in this behalf, to expand the aforesaid amount in the purchase of land and to produce for inspection of the Government the sale deed in respect thereof failing which the Borrower shall refund to the Government the entire amount of the advance received by him together with interest thereon. (ii) Within three months from the date of the receipt of the aforesaid advance of Rs. ..(Rs..) to expend the aforesaid amount in the purchase of the said ready built house and mortgage it to the Government failing which the Borrower shall refund forthwith to the Government the entire amount of advance received by him altogether with interest thereon unless an extension of time is granted by the Government. (iii) To complete construction/enlargement of the said house within eighteen months of ..strictly in accordance with the plan and specifications to be approved by the Government and on the basis of which the amount of advance is to be computed and sanctioned finally or within such extended period as may be laid down by the Government. (iv) Within three months of taking possession of the ready built flat under the Self-Financing Housing Scheme of the mortgage it to the Government of India failing which the Borrower shall refund shall refund forthwith to the Government the entire amount received by him together with
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(b)

interest thereon unless an extension of time is granted by the competent authority. (2) If the actual amount paid by the Borrower for the purchase of land and building a house thereon/enlarging the house/the purchase of the ready built house is less than the amount received under these presents by the Borrower, to repay the difference to the Government forthwith. (3) To execute a document mortgaging the said house/land along with the house to be built thereon to the Government as security for the amount advanced to the borrower under these presents as also for the interest payable for the said amount in the form provided by the said rules. (4) If the land is not purchased and the sale deed thereof not produced for inspection of the Government within two month of the date of drawl of the part of the advance of that purpose, or within such further time as the Government/Head of the Department may allow in this behalf/ if the house is not purchased and mortgaged within three months of the drawl of the advance or within further time as the Government/Head of the Department may allow in this behalf /if the borrower fails to complete the construction/enlargement of the said house, as hereinbefore agreed, or if the Borrower becomes insolvent or quits the service of the Government or dies, the entire amount of advance together with interest accruing thereon shall immediately become due and payable to the Government. (5) The Government shall be entitled to recover the balance of the said advance with interest remaining unpaid at the time of his retirement or death preceding retirement from the whole or any specified part of the gratuity that may be sanctioned to him. (6) Within prejudice to any other right of the Government in that behalf, if any amount becomes refundable or payable by the borrower to the Government, the Government will be entitled to recover the same as arrears of land revenue. (7) The stamp-duty payable on these presents shall be borne and paid be the Government.

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SCHEDULED ABOVE REFERRED TO IN WITNESS WHEREOF THE BORROWER has hereunto set his hand and Shri in the Ministry/Office of .for and on behalf of the president of India has hereunto set his hand. Signed by the said Borrower

. (Signature of the Borrower) In the presence of 1st witness : Address : Occupation : 2nd witness : Address : Occupation : Signed by Shri . In the Ministry/Office of (For and on behalf of the President of India) In the presence of 1st witness : Address : Occupation : 2nd witness : Address : Occupation :

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APPENDIX C FORM OF RECONVEYANCE FOR HOUSE BUILDING ADVANCE (VIDE RULE 8 (d)) FORM NO.7 THIS DEED OF RECONVEYANCE IS MADE THIS ________day of __________ 2005 BETWEEN THE PRESIDENT OF INDIA (hereinafter called the Mortgagee which expression shall unless excluded by or repugnant to the subject or context include his successors in office and assigns) of the one part and______ (here-in-after called the Mortgagor which expression shall unless excluded by or repugnant to the subject or context include his/her heirs, executors, administrators and assigns ) of the other part. WHEREAS by an Indenture of Mortgage, dated the __ day of the month of ______and made between the Mortgagor of the one part and the Mortgagee of the other part and registered at _____in Book ____Volume No ____ Pages _______as S.No _______for _______/- (hereinafter called the PRINCIPAL INDENTURE). The Mortgagor by the said Principal Indenture mortgaged the property at ______________-and more particularly described in the Schedule hereunder written to the Mortgagee to secure an advance of _________/- made by the Mortgagee to the Mortgagor. AND WHEREAS ALL MONEYS due and owing to the security of the PRINCIPAL INDENTURE have been fully paid and satisfied and the Mortgagee to execute re-conveyance of the Mortgaged premises as is hereinafter contained. NOW THIS INDENTURE WITNESSETH that in pursuance of the said agreement and consideration of the premises the Mortgagee doth hereby grant, assign and reconvey unto the Mortgagor, ALL THAT THE ready build house situated at _______________and comprised in the said Principal Indenture and more particularly described in the Schedule hereunder written with their rights, easements and appurtenances as in the PRINCIPAL INDENTURE expressed and all the estates right title interest property claim and demand whatsoever of the Mortgagee into out of or upon the said premises by virtue of the PRINCIPAL INDENTURE to have and to hold the premises here before expressed to be hereby granted, assigned and reconveyed unto and to the use of the Mortgagor, for ever freed
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and discharged from all moneys intended to be secured by the said PRINCIPAL INDENTURE and from all actions, suits, accounts, claims and demands for, or in respect of the said moneys or any part thereof, for or inrespect of, the PRINCIPAL INDENTURE OR of anything relating to the premises AND THE Mortgagee hereby covenants with Mortgagor that the Mortgagee has not done or knowingly suffered or been party of privy to anything whereby the said premises or any part thereof, are/is can be impeached encumbered or effected in title estate or otherwise who-so-ever, IN WITNESS whereof the Mortgagee has______________________ on his behalf to set his hand the day and year first above written.

SCHEDULE ABOVE REFERRED TO Signed by _____________________________for and on behalf of the Mortgagee ___________________________

(Signature) (For and on behalf of the President of India) In the presence of: 1st Witness Occupation Address : : :

2nd Witness Occupation Address

: : :

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GRANT OF ADVANCE FOR MOTOR CYCLE & SCOOTER 1. P&F Dte deals with grant of advance for Motor Cycle and Scooters. For bicycle advance, requisite funds are allotted to the respective Dtes. 2. The relevant Rules/Instructions regarding grant of Motor Cycle/Scooter/Moped Advance are quoted below from the GFR as amended vide the latest order issued by the Ministry of Finance:(a) Conditions of Eligibility :-

(i) The authority competent to sanction the advance is satisfied at the Government Servant has the capacity to repay the advance. (ii) The advance for purchase of Motor Cycle/Scooter/Moped shall be granted to those Government Servants whos Basic Pay plus dearness Pay is Rs. 6900/-per month or more. The authority competent to sanction this advance may however relax this condition in deserving cases. (b) Amount of Advance :-

The amount of Advance for the first occasion shall not exceed Rs. 30000/- or 04 months Basic Pay plus DP or the anticipated price of the Motor Cycle/Scooter/Moped which ever is the least. For the second and subsequent occasions the amount shall be restricted to Rs. 24000/- or 3 months Basic Pay plus DP or the anticipated price of the Motor Cycle/Scooter/Moped which ever is the least. (c) Recovery :-

The amount of advance granted to Govt Servant for the purchase of Motor Cycle/Scooter/Moped shall be recovered from him in equal monthly installments as he may elect, but such number shall not be more than seventy. (c) Application form for drawal of Motor Cycle/Scooter advance is given in Appendix B

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APPENDIX D to Chapter-23 APPLICATION FORM FOR ADVANCE FOR THE PURCHASE OF MOTOR CYCLE, SCOOTER 1. 2. 3. 4. Name of the applicant : Applicants designation : District & Station : Pay (i) Substantive Pay : (ii) Officiating pay or pay drawn in temporary pos (iii) Special Pay/Personnel Pay : Anticipated price of motor cycle : Amount of advance required : Date of superannuation or retirement or date of expiry of contract in case of a contract officer Number of installments in which the advance is desired to be repaid : Whether advance for similar purpose was obtained previously and if so :(i) Date of drawal of the advance : (ii) The amount of advance and/or interest thereon still outstanding, if any : Whether the intention is to purchase:(i) A new or an old motor cycle : (ii) If the intention is to purchase motorcycle through a person other than a regular or reputed dealer or agent, whether previous sanction of the competent authority has been obtained as required under rule 15(2) of the Central Civil Services (Conduct) Rules, 1964 Whether the officer is on leave or is about to proceed on leave:(i) The date of commencement of leave: (ii) The date of expiry of leave: Are any negotiations or preliminary enquiries being made so that delivery may be taken of the motor cycle/scooter within one month from the date of drawal of the advance. (i) Certified that the information given above is complet and true. (ii) Certified that I have not taken delivery of the motor cycle on account of which I apply for the advance, that I shall complete negotiations for the purchase of the vehicle and take
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5. 6. 7. 8. 9.

10.

11. 12. 13.

possession of the same before the expiry of one month from the date of drawal of the advance and that I shall insure it from the date of taking its delivery.

Place : Date:

___________________ Applicants Signature

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PROCEDURE FOR MEDICAL RE-IMBURSEMENT 1. Central Services (Medical Attendance) Rules 1944 are applicable to all Central Govt Civilians paid from the Defence Services estimates and their families on duty, leave or away on TD. 2. Under this rule, a Govt servant or his family member is entitled for free of charge medical treatment in such Govt hospitals at or near the place where he falls ill. If there is no such hospital, he is entitled for reimbursement of any amount paid by him on account of such treatment on production of an essentiality certificate in writing by the authorized medical attendant in this behalf. 3. The powers have been delegated vide letter No. S-12020-4/97CGHS(P) dated 7 Mar 2000 to the Heads of Departments (HODs) in respect of Central Govt Servants who are beneficiaries of CGHS in the following cases :(a) A serving Central Govt servant covered under CGHS who is taking treatment in some CGHS dispensary/Govt hospital and desires to obtain treatment in a private hospital recognized under CGHS, the HOD may grant him permission for indoor treatment on the basis of the medical prescription issued to the CGHS beneficiary. (b) The Heads of Departments(HODs) may decide the cases of reimbursement of medical claims in respect of treatment obtained in emergency at private hospital/nursing home/clinic, subject to itemwise ceiling as per rates prescribed for CGHS beneficiaries without financial limit on the total amount to be reimbursed. 4. In respect of the Central Govt Civilian employees at various NCC Directorates, DDG (P&F) is the competent sanctioning authority and hence all medical reimbursement cases are to be forwarded to Pers (C) for sanction and approval.

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LEAVE RULES 1. The Government of India have made provisions under CCS Leave Rules for certain type of leave available to all the Central Government Civilian employees, to meet their Family, medical and Social liabilities. 2. General Principles governing leave with relevant CCS Leave Rules(i) Leave cannot be claimed as a matter of right. _ Rule 7 (1).

(ii) The Leave sanctioning authority may refuse or revoke leave of any kind, but cannot alter the kind of leave due and applied for. Rule 7 (2) (iii) Leave of one kind taken earlier may be converted into leave of a different kind at a later date at the request of the official and at the discretion of authority who granted the leave. The Government servant should apply for such conversion within thirty days of a completion of the relevant spell of leave. This, however, cannot be claimed as a matter of right by the official. Rule 10 (i) and Proviso. (iv) Conversion of one kind of leave into leave of a different kind is permissible only when applied for by the official while in service and not after quitting service. Rule 10, GII. (v) Leave sanctioning authority may commute retrospectively periods of absence without leave into Extraordinary leave. Rule32 (6). (vi) No leave of any kind can be granted for a continuous period exceeding five years except with the sanction of the President. Rule12 (vii) An official on leave should not take up any service or employment elsewhere without obtaining prior sanction of the Competent Authority. - Rule 13 (viii) Willful absence from duty after the expiry of leave renders a Government servant liable to disciplinary action. Rule 25 (2) (ix) Absence without leave not in continuation of any authorized leave will constitute an interruption of service unless it is regularized - Audit Instruction under Rule 25 (1).
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3.

Various types of leave available:(a) Earned Leave (i) These leaves are credited in advance at a uniform rate of 15 days on the 1st January and 1st July every year. Earned leave can be accumulated up to 300 days (including the number of days for which encashment has been allowed along with LTC). Rule 26 (1) and notification dated 18-04-2002. (ii) While limiting the maximum of 300 days ,where the balance at credit is 286-300 days, further advance credit of 15 days on 1st January /1st July will be kept separately and set-off against the EL availed of during that half-year ending 30th Jun/31st December. However, if the leave availed is less than 15 days, the remainder will be credited to the leave account subject to the ceiling of 300 days at the close of that half-year. Rule 26, GID (2) (c). (iii) The credit for the half year in which a Government servant is appointed will be afforded at the rate of 2.5 days for each completed calendar month of service which he is likely to render in the calendar half year in which he is appointed. - Rule 27 (1). (iv) Earned leave can be availed up to 180 days at a time. Rule 26 (2) (b) Half pay leave (i) Half pay leave is credited in advance at the rate of 10 days on the 1st January and 1st July every year. The advance credit for the half-year in which a Government servant is appointed will be at the rate of 5/3 days for each completed calendar month of service he is likely to render in the half year in which he is appointed. (ii) Half pay leave can be availed either with or without medical certificate. Rule 29 (4) (iii) While affording credit, fraction shall be rounded off to the nearest day. Rule 29 (5)
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(c)

Commuted Leave (i) Commuted leave not exceeding half the amount of half pay leave due can be taken on medical certificate. Rule 30 (1). (ii) Commuted leave as follows can be taken without medical certificate:(aa) up to a maximum of 90 days in the entire service if utilized for an approved course of study certified to be in public interest. Rule 30 (1-A) (ab) up to a maximum of 60 days by a female Government servant if it is in continuation of maternity leave. Rule 43 (4). (ac) up to a maximum of 60 days by a female Government servant with less than two living children if she adopts a child less than one year old. Rule 43-B. (iii) Commuted leave can be granted only when the leave sanctioning authority is satisfied that there is a reasonable prospect of the Government servant returning to duty on its expiry. So it cannot be granted as leave preparatory to retirement. Rule 30 (1) (a). (iv) Commuted leave may be granted at the request of the Government servant even when earned leave is available. Note below Rule 30.

(d)

Leave Not Due (LND) (i) Leave Not Due may be granted to a permanent Government servant with no half pay leave at credit. (ii) It is granted on medical certificate {Exception : (iii) below} if the leave sanctioning authority is satisfied that there is a reasonable prospect of the Government servant returning to duty on its expiry. Rule 31 (1) (iii) It may be granted without medical certificate(aa) in continuation of maternity leave. Rule 43 (4)
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(ab) to a female Government servant with less than two living children on adoption of a child less than a year old. Rule 43-B. (iv) The amount of leave should be limited to the half pay leave that the Government servant is likely to earn subsequently. Rule 31 (1)(b). (v) LND during the entire service is limited to a maximum of 360 days Rule 31 (1) (vi) LND will be debited against the half pay leave that the Government servant earns subsequently. Rule 31 (1) (c). (vii) It cannot be granted in the case of Leave preparatory to retirement Rule 31 (1) (e) Extraordinary Leave (EOL) (i) Extraordinary leave is granted to a Government servant when no other leave is admissible or when other leave is admissible, but the Government servant applies in writing for extraordinary leave. Rule 32 (1) (ii) Extraordinary leave cannot be availed concurrently during the notice period, when going on voluntary retirement. Rule 32, GID(2) (iii) EOL may also be granted to regularize periods of absence without leave retrospectively. Rule 32 (6). (f) Maternity Leave Leave as under is admissible to married/unmarried female employees during (a) Pregnancy: 135 days.- Admissible only to employees with less than two surviving children. Rule 43(1) (b) Miscarriage/abortion (induced or otherwise): Total of 45 days in the entire service excluding any such
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leave taken prior to 16-06-1994. Admissible irrespective of number of surviving children. Application should be supported by a certificate from a Registered Medical Practitioner for Non Gazetted Officers and from Authorised Medical Attendant for Gazetted Officers. Rule 43 (3) (i) (ii) The leave is not debited to the leave account. Rule 43 (5) It is granted on full pay. Rule 43 (2)

(iii) It may be combined with leave of any other kind. Rule 43 (4) (iv)
(g)

Not admissible for threatened abortion Rule 43, GID (4)

Paternity Leave

(i) Eligibility: Male Government servant with less than two surviving children. Apprentices are also eligible. (ii) Duration : Fifteen days during wifes confinement. (iii) Not to be debited to the leave account. May be combined with any other kind of leave except casual leave. (iv) Not to be refused normally.

(v) To be applied fifteen days before or up to six months from the date of delivery. Rule 43-A (vi) (h) Leave Salary : Equal to last pay drawn

Casual Leave

In a calendar year eight days of casual leave is permissible. Casual leave is not a recognized form of leave and is not subject to any rules made by the Government of India. An official on Casual Leave is not treated as absent from duty and pay is not intermitted.
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(i) Casual Leave can be combined with Special Casual Leave/vacation but not with any other kind of leave. (ii) It cannot be combined with joining time.

(iii) Sundays and Holidays falling during a period of Casual Leave are not counted as part of Casual Leave. (iv) Sundays/public holidays/restricted holidays/weekly offs can be prefixed/suffixed to Casual Leave. (v) Casual Leave can be taken while on tour, but no daily allowance will be admissible for the period. (vi) Casual Leave can be taken for half day also.

(vii) Essentially intended for short periods. It should not normally be granted for more than 5 days at any one time, except under special circumstances. (viii) LTC can be availed during Casual Leave. (ix) Individuals appointed and joining duty during the middle of a year may avail of Casual Leave proportionately or to the full extent at the discretion of the Competent Authority 4. In addition to the above mentioned leave, depending on the circumstances, the following types of leave are also available to a Government servant:(a) Leave to female Government servant on adoption of a childA female Government servant, with less than two surviving children, on adoption of a child may be granted leave of the kind due and admissible (including, leave not due and commuted leave not exceeding 60 days without production of medical certificate) for a period up to one year or till such time the child is one year old, whichever is earlier. Rule 43-B.

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(b)

Special Disability Leave- Admissible to all employees:(i) When disabled by injury intentionally or accidentally inflicted or caused in, or in consequence of the due performance of official duties or in consequence of official position. (ii) When disabled by illness incurred in the performance of any particular duty, which has the effect of increasing liability to illness or injury beyond the ordinary risk attaching to the civil post held, under the same condition (iii) The period of leave will be as certified by an Authorised Medical Attendant subject to a maximum of 24 months. (iv) It may be combined with any other kind of leave. (v) It will count as service for pension. (vi) It will not be debited to the leave account.

(c)

Hospital Leave - Admissible to(i) such Group C employee whose duties involve handling of dangerous machinery, explosive materials, poisonous drugs and the like, or performance of hazardous tasks; and (ii) to Group D employees

while under medical treatment in a hospital or otherwise, for illness or injury directly due to risks incurred in the course of official duties (d) Study Leave :(i) Eligibility

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

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(ii)

Sanctioning authority

Ministry/Department of the Central Government/ Administrator/Comptroller and Auditor General of India. First Schedule, Sl No. 3. (iii) Course should be certified to be of definite advantage to Government from the point of view of public interest. - Rule 50 (3). (iv) The particular study or study tour should be approved by the authority competent to grant leave. Rule 50 (2) (v) The official on his return should submit a full report on the work done during study leave. Rule 50 (2) (vi) 5. Salary during Study Leave shall be the last pay drawn.

Leave Salary:(a) During Earned Leave and Commuted Leave - Equal to pay drawn immediately before proceeding on leave. - Rule 40 (1) & (4). (b) During half pay leave or leave not due - Equal to half the amount of leave salary on earned leave. Rule 40 (3) (c) Extraordinary Leave - Not entitled to any leave salary. Rule 40(5) (d) Pay means pay as defined in FR 9 (21) and includes Deputation Allowance and NPA/Stagnation Increment

6. Risk Allowance. - Admissible only as an allowance like CCA/HRA and not as part of Leave Salary. Rule 40, GID(2) 7. Special Casual Leave (Special CL)

Note : Authority to sanction Special Casual Leave rests with the DGNCC, further delegated to DDG(P&F)
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8.

Special CL is granted on the following grounds:(a) For participatiion in Sports Events. (i) (ii) Maximum 30 days in a calendar year for attending Maximum 10 days in a calendar year for participating in coaching or training camps. inter-ministerial or inter departmental tournaments and sporting events held outside Delhi. (iii) Period exceeding 30/10 days will be treated as regular leave. (iv)Special CL subject to maximum of 30 days may also be granted to a sportsperson injured or hospitalized during Telecom Sporting events. (b) For participating in In Cultural Activities. (i) Taking part in dance, drama, music, poetic symposium etc of all India or State character organized by Central Secretariat Sports Cultural Board, subject to maximum of 30 days. (ii) Taking part in dancing and singing competition organized on National or International level by Govt of India sponsored bodies. (c) For participating in Mountaineering /Trekking Expeditions.

A maximum of 30 days in a calendar year for participating in mountaineering/trekking expeditions approved by Indian Mountaineering Foundation or Youth Hostels Association of India. (d) For Family Planning:Male Employee (i) Maximum of 6 working days for vasectomy operation and for second time similar operation another 6 working days. (ii) Maximum of 21 working days for recanalization operation.
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(iii) Maximum of 7 working days to follow the date of operation, if his wife undergoes tubectomy, laproscopy or salpingetomy operation Female Employee (i) Maximum of 14 working days if she undergoes tubectomy/laproscopy and another 14 days for second occasion. (ii) Maximum of 14 working days for salpingectomy operation after Medical Termination of Pregnancy. (iii) One days Special CL on the day of IUCD/IUD insertion/re-insertion. (iv) Maximum of 21 working days for recanalization operation. Special CL for one day for her husbands vasectomy operation. Note : Extension or additional Special CL for the period of hospitalization due to post operational complications. Additional Special Casual Leave of 7 days for vasectomy operation and 14 days in case of tubectomy operation when not hospitalized but not fit to resume duty. Special CL is not admissible to temporary status casual labourers. (e) To re-employed Ex-servicemen. HOD may grant Special CL for appearing before re-survey medical board for assessment of disability pension and for attending artificial limb centre for treatment of injury sustained during Army operation. (f) Union/Association Activities. (i) 20 days in a calendar to office bearers of recognized service associations/ unions for participating in associations/unions meetings. (ii) 10 days in a calendar year to outstation delegates/members of executive committee for attending its meetings. (iii) (iv) 5 days to local delegates/local members for attending 10 days to the Leader of staff side of JCM and to the
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meetings. secretary from the staff side. One day to the members of the

Departmental/Regional/ Local Council for attending JCM meetings. (g) In the event of Natural Calamities, Bandhs etc. HOD may grant Special CL to its employees residing 3 miles away from office in the event of natural calamities, bandh or traffic disorder etc and Special CL on account of curfew irrespective of distance from residence to office. Leave already applied by an employees on these days will be treated as Special CL. (h) For Meetings Connected with Co-operative Societies.

Outstation employees who are members, delegate members, Managing Committee Members are granted a maximum of 10 days Special CL in a calendar year in addition to the minimum period of travel. For in station employees, the period of Special CL is restricted to actual period (FN or AN) of such meetings. (j) Activities Connected with Kendriya Sachivalaya Hindi Parishad. A maximum of 20 days in a calendar year. (k) (l) During Elections. Other Purposes. (i) etc. (ii) (iii) (iv) (v) (vi) Trg as a member of St John Ambulance Brigade. For joining urban unit of TA for a maximum of 14 days. Interview/medical examination at the time of actual Trg with P&T unit of TA. For participation in Republic Day Parade as a member of
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One days Special CL on the day of

election. Trg and duty for officially sponsored auxiliary police

organizations, such as Home Guard, National Voluntary Corps

recruitment in urban unit of TA.

St John Ambulance Brigade.

(vii) Donation of blood to a recognized Blood Bank on the day of the blood donation. (viii) 14 days plus period of journey to members of Lok Sahayak Sena and who have won certificate to participate in Republic Day parade. (ix) (x) For attending Court of Law as jurors. A maximum of 6 days plus journey period to the

members of Indian Institute of Public Administration who reside outside Delhi. (xi) A maximum of 7 days in a year to the members of St John Ambulance Association for performing duties on the occasion of festivals, natural calamities etc. (m) Combination of Casual/Regular Leave with Special CL.Special CL and CL can be combined but not regular leave with Special CL (n) LTC during Special CL. Can be availed.

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LEAVE TRAVEL CONCESSION

1. Eligibility
(i) Any employee with one year of continuous service on the date of journey performed by him/his family is eligible. Example:- An official appointed on 31-12-2004 will be eligible for the two year block 2004-05, but those appointed on or after 1-1-2005 will not be eligible for that block. Note : Government servants whose spouses are working in Indian Railways/National Airlines are not eligible for LTC.- OM dated 2010-97. 2. If an official is under suspension, the leave travel concession is admissible only to his family members. 3. When both the husband and wife are Central Government servants(a) They can declare separate Home Towns independently;

(b) They can claim LTC for their respective families viz, while the husband can claim for his parents/minor brothers/sisters, the wife can avail for her parents/minor brothers/sisters. (c) Either of the parents can claim the concessions for the children in a particular block. (d) The husband/wife who avails LTC as a member of the family of the spouse, cannot claim independently for SELF. 4.

Family means
i) the Government servants wife or husband and two surviving unmarried children or stepchildren wholly dependent on the Government servant, irrespective of whether they are residing with the Government servants or not;

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ii) married daughters divorced, abandoned or separated from their husbands and widowed daughters and residing with the Government servant and wholly dependent on the Government servant, iii) parents and/or stepmother residing with and wholly dependent on the Government servant; iv) unmarried minor brothers as well as unmarried, divorced, abandoned, separated from their husbands or widowed sisters residing with and wholly dependent on the Government servant, provided their parents are either not alive or are themselves wholly dependent on the Government servant; 5. Explanations (a) The restriction of the concession is to only two surviving children or stepchildren shall not be applicable in respect of (i) those employees who already have more than two children prior to 20-101998; (ii) where the number of children exceeds two as a result of second child birth resulting in multiple births. (b) Only one wife is included in the term Family for the LTC Rules. However, if a Government servant has two legally wedded wives and the second marriage is with the specific permission of the Government, the second wife shall also be included in the definition of Family. (c) It is not necessary for the spouse and children to reside with the Government servant so as to be eligible for the concession. The concession in their case shall, however be restricted to the actual distance travelled or the distance between the headquarters of the Government servant and the Home Town/Place of visit , whichever is less. (d) Children of divorced, abandoned, separated from their husbands or widowed sisters are not included in the term Family. (e) A member of the family whose income from all sources, including stipend, or pension, excluding Dearness Relief does not exceed Rs.1500/- p.m. is deemed to be wholly dependent on the Government servant.

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(f) Husband and wife is one unit for purpose of LTC and hence the conditions of dependency is not applicable Deptt of Per & Trg. Ref dated 15-9-1999 to MTNL, ND.

6.

Salient Points
(i) Concessions can be availed of for self and family separately on different occasions even in different calendar years of the same block. (ii) Family can travel in one or more groups, but each group should complete its return journey within six months from the date of its outward journey. (iii) Circular tour tickets can be availed of in conjunction with the concessions. (iv) Can be availed of during any leave including study leave, casual leave and special casual leave. (v) While on study leave, the entitlement will be (aa) Family staying with Government servant - From place of study to Home town limited to admissibility from headquarters to Home town. (ab) Family staying away from Government servant - Normal Home Town entitlement. (vi) Can be combined with transfer/tour.

(vii) Cannot be availed of during closed holidays only, without taking any leave. At least one leave prefixed a suffixed is required to be taken. 7. Carry Forward- Concessions for one block can be carried forward to the first year of the next block i.e. the outward journey for 2003-2004 block can be performed up to 31-12-2005. Employees entitled to LTC to Home Town for self alone every year cannot carry forward the concessions. Home town concessions by some members of the family and anywhere in India by others in the same two year block permissible - Some members of family may avail the concessions to Home Town while others may avail the same for Anywhere in India in the same two year block
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8.

Entitlements:-

(a) Journey by Air/Rail:Pay range Rs. 18,400 and above:- Air Econmy (Y) Class by National Carrier. Pay Range Rs. 16,400 and above Rs. 8,000 Rs. 16,399 Rs. 4,100 to Rs.7,999 Shatabdi Express Rajdhani Express Executive Class AC First Class AC 2-tier AC 3-tier Not Entitled Other Trains AC First Class AC 2-tier *First Class/AC 3tier/AC Chair Car Sleeper Class

to AC Chair Car AC Chair Car

Below Rs. 4,100 Not Entitled

* All Government servants who are entitled to travel on LTC by First Class/AC 3-tier/AC Chair Car may, travel by AC 2-tier, in case where any of the train connecting the originating and destination stations by the direct shortest route do not provide these three classes of accomodation (b) Journey by Sea or by River Steamer:

Pay Range A&N Islands and Others Officers drawing pay Lakshadweep Islands (Shipping Corpn. Of India) Rs. 8,000 and above Deluxe Class Highest Class If there be two classes only on the steamer, the lower class If there be three classes, the middle or second class. If there be four classes, the third class The lowest class
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Rs.6,500 to Rs.7,999 First/A Cabin Class Rs.4,100 to Rs.6,499 Second/B Cabin Class

Below Rs. 4,100

Bunk Class

(c) Srl. 1. 2.

Journey by Road: Pay Range Rs. 8,000 and above Rs. 4,100 and above but less than Rs.7,999 Below Rs. 4,100 Entitlement Actual fare by any type of public bus, including air-conditioned bus Same as at (1) above with exception that journeys by air-conditioned bus will not be permissible Bus fare by ordinary bus.

3.

Note- In cases of travel by AC Taxi, Taxi or autorikshaw, production of fare receipt will be necessary but the claim will be restricted to bus fare by entitled class. Rule 12 (1) (C).
9. LTC to Home Town

Admissible to all employees irrespective of the distance involved. Home town once declared is treated as final. In exceptional circumstances, the Head of the Department may authorize a change, only once during entire service. Admissible once in a block of two calendar years. The blocks are 2002-03, 2004-05 and so on. An employee (including unmarried having his family at his Home Town can avail of this concession for himself alone every year instead of having it for both self and family once in two years.

10.

LTC to any place in India:-

This concession is admissible in lieu of one of the two journeys to Home town in a block of four years. The current block is 2002-05. The last date for commencement of the outward journey is 31-12-2006 (including the grace period of one year).
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Available for travel to any place in India-mainland or overseasincluding employees Home town. Officials availing LTC to Home town for self alone once every year, are not entitled to LTC to anywhere in India. 11. Carry forward - Concession not availed in a block of four years can be carried forward to the first year of the next four-year block. In respect of officials entitled to Home town LTC, the concession can be carried forward to the first year of the next block only if the official is entitled to a carried forward LTC to Home town for that year. 12. Misuse of LTC:(i) Disciplinary action will be taken and during its pendency(a) (b) (ii) the disputed claim will be withheld; and further LTC facility will not be allowed.

When disciplinary proceedings are over(a) If found not guilty(aa) the withheld claim will be admitted; and

(ab) any LTC facility which fell due but not allowed will be allowed as additional set(s) in the future blocks of years irrespective of the provisions relating to lapsing of unavailed LTC. Such additional set(s) also should be availed before the date of superannuation. (b) If found guilty(aa) the withheld claim will be disallowed;

(ab) next two sets-one to Home town and one to any place in India will be forfeited; and (ac) in case of grave misuse, the Competent Authority may disallow even more than two sets; in addition to any penalty under disciplinary rules.
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GENERAL PROVIDENT FUND 1. General Provident Fund (Central Services) Rules came into existence on 01 Apr 1960, and was published in Gazette of India dated 01 Dec 1960. Eligibility (Rule 4) 2. The following categories of Government Servants (GS) shall subscribe to GPF:a) All temporary GS after a continuous service of one year. b) All re-employed pensioners (other than those eligible for admissible to Contributory Provident Fund). c) All permanent GS. Rate of Subscription (Rule 8) 3. Subscription may be any sum between 6% to 100% of ones emoluments, expressed in whole rupees. 4. The amount of subscription can be reduced once at any time during a year and can be enhanced twice during a year. Interest (Rule 11) 5. Interest at prescribed rates shall be credited wef the last day of the year. The present rate of interest is 8% per annum. 6. The total amount of interest shall be rounded off to the nearest rupee.

Advance From the GPF (Rules 12 & 13) Gen Rules. 7. Amount of advance permissible:a) Normally 3 months pay or half the amount standing to the credit of the subscriber, whichever is less. The advance will be recovered in not more than 24 equal monthly installments. b) Special : No limit. Advance recoverable in not more than 36 installments. c) Consolidation : When an advance is granted before completion
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of repayment of earlier advance, outstanding amount will be added to the new advance and instalments of recovery re-fixed with reference to the consolidated amount. 8. Purposes for which advance can be taken are as follows:a) To pay expenses connected with illness, confinement or disability of subscriber, any member of his family or any person actually dependent on him. b) To meet cost of higher education of self, any member of family or any person actually dependent on subscriber on any academic, technical, professional or vocational course beyond High School Stage. c) To pay obligatory expenses on a scale appropriate to the subscribers status on occasions like marriage, funeral or other ceremonies. d) To meet cost of legal proceedings instituted by or against the subscriber, members of his family or persons actually dependent on him. e) Purchase of consumer durable items, like TV, Fridge etc.

Withdrawal from the Fund (Rule 15). 9. Withdrawal are permissible after completion of 15 years of service (including broken periods) or within 10 years before date of superannuation for the following purposes:a) Meeting cost of higher education.

b) Meeting expenditure in connection with betrothal/marriage of subscriber, his sons or daughters or any female relations actually dependent on him. c) To meet expenses in connection with illness of self, members of family or any person actually dependent on him. d) etc. To meet cost of consumer durables, such as TV, VCR, Fridge
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10. The amount of withdrawal for the above purposes is limited to one half of the amount at credit or six months pay which ever is less in the normal circumstances. However, upto three fourth amount of credit can be sanctioned at the discretion of the sanctioning authority. 11. Withdrawal are permissible any time during the service of subscriber for the following purposes:a) Building or acquiring house or ready built flat including cost of site. b) Repayment of loan expressly taken for building or acquiring a house/ ready build flat. c) Purchasing a site for house or repayment of outstanding loans expressly taken for the purpose. d) Constructing a house on a site acquired under sub-Para (c) above. e) Repair, renovation, addition, alteration or upkeep of ancestral house at a place other than place of duty or a house built with Government loan at a place other than place of duty. 12. The amount of withdrawal permitted for the above purposes is upto 90% of balance at credit, with the provision that the amount of withdrawal plus the Government loan already taken for the purpose does not exceed the limit prescribed under HBA rules. 13. Withdrawal for purpose of motor car/motor cycle can be availed by subscriber who have put in 15 years of service or who are left with less than five years of service before superannuation, subject to a maximum of Rs 1,10,000.00 & Rs 22,000.00 respectively provided the subscribers basic pay plus DP is more than Rs 15,750/- and Rs 6,900/- respectively. 14. Within 12 months before retirement on superannuation an employee can withdraw without assigning any reason, upto 90% of amount at credit. This facility can be availed only once. Final Payment of GPF
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15. The amount standing at credit shall become payable when the subscriber:a) b) c) d) Quits service. Is dismissed/removed from service. Proceeds on leave preparatory to retirement. Retires from services/permitted to retire or declared by competent medical authority as unfit for further service.

16. When a Government Servant dies while in service, the amount standing to his credit becomes payable to the nominees/members of his family. No government dues are recoverable from such payments.

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CENTRAL GOVERNMENT HEALTH SCHEME 1. Introduction. Central Government employees are entitled to medical facilities for which comprehensive provisions are contained in Central Services (Medical Attendance) Rules 1944. The CGHS was introduced in Delhi on 01 Jul 1954 as a social service-cum-welfare measure. In view of the successful implementation of the scheme in Delhi, it has grown over the years both in coverage & scope. Presently, it serves about 30 cities including almost all state capitals. Applicable to: (i) All Central Government employees paid from Civil Estimates and their families. (ii) Central Government pensioner and those retiring with CPF benefits and their families (iii) Widows/child getting family pension including minor brothers & sisters of such child (iv) Civilians paid from Defence Services Estimates and their families.

2.

Family. (a) Besides the CGHS Identity Card holders, members of his family are also entitled to the facilities. The word family means:(i) (ii) Husband /Wife including more than one wife and also judicially separated wife. Parents/Adopted parents (not both), not step parents (only mother), in case of adopted father, only one wife. Female employee has a choice to include either her parents or parents-in- law. Children including legally adopted ones. Son Till he starts earning, irrespective of age. Daughter Till she starts earning or gets married, irrespective of age.
190

(iii) (iv) (v) (vi)

(vii) Disabled Son - No age limit. (viii) Widowed divorced and separated daughters. (ix) (x) Sisters including widowed sisters. Minor brothers & dependent brothers.

(b) Members of the family (other than spouse) whose income is less than Rs 1,500.00 p.m. are treated as dependents. In case of pensioners pension before commutation is taken as income, it excludes dearness relief. 3. When both husband wife are working, either of the two with higher has pay has to subscribe for CGHS and avail CGHS facility. 4. Where husband and wife both are Government servants and both contribute to CGHS, eligible parents of both may avail the benefit. Female family pensioners can avail medical facilities only for the dependents of the deceased CGHS beneficiary. 5. Subscription A compulsory monthly contribution is levied on all entitled classes as under:Pay Range (Basic + DP) Upto 3,000/Rs 3001 to 6000/Rs 6001/- to 10,000/Pensioners/Family Pensioners Upto 1500/Rs 1501 to 3000/Rs 3001 to 5,000/Rate of Contribution Per Month Rs 15/Rs40/Rs70/Rs 100/Rs 150/-

Rs 10,001/- to 15,000/- Rs 5,001/- to 7,500/Rs 15,001 and above Rs 7,501 and above

6. Contribution is effected through salary bills. It is recoverable during the period of duty, suspension and leave (other than EOL) not exceeding 04 months. Beyond 04 months, it is optional. 7. Procedure for Referral to Recognized Hospitals. The beneficiary will have the option of availing specialized treatment/diagnostic tests at
191

CGHS recognized hospitals, diagnostic centers of his/her choice after the specialist of CGHS/Government Hospital/CMO In-Charge of CGHS dispensary recommends the procedure/tests. The list of recognized private hospitals/diagnostic centers under CGHS and package rates in Delhi have been issued by DG CGHS vide Min of Health and Family Welfare OM No F No REC-24-2001/JD(M)/CGHS/DELHI/CGHS (P) dated 07 Sep 2001. The following procedure will be followed for taking treatment in a recognized private hospital/diagnostic center:i) A serving Government servant covered under CGHS, taking treatment in a CGHS dispensary, Government Hospitals and desires to take treatment in a recognized private hospital, head of department may grant him permission for indoor treatment, diagnostic procedure on the basis of the prescription/line of treatment given by CGHS/Government hospital specialist. Auth: Min of H&FW OM No S-12020/4/97/CGHS (P) dated 07 Mar 2000. ii) In case of medical emergency, details of which shall be recorded in writing, CMO In-Charge of a CGHS dispensary may directly refer the beneficiary to a private recognized hospital for further treatment. iii) In case the beneficiary, in spite of facility being available in the city chooses to get treatment in CGHS recognized hospital in another city, permission may be granted, but in such cases TA/DA would be borne by the beneficiary himself/herself. Auth: Min of H &FW UO No S-11011/6/96 CGHS(P) dated 11 Jul 97. iv) CMO In-Charge of dispensary in satellite towns of Delhi viz Gurgaon, Faridabad, NOIDA etc can refer the patient directly to a private recognized hospital. There is no need of permission from head of department. Auth: Min of H &FW UO No S-11011/6/96 CGHS(P) dated04 Feb 99. v) In case of pensioners after the initial advice of a specialist of a Government hospital or CGHS dispensary has been obtained,
192

permission letter would be given by CMO In-Charge of the dispensary concerned or the office of Addl Director, CGHS. 8. Medical Advance

The head of office may grant advance to central Government servant irrespective of their pay to meet initial expenditure for self and members of the family in the following cases: For indoor treatment at the hospital and for diagnostic centers. For OPD treatment in case of TB/Cancer.

Purchase, repair and adjustment of admissible artificial appliances. 9. Application for advance should be accompanied by necessary certificate from the medical officer/specialist of the hospital, indicating the duration of the treatment and anticipated cost admissible under the rules. 10. Advance may be paid upto 90% of the package deal. It may be paid in one or more installments for the same illness or injury subject to the limit prescribed. There is no limit for the number of advances payable to an official with reference to himself and to each member of the family and for each case of illness. For payment of advance in case of temporary official, surety from a permanent employee is required. 11. Advances is directly paid to the hospital and adjustment bill should be submitted within one month from the date of discharge. 12. In the case of artificial appliances once prescribed by the specialist, payment will be made directly to the supplying agency. Advances may be paid for the following artificial appliances. (i) (ii) (iii) (iv) Heart pace maker Replacement of diseased Heart valves. Artificial electronic larynx. Artificial Hearing Aid

Authority:- Min of H &FW OM No. i) ii) S/11016/1/92/CGHS(P) dt 29.10.92 S/11016/1/92/CGHS(P) dt 30.12.93 &
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iii)

S/12025/1/96-CGHS dt 13.05.97

13. Treatment in Emergency In emergent cases involving accidents, serious nature of diseases etc., the person/persons on the spot may use their discretion for taking the patient for treatment in a private hospital/ clinic/nursing home, in case no Govt hospital is available nearer than the private hospital and subsequently the claim for reimbursement may be submitted. 14. In terms of Ministry of H&FW S-12020/4/97/CGHS (P) dated 07 Mar 2000, Head of Departments may decide the cases of reimbursement of medical claims in respect of treatment taken in emergency at a private hospital subject to item wise ceiling as per rates prescribed for CGHS beneficiaries without financial limit on the total amount to be reimbursed. 15. In accordance with Ministry of H&FW OM No. Rec24/2001/JD(M)/CGHS/Delhi/CGHS(P) dated 07.09.2001, in cases of emergency the recognized private hospital shall not refuse admission or demand advance from the beneficiaries irrespective of his entitlement without financial limit on the total amount to be reimbursed. 16. Reimbursement of Medical Claims The CGHS beneficiaries and their families are supplied medicines prescribed by CGHS Dispensaries. For beneficiaries taking treatment at hospitals (Govt/Private Recognized) as outdoor patient, medicines prescribed by doctor are supplied by their respective dispensaries. However, the expenditure incurred during hospitalization as indoor patient and diagnostic tests are reimbursable. The concerned Govt servant is to submit the claim within three months from the date of discharge on the prescribed format to the Administrative authorities. In case if advances was taken, claims should be submitted in one month. However, Head of Department may condone delay in submission of claims within prescribed time limit in terms of Min of H&FW OM No. S/14025/8/99-MS dt 25 May 1999. The medical claims should be submitted with the following documents: Xerox copy of CGHS Card Prescription of Doctor with line of treatment Permission letter from HOD. Med-97 Form Essentiality /Certificate A or B as the case may be Discharge Summary Cash voucher countersigned by the treating physician Emergency certificate (in case of emergency treatment)
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 Reimbursement will be limited to package rates defined as lump sum cost of indoor treatment. 17. In case of pensioners, the recognized hospital/ diagnostic centers, on production of permission letter, shall provide credit facility. The hospital shall submit claim directly to Additional Director CGHS. 18. Entitlement for Hospital Treatment Recognized Hospital Pvt AIIMS General Ward General Ward Private Ward
Deluxe Ward

Pay Range (Basic + DP)

Upto Rs 7,500/-

Govt Hospital General Ward Nursing Home -do-do-

General Ward

From Rs 7,500/- to Semi-Pvt Ward Rs 13,499/From Rs 10,500/- to Private Ward Rs 13,499/Private Ward
Rs 13,500/- and above

CS (MA) RULES 1944 19. To provide medical facilities to the Central Government employees residing in an area not covered under CGHS, a department of the Central Government or Head of Department is empowered to appoint Authorized Medical Attendants to look after the medical needs of the employees. 20. Medical officers under the employment of the Central Government, State Governments and Union Territories, as also Medical Officers not an Government employee, i.e. private registered medical practitioners may be appointed as Authorized Medical Attendants. If no such officer is appointed the following are AMAs:(a) (b) (c) For Gp A officers and other drawing pay not less than Rs 8000.00 pm Principal Medical Officer of the District. For officers drawing pay less than Rs 8000.00 but above Rs 4000.00 pm Assistant Surgeon Grade-I in the station. For rest Assistant Surgeon Grade-I.
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21. Private Medical Practitioners are appointed as AMAs where adequate number of Govt Doctors in various systems is not available or where their services are not available within a radius of 8 Kms or because of the remoteness of the area. 22. The AMA of a Govt servant is determined with reference to the place at which he falls ill, irrespective of whether it is the permanent/temporary residence or a place of casual stay. 23. In places where AMAs have been appointed they should be consulted. If no AMA has been appointed in the sub-urban area, treatment may be had from AMA employed in a Govt hospital in the adjoining city but not from private medical practitioners appointed as AMA outside the area. 24. Reference to Specialist/other Medical Officer. the patient so requires, the AMA can:(i) (ii) If the condition of

Send the patient to the nearest or other medical officer: or Summon the specialist/Medical Officer to attend on his patient

who is too ill to travel. Note:- AMA can refer the case to any of the State Govt/Central Govt and CGHS recognized hospital. 25. Family: Definition of family is same as for CGHS.

26. Medical Attendance. Medical attendance by AMA can be had in his consulting room or in Govt hospital or at the residence of the patient. Attendance is limited to 4 consultations during a period of 10 days. Even if no medicines are prescribed during a repeat consultation, it is taken as a consultation for applying the limit of 4 consultants. Cost of medicines prescribed during this period will be reimbursed. Consultation fees at the prescribed rates for the first consultation and subsequent consultations will be admissible. In the case of private medical practioners appointed as AMAs reimbursement will be as per the schedule of rates approved by the state Govt/UT administrations. There should be a reasonable gap between the closing of the first spell of illness from one disease and recurrence of the same disease. If the second spell is entirely for a fresh disease it will be allowed as a fresh treatment.

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27.

Treatment. (a) Medical treatment from AMA is limited to administration of injection only. A maximum of 10 injections are allowed in a period of 10 days, and in exceptional cases upto 15 injections during a period of 10-15 days. Cases involving more than 4 consultations or 15 injections are considered as prolonged treatment and should be referred to OPD of the hospital. Cost of injections prescribed and the fees charged by the AMA for administering injections are reimbursed at the rates approved by the state Govt/UT administrations concerned. (b) If at the time of consultation the Medical Officer consulted also administers injections, he will be entitled to charge fees both for the consultation and for the injection at the prescribed rates. However, if at a later stage the Medical Officer administers injections prescribed at the previous consultation, fees should be charged for injections only.

28.

TA . (a) TA for employee and family - Employees and members of the their families are entitled to TA for their journeys to obtain appropriate medical attendance and treatment if it is certified by the AMA/Specialist/Medical Officer attached to the Hospital to whom the patient was referred, that the journey was unavoidable and necessary to obtain treatment, as admissible. (b) TA for attendant and escort - TA as for family member for journeys both ways if it is certified that it is unsafe for the patient to travel unattended and that an attendant/escort is necessary to accompany him to the place of treatment. SUBMISSION OF MEDICAL CLAIMS : SOME USEFUL TIPS

(1). (2) (3)

Your pay and place of illness will determine who your AMA is. Consult your AMA first and proceed according to his advice. Ensure that you purchase only the reimbursable medicines from the approved pharmacy in case of treatment under Ayurvedic, Siddha and Unani system. List of medicines-admissible and inadmissible is issued by Govt from time to time.
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(4) (5) (6) (7) (8)

Support your claims with all the prescribed certificates. Ensure that you get case vouchers correctly and properly and get the countersignature of the AMA on each of them. Ensure that the Essentiality Certificate given by the AMA is correctly filled in. Ensure that the AMAs designation qualification and Registration No are correctly given. If you go to a hospital for treatment as in-patient either for yourself or a family member, inform the Medical Officer-in-Charge of your pay so that he may allot accommodation according to your status. Once you are admitted as in-patient, follow the rules and procedures of the hospital. Rules may vary from hospital to hospital.

(9)

(10) Before leaving the hospital after treatment, get the hospital bills, receipts, vouchers, essentiality certificate etc, duly signed or countersigned by the AMA or by the Medical Officer-in-Charge of the hospital, as the case may be, for claiming refund. (11) You need not consult your AMA for getting in-patient treatment for yourself or family members from a hospital where you are normally entitled to the treatment. Female members may, however, be admitted in any recognized womens hospital. (12) Ensure that the claim is preferred within 3 months of completion of treatment.

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CENTRAL GOVT EMPLOYEES GROUP INSURANCE SCHEME (CGEGIS), 1980 1. Scope:- The scheme, which is compulsory for all the Central Government employees, provides at a low cost and on contributory and self financing basis, the twin benefits of an insurance cover to help their families in the event of death in service and a lumpsum payment to augment their resources on retirement. 2. Insurance and saving funds:- A portion of the subscription is credited to the Insurance Fund and the other portion to the Savings Fund which earns interest at the prescribed rate compounded quarterly. The apportionment is at 30% to Insurance Fund and 70% to Savings fund with effect from 1-1-1988 at the assumed mortality rate of 3.60 per thousand per annum. 3. Membership:Employees are enrolled as members of the Scheme st only from 1 January every year. If an employee enters service on or after 2nd January in any year, he is enrolled as a member only from 1st January of the next year. From the actual date of appointment to 31 December, he wil be entitled only to Insurance Cover. Note- Re-employed Defence personnel availing of the extended insurance cover under the Group Insurance Scheme applicable to the members of the Armed Forces shall not be admitted to this scheme until expiry of the extended Insurance Cover. 4. Monthly subscription and amount of insurance cover is as indicated below:Gp to (a) For those who which the subscribes at the old employee rates belongs Rate of Amount subscription of insurance cover A Rs 80/Rs (b) For those who subscribes at the revised rates Rate of subscription before enrolment as a member Rs 40/Rate of subscription after enrolment as a member Rs 120/Amount of insurance cover Rs
199

B C D

Rs 40/Rs 20/Rs 10/-

80,000/Rs 40,000/Rs 20,000/Rs 10,000/-

Rs 20/Rs 10/Rs 5/-

Rs 60/Rs 30/Rs 15/-

1,20,000/Rs 60,000/Rs 30,000/Rs 15,000/-

(a) Applicable to all employees who were members of the Scheme on 31-01-1989 and have opted to continue to subscribe at the old rates. (b) Applicable to all employees who were members of the Scheme on 31-01-1989 and have opted to subscribe at the revised rate with effect from 01-01-1990 and to those who joined service on or after 0102-1989. The Group to which an employee belongs will be determined with reference to the post held by him on a regular basis on the 1st January. 5. Benefits payable (a) On retirement, resignation etc The employee will be paid as per the Table of benefits. (i) lumpsum due to him out of the Saving Fund for entire period of membership in the lowest group; and (ii) amount(s) due to him for the additional units by which subscription was raised ude to promotion for the period from which the rate was raised, to the date of cessation of membership. (b) On death while in service The nominee/heir will be paid:-

(i) the amount of appropriate Insurance Cover to which the employee was entitled at the time of death; and (ii) lumpsum and amount(s) as in the case of (a) above, for the period till the date of death; (iii) only the Insurance Cover, if death takes place before becoming a member.
200

6. Income tax rebate is admissible for the amount of subscriptions paid under the scheme as in the case of GPF/CPF contribution, Life Insurance premia, etc, except to the extent of the amount withdrawn from the GPF/CPF on account of such subscriptions.

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CHILDREN EDUCATION ASSISTANCE 1. The following allowances are available:-

(a) Children Educational Allowance (b) Re-imbursement of Tuition Fee (c) Hospital Subsidy 2. General (a) Applicable to:(i) All Central Govt servants without any pay limit. (ii) State Govt servants on deputation to Central Government. (iii) Civilians paid from Defence Service Estimates. (iv) Central Government servants on deputation to State Government, if provided in terms of foreign service. (b) Not applicable to:(i) Defence Personnel. (ii) Railway Employees. (iii) Persons employed on casual/adhoc basis and part time employees. (iv) Persons paid from contingencies. 3. Child means employees child (including step/adopted child) wholly dependent on the Govt servant. 4. Admissible only if the child studies in a recognized school.

5. If both husband and wife are Central Government servants, assistance is admissible to one of them only. If one of them is employed outside the Central Govt, the assistance is admissible only if the other is not entitled to the benefit from his/her employer and declaration to this effect is required to be submitted by the official. 6. Admissible between the age-limits of 5 and 20 years. Admissible till the end of academic session even if he completes 20 years.
202

7. 8. 9. 10. 11. 12.

Not admissible to a child for more than two academic years in the same class. Admissible only if the child attends the session regularly. Admissible for children even if they are receiving scholarship. But not admissible if freeship is awarded. Admissible during leave (including EOL) and suspension but not during the period treated as dies non. If a Govt servant ceases to be in service the assistance will be admissible till the end of the academic year. The number of children for whom it is admissible is 3 for the children born before 31-12-1997 and two in respect of children born there after. Childrens Education Allowance (a) Admissible at the rate of Rs 100/- per month per child for classes I to XII.

13.

(b) Admissible when a Govt servant is compelled to send his child/children to a school away from the station of his posting owing to the absence of a school of the requisite standard at that station. (c) 14. CEA is exempted from Income Tax upto a maximum of two children.

Re-imbursement of Tuition Fees (RTF) (a) (b) Not admissible in respect of a Child for whom childrens Educational Allowance is drawn. Tuition Fee is admissible at the following rates:(i) (ii) Classes Classes I to X XI to XII Rs 40/- pm Rs 50/- pm per child

Physically handicapped child (iii) Classes I to XII Rs 100/- pm

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(c). Science Fee upto the limit of Rs 10 pm will be admissible in addition to tuition fee in respect of children having science subject in classes IX to XII. (d) 15. RTF is liable for income tax under the head salaries.

Hostel Subsidy (i) Admissible when the employee is obliged to keep his children, because of transfer, in the hostel of a residential school away from the duty/residence station. If the children are already admitted to the hostel of a residential school, Hostel subsidy will be admissible from the effective date of employees transfer. (ii) (iii) (iv) Not admissible if the child is getting Childrens Education Allowance. Admissible at the rate of Rs 300/-pm per child. Hostel subsidy upto a maximum of two children in exempted from income tax.

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RETIREMENT BENEFITS 1. Every Government Servant is entitled for certain Retirement Benefits on their retirement on superannuation after attaining the age of 60 years. There are certain criteria for considering their suitability and entitlement for their respective retirement benefits as under2. General Provisions (a) The age prescribed for retirement on superannuation is 60 years for all Government servants. (b) Retirement is effective from the afternoon of the last day of the month in which age of superannuation is attained. Exception An employee whose birth date is the first of the month shall retire on the afternoon of the last day of the preceding month. (c) The day of retirement on superannuation will be deemed as a working day. 3. Other cases of retirements - In case of premature/voluntary retirement, the day of retirement woll be treated as a non-working day,; in all other cases it will be a working day. FR 56; Rule 5, Pension Rules. 4. Regulation of claims to pension or family pension Any claim for Pension/Gratuity/Family Pension benefits will be regulated on the basis of the rules in force on the date on which the employee ceases to be in service due to retirement or death. Rule 5. 5. Pension subject to future good conduct:- Future good conduct is an implied condition for every grant of pension and its continuance. If the pensioner is convicted of a serious crime or is found guilty of grave misconduct, the whole or party of the pension may be withheld or withdrawn by a written order of the appointing authority, whether permanently or for a specified period. Rule 8. 6. Right of President to withhold or withdraw pension The President has the right to withhold a pension or gratuity or both or withdraw a pension or part thereof. He can also order recovery from a pension or gratuity of the whole or part of any pecuniary loss caused to the
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Government, if, in any departmental of judicial proceedings, the pensioner is found guilty of grave misconduct or negligence during the period of his service, including re-employment after retir4emt. Rule 9. 7. Qualifying Service (a) Qualifying service of a Government servant commences from the date he takes charge of the post to which he is first appointed in a permanent capacity. Temporary service followed by confirmation without interruptions will also qualify. (b) General condition - The service of a Government servant shall not qualify unless his duties and pay are regulated by the Central Government. However, if a State Government servant is appointed on deputation to a post under the Central Government and subsequently transferred permanently to the Central Government, the continuous service rendered by him under the State Government will qualify. 8. Classes Of Pension (a) Pension is admissible to permanent employees who retire or are retired with a qualifying service of not less than ten years. Temporary employees who retire on superannuation or invalidation after rendering not less than ten years of service or retire voluntarily after 20 years continuous service are also eligible for pension. The different classes of pension are (i) Superannuation pension superannuation. Rule 35. on retirement after

(ii) Retiring pension on voluntary or premature retirement before superannuation. Rule 36. (iii) Pension on absorption in or under a Corporation, Company or Body, owned or controlled or financed by the Government, if the absorption is permitted by the Government. Appendix 11. (iv) Pension on absorption consequent upon conversion of a Government department into a Central Autonomous Body of a Public Sector Undertaking. Rule 37-A.
206

(v) Invalid Pension on retirement after being declared by the competent medical authority to be permanently incapacitated for further service. Rule 38. (vi) Compensation pension on selection for discharge owing to the abolition of his permanent post and provision of alternate employment of equal status is not possible, or offer of a lower post is not accepted. Rule 39. (vii) Compulsory retirement pension on compulsory retirement as a measure of penalty. Such pension or gratuity or both will not be less than two-thirds not more than full compensation pension or gratuity or both admissible on the date of compulsory retirement. Rule Rule 40. (viii) Compassionate allowance on dismal or removal, sanctioned by the Competent Authority in a case deserving of special consideration. This is also pension but the amount should not exceed two-third of pension or gratuity or both, which would have been admissible to him if he had retired on compensation pension. (ix) Minimum amount of any class of pension will be Rs. 1,913 p.m. and maximum will be 50% of the highest pay plus Dearness Pay in the Government. OM dated 15-03-2004. 9. CALCULATION OF PENSION (a) Amount of pension is related to the length of qualifying service and average of the emoluments drawn by him during ten months immediately preceding the date of retirement. (b) Full pension is admissible to an employee with qualifying service of not less than thirty-three years. The amount of pension will be 50% of the average emoluments and should NOT be less than 50% of the minimum of the pay scale held at the time of retirement. (c) Proportionate pension is admissible for lesser qualifying service but after completing 10 years of qualifying service. The amount of pension will be proportionate to the amount admissible for qualifying service of 33 years, and subject to a minimum of Rs. 1,913 p.m.
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10.

GRATUITY (a) Service Gratuity (i) No pension is admissible to a permanent employee who retires before completion of 10 years qualifying service. Instead, a lumpsum payment known as Service Gratuity at the rate of half months emoluments for every completed sixmonthly period of qualifying service is admitted. Emoluments means basic pay, stagnation increment, dearness pay, non-practicing allowance, if any and includes dearness allowance admissible on the date of retirement. (ii) This is in addition to retirement gratuity admissible to those who have completed 5 years qualifying service. Rule 49 (1) (b) Retirement Gratuity is admissible to all employees who retire after completion of 5 years of qualifying service at the rate or onefourth of emoluments for each completed six-monthly period of qualifying service subject to a maximum of 16 times the emoluments or Rs. 3.50 lakhs, whichever is less. Emoluments include DA on the date of cessation of service.- Rule 50 and Rule 10 (1-B), CCS (TS)* Rules,1965. (* - Temporary Service) (c) Death Gratuity is admissible in the case of death in service of an employee at the following rates:Length of Service Less than 1 year Death Gratuity payable to family 2 times of emoluments

(i) (ii)

1 year or more, but less 6 times of emoluments than 5 years (iii) 5 years or more, but 12 times of emoluments less than 20 years (iv) 20 years or more Half of emoluments for every completed six-monthly period of qualifying service subject to a maximum of 33 times emoluments or R. 3.50 lakhs, whichever is less.

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(d) Emoluments include DA on the date of death. Rule 50 & Rule 10 (2) CCS (TS) Rules, 1965 (e) Residuary Gratuity - When an employee dies within five years after retirement, and the total amount actually received by him on account of pension (or service gratuity), dearness relief on pension, retirement gratuity, commutation amount, is less than 12 times the emoluments drawn at the time of retirement, the deficiency is granted to his nominee/family. This is Residuary Gratuity. Rule 50 (2) 11. ENCASHMENT OF LEAVE (a) Encashment of Earned Leave The authority competent to sanction leave should automatically grant lumpsum cash equivalent to leave salary admissible for the nember of days of earned leave at the credit of the employee on the last day of his service, subject to a maximum of 300 days including the number of days, for which encashment was availed. (b) Encashment of half pay leave (i) Government servants, retired on superannuation, premature retired under FR 56 (j) or (l) or Rule 48 of CCS (Pension) Rules or voluntarily retired under FR 56 (k) or (m) or Rule 48 or 48-A of CCS (Pension) Rules and those permanent/quasi-permanent employees retired on invalidation are entitled also to cash equivalent of half pay leave at their credit. Encashment of earned leave up to 300 days (including the number of days for which encashment was availed along with LTC) should, as usual, be allowed in their cases, even if the period goes beyond their normal date of superannuation. If, however, the benefit of encashment of half pay leave is also availed of, the period of HPL plus EL should not extend beyond their normal date of superannuation. This restriction is not applicable to those retiring on superannuation. (ii) The cash equivalent for half pay leave is subject to reduction on account pf pension equivalent of Retirement Gratuity. If the cash equivalent of half pay leave falls short of the total of pension, dearness pension, pension equivalent of Retirement Gratuity. If the cash equivalent of half pay leave falls short of the total pension, dearness pension,
209

pension equivalent of Retirement Gratuity and relief on pension plus dearness pension, cash equivalent for the half pay leave is not payable 12. FAMILY PENSION

Family pension is payable to the family of an employee/pensioner on his death in service/after retirement. Family means the deceased persons:Spouse Son(s), unmarried daughter(s), widowed/divorced daughter(s) (including legally adopted son/daughter), all below the age of 25 years or up to the date of his/her marriage/remarriage, whichever is earlier. Parents who were wholly dependent on the Government servant when he/she was alive, provided the deceased employee had left behind neither a widow nor a child. The income criteria for dependency will be that their earning is not more than Rs. 2,550 per month. Normal rate of family pension - The monthly family pension is based on the pay drawn on the date of death or on the date or retirement, as the case may be, and is admissible at a uniform rate of 30% of pay last drawn, subject to a minimum of Rs. 1,913 p.m. In some cases, the family pension is based on the average of pay drawn durinbg the last ten months/ Pay includes Basic Pay, SI*, Dearness Pay and NPA**. * - Stagnation Increment ** - Non Practicing Allowance

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ISSUE OF NO OBJECTION CERTIFICATE FOR OBTAINING PASSPORT AND FOR PROCEEDING ABROAD 1. Application to apply for passport/proceeding abroad to come as per format in Appendices A& B. 2. Detailed instructions for issue of NOC for obtaining passport, for visit abroad in respect of NCC Central Government Civilian Employees are contained in Min of Def OM No. 27(3)/91/D(Civ-II) dated 01 May 91, HQNCC letter No. 11829/ DGNCC/Pers (C) dated 04 Jul 91 and JS (Trg) & CAO Note No. A/38761/CAO/A-2(B) dated 30 Apr 97, reproduced as Annexures I, II & III. 3. The above instructions contain the following points:(a) Application for passport/proceeding abroad, to be submitted in triplicate in the prescribed proforma at Appendices A & B as the case may be. (b) Undertaking by the Applicant regarding compliance of security instructions and non acceptance of hospitality from foreigners. In case foreign hospitality is to be accepted, an application on the requisite format Appendix D is to be furnished. (c) In case a Govt employee proceeds abroad on Govt expense he is required to submit a Security bond on non-judicial stamp paper on the prescribed format as per Appendix E from two permanent Govt. employees as under:Category of Applicant Bond Amount Group A Rs. 1 Lakh each Group B Rs. 50,000 each Group C & D Rs. 25,000 each (d) Leave application duly approved.

(e) Certificate from Police Authority that the name of applicant does not figure adversely in their records. (f) Certificate by Dy DG/Commdt that the applicant will be sanctioned leave and that he would not be a security risk in the foreign
211

country and that no vigilance disciplinary case is pending or contemplated against him. (g) If all the requirements are fulfilled the NOC is issued under the signature of Dir (Pers). 4 It is important that application for making a fresh Passport/renewal of Passport or proceeding abroad are sent well in advance to HQNCC/P&F Directorate.

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ANNEXURE I // COPY// No. 27(3)/91/D(Civ II) GOVERNMENT OF INDIA MINISTRY OF DEFENCE New Delhi , the Ist May 1991 OFFICE MEMORANDUM Subject :Instructions for Defence Civilian Employees proceeding to foreign countries

In supersession of all previous orders on the subject, the following instructions are issued for strict compliance. GENERAL 1. A Defence Civilian Employee may be required to proceed to foreign country for any of the following reasons: On Course/Training On Deputation As a member of Delegation/Mission On leave On leave extra-ordinary while in a foreign country. 2. A uniform procedure to be adopted by all Defence Civilian Employees and the Defence Offices to ensure that there are no breaches of security has been evolved. These instructions are to serve as guidelines and any local modifications to further enhance the security aspect may be incorporated by any office or a department to suit their specific requirements. These basic instructions however, will be adhered to. These are applicable to all Defence Civilian Employees including Defence Scientists, Engineers and Doctors of R&D and IS Organisations, Defence Public Sector Undertakings and Ordnance Factories. 3. (a) Obtaining of No Objection Certificate(NOC) for Passport only It is a mandatory requirement for a Defence Civilian Employee to obtain an NOC on the prescribed proforma as per Appx A. The NOC so obtained does not authorise the individual to proceed to a foreign country. He is required to obtain specific NOC prior to his proceeding to a foreign country. Departmental Estt/Admn Heads of the rank of Dir/Dy Secy or equivalent and above are competent to issue NOC to civilian employees to obtain Passport.
213

(b) Obtaining of No Objection Certificate (NOC) for Passport cumProceeding abroad: When a Defence Civilian Employee is desirous to proceed to a foreign country, it is mandatory for him/her to obtain an NOC on the prescribed proforma as per Appx B. In case he/she is not in possession of a passport, and is desirous of obtaining passport-cum-proceeding abroad, only the prescribed proforma as per Appx B need to be submitted. The following authorities are competent to issue NOCs to enable an individual to obtain passport-cum-proceeding abroad as per layout in Appx C. (i) Departmental Estt/Admn Heads of the rank of Director/DS or equivalent and above under the administrative control the equivalent is working. (ii) For technical categories like Scientists, Engineers and Doctors, approval of an officer not below the rank of a Jt Secy or equivalent will be obtained on file prior to the issue of the NOC by the Departmental Estt/Admn Heads not below the rank of Dy Secy/Director or equivalent. 4. Application for obtaining NOC as per Appx B is required to be submitted in triplicate. The individual is required to complete Part I only, Part II will be completed by his immediate superior officer and part III by the Administrative Cell of the Office concerned. The Administrative cell will simultaneously process the case with the office of the concerned Chief Security Officer and the concerned Vigilance Section for obtaining the security/vigilance clearance. On receipt of the clearance from both the agencies, the NOC will be issued as per Appx C for a specific period and it will be stated as such. It is clarified that the NOC issued to an individual is for a one time visit for a particular purpose and will not be valid for subsequent visits/extensions of the period for which the NOC has been initially granted. 5. NOC for visiting Nepal, Bhutan and other friendly countries where passports/visas are not required is also required to be obtained. 6. Since the liability of the retired Gp A Government servants not to accept any commercial/any other employment without permission of the Government extends to a period of two years, NOC in respect of such retired Government officials wanting to proceed to foreign countries for obtaining employment within the two years period will be processed by the last office in which they had served prior to retirement. The NOC for proceeding to a foreign country by a retired Defence Civilian for purposes other than for seeking employment is not needed.

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7. LEAVE : Possession of a passport by an individual is not an authority to go any foreign country, leave ex-India is required to be sanctioned by the competent authority after obtaining sanction from the next superior authority. Defence Civilian Employees desirous of proceeding on leave at their own expenses on termination of course/training/conference/seminar, etc, in foreign country must obtain prior sanction. An officer may, subject to the exigencies of public service, be granted leave while abroad for a period not exceeding 50 per cent of the actual period of duty abroad (excluding the transit time from India to the country of deputation and back and enforced halt) or a fortnight, whichever is less for personal reasons. Cases involving grant of leave in excess of limits indicated above should be decided in consultation with the concerned Department. The following undertaking from the individual will be obtained by the sanctioning authority period to the permission for leave is accorded :(a) (b) It will not avail o hospitality in any form from the foreigners or foreign Government or foreign commercial organizations or firms. I will ensure compliance of current security instructions.

(c) He will be required to furnish a surety bond each from the Appendix E on a non-judicial stamp paper from the Government Servants of appropriate status as given below :Group A Officers Group B Officers Group C Officers & Group D Officers Rs. 1 Lakh (each) Rs. 50,000/- (each) Rs. 25,000/- (each)

In the event of non-return of the individual concerned after the specified period of stay abroad, the individuals standing sureties will be required to pay the amount as mentioned above. However, where it is inescapable and a person wishes to enjoy foreign hospitality, the form as per Appx D duly completed will be submitted through proper channel to the FCRA section of the Ministry of Home Affairs, alongwith the application for taking prior permission of the Government. While applying for permission in case he wishes to stay with a foreign national, the information should not be sketchy and vague but should business/profession of the individual with whom the applicant intends to stay. Leave in such cases should invariably be got sanctioned prior to the departure of the individual proceeding on temporary duty abroad. Only under exceptional circumstances when it is beyond the individuals control will a person be sanctioned such leave at his own expenses by the Indian Embassy/High Commission/Consulate/Legation. 8. It is obligatory for all Defence Civilian Employees to report their arrival to the Indian Embassy/High Commission/Consulate/Legation located in the country
215

concerned in person/by post/on telephone by giving complete details of the visit/stay. In case of any difficulty for any reason they should similarly establish contact. An intimation should also be given at the time of departure from the country. 9. Verification for the sound financial condition in respect of the individuals standing sureties will be carried out by their concerned administrative sections. 10. Written Report : All employees are required to submit a written report relating to their course/Training/Delegation/Mission/Deputation to the head of department within 10 days of their return from foreign countries. In case they hold official passport the same should also be deposited along with the report. Those who were on leave will submit the arrival report in writing to the head of the department within 10 days of their return from foreign countries. 11. Rendering of Certificate : These instructions will be read by all Defence Civilian employees prior to their proceeding abroad to a foreign country and a certificate rendered to their office that the contents of these instructions have been read, understood and would be complied with. 12. A Defence Civilian employee who desires to proceed abroad, will be governed by the provisions of Ministry of Finance O.M. No. F-19076/7/75-E (Iv(B) dated 05 Aug 76, Foreign contribution (Regulation) Act 1976, the relevant conduct rules and orders and instructions of Government of India, issued from time to time on the subject. The instructions contained in above paragraphs are supplementary and additionally cover security aspects.

Sd/- xxxxxxxxxxxxxxx (C.A. Subaramaniam) Under Secretary to the Govt of India)

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ANNEXURE-II POLICY LETTER Tele : 26103934 Directorate General NCC West Block No. 4 R K Puram, New Delhi -110066 No. 11829/DGNCC/PERS(C) List A & B Subject : INSTRUCTIONS FOR DEFENCE CIVILIAN EMPLOYEES PROCEEDING TO FOREIGN COUNTRIES 1. A copy of Ministry of Defence OM No. 27(3)/91/D(Civ-II) dated Ist May 1991 on the above mentioned subject is forwarded herewith. The instructions contained in the OM are to be complied with strictly while processing and forwarding applications of Central Govt Civilian Employees for grant of No Objection Certificate for obtaining passport and permission for proceeding abroad. 2. Application in triplicate will be made on the prescribed proforma for issue of No Objection Certificate for obtaining passport and for passport-cum-proceeding abroad as per Appendix A and B respectively to the enclosed OM No. 27(3)/91/D(Civ-II) dated 01 May 91. The Parts (II & III) of the application (Appendicies A & B) will be completed by the concerned Directorate/Training Establishment/Unit before sending to DGNCC. The following certificates in triplicate will also be obtained from the concerned individual and forwarded duly countersigned by Director/Dy Commandant, alongwith the application that :(a) I will not avail of hospitality in any form from the foreigners or foreign Government or foreign commercial organizations or firms 04 Jul 91

I will ensure compliance of current security instructions. (c) I have read, understood and shall comply with the instructions contained in Min of Def OM No. 27 (3)/91/D(Civ-II) dated 01 May 91. 3. The concerned individual will, also, be required to furnish a surety bond on a non-judicial stamp paper as per Appendix E to the aforesaid OM from two permanent Government servants of appropriate status as given below :(i) Group A Officer = Rs. 1 Lakh (each)
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(ii) (iii)

Group B Officer Group C Officer & Group D Officer

= =

Rs. 50,000/- (each) Rs 25,000/- (each

4. The NCC Directorates will carry out verification for the sound financial conditions of the Govt employees standing surety and report their findings to DG NCC while forwarding the application. 5. Leave Ex-India is required to be sanctioned to the individual going to any foreign country. In the event of non-return of the individual concerned after expiry of the specified period of stay abroad as approved by the Govt, the individuals standing sureties will be required to pay the amounts as mentioned in the surety bond executed by them. 6. Foreign Hospitality should not be enjoyed by the visiting Defence civilian employee. However, where it is inescapable to accept the hospitality, the concerned individual should obtain prior permission of the Govt , by submitting application in from as per Appendix D to the ibid OM, duly completed, along with the application through proper channel to the FCRA section of the Ministry of Home Affairs. 7. The individual visiting a foreign county is to report his/her arrival to the Indian Embassy/ High Commission/Consulate/Legation as the case may be in that country in person/by post/on Telephone by giving complete details of his/her visit/stay. Similarly details of departure from that country should also be intimated to the above authority. The date of return in India should also be intimated to DG NCC by the concerned individual. 8. Defence civilian employees who desires to proceed abroad will be governed by the provisions of the Ministry of Finance OM No. F-19075/7/75-E IV(B) dated 05 Aug 76. Foreign Contribution (Regulation) Act 1976 (Copies not available) , the relevant conduct rules and orders and instructions of Govt of India, issued from time to time on the subject. 9. Prior to forwarding applications on prescribed forms in accordance with the provisions of the enclosed OM for obtaining NO Objection Certificate for Passport and proceeding abroad , Dy DG/Comdt NCC should obtain a report to the effect that the concerned Govt servant is not figuring adversely on the security records of the Govt both Central and State Government from the police Commissioner/Superintendent of Police of the area concerned where the Govt servant is living and forward the same to DG NCC along with application. The Dy DG/ Comdt NCC should also verity the Financial position of the concerned individual and render a certificate to the effect that the concerned Govt servant is
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financially sound and the arrangements made by the individual for foreign Exchange required by him/her for foreign travel and stay abroad are adequate. A certificate from the concerned individual to the effect that his financial position is sound and that he could not be put in a embarrassing situation in India and abroad will also be obtained and duly countersigned by Dy DG/Comdt NCC forwarded along with application. The following certificates should also be furnished by them:(a) (b) (c) The concerned civilian employees will be sanctioned leave for proceeding abroad. The concerned employee would not be security risk in the foreign country. No vigilance/disciplinary case is pending or contemplated against he concerned civilian employee.

10. Applications from civilian employees on prescribed forms in triplicate alongwith all the certificates /documents as stipulated above and in the enclosed OM for issue of No Objection Certificate for obtaining Passport , proceeding abroad and accepting foreign hospitality by the civilian employee, duly recommended by the Dy DG/Commandant NCC, should be forwarded so as to reach DG NCC at least two months in advance from the date o departure for foreign county. On no account the No Objection Certificate will be issued to the Central Govt civilian employee by the Dy DG/Commandant NCC. 11. This supercedes this Dte Gen letter of even number dated 21 Jul 88. -sd(B B MOHAPATRA) Dy DG (P&F) For Director General NCC

Encls :- As Stated Above

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ANNEXURE-III No. A/38761/CAO/A-2(B) MINISTRY OF DEFENCE (Office of the JS(Trg) & CAO) Subject: ISSUE OF NOC FOR PROCEEDING ABROAD Reference Govt. of India, Ministry of Defence OM No. 27(8)/91/ D(Civ-II) dated 01 May 1991. 2. As per para 7(c) of the OM under reference Defence Civilian Employees proceeding abroad are required to furnish surety bond on a non-judicial stamp paper for a value appropriate to his status. The matter was referred to Min. of Defence/D(Civ-II) to review the necessity for executing the bond by a Govt. servant who proceeds abroad in his private capacity. 3. Ministry of Defence/D(Civ-II) have clarified that provisions of para 7 of MoD OM referred in para 1 above are not applicable for employees proceeding abroad purely at their own expense for personal reasons, except that leave ex-India is required to sanctioned by the competent authority. 4. In view of the position as explained above, surety bond need not be asked from the employees who proceed abroad in their private capacity. This may be brought to the notice of all concerned for their information and compliance. Sd(H.M.S. Tanwar) SAO, CAO/A-2 30 Apr 1997 All SAOs of Admn Group

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APPENDIX A RESTRICTED AAPLICATION FOR OBTAINING A NO OBJECTION CERTIFICATE FOR A PASSPORT ONLY (NOT TO BE REFERRED TO SECURITY OFFICE/VIGILANCE CELL) PART I 1. 2. 3. 4. Name (In Block Letters) = _______________________________ Designation Present Office Applicants Residential Address :(a) Present = ______________________________ ______________________________ (b) Permanent = ______________________________ ______________________________ 5. Father/Husband/Guardians = ______________________________ name (delete whatever is not applicable) 6. Occupation and address above 7. = _______________________________ of = _______________________________ = _______________________________

Details of employment in = _______________________________ Defence HQrs offices or any Govt offices during last ______________________________ ten years

8. Details of any type of passport = _____________________________ if held previously

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9.

Details of passport lost if any

= =

_________________________ _________________________ viz.

10. Type of passport required Ordinary/Official/ Diplomatic 11. I certify that :-

(a) my application for the above passport is not for proceeding to a foreign country. I shall separately seek the No Objection Certificate before proceeding to a foreign country. (b) I am not involved in any court/police/vigilance case and there is no restriction placed by any authority. Placef : _______________ Dated : ________________ Signature of the Applicant Office : PART II TO BE COMPLETED BY THE SUPERIOR OFFICER OF THE SECTION IN WHICH THE INDIVIDUAL IS DIRECTLY EMPLOYED AT PRESENT 1. Is the applicant handling any classified work, divulgence of which may effect the security of service and the security ? Is the individuals visit recommended even if the answer to Srl No 1 (Part-II) above is in the affirmative ?

2.

3.

Is any departmental or other enquiry pending against the individual ? Signature _______________ (in case of Non-gazetted staff,
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Class I Officer, In case of Gazetted Offr, the next superior Offr) Designation _____________ (Name in Block letters) No. _______________________________ Dated : ________________ (Office Seal) Date___________________________(to concerned establishment / Administrative section) PART III TO BE COMPLETED BY THE CONCERNED ESTABLISHMENT /ADMINISTRATIVE SECTION 1. (a) (b) 2. (a) Are the entries given by the applicant in para 1 to 9 in part-I correct ? If not, mention variations. Was the individual even involved in any Departmental enquiry or other other cases ? Are any financial dues outstanding against he applicant ?

3. 4.

(a)

Any comment on Part-I

Signature EST/ADM/GROUPA Officer

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APPENDIX B APPLICATION FOR OBTAINING NO OBJECTION CERTIFICATE FOR PASSPORT CUM-PROCEEDING ABROAD PART-I 1. 2. 3. 4. 5. Name (in Block letters) Designation Present Office Applicants Residential (a) Present Address (b) Permanent Details of Father/Husband/Guardian (Delete whichever is not applicable) (i) (ii) (iii) 6. 7. 8. 9. Name Occupation Address

Details of blood/close relation working in foreign Embassy/Firms in India/Abroad. Details of employment in Defence HQ offices or any Govt/other offices during last ten years. Are you involved in any court/police/vigilance case for which your presence is required. Details of passport held : (a) Type : Ordinary/Official/Diplomatic (b) (c) Passport No. date of issue

10.

(d) Validity details of passport lost, if any.

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11.

Have your visited any foreign country before ? if so, give details of such visits to include countries visited with details of dates. Countries to be visited. Date of Departure Purpose of visit Probable duration of stay at each country. Probable date of return Approximate amount expected to be spent for the trip including journey and stay abroad. Is the trip abroad financed by self if so, the source of amount being spent. (a) Is the rip being financed by any other person

12. 13. 14. 15. 16. 17. 18. 19.

If so, the name/nationality of the person indicating relationship and address (c) Are you likely to accept any foreign hospitality ?

Note : If answer to para 19 (c) is in the affirmative, them it is Required to adhere to foreign contribution(Regulation-1976) and seek permission of the Govt. 20. no 21. I certify that I am not involved in any court/police/vigilance case and there is restriction on placed by any authority. I undertake that I will return my Identity Card before proceeding abroad. (Signature of applicant) Office

Date : _____________

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PART II TO BE COMPLETED BY THE SUPERIOR OFFICER OF THE SECTION IN WHICH THE INDIVIDUAL IS DIRECTLY EMPLOYED AT PRESENT 1. 2. 3. Is the applicant handling any classified work, divulgence of which may affect the security of service and the country ? Is the individuals visit recommended even if the answer to Srl No. 1 (Part-II) above is in the affirmative ? Is any Departmental or other enquiry pending against the individual ?

Signature ________________ (In case of non-gazetted staff Class- I Officer ; In case of gazetted Officer, The next superior Officer Designation ______________ (Name in block letters) Dated : (OFFICE SEAL) No. ____________________ Date ___________________ (To concerned establishment/Administrative Section)

226

PART-III (TO BE COMPLETED BY THE CONCERNED ESTABLISHMENT/ ADMINISTRATIVE SECTIONS) 1. (a) (b) 2. (a) (b) 3. Are the entries given by the applicant in para 1 to 11 in Part-I correct ? If not, mention variations. Was the individual ever involved in any departmental enquiry or other cases ? If so, nature of enquiry and its results.

Are any financial dues outstanding against the applicant ?

Signature (Group A Officer of EST/Admn. Oficer)

Forwarded to Security Office, Ministry of Defence/Vigilance Cell.

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APPENDIX C
(Refer to Annexure-I)

FORMAT-I Tele ________________________ No._________________________ ISSUE OF NO OBJECTION CERTIFICATE FOR PASSPORT ONLY 1. Reference your __________________________dt ___________ Dated :

2. We have nothing adverse in our records against Shri/Smt _________. He/She is permitted to apply for a passport. Office Stamp (Signature of Dir/Head of Deptt) (Est/Admn Office) OR Tele _________________________ No. __________________________ FORMAT-II ISSUE OF NO OBJECTION CERTIFICATE FOR GOING ABROAD 1. Reference your note No. ____________________________ dt___________. Date :

2. We have nothing adverse in our records against Shri/Smt _______________. He/She is permitted to visit ________________from ____________to _______________for ___________________. (Purpose) Office Stamp (Signature of Dir/Head of Deptt) (Estt/Admn Office) FORMAT-III

228

Tele _________________ No.__________________ 1.

Dated :

Reference your _________________ dated ___________________.

2. We have nothing adverse in our records against Shri/Smt _________. He/She is permitted to apply for passport and to visit __________for ______ (Name of country) from _________to ____________.

Office Stamp

(Signature of Dir/Head of Deptt) (Est/Adm. Officer)

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APPENDIX D APPLICATION FOR SEEKING PRIOR PERMISSION OF THE CENTRAL GOVERNMENT TO ACCEPT FOREIGN HOSPITALITY FOREIGN CONTRIBUTION (REGULATION) 1976 (In lieu of Form FC-2)

1. 2. 3. 4. 5. 6. 7.

Name in full (In Block letters) Date of birth Name of father Present Address Permanent Address Passport particulars (if already in possession of) Status Member of legislature Office bearer of Political Party Government servant Employee of a Company/Corporation Any person or class of persons not specified in sec 9.

8. 9. 10. 11.

Names of countries/places to be visited with duration of stay. The countries and places where foreign hospitality is to be accepted. Duration and purpose of visit to the country(ies)/Place(s) mentioned in column 9. Particulars of host (s) (a) If an individual, his personal particulars including Name, present address, permanent address, nationality, profession. (b) If an organization/Institution/Association/Trust/
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Foundation/Trade Union etc. full particulars thereof including:-

Full name and complete address: Address of Head Office/Principal Office Aim and objects Particulars of important office bearers. 12. Full particulars as in Serial numbers 11(a) & (b) of the foreign source in case the actual source extending the hospitality is located in a country other than actually proposed to be visited. 13. Nature and duration of hospitality proposed to be accepted (give specific details). 14. Nature of connection/dealings with the host and /or foreign sources extending the hospitality. 15. 16. Approximate expenditure to be incurred on hospitality. Any other information of significance which the applicant may like to furnish. DECLARATION

I hereby declare that the above particulars furnished by me are true and correct. Place : Date : Signature of the applicant No. _______Rank______ Name ________________ Unit _________________

Notes : 1. This form duly filled in will be sent to FCRA section of the Ministry of Home Affairs, through proper channel. 2. The information of Foreign National should not be given sketchy and vague but should be clear and correct specially with regard to nationality, business/profession.

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APPENDIX E SECURITY BOND We, (i) ________________________(ii) _____________________________ of Department etc. do hereby declare ourselves sureties for Shri/Smt ________________ (Hereinafter referred to as the Bounden) and do hereby guarantee that the Bounden shall do and perform all that he has undertaken to do and perform under the Bond dated the _______________day of ______________,19 executed by him in favour of the President of India and to hereby bind ourselves our respective hairs, executors and administration to pay to the President of India (hereinafter referred to as the Govt) a sum of Rs. ________________ /- (Rupees _____________________) being the amount due and payable by the Bounden under the said bond or such sum as the Govt may have sustained by reason of default of the Bounden. And we do hereby further agree that the Govt, may without prejudice of any other rights and remedies recover from us the said sum as arrears of land revenue and we do hereby further agree that any other indulgence granted to the Bounden or _____________any other indulgence granted to the Bounden or any variation of their terms of the said bond or any time give to the Bounden or any other conditions or circumstances under which in law a surety would be discharged will not discharge us from our liability to pay the said sum and for the purpose of enforcement of this Bond our liability under this Bond will be as principal debtors and joint and several with that of the Bounden. Dated this ________________ day of _____________________,19 Signed by Suretyin the presence of HEAD OF THE DEPARTMENT 1. 2. ______________________ ______________________ 1. 2. ______________________ ______________________

Surety No. 1 Shri/Smt _____________________________________ Designation _________________ is a permanent Government employee and his date of Superannuation is ____________________________ Surety No 2 Shri/Smt ______________________________________
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Designation____________________________ is a permanent Government employee and his date of superannuation is ______________________.

Place : Date :

(Signature of GroupA Officer)

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PARLIAMENT QUESTIONS AND VIP REFERENCES PARLIAMENT QUESTION 1. All through the year Parliament Questions relating to Personnel and Financial matters of Govt employees working in National Cadet Corps are received. The number of questions go up during the Parliament sessions. Quick Disposal 2. Replies to these questions are required to be prepared and forwarded to the concerned officer in Min of Defence on the day of the receipt of the question itself duly approved by the Competent authority. Utmost urgency is therefore required is to be shown by all concerned in forwarding the requisite reply/information. 3. Type of Parliament question (a) Parliament Questions can be Starred or Unstarred.

(b) Starred questions are to be replied by the minister concerned and may have supplementary components to be answered during the reply by the minister before the House. It is therefore necessary that a note for supplementary containing additional information is furnished alongwith the reply. (c) Reply to Unstarred questions are placed before the House in a written form. 4. It is to be ensured that information furnished in reply to the Parliament Questions is factually correct and updated. VIP REFERENCES 5. This Directorate deals with all the VIP References regarding personnel matters in respect of all the NCC Central Govt Civilian employees in consultation with Min of Defence and takes immediate and appropriate action as per the existing Rules on the subject. 7. Role of the NCC Dtes

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As and when information from Dte is sought in connection with a reply to Parliament Question / VIP reference it is incumbent upon the Dte(s) to collect , collate and forward updated information /details correct in all respect, immediately to P&F Dte. Delay/complacency in this regard is not acceptable.

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AWARD OF DGNCCS COMMENDATION CARD 1. Guidelines for award of DGNCC Commendation Card are enclosed at Annexure-I & II. 2. P&F/Pers(C) processes the cases for award of DGNCCs Commendation Card to Central/State Govt Civilian Officers/Staff of the HQ DGNCC in recognition of specific acts of extra ordinary performance/ of duty. The details of action are as under:(a) Every year in Jun or July a circular is issued to State Dtes for sending citations in the prescribed proforma as per Appendix A. (b) Citations are scrutinized and compiled.

(c) The compiled data is placed before the Award Committee consisting of ADG(A), DDG(P&F), Dir(Pers) and Dir(MS) in the month of Oct. (d) The recommendation of the Committee is put up to the DG for approval.

(e) After approval of DG, Commendation Cards are prepared and submitted for DGs signature. (f) The Commendation Cards along with medals are dispatched to the concerned Dtes for award to the respective individuals.

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ANNEXURE I
Telephone: 26715488 Directorate General NCC

Ministry of Defence West Block. IV R. K. Puram New Delhi No.10441/HQ NCC/Pers( C ) List A & B GUIDELINES FOR AWARD OF DIRECTOR GENERAL NCCs COMMENDATION CARDS TO CIVILIAN PERSONNEL 1. DGNCC Commendation Cards for civilian employees working in NCC will be awarded to the deserving employees once a year for their distinguished service to the NCC organization on the NCC Day. Eligibility 2. The following categories of employees shall be eligible for consideration for award of DGNCC Commendation Card. (a) (b) (c) Central Government Civilian Officers/Staff posted at HQNCC. Central Government Civilian Officers/ Staff Directorates/Training Establishments. State Government Officers/Staff Headquarters/NCC Battalions. Posted at posted at NCC Directorates/Group 14 Sep 1998

Qualifying Activities for selection for award of Commendation Card 3. The purpose of the Commendation Card is in recognition of the following over the period of five years. (a) (b) The outstanding and distinguished service rendered by the Civilian Employees in discharge of their duties. The dedication and devotion to work displayed by the NCC civilians in furtherance of the cause of NCC.
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(c)

Outstanding contribution for efficient management of various NCC activities including camps.

Channel of Recommendation 5. Recommendation for award of DGNCC Commendation Card should be initiated for the format attached as per Appendix A by the officer given below :Initiated by Recommended by (a) For civilian officers By the Director of By the DDG of the and staff in HQ NCC concerned Dte concerned Dte. (b)For Civilian officers and staff in NCC Dtes/Trg Estts (c)For Civilian officers and staff in selected units viz. 3 Maha Med Coy NCC and Das Naval Unit NCC (d) For State Government Officers/Staff in NCC Dtes (e) For State Government Officers/Staff in Gp HQ/Units By the Director/Jt director/Dy Comdt. Concerned By OC of the unit concerned By the Dy DG/Comdt. concerned By the Dy DG concerned

Director State Cell concerned Gp Cdr/OC of the concerned Gp HQ/Units

By the Dy DG concerned By the Dy DG concerned

Citation should be suitably drafted in a clear and concise manner bringing out the outstanding performance and contribution made by the civilian employees. Procedure 6. (a) The recommendation on the prescribed format should reach HQ NCC by 20 Sep every year. (b) Four copies of recommendations should be forwarded. (c) It must contain the specific recommendation of Dy DG NCC of Commandant training Estt. (d) A certificate to the effect that there is nothing indiscriminant against the individual recommended for award of Commendation Card should invariably accompany the recommendation. Involvement in disciplinary /vigilance case
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subsequent to the initiation of the recommendation should be reported to the HQ immediately. Number of Commendation Cards per year 7. The maximum number of citations which can be sanctioned by HQ NCC, NCC Dtes/Training Estt Gp HQs/NCC Battalions will be as under:Sl No. (a) (b) (c) Establishment NCC HQ NCC Dte/Trg Estts Gp HQ(Including Bns under it) No of citation 2 from each Dte 2 each 1 each

8. Recommendation will be scrutinized and placed before the award committee consisting of the following ;(a) (b) (c) (d) ADG (A) Dy DG (P&F) Director (MS) Director (Pers) Chairman Member Member Secretary

9. The Award Committee will meet in October every year and consider the citation for the award of Commendation Card. The recommendations shall be submitted to the DG by 01 Nov for the approval. Sd/(P N Reddy)

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ANNEXURE-II Telephone: 26715488 Directorate General NCC

Ministry of Defence West Block . IV R. K. Puram New Delhi No.10441/HQ NCC/Pers( C ) List A & B 16 Jul 2004

GUIDELINES FOR AWARD OF DIRECTOR GENERAL NCCs COMMENDATION CARD TO CIVILIAN PERSONNEL

1.

Reference this HQ letter of even number dated 14 Sep 98.

2. Ministry of Defence has approved to dispense with the requirement of 05 years residency period for award of DGNCCs Commendation Card to Central/state Govt Civilian Officers/Staff of the NCC. The Commendation Card will be in recognition of specific acts of extraordinary performance/commitment to duty. 3. Para 3 of HQ NCC letter of even number dated 14 Sep 98 may be treated as modified to that extent.

(VPL Das) Dir (Pers)

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Appendix A RECOMMENDATION FOR THE AWARD OF DIRECTOR GENERAL NCC COMMENDATION CARD 1. Name in full (initials will not be used) (a) (b) 2. 3. 4. In English In Hindi : : : : : :

Name of Dte/Trg Estt/Gp HQ/Unit Date of Birth Permanent home address

5. Name, relationship and address of the next of kin in respect of deceased personnel only previous award if any 6. Citation and recommendation of initiating officer including details of the outstanding work performed by the officer (200 words) Place: Date:

Signature Name Rank Designation

RECOMMEDATION OF THE DY DG/COMMANDANT Place: Date: Signature Name Rank Designation

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REPORTS AND RETURNS 1. In National Cadet Corps following Reports and Returns are being compiled and submitted periodically to different agencies, viz., Min of Def, on regular intervals. (a) MONTHLY REPORTS (i) (ii) (iii) (iv) (v) (b) Ad-hoc appointments to group A&B posts/services Monthly report on status of disciplinary proceedings Contempt cases DPC proposals sent to UPSC Anti-corruption and vigilance cases

QUARTERLY REPORTS (i) Monitoring of progress of disciplinary cases (ii) Grant of extension/re-employment to Central Government employees beyond the age of superannuation (iii) Periodical review of vigilance work (iv) Redressal of grievances of SC/ST employees

(c)

HALF YEARLY REPORTS

(i) Half yearly reports on the implementation of the Prime Ministers 15 point programme for the welfare of minorities (ii) Ad-hoc appointments to group A&B posts/services

(iii) Implementation of reservation orders on the employment of physically handicapped in group C & D posts 2. The Dtes are required to keep a strict watch on the timely submission of these reports and send correct and up-to-date information to P&F Dte.

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SETTING UP OF SHOPPING COMPLEX IN REPUBLIC DAY CAMP 1 A shopping complex housing various snack stalls, a Newspaper/ Magazine & General store Stall, an ice-cream counter and a milk-bar is set up in the RD Camp from 01 Jan to 30 Jan every year. It is located near gate No. 3, near the Recreation and Information Room for Boys, opposite the Girls Area in the RD Camp. Participants and visitors to the Camp, including 1800 cadets and 500 officers and staff, parents and guardians of the cadets frequently visit the shopping complex. The Shopping complex is set up under the aegis of the P&F Dte. 2. From RDC-2006 the Shopping Complex will be housed in a Hall measuring 115 by 60, specially being made for the purpose. Qutoations are invited from vendors registered with Lgs Dte for supply of furniture, carpets etc for the Shopping Complex. A Board of Officers is constituted by P&C (Coord) to open the sealed quotations before the reps of the vendors. The lowest bidder recommended by the Board of Officers is awarded the contract provided he satisfies other conditions like having quality furniture, adequate infrastructure and capacity etc. 3. Thereafter, quotations are invited through vendors registered with Lgs Dte for setting up various stalls for snacks / beverages /ice cream/ books/ general items etc in the Shopping Complex as per proforma at Appendix -I. The quotations are received in the prescribed Form, which is issued from the P&F Dte against a cash payment of Rs 100/-. The stall vendors, who are awarded a contract, are required to pay security deposit, both refundable and non-refundable as required. 4. Apart from the furniture that is hired for the Shopping Complex, other office furniture for the shopping complex viz., one officers table, six office chairs, one steel almirah, ten doormats and a runner, is drawn from the central Furniture Store under the Lgs Dte. 5 The sequence of action for setting up the Shopping Complex during the RDC is given as under:(a) Separate contract is awarded for each stall to the firm offering the best rates after verifying the capability of the firm and on receipt of security deposit. (b) Setting up of the stalls and furniture is completed by 31st Dec. The stalls will be functional from 1st Jan to 30th Jan. (c) Separate Electricity Meters are to be installed for each stall by the MES in consultation with Lgs Dte, on payment by the stall owners. The stall owner will be liable to pay for the electricity used on actual consumption. (d) Two PI staff are deployed to maintain discipline among the cadets.
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Appendix I TENDER FORM (Form No.: Government of India Ministry of Defence Directorate General NCC West Block-IV, RK Puram New Delhi 110 066 Date : TENDERS FOR OPENING OF STALL FOR RD CAMP 200__ 1. Sealed tenders are invited by Directorate General NCC for installing Stall/Snack Centre at Republic Day NCC Camp, Garrison Parade Ground, Delhi Cantt from 01 Jan to 30 Jan ------. 2. Tenderers are requested to quote the rate of the items mentioned in the enclosed annexure both in figures and words duly signed on their official / business letter pads or authenticated with their business stamp. 3. Separate tender form will be submitted for each Stall / Snack Centre. )

4. Sealed tender will be received in a tender box placed at the entrance of West Block IV, RK Puram, New Delhi, near reception of DGNCC office from 8 Nov ___ to 22 Nov _____ up to 1400 Hrs. Envelops should be super-scribed Quotation for STALL/SNACK CENTRE in RDC-200__. Tender may also be addressed by post to Dy Director/Pers (C) West Block IV, RK Puram, New Delhi 110 066 duly super- scribed as above. Tenders will be opened by a Board of Officers in the presence of tenderers / representative of tenderers at 1500 hrs on 22 Nov ____ in the office of Dy Dir (Pers). 5. Tenderers will be required to deposit Rupees _______ as earnest money through a Bank Draft in favour of HQ NCC Shopping Complex along with tender documents. All those tenders not accompanied by the demand draft towards earnest money will not be considered. Earnest money of unsuccessful tenderers will be refunded only after selection of a contractor. Earnest money of successful tenderer will be retained and refunded only after completion of the work satisfactorily. 6. Approval / rejection of tenders rests with the Director General NCC who reserves to himself the right of rejecting any tender without assigning any reason
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whatsoever and his decision in the matter will be final. The lowest tender may not necessarily be accepted.

(P Raghunarayanan) Dy Director (Pers) for DG NCC Last date for submission of tender 22 Nov ____ up to 1400 hrs Date of opening of tender22 Nov _____ at 1500 hrs

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(Form No.: ) TENDER FOR OPENING AND RUNNING SNACK CENTRE I, SNACK CENTRE II, SNACK CENTRE III, ICE-CREAM PARLOUR, NEWSPAPER/BOOKS STALL AND HORLICKS/SOUP/POPCORN STALL AT REPUBLIC DAY CAMP 200___. Details of Security Deposit (To be filled in by Tenderer) ____________________________________________________________________ Particulars of Bankers Demand Draft No. Date Amount__________

From: To: The Director General NCC Ministry of Defence Government of India West Block No. 4 RK Puram, New Delhi 110 066

1. I / We, the undersigned, agreed, on acceptance of this tender in whole, to run a group of Snack Centers as provided in the Tender Notice to the Director General NCC hereinafter those duly authorised to act for him, in the Directorate General NCC, Ministry of Defence, New Delhi during the period of the contract or till further such subject to the conditions and stipulations specified in this Tender (including at Schedule and specifications and conditions contained in this thereto) in the acceptance and in the Instructions to Tenderers (all of which separately and jointly constitute and are hereafter referred to as . The Contract). . 2. I / We shall run the group of Snack Centers service at my/ our expenses in such quantities, at such time, in such manner to such persons and at such place (within the area covered by the contract, as specified in the schedule) as the Govt may direct. 3. The officers sanctioning the contract may authorize such officer as he may wish to operate the contract as on his behalf and I / We and my / our agent, will accept and carry out instructions given by such officer(s) or their representatives, in connection with as if these were issued by the Officer sanctioning the contract.
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4.

(a) The officer to whom services are to be delivered in the contract referred to the officer operating the contract, which expression shall include his duly authorised representative may reject the services in whole or in part if in his opinion they are not in all respects, in accordance with the contract. (b) I / We shall not charge or be paid for services rejected as above, and such services shall be removed by me / us at once at my / our expenses. (c) I / We shall neither claim nor be entitled to payment for any damage that rejected services may suffer from cutting, tearing or any other harm incidental to a full and proper examination and test of such services.

5. The contract may be terminated by the Govt earlier than the laid date in case the Govt is not satisfied with the services and sanitation, hygiene and cleanliness of the Shopping Complex or due to any other administrative exigency. 6. Covered space for the Shopping Complex including tables, chairs as also tentage for living and storage will be provided to me / us by the Government. 7. I / We also understand and give undertaking that I / We shall not sublet the contract to any other party. The sublet of the contract shall be treated as breach of agreement and my / our agreement is liable to be terminated without notice and I / We shall be liable to forfeit our security, pay all compensation / extra expenditure made on alternate source / facilities inclusive listed if we adopt such course of action. 8. I / We agree to run shop at the Garrison Parade Ground, Delhi Cantt. The timings of the Shopping Complex are from 0800 hrs to 2200 hrs subject to changes at short notice by the Government. No representation will be entertained. 9. I / We agree to accept the sale price of the commodities which may be fixed by the Board of Officers taking into account the prevailing rates in the market. I / We understand that in the event of overcharge, the contract is liable to be terminated with consequent forfeiture of Security Deposit. The price list will be suitably exhibited on a board (size to be specified) with black background and letters in white paint written by a professional painter. 10. In case the services rendered by me / us are not found to be in conformity with those laid down in the schedule, I / We am/are aware that I / We am/are liable for termination of the contract and / or imposition of a penalty, forfeiture of security deposit as well as termination of contract as mentioned in Para 4, 5,6 and 7 of these instructions. 11. I / We shall abide by the rules and regulations promulgated in the Camp Standing Orders, regarding the sanitation, hygiene and cleanliness. I/We shall also
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install a big size electrical fly-catcher on the stall. I / We understand and accept that our failure to comply with these standing orders will make us liable to a fine as determined by the Organizing Committee for such violations. 12. I / We shall ensure that all possible precautions are taken and measures adopted to prevent outbreak of fire in the cook houses and I / We shall be responsible for any loss or damage to the life or property in case of outbreak of fire due to negligence on my / our part or due to non-compliance of Camp Standing Orders for precautions to be taken to prevent fires. We will arrange portable fire-extinguishers at the scale of two per contract. 13. All personnel employed by me / us who are required to deal with cooking and serving in any way will be medically fit, free from any disease whatsoever and immunized, against infectious diseases. They will be liable for medical inspection by the Camp Medical Officer or any other Registered Medical Practitioner approved by the Dir Gen NCC. Those who are found to have any symptoms of a disease will bring a certificate prior to entering the Camp that they have been medically examined and deposit the same with the OIC Shopping Complex. They will also be vaccinated / inoculated for cholera / typhoid before reporting at the Camp. Any person falling sick will immediately report to Camp Medical Officer for inspection, treatment and further orders. Any person suffering from cough or cold will not be employed on cooking / serving food and will be removed from the Camp immediately. 14. Only male servants will be employed by me / us for cooking / cleaning and serving purpose. 15. The character and antecedents of cooks, water carriers and servers employed by me / us will be verified from police and I / We take guarantee for their good behavior and good conduct during the contract period. Only people with valid passes issued by the Camp authorities will be allowed to enter the Camp. 16. OIC Shopping Complex will have the right to declare any cooked food unwhole-some, not tasty or improperly / unhygienically cooked and / or unfit for consumption on the recommendation of the Medical Officer or any other competent authority. On such declaration, such food will be destroyed in the presence of the OIC Shopping Complex. 17. Battery operated emergency lights at the scale of four per contractor will be arranged for contingency. 18. Camp Medical Officer or Sanitary Staff authorized by the Medical Officer will have the right to examine all persons that are employed for cooking or serving or are in any way connected with the preparation and serving of food and to inspect the cook houses, water storage and stalls and recommend measures to ensure proper
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sanitary and hygienic condition. I / We shall be required to follow all such instructions at my / our cost. 19. No member of the contractors staff will be permitted to visit any living accommodation or stores without permission. If any staff is found indulging in any undesirable, irregular or improper activities within the Camp, he will be removed from the Camp forthwith. 20. No one will consume any alcoholic drinks in the Camp or come on duty after consuming such drinks. If any one is found violating this order, he will be removed from the Camp immediately and handed over to the Civil Police. 21. I/We agree to pay fine not exceeding Rs. 1000/- at a time for not keeping hygienic surroundings or any other matter as pointed out by the Government or any representative nominated by the Government (including SHO/Medical Officer). The fine will be deducted from the security. 22. I/We agree to use good quality Refined Oil of reputed brand for preparation of items and provide prompt and efficient service. 23. Arbitration - All disputes relating to the interpretation of the provisions, implementation of the contract and payments, if any, would be referred for Arbitration on the written request of the contractor, to Addl DGNCC. The Addl DGNCC can appoint any officer serving in NCC Organization to act as Arbitrator. The award given by the Arbitrator would be considered final and binding on both parties.

Signature(s) of Tenderer Name___________________________ Address_________________________ Station : _________________ Date : __________________ Occupation______________________ Tele (Office) ____________________ Tele (Resi) ______________________ Witness (1) Witness (2)
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Signature ________________ Name ___________________ Address _________________ ________________________ ________________________

Signature ________________ Name ___________________ Address _________________ ________________________ ________________________

TENDER APPROVED AND ACCEPTED

(Signature of Officer) Place______________ Date ______________ Name_________________ Designation____________

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SETTING UP OF PHOTO CELL DURING REPUBLIC DAY CAMP

Introduction

1. In accordance with the Standing Operating Procedure for Photo Shop given in the Standing Instructions for Republic Day Camp, a Photo Cell is required to be established at RD Camp, Garrison Parade Ground under the functional control of DDG(P &F), with Dir (Pers) as Officer-in-Charge and Section Officer/Pers (C) as Asstt Officer-in-Charge.
Objective

2. To provide photographs of various activities/functions, VVIP visits, Cultural programme, PMs Rally, Horse show etc to cadets on day to day basis during RD Camp at the lowest possible rates.
Award of Contract

3. Tenders are invited from the Digital Photo Labs registered with the Logistics Directorate. A Board of Officers opens tenders and the contract is awarded to lowest tenderer equipped with their own computerized digital Lab/necessary infrastructure etc, after the approval of ADG (A) in Nov/Dec. Manpower 4. One civilian officer, one ANO (Photographer), ten civilian staff and eight PI Staff (including two Photo Fitter as photographer) man the photo cell which includes various counters such as booking of photograph on cash payment (separately for Boys and Girls), preparation of computerized compilation chart, placement of order, segregation and sorting of photographs received from photo lab and delivery of photographs etc. Functions : 5. (a) Film rolls used by photographers to cover the day to day functions at RD Camp are given to photo lab for development and to get first print for display.
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(b) The prints obtained are given a Code number for identification and displayed on the Boards installed at Photo Cell. (c) Cadets are provided order form to note their requirement of photographs from Display Boards. (d) The photographs noted by the cadets are booked at the Booking Counter (separate for Boys and Girls) and cost of photographs is received from them in advance. The Cadets are given a receipt (second copy, yellow colour) indicating the date of delivery and original receipts (original copy white colour) are kept separately. (e) From the original receipts obtained throughout the day, total requirement is compiled through computer and final order placed on the Photo Lab for supply of photographs. (f) On receipt of Photos next day, these are kept systematically as per the original receipts (white copy kept in Photocell) in blank envelopes provided by the lab. After rechecking, the envelopes are sent to Delivery Counters maintained separately for Girls and Boys. (g) The photographs are delivered to cadets on production of yellow copy of receipt from them. (h) The money received from the cadets for booking of photographs is deposited in the bank established in the camp on day-to-day basis by the accountant attached to photocell, who looks after the photocell Account also. (j) The photographs booked by the cadets on or before 25 Jan are delivered to them instantly upto 30 Jan. However, photographs booked on and after 26 Jan are dispatched to the cadets by registered post for which normal registry cost is charged from the cadets. (k) For postal delivery, the Cadets are provided good quality envelopes free of cost and the cost is borne by the Photo Cell. They are asked to write their complete address at the time of booking their photographs at booking counters, so that these can be dispatched by post to their hometown address. 6. Specimen quotation form and the contract proforma are enclosed at Appendices A & B.

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APPENDIX A QUOTATION FORM FOR DEVELOPING TENDER FOR PROVIDING ASSISTANCE FOR DEVELOPING PRINTING AND LAMINATION OF PHOTO-GRAPHS FOR PHOTO CELL AT NCC REPUBLIC DAY CAMP-2006 AND PUBLICITY SECTION OF DIRECTORATE GENERAL NCC To The Directorate General NCC Ministry of Defence Government of India West Block-IV, RK Puram, New Delhi-110066 Sir, 1. I/We, the undersigned agree on acceptance of the tender in whole, to provide services for developing of film rolls, printing, lamination and blow up of colour photographs, marking and delivery of photographs etc as provided in the tender notice to the Directorate General NCC (Here in after referred to as the Govt which expression shall include those duly authorized to; act on its behalf in Directorate General NCC), during the period of contract. 2. I/We, understand that the contract may be terminated by the Govt earlier than the stipulated date in case the Govt is not satisfied with the services rendered by me/us. 3. I/We, understand the job requirement mentioned in Annexure-I to this quotation form and undertake to render the services at the contract rate. 4. I/We, quote the rates for developing, printing, lamination etc for photographs as per details given in Annexure-II.

5. I/We, shall arrange for collection and delivery on Daily Basis of film rolls, print orders and prints at NCC Republic Day Camp-2006 at Garrison Parade Ground Delhi Cantt from 01 Jan 2006 to 10 Feb 2006.

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6. I/We shall arrange to number and index the photo prints as per the specification and requirement of the Government. 7. I/We, understand that negative film rills shall be the exclusive property of the Govt and we undertake that we shall not utilize or misuse them without the express permission of the Government. 8. I/We understand that the contract will be valid for one year from the date of acceptance of contract and during the contract period we shall undertake the job mentioned in Annexure-I 9. I/We shall ensure that quality of print paper and photographs is as per the agreed specifications at the contract price. 10. Arbitration - All disputes relating to the interpretation of the provisions of contract, its implementation and payments for the services rendered would be referred for arbitration on the written request of the contractor to the Additional Director General NCC. The Addl Director General NCC may appoint any officer serving in DGNCC to act as Arbitrator. The award given by the Arbitrator would be considered final and binding on both parties. Signature(s) of Tenderer(s) Name_________________________ Address ______________________ _____________________________ Station : New Delhi Date : __________ Tele No. Office________________ Res :_________________

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ANNEXURE-I VOLUME OF WORK & JOB REQUIREMENTS (PHOTO-CELL) 1. PROCESSING, DEVELOPING AND PRINTING OF PHOTOGRAPHS Processing of approximately 200 coloured film rolls, Printing of approximately 40,000 prints mainly ibn Postcard, 5x7, 8x10 and 10x12 sizes. 2. SPECIFIC REQUIREMENTS : work involves collection and delivery on daily basis of film rolls, print orders and prints to NCC Republic Day Camp at Garrison Parade Grounds , Delhi Cantt, from 01 Jan to 10 Feb 2006. 3. Each print should bear NCC logo and caption NCC Republic Day Camp2006on the face of it. 4. Each print will have to be numbered and indexed as per our specifications and requirements. Proper care in numbering or prints is a must to avoid wrong prints and delayed deliveries. 5. 6. SAMPLE OF PAPER : to be used for prints may be enclosed with quotations. TERMS OF PAYMENT : By cheque within 30-6- days of submission of bills. (PUBLICITY)

1. BLOW UP OF PHOTOGRAPHS AND LAMINATION ; Blow-ups 8x10 to 40x60 sizes (Negatives to be supplied by Directorate General NCC). 2. SPECIFIC REQUIREMENTS : The Blow-ups must be sharp and of exact sizes. Lamination of blow ups should be mounted on thick plyboard. Top lamination should be of minimum 1mm thickness and scratch proof. The sides of laminated blow-ups should be Varnished/polyester film pained black or covered with black tape. Good quality hooks, able to withstand the weight of the picture, should be used for properly hanging the blow ups. 3. Terms of payments : By Cheque wihin 30-60 days of submission of bills.

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ANNEXURE-II QUOTATIONS FOR DEVELOPING, PRINTING AND ENLARGEMENT OF NEGATIVES AND LAMINATION OF COLOURED PHOTOGRAPHS 1. NOMENCLATURES (a) (b) Development of Film Roll Printing (Per Copy) Rate Per Print With NCC Logo = Rs = Rs = Rs = Rs = Rs = Rs = Rs = Rs = Rs = Rs = Rs = Rs = Rs = Rs = Rs = Rs = Rs = Rs = Rs = Rs

Post card 4x6 5x7 8x10 8x12 8x14 8x15 10x12 12x15 16x20 20x24 20x30 30x40 40x60 Lamination charges (Per Sq Inch) Caption writing (Per Letter) Negative from the Print & supply of negative Passport photograph (Four Copies) Conversion of about 5000 photographs

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into a compact CD (Cost per CD) Type of paper to be used for printing

= Rs - To be specified

Note : Service Tax to be charged as applicable.

(Signatures and seal of Proprietor of the Studio) Place: Dated

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APPENDIX B Tele : 26715488 Directorate General NCC West Block-IV, RK Puram, New Delhi-110066 2005

No.2006/Tender/Photo Cell/RDC-2006 M/s _______________ _______________ _______________

AWARD OF CONTRACT FOR PROCESSING DEVELOPING PRINTING ENLARGEMENT AND LAMINATION OF PHOTOGRAPHS FOR NCC RD CAMP/PMS RALLY-2006 Dear Sir, Reference your quotation dated 2005.

2. The quotations submitted by you for developing, Printing of Photographs of various sizes and lamination of photographs and other misc jobs have been accepted by the Competent Authority. Accordingly, the contract for developing, printing, enlargement and lamination of photographs and other Misc jobs in HQ NCC is awarded to M/s .. for a period of one year with effect from 01 Jan 2006 to 31 Dec 2006. The list of the approved rates in respect of various jobs is enclosed as Annexure-I. 3. This contract is subject to the terms and conditions as agreed by you vide your quotations dated 2005. For the sake of convenience, a list of terms and conditions and our specific job requirement is enclosed as Annexure-II. 4. As per the terms and conditions of the contract you are required to deposit by 01 Jan 2006 refundable security deposit of Rs.20,000/- (Rupees twenty thousand only) by way of Demand Draft made in favour of Officer Incharge, Photo Cell, NCC RD Camp-2006 payable at New Delhi. The Security Deposit will be refunded after successful completion of the job of the Photo Cell RD Camp 2005. 5. Please acknowledge. Thanking you.
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Yours faithfully,

(P Raghunarayanan) Dy Dir (Pers) for Dir Gen NCC Encls : As stated above Copy to :Publicity Section/DGNCC

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Annexure-I to Appendix B RATES FOR PROCESSING, PRINTING, ENLARGEMENT AND LAMINATION OF COLOUR PHOTOGRAPHS AS ACCEPTED BY THE DIRECTOR GENERAL NCC NOMENCLATURE (a) (b) 2. 3. 4. 5. 6. Development of Film Roll Printing (Per Copy) Post card 4x6 5x7 8x10 8x12 8x14 8x15 10x12 12x15 16x20 20x24 20x30 30x40 40x60 Lamination charges (Per Sq Inch) Caption writing (Per Letter) Negative from the Print & supply of negative Passport photograph (Four Copies) = Rs. = Rs. Rate Per Print With NCC Logo = Rs. = Rs = Rs. = Rs. = Rs. = Rs. = Rs. = Rs. = Rs. = Rs. = Rs. = Rs. = Rs. = Rs. = Rs. = Rs. = Rs. = Rs

Conversion of about 5000 photographs

260

into a compact CD (Cost per CD) 7.

= Rs.

Type of paper to be used for printing Alpha, Fuji, Kodak

Note : Service Tax to be charged as applicable.

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Annexure-II to Appendix B TERMS AND CONDITIONS FOR PROCESSING, PRINTING AND LAMINATION OF COLOUR PHOTOGRAPHS AND OTHER SPECIFIC REQUIREMENTS 1. The rates given in Annexure-I exclude service tax for prints of different sizes but include numbering of each print before delivery. 2. Prints should be correctly marked so as to minimize complaints from the Cadets at the later stage. Cost of unused prints which are directly attributable to wrong marking will be borne by you. 3. Collection of negative film rolls and delivery of prints from/to our Camp site on Daily Basis will be your responsibility. Your representative will have to visit the Photo Cell at RDC Camp, Delhi Cantt three times a day as and when required. 4. All collections of orders and delivery of prints after 29 Jan 2005 will be done from DGNCC, West Block-IV, RK Puram, New Delhi-110066. 5. All payments will be made through Cheques.

6. Envelopes for Post Card, 5x 7, 8x10, 8x15 and 10x12 size will be super imposed with NCC RDC-2005 and will be supplied free of cost. 7. The blow ups (enlargements ) will be sharp in colour and to exact size.

8. Lamination of Photographs will be done on thick plyboard with good quality varnish on top. Sides of lamination board to be covered with black adhesive tape. 9. All negatives will be the property of HQNCC who shall have sole right to their possession, use and disposal. (P Raghunarayanan) Dy Director (Pers) for Dir Gen NCC

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SETTING UP OF RECREATION & INFORMATION ROOM FOR BOYS AND GIRLS DURING RDC 1. Two Recreation and Information Rooms, one each for Boys and Girls Area, are set up during the RD Camp. Boys Information Room is set up in the Barrack made for the purpose opposite the Shopping Complex and the Girls Information Room is set up in the Girls Area. 2. The Recreation and Information Rooms are set up with a purpose to provide a corner where the cadets can read newspapers and magazines and watch Television. The Room is also furnished with some indoor games namely Chess and Carom for the cadets. Besides, important information on career in armed forces is made available to the cadets. Information brochure on joining the Indian Navy, Indian Army, Indian Air Force and Coast Guard as an officer or in other ranks, are placed in the Information Room for free distribution. Attractive charts and posters pertaining to the Armed forces are put up on display in the Room. During the RDC two Blood Donations Camps are also organized. The various actions involved in setting up the Boys and Girls Recreation and Information Room in the RDC are as given below:(a) Expenditure sanction for procurement of Magazines & News Papers is obtained from DDG(P&F) by first week of Dec every year. (b) Information material on Career in the Armed Forces is made available for the cadet in both the Recreation & Information Rooms and for further inquiry in this regard may be obtained from :(i) For joining Indian Army as Commissioned Officer/NonCommissioned Officer - Recruiting Dte/AGs Branch/Army HQ, RK Puram, New Delhi. (ii) For joining Indian Navy as Commissioned Officer/NonCommissioned Officer DMPR/Naval HQ, Sena Bhavan, New Delhi. (iii) For joining Indian Air Force as Commissioned Officer/NonCommissioned Officer Dte of Publicity/Air HQ, Air HQ, New Delhi. (iv) For Joining Indian Coast Guards Coast Guard HQ, New Delhi. 3. Special information on AIDS awareness and its prevention is obtained from UNDP UNAIDS Jor Bagh - Lodi Estate

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4. Special information on Cancer awareness and its prevention Cancer Society of India, Jangpura Extn, New Delhi. 5. Following items of furniture are drawn from the RDC furniture store:Big Tables Plastic Moulded Chaires Small Tables Bulletin Board with Aisel Carpets Table Cloth / White Sheet Steel Almirah Sofa Set 15 75 3 2 As required 15 2 1

6. Following items are provided in the Boys and Girls Information & Recreation Rooms:Carrom Board Chess Board TV 4 4 2

7. Two PI Staff, One Clerk and a Gp D Staff/Casual Labour are detailed for the duty in the Recreation Room (Boys) from 9:00AM to 10:30 PM. 8. One GCI (from RDC Pool) is detailed for duty as the Officer-in- Charge of the Girls Information & Recreation Room for day to day functioning and maintaining discipline. 9. Blood donation Camps are arranged on the days the RM and the COAS visit the R D Camp. 10 Following magazines and Newspapers are provided in the Boys and Girls Information & Recreation Rooms:-

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S.N.

Name of Magazine/Newspaper ENGLISH HINDI India Today Hindi Out look Hindi Sahara Samay Hindi Mukta Hindi Sarita Hindi Grihsobha Hindi Nandan Hindi Suman Saurabh Hindi Manorama Hindi Kadambini Hindi Pratiyogita Darpan Hindi Navbharat Times Hindustan Punjab Kesri Jan Satta Dainik Jagran Bhaskar Nirog Dham Vigyan Pragati

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19

India Today Eng Out look Eng Business World Eng GK Today Eng CSR Eng Femina Eng Womans Era Film Fare Society Health & Nutrition Readers Digest Sports Star The Week The Times of India The Hindustan Times The Indian Express The Pioneer The Hindu The Asian Age

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RD CAMP RELATED OTHER IMPORTANT FUNCTIONS UNDERTAKEN BY P&F DIRECTORATE 1. In addition to the functions already brought out in the earlier chapters, the P&F Dte also performs the following functions important for the smooth functioning of RD Camp:(a) Detailment of GCIs from different Dtes for various camp duties. (b) Detailment of Clerks and Group-D staff. (c) Procurement and issue of stationery and general store items to the Camp appointments and various Dtes of HQ NCC. (d) Arrangement for high-tea to variousVVIPs like the Vice President of India, Chief Minister, Raksha Mantri, the three Service Chiefs and the other such like dignitaries visiting the RD Camp. (e) Tea arrangements for approximately 2500 people on the camp inauguration day and closing ceremony. (f) High-tea on the horse show day and for commentators on the day of PMs Ralley. (g) Installation of temporary telephone connections. (h) Setting up and management of ISD/STD/Local PCOs separately for Girls, Boys, YEP and MT area. (j) Setting up of a temporary Post Office. (k) Setting up of an extension counter of the Syndicate Bank. (l) Setting up of CSD Canteen extension counter. (m) Arrangements for plants for the Camp through CPWD/ Horticulture. (n) Setting up and managing of Reception Center for visitors at RD Camp. (o) Arrangement of Passes/Admit Cards for Officers/Cadets for Republic Day and Beating the Retreat through Min of Defence. (p) Organising a special cultural programme for the cadets on the closing day of the camp on behalf of DGNCC Cultural and Recreation Club.

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DUTIES OF ESTABLISHMENT OFFICER IN HQ NCC Deployment of manpower 1. Inter Dte posting of AFHQ civilian staff is planned and processed by the Establishment Officer (EO). All administrative correspondence of civilian staff with regard to their leave, absence, entitlements, ACRs, Security Passes etc to be carried out by the CAOs is routed through Estt Section. Procurement and issue of consumable & non-consumable items 2. Estt Section is responsible for procurement and issue of consumable and nonconsumable items like stationery, general store items, hot and cold amenities, furniture items, curtains, carpets, photocopier, fax machines, gen-sets, ACs, printing of DO pads etc. In addition the expenditure is also incurred on payment to Casual Labours, postage, reimbursement of newspaper bills etc. The expenditure is met out of Office Contingency Grant (OCG) and bills are processed for payment through PCDA HQ as per the following procedure:(a) Procurement and issue of Items Procedure for procurement and issue of items - Demands are received from the users which are examined to ascertain its usability as well as its admissibility for purchase out of OCG. Thereafter, the rates are obtained from Kendriya Bhandar/NCCF/other Govt Agencies and if not available there, quotations are invited from the local agencies which are opened by a Board of Officers. A comparative statement is prepared with the recommendations of the Board of Officers, duly signed by the BOO. The requirements are then put up on file for approval of the competent financial authority. Once approved by the CA, a Supply Order is placed on the concerned agency who supplies the items on challan. The items are inspected by a BOO to ensure that the items have been supplied as per Supply Order. Once inspected, the items are taken on the ledger charge under CRV. Thereafter, the items are issued to the concerned user under CIV. (b) Processing of Bills through PCDA HQ

Before forwarding the bills to PCDA HQ for payment, the contingent bills are prepared and got signed from the competent authority. The original bills and accompanied documents are checked to verify their correctness and completeness. Thereafter, necessary entry is made in the Bill Payment register
267

and the bills are forwarded to PCDA HQ under a covering Note. Cheque slips are obtained regularly to monitor the release of payments by PCDA HQ. Procurement of Misc items from Imprest Account Rs. 5000/- have been allotted for purchase of miscl items of urgent nature and small value from the local market. As and when demand of petty nature is received, the same is procured from the local market after ascertaining its correct price. If the value of the items is more than Rs. 1000/-, the laid down procedure of purchase of Govt stores is adopted in that at least three sealed quotations are obtained and a Board of Officers is constituted to open the quotations and give its recommendation. A comparative statement is prepared and signed by the Board of Officers recommending the agency from whom items could be purchased. Once items are purchased, they are taken on ledger charge by raising CRVs. The items are then issued to the concerned user after obtaining his signature on CIVs. Once the amount is exhausted, the bills area forwarded to PCDA HQ along with all documents for recoupment of Imprest Account. Deployment of Casual Labours 3. Deployment of casual labours in HQ NCC and Camp area as per requirement. Supervision of their work including their attendance etc, preparation of their pay bills and effecting payments. Central Registry 4. A Central Registry functions under Estt Section and is responsible for all incoming and outgoing mail of HQ NCC. The following functions are performed by the Central Registry:(c)

(a)

Incoming Mail (i) Ordinary Mail - Ordinary mail meant for DGNCC is received from many sources like post office, courier, Dispatch Riders(DRs), Central Transit House (CTH) as well as directly from various Departments/Sections. etc.The ordinary mail so received is distributed to the concerned addressees through pigeon holes from where it is collected daily by the concerned user. (ii) Registered Mail/Speed Post - Such mail is received from the Post Office under signature. The same is recorded in a register and is handed over to the concerned addressee under signature.
268

(iii) Telegrams - These are received from Signal Centre/ Post Office under signature and are handed over to the concerned addressee under signature. (b) Outgoing Mail Ordinary mail received from internal (i) Ordinary Mail Dtes/Sections is dispatched through Post Office or through CTH. (ii) Registered/Speed Post - Sent through designated Post Offices. (iii) Telegrams - Telegrams are sent through Telegraph Offices of Post Offices. (c) Miscl. Work handled by Central Registry (i) Franking work - Fixing of appropriate postage stamps for all Dak passing through P&T Department. (ii) Sorting of mail - Ordinary mail from the post office is usually received in sacks. This mail is required to be segregated and sorted out on daily basis so that the same could be distributed to the concerned addressee. Telephones 5. Estt Section has also been entrusted the task of provision and maintenance of office and residential telephones of DGNCC. Presently, 42 office and 24 residential telephones are functioning. The payment of the bills is made out of OCG-Telephone Grant through PCDA HQ as per details given below. (a) Payment of Telephone Bills - Telephone bills are usually received by the concerned user who is required to hand over the same to Estt Section after verifying the bill for processing for payment through PCDA HQ. However, in order to avoid delay in payment and resultant disconnection of telephones, the concerned staff of Estt Officer Section gets the duplicate bills issued from the telephone exchanges and process them for payment after getting them verified from the concerned user. The contingent bills are drawn and get signed and countersigned from the concerned authorities and forwarded to PCDA HQ under a covering note indicating on top the due date for payment. The bills are then personally handed over to the Central Registry of PCDA HQ and chased on day to day basis till the cheques are issued in favour of MTNL. The cheques so issued are deposited with the MTNL against the bill payment. (b) Maintenance of Telephone Exchanges - Besides, maintenance of telephone exchanges at HQ NCC and NCC Camp is also the responsibility of Estt Section. Presently, 65 intercom connections are functioning in HQ NCC. There day to day maintenance is done through an agency who is awarded Annual Maintenance Contract (AMC). Similarly, telephone exchange
269

installed in NCC Camp is also maintained through an agency awarded AMC for the same. Departmental Canteen 6. A departmental canteen functions in Wing 6, Ground Floor and is meant for use by all employees of all offices located in West Block IV. The canteen functions under the guidance of a Managing Committee. Dy DG(P&F) and Dir(Pers) are the Chairperson and Hony Secy respectively of the Managing Committee. The canteen provides catering services for all-important meetings, conferences and functions of HQ NCC like Dy DsG Conference, NCC Day Celebrations etc. During RD Camp, the canteen arranges tea/refreshments to VVIPs visiting the Camp. NCC Library 7. A library also functions in ground floor adjacent to the department canteen. The library has about 2300 books of varying interests, which are lent to NCC officers/staff for reading/reference purposes. New books are also added from time to time. In addition, all leading newspapers and magazines are procured and made available for reading not only to NCC staff but also to the staff of other offices located in West Block IV. One clerk has been deployed to run the library. The expenditure on procurement of Newspapers, magazines and books is met from the OCG. 8. House keeping jobs (i) (ii) (iii) (iv) (v) Rationalisation and allotment of office accommodation Allotment of Car garages Maintenance of Conference Hall alongwith facilities and equipment therein. Arrangement of tea, snacks and lunch during conferences. Provision of water coolers and room coolers.

RD Camp related work 9. In addition to the above mentioned duties the Establishment Section also undertakes the following duties during the RD Camp:(a) Procurement and issue of stationery and general store items to the Camp appointments and various Dtes of HQ NCC. (b) Arrangement for high-tea to variousVVIPs like the Vice President of India, Chief Minister, Raksha Mantri, the three Service Chiefs and the other such like dignitaries visiting the RD Camp. (c) Tea arrangements for approximately 2500 people on the camp inauguration day and closing ceremony. (d) High-tea on the horse show day and for commentators on the day of PMs Ralley.
270

(e) Installation of temporary telephone connections. (f) Setting up and management of ISD/STD/Local PCOs separately for Girls, Boys, YEP and MT area. (g) Setting up of a temporary Post Office. (h) Arrangements for plants for the Camp through CPWD/ Horticulture. (j) Setting up and managing of Reception Center for visitors at RD Camp. (k) Arrangement of Passes/Admit Cards for Officers/Cadets for Republic Day and Beating the Retreat through Min of Defence.

271

FINANCIAL MATTERS RULES AND PROCEDURES 1. P&F Directorate is the custodian of Central Budget in respect of NCC and in that capacity prepares NCC budget and allocates the same to NCC Dtes and OTAs on as required basis. For the effective discharge of its duties so as to derive maximum satisfaction, the Finance Dte performs the following functions:(a) (b) (c) (d) (e) (f) (g) (h) Framing of policy, guidelines and SOPs on allocation of funds to NCC Dtes/OTAs. Exercise of delegated Financial and Administrative powers. Making allotments to Dtes & OTAs under IT, OCG and CHT heads. Processing cases of grant of incentives to cadets. Framing policies for financial management in respect of Regimental Fund, CSD Fund and Officers Mess Fund and inspection of accounts. Sanction of PCs, duplicators, plain-paper-copiers for all NCC Dtes/Trg Estts. Allotment of RDC funds, processing of cases for financial sanction during RDC. Implementation and supervision of Rajbhasha Cell in HQ DGNCC. (j) Control and management of Accounts of Public Funds, Cadet Welfare Society Funds, Civilian Welfare Funds. 2. The above functions are discussed in details in the succeeding chapters.

3. Funding Pattern of NCC :- NCC Organisation has a dual funding pattern, where both the Central Government as well as State Governments/Union Territories meet the expenditure on NCC activities. Funding by the State Govts in certain areas of NCC activities ensures that the State Govts have a sense of participation in the nation building responsibility. 4. The items of expenditure which are borne by the Centre and the States/UTAs are as under :5. Central Government:a) Pay and allowances of service personnel posted to NCC from the Army, Navy and Air Force b) Pay and allowances of Central Govt civilians employed in HQ DGNCC, NCC Directorates in the States and the two Officers Training Academies
272

c) Pay and allowances of Whole Time Lady Officers (WTLOs), Girl Cadet Instructors (GCIs) and Civilian Glider Instructors (CGIs) d) Expenditure on office accommodation, transport and contingencies in State NCC Dtes/OTAs e) 50% of Camp expenditure f) Cost of equipments, weapons, practice ammunition and other stores g) Cost of civilian pattern vehicles, their repairs and maintenance h) POL to State NCC Dtes i) Transportation j) Annual Training Grant (ATG) k) Amenity Grant l) Capital works and revenue works on accommodation for State NCC Dtes and HQ NCC 6. State Govts/UTA:a) Pay and allowances of State Govt civilians employed in State Cell in NCC Dtes, Group HQs and NCC Units b) Institutional training of cadets which include following items of expenditure:i) Refreshment Allowance to cadets ii) Honorarium to ANOs iii) Outfit Allowance to ANOs iv) Outfit Maintenance Allowance to ANOs v) Washing & Polishing Allowance to cadets vi) POL vii) Pre-commission training course and refresher course for ANOs c) 50% of camp expenditure which includes following items of expenditure:i) Messing Allowance to cadets & ANOs ii) Incidental Allowance iii) Rank Pay to ANOs iv) TA and DA to cadets and ANOs during journey period v) TA and DA to civilian staff detailed for the camps vi) POL d) Miscellaneous expenditure on office accommodation, furniture, office equipment, POL etc

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CENTRAL BUDGET 1. Prior to the year 1991-92, NCC Budget was a part of Army Budget. A small amount was given separately to NCC to meet the expenditure on clothing, civil vehicles, camp expenditure etc. The major share of expenditure was borne by the Army. However, when the proposal for expansion of NCC activities in the field of training, camp activities, acquistion of weapon and equipment was forwarded to Service HQs for financial sanction, they found it difficult to provide suitable financial support to NCC, mainly due to their own financial constraints and operational priorities. It was, therefore, felt that if NCC is delinked from Services, a distinct improvement in its financial viability will take place and its requairements will be adequately met by the Govt without linking it to the operational requirements of the Services. With this end in view, a proposal was taken up with the Govt which was finally approved in the year 1991-92. 2. Budget Head :-With effect from the financial year 1991-92, NCC Organisation was granted a separate Budget Head. It is Minor Head (113-NCC) under Major Head (2076-Army). As a consequence to this, the goods and services provided free by the three Services to NCC are now provided by them by debiting the cost to NCC Head of Account by the system of book debit. 3. Funds are allocated to NCC Organisation by Ministry of Defence under the following heads of expenditure : Head of Account Major Head 2076, Minor Head 113-NCC, Sub Head A. Pay & Allowances - Service Pers (i) Officers (ii) ORS B. Pay & Allowances Civilians (i) Officers (ii) Others (iii) O.T.A C. Transportation. (i) Mov of Pers (ii) Mov of Stores Code Head

1/540/01 1/540/02 1/541/01 1/541/02 1/541/03 1/542/01 1/542/02

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D. Stores (i) L/P Clothing (ii) C/P Clothing (iii) L/P Equipment (iv) C/P Equipment (v) L/P MT (vi) C/P MT (vii) L/P Other Stores (viii) C/P Other Stores (ix) Excise Duty (x) Deduct value of Store E. Revenue Works F. Expenditure on Training (i) Camp expenditure (ii) Exp on Trek Expdn & Other Trg Activities (iii) Misc Expdr. G. Departmental Canteen (i) Pay & allows (ii) Over Time Allowance H. Information Technology (i) Hardware (aa) Local Purchase (ab) Central Purchase (ii) Software (aa) Local Purchase (ab) Central Purchase (iii) Maintenance (aa) Local Purchase (ab) Central Purchase (iv) Computer Stationery (aa) Local Purchase (ab) Central Purchase (v) Information Technology Trg. (aa) Local Purchase

1/543/01 1/543/02 1/544/01 1/544/02 1/545/01 1/545/02 1/546/01 1/546/02 1/549/01 1/550/01 1/550/02 1/550/03 1/551/01 1/551/02

1/552/01 1/552/02 1/553/01 1/553/02 1/554/01 1/554/02 1/555/01 1/555/02 1/556/01

275

(ab) Central Purchase Charged Expdr. Major Head 4076, Minor Head 113-NCC, Sub Major Head 01(Army) Capital Works (i) Carry Over Works (ii) New Works (iii) Deduct Recoveries.

1/556/02

1/907/44 1/907/45 -

NCC CENTRAL BUDGET: 2005-2006 & EXPENDITURE 2004-2005 (Rs in thousand) Code Head Actual Exp BE 2004-2005 2005-2006 Major Head 2076, Minor Head 113-NCC, Sub Head A. Pay & Allowances - Service Pers 1. Officers 1/540/01 189392 430000 2. ORS 1/540/02 1288397 1360000 Total 1477789 1790000 B. Pay & Allowances - Civilians 1. Officers 1/541/01 18871 22000 2. Others 1/541/02 94216 110000 3. O.T.A 1/541/03 94 210 Total 113183 132210 C. Transportation. 1. Mov of Pers 1/542/01 58915 70000 2. Mov of Stores 1/542/02 9706 8500 Total 68621 78500 D. Stores 1. L/P Clothing 1/543/01 41723 40000 2. C/P Clothing 1/543/02 497071 610000 3. L/P Equipment 1/544/01 8350 10000 4. C/P Equipment 1/544/02 51438 150000 Head of Account 5. L/P MT 6. C/P MT 1/545/01 1/545/02 27726 85727 20000 20000
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7. L/P Other Stores 8. C/P Other Stores 9. Excise/Custom Duty 10. Deduct value of Store Total E. Revenue Works F. Expenditure on Training 1. Camp expenditure

1/546/01 1/546/02 1/547/00 1/549/01 1/550/01

2967 604399 1 1319402 17417 106418 67247 28655 203470 1395 0 1395

10000 60000 0 0 920000 22500 120000 80000 35000 235000 1400 50 1450

2. Exp on Trek Expdn & Other 1/550/02 Trg Activities 3. Misc Expdr. 1/550/03 Total G. Departmental Canteen 1. Pay & allows 1/551/01 2. OTA 1/551/02 Total H. Information Technology (a) Hardware I. Local Purchase 1/552/01 II. Central Purchase 1/552/02 Total (b) Software I. Local Purchase II. Central Purchase Total (c) Maintenance I. Local Purchase II. Central Purchase Total (d) Computer Stationery I. Local Purchase II. Central Purchase 1/555/01 1/555/02 1/554/01 1/554/02 1/553/01 1/553/02

5978 19913 25891 221 0 221 2588 0 2588 10387 0 10387 0 0

7300 20000 27300 1050 5000 6050 7500 0 7500 12500 0 12500 250 0
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Total (e) Information Technoloty Trg. I. Local Purchase 1/556/01 II. Central Purchase 1/556/02

Total Total Revenue Charged Expdr. Total Revenue (MH 2076) Major Head 4076, Minor Head 113-NCC, Sub Major Head 01(Army) Capital Works 1. Carry Over Work 1/907/44 2. New Works 1/907/45 3. Deduct Recoveries. Total MH 4076 GRAND TOTAL -

0 39087 1150 3240364

250 53600 23900 3257160

4312 19969 24281 32646745

9000 51000 60000 3317160

4. Details of specific Code Heads to which subject-wise expenditure is to be debited:To ensure that there is neither any clubbing of expenditure under the same head nor bills are held up due to wrong indication of the Code Heads; the following code-wise details are indicated against which the specific expenditure may be booked:Sl No a b c Code head to which expenditure is debited 540/01 (Officers) 540/02 (ORs) 541/01 (Civilian Officers) 541/02 (Civilian Staff) 541/03 (Overtime Allow) 542/01 (Move of Pers) Item of expenditure Pay & Allowances & LTC claims of Regular Service Officers, Other Ranks, WTLOs, GCIs and permanent instructional staff Pay & Allowances & LTC claims of all Central Govt civilian employees posted in HQ NCC, NCC Dte and OTAs Cash TA/DA relating to journey by Air, Road and Rail in India & abroad, cost of military warrants, credit notes. Sea and Inland Water charges and freight on
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542/02 (Move of stores)

stores imported directly. Note: No adjustment will be made if hire charges for transport supplied by Army etc d e f g h 543/01 543/02 544/01 544/02 545/01 Local purchase and refitting of clothing Central purchase of clothing Local Purchase of equipment Central purchase of equipment Local purchase of vehicles (Cash expenditure on repairs and maintenance will also be debited to this head. This code head also includes civilian pattern vehicles) Central purchase of equipment (Cash expenditure on repairs and maintenance will also be debited to this head. This code head also includes civilian pattern vehicles) Local purchase of other stores Central purchase of other stores Customs duty Deduct value of stores issued to Army, Navy and Air Force and other Ministries of Central govt. Original works costing Rs 2 lakhs. Note :- Expenditure on rent on lands, buildings, water and electricity charges snd repairs to buildings by MES will also be charged under this sub head a) Messing Allowance for ANOs & Cadets, b) Rank Pay of ANOs while attending camps c) Expenditure on transportation of ANOs and cadets to camp and back d) Incidental Allowance e) Book adjustment in respect of stores, material and services provided by Army, Navy & Air Force a) Expenditure on training incl precommission courses of NCC Officers b) Trekking c) Adventure activities d) Youth Exchange Programme e) Participation in National
279

545/02

k l m n o

546/01 546/02 547/00 548/01 549/01

550/01

550/02

550/03

t u

552/01 552/02

v w

553/01 553/02

competitions Ceremonial functions Book adjustments in respect of stores, material and services provided by Army, Navy & Air Force h) Misc expenditure Note :- This code head will cover all activities other than those covered under the code head 550/01, where Central Govt bears 100% expenditure. Contingent expenditure, Demurrage, Purchase and repairs of Bicycles, Reimbursement of conveyance to Govt servants, Postal charges, Printing & binding Legal charges Telephone charges Local purchase of stationery Publicity Free issue of liveries to entitled persons Cold and hot weather amenities Grants to Officers Mess Mess Maintenance Allowance Cost of books, periodicals etc Wages to casual labour etc Local purchase of computers and connected stores Central purchase of computers and connected stores (Expenditure costing less than 2 lakhs and with less than 7 years expected life will be compiled under this head) Local purchase of computer software f) g) Central purchase of computer software (Expenditure costing less than 2 lakhs and with less than 7 years expected life will be compiled under this head) Local maintenance of computers Central maintenance of computers Local purchase of computer stationery and consumable items Central purchase of computer stationery and consumable items
280

x y z a

554/01 554/02 555/01 555/02

556/01 556/02 Major Head 4076, Sub Major Head 01-Army Minor Head 113-NCC, Code head 907/44 Major Head 4076, Sub Major Head 01-Army Minor Head 113-NCC, Code head 907/45 Major Head 4076, Sub Major Head 01-Army Minor Head 113-NCC, Code head 907/46 Major Head 4076, Sub Major Head 01-Army Minor Head 113-NCC, Code head 907/47

Local training in Information Technology Central training in Information Technology Carry over works

New works

Deduct recoveries from the disposal of buildings etc, originally financed from the Capital Procurement of Motorised Gliders for Air Squadrons in NCC

5. Stages of Budget :- Following are the various mandatory stages of submission of budgetary estimates to Ministry of Defence (Fin) :(a) Preliminary Report for the current FY : By 20 Aug By 10 Nov By 20 Dec By 10 Mar

(b) Preliminary Revised Estimates for current FY : Forecast Estimate for the ensuing FY (c) Revised Estimates for current FY Budget Estimates for the ensuing FY (d) Modified Appropriation for the current FY : :

Note : Dtes are requested to send the details at least 15 days prior to the dates indicated above. 6. Allotment of Funds

Funds are allotted by Budget Section of P&F Directorate to State NCC Dtes/OTAs as well as in HQ NCC for meeting the expenditure under the following heads of expenditure:a) Office Contingency Grant (Misc Grant) for the following items:I. Purchase of stationery II. Purchase and upkeep of bicycles
281

Postage labels Free issue of liveries to entitled personnel Cold and hot weather amenities Printing and binding charges Cost of law suits and fees Publicity and advertisement charges Grants to Officers Mess and Mess Maintenance Allowance Demurrage charges Conveyance charges for local journeys Cost of office machinery typewriters, duplicators, almirahs etc XIII. Cost of books, periodicals and publications XIV. Cost of photographs required for identity cards of officers and staff XV. Honorarium to staff XVI. Telephone rentals XVII. Payment of wages to casual labour XVIII. Any other contingent expenditure not specifically covered above b) Transportation (Hiring of civil transport) c) Information Technology (Local purchase) 7. Stages of Fund Allotment

III. IV. V. VI. VII. VIII. IX. X. XI. XII.

The funds under the above Heads are allotted to various NCC Dtes/OTAs and HQ NCC in three stages as appended below :(a) I PHASE Initial Allotment is made for two months viz., April & May of the Financial Year on receipt of `Vote on Account approved by the Parliament through MoD (Fin). This allocation is utilised for meeting the essential requirement only. (b) II PHASE In the month of June, additional allotment for another 4 months i.e., up to September is made. (c) III PHASE Later on at the end of Sept the funds for the remaining six months of the financial year are released. 10% is kept as reserve for meeting
282

unforeseen expenditure at the end of the financial year, i.e., in the month of January on need basis. 8. While allotting the funds to NCC Dtes/OTAs/HQ NCC, the expenditure made during the last financial year and the fresh proposals (asked for in the beginning of the financial year) are taken into account. 9. Monitoring of progress of expenditure Ministry of Defence has directed that:a) DDsG/Comdt must plan from the beginning of financial year and ensure proper and uniform pace of expenditure. b) It must be ensured that 40% of budgetary allocation be utilized by September end and 67% by December end. c) In case, a Dte/OTA is not able to spend 67% of the allocated by December end, the Dte will not be allowed to spend more than 33% in the last quarter. d) If progress of expenditure is slower than as indicated above, till December end, Ministry of Defence will be justified in reducing the allocation in the next financial year to the extent of shortfall.

283

STATE BUDGET 1. Items of expenditure State financial support is provided for the following :a) Pay and allowances of State Govt civilians employed in State Cell in NCC Dtes, Group HQs and NCC Units b) Refreshment Allowance to cadets c) Honorarium to ANOs d) Outfit Allowance to ANOs e) Outfit Maintenance Allowance to ANOs f) Washing & Polishing Allowance to cadets g) POL h) Pre-commission training course and refresher course for ANOs. This also includes expenditure on Messing allowance at the rate of Rs 65/- per day laid down vide Govt of India, Ministry of Defence letters No 3372/DGNCC/Budget/118/D(GS-VI)/02 dated 20 Mar 02 and 3372/DGNCC/Budget/NAVAC/AFAC/2757/D(GS-VI)/2002 dated 18 Nov 2002. j) 50% of camp expenditure which includes following items of expenditure:i) Messing Allowance to cadets & ANOs ii) Incidental Allowance iii) Rank Pay to ANOs iv) TA and DA to cadets and ANOs during journey period v) TA and DA to civilian staff detailed for the camp vi) POL k) Miscellaneous expenditure on office accommodation, furniture, office equipment, stationery, postage stamps, POL and any other item necessary for Gp HQ and Unit.

284

2.

Rates of Allowances admissible to cadets/ANOs:PREREVISED DATE OF EXPENDITURE REVISED EFFECT LIAIBILITY STATE/CENTRE ANO 18/- p.d. 15/- p.d. 24/- p.d. 22/- p.d. 40/- p.d. 1/- per parade 5/- p.m. 2300-3300 pm 1050-2050 pm 400-550 pm 350-425 pm 600/(Once) 240/- p.a. 5/- per cadet per day 250/- pm 200/- pm 35/- per cadet 55/- per cadet 45/-p.d. 40/- p.d. 35/- p.d. 30/- p.d. 65/- p.d. 2/- per parade 10/- p.m. 710011300 pm 3250-6600 pm 800-1100 pm 700-850 pm 1200/(Once) 480/- p.a. 8/- per cadet per day 500/- pm 400/- pm 55/- per cadet 80/- per cadet 12.9.03 12.9.03 30/9/97 30.9.97 EQUAL BASIS EQUAL BASIS EQUAL BASIS EQUAL BASIS CADET ANO CADET ANO CADET CADET SD

SL ALLOWANCE NO

1 2

3 4 5

Messing Daily Allowance during journey to camps Messing during Precommission Trg. Refreshment Washing & Polishing Allowance

20.03.200 2 STATE GOVT 30.9.97 30.9.97 1.1.96 1.1.96 STATE GOVT STATE GOVT EQUAL BASIS EQUAL BASIS

Rank Pay*

JD SD

17.4.2000 STATE GOVT 17.4.2000 STATE GOVT 17.4.2000 STATE GOVT 17.4.2000 STATE GOVT 17.4.2000 EQUAL BASIS 17.4.2000 STATE GOVT 17.4.2000 STATE GOVT 17.4.2000 EQUAL BASIS 17.4.2000 EQUAL BASIS

7 8 9 10 11

Honorarium#

JD

Outfit Allowance ANO Outfit Maintenance Allowance ANO Incidental Allowance Caretaker Allowance CADET SD JD A.T.C.

12

P.O.L.

COC

285

* RANK PAY SD/SW 2nd Lt/Eqvt Lt/Eqvt Captain Major/Eqvt JD/JW 3rd Offr/Eqvt 2nd Offr/Eqvt 1st Offr/Eqvt Chief Offr/Eqvt 1050/1420/1670/2050/3250/4400/5400/6600/Pre-Revised 2300/2500/2700/3300/Revised 7100/8000/9300/11300/-

# HONORARIUM Pre-Revised 400/450/500/550/350/375/400/425/Revised 800/900/1000/1100/700/750/800/850/-

286

ANNUAL TRAINING GRANT (ATG) AND AMENITY GRANT 1. Annual Training Grant (a) Rate :i) For each NCC Company (incl Indep Coy) ii) For each NCC Troop Rs 2000/- p.a. Rs 1000/- p.a.

(Authority: Govt letter No 0173/ATG/DGNCC/Budget/600/D(GS-VI)/2004 dated 06 Apr 2004) (b) The expenditure is shared by the Central Govt and State Govt/UTs in the ratio of 3:2. (c) Utilisation :-

ATG is utilized by the Commanding Officer of the Unit for the following purposes :(i) (ii) (iii) Purchase of books/pamphlets, maps, atlases, reference books, targets, target papers, sand bags, aiming discs, aim correctors, aiming rests, dummies, black board etc, required for training of cadets, Instructional trips to places of interest, to Army Units, service installations, outdoor exercises etc Any other training requisites which are essential for the training of cadets

2.

Amenity Grant (a) Rate : Rs 2/- per cadet per annum..

(Authority : Govt letter No 0173/DGNCC/Budget/2625/D(GS-VI)/2002 dated 30 Oct 2002) (b) The entire expenditure is borne by the Central Govt.

287

(c)

Utilisation :

Amenity Grant is utilized for the following purpose :(i) (ii) Provision of sports gear, indoor games, literature, musical instruments and any other item that helps in the well being and morale of officers and cadets of NCC Organising Unit Information Room and the provision of folling for the same :(aa) Notice boards, paint, brushes (ab) Writing material cor cadets, i.e., paper, pens etc (ac) Purchase of photographs, charts, maps etc

3. Annual Training Grant for OTA, Kamptee : - Rs 1,00,000/- (Rupees one lakh only) per annum for the period from 2004-05 onwards. (Authority: Govt letter No 15643/DGNCC/Trg (B)/651/D(GS-VI)/04 dated 19 Apr 2004) 4. Annual Training Grant for OTA, Gwalior :thousand) per annum for the period 2003-04 onwards. Rs 80,000/- (Rupees eighty

(Authority:- Govt letter No 11489/ATG/DGNCC/Trg (B)/118/D (GS-VI) dated 30 Jan 2004.

288

CAMP EXPENDITURE 1. The items of expenditure during a camp are: a) Messing Allowance :- The allowance is to meet expenditure on dry and fresh ration, fuel, condiments, fruit, conveyance of rations, fuel required in connection with messing, payment to cooks, water-carriers, servers etc, hiring charges of cooking utensils, if any. Unspent balance out of this allowance will be remitted to State Govt and cannot be utilized for any other purpose. b) Rank Pay :- Rank Pay is admissible to ANO only for the duration of a camp. c) Travelling Allowance and Daily Allowance :- TA and DA are admissible for cadets and ANOs only for the duration of journey to camp site. d) Incidental Allowance :- The fund can be utilized for :i) ii) iii) Payment of charges levied for accommodation, temts, electricy, water etc, Labour charges for diging of latarines, soak pits, construction of temporary cook house etc Payment to sweepers, dhobis, barbers, if employed for conservancy arrangements. The number of persons engaged for the purpose will not be more than 1 person for 50 cadets. Provision of information room requisites, amenities for cadets, i.e., newspapers, magazines, photographs, indoor/outdoor games etc Material for cleaning of equipments Provision of training items like targets, target paper, sand bags, dummies, note books etc Trophies, prizes and photographs Provision of amenities and other requisites for inspection and visits by important persons during camp, Special medicines not available in hospital/MI Room Printing charges Any other item of expenditure for which there is not specific provision

iv) v) vi) vii) vii) ix) x) xi)

d) TA/DA for civilian staff. f) POL for running service vehicles during camp

289

2. Procedure for drawal, disbursal, accounting and audit of camp expenditure is contained in subsequent chapter on Camp Accounting Instructions. These instructions will be scrupulously followed during camps. 3 The expenditure under any head of expenditure should not exceed the laid down govt rates, nor should the funds made available under one head of expenditure be appropriated under the other head of expenditure. Audit of Camp expenditure 4 It is the responsibility of Camp Commandant to contact the Accountant General and get the accounts audited. In case the accounts are not audited soon after the conclusion of a camp, the Camp Commandant shall report the matter to the Dy Director General of State NCC Directorate who shall in turn take up matter with the State AG at an appropriate level for early audit of accounts and reimbursement to the state, its share of camp expenditure. 5. It will be the responsibility of Camp Commandant as well as Unit Commander of the Unit where account documents connected with the camp are held, to ensure that objections, if any, relating to camp accounts are immediately settled. 6. It will be the overall responsibility of Dy Directors General of State NCC Directorates that the State Govts share of expenditure on camp training is reimbursed to the State Govts in the same financial year. Procedure for Reimbursement of Camp expenditure :7. The actual expenditure on camps is shared equally by the Central Govt and State Govts.UTAs. The entire funds for conducting a camp are initially released by the State Govt/UTA. On conclusion of the camp, the Camp Commandant submits the entire account to the Accountant General of the State in which the camp is held, for audit and raising debit against the regional Controller of Defence Accounts for claiming States share of 50% of camp expenditure. 8. The procedure for reimbursement of camp expenditure is contained in Government of India, Ministry of Defence letters No. 1751/59/NCC/Coord(B)/966US/59/D(GS-III) dated 7 May 59 and 10 (3)/65/NCC/Pers (B&F)/3651-C/D (GSVI) dated 24 Nov 67 which are reproduced as Appendix A and B :9. Submission of quarterly report on reimbursement of camp expenditure to HQ NCC/P&F Directorate :Quarterly report on reimbursement of camp expenditure to State Govts/UTAs will be sent by Dy Directors General of State NCC Dtes to HQ NCC/P&F Directorate as per the two formats at Appendix C and D.
290

10. In addition, details with regard to additional raising of 25,000 Cadets, expenditure on whose training is entirely borne by Ministry of Defence, will also be forwarded to HQ NCC by NCC Dtes, J&K and NCC Dte, NER as per Appendix E.

291

Appendix A to Para 8 / copy / No.1751/59/NCC/Coord(B)/966-US/59/D(GS-III) Government of India Ministry of Defence New Delhi, dated the 7th May 1959. To ALL STATE GOVERNMENTS. Sub:- Reimbursement of 50% of NCC Camp Expenditure to the States by the Centre for the year 1957-58 and onwards. Sir, In supersession of the procedure contained in Govt of India letters No. Apr 55 and No. 0945/55/NCC/2113/D(IS)/55 dated the 21st 0945/56/NCC/3686/D(IS) dt. 30 Jul 56, I am directed to convey the sanction of the President to dispense with the existing formula of comparison of expenditure incurred on NCC Units during the year with that of 1953-54 and to allow the State Govts to claim reimbursement of fifty per cent of expenditure on NCC Camps from the Central Govt from 1957-58 onwards. The debits for the amounts should be raised by the Accountant General of your State against the regional controller of Defence Accounts duly supported by the necessary audit certificate supported by a statement showing details of the Units, periods, places of camp and the actual expenditure incurred by your State Govt on the Camps. 2. In laying down the new procedure, the Govt of India hope that the State Govts will carry out the NCC expansion programme as laid down from time to time. The above procedure will therefore be subject to review if there is any reduction in expenditure on NCC in any State consequent on the expansion not being carried out or otherwise. 3. Debits already raised and adjusted by the Controller of Defence Accounts in respect of NCC Camp Expenditure for the financial years 1957-58 and 1958-59 are not to be readjusted consequent on the issue of this order. In such cases, this order will be given effect from 1959-60 and onwards. Yours faithfully,
Sd/-

(GS TEWARI) Under Secretary to the Govt of India

292

Appendix B to Para 8 / copy / No. 10(3)/65/NCC/Pers(B&F)/3651-C/D(GS-IV) Government of India Ministry of Defence New Delhi, the 24 Nov 67. To The Director General National Cadet Corps New Delhi. Sub:- Reimbursement of 50 per cent NCC Camp Expenditure to the States by the Centre. Sir, I am directed to say that the President is pleased to decide that 80 per cent of the Central Govt share of expenditure on NCC Annual Training Camps, which is shared equally by the Central Govt and the State Govts, in terms of this Ministrys letter No. 1751/59/NCC/Coord(B)/966-US/59/ D(GS-III) dated 7.5.59, may be reimbursed initially by debit against the Central Govt (Defence Services Estimates) subject to post audit and final adjustments. For this purpose, statements of expenditure in respect of each camp with such details as the Accountant General may require should be sent to the Accountant General through the Director NCC/Director of Public Instruction (or any other officer who is authorized in this behalf) soon after the closing of the camp (say within one month) to enable the former to carry out the adjustment without any delay. The balance of the Central Govt share of the expenditure will be reimbursed to the State Govt after the audit of the camp accounts has been completed by the State Accountant General. 2. This measure has been approved in order that the Central Govts share of the camp expenditure for a particular year is booked against the budget grant for that year to the maximum possible extent. This procedure will be jn force for the years 1967-68 and 1968-69 and will be reviewed thereafter. It will not however, apply to arrears of camp accounts which have accumulated upto 31 Mar 1967. 3. Necessary subsidiary instructions will be issued by you. 4. This issues with the concurrence of Min of Fin (Def) vide their U.O.. No. 3872/M/GS of 1967. Yours faithfully Sd/Under Secretary to the Govt of India

293

FORMAT I Appendix C to Para 9 REIMBURSEMENT OF 50% OF CAMP EXPENDITURE BY CENTRAL GOVT TO STATE GOVT
Outstanding balance upto 31 Mar 2004 Centre's share for QE Total Centre's share for the FY 2004-05 (I.e.2+3+4+5) Debits raised for QE Total debit raised during FY 2004-05 (I.e. 7+8+9+10) Cummulative outstanding balance upto 31 Mar 2005 (I.e. 1+6-11)

6/04 2

9/04 3

12/04 3/05 4 5

6/04 7

9/04 8

12/04 3/05 9 10

11

12

Appendix D to Para 9 Chapter-45 FORMAT II (a) Outstanding amount of Centres share of camp expenditure as on 31/03/05 (State-wise). (b) Out of (a), the details of bills with amount (State-wise) sent by NCC Dte to State AG. (c) Out of (b), the amount of debit raised by AG against CDA (State-wise). (d) Out of (c), the amount reimbursed by CDA to the State Govt (Statewise). (e) Likely date by which pending bills will be sent by NCC Dte to State AG

294

Appendix E to Para 10 REIMBURSEMENT OF CAMP EXPENDITURE (FOR J&K AND NER) (a) (b) (c) Details of pending bills (d) Likely date of sending the pending bills to CDA

Amount of Details of bills advance drawn (with amount) as on 31/03/05 sent to CDA

295

ONE TIME GRANT FOR PERMANENT ADVANCE 1. As per Min of Def letter No. 0952/DGNCC/P&F/Fin/Bud/309/A/D(GS-VI) dated 10 Apr 1992, NCC Dtes/Gp HQs/Bns (Appendix A) can draw permanent advance to meet expenses of the following nature:(i) All types of expenses on training and administration. No pay & allowances will be disbursed from this advance. (ii) Advance of TA/DA in emergent and exceptional cases to staff when there is no time to draw it from authority concerned. (iii) 2. Any contingent expenditure.

The amount of permanent advance which can be drawn is as under:(a) (b) (c) (d) NCC Directorate : NCC Gp Hqr NCC Unit : : Rs 5,000/- each Rs 10,000/- each Rs 5,000/- each Rs 2,000/- each

Independent Coy :

3. The amount spent for the permanent advance may be recouped from the Centres Budget and a State Budget, as the case may be.

296

Appendix A to para 1 / copy / 0952/DGNCC/P&F/Fin/Bud/309/A/D(GS-VI) Government of India Ministry of Defence New Delhi, dated 10th April 1992 To, Director General NCC West Block-4, RK Puram New Delhi-110066. Sir, I am directed to convey the sanction of the President to the grant of one time grant of permanent advance to NCC Dtes/Group HQ/Units and Independent Companies as follows:(a) (b) (c) (d) NCC Directorate NCC Gp Hqr NCC Unit Independent Coy : : : : Rs 5,000/- each Rs 10,000/- each Rs 5,000/- each Rs 2,000/- each

2. The amount may be drawn by the Dtes/Gp HQ/Units and Independent Companies from their respective regional controllers of Defence Accounts. The amount may be utilized to meet expenses of the following natures:(i) All types of expenses on training and administration. No pay & allowances will be disbursed from this advance. (ii) Advance of TA/DA in emergent and exceptions cases to staff when there is no time to draw it from authority concerned. (iii) Any contingent expenditure.

3. The amount spent from the permanent advance may be recouped from Centres budget and/or States Budget as the case may be and will not be got recouped from CGDA as per Rule 226 of Regulations for the Unit Allowance of the Army.

297

4. Every officer holding a permanent advance will, on the 1st April of each year, send to the CDA an acknowledgement when relieved of his charge, he will account for the advance to his successor, this fact being recorded on the reverse of I.A.F.Z 2081. 5. The expenditure is debitable to Major Head 2076 (Army), Minor Head 113 (NCC), sub Head F.2 Code Head 1/550/02. 6. The case of disbandment of an Unit, Independent Coy etc, the advance would be refunded to the Central Govt under Major Head 2076, Minfor Head 800, Sub Head E-Code Head : 585/30. 7. This issues in concurrence with Min of Def (Fin) vide their U.O. No. 620/GS/92 dated 01-04-1992. Yours faithfully, -sd(JC Sharma) Under Secretary to the Govt of India Copy to:CGDA, New Delhi Principal Director of Audit, Defence Services, New Delhi Ministry of Def (Fin/GS) DGNCC/P&F/Fin/Budgt 100 Copies Copy signed in ink to:All Regional Controllers of Defence Accounts

298

STANDARD OPERATING PROCEDURE FOR DRAWAL, MANAGEMENT AND AUDIT OF CENTRAL FUNDS FOR NCC ACTIVITIES IN RESPECT OF ADDITIONAL 25000 CADETS IN THE STATES OF J&K AND NER 1. Consequent on the decision taken by the Government of India, Ministry of Defence vide letter No. 7763/NCC HQ/Plg/2497/D(GS-VI) dated 16 Nov 2001 for inter-alia raising of additional 25,000 cadets in J&K and NER States and to meet the entire expenditure on Camp and Training activities for these additional cadets by the Central Govt, following procedure will be followed:(a) The whole expenditure on Camp & Trg activities for these additional cadets will be financed by Min of Defence. The funds will be allotted by Ministry of Defence to DGNCC for further allocation to State NCC Dtes of J&K and NER. The expenditure will be debitable to Major Head 2076Defence Services -Army, Minor Head 113-NCC, sub Head F-Expenditure on Training, Camp Expenditure (Code Head 550/01) and Expenditure on Trekking expedition and other training activities (Code Head 550/02) for the relevant financial year. (b) Training activities will include expenditure on the following:i) Honorarium to ANOs ii) Outfit Allowance iii) Outfit Maintenance Allowance iv) Washing and Polishing Allowance v) Refreshment Allowance vi) Annual Training Grant vii) Amenity Grant ix) Office Expenditure/Misc Expenditure x) POL (c) Camp activity will cover expenditure on:i) Messing Allowance in r/o ANOs ii) Messing Allowance in r/o Cadets iii) Rank Pay (ANOs) iv) TA/DA (ANOs and Cadets) v) POL vi) Lubricant vii) Incidental Allowance Note :Rates of the above mentioned allowances will be as laid down in Govt of India letters issued from time to time on the subject.
299

(d) P&F Dte in HQ NCC will act as the budget estimating authority to provide funds for Camp & Training activities for these additional 25,000 cadets in J&K and NER States. The estimates will be worked out based on the authorized number of cadets undergoing Training and expected number of cadets taking part in various camps as well as number and duration of camps. (e) P&F Dte will issue letters of allotment of funds to the DDsG of NCC Dte J&K and NER. An ink signed copy of such allotments will also be forwarded to concerned Regional CDA. (f) It will be ensured that the funds allocated will be utilized only for Trg & Camp activities of the additional enrolled cadets sanctioned vide Govt letter No. 7763/NCC HQ/Plg/2497/D(GS-VI) dated 16 Nov 2001. (g) The DDsG of J&K and NER will draw advances from regional CDA on quarterly basis on the authority of separate allotment letters issued by P&F Dte as per para (e) above for Camp & Trg by raising a Contingent Bill. The funds will be drawn separately for Training and Camp activities. The Contingent Bill will be accompanied with details of payments to be made under each Sub-head of training and camp, place, date and duration of camps, number of cadets & ANOs attending the camp etc. Separate accounts will be maintained with a public sector bank for facilitating monitoring of expenditure under Trg and Camp heads. (h) DDsG will thereafter allocate funds to the Gp Cdrs/Camp Commandant of respective Camps for incurring expenditure on Trg/Camp activities. For this purpose, Gp Cdrs/Camp Comdt will open an account with a public sector bank and deposit the money therein. (j) Quotations, CST, bills, pay order etc in respect of expenditure on Trg & Camp activities in respect of the additional 25000 cadets will not be merged with the documents relating to expenditure on the other Cadets. Normal purchase procedure outlined in the Financial Regulations and other Central Govt orders will be followed by Gp Cdr/Camp Comdt before incurring expenditure. (k) As far as possible, all transactions will be made through cheques only.

(l) As soon as a camp is over, the Camp Comdt will close the bank account after depositing the unspent amount through MRO, prepare a summary of expenditure under each Sub-head of account i.e., Messing, Incidental, POL, Rank Pay, etc and also indicate the number of cadets & ANOs, who attended the camp, date of their arrival and departure etc and send all the adjustment bills and connected documents, duly audited by the LAO concerned, to NCC Dte for onward submission to the regional CDA. The bills and all connected
300

documents will be sent to regional CsDA by the NCC Dte on a quarterly basis indicating the advance against which the bills are to be settled.` (m) A separate property register will be maintained at the Gp HQ level with a shadow register at the NCC Dte for the stores purchased out of these funds. (n) Unspent funds, if any, will not be carried forward to the next financial year but remitted back to the Central Govt through MRO before 31st March.

301

DELEGATION OF FINANCIAL POWERS 1. The extent of expenditure that may be incurred while exercising the financial powers by the designated financial authorities, has been laid down in the following Govt letters:(a) Letter no. 0106/DGNCC/Pers(B&F)/335/A/D(GS-VI) dated 11 Apr 90 (b) Letter no. 0106/DGNCC/Bud/2435/D(GS-VI)/2001 dated 31 Oct 2001 (c) Letter no. 0106/DGNCC/Bud/2833/D(GS-VI)/2002 dated 26 Nov 2002 2. For the sake of convenience, all the financial powers laid down in the above mentioned Govt letters are as follows :S.N. Items 1. Contingent Exp on nonspecified items DGNCC Recurring : Rs 12,000/- in each case Non Recurring : Rs 60,000/- in each case Rs 5,000/- per annum Full Powers Full Powers Full Powers Rs 20,000/- in each case Full Powers Rs 5,000/- in each case Rs 10,000/- in each case Full Powers Dy DG/Comdt NCC Dte Recurring : Rs 6,000/- in each case Non Recurring : Rs 30,000/- in each case Rs 2,500/- per annum Full Powers Full Powers Full Powers Rs 10,000/- in each case Upto Rs 1000/- in each case. Nil Nil Nil Gp Commanders 2. 3 4 5 6 7 Demurrage/Wharfage Purchase/Repair of Bicycles Reimbursement of conveyance to Govt servants Electric, Gas and Water charges Freight Charges Legal Charges (a) Fee to lawyers, counsels and arbitrators (b) (i) Law suits or prosecution cases (ii) Arbitration cases (iii) Reimbursement of legal exp incurred by Govt servants in cases arising out of official duty Maintenance/Upkeep and repair of motor vehicles. Municipal rates and taxes Petty works & repairs -

Full Powers

Rs 10,000/- in each case Full Powers Rs 5,000/- in each

9 10

Full Powers Rs 10,000/- in each

Rs.1000/- in each case OC Rs.500/in each case Full powers 302

11

12

(for Govts building only) Post and telegraph charges (issue of letters, telegrams & commission on money orders) Printing & Binding Through DMR&F/Govt of India Press Local Printing & Binding Local purchase of rubber stamp & office seals Telephone charges Rental/repairs/shifting

case Full Powers

case Full Powers

Full Powers Rs 20,000/- in each case Full Powers Full Powers Rs 5,000/- in each case Rs 5,000/- per annum Rs 3,000/- (& Rs 5,000/- for STD) p.a per telephone subject to a maximum of Rs 20,000/- for the whole office. Rs 4,000/- in one occasion subject to maximum of Rs 30,000 per annum. Upto Rs 4,000/- for losses due to theft, fraud or negligence. Rs 20,000/- in other cases. Rs 20,000/- in each case Rs 40,000/- per annum Upto Rs 20,000/- in each case of approved trg eqpt. -

13 14

15

Local Purchase of Stationery stores Power to write-off irrecoverable losses of stores

Full Powers

16

Upto Rs 10,000/- for losses due to theft, fraud or negligence. Rs 40,000/- in other cases. Rs 1,00,000/- in each case Full Powers Full Powers in r/o all approved Trg Eqpts and stores. Rs 50,000/- per eqpt for trials in r/o unapproved items.

17

Local Purchase Uniform stores Refitting/repairs of used uniforms Local Purchase of Trg Eqpts & Stores other than uniforms (The purchase is to be made for meeting the minimum urgent requirement and not for stock purposes. The purchase is to be restricted to such items which are authorised in the NCC or intended to be introduced) Local repair of trg eqpt including refitting and painting. Issue of stores on loan

Rs.10,000/- in each case Rs.20,0000/per annum Upto Rs.10,000/- in each case

18

Full Powers For two years

Upto Rs 1,000/- in each case. For two years (Book

19

303

within NCC from one Estt to another Estt. 20 21 Fumigation/delousing of stores Hiring of civil transport For conveyance of cdts during camps/ courses/ fire ranges/ceremonial parades/ relief operations of natural calamities/ accidents. For conveyance of officers and PI Staff during confs and ceremonial parades Publicity

irrespective of the value of stores -

value of the stores not to exceed Rs 3,000/- within the Dte. Rs 1,000/- in each case Rs 6,000/- per occasion subject to a maximum of Rs 60,000/- per annum.

Full Powers

Rs.1000/- per occasion subject to a maximum of Rs.10,000/per annum. -

Full Powers

22

23. Local purchase of Computers/Computer Systems, Spares, Stationery and Maintenance of Computers, Peripherals & Ancillary Equipments and Upgradation of Computers (Letter No. 0106/DGNCC/Bud/2833/ D(GS-VI)/2002 dated 26 Nov 2002)

Full Powers (Cases involving more than Rs 30,000/- on any single item be referred to Min of Def/Fin for concurrence). Recurring : Rs 12,000/- in each case Non Recurring : Rs 60,000/- in each case

Rs 2,000/- per occasion subject to a maximum of Rs 20,000/- per annum. Upto Rs 10,000/- per annum

Recurring : Rs 6000/in each case Non Recurring : Rs 30,000/- in each case

304

Competent financial authority 3. DDG (P&F) exercises the financial powers in respect of expenditure under Misc (OCG), CHT and IT (LP) heads of account as well as for expenditure on stores for trekking expeditions on behalf of Director General NCC.

305

STANDARDS OF FINANCIAL PROPRIETY 1. Every authority incurring or sanctioning expenditure from public fund should be guided by high standards of financial propriety. Every office is expected to enforce financial orders and strict economy at every step and should ensure that all relevant financial rules and regulations are observed by his own office and by subordinate officers. Among the principles on which emphasis is generally laid are the following:(a) Exercise same vigilance in respect of expenditure out of public money as a person of ordinary produce would exercise in respect of expenditure out of his own money. (b) Expenditure should not be prima facie more than the occasion demands. (c) No authority should exercise its powers which will directly or indirectly be to its own advantage. (d) Expenditure should not be incurred for the benefit of a particular person or a section of people. (e) The amount of allowances granted to meet expenditure should be so regulated that the allowances are not a source of profit. (f) The responsibility and accountability of the authority delegated with financial powers is total and indivisible. (g) Wherever called for, the concerned authority must place on record in precise forms, the considerations which weighed with it while taking the procurement decisions.

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PURCHASE PROCEDURE (Rules 137 to 154 of General Financial Rules-2005) 1. Fundamental principles of public buying

Every authority delegated with the financial powers of procuring goods in public interest, shall have the responsibility and accountability to bring efficiency, economy, transparency in matters relating to procurement and for fair and equitable treatment of suppliers and promotion of competition in public procurement. 2. Procurement yardsticks a) Specifications in terms of quality, type etc as also quantity of goods to be procured, should be clearly spelt out keeping in view the specific needs of the procuring organisation. The specifications so worked out should meet the basic needs of the Organisation without including superfluous and non-essential features, which may result in un-unwarranted expenditure. Care should also be taken to avoid purchasing quantities in excess of requirement to avoid inventory carrying costs, b) Offers should be invited following a fair, transparent and reasonable procedure, c) The procuring authority should be satisfied that the selected offer adequately meets the requirement in all respects, d) The procuring authority should satisfy itself that the price of selected offer is reasonable and consistent with the quality required, e) The procuring agency must place on record, the considerations which weighed with it while taking the procurement decisions 3. Rate contract Central Purchase Organisation, i.e, DGS&D, will conclude rate contracts with registered suppliers for goods and items of standard types, which are identified as common user items and are needed on recurring basis by Central Govt Ministries or Departments. Central Purchase Organisation will maintain item wise list of eligible and capable suppliers, to be known as Registered Suppliers The Ministries or Departments will follow those rate contracts to the maximum extent possible.
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4.

Registration of suppliers a) Central Purchase Organisation will maintain item wise list of eligible and capable suppliers, to be known as Registered Suppliers. All Ministries will utilize the list of Registered Suppliers as and when necessary. Such suppliers are prima facie eligible for consideration for procurement through Limited Tender Enquiry. They are ordinarily exempted from furnishing bid security alongwith their bids. b) The Deptt may also register suppliers of goods which are specifically required by that Deptt. c) Credentials, manufacturing capabilities, quality control, past performance, after sales service, financial background etc of the suppliers should be carefully verified before registration. d) The suppliers will be registered for a fixed period (Between 1 to 3 years) depending upon the nature of goods. At the end of this period, the registered suppliers willing to continue with the registration are to apply afresh for renewal of registration. New suppliers may also be considered for registration at any time provided they fulfill all the required conditions.

5.

Reserved items

The Central Govt Ministries/Deptts are to make purchases of all items of handspun and hand-woven textiles (Khadi goods) from Khadi Village Industries Commission (KVIC) and/or the notified handloom units of Association of Corporations and Apex Societies of Handlooms (ACASH). 6. Purchase of goods without quotation Purchase of goods upto Rs 15,000/- on each occasion may be made without inviting quotations or bids on the basis of a certificate to be recorded by the competent authority in the following format :I, _______________, am personally satisfied that the goods purchased are of requisite quality and specification and have been purchased from a reliable supplier at a reasonable price. 7. Purchase of goods by Purchase Committee

Purchase of goods costing above Rs 15,000/- and upto Rs 1 lakh on each occasion may be made on the recommendations of duly constituted Local Purchase
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Committee consisting of three members of an appropriate level as decided by the Head of Deptt. The Committee will survey the market to ascertain the reasonableness of rate, quality and specifications and identify the appropriate supplier. Before recommending placement of the purchase order, the members of the Committee will jointly record a certificate as under :Certified that we,__________________, members of the Purchase Committee, are jointly and individually satisfied that the goods recommended for purchase are of the requisite specification and quality, priced at prevailing market rate and the supplier recommended is reliable and competent to supply the goods in question. 8. Purchase of goods directly under rate contract

In case goods are procured directly from the suppliers at the rates contracted by the Central Purchase Organisations, i.e., DGS&D, the prices to be paid for such goods shall not exceed those stipulated in the rate contract and the other salient terms and conditions of the purchase should be in line with those specified in the rate contract. The Deptt will make its own arrangements for inspection of such goods wherever required. 9. Tender Enquiry (Purchase of goods by obtaining bids)

Except in cases covered by paragraphs 6, 7 and 8 above, procurement of goods will be made by obtaining the bids as under :a) Advertised Tender Enquiry b) Limited Tender Enquiry c) Single Tender Enquiry 10. Advertised Tender Enquiry a) Invitation to tenders by advertisement should be used for procurement of goods of estimated value of Rs 25 lakhs and above. Advertisement in such cases should be given at least in one national daily newspaper having wide circulation and in the India Trade Journal published by Director General of Commercial Intelligence and Statistics, Kolkata. b) An organization having its own Website will also publish the advertised tender enquiries and complete bidding documents on the website. c) If a bidding document is priced, and the same is downloaded by a bidder, there will be clear instructions in the Website for the bidder to pay the amount by Demand Draft along with the bid.
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d) Ordinarily, the minimum time to be allowed for submission of bids should be three weeks from the date of publication of tender notice or availability of bidding documents for sale, whichever is later. 11. Limited Tender Enquiry a) This method will be adopted when estimated value of goods to be purchased is upto Rs 25 lakhs. Copies of bidding documents will be sent directly by speed post/registered post/courier/e-mail to firms which are borne on the list of Registered Suppliers as referred to in para 4 above. b) The number of suppliers in the Limited Tender Enquiry should be more than three. c) Web-based publicity should also be given. d) Sufficient time should be allowed for submission of bids. 12. Two Bids System

For purchasing high value plants, machines etc, of a complex and technical nature, bids may be obtained in two parts as under :a) Technical Bid consisting of all technical details, and b) Financial bid indicating item-wise price for items mentioned in the Technical Bid. 13. Single Tender Enquiry

Procurement from a single source will be resorted to if it is in the knowledge of the user Deptt that only a particular firm is manufacturing the required goods. A certificate in the following format will be provided by the Deptt before procuring goods from a single source :CERTIFICATE a) The indented goods are manufactured by M/s______________. b) No other make or model is acceptable for the following reasons :_____________________________________________________
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c) Concurrence of the finance wing vide__________________________.

to

the

proposal

obtained

d) Approval of the competent authority obtained vide______. A certificate should also be obtained from manufacturing firm that no other organization/agency has supplied the item at a rate lower than what has been offered now. 14. Tender opening procedure :a) Tenders will be opened at the appointed time and date by a duly constituted Board of Officers (BOO) in the presence of the representatives of the firms. Signatures of the representatives of the firms who attended the opening process, will be obtained on an attendance sheet. b) All the quotations (Each page thereof) will be signed by the BOO. Tenders will be serially marked also showing the number of tenders received (i.e., if 5 tenders have been received, the same will be marked as 1/5, 2/5 ) c) Any change/cutting in the tender will be encircled and signed by the BOO. d) The rates indicated in each tender will be announced to the representatives of the firms. e) Comparative statement, indicating the rates (in words as well as figures) of all the firms will be prepared, signed by the members of BOO and submitted to the competent financial authority alongwith the tenders for obtaining expenditure sanction 15. Important notes : (a) Before placing the supply order for procurement, price negotiation should be made with the lowest (L-1) tenderer (b) If it is decided by the competent financial authority (CFA) that a tenderer other than the lowest one be awarded the order, prior consultation with CDA will be made and detailed justification recorded by the CFA in file. (c) It must be ensured that tenders other than the lowest one are not accepted as a matter of routine. There must be strong, clear and cogent reasons for accepting tender other than the lowest one and it must stand the scrutiny by audit authorities.
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(d) Purchase orders should never be split up to avoid the necessity of obtaining the sanction of higher authority required with reference to the total amount of orders 16. Receipt of stores:(a) All stores, received from the firm will be inspected by a BOO, whose members will be different from those who were associated with the tender opening process. (b) The stores will be inspected with reference to the specifications indicated in the letter inviting tenders, supply order and challan/bill received along with the stores. (c) BOO will certify that the stores received are in conformity with the specifications. (d) In case where order for procurement has been issued with reference to a sample, the BOO will issue inspection report with reference to the sample. (e) All stores received will be measured/counted/weighed and taken on charge. (f) All Dtes/OTAs are required to follow the purchase procedure as explained in above paragraphs. In case the value of item to be procured exceeds the ceiling limit, a statement of case along with all the requisite documents like quotations, comparative statement etc are sent to P&F Dte or Lgs Dte, as the case may be, for obtaining sanction. If the amount involved is above the financial ceiling limit of DG, the case will be referred to MoD for obtaining sanction of Def(Fin).

17.

Procedure for sending proposal to HQ NCC/P&F Dte :-

Each proposal for incurring expenditure out of funds under the code heads OCG (Misc), IT (Local purchase), hiring of civil transport, and purchase/repair of stores for trekking expeditions, which require the sanction of DDG (P&F) at HQ NCC or Ministry of Defence, must be accompanied with the following :a) Letter/newspaper cuttings inviting quotations,
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b) Quotations, duly signed by all members of Board of Officers, c) Comparative statement, duly signed by all the members of Board of Officers and countersigned by Dy DG of State NCC Directorate/Comdt of OTA, d) Requisite certificate, whichever is applicable, as per the format indicated in the above paragraphs e) Statement of case giving out necessity and justification for the proposed expenditure.

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HIRING OF CIVIL TRANSPORT 1. Financial powers for hiring of civil transport will be excercised as per provisions contained in Govt letter No 0106/DGNCC/BUD/2435/D(GS-VI)/2001 dated 31 Oct 2001 subject to the following conditions:a) Civil transport can be hired only for conveyance of cadets during camps, courses, visit to firing ranges, ceremonial parades. Relief operations of natural calamities, accidents etc b) Civil transport can be hired only for conveyance of officers during conferences and ceremonial parades, c) Wherever possible, the vehicles will be hired from State Transport Corporation or from Tourism Corporation when service transport is not available, d) Civil transport will be hired during conferences when Govt transport is not available, e) These powers will not be used for hiring of civil transport for carrying out routine official duties, f) The financial powers are not to be exercised for routine official duties. 2. While forwarding requests for allotments of funds for hiring of civil transport, the conditions laid down in Govt letter dated 31 Oct 2001 will be adhered to. 3. Civil transport will be hired from private agencies only after certifying that service vehicles are not available and obtaining Non Availability Certificate from State Transport Corporation or from Tourism Corporations.

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PURCHASE OF COMPUTERS, COMPUTER STATIONERY, PERIPHERALS AND MAINTENANCE OF COMPUTERS 1. With the introduction of a new Sub Head viz Information Technology, different Code Heads have been designated for Hardware, Software, maintenance, computer stationery and peripherals and training. Expenditure on all the items can be incurred under the relevant code heads after following the laid down normal purchase procedure as already indicated above. 2. P&F Directorate in NCC HQ deals with expenditure under IT head (Local Purchase). DDG (P&F) and in the absence of DDG (P&F), Dir (Fin) is responsible for overall control of this head. Accordingly, NCC Dtes/OTAs are to forward their requirements by 31 Mar to P&F Dte for allotments of funds. The allocations of funds are made only after receipt of the projections from all Dtes/OTAs under different heads viz: Purchase of computer, maintenance of computer and computer stationery. 3. While incurring expenditure under this head, it will have to be kept in view that the competent authority to sanction the expenditure is DDG (P&F) or DDG of State NCC Dte, depending upon the monetary ceiling laid down under Govt of India, Ministry of Defence letter No.0106/DG NCC/BUD/2833/D(GS0IV)/2002 dated 26 Nov 2002. 4. Since the computers have also been issued by Lgs Dte of this HQ to Gp HQ and Units, the following procedures will be adopted : (a) Gp Commanders will project their requirement to DDG, NCC Dte alongwith detailed justification for procurement. (b) Gp Cdr will also forward all the requisite documents, i.e. quotations from authorised/reputed dealers and comparative statement, that are necessary for DDG to examine and accord sanction for such purchase. (c) After the sanction is accorded, further action for purchase will be taken up by Gp Cdr as per the procedure. (d) After the item has been procured, the bills with other connected documents, duly verified by the Gp Cdr himself, will be sent to DDG, NCC Dte who will send the same to CDA concerned for making payment to the firm.

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(e) Attested photocopies of all the documents involving purchase procedure will be held with Gp Cdrs and NCC Dte for scrutiny whenever required by the audit team. (f) In case the amount of expenditure exceeds the financial powers of DDsG as laid down in Govt letter dated 26 Nov 2002, the case will be sent to P&F Dte for obtaining sanction. Laptop computer 5. As per Ministry of Finance, Deptt of Expenditure letter No. 1(29)/E. II (A)/2000 dated 19 Apr 2004, Lap Top computer is not authorized to any officer below the rank of Joint Secretary. The powers to sanction Lap Top computer in other cases is vested with Secretary, Ministry of Defence.

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SOP FOR MAINTENANCE AND OPERATION OF DGNCC PUBLIC FUND ACCOUNT

Introduction 1. DGNCC public fund is a separate account opened in Syndicate Bank RK Puram, Branch, New Delhi which caters for all advances drawn from the Government on specific Government sanctions which are obtained by Internal Dtes. Category of Fund 2. All the amounts which are received by various sections and Dtes of this Dte Gen under Govt sanction e.g. YEP, Trekking, Sports tournaments etc. which is covered under the definition of Public Fund Account, will be deposited in the DGNCC Public Fund Account. In all the proposals submitted to the Govt involving expenditure of public fund for sanction, the following sentence will be added in the draft sanction itself:Sanctioned amount will be deposited in the DGNCC Public Fund Account and the same will be drawn by an officer duly authorized by the DGNCC on as and when required basis. Maintenance 3. The DGNCC Public Fund Account will be maintained by a dealing hand of Finance Dte (Funds Section) of P&F Dte authorized by Dy DG (P&F). The cashbook will be maintained as per instructions issued by the Govt.. Cheques will be issued under the signature of any two of the following officers:(a) (b) (c) Deposits 4. The cheque/Demand Draft / cash received by the sections/ Dtes of this Dte Gen will be forwarded to the Accounts Officer, Funds-I Section of P&F Dte, alongwith details as per format at Appendix A for depositing the same in the DGNCC Public Fund Account. Withdrawal
317

DDG (P&F) Dir (Finance) Accounts Officer (Funds-I)

5. Whenever any amount is proposed to be withdrawn from DGNCC Public Fund, the concerned officer should sent the case to P&F Dte wlongwith a Pay Order, duly countersigned by DDG concerned. 6. All withdrawals upto Rs 1 lakh shall be approved by the Dy DG (P&F). All withdrawals above Rs 1 lakh but upto Rs 3 lakh shall be approved by the ADG concerned. All withdrawals exceeding Rs 3 lakh shall be submitted to the DG for approval. Closing of Accounts 7. As and when event/item (for which the Govt sanction is obtained), is completed/purchased, it is the responsibility of the concerned section / Dte to remit the balance amount to the Govt through MRO. The amount should not be left for more than three months in the public fund account after the item is purchased /event is over. Audit of Accounts 8. Before the adjustment bills are forwarded to the CDA for settlement of accounts in respect of the advance drawn from CDA through Public Fund, it shall be audited by a Quarterly Audit Board to be constituted by coord section of P&C Dte of this Dte Gen. The Accounts Officer from P&F Dte, who does not deal with DGNCC Public Fund Audit Board shall be one of the members of the Quarterly Audit Board. 9. The audit reports in respect of Regimental Audit Board and Quarterly Audit Board shall be submitted by the Board to the DG through Dy DG (P&F)/ ADG(A). Checking and audit of accounts 10. In order to guard against frauds and malpractices in cash accounts, it is utmost necessary that the checking and audit of accounts is carried out meticulously by all the authorities concerned. It is considered that the malpractices in cash accounts can be avoided by ensuring the following : a) b) c) d) e) f) Closing of accounts on monthly basis Preparation of assets & liabilities with all its details. Preparation of bank reconciliation statements. Checking and authentication of accounts by Accounts Officer. Submission of accounts to higher authorities for perusal and countersignature. Quarterly Audit of accounts which are not subject to audit by CDA are being done by Board of Officers. It has been seen in most of the cases that members of the Board do not check the accounts thoroughly and sign the proceedings taking the accounts as correct. The Board should obtain the
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monthly Bank Statement from the Bank independently and then proceed to audit the accounts. g) Surprise check of cash. h) Maintenance of stores/stock ledgers and Registers and daily updation. i) Monitoring and early settlement of pending audit objections. SOP for maintenance of public fund account by State NCC Directorates and Officers Training Academies (OTAs). 11 Dy Directors General/Commandants of State NCC Dtes/OTAs will adopt above SOP on maintenance of their public fund accounts, with necessary changes wherever required. The SOP will be checked during the inspection of public and non public funds by the team from P&F Directorate.

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Appendix A to para 4 PROFORMA FOR FORWARDING CHEQUES /DEMAND DRAFTS /CASH FOR DEPOSITING IN THE DGNCC PUBLIC FUND ACCOUNT 1 Name of Dte/section amount the officer or : depositing the

2 Source from which the amount : has been received 3 Purpose for receipt of the : amount (e.g. Govt sanction letter no. and date) (Copy enclosed) 4 Whether authority for receipt of : __________________________ the amount is enclosed or not 5 Mode of Deposit (cash/cheque/demand draft) : ___________________________

6 In the case of cheque/demand : draft, the details of the bank, cheque/demand draft no., date etc. 7 Amount deposited :

8 Likely period of deposit in the : public fund account 9 Whether the amount will be : required in lump sum or in installments. (Signature) Name Office

Date :-

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REPUBLIC DAY CAMP 1. Duties Of P&F Directorate a) Arrange funds for RD Camp from Ministry of Defence and State Govts/UTAs b) Operate and maintain funds received from Ministry of Defence and State Govts/UTAs c) Process proposals received from camp appointments and HQ NCC Directorates for incurring expenditure and obtain admin approval of the competent financial authorities d) Maintain record of daily expenditure, including that of Special Messing and State Messing e) Calculate average daily messing on the basis of consumption reports from cook houses f) Release cheques to vendors/contractors after obtaining the sanction of competent authority g) Audit of camp accounts h) Detail civilian staff for RD Camp and RD Cell duties i) Detail GCIs for Camp duties j) Arrange issue of typewriters/computers for RD Camp k) Arrange passes for officers and cadets including foreign cadets for RD Parade and Beating of Retreat l) Provision of temporary telephones in camp and Parade Ground m) Procurement of stationery for RD Camp n) Provision of flower pots from Horticulture Deptt, CPWD o) Preparation of Girls and Boys Information Rooms p) Provision of TV for Boys and Girls Information Room q) Arrange opening of extension counters of Bank and Post Office r) Installation and management of PCOs s) Establishment and management of Shopping Complex and HQ NCC Wet Canteen t) Establishment and management of Photo Cell u) Preparation of menu and arrangement of refreshment during visits of VIPs/Press etc and during Horse Show v) Issue of move sanction of civilians and GCIs, detailed for RD duties. Financial Management of RD Camp 2. Estimates :- P&F Directorate will issue circular to all internal Directorates of HQ NCC for projection of estimates of expenditure on items/events dealt with by the Directorates.
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3. Internal Directorates will ensure that projections made by them are realistic and supported with facts and data giving item wise details of expenditure during previous RD Camp. 4. Based on these estimates, P&F Directorate will submit consolidated proposal to Ministry of Defence for obtaining sanction. 5. Remittance of funds by State NCC Directorates :- Dy Directors General of State NCC Directorates will arrange for remittance of funds from the State Govts/UTAs to P&F Directorate for :a) b) Messing of cadets and ANOs at the current rate of Rs. 40/- per cadet per day and Rs 45/- per ANO per day for the entire duration of their stay in RD Camp, and Incidental expenses at the current rate of Rs 8/- per cadet per day for the entire duration of the RD Camp.

6. State NCC Directorates are required to send bank draft for full amount in favour of DG NCC State Fund. The bank draft alongwith following details will be sent under registered cover to DDG (P&F), HQ NCC, West Block IV, RK Puram, New Delhi-110066 :a) No. of cadets attending RD Camp b) No. of ANOs attending RD Camp c) Period of stay of cadets and ANOs in RD Camp as well as dates of arrival and departure d) Headwise details of funds (i.e. Messing and Incidental) sent through bank draft 7. Discrepancy in remittance of money shall be settled by the Contingent Commander accompanying the cadets and shortfall, if any, shall be deposited in cash with P&F Directorate by the Contingent Commander. Opening of a bank account 8. P&F Directorate will open a current account with a nationalized bank and deposit the bank drafts received from NCC Directorates. P&F Directorate will also maintain a separate account for the funds sanctioned by Central Govt for RD Camp.

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Maintenance of accounts :9. DDG (P&F) is responsible for the proper custody of cash, cheques and for proper maintenance of camp accounts. All documents required for efficient functioning of the camp and for audit, will be maintained under the supervision of DDG (P&F). (Chapter II, page 216, Para 139 of Standing Instructions for Republic day Camp, i.e., Red Book (Vol-I). 10. P&F Directorate will keep separate account of funds for messing and incidental expenses. Financial powers and channel of submission of proposals for incurring expenditure :11. As per instructions contained in para 11 to 13, page 265 of Red Book VolI, financial powers of competent authority in HQ NCC are : (i) (ii) (iii) (iv) (v) DG ADG (A)/(B) DDG (P&F) DDG (Lgs) Camp Comdt Full powers Rs.2 lacs per transaction Rs.50,000/- per transaction Rs.50,000/- per transaction for dry rations only Rs 1000/- per transaction subject to maximum of Rs 10,000/- during the entire camp to meet day today emergent needs.

12. As per para 13 (page 266) of Red Book, every proposal for incurring expenditure is to be sent to Dir (Fin) who would submit the file to Competent Financial Authority for obtaining sanction, if the proposal needs to be reconsidered by the initiating section /Dte, the file will be returned after showing it to DDG (P&F). 13. Cash in hand :- An amount not exceeding Rs 10,000/- will be kept in cash by Accounts Officer of P&F Directorate during the camp to meet any unforeseen eventuality and petty/urgent payments. Dir (Fin) will carry out inspection of cash in hand at least once in a week. 14. Local Purchase of stores :- As per Chapter II, page 202, Para 86 of Red Book, any stores purchased locally will require prior sanction of DDG (P&F)/ADG/DG as the case may be. As such, all proposals for purchase of stores will be submitted to Dir (Fin) for obtaining prior approval of the competent authority

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15. Submission of bills :- All bills will be sent to P&F Directorate along-with Pay Order and other connected documents for obtaining the sanction of the competent financial authority and issue of cheque in favour of the vendor/contractor. 16. Disposal of unconsumed ration :- Unconsumed ration will be minimal if indents are realistically prepared. However, on termination of camp, a Board of Officers will assemble to ascertain the balance of unconsumed ration. The balance ration will be returned to the contractor, as per the conditions already laid down in the contract. If any ration is still left to be disposed off, the same will be sold to the Camp Cook House and subsequently to other persons. The money received will be refunded to P&F Directorate for remittance to the Government account. 17. Submission of documents after RD Camp:- All documents pertaining to purchase of stores, messing and incidental expenditure whether out of Central or State funds will be handed over to P&F Directorate for submission to PCDA (HQ)/getting the audit done by Director of Audit, State Govt of Delhi. 18. Unspent amount :- Unspent amount will be sent to State NCC Directorates through Bank Drafts along with requisite report on the prescribed proforma. Standard operating procedure for making purchases/ execution of contracts :19. The following points are to be kept in view while making purchases to avoid audit observations from CDA :(a) All files pertaining to contracts, are to be sent to P&F Dte for vetting from the audit angle. (b) Before going for purchase of stores/ obtaining services, prior Adm approval of DDG(P&F) should be obtained. (c) A certificate from OIC RD Stores and the effect that the item is not available in RD Stores, may be placed in file before forwarding the proposal to DDG(P&F) for obtaining Adm approval. (d) Procurement procedure as indicated in Chapter-50 will be followed for all purchases. (e) The local Suppliers/Contractors to produce the following documents along with their quotations:i) ii) Copy of latest Income Tax Return Sales Tax certificate and TIN certificate
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(f) The Comparative Statement may be signed by all the members of Board of Officers nominated for the purpose and countersigned by the Camp Comdt or the concerned DDG. Following certificates may also be given by the Local Purchase Committee. (i) For purchase of goods upto Rs 15,000/- on each occasion.

I ________________________ personally satisfied that these goods purchased are of requisite quality and specifications and have been purchased from a reliable supplier at a reasonable price. (ii) For purchase of goods costing above Rs 15,000/- and upto Rs 1 lakh

Certified that we, _______________________ members of purchase committee, are jointly and individually satisfied that the goods recommended for purchase are of the requisite specifications and quality, priced at the prevailing market rates and the supplier recommended is reliable and competent to supply the goods in question. Note :- For purchase of goods valuing more than Rs 1 lakh, tender enqiry system indicated in Chapter will be followed. (g) The nature of item and the quantity should be shown in the CST.

(h) After procurement, the bills submitted by the supplier/contractor may be examined with reference to the following: i. Cash Memo/Bill is on the prescribed format, having its Sl No, date and name of the purchaser i.e. NCC RD Camp-200_ etc. ii. Nomenclature of the items should be clearly shown in the cash memo/Bill. iii. Total amount of the items as per its Quantity and Rate is indicated in the Cash Memo/Bill. iv. VAT is indicated at the end of the Cash Memo and is subsequently included in the total amount. v. Calculation of the amount charged is correct (j) Following documents in original be sent to P&F Dte for releasing payment: (i) Letter inviting quotations (ii) Quotations (duly signed by BOO) (iii) CST (duly signed by BOO & countersigned by Camp Comdt or concerned DDG) (iv) Supply order (v) Bill, duly verified by the Indenting Officer.
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(vi)

Pay Order, duly signed by Indenting Officer & Countersigned by Camp Comdt or concerned DDG (vii) Adm approval of DDG(P&F) for purchases/obtaining services. (viii) CRV of the received items.

(k) Documents mentioned in above para are to be submitted in two sets i.e., one original & one photocopy. (l) All the documents be sent to P&F Dte within 4 days of receipt of the bill. (m) All the user officers should get the bills and related documents verified by P&F Dte on or before the closure of the RD Camp. (n) Check list (Appendix B) to be be placed in the file, duly signed by the Indenting Officer. 20. Clearance Certificate:- After the conclusion of camp and before the departure from the camp, the Contingent Commanders and Camp Appointments will obtain clearance from all concerned placed at Appendix C

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Appendix A to Para 19(j) PAY ORDER FOR EXPENDITURE INCURRED AT NCC REPUBLIC DAY CAMP 200-- OUT OF CENTRAL FUND / INCIDENTAL ALLOWANCE (CONTINGENT EXPENDITURE)
PART I 1. Amount of advance required / expenditure to be met 2. Details of Stores to be purchased / job to be done 3. If non-expendable, whether the item is available in RDC Store. If yes, what is its condition 4. Purpose and necessity of effecting purchase 5. Source of proposed purchase ASC, Kendriya Bhandar, DMS, Mother Dairy, Local Mkt/ Contractor 6. Whether purchase is being done through Purchase Committee. If not, give reasons 7. In case of non-expendable stores, indicate why it cannot be hired 8. Signature of Indenting Officer 9. Signature of Camp Comdt/DDG 10. Signature of OIC Stores _____________________________________________________________________ PART II _________________ __________________ __________________ Yes/No __________________ ___________________ ___________________ ____________________ ____________________ _____________________ _____________________

Allocation made for the service

Amount so far expended during the Camp for the above item/service Amount now required as per Part I Total exp. / advance drawn Availability of funds

___________________
______________________ ______________________ ______________________ Yes/No

Sr Accounts Officer

Countersigned

Dir (Fin) / Dy Dir (Fin) 327

PART III Sanctioned / Not sanctioned Certified that the above expenditure is considered inescapable and essential for efficient running of the camp

Date;

( ) Dy Dir Gen (P&F) ________________________________________________________________________ PART IV Recommended / Not recommended Sanctioned / Not sanctioned Dated :PART V Sanctioned / Not sanctioned Dated :PART VI Paid from NCC RDC Funds-200. Incidental Allowance, a sum of Rs ____________________ (Rupees________________________________ _______________________) by cash/cheque No _______________ dated ________________drawn on_________________ to _______________________ on account of ________________________________ . Date :Sr Accts Officer PART VII Received a sum of Rs ____________________ as mentioned in Part VI above. Signature: Name: Designation Address PART VIII Decision taken vide Note ________________________. No ________ dated __________ on file No Dir Gen NCC Addl Dir Gen (A)

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Appendix B to Para 19(n) Check List (All documents in original must be placed in file. Photocopies of all the documents be also furnished.) 1 2 3 4 5 6 7 8 Whether Adm approval obtained? Letter inviting quotations Quotations received Whether members of BOO signed the Yes/No Quotations Whether members of BOO signed the Yes/No Comparative Statement? Whether Camp Comdt/DDG Yes/No Countersigned the Comparative Statement Letter for supply of stores Yes/No Encl ------Encl ------Encl -------

Encl--------

Encl------Encl------Encl------Encl-----Encl-------

Whether Bill verified by the User Yes/No Officer? 9 Whether Revenue Stamp affixed on Yes/No Bill 10 Whether CRV prepared Yes/No 11 Whether CIV prepared and stores Yes/No taken on charge by OC Camp

Date :-

Signature of the Indenting Officer

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Appendix C to Para 20 CLEARANCE CERTIFICATE Certified that all stores held on charge of ___________________________, Unit/Directorate_____________________ , have been returned and all discrepancies settled / The unsettled discrepancies alongwith their cost is given in the reverse. Name in full i. Incharge Furniture ii. Incharge Tentage iii.Incharge Ord Stores iv. Incharge ration v. Incharge Electricity vi. Incharge RD Stores vii. Incharge Water Sup vii JCO QM Clothing ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ Signature ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ( ) Lt Col Quartermaster ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________

i. OIC CSD Canteen ____________________ ii. OIC Wet Canteen ____________________ iii. MTO ____________________ iv. Officers Mess ____________________ v. Accounts Officer, P&F____________________ vi. Camp Sub Maj ____________________ vii Camp Sub Adj ____________________ viii Camp Hav Maj ____________________ ix JCO/NCO Mess ____________________ x. Secy RD Cell ____________________ xi. OIC Ushering ____________________ xii. CMO ____________________ xii. CTO ____________________ xii. Adj ____________________

Countersignature by Camp Commandant

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REGIMENTAL FUND General 1. All cases pertaining to formulation of policy on Regimental Fund are handled by P&F Dte. 2. Regimental Funds of NCC are welfare funds of the NCC Organisation which are raised through contribution by serving personnel, civilian staff, cadets and canteen profits. These funds are not financed from public funds. The mixing of public and non-public funds is prohibited. These funds are used for various welfare activities for which either no fund is allotted by the Govt or a very meager amount is provided. 3. General instructions on maintenance of Regt Fund in NCC have been issued vide SNCCO/1/S/75. These instructions have undergone various changes over a period of time. The changes have been incorporated in the succeeding paragraphs for guidance. 4. NCC Regimental Fund account is maintained by the following :(b) (c) (d) (e) 5. Director General NCC State NCC Directorates NCC Gp HQs NCC Units

Source of receipt a) CSD profits b) Annual subscription (at following rates):(i) Brig / eqvt & above (ii) Col / Lt Col & eqvt (iii) Major/Capt & NCC officers (iv) JCO/OR and eqvt (v) ANOs (vi) Cadets - Rs 40 - Rs 30 - Rs 25 - Rs 20 - Rs 20 - Rs 4

6. Civilian officers & staff in HQ NCC & NCC Dtes are to contribute at the rates applicable to their counterparts in services. 7. Distribution of subscription
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a) DTE GEN NCC b) NCC DTE c) GP HQ d) UNIT

30 % 15 % 15 % 40 %

8. Financial powers to incur expenditure from Regt Fund in NCC Dtes, OTAs, Gp HQ & Units Durable item UNIT CDR Rs 15,000/- per transaction or 35% of annual income whichever is less Rs 45,000/- per transaction or 35% of annual income whichever is less Expendable item Rs 9,000/- per transaction or 35% of annual income whichever is less Rs 30,000/- per transaction or 35% of annual income whichever is less Annual ceiling Rs 60,000/- or 70% of annual income whichever is less Rs 1,20,000/- or 70% of annual income whichever is less

GP CDR

DIR Dy DG

Rs 10,000/- per item* Rs 60,000/- per item whether durable or expendable*,

*Ceiling limit of both the Dir & DDG put together is

Rs 3,50,000/Note :In the event of a Unit Commander/Gp Cdr having exercised the financial powers upto the financial limits, next higher authority can sanction additional expenditure but upto 70% of the annual income of the concerned Unit/Gp HQ.

9.

Financial powers in HQ NCC a) DIR (MS) b) DDG (MS) Rs 1,000/- per transaction subject to Rs 60,000/ Rs 10,000/- per transaction subject to annual ceiling of
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annual ceiling of

Rs 2,00,000/c) ADG (B) d) DG Rs 40,000/- per transaction subject to annual limit of Rs 6,00,000/ Full powers.

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NCC UNIT RUN CANTEENS Procedure to open a new URC:1. For opening a new URC at Dte/Gp/Unit level, prior approval of HQ NCC is required. In order to open a new canteen, proposal, (Statement of Case) is required to be forwarded to HQ NCC (P&F) Dte for consideration. The proposal should be accompanied by information in the proforma given below. 2. 1. 2. 3. 4. 5. 6. Formal application for opening NCC URC Name of unit/Gp______________________ Strength All ranks__________ Attached pers__________ Source of getting finance for the URC Expected monthly turnover and monthly profit CSD Depot from which it is proposed to draw stores Reasons for justifying the opening of canteen

Certified that :a) No sanction has been obtained in the past to operate the URC b) No application has been forwarded through other channel except the instant one under consideration c) There is no change in the designation of the unit/Gp d) No canteen contractor will be engaged to operate the URC in any circumstances e) The Gp HQ will not ask for any increase in its establishment on this account. f) No interaction, direct or indirect will be made with the dealers registered with CSD Depot. Sign of OC of the Unit

Recommendation of DDG of State NCC Dte

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3.

Distribution of CSD profits :a) Upto 20% of profit is to be retained for strengthening the business potential of canteens, b) 80% to be deposited with regimental fund, of which the utilization is to be made as under:(i) Not more than 33% to be utilized for amenities to officers, (ii) Distribution to other funds like JCOs mess, family welfare fund, sports fund etc (iii) Donation to army hospitals. No fixed percentage is laid down.

4.

Profits should be transferred to the concerned accounts on quarterly basis.

Transfer of canteen profits to higher HQ 5. No amount of canteen profits can be demanded by higher HQ. However, at times, substantial expenditure may have to be incurred by Gp HQ/Directorate on encouragement/furtherance of NCC activities. The expenditure on such activities can be incurred with the prior approval of next higher HQ and should be kept at the barest minimum Entitlement of canteen facilities 6. Following are also entitled to canteen facilities :(a) Ex Gentlemen cadets, who are in receipt of disability pension. They are also entitled to liquor at par with retired officers of three Defence Services. (Authy: QMGs Branch letter No 96003/Q/DDGCS dated 12 Mar 03). (b) Widows of service officers (Incl Hony/SSC/EC/Commissioned officers) who get remarried and continue to draw pension from Defence Services Estimates. Liquor permitted. (Authy:- QMGs Branch letter No 96003/Q/DDGCS dated 14 Oct 04) (c) Widows of service personnel, including those who get re-married and continue to draw pension from Defence Services Estimates. (Authy:- QMGs Branch letter No 96003/Q/DDGCS dated 14 Oct 04) (d) TA personnel (Authy :- QMGs Branch letter No 96011/Q/DDGCS dated 11 Aug 2003) 7. Following categories of civilian employees, paid from Defence Services Estimates and also those employed in the under mentioned ministries/Deppts are
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entitled to make purchases (except liquor) from CSD canteens on production of photo bearing security passes :a) Ministry of Defence including those working in their respective attached offices and those working in lower military formations, b) Defence Audit Department c) Cantonment Board d) HAL, while working at Air Force Stations e) Indian Defence and Accounts Services f) Border Roads Organisation g) GREF Officers/personnel (Sales tax and other levies will be charged from GREF personnel) 8. Canteen facilities to NCC personnel Category a) b) Whole time NCC Officers Part time NCC Officers Entitlement All stores including liquor All stores except liquor, imported or specially allocated items, scooters and refrigerators -do-do-

c) d)

Girl Cadet Instructors NCC Cadets during the period of training either in annual camps or by attachment to Regular Army Unit.

(Authotity:- QMGs Branch letter No A/66622/III/Q/CAN dated 24 Jun 86) 9. Scale of liquor per month Rank a) Field Marshal, Admiral of the Fleet/ Marshal of Air Force, COAS/CNS/CAS (Active or retired) b) Serving Vice Chiefs of three services Army Cdrs and equivalent c) Vice Chiefs of three Services, Scale No limit

No limit 18
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Army Cdrs and equivalent (Retd) d) Lt Gen & equivalent (Serving)/ Maj Gen & equivalent (Serving) e) Lt Gen & equivalent (Retd)/ Maj Gen & equivalent (Retd) f) Brig and equivalent (Serving) g) Brig and equivalent (Retd) h) All serving officers upto Col & equivalent i) All retired officers upto Col & equivalent j) JCOs & equivalent (Serving) k) JCOs & equivalent (Retd) l) OR (Serving) m) OR (Retired) n) Widows (All ranks) o) Parents of deceased unmarried Officers/PBOR 16 14 14 12 12 10 08 06 06 04 50% of husbands entitlement 50% of the entitlement of deceased officer/soldier

Note :- Four bottles of Beer will be equivalent to one unit. (Authority:- QMGs Branch letter No. 96219/Q/DDGCS dated 31 May 05) Terms and conditions of service of civilian employees 11. Terms and conditions of service of civilians working in NCC Canteens will be laid down by all NCC Canteens as per QMGs Branch, Army HQ letter No 96029/Q/DDGCS dated 28 Apr 2003.. Accounting of CSD Funds Procedure on drawal and accounting of CSD funds is laid down.

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NCC OFFICERS MESSES Procedure of opening of a new Mess:1. Officers Messes are authorized to the NCC vide Govt of India letter no. 3261/NCC/Coord(D)/1715/C/D(GD-VI) dated 08 Jul 1965. DGNCC is the competent authority to sanction Officers Mess to Gp Hqrs at the scale of one per station. Where more than one Gp Hqrs are co-located in the same station, only one mess will be established and will be named as Station NCC Officers Mess. 2. Officers Mess will be sanctioned in a station if the DGNCC is satisfied that requirement for the Officers Mess exists. The Gp HQ or the Dte desirous to have an Officers Mess shall project the case to DGNCC/P&F Dte through the concerned Dy DG, provided the following conditions are fulfilled:(a) Messes of other Armed Forces units do not exit within a reasonable distance. (b) Officers serving in NCC at the station cannot be conveniently attached with the other messes in that station. (c) The number of officers in the station is not less than five. (d) Accommodation is available through hiring or requisitioning at reasonable rent. 3. Subject to fulfillment of the above conditions, DGNCC may accord sanction for establishment of a Mess at a desired station. It should be ensured that the Mess starts functioning within two months of the accordance of sanction. If it is not possible to start the Mess within the specified period, the same should be brought to the notice of DGNCC giving detailed reasons therefore. 4. The NCC units serving under that Group Headquarters will be affiliated to this Mess. Grant of Advance 5. The Director General NCC is also empowered to sanction interest free advances for these messes under the provisions of AI 1/1964. Membership 6. The following categories of Officers are eligible to become members of the NCC Officers Mess :338

(a) Regular members: All regular service officers, NCC Whole Time Lady Officers and Civilian Officers GroupA posted to the Gp Hq and units thereof or the Dte situated in the station will be members of the Officers Mess. (b) Temporary Members: Regular service Officers/NCC Whole Time Lady Officers / Civilian Officers coming to the station on attachment, temporary duty, leave or short course for a duration not exceeding three months may be admitted as temporary members. (c) Honorary Members: Associate NCC Officers ANOs (Senior Division serving in the station may be admitted as honorary members. Retired service officers and high ranking civil officials and dignitaries may be invited by the pMC to become honorary members. Functions 7. The mess is primarily designed to provide the following facilities to the members:(a) (b) (c) (d) 8. Accommodation to the single officers in the station. Accommodation to the officers on temporary duty/leave to the station. Messing and bar facilities. Organising functions and get-togethers.

Organisation a)Where NCC Dte and one Gp HQ are co-located, DDG will be the Chairman and the Gp Cdr will be the President, Mess Committee (PMC). b) When NCC Dte and more than one Gp HQ are co-located, DDG will be the Chairman and the senior most Gp Cdr will be the PMC. c)When NCC Dte is not located at the station of the Mess, Gp Cdr will be the Chairman and 2 i/c pf Gp HQ will be PMC. d) Where NCC Dte is not located but more than one Gp HQs are located in the same station, the senior most Gp Cdr will be the Chairman and the seniormost 2 i/c will be the PMC. e) Dy PMC will be nominated by the chairman in all the cases

9. Chairman will be responsible for overall policy for governing the Officers Mess.

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10. Mess Committee: The Officers Mess will be managed by a Committee consisting of not less than three members. The members of Mess Committee, except the PMC, shall be elected by the regular members of the Mess on annual basis. Ideally the committee shall consist of the following:(a) (b) (c) (d) (e) (f) PMC Dy PMC Mess Secy Wine and Food Member Property, Garden & Entertainment member

To be elected by the General Body of the Officers Mess

11. Provision should be made in the Mess Rules to fill in the temporary vacancy caused due to the temporary duty/leave /courses of any of the members of the Mess Committee. Mess Staff 12. Permanent Staff: For efficient running of the Officers Mess, permanent staff will be detailed by the PMC, from local resources of the Dte, Gps and units affiliated to the mess. Details of the staff, their duties and responsibilities should be laid down in the Mess Rules. It should be ensured that the minimum number of staff for the Mess are detailed. Any increase in the staff will be made only with the approval of the PMC. 13. Combatant Mess Staff: One Combatant Mess Hav to be selected out of the NCOs posted in Groups. This could be in rotation at the discretion of the PMC. 14. Civilian Mess Staff : Central Government does not provide any staff for Officers Messes. In some states, the Govts have sanctioned Mess staff such as Masalchi, Cook and chowkidar for the Officers Messes in NCC. Dy DG of the NCC Dtes may liaise with the State Govts to get more staff sanctioned for Officers Messes under their control. Service conditions Mess Staff 15. The mess rules should provide in detail for the number and category of mess staff, their service conditions, their duties and responsibilities. Mess staff shall be employed by the mess committee after approval by the PMC. The rules should also contain detailed instructions for dealing with the Mess staff for absence from duty, misconduct, disobedience of orders, insufficiency of improper turnout. Character and antecedents of all Mess staff will be properly verified from the police and record of this will be maintained by the Mess Secy.
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16. Officers Room Bearers: Mess Secretary will maintain list of servants and bearers who can be employed by the individual officers and get their antecedents verified by the police. Individual officers living and dining in the mess will not employ any bearers or servants other than those on the approved list, without the permission of the PMC. Management 17. Function of the members of the Mess Committee: The Mess Committee should be entrusted with the entire management of the Mess. The PMC shall be responsible to the Chairman for the satisfactory administration and running of the Officers Mess and maintenance of accounts. Discrepancies and irregularities, if any, shall be brought to the notice of the Chairman. The detailed charter of duties of the PMC and members of the Mess Committee should be framed and incorporated in the Mess Rules. 18 Mess meeting : A General Body Meeting of all regular members of the Mess will be held once in every quarter. An extraordinary meeting may be held at any time under the orders of the Chairman in order to take any urgent policy decision. The following matters should be placed before the General Body Meeting:(a) (b) (c) (d) (e) Any policy decision pertaining to the Mess, The quarterly statement of account of the Mess. Any amendment to the station officers Mess Rules, Election of the elected members of the Mess Committee. Any other matter with the prior approval of the Chairman.

19. Mess Committee Meeting: Mess Committee Meeting will be held monthly and attended by its members in order to coordinate the various Mess activities. However, the Mess Committee may assemble at any time with the orders of the PMC to discuss urgent matters. 20 Mess customs and etiquettes: Responsibility for the maintenance of good order and discipline in the Mess premises will devolve on the senior most officer present. 21. Security: Mess Committee Members are responsible for safe custody and correct accounting of all articles on their charge. Detailed orders as required will be incorporated in the Mess Rules by the PMC. 23. Visitors and Guests: Officers will not bring all and sundry to the Mess. The Mess is a sacred place and its dignity must be preserved at all times. Guests will be carefully selected and permission from the PMC obtained before inviting guests to
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the Officers Mess. They will be entertained in the visitors/guest room or any other room earmarked for it. 25. Accommodation: Mess accommodation is an integral part of the Officers Mess. These accommodations are used by officers visiting the station on temporary duty / leave by single officers and by officers initially posted to the station who have not been provided with married accommodation. As far as, possible, the Mess should have single officers accommodation and guests rooms. The control of this accommodation for allotment shall vest with the PMC of the Mess. The accommodation is to be suitably furnished to fit the officers living standards from the funds available in the Mess and officers using the accommodation are to be charged at the rates fixed by the General Body Meeting of the mess. 26. Officers will normally stay in the mess only for the minimum period necessary which should not in any case exceed six months. Stay in excess of this period will be allowed only under exceptional circumstances after obtaining the approval of this HQ (DGNCC/P&F) Property 27. All pieces of property of Group Headquarters, particularly peace time furniture and fitments, which cannot be used in the field messes will be pooled to form station NCC Officers Messes. This will be taken on charge and accounted for. 28. Units when moving out on camps, will not be permitted to carry their property, unless prior approval of the PMC is obtained. They will instead carry their field messes equipment to be maintained by them, if required. 29. The maintenance and upkeep of this property will be the responsibility of the NCC Officers Mess. Schedules of this property including the living in quarters will be drawn up and records maintained at the respective Station NCC Officers Mess. This schedule will classify all movable property of the particular mess under the following headings:(a) Part-I: The agreed schedule is a statement showing the number and nature of all movable equipment, furnishing, utensils etc. that are necessary for the general comfort and welfare of the mess. The fixed value of the articles is enumerated in the agreed schedules. (b) The agreed schedule is subdivided in two separate schedules as under:(i) Schedule A Furniture:- All items of movable furniture irrespective of where situated.
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(ii) Schedule B Cutlery:- All table cutlery, and silver plated table ware such as entre dishes, wine and spirit measures, muffineers, pewter pots and tankards. 30. The schedule duly evaluated will be known as Agreed Schedule. Once drawn no change will be made to the fixed value of an article. 31. Valuation of Movable Property: A Board of Officers will be assembled by the local representatives every year to value the movable property of the Station NCC Officers Mess. The proceedings of the Board will be forwarded in triplicate to the Chairman who will record his directions thereon. 32. Immovable Property: All immovable property such as garages, squash courts and alike erected at the expense of mess funds are ipso facto the property of the Station NCC Officers Mess Fund. All such property will be under a separate heading in the property book. 33. Valuation of Immovable Property: The valuation of immovable property will be carried out every four years. PMC shall arrange for valuation by the MES as near as 01 Jan as possible and any change in the assessed value will be shown in their balance sheet for the ensuing quarter. 34. Silver: No silver will be purchased out of Station Messes Fund without the sanction of the Addl DG/DGNCC. Silver required for display may be obtained from member units on loan. 35. Sources of Finances: Officers Messes usually have the following sources of finances:(a) Member Officers Contribution (b) Mess Maintenance Allowance (c) Share of Canteen Profits 36. Member Officers Contribution: Monthly subscription as decided on from time to time will be paid by all members. Changes in the rates of subscription will be decided by the General Body and approved by the Chairman in conformity with the Rules applicable to other Service Messes. 37. Honorary Members: All Honorary Members of the Mess other than those invited to become members of the Mess are required to pay half the subscription of the rates applicable in the case of regular members. In addition, they will pay a sum to be decided during the Mess meeting per month towards service charges.
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38. Mess Maintenance Allowance (MMA): Officers Messes are entitled for grants from the Govt at an authorized scale for the maintenance and upkeep of the Officers Mess. Mess Maintenance Allowance will be drawn by this mess at the rates and under the conditions laid down in A.I. 265/63 on the basis of authorised establishment of the Group Headquarters and its subordinate units in that station. Mess Maintenance Allowance will also be admissible for attached dining in members. The Gp HQ under whose jurisdiction the Station Officers Mess is situated is required to claim the MMA from the CDA based on the actual strength of officers affiliated to the Officers Mess. The latest rates of Mess Maintenance Allowance are laid down in the GOI letter no. 39594/MMA/AG/CW-1/6171/D(AG) dated 30 Sep 1991, and are as under :a) Rs 40/- pm for the first 10 officers b) Rs 30/- for the next 15 officers c) Rs 15/- pm for the remaining officers. 39 Share of Canteen Profits: As per Board of control for canteen services letter no. BOCCS/60306/III/Q/CS dated 13 May 1985 profits earned by the unit run canteens upto a maximum of one third of the total profits can be spent on the welfare of the officers. Hence, one third of the profits of the canteens run by the Dte/Gp HQ/Units affiliated to the Station Officers Mess NCC should be remitted to the Officers Mess by all Units/Gp HQ/Dte affiliated to that mess. It should be ensured that the share of canteen profits is remitted to the Officers Mess at the end of each quarter. 40 Miscellaneous Sources: These sources include profits from the investment in fixed deposits, contribution from private parties for the services provided by the Officers Mess. 41 Delegation of Financial Powers:- In order to ensure accountability and smooth management of the affairs of Officers Mess, the following delegation of financial powers should be made:For each Annual Ceiling transaction (a) (b) (c) (c) (e) General Body Meeting Chairman President Mess Committee Mess Secretary Individual member of the Mess Committee Full powers Rs 10,000/Rs 5,000/Rs 500/Rs 100/Full powers Rs 50,000/Rs 30,000/Rs 5,000/Rs 1,000/-

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42.

The above does not apply to the following:a. All recurring expenditure such as pay of the establishment, electricity and water charges b. Newspaper and periodicals c. Purchase of stock

43. Procedure to write off losses:-The Mess Committee may write off losses to the tune of Rs 500/- in individual cases. However, loss cases involving more than Rs 500/- should be referred to the Chairman who shall have the final powers in the matter. 44. Maintenance of accounts :As far as practicable, the following Mess accounts should be maintained in the ledger. (a) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) (m) (n) (o) (p) (q) Messing fund Wine fund Mess Maintenance fund Entertainment fund Mess subscription fund Memento fund Newspaper and periodicals fund Cash Book with Bank Reconciliation Statement. Payment/Receipt Vouchers. Sanction Register. ED Pay Register. Bill Register/Bill book. Daily Messing Register. Petty Cash Book Property Ledger and ASTB proceedings. Standing orders for the Officers Mess.

45 Detailed provisions should be incorporated in the mess Rules stating the purpose of the above funds, the sources of the funds, items of expenditure permitted from the funds and the manner of maintaining the accounts etc. All accounts will be maintained in accordance with the rules laid down for the purpose, in the Defence Services Regulation and all transactions duly accounted for. 46. Mess accounts will be maintained by the Mess Secretary. He will be assisted by an accountant (who may even be a clerk in a unit, with ED Pay) to be employed by the Officers Mess to handle accounts. 47. Audit: Mess accounts will be audited quarterly by a Unit Audit Board for which a balance sheet and bank reconciliation statement will be prepared. Quarterly
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balance sheet will be approved by the General Body Mess Meeting. In case assets of the officers mess exceed Rs. two lakhs, the accounts will be audited by a registered Chartered Accountant once a year, in terms of SAO 9/S/76. Audit Board Proceedings for the quarter will be sent to the Chairman for perusal, who shall satisfy that the accounts are being properly maintained. 48. Inspection: The Dy DG of the Dte will make an annual inspection of the Mess and closely investigate the manner in which the affairs of the Mess have been conducted. If any violation of the Rules and regulations is found, he should intimate corrective measures under intimation to the Dte Gen NCC. 49. Team from P&F Dte, Dte Gen of NCC during inspection visits to the Dtes/Gps will be shown the accounts of the Officers Mess. Miscellaneous 50. Detailed provisions should be incorporated in the Rules for holding functions in the Mess, Mess dress, etiquette and other aspects which are not covered in the guidelines outlines above. 51. The above guidelines are illustrative in nature. It should be ensured by all Dtes that detailed Mess rules are laid down for conduct of Officers Messes within the ambit of the policy directives outlined in the preceding paragraphs.

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MANAGEMENT OF NON PUBLIC FUNDS Documentation 1. It is essential that the following documents are scruplously maintained by the officer incharge of the Non-Public Fund/CSD Fund:(a) (b) Public Bank Account - Cash Book & Bank Reconciliation Statement Regimental Fund Account (i) Cash Book with Bank Reconciliation Statement, (ii) Sanction Register (ii) Payment and Receipt Vouchers. (iv) Property Ledger. (v) Annual Stock Taking Proceedings (c) CSD Canteen Account (i) Cash Book with Bank Reconciliation Statement, (ii) Sanction Register. (iii) General Store Ledgers - General Store/Liquor (iv) Daily Sale Summary - Cash name wise & item wise. (v) ED Pay Register. (vi) Monthly Stock Taking Board proceedings/Proceedings for opening of stores at the time of purchase. (vii) Canteen Property Ledger and ASTB proceedings (viii) All Payment & Receipt Vouchers. (ix) Petty cash Book, if any. (x) Liquor Cards Register. (xi) Cash memo & CSD Price List. (xii) Stock Receipt & valuation Voucher/Price Adjustment Voucher (xiii) Canteen Standing Orders.
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(d)

NCC Officers Mess Account (i) (ii) (iii) (iv) (v) (vi) Cash Book with Bank Reconciliation Statement. Payment/Receipt Vouchers. Sanction Register. ED Pay Register. Bill Register/Bill book. Daily Messing Register.

(vii) Petty Cash Book (viii) Property Ledger and ASTB proceedings. (ix) (e) Standing orders for the Officers Mess.

Other documents to be maintained by the NCC Units/GpHQ/Dte (i) Imprest Account Cash Book/Acknowledgements (Pay Book) (ii)Daily orders Part II (iii) (iv) (vi) Car Diary and Log Book Enrolment Forms/Nomination Forms of cadets. Acquittance Rolls for payment of washing/refreshment allowance.

(v) Subscription Register. (vii) Specimen signatures Register for Cadets. (viii) Register of Loss Statements (ix) Register of Audit objections. (x) Kit and ordnance store ledgers. 2. The above documents are to be mainted and updated regularly. These are to be produced before the HQ Audit Team as and when required. Maintenance of Accounts & Ledgers of Non-Public Funds 3. There have been instances where large sums of money have been embezzled from Regimental and CSD Funds. Loss and mis-appropriation in the Public and Non Public Fund Accounts is primarily due to non-adherence to the basic principles of
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maintenance of accounts. The following measures are, therefore, required to be taken to prevent re-ocurrence of such miss-appropriations and losses in future:(i) (ii) (iii) All accounts must be jointly operated by two officers. Different accounts should preferably be operated by a set of different officers and not by the same set of officers. Handling of cash should be kept to the barest minimum and the transactions should be effected by means of cheques. The facility of RTC (Regimental Treasury Chest) should be availed wherever possible. All cheque books and pass books should be in the personal custody of the officer operating the account. A "cheque issue register" to control issue of cheques should be maintained wherein details of cheque number, purpose and to whom issued and the amount involved should be entered. The cheque should be signed only after the relevant details have been entered in the register. The register should be initialled by both the officers operating the particular account only after signing the cheque. At the time of signing the cheque both the officers must see that the cheque has been crossed and the portion "or bearer" printed on the cheque, is scored off.

(iv) (v)

(vi)

(vii) Whenever any cheque is received which is not crossed, the same must be crossed immediately by the recipient of the account. (viii) No cheque should be signed by any officer on the reverse except where the same is drawn as self for purposes of encashment. (ix) It must be ensured that: (a) Entries in the Cash Book are made on daily basis or on occurence. The officer operating the account must initial the entry after satisfying himself with the sanction, relevant supporting documents etc. (b) Cash book must be closed at the end of the month and the balances in all sub-heads indicated.

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(c) Bank statement must be obtained from the bankers at the end of the month and pasted in the Cash Book. Bank Statement must also be recorded in the Cash book itself. (d) Balance Sheet must be recorded on the cash book after closing at the end of each month. (e) Details of sundry debtors/creditors must be recorded or pasted in the Cash book after the account has been closed at the end of each month. Aggregate total of sundry debtors list must be checked by the Operating Officer and copies sent to all concerned for early clearance every month. (f) The account must be signed by the officer operating the account and a certificate regarding agreement of actual cash held, with the cash balance in the cash book must also be endorsed. (g) The account must be submitted to the higher authorities for counter signatures. (h) It must be ensured that the Quarterly Audit Boards are detailed on quarterly basis regularly and that the same officers should not be detailed repeatedly. (j) The Presiding Officer of the Board may obtain the bank statement from the bankers himself, if so required for carrying out quarterly audit of the accounts. (k) No lethargy can be permitted on the part of Quarterly Audit Boards in carrying out the requisite audit of accounts. They must not repeat must not give the audit certificate in good faith. They must go through the accounts and must satisfy themselves before certifying the account as correct. The Board Members are liable for action if fraud/irregularities are found later on. They should particularly ensure the following:(i) All objections/observations should be brought to the notice of DDG (Gp Cdr in case of Gp HQs) for taking prompt action on the same. (ii) It must be ensured that proper check in the management of funds and maintenance of accounts is carried out by NCC Headquarters in the case of NCC Dtes and by Dy DG NCC Dtes in the case of NCC Gp HQrs while on visits/inspections. This
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holds good in the case of Units also when they are visited by Gp Cdrs. (iii) The Accountant must be provided with an additional clerk so that the workload is suitably shared and they act as a check on each other. (iv) All payments exceeding Rs.500.00 (Rupees five hundred only) must be made by means of a crossed cheque. Maintenance & Accounting of CSD fund account 4. Instructions contained in above para should be followed in the maintenance and operation of CSD Fund accounts also. In addition, the following instructions are issued for compliance by all concerned in order to guard against pilferage of stores etc: (i) Sale summary with reference to cash memos should be prepared daily and the consolidated figures of daily sale summary should also be posted in Canteen Stores ledger on daily basis. (ii) Before the accounts for a particular month are closed, costings of daily sale summary and stores ledger should invariably be checked by the Canteen Officer on random basis. (iii) The role of monthly stock taking board is very important as regards actual holding of stock of general stores/liquors on ground is concerned. The officers nominated for this purpose should themselves check the quantity of various stores entered in the stock taking performance from the stores ledger in the first instance and then proceed to tally the stores actually held on ground with the stores shown in the stock-taking proforma. (iv) The value of the stock held on ground must be reconciled with the value of the stock shown in the cash book. It must be understood that in case the stock taking is carried out and the value of stock actually held on ground is not reconciled with the stock value as shown by cash book every month, the pilferage of any canteen stores can be detected and suitable remedial action can be taken to prevent the same. Canteen Officer must see that this exercise has been completed before he signs the cash book every month,

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(v) If possible services of PI staff should be taken in the CSD(I) Canteen. Canteen Manager must necessarily be a JCO or its equivalent from amongst PI staff available and he should be shifted after every six months. Common observations noticed during inspection of Regimental Fund, Mess Accounts and CSD Accounts of NCC Directorate/OTAs/Gp HQs 5. During the inspection of Regt Funds/CSD Fund/Officer Mess Accounts of State NCC Dtes/OTAs and Gp.HOs by Inspection Teams of Directorate of Pers & Finance, following points are usually observed: (a) Regimental Fund (i) Large amounts are kept as cash-in-hand (ii) Sundry Debtors are not liquidated for a considerable period. In some cases, the amount advanced is more than Rs. one lakh and no effort is made to recover it (iii) Proper purchase procedure is not being followed for items costing more than Rs. 1000/(iv) Revenue Stamp is not affixed on bills (v) Certain items, which can be procured out of office Contingency Grant/Public Fund, are being purchased out of Regimental Fund. (vi) Huge advances are outstanding. A person is given a second advance before the first one is liquidated. (vii) Documents like ED Pay Register, Cheque Register, Petty Cash Register, FDR Register etc are not being properly maintained/up-dated. (viii) No physical verification of cash is carried out by any officer and even if the surprise check is carried out, the result is not being recorded in the cash book. (ix) Expenditure. on MT Repairs being incurred from Regt. Fund (x) Canteen profit is being transferred to Regimental Fund belatedly (xi) Quarterly Audit Board is not held in time
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(b) Mess Accounts

(i)

Visitors Register is not properly maintained.

(ii) Property Register is not regularly updated. (iii) Officers continue to stay in the Mess beyond the laid down period of six months without obtaining the prior approval of DGNCC. (iv) Wine/Liquor Register is not maintained properly.

(c) C.S.D Accounts

i. ii. iii. iv. v.

No transit insurance for CSD Stores (i.e from CSD Depot to Unit CSD) is being done. No debit/credit Note register is being maintained. No register showing disposal of Packing Material is being maintained. Un-attested cuttings in the Cashbook. Heavy payments being made in cash instead of by cheque.

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CAMP ACCOUNTING INSTRUCTIONS GENERAL Introduction 1 Camps form an integral part of the NCC training. Every officer and cadet who has been posted or appointed to a Unit shall be liable to attend an annual training camp during the training year as laid down in NCC Rules, 1948, and also to further service training, sports and adventure training or any other training as the Ministry of Defence or the State Government (including Union Territory Administration) may sanction from time to time. 2. The single major item of expenditure of any unit, is on camps. The Ministry of Defence also bears 50 percent of the actual expenditure incurred on camps wherever permissible. It is, therefore, necessary that a streamlined procedure be followed which is uniformly applicable to all states, for smooth functioning of NCC camps. Detailed instructions on the subject are given in the succeeding paragraphs. Note : It is only in the case of 20,000 additional cadet given to NER and 5,000 cadets given to J&K that the entire camp and training expenditure is borne by the Central Govt. Scope of Camp Accounting Instructions 3. Unless otherwise specifically laid down in respect of any particular camp or item of expenditure relating to camp, these instructions are also applicable to other activities related to or in lieu of camps like trekking, mountaineering, cycling expeditions, social service activities, para sailing, para trooping, gliding, sailing, boat pulling, naval expeditions, rock climbing, archery/shooting, basic leadership camp, advance leadership camp, Centrally Organized Camps and Directorate organized camps. Aims 4. The aims of these instructions are : (a) to streamline and standardize the accounting procedure to be followed in the NCC camps. (b) to assist the Camp Commandants in planning the expenditure so as to derive the best value and avoid any waste.
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(c) to have all the instructions issued on the subject, from time to time, in a single self-contained document. (d) to keep higher authorities informed of the expenditure for purposes of making provision of funds and re-appropriation, wherever necessary. (e) to expedite the process of booking of camp expenditure to the relevant head of Defence Services Estimates in so far as share of Central Government on NCC camp expenditure is concerned. (f) to make the budgetary planning under camp-head of account as realistic and as accurate as possible. 5. The various types of camps, their composition and duration are given in Appendix `A to these instructions. Location of Camps 6. As far as possible, a camp should be centrally located, except in cases where the location is dictated by the location of the ASC Depot/Government controlled shops or Government agencies. Local market should also be one of the main factors. The camp site selected should not only add to imparting effective training to NCC Cadets but facilitate efficient administration and economical running of the camp. Definition of the Term Camp Expenditure 7. The term Camp Expenditure includes the following items of expenditure in respect of camps mentioned in Appendix `A. (a) Messing expenditure in respect of : (i) Officers (ii) Cadets (b) Pay of rank for NCC part-time officers, (c) Expenditure on conveyance of officers and cadets to and from camp site including training journey, DA, sleeper charges/berth reservation charges etc.

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(d) Incidental expenditure. (e) Expenditure on POL for move of vehicles from unit HQ to the camp site and back, as also for move of Cadets during the period of camp. (f) Expenditure on TA/DA of civilian staff both Group C and D (g) Any other item specifically mentioned by Director General NCC. Notes : (i) The expenditure on items and medicines connected with MI room is debitable to camp expenditure only after obtaining Non Availability Certificate of such items from Military Hospital/Central or Government hospital. (ii) Military credit notes will not be used for conveyance of unit vehicles to the sites of Annual Training Camps and back. The required funds will be included in the estimates of the camp expenditure and sanction obtained from the competent authority.

Financial Arrangements for running of Camps

8. (a) Expenditure on camps is initially borne by the State Government/Union Territory Administrations of the NCC units which organizes the camp. 50 percent of the expenditure is reimbursable, whenever admissible by the Central Government. Necessary debits on this account are required to be raised by the State Accountant Generals in the case of State Govt./Union Territory Administration sponsored units, against the regional Controller of Defence Accounts concerned, supported by the audit certificate and giving the required details of expenditure. This procedure has futher been simplified is so far as the State Accountant General can now raise debit on Defence estimates upto 80 percent of actual camp expenditure soon after the completion of each camp. The balance 20 percent of the central share has to be claimed only on completion of audit. Ministry of Defence letter No. 10(3)/85/DGNCC/Pers (B & F)/2546/A/D(GS-VI) dated 2.12.85 copy placed at Appendix `B refers.

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(b) Camp expenditure in respect of NCC units in the under mentioned Institutions is wholly borne by the Central Govt/State Govt concerned. Details of Units (i) Senior Division Units (a) Naval unit in Dockyard Apprentices Defence Services Estimates School, Bombay (b) EME Company in Indian Institute of -doScience, Bangalore (c) EME Company in Indian Railway Railway Estimates Technical School, Chittaranjan (ii) Junior Division Troops (a) Military Schools (b) Public/residential merit scholarship/Central Schools (c) Sainik Schools (d) Navodaya Vidyalayas Defence Services Estimates Ministry of Human Resource Development State Govt. concerned Navodaya Vidyalaya Samiti Estimates from which Expenditure is Borne

(iii) Camp expenditure in respect of NCC units in other institutions is met, as decided by the Govt from time to time. The present arrangement is as follows :(a) EME Company, Indian Institute of Technology, Kharagpur (b) Medical Coy, All India Institute of Medical Sciences, New Delhi By the Institution in full 50 percent of the expenditure is met by Defence Services Estimates. The balance 50 percent of expenditure is met with by the institution. -do-

(c) Junior Division troops raised in private schools (d) Signal Regiment in Indian -doInstitute of Technology, Powai, Bombay To be fully met from Defence Camp expenditure in respect of Services Estimates additional 5000 cadets for J&K and 20,000 cadets for NER, raised in terms of Govt of India letter No. 7763/NCC HQ/Plg/2497/D(GS-VI) dt 16 Nov 2001.

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Observance of Canons of Financial Propriety

9. Every officer is expected to exercise the same vigilance and prudence in incurring expenditure from public funds as he would exercise in respect of his own money. Expenditure should not be incurred simply because funds are available. The necessity for each item of expenditure should be carefully examined before incurring expenditure. As a general rule, no authority may incur any expenditure or enter into any liability involving expenditure from public funds until the expenditure from public funds has been sanctioned by general or special orders of the competent authority. Unspect balances of grants in respect of messing and incidental expenditure should not be treated as a source of profit to any unit for credit to the regimental funds.

Responsibility for Public Funds and Stores

10. Every Government servant supplied with public funds and or stores is responsible for their safe custody, for keeping the stores in good and efficient condition and for protecting them from loss, damage or deterioration. Particular care should be taken in the case of valuable and combustible stores. He may be called upon to produce at any time for verification, the balance of public money in his possession or the balances of public stores held on his charge. He shall not, therefore, either advance, lend or exchange anything for which he is accountable or encash private cheques out of public funds. All cash and store transactions to which the individual in his official capacity is a party must be brought to account without delay. Responsibility for Losses 11. Every Government Servant should realize fully and clearly that he will be held personally responsible for any loss sustained by Government through fraud or negligence on his part and also for any loss arising from fraud or negligence on the part of any other government servant to the extent to which it may be shown that he contributed to the loss by his own action or negligence. Delay in dealing with any loss due to fraud, negligence, financial irregularity etc. should be avoided and the loss if any, should promptly be reported to superior authority.

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Losses in Camps

12. Officers, including Camp Commandant, are not authorized to write off any loss of stores/public money occurring in camps. Loss of central govt property/store will be regularised in the normal manner laid down in Financial Regulations etc. Loss of public money and stores purchased from funds, initially provided by the State Govts will be regularized by obtaining necessary orders of the State Government through proper channel.

Sanction of Estimated Expenditure

13. For proper planning and completion of camp, it is necessary that funds are available well before the commencement of camp. In order to achieve this objective, it is essential that the requirement of funds for all NCC activities including NCC camps is assessed by Unit/Groups HQ and adequate allotment of funds by State Govts/Union Territory Administrations is arranged by the NCC Directorates at the beginning of the financial year. Against these budgetary provisions, the Unit Commanders/Camp Commandants should obtain sanction to the estimates of relevant camp expenditure through NCC Directorates sufficiently in advance. The estimate of expenditure should be as accurate as possible in relation to the laid down rates of various allowances, scales of expenditure, the composition and strength of officers/cadets, camp attendance and also the items of expenditure enumerated in para 7 above. Utilisation of Funds 14. Funds sanctioned for a particular item of expenditure should be utilized only for that item of expenditure and any unspent balance thereof should be credited to government without any delay. Re-appropriation of unspent balance under one head of camp expenditure to the other items of camp expenditure is strictly prohibited unless otherwise agreed to by the authorities sanctioning the expenditure.

Drawal of Money

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15. No money may be drawn unless it is required for immediate disbursement. Heavy cash balance in hand is strictly prohibited. It is not permissible to draw money merely to prevent the lapse of funds sanctioned.
Payments

16. All charges incurred must be paid immediately on receipt of bills and under no circumstances be allowed to be kept pending over a long period. As far as possible, all payments must be made through cheque.

Camp Officer

17. Keeping in view the camp vacancies, training and administrative resources, units should be grouped together for running camps. Camp Commandant for Combined Annual Training Camps, National Integration Camps and Centrally Organized Camps will be appointed under the arrangement of Deputy Director General NCC of the organizing State NCC Dte as per instructions issued by the Directorate General NCC from time to time. 18. A senior service officer/whole time NCC officer will invariably be appointed under the arrangement of Deputy Director General NCC as Deputy Camp Commandant who will maintain the camp accounts. The Deputy Director General will ensure that units are grouped in such a manner that a second senior-most officer is always available for this job. 19. Other camp officers such as Quartermaster, Adjutant, Training officers, Messing Officer etc, will also be, as far as possible, appointed under the arrangement of Deputy Director General NCC.

Duties of Camp Commandant

20. The Camp Commandant is personally responsible for the safe Custody of Cash and for expenditure from the funds made available to him for running a camp. He is also responsible for the rendition of camp accounts to the audit authorities, clearance of audit objection/observations and for safe custody of all documents pertaining to a Camp. He should also authenticate all documents submitted to audit, by his full signature.

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Duties of Deputy Camp Commandant 21. The duties of Deputy Camp Commandant in respect of camp accounts will be as follows ; (a) Maintenance of all cash accounts in the camp (b) Checking and maintenance of documents pertaining to messing account. (c) Checking and maintenance of documents connected with expenditure of all stores hired and purchased out of incidental expenditure grant. (d) Checking and maintenance of documents connected with expenditure on rank pay of NCC part-time officers, TA/DA of NCC part time officers, Group C & D civilians and NCC cadets. (e) Submission of completed accounts, with all relevant documents, to the Camp Commandant who will arrange for the audit thereof soon after termination of the Camp.

Bank Accounts

22. Camp Commandant will personally open a deposit account in a public sector/nationalized bank or government treasury which will be jointly operated by him and the Accounts Officer of the Camp.

Safe Custody of Cash

23. It is the personal responsibility of the Camp Commandant to handle cash carefully and judiciously. He will meticulously ensure that cash and cheque book, pass book etc are always in safe custody. The following points which are of special importance should be particularly noted : (a) Heavy cash balance should not be kept in the Camp. The cash balance while closing camp accounts on any day should not be in excess of Rs. 5,000/-. Where banking facilities are not available, this may be increased to a maximum of Rs. 10,000/under the orders of the Deputy Director General of State NCC Directorate.
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(b) Except where it is unavoidable, payments should always be made by crossed cheques. (c) Unit Commanders and others participating in combined/zonal camps, should avoid carrying personally their share of cash for Camp expenditure. (d) Cash should be drawn from the treasury/bank only when actually required for disbursesment. (e) Normal precautions laid down by the services regarding handling of cash should be strictly adhered to.
24. NCC Part-time Officers/Cadets Committee

(a)

In order to associate NCC part-time officers and cadets in the running of camps and to involve them in the management, various committees such as Messing Committee, should be formed with NCC part-time officers and cadets as members. In so far as the accounts and purchases are concerned, the following committees should be formed in each camp:(i) Contract Operating Board - To receive and inspect rations, etc. received from the contractors, if any. (ii) Purchase Committee - For purchase of urgent camp requirements. (iii) Barrack Standing Committee To fix lighting hours, number of lanterns, etc. wherever camps are not electrified.

(b)

Retention Period of Camp Records 25. All records pertaining to camp accounts should be carefully retained for a period of 5 years after the accounts have been cleared and audit objections settled. However, an intimation proposing the destruction of time-expired records should be submitted to State NCC Dtes after verifying the records that no objection/observation on these accounts is outstanding, who in turn will issue orders sanctioning the destruction of the records.
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Safe Custody of Documents 26. All documents in respect of the camp will be kept in the safe custody by Group Headquarters/NCC units made responsible to run such Camp/Courses. This is considered necessary because the accounts are audited by the Accounts/Audit Officers of the State Accountant General of the State concerned, where the camps are held.

Prompt Audit of Camp Accounts

27. It should be ensured by all that the camp accounts are processed as quickly as possible till the finality is reached. In accordance with Comptroller and Auditor General of India letter No. 1684/Adm-I/665-61 dated 12 Jul 1967 reproduced as Appx `C, the audit of accounts of NCC combined camps should be conducted by the Accountant General of the state in whose jurisdiction the camp is held, soon after the camp. Frequent transfers/postings of affected officers who were Camp Commandants, Dy Camp Commandants, and other drawing/disbursing officers, cannot be ruled out. The prompt audit of accounts, immediately after termination of the camp when the concerned officers are available, is in the best interest of effective audit of camp accounts. The Camp Commandant will submit to the audit party, the accounts of the camp expenditure incurred by him and the unspent balance in respect of each sponsoring authority. The latter authority will account for the advances of funds drawn by them to the respective Accountants General for raising the debit against Central Government towards their 50 percent liability of camp expenditure, wherever permissible. Audit by Regimental Audit Board If the Camp accounts are not audited by the State audit aurhorities soon after the camp is over, these accounts will be checked/audited by a Regimental Audit Board convened by the the Dy DG NCC within 15 days of the termination of the camp. After the audit objections are settled, the Audit Board will list all the ledgers, papers and documents seen by them. All these will be packed up and sealed by the Audit Board and handed over to the Camp Commandant for safe custody to be opened when the State audit takes place.

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The Regimental audit/check will not in any way affect the audit that will be carried out by the State audit aurhorities in due course.

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PROCEDURE FOR ENTERING INTO CONTRACT FOR LOCAL PURCHASE OF RATIONS FOR NCC CAMPS

Source of Ration Supply

28. Wherever, ASC Depots/Govt agencies/Govt controlled shops are located in the same place or near about the Camps, the rations will be purchased from them. In exceptional cases, rations may be purchased from open market, i.e., from a reputed shop/dealer who issues printed cash memos/bill, if it is cheaper than ASC/Govt supply, after following the laid down Codal formalities. 29. In cases, where prior approval of Dy Directorate General of State NCC Directorate has been obtained for appointing local contracts, the Gp Commander will arrange for supply of rations from these contractors.

Contracts General Principles

30. In case of contracts, the general principles enunciated in General Financial Regulations 2005 (Chapter-6) will be strictly followed.

Purchase Committee

31. When purchases are made by the Camp Commandant at his HQ station before leaving to the Camp site and before the purchase committee has been formed, it would be ensured that all such purchases are made only from ASC or Government Controlled shops. 32. The composition of the Purchase Committee will be as follows : (a) Regular Officer/Whole Time Officer (b) One NCC Officer (c) Two Senior Cadets Presiding Officer Members --do--

Personnel of the Committee will be changed every week if the duration of the camp is 14 days or more and every 4 days if the duration of the camp is 12 days or less, and this will be notified in Camp routine orders.
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Estimate of Requirements 33. The requirements of different items of rations will be estimated. This will depend upon the strength of the camp and the scale of rations to be adopted. 34. After estimating the requirements of rations, approximate cost of the value of the contract will be calculated. For this purpose, the prevailing market rates will be taken as a guide.

Call for Tenders 35. For purchase valued at Rs. 10,000/- and above but below Rs 2 lakhs, call for tenders will be advertised in newspapers of areas where the Camps are to be held. For contracts valued at Rs 2 lakhs and above, call for tenders will be advertised in national dailies and regional newspapers. Wherever possible, tenders from ASC approved contractors will also be invited. Newspaper cuttings will be attached to the proceedings of the Board of Officers appointed to open the tenders. Contractors will be asked to apply to the NCC Directorates for full details and for issue of tender forms. 36. For purchases valued at less than Rs. 10,000/- call for tenders will be issued to a selected number of contracts, not less than six in any case. Register of Approved Contractors 37. NCC Directorates will maintain a register, station-wise, of the names of the firms of repute normally dealing in provisions and fuel etc. It is always desirable to have the names of approved ASC contractors on this register. The register should be consulted when concluding/calling for tenders and making purchases. Tender Forms 38. The following Army Forms will be suitably amended for the purpose and used : (a) Instruction to tenders (b) The Schedule .. .. IAFZ-2137-A IAFZ-2121
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(c) Tender for supply (d) Call for tenders

.. .

IAFZ-2120 IAFZ-2137

These forms may be obtained from Regional Stationery Depots or cyclostyled locally. Tender Forms Supply of and Rate 39. Tender forms will be issued on payment at the following rates:Estimated Value of Contract (a) Below Rs. 50,000/(b) Rs. 50,000/- and above A register will be maintained for the purpose. Sale Proceeds of Tender Forms 40. The amount realized on account of issue of tender forms to contractors will be credited to the CDA concerned under the heading Miscellaneous Receipts of Defence Services Estimates. Contract Register Maintenance of 41. A manuscript register will be maintained at NCC Directorates to record the under mentioned particulars:(i) (ii) (iii) (iv) Details of articles for which tenders are invited, period of contract, Station, etc. Estimated value of contract Cost of tender forms fixed Details of contractors to whom tender forms were issued. Fee for Tender Forms Rs. 50/Rs. 100/-

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(v) (vi)

Number and date of cash receipt issued to the contractor for the cost of tender forms. Number and date of treasury receipt for crediting the amount to the CDA.

(vii) Number and date of CDAs acknowledgement. Note : These registers will be produced for audit. 42. A certified copy of the contract agreement will be forwarded to the Camp Commandant for reference by the audit authorities. Tenders Issuing Authority 43. Tenders will be issued only by NCC Directorates irrespective of the places in which the camps are to be held. Date of Submission of Tender 44. Date and time must be fixed and indicated in the tender form by which the tenders are required to be submitted to the NCC Directorate. Earnest Money Deposit of 45. Tenderers must be informed about the earnest money which they are required to deposit in Treasuries as Pay Order/bank draft and to send the Pay order/draft alongwith the tender forms. Earnest-Money Calculation of 46. Earnest money will be calculated at the rate of 5% on the estimated value of the contract. Prospective tenderers will be asked to deposit the prescribed amount to the account of NCC Dte in the local scheduled bank. Dy DG NCC Dte will endorse his orders to refund the deposit to unsuccessful tenderers after finalisation of the contract. 47. Earnest money of the accepted tenderer should alone be retained, unless the acceptance of the tender rests with a higher authority in which
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case the earnest money of the other tenderers will also be retained until sanction is accorded for a particular tenderer. Supply of Samples 48. Tenderers will be asked to send samples of dry rations in their sealed glass containers, alongwith their tenders. In case of fresh rations, their specifications should be mentioned. The sealed glass containers should be labeled indicating the tender reference and the contents therein. Tender Box 49. NCC Directorates will have a securely locked box kept in a convenient place so that the contractors can easily deposit their tenders in the box. The tender box will also be sealed with signatures of at lease two officers affixed thereon. The key of the box will be under the custody of the Dy Director General NCC. This box will be opened only in the presence of Tender Opening Board. Submission of Tender 50. Tenderers should be instructed either to drop the completed tender forms in the box provided for the purpose at NCC Directorates or to send these under registered post superscribed with description on the cover showing, that (i) it contains tenders, (ii) name of camp item to which the tender pertains, (iii) in case tenders are received by registered post, arrangements should be made to deposit these in the tender box immediately on receipt. Date and Time of Opening Tenders 51. Tenderers must be informed in advance of the date and time of opening the tender at NCC Directorates so that they may present themselves at NCC Directorates at the time of opening the tenders. They will be asked to acknowledge receipt of this communication. Acceptance of Tenders 52. (a) No tenders will be received after the date and time already prescribed in the tender form.
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(b)

No tender will be received in person by any one. In other words, tender will either be received by post or the contractors will place the tenders in the box provided for the purpose at NCC Directorates. Irrespective of the place of camps, tenders will only be received/deposited at NCC Directorates and not in any unit or outstation.

(c)

Opening of Tenders 53. The Deputy Director General NCC will detail three Officers to form a Board for opening the tenders and to recommend suitable contractors for the supply of ration items. Allotment of No. to Each Tender 54. Each Tender will be serially numbered in a financial year (i.e., as 1/Total No. of tenders received/year) and initialed by the Board of Officers. They will prepare a comparative statement in IAFZ-2125-A or 3125. Approval of Tenders 55. The comparative statement together with the tenders received and the recommendations of the Board will be put up to the Deputy Director General of State NCC Directorate for his approval. Re-sealing of Samples after Examination 56. The sample containers will be opened and after examination/comparison, will again be sealed up by the Board in the presence of contractors, if present at the time of opening tenders. Signature of the contractor to this effect will be obtained on each container in order to avoid any complications/disputes at a later stage. Procedure if no or only one tender is received

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57. In case, no tender or only one tender has been received, selected contractors from the register of Govt agencies and of approved contractors should be asked to give quotations for the items of rations required and the procedure laid down for conclusion of contract in this chapter should be followed. Market Rates-Ascertaining of 58. The Board while recommending a particular tender, should keep in view, the ASC/Govt prices and the prevailing local market rates. For this, NCC Directorate/Board must in advance obtain these prices from ASC source/civil administrative authorities and record these prices in the comparative statement. In case of non-availability of prices from civil administrative authorities, the Board themselves will obtain the local market rates. Recording of advertisement of Tenders 59. The Board will also record in the proceedings that calls for tenders have been advertised in the case of purchases valued over Rs. 10,000 /-. Approval of the Contractor 60. The Deputy Director General NCC will study the comparative statement and the recommendations of the Board carefully, wherever applicable, and decide/recommend on the particular tender for acceptance. The lowest tender need not necessarily be accepted or recommended. In cases, where the lowest tender has not been accepted/recommended, the Dy Director General NCC should record reasons for rejecting the lowest tender. Authorities Empowered to Conclude/Approve Contracts 61. (a) Deputy Director General of State NCC Directorate will conclude contracts upto Rs. 1,00,000/- for supply of rations by the contractors. (b) All contracts valued over and above Rs. 1,00,000/- will be forwarded to Directorate General NCC with the recommendations

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of Deputy Director General NCC for approval by the Director General NCC Intimation of acceptance of Tenders 62. Acceptance of tender will be issued by Deputy Director General NCC in IAFZ-2134 to the contractor concerned intimating the amount of security deposit and date by which to be deposited. The amount of security deposit and date on which the contractor deposited the money will be intimated to the Deputy Director General NCC by the contractor concerned. Security deposit will be 5% of the value of contract having total value above Rs 10,000/-. 63. There is no separate form for entering into contract with chosen tenderer. IAFZ2120 becomes a contract when communication is sent to the contractor regarding acceptance of his tender on IAFZ-2134. Security Deposits 64. Security deposit will not be received in cash. The contractor will be asked to deposit the cash in bank to the credit of the Camp Commandant and forward the bank receipt for accounting in the camp cash book. The Camp Commandant will be instructed to maintain a security deposit register. The security deposit will be released by him on successful fulfillment of the contract. Sealed Samples 65. The Deputy Director General NCC after issuing the acceptance of tender will forward the sealed sample containers to the camp commandant for display in the camp QM stores. Left Over Ration 66. Deputy Director General of State NCC Directorate will make a condition in the contract that any rations left over after the camp will be taken back by the contractor at the same rates. Issue of Supply Order 67. Requirements of rations should be intimated in writing to the contractor by the Camp Commandant giving sufficient time for supply.
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The quantity of rations, the place of delivery should be very clearly indicated in the supply order. A copy of the supply order will be retained in the office for checking the stores when received from the contractor. Supply order may be sent in a manuscript form. Requirement of Rations 68. Requirements of rations will depend on the strength of the camp. Though initially, the requirements will be given on the planned strength of the camp, but subsequently, actual requirements can be estimated depending on exact strength of the camp. Contract Operating Board 69. A Board of officers called Contract Operating Board will be appointed in the camp to receive and inspect the rations supplied by the contractor. The composition of the board will be one Regular Officer, as Presiding Officer, one NCC Officer preferably a Medical Officer, if available, and two Senior Cadets. Checking of Rations 70. (a) The Board will check the rations supplied by the Contractor for quality and quantity with reference to the sealed samples sent by the Deputy Director General NCC. Any stores not upto the specifications should be rejected on the spot. (b) Receipt should be given for the items accepted from the contractor which should tally with the items recorded in the Stock Book. A copy of receipts bearing the signatures of the Board should be kept on record. Compensation for breach of Contract 71. Contractor, in certain cases, becomes liable to pay compensation for loss or inconvenience that may result from his default or from the rescission of his contract. The loss will then be assessed as follows : -

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If rejected supplies have to be replaced, the amount of the loss will be any excess over the contract rate in the price paid for the supplies, together with reasonable compensation for inconvenience caused by the default. If the contract has to be rescinded a new contract for the unexpired portion of the original contract should be concluded, and if the rates of the new contract exceed those of the old, the amount of loss sustained will be : a) The total extra expenses incidental to the new rates, plus, b) The extra expenses incurred in carrying on the service by purchase in the interval between the two contracts, plus, c) The cost incidental to effecting a new contract. Otherwise, the amount of the loss will be (b) and (c) alone, or this amount less the saving resulting from the new rates if these are lower. The loss for inconvenience will be assessed according to the circumstances and the nature of the contract. Cash Purchase of Rations 72. (a) Once a contract is entered into for the supply of rations, purchases of all commodities should be made from the accepted contractor. The Camp Commandant may, in exceptional circumstances, authorize purchase of petty items not exceeding the value of Rs. 1,000/- per day from the market by the Purchase Committee consisting of the QM, a senior NCC officer, a senior JCO and 2 cadets of the Camp. (b) In cases, where the Camp Commandant is forced to buy rations due to the failure of the contractor, or items which might not have been covered by the contract, the Purchase Committee will purchase such items and account for the same in the normal manner. Sanction for Modification of Contracts

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73. Contracts must be sanctioned by the competent authority and once sanctioned, no contract rate may be increased without the sanction of the authority next higher to the one which sanction the contract. Non-receipt of Tenders 74. If no tenders are received or if those received for any article are not acceptable, the contract will not be re-advertised except in very special circumstances e g., when collusion between tenderers is suspected or when by adoption of such a course, material gain is likely to accrue to the state. In the case of unimportant supplies from petty dealers, however, auction bids may be taken before resorting to purchase.

Errors in Tenders 75. Any tender which does not fulfill the conditions stated in the tender or notice to contractors may be rejected, but trivial errors such as : (a) (b) (c) Omission to enter the rates in words. Omission to initial any alteration in rates. Omission to sign both tender and schedules, may be corrected in the presence of the party concerned and will be signed by both parties.

Duration of Contracts 76. Contracts will be for the period of particular camps. In no case, one contract should be entered for a number of camps held at different stations during different periods. If it be in the public interest, approval of the Director General NCC would be necessary.

Transfer of Contracts 77. A contract cannot be transferred to other contractor even with the consent of the chosen contractor.

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Advance to Contractors 78. Unless specially provided for by the tender or authorized under special rules, no cash advances should be made to contractors. The grant of irregular concessions to the contractors is also not permissible. Recovery of Compensation from Security Deposites 79. If the security exceeds the compensation for which the contractor is liable, the balance will be refunded to him. If the compensation exceeds the security, the full security will be withheld and the balance recovered from any amount due to the contractor. If the defaulting contractor becomes insolvent, the irrecoverable balance may be written off under the orders of competent financial authority. Interpretation of Contracts 80. Whenever, there is doubt as to the interpretation of a contract, the Deputy Director General NCC should be guided by the opinion of the particular law officer whose duty it is to advise on the institution or defense suit to which the contract may give rise, or the matter will be referred to the State Government for legal advice. Settlement of Bills 81. After supply of rations, the contractor will be asked to submit the bills together with copies of the supply order/receipts issued by the camp authorities. The bills will be checked thoroughly with the supply order and with the register maintained in the office and after satisfying that the stores have been received according to the bills, contractor will be paid. Receipts should be obtained from the contractor for the payment made to him, in accordance with the existing rules for affixing of revenue stamps. MAINTENANCE OF ACCOUNTS Maintenance of Accounts/Records 82. One of the essentials of an accounting system is that all transactions, whether of money or stores, are recorded accurately and with promptitude in the relevant book of accounts. This is a fundamental requirement.
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Maintenance of Records 83. The following are some of the more important records required to be maintained by every Camp Commandant : (a) (b) (c) (d) (e) (f) (g) (h) (j) (k) (l) (m) (n) Cash Book Daily messing expenditure statement Camp Stores Ledger Loan Ledger Register of Security Deposits Attendance Register Stock Book Camp POL account including daily running report Register of hired transport Telephone call/rental register Postage account Muster roll of camp followers Audit objections register

Cash Account for the Camp 84. (a) Each camp commandant should maintain a separate cash account for each camp. Printed columnar cashbook should be used as prescribed by Central Government/State Government for recording cash transactions. If such a book is not available, manuscript cashbook, containing the requisite number of sheets in the form at Appendices `D-1 & D-2 may be used and each sheet will be numbered.

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(b) Over-writing/erasures of entries in the accounts/records/ documents are strictly forbidden. If a wrong entry is made it must be neatly cut by drawing a single line and initialed by the Accounts Officer, duly appointed by DDG of State NCC Directorate. Any alterations necessary should be attested by a commissioned officer. (c) At the end of month and also at close of the camp, cash balances recorded in the cashbook, to be supported with the Bank statement of accounts. The cash balance will be deposited with Govt treasury immediately.

Procedure for Maintenance of Cash Book 85. (a) A monetary transactions (receipts or payments) should be recorded in ink immediately after these take place. (b) Amounts received as security deposit or earnest money from the suppliers of rations etc. should also be taken as a receipt in the cashbook. (c) Payments for purchase of rations, fuel, hiring of utensils and other stores, pay of cooks, etc. should be entered on the charge side of the cash book as and when made, duly supported by vouchers specifying the full particulars of articles supplied/service rendered. (d) Bills/receipts are to be arranged chronologically and numbered serially. Separate serial numbers should be assigned to receipt and payment vouchers and filed separately. It is essential that against each entry in cash book the relevant/serial number of receipt/payment voucher is given in the columns provided for the purpose. (e) Where an entry in the cashbook represents payments made to several individuals, it is advisable to keep separate details showing the name of each individual with full addresses, the amount paid to him and brief particulars of the payment made.

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(f) Each entry of receipts and payments will be initiated by the Accounts Officer. The corresponding Bills/Receipts also should be initiated by the Accounts Officer indicating issue/receipt. (g) The cash register will be submitted to Camp Commandant daily for verification and signatures. Vouchers for Payment 86. (a) ensured:Before making payment of bills, the following should be (i) Calculations of the amounts charged are correct. (ii) They are correct according to the quantity received and indicate the date of supply. (iii) The rates charged are in accordance with rates specified in the contracts already entered into if any. (iv) If no contract was entered into and purchases have been made by calling competitive rates, it would be esured that the rates compare favourably with the prevailing rates as given by the local civil authorities or as ascertained from the local market through a board of officers specifically appointed by the Camp Commandant. (v) In the case of payments to cooks, bearers, sweepers etc, the payments are to be made only for the period of their actual employment and the rates paid should not exceed nerric rates or local rates as certified by the local civil or station authorities, as the case may be. The acquittance roll / muster roll / receipt obtained shall invariably contain full particulars of such personnel, including not only fathers name but also the full address of permanent residence and signature. When it is not possible to get signature, the individuals thumb impression of the left hand, duly attested by an officer is to be obtained. (b) When the use of a purely vernacular voucher is unavoidable, a brief summary will be inscribed therein in English stating the
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amount, quantity, name and address of the payee and the nature of payment etc. (c) Where the signature on a voucher is given by a mark or seal, it should be attested by an officer. A vernacular signature must be transliterated. (d) Every voucher should, as far as possible, be complete in itself and should contain each detail of item, quantity, rate, total amount charged, signature by the officer concerned etc (e) When more than one copy of voucher is made, that should be marked `original `duplicate and so on. (f) The amount of each voucher should, as far as whole Rupees are concerned, be written in words as well as in figures. The amount of paise may, however, be written in figures after the words stating the amount of rupees, but where there are no paise, the word `only should be inserted after the number of whole Rupees and care should be taken to have no space for interpolation. (g) All payments, as far as practicable, will be made by cheques for various purchases made. (h) Receipts will be taken in respect of all the expenditure from the camp grant, however small amount it may be. (j) When purchasing vegetables and allied items in small quantity from local markets, the Purchase Committee will sign receipts for small amounts upto Rs 50/- for which shopkeepers do not give receipts. These receipts will however be countersigned by Camp Commandant as verified. (k) When cash memos are not obtained, bills in original will be attached. (l) All vouchers required to support cash transactions shall be prepared in not less than a quarter sheet of foolscap paper. (m) All corrections and alterations in the total of a voucher should be attested by the dated signature of the person signing the receipt, as many times as such corrections and alterations are made.
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(n) Vouchers bearing an erasure should not be accepted and payment of such vouchers be refused and a fresh voucher called for. (o) All payments made should be supported by the dealers bill receipted with Re 1/- revenue stamp affixed when the payment exceeds Rs. 5,000/-. (p) Vouchers obtained from the dealers, etc, are the proper vouchers for messing expenditure and not receipts from NCC cadets showing them the payments of allowances at the prescribed rates. (q) Receipts made out in pencil will not be accepted.

Payment of Bills 87. (a) Bill will be obtained as early as possible for the stores received, together with a copy of the supply order/receipts issued by the camp authorities and interlinked with the requisitions. This bill will be checked thoroughly with the supply orders and the registers maintained for receipt of rations. It is to be ensured that the bills have been prepared according to the approved rates. All bills/acquittance rolls will be passed for payment by the Camp Commandant on the strength of certificate endorsed on the bill by the officer concerned that the articles have been received and taken on ledger charge. Security deposits of the contractor if any, will be released on termination of the camp after ensuring that there are no demands against him. (b) All payments of bills/acquaittance rolls will be made by the Deputy Camp Commandant (Accounts Officer) after obtaining order of the Camp Commandant and endorsed as such. (c) The Purchase Committee, if any, will hand over the cash memo/bills/requisitions to the Deputy Camp Commandant for further action. The latter will note the amount spent by the Committee in cash, for adjustment of advance made to them. The cash purchase transactions will also be posted in the cash book after obtaining orders of the Camp Commandant.

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Remittance of Undisbursed Amount 88. The balance of cash in hand and at bank will be remitted to the treasury with speed and promptitude on the termination of the Camp, after meeting all charges. Reappropriation of funds 89. Reappropriation of funds drawn for a particular item of expenditure, for incurring expenditure on other items is not permitted.

MESSING ACCOUNT Weights and Measures. 90. Standard weights and measures should be adopted in maintaining the messing account. Regional weights, if any, in bills should be converted into standard weights and measures when taking these on charge in the messing account books. Scale of Rations 91. (a) Camp Commandant will lay a scale of rations for vegetarians and non-vegetarians in respect of each camp depending upon the cost of items prevalent in the market, and the eating habits of the cadets, their average and keeping in view the monetary limit prescribed including the wages of mess staff, hire charges of utensils, etc. (b) Although no hard and fast rule can be laid down in regard to the scale of dry and fresh rations, refreshments etc, per cadet, the items and quality consumed should not exceed the scale of ration as laid down by the Camp Commandant NCC. Supply of Rations from ASC Depots/Govt agencies

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92.

(a) As soon as a camp is planned, the Camp Commandant will decide on the advisability of getting rations from ASC sources/Govt agencies wherever ASC depots/Govt agencies are located in the same place or near about the camp. In this case, the Camp Commandant will be asked to make a request to the formation HQ within whose jurisdiction the camp is to be held. He will give full details of the camp such as the strength, duration, location with postal address, nearest service Supply Depot and distance and the approximate quantity of items required. This information must be given to the formation concerned at least three to six months in advance, as laid down by the formation HQ concerned. (b) On receipt of approval from formation HQ the Camp Commandant will liaise with OC Supply Depot and submit indents and further details required by them. (c) Wherever ASC Depot/Govt agencies are located in the same place or near about the camps, the rations will be purchased from ASC depots/Govt agencies. In other cases, rations may be purchased from Govt controlled shops. Items of rations, which are not available from ASC Depots or government controlled shops will be purchased from the local market through a Purchase Committee. In case, where prior approval of Directorate General NCC has been obtained for appointing contractors, rations may be purchased only from them.

Procedure for drawal of rations from ASC/Govt agencies 93. On receipt of priced vouchers from OC Supply Depot/Govt agencies, the Camp Commandant will deposit the cost of rations and draw the rations on the specified dates. The success depends on the close liaison between the Camp Commandant and the OC Supply Depot/Govt agencies Purchase of Rations from Contractors 94. In case, it is necessary to purchase rations from contractors the procedure laid down in earlier paragraphs will be followed.

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Arrival and Departure Report 95. (a) Arival Report - Each In-charge of detachment, platoon, troops or coy as the case may be, will furnish arrival report to the Camp Adjutant on arrival at the camp. Part I of the Form at Appendix `E (Part-I) will be used for the purpose. (b) Departure report - ie, Part II of the same Form Appx E (Part-II) will be completed by the In-charge, just before departure of his/her Det, Pl, Tp or coy from the camp. Ration Strength 96 The daily ration strength, vegetarian and non-vegetarian should be notified in camp routine orders. All casualties in respect of NCC personnel including hospital admission will be published in camp routine orders. On no account rations will be drawn in respect of persons admitted to hospital or those struck off the strength. Maintenance of Accounts for Messing 97. The daily allowance, prescribed for attending camps is not payable to NCC cadets in cash. It is to be drawn by the Camp Commandants for incurring expenditure on messing the camp as NCC cadets are required to be fed in the camp. The allowance is intended to cover all expenditure relating to messing e.g. cost of fresh and dry ration, hire of utensils, fuel, wages of cooks/servers transportation charges of ration articles, and so on. The messing articles and services are to be provided within the monetary limit prescribed. The account for the camp period shall have to be maintained in such a systematic way in English that, at a glance, one should be able to know the particulars of articles with their quantities purchased daily and the amount paid for them.

Daily Menu 98. (a) A tentative menu will be drawn up by the Camp Commandant in consultation with the Camp Messing Officer and Camp Quarter-master, based on the scale of rations, preferably, the tentative menu should be drawn up for the first two days of the
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camp only. A `Messing Committee will be formed on the first day of the camp by including NCC officers and cadets. The personnel of the Committee will be changed on every fourth day. The Messing Committee will then prepare a firm menu for the duration of the camp. (b) Menu for each day of the camp and scale of rations prescribed should be attached to the messing account and should also be notified in camp routine orders. Issue and Accounting of Messing Stores in Stock Book 99. (a) A stock-book in the Form at Appendix `AA will be maintained by the Quartermaster or I/C of ration stores. It will show the total quantity of each article received/purchased daily, quantity issued to cook-houses and the daily balance in stock. (b) The messing stores received/purchased will be taken on charge in the stock-book under column `receipt. Daily issues will be entered under issue column. The relevant cash memo, bill or receipt voucher will be returned to the Deputy Camp Commandant after entry under the following certificate : Certified that the stores have been received in good condition and in correct quantity and have been taken on charge in Stock Book. sigs Date:-_______ QM/I.C Ration Stores (c) The particulars of the dealers etc, and the signature of the officer to whom issues are made will be recorded in the prescribed columns. (d) The QM/IC Rations Stores will issue the Stores to the cookhouses on demand by the Messing Officer/Committee and prepare the vouchers for issues made and forward these to the Deputy Camp Commandant for preparation of daily messing expenditure statement. (e) Unconsumed rations returned by cook-houses will be taken on charge in the stock-book and the fact intimated to the Deputy Camp Commandant for action.

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(f) The receipts and issues will be recorded and the balance worked out on the close of the day to ensure that stock is correctly held. (g) The stock-balance should be periodically checked by the Gp Cdr/Camp Commandant by paying surprise visits and a certificate to that effect will be endorsed in the stock-book. Gp Cdr, during his visit may carry out surprise check of the stocks and the accounts register and enter his remarks and signatures.

Daily Messing Expenditure Statement 100. (a) Form at Appendix `BB should be used to maintain the daily messing expenditure statement. This provides separate columns for daily feeding strength (vegetarian and non-vegetarian) and quantity of each article consumed. (b) The daily messing expenditure statement will be prepared on the following morning from the vouchers received from the QM or I/C Ration Stores, showing the issues made to cook-houses less quantity of stores, if any, returned to stock. (c) Besides showing the various quantities of ration articles consumed during the course of a day, the expenditure on miscellaneous items connected with messing e.g. pay of cooks, servers, water-carriers and expenditure on transportation of dry and fresh rations etc. will be shown in the statement to arrive at the total expenditure for the day. This will be divided by the feeding strength to work out the expenditure per head and compared with the total monetary entitlement for the day, to ascertain saving/excess for the day, as well as the progressive upto-date saving/excess. This should enable the Camp Commandant to regulate expenditure on messing by making suitable changes in the memo. Daily Attendance Register 101. Daily attendance register should be maintained. The feeding strength, as shown in the daily messing expenditure statement, attendance

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recorded in the attendance register and the feeding strength as published in the Camp Routine Orders, should tally. Disposal of Unconsumed Rations 102. (a) The unconsumed rations, if any, should be disposed by return to the suppliers at cost price as per the terms and conditions of contract after convening a Board of Officers to assess the quantity of unconsumed ration. (b) In case of very small quantities of cheaper items of rations, the following procedure may be followed if the contractor does not take back such items:(i) By sale to the nearest unit or by sale to PI staff and other personnel at cost price, if the ration articles are purchased from ASC sources/Govt controlled shops/Fair Price shops/Govt under-takings. (ii) By public auction

(iii) The method adopted for the disposal should be recorded with details of the articles, sale proceeds and full address of the individuals to whom sold. If the amount realized is less than the cost price, the reasons therefore should be recorded.

Auction of Unconsumed Ration Stores 103. When unconsumed rations are proposed to be disposed of by auction, wide publicity with regard to the auction should be given and the articles disposed of to the best advantage of the State. This should be done in the presence of the Camp Commandant. 104. Only one cook house/kitchen will be run for all service officers, NCC whole-time officers/part time officers, JCOs, PI Staff, Civilian Staff and cadets. Lists of the Service Officers, NCC whole time officers, part time officers, PI staff, civilian staff and cadets, are to be maintained on day to day basis and all will be charged the normal messing allowance admissible to cadets. Officers may however, supplement their food but
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this cost will be borne by them. Such items of food will be cooked in a separate kitchen run by officers. On no account special items will be cooked in cadet mess. The Camp Commandant will inform all officers/NCC whole-time officers, part time officers/JCOs/PI Staff/Civilian Staff, who are eligible for TA/DA advances, to bring along with them the required funds on account of messing charges. This amount will be credited in Cash Book and final adjustment made on the termination of the Camp. Mess Arrangements in Camp for the Civilian Staff 105. In case civilian staff are particular to have food under their own arrangements, they may be permitted to do so by the Camp Commandant keeping in view the need for punctuality of the staff and depending upon the prevalent conditions. Under no circumstances they will be allowed to mess in the cadets mess, free of charge. Scale of Mess Servants 106. (a) Cooks and water carriers etc. should be employed with due economy, since their wages as well the expenditure on utensils, fuel, etc. has to be met from the daily messing allowance. Since service officers/NCC whole-time officers/PI Staff/Civilian employees also take their meals from single cook house/kitchen, the daily feeding strength forms the basis of employment of mess staff. In order to provide good and wholesome food to cadets and others during the camp period, it is necessary that the expenditure on other items is kept at the lowest level. The number of such personnel should be based on the following scale related to cadet strength which is easier to calculate than the feeding strength : (i) (ii) (iii) Cook Water Carrier Server . . . One per 60 cadets One per 60 cadets One per 60 cadets

(b) The daily rates payable to them should be determined by the Group Commander on the basis of working hours with due regard to the rates prevailing in the area, after contacting the civil authorities in this regard.
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Messing Arrangement in Camp for NCC Part Time Officers 107. (a) NCC part-time Officers are entitled to daily messing allowance during the camp period. The amount will be drawn and paid to them in cash by the Camp Commandant and their receipt obtained. (b) For messing arrangements, they will also be charged at the rates of the normal messing allowance admissible to cadets from time to time, vide para 104 ante. Messing Arrangements in Camp on Contract 108. Messing arrangements in camps for NCC Officers and Cadets will not be entrusted to contractors or carried out through contractors. Cooking/Serving Arrangements in Camps on Contract 109. Cooking/serving arrangements in camps will not be carried out on contract, unless economical to the State. Incidental Expenditure 110. With the issue of Ministry of Defence letter No. 3216/Incdl/ DGNCC/Budget/624/D(GS-VI) dated 17 Apr 2000 (Appendix CC) incidental grant is now admissible on per cadet basis while attending NCC camps at the rate of Re. 8/- per cadet per day. The amount is intended to be spent in connection with the camp only. Expenditure shall depend on various factors such as location of the camp, availability of built-in accommodation with sanitary arrangements, lighting and water availability of MES, furniture etc. The expenditure on employment of labour for setting up/striking of camp must be eliminated as far as possible by proper advance planning and utilizing the manpower of military, civilian/NCC cadets/personnel available with the Units camping. Quantum of Incidental Expenditure

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111. (a) The planned strength of the camp will be the basis for the purpose of drawing the incidental grant from the State Government/Union Territory administration. (b) While incurring expenditure, the actual strength will be taken into account and the balance will be refunded to the drawee. Items of Expenditure 112. The items of expenditure which are met from the incidental grant are detailed as follows : (a) Labour charges for digging of latrines, construction of dining halls, construction of cook-houses, digging of soakage-pits, preparation of bathing points including water supply and taps, electrification of tents/camp area etc. (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) Payments to barbers, washermen and sweepers. Information room requisites. Amenity stores (such as radios, hiring of TVs and other outdoor and indoor requisites and Trophies, prizes and photographs Accommodation and allied charges, e.g. water, light, conservancy and hire of furniture where necessary. Material for cleaning and upkeep of uniforms/equipment. Training items e.g. target, paper, special items for exercises, target, note-books and coloured flags. Provision of amenities and other requisites for inspection and visits by important personages during the camp. Special medicines not available in hospital/MI Room Constructions of cook-houses Items required for cultural activities
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(m) (n) (o) (p)

Printing charges Lanterns and hot weather appliances, e.g. earthern water vessels, etc. Temporary telephone connection, if connection is already not available, and its rental charges. Any other items of expenditure for which there is no specific provision.

The responsibility for incurring any expenditure on annual training camps rests normally with Camp Commandant. In special cases, however, the Unit Commanders may incur expenditure upto 10 percent of incidental grants admissible to the participating unit and render the complete detailed account to Camp Commandant concerned. Postage Charges Register 113. (a) Postal charges during the camp are debitable to the normal postal charges account of the units participating. (b) The unit from which the Camp Commandant is selected, will bring the necessary postal stamps and open a separate account for the duration of the camp. All the stamps expended during the camp period, will be entered in this register. At the end of the camp, the expenditure will be totaled and, if necessary, apportioned amongst the units participating in the camp. The resultant expenditure, thus arrived at, will be debited to the Units Postal Charges Account in Postal Charges Register maintained by the respective units. (c) If heavy expenditure on this account is anticipated in exceptional cases, the unit from which Camp Commandant is selected, may ask the participating units to bring/dispatch the requisite quantity of postal stamps, in advance of the date of commencement of the camp. Stamps, thus received, will be accounted for in the Camp Postal Charges Register and the unspent stamps if any, will be returned, with a certificate in respect of the expended stamps.

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Telephone Call/Rental Register 114. The Camp Commandant should maintain a register showing the details of telephone calls, if any made i.e. name of person, designation, place and time with date to enable him to assess the telephone charges payable to the Posts and Telegraph Department at the termination of camp. The P & T authorities will be requested to forward their bill promptly for payment. In case, where bills for telephone charges are not expected to be forthcoming within a reasonable time before the audit of accounts is taken up, the Camp Commandant will calculate the charges and debit the amount to the incidental account before it is finally closed. A note to the effect that payment due to Posts and Telegraphs Department for which the bill is awaited may be made against the entry in the cashbook/incidental account. Loan Ledger Stores 115. All non-expendable stores brought by participating units and those obtained on loan from ordnance and any other agency or source should be taken on charge duly supported by receipt vouchers (i.e. issue voucher/consigner). On termination of the camp, this ledger should be closed to nil balance as indicated below : (a) Articles obtained on loan from any source other than the participating units, should be charged off supported by issue voucher duly receipted. Stores brought by participating unit should be charged off, supported by issue voucher duly receipted by the units concerned.

(b)

Expenditure on Pitching of Tents etc. 116. (a) Expenditure incurring on pitching of tents digging of snake trenches, drains and construction of paths should on no account be met from the incidental grant. All these tasks are field works and the cadets should do these jobs. (b) Thatched constructions and pandals/shamiana for cookhouses and dining-halls are expensive and should not be set for camps. Maximum use of tentage and tarpaulins would eliminate the necessity for such constructions.

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Opening and Closing Day Function 117. Expenditure on entertainment viz. tea, sweets, etc. for both opening and closing day functions should be incurred up to the maximum of Rs 5/- per head. Cash Prizes 118. Award of cash prizes is not permissible. Expenditure on this account in kind, however should not exceed under any circumstances the limits as noted below:(a) Camp strength upto 500 officers and cadets Rs. 2,000/(b) Camp strength exceeding 500 Rs. 2,500/In the case of small camps, expenditure should be proportionately less. Scale of Civilian Camp Followers 119. (a) (b) (c) Dhobies Barbers Sweepers One for 75 cadets One for 100 cadets One for 50 cadets

(Note : - When shallow and deep trench latrines are used the scale of sweeper will be for 75 cadets). The daily rates payable to them should be determined with due regard to the rates prevailing in the area. If possible, Civil authorities should be contacted for obtaining the requisite information. In case camps are held at military stations, the local nerrick rates should be obtained from the station authorities. Lighting 120. (a) Where covered/tentage accommodation is not electrified, a Board (Barrack Standing Committee) will be appointed who will fix the number of petromax lights and hurricane lamps etc. required. The lighting hours will be published in the Camp Routine Orders. The consumption of Kerosene oil will be regulated as under : (i) lantern hurricane 14 ml per hour
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(ii) (iii) (iv)

Incandescent lamp

130 ml 105 ml - 90 ml

Lamp Incandescent hangingmedium Lamp incandescent hand small

(b) Methylated spirit at the scale of 28 ml per lamp per diem, during winter and 14 ml, per lamp, per diem, during summer, is allowed for lighting incandescent lamps. (c) Kerosene oil used for lighting lamps will be accounted for as detailed in para 155 (a) and charged off on expense voucher giving details. Camp POL Account Including Mileage Cards/Car Diaries 121. Cost of POL used for the move of vehicles from unit HQ to camp site and back and during the camp for training purposes would be debited to the camp account. A separate register will be maintained for POL account which will indicate the daily mileage done by each vehicle, nature of duties performed, quantity of POL used and cost thereof besides, car diary, mileage card etc. Register of Hired Transport 122. In case, private vehicles/carriers are hired for any purpose connected with the camp, full particulars thereof will be recorded in this Register and amount will be debited to POL account. Non-expendable Stores 123. Indiscriminate purchase of non-expendable stores should be avoided. The equipment available with the unit participating in the camp should be used to the maximum advantage, where it is an inescapable necessity, stores may be procured with due regard to economy and durability. In some cases, it may be profitable to purchase an item of stores rather than hiring the same. Camp Commandant may purchase any
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single item costing upto Rs. 3,000/- in each individual case, if the item is essential for Camp and can be utilized for other camps also. Where the cost exceeds Rs. 3,000/- in any individual case, prior permission of Dy DG NCC must be obtained. Accounting of Stores purchased from Incidental Expenditure Grant 124. (a) A separate ledger for non-expendable and expendable stores purchased from the camp incidental expenditure grant will be maintained. Separate folios should be allotted for each item. It is essential that all items purchased are taken on ledger charge in the respective ledgers supported by CRVs. The number and date of the bill should invariably cited therein. A certificate to the effect that the stores have been taken on ledger charge will also be endorsed on the CRVs. (b) On termination of the camp, the Non-expendable Stores Ledger should be closed to NIL balance by transfer of items to Unit Camp Stores Ledger supported by appropriate vouchers and the transfer voucher number and date be quoted in the ledger. The condemnation board proceedings will be got approved from NCC Directorate/Gp HQrs before these are finally charged off from the ledger. (c) Similarly, the Expendable Stores Ledger should be closed to NIL balance supported by proper expense vouchers and the balance of items if any may be disposed off to the best advantage of the State. Custody of Stores Arms and Ammunition 125. (a) All items of stores will be kept in the custody of Quartermaster or the officer specially detailed to hold charge of stores. It will be his duty to take on charge in appropriate stores ledgers, items received in the camp. The stores officer/QM should certify in the bill before payment, the actual quantities and ledger folio in which the stores have been taken on charge by him. When stores are issued, appropriate issue vouchers specifying the purpose for which these were issued should be prepared immediately and receipted by the officer concerned who demanded the stores. On termination of the camp the actual stock of stores in hand should be

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checked with the book-balance and this balance tallied and certified as correct. (b) The requisite precautions will be taken during the camps for the safety of arms and ammunition by providing necessary armed guard of the armory. Unit Camp Stores Ledger 126. Each unit should maintain a permanent stores ledger called Unit Camp Stores Ledger for accounting of stores purchased from camp funds only. In this ledger all non-expendable and other stores purchased hitherto, from the incidental expenditure grant of a camp for which 50% of expenditure is met by the Central Government should be accounted for. Care should be taken to see that this ledger does not include any item for which the expenditure has been met entirely from funds alloted by State Government. Condemnation of Non-expendable Stores 127. Immediately on termination of camp, a Board of Officers will be detailed to physically check the non-expendable stores purchased from camp funds and packing materials. The physical balance will be endorsed in the Board Proceedings and the discrepancies recorded, if any. Shelf life of the articles should be kept in view. Articles not fit for retention should be condemned. It will be necessary to give reasons for condemnation. Sale Proceeds of Condemned Articles 128. Articles purchased from Camp Incidental Grant, which have been condemned, should be disposed of to the best advantage of the State and their sale proceeds credited to the Cash Book. The total incidental expenditure will be reduced by the amount realized. In support of such credits the statement showing particulars of articles and to whom sold with their full address, should be kept on record. The method adopted for sale will also be stated. In case, the amount realized is considerably less than the amount spent, reasons therefore should also be recorded.

396

Procedure for Purchase/Accounting of Non-expendable Stores from Camp Incidental Grant for which Sanction is obtained by the Unit Commander in advance. 129. Following instructions will be observed for accounting nonexpendable stores purchased from the Camp Incidental Grant : i. ii. iii. iv. The items will be purchased in accordance with the procedure laid down by the State government. The actual cost of the purchases will form part of camp expenditure. The items so purchased will be taken on charge in specially opened Camp Stores Ledger which will be subject to audit. The stores on charge will be physically checked at least once a year and a certificate to that effect will be endorsed on the ledger by the Unit Commander. As and when any item held on charge becomes unserviceable due to fair wear and tear, a Condemnation Board will be convened. The articles condemned by the Board will be disposed off to the best advantage of the State. The proceeds thereof will be credited to the State and Central government on a 50 : 50 basis and NCC Directorate informed to note the amount thus credited to Central Government, i.e. in favor of CDA.

v.

397

ALL INDIA COMBINED/ZONAL CAMPS INVOLVING UNITS OF MORE THAN ONE STATE

General 130. All instructions contained in the preceeding paragraphs will apply except as otherwise stated in this chapter. Combined Accounts 131. (a) The Camp Commandant will be responsible for the maintenance of accounts in respect of messing, POL and incidental expenditure pertaining to the Camp only. The Dy Director General NCC will be responsible for the transmission of funds in respect of the participating cadets of units under the NCC Dte. The funds for all the participating units will be remitted by each NCC Directorate to the concerned NCC Directorate of the State in which the camp will be held at least three weeks before the commencement of the camp. The NCC Dte of the camp will thus collect remittances from the all the Directorates and place the necessary funds at the disposal of the Camp Commandant at least one week before the commencement of the Camp. (b) The amount received by the Camp Commandant for messing, POL and incidental expenditure will be entered as receipts in the cash book. The procedure for expenditure will be the same as for Annual Training Camps. The total messing and incidental expenditure incurred in the Camp as a whole, and not by individual units, will be accounted for in the cash book. Individual Account 132. Accounts in respect of items of expenditure other than messing, POL and incidentals will be maintained individually by the participating units.

398

Personal Deposit Account 133. A Personal Deposit Account will be opened by the Camp Commandant at a nationalized bank/treasury to deposit all the money received by him from the organising Directorate towards the camp expenditure, under Rule 623(c) of the Central Treasury Rules. Authorities Responsible for Incurring Expenditure 134. The responsibility for incurring any expenditure on items viz. rank pay, TA/DA for NCC Officers (ANOs) and cadets and TA/DA for civilian staff, rests with the Unit Commanders. Messing Account 135. Messing account will be maintained as per instructions in Para 90 to 109. Daily messing account should be supported by unitwise details of the number of NCC cadets who messed on each day, explaining variations in the strength. Unit-wise details should also be recorded on the back of parade statement. The daily ration strength, vegetarian and non-vegetarian, should also be notified in Camp Routine Orders alongwith casualties, if any. Stores Purchased from Incidental Grant 136. Expendable and non-expendable stores required for the Camp may be purchased from incidentals. All items purchased will be taken on charge of appropriate ledgers. If certain articles purchased from the incidental grant are disposed off locally, the particulars of individuals to whom the articles are sold should be kept on record. In case, the amount so realized is less than the amount spent, reasons therefore should also be recorded. Transfer of articles after use 137. At the close of the Camp, the total value of non-expendable stores purchased from incidental grant should be taken into consideration and the items distributed to the units participating in the Camp, on the basis of funds provided by them for the camp. The items should then be
399

charged off from the ledger supported by issue vouchers, duly receipted by the units receiving the stores and the store ledger brought to NIL balance. Closing of Accounts and Share of Expenditure 138. On termination of the Camp, the accounts will be closed and the share of expenditure in respect of each unit participating in the Camp, should be worked out as follows : (a) Messing expenditure It is decided by assessing the average expenditure per cadet on the total strength of cadets and the total expenditure incurred. (b) Incidental expenditure This expenditure will be apportioned in accordance with formula given below : Total expenditure x authorized amount for each unit Total authorized amount for all = shareable actual expenditure of each unit (c) POL Expenditure total expenditure x authorized amount for each unit total authorized amount for all = shareable actual expenditure for each unit. Expenditure Statement 139. Statements in the Forms at Appendix `G & `H will then be prepared and attached to the accounts indicating the share of expenditure in respect of each participating unit. Unspent money will be proportionately refunded to the respective Unit Commanders and cahbook closed to NIL balance.

400

Audit 140. The responsibility for the audit of messing and incidental expenditure account devolves on the Accountant General of the State where the camp is held. The Camp Commandant will contact the State audit authorities well in advance to fix with them the date of audit, immediately on termination of the camp. After audit, a copy of the audit certificate together with statements in the forms at appendices `G & `H will be forwarded to each Unit Commander for presentation to his State Government. Reports and Returns 141. The Reports and Returns mentioned in Para 156 to 158 will be rendered within the prescribed time limits. In addition, a copy each of Appendix `G & `H will be forwarded to Directorate General NCC.

MILITARY/CENTRAL/PUBLIC/RESIDENTIAL MERIT SCHOLARSHIP SCHOOLS CAMPS General 142. The procedure for the maintenance of Accounts will be the same as that given for All India Combined Camps, except as otherwise stated in subsequent paras.

Maximum Limit of Each Item of Camp Expenditure 143. The following is the maximum limit of each item of camp expenditure : (a) Messing for JD Officers and : As laid down in para 2 (b) and 3 Cadets (a) of Schedule II of NCC Act & Rules and subsequent Govt letters revising the rates of messing (b) Rank pay for JD Officers As laid down in para 2(a) of
401

(c) Incidental expenditure (d) Travelling and daily allowance for the journey period, to and from camp for JD Officers and cadets

Schedule II of NCC Act and Rules and subsequent Govt letters revising the rates of Rank Pay Re. 8/- per cadet per day As laid down in para 2(c) (d) & (e), 3(c), (d) & (e) of Schedule II of NCC Act and Rules.

144. (a) Advances required for the camp in respect of items of expenditure as specified under preceding paragraph 143 (a), (b) and (c) will be drawn by the sponsoring NCC Directorate from the regional Controllers of Defence Accounts in whose audit area the schools are located and remitted to the receiving Directorate NCC by Bank draft (drawn) in his favour by designation) at least three weeks before the commencement of the camp and the receiving NCC Directorate will place the fund at the disposal of the Camp Commandant at least one week before the date of commencement of Camp. (b) Advances on account of TA/DA for journeys to and from camps in respect of officers and cadets as specified under para 143(d) will be drawn by the Principals/Headmasters of the participating schools from and adjustment bills, supported by all necessary vouchers rendered to CDA concerned through their NCC Directorates. Maintenance and Audit of Camp Accounts 145. (a) The receiving Deputy Director General NCC will request the Controller of Defence Accounts to depute his local Audit Officer of the Camp station to visit the camp on the appointed date for the audit of camp accounts; sufficient advance notice will be given for this purpose. (b) The Camp Commandant will on winding up the camp, close the accounts, get them audited by the LAO of the Camp location on the spot and hand over the accounts, the audit certificate, the adjustment account and the unspent balance to the Dy Director General NCC in whose jurisdiction the camp/course is held.

402

(c) The Dy Director General NCC, in whose jurisdiction the camp is held, will take all necessary steps for settling outstanding objections, if any, in consultation with the LAO. The former authority will dispatch the audit certificate and adjustment account to the Deputy Director General NCC together with a bank draft for the unspent amount due, if any, within four weeks of the termination of the Camp. (d) The sponsoring Deputy Director General NCC will submit the audit certificate and the adjustment account to the respective controller of Defence Accounts from whom the advances were drawn, together with treasury receipt for the unspent balance pertaining to each such advance. (e) The Principals/Headmasters of the Schools will prepare bills/adjustment claims in duplicate in respect of TA/DA of officers and cadets only and submit to the NCC Directorate to which they are attached, together with relevant vouchers. The NCC Directorates will scrutinize the claim, countersign and forward to the concerned CDA for payment/adjustment. Apportionment and Expenditure 146. The expenditure on messing and incidentals will be apportioned between Military Schools and the Public/Central/Residential Merit Scholarship Schools and separate bills/adjustment claims will be prepared for the two category of schools, as the expenditure pertains to the two separate head of account. Apportionment of Messing Expenditure 147. Total expenditure on messing should be divided by the total number of cadets actually attending the camp. Cadets admitted to hospital or leaving the camp before the termination of the camp or messing from subsequent days of the commencement of the camp should be excluded from the number of days falling short of 10 days from the total number of cadets. This is to ascertain the expenditure incurred on each cadet per day. This rate should be multiplied by the number of cadets and number of days for which they had attended the camp for each Military School or total number of Public Central/RMS Schools as the

403

case may be, to arrive at the share of expenditure for Military Schools and Public Central/RMS Schools. Apportionment of Incidental Expenditure 148. Incidental expenditure should be apportioned between Military Schools and Public Central/Residential Merit Scholarship Schools proportionately according to the participating number of troops belonging to the two separate category of schools. The total expenditure should be divided with the total number of participating troops and the dividend multiplied with the number of troops of each category of schools. Points to be remembered while preparing Contingent Bills. 149. The following points should be borne in mind when preparing contingent bills :(a) Messing Allowance to Officers i) The relevant government letter and/or relevant provision of NCC Act & Rules should be cited as authority for the admissibility of allowance at the space provided for the purpose in the contingent bill. ii) The bill should be supported by a certificate from the Camp Commandant to the effect that officers attended the annual training camp from . to .. and they lived, messed and slept in the camp during the period. iii) The above should be supported by Daily Camp Routine Orders notifying the Daily School-wise strength of NCC Officers and Cadets. iv) The bill should be supported by stamped receipts from the officers concerned. v) No allowance is admissible for the days for which the condition prescribed at sub-para (ii) above is not fulfilled. The position of the day of departure should specifically be kept in view. (b) Messing Allowance of Cadets (i) Points mentioned at sub-para (a), (i), (ii), (iii) and (v) in the case of officers, equally apply in respect of cadets.
404

(ii) (iii)

(iv) (c)

Dealers receipts etc. in original should be furnished alongwith the contingent bill. The Camp Commandant should necessarily endorse certificate in the contingent bills that quotations for the supplies received, were called for, if any, and rates accepted were the lowest obtainable in the market. Total amount of the bill should not exceed the maximum amount admissible.

Rank Pay to NCC Officers (i) The relevant Government letter and/or the relevant provisions of NCC Act & Rules should be cited as authority for the admissibility of rank pay at the space provided for the purpose on the contingent bill form. The Bill should be supported by a certificate from the Camp Commandant to the effect that (Number, Rank, Name of Officer and School) attended annual training camp from .. to who lived, messed and slept in the camp during the period. Stamped receipts from the officers concerned should be obtained and submitted in support of the bill.

(ii)

(iii)

(d)

Incidental Expenditure (i) The relevant government letter and or the relevant provisions of the NCC Act & Rules should be cited as authority for the admissibility of incidental grant at the space provided for in the contingent bill. The claim should be supported by a certificate from the Camp Commandant showing the number of troops and cadets attending the camp from each school. Stamped receipts from the dealers should be enclosed in support of the claim. A certified receipt voucher showing the nonexpendable articles purchased and taken on charge should be attached to bill. A certificate should be essential that the rate charged for is the lowest obtainable. A statement should be prepared and attached to the contingent bill showing the details of expenditure on contingency and amenity.
405

(ii) (iii) (iv)

(v)

Articles of ordnance supply should be obtained from the ordnance establishment. In case of any doubt, whether or not expenditure on the articles to be purchased is debitable to the incidental expenditure grant, the matter should be referred to NCC Directorate, concerned or to Directorate General NCC. (vii) The maximum amount authorized should not be exceeded under any circumstances. (viii) Cost of POL used in the camp may be met from the incidental expenditure grant. (ix) TA/DA of civilian staff may also be met from the incidental expenditure grant, if sufficient funds are available. Points to be Remembered While Preparing Contingent Bill for TA/DA 150. The Officers and cadets will be entitled to daily allowance for the actual period of their journey from their respective stations to and from camp, in accordance with the relevant provisions of the NCC Act & Rules. The following points will be borne in mind : (a) The relevant Government letter/provisions of NCC Act & Rules should be cited as authority in the contingent bill at the place provided for. (b) Date and time of departure of the Officers/Cadets from the railway station at which the school is located and arrival at camp station and vice verse should be shown. (c) A certificate from the officer that he actually traveled in second class, should be furnished. (d) The details of the route by which the journey was performed will be indicated. (e) Whether the journey was performed in Mail/express train should be given. (f) Stamped receipt for the amount claimed, duly signed by the Principal/Headmistress, as the case may be, should accompany the contingent bill. (g) The claim should be supported by a nominal roll from the Camp Commandant specifying the names of NCC Officers and cadets and the date and time of their arrival and departure from the camp.

(vi)

406

(h) The head of account/code head to which the expenditure in question is debitable, should be written in the contingent bill with Red Ink and underlined with Red Ink. AUDIT Documents Required for Audit 151. i. ii. iii. iv. v. vi. vii. viii. ix. x. xi. xii. xiii. xiv. xv. xvi. xvii. xviii. xix. xx. The following documents are required for purposes of audit :Supply orders Contractors bill Payment/receipts/vouchers Arrival/departure reports Daily ration strength Cash book Daily messing expenditure statement Camp messing expenditure statement Camp stores ledger Register of security deposits Attendance register Stock-book Camp POL account including mileage cards/car diaries. Register of hired transport Telephone call/rental register Muster-roll of camp staff Bank statement Camp Routine Orders Prevalent nerrick rates Price list of items in the market/ASC/Govt agencies

407

Audit : General Instructions 152. It is of paramount importance that the account of a camp should be got audited by the audit authorities as early as possible on termination of the camp. It is the responsibility of all Camp Commandants to contact the Accountant General concerned and to get the accounts audited, as early as possible. If the accounts are not audited within two months from the termination of the camp, the matter should be reported to the Deputy Director General NCC concerned, who will in turn bring this fact to the notice of Directorate General NCC to enable them to request the State Government to arrange for early audit of the accounts. The Deputy Director General NCC should also approach the State government/Accountant General to expedite audit of the camp accounts. Responsibility for the Settlement of Audit Objections 153. It is the responsibility of the Unit Commanders of units where original accounts and connected documents are held or the Camp Commandant, as the case may be, to ensure that no objections relating to the camp accounts are kept pending. All possible steps to expedite the settlement of objections/observations should be taken. 154. The Camp Commandant/Unit Commander as the case may be, under no circumstances, will state his inability to settle the audit objections/observations on the plea that the Deputy Camp Commandant was responsible to maintain the accounts. It should be clearly understood that the ultimate responsibility for the correct maintenance of camp accounts rests with the Camp Commandant. Objection Register 155. An Objections Register will be maintained in which all items of audit objections/observations will be transcribed and progress watched. This register will be made available by the Camp Commandant/Unit Commander to inspecting officer for inspection.

408

REPORTS AND RETURNS Camp Report 156. (a) Within 7 days of the termination of the camp, the Camp Commandant will render a statement on the form at Appendix `F to NCC Directorate concerned and a copy thereof will be endorsed to Directorate General NCC. (b) NCC Directorate will prepare the debit statement from Appendix `F and send the same to State Accountant General/State Education Department endorsing a copy thereof to Trg Dte and P&F Dtes in Directorate General NCC by the 10th of every month. Audit Report 157. All India Combined/Zonal Camp Commandants are required to render, in addition to the reports and returns mentioned in the previous, paragraphs, an expenditure statement and a statement showing the share of each unit participating in the camp, in the forms at Appendix `G and `H respectively. Expenditure statement 158. All India Combined/Zonal Camp Commandants are required to render, in addition to the reports and returns mentioned in previous paragraphs, an expenditure statement and a statement showing the share of each unit participating in the camp, in the forma at Appendix G and H respectively. Scrutiny of Reports and Returns 159. The Reports and Returns as mentioned in the preceding paragraphs 156 to 158, will be scrutinized by the NCC Directorate concerned and any discrepancies and irregularities noticed will be reported to Directorate General NCC recommending such action as considered necessary.

409

DOs AND DONTS FOR CAMP ACCOUNTING DOs 1. 2. 3. 4. 5. 6. 7. 8. 9. Enter the advance drawn in the Register for advances and watch its adjustment. Enter all the transactions with speed and promptitude. Obtain local rates from the Civilin authorities or local nerric rates from Military authorities before engaging labour. Maintain muster-roll of casual labour, with all relevant particulars. Attest all thumb impressions obtained for payments made. Obtain non-availability certificate from the ASC and Govt agencies, if ration articles are not available with them. Obtain prevailing market rates before accepting tenders of competitive rates. Ensure that suppliers bills are supported by the indents issued by the Purchase Committee. Ensure that vouchers obtained in support of payments indicate a reference to indents, if any, date of supply, quantity indented for, supply received and correctness of the rates charged. Ensure that all items purchased are taken on ledger charge and expendable items charged off on issue/expense vouchers. Settle the rates of hire charges before hiring any item and ensure that it is less than its cost price. Open a Bank Personal Deposit account in the daily Messing Expenditure statement. Maintain detailed messing account in the Daily Messing Expenditure statement. Arrange Barrack Standing Committee for fixing the number of petromax hurricane lamps, scale of kerosene oil and lighting time. Ensure that the required Reports and Returns are submitted in time. Ensure that completed accounts are audited/checked before 7 days of the termination of the camp. Publish Daily Camp Routine Orders giving details of arrivals, departure, casualties, ration strength etc.

10. 11. 12. 13. 14. 15. 16. 17.

410

18. 19.

Maintain a list of winners of prizes duly certified if prices were awarded from the camp incidentals. Prepare sale accounts when articles are disposed of.

Donts 1. 2. Keep heavy cash balances in the camp. Destroy any camp records before the period laid down for their retention i.e. 5 years after the date of settlement of accounts and audit objections. Reappropriate any amount sanctioned for a particular purpose, for any other purpose. Make advance payment to individuals, firm etc. Award cash or costly prizes. Employ Camp followers in excess of the scale prescribed. Condemn non-expendable stores before the expiry of their life. Make messing arrangements on contract.

3. 4. 5. 6. 7. 8.

411

APPENDIX `A Referred to in para 5 TYPES OF CAMPS, COMPOSITION AND DURATION S.No. Types of Camps Cdts Participating No. of Camps 50% of the enrolled str
Duration

Auunal Trg Camp 1. Annual Trg SD/SW/JD/JW Camp/Combined Annual Trg Camp 2. ATC for Naval Wing Basic Leadership Camp 3. SD BOYS 4 5. SW Girls JW Girls

160 SW cdts from One all dtes SD boys from all Dtes SW girls from all Dtes JW girls from all Dtes 33 SD & 7 JD cdts from all dtes 30 SW & 10 JW Cdts from all dtes 400 SD Boys & 160 SW Girls 420 SD and 180 SW cdts from all dtes SD Boys from all dtes SW Girls from all dtes JD Boys from all dtes SD boys from all dtes One One One One One One One

12 Days for SD/SW and 10 Days for JD/JW 12 days 12 Days 12 Days 10 Days 12 days 12 days 12 Days 12 Days

Thal Sainik Camp 6. Thal Sainik Camp Boys 7. Thal Sainik Camp Girls Nau Sainik Camp 8. Nau Sainik Camp Vayu Sainik Camp 9. Vayu Sainik Camp Advance Leadership Camp 10. 11. 12. 13. SD Boys SW Girls JD Boys SD boys (Navy)

One One One One

12 Days 12 Days 10 Days 12 Days

412

National Integration Camp 14. NIC

15.

Special NIC

SD,SW from all dtes also JD/JW from conducting Dte SD, SW from all dtes 120 JD boys from all dtes 120 JW girls from all dtes 150 SD boys from all dtes 150 SW cdts from all dtes

37

Four Two Two Two Two

12 Days for SD/SW and 10 days for JD/JW 12 Days 10 Days 10 Days 12 Days 12 Days

Rock Climbing Trg Camp 16. JD Boys 17. 18. 19. JW Girls SD Boys SW Girls

Note: 1. 2. Location of the Camp. As decided by HQ DGNCC or the conducting Dte. No. of Camps. The No. of camps to be conducted are liable to change as per the instrs of DGNCC issued from time to time.

413

APPENDIX `B Referred in Para 8 No. 10(3)/85/DGNCC/Pers(B & F)/2546/A/D(GS-VI) Government of India, Ministry of Defence, New Delhi 110001, the 2nd Dec , 1985 To The Director General National Cadet Corps, New Delhi 110066 Sub : Reimbursement of 80 Percent of Defence Share of NCC Camp Expenditure by the Central Government Sir, I am directed to refer to this Ministrys letter No. 0(3)/65/NCC/Pers(B&F)/3651-C/D(GS-VI) dated the 24th Nov 1967, as last extended upto 30 Sep, 85, vide this Ministrys letter No. 10(3)/84/DGNCC/Pers(B&F)/2320/A/D(GS-VI) dt 07 Dec 84 and to convey the sanction of President to the continuance of the provisions thereof for a further period of one year. 2. This issues with the concurrence of Finance Division/GS vide their U.O. No. 4127/GS dated 18 Nov 85. Yours faithfully, Sd/- x x x x (H.D. Sinha) Under Secretary to the Government of India Copy to : The Controller and Auditor General of India, New Delhi The Controller General of Defence Accounts The Director of Audit, Defence Services All Senior Dy Directors of Audit, Defence Services All State Govt (Education Deptt), All Accountants General States, All Controllers of Defence Accounts All Trg Estts NCC, DFA (GS), DFA (Budget), D(GS-II), DFA (Navy) Army Headquarters, Air Headquarters

414

APPENDIX `C Referred to in Para 27 No 1648-Adm I/665.61 Office of the Comptroller & Auditor General of India New Delhi 12th July 1967 To All Civil Accountant General Sub : Audit of Accounts of all Types of Combined Camps of the NCC Sir, I am to state that the question of audit of expenditure of all types of combined camps of National Cadet Corps has been under consideration in this office for some time past and it has been decided in consultation with the Govt of India, Min of Def (NCC Directorate) that the audit of such accounts should be conducted by the Accountant General of the State in whose jurisdiction the annual camp is held soon after the termination of the camp and the certificate of audit indicating the share of each participating unit be issued by him. This supersedes this office letter No. 1382-Adm-a/Admn 1/640-56, dated 30.5.57. The instructions contained in this office UO No. 1679-Admn 1/649-56-II dated 10.6.59 will equally apply to all types of camps of the NCC so far as the opening of Personal Deposit is concerned. Yours faithfully, Sd/(N.P. HARAN) Asstt. Accounts Officer (ADMN-I) No. 1685-Admn 1/665-61 Copy to : 1. All State Govts 2. The Controller General of Defence Accounts, New Delhi 3. The Ministry of Finance (Defence)

415

APPENDIX D-1 Referred to in para 84 (a) of Chapter-59 Cash Account of ______________________________ For the Period from _________________ to _________________ RECEIPTS Date Sr To whom no. paid/particulars of receipts Cash Bank Messing Officers Cadets Incidental On What Account Conveyance Rank TA/DA Conveyance Initials Officers/Cadets pay Civilian of vehicles staff

Rs P Rs P

Place:Signature of IC Unit Date :-

416

PPENDIX D-2 Referred to in para 84 (a) Cash Account of ______________________________ For the Period from _________________ to _________________

PAYMENTS
Date Sr To whom no. paid/particulars of payment Cash Bank Messing Officers Cadets Incidental On What Account Conveyance Rank TA/DA Conveyance Initials Officers/Cadets pay Civilian of vehicles staff

Rs P Rs P

Place:Signature of IC Unit Date :-

417

APPENDIX `E (Part-I) (Referred to in para 95(a) ARRIVAL AND DEPARTURE REPORT Note : (a) Part I will be completed and handed over to the Camp Adjutant by every Detachment Comdr on arrival at the camp. Part II will be completed and handed over to the Camp Adjutant by every Dett. Comdr, just before departure from the camp. The same form will be used for Arrival and Departure report by the Dett. 1. 2. 3. Vegetarians Non-Vegetarians TOTAL 4. Date and time of arrival at the camp (a) (b) 5. Date _____________ Time _____________ Name of the Dett. Name of the Dett. Comdr Strength of the Dett. NCC Officers NCC Cadets

(b)

(c)

Part I Arrival Report

Date and time of first meal at the camp. (a) (b) Date _____________ Time _____________

Signature of I/C Dett. Place ________________ Date _________________

418

APPENDIX `E (Part-II) (Referred to in para 95(b) Part II Departure Report 6. Vegetarians Non-Vegetarians TOTAL 7. Date and time of last meal taken at the camp. (a) Date ____________ (b) Time ___________ 8. Give below details of cooked meals/rations being taken with the Dett. for feeding enroute. Number of days for which meals/rations are taken should be given. Date and time of Departure from the Camp. Strength of the Dett. NCC Officers NCC Cadets

9.

(a) Date ____________ (b) Time ____________ Signature of I/C Dett. Place : _______________ Date : _______________

419

APPENDIX `F Referred to para 156 CAMP REPORT Annual Training Combined Cadre/Summer/Advance Leadership/OUT/Camp/Course held at _____________ from __________ to ______________. 1. Location of Camp (a) Location (b) Nearest Railway Station/town (c) Distance from nearest rail head to campsite. (a) Duration (b) Dates (Full details will be given) (a) Camp Commandant (Rank, Name & Unit) (b) Dy Camp Commandant/Accounts Officers (Rank, Name & Unit) (c) Quartermaster (Rank, Name & Unit) No. actually attended Cadets NCC Officers

2. Names of Units Participating 3. Camp Staff

4.

Strength Authorised Number Planned Strength NCC Cadets NCC Cadets Officers Officers

420

PART - II 6. (a) Dry (b) Fresh (c) Whether tenders were called for and the lowest tender accepted? (d) Names and full addresses of the main suppliers/contracts and the cost of total purchases made from each of them. 7. Did you appoint the Purchase Committee How were the rations procured : ASC/Govt. controlled shop/ Contract/Purchase Committee? : ASC/Govt. controlled shop/ Contract/Purchase Committee : :

8.

Expenditure on Messing

(a) Was its constitution published in Routine Orders? (b) Did they sign all receipts to certify the correctness of quality, quantity and in the case of local purchase, price? (c) Were the personnel changed as laid down? If not why not? (a) Authorised for the actual number of cadets Rs (b) Actually incurred Rs (c) Saving, if any Rs (d) Details of expenditure Rs Incurred (i) Rations Rs (ii) Other items Rs (e) Per Capita expenditure Rs on messing NCC Cadet Rs

9. (a) No. of each type of camp servants Employed (i) Cooks and helpers (ii) Water carriers (iii) Sweepers (iv) Barbers (v) Washermen and so on

421

10. 11. 12. 13. 14.

(b) Whether payment to them was made at approved rates. If not why not ? Whether attendance register was maintained and ration strength published daily ? Whether detailed daily messing accounts in the prescribed forms, of Daily Messing Expenditure statement were maintained ? Whether separate messing arrangements were made for NCC Officers or they messed with regular officers. In either cases, it may be stated whether proper account was maintained. Whether scale of rations was fixed by the Director NCC. What were the messing arrangements in respect of P.I. staff. If P.I. staff was allowed to mess in the Cadets Mess, whether messing charges admissible to cadets were recovered from each of them. What were the messing arrangements in respect of civilian staff. If civilian staff were allowed to mess in the Cadets Mess, the reasons therefore should be given (normally civilians are required to make their own arrangements). Were NCC Officers and cadets allowed to be members of Purchase and Messing Committee. Incidental expenditure Rs. (Details of expenditure exceeding Rs. 1000/- on any singly item will be furnished in annexure). Whether number of petromax and hurricane lamps and the scale of kerosene oil were fixed by Barrack Standing Committee? If not why not ? Whether competitive rates were obtained before purchasing costly and expensive stores? If not why not? Whether all the non-expendable stores have been taken on ledger charge? (a) Whether the cadets were conveyed to camp site in unit transport or in hired transport ? (b) If the cadets were conveyed in hired transport, state the procedure adopted for hiring, giving the total expenditure incurred on this account as also per cadet ? (a) Whether Bank/Personal Deposit Account for camp funds opened ? (b) State the maximum cash balance held on any day What arrangements have been made for the audit of camp accounts and check by Regimental Audit board? When it is to take place?
422

15.

16. 17. 18. 19. 20. 21.

22.

23.

How were the amounts remitted by the Unit Commanders of Units participating in Zonal and Combined Camps. 25. Whether any losses of Govt stores and public money occurred in camp. Brief details may be given stating by whom the loss as regularized ; 26. Whether payments were made after obtaining pay orders of the Camp Commandants on the vouchers. 27. Total Camp expenditure incurred in respect of all items, as shown in the Model Budget, separately. (a) (b) (c) (d) (e) (f) (g) (h) Total Rs.

24.

Sigs of Camp Commandant Place : _______________ Date : _______________

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APPENDIX G Referred to in para 139, 157 & 158

STATEMENT SHOWING THE RECEIPT/EXPENDITURE AND REFUND ___________________ CAMP _______________WING ____________ 200 ________ Place _________________________ Sr No (1) NCC Dte / Unit (2) 1. NCC DTE 2. NCC DTE 3. NCC DTE
Details of expenditure of Organising Dte

Receipt Expend Balance Balance iture refunded due with date (3) (4) (5) (6)

Messing .. Incidental. POL (CAMP) . POL (Med) . TA/DA Civ. Staff. TA/DA Civ. Staff. Total
Grand Total

Place Date .

Signature of Camp Commandant Signature of Audit Authority

424

425

APPENDIX H Referred to in para 139, 157 & 158

STATEMENT SHOWING THE SHARE OF EACH UNIT ATTENDING ALL INDIA COMBINED/ZONAL CAMP SENIOR WING .. 200..
Name of the Unit (1) NCC Directorate 1. Unit/Bn 2. Unit/Bn 3. Unit/Bn Total NCC Directorate 1. Unit/Bn 2. Unit/Bn 3. Unit/Bn Total Strength Offrs Cdts (2) (3) Expenditure Total Messing Incidental (4) (5) (6) POL (7) TA/DA Total of columns 5+6+7+8 (8) (9) Remarks (10)

Signature of Camp Commandant

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APPENDIX AA (Referred to in para 99(a)

STOCK BOOK
Commodity __________________________ Scale ________________________

Accounting Unit ______________________

Date Receipt Bill/Cash memo or vr. no. etc. Issue Accounting Unit viz Kg., Gms., Nos, Mtrs. Ltrs. Balance Accounting Unit viz Kg., Gms., Nos, Mtrs. Ltrs.

Unit Rate

Accounting Unit viz Kg., Gms., Nos, Mtrs. Ltrs.

Signature of I/C Mess

Initials by QM

427

APPENDIX BB (Referred to in para 100(a)

DAILY MESSING EXPENDITURE STATEMENT Feeding Strength as per Daily Camp Routine Order No. Veg Non Veg Cadets Service Officers NCC Officers PI Staff Civilians Consumable articles (Messing) NB I (i) The quantity issued should be Exclusive of issues on payment to officers for supplementing their diet (ii) Unit rate will be inclusive of transportation/collie charges in respect of bulk purchases of dry rations like atta/rice/fire Wood/sugar etc., if the transport is used excessively for bringing these rations. Qty issued (3) Rate per Unit (4) Cost Rs P (5) Remarks (6)

Sl. No. (1)

Item (2)

Total Cost carried over.

Sl. No. (1)

Item (2)

Qty issued (3)

Rate per Unit (4)

Cost Rs P (5)

Remarks (6)

Total cost B/F

Total A Expenditure on Misc items connected with B

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messing
Pay of Cooks, Service /Water Carrier

C D Say X Say Y X Y L M L = M or M L as the case may be

Expenditure on transportation of city and fresh ration Grand total A+B+C+D Feeding strength for the day Expenditure per head Total monetary entitlement for the day Total expenditure for the day Saving/Excess for the day Saving/Excess for previous day (s) Progressive Saving/Excess

Signature of Camp Commandant Camp Accounts Officer

Camp Quarter Master

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APPENDIX `CC Referred to in para 110 No. 3216/Incdl/DGNCC/Budget/624/D(GS-VI) Government of India Ministry of Defence New Delhi, the 17th Apr 2000 To State Governments/ Union Territory Administrations (UTAs) Subject : INCIDENTAL GRANT FOR NCC CADETS : ANNUAL TRG CAMP AND CENTRALLY ORGANISED CAMPS Sir, I am directed to refer Government of India, Ministry of Defence letter No 3216/DGNCC/Budget/1353/3/A/92/D (GS-VI) dated 27 Oct 1992 on the above subject the to convey the sanction of the President to the revision of rate of Incidental Allowance Grant to Rs 8/- per day per cadet to NCC Senior Division and Junior Division Cadets, while attending Annual Training Camps/Centrally Organised Camps. 2. These rates shall become effective from the date of issue of this letter.

3. The expenditure involved will be shared by the Central and the State Govts/UTAs on 50:50 basis. 4. This issues with the concurrence of Ministry of efence (Fin) vide their U.O. No. 481/I/GS/2000 dated 6-4-2000. Yours faithfully, Sd/(Rajat Dutta) Under Secretary to the Govt of India

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IMPORTANT POLICY DECISIONS Recruitment of 85 NCC Whole Time Lady Officers (WTLO). : In the beginning of 2004, the borne strength of WTLOs was only 25 against the authorisation of 110 thus leaving a deficiency of 85. Recruitment action was initiated in 2004 for filling up of 85 vacancies (17 departmental through promotion of GCIs and 68 by direct recruitment through UPSC). With regard to departmental promotion, 15 GCIs have already been promoted raising the borne strength of WTLOs to 40. Promotion regarding 02 GCIs to WTLO is under process. Regarding direct recruitment, UPSC has selected 68 WTLO candidates and their police verifications and other formalities before appointment is under progress. Recruitment of 29 NCC Girls Cadet Instructors(GCIs)-III. : The Screening Committee constituted in the MoD have permitted HQNCC to fill up 29 vacancies of GCIs. On the basis of it, a written test was conducted in all the 16 NCC Dtes in Oct 2004 and interview/medical/fitness tests of short listed candidates were conducted in Apr 2005. The character verification of 29 selected candidates is under progress before their appointment. Authorisation of 152 Additional GCIs. : As recommended by the Vth CPC a case is under process for creation of 152 additional posts of GCIs by abolition of equal number of PI staff posts in NCC. MOD(Fin/GS) and Min of Fin(Deptt of Expenditure) have since approved the proposal. Govt letter is under issue by MOD. Reimbursement of Camp Expenditure by the Centre : A case has been taken up with MOD for revision of ratio of expenditure of Centre and States, on Camps, from the present 50:50 to 75:25. Govt. have agreed to the proposal. Another proposal for bearing the entire expenditure on NCC activities in the States of J&K and NER, by the Centre, which has been sent alongwith the ibid proposal has also been agreed by MOD. Govt. letter on the above two proposals is under issue. Hiring of jeep for parasailing : A proposal has been made to MOD for modificiation of sub-para(i) of Item No.21 of the Annexure to Govt. of India letter dated 31 Oct 2001 regarding `Delegation of financial powers to DG and other authorities in NCC to include `hiring of jeep for parasailing also. The same has been accepted by the Govt. Govt letter is under issue.

431

CADETS WELFARE SOCIETY INTRODUCTION 1. The Cadets Welfare Society (CWS) was established in Feb 1985 under the Societies Registration Act 1860 which was registered with Registrar of Co-operative Societies, Delhi to provide financial relief to cadets in death/injury sustained during NCC related activities. AIMS OF THE SOCIETY 2. The aims of the Cadets Welfare Society are : (a) To give financial assistance to cadets NOK/nominee in case of a demise during NCC activity. (b) To give financial relief to cadets on sustaining injury / disability during NCC activity. (c) (d) To grant Scholarships to academically brilliant students. To grant Best and 2nd Best cadet awards at Group level.

(e) To conduct sports and adventure activities which cannot ordinarily be funded by Public Funds.
MEMBERSHIP OF THE SOCIETY

3. A cadet on joining the NCC is required to contribute Rs.10/- as the membership fee for Cadets Welfare Society. This is a one time payment for enrolment. Out of this Rs.10/-, one rupee is retained by the unit for administrative purposes and balance Rs.9/- is remitted to the CWS by each Dte, through Bank draft in favour of NCC Cadets Welfare Society payable at Delhi. Payments by cheques are not acceptable. The payment is required to be accompanied with a statement alongwith certificate to be signed by DDG / Dir as per Appendix A.

432

4. The amount is required to be remitted within 30 days of collection but not later than 30 Nov every year. NOMINATION FORM 5. On joining the NCC, the cadet, after remitting the membership fee of Rs.10/-, will become a member of the Society. He/she will fill up a Nomination Form as per Appendix B which will be required to be maintained/kept in the Group HQ. The forms are not to be retained at School/College/Unit level. The cadets should be advised to nominate only their parents as NOK and only if parents are not alive they could nominate brothers or unmarried sisters as NOK. Nomination of other relations is normally not permitted. FINANCIAL ASSISTANCE / RELIEF 6. A policy directive regarding quantum of financial assistance/relief admissible has been issued vide this HQ letter No.19952/DGNCC/CWS dated 28 Apr 2000. The quantum of financial assistance / relief admissible as per this directive is as under : NCC Activities Death Cases Permanent Disability (For 100% Disability Upto Rs.2,00,000/Temporary Disability

(a) High Risk (Mountaineering, Rock Climbing, Skiing, para Sailing/Jumping, Slithering, Flying, Gliding, Sailing, Scuba Diving, Horse Riding) (b) Normal Activities

Rs.2,00,000/-

Upto Rs.1,00,000/-

Rs.1,50,000/

Upto Rs.1,50,000/-

Upto Rs.1,00,000/-

(The percentage of permanent disability will be decided by the Managing Committee in consultation with the DGAFMS, Ministry of Defence.)

433

Procedure for Sbmission of Claims for Financial Assistance / Relief. 7. Efforts should be made to forward the case to Cadets Welfare Society as early as possible on occurrence of casualty. There is a provision to grant immediate relief in case of death. An amount of Rs.50,000/- as immediate relief to the nominee of the deceased cadet will be paid by CWS which will be adjusted towards the final payment admissible. The case should be forwarded to CWS alongwith the following documents : (a) Immediate Relief in death Cases : (i) Details covering institution / unit alongwith date of

joining NCC. (ii) (iii) (iv) Nature of activity during which the death has taken place. Date and cause of death. Whether FIR lodged with police and postmortem of the

dead body carried out. v) (vi) Has the C of I been ordered. Nomination form in original.

(vii) Enrolment form in original. (viii) Address of the nominee alongwith nearest branch of Syndicate Bank / State Bank of India. (ix) Certificate from the DDG that the deceased was a bonafide NCC cadet and his/her death occurred during a NCC related activity and it was not caused as a result of the cadets breach of law or of a criminal act.

434

(b)

Final Claim in Death Cases : (i) (ii) Application from the nominee for financial assistance. Original enrollment and nomination forms if not already

forwarded for immediate relief. (iii) Death certificate from the DDG if not already forwarded

for immediate relief. (iv) (v) (vi) C Court of Inquiry proceedings. Post mortem report. Certificate from nominee as per specimen at Appendix of our policy directive issued vide letter

No.19952/DGNCC/CWS dated 28 Apr 2000. (vii) Recommendations of OC Unit, Gp Cdr and DDG as per Appendix D of the above policy directive. (c) Permanent Disability Cases : (i) (ii) (iii) (iv) (v) (vi) Application from the cadet for financial relief. Original enrollment form. Original nomination form. Injury report from Govt/Services Hospital. Court of Inquiry proceedings. Certificate from cadet/guardian (if the cadet is a minor)

as per Appendix C of policy directive. (vii) Recommendations of OC Unit, Gp Cdr and DDG NCC.

435

(d)

Temporary Disability Cases : (i) (ii) (iii) (iv) (v) Application from the cadet for financial relief. Nominations and enrollment forms in original. Medical Bills (original) Court of inquiry proceedings. Certificates as per Appendix C and D of policy

directive.

GRANT OF SCHOLARSHIPS 8. The Cadets Welfare Society grants 500 scholarship of Rs.5,000/- each to cadets who excel in their studies every year. These scholarships are distributed to Dtes in proportion to their enrolled strength as on 01 Apr every year. Only those students who have cleared the relevant examination in the preceding year are eligible for these scholarships. The Dtes have to scrutinize the applications and make a merit list separately for SD/SW and JD/JW to be forwarded to Dte Gen NCC by 15 Oct every year. The complete details about the award of these scholarships have been mentioned in Policy Directive No.2 issued by this HQ vide letter No.19957/DGNCC/ CWS dated 16 May 2000. The salient features of this policy directive are as given below:9. Eligibility Conditions : (a) JD / JW

The scholarships for JD/JW shall be awarded to the cadets who have passed the 10th standard or equivalent grade in the preceding academic year and who have obtained minimum 70% marks in aggregate in the qualifying examination. (b) SD / SW
436

(i) To be awarded to cadets who have passed intermediate or senior secondary (10+2) or pre degree / pre university (2 years) if they were in NCC at 10+2 level. Where NCC was not available at 10+2 level, these have to be awarded to cadets based on their scoring in the 2nd year course of graduation or diploma courses in polytechnics. (ii) The applicant should have obtained minimum 65% marks in case of science stream and 55% in case of Arts / commerce streams. 10. Concessions to Eligibility Conditions (a) 5% extra marks to be given to cadets of J&K and NER or the eligibility percentage is reduced by 5% for these states. (b) The cadet should have been in the NCC for at least two years continuously with a minimum of 80% attendance in each year with exemplary discipline. (c) 5% marks are awarded to SC/ST or other backward classes while making the merit list. (The specimen of the application form is given out in the policy letter dated 16 May 2000).

BEST CADET AWARDS

11. Cadets Welfare Society awards cash prizes from Cadets Welfare Society funds to two best cadets in each category of JD, JW, SD, SW in each NCC Group i.e. a total of 8 awards per Group. The amount of award is Rs.3,000/- and Rs.2,000/- to 1st and 2nd Best Cadet respectively. 12. The details of the scheme are mentioned in Policy Directive No.03/2000 issued by this HQ vide 19958/DGNCC/CWS dated 10 Aug 2000. 13. A Selection Board in each Group HQ is required to select four Best Cadets and four Second Best Cadets as per the guidelines. The state Dtes are required to consolidate the lists received from different Groups and
437

forward these to CWS alongwith a copy of application and the Selection Board proceedings by 15 Dec every year. 14. For selection of Best Cadets, the Group HQ will hold a Board of Officers where every unit will nominate 2 cadets in each category (total 8 per unit) who will be screened as per the guidelines enumerated in Appendix to policy Directive of 10 Aug 2000. The main eligibility conditions are as under : (a) JD / JW (i) Must have completed minimum one year of NCC.

(ii) Should have attended minimum 75% parades during the year. (iii) Should have attended at least one Camp.

(iv) Should not have won the Best Cadet award in that category previously. (b) SD / SW (i) Should be from 2nd / 3rd year of training in SD/SW.

(ii) Should have attended at least 75% parades during the year. (iii) Should have done at least one Camp. (iv) Should not have won the Best Cadet award in that category previously. 15. The Board of Officers will conduct tests for all the recommended cadets in the following subjects : (a) Written Test (General Knowledge) (i) Current affairs : (aa) Own countrys who is who, political situation, important conference/seminars, economy, general science and technical development etc.

438

(ab) Neighbouring / other countrys who is who, political situation and important conference / seminars. (b) (ac) Sports at National /International level. Service Subjects : (i) (ii) (iii) Drill Firing Written test out of 2nd year syllabus of respective

Wing/Division (Objective Type) (b) Interview To include : (i) (ii) (iii) (iv) (c) Personal bearing, turn out, disposition and mannerism Communication skills. Comprehension and intelligence. Response / ability to react.

Participation in the following NCC activities:(ii) (iii) (iv) (v) (vi) Mountaineering Expedition. Winning of award at RDC / TSC / NSC / VSC A grade in any NCC course. Merit certificate at any Camp other then CATC/ATC. Blood Donation (how many times).

(vii) Youth Exchange Programme.

SPORTS AND ADVENTURE ACTIVITIES

16. The Cadets Welfare Society provides funds for conduct of those sports and adventure activities which cannot ordinarily be funded out of Central / State Govt Funds. This is done with a view to provide more opportunities to cadets to undertake adventure / sports activities and not to supplement the funding of existing training activities. The Dtes are required
439

to forward specific proposals to include detailed statement of case in support of the proposals. The proposal is required to have the recommendations of the DDG. Purchase of equipment denovo, only for the purpose of undertaking a particular adventure activity is not entertained by Cadets Welfare Society. 17. The details of the scheme is mentioned in this HQ Policy Directive No.4/2000 issued vide this HQ letter No.19958/DGNCC/CWS dated 14 Aug 2000. 18. While preparing the budget for the activity the following should be strictly followed : (a) The TA/DA for officers/JCOs /OR will not be included in the financial proposal since these are to be paid by the concerned CsDA. (b) The TA/DA of Civilian Staff is not to be included since these have to be paid from the funds provided by respective State Govt. (c) The actual traveling expenditure in respect of Cadets to be included. (d) The messing charges @ Rs.55/- per day per head to be included (for only ANOs and cadets). (e) For running of the vehicles, maximum economy is required to be enforced. The cost of lubricants should be within 10% of the expenditure on petrol / diesel. The justification for the mileage to be covered by each vehicle will be mentioned. The expenditure on publicity, stationery, printing, entertainment, opening / closing ceremonies, flagging off / flagging in, mementoes etc. to be projected as incidental expenditure which should not exceed more than Rs.8/- per head per day.
(f)

(g) No equipment is to be purchased from Cadets Welfare Society funds unless it is specially required for that particular activity and it is not available in the Dte. (h) Full justification for extra diet money, if required, should be furnished. (j) Any expenditure on kitting or presentations of mementoes etc.
440

will be borne by respective State Directorates and no amount on this account will be projected to Cadets Welfare Society. 19. Since the proposals are required to be approved by the Managing Committee of Cadets Welfare Society, which meets once in three months, the proposals should be forwarded to Trg Dte at DGNCC for their comments, well in advance, so that these can be processed by CWS before submitting them to the Managing Committee. 20. Since only cadets contribute towards the Cadets Welfare Society, the funds can only be utilized for and by them.

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Appendix A Para 3 Directorate to chapter : Cadet Membership fee for the academic year : Sl. No. Name of the Gp HQ/Unit (All Gp HQs are to be shown) No. of Cadets whose enrolment is extended to the current academic year Fresh enrollment during the academic year SD/SW Total JD/JW Amount remitted to the Society @ Rs.9.00 per cadet.

(a)

Gp HQ (i) (ii) (iii) Gp HQ (i) (ii) (iii)

SD/SW JD/JW Total _____________________ _____________________ _____________________ _____________________ Total ________________ _____________________ _____________________ _____________________ _____________________ Total ________________

(b)

Grand Total This is to certify that contributions from all GP HQ / Units have been collected and there is nothing outstanding

Station : Date :

(Signature of Director / Deputy DG NCC)

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Appendix B Para 5 NOMINATION FORM FOR MEMBERSHIP OF THE NCC CADETS WELFARE SOCIETY (TO BE RETAINED AT NCC GROUP HQ) Section - 1 1. I, Cadet (name in block letters) ___________________ son/daughter of Shri (name in block letters ____________________ (Name of College / School) ____________________________________ on my enrollment with the NCC on (date) _________________________________________ with (name of the Unit) ____________________________________ apply for membership of the NCC Cadets Welfare Society and hereby subscribe a sum of Rs.10/- (Rupees ten only) towards its membership fees. 2. My Father/Mother/Gaurdians occupation is _________________________ and the annual income of my family from all sources is Rs._________________ per annum. 3. I understand that I shall be entitled to financial relief as determined by the Governing Body / Managing Committee of the above Society in the event of partial or permanent disablement sustained by me while participating in an organized NCC activity. I hereby accept that the decision of the Governing Body / Managing Committee with regard to the quantum of relief to be paid to me in the event of my partial / permanent disablement will be final and binding on me. 4. I hereby nominate the following person/persons who will receive financial assistance as per the share indicated and as determined by the Governing Body/Managing Committee of the above Society, which will be final and binding on the following person(s) in the event of my death while participating in an organized NCC activity : -

Contd..

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Appendix B (Contd.) Sl. No. Name of the nominee/nominees (in block letters) 1. 2. 3. (To be filled by the Cadet in own handwriting) 5. My membership in the Cadets Welfare Society and this Nomination Form will be valid only till such time I remain a cadet in the Division or Wing of the NCC to which I have been enrolled. Date : Place : Section II Place : Date : Signatures of ANO/Head of Institution Section III I am willing to allow my son/daughter/ward name _________________ to become a member of the NCC Cadets Welfare Society under the terms & conditions and rules in force of the Society. I also approve of the nomination made in Section 1 (4). Date : Place : Age Relationship with the cadet Permanent address of the nominee Percentage of financial assistance payable

(Full Signature of the Cadet)

(Full signature of the father/mother/ Guardian with complete address) Contd

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Appendix B (Contd.) Witness 1. ___________________________ (Signature) (Full name and address or office seal of the witness) Witness 2. _____________________________ (Signature) (Full name and address or office seal of the witness)

Note : - The witness should be either a Gazetted Officer/Head of Institution/ANO/Sarpanch/Village Head. Section IV Received a sum of Rs.10/- (Rupees ten only) as one time subscription and enrolled (name of the cadet) __________________ as a member of the NCC Cadets Welfare Society during the cadetship in the Junior / Senior Division /Wing. Place : ________________ Date : ________________ ________________________________________ (Signature of the OC Unit with office seal) Section - V (To be filled in by the NCC Unit) Date of despatch of the Nomination Form to Group HQ _______________. Note : The Nomination Form will be printed on both sides of a single leaf.

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Appendix C to Para 7 (vi) & (d) (v) CERTIFICATE (To accompany with request for financial assistance / relief) I __________________________________ son of / daughter of / father of/ guardian of ________________________ hereby certify that I have no claim on the NCC Cadets Welfare Society other than the amount, if any, sanctioned by the Managing Committee of the said Society and that I shall fully abide by the decision of the Managing Committee of the said Society with regard to the quantum of financial assistance.

Station : Date :

Siganture : Name : (Block Letters) Address : Attested (Signature of a Gazetted Officer with Seal)

Date

Note : This certificate will be signed by the SD Cadet, himself and in case of a JD Cadet or on death of a Cadet,by the father/nominee.

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Appendix D Para 7(b)(vii) & (d) (v) No. NCC Cadets Welfare Society Directorate General NCC New Delhi (Through Gp Commander / Deputy DG NCC) REQUEST FOR FINANCIAL ASSITANCE 1. 2. 3. 4. 5. 6. 7. Name of the Cadet : Personal Number and Rank : Unit : Date

Date of Casualty : Nature of Casualty : Postal address of the cadet / nominee (In block letters) Occupation / annual income of the parents. The under mentioned documents are enclosed : In respect of Death Cases (from nominee) (a) (c) (d) (e) (f) (g) Application from the nominee. (b) Nomination Form as per Appendix B submitted by the deceased Cadet at the time of enrolment, in original. Certificate as per Appendix C from the Nominee. Death Certificate. Post Mortem Report Court of Inquiry Proceedings. Enrolment Form

448

* In respect of Disablement Cases Application from the Cadet. Certificate as per Appendix C from the Cadet (In case of a minor, from his guardian) (c) Injury Report together with medical report duly supported by certificate from Authorised Medical Attendant / Civil Surgeon or Military Medical Authorities. (c) Court of Inquiry Proceedings. (d) Medical bills, if any, in case of temporary disability (e) Enrolment Form (* Strike out whichever is not applicable) 8. Detailed recommendations of the OC Unit, also indicating the economic condition of the family. (Signature of OC Unit) Rank : _________________ Name : _________________ Unit : _________________ (a) (b)

Station : Date : 9.

Detailed Recommendation of the Group Commander (Signature of the Group Commander)

Station : Date : 10. Detailed Recommendation of the Dy DG NCC

Rank : ____________________ Name : ___________________ Unit : ___________________

Station : Date :

Signature of the Dy Director General NCC __________________________________ __________________________________ __________________________________

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SAHARA SCHOLARSHIP SCHEME 1. The Sahara Group has introduced a scheme w.e.f. 2002 called the Annual Sahara Scholarships for which they have earmarked Rs.1 crore to be distributed annually as scholarships to NCC cadets from all over the country. The scheme is for the academic excellence of the NCC cadets. The scheme has been extended till 2007 to be reviewed thereafter by Sahara Group. Every effort should be made by all Unit/sub unit Cdr to educate the cadets regarding the scheme so that they may derive maximum benefit from this. Towards this end wide publicity may also be given in the local newspapers. 2. The number of scholarships, amount of scholarships and the criteria is given in the succeeding paragraphs : (a) Number of Scholarships : (i) (ii) (iii) (b) JD and JW SD and SW Professional 3 each per Group 2 each per Group Total 66

Amount of Scholarships : General Category : (i) (ii) JD and JW SD and SW Rs. 6000/- each Rs.12,000/- each

Professional Category : (iii) for undergoing Professional Rs.30,000/- each or Technical courses

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(c)

Eligibility Criteria : (i) Common Criteria for Three Types of Scholarships : (aa) The candidate should have 80% attendance in NCC. (ab) In case of a tie, preference will be given to Cadets who have participated in the NCC Republic Day Parade/Camp. (ac) Candidate should not be drawing scholarship from any other source. (ii) Criteria Specific for each Scholarship : Junior Division / Wing : (aa) Cadets should have obtained minimum of 65% marks in class VIII if studying in IX or similarly should have obtained 65% marks in IX or X if studying in either X or XI respectively (SC/ST/OBC/Tribal Candidates will be given a bonus of 5% marks while making the merit list). (ab) Should have done at least one year in NCC. (ac) If he has passed his X class, he could be an ex cadet. Senior Division / Wing : (aa) Should have obtained a minimum of 65% marks in Science or 60% in Commerce or 55% in Arts stream in XII or equivalent. (SC/ST/OBC/Tribal candidates will be given a bonus of 5% marks while making a merit list. (ab) Should have passed class XII in the preceding two years.
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(ac)

Marks of class XII or equivalent to form the merit.

Higher Studies / Professional Courses : (aa) Cadet should have been admitted to any of the professional courses i.e. Engineering, Medical, Hotel Management, Business Administration, Fashion Designing, Journalism, Mass Media, MBA etc. The courses should be recognized by Govt / UGC. (ab) Should have done 2 years of NCC. (ac) Marks of class XII to form the basis of merit. 5% bonus marks will be given for SC/ST/OBC/Tribal while making the merit list. (ad) Should have passed his class XII in the preceding two years. 3. There is a requirement that the cadet recommended should not be drawing scholarship from any other source. The applications, duly verified and recommended by Dte, are required to reach NCC HQ (CWS) every year latest as under : (a) (b) General Category Professional Category by 31 Oct by 30 Nov

4. The list duly finalized at NCC HQ will be forwarded to Sahara Group for issue of certificates and Bank Drafts in the name of all cadets. NCC Dte UP & UA is required to liaise with Sahara Group and follow up issue of certificates and Bank drafts in the names of cadets and forward them to NCC HQ for onward submission to various Dtes. 5. The application form required to be used for recommending cadets for Sahara Scholarships is as per Appendix A attached.

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APPENDIX A to Para 5 AWARD OF SCHOLARSHIP : SAHARA GROUP OF COMPANIES APPLICATION FORM PART-I

Passport Size Photograph in NCC Uniform

(To be attested by Associate NCC Officer) 1. 2. 3. Name in full (a) Exact date of birth (b) Place, Distt and State of birth Particulars of father ( Guardian if father is not alive) (a) Name in full (b) Home address (c)Profession, stating designation (if any) and address. 4. 5. Whether father/guardian is a citizen of India. Whether belongs to Scheduled Caste/Scheduled Tribes/OBC(Attach Certificate in the format enclosed.) Total annual income of both parents
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: : :

: : :

6.

(income certificate to be attached). 7. Particulars of School/College/ Institution last attended (a) Name of Institution (b) Date of entry (c) Date of leaving (d) Last Examination passed with the name of Board/University (e) Roll No. total marks, marks obtained, class/division and percentage of marks in the aggregate. 8. 9.

: :

: : : : :

Particulars of NCC scholarship if any, being received with amount and date of receipt : Particulars of NCC Cadetship (a) Enrolment No. (b) Rank/Div/Wing (c) Name of the institution (d) Name of the NCC unit (e) Period of Cadetship i) In Junior Div/Wing ii)In Senior Div/Wing (f) Date of joining the NCC. (g) Date of leaving the NCC : : : : : : : :

10.

Details of NCC Camps/courses attended

454

11. 12.

Did you receive any scholarship from NCC in the past, if so, give details. Certified that the statement made by me in this form is correct.

List of Documents enclosed alongwith the Application Form (Please strike out that which is not applicable) (a) (b) (c) (d) (e) A certified true copy of Marks Sheet for the qualifying examination. Attested copies of NCC Certificates, if any. Certificate from the Associate NCC Officer regarding studentship in recent class and continuance in NCC. Income Declaration. Attested photocopy of the Scheduled Caste/Scheduled Tribes/OBC certificate issued by the State Govt. authority.

Date : Station :

(Signature of the applicant)

455

Part II Separate Sheet to be used) (To be signed by the Associate NCC Officer) 1. It is certified that the particulars furnished by Cadet _________________________ have been verified and found correct. 2. It is certified that the applicant has undergone training in NCC for 2 years and details of year wise training attendance are as under : Academic Year Total Training Period Periods attended Percentage of attendance

(Signature of Associate NCC Officer) Station : Date :

Part III (Recommendations of Head of the Institute)

Place : Date :

(Signatures of Head of the Institute)

456

Part IV (To be completed by the OC Unit) 1. The particulars of Cadet _________________________________ regarding NCC activities listed in Part I and II have been verified and found correct. 2. Attested photocopies of Cadets Enrolment and Nomination Forms are enclosed.

Station : Date :

(Signature of OC Unit with Seal) Part V (Separate Sheet to be used) (Recommendation of the NCC Group Commander)

1. It is certified that Cadet __________________________ has duly contributed membership fee of Cadets Welfare Society which was remitted to the Society on __________________________________.

Station : Commander) Date :

(Signature of NCC Group Part VI (Recommendations of the DDG)

1. The conditions laid down for award of scholarship have been fulfilled and grant of scholarship to Cadet ____________________________ is recommended.

457

Date : NCC)

(Signature of the Deputy DG

Note : (i) Incomplete applications not to be forwarded to the Society. (ii) Only one copy of each document is required. CERTIFICATE (To be signed by the ANO of the School/College presently being attended by the applicant) 1. Shri .. S/o is a bonafide student of class of this school/college since . 2. The School/College provides NCC coverage and the above named student is a cadet of the NCC in this Institution since .. He/She maintains exemplary discipline. A photocopy of Enrolment Form is enclosed.

3. 4. Date :

(ANO of the Institution with seal indicating the name of School/College)

458

SC/ST/OBC CERTIFICATE 1. This is to certify that Shri/Kumari .. Son /Daughter of of Village/Town. In District/Division of the State/Union Territory belongs to the Caste/Tribe/OBC which is recognized as a Scheduled Cast/Scheduled Tribe/Other Backward Class under the Constitution. 2. Shri / Kumari and / or his / her family ordinarily reside(s) in Village / Town of District / Division of the State / Union Territory of .

Place : Date : Note : -

Signature Designation (With seal of office)

1. The term ordinarily resides used here will have the meaning as in Section 20 of the Representation of the Peoples Act 1950. 2. The certificate will be signed by any of the following officials : (a) District Magistrate / Additional District Magistrate / Collector / Deputy Commissioner / Additional Deputy Commissioner / Deputy Collector / 1st Class Stipendiary Magistrate / City Magistrate / Sub Divisional Magistrate / Taluka Magistrate / Executive Magistrate / Extra Assistant Commissioner. Chief Presidency Magistrate / Additional Chief Presidency Magistrate / Presidency Magistrate. Revenue Officer not below the rank of Tehsildar. Sub-Divisional Officer of the area where the candidate and / or his family normally reside.

(b) (c) (d)

459

(e)

Administrator / Secretary to Administrator / Development Officer (Lakshadweep Islands).

460

POSTED STRENGTH OF AFHQ OFFICERS/STAFF IN DGNCC

Sl No. 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 NAME Ms Pramila Gupta Shri SK Singh Shri VPL Das Shri Bhanu Pratap Shri P Raghunarayanan Shri Anil Kapoor Shri Anil Kumar Shri Raju Dewani Shri Sujay Kumar Shri Parthendra Vasaniya Shri Vijender Singh Shri Roop Ram Shri RN Roy Shri VK Saxena Smt Rathika Venkatraman Smt Usha Kumari Shri VK Sharma Shri BC Bosh Shri Joshua Peter Sh L Chakrapani Shri Hem Chand Shri Jitu Manjhi Smt Asha Rani Rajput Shri Mathura Prasad Smt Hansi Bisht Shri Sanjay Mehra Smt Sundri Srinivasan Shri Pawan Kumar` Smt Gita Katoch Smt Ishita Dev Shri Prashant Kumar Shri Arvind Kumar Shri SC Mishra Smt Neelam Chawla Smt Pooja Kapoor Smt Aekta Sehrawat DESIGNATION Dy DG (P&F) Dir (Fin) Dir (Pers) Jt Dir Lgs (Coord) Dy Dir (Pers) Dy Dir (Fin) PPS Estt Officer Section Officer Section Officer Section Officer Section Officer Section Officer Section Officer Section Officer Section Officer Section Officer Section Officer Section Officer Section Officer Section Officer Section Officer Asstt Dir (OL) Asstt Dir (OL) PS PS PS PA PA PA PA PA Sr Translator Sr Translator Jr Translator Jr Translator PAY SCALE (RS.) 14300-400-18300 12000-375-16500 12000-375-16500 12000-375-16500 10000-325-11500 10000-325-11500 10000-325-11500 6500-200-10500 6500-200-10500 6500-200-10500 6500-200-10500 6500-200-10500 6500-200-10500 6500-200-10500 6500-200-10500 6500-200-10500 6500-200-10500 6500-200-10500 6500-200-10500 6500-200-10500 6500-200-10500 6500-200-10500 7500-250-12000 7500-250-12000 6500-200-10500 6500-200-10500 6500-200-10500 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 6500-200-10000 6500-200-10000 5500-175-9000 5500-175-9000 461

37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81

Shri Kuldip Baa Shri Anil Kumar Shri Madhu Sudan Sharma Smt Kamlesh Sharma Shri DP Singh Shri Ashok Kumar Smt JK Chawla Shri RC Pant Smt JD Chawla Smt Sheela Devi Smt Foola Rani Bamber Smt Neelam Sharma Shri Manjit Singh Smt Vinod Bala Shri Sudesh Kaien Shri Gaj Raj Singh Shri Kishan Chand Shri Shardindu Kumar Jha Shri KS Chauhan Shri L Shankar Lal Smt Ram Devi Smt Manjit Kaur Shri Bhagat Singh Shri Prakash Chaudhary Shri Sajjan Singh Shri Ram Singh Shri Suresh Chand Shri Satish Kumar Shri Thamarakshan A Shri S Mokhopadhyay Smt Renu Chaudhary Shri Alok Kumar Shri T Thomte Shri Kishan Swaroop Shri VK Gopikrishanan Smt AK Sudha Shri KS Brijwal Shri Daulat Singh Smt Renu Grover Shri Zeeshan Ali Khan Sh Chandra Shekhar Prasad Shri Nilesh Kumar Ojha Shri Rakesh Kumar Smt Raj Lakshmi Sharma Shri Om Prakash

Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt Asstt A/c Asstt A/c Asstt DMan UDC UDC UDC UDC UDC UDC UDC UDC UDC UDC UDC UDC UDC UDC

5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 5500-175-9000 4500-125-7000 4500-125-7000 5000-150-8000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 462

81 83 84 85 86 87 88 89 89 90 91 92 93 94 95 96 97 98 99

100 101 102

103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125

Smt Sushila Devi Shri Shiv Narayan Smt Aruna Jakhmola Smt Savitri Gosain Smt Satya Kulshrestha Smt Maninder Notay Shri Sanjay Kumar Mishra Smt Lowa Moty Tiu Shri SK Pramanik Shri Ajay Singh Rawat Shri Sandip Pal Smt Abhilasha Shri Amar Deep Jhangala Smt V Premlatha Smt Inderjeet Kaur Shri Sudhir Salhotra Shri Mohan Mishra Shri Prakash Chand Smt Usha Gautam Shri Mahipal Singh Smt Sarika Gill Vashishtha Shri Ravindra Nath Shri Ravi Kapoor Shri Avinash Kaushal Smt Sheela Moorjani Shri Virender Singh Km Vishakha Khati Shri Ahindra Panigrahi Shri Madan Singh Shri N Krishna Shri Rishikesh Shri SK Pandey Shri AK Mishra Smt Neelam Phogat Smt Anju Pandey Smt Aruna Narula Shri FA Baig Shri Bhupal Singh Shri Manoj Kumar Shri Praveen Kumar Km Shikha Baijal Shri Pankaj Kumar Shri Manoj Kumar Shri Ritesh Kumar Shri Vyankat Ninawe

UDC UDC UDC UDC UDC UDC UDC UDC UDC UDC UDC UDC UDC UDC UDC UDC UDC UDC UDC UDC Steno D LDC LDC LDC LDC LDC LDC LDC LDC LDC LDC LDC LDC LDC LDC LDC LDC LDC LDC LDC LDC LDC LDC LDC LDC

4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 4000-100-6000 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 463

126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152

Shri Roshan Lal Shri Jai Singh Tokas Shri Satyanarayan Shri Manikant Jha Shri Ram Avtar Prasad

Shri Manohar Dutt Shri Rajender Singh Shri Vijay Pal Singh Shri Ash Kiran Pal Shri Ganga Ram Smt Shanta Shri LR Meena Shri M.Mala Kondiah Shri Rajender Singh Shri Lekh Raj Shri Mahabir Singh Shri Kailash Shri Devi Prasad Shri Sunil Kumar Shri Ramesh Chand Shri Chandrika Shri Kanishka Biswas Shri Rameshwar Gond Shri Birma Chidda Shri Manorama Devi Shri Budhi Singh Shri Mohan Lal

Driver Driver Driver Driver SGO Daftry Daftry Daftry Daftry Daftry Daftry Daftry Sr Peon Peon Peon Peon Peon Peon Peon Peon Peon Peon Peon Peon Peon Peon Peon

3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 3075-75-4590 2650-65-4000 2650-65-4000 2650-65-4000 2650-65-4000 2650-65-4000 2650-65-4000 2650-65-4000 2650-65-4000 2550-55-3200 2550-55-3200 2550-55-3200 2550-55-3200 2550-55-3200 2550-55-3200 2550-55-3200 2550-55-3200 2550-55-3200 2550-55-3200 2550-55-3200 2550-55-3200 2550-55-3200 2550-55-3200

OFFICERS ON DEPUTATION TO DGNCC FROM CGDA

01 02 03

Shri Satya Pal Shri VK Jain Smt Rajni Bhola

Accounts Officer Asstt Accounts Officer Asstt Accounts Officer

7500-250-12000 7450-225-11500 7450-225-11500

464