Standard Operating Procedure

The following procedure/modalities will be adopted for hiring of

residential accommodation by the Higher Education Commission:1.

The employees appointed in HEC against a regular post or

employed on contract basis in BPS, shall be eligible for
hiring of accommodation. However, lease agreement will be
signed for contract period only. The incumbents of posts
filled on daily wages basis or hired from contingencies and
ad-hoc basis are not entitled for hiring of accommodation.
The eligible employee will submit his/her application for
accommodation facility to the Admn. Division through HEC
internal website on prescribed form.

2.

The Admn. Division will prepare the agenda/working paper

for the Accommodation Committee for consideration and
recommendations.

3.

The Accommodation Committee will recommend the cases

in the light of rules and the criteria, prescribed from time to
time.

4.

The recommendations of the Accommodation Committee will

be placed before the Executive Director for his approval and,
after approval, the Admn. Division will issue office orders in
favour of the concerned employee with the direction to locate
house and submit all the required documents in respect of
the house to the Admn. Division.
i)

The employees of the HEC will locate house according

to their entitlement and submit an application for
permission to occupy the house to their offices along
with the following documents:a)
b)
c)

Consent of the owner to rent out his house

alongwith a copy of map of the house.
Copies of ownership documents and NIC of the
owner.
An affidavit from the employee that his spouse is not
a Federal Government Servant and, if so, is not
drawing house rent allowance and has not been
provided any government residential accommodation.

ii)

The lease agreement will be as per the entitlement of

the officer/official concerned.

iii)

On receipt of report from the Site Visit Committee, the

case will be initiated for approval and sanction for
release of rent to the landlord / landlady. After approval,
an agreement on stamp paper, between the Owner
(Lessor) and HEC (lessee), will be made. As per rules
owner of the house has to appear before the
Designated Officer of HEC (who will sign lease
agreement being lessee) for signature of lease
agreement on any working day. Completing all the
necessary formalities, the Admn. Division will forward
the file to the Finance Division for release of rent in
advance, if so required.

iv)

After issuance of permission letter by the office to

occupy the house, the employee shall provide an
occupation report having signatures of owner/allottee to
this office. In case employee was previously an allottee
of hired house, a vacation report of previous house
shall be provided by the allottee to this office having
signatures of owner/allottee alongwith a certificate that
no outstanding utility bills or unpaid cost of damages or
deficiencies caused to the property during the
occupancy of previous house, is pending against the
allottee. HEC will allow the hiring of an accommodation
from the date of occupation or date of vacation of
previous house which ever is later.

v)

After issuance of sanction letter, a formal lease

agreement in the prescribed form will be signed
between the owner of the house and designated officer
of HEC. Normally lease will be signed for a period of
three years and HEC will grant one year rent in
advance keeping in view the budgetary position. The
file will be forwarded by the Admn. Division to Finance
Division for payment of the rent in advance. All
payments will be made through cross cheques, which
will be forwarded to the manager of the bank for
depositing into account of the owner. Income tax will be
deducted wherever applicable.

vi)

In case of self hiring the lease agreement will be

renewed/signed each time after expiry of agreed period
and on initial hiring advance rent for one year will be
paid, after expiry of one years rent in advance, rent on
six monthly basis will be paid to the officer/official
concerned. In case of promotion/appointment of the
officer/official in higher scale his rent will be increased
accordingly subject to fulfillment of the specified criteria
of Govt. In case of any increase in rent by Federal
Govt., the rent will also be increased as per rules.

vii)

For re-hiring of a house, the same procedure is

required as mentioned above except visit of the
committee.

viii)

An allottee of a hired house shall, three months before

the expiry of the period of lease, either persuade the
owner for its renewal and produce his consent or shall
himself locate another house or flat for hiring. This
office shall in no way be responsible to provide
alternate accommodation for hiring to the allottee of a
hired house.

After expiry of the lease Agreement, the house will be

de-hired if the Owner / Attorney or the allotee request for
that. The procedure to be followed for the de-hiring of a
house is as under:a)

After receipt of request in this regard from the

allottee/landlord or the landlady, the Admin
Division will initiate the case for administrative
approval to de-hire the house.

b)

In the light of the administrative approval, a letter

will be issued to the allotee concerned to vacate
the house and locate a new house, provided he
wants to continue to avail the accommodation
facility.

ix)

A hired house shall be allotted at the place/station of

posting of the employee.

x)

When a government servant does not occupy the

allotted house within ten days of the permission to

occupy/allotment without any cogent reasons, such

permission/allotment shall be cancelled without any
notice.

xi)

In case of transfer/posting of an allottee of a hired

house from one city to another or on deputation within
the country or abroad, the HEC shall not release the
house rent allowance or issue Last Pay Certificate till
issuance of NOC from his office.

xii)

In case of transfer of an allottee of a hired

accommodation from one Ministry/Division/Department
to other Ministry/Division/Department at the same
stations, the relevant file of permission of residential
accommodation shall be transferred to the new office.

xiii)

An allottee who has joined on transfer or posting from

another station, shall produce a No Demand
Certificate in respect of accommodation occupied by
him at the previous station before he is allotted
accommodation at the new place of posting.

xiv)

When both husband and wife are employed at the

same stations, only one of them shall be entitled to
allotment of hired accommodation and house rent
allowance shall not be paid to both of them. In case
they are serving at two different stations, one of them
shall be allotted accommodation and other one shall be
allowed house rent allowance.

xv)

If any employee on his transfer or posing from

corporation/autonomous
or
semi-autonomous
organization is allowed by such organization to retain
the accommodation in his occupation, such
accommodation shall be taken over by his new office
on payment of its rent as approved by such
organization or a sum equal to the occupants rental
ceiling which ever is less.

xvi)

The allottee/occupant will be responsible for payment of

all utility bills, during his occupation. The allottee will
also be responsible for abnormal damage caused to the
house, due to his negligence.

xvii)

Hiring in the rural areas of Islamabad/Rawalpindi may

be allowed. Moreover, assessment of such houses may
be calculated one step below for the purpose of rent.

xviii)

All Directors/Incharge HEC Regional Centers will be

authorized to sign the lease agreement in the presence
of owner of the house hired by HEC for their respective
employees.

xix)

Power of Attorney given by the owners of the houses

who are in Pakistan should be accepted by the HEC for
the purpose, if these attornies are properly registered
with Registrar/sub-Registrar.

xx)

Power of Attorney given by the owner of the houses

who are settled abroad (overseas Pakistanis) should be
accepted by the HEC if these are properly attested by
our Mission Abroad.